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HomeMy WebLinkAbout2010-12-21 - Executive-Administrative-Organizational Committee Meeting Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT EXEC-ADMIN-ORGANIZATIONAL COMMITTEE MEETING December 21, 2010 A meeting of the Executive-Administrative-Organizational Committee was called to order by Director Beverage at 4:00 p.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE STAFF Director Michael J. Beverage, Chair Ken Vecchiarelli, General Manager Director Phil Hawkins Pat Grady, Assistant General Manager 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. Strategic Planning Workshop Mr. Vecchiarelli suggested the Committee recommend the Board schedule a Strategic Planning Workshop, tentatively for January 20, 2011, from approximately 8:00 am to noon. The most recent planning workshop was held in March 2009 and was facilitated by an outside consultant. The Committee discussed the value of having an outside facilitator in these workshops. Mr. Vecchiarelli indicated that with such short notice, a facilitator may not be available for the January workshop. However, it was noted that the plan and report from the prior workshop should provide sufficient material and a sound framework for a productive workshop with management staff and the Board, if an outside facilitator is not available. Director Beverage recommended staff send a copy of the report from this prior workshop to the Board members for their review as soon as possible. Director Beverage also recommended inviting the Productivity Innovation Communications (PIC) Committee to the Strategic Planning Workshop, as this item came up as an opportunity for improvement in the recent QualServe Self-Assessment Report. The Committee then discussed scheduling additional workshops in February, March and tentatively, in April, 2011. Thursday, February 17, 2011 was tentatively set for a Water Rates Alternatives and Financial Planning Workshop. A Budget Workshop was scheduled for Friday, March 25 and Thursday, April 21, 2011, was set aside for an additional workshop date, if needed. These dates will be presented to the full Board of Directors at their regular meeting on December 22. 1 2.2. ISDOC Selection Committee Meeting Municipal Water District of Orange County (MWDOC) Director Brett Barbre joined the meeting by teleconference to discuss a recent vote by the MWDOC Board to unanimously support nomination of Cheryl Brothers to the regular special district seat on the Orange County Local Area Formation Commission (LAFCO). Mrs. Brothers is campaigning for the seat recently vacated by Arlene Schafer and would hold one of two regular seats representing the Independent Special Districts of Orange County (ISDOC). Mr. Barbre shared Mrs. Brothers' background and experience, including experience as a LAFCO Commissioner and explained why the MWDOC Board supports Mrs. Brothers for more diverse and balanced representation of special districts on the LAFCO Board. Mr. Barbre requested YLWD Board support for Mrs. Brothers' nomination and election at the ISDOC quarterly meeting on January 27. The Committee recommended adding this item for consideration by the Board of Directors at the Meeting on Wednesday, December 22, 2010. The item will have to be added by two thirds majority vote. 3. DISCUSSION ITEMS 3.1. Committee Activities Recap and Forward Planning Objectives Mr. Vecchiarelli summarized a list of significant items the Committee reviewed and recommended action on within the past calendar year. The Committee gave direction for follow up action or discussion at future Committee Meetings until the items are acted upon by the full Board of Directors. Action Items targeted for consideration at the next Executive- Administration-Organizational Committee Meeting should include a Continuous Water Service Agreement for Property Owners; establishing or affirming the time and place for regular Board Meetings; consideration of the Board Compensation Ordinance and Policy for Reimbursement of Expenses; and further discussion on how minutes for the regular Board Meetings are presented. Follow up Discussion and Information Items for future meetings will include an executive summary of the AWWA QualServe Self-Assessment Report with representatives from the Productivity-Innovation-Communications (PIC) Committee present for this item; a recurring status report on activities from the PIC Committee; discussion of the District's media Policy; possible revisions to the Water Conservation Ordinance; and the monthly Customer Service Feedback Report. 2 3.2. Board and Committee Meeting Minutes The Committee recommended having the Citizens Advisory Committee (CAC) review and consider in parallel with YLWD Board, how minutes should be taken at regular Board Meetings. The Committee discussed how the recommendation of the CAC should be considered by the Board and instructed staff to review cost considerations and recommendations for retaining audio or video options, archiving, streaming live, etc. 3.3. Time of Board Meetings (Verbal Report) This Item will be considered for Action at the next Executive- Administration-Organizational Committee for recommendation to the full Board of Directors. 3.4. Alternative Work Schedule (Verbal Report) The Committee recommended review of alternatives and a report on cost and service considerations at a future meeting. The Committee further suggested having the CAC review and consider this matter in parallel. They further recommended considering a fixed day off matching with the City of Yorba Linda's normal Friday off and determine if the City of Placentia, Brea and Anaheim are also on this type of schedule and if so, which day(s) are they closed for business. The Committee discussed tentative implementation of a new schedule in March 2011, if approved by the Board, and if no objections are raised by the CAC. 3.5. General Counsel's Monthly Summary Billing Report (Report provided at the meeting.) The Committee discussed the report with no further action requested. 3.6. Future Agenda Items and Staff Tasks None. 4. ADJOURNMENT 4.1. The Committee adjourned at 5:35 p.m. The next regular meeting of the Executive-Administrative-Organizational Committee will be held January 18, 2011 at 4:00 p.m. 3