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HomeMy WebLinkAbout2011-08-25 - Executive-Administrative-Organizational Committee Meeting Minutes ITEM NO. 10.1. MINUTES OF THE YORBA LINDA WATER DISTRICT EXEC-ADMIN-ORGANIZATIONAL COMMITTEE MEETING August 15, 2011 A meeting of the Executive-Administrative-Organizational Committee was called to order by Director Beverage at 12:00 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 Steve Conklin, Engineering Manager Damon Micalizzi, Public Info Officer VISITORS Art Kidman, General Counsel, Kidman, Behrens & Tague Eddy Beltran, Kidman, Behrens & Tague Gordon Thomson, Representative, Yorba Linda Outpost Development LLC Andrew King, King Family Trust Fred Cornwell, Pardue, Cornwell and Associates, Inc. 1. PUBLIC COMMENTS None. 2. DISCUSSION ITEMS 2.1. King Family Casino Ridge Proposed Development The King Family representatives, Messrs. Thomson, King and Cornwell, presented their request to finalize terms and conditions for the proposed Yorba Linda Outpost Development. The development is proposed as an extension of the Casino Ridge Mount San Antonio HOA and includes 11 custom lots on approximately 19 acres. The proposed development includes several acres of open space that will not be developed and both irrigated and non-irrigated defensible space for fire protection. Staff and the King representatives have been communicating back and forth on the proposed project since 2003, and in its most recent layout, since early 2008. The King's have agreed on the terms for service except for the share of cost for reservoir storage or system improvements in lieu of storage. The representatives presented their case and the Committee members asked questions of the Kings and of staff. Staff was directed to put together final terms for the Board of Directors to consider at their meeting in September. The King family representatives thanked the Committee and staff and left the meeting following this discussion. Mr. Conklin also left the meeting at this time. 1 ITEM NO. 10.1. 3. ACTION CALENDAR 3.1. Townsend Public Affairs Scope of Work for September 2011 through August 2012 Christopher Townsend and Heather Stratman of Townsend Public Affairs (TPA) joined the meeting at this time. Art Kidman and Eddy Beltran of Kidman, Behrens and Tague also joined the meeting, as did Damon Micalizzi. Mr. Townsend presented the Committee with a proposal for Professional Services for legislative advocacy. The Scope of Work includes providing strategic consulting and advocacy, generating support among legislators and member agencies for various District initiatives. Director Hawkins had to leave the meeting during this discussion to attend to a personal matter that had come up unexpectedly. Director Beverage requested on Director Hawkins behalf, to revise the proposed contract term to coincide with the calendar year end as opposed to August 2012 and requested TPA consider extending their initial reduced fee for two additional months in compensation for this extension. Mr. Townsend agreed with a fee schedule of $3,000 per month from September 1, 2011 - February 29, 2012: and $5,000 per month from March 1, 2012 - December 31, 2012. The Committee recommended staff bring a Professional Service Agreement with Townsend Public Affairs to the Board of Directors for their consideration at the next meeting. 3.2. Input for Development of the Orange County Board of Supervisors' 2012 Legislative Platform This item was taken out of order before Item 3.1. The Committee recommended receiving and filing the letter. 4. DISCUSSION ITEMS CONTINUED 4.1. YLWD Contracts and Agreements in Process The Committee began discussion of this item before Item 3.1 while waiting for TPA representatives to arrive. They asked several questions of staff and counsel related to policy regarding contracts and agreements, and asked which of the existing or pending agreements and contracts had been reviewed by counsel. The Committee recommended staff send all future contracts and agreements through legal counsel before bringing any recommended action to the Board for their consideration. 4.2. General Counsel's Monthly Summary Report Mr. Kidman and the Committee discussed presenting the spreadsheet attachments to this monthly report in a different format that correlates more closely to the invoices prepared by KBT. Staff and counsel will make these changes for the next meeting. 2 ITEM NO. 10.1. 4.3. Director's and General Manager's Fees and Expenses (April - June 2011) This item was taken out of order before Item 3.1. The Committee recognized higher quarterly Directors' expenses due to increased activities, a higher number of meetings to attend to and a higher level of involvement with the new Board make up since December 2010. The Committee confirmed that the Adopted FY2011/12 Budget forecasts Board expenses at this higher level. The Committee had no further comments. 4.4. Status Report on Committee Specific Strategic Plan Initiatives Mr. Vecchiarelli reported that certain items still needed further clarification and action specific details. Director Beverage suggested as long as progress is being made on these initiatives, he is happy. The Committee had no further comments 4.5. Future Agenda Items and Staff Tasks None were discussed. 5. ADJOURNMENT 5.1. The Committee adjourned at 1:50 p.m. The next regular meeting of the Executive-Administrative-Organizational Committee will be held September 20, 2011 at 4:00 p.m. 3