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HomeMy WebLinkAboutAgenda Packet - EVWD Board of Directors - 02/08/2012 East Valley t*,OWater District 3694 HIGHLAND AVE., SUITE #30, HIGHLAND, CA BOARD MEETING February 8, 2012 5:30 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 Wednesday prior to the following Thursday 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 regarding any items within the subject matter jurisdiction of the Board of Directors. The Board of Directors may BRIEFLY respond to statements made or questions posed. Comments are limited to three minutes per speaker. AGENDA - This agenda contains a brief general description of each item to be considered. Except as otherwise provided by law, no action shall be taken on any item not appearing on the following agenda unless the Board of Directors makes a determination that an emergency exists or that a need to take immediate action on the item came to the attention of the District subsequent to the posting of the agenda. 1. 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 removed from the Consent Calendar. a. Approval of the board meeting minutes for January 10, 2012 b. Directors' fees and expenses for January 2012 C. Accept and file the Financial Statements for November 2011 d. Accounts Payable Disbursements: Accounts Payable Checks #231342 through 9231476 which were distributed during the period of January 18, 2012 through January 25, 2012 in the amount of$1,949,257.05. Payroll and benefit contributions for the period ended January 25, 2012 and included checks and direct deposits, in the amount of$156,246.82. Total Disbursements for the period $2,105,530.87. 1 e. Approval of assessment agreement to provide optional assessment to Eastwood Farms property owners for installation and connection of private on-site plumbing REPORTS 3. General Manager/ Staff Reports 4. Committee Reports: a. Engineering & Facilities Committee b. Legislative & Public Affairs Committee c. Finance Committee 5. Legal Counsel Report 6. Consultant Report 7. Oral comments from Board of Directors ADJOURN PLEASE NOTE: Materials related to an item on this Agenda submitted to the Board after distribution of the agenda packet are available for public inspection in the District's office located at 3654 E. Highland Ave, Suite 18, Highland, during normal business hours. Also, such documents arc available on the District's website at www.eastvallev.org subject to staff's ability to post the documents before the meeting. Pursuant to Government Code Section 54954.2(a), 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 Subject to approval EAST VALLEY WATER DISTRICT JANUARY 10, 2012 REGULAR BOARD MEETING MINUTES The Chairman of the Board called the meeting to order at 3:00 p.m. Mr. Mum led the flag salute. PRESENT: Directors: Coleman, Levesque, Sturgeon ABSENT: Directors: Morales, Wilson STAFF: John Mura, CEO/General Manager; Eliseo Ochoa, District Engineer; Brian Tompkins, Chief Financial Officer; Justine Hendricksen, Administrative Manager LEGAL COUNSEL: Steve Kennedy GUEST(s): Charles Roberts (Highland Community News), Ron Coats, Robert Martin PUBLIC PARTICIPATION The Chairman of the Board declared the public participation section of the meeting open at 3:01 p.m. There being no written or verbal comments, the public participation section was closed. APPROVAL OF AGENDA M/S/C (Sturgeon-Coleman) that the January 10, 2012 agenda be approved as Submitted. The Board Chair requested that item #2C be removed from the consent calendar for discussion purposes. Board Member Sturgeon requested that item #2D be removed from the consent calendar for discussion purposes. Ms. Hendricksen stated that the December 13, 2011 minutes should reflect that Mr. Coats was in attendance. M/S/C (Sturgeon-Coleman) that the consent calendar be approved as amended. Minutes: 01/10/12jph APPROVAL OF BOARD MEETING MINUTES FOR DECEMBER 13, 2011 M/S/C (Sturgeon-Coleman) that the board meeting minutes for December 13, 2011 be approved as amended. APPROVAL OF SPECIAL BOARD MEETING MINUTES FOR JANUARY 3, 2012 M/S/C (Sturgeon-Coleman) that the special board meeting minutes for January 3, 2012 be approved as submitted. FINANCIAL STATEMENTS FOR THE PERIOD ENDED SEPTEMBER 30, 2011 M/S/C (Sturgeon-Coleman) that the financial statements for the period ended September 30, 2011 be approved. DISBURSEMENTS M/S/C (Sturgeon-Coleman) that General Fund Disbursements #230870 through 4231129 which were distributed December 6, 2011 through January 2, 2012 in the amount of $1,775,453.01 and payroll checks for period ending January 2, 2012 and included checks and direct deposits, in the amount of $328,772.41. Total disbursements for the period were $2,104,225.42 be approved. ORDINANCE 382 — AN ORDINANCE OF THE BOARD OF DIRECTORS OF THE EAST VALLEY WATER DISTRICT ESTABLISHING GUIDELINES FOR THE CONDUCT OF ITS PUBLIC MEETING AND ACTIVITIES The Board discussed a number of items relating to the time and day that the District holds its regular board meetings, which included: • Public agency transparency • Conflicts with regional meetings • Staff attendance and compensation concerns • Interagency attendance at meetings • EVWD's previous changes to Ordinance 382 (Days and times of meetings) The Board requested that this item be deferred for further review. No action taken. DIRECTORS' FEES AND EXPENSES FOR DECEMBER 2011 The Board requested that this item be deferred for