HomeMy WebLinkAbout2022-03-08 - Board of Directors Meeting Minutes (B)MINUTES OF THE
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
Tuesday, March 8, 2022, 6:30 p.m.
1717 E Miraloma Ave, Placentia CA 92870
1. PARTICIPATION INSTRUCTIONS
Were included on the agenda.
2. CALL TO ORDER
The meeting was called to order at 6:42 p.m.
3. PLEDGE OF ALLEGIANCE
Vice President Jones led the pledge.
4. ROLL CALL
DIRECTORS PRESENT
J. Wayne Miller, PhD, President
Brooke Jones, Vice President
Trudi DesRoches
Tom Lindsey
DIRECTORS ABSENT
Phil Hawkins
ALSO PRESENT
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STAFF PRESENT
Doug Davert, Assistant General Manager
John DeCriscio, Operations Manager
Gina Knight, Human Resources and Risk Manager
Delia Lugo, Finance Manager
Rosanne Weston, Engineering Manager
Alison Martin, Public Affairs Manager
Annie Alexander, Board Secretary
Veronica Ortega, Executive Assistant
Andrew Gagen, General Counsel, Kidman Gagen Law LLP
5. ADDITIONS/DELETIONS TO THE AGENDA
None.
6. INTRODUCTIONS AND PRESENTATIONS
6.1. Elected Officials Liaison Reports
MWDOC Director Al Nederhood commented on current drought conditions
and the impact of state water conservation emergency regulations. He also
invited the Board to view MWDOC's upcoming Administration and Finance
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Committee meeting during which the agency's reserves policy would be
discussed.
6.2. Federal and State Legislative Update
Staff briefed the Board on SB 1157 and AB 2142 and requested the Board
consider mirroring ACWA's positions on both bills (Oppose Unless
Amended and Support, respectively) as well as sign on to ACWA's coalition
letters to this effect. Staff was instructed to sign the letters on the District's
behalf.
7. PUBLIC COMMENTS
None.
8. CONSENT CALENDAR
Vice President Jones requested to remove Item Nos. 8.3. and 8.10 from the
Consent Calendar for separate action. Director DesRoches also requested to
remove Item No. 8.6., and President Miller requested to remove Item No. 8.4.
Director Lindsey made a motion, seconded by Director Jones, to approve the
remainder of the Consent Calendar. Motion carried 4-0-0-1 on a roll call vote with
Director Hawkins absent.
8.1. Minutes of the Board of Directors Special and Regular Meetings Held
February 8, 2022
Recommendation: That the Board of Directors approve the minutes as
presented.
8.2. Re -Authorizing Continuation of Virtual/Teleconference Board Meetings
Recommendation: That the Board of Directors adopt Resolution No. 2022 -
XX finding and determining that. (1) a state of emergency related to COVID-
19 continues to be in effect, (2) state and local officials continue to
recommend measures to promote social distancing in connection with
COVID-19; (3) due to the COVID-19 emergency, meeting in person could
present imminent risks to the health and safety of attendees; and (4)
continued remote meetings are hereby re -authorized for the period of March
8, 2022, through April 7, 2022, pursuant to California Government Code
Section 54953(e).
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8.5. Cash and Investment Report for the Period Ending January 31, 2022
Recommendation: That the Board of Directors receive and file the Cash
and Investment Report for the Period Ending January 31, 2022.
8.7. Terms and Conditions for Sewer Service with James and Lisa Francese
Recommendation: That the Board of Directors approve the Terms and
Conditions for Sewer Service with James and Lisa Francese, 5771 Highland
Avenue, Yorba Linda, Job No. J -2021-48S.
8.8. Terms and Conditions for Water and Sewer Service with Gonzalo Diaz
Recommendation: That the Board of Directors approve the Terms and
Conditions for Water and Sewer Service with Gonzalo Diaz, 5261 Highland
Avenue, Yorba Linda, Job No. J-2021-18.
8.9. Declaration of Restrictive Covenants with Robin H. Borden
Recommendation: That the Board of Directors authorize the President and
Assistant General Manager to execute a Declaration of Restrictive
Covenants, subject to review as to form by General Counsel, with Robin H.
Borden of 28500 Brush Canyon Drive, Yorba Linda.
ITEMS REMOVED FROM THE CONSENT CALENDAR FOR SEPARATE ACTION
8.3. Payments of Bills, Refunds, and Wire Transfers
Recommendation: That the Board of Directors ratify and authorize
disbursements in the amount of $3,062,097.20.
8.4. Budget to Actual Reports for the Month Ending January 31, 2022
Recommendation: That the Board of Directors receive and file the Budget
to Actual Reports for the Month Ending January 31, 2022,
8.6. Award of Construction Contract for Well 22 Equipping
Recommendation. That the Board of Directors award the Construction
Contract for the Well 22 Equipping to Pascal & Ludwig for $2,215,100.00,
Job No. J-2009-22 #22.
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8.10. Quitclaim Deed of 1275 Yorba Linda Blvd
Recommendation: That the Board of Directors authorize the Assistant
General Manager to execute a Quitclaim Deed to abandon a portion of an
existing easement to Penske Automotive Groups' property.
