AGENDA Tuesday, December 9, 2014 · $171,507 for supplying one TSQ 8000 gas chromatograph and...

BOARD OF DIRECTORS

EAST BAY MUNICIPAL UTILITY DISTRICT

375 – 11th

Street, Oakland, CA 94607 Office of the Secretary: (510) 287-0404

AGENDA

Tuesday, December 9, 2014

REGULAR CLOSED SESSION

11:00 a.m., Board Room

ROLL CALL:

PUBLIC COMMENT: The Board of Directors is limited by State law to providing a brief

response, asking questions for clarification, or referring a matter to staff when responding to items

that are not listed on the agenda.

ANNOUNCEMENT OF CLOSED SESSION AGENDA:

1. Existing litigation pursuant to Government Code section 54956.9(d)(1):

a. Ader, James, et al. v. East Bay Municipal Utility District Alameda County Superior Court, Case No. RG13701977

2. Significant exposure to litigation pursuant to Government Code section 54956.9(d)(2):

a. Ken Stevens dba 156 Diablo Road, LLC Claim No.: 2013-L-139

b. Two matters.

3. Personnel exception pursuant to Government Code section 54957 to consider selection for the position of General Counsel.

(The Board will hold Closed Session in Conference Room 8A/B)

REGULAR BUSINESS MEETING 1:15 p.m., Board Room

ROLL CALL:

BOARD OF DIRECTORS:

Pledge of Allegiance

ANNOUNCEMENTS FROM CLOSED SESSION:

Regular Meeting of

December 9, 2014

Page 2 of 4

PUBLIC COMMENT: The Board of Directors is limited by State law to providing a brief

response, asking questions for clarification, or referring a matter to staff when responding to items

that are not listed on the agenda.

CONSENT CALENDAR: (Single motion and vote approving 16 recommendations, including 3 Resolutions.)

1. Approve the Regular Meeting Minutes of November 25, 2014.

2. File correspondence with the Board.

3. Award a contract to the lowest responsive/responsible bidder, TCK Membrane America, Inc.,

in the estimated total amount, after the addition of taxes, of $990,483 for supplying reverse

osmosis membrane elements for the Richmond Advanced Recycling Expansion Water

Treatment Plant for the period beginning on or after December 15, 2014 and ending

December 14, 2019, or upon delivery of 2,600 membrane elements, whichever occurs first,

under Request for Quotation No. 1508.

4. Award a contract to the lowest responsive/responsible bidder, Aztec Consultants, in the

amount of $5,016,894 for construction of Eden Reservoir Replacement and Round Hill

Reservoir Rehabilitation under Specification 2081.

5. Authorize agreements to study expanding and improving recycled water service to Chevron’s

Richmond refinery:

5.1 Authorize the General Manager to enter into a consulting agreement with Brown and

Caldwell for $410,000 to conduct a feasibility study for expanding and improving

facilities used to deliver recycled water to Chevron’s refinery in Richmond.

5.2 Authorize an extension to the existing agreement with Chevron for one year with a

one year option to renew regarding the refinery’s recycled water service while the

District and Chevron complete an expansion feasibility study and negotiate a new

long-term agreement.

6. Authorize an agreement beginning on or after January 6, 2015 with Goats R Us in an amount

not to exceed $124,800 annually for grazing with goats to clear vegetation and reduce fire

hazards on District property for three years for a total cost of $374,400.

7. Authorize an agreement with Morneau Shepell in the estimated annual amount of $440,000

with CPI based increases to provide employee and retiree benefits administration services for

a period of four years from December 15, 2014 through December 14, 2018, with the option

to extend the agreement for two additional one-year periods for a total estimated amount of

$2,900,000.

8. Authorize an agreement beginning on or after December 10, 2014 with Networkfleet, Inc. in

an amount not to exceed $79,654 annually for Automated Vehicle Locator hardware,

hardware installation, and air time services for three years with two options to renew for an

additional one-year period for a total cost of $398,270.

Regular Meeting of

December 9, 2014

Page 3 of 4

CONSENT CALENDAR: (Continued)

9. Authorize an agreement beginning on or after January 12, 2015 with Sensus, Inc. in an

amount not to exceed $693,444 for an Advanced Metering Infrastructure System for hard-to-

read meters.

10. Authorize an agreement with Utility Service Company, Inc. in an amount not to exceed

$198,500 to pilot and demonstrate their Dynamic Sectorization approach to leak management

in the Blackhawk and El Cerrito/Kensington zones.

11. Authorize the Office of General Counsel to continue the employment of the law firm of Best,

Best & Krieger, LLP for specialized legal services related to federal and state water law,

rates, charges, taxes, liens, real estate and bankruptcy, and litigation involving such matters.

12. Authorize the Office of General Counsel to continue the employment of the law office of

Hanson Bridgett, LLP for specialized legal services related to construction, public contract

and procurement, claims, trademark services, pension, employment, and litigation matters.

13. Cancel the December 23, 2014 Closed Session and Regular Meetings of the Board of

Directors.

14. Approve a resolution declaring the results of the election held on November 4, 2014 for the

Director in Ward 3 and reaffirming the appointment of Directors in Wards 2, 4 and 7 of the

East Bay Municipal Utility District. (Resolution) (Resolution)

15. Approve the assignment of rights and interest from CRC Development, LLC to 1689 Alice

Street, LP for the purchase of the former Oakland Business Office property at 250 17th

Street,

Oakland. (Resolution)

16. Approve the purchase of the 1.3 acre Waste Management Collection and Recycling, Inc.

vehicle facility property located at 2658 North Main Street, Walnut Creek, CA for

$4,050,001. (Resolution)

DETERMINATION AND DISCUSSION:

17. Legislative Update:

Update on Legislative Issues of Interest to EBMUD

18. Declare the need to use supplemental supplies, implement the supplemental supply

surcharge, and increase voluntary customer water use reduction to 15 percent:

18.1 Declare the need to use the Freeport facilities in FY15 to deliver 16 - 35 thousand

acre-feet of supplemental supplies from outside the District’s normal watershed

beginning January 2015.

18.2 Implement a supplemental supply surcharge on the amount of water used by each

potable water account effective January 2015.

18.3 Authorize the appropriation of $16 million to cover the costs of purchasing, treating,

and delivering up to 35 TAF of supplemental supplies to the East Bay.

18.4 Approve increasing the requested voluntary customer water use reduction from

10 percent to 15 percent starting January 2015 and approve the 2015 Water Shortage

Emergency Action Plan to assist customers in achieving the higher goal.

(Resolution)

Regular Meeting of

December 9, 2014

Page 4 of 4

DETERMINATION AND DISCUSSION: (Continued)

19. Adopt a four stage system of drought rates to support the District’s Water Shortage

Contingency Plan that includes:

19.1 Increasing drought rate surcharges affecting all customer potable water accounts;

19.2 A supersaver recognition program acknowledging single-family residential (SFR)

households that substantially surpass the established drought cutback goal or use

under 100 gallons per day in Stages 3 and 4; and

19.3 An excessive use penalty for the SFR customer class in Stages 3 and 4.

20. Adopt a set of “Principles Governing Negotiation of a Pilot Project Labor Agreement” and

direct staff to use these principles as a basis for negotiating the pilot Project Labor

Agreement for construction of the Chabot Dam Seismic Improvement project.

