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HomeMy WebLinkAbout2014-11-26 - Board of Directors Meeting Minutes 2014-210 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Wednesday, November 26, 2014, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The November 26, 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. PLEDGE OF ALLEGIANCE President Kiley led the pledge. 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Robert R. Kiley, President Marc Marcantonio, General Manager Ric Collett, Vice President Steve Conklin, Engineering Manager Michael J. Beverage Gina Knight, Human Resources / Risk Manager Phil Hawkins Delia Lugo, Finance Manager Gary T. Melton Damon Micalizzi, Public Information Manager Art Vega, Acting IT Manager Ken Mendum, Water Maintenance Superintendent Annie Alexander, Executive Secretary Jorge Lopez, Maintenance Dist. Operator III Jeremy Smith, Acting Safety and Training Tech. ALSO PRESENT Brett Barbre, Director, MWDSC and MWDOC Gene Hernandez, Mayor Pro Tem, City of Yorba Linda Eddy Beltran, Partner, Kidman Law LLP Daniel Mole, Chair, YLWD Citizens Advisory Committee 4. ADDITIONS/DELETIONS TO THE AGENDA Mr. Marcantonio requested that Item No. 6.1. be postponed until the next regular meeting as Ms. Tern was unable to attend. 5. PUBLIC COMMENTS None. 1 2014-211 6. SPECIAL RECOGNITION 6.1. Introduction of Malissa Tern, Recently Hired Public Affairs Specialist (Part- Time) This item was deferred to the next regular meeting. 6.2. Introduction of Jorge Lopez, Recently Promoted to Maintenance Distribution Operator III Mr. Mendum introduced Mr. Lopez and provided an overview of his background and work experience. The Board congratulated Mr. Lopez on his accomplishment. 6.3. Recognition of Jeremy Smith, Acting Safety and Training Technician, for Completion of the ACWA/JPIA Operations Certification Program Ms. Knight introduced Mr. Smith and provided an overview of his background and work experience. The Board congratulated Mr. Smith on his accomplishment. 6.4. Presentation of Proclamation to Director Ric Collett for 10 Years of Service to the District President Kiley presented Director Collett with a proclamation on behalf of • the Board and a pin in recognition of his service. Mr. Lopez and Mr. Smith left the meeting at this time. 7. COMMITTEE REPORTS 7.1. Citizens Advisory Committee (Kiley) Minutes of the meeting held October 27, 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 Proposition 1 (Water Bond), the statewide drought, and water supply conditions. Mayor Pro Tern Hernandez addressed the Board and suggested that it might be helpful for the District to work with the City and the School District to perform an audit of their respective landscape watering practices. Director Barbre addressed the Board and suggested that it might also be helpful to set up a meeting with representatives from MWDOC, YLWD, the City of Yorba Linda, and the School District to discuss what assistance can be provided to each agency related to monitoring their landscape watering practices. 2 2014-212 Mayor Pro Tern Hernandez requested that this meeting be publicly noticed to encourage community participation. • Minutes of the meeting held November 24, 2014 at 8:30 a.m. will be provided at the next regular Board meeting. • Next meeting is scheduled to be held December 15, 2014 at 8:30 a.m. 8. CONSENT CALENDAR Director Collett made a motion, seconded by Director Hawkins, to approve the Consent Calendar. Motion carried 5-0. 8.1. Minutes of the Board of Directors Regular Meeting held October 21, 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$1,447,699.06. 8.3. Unaudited Financial Statements for Period Ending September 30, 2014 Recommendation: That the Board of Directors receive and file the Unaudited Financial Statements for the Period Ending September 30, 2014. Mr. Mole left the meeting at this time. 9. ACTION CALENDAR 9.1. Proposed Revisions to Policy Pertaining to Disposition of Refunds from Outside Agencies Mr. Marcantonio explained that from time to time, the District receives refunds from outside agencies. Resolution No. 08-01 stipulates that any refund received from an outside agency should be equally credited to all active customers within the District's service boundaries. Depending on the amount of the refund received and the credit process required, this process can result in an inefficient use of labor hours. In order to promote a more efficient process, staff is recommending that these types of refunds be processed in this manner only when they are equal to or greater than $75,000. Any refund received which is less than this amount would be applied to the current year's operating expenses at the discretion of the General Manager. Director Hawkins stated that the Finance- 3 2014-213 Accounting Committee had reviewed this matter and supported staff's recommendation. Director Hawkins made a motion, seconded by Director Beverage, to approve Resolution No. 14-17 Adopting a Policy on the Disposition of Refunds from Outside Agencies and Rescinding Resolution No. 08-01. Director Melton suggested that refunds of this type be placed in the District's reserves regardless of the amount. Director Barbre addressed the Board and noted that when MWDSC collects additional revenue due to increased water sales, the excess funds are often used to supplement the agency's long term expenditures such as Other Post Employment Benefits (OPEB) liabilities. Staff then responded to questions from the Board regarding the frequency of refunds received by the District that are equal to or greater than $75,000. Director Collett suggested that this policy be revised to provide additional clarification regarding the application of refunds. Mr. Marcantonio recommended that the Board consider approving this resolution as the District had recently received a refund for