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Agenda Packet - EVWD Board of Directors - 10/11/2011
East Valley Water District 3694 HIGHLAND AVE., SUITE #30, HIGHLAND, CA BOARD MEETING October 11, 2011 3:00 P.M_ AGENDA --------------------------------------------------------------------- "In order to comply with legal requirements for posting of agenda, only those items filed with the District Secretary by 12:00 p.m. on Tuesday prior to the following Tuesday meeting not requiring departmental investigation, will be considered by the Board of Directors ". ----------------------------------------------- ---------------- - - - - -- CALL TO ORDER PLEDGE OF ALLEGIANCE PUBLIC COMMENTS - At this time, members of the public may address the Board of Directors on matters within its jurisdiction. To provide comments on specific agenda items, please complete a speaker's request form and provide the completed form to the Board Secretary prior to the board meeting. Approval of Agenda 2. CONSENT CALENDAR -All matters listed under the Consent Calendar are considered by the Board of Directors to be routine and will be enacted in one motion. There will be no discussion of these items prior to the time the board considers the motion unless members of the board, the administrative staff, or the public request specific items to be discussed and /or removes from the Consent Calendar. a. Accounts Payable Disbursements: Accounts Payable Checks # 230048 through # 230188 which were distributed during the period of September 20, 2011 through October 4, 2011 in the amount of $1,004,390.68. Payroll and benefit contributions for the period ended October 4, 201 1 and included checks and direct deposits, in the amount of $175,090.76. Total Disbursement for the period $1,004,390.68 b. Directors' fees and expenses Resolution 2011.24 — Designation of applicant's agent resolution for non -state agencies NEW BUSINESS Discussion and possible action regarding claim for damages submitted to the District by Mark and Shirley Allen for citation fees that they incurred 4. Annual review of the District's Board Norm and Procedures 5. Receive and file the Comprehensive Organizational Assessment (presentation) REPORTS 6. General Manager /Staff Reports 7. Legal Counsel Report 8. Committee Reports • Legislative (Standing) • Community Affairs (Standing) • Policy Committee (Standing) • Labor Negotiating Committee (Ad -Hoc) • Succession Planning Committee (Ad -Hoc) 9. Oral comments from Board of Directors CLOSED SESSION 10. PUBLIC EMPLOYEE PERFORMANCE EVALUATION [ Govermment Code Section 54957] Title: Interim General Manager 1 1. CONFERENCE WITH LABOR NEGO'T'IATOR [Government Code Section 54957.6(x)] District Negotiator: Labor Negotiating Committee /Interim General Manager Employee Organization: S.B.P.E.A. ANNOUNCEMENT OF CLOSED SESSION ACTIONS ADJOURN ---------------------------------------------------------------------------- Pursuant to Government Code Section 54954.2(x), any request for a disability - related modification or accommodation, including auxiliary aids or services, that is sought in order to participate in the above - agendized public meeting should be directed to the District's Administrative Manager at (909) 885 -4900 at least 72 hours prior to said meeting. ---------------------------------------------- ------------------------- - - - - -- 2 East Valley Water District Staff Report Meeting Date: October 11, 201 1 TO: Board of Directors SUBJECT: Disbursements SUMMARY: Issue — Prudent fiscal policy and fiscal transparency Recommendation — Approve the attached list of accounts payable checks and payroll issued Fiscal Impact — $1,004,390.68 (budgeted expenditures) Previous Related Action — None BACKGROUND A listing of accounts payable checks, and the total for payroll and benefits costs incurred, are submitted to the board of directors for review and approval with each board packet. The attached check register, and the total for payroll cited below, were disbursed during the period September 20, 201 1 through October 4, 201 1 . DISCUSSION Accounts payable checks for the period included check numbers 230049 through 230188 for a total of $829,299.92 The source of funds for this amount is as follows: Unrestricted Funds $829,299.92 Bond Financing $ State Financing $ Payroll and benefit contributions paid for this period totaled $175,090.76. Total disbursed during the period September 20 to October 4, 2011 is $1,004,390.68. Re ctfully Sub fitted, Brian W. To Akins Chief Financial Officer Ap ro ed by, obert A. 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I° o o � d � d � �^ _. cT cn � o �c V W W O O A � � ' Oo OD C.T O CT CT � Q> p� pp pD W W pO OC � N A CT CT O O O COT CT CT O CNT CNT U CT CT CT OD OD tD (D O O CT CT � O) � —� O � � U CT CT O �1 v (O (O CT CT W N CT O O O CD CO W W �� i N N N O W OD V� CJ W p� D O rl N N N v �! O W W O O O O� Oo v V CO (D O O W W O (p V! W W CT � v v v O O v v D � v O v v v v 0 v v v m x v. In o N A W o N A W poppp N W mom poppp N W o N A W mom popp °m N W o N A �"� poppp N W o a �-^� N O �"� � N (O CO o N N cD V O m 0 A m 0 A V A V O m 0 A m A m A m 0 V O A 0 O A A O A W O A W O A W O �� O N WN N_ N_ j O v �1 N V m U m m W A A m A OJ W w O� m O N m N m N u. a N V N a o <o N a j N N rn� m a� w� a� V � � � �I O C.ii O A W O O N O O c0 O Oo OD OD V O (.T N Z O (T N CD C C � � C � V pp c C �� �� �� � c � � � � � c � � c > c > Cn a m [n In O� O Or. O OT. O O TO. O 70c O O O OT. O OT. O OT. O Or. O O OT. O 70c O OT. O OT. 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OT. 07c OT. �� � O CD � O N O N O °) O N O N O � O � O O O O O N O N O N O N O p � N A CO � N N CD N N N CO , N O O N N (O N � (D N CO � N CD � CT CT W (O O O O � CO N CO N CO N O ItY CJl O O� O O O m 0 0 � O� O� O� N � N O O O N O , N W � N , N � N N N N (�o N � A A [D � N COTt O COT O O� O� O O O O O � p p O _NO.. O O j CD f7l � � o C7 g c C7 o A � � c� n "' � �„ G ? 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O O� n � � � 0 0 0 O� �� O� C w Z 7pc (D (D (D N !D CD � ? ? s � ? � C y � C y � 70c C y = Ifl- O ��� O N O � v� N c00 r� i CO`O � V i ��� t0`D N tOD N (O_D N CO_O N [_00 � o �� m °o m o c00 V A � V V V V V V V V V N_ N_ O � CD O O � N O O O W O m O O v O �� cNil (NSl CNSt CN11 N O N O N O N O N � � C�Ti O� NO ♦y � Q p � � N � 'O N 4U N LU v N Q1 O �� N V V 0 0 N N A A j j C � O j j C a z j O O O O O ly O .�-. C ti O � N N � c m c � a v 0 °� m 0 A N O A m °i a.y�. "��' N m �D S � v s n �'1 ac- c ie'�o O. tl! N N r C'7 C C C,7 C C C C C C C7 C7 � C7 n � � � N N� c O c in o � O � O C w Z (D (D o) ? ? z (D (D (D N !D CD � ? ? s � ? � C y � C y � �. r � m C y = Ifl- � � o � � a' m o 0 0 o m= 3 c m m m o m m m m m m c�i� �� 3 p � o � o p v o m o �� m °o m o v o cn OO m� v v cn O V ������ °o m � m o m o � d) m o m N N � W N Z V N A OO N N C -p ID (D (D (D (D (D v v v -o -a -a �O OD �J � .Z7 � �. � .Z7 (p ♦y � Q .-O (D � � N � 'O N 4U N LU v N Q1 O �� N V V 0 0 N N A A �j N � � c � d 0 C � O 6 0 C7 m m C a z (n VJ (D �' V� V� N li/ l�Si (�/ � °- � C °- � n C =°- z -moo v Z) w � o �� w C v v D v v�� ������� m a a' N� O "' Im � �� � —� .T O O A A V N O m v m ni n� rr'- Q) W O m � � O m .-. p m - a m m m m m m z m m � T g I� � x m m l O Z � c > a r to 0 0 D m c�i� � m r a � C7 � o -I ° O � > > > >> N "� m O p x to � = m a cn � S O <n � F'o �o m m �'o m 0 z m D � � a � a r a = � O � � � z cmi� � m � a � o D m � n D = � �. � cn m` � n O m o O N w -a m O O C D � n v � m o o � z o m A O ly O .�-. 