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HomeMy WebLinkAbout2017-01-24 - Board of Directors Meeting Minutes 2017-013 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, January 24, 2017, 6:30 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The January 24, 2017 Regular Meeting of the Yorba Linda Water District Board of Directors was called to order by President Miller at 6:30 p.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 Miller led the pledge. 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT J. Wayne Miller, President Marc Marcantonio, General Manager Al Nederhood, Vice President Steve Conklin, Engineering Manager Andrew J. Hall, Director Gina Knight, HR/Risk and Safety Manager Brooke Jones, Director Delia Lugo, Finance Manager Art Vega, Information Technology Manager DIRECTORS ABSENT Annie Alexander, Executive Assistant Phil Hawkins, Director Cindy Botts, Water Consv Sup/Mgmt Analyst Ken Mendum, Water Maint Superintendent Malissa Muttaraid, Public Affairs Representative ALSO PRESENT Andrew Gagen, Partner, Kidman Law LLP Brett Barbre, Director, MWDSC and MWDOC Tom Lindsey, Councilmember, City of Yorba Linda 4. ADDITIONS/DELETIONS TO THE AGENDA None. Minutes of the YLWD Board of Directors Regular Meeting Held January 24,2017 at 6:30 p.m. 1 2017-014 5. INTRODUCTIONS AND PRESENTATIONS, 5.1. Elected Official Liaison Reports Councilmember Lindsey reported on the City's recently adopted Landscape Transition Program Guidelines for the Landscape Maintenance Assessment District and next steps for implementation. He also commented on the City's abandonment of landscape easements and the impact on water consumption. He then responded to related questions from the Board. Director Barbre reported on recent legislative activities and Metropolitan's water storage efforts. He then provided an overview and responded to questions from the Board regarding the California Eco Restore and Water Fix projects. 6. PUBLIC COMMENTS Mr. Kent Ebinger, resident, commented on the change to evening meetings, formation and purpose of the Committee, the District's financial statements and reserves, and a rebate for District customers. Mr. Jon Hansen, resident, commented on the change to evening meetings, plans for filling a vacant position and comparative salaries, the District's contract for general legal services, and the District's financial statements. President Miller commented on the Ralph M. Brown Act and the competitive bid process. 7. CONSENT CALENDAR Director Jones requested to remove Item Nos. 7.1 ., 7.3. and 7.4. from the Consent Calendar. Staff responded to questions from the Board regarding payments associated with Item No. 7.2. The Board voted 4-0-0-1 with Director Hawkins being absent to approve Item No. 7.2. 7.2. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of$1,759,251.47. Minutes of the YLWD Board of Directors Regular Meeting Held January 24, 2017 at 6:30 p.m. 2 2017-015 ITEMS REMOVED FROM THE CONSENT CALENDAR FOR SEPARATE ACTION Director Jones asked about a payment associated with the Fairmont Booster Pump Station Upgrade Project. President Miller indicated that this disbursement was associated with Item No. 7.2. Following brief discussion, President Miller declared that Item No. 7.2. would be reconsidered. Staff then responded to questions from the Board regarding various items on the check register and the impact of recent rainfall on construction projects. Director Jones asked about the cost of services and contract associated with Item No. 7.3. Staff provided an overview of legal services provided by Liebert Cassidy Whitmore and responded to related questions from the Board. Mr. Gagen clarified that as YLWD was a county water district, the agency was not required to go out for bid for supplies and services. While the District does make an effort to do so, there is no statutory prerequisite. Director Jones asked about the total budget for the project associated with Item No. 7.4. Staff responded. The Board voted 4-0-0-1 with Director Hawkins absent to approve Item Nos. 7. 1., 7.2., 7.3. and 7.4. 7.1. Minutes of the Board of Directors Regular Meeting held November 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$1,759,251.47. 7.3. Professional Services Agreement with Liebert Cassidy Whitmore for Legal Services Recommendation: That the Board of Directors approve the proposed rates for legal services provided by Liebert Cassidy Whitmore. 7.4. Request to File Notice to Completion for 2015 Waterline Replacement Project Recommendation: That the Board of Directors authorize staff to file the Notice of Completion for construction of the 2015 Waterline Replacement Project, Job No. J2014-12. Minutes of the YLWD Board of Directors Regular Meeting Held January 24, 2017 at 6:30 p.m. 3 2017-016 8. ACTION CALENDAR 8.1. Support of California Eco Restore and California Water Fix Mr. Marcantonio provided an overview of the California Eco Restore and Water Fix projects. Directors Hall, Nederhood and Miller spoke in favor of both initiatives. Director Hall made a motion, seconded by Director Miller, to approve Resolution No. 17-01 in Support of the California Eco Restore and California Water Fix Preferred Alternative (No. 4A). Motion carried 4-0-0-1 with Director Hall being absent. Vice President Nederhood suggested that information regarding this matter be placed on the District's website. Mr. Marcantonio noted that staff had created a page on the District's website to highlight key water related issues. Mr. Conklin commented on the Orange County Water Reliability Study and benefits of the California Water Fix. 9. DISCUSSION ITEMS 9.1. Status of Recruitment Process for Ad Hoc Citizens Advisory Committee Mrs. Muttaraid provided an overview of staff's recruitment efforts and requested feedback from the Board regarding the application review process. The Board then discussed the need for a committee chair and/or meeting facilitator, the number of members, and methods for recruitment. Mr. Kent Ebinger and Mr. Jon Hansen, both residents, inquired as to the recurrence of committee meetings. Staff noted that the draft roles, responsibilities, and procedures for the