HomeMy WebLinkAbout2023-09-21 - Board of Directors Meeting Agenda PacketYorba Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
Thursday, September 21, 2023, 3:00 PM
1717 E Miraloma Ave, Placentia CA 92870
1. PARTICIPATION INSTRUCTIONS
This meeting will be held in person. For public convenience, the meeting can also be accessed via
internet-based service or telephone as indicated below. For questions regarding participation, please call
the Board Secretary at (714) 701-3020.
Computer/Mobile Device: https://usUbweb.zoom.us/1/64tbbb2l fhb
Telephone: (669) 444-9171 or (669) 900-6833
Meeting ID: 847 6562 1785
2. CALL TO ORDER
3. PLEDGE OF ALLEGIANCE
C :T9 MOT_1"
Brett R. Barbre, President
Trudi DesRoches, Vice President
Phil Hawkins, Director
Tom Lindsey, Director
J. Wayne Miller, PhD, Director
5. ADDITIONS/DELETIONS TO THE AGENDA
Items may be added to the agenda upon determination by a two-thirds vote of the Board, or a
unanimous vote if only three Directors are present, that there is a need to take immediate action which
came to the District's attention subsequent to the agenda being posted. (GC 54954.2(b)(2))
5.1. AB 2449 Teleconference Requests
6. PUBLIC COMMENTS
Any individual wishing to address the Board (or Committee) is requested to identify themselves and state
the matter on which they wish to comment. If the matter is on the agenda, the Chair will recognize the
individual for their comment when the item is considered. No action will be taken on matters not listed on
the agenda. Comments are limited to three minutes and must be related to matters of public interest
within the jurisdiction of the Water District. (GC 54954.3)
7. ACTION CALENDAR
This portion of the agenda is for items where staff presentations and Board (or Committee) discussions
are needed prior to formal action.
7.1. Provision of Legal and Labor Counsel Services
Recommendation: That the Board of Directors consider this matter and provide
direction to staff.
7.2. Amendments to Board of Directors' Policies and Procedures Manual
Recommendation
That the Board of Directors consider the proposed and any
additional amendments to the Policies and Procedures Manual and adopt
Resolution No. 2023 -XX approving said amendments.
Page 1 of 91
8. DISCUSSION ITEMS
This portion of the agenda is for matters that cannot reasonably be expected to be concluded by action
of the Board (or Committee) at the meeting, such as technical presentations, drafts of proposed policies,
or similar items for which staff is seeking advice and counsel. Time permitting, it is generally in the
District's interest to discuss these more complex matters at one meeting and consider formal action at
another meeting. This portion of the agenda may also include items for information only.
8.1. Glendale Coalition for Better Government v. City of Glendale - Public Fire
Protection Fee
9. CLOSED SESSION
The Board may hold a closed session on items related to personnel, labor relations and/or litigation. The
public is excused during these discussions.
9.1. Conference with Labor Negotiators
Pursuant to Section 54957.6 of the California Government Code
Agency Designated Representative: General Manager
Employee Organization: Yorba Linda Water District Employees Association
9.2. Conference with Labor Negotiators
Pursuant to Section 54957.6 of the California Government Code
Agency Designated Representative: General Manager
Unrepresented Employees: All Unrepresented Classifications
9.3. Public Employee Performance Evaluation
Pursuant to Section 54957 of the California Government Code
Title: General Manager
9.4. Conference with Labor Negotiators
Pursuant to Section 54957.6 of the California Government Code
Agency Designated Representative: Andrew Gagen, General Counsel
Unrepresented Employee: General Manager
10. REPORT FROM CLOSED SESSION
11. ADJOURNMENT
11.1. The next regular Board meeting is scheduled Thursday, October 5, 2023 at 3:00
p.m.
Items Distributed to the Board Less Than 72 Hours Prior to the Meeting
Non-exempt materials related to open session agenda items that are distributed to a majority of the Board of
Directors (or Committee Members) less than seventy-two (72) hours prior to the meeting will be available for
public inspection in the lobby of the District's Administrative building located at 1717 E Miraloma Ave, Placentia
CA 92870 during regular business hours. When practical, these materials will also be posted on the District's
website at https://ylwd.com/. (GC 54957.5)
Accommodations for the Disabled
Page 2 of 91
Requests for disability -related modifications or accommodations, including auxiliary aids or services, required for
participation in the above -posted meeting should be directed to the Board Secretary at (714) 701-3020 at least 24
hours in advance. (GC 54954.2(a))
Page 3 of 91
ITEM NO. 7.1.
Yorba Linda
Water District
AGENDA REPORT
MEETING DATE: September 21, 2023
TO: Board of Directors
FROM: Mark Toy, General Manager
STAFF CONTACTS: Mark Toy, General Manager
SUBJECT: Provision of Legal and Labor Counsel Services
STAFF RECOMMENDATION:
That the Board of Directors consider this matter and provide direction to staff.
SUMMARY:
Attached is an updated survey of local labor and employment law services for reference.
ATTACHMENTS:
1. Labor and Employment Law Firm Services Survey
Page 4 of 91
Labor and Employment Law Firm Services Survey
Page 5 of 91
East Orange County Water
Atkinson, Andelson, Loya, Ruud & Romo
Yes
No
District
EI Toro Water District
Fozi, Dwork & Modafferi; Liebert Cassidy
Unknown
No
Yes - Redwine and Sherrill
Whitmore (Consortium and Training)
Irvine Ranch Water District
Unknown
Yes - Hanson Bridgett
Laguna Beach County Water
Fozi, Dwork, & Modafferi
No, recommended
No
Billed hourly; never exceeded
Yes - Best Best & Krieger
District
by ACWA JPIA.
GM's approval limit.
Mesa Water District
Liebert Cassidy Whitmore
Yes
Yes
Yes - Atkinson, Andelson, Loya,
Ruud & Romo
Moulton Niguel Water District
Liebert Cassidy Whitmore
No
Yes, signed by General Manager.
Yes - Best Best & Krieger
Municipal Water District of
Best Best & Krieger
No
Orange County
Orange County Water District
Unknown
Yes - Rutan & Tucker
Santa Margarita Water District
Best Best & Krieger; Burke, Williams &
Yes
Yes, signed by General Manager.
Yes - Best Best & Krieger
Sorensen; Liebert Cassidy Whitmore
Serrano Water District
Unknown
Unknown - Rutan & Tucker
South Coast Water District
Fozi Dwork & Modafferi; Liebert, Cassidy, &
Unknown
No
Signed consortium agreement.
Yes - Kidman Gagen Law
Whitmore
Yorba Linda Water District
Liebert Cassidy Whitmore
No
Yes, signed by General Manager.
Signed consortium agreement.
Yes - Kidman Gagen Law
Page 5 of 91
ITEM NO. 7.2.
Yorba Linda
Water District
AGENDA REPORT
MEETING DATE: September 21, 2023
TO: Board of Directors
FROM: Mark Toy, General Manager
STAFF CONTACTS: Annie Alexander, Senior Executive Assistant / Board Secretary
SUBJECT: Amendments to Board of Directors' Policies and Procedures Manual
RECOMMENDATION:
That the Board of Directors consider the proposed and any additional amendments to the Policies
and Procedures Manual and adopt Resolution No. 2023 -XX approving said amendments.
BACKGROUND:
The Board routinely reviews its policies and procedures manual to determine if any amendments are
desired. Revisions were last adopted by resolution in January 2023 and then by minute order in April
2023. Since that time, the Board has discussed other revisions related to travel expense payment
and reimbursement, and designation of voting representatives for association elections, among a few
other topics. General counsel, labor counsel, and staff have also noted proposed amendments to
provide additional clarification and align with current practice and new legislation. Any amendments
adopted relating to the provision of payment and reimbursement of travel expenses will need to be
reflected in the employee policy.
STRATEGIC PLAN INITIATIVES:
G5 2D - Maintain a strong District culture and ethics as described in core values.
1. 2023 BOD Policies and Procedures Manual - REDLINE
2. Resolution No. 2023 -XX - Amending Board Policy and Procedures Manual
3. 2023 BOD Policies and Procedures Manual - FINAL
Page 6 of 91
YORBA LINDA
WATER DISTRICT
Board of Directors
Policies and Procedures Manual
Last Amended january 5, 2023
Resolution No. 2023-XXO-1
Page 7 of 91
TABLE OF CONTENTS
1.0 PURPOSE AND SCOPE..................................................................................................................................3
2.0 DISTRICT MISSION, VISION AND CORE VALUES.......................................................................................4
2.1 Mission Statement........................................................................................................................... 4
2.2 Vision................................................................................................................................................. 4
2.3 Core Values......................................................................................................................................4
3.0 BASIS OF BOARD AUTHORITY......................................................................................................................4
4.0 DUTIES, RESPONSIBILITIES AND CONDUCT................................................................................................5
4.1 Board and General Manager Duties and Responsibilities.......................................................5
4.2 Board Members' Code of Conduct and Ethics........................................................................8
5.0 COMPOSITION, TERMS AND VACANCY.................................................................................................14
6.0 OFFICERS.....................................................................................................................................................16
6.1 President and Vice President...................................................................................................... 16
7.0 APPOINTED STAFF AND OTHERS...............................................................................................................17
7.1 General Manager, Secretary, Assistant Secretary and Treasurer ......................................... 17
7.2 District Leaal and Labor Counsel............................................................................................... 18
7.3 District Auditor................................................................................................................................ 18
7.4 Consultants.....................................................................................................................................19
8.0 COMMITTEES...............................................................................................................................................19
9.0 DIRECTORS' COMPENSATION, BENEFITS AND EXPENSE REIMBURSEMENT..........................................19
9.1 Directors' Compensation............................................................................................................. 19
9.2 Benefits............................................................................................................................................21
9.3 Travel Expense Reimbursement..................................................................................................21
9.4 District Issued Credit Cards..........................................................................................................24
9.5 Communications Exoense Reimbursement.............................................................................24
9.6 Disclosure of Expenditures/Reimbursements............................................................................26
10.0 BOARD MEETINGS, GENERAL....................................................................................................................26
10.1 Regular Meetings.......................................................................................................................... 26
10.2 Special Meetings...........................................................................................................................27
10.3 Emergency Meetings...................................................................................................................27
11.0 BOARD MEETINGS, AGENDAS..................................................................................................................27
11.1 Agendas......................................................................................................................................... 27
11.2 Order of Business........................................................................................................................... 30
12.0 BOARD MEETINGS, MINUTES.....................................................................................................................33
13.0 BOARD MEETINGS, CONDUCT..................................................................................................................33
13.1 Guidelines for Discussion.............................................................................................................. 33
14.0 BOARD ACTIONS AND DECISIONS..........................................................................................................34
15.0 EXHIBITS AND APPENDIXES.......................................................................................................................35
2
Page 8 of 91
■ i1
1.0 PURPOSE AND SCOPE
1.1 The purpose of this manual is to provide a compilation of policies and procedures
approved by the Board to facilitate the proper conduct of District business. Each Director
shall be provided with a copy of this manual when assuming office and as revisions are
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 3
Page 9 of 91
adopted,
with the PGI G eS GrGI rrGGed, ,res GGRtG;Red hero n, If any portion of this manual is in
conflict with federal or state law or regulations that apply to the District, said legislation
or regulations shall prevail.
2.0 DISTRICT MISSION, VISION AND CORE VALUES
2.1 Mission Statement
Yorba Linda Water District will provide reliable water and sewer services to protect public
health and the environment with financial integrity and superior customer service.
2.2 Vision
Yorba Linda Water District will accomplish our mission to improve the quality of life for
those we serve by:
A. Embracing Proven Technology
B. Improving Customer Satisfaction
C. Providing Efficient and Responsive Operations
D. Ensuring Reliable Infrastructure
2.3 Core Values
The Yorba Linda Water District Board of Directors and staff are guided in everything we
do by the following core values:
Integrity- We demonstrate integrity every day by practicing the highest ethical standards
and by ensuring that our actions follow our words.
Accountability - We acknowledge that both the Board and staff of the District are
accountable to the public that we serve, as well as to each other.
Responsibility - We take full responsibility for our actions. We maintain a commitment of
courtesy, assessment, and resolution with all customer concerns.
Transparency - We listen to our customers and communicate openly about our policies,
processes, and plans for the future.
Teamwork - We work together by sharing information and resources to achieve common
goals.
Respect - We ensure every voice of the District is treated with dignity and civility;
differences are valued and individual abilities and contributions are recognized.
3.0 BASIS OF BOARD AUTHORITY
4
Page 10 of 91
3.1 The District is a County Water District, organized and existing under the County Water
District Law (WC § 30000 et seg.). The Board is the legislative body, and functions as the
District's policymaking body (WC § 30575. It can only function as a unit. ApGrt +rern +ho„
i--R#-,Individual Directors have no authority with regard to any aspect
of District business.
3.2 As individuals, Directors may not commit the District to any policy, act, or expenditure
without prior Board approval nor give direction to the General Manager, staff, legal
counsel or consultants without prior Board approval (see also Section 4.1 A). Directors do
not represent any fractional segment or region of the community but are part of a
legislative body that represents and acts for the District as a whole. Since Directors are
elected officials, no Director may delegate his/her authority to act as a Director.
4.0 DUTIES, RESPONSIBILITIES AND CONDUCT
4.1 Board and General Manager Duties and Responsibilities
A. The Board's primary responsibility is the formulation and evaluation of District
policy. The Board establishes goals, objectives, expectations, and measurement
criteria for the General Manager's performance. D,irec�ersG-re—The Board is
responsible for monitoring District progress in attaining its goals and objectives
while pursuing its mission. The Board,,,epAbe4;Tshall provide policy direction and
instructions to the General Manager on matters within the authority of the Board
by a majority vote during a duly convened meeting of the Board. The General
Manager is responsible for running the District's business. The General Manager
may delegate Rroutine matters concerning operational aspects of the District to
District staff Gre deleGated te orefessieRGI stGff members bv the GeRerGl MGRGGe .
B. IRerd To assist in the governance of the behavior between and among
members of the Board, the following practices shall be observed:
1. The dignity, style, values and opinions of each Director shall be respected.
2. Responsiveness and attentive listening in communication is encouraged.
3. The needs of the District's constituents shall be the priority of the Board of
Directors.
4. Directors shall commit themselves to emphasizing the positive, avoiding
double talk, hidden agendas, gossip, backbiting, and other negative forms
of interaction.
5. Directors shall commit themselves to focusing on issues and not
personalities. The presentation of the opinions of others shall be
encouraged. Cliques and voting blocks based on personalities rather than
issues shall be avoided.
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 5
Page 11 of 91
6. Differing viewpoints are healthy in the decision-making process. Individuals
have the right to disagree with ideas and opinions, but without being
disagreeable. Once the Board takes action, Directors shall commit to
supporting said action and not create barriers to the implementation of
said action.
C. IR To maintain effective working relationships and support the chain of
command, the following procedures shall be followed:
1. Board members shall address matters within the authority of the General
Manager through the General Manager, not directly through District
employees, legal counsel, or consultants.
2. Accordingly, individual Directors' requests for information as necessary to
assist in decision making and policy direction shall always be made to the
General Manager.
3. Requests for readily available written information, documents, reports,
studies, or analyses shall not require formal Board approval.
4. Requests that require more than four hours of staff or consultant time for
compilation, or if they require less than four hours but are of a recurring
nature, shall be approved by a majority vote of the Board during a duly
convened meeting.
5. Responsive materials to Directors' requests for information shall be
distributed by the General Manager or his/her designee to all Board
members at the same time.
6. If the General Manager's response is deemed inadequate, a Director may
contact the Board President or raise the issue directly at a Board meeting,
where the Board shall determine by majority vote whether or not the issue
warrants attention and if so, schedule it for a future meeting.
7. The General Manager or his/her designee's time spent with Directors or
responding to Directors' requests shall also be tracked and made available
to the Board for evaluation on a quarterly basis.
8. If the General Manager anticipates being unavailable, he/she shall notify
the Board in advance and provide a designee contact.
9. When the General Manager is unavailable in person or by technological
means, Board members, at their discretion, may contact the General
Manager's designee.
10. Board members shall refrain from making requests directly to District
employees or legal counsel to undertake analysis, perform work
assignments or change the priority of work assignments. District employees
have been instructed to notify the General Manager of all requests
received from a Board member within 48 hours.
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 6
Page 12 of 91
11. If approached by an employee concerning District policy, Board members
shall direct inquiries to the appropriate staff supervisor or General Manager.
12. In handling complaints from residents and property owners of the District,
said complaints shall be referred directly to the General Manager.
13. In handling matters related to public safety, concerns shall be reported to
the General Manager or the District office. Emergency situations shall be
dealt with immediately by seeking appropriate assistance.
14. In seeking clarification for policy -related concerns, especially those
involving personnel, legal action, land acquisition and development,
finances and programming, said concerns shall be referred directly to the
General Manager.
D. The work of the District is a team effort. All individuals shall work together in the
collaborative process, assisting each other in conducting the affairs of the District.
1. When responding to constituent requests and concerns, Directors shall be
courteous, responding to individuals in a positive manner and routing their
questions through appropriate channels.
2. Directors shall develop a working relationship with the General Manager
wherein current issues, concerns and District projects can be discussed
comfortably and openly.
3. Directors shall function as a part of the whole. Issues shall be brought to the
attention of the Board as a whole, rather than to individual members
selectively.
E. Directors shall attend all meetings of the Board, including committee, agency,
and intergovernmental meetings to which they may be assigned, unless there is
good cause for absence, and be properly prepared for participation and
deliberation.
F. Should a Director have a question related to an agenda item when preparing for
a meeting, such questions should be submitted to the General Manager at least
24 hours in advance of the meeting.
G. New Directors shall participate in a minimum of six hours of basic governance
training within one year from the first day of service with the District. Participation
in the Governance Foundations course, offered by the California Special District
Association's Special District Leadership Academy or Special District Leadership
Foundation approved equivalent, shall satisfy the basic governance training
requirement.
H. The Board shall review the policies and procedures contained in this manual
biennially or more often as required.
I. The Board may determine to s"ryo perform an assessment of the governing
body's effectiveness and its relationship with staff eR GR GRR GI bee s befere
r,^+�31 11 The BeGrd PnGy utilizinge the survey included in this manual (see
Exhibit A-9) or choosin�ce another method for accomplishing this task.
Yorba Linda Winer District Board of Directors' Policies and Procedures Manual 7
Page 13 of 91
4.2 Board Members' Code of Conduct and Ethics
A. It is the policy of the District to require the highest standards of ethics from its Board
members. The operation of the District requires that bLdecisions and policy be
made within the proper channels of governmental structure, u#fa-a# the public
office not be used for personal gain, and u#taa# all individuals associated with the
District remain impartial and responsible towards the public. Accordingly, it is the
policy of the District that Board members shall maintain the highest standard of
personal honesty and fairness in carrying out their duties. The following are
requirements for ethical conduct to be followed by the Board:
1. Board members are obligated to uphold the Constitution of the United
States and the Constitution of the State of California, and to uphold the
laws of national, state and local governmental agencies. Board members
shall comply with all applicable laws regulating their conduct, including
conflicts of interest, financial disclosure and open government laws. It is the
responsibility of Board members to conduct themselves both professionally
and personally in a manner above reproach and to avoid the appearance
of impropriety.
2. New Directors shall participate in a minimum of two hours of ethics
compliance training and two hours of harassment prevention training as
soon as practical, but not more than six months, from the first day of service
with the District and at least once every two years thereafter. A Director
who serves on more than one local agency board may satisfy this
requirement by obtaining such training once every two years without
regard to the number of boards on which he/she serves. The District shall
provide information regarding available training on an annual basis. All
Directors shall provide a copy of proof of participation in these trainings to
the District. Copies of proofs of participation shall be considered public
documents and shall be retained for a minimum of five years (GC
53235.2(b)).
3. Board members ithe perferrnGRGe ef it effiGielrJ'�S G a
reSPG sihili+ion shall neither harass nor discriminate against any individual on
the basis of their protected classification (s), the perception of any
individuals protected classification (s), or because the individual associates
with a person who has or is perceived to have a protected classification (s).
The term "pP-rotected cC-lassification" includes race (including but not
limited to, hair texture and protective styles), religion or religious creed,
color, sex (including gender, gender identity, gender expression,
transgender, pregnancy, childbirth,-, GRd breastfeeding or related medical
conditions(, sexual orientation (including heterosexuality, homosexuality,
and bisexuality), national origin, ancestry, citizenship status, marital status,
age (40 or over), medical condition, genetic characteristics or information,
military or veteran status, aid—physical or mental disability (whether
perceived or actual), reproductive health decision-making, and any other
basis protected by law. No Board member shall grant any unfair or
inappropriate consideration, treatment, or advantage to any individual or
group beyond that which is available to others or groups with the same
circumstances. No Board member shall retaliate against any individual
because the individual enaaaed in protected activity. The term "protected
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 8
Page 14 of 91
activity" includes, but is not limited to: (a) making a request for
accommodation for a disability; (b) making a request for accommodation
for religious beliefs; (c) making a complaint against a Board member; (d),
opposing violations of this manual; or (e) participating in any investigation
or procedures undertaken pursuant to this manual.
a. Any Board member who receives a complaint/report regarding
harassment, discrimination or retaliation shall immediately report it to
the General Manager. The General Manager, in consultation with
legal counsel, will determine what level of investigation and
response is necessary.
b. If a Board member is the subject of a complaint, the General
Manaaer and District Counsel will hire an outside investiaator, as
appropriate, to investigate the complaint. The investigation shall be
conducted in a way that ensures, to the extent feasible, the privacy
of the parties involved.
i. The investigation will typically include interviews with the
reporting individual, the accused, and any other person who
is believed to have relevant knowledge concerning the
allegations. Any Board member who is identified as a subject
or witness in the investigation must cooperate with the
investigator, including by submitting to an interview. Anx
Board members interviewed by the investigator shall not
discuss the interview with any individuals or District
employees. Any retaliation by a Board member against the
reporting individual or any individuals who participate in the
investigation is prohibited.
ii. The investigator shall submit a written report to the General
Manaaer and District Counsel. The General Manaaer and/or
District Counsel will consult with the Board members who are
not a subject of the investigation about the results of the
investigation and any remedial action, if necessary, designed
to end any violations of this manual. Any Board member
found to have discriminated, harassed, or retaliated against
any individual may be subject to appropriate sanction or
censure as determined by the Board members who are not a
subject of the investigation.
iii. The District will take reasonable steps to protect the reporting
party from further harassment, discrimination, and/or
retaliation.
iv. The investigation report is attorney work -product and
attorney-client privileged and the Board members who are
not a subject of the investigation will not waive the privileges
and disclose the investigation report except as it deems
necessary to support a disciplinary action, to take remedial
action, to defend itself in adversarial proceedings, or to
comply with the law or a court order. At the conclusion of the
investiaation, the General Manaaer and/or District Counsel
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 9
Page 15 of 91
will notify the appropriate persons of the disposition of the
investigation.
