El Dorado County Water Agency MEETING AGENDA. El Dorado County Water Agency. Board of Directors

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1 El Dorado County Water Agency MEETING AGENDA El Dorado County Water Agency Board of Directors Brian Veerkamp, Chair, Board of Supervisors Michael Ranalli, First Vice Chair, Board of Supervisors Shiva Frentzen, Second Vice Chair, Board of Supervisors Dr. Dale Coco, El Dorado Irrigation District Duane Wallace, South Tahoe P.U.D. Kenneth V. Payne, P.E., Interim General Manager Julianne van Leeuwen, Temporary Water Agency Technician/Acting Clerk of the Board Wednesday, May 17, :00 a.m. El Dorado County Water Agency Mission Statement Ensure El Dorado County has adequate water for today and in the future. Agendas, Supplemental Materials and Minutes of the Board of Directors are availale on the internet at: The El Dorado County Water Agency is committed to ensuring that persons with disailities are provided the resources to participate in its pulic meetings. Please contact the Clerk of the Board if you require accommodation: 530/ or via If a writing that is a pulic record is distriuted less than 72 hours prior to an open meeting of this Board, a copy of the writing will e made availale for pulic inspection at the time the writing is distriuted to the Board at the address aove and on the wesite listed elow as soon as electronically availale. CALL TO ORDER and ROLL CALL PLEDGE OF ALLEGIANCE TO THE FLAG OPEN FORUM: Pulic comments during open forum are limited to three (3) minutes Business Drive, Suite B Shingle Springs, CA Office: (530) Fax: (530) edcwa@edcgov.us

2 EL DORADO COUNTY WATER AGENCY Page 2 of 3 May 17, 2017 BOARD OF DIRECTORS AGENDA ADOPTION OF AGENDA AND APPROVAL OF CONSENT CALENDAR At this time the Board will make any necessary additions, deletions, or corrections to the Agenda; determine matters to e added to or removed from the Consent Calendar; and with one motion adopt the Agenda and approve the Consent Calendar. CONSENT CALENDAR: Determination of matters to e added to or removed from the Consent Calendar and Board action on the Consent Calendar. 1. Approval of Minutes (Conformed Agenda) of the El Dorado County Water Agency ( EDCWA ) regular meeting, April 12, RECOMMENDED ACTION: Staff recommends the Board receive and file the Conformed Agenda for April Approval of Minutes (Conformed Agenda) of the El Dorado County Water Agency ( EDCWA ) special meeting, May 8, RECOMMENDED ACTION: Staff recommends the Board receive and file the Conformed Agenda for May 8, Interim Warrant Register RECOMMENDED ACTION: Staff recommends the Board receive and file the Interim Warrant Register for April to Actual Report RECOMMENDED ACTION: Staff recommends the Board receive and file the to Actual report for the period through April 30, END CONSENT CALENDAR CLOSED SESSION Closed Session Conference with Legal Counsel Anticipated Litigation ased on existing facts and circumstances the Board of Directors of the El Dorado County Water Agency is deciding whether to initiate litigation. Government Code Section (d)(4). (Downey Brand and Fred Schaefer). (2 potential cases) DISCUSSION CALENDAR: 5. Cost-share Program Grant Requests for Fiscal Year 2017/18 On March 1, 2017, Water Agency staff solicited cost-share grant requests from West Slope and Tahoe Basin purveyors pursuant to Expenditure Priority Policy B-1003 (Policy B-1003). Staff has evaluated the purveyor requests for Policy B-1003 compliance and requests the Board consider approval of staff s recommendations related to project certification and costshare funding levels for purveyor projects. RECOMMENDED ACTION: Staff recommends the Board: 1) review the proposed FY 2017/18 cost share grant purveyor projects for consistency with Expenditure Priority Policy B-1003 and advancement of Water Agency s goals; 2) certify the recommended project list; 3) confirm that if there is insufficient funds to advance all projects, those with a direct impact on water supply availaility and water quality will have a higher funding priority; and 4) approve recommended funding levels contingent on the adoption of the FY 17/18 recommended udget.

3 EL DORADO COUNTY WATER AGENCY Page 3 of 3 May 17, 2017 BOARD OF DIRECTORS AGENDA 6. Approval of Fiscal Year 2017/2018 (FY 2017/18) Recommended At the Water Agency s Board of Director s ( Board ) meeting on May 2, 2012, the Board adopted Resolution WA , which provides the timeframe and process for the approval of the Water Agency s annual udget in compliance with the Californian Government Code Sections through According to the resolution, the Board will review the udget at its May Board meeting and set the date for the pulic hearing for its next meeting. Attached for the Board s review and approval is the recommended udget for FY 2017/18. RECOMMENDED ACTION: Staff recommends the Board: (1) approve the FY 2017/18 recommended udget with any revisions, reductions, or increases the Board deems necessary, which will allow the Water Agency to continue its regular usiness until the final adoption of the udget; (2) set the pulic hearing for the FY 2017/2018 recommended udget for June 14, 2017 or set a Special Board Meeting Date; and (3) direct staff to pulish a pulic notice in a newspaper of general circulation at least ten days prior to the pulic hearing and make the recommended udget availale to the pulic. BOARD OF DIRECTOR S COMMUNICATIONS/DIRECTION TO STAFF GENERAL MANAGER S REPORT ADJOURN NEXT REGULAR SCHEDULED MEETING: June 14, 2017, 10:00 a.m., at the El Dorado County Water Agency, 4110 Business Drive, Suite B, Shingle Springs, California.

