HomeMy WebLinkAbout2013-01-15 - Executive-Administrative-Organizational Committee Meeting Agenda Packet Yorba Linda
Hater District
AGENDA
YORBA LINDA WATER DISTRICT
EXEC-ADM IN-ORGAN IZATIO NAL COMMITTEE MEETING
Tuesday, January 15, 2013, 4:00 PM
1717 E Miraloma Ave, Placentia CA 92870
COMMITTEE STAFF
Director Gary T. Melton, Chair Steve Conklin, Acting General Manager
Director Robert R. Kiley 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. Proposed Revision to Procurement and Purchasing Policy
Recommendation. That the Committee review the proposed revision to the
Procurement and Purchasing Policy and provide direction to staff.
2.2. LAFCO Sphere of Influence Update
Recommendation. That the Committee review the letter and provide direction to
staff regarding a response letter, if necessary, to LAFCO.
2.3. 2013 ACWA/JPIA Executive Committee Election Notice
Recommendation. That the Committee review the notice 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. Ops & Efficiency Study Request for Letter and References
3.3. OCWD Annexation Project Status
3.4. Security Measures at Valley View Reservoir (Verbal Report)
3.5. Status of Plumosa Property (Verbal Report)
3.6. Customer Service Feedback Report
3.7. Committee Activities Recap and Forward Planning Objectives
3.8. Status of Strategic Plan Initiatives
3.9. Consider Rescheduling the February 19, 2013 Committee Meeting (Verbal Report)
3.10. 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. 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.
5. ADJOURNMENT
5.1. The next meeting of the Executive-Administrative-Organizational Committee has been
set for February 19, 2013 at 4:00 p.m. but may be rescheduled.
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: January 15, 2013
To: Executive-Administrative-
Organizational Committee
From: Steve Conklin, Acting General
Manager
Presented By: Steve Conklin, Acting General
Manager
Reviewed by Legal: Pending
Prepared By: Steve Conklin, Acting General
Manager
Subject: Proposed Revision to Procurement and Purchasing Policy
SUMMARY:
An item came through PEO Committee and the Board in November 2012 for removal and repair of
the Timber Ridge Booster Pump #1. At the outset, to pull and diagnose the pump, the cost was
within the requirements for only one quote. By the time the pump was repaired and reset by a
crane, the cost was at a point that three quotes would have been required. The Board approved the
$15,609 total cost and requested that staff look at modifying the District's Procurement and
Purchasing Policy to address this issue for non-scheduled repair of large capital assets. In
response, staff prepared the proposed revision to the Policy included in the attached as "Section 5:
Non-scheduled Capital Asset Repair and Replacement," for consideration by the EAO Committee.
STAFF RECOMMENDATION:
That the Committee review the proposed revision to the Procurement and Purchasing Policy and
provide direction to staff.
DISCUSSION:
The existing Procurement and Purchasing Policy was adopted by the Board as Resolution 11-06 on
March 10, 2011. The only proposed change to that policy is the addition of Section 5.
ATTACHMENTS:
Description: Type:
Resolution 13-XX - Purchasing Policy.docx Proposed Revised P&P Policy Backup Material
RESOLUTION NO. 13-XX
RESOLUTION OF THE BOARD OF DIRECTORS
OF THE YORBA LINDA WATER DISTRICT
SETTING FORTH A PROCUREMENT AND PURCHASING POLICY
AND RESCINDING RESOLUTION NO. 11-06
WHEREAS, the District established a Purchasing Policy by adopting Resolution No.
88-12 on March 24, 1998; and
WHEREAS, the District modified the Purchasing Policy by rescinding Resolution
No. 88-12 and adopting Resolution No. 91-13 on May 16, 1991; and
WHEREAS, the District modified the Purchasing Policy by rescinding No.
Resolution No. 91-13 and adopting Resolution No. 02-01 on June 13,
2002; and
WHEREAS, the District modified the Purchasing Policy by rescinding Resolution
02-01 and adopting Resolution 07-11 on June 28, 2007; and
WHEREAS, the District modified the Purchasing Policy by rescinding Resolution
07-11 and adopting Resolution 11-06 on March 10, 2011; and
WHEREAS, from time to time it is necessary to review the Purchasing Policy and to
make modifications that reflect current District procedures, public
policy demands and economic conditions.
NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of Yorba Linda
Water District shall establish the following policies:
Section 1: Property, Repairs and Modifications, Supplies and Services
The following procedures and authority will be used for the acquisition or leasing of
personal property; repair or modification of District equipment or structures; or obtaining
labor, materials, supplies or services as identified in the budget:
Dollar Amount Procedure Authority
$0-57000 1 Written Quote Dept. Manager
$57001-$157000 2 Written Quotes General Manager
$157001-$257000 3 Written Quotes General Manager
$257001-$757000 3 Written Quotes Board of Directors
>$757001 Competitive Bid Board of Directors
Resolution No. 13-XX Modifying the District's Purchasing Policy and Rescinding Resolution No. 11-06 1
Section 2: Capital Outlay, Improvement and Replacement Projects
The following procedures and authority will be used for vehicles and equipment, fire
hydrants, water and sewer pipelines, booster pump stations, reservoirs, etc. as
identified in the budget:
Dollar Amount Procedure Authority
$0415,000 2 Written Quotes Dept. Manager
Dollar Amount Procedure Authority
$15,001 425,000 2 Written Quotes General Manager
$25,001 4100,000 3 Written Quotes Board of Directors
>$100,001 Competitive Bid Board of Directors
Section 3: Contract Amendments and Change Orders
The following procedures and authority will be used for contract services amendments,
professional service contract amendments and for capital projects where the change
order does not alter project completion time:
Dollar Amount Procedure (*) Authority
5% of Project Cost, NTE $7,500 Notify GM Dept. Manager
10% of Project Cost, NTE $15,000 Notify BOD General Manager
10% of Project Cost, NTE $25,000 Notify BOD General Manager
>10% of Project Cost or > $25,000 Agenda Item Board of Directors
Section 4: Contractual Services Policy
The following procedures and authority will be used for professional services such as
engineering consultant, legal counsel, auditors, etc as identified in the budget.
Dollar Amount Procedure Authority
$045,000 1 Written Proposal Dept. Mgr
$5,001415,000 2 Written Proposals General Manager
$15,001 425,000 3 Written Proposals General Manager
>$25,001 3 Written Proposals Board of Directors
Section 5: Non-scheduled Capital Asset Repair and Replacement
The following procedures and authority will be used for the acquisition of personal
property; repair or modification of District equipment or structures; or obtaining labor,
materials, supplies or services related to non-scheduled capital asset repair and
replacement:
Dollar Amount Procedure Authority
$0-107000 Notify GM Dept. Manager
$107001-$257000 Notify Committee General Manager
$257001-$507000 Notify Board General Manager
>$507001 Board approval Board of Directors
Resolution No. 13-XX Modifying the District's Purchasing Policy and Rescinding Resolution No. 11-06 2
Section 6: Emergency Policy
The following procedures and authority will be used in emergency situations for events
which require immediate extraordinary action to protect the public health, safety, welfare
and property, with ratification by the Board at the next meeting or the earliest special
meeting that may be called.
Dollar Amount Procedure (*) Authority
$04100,000 Notify BOD General Manager
>$100,001 Next or Special Mtg. Board of Directors
*In all cases where notification is required, a written memo shall be provided stating the
reasons for the approval by the designee.
Section 7 Effective:
The Purchasing Policy adopted herein shall take effect immediately upon adoption of
this Resolution.
Section 8 Rescinding:
That Resolution No. 11-05 and conflicting Minute Orders are hereby rescinded upon
adoption of this resolution.
PASSED AND ADOPTED this 24th day of January 2012, by the following called vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Gary Melton, President
Yorba Linda Water District
ATTEST:
Annie Alexander, Assistant Secretary
Yorba Linda Water District
Resolution No. 13-XX Modifying the District's Purchasing Policy and Rescinding Resolution No. 11-06 3
Reviewed as to form by General Counsel:
Arthur G. Kidman, Esq.
Kidman Law, LLP
Resolution No. 13-XX Modifying the District's Purchasing Policy and Rescinding Resolution No. 11-06 4
ITEM NO. 2.2
AGENDA REPORT
Meeting Date: January 15, 2013
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: LAFCO Sphere of Influence Update
EW
SUMMARY:
On January 7, 2013, the attached letter was received from LAFCO, informing the District that
LAFCO will be reviewing the spheres of influence for all of Orange County's special districts and
cities, in addition to updating their Municipal Service Reviews, at LAFCO's February 13, 2013
meeting. LAFCO requested comments no later than January 22, 2013.
STAFF RECOMMENDATION:
That the Committee review the letter and provide direction to staff regarding a response letter, if
necessary, to LAFCO.
ATTACHMENTS:
.a Description: Type:
Municipal Service Review.pdf LAFCO Letter Backup Material
O
LOCAL AGENCY FORMATION COMMISSION
ORANGE COUNTY
ganovative
gcxwrffnent
RECEIVED
January 2, 2013
JAN 7 2013
CHAIR Ken Vecchiarelli YORBA LINDA WATER DISr.RICT
SUSAN WILSON General Manager
Representative of
Genera!Fubiic Yorba Linda Water District
1717 E. Miraloma
VICE CHAIR
JOE CARCHIO Placentia,CA 92870
councilmember
City of Huntington Beach
SUBJECT: Municipal Service Review and Sphere of Influence Update
PAT BATES
Supervisor
s'D.5tricr Dear Mr. Vecchiarelli,
PETER HERZOG The Orange County Local Agency Formation Commission (LAFCO) is
Counc4member
City of Lake Forest required by State law to review each agency's sphere of influence at least
once every five years (Government Code Section 56425). A sphere of
JOHN MOORLACH influence defines the probable physical boundaries and service area for a
cu eNiSOr
2' Dstr.Ct special district or city (a map of your District's current sphere is attached for
CHARL your reference). In order to update spheres of influence, the Commission is
CHARLEY WILSON
SantaMargrita also required to conduct a Municipal Service Review for each agency
Water DJ 5trnct (Government Code Section 56430) that evaluates how services are currently
JOHN WITHERS provided and are planned to be provided in the future to accommodate
Director anticipated growth.