3-.v. Subsection A.3. is based primarily on the Harrassment,
Discrimination, and Retaliation Prevention Policy (POL-7010-
005) which applies to District employees and others.
Accordingly, the General Manager and District Counsel may
rely on language in that Policy, which does not conflict with
Subsection A.3., to implement Subsection A.3.
4. Except where specifically authorized by the General Manager in the public
interest, no Board member shall knowingly use or permit the use of District -
owned vehicles, equipment, telephones, materials or property, nor require
a District employee to perform services for personal convenience or profit.
Board members shall safeguard the District's property, equipment, moneys,
and assets against unauthorized use or removal, as well as from loss due to
criminal act or breach of trust.
5. Board members shall not disclose information that legally qualifies as
confidential to unauthorized individuals without approval from a majority
vote of the Board and consultation with legal counsel. This includes
information that (1) has been received during a Closed Session; (2) is
protected from disclosure under the attorney/client or other evidentiary
privilege; or (3) is not required to be disclosed under the California Public
Records Act IGC § 7920 et seg.). A Board member may make a
confidential inquiry or complaint to a district attorney or grand jury
concerning a perceived violation of law, including disclosing facts to a
district attorney or grand jury necessary to establish the alleged illegality of
a District action. Prior to disclosing confidential information, however, a
Board member shall first bring the matter to the attention of either the
General Manager, District Counsel, and/or pros drier+ ^r the full Board in
closed session.
6. Board members shall avoid conflicts, or perceived conflicts of interest in
connection with District decisions and activities (GC § 1090J.
a. A Board member shall not have a financial interest in a contract with
the District, which includes the purchase or sale of goods and
services. The Board shall not authorize any District contract if a Board
member is financially interested in the contract.
b. A Board member shall not participate in the discussion, deliberation
or vote on a matter before the Board, or attempt to influence a
decision of the Board, if the Board member has a financial interest,
which is prohibited under California law. If a Board member believes
that he/she may be disqualified from participation in the discussion,
deliberations or vote on a particular matter due to a financial
interest, the following procedures shall be followed:
L If a Board member becomes aware of the potential conflict
of interest before a Board meeting at which the matter will be
discussed or acted on, the Board member shall notify the
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 10
Page 16 of 91
General Manager and legal counsel of the potential conflict
of interest so that a determination can be made whether it is
a disqualifying conflict of interest.
H. If it's not possible for a Board member to discuss the potential
conflict with the General Manager and legal counsel before
the meeting, or if the Board member does not become
aware of the potential conflict until during the meeting, the
Board member shall immediately disclose the potential
conflict during the Board meeting (see Exhibit BG), so that
there can be a determination as to whether it is a
disqualifying conflict of interest.
iii. Upon a determination that there is a disqualifying conflict of
interest, the Board member shall: (1) publicly identify the
interest that gives rise to the conflict or potential conflict in
sufficient detail to be understood by the public; (2) recuse
themselves from participating in the discussion, deliberation
or vote on the matter for which a conflict of interest exists,
which shall be so noted in the Board minutes; and (3) leave
the room until after the discussion, vote and any other
disposition of the matter is concluded. The Director shall not
be counted toward achieving a quorum while the item is
discussed. This process also applies when the disqualifying
conflict of interest is on the Consent Calendar except the
Director is not required to leave the room.
C. A Board member shall not recommend the employment of a relative
to the District or to a vendor, contractor or consultant known by the
Board member to be bidding or negotiating a contract with the
District.
7. To avoid non-compliance with the Ralph M. Brown Act (GC § 54950 et
se. , Directors are prohibited from sending and receiving electronically
produced messages during meetings.
8. For a period of one year after leaving office, former Board members shall
not represent any non-governmental entities before the District for
compensation. This restriction shall not apply to governmental entities.
B. Board members are prohibited from soliciting political funds or contributions at
District facilities and prohibited from using the District's seal, trademark, logo,
branding, stationary or other indicia of the District's identity, in any solicitation for
political contributions contrary to State law. A Board member shall not accept,
solicit or direct a political contribution from:
1. District employees or legal counsel.
2. Consultants or contractors used by the District in the past 12 months.
3. Individuals, entities, vendors, consultants, sub -consultants, contractors, or
sub -contractors which have a personal or financial interest in a contract or
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 1 1
Page 17 of 91
other matter while it is pending before the District and for 6 months after the
District renders a final decision on that contract or other matter.
3-4. Any other party as prohibited by law.
C. The appointment or election of a Board member to a public entity, other than the
District, may result in action that is contrary or inconsistent with the interests of the
District and could result in loss of the member's position of the Board. Board
members may, with consent of the Board, consult with legal counsel and the
Board may authorize a request for an opinion from the Attorney General of the
State of California as to the incompatibility of offices.
D. No Board member shall receive or agree to receive, directly or indirectly, any
compensation, reward, honoraria or gift from any source except for recognition
from the District for any action related to the conduct of the District's business. A
Board member shall not accept gifts that exceed the limitations specified in
California law. Any and all gifts, campaign contributions, income and financial
information shall be disclosed as required under the provisions of the Political
Reform Act of 1974 and applicable regulations adopted by the Fair Political
Practices Commission.
E. Board members and persons elected or appointed, who have not yet assumed
office as members of the Board, shall fully comply with the provisions of the Ralph
M. Brown Act (GC § 54950 et seg.).
F. The General Manager has primary responsibility for (1) ensuring compliance with
the District's personnel policies and procedures; (2) ensuring that District
employees do not engage in improper activities; (3) investigating allegations of
improper activities; and (4) taking appropriate corrective and disciplinary actions.
The Board ensures that the General Manager is eper *4gmanaging the District
according to the law and the policies approved by the Board.
1. Board members shall disclose to the General Manager, to the extent not
expressly prohibited by law, improper activities within their knowledge.
Board members shall not interfere with the General Manager's
responsibilities in identifying, investigating and correcting improper
activities, unless the Board determines the General Manager is not properly
carrying out these responsibilities.
2. A Board member shall not directly or indirectly use or attempt to use the
authority or influence of their position to intimidate, threaten, coerce,
command or influence any person for the purpose of preventing such
person from acting in good faith to bring to the attention of the General
Manager or the Board any information that, if true, will constitute a work-
related violation by a Board member or District employee of any law, er
regulation, or this manual. This includes, but is not limited to (1)
misappropriation or waste of District funds; (2) abuse of authority; (3)
creating substantial danger to public health or safety by an act or omission
of a District official or employee; (4) use of a District office or position or of
District resources for personal gain; or (5) a conflict of interest of a Board
member or employee.
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 12
Page 18 of 91
G. Directors are not subject to the District's Conflict of Interest Codes, but are subject
to the disclosure requirements of the Political Reform Act (GC § 87100 et seq.; GC
87203. Directors are required to file a Statement of Economic Interests (Form
700) with the County when assuming office, on an annual basis thereafter, and
when leaving office. Filing of these forms shall be performed using the County's
e -file system.
H. Directors appointed to other agency's boards (e.g. OCSanQ or ACWA-JPIA) shall
be required to file Form 700's in accordance with that respective agency's
Conflict of Interest Codes.
H.
I. The following procedures shall be followed when any member of the Board
reasonably believes that another member of the Board has engaged in alleged
misconduct or has failed to act in the best interests of the District. These
procedures shall not be effective in any case in which a non -board member seeks
redress for alleged misconduct by a Board member. While the Board has
discretion in deciding the actions it may choose to take in response to a
complaint, this section provides definitions and procedures related to three types
of actions: admonition, sanction, and censure.
1. Admonition is the least severe form of action. An admonition may typically
be directed to all members of the Board, reminding them that a particular
type of behavior is not in the best interests of the District, and that, if it occurs
or is found to have occurred, could cause a member to be subject to
sanction or censure. An admonition may be issued in response to a
particular alleged action or actions, although it will not necessarily have to
be triggered by a complaint of misconduct. An admonition may be issued
by the Board prior to any findings of fact regarding any complaint, and
because it is a warning or reminder, will not necessarily require an
investigation.
2. Sanction is the next most severe form of action. Sanction shall be directed
to an individual member of the Board based on a particular action (or set
of actions) that is determined to be misconduct but is considered by the
Board not to be sufficiently serious to require censure. A sanction may be
based upon the Board's review and consideration of a complaint. A
sanction may be issued by the Board, and because it is not punishment or
discipline, will not necessarily require an investigation.
3. Censure is the most severe form of action. Censure is a formal statement
of the Board officially reprimanding one of its members. It is a punitive
action, which serves as a penalty imposed for misconduct, but it carries no
fine or suspension of the rights of the member as an elected official. It can
however, include such actions as the disapproval of expense
reimbursement requests, de -authorization of attendance at conferences,
seminars, and other activities at District expense, removal of the member
from Board committee, agency and intergovernmental meeting
assignments, and other such remedies as may be deemed appropriate by
the Board. Censure shall only be used for cases in which the Board
determines that the misconduct is a serious offense. In order to protect the
overriding principle of freedom of speech, the Board shall not impose
censure on any of its members for the exercise of his/her First Amendment
rights, no matter how distasteful the expression was to the Board or the
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 13
Page 19 of 91
District. However, nothing herein shall be construed to prohibit the Board
from collectively condemning and expressing their strong disapprobation
of such remarks. Before the imposition of a censure, the Director accused
of a violation shall be entitled to written notice of the allegation, the right
to provide a written response to the allegation, and an opportunity to
respond in writing as to the results of an investigation.
J. All complaints shall be submitted in writing to the General Manager and/or the
District's legal counsel for review and determination as to whether there is
sufficient basis for further action. Complaints that specifically seek admonition,
sanction or censure as a specific remedy shall be treated as a request for that
remedy. Once a complaint has been filed, the General Manager, in conjunction
with legal counsel, shall bring the matter before the Board. The Director named in
a complaint shall be given an opportunity to respond to the complaint in writing.
If the Board determines, in consultation with legal counsel, that an investigation is
warranted, the Board shall initiate an investigation by the appropriate investigator,
entity or authority, as determined in the reasonable discretion of the Board. In the
event of such an investigation, a report of the findings of said investigation, along
with the accused Director's written response to the report, shall be presented to
the board for majority action. If there is no merit, the matter shall be disposed of
with no further action. When the Board decides, based upon findings and the
accused Director's defense, that a violation has occurred, it may choose to
impose one of the above listed internal remedies. Any action taken by the Board
to impose a sanction or censure, shall be taken by way of written resolution.
K. At any point during any of these processes, the Board may refer the matter, as
appropriate, to the Orange County District Attorney or other proper authorities for
possible investigation, enforcement or prosecution. Prior to or following such
referral, the Board may also proceed with any of the actions described in this
section.
5.0 COMPOSITION, TERMS AND VACANCY
5.1 The District shall have a Board of five Directors each of whom, whether elected or
appointed, shall be a voter of the District (WC § 30068; WC § 30500 et seg J.
5.2 The term of office of each Director, other than Directors appointed to fill an unexpired
term, shall be four years (WC § 30502. Terms of office are staggered, with elections held
in November of every even numbered year (WC § 30700.
5.3 Elections are held at large, which means that all voters throughout the District have the
opportunity to vote for any person seeking election (EC � 10500 et seg.).
5.4 Before entering upon the duties of his/her office, each Director shall take and subscribe
the official oath and file it with the Secretary. The oath of office may be taken before
the Secretary, any member of the Board, or any officer authorized by law to administer
oaths (WC § 30509-30510).
5.5 Each Director elected or appointed shall hold office until his/her successor qualifies WC
30506).
5.6 If a person elected fails to qualify, the office shall be filled as if there were a vacancy in
the office (WC § 305031.
14
Page 20 of 91
5.7 From time to time a vacancy may occur on the Board for a variety of reasons. An office
becomes vacant on any of the following events before the expiration of a Director's term
(GC � 1770 et seg.):
A. Death of an incumbent;
B. A court's declaration that the incumbent is physically or mentally incapacitated;
C. Resignation;
D. Removal from office;
Ceasing to be an inhabitant of the District;
Absence from the state beyond periods allowed by law;
G. Ceasing to discharge the duties of the office for three consecutive months;
H. Conviction of a felony;
I. Refusal or neglect to file required oath of office;
J. Declaration by a competent tribunal that election or appointment is void; or
K. Commitment to a hospital or sanitarium by a court of competent jurisdiction.
5.8 All vacancies occurring in the office of Director shall be filled pursuant to Section 1780 of
the Government Code (see also WC § 30504). The District shall notify the county elections
official of the vacancy no later than 15 days after the Board is notified of the vacancy or
the effective date of the vacancy, whichever is later.
A. The remaining members of a five person board may fill a vacancy by
appointment. The appointee shall hold office until the District general election 130
days or more after the effective date of the vacancy. Appointments shall be
made within 60 days after the effective date of the vacancy. Notice of the
vacancy shall be posted in three or more conspicuous places within the District
and published in a newspaper of general circulation at least 15 days prior to an
appointment. The remaining members may call an election to fill the vacancy
within 60 days of the vacancy, in lieu of an appointment, on the next available
election date provided by Chapter 1 of Division 1 of the Election Code that is 130
days or more after the vacancy.
B. If the vacancy is not filled or an election called within 60 days of the vacancy, the
County Board of Supervisors may fill the vacancy within 90 days of the vacancy or
order the District to call an election to fill the vacancy.
C. If neither (A) or (B) has occurred within 90 days, the District shall call an election to
be held on the next available election date provided by Chapter 1 of Division 1
of the Election Code that is 130 days or more after the vacancy occurs.
D. If the remaining Board falls below a quorum, the Board of Supervisors may waive
the 60 day period provided in (A) and appoint immediately, or may call an
Yorba Linda Wate, District Board of Directors' Policies and Procedures Manual 15
Page 21 of 91
election to fill the vacancy under Chapter 1 of the Election Code. The Board of
Supervisors shall only fill enough vacancies to provide a quorum.
Appointees shall hold office until the next District general election. Electees shall
hold office for the unexpired balance of the term of office.
5.9 If a Director's place of residence is moved outside District boundaries, and if within 180
days of the move the Director fails to reestablish a place of residence within the District,
it shall be presumed that a permanent change of residence has occurred and that a
vacancy exists on the Board (GC § 1770; WC , 30508 .
6.0 OFFICERS
6.1 President and Vice President
A. A President and Vice President of the Board shall be elected annually at the
District's reorganization meeting held at the first regular meeting of the Board in
December of each year. The President shall assume the chair of the Presiding
Officer immediately after election.
B. The President shall make committee, agency, and intergovernmental meeting
assignments, subject to consent of the Board, annually by the first meeting of the
Board of Directors to be held in January of the subsequent year.
C. If the President is absent from a meeting of the Board, the Vice President shall serve
as the Presiding Officer. If both the President and Vice President are absent, the
Secretary shall take the chair so that the Directors present may elect a Presiding
Officer. Upon late arrival of the President or Vice President at the meeting, the
chair shall be relinquished at the first opportunity not disruptive to the conduct of
business.
D. In the event the President becomes incapacitated or is otherwise unable to act in
his/her official capacity, as determined by a majority vote of the Board, the Vice
President shall serve until the incapacity is cured or relieved. In the event the Vice
President becomes incapacitated or is otherwise unable to act in his/her official
capacity, as determined by a majority vote of the Board, an interim Vice President
shall be elected at the District's next regular meeting of the Board to serve until
the incapacity is cured or relieved.
The Presiding Officer, established pursuant to these policies, shall conduct the
proceedings of the Board.
The Presiding Officer shall sign all ordinances, resolutions and contract documents
approved and adopted by the Board (WC § 30578).
F -.G. The President, or the Vice President in the absence of the President, will serve as
the District's voting delegate for all association elections.
G.H. The President and Vice President of the Board shall serve as the President and Vice
President of the Public Financing Corporation and Chair and Vice Chair of the
Financing Authority. The Officers of the Corporation and the Authority shall be
16
Page 22 of 91
affirmed annually at the District's reorganization meeting held at the first regular
meeting of the Board in December of each year or as necessary.
H-.1. Individuals serving as President or Vice President of the Board and the Corporation,
and Chair and Vice Chair of the Authority, may be removed from office by a
majority vote of the Board.
7.0 APPOINTED STAFF AND OTHERS
Appointed Staff, as defined in this section, shall mean the General Manager, Board Secretary,
Assistant Board Secretary and Treasurer, who are appointed by the Board.
7.1 General Manager, Secretary, Assistant Secretary and Treasurer
A. A General Manager shall be appointed by a majority vote of the Board and serve
at the pleasure of the Board. The General Manager shall perform all duties I set
forth in County Water District Law (WC § 30000 et seq.1, J2Lset forth in these
policies, JaLset forth in the General Manager's contract with the District, ll
imposed by the Board, and min accordance with governing laws and
regulations. In accordance with (1)-(5)y, the General Manager shall: (a-�)
have full charge and control of the maintenance, operation, and construction of
the District's water and wastewaterwepks GFweterwerks systems Af the District (b-2)
have full power and authority to employ and discharge all employeesGRd
G8Si8
fGRfC Gf pleGC� iro• (c3) prescribe the duties of employees GRGI GS SiCf!'YYIfC• (d4)
fix and alter the compensation of employees GRd assist r,+C subject to budget
limitations approved by the Board; (e5) perform other duties imposed by the
Board; and (f6) report to the Board in accordance with the rules and regulations
as adopted by the Board (WC § 30580-30581).
B. A Secretary and Assistant Secretary shall be appointed by a majority vote of the
Board and serve at the pleasure of the Board. The Secretary, or the Assistant
Secretary in the absence of the Secretary, shall attest all ordinances and
resolutions approved and adopted by the Board, countersign all contract
documents approved and adopted by the Board, prepare the minutes of each
meeting held by the Board, and perform all duties LLLset forth in the County Water
District Law (WC § 30000 et seq.), 2Lset forth in these policies, JaLimposed by the
Board, and min accordance with governing laws and regulations.
C. A Treasurer shall be appointed by a majority vote of the Board and serve at the
pleasure of the Board. The Treasurer shall perform all duties LLLset forth in the
County Water District Law (WC § 30000 et segs, L2Lset forth in these policies, jai
imposed by the Board, and min accordance with governing laws and
regulations. The Treasurer shall install and maintain a system of auditing and
accounting that shall completely and at all times show the financial condition of
the District(WC§(WC 30582.
D. A member of the Board shall not serve as the General Manager, Secretary,
Assistant Secretary or Treasurer. The same person may be appointed as General
Manager and Secretary or Secretary and Treasurer. There shall be no additional
compensation for also serving as Secretary, Assistant Secretary or Treasurer if the
individual so serving is an employee of the District.
17
Page 23 of 91
E. The Secretary, Assistant Secretary, and Treasurer of the District shall serve as the
Secretary, Assistant Secretary, and Treasurer of the Public Financing Corporation.
The General Manager, Finance Manager, and Executive Assistant, shall serve as
the Executive Director, Treasurer, and Secretary of the Financing Authority.
Appointed staff of the Corporation and Authority shall be affirmed annually at the
District's reorganization meeting held at the first regular meeting of the Board in
December of each year or as necessary.
The District shall insure against losses caused by an officer or employee of the
District in lieu of providing a bond or bonds. The amount and terms of this
insurance coverage shall be equivalent to the provisions specified in the District's
insurance policy for Crime Coverage - Public Employee Theft. (WC § 30545; GC
53226.3
G. Individuals serving as General Manager, Secretary, Assistant Secretary, or Treasurer
of the Board and the Corporation, and Executive Director, Treasurer, and
Secretary of the Authority, may be removed from their appointments by a majority
vote of the Board.
7.2 District Legal and Labor Counsel
A. The District's Legal and Labor Counsel are law firms that are appointed by the
Board of Directors and report to the Board during Board meetings.
Legal Counsel shall serve as the attorney for the District in all legal matters
pertaining to the operation, maintenance, and other related business of
the District. Legal Counsel shall perform such duties as the Board or General
Manager may request, and shall (1) review all Board actions to insure
legality and acceptability under law; (2) prepare or review legal
documents and provide legal counsel, as required by the Board or General
Manager; and (3) attend and/or participate in Board meetings and other
meetings as directed by the Board or the General Manager.
2. Labor Counsel shall serve as the attorney for the District in all legal matters
pertaining to employment law and other related business of the District.
