HomeMy WebLinkAboutAgenda Packet - EVWD Board of Directors - 11/09/2010East Valley
t"OWater District
3654 HIGHLAND AVE., SUITE 412, HIGHLAND, CA
BOARD MEETING November 9, 2010 3:00 P.M.
AGENDA
"In order to comply with legal requirements for posting of agenda, only those items filed with the
District Secretary by 10:00 a.m. on Wednesday prior to the following Tuesday meeting not requiring
departmental investigation, will be considered by the Board of Directors ".
--------------------------------------------------------------
CALL TO ORDER
PLEDGE OF ALLEGIANCE
-------------------------------- ------ -------- ------ --- - - - - --
1. Public Comments
• EV WD's 2010 Hazard Mitigation Plan Update
2. Approval of Agenda
CONSENT CALENDAR
3. Accounts Payable Disbursements: Accounts Payable Checks 4 226309 through # 226459
which were distributed during the period of October 20, 2010 through November 2, 2010, in
the amount of $527,095.34. Payroll and benefit contributions for the period ended November
2, 2010 and included checks and direct deposits, in the amount of $242,439.60. Total
Disbursement for the period $769,534.94.
4. General Manager's Expenses
NEW BUSINESS
5. Directors' fees and expenses for October 2010
6. Review and accept financial statements for the period ended September 30, 2010
7. Discussion and possible action regarding the November 23`d and December 28`h board
meetings
REPORTS
8. General Manager / Staff Reports
9. Consultant Reports
2
10. Committee Reports
• Legislative (Standing)
• Community Affairs (Standing)
Accept minutes for:
February 19. 2010
March 29, 2010
June 14, 2010
August 25, 2010
• Policy Committee (Ad -Hoc)
• GM Review (Ad -Hoc)
11. Oral comments from Board of Directors
MEETINGS
12. Association of The San Bernardino County Special District's membership meeting hosted by
The Mojave Water Agency. Green Tree Golf Course Cluhhouse, Victorville, November 15`h,
2010.
I:�I71I/1tl:7►1
------------------------------------------------------------------------
Pursuant to Government Code Section 54954.2(a), any request for a disability- related modification or
accommodation, including auxiliary aids or services, that is sought in order to participate in the above -
agendized public meeting should be directed to the District's Administrative Manager at (909) 885 -4900
at least 72 hours prior to said meeting.
3
East Valley
Water District
Board Memorandum
From: Brian W. Tompkins / Chief Financial Officer
Subject : Disbursements.
Recommandation:
Approve the attached list of accounts payable checks and
payroll issued during the period October 20, 2010 through
November 2, 2010.
Background:
Date: NOVEMBER 9, 2010
Accounts payable checks are shown on the attached listing and include numbers 226309 to 226459 for
A total of $527,095.34.
The source of funds for this amount is as follows:
Unrestricted Funds $1527,095.34
Payroll and benefit contributions paid for this period totaled $242,439.60.
Total disbursements $769,534.94.
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East Valley
Water District
Board Memorandum
From: Brian W. Tompkins / Chief Financial Officey.,,/
Subject: General Manager's Expenses. �C,l/5�
Recommendation:
Approve the attached list of payments and reimbursements
for General Manager expenses during the period October
20, 2010 through November 1, 2010.
Background:
Date: NOVEMBER 9, 2010
Business and Travel expenses incurred by the General Manager and paid during the reporting period
stipulated above totaled $143.04.
A summary of theses expenses by authorized payment methods follows:
American Express — R Martin
American Express — J Hendricksen
CalCard — R Martin
CalCard — J Hendricksen
CalCard — E Bateman / C Contreras
Direct Reimbursement
143.04
Total
143.04
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Director's Signature
Date of
Board Approval
Administrative
Manager
Miscellaneous
Notes
Less Any Advance Payments $
TOTAL DUE DIRECTOR $ 2153 04
EAST VALLEY WATER DISTRICT
DIRECTOR'S
FEES AND EXPENSE REPORT
DIRECTOR
Matt Le Vesque
MONTH October
2010
Board Meetings
12 -Oct, 26 -Cct
Conferences and
Other Meetings
DATE
ORGANIZATION
_ PURPOSE
1 -Oct
EVWD _
Community Affairs
4 -Oct
SBVMWD_
BTAC
6 -0;;t
BOM
Facilities Decisions
7 -Oct
SNWA _
Water Smart Inovations
8 -Oct
EVWD
Mtg w /Bob Justine district tour routes agenda
11 -Oct
SBVMWD
Public Information & Education Committee
13 -Oct
ERNIE
Disaster Prep
20 -Oct
SB Chamber
Meeting
26 -0ct
Hiahiand Chamber
State of the City
29 -Oct
EVWD _
Ratepayer District Tour
TOTAL # OF MEETINGS 12 @ $175 00 each 5
1750 00
Travel Expenses (Delails on Back) $
403 04
Total Director's Meetings & Expenses $
2153 04
Director's Signature
Date of
Board Approval
Administrative
Manager
Miscellaneous
Notes
Less Any Advance Payments $
TOTAL DUE DIRECTOR $ 2153 04
TRAVEL EXPENSES
Lodgings (Detailed receipts attached'
DATE FUNCTION ATTENDED _ AMOUNT
7 -Oct Water Smart Inovations _ _ S 119 08
5
5
S
_ S
TOTAL LODGING S 119 08 V/
Personal Auto (Detailed receipts attached')
PARKING
DATE FUNCTION ATTENDED MILES FEES
10 -6 7 Facilities Decisions & VVa_er Stuart Inovatons 508 S
S
5
CURRENT RATE 50 50
Meals (Detailed receipts attached -
DATE
26 -Oct Dinner w/ R Reeb
FUNCTION ATTENDED
Other (Detailed receipts attached'
DATE FUNCTION ATTENDED
ORIGINAL RECEIPTS REQUIRED
TOTAL FEES S
TrT "" MILES 508 $ 254 00
AMOUNT
$ 29 96 V
S
5
TOTAL MEALS 5 29 96
S
J
S
TOTAL OTHER $
TRAVEL EXPENSES 5 40304
Y;..