Irvsne 4arch Water D&rict
ALTERNATE LAFCO will be reviewing the spheres of influence for all of Orange County's
BILL CAMPBELL
Supervisor special districts and cities, in addition to updating their Municipal Service
3"District Reviews, at their February 13, 2013 meeting. The MSR/SOI staff report will
ALTERNATE be available one week before the meeting date. If there are any issues or
JAMES Fist PR modifications to your sphere boundary that you would like the Commission
Director
,Mesa consd dated to consider, I am available to meet to discuss. Additionally, you may provide
ter Dist =t your comments in writing to LAFCO staff no later than Tuesday,January 22,
ALTERNATE 2013. Comments regarding the sphere review may be submitted by mail or
DEREK J.MGGREGOR
Representative of email at ceme @oclafco,org.
General Public
ALTERNATE If you have any specific questions concerning this matter, please feel free to
BOB RING contact me at(714) 834-2556.
CouncHmember
Cry of Laguna Woods
Sincerely,
CAROLYN EMERY
interim Executive CfFcer
Ca lyn
Inter a Officer
Aftachmen!uti
urr Sphere of Influence Map
12 Civic Center Plaza,Room 235,Santa Ana,CA 92701
(714)834-2556• FAX(714)834-2643
http://www.oclafco.org
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Last Reviewed:11/12/08
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Yorba Linda Water District Sphere Boundary
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ITEM NO. 2.3
AGENDA REPORT
Meeting Date: January 15, 2013
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: 2013 ACWA/JPIA Executive Committee Election Notice
SUMMARY:
The attached letter was received January 7, 2013 from ACWA/JPIA as a notice for candidates for
the 2013 JPIA Executive Committee. It is presented for review and consideration by the EAO
Committee.
STAFF RECOMMENDATION:
That the Committee review the notice and provide direction to staff.
ATTACHMENTS:
Name: Description: Type:
2013 JPIA Exec Comm Election Notice.pdf JPIA Exec Comm Election Notice Backup Material
JAN 0 7 2013
To: JPIA Directors, Alternates, and Others By
i JIA From: Sylvia Robinson, Publications &Web Editor
Date: January 3, 2013
Subject: 2013 Executive Committee Election Notice
JOINT POWERS
INSURANCE AUTHORITY Notice is hereby given that there will be an Executive Committee
election during the JPIA's Board of Directors' meeting to be held on
P.O.Box 619082 May 6, 2013, at the spring conference in Sacramento, California.
Roseville,CA 90661-9082
This election will fill four Executive Committee member positions, each
phone for a four-year term. The incumbents are Tom Cuquet, South Sutter
916.786.5742 WD; Melody McDonald, San Bernardino Valley WCD; Charles Muse,
800.23 1.5742 Helix WD; and Lou Reinkens, Tahoe City PUD.
direct line Candidates for the election must be elected or appointed directors of
916.774.7050 the JPIA member that they represent and must have been appointed
800.535.7899
by that member to be on the JPIA's Board of Directors. Further,
fax candidates for the election must also be representatives of JPIA
916.774.7040 members that participate in all four of the JPIA's Programs: Liability,
Property, Workers' Compensation, and Employee Benefits.
wsvw.acwa jpia.com
The candidates must also each receive concurring in nomination
President resolutions from three other JPIA members. However, JPIA members
E.G. "Jerry"Gladbach may concur in the nomination of as many candidates as they Wish.
When asking other JPIA members to concur in a nominatiwl, it would
be helpful to them to include some information about the Director and
Vice President his/her background.
Tom Cuquet
The submission of the nominating resolution, the three concurring in
Chief Executive Officer nomination resolutions, and the candidate's statement of qualifications
Walter"Andy"Sells is the sole responsibility of the nominating member. These nominations
must reach the JPIA by the close of business {4:30 pm} on Friday,
March 22, 2013. Nominations may be mailed to the attention of Sylvia
Executive Committee Robinson at the JPIA: P. O. Box 619082, Roseville, CA 95661-9082.
John A.Coleman
Tom Cuquet Final notice of the qualified candidates will be included as part of the
Joseph Dion Board of Directors' meeting packet, which will be mailed on or before
E.G."Jerry"Gladbach April 22, 2013, to those who request a meeting packet.