Labor Counsel shall perform such duties as the Board or General Manager
may request, and shall (1) review all employment related matters to insure
legality and acceptability under law; (2) prepare or review employment
and labor related documents and provide legal counsel, as required by
the Board or General Manager and (3) attend and/or participate in Board
meetings and other meetings as directed by the Board or the General
Manager.
7.3 District Auditor
A. The District's Auditor is a certified audit firm that is appointed by and reports to the
Board, and that conducts the District's annual audit and prepares the District's
annual audit report IWC § 30582). The District's auditor shall be rotated on a
periodic basis. Contracts for independent auditing services shall be awarded for
an initial period of three years, with the option of extending up to two subsequent
years (for a maximum total of five), unless otherwise determined by the Board.
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 18
Page 24 of 91
7.4 Consultants
A. The Board may from time -to -time select, retain, compensate, define the scope
and efforts of, and dismiss consultants to support or provide information to the
Board in developing policy level decisions or in implementing Board actions. In
doing so, the Board shall delegate to the General Manager the responsibility for
day-to-day direction of the work of the consultant.
8.0 COMMITTEES
8.1 From time to time, the Board may establish committees, whether standing or ad hoc, to
assist with the performance of its duties and policy advice. In keeping with the Board's
broader focus, committees shall not direct the implementation of District programs and
projects. Committees shall assist the Board by preparing policy alternatives and
implications for Board consideration. Committees shall not act on the Board's behalf
unless authorized by a majority vote of the Board. Said authorization shall not conflict
with the duties assigned to the General Manager. In order to preserve the organizational
structure and support the chain of command, committees shall not exercise authority
over staff or staff operations.
8.2 The purpose of each established committee shall be reviewed by the Board on an
annual basis, prior to making Director assignments, in order to determine their continuing
relevance.
8.3 The Board previously adopted the Fair Political Practices Commission's (FPPC) Form 806
as the District's official form for reporting public official appointments and has directed
staff to post a completed form on the District's website in accordance with the
requirements set forth in FPPC Regulation 18705.5.
9.0 DIRECTORS' COMPENSATION, BENEFITS AND EXPENSE REIMBURSEMENT
9.1 Directors' Compensation
A. As of January 23, 2003, compensation for members of the Board shall be $150 per
day for each day's attendance at meetings of the Board, GRd ether meetings
attended at the request of the Board, and participation in mandatory training,
including reasonable and necessary travel time (see Appendix 1). Compensation
for any type of service shall not exceed ten days in any calendar month(District
Ord. 03-01; WC § 20202; WC § 30507).
B. Director attendance at events sponsored by LLLthe District or (2) the following
organizations shall be pFeGutheriz sybjeGt to budget get i M tGtieRs GS approved by
the Board subject to budget limitations:
1. Association of California Cities - Oranae Countv (ACC -OC
4-.2. Association of California Water Agencies (ACWA)
2-.3. Association of California Water Agencies - Joint Powers Insurance Authority
(ACWA-JPIA)
3-A. American Water Works Association (AWWA)
5. California Association of Mutual Water Companies (CalMutuals)
4.6. California Association of Sanitation Agencies (CASA)
5-1. California Special Districts Association (CSDA)
19
Page 25 of 91
&.8. California-Nevada Section of American Water Works Association (CA-NV
AWWA)
7-.9. Chambers of Commerce
8. iity, Qe irety GRGI StGtG GGVerRFRe tGI AgeRGieS (Inr-II GIiRg moo+iRgS 4.4h
eIeGted/rvppeiRfed effir-irvlc rVnd StGff )
X10. Colorado River Water Users Association (CRWUA)
40:11. Educational Institutions
44,12. Independent Special Districts of Orange County (ISDOC)
13. Local, State, and Federal Governmental Agencies (Including meetings with
elected/appointed officials and staff.)
42,14. Metropolitan Water District of Southern California (MWDSC or MET)
43.15. Municipal Water District of Orange County (MWDOC)
44.16. Non -political Community Service Organizations
17. Orange County Business Council (OCBQ
W.18. Orange County Local Agency Formation Commission (OC LAFCO)
4-6-.19. Orange County Sanitation District (OCSanQ)
47,20. Orange County Water Association (OCWA)
48-.21. Orange County Water District (OCWD)
22. Santa Ana Watershed Project Authority (SAWPA)
4-9,23. Special District Leadership Foundation (SDLF)
224. Urban Water Institute (UWI)
25. Water Advisory Committee of Orange County (WACO)
226. Water Education Foundation (WEFJ
C. Director attendance at events sponsored by any other organization than those
listed above requires preapproval or ratification by a majority vote of the Board in
order to be considered as an activity for the purposes of compensation.
D. Directors shall complete an Activity Report and Compensation Form (see Exhibit
Cg) on a monthly basis. Directors have until the 15'" day of the following month
to file said reports with the General Manager or his/her designee. If an activity
report is not returned by this deadline, no compensation shall be paid to the
Director for that reporting period. Exceptions to this provision shall be presented to
the Board of Directors for review and approval.
E. All activity reports shall be reviewed and approved by the President or the Vice
President. The President's activity report shall be reviewed and approved by the
Vice President.
F. Increases in compensation are limited to five percent for each calendar year
following the operative date of the last adjustment (District Ord. 03-01; WC §
20202. The Board shall consider its compensation rate following the
reorganization meeting held at the first regular meeting of the Board in December
of each year. If the Board recommends an increase in the amount of
compensation, an Ordinance shall be considered and adopted by the Board
according to the following procedures:
1. A public hearing shall be held prior to adoption of the Ordinance WC
20203).
2. Notice of the hearing shall be published in a newspaper of general
circulation once a week for two successive weeks prior to the public
hearing (GC § 6066).
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 20
Page 26 of 91
3. The Ordinance shall become effective 60 days from the date of its final
passage (WC § 202041.
G. The District does not provide any of its Directors with loans.
9.2 Benefits
A. Directors and their eligible dependents may participate in the health benefits
plans provided by the District, including medical, dental and vision plans. The
District shall pay the premium amount for Directors and 2/3 of the pre.—HUM,
erneURferand their eligible dependents. Direeters Gre respGRs.ble fer rl/'Y\,iRg the
i"1rlr RG8 „f the premium rtirv,r,i ir,+ fer eligible d +T Health benefits
provided to Directors shall not be greater than the most generous plan being
offered to any group of District employees. A Director is also eligible for District -
provided post -service health benefits if the following conditions are satisfied: the
Director's term began before January 1, 1995 and continued uninterrupted until
on or after May 27, 2010; and the Director began receiving health benefits from
the District before January 1, 1994. The rate of accrual for post -service health
benefits is one year of benefits for each three years of service to the District as a
Director. In addition to the terms and conditions provided herein, any terms or
conditions set forth in the personnel rules of the District that are applicable to
retiree health benefits shall also apply to post -service health benefits for Directors,
except those conditions relating to good standing and adequate notice of
retirement. Directors are also eligible for District -provided Group Life insurance
and Accidental Death and Dismemberment insurance in amounts up to $50--9,000
each. Additionally, Directors may elect to participate in the District's deferred
compensation plan. Enrollment in any of the above benefits plans is subject to
the rules and restrictions of the plans.
9.3 Travel Expense Reimbursement
A. Directors are encouraged to attend conferences, conventions, meetings,
symposiums, intergovernmental meetings and legislative sessions relating to the
mission of the District. Directors shall receive reimbursement or payment of
expenses, according to District rules, incurred in the performance of their duties as
required or authorized by the Board. Attendance at an event must be
preapproved or ratified by a majority vote of the Board during a duly convened
meeting in order to be considered as an activity for the purposes of payment or
reimbursement of travel expenses. Directors' rates for reimbursement and
payment of travel expenses shall not be greater than rates specified for District
employees.
B. Directors shall be reimbursed for actual costs to attend activities as follows:
Flight:
Coach or Economy Class
Car Rental:
Most Economical Size Vehicle,
Government/Group Rate
Lodging:
Published Conference Group Rate, Equally
Comparable or Lower Rate, Government
Rate, or GSA Rate (See Section D)
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 21
Page 27 of 91
Meals: $90 Per Day
Actual and Necessary Expenses: $30 Per Day
C. Expenditures for lodging, meals, and transportation shall provide for reasonable
and necessary comfort and convenience. Directors shall be mindful that public
funds are being spent and that only a reasonable and necessary level of expense
is warranted. Add-on expenses such as upgrades, early boarding, and early
check-in shall not be considered reimbursable.
D. When available, Directors must use coach or economy class for commercial travel
and the published conference group rate, an equally comparable or lower rate,
or government rate for lodging. If these rates are not available, the reimbursable
amount shall be limited to the per diem rates set forth by the US General Service
Administration (GSA) at http://www.asa.aov.
For travel by personal vehicle, mileage shall be reimbursed at the standard rate
adopted by the US Internal Revenue Service in effect at the time of travel.
Personally owned vehicles used in the conduct of District business must be insured
for property and liability damage in an amount not less than the minimum limits
required by the California Financial Responsibility Act. In no case shall the amount
paid for mileage reimbursement for use of a personally owned vehicle used for
travel in lieu of air travel exceed the cost of coach or economy class or equivalent
airfare based on the date the Director registered to attend an activity or conduct
business on behalf of the District.
F. Reimbursement for taxi, rideshare, rail, bus, or other reasonable ground
transportation shall be for the actual costs plus tip not to exceed 20% and
applicable taxes.
G. Reimbursement for parking and toll charges shall be for actual costs.
H. Meal expenses include the reasonable and necessary costs of meals and
beverages, not including alcoholic beverages. Meal expenses shall be
reimbursed on a daily basis not to exceed $90 per day. Meal expenses for partial
days shall be reimbursed on a meal by meal basis as follows: $20 for breakfast, $30
for lunch, and $40 for dinner. Said maximums for meal expenses exclude taxes
and gratuities which are considered actual and necessary expenses (see Section
9.3. IG). Any amount spent over the daily or partial day reimbursable amounts set
forth in this section may not be deducted from another day's reimbursable
amount during that same activity. Additionally, any amounts not spent over the
daily or partial day reimbursable amounts set forth above may not be added to
another day's reimbursable amount during that same activity. No reimbursement
shall be provided for alternative meals when the District has paid for the cost of
the activity including any incorporated meals. Attendance at receptions before
dinner shall not be considered a meal.
I. Actual and necessary expenses include taxes and gratuities for meals, tips for
drivers, baggage carriers, and hotel staff. This does not include the cost of laundry,
cleaning or pressing of clothes, or telephone calls.
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 22
Page 28 of 91
J. Reimbursement of all reasonable and necessary expenses for internet service to
conduct District business while traveling shall be for actual costs.
K. Arrangements for transportation, lodging, or registration fees that have
cancellation or change penalties shall be carefully monitored by the requesting
Director. If a cancellation or change occurs due to a personal request or
obligation of the Director, they will be responsible for paying the corresponding
penalty, except when determined by a majority vote of the Board during a duly
convened meeting that the reason for the cancellation was legitimate and
authorized.
L. The District shall not incur any costs for a spouse, or other accompanying person.
M. If an expense does not fall within the reimbursement rates identified in this policy,
it must be preapproved by a majority vote of the Board in a public meeting.
N. In order to obtain reimbursement for qualified expenses, the following procedures
must be followed:
1. Directors shall submit a completed Travel Expense Reimbursement Form
(see Exhibit D€) for conference, convention, or symposium attendance,
together with all original itemized receipts and corresponding route maps,
within 60 calendar days following the attended event, with the exception
of expenses incurred during the month of June. Requests for reimbursement
of travel expenses incurred during this period must be submitted within 30
calendar days of the attended event for the purposes of financial reporting
at the end of the fiscal year.
2. Directors shall also submit a completed Meeting and Mileage Expense
Reimbursement Form (see Exhibit E) for local meeting attendance,
together with all original itemized receipts and corresponding route maps,
within 60 calendar days following the attended event, with the exception
of expenses incurred during the month of June. Requests for
reimbursement of meeting and mileage expenses incurred during this
period must be submitted within 30 calendar days following the attended
event for the purposes of financial reporting at the end of the fiscal year.
3. If the Director does not file an expense report within the above listed
deadlines, the District will not reimburse mileage or out-of-pocket expenses.
Exceptions to this provision shall be presented to the Board of Directors for
review and approval.
4. For any activity that the District prepays expenses, the Director is still
required to file an expense report to ensure that any expenses prepaid by
the District are properly accounted for. Staff shall assist Directors with these
reports as needed. To enforce the timely filing of expense reports the
District may, by majority vote of the Board, stop prepaying conference and
travel expenses.
5. All expense reimbursement requests shall be reviewed and approved by
the President or Vice President. The President's requests shall be reviewed
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 23
Page 29 of 91
and approved by the Vice President and vice versa, or by another
available Director.
6. With the exception of mileage reimbursement, any expense shown on the
form must have a corresponding, attached original itemized receipt or
other verification document. Summary receipts for meals cannot be
accepted as a verification document.
7. If a receipt is lost or not provided, the Director must submit a completed
Missing Receipt Affidavit Form (see Exhibit FG) as substantiation of the
expense.
8. Directors shall also submit a completed Miscellaneous Gratuities Form (see
Exhibit G#) for such expenses paid in cash without a receipt.
9. All forms, receipts and verification documents shall be public documents
subject to redaction of any confidential information, such as credit card
numbers.
O. A Director shall not attend a conference or training event for which there is an
expense to the District if it occurs after the Director has announced his/her
pending resignation, or if it occurs after an election in which it has been
determined that the Director will not retain his/her seat on the Board. A Director
shall not attend a conference or training event when it is apparent that there is no
significant benefit to the District.
P. Directors shall provide a brief report about the activity at the next regular Board
meeting following attendance. Said report shall detail what was learned at the
session(s) that will be of benefit to the District and can be submitted in written or
verbal form though ideally no longer than three minutes. Materials from session(s)
may be delivered to the General Manager for inclusion in the District's library for
future use.
9.4 District Issued Credit Cards
A. Directors shall be issued credit cards for their use while traveling or attending
meetings on behalf of the District. All purchases made with this card shall comply
with the limitations contained in this policy. Personal purchases using this card are
strictly prohibited.
B. Directors shall submit all original itemized receipts along with appropriate forms
(see Section 9.3. NJ and Exhibits D€ and E€) identifying purchases made with a
District credit card within 30 calendar days of when the expense was incurred.
C. Directors shall report lost or stolen cards to the Finance Manager immediately to
prevent potential liabilities.
D. Directors shall return their card to the Finance Manager when leaving office.
9.5 Communications Expense Reimbursement
A. In order to facilitate operational efficiency and reduce expenses, the Board has
determined that it is in the best interests of the District to have all agendas and
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 24
Page 30 of 91
other District information distributed to the Board via electronic means instead of
providing paper copies whenever possible. While Director participation in and
support of this initiative is encouraged, it is not required. Participating Directors are
eligible for the reimbursement of expenses associated with the purchase of
necessary electronic equipment and related items provided that:
The Director is an elected official of the District with more than two months
remaining in his/her current term of office.
2. The Director has submitted a completed Communications Expense
Reimbursement Form (see Exhibit Ht) in accordance with established
procedures.
3. The District shall provide reimbursement, up to $1,000 including applicable
taxes and fees every four years (or sooner in the event of loss or theft), for
the cost of electronic equipment and related items of the Director's
choosing. Qualifying electronic equipment and related items shall include
tablets, laptop computers, tablet/laptop covers or cases, protective screen
wraps, and downloadable applications specific to the conduct of District
business, such as word processing, spreadsheet or PDF annotation
applications.
54. One hundred percent of the electronic equipment and approved itemized
expenses reimbursed shall be reported on the Director's Form W-2 as
taxable income. In providing this information, the District is not offering tax
advice. Directors having questions concerning the tax implications of
electronic communications reimbursement benefits are urged to contact
the Internal Revenue Service or other experts in tax law.
B. Expenses that are not reimbursable include, but are not limited to, gift wrapping,
engraving, downloadable applications (other than those used specifically for
conducting District business) and additional adaptors.
9-.C. Reimbursements shall be processed when proof of purchase and original itemized
receipts are submitted by the Director along with a completed form within 30 days
of purchase.
C,D. Failure to submit a completed form within this time frame shall result in a denial of
the Director's request for reimbursement of the expense. Exceptions to this
provision shall be presented to the Board of Directors for review and approval.
1. The electronic equipment and related items for which reimbursement is
provided shall become the property of the Director and all maintenance is
the sole responsibility of the Director.
2. Notwithstanding the foregoing, staff may, from time to time as deemed
necessary, provide paper copies of District information to Directors and
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 25
Page 31 of 91
such provision of paper copies shall not affect the reimbursement of
expenses as provided in this section.
41-E. Should a Director experience a loss or theft of electronic equipment for which the
full or partial expense was reimbursed by the District, said Director shall submit a
written statement and/or police report to the Finance Manager or the General
Manager for auditing purposes prior to requesting reimbursement of expenses for
the purchase of replacement equipment. Requests for reimbursement of
expenses for replacement equipment shall be subject to the limitations and
requirements as set forth above.
F. All communications expense reimbursement requests shall be reviewed and
approved by the President or Vice President. The President's requests shall be
reviewed and approved by the Vice President and vice versa, or by another
available Director. Any requests for reimbursement that fall outside the limitations
contained in this policy shall be reviewed and preapproved by a majority vote of
the Board during a duly convened meeting.
9.6 Disclosure of Expenditures/Reimbursements
A. A full accounting of expenditures of public funds under this policy shall be made
and become part of the records of the District.
B. All reimbursements paid by the District of at least $100 for each individual charge
for services or product received, shall be disclosed in an annual report following
the end of each fiscal year. Reimbursement of an individual charge includes but
is not limited to, one meal, lodging for one day, transportation, or a registration fee
paid to any Director. This report shall be made available for public inspection
upon request (GC § 53065.5).
C. All travel expenses and reimbursements paid by the District on behalf of a Director
shall be disclosed in a quarterly report and provided to the Board for review at a
regular meeting.
10.0 BOARD MEETINGS, GENERAL
All meetings of the Board shall be held at the District's Administration Building located at 1717
East Miraloma Avenue, Placentia, California, unless another location is speficied on the agenda
(WC § 30521). All meetings of the Board shall be open and public and all persons are invited to
attend (WC § 30529). The District shall continue to implement all applicable requirements of the
Ralph M. Brown Act to ensure transparent, open and responsive government (GC § 54950 et
seq.1.
10.1 Regular Meetings
A. Effective January 1, 2023, all regular meetings of the Board shall be held on the
first and third Thursday of each month commencing at 3:00 p.m. unless deemed
unnecessary by the President or a majority of the Board. Closed Sessions
scheduled to occur on the same day as a regular meeting may be noticed
separately as a special meeting. Any member of the Board may make a motion
to adjourn any Board meeting and/or to complete any item under discussion
during meetings lasting more than four hours from the time the Board meetingef
commencedt. All remaining items on the agenda which have not been
26
Page 32 of 91
acted upon shall be continued to the next regular meeting or as specified by the
Board.
10.2 Special Meetings
A. Special meetings of the Board may be called by the President or a majority of the
Board. Whenever a special meeting of the Board is called, notice in writing shall
be delivered by the Secretary to each Director, and if notice is requested in
writing, to each local newspaper of general circulation and radio or television
station. The notice shall be delivered personally or by any other means and shall
be received at least 24 hours in advance of the meeting. The notice shall specify
the time and place of such meeting and the purpose of the meeting.
A-. 1. -The written notice may be dispensed with as to any Director who, at or prior
to the time the meeting convenes, files with the Secretary a written waiver
of notice (see Exhibit A. The written notice may also be dispensed with as
to any member who is actually present at the meeting at the time it
convenes.
10.3 Emergency Meetings
A. In the event of an emergency situation involving matters upon which prompt
action is necessary due to the disruption or threatened disruption of public facilities
or District operations, the Board may hold an emergency special meeting without
complying with the 24 hour notice required in Section 10.2 herein. An emergency
situation means a crippling disaster which severely impairs public health, safety, or
both. The President, or the Vice President in the absence of the President, or the
General Manager, may determine if an emergency situation exists.
B. Whenever an emergency meeting of the Board is called, notice in writing shall be
delivered by the Secretary to each Director, and if notice is requested in writing,
to each local newspaper of general circulation and radio or television station. The
notice shall be delivered personally or by any other means and shall be received
at least one hour in advance of the meeting. In the event that telephonic services
are not functioning, the notice requirement of one hour is waived. The Secretary
shall then notify such newspapers, radio stations, or television states of the fact of
the holding of the emergency meeting, and of any action taken by the Board, as
soon after the meeting as possible.
C. No Closed Session may be held during an emergency meeting, and all other rules
governing special meetings shall be observed with the exception of the 24 hour
notice. The minutes of the emergency meeting, a list of persons the Board or
designee notified or attempted to notify, a copy of the roll call vote(s), and any
actions taken at such meeting shall be posted for a minimum of ten days in the
District office as soon after the meeting as possible.
11.0 BOARD MEETINGS, AGENDAS
11.1 Agendas
A. Any matter which is to be deliberated, discussed, and/or considered for approval
or adoption by the Board at the meeting must be submitted to the Board as part
of an agenda (GC § 54950 et seg.). All ordinances, resolutions and contracts shall
27
Page 33 of 91
be reviewed by legal counsel and approved as to form and legality prior to
submission for consideration by the Board.
B. The Secretary shall, under direction of the General Manager, prepare an agenda
of such matters according to Section 11.2 herein, entitled "Order of Business",
including a description of the items to be considered or discussed and, where
deemed appropriate by the General Manager, a staff recommendation for each
item.
