HomeMy WebLinkAboutAgenda Packet - EVWD Board of Directors - 01/11/2017REGULAR BOARD MEETING
Closed Session Begins at 4:30 PM
January 11, 2017 - 5:30 PM
31111 Greenspot Road, Highland, CA 92346
AGENDA
"In order to comply with legal requirements for posting of agenda, only those items filed
with the District Clerk by 12:00 p.m. on Wednesday prior to the following Wednesday
meeting not requiring departmental investigation, will be considered by the Board of
Directors".
CALL TO ORDER
ROLL CALL OF BOARD MEMBERS
PUBLIC COMMENTS
Any person wishing to speak to the Board of Directors is asked to complete a Speaker
Card and submit it to the District Clerk prior to the start of the meeting. Each speaker is
limited to three (3) minutes, unless waived by the Chairman of the Board. Under the State
of California Brown Act, the Board of Directors is prohibited from discussing or taking
action on any item not listed on the posted agenda. The matter will automatically be
referred to staff for an appropriate response or action and may appear on the agenda at a
future meeting.
AGENDA - This agenda contains a brief general description of each item to be
considered. Except as otherwise provided by law, no action shall be taken on any item not
appearing on the following agenda unless the Board of Directors makes a determination
that an emergency exists or that a need to take immediate action on the item came to the
attention of the District subsequent to the posting of the agenda.
1.Approval of Agenda
RECESS INTO CLOSED SESSION
CLOSED SESSION
2.CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION
[Government Code Section 54956.9(d) (1)]
Name of Case: Socal Environmental Justice Alliance v. San Bernardino Valley
Municipal Water District, et al.,
San Diego Superior Court Case No. 37-2016-00032816-CU-TT-CTL
3.CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION
[Government Code Section 54956.9(d) (1)]
Name of Case: City of San Bernardino v. East Valley Water District, et al.,
San Diego Superior Court Case No. 37-2016-00038119-CU-WM-CTL
5:30 PM RECONVENE MEETING
PLEDGE OF ALLEGIANCE
ROLL CALL OF BOARD MEMBERS
ANNOUNCEMENT OF CLOSED SESSION ACTIONS ITEMS
PRESENTATIONS AND CEREMONIAL ITEMS
Certificate of Appreciation to Bob and Donnis Logsdon
SUPPLEMENTAL INFORMATION
Presentation of District Program Videos
PUBLIC COMMENTS
4.APPROVAL OF CONSENT CALENDAR
All matters listed under the Consent Calendar are considered by the Board of
Directors to be routine and will be enacted in one motion. There will be no
discussion of these items prior to the time the board considers the motion unless
members of the board, the administrative staff, or the public request specific items to
be discussed and/or removed from the Consent Calendar.
a.Adopt 2017 IRS Mileage Rate
b.December 13, 2016 special meeting minutes
c.November 2016 Disbursements: Accounts payable disbursements for the
period include check numbers 248982 through 249170, bank drafts, and ACH
Payments in the amount of $4,290,012.20 and $363,006.11 for payroll.
d.Financial Statements for November 2016
e.Plant 134 Booster Station Upgrade and Getaway Pipeline Notice of Completion
f.Directors' fees and expenses for December 2016
INFORMATIONAL ITEMS
5.Business Intelligence Project Update
DISCUSSION AND POSSIBLE ACTION ITEMS
6.Water and Sewer Standard Drawings
REPORTS
7.Board of Directors' Reports
8.General Manager/CEO Report
9.Legal Counsel Report
10.Board of Directors' Comments
ADJOURN
P LEASE NOT E:
Materials related to an item on this agenda s ub mitted to the Board after dis trib utio n of the agenda pac ket
are available for p ublic inspec tio n in the Dis tric t's offic e loc ated at 31111 G reens pot Rd., Highland , during
no rmal bus iness ho urs. Als o, s uc h d o c uments are availab le o n the District's web s ite at www.eas tvalley.o rg
sub ject to s taff's ab ility to post the d o cuments b efo re the meeting.