4 El Dorado County Water Agency C O N F O R M E D A G E N D A El Dorado County Water Agency Board of Directors Brian Veerkamp, Chair, Board of Supervisors Michael Ranalli, First Vice Chair, Board of Supervisors Shiva Frentzen, Second Vice Chair, Board of Supervisors Dr. Dale Coco, El Dorado Irrigation District Duane Wallace, South Tahoe P.U.D. Kenneth V. Payne, P.E., Interim General Manager Julianne van Leeuwen, Temporary Water Agency Technician/Acting Clerk of the Board Wednesday, April 12, :01 a.m. El Dorado County Water Agency Mission Statement Ensure El Dorado County has adequate water for today and in the future. Agendas, Supplemental Materials and Minutes of the Board of Directors are availale on the internet at: The El Dorado County Water Agency is committed to ensuring that persons with disailities are provided the resources to participate in its pulic meetings. Please contact the Clerk of the Board if you require accommodation: 530/ or via julianne.vanleeuwen@edcgov.us If a writing that is a pulic record is distriuted less than 72 hours prior to an open meeting of this Board, a copy of the writing will e made availale for pulic inspection at the time the writing is distriuted to the Board at the address aove and on the wesite listed elow as soon as electronically availale. 10:01 a.m. MEETING CALLED TO ORDER Present: Director Coco, Director Frentzen, Director Ranalli, Director Veerkamp, Director Wallace PLEDGE OF ALLEGIANCE TO THE FLAG 4110 Business Drive, Suite B Shingle Springs, CA Office: (530) Fax: (530) edcwa@edcgov.us 1

5 EL DORADO COUNTY WATER AGENCY Page 2 of 4 April 12, 2017 BOARD OF DIRECTORS CONFORMED AGENDA OPEN FORUM: Pulic comments during open forum are limited to three (3) minutes. Pulic Comment: Douglas Updike, Grizzly Flats Community Services District ADOPTION OF AGENDA AND APPROVAL OF CONSENT CALENDAR At this time the Board will make any necessary additions, deletions, or corrections to the Agenda; determine matters to e added to or removed from the Consent Calendar; and with one motion adopt the Agenda and approve the Consent Calendar. BOARD ACTION: The Board adopted the Agenda and approved the Consent Calendar. Ayes: Coco, Ranalli, Frentzen, Veerkamp, Wallace Noes: None Asent: None CONSENT CALENDAR: Determination of matters to e added to or removed from the Consent Calendar and Board action on the Consent Calendar. 1. Approval of Minutes (Conformed Agenda) of the El Dorado County Water Agency ( EDCWA ) regular meeting, March 8, RECOMMENDED ACTION: Staff recommends the Board receive and file the Conformed Agenda for March Interim Warrant Register RECOMMENDED ACTION: Staff recommends the Board receive and file the Interim Warrant Register for March to Actual Report RECOMMENDED ACTION: Staff recommends the Board receive and file the to Actual report for the period through March 31, Water Forum Funding Agreement Fiscal Years , and RECOMMENDED ACTION: Staff recommends the Board: 1) find that entering into the Water Forum funding agreement for the next three fiscal years supports the Water Agency in carrying out its mission, and 2) authorize execution of the Water Forum funding agreement for FY , and Review and Adoption of Revised Strategic Plan for El Dorado County Water Agency RECOMMENDED ACTION: Staff recommends the Board review and adopt, in such final form as it approves, the revised Strategic Plan for the Water Agency. END CONSENT CALENDAR PRESENTATION Avis Jolly, Executive Director, El Dorado County Ag in the Classroom gave a presentation on the organization s programs that provide preschool thru 5 th grade El Dorado County youth various hands-on educational opportunities to understand and appreciate the importance and all-encompassing role of agriculture in our daily lives in the context of local farms, ranches, forests AND watersheds. 2

6 EL DORADO COUNTY WATER AGENCY Page 3 of 4 April 12, 2017 BOARD OF DIRECTORS CONFORMED AGENDA DISCUSSION CALENDAR: 6. Update on the GSA Formation Notice to the California Department of Water Resources for the portion of the Tahoe Valley South Groundwater Basin covered y the 2016 GSA Formation Notice y the South Tahoe Pulic Utility District On Septemer 8, 2016, the El Dorado County Water Agency (Agency) Board of Directors adopted the Memorandum of Understanding etween the South Tahoe Pulic Utility District (District) and the El Dorado County Water Agency for the Tahoe Valley South (TVS) Groundwater Basin. The District has een recognized as the exclusive GSA for the portion of the TVS Basin within its jurisdiction. Through the adopted MOU, the District sumitted a groundwater sustainaility agency formation notice ( GSA Formation Notice ) to DWR on Septemer 16, 2016 for the portion of the TVS Basin outside of its jurisdiction ( 2016 GSA Formation Notice ) to cooperatively manage and coordinate implementation and enforcement of SGMA in this portion of the Basin. BOARD ACTION: The Board received the update on the GSA Formation Notice to the California Department of Water Resources for the portion of the Tahoe Valley South Groundwater Basin covered y the 2016 GSA Formation Notice y the South Tahoe Pulic Utility District. 7. Federal WaterSMART Water Marketing Strategy Grant The Bureau of Reclamation has announced a grant opportunity that aligns with current and planned activities for the El Dorado County Water Agency (Agency) and other regional partners. Staff elieves this is a very timely opportunity to leverage existing activities already udgeted and planned y the Agency, and provides up to a 50% cost-share y the U.S. Bureau of Reclamation should the application e successful. BOARD ACTION: The Board: 1) Made the finding that Participation in the Regional Application in the WaterSMART Program supports the Agency in carrying out its mission; and 2) Authorized the Interim General Manager to Develop and Sumit the WaterSMART Grant Application with the Participating Regional Water Agencies. Ayes: Ranalli, Frentzen, Coco Veerkamp, Wallace Noes: None Asent: None 8. Presentation to Board of Directors Regarding the Organizational Structure for the El Dorado County Water Agency The El Dorado County Water Agency (EDCWA) was created in in 1959 with the mission to ensure that El Dorado County has adequate water for today and in the future. Recently, the Agency was validated as a separate entity from El Dorado County, and must operate independently, including managing its own resources and its employees. This presentation seeks to solicit input from the Board of Directors to (1) Review the current organizational structure; (2) Review organizational options to meet potential workload needs; and (3) Discuss potential next steps in moving forward. BOARD ACTION: The Board reviewed, provided input and direction to staff regarding: 1) current organizational structure; 2) organizational options to meet potential workload needs; and 3) potential steps in moving forward. 3

