View - Monterey Regional Water Pollution Control Agency

APPROVED
April 27, 2015
MINUTES
of the Regular Meeting
Monterey Regional Water Pollution Control Agency
Board of Directors
March 30, 2015
1.
CALL TO ORDER
The Regular Meeting of the Board of Directors of the Monterey Regional Water
Pollution Control Agency was Called to Order by Chair De La Rosa at 5:31 pm, on
Monday, March 30, 2015 in the Board Room at 5 Harris Court, Building D,
Monterey, California.
2.
ROLL CALL
BOARD MEMBERS PRESENT:
Gloria De La Rosa, Chair
Rudy Fischer, Vice Chair
Ron Stefani
John M. Phillips
Dennis Allion
Peter Le
Libby Downey
Tommy Razzeca
Dave Pendergrass
Ralph Rubio
Vacant – Ex-Officio
Salinas
Pacific Grove
Castroville Community Services District
County of Monterey
Del Rey Oaks
Marina Coast Water District
Monterey
Moss Landing County Sanitation District
Sand City
Seaside
United States Army
BOARD MEMBERS ABSENT:
Linda Grier
Boronda County Sanitation District
MRWPCA STAFF PRESENT:
Keith Israel
Paul Sciuto
Tori Hannah
Rob Wellington
Bob Holden
General Manager
Deputy General Manager
Chief Financial Officer
Legal Counsel
Principal Engineer
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MRWPCA Regular Board Meeting
March 30, 2015
Page 2
Mike McCullough
Jennifer Gonzalez
Garrett Haertel
Leara Sampson
Cheryl Rogers
Jarrod Levine
Chris Foley
Mark Malanka
Chayito Ibarra
Recycled Water Projects Assistant
Engineering Supervisor
Associate Engineer
HR Administrator
Administrative Support Specialist
Operator III
Instrumentation System Technician
Maintenance Manager
Executive Assistant
OTHERS PRESENT:
Steve Wittry – City of Monterey
None
3. PUBLIC COMMENTS ON CLOSED SESSION ITEMS
Chair De La Rosa called for Public Comments on Closed Session items, none
received.
4. RECESS TO CLOSED SESSION
A. Public Employee Appointment
Pursuant to Government Code 54957
Title: General Manager
At 5:33 pm, Chair De La Rosa adjourned Open Session and commenced Closed
Session.
Chair De La Rosa adjourned Closed Session at 6:23 pm.
5. ANNOUNCEMENTS FROM CLOSED SESSION
Legal Counsel reported that with regard to Item 4-A (Public Employee Appointment),
the Board had taken up the listed matter and conducted one interview; no other
reportable action was taken.
6. RECONVENE OPEN SESSION
Chair De La Rosa reconvened Open Session at 6:32 pm
7. PLEDGE OF ALLEGIANCE
Mr. Phillips led the Pledge of Allegiance.
8. PUBLIC COMMENTS
At 6:34 pm, Chair De La Rosa called for Public Comments: none received.
9. CONSENT AGENDA
With regard to Item 9-H, Mr. Pendergrass stated that he was listed incorrectly on the
Board Committee assignments as representing the City of Seaside on the Recycled
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MRWPCA Regular Board Meeting
March 30, 2015
Page 3
Water Committee. He asked that the list be corrected to list him as representing
Sand City.
ACTION TAKEN: On a motion by Ms. Downey, seconded by Mr. Allion, the Board
approved Consent Agenda Items A through I. [Yes: De La Rosa, Fischer, Stefani,
Phillips, Allion, Le, Downey, Pendergrass, Rubio] [Abstain: Le (Item A only)]
[Absent: Grier]
A. Approve Board Minutes/Report for Regular Board Meeting of February 23, 2015
B. Receive Financial Statements through February 2015
C. Receive Schedule of Cash and Investments as of March 31, 2015
D. Receive Comparison Percentage of FY 2014/15 Budget Expended through
February
E. Receive Check Register for February 2015
F. Receive Waste Discharge Report for February 2015; NPDES Monitoring Report
for February 2015; and Plant Flows and Effluent Quality for Connected
Agencies, Plus Flow Charts for RTP, Salinas, Monterey Peninsula, Marina, Fort
Ord, and Castroville for February 2015
G. Receive Actual vs. Budgeted Fiscal Year 2014/15 Expenditures for the Capital
Improvement Program, Capitalized Equipment Fund, Urban Reclamation
Program, and Capacity Fees for February 2015
H. Receive Board Committee Assignments for April 2015 through March 2016
I. Consider Final Adoption of MRWPCA Ordinance No. 2015-01, Establishing
Rules and Regulations Regulating the Discharge of Hauled Wastes to the
MRWPCA RTP, Repealing Ordinances No. 88-03 and 93-01.
