HomeMy WebLinkAboutMinutes - EVWD Board of Directors - 09/25/2013 Approved November 13, 2013
EAST VALLEY WATER DISTRICT SEPTEMBER 25,2013
REGULAR BOARD MEETING
MINUTES
The Chairman of the Board called the meeting to order at 5:30 p.m. Mr. Steve Copelan led the
flag salute.
PRESENT: Directors: Coleman, LeVesque, Morales,Sturgeon,Wilson
ABSENT: Directors: None
STAFF: John Mura, General Manager/CEO; Mike Maestas, Assistant General
Manager; Brian Tompkins, Chief Financial Officer; Cecilia Contreras,
Executive Assistant
LEGAL COUNSEL: Steve Kennedy
GUEST(s): Members of the public
APPROVAL OF AGENDA
M/S/C (Wilson-Sturgeon) that the September 25, 2013 agenda be approved as
submitted.
PUBLIC PARTICIPATION
Chairman LeVesque declared the public participation section of the meeting open at 5:30 p.m.
There being no written or verbal comments,the public participation section was closed.
DISBURSEMENTS
M/S/C (Wilson-Sturgeon) that General Fund Disbursements #237986 through #238167
distributed during the period of September 5, 2013 through September 18, 2013 in the amount of
$1,429,367.28 and Payroll Fund Disbursements for the period ended September 18, 2013 in the
amount of$222,920.31 totaling$1,652,287.59 be approved.
DISCUSSION OF POLICY REGARDING DIRECTORS' FEES AND EXPENSES
Vice Chairman Morales stated that the Ad-Hoc committee was discussing concepts and ideas
for best practices based on the purpose statement that was adopted.
Board Member Sturgeon stated that the Ad-Hoc committee will meet and provide a
recommendation to bring to the full board for approval.
Information only.
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DISCUSSION AND POSSIBLE ACTION REGARDING APPROVAL OF DIRECTORS'
FEES AND EXPENSES FOR JULY AND AUGUST 2013
Board member Sturgeon questioned the meeting listed on Chairman LeVesque and Vice
Chairman Morales dated August 5,2013.
Board member Coleman stated that he made an amendment to his expense report moving the
meeting on August 13th from the board meeting section to the general meetings section.
Chairman LeVesque and Vice Chairman Morales agreed to not charge for the August 5th
meeting.
M/S/C (Wilson-Sturgeon) that the Directors'fees and expenses for July and August 2013
be approved as amended.
DISCUSSION AND POSSIBLE ACTION REGARDING APPROVAL OF AN
AMENDMENT TO THE WASH PLAN THAT ADDS SAN BERNARDINO VALLEY
MUNICIPAL WATER DISTRICT TO THE PARTIES OF THE AGREEMENT AND
AUTHORIZE PAYMENT FOR THE DISTRICT'S COMPLETED PLAN COST SHARE OF
$23,861
The General Manager gave an overview of the Wash Plan including but not limited to the
history of the plan, habitat conservation efforts, and maintenance for the wash; that the total
cost of this is $787,500; that San Bernardino Valley Municipal Water District is looking to be
added to this agreement,that the District's cost portion of this plan is$23,861.
M/S/C (Sturgeon-Wilson) to approve the amendment to the Wash Plan that adds San
Bernardino Valley Municipal Water District to the parties of the agreement and authorize
payment for the District's completed plan cost share of$23,861.
DISCUSSION AND POSSIBLE ACTION REGARDING APPROVAL OF NEW AND/OR
REVISED FISCAL POLICIES: 1. CAPITAL ASSETS POLICY 2. FRAUD PREVENTION
AND DETECTION POLICY
The Chief Financial Officer gave an overview of the Capital Assets Policy and the Fraud
Prevention and Detection Policy. The Chief Financial Officer also stated that moving forward
with these policies helps the District follow best practices.
M/S/C (Sturgeon-Morales) to approve the Capital Assets Policy and the Fraud
Prevention and Detection Policy.