C. A copy of the draft agenda for every meeting of the Board (or Committee) shall
be provided to the President and Vice President (or assigned Committee
members) for review prior to posting by the Secretary.
D. A copy of the finalized agenda for every regular meeting of the Board shall be
posted at least 72 hours prior to the meeting in a place that is freely accessible to
members of the public. Once posted, copies of the complete agenda and
supporting materials shall be available for public inspection during business hours
at the District office and on the District's website.
E. Agendas for all special meetings of the Board shall be posted in the same manner
at least 24 hours prior to the meeting. The agenda for a special meeting of the
Board is limited to only those matters specifically set forth in the purpose of the call
for the special meeting. No other business shall be considered at a special
meeting.
F. All agendas and other District information shall be distributed to the Board via
electronic means instead of providing paper copies. Director incurred expenses
for electronic equipment and related items required for receiving, accessing and
printing all agendas and information shall be reimbursed in accordance with
Section 9.59 herein.
G. A copy of each agenda for a meeting of the Board shall be mailed to
members of the public so requesting them in writing. Any member of the
public requesting a copy of a complete agenda and supporting materials shall
be charged, in advance, for reproduction costs plus mailing expenses.
Exceptions are public agencies, members of the public who request a copy of
the agenda without supporting materials, and individuals requesting a copy
of an agenda, with or without supporting materials, that contains a specific
matter involving that individual as a party.
H. All non-exempt writings related to an agenda item and distributed to a majority of
the Board less than 72 hours prior to the meeting shall be made available for public
review on the District's website at the same time. These instructions shall also be
included on all agendas at the time of posting.
I. Requests for reasonable accommodation for persons with disabilities, including
auxiliary aids or translation services, required for participation in Board meetings
should be submitted to the Board Secretary at least 48 hours in advance. These
instructions shall also be included on all agendas at the time of posting. (GC
54953
IJ. Any Director may contact the General Manager and request an item to be
placed on an agenda no later than 24 hours before an agenda is scheduled to
Yorbo , ida Water Distr,-f Board of Directors' Policies and Procedures Manual 28
Page 34 of 91
be closed. In general, all agendas for regular meetings of the Board will be closed
on Tuesday'sMenGy's at 74-2:00 p.m. the week prior to the meeting date.
1.K. Items that require compilation of readily available written information, documents,
reports, studies, or analyses shall not require formal Board approval before
placement on an agenda.
ISL. Items that require more than four hours of staff or consultant time for compilation,
or if they require less than four hours but are of a recurring nature, shall be
approved by a majority vote of the Board during a duly convened meeting before
placement on an agenda.
I�M. Any member of the public may request that a matter directly related to District
business be placed on the agenda of a regularly scheduled meeting of the Board,
subject to the following conditions:
1. The request must be in writing and submitted to the General Manager
together with supporting documents and information, if any, at least 10
days prior to the date of the meeting.
2. The General Manager shall be the sole judge of whether the public request
is or is not a "matter directly related to District business" and if the matter is
to be placed on a future agenda. The public member requesting the
agenda item may appeal the General Manager's decision at the next
regular meeting of the Board. Any Director may request that the item be
placed on the agenda of the Board's next regular meeting.
3. No matter which is legally a proper subject for consideration by the Board
in Closed Session shall be accepted.
4. The Board may place limitations on the total time to be devoted to a public
request issue at any meeting, and may limit the time allowed for any one
person to speak on the issue at the meeting.
W.N. Any member of the public may request to present electronic material (such as a
PowerPoint presentation) directly related to District business during Public
Comments or in relation to a specific agenda item during a regularly scheduled
meeting of the Board, subject to the following conditions:
1. The request must be made in writing and submitted to the General
Manager together with all electronic materials at least 24-1-2 hours prior to
the meeting.
2. The General Manager shall be the sole judge of whether the electronic
material is or is not a "matter directly related to District business" and if the
material is to be presented during a regularly scheduled Board meeting.
The public member requesting to present the electronic material may
appeal the General Manager's decision at the next regular meeting of the
Board. Any Director may request that the electronic material be presented
at the Board's next regular meeting.
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 29
Page 35 of 91
11.2 Order of Business
A. Upon convening the meeting at the hour set on the date of each meeting, the
members of the Board, the Secretary and General Manager of the District shall
take their regular stations in the Board Meeting Room, and the business of the
Board shall be taken up for consideration. The Presiding Officer shall immediately
call the Board to order and lead in the Pledge of Allegiance to the flag of the
United States of America.
B. Before proceeding with the business of the Board, the Secretary shall call the roll
of the Directors. The Secretary shall enter the names of all Directors, Officers, staff
members and visitors (if known) present in the Minutes of the meeting.
C. If a quorum is present, the Secretary shall so advise the Presiding Officer. If a
quorum is not present, the Secretary may adjourn the meeting to a time certain
for the purpose of obtaining a quorum. Any such reconvened regular meeting
shall not constitute a special meeting. In the event a regular or special meeting
of the Board is adjourned to a time and date certain, the Secretary shall post a
notice of adjournment in a place that is freely accessible to members of the public
within 24 hours of such adjournment.
D. Three of the five Directors elected or appointed to the Board shall constitute a
quorum for any meeting of the Board. Irrespective of the number of Board
members constituting a quorum for a particular meeting, a majority vote of the
Board shall consist of at least three votes. No ordinance, resolution or motion shall
be passed or become effective without the affirmative votes of at least a majority
of the members of the Board.
E. In compliance with the Ralph M. Brown Act (GC � 54950 et seg.) as amended fro
time to time, Directors may remotely attend Board and Committee meetings,
Duly Retip-e
ti
fr
o
■
■
PGFtiGiPGtiRg the -- - ■ -
s.
Directorentitled • participate - -- • • • • - • •
remotete-I(-QP--9-)Af(-QPeRGe location, and all votes shall be taken by roll call.
jGRUGP� 1, • .d GGRdi
GGGE)FdGRGe with AB 361.
F. The Presiding Officer may, on his/her own initiative or at the request of any two
Directors, take any item of business out of order, either as to the general order of
business or as to the specific agenda as the Secretary has prepared it.
G. The Board may take action on items not appearing on the posted agenda for
regular meetings under the following circumstances:
1. Upon determination by a majority vote of the Board that an emergency,
work stoppage or crippling disaster exists that impairs public health and/or
safety.
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 30
Page 36 of 91
2. Upon determination by a two-thirds vote of the Board, or by all
Directors if only three are present, that a matter LaLcame to the
attention of the District (not the Board) subsequent to posting the
agenda and b ##a -needs immediate action by the Board.
3. When an item was posted on the agenda of, and was continued from, a
meeting held not more than five days earlier.
H. The Order of Business taken up for consideration by the Board is generally
organized so that high priority matters are addressed at the beginning of the
meeting, and is generally in the following sequence:
1. Introductions and Presentations
2. Public Comments (GC § 54954.3)
3. Public Hearings
4. Consent Calendar
5. Action Calendar
6. Discussion Calendar
7. Informational Reports and Other Business
8. Closed Session (s)
9. Adjournment
I. Any person desiring to speak shall first address the Presiding OfficerEhG4. Upon
recognition by the Presiding Officer, the speaker shall be invited to state his/her
name, representation and/or affiliation and the matter on which they wish to
comment. If the matter relates to an item on the current agenda, the Presiding
Officer shall recognize the speakerpef&e-R and invite their comment when the item
is considered. Comments are limited to matters of public interest within the
jurisdiction of the District, and shall be no more than three minutes in length unless
the speaker is utilizing a translator or a time extension is granted by the Presiding
Officer. A maximum of 20 minutes shall be allotted for each subject matter
pursuant to the discretion of the Presiding Officer. No action shall be taken on
matters not appearing on agenda. (GC § 54954.3)
J. The Public Hearings portion of the agenda, if any, shall be held at the time
specified in the legal notice advertising such hearing. In general, the order of
procedure for a public hearing is as follows:
1. Opening of Hearing by Presiding Officer
2. Verification of Notice of Hearing Provided by Board Secretary
3. Reports by General Manager, Staff and/or Consultant
4. Comments from the Public Speaking in Favor and/or Against the Issue
5. Receipt of Written Communications from the Public
6. Continue or Closing of Hearing by Presiding Officer
7. Questions to Staff and Board Discussion
8. Consideration of Action by the Board
K. The Consent Calendar portion of the agenda shall be consideration, in a single
action, of items determined by the Secretary to be routine matters, status reports
or documents implementing previous Board instructions. If a Director has a
question or wishes to discuss a Consent Calendar item, they may do so without
formally removing the item from the Consent Calendar. If, after such discussion, a
Director, staff member or member of the public has a question or wishes to address
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 31
Page 37 of 91
a Consent Calendar item further, they may request that the item be removed for
further discussion. The Presiding Officer shall immediately grant such requests and
transfer the removed item to the Action Calendar for later discussion. Items
removed from the Consent Calendar for discussion shall be acted upon
separately. All items remaining on the Consent Calendar shall be considered for
approval by a single motion. Examples of matters appearing on the Consent
Calendar may include, but are not limited to:
1. Minutes of Previous Board Meetings
2. Approval to Pay Warrants
3. Routine Environmental Assessments
4. Approval of Routine Terms and Conditions for Water and/or Sewer Service
5. Approval of Change Orders (With a dollar value within the General
Manager's authority consistent with the approved purchasing policy.)
6. Approval of Contracts (For projects identified in the adopted budget.)
7. Final Acceptance of Facilities
8. Disposition of Liability Claims
9. Other Routine Administrative Matters
L. The Action Calendar portion of the agenda shall include items requiring staff
presentation and/or Board discussion prior to formal Board action. Items shall
generally be listed in order of priority and with items of a similar nature grouped
together. Items may be addressed out of order upon request and with the
consent of the Presiding Officer.
M. The Discussion Calendar shall include matters that do not require Board action or
that cannot reasonably be expected to result in Board action at that meeting.
Matters appropriate for the Discussion Calendar include technical presentations
to the Board, review of drafts of proposed policies and, in general, items for which
District staff seeks the advice and counsel of the Board. When time permits, the
Board believes the District's best interests are served by discussing more complex
matters at one meeting and considering formal action on them at a subsequent
meeting.
N. The Informational Reports and Other Business portion of the agenda provides an
opportunity for the presentation of reports by the General Manager, reports from
Committees, reports by Directors who have attended outside meetings, and
general comments by Directors. It also provides an opportunity for the Board to
schedule future meetings and assignments on the Board's activity calendar.
Requests for items to be placed on a future agenda shall be subject to the
provisions in Section 11.1 J LJ -K.
O. Closed Sessions are strictly limited to the open meeting exceptions as defined in
the Ralph M. Brown Act. At times, during Board meetings, the Board may adjourn
into Closed Session to discuss personnel matters, real estate negotiations, existing
or anticipated litigation or other matters as specified in the exceptions set forth in
the Brown Act. Appropriate agenda descriptions are also required for Closed
Session items. (GC § 54950 et seg.)
P. Either the presiding officer may adjourn a Board meeting without a motion or aA
motion to adjourn maynst be moved by a Director and seconded by another
Director, and is subject to debate. No further business can be conducted after
the Presiding Officer adjourns or an affirmative vote to adjourn.
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 32
Page 38 of 91
Q. The Board may adjourn any regular or adjourned regular meeting to a time and
place specified in the motion of adjournment so approved by the Board.
12.0 BOARD MEETINGS, MINUTES
12.1 The Secretary shall keep minutes of all Board meetings. Minutes are to record actions
taken and meaningful discussion; they are not intended to be verbatim records.
Members of the public requesting information about a meeting shall be encouraged to
listen to or watch4e the Gdie recording made of each meeting. Draft minutes shall be
distributed to the Board for review and approval at the next regular meeting or as soon
as possible thereafter. Minutes may be approved as part of the Consent Calendar.
12.2 The official minutes of all Board meetings shall be kept in a fire -proof vault or in fire-
resistant locked cabinets at the District's Administration office. An audio and/or video
recording shall be made of all regular Board meetings, including public hearings, and
retained in accordance with the District's records retention policy.
13.0 BOARD MEETINGS, CONDUCT
13.1 Guidelines for Discussion
These guidelines are intended to formalize the meeting so that each Director and
members of the public, in due course, may be heard (see also Exhibit A.
A. The Presiding Officer shall decide, subject to a question of order by any Director,
the degree of enforcement of these guidelines at any time during any meeting.
B. The Board prefers a flexible form of meeting, believing that this enhances the
decision-making process and may not always conduct its meetings with formal
"rules of order" or parliamentary procedure.
C. Except for items on the Consent Calendar, Tthe Presiding Officer shall read aloud
the title of each item on the agenda GS Gensidered with the eXGeptiGR E)f iteMS Grp
D. Staff will generally provide a presentation for each action or discussion item
following which the Presiding Officer will open the floor to public comment on the
matter under consideration (see Section 11.2 1).
Following public comment, the Board will discuss the matter being considered and
address questions or comments to staff.
F. Any Director desiring to speak shall first address the Presiding OfficerG4GiF. Upon
recognition by the Presiding Officer, the Director may speak freely with respect to
the matter then before the Board but shall confine his/her comments to the
subject under discussion. Any Director, once recognized, shall not be interrupted
except by a call to order from the Presiding Officer. If a Director is called to order,
he/she shall cease speaking until the question or order is determined; if
determined to be in order, they may proceed.
33
Page 39 of 91
G. Any Director moving the adoption or approval of a matter may call for the
question.
H. The Presiding Officer may move, second or debate motions from the BoardG#eir,
subject only to such limitations of debate as may be imposed on all Directors, and
shall not be deprived of any of the rights and privileges of a Director by serving as
the Presiding Officer. The Presiding Officer may vote on all questions or motions
before the Board, with his/her name being called last in a roll call vote.
True motions to reconsider any Board action must be made at the same meeting
at which the original action was taken; however, any Director may make any
other type of motion at any meeting.
J. The Secretary shall record in the Minutes any dissenting and abstaining votes, or
disqualification from voting due to a conflict of interest.
K. Unless a Director declares a conflict of interest or abstains, silence shall be
recorded in the Minutes as an affirmative vote.
The Presiding Officer for each meeting has the responsibility to preserve order and
decorum. If at any time, a Director believes order is not being maintained or that
procedures being followed are not adequate for the decision-making process at
hand, he/she shall call this fact to the attention of the Presiding Officer and request
corrective action. If the corrective action taken by the Presiding Officer is not
satisfactory, a motion for specific corrective action may be made to the Board.
In that event, a majority vote of the Board shall determine the action to be taken.
M. In the event any person or group of personsp-e p willfully disruptsma r,o�l
I MpertiReRt er slr- Rdere is remGrks er hoc -ernes atteRrdinrw a n'�$
Board meeting in a manner that orderly conduct of such meeting is unfeasible,
the Presiding Officer shall call for order and warn the person or -group that their
behavior is disrupting the meeting and that failure to cease such behavior may
result in their removal from the meeting. If the person or group -refuses to comply
with the Presiding Officer's request for order, the Presiding Officer may declare a
recess and cause the person or group's removals imm^r, ^ IG1A, or,f^rGeFne t
^ffiGer f^ remeve the perseR (s from the meetingreern. Once the Presiding Officer
takes this action, permission for such person(s) to returnmGiR tog# the meeting
requires a motion approved by a majority vote of the Board. When, in the
judgment of the Presiding Officer, order is restored, the meeting shall reconvene
and continue with the Board's business. (GC § 54957.9; GC § 54957.95)
14.0 BOARD ACTIONS AND DECISIONS
14.1 The Board shall act only by Ordinance, Resolution, or Motion (WC § 30523 . The Presiding
Officer shall state each matter as it is presented for consideration by the Board and shall
announce each decision of the Board.
14.2 Ordinances have the force of law and are an authoritative decree or municipal
regulation of the District. Ordinances shall relate to no more than one subject, which shall
be clearly expressed in the title of the ordinance. No ordinance, or section thereof, shall
be amended or repealed unless the new ordinances contains the title of the ordinance
or section amended or repealed. When applicable, ordinances shall be identified to the
34
Page 40 of 91
Board as replacements to existing ordinances or sections thereof. Ordinances must be
moved and seconded and shall be adopted only by a roll call vote. The Secretary shall
record the names of all Directors and identify them as voting Aye, No, Abstain, or Absent
on each adopted ordinance. All ordinances shall be signed by the Presiding Officer and
attested by the Secretary. Ordinances shall be in full force and effect upon adoption
unless otherwise provided by law, and the Secretary shall be responsible for compliance
with any and all legal requirements for publication of the ordinance.
14.3 Resolutions are a formal expression of opinion, will or intent of the Board. Resolutions must
be moved and seconded and shall be adopted only by a roll call vote. The Secretary
shall record names of all Directors and identify them as voting Aye, No, Abstain, or Absent
on each adopted resolution. All resolutions shall be signed by the Presiding Officer and
attested by the Secretary.
14.4 Motions are proposals, made by a Director during a Board meeting, for action, inclination
of the mind or will, or a formal proposal made in a deliberative manner by the Board.
Every motion considered by the Board must be moved by a Director, seconded by
another Director and is subject to debate.
14.5 Except where action is taken by the unanimous vote of all Directors present and voting,
the Secretary shall record the names of all Directors and identify them as voting Aye, No,
Abstain or Absent upon the passage of all ordinances, resolutions, or motions and enter
them upon the Minutes of the Board.
15.0 EXHIBITS AND APPENDIXES
Exhibits
A. AGIiRewledgeMeRt
�A. Assessment Survey of Governing Body's Effectiveness
QB. Sample Conflict of Interest Declarations
D -.C. Activity Report and Compensation Form
1,D. Travel Expense Reimbursement Form
F-. E. Meeting and Mileage Expense Reimbursement Form
GJ. Missing Receipt Affidavit Form
#-.G. Miscellaneous Gratuities Form
L.H. Communications Expense Reimbursement Form
id. Waiver of Written Notice of Special and Emergency Meetings
IBJ. General Guidelines for Parliamentary Procedure
Appendixes
Setting Compensation for Members of the Board (District Ord. 03-01)
35
Page 41 of 91
RESOLUTION NO. 2023 -XX
RESOLUTION OF THE BOARD OF DIRECTORS
OF THE YORBA LINDA WATER DISTRICT
AMENDING THE BOARD OF DIRECTORS POLICIES AND PROCEDURES AND
RESCINDING RESOLUTION NOS. 2022-20 AND 2023-01
WHEREAS, the Yorba Linda Water District was formed pursuant to Division 12 of
the California Water Code; and
WHEREAS, Section 30530 of the Water Code provides that the Board shall
establish rules for its proceedings; and
WHEREAS, such rules for proceedings were formerly adopted by the Board in
2018 by resolution and have been amended from time to time; and
WHEREAS, it is the desire of the Board of Directors to further amend these rules
to incorporate and clarify certain topics.
NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda
Water District as follows:
SECTION 1. The Board of Directors Policies and Procedures are hereby adopted
as attached hereto and by this reference incorporated herein.
SECTION 2. The policies and procedures contained in this manual shall take
effect immediately and Resolution Nos. 2022-20 and 2023-01 are
hereby rescinded.
PASSED AND ADOPTED this 21St day of September 2023 by the following called
vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Brett R. Barbre, President
Yorba Linda Water District
ATTEST:
Annie Alexander, Board Secretary
Yorba Linda Water District
Reviewed as to form by General Counsel:
Andrew B. Gagen, Esq.
Kidman Gagen Law LLP
Resolution No. 2023 -XX Amending Board Policies and Procedures
Page 42 of 91
YORBA LINDA
WATER DISTRICT
Board of Directors
Policies and Procedures Manual
Last Amended , 2023
Resolution No. 2023 -XX
Page 43 of 91
TABLE OF CONTENTS
1.0
PURPOSE AND SCOPE..................................................................................................................................3
2.0
DISTRICT MISSION, VISION AND CORE VALUES.......................................................................................3
2.1 Mission Statement...........................................................................................................................
3
2.2 Vision.................................................................................................................................................
3
2.3 Core Values......................................................................................................................................3
3.0
BASIS OF BOARD AUTHORITY......................................................................................................................4
4.0
DUTIES, RESPONSIBILITIES AND CONDUCT................................................................................................4
4.1 Board and General Manager Duties and Responsibilities.......................................................4
4.2 Board Members' Code of Conduct and Ethics........................................................................
6
5.0
COMPOSITION, TERMS AND VACANCY.................................................................................................13
6.0
OFFICERS.....................................................................................................................................................15
6.1 President and Vice President......................................................................................................
15
7.0
APPOINTED STAFF AND OTHERS...............................................................................................................15
7.1 General Manager, Secretary, Assistant Secretary and Treasurer .........................................
16
7.2 District Legal and Labor Counsel...............................................................................................
17
7.3 District Auditor................................................................................................................................
17
7.4 Consultants.....................................................................................................................................17
8.0
COMMITTEES...............................................................................................................................................17
9.0
DIRECTORS' COMPENSATION, BENEFITS AND EXPENSE REIMBURSEMENT..........................................18
9.1 Directors' Compensation.............................................................................................................
18
9.2 Benefits............................................................................................................................................19
9.3 Travel Expense Reimbursement..................................................................................................20
9.4 District Issued Credit Cards..........................................................................................................
23
9.5 Communications Expense Reimbursement.............................................................................23
9.6 Disclosure of Expenditures/Reimbursements............................................................................24
10.0
BOARD MEETINGS, GENERAL....................................................................................................................25
10.1 Regular Meetings..........................................................................................................................
