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HomeMy WebLinkAboutAgenda Packet - EVWD Board of Directors - 01/09/2019REG ULA R BO A RD MEET IN G J anuary 9, 2019 - 5:30 PM 31111 Greenspot Road, Highland, C A 92346 AGE N D A "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". C A LL TO O RD ER PLED G E O F A LLEG IA N C E RO LL C A LL O F BO A RD MEMBERS P U B L I C C OMME N T S Any person wishing to speak to the Board of Directors is asked to complete a Speaker Card and submit it to the D istrict C lerk 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 C alifornia Brown Act, the Board of Directors is prohibited from discussing or taking action on any item not listed on the posted agenda. T he matter will automatically be referred to staff for an appropriate response or action and may appear on the agenda at a future meeting. AGE N D A - T his 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 2.AP P RO VAL O F C ON SE N T C AL E N D AR All matters listed under the C onsent C alendar are considered by the Board of Directors to be routine and will be enacted in one motion. T here 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.Approve Directors' fees and expenses for December 2018 b.Adopt 2019 IRS Mileage Rate I N F ORMAT I O N AL I T E MS 3.2018 Top Inland Empire Workplaces Program 4.Sterling Natural Resource C enter Project Update RE P O RT S 5.Board of Directors' Reports 6.General Manager/C EO Report 7.Legal Counsel Report 8.Board of Directors' Comments AD J O U RN P LEAS E NO T E: Materials related to an item on this agenda s ubmitted to the Board after dis tribution of the agenda packet are availab le fo r pub lic ins p ectio n in the District's o ffic e lo cated at 31111 G reens p o t R d., Highland , during normal bus ines s ho urs. Also, s uc h d o cuments are available on the District's website at www.eastvalley.org subject to staff's ability to pos t the doc uments before the meeting. P urs uant to G overnment C o d e S ec tio n 54954.2(a), any reques t for a d is ab ility-related modific ation or ac commodation, inc luding auxiliary aid s o r s ervic es , that is s o ught in order to p artic ip ate in the above- agendized p ublic meeting s ho uld be d irected to the District C lerk at (909) 885-4900 at leas t 72 ho urs prior to said meeting. R ecommended b y: Jo hn Mura G eneral Manager/C EO R espec tfully sub mitted: Jus tine Hendric ksen District C lerk B O AR D AGE N D A S TAF F R E P ORT Agenda Item #2.a. Meeting Date: January 9, 2019 C ons ent Item To: G o verning Board Memb ers F rom: G eneral Manager/C EO Subject: Approve Directo rs ' fees and expens es for Dec emb er 2018 R E C O MME N D AT IO N: Approve the G o verning Board Memb ers ’ fees and exp ens es for Dec emb er 2018. B AC KGR O UN D / AN ALYS IS : T he Board has ins truc ted s taff to lis t all d irecto r fees and expenses as a s ep arate agenda item to s how full fis c al trans p arency. O nly after Board review and approval will the c o mp ens ation and expens es be paid. AG E N C Y G O ALS AN D OB J E C T IVE S : G o al and O bjec tives I I - Maintain a C ommitment to S us tainab ility, Transparenc y, and Ac c o untability a) P rac tice Trans parent and Ac countab le F is cal Management R E VIE W B Y O T HE R S : T his agenda items has been reviewed by the Ad minis tratio n d ep artment. F IS C AL IMPAC T T he fis c al impac t as soc iated with this agenda item is $4,949.00 whic h is includ ed in the c urrent fis c al b udget. ATTACH M E N TS: Description Type Directors' Expense Reports December 201 8 Backup Material R ecommended b y: Jo hn Mura G eneral Manager/C EO R espec tfully sub mitted: Jus tine Hendric ksen District C lerk B O AR D AGE N D A S TAF F R E P ORT Agenda Item #2.b . Meeting Date: January 9, 2019 C ons ent Item To: G o verning Board Memb ers F rom: G eneral Manager/C EO Subject: Adopt 2019 I R S Mileage R ate R E C O MME N D AT IO N: S taff rec ommend s that the Bo ard ad o p t the s tand ard mileage reimburs ement rate es tablis hed b y I R S for 2019. B AC KGR O UN D / AN ALYS IS : T he s tandard mileage rate fo r b us iness is bas ed o n an annual s tud y o f the fixed and variable c o s ts of o p erating