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Home My WebLink About2018-06-26 - Board of Directors Meeting Minutes (B) 2018-109 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Tuesday, June 26, 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 Gina Knight, HR/Risk and Safety Manager Phil Hawkins Delia Lugo, Finance Manager J. Wayne Miller Rosanne Weston, Engineering Manager Annie Alexander, Exec Asst/Board Secretary Mike Carreon, Facilities Maintenance Worker Bryan Hong, Water Quality Engineer Javier Martinez, Water Production Superintendent Kelly McCann, Senior Accountant Kaden Young, Management Analyst ALSO PRESENT Andrew Gagen, Partner, Kidman Gagen Law LLP Cyrus Torabi, Attorney, Stradling Yocca Carlson & Rauth 4. ADDITIONS/DELETIONS TO THE AGENDA None. 5. INTRODUCTIONS AND PRESENTATIONS 5.1. Elected Official Liaison Reports Assistant General Manager Brett Barbre, in his capacity as Director for MWDOC and MWDSC, provided an overview of both agencies' recent activities. Minutes of the YLWD Board of Directors Regular Meeting Held June 26,2018 at 6:30 p.m. 1 2018-110 6. PUBLIC COMMENTS Julia Shultz (resident), commented on recent legislation regarding long-term standards for outdoor residential water use. Staff noted that FAA's related to this topic would be placed on the District's website shortly. Ms. Shultz then commented on her involvement with a local water education organization and invited all to attend the next meeting scheduled July 11, 2018. 7. CONSENT CALENDAR Director Hall made a motion, seconded by Director Hawkins, to approve the Consent Calendar. Motion carried 5-0-0-0 on a Roll Call vote with Director Hall abstaining from voting on Item No. 7.1. 7.1. Minutes of the Board of Directors Workshop Meeting Held April 26, 2018 Recommendation: That the Board of Directors approve the minutes as presented. 7.2. Minutes of the Board of Directors Special and Regular Meetings Held May 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$1,708,448.93. 7.4. Amending List of Preauthorized Meetings and Events for Director Attendance Recommendation: That the Board of Directors adopt Resolution No. 18- 15 amending Section 9.1 (B) of the Board of Directors' Policies and Procedures Manual. Minutes of the YLWD Board of Directors Regular Meeting Held June 26,2018 at 6:30 p.m. 2 2018-111 7.5. Amending the Effective Dates of Employee Related Administrative Policies Recommendation: That the Board of Directors: (1) adopt Resolution No. 18-16 amending the effective dates of Exhibits A through F included with the Memorandum of Understanding between the District and the Yorba Linda Water District Employees Association for Fiscal Years 2019-2023 to reflect the 1St day of July of the applicable fiscal year; and (2) adopt Resolution No. 18-17 amending the effective dates of Exhibits A through F included with the Personnel Manual for Unrepresented Employees for Fiscal Years 2019-2023 to reflect the 1St day of July of the applicable fiscal year. 7.6. Appropriations Limit for Fiscal Year 2019 Recommendation: That the Board of Directors approve Resolution No. 18-18 adopting the Appropriations Limit for Fiscal Year 2019. 7.7. Water Development and Customer Service Fees Recommendation: That the Board of Directors approve Resolution No. 18-19 adopting Water Development and Customer Service Fees and rescinding Resolution No. 12-25. 7.8. Sewer Development and Customer Service Fees Recommendation: That the Board of Directors approve Resolution No. 18-20 adopting Sewer Development and Customer Service Fees and rescinding Resolution No. 08-06. 7.9. Fats, Oils, and Grease (FOG) Discharge Permit Fees Recommendation. That the Board of Directors approve Resolution No. 18-21 adopting Fats, Oils, and Grease Fees and rescinding Resolution No. 13-11. 8. ACTION CALENDAR The following items were taken out of order. 8.4. Reimbursement of Costs Incurred Before Issuance of Tax-Exempt Obligations for Funding of District's Capital Improvement Program Minutes of the YLWD Board of Directors Regular Meeting Held June 26,2018 at 6:30 p.m. 3 2018-112 Director Hawkins made a motion, seconded by Director Hall, to approve Resolution No. 18-25 regarding intention to issue tax-exempt obligations for the purpose of permitting the reimbursement of not to exceed $10,000,000 for incurred costs related to the current capital improvement program which are incurred before the issuance of tax-exempt obligations. Motion carried 5-0-0-0 on a Roll Call vote. 8.1. Sewer Rate for Fiscal Year 2019 Director Jones made a motion to postpone consideration of this matter until additional financial analysis was completed. Motion failed