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Home My WebLink AboutMinutes - EVWD Board of Directors - 05/11/20161 Minutes 5/11/2016 smg Approved June 22, 2016 EAST VALLEY WATER DISTRICT May 11, 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; Shayla Gerber, 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 ( Morales -Smith ) that the May 11 , 2016 agenda be approved as submitted. CLOSED SESSION The Board entered into Closed Session at 4 : 3 1 p.m. as provided in the Ralph M. Bro wn Act Government Code Sections 54957.6(a) to discuss the item listed on the agenda. THE BOARD RECONVENED THE MEETING AT 5:30 P.M. M r . K i e l led the flag salute. ROLL CALL PRESENT: Directors: Coats, Morales, Shelton, Smith 2 Minutes 5/11/2016 smg ABSENT: Director: Carrillo ANNOUNCEMENT OF CLOSED SESSION ACTIONS With respect to Item #2: No reportable action. PUBLIC COMMENTS Chairman Coats declared the public participation section of the meeting open at 5 :32 p.m. Mr. Fred Yauger , President of East Highlands Ranch Homeowners Association, thanked the General Manager/CEO and staff for encouraging and assisting East Highlands Ranch (EHR) in converting over 2 00 ,000 square feet of parkway into water efficient landscapes; that EHR recently received approval from the City of Highland Planning Commission to begin the project. Mr. Scott Olso n , resident of San Bernardino, shared his concerns regarding changes in the new charter, Title 5A , the proposed change in boundaries and how they may effect customers of East Valley Water District. He asked that legal counsel review the new charter amendments. There being no further written or verbal comments the public participation section was closed at 5:40 p.m. DISBURSEMENTS M/S/C (Shelton-Smith) that the General Fund Disbursements #247134 through #247425 which were distributed during the period of March 1, 2016 through March 31, 2016, bank drafts and ACH Payments in the amount of $ 2 , 977 , 652 . 88 and $3 54 , 115 . 43 for payroll and benefit contributions, totaling $3,331,768.31 be approved. DIRECTORS’ FEES AND EXPENSES FOR APRIL 2016 M/S/C (Shelton-Smith) that the Board approve the Directors’ fees and expenses for April 2016 as submitted. ACCEPT AND FILE THE FINANCIAL STATEMENTS AS OF, AND FOR THE PERIOD ENDED, MARCH 31, 2016 M/S/C (Shelton-Smith) that the Board accept and file the financial statements as of, and for the period ended, March 31, 2016 as submitted. CONSIDERATION FOR THE PURCHASE OF TWO GENERATORS FOR EMERGENCY PREPAREDNESS 3 Minutes 5/11/2016 smg The General Manager/CEO presented information to the Board as to why they should consider purchasing two generators for emergency preparedness; that staff identified gaps and needs for improvement in the emergency preparedness plan; that many of the District’s cu rrent generators are not complia nt with energy resource standards. He stated that staff solicited public bids and , as a result, determined the low bid der was with Johnson Cat. M/S/C ( Morales-Shelton ) that the Board of Directors approve a purchase order in the amount of $333,332 to Johnson Cat for the purchase of two standby generators. CONTRACT AMENDMENT FOR ANTHONY'S IRRIGATION, CONTRACTOR FOR THE WEATHER BASED IRRIGATION CONTROLLER PROGRAM The General Manager/CEO asked the Board to consider an amend ment to the contract with Anthony’s Irrigation by providing additional funding to the program in order to provide more customers with weather based irrigation controllers ; he stated that the direct-install weather based irrigation controller program is one of the District’s most successful conservation programs; that there is not enough m oney in the current contract to provide applicants with controllers; that o ver 180 custom ers applied for the program which has exceeded expectations; that this is a turnkey operation and an easy way for ratepayers to save money. The General Manager/CEO commended Anthony ’s Irrigation on being true partner s and that they represent East Valley Water District well by providing world class public service. Director Morales verified whether or not the request for additional funds in accordance with the District’s purchasing policy; the General Manager/CEO replied that it does comply with the procurement policy. Director Shelton is proud of the District’s outreach and ratepayers who took advantage of the direct install weather based irrigation controller program. Chairman Coats stated that he had a weather based irrigation controller installed by Anthony’s Irrigation and he was very satisfied with their service. M/S/C ( Shelton-Morales ) that the Board authorize the General Manager /CEO to amend the contract with Anthony’s Irrigation to allow for additional weather based irrigation controller installations. BOARD OF DIRECTORS’ REPORTS Director Smith reported on the following: last week he attended ACWA’s conference in Monterey where he attended two sessions that he found interesting: a panel on budget based rates and an attorney’s program about capturing storm water. Director Shelton reported on the following: on May 1 st – 3 rd she attended the ACWA conference where she attended the following sessions: “The Greying of the Workforce”, “What the Drought is doing to Our Forest” and a finance program presented by the District’s General Manager/CEO. 4 Minutes 5/11/2016 smg Director Morales reported on the following: on May 1 st – 3 rd he attended the ACWA conference where he received updates in regards to energy, le gal and federal affairs, groundwater, water management and water quality. Chairman Coats reported on the following: on May 1 st – 3 rd he attended the ACWA conference and is honored that East Valley Water District was asked to present at two of the sessions; that he attended a meeting about The California Water Fix ; on April 25 he attended the Engineering/Operations Committee meeting where he received an update on all major activities pertaining to the engineering department. Information Only. GENERAL MANAGER/CEO REPORT The General Manager /CEO reported on the following: that on May 3 rd the District hosted a community workshop where Mr. Dwayne Anthony presented information on smart irrigation controllers and efficient irrigation systems; that a special North Fork meeting has been scheduled for May 17 th at 2:00 p.m. to review the annual budget and allocations of water; on May 18 th at 3:00 p.m. the District will be holding a budget workshop to discuss revenue projections; that next Thursday he will be providing information regarding the Sterling Natural Resource Center (SNRC) at a Community Conversation held by an East Valley Water District ratepayer; that tomorrow San Bernardino Valley Municipal Water District (SBVMWD) and EVWD staff will be meeting with State Regulators . He stated that SBVMWD and EVWD will continue to move forward with the SNRC project despite the lawsuit. Information only. LEGAL COUNSEL REPORT Legal Counsel gave a brief report to the Board re garding to a lawsuit similar to the one East Valley Water District is facing with the Sterling Natural Resource Center , the Cadiz project; he stated that the Environmental Impact Report (EIR) was challenged and the courts found it to be adequate and legally sufficient and the project will move forward; he is optimistic that East Valley Water District will obtain a similar resolution. Information only. BOARD OF DIRECTORS’ COMMENTS Director Morales stated that he will be call ing Anthony’s Irrigation and that he is in the market for someone to eliminate his gopher problem. Director Shelton thanked the public for attending the board meeting. 5 Minutes 5/11/2016 smg Director Smith thanked staff for supporting the Walk for Life cancer event that will take place this Saturday at the Highland Community Park and encouraged the audience to attend. Chairman Coats thanked the public for attending the board meeting and is proud that the District was asked to present at ACWA. The Chairman closed the meeting with the following statement, “ H elp insure your water future by support ing the Sterling Natural Water Resource Center”. Information only. ADJOURN The meeting adjourned at 6:03 p.m. ___________________________ Ronald L. Coats, Board President __________________________ John J. Mura, Secretary