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Home My WebLink About2021-06-22 - Board of Directors Meeting Minutes (B)2021-048 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Tuesday, June 22, 2021, 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 6:44 p .m. 3. PLEDGE OF ALLEGIANCE Vice President Miller led the pledge. 4. ROLL CALL DIRECTORS PRESENT J. Wayne Miller, PhD , Vice President Trudi DesRoches Brooke Jones Tom Lindsey DIRECTORS ABSENT Phil Hawkins, President ALSO PRESENT STAFF PRESENT Brett R. Barbre, General Manager Doug Davert, Asst General Manager John DeCriscio, Operations Manager Gina Knight, Human Resources/Risk Manager Delia Lugo, Finance Manager Rosanne Weston, Engineering Manager Alison Martin, Public Affairs Manager Annie Alexander, Board Secretary Paige Appel, Budget Analyst Ariel Bacani, Engineering Assistant Ill Jeannette Guereca, Senior Engineer Danielle Logsdon, Principal Engineer Veronica Ortega, Executive Assistant Andrew Gagen, General Counsel, Kidman Gagen Law LLP Minutes of the YLWD Board of Directors Regu lar Meeting Held June 22 , 2021 at 6 :30 p.m . 2021-049 5. ADDITIONS/DELETIONS TO THE AGENDA General Manager Barbre requested the Board consider taking Item No. 8.1 O out of order . This item was then removed from the Consent Calendar for separate action. 8.10 Concurring Nomination Resolution for ACWA 2022-2023 President Election ACWA Vice President Pamela Tobin provided an overview of her professional experience and asked the Board to consider adopting a concurring resolution in support of her candidacy for ACWA President. Director DesRoches made a motion, seconded by Director Jones, to adopt Resolution No. 2021-XX concurring in the nomination of Pamela Tobin, ACWA Vice President, as a candidate for the office of ACWA President. Motion carried 4-0-0-1 on a roll call vote with President Hawkins absent. 5. ADDITIONS/DELETIONS TO THE AGENDA CONTINUED Vice President Miller asked if there any additional additions or deletions to the agenda . General Manager Barbre noted that the resolution associated with Item No. 8.5. needed to be amended to include a recital indicating that staff would continue to pursue grant funding for capital projects. 6. INTRODUCTIONS AND PRESENTATIONS 6.1. Elected Official Liaison Reports None. 6.2. Federal and State Legislative Update Staff briefed the Board on recent legislative activities related to California's State Budget and noted that $3.4 billion had been set aside for a drought resiliency package that will be further negotiated in the coming months. Staff then reviewed Townsend Public Affairs' advocacy efforts on the District's behalf. 7. PUBLIC COMMENTS None. Minutes of the YLWD Board of Directors Regular Meeting Held June 22 , 2021 at 6:30 p.m. 2 2021-050 8. CONSENT CALENDAR Item Nos . 8 .2. and 8 .5. were removed from the Consent Calendar for separate action . Director Jones made a motion , seconded by Director Lindsey, to approve the remainder of the Consent Calendar. Motion carried 4-0-0-1 on a roll call vote with President Hawkins absent. 8.1. Payments of Bills , Refunds, and Wire Transfers Recommendation : That the Board of Directors ratify and authorize disbursements in the amount of $2 ,592,708.00. 8.3. Cash and Investment Report for Period Ending May 31 , 2021 Recommendation: That the Board of Directors receive and file the Cash and Investment Report for Period Ending May 31 , 2021. 8.4. Purchasing Policy Recommendation: That the Board of Directors adopt Resolution No. 2021- XX amending the Purchasing Policy and rescinding Resolution No. 2018- 37. 8.6. Water Development and Customer Service Fees Recommendation: That the Board of Directors adopt Resolution No. 2021- XX adopting Water Development and Customer Service Fees and rescinding Resolution No. 2019-14. 8.7. Sewer Development and Customer Service Fees Recommendation: That the Board of Directors adopt Resolution No. 2021- XX adopting Sewer Development and Customer Service Fees and rescinding Resolution No. 2019-15. 