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HomeMy WebLinkAbout2017-06-13 - Board of Directors Meeting Minutes 2017-115 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Tuesday, June 13, 2017, 6:30 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The meeting was called to order at 6:30 p.m. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT J. Wayne Miller, President Steve Conklin, Engineering Manager Al Nederhood, Vice President John DeCriscio, Operations Manager Andrew J. Hall, Director Gina Knight, HR/Risk and Safety Manager Phil Hawkins, Director Delia Lugo, Finance Manager Brooke Jones, Director Art Vega, Information Technology Manager Annie Alexander, Executive Assistant ALSO PRESENT Andrew Gagen, Partner, Kidman Law LLP Tom Lindsey, Councilmember, City of Yorba Linda 4. ADDITIONS/DELETIONS TO THE AGENDA None. 5. INTRODUCTIONS AND PRESENTATIONS 5.1. Elected Official Liaison Reports None. 6. PUBLIC COMMENTS None. Minutes of the YLWD Board of Directors Regular Meeting Held June 13,2017 at 6:30 p.m. 1 2017-116 7. CONSENT CALENDAR Director Hawkins made a motion, seconded by Director Jones, to approve the Consent Calendar. Motion carried 5-0 with Director Hall abstaining from Item No. 7.2. as he was not present at the meeting. 7.1. Minutes of the Board of Directors Regular Meeting Held March 1, 2017 Recommendation. That the Board of Directors approve the minutes as presented. 7.2. Minutes of the Board of Directors Regular Meeting Held March 14, 2017 Recommendation. That the Board of Directors approve the minutes as presented. 7.3. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of$1,230,640.28. 7.4. Terms and Conditions for Water Service with Calvary Chapel of Yorba Linda Recommendation: That the Board of Directors approve the Terms and Conditions for Water Service with Calvary Chapel of Yorba Linda, Job No. 201717. 7.5. Revised Declaration of Restrictive Covenants with Toll CA III, LLC for Tract 17654 Recommendation: That the Board of Directors authorize the President and Secretary to execute the revised Declaration of Restrictive Covenants with Toll CA Ill, LLC for Tract 17654. 8. ACTION CALENDAR 8.1. Proposed Amendments to Independent Special Districts of Orange County (ISDOC) Bylaws Mr. Steve Conklin explained that ISDOC was conducting a vote of regular special district members on proposed amendments to the association's bylaws, the primary purpose of which was to add language pursuant to state requirements and protect members against potential liability. ISDOC's Executive Committee previously discussed this matter on Minutes of the YLWD Board of Directors Regular Meeting Held June 13,2017 at 6:30 p.m. 2 2017-117 multiple occasions and unanimously approved the proposed revisions and authorized a vote of the membership. Director Nederhood made a motion, seconded by Director Jones, to approve the proposed amendments to ISDOC's bylaws and authorize the President or alternate designee to sign the official ballot. Motion carried 5-0. 8.2. Proposed Increased Assessments Affecting District Properties Located in Local Landscaping Zone L-113 of the City of Yorba Linda Street Lighting and Landscaping Maintenance District Ms. Delia Lugo explained that in March 2016, the Board voted in favor of proposed increased assessments affecting five parcels owned by YLWD (Elk Mountain BPS/Reservoir) located in Zone L-1 B of the Yorba Linda Street Lighting and Landscaping Maintenance District. Following tabulation of the ballots at the City's public hearing, it was determined there was a majority protest and no increase to the proposed assessments would be allowed. At the request of several of the property owners in this zone, the City Council then authorized a process whereby a petition could be submitted requesting a revote. Such petition was submitted and the re-balloting process was granted following Council approval of a revised location maintenance plan. The District's parcels involved in the revote process have a $0.00 balloted assessment amount. The Board and staff discussed the necessity of submitting the ballots as the vote was weighted and the parcels were considered exempt. Councilmember Lindsey stated that this was his understanding. Following brief discussion, it was determined that District staff would contact City staff to determine responsibility for maintaining the landscape area in front of Elk Mountain Reservoir. Councilmember Lindsey noted that the Council does not vote on assessment ballots received for City owned parcels. It was the consensus of the Board not to take action on this item. 9. DISCUSSION ITEMS 9.1. Capital and Repair/Replacement Budgets and Asset Management Plan (AMP) Director Jones explained that this topic was taken from a section of recommendations provided by the Ad Hoc Citizens Advisory Committee (AHCAC). He then invited AHCAC members present to comment. Minutes of the YLWD Board of Directors Regular Meeting Held June 13, 2017 at 6:30 p.m. 3 2017-118 Mr. Terry Harris (resident and former AHCAC member) stated that the intent of this section was to improve the transparency and clarity of District capital and repair and replacement (R&R) expenditure reporting. He also noted that the committee was in favor of updating the AMP. Director Jones asked staff to report on their efforts related to this section. Ms. Lugo stated that for the last few months, staff had been providing the Board with a summary report of Capital Improvement Plan (CIP) and capital outlay expenditures from reserves. Staff is also looking at other water districts quarterly financial reports in order to enhance YLWD's presentation of this information. Reserve expenditures for individual capital projects are currently tracked internally and reconciled with the general ledger at the end of each month. Staff is looking to incorporate this detailed information in future quarterly financial reports as well. President Miller commented on his suggested modifications to the District's periodic financial reports related to reserves. Ms. Lugo noted she had conference calls scheduled