10. COMMITTEE REPORTS AND RELATED ACTION ITEMS
Mr. Sciuto introduced Tori Hannah, the Agency’s new Chief Financial Officer, to the
Board. He noted that Ms. Hannah began employment with the Agency at the end of
February and previously worked at the City of Capitola as the Finance Director. Mr.
Sciuto welcomed Ms. Hannah and stated that he was very pleased to have her on
board.
A. BUDGET PERSONNEL COMMITTEE – MARCH 13, 2015
The following are Information Only Items – No Board Action is needed
Agenda Item 1 – BPC Approval of February 13, 2015 BPC Minutes
The BPC approved the February 13, 2015 BPC minutes as presented.
 Information only – no action needed.
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MRWPCA Regular Board Meeting
March 30, 2015
Page 4
The following are BPC Action Items – Board Action is required
Agenda Item 2 – Update on Organizational Restructuring of Maintenance and
Engineering Departments
Mr. Sciuto explained that since 2007 there have been two supervisors in the
maintenance department with blended responsibilities in the field and at the
treatment plant. Due to the increased maintenance requirements of the Agency’s
aging infrastructure and the increase of technology and instrumentation, it is
recommended that the Department be reorganized along functional lines and have
minor modifications in job duties and compensation to optimize the effectiveness of
the department.
Mr. Sciuto stated that because the maintenance needs of the Agency have been
slowly shifting towards a more significant technology base, a dedicated Supervisor is
required who can oversee the SCADA, instrumentation, and electrical functions.
The proposed organizational structure splits the Maintenance Department into three
sections: Field Maintenance, Plant Maintenance, and Utilities. He added that as
part of the proposed structure, staff is recommending the following changes:

Creation of a Utilities Supervisor through internal recruitment, so as not to
increase staffing levels
 Reclassification of the current Maintenance Mechanic-In-Training to a
Preventative Maintenance Mechanic to better reflect the actual functions of
the position
 Reclassification of the Maintenance Planner to a Preventative Maintenance
Coordinator and move the position to the Engineering Department
 Creation of an Engineering Manager through internal recruitment to oversee
the Engineering Department
Mr. Sciuto went over the updated organizational chart and explained how it differed
from the current organizational chart. He noted that funding for the above changes
is available within the overall budget in part due to recent retirements and
associated time lag for recruitments.
ACTION TAKEN: On a motion by Mr. Pendergrass, seconded by Mr. Rubio, the
Board approved the restructuring of the Maintenance Department to include the
creation of a Utilities Supervisor through internal recruitment, the reclassification
of the current Maintenance Mechanic-In-Training to a Preventative Maintenance
Mechanic, the reclassification of the Maintenance Planner to a Preventative
Maintenance Coordinator and to move the position to the Engineering
Department, and the creation of an Engineering Manager through internal
recruitment all per the revised Organizational Chart. [Yes: De La Rosa, Fischer,
Stefani, Phillips, Allion, Downey, Pendergrass, Rubio] [Absent: Grier] [Abstain:
Le]
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MRWPCA Regular Board Meeting
March 30, 2015
Page 5
Agenda Item 3 – Consider Approval of Contract with NexLevel for IT Strategic Plan
Mr. Sciuto provided an overview of this item and stated that the Agency has not
previously had an Information Technology (IT) Strategic Plan. He explained that the
purpose of the strategic plan is to identify deficient areas in our IT structure as well
as provide a plan to improve the overall health and efficiency of the various IT
components. Those IT components include the following: SCADA system, CMMS,
GIS, telephone, network infrastructure, security, wireless access, database systems,
and end-user experience.