P ursuant to Go vernment Co d e S ectio n 54954.2(a), any reques t fo r a dis ability-related modific ation or
ac commod ation, inc luding auxiliary aids or s ervic es , that is s ought in order to participate in the abo ve-
agendized p ublic meeting sho uld b e direc ted to the Dis tric t Clerk at (909) 885-4900 at leas t 72 hours prior
to said meeting.
Recommended by:
Jo hn Mura
General Manager/CEO
Res p ec tfully s ub mitted :
Justine Hendric ks en
Dis tric t Clerk
BOARD AGENDA STAFF REPORT
Agenda Item #4.a.
Meeting Date: January 11, 2017
Co nsent Item
To: Governing Bo ard Memb ers
From: General Manager/CEO
Subject: Ad opt 2017 IRS Mileage Rate
RECOMMENDATION:
Staff rec o mmend s that the Board ado p t the s tand ard mileage reimb ursement rate es tablis hed by IRS for 2017.
BACKGROUND / ANALYSIS:
T he s tand ard mileage rate fo r bus ines s is b as ed o n an annual study o f the fixed and variable c osts o f o p erating
an automo b ile. The IR S has anno unc ed that it will be ad jus ting the mileage rates fo r busines s travel fro m 54 c ents
to 53.5 c ents per mile for 2017. T he bus ines s mileage rate dec reased half a cent per mile fro m the 2016 rates.
In the p as t, the Board has vo ted to c o nfo rm with the rate at which the Dis tric t reimburs es Direc tors and
employees fo r dis tric t related miles driven to the s tand ard mileage rate es tablis hed b y the IRS .
AGENCY IDEALS AND ENDEAVORS:
Ideals and Endeavor II - Maintain An Enviro nment Committed To Elevated P ublic Servic e
(E) - Practice transparent and acc o untab le fis cal management
REVIEW BY OTHERS:
T his agend a item has b een reviewed b y the Ad minis tratio n Dep artment.
FISCAL IMPACT :
T he fis c al imp ac t as s o c iated with this agenda item is a b udgeted expend iture.
1
Minutes 12/13/2016 smg
Draft Pending Approval
EAST VALLEY WATER DISTRICT December 13, 2016
SPECIAL BOARD MEETING
MINUTES
The Chairman of the Board called the meeting to order at 9:00 a.m.
PRESENT: Directors: Carrillo, Coats, Morales, Shelton, Smith
ABSENT: None
STAFF: John Mura, General Manager/CEO; Justine Hendricksen, District
Clerk; Kelly Malloy, Public Affairs/Conservation Manager; Shayla
Gerber, Administrative Assistant
LEGAL COUNSEL: Marty Cihigoyenetche
GUEST(s): Members of the public
PUBLIC COMMENTS
Chairman Coats declared the public participation section of the meeting open at 9 :00
a.m.
There being no written or verbal comments, the public participation section was closed.
Ms. Hendricksen led the flag salute.
ROLL CALL
PRESENT: Directors: Carrillo, Coats, Morales, Shelton, Smith
ABSENT: None
BOARD COMMUNICATION TRAINING
The General Manager/CEO stated that one of the objectives in the District’s budget was
professional development for the Board of Directors; that this was the first of a series
of trainings to take place over the next several months to provide board members the
opportunity to become better communicators and ambassadors of the District.
Representatives from the District’s Public Relations partner, Idea Hall, provided an
overview of the agenda and goals of the meeting which included a camera exercise,
tips and tricks for effectively communicating with media and external audiences, and
understanding the principles behind communicating messages versus simply answering
questions.
2
Minutes 12/13/2016 smg
The Board participated in multiple exercises and scenarios that may come up during
interaction with the media, customers and at community events. The representatives
provided feedback on how to respond to comments and the importance of making every
public interaction an effective and positive one.
Information only.
The Board took a break at 10:17 a.m.
The Board returned to session at 10:34 a.m.
GENERAL MANAGER/CEO REPORT
The General Manager/CEO gave the Board an update on SRF funding and community
outreach efforts regarding the Sterling Natural Resource Center.
Information only.
LEGAL COUNSEL REPORT
No report at this time.
BOARD OF DIRECTORS’ COMMENTS
No comments at this time.
ADJOURN
The meeting adjourned at 11:51 a.m.