(Resolution)

21. General Manager’s Report:

Monthly Report – November 2014

REPORTS AND DIRECTOR COMMENTS:

22. Committee Reports:

Finance/Administration

Planning

Legislative/Human Resources

23. Director Comments.

ADJOURNMENT:

The next Regular Meeting of the Board of Directors will be held at 1:15 p.m. on Tuesday,

January 13, 2015 in the Administration Center Board Room, 375 Eleventh Street, Oakland,

California.

Disability Notice If you require a disability-related modification or accommodation to participate in an EBMUD public

meeting please call the Office of the Secretary (510) 287-0404. We will make reasonable arrangements

to ensure accessibility. Some special equipment arrangements may require 48 hours advance notice.

Document Availability Materials related to an item on this Agenda that have been submitted to the EBMUD Board of Directors

within 72 hours prior to this meeting are available for public inspection in EBMUD’s Office of the

Secretary at 375 11th

Street, Oakland, California, during normal business hours.

W:\Agendas\Agendas 2014\2014 Regular Agendas\120914_regular_agenda.doc

BOARD CALENDAR

Date Meeting Time/Location Topics

Tuesday, December 9 Planning Committee

Foulkes (Chair)

Linney, McIntosh

9:30 a.m.

Training Resource

Center

Mokelumne Watershed Interregional

Sustainability Evaluation

(MokeWISE) Program

Eden Reservoir Replacement and Round

Hill Reservoir

Rehabilitation

San Pablo Clearwell Replacement and San

Pablo Water Treatment

Plant Upgrade Projects

Update

Happy Valley, Sunnyside and Donald Pumping

Plants and Ardith

Reservoir Project Update

Legislative/Human

Resources Committee

McIntosh (Chair),

Coleman, Mellon

10:30 a.m.

Training Resource

Center

Employee Service Award Program

Benefit Administration Vendor

Legislative Update

Board of Directors

11:00 a.m.

1:15 p.m.

Closed Session

Regular Meeting

Friday, December 19 Special Meeting

(Closed Session)

8:30 a.m.

8th

Floor Conference Rm

Tuesday, December 23 Finance/Administration

Committee

Coleman (Chair), Linney,

Patterson

10:00 a.m.

Training Resource

Center

Meeting Typically Cancelled

Board of Directors

11:00 a.m.

1:15 p.m.

Meeting Typically Cancelled

Thursday, December 25 Christmas Holiday District Offices Closed

Thursday, January 1 New Year’s Holiday District Offices Closed

Tuesday, January 13 Legislative/Human

Resources Committee

McIntosh (Chair),

Coleman, Mellon

TBD

Training Resource

Center

Planning Committee

Linney, McIntosh

TBD

Training Resource

Center

Long-Term Financial

Stability Workshop #6

9:00 a.m.

Training Resource Center

Board of Directors

11:00 a.m.

1:15 p.m.

Closed Session Regular Meeting

Regular Meeting Minutes of

November 25, 2014

Page 2 of 6

BOARD OF DIRECTORS

President Katz led the Pledge of Allegiance.

ANNOUNCEMENTS FROM CLOSED SESSION

President Katz announced that the Board in closed session, by a unanimous vote of the Directors

attending, authorized the General Counsel to initiate litigation in one matter. The action,

defendants and other particulars will be disclosed, upon inquiry, once the action is formally

commenced. There were no other announcements required from closed session.

PUBLIC COMMENT

There were no comments.

CONSENT CALENDAR

- Motion by Director McIntosh, seconded by Director Foulkes, to approve Items 1-8 on the Consent Calendar, carried (6-0) by the following voice vote: AYES (Coleman, Foulkes,

McIntosh, Mellon, Patterson, and Katz); NOES (None); ABSTAIN (None); ABSENT

(Linney).

1. Motion No. 183-14 – Approved the Regular Meeting Minutes of November 12, 2014.

2. The following correspondence was filed with the Board: 1) Presentation entitled “Drought

Response, Drought Rates Recap, and Next Steps,” dated November 25, 2014; and 2) Letter

dated November 25, 2014, to Ms. Sonia Diermayer, Sierra Club, from Alexander R. Coate,

General Manager, in response to the Sierra Club’s November 19, 2014 letter to East Bay

Municipal Utility District (attached) regarding Drought Rates Proposal.

3. Motion No. 184-14 – Awarded a contract to the lowest responsive/responsible bidder,

Thermo Electron North America, Inc., in an amount, after the addition of taxes, not to exceed

$171,507 for supplying one TSQ 8000 gas chromatograph and tandem mass spectrometer and

the associated data system to the District under Request for Quotation No. 1510.

4. Motion No. 185-14 – Authorized an agreement beginning on or after November 26, 2014

with Bay Line Concrete Cutting and Coring, Inc., Fine Line Cutting and Drilling, and Penhall

Company in an amount not to exceed $400,000 annually for rental of fully maintained and

operated asphaltic cement/concrete sawcutting services for two years with three options to

renew for an additional one-year period for a total cost of $2,000.000.

5. Motion No. 186-14 – Authorized an agreement with Dynamic Systems Inc. in an amount not

to exceed $973,000 for the delivery of four servers, associated database licensing, technical

training, and 1-year maintenance support for Oracle database licenses at the Administration

Building Data Center and Sacramento Municipal Utility District Data Center during the period

December 1, 2014 to November 31, 2015, with two options to renew for an additional 1-year

period for annual maintenance support in an annual amount estimated to be $126,000, for a

total cost of $1,225,000.


November 25, 2014

Page 3 of 6

6. Motion No. 187-14 – Authorized the Office of General Counsel to continue the employment

of the law firm of Foster Employment Law for specialized legal services related to labor and

employment law and litigation matters in an additional amount not to exceed $80,000.

7. Motion No. 188-14 – Authorized the Office of General Counsel to continue the employment

of the law office of Remcho, Johansen & Purcell, LLP, for specialized legal services related to

elections and conflicts of interest matters in an additional amount not to exceed $60,000.

8. Resolution No. 34010-14 – Amend Resolution No. 34005-14 To Correct Administrative

Error (Policy 4.26 – Municipal Securities Disclosure).

DETERMINATION AND DISCUSSION

9. Legislative Update.

Manager of Legislative Affairs Marlaigne K. Dumaine reported that the federal drought bill

would not be moved this session and will likely come next year. It is anticipated that there will

be increased interest in this bill and staff will continue to monitor and advance EBMUD’s

interests. Ms. Dumaine also provided an update on the plans for a federal omnibus spending

bill budget which may impact federal drought legislation. Staff will keep the Board apprised

on changes.

10. General Manager’s Report.

Treasury Manager Sophia Skoda provided a recap of the District’s drought response and

drought rates outreach and proposed next steps. She reported that throughout 2014,

EBMUD held a series of public workshops to address various topics related to Long-Term

Financial Stability. One goal of those discussions has been to craft a long-term drought

response strategy that would address the impacts of drought on costs and revenues,

encourage conservation, and be fair, equitable and clear to customers. As dry conditions

worsened, workshop topics also focused on developing a proposed drought rates structure.

To engage the public in considering drought issues and a proposed drought rates structure

comprised of four stages, an incentive for low water use and a penalty for excessive water

use, the Board of Directors conducted four special public meetings throughout the service

area on: October 23 (Walnut Creek), October 29 (Richmond), November 5 (Oakland) and

November 19 (Castro Valley). At each meeting, staff provided an overview of EBMUD’s

water supply situation, proposed drought rates structure and water conservation services.

