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HomeMy WebLinkAboutAgenda Packet - Legislative & Public Outreach Committee - 12/09/2021LEGISLATIVE & PUBLIC OUTREACH COMMITTEE DECEMBER 9, 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 David E. Smith Governing Board Member Phillip Goodrich Governing Board Member Legislative & Public Outreach Committee December 09, 2021 ­ 2:00 PM 31111 Greenspot Road, Highland, CA 92346 Via Teleconference In an effort to protect public health and pursuant to Resolution 2021.22, an active State of Emergency still exists and continues to directly impact the ability of the members to meet safely in person; therefore, there will be no physical location to attend this meeting in person and it will be held via teleconference. Members of the public are invited to make a public comment telephonically during the public comment section of the meeting and after each agenda item. In addition, a public comment card may be submitted prior to the start of the meeting, or a request may be submitted to the District Clerk via email at administration@eastvalley.org. Anyone wishing to join the meeting may do so using the following information: DIAL: 1­209­425­5876 and enter CONFERENCE ID: 320 504 521# 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. 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. APPROVAL OF CONSENT CALENDAR All matters listed under the Consent Calendar are considered by the Board of Directors to be routine and will be enacted in one motion. There will be no discussion of these items prior to the time the board considers the motion unless members of the board, the administrative staff, or the public request specific items to be discussed and/or removed from the Consent Calendar. 1.Approve the October 18, 2021 Legislative & Public Outreach Committee Meeting Minutes INFORMATIONAL ITEMS 2.Conservation Update 3.Outreach Update REPORTS 4.Directors’ Comments 5.Staff’s Comments ADJOURN LEGISLATIVE & PUBLIC OUTREACH COMMITTEEDECEMBER 9, 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 MEMBERS David E. Smith Governing Board Member Phillip Goodrich Governing Board Member Legislative & Public Outreach Committee December 09, 2021 ­ 2:00 PM 31111 Greenspot Road, Highland, CA 92346 Via Teleconference In an effort to protect public health and pursuant to Resolution 2021.22, an active State of Emergency still exists and continues to directly impact the ability of the members to meet safely in person; therefore, there will be no physical location to attend this meeting in person and it will be held via teleconference. Members of the public are invited to make a public comment telephonically during the public comment section of the meeting and after each agenda item. In addition, a public comment card may be submitted prior to the start of the meeting, or a request may be submitted to the District Clerk via email at administration@eastvalley.org. Anyone wishing to join the meeting may do so using the following information: DIAL: 1­209­425­5876 and enter CONFERENCE ID: 320 504 521# 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. 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. APPROVAL OF CONSENT CALENDAR All matters listed under the Consent Calendar are considered by the Board of Directors to be routine and will be enacted in one motion. There will be no discussion of these items prior to the time the board considers the motion unless members of the board, the administrative staff, or the public request specific items to be discussed and/or removed from the Consent Calendar. 1.Approve the October 18, 2021 Legislative & Public Outreach Committee Meeting Minutes INFORMATIONAL ITEMS 2.Conservation Update 3.Outreach Update REPORTS 4.Directors’ Comments 5.Staff’s Comments ADJOURN LEGISLATIVE & PUBLIC OUTREACH COMMITTEEDECEMBER 9, 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 MEMBERSDavid E. SmithGoverning Board Member Phillip GoodrichGoverning Board MemberLegislative & Public Outreach CommitteeDecember 09, 2021 ­ 2:00 PM31111 Greenspot Road, Highland, CA 92346Via TeleconferenceIn an effort to protect public health and pursuant to Resolution 2021.22, an active State ofEmergency still exists and continues to directly impact the ability of the members to meetsafely in person; therefore, there will be no physical location to attend this meeting inperson and it will be held via teleconference.Members of the public are invited to make a public comment telephonically during the publiccomment section of the meeting and after each agenda item. In addition, a public commentcard may be submitted prior to the start of the meeting, or a request may be submitted tothe District Clerk via email at administration@eastvalley.org.Anyone wishing to join the meeting may do so using the following information:DIAL: 1­209­425­5876 and enter CONFERENCE ID: 320 504 521#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 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. 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. APPROVAL OF CONSENT CALENDAR All matters listed under the Consent Calendar are considered by the Board of Directors to be routine and will be enacted in one motion. There will be no discussion of these items prior to the time the board considers the motion unless members of the board, the administrative staff, or the public request specific items to be discussed and/or removed from the Consent Calendar. 