7 EL DORADO COUNTY WATER AGENCY Page 4 of 4 April 12, 2017 BOARD OF DIRECTORS CONFORMED AGENDA BOARD OF DIRECTOR S COMMUNICATIONS/DIRECTION TO STAFF: None GENERAL MANAGER S REPORT: Interim General Manager Ken Payne reported on the following matters: 1) On April 25, Georgetown Divide Pulic Utility District will e hosting the Auurn Lake Trails Water Treatment Plant Ground Breaking Ceremony; 2) The Water Storage Improvement Program for the State of California is now accepting applications; 3) The Agency is currently involved in a study for Alder Creek with Reclamation; 4) We have upcoming meetings with oth the Water Forum Caucus and the Regional Water Authority Board; they have asked us to give them overviews of the El Dorado County Water Agency and we have reached out to EID to see if we can do this together. 11:37 a.m. NEXT REGULAR SCHEDULED MEETING: May 17, 2017, 10:00 a.m., at the El Dorado County Water Agency, 4110 Business Drive, Suite B, Shingle Springs, California. 4

8 El Dorado County Water Agency SPECIAL MEETING C O N F O R M E D A G E N D A* El Dorado County Water Agency Board of Directors Brian Veerkamp, Chair, Board of Supervisors Michael Ranalli, First Vice Chair, Board of Supervisors Shiva Frentzen, Second Vice Chair, Board of Supervisors Dr. Dale Coco, El Dorado Irrigation District Duane Wallace, South Tahoe P.U.D. Kenneth V. Payne, P.E., Interim General Manager Julianne van Leeuwen, Temporary Water Agency Technician/Acting Clerk of the Board Monday, May 8, :02 a.m. El Dorado County Water Agency Board Room and South Tahoe Pulic Utility District Mission Statement Ensure El Dorado County has adequate water for today and in the future. Agendas, Supplemental Materials and Minutes of the Board of Directors are availale on the internet at: The El Dorado County Water Agency is committed to ensuring that persons with disailities are provided the resources to participate in its pulic meetings. Please contact the Clerk of the Board if you require accommodation: 530/ or via julianne.vanleeuwen@edcgov.us or Melonie Guttry, Executive Services Manager, South Tahoe Pulic utility district: 530/ or via mguttry@stpud.dst.ca.us If a writing that is a pulic record is distriuted less than 72 hours prior to an open meeting of this Board, a copy of the writing will e made availale for pulic inspection at the time the writing is distriuted to the Board at the address aove and on the wesite listed elow as soon as electronically availale. Director Wallace or his alternate Director Sheehan will participate via teleconference at South Tahoe Pulic Utility District, Conference Room 1, 1275 Meadow Crest Drive, South Lake Tahoe, California, 9615; this location is accessile to the pulic. *Per Government Code Section no other usiness than is descried in the Call, Notice and Agenda for this Special Meeting shall e considered y the Board of Directors Business Drive, Suite B Shingle Springs, CA Office: (530) Fax: (530) edcwa@edcgov.us 5

9 EL DORADO COUNTY WATER AGENCY Page 2 of 2 May 8, 2017 BOARD OF DIRECTORS CONFORMED AGENDA SPECIAL MEETING 9:02 a.m. MEETING CALLED TO ORDER Present: Director Ranalli, Director Veerkamp, Director Wallace (Director Wallace participated via teleconference from South Tahoe Pulic Utility District, Conference Room 1, 1275 Meadow Crest Drive, South Lake Tahoe, California, 9615; this location was accessile to the pulic.) Asent: Director Coco, Director Frentzen PLEDGE OF ALLEGIANCE TO THE FLAG OPEN FORUM: Pulic comments during open forum are limited to three (3) minutes. ADOPTION OF AGENDA At this time the Board will make any necessary additions, deletions, or corrections to the Agenda; and with one motion adopt the Agenda. BOARD ACTION: The Board adopted the Agenda. Ayes: Ranalli, Wallace, Veerkamp Noes: None Asent: Coco, Frentzen DISCUSSION CALENDAR: 1. Resolution authorizing an application for funding assistance through Reclamation s WaterSMART Grant Program At the Board of Directors regular meeting on April 12, 2017 it made findings supporting the Water Agency s participation in Reclamation s WaterSMART Grant Program and authorized the Interim General Manager to sumit an application. Reclamation requires a resolution of the Board of Directors confirming or ratifying the prior action including specific language demonstrating the financial capaility of the Water Agency to perform its financial oligations of participation when required. BOARD ACTION: The Board considered and approved adoption of Resolution No. WA authorizing an application for funding assistance through Reclamation s WaterSMART Grant Program. Ayes: Ranalli, Wallace, Veerkamp Noes: None Asent: Coco, Frentzen BOARD OF DIRECTOR S COMMUNICATIONS/DIRECTION TO STAFF: None. GENERAL MANAGER S REPORT: None. ADJOURN: 9:06 a.m. NEXT REGULAR SCHEDULED MEETING: May 17, 2017, 10:00 a.m. at the El Dorado County Water Agency, 4110 Business Drive, Suite B, Shingle Springs, California. 6

10 AGENDA REQUEST Regular Meeting, May 17, 2017 TO: FROM: Board of Directors Ken Payne, Interim General Manager Tami Scowcroft, Financial Analyst DATE: May 9, 2017 SUBJECT: Interim Warrant Register BACKGROUND/DISCUSSION: Attached is the April 2017 Interim Warrant Register for the Board s review. (Attached: April Interim Warrant Register) TDS RECOMMENDATION: Staff recommends the Board receive and file the Interim Warrant Register for April ACTION OF AGENCY ON: VOTE: Unanimous or Ayes: I herey certify that this is a true and correct copy of an action taken and entered into the minutes of the Board of Directors, El Dorado County Water Agency. Noes: Astentions: Asent: Date Attest: By Clerk of the Agency 7

