HomeMy WebLinkAbout2012-04-16 - Executive-Administrative-Organizational Committee Meeting Minutes MINUTES OF THE
YORBA LINDA WATER DISTRICT
EXEC-ADMIN-ORGANIZATIONAL COMMITTEE MEETING
April 16, 2012
A meeting of the Executive-Administrative-Organizational Committee was called to
order by Director Hawkins 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 Phil Hawkins, Chair Ken Vecchiarelli, General Manager
Director Gary T. Melton Cindy Botts, Management Analyst
OTHER ATTENDEES
Art Kidman, Attorney, Kidman Law LLP
Heather Stratman, Senior Director, Townsend Public Affairs
Mark Schock, Resident
1. PUBLIC COMMENTS
Mr. Schock handed out documentation that was intended to clarify his public
records requests and explained why he was requesting information from the
District and what layout he felt would be most helpful to the District in analyzing
system capacity changes on Red Flag Warning days.
2. ACTION CALENDAR
2.1. Board Communications Reimbursement Policy
Ms. Botts presented the updated policy, which included the Committee's
request to include all devices used as an alternative to printed paper,
including a printer and ink for the Directors to print their own agenda,
rather than focusing on a tablet PC policy. The Committee approved of the
changes and clarified that they would like the policy to reflect the fact the
District will stop printing all agendas for Board members as of July 1,
2012.
3. DISCUSSION ITEMS
3.1. Legislative Affairs Update (Verbal Report)
Ms. Stratman gave an update on items of interest to the Yorba Linda
Water District Board, including representation on the Orange County
Sanitation District Board and a matter of dispute regarding the OCTA
Lakeview Avenue Overcrossing project. A future meeting will also be set
up with OCTA, which Ms. Stratman will report on in at the next meeting.
The Committee asked questions and discussed next-step processes.
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3.2. General Counsel's Monthly Summary Report
Mr. Kidman presented the Monthly Summary Report and answered
questions regarding the status of legal services on various matters of
interest and need.
3.3. Development of Public Records Act Request Policy (Verbal Report)
Mr. Kidman discussed the Public Records Act Request Policy that he was
tasked to create by the Board and the General Manager. Mr. Kidman
explained that the policy will focus on the preparation and compilation of
requested reports. Director Hawkins requested Mr. Kidman present a draft
of this policy at the next Committee meeting.
3.4. Future Use of Community Service Signage
Mr. Vecchiarelli presented additional information regarding the City of
Yorba Linda's request that the District take down the community service
signs. The Committee discussed this issue and asked that the Public
Affairs, Communication and Technology Committee review this item and
work with the City on a joint-use of the signs, as an alternative to taking
the signs down.
3.5. Customer Service Feedback Report
Mr. Vecchiarelli presented the current version of the Customer Service
Feedback Report. The Committee asked questions and requested that the
data be presented in a simplified version, with additional charts for visual
aid.
3.6. Alternative Work Schedule Comparison Data
Ms. Botts presented the current version of the Alternative Work Schedule
Comparison Data. The Committee commented with the limited sampling
data, the information is not very useful. The Committee asked questions
and requested that the data be presented in a different, more useful
format to include charts or graphs for visual aid and clarity.
3.7. Scheduling of Board of Directors Annual Tour of District Facilities (Verbal)
The Committee discussed possible dates for the tour and suggested a
preference of Tuesday, May 29, 2012 or Thursday, May 31, 2012.
3.8. Status of Strategic Plan Initiatives
Ms. Botts presented the March 2012 Strategic Plan Updates, which were
revised since the last meeting.
3.9. Future Agenda Items and Staff Tasks
The Committee requested that the Public Records Request Policy and
simplified versions of the Customer Service Feedback and Alternative
Work Schedule Comparison Reports be brought back to the next meeting.
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Mr. Kidman requested to add the following Closed Session to the agenda as there was
a need to take immediate action and the need for action came to his attention
subsequent to the agenda being posted.
Conference with Legal Counsel — Pending Litigation
Pursuant to Subdivision (a) of Section 54956.9 of the California Government
Code
Name of Case: Itani, et al vs. YLWD (OC Superior Court — Case No.
00124906)
Name of Case: Johnson, et al vs. YLWD, et al (OC Superior Court — Case
No. 00125994)
Name of Case: State Farm General Insurance Company vs. YLWD (OC
Superior Court — Case No. 00311353)
Name of Case: Weiss vs. YLWD (OC Superior Court - Case No. 00319080)
Name of Case: Lindholm vs. YLWD, et al (OC Superior Court - Case No.
00320239)
Name of Case: Travelers Commercial Insurance Company vs. YLWD (OC
Superior Court - Case No. 00327152)
Name of Case: Manista vs. YLWD, et al (OC Superior Court - Case No.
00332968)
Name of Case: American Security Insurance Company, et al vs. YLWD (OC
Superior Court - Case No. 00348304)
Name of Case: Buc vs. YLWD (OC Superior Court — Case No. 00409755)
Name of Case: Interinsurance Exchange of the Automobile Club vs. YLWD
(OC Superior Court - Case No. 00425404)
Name of Case: ACWA/JPIA, et al vs. Insurance Company of the State of
Pennsylvania, et al (OC Superior Court — Case No.
00486884)
Directors Hawkins and Melton agreed to add the item to the agenda.
The Committee adjourned to Closed Session to discuss the above matter at 5:37 p.m.
Directors Hawkins and Melton were present. Also present were Messrs. Vecchiarelli
and Kidman.
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The Committee reconvened in Open Session at 6:02 p.m. President Hawkins
announced that no action was taken during Closed Session that was required to be
reported under the Brown Act.
4. ADJOURNMENT
4.1. The Committee adjourned at 6:03 p.m. The next meeting of the
Executive-Administrative-Organizational Committee will be held May 9,
2012 at 4:00 p.m.
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