Loading...
HomeMy WebLinkAbout2014-10-09 - Board of Directors Meeting Minutes2014 -185 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, October 9, 2014, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The October 9, 2014 Regular Meeting of the Yorba Linda Water District Board of Directors was called to order by President Kiley at 8:30 a.m. The meeting was held in the Board Room at the District's Administration Building located at 1717 East Miraloma Avenue in Placentia, California 92870. 2 3. 4 PLEDGE OF ALLEGIANCE President Kiley led the pledge. ROLL CALL DIRECTORS PRESENT Robert R. Kiley, President Ric Collett, Vice President Michael J. Beverage Phil Hawkins Gary T. Melton STAFF PRESENT Marc Marcantonio, General Manager John DeCriscio, Operations Manager Gina Knight, Human Resources / Risk Manager Delia Lugo, Finance Manager Anthony Manzano, Senior Project Manager Damon Micalizzi, Public Information Manager Art Vega, Acting IT Manager Annie Alexander, Executive Secretary Edgar Araujo, Maintenance Distribution Operator I I Amelia Cloonan, Human Resources Analyst Jorge Lopez, Maintenance Distribution Operator II Ken Mendum, Water Maintenance Superintendent Freddie Ojeda, Plant Operator II Brian Vargas, Sr. Maintenance Distribution Operato ALSO PRESENT Brett Barbre, Director, MWDOC and MWDOC Gene Hernandez, Councilmember, City of Yorba Linda (Arrived at 8:42 a.m.) Art Kidman, Partner, Kidman Law LLP Eddy Beltran, Partner, Kidman Law LLP Michael Moore, Ex- Officio, Orange County Water Association Daniel Mole, Chair, YLWD Citizens Advisory Committee ADDITIONS /DELETIONS TO THE AGENDA None. 1 I+_d11MR61: 5. PUBLIC COMMENTS Director Barbre addressed the Board and reported that he would soon be presenting a refund check to the District on behalf of MWDOC in the amount of $16,172.51 for MWDSC's overcharges on deliveries through Service Connection OC -88. The meter at this location was installed using an incorrect diameter resulting in a 3.5% over - register since it was placed into service in 2005. Director Barbre also reported that Mr. Larry McKenney, who previously served as Board President for the Moulton Niguel Water District, had been appointed to represent MWDOC on MWDSC's Board of Directors. 6. SPECIAL RECONGNITION 6.1. Recognition of OCWA Annual Pipe Tapping Competition Participants Mr. Marcantonio introduced Mr. Moore. Mr. Moore provided a brief overview of OCWA's services and presented a trophy to Messrs. Araujo, Lopez, Ojeda and Vargas recognizing their achievement in the pipe tapping competition. The team took home 1 st place with a time of 1:52 in the first round and 1:44 in the second round. Mr. Moore also encouraged the District to participate in the national competition scheduled to take place during AWWA's annual conference in Anaheim next year. The Board and the audience then applauded the participants. Messrs. Moore, Mendum, Araujo, Lopez, Ojeda and Vargas left the meeting at this time. 7. COMMITTEE REPORTS 7.1. Citizens Advisory Committee (Kiley) ■ Minutes of the meeting held September 22, 2014 at 8:30 a.m. were provided in the agenda packet. Mr. Mole addressed the Board and provided an overview of matters discussed during the meeting including the statewide drought and implementation of Stage 1 of the District's Water Conservation Ordinance. Next meeting is scheduled to be held October 27, 2014 at 8:30 a.m. Mayor Pro Tem Hernandez joined the meeting at this time. 8. CONSENT CALENDAR Director Collett made a motion, seconded by Director Hawkins, to approve the Consent Calendar. Motion carried 5 -0. Director Collett abstained from voting on Item No. 8.2. as he has a financial interest with one of the listed vendors. 2 2014 -187 8.1. Minutes of the Board of Directors Regular Meeting held September 11, 2014 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 $2,421,437.65. 9. ACTION CALENDAR 9.1. Submission of FYE 2014 Audit Reports Mrs. Lugo explained that White Nelson Diehl Evans LLP, had completed their audit of the District for FY 2013/14 and rendered an unqualified (clean) opinion. No deficiencies that were considered to be a "material weakness" were identified in their review of the District's internal controls for financial reporting. Additionally, required disclosures were provided to the Finance - Accounting Committee. Director Hawkins made a motion, seconded by Director Melton, to receive and file the FY 2013114 Comprehensive Annual Financial Report, the Report on Internal Control, and the Communication to Those in Governance Letter. Motion carried 5 -0. 