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HomeMy WebLinkAbout2013-02-27 - Executive-Administrative-Organizational Committee Meeting MinutesMINUTES OF THE YORBA LINDA WATER DISTRICT EXEC-ADM IN-ORGANIZATIONAL COMMITTEE MEETING Wednesday, February 27, 2013 9:00 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. K� 4. 5. The February 27, 2013 meeting of the Yorba Linda Water District's Executive - Administrative- Organizational Committee was called to order by Director Melton at 9:00 a.m. The meeting was held in the Admin Conference Room at the District's Administration Building located at 1717 East Miraloma Avenue in Placentia, California 92870. ROLL CALL COMMITTEE STAFF Director Gary T. Melton, Chair Steve Conklin, Acting General Manager Director Robert R. Kiley Damon Micalizzi, Public Info Officer Cindy Botts, Management Analyst OTHER ATTENDEES Arthur G. Kidman, Partner, Kidman Law LLP Heather Stratman, Senior Director, Townsend Public Affairs, Inc. PUBLIC COMMENTS None. ACTION CALENDAR 4.1. Request to Support Re- Election of Melody A. McDonald for the ACWA /JPIA Executive Committee The Committee reviewed the subject request and deferred consideration, pending receipt of other similar requests. DISCUSSION ITEMS 5.1. Legislative Affairs Update (Verbal Report) Reviewed with Committee that Mr. Micalizzi had been contacted by OCTA to pursue joint public outreach effort for the upcoming Lakeview Grade Separation Project. Mr. Conklin noted that his staff is in contact with OCTA engineering staff for final review of pipeline design plans for the project. Discussed that Mr. Jim Ruth, OCSD General Manager is retiring in March, and that Jim Herberg will be the new GM. Mr. Conklin was asked to 1 contact Mr. Herberg to schedule meeting for a discussion regarding seats on the OCSD Board. Mrs. Stratman and Mr. Kidman discussed various bills in the state legislature that may be of interest to the District. Mrs. Stratman left the meeting at this time. 5.2. OCWD Annexation Project Status Mr. Conklin reported that the draft Annexation EIR is planned for public release by OCWD in March for a 45 -day review period. He noted that the annexation appears to be on schedule for consideration of approval by the OCWD Board by late summer. 5.3. Security Measures at Valley View Reservoir (Verbal Report) Mr. Micalizzi reported that signs are in place and that OC Sheriff has included the site as part of its community drive -by presence. Following discussion, the Committee asked that staff add additional signs, and proceed with purchase of motion - activated lights and a "dummy" camera as added deterrents. 5.4. Status of Plumosa Property (Verbal Report) Mr. Conklin reported that a Broker Opinion of Value was received on February 20 for the subject property. Copies of the document were provided to the Committee for review. He noted that the document indicated that the property might have an estimated value for office use in the range of $400,000 to $450,000, though its location and lack of parking makes this a low likely -hood. The document indicated that the property might have a value if sold to a residential developer in the $450,000 to $525,000 range, with a fairly high likely -hood of sales success. Following discussion, the Committee asked staff to proceed with the process for sale of the property as surplus, which first requires offering it for sale to the City and /or other public agency. 5.5. Status Report on Operations and Efficiency Study (Verbal Report) Mr. Conklin and Mrs. Botts reported on the outcome of the reference checks of the five firms shortlisted, as summarized in a handout provided to the Committee. Following discussion, the Committee supported the staff recommendation that three firms be further shortlisted for receipt of the Request for SOQ, including DeLoach & Assoc, Koff & Assoc, and Sjoberg Evashenk. The Committee agreed that this item will be presented to the Board on February 26 for review and concurrence before proceeding. 5.6. Customer Service Feedback Report (To be provided at the meeting.) Mr. Conklin handed out copies and reviewed the subject report with the Committee 2 5.7. Alternative Work Schedule Comparison Data Copies of the data collected over the last 12 months were provided to the Committee, and the results and findings were presented by Mrs. Botts. It was noted that for the categories plotted, some values were higher and some lower so it is difficult to draw firm conclusions. It was pointed out that, over the prior year, electricity and regular fuel use were down slightly, that 21 % more miles of sewer was cleaned, and that sick -leave time taken was down 25 %. It was also noted by Mr. Conklin that there have been no customer complaints received due to Friday closure and that staff morale is positive with the "4 -10" as a benefit, at little or no cost to the District. The Committee did not recommend any changes from the current work week. 5.8. Directors' and Acting General Manager Fees and Expenses (Oct -Dec 2012) These were reviewed by the Committee with no comments provided. 5.9. Status of Strategic Plan Initiatives Mr. Conklin reviewed the status of the above with the Committee. 5.10. Review of Proposed Supplies and Services Budgets This item was added to the agenda, as it was inadvertently not included at the time the agenda was prepared. Mr. Conklin reviewed with the Committee the draft Supplies and Services budgets for the Board of Directors and for Administration. Following discussion, the Committee recommended no changes to the draft budgets. 5.11. Future Agenda Items and Staff Tasks None. The Committee adjourned to Closed Session at 10:58 a.m. Directors Melton and Kiley were present. Also present were Messrs. Conklin and Kidman. 6. CLOSED SESSION 6.1. 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) The Committee reconvened in Open Session at 11:09 a.m. Director Melton announced that no action was taken during Closed Session that was required to be reported under the Brown Act. 3 7. ADJOURNMENT 7.1. The meeting was adjourned at 11:09 a.m. The next Executive - Administrative- Organizational Committee meeting is scheduled to be held Tuesday, March 19, 2013 at 4:00 p.m. 12