Loading...
HomeMy WebLinkAbout2017-08-22 - Board of Directors Meeting Minutes 2017-166 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Tuesday, August 22, 2017, 6:30 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The meeting was called to order at 6:33 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 Brett Barbre, Assistant General Manager Andrew J. Hall, Director Steve Conklin, Engineering Manager Phil Hawkins, Director John DeCriscio, Operations Manager Brooke Jones, Director Gina Knight, HR/Risk and Safety Manager 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 Tom Lindsey, Councilmember, City of Yorba Linda 4. ADDITIONS/DELETIONS TO THE AGENDA None. 5. INTRODUCTIONS AND PRESENTATIONS 5.1. Elected Official Liaison Reports Councilmember Tom Lindsey commented on the recent conservation credit applied to customers' water accounts and reported on the City's abandonment of certain landscape easements. The Board presented Councilmember Lindsey with an oversized check representing a $20,407.14 conservation credit to the City of Yorba Linda. Minutes of the YLWD Board of Directors Regular Meeting Held August 22, 2017 at 6:30 p.m. 1 2017-167 Assistant General Manager Barbre, in his role as Director, reported on recent MWDSC and MWDOC activities. He stated that MWDSC had released a third white paper on the financial implications of the California WaterFix and reported on the status of litigation with the San Diego County Water Authority. 6. PUBLIC COMMENTS None. 7. CONSENT CALENDAR Director Hawkins made a motion, seconded by Director Hall, to approve the Consent Calendar. Motion carried 5-0. 7.1. Minutes of the Board of Directors Workshop Meeting Held June 19, 2017 Recommendation: That the Board of Directors approve the minutes as presented. 7.2. Minutes of the Board of Directors Special Meeting Held June 27, 2017 Recommendation: That the Board of Directors approve the minutes as presented. 7.3. Payments of Bills, Refunds, and Wire Transfer Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of$1,567,270.40. 7.4. Request to File Notice of Completion for the Richfield Road Water Main Project Recommendation: That the Board of Directors authorize staff to file the Notice of Completion for construction of the Richfield Road Water Main Project, Job No. J2014-23. 8. ACTION CALENDAR 8.1. Establishing Time of Adjournment for Regular Board Meetings Staff explained the Board had previously determined to establish a time of adjournment for regular meetings. Minutes of the YLWD Board of Directors Regular Meeting Held August 22,2017 at 6:30 p.m. 2 2017-168 The Board discussed making some minor revisions to the resolution, including incorporating language from the Yorba Linda City Council's meeting agendas and setting a limit on the length of meetings rather than specifying a time of day. Councilmember Lindsey commented on the City's process for handling lengthy Council meetings. Following further discourse, the Board determined to amend the resolution allowing any Director to make a motion to complete an item under discussion during meetings lasting more than four hours from the time of commencement. All remaining items on the agenda which had not been acted upon would be continued to the next regular meeting. Director Hall made a motion, seconded by Director Hawkins, to approve Resolution No. 17-28 as amended establishing a time of adjournment for regular meetings and amending Resolution No. 16-12. Motion carried 5-0 on a Roll Call vote. 8.2. Adding the Position of Assistant General Manager to the District's Conflict of Interest Code Staff explained that similar to the action taken at the preceding Public Financing Corporation and Financing Authority meetings, this item was simply a housekeeping matter. Director Hawkins made a motion, seconded by Director Hall, to approve Resolution No. 17-29 adopting a Conflict of Interest Code for the Yorba Linda Water District and rescinding Resolution No. 16-22. Motion carried 5-0 on a Roll Call vote. 8.3. Updating the District's Purchasing Policy Staff explained that revisions requested by the Board during the previous regular meeting had been incorporated into the policy. Included is a form for notifying the Board of sole source procurements of $25K or more. Discussion followed regarding revising the expenditure authority limits, the authorization process for budgeted versus non-budgeted and emergency expenditures, and difficulties experienced by staff with the current expenditure authority limits. Staff reviewed revisions made to various sections of the policy. Minutes of the YLWD Board of Directors Regular Meeting Held August 22,2017 at 630 p.m. 3 2017-169 Director Nederhood made a motion to accept staffs recommendation with the following adjustments to the expenditure authority limits in Table I.