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HomeMy WebLinkAboutMinutes - EVWD Board of Directors - 04/08/2015 Approved May 27, 2015 EAST VALLEY WATER DISTRICT April 8, 2015 BOARD MEETING/PUBLIC HEARING MINUTES The Chairman of the Board called the meeting to order at 5:30 p.m. Brownie troop 34 led the flag salute. PRESENT: Directors: Carrillo, Coats, Coleman, Morales, Shelton ABSENT: 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 SUPPLEMENTAL INFORMATION FROM THE GENERAL MANAGER REGARDING AGENDA ITEMS • INTRODUCTION OF NEWLY HIRED EMPLOYEES The General Manager/CEO introduced the District's new employee to the Board. • Stephanie Guida, Public Affairs Specialist PRESENTATIONS Et CEREMONIAL ITEMS • PRESENTATION FROM BROWNIE TROOP 34 REGARDING WATER CONSERVATION The Public Affairs /Conservation Manager introduced Brownie Troop 34; she stated that this troop is working on their Wonders of Water (WOW) badge and drew posters regarding water conservation and presented them to the Board. PUBLIC COMMENTS Chairman Morales declared the public participation section of the meeting open at 5:39 pm. There being no written or verbal comments, the public participation section was closed. Minutes: 04/08/15 cmc APPROVAL OF AGENDA M/S/C (Coats-Shelton) that the April 8, 2015 agenda be approved as submitted. APPROVAL OF ADMINISTRATIVE POLICES M/S/C (Coats-Coleman) that the Board approve the Administrative Policies as submitted. APPROVE THE DIRECTORS' FEES AND EXPENSES FOR MARCH 2O15 M/S/C (Coats-Coleman) to approve the Directors' fees and expenses for March 2015. STAFF PRESENTATION REGARDING PROPOSED RESOLUTION 2015.07 - 2015 UPPER SANTA ANA RIVER WATERSHED INTEGRATED REGIONAL WATER MANAGEMENT PLAN The General Manager/CEO gave an overview of the 2002 Integrated Regional Water Management Planning Act and the process that went into the Upper Santa Ana Watershed Integrated Regional Water Management Plan (IRWMP) in 2007; that this plan was multi-disciplinary and included water, flood control, environmental, and covered the upper Santa Ana River Watershed. He stated that since the plan was adopted, the region has made progress towards meeting the three objectives to improve water supply reliability, protect and enhance water quality, and restore and enhance ecosystems and the environment. He stated that the District is one of sixteen agencies that participated in developing the IRWMP and that the Board should adopt the 2015 IRWMP and the plan would become the District's plan and indicate that the Board supports the goals contained the plan. Information only. OPEN PUBLIC HEARING The Chairman of the Board opened the Public Hearing at 5:41 pm. PUBLIC COMMENTS There being no written or verbal comments, the public participation section was closed. CLOSE PUBLIC HEARING The Chairman of the Board closed the public hearing at 5:41 pm. BOARD DISCUSSION There was no Board discussion on this agenda item. 2 Minutes: 04/08/15 cmc ADOPT RESOLUTION 2015.07 - 2015 UPPER SANTA ANA WATERSHED INTEGRATED REGIONAL WATER MANAGEMENT PLAN M/S/C (Coats-Coleman) that the Board adopt Resolution 2015.07. STAFF REPORT REGARDING ORDINANCE 393 The Chief Financial Officer stated that on March 25th the District held a public hearing and passed Budget Based Rates; that Ordinance 393 is the description of procedures and describes the method for calculating water budgets for each customer class; that the drought factor is not included in this ordinance but is built into the billing system which is currently at one hundred percent and can be adjusted when needed with Board approval. The General Manager/CEO stated that this is a forward thinking approach with the drought factor; that the District has already built in a fifteen percent reduction and the District is taking steps to meet with the Governor's executive orders. Information only. OPEN PUBLIC HEARING The Chairman of the Board opened public hearing at 5:46 pm. PUBLIC COMMENTS There being no written or verbal comments, the public participation section was closed. CLOSE PUBLIC HEARING The Chairman closed the public hearing at 5:46 pm. BOARD DISCUSSION Director Coleman inquired about the drought factor and how it would affect rates. The General Manager/CEO provided an explanation of the drought factor and allocations; that currently the billing system is set to one hundred percent allocation and if the District needs to decrease allocations it can be set up to affect indoor or outdoor allocation as needed. Information only. ADOPT ORDINANCE 393 - ESTABLISHING RULES AND REGULATIONS FOR WATER SERVICE, ESTABLISHING A WATER DEPARTMENT, PROVIDING FOR INSTALLATION AND CONNECTION TO DISTRICT WATER MAINS, REGULATING CROSS CONNECTION CONTROL M/S/C (Coats-Shelton) that the Board adopt Ordinance 393. 