clarification purposes and for further review by legal counsel. No action taken. APPOINTMENT OF BOARD SECRETARY FOR EAST VALLEY WATER DISTRICT 2 Minutes: 01/10/t2 jph (Sturgeon-Coleman) that John J. Mura be appointed as Board Secretary for East Valley Water District. RECONSIDERATION OF COMMITTEE ASSIGNMENTS FOR 2012 M/S/C (Coleman-Sturgeon) that the Committee Assignments for 2012 be approved as presented. GENERAL MANAGER'S REPORT The General Manager introduced Mr. Robert Martin. Mr. Martin stated that he has attended a number of meetings on behalf of the District and provided a detailed report to the Board. Information only. LEGAL COUNSEL REPORT No reports at this time. ORAL COMMENTS FROM BOARD OF DIRECTORS Board member Coleman offered his appreciation regarding the assistance he has received from the Board and staff and over the past month. ADJOURN The meeting adjourned at 3:44 p.m. Matt LeVesque, Board President John J. Mura, Secretary 3 Minutes: 01/10/12 jph BOARD AGENDA STAFF REPORT Meeting Date: February 8,2012 East Valley Water District Public I Iearing: O Discussion Item: ❑ /� Consent Item: February 2, 2012 TO: GOVERNING BOARD MEMBERS FROM: GENERAL MANAGER/CEO SUBJECT: BOARD COMPENSATION/BOARD MEMBER FEES AND EXPENSES FOR JANUARY 2012 RECOMMENDATION: Approve the Governing Board members' fees and expenses for January 2012. BACKGROUND/ANALYSIS: The Board has instructed staff to list all director fees and expenses as a separate agenda item to show full fiscal transparency. Only after Board review and approval,the expenses will be paid. REVIEW BY OTHERS: The Director fees and expense report have been reviewed by the Administrative Manager. FISCAL IMPACT: The fiscal impact associated with this agenda item is $6,516.51, which is included in the current fiscal budget. Respe tfully subml itt d Rec mended by: \ h John Mura, General anager/CEO Brian W. Tomp<' s,Chief Financial Officer Attachments: Monthly summary report January fees and expenses reports #0063 Z (1) 0 O Q W O o 2 U) o 0 W z J w O a. 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O O 0 0 Cl 0 U W 2 rnr.- o � � o w J N r N O 00 O m L6 LLLJJ r r m .- N 2 Z (D O Z (� 00 CO O w J 0 of w O O CD z w Q Y O CD LU J Q w w c. 0 �w U Q Q ri L6 w LL L`- 7 I U w�_ Z U Q a o N w w C) O O U U o 0 0 Oo WU mOOD ° W w D LO ~ < U Q w w w w w LL Z } O O Q U LL U O rn o LL O wF o 0 CD CD m �- w o o N N O Q w N N N N N m N N N N_ N N d' LL co O 01 c CD FI N L L L L L a L LL w C N N m (9 (6 w (Q Q N N N N N N N 3 3 3 3 3 0 0 3 0 0) 0) 0> 0) 0) U U 0) J U c c c c c Q Q c C') m ar w m w i W FL) Q 0 0 0 0 0 0 O In Q Q H O O o U O C) J O Q O W Z C7 ° Q Z_ o W J O O J U Z W w O m (D Z w Y o J_ [if a w w o K of o Cl) Q Q o w W LL V) rr C� Z N Q W 11 O N w W O O U Z o o w w o L) < w w L) w w LL � r z oQ o LL w ❑ LL Q z m w 1- Q w ❑ 2 LL O w LL � z 0 Z J Q H O F- EAST VALLEY WATER DISTRICT DIRECTOR'S FEES AND EXPENSE REPORT DIRECTOR Ben Coleman MONTH Jan 2012 Board Meetings 10, 24 Conferences and Other Meetings DATE ORGANIZATION PURPOSE Meeting with John Mura, Justine H. Get 700 form, complete & return 5-Jan EVWD to office 10-Jan City of Highland City Council Meeting 11-Jan EVWD Meeting with John Mura, take tour of EVWD facilities 12-Jan EVWD &Training Attend manditory training in Menifee 16-Jan EVWD Meeting with Dr. Bill Mathis 17-Jan EVWD Meet with Matt, Board Pres.; Meet with Matt & John at EVWD 20-Jan EVWD, Engr& Facilities talk about new builidng and other opportunites 23-Jan ASBCSD Meeting Monthly meeting in Ontario 27-Jan EVWD Legislative committee meeting, meet with John Mura afterwards 30-Jan SBVMWD Board Meeting Board meeting discussed new building & new reservoir 31-Jan IEEAC Labor law update by EVWD labor attorney, Bruce Matlock 9-Jan EVWD Meeting to introduce John Mura to EVWD employees TOTAL# OF MEETINGS 10@ $175.00 each $ 1,750.00 Travel Expenses (Details on Back) $ 59.38 Total Director's Meetings & Expenses $ 1,809.38 9 Director's Signature Less Any Advance Payments$ Date of Board Approval TOTAL DUE DIRECTOR$ 1,809.38 Administrative Manager Miscellaneous Notes TRAVEL EXPENSES Lodgings: (Detailed receipts attached') DATE FUNCTION ATTENDED AMOUNT 5-Jan purchased calendar for EVWD notes and meetings $ 19.38 31-Jan Entry at IEEAC $ 40.00 $ TOTAL LODGING $ 59.38 Personal Auto: (Detailed receipts attached") PARKING DATE FUNCTION ATTENDED MILES FEES TOTALFEES $ CURRENT RATE: $0.555 TOTAL MILES $ 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 $ 59.38 EAST VALLEY WATER DISTRICT DIRECTOR'S FEES AND EXPENSE REPORT DIRECTOR Matt Le Vesque (page 1 of 2) MONTH January 2012 Board Meetings 10, 25 Conferences and Other Meetings DATE ORGANIZATION PURPOSE 3-Jan *City of highland *Meeting w/Planning Department 3-Jan EVWD Special Board Meeting 6-Jan *EVWD GM Dinner w/ R. DeLoach 9-Jan *EVWD *New GM/Staff Introduction 9-Jan EVWD Legislative and Community Affairs Committee 12-Jan CSDA Board Governance/AB1234/Brown Act 13-Jan SB Chamber Senator Dutton 17-Jan EVWD Meeting w/ B Coleman meeting w/J.Mura re agendas, etc. 18-Jan CPS Social Media Policies 19-Jan EVWD Meeting w/ B Mathis re Strategic Planning 20-Jan EVWD Engineering & Facilities Committee 23-Jan ASBCSD Meeting 25-Jan *FEMA CERT TOTAL # OF MEETINGS 18 @ $150.00 each $ 1,500.00 Travel Expenses: (Details on Back) $ 97.13 Total Director's Meetings & Expenses $ 1,597.13 Director's Signature Less Any Advance Payments $ Date of Board Approval TOTAL DUE DIRECTOR$ 