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Home My WebLink AboutMinutes - EVWD Board of Directors - 07/13/20161 Minutes 7/13/2016 smg Approved August 10, 2016 EAST VALLEY WATER DISTRICT July 13, 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 ABSENT: Director Smith 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 4:31 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 July 13, 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 54957.6(a) and 54956.9(d)(1) to discuss the item(s) listed on the agenda. THE BOARD RECONVENED THE MEETING AT 5:30 P.M. Mr . Tompkins led the flag salute. 2 Minutes 7/13/2016 smg ROLL CALL PRESENT: Directors: Carrillo, Coats, Morales, Shelton ABSENT: Director Smith ANNOUNCEMENT OF CLOSED SESSION ACTIONS With respect to Item #2: No reportable action taken. With respect to Item #3: No reportable action taken. With respect to Item #4: No reportable action taken. With respect to Item #5: No reportable action taken. PUBLIC COMMENTS Chairman Coats declared the public participation section of the meeting open at 5 :31 p.m. There being no written or verbal comments, the public participation section was closed. APPROVE THE JUNE 8, 2016 REGULAR BOARD MEETING MINUTES M/S/C (Shelton-Carrillo) that the Board approve the June 8, 2016 regular board meeting minutes as submitted. APPROVE THE JUNE 22, 2016 REGULAR BOARD MEETING MINUTES M/S/C (Shelton-Carrillo) that the Board approve the June 22, 2016 regular board meeting minutes as submitted. DIRECTORS’ FEES AND EXPENSES FOR JUNE 2016 M/S/C (Shelton-Carrillo) that the Board approve the Directors’ fees and expenses for June 2016 as submitted. ACCEPT AND FILE THE FINANCIAL STATEMENTS AS OF, AND FOR THE PERIOD ENDED, MAY 31, 2016 M/S/C (Shelton-Carrillo) that the Board accept and file the financial statements as of, and for the period ended, May 31, 2016 as submitted. 3 Minutes 7/13/2016 smg ADOPT RESOLUTION 2016.15 ADDING DELIQUENT NON-PAID CHARGES TO ANNUAL TAXES LEVIED UPON THE PROPERTY FOR WHICH THE CHARGES ARE DELINQUENT AND UNPAID M/S/C (Shelton-Carrillo) that the Board adopt Resolution 2016.15. DISBURSEMENTS M/S/C (Shelton-Carrillo) that the General Fund Disbursements #247619 through #247891 which were distributed during the period of May 1, 2016 through May 31, 2016, bank drafts and ACH Payments in the amount of $4,884,566.29 and $323,938.19 for payroll and benefit contributions, totaling $5,208,504.48 be approved. AUDITOR COMMUNICATION LETTER IN CONFORMITY WITH STATEMENT ON AUDITING STANDARDS (SAS) 114 M/S/C (Shelton-Carrillo) that the Board accept and file the auditor communication letter from the audit firm of Van Lant & Fankhanel, LLP, in conformity with Statement on Auditing Standards (SAS) 114. ACCEPTANCE OF THE CITY OF RIVERSIDE QUITCLAIM DEED M/S/C (Shelton-Carrillo) that the Board approve the quitclaim deed offered by the City of Riverside for APN 0278-101-38. MEMORANDUM OF UNDERSTANDING SIDE LETTER OF AGREEMENT BETWEEN THE EAST VALLEY WATER DISTRICT AND THE SAN BERNARDINO PUBLIC EMPLOYEES ASSOCIATION TEAMSTERS LOCAL 1932 AND RESOLUTION 2016.17 ESTABLISHING COMPENSATION AND BENEFIT PRACTICES FOR NON-REPRESENTED EMPLOYEES The HR/Risk and Safety Manager explained the benefits to the District and employees of moving from a Flexible Benefit Plan to a Percentage Based Employer Contribution Plan (PBECP); she stated that this would go into effect January 2017. She stated that staff is also recommending a 2% Cost of Living Adjustment (COLA) for eligible full-time employees to maintain competitive market salaries and offset recent increases in health care costs. M/S/C (Carrillo-Morales) that the Board approve the Side Letter of Agreement between East Valley Water District and the San Bernardino Public Employees Association Teamsters Local 1932 and adopt Resolution 2016.17. ADOPT RESOLUTION 2016.16 ESTABLISHING THE EMPLOYMENT STATUS OF DESIGNATED CATEGORY SPECIFICATIONS AND PROVISIONS The HR/Risk and Safety Manager provided an explanation regarding the decision to elevate the vacant position of Engineering Manager to Director of Engineering and 4 Minutes 7/13/2016 smg Operations; that with the District’s aggressive Capital Improvement Project Program, a candidate with higher qualifications was necessary. She stated the vacant position of Director of Engineering and Operations be classified as an at-will employee due to the unique amount of collaboration with the General Manager/CEO. M/S/C (Morales-Shelton) that the Board adopt Resolution 2016.16. FY 2016-17 CONTRACT AGREEMENT BETWEEN EAST VALLEY WATER DISTRICT AND ANTHONY’S IRRIGATION The Assistant General Manager gave a brief update to