EAST VALLEY WATER DISTRICT
DIRECTOR'S FEES AND EXPENSE REPORT
DIRECTOR
LarryMalrriberg
MON -fH October 2010
'SBACC'_
Board Meetings
'10 -12- '0.'10 -2o -1C
Conferences and Otner Meeuncls
DATE
ORGANIZATION
PURPOSE _
1 -Oct
'EVWD
Community Affairs Meeting
6 Oct
'SBACC
Chamber of Commerce koffee klatch in San Bernaro�nc
Oct
8 -Oct
13 -Oct
-EVWD
'EVWD
'SBACC
20 -Oct
'SBACC'_
27 -Oct
29 -Oct
'SBACC __ --
EVWC
Meet with GM, ride along with Production Supervisor
Meet with GM, ride along with Maim Supervisor _
Chamber of Commerce koffee klatch in San Bernardino
Chamber of Commerce koffee klatch m San Bernardino
Chamber of Commerce koffee klatch in San Bernardino _
Tour _.
TOTAL t# OF MEETINGS 10 (a) 5175 00
Travel /Experses (Details on Back)
I c
/)p
w
Director's Signature % � _t—
Date of
Board Approval -
Administrative
Manager _
Miscellaneous
Notes
each: S 1750 00
E
Total Director's Meetings & Fxpenses $ 1750 00
Less Any Advance Payments $
TOTAL DUE DIRECTOR $ 1750 00
EAST VALLEY WATER DISTRICT
DIRECTOR'S FEES AND EXPENSE REPORT
DIRECTOR __Morales_
Board Meetings. 12. 26
Conferences and Other Meetings
MONTH October 2010
DATE ORGANIZATION _ PURPOSE
10 -04 EVWD_ - Update 5`h District - SB County - Baseline Gardens /Eastwood Farms_
10 -11 USEPA_ - Clean Water Act ( webinar review)
10 -13 USEPA__ - Healthy Watersheds - High Quality Watersheds (webinar review)_
10 -16 _Frontier Project__ Foundation Annual Eve
10 -20 CA Senate Local Gov. Committee - Transparency & Accountability ( webinar review)_
10 -21 LAIF.
10 -22 _City of Highland_
Annual
Highland Night (no charge
10 -26 _City of Highland__ State of Highland (no
09 -23 EVWD
Travel Expenses: (Details on
Director's Signature
Date of Board Approval
G V., . F.,. . ..
Policy Committee (oversight, not included On 09/2010 report)
TOTAL # OF MEETINGS 9_ @ $175.00 each $1 575.00
Total Director's Expenses $307 45
Total Director's Meetings & Expenses $1882.45
Less any Advance Payments S
TOTAL DUE DIRECTOR S1,882 45
TRAVEL EXPENSES
Lodginos. (Detailed receipts attached')
DATE FUNCTION ATTENDED AMOUNT
10 -21 LAIF _- $114.77
$
S
$
-OTAL LODGING $114.77
_Personal Auto: (Detailed receipts attached')
DATE FUNCTION ATTENDED MILES
10 -21 - -- -....-
10-20 - — -27- —
10-21 _L7_ --
TOTALFEES
7_1731►It��
$36.00
$
S
5
$36.00
TOTAL MILES 54 x S 5C oe ril $27.00
Meals: (Detailed receipts attachec')
DATE FUNCTION ATTENDED _ AMOUNT
10 -21 _LAIF $15.68 ✓
S
S
S
$
TOTAL MEALS $1558
_Other: (Detailed receipts attac -ed')
DATE FUNCTION ATTENDED _- AMOUNT
10 -21 LAIF (southwest; $74 00�
10 -20 LAIF (transportat or- taxi)_ ___._ $4000 ✓
S
S
TOTAL OTHER S114.00
ORIGINAL RECEIPTS RECUIRED
TRAVEL EXPENSES $30745------
(Enter this total on the front of form)
EAST VALLEY WATER DISTRICT
DIRECTOR'S FEES AND EXPENSE REPORT
DIRECTOR Sturgeon MONTH October, 201
Board Meetings 12 & 2 6
Conferences and Other Meetings
DATE ORGANIZATION
1 Community Affairs Committee
29 EVWD
11 SBVMWD
20 IEEAC
Travel Expenses: (Details on Back)
Director's Signature
Date of
Board Approval November 9, 2010
Administrative
Manager
Miscellaneous
Notes _
PURPOSE
Meeting
District Tour
Advisory Board
Seminar
TOTAL # OF MEETINGS 4 @ $175,00 each $ 700.00
e
Total Directors Meetings & Expenses $ 700 . 00
Less Any Advance Payments $
TOTAL DUE DIRECTOR $ 700 . 0 0
EAST VALLEY WATER DISTRICT
DIRECTOR'S FEES AND EXPENSE. REPORT
DIRECTOR Wilson MONTH Oct 2010
Board Meetings 10/12,10/28
Conferences and Other Meetinqs
DATE ORGANIZATION ___PURPOSE
6 -Oct SBVMWD Board Meetii_�____
7 -Oct Cong Lewis SAS update ___
18 -Oct EVWD Sign Bond Documents
26 -Oct EVWD Meeting with Bond CounCr
29 -Oct EVWD Dist Tour
TOTAL # OF MEETINGS 7 @ $175 00 each $ 1225.00
Travel Expenses: (Details on Back) $
-'otal Directors Meetings & Expenses $ 1225.00
Director's Signature
Date of
Board Approval
Administrative
Manager
Miscellaneous
Notes
t.ess Any Advance Payments $
TOTAL DUE DIRECTOR $ 1225.00
Board Memorandum Date: November 9, 2010
From: Brian W. Tompkins / Chief Financial Officer
Subject: Financial Statements for the month ended
September 30, 2010
Recommendation: Accept and file the attached financial
report.
