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Home My WebLink About2024-11-19 - Board of Directors Meeting Agenda Packet AGENDA YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS SPECIAL MEETING Tuesday, November 19, 2024, 7:30 AM 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://us06web.zoom.us/j/81213824913 Telephone: (669) 444-9171 or (669) 900-6833 Meeting ID: 812 1382 4913 2. TELECONFERENCE SITE 122 C St NW Ste 515 Washington DC 20001 One Director will be participating via teleconference at the above-listed location. In accordance with the Ralph M. Brown Act, members of the public may attend and participate in the meeting at both sites. 3. CALL TO ORDER 4. PLEDGE OF ALLEGIANCE 5. ROLL CALL 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. Filling Vacancy on Board of Directors Recommendation: That the Board of Directors determine a method for filling the vacancy. 8. ADJOURNMENT 8.1. The regular Board meeting scheduled Thursday, November 28, 2024 has been cancelled. The next regular Board meeting is scheduled Thursday, December 12, 2024 at 8:30 a.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) Page 1 of 7 Accommodations for the Disabled 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 2 of 7 ITEM NO. 7.1. AGENDA REPORT MEETING DATE: November 19, 2024 TO: Board of Directors FROM: Mark Toy, General Manager STAFF CONTACTS: Doug Davert, Assistant General Manager Annie Alexander, Senior Executive Assistant / Board Secretary SUBJECT: Filling Vacancy on Board of Directors RECOMMENDATION: That the Board of Directors determine a method for filling the vacancy. BACKGROUND: Phil Hawkins submitted his resignation from the office of Director effective Tuesday, November 12, 2024 creating a vacancy on the Board. Formal notification of the vacancy was submitted to the Orange County Registrar of Voters (ROV) within 15 days on Friday, November 15, 2024. The Board has two options for filling the vacancy which are summarized below. Action will need to be taken within 60 days of the effective date of the vacancy, which is Saturday, January 11, 2025. Option 1 - Appointment The Board can appoint someone to fill the vacancy for the remainder of the unexpired term, through December 2026. This would require a notice of vacancy to be posted in three or more conspicuous places in the District at least 15 days before the appointment is made. To facilitate the selection and appointment process, the Board may choose to solicit applications from interested persons. Applicants could then be interviewed by the Board during a future meeting. Should the Board determine to make an appointment rather than call an election, a sample notice of vacancy and candidate application is attached for consideration. Also attached is a timeline indicating statutory deadlines and potential meeting dates with options for conducting up to two rounds of candidate interviews if desired by the Board. If the notice of vacancy is posted on Tuesday, November 19, 2024, the soonest an appointment could be made is Wednesday, December 4, 2024. Option 2 - Election In lieu of making an appointment, the Board may choose to call an election. Staff is awaiting a cost estimate from the Orange County Registrar of Voters' office for conducting a stand-alone election. For the last vacancy, the ROV's cost estimate for a stand-alone election was between $859,803 and $1,032,779. Page 3 of 7 In the event the Board does not appoint someone to fill the vacancy or call an election within the 60- day deadline, the Orange County Board of Supervisors has the authority to fill the vacancy by appointment or by calling an election. PRIOR RELEVANT BOARD ACTION(S): Historically, the Board has chosen to fill vacancies on the Board by appointment rather than election when the vacancy occurs between regular elections. ATTACHMENTS: 1. Draft Notice of Vacancy 2. Draft Application for Appointment 3. Appointment Deadlines and Schedule Options Page 4 of 7 NOTICE OF VACANCY Notice is hereby given that Phil Hawkins, resigned from the office of Director effective Tuesday, November 12, 2024 creating a vacancy on the Yorba Linda Water District’s Board of Directors. The remaining members of the Board intend to conduct candidate interviews to fill the vacancy at a public meeting scheduled . The Board may appoint a successor at this meeting or another meeting immediately following that date depending on the outcome of candidate interviews. The successor shall hold office through the remainder of the unexpired term which is December 2026. The next four-year term for this seat will be determined by the voting public in the November 2026 election. If you would like to be considered for appointment, you must be a registered voter, reside within the District’s boundaries, and be willing and dedicated to serving the public. Interested parties must submit a letter of interest, including their name, residential address, a statement of qualifications, and their reasons for wanting to serve on the board. An application form has been posted on the District’s website (www.ylwd.com). Candidates shall mail or email their letter of interest and supporting information, which must be received no later than at the address or email address below. Postmarked materials will not be accepted if not received by the deadline. If you choose to email your application materials, please call 714-701-3020 to confirm receipt. YLWD Board of Directors c/o Annie Alexander, Board Secretary Yorba Linda Water District PO Box 309 Yorba Linda, CA 92885 aalexander@ylwd.com For more information, please call 714-701-3020 or visit www.ylwd.com. Annie Alexander, Board Secretary Dated: Posted on , 2024 at the following public locations: Yorba Linda Water District 1717 E Miraloma Ave Placentia CA 92870 Yorba Linda City Hall 4845 Casa Loma Ave Yorba Linda CA 92886 Yorba Linda Community Center 4501 Casa Loma Ave Yorba Linda CA 92886 Yorba Linda Public Library 4852 Lakeview Ave Yorba Linda CA 92886 Page 5 of 7 APPLICATION FOR APPOINTMENT TO THE BOARD OF DIRECTORS If you would like to be considered for appointment to the Yorba Linda Water District Board of Directors, you must be a registered voter, reside within the District’s boundaries, and be willing and dedicated to serving the public. This application, a letter of interest including your reasons for wanting to serve on the Board, and a statement of qualifications (resume or CV) must be submitted no later than at the e-mail address or mailing address listed at the bottom of the form. Please call 714-701-3020 if you have any questions. Contact Information Full Name: Last First M.I. Address: Street Address Apartment/Unit # City State ZIP Code Phone:Alt Phone: Email: Candidate Attestation I hereby apply for consideration for appointment to the Yorba Linda Water District Board of Directors. I hereby certify that all information I have submitted is accurate and truthful. Signature:Date: Required Supplemental Materials In addition to this form, all applicants must submit the following: Letter of Interest and Reasons for Wanting to Serve on the Board Statement of Qualifications (Resume or CV) Submit Materials Please return this form and the requested supplemental materials to Annie Alexander, Board Secretary. All materials must be submitted no later than to the e-mail address or mailing address listed below. Postmarked materials will not be accepted if not received by the deadline. If you choose to email your application materials, please call 714-701-3020 to confirm receipt. Submit by email:Submit by mail: aalexander@ylwd.com YLWD Board of Directors c/o Annie Alexander, Board Secretary Yorba Linda Water District PO Box 309 Yorba Linda CA 92885 Page 6 of 7  Deadlines in orange are per CA Elections Code and cannot be modified.  Option A in blue text is timeline with interviews beginning December 12, 2024.  Option B in green text is timeline with interviews beginning December 19, 2024. NOTE: Dates listed for posting notices, conducting interviews, and making an appointment are for illustrative purposes only. Whichever meeting date(s) are chosen, the District must post a notice of the vacancy in three (3) public locations (e.g. YWLD, City of YL, and YL Community Center) at least 15 days before the Board makes an appointment. Page 7 of 7