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HomeMy WebLinkAbout2024-07-11 - Board of Directors Meeting Minutes 2024-070 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, July 11, 2024, 8:30 AM 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 8:30 a.m. 3. PLEDGE OF ALLEGIANCE President DesRoches led the pledge. 4. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Trudi DesRoches, President Mark Toy, General Manager Tom Lindsey, Vice President Doug Davert, Assistant General Manager Brett R. Barbre Delia Lugo, Finance Manager Phil Hawkins Lori Thompson, Human Resources and Risk Manager Gene Hernandez Rosanne Weston, Engineering Manager Annie Alexander, Board Secretary Brianna De La Cruz, Public Affairs Specialist Jeff McDonald, Maintenance Superintendent Alicia Navarro, Assistant Board Secretary ALSO, PRESENT Andrew Gagen, General Counsel, Kidman Gagen Law LLP 5. ADDITIONS/DELETIONS TO THE AGENDA (None) G. AB 2449 TELECONFERENCE REQUESTS (None) President DesRoches suggested moving Item No. 10.3. to the beginning of the meeting. Director Barbre made a motion, seconded by Director Lindsey, to move Item No. 10.3. to the beginning of the meeting. Motion carried 5-0-0-0. 10. ACTION CALENDAR 10.3. California Special Districts Association (CSDA) Board of Directors Election Minutes of the YLWD Board of Directors Regular Meeting Held July 11,2024,at 8:30 a.m. 1 2024-071 Jo MacKenzie, Director for Vista Irrigation District, commented on her professional experience and candidacy in the upcoming CSDA Board of Directors election and requested the District's support. Director Barbre made a motion, seconded by Hernandez, to vote for Jo MacKenzie, Director for Vista Irrigation District, in the 2024 CSDA Election for Seat A in the Southern Network for a 3-year term and instruct staff to complete and submit the ballot on the Board's behalf. Motion carried 5-0-0-0 on a roll call vote. 7. INTRODUCTIONS AND PRESENTATIONS 7.1 Elected Official Liaison Reports (None) 7.2 Introduction of New Hire General Manager Toy introduced Dell Do, newly hired Engineering/GIS Intern, and provided an overview of his educational and professional experience. 8. PUBLIC COMMENTS (None) 9. CONSENT CALENDAR Director Barbre requested to remove Item No. 9.8. from the Consent Calendar for separate action. Director Lindsey made a motion to approve the remainder of the Consent Calendar. Director Hernandez recused himself from voting on Agenda Item Nos. 9.3. and 9.5. Director DesRoches recused herself from voting on Item No. 9.5. Director Hawkins seconded the motion. Motion carried 5-0-0-0. 9.1. Minutes of the Board of Directors Meetings Held May 16, 2024 Recommendation: That the Board of Directors approve the minutes as presented. 9.2. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of$1,340,524.44. 9.3. Budget to Actual Statements for the Month Ended May 31, 2024 Recommendation: That the Board of Directors receive and file the Budget to Actual Reports for the Month Ended May 31, 2024. Minutes of the YLWD Board of Directors Regular Meeting Held July 11,2024,at 8:30 a.m. 2 2024-072 9.4. Cash and Investment Reports and Graphs for Month Ended May 31 , 2024 Recommendation: That the Board of Directors receive and file the Cash and Investment Reports for the Month Ended May 31, 2024. 9.5. Amendment to Professional Services Agreement with Townsend Public Affairs Recommendation: That the Board of Directors approve Amendment No. 2 to the Professional Services Agreement with Townsend Public Affairs dated August 1, 2022, to extend the term through June 30, 2025, effective July 1, 2024. 9.6. Terms and Conditions with Brian Hoyt and Alain Howard for Waterline Relocation Recommendation: That the Board of Directors approve the Terms and Conditions with Brian Hoyt and Alain Howard for waterline relocation at 2525 Rose Drive, Placentia, Job No. J-2024-37. 