committee had been distributed to the Board and made available to the public. Mrs. Lugo suggested that the committee's efforts coincide with the budget process and noted that staff would need to obtain cost information for a meeting facilitator. An unknown resident commented on fallowed farmland in central California and asked about the impact of the California Water Fix. Minutes of the YLWD Board of Directors Regular Meeting Held January 24, 2017 at 6:30 p.m. 4 2017-017 Mrs. Lugo then provided an overview of the District's budget process and responded to questions from the Board regarding the deadline for receiving the committee's recommendations. She also noted that budget workshop meetings had been tentatively scheduled for March 29, April 28, and May 18, 2017. The Board and staff then discussed the recurrence of committee meetings, the availability of the District's meeting room after hours, staff attendance at committee meetings, and the Prop 218 process. Staff indicated that the committees draft roles, responsibilities, and procedures would be revised to incorporate Board feedback. 9.2. Board of Directors' Compensation and Benefits Mrs. Knight provided an overview of the Directors' compensation and benefits and the process for making modifications should the Board desire. Director Nederhood made a motion, seconded by Director Jones to maintain the Board of Directors' current rate of compensation. Mr. Marcantonio explained that this matter had been presented to the Board for discussion and any action would need to be considered at a future meeting. No vote on the motion was called for. Director Hall suggested that the Board defer making changes to the Board's compensation for one year. Staff responded to questions from the Board regarding the number of meetings for which Directors could be compensated for during each month. The Board then discussed benefits currently provided to Directors and the potential impact on future Director recruitment should they be discontinued. President Miller invited Councilmember Lindsey to comment on the recent elimination of benefits for City council members. Mr. Jon Hansen, resident, commented on the potential impact on future Director recruitment should benefits no longer be provided and the ability for current Directors to waive benefits. Minutes of the YLWD Board of Directors Regular Meeting Held January 24, 2017 at 6:30 p.m. 5 2017-018 Councilmember Lindsey noted that the question of whether or not to eliminate benefits for Council members had been placed on a previous ballot in order to let the voters decide. Mrs. Knight remarked on the potential impact to the District's contract with ACWA/JPIA and stated that she'd look into the matter and report back to the Board. Councilmember Lindsey further commented on the reasons for the City's actions. Mr. Greg Schultz, resident, expressed his opinion regarding the provision of benefits to elected officials. Mr. Ben Parker, resident, remarked on his reasons for running in the recent election. Mr. Kent Ebinger, resident, suggested that the public be made aware that the Directors' benefits are provided only during their term of service. He also suggested that if the Board determined to waive this coverage, this information be disseminated as well. Mrs. Cristy Parker, resident, commented on the improved health of Directors should they be provided with insurance coverage. Staff was instructed to look into options available to potentially decrease the Directors' health benefits. 9.3. Budget to Actual Reports for the Month Ending December 31, 2016 Mrs. Lugo explained what information staff would be reviewing and noted that Vice President had submitted some related data and graphs demonstrating monthly financial trends. Mrs. Botts provided an overview of the District's water production and purchase trends. Mrs. Lugo reviewed the District's financial reporting process and timeline. The Board and staff then discussed various aspects of the budget to actual reports. Mr. Kent Ebinger, resident, inquired as to funding of the District's pension liability. The Board and staff responded and discussed this matter further. 9.4. Cash and Investment Report for Period Ending December 31, 2016 The Board and staff briefly discussed the cash and investment report and the bond refunding process. Minutes of the YLWD Board of Directors Regular Meeting Held January 24, 2017 at 6:30 p.m. 6 2017-019 9.5. Scheduling Future Budget and HR Workshop Meetings The Board tentatively scheduled the first budget workshop meeting on March 30, 2017 at 4:00 p.m. Staff will work with the Board to schedule an HR workshop meeting. 10. REPORTS, INFORMATION ITEMS. AND COMMENTS 10.1. Directors' Reports None. 10.2. General Manager's Report Mr. Marcantonio noted that the Governor had declared a state of emergency due to flooding. The emergency drought declaration still remains in effect. Mr. Mendum reported on staff's activities in the Operations department. 10.3. General Counsel's Report None. 10.4. Future Agenda Items and Staff Tasks None. 11. COMMITTEE REPORTS 11.1. Interagency Committee with MWDOC and OCWD (Miller/Nederhood) ■ Next meeting is scheduled March 23, 2017 at 4:00 p.m. 11.2. Joint Agency Committee with City of Yorba Linda (Miller/Nederhood) ■ Next meeting is scheduled March 13, 2017 at 4:00 p.m. at YL City Hall. 11.3. Interagency Committee with City of Placentia and Golden State Water Company (Miller/Nederhood) ■ Next meeting is yet to be scheduled. Minutes of the YLWD Board of Directors Regular Meeting Held January 24,2017 at 6:30 p.m. 7 2017-020 12. INTERGOVERNMENTAL MEETINGS The Directors reported on their attendance at the following meetings. 12.1 YL City Council — January 17, 2017 (Nederhood) 12.2 MWDOC Board — January 18, 2017 (Nederhood) 12.3. OCWD Board — January 18, 2017 (Jones) 13. BOARD OF DIRECTORS ACTIVITY CALENDAR 13.1. Meetings from January 25, 2017 — March 31, 2017 The Board reviewed the activity calendar and made no changes. 14. ADJOURNMENT 14.1. The meeting was adjourned at 10:30 p.m. Annie Alexander Assistant Board Secretary Minutes of the YLWD Board of Directors Regular Meeting Held January 24, 2017 at 630 p.m. 8