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Home My WebLink About2020-06-09 - Board of Directors Meeting Minutes1 2. 3 5. 2020-075 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Tuesday, June 9, 2020, 6:30 p.m. 1717 E Miraloma Ave, Placentia CA 92870 TELECONFERENCE INFORMATION As noted on the agenda, this meeting was facilitated via teleconference pursuant to Paragraph 3 of Executive Order N-29-20 issued by the Governor of California on March 17, 2020. CALL TO ORDER The meeting was called to order at 6:30 p.m. 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, General Manager John DeCriscio, Operations Manager Gina Knight, Human Resources and Risk Mgr Delia Lugo, Finance Manager Pasquale Talarico, Director of Public Affairs Rosanne Weston, Engineering Manager Annie Alexander, Executive Asst/Board Secretary Danielle Logsdon, Principal Engineer Kaden Young, Sr Management Analyst ALSO PRESENT Andrew Gagen, General Counsel, Kidman Gagen Law LLP ADDITIONS/DELETIONS TO THE AGENDA General Manager Barbre noted the applicant on Item No. 8.10 no longer wished to move forward and the item needed to be removed from the agenda. He also suggested Pres. Hawkins consider taking Item No. 9.1. at the beginning of the meeting as a courtesy to the candidates wishing to address the Board. The Board agreed. Minutes of the YLWD Board of Directors Regular Meeting Held June 9, 2020 at 630 p.m. 2020-076 The following item was taken out of order. 9. ACTION CALENDAR 9.1. California Special Districts Association (CSDA) Board of Directors Election The following officials commented on their candidacy for this upcoming election.- Arlene lection: Arlene Schafer, Secretary, Costa Mesa Sanitary District Ronald L. Coats, Director, East Valley Water District Greg Mills, Vice President, Serrano Water District In order to allow the fourth candidate an opportunity to address the Board, it was determined to defer action on this matter following consideration of the Consent Calendar. 6. INTRODUCTIONS AND PRESENTATIONS 6.1. Elected Official Liaison Reports None. 6.2. Federal and State Legislative Update Director of Public Affairs Talarico reported on the process of reopening the state and county for business. 7. PUBLIC COMMENTS No members of the public expressed an interest to provide comment at this time. 8. CONSENT CALENDAR Director Miller requested to remove Item No. 8.7. and Director Nederhood requested to remove Item Nos. 8.4., 8.5., and 8.6. from the Consent Calendar for separate action. Director Nederhood made a motion, seconded by Director Jones, to approve the remainder of the Consent Calendar. Director Miller requested to remove Item No. 8.8. for separate action as well. President Hawkins clarified that the remaining Items left on the Consent Calendar were Nos. 8.1., 8.2., 8.3., 8.9., and 8.11. Motion carried 5-0-0-0 on a roll call vote. Minutes of the YLWD Board of Directors Regular Meeting Held June 9, 2020 at 6:30 p.m. 2 2020-077 8.1. Minutes of the Board of Directors Special and Regular Meetings Held May 12, 2020 Recommendation: That the Board of Directors approve the minutes as presented. 8.2. Minutes of the Board of Directors Special Meeting Held May 19, 2020 Recommendation: That the Board of Directors approve the minutes as presented. 8.3. Minutes of the Board of Directors Special Meeting Held May 26, 2020 Recommendation: That the Board of Directors approve the minutes as presented. 8.9. Terms and Conditions for Water and Sewer Service with Brandywine Homes for Tract 19014, Job No. 202008 Recommendation: That the Board of Directors approve the Terms and Conditions for Water and Sewer Service with Brandywine Homes for Tract 19014, Job No. 202008. 8.11. Notice of Completion for the Highland Pressure Regulating Station Project Recommendation. That the Board of Directors authorize staff to file the Notice of Completion for the Highland Pressure Regulating Station Project, Job No. 2019-37. The following item was removed from the agenda. a r -car -H., jig J r R a 1 • ITEMS REMOVED FROM THE CONSENT CALENDAR FOR SEPARATE ACTION The Board discussed each of the following items prior to calling for a vote. Minutes of the YLWD Board of Directors Regular Meeting Held June 9, 2020 at 6:30 p.m. 3 2020-078 8.4. Payments of Bills, Refunds, and Wire Transfers Staff responded to questions from Director Nederhood regarding invoices from Carollo Engineering and expected reimbursement from OCWD. Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of $2,772,339.26. 8.5. Budget to Actual Reports for the Month Ending April 30, 2020 Staff responded to questions from Director Nederhood regarding an invoice from MWDOC for import water, projected water consumption through FY20, and expenses associated with the District's meter replacement program. Recommendation. That the Board of Directors receive and file the Budget to Actual Reports for the Month Ending April 30, 2020. 8.6. Cash and Investment Report for Period Ending April 30, 2020 Staff responded to questions from Director Nederhood regarding the impact of import water purchases on the District's unrestricted water reserves. Staff also responded to questions from Director Miller regarding the line of credit. Recommendation: That the Board of Directors receive and file the Cash and Investment Report for Period Ending April 30, 2020. 