1,597.13 Administrative Manager Miscellaneous Notes EAST VALLEY WATER DISTRICT DIRECTOR'S FEES AND EXPENSE REPORT DIRECTOR Matt Le Vesque (page 2 of 2) MONTH January 2011 Board Meetings Conferences and Other Meetings DATE ORGANIZATION PURPOSE 26-Jan Highland Historical Society Meeting 27-Jan EVWD Legislative & Community Affairs 30-Jan EVWD Meeting w/J. Mura, F. Stafford, R. Arnott re North Fork History TOTAL# OF MEETINGS @ $150.00 each $ Travel Expenses: (Details on Back) $ Total Director's Meetings & Expenses $ Director's Signature Less Any Advance Payments $ Date of Board Approval TOTAL DUE DIRECTOR$ Administrative Manager Miscellaneous Notes TRAVEL EXPENSES Lodgings: (Detailed receipts attached*) DATE FUNCTION ATTENDED AMOUNT $ $ TOTAL LODGING $ Personal Auto: (Detailed receipts attached*) PARKING DATE FUNCTION ATTENDED MILES FEES 12-Jan CSDA 92 $ 19-Jan Mathis 29 $ 23-Jan ASBCSD 54 $ TOTAL FEES $ CURRENT RATE: $0.555 TOTAL MILES 175 $ 97.13 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 $ 97.13 EAST VALLEY WATER DISTRICT DIRECTOR'S FEES AND EXPENSE REPORT DIRECTOR Morales MONTH January 2012 Board Meetings 24 Conferences and Other Meetings DATE ORGANIZATION PURPOSE 3-Jan EVWD Special Meeting 6-Jan EVWD Met with General Manager and Chairman 9-Jan EVWD Legislative & Community Affairs Committee 12-Jan "*Highland Chamber Community Awards 13-Jan ACWA State Legislative Committee (review) 20-Jan EVWD Engineering and Facilities SBX7-X water use efficiency best practices - Legislative draft Report 26-Jan CA Dept. of Water Resources (review) 27-Jan EVWD Legislative & Community Affairs Committee ** No Charge for attending TOTAL# OF MEETINGS S @ $150.00 each $ 1,200.00 Travel Expenses: (Details on Back) $ Total Director's Meetings & Expenses $ 1,200.00 Director's Signature Less Any Advance Payments $ Date of Board Approval TOTAL DUE DIRECTOR$ 1,200.00 Administrative Manager Miscellaneous Notes EAST VALLEY WATER DISTRLCT DIRECTOR'S FEES AND EXPENSE REPORT DIRECTOR Sturgeon MONTH 01 /12 Board Meetings 3 - 10 - 24 Conferences and Other Meetings DATE ORGANIZATION PURPOSE 24 City of Highland Council Meeting 9 EVWD Meeting with Employees 17 SBVMWD Board Meeting 4 RCAC Operations Seminar 10 City of Highland Council Meeting 11 EVWD Meeting with CEO 31 IEEAC Employee Law Update 12 SBVMCD Board Meeting 26 EVWD Meet with CEO 23 SBCSDA Monthly Meeting 30 SBVMWD Engineering Committee TOTAL#OF MEETINGS 9 @ $150.00 each $ 1 , 350 Travel Expenses: (Details on Back) SBCSDA on 01/23 $ 35 Total Directors Meetings& Expenses $ 1 , 385 I Director's Signature C.._ � _ Less Any Advance Payments$ Date of Board Approval 02/08/2012 TOTAL DUE DIRECTOR$ 1 , 385 Administrative Manager Miscellaneous Notes EAST VALLEY WATER DISTRICT DIRECTOR'S FEES AND EXPENSE REPORT DIRECTOR Wilson MONTH Jan , 201$.., Board Meetings 24-Jan Conferences and Other Meetings DATE ORGANIZATION PURPOSE 3-Jan EVWD Mtg w/ Gen Mgr Mura- 19-Jan EVWD Mtg w/Gen Mgr Mura-& Robt. Martin TOTAL#OF MEETINGS 3 @ $175.00 each $ 525.00 Travel Expenses: (Details on Back) $ Total Director's Meetings& Expenses$ 525.00 Director's Signature l Less Any Advance Payments$ Date of r Board Approval TOTAL DUE DIRECTOR$ 525.00 Administrative Manager Miscellaneous Notes BOARD AGENDA STAFF REPORT Meeting Date: February 8,2012 EastValiey Water District Public Hearing: ❑ Discussion Item: ❑ Consent Item: 2_� January 27, 2012 TO: GOVERNING BOARD MEMBERS FROM: GENERAL MANAGER/CEO SUBJECT: FINANCIAL STATEMENTS FOR NOVEMBER 2011 RECOMMENDATION: Staff recommends that the Board of Directors accept and file the attached financial statements. BACKGROUND/ANALYSIS: Balance Sheet Total Assets decreased by $1,017,356 in November. This change is the net result of: • a $516 thousand increase in Construction in Progress (discussed below) • an $825 thousand decrease in restricted cash due to a semi-annual bond payment • a $708 thousand decrease in current assets, primarily cash and accounts receivable, due to declining sales and therefore smaller billings to customers The bond payment included principal of$1,055,000 and interest of$724,981. The $708 thousand decrease in current assets, netted against a decrease in Current Liabilities of $565 thousand, caused an improvement in the District's current ratio from 2.07:1 to 2.17:1. Liquidity also increased as the District's ability to cover current liabilities with cash improved from 139% to 146%. Revenue & Expenses Statement Operating* Revenue Water sales were $93,938 below projection for November, during which the District sold 595,544 I-ACV (445.5 MG) of water. Despite weak November sales, year-to-date sales are still $54,451 higher than expected. AGENDA DATE: FEBRUARY 8, 2012 SUBJECT: PAGE TWO Compared to previous periods, the volume of water sold in November 2011 was: 24.6% lower than October 2011 • 8.6%higher than November 2010 Lower sales compared to October were expected due to cooler seasonal weather. Higher sales than November 2010 are likely due to cooler weather in 2010, and customer reaction to phase 1 of water rate increases that became effective in October 2010. 