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HomeMy WebLinkAbout2011-02-24 - Board of Directors Meeting Minutes 2011-030 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING February 24, 2011 1. CALL TO ORDER The February 24, 2011 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Beverage at 8:30 a.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Michael J. Beverage, President Ken Vecchiarelli, General Manager Phil Hawkins, Vice President Steve Conklin, Engineering Manager Ric Collett Lee Cory, Operations Manager Robert R. Kiley Gina Knight, Human Resources Mgr ' Gary T. Melton Delia Lugo, Senior Accountant Damon Micalizzi, PI Officer Nicholle Hill, Engineering Secretary Nick Hollon, Maintenance Worker I Annie Alexander, Executive Secretary OTHER VISITORS Art Kidman, General Counsel, McCormick, Kidman & Behrens Brett Barbra, Director, Municipal Water District of Orange County Tom Lindsey, Councilmember, City of Yorba Linda Mark Schock, Resident 4. ADDITIONS/DELETIONS TO THE AGENDA None. 5. PUBLIC COMMENTS Director Barbre addressed the Board and requested permission to allow participants in a tour scheduled April 14, 2011 to park at the District's Administration building. President Beverage consulted with staff regarding any liability issues that may need to be addressed before approving Director Barbre's request. Director Barbre then provided the Board with an overview of the current water supply situation and responded to questions from staff regarding the ' scheduled MWD shutdown. 1 2011-031 Councilmember Lindsey addressed the Board and stated that Mayor Nancy Rikel ' had asked him to attend this meeting in her absence. Councilmember Lindsey further stated that he was looking forward to future partnerships between the City and the District. 6. SPECIAL RECOGNITION 6.1. Introduce Nicholle Hill, Newly Hired Engineering Secretary Mr. Conklin introduced Ms. Hill and provided the Board with an overview of her background and work history. 6.2. Introduce Nick Hollon, Newly Promoted to Maintenance Worker I Mr. Cory introduced Mr. Hollon and explained that he first began working for the District in the Meter Department and was recently promoted to the position of Maintenance Worker I in the Operations Department. Ms. Hill and Mr. Hollon left the meeting at this time. 7. CONSENT CALENDAR On a motion by Director Collett, seconded by Director Kiley, the Board voted 5-0 to approve the Consent Calendar. Director Collett abstained from voting on Check No. 55951 of Item No. 7.3. as he has a financial interest with the vendor. 7.1. Minutes of the Board of Directors Regular Meeting Held February 10, ' 2011 Recommendation: That the Board of Directors approve the minutes as presented. 7.2. Minutes of the Board of Directors Workshop Meeting Held February 17, 2011 Recommendation: That the Board of Directors approve the minutes as presented. 7.3. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of $1,352,922.71. 7.4. Progress Payment No. 1 for Construction of the Highland Pump Station Project Recommendation: That the Board of Directors approve Progress ' Payment No. 1 in the net amount of $283,590.00 to Pacific Hydrotech Corporation for construction of the Highland Pump Station Project, Job No. 200814. 2 I 2011-032 ' 8. ACTION CALENDAR 8.1. Recording Board of Directors Meeting Minutes Mr. Vecchiarelli explained that the Executive-Administrative- Organizational Committee and Citizens Advisory Committee had been discussing a recommendation for audio/video taping the Board of Directors meetings. Staff conducted a survey of the recording practices of similar agencies and provided a summary of the results with the agenda report. Mr. Vecchiarelli and Mr. Kidman then responded to questions from the Board regarding the length the audio recordings should be kept and the level of detail needed in the written minutes. Director Collett suggested that staff contact the City of Yorba Linda regarding their current recording practices. Director Hawkins suggested that the Board consider videotaping the meetings and streaming them on the District's website especially since the meetings are not regularly held in the evening. Director Melton agreed with Director Hawkins and suggested that the Board consider keeping the recordings for a longer time period than the legal minimum. Mr. Vecchiarelli and Mr. Micalizzi then responded to questions from the ' Board regarding the estimated cost of videotaping the meetings, the City of Anaheim's current setup and possible arrangements with Time Warner Cable. Councilmember Lindsey briefly commented on the City of Yorba Linda's setup and related costs. MWDOC Director Barbre suggested that the District work with the journalism department at Chapman