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Home My WebLink AboutMinutes - EVWD Board of Directors - 04/27/20161 Minutes 4/27/2016 etb Draft Pending Approval EAST VALLEY WATER DISTRICT April 27, 2016 REGULAR BOARD MEETING MINUTES The Chairman of the Board called the meeting to order at 4:30 p.m. PRESENT: Directors: Coats, Morales, Shelton, Smith ABSENT: Director: Carrillo STAFF: John Mura, General Manager/CEO; Brian Tompkins, Chief Financial Officer; Jose Martinez, Assistant General Manager; Justine Hendricksen, District Clerk; Eileen Bateman, Sr. Administrative Assistant LEGAL COUNSEL: Jean Cihigoyenetche GUEST(s): Members of the public PUBLIC COMMENTS Chairman Coats declared the public participation section of the meeting open at 4 :31 pm. There being no written or verbal comments, the public participation section was closed. APPROVAL OF AGENDA M/S/C (Shelton-Smith) that the April 27, 2016 agenda be approved as submitted. CLOSED SESSION The Board entered into Closed Session at 4:31 p.m. as provided in the Ralph M. Brown Act Government Code Sections 54956.9(d)(1) to discuss the item listed on the agenda. THE BOARD RECONVENED THE MEETING AT 5:30 P.M. Ms. Brown led the flag salute. ROLL CALL PRESENT: Directors: Coats, Morales, Shelton, Smith ABSENT: Director: Carrillo 2 Minutes 4/27/2016 etb ANNOUNCEMENT OF CLOSED SESSION ACTIONS With respect to Item #2: No reportable action taken. PUBLIC COMMENTS Chairman Coats declared the public participation section of the meeting open at 5 :32 p.m. There being no written or verbal comments, the public participation section was closed. APPROVE THE APRIL 13, 2016 REGULAR BOARD MEETING MINUTES M/S/C (Smith-Shelton) that the Board approve the April 13, 2016 regular board meeting minutes as submitted. INVESTMENT REPORT FOR QUARTER ENDED MARCH 31, 2016 M/S/C (Smith-Shelton) that the Board accept and file the investment report for the quarter ended March 31, 2016. INVESTMENT POLICY UPDATE AND APPROVAL OF RESOLUTION The Chief Financial Officer provided a report of the recommended updates to the Investment Policy including the following: • Policy objectives • Interest rate risk and credit risk • The Investment Portfolio, to ensure ongoing compliance with the guidelines set in the policy • Steps the District will take moving forward with investments M/S/C (Morales-Smith) that the Board accept the updates to the Investment Policy and adopt Resolution 2016.10. LEADERSHIP ACTION ACADEMY The General Manager/CEO stated that the Leadership Academy is a positive program that supports the future of the District; and that each team developed a proposed project that would benefit the District and bring value to the District’s constituents. Mr. Boylin provided a brief overview of the Leadership Academy, which included presentation skills, problem solving, active listening, managing conflict, managing change, emotional intelligence, and goal setting action planning; the assigned projects to enhance skill development, improve productivity/efficiency and customer relations. 3 Minutes 4/27/2016 etb Ms. Cales, Customer Service Supervisor and Mr. Paredes, Accounting Supervisor presented an overview of their project including the following: providing flexible payment options through convenient locations throughout the district, organizational impact, goals of the project, sample outreach efforts, translation of savings and proposed implementation process. The General Manager/CEO commended Ms. Cales and Mr. Paredes on their presentation and expressed how proud he is of the program, all the participants and the projects that were presented during the Leadership Academy. Director Morales congratulated staff on the projects that were developed and noted that this is a prime example of the culture here at East Valley Water District and looks forward to amazing things from all participants in the future. He thanked everyone for looking out for the community’s best interest. Director Shelton expressed her appreciation for a wonderful presentation and the efforts that went into the completion of the project. Director Smith was interested in the idea process of the project and thanked staff for their efforts. Chairman Coats congratulated staff for thinking out of the box; he stated that this is what makes East Valley Water a world-class organization by looking for ways to do things more effectively and efficiently. Information only. CONTRACT AMENDMENT FOR ENVIRONMENTAL SCIENCE ASSOCIATES (ESA), EIR CONSULTANT FOR THE STERLING NATURAL RESOURCE CENTER The General