Minutes of the ISD Special Meeting of the Board November 18, 2014

MINUTES OF THE SPECIAL MEETING

OF THE BOARD OF DIRECTORS OF THE

IRONHOUSE SANITARY DISTRICT

 

November 18, 2014

 

The Ironhouse Sanitary District (ISD) Board of Directors met in Special Session on Tuesday, November 18, 2014.

 

The place of the meeting was the Ironhouse Sanitary District Office at 450 Walnut Meadows Drive, Oakley, California.  

 

1. Call to Order President David Huerta called the meeting to order at 6:03 p.m. 
    
   Board Roll Call
    
               Members present:                   David Contreras, David Huerta, Chris Lauritzen, Michael Painter, and Doug Scheer
    
               Members absent:                    None
    
   Staff/Consultants present:      Tom Williams, General Manager
   Bob Henn, District Counsel
   Susan Walde, District Secretary
    
               Interested parties present:      Susan Morgan, Oakley
                                                              
   Pledge of Allegiance – led by President Huerta
    
2. Approval of the Agenda -M/S M. Painter, D. Contreras and the Board voted unanimously to approve the Agenda. 

In favor: D. Contreras, D. Huerta, C. Lauritzen, M. Painter and D. Scheer.  Opposed:  None. Absent: None.

 

1. Public Comments – Communications from the public on subjects not on the agenda.  There were no comments from the public at this time.
    
2. Business Before the Board
    
   4A.       Consideration of Position of Assistant General Manager/Later General Manager.  Director Contreras on behalf of the Personnel/HR Committee reported that the Committee met for follow up on B.O. #14-46 authorizing the hiring of a recruiting firm for not to exceed $30,000 for recruiting of a possible Assistant General Manager.  At the Board’s September 2 meeting, the Committee heard from several members of the Board that they were interested in pursuing someone who could be General Manager upon the expected retirement of the current General Manager. The Committee moved forward with the request and received a proposal from BHI Management Consulting.  The Committee met today, reviewed the proposal and decided to present the proposal to the Board with the recommendation it move forward with the proposal.  After its meeting, the Committee had copies of the BHI Management Consulting proposal distributed to the other Board members and had District Counsel prepare a short Consulting Agreement.  After hearing from the Board that they are not interested in the position of Assistant General Manager the Committee recommends moving forward with General Manager recruitment.  The Committee also recommends that the Board:
   - Approve the proposal dated November 17, 2014 and the Consulting Agreement with BHI Management Consulting at a not to exceed cost of $24,000, and authorize the President and Secretary to sign the Consulting Agreement. 
   - Have Mr. Ives work directly for the Board taking his direction from it. 
    - Designate a Board committee to administer the General Manager recruitment between Board meetings, which can be the existing Personnel & HR Committee with a new member to replace David Huerta or an ad hoc committee. If the natural progression of the Board reorganization should proceed, then Director Contreras would recommend adding Director Scheer to the Personnel & HR Committee; he reviewed and proposed this to the Board and the Board agreed. 
     - Authorize the Committee to administer the GM Recruitment between Board meetings under the direction of the Board. 
     - Set up the first workshop for the Board to work with BHI Management Consulting. 
   Director Contreras also stated that the Committee asked Bob Henn and Fred Etzel, Legal Counsel to review the proposal and prepare the agreement, and will be using Legal Counsel for other legal matters as needed in recruitment of the new GM.
   Director Lauritzen stated that in reviewing the proposal, the timing could be 4-6 months from search project start to position start day. 
   Director Contreras stated that the hiring process is the function of the Board as the General Manger is the only employee the Board hires.
   Director Painter stated that this is a carry on of the Board’s previous discussions.  He is in support of using BHI, as the Board has worked with Mr. Ives on previous occasions and have had a positive outcome. 
   Mr. Williams stated his concerns that if the contract starts immediately we could have a candidate in May.  This does not tie-in with a commitment from the General Manager for retirement.
   Director Scheer asked how long it would take to bring a new General Manager up to speed.  Mr. Williams stated he felt it would take 1-2 months.
   The Committee recommends the Board vote on recruitment of a General Manager.  Then authorize retaining BHI Management Consulting for the executive search; authorize President and Secretary to sign the agreement not to exceed price of $24,000 and authorize the Personnel/HR Committee to work directly with BHI between Board meetings and report back to the Board.   
   M/S M. Painter, D. Scheer and the Board voted to move forward with hiring a new General Manager in lieu of an Assistant General Manager. 

In favor: D. Contreras, D. Huerta, C. Lauritzen, M. Painter and D. Scheer.  Opposed:  None. Absent: None.

 

 

4B.       Consider Retaining BHI Management Consulting for Executive Search.

M/S C. Lauritzen, D. Scheer and the Board voted to accept the proposal from BHI Management Consulting; authorize District entry into the Consulting Agreement with BHI and the President and Secretary to sign the Agreement; have Mr. Ives work directly for the Board, taking his direction from it; and accept the recommendations of the Committee to designate and authorize the Personnel/HR Committee to administer the General Manger recruitment between Board meetings under the direction of the Board, reporting back to the Board.

In favor: D. Contreras, D. Huerta, C. Lauritzen, M. Painter and D. Scheer.  Opposed:  None. Absent: None.

The first workshop of the Board with BHI Management Consulting was tentatively set for December 8, 2014.  

 

At 6:32 p.m., the President announced the Board would now go into Closed Session on agenda item

5A.

 

1. CLOSED SESSION

 

            5A.      CONFERENCE WITH LEGAL COUNSEL-ANTICIPATED LITIGATION

            Significant exposure to litigation pursuant to paragraph (2) of subdivision (d) of Government Code Section 54956.9 – one case.

 

At 7:10 p.m. the Board reconvened from Closed Session to Open Session. 

 

6.         Announcement of Action taken in Closed Session, if any

President Huerta announced the Board took no action in the Closed Session.

 

7.      Adjournment

There being no further business, President Huerta adjourned the Special meeting at 7:10 p.m.