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HomeMy WebLinkAboutAgenda Packet - EVWD Board of Directors - 04/25/2012 East Valley t4oWater District 3694 HIGHLAND AVE., SUITE#30, HIGHLAND, CA BOARD MEETING April 25, 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 Wednesday 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 East Valley Water District. 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 April 11, 2012 1). Accept and file the financial statements for February 2012 C. Accept and file the Investment Report for Quarter ended March 31, 2012 d. Directors' fees and expenses for March 2012 C. Accounts Payable Disbursements: Accounts Payable Checks 232245 through 232408 which were distributed during the period of April 5, 2012 through April 18, 2012 in the amount of $791,381.78. Payroll and benefit contributions for the period ended April 18, 2012 and included checks and direct deposits, in the amount of $243,833.10. Total Disbursements for the period $1,035,214.88. 1 OLD BUSINESS 3. Review the District's Goals and Strategic Initiatives implementation program NEW BUSINESS 4. Request for pre-approval of Board Chair joining the Highland Chamber of Commerce Board of Directors REPORTS 5. General Manager/ Staff Reports 6. Legal Counsel Report 7. Oral comments from Board of Directors CLOSED SESSION 8. CONFERENCE WITH LABOR NEGOTIATOR [Government Code Section 54957.6(a)] District Negotiator: General Manager/CEO Employee Organization: S.B.P.E.A Unrepresented Employees: Assistant General Manager, Chief Financial Officer, Administrative Manager, HR/Risk and Safety Manager, Public Affairs/Water Conservation Officer, Water Production Superintendent, Water Service Superintendent, Engineering Manager, Management Analyst, Accounting Supervisor, Customer Service Supervisor, Field/Production Supervisors (3), Executive Assistants (3) 9. CONFERENCE WITH REAL PROPERTY NEGOTIATOR [Government Code Section 54956.8] Property: 0297-061-22, 0297-061-23 San Bernardino County, State of California Party with whom District will negotiate: City of Highland Party who will be negotiating on behalf of the District: General Manager/CEO Under Negotiation: Price and Terms of Payment ANNOUNCEMENT OF CLOSED SESSION ACTIONS ADJOURN 2 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 are available on the District's website at www.eastvalley.or¢ 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. 3 Subject to approval EAST VALLEY WATER DISTRICT APRIL 11, 2012 REGULAR BOARD MEETING MINUTES The Chairman called the meeting to order at 5:32 p.m. Mr. Mura led the flag salute. PRESENT: Directors: Coleman, LeVesque, Morales, Wilson ABSENT: Directors: Sturgeon STAFF: John Mura, CEO/General Manager; John Vega, Assistant General Manager; Brian Tompkins, Chief Financial Officer; Eileen Bateman, Executive Assistant LEGAL COUNSEL: Steve Kennedy GUESTS: Members of the public. PUBLIC PARTICIPATION The Chairman declared the public participation section of the meeting open at 5:32 p.m. There being no written or verbal comments, the public participation section was closed. APPROVAL OF AGENDA The Chairman requested that agenda item No. 2b be deferred and addressed at the next regular scheduled meeting. M/S/C (Wilson-Morales) that the April 11, 2012 agenda be approved as amended. APPROVAL OF BOARD MEETING MINUTES FOR MARCH 28, 2012 M/S/C (Morales-Wilson) that the board meeting minutes for March 28, 2012 be approved as submitted. DISBURSEMENTS M/S/C' (Morales-Wilson) that General Fund Disbursements 4232020 through #1232244 which were distributed March 15, 2012 through April 4, 2012 in the amount of $1,125,915.21 and payroll checks for period ending April 4, 2012 and included checks Minutes: 02/08/12 etb and direct deposits, in the amount of $457,258.21. Total disbursements for the period were $1,583,173.42 be approved. DISCUSSION AND APPROVAL OF THE DISTRICT'S 2012 STRATEGIC INITIATIVES The General Manager gave a brief review of the initiatives and recommended that the Strategic initiatives include a formal commitment to stabilize rate funds in a cost effective way; that he will be presenting an implementation process on how to achieve these goals at the next board meeting. Vice Chairman Morales stated that the initiatives indicate that the District will be fiscally responsible. Chairman LeVesque would like to add an item F to Part I as follows: F. Transparent financial management with effective and efficient resources. M/S/C (Morales-Wilson) to approve the District's 2012 Strategic Initiatives as amended with the addition of item F to Part I. DISCUSSION AND APPROVAL OF THE GENERAL MANAGER'S 2012 GOALS AND OBJECTIVES Mr. Mura gave a brief review of the 10 specific goals and objectives. M/S/C (Wilson-Morales) to approve the General Manager's 2012 Goals and Objectives. CAST VOTE FOR CANDIDATE AS THE REGULAR SPECIAL DISTRICT MEMBER OF THE LOCAL AGENCY FORMATION COMMISSION M/S/C (Wilson-Morales) to cast vote for candidate for Kimberly Cox as the regular special district member of the Local Agency Formation Commission. ROLL CALL VOTE: Board Member Coleman Aye Board Member Sturgeon Absent Board Member Wilson Aye Vice Chair Morales Aye Chairman LeVesque Aye GENERAL MANAGER'S REPORT The General Manager provided an update to the Board regarding the following items: • The North Fork Tour is scheduled for May 11, 2012 2 Minutes: 04/11/12 etb • Plant 39 is out of commission due to an exploded motor; Plant 134 is providing water to the customers in the area until Plant 39 is back on-line • Project management system is making progress in the Engineering department Information only. CONSULTANT REPORTS Mr. Martin provided a brief update to the Board regarding the following items: • Santa Ana Sucker Fish Task Force • Basin Technical Advisory Committee • Annual North Fork Board Meeting • Western Collaboration Mr. Altman provided a brief update to the Board regarding the District's Consumer Confidence Report; that he is glad to be working with the District. Information only. LEGAL COUNSEL REPORT No reports at this time. ORAL COMMENTS FROM BOARD OF DIRECTORS Board member Wilson encourages all Board members to attend the Upper Santa Ana Water Resource Association monthly meetings. Vice Chairman Morales congratulated the Board on the adoption of the Strategic Initiatives; that the initiatives are the District's future;, that he is looking forward to Mr. Mura implementing the initiatives. Board member Coleman stated that he agrees with Vice Chairman Morales; that he looks forward to the next meeting to review the implementation process. Chairman LeVesque looks forward to Mr. Mura achieving the 10 goals and objectives set forth by the board members. ADJOURN The meeting adjourned at 6:17 p.m. Matt LeVesque, Board President John J. Mura, Secretary 3 Minutes:04/11/12 etb BOARD AGENDA STAFF REPORT vEastValley Meeting Date: April 25, 2012 ater District Public Hearing: 0 Discussion Item: O ' Consent Item: April 