2 years ago displays our customers' determination to continue cutting back on water usage to minimize the effect of rising rates and an economy that remains weak. Other District operating revenues were $11,563 over projection in November, and Sewer Treatment revenue, which is passed through to the City of SB, was $3,332 higher than projected. I Sales Volume by Month-Current Fiscal Year 1,200,000 1,100,000 1,000,000 _ - 900,000 i 800,o0o - /oo,000 i —2009-10 600,000 i l 500,000 _ - --2010-11 400,000 300,000 - y -- 2011-12 (Jan-Jun est.) 200,000 I 100,000 July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun Operating* Expenses Operating Expenses were $806,209 under budget through November. Of significance: • Pumping costs continue to track below budget; $244,003 under budget through November. As pumping has a direct correlation with sales, continued decline in customer demand for water results in lower monthly power costs. H0061 AGENDA DATE: FEBRUARY 8, 2012 SUBJECT: PAGE TWO • Water Treatment costs exceeded budget by $6,198 in November, but remain significantly under budget by $229,053 to date this fiscal year. Throughout 2011, the District produced less treated water than is stipulated in our contract with Envirogen. Therefore, in January 2012, a `take-or-pay' payment of approximately $172,000 will be required to satisfy contract requirements to pay a reduced rate for the deficit between water treated, and the minimum volume of water treatment stipulated by the treatment contracts. • Transmission and Distribution maintenance costs are almost twice the monthly budget for November due to a large main leak near Arden and Marshall — the City required the District to replace 6,000 square feet of street asphalt at a cost of$40,000. • Sewer Treatment costs in November were $518,047, $41,379 higher than the Sewer Treatment revenues due to the rate differential between treatment rates being paid, and rates being collected from customers. This deficit will be eliminated in January 2012 when Sewer Treatment rates adopted in November take effect. • General and Administrative labor and benefits is significantly under budget due to vacated positions in Administration and IT Capital Projects There were no capital replacement expenditures during November. There were, however $513,703 in costs incurred on CIP projects during November consisting primarily of construction at Plant 134 and design of the Plant 150. REVIEW BY OTHERS: Not applicable FISCAL IMPACT: None Respectfully submitted Recommended by: fir. i John Mura, General Manager, CEO Brian Tompkins,YVO ATTACI IMENiS: November Financial Statements #0061 East Valley Water District Balance Sheet by fund - Unaudited November 30, 2011 Water Sewer Fund Fund Totals ASSETS UTILITY PLANT - at cost: Utility Plant in Service $123,855,603 $31,135,308 $154,990,911 Less: Accumulated Depreciation (36,746,393) (13,734,311) (50,480,704) 87,109,210 17,400,997 104,510,207 Construction in Progress 11,612,130 166,761 11,778,891 98,721,340 17,567,758 116,289,098 RESTRICTED ASSETS: Customer/ Constr. Deposits 1,772,909 96,271 1,869,180 Capacity Fees 199,920 22,498 222,418 Rate Stabilization Reserve 229,941 96,366 326,307 Construction Funds 13,522,684 199,035 13,721,719 Debt Service Funds- Trust Accts 1,247,915 1,247,915 16,773,449 391,672 17,165,121 CURRENT ASSETS: Cash and Investments 20,319,967 3,743,010 24,062,977 Less: Restricted Cash and Investments 16,773,449 391,672 17,165,121 3,546,518 3,351,338 6,897,856 Accounts Receivable (net of allowance) 1,591,267 1,591,267 Interest Receivable 875 8,388 9,263 Assessments receivable 89,136 89,136 Other Receivables 104,184 104,184 Grants Receivable 437,266 437,266 Inventory 958,706 958,706 Prepaid Expenses 162,696 162,696 6,890,648 3,359,726 10,250,374 OTHER ASSETS: Deferred financing charges 554,269 18,115 572,384 Property held for resale 751,842 684,725 1,436,567 Due from Other Funds 1,031 7,000,000 7,001,031 1,307,142 7,702,840 9,009,982 TOTAL ASSETS 123,692,579 29,021,996 152,714,575 Balance Sheet Page 1 East Valley Water District Balance Sheet by fund - Unaudited November 30, 2011 Water Sewer Fund Fund Totals LIABILITIES AND EQUITY LONG-TERM LIABILITIES: 2010 Revenue Bonds $30,670,000 $765,000 $31,435,000 Premium on 2010 Rev Bonds 2,055,768 96,740 2,152,508 DWR Loans 2,180,945 2,180,945 Due To Other Fund 7,000,000 1,031 7,001,031 Less: Deferred Amt on Refunding (510,222) (510,222) 41,396,491 862,771 42,259,262 CURRENT LIABILITIES PAYABLE FROM RESTRICTED ASSETS: Customer service deposits 1,689,845 (2,063) 1,687,782 Construction deposits 83,064 98,334 181,398 Accrued interest payable 767,695 24,683 792,378 2,540,604 120,954 2,661,558 CURRENT LIABILITIES: Accounts payable 2,250,346 98,321 2,348,667 Accrued payroll and benefits 414,605 43,819 458,424 Compensated absences 609,035 228,893 837,928 Long Term Debt- amt due within one yr 993,094 75,000 1,068,094 4,267,080 446,033 4,713,113 TOTAL LIABILITIES 48,204,175 1,429,758 49,633,933 EQUITY: Invested in Utility Plant 78,160,550 17,532,893 95,693,443 Restricted: Capacity Fees 199,920 22,498 222,418 Designated: Rate Stabilization Reserve 229,941 96,366 326,307 Unrestricted / Undesignated (3,102,007) 9,940,481 6,838,474 Income Year To Date 3,161,316 324,802 3,486,118 TOTAL EQUITY 75,488,404 27,592,238 103,080,642 TOTAL LIAB AND EQUITY 123,692,579 29,021,996 152,714,575 Balance Sheet Page 2 0[0000000 W o0 000000 O 000000 O 00000000 O N 0 0 0 0 0 0 0 O O O N O O O O N O O O O O O O 0 0 0 0 0 0 0 0 O m v N°i vimr000� r I�vi orooco o �n moo�[io�+i 0000i[i000 vi R O ° W N(D�r rN <O N O W���a N r W NmOtp Q �MNNN OQ N N a V) m I '. 