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HomeMy WebLinkAboutMinutes - EVWD Board of Directors - 08/26/2015 Approved October 14, 2015 EAST VALLEY WATER DISTRICT August 26, 2015 REGULAR BOARD MEETING MINUTES The Chairman of the Board called the meeting to order at 5:30 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 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 5:31 pm. The District Clerk stated that Mr. Randal Lewis would like to make a public comment during agenda item #4. Mr. Gil Navarro, San Bernardino Valley Municipal Water District Board Member, stated that he is involved with a program to help students learn about water issues and that he would like to see multiple agencies work together to provide outreach to the community. Monica Serrano, Senior at Arroyo Valley High School, stated that she is attending the board meeting to learn more about water. Matt LeVesque stated that this evening Director Coleman was served with a lawsuit regarding his election ballot statements and comments that had been made which included items regarding the headquarters project and interest rates. He hopes that Director Coleman will consider withdrawing his candidate statement before this process proceeds by September 3. There being no further written or verbal comments, the public participation section was closed. Minutes: 08/'R/15 etb Vo APPROVAL OF AGENDA M/S/C (Coats-Shelton) that the August 26, 2015 agenda be approved as submitted. ACCEPT AND FILE THE FNANICAL STATEMENTS, AS OF, AND FOR THE PERIOD ENDED, JULY 2015 M/S/C (Shelton-Coats) that the Board accept and file the financial statements, as of, and for the period ended July 2015. DISBURSEMENTS M/S/C (Shelton-Coats) that disbursements for Checks #244956 through #245258 which were distributed during the period of July 1, 2015 through July 31, 2015, bank drafts and ACH Payments in the amount of $2,987,777.04 and $526,583.45 for payroll and benefit contributions. Total Disbursements for the period $3,514,360.49 be approved as submitted. RESOLUTION 2015.15 - DAN DAVIS' 25 YEARS OF SERVICE M/S/C (Shelton-Coats) that Resolution 2015.15 be adopted. RICHMOND AMERICAN HOMES - GLENROSE RANCH PRESENTATION The General Manager/CEO introduced Edgar Gomez, Richmond American Homes, to discuss the development in the District. Mr. Edgar Gomez thanked the Board for the opportunity to present information on future development. Mr. Gomez stated that this development is located at the North East corner of Boulder Avenue and Greenspot Road and is for 118 single family detached homes; that they contacted the District and the City of Highland for landscaping recommendations; that weather based irrigation controllers will be installed and the landscape will be mutually maintained by the home owner or the association. Mr. Gomez reviewed the project milestone dates and is expecting to have the first home completed by May or June of 2016. The General Manager/CEO stated that it has been great working with the developer and is looking forward to the continued partnership. Information only. AUTHORIZE THE GENERAL MANAGER/CEO TO NEGOTIATE THE FINAL TERMS OF A JOINT FACILITIES AGREEMENT FOR THE JOINT FACILITATION WATER REPLENISHMENT AND RECYCLING PROJECT WITH SAN BERNARDINO VALLEY MUNICIPAL WATER DISTRICT 2 Minutes: 08/26/16 cmc Pat Loy, Lewis Community Developers, spoke in support of the project and he applauds the General Manager/CEO and the District for their efforts in seeking this partnership. He stated that this project and partnership fits and embodies the District's Values. The General Manager/CEO provided an overview of the efforts between the District and San Bernardino Valley Municipal Water District in moving forward with the Joint Facilities Agreement; that there is a common need between the District's to replenish ground water and especially during drought conditions, there are funds available through grants and low interest loans in order to accomplish these needs; that this partnership will have a regional benefit; that both agencies are working with retailers for a recycled water master plan to include construction of a recycled water center over the next three to five years and will deploy 148 acre feet of water. He stated that the Ad-Hoc committee that was established will be reviewing available options and making sure that the principles stay consistent and changes will be incorporated along the way in the agreement. He stated that comments have already been incorporated into the agreement and that Valley District has this item on their agenda for their upcoming board meeting; that comments will continue to be received and incorporated into the document as necessary; and that a regional effort will be a great way to leverage the amount of funds available for multiple benefits. The General Manager/CEO mentioned that this is a foundation to the document and there are many more pieces that will be developed and incorporated over the next few weeks. Director Coleman agrees that he believes this is a tremendous idea. Director Shelton stated that she has complete confidence in the process and that this is amazing work that has been done. Director Carrillo requested that the language be reviewed that would allow it to be open for changes. Vice Chairman Coats stated that he is happy to be part of the Ad-Hoc committee and to see water districts work together is great when there is common goal needed. Chairman Morales stated that this document is the beginning of an agreement which allows us to move from the conceptual side to a real project. Chairman Morales read into record a letter received from Randall Lewis: "Dear Chairman Morales, 111 Over the last four years, Lewis has been working with East Valley Water District on the Harmony Development in Highland. Throughout these discussions, the District has been encouraging innovative thinking to resolve both short- and long-term utility challenges through cooperation and collaboration. We appreciate the Districts consideration of new options that benefit not only the project but also the region. 