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Home My WebLink About2023-09-07 - Board of Directors Meeting Minutes1. MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, September 7, 2023, 3:00 p.m. 1717 E Miraloma Ave, Placentia CA 92870 PARTICIPATION INSTRUCTIONS Were included on the agenda. 2023-088 2.CALL TO ORDER 3. 4. The meeting was called to order at 3:00 p.m. President Barbre called for a minute of silence in honor of Marla Blessing Hendrickson, mother of Vice President DesRoches, who recently passed. PLEDGE OF ALLEGIANCE Vice President DesRoches led the pledge. ROLL CALL DIRECTORS PRESENT Brett R. Barbre, President Trudi DesRoches, Vice President Phil Hawkins (Arrived 3:01 p.m.) J.Wayne Miller, Ph.D. DIRECTORS ABSENT Tom Lindsey ALSO PRESENT STAFF PRESENT Mark Toy, General Manager Doug Davert, Assistant General Manager John DeCriscio, Operations Manager Delia Lugo, Finance Manager Rosanne Weston, Engineering Manager Annie Alexander, Board Secretary Joanna Gonzalez, Public Affairs Officer Jacqueline Segura, Human Resources Analyst Andrew Gagen, General Counsel, Kidman Gagen Law LLP 5.ADDITIONS/DELETIONS TO THE AGENDA (None) 5.1. AB 2449 Teleconference Requests (None) 6.INTRODUCTIONS AND PRESENTATIONS 6.1. Elected Official Liaison Reports Yorba Linda Mayor Gene Hernandez reported on the status of the City's street pavement preservation program. Minutes of the YLWD Board of Directors Regular Meeting Held September 7, 2023 at 3:00 p.m. 7. 9. 6.2. Briefing on Yorba Linda Housing Element and Measure B 2023-089 David Brantley, Community Development Director for City of Yorba Linda, reviewed the major components of the Housing Element and associated legal requirements, consequences for non-compliance, findings and recommendations of the Yorba Linda Housing Policy Resident Working Group, and planned phases for public engagement activities. PUBLIC COMMENTS Al Nederhood, resident, commented on the content of a political campaign mailer associated with the last election and the unaudited financial statements included in the agenda packet. The following items were taken out of order. ACTION CALENDAR 9.1. 5592 Grandview Avenue Sewer Connection Fees Staff reviewed historical points of contact with the homeowner, Ray Sanchez, and previous Board action taken regarding the sewer connection fees quoted for the property. Discussion touched on the connection status of neighboring properties and whether the quoted amount included inflation. Mr. Sanchez provided historical background on the matter and requested the Board consider lowering the quoted amount. President Barbre also provided historical background on the matter and noted the amounts previously paid by neighboring homeowners. No action was taken on this item. 9.2. 2023 Update to Water Master Plan Staff explained the purpose of the plan and introduced the Project Manager, Ryan Gallagher of MKN Associates. Mr. Gallagher then reviewed the process for updating the plan, projected water demand, analysis of increased groundwater production and cost savings, and recommendations for establishing a month-to-month strategy for system operations, improving supply reli'ability, and increasing flow conveyance. He also provided an overview of the District's updated hydraulic model, and recommendations for enhancing the distribution system, including the incorporation of certain capital improvement projects (CIP). President Barbre requested General Counsel brief the Board regarding the case involving the City of Glendale's public fire protection fee at a future meeting. He also suggested scheduling a future workshop meeting for the 2023-090 Board to discuss the District's CIP. Discussion followed regarding the projected investments in CIP, costs associated with utilizing the hydraulic model, and the prioritization of certain projects. Director Hawkins made a motion, seconded by Director DesRoches, to receive and file the 2023 Water Master Plan. Motion carried 4-0-0-1 with Director Lindsey absent. 