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HomeMy WebLinkAbout2016-05-12 - Board of Directors Meeting Minutes 2016-070 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, May 12, 2016, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The May 12, 2016 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Collett at 8:30 a.m. The meeting was held in the Board Room at the District's Administration Building located at 1717 East Miraloma Avenue in Placentia, California 92870. 2. PLEDGE OF ALLEGIANCE President Collett led the pledge. 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Ric Collett, President Marc Marcantonio, General Manager Mike Beverage, Vice President Steve Conklin, Engineering Manager Bob Kiley John DeCriscio, Operations Manager Gary Melton Gina Knight, Human Resources/Risk Manager Delia Lugo, Finance Manager DIRECTORS ABSENT Damon Micalizzi, Public Information Manager Phil Hawkins Art Vega, Information Technology Manager Annie Alexander, Executive Secretary Laurie McAllister, Records Mgmt Administrator Marcus Millen, Records Mgmt Specialist ALSO PRESENT Andrew Gagen, Partner, Kidman Law LLP Gene Hernandez, Councilmember, City of Yorba Linda Jim Cathcart, National Technical Manager, Arcadis Manuel Alvarez, Project Engineer, Arcadis 4. ADDITIONS/DELETIONS TO THE AGENDA None. 5. INTRODUCTIONS AND PRESENTATIONS 5.1. MWDSC/MWDOC Director's Report None. Minutes of the YLWD Board of Directors Regular Meeting Held May 12,2016 at 8:30 a.m. 1 2016-071 6. PUBLIC COMMENTS Mr. Eddy Jackson, resident, commented on a recent budget workshop meeting, District reserves, and planned upgrades to the Fairmont Booster Pump Station. He also commented on an Environmental Impact Report related to the Esperanza Hills and Cielo Vista developments as well as costs to be paid by the developers for construction of the associated water/sewer infrastructure. Mr. Jeff Decker, resident, commented on the recall petition, a previous meeting he participated in with District representatives, the District's monthly financial reports and projected revenue, and conversations he's had with other District customers. 7. CONSENT CALENDAR Director Kiley made a motion, seconded by Director Beverage, to approve the Consent Calendar. Motion carried 4-0-0-1 with Director Hawkins being absent. 7.1. Minutes of the Board of Directors Workshop Meeting held April 21, 2016 Recommendation: That the Board of Directors approve the minutes as presented. 7.2. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of$381,078.04. 7.3. Cash and Investment Report for Period Ending March 31, 2016 Recommendation: That the Board of Directors receive and file the Cash and Investment Reports for the Period Ending March 31, 2016. 7.4. Unaudited Financial Statements for the Period Ending March 31, 2016 Recommendation: That the Board of Directors receive and file the Unaudited Financial Statements for the Period Ending March 31, 2016. 7.5. Electronic Content Management System Upgrade (Laserfiche) and Scanner Recommendation: That the Board of Directors authorize the General Manager to execute a Professional Services Agreement with Complete Paperless Solutions for a not-to-exceed amount of $63,592.34 for the purchase of Laserfiche Avante, Laserfiche Forms and Fujitsu Scanner. Minutes of the YLWD Board of Directors Regular Meeting Held May 12,2016 at 8:30 a.m. 2 2016-072 8. PUBLIC HEARING 8.1. Public Hearing for 2015 Update of Urban Water Management Plan A. Open Hearing President Collett opened the Public Hearing at 8:36 a.m. B. Staff Report Mr. Conklin explained that per state law, the District was required to update its Urban Water Management Plan (UWMP) every 5 years. The 2015 update has been completed and the draft document was made available for public review at the District's offices and on its website beginning April 21, 2016. Additionally, a notice of the associated Public Hearing was published in the OC Register on April 28 and May 5, 2016 as required. Mr. Conklin noted that MWDOC previously retained Arcadis to prepare the UWMP for its agency as well as 23 other member agencies, including the District. Mr. Conklin then introduced Mr. Jim Cathcart and Mr. Manny Alvarez from Arcadis who provided a brief presentation to the Board. Mr. Cathcart highlighted various tasks associated with the project and reviewed the purpose of an UWMP. Mr. Alvarez then reviewed significant changes and new requirements that had been implemented since 2010. He also provided an overview of the District's UWMP including projected water demands, supply reliability, and contingency plans for potential shortages. Based on the planning assumptions, the District is projected to have sufficient supplies under the hydrologic scenarios defined in the 2015 UWMP. Mr. Alvarez then responded to questions from the Board regarding the purpose of the UWMP and its relation to the Governor's conservation mandate. C. Public Comments None. D. Continue or Close Hearing President Collett closed the Public Hearing at 8:51 a.m. E. Consideration of Action (See below.) Minutes of the YLWD Board of Directors Regular Meeting Held May 12,2016 at 8:30 a.m. 3 2016-073 9. ACTION CALENDAR 9.1. 