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HomeMy WebLinkAboutMinutes - EVWD Board of Directors - 05/27/2015 Approved June 24, 2015 EAST VALLEY WATER DISTRICT May 27, 2015 BOARD MEETING/PUBLIC HEARING MINUTES The Chairman of the Board called the meeting to order at 5:30 p.m. Marty Cihigoyenetche 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; Cecilia Contreras, Senior Administrative Assistant; Eileen Bateman, Senior Administrative Assistant LEGAL COUNSEL: Marty Cihigoyenetche GUEST(s): Members of the public SUPPLEMENTAL INFORMATION FROM THE GENERAL MANAGER REGARDING AGENDA ITEMS No supplemental information at this time. PRESENTATIONS Et CEREMONIAL ITEMS • PRESENTATION OF HONEYWELL PROJECT VIDEO REGARDING ENERGY SAVINGS The General Manager/CEO gave a brief overview of the District's participation in the Honeywell Project. The Public Affairs/Conservation Manager provided a background review of the program which allows energy saving projects to be completed without costs to ratepayers and presented a video that highlighted the District's innovative steps towards this project. PUBLIC COMMENTS Chairman Morales declared the public participation section of the meeting open at 5:35 pm. There being no written or verbal comments, the public participation section was closed. Minutes: 05/27/15 etb APPROVAL OF AGENDA M/S/C (Coleman-Carrillo) that the May 27, 2015 agenda be approved as submitted. APPROVE THE APRIL 8, 2015 REGULAR BOARD MEETING MINUTES M/S/C (Coleman-Carrillo) that the Board approve the April 8, 2015 regular board meeting minutes as submitted. APPROVE THE APRIL 22, 2015 REGULAR BOARD MEETING MINUTES M/S/C (Coleman-Carrillo) that the Board approve the April 22, 2015 regular board meeting minutes as submitted. APPROVE THE MAY 13, 2015 REGULAR BOARD MEETING MINUTES M/S/C (Coleman-Carrillo) that the Board approve the May 13, 2015 regular board meeting minutes as submitted. ACCEPT AND FILE FINANCIAL STATEMENTS AS OF, AND FOR THE PERIOD ENDED, MARCH 31, 2015 M/S/C (Coleman-Carrillo) that the Board accept and file financial statements as of, and for the period ended March 31, 2015. ADOPT RESOLUTION 2015.11 AND NOTICE OF COMPLETION FOR PLANT 40 PHASE I IMPROVEMENTS M/S/C (Coleman-Carrillo) that the Board adopt Resolution 2015.11 and Notice of Completion for Plant 40 phase I improvements. DISBURSEMENTS M/S/C (Coleman-Carrillo) that the General Fund Disbursements #244167 through #244496 which were distributed during the period of April 1, 2015 through April 30, 2015, bank drafts and ACH Payments in the amount of $2,137,386.79 and $310,614.73 for payroll and benefit contributions, totaling $2,448,001 .52 be approved. STAFF PRESENTATION REGARDING STAGE 2 OF THE WATER SUPPLY CONTINGENCY PLAN, PROPOSED RESOLUTION 2015.12, ORDINANCE 395 AND THE DISTRICT'S WATER CONSERVATION REBATE PROGRAM The Public Affairs/Conservation Manager reviewed the Conservation Committee's recommendations to develop long-term solutions for our rate payers and discussed the status of the current drought. She also presented information regarding the State Water Board requirements, recommendations to change current ordinances, enforcing requirements, watering restrictions, available rebate programs, development of new 2 Minutes: 05/27/15 etb UPI programs, and the mandated 28% water reduction use throughout the District in order to 11111 comply with state mandates. The District will continue to provide monthly conservation updates to our community. The General Manager/CEO stated that increasing engagement with the community we will be able to achieve the common goals and meet state mandates. He also stated that if mandates are not met, the District may not be able to receive low interest loans for necessary projects. Information only. OPEN PUBLIC HEARING The Chairman of the Board opened the Public Hearing at 6:36 pm. PUBLIC COMMENTS Members of the public voiced their concerns regarding individual meters in mobile home parks, proposed fines for non-compliance with District ordinances, rental property enforcement and 2013 base year for conservation measures. The public offered their appreciation to Ms. Malloy for the informational presentation and commended the District and their efforts in providing solutions that will assist ratepayers with conservation compliance. The General Manager/CEO addressed comments raised by the public and stated that conservation measures are a necessity and the District will continue outreach efforts with the community. There being no further written or verbal comments, the public participation section was closed. CLOSE PUBLIC HEARING The Chairman of the Board closed the public hearing at 7:21 pm. BOARD DISCUSSION Director Carrillo expressed his appreciation to the public for attending and participating in tonight's meeting and noted that they are all leaders in the community; he stated that the Conservation Committee reviewed state mandates and provided recommendations for a creative approach to reach the 28% water reduction. He also thanked Director Shelton for her efforts on the committee. Director Shelton stated that it is an honor to serve on the Conservation Committee and appreciates the time and effort staff has spent preparing for tonight's presentation. 