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HomeMy WebLinkAboutAgenda Packet - Legislative & Public Outreach Committee - 04/06/2022LEGISLATIVE & PUBLIC OUTREACH COMMITTEE APRIL 6, 2022 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 James Morales Jr. Governing Board Member Phillip Goodrich Governing Board Member Legislative & Public Outreach Committee Meeting *Rescheduled from April 14, 2022 April 06, 2022 ­ 1:30 PM 31111 Greenspot Road, Highland, CA 92346 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. DISCUSSION AND POSSIBLE ACTION ITEMS 1.Consider Approval of the February 10, 2022 Committee Meeting Minutes INFORMATIONAL ITEMS 2.Conservation Rebate Update 3.Outreach Update 4.Sterling Natural Resource Center Update REPORTS 5.Directors’ Comments 6.Staff’s Comments ADJOURN LEGISLATIVE & PUBLIC OUTREACH COMMITTEEAPRIL 6, 2022East 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 James Morales Jr. Governing Board Member Phillip Goodrich Governing Board Member Legislative & Public Outreach Committee Meeting *Rescheduled from April 14, 2022 April 06, 2022 ­ 1:30 PM 31111 Greenspot Road, Highland, CA 92346 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. DISCUSSION AND POSSIBLE ACTION ITEMS 1.Consider Approval of the February 10, 2022 Committee Meeting Minutes INFORMATIONAL ITEMS 2.Conservation Rebate Update 3.Outreach Update 4.Sterling Natural Resource Center Update REPORTS 5.Directors’ Comments 6.Staff’s Comments ADJOURN LEGISLATIVE & PUBLIC OUTREACH COMMITTEEAPRIL 6, 2022East 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 MEMBERSJames Morales Jr.Governing Board Member Phillip GoodrichGoverning Board MemberLegislative & Public Outreach Committee Meeting *Rescheduled from April 14,2022April 06, 2022 ­ 1:30 PM31111 Greenspot Road, Highland, CA 92346PLEASE 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 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. DISCUSSION AND POSSIBLE ACTION ITEMS 1.Consider Approval of the February 10, 2022 Committee Meeting Minutes INFORMATIONAL ITEMS 2.Conservation Rebate Update 3.Outreach Update 4.Sterling Natural Resource Center Update REPORTS 5.Directors’ Comments 6.Staff’s Comments ADJOURN Agenda Item #1 April 6, 20221 Meeting Date: April 6, 2022 Agenda Item #1 Consent Item Regular Meeting TO: Committee Members FROM: Kelly Malloy, Director of Strategic Services SUBJECT: Consider Approval of the February 10, 2022 Committee Meeting Minutes RECOMMENDATION Staff recommends that the Committee members approve the February 10, 2022 committee meeting minutes. BACKGROUND / ANALYSIS N/A AGENCY GOALS AND OBJECTIVES II - Maintain a Commitment To Sustainability, Transparency, and Accountability A. Practice Transparent and Accountable Fiscal Management B. Utilize Effective Communication Methods FISCAL IMPACT There is no fiscal impact associated with this agenda item. Respectfully submitted: ________________ Kelly Malloy Director of Strategic Services ATTACHMENTS February 10, 2022 Committee Meeting Minutes 02-10-2022 cmc 3 4 9 Subject to approval EAST VALLEY WATER DISTRICT February 10, 2022 LEGISLATIVE & PUBLIC OUTREACH COMMITTEE VIA TELECONFERENCE MINUTES Kelly Malloy, Director of Strategic Services, called the meeting to order at 2:01 pm and led the flag salute. PRESENT: Directors: Goodrich, Morales. Jr. ABSENT: None STAFF: Kelly Malloy, Director of Strategic Services; William Ringland, Public Affairs/Conservation Manager; Cecilia Contreras, Public Affairs Coordinator; Janett Robledo, Conservation Coordinator GUEST(s): Members of the Public PUBLIC COMMENTS The Public Affairs Coordinator declared the public participation section of the meeting open at 2:02 pm. There being no written or verbal comments, the public participation section was closed. APPROVE THE DECEMBER 9, 2021 COMMITTEE MEETING MINUTES M/S/C (Goodrich-Morales) by unanimous roll call vote that Committee approve the December 9, 2021 meeting minutes as submitted. FACILITY USE POLICY UPDATE The Public Affairs Coordinator provided an overview of the facility rentals and the changes over the past few years to the policy and fees; she stated that with the Sterling Natural Resource Center (SNRC) almost ready to open it was time to review and update certain items; that some of the changes were to remove the mandatory bartender contracted through the District and allow customers to be more responsible for the alcohol at their events as well as including site specific information for the SNRC; that the prices were also increased slightly to cover the overall costs to rent the facility to continue to keep this program as cost neutral. Information only. STERLING NATURAL RESOURCE CENTER PROJECT UPDATE The Director of Strategic Services provided an update on the project stating that the team has exceeded 500,000 working hours; that the project is about 98 percent complete and 02-10-2022 cmc 3 4 9 that the next steps include testing and commissioning; that installation of the aesthetic features are continuing to be installed with operations beginning in mid-2022; that staff is preparing for the big ribbon cutting with the treatment process starting up afterward; that landscaping has started to be installed along with the drip irrigation system; that grading has begun at the Weaver Basins to recharge and replenish the basins from recycled water produced from the SNRC as well as the City of San Bernardino tertiary water treatment system; that a joint groundbreaking event with San Bernardino Valley Municipal Water District and the San Bernardino Municipal Water Department is scheduled for February 24; and that staff continues to monitor social media from the community regarding these projects. Ms. Malloy presented the most recent fly over video of