Loading...
HomeMy WebLinkAbout2011-02-04 - Executive-Administrative-Organizational Committee Meeting Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT EXEC-ADMIN-ORGANIZATIONAL COMMITTEE MEETING February 4, 2011 A meeting of the Executive-Administrative-Organizational Committee was called to order by Director Beverage at 11:35 a.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 Gina Knight, Human Resources Mgr 1. PUBLIC COMMENTS None. 2. DISCUSSION ITEMS 2.1. Alternative Work Schedule Further Committee discussion on this matter is pending a recommendation from the Citizens Advisory Committee (CAC), which will consider the item again at their meeting on February 28. 2.2. Board of Directors and Committee Meeting Minutes The Committee discussed a misunderstanding with the Citizens Advisory Committee draft meeting minutes from January 24, 2011, regarding the Committee's discussion on the matter of how Board Meeting minutes should be taken and whether the meetings should be audio or video recorded. Mr. Mark Schock stated his opinion that staff's reporting in the minutes did not accurately reflect the Citizens Advisory Committee's motion and recommendation. Director Beverage, who also attended the Citizens Advisory Committee Meeting expressed that he felt the meeting minutes did reflect the Citizens Advisory Committee's recommendation and the parties respectfully agreed to disagree. The Executive- Administration-Organizational Committee recommended staff present this item for action at the next meeting on February 15 and then on to the full Board of Directors for their consideration at the meeting scheduled February 24, 2011. 2.3. Board of Directors Travel Expense Reimbursement Policy The Committee reviewed the areas for follow up in the draft policy presented at the last Executive-Administration-Organizational Committee meeting and recommend staff bring back the policy with revisions for action consideration at the February 15 Committee meeting. The items for review and follow up include combining the per diem expenses over the 1 course of a conference or travel period, and per diem food and lodging expenses in the IRS plan that did not seem to cover true costs for certain destinations. The Committee also recommended comparing the proposed policy with the current one adopted by the Municipal Water District of Orange County (MWDOC). The District's respective policies should be comparable. 2.4. District Purchasing Policy The Committee discussed the current policy and concerns with approval levels that may be out of range with government open transparency practices and public perception. Staff was instructed to include this item once again on the agenda for the February 15 Executive-Administration- Organizational Committee meeting. 2.5. Employee Productivity-Innovation-Communications Committee Activities Report The Committee reviewed the activities report and summary minutes from the EPIC Committee meeting held January 25, 2011. The Committee discussed the Job Classification Summary and expressed concerns regarding resource allocation for what could be a timely and unproductive process. The Committee requested input from Ms. Knight who suggested the Human Resources Department could include the concerns of the EPIC Committee and perhaps their participation as well, working with HR on a future salary and job classifications survey. This will ensure an open and inclusive process. 2.6. Organizational Chart The Committee discussed possible changes to the organizational structure. The General Manager (GM) will review this and bring back recommendations for further discussion. 2.7. 1 Year/2 Year Budget Preparation The Committee discussed the benefits and pitfalls of a two year budget. The GM will bring an agenda item to the full Board of Directors for further direction. 2.8. Directors and General Manager Fees and Expenses (Oct-Dec 2010) The Committee reviewed the revised expense reports from the previous meeting on January 18. The reports now accurately reflect the total District expenses for travel and conferences. The prior report showed only reimbursement amounts, which reflect out of pocket expenses for Directors and staff. The reports now show all expenses including those prepaid by the District such as conference registration fees and hotel accommodations. 2 2.9. Water Conservation Ordinance (Verbal Report) This discussion item will be continued to future committee meetings until action is taken. Staff discussed the Metropolitan Water District (MWD) shutdown at the end of the month as a valid reason to postpone any potential changes in the ordinance at this time. 2.10. Future Agenda Items and Staff Tasks Several items were identified for future consideration as follows: 1) The Elk Mountain joint facilities use plan will come back to this committee for consideration and further direction on February 15. 2) The potential sewer system transfer from the City of Yorba Linda will remain on this Committee's agenda until acted upon by both agencies. 3) Director Beverage requested dates of available workshops the new Board members may consider attending for their required Ethics Training and Sexual Harassment Training. 4) Director Beverage handed staff a schedule of workshops hosted by the Orange County Human Resources Consortium in 2011 and highlighted dates and topics of potential interest to the Board of Directors. Annie Alexander will include these dates in a future Board of Directors agenda under Conferences and Seminars for the Board's consideration. 5) Director Beverage requested staff formalize and present the Facilities Use Policy and Agreement to the appropriate committee (either Personnel-Risk Management or Executive-Administration-Organiza- tional Committee) for refinement and recommendation to the full Board of Directors. 3. ADJOURNMENT 3.1. The Committee adjourned at 1:45 p.m. The Committee Chair requested scheduling another Executive-Administration-Organizational Committee meeting on Wednesday, March 2 at 11:30 A.M. Following that meeting, the next regular meeting of the Executive-Administrative-Organizational Committee will be held February 15, 2011 at 4:30 p.m. 3