DISCUSSION AND POSSIBLE ACTION REGARDING APPROVAL OF SECOND
AMENDMENT TO THE GENERAL MANAGERS EMPLOYMENT AGREEMENT
Three members of the public spoke in opposition of the approval of the second amendment to
the General Managers employment agreement.
The District's Legal Counsel clarified some information regarding the second amendment.
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Chairman LeVesque gave an overview of the history of the District's headquarters project; the
hiring process to choose a general manager that would be able to complete this project;that the
incentive process is a great way to do business to help with determination; that the motivation
is the cost the District is spending on the lease of the current administration offices; that this
amendment is being discussed at this time due to the timing of the project
Board member Wilson stated that there were reasons as to why the previous properties
purchased for the headquarters were not suitable;
Board member Sturgeon stated that the quality of the work is great that the CEO is doing;that
if the CEO is receiving a bonus that all employees should receive a bonus; that he would like to
know how the dollar amount for the bonus was decided; that he would support the goals
submitted but not the bonuses; that he would like an item on the next agenda regarding what
item was included in the budget for bonuses. Board member Sturgeon read into the record an
email that all board members received in opposition of the second amendment.
Vice Chairman Morales inquired about the term bonuses to the Districts legal counsel; that he
understood the amendment to include an incentive program not a bonus; that a performance
based compensation is not uncommon and to reward those who do an outstanding job.
The Districts legal counsel gave an overview of the bonus versus incentive program; that the
incentive program agreed to is based on the performance goals; that the timing of this is
sensitive due to the timing of the project and the Fiscal Year 2013/2014 budget was adopted;that
this was the earliest the item could be brought openly and publicly with the goals and objectives
for the General Manager.
Board member Coleman stated that the District would be saving money moving into the new
headquarters building than staying where we currently are; that the District is one of few that
are able to build a building like this without having to raise rates; that the goal is to achieve the
completion of the headquarters by the end of the current lease; that he is not happy about the
dollar amount but agrees that it is worth it if it will get the District out of the current facility
and into the new building.
M/S/C (Sturgeon-Wilson)to deny the approval of the second amendment to the General
Managers employment agreement.
Roll call vote was taken:
Board Member Coleman voted no.
Board Member Sturgeon voted no.
Board Member Wilson voted no.
Vice Chairman Morales voted yes.
Chairman LeVesque voted yes.
Board member Sturgeon requested an agenda item at the next meeting to discuss the budget and
what is included in it.
CONSIDERATION AND POSSIBLE APPROVAL OF BOARD MEMBERS ATTENDANCE
AT VARIOUS UPCOMING MEETINGS AND/OR CONFERENCES
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The Chairman of the Board stated that at this year's CSDA Conference there are a number of
breakout sessions that would be beneficial for board members and staff to attend. He would
like to get concurrence from the Board for both he and Board Member Coleman to attend the
conference. The Board concurred with the Chairman's request.
No formal action taken.
GENERAL MANAGER/STAFF REPORTS
No report.
LEGAL COUNSEL REPORT
No report.
ORAL COMMENTS FROM THE BOARD OF DIRECTORS
Board member Coleman thanked the members of the public for attending and that he attended a
Master Gardeners program where he learned about a $10,000 grant to establish a garden. Board
member Coleman stated that the speakers were great at the ACWA Region 9 meeting.
Board member Sturgeon apologized to Chairman LeVesque for his comments made during item
#7.
Vice Chairman Morales stated that the District hosted the ACWA Region 9 meeting on
September 13 which included a tour of the dam and new District projects; that the meeting was
well received and the panel discussion regarding emergency preparedness was very informing.
The board took a break at 6:56 pm.
CLOSED SESSION
The Board entered into Closed Session at 7:05 p.m. as provided in the California Open Meeting
Law,Government Code Section 54957 to discuss the item listed on the agenda.
ANNOUNCEMENT OF CLOSED SESSION ACTIONS
The Board came back into open session at 9:22 p.m.
ADJOURN
The meeting adjourned at 9:23pm.
Matt eVesque,President
John J. Mura,Secret
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