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HomeMy WebLinkAbout2025-01-09 - Board of Directors Meeting Minutes 2025-001 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, January 9, 2025, 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 Operations Manager Ojeda led the pledge. 4. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Tom Lindsey, President Mark Toy, General Manager Gene Hernandez, Vice President Doug Davert, Assistant General Manager Brett R. Barbre Christine Mcllrevey, Finance Manager Trudi DesRoches Freddie Ojeda, Operations Manager Wayne R. Scott Lori Thompson, Human Resources and Risk Manager Rosanne Weston, Engineering Manager Annie Alexander, Board Secretary Joanna Gonzalez, Public Affairs Officer ALSO, PRESENT Andrew Gagen, General Counsel, Kidman Gagen Law LLP 5. ADDITIONS DELETIONS TO THE AGENDA (None) 6. AB 2449 TELECONFERENCE REQUESTS (None) 7. ELECTED OFFICIAL LIAISON REPORTS (None) 8. PUBLIC COMMENTS (None) 9. CONSENT CALENDAR Director Barbre requested to remove Item Nos. 9.2 and 9.5 from the Consent Calendar for separate action. Director DesRoches made a motion, seconded by Vice President Hernandez, to approve the remainder of the Consent Calendar. Motion carried 5-0-0-0. Minutes of the YLW D Board of Directors Regular Meeting Held January 9,2025,at 8:30 AM 1 2025-002 9.1. Minutes of the Board of Directors Meetings Held October 24-November 14, 2024 Recommendation: That the Board of Directors approve the minutes as presented. 9.3. Budget to Actual Reports for the Month Ended November 30, 2024 Recommendation: That the Board of Directors receive and file the Budget to Actual Reports through the month ended November 30, 2024. 9.4. Cash and Investment Report for the Month Ended November 30, 2024 Recommendation: That the Board of Directors receive and file the Cash and Investment Report for the month ended November 30, 2024. ITEMS REMOVED FROM CONSENT CALENDAR FOR SEPARATE ACTION 9.2. Payments of Bills, Refunds, and Wire Transfers Staff responded to questions from Director Barbre regarding several items on the check register. Director Barbre made a motion, seconded by Director DesRoches to ratify and authorize disbursements in the amount of $3,229,053.84. Motion carried 5-0-0-0. 9.5. Notice of Exemption for the Well No. 21 Rehabilitation Project Staff responded to questions from Director Barbre regarding the CEQA process for the project. General Counsel Gagen and General Manager Toy provided clarification. Director Barbre made a motion, seconded by Director DesRoches to consent to filing a Notice of Exemption (NOE) with the Orange.County Clerk Recorder's office for the Well No, 21 Rehabilitation Project, Job No. J-2024-65. Motion carried 5-0-0-0. 10. ACTION CALENDAR 10.1 Board of Directors' Committee, Agency, and Intergovernmental Meeting Assignments and Amendments to Policies and Procedures Manual Director Barbre requested that the National Endangered Species Action Reform Coalition (NESARC) be included with the proposed amendments to Section 9.1 (A-B) of the Manual. Director Barbre also inquired if participation in the Water Education for Latino Leaders (WELL) organization was open to Minutes of the YLWD Board of Directors Regular Meeting Held January 9,2025,at 8:30 AM 2 2025-003 non-Latinos. Director Hernandez clarified that participation in WELL was open to any elected official. It was the consensus of the Board to include the addition of NESARC as requested. Director Barbre inquired about Brown Act requirements for ad-hoc and long- standing committees and whether the Financial Review Group and Capital Improvement Program Review Group qualified as long-standing committees. General Counsel Gagen clarified the definition of a committee subject to Brown Act requirements. Discussion followed regarding ad-hoc committees that meet for a limited time and committees that meet on a regular basis. General Counsel Gagen recommended that discussion of the classification of these two review groups be agendized for discussion at a future meeting. President Lindsey requested an item on the next regular Board meeting agenda to discuss the status of the Financial Review and Capital Improvement Program Review Groups and the Brown Act requirements for committees. Director DesRoches made a motion, seconded by Director Scott, to (1) approve the remaining proposed assignments for the 2025 calendar year, and (2) adopt Resolution No. 2025-XX as revised amending Sections 9.1(A-B) of the Board of Directors Policies and Procedures Manual. Motion carried 5-0- 0-0. Discussion continued regarding Board members meeting separately with community members and Brown Act requirements. 