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Home My WebLink About2018-04-24 - Board of Directors Meeting Minutes (B) 2018-074 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Tuesday, April 24, 2018, 6:30 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The meeting was called to order at 6:30 p.m. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Al Nederhood, President Brett Barbre, Assistant General Manager Brooke Jones, Vice President John DeCriscio, Operations Manager Andrew J. Hall Bryan Hong, Interim Engineering Manager Phil Hawkins Gina Knight, HR/Risk and Safety Mgr J. Wayne Miller Delia Lugo, Finance Manager Annie Alexander, Exec Asst/Board Secretary Mike Carreon, Facilities Maint Worker Danielle Logsdon, Associate Engineer Anthony Manzano, Senior Project Manager Kelly McCann, Senior Accountant Kaden Young, Management Analyst ALSO PRESENT Andrew Gagen, Partner, Kidman Gagen Law LLP Dan Baker, Business Integration Lead, Carollo Engineerings, Inc. David Baranowski, Lead Analyst, Carollo Engineers, Inc. Peirce Rossum, Financial Services Lead, Carollo Engineers, Inc. Paul Felton, Account Executive, OpenGov, Inc. 4. ADDITIONS/DELETIONS TO THE AGENDA None. 5. INTRODUCTIONS AND PRESENTATIONS 5.1. Elected Official Liaison Reports None. Minutes of the YLWD Board of Directors Regular Meeting Held April 24,2018 at 6:30 p.m. 1 2018-075 5.2. Draft 2018 Asset Management Plan (AMP) Update by Carollo Engineers, Inc. Dan Baker, Business Integration Lead for Carollo Engineers, reviewed the purpose and life-cycle of an AMP, and the District's historical asset management activities. David Baranowski, Lead Analyst for Carollo Engineers, explained the categorization and estimated replacement cost of the District's assets. He also reviewed the condition and risk assessment processes of the District's pipelines, facilities, and equipment, including the development and prioritization of future capital improvement projects. Brief discussion followed regarding the methodology for the condition and risk assessment process and the impact of decreased water flows on sewer pipelines. Mr. Baranowski then provided an overview of the forecasted capital improvement project costs for the next 10 and 100 years. Peirce Rossum, Financial Services Lead for Carollo Engineers, presented the funding analysis and reserve fund projections for the next 25 years and responded to related questions. Mr. Baker noted staff would be trained on maintaining the software model and the AMP would be finalized in the next few weeks. 5.3. Proposal for Budgeting, Operational Performance, and Citizen Engagement Software by OpenGov Paul Felton, Account Executive for OpenGov, reviewed the company's background and product solutions. He then demonstrated various modules containing some of the District's financial data and presented 3 and 5 year proposals for implementation. Staff commented on a recent meeting with City of Placentia staff regarding their agency's initial experience with the product. An in depth discussion followed regarding the potential benefits and associated costs of the different software modules. Terry Harris, resident, commented on the citizen engagement module. Minutes of the YLWD Board of Directors Regular Meeting Held April 24, 2018 at 6:30 p.m. 2 2018-076 Following further discussion, staff was instructed to review the modules and provide a recommendation to the Board at the regular meeting on May 22, 2018. 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 Special and Regular Meetings Held April 10, 2018 Recommendation: That the Board of Directors approve the minutes as presented. 7.2. Minutes of the Board of Directors Workshop Meeting Held April 17, 2018 Recommendation: That the Board of Directors approve the minutes as presented. 7.3. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of$970,548.52. 8.0 ACTION CALENDAR 8.1. Removal of Lakeview Sewer Lift Station Staff explained Shea Homes was proposing to develop Tract 18061 which provided the District with an opportunity to remove the Lakeview Sewer Lift Station located nearby. Staff identified the benefits of doing so and estimated cost for rerouting the sewer main. Director Hawkins made a motion, seconded by Director Jones, authorizing staff to: (1) add the removal of the Lakeview Sewer Lift Station to the Terms and Conditions for Water and Sewer Service with Shea Homes for Tract 18061, Job No. 201719; and (2) utilize funds from the District's Sewer Capital Reserves to pay for construction. Motion carried 5-0. Minutes of the YLWD Board of Directors Regular Meeting Held April 24, 2018 at 6:30 p.m. 3 2018-077 9.0 DISCUSSION ITEMS Staff briefly reviewed the reports associated with Item Nos. 9.1. and 9.2. 9.1. Budget to Actual Reports for the Month Ending March 31, 2018 9.2. Cash and Investment Report for Period Ending March 31, 2018 9.3. Projections for Conservation Reserve (Nederhood) and Budget Based Rate Structures and Staff Data Collection Efforts (Jones) Staff summarized anticipated expenses from the remainder of the District's Conservation Reserve. President Nederhood requested staff provide the Board with a detailed listing of projected expenditures from this reserve through FY18. Staff indicated this report would be made available on May 1, 2018. Staff then provided an overview of the State's water use targets/efficiency standards and development timeline. Staff then reviewed the District's current progress in relation to these standards, concerns related to long- term financial sustainability, and next steps. Discussion touched on the cost and benefits associated with construction and ongoing maintenance of a California Irrigation Management Information System (CIMIS). 10. REPORTS, INFORMATION ITEMS, AND COMMENTS 10.1. Directors' Reports None. 10.2. General Manager's Report Assistant General Manager Brett Barbre noted the District was a sponsor of the upcoming Love Placentia event and invited the Board to the rally to be recognized. 10.3. General Counsel's Report None. 10.4. Future Agenda Items and Staff Tasks None. Minutes of the YLWD Board of Directors Regular Meeting Held April 24, 2018 at 6:30 p.m. 4 2018-078 11. COMMITTEE REPORTS 11.1. Interagency Committee with MWDOC and OCWD (Nederhood/Jones) ■ Next meeting scheduled May 24, 2018 at 4:00 p.m. 11.2. Joint Agency Committee with City of Yorba Linda (Nederhood/Jones) ■ Minutes of the meeting held March 19, 2018 at 4:00 p.m. were provided in the agenda packet. ■ Next meeting is scheduled June 4, 2018 at 4:00 p.m. at YL City Hall. 11.3. Joint Agency Committee with City of Placentia (Nederhood/Jones) ■ Next meeting yet to be scheduled. 12. INTERGOVERNMENTAL MEETINGS The Directors noted their attendance at the following meetings and events. 12.1. OC LAFCO — April 11, 2018 (Nederhood —As Needed) 12.2. OCSD Board —April 11, 2018 (Hawkins/Jones) 12.3. MWDOC Board —April 18, 2018 (Nederhood/Jones) 12.4. OCWA Luncheon —April 18, 2018 (Jones/Miller/Nederhood) 12.5. OCWD Board —April 18, 2018 (Miller/Jones) 12.6. MWDOC Water Policy Forum — April 19, 2018 (Jones/Miller/Nederhood) 13. BOARD OF DIRECTORS ACTIVITY CALENDAR 13.1. Meetings from April 25 — June 30, 2018 The Board made no changes to the activity calendar. 14. ADJOURNMENT 14.1. The meeting was adjourned at 9:36 p.m. Annie Alexander Board Secretary Minutes of the YLWD Board of Directors Regular Meeting Held April 24, 2018 at 6:30 p.m. 5