HomeMy WebLinkAbout2018-02-13 - Board of Directors Meeting Minutes (B) 2018-024
MINUTES OF THE
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
Tuesday, February 13, 2018, 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
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 Mgr (Arrived 7:09 p.m.)
Delia Lugo, Finance Manager
Annie Alexander, Executive Asst/Board Secretary
Javier Martinez, Water Production Superintendent
Malissa Muttaraid, Public Affairs Representative
Kaden Young, Management Analyst
ALSO PRESENT
Andrew Gagen, Partner, Kidman Law LLP
Chris Palmer, Public Affairs Field Coord, CA Special District Assn (CSDA)
4. ADDITIONS/DELETIONS TO THE AGENDA
None.
5. INTRODUCTIONS AND PRESENTATIONS
5.1. Presentation of Special District Leadership Foundation (SDLF) Districts of
Distinction Accreditation Renewal
Chris Palmer from CSDA provided an overview of SDLF's Districts of
Distinction accreditation and presented the Board with a renewal
certificate through 2019.
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General Manager Marc Marcantonio thanked the Board for their
participation in governance training. President Nederhood commended
staff on their efforts.
5.2. Elected Official Liaison Reports
Assistant General Manager Brett Barbre, in his role as Director for
MWDSC and MWDOC, reported on the status of the Delta tunnel project.
6. PUBLIC COMMENTS
None.
7. CONSENT CALENDAR
Vice President Jones requested to pull Item Nos. 7.5. and 7.8. from the Consent
Calendar for separate action.
Director Hawkins made a motion, seconded by Director Jones, to approve the
remainder of the Consent Calendar. Motion carried 5-0 with Director Hall
abstaining from voting on Item No. 7.2. as he wasn't present at the meetings.
7.1. Minutes of the Board of Directors Special and Regular Meetings Held
January 23, 2018
Recommendation. That the Board of Directors approve the minutes as
presented.
7.2. Minutes of the Board of Directors Special and Workshop Meetings Held
February 1, 2018
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$1,356,471.22.
7.4. Declaration of Restrictive Covenants with Stephen Talbert
Recommendation: That the Board of Directors authorize the President
and General Manager to execute the Declaration of Restrictive Covenants
with Stephen Talbert.
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7.6. Amendment No. 3 to Professional Services Agreement (PSA) for Fairmont
Booster Pump Station Upgrade Project
Recommendation: That the Board of Directors approve Amendment No. 3
to the PSA with Stantec, in the amount of $39,105, for additional
engineering services for the Fairmont Booster Pump Station Upgrade
Project, Job No. 2010-11 B.
7.7. Claim for Damages Filed by Colliers International Real Estate
Management Services, Inc.
Recommendation: That the Board of Directors reject the claim filed by
Colliers International Real Estate Management Services, Inc. and refer it
to ACWA-JPIA for further handling.
ITEMS REMOVED FROM CONSENT CALENDAR FOR SEPARATE ACTION
7.5. Award of Construction Contract for 2018 Sewer Main CIPP Rehabilitation
Project
Staff responded to questions from the Board and a member of the public
regarding the location of the project. Staff also noted estimated cost
savings associated with rehabilitation versus replacement of sewer
pipeline.
Director Jones made a motion, seconded by Director Hawkins, to award
the construction contract for the 2018 Sewer Main CIPP Rehabilitation
Project to Insituform Technologies, Inc. for $166,110.90, Job No. J2017-
37S. Motion carried 5-0.
7.8. Establishing Securities Custody Agreements with US Bank for District
Investments
Staff responded to questions from the Board regarding the need for
adopting the resolution by roll call vote.
Director Jones made a motion, seconded by Director Hawkins, to adopt
Resolution No. 18-04 authorizing the establishment of securities custody
agreements and other agreements with US Bank for District investments.
Motion carried 5-0.
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DISCUSSION ITEMS
8.1. Website Content and Analytics
Staff provided an overview of the previous website redesign, analytics of
website activity during the current fiscal year, and proposed future areas
of focus.
Discussion ensued regarding the District's outreach efforts with the local
schools including the lead sampling program, MWDOC's student
education programs, and the creation of educational video elements.
Pat Nelson (resident) commented on the difficulties in scheduling school
assemblies, the District's website and suggested improvements regarding
notifications of road work, and her personal water conservation efforts.
Brief discussion followed regarding utilizing the online bill pay process as
a method for customer outreach.
8.2. Open House and Facility Tours (Miller)
Staff announced that a District open house was scheduled Saturday, May
19, 2018 from 9:00 a.m. to 3:00 p.m. and distributed a memo with
additional details. Two tours will be conducted, one in the morning and
one in the afternoon. Board and staff then discussed ideas for
encouraging community participation, hosting a drought tolerant
landscape workshop, and tour logistics.
