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HomeMy WebLinkAboutAgenda Packet - Community Advisory Commission - 08/19/2021COMMUNITY ADVISORY COMMISSION AUGUST 19, 2021 East Valley Water District was formed in 1954 and provides water and wastewater services to 103,000 residents within the cities of San Bernardino and Highland, and portions of San Bernardino County. EVWD operates under the direction of a 5­member elected Board. COMMITTEE MEMBERS Dr. Alan Kay Commissioner Vincent Laster Commissioner Dr. Pamela Miller Commissioner Gail Shelton Commissioner Fred Yauger Commissioner Kelly Malloy Director of Strategic Services Community Advisory Commission Meeting August 19, 2021 ­ 6:00 PM 31111 Greenspot Road, Highland, CA 92346 Via Teleconference In an effort to prevent the spread of COVID­19 and in accordance with Governor Newsom’s Executive Order N­25­20 and N­29­20, 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: 1­209­425­5876 and enter CONFERENCE ID: 526 937 171# You may also join by clicking HERE to join the meeting via Microsoft Teams. PLEASE NOTE: Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection in the District’s office located at 31111 Greenspot Rd., Highland, during normal business hours. Also, such documents are available on the District’s website at eastvalley.org and are subject to staff’s ability to post the documents before the meeting. Pursuant to Government Code Section 54954.2(a), any request for a disability­related 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) 885­4900 at least 72 hours prior to said meeting. In order to comply with legal requirements for posting of agenda, only those items filed with the District Clerk by 12:00 p.m. on Wednesday prior to the following Wednesday meeting not requiring departmental investigation, will be considered by the Board of Directors. CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL OF BOARD MEMBERS PUBLIC COMMENTS Any person wishing to speak to the Board of Directors 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 Board. Under the State of California Brown Act, the Board of Directors 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. INFORMATIONAL ITEMS 1.Conservation Update 2.Redesign of the Current Monthly Bill 3.Drone Program Update 4.Outreach Update 5.Commissioner Comments 6.Staff Comments ADJOURN Community Advisory Commission Meeting Page 1 August 19,2021 COMMUNITY ADVISORY COMMISSIONAUGUST 19, 2021East Valley Water District was formed in 1954 and provides water and wastewater services to103,000 residents within the cities of San Bernardino and Highland, and portions of SanBernardino County.EVWD operates under the direction of a 5­member elected Board.COMMITTEE MEMBERSDr. Alan KayCommissioner Vincent LasterCommissionerDr. Pamela MillerCommissioner Gail SheltonCommissioner Fred Yauger Commissioner Kelly Malloy Director of Strategic Services Community Advisory Commission Meeting August 19, 2021 ­ 6:00 PM 31111 Greenspot Road, Highland, CA 92346 Via Teleconference In an effort to prevent the spread of COVID­19 and in accordance with Governor Newsom’s Executive Order N­25­20 and N­29­20, 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: 1­209­425­5876 and enter CONFERENCE ID: 526 937 171# You may also join by clicking HERE to join the meeting via Microsoft Teams. PLEASE NOTE: Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection in the District’s office located at 31111 Greenspot Rd., Highland, during normal business hours. Also, such documents are available on the District’s website at eastvalley.org and are subject to staff’s ability to post the documents before the meeting. Pursuant to Government Code Section 54954.2(a), any request for a disability­related 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) 885­4900 at least 72 hours prior to said meeting. In order to comply with legal requirements for posting of agenda, only those items filed with the District Clerk by 12:00 p.m. on Wednesday prior to the following Wednesday meeting not requiring departmental investigation, will be considered by the Board of Directors. CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL OF BOARD MEMBERS PUBLIC COMMENTS Any person wishing to speak to the Board of Directors 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 Board. Under the State of California Brown Act, the Board of Directors 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. INFORMATIONAL ITEMS 1.Conservation Update 2.Redesign of the Current Monthly Bill 3.Drone Program Update 4.Outreach Update 5.Commissioner Comments 6.Staff Comments ADJOURN Community Advisory Commission Meeting Page 2 August 19,2021 HERE COMMUNITY ADVISORY COMMISSIONAUGUST 19, 2021East Valley Water District was formed in 1954 and provides water and wastewater services to103,000 residents within the cities of San Bernardino and Highland, and portions of SanBernardino County.EVWD operates under the direction of a 5­member elected Board.COMMITTEE MEMBERSDr. Alan KayCommissioner Vincent LasterCommissionerDr. Pamela MillerCommissioner Gail SheltonCommissionerFred YaugerCommissioner Kelly MalloyDirector of Strategic ServicesCommunity Advisory Commission MeetingAugust 19, 2021 ­ 6:00 PM31111 Greenspot Road, Highland, CA 92346Via TeleconferenceIn an effort to prevent