Mr. Sciuto stated that in January staff issued a Request for Proposals (RFP) for an
IT Strategic Plan and received three proposals. A four staff member panel reviewed
the proposals and unanimously chose NexLevel Information Technology to develop
the plan. He went over a few of the reasons that the NexLevel proposal was
superior to the others which include:
 NexLevel maintains a specific focus of assisting California public sector
clients in the planning, implementation, and use of information technology
 NexLevel has extensive, positive experience with developing IT Strategic
Plans for other Agencies similar in size and function
 NexLevel specific industry experience should be a positive influence in
providing recommendations that are unique to our business sector
 The NexLevel proposal was tailored to our requests as opposed to the other
consultants who appeared to fit their standard proposal to suit our needs
ACTION TAKEN: On a motion by Mr. Allion, seconded by Mr. Rubio, the Board
approved a contract with NexLevel Information Technology for the development
of an Information Technology Strategic Plan in the amount of $45,540. [Yes: De
La Rosa, Fischer, Stefani, Phillips, Allion, Le, Downey, Pendergrass, Rubio]
[Absent: Grier]
B. RECYCLED WATER COMMITTEE – MARCH 19, 2015
The following are Information Only Items – No Board Action is needed
Agenda Item 1 – RWC Approval of February 12, 2015 RWC Minutes
The RWC approved the February 12, 2015 RWC minutes as presented.
 Information only – no action needed.
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MRWPCA Regular Board Meeting
March 30, 2015
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Agenda Item 2 – Update on CPUC Water Proceedings (A.12-04-019), Monterey
Peninsula Regional Water Authority, and Technical Advisory Committee
Mr. Israel stated that the Minutes and Agenda for the MPRWA Board and TAC
meetings were provided to the RWC for review.
 Information only – no action needed.
Agenda Item 3 – Update on the Groundwater Replenishment (GWR) Project and
Urban Reclamation Projects
Mr. Sciuto stated that the draft EIR is being reviewed internally before it is released
to the public. Due to coordination issues, staff is anticipating releasing the draft EIR
in mid-April.
Mr. Sciuto reported that staff has been working on the externalities study and has
met twice with the consultant, HDR, who will be looking at the economics of the
project, carbon footprint and social and environmental impacts.
Mr. Sciuto stated that last Friday, the MRWPCA/MCWD negotiation committee met
for the third time and will continue to meet.
With regards to GWR reimbursement, Mr. Sciuto reported that the Agency received
a check from MPWMD in the amount of $934,695.
Mr. Sciuto reviewed the GWR Project Phasing chart and briefly reviewed the items
that are in the critical path such as the EIR and definitive agreements.
 Information only – no action needed.
Agenda Item 4 – Update on Equipment Purchase for the Advanced Water
Treatment Demonstration Facility
Mr. Sciuto stated that this item would be considered by the Board under Item 11- A.
 Information only – no action needed.
The following are RWC Action Items – Board Action is required
Agenda Item 5 – Consider Extending Water Utilization Agreement with City of
Salinas and MCWRA
Mr. Israel stated that last year the Board approved the water utilization agreement
with the City of Salinas and MCWRA from July 1, 2014 through October 31, 2014.
He explained that the agreement allowed for the continued diversion of Salinas
Produce Wash Water to the Regional Treatment Plant (RTP) for subsequent use for
irrigating crops in the CSIP area. An extension of this agreement was made in
October 2014, to allow the City of Salinas to divert flows for up to 6 weeks at the
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MRWPCA Regular Board Meeting
March 30, 2015
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same rate for construction related diversion of the new Produce Wash Water
Pipeline.
Mr. Israel stated that because there is no river water available for the growers this
year, the produce wash water becomes an additional water supply that will be
recycled for irrigation purposes. He noted that Agency staff has been working with
City of Salinas staff on developing a long-term agreement for utilization of the
Produce Wash Water per the language in the MOU. Until then, the interruptible rate
cost to treat the Produce Wash Water will remain $179/AF and the City of Salinas
will continue to pay this fee. The anticipated date for delivery of the Produce Wash
Water to the Salinas Pump station is April 1, 2015.
In response to Mr. Fischer’s question, Mr. Israel stated that the interruptible rate is
based on the incremental cost of bringing that water in. He added that because it is
supplemental and interruptible water it would not follow the same criteria as regular
sewage.