David T.Hodgin
W-❑."sill"Knutson The nominating procedures and copies of the nominating and
Melody A.McDonald concurring in nomination resolutions are attached.
Charles W.Muse
Lou Reinkens
A Partnership of Public Water Agencies
ACWA Joint Powers Insurance Authority
Nomination Procedures
Approximately 120 Days before Election (January 7, 2013)
All ACWAIJPIA Directors and Member Districts are to be notified of:
A) Date and place of Election;
B) Executive Committee positions and terms of office to be filled by Election;
C) Incumbent office holders; and
D) Nomination Procedures.
120 to 45 Days before Election (January 7 — March 22, 2013)
A) A district may place into nomination its member of the Board of Directors of
ACWAIJPIA with the concurrence of three districts, then members of the
ACWAIJPIA, in addition to the nominating district.
B) Sample resolutions are available on the ACWAIJPIA website.
C) The district is solely responsible for timely submission of the nominating
resolution and the three additional concurring in nomination resolutions of its
candidate for office.
45 Days before Election (March 22, 2013)
A) Deadline and location for receiving the nominating and concurring in nomination
resolutions in the ACWAIJPIA office:
Friday— March 22, 2013 —4:30 p.m.
Sylvia Robinson
Publications & Web Editor
ACWAIJoint Powers Insurance Authority
P. 0. Box 619082,
Roseville, CA 95661-9082
(srobinson@acwajpia.com]
B) Candidates' statement of qualifications must be submitted, if desired, with the
nominating resolutions. The statement of qualifications must be submitted on one
side of an 8'/z x 11" sheet of paper suitable for reproduction and distribution to all
districts (MSWord or PDF documents preferred).
14 Days before Election (April 22, 2013)
Final notice of the upcoming Election of Executive Committee members will be included
as part of the Board of Directors' meeting packet. Final notice shall Include:
A) Date, Time, and Place of Election;
B) Name and District of all qualified candidates;
C) Candidate's statement of qualifications (if received); and
D) Election Procedures and Rules.
ITEM NO. 2.4
AGENDA REPORT
Meeting Date: January 15, 2013 Budgeted: Yes
Total Budget: $60,000 FY 2012/13
To: Executive-Administrative- Cost Estimate: $60,000 CY 2013
Organizational Committee
Funding Source: Water Operating
Fund
From: Steve Conklin Account No: 1-1010-0780-00
Acting General Manager
Presented By: Steve Conklin Dept: Board of Directors
Acting General Manager
Reviewed by No
Legal:
Prepared By: Annie Alexander
Executive Secretary
Subject: Extension of Professional Services Agreement with Townsend Public Affairs
STAFF RECOMMENDATION:
That the Committee consider this request and provide a recommendation to the Board of
Directors.
DISCUSSION:
Townsend Public Affairs (TPA) has requested to extend their Professional Services Agreement
for government relations and advocacy services through December 31 , 2013. While TPA has
not suggested any revisions to the initial Scope of Work, they have stated that they would be
happy to accommodate any changes requested by the Board of Directors.
Pending issues for the next calendar year are as follows:
• A seat on the Orange County Sanitation District Board of Directors.
• Strategic consulting regarding a matter with the Orange County Transportation Authority
related to prior rights and utility relocation expenses.
• Legislative monitoring, analysis and reporting as issues and needs arise throughout the
year.
The approved budget for FY 2012/13 included $60,000 for Legislative Consultants which
would fund the first 6 months of the requested extension.
STRATEGIC PLAN:
CP 1-A: Enhance Resources for Public Information and Governmental Affairs Division
PRIOR RELEVANT BOARD ACTION(S):
By majority vote, the Board of Directors approved a Professional Services Agreement with
Townsend Public Affairs on August 25, 2011 .
T 0 WNSEND 19�F JAN r 22013
a
� LiC AFFAIRS
LB�uu TPA ,
i
January 10, 2013
Steven Conklin, General Manager
Yorba Linda Water District
1717 East Miraloma Avenue
Placentia, CA 92870
Dear Mr. Conklin,
Enclosed are two signed originals of the "Supplement to Contract for Consulting Services
(#1)" between the Yorba Linda Water District and Townsend Public Affairs, Inc. Please
sign both copies and return one to me in the enclosed self-addressed, stamped envelope.
If you have any questions or concerns, please feel free to contact me by phone at
(949) 399-9050 or at CDaviseTownsendPA.com.
Sincerely,
C4
Chrysten Davis
Director of Operations
Enclosures
2 Contracts
Return Envelope
26991Phoitc,Road,Sua-27f CA 92 o14 944-i99-9050 : 989 476-8215
SACRAPIIENTO WAS-iIN6`ON ,()U 1,1 CALII ()"NIA , N:JRTPERN CALIFORNIA
WWW.TOWNSENDPA.COM
SUPPLEMENT TO
CONTRACT FOR CONSULTING SERVICES (#1)
THIS SUPPLEMENT TO CONTRACT FOR CONSULTANT SERVICES
("Supplement") is made and entered into this day of January, 2013 by and
between the Yorba Linda Water District ("Client") and Townsend Public Affairs,
Inc., a California corporation ("Consultant").