University. Director Kiley stated that he would prefer to videotape the meetings rather than audiotape them. Director Beverage suggested that the District first adopt a policy to begin audio taping its Board meetings as soon as possible, have the minutes transcribed in greater detail, and specify how long the recordings should be kept. Staff would then be instructed to research the cost of videotaping the meetings in preparation for the next budget cycle. Director Beverage further stated that he had spoken with staff about scheduling night meetings when items like the budget or water rates were being considered by the Board. Mr. Vecchiarelli then responded to questions from the Board regarding the ' time it would take staff to be ready to audio and/or videotape the Board meetings. 3 2011-033 Director Melton stated that he liked MWDOC Director Barbre's suggestion ' and that the District should begin audio taping its Board meetings right away then move towards videotaping at a later time. Director Hawkins stated that he felt the Board should set a date to begin videotaping its meetings. Director Beverage suggested that a motion be made to begin audio taping the Board meetings as soon as practical, that the minutes should be transcribed in greater detail, and that the recordings should be kept for a minimum of 90 days. Mr. Kidman commented on the push towards greater transparency in local government and recommended that the written minutes be considered the District's official record. Mr. Kidman further stated that while he was not against audio/video recording the meetings or retaining the recordings for set period of time, he did recommend that the written minutes be limited to recording action by the Board and not contain a detailed transcript of the Directors' deliberation or discussion. The Board then further discussed the length of time recordings should be kept. Mr. Vecchiarelli asked for clarification from the Board as to whether they wished to have only the Board meetings recorded or Committee meetings as well. Following brief discussion, it was decided that only the , Board meetings be recorded. Director Collett made a motion, seconded by Director Hawkins, to begin audio taping the Board of Directors meetings at the next regular meeting or within one month at a minimum, to begin videotaping the Board of Directors meetings in June or July, and to keep copies of the audio recordings for 60 days. Mr. Kidman suggested that the Board clarify if the audio recordings would be destroyed 60 days from the date of the meeting or 60 days from the date the meeting minutes were approved by the Board. Director Collett then amended his motion to keep copies of the audio recordings for 60 days following the date the meeting minutes are approved by the Board and to begin video recording the Board of Directors meetings by the beginning of the next fiscal year. Director Hawkins seconded the amended motion. Mark Shock addressed the Board and stated that he was happy to see the recording of these meetings being implemented. Mr. Schock then recommended the use of a digital recorder and suggested that the Board , keep copies of the audio recordings until video recording of the meetings was implemented. The Board then voted 5-0 to approve the amended motion. 4 2011-034 ' 9. REPORTS. INFORMATION ITEMS AND COMMENTS 9.1. President's Report None. 9.2. Directors' Reports None. 9.3. General Managers Report ■ Board of Directors' Facilities Tour - April 21, 2011 President Beverage announced that a facilities tour for the Board of Directors had been scheduled for April 21, 2011. The Board then discussed the meeting time and decided on 8:00 a.m. 9.4. General Counsel's Report Mr. Kidman reported that the legislature was in full session and that the deadline for introducing new bills had recently passed. Mr. Kidman and his staff will review all of the proposed legislation once it has been made available and notify staff of any possible negative impacts. Mr. Kidman then announced that the name of his firm would be changing to Kidman, Behrens & Teague. ' 9.5. Future Agenda Items and Staff Tasks None. 10. COMMITTEE REPORTS 10.1. Executive-Administrative-Organizational Committee (Beverage/Hawkins) Minutes of the meeting held February 15, 2011 were provided in the agenda packet. Directors Beverage and Hawkins attended. Matters discussed during the meeting were as follows: Citizens Advisory Committee Recommendation for Board of Directors Meeting Minutes; Draft 2 Strategic Planning Document; Elk Mountain Reservoir Practice Field Project; Organizational Chart; District Purchasing Policy; General Counsel's Monthly Summary Report; and Water Conservation Ordinance. Meeting scheduled March 2, 2011 at 11:30 