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HomeMy WebLinkAboutAgenda Packet - Community Advisory Commission - 02/18/2021COMMUNITY ADVISORY COMMISSION MEETING VIA TELECONFERENCE February 18, 2021 - 6:00 PM 31111 Greenspot Road., Highland, CA 92346 In an effort to prevent the spread of COVID-19 and in accordance with Governor Newsom's Executive Order N-25-20 and N-29-20, this meeting is being conducted via teleconference. There will be no public location for attending this meeting in person. Members of the public may listen and provide public comment telephonically. Anyone wishing to join the meeting may do so using the following information: DIAL: 1-209-425-5876 and enter CONFERENCE ID: 526 937 171# You may also join by clicking HERE to join the meeting via Microsoft Teams. AGENDA CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL OF COMMISSION MEMBERS PUBLIC COMMENTS Any person wishing to speak to the Board of Commissioners is asked to complete a Speaker Card 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 Chairman of the Commission. Under the State of California Brown Act, the Board of Commissioners is prohibited from discussing or taking action on any item not listed on the posted agenda. The matter will automatically be referred to staff for an appropriate response or action and may appear on the agenda at a future meeting. DISCUSSION/INFORMATIONAL ITEMS 1.Five-Year Work Plan Update 2.Emergency Notification Update 3.Grant Strategy Update 4.Commissioner's Comments 5.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 Clerk at (909) 885-4900 at least 72 hours prior to said meeting. BOARD AGENDA STAFF REPORT Agenda Item #1. Meeting Date: February 18, 2021 To: Commission Members From: Director of Strategic Services Subject: Five-Year Work Plan Update RECOMMENDATION: This item is for informational purposes only. BACKGROUND / ANALYSIS: East Valley Water District has set out to be a world class organization, with a focus not only on providing safe and reliable drinking water but of enhancing and preserving the quality of life for our community. The Governing Board, staff, and the community have developed a District vision that empowers the organization to take actions to be innovative, efficient, and effective. Carrying out this vision requires a commitment to being a performance-based organization which values results. Given the high expectation of the District, it is important to communicate that nature of key projects, including the required planning steps, environmental awareness, and clear prioritization to allow for on-going daily operations while addressing specific long-term needs. Updating the Five-Year Work Plan is designed to provide general policy direction and highlight priority projects that fosters the prioritization and development of tasks necessary for implementation. Highlights of the 2020 Five-Year Plan Accomplishments include: Purchas ing add itional North Fork Water District shares and the worked with shareho lders still requiring water deliveries. Initiated a preliminary des ign report for an additional surface water treatment plant on the east side of the service area. Restructuring existing bonds resulting in an annual savings of nearly $400,000. In this process, the District maintained the AA- cred it rating. Responding to the COVID-19 pandemic with po licy and operational changes. Purchas ing the remaining AMI meters during FY 2019-20 to avo id a s ignificant material cost increase. Phase 5 of the AMI installation will result in the installation of those smart meters, comp leting the trans ition of the District to 100% remote read by March 2021. Continued making progress on the des ign and construction of the Sterling Natural Resource Center. Comp leted in-house water main project on Barton Road installing approximately 1000 linear feet of new water main and 30 new services. The District’s Emp loyee Event’s Assoc iation continued its partnership with Jefferson Hunt Elementary School in addition to other charitable causes throughout the year. Respectfully submitted: Kelly Malloy Director of Strategic Services The District received reaccreditation for the Special District Leadership Foundation’s Transparency Certificate of Excellence. The District anticipates a high level of activity throughout the organization in 2021. To streamline the implementation of the plan, the review of the Five-Year Plan starts the annual budget process. A higher degree of details relating to the projects intended to take place within 2021 will be reflected in the District-wide goals assigned to the General Manager/CEO. The annual District-wide goals will then guide the policy and approach to the annual budget development including resource allocation. AGENCY GOALS AND OBJECTIVES: Goal and Objectives III - Deliver Public Service with Purpose While Embracing Continuous Growth d) Embrace an Environment of Active Learning and Knowledge Sharing FISCAL IMPACT There is no fiscal impact associated with this agenda item. BOARD AGENDA STAFF REPORT Agenda Item #2. Meeting Date: February 18, 2021 To: Commission Members From: Subject: Emergency Notification Update RECOMMEND ATION: This item if for informational purposes only. BACKGROUND / ANALYSIS: East Valley Water District is committed to preparing for emergenc ies. Recent efforts inc lude updating p lans which outline the steps, actions, and respons ib ilities of the District in the event of an emergenc y. As part of this emergency alert process, the District has started the application to utilize FEMA’s Integrated Pub lic Alert & Warning System (IPAWS). The IPAWS system is FEMA's national system for local alerting that provides authenticated emergency and life- saving information to the public. The system pushes messages and information to smartphones us ing Wireless Emergency Alerts and to rad io and televis ion via the Emergency Alert System. This process includes a formal agreement with FEMA to have access to the IPAWS system for the distribution of East Valley Water District emergency alerts. The system is des igned to notify ind ividuals within a spec ific geographic region when there is a s ignificant threat to life and/or property. Though the system cannot be used for general District outreach or non-emergency communication, it can provide push notifications to ind ividuals during c ivil emergenc ies or provide hazardous material warnings. The FEMA IPAWS system provides a strong and trusted communication channel for East Valley Water District to alert community members in the event of an emergency. The system fully integrates with the District’s appr oved Emergency Response Plan and can provide a timely and potentially lifesaving updates to the community we serve. AGENCY GOALS AND OBJECTIVES: FISCAL IMPACT There is no fiscal impact associated with this item. Respectfully submitted: Kelly Malloy Director of Strategic Services BOARD AGENDA STAFF REPORT Agenda Item #3. Meeting Date: February 18, 2021 To: Commission Members From: Subject: Grant Strategy Update RECOMMEND ATION: This item is for informational purposes only. BACKGROUND / ANALYSIS: The District is an infrastructure-based organization that values strategic and thoughtful planning. Through a series of co llaborative processes, the District identifies pro jects needed both in a short-term and long-term timeframe. With the completion of this process comes the identification of fund ing sources inc luding inc lude general funds, development fees, municipal bonds, grants, or other loans. Grant fund ing can be an opportunity to align the District's priorities with those of other agenc ies. These sources can offset the costs of large cap ital investments and avo id the need to pass those costs along to ratepayers. As an organization that serves a large disadvantaged population this source of fund ing is more widely available. However, it is important to note that with grant fund ing come add itional cond itions and reporting requirements that would not be required if the District self funded. G iven the pros and cons of grant funding it is important that the District have a strategy for guidance. The District originally adopted Grant Strategy in 2012, since then the organization has undergone a dynamic transformation. Staff has developed an updated document for Board cons iderations that will fac ilitate an approach to opportunity cons ideration and selection. This allows for maximum flexib ility when fund ing is made available while avo id ing the potential for pursuing fund ing for a pro ject incons istent with the organizational priorities. As with other elements of the District's po licy and operational d irection, the grant strategy requires a high degree of coordination and communication across programs. AGENCY GOALS AND OBJECTIVES: FISCAL IMPACT There is no fiscal impact associated with this agenda item. Respectfully submitted: Kelly Malloy Director of Strategic Services ATTACHMENTS: Description Type Draft Grant Strategy Backup Material GRANT STRATEGY East Valley Water District (EVWD) has been very successful at securing and completing projects with the help of grant funding. Using this experience, the District continues to develop a strategy for the approach and prioritization of funding in a manner that supports the District’s Strategic Plan. Funding opportunities may include methods such as competitive grants, appropriations, formula-based funding and per capita allocations to reduce ratepayer expenses. EAST VALLEY WATER DISTRICT ROLES & RESPONSIBILITIES Board of Directors •Review, advise and adopt the Grant Strategy. •Consider