00000000 0 �nN OOOOp(Do 0 0000000 ° �m0000 o�° � C (Dr00000N m N� o NOJ O W 6>N000N m NOM W Dom W T Ul _ M000NN� 17 Rai Tor r ❑ O W NrNM.N W Q �N N Q�O OQ (D�000� Q.r W NNQ�W ON Q X M N r N N W W W M � Ql to } F 0— �N NNp000 N NON OOOOr O r NNNyOr O� r NOON V'Mr Mm(p M � N W OaNQ ran N Q NO r r MONOr(pm W Q NOrOQ(pNr Q rM W NONON N T �-N OJ Y] Mr W OrNN r �N Qr<OI r tpN O O Q W O Q N Q R] �p N W W (ONO N V l M Q N (Oa 7 W 0 0 W V N Y a W N N N M l I I O O O O O O O NM M 0 0 0 0 0 0 0 0 0 O 0 0 0 0 0 0 0 O O O O O O O O O O 00 N o O N M N N N � d NOM W "(] WO M? 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C (Amm QQUv p Q Ww Y Z > �... 0 d .floor°= d mE: omd a w m Z�_ocDU w oNL) ¢<3oUCD3 < Xa D w U W Q Z EAST VALLEY WATER DISTRICT CAPITAL IMPROVEMENT PROGRAM INCLUDING CAPITAL BUDGET FOR FISCAL YEAR 2011 - 2012 Current Year Actual Updated through November 2011 Page 1 EAST VALLEY WATER DISTRICT Capital Improvement Program Current Year Actual Updated through November 2011 Prior Current (Memo) Projects - By Type Years Year 2010-11 2011-12 Actual Actual Budget Year 2 Source of Supply Plant 150 Wells Lower Zone Wells (2) _ _ Plant 24 Drain Line 14,486 407 240,000 Sunrise Ranch Wells (4) _ _ Total Source of Supply Projects 14,486 407 240,000 Treatment Facilities Plant 134 - Upgrade Technology 4,271,639 2,516,685 7,211,715 1,253,895 Plant 134 - Membrane Replacement Plant 150 - Lower Zn Perch Treat. PI - Phase 1 1,993,126 446,218 650,000 241,150 Plant 150 - Lower Zn Perch Treat. PI - Phase 2 - - _ _ Plant 152 - Inter. Zone Perch Treat. Plant - _ _ Total Treatment Projects 6,264,765 2,962,902 7,861,715 1,495,045 Pumping Facilities Plant 9 - Rehab Forebay and Booster Station - - 30,000 270,000 Plant 40 - Inter to Upper Zone Transfer 2,221 400,000 - Plant 127 - Lower to Inter Zone Transfer - - _ _ Plant 12 - Replace Boosters / Well - - - 500,000 Plant 134 - Upper to Canal Zone Transfer - - - 520,000 Plant 39 - Inter to Upper Zone Transfer - - - _ Plant 25 - Inter to Upper Zone Transfer - - _ - Plant 143 - Inter to Upper Zone Transfer 32,120 99,062 900,000 550,000 Total Pumping Projects 34,341 99,062 1,330,000 1,840,000 Wastewater Collection System Sewer System Studies / Planning 181,049 - 200,000 100,000 Sewer Main Lining 51 - 117,000 450,000 Conejo Main Replacement 933,496 - - - Total Wastewater Collection Projects 1,114,596 - 317,000 550,000 Page Projections 2012-13 2013-14 2014-15 2015-16 Beyond Project Year 3 Year 4 Year 5 Year 6 Year 6 Totals 825,000 1,100,000 1,925,000 - 3,300,000 3,300,000 - 14,893 - 4,400,000 4,400,000 825,000 8,800,000 9,639,893 - - 8,042,219 16,990,000 1,025,000 - - 20,695,494 - 5,050,000 2,850,000 - - 7,900,000 - - - - 19,160,000 19,160,000 16,990,000 6,075,000 2,850,000 - 19,160,000 55,797,712 - - - 270,000 - 200,000 - 202,221 300,000 - - 300,000 500,000 - - 1,000,000 - 780,000 - - - 1,300,000 - 2,200,000 - 2,200,000 400,000 - - 400,000 - - - - 1,400,000 2,081,182 800,000 980,000 2,600,000 - 1,400,000 7,753,403 - - - - - 281,049 450,000 450,000 450,000 450,000 1,800,000 4,050,051 - - - 933,496 450,000 450,000 450,000 450,000 1,800,000 5,264,596 age EAST VALLEY WATER DISTRICT Capital Improvement Program Current Year Actual Updated through November 2011 Prior Current (Memo) Projects - By Type Years Year 2010-11 2011-12 Actual Actual Budget Year 2 Transmission & Distribution System 6th St 20" Pipeline - Plants 11 & 12 to 150 131,985 - 180,000 400,000 Live Oak Main Replacement 207,080 - 115,000 - Harlan Lane Main Replacement 7,957 - 90,000 70,000 Cunningham / Hillview/ Crest / Bruce 631,254 - - _ 6th St 30 Pipeline - Plant 151 to Plant 40 726,931 14,013 3,675,000 2,000,000 6th St 30" Pipeline - PI 40 to PI 143 - - - _ 9th St 12" Pipeline - Del Rosa to Sterling - - _ - AMR Meter Replacement Program - 22,096 300,000 300,000 Plant 59 Recoating - - 50,000 250,000 Plant 143 - 10mg Inter Zone Storage - - - _ Reservoir-Greenspot Rd S Curve - - Reservoir-Seven Oaks Dam Rd - - - - Relocation of Facilities for Other Agencies 88,378 32,023 100,000 150,000 Eastwood Farms Assessment District 171,772 33,071 2,211,399 - Baseline Gardens 75,953 107,296 - Total Trans & Distribution Projects 2,041,310 208,499 6,721,399 3,170,000 General Projects GIS Implementation 598,643 19,901 100,000 Headquarters Building - - - Total General Projects 598,643 19,901 100,000 TOTAL CAPITAL IMPROVE. PLAN PROJECTS 10,068,141 3,290,771 16,570,114 7,055,045 Miscellaneous / Developer Projects Developer Water Facilities (Reimb by Fees) 226,444 18,411 Developer Sewer Facilities (Reimb by Fees) (17,590) 1,791 Regional Treatment Plant 24,246 Seven Oaks Dam (SAR) Discharge 206,057 Northfork Replacement (Highland Ave @ VFW) 52,409 2010 Flood Clean Up - Highland (4,023) 2010 Flood Clean Up - EVWD Facilities 146,241 21,320 TOTAL MISC / DEVELOPER PROJECTS 633,784 41,521 Total Capital Projects 10,701,925 3,332,293 16,570,114 7,055,045 Projections 2012-13 2013-14 2014-15 2015-16 Beyond Project Year 3 Year 4 Year 5 Year 6 Year 6 Totals 531,985 207,080 77,957 631,254 - - - 2,740,944 1,300,000 1,000,000 5,400,000 7,700,000 700,000 - - - 700,000 300,000 300,000 300,000 300,000 1,522,096 - - - - - 250,000 10,700,000 10,700,000 10,700,000 10,700,000 - - - - 10,700,000 10,700,000 150,000 150,000 150,000 150,000 - 870,401 - - - - 204,843 - - - - - 183,249 450,000 2,450,000 1,450,000 450,000 37,500,000 47,719,810 - - - - - 618,544 - 10,000,000 10,000,000 - 10,000,000 10,618,544 18,690,000 9,955,000 7,350,000 1,725,000 78,660,000 136,793,958 244,855 (15,799) 24,246 253,301 18,690,000 9,955,000 7,350,000 1,725,000 78,660,000 137,047,259 