Minutes
Special Meeting of the Board of Directors for Chandler Heights Citrus Irrigation District
26651 S. Valencia, Queen Creek , AZ
December 31, 2008
A public meeting of the Chandler Heights Citrus Irrigation District was convened on Wednesday December 31, 2008 at 26620 South Mandarin. The meeting was called to order at 1:35pm with George Surbeck, Pat O’Malley, Patricia Fulks, Board Member-Elect, Gene Rose and Recording Secretary, Jollieen Williams in attendance. Also present were Office Associates, Jackie Kenner and Elizabeth Dine. Gene Rose left the meeting at 2:35pm.
Review Lock-Off/Unlock Policy
The Board reviewed the details of the current policy and decided that there is a need to make updates and revisions in the upcoming year. Details of the new policy will be sent to customers, disclosed in the newsletter, posted in the District Office and available on the CHCID website once complete.
Letter to Mormon Church Engineer
The Board agreed to send a letter with a copy of the plan review prepared by Gene Rose requesting that Mormon Church Engineer or responsible parties meet with the Board as soon as possible.
Review and Approval of Well 6
George reported that Duncan Pump’s proposal was $11,000 less than that of Navajo Pump and Supply. He recommended awarding the bid to Duncan Pump. Pat O’Malley motioned that we award the bid to Duncan Pump and give authorization for them to proceed with the rehabilitation of Well 6. Both Pat Fulks and George Surbeck seconded the motion. A letter will be sent to both parties advising them of the Districts decision.
Costco Account
Patricia Fulks motioned that employees be charged for the Costco account and that at this time it not be considered an employee “perk” or benefit. Pat O’Malley seconded. The motioned carried. On the January 31, 2009 paycheck, existing employees with a District sponsored Costco account will be charged the membership fee via payroll deduction. Going forward, any employee requesting a Costco card under the District membership will have the fee payroll deducted within 30 days of receiving their card.
Confidentiality Agreement
The District Confidentiality Agreement currently in use was revised to more specifically include any and all persons directly associated with Chandler Heights Citrus Irrigation District in a fiduciary capacity. The revised agreement was approved by the Board as written and will go in effect on January 1, 2009. All Directors, employees as well as some consultants and vendors, will be required to read and sign and comply with the requirements as stated in the revised copy (see attached for the record).
Zanjero Salary Evaluation
George Surbeck reported that Vance Godwin completed his 90 day probationary period on December 11, 2008 and made motion that he be transitioned from an hourly rate to a semi-monthly salary effective January 1, 2009. Pat Fulks seconded the motion. The new compensation terms and rate will be reflected for the pay period ending 1/15/09.
Vacation/PTO Policy
The intent of the vacation/pto policy as outlined by the Board in July of 2008 indicates that all District employees will accrue personal time off based on years of service. The policy will be clearly defined in the new employee handbook.
January Board Meeting/Board Member Transition
Gene Rose will be introduced and will take the Oath of Office as the newly elected Board Director. The Board will then nominate and elect a designated Board Member to act as the Board President.
Retirement Party
The District will host a retirement party in honor of Patricia Fulks, a long term member of the Board and servant of the community. The celebration is currently scheduled to be held on Saturday January 17, 2009 from 4:00 – 6:00 pm at the Community Center located at 26620 South Mandarin.
Notes from Outgoing Board Member
Mrs. Fulks thanked the Board, the Secretary and residents of the District. She indicated that while she had chosen to not run for another term as director, she was still interested in offering her continued support to the Board and the members of the community. She expressed an interest organizing and serving on a committee put in place to assist Board Members with district business. No decision to move forward with the organization of such a committee was made at that time.
Minutes from previous Board Meetings
The minutes from December 16t h were read and approved.
The meeting adjourned at 4:50 pm.
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George Surbeck
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Patricia Fulks
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Pat O’ Malley
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Jollieen Williams (Recording Secretary)