Loading...
HomeMy WebLinkAbout2016-10-27 - Board of Directors Meeting Minutes 2016-199 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, October 27, 2016, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The October 27, 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 Steve Conklin, Engineering Manager Mike Beverage, Vice President Gina Knight, Human Resources/Risk Manager Phil Hawkins Damon Micalizzi, Public Information Manager Bob Kiley Annie Alexander, Executive Secretary Gary Melton Cindy Botts, Water Consv Sup/Mgmt Analyst Laurie McAllister, Records Mgmt Admin Kelly McCann, Senior Accountant Ken Mendum, Water Maint Superintendent Malissa Muttaraid, Public Affairs Representative ALSO PRESENT Andrew Gagen, Partner, Kidman Law LLP 4. ADDITIONS/DELETIONS TO THE AGENDA None, 5. INTRODUCTIONS AND PRESENTATIONS 5.1. MWDSC/MWDOC Director's Report None. 6. PUBLIC COMMENTS None. Minutes of the YLWD Board of Directors Regular Meeting Held October 27, 2016 at 8 30 a.m. 1 2016-200 7. CONSENT CALENDAR Director Kiley made a motion, seconded by Director Hawkins, to approve the Consent Calendar. Motion carried 5-0. 7.1. Minutes of the Board of Directors Special Meeting held August 17, 2016 Recommendation: That the Board of Directors approve the minutes as presented. 7.2. Minutes of the Board of Directors Regular Meeting held August 25, 2016 Recommendation: That the Board of Directors approve the minutes as presented. 7.3. Minutes of the Board of Directors Regular Meeting held September 8, 2016 Recommendation: That the Board of Directors approve the minutes as presented. 7.4. Minutes of the Board of Directors Regular Meeting held September 22, 2016 Recommendation: That the Board of Directors approve the minutes as presented. 7.5. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of$1,733,824.79. 7.6. Budget to Actual Reports for the Months Ending July 31, 2016 and August 31, 2016 Recommendation: That the Board of Directors receive and file the Budget to Actual Reports for the Months Ending July 31, 2016 and August 31, 2016. 7.7. Cash and Investment Report for Month Ending September 30, 2016 Recommendation: That the Board of Directors receive and file the Investment Reports for the Month Ending September 30, 2016 Minutes of the YLWD Board of Directors Regular Meeting Held October 27,2016 at 8:30 a.m. 2 2016-201 7.8. Directors and General Manager Fees and Expenses Report for First Quarter FY 2016/17 Recommendation: That the Board of Directors receive and file the Directors and General Manager Fees and Expenses Report for First Quarter FY 2016/17. 7.9. Terms and Conditions for Water and Sewer Service with National Community Renaissance Recommendation: That the Board of Directors approve the Terms and Conditions for Water and Sewer Service with National Community Renaissance, Job No. 201613. 7.10. Change Order No. 1 for Well No. 21 Wellhead Equipping Project Recommendation: That the Board of Directors approve Change Order No. 1 in the amount of $24,957.14 (a credit to the District) and no additional calendar days to Pascal and Ludwig Constructors for construction of the Well Head Equipping Project, Job No. 200711. 7.11 Change Order No. 1 for Richfield Road Water Main Project Recommendation: That the Board of Directors approve Change Order No. 1 for 60 additional calendar days to TBU Construction Inc. for construction of the Richfield Road Water Main Project, Job No. 2014-23, 7.12 Sole-Source Agreement for Construction Support Services for the Fairmont Booster Pump Station Project Recommendation: That the Board of Directors authorize execution of a Professional Services Agreement with Lee & Ro, Inc., in the amount not to exceed $65,380 for Construction Support and Special Inspection Services for construction of the Fairmont Booster Station Upgrade Project, Job No. 2010-11 B. 7.13 Claim for Damages Filed by Tracey Pratt Recommendation: That the Board of Directors reject and deny the claim filed by Tracey Pratt. Minutes of the YLWD Board of Directors Regular Meeting Held October 27, 2016 at 8:30 a.m. 3 2016-202 8. ACTION CALENDAR 8.1. Debt Management Policy Mr. McCann explained that per the Government Financial Officers Association (GFOA), it is best practice for state and local governments to adopt a comprehensive debt management policy. Staff has been working with YLWD's Financial Advisor, Mr. Robert Porr of Fieldman Rolapp, to develop such a policy for the District. According to GFOA, debt management policies are written guidelines, allowances, and restrictions that guide issuance practices of state and local governments, including the issuance process, management of a debt portfolio, and adherence to various laws and regulations. Additionally, a debt management policy should improve the quality of decisions, articulate policy goals, provide guidelines for the structure of debt issuance, and demonstrate a commitment to long-term capital and financial planning. The draft policy being presented to the Board for consideration is structured to meet GFOA's recommendations for compliance with future "accountability" reporting requirements to the California Debt and Investment Advisory Commission. Director Beverage made a motion, seconded by Director Kiley, to adopt Resolution No. 16-19 Setting Forth a Debt Management Policy. Motion carried 5-0 on a roll call vote. 9. REPORTS, INFORMATION ITEMS, AND COMMENTS 9.1. President's Report President Collett thanked the Board and staff for their support following the recent passing of his mother. 