9.3. Membership with CW3E Water Affiliates Group (WAG) Staff introduced Vanessa Scott, representing CW3E WAG, who provided an overview of the organization's mission and the benefits of membership. This included the collection of data and monitoring climate variability for projecting weather extremes to assist reservoir operators with short and long term strategic planning. Discussion touched on OCWD's associated research and development efforts and the benefits of potential implementation of Forecast-Informed Reservoir Operations (FIRO) at Prado Dam. No action was taken on this item. 8.CONSENT CALENDAR President Barbre requested the minutes for the July 6, 2023 Board meeting be amended to (1) indicate the Board's desire to move forward with a Request for Proposals for updating the Water and Sewer Rate Study under Item No. 12.1 ., and (2) correct a typographical error in the title of Item No. 10.2. Staff then responded to inquiries related to services provided by various vendors listed in the disbursements under Item No. 8.2. Director Miller left the meeting temporarily at 4:54 p.m. Director Hawkins made a motion, seconded by Director DesRoches, to approve the Consent Calendar with the requested amendments. Motion carried 3-0-0-2 with Directors Lindsey and Miller absent. 8.1. Minutes of the Board of Directors Meetings Held July 6 -July 20, 2023 Recommendation: That the Board of Directors approve the minutes as presented. 8.2. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of$ 10,344.426.04. Minutes of the YLWD Board of Directors Regular Meeting Held September 7, 2023 at 3:00 p.m. 3 2023-091 8.3. Unaudited Financial Statements for the Fiscal Year Ended June 30, 2023 Recommendation: That the Board of Directors receive and file the Unaudited Financial Statements for the Fiscal Year Ended June 30, 2023. 8.4. Cash and Investment Report for the Period Ended July 31, 2023 Recommendation: That the Board of Directors receive and file the Cash and Investment Report for the Period Ended July 31, 2023. 8.5. Directors and General Manager Fees and Expenses Report for the Fourth Quarter of Fiscal Year 2022-23 Recommendation: That the Board of Directors receive and file the Directors' and General Manager Fees and Expenses Report for the Fourth Quarter of Fiscal Year 2022-23. 8.6. Amendment to Personnel Manual for Unrepresented Employees Recommendation: That the Board of Directors adopt Resolution No. 2023-XX amending the Personnel Manual for Unrepresented Employees for the remainder of Fiscal Years 2024-20245. 8.7. Reject and Refer Claim from Junxia Yao Recommendation: That the Board of Directors reject the claim filed by Junxia Yao and refer it to ACWA-JPIA for further handling. 9.ACTION CALENDAR CONTINUED 9.4. Amendment to Fiscal Year 2023-24 Operating Budget Staff explained that as previously pending labor negotiations were now concluded, an amended budget for salaries and related expenses for FY24 was being presented for consideration. Director Miller rejoined the meeting at 4:56 p.m. Discussion followed regarding projections included in the adopted budget for FY24 salaries and related expenses, recommendations from the recent total compensation study, the adopted budgeted positions for FY24, the adopted job classifications and salary schedule for FY24, and salary-related provisions included in the adopted FYS24-25 Memorandum of Understanding with the Employees Association and adopted FYS24-25 Personnel Manual for Unrepresented Employees. Minutes of the YLWD Board of Directors Regular Meeting Held September 7, 2023 at 3:00 p.m. 4 10. 2023-092 Consideration of this matter was deferred to the next regular Board meeting on September 21, 2023 and Directors were requested to submit their individual questions to General Manager Toy prior to September 12, 2023. 9.5. Proposed Update to 2021 Water and Sewer Rate Study Discussion touched on historical and projected costs for utilizing the water master plan model and whether it would be beneficial to include provisions associated with the cost of utilizing the financial planning model in the request for proposals (RFP) for updating the rate study. Staff explained that the cost for utilizing the water master plan model was nominal and there was no cost for utilizing the financial planning model. made a move Amendments to Board of Directors Policies and Procedures Manual Consideration of this matter was deferred to the regular Board meeting on September21, 2023. 