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HomeMy WebLinkAboutMinutes - EVWD Board of Directors - 09/23/2015 Approved October 14, 2015 EAST VALLEY WATER DISTRICT September 23, 2015 REGULAR BOARD MEETING MINUTES The Chairman of the Board called the meeting to order at 5:30 p.m. Ms. Jodi Scott led the flag salute. PRESENT: Directors: Carrillo, Coats, Coleman, Shelton ABSENT: Director Morales STAFF: John Mura, General Manager/CEO; Brian Tompkins, Chief Financial Officer; Tom Holliman, Engineering; Cecilia Contreras, Sr. Administrative Assistant; Eileen Bateman, Senior Administrative Assistant; Shayla Gerber, Administrative Assistant LEGAL COUNSEL: Jean Cihigoyenetche GUEST(s): Members of the public Vice Chairman Coats stated the Chairman was not in attendance due to the California Special District's Conference in Monterey. Chairman Morales was selected to receive a prestigious award for Board President of the Year. This award acknowledges Chairman Morales' achievements and leadership in public service, as well as a great reflection of the District and commended Chairman Morales on his achievement. PUBLIC COMMENTS Vice Chairman Coats declared the public participation section of the meeting open at 5:31 pm. There being no written or verbal comments, the public participation section was closed. APPROVAL OF AGENDA M/S/C (Shelton-Coleman) that the September 23, 2015 agenda be approved as submitted. 1 Minutes 09/23/2015 etb ACCEPT AND FILE THE FINANCIAL STATEMENT AS OF, AND FOR THE PERIOD ENDED, AUGUST 31, 2015 M/S/C (Coleman-Shelton) that the Board accept and file the financial statement as of, and for the period ended, August 31, 2015. DISBURSEMENTS M/S/C (Coleman-Shelton) that the General Fund Disbursements #245259 through #245525 which were distributed during the period of August 1, 2015 through August 31, 2015, bank drafts and ACH Payments in the amount of $2,145,941.16 and $311,972.60 for payroll and benefit contributions, totaling $2,457,913.76 be approved. RESOLUTION 2015.14 - RECOGNIZING JUSTINE HENDRICKSEN'S TWENTY FIVE YEARS OF DEDICATED PUBLIC SERVICE M/S/C (Coleman-Shelton) that the Board adopt Resolution 2015.14. STAFF PRESENTATION REGARDING RESOLUTION 2015.21 TO ADOPT ONE WATER ONE WATERSHED 2.0 PLAN The General Manager/CEO stated that this item was a requirement in order to be eligible for a $329,000 grant from the Santa Ana Water Project Authority, and the grant will offset the costs of implementing Budget Based Rates. The Chief Financial Officer provided a brief review of the Santa Ana Watershed Integrated Regional Water Management Plan - One Water One Watershed 2.0; that the plan will assist its member agencies with managing water resources, reduce reliance on watershed water and establish rates to encourage water conservation. Information only. ADJOURN TO PUBLIC HEARING AT 5:38 PM PUBLIC COMMENTS Members of the public provided their concerns regarding the cities that are included in the Santa Ana Watershed Agency. The General Manager/CEO stated that East Valley Water District is included in the Santa Ana Watershed under a large area of regional boundaries and not identified as specific cities. Vice Chairman Coats closed the Public Hearing at 5:41 pm. BOARD DISCUSSION There was no discussion at this time. 2 Minutes 09/23/2015 etb ADOPT RESOLUTION 2015.21 - ONE WATER ONE WATERSHED 2.0 PLAN M/S/C (Coleman-Shelton) that the Board adopt Resolution 2015.21 . AUTHORIZE 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 The General Manager/CEO reviewed minor modifications made to the original document and stated that copies are available for the public. He stated that a number of comments were received at the San Bernardino Valley Municipal Water District's meeting; that the comments were taken into consideration and modifications were made to the agreement; that this agreement establishes the framework for the two agencies to begin considering opportunities to develop a recycled water facility for the benefit of the San Bernardino Region. Mr. Serrano spoke in favor of the treatment facility however, he expressed his concerns regarding costs associated with the project; how East Valley Water District plans to pay their share of the costs and how costs will be tracked. He recommended that the costs be funded by the future developers. The General Manager/CEO addressed the comments and provided information regarding the provisions in the agreement and the developer's obligation to fund costs associated with infrastructure necessary for the water and sewer system connections. Director Carrillo commended San Bernardino Valley District for their leadership and agreeing to the partnership involved with this project; he stated that he is pleased to see East Valley Water District isn't releasing a lot of control over the design and construction of the project. He inquired about addressing mutual modifications to the agreement as the project moves forward. Director Shelton stated that she is thankful for the efforts that have been put forth in developing the agreement and has extreme confidence in staff as we move forward. Director Coleman stated that he is pleased the agreement states that the water from the recycled water treatment plant is the property of EVWD and appreciates that the agreement encourages water conservation education. Vice Chairman Coats stated that region will benefit from a recycled water center and that all parties need to pay a fair portion of the costs associated with the project. M/S/C (Coleman-Carrillo) that the Board 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. 