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HomeMy WebLinkAboutMinutes - EVWD Board of Directors - 09/10/2014 Approved September 24, 2014 EAST VALLEY WATER DISTRICT September 10, 2014 REGULAR BOARD MEETING MINUTES The Chairman of the Board called the meeting to order at 5:30 p.m. Director Coats led the flag salute. PRESENT: Directors: Coats, Coleman, LeVesque, Morales ABSENT: Directors: None STAFF: Mike Maestas, Assistant General Manager; Brian Tompkins, Chief Financial Officer; Justine Hendricksen, Administrative Manager; Eileen Bateman, Executive Assistant LEGAL COUNSEL: Jean Cihigoyenetche GUEST(s): Members of the public L SUPPLEMENTAL INFORMATION FROM THE GENERAL MANAGER REGARDING AGENDA ITEMS No supplemental information at this time. PRESENTATIONS Et CEREMONIAL ITEMS No presentations Et ceremonial items at this time. PUBLIC COMMENTS Chairman Morales declared the public participation section of the meeting open at 5:31 pm. Mr. Endsley addressed the Board with his concerns regarding the District's billing cycle changes and inquired why the information was not provided to customers on their bills or on the District's website. There being no further written or verbal comments, the public participation section was closed. 0 APPROVAL OF AGENDA Chairman Morales recommended that Item #2d be removed from the consent calendar for discussion and that Closed Session Item #7 be deferred to the next regular Board meeting. Minutes: 09/10/14 etb Ms. Hendricksen took roll call; 12 potential candidates were present. Each of the candidates addressed the Board and stated their qualifications, experience and what they could bring to the District if appointed to the Board. The Board took a break at 6:45 pm to allow Legal Counsel to tabulate the votes. The Board returned to open session at 7:07 pm. Chairman Morales opened the table for Director's comments prior to the announcement of the candidates moving forward in the appointment process. Director LeVesque stated that he had encouraged some candidates in the room to consider running for a seat on the Board; that although politics can divide members of a Board, it also unites members in making decisions; his personal selection of the candidate is who best suits the team. He challenged all to run for office as it is a great opportunity to engage in the future of society. Director Coats shared his journey to becoming part of the Board; that years ago he had participated in an appointment process, ran for office and on his 7th try he was elected to be a member of the Board; he encourages all to stay involved with the District and make it known if they truly want the job. He stated that we are fortunate to have the right to vote and participate, where other countries do not have this opportunity. Vice Chairman Coleman stated that it could have been easier to have an election as he would have liked to have the public vote for the new Board member but unfortunately it would not be fiscally responsible; he thanked the candidates for taking the time to run for the vacancy on the Board. Chairman Morales stated that it is an absolute privilege to sit on this Board; as Board members we need to make decisions in the best interest of the ratepayers; that it's extremely important to have input from the community; that the District is a continued cadence to be an example Board as we move forward; he thanked the public and encouraged their involvement and its decision on future projects. Mr. Cihigoyenetche announced the chosen candidates in no particular order; Chris Carrillo, Ross Jones, Nannet Shelton, Steven Tyler and Fred Yauger. He read the Board's individual votes as follows: Morales - Carrillo, Rothschild, Jones, Yauger LeVesque - Jones, Yauger, Tyler, Carrillo Coleman - Tyler, Fiorino, Smith, Jones Coats - Carrillo, Perez, Shelton, Rothschild The Board took a break at 7:21 pm. The Board returned to open session at 7: 27 pm. 3 Minutes: 09/10/14 etb M/S/C (LeVesque-Coats) that the September 10, 2014 agenda be approved as ammended. APPROVE THE AUGUST 27, 2014 REGULAR BOARD MEETING MINUTES I 1 M/S/C (LeVesque-Coats) that the August 27, 2014 Regular Board meeting minutes be approved as submitted. APPROVE THE AUGUST 27, 2014 SPECIAL BOARD MEETING MINUTES M/S/C (LeVesque-Coats) that the August 27, 2014 Special Board meeting minutes be approved as submitted. DISBURSEMENTS M/S/C (LeVesque-Coats) that the General Fund Disbursements #241287 through #241964 which were distributed during the period of August 1, 2014 through August 31, 2014 in the amount of $2,989,555 and payroll and benefit contributions in the amount of $404,090 totaling $3,393,645 be approved. DIRECTORS FEES AND EXPENSES FOR AUGUST 2014 Chairman Morales stated that there is a need for clarification regarding Vice Chairman Coleman's expense report and recommended that he resubmit his expense report at the next Board meeting. M/S/C (LeVesque-Coats) that the Directors' fees and expenses for August 2014 be approved with the exception of Vice Chairman Coleman's expense report. COMPLETE SELECTION PROCESS TO APPOINT A NEW GOVERNING BOARD MEMBER TO FILL VACANCY Chairman Morales welcomed everyone to the meeting and expressed how extremely proud he is regarding the quality of potential candidates and their desire to be a member of the East Valley Water District Board. Mr. Cihigoyenetche reviewed the guidelines and selection process. He stated that the District has 60 days to fill the vacancy; that 14 applications were received; that Ms. Hendricksen will keep time and each candidate will have up to five minutes to address the Board; that after all of the candidates have spoken the Board will provide their scoring sheets to Legal Counsel and he and Ms. Hendricksen will tabulate the scores; that up to five to seven candidates will be selected to move forward in the formal process. Chairman Morales made statements regarding the expectations of being a Board member for the District and that this will be a difficult decision to make with the quality of candidates present this evening. 