___________________________
Ronald L. Coats, Board President
__________________________
John Mura, Secretary
BOARD AGENDA STAFF REPORT
Agenda Item #4.c.
Meeting Date: January 11, 2017
Co nsent Item
To: Governing Bo ard Memb ers
From: General Manager/CEO
Subject: No vemb er 2016 Disburs ements : Ac counts p ayab le dis b urs ements fo r the p eriod includ e check
numb ers 248982 thro ugh 249170, b ank d rafts , and ACH Payments in the amount o f $4,290,012.20
and $363,006.11 for p ayro ll.
RECOMMENDATION:
Staff rec o mmend s that the Bo ard of Direc tors review and appro ve the Dis trict’s expense dis bursements fo r the
p eriod No vember 1, 2016 through Novemb er 30, 2016 in the amo unt of $4,653,018.31.
BACKGROUND / ANALYSIS:
In the c o ntinued effort to be fisc ally trans p arent, the payment register fo r s upplies , materials , servic es , and
p ayro ll fo r No vemb er 2016 is attac hed for review and approval. This p ro c es s provides the Bo ard and the public
an opportunity to review the exp ens es of the Dis tric t. Acc o unts P ayable is p roc es s ed weekly, while payroll is
p roc es s ed b i-weekly. Information to justify eac h exp enditure is availab le thro ugh the Finance Dep artment.
Acc o unts payable d is b urs ements fo r the perio d inc lude c hec k numbers 248982 through 249170, bank drafts , and
ACH Payments in the amount of $4,290,012.20 and $363,006.11 for payro ll. S ignific ant expenses greater than o r
equal to $50,000 are further explained b elo w:
Recommended by:
Jo hn Mura
General Manager/CEO
Res p ec tfully s ub mitted :
Brian To mpkins
Chief Financial Offic er
AGENCY IDEALS AND ENDEAVORS:
Ideals and Endeavor II - Maintain An Enviro nment Committed To Elevated P ublic Servic e
(E) - Practice transparent & acc o untab le fis cal management
FISCAL IMPACT :
Sufficient funds have been budgeted in the adopted FY 2016-17 Budget.
ATTACHMENTS:
Description Type
November 20 16 Payment Register Backup Material
Recommended by:
Jo hn Mura
General Manager/CEO
Res p ec tfully s ub mitted :
Brian To mpkins
Chief Financial Offic er
BOARD AGENDA STAFF REPORT
Agend a Item #4.d.
Meeting Date: January 11, 2017
Co nsent Item
To: Governing Bo ard Memb ers
From: General Manager/CEO
Subject: F inanc ial S tatements for No vemb er 2016
RECOMMENDATION:
Staff recommends that the Board of Direc tors ac cept and file the attached financial s tatements as of, and for the
p eriod end ed , No vember 30, 2016.
BACKGROUND / ANALYSIS:
Includ ed herewith for the Bo ard ’s review is a summary of East Valley Water Distric t’s financ ial results , as o f
No vember 30, 2016.
AGENCY IDEALS AND ENDEAVORS:
Ideals and Endeavor II - Maintain An Enviro nment Committed To Elevated P ublic Servic e
(E) - Practice transparent & acc o untab le fis cal management
FISCAL IMPACT :
T here is no fis c al imp ac t as s o c iated with this agenda item.
ATTACHMENTS:
Description Type
November 20 16 Financ ial State ment Monthly Review Backup Material
November 20 16 Financ ial State ments Backup Material
FINANCIAL STATEMENTS MONTHLY REVIEW
NOVEMBER 30, 2016
page | 1
The following is a highlight summary of the District’s financial results as of November 30,
2016.
Statement of Net Position
Total assets at November 30, 2016 are $181 million.
CLASSIFICATION WATER WASTEWATER DISTRICT TOTAL
Cash and Investments $ 14,821,541 $ 3,867,180 $ 18,688,721
Utility Plant, Net 109,181,954 20,163,348 129,345,301
Other Assets 21,010,439 11,908,940 32,919,380
Current Liabilities 5,479,360 385,493 5,864,853
Long Term Liabilities 50,680,349 6,802,601 57,482,950
Beginning Net Position 83,479,185 27,902,299 111,381,485
Change in Equity 5,375,040 849,075 6,224,115
Total Net Position $ 88,854,225 $ 28,751,375 $ 117,605,599
Below is a summary of the District’s net position as of November 30, 2016.