RECITALS
A. Client and Consultant have entered into that certain "Professional
Services Agreement between the Yorba Linda Water District and Townsend
Public Affairs, Inc." dated as of August 25, 2011 ("Contract").
B. The parties to this Supplement desire to change the term of the
Contract as set forth herein.
NOW, THEREFORE, for good and valuable consideration, the receipt of
which is hereby acknowledged, the parties hereto supplement and amend the
Contract as hereinafter set forth.
1. The term shall now be extended through June 30, 2013.
2. All other terms and conditions of the Contract, except as set forth
herein, shall remain in full force and effect.
WHEREFORE, this Supplement is executed by the parties as of the date set
forth above.
CLIENT: Yorba Linda Water District
By:
Steven Conklin
General Manager
CONSULTANT: TOW PU LIC AFFAIR C.
a Cali or i or ration
By:
C ris pher ownsend
P dent a Secretary
rr
x j 43 iT /I C,0AJ-7-/A) U ��
Tomseud '-
PUBLIC AFFAIRS, INC.
MEMORANDUM
To: Yorba Linda Water District, Board of Directors
From: Christopher Townsend, President
Heather Stratman, Senior Director
Casey Elliott, State Capitol Director
Matthew Hicks, Associate
Date: August 25, 2011
Subject: Government Relations & Advocacy
Proposed Scope of Services for FY 2011-2012
This document is intended to serve as a proposal for advocacy and government
relations services for the Yorba Linda Water District (YLWD) for the Fiscal Year 2011-
2012. The document identifies and outlines the proposed services provided by
Townsend Public Affairs (TPA) for consideration by YLWD. TPA has identified a
number of local and state legislative and policy issues of concern to YLWD. Those
include, but are not limited to, the items listed below.
Orange County Sanitation District -- Board of Directors Seat
Background
• The Orange County Sanitation District (OCSD) is a special district established by
the California State legislature and governed by a 25-member board of directors.
• Under California Health and Safety Code 4730.65, legislation will be required for
the Yorba Linda Water district to obtain a seat on the Board. The Yorba Linda
Water District is entitled to this seat as the "public agency empowered to and
engaged in the collection, transportation, treatment or disposal of sewage" for the
City of Yorba Linda.
Advocate
TPA proposes to provide support to YLWD, specific to the following activities:
• TPA will provide strategic consulting and advocacy regarding generating local
support among legislators and member agencies for granting a seat to the Yorba
Linda Water District on the Board of the Orange County Sanitation District.
• TPA will work with Senator Bob Huff and Assemblyman Curt Hagman, as co-
authors, to refine this legislative concept and then introduce legislation,
• TPA will assist in guiding the bill through Legislative Counsel, the Committee
Process, and ultimately passage through the Legislature.
• TPA will outreach to key stakeholders to ensure there is broad range support for
this proposal, including, but not limited to, OCSD and City of Yorba Linda.
• TPA will work to ensure the bill is approved by the Legislature and signed by the
Governor.
Orange County Transportation Authority
Background
• The Orange County Transportation Authority has notified the Yorba Linda Water
District of its intention to conduct street repairs that would impact YLWD's
water/sewer lines and operations.
• Based on an existing right-of-way YLWD is not financially or legally responsible
for repairs and improvements to the lines as the result of OCTA's work within the
street(s).
• YLWD has issued a letter to OCTA providing information on the existing right-of-
way and is awaiting a response from OCTA.
Advocacy:
TPA proposes to provide support to YLWD, specific to the following activities:
• TPA will provide strategic consulting and advocacy regarding OCTA's action
subsequent to responding to YLWD's letter.
• TPA will work with OCTA staff and Board Members to educate them about
YLWD's specific circumstances
• TPA, as needed, will engage other key stakeholders into the decision making
process in support of YLWD's position.
State Legislation
Background
• TPA will provide ongoing strategic consulting and advocacy services for the
YLWD as needed, including but not limited to legislative monitoring, analysis,
reporting and special legislative services such as running legislation should the
District require special legislation.
• TPA will consult with YLWD staff and the Board of Directors as issues and needs
arise throughout the year.
Budget/Cost Proposal
TPA proposes the following monthly fee for services that would include the entire scope
of work detailed above:
• September 1, 2011 — February 29, 2012: $3,000 per month
• March 1, 2012 — December 31, 2012: $5,000 per month
In summary, TPA would greatly enjoy the opportunity to work with the Yorba Linda
Water District. We welcome your feedback and thank you for your consideration.
