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HomeMy WebLinkAboutAgenda Packet - Community Advisory Commission - 04/09/2019C O MMUN IT Y A D VISO RY C O MMISSIO N MEET IN G April 9, 2019 - 6:00 PM 31111 Greenspot Road, Highland, C A 92346 AGE N D A C A LL TO O RD ER PLED G E O F A LLEG IA N C E RO LL C A LL O F C O MMISSIO N MEMBERS PUBLIC C O MMEN T S Any person wishing to speak to the Board of C ommissioners is asked to complete a Speaker C ard and submit it to the District Clerk prior to the start of the meeting. Each speaker is limited to three (3) minutes, unless waived by the C hairman of the C ommission. Under the State of C alifornia Brown Act, the Board of C ommissioners is prohibited from discussing or taking action on any item not listed on the posted agenda. T he matter will automatically be referred to staff for an appropriate response or action and may appear on the agenda at a future meeting. 1.A PPRO VA L O F C O N SEN T C A LEN D A R All matters listed under the C onsent C alendar are considered by the Board of Commissioners to be routine and will be enacted in one motion. T here will be no discussion of these items prior to the time the commissioners consider the motion unless members of the commission, the administrative staff, or the public request specific items to be discussed and/or removed from the Consent Calendar. a.Approve the J anuary 8, 2019 Commission Meeting Minutes D ISC USSIO N/IN FO RMAT IO N A L IT EMS 2.Sterling Natural Resource Center Project Update 3.Conservation Update 4.Legislative Update 5.Outreach Update 6.Facility Use Update 7.Water and Sewer Master Plans 8.Commissioner C omments 9.Staff's Comments A D J O URN Pursuant to Government C ode Section 54954.2(a), any request for a disability-related modification or accommodation, including auxiliary aids or services, that is sought in order to participate in the above-agendized public meeting should be directed to the District C lerk at (909) 885-4900 at least 72 hours prior to said meeting. 1 Minutes 1/08/2019 cmc Subject to Approval EAST VALLEY WATER DISTRICT January 8, 2019 COMMUNITY ADVISORY COMMISSION MINUTES Cecilia Contreras, Senior Administrative Assistant, called the meeting to order at 6:10 pm and led the flag salute. PRESENT: Commissioners: Dondalski, Laster, Yauger ABSENT: Commissioners: Jaurigue, Miller STAFF: Kelly Malloy, Director of Strategic Services; Cecilia Contreras, Senior Administrative Assistant GUEST(s): None PUBLIC COMMENTS The Senior Administrative Assistant declared the public participation section of the meeting open at 6:11 pm. There being no written or verbal comments, the public participation section was closed. APPROVE THE OCTOBER 9, 2018 COMMISSION MEETING MINUTES M/S/C (Dondalski-Yauger) to approve the October 9, 2018 Commission meeting minutes as submitted. The Community Advisory Commission took a break at 6:11 pm. The Community Advisory Commission reconvened at 6:13 pm. Ms. Malloy arrived at the meeting at 6:13 pm. FIVE-YEAR WORK PLAN UPDATE Ms. Malloy provided information on the Five-Year work plan; that the District previously had planned for one year and during this update, staff saw the need for a five-year plan and strategic plan adjustment; that the highlights of this plan include daily operations, vision, development, District wide goals, and to be able to measure success of projects. Ms. Malloy explained that this p lan was developed with the help of all staff members being able to include their input and it will be going to the full Board for consideration in February. Information only. 2 Minutes 1/08/2019 cmc STERLING NATURAL RESOURCE CENTER UPDATE Ms. Malloy provided an update on current progress of the Sterling Natural Resource Center; that the site is currently being graded and excavated; that the District has received an Urban Greening Grant, Prop 1 grant funding and a State Revolving Fund loan; that when the project becomes sixty percent designed, additional subcontractors will be brought on; that a time lapse camera has been installed on the site and can be viewed through the District’s website; that the District continues to outreach to the community about this project with an ad i n the Highland Community News every other month and through bill inserts. Information