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HomeMy WebLinkAbout2020-03-24 - Board of Directors Meeting Minutes (B)it 2. 3. 4. 2020-037 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING (TELECONFERENCE) Tuesday, March 24, 2020, 6:30 p.m. 1717 E Miraloma Ave, Placentia CA 92870 SPECIAL NOTICE President Hawkins explained that in an effort to help mitigate the spread of Coronavirus (COVID-19), the District was facilitating participation in this meeting via teleconference pursuant to Paragraph 3 of Executive Order N-29-20 issued by the Governor of California on March 17, 2020. He further explained that public comments were allowed to be submitted in writing via e-mail to the Board Secretary prior to the meeting and that opportunities for public comment would be provided during the teleconference. General Counsel Gagen announced that the Board took no reportable action in Closed Session during the preceding Special Meeting. CALL TO ORDER The meeting was called to order at 6:33 p.m. At the request of President Hawkins, Director Nederhood provided an invocation. PLEDGE OF ALLEGIANCE ROLL CALL DIRECTORS PRESENT Phil Hawkins, President Andrew J. Hall, Vice President Brooke Jones J. Wayne Miller, PhD Al Nederhood STAFF PRESENT Brett R. Barbre, Assistant General Manager John DeCriscio, Operations Manager Gina Knight, Human Resources and Risk Manager Delia Lugo, Finance Manager Pasquale Talarico, Director of Public Affairs Rosanne Weston, Engineering Manager Annie Alexander, Executive Asst/Board Secretary Harold Hulbert, Operations Assistant Kaden Young, Sr Management Analyst ALSO PRESENT Andrew Gagen, General Counsel, Kidman Gagen Law LLP Minutes of the YLWD Board of Directors Regular Meeting Held March 24, 2020 at 6:30 p.m. 2020-038 The following item was taken out of order. 7. PUBLIC COMMENTS Board Secretary Alexander announced that two written comments had been submitted by the public for this meeting, one for Item No. 9.1. and the other for Item No. 10.1. No members of the public who were participating on the call expressed an interest to provide comment at this time. 5. ADDITIONS/DELETIONS TO THE AGENDA Assistant General Manager Barbre requested that staff's recommendation for Item No. 9.1. be amended to include ratification of the District's Infectious Disease Emergency Response (IDER) Plan. Director Nederhood made a motion, seconded by Director Hall, to amend the staff recommendation for Item No. 9.1. to include ratification of the District's Infectious Disease Emergency Response Plan. Assistant General Manager Barbre briefly reviewed the purpose of and major topics contained in the IDER. General Counsel Gagen explained that as circumstances continue to evolve related to the District's COVID-19 mitigation efforts, there was an immediate need to take action on this matter and the need came to staff's attention subsequent to the agenda being posted. Motion carried 5-0-0-0 on a roll call vote. 6. INTRODUCTIONS AND PRESENTATIONS 6.1. Elected Official Liaison Reports Brett R. Barbre, in his capacity as Director for the Metropolitan Water District of Southern California (MWD), reported on MWD's COVID-19 mitigation efforts to ensure continuity of service. He noted that MWD's water supply was safe and plentiful and the agency did not anticipate any issues with delivery. 6.2. Federal and State Legislative Update None. PUBLIC COMMENTS CONTINUED Yorba Linda Mayor Pro Tem Gene Hernandez thanked MWD Director Barbre for his update. Minutes of the YLWD Board of Directors Regular Meeting Held March 24, 2020 at 6:30 p.m. 2 2020-039 8. CONSENT CALENDAR Director Jones and Director Nederhood requested to remove Item Nos. 8.4. and 8.2., respectively, from the Consent Calendar for separate action. Director Hall made a motion, seconded by Director Nederhood, to approve the remainder of the Consent Calendar. Motion carried 5-0-0-0 on a roll call vote. 8.1. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of $794,589.70. 8.3. Cash and Investment Report for Period Ending February 29, 2020 Recommendation: That the Board of Directors receive and file the Cash and Investment Report for the period ending February 29, 2020. 8.5. Agreement for Managed Information Technology (IT) Services Recommendation: That the Board of Directors authorize the General Manager to execute a Professional Services Agreement with Resource Computer Solutions for Managed IT Services for an amount not to exceed $225,000. 8.6. Task Order for Hydraulic Model Calibration Project Recommendation: That the Board of Directors approve a Task Order for the Hydraulic Model Calibration Project to Carollo Engineers, Inc. under the Professional Services Agreement for On -Call Professional Engineering Services awarded on January 14, 2020. Item No. 8.7. was subsequently removed from the Consent Calendar (see below). 8.7. Support of Balanced Energy Solutions and Maintaining Local Control of Energy Solutions Recommendation: That the Board of Directors adopt Resolution No. 2020 -XX in support of balanced energy solutions and maintaining local control of energy solutions. Minutes of the YLWD Board of Directors Regular Meeting Held March 24, 2020 at 6:30 p.m. 3 2020-040 ITEMS REMOVED FROM THE CONSENT CALENDAR FOR SEPARATE ACTION 8.2. Budget to Actual Reports for Month Ending February 29, 2020 Director Nederhood commented on historical water production and consumption, and the cost difference between groundwater and import water. He thanked staff for their efforts to get a water treatment plant to remove per- and polyfluoroalkyl substances (PFAS) online quickly so the District could utilize more cost effective groundwater. Recommendation: That the Board of Directors receive and file the Budget to Actual Reports for the Month Ending February 29, 2020. President Hawkins requested the Board vote on Item Nos. 8.2. and 8.4. at the same time. Director Miller indicated he had wanted to discuss Item No. 8.7. before it was voted on. President Hawkins stated that the Board could discuss Item No. 8.7. following discussion of 8.4. General Counsel Gagen requested the record reflect that Item No. 8.7. was also removed from the Consent Calendar for separate action. President Hawkins stated that for the record, Item Nos. 8.2., 8.4., and 8.7. had been removed from the Consent Calendar for separate action. 