Balance Sheet
Total Assets increased by $499,957 in August. The increase in assets overall is a result of additions to
construction in progress, and in utility receivables due to sales meeting budget projections for the first
month this fiscal year. Liquid assets, cash, also increased slightly with the increased sales.
Total liabilities decreased by $68,938 due to the pay down of trade payables by $131,069 during
September.
During September, the current assets to current liabilities ratio (Current ratio) grew from 1.28:1 to
1.33:1 and the liquidity indicator of Unrestricted Cash and Investments compared to Current Liabilities
grew from 81% to 83% coverage, both indicating a slight strengthening of the District's financial
position.
Revenue & Expenses Statement
Operating Revenue
Water sales in September were $10,580 over budget. In terms of volume, sales were up 8.0% from
August to 1,049,799 HCF, and are up 22,312 HCF, or 2.2 %, compared to September 2009. Compared
to two years ago, September 2008 and pre- economic downturn, sales are up 21,015 HCF or 2.0 %.
Other District operating revenues were $16,850 under budget, and Sewer Treatment charges which are
passed through to the City were $8,047 under budget.
Year to date, operating revenues are $182,871 under budget.
Operating Expenses
Operating Expenses were $51,371 over budget
occurrence of three paydays falling in the month.
budget in equal amounts over 12 months so when
present as 'over budget' for that month.
in September due primarily to the semi - annual
Supervision and labor costs were input into the
a third payday falls in a month these line item will
Source of Supply and Water Treatment were both well under budget with lower than expected water
testing and contract treatment costs. Pumping actual exceeded budget as unplanned repairs to wells
39 and 132 caused maintenance costs to exceed budget.
Transmission and Distribution was $46,769 over budget for September due to both the 3rd payroll, and
much lower than expected costs being capitalized in main line replacement jobs. A delay in the bond
financing by a month also pushed the start to these jobs back to late October, early November.
Wastewater Collection system costs are higher than budget as an unexpected, significant repair on one
of the Vactor sewer jetters was incurred during September.
In General and Administrative expenses, Supervision and labor is nigher than budget, again, because
of a third payroll in September. Benefits are tracking under budget as no contributions have yet been
made toward the Retiree Medical (OPEB) obligation. We have budgeted the update to the OPEB
calculation and will have it completed by the end of December. In January we anticipate beginning to
fund the obligation, budget permitting.
Also in G & A expenses, facilities lease expense for the month shows no rent payments; September's
rent was prepaid in August. Year to date, rent expense is over budget as rents are being paid on
Suites 12, 19 and 30 until renovations are done to Suite 30.
Total operating expenses are under budget $90,718 year to date, but with operating revenue also
under budget by $182,871, Operating Income for the 1s` quarter of the fiscal year is $92,153 below
budget projection.
Capital Projects
Capital expenditures during September included $17,260 on leasehold improvements to Suite 30 and
continuing well rehabilitation costs at plant 24. There was also $143,402 spent on the CIP during
September, primarily on GIS implementation, plant 134 design, and final costs on the Live Oak main
replacement project.