9.7. Identification of Agency Designated Representative(s} for Labor Negotiations General Counsel Gagen briefly reviewed the purpose of this requested action. made a motion, Gagen, Manager. REPORTS. INFORMATION ITEMS, AND COMMENTS 10.1. Director's Reports The Directors reported on their attendance at recent meetings and events. 10.2. General Manager's Report President Barbre inquired as to the status of scheduling the dedication ceremony for Well No. 22, presentation of the FY23 audit to the Board, monthly reports from the District's legislative and communications consultants, issuance of an RFP for conducting a classification and compensation study, and the performance of due diligence for OCCIP. He also requested that the monthly report on capital finance charge (CFC) collections include the Minutes of the YLWD Board of Directors Regular Meeting Held September 7, 2023 at 3:00 p.m. 5 2023-093 respective meter sizes, and for staff to look into why the District was not listed as an agency in support of AB 1594. Director Hawkins requested an item on the agenda for the October 5, 2023 Board meeting to consider the potential issuance of an RFP for legal services. 10.3. General Counsel's Report (None) 10.4. Future Agenda Items and Staff Tasks Director Miller requested a future agenda item to discuss the District's community outreach activities and the effectiveness of various communication channels. President Barbre inquired about scheduling the next joint agency committee meeting with PYLUSD. General Manager Toy indicated he would be discussing this matter with the School District Superintendent in the next week. At the request of President Barbre, staff briefed the Board on the status of converting to ACH for processing accounts payable, and the mailing of manual invoices for collection of FY24 CFC's. 11.COMMITTEE REPORTS 11.1. lnteragency Committee with MWDOC and OCWD Miller / Des Roches -Next meeting will be scheduled when needed. 11.2. Joint Agency Committee with City of Yorba Linda Lindsey/ DesRoches -Next meeting will be scheduled when needed. 11.3. Joint Agency Committee with City of Placentia Lindsey/ DesRoches -Next meeting will be scheduled when needed. 11.4. Joint Agency Committee with City of Brea Barbre / Lindsey -Initial meeting in the process of being scheduled. 11.5. Joint Agency Committee with Placentia-Yorba Linda Unified School District Barbre/ Lindsey -Next meeting will be scheduled when needed. 12.BOARD OF DIRECTORS ACTIVITY CALENDAR 12.1 Meetings from September 8 -October 31, 2023 Minutes of the YLWD Board of Directors Regular Meeting Held September 7, 2023 at 3:00 p.m. 6 2023-094 13.CLOSED SESSION The Board entered Closed Session at 5:36 p.m. 13.1. Conference with Legal Counsel -Anticipated Litigation Significant Exposure to Litigation Pursuant to Paragraph (2) of Subdivision (d) of Section 54956.9 of the California Government Code Number of Potential Cases: One 13.2. Conference with Legal Counsel -Existing Litigation Pursuant to Paragraph ( l) of Subdivision ( d) of Section 54956.9 of the California Government Code Name of Case: Orange County Water District, et al. v. 3M Company, et al. (Orange County Superior Court -Case No. 30-2020-011724 l 9-CU-PL-CXC) 13.3. Public Employment Pursuant to Section 54957 of the California Government Code Title: Human Resources and Risk Manager 13.4. Public Employee Performance Evaluation Pursuant to Section 54957 of the California Government Code Title: General Manager 13.5. Conference with Labor Negotiators Pursuant to Section 54957.6 of the California Government Code Agency Designated Representative: Andrew Gagen, General Counsel Unrepresented Employee: General Manager 14.REPORT FROM CLOSED SESSION The Board returned from Closed Session at 6:05 p.m. No reportable action was taken. 15.ADJOURNMENT 15.1. The meeting was adjourned at 6:05 p.m. � -� (�Md'"'� Annie Alexander Board Secretary Minutes of the YLWD Board of Directors Regular Meeting Held September 7, 2023 at 3:00 p.m.7