3 Minutes: 08/26/16 cmc The current drought in California has resulted in an emergency that calls for an unprecedented expectation of rapid responses. The potential Groundwater Replenishment Facilities are a perfect example of various public agencies working together to effectively serve their communities. Knowing that many local water agencies, including East Valley Water District, depend heavily on groundwater to serve their customers, these facilities will instill a high level of local sustainability with the appropriate sense of urgency. As we continue our efforts for the Harmony Project, we are striving to plan a reliable and responsible community. We understand the importance of making investments into the infrastructure system that will serve generation after generation. We support the partnership between San Bernardino Valley Municipal Water District and the City of San Bernardino to facilitate Groundwater Replenishment Facilities. These facilities will not only improve water supply reliability, but also provide a buffer in the event of a lengthy drought. We encourage you to support this important project that will greatly benefit the regions' water supply. Sincerely, Randall W. Lewis" M/S/C (Coleman-Carrillo) that the Board of Directors authorize the General Manager/CEO to negotiate the final terms of a Joint Facilities Agreement for the Joint Facilitation Water Replenishment and Recycling Project with San Bernardino Valley Municipal Water District. CONSERVATION COMMISSION POLICY AND RESOLUTION The District Clerk stated that she had received a speaker request on this item. Ms. Susan Longville, Board member at San Bernardino Valley Municipal Water District, provided a suggestion regarding to the Conservation Commission; that the staff reports state that this group will be disbanded and she feels like an opportunity will be missed and we should keep them as an advisory group to be more engaged with the public; that this group could be the community messengers. The General Manager/CEO stated that this item is a result of mandatory drought restrictions and the purpose is to establish a process for many of the fines that the district is obligated to levy for those who are not in compliance; that the purpose of this commission is to be a hearing body for those who have received fines. Ms. Malloy stated that over the last year the District has taken extensive action in responding to the drought; that on June 1, statewide mandatory conservation reductions went into place and our District was given a 28% decrease mandate. Ms. Malloy reviewed the outdoor watering restrictions that were implemented due to these mandates. She stated Ordinance 395 allows for written notices of violations with the first one being a 4 Minutes: 08/26/16 cmc warning and progressing up to $500 fine with a flow restrictor if violations were not corrected. Ms. Malloy stated that in order to establish a fair appeal procedure, staff has developed a Conservation Commission Policy; that this policy covers the procedures and processes. The Commission members would be made up of three non-governing board members or District staff, able to serve a two-year term, be able to participate in monthly meetings if necessary, and serve on a volunteer basis with no stipend or benefits; that the General Manager/CEO would establish the selection process and bring the recommendations to the Board for approval. Ms. Malloy stated that since implementing the written notices of violations, the District has issued twenty since June 1; that customers have been responsive to the warnings and other positive outreach efforts. Director Carrillo stated that he served on the Ad-Hoc committee and worked with staff on this policy and this is another opportunity to be engaged with the public towards a positive campaign. Chairman Morales stated that this is a large task with a clear script and fair expectations and that it provides an education component. M/S/C (Coats-Carrillo) that the Board approve the Conservation Commission Policy and adopt Resolution 2015.19 as submitted. BOARD OF DIRECTORS REPORTS Director Carrillo reported on the following: he attended the San Bernardino County Water Conference on August 21 which included major water leaders in attendance and a great presentation from Mr. Mura; that he learned interesting statistics on how much water the State Water Project has provided water over the last 3 years. Director Shelton reported on the following: she attended the San Bernardino County Water Conference where it was discussed how the drought will change water forever and how Southern and Northern California are being treated differently even though they are equally sharing in the drought. Vice Chairman Coats reported on the following: he attended two Ad-Hoc meetings at San Bernardino Valley Municipal Water District to work on the Joint Facilities Agreement; he also attended the San Bernardino County Water Conference. Chairman Morales reported on the following: he attended the two Ad-Hoc committee meetings with San Bernardino Valley Municipal Water District to work on the Joint Facilities Agreement. Information only. 5 Minutes: 08/26/16 cmc GENERAL MANAGER/CEO REPORTS The General Manager/CEO reported on the following: the two meetings with San Bernardino Valley Municipal Water District which are culminations of an ad-hoc committee and that the documents are well thought out and he thanked the members on the committee and appreciates their efforts; that he will be scheduling one on one meetings with the potential Board candidates and provide them with a District overview; that the District's Employee Events Committee has officially adopted Jefferson Hunt Elementary School at an adoption signing ceremony on August 21, 2015. The General Manager/CEO gave an overview of upcoming board training that will include comprehensive communication, customer interaction, the role of the center, and creating the competitive advantage; that these trainings will help build confidence in leading. Information only. LEGAL COUNSEL REPORT The Districts legal counsel provided a few reminders while entering into campaign season including but not limited to: no campaigning on public property, no soliciting campaign contributions on District premises or with staff, and cannot use time on dais to campaign. Information only. BOARD OF DIRECTORS COMMENTS Director Coleman reported that he had a meeting with the General Manager/CEO to discuss company business. Vice Chairman Coats stated that he is very thankful that he gets to be a representative of the people, that the District is continuing to head in the right direction, and that he is looking forward to the upcoming board trainings. Chairman Morales commended the employees for adopting Hunt Elementary and noted that the support that has been given to the students have been solely funded by the employees. He stated that he looks forward to building the District's brand with the series of upcoming trainings for the board and for the leadership training that will take place internally for supervisors and senior level employees. He thanked the employees for embracing the change and to committing to do a better job every day. Chairman Morales read into the record an email he received from Fred Yauger regarding the Districts award for excellence in financial reporting: "James: I was pleased to read the District was recognized for its excellent annual financial 6 Minutes: 08/26/16 cmc report. It is even more impressive that you were honored for the third year in a row. You set the bar high and reached it again. Congratulations to the board and staff on this achievement. Fred" ADJOURN The meeting adjourned at 6:39 p.m. J es orates, Jr., Chairman John J. Mur , Secretary 7 Minutes: 08/26/16 cmc 1