Community Relations Committee Meeting Minutes – 2023-08-22

by | Aug 24, 2023 | Community Relations Committee

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Pine-Strawberry Water Improvement District (“PSWID”)

Community Relations Committee Meeting

Thursday, August 22, 2023 at 4:30 p.m. at the

Pine-Strawberry Water Improvement District Administration Building

6306 W. Hardscrabble Mesa Rd., Pine, Arizona 85544

  1. CALL TO ORDER
    Victor Tayao called the meeting to order at 447PM.
  1. ROLL CALL OF COMMITTEE MEMBERS / DECLARATION OF QUORUM
    Conducted by Victor Tayao. Committee members present via GoTo meeting:  Milo Lebaron, Rebecca Hidalgo-Rains, and Beth Pierson.  A quorum was present.  Steve Wene, the district’s attorney was also present via GoTo meeting.  A member of the community was also in attendance via GoTo meeting.

Discussion and Possible Recommendations on the following matters:

  1. DISCUSS POSSIBLE ADDITIONAL COMMUNICATIONS REGARDING THE OPEN BOARD POSITION.

    Committee members discussed that the open board position needs to be better publicized. The committee agreed to request that the open board position be announced via email.  This would be in addition to the announcements on the web site, fb page, and physical bulletin boards.  Beth Pierson motioned to move the request and Rebecca Hidalgo-Rains seconded.

  2. DISCUSS PREPARING FOR COMMUNICATIONS ON THE MODIFICATION TO THE MORATORIUM.

    This item was discussed in conjunction with agenda item no. 6. The committee members agreed that an FAQ would be developed and sent out as soon as possible after the announcement of the decision of the board.  The FAQ would include answers to common questions, data points considered by the board, and ways to step the community through the process that will be followed.  The committee members emphasized that consistency in the implementation is critically important.  The FAQ will be discussed and finalized at the next committee meeting.
  3. DISCUSS PREPARING FOR COMMUNICATIONS ON THE NEW SV3 DEEP WELL PROJECT (4889 N RIM VIEW LOOP).

    The committee agreed that a communication regarding the project should be sent out to the community. It should include details on the deep well design that are currently available, the timetable for the project, the ways that the district will be pursuing to minimize impact, photos and diagrams on how the deep well will look like, and how the well will address one of the biggest issues for the community, which is water supply. The communication should also include information regarding the complaint that was filed by a number of neighbors in the property, seeking to prevent a commercial enterprise in the neighborhood.  Steve Wene commented that the district has reached out to the parties of the complaint with limited responses, but he feels confident that the district will prevail.  Milo Lebaron motioned that this decision on the communication to the community be moved and Rebecca Hidalgo-Rains seconded. 
  4. DISCUSS AN FAQ FOR GETTING SERVICE AS PART OF THE MODIFICATION TO THE MORATORIUM.

    Please see minutes on item no. 4.
  5. DISCUSS AN UPDATE TO THE REQUEST FOR PUBLIC RECORDS TO INCLUDE EMAIL DELIVERY AND DEFINED ROLES AND TURNAROUND TIMES.

    Several examples of how outdated, cumbersome and inconsistent the current process has been. Steve Wene commented that the office is following the current policy and there is no impediment to the policy being updated.  Steve also added that interested members can help in updating the procedure.  The committee agreed to request that the current procedure be updated by Steve Bowen, the operations manager, to include email delivery and any charges to be paid via phone or online methods, as well as, include details on expected turnaround times and office staff roles.  Beth Pierson motioned for this request to be moved and Rebecca Hidalgo-Rains seconded.
  6. DISCUSS A LINK ON THE WEB SITE TO SEND A GENERAL CONCERN TO CUSTOMER SERVICE.

    Victor Tayao provided an update that this function is now available vis the Contact page.

  1. IDENTIFY POTENTIAL AGENDA ITEMS AND DATE FOR THE NEXT SCHEDULED COMMUNITY RELATIONS COMMITTEE MEETING.

    The following agenda items were identified for the next meeting:

    Discuss and finalize the FAQ for getting service as part of the Modification to the Moratorium.
    b.  Discuss communication to the community on the new SV3 deep well.

  2. MOTION TO ADJOURN

    Milo Lebaron motioned for the meeting to be adjourned. Rebecca Hidalgo-Rains seconded the motion, and the motion was carried unanimously.