25
10.2 Special Meetings...........................................................................................................................25
10.3 Emergency Meetings...................................................................................................................25
11.0
BOARD MEETINGS, AGENDAS..................................................................................................................26
11.1 Agendas.........................................................................................................................................
26
11.2 Order of Business...........................................................................................................................28
12.0
BOARD MEETINGS, MINUTES.....................................................................................................................31
13.0
BOARD MEETINGS, CONDUCT..................................................................................................................31
13.1 Guidelines for Discussion..............................................................................................................
31
14.0
BOARD ACTIONS AND DECISIONS..........................................................................................................33
15.0
EXHIBITS AND APPENDIXES.......................................................................................................................33
2
Page 44 of 91
1.0 PURPOSE AND SCOPE
1.1 The purpose of this manual is to provide a compilation of policies and procedures
approved by the Board to facilitate the proper conduct of District business. Each Director
shall be provided with a copy of this manual when assuming office and as revisions are
adopted,. If any portion of this manual is in conflict with federal or state law or regulations
that apply to the District, said legislation or regulations shall prevail.
2.0 DISTRICT MISSION, VISION AND CORE VALUES
2.1 Mission Statement
Yorba Linda Water District will provide reliable water and sewer services to protect public
health and the environment with financial integrity and superior customer service.
2.2 Vision
Yorba Linda Water District will accomplish our mission to improve the quality of life for
those we serve by:
A. Embracing Proven Technology
B. Improving Customer Satisfaction
C. Providing Efficient and Responsive Operations
D. Ensuring Reliable Infrastructure
2.3 Core Values
The Yorba Linda Water District Board of Directors and staff are guided in everything we
do by the following core values:
Integrity- We demonstrate integrity every day by practicing the highest ethical standards
and by ensuring that our actions follow our words.
Accountability - We acknowledge that both the Board and staff of the District are
accountable to the public that we serve, as well as to each other.
Responsibility - We take full responsibility for our actions. We maintain a commitment of
courtesy, assessment, and resolution with all customer concerns.
Transparency - We listen to our customers and communicate openly about our policies,
processes, and plans for the future.
Teamwork - We work together by sharing information and resources to achieve common
goals.
Respect - We ensure every voice of the District is treated with dignity and civility;
differences are valued and individual abilities and contributions are recognized.
3
Page 45 of 91
3.0 BASIS OF BOARD AUTHORITY
3.1 The District is a County Water District, organized and existing under the County Water
District Law (WC § 30000 et sec.). The Board is the legislative body, and functions as the
District's policymaking body (WC § 30575). It can only function as a unit. Individual
Directors have no authority with regard to any aspect of District business.
3.2 As individuals, Directors may not commit the District to any policy, act, or expenditure
without prior Board approval nor give direction to the General Manager, staff, legal
counsel or consultants without prior Board approval (see also Section 4.1 A). Directors do
not represent any fractional segment or region of the community but are part of a
legislative body that represents and acts for the District as a whole. Since Directors are
elected officials, no Director may delegate his/her authority to act as a Director.
4.0 DUTIES, RESPONSIBILITIES AND CONDUCT
4.1 Board and General Manager Duties and Responsibilities
A. The Board's primary responsibility is the formulation and evaluation of District
policy. The Board establishes goals, objectives, expectations, and measurement
criteria for the General Manager's performance. The Board is responsible for
monitoring District progress in attaining its goals and objectives while pursuing its
mission. The Board shall provide policy direction and instructions to the General
Manager on matters within the authority of the Board by a majority vote during a
duly convened meeting of the Board. The General Manager is responsible for
running the District's business. The General Manager may delegate routine
matters concerning operational aspects of the District to District staff.
B. To assist in the governance of the behavior between and among members of the
Board, the following practices shall be observed:
1. The dignity, style, values and opinions of each Director shall be respected.
2. Responsiveness and attentive listening in communication is encouraged.
3. The needs of the District's constituents shall be the priority of the Board of
Directors.
4. Directors shall commit themselves to emphasizing the positive, avoiding
double talk, hidden agendas, gossip, backbiting, and other negative forms
of interaction.
5. Directors shall commit themselves to focusing on issues and not
personalities. The presentation of the opinions of others shall be
encouraged. Cliques and voting blocks based on personalities rather than
issues shall be avoided.
6. Differing viewpoints are healthy in the decision-making process. Individuals
have the right to disagree with ideas and opinions, but without being
disagreeable. Once the Board takes action, Directors shall commit to
supporting said action and not create barriers to the implementation of
said action.
4
Page 46 of 91
C. To maintain effective working relationships and support the chain of command,
the following procedures shall be followed:
1. Board members shall address matters within the authority of the General
Manager through the General Manager, not directly through District
employees, legal counsel, or consultants.
2. Accordingly, individual Directors' requests for information as necessary to
assist in decision making and policy direction shall always be made to the
General Manager.
3. Requests for readily available written information, documents, reports,
studies, or analyses shall not require formal Board approval.
4. Requests that require more than four hours of staff or consultant time for
compilation, or if they require less than four hours but are of a recurring
nature, shall be approved by a majority vote of the Board during a duly
convened meeting.
S. Responsive materials to Directors' requests for information shall be
distributed by the General Manager or his/her designee to all Board
members at the same time.
6. If the General Manager's response is deemed inadequate, a Director may
contact the Board President or raise the issue directly at a Board meeting,
where the Board shall determine by majority vote whether or not the issue
warrants attention and if so, schedule it for a future meeting.
7. The General Manager or his/her designee's time spent with Directors or
responding to Directors' requests shall also be tracked and made available
to the Board for evaluation on a quarterly basis.
8. If the General Manager anticipates being unavailable, he/she shall notify
the Board in advance and provide a designee contact.
9. When the General Manager is unavailable in person or by technological
means, Board members, at their discretion, may contact the General
Manager's designee.
10. Board members shall refrain from making requests directly to District
employees or legal counsel to undertake analysis, perform work
assignments or change the priority of work assignments. District employees
have been instructed to notify the General Manager of all requests
received from a Board member within 48 hours.
11. If approached by an employee concerning District policy, Board members
shall direct inquiries to the appropriate staff supervisor or General Manager.
12. In handling complaints from residents and property owners of the District,
said complaints shall be referred directly to the General Manager.
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 5
Page 47 of 91
13. In handling matters related to public safety, concerns shall be reported to
the General Manager or the District office. Emergency situations shall be
dealt with immediately by seeking appropriate assistance.
14. In seeking clarification for policy -related concerns, especially those
involving personnel, legal action, land acquisition and development,
finances and programming, said concerns shall be referred directly to the
General Manager.
D. The work of the District is a team effort. All individuals shall work together in the
collaborative process, assisting each other in conducting the affairs of the District.
1. When responding to constituent requests and concerns, Directors shall be
courteous, responding to individuals in a positive manner and routing their
questions through appropriate channels.
2. Directors shall develop a working relationship with the General Manager
wherein current issues, concerns and District projects can be discussed
comfortably and openly.
3. Directors shall function as a part of the whole. Issues shall be brought to the
attention of the Board as a whole, rather than to individual members
selectively.
E. Directors shall attend all meetings of the Board, including committee, agency,
and intergovernmental meetings to which they may be assigned, unless there is
good cause for absence, and be properly prepared for participation and
deliberation.
F. Should a Director have a question related to an agenda item when preparing for
a meeting, such questions should be submitted to the General Manager at least
24 hours in advance of the meeting.
G. New Directors shall participate in a minimum of six hours of basic governance
training within one year from the first day of service with the District. Participation
in the Governance Foundations course, offered by the California Special District
Association's Special District Leadership Academy or Special District Leadership
Foundation approved equivalent, shall satisfy the basic governance training
requirement.
H. The Board shall review the policies and procedures contained in this manual
biennially or more often as required.
I. The Board may determine to perform an assessment of the governing body's
effectiveness and its relationship with staff utilizing the survey included in this
manual (see Exhibit A) or choosing another method for accomplishing this task.
4.2 Board Members' Code of Conduct and Ethics
A. It is the policy of the District to require the highest standards of ethics from its Board
members. The operation of the District requires that (1) decisions and policy be
made within the proper channels of governmental structure, (2) the public office
not be used for personal gain, and (3) all individuals associated with the District
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 6
Page 48 of 91
remain impartial and responsible towards the public. Accordingly, it is the policy
of the District that Board members shall maintain the highest standard of personal
honesty and fairness in carrying out their duties. The following are requirements for
ethical conduct to be followed by the Board:
1. Board members are obligated to uphold the Constitution of the United
States and the Constitution of the State of California, and to uphold the
laws of national, state and local governmental agencies. Board members
shall comply with all applicable laws regulating their conduct, including
conflicts of interest, financial disclosure and open government laws. It is the
responsibility of Board members to conduct themselves both professionally
and personally in a manner above reproach and to avoid the appearance
of impropriety.
2. New Directors shall participate in a minimum of two hours of ethics
compliance training and two hours of harassment prevention training as
soon as practical, but not more than six months, from the first day of service
with the District and at least once every two years thereafter. A Director
who serves on more than one local agency board may satisfy this
requirement by obtaining such training once every two years without
regard to the number of boards on which he/she serves. The District shall
provide information regarding available training on an annual basis. All
Directors shall provide a copy of proof of participation in these trainings to
the District. Copies of proofs of participation shall be considered public
documents and shall be retained for a minimum of five years (GC §
53235.2(b)).
3. Board members shall neither harass nor discriminate against any individual
on the basis of their protected classification (s), the perception of any
individuals protected classification (s), or because the individual associates
with a person who has or is perceived to have a protected classification (s).
The term "protected classification" includes race (including but not limited
to, hair texture and protective styles), religion or religious creed, color, sex
(including gender, gender identity, gender expression, transgender,
pregnancy, childbirth, breastfeeding or related medical conditions), sexual
orientation (including heterosexuality, homosexuality, and bisexuality),
national origin, ancestry, citizenship status, marital status, age (40 or over),
medical condition, genetic characteristics or information, military or
veteran status, physical or mental disability (whether perceived or actual),
reproductive health decision-making, and any other basis protected by
law. No Board member shall grant any unfair or inappropriate
consideration, treatment, or advantage to any individual or group beyond
that which is available to others or groups with the same circumstances. No
Board member shall retaliate against any individual because the individual
engaged in protected activity. The term "protected activity" includes, but
is not limited to: (a) making a request for accommodation for a disability;
(b) making a request for accommodation for religious beliefs; (c) making a
complaint against a Board member; (d), opposing violations of this manual;
or (e) participating in any investigation or procedures undertaken pursuant
to this manual.
a. Any Board member who receives a complaint/report regarding
harassment, discrimination or retaliation shall immediately report it to
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 7
Page 49 of 91
the General Manager. The General Manager, in consultation with
legal counsel, will determine what level of investigation and
response is necessary.
b. If a Board member is the subject of a complaint, the General
Manager and District Counsel will hire an outside investigator, as
appropriate, to investigate the complaint. The investigation shall be
conducted in a way that ensures, to the extent feasible, the privacy
of the parties involved.
L The investigation will typically include interviews with the
reporting individual, the accused, and any other person who
is believed to have relevant knowledge concerning the
allegations. Any Board member who is identified as a subject
or witness in the investigation must cooperate with the
investigator, including by submitting to an interview. Any
Board members interviewed by the investigator shall not
discuss the interview with any individuals or District
employees. Any retaliation by a Board member against the
reporting individual or any individuals who participate in the
investigation is prohibited.
ii. The investigator shall submit a written report to the General
Manager and District Counsel. The General Manager and/or
District Counsel will consult with the Board members who are
not a subject of the investigation about the results of the
investigation and any remedial action, if necessary, designed
to end any violations of this manual. Any Board member
found to have discriminated, harassed, or retaliated against
any individual may be subject to appropriate sanction or
censure as determined by the Board members who are not a
subject of the investigation.
iii. The District will take reasonable steps to protect the reporting
party from further harassment, discrimination, and/or
retaliation.
iv. The investigation report is attorney work -product and
attorney-client privileged and the Board members who are
not a subject of the investigation will not waive the privileges
and disclose the investigation report except as it deems
necessary to support a disciplinary action, to take remedial
action, to defend itself in adversarial proceedings, or to
comply with the law or a court order. At the conclusion of the
investigation, the General Manager and/or District Counsel
will notify the appropriate persons of the disposition of the
investigation.
V. Subsection A.3. is based primarily on the Harrassment,
Discrimination, and Retaliation Prevention Policy (POL-7010-
005) which applies to District employees and others.
Accordingly, the General Manager and District Counsel may
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 8
Page 50 of 91
rely on language in that Policy, which does not conflict with
Subsection A.3., to implement Subsection A.3.
4. Except where specifically authorized by the General Manager in the public
interest, no Board member shall knowingly use or permit the use of District -
owned vehicles, equipment, telephones, materials or property, nor require
a District employee to perform services for personal convenience or profit.
Board members shall safeguard the District's property, equipment, moneys,
and assets against unauthorized use or removal, as well as from loss due to
criminal act or breach of trust.
5. Board members shall not disclose information that legally qualifies as
confidential to unauthorized individuals without approval from a majority
vote of the Board and consultation with legal counsel. This includes
information that (1) has been received during a Closed Session; (2) is
protected from disclosure under the attorney/client or other evidentiary
privilege; or (3) is not required to be disclosed under the California Public
Records Act (GC § 7920 et sec.). A Board member may make a
confidential inquiry or complaint to a district attorney or grand jury
concerning a perceived violation of law, including disclosing facts to a
district attorney or grand jury necessary to establish the alleged illegality of
a District action. Prior to disclosing confidential information, however, a
Board member shall first bring the matter to the attention of either the
General Manager, District Counsel, and/or the full Board in closed session.
6. Board members shall avoid conflicts, or perceived conflicts of interest in
connection with District decisions and activities (GC § 1090).
a. A Board member shall not have a financial interest in a contract with
the District, which includes the purchase or sale of goods and
services. The Board shall not authorize any District contract if a Board
member is financially interested in the contract.
b. A Board member shall not participate in the discussion, deliberation
or vote on a matter before the Board, or attempt to influence a
decision of the Board, if the Board member has a financial interest,
which is prohibited under California law. If a Board member believes
that he/she may be disqualified from participation in the discussion,
deliberations or vote on a particular matter due to a financial
interest, the following procedures shall be followed:
L If a Board member becomes aware of the potential conflict
of interest before a Board meeting at which the matter will be
discussed or acted on, the Board member shall notify the
General Manager and legal counsel of the potential conflict
of interest so that a determination can be made whether it is
a disqualifying conflict of interest.
H. If it's not possible for a Board member to discuss the potential
conflict with the General Manager and legal counsel before
the meeting, or if the Board member does not become
aware of the potential conflict until during the meeting, the
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 9
Page 51 of 91
Board member shall immediately disclose the potential
conflict during the Board meeting (see Exhibit B), so that there
can be a determination as to whether it is a disqualifying
conflict of interest.
iii. Upon a determination that there is a disqualifying conflict of
interest, the Board member shall: (1) publicly identify the
interest that gives rise to the conflict or potential conflict in
sufficient detail to be understood by the public; (2) recuse
themselves from participating in the discussion, deliberation
or vote on the matter for which a conflict of interest exists,
which shall be so noted in the Board minutes; and (3) leave
the room until after the discussion, vote and any other
disposition of the matter is concluded. The Director shall not
be counted toward achieving a quorum while the item is
discussed. This process also applies when the disqualifying
conflict of interest is on the Consent Calendar except the
Director is not required to leave the room.
C. A Board member shall not recommend the employment of a relative
to the District or to a vendor, contractor or consultant known by the
Board member to be bidding or negotiating a contract with the
District.
7. To avoid non-compliance with the Ralph M. Brown Act (GC § 54950 et
seg.), Directors are prohibited from sending and receiving electronically
produced messages during meetings.
8. For a period of one year after leaving office, former Board members shall
not represent any non-governmental entities before the District for
compensation. This restriction shall not apply to governmental entities.
B. Board members are prohibited from soliciting political funds or contributions at
District facilities and prohibited from using the District's seal, trademark, logo,
branding, stationary or other indicia of the District's identity, in any solicitation for
political contributions contrary to State law. A Board member shall not accept,
solicit or direct a political contribution from:
1. District employees or legal counsel.
2. Consultants or contractors used by the District in the past 12 months.
3. Individuals, entities, vendors, consultants, sub -consultants, contractors, or
sub -contractors which have a personal or financial interest in a contract or
other matter while it is pending before the District and for 6 months after the
District renders a final decision on that contract or other matter.
4. Any other party as prohibited by law.
C. The appointment or election of a Board member to a public entity, other than the
District, may result in action that is contrary or inconsistent with the interests of the
District and could result in loss of the member's position of the Board. Board
members may, with consent of the Board, consult with legal counsel and the
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 10
Page 52 of 91
Board may authorize a request for an opinion from the Attorney General of the
State of California as to the incompatibility of offices.
D. No Board member shall receive or agree to receive, directly or indirectly, any
compensation, reward, honoraria or gift from any source except for recognition
from the District for any action related to the conduct of the District's business. A
Board member shall not accept gifts that exceed the limitations specified in
California law. Any and all gifts, campaign contributions, income and financial
information shall be disclosed as required under the provisions of the Political
Reform Act of 1974 and applicable regulations adopted by the Fair Political
Practices Commission.
E. Board members and persons elected or appointed, who have not yet assumed
office as members of the Board, shall fully comply with the provisions of the Ralph
M. Brown Act (GC § 54950 et sea.).
F. The General Manager has primary responsibility for (1) ensuring compliance with
the District's personnel policies and procedures; (2) ensuring that District
employees do not engage in improper activities; (3) investigating allegations of
improper activities; and (4) taking appropriate corrective and disciplinary actions.
The Board ensures that the General Manager is managing the District according
to the law and the policies approved by the Board.
1. Board members shall disclose to the General Manager, to the extent not
expressly prohibited by law, improper activities within their knowledge.
Board members shall not interfere with the General Manager's
responsibilities in identifying, investigating and correcting improper
activities, unless the Board determines the General Manager is not properly
carrying out these responsibilities.
2. A Board member shall not directly or indirectly use or attempt to use the
authority or influence of their position to intimidate, threaten, coerce,
command or influence any person for the purpose of preventing such
person from acting in good faith to bring to the attention of the General
Manager or the Board any information that, if true, will constitute a work-
related violation by a Board member or District employee of any law,
regulation, or this manual. This includes, but is not limited to (1)
misappropriation or waste of District funds; (2) abuse of authority; (3)
creating substantial danger to public health or safety by an act or omission
of a District official or employee; (4) use of a District office or position or of
District resources for personal gain; or (5) a conflict of interest of a Board
member or employee.
G. Directors are not subject to the District's Conflict of Interest Codes, but are subject
to the disclosure requirements of the Political Reform Act (GC § 87100 et seq.; GC
87203). Directors are required to file a Statement of Economic Interests (Form
700) with the County when assuming office, on an annual basis thereafter, and
when leaving office. Filing of these forms shall be performed using the County's
e -file system.
H. Directors appointed to other agency's boards (e.g. OCSan or ACWA-JPIA) shall
be required to file Form 700's in accordance with that respective agency's
Conflict of Interest Codes.
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 11
Page 53 of 91
I. The following procedures shall be followed when any member of the Board
reasonably believes that another member of the Board has engaged in alleged
misconduct or has failed to act in the best interests of the District. These
procedures shall not be effective in any case in which a non -board member seeks
redress for alleged misconduct by a Board member. While the Board has
discretion in deciding the actions it may choose to take in response to a
complaint, this section provides definitions and procedures related to three types
of actions: admonition, sanction, and censure.
1. Admonition is the least severe form of action. An admonition may typically
be directed to all members of the Board, reminding them that a particular
type of behavior is not in the best interests of the District, and that, if it occurs
or is found to have occurred, could cause a member to be subject to
sanction or censure. An admonition may be issued in response to a
particular alleged action or actions, although it will not necessarily have to
be triggered by a complaint of misconduct. An admonition may be issued
by the Board prior to any findings of fact regarding any complaint, and
because it is a warning or reminder, will not necessarily require an
investigation.
2. Sanction is the next most severe form of action. Sanction shall be directed
to an individual member of the Board based on a particular action (or set
of actions) that is determined to be misconduct but is considered by the
Board not to be sufficiently serious to require censure. A sanction may be
based upon the Board's review and consideration of a complaint. A
sanction may be issued by the Board, and because it is not punishment or
discipline, will not necessarily require an investigation.
3. Censure is the most severe form of action. Censure is a formal statement
of the Board officially reprimanding one of its members. It is a punitive
action, which serves as a penalty imposed for misconduct, but it carries no
fine or suspension of the rights of the member as an elected official. It can
however, include such actions as the disapproval of expense
reimbursement requests, de -authorization of attendance at conferences,
seminars, and other activities at District expense, removal of the member
from Board committee, agency and intergovernmental meeting
assignments, and other such remedies as may be deemed appropriate by
the Board. Censure shall only be used for cases in which the Board
determines that the misconduct is a serious offense. In order to protect the
overriding principle of freedom of speech, the Board shall not impose
censure on any of its members for the exercise of his/her First Amendment
rights, no matter how distasteful the expression was to the Board or the
District. However, nothing herein shall be construed to prohibit the Board
from collectively condemning and expressing their strong disapprobation
of such remarks. Before the imposition of a censure, the Director accused
of a violation shall be entitled to written notice of the allegation, the right
to provide a written response to the allegation, and an opportunity to
respond in writing as to the results of an investigation.