8.4. Updated Orange County Local Agency Formation Commission (LAFCO) Dues Structure for Special Districts Director Jones commended Director Nederhood for his work towards achieving a more equitable dues structure. He and Director Nederhood also commented on recent LAFCO employee salary increases. Recommendation: That the Board of Directors approve the updated LAFCO dues structure for Special Districts and instruct staff to complete and return the District's ballot before April 24, 2020. Minutes of the YLWD Board of Directors Regular Meeting Held March 24, 2020 at 6:30 p.m. 4 2020-041 8.7. Support of Balanced Energy Solutions and Maintaining Local Control of Energy Solutions Staff provided an overview of the purpose of the resolution and the importance of having alternative fuel sources for powering District facilities during emergencies. Staff listed a few other local agencies who had or would be considering adoption of a similar resolution. Director Miller expressed concern regarding the lack of clarity in the resolution's language. Staff indicated that the language for the resolution had been provided by a representative from SoCal Gas but the Board could defer action on this matter in order to revise it. Recommendation: That the Board of Directors adopt Resolution No. 2020 -XX in support of balanced energy solutions and maintaining local control of energy solutions. Director Jones made a motion, seconded by Director Miller, to approve Item Nos. 8.2., 8.4. and 8.7. Motion carried 5-0-0-0 on a roll call vote. 9. ACTION CALENDAR 9.1. Ratification of Proactive Proclamation of Local Emergency and Update on Coronavirus (COVID-19) Response Staff briefed the Board on the purpose of the proclamation and the District's Disease Emergency Response Plan (IDER). Staff noted that all disconnections of water service for non-payment were being suspended during the COVID-19 emergency. Staff read aloud a written public comment submitted by Mark Abramowitz, resident, against the District temporarily shutting customers' water service off for non -emergency construction projects during the COVID-19 emergency. Mr. Abramowitz also provided suggested wording for the District's proclamation of a local emergency. A copy of these comments in their entirety are on file with the Board Secretary. Staff provided an overview of the construction project of concern. Staff also reviewed the process for customer notification of temporary water service shut offs for this project and efforts made to bypass Mr. Abramowitz' residence when another temporary water service shutoff was necessary to complete the project. Director Miller made a motion, seconded by Director Jones, to ratify the General Manager's Proclamation of Local Emergency regarding COVID- 19 and ratify the District's Infectious Disease Emergency Response Plan. Motion carried 5-0-0-0 on a roll call vote. Minutes of the YLWD Board of Directors Regular Meeting Held March 24, 2020 at 6:30 p.m. 5 W] 11 12 2020-042 DISCUSSION ITEMS 10.1. Treatment of Groundwater Supplies to Remove Per- and Polyfluoroalkyl Substances (PFAS) Staff briefed the Board on the status of installing a temporary PFAS groundwater treatment plant at one of the District's wells. Staff expects installation to be complete by July 23, 2020. Robert Bowcock, a member of public, read aloud a letter expressing concerns with the bid documents for this project. A copy of this letter in its entirety is on file with the Board Secretary. REPORTS. INFORMATION ITEMS, AND COMMENTS 11.1. Directors' Reports The Directors noted their attendance at the listed meetings and events. 11.2. Assistant General Manager's Report Assistant General Manager Barbre reported on the District's COVID-19 mitigation efforts. He also noted that securing the revolving line of credit had been delayed to a merger involving Opus Bank. Staff is in the process of reviewing other financial institutions and will bring this matter back to the Board at the next regular meeting. He then 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 Jones requested an item on a future agenda to discuss the method for calculating the District's pass-through expenses. COMMITTEE REPORTS 12.1. Interagency Committee with MWDOC and OCWD (Hawkins/Nederhood) ■ Meeting scheduled Thursday, March 26, 2020 at 4:00 p.m. was cancelled. Minutes of the YLWD Board of Directors Regular Meeting Held March 24, 2020 at 6:30 p.m. 6 2020-043 ■ Next meeting is scheduled Thursday, May 28, 2020 at 4:00 p.m. 12.2. Joint Agency Committee with City of Yorba Linda (Hawkins/Jones) ■ Meeting scheduled Monday, March 23, 2020 at 4:00 p.m. at YL City Hall was cancelled. ■ Next meeting is yet to be scheduled. 12.3. Joint Agency Committee with City of Placentia (Jones/Hawkins) ■ Next meeting is scheduled Wednesday, April 29, 2020 at 3:00 p.m. at YLWD. (This meeting will now be held via teleconference.) 13. BOARD OF DIRECTORS ACTIVITY CALENDAR 13.1. Meetings from March 25 — May 31, 2020 The Board made no changes to the activity calendar. 14. ADJOURNMENT 14.1. The meeting was adjourned at 7:42 p.m. Annie Alexander Board Secretary Minutes of the YLWD Board of Directors Regular Meeting Held March 24, 2020 at 6:30 p.m. 7