11 El Dorado County Water Agency (Index Code #720000) Warrant Register (Based on Claim Vouchers Sumitted) April 1, 2017 through April 30, 2017 REQUEST CHECK SUB OBJECT AMOUNT DESCRIPTION (LIMIT 50 CHARACTERS) VENDOR NAME DATE DATE 4/27/ $ 10, EDCWA CABY Prop 84 Grant Proj 3 pmt 1 inv 2 South Yua River Citizens League 4/27/ $ 4, EDCWA CABY Prop 84 Grant Proj 3 pmt 1 inv 3 South Yua River Citizens League 4/27/ $ 8, EDCWA CABY Prop 84 Grant Proj 3 pmt 2 inv 5 South Yua River Citizens League 4/27/ $ 49, CABY Prop 84 Grant Proj 3 Inv 2 Pmt 1 El Dorado County 4/27/ $ 166, CABY Prop 84 Grant Proj 3 Inv 3 Pmt 1 El Dorado County 4/27/ $ 248, CABY Prop 84 Grant Proj 3 Inv 4 Pmt 2 El Dorado County 4/27/ $ 590, CABY Prop 84 Grant Proj 3 Inv 5 Pmt 3 El Dorado County 0880 Total $ 1,077, St: Other CABY Prop 84 Grant 4/12/ $ Acct Inv to American Teleconferencing Services LTD 4/24/2017 4/12/ $ Acct Inv to American Teleconferencing Services LTD 4/24/ Total $ Telephone Company Vendor Payments 4/13/ $ ACCT ED53 Inv 55E to Discovery Enterprises, Inc. 4/24/2017 4/27/ $ ACCT ED53 Inv 55E to Discovery Enterprises, Inc Total $ Printing / Duplicating Svc - Commercial Vendor 4/12/ $ Acct Inv week ending MJT Enterprises, Inc. 4/24/2017 4/12/ $ Acct Inv week ending MJT Enterprises, Inc. 4/24/2017 4/12/ $ Acct Inv week ending MJT Enterprises, Inc. 4/24/2017 4/12/ $ Acct Inv week ending MJT Enterprises, Inc. 4/24/2017 4/13/ $ Mttr Inv Fe 2017 svcs Downey Brand, LLP 4/24/2017 4/13/ $ 1, Proj Inv TOA15 Fe 2017 svcs ECORP Consulting, Inc. 4/24/2017 4/13/ $ 6, Proj Inv Up Am Rvr Md Dev Fe 17 ECORP Consulting, Inc. 4/24/2017 4/13/ $ 6, Proj Inv Wtr Us Ef Stg Pln F 17 ECORP Consulting, Inc. 4/24/2017 4/13/ $ 1, EDCWA Inv 2257 TOA3 Mar 2017 svcs EN2 Resources, Inc. 4/24/2017 4/13/ $ 3, EDCWA Inv 05 TO1 Ag Wtr Mar 4 to Mar J. Crowley Group, Inc. 4/24/2017 4/13/ $ 6, EDCWA Inv 03 TO1 Demand Forcst Fe to Mar 31 J. Crowley Group, Inc. 4/24/2017 4/13/ $ 7, EDCWA Advocacy Mar 2017 Inv John S. Mills da Offices of John S. Mills 4/24/2017 4/13/ $ 7, PU Mttr 2936/001 Inv Jan 2017 svcs Renne Sloan Holtzman Sakai LLP 4/24/2017 4/13/ $ 1, PU Mttr 2936/001 Inv Fe 2017 svcs Renne Sloan Holtzman Sakai LLP 4/24/2017 4/13/ $ 4, EDCWA legal services Mar 2017 Frederic L. Schaefer 4/24/2017 4/13/ $ 13, EDC Wtr Agency Inv Fe 2017 svcs Municipal Consulting Group, LLP 5/1/2017 4/13/ $ 18, EDC Wtr Agency Inv Mar 2017 svcs Municipal Consulting Group, LLP 5/1/2017 4/27/ $ 5, EDC Water Agency Inv IMS pmt 1 of 3 Sierra Foothill Water Management 4/27/ $ 2, Proj 0819 EDCWAAG Inv Fe 17 svcs The Ferguson Group LLC 4/27/ $ 2, Proj 0819 EDCWAAG Inv Mar 17 svcs The Ferguson Group LLC 4/27/ $ 2, Proj 0819 EDCWAAG Inv Aprl 17 svcs The Ferguson Group LLC 4/27/ $ 2, Proj 0819 EDCWASupply Inv Fe 17 svcs The Ferguson Group LLC 4/27/ $ 2, Proj 0819 EDCWASupply Inv Mar 17 svcs The Ferguson Group LLC Printed 5/2/2017 9:09 AM April 2017 Page 1 of 2 8

12 4/27/ $ 2, Proj 0819 EDCWASupply Inv Aprl 17 svcs The Ferguson Group LLC 4/27/ $ 13, EDC Water Agency 1 of 3 Pmt 2017 IMS Prog James Brockmeyer da JVB Consulting 4/27/ $ 20, Prj Inv Mar 2017 svcs WtrUsEfPln ECORP Consulting, Inc Total $ 134, Professional and Specialized Services 4/13/ $ ACCT ED53 Inv 55E to Discovery Enterprises, Inc. 4/24/2017 4/27/ $ ACCT ED53 Inv 55E to Discovery Enterprises, Inc Total $ Rents and Leases - Equipment 4/12/ $ EDCWA Inv 6718 storage Aprl to June 2017 Mother Lode Van & Storage 4/24/2017 4/13/ $ 3, PU EDCWA 4110 Business Dr Lease May 17 Roert Deitz II 4/24/ Total $ 3, Rents and Leases - Building & Improvements Grand Total $ 1,216, Printed 5/2/2017 9:09 AM April 2017 Page 2 of 2 9

