Loading...
HomeMy WebLinkAbout2017-03-21 - Ad Hoc Citizens Advisory Committee Meeting Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT AD HOC CITIZENS ADVISORY COMMITTEE MEETING Tuesday, March 21, 2017, 7:00 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The March 21, 2017 meeting of the Yorba Linda Water District’s Ad Hoc Citizens Advisory Committee was called to order at 7:00 p.m. The meeting was held in the Training Room at the District’s Administration Building located at 1717 East Miraloma Avenue, Placentia California 92870. 2. ROLL CALL COMMITTEE MEMBERS PRESENT Dennis Anderson Fred Hebein Lindon Baker Pamela Hymel Jeff Decker Ben Parker Kent Ebinger Cristy Parker Terry Harris Kenneth Tam YLWD DIRECTORS PRESENT YLWD STAFF PRESENT J. Wayne Miller, President Malissa Muttaraid, Public Affairs Representative Al Nederhood, Vice President OTHER ATTENDEES Andrew Gagen, General Counsel, Kidman Law LLP Brent Ives, Principal, BHI Management Consulting 3. PUBLIC COMMENTS None were offered at this time. 4. DISCUSSION ITEMS 4.1 Overview of Ralph M. Brown Act Mr. Andrew Gagen presented an overview of the Brown Act including how the committee should operate and publically notify its meetings. Also discussed were specific constraints for members’ off-line discussions, rules for interactions with the public during meetings, and the proper handling of email communications amongst committee members. The topic of forming sub-committees was then discussed, including applicable requirements should one or more be established. Minutes of the Ad Hoc Citizens Advisory Committee Meeting Held March 21, 2017 at 7:00 p.m. 1 Mr. Terry Harris made a motion, seconded by Mr. Kent Ebinger, to consider Item No. 4.5 at this time. The Committee agreed and the following item was taken out of order. 4.5. Clarification of Committee Roles, Responsibilities and Procedures President Miller addressed the committee and commented on its role and the District’s rates. He stated that the role of the committee was to tell the Board if the current uniform water rate structure was appropriate or if they considered a tiered rate structure to be fairer. Mr. Terry Harris added that while looking at rate structures was clearly the intent of the committee, this could not be accomplished without looking at some of the District’s financial data. Dr. Jeff Decker stated that the committee needed to go back to what the entire Board said, not only what the Chair wants to see. He asserted that the District’s past rate collections have overcharged the rate-payers. Mr. Kent Ebinger stated that the District has more than sufficient funds and believe that both Rate sufficiency and Rate structure are the role of the committee. Mr. Ben Parker asked how the committee would provide a report or recommendation. Following discussion it was decided that the committee would do its best to provide verbal and written recommendations to the full Board of Directors in May as requested. Adequate time for that deliverable was discussed with the outcome uncertain. Mr. Terry Harris stated that he didn’t think the Board gave the committee enough respect regarding their capability to understand rate structures and provide guidance in an informed and timely manner. Dr. Jeff Decker agreed to sit with appropriate staff, one on one to study his sufficiency questions, then report back to committee. This was decided to proceed by the committee and Dr. Decker agreed to provide his report in a 20 minute timeframe at the April 6, 2017 committee meeting. President Miller stated that this process took Las Virgenes Water District two years to study and complete. He continued that they were more strategic than tactical in their approach. Should that approach be applied to this committee, a June/July outcome from the committee would not be required. Ms. Pam Hymel stated that she thought having a facilitator was a bonus. Minutes of the Ad Hoc Citizens Advisory Committee Meeting Held March 21, 2017 at 7:00 p.m. 2 A member of the public stated that the committee could not look at one without the other (referring to rate sufficiency and structures or models). A member of the public asked what happened to the list of items requested at the March 8, 2017 meeting. The facilitator explained that staff had combined that request with answers at the recent workshops on two of the matters (Capital Improvement Plan and Reserves, 3/21 Board workshop) and the full Board considering the scope of the committee (3/14 Board meeting). A member of the public asked if there was a cost to changing rate structures. Committee answered that that will be part of the discovery process to come. President Miller suggested that the committee develop a “data gap” list. Mr. Lindon Baker recommended that two sub-committees be formed, one for each subject, rate sufficiency and rate structure. Following discussion, it was decided that in light of time constraints and the Brown act, committee members would perform research on an individual basis and report back to the full committee. 4.2. Discuss Continuation of Meeting Facilitation Services The committee discussed the merits and drawbacks of having a facilitator for its meetings, questions were asked of the facilitator. The question was put to the committee to vote yes to keep the facilitation of the meetings and no, to dismiss the facilitator. The vote was taken on index cards with the outcome 7 votes yes in favor of keeping the facilitator and 3 votes opposed to keeping the service. Action to ratify this decision will be placed on the March 30, 2017 agenda. 4.3. Consider Appointment of Committee Chair The committee discussed the need for a Chair. Ideas ranged from having two chairs, one for each topic (Rate Sufficiency and Rate Structure), and not having a chair at all. Committee reasoned that having one chair would be beneficial should the committee desire to meet on a date when the facilitator was not available. The committee unanimously determined to appoint Mr. Terry Harris as the Committee Chair. Action to ratify this decision will be placed on the March 30, 2017 agenda. Minutes of the Ad Hoc Citizens Advisory Committee Meeting Held March 21, 2017 at 7:00 p.m. 3 The committee then discussed the process for developing agendas in order to comply with the Brown Act, including the Chair’s involvement and staff time required for preparation and proper notification. It was also discussed that the Chair would review the minutes of past meetings prior to committee consideration for approval. 4.4. Consider Appointment of Committee Secretary There was no discussion of this matter. 4.6. Future Meeting Schedule and Agenda Items The committee discussed how to move specific informational items along for the committee’s benefit. The committee requested that the presentations being provided at the Board workshop meeting on March 22, 2017 be placed in the drop box. The committee determined that the next meeting would be held on Thursday, March 30, 2017 at 6:00 p.m. Staff was to work with IRWD and IEUA to provide the committee with presentations regarding their respective agencies rate structures. The committee agreed that Mr. Dennis Anderson would provide a presentation on Proposition 218 and the City of San Juan Capistrano’s water rate issue at the March 30, 2017 meeting. It was decided that time would be allowed for the development of key questions and the identification of data gaps in areas relevant to topics of interest. This would allow committee members more time to review current and new information in the drop box. Questions could be delivered to staff to answer at upcoming meetings. 5. ADJOURNMENT 5.1. The meeting was adjourned at 9:17 p.m. BI Minutes of the Ad Hoc Citizens Advisory Committee Meeting Held March 21, 2017 at 7:00 p.m. 4