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HomeMy WebLinkAbout02/25/2004 Minutes - Regular Meeting TRES HERMANOS CONSERVATION AUTHORITY BOARD OF DIRECTORS MEETING MINUTES OF FEBRUARY 25, 2004 DRAFT 1. CALL TO ORDER: Chairman Herrera called the Tres Hermanos Conservation Authority Board of Directors meeting to order at 5:40 p.m. in the Conference Room, Chino Hills City Hall, 2001 Grand Avenue, Chino Hills, CA. ROLL CALL: Carol Herrera, Chairman; W.C. “Bill” Kruger, Vice Chairman; Gary Larson and Robert Zirbes, Alternate. Bob Huff; Gwenn Norton- Perry, and Dave Perez, Ex-Officio were excused. Also present were: Doug LaBelle, Chino Hills City Manager; Linda Lowry, Diamond Bar City Manager; James DeStefano, Diamond Bar Deputy City Manager; Jocelyn Julian, representing Fox and Sohagi and Lynda Burgess, Diamond Bar City Clerk. PLEDGE OF ALLEGIANCE: Chair Herrera led The Pledge of Allegiance. 2, PUBLIC COMMENTS: None Offered. 3. CONSENT CALENDAR: 3.1 APPROVAL OF AMENDED MINUTES: June 24, 2002 – amended to reflect correct date of Minutes approved June 24, 2002 from August 20, 2001 to March 25, 2002. 3.2 APPROVAL OF MINUTES: March 17, 2003. Moved by M/Larson, seconded by VC/Kruger, to approve Consent Calendar Items 3.1 and 3.2 as presented. Without objection, the motion was so ordered. 3.3 DISCUSSION OF BYLAW AMENDMENTS: Removed from Consent Calendar. Article 1, Section B, Appointed Officers Article 2, Section A, Approval of Operating Budget Article 5, Section A, General Duties Article 6, Section B, Funds and Accounts CM/Lowry reported that staff met to review recommended changes that would help the Authority be more effective as it becomes more active. She stated that staff felt that the bi-annual switching of support services could create a lack of continuity, especially with respect to maintaining financial records for audit purposes. She proposed that the Office of Treasurer and the Office of Clerk be permanently assigned to either Diamond Bar or Chino Hills by maintaining the Clerk records in Diamond Bar and the financial records in Chino Hills. She explained that staff felt the Authority would be more comfortable with a rotation of the Executive Director and Chair. FEBRUARY 25, 2004 PAGE 2 THCA. CM/LaBelle said that, in discussions with CM/Lowry, they determined that either option is acceptable. The Authority should decide whether to permanently place the Executive Director position with one City. Chair/Herrera felt that when the Chairmanship was in Chino Hills, it was easier to communicate with a local director, for instance. VC/Kruger stated that in discussions with counsel, there is concern about the incompatibility of office. The Authority should make certain that if Chino Hills handled the finance operation in perpetuity and Diamond Bar handled the official records, there should be no conflict. Chair/Herrera believed that the separation of responsibilities would create a balance of record keeping. She asked CM/Lowry to explain why staff proposed to create a fifth position for Finance Director instead of rotating the position. CM/Lowry explained that if the duties rotated at year-end, the audit would occur at a location where the work had not been performed. Practically speaking, the amount of work involved to process the paperwork and relocate the records for such a small number of transactions would be cumbersome and inefficient. Chair/Herrera suggested the audits be conducted in even numbered years with the change of records location taking place in odd numbered years. VC/Kruger said there would still be an overlap. CM/LaBelle felt it would be more efficient to have the official records remain with CC/Burgess, for instance and the financial records with Chino Hills or vice versa. CM/Lowry reported that the next proposed change was to adopt the budget during the Annual Meeting (2.A., Page 3). The subsequent proposed change is to increase the signature approval authorization amount from $250 to $500 (5 B, Page 7 and 8). She explained that before the proposed changes could be approved, legal counsel would have to give its blessing to the separation of Executive Director and Finance Director. Another hierarchy consideration is the Deputy position. If the Acting Executive Director was unable to fulfill the duties of the office, it could fall to the Assistant City Manager or Community Development Director instead of the other City’s Manager. With the current proposed draft, the Executive Director position would be a fixed position. Does the Authority want to rotate the Executive Director position with the Chair or have it remain fixed? Secondly, would the Authority want to look at having a Deputy Executive Director? FEBRUARY 25, 2004 PAGE 3 THCA. M/Zirbes felt it would be a good idea to have the Executive Director rotate with the Chair. He also felt it would be good to have a Deputy Executive Director position that would rotate out with the Chair. For example, when Chino Hills had the Executive Director, the Deputy Executive Director would come from Diamond Bar. CM/Lowry said that once the concerns are adequately and legally addressed, the item would be brought back to the Authority for consideration. 