Board Meeting - 11/5/2015
MINUTES OF THE BOARD OF DIRECTORS OF SERRANO WATER DISTRICT
The Board of Directors of the Serrano Water District met in a regularly scheduled board meeting on Thursday, November 5, 2015. The meeting was held at the District Office located at 18021 Lincoln Street, Villa Park, California.
CALL TO ORDER: President Pharris called the meeting to order at 8:32 a.m.
ROLL CALL:
BOARD OF DIRECTORS MEMBERS PRESENT:
C.L. “Larry” Pharris, Jr. President
Frank Bryant Vice President
Robert F. (Woody) Rickerl Board Member
Jerry Haight Board Member
Richard A. Freschi Board Member
BOARD OF DIRECTORS MEMBERS ABSENT:
STAFF PRESENT:
Jerry Vilander General Manager
Ann Michel Director, Finance & Administration
Joel Kuperberg General Counsel, Rutan & Tucker
Laura Heflin Administrative Assistant
GUESTS PRESENT:
Adam Wood Curt Pringle & Associates
Dave Noyes Contract CEO, Irvine Lake
PUBLIC COMMENT
None.
BOARD MINUTES
Consideration of Serrano Water District Board Meeting minutes of October 13, 2015. Director Rickerl moved that the minutes of the October 13, 2015 meeting be approved as presented, Director Bryant seconded the motion, and the motion was unanimously carried with Directors Bryant, Haight, Pharris, Freschi and Rickerl voting yes.
GENERAL MANAGER REPORT
General Manager Vilander summarized the status of Board Committee and management matters as agendized for the month of October. Highlighted items included an update on a recent AWWA conference attended in which new underground irrigation technology was discussed for turf irrigation. General Manager Vilander is reviewing the possibility of receiving a grant from Metropolitan Water District and will keep the Board of Directors posted regarding progress. The process to sleeve well #3 should commence in three weeks. ACWA is currently working on contacting the contractor involved in the Smith Reservoir claim. Cla-Val training was also discussed.
STATUS OF DROUGHT RESPONSE AND WATER SUPPLY
General Manager Vilander reported that there was an approximate 35% reduction in consumption for the month of October. The Conservation Committee met regarding placing a potential moratorium on penalties and determined that this was not feasible based upon the 35% reduction for the month of October. General Manager Vilander explained about the difficulty involved with the retroactive banking concept, and it was determined that the data will be reviewed monthly by the Conservation Committee.
FINANCIAL REPORT
Following presentation of the financial report by Ann Michel, Director of Finance and Administration, it was moved (Director Freschi), seconded (Director Haight), and unanimously carried with Directors Bryant, Rickerl, Pharris, Freschi and Haight voting yes to approve the disbursements in the amount of $233,449.48.
WATER REPORT
Ann Michel, Director of Finance and Administration, presented the water report. The water report was received and filed. President Pharris asked Ann Michel, Director of Finance and Administration to research the efficiency of the treatment plant over the last 60 days due to the fact that it has been running at maximum capacity.
SWD 2015-2016 BUDGET STATUS
General Manager Vilander delivered an update on the 2015-16 budget status. Director Haight expressed concern about some of the budgeted items including water sales, maintenance, salaries and office supplies. Additionally, the general plant category should be changed to general office. Director Haight suggested that a mid-year budget review be conducted.
REPORT BY PERSONNEL COMMITTEE FOR ANNUAL SALARY REVIEWS
Following discussion led by General Manager Vilander regarding annual salary reviews, it was moved (Director Bryant), seconded (Director Pharris), and unanimously carried with Directors Bryant, Rickerl,
Pharris, Freschi and Haight voting yes to approve the Personnel Committee’s recommendation of a cost of living increase in the amount of 1% and a one-time salary adjustment in the amount of $30,000 to be distributed at the discretion of the General Manager.
URBAN WATER MANAGEMENT PLAN UPDATE
Following discussion led by General Manager Vilander, it was moved (Director Rickerl), seconded (Director Haight), and unanimously carried with Directors Bryant, Rickerl, Pharris, Freschi and Haight voting yes to authorize the General Manager to issue a purchase order in the amount of $23,000 to Water Resources Planning to update Serrano Water District’s Urban Water Management plan.
BOARD OF DIRECTORS POLICIES
Director Bryant stated that the District should have a formal written policy and requested more information before election of officers, committee assignments, etc., are decided upon. It was agreed by general consensus that the Board meetings would remain at their regularly scheduled time. Director Freschi posed the question of what constitutes needing to reschedule a meeting. Directors Freschi and Haight stated that they felt that Directors should have the authority to place items on the agenda should they desire. Attorney Kuperberg remarked that usually the agenda item should not include staff time unless approved by the Board at the actual meeting and that the item should be up for discussion at the meeting. Director Haight also stated that the Board President should not be allowed to remove a Board member from a Committee without approval from the Board as well as the dissolution or addition of a Committee. Director Haight stated that he is in favor of a yearly rotation of the Board President. President Pharris and Director Bryant stated that they were in favor of a two year term as this is what it has historically been. Director Rickerl discussed taxing the Director’s stipends and asked Ann Michel, Director of Finance and Administration, to research this item and report back. Discussion ensued.
It was decided that the Personnel Committee would review items including election of officers, committee assignments, General Manager expenditure authority, items being placed on the agenda and the need for Special Board meetings and bring recommendations back to the December Board meeting.
RESIGNATION OF DIRECTOR ROBERT F. RICKERL EFFECTIVE DECEMBER 31, 2015
Director Rickerl announced that he was tendering his resignation from the Board of Directors effective December 31, 2015. He remarked that he had enjoyed his tenure on the Board of Serrano Water District over the years and would be available to assist if needed. President Pharris thanked Director Rickerl for his years of service on the Board of Directors.
CORRESPONDENCE
None.
DIRECTOR COMMENTS AND REPORTS
Director Freschi asked Attorney Kuperberg about the process required to fill Director Rickerl’s position.
Attorney Kuperberg responded that the process cannot be started until January 1, 2016. The Board of Directors has 60 days to appoint or elect for the position then it falls to the Board of Supervisors.
ATTORNEY’S REPORT
None.
CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to paragraph (d)(2) of Government Code Section 54956.9: One potential case.
It was announced that there was no need for closed session.
ADJOURNMENT
The meeting was formally adjourned at 11:20 a.m. The next regularly scheduled meeting will be held on Tuesday, December 8, 2015 @ 8:30 a.m. at the District office.
Laura Heflin, Administrative Assistant