19, 2012 TO: GOVERNING BOARD MEMBERS FROM: GENERAL MANAGER/CEO SUBJECT: FINANCIAL STATEMENTS FOR FEBRUARY 2012 RECOMMENDATION: Staff recommends that the Board of Directors accept and file the attached financial statements. BACKGROUND/ANALYSIS: Balance Sheet Total Assets decreased by$368 thousand during February. This change included: • An $435 increase in Construction in Progress (explained below) • A $217 thousand increase to the 2010 Bond Debt Service Funds (sinking fund) • A decrease in unrestricted cash of $451 thousand to pay large construction related payables at the end of January and to pay the costs listed above • A decrease in grants receivable as the District received funds from the State for Claim No. 3 on the Plant 134 project. Budget Amendments Budget amendments approved by the Board of Directors on March 14th have been entered, and allocated to the fiscal periods affected by the amendments, including retroactive changes to periods that presented and adopted. Both the original and amended budgets are shown in the right hand columns on the attached Statement of Revenue and Expenditures. Revenue & Expenses Statement U e ratintl Revenue Water sales were $169,538 above projection for February, during which the District sold 505,465 HCF (378.1 MG) of water. As shown in the graph below, customer demand for February Page d SR#0089 dropped slightly after a spike in demand in January, but was well above sales volume for February 2010 and 2011. Sales Volume by Month-Current Fiscal Year (with 2 previous yrs for comparison) 1,200,000 1,100,000 j 1,000,000 -�� � I 900,000 � I j 800,000 � 700,000 \ --- 2009-10 u 600,000 -� 500,000 .2010-11 400,000 300,000 2011-12 (Apr-Jun est.) 200,000 100,000 A >JC I Other District operating revenues were $5,700 over projection in February, and Sewer Treatment revenue, which is passed through to the City of SB was $8,573 over budget. Operating Expenses Water operating expenses were $82,981 under budget, and sewer operating expenses $13,353 over budget in February, with labor costs well under budget in most cost centers. Year to date, operating expenses are $1,373,907 under budget: • Source of Supply costs in February included the Conservation District assessment for July through December of 2011 —9,938 acre feet pumped at $9.81 /AF. • Pumping costs continue to track below budget though power costs were $15,966 over budget due to higher than expected demand. • The Envirogen mobile water treatment unit at Plant 27 remained offline in February, but the treatment plant at 107 was run nearly full time to meet demand and, as a result, contracted treatment fees exceeded budget by $23,697; Water Treatment costs are $149,729 under budget year-to-date Page 12 SR#0089 Operating Expenses Y-T-D ■Genrl &Admin €_ = ■Source 3 = t. Pumping ?, ■Water Treatment F. ■Trans/Distribution r Wastewater Treatment Wastewater Collection Customer Accounts • General and Administrative variances include: o Labor and benefits are a combined $294,935 below budget clue to vacant positions in IT and Administration. Capital Projects Capital expenditures during February included computers for new staff who have joined, or will join the District during the first quarter of 2012, and also costs related to rehabilitation work on Well 142. Expenditures related to the District's CIP program totaled $402,617 during' February. This included: • $43,440 in costs for Plant 134 • $76,463 for design of the Plant 143 blending tank • $280,618 for work at Eastwood Farms All of these costs are reimbursable by either SRF funding through the State, or by our 2010 bond proceeds REVIEW BY OTHERS: Not applicable FISCAL IMPACT: There is no fiscal impact at this time. PageJ3 SR#0089 Respectfully submitted Recommended by: John Mura, Bnan Tompkins, General Manager, CEO CFO ATTACHMENTS: February Financial Statements Page j4 SR#0089 East Valley Water District Balance Sheet by fund - Unaudited February 29, 2012 Water Sewer Fund Fund Totals ASSETS UTILITY PLANT - at cost: Utility Plant in Service $123,831,206 $31,140,346 $154,971,552 Less: Accumulated Depreciation (36,746,393) (1,3,734,311) (50,480 704) 87,084,813 17,406,035 104,490,848 Construction in Progress 14,560,723 171,122 14,731,845 101,645,536 17,577,157 119,222,693 RESTRICTED ASSETS: Customer/ Constr. Deposits 1,790,525 99,598 1,890,123 Capacity Fees 260,046 27,916 287,962 Rate Stabilization Reserve 229,941 96,366 326,307 Construction Funds 12,630,401 199,035 12,829,436 Debt Service Funds - Trust Accts 1,898,899 1,898,899 16,549,766 394,999 16,944,765 CURRENT ASSETS: Cash and Investments 18,402,902 4,006,091 22,408,993 Less: Restricted Cash and Investments 16,549,766 394,999 16,944,765 1,853,136 3,611,092 5,464,228 Accounts Receivable (net of allowance) 1,416,530 1,416,530 Interest Receivable 875 8,388 9,263 Assessments receivable 84,999 84,999 Other Receivables 117,128 117,128 Grants Receivable 905 905 Inventory 932,688 932,688 Prepaid Expenses 115,205 115,205 4,521,466 _5,619,480 8,140,946 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 7,000,000 7,000,000 1,306,111 7,702,840 9,008,951 TOTAL ASSETS 124,022,879 29,294,47 153,317,355 Balance Sheet Page 1 East Valley Water District Balance Sheet by fund - Unaudited February 29, 2012 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 7,000,000 Less: Deferred Amt on Refunding (510,222) (510,222) 41,396,491 861,740 42,258,231 CURRENT LIABILITIES PAYABLE FROM RESTRICTED ASSETS: Customer service deposits 1,693,025 1,693,025 Construction deposits 97,500 99,598 197,098 Accrued interest payable 1,115,935 24,683 1,140,618 2,906,460 124,281 3,030,741 CURRENT LIABILITIES: Accounts payable 1,701,911 1,701,911 Accrued payroll and benefits 411,120 52,794 463,914 Compensated absences 365,426 228,893 594,319 Long Term Debt - amt due within one yr 990,434 75,000 1,065,434 3,468,891 356,687 3,825,578 TOTAL LIABILITIES 47,771,842 1,342,708 49,114,550 EQUITY: Invested in Utility Plant 80,195,123 17,542,292 97,737,415 Restricted: Capacity Fees 260,046 27,916 287,962 Designated: Rate Stabilization Reserve 229,941 96,366 326,307 Unrestricted / Undesignated (4,434,073) 10,285,194 5,851,121 Income Year To Date 3,855,212 678,915 4,534,127 TOTAL EQUITY 76,251,037 27,951,768 104,202,805 TOTAL LIAB AND EQUITY 124,022,879 29,294,476 153,317,355 Balance Sheet Page 2 O N O a a NN j y O mn N�bmO min O nO n N �- O O ry S�O 0�O 0 0 N O O O m O N O O NOS p fO 0 O 0'O 0 0 O O 0 p 0 O O m O O O O '0 0 0 0 NwV) N 0 O a y q E Nd(M1m n N �m m m O N U O O O O O O O O O O 0 O m O O O p O O O O O O O O N O O O S 0 0 0 CI d y N qq w m 0 0 n N u) O r O O m O N O O N O N CI p O O N pp 0 0 N a m n N m m�n n N pa �w am 'd1��N ry Nf I'i .=m m m m O N p O O O p O 0 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 N O N 0 0 0 0 0 0 n n N r O O O m O O !O N m O O M CI N O O O O O m n d Nd Od00 m w ION ON O n limb 00 d mmmC100 N(y m y Nbr NO m (V 1] ON 1.0 N QNN000 m -:q VC00 m N ❑ Oo m o 0o d o nNm.nm� d �I )-a mr_bo n.