HomeMy WebLinkAbout2018-12-11 - Board of Directors Meeting Minutes 2018-176
MINUTES OF THE
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
Tuesday, December 11, 2018, 6:30 p.m.
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
The meeting was called to order at 6:32 p.m.
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL
DIRECTORS PRESENT STAFF PRESENT
Andrew J. Hall Marc Marcantonio, General Manager
Phil Hawkins Brett Barbre, Assistant General Manager
Brooke Jones John DeCriscio, Operations Manager
J. Wayne Miller Gina Knight, HR/Risk and Safety Manager
Al Nederhood Delia Lugo, Finance Manager
Rosanne Weston, Engineering Manager
Annie Alexander, Exec Asst/Board Secretary
Mike Carreon, Facilities Maintenance Worker
Danielle Logsdon, Senior Engineer
Anthony Manzano, Senior Project Manager
Kaden Young, Management Analyst
ALSO PRESENT
Andrew Gagen, General Counsel, Kidman Gagen Law LLP
4. ADDITIONS/DELETIONS TO THE AGENDA
None.
5. SEATING OF DIRECTORS
5.1. Administer Oaths of Office to Newly Elected Directors
General Manager Marc Marcantonio administered the Oaths of Office for
Directors Nederhood, Jones, and Hawkins.
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5.2. Reorganization of the Board of Directors and Appointment of Officers
Director Nederhood made a motion, seconded by Director Hawkins, to
nominate Director Jones as President. Motion carried 5-0-0-0.
The meeting was then turned over to President Jones as the presiding
officer.
Director Jones made a motion, seconded by Director Nederhood, to
nominate Director Hawkins as Vice President. Motion carried 5-0-0-0.
Director Hawkins made a motion, seconded by Director Hall, to appoint
Annie Alexander as Secretary, Kaden Young as Assistant Secretary, and
Delia Lugo as Treasurer for the next calendar year. Motion carried 5-0-0-0.
5.3. Adjourn to Yorba Linda Water District Public Financing Corporation and
Financing Authority Regular Meetings
A recess was declared at 6:39 p.m. in order to conduct the Public
Financing Corporation and Financing Authority Regular Meetings.
The meeting was reconvened at 6:42 p.m.
6. INTRODUCTIONS AND PRESENTATIONS
6.1. Elected Official Liaison Reports
None.
7. PUBLIC COMMENTS
None.
8. CONSENT CALENDAR
President Jones requested to remove Item No. 8.7. from the Consent Calendar
for separate action. Director Nederhood also requested to remove Item Nos.
8.3., 8.4. and 8.5.
Director Hall made a motion, seconded by Director Hawkins, to approve the
remainder of the Consent Calendar. Motion carried 5-0-0-0.
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8.1. Minutes of the Board of Directors Workshop Meeting Held October 30,
2018
Recommendation: That the Board of Directors approve the minutes as
presented.
8.2. Minutes of the Board of Directors Special and Regular Meetings Held
November 13, 2018
Recommendation: That the Board of Directors approve the minutes as
presented.
8.6. Revised Budgeted Positions for the Remainder of FY19
Recommendation: That the Board of Directors adopt Resolution No. 18-
36 ratifying the Budgeted Positions for the remainder of Fiscal Year 2019
and rescinding Resolution No. 18-27.
8.8. Notice of Completion for Tract 15199 Waterline Replacement
Recommendation: That the Board of Directors authorize staff to file the
Notice of Completion for construction of Tract 15199 Waterline
Replacement Project, Job No. 2017-24.
ITEMS REMOVED FROM THE CONSENT CALENDAR FOR SEPARATE ACTION
8.3. Payments of Bills, Refunds, and Wire Transfers as of November 27, 2018
and December 11, 2018
Staff responded to questions from Director Nederhood regarding a few
items on the Check Register.
Director Miller made a motion, seconded by Director Hall, to ratify and
authorize disbursements of November 27, 2018 and for December 11,
2018 in the amount of$2,675,536.84. Motion carried 5-0-0-0.
8.4. Purchase of a New Sewer Camera Truck
Staff responded to questions from Director Nederhood regarding the
purchase of this equipment and the potential for providing sewer
cleaning/video inspection services to contiguous agencies.
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Director Hawkins made a motion, seconded by Director Hall, to authorize
the General Manager to purchase a new sewer camera truck from Haaker
Equipment Company in the amount of $263,044.68. Motion carried
5-0-0-0.
8.5. Modifying Certain Classifications and Salary Ranges and Amending the
Personnel Manual
Staff responded to questions from Director Nederhood regarding costs
associated with Certificate Pay for qualifying employees.
Director Hawkins made a motion, seconded by Director Hall, to: (1) adopt
Resolution No. 18-34 amending Exhibit A of the Memorandum of
Understanding between the District and the Yorba Linda Water District
Employees Association for the remainder of Fiscal Years 2019-2023; and
(2) adopt Resolution No. 18-35 amending Section 4.07, Articles 6 and 7,
and Exhibit A of the Personnel Manual for Unrepresented Employees for
the remainder of Fiscal Years 2019-2023. Motion carried 5-0-0-0 vote.
8.7. Amended Terms and Conditions for Sewer Service with Kurt Metcalf and
James Heller, Eureka Avenue, Yorba Linda
Kurt Metcalf, resident, spoke against the cost and standards for
connecting to the District's sewer distribution system.
Staff provided the Board with an overview of the original Terms and
Conditions and the proposed amendments.