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Conferences and Other Meetings DATE ORGANIZATION PURPOSE 3 -Sep EVWD 8 -Sep EVWD 12 -Sep EVWD 19 -Sep EVWD 20 -Sep SBVMWD 22 -Sep EVWD 24 -Sep Red Cross 26 -Sep SBCASD 28 -Sep EVWD 29 -Sep EVWD Travel Expenses: (Details on Back) Director's Signature Date of Board Approval Administrative Manager Miscellaneous Notes Succession Planning Committee Succession Planning w /staff- documents Succession Plannina Committee Special Board Meeting Board Meetino Labor Negotiations Committee CPR - Workplace CSDA Update Meeting Mtg. w /IGM re GM Interview Schedules 8� Process Mtg. w /IGM & Dir. Sturgeon TOTAL # OF MEETINGS 10 @ $150.00 each $ 1,500.00 $ 42.18 Total Director's Meetings &Expenses $ 1,542.18 Less Any Advance Payments $ TOTAL DUE DIRECTOR $ 1,542.18 TRAVEL EXPENSES Lodgings: (Detailed receipts attached *) DATE FUNCTION ATTENDED AMOUNT TOTAL LODGING $ Personal Auto: (Detailed receipts attached *) DATE FUNCTION ATTENDED MILES PARKING FEES 3 -Sep Succession Planning 48 $ 20 -Sep SBVMWD 28 $ TOTAL FEES $ CURRENT RATE: $0.555 TOTAL MILES 76 $ 42.18 Meals: (Detailed receipts attached *) DATE FUNCTION ATTENDED AMOUNT TOTAL MEALS $ Other: (Detailed receipts attached *) DATE FUNCTION / NATURE OF EXPENSE AMOUNT TOTAL OTHER $ 'ORIGINAL RECEIPTS REQUIRED TRAVEL EXPENSES $ 42.18 EAST VALLEY WATER DISTRICT DIRECTOR'S FEES AND EXPENSE REPORT DIRECTOR Larry Malmberg MONTH Sept. 2011 Board Meetings '9 -13 -11 , `9 -19 -1 1 , '9 -27 -11 Conferences and Other Meetings DATE ORGANI2:ATION Pl IRPnSF Travel Expenses: (Details on Back) Meet with Dr. Mathis and Matt in Ranch, Succession Plannin Meet with Matt for lunch, Successon Planning, review applicants Meet with IGM, Matt, Negoiations Meeting. SB Chamber Koffee Klatch SB Chamber Koffee Klatch TOTAL # OF MEETINGS 8 Q $175.00 each $ 1,400.00 Director's Signature���'�� � "- "�` -'�" `. �`—!� Date of °� -'999 Board Approval ��-� _! i Administrative Manager Miscellaneous Notes $ 21.42 Total Director's Meetings &Expenses $ 1,421.42 Less Any Advance Payments $ TOTAL DUE DIRECTOR $ 1,421.42 3 -Sep 'EVWD 12 -Sep 'EVWD 22 -Sep 'EVWD 7 -Sep 'S BACC 14 -Sep 'S BACC Travel Expenses: (Details on Back) Meet with Dr. Mathis and Matt in Ranch, Succession Plannin Meet with Matt for lunch, Successon Planning, review applicants Meet with IGM, Matt, Negoiations Meeting. SB Chamber Koffee Klatch SB Chamber Koffee Klatch TOTAL # OF MEETINGS 8 Q $175.00 each $ 1,400.00 Director's Signature���'�� � "- "�` -'�" `. �`—!� Date of °� -'999 Board Approval ��-� _! i Administrative Manager Miscellaneous Notes $ 21.42 Total Director's Meetings &Expenses $ 1,421.42 Less Any Advance Payments $ TOTAL DUE DIRECTOR $ 1,421.42 TRAVEL EXPENSES Lodainas: (Detailed receipts attached') DATE FUNCTION ATTENDED AMOUNT Personal Auto: (Detailed receipts attached') DATE FUNCTION ATTENDED 3 -Sep Succession planning meeting in Rancho Cucamon a CURRENT RATE: $0.51 Meals: (Detailed receipts attached') $ $ $ TOTAL LODGING $ PARKING MILES FEES 42 $ $ TOTAL FEES $ TOTAL MILES 42 $ 21.42 DATE FUNCTION ATTENDED AMOUNT $ $ TOTAL MEALS $ Other: (Detailed receipts attached') DATE FUNCTION /NATURE OF EXPENSE AMOUNT TOTAL OTHER $ ' ORIGINAL RECEIPTS REQUIRED TRAVEL EXPENSES $ 21.42 EAST VALLEY WATER DISTRICT DIRECTOR'S FEES AND EXPENSE REPORT DIRECTOR: Morales Board Meetings: 13, 27 Conferences and Other Meetings MONTH September 2011 DATE ORGANIZATION PURPOSE 01 CMUA Legislative Committee (review board package and bill positions) 15 CA Water Quality Board Integrated Watershed Management (webinar) 15 EVWD San Bernardino Route 66 16 EVWD San Bernardino Route 66 19 EVWD Special Board Meeting 22 ACWA Water Professionals Legal Education Workshop 23 ACWA Water Professionals Legal Education Workshop 26 EVWD GM DeLoach - Standing Monthly Meeting 29 EVWD Policy Comm TOTAL # OF MEETINGS 10 Travel Expenses: (Details on Back Director's Signature_ Date of Board Approval EVWD Exo SEP 20t'I @ $150.00 each $1 ,500.00, Total Director's Expenses $ Total Director's Meetings 8� Expenses $559.88 Less any Advance Payments $ TOTAL DUE DIRECTOR $2,059.88 TRAVEL EXPENSES Lodgings: (Detailed receipts attached") DATE FUNCTION ATTENDED 09/21 -22 ACWA Legal Education Workshop AMOUNT $316.44 TOTAL LODGING $316.44 Personal Auto: (Detailed receipts attached) DATE FUNCTION ATTENDED MILES PARKING FEES 09/21 -22 ACWA Legal Education Workshop $72.00 09/21 -22 ACWA Legal Education Workshop _115X2 $ TOTAL FEES $72.00 TOTAL MILES _230 x $.555 per mile $127.65 Meals: (Detailed receipts attached *) DATE FUNCTION ATTENDED AMOUNT 09 -22 ACWA Legal Education Workshop $5.12 09 -22 ACWA Legal Education Workshop $38.67 $ TOTAL MEALS $43.79 Other: (Detailed receipts attached") DATE FUNCTION ATTENDED AMOUNT $ TOTAL OTHER $ ORIGINAL RECEIPTS REQUIRED TRAVEL EXPENSES $559.88 (Enter this total on the front of form) EV W D Exo SEP 20 t t EAST VALLEY V:r.TER DISTRIDT DIRECTOR'S FEES AND EXPENSE REPORT DIRECTOR Sturgeon MONTH 09 , 2011 Board Meetings 13 — 19 — 27 Conferences and Oths: Meatincls DATE ORGANIZATION PURPOSE 8 WEF 'four 9 WEF Tour 12 EVWD Meet with General Manager 24 Red Cross CPR Class 20 SAWPA Meeting 20 SBVMWD Meeting 27 High C of C Meeting 29 EVWD Meet with General Manager 22 UCLA Economic Forcast Conference 29 EVWD Policy Committee 26 ASBCSD Meeting 17 Route 66 Public Relations 18 Route 66 Public Relations TOTAL # OF MEETINGS 9 @ $150.00 each $ 1,350.00 Travel Expenses: (Details on Back) $ 169-59 Total Director's Meetings & Expenses $ 1,519-59 Director's Signature ` Less Any Advance Payments $ Date of Board Approval October 11, 2011 TOTAL DUE DIRECTOR $ 1,519.59 Administrative Manager Miscellaneous Notes I KAVtL 1=Ay1t_NUtU Lodgings: (Detailed receipts attached') DATE FUNCTION ATTENDED AMOUNT 09/07 Water Education Foundation $ 123.75 $ $ TOTAL LODGING $ 123.75 Personal Auto: (Detailed receipts attached') PARKING DATE FUNCTION ATTENDED MILES FEES $ $ TOTAL FEES $ CURRENT RATE: $0.51 TOTAL MILES $ Meals: (Detailed receipts attached') DATE FUNCTION ATTENDED AMOUNT $ $ TOTAL MEALS $ Other: (Detailed receipts attached') DATE FUNCTION / NATURE OF EXPENSE AMOUNT 09/19 Water Education Foundtion Shipping Expense $ 24.80 09/17 Route 66 -- Folding Chairs from Walgreens $ 21.04 TOTAL OTHER $ 45.84 'ORIGINAL RECEIPTS REQUIRED TRAVEL EXPENSES $169.59 EAST VALLEY WATER DISTRICT DIRECTOR'S FEES AND EXPENSE REPORT DIRECTOR Wilson MONTH Sep 2011 Board Meetings 9/13;9/19 Conferences and Other Meetings DATE ORGANIZATION 1 -Sep EVWD 8 -Sep U SAW RA 17 -Sep SBCC 21 -Sep SASTF 22 -Sep E V W D Travel Expenses_ (Details on Back) ,� Director's Signature � �,..r%�. Date of ? Board Approval Administrative Manager Miscellaneous Notes PURPOSE Mtg. W/ Gen Mgr Monthly Mtg Route 66 Task Force Mtq Telcon w/ Cong Lewis re SAS TOTAL # OF MEETINGS 7 @ $175.00 each $ 1,225.00 $ Total Director's Meetings &Expenses $ 1,225.00 Less Any Advance Payments $ TOTAL DUE DIRECTORS 1 ,225.00 East Valley Water District Staff Report Meeting Date: October 11, 2011 TO: Board of Directors SUBJECT: Resolution to amend the previously named representative for all FEMA disaster grant projects SUMMARY: Issue — Replacement of Bob Martin, General Manager and Gary Sturdivan, Safety Regulatory Affairs Director with District Engineer and Chief Financial Officer as `Authorized Representative' for all FEMA disaster grant projects Recommendation — Approve attached Resolution 201 1.24 Fiscal Impact — None Previous Related Action — Resolutions 201 1.04 and 2005.06 BACKGROUND Funding Agreements with FEMA/Cal -EMA require that agencies receiving FEMA disaster grants appoint an authorized representative to sign Claims for