Public feedback specific to the proposed drought rates structure focused on the features

addressing customers at the low and high ends of the water use spectrum. While most

comments focused on alternative water supplies (e.g. desalination), there were no

comments received regarding the fundamental approach to structuring drought rates - a

proposed staged system of uniform surcharges levied on top of existing District volume

rates - or the proposed staged levels of conservation or supplemental supply purchases.


November 25, 2014

Page 4 of 6

During the special meetings, the Board received several comments related to the proposed

Supersaver credit and Excessive use penalty. The proposed credit would provide customers

who continuously use less than 50 gallons per day (GPD) during the length of the drought or

through the end of the fiscal year with a $2/month credit on their bill for a maximum credit

of $24. The proposed penalty would require customers to pay $2/unit for customer use over

60 units of water per month.

Based on feedback from the public meetings and further staff review, staff recommended the

following approaches to the Supersaver credit and Excessive use penalty for Board

consideration:

Supersaver credit

- Remove the credit from the proposed staged system of drought rates; - Retain the proposed credit for low water users at the 2 unit per month level (50 gpd); or - Replace the proposed credit with a non-monetary recognition reward for users who

conserved a certain percentage more than requested by the District at some periodic

interval.

Excessive use penalty

- Retain the 60 units of water trigger level or - Lower the penalty level to use over 45 units of water per month.

- Addressing the Board were the following persons: 1) Sonia Diermayer, representing the Sierra Club, San Francisco Bay Chapter, commented that her organization would like to see a

stronger effort to encourage customers to voluntarily reduce water demand during a stage 1

drought in order to avoid having to use Freeport water, welcomed steps to develop an

allocation based rate system, and supports an excessive use penalty level at use over 30 units

of water per month in a severe drought; and 2) Marguerite Young thanked the Board for

promoting public engagement on the drought and expressed support for developing an

allocation based rates model to promote conservation and provide fairness. She also noted

that she supports public recognition for supersavers instead of the proposed credit and that

the proposed penalty level for excessive use needs additional review.

There was Board discussion regarding the recommended approaches. Director McIntosh

requested that multi-family residences also be recognized with a non-monetary recognition

reward and General Manager Coate replied that staff would look at opportunities to include

this option. Director Foulkes commented that when developing the recognition reward

parameters, staff take into consideration those customers who have already been

continuously saving at or below the requested levels. There was consensus to replace the

Supersaver credit with a non-monetary recognition reward for customers who continuously

use less than 100 GPD and in a way that recognizes those customers who have already been

continuously saving at or below the requested levels.

Regarding the excessive use penalty, Director Coleman requested staff review average

customer use for east and west of hills, indoor (winter)/outdoor (summer) and by the

District’s three system capacity charges zones to develop customer allocation water budgets.

Director McIntosh suggested applying the penalty in a Stage 3 drought since mandatory

rationing starts during that stage; Director Foulkes agreed with this approach. Director Katz

also suggested applying the penalty during Stage 3 and explore increasing the penalty to $4-


November 25, 2014

Page 5 of 6

$5/unit in a Stage 4 drought. Director Linney agreed with Director Katz’s suggestion and

advised that we need to continue educating our customers about the process. Director

Mellon recommended keeping the penalty in a Stage 4 drought because applying it in Stage

3 will impact the workloads of employees’ already working on drought related issues. After

further discussion, there was consensus to lower the penalty level to use over 45 units of

water per month, keep the penalty at $2/unit and begin applying the penalty in a Stage 3

drought.

Next, Ms. Skoda advised that the District has been informing the public at the special Board

meetings and through other outreach activities that if dry weather patterns continue to impact

our water supplies, then staff would recommend a series of drought-related actions for the

Board’s consideration at the December 9, 2014 Board meeting. To address the supply

shortage in the short-term, the proposed actions will be to consider asking customers to

expand their conservation efforts, to utilize the Freeport Water Project to convey additional

Central Valley Project supplies from EBMUD’s contract with the U.S. Bureau of

Reclamation or other water transfer opportunities and to begin applying the supplemental

water supply surcharge to customer bills. These changes would be effective at the beginning

of January 2015. For the longer term, the actions would recommend that the Board establish

the proposed set of drought rate stages, which presume that as drought severity increases

EBMUD will ask customers to increase their conservation efforts and EBMUD will increase

the volume of supplemental water supplies it brings into the system.

General Manager Coate announced that an update on the Water Shortage Emergency

Action Plan was provided in the Board’s packet.

REPORTS AND DIRECTOR COMMENTS

11. Committee Reports.

– Filed with the Board were the Legislative/Human Resources Committee Minutes of November 12, 2014.

12. Director Comments.

– Director Coleman reported attending/participating in the following events: East Bay Economic Development Association Legislative Committee teleconference meeting on November 14 in

Oakland; Bay Planning Coalition and EBMUD meetings from November 16-19 in

Washington, D.C.; ACWA teleconference meeting on November 20 in Oakland; ACWA

Executive Committee and Board meetings on November 21 in Sacramento; EBMUD Interview

on Talk Radio 910AM on November 24 in Oakland; and ACWA Executive Committee

teleconference meeting on November 24. He reported on plans to attend/participate in the

following upcoming events: ACWA Fall Conference December 1-5 in San Diego and ACWA

teleconference Executive Committee meeting on December 8.

– Director Foulkes reported attending the Special drought rates meeting on November 5 in Oakland; Special drought rates meeting on November 19 in Castro Valley; and Pardee Home

Museum Board meeting on November 24 in Oakland.

– Director Linney had no comment.


November 25, 2014

Page 6 of 6

– Director McIntosh reported attending a water supply presentation at the Richmond Rotary Club on November 21.

– Director Mellon had no comment.

– Director Patterson reported attending the Inner City Advisors’ Oakland Youth-Friendly Business Awards ceremony on November 13 in Oakland and accepting the 2014 Oakland

Youth-Friendly Business Award on behalf of the District. The award recognizes the

District for its participation in the Oakland Unified School District’s Exploring College and

Career Options Work Experience Education Summer Program. He thanked staff for their

contributions, inspiration and guidance in bringing these students into the threshold of

future water education. Director Patterson also reported attending the Special drought rates

meeting on November 5 in Oakland; the EBMUD/East Bay Regional Park Liaison

Committee meeting on November 10 in Oakland; the NFBPA Annual New Leaders Banquet

on November 12 in Oakland; Oakland Workforce Investment Board Retreat on November 13

in Oakland; Attitudinal Healing Annual Benefit on November 15 in Oakland; Special

drought rates meeting on November 5 in Oakland; and Private Industry Council Open House

West Oakland Career Center Library on November 20 in Oakland.

– President Katz had no comment

ADJOURNMENT

President Katz adjourned the meeting at 2:49 p.m.

SUBMITTED BY:

____________________________________

Lynelle M. Lewis, Secretary of the District

APPROVED: December 9, 2014

____________________________________

Andy Katz, President of the Board

W:\Minutes\Minutes 2014\112514_regular_minutes.doc

2015 Water Shortage Emergency Action Plan

The proposed 2015 Water Shortage Emergency Action Plan continues with the workplan established in early 2014 to support customer achievement

of voluntary water use reductions. The 2015 plan includes additional tasks to support 15 percent voluntary conservation by customers and shows key

changes from the 2014 plan in red. Conservation initiatives in the plan are highlighted in the box below.

CONSERVATION INITIATIVES IN 2015 WATER SHORTAGE EMERGENCY ACTION PLAN

Conservation Services

• Expand Home Water Report distribution up to 50,000 households; launch mobile application.

