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HomeMy WebLinkAboutMinutes - EVWD Board of Directors - 09/27/2023r Approved October 11, 2023 Regular Board Meeting Meeting Date: September 27, 2023 CALL TO ORDER The Chairman of the Board called the meeting to order at 4:30 p.m. ROLL CALL OF BOARD MEMBERS PRESENT Directors: Carrillo, Coats, Goodrich, Morales, Smith ABSENT None STAFF Michael Moore, General Manager/CEO; Brian Tompkins, Chief Financial Officer; Jeff Noelte, Director of Engineering and Operations; Kerrie Bryan, Director of Administrative Services; Patrick Milroy, Operations Manager; Rocky Welborn, Water Reclamation Manager; William Ringland, Public Affairs/Conservation Manager; Justine Hendricksen, District Clerk; Shayla Antrim, Administrative Specialist LEGAL COUNSEL Jean Cihigoyenetche GUESTS Members of the public PUBLIC COMMENTS Chairman Goodrich declared the public participation section of the meeting open at 4:31 p.m. There being no written or verbal comments, the public participation section was closed. 1. APPROVALOFAGENDA a. Approval of Agenda A motion was made by Director Smith, seconded by Vice Chairman Morales, that the Board approve the September 27, 2023 agenda as submitted. The motion carried by the following: Ayes: Carrillo, Coats, Goodrich, Morales, Smith Noes: None Absent: None 2. RECESS INTO CLOSED SESSION The Board entered into Closed Session at 4:31 p.m. as provided in the Ralph M. Brown Act Government Code Section 54957 to discuss the item listed on the agenda. RECONVENE THE MEETING The Board reconvened the meeting at 5:30 p.m. PLEDGE OF ALLEGIANCE Director Carrillo led the flag salute. ROLL CALL OF BOARD MEMBERS PRESENT Directors: Carrillo, Coats, Goodrich, Morales, Smith ABSENT None ANNOUNCEMENT OF CLOSED SESSION ACTIONS With respect to Item #2a: Legal Counsel stated that no reportable action was taken. PRESENTATIONS AND CEREMONIAL ITEMS • Introduction of Newly Hired Employee o Joseph Tejada, Field Service Worker I The General Manager/CEO introduced and welcomed the newly hired employee to the Board. Information only. PUBLIC COMMENTS Chairman Goodrich declared the public participation section of the meeting open at 5:33 p.m. Susan Silveria made a public comment in opposition to work being performed by the District on her property. She stated that she'd like the record to reflect that the trees of concern are not adjacent to her property, but are on her property. The General Manager/CEO responded to the Board regarding Ms. Silveria's comments. There being no further written or verbal comments, the public participation section was closed at 5:39 p.m. 3. APPROVAL OF CONSENT CALENDAR a. Approve the September 13, 2023 Regular Board Meeting Minutes b. Investment Transaction Report for Month Ended August 31, 2023 c. August 2023 Disbursements: Accounts payable disbursements for the period include check numbers 261670 through 261826, bank drafts, and ACH payments in the amount of $8,432,544.04 and $461,036.31 for payroll A motion was made by Director Coats, seconded by Director Smith, that the Board approve the Consent Calendar items as submitted. The motion carried by the following: Ayes: Carrillo, Coats, Goodrich, Morales, Smith Noes: None Absent: None 4. INFORMATIONAL ITEMS a. Regional Recycled Water Facilities Update The Director of Engineering and Operations provided an update on the last phases of the regional recycled water facilities project. Information presented included, but not limited to the construction of the Regional Recycled Water Pipeline where 2,000 feet remain to be constructed, interagency collaboration with San Bernardino Valley Municipal Water District, and Weaver Basin's site improvements. The General Manager/CEO stated that now that the pipeline is near completion, staff will begin putting together a schedule of the startup plan for the project and will bring the plan to the Board in late October. For information only. 5. DISCUSSION AND POSSIBLE ACTION ITEMS a. Consider Approval of Extension of Contract with HORNE LLP to Receive Low Income Household Water Assistance Program {LIHWAP) Payments The Chief Financial Officer provided information regarding an extension of the District's contract with HORNE LLP for the Low Income Household Water Assistance Program (Program). He stated that in November 2022 the Board authorized the District's enrollment in the Program and executed a contract with HORNE LLP to disburse funds to LIHWAP participating agencies on behalf of eligible households. The Program was designed to assist low-income households who are