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HomeMy WebLinkAboutMinutes - Minutes - Water Services Advisory Commission - Meeting Date: 4/1/2015 Water Services Advisory GLENDfE Commission Oasis Water Campus 7070 W.Northern Avenue April 1,2015 3:30 P.M. FINAL MINUTES This was a Water Services Advisory Commission Retreat and was held in lieu of the regularly scheduled public meeting. No items other than training information and strategic planning were addressed. The public was welcome to attend and observe. I. ROLL CALL Present: Commissioners John Sipple, Robert Gehl, Roger Schwierjohn, Robin Berryhill, Ruth Faulls, Chair Ron Short, and Vice-chair Jonathan Liebman Staff: Craig Johnson, Dr. Doug Kupel, Shannon Rodriguez, and Amanda McKeever II. CITY ATTORNEY'S OFFICE REVIEW Russ Romney, Deputy City Attorney, began by explaining that he would be presenting information on Open Meeting Laws. He explained that Arizona Revised Statues 38-431 are applicabl9 to any "public body," and that the Commission is considered a public body. He then reviewed the statue in further detail and defined several key words. He described the requirement of posting meeting notices at least 24 hours in advance with an agenda. He explained the public body can only discuss and take action on agenda items. He said members iof the public may make statements to the Commission on items not on the agenda but the Commission may not discuss those or any items not on the agenda. He added that Commission members may respond to personal attacks made by the public, and a suggested response to those types of comments may be "Thank you for your comment. You have been heard." Mr. Romney then described unintentional meetings which would be when a quorum of four or more Commission members meets. He described how "splintering" a quorum may occur and how to avoid it. Mr. Romney explained in detail violations of Open Meeting Laws, repercussions, and penalties of those violations. City of Glendale Water Services Department•7070 West Northern Avenue•Glendale,AZ 85303•(623)930-4100 April 1,2015 Water Services Advisory Commission Final Minutes Page 2 He provided information on summaries, records of the meetings, and executive sessions. He described under circumstances when executive sessions may be held and the format of executive sessions. In response, Chair Short noted the importance of transparency and the perception discussions are held and decisions are made in executive sessions. He said improvements can be made to transparency. Mr. Romney then reviewed the top ten Open Meeting Law Considerations, which included social gatherings and technology. He suggested if there is a possibility a quorum of the Commission may attend the same social gathering„.a Notice of Public Meeting should be posted and the members not discuss business at the gathering. Mr. Romney said if a quorum of the Commission inadvertently attends the same social gathering without completing a Notice of Public Meeting, one or more of the members should leave the gathering so that there is not a quorum present. In regards to technology, Mr. Romney offered a few suggestions to avoid violating the Open Meeting Laws, which include avoiding electronic messages such as email and text messages used to discuss a topic within the jurisdiction of the public body. He suggested the Commission members forgo responding to all Commission members on email messages in order to avoid any Open Meeting Law violations. Mr. Romney then spoke briefly on ethical protocols. He explained conflict of interest assessments depend on remote interest versus substantial interest. He said if a Commission member thinks or feels they may have a conflict of interest, they should recuse themselves. He said if the Commission member has a vested interest, an emotional response, or a stake in the response, they should recuse themselves from the issue. He said by recusing themselves, it shows integrity and removes any doubt. He said if anyone has a question about a conflict of interest,they may call the City Attorney's Office. Mr. Romney concluded and offered to respond to any questions. Chair Short mentioned that citizens who attend this Commission's meetings expect a dialogue and a response to their comments at the time of their comments. He expressed that it can be frustrating for the Commission to not be able to answer a question from the citizen. Mr. Romney responded if a citizen raises a question on an agenda item, it may be brought up as a part of discussion amongst the Commission. He explained having a dialogue is not helpful because oftentimes a response to a citizen's question is complex and requires context and further explanation. He suggested the questions be noted and answered after they are researched and considered further and post the answers after the meeting or review the responses at the next meeting. Commissi ner Berryhill added that it can be left up to the Chair whether to answer the questions from the public or not and Mr. Romney replied it is better to not respond to the questions and engage in a dialogue but instead put it on the agenda for the next meeting. Mr. Romney explained it is up to the Chair to govern those actions and the Commission cannot discuss anything that is not on the agenda. April 1, 2015 Water Services Advisory Commission Final Minutes Page 3 Commissioner Gehl offered some alternatives such as having a Commissioner speak to the citizen on an individual basis after the meeting and asking staff to address the concern after the meeting. He said in many cases citizens want to vent to the Commission. Mr. Romney responded that talking with a citizen one-on-one may help but no discussion amongst the Commission may occur. Commissioner Berryhill expressed