for lack of second. Director Hall made a motion, seconded by Director Hawkins, to approve Resolution No. 18-22 setting Sewer Rates effective August 1, 2018 and rescinding Resolution No. 17-19. Motion carried 4-1-0-0 on a Roll Call vote with Director Jones voting No. 8.2. Operating Budget for Fiscal Year 2019 (Financial Summaries) Director Miller made a motion, seconded by Director Jones, to approve Resolution No. 18-23 adopting the Operating Budget for Fiscal Year 2019 (Financial Summaries). Motion carried 5-0-0-0 on a Roll Call vote. 8.3. Financial Reserves Policy for Fiscal Year 2019 Director Hall requested that Section 5.1. of the policy be revised to reflect that all reserves in that category be funded at least to the recommended minimum level rather than minimum targeted level and to clarify that the targeted total reserve balance would be 365 days of cash on hand. Director Hall made a motion, seconded by Director Hawkins, to approve Resolution No. 18-24 adopting a Financial Reserves Policy for Fiscal Year 2019 as revised and rescinding Resolution No. 7-31. Motion carried 5-0-0-0 on a Roll Call vote. 8.5. Approval of Change Order No. 3 for the Fairmont Booster Pump Station Upgrade Project Director Hall made a motion, seconded by Director Miller, to approve Change Order No. 3 for $57,033.11 and 6 additional calendar days to Pacific Hydrotech Corporation for construction of the Fairmont Booster Pump Station Upgrade Project, Job No. 2010-11 B. Motion carried 5-0-0-0. Minutes of the YLWD Board of Directors Regular Meeting Held June 26,2018 at 6:30 p.m. 4 2018-113 9. DISCUSSION ITEMS 9.1. Status of Engineering Department Activities Staff reviewed the status of various construction projects. Julia Schultz (resident), commented on the energy sources for the Fairmont Booster Pump Station Upgrade Project and the District's lead and copper monitoring program. Staff then reviewed key information contained in the following financial reports. 9.2. Budget to Actual Reports for the Month Ending May 31, 2018 9.3. Cash and Investment Report for Period Ending May 31, 2018 10. REPORTS. INFORMATION ITEMS. AND COMMENTS 10.1. Directors' Reports None. 10.2. General Manager's Report General Manager Marc Marcantonio asked each of the managers (or their designees) in attendance to report on activities within their respective departments. He then reported on his recent meeting attendance. 10.3. General Counsel's Report None. 10.4. Future Agenda Items and Staff Tasks Director Hawkins requested staff look into the possibility of conducting one regular Board meeting each month rather than two and reestablishing monthly Executive Committee meetings. Director Hall requested an item on a future agenda to discuss and evaluate the District's budget process. Director Hawkins suggested this discussion include consideration of a 2-year versus 1-year budget Director Hall requested an item on a future agenda to discuss the District's outreach efforts related to the recent adoption of water use efficiency legislation. Minutes of the YLWD Board of Directors Regular Meeting Held June 26,2018 at 6:30 p.m. 5 2018-114 11. COMMITTEE REPORTS 11.1. Interagency Committee with MWDOC and OCWD (Nederhood/Jones) ■ Minutes of the meeting held May 24, 2018 at 4:00 p.m. were included in the agenda packet. ■ Next meeting is scheduled July 26, 2018 at 4:00 p.m. 11.2. Joint Agency Committee with City of Yorba Linda (Nederhood/Jones) ■ Minutes of the meeting held June 4, 2018 at 4:00 p.m. will be provided when available. ■ Next meeting is scheduled September 10, 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 and events. 12.1. MWDOC Board — June 6, 2018 (Nederhood/Jones) 12.2. OCSD Operations Committee — June 6, 2018 (Jones) 12.3. OCWD Board — June 6, 2018 (Miller) 12.4. WACO — June 8, 2018 (Hawkins/Jones/Nederhood) 12.5. AWWA Annual Conference — June 12-14, 2018 (Jones/Miller/Nederhood) 12.6. YL Planning Commission — June 13, 2018 (Hawkins) 12.7. YL City Council — June 19, 2018 (Miller) 12.8. MWDOC Board — June 20, 2018 (Nederhood/Jones) 12.9. OCWD Board — June 20, 2018 (Miller/Jones) Minutes of the YLWD Board of Directors Regular Meeting Held June 26, 2018 at 630 p.m. 6 2018-115 12.10. UCI Water Resources Symposium — June 21, 2018 (Jones) 12.11. WaterNow Communications Workshop — June 26, 2018 (Jones/Miller/Nederhood) 13. BOARD OF DIRECTORS ACTIVITY CALENDAR 13.1. Meetings from June 27 —August 31, 2018 The Board made no changes to the activity calendar. 14. ADJOURNMENT 14.1. The meeting was adjourned at 9:12 p.m. Annie Alexander Board Secretary Minutes of the YLWD Board of Directors Regular Meeting Held June 26,2018 at 6:30 p.m. 7