East Valley Water District
Balance Sheet - Unaudited
September 30, 2010
ASSETS
UTILITY PLANT - at cost:
Utility Plant in Service - water department
$125,122,639
Utility Plant in Service - sewer department
30,802,301
155,924,940
Less: Accumulated Depreciation
(48,381,429)
107,543,511
Construction in Progress
5,592,999
113,136,510
RESTRICTED ASSETS:
Customer / Construction Deposits 1,845,211
COP Debt Service Funds - Trust Accts 744,447
Capacity Fees 13,770
2,589,658
CURRENT ASSETS:
Cash and Investments 8,209,321
Less: Restricted Cash and Investments 2,589,658
5,619,663
Accounts Receivable (net of allowance) 1,784,733
Other Receivables (net of allowance) 356,148
Inventory 966,239
Prepaid Expenses 208,436
8,935,219
OTHER ASSETS AND DEFERRED COSTS (Net of Amortization):
Deferred financing charges 140,557
140,557
TOTAL ASSETS 124,801,944
Balance Sheet Page 1
East Valley Water District
Balance Sheet - Unaudited
September 30, 2010
LIABILITIES AND EQUITY
LONG -TERM DEBT
Certificates of Participation due after one year $5,180,260
Installment Payment Obligations 12,337,419
DWR Loan 131,861
Less: Deferred amount on refunding of COPS (198,138)
17,451,402
CURRENT LIABILITIES:
Accounts payable 2,001,525
Accrued payroll and benefits 1,428,152
Customer service deposits 1,653,848
Construction deposits 191,363
Accrued interest payable 29,361
Long Term Debt - amounts due within one year 1,431,725
6,735,974
TOTAL LIABILITIES 24,187,376
EQUITY:
Contributed Capital:
Restricted Developer Fees
13,770
Invested in Utility Plant
39,193,724
Other Contributed Capital
3,699,778
Retained Earnings:
Reserved for water bond funds
6,475
Reserved for emergencies
2,170,000
Reserved for Unemployment Insurance
16,450
Unreserved 53,991,406
Net Income for current year 1,522,965
TOTAL EQUITY 100,614,568
TOTAL LIABILITIES AND EQUITY 124,801,944
Balance Sheet Page 2
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EAST VALLEY WATER DISTRICT
CAPITAL IMPROVEMENT PROGRAM
INCLUDING CAPITAL BUDGET FOR
FISCAL YEAR 2010 -2011
Updated through September 2010
Page 1
EAST VALLEY WATER DISTRICT
Capital Improvement Program
Updated Through September 2010
Page 2
Prior Current
(Memo)
Projects- By Type
Years Year
2010 -11 2011.12
Actual Actual
Budget Year
Source of Supply
Plant 150 Wells
Lower Zone Wells (2)
Sunrise Ranch Wells (4)
Total Source of Supply Projects
Treatment Facilities
Plant 134 - Upgrade Technology
1,758,011
69,196
10,547,500 5,175,500
Plant 150 - Lower Zn Perch Treat. PI - Phase 1
1,825,125
11,224
1,200,000 7,890,000
Plant 150 - Lower Zn Perch Treat. PI - Phase 2
-
-
- -
Plant 152 - Inter. Zone Perch Treat. Plant
-
-
- -
Total Treatment Projects
3,583,136
80,419
11,747,500
13,065,500
Pumping Facilities
Plant 9 - Rehab Forebay and Booster Station
-
-
50,000 -
Plant 40 - Inter to Upper Zone Transfer
2,096
75
300,000
Plant 127 - Lower to Inter Zone Transfer
-
-
Plant 12 - Replace Boosters / Well
-
-
- 500,000
Plant 134 - Upper to Canal Zone Transfer
-
-
- -
Plant 39 - Inter to Upper Zone Transfer
-
-
- -
Plant 25 - Inter to Upper Zone Transfer
-
-
- -
Plant 143 - Inter to Upper Zone Transfer
-
-
1,000,000 -
Total Pumping Projects
2,096
75
1,350,000
500,000
Wastewater Collection System
Sewer System Studies / Planning
142,662 j 7,370
50,000 250,000
Sewer Main Lining
f -
200,000 450,000
Conejo Main Replacement
112,889 10,701
1,040,000 -
Total Wastewater Collection Projects
255,551
18,071
1,290,0001
700,000
Page 2
Page 3
-
.;
2012 -13
2013 -14
2014 -15
2015 -16T
Beyond
Project
Year 3
Year 4
Year 5
Year 6
Year 6
Totals
-
1,925,000
1,925,000
-
3,300,000
3,300,000
-
4,400,000
4,400,000
-
9,625,000
9,625,000
-
7,002,707
10,750,000
1,075,000
-
-
21,551,349
-
-
5,050,000
2,850,000
-
7,900,000
-
-
-
-
19,160,000
19,160,000
10,750,000
1,075,000
5,050,000
2,850,000
19,160,000
55,614,056
250,000
-
-
-
250,000
-
-
2,171
-
300,000
300,000
500,000
-
-
-
1,000,000
520,000
780,000
-
-
1,300,000
-
-
2,200,000
-
2,200,000
400,000
-
400,000
-
-
2,900,000
2,900,000
1,270,000
300,000
780,000
2,600,000
2,900,000
8,352,171
-
-
-
-
-
400,032
450,000
450,000
450,000
450,000
1,800,000
4,050,000
-
-
-
123,590
450,000
450,000
450,000
450,000
1,800,000
4,573,622
Page 3
EAST VALLEY WATER DISTRICT
Capital Improvement Program
Updated Through September 2010
Page 4
Prior Current
(Memo) ''* ,A. " °"
Projects - By Type
Years Year
2010 -11 2011 -12
Actual Actual
Budget Year
Transmission & Distribution System
6th St 20" Pipeline - Plants 11 & 12 to 150
-
-
510,000
Live Oak Main Replacement
9,943
197,040
70,000 -
Harlan Lane Main Replacement
7,957
-
90,000 70,000
Cunningham / Hillview / Crest / Bruce
-
-
450,000 -
6th St 30" Pipeline - Plant 151 to Plant 40
-
800
100,000 3,815,000
6th St 30" Pipeline - PI 40 to PI 143
-
-
- -
9th St 12" Pipeline - Del Rosa to Sterling
-
-
- -
AMR Meter Replacement Program
-
9,163
200,000 300,000
Plant 59 Recoating
-
-
- 300,000
Plant 143 - 10mg Inter Zone Storage
-
309
1,050,000 -
Reservoi r-G reen spot Rd S Curve
-
-
-
Reservoir -Seven Oaks Dam Rd
-
-
-
Relocation of Facilities for Other Agencies
54,733
12.086
100,000
Eastwood Farms Assessment District
112,529
40.435
2,211,399 -
Total Trans &Distribution Projects
185,162
259.833
4,271,399 4,995,000
General Projects
GIS Implementation
457,752 80,399
160,000 100,000
Headquarters Building
- -
- -
Total General Projects
457,752 80,399
160,000 100,000
1. NNS11,11 111,l"
Miscellaneous / Developer Projects
I
Developer Water Facilities (Reimb by Fees)
Developer Sewer Facilities (Reimb by Fees)
226,444 (21,792)
(17,590) 1
Regional Treatment Plant
24,246
Seven Oaks Dam (SAR ) Discharge
206,057
Page 4
Page 5
Prole Wong.
