HomeMy WebLinkAboutAgenda Packet - Legislative & Public Outreach Committee - 08/08/2024LEGISLATIVE & PUBLIC OUTREACH COMMITTEE
AUGUST 8, 2024
East Valley Water District was formed in 1954 and provides water and wastewater services to
107,000 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
Ronald L. Coats
Governing Board Member
Legislative & Public Outreach Committee Meeting
August 08, 2024 1:00 PM
31111 Greenspot Road, Highland, CA 92346
www.eastvalley.org
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.April 11, 2024 Legislative & Public Outreach Committee Meeting Minutes
INFORMATIONAL ITEMS
2.Legislative Update
3.Outreach Update
4.Conservation Update
DISCUSSION ITEMS
5.Public Affairs Program Communications Plan
REPORTS
6.Public Affairs/Conservation Activities
ADJOURN
LEGISLATIVE & PUBLIC OUTREACH COMMITTEEAUGUST 8, 2024East Valley Water District was formed in 1954 and provides water and wastewater services to107,000 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
Ronald L. Coats
Governing Board Member
Legislative & Public Outreach Committee Meeting
August 08, 2024 1:00 PM
31111 Greenspot Road, Highland, CA 92346
www.eastvalley.org
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.April 11, 2024 Legislative & Public Outreach Committee Meeting Minutes
INFORMATIONAL ITEMS
2.Legislative Update
3.Outreach Update
4.Conservation Update
DISCUSSION ITEMS
5.Public Affairs Program Communications Plan
REPORTS
6.Public Affairs/Conservation Activities
ADJOURN
LEGISLATIVE & PUBLIC OUTREACH COMMITTEEAUGUST 8, 2024East Valley Water District was formed in 1954 and provides water and wastewater services to107,000 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 Ronald L. CoatsGoverning Board MemberLegislative & Public Outreach Committee MeetingAugust 08, 2024 1:00 PM31111 Greenspot Road, Highland, CA 92346www.eastvalley.orgPLEASE 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.
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.April 11, 2024 Legislative & Public Outreach Committee Meeting Minutes
INFORMATIONAL ITEMS
2.Legislative Update
3.Outreach Update
4.Conservation Update
DISCUSSION ITEMS
5.Public Affairs Program Communications Plan
REPORTS
6.Public Affairs/Conservation Activities
ADJOURN
Agenda Item
#1
August 8, 20241
Meeting Date: August 8, 2024
Agenda Item #1
Consent Item
Regular Meeting
TO: Committee Members
FROM: Public Affairs/Conservation Manager
SUBJECT: April 11, 2024 Legislative & Public Outreach Committee Meeting Minutes
RECOMMENDATION
That the Legislative & Public Outreach Committee approve the April 11, 2024 meeting
minutes.
AGENCY GOALS AND OBJECTIVES
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:
________________
William Ringland
Public Affairs/Conservation Manager
ATTACHMENTS
Draft April 11, 2024 Committee Meeting Minutes
04-11-2024 cmc
1
4
7
9
Subject to Approval
EAST VALLEY WATER DISTRICT APRIL 11, 2024
LEGISLATIVE & PUBLIC OUTREACH COMMITTEE
MINUTES
Cecilia Contreras, Public Affairs Coordinator, called the meeting to order at 1:00 p.m. and
led the flag salute.
PRESENT: Directors: Coats, Morales Jr.
ABSENT: None
STAFF: Michael Moore, General Manager/CEO; Cecilia Contreras, Public
Affairs Coordinator; Janett Robledo, Conservation Coordinator
GUEST(s): Pilar Onate
PUBLIC COMMENTS
The Public Affairs Coordinator declared the public participation section of the meeting
open at 1:00 p.m.
There being no written or verbal comments, the public participation section was closed.
APPROVAL OF THE FEBRUARY 8, 2024, COMMITTEE MEETING MINUTES
M/S/C (Coats- Morales) that the February 8, 2024 Committee meeting minutes be
approved as submitted.
The Public Affairs Coordinator requested that the Legislative Update be presented prior
to the Outreach Update due to the presenter having a time constraint.
LEGISLATIVE UPDATE
The General Manager/CEO introduced the District’s legislative lobbyist Ms. Onate who
provided an update on the legislative activity this session including but not limited to
water rights, conservation regulations, and water affordability. Ms. Onate explained that
they continue to work closely with multiple agencies such as CMUA and ACWA to
continue to stay involved. District staff continues to monitor multiple bills including but
not limited to AB 460, AB 805, AB 1337, AB 1567, AB 1820, AB 1827, AB 2257, AB
2409, SB 903, SP 937, SB 1110, and SB 1330.
Information only.
OUTREACH UPDATE
04-11-2024 cmc
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7
9
The Public Affairs Coordinator provided an update on the District’s outreach activities.
Updates included the startup of the Sterling Natural Resource Center, Greenspot Road
construction, upcoming SNRC Operations ribbon cutting event, and participating in the
Annual Highland YMCA 5k run. She stated that staff continues to work on the animated
wastewater video for educational purposes, website redesign, and creating the Fats,
Oil, and Grease (FOG) printed material. The Public Affairs team continues reaching out
to the community through ongoing social media campaigns, community pop-up events,
and the District’s digital engagement, such as conservation workshops, school career
days, Fix a Leak Week, and participating in the Citrus Harvest Festival. Upcoming
projects include a Prop 218 Notice, the Annual Fiscal Year budget, and the annual
Consumer Confidence Report (CCR).
Information only.
PUBLIC AFFAIRS/CONSERVATION ACTIVITIES
The Public Affairs Coordinator provided an update on current activities including but
were not limited to continued monitoring of legislation, the upcoming Community
Advisory Commission meeting on February 27 where Rate Study information will be
shared, and that the Facilities Rental program is continuing to be a success with 57
events scheduled currently throughout 2024 and into 2025.
Information only.
ADJOURN
The meeting was adjourned at 1:57 p.m.
______________________________ ______________________________
James Morales, Jr. Ron Coats
Director Director
Agenda Item
#2
August 8, 20241
Meeting Date: August 8, 2024
Agenda Item #2
Informational Item
1
1
4
5
Regular Meeting
TO: Committee Members
FROM: Public Affairs/Conservation Manager
SUBJECT: Legislative Update
RECOMMENDATION
This agenda item is for informational purposes only, no action required.
BACKGROUND / ANALYSIS
District staff together with legislative advocates are actively monitoring this year's
legislative session and tracking over 70 bills significant to East Valley Water District’s
operations. The legislation has been focused on a wide variety of water topics including,
Prop 218, water use efficiency, PFAS and regulatory permitting transparency.
Staff are monitoring unique pieces of legislation including the following:
•AB 460: Water Rights
•AB 1284: Tribal ancestral lands and waters
•AB 2257: Property-related water and sewer fees
•SB 1255: Water rate assistance program
•Water/Climate Bond Approved for November's Ballot
In collaboration with CMUA and ACWA, District staff are actively engaged in working
groups and advocating the District's position. Engagement with the organizations
continues to provide a channel to voice positions on proposed legislation, learn about
industry coalitions, and partner with neighboring districts on legislative positions.
Finally, State leadership are actively discussing regulatory enhancements and details for
California’s Making Conservation a California Way of Life legislation. Staff signed onto
two coalition letters, one from ACWA and another from a coalition of actively involved
districts, with the goal of highlighting the challenges the proposed regulation would
bring to the District’s community. The District will continue to take an active role in the
evolving legislative and regulatory requirements.
Agenda Item
#2
August 8, 20242
Meeting Date: August 8, 2024
Agenda Item #2
Informational Item
1
1
4
5
AGENCY GOALS AND OBJECTIVES
I - Implement Effective Solutions Through Visionary Leadership
C. Strengthen Regional, State and National Partnerships
FISCAL IMPACT
There is no fiscal impact associated with this agenda item.