BOARD AGENDA STAFF REPORT Meeting Date: February 8,2012 East Valley t4DWater District Public Hearing: O Discussion Item: Consent Item: January 25, 2012 f0: GOVERNING BOARD MEMBERS FROM: GENERAL MANAGER/CEO SUBJECT: DISBURSEMENTS RECOMMENDATION: Approve the attached list of accounts payable checks and payroll issued. BACKGROUND/ANALYSIS: A listing of accounts payable checks and the total for payroll and benefits costs incurred are submitted to the Governing Board for review and approval with each board packet. The attached check register, and the total for payroll cited below, were disbursed during the period January 18, 2012 through January 25, 2012. Accounts payable checks for the period included check numbers 231342 through 231476 for a total of $1,949,257.05. The source of funds for this amount is as follows: Unrestricted Funds $ 547,804.83 Bond Financing $ 429,630.75 State Financing $971,821.47 Payroll and benefit contributions paid for this period totaled $156,246.82. Total disbursed during the period January 18, 2012 to January 25, 2012 is $2,105,530.87. REVIEW BY OTIIERS: This agenda item has been reviewed by the Chief Financial Officer and Accounting Supervisor. i/S 80060 AGENDA DATE: FEBRUARY 8, 2012 SUBJECT: DISBURSEMENTS PAGE TWO FISCAL IMPACT $2,105,503.87 (budgeted expenditures) Respectfully submitted Recommended by: Jolts Mura, General ana O Briun iWTompkin , Chief Financial Officer Attachments: List of Accounts Payable checks SR#0060 z U_ = w 2 E 4 QU f0 (O 01 6) Q N M M 0 0 0 0 N N W N N N N Q N N r I� W w w ❑ W W O1 W N W �' r M M r r O N � OI W N r r m 0 W M M � ° O E a a v C 0 U N 0 0 .m. U N m N Y ❑ 17 U m C R T N_ O O Z O s a = m w o A ❑ Q � Z >- z U z N (7 z¢ w QQO � d w O z w z O W }m} N m W < m z I- I- F m -� af m D w Z a w aw Ow z m v = O a O O ❑ O O J Hix > F z ❑ 5 ❑ 0 a QmQ z W u w Q O m d W `�° W U) Iwi J V d z W w m ¢ . 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O O U = F x of N °1 ❑ U F- ❑ U U) H S ¢ W m Z N ¢ O U i S J U ¢ CL z X N U toil Z U O ZO U V N C C C C C C C C C C C C co @ N ¢ W d L) W } H N E @ @@@@ m m m@ m@ @@ Z a LL U J D U o > Z O W co ZEEEEEEEEEEEEE 'nwo O 0 -a vO a 0c He ac > � 0 0 0 0 0 0 0 0 0 0 0 0 0 LL '- C j,C w L 12 U U U U U U U U U U U U U N C c @ c N O O w o N O a O 0 0 0 0 0 0 0 0 0 0 0 0 0 M v U O `- U O c u ry O N N ry O C C C xxO m @ @ @ @ E s t t' t @ E I ¢ O Q O f/J N C F y W y d' N W N N N N N W N@ N N O N N N N N N ] N O U UJ O 7 > > K d' K K CL 2 K K J 4 ❑ U K U U U U H H 7 H N N N N N N N N N i O O O O O O O O O O O O O O O O O O O O O O N OJ O N O N O � til O N O N O E-'! O � N y N an tU tU to tU tU t!1 )Il )Il UJ C O � O � r O Q t(J W n N N O N @ N N r i!1 N N O O O O o ❑ r r r n ti r r r r r r r r O N r O r O � O N E O N O N O N O I� r r r O N D 0 0 0 0 0 0 0 0 0 00 0 Y 0 0 Y O Y O Y ❑ O Y O Y O Y O Y 0 0 0 0 Y F > > > > > > > > > > > > > V > > U > U > V ¢ > U > U > U > U > > > > U a � y 9 N U ? W O W 9 Z V 17 t'I M N I'l 17 m IbI ,m+l O N t'1 m N [D r fO M {O O Ol lO m IO O O N r < N O O r N b C�' F m tf m N ^ f• { OI N ^ R C m N - E n o U i a Y olo o _ oo 0 0 ^ U Q Q UO N N N O a0 � O V M M i t O I� N N N N ti N V V 0) c ry Q O O QI 0 d K U C J O U N_ N O H c m o a m � a y N � N V d � l7 IL w U N x c u o z U m � a U R J Z O N > O Z N d N .• o = z 4- g Q OW Wr m � O0) 0 0 w ,� w oo z a U w W a N O m E N o- [[ m Z o S a Z S � � w w � ? N n a p U O> N E O ` YO Ks E U U Q W C `0 0 N J N O � U O O U U , N N N N O O O O d N N O ry 0 O N ry 0 N m m �- > U0> UU7 ]O UO V O 9 R Yd m p ry U m W o © � I BOARD AGENDA STAFF REPORT Meeting Date: February 8,2012 East Val ley Water District Public Hearing: O Discussion Item: a Consent Item: [� January 26,2012 TO: GOVERNING BOARD MEMBERS FROM: GENERAL MANAGER/CEO SUBJECT: AGREEMENT TO INCREASE ASSESSMENT-EASTWOOD FARMS RECOMMENDATION: Staff recommends that the Board approve language and terms contained in the attached agreement, and authorize the General Manager to sign the agreement(s)on behalf of the District. BACKGROUND/ANALYSIS: The Eastwood Farms water distribution system replacement project will be completed at the end of February, at which time property owners within the new Eastwood Farms Assessment District will be connected to the new water system and become customers of East Valley Water District. The project, which is 86% funded by State Revolving Fund grants and 0% loans, will install all water mains, hydrants, valves, and water lines up to, and including the meters to each property. The property owners are responsible for installing the service lines connecting the meters to their homes/businesses. One option made available to cacti property owner for installation of their service line, was to have the District's contractor install it, and then finance the cost of the installation with the District. This requires an agreement between the property owner and District, the terms of which include repayment of the amount borrowed over ten years at an annual interest rate of 10%. This financing option was made available to owners in the Arroyo Verde Assessment District project,and was previously approved for use with Eastwood Farms owners. Attached is a draft of the Agreement To Increase Assessment prepared by legal counsel for use with Eastwood Farms property owners financing their service lines with the District. Staff recommends approval of the general terms in the Agreement—dollar amounts will be specific to each property. SR#0062 