MINUTES OF THE REGULAR BOARD MEETING BOARD OF DIRECTORS INDIAN WELLS VALLEY WATER DISTRICT. March 9, 2015

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1 MINUTES OF THE REGULAR BOARD MEETING BOARD OF DIRECTORS INDIAN WELLS VALLEY WATER DISTRICT March 9, 2015 The Regular Meeting of the Board of Directors of the Indian Wells CALL TO ORDER Valley Water District was called to order by President Corlett at 6:00 p.m. in the Board of Directors Hearing Room, 500 West Ridgecrest Boulevard, Ridgecrest, California. The Pledge of Allegiance was led by Chuck Krieger. PLEDGE DIRECTORS PRESENT: President Leroy H. Corlett ROLL CALL Vice-President Donald J. Cortichiato (Via Teleconference) Director Peter E. Brown Director Charles F. Cordell DIRECTORS ABSENT: ALSO PRESENT: Director Charles D. Griffin Jim Worth, Attorney; Chuck Krieger, Consulting Engineer; Don Zdeba, General Manager; Jason Lillian, Operations Superintendent; Jennifer Keep, Chief Financial Officer; Renee Morquecho, Chief Engineer; Rose Koch, Recording Secretary AGENDA DECLARATION Recording Secretary, Rose Koch, reported that the agenda for tonight's Regular Board Meeting was posted on Friday, March 6, AGENDA DECLARATION None. CONFLICT OF INTEREST DECLARATION CONFLICT OF INTEREST PUBLIC QUESTIONS AND COMMENTS Dave Matthews, 717 Kevin Court, Ridgecrest, commented on alternative water sources available. Mr. Matthews recommended the Board of Directors partner with other agencies to get alternative water sources to the Indian Wells Valley. PUBLIC COMMENTS APPROVAL OF ORDINANCE NO. 96 At the February 24th, 2015 Special Board Meeting Workshop, a Motion was made to adopt Ordinance No. 96, rescinding Ordinance No. 95 in its entirety and providing for a reference document entitled Water Sales and Service Policy Manual effective March 1, 2015 with the caveat the policy will reflect changing the 5/8" x ~" meters to ~" meters at the time of the Automated Metering Infrastructure (AMI) Pilot Study Pro- ORDINANCE NO. 96 1

2 j ect as the Ready-To-Serve Charge is phased in over the next three years as proposed. When a 5/8" x ~" meter service is terminated, the ~" meter will be installed at the time of the new service connection and will be billed at the ~" Ready-To-Serve Charge. This Motion was rescinded and tabled until tonight's meeting due to it being more appropriate to be voted upon at a Regular Board Meeting than the Workshop. Motion: was made by Director Brown and seconded by Vice President Cortichiato, adopting Ordinance No. 96, rescinding Ordinance No. 95 in its entirety and providing for a reference document entitled Water Sales and Service Policy Manual effective April 1, 2015 with the caveat the policy will reflect changing the 5/8" x ~" meters to ~" meters at the time of the AMI Pilot Study Project and the remaining after the pilot project as the Ready-To-Serve Charge is phased in over the next three years as proposed. When a 5/8" x ~" meter service is terminated, the ~" meter will be installed at the time of the new service connection and will be billed at the ~" Ready-To Serve Charge. Nay For the record, Director Griffin notified the Board of Directors via that he is against proposed Ordinance No. 96. VARIANCE REQUEST Emerald Point Development, Inc. is requesting a variance to Ordinance No. 90 for 430 W. Javis, Tract 6471, Phase A, Lot 11 (Buyers: David and Missie Almasy). This variance request is for turf ( square feet maximum) to finish the planned development as it was started and to look uniform. This is the final lot in Phase A. Mike Ferguson of Emerald Point Development confirmed that this is the last lot in Phase A and that he would not be asking for any more variances for Tract 6471, Phase A and/or B. VARIANCE REQUEST MOTION: was made by Director Brown and seconded by Director Cordell to approve the variance request for Ordinance No. 90 at 430 W. Javis, Tract 6471, Phase A, Lot 11 (Buyers: David and Missie Almasy) by allowing a maximum of 500 square feet of turf. 2

