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HomeMy WebLinkAbout2011-05-18 - Executive-Administrative-Organizational Committee Meeting Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT EXEC-ADM IN-ORGANIZATIONAL COMMITTEE MEETING May 18, 2011 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 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. Request for Proposal for General Legal Counsel Staff presented a report requesting authorization to solicit proposals for general legal counsel services. The current contract was last reviewed in 2007. General Counsel Kidman has represented YLWD for 34 years and was included in the suggested list of proposing firms. The Committee discussed the timing of this action. Director Hawkins suggested staff may wish to consider other firms to the proposers list, including additional firms representing other agencies in the region. Director Beverage recommended holding off until after the Budget is adopted and other activities offer a slowdown in the currently very busy schedule. The Committee agreed to table the item to August or September. 3. DISCUSSION ITEMS 3.1. Draft Board Budget (Supplies and Services Section) The Committee reviewed modifications made to the Board's Section of the Draft Supplies and Services Budget for FY 2011/2012. Director Hawkins pointed out a missed calculation on an item covering a data plan for electronic devices. The Committee confirmed other suggested revisions from the previous review appeared to be in accordance with the Committee's recommendations. 3.2. Draft Administration Budget (Supplies and Services Section) The Committee reviewed the modifications made to the revised Administration Section's Draft Supplies and Services Budget for FY 2011/2012. The Committee discussed the major variances from the prior year budget which include a Peer Review within the QualServe Program 1 and the District's share of the CEQA evaluation and study for the proposed OCWD annexation. The Committee will support the budget for discussion at the Board Workshop on June 1. 3.3. MWDOC Member Agencies Agreement This item may be considered by the full Board in June. 3.4. Director's and General Manager's Fees and Expenses (Jan-Mar 2011) The Committee reviewed the report and inquired about the timing of posted items for reimbursement for a trip in December 2010 that showed up on the third quarter expense report for January through March 2011. The items posted were not duplicated and were not included in previous reimbursements submitted in the prior quarter. Staff confirmed that the Directors were submitting their forms and expense reports in a timely manner, consistent with adopted Board policy. Mr. Vecchiarelli further added that Annie Alexander is always helpful with courtesy reminders sent out if this were not the case. 3.5. Second Report on 2011 Legislative Bills The Committee briefly discussed this report which was originally included in the prior Executive-Administrative-Organizational Committee meeting on April 19t". Mr. Vecchiarelli noted if staffing is supplemented in the Public Affairs Section, legislative matters will become more active with the Board considering taking positions of support or opposition for pending legislation affecting the District and its ratepayers. Director Beverage suggested future reports on legislative bills could be presented through and by advocacy representatives. 3.6. General Counsel's Monthly Summary Report Mr. Vecchiarelli noted two items that were pending further justification and consideration. These items were non-routine legal services related to the Sewer System Transfer and the Freeway Complex Fires. Both expense items were higher than anticipated and were not authorized in advance. However, the year to date expenses total is still within the budget estimate and lower than the prior year total. The Committee offered suggestions for Mr. Vecchiarelli to reconcile these expenses and the approval process for future unplanned legal expenses. 3.7. Future Agenda Items and Staff Tasks None. 4. ADJOURNMENT 4.1. The Committee adjourned at 5:30 p.m. The next regular meeting of the Executive-Administrative-Organizational Committee will be held June 21, 2011 at 4:00 p.m. 2