2012 -13
2013 -14
2014 -15 2015 -16
Beyond
Project
Year 3
Year 4
Year 5 Year 6
Year 6
Totals
510,000
206,983
77,957
2,060,000
-
-
5,875,800
1,300,000
1,000,000
-
5,400,000
7,700,000
-
-
700,000
-
700,000
300,000
300,000
-
909,163
-
-
-
300,000
-
10,700,000
10,700,309
-
10,700,000
10,700,000
-
10,700,000
10,700,000
-
66,819
-
-
-
-
152,964
3,660,000
1,300,000
700,000
37,500,000
48,599,995
-
-
-
-
638,151
10,000,000
10,000, 000
10,000, 000
10,638,151
204,652
(17, 590)
24,246
Page 5
tovater stValle:y
District
Board Memorandum No. B-44 -2010 Date: 11/9/10
FZ6 mod.
From: Ron Buchwald, PE: & Eliseo Ochoa, PE
Subject: Permit Procedure Challenges in the City of San Bernardino
Recommendation: None For Your Information Only.
Background:
East Valley Water District's jurisdiction extends through parts of the City of San
Bernardino, parts of the County of San Bernardino and all of the City of Highland.
All three entities have different procedures for obtaining and issuing permits for
construction work performed within their jurisdiction. They also have different
procedures for how work gets inspected as well. There are many times that the
District needs to do repairs on an emergency basis due to leaks, etc. None of
the three agencies have defined what an emergency constitutes but the District
regards emergencies as needing to do repairs (main leaks or service leaks) after
hours, on weekends or holidays when all three agencies are closed.
Emergencies can also occur during business hours if a leak is severe enough
that we just cannot wait long enough for someone to go down to the appropriate
agency, fill out an application and pay for a permit.
Generally, a leak repair includes digging up and exposing the leak, then repairing
it, backfilling the hole and finally applying a temporary A.C. patch. Within thirty
days, Roquet Paving returns and removes the temporary A.C. and places the
permanent pavement per the City or County standard.
For all other non - emergency construction work, the District will take the time to
go down, pull and pay for the permit with the appropriate agency. This is usually
the case when we are installing a new pipeline or service. The following is a brief
description of each agency's permit procedures.
The City of Highland
The City of Highland charges the District $50.00 for each permit it issues for
sewer or water construction work performed in the public right -of -way. This is for
work that is planned ahead of time. The City's permits are good for the entire job
regardless of how long it takes to complete the work. To schedule an inspection
the field crew needs to call the inspector prior to beginning construction. With
regards to emergency or after hours work, the District files a permit with the City
the next business day. No fees are paid for after hours or emergency work.
The County of San Bernardino:
Every year the County issues the District an annual excavation permit for
$150.00. The annual excavation permit allows the District to perform emergency
repairs or to install new service connections. After ar emergency repair, a permit
is filed the next business day. Fees for the permit depend on the size of the
excavation but they usually average around $300.00 per permit. Once the
County receives the application, they process it and send us a permit for our
records and then invoice us at the end of each month. All other work that is not
an emergency requires us to pull a permit ahead of time. The same fees apply
and are also invoiced at the end of the month. Like the City of Highland the
County's permit is for the entire job. To schedule an inspection, the field crew
needs to call the inspector prior to beginning construction.
The City of San Bernardino:
The City of San Bernardino has recently revised their permit procedures. When
possible all work requires us to pull a permit ahead of time. The City no longer
invoices us so we need to pay for permits up front. Since most of the work the
District does is in the street the City requires us to pull a combo permit
(excavation and lane closure) which costs $346.78 and then a follow up permit
(lane closure) for pavement patches which costs $185.62 (for a total of $532.40
per repair). For emergency repairs the District is allowed to file a permit
application the next business day. The City will their hold all permit applications
and process them at the end of the month. Once we receive them here at the
District, Engineering prepares a water voucher for the cost of the permits. It is up
to the District to coordinate the follow up permit for the pavement repair. Time is
more restricted with the City of San Bernardino's permits; each permit is only
good for one day. Multi -day permits are available. but all permits are date
specific. Inspections must be called in by 2:00 PM the previous day, contractors
or our field crews are not allowed to talk to the inspector directly, inspections are
scheduled by calling public works.
The City of San Bernardino's permit process poses several problems for the
District.
