Loading...
HomeMy WebLinkAbout2020-12-08 - Board of Directors Meeting Minutes (B) 2020-126 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Tuesday, December 8, 2020, 6:30 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. 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. 2. CALL TO ORDER The meeting was called to order at 6:31 p.m. 3. PLEDGE OF ALLEGIANCE President Hawkins led the pledge. 4. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Phil Hawkins, President Brett R. Barbre, General Manager Trudi DesRoches Doug Davert, Assistant General Manager Brooke Jones John DeCriscio, Operations Manager J. Wayne Miller, PhD Gina Knight, Human Resources and Risk Manager Delia Lugo, Finance Manager Rosanne Weston, Engineering Manager Annie Alexander, Sr Exec Asst/Board Secretary Alison Martin, Public Affairs Manager Veronica Ortega, Executive Assistant ALSO PRESENT Kaden Young, Sr Management Analyst Andrew Gagen, General Counsel, Kidman Gagen Law LLP 5. SEATING OF DIRECTORS 5.1. Administer Oaths of Office to Newly Elected Directors President Hawkins noted that the Oaths of Office for newly elected Directors DesRoches and Miller were performed prior to the meeting. He then offered his congratulations to both Directors. Minutes of the YLWD Board of Directors Regular Meeting Held December 8,2020 at 6:30 p.m. 2020-127 5.2. Reorganization of the Board of Directors and Appointment of Officers General Manager Barbre recommended the Board consider appointing Annie Alexander as Secretary, Veronica Ortega as Assistant Secretary, and Delia Lugo as Treasurer. Director Jones made a motion, seconded by Director Miller, to appoint Annie Alexander as Secretary, Veronica Ortega as Assistant Secretary, and Delia Lugo as Treasurer for the next calendar year. Motion carried 4-0-0-0 on a roll call vote. Director Miller made a motion to have Director Hawkins continue as president for the next calendar year. Director Hawkins explained that the Board's tradition of rotating the presidency and vice presidency would not be possible this year as the previous vice president was no longer serving on the Board. Director Jones spoke in favor of continuing the rotation and having the next Director in line serve as president, which would be Director Miller. Director Miller explained that he was unable to serve as president next year. Director Hawkins noted that there was a previous occasion when the same Director served as president for two consecutive years to provide the District with additional stability following a natural disaster. Director DesRoches spoke in favor of having Director Hawkins continue as president. Director Hawkins asked Director Miller if was interested in serving as president the following calendar year (2022). Director Miller indicated that he would be. Director DesRoches seconded the motion. Director Hawkins opened the floor to public comment for which there was none. Motion carried 4-0-0-0 on a roll call vote. Director DesRoches made a motion, seconded by Director Jones, to nominate Director Miller as Vice President for the next calendar year. Motion carried 4-0-0-0 on a roll call vote. Director Hawkins opened the floor to public comment for which there was none. 5.3. Adjourn to Yorba Linda Water District Public Financing Corporation and Financing Authority Regular Meetings A recess was declared at 6:42 p.m. to conduct these meetings. Minutes of the YLWD Board of Directors Regular Meeting Held December 8,2020 at 6:30 p.m. 2 2020-128 The meeting reconvened at 6:45 p.m. 6. ADDITIONS/DELETIONS TO THE AGENDA None. 7. INTRODUCTIONS AND PRESENTATIONS 7.1. Recognition of Outgoing Directors General Manager Barbre explained that multiple elected officials were participating in the meeting to honor former YLWD Directors Andrew Hall and Al Nederhood for their four years of service on the Board. He noted that both Directors had served on the District's Board for four years and that Director Nederhood was elected to serve on the Board for the Municipal Water District of Orange County (MWDOC) Division 1. Proclamations from the Board of Directors and the following elected officials were presented to former YLWD Directors Hall and Nederhood for their service: Yorba Linda City Council Placentia City Council Assembly Member Phillip Chen Senator Diane Feinstein Senator Ling Ling Chang Representative Gil Cisneros 7.2. Elected Official Liaison Reports MWDOC Director Nederhood reported on the Santa Ana River Conservation and Conjunctive Use Program (SARCCUP) and Larry McKenney's resignation from MWDOC/Metropolitan Water District of Southern California's Board of Directors creating a vacancy. Mayor Peggy Huang commented on collaborating with the District on the Regional Housing Needs Assessment (RHNA) update. 