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Home My WebLink AboutAgenda 07-25-2023CITY OF SAN BERNARDINO MUNICIPAL WATER DEPARTMENT AGENDA REGULAR MEETING WATER BOARD Tuesday, July 25, 2023 – 9:30 a.m. MARGARET H. CHANDLER WATER RECLAMATION PLANT 399 CHANDLER PLACE San Bernardino, California WATER BOARD TONI CALLICOTT President Commissioners WAYNE HENDRIX, P.E. DAVID E. MLYNARSKI RIKKE V. JOHNSON THOMAS BRICKLEY MIGUEL J. GUERRERO, P.E. General Manager ROBIN L. OHAMA Deputy General Manager STEVE R. MILLER Director of Water Utility KEVIN T. STEWART, P.E. Director of Water Reclamation CYNTHIA J. MOUSER Director of Finance JENNIFER L. SHEPARDSON Director of Environmental & Regulatory Compliance “Trusted, Quality Service since 1905” Welcome to a meeting of the Water Board of the City of San Bernardino •The City of San Bernardino Municipal Water Department recognizes its obligation to provide equal access to those individuals with disabilities. Please contact the General Manager’s Office (909-384-5191) two working days prior to the meeting for any requests for reasonable accommodation, to include interpreters. •All documents for public review are on file with the Water Department located at 1350 South “E” Street, San Bernardino or may be accessed online at https://www.sbmwd.org/agendacenter •Please turn off or mute your cell phone while the meeting is in session. •Any member of the public desiring to speak to the Water Board concerning any matter not on the agenda, but which is within the subject matter jurisdiction of the Water Board, may address the body during the period reserved for public comments. Said total period for public comments shall not exceed forty-five (45) minutes unless such time limit is extended by the Water Board. A three- minute limitation shall apply to each member of the public unless such time limit is extended by the Water Board. No member of the public shall be permitted to “share” his/her three minutes with any other member of the public. •The Water Board may refer any item raised by the public to staff for appropriate action or have the item placed on the next agenda of the Water Board. However, no other action shall be taken nor discussion held by the Water Board on any item which does not appear on the agenda unless the action is otherwise authorized in accordance with the provisions of subdivision (b) of Section 54954.2 of the Government Code. •Public comments will not be received on any item on the agenda when a public hearing has been conducted and closed. Regular Meeting Agenda July 25, 2023 City of San Bernardino Water Board Page 2 THE SAN BERNARDINO MUNICIPAL WATER DEPARTMENT ENCOURAGES THE PUBLIC TO VIEW THIS WATER BOARD MEETING ONLINE. THE MEETING WILL BE LIVE STREAMED VIA YOUTUBE AT: https://bit.ly/YouTubeSBWater MEMBERS OF THE PUBLIC WHO WISH TO COMMENT ON MATTERS BEFORE THE WATER BOARD MAY PARTICIPATE IN THE FOLLOWING WAYS: 1. IF ATTENDING IN PERSON, MAY PROVIDE COMMENT AT THE APPROPRIATE TIME DICTATED BY THE AGENDA AND WATER BOARD PRESIDENT. 2.COMMENTS AND CONTACT INFORMATION MAY BE E- MAILED TO Comments@sbmwd.org BY 8:30 A.M. THE DAY OF THE SCHEDULED MEETING TO BE READ ALOUD AND INCLUDED IN THE WRITTEN RECORD. 3.CALLING 909-453-6340, LEAVING A RECORDED MESSAGE BY 8:30 A.M. THE DAY OF THE SCHEDULED MEETING, NOT TO EXCEED THREE (3) MINUTES, WHICH WILL THEN BE PLAYED DURING THE PUBLIC COMMENT SECTION OF THE AGENDA. CALL TO ORDER ROLL CALL 1.ANNOUNCEMENTS BY MEMBERS OF THE WATER BOARD 2. PUBLIC COMMENTS ON ITEMS NOT ON THE AGENDA: A three-minute limitation shall apply to each member of the public who wishes to address the Water Board of any item not listed on the agenda. There is no limit on the number of items that may be discussed within the three-minute time limit. To be called by the Water Board President, please see special public comments instructions above. 3.PUBLIC COMMENTS ON ITEMS LISTED ON THE AGENDA: A three-minute limitation shall apply to each member of the public who wishes to address the Water Board of any item listed on the agenda, excluding public hearings. There is no limit on the number of items that may be discussed within the three-minute time limit. To be called by the Water Board President, please see special public comment instructions above. Regular Meeting Agenda July 25, 2023 City of San Bernardino Water Board Page 3 4.CONSENT CALENDAR MOTION: That the motions indicated by consent calendar items 4A through 4D be adopted, except for . MOTION: SECONDED: A. PAYROLL MOTION: Approve the payroll for the pay period beginning July 17, 2023 through July 30, 2023. B.CONTRACTS AND BILLS MOTION: Approve the payment of contracts and bills to be presented at this meeting. C.MINUTES MOTION: Approve the minutes of July 11, 2023, of the Water Board. D.NEW JOB DESCRIPTION FOR RISK MANAGEMENT ANALYST: A new class of Risk Management Analyst