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Home My WebLink About2019-09-10 - Board of Directors Meeting Minutes (B) 2019-093 MINUTES OF THE YORBA LINDA WATER DIS'rRICT BOARD OF DIRECTORS REGULAR MEETING Tuesday, September 10, 2019, 2019, 6:30 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The meeting was called to order at 6:33 p.m. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Brooke Jones, President Marc Marcantonio, General Manager Phil Hawkins, Vice President Brett Barbre, Assistant General Manager Andrew J. Hall John DeCriscio, Operations Manager J. Wayne Miller, PhD Gina Knight, Human Resources and Risk Manager Al Nederhood Delia Lugo, Finance Manager Pasquale Talarico, Director of Public Affairs Rosanne Weston, Engineering Manager Annie Alexander, Executive Asst/Board Secretary Tony Arambarri, Records Management Administrator Robyn Hollinshead, Senior Info Systems Administrator Marcus Millen, Records Management Specialist Freddie Ojeda, Operations Superintendent Kaden Young, Senior Management Analyst ALSO PRESENT Andrew Gagen, General Counsel, Kidman Gagen Law LLP George Murdoch, Director, East Orange County Water District (EOCWD) Anna Sarabian, Principal, Fieldman Rolapp & Associates Lora Carpenter, Assistant Vice President, Fieldman Rolapp & Associates Chris Brussow, Certified Asset Management Consultant, Miller Spatial 4. ADDITIONS/DELETIONS TO THE AGENDA General Manager Marc Marcantonio noted that George Murdoch, Director at EOCWD, was present to address the Board regarding his candidacy in the Association of California Water Agencies (ACWA) Region 10 Election (Item No. 8.2.). He suggested the Board consider hearing Director Murdoch's comments before the scheduled presentations. President Jones agreed. Minutes of the YLWD Board of Directors Regular Meeting Held September 10, 2019 at 6:30 p.m. 1 2019-094 Director Murdoch provided the Board with an overview of his work experience, service on EOCWD's Board, and interest in serving as a Board Member for ACWA Region 10. 5. INTRODUCTIONS AND PRESENTATIONS 5.1. Elected Official Liaison Reports None. 5.2. Capital Improvement Plan (CIP) for Fiscal Years 2020-24 Staff reviewed the draft CIP and proposed funding strategies for water and sewer projects. Staff responded to questions regarding the classification of the Advanced Metering Infrastructure (AMI) project as Emergency Preparedness and the cost versus benefit of same. Staff will be bringing a presentation to the Board with a cost-benefit analysis of AMI. Director Nederhood requested the presentation include the percentage water loss districtwide. Staff then explained the process for prioritizing the listed projects. 5.3. Debt Funding Alternatives for Critical Capital Improvement Projects Anna Sarabian, Principal of Fieldman Rolapp & Associates, provided a presentation to the Board regarding funding options for critical projects in the District's CIP. This included an overview of: YLWD's outstanding debt and credit rating; alternatives, estimated debt service, and projected operating results for issuing additional bonds; estimated cost of issuance, timeframe, and financing milestones; and recommended next steps. 5.4. Status of District's Physical Information Assets Staff provided an overview of the Records Division's efforts to preserve the District's vital, permanent, and historic physical records. Project highlights included the development of a vault-specific disaster response plan and improvements to protect against potential flooding and fire damage. 5.5. Overview of District's Computerized Maintenance Management System (CMMS) Staff summarized the purpose of Cityworks (CMMS) and the benefits provided to the District. Staff also reviewed efficiencies achieved since installation, planned enhancements, and future integration with other software programs. Staff and Chris Brussow from Miller Spatial then demonstrated various query and reporting functions of Cityworks. Minutes of the YLWD Board of Directors Regular Meeting Held September 10,2019 at 6:30 p.m. 2 2019-095 5.6. Federal and State Legislative Update Staff briefed the Board regarding the status of Senate Bill 1, a scheduled coalition meeting with CalMutuals in Sacramento to discuss per- and polyfluoroalkyl substances (PFAS), and the District's upcoming infrastructure tours. The Board briefly discussed cancelling the next regular meeting as Director Miller may be attending the meeting in Sacramento and Vice President Hawkins would be out of town. 6. PUBLIC COMMENTS None. 7. CONSENT CALENDAR Director Nederhood requested to remove Item No. 7.2. from the Consent Calendar for separate consideration. Director Hall made a motion, seconded by Director Hawkins, to approve the remainder of the Consent Calendar. Motion carried 5-0-0-0. 