ITEM NO. 3.2
AGENDA REPORT
Meeting Date: January 15, 2013
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: Ops & Efficiency Study Request for Letter and References
SUMMARY:
In an effort to "short list" to the five to six firms to receive the Request for Statement of Qualifications
(SOQ), staff sent an electronic Request for Letter of Interest and Reference List to eleven firms.
DISCUSSION:
At the December 17, 2012 EAO Committee meeting, staff presented a draft Request for Statement
of Qualifications (SOQ) and a draft list of potential firms to be sent the Request for SOQ. The
Committee reviewed the draft Request for SOQs and requested no changes or revisions. The
Committee reviewed the list of potential firms, which was divided into 11 firms on the "Blue" list, 7
firms on the "Green" list, and 6 firms on the "Gray" list. As discussed with the Committee, the Blue
List is firms that appear to have experience or references indicating that they may be qualified for
the work we are contemplating. The other lists had firms with lesser or no apparent experience in
the areas sought. Following discussion, the Committee asked staff to investigate the firms and
check references on the Blue List and short-list down to five to six firms to receive the Request for
SOQ.
Following the Committee meeting, staff developed a preliminary and final list of standard questions
to ask each reference. After the holidays, staff further evaluated the information available on the
Blue List for each of the eleven firms. It was determined that there was insufficient information
available to date in order to do an equitable reference check. Therefore, staff decided that each of
the eleven firms should be contacted to determine if they are interested and if so, to provide a letter
and a list of references with names and contact information. That letter (as attached) was emailed to
the eleven firms on January 7, 2013, requesting a response and list of references by January 24,
2013.
ATTACHMENTS:
Description: Type:
0 E Study Reg for Ltr and Refs.docx 0 &E Study Request for Letter&Refs Backup Material
January 7, 2013
Subject: Request for Letter of Interest and Reference List
To Whom It May Concern:
The Yorba Linda Water District (the District) is preparing to issue an invitation for 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 (Study).
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.
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
• 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 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.
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,
through approximately 23,950 service connections. More information about the Yorba Linda
Water District can be found on the District's website: www.ylwd.com.
If your firm is interested in submitting a SOQ for the District's Organizational and Efficiency
Study, please submit a letter of interest and a list of two to four references to the contact
below. The District plans to contact those references and to use that information to develop a
"short list" of approximately six firms that appear to be most qualified. Those firms or
individuals deemed most qualified based upon the reference check will be contacted to submit
a SOQ. All references should be for projects related or similar to organizational and/or
efficiency studies and must include the name of the primary contact person, his/her position
and telephone number at the referenced agency. References specific to work performed for
water agencies and/or special districts are preferred.
If your firm is interested in pursuing this project, please submit your letter of interest and list of
references to the contact person below by 4 pm on January 24, 2013. Your submittal may be
mailed or sent as an electronic pdf by the date indicated. The District's contact for Submittals
and questions is:
Cindy Botts, Management Analyst
Yorba Linda Water District
1717 E. Miraloma Avenue
Placentia, CA 92870
cbotts @vlwd.com
Very truly yours,
Steve Conklin, P.E.
Acting General Manager
ITEM NO. 3.3
AGENDA REPORT
Meeting Date: January 15, 2013
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: OCWD Annexation Project Status
SUMMARY:
An updated schedule for the OCWD Annexation was provided on January 8, 2013 and is attached.
On that day, the Administrative Draft EIR was electronically distributed to YLWD, IRWD and the City
of Anaheim for review. Review comments from the three agencies are due January 29 at a meeting
of the agencies with OCWD. That same week, a separate meeting is being scheduled to discuss the
details for the proposed Annexation Agreement among the four parties.
