IVGID Board of Trustees Meeting Synopsis 9.27.23

A. PLEDGE OF ALLEGIANCE – The pledge was recited.

B. ROLL CALL OF TRUSTEES – Chair Dent, David Noble, Sara Schmitz, and Trustee Tulloch were present and Tonking attended via Zoom.  

C. INITIAL PUBLIC COMMENTS – (in person) Cliff Dobler, Lynette Cardinale, Aaron Katz, Judith Miller, John Eppolito, Carolyn Usinger, Rob Watson, and Dr. Andrew Whyman. Via  Zoom:  Dr. Myles Riner, Kristie Wells, Frank Wright, Maria Watson

D. APPROVAL OF AGENDA -  Approved as submitted.

E. REPORTS TO THE BOARD - There were no reports to the Board.  

F. CONSENT CALENDAR - The consent calendar was passed unanimously.
 1. SUBJECT: Review, discuss, and possibly enter into a Short Form Construction Contract between the District and Tahoe Workz Inc. for the exterior painting services at Diamond Peak Ski Resort facilities for a total amount of $64,708.00.

The Action Approved:
1. Enter into a Short Form Construction Contract between the District and Tahoe Workz Inc. for the exterior painting services at Diamond Peak Ski Resort facilities for a total amount of $64,708.00
2. Authorize the Interim General Manager to execute the contract in substantially the form presented.

G. GENERAL BUSINESS     
1. SUBJECT: Receive a verbal report regarding non-public District documents being published on social media and provided to members of the public by former IVGID staff. Review, discuss, and possibly take action against former Human Resources Director Dee Carey regarding the retention and disclosure of non-public IVGID documents.

At the meeting:  Legal Counsel Ms. Branham began the discussion. 
Ms. Branham gave a brief update. Notice was given to Ms. Carey, via a letter on 9/20, to return of all documents removed from District property and that the District reserves all rights to pursue more legal action. Ms. Carey was given one month to respond. 
Ms. Branham also clarified that the District doesn’t know how many or what types of documents Ms. Carey removed from District property. 
Ms. Branham continued by stating she has never experienced this before. It is an unfortunate situation and unusual behavior by a former Director. Upon separation, it is against District policy to retain District property, including documents. 

Action: No further action taken at this time. The Board of Trustees will be receiving an update from Legal Counsel at an upcoming meeting.

2. SUBJECT: Review, discuss and possibly approve the issuance of a Request for Proposal for a Financial Forensic Audit.
Recommendation for Action: The Board of Trustees makes a motion to approve the draft Request for Proposal for Forensic (Due Diligence) Auditing Services and direct Staff to Issue the Request for Proposal to the vendor community on September 29, 2023.

At the Meeting:  
Interim Finance Director Bobby McGee presented the information. He highlighted the reasoning behind the forensic due diligence audit. He spoke of the timelines, scope of work, and the process. 
The board requested the proposals include pricing for one-year, three-year and 5-year terms to allow for cost alternative discussions.

Action: This item Passes unanimously.  

3. SUBJECT: Review and discuss Moss Adams implementation proposals based on Moss Adams Phase 1 Assessment and possibly agree and take action on next steps.
The board discussed the implementation proposal. They determined the community survey, the first step in the creation of a new strategic plan, be conducted prior to the retainment of a new General Manager. Additionally, the board gave approval to the Interim General Manager to begin the implementation of the recommendations.

Action:  This item passes unanimously.
 
4. SUBJECT: Review, discuss and possibly approve a format for the Board of Trustees to have an informal conversation with the public OR have a structured conversation with the public on a specific topic presented by a Staff member with the Board of Trustees in attendance AND possibly set a date/time/venue and/or specific topic depending on the selected option.

At the meeting: The board discussed the October 11th meeting. The agenda items identified for this meeting were requested by staff to be delayed. It was recommended to move forward with a town hall meeting on this date instead of cancelling a meeting that had been on the board’s calendar. 

Action: Chair Dent was instructed to determine the date and time of the proposed town hall and to work with legal counsel to ensure the format of the meeting complies with OML. 
 
5. SUBJECT: Review, discuss, and potentially adopt Policy and Procedure No. 143/Resolution No. 1904 regarding advertisements in the IVGID Magazine and other District publications, at District-owned venues and District-sponsored events.

Recommendation for Action: 
1. That the Board of Trustees review, discuss, and potentially adopt Policy and Procedure No. 143/Resolution No. 1904 regarding acceptance of advertisements for the IVGID Magazine and other District publications, at District-owned venues and District-sponsored events.
2.That the Board of Trustees discuss and provide guidance to Staff on the scope of advertising programs the District should engage in, and potentially expanding the District’s formal advertising programs beyond print advertisements in the IVGID Magazine.

At the meeting: 
There was much discussion regarding the IVGID magazine. The board expressed an interest in the community survey results to better inform the board as to the importance of the magazine to community members. The magazine is an operating expense for the District and receives no revenue from the sale of advertising. The board recommended modification to the proposed policy. 

Action: This item passes 4 – 1 (Tulloch opposed)

6. SUBJECT: Review, discuss and possibly revise Board Practice 6.2.0. Community Services and Beach Pricing for Products and Services. 

At the meeting:
Trustee Schmitz requested this item be brought before the board for discussion. She spoke about the amount of board discussion related to golf and ski pricing and the pricing policy during the budgeting process, however there wasn’t consistency across the other venues and programs. The board discussed and directed the General Manager to make updates to the policy and to identify what levels of the pricing pyramid are intended for the venues and programs. This was requested in an effort to have better and more consistent guidelines for pricing and the budgeting process. 

Action: The General Manager will be making modifications and gathering staff input as to how venues and programs are to be tied to the pricing policy and if applicable, the pricing pyramid.

H. BOARD OF TRUSTEES UPDATE: 
Trustee Tulloch provided a verbal update on the recent Capital Investment Committee meeting.
Trustee Schmitz spoke to clarify comments made during public comments. She explained the board has no ability or authority to “micromanage” members of staff. The only employee of the board is the General Manager. She also clarified there are no plans being discussed that include building walls around the beaches.
Trustee Tulloch clarified another public comment. He clarified that the board approved the Moss Adams contract. He went on to clarify that the board is receiving emails regarding recommendations for the promotion of an individual at golf. He clarified the board has not authority for hiring or promoting of staff members. This falls to the authority of the General Manager. 

I. FINAL PUBLIC COMMENTS: In person: Jim Lyon, Via Zoom:  Cliff Dobbler  

J. ADJOURNMENT: 9:36pm