Reimbursement and other documents. Previously adopted Resolutions 2005.06 and 2011.04 named Bob Martin as General Manager, Brian Tompkins as Chief Financial Officer and Gary Sturdivan as the Safety Regulatory Affairs Director the Authorized Representative, however, with Bob's reassignment and Gary Sturdivan's retirement from the District necessitates the designation of a new Authorized Representative for these projects. DISCUSSION With the removal of both the General Manager and Safety Regulatory Affairs Director from the funding documents would leave only the Chief Financial Officer to sign requirement documents. Since we have listed the District Engineer as a signatory on other grant funding projects, staff felt it appropriate to add the District Engineer as an authorized representative. Therefore it is staff's recommendation that the Board adopt Resolution 2011.24 appointing the District Engineer and Chief Financial Officer as authorized signer for FEMA /Cal -EMA forms and documents. Respectfully Submitted, Ronald Buchwald District Engineer pr ved by,,, Robert A. DeL ach interim Genera Manager Attachments: Resolutions 201 1.24, 201 1.04 and 2005.06 SR# 0032 STATE OF CALIFORNIA Disaster No: CALIFORNIA EMERGENCY MANAGEMENT AGENCY Cal EMA ID No: Cal EMA 130 2011.24 DESIGNATION OF APPLICANT'S AGENT RESOLUTION FOR NON -STATE AGENCIES I3E IT RESOLVED aY THE Board of Directors OF THE East Valley Wter District (Governing Body) (Name of Applicant) TIIA•r District Engineer , oR (Title of Authorized Agent) Chief Financial Officer ,oR ('Title of Authorized Agent) (Title of Authorized Agent) is hereby authorized to execute for and on behalf of the East Valley Water District , a pabfic entity (Name of Applicant) established under the laws of the State of California, this application and to file it with the California Emergency Management Agency for the purpose of obtaining certain federal financial assistance under Public Law 93 -288 as amended by the Robert "I'. Stat7ord Disaster Rclicf and Emergency Assistance Act of 1988, and /or state £nancial assistance under the California Disaster Assistance Act. THAT the East Valley Water District a public entity established under the laws of the State of California, (Name of Applicant) hereby authorizes its agents) to provide to the California Emergency Management Agency for all matters pertaining to such state disaster assistance the assurattccs and agreements required. I'Icase check the appropriate box bclow- lQThis is a universal resolution and is effective for all open and futures disasters up to three (3) years fiillowing the date of approval below. This is a disaster specific resolution and is of %dive for only disaster numbers) Passed and approved this 1 1 th day of October 20 � � George E. Wilson, President (Name and Title of Governing Body Representative) Matt Levesque, Vice President; Kip Sturgeon, Director (Name and Tide of Governing Body Representative) James Morales, Director; Larry Malmberg, Director (Name and Title of Governing Body Representative) CERTIFICATION Robert A. De Loach duly appointed and Board Secretary of (Name) (Title) the Board of Directors do hereby certify that the above is a true and correct copy ofa (Name of Applicantl Resolution passed and approved by the Board of Directors oftne East Valley Water District 1 1 th (Governing Body) (Name of Applicant) on the day of OCtOber , 20 1 1 (Signature) Cal 6MA 130 (Rev.4 /1 1 ) Page 1 (Title) STATE OF CALIFORNIA CALIFORNIA EMERGENCY MANAGEMENT AGENCY Cal EMA 130 - Instructions Cal EMA Form 130 Instructions A new Designation of Applicant's Agent Resolution for Non -State Agencies is required if the previously submitted document is older than three (3) years from the last date of approval. When completing the Cal EMA Form 130, Applicants should fill in the blanks on page 1. The blanks are to be filled in as fo 11 ows: Resolution Section: Governing Body: This is the individual or group responsible for appointing and approving the Authorized Agents. Examples include: Board of Directors, City Council, Board of Supervisors, etc. Name of Applicant: This is the official name of the non - profit, agency, city, or county that has applied for the grant. Examples include: Sacramento Public Water Works; City of Sacramento; or Sacramento County. Authorized Agent: These are the individuals that are authorized by the Governing Body to engage with the Federal Emergency Management Agency and the California Emergency Management Agency regarding grants applied for by the Applicant. There are two ways of completing this section: 1. Titles Only: [f the Governing Body so chooses, the titles of the Authorized Agents should be entered here, not their names. This allows the document to remain valid if an Authorized Agent leaves the position and is replaced by another individual. If "Titles Only" is the chosen method, this document must be accompanied by a cover letter naming the Authorized Agents by name and title. This cover letter can be completed by any authorized person within the agency (e.g.; City Clerk, the Authorized Agent, Secretary to the Director) and does not require the Governing Body's signature. 2. Names and Titles: If the Governing Body so chooses, the names and titles of the Authorized Agents should be listed. A new Cal EMA Form 130 will be required if any of the Authorized Agents are replaced, leave the position listed on the document or their title changes. Governing Body Representative: These are the names and titles of the approving board members. Examples include: Chairman of the Board, Director, Superintendent, etc. The names and titles cannot be one of the designated Authorized Agents_ Name and Title: This is the individual that was in attendance and recorded the Resolution creation and approval. Examples include: City Clerk, Secretary to the Board of Directors, County Clerk, etc. This person cannot be one of the designated Authorized Agents to eliminate "Self Certification." Cal EMA 130 (Rev.4/ 1 I) Page 2 sou a cwo��.. OFFICE OF EMERGENCY SERVICES P.A. No.: 1952 DR DESIGNATION OF APPLICANT'S AGENT RESOLUTION NO. 2011.04 BE IT RESOLVED BY THE Board of Directors OF THE East VaIIeY Water District tGoverning Body) (Name of Applicant) THAT Safely 8� Regulatory Affairs Director OR (Title of Authorized Agent) Chief Financial Officer OR {Title of Authorizcd Agent) General Manager (Tale of Authonzed�Agenq is hereby authorized to execute for and in behalf of the East Valley Water District, a public entity established under [he laws of t}te State of California, this application and to file it in the Office of Emergency Services for the purpose of obtaining certain fed�aral financial assistance under P,L. 93 -288 as amended by the Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1 988, and/or state financial assistance under the California Disaster Assistance Act. T►iAT the East Valley Water District, a public entity established under the laws of the State of California, hereby authorises its agents) to provide to the State Office of Emergency Services for all matters pertaining to such state disaster assistance the assurances and agreements required. Passed and approved this 22 day of February , 201 1 Gary Sturdivan, Safety and ReRUlatory Affairs Director_ (Name and Trtle) Brian Tompkins Chief Financial Officer (Nano and Title) Robert E, Marlin, General Manager (Name and Title) CERTIFICATION I, Robert E. Martin, duly appointed and Board 5ecretary of East Valtev Water District, do hereby certify that the above (Name) (Tilley is a true and correct copy of a resolution passed and approved by the Board of Directors of the East Valtev Water District oIt the day of , 20 (Governing body) (Name of Appftcant) Uate Secretary - � - -� -- (S�gnaturc) OES Form 530 (i t �02) DAD Fwm am.earw.