the next day with the District's auditors and Fieldman Rollap to discuss the potential comingling of currently segregated reserve funds. She plans to brief the board on the results of these discussions at the next budget workshop meeting. The Board and staff discussed updating the AMP, the recurrence of subsequent updates, integrating the AMP with CMMS, and developing an overall strategic plan. Mr. Harris clarified that it was the AHCAC committee's desire the AMP be updated on a regular basis and utilized to evaluate the District's performance and guide operational priorities. The Board and staff then discussed staffing requirements needed to update the AMP, the purpose of recently completed and active CIP projects, effectively communicating the District's activities and finances to the public, and the complexity of YLWD's distribution system as compared to similar agencies. Ms. Julia Schultz (resident) remarked on the difficulty of comparing water districts to one another, and evaluating the cost effectiveness of public communication/education efforts. Minutes of the YLWD Board of Directors Regular Meeting Held June 13,2017 at 6:30 p.m. 4 2017-119 The Board and staff also discussed historical and current trends in the number and types of requests for public records received by the District. Vice President Nederhood requested that a monthly report containing this information be provided to the Board in order to evaluate the need for future enhancements to the District's website. Mr. Harris thanked the Board for their efforts in relation to addressing this section of the AHCAC's recommendations and requested they do the same for the remainder. He also offered his assistance with future strategic initiatives. 10. REPORTS, INFORMATION ITEMS, AND COMMENTS 10.1. Directors' Reports The Directors reported on their attendance at the following event: ■ Santa Ana River Watershed Conference — May 25, 2017 (Jones/Nederhood) 10.2. General Manager's Report Mr. Conklin asked each of the managers to report on activities within their respective departments. Ms. Lugo reported on the status of the interim audit and noted that staff was in the process of updating the District's financial model in preparation for the next budget workshop. Mr. Art Vega explained that due to unforeseen circumstances, the upgrade to the District's phone system would be delayed until the next fiscal year. This change will be reflected in the draft FY 2018 budget. He also reported that the contract for CMMS consulting services had been finalized and the first meeting was held the day prior. Ms. Gina Knight announced the number of applications received to date for the position of Assistant General Manager and described the types of requests for public records recently received. Mr. Conklin stated that interviews for the Associate Engineer position would be conducted the following week and reported on the status of various construction projects. He and Mr. John DeCriscio then informed the Board of staff efforts related to a pipeline tie-in. Vice President Nederhood requested that information regarding the status of these projects be posted on the District's website. Minutes of the YLWD Board of Directors Regular Meeting Held June 13,2017 at 6:30 p.m. 5 2017-120 10.3. General Counsel's Report Mr. Andrew Gagen briefly shared publicly available information related to the status of pending litigation. 10.4. Future Agenda Items and Staff Tasks None. 11. COMMITTEE REPORTS 11.1. Interagency Committee with MWDOC and OCWD (Miller/Nederhood) ■ Minutes of the meeting held May 25, 2017 at 4:00 p.m. were provided in the agenda packet. President Miller, Vice President Nederhood, and Mr. Conklin commented on topics discussed during the meeting. ■ Next meeting is scheduled July 27, 2017 at 4:00 p.m. 11.2. Joint Agency Committee with City of Yorba Linda (Miller/Hawkins) ■ Minutes of the meeting held June 12, 2017 will be provided when available. Ms. Julia Schultz (resident) commented on reservoir construction requirements for the Esperanza Hills housing development. Director Hawkins spoke regarding the benefits of the joint agency committee meetings with the City. President Miller reviewed some of the topics discussed during the most recent meeting. Councilmember Lindsey also remarked on the benefits of these meetings and requested continued guidance from the District in relation to water use efficiency. He indicated the City would be supportive of District efforts in this regard and encouraged public attendance at these meetings. Vice President Nederhood commented on the benefits of establishing a rate stabilization reserve. Ms. Schultz (resident) commented on her experience attending these meetings and asked for an overview of the Governor's long- term water conservation framework. The Board summarized the main points of the plan. Minutes of the YLWD Board of Directors Regular Meeting Held June 13,2017 at 6:30 p.m. 6 2017-121 ■ Next meeting yet to be scheduled. 11.3. Interagency Committee with City of Placentia (Miller/Nederhood) ■ Next meeting yet to be scheduled. 12. INTERGOVERNMENTAL MEETINGS The Directors reported on their attendance at the following meetings. 12.1 OCWD Board — May 24, 2017 (Jones) 12.2 OCSD Board — May 24, 2017 (Hawkins) 12.3. WACO — June 2, 2017 (Hawkins/Jones/Nederhood) 12.4. YL City Council — June 6, 2017 (Hawkins) 12.5. MWDOC Board — June 7, 2017 (Nederhood) 12.6. OCSD Operations Committee — June 7, 2017 (Hawkins) 12.7. OCWD Board — June 7, 2017 (Jones) 13. BOARD OF DIRECTORS ACTIVITY CALENDAR 13.1. Meetings from June 14 — August 31, 2017 The Board reviewed the activity calendar and made no changes. 14. CONFERENCES, SEMINARS, AND SPECIAL EVENTS 14.1. CASA Annual Conference — August 22-24, 2017 Director Hall made a motion, seconded by Director Miller, to approve Director attendance at this event if desired. Motion carried 5-0. 15. ADJOURNMENT 15.1. The meeting was adjourned at 8:39 p.m. nnie Alexander Assistant Board Secretary Minutes of the YLWD Board of Directors Regular Meeting Held June 13, 2017 at 6:30 p.m. 7