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HomeMy WebLinkAboutMinutes - EVWD Board of Directors - 03/18/2015 Approved April 22, 2015 EAST VALLEY WATER DISTRICT March 18, 2015 SPECIAL BOARD MEETING MINUTES The Chairman of the Board called the meeting to order at 10:01 a.m. Director Coleman led the flag salute. PRESENT: Directors: Carrillo, Coats, Coleman, Morales, Shelton ABSENT: Directors: None STAFF: John Mura, General Manager/CEO; Brian Tompkins, Chief Financial Officer; Tom Holliman, Engineering and Operations Manager; Justine Hendricksen, District Clerk; Cecilia Contreras, Senior Administrative Assistant LEGAL COUNSEL: Jean Cihigoyenetche GUEST(s): Members of the public PUBLIC COMMENTS Chairman Morales declared the public participation section of the meeting open at 10:03 a.m. Mr. Mark Bulot, San Bernardino Valley Municipal Water District, invited the Board to participate in a workshop to discuss regional studies that will assist in the coordination of recycled water studies and proposition 1. Mr. Fred Yauger inquired about the current water restrictions from the State Water Resources Control Board and if and when the District will implement the new regulations. Mr. Jim Vassilakos asked the Board a number of questions regarding the Recycled Water Facility including where the plant will be located, will there be any an issues or problems with putting the water back into the ground, and what is the anticipated response from the City of San Bernardino. There being no further written or verbal comments, the public participation section was closed. STAFF PRESENTATION REGARDING THE SUBMISSION OF AN APPLICATION TO THE LOCAL AGENCY FORMATION COMMISSION FOR THE EXPANSION OF SERVICES FOR THE DISTRICT'S PROPOSED WATER RECLAMATION FACILITY Minutes: 03/18/15 cmc The General Manager/CEO reviewed the Reclamation Facility efforts that the Board and District have done up to date including the Sewer Master Plan, a feasibility analysis that included three potential options: 1) rehab the lines and the sewer facility to San Bernardino, 2) rehab the lines to San Bernardino for the current flow that goes to the treatment plant and construct a facility for the future development, or 3) construct a treatment facility and capture all the flows in the District and separate from the City of San Bernardino. The District's Legal Counsel provided an overview of a latent authority; that the authority currently states that the District collects sewer and transports it to San Bernardino to be treated as recycled water; that a proposed Resolution will be submitted to LAFCO for consideration; after submission LAFCO would hold its own public hearing. He stated that the final decision to submit this Resolution will be brought back to the Board on April 22. Information only. ADJOURN TO PUBLIC HEARING AT 10:14 AM BOARD DISCUSSION There was no discussion from the Board. PUBLIC COMMENTS Ms. Jody Scott stated that she supports the Reclamation Facility one hundred percent; that the reason the City of Highland was founded was that they wanted to become self- sufficient and have local control. She stated that this project will provide growth and prosperity for the city and she fully supports it. Mr. Fred Yauger stated that he is on board with the project one hundred percent especially after listening to the presentation from Mr. John Husing regarding the economic impacts. Mr. Yauger suggested the District should provide more information on its website for community support and participation. Chairman Morales closed the Public Hearing at 10:18 am. CONSIDER ADOPTING RESOLUTION 2015.05 - A RESOLUTION AUTHORIZING AND APPROVING AN APPLICATION TO BE SUBMITTED TO THE LOCAL AGENCY FORMATION COMMISSION Chairman Morales stated that tabling the Resolution until April 22 will allow others to provide input on the two part process and full transparency. M/S/C (Coats-Coleman) that the Board table Resolution 2015.05 until April 22, 2015. 