FINANCIAL STATEMENTS MONTHLY REVIEW
NOVEMBER 30, 2016
page | 2
Cash and Investments are $18.7 million for the month of November, an increase of $0.8
million from the prior month.
$0
$5,000,000
$10,000,000
$15,000,000
$20,000,000
$25,000,000
CASH & INVESTMENTS
Restricted Unrestricted
Comparing current assets to current liabilities, the District has a current ratio at November
31, 2016 of 3.12 to 1, with 2 to 1 being an indication of sound financial condition.
Statement of Revenues & Expenses
Operating results are presented in three ways in the attached financial statements for the
period ending November 31, 2016. First, is a one-page summary with monthly and year-to-
date totals for revenue, and expenses presented by Expense Category. Second is a one -
page summary with monthly and year-to-date totals for revenues and Expense by Program.
Third is a Budget to Actual presentation of program expense detail.
WATER WASTEWATER DISTRICT TOTAL
Revenue $ 11,865,755 $ 5,601,693 $ 17,467,448
Expense 6,490,715 4,752,618 11,243,333
FINANCIAL STATEMENTS MONTHLY REVIEW
NOVEMBER 30, 2016
page | 3
Water Sales for November were $1,095,426 ($64,574) (6%) under staff’s projections for the
month. The billing periods during the month of November experienced an average
temperature of 74 degrees, additionally the average Evapotranspiration Rates (ETo) for the
period was 3.44 which was 0.75 lower than last year. Water sales year-to-date are over
projections $653,518.
$-
$500,000
$1,000,000
$1,500,000
$2,000,000
$2,500,000
Water Sale by Tier
Tier 1 Tier 2 Tier 3 FY 2016-17 Projection
FINANCIAL STATEMENTS MONTHLY REVIEW
NOVEMBER 30, 2016
page | 4
The chart below is a comparative illustration of current Water Revenue compared to last
year’s Water Revenue. As noted in the graph Water Sales and Meter Charges decrease
over last year by 106,000 (9%).
$-
$500,000
$1,000,000
$1,500,000
$2,000,000
11/30/2015 11/30/2016
Comparative Monthly Water Revenue
(Water Sales & Meter Charge)
Meter Tier 1 Tier 2 Tier 3
FINANCIAL STATEMENTS MONTHLY REVIEW
NOVEMBER 30, 2016
page | 5
Water Fund Activities by Cost Center
The graph below provides a year-to-date comparison of the Water Fund operating cost
centers for FY 2015-16 and FY 2016-17. The largest change is in Administration.
Administration increased $249K and the increase is aligned with the FY 2016-17 Adopted
Budget.
FINANCIAL STATEMENTS MONTHLY REVIEW
NOVEMBER 30, 2016
page | 6
Wastewater Fund Activities by Cost Center
The graph below provides a year-to-date comparison of the Wastewater Fund operating
cost centers for FY 2015-16 and FY 2016-17. The largest increase is in Treatment which
increased $430K compared to last year due to the new Wastewater Treatment rate
increases imposed by the City of San Bernardino effective July 1, 2016.
BOARD AGENDA STAFF REPORT
Agenda Item #4.e.
Meeting Date: January 11, 2017
Co nsent Item
To: Governing Bo ard Memb ers
From: General Manager/CEO
Subject: P lant 134 Booster Station Upgrade and Getaway Pipeline Notic e of Co mp letio n
RECOMMENDATION:
1. S taff recommends that the Bo ard of Direc tors acc ep t the construc tion of the Plant 134 Boo s ter S tation
Up grade and Getaway Pip eline as complete and ad o pt Resolutio n 2017.02 to authorize record ation o f the No tic e
o f Completion (NOC ) fo r the c o ntrac t to Co ra Co ns tructors Inc .
2. Autho rize releas e of retention monies in the amount of $71,035.24, forty-five d ays after acc eptanc e of the
wo rk b y the Bo ard.