the Board regarding renewing the direct install Weather-Based Irrigation Controller (WBIC) program contract agreement with Anthony’s Irrigation; that due to current drought conditions and continued conservation mandates it would benefit the District to renew the contract; that approximately 400-500 controllers can be installed with the requested budget. He stated that the District received great feedback from customers who have had the WBIC installed during the last fiscal year. The General Manager/CEO responded to a question by Director Morales regarding the procurement process. M/S/C (Carrillo-Shelton) that the Board authorize the General Manager to execute a new service agreement with Anthony’s Irrigation for the Direct Installation Weather-Based Irrigation Controller Program for FY 2016-17. BOARD OF DIRECTORS’ REPORTS Director Shelton reported on the following: on June 23rd she attended Active Shooter Training presented by the San Bernardino County Sheriff’s Department and on July 5th she attended the San Bernardino Valley Municipal Water District’s board meeting where they approved an audit for the State Water Project. Director Morales reported on the following: on June 23rd he attended Active Shooter Training presented by the San Bernardino County Sheriff’s Department; on June 28th he attended the Finance & Policy Committee meeting where they discussed financial items in depth; on June 29th he attended the Highland Chamber of Commerce event held at the District; he participated in giving an East Valley Water District facility tour to County Flood Control Administrative officers; he sat in on a legislative meeting with the East Valley Association of Realtors where he gave an update on the Sterling Natural Resource Center; he stated that he participated in public outreach of the Special District’s Association with Chairman Coats; and he attended the City of San Bernardino Water Commissioners board meeting. Vice Chairman Carrillo reported that he had no meetings to report outside of the District. 5 Minutes 7/13/2016 smg Chairman Coats reported on the following: on June 27th he attended the Engineering & Operations Committee meeting where they discussed the quitclaim deed from the City of Riverside and the 2013 Wastewater Collection System Improvement Plan; on July 4th he attended the Highland Chamber of Commerce Community parade where he drove the District’s ’54 Chevy during the holiday parade; and on July 5th he attended the San Bernardino Valley Municipal Water District’s board meeting. Information only. GENERAL MANAGER/CEO REPORT The General Manager/CEO reported on the following: that the Board will be receiving information regarding the regular annual audit and fraud prevention; he gave the Board an update on the Pumalo Project; he stated that a calendar of events has been provided to each board member; and he thanked the Assistant General Manager and staff for keeping things running smoothly at the District while he was on vacation. The General Manager/CEO informed the Board of upcoming events: • July 16th there will be a free community workshop, “Creating a Beautiful Outdoor Space is Easier than You Think”, held at the District. • July 19th he will be giving a Budget Based Rate Presentation to the Board of Directors of Indian Wells Water District. • July 25th at 2:30 p.m. - Engineering & Operations Committee Meeting. • July 26th at 3:30 p.m. - Finance & Policy Committee Meeting. • July 28th at 6:00 p.m. - Community Open House at the Sterling Natural Resource Center site. Information only. LEGAL COUNSEL REPORT No reports at this time. BOARD OF DIRECTORS’ COMMENTS Director Shelton commended the Highland Chamber of Commerce on their event held at the District and on the Fourth of July parade. Director Morales stated points that stood out to him during his ride along with the District’s sewer cam crew and praised staff on their willingness to share information with each other. He praised the Assistant General Manager and staff on a great job during the absence of the General Manager/CEO. Chairman Coats took a moment of silence to honor the Dallas Police Officer shooting victims. He stated that he attended a sewer demonstration hosted by staff and that it 6 Minutes 7/13/2016 smg was some of the best two hours that he ever spent at the District, that it was very educational. He closed the meeting with the following statement, “Help insure your water future by supporting the Sterling Natural Resource Center”. Information only. ADJOURN The meeting adjourned at 6:03 p.m. ___________________________ Ronald L. Coats, Board President __________________________ John Mura, Secretary