-.-mmN m Ym NNO m � N d N O NO�'bm+•w0 n mON�mOONOd N�'mNrd10 N ld'w n mm m O N.N N b m N m n m aV O d NI7mdNwm OIO c mRN C`)ONwm NIOm1l wr Or dmml'f n m Nw�I+lmm m r mn i m Ormb l Nn N N��^mwNmN O �❑ N NwdnO Ip O wm pi m VI+I�n mO N f vO. n10" f S9 Y¢ mNNd m W S_7 r oo�oNpo Nm n oopoaoo 000 0 0000000 0 o0p00000p S W odN n o 0 ¢zero INO o 0 C IdLLm UI : oo�nomao °m 0000000000 0 oo oa 000 0 00000000 N m m LL[ x N n`t; w vmi m vu'i n LL G SIN � I LL.a..I I a_y p er LL rg,� a m o oI�&Ncmi No Ory OON o nNO OO OOO O m 0.Q o O onp N�iNm000N�oN d m m ccsirpms CD It o'e o I N m ": od m 4T LL ��OOppII u �• NI CmlN Ci0 N000 1000.Op')pN IOmw�Obl�O m gNd�WmO1O0 O u,I dJ E.: 118 W VA V N �A L U N r o N L Z ' U Z ¢ o F U 19X! �f-I�wnVt'Ernvw y'oUYo�-0 H y @rvLyy OX X Z QQ �Tm$mAo2 f N d mc 8i 2 1c 0'�w O!8a imcO^..8��m&iro n n x �ccaa Z's cU.ycy.'$C$t a 0 3A$R i"'mrImo S BA q+i d m ro m ccp g FUuti�v SE W E. 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X O a i WoE W q K W a.- 02�U W«w d �N 000000 x drvU= a< D0(D3 < L) o w Z W G U W a 2 EAST VALLEY WATER DISTRICT CAPITAL IMPROVEMENT PROGRAM INCLUDING CAPITAL BUDGET FOR FISCAL YEAR 2011 - 2012 Current Year Actual Updated through February 2012 Page 1 EAST VALLEY WATER DISTRICT Capital Improvement Program Current Year Actual Updated through February 2012 Prior Current (Memo) Projects - By Type Years Year 2011-12 2012-13 Actual Actual Budget Year 2 Source of Supply Plant 150 Wells i_ower Zone Wells (2) - - - Plant 24 Drain Line 14,486 407 240,000 S)Unrise Ranch Wells (4) - - - Total Source of Supply Projects 14,486 407 240,000 Treatment Facilities Plant 134 - Upgrade Technology 4,271,639 4,310,539 7,211,715 1,253,895 Plant 134 - Membrane Replacement Plant 150 - Lower Zn Perch Treat. PI - Phase 1 1,993,126 684,982 650,000 241,150 Plant 150 - Lower Zn Perch Treat. PI - Phase 2 - - - _ Plant 152 - Inter. Zone Perch Treat. Plant - - _ _ Total Treatment Projects 6,264,765 4,995,521 7,861,715 1,495,045 Pumping Facilities Plant 9 - Rehab Forebay and Booster Station 30,000 270,000 F!ant 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 - j 520,000 Plant 39 - Inter to Upper Zone Transfer - - Flant 25 - Inter to Upper Zone Transfer - _ _ Plant 143 - Inter to Upper Zone Transfer 32,120 199,900 900,000 550,000 Total Pumping Projects 34,341 199,900 930,000 2,240,000 Wastewater Collection System ewer System Studies / Planning 181,049 200,000 100,000 Sewer Main Lining 51 117,000 450,000 Conejo Main Replacement 933,496 - _ rotal Wastewater Collection Projects 1,114,596 317,000 550,000 age 2 -- Projections 2013-14 2014-15 2015-16 2016-17 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 - - 9,836,073 16,990,000 1,025,000 - - 20,934,258 - 5,050,000 2,850,000 - - 7,900,000 - - - - 19,160,000 19,160,000 16,990,000 1 6,075,000 1 2,850,000 - 19,160,000 1 57,830,331 - - - 270,000 - 200,000 - 602,221 300,000 - - 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 2,182,021 800,000 980,000 2,600,000 - 1,400,000 8,254,242 - - - - - 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 February 2012 Prior Current (Memo) Projects - By Type Years Year 2011-12 2012-13 Actual Actual Budget Year 2 Transmission & Distribution System 6th St 20" Pipeline - Plants 11 & 12 to 150 131,985 - - 580,000 Live Oak Main Replacement 207,080 - 115,000 - Harlan Lane Main Replacement 7,957 - - 160,000 Cunningham / Hillview/ Crest / Bruce 631,254 - - - 6th St 30" Pipeline - Plant 151 to Plant 40 726,931 19,338 3,675,000 2,000,000 6th St 30" Pipeline - PI 40 to PI 143 - - - _ Ptb St 12" Pipeline - Del Rosa to Sterling - - - _ A[VIR Meter Replacement Program - 38,620 300,000 300,000 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 34,738 100,000 150,000 Eastwood Farms Assessment District 171,772 704,632 2,211,399 - Baseline Gardens 75,953 112,696 - - Total Trans & Distribution Projects 2,041,310 910,024 6,451,399 3,440,000 General Projects GIS Implementation 598,643 49,567 100,000 - Headquarters Building - - _ Total General Projects 598,643 49,567 1 100,000 TOTAL CAPITAL IMPROVE. PLAN PROJECTS 10,068,141 6,155,418 15,900,114 7,725,045 Miscellaneous I Developer Projects Developer Water Facilities (Reimb by Fees) 226,444 6,505 Developer Sewer Facilities (Reimb by Fees) (17,590) 5,993 Regional Treatment Plant 24,246 Seven Oaks Dam (SAR) Discharge 206,057 �orthfork Replacement (Highland Ave @ VFW) 52,409 2010 Flood Clean Up - Highland (4,023) 20_10 Flood Clean Up - EVWD Facilities 146,241 21,320 TOTAL_ MISC / DEVELOPER PROJECTS 633,784 33,818 Total Capital Projects 10,701,925 6,189,237 15,900,114 7,725,045 Projections 2013.14 2014-15 I 2015-16 2016-17 Beyond Project Year 3 Year 4 Year 5 Year 6 Year 6 Totals 711,985 207,080 167,957 631,254 - - 2,746,269 1,300,000 1,000,000 5,400,000 7,700,000 700,000 - - 700,000 300,000 300,000 300,000 300,000 1,538,620 - - - - - 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 - 873,116 - - - - 876,404 - - - - - 188,649 450,000 2,450,000 1,450,000 450,000 37,500,000 48,691,334 - 648,209 10,000,000 10,000,000 10,000,000 10,648,209 18,690,000 9,955,000 7,350,000 1,725,000 78,660,000 140,328,605 232,949 (11,597) 24,246 I 18,690,000 9,955,000 7,350,000 1,725,000 78,660,000 140,574,203 BOARD AGENDA STAFF REPORT East Val ley Meeting Date: April 25, 2012 Water District Public Hearing: O Discussion Item: E3 Consent Item: April 19, 2012 TO: GOVERNING BOARD MEMBERS FROM: GENERAL MANAGER/CEO SUBJECT: Investment Report for Quarter Ended March 31, 2012 RECOMMENDATION: Staff recommends that the Board of Directors accept and file the attached Investment Report. BACKGROUND/ANALYSIS: California Government Code §53646(b) requires the Treasurer or CFO of a local agency to submit a quarterly report on the agency's investments to the legislative body of the agency within 30 days of the end of each quarter. DISCUSSION The attached schedule shows all of the District's cash and investments, restricted and unrestricted, as of March 31, 2012. The supplemental, smaller schedule shows the investment securities purchased and retired during the quarter January to March 2012. Increases and decreases in highly liquid funds, such as LAIF, are explained in the narrative below. Unrestricted Investments LAIF The balance held in LAIF at the beginning of the quarter was $4,385,930. Staff initiated one withdrawal from LAIF of$1,500,000 during the quarter to supplement operating cash during a period when both the Plant 134 and Eastwood Farms construction was ongoing—these funds are reimbursable from SRF funding. During the quarter, $4,209 in interest earned during the fourth quarter of 2011 was also posted to the account, resulting in. an ending balance;of$2,890,139. Page 1 SR#0088 First quarter earnings for 2012 were $3,119 calculated at an apportionment rate of.38%; this rate is unchanged from the previous quarter. The earnings were posted to our account on April 13, 2012. Citizen's Business Bank Wealth Management The total (book) value