HomeMy WebLinkAbout2014-07-14 - Executive-Administrative-Organizational Committee Meeting MinutesMINUTES OF THE
YORBA LINDA WATER DISTRICT
EXECUTIVE - ADMINISTRATIVE- ORGANIZATIONAL COMMITTEE MEETING
Monday, July 14, 2014, 4:00 p.m.
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
The July 14, 2014 meeting of the Yorba Linda Water District's Executive -
Administrative- Organizational Committee was called to order by Director Kiley at
4:00 p.m. The meeting was held in the Admin Conference Room at the District's
Administration Building located at 1717 East Miraloma Avenue in Placentia,
California 92870.
2. ROLL CALL
COMMITTEE STAFF
Director Robert R. Kiley, Chair Steve Conklin, Acting General Manager
Director Ric Collett Damon Micalizzi, Public Information Officer
Annie Alexander, Executive Secretary
OTHER ATTENDEES
Art Kidman, Partner, Kidman Law LLP
Christopher Townsend, President, Townsend Public Affairs
3. PUBLIC COMMENTS
None.
4. ACTION CALENDAR
4.1. CSDA Region 6 Election of Officers and Board Members for 2014 -2018 Term
Mr. Conklin reported that Seat C for the above for Orange and San Diego
counties is up for a new representative and five candidates have
submitted statements for consideration. The Committee discussed this
item and asked that it be forwarded to the Board for consideration.
5. DISCUSSION ITEMS
5.1. Status of Legislative Affairs (Verbal Report)
Mr. Townsend discussed with the Committee, federal, state and local
political and legislative issues of interest and importance to the District. At
the completion of this item, Mr. Townsend left the meeting.
5.2. Records Management Policy
Miss Alexander joined the meeting for this item. She reported that she
and other staff have prepared a proposed Records Management program
for which a draft policy has been developed and was provided for review
by the Committee. The purpose of the policy is to ensure that the
District's records (both paper and electronic) are created, managed and
retained or disposed of appropriately and in accordance with relevant
legislation. The Committee reviewed and discussed the elements of the
policy and recommended that the Records Management Policy be
forwarded to the Board with the Committee's recommendation of approval.
Miss Alexander left the meeting at the conclusion of this item.
5.3. Status of Policies & Procedures (Verbal Report)
Mr. Conklin handed out copies of the latest draft of the tables titled "Status
of YLWD Policies and Procedures." He reviewed the list of policies
assigned to each District department and the status of each. Mr. Conklin
recalled that each of the departmental tables is reviewed and discussed at
the appropriate District committee on a monthly basis. He noted that the
entire package will be further refined and will be brought to the Board for
review at the July 31, 2014 workshop meeting.
Mr. Conklin then handed out a copy of a memo titled "Codification of
District's Ordinances and Resolutions," in which it is proposed that the
Board's recorded actions in 7 active ordinances and 52 resolutions be
compiled into a District Administrative Code. The memo noted that staff
has identified 34 California water districts which have Administrative
Codes in place. The memo also identified four firms and cost quotations
to provide the services to codify the above documents. Mr. Conklin noted
that this information will be brought to the Board for review at the July 31,
2014 workshop meeting.
5.4. Future Agenda Items and Staff Tasks
None.
6. ADJOURNMENT
6.1. The meeting was adjourned at 5:40 p.m. The next Executive -
Administrative- Organizational Committee meeting is scheduled to be held
Monday, August 11, 2014 at 4:00 p.m.
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