is being established at Range 254 for the Environmental and Regulatory Compliance Division. This new classification is a specialized single incumbent class that will plan, coordinate, and administer the Department’s liability and property insurance programs and will be responsible for performing professional level duties involving all liability related and property claims. The new Risk Management Analyst position is included in the 2023/2024 fiscal year budget. MOTION: Approve the new job description for Risk Management Analyst (51850), Section 1060, Mid-Management unit, FLSA Exempt, Range 254 ($42.8401/hour to $54.6760/hour) as submitted. DISCUSSION ITEMS 5.DEMAND MANAGEMENT INCENTIVE PROGRAM CHECK PRESENTATION: San Bernardino Valley Municipal Water District (Valley District) will be presenting a check in the amount of $267,360.07 for the Water Department’s participation in Valley District’s Demand Management Incentive Program. (PRESENTATION ONLY – NO BACK-UP) 6.PROPERTY INSURANCE RENEWAL – FISCAL YEAR (FY) 2023/2024: On July 31, 2023, the Department will need to renew its property insurance coverage for fiscal year 2023/24 covering approximately $464,645,659 in water, wastewater treatment, and sewer collection system real and personal property. Regular Meeting Agenda July 25, 2023 City of San Bernardino Water Board Page 4 The renewal carries an annual premium of $1,011,114, which is an increase in total costs of approximately 16.2% over fiscal year 2022/2023. Staff anticipated an increase in premiums over fiscal year 2022/2023 due to claim exposure, overall property coverage market conditions and an increase in insurable assets in the amount of $23,987,584. Staff budgeted adequately over fiscal year 2022/2023 to cover this 16.2% premium increase. Funds have been budgeted in fiscal year 2023/24 to cover $400,000,000 in property, and $25,000,000 in earthquake coverage. Water Department staff continues to work with Marsh Risk & Insurance Services (Marsh) to find the most appropriate insurance coverage strategy for Department property. Marsh requested coverage quotes from insurers based on the Department’s overall asset values and claim history. MOTION: Approve the annual property insurance including earthquake coverage renewal premium in the amount of $1,209,566 for fiscal year 2023/2024; and Authorize the General Manager to bind the renewal policies effective July 31, 2023. MOTION: SECONDED: 7.RATIFY EXTENSION NO. 3 TO CONTRACT NO. 1708 – CONTRACT FOR MAINTENANCE, BEAUTIFICATION, AND REPAIR ASSOCIATED WITH THE LANDSCAPING OF THE SBMWD PROPERTIES - Z & T VENTURES, INC., DBA SERVICE SCAPE: The Water Board entered into a two-year contract, Contract No. 1708, with Z&T Ventures, Inc., dba Service Scape (Service Scape), to Furnish Maintenance, Beautification, and Repair Services Associated with the Landscaping of the SBMWD Properties. This contract has a provision for three (3) additional one (1) year extensions. Extension No. 2 expired on June 1, 2023. Service Scape has agreed to extend the contract for one year and requested an increase of 5.0% to their annual cost. Staff conducted Consumer Price Index (CPI) research for the years subsequent to contract execution and as a result, recommends approval of Service Scape’s cost increase of $6,930.44 for the year. The total annual cost of the contract will now be $145,539.27. The funding source for this contract is the FY 2023/2024 Operations and Maintenance budget; the sites individually charge monthly maintenance to their operations and maintenance accounts. There are sufficient funds to cover the contract extension including the increase. MOTION: Ratify Extension No. 3 to Contract No. 1708 with Z&T Ventures, Inc., dba Service Scape, extending the contract from June 1, 2023 to June 1, 2024, with a cost increase of $6,930.44 for the year with all other terms and conditions remaining the same; and authorize the General Manager to execute the extension. MOTION: SECONDED: Regular Meeting Agenda July 25, 2023 City of San Bernardino Water Board Page 5 8. REPORTS: A. Report of the President B. Report of the Commissioners C. Report of the Directors D. Report of the General Manager 9. PUBLIC COMMENT ON CLOSED SESSION ITEMS: A three-minute limitation shall apply to each member of the public who wishes to address the Water Board. No member of the public shall be permitted to “share” his or her three minutes with any other member of the public. 10. CLOSED SESSION: Pursuant to Government Code Section(s): A. Conference with legal counsel – existing litigation – pursuant to Government Code Section 54956.9(a) and (d)(1): Claim #CSBY-10260, Vejar, Veronica. 11. ADJOURNMENT NOTE: The next regular meeting of the Water Board is scheduled for 9:30 a.m., August 8, 2023, at The Margaret H. Chandler Water Reclamation Plant, 399 Chandler Place, San Bernardino, CA 92408.