1. Since the City will no longer invoice us we basically need to police
ourselves. Even though the arrangement the District has with the City of
San Bernardino is quite a nuisance, the City is much stricter with all other
utility agencies including their own Water Department. All other utility
agencies are required to pull a permit before any work begins, including
emergencies. Failure to abide by the Districts arrangement could mean
that the City will begin to treat the District like all other utility agencies.
2. With the City no longer invoicing us, any contractor doing work for the
District now has to pay up front for the permits. Anytime a contractor has
to pay for a permit they usually mark it up. It would be difficult for the
District to accompany the contractor or to pull permits for a contractor
anytime they have to do work for the District since the exact dates of work
need to be listed on the permit. Both the City of Highland and the County
of San Bernardino allow a contractor to pull a permit for the District, with
the District consent, and invoice the District.
3. The District has contracted with Roquet Paving to repair /repave all street
cuts. Since it is not cost effective for our contractor to come out to repair
just one street cut repair at a time he usually waits until we give him at
least a dozen. Even though the contractor can make all 12 repairs in one
day he will still be required to pull a permit for each individual repair, and
because they are lane closure permits a traffic control plan is normally
required at additional costs to the District. The City of Highland and the
County of Sari Bernardino do not require additional permits for the follow
up permanent pavement replacement.
4. Permits that are date specific also give us problems when we need to
postpone a planned job if an emergency arises elsewhere in the District.
Depending on when we can get back to do the job sometimes we can talk
the City into just revising the date on the permit, other times we need to
pull a new permit and apply for a refund on the previous permit, which is a
time consuming process for staff. Also, because of cutbacks, the Districts
contact at the City of San Bernardino is overwhelmed with work and is
sometimes hard to get a hold of, and adds to our frustration if we need to
cancel or reschedule a permit.
Fiscal Impact: Unknown but becoming significant.
Subject to Approval
EAST VALLEY WATER DISTRICT February 19, 2010
PUBLIC OUTREACH COMMITTEE MEETING
MINUTES
The meeting was called to order at 1:30 a.m. by Vice President LeVesque. Director
Sturgeon led the flag salute.
PRESENT: Directors: Sturgeon, LeVesque
ABSENT: ]None
STAFF: Robert Martin, General Manager; Justine Hendricksen,
.Administrative Manager; Eileen Bateman, Executive Assistant
GUEST (S): Charles Roberts (Highland Community News); Dustin Buss
PUBLIC PARTICIPATION
There being no verbal or written comments the public participation section was closed.
CUSTOMER SURVEY
Director LeVesque would like a random Customer Survey presented to customers; that
the survey would assist the District in caring for its customers; that he would like to
present the idea to the ]Board sometime in April.
Director Sturgeon would like to defer this.
The General Manager suggested a search of companies that specialize in surveys to
receive a better understanding of the survey process.
UPDATE THE DISTRICT'S WEBSITE AND DOMAIN NAMES
Mr. Buss inquired about how the District is found on the Internet; he also addressed the
.gov process; that he recommends an update to the email system; that more information is
necessary to maintain the website.
Director Sturgeon stated that a technology audit is something the District should
complete; that he would like suggestions from Mr. Buss.
The General Manager stated that any changes would be made over a period of time.
February 19, 2010
Public Outreach Committee Meeting
etb
Vice President LeVesque presented the idea of posting water conservation tips,
emergency preparedness, and earthquake information on the District's website; this
information would keep the public aware of the District's plans in the event of an
emergency.
DISTRICT PHONE SYSTEM AND EMERGENCY PHONE SERVICE
Director Sturgeon stated that the current phone system routes calls to a message phone
during an emergency; that he would like to find out holy to reroute calls to a live
operator; that other companies route calls to an out of state agency for public information
during an emergency
The General Manager stated that to keep the phones ans%�ered in an emergency, calls
should be routed to an operator and /or a message line for information.
Mr. Buss presented suggestions on how to reroute calls.
SCHOOL CONSERVATION AND LANDSCAPE PROGRAMS
The committee deferred this item to the next agenda.
COMMUNITY LANDSCAPE PROGRAMS
The committee deferred this item to the next agenda.
CITY OF HIGHLAND'S CITRUS HARVEST FESTIVA L (MARCH 27, 2010)
The District is participating in the Citrus Harvest Festival and will be distributing water
and give -a -ways to the community as well as information regarding water conservation.
HOLIDAY SCHEDULE AND HOURS
The committee deferred this item to the next agenda.
REQUEST FROM CINDY RODDICK - CALVERT REG ARDING THE DISTRICT
SPONSORING A BAKING CONTEST AT THE CITY OF HIGHLAND'S
CITRUS HARVEST FESTIVAL
The committee was not in support of sponsoring the baking contest.
SAN BERNARDINO BICENTENNIAL PARADE
Director Sturgeon stated that the parade will take place on May 22, 2010; that he would
like to see the District participate in the parade.
February 19, 2010
Public Outreach Committee Meeting
: etb
DISTRICT CALENDAR PROGRAM
Vice President LeVesque discussed details of the calendar; that he is in favor of the
calendar contest for schools; that he would like to see a survey given to see how many
customers use their calendars; that he would like to see access to the calendar on the
District's website.
Director Sturgeon is in favor of the continuance of the District's calendar contest
DISCUSSION REGARDING EVWD POSITIONS TITLES
Director Sturgeon stated that he would like to update Staff and Board Members' titles.