3 For the record, Director Griffin notified the Board of Directors via that he approves Mike Ferguson's request for grass in the front yard. CONSENT CALENDAR CONSENT CALENDAR MOTION: was made by Director Brown and seconded by President Corlett to approve the Minutes of the February 9, 2015 Public Hearing and Regular Board Meeting and February 24, 2015 Special Board Meeting Workshop, and to approve payment of Accounts Payable totaling $524, WATER MANAGEMENT COMMITTEE WATER MANAGEMENT Director Brown declared a conflict of interest and would abstain from CASH FOR voting on the Cash For Grass Landscape Rebate Incentive Program Pilot GRASS Project. Staff presented a draft of the Cash For Grass Landscape Rebate Incentive Program Pilot Project (Project). The Project proposes a rebate to be offered to property owners served by the District at $1.00 per square foot up to 2,000 square feet to replace living turf with eligible low water-use landscaping. Fiscal Year Budget has $10, 000 that could be used for this Project. Fiscal Year Budget, if approved, will have $50,000 allocated for this Project. MOTION: was made by President Corlett and seconded by Vice President Cortichiato to approve the Cash For Grass Landscape Rebate Incentive Program Pilot Project as presented. The Motion was carried, by the following roll call vote : Abstain PLANT AND EQUIPMENT COMMITTEE P & E Don Zdeba reported that for the safety and security of Customer OFFICE Accounts, a local contractor was asked for some ideas and a budget to SECURITY secure customer service and administration offices. Since then, staff UPGRADES has learned that there are not that many vendors in the Southern California area that specialize in this equipment. It has also been 3

4 learned that there are different levels of protection. Going with Level 1 protection (the first of eight levels of protection} excludes the local contractor from qualifying to install this type of system. A quote has been obtained from Pacific Bulletproof of Anaheim in the amount of $26, Staff will attempt to get a total of three (3) quotes based on a site walk through. Due to the fact that this is specialized equipment that must meet specific performance requirements and there are few such vendors in the Southern California area, the committee had suggested working with Pacific Bulletproof and authorizing the General Manger to proceed with a contract as long as it does not exceed $50, Since Friday, reaching out to other agencies, Bullet Guard was also recommended. For the record, Director Griff in notified the Board of Directors via that he feels staff should research other companies before going with the one quote from Pacific Bulletproof. MOTION: was made by Director Brown and seconded by Director Cordell to obtain more quotes and authorize the General Manager to proceed with the purchase of the bulletproof glass wall not to exceed $50, Vice-President Cortichiato : ADMINISTRATION/EXECUTIVE COMMITTEE ADMIN/EXEC Harvard Risk Management Corporation has approached the District with PERSONAL their services to provide an identity theft program as well as a legal IDENTITY program at the employee's expense. A presentation was scheduled last PROTECTION month at the All-Hands meeting. While preparing for the presentation, ACWA/JPIA notified the District of an Employee Assistance Program, which included Identity Theft Protection at a cost of $2.53 per month, much less than the Harvard Risk Management. Staff is proposing that the Board consider replacing the current Employee Assistance Program (EAP}, which is very limited and also requires the General Manager's approval. The current Employee Assistance Program (EAP) provides monetary assistance of $750 per calendar year, per employee for counseling services in connection with stress, substance abuse, emotional problems and family related situations, to name a few. The committee recommended the Board provide as an additional employee benefit ACWA/JPIA Identity Monitoring and Theft Resolution along with an Employee Assistance Program that will replace the District's current EAP. MOTION: was made by President Corlett and seconded by Director Brown to approve additional employee benefit Identity Monitoring and Theft Resolution along with an Employee Assistance Program (EAP} that will replace the current EAP. 4

