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2011-03-10: Work Session Minutes
VIRGIN VALLEY WATER DISTRICT
BOARD OF DIRECTORS
WORK SESSION
VIRGIN VALLEY WATER DISTRICT OFFICE
MARCH 10, 2011
Minutes of a Work Session of the Virgin Valley Water District Board held on March 10, 2011, at the Virgin Valley Water District Office at 9:00 a.m. Attending were President Karl Gustaveson, Vice-President Mark McEwen, Secretary-Treasurer Kenyon Leavitt and Board Members Ted Miller and Sandra Ramaker. Also present were Bo Bingham District Counsel and Mary Johnson taking minutes and other interested parties of agenda items.
President Karl Gustaveson called the meeting to order at 9:05 a.m.
Mark McEwen offered a prayer and Ted Miller led the pledge.
Public Comment: There was no public comment at this time.
ITEM#:
1. Discussion & Possible Action – Review of District’s Administrative Policy, Rules and Procedures Manual with the Board and staff and consideration of amendments, corrections, additions, deletions, modifications and comments to such Administrative Policy, Rules and Procedures Manual.
The Board began reviewing Chapter 1 and amended 1.1 to read ADMINISTRATIVE POLICIES RULES & PROCEDURES MANUEL in lieu of ADMINISTRATIVE POLICY.
The Mission Statement on 1.2 will be deleted and the District’s current mission statement of ‘Safe & Dependable Water for Today and Tomorrow’ will be included.
Under 1.5B FUNCTIONS OF THE BOARD OF DIRECTORS, should also include that at the first meeting in February the Board will receive the forms to evaluate the general manager and the GM’s evaluation will be held at the 2nd meeting in February. Sandra had supplied the evaluation forms that were used for the GM evaluation this past February and a suggested policy. Numbers 4 and 5 of the suggested policy were determined to be included with the budget workshops in lieu of including in this policy.
Sandra stated that she had been given an orientation book when she came on the Board and she would like to see that this be given to new board members and inserted somewhere here Under Chapter 2. It was also suggested that the GM or his designee take new Board members on a tour of the District facilities.
Bo brought up that one of his concerns is that the District has a lot of information that is kind of all over the place and in different places. The District has the enabling legislature, By-Laws, Administrative Policies, Employees Policies & Procedures and all the resolutions which are repeating things and some aren’t consistent with NRS. Bo suggested deleting things from this manual if it is in NRS already. Bo would like us to be consistent and it would be easier if the information could be found in one document.
Wade Poulsen commented that LCWD had run into this same situation and they referenced other documents within policies so they were not repeating themselves or being inconsistent.
It was discussed whether to delete Chapter 2 since all the information could be found in the enabling legislature, at least up to section 2.9. The Board then began discussing 2.10B DUTIES OF THE BOARD OFFICERS and it was decided to eliminate numbers 3, 4, 6, 7 and 8 and only use the wording of number 9 as number 3 with 2.10B to now read “Execute on behalf of the District with authority of the Board”. It was also decided to eliminate ‘E’ under section 2.10.
Further discussion continued on the duties of the Secretary-Treasurer. Bo read from the enabling legislature and stated that the Board may designate duties to other individuals, so Kenyon could still be Secretary-Treasurer and we would just need to modify this manual and the duties specified.
There was further discussion regarding the duties of the officers and where things are written with Bo stating that it is quite redundant with the different policies and having to look in four or five places to make sure we are doing things correctly. Bo suggested getting rid of this Administrative Policy and to incorporate anything extra from this policy into the by-laws and only have one document.
There was further discussion on who would draft the new policy and time frame to complete. Sandra also stated that the duties of the general manager do not match the job description for the general manager that was drafted before Ken was hired and these should be incorporated. There was a review of the documents that the District has and what would be consolidated. Mary will try to put the policy together, before legal reviews, after the budget is completed.
Karl opened the meeting for public comment again. Wade Poulsen of LCWD suggested to the Board that a working group be formed with representatives of the LCWD and the VVWD, the general managers and legal counsels and sit down and talk about working toward an Interlocal agreement between the two Districts first regarding servicing the Lincoln County Land Act.
2. Adjournment
President Karl Gustaveson adjourned the meeting at 10:11 a.m.
NOTE): The minutes of this meeting have been tape-recorded and will remain on file in the District office for a one-year period for public examination.