4. OLD BUSINESS: None 5. NEW BUSINESS: 5.1 RECEIVE AND FILE TREASURER’S STATEMENTS FOR THE MONTHS OF MARCH THROUGH DECEMBER 2003. M/Zirbes moved, M/Larson seconded, to receive and file Treasurer’s Statements for the Months of March through December 2003. Without objection, the motion carried. 5.2 APPROVE CHECK REGISTERS FOR THE TIME PERIOD MAY 1, 2003 THROUGH DECEMBER 31, 2003. M/Zirbes moved, VC/Kruger seconded, to approve check register for the time period May 1, 2003 through December 31, 2003. Without objection, the motion carried. 5.2 DISCUSSION OF MASTER LAND USE PLAN FOR TRES HERMANOS. CM/Lowry reported that during a staff to staff meeting, it was recognized that the time has come to act. The Boy Scout property lawsuit was settled and the Tres Hermanos plan would likely move forward. As a result, staff felt that Diamond Bar and Chino Hills should proactively consider potential land uses so that when the City of Industry’s elected officials were presented with a plan by their staff, Diamond Bar and Chino Hills would be prepared with their rebuttal proposal for creating a win-win situation. Discussion ensued with both cities acknowledging that their General Plans were somewhat outdated. DCM/DeStefano said that he and DCM/Collier had discussed this matter and if the Authority so directed, they could begin to move forward by discussing pricing and timing with consultants who engage in this type of work. VC/Kruger said that the Chino Hills General Plan stipulates the need for a public vote to change the density with the exception of low-income housing. FEBRUARY 25, 2004 PAGE 4 THCA. CM/Lowry believed there would be public support for a land use that would benefit both Diamond Bar and Chino Hills. Diamond Bar sees a huge potential for partnering between and among multiple municipalities and entities. CM/LaBelle reported that during a staff meeting, the City of Industry’s Manager indicated that he was receptive to working together to reach agreement on a potential land use. VC/Kruger stated that, at both ends of the property, the two cities have severe traffic issues that need to be addressed. He pointed out that outside funding might be available to assist in such mitigation. CM/Lowry felt that there was great potential for relocation and economic development enhancement. Cities and entities have an opportunity to create new legislation that would allow the sharing of resources to that end. Both Diamond Bar and Chino Hills are non-redevelopment cities with relatively low sales tax and would likely be favored to receive “favored son” status by the state. M/Larson agreed that this was an excellent opportunity to devise a plan and consider options to create continuity between the two cities. M/Zirbes believed that because they were not yet focused on a plan, it would serve Chino Hills and Diamond Bar well to present a proposal to the City of Industry for consideration. M/Larson felt it was a good opportunity to fix the differences between the Diamond Bar General Plan and the Chino Hills General Plan as they pertain to the potential Tonner Canyon roadway alignment. VC/Kruger believed that both cities as well as Brea would greatly benefit by a roadway through Tonner Canyon. Chair/Herrera pointed out that both cities share the same Congressman who is on the Transportation Committee. DCM/DeStefano responded to CM/Lowry that he would discuss the matter further with DCM/Collier and propose to bring the Authority a rough scope of work, timeline and price related to the scope of work in early April. Chair/Herrera moved, M/Larson seconded, to direct staff to move forward to develop a plan for the Tres Hermanos area and provide cost estimates for various aspects of the proposed plan. Without objection, the motion carried. 6. AUTHORITY MEMBER COMMENTS: VC/Kruger said it was time for economic interest forms. Discussion ensued. FEBRUARY 25, 2004 PAGE 5 THCA. 7. ADJOURNMENT: There being no further business to conduct, Chairman Herrera adjourned the meeting at 6:12 p.m. to the Tres Hermanos Conservation Authority Annual Meeting of March 15, 2004 to be held at the Diamond Bar SCAQMD/Government Center, Diamond Bar, CA. LYNDA BURGESS, Authority Secretary ATTEST: CAROL HERRERA, Chairman