13 AGENDA REQUEST Regular Meeting, May 17, 2017 TO: FROM: Board of Directors Ken Payne, Interim General Manager Tami Scowcroft, Financial Analyst DATE: May 9, 2017 SUBJECT: to Actual Reports BACKGROUND/DISCUSSION: To present the Board of Directors an overview to the El Dorado County Water Agency s finances throughout the fiscal year, the attached to Actual Report is provided for Board information. The to Actual Report encompasses Agency expenditures; and are summarized in key categories to highlight where the Agency s expenses occur in relation to oth estimated udgets and to actual received revenues. The report also tracks the Board estalished reserve fund. (Attached: to Actual Report through April 30, 2017) TDS RECOMMENDATION: Staff recommends the Board receive and file the to Actual Report for the period through April 30, ACTION OF AGENCY ON: VOTE: Unanimous or Ayes: Noes: Astentions: Asent: Date Attest: By I herey certify that this is a true and correct copy of an action taken and entered into the minutes of the Board of Directors, El Dorado County Water Agency. Clerk of the Agency 10

14 Page 2 El Dorado County Water Agency Agenda May 9, 2017 to Actual Report Purpose of Cash Flow Reserves Since there are no provisions in the Water Agency Act that allow the Agency to orrow funds or estalish a line of credit to cover the lag etween the eginning of a fiscal year and receipt of property tax payments, the Board estalished a reserve fund (currently $1,750,000) to cover the shortfall created y the first nine months of expenditures and the receipt of the first (late Decemer) and second (late April) property tax payments. Explanation of Current and Projected Cash Balances As mentioned aove, the Agency egins each fiscal year with a $1,750,000 reserve to cover expenditures until the property tax payments are received. Without this reserve the Agency would operate in the red until the first property tax payment is received. If the first property tax payment is delayed, then the Agency will use additional funds from the cash flow reserve to cover its expenses. 11

15 ed Actual Transaction Balance Revenues* $ 2,231,184 $ 3,623,504 $ (1,392,320) Fund Balance Carry-over $ 3,824,967 $ 4,112,232 $ (287,265) Salaries and Benefits $ 750,368 $ 166,194 $ 584,174 Services and Supplies $ 212,395 $ 79,060 $ 133,335 Professional Services $ 3,339,515 $ 661,836 $ 2,677,679 Cost Shares and Contriutions to Non-County Government Entities $ 1,694,625 $ 35,715 $ 1,658,910 County Services $ 54,248 $ - $ 54,248 Fixed Assets $ 5,000 $ - $ 5,000 Total Revenue $ 6,056,151 $ 7,735,736 $ (1,679,585) Total Expenditures $ 6,056,151 $ 942,804 $ 5,113,347 Net of Revenues less Expenditures to Actual Report Revenues and Expenditures for the Period July 1, 2016 to April 30, 2017 $ - $ 6,792,932 $ (6,792,932) Reserved Fund Actual Reserve Balance Cash Flow Reserve $ 1,750,000 $ 942,804 $ 807,196 *Property taxes are typically received in two installements: late Decemer and late April. Note: Should you require more detailed information, please contact Tami Scowcroft at ext

16 11 AGENDA REQUEST Regular Meeting, May 17, 2017 TO: FROM: Board of Directors Kenneth V. Payne, Interim General Manager DATE: May 12, 2017 SUBJECT: Cost-share Program Grant Requests for Fiscal Year 2017/18 BACKGROUND/DISCUSSION: On March 1, 2017, Water Agency staff solicited cost-share grant requests from West Slope and Tahoe Basin purveyors pursuant to Expenditure Priority Policy B-1003 (Policy B-1003). Staff has evaluated the purveyor requests for Policy B-1003 compliance and requests the Board consider approval of staff s recommendations related to project certification and cost-share funding levels for purveyor projects. KVP/jvl (continued) RECOMMENDATION: Staff recommends the Board: 1) review the proposed FY 2017/18 cost share grant purveyor projects for consistency with Expenditure Priority Policy B-1003 and advancement of Water Agency s goals; 2) certify the recommended project list; 3) confirm that if there is insufficient funds to advance all projects, those with a direct impact on water supply availaility and water quality will have a higher funding priority; and 4) approve recommended funding levels contingent on the adoption of the FY 17/18 recommended udget. ACTION OF AGENCY ON: VOTE: Unanimous or Ayes: I herey certify that this is a true and correct copy of an action taken and entered into the minutes of the Board of Directors, El Dorado County Water Agency. Noes: Astentions: Asent: Date Attest: By Clerk of the Agency 13

17 El Dorado County Water Agency Agenda Item May 12, 2017 Cost-share Program FY 2017/18 Page 2 of 8 Purveyor Requests In response to the Water Agency s request for cost-share grant funding applications, El Dorado County water purveyors sumitted 20 projects totaling $2,534,055 with requested Water Agency funding of $765,043 and total purveyor match/in-kind contriutions of $1,769,723. The applications included only new funding requests. There were no extension requests for projects that were funded y the Water Agency in FY 2016/2017. Eligile project requests are summarized in the Recommended Certified Projects and Maximum Funding Levels El Dorado County Water Agency Cost Share Grant Program Fiscal Year 2017/18 tale at the end of this agenda item. The requests are for up to 50% of total project costs or 70% of total project costs for water rights related projects. The requests include a variety of project types. Water reliaility, fire and quality improvements Water supply master planning efforts Groundwater management projects Design/environmental documentation for water loss reduction projects, such as waterline replacements and ditch piping Technical studies and mapping improvements Design and inspections for tank projects Water Supply and Demand Update Staff Analysis Each purveyor sumitted excellent projects, most of which are strong candidates for funding. No sumittals were received from El Dorado Irrigation District. Staff reviewed each application for consistency of the 3 priority levels identified in Policy No. B-1003 to develop a list of recommended projects that est meet the ojectives of oth the Water Agency and the purveyors. There were several project requests that did not meet the criteria for funding ecause of the nature of the project. These included requests that are normally part of the operation and maintenance activities of an agency, and are prohiited from funding under the Program. Policy Considerations Policy B-1003, approved y the Board at its meeting on Novemer 14, 2012, provides the framework for the expenditure of Water Agency funds received from its allocation of ad valorem property tax revenues. It summarizes the Water Agency mission of providing for sufficient water for the lands and inhaitants of El Dorado County and acknowledges that these goals can e accomplished in some areas of the County 14