Following discussion, the Board determined to defer consideration of this
matter to a future meeting. The Board also asked Mr. Metcalf to notify
staff one week prior to the January 8, 2019 regular meeting should he
desire to have this matter placed on the agenda.
9. ACTION CALENDAR
9.1. Revisions to Purchasing Policy
Staff reviewed the proposed amendments to the purchasing policy in order
to comply with FEMA's reimbursement requirements.
Director Hall made a motion, seconded by Director Hawkins, to adopt
Resolution No. 18-37 revising the District's purchasing policy and
rescinding Resolution No. 17-30. Motion carried 5-0-0-0 on a Roll Call
vote.
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9.2. Board of Directors Compensation
Staff reviewed the regulations associated with the Directors'
compensation.
Julia Shultz, resident, spoke in favor of keeping the Directors' rate of
compensation the same.
Director Hawkins made a motion that no action be taken to modify the
Directors'compensation. Motion failed for lack of a second.
Director Nederhood made a motion that the Directors' rate of
compensation be increased from $150 to $175 per meeting. Motion failed
for lack of a second.
The Board briefly discussed the implications of increasing the Directors'
compensation.
Director Nederhood made a motion that the Directors' rate of
compensation be increased to $175 per meeting. Motion failed for lack of
a second.
Director Hawkins made a motion, seconded by Director Jones, to keep the
Directors'compensation rate at$150 per meeting. Motion carried 5-0-0-0.
10. DISCUSSION ITEMS
10.1. Establishment of Committees and Committee, Agency and
Intergovernmental Meeting Assignments
Staff suggested the Directors submit their preferred assignments to
President Jones by December 20, 2018.
10.2. Review Board of Directors' Roles and Sense of Purpose (Hall)
The Board discussed several topics including: funding for capital
improvement projects; Directors' travel expenses; policy for future rate
adjustments; alternate rate structures and the Prop 218 process; formally
revising the General Manager's goals; standards for presenting Board
policy versus individual Directors' opinions; streamlining the budget
process; and funding initiatives identified in the strategic plan.
President Jones suggested the Board address a few of these topics at
each meeting during the upcoming year.
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Director Hall suggested an item be placed on an agenda in February to
discuss the Board of Directors' goals for 2019.
The Board then determined to schedule a workshop meeting on Tuesday,
January 22, 2019 at 5:30 p.m. in lieu of the regular meeting.
10.3. Performance of Water and Sewer Rate Study and Development of
Proposition 218 Notice (Nederhood)
The Board discussed the process for initiating a new rate study and
factors to be considered before issuing a Request for Proposals (RFP)
and engaging a consultant. The Board also discussed the need for
developing a consensus on the following topics: utilizing a 10-year versus
5-year Capital Improvement Plan; funding for capital improvement projects
(debt versus pay-as-you-go), time period to be covered by the next rate
study; types of rate structures to be considered; methodology for
projecting revenue; effective date of a proposed rate adjustment; and
timeline for public outreach efforts and formal Prop 218 notification
process.
Staff suggested the Board also consider the impact of water related
regulations yet to be finalized by the state.
Director Hall requested staff develop a list of items the Board needs to
come to a consensus on before the issuance of an RFP for a new rate
study. These topics could then be addressed at future Board meetings.
10.4. Formation of Community Facilities Districts (CFD) for Connecting
Customers with Septic Tanks to District Wastewater Collection System
Staff reviewed the process for and benefits of forming CFD's to assist
residents with financing for connecting to the District's wastewater
collection system.
Following discussion, staff offered to prepare an information paper on the
matter to include estimated costs for staff time and legal counsel support
for the formation of one CFD. Staff will also begin the process of
identifying District customers who may benefit from this program.
John Koehler, resident, commented on the estimated number of residents
in the community still on septic and previous outreach efforts made by the
District's Engineering Manager back in the 1970's.
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Kurt Metcalf, resident, further commented on the process for connecting to
the District's sewer distribution system.
10.5. Status of Engineering Activities
Staff reviewed the status of various projects in design and construction
and other items of interest.
11. REPORTS, INFORMATION ITEMS, AND COMMENTS
11.1. Directors' Reports
■ Intergovernmental Meetings, Conferences, and Events
The Directors noted their attendance at the listed meetings and
events.
11.2. General Manager's Report
General Manager Marc Marcantonio shared a message from former
Councilmember Tom Lindsey following which staff reported on the
District's recent donation of three surplus vehicles to the Paradise
Irrigation District. General Manager Marcantonio then reported on his
presentation at the ACWA Fall Conference after which he asked each of
the managers to report on activities within their respective departments.
11.3. General Counsel's Report
None.
11.4. Future Agenda Items and Staff Tasks
Director Hawkins requested staff prepare a graphic representation or
cheat sheet for the Board identifying what expenses were being covered
by rates.
12. COMMITTEE REPORTS
12.1. Interagency Committee with MWDOC and OCWD
(Nederhood/Jones)
■ Next meeting is scheduled January 24, 2019 at 4:00 p.m.
12.2. Joint Agency Committee with City of Yorba Linda
(Nederhood/Jones)
■ Minutes of the meeting held December 10, 2018 at 4:00 p.m. will be
provided when available.
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■ Next meeting is scheduled March 11, 2019 at 4:00 p.m. at YL City
Hall.
12. BOARD OF DIRECTORS ACTIVITY CALENDAR
12.1. Meetings from December 12, 2018 — February 28, 2019
The Board made no changes to the activity calendar.
13. ADJOURNMENT
13.1. The meeting was adjourned at 9:48 p.m.
Annie Alexander--
Board
lexander'Board Secretary
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