the spread of COVID­19 and in accordance with Governor Newsom’sExecutive Order N­25­20 and N­29­20, this meeting is being conducted via teleconference.There will be no public location for attending this meeting in person. Members of the publicmay listen and provide public comment telephonically.Anyone wishing to join the meeting may do so using the following information:DIAL: 1­209­425­5876 and enter CONFERENCE ID: 526 937 171#You may also join by clicking HERE to join the meeting via Microsoft Teams.PLEASE NOTE:Materials related to an item on this agenda submitted to the Board after distribution of theagenda packet are available for public inspection in the District’s office located at 31111Greenspot Rd., Highland, during normal business hours. Also, such documents are availableon the District’s website at eastvalley.org and are subject to staff’s ability to post thedocuments before the meeting.Pursuant to Government Code Section 54954.2(a), any request for a disability­relatedmodification or accommodation, including auxiliary aids or services, that is sought in orderto participate in the above agendized public meeting should be directed to the District Clerkat (909) 885­4900 at least 72 hours prior to said meeting. In order to comply with legal requirements for posting of agenda, only those items filed with the District Clerk by 12:00 p.m. on Wednesday prior to the following Wednesday meeting not requiring departmental investigation, will be considered by the Board of Directors. CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL OF BOARD MEMBERS PUBLIC COMMENTS Any person wishing to speak to the Board of Directors 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 Board. Under the State of California Brown Act, the Board of Directors 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. INFORMATIONAL ITEMS 1.Conservation Update 2.Redesign of the Current Monthly Bill 3.Drone Program Update 4.Outreach Update 5.Commissioner Comments 6.Staff Comments ADJOURN Community Advisory Commission Meeting Page 3 August 19,2021 Agenda Item #1 August 19, 20211 1 5 9 Meeting Date: August 19, 2021 Agenda Item #1 Informational Item Regular Meeting TO: Commission Members FROM: Kelly Malloy, Director of Strategic Services SUBJECT: Conservation Update RECOMMENDATION This agenda item is for informational purposes only, no action required. BACKGROUND / ANALYSIS East Valley Water District has developed an extensive Conservation program to engage with community members, report out to the state and protect this precious natural resource. With more than 88 % of the state experiencing extreme drought conditions, the District will continue its local and regional efforts to encourage customers and partners to conserve water. The State’s water supply continues to be impacted by extreme heat and low water levels in reservoirs and streams. In response to the developing drought, a proclamation was issued declaring a drought state of emergency in 50 counties, not including San Bernardino, triggering mandatory water restrictions in the declared counties. Governor Newsom also issued an executive order calling on all Californians to voluntarily reduce their usage by 15% compared to 2020 levels. The State Water Resources Control Board will be monitoring progress on the voluntary conservation and will determine whether additional drought response actions are needed. Due to the investments made by regional agencies, including the District, the Bunker Hill Basin is in a strong position in this dry year. The District is currently operating in Stage 1 of the Water Shortage Contingency Plan. Under this stage, customers are encouraged to use water wisely to prevent waste and unreasonable use of water. Should drought conditions continue, and the Governor declare a Drought Emergency for San Bernardino County, the District will move into Stage 2 to reduce water usage across all customer categories. The District continues to engage customers in conservation programs and encourage water efficiency efforts. In Fiscal Year 2020-2021, more than 340 customers participated in one of seven rebate programs offered. 113 irrigation controllers were upgraded to the weather-based irrigation controller through the direct installation program, helping the District save more than 1.6 million gallons of water, equal to the amount needed for one year of water for 21 households. Agenda Item #1 August 19, 20212 1 5 9 Meeting Date: August 19, 2021 Agenda Item #1 Informational Item Staff will be monitoring the District’s progress on voluntary reductions, continue to encourage customers to use water efficiently, and be active participants in the stewardship of our water resources. AGENCY GOALS AND OBJECTIVES II - Maintain a Commitment To Sustainability, Transparency, and Accountability B. Utilize Effective Communication Methods D. Provide Quality Information to Encourage Community Engagement REVIEW BY OTHERS This agenda item has been reviewed by FISCAL IMPACT There is no fiscal impact associated with this agenda item. Respectfully submitted: ________________ Kelly Malloy Director of Strategic Services ATTACHMENTS Conservation Update Presentation August 19, 2021 CONSERVATION AND DROUGHT UPDATE TABLE OF CONTENTS 2 3 DROUGHT SNAPSHOT •April 21, 2021 •Emergency Drought