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Home My WebLink AboutAgenda Packet - EVWD Board of Directors - 02/08/2017REGULAR BOARD MEETING Closed Session Begins at 4:30 PM February 8, 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 4.CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION [Government Code Section 54956.9(d)(1)] Name of Case: Carl F. Kovach v. East Valley Water District, CASE No. CIVDS 1603176 5:30 PM RECONVENE MEETING PLEDGE OF ALLEGIANCE ROLL CALL OF BOARD MEMBERS ANNOUNCEMENT OF CLOSED SESSION ACTIONS ITEMS PUBLIC COMMENTS 5.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.Directors' fees and expenses for January 2017 INFORMATIONAL ITEMS 6.PayNearMe Project Update 7.Automated Metering Infrastructure Update REPORTS 8.Board of Directors' Reports 9.General Manager/CEO Report 10.Legal Counsel Report 11.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 #5.a. Meeting Date: February 8, 2017 Co nsent Item To: Governing Bo ard Memb ers From: General Manager/CEO Subject: Direc tors ' fees and exp ens es for January 2017 RECOMMENDATION: Ap p ro ve the Governing Board Memb ers ’ fees and expens es fo r January 2017. 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 $6,562.97 whic h is inc luded in the c urrent fisc al b udget. ATTACHMENTS: Description Type Directors Fees and Expenses January 2017 Backup Material BOARD AGENDA STAFF REPORT Agend a Item #6. Meeting Date: February 8, 2017 Dis cus s io n Item To: Governing Bo ard Memb ers From: General Manager/CEO Subject: P ayNearMe P ro jec t Update RECOMMENDATION: T his item is pres ented fo r info rmatio n only. BACKGROUND / ANALYSIS: Staff is p leas ed to p rovid e a c urrent up d ate on the P ayNearMe program, las t rep o rted on to the Bo ard at the Sep tember 14, 2016 regular bo ard meeting. Sinc e Sep tember, s taff has worked with PayNearMe’s Imp lementatio n Team to plac e barc o des and ins truc tions o n cus tomer b ills , and to ens ure that the P ayNearMe tec hno lo gy was integrated with the Distric t’s utility billing s ys tem s o that c usto mer p ayments are properly rec o rd ed and ap plied to their EVWD acc o unts . On Oc tober 6, 2016 the offic ial go-live date was announc ed and EVWD c us tomers rec eived b arc o d es on their b ills and were ab le to utilize this new payment o p tion at 7-11 and Family Do llar s tores . T he s uc ces s ful roll out of the PayNearMe program was fo llo wed o n No vemb er 30, 2016 by the d ec o mmissioning of the two p ayment kio s ks lo cated at Rio Rancho Market and S up er Penny Mart. Sinc e the go -live date, the Dis trict has received 512 p ayments to taling $51,768.60 thro ugh PayNearMe. The direct c os t to the District was $1,018.88 (512 p ayments x $1.99 p er payment), whic h is approximately $4,500.00 les s than the c o s ts that wo uld have been inc urred if the s ame payments had been p ro c es s ed b y the Kiosks . Staff will c o ntinue to monitor and evaluate the PayNearMe p ro gram to ensure EVWD c usto mers continue to rec eive wo rld c lass p ub lic s ervice. AGENCY IDEALS AND ENDEAVORS: Ideals and Endeavor II - Maintain An Enviro nment Committed To Elevated P ublic Servic e (A) - Strive to pro vide wo rld class c usto mer relations Ideals and Endeavor IV - Fully Unders tand Challenges To Cultivate Effective So lutio ns (E) - Conduct po s t implementation evaluations and make imp ro vements as nec es s ary Recommended by: Jo hn Mura General Manager/CEO Res p ec tfully s ub mitted : Nathaniel P ared es Bus ines s S ervic es Manager FISCAL IMPACT : T here is no fis c al imp ac t as s o c iated with this agenda item. ATTACHMENTS: Description Type PayNearMe P re sentation Presentation 1 •Go-Live Date October 6, 2016 •Direct Cost Associated with the PayNearMe Solution: −$1,018.88 •Approximately $4,500 Year-To -Date Savings •Continue Customer Outreach and Monitor Effectiveness of the Program PAYNEARME E A S T V A L L E Y W A T E R D I S T R I C T 2 PAYNEARME No. Customers0 50 100 150 200 250 300 Oct 2016 Nov 2016 Dec 2016 Jan 2017 Customers by Month 3E A S T V A L L E Y W A T E R D I S T R I C T 512 Successful Payments Received to Date Year-to-Date Payments Received Total $52,000 PAYNEARME Cost Per Transaction $- $1.00 $2.00 $3.00 $4.00 $5.00 $6.00 $7.00 Kiosks PayNearMe Cost Per Transaction Kiosk Transaction Cost $6.52 PayNearMe Transaction Cost $1.99 Per Transaction Cost Savings $4.53 Cost Savings To Date $4,500.00 FY 2016-17 Projected Savings $24,000.00 E A S T V A L L E Y W A T E R D I S T R I C T 4 E A S T V A L L E Y W A T E R D I S T R I C T CUSTOMER OUTREACH 5 ADDITIONAL PAYMENT METHODS •Online •By Mail •In Person at District Office •Payment Drop Box •By Phone •Automatic Payment Plan •District Headquarters Payment Kiosk Cash Check Money Orders Credit Cards 6E A S T V A L L E Y W A T E R D I S T R I C T 7 BOARD AGENDA STAFF REPORT Agend a Item #7. Meeting Date: February 8, 2017 Dis cus s io n Item To: Governing Bo ard Memb ers From: General Manager/CEO Subject: Automated