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HomeMy WebLinkAbout2011-04-19 - Executive-Administrative-Organizational Committee Meeting Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT EXEC-ADM IN-ORGANIZATIONAL COMMITTEE MEETING April 19, 2011 A meeting of the Executive-Administrative-Organizational Committee was called to order by Director Beverage at 10:00 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 OTHER VISITORS Brent Ives, BHI Consulting 1. PUBLIC COMMENTS None. 2. PRESENTATIONS 2.1. Special Districts Board and Executive Management Training Options Mr. Vecchiarelli introduced Mr. Ives to the Committee. Mr. Ives discussed his background and affiliation with special districts and experience as a councilman and Mayor for the City of Tracy. Mr. Ives' firm specializes in assisting special districts with Board and executive management training, strategic planning and resource alignment. Mr. Vecchiarelli informed the Committee that he had participated in a few of these training opportunities with Mr. Ives in a seminar arranged through the California Special Districts Association (CSDA) and through BHI webinars. Mr. Vecchiarelli noted that Mr. Ives was in the immediate area meeting with other Orange County clients and Mr. Vecchiarelli asked him to stop by and meet with the Executive-Administration-Organizational Committee. The Committee discussed Mr. Ives' approach and fee philosophy for executive mentoring. Mr. Ives left the meeting following this discussion at 10:20 and the Committee took a short break. 3. ACTION CALENDAR 3.1. CSDA Membership The Committee discussed the cost and benefits of membership in the California Special Districts Association. Director Beverage gave some background as to why YLWD had dropped their membership in CSDA several years ago. Director Hawkins reported on a conversation he had with CSDA representatives and suggested the Board consider reinstating 1 its membership. Following further discussion, the Committee recommended including the membership expense in the draft budget for FY 2011/12 and directed staff to take the item to the full Board for their consideration. 3.2. Draft Facilities Use Agreement Staff presented a draft Facilities Use Agreement. The Committee members provided input and suggestions for further refinements and directed staff to research options and to communicate with the District's Joint Powers Insurance Agency (ACWA/JPIA) to determine the impacts of these options on our coverage and premiums and to confirm whether the facilities users insurance coverage limits identified in the draft agreement are sufficient. Staff will work on these items and bring information back to a future Committee meeting. 4. DISCUSSION ITEMS 4.1. Draft Board Budget Staff presented the Draft Supplies and Services Budget for FY 2011/12. The Committee recommended moving certain items from the Administration and Public Affairs sections to the Board's Draft Budget, including for example, legislative advocacy and membership in District affiliated organizations like AWWA and CSDA. The Committee also suggested adding a portion of the election costs to each year's budget rather than the entire amount only on election years to smooth these variations. The Committee further suggested removing travel and conference trips to Washington, D.C., at least for the next fiscal year, both for staff and the Board. Finally, the Committee suggested staff look into including electronic devices or alternatively, into a communication allowance for the Board, (as related to the discussion of Item No. 4.4 on this agenda) to save District expenses in printing and delivering Board and Committee Meeting agendas to all the Directors. 4.2. Draft Administration Budget The Committee Chair requested PIO, Damon Micalizzi join the meeting to discuss the Public Affairs section of the Administration Budget. Staff determined that the copy of the draft Admin Section budget attached to the report was not the latest draft. Staff will bring back a revised and updated copy to the next Committee Meeting. 4.3. Board of Directors Committees The Committee discussed adding Ad Hoc or regular Committee Meetings with the City of Yorba Linda and changing certain meetings currently labeled Ad Hoc to regular meetings that are held quarterly or semi- monthly as needed. Staff will bring this item back to Committee with these recommendations for consideration and recommendation to forward on to 2 the full Board for further action. The Committee also suggested the General Manager should not feel obligated to attend all Committee Meetings and is not expected to. 4.4. Board iPad Reimbursement Program The Committee discussed the memo and Policy approved recently by the Orange County Water District. The costs of the program are quickly outweighed by the benefits. The Committee discussed options including other devices and inclusion of the monthly data plans necessary to receive reports and agendas electronically in the future. Staff will work on this and bring back alternatives for consideration by the Committee and ultimately for the full Board of Directors' consideration. 4.5. Organizational Chart Staff presented a version of the full organizational chart showing positions by pay scale. The Committee requested this item be brought back for further consideration and for consideration by the full Board at another workshop in the near future. 4.6. Report on 2011 Legislative Bills Director Hawkins commented that he enjoyed reading this report. However, due to time constraints, the discussion of this item was continued to the next Executive-Administration-Organizational Committee Meeting. Director Hawkins left the meeting at 11:50 a.m. following the decision to continue the remaining agenda items. 4.7. General Counsel's Monthly Summary Report This item was continued to the next Executive-Administration- Organizational Committee Meeting. 4.8. Professional Service Agreements This item was continued to the next Executive-Administration- Organizational Committee Meeting. 4.9. MWDOC Member Agencies Agreement Director Beverage suggested this item be placed in the Future Agenda Items section. 4.10. Future Agenda Items and Staff Tasks ■ MWDOC Member Agencies Agreement (See note above.) 5. ADJOURNMENT 5.1. The Committee adjourned at 11:52 p.m. The next regular meeting of the Executive-Administrative-Organizational Committee will be held May 17, 2011 at 4:00 p.m. 3