3 Minutes: 04/08/15 cmc A roll call vote was taken: Vice Chairman Coats voted yes. Director Shelton voted yes. Director Carrillo voted yes. Director Coleman voted yes. Chairman Morales voted yes. STAFF REPORT REGARDING PROPOSED ORDINANCE 388 AND BOARD OF DIRECTOR'S EXPENSE REIMBURSEMENT POLICY The General Manager/CEO stated that back in 2014, an Ad-Hoc Policy Committee was formed to draft a Board Handbook and discuss best practices for the Board; and the Chairman and Vice Chairman were on the committee. The Chairman discussed the items that the committee reviewed which included best practices, AB1234, reporting mandates, encouraging a culture of higher excellence and stated that this was a three pronged approach; 1. Conduct board education, 2. Adopt a public embraced Board Handbook which is the road-map to achievement, and 3. All Board members be certified through the CSDA Leadership Academy. He stated that this was the last step towards formally adopting the polices and that this is a culmination of the processes taken. Information only. OPEN PUBLIC HEARING The Chairman of the Board opened the public hearing at 5:57 pm. PUBLIC COMMENTS There being no written or verbal comments, the public participation section was closed. CLOSE PUBLIC HEARING The Chairman closed the public hearing at 5:57 pm. BOARD DISCUSSION Vice Chairman Coats stated that this information is black and white, no ambiguity and will hold Board members to a higher ethical standard and he was glad to be a part of it. Director Coleman had a number of questions and would like clarifications on specific verbiage in the document. Chairman Morales and the District's legal counsel responded to Director Coleman's inquiries. 4 Minutes: 04/08/15 cmc Director Carrillo thanked leadership for drafting these documents. Director Shelton thanked the committee for their efforts. Vice Chairman Coats stated that there is no such thing as a perfect document, that its always changing and he is happy with it. Information only. ADOPT ORDINANCE NO. 388 - ESTABLISHING COMPENSATION, BENEFITS, AND AUTHORIZING REIMBURSEMENT OF EXPENSES AND ESTABLISHING TRAINING REQUIREMENTS FOR THE BOARD OF DIRECTORS AND APPROVAL OF BOARD OF DIRECTORS EXPENSE REIMBURSEMENT POLICY M/S/C (Shelton-Carrillo) that the Board adopt Ordinance 388. A roll call vote was taken. Director Shelton - Yes Director Carrillo - Yes Vice Chairman Coats - Yes Director Coleman - No Chairman Morales - Yes ADOPT THE UPDATED DISTRICT VISION, CORE VALUES, VISION STATEMENT AND AGENCY IDEALS AND ORGANIZATIONAL ENDEAVORS The General Manager/CEO reviewed past development and visions incorporating a host of strategies and commitments to elevate the level of services and involvement in the community; that the strategic initiatives served as the guiding force in all District activities, projects and programs; that over the past few months, staff and the Board have re-evaluated priorities. The following guiding principles have been developed: • Core Values • Vision Statement (Designed to replace existing Mission Statement) • Agency Ideals (Designed to replace existing Strategic Initiatives) • Organizational Endeavors (Designed to replace existing Strategic Initiatives Subsets) M/S/C (Coats-Carrillo) that the Board adopt the updated District Vision, Core Values, Vision Statement and Agency Ideals and Organization Endeavors. The General Manager stated that these items will be incorporated with every staff report and that this is the foundation document for the budget. ESTABLISH A RECYCLED WATER AD-HOC COMMITTEE Minutes: 04/08/15 cmc The General Manager/CEO provided an update on the next steps in constructing the recycled water center; that an Ad-Hoc committee should be created to help keep the Board engaged and to be able to respond timely and efficiently as needed. Director Carrillo recommended that the Ad-Hoc committee be made up of the leadership of the Board due to the impact of this project; that he recommends the Chairman and Vice Chairman be appointed to the Ad-Hoc committee. Director Shelton agreed with Director Carrillo's recommendations. Director Coleman stated that he wants to be on the committee; that this item has a tremendous impact on the District. Vice Chairman Coats stated that he understands the importance of getting this plant built and wants this community to be self-sustaining. The General Manager/CEO stated that over the next three to six months, the meetings will be approximately once a week to every other week; that this project will start off intense and ease up after a few months. Chairman Morales agreed with what has been said; that as a starting point, the committee should be made up by the leadership of the Board and as it slows down, then the other board members could participate on the committee. CONSIDERATION AND APPROVAL OF GENERAL MANAGER/CEO PERFORMANCE AWARD Chairman Morales stated that he and Vice Chairman Coats sat on the General Manager Evaluation Ad-Hoc committee. The committee was tasked with evaluation whether the General Manager fulfilled his yearly obligations and met the tenants of his existing contract, and if an incentive is warranted. The Chairman went over the basic goals that were set for the General Manager/CEO; that if these were met then he could receive up to a ten percent performance award; that his recommendation is that the General Manager/CEO fulfilled his obligations and should be awarded the full ten percent. Vice Chairman Coats reviewed the goals and believes that the General Manager/CEO has far surpassed the requirements; and that he agrees with the Chairman's recommendation. Director Carrillo stated that his perspective was different as he is new to the Board; in comparison to other agencies CEO's, Mr. Mura compares and he is very pleased with what he has seen. Director Shelton stated that she sees an amazing value in the