approval of Resolutions, delegation of authority, applications, letters of support and other policy level documentation, as necessary. •Consider signing acknowledgements and certifications, as necessary. •Should the consideration of a grant opportunity not be consistent with the adopted Strategic Initiatives, Five-Year Plan or other adopted planning document, the Board of Directors would consider authorizing the application prior to submission. General Manager/CEO & Staff •Update the Grant Strategy, as approved by the Board of Directors. •Monitor grant availability and evaluate the potential benefits to the District. •Coordinate Grant Strategy with the Board of Directors to promote the interests of EVWD to decision makers at all levels of government. •The General Manager/CEO is authorized to submit grant program applications on behalf of the Board of Directors, so long as the grant is consistent with the adopted Strategic Initiatives, Five-Year Plan, and other adopted planning documents. •Participate in meetings with funding agency representatives, legislators, Board of Directors and other public officials, as needed. •Work with Consultants to develop grant applications, maintain application logs and priorities and maintain Grant Strategy, as needed. •Develop and submit grant reporting requirements as required by secured funding sources. • The General Manager/CEO and designated staff may participate in grant discussions on behalf of the District, so long as it is consistent with the Strategic Initiatives and Grant Strategy. Consultant • Monitor, review, and advise staff of funding opportunities that align with the District’s Grant Strategy. • As necessary, work with District staff to draft grant applications in a manner that is both competitive and consistent with the organizational priorities and application requirements. • As necessary, assist with grant management and reporting requirements. • Provide an exceptional level of transparency, ethics, and customer service in representing East Valley Water District’s interest to all funding agency officials, staff, and agencies. • As necessary, participate in workshops, technical discussions, and agency interactions on behalf of the District. Funding Source Considerations The Grant Strategy reflects the priorities adopted by the Board of Directors through the Strategic Initiatives, Five-Year Work Plan, and other planning documents. It is designed to serve as a guide for East Valley Water District’s efforts in pursuit of funding from local, State, and Federal agencies. ORGANIZATIONAL EVALUATION Planning Efforts East Valley Water District puts extensive effort into developing Planning Documents that balance the needs of proactive efforts with day-to-day needs. These documents are developed in a collaborative setting and have been adopted by the Governing Board including, but not limited to: • Strategic Initiatives (Organization Vision, Core Values, Agency Goals and Objectives) • Five-Year Plan • Annual Budget • Capital Improvement Plan • Water/ Wastewater Master Plans • Hazard Mitigation Plan • Legislative Platform • Internal Policies Financial Elements Grant funding can be a resourceful means of financing projects while minimizing the impact on ratepayers. These programs are ideal when the Strategic Priorities of the District align with the funding agency. While there are many funding sources available, few will be consistent with the District’s planning efforts. When considering the submission of a grant application, the District shall assess the following financial considerations: • The District should monitor the cost for active grant funded projects and ensure that they will not interfere with existing funding and that there are adequate resources to ensure the application commitments could be fulfilled. • Recognize that the cost for application preparation averages 10% of the request including staff and consultant expenditures. When pursued, this is an investment in the District that will not be reimbursable by the grant, if successful. • Understand the funding requirements of the grant including maximum request amount, funding match requirement, and reporting/audit requirements. • Utilization of specialized grant consultants can strategically invest resources in the pursuit and monitoring of constantly changing funding opportunities. Program Assessment In addition to financial consideration, each grant or loan opportunity will be focused to support the funding agencies priorities and regulatory obligations. When monitoring calls for application and considering grant opportunities, the District should ensure that programs are consistent with existing strategic planning efforts. The grants, appropriations, formula-based funding, and per capita allocations should assess: • Evaluating programs to determine where the District will be the most competitive. • The funding source’s consistency with the District’s plan and vision as identified in the planning documents. • Upcoming and new legislation incentivizing the District’s participation in the funding program. • Current staff capacity to seek, pursue and manage the particular grant. • Previous experience, if any, with the funding agency. • The planned program timing and the alignment with the District’s effort. Understand that if successful, funding awards typically occur no less than six months after application submittal, and in many cases 12-18 months later. • District’s access to the data requested in the application or in the subsequent reporting requirements. • Cost benefit review to pursuing the funding source, considering commitments, reporting requirements, staff resources, and funding request amount. In general, this amount should be no less than $100,000 to justify necessary funding administration efforts. • Funding source schedule and whether the source is cyclical to assess the cycle the District would be the most competitive. GRANT FUNDING Successful Grant Awards Project Entity Type Earthquake Seismic Valve Study California Office of Emergency Services (CalOES) HMGP Water Main Retrofit FEMA/California Office of Emergency Services (CalOES) BRIC Generator California Office of Emergency Services (CalOES) Comm. Power Resiliency Funding Drought Contingency Plan Bureau of Reclamation WaterSmart Drought Contingency Planning Grant Public Assistance- COVID-19 Cat b FEMA Public Assistance Cat. B- Emerg. Protective measures Public Assistance- COVID-19 Cat b FEMA Public Assistance Cat. B- Emerg. Protective measures Public Assistance- COVID-19 Cat z FEMA Public Assistance Cat. Z- Management Costs Water Main Retrofit California Office of Emergency Services (CalOES) HMGP DR-4569 - October Wildfires Water Main Retrofit California Office of Emergency Services (CalOES) HMGP DR-4558 - August Wildfires SNRC Landscape Dept. of Natural Resources Urban Greening Grant SNRC Project State Water Resources Control Board (SWRCB) SRF/Prop 1 SNRC CAEATFA California Alternative Energy and Advanced Transportation Financing Authority (CAEATFA) Sales Tax Exclusion SNRC Digester Elements CA Energy Commission 2021 ACEE/EPIC programs Plant 134 GAC State Water Resources Control Board (SWRCB) SRF Arroyo Verde Consolidation State Water Resources Control Board (SWRCB) (CA Department of Public Health) Safe Drinking Water Baseline Gardens Consolidation State Water Resources Control Board (SWRCB) (CA Department of Public Health) Safe Drinking Water AMI Meter - Water/Energy Department of Natural Resources 2014 Water-Energy Grant Program Plant 150 Design State Water Resources Control Board (SWRCB) (CA Department of Public Health) SRF North Fork Pipeline FEMA Plant 134 Expansion State Water Resources Control Board (SWRCB) SRF grant Eastwood Farms Consolidation State Water Resources Control Board (SWRCB)(CA Department of Public Health) Safe Drinking Water Plant 134 Cook Creek bridge FEMA Disaster reimbursement Potential Grant Funding As a California Special District that provides water and wastewater services, the District is eligible to submit applications for many grants offered by multiple state and federal agencies. Funding agency initiatives that are consistent with District projects include: disaster mitigation, water quality, alternative energy/waste diversion, and carbon emission reduction. While new funding opportunities are generated following the implementation of legislation, the following are examples of potential funding agencies with goals that align with the District’s priorities: Agency General Project Type Grant/ Loan Potential Projects State of California Office of Emergency Services Planning, Disaster Mitigation, Disaster Recovery Grants Pipeline replacement, reservoir study, emergency cost recovery Department of Natural Resources Carbon emission reduction, park space Grants SNRC public space Energy Commission Alternative energy generation Grants/ Loans SNRC digesters CalRecycle Waste diversion, alternative energy generation Grants SNRC digester State Water Resources Control Board Planning, Capital Construction Grants/ Loans Surface water treatment plant, facility treatment Federal Bureau of Reclamation Water efficiency Grants Conservation planning, capital projects, water conservation rebates Environmental Protection Agency Water infrastructure, water quality Grantd Pipeline replacement, reservoir construction, surface water treatment plant, facility treatment enhancements Federal Emergency Management Agency Planning, Disaster Mitigation, Disaster Recovery Grants Reservoir construction, pipeline replacement, generator installation, emergency cost recovery