the project that provides an updated look on the progress of the construction. Information only. OUTREACH UPDATE The Public Affairs/Conservation Manager provided an update on the District’s outreach program to include updates to customers on CIP projects, Sterling Natural Resource Center project updates, the Weaver Basin Regional Recycled Water System, the Smart Meter Portal, an animated video that shows a behind the scenes look at our water process, and the newly designed utility bill that is ready to be released; that staff continues to find the best ways to reach out to customers through social media platforms, bill inserts, email blasts, and newspaper ads. Information only. CONSERVATION UPDATE The Conservation Coordinator stated that the District continues to monitor the state’s drought emergency; that with the recent rains only one percent of the state is still experiencing an extreme drought; that with the District’s call to conserve a few years ago, our customers are doing a great job at conservation; that staff is continues to participate in the discussions for changes being developed to SB 606 and AB 1668; that staff continues to monitor the efficiency of the rebates offered and continues to create campaigns to residents that provides tip on efficiency and savings. She stated that staff is planning for in person conservation workshops again beginning in April. Information only. SET THE DAY AND TIME FOR HOLDING RECURRING MEETINGS The Committee discussed and established that they will meet the second Thursday of every other month beginning at 1pm. DIRECTOR’S COMMENTS Director Goodrich stated that this meeting was highly informative and very well done. 02-10-2022 cmc 3 4 9 Director Morales commented that this was his first meeting on this committee and that it was excellent. Information only. STAFF’S COMMENTS The Director of Strategic Services welcomed Director Morales to the committee and that staff will be looking into scheduling visits soon with elected officials. Information only. ADJOURN The meeting was adjourned at 3:19 pm. ______________________________ ______________________________ Phillip R. Goodrich James Morales, Jr. Director Director Agenda Item #2 April 6, 20221 3 6 9 Meeting Date: April 6, 2022 Agenda Item #2 Informational Item Regular Meeting TO: Committee Members FROM: Kelly Malloy, Director of Strategic Services SUBJECT: Conservation Rebate Update RECOMMENDATION This agenda item is for informational purposes only, no action required. BACKGROUND / ANALYSIS East Valley Water District (District) has remained committed to developing and implementing a world-class conservation program to its customers and community. The District encourages and incentivizes customers to conserve water through a series of rebates, community workshops, tips, and resources. With the drought persisting into a third year, the District will maintain active engagement with customers to bolster water use efficiency. During Fiscal Year 2021-2022, the District has processed over 110 indoor and outdoor rebate applications and installed 70 weather-based irrigation controllers, via the direct installation program. Through customers participation in the rebate programs, the District has saved an estimated 1.8 million gallons of water. With the State continuing to experience historically dry years, the District is working to enhance its rebate programs to increase water savings and encourage participation. With over 60% of residential water usage occurring outdoors, the District has begun expanding the rebate program to increase outdoor efficiency. After a successful pilot of the Parkway Turf Replacement Program, relandscaping the area of grass between the street and sidewalk, East Valley Water District is looking to rollout the program and offer targeted turf replacement support to eligible customers. The program will replace turf with low water use plants, drip irrigation and groundcover. The District is also looking to enhance the weather-based irrigation controller direct installation program to maximize the efficiency of the benefits to the customers. The proposed new program would retrofit sprinklers with high efficiency nozzles, repair irrigation leaks, while also installing a new controller to approved customers. Through a partnership with San Bernardino Municipal Valley District (Valley District), the District has been able to participate in its Rebate Reimbursement Program. The program reimburses 25% of the total amount East Valley Water District issues in rebate dollars. Valley District is looking to adjust the rebate reimbursement program this Agenda Item #2 April 6, 20222 3 6 9 Meeting Date: April 6, 2022 Agenda Item #2 Informational Item upcoming fiscal year to have the amount awarded based on the water saving target committed and reported by East Valley Water District. District staff will monitor the proposed changes to Valley District’s program as it being developed and assess the eligibility for the rebate program. In light of the Governor’s recent executive order to further drought conservation efforts, the District will be considering the activation of the Water Shortage Contingency Plan to Level 2. No matter the stage, the priority will be to maintain dialogue with the community and serve as a helpful resource. 