delinquent on their water bills, by paying up to $2,000 of their delinquent balance. The LIHWAP program was revised in March 2023, making up to $15,000 per household available (one time), and allowed LIHWAP funds to cover current and future bills. The District's contract with HORNE LLP can be extended through May 31, 2024, or as long as funds are available. The Chief Financial Officer stated that the District's local service provider of the Program is the Community Action Partnership of San Bernardino County. He stated that the District doesn't have any part in determining the eligibility of our customers participating in the program and customers are directed to contact the Community Action Partnership to apply. He stated that from December 2022 to September 2023, District customers have been provided $93,251 in bill payment assistance, distributed among 157 customers. He added that the contract extension was not included in the agenda packet because it was received today; and that it is a one-page memo extending the contract with HORNE LLP to May 2024. A motion was made by Director Carrillo, seconded by Director Coats, that the Board of Directors authorize the General Manager/CEO to execute a contract extension with HORNE LLP. The motion was carried by the following: Ayes: Carrillo, Coats, Goodrich, Morales, Smith Noes: None Absent: None b. Consider Approval of Contracts with Logicalis and Wirenet for an Enhanced Security Camera System at Plant 134 The Information Technology Manager discussed the need for enhanced security equipment at Plant 134. He described some of the security challenges and problems in the area, and discussed the features of the enhanced security system. The IT Manager stated that two quotes were received for the installation of the cameras and one for the purchase of the cameras. He recommends that the District award a contract to Logicalis for Meraki cameras and to Wirenet for the installation. A motion was made by Director Coats, seconded by Vice Chairman Morales, that the Board of Directors authorize the General Manager/CEO to enter into contracts with Logicalis and Wirenet for the purchase and installation of an enhanced security camera system at Plant 134 as submitted. The motion was carried by the following: Ayes: Carrillo, Coats, Goodrich, Morales, Smith Noes: None Absent: None r c. Consider Approval of Water Quality Permitting Services Contract Amendment No. 3 with Woodard & Curran for the Sterling Natural Resource Center The Director of Engineering and Operations stated that the Sterling Natural Resource Center (SNRC) requires extensive water quality analysis and monitoring to obtain permits for the groundwater recharge project. The Woodard & Curran consulting firm has been involved in the project since 2015, providing engineering documents, modeling, and other services. Amendments No. 1 and No. 2 were executed to reflect changes in the project, including the anaerobic digestion system and the discharge location. The regulators have accepted the engineering documents, and now the focus is on completing the monitoring requirements before the operation of the SNRC can begin. Staff recommends amending Woodard & Curran's scope of services with Amendment No. 3 for $336,322, bringing the total contract amount to $938,635. ( A motion was made by Vice Chairman Morales, seconded by Director Carrillo, that the Board of Directors authorize the General Manager/CEO to execute contract amendment No. 3 with Woodard & Curran to provide additional Water Quality Permitting Services for the Sterling Natural Resource Center project for a not-to-exceed amount of $336,322 as submitted. The motion was carried by the following: Ayes: Carrillo, Coats, Goodrich, Morales, Smith Noes: None Absent: None d. Review General Manager/CEO Achievement of Goals and Objectives, Determination of Performance Award (first half of item) Legal Counsel stated that pursuant to the General Manager/CEO's employment contract, he is entitled to an annual review of his performance by the Board of Directors to determine if his Goals and Objectives have been met for the preceding year, and to determine the overall performance of his work. He stated that in closed session matters were discussed and considered by the Board. Pursuant to section 3.d. of his employment agreement the Board is charged with determining if the General Manager/CEO is entitled to his performance award of up to 10% of his base annual salary. The Board praised the General Manager/CEO for his performance and leadership during the past year. A