�r _ OFF1C& OF I]vIERG1313CY SHRVICES � C' M A , �- >� � T 3 P.A. No.: 1 iG- 7 •.1 l'f �J RESOLUTION 2005.06 DESIGNATION OF APPLICANT'S AGENT RESOLUTION BE IT RESOLVED BY THE Board of Directors OF THE East Valley Water District (Governing $ody) (Name of App &cant) THAT Gary Sturdivan Safety Ft Re�tilatory Affairs Coordinator OR ( Titte of Authorized Agent) Arian TomnIcins• Chief Financial Officer , OR ('Title of Authorized Agent) Robert E• Martin, Ge eral Manager (Title of Authorized AgenQ is hereby authorized to execute for and in behalf of the mast Valley Water District , a public entity established under the laws of the State of California, this application and to file iE in the Office of Emergency Services for the purpose of obtaining certain federal financial assistance under P.L. 93 -288 as amended by the Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1988, and /or state financial assistance under the California Disaster Assistance Act. THAT the East Va�lev Water District, a public entity established under the laws of the State of California, hereby authorizes its agents) to provtde to the State Office of Emergency Services for all matters pertaining to such state disaster assistance the assurances and agreements rec}uired. Passed and approved this day of _February , 2005 (Name and�tit_l -e) Gary Sturdivan, Safety 8r Regulatory Affairs Coordinator (Name and Title) B a�Tompkins, Chief Financial Officer �,�� yG���`yt (Name and Tide) Robert E. Martin, General Manager CERTIFICATION I, Robert E. MaLtir� ,duly appointed and Secretary of (Name) (Title) Tie Board of Directors , do hereby certify that the above is a true and correct copy of a resolution passed and approved by the Board of Directors of the East Valley Water District on the (Governing body) (Name of Applicant) day of 2005 _ Date: Bohm �Secretary (Official Position) (Signature) OES Form 130 Cl t•C12) DAD Form East Valley Water District Staff Report Meeting Date: October 1 1, 201 1 TO: Board of Directors SUBJECT: Claim for Damages SUMMARY: Issue — District Customers Mark and Shirley Allen have filed a claim with the District alleging damages caused by having to pay animal control citation fees when their dogs got out of their yard. Recommendation - Deny the claim for damages submitted by the Allen's and refer it to the Districts insurance carrier and legal counsel. BACKGROUND The Allen's are North Fork Irrigators who reside at west of Weaver Street. Their backyard is adjacent to an open area that contains the North Fork Canal buried pipeline. Within their backyard adjacent to the open area, is a weir that belongs to another North Fork Irrigator (Gutierrez) whose property is on the opposite (south) side of Baseline Road. This weir has existed on the Allen's property for SO or more years, long before the Allen's and Gutierrez's owned their respective properties. This weir is accessed by a gate that is connected to the chain link fence that is along the Allen's backyard. DISCUSSION On Wednesday, July 6, 2011, Mark Allen called the District and explained that District staff left his backyard gate open that morning and his dogs were able to escape from his backyard. The dogs apparently caused havoc with his neighbors and eventually were picked up by the San Bernardino County Animal Control. In order to pick up their dogs, the Allen's had to pay a $400 citation fee. On Friday, July 1, 2011, a production operator opened the gate and entered the weir within the Allen's backyard to adjust the water flow that goes to Gutierrez. On Sunday, July 3 the production operator went back to the site to turn off the water to Gutierrez but did not open the gate or go into the backyard (the valve to start or shut ofF the flow to the weir is outside the gate within the open area). The gate was closed. Normally, the Allen's receive their share of irrigation water on the fourth of every month. However, Mark Allen called prior to the fourth and asked if he could receive his water on the fifth since he will be out of town on the fourth. The Production Superintendent verified he could make the switch and SR# 0030 then accommodated Mark's request. On July 5`�', a production operator arrived at the open area to turn on the water to the Allen's home (the Allen's valve and weir is located to the east of the previous weir and is located in the open area). When the operator arrived, he noticed the Allen's dogs were loose in the area with the gate open (this apparently was an intermittent occurrence). The operator softly "shooed" the dogs back into their backyard and closed the gate. The operator left the site. On July 6`h, a production operator went to close the valve to the Allen's weir and did not notice the dogs out or the gate open. Again, there was no reason to open the gate except on July 1, 2011. Since the incident, staff has put a lock and chain on the gate. We offered to provide a key to the Allen's but they said they do not need one since they do not use the gate. This has resolved the issue of the gate being opened. Attached to this report is the claim with additional information as to the reported damage. Also attached to this report are three Incident Notification Reports filled out by staff regarding this event. Respectfully Submitted, \�-� ��ui� -��C Ronald Buchwald District Engineer Attachments Approved by, Robert A. DeLoach Interim General Manager SR# 0030 ast Valley Water District PO Box 3427 San Bernardino, CA 92413 909 - 885 -4900 CLAIMS FOR DAMAGES TO PERSON OR PROPERTY INSTRUGTION: i Subject to certain statutory exceptions, an action for money or damages may not be maintained against the District unless written claim has been timely presented to the District and rejected in whole or in part. z. A claim shall be presented by the claimant or by a person acting on the claimant's behalf. s. Answer all questions. Omitting information could make your claim legally insufficient. a. Name and address of the person to whom you desire notices or communications to be sent regarding this claim. s. This claim form must be signed on page 2 at bottom. s. attach separate sheets, if necessary, to give full details_ SIGN EACH SHEET 7 Claim must be filed with Board Secretary. TO:EAST VALLEY WATER UiSTRICT Name of Claimant Home Address of Claimant City and State � Home Telephone Number F3usiness Address of Claimant "pity and State Business Telephone Number Give address to which you desire notices or communications to be sent regarding this claim: How did DAMAGE or INJURY occur? Give full particul2r§. �VLlJ�' EMPloyt� �P�'Nt =d <jHf-� �-c+ our' �foPt'v' 1-� -4< pr.J l�C� SS -{zJ '+►•�F W� � �rl (� f 'f ����4fi� o,,,,��or i✓ wh, c 1. Al �o.n�G- ci avr �7� Lorr�-i�-- d.a�� S ��� -1- C i- W— �.Ja�Jd�/Z_ON �fl c�'FG.Li_' t`r °F'ce^-i'�t5�.7�fa^�In..AI CU.�!'�.rG( u.1�:� c�.A(]c_d 4NdS �.�.�AS �� /��� A When did DAMAGE or INJURY occur? wive full particulars, d�#e, ti7Sie of day: r 1 ��l (^ J zn l l EA 2L� MD QaJfN hoa -1r5 EV'U.Jfl trn (J)o )t-L: O Fn�r -c� 5'A+ -t -%� C�at,J �lectsS Yam W E a � U N C+ ...� ,4L �F V F` � 1' �l � C1-. �. t C`f�+ t O� t N N I 1 U a� a +� t� L'^✓ !• LZ� I�r �- of l: c( �` 6 ✓ + . Where did DAMAGE or INJURY occur? Describe fully, and locate on diagram on reverse side of this sheet, where appropriate, give street natures and address and measurements from landmarks: �z4�c Lc= ril[�t �� '�� s�/t -� ✓� cc- 2nd �� -p .rv�. '�' 1n L i+LL -7a F cT� C�+.?R- �A'o p�!"