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Home My WebLink About2021-12-14 - Board of Directors Meeting Minutes (B)2021-109 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Tuesday, December 14, 2021, 6:30 p.m. 1717 E Miraloma Ave, Placentia CA 92874 1. PARTICIPATION INSTRUCTIONS Were included on the agenda. 2. CALL TO ORDER The meeting was called to order at 6:42 p.m. 3. PLEDGE OF ALLEGIANCE President Hawkins led the pledge. 4. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Phil Hawkins Doug Davert, Assistant General Manager J. Wayne Miller, PhD John DeCriscio, Operations Manager Trudi DesRoches Gina Knight, Human Resources and Risk Manager Brooke Jones Delia Lugo, Finance Manager Tom Lindsey Rosanne Weston, Engineering Manager Alison Martin, Public Affairs Manager Annie Alexander, Board Secretary Paige Appel, Budget Analyst Veronica Ortega, Executive Assistant ALSO PRESENT Andrew Gagen, General Counsel, Kidman Gagen Law LLP Eric O'Donnell, Senior Associate, Townsend Public Affairs (Via Teleconference) Brian Lochrie, President, Communications LAB Diego Teran, Senior Account Manager, Communications LAB 5. SEATING OF DIRECTORS 5.1. Reorganization of the Board of Directors and Appointment of Officers Minutes of the YLWD Board of Directors Regular Meeting Held December 14, 2021 at 6:30 p.m. 1 2021-110 Director Jones made a motion, seconded by Director DesRoches, to nominate J. Wayne Miller as President of the Yorba Linda Water District Board of Directors. Motion carried 5-0-0-0 on a roll call vote. The meeting was then turned over to President Miller as the presiding officer. Director Hawkins made a motion, seconded by Director Lindsey, to nominate Brooke Jones as Vice President of the Yorba Linda Water District Board of Directors. Motion carried 5-0-0-0 on a roll call vote. Director Hawkins made a motion, seconded by Director Jones, to appoint Annie Alexander as Secretary, Veronica Ortega as Assistant Secretary, and Delia Lugo as Treasurer for the next calendar year. Motion carried 5-0-0-0 on a roll call vote. 5.2. Adjourn to Yorba Linda Water District Public Financing Corporation and Financing Authority Regular Meetings A recess was declared at 6:48 p.m. in order to conduct the Public Financing Corporation and Financing Authority Regular Meetings. The meeting was reconvened at 6:53 p.m. 6. ADDITIONS/DELETIONS TO THE AGENDA None 7. INTRODUCTIONS AND PRESENTATIONS 7.1. Proclamation Honoring Arthur G. Kidman, Partner, Kidman Gagen Law LLP Assistant General Manager Davert commended Mr. Kidman for his 45+ years of service and commitment to the District. General Counsel Gagen and the Board of Directors thanked Mr. Kidman for his sage wisdom, counsel, and exemplary leadership. Mr. Kidman commented on some of his experiences while serving as the District's General Counsel. 7.2. Elected Official Liaison Reports None. Minutes of the YLWD Board of Directors Regular Meeting Held December 14, 2021 at 6:30 p.m. 2 2021-111 7.3. Federal and State Legislative Update Staff reported on the reinstated masking requirement issued by the California Department of Public Health, the zero water allocation recently implemented by the State Water Project, the State Water Resources Control Board's proposed drought conservation emergency regulations, the annual reorganization of Yorba Linda, Brea, and Anaheim City Councils, and the status of federal funding for construction of an additional heli - hydrant. 8. PUBLIC COMMENTS None. 9. CONSENT CALENDAR Director Jones requested to remove Item No. 9.6. from the Consent Calendar for separate action. Director Hawkins made a motion, seconded by Director Lindsey, to approve the remainder of the Consent Calendar. Motion carried 5-0-0-0 on a roll call vote. 9.1. Minutes of the Board of Directors Special Meeting Held November 10, 2021 Recommendation: That the Board of Directors approve the minutes as presented. 9.2. Minutes of the Board of Directors Special and Regular Meetings Held November 17, 2021 Recommendation: That the Board of Directors approve the minutes as presented. 9.3. Re -Authorizing Continuation of Virtual/Teleconference Board Meetings Recommendation: That the Board of Directors adopt Resolution No. 2021 - XX finding and determining that: (1) a state of emergency related to COVID- 19 continues to be in effect; (2) state and local officials continue to recommend measures to promote social distancing in connection with COVID-19; (3) due to the COVID-19 emergency, meeting in person would present imminent risks to the health and safety of attendees; and (4) continued remote meetings are hereby re -authorized for the period of December 14, 2021, through January 13, 2022, pursuant to California Government Code Section 54953(e). Minutes of the YLWD Board of Directors Regular Meeting Held December 14, 2021 at 6:30 p.m. 3 2021-112 9.4. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of $4,348,955.92. 9.5. Budget to Actual Reports for the Month Ending October 31, 2021 Recommendation: That the Board of Directors receive and file the Budget to Actual Reports for the Month Ending October 31, 2021. 