motion was made by Director Coats, seconded by Vice-Chairman Morales, that the Board approve the General Manager/CEO's pay for performance award in the amount of 10% of his base salary, totaling approximately $30,000. The motion was carried by the following: Ayes: Carrillo, Coats, Goodrich, Morales, Smith Noes: None Absent: None d. Consider Approval of Amendments to General Manager/CEO Employment Agreement (second half of item) Legal Counsel stated that the second item of discussion is a proposed contract amendment to Section 3.g. of the General Manager/CEO's employment agreement. He provided details regarding the proposed amendment. Legal Counsel presented the proposed amendment to the General Manager/CEO's contract as follows: increase the contribution to the General Manager/CEO's supplemental retirement 401(a) plan from $20,000 to $40,000 annually. A motion was made by Director Coats, seconded by Vice Chairman Morales, that the Board approve the amendment to the General Manager/CEO's Employment Agreement as presented. The motion was carried by the following: Ayes: Carrillo, Coats, Goodrich, Morales, Smith Noes: None Absent: None e. Consider Approval of General Manager/CEO's 2023-24 Goals and Objectives The Chairman of the Board stated that as part of the General Manager/CEO's annual performance evaluation, the Board of Directors develop goals and objectives to provide direction and measure degrees of organizational success. The General Manager/CEO's FY 2023-24 Goals and Objectives have been developed to reflect the priorities laid out in the Agency's Goals and Objectives and the District's Five-Year Plan. He read each of the proposed FY 2023-24 goals and objectives to the Board. Director Smith stated that he looks forward to working with the General Manager/CEO on his goals and objectives. Director Coats stated that the General Manager/CEO has a lofty set of goals. Vice Chairman Morales stated that he likes how the General Manager/CEO's goals align with the agency's goals and objectives. A motion was made by Director Carrillo, seconded by Director Coats, that the Board approve the 2023-24 General Manager/CEO's Goals and Objectives as submitted. r ( The motion carried by the following roll call vote: Ayes: Coats, Goodrich, Carrillo, Morales, Smith Noes: None Absent: None 6. REPORTS a. Board of Directors' Reports Director Coats reported on the following: September 9 he participated in the California Special Districts Association webinar Preparing for Fiscal Year 2025 Congressional Earmarks; September 11 he attended the Finance & Human Resources Committee meeting where they discussed LIHWAP and the Summer Internship Program; September 11 he attended the Association of San Bernardino County Special Districts Board meeting where they discussed their upcoming monthly membership meeting; September 12-15 he attended the Water Education Foundation's Eastern Sierra Tour; September 18 he attended the District's Strategic Planning Session; September 20 he met with the General Manager/CEO to discuss District business; September 26 he attended the San Bernardino Valley Municipal Water District's Workshop where they discussed their Director Handbook; and September 26 he attended the Highland Chamber of Commerce meeting where the guest speaker was former State Senator Mike Morrell. Director Carrillo reported on the following: September 14 he attended the Highland State of the City event where the mayor provided a report on the State of the City; September 18 he attended the District's Strategic Planning Session; and September 26 he met with the General Manager/CEO to discuss District business. Director Smith reported on the following: September 14 he attended the Highland State of the City event where the mayor provided a report on the State of the City; September 18 he attended the District's Strategic Planning Session; September 19 he met with the General Manager/CEO to discuss District business; September 25 he attended the Local Agency Formation Commission for San Bernardino County meeting with nothing to report; and September 26 he attended the Highland Chamber of Commerce meeting where former Senator Mike Morrell discussed the U.S. Constitution. Vice Chairman Morales reported on the following: September 18 he attended the District's Strategic Planning Workshop; September 19 he attended the San Bernardino Valley Municipal Water District meeting where they discussed the State Water Project; September 21 he met with the General Manager/CEO to review the agenda and to discuss District business; September 25 