`.J, -,�° What particular ACT or OMISSION do you clairrr caused the injury or damage? Give names of District employees causing the injury or damage, if known: �� A>LE ,EjE� w3c, L- .c`�-�` d cn� A i(o,..> > +-� ' ov s' LZ� l.-AJ' t✓ d� S -7 � te-74�c Gam!' .7!�o�a~ r-�- CVW i, �"rv.,p�o�� � �,�loaTt��.,�.+K,�ar>.� N i �C'��.= d 51a� -� � yeo�.J socrCtSS What DAMAGE_ or INJURIES do yo� claim resulted? Give full extent of injuries or damages claimed �cctEV�d.I �i-ta�-�o.� Fes•.- sa,cJg ro��N� �t LAr�. What AMOUNT do you claim on account of each item of injury or damage as of date of presentation of this claim, giving basis of computation: Via, a(. � 1/OD •DD FIN c �f C�� �H�rc�nJ _ Jk Z.�:ca , p� Q�k' ci� . Give ESTIMATED AMOUNT as far as known you claim on account of each item of prospective injury or damage, giving basis ofl�Insurance payments received, if any, and names of Insurance Company: � '�a(�•OC> /% tN_5:.frLfituG�c cf[a, � SEE PAGE 2 (OVF_R) TH{S CLAIM MUST BE SIGNED ON REVERSE SIDE q -1 Z- , � C � i-fn � � `� �� '� LiL�C� • � � Expenditures made on account of accident or injury: (Date -Item) (Amount) - AN f nn � � `,c �I � � -r� � L> ti f � - rz C�H � C /� �. � �� .,.) Name and Address of Wetness, Doctors and Hospitals: READ CAREFULLY For all accident claims place on following diagram names of streets, including North, East, South, and West: indicate place of accident by " X "and by showing house numbers of distance to street corners. If District Vehicle was involved, designate by letter " A "location of District vehicle when you first saw it, and by " B" location of yourself or your vehicle when you first saw District vehicle: location of District vehicle at time of accident by " A -� and location of yourself or your vehicle at the time of the accident by "B -1" and the point of impact by "X ". NOTE: If diagrams below do not fit the situation, attach hereto a proper diagram signed by claimant. CURB 7 FOR OTHER ACCIDENTS SIDEWALK PARKWAY SIDEWALK FOR AUTOMOBILE ACCIDENTS - -- igna ure o aimant or person filing on his Typed Name behalf giv�ij@ relationship to Claiman�- �w � n: ran claimants may be required to be e�m't�r'�'U'2s'to� their -Claim under oath. Presentation of a false claim is a felony (Calif. Penal Code Sec. 72) CLAIMS MUST BE FILED WITH 60ARD SECRETARY. CURB to ri ,e s � y, 1, s r � r Y 1 � j ✓ � r N u� .. f u..�it - e'l 4 Y— ♦ F6 •'• �, f`iy .,,M 1 ! Citation Processing Center Page 1 of 1 a08reh Citellon >Fnuna3 Gilntlon NumUUr Citation Information Date Time Pay Citation by Cmdit /17ebd Gard I Gitatlon HGOU00208 07/06/11 71:30 AM Pay All by Credit/Deblt Card Amount Owing this Citation �� 5400.00 Frequently Asked QuesUOns .Issuing Agency County of San Bernardino Animal Sorvlces _ 'Status � OPEN Noticed _ _ ( New Search ___.. Number �� 1 of 1 Found Citations: HC0000208 "°� ([; ``,, Violation Information lSubmiN Code Description Amount Sa.0100(a) Control of Animals -At Large $2D0.00 32,0108(a) Control of Animals -A[ Large $200.00 Tofal:. $400.00 Horne i fAa A� CoDYd9h[ 2009 Citation PrOCesslnp Canter. All Rights Reservetl HGUVUVGUtS L. trr,a• / /� =><x.w �- itatic�nnrocesslri�center.com/ citizen- citition- found- parking•aspx 9/12/2011 Citation Processing Center Page 1 of 1 Searrh Caetlon >Pountl Cflation Number � Citation Information Date Time Pay All by Credit /Debit Card Citation , HC000020a 07/OOH9 91:30 AM Re:cefPt _� ._. � Amount Owing this Citation $O.Op I_ Frequently Asked Questions Issuing Ageney County of S'an Bernardino ArUrna/ Services Status 09!12!99: Paid In Fuil _._.__ __._ _.._. __I New Seardt Number 1 of 1 Found Citations: HCOg00208 gg p Violation Information ' lSu6miir -- Code Description Amount 32.0106(a) Cmttrol of Animals -At Largo $0.00 32.0908(a) Control of Animals -At Largo $0.00 Total' $O_OU Home I FAR A© Copyright 2009 Citation Processing Center. All Rights Reserved FIUU_UUU[tlu }, ttr9s_// www _citationprocessingcenter_com/ citizen- citition- found- parking.aspx 9/ 12/201 1 3654 E. Highland Avenue, Suite 18 Highland, CA 92346 East Valley P.O. Box 3427 San Bernardino, CA 92413 Water District Phone: (909) 889 -9501 Fax: (909) 889 -5732 INCIDENT NOTIFICATION REPORT DATE OF INCIDENT: 7/6/2011 TIME: EMPLOYEE'S NAME: Ron Buchwald JOB TITLE: District Engineer NATURE OF INCIDENT: Complaint of employees letting dogs out REPORTED BY: LOCATION INCIDENT OCCURRED: CUSTOMER ACCOUNT NAME: Mark &Shirley Allen CUSTOMER ACCOUNT NUMBER: NOTIFIED: SUPER�/ISOR Q WITNESSES: WHO: EXPLANATION OF INCIDENT: On Wednesday, 7/6/11, as I came back from lunch, Eliseo came to me to tell me that Melissa Karper received a call from Mark Allen (North Fork Irrigator) who was very upset with us. He stated that the North Fork Operators) left his gate open and his dogs got out, caused some havoc with the neighbors and were pick up by the pound. He had to pay to get his dogs released from the pound. I talked with Mike Henderson who had just talked to several of his staff involved with operating the North Fork Weirs in the area of Mark Allen's home. Ed King was in the office at the time of the call with Melissa. Please see Mike's report regarding the discussions with his staff and then with me. There is a gate the belongs to Mark Allen that we use to access a weir that belongs to another irrigator (Gutierrez). This arrangement has been in effect for many years, well before Mark Allen owned the house. The only time Mike's guys opened the gate in the last week was Friday, July 1, 2011. However, as reported in Mike's report, one of the operators noticed the gate was opened yesterday and the dogs were loose in the North Fork Easement area behind Mark Allen's house. Filename: Incident Notification Report -R. Buchwald - Michael Allen Last Revised: 09/21/2011 Page 1 of 2 3654 E. Highland Avenue, Suite 18 Highland, CA 92346 East Valley P.O. Box 3427 "San Bernardino, CA 92413 T Water District Phone: (909) 889 -9501 Fax: (909) 889 -5732 INCIDENT NOTIFICATION REPORT (page 2 - cont.) EXPLANATION OF INCIDENT (continued) I called Mark and discussed my concern with his do s ettin out and him having to deal with the doq pound. I offered to have the ate permanentl locked with a chain and lock stem. Th�ln/ilI cause the operators to focus on lockin the ate after each use This will prevent anyone including the dogs from pushing or openin the ate after our use (apparent) the ate is east/ to push open) Mark like the idea but still wanted to know how this happened and who was oin to reimburse him for the do pound cost. I told Mark that if he feels the District is the cause of the do s etting out then he can file a claim and submit with an receipts and submit that to the District He said he would consider the option I received a follow up call from Mark about a half an hour later He stated that his wife heard the do barkin yesterday and that when she went out to see what that was all about she saw our operator there and the gate was open. I then told Mark that in a follow up discussion with Mike that his operator did notice the gate was open and the do s were out. I told Mark that the operator nice) shooed the do s back into the and and closed the gate. I passed on to Mark that this was a re ular occurrence accordin to our operators Mark was unaware of this and somewhat suspicious. I told Mark that is wh I su ested a chain and lock system this way the gate is locked and remains locked. Mark still wanted to file a claim based on what his wife saw I then reiterated what I had said in the first phone call that if he feels the District is at fault then to file a claim with the recei ts. q EMPLOYEE'S SIGNATURE: ���,�� DATE: 1 'Z�^ SUPERVISOR'S SIGNATURE: DATE: GENERAL MANAGER'S SIGNATURE: DATE: !O !