3. Autho rize releas e of P erfo rmanc e and P ayment Bo nds twelve (12) mo nths after project ac c ep tanc e.
BACKGROUND / ANALYSIS:
In early 2013, the Distric t c ompleted an up grad e and exp ans io n o f Plant 134 that increas ed the treatment c apac ity
o f the plant from 4 million gallons per day (MGD) to 8 MGD. Ad ditio nally, the District has entered into an
agreement with San Bernardino Valley Munic ip al Water District (S BVMWD) to fund the cons truc tion of a
turno ut, pipeline and hyd ro elec tric generato r at Plant 134. T he turnout and pip eline will allo w S BVMWD to
s up p ly the Dis trict with 8 MGD of State Projec t Water direc tly to P lant 134 as well as generate a s ignific ant
p ortio n of the po wer us ed by the plant.
In ord er to utilize the up grad ed capacity of the treatment plant and the new hydro electric generation, the existing
b ooster station and “getaway” pipelines needed to be up grad ed in capacity to match the 8 MGD c ap ab ilities o f
the p lant. This bo o s ter station upgrade was no t a part o f either of the two mentioned upgrad es.
On June 24, 2015, the Bo ard o f Directo rs ap proved the award o f a contract, in the amo unt of $1,484,425.00, to
Co ra Co ns tructo rs Inc. for the c o ns tructio n o f the Plant 134 Bo o ster Statio n Upgrade and Getaway Pipeline.
Co nstructio n b egan o n July 13, 2015 and was c o mpleted on November 21, 2016.
Up o n completion of the p rojec t, a c hange order was ap p roved to reflec t the d ifferenc e in cos ts ass ociated with
the ac tual construc ted q uantities vs . bid quantity. This c hange ord er res ulted in a net cred it of $63,720.17
b ringing the final c o ntrac t value to $1,420,704.83.
Recommended by:
Jo hn Mura
General Manager/CEO
Res p ec tfully s ub mitted :
Steven Nix, P.E.
Directo r o f Engineering & Op eratio ns
AGENCY IDEALS AND ENDEAVORS:
Ideals and Endeavor I - Enc o urage Innovative Investments To Pro mo te Sustainab le Benefits
(A) - Develop p rojec ts and pro grams to ens ure safe and reliab le s ervic es
(C) - Enhanc e emergenc y p reparedness p ro gram
REVIEW BY OTHERS:
Operatio ns and the F inanc e Department have reviewed this agend a item.
FISCAL IMPACT :
T his project is funded in the FY 2016-17 C apital Imp ro vement P rogram.
ATTACHMENTS:
Description Type
Notice o f Completion W2545 Plant 13 4 Upgrade Backup Material
Resolution 20 17.02 Backup Material
RECORDING REQUESTED BY ]
Martha Duran ]
AND WHEN RECORDED MAIL TO ]
]
]
Name East Valley Water District ]
Street 31111 Greenspot Road ]
Address Highland, CA 92346 ]
Attn: Engineering Department ]
City & W-2545 ]
State ]
FEE EXEMPT PURSUANT TO GOVERNMENT CODE
SECTION 6103
____________________________________________________________________________________________________
SPACE ABOVE THIS LINE FOR RECORDER’S USE
NOTICE OF COMPLETION
Notice pursuant to Civil Code Section 3093, must be filed within 10 days after completion. (See reverse side for Complete
requirements.)
Notice is hereby given that:
1. The undersigned is owner or corporate officer of the owner of the interest or estate stated below in the property
hereinafter described:
2. The full name of the owner is East Valley Water District
3. The full address of the owner is 31111 Greenspot Road, Highland CA 92346 San Bernardino County
4. The nature of the interest or estate of the owner is, in fee.
None
(If other than fee, strike “In fee” and insert, for example, “purchaser under contract of purchase, “or lessee”)
5. The full names and full addresses of all persons, if any, who hold title with the undersigned as joint tenants or as tenants
in common are:
NAME ADDRESS
East Valley Water District 31111 Greenspot Road, Highland CA 92346
6. A work of improvement on the property hereinafter described was completed on November 21, 2016.The work done
was: Construction of three booster pumps, motors, discharge piping, fittings, pump control valves, isolation valves,
miscellaneous pressure instruments, electrical panels. Also included was the construction of 2,000 LF of 16-inch DIP
pipeline from the plant entrance to the intersection of Orchard Road and Highland Avenue.