ATTACHMENTS:
Name: Description: Type:
1-8-13 SCHEDULE UPDATE.docx Annex EIR Schedule Backup Material
OCWD ANNEXATION EIR SCHEDULE REVIEW
Updated 1-8-13
Project Milestone Schedule
SUBMIT 1St Administrative Draft EIR (with graphics and Tuesday
C ppendices)for OCWD/Agency review 8January 2 01
TEAM MEETING at OCWD to receive agency comments on 1St Tuesday
Administrative Draft EIR 29 January 2013
SUBMIT 2nd Administrative Draft PEIR for OCWD/Agency review Tuesday 12 February 2013
TEAM MEETING at OCWD to receive comments on 2nd Tuesday
Administrative Draft EIR 26February2013
DISTRIBUTE Draft EIR to State Clearinghouse; begin 45-day Friday,
PUBLIC REVIEW period 15 March 2013
HOLD Public Workshop to review key Draft EIR analyses and Wednesday,
conclusions 17 April 2013
END Public Review Friday May 2013
TEAM MEETING at OCWD to review comments on the Draft EIR Wednesday
&discuss approach to Final EIR responses 8 May 2013
SUBMIT draft Final EIR response to comments for MAY
OCWD/Agency review and comment 2013
PRODUCER MEETING to review comments on the Draft EIR and JUNE
discuss approach to Final EIR responses 2013
RECEIVE comments on draft Final EIR from OCWD&Agencies JUNE 2013
BOARD MEETING to review Final EIR comments& responses JULY 2013
SUBMIT Final EIR, Draft Findings/Overriding Considerations& JULY
Draft MMRP for OCWD/Agency review 2013
TEAM MEETING at OCWD to receive comments on Draft JULY
Findings, Overriding Considerations and MMRP 2013
PRODUCER MEETING to present Final EIR (OPTIONAL). JULY2013
DISTRIBUTE Final EIR, Findings, Overriding Considerations and AUGUST
MMRP to OCWD,Agencies, Public 2013
BOARD MEETING to consider FEIR certification, project approval AUGUST 201.3
SUBMIT Notice of Determination AUGUST 201.3
SUBMIT Administrative Record AUGUST 201.3
OCWD BOARD MEETS: ist and 3rd Wednesday each month 5:30 pm
OCWD PRODUCERS MEET: 2nd Wednesday each month, io:oo am
ITEM NO. 3.6
AGENDA REPORT
Meeting Date: January 15, 2013
Subject: Customer Service Feedback Report
ATTACHMENTS:
Description: Type:
CR Tracking and Customer Feedback thru 12 December 2012.pdf December 2012 Customer Service Report Backup Material
y
U
0
�Main Leak-CC
4
3
5
6
3
7
10
10
6
6
4
4
�Service Leak-CC
10
11
21
15
15
0
24
23
24
17
20
27
CAMS-CC
4
1
6
0
5
5
1
3
1
2
7
6
�Meter Leak-CC
30
18
26
20
30
22
27
40
37
31
32
17
�Fire Hydrant Leak-CC
4
2
1
3
4
0
1
3
2
5
2
1
L Main Line Valve Leak-CC
4
3
0
2
1
1
0
1
2
3
2
2
F5
+Leaks-Total-CC
56
38
59
46
58
35
63
80
1 72
64
67
7
Water Quality Calls by Month
8 7
y 7 �
6 5
° 5
� 4
3
2
1
0
Jan Feb Mar Apr May Jun Jul Au€
�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
--4--Water
Pressure Calls by Month
Feb
Mar
Apr
30
7
Jul
Aug
Sep
Oct
Nov
Dec
�Noise in Pipes
25
0
0
1
0
25
6
2
0
1
0
1
20
3
18
7
4
6
4
5
5
1b
14
15
6
2
�Customer Problem
v 15
6
7
1
6
6
13
3
8
10
8
•
6
8
2
10
2
3
3
1
2
3
0
3
0
0
Other
15
5
5
19
24
16
23
24
14
0
25
16
� Water
6
10
8
3
Jan
Feb Mar Apr May Jun Jul Aug
Sep
Oct
Nov
Dec
�High Pressure
0
3
3
1
1
2
8
6
3
2
1
1
�Low Pressure
8
11
7
7
15
16
17
15
12
14
7
4
tPressure-Total
8
1 14
10
8
16
18
25
21
15
16
8
5
Water Quality Calls by Month
8 7
y 7 �
6 5
° 5
� 4
3
2
1
0
Jan Feb Mar Apr May Jun Jul Au€
�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
--4--Water
Sewer Issue Calls by Month
Feb
Mar
Apr
May
7
Jul
Aug
Sep
Oct
Nov
Dec
�Noise in Pipes
0
0
0
1
0
0
6
2
0
1
0
1
�Damaged Box or Lid
3
6
7
4
6
4
5
5
3
4
6
2
�Customer Problem
6
6
7
1
6
6
13
3
4
7
•
6
4
2
2
2
3
3
1
2
3
0
3
0
0
Other
15
12
16
19
24
16
23
24
14
0
25
16
� Water
6
10
8
3
8
10
7
10
5
4
5
2
-Total
30
34
38
28
44
36
49
39
32
49
40
27
1
0
Quality-Total-CC
1
7
5
2
5
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
�Sewer Stoppage
1
1
1
2
1
1
1
1
0
3
0
1
�Sewer Odor
4
2
0
0
1
1
1
0
0
0
0
2
5;--Q Sewer Overflow
1
1
1
0
0
1
1
0
2
0
0
0
--*--Sewer
Water Quality Calls by Month
8 7
y 7 �
6 5
° 5
� 4
3
2
1
0
Jan Feb Mar Apr May Jun Jul Au€
�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
--4--Water
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
�Noise in Pipes
0
0
0
1
0
0
1
2
0
1
0
1
�Damaged Box or Lid
3
6
7
4
6
4
5
0
3
4
6
2
�Customer Problem
6
6
7
1
6
6
13
3
9
7
Issues-Total
6
4
2
2
2
3
3
1
2
3
0
3