• Launch updated online Home Water Works calculator.

• Pilot Pay As You Save program to encourage customers to make conservation improvements at home.

• Offer more conservation presentations to community, homeowner association and business groups.

• Update parcel mapping and landscape imagery to enhance customized outdoor irrigation water budgets for irrigation, commercial and

residential accounts and to meet 20x2020 reporting requirements.

• Expand water savings patrols throughout service area to distribute drought reminder materials (e.g. restaurant tent cards, hotel cards, gym

stickers, etc.) and to identify and reduce water waste.

• Expand outreach with wholesale and retail nursery partners to include plants lists for landscape conversion.

District Facilities Conservation

• Pursue water loss control using leak detection technology in Kensington and Blackhawk.

• Convert Administration Building HVAC chiller to use recycled water.

• Include all District irrigation accounts in the Landscape Water Budget Program and work to achieve WaterSmart certification at each facility.

Attachment 1

Attachment 1


December 4, 2014

Page 2

2


Goals

Educate customers on drought water use consistent with Section 28 and California’s emergency water conservation regulations.

Stress the need for customers to achieve a 15 percent voluntary reduction target established by the Board while expressing appreciation for the conservation ethic of East Bay customers.

Promote awareness of the District’s supplemental supply: what it means for customers, how it was achieved, what it costs to operate.

Support customer efforts to save water by educating customers on the many conservation services and programs available to help them succeed.

Key Messages

EBMUD regulations restricting water use are in effect until further notice, consistent with California outdoor water use restrictions. Except where necessary for public health and safety, all EBMUD customers are required to:

a. Limit watering of outdoor landscapes to two times per week and prevent excessive runoff when watering; b. Use a hose with a shutoff valve when hand-washing motor vehicles; c. Use a broom or air blower, not water, to clean driveways, sidewalks, patios and other hard surfaces; and d. Turn off any fountain or decorative water feature that uses potable water unless the water is recirculated.

Our community is in a severe water shortage emergency. Please voluntarily cut your water use by 15 percent compared to 2013. a. Finding and fixing leaks is an easy way for most customers to meet their water use reduction goal. b. Swapping lawns for WaterSmart plants and using drip irrigation are great ways to reduce outdoor water use. c. Seasonal reminders:

Fall/winter: reduce irrigation and turn off sprinklers—shorter and cooler days mean irrigation is needed less or not at all.

Spring/summer: check for misaligned sprinklers/drip emitters and test for leaks. Most lawns and gardens will survive a heat wave without additional watering. Apply mulch, check your soil and water before dawn or at dusk to lower evaporation.

d. Visit our WaterSmart Center for free water saving devices, rebates and information. Thank you for conserving. e. EBMUD promises 2015 voluntary reductions will not impact future allocations if mandatory rationing becomes necessary.

EBMUD is not requiring the 20 percent cut requested by the governor because: a. Our customers are achieving our region’s state mandated 20% by 2020 per capita water use reduction target, years ahead of schedule. b. Customer investments in supplemental supplies allow EBMUD to keep cutback targets to 15 percent at this time. EBMUD plans to

purchase up to 35,000 acre feet of supplemental drought water supplies this winter and spring to replenish local reservoirs.

c. Ongoing customer water conservation savings contribute to more water supply storage in the EBMUD reservoirs.

http://www.ebmud.com/water-and-wastewater/watersmart-center

Attachment 1


December 4, 2014

Page 3

3

Summary of Actions by Audience (italics are completed events)

Audience/

Measure

Objective

Actions/Status

Media Share the District’s key messages with the local news outlets to seek positive earned media, and

coordinate activities with statewide and local

earned media, including ACWA’s “Save Our

Water” campaign.

Feb - Media release on 10 percent voluntary 2/11

Mar - Media alert on fix a leak open house 3/14

Apr - Freeport decision media release on Board action 4/22

Apr - Freeport first use media conference 4/30

May - Freeport op-ed published in Contra Costa Times 5/03

Aug –Media release announcing mandatory measures 8/12

Sept – “Conan O’Brien” ads, sponsored with Save Our Water and DSRSD, aired on Bay Area television stations.

Oct – Display ads for special meetings on drought/drought financing were published in 18 papers and on the websites of four media stations.

Ongoing - Staff continues to proactively seek earned media coverage. To date nearly 550 media interactions have led to nearly 420 news mentions.

Dec – Media advisory and outreach on actions proposed for the Board’s consideration regarding water conservation and water supply

Mar – Media outreach on EPA’s Fix a Leak Week

April – Media advisory on budget actions (including drought rates)

May – Media advisory on availability of DERWA residential recycled water for EBMUD customers to use for summer irrigation.

TBD – Media advisory when Home Water Reports launches opt-in option for customers

Contact

Center

Callers

Shortage alert/tips on toll free phone number.

Provide consistent information to employees with extensive customer interaction to help them

answer common questions.

Feb – Tips line established and drought FAQs for employees developed

Feb- Began tracking shortage-related inquiries

Apr –Distributed updated FAQs based on Board actions

July –Updated FAQs on new state regulations affecting water use

Aug –Updated FAQs to address EBMUD Section 28 regulations

Dec – Updated FAQs on water conservation and supply actions

April –Updated FAQs on budget and drought

Attachment 1


December 4, 2014

Page 4

4

Audience/

Measure

Objective

Actions/Status

Reported

Water

Waste

Encourage reports of water waste and follow up to educate customers on ways to save water.

Feb- Water Waste Hotline established 2/21

Aug- Developed procedure for handling Section 28 reported violations

Sept-launched online reporting option for customers.

Ongoing: As of 11/30, responded to nearly 2,000 water waste reports. Proactively contacting AMI customers with suspected leaks. Expanding

patrols to identify and reduce water waste.

Ongoing: Three formal watering exemption requests have been received and resolved through alternative irrigation practices that comply with

regulations. Staff continues to help customers protect landscapes while

complying with the restrictions.

Web visitors Provide helpful informational resources online to make it easy for customers to understand the

drought and receive water savings tips to cut

back their water use.

Expand supplemental supply information.

Feb – Shortage alert posted 2/11

Mar – Online updates on leaks and materials available in our store

Apr - Mulch coupons for 20 nurseries available

July - Published drought tolerant landscapes photo gallery

July - Lawn conversion program updated, community garden prgm launch

July – New buttons on lawn conversion,outdoor watering; link to state reg

Aug – New button on state rules, Save Our Water link, “pro” graphic

Sep – Launched WaterSmart plant tags via online store

Oct – Announcements about special board meetings on drought

Nov – Board drought meetings summary, added calculator link

Dec – Proposed drought plan for 2015 and drought update

Jan – Launch updated online calculator to determine home water use

Jan – Biweekly water supply updates resume through May

TBD- Develop videos on finding outdoor leaks

TBD – Develop customer profiles demonstrating conservation

TBD – Provide Home Water Reports information and sign up option

Ongoing – Update rebate information

TBD - Update Freeport information as needed

Attachment 1


December 4, 2014

Page 5

5

Audience/

Measure

Objective

Actions/Status

Bill payers Request voluntary reductions from customers and provide helpful information in Pipeline and

through additional bill communications to assist

customers in meeting their cutback goal.