of the assets held with CBB increased $14.733 to $4,123,806 during the quarter ended 3/31/12. This balance is held both in a money market account ($568,190) and in a portfolio of Treasury and mortgage backed securities. The purchase and sale of securities is shown on the attached supplemental schedule. Semi-annual interest payments received on securities in the District's portfolio were $21,779, reduced by accrued interest paid at the time securities were acquired of$1,358. Funds held in money market accounts earned $169. These earnings were reduced by losses of $4,253 realized when bonds purchased at a premium, and therefore having a carrying value higher than their face value, matured. Investment manager fees paid during the quarter were $1,604. There were no transfers to or from this investment account during the first quarter of 2012. Restricted Investments Union Bank Five trustee accounts with Union Bank handle the debt service transactions and expenditure of proceeds from the 2010 Revenue Bond Issue. Water Acquisition Fund — the balance in the Water Acquisition account at the beginning of the quarter was $13,522,684. Interest earnings of$12,976 posted to this account during the quarter, and a Requisition was submitted to reimburse the District for expenditures on design for Plants 143 and 150, and for a progress payment on Plant 134 membranes. The ending balance at March 31"was $12,643,377.. Bal 12/31/11 13,522,684 Transfers Out 0 Payments 892,283 District Requisition#6 Earnings 12,976 LAIF earnings Bal 3/31/12 12,643,377 Sewer Acquisition Fund — the balance in the Sewer Acquisition account at the beginning of the quarter was $199,035. Interest earnings during the quarter were all transferred to the Interest account resulting in an ending balance of$199,035. EVWD submitted no requisitions to draw money from this account during the quarter. Bal 12/31/11 199,035 Transfers Out 5 Trustee generated transfer to Interest Account Payments 0 Earnings 5 Bal 3/31/12 199,035 Page 12 SR#0088 Revenue Fund — this account accumulates monthly installments from the District sufficient to make semi-annual debt service payments on the 2010 Revenue Bonds. Balances in this account are transferred to the Principal and Interest Accounts immediately prior to the due dates of April 151 and October 1s'. Bal 12/31/11 673,131 Receipts 650,966 1 Three prnts from EVWD of$216,989 _ Earnings 18 Trustee generated transfers from other accounts Transfers Out 714,403 Transfers to Interest Acct _ Bal3/31/12 609,712 Principal Acct — this account receives a transfer from the Revenue Fund equal to the annual bond principal being remitted to bondholders, immediately before the principal payment is due. Bond principal payments are due each October 15'. There was no activity in this account between January 1 and March 31, 2012. Bal 12/31/11 0 _ Transfer In 0 Transfers from Revenue Fund _ Earnings 0 _ Transfers Out 0 Transfer to Interest Account _ Patent 0 _ Bal 3/31/12 0 Interest Account — this account receives the earnings of other accounts, and transfers from the Revenue Fund, in order to make semi-annual debt service payments to the bond holders on April 1st and October 1st of each year, EBal /31/11 24gs 0 Trustee enerated transfers from other accounts er In 714,385 Transfers from Revenue Fund nt 0 Debt service interest payment Transfers In 22 Earnings transfers from all other accounts Bal 3/31112 714,431 REVIEW BY OTHERS: Not applicable FISCAL IMPACT: None Respectfully submitted Recommended by: —1 L�JA John . Mura, I 11�nan Tompldn General Manager/CEO Chief Financial Officer ATTACHMENTS: Investment Report Schedule of security transactions Page 13 SR#0088 � : : _ \ , _ ; \ \ / \ � / , \ \ \ \ � � / : ( _ � � , \ � , , � _ } � } ! : - § f12 , _ / ( & {\ \ � : , ® _ , � , _ , ® � , � , , _ , / { !! {! \ \ \ \ \ \ } \ { { \ \ \ \ { { \ { \ : ! _ - ; # < - ( § § _ \ ( \ \ ( \ - _ - - \ \ \ _ � k � - - - \ \ \ \ / : \ / \ \ \ / \ \ / \ \ \ \ \ R 4- O C Q zzz � z m mmmm O O O U y ry Vl O P M r 00 N V] M M r W W � fq O. M •D 7 O O � .n d r O O It In m N h M M N Ili W fT v'ni ,O 7 O` O r •y O v 00 it fT V7 O N ' N N v1 m N i ti — ,p — 00 in O r o1 V � p N M N N •.� i d S b � i r U U Y o 0 0 0 0 0 0 0 y z z In O 0 0 0 0 C C b fi e, t3 s, Q Q Q Q Q Q Q ¢ Q Q Q ci c] G ZZ2 z 4z ZZ ,ZZZZ O+ �y w CA tb O. fq v, O a` G 7 O N fT ,D r W el _� Ci zZZ z z zZZzzZ o r — o 'n i t H� li7 e4 p u hFf W < N M M M r: m O O O O N •L•' d N a N V fp Y X X 9 N ~V, v J} U i0 �•W « ,O D Or-, ,oD o M b V b oa}f" \ ap O ej ✓' Cy .� W y y y U O m F G F F F F N V] V1 O R m M v o0 .M.i i W � v u 7 N M a r M 0 0 0 0 fp U v IN N W b 0, N - - b - O vii .@' .may ,O ,. .--� (7 h ,O ON In N fT h h M fp tq N 00 O L N y] v] O 7 cl M V C clf rl� C4 O p ti y y y y y y , Vl fn !n N W as x .a' arSS7V a o y � •O •v 'O •v 'v V •= � w wv°, raw C, i as F X X Y 4 X p y O U U U U U y d y � .Q 7 -1 Ggwm �w ^OQ o W F d d p u y U y d F O F C -L4 d F F y E �u y m v � •+'. � k y y ca nn a o 'y o 'y '-^y $ v as u •` W CA t ,. QQ F L E '9 Z, FS •o FsvO v N -L = y 8 N O L ay 1 F T U v :A m 0 3 v U $ (U d C 3 N d u c) mU c c cC . C kUr D wa. teO U a Q .cc F •d` •ci '� o .a b F UO W U � a �, u. u, aUwci � •y E- fn UaF � a _� a .a � a At r BOARD AGENDA STAFF REPORT East Valley Meeting Date: April 25, 2012 Water District Public Hearing: O Discussion Item: O Consent Item: April 19, 2012 TO: GOVERNING BOARD MEMBERS FROM: GENERAL MANAGER/CEO SUBJECT: BOARD COMPENSATION/BOARD MEMBER FEES AND EXPENSES FOR MARCH 2012 RECOMMENDATION: Approve the Governing Board members' fees and expenses for March 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 $5,849.02, which is included in the current fiscal budget. Respectfully submitted' p Rec ended by: /- John ura Brian\1V. Tomp s, General Manager/CEO Chief Financial Officer ATTACHMENTS: Monthly summary report February fees and expenses reports Pagel SR#0086 Z , , ° ( / _ , fr tr \ \ ( \ ) $ &U) / ƒ \ � e G s a s s E a 8 a [ ) � ® , 8 * _ ! § ~ ` ( ) � , 3 , a a \ / \ \ $ ( \ ) § E § ) ) ) \ « U- : § ` ( , / } 2 ( \ \u \ \ ( \ \ \ \ \ mW 7 7 § ) ui ! § \ / \ \ \ \ \ \ jw 2 7 0 e „ r ° k \ \ _ SI ) } \ \ \ \ \ \ \ \ \ / CL j \ ( § ) ) , ) % § i \ k $ y2 ` < : [ ± [ ) U fO h N G O O O m O Q U 7 W fA r O N O O O O A M O O W N m Gl OI tD V t0 N CI r n N � N M M O �O ^ O W (� 7 Z o d � o w � > O w J s� pp O) � O n MOri N N Q W W O 4 w Q fr O W LL LL N r � N W U Q x w W W O O O O O h ON w M N < W Q W LL' W Z LLO a 0w 0 (.) 