7.3. Federal and State Legislative Update Staff reported on the regional stay-at-home order issued by Governor Newsom, the distribution schedule for COVID-19 vaccinations, and pending legislation. Minutes of the YLWD Board of Directors Regular Meeting Held December 8,2020 at 6:30 p.m. 3 2020-129 8. PUBLIC COMMENTS None. 9. CONSENT CALENDAR Director Jones made a motion, seconded by Director DesRoches, to approve the Consent Calendar. Motion carried 4-0-0-0 on a roll call vote. 9.1. Minutes of the Board of Directors Special and Regular Meetings Held November 10, 2020 Recommendation: That the Board of Directors approve the minutes as presented. 9.2. Amend District's Conflict of Interest Code Recommendation: That the Board of Directors adopt Resolution No. 2020-XX adopting a Conflict of Interest Code which supersedes all prior Conflict of Interest Codes and amendments previously adopted. 9.3. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of$2,251,793.73. 9.4. Budget to Actual Reports for Month Ending October 31, 2020 Recommendation: That the Board of Directors receive and file the Budget to Actual Reports for Month Ending October 31, 2020. 9.5. Cash and Investment Report for Period Ending October 31, 2020 Recommendation: That the Board of Directors receive and file the Cash and Investment Report for Period Ending October 31, 2020. 9.6. Unaudited Financial Statements for the First Quarter of FY21 Recommendation: That the Board of Directors receive and file the Unaudited Financial Statements for First Quarter of FY21. Minutes of the YLWD Board of Directors Regular Meeting Held December 8,2020 at 6:30 p.m. 4 2020-130 9.7. Terms and Conditions for Water Service with Jimmy Nguyen Recommendation: That the Board of Directors approve the Terms and Conditions for Water Service with Jimmy Nguyen at 2234, 2236 and 2238 California Street, Placentia, Job No. 2020-58. 10. ACTION CALENDAR 10.1. Adjusting Certain Water Rates and Implementing Monthly Per and Poly- fluoroalkyl Substances (PFAS) Impact Fee Staff reviewed the adopted water production budget for FY21, revisions to the water production plan based on multiple variables and adjusted projections, and the recommended monthly PFAS Impact Fee structure for the remainder of FY21 effective February 1, 2021. Discussion followed regarding options for continuing to pump groundwater in January and/or February, the Division of Drinking Water's (DDW) PFAS notification levels, and potentially working with DDW to modify the District's water operating plan and sampling schedule. Staff noted that while the resolution for this item indicated the PFAS Impact Fee would be collected through the end of CY21, the Board could choose to adjust it at the beginning of FY22 as the new rate study will have been completed. Ken Tam, resident, thanked the Board and staff for their efforts in maintaining public trust while fulfilling their fiduciary duties. Director Jones made a motion, seconded by Director DesRoches, to approve the water production plan, subject to Board instruction to staff as described below, and adopt Resolution No. 2020-XX adjusting certain water rates effective February 1, 2021, implementing a monthly per and poly-fluoroalkyl substances (PFAS) impact fee effective February 1, 2021 to December 31, 2021, and rescinding Resolution No. 2020-09. Staff was instructed to contact DDW regarding the feasibility of modifying the District's water operating plan and sampling schedule in order to continue pumping groundwater for the month of January and/or February and report back to the Board. Motion carried 4-0-0-0 on a roll call vote. Minutes of the YLWD Board of Directors Regular Meeting Held December 8,2020 at 6:30 p.m. 5 