Metering Infrastruc ture Update RECOMMENDATION: T his agend a item is pres ented fo r informatio n only. BACKGROUND / ANALYSIS: Timely rep lac ement o f water meters is an imp o rtant long-term maintenanc e pro gram. The Distric t s uc ces s fully rec eived over $2 millio n in grant fund s to rep lac e existing meters with “s mart meters” for qualifying d isadvantaged cus tomers . Prio r to beginning meter rep lacement, nec es s ary tec hnology infrastruc ture was put in p lac e. In November 2016 d ata c o llec tors were installed at eight Dis trict fac ilities res ulting in ap p roximately 90% rad io coverage over the s ervice area. T his will allow fo r water use info rmatio n to b e relayed fro m the cus tomer meter to the District head q uarters without req uiring a s taff memb er to manually gather the d ata. This eq uipment is the fo undatio n fo r the s uc ces s of the smart meters , and will b e us ed by ad d itional phases witho ut the need for d ata collecto r exp ans ion. Ad vanc ed Metering Infras truc ture (AMI) meter ins tallation o ffic ially began in January 2017. With a to tal o f the 7,100 meters s c hed uled fo r rep lacement, 3,400 are radio read meters whic h will o nly require a retro fit in o rd er to b e c onverted to AMI. The p ro jec t will be c omp leted in groups b as ed up o n meter read ro utes. T here are 30 meter read ro utes includ ed in the p ro jec t and as o f the d ate o f this rep o rt, three ro utes have b een c o mp leted to taling 745 meters . T he project is s ched uled fo r completion in s pring 2017, however heavy rains may res ult in weather d elays c aus ing an extens io n o f this time frame. In early January, the District s ent letters to the 7,100 cus to mers whose meters will be rep lac ed in this p ro jec t. A s mall numb er o f res idents c o ntac ted s taff with q ues tions regard ing the ins tallation o f the AMI meter. Due to the c urrent us e of AMI technology by SoCalGas and So uthern Califo rnia Ed is o n, the District anticipated a s mo o th implementation. A s mall number o f cus tomers have vo iced c o ncern ab o ut the radio-wave tec hnology. In order to fully addres s this is s ue and assis t c usto mers with feeling c o nfident in the new pro gram, staff is evaluating p otential solutions. While this is taking place thos e p ro perties will not rec eive new meters . One optio n b eing c o nsidered is required of fo r-p ro fit p rivate utilities, but not p ublic utilities, is an o pportunity to “o p t-out”. S taff is assessing the feasibility of this o p tion amo ng o ther ad d itional p ro gram c ons id eratio ns . Staff is c o mmitted to cond ucting community engagement at a future date to dis c us s the remaining conc erns and p resent additio nal information as to any health and safety issues s urround ing the us e o f AMI meters. S taff will Recommended by: Jo hn Mura General Manager/CEO Res p ec tfully s ub mitted : Steven Nix Directo r o f Engineering & Op eratio ns p resent additio nal information as to any health and safety issues s urround ing the us e o f AMI meters. S taff will also b e prep ared to d is c uss the es tablis hment of an “Op t Out” p rogram if determined to b e needed. 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 FISCAL IMPACT : T here is no fis c al imp ac t as s o c iated with this agenda item. ATTACHMENTS: Description Type AMI Update Presentation 1 •Multi-Year Project to Replace All Manually Read Meters with Automated Metering Infrastructure 2EAST VALLEY WATER DISTRICT PROJECT OVERVIEW Funded by $2,011,465 Water-Energy Grant from State Dept. of Water Resources 8 Data Collectors –90% Coverage of District Service Area 7,100 Meters within the District Service Area Customers Access Water Usage on Utility Billing Website PHASE 1 EAST VALLEY WATER DISTRICT PHASE I AMI METER REPLACEMENTS 3 Meters were Selected Based on Grant Funding Criteria $2 Million Grant 744 Meters Replaced in January 2017 44 •Data Collectors −Installed at Various District Plants −Additional Collectors to be Installed with New Development •8 Collector Sites •98.9% Coverage EAST VALLEY WATER DISTRICT INSTALLATION 5EAST VALLEY WATER DISTRICT PHASE I PROJECT TIMELINE Data Collectors Installed Nov 2016 SUS Portal Dec 2016 Network Activated Dec 2016 Public Outreach Jan –Aug 2017 Meter Installation Jan –Apr 2017 Phase I Completed Aug 2017 66 •Meters −20 Year Life −New Lids with Flush Mounted Antennas −Relays Water Use Data Hourly EAST VALLEY WATER DISTRICT INSTALLATION •14,000 Installed Over Next 4 Years in Phases •Addressing Questions Regarding Health Concerns −Radio Frequency Emissions (RF) •Customers May Request a hold of Meter Installation −Staff will be Tracking •Conduct Public Outreach to Discuss Concerns and Resolutions −Evaluating Feasibility of “Opt Out” Provision •Reaching out to Utilities Currently Using AMI 7EAST VALLEY WATER DISTRICT HEALTH AND SAFETY CONCERNS Currently Use AMI Technology within our Service Area 8EAST VALLEY WATER DISTRICT COMMUNICATION