2 Minutes: 09/10/14 etb GENERAL MANAGER/STAFF REPORTS The Assistant General Manager reported on the following: the District's Rate Study Committee has been selected and will begin meetings next week; Customer Service Representative interviews were held and a candidate is in the background process; the Inland Empire GIS conference is scheduled for September 25th; post cards to promote water conservation are in production; open enrollment for benefits begins September 15th through October 10th; benefit health fair is scheduled for September 17th Information only. LEGAL COUNSEL REPORT Mc. Cihigoyenetche announced that he will not be in attendance for the next two meetings and introduced his partner, Richard Clouse, who will take his place while he is absent. ORAL COMMENTS FROM THE BOARD OF DIRECTORS Director Coats stated the he had the opportunity to visit a sewer treatment plant with Chairman Morales, Mr. Mura and Ms. Malloy; he was quite impressed to find that such a facility had no odor or noise; he noted that he shared a picture of the facility and it was so beautiful that it was mistaken for a hotel; that if the District decides to build a reclamation plant, he realizes now that it can be built without odor and aesthetically pleasing. Vice Chairman Coleman shared that although he did not have a chance to attend the tour of the treatment facilities, he did his own research and came across one facility that was so odor free that the facility is being rented out for weddings. Chairman Morales stated that staff filmed the tour of the reclamation facility and that the video will be used to educate the community on the types of plants that are currently in use; he observed that the location of the facility and the non-existent odor which was screened in such a way that the facility could not be seen from the street; he was impressed by how the treated water was disposed from the facility and that effluent was treated in the middle of a neighborhood. ADJOURN The meeting adjourned at 7:40 pm. Jam s Morale , r., Chairman John J. Mura, cretary 4 Minutes: 09/10/14 etb Approved September 24, 2014 EAST VALLEY WATER DISTRICT September 10, 2014 SPECIAL BOARD MEETING MINUTES The Chairman of the Board called the meeting to order at 7:45 pm. Mr. Cihigoyenetche led the flag salute. PRESENT: Directors: Coats, Coleman, LeVesque, Morales ABSENT: Directors: None STAFF: Mike Maestas, Assistant General Manager; Brian Tompkins, Chief Financial Officer; Justine Hendricksen, Administrative Manager; Eileen Bateman, Executive Assistant LEGAL COUNSEL: Jean Cihigoyenetche GUEST(s): Members of the public PUBLIC PARTICIPATION Chairman Morales declared the public participation section of the meeting open at 7:46 pm. There being no written or verbal comments, the public participation section was closed. BOARD PROFESSIONAL DEVELOPMENT 1 . ADOPT BOARD OF DIRECTORS HANDBOOK (CHAPTERS 4-6) Mr. Kelly stated that the Board's goal was to prepare a comprehensive Board handbook. He reviewed each chapter including the Preamble through Chapter 6; he also provided a list of changes to chapter 7 and asked that the Board consider the draft document and adopt it at the October 9th meeting. Mr. Kelly reiterated that this handbook sets standards for current and future Board members and that this document will continue to grow. Chairman Morales stated that this was a value based document and thanked the public for their comments and stated that with the adoption of this document this Board can continue to work at a high level of best practices. Director LeVesque provided suggestions to Chapter 5, that the Chair has the authority to call a special or emergency meeting; that the handbook should be brought back annually for Board review and thanked Mr. Kelly for putting together the Handbook. Minutes: 09/10/14 etb Chairman Morales provided comments he received via email and requested clarity on page 14, #6 Et #8 in Chapter 6, including when Board members represent themselves as an individual and not as a member of the Board in an official capacity while attending meetings; page 17, #3C if it is unreasonable Et not practiced to leave the room until after discussion and decision of an item that is a conflict of interest; and page 18, Enforcement, it should be publicly dealt with to keep transparency. 111 Mr. Cihigoyenetche and Mr. Kelly will work on the additional language to incorporate the suggestions. This item was tabled to the next meeting after further review. 2. ESTABLISH AN AD-HOC POLICY COMMITTEE Chairman Morales recommended that the Board establish an Ad-Hoc Policy Committee to provide an expansion of the guide book with separate policies and bring to full Board for consideration after thorough review. M/S (LeVesque-Coats) to approve the creation of an Ad-Hoc Policy Committee. Board members LeVesque and Coats amended their motion to include the assignment of Board member LeVesque and Coats to sit on the committee. M/S/C (LeVesque-Coats) to approve the creation of an Ad-Hoc Policy Committee and assign Board members LeVesque and Coats to sit on the committee, ADJOURN The meeting adjourned at 8:15 pm. 14-‘, Ja s Mora es, Jr, President John J. Mura, Secretary Minutes: 09/10/14 etb