J. All complaints shall be submitted in writing to the General Manager and/or the
District's legal counsel for review and determination as to whether there is
sufficient basis for further action. Complaints that specifically seek admonition,
sanction or censure as a specific remedy shall be treated as a request for that
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 12
Page 54 of 91
remedy. Once a complaint has been filed, the General Manager, in conjunction
with legal counsel, shall bring the matter before the Board. The Director named in
a complaint shall be given an opportunity to respond to the complaint in writing.
If the Board determines, in consultation with legal counsel, that an investigation is
warranted, the Board shall initiate an investigation by the appropriate investigator,
entity or authority, as determined in the reasonable discretion of the Board. In the
event of such an investigation, a report of the findings of said investigation, along
with the accused Director's written response to the report, shall be presented to
the board for majority action. If there is no merit, the matter shall be disposed of
with no further action. When the Board decides, based upon findings and the
accused Director's defense, that a violation has occurred, it may choose to
impose one of the above listed internal remedies. Any action taken by the Board
to impose a sanction or censure, shall be taken by way of written resolution.
K. At any point during any of these processes, the Board may refer the matter, as
appropriate, to the Orange County District Attorney or other proper authorities for
possible investigation, enforcement or prosecution. Prior to or following such
referral, the Board may also proceed with any of the actions described in this
section.
5.0 COMPOSITION, TERMS AND VACANCY
5.1 The District shall have a Board of five Directors each of whom, whether elected or
appointed, shall be a voter of the District (WC § 30068; WC § 30500 et seg.).
5.2 The term of office of each Director, other than Directors appointed to fill an unexpired
term, shall be four years (WC § 30502). Terms of office are staggered, with elections held
in November of every even numbered year (WC § 30700).
5.3 Elections are held at large, which means that all voters throughout the District have the
opportunity to vote for any person seeking election (EC § 10500 et sec.).
5.4 Before entering upon the duties of his/her office, each Director shall take and subscribe
the official oath and file it with the Secretary. The oath of office may be taken before
the Secretary, any member of the Board, or any officer authorized by law to administer
oaths (WC § 30509-30510).
5.5 Each Director elected or appointed shall hold office until his/her successor qualifies (WC
30506) .
5.6 If a person elected fails to qualify, the office shall be filled as if there were a vacancy in
the office (WC § 30503).
5.7 From time to time a vacancy may occur on the Board for a variety of reasons. An office
becomes vacant on any of the following events before the expiration of a Director's term
(GC § 1770 et sec.):
A. Death of an incumbent;
B. A court's declaration that the incumbent is physically or mentally incapacitated;
C. Resignation;
13
Page 55 of 91
D. Removal from office;
E. Ceasing to be an inhabitant of the District;
F. Absence from the state beyond periods allowed by law;
G. Ceasing to discharge the duties of the office for three consecutive months;
H. Conviction of a felony;
I. Refusal or neglect to file required oath of office;
J. Declaration by a competent tribunal that election or appointment is void; or
K. Commitment to a hospital or sanitarium by a court of competent jurisdiction.
5.8 All vacancies occurring in the office of Director shall be filled pursuant to Section 1780 of
the Government Code (see also WC § 30504). The District shall notify the county elections
official of the vacancy no later than 15 days after the Board is notified of the vacancy or
the effective date of the vacancy, whichever is later.
A. The remaining members of a five person board may fill a vacancy by
appointment. The appointee shall hold office until the District general election 130
days or more after the effective date of the vacancy. Appointments shall be
made within 60 days after the effective date of the vacancy. Notice of the
vacancy shall be posted in three or more conspicuous places within the District
and published in a newspaper of general circulation at least 15 days prior to an
appointment. The remaining members may call an election to fill the vacancy
within 60 days of the vacancy, in lieu of an appointment, on the next available
election date provided by Chapter 1 of Division 1 of the Election Code that is 130
days or more after the vacancy.
B. If the vacancy is not filled or an election called within 60 days of the vacancy, the
County Board of Supervisors may fill the vacancy within 90 days of the vacancy or
order the District to call an election to fill the vacancy.
C. If neither (A) or (B) has occurred within 90 days, the District shall call an election to
be held on the next available election date provided by Chapter 1 of Division 1
of the Election Code that is 130 days or more after the vacancy occurs.
D. If the remaining Board falls below a quorum, the Board of Supervisors may waive
the 60 day period provided in (A) and appoint immediately, or may call an
election to fill the vacancy under Chapter 1 of the Election Code. The Board of
Supervisors shall only fill enough vacancies to provide a quorum.
Appointees shall hold office until the next District general election. Electees shall
hold office for the unexpired balance of the term of office.
5.9 If a Director's place of residence is moved outside District boundaries, and if within 180
days of the move the Director fails to reestablish a place of residence within the District,
it shall be presumed that a permanent change of residence has occurred and that a
vacancy exists on the Board (GC § 1770; WC § 30508).
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 14
Page 56 of 91
6.0 OFFICERS
6.1 President and Vice President
A. A President and Vice President of the Board shall be elected annually at the
District's reorganization meeting held at the first regular meeting of the Board in
December of each year. The President shall assume the chair of the Presiding
Officer immediately after election.
B. The President shall make committee, agency, and intergovernmental meeting
assignments, subject to consent of the Board, annually by the first meeting of the
Board of Directors to be held in January of the subsequent year.
C. If the President is absent from a meeting of the Board, the Vice President shall serve
as the Presiding Officer. If both the President and Vice President are absent, the
Secretary shall take the chair so that the Directors present may elect a Presiding
Officer. Upon late arrival of the President or Vice President at the meeting, the
chair shall be relinquished at the first opportunity not disruptive to the conduct of
business.
D. In the event the President becomes incapacitated or is otherwise unable to act in
his/her official capacity, as determined by a majority vote of the Board, the Vice
President shall serve until the incapacity is cured or relieved. In the event the Vice
President becomes incapacitated or is otherwise unable to act in his/her official
capacity, as determined by a majority vote of the Board, an interim Vice President
shall be elected at the District's next regular meeting of the Board to serve until
the incapacity is cured or relieved.
E. The Presiding Officer, established pursuant to these policies, shall conduct the
proceedings of the Board.
F. The Presiding Officer shall sign all ordinances, resolutions and contract documents
approved and adopted by the Board (WC § 30578).
G. The President, or the Vice President in the absence of the President, will serve as
the District's voting delegate for all association elections.
H. The President and Vice President of the Board shall serve as the President and Vice
President of the Public Financing Corporation and Chair and Vice Chair of the
Financing Authority. The Officers of the Corporation and the Authority shall be
affirmed annually at the District's reorganization meeting held at the first regular
meeting of the Board in December of each year or as necessary.
I. Individuals serving as President or Vice President of the Board and the Corporation,
and Chair and Vice Chair of the Authority, may be removed from office by a
majority vote of the Board.
7.0 APPOINTED STAFF AND OTHERS
Appointed Staff, as defined in this section, shall mean the General Manager, Board Secretary,
Assistant Board Secretary and Treasurer, who are appointed by the Board.
15
Page 57 of 91
7.1 General Manager, Secretary, Assistant Secretary and Treasurer
A. A General Manager shall be appointed by a majority vote of the Board and serve
at the pleasure of the Board. The General Manager shall perform all duties (1) set
forth in County Water District Law (WC § 30000 et sea.), (2) set forth in these
policies, (3) set forth in the General Manager's contract with the District, (4)
imposed by the Board, and (5) in accordance with governing laws and
regulations. In accordance with (1)-(5), the General Manager shall: (a) have full
charge and control of the maintenance, operation, and construction of the
District's water and wastewater systems; (b) have full power and authority to
employ and discharge all employees; (c) prescribe the duties of employees; (d)
fix and alter the compensation of employees subject to budget limitations
approved by the Board; (e) perform other duties imposed by the Board; and (f)
report to the Board in accordance with the rules and regulations as adopted by
the Board (WC § 30580-30581).
B. A Secretary and Assistant Secretary shall be appointed by a majority vote of the
Board and serve at the pleasure of the Board. The Secretary, or the Assistant
Secretary in the absence of the Secretary, shall attest all ordinances and
resolutions approved and adopted by the Board, countersign all contract
documents approved and adopted by the Board, prepare the minutes of each
meeting held by the Board, and perform all duties (1) set forth in the County Water
District Law (WC § 30000 et sec.), (2) set forth in these policies, (3) imposed by the
Board, and (4) in accordance with governing laws and regulations.
C. A Treasurer shall be appointed by a majority vote of the Board and serve at the
pleasure of the Board. The Treasurer shall perform all duties (1) set forth in the
County Water District Law (WC § 30000 et sec.), (2) set forth in these policies, (3)
imposed by the Board, and (4) in accordance with governing laws and
regulations. The Treasurer shall install and maintain a system of auditing and
accounting that shall completely and at all times show the financial condition of
the District (WC § 30582).
D. A member of the Board shall not serve as the General Manager, Secretary,
Assistant Secretary or Treasurer. The same person may be appointed as General
Manager and Secretary or Secretary and Treasurer. There shall be no additional
compensation for also serving as Secretary, Assistant Secretary or Treasurer if the
individual so serving is an employee of the District.
E. The Secretary, Assistant Secretary, and Treasurer of the District shall serve as the
Secretary, Assistant Secretary, and Treasurer of the Public Financing Corporation.
The General Manager, Finance Manager, and Executive Assistant, shall serve as
the Executive Director, Treasurer, and Secretary of the Financing Authority.
Appointed staff of the Corporation and Authority shall be affirmed annually at the
District's reorganization meeting held at the first regular meeting of the Board in
December of each year or as necessary.
F. The District shall insure against losses caused by an officer or employee of the
District in lieu of providing a bond or bonds. The amount and terms of this
insurance coverage shall be equivalent to the provisions specified in the District's
insurance policy for Crime Coverage - Public Employee Theft. (WC § 30545; GC
53226.3)
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 16
Page 58 of 91
G. Individuals serving as General Manager, Secretary, Assistant Secretary, or Treasurer
of the Board and the Corporation, and Executive Director, Treasurer, and
Secretary of the Authority, may be removed from their appointments by a majority
vote of the Board.
7.2 District Legal and Labor Counsel
A. The District's Legal and Labor Counsel are law firms that are appointed by the
Board of Directors and report to the Board during Board meetings.
1. Legal Counsel shall serve as the attorney for the District in all legal matters
pertaining to the operation, maintenance, and other related business of
the District. Legal Counsel shall perform such duties as the Board or General
Manager may request, and shall (1) review all Board actions to insure
legality and acceptability under law; (2) prepare or review legal
documents and provide legal counsel, as required by the Board or General
Manager; and (3) attend and/or participate in Board meetings and other
meetings as directed by the Board or the General Manager.
2. Labor Counsel shall serve as the attorney for the District in all legal matters
pertaining to employment law and other related business of the District.
Labor Counsel shall perform such duties as the Board or General Manager
may request, and shall (1) review all employment related matters to insure
legality and acceptability under law; (2) prepare or review employment
and labor related documents and provide legal counsel, as required by
the Board or General Manager and (3) attend and/or participate in Board
meetings and other meetings as directed by the Board or the General
Manager.
7.3 District Auditor
A. The District's Auditor is a certified audit firm that is appointed by and reports to the
Board, and that conducts the District's annual audit and prepares the District's
annual audit report (WC § 30582). The District's auditor shall be rotated on a
periodic basis. Contracts for independent auditing services shall be awarded for
an initial period of three years, with the option of extending up to two subsequent
years (for a maximum total of five), unless otherwise determined by the Board.
7.4 Consultants
A. The Board may from time -to -time select, retain, compensate, define the scope
and efforts of, and dismiss consultants to support or provide information to the
Board in developing policy level decisions or in implementing Board actions. In
doing so, the Board shall delegate to the General Manager the responsibility for
day-to-day direction of the work of the consultant.
8.0 COMMITTEES
8.1 From time to time, the Board may establish committees, whether standing or ad hoc, to
assist with the performance of its duties and policy advice. In keeping with the Board's
broader focus, committees shall not direct the implementation of District programs and
projects. Committees shall assist the Board by preparing policy alternatives and
implications for Board consideration. Committees shall not act on the Board's behalf
17
Page 59 of 91
9.0
unless authorized by a majority vote of the Board. Said authorization shall not conflict
with the duties assigned to the General Manager. In order to preserve the organizational
structure and support the chain of command, committees shall not exercise authority
over staff or staff operations.
8.2 The purpose of each established committee shall be reviewed by the Board on an
annual basis, prior to making Director assignments, in order to determine their continuing
relevance.
8.3 The Board previously adopted the Fair Political Practices Commission's (FPPC) Form 806
as the District's official form for reporting public official appointments and has directed
staff to post a completed form on the District's website in accordance with the
requirements set forth in FPPC Regulation 18705.5.
DIRECTORS' COMPENSATION, BENEFITS AND EXPENSE REIMBURSEMENT
9.1 Directors' Compensation
A. As of January 23, 2003, compensation for members of the Board shall be $150 per
day for each day's attendance at meetings of the Board, meetings attended at
the request of the Board, and participation in mandatory training, including
reasonable and necessary travel time (see Appendix 1). Compensation for any
type of service shall not exceed ten days in any calendar month (District Ord. 03-
01; WC § 20202; WC § 30507).
B. Director attendance at events sponsored by (1) the District or (2) the following
organizations shall be approved by the Board subject to budget limitations:
1. Association of California Cities - Orange County (ACC -OC)
2. Association of California Water Agencies (ACWA)
3. Association of California Water Agencies - Joint Powers Insurance Authority
(ACWA-JPIA)
4. American Water Works Association (AWWA)
5. California Association of Mutual Water Companies (CalMutuals)
6. California Association of Sanitation Agencies (CASA)
7. California Special Districts Association (CSDA)
8. California -Nevada Section of American Water Works Association (CA -NV
AWWA)
9. Chambers of Commerce
10. Colorado River Water Users Association (CRWUA)
11. Educational Institutions
12. Independent Special Districts of Orange County (ISDOC)
13. Local, State, and Federal Governmental Agencies (Including meetings with
elected/appointed officials and staff.)
14. Metropolitan Water District of Southern California (MWDSC or MET)
15. Municipal Water District of Orange County (MWDOC)
16. Non-political Community Service Organizations
17. Orange County Business Council (OCBC)
18. Orange County Local Agency Formation Commission (OC LAFCO)
19. Orange County Sanitation District (OCSan)
20. Orange County Water Association (OCWA)
21. Orange County Water District (OCWD)
22. Santa Ana Watershed Project Authority (SAWPA)
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 18
Page 60 of 91
23. Special District Leadership Foundation (SDLF)
24. Urban Water Institute (UWI)
25. Water Advisory Committee of Orange County (WACO)
26. Water Education Foundation (WEF)
C. Director attendance at events sponsored by any other organization than those
listed above requires preapproval or ratification by a majority vote of the Board in
order to be considered as an activity for the purposes of compensation.
D. Directors shall complete an Activity Report and Compensation Form (see Exhibit
C) on a monthly basis. Directors have until the 15th day of the following month to
file said reports with the General Manager or his/her designee. If an activity report
is not returned by this deadline, no compensation shall be paid to the Director for
that reporting period. Exceptions to this provision shall be presented to the Board
of Directors for review and approval.
E. All activity reports shall be reviewed and approved by the President or the Vice
President. The President's activity report shall be reviewed and approved by the
Vice President.
F. Increases in compensation are limited to five percent for each calendar year
following the operative date of the last adjustment (District Ord. 03-01; WC
20202). The Board shall consider its compensation rate following the
reorganization meeting held at the first regular meeting of the Board in December
of each year. If the Board recommends an increase in the amount of
compensation, an Ordinance shall be considered and adopted by the Board
according to the following procedures:
1. A public hearing shall be held prior to adoption of the Ordinance (WC
20203).
2. Notice of the hearing shall be published in a newspaper of general
circulation once a week for two successive weeks prior to the public
hearing (GC § 6066).
3. The Ordinance shall become effective 60 days from the date of its final
passage (WC § 20204).
G. The District does not provide any of its Directors with loans.
9.2 Benefits
A. Directors and their eligible dependents may participate in the health benefits
plans provided by the District, including medical, dental and vision plans. The
District shall pay the premium amount for Directors and and their eligible
dependents. Health benefits provided to Directors shall not be greater than the
most generous plan being offered to any group of District employees. A Director
is also eligible for District -provided post -service health benefits if the following
conditions are satisfied: the Director's term began before January 1, 1995 and
continued uninterrupted until on or after May 27, 2010; and the Director began
receiving health benefits from the District before January 1, 1994. The rate of
accrual for post -service health benefits is one year of benefits for each three years
of service to the District as a Director. In addition to the terms and conditions
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 19
Page 61 of 91
provided herein, any terms or conditions set forth in the personnel rules of the
District that are applicable to retiree health benefits shall also apply to post -service
health benefits for Directors, except those conditions relating to good standing
and adequate notice of retirement. Directors are also eligible for District -provided
Group Life insurance and Accidental Death and Dismemberment insurance in
amounts up to $50,000 each. Additionally, Directors may elect to participate in
the District's deferred compensation plan. Enrollment in any of the above benefits
plans is subject to the rules and restrictions of the plans.
9.3 Travel Expense Reimbursement
A. Directors are encouraged to attend conferences, conventions, meetings,
symposiums, intergovernmental meetings and legislative sessions relating to the
mission of the District. Directors shall receive reimbursement or payment of
expenses, according to District rules, incurred in the performance of their duties as
required or authorized by the Board. Attendance at an event must be
preapproved or ratified by a majority vote of the Board during a duly convened
meeting in order to be considered as an activity for the purposes of payment or
reimbursement of travel expenses. Directors' rates for reimbursement and
payment of travel expenses shall not be greater than rates specified for District
employees.
B. Directors shall be reimbursed for actual costs to attend activities as follows:
Flight:
Coach or Economy Class
Car Rental:
Most Economical Size Vehicle,
Government/Group Rate
Lodging:
Published Conference Group Rate, Equally
Comparable or Lower Rate, Government
Rate, or GSA Rate (See Section D)
Meals:
$90 Per Day
Actual and Necessary Expenses:
$30 Per Day
C. Expenditures for lodging, meals, and transportation shall provide for reasonable
and necessary comfort and convenience. Directors shall be mindful that public
funds are being spent and that only a reasonable and necessary level of expense
is warranted. Add-on expenses such as upgrades, early boarding, and early
check-in shall not be considered reimbursable.
D. When available, Directors must use coach or economy class for commercial travel
and the published conference group rate, an equally comparable or lower rate,
or government rate for lodging. If these rates are not available, the reimbursable
amount shall be limited to the per diem rates set forth by the US General Service
Administration (GSA) at http://www.gsa.gov.
E. For travel by personal vehicle, mileage shall be reimbursed at the standard rate
adopted by the US Internal Revenue Service in effect at the time of travel.
Personally owned vehicles used in the conduct of District business must be insured
for property and liability damage in an amount not less than the minimum limits
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 20
Page 62 of 91
required by the California Financial Responsibility Act. In no case shall the amount
paid for mileage reimbursement for use of a personally owned vehicle used for
travel in lieu of air travel exceed the cost of coach or economy class or equivalent
airfare based on the date the Director registered to attend an activity or conduct
business on behalf of the District.
F. Reimbursement for taxi, rideshare, rail, bus, or other reasonable ground
transportation shall be for the actual costs plus tip not to exceed 20% and
applicable taxes.
G. Reimbursement for parking and toll charges shall be for actual costs.
H. Meal expenses include the reasonable and necessary costs of meals and
beverages, not including alcoholic beverages. Meal expenses shall be
reimbursed on a daily basis not to exceed $90 per day. Meal expenses for partial
days shall be reimbursed on a meal by meal basis as follows: $20 for breakfast, $30
for lunch, and $40 for dinner. Said maximums for meal expenses exclude taxes
and gratuities which are considered actual and necessary expenses (see Section
9.3. 1). Any amount spent over the daily or partial day reimbursable amounts set
forth in this section may not be deducted from another day's reimbursable
amount during that same activity. Additionally, any amounts not spent over the
daily or partial day reimbursable amounts set forth above may not be added to
another day's reimbursable amount during that same activity. No reimbursement
shall be provided for alternative meals when the District has paid for the cost of
the activity including any incorporated meals. Attendance at receptions before
dinner shall not be considered a meal.
I. Actual and necessary expenses include taxes and gratuities for meals, tips for
drivers, baggage carriers, and hotel staff. This does not include the cost of laundry,
cleaning or pressing of clothes, or telephone calls.
J. Reimbursement of all reasonable and necessary expenses for internet service to
conduct District business while traveling shall be for actual costs.
K. Arrangements for transportation, lodging, or registration fees that have
cancellation or change penalties shall be carefully monitored by the requesting
Director. If a cancellation or change occurs due to a personal request or
obligation of the Director, they will be responsible for paying the corresponding
penalty, except when determined by a majority vote of the Board during a duly
convened meeting that the reason for the cancellation was legitimate and
authorized.
L. The District shall not incur any costs for a spouse, or other accompanying person.
M. If an expense does not fall within the reimbursement rates identified in this policy,
it must be preapproved by a majority vote of the Board in a public meeting.
N. In order to obtain reimbursement for qualified expenses, the following procedures
must be followed:
1. Directors shall submit a completed Travel Expense Reimbursement Form
(see Exhibit D) for conference, convention, or symposium attendance,
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 21
Page 63 of 91
together with all original itemized receipts and corresponding route maps,
within 60 calendar days following the attended event, with the exception
of expenses incurred during the month of June. Requests for reimbursement
of travel expenses incurred during this period must be submitted within 30
calendar days of the attended event for the purposes of financial reporting
at the end of the fiscal year.
