CALL TO ORDER:  The Board of Directors’ meeting of the Mid-Peninsula Water District was called to order by President Feldman at 6:00 p.m.

 

A. ROLL CALL:

PRESENT:     Directors Altscher, Feldman, Linvill, Vella (via conference call), Zucca

 

ALSO PRESENT:     General Counsel Cassman, General Manager Regan, Secretary Remeleh

 

STAFF PRESENT:    Michael Anderson

 

MEMBERS OF PUBLIC:   Susan Couden, Facilitator from Couden and Associates

 

PRESIDENT: Mark Feldman presiding.

 

Whereupon the following proceedings were duly had:

 

B. PLEDGE OF ALLEGIANCE: 

Director Linvill led the Pledge of Allegiance.

 

C. PUBLIC COMMENTS:

None

 

D. 2009 DISTRICT GOALS AND OBJECTIVES PLANNING: 

Facilitator Susan Couden led this portion of the meeting.  Susan gave an overview from the last meeting and asked the General Manager for his input since he was unable to attend.  Manager Regan stated he agreed with the goals but had some questions about the objectives and evaluation process regarding which he would like clarification.   

 

The Goals for the 2009 year are as follows.

1. To effectively manage the water resources and water demands for the District.
2. To operate the District at the highest level of service to customers at the lowest expense.
3. To develop an environment that fosters open, candid communications with the community, customers, staff and directors. 

 

The objective setting process will be as follows:

1. Management will develop objectives in support of the 2009 goals as well as the format in                     which they will be documented.
2. The objectives developed by management will be shared with the Board for input before being finalized.
3. Progress on objectives will be communicated to the Board through the normal quarterly reporting process.
4. The Board may suggest new objectives at any time but they must be presented as a directive from the total Board where at least three Board members express support of them at a properly noticed Board meeting.
5. Those suggestions will be discussed with management.  If there is a difference of opinion on direction, The Board will make the final decision at a properly noticed Board meeting by a vote of at least 3 members of the Board.
6.  When issues of sufficient importance come up which affect District objectives and or/ direction, the General Manager and Board President will discuss them without waiting for a scheduled Board meeting and continue to keep each other informed on an ongoing basis until there is a final resolution.  If the Board President desires to consult other

 

Board members prior to the next scheduled Board meeting, he/she will call a Special Board meeting to do so.

Manager Regan asked how milestones would be identified, what happens when things change and how these goals would be reflected in his yearly evaluation.  It was suggested by President Feldman that this item be discussed in a closed session as it relates to the General Manager’s review and is not a topic for open session.  It was agreed to schedule a closed session at a subsequent Board meeting for this discussion. 

The meeting then moved to the subject of communications.  All attending were requested to write down their top 3 communication issues and goals.  Susan then went around the room and asked each person for their items.  This continued until all items were submitted. Board and management then collectively selected their top 5 choices from the items offered. 

 

The following items were set as guiding principles:

1.      We show respect for each other and District property.

2.      We speak as a Board, not as individuals.

3.      We communicate clearly, assertively, and concisely without fear of consequences.

4.      We hold each other accountable for actions that reflect on each of us individually or as a group.

5.      We listen as allies, not as adversaries.

6.      Trust is important.

7.      Board and staff decisions are to be conveyed as District decisions.

8.      We provide feedback and comments in a way others can hear them.

9.      We do not talk about issues and /or people without including the individuals directly involved.

10.  As public officials, we adhere to ethical rules and our conduct should avoid even the appearance of impropriety.

 

Susan stated she will compile this info and send a copy to the District Secretary.  The District Secretary will then email the Board these principles and each member will review and submit to the Secretary any comments or suggestions.  The Secretary will compile the comments and prepare the document for the Board's approval at the next regular Board meeting.

 

The Board and Management also agreed to the following:

1. Any written communication to customers or publication to the community in general must be reviewed in advance by the District’s General Counsel.
2. The Management-Board Communication Guiding Principles will be shared with all District employees.
3. The guiding principles will be documented in a manner to be determined i.e. poster or cards, and used to guide future Management-Board interactions, including Board meetings.

This agenda item will placed on the next regular meeting agenda for further consideration.

 

E ADJOURNMENT:

President Feldman adjourned the meeting at 9:05.  The next regular meeting is scheduled for Thursday, March 26, 2009 at 6:30 p.m. in the District’s administrative offices at 3 Dairy Lane, Belmont, CA 94002