8.8 Award of Construction Contract for the Lakeview Sewer Extension Project Recommendation : That the Board of Directors award the Construction Contract for the Lakeview Sewer Extension Project to TE Roberts , Inc. for $529,609 .00 , Job No . 2020-26S. Minutes of t he YLWD Boa rd of D irecto rs Regu la r Meeting Held J une 22 , 2021 at 6:30 p.m . 3 2021-051 8.9 2021 Water Quality Report Recommendation: That the Board of Directors approve the 2021 Water Quality Report and instruct staff to make it available on the District's website and submit it to the State Water Resources Control Board, Division of Drinking Water, pursuant to State and Federal law regarding electronic delivery. 8.11 Amendments to the Personnel Manual for Unrepresented Employees Recommendation: That the Board of Directors adopt Resolution No. 2021- XX amending the Personnel Manual for Unrepresented Employees for the remainder of Fiscal Years 2021-2023. ITEMS REMOVED FROM CONSENT CALENDAR FOR SEPARATE ACTION Staff responded to questions from Vice President Miller regarding the summary financial report included with Item No . 8 .2., specifically increased water consumption and the impact on the District's financial projections for the current fiscal year. Staff then addressed Director Jones' request to add a recital to the resolution for Item No. 8.5. indicating that staff would continue to pursue grant funding for capital projects. No Directors expressed an objection to this request. Director Jones made a motion , seconded by Director Miller, to approve Item No. 8. 2 and Item No. 8. 5. as amended. Director DesRoches asked for confirmation that the amended resolution could be adopted at this meeting. Staff confirmed that this was possible. Motion carried 4-0-0-1 on a roll call vote with President Hawkins absent. 8.2. Budget to Actual Reports for the Month Ending May 31, 2021 Recommendation: That the Board of Directors receive and file the Budget to Actual Reports for the Month Ending May 31 , 2021. 8.5. Capital Asset Investment and Management Policy Recommendation: That the Board of Directors adopt Resolution No . 2021- XX establishing a Capital Asset Investment and Management Policy. Minutes of the YLWD Board of Directors Regula r Meeting Held June 22 , 2021 at 6:30 p .m. 4 2021-052 9. PUBLIC HEARING 9.1. Proposed Adoption of Addendum to the 2015 Urban Water Management Plan, 2020 Urban Water Management Plan, and 2020 Water Shortage Contingency Plan Vice President Miller opened the public hearing at 7:20 p.m. He then opened the floor to public comment for which there was none . Staff presented the Board with verification of the Notice of Hearing and reviewed the purpose of each plan and their major components. Following the presentation, staff noted that no written communications from the public had been received regarding these plans. Vice President Miller again opened the floor to public comment for which there was none. The Board thanked staff for their diligent work in completing all three plans. Vice President Miller then closed the public hearing at 7:39 p.m. Director Jones made a motion, seconded by Director Lindsey, to approve Item Nos. 9.2., 9.3., and 9.4 . as presented. Motion carried 4-0-0-1 on a roll call vote with President Hawkins absent. 9.2. Addendum to the 2015 Urban Water Management Plan Recommendation : That the Board of Directors adopt Resolution No . 2021- XX adopting the Addendum to the 2015 Urban Management Water Plan and directing staff to submit a final copy to the Department of Water Resources and other applicable agencies by July 1, 2021. 9.3. 2020 Urban Water Management Plan Recommendation: That the Board of Directors adopt Resolution No. 2021- XX adopting the 2020 Urban Water Management Plan and directing staff to submit a final copy to the Department of Water Resources and other applicable agencies by July 1, 2021. 9.4. 2020 Water Shortage Contingency Plan Recommendation: That the Board of Directors adopt Resolution No. 2021- XX adopting the 2020 Water Shortage Contingency Plan and directing staff to submit a final copy to the Department of Water Resources and other applicable agencies by July 1, 2021. Minutes of the YLWD Board of Directors Regular Meeting Held June 22 , 2021 at 6 :30 p .m . 