7. The name of the contractor, if any, for such work of improvement was_________________________________________
Cora Constructors, Inc. 07/13/2015
(If no contractor for work of improvement as a whole, insert “none” (Date of Contract)
8. The property on which said work of improvement was completed is in the City of San Bernardino in the County of San
Bernardino, State of California, and is described as follows:
Parcel Map 2345 portion of the South ½ Section of 26 & 27 parcel A and B, south locations on Highland Avenue in the
City of San Bernardino, in the Recorders Office of said County.
9. The street address of said property is 4588 Highland Avenue
(If no street address has been difficulty assigned, insert, “none”.)
Date: January 11, 2017
Verification for Individual Owner
________________________________________________________________
Signature of owner or corporate officer of owner named in paragraph 2 or his agent
Ronald L. Coats, Board President
East Valley Water District
VERIFICATION
I, the undersigned, say: I am the Board Secretary the declarant of the foregoing
(“President of “, “Manager of”, “A partner of”, “Owner of”. Etc.)
notice of completion; I have read said notice of completion and know the contents thereof; the same is true of my knowledge.
I declare under penalty of perjury that the foregoing is true and correct.
Executed on January 11, , 2017 , at Highland , California.
(Date of signature.) (City, where signed.)
________________________________________________________________
(Personal signature of the individual who is swearing that the contents of the
notice of completion are true.)
John Mura, Board Secretary
East Valley Water District
EXHIBIT “A”
East Valley Water District
Resolution 2017.02
Page 1 of 1
RESOLUTION 2017.02 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE EAST VALLEY WATER DISTRICT
ACCEPTING NOTICE OF COMPLETION Cora Constructors, Inc.
BE IT HEREBY RESOLVED, by the Board of Directors of the East Valley Water District, as follows:
WHEREAS, based upon the certificate of completion executed by the District for the
construction of three booster pumps, motors, discharge piping, fittings, pump control valves,
isolation valves, miscellaneous pressure instruments, electrical panels. Also included was the
construction of 2,000 LF of 16-inch DIP pipeline from the plant entrance to the intersection of
Orchard Road and Highland Avenue and all appurtenances in the City of San Bernardino, and
has been constructed for East Valley Water District by Cora Constructors, Inc.
NOW, THEREFORE, BE IT RESOLVED that the Board of Directors hereby
determine that said contract is completed and the President and Secretary are hereby authorized
to execute a Notice of Completion on behalf of the District, and the Secretary is hereby
authorized and directed to record said Notice of Completion in the office of the County Recorder,
County of San Bernardino, State of California.
* * * * *
The foregoing resolution was duly adopted at a meeting of the Board of Directors of the
East Valley Water District upon motion duly made, seconded and carried on January 11, 2017.
ADOPTED this 11th day of January 2017.
Ayes: Noes: Absent:
Abstain:
____________________________ Ronald L. Coats Board President
I HEREBY CERTIFY that the foregoing is a full, true and correct copy of Resolution 2016.24
adopted by the Board of Directors of East Valley Water District at its regular meeting held
January 11, 2017.
__________________________ John Mura
Secretary
Recommended by:
Jo hn Mura
General Manager/CEO
Res p ec tfully s ub mitted :
Justine Hendric ks en
Dis tric t Clerk
BOARD AGENDA STAFF REPORT
Agenda Item #4.f.
Meeting Date: January 11, 2017
Co nsent Item
To: Governing Bo ard Memb ers
From: General Manager/CEO
Subject: Direc tors ' fees and exp ens es for Decemb er 2016
RECOMMENDATION:
Ap p ro ve the Governing Board Memb ers ’ fees and expens es fo r Dec ember 2016.
BACKGROUND / ANALYSIS:
T he Board has instruc ted staff to lis t all d irec tor fees and exp ens es as a s ep arate agenda item to s how full fisc al
transparenc y. O nly after Board review and ap p ro val will the c o mpens ation and exp ens es be p aid.
