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HomeMy WebLinkAbout2012-09-21 - Executive-Administrative-Organizational Committee Meeting Minutes1 MINUTES OF THE YORBA LINDA WATER DISTRICT EXEC-ADMIN-ORGANIZATIONAL COMMITTEE MEETING September 21, 2012 A meeting of the Yorba Linda Water District’s Executive-Administrative-Organizational Committee was called to order by Director Hawkins 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 Phil Hawkins, Chair Steve Conklin, Acting General Manager Director Gary T. Melton Damon Micalizzi, Public Information Officer OTHER ATTENDEES Arthur G. Kidman, Partner, Kidman Law LLP Christopher Townsend, President, Townsend Public Affairs Matthew Hicks, Associate, Townsend Public Affairs Mr. Conklin requested to add the following case to the Closed Session section of the agenda as the item came to staff’s attention subsequent to the agenda being posted and action on this matter needed to be considered before the October EAO Committee meeting. In the Matter of Yorba Linda Water District and Michael Beverage (FPPC No. 11/49G) Directors Hawkins and Melton agreed to add discussion of this matter under Item No. 4.1. on the agenda. 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. Affirmation of Compliance with the Brown Act Mr. Conklin reported that the State, as a cost-saving measure, suspended for the next three years, certain state mandates including portions of the Brown Act. He noted that, in an effort to remain transparent, open and responsive, the CSDA, League of California Cities, and other entities encouraged local agencies to continue to comply with all aspects of the Brown Act, including those recently suspended. Mr. Conklin provided examples of actions taken by the City of Yorba Linda and MWDOC to affirm continued compliance. Following discussion, the Committee 2 recommended that the Board adopt a resolution affirming the District’s compliance with all aspects of the Brown Act. 3. DISCUSSION ITEMS 3.1. Legislative Affairs Update (Verbal Report) Mr. Townsend and Mr. Hicks joined the meeting for this item. Mr. Townsend reported on a meeting he had with Supervisor Campbell, and Mr. Kidman reported on his meeting with attorney Ken Smart, regarding the Lakeview Grade Separation Project and the Orange County Transportation Authority. Discussion with the Committee followed on the matter, and Mr. Townsend and Mr. Kidman were provided direction. Thereafter, Mr. Townsend and Mr. Hicks reported on issues relating to water matters in Sacramento and locally. At the completion of this item, Mr. Townsend and Mr. Hicks left the meeting. 3.2. Organizational Efficiency Study (Verbal Report) Mr. Conklin reported on the various ideas proposed for the Organizational Efficiency Study. After discussion, the Committee recommended that this item be brought to the Board on September 27 to schedule a date for a Board Workshop to develop a scope of work for the study and to develop a job description for the position of General Manager. 3.3. Use of Expedited Delivery Services (Verbal Report) The Committee had a brief discussion on the potential use of Fed Ex versus courier service for delivery of time-sensitive items. The Committee directed the Acting General Manager to handle this at the staff level. 3.4. Customer Service Feedback Report The above report, showing customer service calls by category and customer feedback responses for January through August 2012, were reviewed with the Committee. 3.5. Status of Strategic Plan Initiatives The status of the above was reviewed with the Committee. 3.6. Future Agenda Items and Staff Tasks Mr. Conklin reported that several staff members, including Mrs. Knight, the HR & Risk Manager, had recently attended training workshops on the topics “Managing the Marginal Employee,” and on “Performance Management.” The consensus of staff was that these were valuable training, and that all District staff who manage staff and perform staff evaluations could benefit from these classes. Following discussion, the Committee directed the Acting General Manager to make arrangements for these classes to be presented at the District for all staff who are managers, supervisors and leads. 3 The Committee adjourned to Closed Session at 1:45 p.m. Directors Hawkins and Melton were present. Also present were Messrs. Conklin and Kidman. 4. CLOSED SESSION 4.1. Conference with Legal Counsel – Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: ACWA/JPIA, et al vs. Insurance Company of the State of Pennsylvania, et al (OC Superior Court – Case No. 00486884) Name of Case: MAMCO, Inc. vs. Yorba Linda Water District (OC Superior Court – Case No. 00595177) Name of Case: In the Matter of Yorba Linda Water District and Michael Beverage (FPPC No. 11/49G) The Committee reconvened in Open Session at 2:10 pm. Director Hawkins announced that no action was taken during Closed Session that was required to be reported under the Brown Act. 5. ADJOURNMENT 5.1. The meeting was adjourned at 2:10 pm. The next meeting of the Executive-Administrative-Organizational Committee will be held Monday, October 15, 2012 at 4:00 p.m.