9.7. Notice of Exemption for Camino De Bryant Waterline Replacement Phase 2 Project Recommendation: That the Board of Directors consent to filing the Notice of Exemption with the Orange County Clerk Recorder's office for the Camino De Bryant Waterline Replacement Phase 2 Project, Job No. J-2024-32. ITEMS REMOVED FROM THE CONSENT CALENDAR FOR SEPARATE CONSIDERATION 9.8. Notice of Completion for Elk Mountain Booster Pump Station Leak Repair Discussion touched on the funding source identified in the agenda report. Staff clarified that the source should have been listed as "Pay-go" and not "Bond Proceeds". Discussion followed regarding the project. Director Barbre made a motion, seconded by Director Lindsey, to authorize staff to file the Notice of Completion for the Elk Mountain Booster Pump Station Leak Repair Project, Job No. J-2023-33, with the correction to the agenda report. Motion carried 5-0-0-0. 10. ACTION CALENDAR CONTINUED 10.1. Collection of Capital (Finance) Charges on Fiscal Year 2024-25 Tax Roll President DesRoches opened the Public Hearing at 8:45 a.m. Minutes of the YLWD Board of Directors Regular Meeting Held July 11,2024,at 8:30 a.m. 3 2024-073 Staff presented verification that the hearing had been properly noticed. Discussion followed on whether the Yorba Linda Star was still in existence and if clarification was needed to indicate that the notice was published in the Orange County Register instead. Staff will research the matter. Staff then reviewed the purpose of the Capital Finance Charges and the procedural requirement for adopting a resolution to collect said charges on the property tax roll. President DesRoches opened the floor to public comment on this matter for which there was none. President DesRoches closed the Public Hearing at 8:52 a.m. Director Hernandez made a motion, seconded by Director Barbre, to adopt Resolution No. 2024-XX electing to place Capital (Finance) Charges on the property tax roll for collection and remittance to the District, adopting the report to place said charges on the property tax roll for Fiscal Year 2024-25, and repealing Resolution No. 2023-l 9. Staff responded to questions regarding the total amount to be collected, the number of parcels that would receive a manual invoice, and whether the total amount being collected would fully cover the District's capital finance payments. Motion carried 5-0-0-0 on a roll call vote. 10.2. Collection of Certain Sewer Maintenance Charges on Fiscal Year 2024-25 Tax Roll President DesRoches opened the Public Hearing at 8:54 a.m. Staff presented verification that the hearing had been properly noticed. President DesRoches opened the floor to public comment on this matter for which there was none. President DesRoches closed the Public Hearing at 8:55 a.m. It was noted that customers connected to the District's sewer system and receiving water service from Golden State Water Company were eligible to vote in elections for members of the Board. Director Barbre made a motion, seconded by Director DesRoches, to adopt Resolution No. 2024-XX electing to place Sewer Maintenance Charges on the property tax roll of certain properties for collection and remittance to the District, adopting the report to place said charges on the property tax roll for Minutes of the YLWD Board of Directors Regular Meeting Held July 11,2024,at 8:30 a.m. 4 2024-074 Fiscal Year 2024-25, and repealing Resolution No. 2023-18. Motion carried 5-0-0-0 on a roll call vote. 10.4. Identification of Agency Designated Representative for Labor Negotiations Director Hernandez made a motion, seconded by Director Hawkins, to designate General Counsel Gagen as the representative for labor negotiations with the General Manager. Motion carried 5-0-0-0. 11. DISCUSSION ITEMS 11.1. Lead Sampling of Drinking Water in K-12 Schools Discussion touched on historical lead sampling activities and preparations for compliance with the State's pending revisions to the Lead and Copper Rule. This topic will be discussed at a future joint committee meeting with PYLUSD. Discussion continued regarding draft language in the regulation delineating the District's responsibilities and those of the schools/daycares and the estimated cost for the previous installation of additional sampling stations. Staff will provide a presentation to the Board once the State's revisions have been finalized. 