AGENCY IDEALS AND ENDEAVORS:
Ideals and Endeavor II - Maintain An Enviro nment Committed To Elevated P ublic Servic e
(E) – Practice transparent & acc o untab le fis cal management
REVIEW BY OTHERS:
T his agend a items has been reviewed b y the Ad minis tratio n department.
FISCAL IMPACT :
T he fis c al imp ac t as s o c iated with this agenda item is $6,466.58 whic h is inc luded in the c urrent fisc al b udget.
ATTACHMENTS:
Description Type
Directors Fees and Expenses Decembe r 201 6 Backup Material
BOARD AGENDA STAFF REPORT
Agend a Item #5.
Meeting Date: January 11, 2017
Dis cus s io n Item
To: Governing Bo ard Memb ers
From: General Manager/CEO
Subject: Bus ines s Intelligenc e P ro jec t Upd ate
RECOMMENDATION:
T his agend a item is pres ented fo r informatio n only.
BACKGROUND / ANALYSIS:
T he Dis trict has made several imp ro vements to tec hno lo gy with the imp lementatio n and replac ement o f s ystems
in recent years. The go al of the Bus ines s Intelligenc e p rojec t is to maximize the benefits o f d ata c o llec tion
through d evelopment of reports that will enhanc e Bo ard and Management dec is ion making cap ab ilities .
T he Info rmatio n Tec hno logy Manager has c o nd uc ted Planning and Dis covery meetings with staff memb ers
representing all dep artments to d etermine repo rting requirements . T he res ult o f the meetings is a Data Inventory
Rep o rt that c atalo gs a lis t o f po tential reports to b e used in the Bus ines s Intelligence p latfo rm.
A Bus ines s Intelligence p ro totyp e was d evelo p ed us ing information gathered from the Data Invento ry Rep o rt.
T he p roto typ e was developed without inc urring additio nal license c osts b y leveraging existing techno lo gy with
Mic ro s o ft’s P o wer BI p roduct. T he proto type was us ed to s olicit additional feed b ack fro m Executive
Management to ensure the requirements of the p ro jec t meet the exp ectatio ns fro m s taff.
T he “Data Warehous ing and Bus ines s Intelligenc e Design and Imp lementation” Request for P ro posal was
p ub lis hed o n Dec ember 6, 2016. The p ro jec t sc o p e of work includ es the imp lementatio n o f a Data Warehouse to
s to re rep o rting data in a s eparate environment. The p urpo s e of the Data Warehous e is to o p timize ho w data is
retrieved b y the Bus iness Intelligenc e s o ftware and to mitigate any p o tential p erfo rmanc e is s ues o n our live
s ys tems . The antic ip ated c o ntrac t award date is on February 15, 2017.
T he Bus ines s Intelligenc e P ro jec t s upp o rts the General Manager/CEO's goals and objectives to maximize
b enefits of d ata c o llec tion through d evelo p ment o f rep o rts that will enhance b o ard and management decision
making capabilities.
AGENCY IDEALS AND ENDEAVORS:
Ideals and Endeavor I - Enc o urage Innovative Investments To Pro mo te Sustainab le Benefits
(D) - Ded icate effo rt toward s ys tem maintenance and modernization
Recommended by:
Jo hn Mura
General Manager/CEO
Res p ec tfully s ub mitted :
Ro b ert Peng
Info rmatio n Technology Manager
REVIEW BY OTHERS:
T his agend a item has b een reviewed b y the Ad minis tratio n department.
FISCAL IMPACT :
T here is no fis c al imp ac t as s o c iated with this agenda item.