Recommended by:
________________
William Ringland
Public Affairs/Conservation Manager
ATTACHMENTS
Presentation
August 8, 2024
LEGISLATIVE UPDATE
RESOLUTE
2
•AB 1284 (Ramos) - Tribal ancestral lands
and waters - cogovernance - Senate
Appropriations suspense file
•AB 2614 (Ramos) - Tribal Water Uses -
Dead - Stalled in Assembly
Appropriations
2024 BILLS OF INTEREST:
RAMOS LEGISLATION - UPDATE
3
•AB 460 (Bauer-Kahan) - Amended down
to fines and penalties increase only
•Senate Appropriations
•AB 1337 (Wicks) - Pre-1914 water
rights/curtailments - Dead
2024 BILLS OF INTEREST:
WATER RIGHTS - UPDATE
4
•AB 1827 (Papan) - Cost allocations for
high water usage - Senate Floor
•AB 2257 (Wilson) - Property-related
water and sewer fees and assessments -
Remedies - Senate Floor
2024 BILLS OF INTEREST:
PROPOSITION 218 - UPDATE
5
•SB 1110 (Ashby) -Informational orders -
Assembly Appropriations
•SB 1330 (Archuleta) - Study regarding
residential landscapes and CII landscape
areas - Assembly Appropriations
2024 BILLS OF INTEREST:
WATER USE EFFICIENCY
6
•SB 1255 (Durazo) - Water rate
assistance program
•Assembly Appropriations
2024 BILL OF INTEREST:
OTHER - UPDATE
7
•Total $3.8 of $10 billion for water and water-related purposes including:
•$610 million to SWRCB for water quality
•$386.25 million to DWR for groundwater storage, banking, conjunctive use and recharge
•$386.25 million for water reuse and recycling
•$75 million for Water Conservation
•$1.14 Billion to Reduce flood risk and improve stormwater management:
•$550 million for State Plan of Flood Control, Flood Subvention Program and Delta Levees
•$480 million for Dam Safety
•$110 million to SWRCB for multi-benefit storm water management projects
•$605 million to improve watershed resilience and to protect and restore rivers, lakes and streams
•($100 million for IRWM program, the rest for various conservancies).
WATER/CLIMATE BOND APPROVED FOR NOVEMBER BALLOT
8
•At least 40 percent of bond funding as a whole would have to be allocated for
projects that provide meaningful and direct benefits to vulnerable populations or
disadvantaged communities
•At least 10 percent would have to be allocated for severely disadvantaged communities.
•Drinking water funding would no longer be for competitive grants. It would now be
for “grants or loans”
•Among other things, drinking water funding could be used for PFAS and Chromium VI
BOND PROVISIONS OF NOTE
9
•Target Book identified these as “races to watch”
•Assemblymember Eloise Reyes (D) vs. Carlos A. Garcia
(R) in the +22.10% Dem seat
•Senator Rosilicie Ochoa Bogh (R) faces Lisa Middleton
(D) in this now +1.59% Dem seat
•Assemblymember Greg Wallis (R)rematch against
Christy Holstege (D) in the +6.20% Dem seat
LOCAL LEGISLATIVE RACES
10
•Senate
•11 open seats
•Senator Dodd among the termed-out members
•Senator Min, current Senate Natural Resources &
Water Chair running for Congress
•Assembly
•22 open seats
•Notable departures include:
•Friedman
•E. Garcia
GENERAL CAPITOL BACKGROUND: THE CHURNING CONTINUES
QUESTIONS?
Agenda Item
#3
August 8, 20241
Meeting Date: August 8, 2024
Agenda Item #3
Informational Item
Regular Meeting
TO: Committee Members
FROM: Public Affairs/Conservation Manager
SUBJECT: Outreach Update
RECOMMENDATION
This agenda item is for informational purposes only, no action is required.
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:
________________
William Ringland
Public Affairs/Conservation Manager
ATTACHMENTS
Presentation
William Ringland, Public Affairs/Conservation Manager
August 8, 2024
OUTREACH UPDATE
2
•August bill insert
•Published August 4
•English and Spanish
•Scam alert in response to a recent
vendor
•Information included about water
quality efforts
COMMUNITY ENGAGEMENT
DRAFT
3
•Lowe’s vendor event on July 25, 2024
•Staff engaged with community members
•Promoted Smart Irrigation Month and
provided information about indoor and
outdoor rebates
•Partnership with Costin Public Outreach
Group (CPOG)
•Work with public agencies, local
governments, community-based
organizations, and other agencies
•Future monthly pop-up events
COMMUNITY POP-UP EVENTS
4
SOCIAL MEDIA
•Follower goal surpassed
•Fiscal Year 2023-24 follower
goal: 3,000
•Total followers at the end of
the Fiscal Year: 3,102
•Number includes Facebook,
Instagram and Twitter
•Followers by city
•26% live in Highland
•25% live in San Bernardino
•Remaining live in Yucaipa,
Redlands, Riverside, and
Rialto Data as of July 17, 2024
5
WEBSITE REDESIGN
6
•.Gov domain transition taking place January 2025
WEBSITE REDESIGN PROGRESS
Issue/
Award Redesign
RFP
Assess Content
Management
System
Collect Feedback Develop Digital
Infrastructure
Design Website
Wireframes Site Development Alpha and Beta
Testing Launch Website
We are in
this step
7
WEBSITE DESIGN PREVIEW
8
Homepage on desktop Homepage on mobile
9
Transparency page on desktop. Note: page design is subject to minor changes as development progresses.
10
AWARD PURSUITS
11
•Completed submissions
•2024 WPR Design-Build Awards
•CA Association of Sanitation Agencies
•ACWA Clair A. Hill Award
•CSDA Project of the Year
•Upcoming submittals
•APWA Outstanding Public Works Projects,
September 2024
•ACWA Excellence in Communication
Award, September 2024
•ACWA Southern California Chapter BEST
Awards - Inland Empire Branch,
September 2024
AWARD PURSUITS
12
SNRC FACILITY RENTALS
13
•Facility rentals through 2024: 43
•Rentals currently scheduled for 2025: 23
•Agencies renting our facilities for trainings, professional development, or events
•San Bernardino County Probation
•San Bernardino City USD
•San Bernardino County Sheriffs – Coroner and Central Detention Center divisions
•City of Highland (State of the City Address)
•City of San Bernardino, Center for Individual Development
•Tomorrow’s Talent
•San Bernardino Valley Water Conservation District
•Nonprofits
•Arts Connection
•Anchor Bible Church
•Highland Area Chamber of Commerce
•Making Hope Happen
•Tomorrow’s Talent
•San Bernardino Riverside Delta Sigma Theta Alumnae
•San Bernardino Fatherhood
•League of Women Voters
FACILITY RENTALS
14
LOOKING FORWARD
15
•National Lemonade Day
•Tuesday, August 20, 2024, Sterling Natural
Resource Center neighborhood
•Starting at 3:00pm
•Conservation Festival
•Saturday, September 14, 2024
UPCOMING COMMUNITY EVENTS
16
OUTREACH PROJECT UPDATE
•Completed projects
•Annual Fiscal Year Budget
•Consumer Confidence Report (CCR)
•Over 100 residents redeemed the
coupon for free hose nozzle and toilet
test kits
•Lead and Copper Home Survey Outreach
•District Videos
•Recycling process animated video
•East Valley Water District overview
•Water quality
•Sterling Natural Resource Center
community benefits
•Budget based rates
17
COMMUNITY ADVISORY COMMISSION
18
•New Commissioner onboarding
•Orientation meeting
•Campaign for three open positions in September
•Promoted on Facebook, Instagram, X, and Nextdoor
COMMUNITY ADVISORY COMMISSION
Questions?
Agenda Item
#4
August 8, 20241
Meeting Date: August 8, 2024
Agenda Item #4
Informational Item
Regular Meeting
TO: Committee Members
FROM: Public Affairs/Conservation Manager
SUBJECT: Conservation Update
RECOMMENDATION
This agenda item is for informational purposes only, no action is required.