Feb - Apr - Top of bill 10 percent voluntary cutback alert

June-Aug- Top of bill summer watering tips and proration

Aug -Oct – Top of bill mandatory limit on outdoor irrigation

Aug -Oct—Supplemental bill insert explaining new state regulations

Oct -Dec -- Top of bill outdoor use tips: limit/eliminate irrigation

Jan-Feb Top of bill – supplemental supply charge

Jan - Feb Pipeline - Cut unnecessary water use

Mar- Apr Pipeline - Fix toilet leaks

May-June Pipeline - Fix outdoor leaks, the Lawn Goodbye Part 1

July- Aug Pipeline - The Lawn Goodbye 2, water less, Sac River supplies

Sept- Oct Pipeline - Outdoor planting and watering, EBMUD flushing

Nov-Dec Pipeline - WaterSmart businesses, emergency preparedness.

Jan-Feb Pipeline – Wildfires and drought, drough update, residential water use calculator, supply side leak detection efforts.

Irrigators Provide helpful information to assist irrigators in meeting their cutback goal.

Feb – Met with area golf course GMs and with Moraga Country Club

Mar- Participated in DWR landscaping workshops

Mar- Updated tip sheets available for different business groups

Apr- Held Golf Course Superintendent Field Workshop in Oakland

May–Held field workshop for City of Oakland Public Works

May- Hosted a DWR landscape professional workshop with CCWD

June- CA Landscape Contractors Assn conference in Alameda

July –Irrigation training for Castro Valley Unified School District

Sept- WaterSmart plant tags available to nurseries

Nov – Met with golf course superintendents

TBD – Schedule additional irrigation workshops as needed

TBD – Update parcel mapping and landscape imagery to enhance customized outdoor irrigation water budgets

Comm/Ind Provide helpful information to assist businesses Mar - Providing restaurant tents, hotel clings etc. via online store

Attachment 1


December 4, 2014

Page 6

6

Audience/

Measure

Objective

Actions/Status

Comm/Ind.

continued

in meeting their cutback goal.

Continue outreach and marketing of business WaterSmart Certification Program.

Coordinate conservation services with county Green Business programs and local nurseries.

Mar - Updated tip sheets for different business groups available

Apr - CEP Newsletter- water saving tips, recycled water truck program

May –Roundtable on drought outreach with CCWD and 17 nurseries

June –Save Like a Pro posters available for distribution

July- Surveyed nursery interest in plant toppers and signs

Sept- Launched nursery promotion of plant toppers for low water use landscapes and lawn conversion programs

Sept-Expand mulch program via Chinook Book through October

Oct -WaterSmart Business Certificate awardees recognized

Ongoing-Promote WaterSmart Business Certification


TBD - Expand water savings patrols to distribute drought reminder materials (restaurant tent cards, hotel cards, gym stickers, etc.)

EBD - Expand outreach with wholesale and retail nursery partners to include plant lists for landscape conversions.

Cities and

civic groups,

other public

agencies

Encourage stakeholder groups to assist with public knowledge of drought by providing

information and resources to key organizations

and individuals.

Feb - BOD President letter on shortage; offer of presentations

Apr – BOD President letter reporting Board’s water shortage actions

Spring – Completed ward briefings in four wards

July – WaterSmart Garden Grant Program resumed

Aug – Hosted booths at Danville and Richmond Home Shows

Aug – BOD President letter reporting mandatory restrictions

Oct – postcard on special meetings on drought/drought financing

Dec – BOD President letter reporting on drought actions

Apr – BOD President letter reporting on drought actions, if warranted

Ongoing- Track outreach conducted by District’s Speaker’s Bureau

Ongoing- Expand community fair and event participation (96 to date)

Ongoing- Partner with other agencies to promote conservation messages

Ongoing- Outreach to large employers to educate employees on water use

Attachment 1


December 4, 2014

Page 7

7

Audience/

Measure

Objective

Actions/Status

Renters and

homeowners Provide 1-1 assistance via surveys, rebates and

irrigation scheduling assistance on request, make

presentations to homeowner associations and

business property managers, and provide

educational conservation savings information at

local nurseries, irrigation equipment suppliers

and retail appliance stores.

Launch Single-Family Residential Home Water Report Phase 2 pilot to promote savings.

Outreach to customers who do not pay a water bill nor receive the bill insert, Pipeline.

Feb - Updated District water supply fact sheet

Mar - Met with 20 nurseries; updated water conservation tip sheets

Apr – Updated District water supply fact sheet

June - Second nursery meeting held

Sept –October Landscape sheet mulching workshop launched

Oct – WaterSmart Plant tags in use at 11 nurseries

Oct – Laundry- to-landscape incentive offer launched

Oct/Nov – 87 people attended drought special meetings held in four cities

Nov – HOA mailing of fact sheet on irrigation laws and EBMUD services

Mar – Drip irrigation workshop scheduled (March 2015)

Ongoing- HOA presentations, news articles and conservation services

Ongoing: Promote WaterSmart Home Survey Kits and distribute devices to single family and multi-family residential accounts

Spring – Offer lawn signs for lawn conversion participants

Ongoing-pilot testing landscape water budgets for residential homeowners


TBD -Pilot Pay As You Save program to encourage conservation improvements

Feb – Home Water Report Phase 2 approved by Board

Aug - Expansion launched to 11,250 customers receiving surveys;

Dec – Adding about 5,000 weekly: est. recipients as of Dec 3 is 30,000

Jan – Home Water Report expansion to 50,000 households

TBD – launch mobile application of Home Water Reports

Feb, Apr, August-Letters from the Board President to HOAs

Nov-Dec – Direct mail postcard to non-billpayers about online calculator

Spring – consider second non-billpayer mailing based on prior results

Attachment 1


December 4, 2014

Page 8

8

Audience/

Measure

Objective

Actions/Status

Conduct survey research on drought awareness and penetration of conservation messages.

March - survey results reported to Board

TBD – Focus group research on supersaver recognition

Recycled

Water and

Graywater

Look for new recycled water opportunities and encourage use of trucked recycled water by

customers where that use is appropriate

Promote use of car washes that recycle water

Support graywater use

July – Letter to 90 trucked recycled water permit holders and 280 portable hydrant meter users encouraging use of recycled water

Ongoing – Investigate feasibility of offering recycled water for residential customer pickup and use.

TBD – Convert Admin Building HVAC chiller to use recycled water

Ongoing- Encourage commercial car wash use because they recycle

Aug- Launched graywater laundry to landscape rebate program

Aug – Hosted residential graywater 101 workshop

Sept – Hosted residential graywater laundry to landscape nuts and bolts workshop to reuse clotheswasher discharge in the landscape

Employees Make it easy for EBMUD employees to stay up to date on the latest news about the water

shortage

Jan - Alert to employees re: drought in the news; water supply plans

Feb - GM email to staff re: 10 percent voluntary

Mar - Update to staff on Customer Service leak hotline message

Mar - GM email to staff re: water shortage update and Board action

Mar - Drought overview for employees on local boards and commissions

Apr - Splashes in-depth feature on Freeport startup

Apr - GM email regarding supply status and rate recommendations

July - GM announcement to staff about upcoming emergency regulations

Aug - GM announcement about action on Section 28

Oct – GM announcement about special Board meetings

Dec – GM announcement about drought actions

Apr – GM announcement about rate recommendations

Ongoing: regular updates in Splashes and at intranet “drought central”

Attachment 1


December 4, 2014

Page 9

9

Audience/

Measure

Objective

Actions/Status

Schools Provide classroom water supply and conservation presentations and materials

Work with universities and city colleges on campus conservation outreach efforts.

