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HomeMy WebLinkAboutMinutes - EVWD Board of Directors - 08/27/2014 Approved September 10, 2014 EAST VALLEY WATER DISTRICT August 27, 2014 REGULAR BOARD MEETING MINUTES The Chairman of the Board called the meeting to order at 5:30 p.m. Mr. Brian Tompkins led the flag salute. PRESENT: Directors: Coats, Coleman, LeVesque, Morales ABSENT: Directors: None STAFF: John Mura, General Manager/CEO; Mike Maestas, Assistant General II Manager; Brian Tompkins, Chief Financial Officer; Justine Hendricksen, Administrative Manager; Cecilia Contreras, Executive Assistant LEGAL COUNSEL: Jean Cihigoyenetche GUEST(s): Members of the public SUPPLEMENTAL INFORMATION FROM THE GENERAL MANAGER REGARDING AGENDA ITEMS No supplemental information at this time. PRESENTATIONS Et CEREMONIAL ITEMS • Recognition of Hernan Ramirez's participation in the 2014 Special Olympics USA Games Chairman Morales presented a proclamation to Hernan Ramirez for winning a gold medal in bocce ball at the 2014 Special Olympics USA games. The General Manager/CEO presented Mr. Ramirez with Disneyland Park tickets that were donated from the employees of East Valley Water District. • Introduction of East Valley Water District's newly hired employees The General Manager/CEO introduced the newly hired employees Daniel Strong, Dario 1 L Fregoso, and Ricardo Ugues. PUBLIC COMMENTS Chairman Morales declared the public participation section of the meeting open at 5:41 pm. Minutes: 08/27/14 cmc There being no further written or verbal comments, the public participation section was closed. APPROVAL OF AGENDA M/S/C (Coats-Coleman) that the August 27, 2014 agenda be approved as submitted. APPROVE THE AUGUST 13, 2014 REGULAR BOARD MEETING MINUTES M/S/C (Coats-Coleman) that the August 13, 2014 Regular Board meeting minutes be approved as submitted. RESOLUTION 2014.25 - ACCEPTING NOTICE OF COMPLETION (WEKA, INC) M/S/C (Coats-Coleman) that Resolution 2014.25 be approved. RECEIVE AND FILE UPDATE TO THE SEWER SYSTEM MANAGEMENT PLAN (SSMP) M/S/C (Coats-Coleman) to receive and file the update to the Sewer System Management Plan (SSMP). RECEIVE AND FILE UPDATE TO THE DEVELOPMENT GUIDELINES AND PROCEDURES M/S/C (Coats-Coleman) to receive and file the update to the Development Guidelines and Procedures. ASSOCIATION OF CALIFORNIA WATER AGENCIES (ACWA) UPDATE BY VICE PRESIDENT KATHY TIEGS The General Manager/CEO introduced Kathy Tiegs from ACWA and that she is going to update the Board on some information. Ms. Kathy Tiegs stated that she would like to provide an update to the Board regarding two specific items: the 2014 Water Bond and ACWA's Groundwater Recommendations. Ms. Tiegs stated that Governor Brown signed legislation on August 13 to place a $7.545 billion water bond measure on the November 4, 2014 ballot; that this measure will be known as Proposition 1; that if approved by voters, Proposition 1 would provide $7.545 billion in general obligation bond funding for new surface and groundwater storage projects, regional reliability, sustainable groundwater management and cleanup, water recycling, water conservation, watershed protection and safe drinking water particularly for disadvantaged communities. Ms. Tiegs stated that ACWA is providing materials for its member agencies to use to review Proposition 1 and is also placing factual information on its website; that ACWA's Board strongly believes this is the year to put a water bond to California's voters; that California is in one of the most severe droughts on records. 2 Minutes: 08/27/14 cmc Ms. Tiegs reported on the Sustainable Groundwater Management/Groundwater Reform Legislations; that ACWA issued recommendations earlier this year for improving groundwater management in California; that ACWA presented the recommendations to the Brown Administration in April; that the primary vehicles for the groundwater reform legislations this year are SB1168 (Pavley) and AB 1739 (Dickinson) may be taking up floor votes the week before the legislator adjourns for the session. Ms. Tiegs states that ACWA's recommendations outlined their vision for legislative and administrative changes that would strengthen groundwater management, provide new tools and authorities to restrict pumping, and define a backstop role for the state in cases where a local or regional agency is unable to protect a basin. She stated that ACWA provided workable solution recommendations. Information only. ALTERNATIVE POWER PROGRAM The General Manager/CEO introduced the team from Chevron and that they will provide some insight into a few projects that the District has been collaborating on. That some options will be shown tonight and if approved, a preconstruction agreement will be