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Q Q LL m E j 2 d N N m N O N N W W W 0 U) 00 12U 2N zN uL u N W N W W N d U O 2 5 22 x2 ¢ �- U) s w, � s ! w \ \ g } \ ) } m ) } ` ƒ ƒ 22 \ $ \ � w uj ° o � § \ \ \ @ b5 0 ± Ey m 2 \ \ \ 0, co b ° \ � e2 = -2 coo 13 k i ° / \ = )i )! )i \ CL )me / ! § ° Rr7 2 / / > ) § § / / / U) O M � N Z O O U N °n H Q U w w LLJ N v �n U) z 0 0 J U w 0 Z z O O J Q � a w w o 0 Ir X n Q Q M M w LL LL M M W U ao N w w O 0 0 O N w m r 0) U w w w Q w _ W LL Z 0 w 0 (-) U LL 0 CO 0 N m Z_ r r r N N N w H N Q W N N N N N N ON O O M N � M I a o m o 0 0 0 �LL w V.U L L a o 0 O 7 J N OI m N y C w y C C lL a d N C 2 O 2 D L N Z 0 'c - 00E � E � ct' o ' m 3 3 m 11 � 3 o 3 3 3 ° E m y w M M 2 M(-) M M M U � i Fes.. J � M M 0 0 � Q) a0 Q) 0 0 ac� iol co � N � J N V r r ((O ¢ V (O OD O W v Z C7 rn 0 Z M N O LLJ 0 M V Ir 0 � J r cn a W (9 °0 00 Y (D 2 N ¢ Y 9 Lli J Q W W � < U) ¢ ¢ r u w LL LL <n J cr_ LU � ¢ a o wN w o 0 0 0 o ro o 0 0 0 o au x .l-- 0 O O O O O M 0 000 O Cl) O ui O W L6 d 6 N Lo co O N W co N O ch V t0 M 0) n M W W C W W K W LL LL p } 0 LL Q O 00 o U) o LL ¢ U O Z (A N N N N N N W r N O N 0 ,N N C O W O W N N O, w C, N f� N c7 M a0 N O LL 0 r M 'mac, E E L t s m E E a m 0 m m 0 o o c o 0 0 o c r uj 0 (' (' 0 0 -- 0 0 0 U. aa,, aM C a�i Cl m m c Z O N N O O W O O 3 O 0 U 3 0 0 ° 3 m 3 3 ¢ °0 p v C C W O) C (JJ W 0 O,p J r E m m S Q) ¢ .9 Ed V) O mU0] ¢�i r¢a U Q 0� 2E SS3 W =12 2iwco < � O O O U J r 0 O 000 M ON w Z L) O Z 0 0 J_ O 00 O W J w W (� o 0 Z O O LLJ W Y o J Q � a ww 0 0 Elf �� cn Q Q u Lo � � �_ W U Q ao X N W W o 0 0 U o O O Z m c o o CII O E W 0 U Q W W W W LL LL K Y Z FQ O LL O O LL _ 07 H w N O O N N N O 0 N O LL m r CO m m N O r m C U U U U U U N f0 0) 07 01 10 C 0 0 0 0 0 0 O m 0) N N w N N 0 0 0 0 0 0 LL I 3 N N N N N w N Q m 0 0 0 0 0 O L O Z Cm 3 3 3 3 3 ° ° 3 3 o m m m m m 0 O m m J O .c .c c ,c c Q Q c c Qa�i a�i a°�i a�i a�i U U d d F In Q Q 2 OF m U M O r J O W O W ci W O ^ M W Z (J O Q Z LU O O 0 U Z W W m Ur Z N N L LU N V J X � aa XX °o p Q Q o W LL IL In lY �_ W U 11 N L W O O O O U Z N N N V N of W < W W 1J W LL � Y > Z 7 Q OU I.ID U I] L IY C7 "� Z N N N N N N N W F- O O O O O I'n Q W N N N N N N _N O N N r N W LL N N N M O rn N O C p ?0 �Q W 7 Y Q W L Z O O . _7 C 3 0 co rn F- U y mpQ G) co co FF-- W U U W 2 0 0 0 EAST VALLEY WATER DISTRICT DIRECTOR'S FEES AND EXPENSE REPORT DIRECTOR Ben Coleman MONTH Mar 12012 Board (Meetings 14, 28 Confer-,nces and Other.Meetings DATE ORGANIZATION PURPOSE 1-Mar EVWD Strategic Planning meeting 5-Mar SBVMWD BTAC meeting 7-Mar EVWD Meeting with Dr. Mathis 8-Mar SBVMWD Board meeting 12-Mar EVWD Personnel Committee Meeting 19-Mar ASBCSD Meeting and Dinner"Going Green Without going in th the Red" 20-Mar SBVMWD Board Meeting 21-Mar WMWD Board meeting 24-Mar EVWD Meeting with Or Mathis 29-Mar SBVMWD Board meeting 31-Mar EVWD Highland Harvest Festival TOTAL#OF MEETINGS 10 Q -M5.00 each$ -1,750.D0 Travel Expenses: (Details on Back) $ 59.88 Total Director's Meetings& Expenses$ 1,809.88 Director's Signature Less Any Advance Payments$ Date of Board Approval TOTAL DUE DIRECTOR$ Administrative Manager Miscellaneous Notes TRAVELEXPENSES Lodgings: (Detailed receipts attached') DATE FUNCTION ATTENDED AMOUNT $ $ $ $ TOTAL LODGING $ Personal Auto: (Detailed receipts attached') PARKING DATE FUNCTION ATTENDED MILES FEES 19-Mar ASBCSD Training and dinner 54.8 $ 21-Mar WMWD Board meeting 53.1 $ TOTAL FEES $ CURRENT RATE: $0.555 TOTAL MILES 107.9 $ 59.88 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 $ 59.88 EAST VALLEY WATER DISTRICT DIRECTOR'S FEES AND EXPENSE REPORT DIRECTOR: Morales MONTH Mar 2012 Board Meetings: _14 Conferences and Other Meetings DATE ORGANIZATION PURPOSE 1---- EVWD Strategic Planning Special Board Meeting_ 6 _— EVWD_ Meet w/Mura/Reeb/LeVesque EVWD Legislative Review 7_,_­ ACWA_ State Legislative Symposium_/ Meet w/District Delegates and staff_ 8 ----- EVWD Strategic Planning -- Mathis_ 9 — EVWD Meet w/Mura Agenda Setting/Review_ 23,_,_ ACWA State Legislative Committee (bill review) _ 30 Governing Document Ad Hoc Committee _ TOTAL # OF MEETINGS_8__ @ $150.00 each $1200.00 Travel Expenses: (Details on Back) $ Total Director's Expenses $68.19 Total Director's Meetings & Expenses $1268.19 Director's Signature Less any Advance Payments $ Date of Board Approval TOTAL DUE DIRECTOR $1268.19 EMD Exn MAR 2012.tloc TRAVEL EXPENSES Lodgings: (Detailed receipts attached*) DATE FUNCTION ATTENDED AMOUNT TOTAL LODGING $ Personal Auto: (Detailed receipts attached*) DATE FUNCTION ATTENDED MILES PARKING FEES 03/7-8 ACWA Symposium $36.00 TOTALFEES $ TOTAL MILES _58 x $.555 per mile $32.19 Meals: (Detailed receipts attached*) DATE FUNCTION ATTENDED AMOUNT TOTAL MEALS $ Other: (Detailed receipts attached*) DATE FUNCTION ATTENDED AMOUNT TOTAL OTHER $ * ORIGINAL RECEIPTS REQUIRED TRAVEL EXPENSES $68.19 (Enter this total on the front of form) E V Exo MAR 2012 Eoc EAST VALLEY WATER DISTRICT DIRECTOR'S FEES AND EXPENSE REPORT DIRECTOR Matt Le Vesque MONTH March 2011 Board Meetings 14-Mar, 28-Mar Confen>nces and Other Meetings _ DATE _ ORGANIZATION PURPOSE 1-Mar EVWD Strategic Planning Special Board Meeting 7-Mar ACWA IE Water Agencies Legislative Reception 8-Mar ACWA Legislative Meetings 9-Mar EVWD Meeting w/B. Mathis re Strategic Intiatives/GM Goals 12-Mar_ EVWD Personel Committee(no involvement_ 13-Mar Vistage Execution in Change-Webinar 15-Mar Vistage All-Cities Meeting 19-Mar ASBCSD Monthly Meeting 20-Mar_ Highland Chanber City Planning Update 21-Mar EVWD Meeting w/employee group/GM 22-Mar EVWD Meeting w. staff/CSDA guide/conference call with S. Kennedy 24-Mar EVWD Meeting w/B. Mathis TOTAL#OF MEETINGS 10@ $150.00 each $ 1,500.00 Travel Expenses: (Details on Back) $ 45.95 Total Director's Meetings 8, Expenses$ 1,545.95 Directors Signature_ Less Any Advance Payments $ Date of Board Approval TOTAL DUE DIRECTOR$ 1.545.95 Admim:,trative Managf a Miscellaneous Notes EAST VALLEY WATER DISTRICT DIRECTOR'S FEES AND EXPENSE REPORT DIRECTOR Matt Le Vesque MONTH Mar 2011 Board Meetings Conferences and Other Meetings DATE ORGANIZATION PURPOSE 27-Mar Highland Library EVWD Hosting Special Districts 27-Mar Inland Action Meeting 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 Lodcmgs_ (Detailed receipts attached`) DATE FUNCTION ATTENDED AMOUNT TOTAL. LODGING $ Personal Auto_ (Detailed receipts attached`) PARKING DATE FUNCTION ATTENDED MILES FEES 7-Mar ACWA $ 36.00 TOTAL FEES $ 36.00 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 7-Mar ACWA $ 9.95 TOTAL. OTHER $ 9.95 ORIGINAL RECEIPTS REQUIRED TRAVEL EXPENSES $ 45.95 EAST VALLEY WATER DISTRICT DIRECTOR'S FEES AND EXPENSE REPORT DIRECTOR WILSON MONTH March 2012 Board Meetings 3/113/14;3/28 Conferences and Other Meetings DATE ORGANIZATION PURPOSE 2-Mar EVWD Mtg w/GenMgr 6-Mar EVWD Mtg w/GenMgr 8-Mar_ EVWD Mtg w/Bill Mathis 9-Mar— EVWD Mtg w/GenMgr; sign dots TOTAL#OF MEETINGS 7 @ $175.00 each $ 1,225.00 Travel Expenses: (Details on Back) $ Total Director's Meetings& Expenses$ 1,225.00 Director's Signature_ Less Any Advance Payments$ Date of Board Approval _ TOTAL DUE DIRECTOR$ 1,225.00 Admin strative Manager Miscellaneous Notes BOARD AGENDA STAFF REPORT East Val ley Meeting Date: April 25,2012 Water District Public Hearing: ❑ Discussion Item.: ❑ Consent Item: ❑ April 18, 2012 TO: GOVERNING BOARD MEMBERS FROM: CHIEF FINANCIAL OFFICER SUBJECT: DISBURSEMENTS RECOMMENDATION: Approve the attached list of