2015 Update to Urban Water Management Plan Director Beverage made a motion, seconded by Director Melton, to approve Resolution No. 16-02 adopting the 2015 Urban Water Management Plan and direct staff to submit a final copy to the Department of Water Resources and other applicable agencies by July 1, 2016. Motion carried 4-0-0-1 on a Roll Call vote with Director Hawkins being absent. President Collett thanked staff for their long-term efforts in relation to this project. 9.2. Long-Term Water Conservation and Management Policy in California Mr. Micalizzi explained that the SWRCB had indicated interest in pursuing permanent conservation regulations in the near future that could affect the ability of local agencies to determine appropriate water management strategies at the local level. As such, ACWA has requested its member agencies to consider support of its position that long-term policy should recognize investments in drought-resilience, emphasize ongoing water- use efficiency, and leave management discretion to local water agencies. Director Beverage made a motion, seconded by Director Kiley, to adopt Resolution No. 16-03 regarding Long-Term Water Conservation and Management Policy in California and direct staff to send correspondence to State legislators advocating for this approach. Motion carried 4-0-0-1 on a Roll Call vote with Director Hawkins being absent. 9.3. Agreement with MWDOC for Transfer of Fuel Trailer and Equipment for FY 2015 Urban Areas Security Initiative Mr. Conklin explained that WEROC had been approved for a Department of Homeland Security Grant to purchase diesel fuel trailers as a coordinated regional approach to utilize available fuel supplies within the county following a disaster by providing a mechanism to deliver those supplies to the most disrupted areas. The grant includes funding to purchase 10 diesel fuel trailers that will be located by agreement with WEROC member agencies who will have the responsibility to host, utilize, and maintain the equipment. The District previously submitted an application for one of these fuel trailers and was accepted. An agreement has been drafted and reviewed by legal counsel. Mr. Conklin then provided an overview of the conditions contained in the agreement and he and Mr. DeCriscio responded to related questions from the Board. Mr. Marcantonio commented on the grant program, the benefits provided to Minutes of the YLWD Board of Directors Regular Meeting Held May 12,2016 at 8:30 a.m. 4 2016-074 the community and county at large, and responded to questions from the Board. Director Melton made a motion, seconded by Director Beverage, to authorize the General Manager to execute an agreement with MWDOC for the Transfer of Fuel Trailers and Equipment for FY 2015 Urban Areas Security Initiative. Motion carried 4-0-0-1 with Director Hawkins being absent. 9.4. Ballots for Proposed Increased Assessments Affecting District Properties Located in Local Landscaping Zone L-5A of the City of Yorba Linda Street Lighting and Landscaping Maintenance District (LMAD) Mrs. Lugo explained that the District had recently received ballots for a proposed increased assessment affecting three District properties located in Zone I-5A of the LMAD. The three parcels involved in this third and final balloting process have a $0.00 balloted assessment amount. Completed ballots are due Tuesday, May 17, 2016. Director Beverage spoke in favor of supporting the proposed increase. Mrs. Lugo then responded to questions from the Board regarding the previous balloting processes and the potential impact should responsibility for maintaining landscaping and lighting services on all affected properties be reverted back to the District. Director Kiley made a motion, seconded by Director Beverage, to vote in favor of the increased assessments for these parcels and authorize the General Manager to complete and submit the ballots as required. Motion carried 4-0-0-1 with Director Hawkins being absent. 9.5. California Special District Association (CSDA) Call for Nominations (Seat B) Mr. Marcantonio explained that CSDA was looking for Independent Special District Board Members or their General Managers who may be interested in becoming a candidate for election to CSDA's Board of Directors. He then provided an overview of the associated responsibilities of the successful candidate and identified individuals from other agencies who were planning to run in the election. No Director expressed an interest in being nominated as a candidate at this time. Neither did Mr. Marcantonio. No action was taken on this item. 9.6. Professional Services Agreements for Water Consumption Analytics Mr. Micalizzi explained that at a previous workshop meeting, representatives from OmniEarth and DropCountr had provided a presentation to