9.2. Directors' Reports The Directors reported on their attendance at the following events. ■ OCSD State of the District — October 14, 2016 (Collett/Hawkins/Kiley) ■ YL State of the City — October 20, 2016 (Hawkins/Kiley/Melton) • CA-NV AWWA Conference — October 24-26, 2016 (Kiley) 9.3. General Manager's Report Mr. Conklin asked each of the managers or their designees to provide a report regarding activities within their respective departments. Minutes of the YLWD Board of Directors Regular Meeting Held October 27, 2016 at 8:30 a.m. 4 2016-203 Mr. Mendum reported on the status of a recent main line leak and damage caused to the District's sewer lines by contractors disposing sludge down drains when re-plastering customers' swimming pools. The Board suggested that staff coordinate with the City so that future contractors are informed of proper disposal procedures at the time they obtain a permit. Mr. Mendum also commented on the number of sewer line blockages caused by wet wipes being flushed down the drain. Mr. McCann reported that staff was preparing for the District's upcoming rating reviews, working on the Preliminary Official Statement for the advance refunding of the 2008 Certificates of Participation, and updating some of the District's policies. Mrs. Knight reported that staff had recently participated in confined space rescue training and would be putting together a team and performing drills in the near future. Mr. Micalizzi reported on current conservation and consumption trends, recent activities of the State Water Resources Control Board, and legislative affairs. He also commented on topics discussed during CSDA's annual conference and noted that the District's Transparency Certificate of Excellence from the Special District Leadership Foundation had been renewed. Mr. Micalizzi then provided an overview of SB 814. Mr. Conklin reported on the status of the Esperanza Hills development project and the District's construction projects. 9.4. General Counsel's Report Mr. Gagen explained that at the last meeting, Director Brett Barbre had raised an issue regarding the definition of the term "material financial interest" which appears in the District's new investment policy. He stated that the District had adopted a Conflict of Interest Code to which the reader of the investment policy could be referred should they have any questions regarding the definition of this term. 9.5. Future Agenda Items and Staff Tasks None. 10. COMMITTEE REPORTS 10.1. Interagency Committee with MWDOC and OCWD (Collett / Melton) ■ Next meeting is scheduled November 22, 2016 at 4:00 p.m. Minutes of the YLWD Board of Directors Regular Meeting Held October 27,2016 at 8:30 a.m. 5 2016-204 10.2. Joint Agency Committee with City of Yorba Linda (Collett / Beverage) ■ Minutes of the meeting held October 26, 2016 at 11 :00 a.m. will be provided when available. President Collett provided a report of matters discussed during the meeting. • Next meeting is yet to be scheduled. 10.3. Interagency Committee with City of Placentia and Golden State Water Company (Collett / Kiley) ■ Next meeting is yet to be scheduled. 10.4. Citizens Advisory Committee (Melton) ■ Minutes of the meeting held October 24, 2016 at 8:30 a.m. will be provided when available. Director Melton provided a report regarding matters discussed during the meeting. ■ Next meeting is scheduled November 28, 2016 at 8:30 a.m. 11. INTERGOVERNMENTAL MEETINGS The Directors and staff reported on their attendance at the following meetings. 11.1. YL City Council — October 18, 2016 (Beverage) 11.2. MWDOC Board — October 19, 2016 (Melton) 11.3. OCWD Board — October 19, 2016 (Kiley) 11.4. OCSD Board — October 26, 2016 (Kiley/Beverage) 11.5. YL Planning Commission — October 26, 2016 (Hawkins) 12. BOARD OF DIRECTORS ACTIVITY CALENDAR 12.1. Meetings from October 14, 2016 — November 30, 2016 The Board reviewed the activity calendar and made no changes. Minutes of the YLWD Board of Directors Regular Meeting Held October 27, 2016 at 8 30 a m. 6 2016-205 13. CONFERENCES, SEMINARS, AND SPECIAL EVENTS 13.1. YL Town Center Groundbreaking Ceremony — November 1, 2016 Director Hawkins made a motion, seconded by Director Kiley, to approve Director attendance at this event if desired. Motion carried 5-0. 14. CLOSED SESSION The meeting was adjourned to Closed Session at 9:14 a.m. All Directors in attendance were present. Also present were Messrs. Gagen and Micalizzi, and Mrs. Knight. 14.1. Conference with Legal Counsel — Existing Litigation Pursuant to Paragraph (1) of Subdivision (d) of Section 54956.9 of the California Government Code Name of Case: Irvine Ranch Water District vs. Orange County Water District (OC Superior Court — Case No. 00858584) 14.2. Conference with Legal Counsel — Existing Litigation Pursuant to Paragraph (1) of Subdivision (d) of Section 54956.9 of the California Government Code Name of Case: City of Yorba Linda vs. Nicola Saba, et al. (OC Superior Court — Case No. 00847807) 14.3. Conference with Legal Counsel — Existing Litigation Pursuant to Paragraph (1) of Subdivision (d) of Section 54956.9 of the California Government Code Name of Case: City of Yorba Linda vs. Harry Schlitz, et al. (OC Superior Court — Case No. 00847840) Mr. Micalizzi left the Closed Session prior to discussion of the following matter. 14.4. Public Employee Performance Evaluation Pursuant to Section 54957 of the California Government Code Title: General Manager Minutes of the YLWD Board of Directors Regular Meeting Held October 27, 2016 at 8:30 a.m. 7 2016-206 The Board reconvened in Open Session at 10:15 a.m. Mr. Gagen reported that the cases listed under Item Nos. 14.2. and 14.3. had been settled. He also reported that the Board had designated President Collett to negotiate a new employment contract with the General Manager. No other 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 10:16 a.m. The next Regular Board of Directors Meeting will be held Thursday, November 10, 2016 at 8:30 a.m. Annie Alexander Assistant Board Secretary Minutes of the YLWD Board of Directors Regular Meeting Held October 27,2016 at 8:30 a.m. 8