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HomeMy WebLinkAboutMinutes - EVWD Board of Directors - 12/09/2015 Approved February 10, 2016 EAST VALLEY WATER DISTRICT December 9, 2015 REGULAR BOARD MEETING MINUTES The Chairman of the Board called the meeting to order at 4:30 p.m. PRESENT: Directors: Coats, Morales, Shelton, Smith ABSENT: Director: Carrillo STAFF: John Mura, General Manager/CEO; Jose Martinez, Assistant General Manager; Brian Tompkins, Chief Financial Officer; Justine Hendricksen, District Clerk; 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 4:31 pm. There being no written or verbal comments, the public participation section was closed. APPROVAL OF AGENDA M/S/C (Shelton-Coats) that the December 9, 2015 agenda be approved as submitted. Vice Chairman Coats recommended pulling item #3a from the Consent Calendar for further discussion. CLOSED SESSION The Board entered into Closed Session at 4:33 p.m. as provided in the Ralph M. Brown Act Government Code Sections 54957.6(a) to discuss the item listed on the agenda. THE BOARD RECONVENED THE MEETING AT 5:31 P.M. ANNOUNCEMENT OF CLOSED SESSION ACTIONS 1 Minutes 12/9/2015 smg With respect to Item #2: No reportable action. A MOMENT OF SILENCE WAS TAKEN IN HONOR OF THE SAN BERNARDINO MASS SHOOTING VICTIMS Director Smith led the flag salute. ROLL CALL PRESENT: Directors: Coats, Morales, Shelton, Smith ABSENT: Director: Carrillo PUBLIC COMMENTS Chairman Morales declared the public participation section of the meeting open at 5:40 pm. Fred Yauger, Board President of East Highlands Ranch, congratulated the District, specifically Kelly Malloy, on receiving the Ragan Communication Award, an award that recognizes the best individuals, agencies and in-house communications teams in public relations and marketing fields. Ragan award competitions are the most prestigious in the public relations and corporate communications industry. There being no further written or verbal comments, the public participation section was closed. DIRECTORS' FEES AND EXPENSES FOR NOVEMBER 2015 Vice Chairman Coats requested that a meeting be removed from Director Coleman's expense report, specifically dated November 23, 2015, a meeting with the General Manager/CEO. Vice Chairman Coats stated that this should not be a compensable meeting since Director Coleman did not meet with the General Manager/CEO on the date stated on his expense report. M/S/C (Coats-Shelton) that the Board approve the Directors' fees and expenses for November 2015 with the exception of Director Coleman's meeting on November 23, 2015. ACCEPT AND FILE THE FINANCIAL STATEMENT AS OF, AND FOR THE PERIOD ENDED, OCTOBER 31, 2015 M/S/C (Coats-Shelton) that the Board accept and file the financial statement as of, and for the period ended, October 31, 2015. ADOPT AND FILE THE COMPREHENSIVE ANNUAL FINANCIAL REPORT (CAFR) FOR YEAR ENDED JUNE 30, 2015 The Chief Financial Officer (CFO) presented the CAFR to the audience. He stated that 2 Minutes 12/9/2015 smg the District remained in stable financial condition despite a $1 .8 million decline in water sales, while also maintaining healthy reserves. The CFO discussed the implementation of GASB 68, a new county requirement, which are new accounting standards which will provide additional transparency on long-term pension obligations in annual financial reports. The CFO stated that the District completed three major Capital Improvement Projects. M/S/C (Coats-Shelton) that the Board adopt and file the Comprehensive Annual Financial Report (CAFR) for Year Ended June 30, 2015. APPROVE CONTRACT AMENDMENTS FOR THE LEGAL TEAM, EIR CONSULTANT, PERMITTING CONSULTANT AND COMMUNICATIONS CONSULTANT FOR THE STERLING NATURAL RESOURCE CENTER The General Manager/CEO stated that the draft Environmental Impact Report (EIR) for the Sterling Natural Resource Center is out for review and will be ready by the end of this week and that the CEQA will be ready by March 1 , 2015. He also stated that contract amendments are needed for the recycled water project since the project was originally going to be constructed by a single entity and it has now changed to become a joint facility with San Bernardino Valley Municipal Water District. M/S/C (Coats-Shelton) that the Board approve contract amendments for the Legal Team, EIR Consultant, Permitting Consultant and Communications Consultant for the Sterling Natural Resource Center. CONSIDER POSSIBLE AMENDMENTS TO THE GENERAL MANAGER/CEO'S EMPLOYMENT AGREEMENT Vice Chairman Coats stated that with planning and construction of the Sterling Natural Resource Center it would be beneficial to East Valley Water District to retain the General Manager/CEO through the completion of the project. M/S/C (Coats-Shelton) that the Board amend the General Manager/CEO's Employment Agreement with the following changes: 1 . Term be extended until March 21, 2021 2. Base salary of $257,500. 3. Cost of living increase of 2% fixed annually 4. Pay for performance awarded 10% on an annual basis, unless upon annual review did not meet goals and objectives, then the Board will determine a lesser amount based on performance. BOARD REORGANIZATION A. ELECTION OF OFFICERS PRESIDENT (CHAIRMAN OF THE BOARD) VICE PRESIDENT (VICE CHAIRMAN) 3 Minutes 12/9/2015 smg M/S/C (Shelton-Smith) that the Board appoint the following: President - Ronald Coats; Vice President - Christopher Carrillo. The Board will assume their new roles at the next scheduled board meeting. B. APPOINTMENT: GENERAL MANAGER/CEO CHIEF FINANCIAL OFFICER BOARD SECRETARY M/S/C (Coats-Shelton) that the Board appoint the following: General Manager/CEO - John Mura, Chief Financial Officer - Brian Tompkins; Board Secretary - John Mura. C. SETTING TIME, DAY AND PLACE FOR HOLDING MEETINGS The General Manager/CEO stated that closed session will