2. Directors shall also submit a completed Meeting and Mileage Expense
Reimbursement Form (see Exhibit E) for local meeting attendance, together
with all original itemized receipts and corresponding route maps, within 60
calendar days following the attended event, with the exception of
expenses incurred during the month of June. Requests for reimbursement
of meeting and mileage expenses incurred during this period must be
submitted within 30 calendar days following the attended event for the
purposes of financial reporting at the end of the fiscal year.
3. If the Director does not file an expense report within the above listed
deadlines, the District will not reimburse mileage or out-of-pocket expenses.
Exceptions to this provision shall be presented to the Board of Directors for
review and approval.
4. For any activity that the District prepays expenses, the Director is still
required to file an expense report to ensure that any expenses prepaid by
the District are properly accounted for. Staff shall assist Directors with these
reports as needed. To enforce the timely filing of expense reports the
District may, by majority vote of the Board, stop prepaying conference and
travel expenses.
5. All expense reimbursement requests shall be reviewed and approved by
the President or Vice President. The President's requests shall be reviewed
and approved by the Vice President and vice versa, or by another
available Director.
6. With the exception of mileage reimbursement, any expense shown on the
form must have a corresponding, attached original itemized receipt or
other verification document. Summary receipts for meals cannot be
accepted as a verification document.
7. If a receipt is lost or not provided, the Director must submit a completed
Missing Receipt Affidavit Form (see Exhibit F) as substantiation of the
expense.
8. Directors shall also submit a completed Miscellaneous Gratuities Form (see
Exhibit G) for such expenses paid in cash without a receipt.
9. All forms, receipts and verification documents shall be public documents
subject to redaction of any confidential information, such as credit card
numbers.
O. A Director shall not attend a conference or training event for which there is an
expense to the District if it occurs after the Director has announced his/her
pending resignation, or if it occurs after an election in which it has been
determined that the Director will not retain his/her seat on the Board. A Director
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 22
Page 64 of 91
shall not attend a conference or training event when it is apparent that there is no
significant benefit to the District.
P. Directors shall provide a brief report about the activity at the next regular Board
meeting following attendance. Said report shall detail what was learned at the
session(s) that will be of benefit to the District and can be submitted in written or
verbal form though ideally no longer than three minutes. Materials from session(s)
may be delivered to the General Manager for inclusion in the District's library for
future use.
9.4 District Issued Credit Cards
A. Directors shall be issued credit cards for their use while traveling or attending
meetings on behalf of the District. All purchases made with this card shall comply
with the limitations contained in this policy. Personal purchases using this card are
strictly prohibited.
B. Directors shall submit all original itemized receipts along with appropriate forms
(see Section 9.3. N and Exhibits D and E) identifying purchases made with a District
credit card within 30 calendar days of when the expense was incurred.
C. Directors shall report lost or stolen cards to the Finance Manager immediately to
prevent potential liabilities.
D. Directors shall return their card to the Finance Manager when leaving office.
9.5 Communications Expense Reimbursement
A. In order to facilitate operational efficiency and reduce expenses, the Board has
determined that it is in the best interests of the District to have all agendas and
other District information distributed to the Board via electronic means instead of
providing paper copies whenever possible. While Director participation in and
support of this initiative is encouraged, it is not required. Participating Directors are
eligible for the reimbursement of expenses associated with the purchase of
necessary electronic equipment and related items provided that:
1. The Director is an elected official of the District with more than two months
remaining in his/her current term of office.
2. The Director has submitted a completed Communications Expense
Reimbursement Form (see Exhibit H) in accordance with established
procedures.
3. The District shall provide reimbursement, up to $1,000 including applicable
taxes and fees every four years (or sooner in the event of loss or theft), for
the cost of electronic equipment and related items of the Director's
choosing. Qualifying electronic equipment and related items shall include
tablets, laptop computers, tablet/laptop covers or cases, protective screen
wraps, and downloadable applications specific to the conduct of District
business, such as word processing, spreadsheet or PDF annotation
applications.
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 23
Page 65 of 91
4. One hundred percent of the electronic equipment and approved itemized
expenses reimbursed shall be reported on the Director's Form W-2 as
taxable income. In providing this information, the District is not offering tax
advice. Directors having questions concerning the tax implications of
electronic communications reimbursement benefits are urged to contact
the Internal Revenue Service or other experts in tax law.
B. Expenses that are not reimbursable include, but are not limited to, gift wrapping,
engraving, downloadable applications (other than those used specifically for
conducting District business) and additional adaptors.
C. Reimbursements shall be processed when proof of purchase and original itemized
receipts are submitted by the Director along with a completed form within 30 days
of purchase.
D. Failure to submit a completed form within this time frame shall result in a denial of
the Director's request for reimbursement of the expense. Exceptions to this
provision shall be presented to the Board of Directors for review and approval.
1. The electronic equipment and related items for which reimbursement is
provided shall become the property of the Director and all maintenance is
the sole responsibility of the Director.
2. Notwithstanding the foregoing, staff may, from time to time as deemed
necessary, provide paper copies of District information to Directors and
such provision of paper copies shall not affect the reimbursement of
expenses as provided in this section.
E. Should a Director experience a loss or theft of electronic equipment for which the
full or partial expense was reimbursed by the District, said Director shall submit a
written statement and/or police report to the Finance Manager or the General
Manager for auditing purposes prior to requesting reimbursement of expenses for
the purchase of replacement equipment. Requests for reimbursement of
expenses for replacement equipment shall be subject to the limitations and
requirements as set forth above.
F. All communications expense reimbursement requests shall be reviewed and
approved by the President or Vice President. The President's requests shall be
reviewed and approved by the Vice President and vice versa, or by another
available Director. Any requests for reimbursement that fall outside the limitations
contained in this policy shall be reviewed and preapproved by a majority vote of
the Board during a duly convened meeting.
9.6 Disclosure of Expenditures/Reimbursements
A. A full accounting of expenditures of public funds under this policy shall be made
and become part of the records of the District.
B. All reimbursements paid by the District of at least $100 for each individual charge
for services or product received, shall be disclosed in an annual report following
the end of each fiscal year. Reimbursement of an individual charge includes but
is not limited to, one meal, lodging for one day, transportation, or a registration fee
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 24
Page 66 of 91
paid to any Director. This report shall be made available for public inspection
upon request (GC § 53065.5).
C. All travel expenses and reimbursements paid by the District on behalf of a Director
shall be disclosed in a quarterly report and provided to the Board for review at a
regular meeting.
10.0 BOARD MEETINGS, GENERAL
All meetings of the Board shall be held at the District's Administration Building located at 1717
East Miraloma Avenue, Placentia, California, unless another location is speficied on the agenda
(WC § 30521). All meetings of the Board shall be open and public and all persons are invited to
attend (WC § 30529). The District shall continue to implement all applicable requirements of the
Ralph M. Brown Act to ensure transparent, open and responsive government (GC § 54950 et
seg.).
10.1 Regular Meetings
A. Effective January 1, 2023, all regular meetings of the Board shall be held on the
first and third Thursday of each month commencing at 3:00 p.m. unless deemed
unnecessary by the President or a majority of the Board. Closed Sessions
scheduled to occur on the same day as a regular meeting may be noticed
separately as a special meeting. Any member of the Board may make a motion
to adjourn any Board meeting and/or to complete any item under discussion
during meetings lasting more than four hours from the time the Board meeting
commenced. All remaining items on the agenda which have not been acted
upon shall be continued to the next regular meeting or as specified by the Board.
10.2 Special Meetings
A. Special meetings of the Board may be called by the President or a majority of the
Board. Whenever a special meeting of the Board is called, notice in writing shall
be delivered by the Secretary to each Director, and if notice is requested in
writing, to each local newspaper of general circulation and radio or television
station. The notice shall be delivered personally or by any other means and shall
be received at least 24 hours in advance of the meeting. The notice shall specify
the time and place of such meeting and the purpose of the meeting.
1. The written notice may be dispensed with as to any Director who, at or prior
to the time the meeting convenes, files with the Secretary a written waiver
of notice (see Exhibit 1). The written notice may also be dispensed with as
to any member who is actually present at the meeting at the time it
convenes.
10.3 Emergency Meetings
A. In the event of an emergency situation involving matters upon which prompt
action is necessary due to the disruption or threatened disruption of public facilities
or District operations, the Board may hold an emergency special meeting without
complying with the 24 hour notice required in Section 10.2 herein. An emergency
situation means a crippling disaster which severely impairs public health, safety, or
both. The President, or the Vice President in the absence of the President, or the
General Manager, may determine if an emergency situation exists.
25
Page 67 of 91
B. Whenever an emergency meeting of the Board is called, notice in writing shall be
delivered by the Secretary to each Director, and if notice is requested in writing,
to each local newspaper of general circulation and radio or television station. The
notice shall be delivered personally or by any other means and shall be received
at least one hour in advance of the meeting. In the event that telephonic services
are not functioning, the notice requirement of one hour is waived. The Secretary
shall then notify such newspapers, radio stations, or television states of the fact of
the holding of the emergency meeting, and of any action taken by the Board, as
soon after the meeting as possible.
C. No Closed Session may be held during an emergency meeting, and all other rules
governing special meetings shall be observed with the exception of the 24 hour
notice. The minutes of the emergency meeting, a list of persons the Board or
designee notified or attempted to notify, a copy of the roll call vote(s), and any
actions taken at such meeting shall be posted for a minimum of ten days in the
District office as soon after the meeting as possible.
11.0 BOARD MEETINGS, AGENDAS
11.1 Agendas
A. Any matter which is to be deliberated, discussed, and/or considered for approval
or adoption by the Board at the meeting must be submitted to the Board as part
of an agenda (GC § 54950 et sec.). All ordinances, resolutions and contracts shall
be reviewed by legal counsel and approved as to form and legality prior to
submission for consideration by the Board.
B. The Secretary shall, under direction of the General Manager, prepare an agenda
of such matters according to Section 11.2 herein, entitled "Order of Business",
including a description of the items to be considered or discussed and, where
deemed appropriate by the General Manager, a staff recommendation for each
item.
C. A copy of the draft agenda for every meeting of the Board (or Committee) shall
be provided to the President and Vice President (or assigned Committee
members) for review prior to posting by the Secretary.
D. A copy of the finalized agenda for every regular meeting of the Board shall be
posted at least 72 hours prior to the meeting in a place that is freely accessible to
members of the public. Once posted, copies of the complete agenda and
supporting materials shall be available for public inspection during business hours
at the District office and on the District's website.
E. Agendas for all special meetings of the Board shall be posted in the same manner
at least 24 hours prior to the meeting. The agenda for a special meeting of the
Board is limited to only those matters specifically set forth in the purpose of the call
for the special meeting. No other business shall be considered at a special
meeting.
F. All agendas and other District information shall be distributed to the Board via
electronic means instead of providing paper copies. Director incurred expenses
for electronic equipment and related items required for receiving, accessing and
26
Page 68 of 91
printing all agendas and information shall be reimbursed in accordance with
Section 9.5 herein.
G. A copy of each agenda for a meeting of the Board shall be mailed to
members of the public so requesting them in writing. Any member of the
public requesting a copy of a complete agenda and supporting materials shall
be charged, in advance, for reproduction costs plus mailing expenses.
Exceptions are public agencies, members of the public who request a copy of
the agenda without supporting materials, and individuals requesting a copy
of an agenda, with or without supporting materials, that contains a specific
matter involving that individual as a party.
H. All non-exempt writings related to an agenda item and distributed to a majority of
the Board less than 72 hours prior to the meeting shall be made available for public
review on the District's website at the same time. These instructions shall also be
included on all agendas at the time of posting.
I. Requests for reasonable accommodation for persons with disabilities, including
auxiliary aids or translation services, required for participation in Board meetings
should be submitted to the Board Secretary at least 48 hours in advance. These
instructions shall also be included on all agendas at the time of posting. (GC
54953)
J. Any Director may contact the General Manager and request an item to be
placed on an agenda no later than 24 hours before an agenda is scheduled to
be closed. In general, all agendas for regular meetings of the Board will be closed
on Tuesday's at 7:00 p.m. the week prior to the meeting date.
K. Items that require compilation of readily available written information, documents,
reports, studies, or analyses shall not require formal Board approval before
placement on an agenda.
L. Items that require more than four hours of staff or consultant time for compilation,
or if they require less than four hours but are of a recurring nature, shall be
approved by a majority vote of the Board during a duly convened meeting before
placement on an agenda.
M. Any member of the public may request that a matter directly related to District
business be placed on the agenda of a regularly scheduled meeting of the Board,
subject to the following conditions:
1. The request must be in writing and submitted to the General Manager
together with supporting documents and information, if any, at least 10
days prior to the date of the meeting.
2. The General Manager shall be the sole judge of whether the public request
is or is not a "matter directly related to District business" and if the matter is
to be placed on a future agenda. The public member requesting the
agenda item may appeal the General Manager's decision at the next
regular meeting of the Board. Any Director may request that the item be
placed on the agenda of the Board's next regular meeting.
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 27
Page 69 of 91
3. No matter which is legally a proper subject for consideration by the Board
in Closed Session shall be accepted.
4. The Board may place limitations on the total time to be devoted to a public
request issue at any meeting, and may limit the time allowed for any one
person to speak on the issue at the meeting.
N. Any member of the public may request to present electronic material (such as a
PowerPoint presentation) directly related to District business during Public
Comments or in relation to a specific agenda item during a regularly scheduled
meeting of the Board, subject to the following conditions:
1. The request must be made in writing and submitted to the General
Manager together with all electronic materials at least 24 hours prior to the
meeting.
2. The General Manager shall be the sole judge of whether the electronic
material is or is not a "matter directly related to District business" and if the
material is to be presented during a regularly scheduled Board meeting.
The public member requesting to present the electronic material may
appeal the General Manager's decision at the next regular meeting of the
Board. Any Director may request that the electronic material be presented
at the Board's next regular meeting.
11.2 Order of Business
A. Upon convening the meeting at the hour set on the date of each meeting, the
members of the Board, the Secretary and General Manager of the District shall
take their regular stations in the Board Meeting Room, and the business of the
Board shall be taken up for consideration. The Presiding Officer shall immediately
call the Board to order and lead in the Pledge of Allegiance to the flag of the
United States of America.
B. Before proceeding with the business of the Board, the Secretary shall call the roll
of the Directors. The Secretary shall enter the names of all Directors, Officers, staff
members and visitors (if known) present in the Minutes of the meeting.
C. If a quorum is present, the Secretary shall so advise the Presiding Officer. If a
quorum is not present, the Secretary may adjourn the meeting to a time certain
for the purpose of obtaining a quorum. Any such reconvened regular meeting
shall not constitute a special meeting. In the event a regular or special meeting
of the Board is adjourned to a time and date certain, the Secretary shall post a
notice of adjournment in a place that is freely accessible to members of the public
within 24 hours of such adjournment.
D. Three of the five Directors elected or appointed to the Board shall constitute a
quorum for any meeting of the Board. Irrespective of the number of Board
members constituting a quorum for a particular meeting, a majority vote of the
Board shall consist of at least three votes. No ordinance, resolution or motion shall
be passed or become effective without the affirmative votes of at least a majority
of the members of the Board.
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 28
Page 70 of 91
E. In compliance with the Ralph M. Brown Act (GC § 54950 et seg.) as amended from
time to time, Directors may remotely attend Board and Committee meetings. A
Director is entitled to participate fully in the meeting and vote from a remote
location, and all votes shall be taken by roll call.
F. The Presiding Officer may, on his/her own initiative or at the request of any two
Directors, take any item of business out of order, either as to the general order of
business or as to the specific agenda as the Secretary has prepared it.
G. The Board may take action on items not appearing on the posted agenda for
regular meetings under the following circumstances:
1. Upon determination by a majority vote of the Board that an emergency,
work stoppage or crippling disaster exists that impairs public health and/or
safety.
2. Upon determination by a two-thirds vote of the Board, or by all
Directors if only three are present, that a matter (a) came to the
attention of the District (not the Board) subsequent to posting the
agenda and (b) needs immediate action by the Board.
3. When an item was posted on the agenda of, and was continued from, a
meeting held not more than five days earlier.
H. The Order of Business taken up for consideration by the Board is generally
organized so that high priority matters are addressed at the beginning of the
meeting, and is generally in the following sequence:
1. Introductions and Presentations
2. Public Comments (GC § 54954.3)
3. Public Hearings
4. Consent Calendar
5. Action Calendar
6. Discussion Calendar
7. Informational Reports and Other Business
8. Closed Session (s)
9. Adjournment
I. Any person desiring to speak shall first address the Presiding Officer. Upon
recognition by the Presiding Officer, the speaker shall be invited to state his/her
name, representation and/or affiliation and the matter on which they wish to
comment. If the matter relates to an item on the current agenda, the Presiding
Officer shall recognize the speaker and invite their comment when the item is
considered. Comments are limited to matters of public interest within the
jurisdiction of the District, and shall be no more than three minutes in length unless
the speaker is utilizing a translator or a time extension is granted by the Presiding
Officer. A maximum of 20 minutes shall be allotted for each subject matter
pursuant to the discretion of the Presiding Officer. No action shall be taken on
matters not appearing on agenda. (GC § 54954.3)
J. The Public Hearings portion of the agenda, if any, shall be held at the time
specified in the legal notice advertising such hearing. In general, the order of
procedure for a public hearing is as follows:
Yorbo " ida Water Distr _i Board o- —_-tors' Policies and Procedures Manual 29
Page 71 of 91
1. Opening of Hearing by Presiding Officer
2. Verification of Notice of Hearing Provided by Board Secretary
3. Reports by General Manager, Staff and/or Consultant
4. Comments from the Public Speaking in Favor and/or Against the Issue
5. Receipt of Written Communications from the Public
6. Continue or Closing of Hearing by Presiding Officer
7. Questions to Staff and Board Discussion
8. Consideration of Action by the Board
K. The Consent Calendar portion of the agenda shall be consideration, in a single
action, of items determined by the Secretary to be routine matters, status reports
or documents implementing previous Board instructions. If a Director has a
question or wishes to discuss a Consent Calendar item, they may do so without
formally removing the item from the Consent Calendar. If, after such discussion, a
Director, staff member or member of the public has a question or wishes to address
a Consent Calendar item further, they may request that the item be removed for
further discussion. The Presiding Officer shall immediately grant such requests and
transfer the removed item to the Action Calendar for later discussion. Items
removed from the Consent Calendar for discussion shall be acted upon
separately. All items remaining on the Consent Calendar shall be considered for
approval by a single motion. Examples of matters appearing on the Consent
Calendar may include, but are not limited to:
1. Minutes of Previous Board Meetings
2. Approval to Pay Warrants
3. Routine Environmental Assessments
4. Approval of Routine Terms and Conditions for Water and/or Sewer Service
5. Approval of Change Orders (With a dollar value within the General
Manager's authority consistent with the approved purchasing policy.)
6. Approval of Contracts (For projects identified in the adopted budget.)
7. Final Acceptance of Facilities
8. Disposition of Liability Claims
9. Other Routine Administrative Matters
L. The Action Calendar portion of the agenda shall include items requiring staff
presentation and/or Board discussion prior to formal Board action. Items shall
generally be listed in order of priority and with items of a similar nature grouped
together. Items may be addressed out of order upon request and with the
consent of the Presiding Officer.
M. The Discussion Calendar shall include matters that do not require Board action or
that cannot reasonably be expected to result in Board action at that meeting.
Matters appropriate for the Discussion Calendar include technical presentations
to the Board, review of drafts of proposed policies and, in general, items for which
District staff seeks the advice and counsel of the Board. When time permits, the
Board believes the District's best interests are served by discussing more complex
matters at one meeting and considering formal action on them at a subsequent
meeting.
N. The Informational Reports and Other Business portion of the agenda provides an
opportunity for the presentation of reports by the General Manager, reports from
Committees, reports by Directors who have attended outside meetings, and
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 30
Page 72 of 91
general comments by Directors. It also provides an opportunity for the Board to
schedule future meetings and assignments on the Board's activity calendar.
Requests for items to be placed on a future agenda shall be subject to the
provisions in Section 11.1 J -L.
O. Closed Sessions are strictly limited to the open meeting exceptions as defined in
the Ralph M. Brown Act. At times, during Board meetings, the Board may adjourn
into Closed Session to discuss personnel matters, real estate negotiations, existing
or anticipated litigation or other matters as specified in the exceptions set forth in
the Brown Act. Appropriate agenda descriptions are also required for Closed
Session items. (GC § 54950 et sec.)
P. Either the presiding officer may adjourn a Board meeting without a motion or a
motion to adjourn may be moved by a Director and seconded by another
Director, and is subject to debate. No further business can be conducted after
the Presiding Officer adjourns or an affirmative vote to adjourn.
Q. The Board may adjourn any regular or adjourned regular meeting to a time and
place specified in the motion of adjournment so approved by the Board.
12.0 BOARD MEETINGS, MINUTES
12.1 The Secretary shall keep minutes of all Board meetings. Minutes are to record actions
taken and meaningful discussion; they are not intended to be verbatim records.
Members of the public requesting information about a meeting shall be encouraged to
listen to or watch the recording made of each meeting. Draft minutes shall be distributed
to the Board for review and approval at the next regular meeting or as soon as possible
thereafter. Minutes may be approved as part of the Consent Calendar.
12.2 The official minutes of all Board meetings shall be kept in a fire -proof vault or in fire-
resistant locked cabinets at the District's Administration office. An audio and/or video
recording shall be made of all regular Board meetings, including public hearings, and
retained in accordance with the District's records retention policy.