brought for Board approval. Suzanne Gentillini introduced herself and her team, Crista Curtis, Jon Eastmond and Conrad Newberry to the Board. She stated that they have been working with the District for the past six months to develop ideas that support the Districts pioneering spirit, renewable generation and community involvement; that there are five different areas that will be addressed in the process; reliable water supply, environmental champion, consumer rate steward, community partner, and workplace environment, Mr. Jon Eastmond stated that as they are impressed by how much the District has done in energy savings so far; that solar power generation is something that we would need to move quickly on so that we can receive incentives; that advanced metering infrastructure (AMI) is important and they will help provide the infrastructure needed to help the District move to budget based rates in the future; that using clean natural gas engines to directly run pumps at critical booster stations and will reduce the use of the grid and help with a backup supply; that the AMI and the fuel cells would be pilot programs that would be developed at no risk to the District; that Chevron would be taking on the risk to make sure that it makes financial sense to the District. Mr. Eastmond stated that one of the projects would be a solar powered parking cover and at Plant 39 to install solar panels a ground level. Ms. Gentillini stated that they would help reach out to the community and design custom I [ programs for local high schools and community colleges to become energy and water stewards. The General Manager/CEO stated that this provides examples to the community about being stewards; that this is step one if the Board is interested. 3 Minutes: 08/27/14 cmc Chairman Morales stated that the Board created a strategic focus and took a look at how to be best in class; that this is a great opportunity for the District and that this is another phase in the process of taking our organization to another level. Director Coats stated that this is awesome and very big on solar and helping the environment; that he is very anxious to see what projects they bring back and what the paybacks are. He inquired about the efficiency factors on the solar panels. Vice Chairman Coleman inquired if the team has done similar projects like what they are proposing at Plant 39 with the ground level panels. Director LeVesque stated that he is familiar with these types of systems and supports this project. M/S/C (Coleman-Coats) to authorize the General Manager/CEO to negotiate a Program Development Agreement with Chevron Energy Solutions for Board consideration at a future meeting. PARTICIPATION IN THE DEVELOPMENT OF THE PROPOSED SANTA ANA RIVER HABITAT CONSERVATION PLAN The Assistant General Manager provided an overview of the plan; that Valley District authorized a scoping study for the proposed Sana Ana River Habitat Conservation Plan; that there are numerous endangered species issues associated with water supply projects in the upper Santa Ana River watershed; that a collaborative Habitat Conservation Plan is recommended that all provide endangered and threatened species permit coverages. He stated that the plan will take about three years to complete at a total estimated cost of $1,911,039; and that the Districts portion of the total cost is $162,470. He stated that if the District participates in this, the projects that we have would be able to be expedited through this process and receive permits quicker. The General Manager/CEO stated that the benefit with partnering with other agencies is to help make minimal contributions that can go into a bigger hat and allows the District to pay a fraction of the cost of the environmental studies. Director Coleman stated that he attended a previous meeting where this topic had been discussed with the agencies that are going to be involved. Chairman Morales stated that he liked the cost sharing and the District will be aware of the known and unknowns; also he likes the idea of the stewardship and to help with the impact of the endangered species that reside in our area. M/S/C (LeVesque-Coats) to authorize participation in the Santa Ana Habitat Conservation Plan and expenditure. GENERAL MANAGER/STAFF REPORTS 4 Minutes: 08/27/14 cmc The General Manager reported on the following: the employee events committee provided a donation to the Highland Senior Center in memory of Kip Sturgeon; A jacket drive for Hunt Elementary and Chili Cook-off will be held on October 2; the Thanksgiving luncheon will be held on November 19; the Awards Banquet will be on December 6; the District held its first conservation class on Saturday August 23 with approximately 40-50 people in