9.2. Certifying Individuals to Act on Behalf of the District Relating to Investment Accounts Held at T. Rowe Price Ms. Cloonan explained that a previous employee had contacted the District to withdraw monies from their 457 investment account with T. Rowe Price. T. Rowe Price has indicated that in order to release funds from employees' accounts, the Board of Directors would need to adopt a Resolution authorizing certain individuals to act on behalf of the District. Director Beverage made a motion, seconded by Director Collett, to adopt Resolution No. 14 -14 Certifying Individuals Authorized to Act on Behalf of the District Relating to Employee Deferred Compensation Investment Accounts held at T. Rowe Price. Motion carried 5 -0 on a Roll Call vote. Ms. Cloonan left the meeting at this time. 10. REPORTS, INFORMATION ITEMS, AND COMMENTS 10.1. President's Report ■ CSDA Annual Conference Awards Luncheon - October 1, 2014 3 2014 -188 President Kiley reported on his attendance at this event during which the District was presented with a District Transparency Certificate of Excellence from CSDA. 10.2. Directors' Reports • Mayor of Yorba Linda State of the City Address -- September 25, 2014 • MWDOC Water Policy Forum - October 2, 2014 • Placentia Chamber of Commerce Meet the Mayor Luncheon - October 8, 2014 Directors Melton, Hawkins and Collett provided a brief report on their attendance at the above listed events. Director Collett noted that a resolution in support of Proposition 1 would be reviewed by the Executive - Administrative - Organizational Committee at its next meeting. 10.3. General Manager's Report Mr. Marcantonio reported that he had attended a number of internal and external meetings during his first month. He commended staff on their efforts in the pipe tapping competition and submitting the transparency certificate application. He noted that he would be attending a CALAFCO event in Ontario on October 16, 2014 to accept an award for the District's creative handling of the annexation to OCWD. Mr. Marcantonio further reported that OCWD's Board of Directors had approved the District's request to site Well 22 on their property. He stated that he would like to schedule a one -on -one meeting with each Director in the near future. He then asked each manager to provide a report on recent activities within their respective departments. Mr. Micalizzi reported on improvements made to one of the District's trailers for use at community events and emergency situations. Mr. DeCriscio reported that the State Water Resources Control Board would soon be conducting an inspection of the District's sewer system. Mr. Marcantonio asked Mr. Manzano to provide a report for the Engineering Department as Mr. Steve Conklin was not in attendance. Mr. Manzano then reported on the status of the District's Yorba Linda Blvd Pump Station Project and OCTA's Lakeview Grade Separation Project. Mrs. Lugo reported on the recently completed audit and noted that 11 more applications for participation in MWDOC's turf removal rebate program had been received. 2 2014 -189 Mr. Vega reported on the status of recent upgrades performed for GIS and noted that a rough draft of the CMMS strategic plan was now complete. Mrs. Knight reported on the status of updating the District's job descriptions, policies and procedures, and the IIPP. She also noted that staff was in process of revising the compensation letters for supervisory /confidential and management employees and that a Closed Session for labor negotiations was scheduled for the next regular Board meeting. 10.4. General Counsel's Report None. 10.5. Future Agenda Items and Staff Tasks None. 11. COMMITTEE REPORTS CONTINUED 11.1. Executive - Administrative - Organizational Committee (Kiley / Collett) ■ Next meeting is scheduled to be held October 13, 2014 at 4:00 p.m. 11.2. Finance - Accounting Committee (Hawkins / Beverage) ■ Minutes of the meeting held September 18, 2014 at 4:00 p.m. were provided in the agenda packet. ■ Next meeting is scheduled to be held October 29, 2014 at 4:00 p.m. Director Hawkins reported that the Finance - Accounting Committee had been reviewing the District's audit, status of investments and the upcoming budget. 