/ �� � n ia.,ucm rvouncauon Kepott -K. t3uchwald- Michael Allen Last Revised: 09/21/2011 Page 2 of 2 3654 E. Highland Avenue, Suite 18 * Highland, CA 92346 East Valley P.O. Box 3427 San Bernardino, CA 92413 Water District Phone: (909) 889 -9501 Fax: (909) 889 -5732 INCIDENT NOTIFICATION REPORT DATE OF INCIDENT: 7/6/2011 TIME: EMPLOYEE'S NAME: Mike Henderson JOB TITLE: Production Superintendent NATURE OF INCIDENT: Complaint of employees letting dogs out REPORTED BY: LOCATION INCIDENT OCCURRED: CUSTOMER ACCOUNT NAME: Mark &Shirley Allen CUSTOMER ACCOUNT NUMBER: NOTIFIED: SUPERVISOR Q WITNESSES: WHO: EXPLANATION OF INCIDENT: I spoke with my guys that were on the ditch from 7/1 -7/6. I also checked the schedule, we were at Weir 20 on 7/1 to start irrigation, the gate was closed when they finished. We We were back on 7/3 to turn the irrigation off, in which case, the gate was not opened. Weir 17 was on the schedule to irrigate on 7/4, but Mark Allen called and asked if we could please postpone his delivery until 7/5 as he was out of town. We checked the schedule and were able to accommodate him. We were back out today to shut off Weir 17. When we were out there on 7/5 to start the special irrigation turn, it was observed that the Allen's dog was out in our easement road and the operator coaxed him back through the already open gate, attempting to help out our customer by making sure the dog was in his own yard, and closing the gate. The dogs) have been observed out in the easement road several times upon arrival to perform irrigation duties up and down that road. I have seen them myself in the past. I had the operators install a chain on said gate as of today 07/06/11. Filename: Incident Notification Report -M. Hendersonr- Michael Allen Last Revised: 09/21/2011 Page 1 of 2 3654 E. Highland Avenue, Suite 18 Highland, CA 92346 East Valley P.O. Box 3427 San Bernardino, CA 92413 Water District Phone: (909) 889 -9501 Fax: (909) 889 -5732 INCIDENT NOTIFICATION REPORT (page 2 - cont.) EXPLANATION OF INCIDENT (continued): EMPLOYEE'S SIGNATURE: SUPERVISOR'S SIGNATURE: GENERAL MANAGER'S SIGNATURE: DATE: /'' c��(> �� DATE: �� l DATE: � D! 'c�j // ..._..,- •••... .��......,��. �.�uua.ouvn rcaNCrn -�w. nenaer50nf- MlChael Allen Last Revisetl: 09/21/2011 Page 2 of 2 3654 E. Highland Avenue, Suite 18 Highland, CA 92346 East Valley P.O. Box 3427 San Bernardino, CA 92413 Water District Phone: (909) 889 -9501 Fax: (909) 889 -5732 INCIDENT NOTIFICATION REPORT DATE OF INCIDENT: 7/6/2011 TIME: EMPLOYEE'S NAME: Melissa Karper JOB TITLE: Customer Service Representative II NATURE OF INCIDENT: Customer Complaint -Dogs got out REPORTED BY: Melissa Karper LOCATION INCIDENT OCCURRED: CUSTOMER ACCOUNT NAME: CUSTOMER ACCOUNT NUMBER: NOTIFIED: SUPERVISOR WITNESSES: WHO: EXPLANATION OF INCIDENT: On Wednesday July 6, 2011, I received a call from a customer named Michael Allen. The customer was very upset regarding his dogs. He explained to me that on the back part of his property there is a weir. This weir was explained to me by the customer to be accessible by East Valley Water District employees. Mr. Allen was extremely upset because he said that one of our employees left the gate open and his dogs got out. He also explained that he was not at home when it happened and that his wife was. He said she received a call from the dog pound to inform them that their dogs were picked up in the neighborhood. He never said that she was aware that the dogs were out of the yard until she received the phone call from the pound. I apologized to Mr. Allen for any inconvenience and took his name and number for Ron Buchwald to call him back. He asked for Ron by name and wanted to speak with him. I gave all the information to Carol Cales at the end of our conversation. Filename: Incident Notification Report -M. Karper - Michael Allen Last Revised: 09/2'1/2011 Page 1 of 2 3654 E. Highland Avenue, Suite 18 Highland, CA 92346 East Valley P.O. Box 3427 * San Bernardino, CA 92413 Water District Phone: (909) 889 -9501 Fax: (909) 889 5732 INCIDENT NOTIFICATION REPORT (page 2 - cont.) EXPLANATION OF INCIDENT (continued): EMPLOYEE'S SIGNATURE: SUPERVISOR'S SIGNATURE: GENERAL MANAGER'S SIGNATURE: �t� �.t✓ DATE: �L'% /��/ /�r ��- DATE: DATE: � � �� rnename: inciaent Notlncatfon Report -M. Karper- Michael Allen Last Revised: 09/21/2011 Page 2 of 2 East Valley Water District Staff Report Meeting Date: Oct. 1 1, 201 1 TO: Board of Directors SUBJECT: Board Norn�s and Procedures SUMMARY: Issue — The Board of Directors approved a set of "Norms and Procedures" to develop specific guidelines of operating expectations, procedures and behaviors for the Board. Annual review of the document is required. Recommendation — It is recommended that the Board of Directors review the Board Norms and Procedures. Fiscal Impact — There is no fiscal impact related to the recommended action. Previous Related Action — On July 27, 201 O the Board of Directors approved the Board Norms and Procedures. BACKGROUND Adopting a set of "Norms and Procedures" that have been reviewed and approved by the Board of Directors is an excellent tool to allow the Board and staff to conduct the business of the District with a defined set of operating procedures. The Board of Director's developed the development of the guidelines with the assistance of a facilitator. DISCUSSION The Board Norms and Procedures defines the expectations and operating parameters of the Board in several key areas including their interaction with the staff of EVWD. There are general procedures that identify training, information dissemination, and meeting preparation. Other key components of the Board Norms and Procedures include the following: • Board of Directors Values • Board Interaction and Communication • Board Interaction and Communication with Staff o General manager o Staff in General o District Legal Counsel SR# 0029 • Selection of a Board Chair • Role of the Board Chair • Citizen Complaints • Public Meetings o Consent Calendar o Public Input and Individual Agenda Items o Public Comments Section of the Agenda o Voting o Closed Session o Special Meetings • Committees and Boards Review of the Board Norms and Procedures on an annual basis provides the Board of Directors the opportunity to review, comment and modify certain items as needed. It is an excellent tool for developing agreed upon expectations as well as serving as a tool for orientation of new Board members as well. The Board Norms and Procedures adopted by the Board is considered a very worthwhile achievement and one in which very few public agencies consider or adopt. The Board is to be commended for their foresight on this matter. s ctfully ub itte �i��� Robert A. DeLoa h Interim General Manager Attachments —Board Norms and Procedures SR# 0029 BOARD NORMS AND PROCEDURES GENEIZAI. i. To take courageous action when necessary to keep the >;VWD a progressive, well managed, innovative District. 2. Board of Directors provides leadership and part icipates in regional, state and national programs and meetings. g. Board of Directors looks to Constituents and other elected officials for independent advice. 4. Other community leaders are consulted in the decision- making process when appropriate. 5. There can be extensive citizen participation and work on District programs. 