TO: Napa-Vallejo Waste Management Authority Board of Directors
FROM: Chris Celsi, Executive Director
REPORT BY: Chris Celsi, Executive Director
SUBJECT: Changing the regular meeting schedule of the Board of Directors
RECOMMENDATION
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REQUESTED ACTION: Discussion and possible action to amend the Authority Bylaws to change the meeting day to another day in the month, change the meeting time, both or take no action at this time.
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EXECUTIVE SUMMARY
Section 4 of the Authority Bylaws specifies that regular meetings of the Board shall be held at 10:00 a.m. on the second Thursday of each month, with some exceptions for holiday weeks. This creates a scheduling conflict for some of the Directors.
This action requests the regular meeting date of the Board be changed to another day in the week, change the meeting time or both. Staff will amend the Bylaws to reflect a new meeting date agreed to by the Board and return next month with an amended meeting calendar.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
No |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
A change in the meeting schedule is necessary accommodate the Directors schedule. |
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Consequences if not approved: |
The Authority may lack a quorum for some Board meetings. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed activity is not a project under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15378(b)(5), as an organizational or administrative activity that will not result in direct or indirect physical changes in the environment, and therefore CEQA is not applicable.
BACKGROUND AND DISCUSSION
Section 4 of the Authority Bylaws specifies that regular meetings of the Board shall be held at 10:00 a.m. on the second Thursday of each month. If the meeting will occur in the same week as the New Year’s holiday, the July 4 holiday, or Labor Day or Veteran’s Day, the Bylaws indicate the meeting will be held on the third Thursday of that month.
At our last Board meeting on February 13, 2025, staff was asked to query the alternate Board members to determine their availability or unavailability on the dates and times when most of the regular Board members are available. Included is the spreadsheet each regular Board member received (Attachment 1) and each alternate Board member received (Attachment 2) with the request to determine availability (or unavailability). Attachment 3 is the summary of regular members’ availability.
Based on the responses from the current Board and their alternates, the current meeting time appears to be most favorable to the majority of regular and alternative members. A suggestion was made about possibly starting the current meeting at 9:30 am, which would allow members to meet other commitments. Another possibility appears to be the second, third or fourth Wednesday from 9:30 am - 11:30 am.
If the Board agrees on a new day or time for regular meetings, staff will finalize the amendment to the Bylaws and return in April with amended meeting calendar for approval.