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HomeMy WebLinkAbout2024-08-08 - Board of Directors Meeting Minutes 2024-081 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, August 8,2024, 8:30 a.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 8:30 a.m. 3. PLEDGE OF ALLEGIANCE Director Hernandez led the pledge. 4. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Trudi DesRoches, President Doug Daverf, Assistant General Manager Tom Lindsey, Vice President Delia Lugo, Finance Manager Brett R. Barbre Lori Thompson, Human Resources and Risk Manager Gene Hernandez Rosanne Weston, Engineering Manager Brianna De La Cruz, Public Affairs Specialist DIRECTORS ABSENT Joanna Gonzalez, Public Affairs Officer Phil Hawkins 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) Assistant General Manager Davert asked Public Affairs Officer Gonzalez to introduce Aleena Llamas, newly hired Public Affairs Intern. 6. AB 2449 TELECONFERENCE REQUESTS (None) 7. PUBLIC COMMENTS (None) 8. ACTION CALENDAR 8.1. Cooperative PFAS Pilot Testing at Yorba Linda Water District Jason Dadakis, Executive Director of Water Quality & Technical Resources at OCWD, reviewed the results of Phases 1-3 of the pilot study, objectives of and planned products for testing in Phase 4, and coordination with YLWD. He also Minutes of the YLWD Board of Directors Regular Meeting Held August 8,2024,at 8:30 a.m. 1 2024-082 reviewed the schedule for equipment delivery and setup and the grant application process. Director Barbre made a motion, seconded by Director Hernandez, to authorize staff to transmit a letter of support for OCWD's application for a Water Research Foundation Grant to provide financial support for the pilot study. Motion carried 4-0-0-1 on a roll call vote with Director Hawkins absent. 9. INTRODUCTIONS AND PRESENTATIONS 9.1. Septic to Sewer Conversion Study Update Paul Jones, P.E. of Dopudja &Wells Consulting, reviewed key objectives of the due diligence effort, the scope of work for the study, and the reconciliation of parcel data. He also reviewed the results of a SWOT analysis, the current project schedule, and next steps. Discussion touched on assessment districts and community facilities districts (CFD), historical efforts to form such districts, and estimated costs for homeowner participation. Mr. Jones will investigate whether it was possible and advantageous for the City of Yorba Linda to serve as the lead agency in a CFD for the purposes of this initiative. 10. CONSENT CALENDAR Director Barbre requested to remove Item Nos. 10.1. and 10.7. from the Consent Calendar for separate action. Director Hernandez made a motion, seconded by Director Lindsey, to approve the remainder of the Consent Calendar. Motion carried 4-0-0-1 with Director Hawkins absent. 10.2. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of$7,419,293.02. 10.3. Unaudited Financial Statements for the Fourth Quarter of Fiscal Year 2023-24 Recommendation: That the Board of Directors receive and file the Unaudited Financial Statements for the Fourth Quarter of Fiscal Year 2023-24. 10.4. Pre-audit Cash and Investment Reports for the Month Ended June 30, 2024 Recommendation: That the Board of Directors receive and file the Pre-audit Cash and Investment Reports for the Month Ended June 30, 2024. Minutes of the YLW D Board of Directors Regular Meeting Held August 8,2024,at 8:30 a.m. 2 2024-083 10.5. Directors and General Manager Fees and Expenses Report for Fourth Quarter of Fiscal Year 2023-24 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 2023-24. 10.6. Ratifying Amended Budgeted Positions for the Remainder of Fiscal Year 2024-25 Recommendation: That the Board of Directors adopt Resolution No. 2024-XX ratifying amended budgeted positions for the remainder of Fiscal Year 2024-25. 10.8. Notice of Completion for Main Street Sewer Replacement Project Recommendation: That the Board of Directors authorize staff to file the Notice of Completion (NOC) for the Main Street Sewer Replacement Project. ITEMS REMOVED FROM CONSENT CALENDAR FOR SEPARATE ACTION 10.7. Award of Construction Contract for Camino De Bryant Waterline Replacement Phase 2 Director Barbre requested a location map for this project and for staff to include such maps in future agenda reports for these types of projects. Director Barbre made a motion, seconded by Director Hernandez to award the Construction Contract for the Camino De Bryant Waterline Replacement Phase 2 to Ramona, Inc. for$1,005,317.50, Job No. J-2024-32. Motion carried 4-0-0-1 with Director Hawkins absent. 10.1 Minutes of the Board of Directors Meetings Held May 30-June 27, 2024 Director Barbre requested that the narrative for Item No. 16.2. in the June 27. 2024 meeting minutes be revised to reflect the discussion as to the reasons for the District's ballot for OC LAFCO's election not being cast and how to prevent it from happening in the future. General Counsel Gagen responded to questions from Director Barbre regarding the cost of attorney attendance at the June 13, 2024 Board meeting and who determined whether attorney attendance was needed. He also responded to questions from Director Barbre regarding research performed as to whether a photo featuring the Board in the Water Quality Report violated FPPC regulations and staff actions in relation to Item No. 13.7. in the minutes for the June 27, 2024 meeting. Minutes of the YLW D Board of Directors Regular Meeting Held August 8,2024,at 8:30 a.m. 3 2024-084 Director Barbre made a motion,seconded by Director Hernandez, to approve the minutes with the requested revisions. Motion carried 4-0-0-1 with Director Hawkins absent. 