HomeMy WebLinkAbout2017-03-01 - Board of Directors Meeting Minutes (B) 2017-038
MINUTES OF THE
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
Wednesday, March 1, 2017, 6:30 p.m.
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
President Miller called the meeting to order at 6:32 p.m.
2. PLEDGE OF ALLEGIANCE
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 John DeCriscio, Operations Manager
Phil Hawkins, Director Gina Knight, HR/Risk and Safety Manager
Brooke Jones, Director Delia Lugo, Finance Manager
Art Vega, Information Technology Manager
Annie Alexander, Executive Assistant
Malissa Muttaraid, Public Affairs Representative
ALSO PRESENT
Andrew Gagen, Partner, Kidman Law LLP
4. ADDITIONS/DELETIONS TO THE AGENDA
Mr. Marcantonio indicated that additional materials had been distributed for Item
Nos. 8.4., 9.1. and 9.4.
5. INTRODUCTIONS AND PRESENTATIONS
5.1. Elected Official Liaison Reports
None.
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6. PUBLIC COMMENTS
Ms. Susan Decker, resident, asked when the most recent financial statements
would be posted to the District's website. Mrs. Lugo stated that these reports
were included in the agenda packet for this meeting which is accessible on the
District's website.
The following individuals spoke regarding their professional background and
interest in serving on the Ad Hoc Citizens Advisory Committee (AHCAC)..
Mr. Randy Siegmund Mr. Gary Macheel
Ms. Pamela Hymel Mr. Tom Babnick
Mr. Ron Ricks
Ms. Cristy Parker, resident, suggested that direct links to financial statements be
placed on the District's website.
President Miller stated that the Directors' rankings for AHCAC candidates would
be provided to the Executive Assistant for tabulation during a brief recess
following Item No. 8.2. He then thanked the applicants for their willingness to
serve.
7. CONSENT CALENDAR
Director Hawkins made a motion, seconded by Director Jones, to approve the
Consent Calendar. Motion carried 5-0.
7.1. Minutes of the Board of Directors Regular Meeting held December 15, 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$1,049,558.47.
7.3. Directors and General Manager Fees and Expenses Report for Second
Quarter FY 2016/17
Recommendation: That the Board of Directors receive and file the
Directors and General Manager Fees and Expenses Report for Second
Quarter FY 2016/17.
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7.4. Change Order No. 2 for Richfield Road Water Main Project
Recommendation: That the Board of Directors approve Change Order
No. 2 for 45 additional calendar days to TBU Construction Inc. for
construction of the Richfield Road Water Main Project, Job No. 2014-23.
7.5. Terms and Conditions for Water and Sewer Service with Hardial Gore,
16702 Camille Place
Recommendation: That the Board of Directors approve the Terms and
Conditions for Water and Sewer Service with Hardial Gore, Job 2017-08S.
8. ACTION CALENDAR
8.1. Revised Budgeted Positions for the Remainder of FY 2016/17
Ms. Knight reviewed the financial impact and duties of the proposed
Assistant General Manager (AGM) position.
Mr. Jon Hansen, resident, spoke against the proposed addition of the
AGM position and continued staffing of the Water Conservation
Representative positions.
An unknown resident spoke in favor of the proposed addition of the AGM
position, against filling the vacant Communications Manager position, and
regarding the purpose of the Water Conservation Representatives.
Ms. Claudia Lynch, resident, spoke against the proposed addition of the
AGM position.
The Board then discussed the benefits of adding the AGM position versus
filling the vacant Communications Manager position, examining the results
of a previous organizational performance review, potentially decreasing
the number of Water Conservation Representative positions, and the
importance of succession planning and public relations.
Director Miller made a motion, seconded by Director Hawkins, to defer
consideration of this matter to a future date. Motion carried 3-1-1 with
Director Nederhood voting No and Director Jones abstaining.
8.2. Requests for Concurring Nomination Resolutions for the ACWA/JPIA 2017
Executive Committee Election
Ms. Knight explained that ACWA/JPIA would be conducting an Executive
Committee election during the JPIA's Board of Directors' meeting in May.
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The District received requests for concurring nominations from three
candidates.
Director Hawkins suggested that consideration of this matter be deferred
to a future meeting at which candidates could be invited to address the
Board in person.
Director Hawkins made a motion, seconded by Director Jones, to defer
consideration of this matter to the next regular meeting and invite the
candidates to attend and address the Board in person at that time. Motion
carried 5-0.
President Miller declared a recess at 7:19 p.m. for the purposes of tabulating the
Directors' rankings of AHCAC candidates.
The meeting was reconvened at 7:31 p.m.
8.3. Appointments to Ad Hoc Citizens Advisory Committee
Mr. Marcantonio announced that the following eleven individuals had
received the highest rankings:
Mr. Dennis Anderson Ms. Pamela Hymel
Mr. Lindon Baker Mr. Bill Lawrence
Dr. Jeff Decker Ms. Cristy Parker
Mr. Kent Ebinger Mr. Ron Ricks
Mr. Terry Harris Mr. Ken Tam
Mr. Fred Hebein
The Board thanked all of the applicants for their willingness to serve on
the AHCAC.
Director Hawkins made a motion, seconded by Director Miller, to sponsor
the attendance of the AHCAC members at the upcoming MWDOC Water
Policy Forum. Motion carried 5-0.
Director Hawkins made a motion, seconded by Director Hall, to appoint
the above listed individuals to the AHCAC. Motion carried 5-0.