3 Minutes 09/23/2015 etb AWARD PROGRAM MANAGEMENT SERVICES CONTRACT TO HALL Et FOREMAN FOR THE DISTRICT'S RECYCLED WATER CENTER The General Manager/CEO stated that it is necessary for the District to hire a new Program Manager; that the District interviewed three qualified candidates and has recommended Hall Et Foreman for the services involved with the District's Recycled Water Center. M/S/C (Coleman-Shelton) that the Board award Program Management Services Contract to Hall Et Foreman for the District's Recycled Water Center. BOARD OF DIRECTORS REPORTS Director Coleman reported on the following: he attended Board Communication Training on September 17, 2015. Director Carrillo reported on the following: he attended Board Communication Training on September 17, 2015. Director Shelton reported on the following: she attended an ACWA conference and items discussed included; managing the drought, conservation efforts, and decreasing water consumption; she also attended the Highland Area Chamber of Commerce Luncheon where the American Red Cross discussed their involvement with the community and that they are the single largest blood suppliers in the United States. Vice Chairman Coats reported on the following: that on September 10th , he attended the Advisory Commission on Water Policy where they discussed the 28% state-wide water reduction; on September 15th, he attended a meeting at San Bernardino Valley District where they discussed the agreement between San Bernardino Valley District and East Valley Water District; on September 18th, he attended an ACWA conference where they discussed water wells and statistical information on the effects of a water shortage. He also attended the District's AD-Hoc committee meeting regarding the recycled water facility. GENERAL MANAGER/CEO REPORT • DROUGHT UPDATE Ms. Malloy, Public Affairs/Conservation Manager provided a brief update on the District's conservation efforts including the turf replacement program, she provided recent conservation transformation examples; and stated that during the recent heat wave the District achieved a 27.4% reduction in water conservation for the month of August; that the District is still in compliance with state mandates; she also stated that an Ad-Hoc committee meeting is scheduled for October 7th to discuss turf replacement updates, rebate program funding, partnerships with customers with unique water needs, conservation progress, WaterSmart Pilot Program and staffing updates. 4 Minutes 09/23/2015 etb The General Manager/CEO reported that the District is participating in the Health and Safety Fair in the Sears parking lot this weekend; that there is a Special Meeting on October 8th to discuss the District's Succession Planning efforts; that the District is going to participate in the County of San Bernardino Great Shakeout on October 10th at the San Bernardino County Museum. He informed everyone of the Neighborhood Program to educate the community about the District's goals and projects. He also shared that the employees of the district adopted Hunt Elementary and is currently raising funds for a Coat Drive, he stated that recently the Customer Service Supervisor reached out to an upset customer regarding a high bill, after identifying the problem, the employee events committee used their funds to assist the resident in making the needed repairs. The General Manager/CEO offered his appreciation to the events committee and the following employees who assisted the customer, Rick, Micah, Carol, and Kathy. LEGAL COUNSEL REPORT No report at this time. BOARD OF DIRECTORS COMMENTS Director Coleman stated he is glad that Jean is here today and that he was lucky enough to get off the plane un-scaved; he expressed his gratitude to Ms. Malloy for her efforts with conservation and to Mr. Mura for the story about the employees and stated that not everyone would recognize a problem and is glad that we sent someone out to take care of the customer; he gives accolades to them and is glad to be a part of the District. Director Shelton stated that it was an amazing story about the employees. She thanked everyone in attendance and encourages their continued attendance and to get the word out to others to attend the meetings. Vice Chairman Coats provided copies of an article printed in the Sun Telegram regarding water self-sufficiency in Los Angeles and the need for water districts to look at building wastewater treatment plants. He thanked the employees for their efforts and is proud of all they do to represent the District. The General Manager stated that Metropolitan Water Agency is trying to work with other sewer agencies to develop a project that will treat up to 150 million gallons per day of recycled water, and stated that East Valley Water District is not the only agency that is considering this type of water supply. He also expressed his appreciation to Shayla, Cecilia and Eileen for their extra efforts in Ms. Hendricksen's absence. Vice Chairman Coats thanked everyone for attending tonight's and appreciates the input from the community. 5 Minutes 09/23/2015 etb ADJOURN The meeting was adjourned at 6:24 pm. 40.L.w__..... .. --•PP,_____ ___ _,.....___ _ ___ ____ a es, Jr., Chairman Aiiiirp John J. Mura Secretary I I Minutes 09/23/2015 etb