Proclamation for Mendocino and Sonoma counties •May 10, 2021 •Emergency Drought Proclamation for 39 additional counties •July 8, 2021 •Emergency Drought Proclamation for a total of 50 counties •Governor called for voluntary statewide 15% reduction in water use •Indoor •High Efficiency Toilet •High Efficiency Showerhead •High Efficiency Washing Machine •Outdoor •High Efficiency Nozzles •Water Efficient Landscaping •Weather Based Irrigation Controller •Direct Installation Weather Based Irrigation Controller •Parkway Pilot Program 4 CONSERVATION REBATES Agenda Item #2 August 19, 20211 1 6 0 Meeting Date: August 19, 2021 Agenda Item #2 Informational Item Regular Meeting TO: Commission Members FROM: Kelly Malloy, Director of Strategic Services SUBJECT: Redesign of the Current Monthly Bill RECOMMENDATION This agenda item is for informational purposes only, no action required. BACKGROUND / ANALYSIS East Valley Water District’s monthly bill is the most constant form of communication between the District and ratepayers. The document provides the opportunity to increase the residents’ awareness of the District’s billing structure, total customer consumption and it provides a channel for District updates. Due to the importance of the monthly bill, staff worked to modernize the design and add elements into the bill to help the customer further understand the operations of the District. Previously updated in 2015, the current water and sewer bill will be restructured to represent new services while being consistent with the brand standards. This process will provide a high degree of cohesiveness with the District’s Past Due Notice and Notice of Intent to Disconnect Service. The proposed bill design is anticipated to coincide with the SNRC treating wastewater flows in 2022. As a rate-based and not-for-profit organization, the District is required by law to only charge its customers the costs associated with providing services. The monthly utility bill contributes to the District’s effort of enhancing transparency in operations and service. In the redesigned utility bill, ratepayers will be provided with a comprehensive breakdown of water and sewer services. The new design aims to improve the customer’s experience by providing: Streamlined options for paying their billing statement; Instructions for how to access consumption information online; A brief overview of how the District determines residents’ Tier 1 (indoor) and Tier 2 (outdoor) water budget. The inclusion of this information will assist customers in estimating future monthly budgets, promote water use efficiency, and enhance transparency between ratepayers and the District; and Encourage customers to visit the District’s website for more information. Staff will continue working with various departments including Customer Service and Agenda Item #2 August 19, 20212 1 6 0 Meeting Date: August 19, 2021 Agenda Item #2 Informational Item Finance to identify additional areas of improvement and opportunities to further enhance the information provided. AGENCY GOALS AND OBJECTIVES II - Maintain a Commitment To Sustainability, Transparency, and Accountability B. Utilize Effective Communication Methods D. Provide Quality Information to Encourage Community Engagement REVIEW BY OTHERS This agenda item has been reviewed by the executive management team. FISCAL IMPACT There is no fiscal impact associated with this agenda item. Respectfully submitted: ________________ Kelly Malloy Director of Strategic Services ATTACHMENTS Presentation August 19, 2021 WATER AND WASTEWATER BILL REDESIGN 2 CURRENT DESIGN -FRONT PROPOSED DESIGN -FRONT 3 CURRENT DESIGN -BACK PROPOSED DESIGN -BACK REDESIGN ENHANCEMENTS 4 •Breakdown of Services •Historical Usage Data •Message Center Visibility •Streamlined Payment Coupon 5 BILL ENHANCEMENTS •Helpful Bill Information •District Service Policy Information •Payment Coupon 6 BACK OF THE BILL Agenda Item #3 August 19, 20211 1 6 1 Meeting Date: August 19, 2021 Agenda Item #3 Informational Item Regular Meeting TO: Commission Members FROM: Kelly Malloy, Director of Strategic Services SUBJECT: Drone Program Update RECOMMENDATION This agenda item is for informational purposes only, no action required. BACKGROUND / ANALYSIS East Valley Water District began the development of the Unmanned Aerial Vehicle (UAV) Program to further the organizational objectives and strategic initiatives of the District. The new program will allow certified District employees to operate an aerial drone for plant/infrastructure inspections, capture CIP progress photos and develop outreach materials to help educate the community on District initiatives. To operate a drone on behalf of the District, select staff have enrolled in an aeronautical training course to prepare for their FAA Part 107 examination. The course, offered by UAS Center at the San Bernardino International Airport, is specifically tailored to provide training to public agencies and special districts for the safe operation of an UAV. Once completing the course, staff will take their certification examination and then begin the ground school training. Utilization of drone technology will allow staff to enhance the District’s inspection and outreach efforts. As the program is developed, the District will adopt an operational