April – semi-annual flyer mailed to schools

Jan-Mar--Sponsored and developed two Kid Scoop news articles

Ongoing- look for opportunities to work with universities and colleges on conservation outreach activities

Billboards Use Oakport billboard and Clear Channel agreement-related space to promote drought

messages

Mar – Oakport drought billboard with leak message in place

Apr – Save Our Water posted on wastewater treatment plant billboard

Oct – Oakport drought billboard message with save rain or shine in place

Dec – 100 Clear Channel locations featuring rain or shine message

Spring – launch new drought billboard campaign (concept TBD)

District

leaks search Help customers understand pipe flushing.

Continue/enhance distribution system pipeline leak identification and repairs.

Install data loggers at selected locations to monitor water use.

Feb - Signage developed in last drought for field use back in use

Apr - Board approved purchase of more data loggers; staff will install more than 1,000 data loggers to monitor up to 500 miles of distribution

system pipe

Dec – Pursue water loss control using leak detection technology in Kensington and Blackhawk.

District rec

areas/bldgs. Promote fix-a-leak week campaign.

Audit facilities and cut water use 20 percent

Place drought signage at areas where landscaping is affected by reduced irrigation.

Mar - Distributed handouts at Lafayette, San Pablo and Admin Building

May-Audited 39 District facilities to look for ways to cut water use

Oct – District facilities added to Landscape Water Budget Program

Ongoing -Achieving 20 percent savings at 95 percent of facilities; problem areas identified and staff is working on potential fixes.

Dec-Jan - Include all District irrigation accounts in the Landscape Water Budget Program and work to achieve WaterSmart certification at each

facility.

Mar – Post Fix a Leak signage at Lafayette and San Pablo reservoirs and Administration Building lobby

TBD-Identifying locations and having the sign shop make signs

Attachment 1


December 4, 2014

Page 10

10

Audience/

Measure

Objective

Actions/Status

District

Vehicles Promote conservation July- Save Water bumper stickers placed on EBMUD vehicles

Track water

production

and GPCPD

Track water production against a goal of reducing production 10 percent when compared

to the same period in 2013.

Track residential gallons per capita per day and report it to the State Water Resources Control

Board from October 2014-April 2015.

From February 11 – November 30, water production is 12.6 percent below the same time period in 2013.

Estimated residential GPCPD for September (84) and October (74)

Use

Freeport

facilities to

draw

supplies

Water Year 2014 supplemental supplies


Sept – Reported on lessons learned from bringing 23,400 acre feet of water in through Freeport (first water year use)

Dec – Recommend initial supplemental supply action for WY2015 to bring up 16,000-35,000 acre feet of water into EBMUD’s system starting

in January 2015.


The proposed 2015 Water Shortage Emergency Action Plan continues with the workplan established in early 2014 to support customer achievement

of voluntary water use reductions. The 2015 plan includes additional tasks to support 15 percent voluntary conservation by customers and shows key

changes from the 2014 plan in red. Conservation initiatives in the plan are highlighted in the box below.

CONSERVATION INITIATIVES IN 2015 WATER SHORTAGE EMERGENCY ACTION PLAN

Conservation Services

• Expand Home Water Report distribution up to 50,000 households; launch mobile application.

• Launch updated online Home Water Works calculator.

• Pilot Pay As You Save program to encourage customers to make conservation improvements at home.

• Offer more conservation presentations to community, homeowner association and business groups.

• Update parcel mapping and landscape imagery to enhance customized outdoor irrigation water budgets for irrigation, commercial and

residential accounts and to meet 20x2020 reporting requirements.

• Expand water savings patrols throughout service area to distribute drought reminder materials (e.g. restaurant tent cards, hotel cards, gym

stickers, etc.) and to identify and reduce water waste.

• Expand outreach with wholesale and retail nursery partners to include plants lists for landscape conversion.

District Facilities Conservation

• Pursue water loss control using leak detection technology in Kensington and Blackhawk.

• Convert Administration Building HVAC chiller to use recycled water.

• Include all District irrigation accounts in the Landscape Water Budget Program and work to achieve WaterSmart certification at each facility.

Attachment 1

Attachment 1


December 4, 2014

Page 2

2


Goals

Educate customers on drought water use consistent with Section 28 and California’s emergency water conservation regulations.

Stress the need for customers to achieve a 15 percent voluntary reduction target established by the Board while expressing appreciation for the conservation ethic of East Bay customers.

Promote awareness of the District’s supplemental supply: what it means for customers, how it was achieved, what it costs to operate.

Support customer efforts to save water by educating customers on the many conservation services and programs available to help them succeed.

Key Messages

EBMUD regulations restricting water use are in effect until further notice, consistent with California outdoor water use restrictions. Except where necessary for public health and safety, all EBMUD customers are required to:

a. Limit watering of outdoor landscapes to two times per week and prevent excessive runoff when watering; b. Use a hose with a shutoff valve when hand-washing motor vehicles; c. Use a broom or air blower, not water, to clean driveways, sidewalks, patios and other hard surfaces; and d. Turn off any fountain or decorative water feature that uses potable water unless the water is recirculated.

Our community is in a severe water shortage emergency. Please voluntarily cut your water use by 15 percent compared to 2013. a. Finding and fixing leaks is an easy way for most customers to meet their water use reduction goal. b. Swapping lawns for WaterSmart plants and using drip irrigation are great ways to reduce outdoor water use. c. Seasonal reminders:

Fall/winter: reduce irrigation and turn off sprinklers—shorter and cooler days mean irrigation is needed less or not at all.

Spring/summer: check for misaligned sprinklers/drip emitters and test for leaks. Most lawns and gardens will survive a heat wave without additional watering. Apply mulch, check your soil and water before dawn or at dusk to lower evaporation.

d. Visit our WaterSmart Center for free water saving devices, rebates and information. Thank you for conserving. e. EBMUD promises 2015 voluntary reductions will not impact future allocations if mandatory rationing becomes necessary.

EBMUD is not requiring the 20 percent cut requested by the governor because: a. Our customers are achieving our region’s state mandated 20% by 2020 per capita water use reduction target, years ahead of schedule. b. Customer investments in supplemental supplies allow EBMUD to keep cutback targets to 15 percent at this time. EBMUD plans to

purchase up to 35,000 acre feet of supplemental drought water supplies this winter and spring to replenish local reservoirs.

c. Ongoing customer water conservation savings contribute to more water supply storage in the EBMUD reservoirs.

http://www.ebmud.com/water-and-wastewater/watersmart-center

Attachment 1


December 4, 2014

Page 3

3

Summary of Actions by Audience (italics are completed events)

Audience/

Measure

Objective

Actions/Status

Media Share the District’s key messages with the local news outlets to seek positive earned media, and

coordinate activities with statewide and local

earned media, including ACWA’s “Save Our

Water” campaign.

Feb - Media release on 10 percent voluntary 2/11

Mar - Media alert on fix a leak open house 3/14

Apr - Freeport decision media release on Board action 4/22

Apr - Freeport first use media conference 4/30

May - Freeport op-ed published in Contra Costa Times 5/03

Aug –Media release announcing mandatory measures 8/12

Sept – “Conan O’Brien” ads, sponsored with Save Our Water and DSRSD, aired on Bay Area television stations.

Oct – Display ads for special meetings on drought/drought financing were published in 18 papers and on the websites of four media stations.

Ongoing - Staff continues to proactively seek earned media coverage. To date nearly 550 media interactions have led to nearly 420 news mentions.

