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HomeMy WebLinkAboutAgenda Packet - EVWD Board of Directors - 09/11/2019REG ULA R BO A RD MEET IN G September 11, 2019 - 5:30 P M 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 August 2019 I N F ORMAT I O N AL I T E MS 3.Smart Meter Portal (A MI) Presentation D I SC U SSI ON AN D P O SSI B L E AC T I O N I T E MS 4.C onsider Guaranteed Maximum Price (G MP) of Wastewater Digester for Sterling Natural Resource C enter 5.Review and Approve Access Control and Remote Access Policies RE P O RT S 6.Board of Directors' Reports 7.General Manager/C EO Report 8.Legal Counsel Report 9.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: S ep tember 11, 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 August 2019 R E C O MME N D AT IO N: S taff rec ommend s that the Bo ard ap p ro ve the G overning Bo ard Members' F ees and Expenses fo r Augus t 2019. 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 item 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 $6,243.60 whic h is includ ed in the c urrent fis c al b udget. ATTACH M E N TS: Description Type Directors' Expense Reports August 2019 Backup Material SMART METER PORTAL September 11, 2019 SMART METER (AMI) PORTAL •Accessible Through the District’s Utility Billing Portal •No additional cost to customers •Usage Information •Access to hourly, daily, and monthly usage •Compare Usage to the Weather •Identify and Set Alerts for Leaks •May help customers stay within their water budget •Ability to Set Daily Water Usage Alerts •Custom Account Alerts 2 HOURLY USAGE CHART 3 DAILY USAGE CHART 4 MONTHLY USAGE CHART 5 TRADITIONAL METER ACCOUNTS •Utility Billing Portal Will Remain the Same •Continued Access to Their Current Year and Previous Year Water Usage •Additional Portal Features Will Become Active After Their Meter Has Been Upgraded 6 ENHANCED CUSTOMER SERVICE •Tyler Smart Card Notifications •Staff can generate a report of leak alerts sent to customers •Ability to reach out to customers who are not registered for alerts •“Impersonate” Feature •Allows customer service to view what the customer is seeing •Private banking information remains hidden to the representative 7 B O AR D AG E N D A S TAF F R E P O RT Agenda Item #4. Meeting Date: S eptember 11, 2019 Disc ussion Item To: G overning Board Members F rom: G eneral Manager/C EO Subject: C onsider G uaranteed Maximum P ric e (G MP ) of Was tewater Digester for S terling Natural R es ourc e C enter R E C OMME N D AT ION: S taff rec ommends that the Board of Directors authorize the inc orporation of co-diges tion into the projec t sc ope of the S terling Natural R es ourc e C enter for the amount not to exceed $32,917,000 to inc lude: 1. Authorize the G eneral Manager/C EO to execute a c ontract amendment with Balfour Beatty for a not-to- exceed price of $12,687,000 for additional design-build services to provide an anaerobic diges tion sys tem as part of the S NR C ; 2. Authorize the G eneral Manager/C EO to execute a sole-source contrac t with Anaergia for a not-to- exceed price of $20,230,000 for engineering s ervic es and equipment related to the anaerobic diges tion sys tem. 3. Authorize the use of up to $1,417,000 in Dis tric t F unds whic h may inc lude res erves, c apacity fees , and/or operating revenues. B AC KG R OUN D / AN ALYS IS: T he S terling Natural R esource C enter has s et out to “Make Every S o urc e a R es ource,” with maximum flexibility and c o s t effic ienc ies through the p ro gressive des ign-build metho d . T his p ro curement metho d fos ters a team environment b etween the c o ntracto rs , design team, and the Dis tric t to cons id er opportunities to enhance the p ro ject to better serve the community further into the design proc es s than in a traditio nal des ign-bid-build project. S ince approving the original G uaranteed Maximum P ric e in O cto b er 2018, the p ro ject team has identified the potential of advanc ed technology planned for the site to incorporate on-s ite energy generation. T his ad d itional element not o nly benefits the p ro jec t, b ut a broader range of ind ividuals . Digester technology had always been contemplated fo r the S terling Natural R esource C enter, but the fac ility alo ne wo uld not produc e enough electricity to offset the additio nal c o s ts. With the new fo und und ers tand ing that the s o lid was te community has a respons ibility to find alternative dis pos al methods of organic was te rather than landfills the potential fo r co-diges tion d eveloped. T his p ro ject enhanc ement will inc lude c o -d iges tio n of slud ge produced during the wastewater treatment proc es s with high-grade food was te fro m