Public Comments:
Gary Petersen, City of Salinas, stated that this extension agreement will be
considered for approval by the Salinas City Council on April 14. He noted that the
City of Salinas has yet to be approached by the MCWRA requesting this water,
which he stated was a little concerning. He noted that due to this water utilization
agreement, last year they were able to provide 800M gallons of water for irrigation in
the CSIP area that had not been previously available.
In response to Mr. Allion’s question, Mr. Petersen stated that he is unsure that they
have seen a change in the wash water but agreed that they do know more about
this water than before. He stated that if there are any specific issues with this water
going through primary and secondary it is with phosphates. At least once during
each shift, the produce companies hose everything down and clean due to food
safety. He noted that they have seen an increase in winter processing in the
processing plants, which previously used to be done in the fields in Arizona.
ACTION TAKEN: On a motion by Mr. Fischer, seconded by Mr. Rubio, the Board
approved an extension of the Produce Wash Water Utilization Agreement through
June 30, 2015. [Yes: De La Rosa, Fischer, Stefani, Phillips, Allion, Pendergrass,
Rubio] [No: Downey] [Absent: Grier]
Agenda Item 6 – Consider Cost Sharing Agreement with City of Salinas for Salinas
Source Water Industrial Wastewater Diversion Project
Mr. McCullough stated that for the past 6 months, the City of Salinas and Agency
staff have been working together on the design of a permanent shunt for the
Agriculture Wash Water. He explained that due to the construction of the new Ag
Wash Water Pipeline by the City of Salinas, the existing MRWPCA emergency
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MRWPCA Regular Board Meeting
March 30, 2015
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sewer bypass will not function as planned unless the bypass is connected to the
new ag wash water pipeline.
Mr. McCullough stated that the City of Salinas is willing to share in the costs
associated with the design and construction of the shunt with the Agency. He noted
that MRWPCA will be the lead agency in regards to the construction activity for the
emergency sewer bypass and the permanent shunt for the Agriculture Wash Water.
Mr. McCullough stated that the City of Salinas share of cost is anticipated to be
$970,073.56 while the MRWPCA share will be $407,073.56. He noted that the City
of Salinas City Council approved the cost sharing agreement at their meeting on
March 17.
Mr. Phillips asked staff to explain what a permanent shunt was. Mr. McCullough
explained that a series of pipes will be built that will have a flow meter to measure
how much water they are diverting. There will also be a drop structure so when the
water comes into the facility it is not turbulent in nature. Currently, when the ag
wash water enters the system it causes turbulence in the sewage and releases
corrosive levels of hydrogen sulfide gas. Staff is trying to alleviate this situation for
the health and safety of the staff as well as the long term sustainability of the sewer
system. He noted that it is a very well designed shunt and staff hopes to have it
installed by the end of the summer.
ACTION TAKEN: On a motion by Mr. Rubio, seconded by Mr. Phillips, the Board
approved the sharing of costs between the MRWPCA and the City of Salinas for
the construction of the wastewater diversion system for a total cost of
$407,073.56 [Yes: De La Rosa, Fischer, Stefani, Phillips, Allion, Le, Downey,
Pendergrass, Rubio] [Absent: Grier]
Agenda Item 7 – Consider Awarding of Contract for Salinas Source Water Industrial
Wastewater Diversion Project Construction
Ms. Gonzalez explained that the Salinas Source Water Industrial Wastewater
Diversion Project will facilitate the long-term diversion of agricultural industrial wash
water from the City of Salinas Industrial Wastewater Pipeline into the Salinas Pump
Station. Over the past several years the Agency has received up to 4 million gallons
per day of industrial wastewater on an interruptible basis through a temporary shunt.
The temporary shunt was created by plugging the Industrial Wastewater Pipeline
which runs directly adjacent to the Agency’s Pump Station facility and allowing the
water to back up and overflow into our system. Due to the City of Salinas upsizing
and replacing the existing 30” wastewater pipeline with a 42” pipeline that direct
connection will no longer exist. This project will result in the installation of sluice
gates and pipelines which will allow agricultural industrial wastewater to be diverted
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MRWPCA Regular Board Meeting
March 30, 2015
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to the Salinas Pump Station as agreed to by both the Agency and the City of
Salinas.
