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HomeMy WebLinkAboutMinutes - EVWD Board of Directors - 07/08/2015 Approved July 22, 2015 EAST VALLEY WATER DISTRICT July 8, 2015 REGULAR BOARD MEETING MINUTES The Chairman of the Board called the meeting to order at 5:31 p.m. Director Shelton 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 111 PUBLIC COMMENTS Chairman Morales declared the public participation section of the meeting open at 5:33 pm. Mr. Fred Yauger shared the communication that is ongoing between the District and East Highlands Ranch; that the District provided him with a list of landscape contractors; that he has taken the information along with the drought information received from the Districts Conservation Coordinator and put an article together in the East Highlands Ranch newsletter; that this newsletter reaches 2400 homes. Mr. Yauger also stated that he has been sending out email blasts to their homeowners who have signed up, which is approximately 1 ,000, in regards to the conservation workshops that the District has been having. There being no further written or verbal comments, the public participation section was closed. APPROVAL OF AGENDA M/S/C (Coats-Shelton) that the July 8, 2015 agenda be approved as submitted. APPROVE THE JUNE 10, 2015 REGULAR BOARD MEETING MINUTES M/S/C (Coats-Carrillo) that the Board approve the June 10, 2015 regular board meeting minutes as submitted. Minutes: 07/08/15 cmc ADMINISTRATIVE POLICIES 1. PERFORMANCE MANAGEMENT PLAN 2. COMPENSATION PROGRAM M/S/C (Coats-Carrillo) that the Board approve the Administrative Policies for the Performance Management Plan and the Compensation Program as submitted. RESOLUTION 2015.18 - ESTABLISH THAT THE ASSISTANT GENERAL MANAGER'S EMPLOYMENT WITH EAST VALLEY WATER DISTRICT SHALL BE ON AN "AT-WILL" BASIS M/S/C (Coats-Carrillo) that the Board adopt Resolution 2015.18. DIRECTORS' FEES AND EXPENSES FOR JUNE 2015 M/S/C (Coats-Carrillo) that the Board approve the Directors' fees and expenses for June 2015. ADOPT THE EAST VALLEY WATER DISTRICT ADMINISTRATIVE POLICIES Et PROGRAMS MANUAL The Human Resources/Risk and Safety Manager presented to the Board the culmination of staffs efforts over the past three years on enhancing the workplace policies and programs that are in line with the District's vision and core values; that this manual will serve as an overall umbrella that holds all policies and programs that are adopted to date; and it will allow existing and new employees to easily access policies and programs; that this manual includes 29 policies that are in place including those required by the State and Federal law. Director Coleman inquired into the information listed in the Investment Guidelines. The General Manager/CEO stated that this agenda item is to formally adopt the format of the Policy and Program Manual, and the policies included have been previously adopted by the Board. He also stated that the Investment Policy is reviewed on an annual basis and will be brought back to the Board for review at a future meeting. M/S/C (Shelton-Coats) that the Board adopt the East Valley Water District Administrative Policies Et Programs Manual as submitted. AUTHORIZE THE DISTRICT TO ENTER INTO AN AGREEMENT FOR CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES FOR THE PLANT 134 BOOSTER STATION UPGRADE AND PLANT 134 "GETAWAY" CAPACITY UPGRADE PROJECT IN THE AMOUNT OF $174,000 TO ARCADIS USA, INC. The Engineering and Operations Manager stated that this item is to award a contract for the construction management of the Plant 134 booster station upgrade and the Plant 134 "getaway" capacity upgrade; that this is a complicated project that is running in 2 Minutes: 07/08/15 cmc conjunction with Valley District's project for the turnout for state project water; that having construction managers on these projects assists with the project coordination. The General Manager/CEO stated that Arcadis was also the construction managers on the Plant 143 project. M/S/C (Coleman-Coats) that the Board authorize the District to enter into an agreement for construction management and inspection services for the Plant 134 Booster Station Upgrade and Plant 134 "Getaway" Capacity Upgrade project in the amount of $174,000 to Arcadis USA, Inc. INFORMATION TECHNOLOGY STRATEGIC PLAN UPDATE AND PRESENTATION The Chief Financial Officer provided background information on the process of the strategic plan; that this plan started from the ground up including the hiring of an IT Manager; that the process included satisfaction surveys and plans for what needs to be completed. The IT Manager presented the Strategic Plan to the Board. He presented the objectives which included stabilizing and improving information systems, technology, infrastructure, and service delivery, identifying required initiatives to realize