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Home My WebLink AboutMinutes - EVWD Board of Directors - 12/09/2008Awrov_ed December 22, 2008 "o EAST VALLEY WATER DISTRICT DECEMBER 9, 2008 REGULAR BOARD MEETING MINUTES President Goodin called the meeting to order at 2:30 p.m. Director Wilson led the flag salute. PRESENT: Directors Goodin, LeVesque, Sturgeon, Wilson ABSENT: Director Morales STAFF: Robert Martin, General Manager; Brian Tompkins, Chief Financial Officer; Justine Hendricksen, Administrative Manager LEGAL COUNSEL: Steve Kennedy GUEST(s): Jo McAndrews (McAndrews & Boyd), Larry Malmberg APPROVAL OF AGENDA M /S /C (Wilson - LeVesque) that the December 9, 2008 agenda be approved as subm.itted PUBLIC PARTICIPATION President Goodin declared the public participation section of the meeting open at 2:30 p.m. There being no written or verbal comments, the public participation section was closed. ADJOURN TO EAST VALLEY PUBLIC FACILITIES CORPORATION MEETING AT 2:31 P.M. RECONVENE TO EAST VALLEY WATER DISTRICT REGULAR BOARD MEETING AT 2:33 P.M. APPROVAL OF SPECIAL MEETING MINUTES FOR NOVEMBER 20, 2008 M /S /C (Wilson - LeVesque) that the November 20, 2008 Special Meeting Minutes be approved as submitted. Minutes: 12/09/08 jph RESOLUTION 2008.26 — A RESOLUTION OF THE BOARD OF DIRECTORS OF THE EAST VALLEY WATER DISTRICT ADOPTING A CONFLICT OF INTEREST CODE M /S /C (Wilson - LeVesque) that Resolution 2008.26 be approved. DISBURSEMENTS M/S /C (Wilson - LeVesque) that General Fund Disbursements #217335 through 217528 distributed during the period of November 24, 2008 through December 3, 2008 in the amount of $1,848,331.88 and Payroll Fund Disbursements for the period ended October 31, 2008 and November 21, 2008 in the amounts of $9,077.54 and $221,889.26 totaling $2,079,298.68 be approved. HEADQUARTERS PROJECT REVIEW AND UPDATE The General Manager stated that he has requested a revised proposal from Cordoba Corporation for the I" phase of the project; that he and the committee have met with landscaping and solar and consultants regarding the headquarters project. Director Wilson would like a progress update on the headquarters project. Director LeVesque and Morales met with the City of San Bernardino Mayor's office regarding the headquarters project. The Directors voiced their concerns to the Mayor's office regarding unreasonable landscape and irrigation requests being required by the City of Saner Bernardino for the 7 acres of vacant land. Information only. DISCUSSION AND POSSIBLE ACTION REGARDING THE WATER EDUCATION FOUNDATIONS "2009 WATER LEADERS CLASS" The General Manager stated that ten employees expressed interest in the program; that he requests guidance from the Board as to the selection process they would like to use. President Goodin would have appreciated additional time to review the letters of interest from prospective candidates. M/S (Wilson- Sturgeon) that an additional $2500 be added to the budget for the Water Education Foundation's "Water Leaders Class ". The Board would like the process to start earlier next year in order to review and interview prospective candidates. Directors Wilson and Sturgeon would like to amend their motion to state that the General Manager will select the employee who will be recommended for Water Education Foundations "2009 Water Leaders Class ". 2 Minutes: 12/09/08 jph M/S /C (Wilson- Sturgeon) that an additional $2500 be added to the budget and that the General Manager will select the employee who will be recommended for Water Education Foundations "2009 Water Leaders Class ". v�Wo BOARD REORGANIZATION President Goodin declared nominations open for Board Reorganization. M /S /C (Sturgeon -Le Vesque) that the nomination(s) for President and Vice President be closed and the ballot be cast for Donald D. Goodin as President and George E. Wilson for Vice President of the Board. M/S (Le Vesque- Sturgeon) that Robert Martin be re- appointed as General Manager. 4 idi M/S (Le Vesque- Sturgeon) that Brian Tompkins be re- appointed as Chief Financial Officer. Director Sturgeon requested that Justine Hendricksen be appointed as Board Secretary. Mr. Kennedy reviewed the water code and legal functions of the secretary with the Board. Mr. Kennedy also stated that Mr. Tompkins and Ms. Hendricksen work directly for the General Manager and not the Board of Directors. Mr. Tompkins questioned the appointment process for the Chief Financial Officer position. Director Wilson stated that he is content with the General Manager being the Board Secretary. A number of questions and concerns regarding the appointment structure for the General Manager, Board Secretary and Chief Financial Officer were discussed. It was determined that the General Manager does not need to be appointed as he already has a contract with the Board. The Board would like this item re- agendized for the next board meeting to discuss the Chief Financial Officer and Board Secretary appointments. No vote was taken. No changes were made to the Committee Assignments for 2009. SETTING TIME AND PLACE FOR HOLDING MEETINGS President Goodin declared the time and place for holding regular meetings is open for