Dec – Media advisory and outreach on actions proposed for the Board’s consideration regarding water conservation and water supply

Mar – Media outreach on EPA’s Fix a Leak Week

April – Media advisory on budget actions (including drought rates)

May – Media advisory on availability of DERWA residential recycled water for EBMUD customers to use for summer irrigation.

TBD – Media advisory when Home Water Reports launches opt-in option for customers

Contact

Center

Callers

Shortage alert/tips on toll free phone number.

Provide consistent information to employees with extensive customer interaction to help them

answer common questions.

Feb – Tips line established and drought FAQs for employees developed

Feb- Began tracking shortage-related inquiries

Apr –Distributed updated FAQs based on Board actions

July –Updated FAQs on new state regulations affecting water use

Aug –Updated FAQs to address EBMUD Section 28 regulations

Dec – Updated FAQs on water conservation and supply actions

April –Updated FAQs on budget and drought

Attachment 1


December 4, 2014

Page 4

4

Audience/

Measure

Objective

Actions/Status

Reported

Water

Waste

Encourage reports of water waste and follow up to educate customers on ways to save water.

Feb- Water Waste Hotline established 2/21

Aug- Developed procedure for handling Section 28 reported violations

Sept-launched online reporting option for customers.

Ongoing: As of 11/30, responded to nearly 2,000 water waste reports. Proactively contacting AMI customers with suspected leaks. Expanding

patrols to identify and reduce water waste.

Ongoing: Three formal watering exemption requests have been received and resolved through alternative irrigation practices that comply with

regulations. Staff continues to help customers protect landscapes while

complying with the restrictions.

Web visitors Provide helpful informational resources online to make it easy for customers to understand the

drought and receive water savings tips to cut

back their water use.

Expand supplemental supply information.

Feb – Shortage alert posted 2/11

Mar – Online updates on leaks and materials available in our store

Apr - Mulch coupons for 20 nurseries available

July - Published drought tolerant landscapes photo gallery

July - Lawn conversion program updated, community garden prgm launch

July – New buttons on lawn conversion,outdoor watering; link to state reg

Aug – New button on state rules, Save Our Water link, “pro” graphic

Sep – Launched WaterSmart plant tags via online store

Oct – Announcements about special board meetings on drought

Nov – Board drought meetings summary, added calculator link

Dec – Proposed drought plan for 2015 and drought update

Jan – Launch updated online calculator to determine home water use

Jan – Biweekly water supply updates resume through May

TBD- Develop videos on finding outdoor leaks

TBD – Develop customer profiles demonstrating conservation

TBD – Provide Home Water Reports information and sign up option

Ongoing – Update rebate information

TBD - Update Freeport information as needed

Attachment 1


December 4, 2014

Page 5

5

Audience/

Measure

Objective

Actions/Status

Bill payers Request voluntary reductions from customers and provide helpful information in Pipeline and

through additional bill communications to assist

customers in meeting their cutback goal.

Feb - Apr - Top of bill 10 percent voluntary cutback alert

June-Aug- Top of bill summer watering tips and proration

Aug -Oct – Top of bill mandatory limit on outdoor irrigation

Aug -Oct—Supplemental bill insert explaining new state regulations

Oct -Dec -- Top of bill outdoor use tips: limit/eliminate irrigation

Jan-Feb Top of bill – supplemental supply charge

Jan - Feb Pipeline - Cut unnecessary water use

Mar- Apr Pipeline - Fix toilet leaks

May-June Pipeline - Fix outdoor leaks, the Lawn Goodbye Part 1

July- Aug Pipeline - The Lawn Goodbye 2, water less, Sac River supplies

Sept- Oct Pipeline - Outdoor planting and watering, EBMUD flushing

Nov-Dec Pipeline - WaterSmart businesses, emergency preparedness.

Jan-Feb Pipeline – Wildfires and drought, drough update, residential water use calculator, supply side leak detection efforts.

Irrigators Provide helpful information to assist irrigators in meeting their cutback goal.

Feb – Met with area golf course GMs and with Moraga Country Club

Mar- Participated in DWR landscaping workshops

Mar- Updated tip sheets available for different business groups

Apr- Held Golf Course Superintendent Field Workshop in Oakland

May–Held field workshop for City of Oakland Public Works

May- Hosted a DWR landscape professional workshop with CCWD

June- CA Landscape Contractors Assn conference in Alameda

July –Irrigation training for Castro Valley Unified School District

Sept- WaterSmart plant tags available to nurseries

Nov – Met with golf course superintendents

TBD – Schedule additional irrigation workshops as needed


Comm/Ind Provide helpful information to assist businesses Mar - Providing restaurant tents, hotel clings etc. via online store

Attachment 1


December 4, 2014

Page 6

6

Audience/

Measure

Objective

Actions/Status

Comm/Ind.

continued

in meeting their cutback goal.

Continue outreach and marketing of business WaterSmart Certification Program.

Coordinate conservation services with county Green Business programs and local nurseries.

Mar - Updated tip sheets for different business groups available

Apr - CEP Newsletter- water saving tips, recycled water truck program

May –Roundtable on drought outreach with CCWD and 17 nurseries

June –Save Like a Pro posters available for distribution

July- Surveyed nursery interest in plant toppers and signs

Sept- Launched nursery promotion of plant toppers for low water use landscapes and lawn conversion programs

Sept-Expand mulch program via Chinook Book through October

Oct -WaterSmart Business Certificate awardees recognized

Ongoing-Promote WaterSmart Business Certification


TBD - Expand water savings patrols to distribute drought reminder materials (restaurant tent cards, hotel cards, gym stickers, etc.)

EBD - Expand outreach with wholesale and retail nursery partners to include plant lists for landscape conversions.

Cities and

civic groups,

other public

agencies

Encourage stakeholder groups to assist with public knowledge of drought by providing

information and resources to key organizations

and individuals.

Feb - BOD President letter on shortage; offer of presentations

Apr – BOD President letter reporting Board’s water shortage actions

Spring – Completed ward briefings in four wards

July – WaterSmart Garden Grant Program resumed

Aug – Hosted booths at Danville and Richmond Home Shows

Aug – BOD President letter reporting mandatory restrictions

Oct – postcard on special meetings on drought/drought financing

Dec – BOD President letter reporting on drought actions

Apr – BOD President letter reporting on drought actions, if warranted

Ongoing- Track outreach conducted by District’s Speaker’s Bureau

Ongoing- Expand community fair and event participation (96 to date)

Ongoing- Partner with other agencies to promote conservation messages

Ongoing- Outreach to large employers to educate employees on water use

Attachment 1


December 4, 2014

Page 7

7

Audience/

Measure

Objective

Actions/Status

Renters and

homeowners Provide 1-1 assistance via surveys, rebates and

irrigation scheduling assistance on request, make

presentations to homeowner associations and

business property managers, and provide

educational conservation savings information at

local nurseries, irrigation equipment suppliers

and retail appliance stores.

Launch Single-Family Residential Home Water Report Phase 2 pilot to promote savings.

Outreach to customers who do not pay a water bill nor receive the bill insert, Pipeline.