6. There are numerous meetings, other than regular Board of Directors meetings. 7. We stress training for staff and Board of Directors. S. Board of Directors will inform the General Manager's Administrative Manager when they will be out of town as early as possible. 9. Board of Directors get the same information as much as possible: citizen complaints, letters, background, etc., in a timely manner. io.Board of Directors members will each determine specific routine information they want to receive such as Committee or City Agendas. 11. Return unwanted reports and documents to staff for distributing to the public or for recycling. 12.The Board of Directors may ask General Manager or designee for information, providing such information requests can be reasonably accommodated without significant interruption in staff work load_ The General Manager shall not be required to copy all Board Members with information obtained by other Board Members. EVWO - Board of Directors Norms and Procedures ig.All project assignments requested by Board Members shall be directed through the General Manager. The General Manager may place project items on the agenda if the project requires Board policy direction or approval to be implemented. 14.Items of significant expenditure of time /energy or financial impact must go to Board of Directors /General Manager to be agendized. i5. The General Manager receives formal work direction from the Board of Directors at public meetings or in closed session. Individual Board Members may not delegate formal work direction to the General Manager without approval by the rest of the Board of Directors. i6.The General Manager or Board President can request an item be placed on the agenda. 1�7. Read Committee Minutes in order to find out what is being worked on. 18.General Manager will discuss significant future Agenda topics with Board Members. i9.General Manager will meet regularly with Board President on Agenda preparation. 20. Board of Directors (minority side on vote) can not bring item back for one year; majority can bring it back at will. 2i.Board Members will do their homework (i.e., Read packets, complete committee work, etc.). 22.General Manager to give routine updates to Board of Directors. BOARD OF DIRECTORS' VALUES 2g.The Board of Directors and General Manager are a participatory team. 24.Board of Directors values high energy, open mindedness, and is achievement - oriented. 25.Board of Directors will care and have respect for each other. 26. Board of Directors will be straightforward, with no hidden agendas. 27. District Board of Directors values humor. 28.Traditions are respected. 29. No member of the Board of Directors shall use his or her position of public service with the District as a means to benefit his or her personal or private interests. BOARD OF DIRECTORS INTERACTION AND COMMUNICATION 2 of 8 EVWD — Board of Directors Norms and Procedures 3o.Individuals are responsible to initiate resolution of problems A.S.A.P. and not let them fester. 3i. Board of Directors will not direct personal attacles at each other during public meetings, in the press, or any other place /time. 32. Relationships are informal, but not casual in public. Business attire at Board meetings is appropriate. 33•Board of Directors will be cooperative in covering for each other 34- Substantive Board of Directors /General Manager items are to receive advance notice and public notification. 35- Committee areas belong to the whole Board; they are not seen as territorial. 36.Committees are responsible to keep the rest of the Board Members informed; and other members are responsible for letting the Committee know if they want more information or to give input. 3�7.Sefore Elected officials start moving in a new direction, they will get direction from the rest of the Board Members. 38.The Board President forms Committees or disbands and is responsible for selection. 39.Committee reports will be made under Board Reports, when appropriate. 4o.Committee summaries will be sent on an interim basis to update other Board members on: o Issues being discussed o Options being considered o Progress 4i. Board of Directors and Committees will give clear and focused communication promptly. 42.If Committee and Staff disagree, it is the practice to bring the issue to full Board of Directors. BOARD INTERACTION AND COMMUNICATION WITH STAFF General Manager 43 -Board of Directors will provide annual goals to provide direction to the General Manager at the time of the annual evaluation. 44 -Board Members should always feel free to go to the General Manager and vice versa. 3 of R EVWD — Board of Directors Norins and Procedures 45•When a Board Member is unhappy about a department or issues, he /she should always talk it over with the General Manager not the Department Head or other Board members. 46.Concerns about a Department Head must be taken to the General Manager or Board Attorney only. 4'7.Critical information will be passed to all Board Members by appropriate personnel. 48.The General Manager will provide ongoing feedback, information, and perceptions to the Board of Directors, including some response to written communications requesting feedback. 49• The General Manager deals with issues that cross department boundaries. So.Board of Directors will provide the General Manager with a written evaluation annually and provide some General Manager goals. Staff in General 5i. Board of Directors will always be informed by staff when an unusual event occurs that the public would be concerned about, i.e., Health Department notice, big Water breaks, etc. in a timely manner (if press or media is involved). 52.Lxtreme emergencies (i.e., fatalities) are immediately communicated to Board Members by General Manager or staff. Sg.The Board of Directors and staff will not Ulind side each other in public. Consideration for each other is our practice. 54. If a Board Member has a question on an agenda item, that member will make every effort to contact the General Manager or designee prior to the meeting. Board Attorney 55•Board Attorney shall partner with Board of Directors, General Manager and Staff when and where appropriate. SG.Board Attorney goes through the General Manager on routine areas. 5�7.Board Attorney to regularly consult with Board Members on items of concern on the upcoming agenda at the earliest time possible. 58.Board Attorney can consult directly with General Manager as needed. 59.Board Attorney will track Committee's actions, and relevant agendas of Board of Directors for needed input. Go.Board Attorney must oversee specialist attorneys; they are paid through the General Manager. 4 of 8 EVWO - Boord of Directors Norms and Procedures 6i.Board Attorney to pro - actively inform and protect the Board of Directors from potential violations and conflicts. CHAIR SELECTION 62.Thc Board President's succession is governed by the Board practices. 6g.The Board President is selected by the Board of Directors. The Board President remains as one member of the Board and has no rights or authority different from any member of the Board. 64.In the event of an early vacancy in the position of Board President, the Vice President shall become Board President for the remaining portion of the outgoing Board President's term as Board President. CHAIR'S ROLE 65.Each Board President is unique; the role is defined by the person, based on that person's style. 66.The Board President acts as the ceremonial head or representative of the District at various civic affairs. 