13.0 BOARD MEETINGS, CONDUCT
13.1 Guidelines for Discussion
These guidelines are intended to formalize the meeting so that each Director and
members of the public, in due course, may be heard (see also Exhibit J).
A. The Presiding Officer shall decide, subject to a question of order by any Director,
the degree of enforcement of these guidelines at any time during any meeting.
B. The Board prefers a flexible form of meeting, believing that this enhances the
decision-making process and may not always conduct its meetings with formal
"rules of order" or parliamentary procedure.
C. Except for items on the Consent Calendar, the Presiding Officer shall read aloud
the title of each item on the agenda.
31
Page 73 of 91
D. Staff will generally provide a presentation for each action or discussion item
following which the Presiding Officer will open the floor to public comment on the
matter under consideration (see Section 11.2 1).
Following public comment, the Board will discuss the matter being considered and
address questions or comments to staff.
F. Any Director desiring to speak shall first address the Presiding Officer. Upon
recognition by the Presiding Officer, the Director may speak freely with respect to
the matter then before the Board but shall confine his/her comments to the
subject under discussion. Any Director, once recognized, shall not be interrupted
except by a call to order from the Presiding Officer. If a Director is called to order,
he/she shall cease speaking until the question or order is determined; if
determined to be in order, they may proceed.
G. Any Director moving the adoption or approval of a matter may call for the
question.
H. The Presiding Officer may move, second or debate motions from the Boardr,
subject only to such limitations of debate as may be imposed on all Directors, and
shall not be deprived of any of the rights and privileges of a Director by serving as
the Presiding Officer. The Presiding Officer may vote on all questions or motions
before the Board, with his/her name being called last in a roll call vote.
True motions to reconsider any Board action must be made at the same meeting
at which the original action was taken; however, any Director may make any
other type of motion at any meeting.
J. The Secretary shall record in the Minutes any dissenting and abstaining votes, or
disqualification from voting due to a conflict of interest.
K. Unless a Director declares a conflict of interest or abstains, silence shall be
recorded in the Minutes as an affirmative vote.
The Presiding Officer for each meeting has the responsibility to preserve order and
decorum. If at any time, a Director believes order is not being maintained or that
procedures being followed are not adequate for the decision-making process at
hand, he/she shall call this fact to the attention of the Presiding Officer and request
corrective action. If the corrective action taken by the Presiding Officer is not
satisfactory, a motion for specific corrective action may be made to the Board.
In that event, a majority vote of the Board shall determine the action to be taken.
M. In the event any person or group of persons willfully disrupts a Board meeting in a
manner that orderly conduct of such meeting is unfeasible, the Presiding Officer
shall call for order and warn the person or group that their behavior is disrupting
the meeting and that failure to cease such behavior may result in their removal
from the meeting. If the person or grouprefuses to comply with the Presiding
Officer's request for order, the Presiding Officer may declare a recess and cause
the person or group's removal from the meeting. Once the Presiding Officer takes
this action, permission for such persons) to return to the meeting requires a motion
approved by a majority vote of the Board. When, in the judgment of the Presiding
Yorba Linda Water District Board of Directors' Policies and Procedures Manual 32
Page 74 of 91
Officer, order is restored, the meeting shall reconvene and continue with the
Board's business. (GC § 54957.9; GC § 54957.95)
14.0 BOARD ACTIONS AND DECISIONS
14.1 The Board shall act only by Ordinance, Resolution, or Motion (WC § 30523). The Presiding
Officer shall state each matter as it is presented for consideration by the Board and shall
announce each decision of the Board.
14.2 Ordinances have the force of law and are an authoritative decree or municipal
regulation of the District. Ordinances shall relate to no more than one subject, which shall
be clearly expressed in the title of the ordinance. No ordinance, or section thereof, shall
be amended or repealed unless the new ordinances contains the title of the ordinance
or section amended or repealed. When applicable, ordinances shall be identified to the
Board as replacements to existing ordinances or sections thereof. Ordinances must be
moved and seconded and shall be adopted only by a roll call vote. The Secretary shall
record the names of all Directors and identify them as voting Aye, No, Abstain, or Absent
on each adopted ordinance. All ordinances shall be signed by the Presiding Officer and
attested by the Secretary. Ordinances shall be in full force and effect upon adoption
unless otherwise provided by law, and the Secretary shall be responsible for compliance
with any and all legal requirements for publication of the ordinance.
14.3 Resolutions are a formal expression of opinion, will or intent of the Board. Resolutions must
be moved and seconded and shall be adopted only by a roll call vote. The Secretary
shall record names of all Directors and identify them as voting Aye, No, Abstain, or Absent
on each adopted resolution. All resolutions shall be signed by the Presiding Officer and
attested by the Secretary.
14.4 Motions are proposals, made by a Director during a Board meeting, for action, inclination
of the mind or will, or a formal proposal made in a deliberative manner by the Board.
Every motion considered by the Board must be moved by a Director, seconded by
another Director and is subject to debate.
14.5 Except where action is taken by the unanimous vote of all Directors present and voting,
the Secretary shall record the names of all Directors and identify them as voting Aye, No,
Abstain or Absent upon the passage of all ordinances, resolutions, or motions and enter
them upon the Minutes of the Board.
15.0 EXHIBITS AND APPENDIXES
Exhibits
A. Assessment Survey of Governing Body's Effectiveness
B. Sample Conflict of Interest Declarations
C. Activity Report and Compensation Form
D. Travel Expense Reimbursement Form
E. Meeting and Mileage Expense Reimbursement Form
F. Missing Receipt Affidavit Form
G. Miscellaneous Gratuities Form
H. Communications Expense Reimbursement Form
I. Waiver of Written Notice of Special and Emergency Meetings
J. General Guidelines for Parliamentary Procedure
Appendixes
1. Setting Compensation for Members of the Board (District Ord. 03-01)
Yorba Linda Water District Board of Directors' Policies ana rru�.uaures Manual 33
Page 75 of 91
Exhibit A
ASSESSING GOVERNING BOARD EFFECTIVENESS
NAME:
This survey was developed by Len Wood & Associates to help assess the effectiveness of the governing body and its
relationship with staff. Please address each statement by allocating points as follows:
"0" if you feel the statement is very true.
"1" if you feel the statement is somewhat true.
"2" if you feel the statement is somewhat untrue.
"3" if you feel the statement is very untrue.
Do not spend too much time on any statement. Your first reaction is usually best. Answer the way things are - not the
way you would like them to be.
ISSUE
1. Board meetings start on time.
2. All board members feel free to express their opinions.
3. All members are contributing members of the board team.
4. The elected body does not attempt to micro -manage.
5. While they may not like some of the decisions, people percieve the board as fair.
6. Staff provides a recommendation on every issue no matter how controversial.
7. The board has an overall vision for the community.
S. The chair keeps audience members informed of board issues and actions.
9. Our board gets things done.
10. There is agreement on who is ultimately responsible for putting items on and/or removing
them from the agenda.
11. Members feel free to critique each other's positions on issues.
12. The board works well as a team.
13. Our board does not engage in solution "reengineering" at meetings.
14. Board members avoid berating members of the audience; even if provoked.
15. The board conducts timely and meaningful evaluations of the manager's performance.
16. The board has developed its own mission or goal statement.
17. The chairperson prevents dominating board members from having a disproportionate
influence.
18. The board does not get stalemated over the process or procedures.
19. The board does not spend too much time modifying or correcting the minutes at meetings.
20. Civilized disagreement is a board strength.
21. Team members actively listen to each other.
POINTS
Page 76 of 91
Exhibit A
22. Staff does not get overly involved in policy decisions.
23. Meaningful public participation is encouraged.
24. Staff does not filter the information it passess on to the board.
25. Members know what the board's top five goals are.
26. The chairperson protects board members from audience or colleague attacks.
27. The board made significant progress on its top goals last year.
28. Operating rules and procedures are known by all board members.
29. ''Baggage" from one argument is not carried to the next.
30. While board members may have positions, minds are not made up before meetings.
31. Individual board members do not fry to influence personnel decisions.
32. Board members keep the audience informed of each item, the issue, the background and
possible decisions.
33. Staff follows through as promised.
34. Day-to-day decisions are consistent with the board's overall goals.
35. The chairperson prevents premature rejection of new thoughts without a fair evaluation.
36. Board members do their homework before meetings.
37. The agenda packet is "user friendly".
38. Decisions are usually made only after each members has had his/her say.
39. Members are open with eachother.
40. Board members aduequately communicate goals and philosophies to staff.
41. Members of the audience do not feel intimitafed when appearing before the board.
42. Openness and trust exists between the board and staff.
43. The board develops an annual work program with clear objectives.
44. The chairperson does not unfairly use the powers of the position to win a point or argument.
45. The board is not reluctant to make an important, yet controversial decision.
46. Staff provides all the significant alternatives in their staff reports.
47. Members know how to keep conflict from becoming destructive.
48. The board does not operate as an exclusive country club.
49. The board is not complacent about its oversight responsibilities.
50. Board members take care to observe the appearance as well as the principle of impartiality.
51. The board and staff do not surprise each other at meetings.
Page 77 of 91
52. Our priorities do not change too often.
53. In our meetings, the discussion rarely drifts off the subject.
54. The board is adept at identifying and exploiting opportunities.
Exhibit A
0
Page 78 of 91
CATEGORY
POINTS
A
A Supportive Framework
0
B
Conflict Management Process
0
C
Teamwork
0
D
Roles
0
E
Community Rapport
0
F
Staff Relationships
0
G
Clear Sense of Purpose
0
H
Chairperson Leadership
0
Productivity
0
TOTAL
0
Exhibit A
0
Page 78 of 91
Exhibit B
YL
W,
YORBA LINDA WATER DISTRICT
Sample Conflict of Interest Declarations
Generally, a Board member has a financial interest in a matter if it is reasonably foreseeable that the
Board's decision would have a material financial effect (as defined by the Fair Political Practices
Commission regulations) that is distinguishable from its effect on the public generally, on the official, a
member of his/her immediate family, or on any of the following:
• A business entity in which the Board member has a direct or indirect investment worth $2,000 or more;
• A business entity in which the Board member holds a position as a director, officer, partner, trustee,
employee, or holds any position of management;
• A source of income (except gifts or loans by a commercial lending institution made in the regular course
of business on terms available to the public without regard to official status), aggregating $500 or more in
value provided, promised to, or received by, the Board member within 12 months prior to the time a
decision is made;
• A source of gifts to the Board member amounting to the annual gift limit or more within 12 months prior to
the time a decision is made; and
• Real property in which the Board member has a direct or indirect interest worth $2,000 or more.
Below are some sample conflict of interest declarations as provided by the District's legal counsel:
1. Decision affects business entity in which a Director has an investment:
I declare that I have a conflict of interest on Agenda Item No. because I have an investment
in Name of Company .
2. Decision affects business entity in which a Director holds a position:
I declare that I have a conflict of interest on Agenda Item No. because I hold a position at
Name of Company , a business that Description of Business Activities .
3. Decision affects a source of income/gift:
declare that I have a conflict of interest on Agenda Item No. because I have received
income or a gift from Name of Source .
4. Decision affects real property in which the Director has a direct/indirect interest:
I declare that I have a conflict of interest on Agenda Item No. because I own real property,
located at Location which may be affected. NOTE: If subject property is the Director's
primary residence simply state that "the property is a residence".
5. Decision related to Closed Session agenda item:
I recuse myself from participating in Agenda Item No. due to a conflict of interest under
Government Code Section 87100.
* Investment, income, gift, and real property interest limits may change from time to time.
Page 79 of 91
YORBA LINDA WATER DISTRICT
Directors Monthly Activity Report and Compensation Form
Name:
Month:
Exhibit C
Signature:
Reviewed:
Date:
Date:
Page 80 of 91
N
O
O
O
O
M
0
�C
E
n
Z
C
O
u
u
Q
U_E
O
U-
W rn
H �
Q �
E
Q �
Zc
J �
Q
QX
W
Oa
t
u
a
c a
a a)
N
�
u E
a% y
CL
� ECa
N
E 5D
�
C
O
(D j-
E a
Z O
a
K
a
I--
u O
O N
W
C
N L
O
E
_W
c y
a a
a) a)
U
z
o
a o
N
N
J
3
d
Q
X
W
CL
(D j-
A-
N
K
a
I--
N
(D �'
u t
_
O rn
a) a)
W
a
H m
S'c
J Q
° a
U
Q
CL
ai�U�
J
a N
O N
N
c0
a
O a
X
Q W
C
O
Z
U
U a
a�
a
o as
N �
a% N
CL a
U
U
U
�a U
CL i
CH
X inW
_a
O
H
Q
O
X
Exhibit D
I
Page 81 of 91
(D j-
A-
N
a
I--
N
(D �'
u t
_
O rn
a) a)
a
H m
S'c
J Q
° a
U
Q
CL
ai�U�
J
Q
O
X
Exhibit D
I
Page 81 of 91
O
N
N
a1
a
CL
Ln
Ln
�O
O
C
O
B
N
i
N
U
ui rn p c
E (D
z °' a
Exhibit D
Page 82 of 91
E
0
U-
E C
C�
C
N
UE
_ E
C
W
H W
aID
m
a
o�
za
J C
a
am
m
w
Cw
C
O
h
O
LO
LOco N
O 'o
0 c
0
v
� u
E v
n
z o
`c
� c
0 v
u
u n
Q u
Gl r
E 0
z
N_
7 N M V n N P O N M n O N M n CO N O
N N N NN N N N N N CO M
O
Exhibit E
v
c
0
CL
N a
v v
0 u
0 u
u a
a vc
a v
N s
a
u
N
Q
v a
N_ E
N
N 0
O
v
a
0
v
5
0
c
rn
N
a
u
G1
v
a
0
Page 83 of 91
Exhibit F
YL
W,
YORBA LINDA WATER DISTRICT
Missing Receipt Affidavit Form
Please retain this form with the District's financial records in case of an audit.
Name (Printed):
I certify that I made the purchase shown below for District purposes but do not have a receipt because
(check all that apply):
Vendor Name
City
Date of Purchase
Detailed Description of Purchase (Attach additional sheets if necessary.) I Item Amount
Total Purchase Amount 1 $
This document is in lieu of an invoice or receipt for this transaction. I certify that all items listed above
(and on the attached, if applicable) were purchased and received for District business.
Signature:
Date:
NOTE: All information is required and must be typed or printed in ink. Use one affidavit per receipt.
Page 84 of 91
Vendor did not provide a detailed receipt.
I had a receipt but cannot locate it.
I have a receipt, but it is not readable (e.g. not in English and/or not legible). This document is
provided in order to describe the items purchased.
Order was placed via telephone, fax, or internet, and vendor has not supplied an invoice.
Vendor Name
City
Date of Purchase
Detailed Description of Purchase (Attach additional sheets if necessary.) I Item Amount
Total Purchase Amount 1 $
This document is in lieu of an invoice or receipt for this transaction. I certify that all items listed above
(and on the attached, if applicable) were purchased and received for District business.
Signature:
Date:
NOTE: All information is required and must be typed or printed in ink. Use one affidavit per receipt.
Page 84 of 91
Exhibit G
YL
W,
YORBA LINDA WATER DISTRICT
Miscellaneous Gratuities Form
Please retain this form with the District's financial records in case of an audit.
Name (Printed):
Conference/Event Name:
The following gratuities were paid in cash and are directly related to my attendance at the above
listed conference/event:
Date Location Purpose Amount
Total Amount $
This document is in lieu of an invoice or receipt for this/these transaction(s). I certify that all items listed
above (and on the attached, if applicable) were for District business.
Signature: Date:
Page 85 of 91
YL
W,
YORBA LINDA WATER DISTRICT
Communications Expense Reimbursement Form
Name (Printed):
Exhibit H
The purpose of this form is to identify and provide proof of purchase and original itemized receipts for
the reimbursement of Director incurred expenses for obtaining electronic equipment and related items
in order to receive and access agendas and other District information distributed to the Board via
electronic means.
NOTE: One hundred percent (100%) of the electronic equipment and approved itemized expenses
reimbursed shall be reported on the Director's Form W-2 as taxable income.
I agree that all expenses submitted on this form are for District purposes only. I also agree that it is my
responsibility to provide proof of purchase and original itemized receipts along with this completed
form to the Finance Manager or the General Manager within 30 days of purchase.
Director's Signature:
Reviewer's Signature:
Date:
Date:
Page 86 of 91
Exhibit I
YL
W,
YORBA LINDA WATER DISTRICT
Waiver of Written Notice of Special and Emergency Meetings
(Date)
Board of Directors
Yorba Linda Water District
PO Box 309
Yorba Linda CA 92885
Dear President and Fellow Board Members:
This letter is to serve as a written waiver of receiving written notice of special and
emergency meetings under the Brown Act during my absence from (Date) to
(Date)
Respectively Submitted,
, Director
Yorba Linda Water District
Cc:
General Manager
Page 87 of 91
Exhibit J
YL
W,
YORBA LINDA WATER DISTRICT
Guidelines for Parliamentary Procedure
SPECIAL MEETINGS FOR CLOSED SESSION ONLY
Chair Calls Meeting to Order
Board Secretary Performs Roll Call / Establishment of Quorum
Chair Requests Public Comments (Limited to 3 minutes.)
Before Closed Session
Chair reads description of Closed Session (s)
Chair requests motion/second to adjourn to Closed Session.
Chair asks if all in favor.
After Closed Session
Chair reconvenes meeting in Open Session.
Chair, GM, or Legal Counsel reports any action taken during Closed Session if required.
Chair Adjourns Meeting
REGULAR MEETINGS
Chair Calls Meeting to Order
Chair Leads Pledge of Allegiance
Board Secretary Performs Roll Call / Establishment of Quorum
Chair Asks GM if Additions / Deletions to Agenda
Addition requires 2/3 vote by roll call, or all Directors if only 3 present. Matter must have
come to District's attention subsequent to posting of agenda and requires immediate
action by the Board.
Introductions and Presentations
Reserved for staff introductions, special presentations, and comments from other
elected official liaisons.
Chair Requests Public Comments (Limited to 3 minutes.)
Comments related to items on agenda are taken when item is considered.
Page 88 of 91
Exhibit J
Consent Calendar
Chair asks if Directors or public have any questions or comments on Consent Calendar.
If NO, Chair asks for motion/second and requests roll call vote.
If YES, Chair indicates item does not need to be formally removed from Consent
Calendar.
Chair asks for public comments.
Board proceeds with questions or comments.
Following all comments, Chair asks for motion/second and requests roll call vote.
If YES and Director or public requests removal of item(s) from Consent Calendar, Chair
indicates item(s) will be removed from Consent Calendar and considered separately.
Chair asks for public comments on items remaining on Consent Calendar.
Following comments, Chair asks for motion/second and requests roll call vote.
Items Removed From Consent Calendar
(See Action Calendar)
Action Calendar
Chair reads item description.
GM requests staff to provide report.
Chair opens floor to public comments.
Board proceeds with discussion of item.
Following discussion, Chair asks for motion/second. Chair restates motion and requests
roll call vote.
MAIN MOTION PROCESS
Director makes clearly worded motion to take action (e.g. "I move to..."). Motion must be
seconded. If no further discussion, Chair requests roll call vote. If additional discussion occurs,
Chair restates motion prior to requesting roll call vote.
Page 89 of 91
Appendix 1
ORDINANCE NO. 03-01
AN ORDINANCE OF THE BOARD OF DIRECTORS
OF THE YORBA LINDA WATER DISTRICT
SETTING COMPENSATION FOR MEMBERS
OF THE BOARD OF DIRECTORS
WHEREAS, The Yorba Linda Water District is organized and operates under authority of the
County Water District Act, Division I2, commencing with Section 30.000 of the
California Water Code; and
WHEREAS, Water Code Section 20202, permits water districts, as defined in Section 20200,
which includes the Yorba Linda Water District, to increase compensation of
members of the Board of Directors in an amount in excess of $100 per day for
each day's attendance at Board meetings or each day's service as a Director at
the Board's request, not to exceed ten day's per calendar month; and,
WHEREAS, the increase in compensation authorized pursuant to Section 20202 is limited to
five percent for each calendar year following the operative date of the last
adjustment; and
WHEREAS, the Board of Directors of the Yorba Linda Water District, by action taken in
February, 1991 set the daily compensation under Water Code Section 30507 at
$125 for Board and Board Committee meetings and $50 for other service
rendered at the request of the Board; and
WHEREAS, the Board of Directors of the Yorba Linda Water District has conducted a public
hearing upon notice pursuant to Government Code Section 6066 as required by
Water Code Section 20203.
NOW THEREFORE, the Board of Directors of the Yorba Linda Water District does hereby
find, declare, order and ordain as follows:
Section 1. The matters set forth in the recitals of this Ordinance are true and correct.
Section 2. Upon and after the effective date of this Ordinance, compensation for members
of the Board of Directors of the Yorba Linda Water District shall be $150 per
day for each day's attendance at meetings of the Board of Directors and other
meetings attended at the request of the Board of Directors. Compensation for
any type of service shall not exceed ten (10) days in any calendar month.
Members of the Board of Directors shall receive reimbursement or payment of
expenses, according to District rules, incurred in the performance of each
Director's duties required or authorized by the Board of Directors.
Page 90 of 91
Section 3. This Ordinance shall become effective sixty (60) days after its adoption.
PASSED AND ADOPTED this 23rd day of January, 2003 by the following called vote;
AYES: Beverage, Mills, Summerfield
NOES: Armstrong
ABSENT: Korn
ABSTAIN:
Secretary
Appendix 1
Page 91 of 91