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Home My WebLink AboutMinutes - EVWD Board of Directors - 05/25/20161 Minutes 5/25/2016 smg Approved June 22, 2016 EAST VALLEY WATER DISTRICT May 25, 2016 REGULAR BOARD MEETING MINUTES The Chairman of the Board called the meeting to order at 4 :30 p.m. PRESENT:Directors: Carrillo, Coats, Morales, Shelton, Smith ABSENT:None STAFF:John Mura, General Manager /CEO ; Brian Tompkins, Chief Financial Officer; 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 : 3 1 p.m. There being no written or verbal comments, the public participation section was closed. APPROVAL OF AGENDA M/S/C (Shelton -Carrillo ) that the May 25 , 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 549 56 . 9 ( d ) ( 1 ) to discuss the item (s) listed on the agenda. THE BOARD RECONVENED THE MEETING AT 5:30 P.M. M s . N a v a r r o led the flag salute. ROLL CALL PRESENT: Directors: Carrillo, Coats, Morales, Shelton, Smith 2 Minutes 5/25/2016 smg ABSENT: None ANNOUNCEMENT OF CLOSED SESSION ACTIONS With respect to Item #2: No reportable action taken. With respect to Item #3: No reportable action taken. PRESENTATION OF DISTRICT PROGRAM VIDEOS Ms. Malloy, Public Affairs/Conservation Manager presented the new District videos that are on the East Valley Water District's website. PUBLIC COMMENTS Chairman Coats declared the public participation section of the meeting open at 5 :45 p.m. There being no written or verbal comments , the public participation section was closed. APPROVE THE APRIL 20, 2016 SPECIAL BOARD MEETING MINUTES M/S/C ( Smith-Shelton ) that the Board approve the April 20 , 2016 special board meeting minutes as submitted. APPROVE THE APRIL 27, 2016 REGULAR BOARD MEETING MINUTES M/S/C ( Smith-Shelton ) that the Board approve the April 27, 2016 regular board meeting minutes as submitted. APPROVE THE APRIL 29, 2016 SPECIAL BOARD MEETING MINUTES M/S/C ( Smith-Shelton ) that the Board approve the April 29, 2016 special board meeting minutes as submitted. APPROVE THE RETAINER AGREEMENT BETWEEN EAST VALLEY WATER DISTRICT AND JC LAW FIRM FOR LEGAL SERVICES M/S/C ( Smith-Shelton ) that the Board approve the Retainer Agreement between East Valley Water District and JC Law Firm for legal services. DROUGHT UPDATE Ms. Malloy, Public Affairs/Conservation Manager , presented a brief drought update to the Board and stated that conservation reduction levels for the month of April were at 18% and cumulative water conservation levels were at 22% when compared to 2013. She reviewed the emergency proclamation that Governor Brown issued on May 9 th to 3 Minutes 5/25/2016 smg the current emergency executive order; stating that all restrictions remain in full effect with a few modifications, which will remain in place until January 2017; that on May 18 th the State Water Resources Control Board took action stating that local agencies will work with water wholesalers to base conservation needs locally; that each water district will be self-certifying their own conservation requirements. Ms. Malloy stated that the t urf removal program was the most effective conservation program and is contributing to the cumulative reduction in water; that District staff w ill continue to reach out to customers concerning conserving water. Ms. Malloy also summarized t he Conservation Commission Committee’s purpose and items discussed at past meetings. The General Manager/CEO addressed the concerns of the Board regarding conservation certifications ; he stated that J une 1 st is the date adjustments by the Governor will take effect and that the District will work with wholesale partners in the region to adopt the same percentage number as all of agencies use the same water source supply; that he looks forward to setting local conservation goals. Information only. PROFESSIONAL SERVICES CONTRACT FOR THE ADVANCED METER INFRASTUCTURE (AMI) IMPLEMENTATION The General Manager/CEO d iscussed the purpose of the AMI project and stated the convenience , technology and benefits provided to ratepayers by installing the new meters; that the District received a $ 2 million grant , which saves ratepayers costs of the project . He stated that the District r eceived five proposals which were evaluated by internal staff and interviews were scheduled with three of the contractors; that District staff chose Equarius for the project and are