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HomeMy WebLinkAboutMinutes - EVWD Board of Directors - 10/28/2015 Approved January 13, 2016 EAST VALLEY WATER DISTRICT October 28, 2015 REGULAR BOARD MEETING MINUTES The Chairman of the Board called the meeting to order at 5:30 p.m. Director Carrillo led the flag salute. PRESENT: Directors: Carrillo, Coats, Coleman, Morales, Shelton ABSENT: None STAFF: John Mura, General Manager/CEO; Brian Tompkins, Chief Financial Officer; Cecilia Contreras, Senior Administrative Assistant; Shayla Gerber, 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. Mr. Timothy Price introduced himself as a resident of San Bernardino for 25 years and an attorney. He stated that he knows Board Member Coleman through the Chamber of Commerce. He made honorable mentions of Mr. Coleman and stated Mr. Coleman has been singled out. APPROVAL OF AGENDA M/S/C (Shelton-Carrillo) that the October 28, 2015 agenda be approved as submitted. APPROVE THE FINANCIAL STATEMENTS FOR SEPTEMBER 2015 M/S/C (Coats-Shelton) that the Board approve the financial statements for September 2015 as submitted. APPROVE THE INVESTMENT REPORT FOR QUARTER ENDED SEPTEMBER 30, 2015 M/S/C (Coats-Shelton) that the Board approve the Investment Report for Quarter Ended September 30, 2015 as submitted. 1 Minutes 10/28/2015 smg DISBURSEMENTS M/S/C (Coats-Shelton) that the General Fund Disbursements #245526 through #245820 which were distributed during the period of September 1, 2015 through September 30, 2015, bank drafts, and ACH Payments in the amount of $4,377,129.59 and $317,799.32 for payroll and benefit contributions, totaling $4,694,928.91 be approved. CYBER SECURITY AWARENESS UPDATE Robert Peng, Information Technology Manager, reviewed Cyber Security measures that are being implemented by the District. Mr. Peng demonstrated methods of Cyber- attacks and how the anti-virus software prevents attacks on the system. Chairman Morales commented that Cyber Security has been on the minds of the Board for a number of years and that it is of utmost importance to protect the ratepayer's personal information as well as the District's. Information only. UPDATE ON DISTRICT EFFORTS TO IMPLEMENT AWWA BENCHMARKING PERFORMANCE INDICATORS The General Manager/CEO updated the Board on one of his goals and objectives which is to implement AWWA benchmarking indicators, which is a way to measure and distinguish the District against other water agencies throughout the country. Brian Tompkins, Chief Financial Officer, gave a presentation how the District tracks benchmarking progress through a computer program called Mindjet, a tool used to gauge the District's performance. Mr. Tompkins gave examples of how performance indicators helped to improve the District's system. He stated that in the future information will be automatically reported directly into the system instead of being input manually, that computer programs will have the ability to automatically update data. The General Manager/CEO thanked Mr. Tompkins and Mr. Peng for the presentation and hard work. He stated that the program works similar to mind mapping, which is a way to organize thoughts and that the District is just in the beginning stages of mapping. Director Coleman questioned if the District has the ability to allow customers to know how much longer their wait time is on the phone when they call into customer service. Mr. Peng stated that the District has the ability and would look further into that technology. Director Coleman commended Shiela Boyd on how politely she answers calls. Director Coats stated that the presentation was great and looks forward to learning 2 Minutes 10/28/2015 smg more information about the program. Chairman Morales stated that staff is just in the beginning stages of figuring out how to measure benchmarking performance indicators; that once the District has the data, it will be a powerful tool and the District will have much more knowledge on how to improve; and that the District may need to purchase more software and train staff on how to use the program. He stated that this is an amazing tool and thanked staff for the presentation and that he is proud of the Board. Information Only. BOARD OF DIRECTORS' REPORTS Director Coleman reported on the following: he attended the Highland Chamber of Commerce Luncheon on October 27, 2015; he also attended the Emergency Preparedness Fair in Redlands on October 17, 2015 where he learned how to assemble a 72 hour emergency kit and emergency food storage. Director Shelton reported on the following: she attended the Special Districts Meeting on October 19, 2015 where Assemblyman Marc Steinorth was the speaker; Director Shelton stated that Mr. Steinorth is enthusiastic about working with people in the District and was impressed with his presentation. Director Carrillo reported on the following: he attended the Southern California Labor Water Conference on October 16, 2015 where a District update was presented to laborers. He stated it was very informative and