Manager/CEO reviewed the proposed contract amendments with ESA for SRF funding requirements, which include additional studies associated with the EIR to secure funding; and stated that if the contract amendments are approved, they will be presented to San Bernardino Valley Municipal Water District for final approval. M/S/C (Morales-Shelton) that the Board authorize the General Manager/CEO to recommend a contract amendment for Environmental Science Associates to San Bernardino Valley Municipal Water District for providing services for conducting various studies for a Biological Assessment report. BOARD OF DIRECTORS’ REPORTS Chairman Coats reported on the following: on April 15th he attended the Ad-Hoc Committee on Recycled Water where they discussed updates for the Sterling Natural Resource Center; on April 18th he attended the ASBCSD meeting that was hosted by East Valley Water District regarding Strategic Board Communication and Building a Brand; on April 25th he attended the Engineering and Operations Committee Meeting and on April 4 Minutes 4/27/2016 etb 26th he attended the Ad-Hoc Committee meeting regarding the Sterling Natural Resource Center. Director Smith reported on the following: on April 26th he attended the Finance & Policy Committee meeting where they reviewed the investment reports and employee policy updates. Director Shelton reported on the following: on April 18th she attended the ASBCSD meeting hosted by East Valley Water District where Mr. Mura presented information regarding techniques on building an identifiable brand and Ms. Gilhuly of CV Strategies presented Strategic Board Communications; April 25th she attended the Engineering and Operations Committee meeting where they discussed the District’s activity to date and information that will be utilized for the budget and promotion of a sustainable water supply. Director Morales reported on the following: On April 14th he attended a meeting regarding long-term water use; on April 15th and 26th he attended the Recycled Water Ad-Hoc Committee meeting at Valley District and on April 19th he met with the San Bernardino Water Board of Commissioners where they discussed supplemental water rates in addition to the current supplemental rate increase set to take place this year and they also discussed setting up a workshop in May. Information Only. GENERAL MANAGER/CEO REPORT The General Manager/CEO reported on the following: that he will be attending a meeting on Friday to discuss funding opportunities for the Sterling Natural Resource Project with Doug Headrick and Dan Newton; he will be presenting information on the District’s efforts to improve infrastructure to the Rotary club of San Bernardino North; that the District will be presenting two sessions at the ACWA’s fall conference regarding Budget Based Rates and the Implementation Process as well as East Valley Water District’s Succession Planning Efforts; on Friday a Special Meeting will be is scheduled for communication training; North Fork will have a Special Meeting on May 17th; the District hosted the ASBCSD meeting on April 18th and received many positive comments regarding the presentations. He also stated that the District will be hosting a number of free community workshops with various conservation topics over the next few months. Information only. LEGAL COUNSEL REPORT No reports at this time. BOARD OF DIRECTORS’ COMMENTS Director Smith encouraged everyone to attend the Conservation Workshop on May 3rd at 9 a.m. He thanked Mr. Milroy and Mr. Williams for exemplifying the District’s 5 Minutes 4/27/2016 etb commitment to the community in their assistance with the Relay for Life on May 14th at the Highland Community Center. Director Shelton reiterated that the District has demonstrated its commitment to the community in that a reporter from the New York Post contacted East Valley Water District regarding our conservation efforts and budget based rates. Director Morales stated that Mr. Mura provided an excellent ACWA update. Chairman Coats acknowledged that today is Administrative Assistants Day and expressed his appreciation to Ms. Bateman, Ms. Gerber, and Ms. Contreras for their support and for the fantastic job that they do for the District. The Chairman closed the meeting with the following statement, “Help insure your water future by supporting the Sterling Natural Water Resource Center”. Information only. ADJOURN The meeting adjourned at 6:22 p.m. _________________________ Ronald L. Coats, Chairman __________________________ John J. Mura, Secretary