5 INYO-MONO REGIONAL WATER MANAGEMENT GROUP REPORT (IRWMP) IRWMG President Corlett reported that there is a lot of emphasis on grants for disadvantaged communities. GENERAL MANAGER AND STAFF UPDATE Don Zdeba updated the safety record to 55 consecutive days without a recordable injury. Water production for the month of February was 100, 399, 000 gallons (308.1 acre-feet), a decrease of 15. 8% from February This follows a 17.4% decrease last month compared to January Statewide, the average decrease in January was 8. 8%. Data from the local Remote Automated Weather Stations (RAWS) indicated the mean temperature was about 3. 4 warmer, the average high temperature was 3. 3 warmer, and the average low temperature was about 3. 5 warmer. Average precipitation recorded at the five stations was 0.30" compared to 1. 34" last February. With warmer temperatures and less precipitation, customers managed to achieve a significant reduction compared to last year. As required by the State Water Resources Control Board, the February 2015 production and residential per capita daily were reported on March 6th. The estimated residential gallons per capita per day (gpcd) was reported at 85 and January 2015 was reported at 98 gpcd. GENERAL MANAGER & STAFF UPDATE SAFETY, PRODUCTION & NEW SERVICES There were no new connections during the month of February. have been a total of four new connections for this fiscal beginning July lrt. There year Don Zdeba reported that he attended Mayor Peggy Breeden' s Community PUBLIC Collaborative meeting at City Hall on March Yd. Mr. Zdeba had OUTREACH provided an update on the then proposed Cash for Grass Pilot Program, the Board's consideration of approval of Ordinance No. 96, and the District's booth at the Home and Leisure Show. Mike Thomas and Doug Lueck reported on a successful outreach event at the Long Beach Convention Center. They had distributed about 7,000 handouts containing information about Ridgecrest and Indian Wells Valley. There were over 33,000 visitors at that event. The Navy had mentioned they will hold its Community Day in conjunction with the Second Annual Petroglyph Festival the weekend of November 7th and 8th. Police Chief Ron Strand mentioned the ongoing discussions to avoid a proposed closure of the local jail by Kern County due to budget issues. The local jail will remain open at least until July while discussions continue. Closure would have a significant impact on local police as there would be approximately 900 transports required annually to alternate facilities in Mojave or Bakersfield. Denny Kline announced 5

6 the public workshop for the Indian Wells Valley Land Use Management Plan Environmental Impact Report (EIR) scheduled for Saturday, March 7th. Jason Lillian, Ken Silliman, and Don Zdeba met with a group of citizens interested in learning more about the District's arsenic treatment facilities the morning of Saturday, February 14th. The tour was actually led by a retiree volunteer from the Bureau of Land Management (BLM) that arranges educational tours of the area. Using information he gathered from a previous briefing with Mr. Lillian and Mr. Silliman, he provided a very informative tour and was complimentary of the work of the District. Don Zdeba announced that he is to serve as a judge for the Lions' Club annual student speech contest to be held on Saturday April 11th at the City Council Chambers. This year's theme is "Water Conservation - How Can We Reduce, Recycle, and Reclaim?" This is a regional competition and possibly one of the speakers could give a presentation to the Board of Directors. The XERI( Ambassadors completed four consultations in February and there is one scheduled for March. Don Zdeba recognized Joe Rivera, Jennifer Rose Koch and Ambassadors Marge Vargus, Kistler, Sarah Wersan, and Ed Schlesinger Leisure Show this weekend. Keep, Patty Montenegro, and Keith Wilkinson, Marianne for working at the Home and As of today, the District has a Facebook page and Twitter account to assist in communicating information to customers and the Valley residents. In one afternoon, the District has ten 'likes'. Staff mailed letters on January 26~ with legal descriptions and plats WSIP to the six property owners along the proposed Southern California Edison (SCE) extension to service the upgrade at Well 34 requesting a grant of easement to SCE. Each parcel owner was provided a postagepaid return envelope and instructions for reimbursement of notary fees. There have been two responses, one positive response from a property owner residing in New York State and one local parcel owner declining. Staff will be following up with the other four so that SCE can determine what course of action will follow to achieve the objective. Don Zdeba reported on the uncompleted Board Workshop Action Items: 2014 ANNUAL Alternate Energy Feasibility: Prepare and send out a Request for BOARD Proposal to those who build solar plants and to compare with the SCE WORKSHOP tariff analysis to see if it is economically feasible for the District UPDATE to pursue. Update: Staff has been contacted by OpTerra Energy, formerly associated with Chevron Energy, about conducting an assessment of the District's facilities to determine feasibility of a solar project. OpTerra's engineer had stated the Power Purchase Agreements, such as what we were considering, are no longer desirable due to the expiration of incentives. OpTerra has completed several solar projects in the Central Valley, including water facilities, and is confident an opportunity exists here. The arrangements are the same as we had with Siemens; that is, no cost for the study and guaranteed results should we elect to go forward with the project. More information is needed from SCE to assist in the assessment study. 6