there was a presentation on water recycling technology that has yet to hit the United States and seismic standard piping; he will share the information learned with the Board. Vice Chairman Coats reported on the following: that on October 19th, he attended the Special Districts Meeting. Director Coats informed the Board that Mr. Steinorth holds community coffee meetings every other week for his constituents. On October 20th he attended the District's Recycled Water Ad-Hoc committee meeting along with Valley District, where they discussed the Recycled Water Facility and timelines. Next meeting he hopes to have the City of San Bernardino join the Recycled Water Ad-Hoc committee meeting. Chairman Morales reported on the following: he attended the California Special Districts Association Conference on October 16th where he received the Chairman of the Year award. He also attended the District's Recycled Water Ad-Hoc committee meeting. Information only. GENERAL MANAGER/CEO REPORT Ms. Kelly Malloy, Public Affairs/Conservation Manager, provided a brief update on the District's conservation efforts including the implementation of the direct installation 3 Minutes 10/28/2015 smg program for weather based irrigation controllers and stated that as of October 15, 2015, all turf removal funds have been reserved. Ms. Malloy stated that the District was under our goal for the month of September with a reduction of 24%; that our cumulative reduction to date since June 2015 is 31%, which requires the District to reduce by 26% for the month of October to maintain our goal of 28%. Ms. Malloy also stated that ninety-one initial warnings have been issued to customers, mainly on the eastern side of the District, targeting customers with potential water leaks and high water users. The General Manager/CEO announced that he is available to discuss topics such as drought updates, Budget Based Rates and Recycled Water Efforts through the Community Conversations Outreach Program. He stated that East Valley Water District participated in the "Discover Highland Night" event and also the California Great Shakeout, the world's largest earthquake drill. He announced that the Employees Events Association will be holding a Chili Cook-off and Dessert Bake-off on October 29th; they are also accepting monetary donations in addition to new or gently used jackets for students of Hunt Elementary School. Mr. Mura reminded the public that Elections will be held November 3rd , the Facilities Tour is scheduled for November 4th and that two regularly scheduled board meetings have been canceled due to Veterans Day and the Thanksgiving Holiday and a Special Meeting is scheduled for November 18th. He also stated that there will be a scoping meeting for the Sterling Natural Resource Center on October 29th at San Bernardino Valley Municipal Water District and another on November 5th at East Valley Water District. Mr. Mura presented the Cool Planet Award received by Southern California Edison for demonstrating exemplary leadership in energy and carbon management. Lastly, Mr. Mura presented the CaIPERS Spotlight on Excellence Award that the District received, which recognizes exemplary organizations for innovation and excellence in public service, given to only one out of approximately 3,100 CaIPERS Agency each year. Information only. LEGAL COUNSEL REPORT Legal Counsel mentioned that he was able to participate in the Great Shakeout at the District and praised staff on how well they handled the Earthquake Preparedness Drill. Information only. BOARD OF DIRECTORS' COMMENTS Director Coleman stated that he participated in the earthquake drill from his home and he appreciated the presentation and is grateful that we are performing well. Director Shelton complimented East Valley Water District staff, stating that they are awesome and the General Manager/CEO is amazing; she is happy to be a part of East Valley Water District. 4 Minutes 10/28/2015 smg Director Carrillo encouraged the public to bring family and friends to the board meetings. Vice Chairman Coats stated that East Valley Water District is truly a world class agency. Chairman Morales stated that he is proud to be a part of East Valley Water District. He congratulated Kathy Tiegs, Director from Cucamonga Valley Water District, on being nominated to ACWA as President. Chairman Morales stated that he was happy to be re-elected to the ACWA Region 9 Board. The Board took a break at 7:12 p.m. CLOSED SESSION The Board entered into Closed Session at 7:20 p.m. as provided in the Ralph M. Brown Act Government Code Sections 54956.9(d)(1) and 54956.9(d)(4) to discuss the items listed on the agenda. ANNOUNCEMENT OF CLOSED SESSION ACTIONS The Board returned to open session at 8:15 p.m. The items listed on the agenda were Idiscussed in closed session with the following action being taken: With respect to items #9 and #10: No reportable action taken. ADJOURN The meeting adjourned at 8:20 p.m. James Morales, Jr., Chairman 4/1,1,6 John J. Mura, Secretary 5 Minutes 10/28/2015 smg I