accounts payable checks and payroll. issued BACKGROUND/ANALYSIS: Listings 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 April 5, 2012 through April 18, 2012. Accounts payable checks for the period included check numbers 232245 through 232408 for a total of $791,381.78. The source of funds for this amount is as follows: Unrestricted Funds $ 680,100.52 Bond Financing $ 0 State Financing $ 111,281.26 Payroll and benefit contributions paid for this period totaled$243,833.10. Total disbursed during the period April 5 to April 18,2012 is $1,035,214.88. REVIEW BY OTHERS: This agenda item has been reviewed by the Chief Financial Officer and the Accounting Supervisor. FISCAL IMPACT: $1,035,214.88 (budgeted expenditures) Page d SR#0087 Respectfully submitted: Recommended by: ILA wil" A / a)Z:5�� John Mura, Brian W. Tompkin General Manager/C O Chief Financial Officer ATTACHMENTS List of Accounts Payable checks Page 12 SR#0087 ; f § \ ( Q\\ \\} j( /S :ac G E \ \ { \ \mm \R \Eq/ § \m / ;Ej § © \ � m\ my w m */ § e \ ; > : } 1 / \ ) # ! } - {k ) � - [ �d q \ } \ ~ | ` co ( / � ®( G k z s \ � �» \ N § } \ \ � � § \ 2 \ cc | z » + y } § 2 [ � ! [ t § � � [ - \ k / 3 . { ( ( k 2{ / | / 11 Q � \ {{ ( # � ( § 2 0k ° � � ` ® ` - - ` ff ® (\ ) [k \\ 22 ` / ) � ) m ) \ ) t � k / } \ \ 2kk ) \ � wE99E9rrr W \ ) }fn » a � � 0 � � � � « _ ~ � ƒ ` } 0 � \ ƒk � ww � z X00 � ) ) ` ! \ \ \ \ 7 \ \ ` ) � k � \ g ; � q %{ \ X § ; \ ; k3 § } y / / @@ @@ @@@ \ )6 ; : ee 6 ; bee r9e d ; ) ; e 0 > > leeeee ; 99 6e ) ; } \ § , ) / ! \ o N o o Om N m N Om N Om N o O N o N o N o N m N m m m N Om N o N n C y O - u N > V N V N w N N m N m N m N m N m N N m N J N L O 0 Q) O m J m 0) O Z � m � n < 0 < < < 0 < 0 < 0 < 0 < < 0 < C) < 0 < 0 < 0 < < < < C) < 0 < C) �� o 07. 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O p Z > W d z K w H z m w a w a o W 'G > ❑ U Z X n m U w a c z fan OU W n L U m 0 fr (D U w }o a ai m Z p U J N Z N Ir X m Z m SW J gN N Z 1 D ❑ C J �_ J LU Qa� L C S 2S, V (� Q LU Li d d Z a N O "� N cn f'n m o m o m Z o o O m O m 00 C m O O vi E a o a o a o w n 0 ° cc E W € ~ m 16 m > d 3 � 5 o o E m LJ U U -� F U U w N N N N N N N N N N O O O O 8 8 o d N m m N W N O m r m p f- ON ON O !� � n On � N On Oh O (O l0 N 0 O UO UO UO UO UO UO UO UO UOO T d C' m lli Z y d m N r N n N r N r N n N r N n N n N n n EE t ^ M y M m M m M m M m M M M m M m m pp = U c N o N o N O N o N o N o N o N o N o 0 RESOLUTION NO. 2011.01 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE EAST VALLEY WATER DISTRICT ESTABLISHING POLICIES FOR ITS COMPENSATION, REIMBURSEMENT, ETHICS AND SEXUAL HARASSMENT TRAINING, AND INSURANCE COVERAGE WHEREAS, the Board of Directors of the East Valley Water District finds as follows: A. The East Valley Water District ("the District")is a county water district organized and operating pursuant to California Water Code Section 30000 et seq. B. The District is governed by an elected Board of Directors ("the Board") whose activities are subject to the requirements of California law, including but not limited to the "Local Government Sunshine Bill" ("AB 1234"), which took effect on January 1, 2006. C. The purpose of this resolution is to ensure compliance with AB 1234 and to establish policies with respect to (1) Board member compensation, (2) Board member reimbursement, (3) Board member ethics training, (4)Board member sexual harassment training,and(5)Board member insurance coverage. NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS of the East Valley Water District as follows: Section 1. COMPENSATION. 1 1. Amount. The amount of Board member compensation paid by the District shall be determined in accordance with all applicable requirements of the California Water Code. Pursuant to said requirements,the Board shall set the rate of such compensation for a day's service, and shall set the maximum number of day's service for which a Board member may receive compensation each month from the District, by adoption of a separate ordinance. 1 1 .2. Day's Service. 1.2.1. Meetings. For purposes of determining Board member entitlement to compensation under the ordinance referenced in Section 1 .1 of this Resolution, the term "day's service"is defined as attendance or participation of a Board member,in person or by telephone,at an eligible meeting with one or more other parties for the performance of official duties on behalf of the District. An "eligible meeting" as used herein includes, but is not limited to, the following: (a) Any occurrence that is listed in Government Code Section 53232.1(a); (b) A regular, special, or emergency meeting of the Board; (c) A meeting of a standing, ad hoc, or advisory committee of the Board; (d) A meeting with the District's General Manager involving the operations of the District; (e) A meeting of organizations with interests in matters involving the functions and operations of the District; (f) A conference, seminar, or organized educational activity involving matters related to the functions and operations of the District; and (g) All other occurrences for which the Board member has obtained prior approval from the Board to attend or participate on behalf of the District. 1.2.2. Daily Limitation. If a Board member attends or participates in multiple meetings in a single day, the Board member shall only be entitled to compensation for one eligible meeting on that day. 1.2.3. Ineligible Meetings. Meetings that would not generally be considered an eligible meeting for purposes of Board member entitlement to District compensation under the ordinance referenced in Section 1.1 of this Resolution shall include social gatherings,picnics,awards 2 banquets, holiday events, retirement dinners,and similar functions, unless previously pre-approved by the Board. Additionally, an eligible meeting shall not include a day's service that is devoted strictly to travel to attend an eligible meeting, unless previously pre-approved by the Board. 13. Procedure. To receive compensation for attendance or participation at eligible and/or approved meetings, a Board member shall submit to the District's General Manager a payment request for the calendar month by noon Tuesday preceding the first regular Board meeting of the following month, at which time the Board will consider approval of the payment request. Payment requests that are not timely filed will be considered at a subsequent Board meeting. Section 2. REIMBURSEMENT. The District shall reimburse Board members for costs incurred :related to attendance or participation at eligible and/or approved meetings as defined in Section 1 of this Resolution, as provided herein. 2.1. Eligible Expenses. Expenses eligible for reimbursement shall be limited to (1) registration or tuition costs,or other charges for participation at the meeting;(2)transportation to and from the meeting, including airfare, car rental, or mileage for use of a Board member's own automobile,and other miscellaneous transportation costs (shuttle,taxi, parking,etc.); (3) lodging at the single-room rate; and (4) reasonable costs of meals. 