8.3. Redesign of Water/Sewer Bill and Promotion of Electronic Payment
Options (Nederhood)
Staff distributed a memo identifying customer payment methods, category
percentages, and average monthly numbers over a 6 month period. Staff
noted that 68.7% of payments were automated, 24.5% were processed by
Wells Fargo, and 6.8% were processed by Customer Service. Staff also
noted that the District had a low number of monthly shut-offs in
comparison to other agencies and responded to associated questions
from the public.
Pat Nelson (resident) spoke against the publication of comparative
consumption data of nearby households on customer bills.
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Staff noted that following extensive review, it was determined not to move
forward with the DropCountr water conservation mobile application due to
issues with the program's data analysis. Staff will look at alternative
solutions should the Board desire.
Brief discussion followed regarding the significance of having access to
comparative consumption data.
Pat Nelson (resident) spoke again against the publication of comparative
consumption data of nearby households on customer bills.
Greg Schultz (resident) commented on the detrimental aspects of big
data.
8.4. Results of Self-Assessment and Continued Evaluation of Board Policies
and Procedures (Hall)
Director Hall commented on the results of the assessment. Discussion
ensued regarding his suggested topics to be addressed in the Board
Policies and Procedures manual.
Pat Nelson (resident) commented on the benefits of providing an
orientation for new Board members.
Staff was tasked with incorporating the proposed revisions into the manual
for Board review and potential adoption at a future meeting.
8.5. Status of Engineering and Operations Activities
Staff reported on scheduled shut downs related to construction of the
Fairmont Booster Pump Station Upgrade Project (FBPS), and the status of
sewer line camera inspections. Staff also noted there were no water line
repairs scheduled this week which is uncommon.
Staff then reported on the status of various construction projects including
the FBPS Upgrade Project, Well 22, and the lead monitoring program for
K-12 schools.
Director Miller requested staff provide a cost estimate for supporting the
lead monitoring program at the next regular meeting.
Staff also reported on the status of the Asset Management Plan 2018
Update, Pressure Regulating Station Rehabilitation Project, and Tract
15199 Waterline Replacement Project.
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9. REPORTS, INFORMATION ITEMS, AND COMMENTS
9.1. Directors' Reports
Director Hawkins noted that he would not be in attendance at the next
regular meeting or the open house in May.
Director Miller reported on his participation in the ACWA Water Quality
Committee meeting held February 13, 2018.
9.2. General Manager's Report
Staff reported on activities within their respective departments.
General Manager Marcantonio provided an overview of his recent meeting
attendance and the status of relevant legislative activity.
9.3. General Counsel's Report
General Counsel Andrew Gagen briefed the Board regarding Senate Bill
998 (Dodd).
9.4. Future Agenda Items and Staff Tasks
Director Miller requested staff provide a cost estimate for testing related to
the Lead and Copper Rule.
Vice President Jones confirmed that the District's Fats, Oils, and Grease
(FOG) fees would be discussed at the next regular meeting.
President Nederhood requested an item to discuss the District's sewer
reserves in the next 4-6 weeks.
10. COMMITTEE REPORTS
10.1. Interagency Committee with MWDOC and OCWD
(Nederhood/Jones)
■ Minutes of meeting held January 25, 2018 at 4:00 p.m.
■ Next Meeting scheduled March 22, 2018 at 4:00 p.m.
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10.2. Joint Agency Committee with City of Yorba Linda
(Nederhood/Jones)
■ Minutes of the meeting held December 18, 2017 at 4:00 p.m.
■ Next meeting is scheduled March 19, 2018 at 4:00 p.m. at YL City
Hall.
10.3. Joint Agency Committee with City of Placentia
(Nederhood/Jones)
■ Next meeting yet to be scheduled.
11. INTERGOVERNMENTAL MEETINGS
The Directors noted their attendance at the following meetings.
11.1 MWDOC/OCWD Joint Planning Committee — January 24, 2018 (Jones/Nederhood)
11.2 OCSD Board — January 24, 2018 (Hawkins)
11.3. ISDOC — January 25, 2018 (Hawkins/Jones/Nederhood)
11.4. WACO — February 2, 2018 (Nederhood)
11.5. CSDA Special District Leadership Academy — February 5-7, 2018 (Jones)
11.6. ISDOC Executive Committee — February 6, 2018 (Nederhood)
11.7. YL City Council — February 6, 2018 (Nederhood)
11.8. MWDOC Board — February 7, 2018 (Nederhood)
11.9. UWI Conference — February 7-9, 2018 (Jones/Nederhood)
11.10. 00SD Operations Committee — February 7, 2018 (Hawkins)
11.11 OCWD Board — February 7, 2018 (Miller)
12. BOARD OF DIRECTORS ACTIVITY CALENDAR
12.1. Meetings from February 14 —April 30, 2018
The Board made no changes to the activity calendar.
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13. ADJOURNMENT
13.1. The meeting was adjourned at 9:22 p.m.
`Annie Alexander
Board Secretary
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