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HomeMy WebLinkAboutMinutes - EVWD Board of Directors - 11/18/2015 Approved January 13, 2016 EAST VALLEY WATER DISTRICT November 18, 2015 SPECIAL BOARD MEETING MINUTES The Chairman of the Board called the meeting to order at 5:30 p.m. Director Coleman led the flag salute. PRESENT: Directors: Coats, Coleman, Shelton, Morales ABSENT: Director: Carrillo STAFF: John Mura, General Manager/CEO; Brian Tompkins, Chief Financial Officer; Jose Martinez, Assistant General Manager; Justine Hendricksen, District Clerk; Eileen Bateman, Senior Administrative Assistant LEGAL COUNSEL: Jean Cihigoyenetche ItGUEST(s): Members of the public PUBLIC COMMENTS Chairman Morales declared the public participation section of the meeting open at 5:31pm. There being no further written or verbal comments, the public participation section was closed. APPROVAL OF AGENDA M/S/C (Coats-Coleman) that the November 18, 2015 agenda be approved as submitted. APPROVE THE OCTOBER 8, 2015 SPECIAL BOARD MEETING MINUTES M/S/C (Coats-Shelton) that the Board approve the October 8, 2015 special board meeting minutes as submitted. APPROVE THE OCTOBER 14, 2015 REGULAR BOARD MEETING MINUTES M/S/C (Coats-Shelton) that the Board approve the October 14, 2015 regular board meeting minutes as submitted. 1 Minutes 11/18/2015 etb DISBURSEMENTS M/S/C (Coats-Shelton) that the General Fund Disbursements #245821 through #246163 which were distributed during the period of October 1, 2015 through October 31, 2015, bank drafts and ACH Payments in the amount of $2,452,047.78 and $308,663.38 for payroll and benefit contributions, totaling $2,760,711 .16 be approved. DIRECTORS FEES AND EXPENSES M/S/C (Coats-Shelton) that the Directors' fees and expenses for October 2015 be approved as submitted. DEVELOPER GUIDELINES AND PROCEDURES The General Manager/CEO provided information regarding the Districts' commitment to elevated public service, including the updates to the current Development Guidelines and Procedures for continued interaction with the community. He stated that the Developer Guidelines and Procedures document is beneficial to developers in that it provides expectations for the development and standard specifications. Mr. Holliman, Engineering Manager, provided information regarding the Districts' Guide for developers planning projects in the District's service area, including time periods for processing paperwork, which forms to be filed and what fees need to be paid. He stated that this document also identifies steps, explanations and workflow for the development process for efficiency to the completion of the project. Mr. Holliman reviewed the updates which included clarification of Sewer Capacity Charge, Definitions for Will Serve, Water Availability, Water Supply Assessment and Water Verification Letters, Requirements for Preparation of Sub-Area Master Plans, District Development Agreement process and Design Phase. Vice Chairman Coats stated that this document continues on the path of total transparency and allows everyone to know the rules and regulations of the District. Chairman Morales expressed his appreciation for the document and guidance of the development process; he stated that this helps to protect the District's water system. M/S/C (Coats-Shelton) that the Board approve the November 2015 Developer Guidelines and Procedures. TOP INLAND EMPIRE WORKPLACES PROGRAM The General Manager stated that the District was invited to participate in the Top Inland Empire Workplaces Program by the Press Enterprise. Ms. Bryan, HR/Risk Et Safety Manager, provided a brief overview of the Top Inland Empire Workplaces Program, including the survey process, considered factors, benchmarks with Local Government Agencies throughout the United States. Ms. Bryan reviewed the average scores of the District in each of the six categories and shared 2 Minutes 11/18/2015 etb some of the employee comments that were included in the survey. She identified areas of improvement and stated that the District has been working on some programs that address the concerns of District employees. The next steps for the program are the 2015 Top Workplaces Award Ceremony and Ranking announcement on December 10th, a publication in the Press Enterprise of the award on December 11th and then the District can begin to utilize the logo for the Top Workplaces. She also stated that the District will conduct an annual employee survey to assist with the success of the District. Mr. Fred Yauger stated that he was impressed to see this item on the agenda; that the District is clearly a great place to work. He also noted that the differences on scores nationwide was impressive and commended the Board and Senior Management on their efforts. Chairman Morales stated that although there is difference in the Pay and Compensation category, the District's employees agreed to 5% less than the Market Median in the pay survey; this illustrates that the employees feel appreciated and believe that their compensation is fair. Director Shelton shared her experience when she interacts with the employees and is pleased to see what is exhibited every day in this survey. Vice Chairman Coats stated that the employees are a valuable asset to providing service throughout the District; that this survey illustrated the future and in his perspective, the District employees are already winners. Chairman Morales stated that this survey represents the strength and quality of the management team; that he is proud of everyone in the District and its accomplishments. Information only. ELECTION DESIGNEE FOR ACWA BOARD OF DIRECTORS The General Manager/CEO reviewed the background of ACWA and voting rights as a member of ACWA. M/S/C (Coats-Shelton) that the Board designate Chairman Morales as the voting designee from East Valley Water District for the ACWA 2015 Fall Conference election. BOARD OF DIRECTORS' REPORTS Director Coleman reported on the following: he met with the General Manager/CEO regarding the agenda. He stated that he wanted to make suggestions to Mr. Holliman regarding the Development Guidelines and Procedures and is available to provide his comments. 