AGENCY GOALS AND OBJECTIVES
I - Implement Effective Solutions Through Visionary Leadership
A. Identify Opportunities to Optimize Natural Resources
II - Maintain a Commitment To Sustainability, Transparency, and Accountability
B. Utilize Effective Communication Methods
FISCAL IMPACT
There is no fiscal impact associated with this agenda item.
Respectfully submitted:
________________
William Ringland
Public Affairs/Conservation Manager
ATTACHMENTS
Presentation
Janett Robledo, Conservation Coordinator
August 8, 2024
CONSERVATION UPDATE
2
•State Water Resource Control Board
adopted the Making Conservation a
California Way of Life regulation on July
3, 2024
•Implements AB 1668 and SB 606 signed
into law in 2018
•Establishes unique targets for each
urban water supplier to achieve long-
term water use efficiency
REGULATION UPDATE
3
•Urban retail water suppliers must comply with three major components
MAKING CONSERVATION A CALIFORNIA WAY OF LIFE
REGULATION
Urban Water
Use Objective
Commercial,
Industrial,
Institutional
Performance
Measures
Annual
Reporting
4
•Beginning January 1, 2025, and by January 1st every year thereafter, urban retail
water suppliers will need to calculate their water use objective
•By 2027, suppliers must demonstrate compliance objective
•Individual customers are not required to comply with the objective with regulation
applying to the water supplier
WHEN DOES COMPLIANCE START
5
DROUGHT CONTINGENCY PLAN
•The District is developing a Drought Contingency Plan (DCP)
•Help increase water supply reliability
•Improve water management of the Districts sources of water
•To build long term resiliency to drought
•Draft plan has been completed and submitted to Bureau of Reclamation for comment
•Final DCP plan is scheduled to be completed by end of 2024.
6
CONSERVATION PROGRAM
7
Program Quantity Total
High Efficiency Toilet 77 $7504.40
High Efficiency Showerhead 23 $681.89
High Efficiency Washing Machine 41 $7,000.00
FY 2023-24 REBATE OVERVIEW
Program Quantity Total
High Efficiency Nozzle 1 $132.00
Landscape 25 $4730.61
Weather Based Irrigation Controller 14 $1632.50
Irrigation Retrofit 27 $38,668.00
Leak Repair 19 $3,777.50
Indoor Rebates
Outdoor Rebates
8
•Staff is seeking proposals from qualified
contractors to implement indoor and
outdoor water efficiency programs
•Contractor will assist the District comply
with objectives per the conservation
regulation
•Will announce contract award in
September and bring to Board of
Directors for consideration
WATER EFFICIENCY SUPPORT
SERVICES
9
COMMUNITY ENGAGEMENT
10
•Developed campaign characters for the student
educational program
•Aqua Squad debut scheduled for August
•District website
•Social media
•Email blast to teachers
•Characters will be part of the creative design
for student handouts and educational materials
STUDENT EDUCATION PROGRAM
11
AQUA SQUAD
12
•Conservation Festival
•Saturday, September 14, 2024
•Free community event with fun activities for all
ages
•Composting 101 workshop.
•Family friendly craft activities
•Games
•Music
•Community Outreach Approach
•Direct mailer
•Social media
•Website
•SNRC sitw banner
COMMUNITY EVENT
DISCUSSION
Agenda Item
#5
August 8, 20241
Meeting Date: August 8, 2024
Agenda Item #5
Informational Item
Regular Meeting
TO: Committee Members
FROM: Public Affairs/Conservation Manager
SUBJECT: Public Affairs Program Communications Plan
RECOMMENDATION
That the Legislative & Public Outreach Committee recommend that the Board of
Directors approve the Public Affairs Program Communications Plan.
BACKGROUND / ANALYSIS
Public Affairs oversees internal and external communication programs consistent with
the District’s Vision and guiding principles. Through community and media relations, the
Program provides effective and strategic communications to various stakeholders. Public
Affairs is also responsible for grant writing, legislative affairs, and the facility rental
programs.
The District has developed a comprehensive Public Affairs department strategy to serve
as the guiding document for the upcoming year. This department plan is integral in
aligning the efforts of staff with the objectives outlined in the District’s Five-Year Work
Plan. By establishing a clear framework, the document ensures that all Public Affairs
activities are purpose-driven and contribute directly to the overarching goals of the
District.
In addition to providing a structured roadmap, the document is designed with the
necessary flexibility to adapt to the evolving needs of our community. This adaptability
is crucial in responding to the dynamic and ever-changing environment in which the
District operates. The strategy also introduces innovative tactics and approaches,
enabling the District to stay ahead in its public engagement and communication efforts.
By embracing new tactics, the Public Affairs department can effectively address
emerging challenges and leverage opportunities, ensuring sustained progress and
effective community relations.
AGENCY GOALS AND OBJECTIVES
II - Maintain a Commitment to Sustainability, Transparency, and Accountability
B. Utilize Effective Communication Methods
Agenda Item
#5
August 8, 20242
Meeting Date: August 8, 2024
Agenda Item #5
Informational Item
D. Provide Quality Information to Encourage Community Engagement
FISCAL IMPACT
There is no fiscal impact associated with this agenda item.
Respectfully submitted:
________________
William Ringland
Public Affairs/Conservation Manager
ATTACHMENTS
Public Affairs Program Communications Plan
fy 2024-25publicaffairs plan
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TABLE OF CONTENTS
Program Summary
Public Affairs
Program Approach
Market Research
District Demographics
Service Area
Community Profile
Demographic Tapestry
What’s In My Community
Five-Year Work Plan
2024–25
Community Advisory Commission
Member Appointment
Community Engagement
Enhancements
Industry Engagement (Awards and
Presentations)
Website Redesign/Domain Name
Transition
Public Affairs Strategic Approach
Community Facility Tour
Community Booths
Septic-to-Sewer Townhall
Website Redesign
.GOV Transition
SNRC Neighborhood Program
Critical Communications
Ongoing Communications
Crisis Communication Plan
Development/Updating
Bottled Water Art Contest
Video Development
Coalition Engagement
Facility Rental Program
Community Advisory Commission
Grant Strategy
Legislative Programs
Internal Communications
Communication Tactics
Social Media
Direct-to-Customers
Bill Inserts
Direct Mailers
Door Hangers
Email Communication
Press Releases
Presentations
Student Engagement/Career Days
Branding
Supporting District Programs
Annual Budget Development
Consumer Confidence Report (CCR)
Popular Annual Financial Report (PAFR)
Five-Year Work Plan Development
Construction Activities
Department Presentations
Digital Resources
Monday.com
Team Tasks
Hootsuite
Constant Contact
Appendix
Content Calendar
Email Sample
Construction Notice Template
Service Interruption Template
Splash Bulletin Template
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Program Summary
Public Affairs supports the District through multiple activities to further drive the District’s strategic goals and 5-Year
Work Plan. The program supports various initiatives and actively engages with departments across the District. This
plan provides a framework and guide for the team to achieve established goals and objectives.
PUBLIC AFFAIRS
Public Affairs oversees internal and external communication programs consistent with the District’s Vision and guiding
principles. Through community and media relations, the program provides effective and strategic communications to
various stakeholders. The program is also responsible for grant writing and the facility rental programs.
PROGRAM APPROACH
East Valley Water District has adopted a vision to enhance and preserve the quality of life for our community through
innovative leadership and world class public service. This vision is supported by the core values of Leadership,
Partnership and Stewardship. To ensure the District can rise to this vision, the Public Affairs team works to ensure
all strategic communications are effective, meaningful and relevant. The program requires a difficult balance of
preparation, anticipation, and responsiveness in the execution of programs and material. The word cloud below
symbolizes how the programs support the District’s strategic values:
PUBLIC AFFAIRSSTRATEGIC
TRUSTWORTHY
INNOVATIVE
ENGAGING RELEVANT
FOSTER
RELATIONSHIPS FACTUALCONSISTENT
AC
T
I
V
E
COMMUNITY
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Market Research
As the District strives to be a world-class organization providing safe and reliable drinking water, staff recently
conducted an analysis of the community characteristics using the census data. Through intentional and targeted
outreach, focused on the District’s customers, East Valley Water District can continue to foster strong relationships
via meaningful communications. The community characteristics are a useful tool to continue enhancing the District’s
brand and customer first approach.