11.3. Personnel -Risk Management Committee (Hawkins / Melton) ■ Next meeting is scheduled to be held October 14, 2014 at 4:00 p.m. Director Hawkins reported that the Personnel -Risk Management Committee had been discussing staff's progress in updating the District's job descriptions and policies and procedures, as well as the status of performance evaluations. 5 2014 -190 11.4. Planning- Engineering - Operations Committee (Melton / Beverage) ■ Minutes of the meeting held October 8, 2014 at 4:00 p.m. will be provided at the next regular Board meeting. ■ Next meeting is scheduled to be held November 6, 2014 at 4:00 p.m. (This meeting was subsequently rescheduled to November 4, 2014 at 4:00 p.m.) Director Melton noted that a number of items related to the Fairmont Booster Pump Station Project had been reviewed by the Planning- Engineering - Operations Committee and would be presented to the Board for consideration at the next regular meeting. 11.5. Public Affairs - Communications - Technology Committee (Collett / Kiley) ■ Minutes of the meeting held October 6, 2014 at 4:00 p.m. will be provided at the next regular Board meeting. ■ Next meeting is scheduled to be held November 3, 2014 at 4:00 p.m. Director Collett reported that the Public Affairs-Communications- Technology Committee had been discussing the status of GIS and CMMS, as well as the draft fall newsletter. 11.6. YLWD -City of Placentia Joint Agency Committee (Beverage / Melton) ■ Next meeting is scheduled to be held November 10, 2014 at 10:00 a. m. 11.7. YLWD -City of Yorba Linda Joint Agency Committee (Kiley / Collett) ■ Minutes of the meeting held August 26, 2014 at 5:00 p.m. were provided in the agenda packet. ■ Next meeting is scheduled to be held October 28, 2014 at 5:00 p.m. Director Kiley noted that the statewide drought had been discussed during the last YLWD /City of Yorba Linda Joint Agency Committee meeting. 9 2014 -191 11.8. YLWD- MWDOC -OCWD Joint Agency Committee (Kiley / Beverage) ■ Minutes of the meeting held September 23, 2014 at 4:00 p.m. were provided in the agenda packet. ■ Next meeting is scheduled to be held November 25, 2014 at 4:00 p.m. Directors Kiley and Beverage commented on the drought response, water supply conditions, and the turf replacement rebate program which were discussed during the last YLWD /MWDOC /OCWD Joint Agency Committee meeting. Director Collett indicated that the minutes for the Citizens Advisory Committee meeting held on September 22, 2014 had incorrectly identified him as being in attendance. Staff will make this correction to the record. 12. INTERGOVERNMENTAL MEETINGS 12.1. YL LMCAC - September 25, 2014 (Collett) Director Collett attended and reported that the next community outreach meeting had been scheduled for December 3, 2014 at 6:30 p.m. at the East Lake Village Clubhouse. Director Collett also noted that he would be attending the YL LMCAC Committee meeting in place of Director Beverage later this evening. 12.2. MWDOC Board - October 1, 2014 (Melton) Director Melton attended and commented on MWD's Water Supply Allocation Plan which was discussing during the meeting. He noted that a 40% State Water Project Allocation would be needed to meet baseline demands without additional action. 12.3. OCWD Board - October 1, 2014 (Staff) Mr. Marcantonio attended and reported that the District's conceptual idea for the siting of Well 22 had been approved. 12.4. WACO - October 3, 2014 (Kiley /Hawkins) Director Hawkins attended and commented on the drought update and the water bond which were discussed during the meeting. 12.5. YL City Council - October 7, 2014 (Collett) Director Collett attended and commented on 2 public hearings for tentative tract maps which were held during the meeting. 7 2014 -192 13. BOARD OF DIRECTORS ACTIVITY CALENDAR 13.1. Meetings from October 10, 2014 — November 30, 2014 The Board reviewed the activity calendar. Director Collett noted that he would not be able to attend the next YLWD /City of Yorba Linda Joint Agency Committee meeting due to a prior commitment. Director Melton offered to attend in place of Director Collett. 14. ADJOURNMENT 14.1. The meeting was adjourned at 9:34 a.m. The next Regular Board of Directors Meeting will be held Tuesday, October 21, 2014 at 8:30 a.m. nnie Alexander Assistant Board Secretary