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HomeMy WebLinkAbout2011-06-21 - Executive-Administrative-Organizational Committee Meeting Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT EXEC-ADM IN-ORGANIZATIONAL COMMITTEE MEETING June 21, 2011 A meeting of the Executive-Administrative-Organizational Committee was called to order by Director Beverage at 4:08 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 Damon Micalizzi, Public Info Officer 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. Amendment of Board Rules for Organization and Procedure The Board of Directors Rules for Organization and Procedure were originally adopted in 1997, with minor revisions made in 2007. Mr. Vecchiarelli reviewed with the Committee those previous resolutions and amendments and presented to the Committee Resolution 11-15 amending the existing resolution and adding Joint Agency Standing Committees. In addition, the following standing committee meetings would be added to the calendar. ■ Joint Committee Meeting with MWDOC and OCWD ■ Joint Committee Meeting with the City of Yorba Linda ■ Joint Committee Meeting with the City of Placentia After some discussion, the Committee supported staff's suggestion to recommend the Board adoption of Resolution No. 11-15 and rescinding Resolution No. 07-06. Items still left for discussion and determination for each joint committee meeting include which Board member or members will attend the meetings and the regular meeting time, place and frequency. Some of these details will need to be coordinated with the other participating agencies. 1 3. DISCUSSION ITEMS 3.1. Committee Assignments for Strategic Plan Initiatives Mr. Vecchiarelli presented the Committee with a list of Committee assignments for the objectives of the District's recently adopted Strategic Plan. The Committee reviewed the proposed assignments and directed staff to create a matrix that to be updated monthly for each Committee meeting detailing the status updates of each progress on each initiative. The Committee requested that Mr. Micalizzi join the meeting at this time. 3.2. Elk Mountain Joint Use Consideration The Committee discussed Board attendance at the initial Elk Mountain Neighborhood Meeting scheduled Thursday, July 21, 2011. Mr. Micalizzi explained that aside from a few conversations with some neighbors in the area, this would be the community's first exposure to the proposed project. The Committee decided that the District should host a workshop meeting two weeks after that initial contact with the neighbors, so that the neighbors can first get a true feeling for what this project may pose, and secondly, so that the entire Board can discuss the project in an open forum and receive community feedback for the project. A tentative date of Thursday, August 4, 2011 has been set for this workshop. Mr. Micalizzi left the meeting at this time. 3.3. Orange County Grand Jury Compensation Survey of Water and Sanitation Districts The Committee discussed the Grand Jury Report and the District's response. The Committee instructed staff to write a response to the Grand Jury embracing the call for more transparency and informing the group of our ongoing website makeover. Planned changes to the website will ensure the items identified in the Grand Jury's Report are easily accessible to the public. Furthermore, the District's new website will be more user-friendly and easy to navigate for those looking for public records. 3.4. Board Communications Allowance Mr. Vecchiarelli presented to the Committee a proposal for a Board communications allowance in the amount of $1,300 for each Director over the next fiscal year. This includes up to $1,000 toward an electronic device of their choice and $300 for one year's worth of data service of their choice for these purposes. Mr. Vecchiarelli cited potential savings in operational expenses in staff time, paper, toner and gasoline over the three to five year life expectancy of these devices. With approval of the budget, staff will prepare a Resolution for the Committee and the Board to consider formalizing the Board of Directors Communications Allowance. 2 Under this proposed resolution, Board members select and purchase a device of their choosing and take responsibility for its maintenance and operations. Board member expense reports will also reflect spending in this area. The data plan costs will occur as an annual expense on the yearly budget. 3.5. Draft Facilities Use Policy and Agreement Mr. Vecchiarelli presented to the Committee a Draft Facilities use Policy and Agreement that would allow for beer and wine on the premises on a case by case basis. The Committee directed staff to modify the Draft to be specific to only the YLWD buildings at the Miraloma and Richfield campus. The Draft Facilities Use Agreement is derived from a draft policy issued by ACWA-JPIA, but has not yet been reviewed by District legal counsel. 3.6. OCSD Board Representation The Committee discussed the process of the District obtaining a seat on the Orange County Sanitation District's Board, in light of the sewer transfer with the City of Yorba Linda and the potential benefits of having representation even without the transfer had it not been approved. The Committee decided that this item should be one of the items on the first agenda for the upcoming Joint Agency Meeting with the City of Yorba Linda. 3.7. Grant Proposals Director Beverage updated the Committee on a proposed grant that he was exploring to potentially help fund the Elk Mountain Joint Use Facilities Project. Director Beverage explained that for a number of reasons, the District and this proposed project would not qualify for the Grant in question. Demographics was one of the primary factors that worked against the District's chances for potential success. 3.8. Legal Counsel Attendance at Board of Directors Meetings The Committee Discussed how often Legal Counsel should attend Regular Board Meetings and the costs associated with having Counsel present at all Regular Board Meetings. After some Discussion the Committee decided to revisit this item at a future meeting. 3.9. General Counsel's Monthly Summary Report Staff reviewed legal expenses year to date and noted the total for May for Capital Project Related Services. The Committee commented briefly on the report and counsel representation. 3 3.10. Future Agenda Items and Staff Tasks The Committee suggested future agenda discussions for the following: • Legislative Advocacy and related scoping items • Review of District Contracts • Grants for Future Parks 4. ADJOURNMENT 4.1. The Committee adjourned at 5:40 p.m. The next regular meeting of the Executive-Administrative-Organizational Committee will be held July 19, 2011 at 4:00 p.m. 4