the regio n to produce three megawatts of elec tric ity. T hree megawatts can p o wer the equivalent o f 1,950 ho mes . T he renewable resource would offset the entire energy needs of the fac ility and c ontribute to the electrical grid. In order to maximize this opportunity, a cooperative effort is needed between the existing Balfour Beatty design and c o ns truc tion team and the additio n o f Anaergia Tec hno lo gies , LLC (Anaergia). T hrough this collaboration the c ollective team has developed a c omprehens ive G MP that reflects the added c os ts of the propos ed diges ter project enhancements inc luding ad d itional elements such as d es ign services, diges ter tanks , permitting, and biogas fueled engine-generators . Balfour Beatty would continue s erving as the c o ntracto r for the S terling Natural R es o urc e C enter and would ensure that this phase integrates into the exis ting cons truction s chedule. Anaergia wo uld then be respons ib le fo r the design and proc urement of co-diges tion related equipment. Implementing a competitive bidding proc es s in this c as e wo uld not b e prac tic ab le given their unique proprietary tec hnology utilized in the omnivore d igesters with p re-thickening and the ammo nia removal and recovery s ystem. T heir O mnivore™ high s olids Anaero b ic Digestio n tec hno lo gy inc reas es diges tion c ap acity compared to conventional d igesters in the s ame footprint. O mnivo re d igesters are well s uited to co-diges t external organic waste s treams to generate additio nal energy. Additio nally, the firm’s s ubs idiary, F ib rac as t, is provid ing the wastewater treatment memb ranes enhanc ing the reliab ility of p ro cess compatib ility. Anaergia’s integrated s olutions us e p ro p rietary tec hno lo gies to d ewater, thus reducing bios olids vo lumes and inc reas ing divers ion from land fills . T he end product has the potential to be trans fo rmed into a high quality, marketab le fertilizer produc t. G iven that Anaergia p ro vides a uniq ue ability to deliver a turn-key s ystem using uniq ue propriety technology without the exc es s ive use of s ub-c o ntracto rs , the Dis tric t is reques ting to enter into a sole-source contrac t directly with them, whic h res ults in an es timated s avings o f approximately $2 million in additio nal adminis trative fees and mark-ups. T his is permissible b y the District’s statutory autho rity and c o nsistent with the adopted P rocurement P olic y. Ultimately, the p ro ject enhancement would c o s t $32,917,000, with $12,687,000 assigned to Balfour Beatty and $20,230,000 to Anaergia. T he timing o f the current p ro ject p res ents a uniq ue opportunity to maximize the inc entives availab le fo r s ites that generate electricity. T he S tate o f C alifornia o ffers a program where eligible eq uipment need ed fo r the generation o f energy c an rec eive a sales tax exc lusion. S inc e was tewater treatment is what p ro d uc es the material used in the generato rs , mo s t of the eq uipment to be p urc hased for the p ro jec t wo uld be eligible for the s ales tax exc lusion, for an es timated s avings o f $3.5 millio n. If the Dis tric t were to opt for the c o mp letion o f this element in a later p has e, it wo uld mis s out o n the savings o f equip ment purchas ed during the initial phas e of cons truction. It is als o imp o rtant to note, that entities who are allo tted sales tax revenues, such as the C ity of Highland and C o unty of S an Bernardino will s till receive their p o rtion through the program funding rather than from the Dis tric t’s vendors . R enewable energy is als o a p rio rity fo r the S tate of C alifo rnia and encouraging self-generatio n p ro jec ts like the one propos ed at the S NR C are key. T hro ugh this p ro gram, energy c o mp anies offer cons tructio n inc entives that are b as ed o n the energy o utp ut. T he District p artic ip ated in this p ro gram for the rec ently c ommis s ioned hydroelectric turbine at P lant 134. T he potential incentive for the S NR C would be approximately $3 million. Additionally, c o -d iges tio n creates new opportunities to o ffs et operatio nal costs , thro ugh a combination of tipping fees , energy use offset, and energy sales. T here may b e ad d itional o p p o rtunities to us e the material which remains after energy generation to produce fertilizer. T his wo uld b e ano ther opportunity to enhance s ustainability of the project and ability to engage with res idents of this area. Incorporation o f the diges ters is a valuable investment for the community. In o rd er to p ro d uc e three megawatts of electricity, the facility will take on mo re o f an indus trial look on the east