3 Minutes: 05/27/15 etb Director Coleman stated that the presentation was very informational however, he would like a clearer definition of drought tolerant landscape and inquired about the highway landscaping. DECLARE A CONTINUED WATER SHORTAGE CONDITION, REMAIN IN STAGE 2 OF THE WATER SUPPLY CONTINGENCY PLAN, ADOPT ORDINANCE 395, ADOPT RESOLUTION 2015.12 AND AUTHORIZE THE GENERAL MANAGER/CEO TO EXPAND THE DISTRICT'S WATER CONSERVATION REBATE PROGRAMS M/S/C (Shelton-Carrillo) that the Board adopt Resolution 2015.12 with grammatical corrections. M/S/C (Shelton-Carrillo) that the Board adopt Ordinance 395 with grammatical corrections. A roll call vote was taken: Director Shelton voted yes. Director Carrillo voted yes. Vice Chairman Coats voted yes. Director Coleman voted yes. Chairman Morales voted yes. APPROVE PURCHASE ORDER TO HD WATERWORKS FOR THE PURCHASE OF LARGE OCTAVE WATER METERS IN THE AMOUNT OF $163,261 AND AWARD CONTRACT TO MERLIN JOHNSON FOR THE INSTALLATION OF SAID WATER METERS IN THE AMOUNT OF $93,900 The Engineering and Operations Manager provided a detailed overview of the provisions and replacement process for the water meters; he stated that the new meter system will provide precise measurements of water flow and increased accuracy with billing. The General Manager/CEO stated that a recent study provided information regarding the meter reading system and the improvements needed to upgrade the current system. He provided a brief overview of the District's bid process and stated that the District reviews all bids and awards contracts based on the quality and costs for a value based investment and the District is not obligated to go with the lowest bid. M/S/C (Coats-Coleman) that the Board approve the purchase order to HD Waterworks for the purchase of large octave water meters in the amount of $163,261 and award contract to Merlin Johnson for the installation of said water meters in the amount of $93,900. APPROVE THE GENERAL MANAGER/CEO'S 2015 GOALS AND OBJECTIVES Chairman Morales gave a brief overview of the General Manager/CEO's contract and performance evaluation; he stated that the Ad-Hoc Committee has reviewed suggestions from the General Manager/CEO and developed updated goals and objectives; that the 4 Minutes: 05/27/15 etb goals and objectives for 2015 address and support the District-Wide Agency Ideals and Endeavors. Vice Chairman Coats stated that with the assistance from the General Manager/CEO, they created five goals for Mr. Mura to accomplish this coming year including: • Presenting a District-wide succession plan and prepare for the future needs of the District • Complete items within the General Manager/CEO's authority towards achieving the regulatory and environmental requirements to design and construct the District's Recycled Water Center • Implement budget based rates including conservation programs to support the efficient use of water as directed by the Governor's Drought mandate • Reevaluate and make necessary improvements to the various programs that were implemented over the past three years • Develop a program to achieve official organization distinction such as a Class I Utility form American Water Works Association or similar award. Director Coleman stated that achieving these goals will be beneficial and effective for the District; he thanked the Chairman and Vice Chairman for their efforts in the creation of the goals and objectives. Director Shelton stated that she appreciated all the effort that was put into the development of the goals and objectives and is confident that the General Manager/CEO will meet the expectations of the Board. Director Carrillo commended the Chairman and Vice Chairman for creating the goals and objectives and looks forward to seeing the General Manager/CEO achieving the goals. The General Manager/CEO provided information regarding the Boards' transition to a performance based organization and stated that he is not able to achieve his set of goals and objectives without the assistance of a fantastic staff; that he looks forward to exceeding the expectations