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HomeMy WebLinkAbout2023-01-05 - Board of Directors Meeting Minutes1. 2 3. 4. 4 6 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, January 5, 2023, 3:00 p.m. 1717 E Miraloma Ave, Placentia CA 92870 PARTICIPATION INSTRUCTIONS Were included on the agenda. CALL TO ORDER The meeting was called to order at 3:00 p.m. PLEDGE OF ALLEGIANCE Director DesRoches led the pledge. ROLL CALL DIRECTORS PRESENT Brett R. Barbre, President Trudi DesRoches, Vice President Phil Hawkins Tom Lindsey J. Wayne Miller, PhD 2023-001 STAFF PRESENT Mark Toy, General Manager 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 ALSO PRESENT Andrew Gagen, General Counsel, Kidman Gagen Law LLP (Departed at 3:43 p.m.) Art Kidman, General Counsel, Kidman Gagen Law LLP (Arrived at 3:43 p.m.) ADDITIONS DELETIONS TO THE AGENDA None. INTRODUCTIONS AND PRESENTATIONS 6.1. Recognition of Brooke Jones, Outgoing Director, for 6 Years of Service to YLWD Director Miller presented former Director Jones with a proclamation in recognition of his service on the Board of Directors. Minutes of the YLWD Board of Directors Regular Meeting Held January 5, 2023 at 3:00 p.m. 2023-002 Mr. Jones expressed his appreciation for the Board and commended staff for their work. Al Nederhood, resident, also expressed his appreciation for former Director Jones' and his dedication to the District. 6.2. Recognition of J. Wayne Miller, PhD, for his Service as YLWD Board President During 2022 Director Lindsey presented Director Miller with a proclamation in recognition of his service as Board President during 2022. 6.3. Recognition of Trudi DesRoches, Director, for 31 Years of Service to MWDSC President Barbre presented Vice President DesRoches with a proclamation in recognition of her many years of service with MWDSC. Yorba Linda Mayor Gene Hernandez also presented Vice President DesRoches with a proclamation and commended her for her long-term service with MWDSC. 6.4. Elected Official Liaison Reports Mayor Hernandez commented on how it was a pleasure working with the District and wished the Board and staff well during the upcoming year. Leandra Blades, Vice President of PYLUSD, expressed her interest in collaborating with the District to conduct infrastructure tours for students. President Barbre acknowledged that PYLUSD was the District's second- largest customer and noted the proposed formation of a joint agency committee between YLWD and PYLUSD. Director Miller commented on coordinating with PYLUSD to mentor students in the manufacturing and engineering program at Esperanza High School. PYLUSD Vice President Blades indicated that she would follow up with management regarding this suggestion. President Barbre noted that a recent YLWD retiree had come to the District through the local Regional Occupational Program and suggested exploring a partnership with the local center. 7. PUBLIC COMMENTS Al Nederhood, resident, commented on the content of political campaign mailers associated with the recent election. Minutes of the YLWD Board of Directors Regular Meeting Held January 5, 2023 at 3:00 p.m. 2 2023-003 S. CLOSED SESSION The Board entered closed session at 3:22 p.m. 8.1. Annual Homeland Security Briefing Regarding Public Services or Facilities Pursuant to Subdivision (a) of Section 54957 of the California Government Code Consultation with General Manager 8.2. Conference with Legal Counsel - Existing Litigation Pursuant to Paragraph (1) of Subdivision (d) of Section 54956.9 of the California Government Code Name of Case: Irvine Ranch Water District v. Orange County Water District, et al. (Los Angeles County Superior Court - Case No. BS 168278) General Counsel Gagen left the meeting at this time. 9. REPORT FROM CLOSED SESSION - ANTICIPATED TO BEGIN AT 3:45 PM The Board returned from closed session at 3:43 p.m. and General Counsel Kidman joined the meeting at this time. President Barbre announced that no reportable action had been taken during closed session. 10. CONSENT CALENDAR Directors Miller requested to remove Item No. 10.4. from the consent calendar for separate consideration. Director Lindsey made a motion, seconded by Director Miller, to approve the remainder of the Consent Calendar. Motion carried 5-0-0-0 on a roll call vote with Director Barbre voting no on Item No. 10.2. 10.1. Minutes of the Board of Directors Meeting Held December 13, 2022 Recommendation: That the Board of Directors approve the minutes as presented. 10.2. Reauthorizing Continuation of Virtual/Teleconference Board Meetings Recommendation: That the Board of Directors reauthorize the continuation of virtual/teleconference meetings pursuant to AB 361 for an additional 30 days based on the findings that (1) the Board has reconsidered the circumstances of the state of emergency for COVID-19, and that (2) state and local officials continue to impose or recommend measures to promote social distancing. Minutes of the YLWD Board of Directors Regular Meeting Held January 5, 2023 at 3:00 p.m. 3 2023-004 10.3. Amending Schedule for Regular Board Meetings Recommendation: That the Board of Directors adopt Resolution No. 2023 -XX amending the schedule for regular Board meetings. 10.5. Budget to Actual Statements for Month Ended November 30, 2022 Recommendation: That the Board of Directors receive and file the Budget to Actual Statements for Month Ended November 30, 2022. 