7 Wells 18 and 33 Safety Showers and Eye Wash Stations : Update: Southland Pipe is about a week behind and shipment of the cement mortar lined and coated (CML&C) vessels is due by the end of the week. All other materials have been delivered. Don Zdeba reported on the uncompleted Board Workshop Action Items: 2015 ANNUAL 2014 Cost of Service Study: BOARD 1) Research the process of turning over debt collection to the WORKSHOP County. Update: Completed. UPDATE 2) Research potential advantages to turning over debt collection to the County rather than to collections. Update: The Finance Committee was informed by staff that many uncollectible accounts are incurred by tenants. The only way to collect via property taxes is to assess the tenant balance against the landlord's property as a lien. If that option is utilized, staff could notify the landlord prior to submitting the lien to encourage early payment such as from the tenant's security deposit. Staff will prepare a report of options for the Finance Committee. 3) Justify the usage allotments for commercial customers (lower rate than residential). Update: Completed. Expand Conservation Program: 1) Develop "Cash for Grass" Program. Update: Completed. 2) Draft and distribute to local media an article on proper care and watering of trees. Update: Draft in progress. 3) Video information/conservation message to run on local television (KZGN). Update: Staff has reviewed a 30-second conservation message prepared by KZGN and provided feedback. It is now being re-recorded. Consider alternatives for publicizing the justification for the cost of water. Update: Other than considering expanding the message with KZGN, no action has been taken. Staff has advertised with the Daily Independent' s 'Ask a Professional' using the justification for the cost of water. Discuss and recommend O tions for an annual Awards Recognition/Christmas party. Update: Finance Committee dismissed the topic on the recommendation of staff. Completed. Review present practice of allowing the cost transactions to be shared by all customers. Committee future agenda item. of web Update: ~ent Finance Cost of alternate pipeline routes to connect Well 36 to the Bowman transmission line. Update: Staff has revised the cost estimates and are included in the Board Packet. Included in the cost revision is environmental estimates, legal, and Environmental Impact Report costs. Plant and Equipment Committee's recommendation is to use the disturbed route on Bowman Road. Review security at remote sites. County Sheriff. Update: Staff has contacted Kern Research use of professional grant writer vs. staff drafting grants. Update: Staff participated in an informational webinar by Resource Associates in Farmington, New Mexico. Staff looked at their website and their list of clients they have served. They did not list any clients in California nor any water districts. The Finance Committee 7