Water Quality Calls by Month
8 7
y 7 �
6 5
° 5
� 4
3
2
1
0
Jan Feb Mar Apr May Jun Jul Au€
�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
--4--Water
�Turn On 6 6 1 3 8 3 8 10 9 5 8 7
�Turn Off 7 11 7 5 7 15 15 15 16 9 8 8
+TurnOn/Off-Total
13 17 8 8 15 18 23 25 25 14 16 15
Misc. Calls by Month
60 44 as as
y 40 30 • 36
i
3U 1
`0 20
� 10
0
an
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
�Noise in Pipes
0
0
0
1
0
0
1
2
0
1
0
1
�Damaged Box or Lid
3
6
7
4
6
4
5
0
3
4
6
2
�Customer Problem
6
6
7
1
6
6
13
3
9
7
4
2
Contractor
0
0
0
0
0
0
0
0
1
1
0
0
Other
15
12
16
19
24
16
23
24
14
32
25
16
� Water
6
10
8
3
8
10
7
10
5
4
5
6
-Total
30
34
38
28
44
36
49
39
32
49
40
27
Quality-Total-CC
1
7
5
2
5
1
2
2
�Turn On 6 6 1 3 8 3 8 10 9 5 8 7
�Turn Off 7 11 7 5 7 15 15 15 16 9 8 8
+TurnOn/Off-Total
13 17 8 8 15 18 23 25 25 14 16 15
Misc. Calls by Month
60 44 as as
y 40 30 • 36
i
3U 1
`0 20
� 10
0
an
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
�Noise in Pipes
0
0
0
1
0
0
1
2
0
1
0
1
�Damaged Box or Lid
3
6
7
4
6
4
5
0
3
4
6
2
�Customer Problem
6
6
7
1
6
6
13
3
9
7
4
2
Contractor
0
0
0
0
0
0
0
0
1
1
0
0
Other
15
12
16
19
24
16
23
24
14
32
25
16
� Water
6
10
8
3
8
10
7
10
5
4
5
6
-Total
30
34
38
28
44
36
49
39
32
49
40
27
H
T.■
U
w
O
U
Customer Card Feedback
250
201 192
200
165 168 171
151
150 141
100
50
0
Mar
Jan
I -mA Excellent
157
Jun
�Average
8
137
Poor
0
179
Total
165
Feb
Mar
Apr
May
Jun
Jul
123
137
149
165
179
192
3
3
15
6
18
23
0
1
4
0
4
14
126
141
168
171
201
229
'40
Aj
Aug
Sep
Oct
Nov
Dec
183
170
108
123
88
9
7
20
27
5
0
1
3
1
2
192
178
131
151
95
ITEM NO. 3.7
AGENDA REPORT
Meeting Date: January 15, 2013
To: Executive-Administrative-
Organizational Committee
From: Steve Conklin, Acting General
Manager
Dept: Administration
Prepared By: Cindy Botts, Management
Analyst
Subject: Committee Activities Recap and Forward Planning Objectives
SUMMARY:
With the restructuring of the Board of Directors and District committees, staff believed it would be
beneficial for the Executive-Administrative-Organizational Committee to be provided with a
summary of items that have been discussed and/or acted upon during CY 2012, as well as to
discuss future staff tasks and Committee items.
DISCUSSION:
In 2012, the following items of significance were discussed and/or considered by the Executive-
Administrative-Organizational Committee:
• Working toward the California Special Districts Association's (CSDA) District of Distinction
award.
• Recommendation for approval of the Staff Travel Expense Reimbursement Policy.
• Initial development of a Public Records Act Request Policy, in conjunction with Legal Counsel.
• Recommendation for approval of the Board Communications Reimbursement Policy.
• Recommendation for approval of the Elective Meter Resizing Policy.
• Responded to the OC Grand Jury Report- Transparency Breaking Up the Compensation Fog-
But Why Hide Pension Costs?
• Recommendation for approval of continued Brown Act compliance, despite the State of
California making several portions of the Act voluntary.
• Increased the threshold for mailing of Past-Due Notices to customers from $50 to $75.
• Recommendation for approval of the amendments to the Conflict of Interest Code.
• Oversaw development of the Statements of Qualifications (SOQ) process for the District's
Organizational & Efficiency Study.
Staff is also seeking suggestions for future items that the Committee would like to consider during
CY 2013.
ITEM NO. 3.8
AGENDA REPORT
Meeting Date: January 15, 2013
Subject: Status of Strategic Plan Initiatives
ATTACHMENTS:
Description: Type:
EAO - Strategic Plan Trackinq.xlsx December 2012 Backup Material
Strategic Plan Initiatives Status Report
Executive-Administrative-Organizational Committee
Strategies Start Date Completion Lead Party December 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
(1) Customer
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
Conduct Quarterly All- Planned for January
WE 3-13 Hands Meetings Jul-11 Quarterly General Manager 23, 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
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
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