be changed to the beginning of the regularly scheduled board meetings instead of at the end, so that the actions taken in closed session will be stated to the public during open session of the same board meeting. M/S/C (Shelton-Coats) that the Board approve the following: hold regularly scheduled meetings at 31111 Greenspot Rd., Highland, CA on the 2nd and 4th Wednesday of each month at 5:30 p.m., when closed session is held at a board meeting, it will begin at 4:30 p.m., then enter into closed session and reconvene regular session at 5:30 p.m. BOARD OF DIRECTORS' REPORTS Vice Chairman Coats reported on the following: during the first week in December he attended the ACWA conference where they discussed methods used to finance projects at water districts and energy efficiency with Honeywell. Director Shelton reported on the following: she attended the ACWA conference which took place in Palm Springs during the first week in December. Director Smith reported on the following: that he has been receiving Board of Director training by the District Clerk, IT and staff on a weekly basis. Chairman Morales reported on the following: he attended the first half of the ACWA conference in Palm Springs; he had to leave early due to the San Bernardino mass shootings. He stated that he attended sessions discussing SB20, a Public Goods Charge on water, and lifeline rates which are currently prohibited under Prop 218. He stated that he discussed the Carlsbad desalination plant in which customers pay $2,100 per acre foot, where in comparison, the General Manager/CEO stated that East Valley Water District purchases water from San Bernardino Valley Municipal Water District at $125 per acre foot. The Chairman stated that ACWA is a valuable tool for the District. Information Only. 4 Minutes 12/9/2015 smg GENERAL MANAGER/CEO REPORT The General Manager/CEO offered condolences to the victims and their families of the San Bernardino Mass Shooting that took place on December 2, 2015. He reported on the following: that on December 4th, the District hosted the Inland Empire Economic Partnership Leadership Academy; he attended ACWA's fall conference the previous week and on December 3rd he presented information on the District's partnership with Honeywell Building Solutions regarding the District's Water System Energy Optimization Project, which accounts for a $500,000 a year reduction in energy costs for the District; the General Manager/CEO stated that he held two Community Conversations where he discussed current District projects and programs; on January 21st, he will be hosting a Community Conversation with the Del Rosa Neighborhood Action Group and he reminded the public that he is not available for Community Conversations on Tuesdays; that Board and staff will be attending the Press Enterprise Top Workplace Gala on December 10th, where the District will be awarded and recognized with a special award for being water conscious and innovative during the drought as well receiving the Inland Empire Top Workplace Award. The General Manager/CEO stated that the Sterling Natural Resource Center Ad-Hoc Committee will hold its first meeting on December 14th. The committee meeting is referenced as "2X2X2" due to their being a total of three agencies involved: East Valley Water District, San Bernardino Municipal Water Department and San Bernardino Valley Municipal Water District; that on December 8th, the El Nino Emergency Prep team met with representatives from East Highland Ranch HOA to discuss issues of concerns in their area; staff met with the City of Highland and San Bernardino to discuss regional support services to local communities. The General Manager/CEO stated that 1,000 sand bags have been made and distributed to key District facilities, 2,000 additional sand bags will be made on December 17th and sand bags will be available at the Del Rosa and Greenspot facilities during emergency events for the community, and a press release will be issued when sand and bags are available at the two sites; staff attended a State Water Resources Control Board Workshop meeting on December 8th regarding current and future conservation mandates and these items will be discussed a future board meeting. The General Manager/CEO expressed his appreciation to the Board for having confidence in him and that he is dedicated to success of the District and the community. Information only. LEGAL COUNSEL REPORT I r The District's Legal Counsel reported that he attended the ACWA conference and attended a session pertaining to Prop 218; that the Sterling Natural Resource Project is in full swing and he commended the consultants that worked on the project and stated that they are a dedicated team of professionals. 5 Minutes 12/9/2015 smg Information only. BOARD OF DIRECTORS' COMMENTS Director Shelton wished everyone a Merry Christmas and a Happy New Year. Vice Chairman Coats thanked his fellow board members for their vote of confidence in him as Chairman of the Board. He wished the audience a Merry Christmas and a Happy New Year. Chairman Morales stated that it has been a pleasure to serve as Chairman of the Board for the past two years and for a total of eight years on the Board. He stated that he has enjoyed the challenges and he thrives in that environment. He congratulated the Public Affairs team on their hard work and dedication and the General Manager/CEO on his Honeywell presentation. He also stated that he discovered why he was in Tier 3 on his water bill, that it was due to a leak in the manifold of his sprinkler system and a small leak in his toilet. Chairman Morales gave his condolences to the San Bernardino Mass shooting victims. Information only. ADJOURN The meeting adjourned at 7:05 p.m. CAIN- es Morales, Jr., Chairman John J. Mura, cretary 6 Minutes 12/9/2015 smg