operational efficiencies and compliance, creating an information technology project timeline which includes 30 projects spread over five years, and to provide recommendations for governance to maintain the execution of the Strategic Plan. He stated that IT Service Satisfaction Surveys were conducted to focus on service and solutions; that NexLevel Information Technology conducted interviews of District management to generate the needs and how to meet expectations and then exceed these expectations. The IT Manager reviewed the timeline with the Board stating that in the FY 2015/16, there are nine projects to be completed; that a Technology Steering Committee will be formed to ensure the effective and efficient use of technology and in line with the District's top priorities; and that there will be a periodic review and update of the progress of the IT strategic plan. The General Manager/CEO stated that the IT Strategic Plan will be reviewed and revised on an annual basis in coordination with the budget. Information only. DEVELOPMENT STATUS UPDATE AND PRESENTATION The General Manager/CEO stated that when the Sewer Master Plan was adopted, it stated that there were serious deficiencies in the District's system; that given the drought and future developments being planned in our service area, there is a misunderstanding of the District's obligations, property rights of developers and how this drought is affecting current and future growth; that this discussion is much needed in how the District is approaching future development; that how the District devises agreements that ensures that existing rate payers are not supporting the future development; and that developers pay their fair share. 3 Minutes: 07/08/15 cmc The Engineering and Operations Manager provided an update on projects that Will-Serve letters are currently issued for; that a Will-Serve letter is a document from a utility agency that states when your project is approved by the City, we are your utility provider; the letter states the requirements from the District, and is an acknowledgement letter not a contract. In addition, they need to buy into the existing infrastructure and pay to build any additional infrastructure needed to provide service to the development. He stated that once a project is completed and the fees are paid, the District will then install water meters, and it is at that time is when a development becomes part of the District; that if a project is greater than 500 homes, a water system assessment must be completed and currently there are three projects that are in need of this assessment. The Engineering and Operations Manager stated that the District provides our water demands to the Regional Water Planners and that information is derived from the approved land uses of the community we serve; we take that information and submit it to the regional water planners where they make the determination of the water supply that is available and then the District incorporates that into the Regional Water Management Plan; that the District is in several conversations with developers about future projects before a Will-Serve letter would be provided. The General Manager/CEO expressed that an important component of our District is the Regional Water Master Plan which is done regionally with Valley District taking the lead; that water planners at the state review our water numbers and make sure that the District is not making commitments to developers that it cannot supply; that when the Integrated Regional Water Master Plan is adopted, developers are aware of how much water this District can supply; that the District cannot deny projects due to the drought if they been properly vetted and approved because of the Integrated Regional Water Master Plan. Chairman Morales stated that the Plan is a regional plan and it is unfortunate that a negative tactic is being used in the news that development should be halted due to the drought. Information only. BOARD OF DIRECTORS REPORTS Director Carrillo had no reports at this time. Director Coleman reported on the following: he attended the retirement party for a staff member; he thanked everyone for their thoughts and prayers as he is recovering from his stay in the hospital. Vice Chairman Coats reported on the following: he attended the USAWRA meeting on June 26 where a discussion took place on the support of legislative bills and an update on the drought impact. 