5 2021-053 10. ACTION CALENDAR 10.1 Operating Budget for Fiscal Year 2021-22 (Financial Summaries) Staff provided an overview of the District's water and sewer infrastructure, the approved rates and charges for the upcoming fiscal year, key aspects of the proposed operating budget, and projected year-end financial metrics such as days in cash, debt service coverage ratio, maintenance of AA+ rating, reserve contributions, and funding for capital projects. Director Jones made a motion, seconded by Director DesRoches, to adopt Resolution No. 2021-XX adopting the Operating Budget for Fiscal Year 2021-22 (Financial Summaries) and rescinding Resolution Nos. 2020-10 and 2019-18 . Motion carried 4-0-0-1 on roll call vote with President Hawkins absent. 10.2 Financial Reserves Policy for Fiscal Year 2021-22 Staff noted that the minimum and maximum funding levels for each research had been adjusted to align with the operating budget and that a new unrestricted reserve had been added for the purpose of offsetting increased expenses for import water should there be an interruption in the District's groundwater supply. Director Lindsey made a motion, seconded by Director Jones, to adopt Resolution No. 2021-XX adopting a Financial Reserves Policy for Fiscal Year 2021-22 and rescinding Resolution No. 2010-11. Motion carried 4-0-0-1 on a roll call vote with President Hawkins absent. 11. DISCUSSION ITEMS 11.1 Public Funds Investment Policy for Fiscal Year 2021-22 Staff explained that the District was required to review its investment policy on an annual basis and that no revisions were being recommended at this time. Discussion touched on the District's rate of return and investment restrictions for public agencies . Director DesRoches made a motion, seconded by Director Jones, to keep the Public Funds Investment Policy as is for Fiscal Year 2021-22. Motion carried 4-0-0-1 on a roll call vote with President Hawkins absent. Minutes of the YLWD Board of Directors Regular Meeting Held June 22 , 2021 at 6:30 p .m . 6 2021-054 12. REPORTS, INFORMATION ITEMS, AND COMMENTS 12.1 Director's Reports A list of meetings and events attended was included in the agenda packet. 12.2. General Manager's Report General Manager Barbre briefly reviewed the status of delinquent water bills and associated collection efforts. He then requested feedback for reopening Board meetings to the public for in-person attendance. It was the consensus of the Board to conduct meetings in a hybrid format allowing for both virtual and in-person attendance beginning in July through September. 12.3. General Counsel 's Report General Counsel Gagen commented on other water agencies plans for reopening their Board meetings to the public for in-person attendance and the logistical challenges of conducting hybrid meetings . 12.4. Future Agenda Items and Staff Tasks Vice President Miller requested staff provide a brief update on construction of the PFAS Water Treatment Plant at the next regular Board meeting. 13. COMMITTEE REPORTS 13.1. lnteragency Committee with MWDOC and OCWD (Hawkins/DesRoches) -Next meeting will be scheduled when needed. 13.2. Joint Agency Committee with City of Yorba Linda (Hawkins/Lindsey) -Minutes of the meeting held Monday, June 7, 2021 at 4 :00 p.m. will be presented when available . Next meeting is scheduled Monday, September 13, 2021 at 4:00 p .m. 13.3. Joint Agency Committee with City of Placentia (Miller/Lindsey) -Next meeting will be scheduled du ring Ju ly 2021 . 14. BOARD OF DIRECTORS ACTIVITY CALENDAR 14.1. Meetings from June 23 -July 31, 2021 Minutes of t he YLWD Board of Directors Regular Meeting Held June 22 , 2021 at 6:30 p .m. 7 2021-055 15. ADJOURNMENT 15.1. Director Lindsey made a motion, seconded by Director DesRoches to adjourn the meeting at 8:28 p.m . Motion carried 4-0-0-1 on a roll call vote with President Hawkins absent. (__. ~; ~€: Annie Alexander Board Secretary Minutes of the YLWD Board of Directors Regular Meeting Held June 22 , 2021 at 6 :30 p .m. 8