DISTRICT DEMOGRAPHICS
Service Area
210
210
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plun
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plunge creek
eld
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cit
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city
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warm cr
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cook creek
mil
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San Bernardino
Highland
Seven Oaks Dam
N
DistrictHeadquarters
SNRC
Community Profile
108,000
Population
32
Median Age
$67,619
Media Household
Income
3
Demographic Tapestry
Next Wave
Life Group28%District
Households
• Nearly one in four is foreign-born
• Supporting large families with a focus on children
• Predominantly renters in multifamily units
• Typically working overtime in service, in skilled
and unskilled occupations
• One in three has earned a high school diploma
Sprouting Explorers
Life Group19%District
Households
• Majority of households include younger
married-couple families with children
• Captivated by new technology, particularly
feature-rich smartphones
• Use the internet for socializing but also for
convenience, like paying bills
Affluent Estates
Life Group14%District
Households
• Residents are approaching retirement but remain
active in their communities
• Take advantage of large metropolitan areas but
prefer to live in less crowded neighborhoods
• Consumers are more interested in quality than cost
• Well connected, using the internet for shopping to
manage finances
Public Affairs Plan
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What’s in My Community?
Lifestyle
Recreation
Access Community
Enjoyment Learning
Food & Beverage
49
Healthcare
48
Playgrounds
1
Parks & Gardens
2
Education
63
Libraries
2
Government
21
Sports
27
Restaurants
139
Entertainment
12
Public Transport
3
Spiritual Centers
48
A variety of grocery
outlets and sources
Proximity to play and fun
Nearby choices for on
premise and take-out dining
Gateways to life
enrichment and growth
Local transport
and connectivity
Performance and
amusement destinations
Local hospitals and
healthcare facilities
Access to green spaces
Schools and places for
education and skills transfer
Places to play alone or in
community groups
Civic engagement and
neighborhood hubs
Lifelong learning
opportunities
Data sourced from ESRI ArcGIS Experience Builder
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Five-Year Work Plan
Through the District’s Five-Year Work Plan process, strategic activities were developed to identify and organize projects
spanning multiple years. The Public Affairs has identified key activities over the upcoming years needed to further the
District’s world-class standards.
All items listed below are included in the District’s 2024-25 Five-Year Work Plan:
2024-25 2024-25
Community Advisory Commission
Member Appointment
Conduct a community recruitment
process and subsequent
commission onboarding/training to
fill vacancies resulting from the term
limits of sitting members.
Community Engagement
Enhancements
Enhance community engagement
through increased in-person
activities, develop a targeted
outreach initiative surrounding the
SNRC and use of technologically
based communications tools.
Industry Engagement
(Awards and Presentations)
Showcase the District’s
projects and programs through
participation in industry related
conferences and awards.
Website Redesign/Domain
Name Transition
Redesign the District’s public
facing website and transition
to a .GOV domain name.
Public Affairs Strategic Approach
The District strategically has built a communications and outreach program to target, engage and interact with
customers throughout the community. The items below are currently planned programs for FY 2024-25 to engage
with members across the District’s service area and throughout the industry in an effort to meet the objectives listed
in the Five-Year Work Plan.
COMMUNITY FACILITY TOUR COMMUNITY FACILITY TOUR
As part of the District’s efforts to showcase transparency and community engagement, the District will hold a Community
Facility Tour. This tour will host a group of 30-50 individuals, touring them through various wells and plants across the
District service area. Participants will have the opportunity to witness firsthand the intricate processes and operations
that ensure the efficient, safe, and reliable functions of the District. From water treatment plant to wastewater treatment
plant and everything in between, the tour will highlight the critical infrastructure and dedicated personnel behind
EVWD’s essential services.
Public Affairs Plan
6
The primary objective of the Community Facility Tour is to cultivate informed ratepayers within the community who
can become familiar with the complexities and importance of EVWD operations. By offering an in-depth look at the
District’s daily functions, we aim to build a deeper understanding and appreciation among participants. This initiative
will not only educate but also foster a sense of pride and support for the District’s efforts.
COMMUNITY BOOTHS COMMUNITY BOOTHS
Understanding that not every ratepayer engages with the information
distributed by the District, the team is committed to actively reaching out
and connecting with the community through more direct and accessible
channels. Public Affairs will target to hold monthly booths at a wide
range of locations, including local stores, retail outlets, and community
festivals throughout the District service area. These booths will serve as
dynamic touchpoints where residents can interact with staff, learn about
the District, and access valuable information firsthand.
The community booths will provide detailed information about the
various rebates available to customers, helping them conserve water.
Additionally, staff will be on site to explain rate information and answer
any questions, ensuring transparency and understanding. By positioning
booths in high trafficked areas, the District aims to foster stronger
relationships within the community, enhancing the District’s presence
and visibility.
SEPTIC-TO-SEWER TOWNHALL SEPTIC-TO-SEWER TOWNHALL
The District is looking to hold a community Septic-to-Sewer Townhall meeting designed as a crucial community-focused
event aimed at updating residents on the District’s ongoing efforts to secure funding for converting septic systems
to the sewer system. This public meeting held at the Sterling Natural Resource Center will provide a platform for
community members to receive updates on the progress and challenges faced in securing various funding sources.
Despite the absence of secured funding at this stage, the meeting will highlight the District’s commitment to this
project, show the steps necessary to convert septic tanks and the strategies in place to obtain the necessary financial
support to support ratepayers.
By attending the townhall, customers will gain valuable insights into the District’s plans and the broader benefits of
transitioning from septic tanks to a more efficient and environmentally friendly sewer system. The meeting aims to
foster transparency and build trust within the community by openly discussing the efforts and potential impacts of this
significant improvement.
This initiative is not only about disseminating information but also about
being approachable and accessible, demonstrating our commitment to
serving and engaging with every member of the District.
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WEBSITE REDESIGN WEBSITE REDESIGN
Recognizing the critical role the website plays in communicating to the community, industry and elected officials,
the District has embarked on a comprehensive redesign of eastvalley.org. Currently, the website hosts over 1,000
webpages, an overwhelming number for a District of our size, leading to navigational challenges and inefficiencies. To
address this as well as the outdated backend website infrastructure, staff have selected a specialized vendor over the
past fiscal year and conducted a comprehensive website audit. This process involved developing a streamlined site
map and initial webpage concepts that prioritize user-friendliness and accessibility.
Over the upcoming year, staff will be continuing to work closely with the consultant partner to code and
migrate content to the new website. This process will include comprehensive alpha and beta testing phases to ensure
functionality, user experience, and reliability. The redesigned website aims to provide a more intuitive, informative, and
engaging platform for our customers and community. The targeted launch window for the revamped eastvalley.org is
scheduled for Fall 2024. This redesign underscores the District’s commitment to enhancing communication, providing
easy access to essential information, and fostering a more connected and informed community.
.GOV Transition
Following the successful launch of the redesigned website, the District will transition to a new URL with a .GOV
domain, eastvalleywater.gov. This strategic move is designed to assure customers they are accessing a trusted and
official government website. The .GOV domain is exclusively available to government agencies, underscoring EVWD’s
commitment to security and reliability.
To facilitate this transition, staff will implement redirects from the old URL to the new one, ensuring that visitors to
the previous site are seamlessly directed to the redesigned platform. This phase of the project will rely heavily on
the expertise of the District’s IT department to manage the technical aspects and ensure a smooth and successful
transition. By moving to a .GOV domain, we aim to enhance trust and credibility, providing our community with a
secure and dependable online resource.