1.Approve the October 18, 2021 Legislative & Public Outreach Committee Meeting Minutes INFORMATIONAL ITEMS 2.Conservation Update 3.Outreach Update REPORTS 4.Directors’ Comments 5.Staff’s Comments ADJOURN Agenda Item #1 December 9, 20211 2 5 2 Meeting Date: December 9, 2021 Agenda Item #1 Consent Item Regular Meeting TO: Committee Members FROM: Director of Strategic Services SUBJECT: Approve the October 18, 2021 Legislative & Public Outreach Committee Meeting Minutes RECOMMENDATION Staff recommends that the Legislative & Public Outreach Committee Meeting members approve the minutes as submitted. BACKGROUND / ANALYSIS N/A AGENCY GOALS AND OBJECTIVES II - Maintain a Commitment To Sustainability, Transparency, and Accountability B. Utilize Effective Communication Methods REVIEW BY OTHERS This agenda item has been reviewed by Public Affairs and Administration departments. FISCAL IMPACT There is no fiscal impact associated with this agenda item. Respectfully submitted: ________________ Kelly Malloy Director of Strategic Services ATTACHMENTS October 18. 2021 Committee Meeting Minutes Agenda Item #1 December 9, 20212 2 5 2 Meeting Date: December 9, 2021 Agenda Item #1 Consent Item 10-18-2021 cmc Subject to approval EAST VALLEY WATER DISTRICT October 18, 2021 LEGISLATIVE & PUBLIC OUTREACH COMMITTEE VIA TELECONFERENCE MINUTES Kelly Malloy, Director of Strategic Services, called the meeting to order at 2:04 pm and led the flag salute. PRESENT: Directors: Goodrich, Smith ABSENT: None STAFF: William Ringland, Public Affairs/Conservation Manager; Cecilia Contreras, Public Affairs Coordinator; Janett Robledo, Conservation Coordinator GUEST(s): None PUBLIC COMMENTS The Public Affairs Coordinator declared the public participation section of the meeting open at 2:04 pm. There being no written or verbal comments, the public participation section was closed. APPROVE THE APRIL 8, 2021 COMMITTEE MEETING MINUTES M/S/C (Goodrich-Smith) to approve the April 8, 2021 Committee meeting minutes as submitted. APPROVE THE JUNE 10, 2021 COMMITTEE MEETING MINUTES M/S/C (Goodrich-Smith) to approve the June 10, 2021 Committee meeting minutes as submitted APPROVE THE AUGUST 12, 2021 COMMITTEE MEETING MINUTES M/S/C (Goodrich-Smith) to approve the August 12, 2021 Committee meeting minutes as submitted STERLING NATURAL RESOURCE CENTER PROJECT UPDATE The Director of Strategic Services provided an update on the Sterling Natural Resource Center construction stating that we are now three years into construction; that the team continues to work through delays brought on from supply disruption, labor shortages and regulatory elements; that the construction is 95 percent complete and is starting to transition over to testing and actual operations and commissioning; that work continues 10-18-2021 cmc on the East side where the crews are working on the very detailed elements and ensuring the correct equipment is installed and some areas are beginning to be energized; that on the West side of the project, the concrete has been poured for the ponds and the lining has been installed, they are pouring curb gutter and sidewalks, and working through final grades for a storage building and trash enclosure on the far side of the lot. She stated that design continues for the recycled water pipeline down 3rd street, and the contractor continues to do potholing to be prepared to make the way for the pipeline to the Weaver basins; that staff continues to work with the San Bernardino Airport Authority to work on the Wildlife Hazard Mitigation Plan to look at an operational perspective to do most recharge at night to assist with the minimizing of puddling or filling the basins and that staff continues to talk to the neighbors and are stepping into the next round of communication as we get closer to doing offsite improvements; and that for the next few months construction will be completed and the project will look stalled, however testing will be taking place to continue towards the opening of the facility in 2022 Information only. CONSERVATION PILOT PARKWAY TURF REPLACEMENT PROGRAM UPDATE The Conservation Coordinator shared that the District selected Immanuel Baptist Church to participate in the Pilot Parkway Turf Replacement Program and are working with them to replace the grass in the parkways and relandscape approx. 3700 square feet with low water use plants; that this project will assist with savings and reduce outdoor water consumption by about thirty percent and will help bring them into compliance with our water shortage contingency plans; and that the hope is to share with the community that using low water use plants in landscaping still looks beautiful and is efficient. She stated that once the project is complete, she will be able to evaluate the reduction in their outdoor water usage. Information only. LEGISLATIVE UPDATE The Public Affairs/Conservation Manager provided an update on the legislative monitoring activity this session and that the District’s legislative lobbyist continues to monitor multiple bills including but not limited to AB 361, SB 9 & 10, SB 170 SB 323, AB 1434, SB 222, SB 223, SB 555, and the State Arrearage Program; that that staff also continues to monitor the COVID-19 response, drought declarations, and conservation regulations. Information only. DIRECTOR’S COMMENTS Director Smith thanked staff for the great updates and that they are very well done. 10-18-2021 cmc Information only. STAFF’S COMMENTS The Director of Strategic Services thanked the Director’s for the comments provided previously on the branding and style guide update and on the bill redesign to make the transition more consistent with our brand and that the next meeting is scheduled for December 9 at 2pm. She stated that the team is very appreciative of the active engagement and the dialogue. Information only. ADJOURN The meeting was adjourned at 3:30 pm. ______________________________ ______________________________ David E. Smith Phillip R. Goodrich Director Director Agenda Item #2 December 9, 20211 2 5 4 Meeting Date: December 9, 2021 Agenda Item #2 Informational Item