Feb - Updated District water supply fact sheet

Mar - Met with 20 nurseries; updated water conservation tip sheets

Apr – Updated District water supply fact sheet

June - Second nursery meeting held

Sept –October Landscape sheet mulching workshop launched

Oct – WaterSmart Plant tags in use at 11 nurseries

Oct – Laundry- to-landscape incentive offer launched

Oct/Nov – 87 people attended drought special meetings held in four cities

Nov – HOA mailing of fact sheet on irrigation laws and EBMUD services

Mar – Drip irrigation workshop scheduled (March 2015)

Ongoing- HOA presentations, news articles and conservation services

Ongoing: Promote WaterSmart Home Survey Kits and distribute devices to single family and multi-family residential accounts

Spring – Offer lawn signs for lawn conversion participants

Ongoing-pilot testing landscape water budgets for residential homeowners


TBD -Pilot Pay As You Save program to encourage conservation improvements

Feb – Home Water Report Phase 2 approved by Board

Aug - Expansion launched to 11,250 customers receiving surveys;

Dec – Adding about 5,000 weekly: est. recipients as of Dec 3 is 30,000

Jan – Home Water Report expansion to 50,000 households

TBD – launch mobile application of Home Water Reports

Feb, Apr, August-Letters from the Board President to HOAs

Nov-Dec – Direct mail postcard to non-billpayers about online calculator

Spring – consider second non-billpayer mailing based on prior results

Attachment 1


December 4, 2014

Page 8

8

Audience/

Measure

Objective

Actions/Status

Conduct survey research on drought awareness and penetration of conservation messages.

March - survey results reported to Board

TBD – Focus group research on supersaver recognition

Recycled

Water and

Graywater

Look for new recycled water opportunities and encourage use of trucked recycled water by

customers where that use is appropriate

Promote use of car washes that recycle water

Support graywater use

July – Letter to 90 trucked recycled water permit holders and 280 portable hydrant meter users encouraging use of recycled water

Ongoing – Investigate feasibility of offering recycled water for residential customer pickup and use.

TBD – Convert Admin Building HVAC chiller to use recycled water

Ongoing- Encourage commercial car wash use because they recycle

Aug- Launched graywater laundry to landscape rebate program

Aug – Hosted residential graywater 101 workshop

Sept – Hosted residential graywater laundry to landscape nuts and bolts workshop to reuse clotheswasher discharge in the landscape

Employees Make it easy for EBMUD employees to stay up to date on the latest news about the water

shortage

Jan - Alert to employees re: drought in the news; water supply plans

Feb - GM email to staff re: 10 percent voluntary

Mar - Update to staff on Customer Service leak hotline message

Mar - GM email to staff re: water shortage update and Board action

Mar - Drought overview for employees on local boards and commissions

Apr - Splashes in-depth feature on Freeport startup

Apr - GM email regarding supply status and rate recommendations

July - GM announcement to staff about upcoming emergency regulations

Aug - GM announcement about action on Section 28

Oct – GM announcement about special Board meetings

Dec – GM announcement about drought actions

Apr – GM announcement about rate recommendations

Ongoing: regular updates in Splashes and at intranet “drought central”

Attachment 1


December 4, 2014

Page 9

9

Audience/

Measure

Objective

Actions/Status

Schools Provide classroom water supply and conservation presentations and materials

Work with universities and city colleges on campus conservation outreach efforts.

April – semi-annual flyer mailed to schools

Jan-Mar--Sponsored and developed two Kid Scoop news articles

Ongoing- look for opportunities to work with universities and colleges on conservation outreach activities

Billboards Use Oakport billboard and Clear Channel agreement-related space to promote drought

messages

Mar – Oakport drought billboard with leak message in place

Apr – Save Our Water posted on wastewater treatment plant billboard

Oct – Oakport drought billboard message with save rain or shine in place

Dec – 100 Clear Channel locations featuring rain or shine message

Spring – launch new drought billboard campaign (concept TBD)

District

leaks search Help customers understand pipe flushing.

Continue/enhance distribution system pipeline leak identification and repairs.

Install data loggers at selected locations to monitor water use.

Feb - Signage developed in last drought for field use back in use

Apr - Board approved purchase of more data loggers; staff will install more than 1,000 data loggers to monitor up to 500 miles of distribution

system pipe

Dec – Pursue water loss control using leak detection technology in Kensington and Blackhawk.

District rec

areas/bldgs. Promote fix-a-leak week campaign.

Audit facilities and cut water use 20 percent

Place drought signage at areas where landscaping is affected by reduced irrigation.

Mar - Distributed handouts at Lafayette, San Pablo and Admin Building

May-Audited 39 District facilities to look for ways to cut water use

Oct – District facilities added to Landscape Water Budget Program

Ongoing -Achieving 20 percent savings at 95 percent of facilities; problem areas identified and staff is working on potential fixes.

Dec-Jan - Include all District irrigation accounts in the Landscape Water Budget Program and work to achieve WaterSmart certification at each

facility.

Mar – Post Fix a Leak signage at Lafayette and San Pablo reservoirs and Administration Building lobby

TBD-Identifying locations and having the sign shop make signs

Attachment 1


December 4, 2014

Page 10

10

Audience/

Measure

Objective

Actions/Status

District

Vehicles Promote conservation July- Save Water bumper stickers placed on EBMUD vehicles

Track water

production

and GPCPD

Track water production against a goal of reducing production 10 percent when compared

to the same period in 2013.

Track residential gallons per capita per day and report it to the State Water Resources Control

Board from October 2014-April 2015.

From February 11 – November 30, water production is 12.6 percent below the same time period in 2013.

Estimated residential GPCPD for September (84) and October (74)

Use

Freeport

facilities to

draw

supplies



Sept – Reported on lessons learned from bringing 23,400 acre feet of water in through Freeport (first water year use)

Dec – Recommend initial supplemental supply action for WY2015 to bring up 16,000-35,000 acre feet of water into EBMUD’s system starting

in January 2015.

120914_Regular Business Meeting AgendaItem 01-DRAFT Reg Mtg Minutes of 112514Item 03 - Purchase of Reverse Osmosis Membrane Elements for the RARE Water ProjectItem 04 - Eden Reservoir Replacement and Round Hill Reservoir RehabilitationItem 05.1 - Consulting Agreement with Brown and Caldwell for the Richmond RefineryRecycled Water StudyItem 05.2 - Amend the Agreement for Recycled Water Service at Chevron's Richmond RefineryItem 06 - Vegetation ManagementItem 07 - Third Party System for Benefits Administration ServicesItem 08 - Automated Vehicle Locator SystemItem 09 - Advanced Metering Infrastructure System for Hard-to-Read MetersItem 10 - Dynamic Sectorization Leak DetectionItem 11 - Autorize Continued Employment of the Law Office of Best Best & Krieger LLP for Specialized Legal ServicesItem 12 - Authorize Continued Employment of the Law Office of Hanson Bridgett LLP for Specialized Legal ServicesItem 13 - Cancel the 12-23-14 Closed Session and Regular Meetings of the Board of DirectorsItem 14 - Election and Appointment of Directors in Wards 2, 3, 4 and 7Item 15 - Name Change of Buyer of Former Oakland Business Office PropertyItem 16 - Purchase of Real Property at 2658 North Main Street Walnut Creek CAItem 17 - Legislative UpdateItem 18 - Declare the Need to use Supplemental Supplies, Implement the Supplemental Supply Surcharge, and Increase Voluntary Customer Water Use Reduction to 15 PercentItem 19 - Staged System of Drought RatesItem 20 - Principles Governing Negotiatin of a Pilot Project Labor Agreement for Construction of Chabot Dam Seismic Improvement Item 21 - Monthly Report - November 2014Item 22 - Finance-Administration Committee Minutes - 11-25-14Blank Page

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