the Board regarding an opportunity to participate in a grant for a web-based water consumption analytics and customer engagement tool. The Board then instructed staff to pursue participation in the grant Minutes of the YLWD Board of Directors Regular Meeting Held May 12,2016 at 8:30 a.m. 5 2016-075 opportunity as well as obtain cost information for continuation of the program following the one year expiration. As such, staff has prepared an application to participate in the grant for FY 2016/17 and Professional Services Agreements with both companies for FY 2017/18 to FY 2020/21 for the Board's consideration. Mr. Micalizzi noted that these products would assist the District in future reporting to the SWRCB as well as potentially obtain credit for fuel modification zones. He then responded to questions from the Board regarding terms contained in the agreement and the utilization of collected,data as related to future rate setting strategies. Director Kiley made a motion, seconded by Director Beverage, to: (1) approve the Application to Participate in the SAWPA grant with SAWPA/OmniEarth to provide a water consumption analytics tool for FY 2016117; (2) approve a Confidentiality Agreement with OmniEarth in relation to customer meter data; (3) approve a Professional Services Agreement with OmniEarth to provide a water consumption analytics tool for FY 2017118 to FY 2020121 as identified in the Scope of Work and/or other services as deemed necessary; and (4) approve a Professional Services Agreement with DropCountr to provide a water consumption analytics and customer engagement tool for FY 2017118 to FY 2020121 as identified in the Scope of Work and/or other services as deemed necessary. Motion carried 4-0-0-1 with Director Hawkins being absent. 10. REPORTS, INFORMATION ITEMS, AND COMMENTS 10.1. President's Report None. 10.2. Directors' Reports None. 10.3. General Manager's Report Mr. Marcantonio provided the Board with an overview of his recent meetings and activities. He then asked each of the managers to provide a report regarding activities within their respective departments. 10.4. General Counsel's Report None. 10.5. Future Agenda Items and Staff Tasks None. Minutes of the YLWD Board of Directors Regular Meeting Held May 12,2016 at 8:30 a.m. 6 2016-076 11. COMMITTEE REPORTS 11.1. Interagency Committee with MWDOC and OCWD (Collett / Melton) ■ The next meeting is scheduled to be held May 24, 2016 at 4:00 p.m. 11.2. Joint Agency Committee with City of Yorba Linda (Collett / Beverage) • Minutes of the meeting held April 26, 2016 at 9:00 a.m. will be provided when available. • The next meeting is scheduled to be held May 31, 2016 at 9:00 a.m. at YL City Hall. 11.3. Interagency Committee with City of Placentia and Golden State Water Co. (Collett / Kiley) • Minutes of the meeting held May 9, 2016 at 3:00 p.m. will be provided when available. • The next meeting is yet to be scheduled. 11.4. Citizens Advisory Committee (Melton) • Minutes of the meeting held April 25, 2016 at 8:30 a.m. were provided in the agenda packet. • The next meeting is scheduled to be held May 23, 2016 at 8:30 a.m. 12. INTERGOVERNMENTAL MEETINGS The Directors and staff reported on their attendance at the following meetings. 12.1. YL City Council — May 3, 2016 (Beverage) 12.2. OCSD Operations Committee — May 4, 2016 (Kiley/Beverage) 12.3. LAFCO — May 11, 2016 (Beverage —As Needed) 12.4. YL Planning Commission — May 11, 2016 (Melton) Minutes of the YLWD Board of Directors Regular Meeting Held May 12,2016 at 8:30 a.m. 7 2016-077 13. BOARD OF DIRECTORS ACTIVITY CALENDAR 13.1. Meetings from May 13, 2016 — June 30, 2016 The Board reviewed the activity calendar. Mrs. Lugo asked if the Board would consider rescheduling the budget workshop meeting on June 2, 2016 to June 6, 2016 as well as tentatively schedule an additional workshop meeting on June 14, 2016. Following brief discussion, the Board determined to reschedule the budget workshop meeting on Thursday, June 2, 2016 to Monday, June 6, 2016 at 8:30 a.m. Additionally, the Board determined to schedule a tentative budget workshop meeting on Tuesday, June 14, 2016 at 3:00 p.m. 14. CLOSED SESSION The meeting was adjourned to Closed Session at 10:09 a.m. All Directors in attendance were present. Also present were Messrs. Gagen, Marcantonio, and Micalizzi and Mrs. Knight. 14.1. Conference with Legal Counsel — Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: Kent Ebinger and Yorba Linda Taxpayers Association vs. Yorba Linda Water District (OC Superior Court — Case No. 00829548) The Board reconvened in Open Session at 10:45 a.m. No action was taken during Closed Session that was required to be reported under the Brown Act. 15. ADJOURNMENT 15.1. The meeting was adjourned at 10:46 a.m. The next Regular Board of Directors Meeting will be held Thursday, May 26, 2016 at 8:30 a.m. Annie Alexander Assistant Board Secretary Minutes of the YLWD Board of Directors Regular Meeting Held May 12,2016 at 8:30 a.m. 8