Regular Meeting TO: Committee Members FROM: Director of Strategic Services SUBJECT: Conservation Update RECOMMENDATION This agenda item is for informational purposes only, no action required. BACKGROUND / ANALYSIS The District’s Conservation Program continues to monitor the evolving drought and maintains active engagement with our community members to increase water use efficiency. With the drought now considered a statewide emergency, continuing the District’s local and regional conservation efforts protect our precious water supplies. With more than 60% percent of residential consumption used outdoors, the District is encouraging customers to increase water efficiency by encouraging outdoor rebate participation. In July 2021, East Valley Water District partnered with Immanuel Baptist Church to re-landscape over 3,700 square feet of parkway turf through the Parkway Turf Replacement Program. This project was completed in November 2021 and will help save an estimated 92,000 gallons per year. Immanuel Baptist Church parkway refresh highlights a variety of low water use plants, decomposed granite, and boulders. Overhead sprinklers were converted to drip irrigation bringing the church into compliance with the District’s watering requirements. The District looks to expand this pilot program and develop a plan to convert additional turf parkways throughout the service area. In addition to the current drought, the State Water Resource Control Board (State Board) together with the Department of Water Resources is in the process of finalizing conservation standards as part of the long-term water conservation framework signed into law in 2018. The new framework creates individual standards for indoor residential water use, outdoor residential water use, commercial, industrial, and institutional water use for landscape irrigation, and system water loss. These standards will form the annual water usage standards the District will have to comply with by 2026. District staff are participating in workshops hosted by the State Board and will monitor compliance with the framework. Fortunately, this region has invested significant resources into water supply reliability. While there is a need to use water efficiently, communities that depend on the Bunker Agenda Item #2 December 9, 20212 2 5 4 Meeting Date: December 9, 2021 Agenda Item #2 Informational Item Hill Groundwater Basin are seeing the benefits of proactive water supply planning. Together with our regional partners, the District will continue to invest and protect our water resources to ensure safe, clean and a reliable supply for the community. 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 III - Deliver Public Service With Purpose While Embracing Continuous Growth B. Strive to Provide World Class Customer Relations FISCAL IMPACT There is no fiscal impact associated with this agenda item. Respectfully submitted: ________________ Kelly Malloy Director of Strategic Services ATTACHMENTS N/A Agenda Item #3 December 9, 20211 2 5 0 Meeting Date: December 9, 2021 Agenda Item #3 Informational Item Regular Meeting TO: Committee Members FROM: Director of Strategic Services SUBJECT: Outreach Update RECOMMENDATION This agenda item is for informational purposes only, no action required. BACKGROUND / ANALYSIS The District continues to utilize various avenues of communication to engage with the community. Recent projects have included, but are not limited to: Capital Improvement Project Construction SNRC Updates Winter Watering Tips Campaign Imagine A Day Without Water Methods of communication vary depending on the project, but may include: Social Media Bill Inserts Direct Mailers Print Advertisements Press Releases Emails Multiple distribution channels are available to communicate with residents, regulatory agencies, and business owners in the form of Bill Inserts, Highland Community News Ads, Social Media, etc. The District continues to maximize the use of multiple channels to reach the community. Imagine A Day Without Water and Winter Water Tips showcased the value in conserving water and provided tips to customers on ways to be water efficient. The District actively utilizes 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 updates, conservation tips, rebate program information, and services available to customers. In early 2021, East Valley Water District launched its YouTube channel to begin highlighting videos developed for the community. Since the launch, the channel has received over 10,000 views and over 160 hours of watch time on District videos. Agenda Item #3 December 9, 20212 2 5 0 Meeting Date: December 9, 2021 Agenda Item #3 Informational Item East Valley Water District takes a proactive approach to ensure communication channels are engaging, effective, and relevant. Through the ongoing branding efforts, staff recently prepared a new PowerPoint template and District letterhead for 2022. The new material continues to enhance the District’s official communication and provide consistency across all channels. Lastly, the District has started to prepare a campaign to inform customers on how to read their new water bill. The new design, expected to launch in early 2022, has been developed to modernize the layout and allow customers to better understand their water consumption information. 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 Public Affairs and Administration department. FISCAL IMPACT There is no fiscal impact associated with this agenda item. Respectfully submitted: ________________ Kelly Malloy Director of Strategic Services ATTACHMENTS Outreach Presentation December 9, 2021 East Valley Water District Outreach Update 2 YOUTUBE CHANNEL 3 CHANNEL ANALYTICS 4 YOUTUBE ADVERTISING 5 LETTERHEAD UPDATE 6 POWERPOINT REFRESH