Ms. Gonzalez stated that the City of Salinas and the Agency will share the costs
equally for the design of the Industrial Wastewater connection while the emergency
bypass design would be funded by the Agency. The City of Salinas will be
responsible for 100% of the Agricultural Industrial Wash Water construction costs
and the Agency will be responsible for 100% of the Emergency Bypass construction
costs.
Ms. Gonzalez stated that the project was widely advertised and four bids were
received on February 24, 2015. The lowest bid received was from Monterey
Peninsula Engineering in the amount of $1,165,000, which was slightly higher than
the Engineers estimate of $1,034,825. With the cost sharing agreement in place,
the City of Salinas will reimburse the Agency approximately $864,000 for the
construction portion of the project. After reimbursements, the Agency’s share of the
construction project will be $301,000.
ACTION TAKEN: On a motion by Mr. Phillips, seconded by Mr. Allion, the Board
approved a contract with Monterey Peninsula Engineering for the Salinas Source
Water Industrial Wastewater Diversion Project in the amount of $1,165,000. [Yes:
De La Rosa, Fischer, Stefani, Phillips, Allion, Le, Downey, Pendergrass, Rubio]
[Absent: Grier]
Agenda Item 8 – Consider Extending the Deadline for the Completion of the MOU
Definitive Agreement
Mr. Israel stated that the MOU regarding Source Waters and Water Recycling was
signed by MRWPCA, MCWRA, City of Salinas, MCWD and MPWMD in October of
2014. The MOU did not include any language for extending it and would expire if
the Definitive Agreement had not been executed by March 31, 2015.
Mr. Israel stated that progress is being made in the various agreements as written in
the MOU. Staff is requesting that the deadline be extended until June 30, 2015 to
allow time to finalize the various parts. Mr. Israel noted that the other four parties
are also asking their respective entities to approve extending the deadline to June
30, 2015.
Public Comments:
Gary Petersen, City of Salinas, stated that this is a really complex process and
some of the water rights are tied to the environmental document that we have
coming forward which is also linked to this. He stated that the most important
accomplishments being made, or the most visible, are the structures that the Board
just approved. The structures are essential to the opportunity to recycle the water
and do it permanently. He added that with five parties, there are a lot of things
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MRWPCA Regular Board Meeting
March 30, 2015
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moving in different directions and not all of them are visible. He agreed that the
water rights are going to be a substantial issue but noted that all of the parties are
coming together. He stated that the City of Salinas City Council will be considering
this item for approval at their April 14 meeting.
ACTION TAKEN: On a motion by Mr. Rubio, seconded by Mr. Pendergrass, the
Board approved extending the definitive agreement completion deadline to June
30, 2015 and directed Chair De La Rosa to sign the Amendment 1 to
Memorandum of Understanding Regarding Source Waters and Water Recycling.
[Yes: De La Rosa, Fischer, Stefani, Phillips, Allion, Le, Downey, Pendergrass,
Rubio] [Absent: Grier]
Agenda Item 9 – Consider Increase to Bahman Sheikh’s Existing GWR Contract
Mr. Holden stated that Nellor Environmental Associates, Inc. (Nellor) has been
working as a sub consultant to Bahman Sheikh. Nellor is particularly knowledgeable
about marine discharge and regulatory requirements, which has been very helpful
with the CEQA process. He noted that the scope of work for Nellor was anticipated
when the GWR budget was approved in January and more than $41,500 was
shown within various line items of that budget for Nellor.
Mr. Holden explained that the cost estimate for Nellor is as follows:
210 Hours @ $190/hr = $39,900
Other Direct Costs = $1,600
Total Increase in Contract = $41,500
Staff is requesting that Bahman Sheikh’s contract be increased by $41,500 to cover
the Nellor expenses.
ACTION TAKEN: On a motion by Mr. Phillips, seconded by Ms. Downey, the
Board approved an increase in Bahman Sheikh’s GWR contract by a not to
exceed amount of $41,500 with a corresponding increase in the scope of work.