2020-131 10.2. Procedures for Filling a Vacancy on the Board of Directors Staff reviewed the required notifications and options available for filling the vacancy. The Board discussed whether to move forward with appointing someone to the empty seat or calling a special election. Director Jones made a motion, seconded by Director DesRoches to notify the Orange County Registrar of Voters of a vacancy on the Board and move forward with the process of appointing someone to fill the vacancy. Ken Tam, resident, expressed an interest in applying for appointment. Motion carried 4-0-0-0 on a roll call vote. The Board then discussed the candidate recruitment and interview process and determined to post a notice soliciting applications with a deadline for submission of December 29, 2020 at 12:00 p.m. The Board scheduled special meetings on January 5, 2021 and January 19, 2021 at 6:30 p.m. to review candidate applications and conduct interviews respectively. The Board instructed staff to notify previous members of and applicants for the District's Ad Hoc Citizens Advisory Committee of the vacancy. 11. DISCUSSION ITEMS 11.1. Board of Directors' Compensation The Board discussed the Directors' current compensation rate and determined not to make any changes at this time. 11.2. Board of Directors' Committee, Agency, and Intergovernmental Meeting Assignments Director Hawkins suggested the Board consider keeping the same assignments for the next calendar year and having Director DesRoches take on one of the former Directors' assignments. Staff will redistribute the list of meetings to the Board. General Manager Barbre requested feedback from the Board regarding continuation of the District's interagency and joint agency committees. The Board determined to keep the committees as previously established and have them meet as needed rather than on a set schedule. President Hawkins requested the Directors e-mail him their desired assignments for Board consideration and approval at the next regular meeting. Minutes of the YLWD Board of Directors Regular Meeting Held December 8,2020 at 6:30 p.m. 6 2020-132 11.3. Status of Engineering Activities and Construction of Per- and Polyfluoroalkyl Substances (PFAS) Removal Groundwater Treatment Plant Staff briefed the Board on the status of multiple engineering projects and construction of the treatment plant. 11.4. Status of Operations Activities Staff briefed the Board on the status of the Elk Mountain Backup Generator Project. 11.5. Coronavirus Mitigation Efforts This topic was combined with the General Manager's report. 12. REPORTS, INFORMATION ITEMS. AND COMMENTS 12.1. Directors' Reports A list of meetings and events attended was included in the agenda packet. 12.2. General Manager's Report General Manager Barbre stated that due to the length of the meeting he would email his report to the Board. He also informed the Board of a request from Kidman Gagen Law for a modest rate increase beginning next calendar year. He noted that their rates have not changed since 2011. 12.3. General Counsel's Report None. 12.4. Future Agenda Items and Staff Tasks General Manager Barbre explained that he would be bringing an agenda item to the next regular meeting for the Board to consider engaging limited term representation in Sacramento for the purposes of securing funding for construction of additional heli-hydrants and addressing issues related to air quality and emergency backup generators. 13. COMMITTEE REPORTS 13.1. Interagency Committee with MWDOC and OCWD ■ Next meeting yet to be scheduled. Minutes of the YLWD Board of Directors Regular Meeting Held December 8, 2020 at 6:30 p.m. 7 2020-133 13.2. Joint Agency Committee with City of Yorba Linda ■ Next meeting yet to be scheduled. 13.3. Joint Agency Committee with City of Placentia ■ Next meeting yet to be scheduled. 14. BOARD OF DIRECTORS ACTIVITY CALENDAR 14.1. Meetings from December 9, 2020 — January 31, 2021 The Board determined to cancel the workshop meeting on December 28, 2020 and made no other changes to the activity calendar. 15. ADJOURNMENT 15.1. The meeting was adjourned at 8:57 p.m. Annie Alexander Board Secretary Minutes of the YLWD Board of Directors Regular Meeting Held December 8,2020 at 6:30 p.m. 8