SNRC NEIGHBORHOOD PROGRAM SNRC NEIGHBORHOOD PROGRAM
Community engagement and outreach are a priority for East Valley
Water District. With the Sterling Natural Resource Center (SNRC)
recently becoming fully operational, staff are working through finetuning
processes and procedures at the plant. Staff developed a critical
and ongoing outreach communication plan to encourage two-way
communication with SNRC neighbors, notify residents of work that may
impact them, and foster a positive relationship with neighbors.
Public Affairs has established two degrees of communication for this
initiative: First Degree are direct neighbors to the Treatment Facility.
Currently, there are 5-6 residential customers and one apartment complex
that falls into this category. Second Degree includes neighbors within ¼
of mile of the facility. Finally, two levels of communications have been
established for the community engagement, Critical Communications
and Priority Communications.
Public Affairs Plan
Critical Communications
This approach will be activated for urgent, short-term communication efforts. An urgent matter qualifies as extreme
circumstances that are beyond standard operations or unscheduled maintenance that can pose impact to residents.
All communications will be translated to Spanish.
Ongoing Communications
This approach will be activated as part of community relationship building efforts. This strategy will be used to
communicate scheduled maintenance efforts and general facility updates with the primary goal of developing and
fostering positive relationships with the surrounding community. All communications will be translated to Spanish.
Through these efforts, staff are seeking to foster strong community relationships, provide ongoing communication
with neighbors and maintain positive relations with those surrounding the Sterling Natural Resource Center.
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• Door-to-door: PA staff will make in-person
contact with customers. This effort depends
on the time of day and day of the week.
• Phone call/text: PA staff will call customers
to inform/provide an update on SNRC
maintenance efforts. As an alternative,
staff will consider sending a text message
via Informacast that includes a link to the
District’s SNRC update page eastvalley.org/
NeighborUpdates
1ST DEGREE
• Door hanger/letter: PA staff will
develop and print in-house door
hangers/letters and deliver to
customers within a few hours to
one day. A plastic door hanger bag
will be used to protect the notice.
2ND DEGREE
• Email alerts: An email alert will be distributed up to 7 days in advance of maintenance. The alert will
include work hours, possible impacts, and estimated completion. A link to the District’s SNRC update
page eastvalley.org/NeighborUpdates will be included in the email.
• Bi-annual newsletters: The District will establish a newsletter to be sent to nearby residents. This will
provide updates about the plant, detailed information about the District and highlight upcoming events
for the community to participate.
• Neighborhood events: The District will aim to host SNRC neighborhood events at the Administrative
Center to encourage residents to learn about the plant. Events include open houses, picnics in the park,
facility tours, and meet-and-greet opportunities with Public Affairs, Water Reclamation and Executive staff.
1ST DEGREE 2ND DEGREE
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CRISIS COMMUNICATION PLAN DEVELOPMENT/UPDATING CRISIS COMMUNICATION PLAN DEVELOPMENT/UPDATING
Through the District’s commitment to effectively manage communications during crisis situations, Public Affairs
will prioritize updating and refreshing the Crisis Communication Plan this upcoming year. As the primary program
responsible for disseminating information to the public during emergencies, it is imperative that our strategies
and tools are current and robust. The updated plan will include the development of new templates designed for
rapid communication, ensuring that accurate and timely information can be relayed to the community with minimal
delay. These templates will be versatile, covering a range of potential scenarios, and will be easily accessible to
all team members.
In addition to updating the communication plan, we will continue to invest in ongoing media relations training for
the team. This training will ensure that every member of the Public Affairs Department is well-prepared to engage
with the media, delivering clear and consistent messages during crises. By honing skills and refining strategies,
we aim to enhance our responsiveness and effectiveness in managing public communications during emergency
situations. Our goal is to maintain the trust and confidence of the community by providing reliable, accurate, and
prompt information when needed most.
BOTTLED WATER ART CONTEST BOTTLED WATER ART CONTEST
Building on the success of last year’s Bottled Water Art Contest, the Public Affairs Department will continue
this engaging initiative in the upcoming year. The contest invites elementary school students to showcase their
creativity by drawing, painting, or designing a label for the District’s bottled water. By involving young students in
the project, we aim to build a deeper connection between the community and the District, while also promoting
awareness about water conservation and the importance of the District’s services.
The contest concludes in a special award ceremony held at the District headquarters, where winning students,
accompanied by their families, are recognized by the Board of Directors. This event not only celebrates the
students’ artistic achievements but also strengthens community bonds and showcases the District’s commitment
to youth engagement and education.
Public Affairs Plan
By continuing the Bottled Water Art Contest, we aim to inspire creativity,
encourage participation, and highlight the vital role of water in our daily lives.
VIDEO DEVELOPMENT VIDEO DEVELOPMENT
To enhance community engagement and education, Public Affairs will develop a series of informative videos for the
District’s digital library. Videos are a powerful medium for demonstrating the complex operations of the District and
providing an accessible way for residents to understand and value the work we do. These new videos will serve to
educate the community on various aspects of our operations and facilities, highlighting our commitment to providing
safe and reliable water/wastewater services.
The upcoming series will include the following videos:
By creating these educational videos, we aim to foster a more informed and engaged community, enhancing trust and
appreciation for the District’s efforts and achievements.
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Sterling Natural Resource Center (SNRC)
Treatment Overview
An animated video will give a high-level overview
of the SNRC’s operations, detailing the state-of-the-
art process involved in recycling water. This video
will make the technical aspects of water recycling
understandable and engaging.
Community Benefits of the SNRC
Featuring interviews with staff, this video
will showcase the engineering marvel of
the SNRC and emphasize its value to the
community. It will highlight the community,
environmental, and regional benefits
provided by this state-of-the-art facility.
EVWD Overview
A comprehensive video will provide an overview of
all operations within the East Valley Water District,
offering a broad perspective on how we maintain
and deliver essential services.
Budget-Based Rates Overview
This video will explain how budget-based
rates are developed, breaking down the
complex calculations and considerations that
go into determining rates. It aims to increase
transparency and understanding of our
financial practices for customers asking about
how their rates are calculated in their utility bill.
Water Quality
Highlighting the steps taken to ensure water quality and reliability, this video will
demonstrate our commitment to delivering safe and reliable water to our customers.
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COALITION ENGAGEMENT COALITION ENGAGEMENT
East Valley Water District recognizes the importance of active participation in multiple coalitions to advocate
for the District’s priorities and positions. These coalitions include the Association of California Water Agencies
(ACWA), California Municipal Utilities Association (CMUA), California Association of Sanitation Agencies (CASA),
and WateReuse. By collaborating with these influential organizations, the District can ensure its voice is heard on
critical issues affecting water management, policy, and sustainability.
Over the upcoming year, District staff will prioritize involvement in these coalitions, identifying key opportunities
for deeper engagement and leadership roles. This strategic approach will involve assessing the specific benefits
and contributions each coalition can offer and aligning our participation with the District’s vision. By taking an
active role in these coalitions, we aim to enhance our advocacy efforts, stay informed on regulatory changes, and
continue to be an industry leader.
FACILITY RENTAL PROGRAM FACILITY RENTAL PROGRAM
The District is committed to community engagement and support by providing a Facility Rental Program at
our Headquarters and the Sterling Natural Resource Center. These rentals provide valuable opportunities for
organizations, local ratepayers, and non-profits to utilize our world-class facilities for meetings, events, and
activities. By making our facilities accessible to the public, we not only maximize the use of our spaces but also
strengthen our relationships with the community.
Over the upcoming year, staff will focus on optimizing our facility rental program by examining the current fee
structure charged and assessing the staffing plan necessary for its successful operation. This evaluation will ensure
that our pricing structure is fair and competitive while meeting the needs of a successful operation. Additionally,
Public Affairs will review staffing requirements to guarantee efficient management and support for all events
hosted at our facilities. By refining the facility rental program, we aim to enhance its value, accessibility, and impact,
fostering a strong connection between the District and the community.