s id e o f the property, but will have architec tural d etails inc o rp o rated to enhanc e the look. T he projec t s tand s by the c o mmitment that there will not be unpleasant o d o rs impac ting the surro und ing neighb o rhood. T he wes t s id e of the property will s till p ro vide a visually appealing loc ation for the residents. T his projec t c o ntinues to id entify new opportunities to s erve the community and enhance the operational s ustainability. With the expertis e of the design b uild team inc luding Balfour Beatty, Arc ad is , Helix Elec tric , R uhnau C larke Architec t, Anaergia, and District staff this p ro ject enhanc ement c an s upport the p ro jec t mis s ion and Dis tric t’s vision. Dis tric t s taff will continue to purs ue alternative funding s o urc es to further offs et the c os ts of this project. AG E N C Y G O ALS AN D O B J E C T IVE S : G oal and O bjec tives I - Implement Effective S olutions T hrough Visionary Leaders hip a) Identify O pportunities to O ptimize Natural R esources G oal and O bjectives I V - P romote P lanning, Maintenance and P res ervation of District R esources a) Develop P rojec ts and P rograms to Ensure S afe and R eliable S ervices R E VIE W B Y O T HE R S : T his agenda item has been reviewed by the executive management team and Legal C ouns el. F IS C AL IMPAC T T he S NR C P rojec t is included in c urrent the C apital Improvement P rogram and is sc heduled to be funded over multiple fis cal years. ATTAC H M EN TS: Description Type Digester G M P P resentation P resentation Proposed Project Enhancement: Anaerobic Digestion 2 Project Overview The use of Progressive Design Build allows for the consideration of design enhancements while maintaining the original project schedule. 3 Process Map 4 Project Sustainability 5 Construction Funding Opportunities How this Impacts GMP 6 B O AR D AGE N D A S TAF F R E P ORT Agenda Item #5. Meeting Date: S ep tember 11, 2019 Dis c ussion Item To: G o verning Board Memb ers F rom: G eneral Manager/C EO Subject: R eview and Ap p ro ve Acc es s C o ntro l and R emo te Ac c es s P olic ies R E C O MME N D AT IO N: S taff rec ommend s the Bo ard of Direc tors (Bo ard ) review and appro ve the R emo te Ac c es s and Ac c ess C o ntro l P olic ies . B AC KGR O UN D / AN ALYS IS : T he Dis tric t s tores a variety of d ata in multiple enterprise s ys tems us ed by staff and cons ultants to c onduct their b usines s o p eratio ns. T he inherent level of risk varies bas ed on the s ys tem and data b eing ac cessed. Ac ces s control addresses ho w authorizations to enterp ris e s ystems and d ata are s tructured to p rovid e adequate levels of control to mitigate thes e ris ks . T he attached polic ies are intended to ens ure the unders tand ing o f ho w acc es s to the Dis tric t’s s ystems are granted, along with communicating the control processes us ed to enhanc e the Dis tric t’s c ybersec urity p osture. T he s c op e of the polic y ap plies to all Distric t s taff, autho rized users, and thos e working on b ehalf o f the Distric t. Unautho rized ac cess to the Distric t’s s ys tems and data could lead to the dis tribution o f s ensitive info rmation, mo netary damage, and d is rupt b us iness o p eratio ns. S imilar to o ther p o lic ies with a high imp ac t o f p o tential cons eq uenc es , staff s ought guidanc e fro m information tec hnology c o ns ultants , National Ins titute of S tandards and Tec hnology, and S ANS Ins titute in d evelo p ing a p olic y fo r the Bo ard ’s c ons id eration. 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 V - P romo te P lanning, Maintenanc e and P res ervatio n o f Dis tric t R esources a) Develop P ro jec ts and P ro grams to Ens ure S afe and R eliable S ervices R E VIE W B Y O T HE R S : T his agenda item has b een reviewed b y Exec utive Management and the F inanc e and Human R es o urc es C ommittee. R ecommended b y: Jo hn Mura G eneral Manager/C EO R espec tfully sub mitted: Brian Tomp kins C hief F inancial O ffic er F IS C AL IMPAC T T here is no fis cal impac t as s o c iated with this agend a item. ATTACH M E N TS: Description Type Remote Access P o lic y Backup Material Access Control P o lic y Backup Material EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Remote Access Policy Original Approval Date: Last Revised: Policy No: Page 1 of 3 Purpose The purpose of this policy is to define standards, procedures, and restrictions for connecting to the District’s internal networks from an external network via remote access technology. The District’s resources must be protected from unauthorized use and/or malicious attack that could result in loss of information, damage to critical