policy guiding the safe operation of the UAVs to remain compliant with FAA guidelines. Furthermore, District will look for opportunities to incorporate the UAV Program into existing programs across the organization to leverage this new technology. AGENCY GOALS AND OBJECTIVES I - Implement Effective Solutions Through Visionary Leadership B. Maximize Internal Capabilities through Ongoing Professional Development D. Encourage Performance Based Results through Staff Empowerment REVIEW BY OTHERS This agenda item has been reviewed by the Legislative & Public Outreach Committee. Agenda Item #3 August 19, 20212 1 6 1 Meeting Date: August 19, 2021 Agenda Item #3 Informational Item FISCAL IMPACT There is no fiscal impact associated with this agenda item. Respectfully submitted: ________________ Kelly Malloy Director of Strategic Services ATTACHMENTS No Attachments Agenda Item #4 August 19, 20211 1 6 2 Meeting Date: August 19, 2021 Agenda Item #4 Informational Item Regular Meeting TO: Commission Members FROM: Kelly Malloy, Director of Strategic Services SUBJECT: Outreach Update RECOMMENDATION This agenda item is for informational purposes only, no action required. BACKGROUND / ANALYSIS In its drive to be a world-class organization, East Valley Water District actively engages with ratepayers, community members and partners through a dedicated public affairs program. The District continues to utilize multiple channels of communication to engage with the community and recent projects have included, but are not limited to: Capital Improvement Project Construction SNRC Updates Consumer Confidence Report FY2021-22 Budget Document Design Smart Irrigation Month Methods of communication vary depending on the project, but may include: Social Media Bill Inserts Direct Mailers Print Advertisements Press Releases Community Site visits Multiple distribution channels are available to the District in the form of Bill Inserts, Highland Community News ads, social media, etc. The District has shifted its strategic outreach approach to a campaign style focus for outreach and communication messaging compared to single stand-alone ads, designs and messages. The District will leverage multiple channels to maximize the reach and community engagement through consistent outreach material. Smart Irrigation Month was the first campaign which followed this approach and staff is continuing to monitor the outreach effectiveness, adjusting as needed. The District continues to actively utilize social media as part of its on-going outreach efforts. Through posts on Facebook, Twitter, and Instagram, the District provides the public with Sterling Natural Resource Center project benefits and progress, news Agenda Item #4 August 19, 20212 1 6 2 Meeting Date: August 19, 2021 Agenda Item #4 Informational Item updates, conservation tips, rebate program information, and services available to customers. Since April 2021, the @EastValleyWater Facebook page has received 650 organic reactions and Instagram had 1,300 organic engagements. Social media ads have been used to amplify the strategic messages for the District. Since April 2021, the District’s social media ads have reached over 12,000 community members. Finally, the District has started deploying public messaging to emails collected through eastvalley.org. This approach is part of the District’s strategic goals and objectives to utilize effective communication methods. AGENCY GOALS AND OBJECTIVES II - Maintain a Commitment To Sustainability, Transparency, and Accountability B. Utilize Effective Communication Methods D. Provide Quality Information to Encourage Community Engagement REVIEW BY OTHERS This agenda item has been reviewed by Legislative & Public Outreach Committee. FISCAL IMPACT There is no fiscal impact associated with this agenda item. Respectfully submitted: ________________ Kelly Malloy Director of Strategic Services ATTACHMENTS Outreach Presentation August 19, 2021 East Valley Water District Outreach Update 2 OUTREACH UPDATE •District continues to take a strategic look at outreach tactics and channels •Through a process of review and refinement, the District will continue to remain relevant in the changing environment Strategic Outreach Campaigns 3 4 CAMPAIGN APPROACH •East Valley Water District recently concluded the Smart Irrigation Month campaign •Focused on providing steps to evaluate irrigation routine and preventing water overuse •The outreach used consistent messaging across the range of the District’s communication channels 55 CAMPAIGN MATERIAL Highland Community News Ads Bill Insert Social Post Email Instagram Update 6 77 INSTAGRAM REELS UPDATE •Instagram is an effective channel to engage the community, however posting requirements continue to change on the platform •Posting rules, promoting limitations and content subject requirements fluctuate from the parent company Facebook Email Platform 8 9 DISTRICT EMAILS •The District setup an email distribution platform and began sending emails to subscribers •Platform will be used for District updates, campaign messaging, press releases and general announcements •East Valley Water District has seen a strong response with a 47% open rate on the last email deployed compared to an industry average of 19.84% open rate 1010 DISTRICT EMAIL CONTENT