that prior to becoming a commissioner, it was frustrating to make comments because there was no acknowledgement from the Commission when she made her statements. Mr. Romney responded that the best thing to do is for the Chair to make a statement prior to public comments explaining discussions cannot be held and responses cannot be given by the Commission but the comments are being heard by the Commission. He reiterated that it is best to not have any discussion. Commissioner Schwierjohn stated that there can be assumptions made by the public when the Commission is at the beginning of the process and that when the public is less than respectful in their comments, it is difficult and frustrating for the Commissioners as well. Mr. Romney reiterated that it is best to preface the comments that discussions are not allowed and keep repeating that point. He also suggested when a citizen is attacking the Commission, Commission members should not take it personally and everyone is working towards the same goal which is what is best for Glendale. NO ACTION REQUIRED III. STRATEGIC PLANNING Shannon Rodriguez-Yaeggi, Employee Development Coordinator, facilitated strategic planning discussions with the Commission. The Commission completed exercises evaluating accomplislunents of the Commission, the mission statement, the goals for the Commission moving into the future, and Commission priorities. The results of these exercises are included in Attachment 1: WSAC Strategic Planning Retreat Notes. NO ACTION REQUIRED IV. NEXT MEETING DATE Wednesday, May 6, 2015, 6:00 p.m. V. CALL FOR ADJORNMENT MOTION MADE AND SECONDED to adjourn at 7:03 p.m., passed by voice vote. APPROVED 7-0 Res'ectfull; s - -1, 410, Amanda McKeever,Acting Recording Secretary Uldll VVJHL.IVIIIIULCJ UJUJLU17 MLLdl.1I11IClll. J. Water Services Advisory Commission Strategic Planning Retreat Notes April 1, 2015 Our Mission: To Ensure Quality,Safe and Reliable Water Services at Justifiable Rates for the Citizens of Glendale through Policy and Strategy Recommendations to the City Council. Summary: Consensus Item: Make one change to the Mission to read: "To ensure quality, safe and reliable water services..." Consensus Item: Key Results Areas of Urban Irrigation, Water Resources and Conservation will be our main focus this year. Consensus Item: Continue to meet monthly, but with smaller topics based on our Key Results areas and Action Items. Consensus Item:Vacate meetings in July and August. Our Accomplishments: • Consensus to continue offering urban irrigation • Voted clown the Service Line Warranty • Efforts to increase urban irrigation and bring others on, give them the information • Positive article in the paper, the flyers, and quarterly letters • Commission has gained esteem and respect as a conduit for Citizens • We now have a place for Citizens to go/call/website • Water Services Director and Assistant Director's credibility and the time spent • Commissioners are working well together • High degree of professionalism and knowledge of staff • We are enlightened • We've had no AG violations • Good p logress on urban irrigation through working together • Tours of the facilities ensure the team has a good idea of the process—the beginning to the end of water • We've done ourselves proud with the Super Bowl Review of Our Mission Statement: • Insure versus Ensure - Review the dictionary definitions • What are "justifiable rates"? o Reasonable—but that's subjective o Created through review of the budget, cost, and rate development, clearly worked out so Citizens can clearly see why the rates are as they are o Appropriate, without arbitration o Can justify anything—is there a better word? • Prudent and justifiable • Appropriate and justifiable • Fair and equitable and justifiable o Analytical process behind it • Recommendations to whom? o Council o Water Services Department o InI collaboration with staff o It is understood that we work in collaboration with staff,that's how we are able to accomplish anything UIdIL VVJHI. IVIIIIULCs UJU1LU17 MLLdl.11111e111. 1 Key Results Areas—Our Focus A Two Year Program 1. Urban Irrigation (2015) • Conclusion and grants in the fall • Apply for urban irrigation improvement grants (CDBG) • Finish the urban irrigation issue • Urban irrigation "change" over in south Glendale—should this be an issue or is it done since staff has found no evidence to support? • Not take another six months on urban irrigation—get it done 2. Water Resources (2015) • Ongoing drought in the Southwest • 100 year plan for future growth • Maintain water quality • Review current plan for our three water sources • Intergovernmental agreements for collaboration,for example, with Peoria 3. Conservation (2015) • Drought planning education • Water conservancy • Waters service element general plan —20-30 Years • 100 year plan for future growth • Reuse of waste water for drinking water • Maintain water quality • Grey water reuse i • Conservation and alternative/new source generation 4. Security (2015-16) • Educate Commission on how we secure our water resources • How do we compare in the area of security and protecting our resources from terrorism and harm? 5. Outreach (2016) • Educate Commission on current outreach efforts • To kids on fats, oils and greases—FOG monster • To renters and rental property owners • Run off water/storm water outreach • Enhance/adjust outreach efforts • Updated PowerPoint on Water Services for general public presentations by Commission • Channel 11 programming 6. Capital [improvement Projects (2016) • Commission should be part of the process next year • Review resources—camera trucks and other tools • Increase the number of CIPs completed 7. Rates (2016) • Commission should be part of the process next year