attendance; that the next conservation class will be on September 20 by the Master Gardeners on Xeriscaping; that September is National Emergency Preparedness month; that the District will be hosting the Association of San Bernardino County Special Districts dinner on October 20; that the District has completed bringing payroll in-house; that there will be a tour of the Anaheim Reclamation Demonstration Plant on August 28; and that the District has received four claims doing the last quarter and the total cost to the District was $2,129.83. Information only. LEGAL COUNSEL REPORT No reports at this time. ORAL COMMENTS FROM THE BOARD OF DIRECTORS Vice Chairman Coleman stated that he has attended the Anaheim Reclamation plant and he was surprised at how much it didn't look like a sewer treatment plant. He is grateful that Toro came and provided a program that teaches homeowners how to water efficient and not wasteful. He stated that he is looking forward to the next class in September. Director Coats wanted to thank those who attended Kip Sturgeons memorial service and thanks to all those who attended tonight's board meeting and his goal is to nave the room filled; he stated that this is the customers District and the Board wants their input. Director LeVesque stated that he is pleased by the number of people in attendance, Chairman Morales welcomed the new employees and announced that the filling of the Board position closes on Tuesday; that they are still going through the process of how to vet the applications; that a series of special meetings might need to be set to be able to find the best candidate possible; and that the vacancy needs to be filled by September 29. He also announced that the kiosks have been placed on the west side of the District and outreach will be coming soon. Chairman Morales inquired into the best way to view the modern technology reclamation plants in Seattle and how to put together a trip with the Board members without violating the Brown Act and how this will work logistically. The General Manager/CEO stated that this is a big decision for the Board to make and he would like to provide as much information as possible; that the plants they are considering visiting are located outside Seattle; that one is in a Marina and treats three million gallons a day and the other facility is a lodge that treats thirty million gallons a day; that these facilities are examples of the type of facility that the District is 5 Minutes: 08/27/14 cmc considering to build. He explained that is important to visit and walk around the facilities and that staff will be taking video for rate payers to view. He stated that this trip is an expense cost to the District especially if flying staff and Board members in two stages so as not to violate the Brown Act to Seattle for several days; that the facilities are about two and half hours apart from each other; that staff has reached out to the operators of each facility to schedule tours; that this presents challenges logistically to have the plant operators available for two separate days of tours. He stated that staff is willing to do what we can since this is a big decision but hopes the Board would consider a better way to accomplish this. Director LeVesque stated that he has prior commitments on the proposed dates and cannot attend; that he was impressed by how well versed Director Coats was at the Anaheim plant facility; that he recommends that the Chairman and Director Coats attend this trip; and that he doesn't mean to exclude Vice Chairman Coleman. Director Coats stated that he is looking forward to going and the importance of it; that he is comfortable with whatever decision is made. The General Manager/CEO gave an overview of the proposed itinerary for the trip; that staff and two board members would fly up on Sunday and stay over, attend the tour on Monday and then those two board members would fly home that night. The other two board members would then arrive on Monday night. Those board members would stay overnight on Monday, attend the tours on Tuesday and then fly home that night. He stated that this would be more efficient if it could be a two day trip rather than a three day trip. Vice Chairman Coleman stated that it was very beneficial to attend the Anaheim facility and he was looking forward to attending the plants in Washington; and if can't go for the good of the water district then that's okay. He stated that as long as EVWD receives the most benefit from Board members attending the tours and he stays behind, then so be it; that if he does get to attend then he would really like to. ADJOURN The meeting adjourned at 6:49 p.m. ,.a es Morales, Jr., Chairman John J. Mura, ecretary 6 Minutes: 08/27/14 cmc