AGENDA DATE: FEBRUARY 8,2012 SUBJECT: PAGE TWO REVIEW BY OTHERS: District Legal Counsel prepared the agreement. FISCAL IMPACT: None Respectfully submitted Recommended by: John Mura,General Manager/CEO Elisco Ochoa,District Engineer Recommended by: Brian Tompkins, Clef Executive Officer A'T'TACHMENTS: / Draft Agreement to Increase Assessments SR#0062 AGREEMENT TO INCREASE ASSESSMENT THIS AGREEMENT is made as of the day of , 2012, by and between EAST VALLEY WATER DISTRICT, a public agency ("District"), and , the owner of real property within District's jurisdictional boundaries ("Owner"). RECITALS A. District is formed and organized pursuant to the County Water District Law, Water Code Section 30000 et seq. B. Owner holds title to property located at City of ,County of San Bernardino,State of California,and more particularly described as ("the Property"). C. The Property is located within the service area of the Eastwood Farms Community Water Users("EFC WU"),a private corporation organized and operating as a nonprofit organization under the laws of the State of California that provides water service to its shareholders. D. EFCWU's water system consists of a well,booster pump,and various types of piping that are inoperable and/or not in compliance with the legal standards enforced by the State of California Department of Public Health and/or the County of San Bernardino Department of Environmental Health Services ("the Water System"). As a result, EFCWU's shareholders are currently receiving domestic water service by virtue of an emergency connection to District's water distribution system. E. In or about 2007,EFC WU's shareholders requested that District permanently assume the operation and control of the Water System and that the properties served thereby become part of District's official service area. District agreed to consider said proposal if outside funding can be obtained to replace the Water System and a majority of the shareholders of EFCWU consent to the financing mechanism deemed appropriate by District to repay the costs thereof. F. On behalf of EFC WU,District submitted an application for construction monies from the Safe Drinking Water State Revolving Fund("the Fund")for the purpose of securing revenue to be used for the construction of facilities necessary to bring the Water System into a condition deemed appropriate by District to assume the operation and control thereof(`the Project"). G. On or about January 12, 2010, District's Board of Directors adopted a Mitigated Negative Declaration for the proposed Project pursuant to the California Environmental Quality Act (Public Resources Code Section 21000 et seq.) and the Guidelines promulgated thereunder (14 1 California Code of Regulations Section 15000 et seq.). H. On or about April 16,2010,District and EFCWU entered into a Notice of Application Acceptance issued by the State of California Department of Water Resources on or about April 5, 2010, for Project No. 3600100-003, wherein the Fund would provide a construction loan in the amount of$264,440.00("the Loan")and a construction grant in the amount of$1,057,756.00("the Grant"),for a total contribution by the Fund of$1,322,196.00 to be applied to the cost of the Project, the total price of which is currently estimated to be the sum of$2,271,399.30. I. On July 27, 2010, District's Board of Directors adopted Resolution No. 2010.11 which authorized the initiation of proceedings to form the Eastwood Farms Assessment District ("EFAD")in accordance with California law to repay the Loan and reimburse District for the portion of the Project costs not covered by the Fund. J. On or about July 30, 2010, District caused a Notice of Public Meeting and Public Hearing ("the Notice") and Official Ballots ("Ballots") to be delivered to the records owner(s) of each parcel within the EFAD as determined from the last equalized property tax roll as set forth in the Water System Improvement Project report prepared by W.J. McKeever, Inc., and William J. McKeever, a registered professional engineer certified by the State of California("the McKeever Report"). K. The McKeever Report also sets forth the amount of each assessment to be levied on the properties within the EFAD. At the time the McKeever Report was being prepared,Owner(or Owner's predecessor)was given the option of making private arrangements for the connection of the Property to the Project (and paying for the costs thereof) or choosing to have District make the connection of the Property to the Project(and having the costs thereof incorporated into the amount of the Property's EFAD assessment). Owner (or Owner's predecessor) chose to make private arrangements for the connection of the Property to the Project, so the costs thereof were not included in the amount of the assessment to be levied on the Property under the McKeever Report. L. On August 24,2010,District's Board of Directors conducted a public meeting on the proposed EFAD. M. On September 15,2010,District's Board of Directors conducted a public hearing on the proposed EFAD and heard all public testimony offered in connection therewith and accepted all Ballots returned to District until the close of the public hearing. At the conclusion of the hearing, District's Board of Directors found that a majority protest to the Project did not exist and thus adopted Resolution No. 2010.23 approving the McKeever Report and the formation of the EFAD. N. Owner now requests that District make the service connection from the Property to the Project and have the costs thereof included in the amount of the EFAD assessment levied on the Property. 