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HomeMy WebLinkAbout2013-01-15 - Executive-Administrative-Organizational Committee Meeting Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT EXEC-ADM IN-ORGANIZATIONAL COMMITTEE MEETING January 15, 2013 A meeting of the Yorba Linda Water District's Executive-Administrative-Organizational Committee was called to order by Director Melton 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 Gary T. Melton, Chair Steve Conklin, Acting General Manager Director Robert R. Kiley Damon Micalizzi, Public Information Officer OTHER ATTENDEES Arthur G. Kidman, Partner, Kidman Law LLP Christopher Townsend, President, Townsend Public Affairs, Inc. Heather Stratman, Senior Director, Townsend Public Affairs, Inc. PUBLIC COMMENTS None. Mr. Conklin requested to add the following matter to the agenda: 2.4. Extension of Professional Services Agreement with Townsend Public Affairs Recommendation. That the Committee consider this request and provide a recommendation to the Board of Directors. The Committee agreed. 2. ACTION CALENDAR 2.1. Proposed Revision to Procurement and Purchasing Policy Mr. Conklin recalled that an item came through PEO and the Board in November 2012 for removal and repair of Timber Ridge Booster Pump #1. At the outset, to pull and diagnose the pump, the cost was within the requirements for only one cost quote. By the time that 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 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. 1 In response, staff prepared a proposed revision to the Policy, which was reviewed and discussed with the EAO Committee. Following discussion, the Committee recommended that the Procurement and Purchasing Policy with proposed revisions, as Section 5, be taken to the Board for review and consideration, following review as to form by legal counsel. 2.2. LAFCO Sphere of Influence Update Mr. Conklin reported that a letter was received January 7 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. Mr. Conklin reviewed with the Committee the map provided by LAFCO showing the District's current sphere of influence boundary and current District boundary. It was noted that the sphere boundary appeared to be correct but that the District boundary did not show the District's recent annexations in SAVI Ranch area and in the Locke Ranch area. The Committee asked Mr. Conklin to respond to LAFCO with a request that the District's boundary be updated to show the two annexations. 2.3. 2013 ACWA/JPIA Executive Committee Election Notice Mr. Conklin reported that a letter was received January 7 from ACWA/JPIA as a notice for candidates for the 2013 JPIA Executive Committee. The Committee reviewed the letter and the conditions for candidacy for the Executive Committee. It was noted by Mr. Kidman that District staff and Directors have not been attending ACWA meetings on a regular basis for some time. He suggested that since ACWA/JPIA is our continuing partner in our claim for restitution in the Freeway Complex Fire issue, we may want to get our directors more involved in the ACWA conference meetings and committees. Following discussion, the Committee asked staff to provide information on dates for upcoming ACWA conferences and locations. 2.4. Extension of Professional Services Agreement with Townsend Public Affairs Mr. Conklin reported that a letter was received January 14, 2013 from Townsend Public Affairs (TPA). The letter and attachments noted that TPA's existing agreement with the District expired at the end of December 2012, and that they are requesting a one-year extension to December 31, 2013. Mr. Townsend and Ms. Stratman were present for the discussion. Mr. Townsend noted that their scope of work for government advocacy remains the same, namely assisting with the effort to obtain a seat on the OCSD Board, assisting with finding an amicable settlement with OCTA on the Lakeview Project, and assisting with advocacy for state legislation. He 2 also pointed out that they are prepared to assist and provide recommendations on other matters that may be of concern to the Board. The Committee indicated that they support extending the services with TPA on the same conditions as the existing agreement, but asked that TPA provide a modified proposal that provides services to June 30, 2013, so that the agreement is in sync with the District's fiscal-year budget process. Ms. Stratman said that she will prepare and send the revised document to the District. 