10.6. Cash and Investment Report for Month Ended November 30, 2022 Recommendation: That the Board of Directors receive and file the Cash and Investment Reports for Month Ended November 30, 2022. ITEMS REMOVED FROM THE CONSENT CALENDAR FOR SEPARATE ACTION 10.4. Payments of Bills, Refunds, and Wire Transfers Director Miller inquired about a large wire transfer to Southern California Edison (SCE). Staff explained this amount included payment for service to the new meter at the PFAS water treatment plant during FY21-22. The invoices had not been sent on time due to a new billing program and workflow process at SCE. Staff noted that significant efforts were made to obtain the invoices as soon as possible. President Barbre asked about expanding the use of wire transfers for payment of other expenses. Staff is looking into transitioning to ACH for all accounts payable and will be performing a cost -benefit analysis for potential implementation in FY24-25, if not sooner. President Barbre also inquired about the status of collecting capital finance charges on the property fax roll. Staff reported that the District had received an apportionment in December of approximately 60%. Supplemental billings will be distributed in the next month. Director Miller made a motion, seconded by Director DesRoches, to ratify and authorize disbursements in the amount of $2,851,759.89. Motion carried 5-0-0-0 on a roll call vote. 11. ACTION CALENDAR 11.1. Board of Directors' Committee, Agency, and Intergovernmental Meeting Assignments Minutes of the YLWD Board of Directors Regular Meeting Held January 5, 2023 at 3:00 p.m. 2023-005 President Barbre noted that three Directors had expressed an interest in serving on OCSan's Board of Directors and recommended that Director Hawkins serve as the primary representative and Director Lindsey as the alternate. Director Miller commented on his initial interest in serving as the primary representative for OCSan and volunteered to serve as the primary representative on ACWA-JPIA's Board of Directors. The Board then reviewed the proposed assignments for attendance at city council meetings and determined to continue to rotate. Vice President DesRoches volunteered to serve as the alternate representative on ACWA-JPIA's Board. Director DesRoches made a motion, seconded by Director Miller, to appoint Director Hawkins as the primary representative on OCSon's Board of Directors and Director Lindsey as the alternate. Director Lindsey and Director Hawkins briefly discussed attendance at an upcoming special OCSan Board meeting. President Barbre restated the original motion clarifying that the proposed assignments would be as presented with the following modifications: (1) the Directors listed for City Council meetings would attend the next scheduled meeting after which Directors would rotate; (2) Director Hawkins would serve as primary representative on OCSan's Board of Directors with Director Lindsey serving as alternate; and that Director Miller would serve as the primary. representative on ACWA-JPIA's Board of Directors with Director DesRoches serving as alternate. President Barbre stated that Director DesRoches had already made a motion that was seconded by Director Miller and then called for the vote. Motion carried on a roll call vote 5-0-0-0. 12. DISCUSSION ITEMS 12.1. Draft Calendar for Development of Fiscal Year 2023-24 Budget Staff reviewed key elements of the budget development process and the draft calendar for budget workshops. Discussion followed regarding status of the compensation study and negotiations for a new memorandum of understanding with the bargaining unit. President Barbre requested staff provide the Board with a copy of the deal points from the previous meet and confer process. Discussion also touched on the negotiation process involving the Board, General Manager, and bargaining unit. President Barbre requested a closed session be scheduled to begin the meet and confer process. 12.2. Scheduling Board Workshop Meeting Following brief discussion, the Board determined to schedule the workshop meeting with Brent Ives from BHI Consulting on Monday, February 27, 2023 at 7:00 a.m. Minutes of the YLWD Board of Directors Regular Meeting Held January 5, 2023 at 3:00 p.m. 2023-006 12.3. Status of CalPERS Net Pension and Other Post -Employment Benefits (OPEB) Funded Liabilities and Public Agency Retirement Services (PARS) Funding Staff reviewed the coverage percentages of the District's funded liabilities, the performance of investments held at PARS, and various investment strategies. 13. REPORTS, INFORMATION ITEMS, AND COMMENTS 13.1. Director's Reports Director Hawkins asked about potential replacement of logos on the exterior of the PFAS water treatment plant and Wells Fargo heli -hydrant. Discussion followed regarding options for replacement and long-term protection of the logos and underlying coating. This matter will be agendized at a future regular meeting for Board consideration. The remaining Directors reported on key topics discussed during recent meetings and events they had attended. President Barbre requested a future agenda item to review a previously adopted resolution supporting balanced energy solutions and maintaining local control of energy solutions. He also requested staff prepare an agenda item for the Board to consider a resolution concurring in the nomination of Fred Bockmiller for re-election to the ACWA-JPIA Executive Committee. 13.2. General Manager's Report General Manager Toy's report was included in the agenda packet. President Barbre requested staff look into whether the federal funding for the Green Crest Lift Station Rehab Project was considered a State and Tribal Assistance Grant (STAG). 13.3. General Counsel's Report General Counsel Kidman commented on his long standing working relationship with the District. 13.4. Future Agenda Items and Staff Tasks President Barbre requested staff define what constitutes "other income" when considering the District's revenue. Staff responded to questions from the Board regarding reimbursement from OCWD for the first year of operational costs for the PFAS Water Treatment Plant and the possibility of conducting a rate study on the commodity charge in July 2023. Director Minutes of the YLWD Board of Directors Regular Meeting Held January 5, 2023 at 3:00 p.m. 2023-007 Miller commented on recommendations for travel expense reimbursement rates. Staff will look into the matter and report back to the Board. Director Lindsey requested the Financial Review Group meet 45 minutes before each next regular Board meeting. This meeting will be added to the group members' calendars. 14. COMMITTEE REPORTS 14.1. Interagency Committee with MWDOC and OCWD Next meeting will be scheduled when needed. 14.2. Joint Agency Committee with City of Yorba Linda Next meeting yet to be scheduled. 14.3. Joint Agency Committee with City of Placentia Next meeting yet to be scheduled. 15. BOARD OF DIRECTORS ACTIVITY CALENDAR 15.1 Meetings from January 6, 2023 - February 28, 2023 16. ADJOURNMENT 16.1. The meeting was adjourned at 5:20 p.m. Annie Alexander Board Secretary Minutes of the YLWD Board of Directors Regular Meeting Held January 5, 2023 at 3:00 p.m.