18 El Dorado County Water Agency Agenda Item May 12, 2017 Cost-share Program FY 2017/18 Page 3 of 8 through financial assistance to El Dorado County water purveyors and of projects in areas not served y any purveyor. The policy includes three expenditure priorities summarized as follows: First Priority Preserve, protect, support and defend existing water rights and supplies. Develop and otain new water rights and supplies. Second Priority Water Agency administrative operations related to the performance of the policy priorities. Third Priority Support of purveyor activities and non-purveyor areas including: surveys; water management plans; permit fees; technical studies; environmental/mitigation feasiility studies. Activities may include support of construction, operations and maintenance of works so long as Water Agency s ad valorem property tax revenues are not used for the actual construction of the works. For consistency with prior reviews, some project sumissions were excluded from funding due to non-compliance with the requirements of the Expenditure Priority Policy. Examples of such projects would e for pending projects that were not fully developed or operational activities and projects. Cost Share Funding Although udget recommendations have not een fully developed for FY 2017/18, preliminary estimates indicate that funding may e adequate for the eligile projects. At this time, staff is recommending the Board certify the list of projects compliant with Policy B-1003 for cost share funding. In addition to approving the projects eligile for funding, certification of the project list includes project priorities and the funding levels (percentages). As part of the udget process, staff will determine funding availaility for project cost sharing and return to the Board with project funding recommendations. If funding availaility is not adequate for all eligile projects, project funding will e prioritized, ased first on Policy B-1003 expenditure priority and second on purveyor priority. An update will e provided to the Board for the funded projects. In general, projects that have a direct impact on water supply availaility or water quality will e recommended for funding efore other projects. 15

19 El Dorado County Water Agency Agenda Item May 12, 2017 Cost-share Program FY 2017/18 Page 4 of 8 Staff is also recommending the certified list e used for project sustitutions, approved y the General Manager, throughout the year in the event purveyor priorities change. This is consistent with the Water Agency s cost-share policy and procedures and allows for timely response to developments during the coming fiscal year. Staff Recommendation The following tale summarizes all projects, including associated maximum funding levels, and is staff s recommendation for inclusion on the Certified Project List for $556,304, and an addition udget of $50,000 for unexpected projects that may e necessary and qualify for the Cost Share Program. The total Cost Share Program request is $606,304. As part of the FY 2017/18 recommended udget review, staff will include a short list of projects recommended for funding from the Certified Project List ased on funding availaility. Projects not recommended for funding, ut included on the Certified Project List approved y the Board may e eligile for sustitution as requested y a purveyor and approved y the Water Agency s General Manager. 16

20 El Dorado County Water Agency Agenda Item May 12, 2017 Cost-share Program FY 2017/18 Page 5 of 8 Recommended Certified Projects and Maximum Funding Levels El Dorado County Water Agency Cost Share Grant Program Fiscal Year 2017/18 Project Project Description Purveyor Priority Total Project Amount Cost Share Requested El Camino Elementary School Water Efficiency Project The Agency is seeking a pilot project to assess the effectiveness of water savings for water system rehailitation in small systems. The Agency is also seeking to use this venue to create an educational program that allows students to learn from the efficiency measures taking place in partnership with "Ag in the Classroom." 1 $ 265,424 $ 11,500 Sutotal El Camino Elementary School $ 265,424 $ 11,500 South Tahoe Pulic Utility District Booster Station Improvements, Phase I Groundwater Development Needs Assessment - Main Zone Groundwater Sustainaility Agency - Outreach Preliminary project development for improvements at the existing David Land and Keller Booster Stations. Project includes condition assessment, property surveys, and development of project alternatives Completion of study to ascertain the need for property acquisition in order to develop a future groundwater source, west of the Upper Truckee River Completion of online and doorto-door survey of small community water systems and domestic well owners. Includes the development of a District wepage to inform the pulic on groundwater conditions, drinking water wellhead protection areas, and projects and activities related to implementation of the ground water Management Plan. 1 80,000 $40, ,500 $26, ,650 30,825 17

21 El Dorado County Water Agency Agenda Item May 12, 2017 Cost-share Program FY 2017/18 Page 6 of 8 Project South "Y" PCE Plume Feasiility Study of Remedial Alternatives TVS Basin Hydrogeologic Mapping TVS Basin Monitoring Programming Services TVS Basin Groundwater Model Phase III Water Tank Replacement and Rehailitation, Phase I Well Destruction Program Project Description Completion of engineering feasiility study to optimize the treatment of tetrachloroethylene (Pce) contamination in the drinking water supply for the South Y area. Involves updating the Districts susurface information datasets to create revised structure contour maps of edrock surface underlying the aquifer, asin fill, aquifer maps and electronic versions of regional hydrogeological cross sections constructed across the Basin Project involves the development of data management tools for the entry, storage and analysis of groundwater elevation data for the groundwater management asin monitoring program Groundwater model of the Tahoe Valley South Basin was developed n This phase would program customize macros for data input/output files, training and assistance to maintain and use the developed hydrologic models, development, and review and final prep for Technical Report Development and plans and specifications for tank rehailitation and/or replacement for Keller, Heavenly, and Flagpole tanks. Includes site work, foundation, tank, piping, controls, tank mixers, coating, design, access road, slope protection and inspection services Planning, permitting and engineering design for the destruction of three inactive PWS wells- Al Tahoe #1, Tat Well #1, Country Clu well Purveyor Priority Total Project Amount Cost Share Requested 4 300,000 $150, ,700 19, ,600 6, ,480 30, ,000 90, ,600 8,300 18

