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Home My WebLink About2024-04-25 - Board of Directors Meeting Minutes1. 2. 3. 4. 5. b. 7. 8. MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, April 25, 2024, 8:30 a.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 8:30 a.m. PLEDGE OF ALLEGIANCE Director Hawkins led the pledge. ROLL CALL DIRECTORS PRESENT Trudi DesRoches, President Tom Lindsey, Vice President Brett R. Barbre Gene Hernandez Phil Hawkins 2024-048 STAFF PRESENT Doug Davert, Assistant General Manager John DeCriscio, Operations Manager Lori Thompson, Human Resources and Risk Manager Rosanne Weston, Engineering Manager Annie Alexander, Board Secretary Paige Appel, Budget Analyst Tony Arambarri, Records Management Administrator Brianna N. De La Cruz, Public Affairs Specialist Sophia Phuong, Accounting Supervisor ALSO PRESENT Andrew Gagen, General Counsel, Kidman Gagen Law LLP ADDITIONS/DELETIONS TO THE AGENDA (None) AB 2449 TELECONFERENCE REQUESTS (None) PUBLIC COMMENTS (None) CONSENT CALENDAR 8.1. Award of Professional Services Agreement for a Comprehensive Classification and Compensation Study Director Barbre shared his perspective on this matter and commented on the quality of service previously provided by the recommended service provider who was operating under a different business name at the time. He proposed Minutes of the YLWD Board of Directors Regular Meeting Held April 25, 2024 at 8:30 a.m. 2024-049 that the Board consider denying the award and directing the General Manager to advise the bargaining unit that efforts would be made to engage an alternative provider and that there would be a delay in completing the study. Staff summarized efforts made to solicit responses to the request for proposals and noted that some providers indicated they would not be able to complete the study within the requested timeframe and thus did not submit a proposal. Staff further explained that should the Board award the contract to the proposed provider, the District would be assigned a different project manager. Discussion followed regarding the methodology utilized in the previous study, bargaining unit involvement in the process, and the timeframe for completion of the new study. Director Hawkins suggested postponing action on this matter and contacting the providers who chose not to submit a proposal to obtain their timelines for completion. President DesRoches suggested obtaining feedback from the bargaining unit regarding their preferred timeline for completion. General Counsel Gagen advised that if other providers were contacted to obtain their timelines, this information should not be shared amongst them. Discussion continued regarding the bargaining unit's expectations related to the timeline for completion, the expiration of the current bargaining agreement, and the impact of delaying completion. Director Hawkins made a motion, seconded by Directors Barbre, to (1) defer consideration of this matter to the next regular Board meeting, (2) direct staff to obtain feedback from the bargaining unit regarding the possibility of extending the timeline for completion of the study, and (3) obtain timelines for completion from other potential providers should the deadline be extended. Motion carried 5-0-0-0 on a roll call vote. 9. DISCUSSION ITEMS 9.1. Fiscal Year 2024-25 Proposed Water & Sewer Customer and Developer Fees Update Staff explained that Raftelis was previously engaged to perform a cost of service analysis of the District's water and sewer development and customer service fees. Staff then reviewed the results of the analysis and the proposed adjustments and noted that no change was being recommended to the reimbursement program. Discussion touched on the reimbursement program, the state's tie-in requirements when a septic system fails, and the methodology for calculating the fees. Staff noted that the proposed adjustments would be presented to the Board for consideration along with the proposed budget. Staff also Minutes of the YLW D Board of Directors Regular Meeting Held April 25, 2024 at 8:30 a.m. 2024-050 reported that results of the survey of nearby city's fees were expected to be included in the next General Manager's report. 9.2. Fiscal Year 2024-25 Budget Workshop #3 Staff reviewed their findings in response to Board inquiries during the previous budget workshop. This included components of the commodity rate, analysis of the proposed pass -through rates, effect on an average single-family residential customer's bill, historical budgeted versus actual water consumption data, methodology for calculating water production, and the impact of utilizing 3 years versus 5 years of water production data on the proposed budget. Staff then reviewed the debt service ratio for the water fund in the proposed budget, proposed adjustments to reserve target levels, proposed contributions to PARS for pension and OPEB unfunded liabilities, and the summary proposed budget. Lastly, staff reviewed the proposed budget for capital improvement projects and capital outlay and responded to questions from the Board regarding the status of current projects. During the presentation discussion focused on modifying the reserves policy and transitioning the collection of fixed costs from the commodity rate to the fixed rate. Director Barbre also suggested deferring the proposed $1 M contribution toward pension and OPEB liabilities to help offset the percentage of fixed costs being collected on the commodity rate. President DesRoches summarized the points of discussion for Board consideration. Director Barbre made a motion, seconded by Director DesRoches, that in lieu of making a $IM contribution to PARS for pension and OPEB unfunded liabilities, to utilize it to help offset fixed costs being collected on the commodity rate. Motion carried 4-0-1-0 on a roll call vote with Director Hernandez abstaining. Discussion returned to the proposed modifications to the reserves policy. Staff suggested the Board consider supporting the recommended changes to the reserve balances and target levels, with the exception of discontinuing contributions to the MWD Contingency Reserve, and revisiting the topic in the fall before the next budget cycle. Director Hernandez made a motion, seconded by Director Lindsey, to accept the proposed revisions to the reserve balances and target levels, with the exception of discontinuing contributions to the MWD Contingency Reserve, and revisiting the topic in the fall before the next budget cycle. Motion carried 5-0-0-0 on a roll call vote. Minutes of the YLWD Board of Directors Regular Meeting Held April 25, 2024 at 8:30 a.m. 2024-051 Staff confirmed key points to be included in the final draft of the proposed budget. Assistant General Manager Davert commended the Finance department staff for their work related to the budget process. Director Barbre reported that ACC-OC had requested District sponsorship of a table at the Golden Hub of Innovation Awards ceremony on Wednesday, May 8, 2024. Staff was tasked with making the necessary arrangements. Director Barbre also commented on the lack of recognition of President DesRoches in the most recent issue of Yorba Linda City Lifestyle which highlighted the leadership of other women in the Yorba Linda community. He requested staff work with such community news outlets to ensure equal recognition. Director Hernandez extended an invitation to participate in the Love Yorba Linda event on Saturday, April 27, 2024. Director Barbre asked about the installation location of the plaque for the PFAS Water Treatment Plant. Director Barbre also requested that Dr. Miller be provided with a framed copy of the plaque facsimile. Vice President Lindsey commented on the upcoming ribbon -cutting ceremony for Vista Del Verde Park. 10. CLOSED SESSION The Board entered Closed Session at 11:41 a.m. 10.1 Public Employee Performance Evaluation Pursuant to Section 54957 of the CA Government Code Title: General Manager The Board returned from Closed Session at 12:00 p.m. No reportable action was taken. 11. ADJOURNMENT 11.1. The meeting was adjourned at 12:00 p.m. Annie Alexander Board Secretary Minutes of the YLWD Board of Directors Regular Meeting Held April 25, 2024 at 8:30 a.m. 4