applications, disruption of services, and loss of revenue. Scope This policy applies to all authorized users that includes full-time staff, part-time staff, contractors, and other agents who access the District’s data and networks through District- owned or personally -owned computers. Employment at the District does not automatically guarantee the granting of remote access privileges. Remote access is defined as any connection to the District’s network and/or other applications from off -site locations. This policy applies to a ny and all work performed for the District on District or personally - owned computers through a remote access connection of any kind. Work may include, but is not limited to, virtual private network (VPN), remote desktop applications, databases, servers, email correspondence, web browsing, Intranet resources, and any other District application used over the Internet. District resources include corporate data, computer systems, networks, databases, and other digital systems. Policy It is the responsibility of any authorized user of the District with remote access privileges , to ensure that their remote access connection remains as secure as the network access within the office to protect District resources (i.e. data, computer systems, networks, databases, etc.). It is imperative that any remote access connection used to conduct District business be utilized appropriately, responsibly, and ethically. Therefore, the following rules must be observed: EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Remote Access Policy Original Approval Date: Last Revised: Policy No: Page 2 of 3 A. Authorized users agree not to disclose their passwords to anyone consistent with the guidelines of the District’s Password Policy. B. All remote computer equipment and devices used for business interests, whether personal or District-owned, must display reasonable physical security measures. Computers will have an antivirus software installed that is deemed necessary by the District’s Information Technology (IT) department. C. Any remote connection that is configured to access the District’s resources must adhere to the authentication requirements of the District’s IT department. In addition, all hardware security configurations (personal or District-owned) must be approved by the District’s Information Technology department. D. Authorized users will make no modifications of any kind to the remote access connection or network settings without the express approval of the District’s IT department. E. Authorized users with remote access privileges must ensure that their computers are not connected to non-District network s while connected to the District’s network via remote access, with the exception of Internet connectivity. F. Use of Internet access through District networks via remote connection for the purpose of illegal transactions, harassment, or obscene behavior is not permitted in accordance with the Access Control Policy. G. If a District-owned computer or related equipment used for remote access is damaged, lost, or stolen, the authorized user will be responsible for notifying their manager and District’s IT department immediately. H. In order to maintain system security, the authorized user agrees to immediately report to their manager and District’s IT department any incident or suspected incidents of unauthorized access and/or disclosure of Distr ict resources, databases, networks, etc. I. The authorized user agrees to and accepts that his or her access and/or connection to the District’s networks may be monitored to record dates, times, duration of access, etc., in order to identify unusual usage patterns or other suspicious activity. As with in-house computers, this is done in order to identify accounts/computers that may have been compromised by external parties. EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Remote Access Policy Original Approval Date: Last Revised: Policy No: Page 3 of 3 J. MFA may be required for cloud-based applications and to establish all VPN connections to encrypt and provide secure access to a remote computer over the Internet. Multi -Factor Authentication (MFA) is a method of computer access control in which an authorized user is granted access only after successfully presenting multiple separate pieces of evidence to an authentication mechanism – typically at least two of the following categories: knowledge (something they know), possession (something they have), and inherence (something they are). A District issued or personally -owned smart phone is typically used to satisfy the “possession” authentication mechanism. K. Determination of remote access authorization will be at the discretion