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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. Minutes of the YLWD Board of Directors Regular Meeting Held March 1, 2017 at&30 p.m. 1 2017-039 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. Minutes of the YLWD Board of Directors Regular Meeting Held March 1, 2017 at 6:30 p.m. 2 2017-040 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. Minutes of the YLWD Board of Directors Regular Meeting Held March 1, 2017 at 6:30 p.m. 3 2017-041 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. Minutes of the YLWD Board of Directors Regular Meeting Held March 1, 2017 at 630 p.m. 4 2017-042 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. Minutes of the YLWD Board of Directors Regular Meeting Held March 1, 2017 at 6:30 p.m. 5 2017-043 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. Minutes of the YLWD Board of Directors Regular Meeting Held March 1. 2017 at 6:30 p.m. 6 2017-044 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. Minutes of the YLWD Board of Directors Regular Meeting Held March 1, 2017 at 6:30 p.m. 7 2017-045 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. Minutes of the YLWD Board of Directors Regular Meeting Held March 1, 2017 at 630 p.m. $ 2017-046 15. ADJOURNMENT 15.1. The meeting was adjourned at 9:54 p.m. Annie Alexander Assistant Board Secretary Minutes of the YLWD Board of Directors Regular Meeting Held March 1,2017 at 6:30 p.m. 9