11.2. Investment Strategy- Permissible Forms of Investment and Split Ratings Staff responded to questions concerning the District's investment portfolio in regard to supranationals, ABS/MBS, and split ratings. Staff offered to have representatives from PFM Asset Management available at a future meeting if desired. 11.3. Revising Reserve Policy- Formatting of Policy for Reserves Discussion focused on options for simplifying the District's Reserves Policy, minimum and maximum reserve funding levels, and restricted versus unrestricted reserves. These topics will be discussed in more detail during a Board workshop meeting on Thursday, August 22, 2024. Staff will prepare options and recommendations for Board consideration during that meeting. 11.4. Developing a Value Proposition for the YLWD Discussion of this matter was deferred to a future Board meeting. 12. REPORTS, INFORMATION ITEMS, AND COMMENTS 12.1. Director's Reports (None) Minutes of the YLWD Board of Directors Regular Meeting Held July 11,2024,at 8:30 a.m. 5 2024-075 12.2. General Manager's Report General Manager Toy and staff responded to questions regarding the well- siting study, reordering branded bottled water for the Nixon Library, whether YLWD had been fined for two sanitary sewer system overflows in the previous fiscal year, and the timeline for the completion of punch list items and startup of the emergency backup generator at the Hidden Hills Booster Pump Station. 12.3. General Counsel's Report (None) 12.4. Future Agenda Items and Staff Tasks Director Barbre requested an agenda item to consider taking a position on SB 1255 and Proposition 4. He also asked about the status of evaluating the impacts of Making Conservation a California Way of Life on the District. Director Hernandez requested an agenda item for his delegation as the District's voting representative at the upcoming League of California Cities conference. It was noted that the District was not a member of this organization therefore no agenda item would be necessary. Director Barbre asked about the status of installing informational QR codes at District facilities. It was suggested that staff have a sample ready for the upcoming Open House following which the Board could consider installation at other facilities. Director Hernandez asked if there was any need for his attendance at the upcoming League of California Cities conference. Staff offered to research whether special districts were eligible to be members of the organization. Director Hernandez indicated that he would not attend if that was not the case. 13. COMMITTEE REPORTS 13.1. Interagency Committee with MWDOC and OCWD DesRoches / Lindsey 13.2. Joint Agency Committee with City of Yorba Linda Lindsey / DesRoches 13.3. Joint Agency Committee with City of Placentia Lindsey / Hernandez 13.4. Joint Agency Committee with City of Brea Barbre / Hernandez Minutes of the YLWD Board of Directors Regular Meeting Held July 11,2024,at 8:30 a.m. 6 2024-076 13.5. Joint Agency Committee with Placentia-Yorba Linda Unified School District Hernandez/ Barbre 14. BOARD OF DIRECTORS ACTIVITY CALENDAR 14.1. Meetings from July 12- August 31, 2024 President DesRoches asked if there was a need to conduct a Board meeting on Thursday, July 25, 2024, and if not,whether the Board would like to consider canceling it. There was no objection to canceling this meeting. General Manager Toy confirmed that Item No. 11.4. would be brought back to the Board at the meeting on Thursday, August 8, 2024. 15. CLOSED SESSION The Board entered Closed Session at 9:59 a.m. 15.1. 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: Orange County Water District, et al. v. 3M Company, et al. (Orange County Superior Court- Case No. 30-2020-01 172419-CU-PL-CXC) 15.2 Conference with Labor Negotiators Pursuant to Section 54957.6 of the California Government Code Agency Designated Representative: General Counsel Unrepresented Employee: General Manager 16. REPORT FROM CLOSED SESSION The Board returned from Closed Session at 10:30 a.m. No reportable action was taken. 17. ADJOURNMENT 17.1. The meeting was adjourned at 10:30 a.m. Annie Alexander Board Secretary Minutes of the YLWD Board of Directors Regular Meeting Held July 11,2024,at 8:30 a.m. 7