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 April 6, 20221 3 7 0 Meeting Date: April 6, 2022 Agenda Item #3 Informational Item Regular Meeting TO: Committee 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 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 Sterling Natural Resource Center (SNRC) Updates Weaver Basin Regional Recycled Water System Recruitment Campaign Methods of communication vary depending on the project, but may include: Social Media Bill Inserts Direct Mailers Print Advertisements Press Releases Emails Through the District’s multiple distribution channels, including bill inserts, Highland Community News ads, social media, etc., staff are working to engage and educate customers on programs at East Valley Water District. The recently completed “How to Read Your Utility Bill” campaign helped inform customers about the redesigned bill and the increased information included on their bill. Staff received several positive comments from customers calling into the District offices to provide feedback about the bill design and will continue to refine the document based upon customer feedback. Social media is an active channel for communication with staff actively engaging with customers to provide updates on activities happening around the District. To help educate the community on the Weaver Basin project, staff boosted several informational posts, developed project overview videos, and answered questions asked online. In addition to the social engagement, staff mailed a District-wide mailer to all Agenda Item #3 April 6, 20222 3 7 0 Meeting Date: April 6, 2022 Agenda Item #3 Informational Item customers providing details about the project and showcased the project’s final build renderings to answer some frequently asked questions online. As the District works to fill new positions at the SNRC, Public Affairs partnered with Human Resources to develop a recruitment campaign, informing potential candidates of the opportunities available at East Valley Water District. Staff sent a mailer highlighting the benefits of working at the District and targeted select candidates with specific state certifications. The mailer and subsequent digital promotion secured a set of applicants qualified to move forward with an interview. Recruitment messaging will continue to be a key focus used by staff to attract world-class candidates based on the anticipated retirements over the upcoming year. Finally, the District started developing creative and announcement material for the SNRC Ribbon Cutting celebration. The event is planned to attract a high number of District customers and staff are working to inform customers of the exciting activities planned. As the ribbon cutting moves closer, staff will engage customers through digital, social, and traditional channels to maximize the outreach and attendance at the ceremonial event. 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 FISCAL IMPACT There is no fiscal impact associated with this agenda item. Respectfully submitted: ________________ Kelly Malloy Director of Strategic Services ATTACHMENTS Outreach Update Presentation Legislative and Public Outreach Committee Outreach Update April 6, 2022 2 WEAVER BASIN OUTREACH Social Media Posts Project Videos Mailers and Handouts 3 •Statewide mailer promoting career opportunities •Targeted certified Wastewater Operators •Included overview about District and benefits RECRUITMENT CAMPAIGN 4 DISCUSSION Agenda Item #4 April 6, 20221 3 7 4 Meeting Date: April 6, 2022 Agenda Item #4 Informational Item Regular Meeting TO: Committee Members FROM: Kelly Malloy, Director of Strategic Services SUBJECT: Sterling Natural Resource Center Update RECOMMENDATION This agenda item is for informational purposes only, no action required. BACKGROUND / ANALYSIS Construction activities continue for the Sterling Natural Resource Center. Since the project is using the progressive design-build model, construction continues while design efforts reach their final stages. These complex activities take place in a collaborative team environment with the project partners. Significant construction continues throughout the project area ranging from highly technical equipment installation to pouring curb and gutter. Final design is underway for the pipeline alignment leading to the new Weaver Recharge Basins. Efforts continue to work through the various regulatory approvals, working closely with the State Water Resources Control Board, Southern California Edison, South Coast Air Quality Management District, CalTrans, Metropolitan Water District, Regional Water Quality Control Board, and the cities of Highland and San Bernardino. This is an ongoing process in tandem with the construction effort. The strong cooperative relationships built with these organizations have helped to resolve challenges in an efficient manner. The District continues to provide information through website content, social media posts, and bill inserts. Additional outreach is being sent bi-monthly to residents living in the vicinity of the project construction areas. There has been a need for increased coordination with the surrounding schools in preparation for street improvements currently underway and final air quality permitting notifications. Additionally, enhanced outreach methods are in place to inform the community of the Weaver Basin construction activity and the ultimate aesthetic and purpose of the site. Staff is participating in new opportunities to engage with the stakeholders to support the organizational mission, now that community events have resumed following the COVID- 19 shut-down. AGENCY GOALS AND OBJECTIVES Agenda Item #4 April 6, 20222 3 7 4 Meeting Date: April 6, 2022 Agenda Item #4 Informational Item I - Implement Effective Solutions Through Visionary Leadership A. Identify Opportunities to Optimize Natural Resources II - Maintain a Commitment To Sustainability, Transparency, and Accountability D. Provide Quality Information to Encourage Community Engagement FISCAL IMPACT There is no fiscal impact associated with this agenda item. Respectfully submitted: ________________ Kelly Malloy Director of Strategic Services ATTACHMENTS N/A