8 recommended hiring a grant writing consultant on a case-by-case basis per management discretion. Staff has drafted a grant application to purchase the NO-DES Truck for water main flushing and it is being reviewed by Krieger & Stewart. Following approval by the Board of Directors at the February 24th INTERTIE Workshop, Don Zdeba has provided a clean copy of the intertie agreement, along with all attachments, to Tim Fox at China Lake. The document will require the signature of Admiral Lorge, Commander, Navy Region Southwest. The Navy intertie connection test will be Wednesday, April Bth. The test will be conducted in both directions. A pre-test meeting is scheduled for April 7th. The Searles Valley Minerals interconnection test is tentatively scheduled for Thursday, April 9th. The Kern County Planning and Development Department held the second of IWV LAND USE the two scheduled public workshops on the EIR this past Saturday. PLAN Comments are due March 16th, but will be accepted up to the April 28th Board of Supervisors meeting. The Planning Commission is scheduled to meet in Ridgecrest on April 9th to consider the EIR. The Board of Directors directed staff to write a letter of support of the EIR to Kern County. Don Zdeba reported that Inyokern Community Services District (CSD) INYOKERN CSD Board of Directors voted to disband. Mr. Zdeba met with Rebecca Moore, Local Agency Formation Commission (LAFCo) Executive Director, and Denny Kline, Kern County Supervisor Representative. The meeting was prior to a meeting with Brian Bebee, General Manager Inyokern CSD. Ms. Moore called Don Zdeba after the meeting with Inyokern CSD and asked for a list of services, along with hourly rates, of services the District could provide to assist them during the transitional phase. Mr. Bebee indicated he could handle the field work, but could use assistance with financial and accounting. The Board agreed by consensus to develop a list of services with hourly rates to assist Inyokern CSD during the transitional phase. Director Cortichiato recommended the District proceed with caution given current work load of District staff and Inyokern CSD's financial status. Renee Morquecho reported that the Kendall Avenue mainline is in KENDALL service. Acceptance of the project is scheduled for April 13th Regular Board Meeting. The Navy informed staff that the District's check cleared the U.S. A-ZONE TANK Treasury. The appraisal and review of maps and legals can now begin. Information will be going to the appraiser and cadastral departments this week. Navy will then provide an estimate on how long the process will take. Jennifer Keep reported the estimated year-to-date revenues as of FINANCIAL February 28, 2015 are $7, 297, 441 and estimated expenses are STATUS $6,348,257, so estimated revenues exceed estimated expenses by $949,184, which is $124,015 lower than budget. 8

9 Staff reviewed the updated propagation study. Study includes the 468 AMI PILOT meter locations and four data collector locations. There was an PROJECT option for a fifth data collector, but based on the conservative propagation study, there will be four data collectors to start. Staff is working on a contingency plan for the fifth data collector if some meters are not picked up in the north. Towers have been ordered and the packet has been sent to Ridgecrest Planning Commission for approval and then on to Kern County for approval. Soil samples tested good. Jennifer Keep reported on the following conservation item: There were six water waste reports for the month of February. Jason Lillian reported that the new header and drain installed. Staff will begin installing the new conduit generator to the new section of the building. Project complete by the end of the month. line are from the should be CONSERVATION WELL 17 Arsenic Plants 1 and 2 are down for winter maintenance. scheduled to be put back on line after the intertie test. They are ARSENIC FACILITIES For the month of February, there replacements, 193 valves were turned, 36,218 gallons. were two leak repairs, 20 OPERATIONS and 31 blowoffs for a loss of REPORT None. BOARD COMMENTS/FUTURE AGENDA ITEMS BOARD COMMENTS With no other Board comments, President Corlett recessed the meeting and adjourned to Closed Session at 7:31 p.m. CLOSED SESSION CLOSED SESSION The meeting was reconvened in Closed Session at 7:38 p.m. The meeting was recalled to Open Session at 7:42 p.m. There was no action taken which would require disclosure under the Brown Act. ADJOURNMENT ADJOURNMENT With no further business to come before the Board, the March 9th Regular Board Meeting was adjourned at 7:42 p.m., ~;:u~ed, Rose Koch Recording Secretary APPROVED: April 13,