approximately $16,173 from MWDOC. Director Hawkins stated that he would support approval of this resolution but would like staff to come back with a more detailed policy. Motion carried 5-0 on a Roll Call Vote. 9.2. Vactor Truck Purchase Mr. Marcantonio explained that funding had been approved in the FY 2014/15 budget for the purchase of a Combination Sewer/Jetter Vacuum Truck to replace Unit #154, a 2003 model of the same vehicle. The Board also previously approved the sole sourcing of this new vehicle. Staff issued an RFP and received 4 proposals in response. Following review, staff has determined that Haaker Equipment Company has the equipment and resources required to meet the District's needs for the purchase and maintenance of this vehicle and associated equipment. Director Collett made a motion, seconded by Director Melton, to approve the purchase of a Sewer/Jetter Truck from Haaker Equipment Company in the amount of$391,604,00. Motion carried 5-0. 10. REPORTS, INFORMATION ITEMS, AND COMMENTS 10.1. President's Report President Kiley wished everyone a Happy Thanksgiving. 4 2014-214 10.2. Directors' Reports Directors Beverage, Collett, Hawkins and Melton also wished everyone a Happy Thanksgiving. • CSDA Special District Leadership Academy Conference — November 17-19, 2014 Director Collett reported on his attendance at this conference. 10.3. General Manager's Report Mr. Marcantonio reported on a recent power outage, its effect on District facilities, and his upcoming schedule. Each of the other managers (or their representative) then provided a brief report regarding activities within their respective departments. 10.4. General Counsel's Report Mr. Beltran did not have anything to report. 10.5. Future Agenda Items and Staff Tasks None. 11. COMMITTEE REPORTS CONTINUED 11.1. Executive-Administrative-Organizational Committee (Kiley / Collett) • Minutes of the meeting held November 10, 2014 at 4:00 p.m. will be provided at the next regular Board meeting. • Next meeting is scheduled to be held December 9, 2014 at 10:00 a.m. 11.2. Finance-Accounting Committee (Hawkins / Beverage) • Minutes of the meeting held November 17, 2014 at 4:00 p.m. were provided in the agenda packet. • Next meeting is scheduled to be held December 22, 2014 at 4:00 p.m. 11.3. Personnel-Risk Management Committee (Hawkins / Melton) • Minutes of the meeting held November 12, 2014 at 8:30 a.m. will be provided at the next regular Board meeting. 5 2014-215 • Next meeting is scheduled to be held December 16, 2014 at 4:00 p.m. 11.4. Planning-Engineering-Operations Committee (Melton / Beverage) • Next meeting is scheduled to be held December 2, 2014 at 4:00 p.m. 11.5. Public Affairs-Communications-Technology Committee (Collett / Kiley) • Next meeting is scheduled to be held December 1, 2014 at 4:00 p.m. 11.6. YLWD-City of Placentia Joint Agency Committee (Beverage / Melton) • Minutes of the meeting held November 10, 2014 at 10:00 a.m. will be provided at the next regular Board meeting. • Next meeting is yet to be scheduled. 11.7. YLWD-City of Yorba Linda Joint Agency Committee (Kiley / Collett) • Minutes of the meeting held October 28, 2014 at 5:00 p.m. will be provided at the next regularly scheduled Board meeting. • Next meeting is tentatively scheduled to be held January 13, 2015 at 5:00 p.m. at YL City Hall. 11.8. YLWD-MWDOC-OCWD Joint Agency Committee (Kiley / Beverage) • Minutes of the meeting held November 25, 2014 at 4:00 p.m. will be provided at the next regular Board meeting. • Next meeting is scheduled to be held January 27, 2015 at 4:00 p.m. 12. INTERGOVERNMENTAL MEETINGS 12.1. YL LMCAC - November 13, 2014 (Beverage) Director Beverage attended and commented on the City's ethics ordinance which was discussed during the meeting. He noted that an outreach meeting had been scheduled to take place at East Lake Village on December 3, 2014 at 6:30 p.m. 6 2014-216 12.2. YL City Council - November 18, 2014 (Kiley) Director Kiley was unable to attend this meeting due to a schedule conflict. Mayor Pro Tern Hernandez briefly commented on potential locations for a future joint agency turf replacement project. 12.3. MWDOC Board - November 19, 2014 (Melton) Director Melton attended but did not have any District related business to report. 12.4. OCWD Board - November 19, 2014 (Collett) Director Collett attended but did not have any District related business to report. 12.5. OCSD - November 19, 2014 (Kiley) Director Kiley attended but did not have any District related business to report. 13. BOARD OF DIRECTORS ACTIVITY CALENDAR 13.1. Meetings from November 27, 2014 — December 31, 2014 The Board reviewed the activity calendar and made no changes. Director Hawkins mentioned that he would not be able to attend the tentative workshop meeting on March 16, 2015 due to a schedule conflict. 14. CONFERENCES, SEMINARS, AND SPECIAL EVENTS 14.1. CASA Winter Conference - January 21-23, 2015 CSDA Special District Leadership Academy Conference - January 25-28, 2015 Director Kiley expressed an interest in attending the CASA Conference. Director Melton made a motion, seconded by Director Hawkins, to authorize and/or ratify Director attendance at these events if desired. Motion carried 5-0. 15. CLOSED SESSION The meeting was adjourned to Closed Session at 9:35 a.m. All Directors were present. 15.1. Public Employee Performance Evaluation Pursuant to Section 54957 of the California Government Code Title: Acting General Manager/Engineering Manager 7 2014-217 The Board reconvened in Open Session at 10:04 a.m. President Kiley reported that no action was taken during Closed Session that was required to be reported under the Brown Act. 16. ADJOURNMENT 16.1. The meeting was adjourned at 10:05 a.m. The next Regular Board of Directors Meeting will be held Monday, December 8, 2014 at 8:30 a.m. Annie Alexander Assistant Board Secretary 8