3 Minutes 11/18/2015 etb Director Shelton reported on the following: that on November 3rd, she attended the San Bernardino Valley Municipal Water District where they discussed the damage from the rupture of the waterline in Yucaipa Regional Park which serves domestic water to the park and discussed the available options for the repair; that on November 5th, she attended the 2nd Environmental Impact Scoping meeting where they discussed the Sterling Natural Resource Center; and on November 9th, she attended an Ad-Hoc Conservation Committee meeting to discuss conservation updates. Vice Chairman Coats reported on the following: that on November 3rd, he attended a meeting at San Bernardino Valley District where they discussed the loan approval process for the replacement of a UV system for the Rix Plant at San Bernardino Municipal Water District for wastewater disinfection; that on November 5th he attended the District Environmental Impact Scoping meeting for the Sterling Natural Resource Center; that on November 16th he attended the Special District dinner where 1st District Supervisor Lovingood spoke regarding the economic opportunities in the High Desert and the planned 1-220 interstate, the new possibility of the bullet train from Victorville to Las Vegas and the measure that San Bernardino County are taking to assist distressed business throughout Los Angeles and Orange County; that November 18th he attended the San Bernardino Valley Municipal Water District where they discussed the approval of funding for the contract process of the Santa Ana Water Project for enhanced recharge of the Santa Ana River Basin and the approval of an early order for purchasing a turbine generator for the Hydro-Electric Generation project. Chairman Morales expressed his gratitude to the employees who were involved with the success of the District Tour on November 4th. He attended the East Valley Association of Realtors where he provided an update to the Sterling Natural Resources Center project; he completed his 7th course in the California Debt Investment Advisory Commission Management Certification Course; and he sat in on the ACWA update meeting which discussed SB13 and the Groundwater Sustainability Management Act. GENERAL MANAGER/CEO REPORT • Drought Update Ms. Malloy, Public Affairs/Conservation Manager provided a brief update on the District's conservation efforts including the District cumulative reduction to date, Legislative update with new program funding, State Water Resources Control Board Workshop and its potential changes to Emergency Conservation Regulations, existing emergency Regulations and Accounting for Precipitation after January 2016; she provided turf replacement and WBIC Direct Install program updates, rebate program funding; that the District is continuing with outreach efforts and enforcing conservation and has issued violations to customers for watering on Mondays, excessive run off as well as parkway irrigations; and that the District is still accepting applications for the Conservation Commission. The General Manager/CEO reported that the District will hold its annual Thanksgiving Day Luncheon for current and retired employees tomorrow; that Mr. Ft Mrs. Wright were honored at the annual San Bernardino County Farm Bureau dinner and awards 4 Minutes 11/18/2015 etb banquet; that the Employee Events Association raised $2,600 to provide jackets to children at Hunt Elementary; that the District is preparing for El Nino by coordinating with local agencies, partnering with Cal Fire to support a sand bag initiative and educating the public on the impacts of flooding; that a special meeting has been scheduled for December 1st at 9:00 am to swear in newly elected Directors; that the Employee Awards Banquet will be held on December 12th at the District headquarters; that the City of San Bernardino raised its sewer fees and the District's customers will see the increase on their bills effective February 2016; he thanked Ms. Aldstadt for her consideration in deferring the increase to the District until February 2016; he recognized Director Coleman for his last meeting and expressed his gratitude for his service to the community and the District. LEGAL COUNSEL REPORT No report at this time. BOARD OF DIRECTORS' COMMENTS Director Coleman congratulated Chris Carrillo and Dave Smith on their election campaign; he stated that he received visits and postcards from Chris and Dave and stated that his physical stamina was not as well as it was years ago to meet with the voters as they did; that he would not have run if it wasn't for his censure; that he did not understand some of the things he had to battle during his election campaign but after seeing the movie Crisis, he understands; he recognized Shiela Boyd for her positive outlook and customer interaction, Robert Peng for his teaching efforts on how to operate his computer and Shayla Gerber for going out of her way to assist him and thanked them for their positive impact on the District. He thanked Chairman Morales for the opportunity to lead the Pledge of Allegiance and stated that he served in the 82nd Airforce Division and with the example from his Dad and Granddad he loves his country; he recognized the Veterans in the audience and applauded them for their service. Director Shelton wished everyone a Happy Thanksgiving and gave Mr. Coleman well wishes on his future. Vice Chairman Coats wished everyone a Happy, healthy and safe Thanksgiving. Chairman Morales congratulated the General Manager/CEO and staff for the completion of the Developer Guidelines and Procedures document; he reiterated that the Conservation Commission is looking for people to assist with the District's conservation program; and expressed his gratitude to Mr. Coleman for his service to the District. I Minutes 11/18/2015 etb ADJOURN The meeting adjourned at 6:55 p.m. James Morales, Jr., Chairman John J. Mura Secretary 6 Minutes 11/18/2015 etb