confident they will exceed expectations. He also stated t hat this is a p hase d-in project and the District expects to completely revamp the system over next three to five years. Director Morales stated that this project has been in the works for some time and he is looking forward to the benefits the project will offer to ratepayers. Director Shelton stated that this is an exciting project. Chairman Coats stated that he looks forward to moving on the implementation of the project. M/S/C ( Carrillo -Shelton) that the Board award the professional services contract for the Advanced Meter Infrastructure (AMI) to Equarius Waterworks. BOARD OF DIRECTORS’ REPORTS Director Smith reported on the following: he attended a North Fork Shareholders Special meeting where the budget was discussed and he also attended an East Valley Water District Special meeting on May 18th where revenue projections were discussed. 4 Minutes 5/25/2016 smg Director Shelton reported on the following: she attended the Water Education Foundation event in San Diego where she toured Mission Trails Regional Park and the old mission dam, Anderson Seed Company, and the Claude "Bud" Lewis Carlsbad Desalination Plant. Director Morales reported on the following: o n May 17 th he attended the San Bernardino Water Board meeting where they discussed the Sterling Natural Resource Center and also discussed rate setting; that on May 19 th and 20 th he attended the Water Education Foundation Tour in San Diego and he found the tour to be extremely informative and reflective on the projects going on at East Valley Water District. Vice Chairman Carrillo reported on the following: on May 18 th he attended the Special m eeting at District headquarters where the budget was discussed and last week he attended the North Fork Special Shareholders meeting; in addition he joined a conference call with the ACWA Legal Affairs C ommittee regarding the Clean Water Act and how it may be relevant to the Sterling Natural Resource Center; he also thanked Mr. Wayne Brown for hosting a Community Conversation where the General Manager/CEO gave a presentation on the state of the water to neighbors. Chairman Coats reported on the following: on May 19 th and 20 th he attended the Water Education Foundation Tour in San Diego where he visited various facilities pertaining to water reclamation and recycling and felt it was very informative. Information only. GENERAL MANAGER/CEO REPORT The General Manager /CEO reported on the following: on May 19 th he attended a Community Conversation hosted by Mr. Wayne Brown where he provided information in regards to the Sterling Natural Resource Center; that last week he took a tour with State and Federal regulators , who are reviewing the District’s SRF funding applications and approving permits pertaining to the Sterling Natural Resource Center . He also gave a brief update on the Upper Santa Ana Water Resources Association (USAWRA) meeting , which was held last week, stating that letters will be sent to al l members informing them of the dissolution of the agency to let them know that they will no longer be holding meetings due to low attendance. The General Manager/CEO announced upcoming events: June 1 st - the District will be holding a Special Meeting to review the FY 2016-17 proposed budget. June 8 th - the District will be holding a Public Hearing at its regularly scheduled board meeting to consider adopting the 2015 Urban Water Management Plan. June 21st - the annual North Fork tour is scheduled. June 23 rd - the District will be hosting an “Activ e Shooter Awareness ” class presented by the San Bernardino County Sheriff’s Department. 5 Minutes 5/25/2016 smg Information only. LEGAL COUNSEL REPORT No reports at this time. BOARD OF DIRECTORS’ COMMENTS Director Smith thanked District staff for being exceptional and available when needed, especially Mr. Peng, Information Technology Supervisor, for helping him with his computer issues. Director Shelton thanked Ms. Malloy and staff for the presentation of the District ’s videos. Chairman Coats closed the meeting with the following statement, “ H elp insure your water future by supporting the Sterling Natural Water Resource Center”. Information only. ADJOURN The meeting adjourned at 6:29 p.m. ___________________________ Ronald L. Coats, Board President __________________________ John J. Mura, Secretary