11. DISCUSSION ITEMS 11.1. Developing a Value Proposition for the YLWD Director Barbre asked about goal-setting and strategic planning. General Manager Toy noted that status reports on his assigned goals would be provided to the Board. Discussion followed regarding the value YLWD provides to the community;wildfire preparation and mitigation measures; heli-hydrants and infrastructure improvements; District facility tours, social media; website; joint-agency outreach; and how best to promote YLWD. 11.2. Challenges with Homeowner Insurance Coverage in Regard to Wildfires Director DesRoches commented on a recent article in the ACWA newsletter highlighting a city partnering with a local fire department in producing a joint letter describing fire protection measures and improvements made in their community. The purpose of the letter was to assist residents with addressing difficulties in obtaining homeowners' insurance. She recommended that YLWD prepare a similar letter highlighting the proactive measures by local agencies (YLWD, Fire, and City) to improve wildfire preparedness. Minutes of the YLWD Board of Directors Regular Meeting Held January 9,2025,at 8:30 AM 3 2025-004 General Manager Toy noted that an invitation had been sent to the Insurance Commissioner and Cal OES Director to participate in a heli-hydrant demonstration on February 18, 2025. The Board gave direction for the preparation of a letter highlighting local proactive fire preparation measures to be signed by YLWD, OCFA, and the City of Yorba Linda. 12. REPORTS INFORMATION ITEMS AND COMMENTS 12.1. Director's Reports Director Scott expressed appreciation for the opportunity to serve on the YLWD Board. Directors reported on topics discussed during recent meetings they attended. 12.2. General Manager's Report General Manager Toy noted his report included in the agenda packet. He welcomed Director Scott to the Board and commented on upcoming tours he would be participating in. He announced a recent grant award from Cal OES for cybersecurity and expressed appreciation to Senior Information Systems Administrator Hollinshead for her efforts in securing the grant. He highlighted timelines for the rate study and budget workshop and recommended moving the first budget workshop to February 25, 2025, or an alternate date due to a conflict with the UWI conference. The Board supported moving the budget workshop to February 25, 2025 at 2:00 PM. Staff responded to questions regarding on-call professional service contracts, rate study timeline, ACH payments to vendors, CFC invoicing and outstanding collections, and materials produced by Communications LAB. 12.3. General Counsel's Report (None) 12.4. Future Agenda Items and Staff Tasks Director DesRoches recommended acknowledging former Director Phil Hawkins for his 14 years of service. General Manager Toy noted that staff will work on scheduling a date for this event. Director Barbre shared information about the memorial service for former Records Management Specialist Marcus Millen and encouraged Board members to attend. General Manager Toy noted that staff members would be in attendance. Minutes of the YLWD Board of Directors Regular Meeting Held January 9,2025,at 8:30 AM 4 2025-005 13. COMMITTEE REPORTS 13.1. Interagency Committee with MWDOC and OCWD 13.2. Joint Agency Committee with City of Yorba Linda 13.3. Joint Agency Committee with City of Placentia 13.4. Joint Agency Committee with City of Brea 13.5. Joint Agency Committee with Placentia-Yorba Linda Unified School District 14. BOARD OF DIRECTORS ACTIVITY CALENDAR 14.1. Meetings from January 10-31, 2025 Director DesRoches noted she was not available to attend the Yorba Linda City Council meeting on January 21, 2025. Staff offered to assist with scheduling an alternate Director. 15. CLOSED SESSION The Board entered Closed Session at 10:07 AM. 15.1. Annual Homeland Security Briefing Regarding Public Services or Facilities Pursuant to Subdivision 54957(a) of the California Government Code Consultation with General Manager 15.2. Liability Claims Pursuant to Subdivisions 54956.9(d) and (e)(3) of the California Government Code Claimants: Pascal & Ludwig Constructors and Mike Bubalo Construction Agency Claimed Against: Yorba Linda Water District 16. REPORT FROM CLOSED SESSION The Board returned from Closed Session at 1 1:30 AM. No reportable action was taken. 17. ADJOURNMENT 17.1. The meeting was adjourned at 1 1:30 AM. [ � -- Carole M. WaymarP Recording Secretary Minutes of the YLWD Board of Directors Regular Meeting Held January 9,2025,at 8:30 AM 5