of the IT department and the individual’s Supervisor. EAST V ALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Access Control Policy Original Approval Date: Last Revised: Policy No: Page 1 of 3 Purpose The purpose of this policy is to maintain an adequate level of security to protect the District’s data and information systems from unauthorized access. This policy defines the rules necessary to achieve this protection and to ensure a secure and reliable operation of the District’s information systems. Scope This policy applies to all authorized users that includes District employees, including full- time staff, part-time staff, contractors, and other agents who utilize District or personally - owned computers to access data, information systems, files, and communications systems of the District. Policy A. Only authorized users are granted access to information systems and are limited to specific defined, documented, and approved applications, and levels of access rights. Computer and communication system access control is to be achieved via user IDs that are unique to each individual user to provide individual accountability. B. Authorized users (remote or internal), accessing networks and systems, must be authenticated and adhere to the District’s Password Policy. C. Authorized users will only receive access to networks, files, applications, and information systems specifically authorized to them. 1. The District will follow the principle of least privilege to grant access. Authorized users will only receive access to the minimum applications and privileges required to perform their job duties. D. All workstations used to conduct business activity, no matter where they are located, must use an access control system approved by the Information Technology department. In most cases this will involve password-enabled screen-savers with a time-out-after-no-activity feature and a power on password prompt. 1. Active workstations are not to be left unattended for prolonged periods of time, where appropriate. When an authorized user leaves a workstation, that EAST V ALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Access Control Policy Original Approval Date: Last Revised: Policy No: Page 2 of 3 authorized user is expected to lock their workstation or properly log out of all applications and networks. 2. Where appropriate, inactive workstations will be reset after a period of inactivity. Authorized users will then be required to re-log on to continue usage. This minimizes the opportunity for unauthorized users to assume the privileges of the intended user. 3. Automated mechanisms may be used to ease the use of this process. E. A process to create, deactivate, and delete user accounts must be in place. This process allow s for the assignment or removal of access rights for authorized users to all systems and technology services. F. System access controls will be applied to all information systems based on its data classification to ensure that it is not improperly disclosed, modified, deleted, or rendered unavailable. G. Periodic reviews of user access rights and use of accounts are to be conducted by the Information Technology department or other department depending on their type of system or data classification. H. Upon separation with the District, user access rights will be revoked. 1. The District will employ automated processes here to remove temporary accounts after a determined amount of time. A similar automated process will exist for disabling inactive accounts. 2. The District will also t erminate any accounts deemed to present a potential high risk to District operations. I. A limit of unsuccessful log -ons will be enforced and an automatic account lock will be enabled. J. Time and date of log -ons and account changes will be appropriately recorded and monitored. K. Remote access to the District’s networks, applications, information systems, files, and data must conform to the District’s Remote Access Policy. EAST V ALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Access Control Policy Original Approval Date: Last Revised: Policy No: Page 3 of 3 L. Logging and audit trails will be applied to information systems, communications systems, files, and data. The level of logging and audit trails will vary based on regulatory requirements, compliance requirements, and cybersecurity initiatives. Logging and audit trails shall record, at a minimum, the access time and user account. M. The District will enact separation of duties to decrease abuse of privileges. N. Authorized users are prohibited from gaining unauthorized access to any other information systems, communications systems, files, and data not granted to them.