HomeMy WebLinkAbout2018-01-23 - Board of Directors Meeting Minutes (B) 2018-012
MINUTES OF THE
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
Tuesday, January 23, 2018, 6:30 p.m.
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
The meeting was called to order at 6:45 p.m.
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL
DIRECTORS PRESENT STAFF PRESENT
Al Nederhood, President Marc Marcantonio, General Manager
Brooke Jones, Vice President Brett Barbre, Assistant General Manager
Andrew J. Hall Steve Conklin, Engineering Manager
Phil Hawkins John DeCriscio, Operations Manager
J. Wayne Miller Gina Knight, HR/Risk and Safety Manager
Delia Lugo, Finance Manager
Annie Alexander, Executive Assistant
Mike Carreon, Facilities Maintenance Worker
Bryan Hong, Water Quality Engineer
Kelly McCann, Senior Accountant
Kaden Young, Management Analyst
ALSO PRESENT
Andrew Gagen, Partner, Kidman Law LLP
Laura Kalty, Partner, Liebert Cassidy Whitmore
4. ADDITIONS/DELETIONS TO THE AGENDA
None.
5. INTRODUCTIONS AND PRESENTATIONS
5.1. Elected Official Liaison Reports
None.
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6. PUBLIC COMMENTS
None.
7. CONSENT CALENDAR
Director Miller stated he had questions related to Item Nos. 7.3., 7.4., and 7.5.
Vice President Jones indicated he had questions related to Item No. 7.2. These
items were removed from the Consent Calendar for separate action.
Director Hawkins made a motion, seconded by Director Hall, to approve Item
No. 7.1. Motion carried 5-0.
7.1. Minutes of the Board of Directors Special and Regular Meetings Held
January 9, 2018
Recommendation: That the Board of Directors approve the minutes as
presented.
ITEMS REMOVED FROM THE CONSENT CALENDAR FOR SEPARATE ACTION
Staff responded to questions regarding a few items on the check register.
Director Jones made a motion, seconded by Director Hawkins, to approve Item
No. 7.2. Motion carried 5-0.
7.2. Payments of Bills, Refunds, and Wire Transfers
Recommendation: That the Board of Directors ratify and authorize
disbursements in the amount of$4,192,719.61.
Staff responded to questions regarding professional engineering services for
Well 21, staff's construction cost estimates for the pressure regulating stations
rehabilitation project, and legal requirements associated with bid withdrawals.
Director Miller made a motion, seconded by Director Hawkins, to approve Item
Nos. 7.3., 7.4., and 7.5. Motion carried 5-0.
7.3. Award of Wellhead Equipping Design of YLWD Well 22
Recommendation: That the Board of Directors authorize execution of a
Professional Services Agreement with Webb Associations to provide
professional engineering services for Wellhead Equipping of YLWD Well
22 for a fee not to exceed$133,800.
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7.4. Award of Construction Contract for Pressure Regulating Stations (PRS)
Rehabilitation Phase 3 Project
Recommendation: That the Board of Directors award the construction
contract for the PRS Rehabilitation Phase 2 Project to Big Ben, Inc. for
$630,585.00, Job No. J2014-11.
7.5. Bid Rejection for Construction Contract for Tract 15199 Waterline
Replacement Project
Recommendation: That the Board of Directors reject all bids for the
Construction Contract for the Tract 15199 Water Line Replacement
Project, Job No. J2017-24 and direct staff to re-advertise.
8. ACTION CALENDAR
8.1. Revising Procedures for Administration of Employer-Employee Relations
Between the District and Its Recognized Employee Organizations
Staff noted a redlined copy of the resolution was included in the agenda
packet which identified specific individual's revisions.
Labor Counsel Laura Kalty responded to questions from the Board
regarding impasse procedures, shared costs for mediation, and the time
period for decertification.
Director Hall made a motion, seconded by Director Hawkins, to adopt
Resolution No. 18-03 revising the procedures for administration of
employer-employee relations between the District and its recognized
employee organizations and rescinding Resolution No. 09-11. Motion
carried on a Roll Call vote 5-0.
9. DISCUSSION ITEMS
Staff reviewed key information contained in the following financial reports.
9.1. Budget to Actual Reports for the Month Ending December 31, 2017
9.2. Cash and Investment Report for Period Ending December 31, 2017
9.3. Evaluation of Board Policies and Procedures Including Incorporation of
Annual Self-Assessment (Hall)
Director Hall reviewed a sample self-assessment and suggested it be
incorporated into the Board's policies and procedures manual and
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performed on an annual basis. He also suggested the Board and
management team complete the assessment and discuss the tabulated
results at a future meeting.
Director Hall then suggested the Board's policies and procedures manual
be reviewed and potentially revised in relation to the following:
■ clarifying when and how direction is provided to the General
Manager from the Board;
• tracking Directors' time spent with the General Manager and
Assistant General Manager;
■ establishing guidelines for Director reports during regular Board
meetings;
■ specifying the order of business in regards to Board discussion and
public comments related to agenda items;
■ posting and distributing agenda packets for regular meetings earlier
in the week; and
■ submitting questions related to agenda items prior to meetings.
Following brief discussion, it was determined the Board and management
team would complete and submit the assessment to the Board Secretary
for tabulation by February 1, 2018. The results from each group will be
discussed at the next regular Board meeting. Further discussion
regarding potential revisions to the Board's policies and procedures
manual will take place at this same meeting.
10. REPORTS, INFORMATION ITEMS, AND COMMENTS
10.1. Directors' Reports
None.
10.2. General Manager's Report
Staff briefed the Board on the status of the Delta tunnels project and
federal funding for rural/agricultural water projects.
Staff commented on the status of safe keeping services for District
investments and warehouse inventory policies and procedures. President
Nederhood requested additional detail related to warehouse inventory
counts.
Each of the managers then reported on activities within their respective
departments.
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10.3. General Counsel's Report
None.
10.4. Future Agenda Items and Staff Tasks
Vice President Jones requested an item on the next regular meeting
agenda to discuss current fees for the District's Fats, Oils and Grease
Permit Program.
11. COMMITTEE REPORTS
11.1. Interagency Committee with MWDOC and OCWD
(Nederhood/Jones)
■ Next meeting is scheduled January 25, 2018 at 4:00 p.m.
11.2. Joint Agency Committee with City of Yorba Linda
(Ned erhood/Jones)
■ Minutes of the meeting held December 18, 2017 at 4:00 p.m. will be
provided when available.
■ Next meeting is scheduled March 19, 2018 at 4:00 p.m. at YL City
Hall.
11.3. Joint Agency Committee with City of Placentia
(Nederhood/Jones)
■ Next meeting yet to be scheduled.
12. INTERGOVERNMENTAL MEETINGS
The Directors noted their attendance at the following meetings.
12.1 OC LAFCO — January 10, 2018 (Nederhood —As Needed)
12.2 YL Planning Commission — January 10, 2018 (Hawkins — As Needed)
12.3. YL City Council — January 16, 2018 (Jones)
12.4. MWDOC Board — January 17, 2018 (Nederhood/Jones)
12.5. OCWD Board — January 17, 2018 (Miller/Jones)
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13. BOARD OF DIRECTORS ACTIVITY CALENDAR
13.1. Meetings from January 24 — March 31, 2018
The Board made no changes to the activity calendar.
14. ADJOURNMENT
14.1. The meeting was adjourned at 8:55 p.m.
Annie Alexaner
Board Secretary
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