an automobile. T he I R S has anno unced that it will be adjus ting the mileage rates fo r b us iness travel from 54.5 cents to 58 cents p er mile for 2019. T he busines s mileage rate inc reased 3.5 c ents per mile fro m the 2018 rates . In the p as t, the Bo ard has voted to c o nform with the rate at which the Dis trict reimb urs es Directo rs and emp lo yees for Dis trict related miles driven to the s tand ard mileage rate estab lis hed by the I R S . AG E N C Y G O ALS AN D OB J E C T IVE S : G o al and O bjec tives I I - Maintain a C ommitment to S us tainab ility, Transparenc y, and Ac c o untability a) P rac tice Trans parent and Ac countab le F is cal Management R E VIE W B Y O T HE R S : T his agend a item has been reviewed b y the Administration Department. F IS C AL IMPAC T T he fis c al impac t as soc iated with this agenda item is a bud geted expend iture. B O AR D AGE N D A S TAF F R E P ORT Agenda Item #3. Meeting Date: January 9, 2019 To: G o verning Board Memb ers F rom: G eneral Manager/C EO Subject: 2018 Top Inland Emp ire Wo rkplaces P ro gram R E C O MME N D AT IO N: T his rep ort is p ro vided to the Bo ard of Direc tors fo r its informatio n only. No actio n is required. B AC KGR O UN D / AN ALYS IS : In August of 2018, the Dis trict p articipated in the Inland News G ro up’s Top Workp lac es P rogram for the fo urth year. S taff completed anonymous employee engagement s urveys in whic h they res p o nded to s tatements about their wo rkp lace culture, exp erience and lead ership at the District. We were exc ited to s ee that survey partic ipation increased this year from 94% to 97%, with 64 emp lo yees completing the s urvey. In O c tober s taff rec eived a call from Energage info rming us that the Dis tric t was again named a Top Wo rkp lace in the Inland Emp ire, and we were invited to the Top Wo rkplaces Award C eremony o n No vember 29th. T he G eneral Manager/C EO , Direc tor G oodric h, and staff attended the Award C eremo ny held at the R ivers ide C o nvention C enter and were proud to receive an hono rable mentio n award at this well attended event. A District celebration will be held in early s p ring to c ongratulate employees o n ac hieving To p Workp lac e recognition fo r the fourth year in a row. Management will utilize feedb ack rec eived from the survey to cond uc t fo cus gro up meetings with staff at all levels and update our engagement p lan to c oncentrate on areas in need o f improvement. T he H uman R esources D epartment will ensure participation in the 2019 Top Workplaces P rogram and continue to use survey results to actively engage staff and let them know that their opinions and feedback are valued. AG E N C Y G O ALS AN D OB J E C T IVE S : G o al and O bjec tives I I I - Deliver P ublic S ervic e with P urpose W hile Emb rac ing C ontinuo us G rowth c) P ro mote a P o s itive O rganizational C ulture R ecommended b y: Jo hn Mura G eneral Manager/C EO R espec tfully sub mitted: Kerrie Bryan HR /R is k and S afety Manager R E VIE W B Y O T HE R S : T his agenda item has been reviewed by the Ad minis tratio n Dep artment. F IS C AL IMPAC T T here is no fis cal impac t as s o c iated with this item. ATTACH M E N TS: Description Type 2018 To p Workplace P rogram P resentatio n Backup Material January 9, 2019 TOP INLAND EMPIRE WORKPLACES PROGRAM 2018 EMPLOYEE SURVEY •4th Annual Confidential Employee Engagement Survey •Conducted August 2018 •Survey Factors: •Alignment, Connection, Effectiveness, My Manager •Benchmark: Local Government Agencies Throughout U.S. •97% Employee Participation •180 Comments and Improvement Ideas Received OrgHealth™ measures your organization’s long term potential based on four themes from the survey: Organizational alignment Effective execution Meaningful connection with employees Management skills Research shows that employees want to work at companies with great OrgHealth™ above all else. AVERAGE SCORES WorkplaceOVERALL I love my job because… "I am motivated to grow professionally each and every single day. My supervisor encourages creativity within our team and promotes a positive working environment." - an employee in Admin/IT/Finance "I enjoy coming