8.7. Budgeted Positions for Fiscal Year 2021 Staff responded to questions from Director Miller regarding the reclassifications and salary adjustments and impact on the budget. Director Jones made a motion to approve Item No. 8.7. with the removal of the words "and Executive Counsel" from the position classification of Assistant General Manager. Director Miller requested the Board vote on this item separately from the others that were removed from the Consent Calendar. Recommendation: That the Board of Directors: (1) adopt Resolution No. 2020 -XX ratifying the budgeted positions for Fiscal Year 2021; (2) adopt Resolution No. 2020 -XX 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 2021-2023; and (3) adopt Resolution No. 2020 -XX amending Exhibit A of the Personnel Manual for Unrepresented Employees for the remainder of Fiscal Years 2021-2023. Minutes of the YLWD Board of Directors Regular Meeting Held June 9, 2020 at 6:30 p.m. 4 2020-079 8.8. 2020 Water Quality Report Director Miller commented on the percentage of groundwater supplied to the District as cited in the report. Staff noted this percentage would be updated in next year's report to reflect the transition to 100% import water. Recommendation: That the Board of Directors approve the 2020 Water Quality Report and instruct staff to make it available on the District's website pursuant to State and Federal law regarding electronic delivery. Director Jones made a motion, seconded by Director Miller, to approve Item Nos. 8.4. 8.5., 8.6., and 8.8. Motion carried 5-0-0-0 on a roll call vote. President Hawkins called for a motion on Item No. 8.7. Director Jones restated his original motion to approve Item No. 8.7. with the removal of the words "and Executive Counsel" from the position classification of Assistant General Manager and suggested the position be left vacant as long as possible. Motion was seconded by Director Nederhood and carried 4-0-0-1 on a roll call vote with Director Miller voting No. 9. ACTION CALENDAR CONTINUED, 9.1. California Special Districts Association (CSDA) Board of Directors Election Director Nederhood commented on the candidates' statements at the beginning of the meeting. Director Nederhood made a motion, seconded by Director Jones, to vote for Greg Mills, Vice President of Serrano Water District, in the 2020 CSDA Election for Seat C in the Southern Network for Term 2021-2023 and instruct staff to complete and submit the ballot on the Board's behalf. Motion carried 5-0-0-0 on a roll call vote. 10. DISCUSSION ITEMS 10.1. Continued Budget Review for Fiscal Years 2020-21 Staff presented multiple budget assumption scenarios for FY21. Extensive discussion followed regarding elements of each scenario including debt service coverage ratio targets, collecting a PFAS Impact Fee in combination with a potential water rate increase, and development Minutes of the YLWD Board of Directors Regular Meeting Held June 9, 2020 at 6:30 p.m. 5 of an associated messaging plan. Staff offered to prepare additional budget assumption scenarios based on a 5% increase to the base water rate and 6 cent increase to the commodity charge with revenue adjustments beginning at various intervals between August 2020 through January 2021 and targeting 135% and 145% debt service coverage ratios. Staff will also contact the District's municipal advisors for guidance regarding a recommended debt service coverage ratio and implementation date for the PFAS Impact Fee. 10.2. Capital Improvement Plan (CIP) for Fiscal Years 2020-25 Staff responded to questions from the Board regarding a few of the listed projects. The Board requested staff look into extending the meter replacement program through FY22. 10.3. Public Funds Investment Policy for Fiscal Year 2021 Staff reported that following their annual review, no changes were being recommended to the current policy. As such, the existing policy would remain in effect through the next fiscal year. 10.4. Overview of Meter Replacement Program As this topic was discussed during review of the CIP, no additional presentation was provided. 10.5. Status of Engineering Activities Staff reported on the District's participation in a water quality panel for a health study being conducted by the CDC and UC Irvine Health. Staff also reported on the status of various construction and developer projects. 10.6. Treatment of Groundwater Supplies to Remove Per- and Polyfluoroalkyl Substances (PFAS) Staff reviewed the schedule for design and construction of the PFAS treatment plant. 10.7. Coronavirus Mitigation Efforts Staff reported on reopening of the District's lobby to the public. 11. REPORTS, INFORMATION ITEMS, AND COMMENTS 11.1. Directors' Reports The Directors noted their attendance at the listed meetings and events. Minutes of the YLWD Board of Directors Regular Meeting Held June 9, 2020 at 6:30 p.m. 6 2020-081 11.2. General Manager's Report General Manager Barbre commented on a letter to be submitted to the SWRCB regarding the proposed water loss performance standards. 11.3. General Counsel's Report General Counsel Gagen reported that the hearing scheduled June 26, 2020 for Phase 2A of the IRWD v. OCWD case had been continued to September 11, 2020. 11.4. Future Agenda Items and Staff Tasks None. 12. COMMITTEE REPORTS 12.1. Interagency Committee with MWDOC and OCWD (Hawk ins/Nederhood) ■ Next meeting is scheduled Thursday, July 23, 2020 at 4:00 p.m. 12.2. Joint Agency Committee with City of Yorba Linda (Hawkins/Jones) ■ Next meeting is scheduled Monday, July 27, 2020 at 4:00 p.m. 12.3. Joint Agency Committee with City of Placentia (Jones/Hawkins) ■ Next meeting is yet to be scheduled. 13. BOARD OF DIRECTORS ACTIVITY CALENDAR 13.1. Meetings from June 10 —July 31, 2020 The Board made no changes to the activity calendar. 14. ADJOURNMENT 14.1. The meeting was adjourned at 9:03 p.m. nnie Alexander Board Secretary Minutes of the YLWD Board of Directors Regular Meeting Held June 9, 2020 at 6:30 p.m. 7