Staff was instructed to confirm the availability of the successful candidates
and provide scheduling assistance for the first meeting. President Miller
noted that the AHCAC's meetings would be publicly noticed in accordance
with the Brown Act.
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8.4. Facilitator for Ad Hoc Citizens Advisory Committee
Ms. Botts explained that staff had obtained quotes from two vendors for
meeting facilitation services. She then provided an overview of each of
the quotes. The Board discussed the qualifications of each of the vendors
and the need for a facilitator.
Mr. Ben Parker, resident, offered his services as a facilitator free of
charge.
Mr. Tom Lynch, resident, suggested that the AHCAC determine whether a
facilitator is needed.
Ms. Pat Nelson, resident, spoke in favor of engaging an outside local
facilitator.
Mr. Jon Hansen, resident, spoke in favor of engaging an outside cost
effective facilitator.
Ms. Julia Schultz, resident, spoke in favor of engaging BHI Management
Consulting.
Mr. Bill Lawrence, resident and AHCAC member, spoke in favor of
engaging an outside facilitator with an option to cancel the contract if it
was determined their services were no longer necessary.
Director Hawkins made a motion, seconded by Director Jones, to execute
an agreement with BHI Management Consulting for meeting facilitation
services in an amount not to exceed $18,000. Motion carried 5-0.
8.5. Roles, Responsibilities and Procedures for Ad Hoc Citizens Advisory
Committee
Ms. Muttaraid explained that the previous document had been revised to
include the roles and responsibilities of a chairperson and more clearly
define the committee's purpose.
The Board discussed allowing the committee to determine the need for a
chairperson and requesting summary minutes of the meetings.
Ms. Muttaraid indicated that the first meeting had been tentatively
scheduled Monday, March 6, 2017 at 6:00 p.m. during which the
committee can determine the schedule for future meetings.
The Board and staff discussed employee assistance to the committee.
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Ms. Cristy Parker, resident and AHCAC member, asked about materials
being made available to the committee for review prior to the first meeting.
The Board, staff and legal counsel then discussed creation of a resource
page for the AHCAC on the District's website.
No action was taken in relation to this item.
9. DISCUSSION ITEMS
9.1. Budget to Actual Statements for the Month Ending January 31, 2017
Staff provided an overview of key information contained in these
statements including cumulative volumetric water revenue, the impact of
winter weather conditions, and variable water expenses.
Mr. Jon Hansen, resident, commented on the cumulative water demand
recovery, variable water expenses, and the FY 2015/16 budget.
9.2. Cash and Investments Report Ending January 31, 2017
Ms. Lugo reviewed key information contained in this report related to
yields, expenditures, and reserve levels.
9.3. Unaudited Financial Statements Second Quarter of FY 2016/17
Ms. Lugo provided an overview of key information contained in these
statements including the District's net position, cumulative volumetric
water revenue, variable water expenses, and debt service ratio.
Mr. Kent Ebinger, resident, inquired as to the purpose of the line of credit.
The Board and staff explained that it had been utilized to fund various
capital improvements projects in lieu of reserves.
Mr. Jon Hansen, resident, commented on reserve levels, the previous rate
study, and the recent decrease in water rates.
Ms. Botts reviewed some graphical representations of historical water
consumption trends.
9.4. Overview of Fairmont Booster Pump Station and Well 22
Mr. Conklin provided a presentation regarding the background, purpose,
and current status of these two capital improvement projects.
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Mr. DeCriscio also reviewed the process of drilling, maintaining, and
abandoning wells.
The Board commended staff on their efforts to maintain and develop the
District's water distribution system.
9.5. Scheduling of Board Budget Workshop Meetings in April and May 2017
Ms. Alexander stated that due to some schedule conflicts, staff would be
working with the Board to reschedule the workshop meetings in April and
May.
10. REPORTS, INFORMATION ITEMS, AND COMMENTS
10.1. Directors' Reports
The Directors reported on their attendance at the following events:
■ MWDSC State Water Project Tour — February 24-26, 2017
(Jones/Nederhood)
■ CSDA SDLA Conference — February 26 — March 1, 2017
(Jones/Miller/Nederhood)
10.2. General Manager's Report
None.
10.3. General Counsel's Report
None.
10.4. Future Agenda Items and Staff Tasks
President Miller noted that a discussion regarding the District's reserves
would be placed on a future agenda.
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.
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11.2. Joint Agency Committee with City of Yorba Linda
(Miller/Hawkins)
■ 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.
12. INTERGOVERNMENTAL MEETINGS
The Directors reported on their attendance at the following meetings.
12.1 MWDOC Board — February 15, 2017 (Nederhood)
12.2 OCWD Board — February 15, 2017 (Jones)
12.3. YL Planning Commission — February 15, 2017 (Hawkins — As Needed)
12.4. YL City Council — February 21, 2017 (Hawkins)
12.5. OCSD Board — February 22, 2017 (Hawkins/Jones)
13. BOARD OF DIRECTORS ACTIVITY CALENDAR
13.1. Meetings from February 15, 2017 — April 30, 2017
The Board reviewed the activity calendar and made no changes.
14. CONFERENCES, SEMINARS, AND SPECIAL EVENTS
14.1. CA-NV AWWA Spring Conference — April 10-13, 2017
ACWA/JPIA Spring Conference — May 8-9, 2017
ACWA Spring Conference — May 9-12, 2017
Director Hawkins made a motion, seconded by Director Hall, to approve
Director attendance at these events if desired. Motion carried 5-0.
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15. ADJOURNMENT
15.1. The meeting was adjourned at 9:54 p.m.
Annie Alexander
Assistant Board Secretary
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