2010 INLAND EMPIRE SOLAR CHALLENGE
Discussion was made regarding details and costs involved with the 2010 Inland Empire
Solar Challenge
EVWD MOTTO: "OUR COMMUNITY — OUR WATER"
The committee discussed a possible District motto; that this item be placed on a future
Board agenda.
DISTRICT SPRING TOUR
Depending on road conditions the Spring Tour may be rescheduled for sometime in late
spring or early summer.
REUSABLE WATER BOTTLES
The committee would like to see promotional items that consist of refillable bottles; that a
water filling station could be made available at future events.
CUSTOMER SERVICE
This item was deferred to a future meeting.
EVWD WATER AWARD
This item was deferred to a future meeting.
February 19, 2010
Public Outreach Committee Meeting
: etb
LETTER TO JOHN DRURY FROM THE WATER EDUCATION FOUNDATION
The committee would like to see Mr. Drury as a topic in the District's Newsletter.
ENVIRONMENTAL WORKING GROUP WATER QUALITY REPORT
Information only.
DISCUSSION REGARDING THE POSSIBILITY OF HIRING A FULL TIME
PUBLIC INFORMATIONS OFFICER
Vice President Levesque would like to talk to the Board about the possibility of hiring a
Public Information Officer: that the qualifications need to meet the necessity of the
District.
Director Sturgeon inquired if the District is large enough to hire a Public Information
Officer and if the filled position would bring more efficiencc to the District.
DISCUSSION REGARDING COMMITTEE NAME CHANGE (PUBLIC
AFFAIRS)
The committee would like to have the name of the Public Outreach Committee be
changed to Public Affairs Committee.
NEW IDEAS AND SUGGESTIONS FOR THE DISTRICT'S PUBLIC
OUTREACH PROGRAM
The committee would like to see Emergency Preparedness and Water Conservation as
key topics on the District's website as well as information gil: en out by the District.
PUBLIC OUTREACH PROGRAMS TRACKING
Programs were discussed to date. Information only.
ADJOURN
The meeting was adjourned at 3:57 p.m.
Robert E. Martin, Secretan
February 19, 2010
Public Outreach Committee Meeting
etb
Subiect to Approval
EAST VALLEY WATER DISTRICT March 29, 2010
PUBLIC OUTREACH COMMITTEE MEETING
MINUTES
The meeting was called to order at 4:02 p.m. by Director Sturgeon. Ms Contreras led the
flag salute.
PRESENT: Directors: LeVesque, Sturgeon
ABSENT: None
STAFF: Robert Martin, General Manager; Justine Hendricksen,
Administrative Manager; Cecilia Contreras, Administrative Office
Specialist; Brian Tompkins, Chief Financial Officer
GUEST (S): Director Larry Malmberg; Jo McAndrews (McAndrews & Boyd)
PUBLIC PARTICIPATION
The General Manager had a request for the District to participate in the San Bernardino
Railroad Days; to provide the 1954 Chevy
Director Sturgeon volunteered to participate in the event.
There being no further verbal or written comments, the public participation section was
closed.
REVIEW AND ACCEPT MINUTES FOR NOVEMBER 23, 2009 AND
DECEMBER 16, 2009
Director Sturgeon and Vice President Le Vesque accepted the minutes for November 23,
2009 and December 1 �5, 2009
PUBLIC HEARING NOTICE AND OUTREACH
UPDATE ON THE DISTRICT'S WEBSITE AND DOMAIN NAMES
DISTRICT CALENDAR PROGRAM
(Minutes 11/23/09) cme 1
2010 INLAND EMPIRE SOLAR CHALLENGE
CONSUMER CONFIDENCE REPORT
COMMITTEE NAME CHANGE (PUBLIC AFFAIRS)
PUBLIC INFORMATION OFFICER
EMERGENCY PREPAREDNESS PROGRAM
REUSABLE WATER BOTTLES
ADJOURN
The meeting was adjourned at 4:59 p.m. until the next scheduled Meeting.
Robert E. Martin, Secretary
(Minutes 11/23/09) cmc 2
Subject to Approval
EAST VALLEY WATER DISTRICT June 14, 2010
COMMUNITY AFFAIRS COMMITTEE MEETING
MINUTES
Director Sturgeon called the meeting to order at 3:00 p.m. Vice President Levesque led
the flag salute.
PRESENT: Directors: Levesque, Sturgeon,
ABSENT: None
STAFF: Robert Martin, General Manager; Justine Hendricksen,
Administrative Manager
GUEST (S): Larry Malmberg, Cara VanDijk (CV Strategies), Erin Gilhuly (CV
Strategies)
PUBLIC PARTICIPATION
There being no verbal or written comments the public participation section was closed.
DISCUSSION REGARDING UPCOMING PRESS RELEASES
The committee discussed a current draft release regarding the District's approved grant
funding. The committee also discussed future press releases and how these press releases
will be drafted.
DISCUSSION REGARDING PRESENTATIONS FOR THE PROPOSED RATE
INCREASE
The committee reviewed a draft presentation outline prepared by CV Strategies.
DISCUSSION REGARDING THE JULY 15TH PUBLIC HEARING
The District will contact the Highland City Council, East Highlands Ranch HOA, and the
Senior Center 'to discuss the possibility of providing an informational meeting and
presentation regarding the proposed rate increases.