7.1. Minutes of Board of Directors Regular Meeting Held August 13, 2019 Recommendation: That the Board of Directors approve the minutes as presented. ITEMS REMOVED FROM THE CONSENT CALENDAR FOR SEPARATE ACTION 7.2. Payment of Bills, Refunds, and Wire Transfers Staff responded to questions from Director Nederhood and President Jones regarding some expenses on the check register and credit card summary. Director Nederhood made a motion, seconded by Director Jones, to ratify and authorize disbursements in the amount of $1,128,311.88. Motion carried 5-0-0-0. Minutes of the YLWD Board of Directors Regular Meeting Held September 10,2019 at 6:30 p.m. 3 2019-096 8. ACTION CALENDAR 8.1. Scope of Work for Water and Sewer Rate Study Staff reviewed the rate study objectives and scope of work. Following discussion, the Board came to a consensus to revise the time period covered from 4 to 5 years and set January 1, 2021 as the target implementation date for a potential rate adjustment. Director Miller made a motion to approve the proposed Scope of Work as amended and direct staff to prepare a Professional Services Agreement with Raftelis Financial Consultants, Inc. (Rafte/is) for preparation and development of a new Water and Sewer Rate Study. The Board then discussed emergency rates and budget based rate structures. Director Nederhood seconded the motion, which carried 5-0-0-0. 8.2. Associate of California Water Agencies (ACWA) Region 10 Election of Officers and Board Members for 2020-2021 Term (Continued) The Board briefly discussed the Nominating Committee's recommended slate and the individual candidates. Director Jones made a motion, seconded by Director Hawkins, to vote for the Nominating Committee's recommended slate of candidates in the ACWA Region 10 Board Election. Motion carried 4-1-0-0 with Director Nederhood voting No. 9. DISCUSSION ITEMS 9.1. Status of Operations Activities Staff reported on the status of the new CCTV vehicle and repairs following the main break on Maple Leaf Lane. 10. REPORTS, INFORMATION ITEMS, AND COMMENTS 10.1. Directors' Reports The Directors noted their attendance at the listed meetings and events. Minutes of the YLWD Board of Directors Regular Meeting Held September 10,2019 at 6:30 p.m. 4 2019-097 10.2. General Manager's Report General Manager Marc Marcantonio distributed a copy of his report. 10.3. General Counsel's Report None. 10.4. Future Agenda Items and Staff Tasks Director Miller requested an item on a future agenda to discuss smoothing capital expenditures. Director Nederhood requested staff provide a presentation at a future meeting on the results of the most recent AWWA Benchmarking Survey. President Jones inquired as to the status of scheduling a joint agency committee meeting with the City of Placentia. Staff is working on finalizing the date. 11. COMMITTEE REPORTS 11.1. Interagency Committee with MWDOC and OCWD (Jones/Hawkins) ■ Next meeting is scheduled September 26, 2019 at 4:00 p.m. 11.2. Joint Agency Committee with City of Yorba Linda (Jones/Hawkins) ■ Next meeting is scheduled September 16, 2019 at 4:00 p.m. at Yorba Linda City Hall. 11.3. Joint Agency Committee with City of Placentia (Jones/Hawkins) ■ Next meeting is yet to be scheduled. 12. BOARD OF DIRECTORS ACTIVITY CALENDAR 12.1. Meetings from September 11 — October 31, 2019 The Board made no changes to the activity calendar. Minutes of the YLWD Board of Directors Regular Meeting Held September 10,2019 at 6:30 p.m. 5 2019-098 13. ADJOURNMENT 13.1. The meeting was adjourned at 9:56 p.m. Annie Alexander Board Secretary Minutes of the YLWD Board of Directors Regular Meeting Held September 10,2019 at 6:30 p.m. 6