only. COMMUNICATIONS UPDATE Ms. Malloy stated the District recently completed the Popular Annual Financial Report (PAFR); that staff has established and Internal Communications committee that meet monthly to work together on the best ways to inform staff and keep them updated about District projects and events that are occurring; that in February, the redesigned District website will be launched and some changes including adding a home button have been incorporated. Information only. LEGISLATIVE UPDATE Ms. Malloy stated that the District and the Lobbyists are consistently watching the changes that are going on in the legislation; that the water tax co ntinues to be monitored along with legislation regarding water quality; that after February, Ms. Malloy will provide an update with the changes that occurred. Information only. COMMISSIONER COMMENTS Mr. Yauger requested an inquiry into the possibility of having the board meetings audio recorded so that they can be listened to if participants are unable to attend. Mr. Dondalski expressed his optimism for the current rain we have been receiving and asked if the District is offering any assistance if needed to the water agencies that were affected by the recent wild fires. Mr. Laster inquired about the beautification of the District’s well sites; that there are a couple sites in his neighborhood that are just chain link fence and if there was a possibility of adding a wrap around with our logo. Information only. STAFF COMMENTS 3 Minutes 1/08/2019 cmc Ms. Contreras reminded that the next regular meeting is scheduled for April 9, 2019 at 6 pm. Ms. Malloy stated that the next meeting will be to go over items for the next fiscal year budget and may be a long meeting. Information only. ADJOURN The meeting adjourned at 7:43 pm. ________________________ Kelly Malloy Director of Strategic Services B O AR D AGE N D A S TAF F R E P ORT Agenda Item #2. Meeting Date: Ap ril 9, 2019 To: G o verning Board Memb ers F rom: G eneral Manager/C EO Subject: S terling Natural R es o urc e C enter P rojec t Update R E C O MME N D AT IO N: T his item is fo r info rmatio n o nly, not ac tion is rec o mmend ed at this time. B AC KGR O UN D / AN ALYS IS : T he S terling Natural R esource C enter (S NR C ) will provide a valuable res o urc e for o ur community. T hrough the p ro gres s ive design-build proc es s , Dis tric t s taff works alo ng s id e the d esign and cons truc tion team to d evelop the fac ility in a s treamlined manner while p ulling from the d ivers e exp ertis e to ensure that the S NR C is a world class p ro jec t. T he Dis tric t c o ntinues to work with the c urrent outs id e fund ing s o urces on finalizing agreements and gathering information fo r regular rep o rting. C urrently, the p ro jec t is fully fund ed through a low interes t S tate lo an, and s uc ces s ful award o f P ro p o s ition 1 and Urb an G reening grants to taling over $8 million in fund ing. T he G overning Board rec ently ap p ro ved the increas e of the to tal S tate R evolving F und lo an amount to allow fo r d iges tors to be inc o rp o rated into the initial phas e o f the p ro jec t, rather that at a later time. C o nstruc tio n is underway with effo rts foc us ing o n the treatment p lant elements that require majo r excavation. T he influent p ump station (IP S ) is a c ritical lo catio n in the process and will b e the d eep est fac ility. With s afety as a to p p rio rity, s teel beams have b een bored into the ground for enhanced s tab ilization s urrounding the I P S along with s horing put in p lac e along the s o il walls . T he p rojec t has exp erienced a minor s lo w d o wn in exc avation ac tivities due to the recent rain events . F o rtunately, the d rainage o n the s ite allo ws for work to res ume s hortly after the s torms have p assed. Des ign effo rts are not impac ted b y the weather and the team continues to work diligently toward reac hing completio n d ead lines . T he team is meeting with the various agenc y's regarding cooperative efforts and regulato ry ap p ro vals nec es s ary fo r the project. C urrent agency c oo rd inatio n inc luded in the S NR C inc lude the S tate Water R es o urc es C ontrol Board Division o f Drinking Water, R egio nal Water Q uality C ontrol Bo ard, S an