Staff responded to questions from the Board regarding a payment on the check
register, variable costs trends, performance of PARS investments, original cost
estimate for the Well 22 Equipping Project, and the abandonment of a 6 -inch
waterline associated with the quitclaim deed.
Director Jones made a motion, seconded by Director DesRoches, to approve Item
Nos. 8.3., 8.4., 8.6. and 8.10. Motion carried 4-0-0-1 on a roll call vote with Director
Hawkins absent.
9. ACTION CALENDAR
9.1. Independent Audit Services Contract
Staff explained the need for periodically switching auditing firms and
provided an overview of the bid evaluation process, scoring criteria, bid
results, and the District's previous costs for auditing services.
Director Jones made a motion, seconded by Director Lindsey, to authorize
the Assistant General Manager to execute a Professional Services
Agreement for Independent Auditing Services with Lance, Soll & Lunghard,
LLP for a three-year contract with two subsequent one-year options to
Lance, Soll & Lunghard, LLP for an amount not to exceed $176,230. Motion
carried 4-0-0-1 with Director Hawkins absent.
9.2. Periodic Review of Board of Directors' Policies and Procedures Manual
Staff explained the purpose for bringing the manual to the Board for review
and noted some minor revisions may be needed.
Vice President Jones requested Section 10.1(A) be amended to change the
workshop meetings on the fourth Tuesday of each month back to regular
meetings beginning at 6:30 p.m. Discussion touched on keeping the option
to cancel the fourth Tuesday meetings if deemed unnecessary and the need
for adjusting the monetary limits in Section 9.3 as travel -related costs had
increased. Staff will prepare the proposed amendments for review and
potential adoption at the next regular Board meeting.
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9.3. Request for Funding for Santa Ana River Watershed Weather Modification Pilot
Mark Norton, Water Resources & Planning Manager for SAWPA, provided
a brief overview of the pilot program and the agency's request for funding.
MWDOC Director Al Nederhood stated that MWDOC was also considering
this same request, but no decision had been made to date.
Discussion followed regarding the District's current financial condition,
reconsidering the request following successful completion of the pilot
program, and obtaining feedback from other local water agencies before
making a decision. Staff recommended not to participate in the program at
this time.
No action was taken on this item.
9.4. Request for Sponsorship for Santa Ana River Watershed Displays
Staff provided a brief overview of the request for funding and recommended
not to participate at this time.
Mr. Norton also commented on SAWPA's association with the program and
the purpose of the displays.
No action was taken on this item.
10. DISCUSSION ITEMS
10.1. Status of Engineering Activities and PFAS Water Treatment Plant
Staff reviewed the status of projects in the planning/design phase,
bid/award phase, and currently under construction. Staff also reviewed the
construction schedule of the treatment plant, scheduled resin deliveries,
and current water production volumes. Staff then briefed the Board
regarding the status of an emergency water leak repair on Esperanza Road.
11. REPORTS, INFORMATION ITEMS, AND COMMENTS
11.1 Director's Reports
A list of meetings and events attended was included in the agenda packet.
Each of the Directors commented on some of the events they had recently
attended.
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11.2. Assistant General Manager's Report
Assistant General Manager Davert reported the District had once again
received the Distinguished Budgeted Presentation Award from GFOA for
the Fiscal Year 2020-21 budget document. He also reported that
representatives from the Emerald Bay Service District had toured one of the
District's heli -hydrants in preparation for constructing one in their agency's
service area. Additionally, CalFire conducted training at one of the heli -
hydrants, and staff recently attended the swearing-in ceremony for the new
Placentia police and fire chiefs.
Discussion followed regarding grant opportunities available to the District
and partnering with the City of Yorba Linda to apply for grants that may
benefit both agencies' service areas. Staff will explore this possibility.
11.3. General Counsel's Report
General Counsel Gagen reported that since the last regular meeting, the
Board had accepted the resignation of the District's General Manager.
11.4. Future Agenda Items and Staff Tasks
President Miller requested an agenda item to discuss initiating a process
for staff to notify the Board when project costs are anticipated to exceed the
original estimate by a certain percentage.
Discussion followed regarding project estimates in the quarterly report on
capital improvement projects, identifying emergency projects that are
unbudgeted, and expenses associated with raising valve cans and manhole
covers.
Director DesRoches suggested a separate line item be included in the next
budget to identify unbudgeted emergency repairs. Staff provided some
historical background on the District's reserve funds as related to
emergency repairs.
12. COMMITTEE REPORTS
12.1. Interagency Committee with MWDOC and OCWD
(Miller/DesRoches) - Next meeting will be scheduled when needed.
12.2. Joint Agency Committee with City of Yorba Linda
(Miller/Lindsey) - Next meeting is scheduled for Monday, April 25, 2022 at
4:00 p.m.
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12.3. Joint Agency Committee with City of Placentia
(Jones/Lindsey) - Next meeting will be scheduled when needed.
13. BOARD OF DIRECTORS ACTIVITY CALENDAR
13.1. Meetings from March 9 — April 30, 2022
14. ADJOURNMENT
14.1. Director Lindsey made a motion, seconded by Director Jones, to adjourn
the meeting at 8:36 p.m. Motion passed 4-0-0-1 on a roll call vote with
Director Hawkins absent.
Annie Alexander
Board Secretary
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