2.2. Budget Limits. The maximum amount of District-paid expenses that each Board member may annually incur without separate prior Board approval is $6,000 each fiscal year. Expenses incurred by the District that are unused by a Board member requesting District payment thereof may be charged back to that individual Board member at the discretion of the Board. 2.3. Rates. 3 2.3.1. Registration Tuition,and Meeting Charges. The District reimbursement rate for registration or tuition costs, or other charges for participation at a meeting, shall be the actual amount incurred. 2.3.2. Transportation. (a) Members of the Board must use government and group rates offered by a provider of transportation services for travel when available. If such rates are not available, the District reimbursement rate for Board member transportation shall be the actual amount incurred,not to exceed $100.00 per day's service (except for airfare, which shall not exceed the cost of round-trip coach airfare). (b) The District reimbursement rate for mileage by use of a Board member's own vehicle shall be calculated on the basis of total miles driven for District purposes at the rate specified in the Internal Revenue Code in effect at the time of the vehicle usage. (c) The District reimbursement rate for vehicle parking by a Board member shall be the actual amount incurred. 2.3.3. Lod in . Members of the Board must use government and group rates offered by a provider of lodging services when available. If the lodging is in connection with an accepted conference or organized educational activity, lodging costs must not exceed the maximum group rate published by the conference or activity sponsor, provided that lodging at the group rate is available to the member of the Board at the time of booking. If a government or group rate is not available,the District reimbursement rate for Board member lodging shall be the actual amount incurred, not to exceed the rate for comparable lodging. 2.3.4. Meals. The District reimbursement rate for Board member meals shall be the 4 actual amount incurred, not to exceed $125.00 per day's service. 2.3.5. Other. District reimbursement of all other actual and necessary expenses incurred by a Board member shall be computed using the applicable Internal Revenue Service rates for reimbursement as established in Publication 463,or any successor publication. All expenses that do not fall within this reimbursement policy or the Internal Revenue Service reimbursable rates, as provided above, shall be approved by the Board in a public meeting before:the expense is incurred. If a Board member chooses to incur additional costs that are above the rates established herein, and those costs have not been approved by the Board in a public meeting before the expense is incurred, then the Board member may do so at his or her own expense. 2.4. Ineligible Expenses. Board members shall not be eligible for District reimbursement of any expenses that are incurred by any person traveling or attending a meeting as a guest of the Board member, nor for any expenses that are otherwise incurred in connection with an ineligible meeting described in Section 1 .2.3 of this Resolution (except that expenses incurred by a Board member in connection with a day's service that is devoted strictly to travel to attend an eligible meeting shall be eligible for District reimbursement). No Board member shall be eligible for District reimbursement of any expenses for personal services not related to District business. 2.5. Expense Forms. The District shall provide expense report forms to be filed by the members of the Board for reimbursement for actual and necessary expenses incurred on behalf of the District in the performance of official duties. The expense reports shall document that expenses meet the policy reflected in this Resolution for expenditure of public resources. Board members shall submit to the District's General Manager expense reports for the calendar month by noon Thursday preceding the first regular Board meeting of the following month, and the reports shall be accompanied by the receipts documenting each expense. At the first regular Board meeting of each 5 month, the Board will consider approval of District reimbursement of Board member expenses incurred during the previous month as reflected in the timely-filed expense reports. Expense reports that are not timely filed will be considered at a subsequent Board meeting. All documents related to reimbursable District expenditures are public records subject to disclosure under the California Public Records Act. 2.6. Report. Board members shall provide brief reports on meetings attended at the expense of the District at the next regular meeting of the Board. Section 3. ETHICS TRAINING. 3.1. Requirement. 3.1.1 . Service Prior To Effective Date. Each local agency official in District service as of the effective date of this Resolution must receive training in ethics laws at least once every two years. 3.1 .2. Service On Or After Effective Date. Each local agency official who commences service with the District on or after the effective date of this Resolution must receive training in ethics laws no later than six months from the first day of service with the District. Thereafter, each local agency official must receive such training at least once every two years. 3.2. Application. 3.2.1. Local Agency Official. As used in Section 3.1 of this Resolution, the term "local agency official" means all of the following: (a) All Board members; and (b) All executive staff of the District. 3.2.2. Ethics Laws. As used in Section 3.1 of this Resolution, the phrase "ethics laws" 6 includes, but is not limited to, the following: (a) Laws relating to personal financial gain by public servants, including, but not limited to, laws prohibiting bribery and conflict-of=interest laws; (b) Laws relating to claiming perquisites of office, including, but not limited to, gift and travel restrictions,prohibitions against the use of public resources for personal or political purposes, prohibitions against gifts of public funds, mass mailing restrictions, and prohibitions against acceptance of free or discounted transportation by transportation companies; (c) Government transparency laws, including, but not limited to, financial interest disclosure requirements and open government laws; and (d) Laws relating to fair processes, including, but not limited to,common law bias prohibitions, due process requirements, incompatible offices, competitive bidding requirements for public contracts, and disqualification from participating in decisions affecting family members. 3.3. District Responsibilities. 