a.m. Director Beverage briefly commented on the comprehensiveness of the monthly billing report provided by Mr. Kidman's office. Mr. Kidman stated ' that he would be happy to work with District staff to make the report more meaningful to the Board. Councilmember Lindsey and Mr. Schock left the meeting at this time. 5 2011-035 10.2. Finance-Accounting Committee ' (Collett/Kiley) Meeting scheduled March 14, 2011 at 4:00 p.m. was rescheduled to March 15, 2011 at 9:30 a.m. 10.3. Personnel-Risk Management Committee (Kiley/Beverage) Meeting scheduled March 8, 2011 at 4:00 p.m. 10.4. Planning-Engineering-Operations Committee (Melton/Collett) Meeting scheduled March 3, 2011 at 4:00 p.m. 10.5. Public Information-Technology Committee (Hawkins/Melton) Meeting scheduled March 7, 2011 at 4:00 p.m. Mr. Schock rejoined the meeting at this time. 10.6. MWDOC/OCWD Ad Hoc Committee ' (Beverage/Hawkins) Meeting scheduled March 22, 2011 at 4:00 p.m. 10.7. Citizens Advisory Committee (Beverage) Meeting scheduled February 28, 2011 at 8:30 a.m. Director Hawkins asked regarding the status of recruitment for new Committee members. Mr. Vecchiarelli responded that staff planned to have a list of candidates for the Board to consider further action on at the second Board meeting in March. 11. INTERGOVERNMENTAL MEETINGS 11.1. YL City Council - February 15, 2011 (Melton) Director Melton attended and provided a brief report on matters discussed during the meeting including a presentation regarding a landscape plan for the Diemer Plant provided by a Michael Claisse from MWD and the pedestrian bridge project across Imperial Highway. Director Melton also , mentioned that he had attended the City's celebration for the Main Street archway. 6 2011-036 ' 11.2. MWDOC Board - February 16, 2011 (Melton) Director Melton attended and provided a brief report on the operating agreement between IRWD, MWD and MWDOC which was discussed during the meeting. 11.3. OCWD Board - February 16, 2011 (Kiley) Director Kiley attended and provided a brief report on the engineer's report on groundwater conditions which was discussed during the meeting. Director Kiley also mentioned that a 30 year service award was presented to OCWD Director Philip Anthony. 11.4. YL Planning Commission - February 23, 2011 (Kiley) Director Kiley attended and provided a brief report on the conveyance of the City owned sewer system to the District and related compliance with the master plan which were discussed during the meeting. 12. BOARD OF DIRECTORS ACTIVITY CALENDAR 12.1. Meetings from February 25, 2011 - March 31, 2011 The Board reviewed the listed meetings and made no additional changes. 13. CONFERENCES AND SEMINARS ' 13.1. North Orange County Legislative Alliance Reception - February 24, 2011 (Hawkins/Melton) WACO - March 4, 2011 Tour of Orange County Fire Authority Facilities - March 11, 2011 Children's Water Education Festival - March 23-24, 2011 On a motion by Director Melton, seconded by Director Hawkins, the Board voted 5-0 to authorize Director attendance at the above listed meetings and events with the exception of the WACO meeting on March 4, 2011. Mr. Vecchiarelli suggested that the Board meet at the District's administration building at 8:30 a.m. on March 11, 2011 to carpool to the OCFA tour. Director Hawkins stated that he would not be able to attend this tour. A brief recess was declared at 9:45 a.m. ' The meeting reconvened at 9:50 a.m. 7 2011-037 14. CLOSED SESSION ' The meeting was adjourned to Closed Session at 9:50 a.m. All Directors were present. Also present were Messrs. Vecchiarelli and Richard Kriesler and Ms. Knight. 14.1. Conference with Labor Negotiators Pursuant to Section 54956.7 of the California Government Code Agency Designated Representatives: Ken Vecchiarelli Gina Knight Richard Kreisler Employee Organization: Yorba Linda Water District Employees Association Mr. Vecchiarelli left the Closed Session at 10:53 a.m. 14.2. Public Employee Performance Evaluation Pursuant to Section 54957 of the California Government Code Title: General Manager ' The Board reconvened in Open Session at 11:25 a.m. President Beverage announced that no action was taken during either Closed Session that was required to be reported under the Brown Act. President Beverage further announced that the Board would be cancelling the Personnel-Risk Management Committee meeting scheduled March 8, 2011 and calling a special meeting of the Board of Directors on the same date at 4:00 p.m. to conduct a Closed Session for performance evaluation of the General Manager. 15. ADJOURNMENT 15.1. The meeting was adjourned at 11:27 a.m. The next regular meeting of the Board of Directors will be held March 10, 2011 at 8:30 a.m. Ke neth R. Vecchiarelli Board Secretary 8