3. DISCUSSION ITEMS 3.1. Legislative Affairs Update (Verbal Report) Mr. Townsend reported on issues relating to the recent elections and local government. Ms. Stratman left the meeting after discussion of this item. 3.2. Ops & Efficiency Study Request for Letter and References Mr. Conklin reported that in an effort to "short list" to five or six firms to receive the Request for Statement of Qualifications, staff sent an electronic Request for Letter of Interest and Reference List on January 7 to eleven firms. The purpose of this was to solicit a response from firms to confirm their interest in submitting a SOQ, and to provide us a complete list of information for two or more references for similar type work completed by that firm. He noted that the response is due by January 24, after which staff will begin its reference check for each responding firm. Following discussion, the Committee asked staff to report back on status at the next EAO Committee meeting. 3.3. OCWD Annexation Project Status Mr. Conklin reported that an electronic copy of the Administrative Draft EIR for OCWD Annexation was received January 8 from OCWD, along with an updated schedule. The draft EIR was submitted to YLWD, IRWD and the City of Anaheim for review and comments, due by January 29, to be discussed in a meeting of the above three agencies and OCWD that day. He noted that the updated schedule, which was provided to the Committee, shows milestone dates, leading to consideration for approval of the annexation at a OCWD Board meeting in August 2013. The Committee reviewed the information and asked staff to keep the Committee apprised of progress and developments. 3.4. Security Measures at Valley View Reservoir (Verbal Report) Mr. Micalizzi reported that staff is in the process of installing signs at the site, stating the site is closed from dusk to dawn and subject to video surveillance at all time. He also noted that "dummy" camera enclosures 3 are being installed as well, as requested by the Committee. Mr. Micalizzi also recalled that he and other staff had talked with nearby residents, talked with OC Sheriff representatives about their plans for a regular and vigilant presence in the area, and talked with kids who were at the site. He noted that damage to YLWD facilities is still occurring. After discussion, the Committee asked staff to report back on status at the next Committee meeting. 3.5. Status of Plumosa Property (Verbal Report) Mr. Conklin reported that, following the last Committee meeting, he talked with Mr. Steve Rudometkin, Yorba Linda City Manager, to see if the City might have an interest in the property and building for its use. Mr. Rudometkin indicated that he was not aware of any need by the City for the property. However, he suggested that the district follow the regulatory policy for disposition of surplus property, which would allow the City to formally consider if it wanted to pursue obtaining the property from the district. Mr. Conklin also discussed with the Committee the idea of retaining a real estate professional to prepare an appraisal of the property and building, and to provide other recommendations. Following discussion, it was agreed that Mr. Kidman would contact Director Hawkins concerning the issue of retaining a real estate professional. 3.6. Customer Service Feedback Report Mr. Conklin reviewed the graphs of the customer service calls by month for the last twelve months. 3.7. Committee Activities Recap and Forward Planning Objectives Mr. Conklin noted that with the reorganization of the EAO Committee and a new committee member on board, a report was prepared to summarize items that were reviewed and discussed by the EAO Committee in the meetings in 2012. The Committee made note of the item regarding the mailing of past due notices and service charges. Mr. Conklin responded that a status report will be made to the EAO Committee in April or May 2013 on this item. 3.8. Status of Strategic Plan Initiatives Mr. Conklin reviewed the status of strategic plan initiatives under the purview of the Committee. 3.9. Consider Rescheduling the February 19, 2013 Committee Meeting (Verbal Report) The Committee decided to reschedule the next EAO Committee meeting to 4 pm Wednesday February 27. 3.10. Future Agenda Items and Staff Tasks None. 4 The Committee adjourned to Closed Session at 5:20 p.m. Directors Melton and Kiley 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: OCTA vs. YLWD (OC Superior Court — Case No. 00606042) Mr. Townsend left the meeting after the discussion of the above item. 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) Name of Case: OCTA vs. Amelia De Agundez et al. (OC Superior Court — Case No. 00598169) and related cases. The Committee reconvened in Open Session at 6:19 p.m. Director Melton 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 6:20 pm. The next meeting of the Executive-Administrative-Organizational Committee will be held Wednesday, February 27, 2013 at 4:00 p.m. 5