to work, to my other family. We hire the best people. Everyone is so supportive of each other. My boss is always there for me and is flexible when I need time off." - an employee "I am driven to do my very best, I am supported when I need help, rewarded when I succeed any always feel like I am making a difference." - an employee in Admin/IT/Finance "I have the ability to learn and grow in my position. There is never a dull moment, and the people here are like my second family." - an employee in Admin/IT/Finance "It's challenging. It has the flexibility to give me the freedom to do or have an opinion of a different way to do things." - an employee in Engineering/Operations "I am a part of an organization who gives back to the community and genuinely cares about its customers." - an employee in Admin/IT/Finance "I am able to work on my own, but there is always support if i need it. it feels like a family here." - an employee in Admin/IT/Finance "It allows me to grow with in the company. Always teaching us new things in order to progress." - an employee in Engineering/Operations EVWD AREAS FOR IMPROVEMENT Staffing Levels Internal Communication •Customer Service requests additional staff; especially on busy disconnection days – Part-time CSR – Department Enhancements •Enhance communication of District projects and events – Communications Committee – Communication Boards • Breakfast with the Boss Top Workplace Recognition •Top Workplace Award Celebration Held November 29th •807 Organizations participated in the program; 40 Workplaces Recognized at the Event •East Valley Water District Received an Honorable Mention for Small Employer Category 2018 Honorable Mention for Small Employers Congratulations EVWD Employees! EMPLOYEE CELEBRATION •Celebrate Achievement with Staff in the New Year •August 2019 •Conduct 5th Annual Employee Survey B O AR D AGE N D A S TAF F R E P ORT Agenda Item #4. Meeting Date: January 9, 2019 Dis c ussion Item To: G o verning Board Memb ers F rom: G eneral Manager/C EO Subject: S terling Natural R es o urc e C enter P rojec t Update R E C O MME N D AT IO N: T his item is fo r info rmatio n o nly, no actio n is recommended at this time. B AC KGR O UN D / AN ALYS IS : T he S terling Natural R esourc e C enter (S NR C ) experienced tremendo us p rogres s in 2018. F rom s ec uring the S tate R evo lving F und lo an and grants , s electing Balfo ur Beatty as the des ign-b uild p artner, and breaking ground o n the pro ject its elf. T he District c o ntinues to s eek o uts ide funding s o urces. C urrently, the p rojec t is fully funded thro ugh a lo w interes t S tate lo an, and succ es sful award of P rop o s ition 1 and Urb an G reening grants totaling o ver $8 million in fund ing. C o nstruc tio n on the p ro ject has b egun, with exc avatio n und erway. Efforts are b eginning o n the eas tern portio n o f the pro p erty and will b egin o n the wes t in early 2019. S ince the p rojec t is us ing the progressive des ign-b uild mo d el, c o nstruc tion can begin while des ign efforts continue in a c ollab o rative team environment with all o f the p ro ject partners . Effo rts c o ntinue as s c heduled to work through the various regulato ry approvals nec es s ary for the project. T his is anticipated to be an on-going proc es s in tandem with the c o ns tructio n proc es s . C urrent regulatory agencies invo lved in the S NR C inc lude the S tate Water R es ourc es C o ntro l Bo ard Divis io n of Drinking Water, R egio nal Water Q uality C o ntro l Bo ard , S an Bernard ino C o unty F loo d C o ntrol, C ity of Highland, and C ity o f S an Bernard ino . AG E N C Y G O ALS AN D OB J E C T IVE S : G oal and O b jectives I - Implement Effec tive S o lutio ns T hrough Visionary Leadership a) Identify O pportunities to O p timize Natural R esourc es R ecommended b y: Jo hn Mura G eneral Manager/C EO R espec tfully sub mitted: Kelly Malloy Direc tor o f S trategic S ervic es G o al and O bjec tives I V - P romo te P lanning, Maintenanc e and P res ervatio n o f Dis tric t R esources b ) Enhanc e P lanning Efforts that R es p o nd to F uture Demands F IS C AL IMPAC T T here is no fis cal impac t as s o c iated with this item.