COMMUNITY ADVISORY COMMISSIONCOMMUNITY ADVISORY COMMISSION
East Valley Water District’s Community Advisory Commission acts as a liaison between the District and the
community. Commissioners attend quarterly meetings to review, discuss and provide valuable input and guidance
in the decision-making process for District programs and services. Commissioners serve for a two-year term.
This channel has proven a successful opportunity to receive community feedback and bounce ideas off the
commissioners to help receive a pulse from ratepayers.
As the District looks to the engagement opportunities ahead, utilizing the CAC as an organized “sounding board”
will allow staff to ensure appropriate community feedback is gathered for upcoming projects. Over this upcoming
year, three commissioners will term out and Public Affairs staff will conduct a recruitment campaign to bring in new
members to serve on the commission.
GRANT STRATEGYGRANT STRATEGY
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. Throughout the year,
staff will submit grant applications based upon the alignment with the District’s Five-Year Work Plan, regulatory
requirements, and the overall success rate of the application.
The team works collaboratively with partners to ensure the appropriate level of grant monitoring occurs at the local,
state, and federal level while ensuring the District is competitive in the application process. Over the upcoming
year, staff will issue an RFP to secure a new bench of partners to assist with the grant applications and monitoring.
Public Affairs Plan
LEGISLATIVE PROGRAMSLEGISLATIVE PROGRAMS
In the upcoming year, East Valley Water District will continue to strategically engage in various legislative programs
to advocate for the District’s interests and priorities. Working closely with our legislative advocates, staff will ensure
effective and strategic engagement in Sacramento, aligning our efforts on key legislative sessions and priorities. This
proactive approach will help the District stay ahead of policy changes and influence legislative outcomes that impact
our operations and community.
To reinforce our legislative presence, staff will organize a Sacramento capital visit, involving Board Leadership and
Executive Staff, to build and strengthen relationships with elected officials. This visit will provide a platform to discuss
critical issues, showcase District initiatives, and advocate for policies beneficial to the District’s ratepayers. Additionally,
staff will engage with local elected offices, meeting representatives to provide updates on District activities and
maintain open lines of communication.
In preparation for the new legislative session starting in 2025, Public Affairs will update and adopt a new Legislative
Platform to reflect emerging priorities and challenges facing the District. This updated platform will guide our advocacy
efforts, ensuring that our positions and initiatives are aligned with the latest legislative developments, community
needs and vision set by the Board of Directors.
Finally, staff will continue to assess our involvement in various coalitions, ensuring our participation is strategic and
impactful.
INTERNAL COMMUNICATIONSINTERNAL COMMUNICATIONS
District employees have a high degree of interaction with the public and help function as brand ambassadors for
EVWD. By providing consistent updates on projects and programs to employees, the community experiences a
heightened degree of consistency in communication through these employees. This maximizes the ability for staff
to diffuse misinformation and effectively refer residents and business owners to the appropriate staff member for
additional information. This is achieved through emails, in-person department briefings, coordination meetings, and
shared outreach materials.
Communication Tactics
Public Affairs activates a series of channels to engage with the community and help inform ratepayers of projects,
initiatives, and District activities. To maximize communications efforts, the District partners with print vendors, graphic
designers, and communications professionals based upon the project or outreach activity occurring.
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Over the upcoming year, staff will utilize a new process of providing a
“Splash Update” to staff members to include key talking points, campaign
information and other relevant information to help create an informed staff.
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SOCIAL MEDIASOCIAL MEDIA
Social media provides a direct line of communication from the District to customers and staff actively monitor/
engage with individuals online. Currently, the team utilizes Facebook, Instagram, YouTube, NextDoor, LinkedIn
and Twitter. Platforms and content continue to shift with trends, viral moments, and user preferences. Key changes
have come about through the popularity of short videos via TikTok. Though the District does not currently utilize
the TikTok platform (and does not currently recommend joining the platform), staff created several Instagram
Reels and have amassed over 150k views. Over the upcoming year, staff will continue to engage with customers
on social media, watch for viral trends to create District content and assess the continued effectiveness of social
media engagement.
DIRECT-TO-CUSTOMERSDIRECT-TO-CUSTOMERS
East Valley Water District has a strategic advantage to most companies as there are direct lines of communication
to each customer via their service address. Depending on the outreach necessary, the District has three primary
direct-to-customer channels to reach the ratepayer.
Public Affairs Plan
Bill Inserts
Bill inserts provide an opportunity to place a message inside customer’s bills and the
District works to include an insert on a monthly basis. At the start of each fiscal year, Public
Affairs outlines a content calendar for the messages to include and works to complete
artwork prior to the start of a new bill cycle. The team outlines specific topics for each bill
cycle and works to receive timely approval, printing, and delivery to meet each bill cycle.
Topics for the bill insert are planned at the beginning of each fiscal year, however, these can
be adjusted by staff should a new District priority need to be communicated. Topics include:
Direct Mailers
Construction, conservation, District announcements and other critical messaging requires
the use of a direct mailer. These have proven to be an effective channel for engagement
and staff have seen a significant response to these types of communications.
Door Hangers
Door hangers provide an effective announcement channel and are typically reserved for
service-related activities or construction notifications. District staff will develop a notice and
can work with Walking Man (distribution partner) to place the door hanger on designated
areas. Using information provided by engineering, operations or a construction firm, Public
Affairs will develop the necessary communications and build out a notice.
• Smart Irrigation Month/District Rebates
• Beware of Scammers/Water Quality Facts
• Community Advisory Commission
Recruitment/Conservation Workshop
• Ways to Pay/District Office Locations
• New Website Launch* or CIP Update
• Water Rate Adjustment Reminder/Water
Allocation Reminder/Holiday Closure
• How Water Budgets are Calculated/
District Rebates/Water Saving Tips
• Conservation Workshop
• Fix a Leak Month
• Water Quality Efforts/Tap Water Safety
• Wastewater Rates Adjustment Reminder/
Wastewater Maintenance Efforts/CCR
EMAIL COMMUNICATIONEMAIL COMMUNICATION
East Valley Water District currently has over 1,900 active email subscribers and deploys email communication for
board meetings, district updates, press releases and other subscriber preferences. These communications provide
an opportunity to assess the effectiveness of the communication with metrics and reporting. As the District continues
to deploy email communications, staff will assess the engagement levels of subscribers and alert the deployment
standards (time of date, subject line, etc.) to ensure the appropriate level of engagement is met.
Emails currently receive an average open rate of 45%, higher than the industry average of 36%.
PRESS RELEASESPRESS RELEASES
Press Releases provide an opportunity to highlight District priorities and accomplishments, however the region has
recently been challenged with the closing of the Highland Community News. This former news outlet would provide
mostly positive coverage of East Valley Water District and opportunities to expand messaging via a community news
source. Staff will continue to issue press releases to trade associations and work to engage with local media sources
in Redlands and San Bernardino, however, there will need to be a focus on other channels of engagement due to the
lack of media coverage within the region.
PRESENTATIONSPRESENTATIONS
Community presentations and engagements help to provide direct relationship building opportunities to our ratepayers,
industry partners, and national/international collaborators. Staff will look for opportunities to connect to these various
audiences to ensure the District’s messaging and channels are engaged.
STUDENT ENGAGEMENT/CAREER DAYSSTUDENT ENGAGEMENT/CAREER DAYS
With multiple schools in the District’s service area, this provides a captive audience to engage with the next generation.
Typically more open to conservation messaging, students provide an opportunities to develop relationships with
families, educate on conservation tactics, and even can lead into internship/career pathway opportunities. Public
Affairs coordinates, attends and presents at various career days to help highlight the District’s activities.
BRANDINGBRANDING
One of the District’s areas of recent success has been the consistency and positioning of the branding. East Valley
Water District’s brand is more than just a logo or graphic design but an experience people feel when interacting with
employees at the District. Public Affairs has helped develop, support, and maintain brand standards across the District.