2 COVENANTS IN CONSIDERATION OF THE MUTUAL COVENANTS, AGREEMENTS, REPRESENTATIONS, AND WARRANTIES CONTAINED IN THIS AGREEMENT, TIIF, PARTIES AGREE AS FOLLOWS: 1. District shall perform such services as prudent in the exercise of its sole discretion to connect the Property to the Project so as to enable the District to provide water service from the Project to the Property. District shall not be responsible for any subsequent maintenance, repair, and/or replacement of said service connection. 3. Owner hereby agrees to the following: (a) Owner consents to an increase of the assessment to be levied on the Property pursuant to the EFAD such that the total amount of such assessment shall be increased by$ plus interest accrued at ten percent (10%). (b) Owner waives and relinquishes any right to challenge the formation of the EFAD or the amount of any assessment levied on the Property pursuant to the EFAD; (c) Owner shall comply with the terms and conditions of all rules, regulations, ordinances, resolutions, and policies that have been or may hereafter be adopted by District; and (d) Owner shall duly execute, acknowledge, and deliver the District's Water/Sewer Service Order for the Property and any further deeds, assignments, conveyances, and other assurances, documents, and instruments of transfer reasonably requested by District, and will take any other action consistent with the terms of this Agreement that may reasonably be requested by District for the purpose of carrying out the intent of this Agreement. 3. Owner hereby releases the District from any liability as follows: (a) Owner, on behalf of himself and his descendants, ancestors, dependents, heirs, executors, administrators, agents, servants, employees, representatives, assigns, and successors ("Releasors"),hereby fully releases and discharges District and its officers,directors,administrators, assigns, agents, servants, stockholders, employees, representatives, and successors ("the Released Parties") from all claims, demands, damages, debts, liabilities, obligations, contracts, agreements, causes of action, suits, and costs of whatever nature, character, or description, whether known or unknown,anticipated or unanticipated,which Owner and Releasors now have or may hereafter have or claim to have against District and the Released Parties arising out of or related to the Project,the EFAD,the levy of any assessments on the Property,District's connection of service from the Project to the Property, District's provision of services to the Property,District's termination of services to the Property, and/or any other acts or omissions performed by District under this Agreement. 3 (b) This Release, notwithstanding Section 1542 of the California Civil Code, which provides that "a general release does not extend to claims which the creditor does not know or suspect to exist in his favor at the time of executing the release which if known by him must have materially affected his settlement with the debtor,"shall act as a full release by Owner and Rcleasors of any and all claims that may arise against District and/or the Released Parties regarding the above whether such claims are currently known, unknown, foreseen, or unforeseen. Owner understands and acknowledges the significance and consequence of such specific waiver of Section 1542, and hereby assumes full responsibility for any resulting liabilities. 4. The patties hereto agree as follows: (a) This Agreement constitutes the entire Agreement between the parties pertaining to the subject matter contained herein, and supersedes all prior and contemporaneous agreements, representations, and understandings of the parties. No supplement,modification,or amendment of this Agreement shall be binding unless executed in writing by all of the parties. No waiver of any of the provisions of this Agreement shall be deemed, or shall constitute, a waiver of any other provision, whether or not similar,nor shall any waiver constitute a continuing waiver. No waiver shall be binding unless executed in writing by the party making the waiver. (b) This Agreement may be executed simultaneously or in one or more counterparts,each of which shall be deemed an original, but all of which together shall constitute one and the same instrument. (c) This Agreement shall be binding on and inure to the benefit of the parties hereto,their respective heirs, legal representatives, successors, and assigns, and any subsequent owners of the Property. (d) If any legal action or any arbitration or other proceeding is brought for the enforcement of this Agreement, or because of an alleged dispute, breach, default, or misrepresentation in connection with any of the provisions of this Agreement, the successful or prevailing party or parties shall be entitled to recover reasonable attorneys' fees and other costs incurred in that action or proceeding, in addition to any other relief to which it or they may be entitled. (e) This Agreement shall be construed in accordance with and governed by laws of the State of California. 4 IN WITNESS WHEREOF,the parties to this Agreement have duly executed on the day and year first above written. OWNER By: Name EAST VALLEY WATER DISTRICT By: John J. Mura, General Manager 5