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HomeMy WebLinkAbout2012-10-15 - Executive-Administrative-Organizational Committee Meeting Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT EXEC-ADM IN-ORGANIZATIONAL COMMITTEE MEETING October 15, 2012 A meeting of the Yorba Linda Water District's 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 Steve Conklin, Acting General Manager Director Gary T. Melton Damon Micalizzi, Public Info Officer Stephen Parker, Finance Manager OTHER ATTENDEES Arthur G. Kidman, Partner, Kidman Law LLP Matthew Hicks, Associate, Townsend Public Affairs (by telephone) 3. DISCUSSION ITEMS 3.1 Legislative Affairs Update This item was moved up to accommodate Mr. Hicks, joining the meeting by telephone. Mr. Hicks reported on issues relating to water matters in Sacramento and locally. At the completion of this item, Mr. Hicks ended his telephone connection to the meeting. 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. Amendments to the Conflict of Interest Codes for the District and the Public Financing Corporation Mr. Conklin reported that the Political Reform Act requires each local government agency to review its Conflict of Interest Code biennially and to notify the code-reviewing body (i.e., the County Board of Supervisors for us) of its accuracy or need for amendment. Presented to the Committee were the recommended amendments. Following review, the Committee supported the staff recommendation that (following review as to form by legal counsel) the Board approve the amended Codes and filing with the County. 1 2.2. ISDOC Quarterly Meeting and Election of Executive Committee for 2013/14 Mr. Conklin reported that at its Nov 29, 2012 meeting, ISDOC will be conducting an election of its Executive Committee. For that election, ISDOC is requesting that the YLWD Board designate in writing one primary and one alternate representative to vote YLWD's selection for the election. Following discussion the Committee recommended that the Board select Dir Kiley and Dir Hawkins as the primary and alternate representative, respectively. 3. DISCUSSION ITEMS 3.2. Past-Due Reminder Notice Mr. Parker joined the meeting at this time for the discussion on this item. Mr. Conklin reported on the chronology of committee and board actions that lead to the establishment of the Past-Due Reminder Notice for delinquent payment of a water bill. In discussion with the Committee, Mr. Parker described the process and timing of the Notices. Following discussion, the Committee asked that the threshold amount triggering mailing of a Past-Due Reminder Notice to a customer be raised to $75. Mr. Parker left the meeting at the conclusion of this item. 3.3. Customer Service Feedback Report The above report, showing customer service calls by category and customer feedback responses for January through September 2012, were reviewed with the Committee. 3.4. Status of Strategic Plan Initiatives The status of the initiatives was discussed with the Committee. 3.5. Agenda for Board of Directors Workshop Meeting Scheduled November 15, 2012 at 8:30 a.m. Mr. Conklin provided the Committee with a first draft of the new proposed contract for the General Manager position. He confirmed that a job description is also in the works for the GM position. The Committee asked that staff investigate the cost of hiring a search firm for the selection process and report back to the Committee. The discussion then moved on to the goals, direction, timing and work scope for the District's proposed Operations and Efficiency Study. Following discussion, the Committee asked staff to contact representatives at the MAP Program for ideas and potential recommendations, to contact general managers at other agencies that have gone through change for their thoughts and recommendations, and to contact other agencies that have had similar studies performed for their recommendations and suggestions. 2 3.6. Future Agenda Items and Staff Tasks Staff was asked to update the website. The Committee adjourned to Closed Session at 5:10 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) 4.2. Conference with Legal Counsel —Anticipated Litigation Pursuant to Subdivision (b) of Section 54956.9 of the California Government Code Number of Potential Cases: One Existing Facts and Circumstances under Section 54956.9(b)(3)(B): Dispute with Orange County Transportation Authority over payment of cost to relocate District water pipelines to make way for construction of Lakeview Avenue overcrossing of ATSF rail tracks and Orangethorpe Avenue. Mr. Conklin left the meeting after this item. 4.3. Public Employee Performance Evaluation Pursuant to Section 54957 of the California Government Code Title: Acting General Manager The Committee reconvened in Open Session at 5:25 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 5:25 pm. The next meeting of the Executive-Administrative-Organizational Committee will be held Monday, November 19, 2012 at 4:00 p.m. 3