- General :General Manager Up to $60,000 Assistant General Manager Up to $40,000 Department Managers Up to $25,000 Motion failed for lack of second. Staff then provided a broad overview of the District's processes and criteria for requests for bids and proposals. Director Hawkins made a motion, seconded by Director Hall, to approve Resolution No. 17-30 adopting the Purchasing Policy as presented and rescinding Resolution No. 13-03. Motion carried 4-0-0-1 on a Roll Call vote with Director Nederhood voting No. 9. DISCUSSION ITEMS 9.1. Cash and Investment Report for Period Ending July 31, 2017 Staff noted a change in the Conservation Reserve due to the recent conservation credit applied to customers' water accounts. The Board requested staff revise the Cash & Investment Summary Report to include the target levels for all reserve categories. Brief discussion followed regarding future revisions to the District's reserve policy. 10. REPORTS, INFORMATION ITEMS, AND COMMENTS 10.1. Directors' Reports Director Hawkins requested staff to include monthly cost information for 1" meters and 19 units of water on a memo prepared for the Board regarding local comparative water rates. Staff offered to prepare a more detailed matrix with data for 5/8", 3/4", and 1" meters and 10, 20, 30, 40 and 50 units of water for the listed agencies. 10.2. General Manager's Report General Manager Marc Marcantonio asked each of the managers to report on projects and accomplishments within their respective departments. Minutes of the YLWD Board of Directors Regular Meeting Held August 22,2017 at 6:30 p.m. 4 2017-170 He then briefed the Board on the status of various administrative and legislative activities. 10.3. General Counsel's Report General Counsel Andrew Gagen explained he had received a request to provide the Board with a periodic update regarding the IRWD vs. OCWD lawsuit. He stated there was nothing substantial to report and the parties were in the midst of discovery. He also noted that his comments would be limited to information available in the public domain and that any analysis or pointed questions the Board may have should be reserved for Closed Session. He then provided a general synopsis of the case. 10.4. Future Agenda Items and Staff Tasks Director Jones requested an action item be placed on the agenda for the September 12, 2017 Board meeting to address the disposition of the District's annual net income and potential customer refund. He also requested an action item for the same meeting to address management of the District's unfunded accrued liabilities. Following brief discussion, the Board agreed to discuss future consideration of these items at the end of the workshop meeting scheduled August 24, 2017. Director Hall requested staff explore options for increased financial transparency such as OpenGov within the next few months. 11. COMMITTEE REPORTS 11.1. Interagency Committee with MWDOC and OCWD (Miller/Nederhood) ■ Next meeting is scheduled September 28, 2017 at 4:00 p.m. 11.2. Joint Agency Committee with City of Yorba Linda (Miller/Hawkins) ■ Minutes of the meeting held June 12, 2017 at 4:00 p.m. were included in the agenda packet. ■ Next meeting is scheduled September 18, 2017 at 4:00 p.m. at YL City Hall. Minutes of the YLWD Board of Directors Regular Meeting Held August 22, 2017 at 6:30 p.m. 5 2017-171 11.3. Joint Agency Committee with City of Placentia (Miller/Nederhood) ■ Next meeting yet to be scheduled. 12. INTERGOVERNMENTAL MEETINGS The assigned Directors did not attend the following meetings due to schedule conflicts or their attendance was not necessary. 12.1 LAFCO —August 9, 2017 (Nederhood —As Needed) 12.2 YL Planning Commission —August 9, 2017 (Hawkins — As Needed) 12.3. YL City Council —August 15, 2017 (Miller) 12.4. MWDOC Board —August 16, 2017 (Nederhood) 12.5. OCWD Board — August 16, 2017 (Jones) Directors Jones and Nederhood reported on their attendance at the following conference. 12.6. UW1 Annual Conference —August 16-18, 2017 (Jones/Nederhood) 13. BOARD OF DIRECTORS ACTIVITY CALENDAR 13.1. Meetings from August 23 — October 31, 2017 The Board reviewed the activity calendar and made no changes. 14. CONFERENCES, SEMINARS, AND SPECIAL EVENTS 14.1. SWRCB Briefing —August 23, 2017 Director Hawkins made a motion, seconded by Director Hall, to approve Director attendance at this event if desired. Motion carried 5-0. 15. ADJOURNMENT 15.1. The meeting was adjourned at 9-14 p.m. Annie Alexander Assistant Board Secretary Minutes of the YLWD Board of Directors Regular Meeting Held August 22,2017 at 6:30 p.m. 6