9.7. Award of Construction Contract for the BNSF Crossing Water Improvements Recommendation: That the Board of Directors award the Construction Contract for the BNSF Crossing Water Improvements to Big Ben Engineering Inc. for $1,301,740.00, Job Nos. J-2021-02 and J-2021-19. ITEMS REMOVED FROM THE CONSENT CALENDAR FOR SEPARATE ACTION 9.6. Cash and Investment Report for the Period Ending October 31, 2021 Vice President Miller requested staff provide the Board with a fiscal year- end projection of days in cash at the next regular meeting. Assistant General Manager Davert noted that a revised copy of the Cash and Investment Report had been distributed at the beginning of the meeting as staff discovered a typographical error following publication of the agenda packet. As such, staff is requesting the Board receive and file the amended version. President Miller requested staff also generate a comparison of projected days in cash versus projections contained in the most recent rate study. Staff indicated this information may take some time to prepare and that Fitch's rating criteria would soon be excluding consideration of days in cash although staff would continue to monitor this financial indicator. Director Jones made a motion, seconded by Director Hawkins, to receive and file the Cash and Investment Report for Period Ending October 31, 2021 as amended. Motion carried 5-0-0-0 on a roll call vote. Minutes of the YLWD Board of Directors Regular Meeting Held December 14, 2021 at 6:30 p.m. 4 2021-113 10. ACTION CALENDAR 10.1 Legislative Platform for Calendar Year 2022 Staff provided a brief introduction of this matter. Vice President Jones inquired as to the purpose for encouraging the consolidation of MWDOC and OCWD and suggested the removal of this position from the section on Local Control. Following discussion, it was the general consensus to amend the platform and exclude this position. Director Jones made a motion, seconded by Director Hawkins, to approve the proposed legislative platform for calendar year 2022 as amended. Motion carried 5-0-0-0 on a roll call vote. 10.2 Support of Federal PFAS Legislation that Protects Ratepayers and WaterNVastewater Agencies Staff reviewed the purpose of the resolution and the financial impact of pending federal PFAS legislation on ratepayers and water/wastewater agencies associated with clean-up liability and regulatory compliance. Director Lindsey made a motion, seconded by Director Jones, to adopt Resolution No. 2021 -XX supporting Federal PFAS Legislation that protects ratepayers and water/wastewater agencies. Motion carried 5-0-0-0 on a roll call vote. 10.3 Board of Directors' Compensation The Board discussed the Directors' current compensation rate and determined not to make any changes at this time. Director Hawkins made a motion, seconded by Director Jones, to keep the Directors' current compensation rate the same for the next calendar year. Motion carried 5-0-0-0 on a roll call vote. 11. DISCUSSION ITEMS 11.1 Status of Communications Activities Staff reviewed the District's communications goals, objectives, and strategies including Communications LAB's social communications plan, outreach activities related to the proper disposal of fats, oil, and grease (FOG), future plans for special events, and branding initiatives. Minutes of the YLWD Board of Directors Regular Meeting Held December 14, 2021 at 6:30 p.m. 5 2021-114 Brian Lochrie, President of Communications LAB, summarized the firm's communications efforts and responded to questions from the Board regarding employing a survey instrument and focus groups to help prioritize the District's needs. Staff noted that data and information was being collected from the District's social media outlets, management team, field staff, and customer service staff to help generate a prioritized list of needs. Staff continues to work with Communications LAB to determine the appropriate communication channels for delivering clear and relevant messaging to the District's audiences. 11.2. Status of PFAS Water Treatment Plant Staff briefed the Board on the District's participation in a validation study to evaluate media performance for PFAS removal funded by a grant from the Water Research Foundation (WRF). The District will be contributing data from the PFAS water treatment plant currently under construction. Staff then reviewed the construction schedule for the treatment plant including plans for bringing the plant online in stages beginning the following week. Project completion is expected at the end of February 2022. 11.3. Board of Directors' Committee, Agency, and Intergovernmental Meeting Assignments Staff was directed to circulate the existing assignments. 12. REPORTS, INFORMATION ITEMS, AND COMMENTS 12.1 Director's Reports A list of meetings and events attended was included in the agenda packet. A few of the Directors reported on their participation in the recent ACWA conference, ACWA committee meetings, and FIRO webinars. 12.2. General Manager's Report Assistant General Manager Davert reported on the FY 2022-23 budget process, discontinuation of the PFAS charge on customer bills at the end of the month, construction meter enforcement, status of Timber Ridge Booster Pump Station, planned draw from the District's line of credit with Bank of America, and upcoming issuance of a request for proposals for auditing services. Minutes of the YLWD Board of Directors Regular Meeting Held December 14, 2021 at 6:30 p.m. 6 2021-115 12.3. General Counsel's Report None. 12.4. Future Agenda Items and Staff Tasks President Miller requested staff prepare a slide for discussion at a future Board meeting on the impact of inflationary costs on the District's financial plan such as rate increases from SCE, MWDOC, etc. 13. COMMITTEE REPORTS 13.1. Interagency Committee with MWDOC and OCWD (Hawk ins/Des Roches) — Next meeting will be scheduled when needed. 13.2. Joint Agency Committee with City of Yorba Linda (Hawkins/Lindsey) — Minutes of the meeting held Monday, November 8, 2021, at 4:00 p.m. were included in the agenda packet. Next meeting is scheduled for Monday, January 31, 2022 at 4:00 p.m. 13.3. Joint Agency Committee with City of Placentia (Miller/Lindsey) — Next meeting will be scheduled when needed. 14. BOARD OF DIRECTORS ACTIVITY CALENDAR 14.1. Meetings from December 15 — January 31, 2022 15. ADJOURNMENT 15.1. Director Hawkins made a motion, seconded by Director Jones, to adjourn the meeting at 8:40 p.m. Motion passed 5-0-0-0 on a roll call vote. Annie Alexander Board Secretary Minutes of the YLWD Board of Directors Regular Meeting Held December 14, 2021 at 6:30 p.m. 7