and commends the Board for their leadership. M/S/C (Coleman-Shelton) that the Board approve the General Manager/CEO's 2015 Goals and Objectives. BOARD OF DIRECTORS REPORTS Director Carrillo reported on the following: he and Director Shelton attended the Conservation Committee meeting last Friday and discussed state mandates and the District's outreach and approach to the restrictions, he attended the Highland council meeting where they discussed the budget based rate implementation by the District and the San Juan Capistrano Tiered Rates case; he also attended a lunch meeting with Supervisor Ramos' Chief of Staff to discuss the benefits of a Recycled Water Center. Director Coleman reported on the following: he attended the Water Education Foundation program in San Diego where they discussed Proposition 1 and funds available 5 Minutes: 05/27/15 etb for water projects in disadvantaged communities (DAC). He stated that if the District collaborates with disadvantaged communities on projects that there is a possibility of receiving funds from Proposition 1 . Director Shelton reported on the following: she attended the Highland Chamber State of the Community luncheon where they discussed accomplishments and future planning for the community to move forward. She complemented the public for attending the Board meetings; she encouraged everyone to continue their involvement with the community. Vice Chairman Coats reported on the following: he attended the USAWRA committee meeting on May 15th where they discussed legislative and regulatory platforms; on June 1st Valley District will hold a press conference regarding new regulations on water conservation and meeting the conservation requirements to continue to obtain grant funding for projects and a recycled water policy for the region. Chairman Morales reported on the following: on May 14th and this morning he was invited along with the Chief Financial Officer and the General Manager/CEO to speak on a panel of our peers regarding the District's Budget Based Rates and conservation efforts; on the 21st he attended an investment workshop that was set up by the State of California to discuss policy fund utilization; he also attended the City of Highland community update regarding the development patterns of the community. Information only. GENERAL MANAGER/CEO REPORTS • SOCIAL MEDIA UPDATE Ms. Malloy, Public Affairs/Conservation Manager, provided information regarding the Social Media Policy and the implementation of the policy including strategic engagement focused on Facebook, Instagram, and Twitter, additionally future networks will be considered, such as Vimeo, Linkedln, Pinterest, and Hootsuite; she provided the engagement strategy to social media sites, that East Valley Water will be our name for each site and will promote the District's participation with each social media site by the following: website integration, include in all printed materials, CCR article, follow other related groups and share expertise and valuable content on the sites; she reviewed a study that provided the best days and time to post for the most viewable period by the public and the efforts of staff to monitor and evaluate key metrics for the success of public outreach. The General Manager/CEO offered his appreciation to Ms. Malloy and Ms. Guida for the positive impact on the District's brand development and implementing a branding pallet for staff to apply to every document throughout the District. LEGAL COUNSEL REPORT No report at this time. 6 Minutes: 05/27/15 etb BOARD OF DIRECTORS COMMENTS Director Coleman thanked staff for the presentation; he stated that the information he received from the Water Education Program was tremendous for disadvantaged community collaboration and that his goal for attending the meeting was to bring back information to benefit the District. Vice Chairman Coats commended Ms. Malloy and her staff for their efforts and presentations this evening. Chairman Morales thanked everyone for attending the meeting and encouraged the public to continue their involvement with the District. The Board took a break at 8:20 pm. CLOSED SESSION The Board entered into Closed Session at 8:28 p.m. as provided in the Ralph M. Brown Act Government Code Sections 54956.9(d)(1) to discuss the item on the agenda. ANNOUNCEMENT OF CLOSED SESSION ACTIONS The Board returned to open session at 8:39 p.m. The item listed on the agenda was discussed in closed session with the following action being taken: With respect to item #13 - No reportable action taken. ADJOURN The meeting adjourned at 8:40 p.m. James ra es, Jr., Chairman John J. Mura, Secr tary 7 Minutes: 05/27/15 etb I I I