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HomeMy WebLinkAbout2011-09-19 - Executive-Administrative-Organizational Committee Meeting Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT EXEC-ADM IN-ORGANIZATIONAL COMMITTEE MEETING September 19, 2011 A meeting of the Executive-Administrative-Organizational Committee was called to order by Director Beverage at 11:06 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 OTHER ATTENDEES Art Kidman, General Counsel, Kidman, Behrens & Tague LLP Eddy Beltran, Senior Associate, Kidman, Behrens & Tague LLP Christopher Townsend, President, Townsend Public Affairs 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. ACWA Region 10 Election of Officers and Board Members for 2012-2013 Term The Committee discussed the ACWA Region 10 nominations and letters to the District requesting support for election to the ACWA Board of Directors from MWDOC Board President, Joan Finnegan and Mesa Consolidated Water District First Vice President, James Atkinson. The Committee did not express any strong opinions on the matter and directed staff to forward the matter to the Board for their consideration. 3. DISCUSSION ITEMS 3.1. Legislative Affairs Status (Verbal Report) Parts of this discussion item were taken out of order following Mr. Townsend's arrival. Mr. Vecchiarelli reported staff's intent to request a plan of works from Townsend Public Affairs (TPA) identifying a proposed timeline to reach milestone objectives for legislative affairs and interagency governance support services. Director Beverage suggested TPA review the District's Strategic Plan Initiatives and work off that framework for this effort. Mr. Christopher Townsend joined the meeting at 11:40 and gave a verbal report on initial outreach with staff at Orange County Sanitation District 1 (OCSD). The Committee discussed strategies and options for proceeding forward with discussions on representation to the OCSD Board. Various alternatives were discussed with input from legal counsel. Mr. Townsend shared information regarding grant funds available for fire suppression projects in the range of $500,000 to $1 M. He offered to work with staff to explore any possible partnerships and opportunities to apply for available funds with the Orange County Fire Authority (OCFA). Mr. Townsend agreed to provide an initial plan of works on TPA's efforts on behalf of the District at the next meeting, and a monthly status report at each subsequent meeting. The Committee agreed the written status reports would be provided to the full Board of Directors for their information. 3.2. Upcoming Board of Directors Workshop Meetings The Committee discussed their availability for several Board Workshops and dates proposed by staff. Revisions were suggested and staff will forward the proposed dates and times to the other Directors for their consideration. The Committee also discussed the primary objectives and principle matters for discussion and presentation at these workshops. 3.3. Development Agreement Obligations (Legal Counsel Verbal Report) Legal Counsel gave a verbal report with preliminary legal, political and business opinions on contractual and land use questions related to the proposed practice fields at the Elk Mountain Reservoir site. Following this discussion, the Committee determined the Board Workshop planned for October 6, 2011, was no longer prudent at this time as certain options currently under consideration for the Elk Mountain site improvements were not feasible under the conditions previously assumed by staff and the Board. The Committee instructed staff to schedule a smaller group meeting with the Executive-Administration-Organizational Committee for the same date at a time convenient for the primary spokespersons and persons of interest on the project. The tentative time has been set for 4:00 PM on October 6, pending staff contact and feedback from the interested parties' representatives. 3.4. Revised Professional Services Agreement with Kidman, Behrens and Tague LLP (Verbal Report) Mr. Kidman presented proposed changes to the scope of services, process for task approval and billing procedures, for the Professional Services Agreement (PSA) with Kidman, Behrens and Tague (KBT). The Committee discussed this proposal and suggested a simplified matrix or other tool to summarize these changes when presenting this matter to the full Board of Directors. 2 3.5. General Counsel's Monthly Summary Report The Committee reviewed the summary spreadsheet prepared by staff and the cover letter and supporting information from legal counsel. The differences in the presented information were discussed. Director Beverage left the meeting following discussion of this item at 12:55 p.m. 3.6. Status Report on Committee Specific Strategic Plan Initiatives There were no additional comments regarding the status report. 3.7. Future Agenda Items and Staff Tasks Legal Counsel presented information regarding the legal and public records issues related to personal and District-owned cell phones, pda's, tablets, computers, laptops and other information systems. The District is in the process of updating its policies on these devices and forms of electronic communications with the Board of Directors. Legal Counsel suggested reviewing and adopting these policy updates before proceeding with acquisition of electronic devices for the Board's use for District business, or consideration of reimbursement to the Board for the same. 4. ADJOURNMENT 4.1. The Committee adjourned at 1:19 p.m. The next meeting of the Executive-Administrative-Organizational Committee will be held October 6, 2011 at 4:00 p.m. or at some time later that evening, as determined by the availability of the parties of interest in the proposed Elk Mountain Reservoir Site Improvements and as posted. 3