22 El Dorado County Water Agency Agenda Item May 12, 2017 Cost-share Program FY 2017/18 Page 7 of 8 Project Project Description Purveyor Priority Total Project Amount Cost Share Requested Sutotal STPUD $802,530 $401,265 El Dorado Irrigation District Sutotal for EID $ 0 $ 0 Grizzly Flats Community Services District Standard Operating Procedure Development Utility Encroachment Permit Fees to DOT Operation and Maintenance Service Engineering Contract Reservoir Inspection Tank Inspection/ Cleaning Small Water System Annual Permit Fees Based on the resignation of Water Operators, the District is seeking to develop standard operating procedure for future operators can maintain operations when crosstraining is not an option To allow leak repairs within the distriution system, the EDC DOT requires renewal of the District s Utility Encroachment Permit. Based on the resignation of Water Operators, District plans to continue to contract for the use of licensed operators, as required to operate, through the services of a consultant. To prepare a Water System Evaluation, identifying critical projects and preparing them to go to id. HDPE liner installed in our raw water earthen reservoir in The maintenance plan for that liner recommends that it e cleaned every five years to prevent deterioration. The inspection is necessary for planning and engineering to determine the level of sediment and sludge for cleaning. Development and plans and specifications for tank rehailitation as AWWA recommends every 3 to 5 years. Forest View, Tyler and Winding Way tanks were last inspected on 1/24/2013. Reimursing SWRCB for cost incurred conducting activities mandated y Health & Safety Code, e.g., permits, inspections, monitoring, surveillance, & water 6 $ 8,610-8 $ $ 162,576-4 $ 40,000 $ 20,000 1 $ 9,600 $ 4,800 2 $ 10,000 $ 5,000 7 $ 4,200-19

23 El Dorado County Water Agency Agenda Item May 12, 2017 Cost-share Program FY 2017/18 Page 8 of 8 Water Supply & Demand Update (Safe & Firm Yield Study) quality evaluation of Agency system Update Water Supply & Demand thru URS Corp. Report provides new evaluation of water supply & demand for community. Includes 5 $ 8,880 $ 4,440 future projects and need for supplemental storage for projected future growth. Sutotal for GFCSD $ 243,984 $ 34,240 Georgetown Divide Pulic Utility District Sutotal for Georgetown Divide PUD $ 0 $ 0 Tahoe City Pulic Utility District Tahoe Cedars Interconnection Manzanita Water Main Replacement Planning, design, specifications, permitting and documentation for the interconnection etween Tahoe City's McKinney/Quail water system neighoring Tahoe Cedars Water Company. This interconnection will provide a much needed secondary water source for Tahoe Cedars that it is currently lacking. 1 $ 870,099 $ 74,145 Planning, design, specifications, 1 $ 352,018 $ 34,993 permitting, and id documentation for the replacement of approximately 800 linear feet of water mains in Tahoe City's Ruicon Water System. Sutotal for Tahoe City PUD $ 1,222,117 $ 109,299 Contingency Unidentified Agency/Project at this time $ 50,000 Total Certified Project Eligiility List Funding Request $606,304 20

24 AGENDA REQUEST Regular Meeting, May 17, 2017 TO: FROM: Board of Directors Ken Payne, P.E., Interim General Manager Tami Scowcroft, Financial Analyst DATE: May 10, 2017 SUBJECT: Approval of Fiscal Year 2017/2018 (FY 2017/18) Recommended BACKGROUND/DISCUSSION: At the Water Agency s Board of Director s ( Board ) meeting on May 2, 2012, the Board adopted Resolution WA , which provides the timeframe and process for the approval of the Water Agency s annual udget in compliance with the Californian Government Code Sections through According to the resolution, the Board will review the udget at its May Board meeting and set the date for the pulic hearing for its next meeting. Attached for the Board s review and approval is the recommended udget for FY 2017/18. (Attached: FY 2017/18 Recommended ) KP/TS --continued-- RECOMMENDATION: Staff recommends the Board: (1) approve the FY 2017/18 recommended udget with any revisions, reductions, or increases the Board deems necessary, which will allow the Water Agency to continue its regular usiness until the final adoption of the udget; (2) set the pulic hearing for the FY 2017/2018 recommended udget for June 14, 2017 or set a Special Board Meeting Date; and (3) direct staff to pulish a pulic notice in a newspaper of general circulation at least ten days prior to the pulic hearing and make the recommended udget availale to the pulic. ACTION OF AGENCY ON: VOTE: Unanimous or Ayes: I herey certify that this is a true and correct copy of an action taken and entered into the minutes of the Board of Directors, El Dorado County Water Agency. Noes: Astentions: Asent: Date Attest: By Clerk of the Agency 21

25 El Dorado County Water Agency Agenda Item May 11, 2017 Recommended Fiscal Year 2016/2017 Page 2 RECOMMENDED BUDGET Attached is the recommended udget for FY 2017/18, which is alanced. This udget was prepared using the udget and expenditure priority guidelines estalished in the Expenditure Priority Policy No. B-1003 (adopted Novemer 14, 2012) and the Policy No. B ADOPTION OF FINAL BUDGET Staff is requesting that after reviewing the FY 2017/18 recommended udget, the Board: 1. Approve the recommended udget with any revisions, reductions or additions, so that the Water Agency can continue to operate in the event the final adoption of the udget occurs after July 1, 2017; 2. Set the udget pulic hearing for June 14, 2017 or set a Special Board Meeting Date; and 3. Direct staff to notice the pulic hearing and the availaility of the recommended udget at least 10 days prior to the pulic hearing. 22

26 El Dorado County Water Agency Fiscal Year Recommended Recommended Review Set for: May 17, 2017 Board Meeting Pulic Hearing and Adoption of Recommended set for: Will e Determined at May 17, 2017 Board Meeting 23