District's General Manager/CEO. Director Coleman stated that he is in agreement with the other Board members; that Mr. Mura has accomplished what he was supposed to and then some. 6 Minutes: 04/08/15 cmc M/S/C (Coats-Shelton) that the Board approve the General Manager/CEO Performance Award and the ten percent performance award. Chairman Morales stated that new goals for the General Manager/CEO will be added to a future agenda for review and approval. The General Manager/CEO thanked the Board members and stated that it was a group effort. BOARD OF DIRECTORS REPORTS Director Carrillo reported on the following: he attended the East Valley Association of Realtors legislative committee for an update on the Government mandates, budget based rates, and that the committee is supportive of the District's Recycled Water Facility. Director Coleman reported on the following: he attended the Water Education Foundation meeting and heard presentations on envisioning the need for water with new homes being built, how to mitigate the negative effects of the drought, and the best ways to work with the generational differences; he attended the Emergency Response Network of the Inland Empire Emergency Operations Center training for the policy makers; and attended the Historical Society meeting and was fascinated to learn of all the changes that have taken place. Director Shelton reported on the following: she attended the Emergency Response Network of the Inland Empire Emergency Operations Center training for the policy makers and that it was very informative and was impressed with the work that has been done. Vice Chairman Coats reported on the following: he attended the Historical Society meeting and the presentation on the North Fork Water Company was very informative; he attended the Emergency Response Network of the Inland Empire Emergency Operations Center training for the policy makers. Chairman Morales reported on the following: he attended the Inland Valley Association of Realtors where the District was a presenter; he attended the Emergency Response Network of the Inland Empire Emergency Operations Center training for the policy makers and it was very informative to hear the awareness of the local emergency response plan, resources and interaction with local government. Information only. GENERAL MANAGER/CEO REPORTS • DROUGHT UPDATE Ms. Malloy, Public Affairs/Conservation Manager, provided an update on the current drought status; that this is the beginning of a very long discussion; that the guidelines keep changing from the State Water Board; that the District is actively involved in 7 Minutes: 04/08/15 cmc conference calls with the State; that if the District does not comply with the requirements, we could be cited of $10,000 a day and become unavailable for grant opportunities. Ms. Malloy stated the District is doing outreach with the City of Highland and East Highlands Ranch and is working with neighboring agencies for a more regional approach. The General Manager/CEO reported on the following: the District held a Conservation workshop on March 21sL' the ERNIE group held their Emergency Operations Center training for Policy Makers at the District; the CFO, Fieldman &t Rolapp, and the General Manager/CEO had a rating update conference call with the Fitch rating services and the District holds a AA- rating; that the General Manager/CEO met with the East Valley Board of Realtors and the Highland Senior Centers to present an update on the District; and the 7th Annual Inland Solar Challenge will be held on April 24th - 26th at the Yucaipa Regional Park; the Government Finance Officers Association (GFOA) presented the District with a Distinguished Budget Presentation Award for its budget for fiscal year 2014-15; the District submitted the District's 2013-14 Comprehensive Annual Financial Report for consideration for the GFOA's Certificate of Achievement in Excellence in Financial Reporting; that he will be out of the office on Thursday and Friday but will be available by phone. LEGAL COUNSEL REPORT The District's legal counseling reported on the following: the candidate filing date for the upcoming election begins July 13 through August 7. Information only. BOARD OF DIRECTORS COMMENTS Director Coleman stated that when it came to the possibility of building a sewage treatment plant, he was the one who researched and found the two facilities in Washington and he was not invited to tour the plants; that contrary to the makeup of the Ad-Hoc committee, the Chair and Vice Chair do not have all the brains here; that the makeup of the committees indicates there is no confidence in the other Board members. Director Coleman stated that he is disappointed that other people aren't allowed to participate in moving forward with EVWD on that level. Vice Chairman Coats stated that the next couple years are going to be challenging and he is excited to build a recycled water plant. Chairman Morales stated that he is extremely proud of the GFOA award and it is a credit to everyone involved. He also responded to Director Coleman's comments and stated that this is the reason he was removed as the Vice Chairman of the Board. ADJOURN The meeting adjourned at 7:17 p.m. 8 Minutes: 04/08/15 cmc orates, Jr., Chairman John J. Mura, Secretary 9 Minutes: 04/08/15 cmc I 1 I