discussion. M/S (Le Vesque - Sturgeon) that the District's Regular Board Meetings be held at the District's Office located at 3654 E. Highland Avenue Suite 12, Highland, California, on the second (2 " and fourth (4` Tuesday of each month at 4:00 p.m. Minutes: 12/09/08 jph President Goodin and Vice President Wilson are content with the meeting time at 2:30 p.m. Director LeVesque would like the meetings to be at 4:00 p.m. The General Manager stated that Director Morales (via email) has proposed that the meetings be held at 4:00 p.m. or later. He suggested that the later time might create a greater level of participation from the public but is aware that there may be fiscal impacts related to this. M/S (Wilson- Sturgeon) that the District's Regular Board Meetings be held at the District's Office located at 3654 E. Highland Avenue Suite 12, Highland, California, on the second (2 "d ) and fourth (4 Tuesday of each month at 2:30 p.m. Directors Wilson and Sturgeon amended their motions to have the meetings at 3:00 p.m. M/S /C (Wilson- Sturgeon) that the District's Regular Board Meetings be held at the District's Office located at 3654 E. Highland Avenue Suite 12, Highland, California, on the second (2 "d ) and fourth (4` Tuesday of each month at 3:00 p.m. DISCUSSION AND POSSIBLE ACTION REGARDING THE HIGHLAND CHAMBER OF COMMERCE BALLOT FOR THE 2009 BOARD OF DIRECTORS M /S /C (Wilson - Sturgeon) that the Board approve the current slate of candidates on the ballot. DISCUSSION AND POSSIBLE ACTION REGARDING THE DECEMBER 23` 2008 BOARD MEETING The Board rescheduled the December 23rd meeting to December 22, 2008 at 3:00 p.m. DISCUSSION AND POSSIBLE ACTION REGARDING THE IRS 2009 STANDARD MILEAGE RATES M /S /C (Sturgeon - Wilson) that the IRS 2009 Standard Mileage Rates be approved. DIRECTOR'S FEES AND EXPENSES FOR NOVEMBER 2008, were presented to the Board for approval. M /S /C (Wilson- Sturgeon) that the Director's fees and expenses for November 2008 be approved. GENERAL MANAGER/STAFF REPORTS 4 Minutes: 12/09/08 jph The General Manager reported on the District's operations to date; that he has spoken to a representative from Arrowhead Credit Union regarding Capital Financing; that the San Bernardino Valley Municipal Water District (SBVMWD) is working on a conservation 40.0 sponsorship program; the program will work with city schools and parks and SBVMWD will pay 50% of the initial cost of the system. The General Manager has met with the City of Highland and SBVMWD regarding the program; a representative from SBVMWD will be at the December 22 "d board meeting to provide information regarding the program; that the District's annual employee awards banquet is this Saturday at 6:00 p.m.; that the old Administration offices on Del Rosa are being demolished this week. Mr. Tompkins stated that he is working on Grant funding for Plant 150. Information only. CONSULTANT REPORTS Ms. McAndrews stated that the City of Redlands is considering sponsoring two schools to participate in the Inland Empire Solar Challenge. The date for the event is May 8 -10, 2009, at the Yucaipa Regional Park. Information only. COMMITTEE REPORTS a) Legislative (Standing) - Director Sturgeon stated that the committee is finalizing a draft legislative policy. b) Budget (Standing) - Director LeVesque stated that the budget committee had met on December 8 Items discussed were: • Tiered rate structures • Prop 218 regulations • Conservation measures and mandates A number of these items warrant further review and will be brought back to the Board for discussion at a later date. c) Public Outreach (Standing) - The committee is meeting on Friday, December 12` d) Headquarters Project - (Ad -Hoc) No report at this time. ORAL COMMENTS FROM BOARD OF DIRECTORS Vice President Wilson stated that he attended the first two days of the ACWA conference in Long Beach and that he recently spoke at the Kiwanis Club. Director Sturgeon stated that he recently attended a retirement dinner for Judy Maben. He also stated that Credit Union's such as Arrowhead Credit Union network together to provide loans to agencies such as East Valley Water District. Mr. Mark Vargas has stated that he can provide information regarding financing and lease back options for the District. 5 Minutes: 12/09/08 jph President Goodin also attended the retirement dinner for Judy Maben. WATER EDUCATION FOUNDATION'S 26 ANNUAL EXECUTIVE BRIEFING "WATER 2009: BUILDING ON CHANGE ", DOUBLETREE HOTEL, SACRAMENTO, MARCH 12-136,2009 WATER EDUCATION FOUNDATION'S 2009 WATER TOUR SCHEDULE, VARIOUS DATES AND LOCATIONS CLOSED SESSION The Board entered into Closed Session at 4:18 p.m. as provided for in the California Open Meeting Law, Government Code Section 54945.9(a), to discuss the item listed on the agenda. ADJOURN TO REGULAR SESSION President Goodin declared that the meeting adjourn to regular session. ANNOUNCEMENT OF CLOSED SESSION ACTIONS The Board returned to session at 4:19 p.m. The item listed on the agenda was discussed in closed session with the no action being taken. ADJOURN The meeting was adjourned at 4:19 p.m. Donald Goodin, Board President Ro ert E. Marti ,Secretary 6 Minutes: 12/09/08 jph