While remaining consistent with the graphic standards, Public Affairs refreshes key elements within the District’s brand
to ensure the approach remains relevant and effective in the communications channels. As customers continue to
experience more scams or fraudulent activity from individuals impersonating government agencies, it is more important
than ever to ensure the branding is consistent and trusted by ratepayers.
Supporting District Programs
Public Affairs takes an active role partnering with programs across the organization to ensure world-class standards
are met and programs provided with strategic resources to highlight the program. The following activities require a
high degree of planning and staff involvement:
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ANNUAL BUDGET DEVELOPMENTANNUAL BUDGET DEVELOPMENT
Public Affairs works with the Finance department to develop content, write sections, take photos, proofread,
and design the District’s 250+ page award winning budget document. This project, spanning over multiple
months, requires a high degree of coordination and planning with the Finance team.
CONSUMER CONFIDENCE REPORT (CCR)CONSUMER CONFIDENCE REPORT (CCR)
The CCR has provided a strategic touchpoint for customers across the District and an opportunity to highlight
District program. Staff works with Water Quality to receive the necessary reporting information and with
develop, write, and design the CCR document. Going above the federal and state requirements, the District
develops a customer friendly document to help showcase the District’s commitment to transparency and
efforts in providing safe/reliable drinking water.
POPULAR ANNUAL FINANCIAL REPORT (PAFR)POPULAR ANNUAL FINANCIAL REPORT (PAFR)
The PAFR highlights the District’s recent audit information for the community to view and easily understand.
Public Affairs designs and writes key sections within the PAFR and works with the Finance team to highlight
the recent audit results.
FIVE-YEAR WORK PLAN DEVELOPMENT FIVE-YEAR WORK PLAN DEVELOPMENT
Staff will work closely with the General Manager/CEO to develop the Five-Year Work Plan and capture
information from across the District. The team will then develop the document, present to respective
committees and board to finally begin the next year’s budget process.
CONSTRUCTION ACTIVITIES CONSTRUCTION ACTIVITIES
Public Affairs works collaboratively with Engineering and Operations to receive information on construction
activities. There are times when activities are rushed or unplanned. Public Affairs works to have a close
relationship with the programs to receive the necessary information as soon as possible to help inform the
community and provide information necessary to begin the respective project.
DEPARTMENT PRESENTATIONS DEPARTMENT PRESENTATIONS
Presentations are an active part in doing business within the community. Public Affairs reviews, edits and
adjusts staff PowerPoints to provide customer friendly language and ensure brand consistency.
Public Affairs Plan
Highland, California
Annual Publication of East Valley Water District
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Highland, California
PUBLISHED JUNE 2024
Providing the Community with Information About the Quality of Your Drinking Water
This report is a summary of the quality of the water that East Valley Water District provided to its customers in 2023.
Popular AnnualFinancial Report
[FISCAL YEAR ENDED JUNE 30, 2023]
HIGHLAND, CALIFORNIA
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Digital Resources
Public Affairs leverages several digital platforms to help assist the program with outreach efforts and program initiatives.
Below are a few of the tools utilized by District staff:
MONDAY.COM MONDAY.COM
Monday is used as the program’s tracking platform,
content calendar, scheduling monitor and overall task
monitor. It assigns key projects and tasks to team
individuals, highlighting due dates or status updates.
HOOTSUITE HOOTSUITE
Hootsuite is used by Public Affairs to manage social
media content, schedule posts and review overall
platform engagement.
CONSTANT CONTACTCONSTANT CONTACT
Constant Contact is the District’s email distribution
channel and is currently utilized by the District’s
administrative team in addition to Public Affairs. Used
to send out email communications, the channel
has extensive database subscriber management
capabilities and email performance information.
16
Team Tasks, Monday.com
Dashboard, Hootsuite
Dashboard, Constant Contact
17
Public Affairs Plan
appendix
18
APPENDIX A — CONTENT CALENDARAPPENDIX A — CONTENT CALENDAR
July
Smart Irrigation Month
Community Booth Lowes
Bill Insert
SNRC Flyover Video
Animated SNRC Video
Website Redesign
Conservation Rebate RFP
Grant Management RFP
Department Cross Training
August
Water Loss Audit
Conservation Workshop
Outreach
Aqua Squad Launch
Bill Insert (Scam Alert)
Community Booth
Website Redesign
SNRC Neighborhood Newsletter
CAC Meeting
Leg & PO Committee
Department Cross Training
September
Conservation Workshop (Conservation
Festival/Open House)
Community Booth
Website Redesign
Budget Based Rates Video
SNRC Benefits Video
SNRC Neighborhood Outreach Kickoff
Five Year Workplan
SNRC Award Submissions
CAC Recruitment (3 positions)
October
Conservation Workshop
Imagine a Day Without Water
Classroom Presentations
Annual Water Use Report
PAFR Development
Community Facility Tour (Oct 3)
Bill Insert
Community Booth
Website Redesign Launch
Septic-to-Sewer Townhall
Leg & PO Committee
Five Year Workplan
CAC Recruitment (3 positions)
November
Annual Water Use Report
Educational Campaign/Classroom
Presentations
PAFR Development
Community Booth
Thanksgiving Luncheon
Crisis Communication Training
CAC Meeting
SNRC Award Submissions
December
Water Use Objective Report
Rate Adjustment Outreach
Holiday Engagement
Bill Insert
Brand Updates
Leg & PO Committee
January
Community Booth
Career Day
YMCA Run
SNRC Award Submissions
CAC New Member
Appointment/Onboarding
Domain Change .gov (Jan 15,
2025)
February
Conservation Workshop
Source Water Video
Community Booth
Bill Insert
SNRC Neighborhood Newsletter
CAC Meeting
Leg & PO Committee
SNRC Award Submissions
March
Fix-a-Leak Week
Career Days
Educational Campaign/Classroom
Presentations
Sacramento Visit
Budget Development
CCR Development
Citrus Harvest Festival (Community
Booth)
April
Tier 3 Campaign
Career Days
Educational Campaign/Classroom
Presentations
CCR Development
Budget Development
Bottle Water Campaign
Bill Insert
Leg & PO Committee
May
Career Days
SoCal Steam (ISC)
Educational Campaign/Classroom
Presentations
CCR Development
Budget Development
Bottle Water Campaign
Community Booth
CAC Meeting
June
CCR Development
Budget Development
Bill Insert
Leg & PO Committee
Key
Conservation
Public Affairs/Communications
Admin
Ongoing Operations
• Daily Social Media Posting
• Grant Management
• Weekly Facility Rentals
• Legislative Bill Monitoring
• Conservation Rebate Processing
• Coalition Participation (CMUA,
ACWA, CASA)
• Conservation and Drought
Reporting
July
Smart Irrigation Month
Community Booth Lowes
Bill Insert
SNRC Flyover Video
Animated SNRC Video
Website Redesign
Conservation Rebate RFP
Grant Management RFP
Department Cross Training
August
Water Loss Audit
Conservation Workshop
Outreach
Aqua Squad Launch
Bill Insert (Scam Alert)
Community Booth
Website Redesign
SNRC Neighborhood Newsletter
CAC Meeting
Leg & PO Committee