2 Minutes: 03/18/15 cmc CONSIDER ADOPTING RESOLUTION 2015.06 - A RESOLUTION CHANGING DISTRICT ALL MAIL BALLOT ELECTIONS TO NOVEMBER POLLING ELECTION The General Manager/CEO stated that the District is considering adjusting how elections occur for the Board of Directors and that this is a request from the Registrar of Voters. The District's Legal Counsel stated that current elections are held through an all-mail ballot process and that a request from the Registrar of Voters to change the process to a November polling election. He stated that the District's Board of Directors has the authority to change the process without going to the voters for approval. The General Manager/CEO stated that the cost calculations were not provided at this time; that the Registrar of Voters charges a percentage based on per capita; and with other agencies moving to polling elections the District's costs would increase dramatically and the District could be one of the only agencies left on the all-mail ballot. Director Coleman questioned the cost of the elections and asked if any outreach was done to request agencies to remain on the all-mail ballot election. Director Shelton hopes that there is something that can improve voter turnout. Vice Chairman Coats stated that he is not happy with having to do this last minute but feels that the District has to move forward with this. Chairman Morales stated that the District has virtually no options available other than to change the election cycle in order to provide cost saving measures to rate payers. M/S/C (Coats-Shelton) that the Board adopt Resolution 2015.06. Chairman Morales requested that item #6 be discussed after items #7, #8, and #9. GENERAL MANAGER/CEO REPORTS The General Manager/CEO stated that the April 22 public hearing will allow an increase in participation; that the request to reorder agenda items will provide staff time to rearrange the room for a workshop setting to discuss the Strategic Initiatives. LEGAL COUNSEL REPORT No report at this time. BOARD OF DIRECTORS COMMENTS Director Coleman stating that changing the election process is historic and he hopes there will be more potential candidates involved. 3 Minutes: 03/18/15 cmc Director Carrillo offered his appreciation to staff for preparing and providing information for his very busy Sacramento trip last week; he would also like to encourage constituents to be a part of the March 25 public hearing. Vice Chairman Coats concurred with Director Carrillo's comments and asked rate payers to attend the public hearing and provide input so that the Board can make an informed decision. Chairman Morales stated that the Board appreciates and encourages public participation at all of its meetings. The Board took a recess at 10:35 am. The Board returned back into open session at 11:09 am. CONSIDER REVISIONS TO THE DISTRICT'S MISSION STATEMENT AND DISTRICT STRATEGIC PLAN (AGENCY IDEALS AND ORGANIZATIONAL ENDEAVORS) The General Manager/CEO reviewed the strategic planning process and decisions that need to be made; that this process is creating a new reality for the District. He stated that the previous goals and objectives that were created have been very successful. He explained how the District's supervisors and management staff met in February to re- evaluate the documents and discussed where we want to be, where we want to go, and what we can achieve in the future. The documents provided cover a description of who the District is and what we want to become, a definition of Core Values, Strategic Plan, a new Vision Statement, Agency Ideals, and Organizational Endeavors. The Directors and staff went through each item and made changes as necessary. Director Coleman stated that he is glad he was part of the process and to help make EVWD a better organization that will grow and prosper. Vice Chairman Coats stated that the District needs a new roadmap and these items will help with that. Director Carrillo stated that he appreciates how the District got to this place and that he believes the more people involved the better the results will be. Chairman Morales thanked everyone for their level of discussion and that this meeting far exceeded his expectations. He also stated he is excited about what the future will bring for East Valley Water District. The General Manager/CEO stated that these items will be brought to the Board for adoption at the first regular Board meeting in April. 4 Minutes: 03/18/15 cmc Information only. The Board took a break at 12:15 pm. The Board returned to regular session at 1:23 pm CLOSED SESSION The Board entered into Closed Session at 1:23 p.m. as provided in the Ralph M. Brown Act Government Code Sections 54957 and 54957.6(a) to discuss the items listed on the agenda. ANNOUNCEMENT OF CLOSED SESSION ACTIONS The Board returned to open session at 3:03 p.m. The items listed on the agenda were discussed in closed session with the following action being taken: With respect to item #10 - No reportable action taken. With respect to item #11 - No reportable action taken. ADJOURN The meeting adjourned at 3:03 p.m. a s Morales, Jr., Chairman Lt it John J. Mura, ecretary 5 Minutes: 03/18/15 cmc 1 1