6�7.The Board President is the spokesperson for the Board of Directors when appropriate media or external organization requests are made. 68.The Board President acts as signatory to all documents requiring Board's execution. 69.1'he Board President makes appointments to Ad Hoc and special advisory Committees. �7o.The Board President makes declarations, extends official recognition of groups or events. �7i_ The Board President will inform the Board of any informal correspondence sent out to anyone in relation to District business. �72.The Board President regularly communicates with the General Manager. CITI7TN COMPLAINTS '73. Board of Directors will be informed of significant, urgent and repetitive complaints. �74.Staff will draft responses (letters). X75. Board of Directors shall not attempt to fix Citizens' problems on their own; it will be referred to the General Manager. 76.Responses to Citizens are customized. 5 of 8 EVWD - Boord of Direcfors Norms and Procedures X77. Copies of responses to be included in individual packets or in Board Member's mail box. 78.If a Board Member wants action based on citizen complaint, they should go through the General Manager's office. 79.The level of detail in written responses will be selective. Bo.Generally, communications are acknowledged with discretion. PL7ELIC MEETINGS 81.General Manager sets the Agenda for regular Board of Directors meetings. 82.Public comment shall Ue received on all action items. 8g.Board of Directors members will treat everyone with courtesy. 84. Corrections to minutes are passed to the Board Secretary as soon as possible. 85.Each member relay share his /her views about the issue and the reasons for his /her vote. Consent Calendar 86.'1'here is judicious use of the Consent Calendar, such as minutes, routine District business, some appeals, things ah-eady approved in the budget. 8�7.If a Board Member has a question on a Consent Calendar item for their information only, they are to aslc staff ahead of time, rather than having it pulled off for discussion during the meeting. 88.Staff is prepared to report on every agenda item. Public Input on Individual Agenda Items 89.Once public input is closed, further public input will not be allowed unless re- opened Uy Board President. 9o. Citizen's, Board President's and. invited guests' comments will be limited. to a reasonable time. 9i.Board President will allow other Board Members to speak first and then give his /her views and summarizes. Public Comment Section of the Agenda 92.Public comments shall be limited to 3 minutes per speaker. 93.Each speaker will be thanked. 6 of 8 EVWD — Board of Directors Norms and Procedures 94.Generally, Board Members will not respond to Public Comments except for the Board President referring matters to the General Manager for follow up. Occasionally, a quick informational response is appropriate when an obvious answer is available. The Board of Directors will not debate or make decisions in response to public comments as they are not agenda matters under consideration. Voting 95.Everyone may speak before a motion. 96.Attempts will be made to get consensus on significant policy issues. 9�7.There will be roll call votes on request when a divided Board is obvious. 98. Department heads will generally attend when asked by the General Manager. 99.Board of Directors member discussions will not be redundant if they concur with what has already been said. Closed Session ioO.Closed Session materials and conversations are confidential; Board Members may retain Closed Session paper documents for analysis; documents must be destroyed when no longer needed /used. Board Members will get written reports for Closed Session items as much as possible; these reports are to be turned in at the end of the meeting. ioi.General Manager may ask for Closed Sessions to be held at the convenience of the Board. 1o2.No violation of Closed Session confidentiality; Board Members will not talk to affected /opposing parties or anyone else (press, etc.) per the Brown Act at specific Closed Session meetings. iog.Confidentiality relates to any non - public discussion items. Special Meetings 1o4.Special meetings may be called by Board President pursuant to the Brown Act. COMMITTEES t1ND BOARDS ioS.Problem solving issues with Committees will be done as much as possible with Chairs. io6.Al1 Committees of Board of Directors should know Board's needs: •To know Board's vision /mission. •Encouraged to participate in Board- sponsored events. •Understanding of their roles /authority / "no- no's." 7of8 EVW� - Board of Directors Norms and Procedures •To know annual priorities /goals. •Process /parameters within which to work, i.e., citizen involvement. •Board of Directors reserves the right to make its own decisions. io�7.Board President and Vice President are encouraged to receive annual support training. 1o8.A11 Board MemUers will receive annual training. These Board Norms will Ue reviewed on an annual Uasis. Approved: July 2'7, 2oio �, �, .., ._ ,,...... � . ...... ... ... .r .., .� l., .., ,., ,.y �, .r ,_ �, _..... ,.. ,., .... ,�, �., ....., .v ... Approved July 2�7���, 2oio x of s East Valley Water District Staff Report Meeting Date: October 11, 2011 TO: Board of Directors SUBJECT: Comprehensive Organizational Assessment Presentation SUMMARY: lssue — An Organizational Assessment was authorized by the Board of Directors and is now complete. A formal presentation of the report's recommendations and findings will be made to the Board. Recommendation — It is recommended that the Board of Directors receive and file the report and where applicable direct staff to initiate the recommendations contained in the report. Fiscal Impact — The action by the Board of Directors to receive and file the report will have no fiscal impact on the District. Implementations of the various recommendations will in many instances reduce operating costs and improve efficiency. Noted within the report are recommendations that will improve on the operating efficiency of the District which will. add additional expense to the Districts operating budget. These are identified within the report and can be implemented as the budget allows. Previous Related Action — In April of 201 1, the Board of Directors authorized the preparation of the Organizational Assessment. Since the initiation of the Assessment project the Board of Directors has been given regular briefings on the status of the project. BACKGROUND Conducting an Organizational Assessment is adata- gathering and diagnostic process by which EVWD can view its present performance against statistical norms, values, trends and various dynamics that have made the agency what it is today. The Organizational Assessment will serve as a valuable tool for future organizational change or, confirm existing practices and procedures are operating effectively_ SR# 0031 DISCUSSION The Organizational Assessment was completed in September and is now ready to present to the Board of Directors for review_ The report includes a Project Overview, Scope of Work as approved by the Board of Directors, an Executive Summary, findings by department and, recommendations for change or modification broken down by three department areas; Board of Directors and Administration, the Finance Department and, the Engineering and Operations. A completed copy of the Organizational Assessment is attached to this report and provided to each member of the Board of Directors. A presentation highlighting many of the reports findings will be made to the Board. Respectfully Submitted, �• Robert A. 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