Department Cross Training
September
Conservation Workshop (Conservation
Festival/Open House)
Community Booth
Website Redesign
Budget Based Rates Video
SNRC Benefits Video
SNRC Neighborhood Outreach Kickoff
Five Year Workplan
SNRC Award Submissions
CAC Recruitment (3 positions)
October
Conservation Workshop
Imagine a Day Without Water
Classroom Presentations
Annual Water Use Report
PAFR Development
Community Facility Tour (Oct 3)
Bill Insert
Community Booth
Website Redesign Launch
Septic-to-Sewer Townhall
Leg & PO Committee
Five Year Workplan
CAC Recruitment (3 positions)
November
Annual Water Use Report
Educational Campaign/Classroom
Presentations
PAFR Development
Community Booth
Thanksgiving Luncheon
Crisis Communication Training
CAC Meeting
SNRC Award Submissions
December
Water Use Objective Report
Rate Adjustment Outreach
Holiday Engagement
Bill Insert
Brand Updates
Leg & PO Committee
January
Community Booth
Career Day
YMCA Run
SNRC Award Submissions
CAC New Member
Appointment/Onboarding
Domain Change .gov (Jan 15,
2025)
February
Conservation Workshop
Source Water Video
Community Booth
Bill Insert
SNRC Neighborhood Newsletter
CAC Meeting
Leg & PO Committee
SNRC Award Submissions
March
Fix-a-Leak Week
Career Days
Educational Campaign/Classroom
Presentations
Sacramento Visit
Budget Development
CCR Development
Citrus Harvest Festival (Community
Booth)
April
Tier 3 Campaign
Career Days
Educational Campaign/Classroom
Presentations
CCR Development
Budget Development
Bottle Water Campaign
Bill Insert
Leg & PO Committee
May
Career Days
SoCal Steam (ISC)
Educational Campaign/Classroom
Presentations
CCR Development
Budget Development
Bottle Water Campaign
Community Booth
CAC Meeting
June
CCR Development
Budget Development
Bill Insert
Leg & PO Committee
Key
Conservation
Public Affairs/Communications
Admin
Ongoing Operations
• Daily Social Media Posting
• Grant Management
• Weekly Facility Rentals
• Legislative Bill Monitoring
• Conservation Rebate Processing
• Coalition Participation (CMUA,
ACWA, CASA)
• Conservation and Drought
Reporting
July
Smart Irrigation Month
Community Booth Lowes
Bill Insert
SNRC Flyover Video
Animated SNRC Video
Website Redesign
Conservation Rebate RFP
Grant Management RFP
Department Cross Training
August
Water Loss Audit
Conservation Workshop
Outreach
Aqua Squad Launch
Bill Insert (Scam Alert)
Community Booth
Website Redesign
SNRC Neighborhood Newsletter
CAC Meeting
Leg & PO Committee
Department Cross Training
September
Conservation Workshop (Conservation
Festival/Open House)
Community Booth
Website Redesign
Budget Based Rates Video
SNRC Benefits Video
SNRC Neighborhood Outreach Kickoff
Five Year Workplan
SNRC Award Submissions
CAC Recruitment (3 positions)
October
Conservation Workshop
Imagine a Day Without Water
Classroom Presentations
Annual Water Use Report
PAFR Development
Community Facility Tour (Oct 3)
Bill Insert
Community Booth
Website Redesign Launch
Septic-to-Sewer Townhall
Leg & PO Committee
Five Year Workplan
CAC Recruitment (3 positions)
November
Annual Water Use Report
Educational Campaign/Classroom
Presentations
PAFR Development
Community Booth
Thanksgiving Luncheon
Crisis Communication Training
CAC Meeting
SNRC Award Submissions
December
Water Use Objective Report
Rate Adjustment Outreach
Holiday Engagement
Bill Insert
Brand Updates
Leg & PO Committee
January
Community Booth
Career Day
YMCA Run
SNRC Award Submissions
CAC New Member
Appointment/Onboarding
Domain Change .gov (Jan 15,
2025)
February
Conservation Workshop
Source Water Video
Community Booth
Bill Insert
SNRC Neighborhood Newsletter
CAC Meeting
Leg & PO Committee
SNRC Award Submissions
March
Fix-a-Leak Week
Career Days
Educational Campaign/Classroom
Presentations
Sacramento Visit
Budget Development
CCR Development
Citrus Harvest Festival (Community
Booth)
April
Tier 3 Campaign
Career Days
Educational Campaign/Classroom
Presentations
CCR Development
Budget Development
Bottle Water Campaign
Bill Insert
Leg & PO Committee
May
Career Days
SoCal Steam (ISC)
Educational Campaign/Classroom
Presentations
CCR Development
Budget Development
Bottle Water Campaign
Community Booth
CAC Meeting
June
CCR Development
Budget Development
Bill Insert
Leg & PO Committee
Key
Conservation
Public Affairs/Communications
Admin
Ongoing Operations
• Daily Social Media Posting
• Grant Management
• Weekly Facility Rentals
• Legislative Bill Monitoring
• Conservation Rebate Processing
• Coalition Participation (CMUA,
ACWA, CASA)
• Conservation and Drought
Reporting
Public Affairs Plan
July
Smart Irrigation Month
Community Booth Lowes
Bill Insert
SNRC Flyover Video
Animated SNRC Video
Website Redesign
Conservation Rebate RFP
Grant Management RFP
Department Cross Training
August
Water Loss Audit
Conservation Workshop
Outreach
Aqua Squad Launch
Bill Insert (Scam Alert)
Community Booth
Website Redesign
SNRC Neighborhood Newsletter
CAC Meeting
Leg & PO Committee
Department Cross Training
September
Conservation Workshop (Conservation
Festival/Open House)
Community Booth
Website Redesign
Budget Based Rates Video
SNRC Benefits Video
SNRC Neighborhood Outreach Kickoff
Five Year Workplan
SNRC Award Submissions
CAC Recruitment (3 positions)
October
Conservation Workshop
Imagine a Day Without Water
Classroom Presentations
Annual Water Use Report
PAFR Development
Community Facility Tour (Oct 3)
Bill Insert
Community Booth
Website Redesign Launch
Septic-to-Sewer Townhall
Leg & PO Committee
Five Year Workplan
CAC Recruitment (3 positions)
November
Annual Water Use Report
Educational Campaign/Classroom
Presentations
PAFR Development
Community Booth
Thanksgiving Luncheon
Crisis Communication Training
CAC Meeting
SNRC Award Submissions
December
Water Use Objective Report
Rate Adjustment Outreach
Holiday Engagement
Bill Insert
Brand Updates
Leg & PO Committee
January
Community Booth
Career Day
YMCA Run
SNRC Award Submissions
CAC New Member
Appointment/Onboarding
Domain Change .gov (Jan 15,
2025)
February
Conservation Workshop
Source Water Video
Community Booth
Bill Insert
SNRC Neighborhood Newsletter
CAC Meeting
Leg & PO Committee
SNRC Award Submissions
March
Fix-a-Leak Week
Career Days
Educational Campaign/Classroom
Presentations
Sacramento Visit
Budget Development
CCR Development
Citrus Harvest Festival (Community
Booth)
April
Tier 3 Campaign
Career Days
Educational Campaign/Classroom
Presentations
CCR Development
Budget Development
Bottle Water Campaign
Bill Insert
Leg & PO Committee
May
Career Days
SoCal Steam (ISC)
Educational Campaign/Classroom
Presentations
CCR Development
Budget Development
Bottle Water Campaign
Community Booth
CAC Meeting
June
CCR Development
Budget Development
Bill Insert
Leg & PO Committee
Key
Conservation
Public Affairs/Communications
Admin
Ongoing Operations
• Daily Social Media Posting
• Grant Management
• Weekly Facility Rentals
• Legislative Bill Monitoring
• Conservation Rebate Processing
• Coalition Participation (CMUA,
ACWA, CASA)
• Conservation and Drought
Reporting
20
APPENDIX BAPPENDIX B
EMAIL SAMPLEEMAIL SAMPLE
APPENDIX CAPPENDIX C
CONSTRUCTION NOTICE TEMPLATECONSTRUCTION NOTICE TEMPLATE
Public Affairs Plan
APPENDIX DAPPENDIX D
SERVICE INTERRUPTION TEMPLATESERVICE INTERRUPTION TEMPLATE
APPENDIX EAPPENDIX E
SPLASH BULLETIN TEMPLATESPLASH BULLETIN TEMPLATE
District Headquarters
31111 Greenspot Road
Highland, California 92346
Sterling Natural Resource Center
25318 5th Street
San Bernardino, California 92410
eastvalley.org