Bernardino C ounty F lood C o ntro l, S an Bernardino C ity Unified S c hool Dis tric t, S an Bernardino Internatio nal Airport Authority/Inland Valley Develo p ment Agenc y, C ity o f Highland, C ity o f R ed lands , and C ity of S an Bernard ino. G iven the vis ibility of the cons truc tion pro gress, a c o nstruc tio n camera has been ad d ed to the s ite and the link is available o n the Dis tric t's webs ite. T his is a s afe way fo r the c o mmunity to have an ins id e look at the effo rts R es p ec tfully s ubmitted : Kelly Mallo y Directo r o f S trategic S ervices available o n the Dis tric t's webs ite. T his is a s afe way fo r the c o mmunity to have an ins id e look at the effo rts und erway to c o nstruc t the S terling Natural R es o urc e C enter. T he Dis tric t continues to p ro vide projec t up d ates at Board meetings , in the mo nthly b ills , and at c o mmunity events . AG E N C Y G O ALS AN D OB J E C T IVE S : G oal and O b jectives I - Implement Effec tive S o lutio ns T hrough Visionary Leadership a) Identify O pportunities to O p timize Natural R esourc es R E VIE W B Y O T HE R S : T here is no fis cal impac t as s o c iated with this agend a item. B O AR D AGE N D A S TAF F R E P ORT Agenda Item #3. Meeting Date: Ap ril 9, 2019 To: G o verning Board Memb ers F rom: P ub lic Affairs Manager Subject: C ons ervation Update R E C O MME N D AT IO N: T his item is fo r info rmatio nal p urp o s es only, no ac tion is reques ted at this time. B AC KGR O UN D / AN ALYS IS : With the S tate no longer in a s tage of d ro ught it is es s ential to c o ntinue our c o nservation efforts to maintain the water s avings momentum ac hieved b y the c o mmunity. C ons ervatio n programs such as reb ates, works hops , and the smart c o ntro ller direc t ins tallatio n pro gram have provid ed the o p p o rtunity to maintain engagement with o ur community and as s is t them in their efforts to comply with the Dis tric ts cons ervation meas ures. T he Dis tric t c ontinues to rep o rt water s avings in the monthly productio n rep ort that is s ubmitted to the S tate Water R es o urce C ontrol Bo ard every month. To date the Dis tric t has ac hieved a cumulative s avings of 15% b etween March 2018-2019. O ur c o mmunity c ontinues to res pond to the call to c o ns erve and remains engaged with the Dis tric t thro ugh the C o ns ervatio n p rograms . P artic ip atio n in the Dis tric ts rebate programs remains cons tant with o ver 340 applic ations rec eived. T hrough S an B ernardino Valley M unicipal Water D istricts 25% rebate reimbursement program the D istrict has been awarded $22,885.71 for the first half of this fiscal year. B y participating in Valley D istricts program the D istrict is able increase funding to the rebate programs which allows more members of our community to participate. Maintaining the c o mmunities c o ncern with p ro tec ting our prec io us water res ource, we must c o ntinue to b e of s ervic e and enc o urage complianc e with the S tates p ro p o s ed p ermanent prohib itions agains t was teful water us e p ractices . In ad d ition to rebate and regulato ry efforts , the District continues to utilize creative approaches to maintain a s trong relations hip with o ur community. T he S tud ent P os ter C ontes t is und erway, and will res ult in an 18-mo nth calend ar fo r 2019-2020. T his year ’s theme encourages our loc al yo uths to identify ways to b e a water hero. F ace-to -fac e interac tions provid e an invaluab le o p portunity to und erstand the needs o f our cus to mers and allo ws us the ab ility to develo p programs to better as s is t in c ons ervatio n effo rts . T he Dis tric t will b e hos ting a C o mmunity C o ns ervatio n F es t in Ap ril to pro mo te environmental awarenes s . AG E N C Y G O ALS AN D OB J E C T IVE S : R es p ec tfully s ubmitted : Kelly Mallo y Directo r o f S trategic S ervices G o al and O bjec tives I I - Maintain a C ommitment to S us tainab ility, Transparenc y, and Ac c o untability b ) Utilize Effective C ommunic atio n Method s d ) P rovide Q uality I nfo rmation to Enc o urage C o mmunity Engagement F IS C AL IMPAC T T here is no fis cal impac t as s o c iated with this item. B O AR D AGE N D A S TAF F R E P ORT Agenda Item #4. Meeting Date: Ap ril 9, 2019 To: G o verning Board Memb ers F rom: P ub lic Affairs Manager Subject: Legis lative Up d ate R E C O MME N D AT IO N: T his item is an informational item, with no actio n req uired . B AC KGR O UN D / AN ALYS IS : T he Dis tric t maintains a high level of engagement in the politic al ac tivities of S acramento . S tate and lo c al legislative ac tions can have major impac ts on Dis tric t o peratio ns , a c o mmunity's quality of life, and even req uire actio n o n the p art o f individ uals themselves . T he next 2-year legis lative session is b eginning in C alifornia. With the rec ent elec tion res ults o f 2018, there are s o me s ignificant changes that will take effec t. S o me key dates for the firs t year of this s es s io n inc lude: January 1- S tatues took effect January 7- Legislature rec o nvened January 25- Last day to have sub mitted b ill requests F ebruary 22- Las t d ay fo r b ills to be introduced June 15- Budget bill mus t b e passed by midnight S eptemb er 13- Last day fo r any b ill to b e pas s ed O c to b er 13- Last day for the G overno r to sign o r veto bills T he District will c o ntinue to wo rk with T he O nate G ro up and T he Q uintana C ruz C ompany o n legislative is s ues . T his includ ed coordinating offic e and field vis its to meet with legislato rs and their s taff. At the time this agenda was prepared , the Dis tric t is c lo sely monitoring the fo llowing bills : AB 60 AB 533 AB 1414 AB 1415 AB 1486 S B 217 S B 414 S B 669 It is imp o rtant to keep in mind that the legislative proc es s allows fo r s ignificant c hanges to the text o f b ills . T his R es p ec tfully s ubmitted : Kelly Mallo y Directo r o f S trategic S ervices It is imp o rtant to keep in mind that the legislative proc es s allows fo r s ignificant c hanges to the text o f b ills . T his may res ult in a bill going from high to lo w p riority o r vic e vers a. Additio nally, o ther regulatory ac tions o uts id e of the legis lature may require inp ut fro m the District. AG E N C Y G O ALS AN D OB J E C T IVE S : G oal and O b jectives I - Implement Effec tive S o lutio ns T hrough Visionary Leadership c ) S trengthen R egio nal, S tate and National P artners hips F IS C AL IMPAC T T here is no fis cal impac t as s o c iated with this agend a item. B O AR D AGE N D A S TAF F R E P ORT Agenda Item #5. Meeting Date: Ap ril 9, 2019 To: G o verning Board Memb ers F rom: P ub lic Affairs Manager Subject: O utreac h Up d ate R E C O MME N D AT IO N: T his item is fo r info rmatio nal p urp o s es only, no ac tion is reques ted at this time. B AC KGR O UN D / AN ALYS IS : T he District c o ntinues to utilize various avenues of c o mmunic ation to engage with the c o mmunity. By d ivers ifying its communic atio n outlets , the Dis tric t s eeks to exp and its reach o f community memb ers that wo uld o therwis e be o verlooked with a s ingular o utlet. R ecent p rojec ts have inc luded, but are not limited to: • Eas t Valley Water Dis tric t Web s ite • S ocial Media • Bill Ins erts and Ad vertis ements T he web s ite s erves as a valuable information resource fo r the pub lic . S triving to imp ro ve o nline servic es , the Dis tric t redes igned its webs ite to a p latform that s upports b rand pers o nality and places a p rio rity o n readability and navigation. To ens ure the new site tailored to the p ublic’s need s , staff met with lo cal c o mmunity members d uring the initial design p hase to gather their valuab le input. T he website launc hed at the end of F eb ruary and has received pos itive feedbac k fro m both the c ommunity and o ther agencies. Enhanc ements includ e a mo d ern d es ign, imp roved navigation menus , eas y acc es s to important topic s via a q uic k links menu, graphic navigatio n icons , and mobile respons ivenes s. T he Dis tric t c o ntinues to ac tively utilize s oc ial media as p art of its on-go ing o utreach effo rts . T hro ugh pos ts o n F acebook, Twitter, and Ins tagram, the Dis tric t p ro vides the public with S terling Natural R es ource C enter projec t b enefits and pro gress , news up d ates, community event informatio n, conservation tips , rebate p ro gram information, and s ervices available to c us to mers. Bill inserts are o ne o f the most effec