[Yes: De La Rosa, Fischer, Stefani, Phillips, Allion, Le, Downey, Pendergrass,
Rubio] [Absent: Grier]
11. ADDITIONAL ACTION ITEMS
A. Consider Approval of Contracts for Advanced Water Treatment Equipment
for the Demonstration Facility
Mr. McCullough stated that at the February 23, 2015 Board meeting, the Board
approved $400,000 for the purchase of advanced water treatment equipment for
the demonstration facility. The MPWMD agreed to pay $300,000 and the
MRWPCA would pay $100,000 to purchase the equipment.
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MRWPCA Regular Board Meeting
March 30, 2015
Page 11
MRWPCA staff worked with consultants to develop appropriate specifications for
the equipment. The specifications were sent out to responsible vendors during
the first two weeks in March. Staff and consultants reviewed the quotes for four
separate process packages including Ozone, Membrane Filtration, Reverse
Osmosis, and Advanced Oxidation Process. Mr. McCullough stated that based
on a thorough evaluation by the review team, the contracts that are
recommended to the Board for approval are as follows:
Company
H2O Engineering
Wigen
Trojan
Process
Ozone
Membrane Filtration/Reverse
Osmosis
Advanced Oxidation Process
Cost
$92,269
$251,369
$47,957
ACTION TAKEN: On a motion by Mr. Pendergrass, seconded by Mr. Fischer, the
Board approved contracts with H20 Engineering, Wigen and Trojan for the total
amount of $391,595 for advanced water treatment equipment to be used at the
Pure Water Monterey Water Purification Demonstration Facility. [Yes: De La
Rosa, Fischer, Stefani, Phillips, Allion, Le, Downey, Pendergrass, Rubio] [Absent:
Grier]
B. Consider Board Chair De La Rosa’s request to start the Board meetings at
6:00 pm
Ms. De La Rosa stated that this item was presented to the Board for their
consideration and approval. She asked if any Board Members had conflicts with
permanently changing the start time of the Board meetings from 6:30 pm to 6:00
pm.
Ms. Downey stated that she would support starting the Board meetings at 6:00
pm if the Board agreed to consider changing the Board meeting dates when it
conflicted with the Panetta Series. She stated that this year the Board meeting
dates did not conflict with the Panetta Series but wanted to keep that caveat in
case they conflicted in the future.
Mr. Wellington stated that the item before the Board has to do with starting the
Board meeting at 6:00 pm instead of 6:30 pm and no other items should be
considered.
After further discussion from the Board, it was the consensus of the Board that
the meetings start at 6:00 pm instead of 6:30 pm.
ACTION TAKEN: On a motion by Mr. Allion, seconded by Mr. Phillips, the Board
approved changing the Board meeting start time from 6:30 pm to 6:00 pm. [Yes:
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MRWPCA Regular Board Meeting
March 30, 2015
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De La Rosa, Fischer, Stefani, Phillips, Allion, Le, Downey, Pendergrass, Rubio]
[Absent: Grier]
12. INFORMATIONAL ITEMS
A. Reclamation Project Status Summary
Mr. Israel stated that the report has been updated.
B. Strategic Planning Goals and Objectives
 Semi-Annual Review of Internal Board/Staff Tactical Goals
Mr. Israel provided the Board with a review of the following Internal Board/Staff
Tactical Goals:
 Work well together as a Regional Board
 Maintain productive relations with other local water and wastewater
agencies
 Evaluate and keep productive relations with regional stakeholder groups
 Maintain a highly capable and proven management team
 Continue to be financially sound
 Produce and publish a comprehensive annual report
Mr. Israel stated that the Board would be meeting on April 24 for the Strategic
Planning Workshop. He asked the Board to provide any additional input regarding
the goals to the Board Chair and workshop Facilitator to ensure that they have a
productive workshop.
C. Operational Report
Mr. Sciuto stated that the report has been updated.
13. STAFF REPORTS
A. General Manager/Director of O&M/Deputy GM/Legal Counsel
Mr. Israel referenced the article that was provided to the Board titled “Apple Campus
2: Massive recycled water project approved” which details the recycled water project
that Apple will be constructing.
14. BOARD MEMBER COMMENTS/REPORTS (none)
[Chair De La Rosa adjourned Open Session and commenced Closed Session at 7:38
pm.
15. RECESS TO CLOSED SESSION
A. Public Employee Appointment
Pursuant to Government Code 54957