4 Minutes: 07/08/15 cmc Director Shelton reported on the following: she participated in the Highland Fourth of July parade and it was fun to have people in the crowd shouting that they were conserving. Chairman Morales reported on the following: he attended an ACWA region 9 meeting to plan for the upcoming September meeting. Information only. GENERAL MANAGER/CEO REPORTS • DROUGHT UPDATE Ms. Kelly Malloy, Public Affairs/Conservation Manager, provided an update to the Board regarding the drought. She reviewed the State drought map and stated that this is the first time that the entire state is experiencing an extreme drought; that the monthly reporting is due to the state by the 15th of each month in order to be included in the state wide reporting and the District is keeping up with the changing guidelines for reporting. Ms. Malloy informed the Board that the District had to use its first General Manager Executive Authority to take action to maintain construction restrictions; that the District is working to maintain fair and consistent construction guidelines with the residential guidelines; that for construction sites there is no daytime watering allowed, no run off, and no watering down the dust on the street. The General Manager/CEO reported on the following: acknowledge Susan Longville who was in the audience for her work on the Regional Water Management Plan; that the 2015 elections will be conducted at polling locations along with the General Election on November 3, with three seats up for election at that time, candidate filing period is from July 13 through August 7, and there is additional information posted on the District's website; that the "Conservation in Progress" lawn signs are being distributed to customers in the District who are participating in the turf removal program and that East Highland's Ranch has placed these signs in the median along Baseline Avenue; the District will be hosting a conservation workshop on July 11 with a representative from Toro Company presenting information and demonstrating efficiencies of drip irrigations systems and how they can save water outdoors, and that the District submitted a response to a letter that was published in the Highland Community News. Information only. LEGAL COUNSEL REPORT Nothing to report at this time. Information only. BOARD OF DIRECTORS COMMENTS Director Coleman stated that he was grateful to the IT Manager for being able to reduce the cost of email boxes and is helping the District save money; that he appreciates what 5 Minutes: 07/08/15 cmc the District has done to lower the amount of water being used and that he has lowered his water use by 50 percent. Director Shelton reviewed the customer service numbers from the weekly report that she receives from the General Manager/CEO which include the number of calls received, payments taken and processed, new accounts set up, and average hold time; she stated that these numbers are impressive and thanked everyone for their work on these reports. Director Carrillo stated that it was good news to hear the our District saved 49 percent reduction of water last month and it shows that California is up to the challenge; he also stated that staff should be commended for receiving a two million dollar grant from the Department of Water Resources for the Advanced Metering Infrastructure Pilot Project; that it will help rate payers save money and help us conserve; he praised staff for their efforts in achieving this grant. Vice Chairman Coats commended Ms. Malloy and her staff for the "Pipeline" newsletter and that it is filled with good information on everything going on throughout the District. Chairman Morales commented that it is concerning to hear that the Bunker Hill Basin is at its historical lowest point; that multiple agencies pump water from this basin; that the water that is utilized flows to San Bernardino and then it is placed into the Santa Ana River where it flows south for others to utilize and not retained. He shared that the District is working on a regional group effort to do a better job of having efficiencies in using that water more than once; that we will do what we can to make sure that this project moves forward on a timely manner. He stated that he was one of a number of board members that attended a retirement party for one of the District's employees and that he leaves a sizeable vacancy; that he wanted to properly send him off at the board meeting and congratulated Mike Henderson on his retirement. The Board took a break at 6:41 pm. CLOSED SESSION The Board entered into Closed Session at 6:52 p.m. as provided in the Ralph M. Brown Act Government Code Sections 54956.9(d)(1 ) and 54956.9(d)(2) to discuss the items on the agenda. ANNOUNCEMENT OF CLOSED SESSION ACTIONS The Board returned to open session at 8:13 p.m. The items listed on the agenda were discussed in closed session with the following action being taken: With respect to item #11 - No reportable action. With respect to item #12 - No reportable action. With respect to item #13 - No reportable action. 6 Minutes: 07/08/15 cmc I ADJOURN The meeting adjourned at 8:13 p.m. s ifir . -s Morales, Jr., President hairman of the Board __\iLv\ ____1 John J. Mura, Secret ry I I 7 Minutes: 07/08/15 cmc I I I