DISCUSSION REGARDING THE FLUSHING OF DISTRICT WELLS
No discussion at this time.
(Minutes 061410) jph 1
DISCUSSION REGARDING THE REMAINING BOTTLED WATER
The committee suggested that staff distribute the balance of the bottled water
accordingly.
DISCUSSION REGARDING A PUBLIC INFORMATION OFFICER POSITION
The committee discussed the possibility of hiring a full timc Public Information Officer
and that this position is included in the proposed budges. Vice President LeVesque is
opposed to hiring a Public Information Officer at this time.
The next Community Affairs Committee meeting has beer �cheduled for July 13`h, at
1:00 P.M.
ADJOURN
The meeting was adjourned at 4:54 p.m.
Robert E. Martin, Secretary
(Minutes 0614 10) Iph 2
Subject to Approval
EAST VALLEY WATER DISTRICT August 25, 2010
PUBLIC OUTREACH COMMITTEE MEETING
MINUTES
Director Sturgeon called the meeting to order at 12:25 p.m. Ms Van Dijk led the flag
salute.
PRESENT: Directors: Sturgeon, LeVesque
ABSENT: None
STAFF: Robert Martin, General Manager; Carol Cales, Senior Customer
Service Representative; Justine Hendricksen, Administrative
Manager
GUEST (S): Cara Van Dijk (CV Strategies), Erin Gihuly (CV Strategies)
PUBLIC PARTICIPATION
There being no verbal or written comments the public participation section was closed.
2010 WATER QUALITY & REGULATORY CONFERENCE
The District has budgeted $5,000 for the conference.
EASTWOOD FARMS WATER COMMUNICATION
CV Strategies will prepare press releases and letters to the editor regarding the
Assessment District.
LETTER OF APPRECIATION RECEIVED BY THE DISTRICT
The Directors have requested that response letters be sent to customers who send in
positive or negative correspondence to the District.
17 78T $.y.7 3 11 NMI] Oki
The Committee discussed possible press release suggestions from CV Strategies
including: Eastwood Farms, Current and Upcoming Projects, Sewer Emergency Plan,
Community Outreach and the Santa Ana Sucker Fish Task Force.
CUSTOMER SURVEY
The Committee discussed options relating to the preparation of a customer survey. CV
Strategies will continue this process and provide information to the General Manager as
applicable.
(Minutes 082510)jph I
DISCUSSION AND UPDATE REGARDING THE DIS'TRICT'S WEBSITE
The Committee addressed a number of items relating to the .v chsite including:
• Online customer sign -ups and connections
• Email addresses
• Updating the website
• Setting up a meeting with the website administrator
• And an overall website review
DISCUSSION REGARDING DISTRICT NEWSLETTERS
The Committee suggested that the District eliminate a fall newsletter this year.
SANTA ANA SUCKER FISH TASK FORCE AND OUTREACH
No updates at this time.
STRATEGIC COMMUNICATIONS PLAN
The Committee discussed a number of items relating to a �uategic communications plan
including:
• Customer survey
• Calendar program
• Newsletters
• Timelines
DISCUSSION REGARDING PAPERLESS UTILITY BILLING
The Committee would like information and feedback rega-ding this option.
CUSTOMER'S BILL OF RIGHTS
Ms Cales presented a drafi "Customer's Bill of Rights" pled,-,e that the Customer Service
Department would like to implement. The committee %aas impressed with Ms Cales
comments, and has suggested that the District put this pledge into action in the near
future. CV Strategies will review the pledge and bring back to the committee at a later
date.
ADJOURN
The meeting was adjourned at 2:34 p.m.
Robert E. Martin, Secretar.
(Minutes- 082510) iph 2
The Mojave Water Agency will be hosting the November 15th, 2010 Membership Meeting at
the Green Tree Golf Course Clubhouse, 14244 Green Tree Blvd, Victorville, CA 92395•
The social hour will begin at 6:0o PM with a call to order at 6:45 PM.
Dinner will be a buffet featuring chicken marsala, sliced tri tip, mixed green salad, pasta salad,
red potato salad, roasted red potatoes, rice pilaf, green bean almondine, brown sugar carrots,
fresh rolls and butter, and peach cobbler for dessert.
Cost: $36 per person
Program: Jeff Rigney, Director, County of San Bernardino Special Districts Department will address the
membership on "San Bernardino County Special Districts Partnering to Serve Multiple Needs"
RSVP to Gloria at Mojave Water Agency at:
ggolikeoMojaveWater.org or at (760) 946 -7002
Please RSVP by November 81", 2010
Rememl)ei that the ASBCSD Mailing Address has changed!
Make checks payable to ASBCSD, ATTN: Renee Latu
P.O. Box 2757 San Bernardino, CA 92402
District /Associate:
Attendee(s):
Reminder: There is a $2 surcharge for reservations made after the deadline date, as well as
for coming to dinner with no reservations. You will also be billed for the dinner if your
cancellation is not received prior to the deadline.
Directions:
Take 15 north (Ba *stew)
Exit toward CA -18/P, mdale Road i
Left onto Mariposa Rd /Historic Route 66
Right onto 7`h St/: a5 Historic Route 66
Right onto Green Tree Blvd 4
FOURTH DRIVEWAY - iDestination is 14144 Green Le- 9c jlevard (on the right hand side)
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