3.3.1. Records. The District shall maintain records indicating(a)the dates that local agency officials satisfied the requirements of Section 3 of this Resolution and (b) the entity that provided the training. The District shall maintain these records for at least five years after local agency officials receive the training. These records are public records subject to disclosure under the California Public Records Act. 3.3.2. Notice. The District is required to provide information on training available to meet the requirements of Section 3 of this Resolution to its local agency officials at least once annually. Section 4. SEXUAL HARASSMENT TRAINING. 7 4.1. Requirement. 4.1.1. Service Prior To Effective Date. Each Board member in District service as of the effective date of this Resolution must participate in the District's program of providing at least two hours of classroom or other effective interactive training and education regarding sexual harassment to its supervisory employees at least once every two years. 4.1.2. Service On Or After Effective Date. Each Board member who commences service with the District on or after the effective date of this Resolution must participate in the District's program of providing at least two hours of classroom or other effective interactive training and education regarding sexual harassment to its supervisory employees no later than six months from the first day of service with the District. Thereafter, each Board member must participate in such training at least once every two years. 4.2. District Responsibilities. The training and education required by Section 4 of this Resolution shall include information and practical guidance regarding the federal and state statutory provisions concerning the prohibition against and the prevention and correction of sexual harassment and the remedies available to victims of sexual harassment in employment. The training and education shall also include practical examples aimed at instructing District supervisors in the prevention of harassment, discrimination, and retaliation, and shall be presented by trainers and educators with knowledge and expertise in the prevention of harassment, discrimination, and retaliation. Section 5. INSURANCE COVERAGE FOR BOARD MEMBERS. 5.1 Current Directors. Pursuant to California Water Code Section 31008 and the applicable provisions of California Government Code Section 53200-53210, the District, subject to such terms and conditions as may be established by the Board,shall make health and welfare benefits 8 available to its active Board members and their spouses and dependent children under the age of 21, dependent children under the age of 25 who are full-time students at a college or university, and dependent children regardless of age who are physically or mentally incapacitated (collectively, "Dependents"). The District shall pay the costs of such insurance coverage for those Board members and their spouses and Dependents who elect to accept said benefits, during the period of time that such Board members are serving in office as Board members of the District. Effective January 1, 2009, the health and welfare benefits made available under this Section shall not exceed the level of insurance benefits provided by the District to its regular full-time employees. 5.2. Former Directors. 5.2.1. Continuation of District-Paid Benefits. (a) Pursuant to the requirements of California Government Code Sections 53200-53210 and the policy adopted by the Board by minute action on November 28, 1988, and subsequently clarified by minute action on February 13, 2007,the District, subject to such terms and conditions as may be established by the Board, shall pay the costs of health and dental insurance coverage to former Board members who (a) elect to accept such benefits, (b) served in office after January 1, 1981, (c) were not first elected to a term of office that began on or after January 1, 1995, and (d) served not less than 12 years on the Board at the time of termination. (b) Pursuant to the requirements of California Government Code Sections 53200-5 32 10,the District, subject to such terms and conditions as may be established by the Board, shall pay all, or such portion as the Board may elect, of the premiums, dues, or other charges for health and welfare benefits of those former Board members,and the spouses and Dependents of such former Board members for whom those health and welfare benefits have been provided by the District, who elect to accept such benefits and were Board members who (a.) were first elected or 9 appointed to the Board prior to July 1, 1994, and are thus not otherwise excluded from membership in the Public Employees Retirement System ("PERS"), (b) obtained membership in PERS due to their membership on the Board, (c) are eligible to retire from membership in PERS, and(d)formally retire from membership in PERS. 5.2.2. Continuation of Self-Paid Benefits. Pursuant to the requirements of California Government Code Sections 53200-53210, the District, subject to such terms and conditions as may be established by the Board, shall make health and welfare benefits available to its former Board members who do not meet the requirements of subsections (a) or (b) of Section 5.2.1 above, and to the spouses and Dependents of such former Board members, who agree to and do pay the full costs of such insurance coverage and otherwise participate on a self-pay basis, and who satisfy any and all additional eligibility requirements imposed by PERS. The election requirements for the insurance coverage provided herein, and the length of time in which said coverage shall be made available to such participants upon election, shall be the same as is set forth for the continuation of benefits under the Consolidated Omnibus Budget Reconciliation Act of 1985. Section 6. REVIEW OF RESOLUTION. At times deemed appropriate by the Board, the Board shall review this Resolution to determine its effectiveness and the necessity for its continued operation. The District's General Manager shall report to the Board on the operation of this Resolution, and make any recommendations deemed appropriate, including proposals to amend the Resolution. Upon conclusion of its review, the Board may take any action it deems appropriate concerning this Resolution. Section 7. SEVER-ABILITY. 10 If any provision of this Resolution, or the application thereof to any person or circumstances, is held invalid, such invalidity shall not affect other provisions or applications of this Resolution which can be given effect without the invalid provision or application, and to this end the provisions ofthis Resolution are declared to be severable. Section 8. EFFECTIVE DATE. The provisions of this Resolution shall become effective upon adoption and shall supersede the provisions of Resolution No. 2009.22 adopted by the Board on November 24, 2009. Adopted this 8"' day of February, 2011. AYES: Directors: LeVesque, Malmberg, sturgeon. Wilson NOES: None ABSTAIN: None ABSENT: Director Morales — Z PrCsident, oar of Directors ATTEST: Secretary„ Board of irectors 11