he attended the Engineering & Operations Committee meeting; and September 26 he attended the City of San Bernardino Water Department meeting. Chairman Goodrich reported on the following: September 14 he attended the Highland State of the City event where the mayor provided a summary of the status of the City; September 18 he attended the District's Strategic Planning Session; September 21 he met with the General Manager/CEO to review the agenda and to discuss District business; September 25 he attended the Engineering & Operations Committee meeting where they provided updates on the Sterling Natural Resource Center and Plant 134; and September 26 he attended the Highland Chamber of Commerce meeting where former Senator Mike Morrell was the speaker. For information only. a. General Manager/CEO Report The General Manager/CEO thanked the Board for his incentive and thanked staff for their positive attitude during the transition over the past year. The General Manager/CEO announced the following: • Today he met with the Highland Police Captain, Chief and Lieutenant to discuss the Emergency Operations Center and to prepare for future emergency operations. • September 28 the District will be hosting its annual Health Benefits Fair for staff. Several vendors will be available to answer questions regarding health benefit selections and supplemental plans, as well as representatives from local businesses providing information on their services. • October 2 staff will be participating in a Strategic Planning Workshop to discuss possible changes/modifications to the District's Goals & Objectives. • October 9 District's offices and customer service lines will be closed due to the holiday. Customers may pay their bill online, by phone, or at any 7-Eleven location. To report a water emergency, residents can call (909) 889-9501 and on-call staff will provide assistance. • The District hosted a Conservation Workshop at the Sterling Natural Resource Center with the topic of Overcoming Common Landscaping Challenges. This was an opportunity to invite members of the community to learn about different tactics and techniques in creating a water-efficient outdoor space. We had about 60 community members attend and have the next workshop scheduled for October 21. • East Valley Water District engages with schools in our community to highlight the career opportunities available within the water industry. Last week, a member of our wastewater treatment team, Ryan Cerros, visited San Gorgonio High School and showcased the different job pathways to almost 400 students. r • Director Coats and the District's Public Affairs/Conservation Manager participated in the Water Education Foundation's tour of the Eastern Sierras. This tour showcased the important water infrastructure across the State and highlighted the value of making investments needed to maintain a safe and reliable water supply. • The District started the repairs of the North Fork pipeline on Highland Avenue yesterday. So far, the repair work involves accessing the pipe just off the edge of the road within the North Fork property and removing large roots that have blocked the flow of water in the pipeline. The pipeline is a critical facility to the District that supplies water from the Santa Ana River to the District's surface water treatment plant, Plant 134. He stated that he is hopeful that we can complete the repair operation within a couple of weeks and restore the water supply to the treatment plant which supplies about 25% of our customers' water. For information only. b. Legal Counsel Report No report at this time. c. Board of Directors' Comments Director Smith congratulated the General Manager/CEO on his success. Director Coats commended staff for the work they do each and every day and added that he looks forward to the future with the General Manager/CEO. Vice Chairman Morales provided an update on the Association of California Water Agencies (ACWA) election results, as follows: ACWA Board for 2024-25 Term Cathy Green, President Ernie Avila, Vice President ACWA Re gion 9 for 2024-25 Term Patrick O'Dowd, Chair Carol Lee Gonzales-Brady, Vice Chair Brenda Dennstedt, Governing Board Member Gina Dockstader, Governing Board Member James Morales Jr., Governing Board Member Paul Ortega, Governing Board Member Harvey Ryan, Governing Board Member Chairman Goodrich stated that he appreciates staff and all that they do. For information only. ADJOURN Chairman Goodrich adjourned the meeting at 7:03 p.m. Phillip R. Goodrich, Board President Michael Moore, eoard Secretary