ATTACHMENTS:
Description Type
Business Intelligence P roject Update Presentation Presentation
BUSINESS INTELLIGENCE
•Destination
−Vision
−Ideals and Endeavors
−Goals and Objectives
•Instruments
−Reports
−Scorecards
−KPIs
−Dashboards
−Self-Service Dataset
EAST VALLEY WATER DISTRICT 2
Reporting
Decision
Making
Analysis
Data
Quality
Strategic
Planning
Tactical
Operations
EAST VALLEY WATER DISTRICT
BENEFITS OF BUSINESS INTELLIGENCE
3
PROJECT MILESTONES
EAST VALLEY WATER DISTRICT
Project Kick-Off
Meeting
Planning and
Discovery Meetings
Prototype
Development
Requests for
Proposals Implementation
4
•Data is the Fuel for Business Intelligence
•Identify Reporting Needs for Staff
•Catalog System Databases and their Capabilities
•Established a List of 94 Potential Reports
EAST VALLEY WATER DISTRICT
DATA INVENTORY REPORT
5
6EAST VALLEY WATER DISTRICT
DASHBOARDS
•Custom Collection of Reports for a Specific Person(s) or Purpose
•Purpose-Built Dashboards
−AWWA Benchmarking
•People-Built Dashboards
INTERACTIVE DEMONSTRATION
Microsoft Power BI
BOARD AGENDA STAFF REPORT
Agend a Item #6.
Meeting Date: January 11, 2017
Dis cus s io n Item
To: Governing Bo ard Memb ers
From: General Manager/CEO
Subject: Water and Sewer Stand ard Drawings
RECOMMENDATION:
1 . S taff recommends that the Board o f Direc to rs ap p rove the revis io ns to the Water and S ewer Stand ard
Drawings .
2 . S taff rec o mmend s that the Bo ard autho rize d is continuanc e o f c ollec tion o f the monthly servic e c harge fo r
fire s ervice meters on s ingle family residenc es .
BACKGROUND / ANALYSIS:
T he Dis trict maintains s tand ard d rawings for use in water and s ewer c o nstructio n. These s tand ards ens ure that all
fac ilities c o ns tructed within the Dis tric t are done to a uniform and cons istent s tand ard. The c urrent stand ard
d rawings were las t updated in 2009 and as s uc h may not inc o rp o rate the latest techno lo gy and c urrent
c o nstruc tio n metho d s . Staff has reviewed all water and s ewer s tand ard drawings and c o mpared with o ther
agenc ies , AWWA and Standard P lans for Public Wo rks Co nstruc tio n and made c hanges as d eemed appropriate.
One s ignificant c hange p ro p o s ed in the water standard s is the deletion of ind ivid ual fire s ervices for s ingle family
residenc es . The us e o f this s ep arate s ervic e appears to have b een randomly us ed over the past. Altho ugh s tate
regulatio n was pas s ed in 2013 req uiring all new s ingle family homes to have fire sprinklers , there is no
requirement, either s tate o r lo cal, fo r a s ep arate servic e. Although these meters will no t have any flow usage, they
s till require ro utine maintenanc e and mo nito ring.
T here are approximately 1,200 active single family fire servic es c urrently within the Distric t. Each o f thes e is als o
b illed mo nthly at a rate of $8.78. Sinc e separate fire servic es have not b een req uired on all s ingle family ho mes
and to provide eq uity within the Distric t, staff is rec ommending that the monthly c harge for fire s ervic es on s ingle
family ho mes no longer be collec ted . The exis ting fire servic e meter will remain in plac e until an ap p ro p riate time
when maintenance is needed, s uch as meter rep lac ement for AMI, at whic h time the two s ervic es will b e
c o mb ined into once d omestic servic e.
AGENCY IDEALS AND ENDEAVORS:
Ideals and Endeavor I - Enc o urage Innovative Investments To Pro mo te Sustainab le Benefits
Recommended by:
Jo hn Mura
General Manager/CEO
Res p ec tfully s ub mitted :
Steven Nix, P.E.
Directo r o f Engineering & Op eratio ns
(D) - Ded icate effo rt toward s ys tem maintenance and modernization
Ideals and Endeavor II - Maintain An Enviro nment Committed To Elevated P ublic Servic e
(E) - Practice transparent & acc o untab le fis cal management
REVIEW BY OTHERS:
T he Engineering Department and Operations Department have reviewed this agenda item.
FISCAL IMPACT :
T his will res ult in a los s of revenue to the water operations b udget of ap proximately $125,000 annually.
ATTACHMENTS:
Description Type
Water Standard Drawings Backup Material
Sewer Standard Drawings Backup Material