tive outreach o utlets . By includ ing outreach materials in the water bill, the Dis tric t ensures c o mmunity memb ers within the s ervic e area receive and engage with the ins ert. In the mo s t recent bill insert, residents rec eived their invitation to the C ommunity C ons ervation F es t. Ad d itio nally, the Dis tric t c o ntinues to advertis e o n the lo cal news pap er year-round. Advertis ements typ ically fo c us o n multiple campaigns . T he c urrent campaign c o mmemorates the Dis tric t’s 65th anniversary, invites p artic ip ation in the fes tival, and encourages the pub lic to watc h c o nstruc tion p ro gres s o f the S terling Natural R es o urc e C enter b y p ro viding a web link to the time-lapse camera. R espec tfully sub mitted: Kelly Malloy Direc tor of S trategic S ervic es p ro viding a web link to the time-lapse camera. In c ultivating effec tive outreac h efforts , the Dis tric t c o nsiders divers ity within its s ervic e area and their d ifferentiating c o mmunic ation p references , bac kgrounds and p rimary language. As res ult, the Dis tric t no w p ro vides its most c ritical o utreac h materials in multiple languages . AG E N C Y G O ALS AN D OB J E C T IVE S : G o al and O bjec tives I I - Maintain a C ommitment to S us tainab ility, Transparenc y, and Ac c o untability b ) Utilize Effective C ommunic atio n Method s d ) P rovide Q uality I nfo rmation to Enc o urage C o mmunity Engagement F IS C AL IMPAC T T here is no fis cal impac t as s o c iated with this item. ATTACH M E N TS: Description Type Outreac h Update P resentation P resentation COMMUNITY OUTREACH UPDATE April 9, 2019 WEBSITE REDESIGN •Redesign Completed in February •Site Enhancements: •Sterling Natural Resource Center news section •Mobile-friendly •Quick links for important topics •Graphic quick icons •Improved navigation menus •Modern design •Events calendar SOCIAL MEDIA SOCIAL MEDIA •All Social Media Channels Experienced an Increase in Followers •The District Continues to Post at a Frequency of Least 3 Times Per week •Posts Provide: •SNRC project benefits and progress •News updates •Community event information •Conservations tips •Services available to customers ENGAGEMENT FOLLOWERS –JANUARY TO MARCH Followers Per Month Channel Jan.Feb. March % Change Facebook 250 252 254 + 1.6 Instagram 454 474 487 + 7.3 Twitter 150 152 154 + 2.7 POST EXAMPLES BILL INSERTS REACHING THE COMMUNITY •Inserts are Included with Monthly Water Bills •The District Ensures Community Members Receive and Engage with the Outreach Material •Inserts Provide Information Regarding: •Sterling Natural Resource Center progress •Conservation workshops •District news •Services •Rebate programs BILL INSERT EXAMPLES ADVERTISEMENTS YEAR-ROUND ADVERTISING •The District’s 2019 Advertising Schedule Includes Bi-Weekly Ads •Advertisements in the Highland Community News •Highland Senior Center “Senior Times” •Advertisements Promote •Sterling Natural Resource Center project updates •Upcoming workshops •District services and programs •Rebate programs •Conservation tips ADVERTISEMENT EXAMPLES B O AR D AGE N D A S TAF F R E P ORT Agenda Item #6. Meeting Date: Ap ril 9, 2019 To: G o verning Board Memb ers F rom: P ub lic Affairs Manager Subject: F ac ility Us e Update R E C O MME N D AT IO N: T his item is fo r info rmatio nal p urp o s es only, no ac tion is reques ted at this time. B AC KGR O UN D / AN ALYS IS : T he Dis tric t continues to maintain a succ essful F ac ility R ental P ro gram, offering the Headquarters fac ility for p rivate events inc luding wed d ings, annivers ary parties , rec o gnition events, and company retreats. In 2017, the District amend ed the polic y to limit events to Dis tric t c us tomers and add a contrac ted s erver for events with alcoho l. T hes e adjus tments have enhanc ed the succ es s of the p ro grams and res ulted in positive feed b ac k from the c ommunity. C urrently, the fac ility has 21 events s c hed uled on weekend s thro ugh O c tober, with a few weekends o p en to allo w for s cheduled fac ility maintenanc e. C o mmunity memb ers have als o b een touring the fac ility to s ched ule events for 2020 as well. T he Distric t has recently c o ntrac ted with R o xs With a Twis t, a p ro fes sional serving c o mpany. T he previo