11. ACTION CALENDAR CONTINUED 11.1 Amendments to Purchasing Policy General Counsel Gagen explained the impetus for the proposed amendments related to the procurement of emergency work and services. He also noted that while reviewing the Policy, staff and General Counsel had identified additional proposed amendments for Board consideration. Discussion followed regarding the proposed amendments and additional edits requested by the Directors were noted. Director Hernandez made a motion, seconded by Director Barbre, to adopt Resolution No. 2024-XX to amend the District's Purchasing Policy (3010-007- POL) regarding (1) the definitions of Single Source and Sole Source Purchasing, (2) the monetary thresholds for signing authority and competitive solicitation, (3) Multiple Year Contracts, and (4) clarifying edits, including those requested during the meeting. Motion carried 4-0-0-1 on a roll call vote with Director Hawkins absent. 11.2. Request for Sponsorship for Santa Ana River Watershed Displays Staff reviewed the purpose and locations of the displays and other details of the sponsorship option. Discussion followed regarding the benefits of sponsorship, potential locations for the display, and alternate methods for promoting the District's nexus with the Santa Ana River Watershed. Director Lindsey made a motion, seconded by Director Hernandez, to move forward with the$1,960 sponsorship option. Motion carried 3-1-0-1 on a roll call vote with Director Barbre voting No and Director Hawkins absent. Staff will come back to the Board when a decision regarding the location of the display is to be determined. 12. DISCUSSION ITEMS 12.1. Request for Proposals for Multiple Year Contracts for Non-Professional Services (On-Call Construction Services Contracts) Staff reviewed the need for these types of contracts and the process by which they would be awarded and managed in compliance with the Purchasing Policy. President DesRoches requested that the provision for extending a contract be revised to "up to three years" rather than "three years". Minutes of the YLWD Board of Directors Regular Meeting Held August 8,2024,at 8:30 a.m. 4 2024-085 Staff will include that language when issuing Request for Proposals for these types of contracts. 12.2. Developing a Value Proposition for the YLWD This matter was deferred to a future meeting when the full Board could be present. 13. REPORTS INFORMATION ITEMS, AND COMMENTS 13.1. Director's Reports Director Barbre reported on his attendance at the most recent Yorba Linda City Council meeting wherein addressing the difficulties of obtaining fire insurance and the need for legislative action were discussed. He requested the District support the City in this initiative. District staff will reach out to City staff to coordinate efforts. Vice President Lindsey requested staff notify OC San that he would be attending their next Board meeting on behalf of Director Hawkins and to have the agenda packet provided to him. 13.2. General Manager's Report Assistant General Manager Davert notified the Board of a scheduled temporary water shutdown for work related to the Timber Ridge Booster Pump Station Rehabilitation Project. He also noted that a demonstration of the QR code project will be highlighted at the upcoming Open House. President DesRoches requested an update on the status of the Comprehensive Classification and Compensation Study. Staff will arrange for a presentation from the consultant at a future Board meeting. Staff also reviewed planned efforts to notify affected homeowners of the scheduled water shutdown. Director Barbre commended staff on their efforts resulting in the District's revenue bond rating being upgraded to AAA by Fitch Ratings. He also requested an agenda item for the Board to consider taking a position on SB 1255 and Proposition 4 and asked staff to identify which dates and Board of Directors were to be listed on the historical plaque to be installed at Hidden Hills Booster Pump Station. Director Barbre then requested an agenda item to review the Board of Directors' travel approval policy. 13.3. General Counsel's Report (None) Minutes of the YLWD Board of Directors Regular Meeting Held August 8,2024,at 8:30 a.m. 5 2024-086 13.4. Future Agenda Items and Staff Tasks Vice President Lindsey noted that staff would be bringing the audited financial statements for Fiscal Year 2023-24 at a future Board meeting. Director Barbre requested an update on the language in the Water Resources Development Act that would facilitate District access to funding and at a future time, to discuss with representatives from Dopudja & Wells how much of the available funding could be utilized for the septic to sewer conversion initiative. Director Barbre also asked that a copy of the request for corrections to an article in the Municipal Water Leader be sent to the Board. 14. COMMITTEE REPORTS 14.1. Interagency Committee with MWDOC and OCWD DesRoches / Lindsey 14.2. Joint Agency Committee with City of Yorba Linda Lindsey / DesRoches 14.3. Joint Agency Committee with City of Placentia Lindsey / Hernandez 14.4. Joint Agency Committee with City of Brea Barbre / Hernandez 15. BOARD OF DIRECTORS ACTIVITY CALENDAR 15.1. Meetings from August 9 -September 30, 2024 16. ADJOURNMENT 16.1. The meeting was adjourned at 11:02 a.m. Annie Alexander Recording Secretary Minutes of the YLWD Board of Directors Regular Meeting Held August 8,2024,at 8:30 a.m. 6