27 El Dorado County Water Agency Recommended Fiscal Year Summary Based on Policy No. B-1003 Expenditure Priority (approved Novemer 14, 2012) Proposed Revisions Agency Request Amended 1 Mid Year Board Approved Estimated Carry-over Carry-over from Prior Fiscal Year ,739, ,739,321 Estimated Sources Taxes - Property 2,306, ,306,849 Penalty & Costs on Delinquent Taxes Investment Income - Interest 4, ,263 State Homeowner Property Tax Relief 657, ,307 RDA Pass-thru 5, ,328 Other Charges for Services Miscellaneous Revenue Sutotal 2,974, ,974,445 Comined Carry-over & Sources Total 6,713, ,713,766 Estimated Expenditures Priority 1: Water Projects Projects 3,114, ,114,491 Cost Shares 1,022, ,022,049 Priority 2: Operations Salaries & Employee Benefits 646, ,557 Supplies, Equipment, Leases, etc. 344, ,395 Professional Services 482, ,544 EDC Service Charges 57, ,426 Fixed Assets 5, ,000 To General Cash Flow Reserves To Designated Reserve (Legal) Priority 3: Government Agency & Unrepresented Area Projects Unrepresented Projects 415, ,000 Government Agency Cost Share Projects 626, ,304 Expenditure Total 6,713, ,713,766 (over) / under udget Reserve General Cash Flow Reserve as of June 30, ,750,000 Designated Legal Reserve as of June 30, ,072 FY Contriution - Total Reserves 2,326,072 Notes: Recommended May 11, 2016 Pulic Hearing and Recommended Adoption June 8, For notes on udget adjustments, see the attached Expenditure udgets. FY of 14 24

28 El Dorado County Water Agency Recommended Fiscal Year Funding Sources Description FY Actuals FY FY Hearing Amended Mid-Year FY Revenues Property Taxes 2,464,212 2,197,016 2,306, ,306,849 Penalty and Costs on Delinquent Taxes Interest 27,001 4,060 4, ,263 Disaster Relief (Angora Fire)/ State - Homeowners' Property Tax Relief 24,911 24, , ,307 RDA Pass-thru 7,696 5,075 5, ,328 Miscellaneous Services/Cost Share Contracts Miscellaneous Revenue Total Revenues 2,524,273 2,231,184 2,974, ,974,445 Carry-over/Reserves Fund Balance Carry-over 3,113,576 3,824,967 3,739, ,739,321 From Reserves Total Carry-over 3,113,576 3,824,967 3,739, ,739,321 Total Funding Sources 5,637,849 6,056,151 6,713, ,713,766 FY of 14 25

29 3 of 14 Description El Dorado County Water Agency Recommended Fiscal Year Expenditures FY Actuals FY FY Hearing Amended Mid-Year FY Priority 1: Water Projects and Programs 343,283 2,868,882 3,114, ,114,491 Contriutions and Cost Shares 27, ,400 1,022, ,022,049 Priority 1: Total 371,204 3,311,282 4,136, ,136,540 Priority 2: Salaries & Employee Benefits Salaries & Wages 144, , , ,451 Benefits 66, , , , , , , ,557 Priority 2: Services & Supplies Office Expenses (leases, insurance, etc.) 105, ,743 91, ,275 Memerships - General 1 2,485 2,390 2,875 2,875 Memerships - Legislative Advocacy 1 23,035 29, , ,670 Professional Services (financial, HR) 1 227, , , ,544 Special Departmental Expense / Staff Dev 1 1,283 11,528 14, ,273 Transportation and Travel ,459 33, ,303 Employee Private Auto Mileage ,000 15, ,000 Priority 2: Miscellaneous EDC Charges 1 Fixed Assets To General Cash Flow Reserve 3 To Designated Reserve (Legal) , , , ,939 44,958 54,248 57, ,426-5,000 5, , ,958 59,248 62, ,426 Priority 2: Total 616,817 1,282,569 1,535, ,535,922 Priority 3: Contriutions Non-Purveyors 41, , , ,000 Purveyors 499,353 1,252, , ,304 Priority 3: Total 540,686 1,497,225 1,041, ,041,304 Total - Expenditures 1,528,707 6,091,076 6,713, ,713,766 FY of 14 26

30 4 of 14 Notes to Expenditures: (1) See supporting documents on the following pages. (2) Includes charges paid to El Dorado County for Information Technology support for phones and computers, as well as charges for maps and other services provided y the County. Charges are generally made at the time service is rendered. If additional funding is required, it will e transferred with Board approval from Professional Services (su-oject 4300). (3) General Cash Flow Reserves to cover funding for the first three-quarters of the fiscal year. (4) Designated Reserve is for un-quantified legal risk expenditures that have not een identified. FY of 14 27

31 Association/Group El Dorado County Water Agency Recommended Fiscal Year Priority 2: Memerships (su-oject 4220) FY Actuals FY FY Hearing Amended Mid- Year FY Current Memerships American Water Works Assn (AWWA) Information on the management of water supply reliaility and drought, watershed, water quality regulations, conservation and energy demand. Local Chamers of Commerce Pulic outreach and education to community usiness leaders on projects, programs and important issues of Water Agency and local purveyors. Divide Chamer of Commerce EDC Chamer of Commerce El Dorado Hills Chamer of Commerce Lake Tahoe South Shore Chamer of Commerce Sacramento Metro Chamer of Commerce Shingle Springs/Cameron Park Chamer of Commerce SAGE Professional memership Water Education Foundation 1,000 1,000 1,000 1,000 Pillar Memer Sacramento River Watershed Program Support the Sacramento River Watershed, including American River Sutotal 2,485 2,390 2, ,875 Proposed Memerships There are no proposed memerships for FY Sutotal Total Memerships 2,485 2,390 2, ,875 FY of 14 28

32 El Dorado County Water Agency Recommended Fiscal Year Priority 2: Memerships - Legislative Advocacy (su-oject 4221) Association/Group FY Actuals FY FY Hearing Amended Mid-Year FY Current Memerships Association of CA Water Agencies (ACWA) 9,335 9,500 9,600 9,600 Fed/State Water Issues/ Programs CA Uran Wtr Conservation Co Water Conservation/Statewide Central Valley Proj Water Assn ,000 1,000 Federal Water Project Issues California Special Districts Association (CSDA) - - 6,370 6,370 Mountain Counties Water Resources Assn (MCWRA) 8,750 9,000 10,000 10,000 Mountain Counties Water Issues Regional Water Authority (RWA) 4,200 4,600 5,000 5,000 Support Northern CA Water Alliances/Interests 4,600 5,000 5,000 Sutotal 23,035 29,200 37, ,670 Proposed Memerships Federal Advocacy Services , ,000 State Advocacy Services , ,000 Sutotal , ,000 Total Memerships 23,035 29, , ,670 FY of 14 29