us contrac t with the s erving c o mp any had expired , allowing staff to reach o ut to a different vend o r. S o far, staff has received pos itive feed bac k regarding the service b y R o xs With a Twis t. T his c hange in the p olic y that to o k p lac e in 2017 c o ntinues to p ro ve the added benefit o f the s upport need ed to have safe and res p o ns ib le events. Event p artic ip ants continue to welcome this enhancement to the p ro gram. Ad d itionally, staff c o ntinues to monito r the F acility R ental financials to evaluate the effectivenes s of the program, ensuring that the c o s ts to maintain the program are no t c o mp ens ated b y the rate p ayers . T he District c o ntinues to rec eive overwhelmingly pos itive feedbac k regarding this program. It has p ro ven to be a muc h need ed amenity fo r this c ommunity. AG E N C Y G O ALS AN D OB J E C T IVE S : G o al and O bjec tives I I - Maintain a C ommitment to S us tainab ility, Transparenc y, and Ac c o untability d ) P rovide Q uality I nfo rmation to Enc o urage C o mmunity Engagement R es p ec tfully s ubmitted : Kelly Mallo y Directo r o f S trategic S ervices F IS C AL IMPAC T T here is no fis cal impac t as s o c iated with this item. B O AR D AG E N D A S TAF F R E P O RT Agenda Item #7. Meeting Date: April 9, 2019 To: G overning Board Members F rom: P ublic Affairs Manager Subject: Water and S ewer Mas ter P lans R E C OMME N D AT ION: T his agenda item is pres ented for information only. B AC KG R OUN D / AN ALYS IS: Master P lans fo r the Water S ys tem and S ewer S ys tem are utilized b y the Dis tric t to p lan infras tructure improvements need ed to s upport expans io n and optimized s ystem o p eration. T hes e Mas ter P lans need to be developed regularly s ince the fac tors that d etermine the outcomes of the Mas ter P lans, such as water supply availability and the rate of d evelopment and population gro wth, c hange o ver time. T he las t Mas ter P lans were developed in 2014. In January 2018, the District engaged S tantec to develop updated Mas ter P lans for the Water S ys tem and S ewer S ystem. T he Water S ystem Mas ter P lan (W S MP ) for 2019 includes the following. 1 ) A desc ription of the existing water s ystem (pipelines, res ervoirs, boos ter pumps , and pres s ure reduc ing stations ) 2 ) Water demand projec tions for a near-term planning horizon that is c harac terized by the completion of the s ignificant developments known to the Dis tric t, and projec tions for the build out planning horizon 3) An updated hydraulic model to s imulate sys tem performanc e under different demand c onditions 4 ) An evaluation of the sys tem acc o rd ing to establis hed c riteria fo r pressures , veloc ities, and storage volumes under existing, near-term, and build out c onditions 5 ) A set of recommend ed improvements to addres s d eficiencies id entified through the model s imulations T he S ewer S ys tem Mas ter P lan (S S MP ) for 2019, altho ugh having similar elements to the W S MP, are s ummarized below to make the differences clear. a) A description of the existing sewer system (pipelines, siphons, and diversion structures) b ) S ewer flo w projec tions d uring dry and wet weather for a near-term p lanning horizon that is characterized b y the c o mp letion of the s ignific ant develo p ments known to the District, and projections for the buildout planning horizon c ) An updated hydraulic model to s imulate p erfo rmanc e o f the gravity s ewer s ystem und er different flow conditions d ) An evaluatio n of the s ystem ac c o rd ing to the flo w d ep th ratio (d/D) under exis ting, near-term, and build out c onditions e ) A s et of rec ommended improvements to addres s defic ienc ies identified through the model s imulations A pres entation has been developed to provide additional details on the W S MP and S S MP. AG E N C Y G O ALS AN D O B J E C T IVE S : G oal and O bjec tives I - Implement Effective S olutions T hrough Visionary Leaders hip a) Identify O pportunities to O ptimize Natural R esources G oal and O bjectives I V - P romote P lanning, Maintenance and P res ervation of District R esources F IS C AL IMPAC T T he project to develop the W S MP and S S MP was approved in the F Y 2017-18 Budget in the amount of $338,930.