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Agenda Packet - EVWD Board of Directors - 03/27/2019
REG ULA R BO A RD MEET IN G March 27, 2019 - 5:30 P M 31111 Greenspot Road, Highland, C A 92346 AGE N D A "In order to comply with legal requirements for posting of agenda, only those items filed with the District Clerk 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". C A LL TO O RD ER PLED G E O F A LLEG IA N C E RO LL C A LL O F BO A RD MEMBERS P U B L I C C OMME N T S Any person wishing to speak to the Board of Directors is asked to complete a Speaker Card and submit it to the D istrict C lerk prior to the start of the meeting. Each speaker is limited to three (3) minutes, unless waived by the Chairman of the Board. Under the State of C alifornia Brown Act, the Board of Directors is prohibited from discussing or taking action on any item not listed on the posted agenda. T he matter will automatically be referred to staff for an appropriate response or action and may appear on the agenda at a future meeting. AGE N D A - T his 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.AP P RO VAL O F C ON SE N T C AL E N D AR All matters listed under the C onsent C alendar are considered by the Board of Directors to be routine and will be enacted in one motion. T here 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.February 2019 Disbursements: Accounts payable disbursements for the period include check numbers 253682 through 253810, bank drafts, and A C H Payments in the amount of $6,758,364.51 and $431,390.02 for payroll. b.Financial Statements for February 2019 c.Approve the March 13, 2019 regular board meeting minutes I N F ORMAT I O N AL I T E MS 3.Introduction of District Volunteers D I SC U SSI ON AN D P O SSI B L E AC T I O N I T E MS 4.C onsider Records Retention Policy and adoption of Resolution 2019.03 - Updating the Records Retention Schedule 5.C onsider Email and Instant Messaging Acceptable Use Policy 6.C onsider Adoption of Resolution 2019.02 - Replacing Reimbursement Resolution 2018.15 7.Approve the cancellation of the May 8, 2019 regular board meeting 8.C SD A Board of Directors Support Resolution 2019.04 RE P O RT S 9.Board of Directors' Reports 10.General Manager/C EO Report 11.Legal Counsel Report 12.Board of Directors' Comments AD J O U RN P LEAS E NO T E: Materials related to an item on this agenda s ubmitted to the Board after dis tribution of the agenda packet are availab le fo r pub lic ins p ectio n in the District's o ffic e lo cated at 31111 G reens p o t R d., Highland , during normal bus ines s ho urs. Also, s uc h d o cuments are available on the District's website at www.eastvalley.org subject to staff's ability to pos t the doc uments before the meeting. P urs uant to G overnment C o d e S ec tio n 54954.2(a), any reques t for a d is ab ility-related modific ation or ac commodation, inc luding auxiliary aid s o r s ervic es , that is s o ught in order to p artic ip ate in the above- agendized p ublic meeting s ho uld be d irected to the District C lerk at (909) 885-4900 at leas t 72 ho urs prior to said meeting. B O AR D AGE N D A S TAF F R E P ORT Agenda Item #2.a. Meeting Date: Marc h 27, 2019 C ons ent Item To: G o verning Board Memb ers F rom: G eneral Manager/C EO Subject: F ebruary 2019 Dis b urs ements : Ac counts payable d is b urs ements fo r the p erio d inc lude c hec k numbers 253682 through 253810, b ank drafts, and AC H P ayments in the amo unt of $6,758,364.51 and $431,390.02 fo r p ayroll. R E C O MME N D AT IO N: S taff recommends that the Board of Direc tors (Bo ard ) review and appro ve the District’s expens e disburs ements fo r the period F ebruary 1, 2019 through F eb ruary 28, 2019 in the amount of $7,189,754.53. B AC KGR O UN D / AN ALYS IS : In the continued effo rt to b e fis cally trans p arent, the p ayment register fo r s upplies , materials , services , and p ayroll fo r F ebruary 2019 is attac hed fo r review and ap p ro val. T his proc es s provid es the Board and the pub lic an opportunity to review the exp ens es o f the District. Acc o unts P ayable is p ro ces s ed weekly, while p ayroll is p ro ces s ed bi-weekly. Info rmation to justify eac h expenditure is available thro ugh the F inanc e Department. Acc o unts payab le d is b urs ements for the p erio d inc lude c hec k numbers 253682 thro ugh 253810, bank drafts , and AC H P ayments in the amount of $6,758,364.51 and $431,390.02 for payroll. S ignific ant expenses greater than o r equal to $50,000 are further exp lained below: PAYMENT #VENDO R DE S C R I P T I O N AMO UNT 253706 ME DO R A ENVIR O NMENTAL, I NC . P O TABL E WAT E R C IR C ULAT I O N E Q UIP ME NT (C AP I TAL O UT LAY) 77,663.80 10005375 F ER G US O N ENT ER P R I S ES , I NC . P HAS E II I P R O G R ES S PAYMENT 4 F O R ADVANC ED MET ER I NG INF R AS T R UC T UR E (C I P P R O J EC T ) 331,727.61 DF T 0003149 $367,352.61 W I R E T R ANS F ER LAND P UR C HAS E P R O P ER T Y P UR C HAS ED ADJ AC E NT TO T HE S NR C P R O P ERT Y (C I P P R O J EC T ) 367,352.61 R ecommended b y: Jo hn Mura G eneral Manager/C EO R espec tfully sub mitted: Brian Tomp kins C hief F inancial O ffic er PAYMENT #VENDO R DE S C R I P T I O N AMO UNT 253748 S O UT HER N C ALIF O R NI A EDI S O N C O MPA NY E L E C T R IC I T Y F O R J ANUARY 2019 104,042.19 253759 ELI Z ABET H MAC LEAN KI E L R EVO C ABLE T R US T P UR C HAS ED NO RT H F O R K S H AR ES (C AP I TAL O U T LAY): 114 S HAR ES @$546 P ER S HAR E; 29 S HAR ES @$273 P ER S HA R E 70,161.00 10005439 B ALF O UR BEAT T Y I NF R AS T R UC T UR E, I NC I NVO I C E #3 – S T ER L I NG NAT UR AL R ES O UR C E C ENT ER (C I P P R O J EC T ) 4,696,250.00 10005465 US BANC O R P, G O VER NME NT LEAS I NG AND F I NANC E, I NC DEB T S ERVI C E PAYME NT F O R ENE R G Y C O NS E RVAT I O N MEAS UR E DUE MAR C H 2019 227,529.52 AG E N C Y G O ALS AN D OB J E C T IVE S : G o al and O bjec tives I I - Maintain a C ommitment to S us tainab ility, Transparenc y, and Ac c o untability a) P rac tice Trans parent and Ac countab le F is cal Management R E VIE W B Y O T HE R S : T his agenda item has been reviewed by the F inanc e Dep artment. F IS C AL IMPAC T S ufficient funds have b een b udgeted in the adopted F Y 2018-19 Bud get. ATTACH M E N TS: Description Type February 2019 P ayme nt Register Backup Material PAYMENT REGISTER FEBRUARY 1, 2019 - FEBRUARY 28, 2019 PAYMENT DATE NUMBER VENDOR NAME AMOUNT 2/6/2019 253682 ALVINA WHITE 100.00 2/6/2019 253683 DEBBIE SISSON 150.00 2/6/2019 253684 DINA ABDELMALAK 200.00 2/6/2019 253685 ELENA MOORE 200.00 2/6/2019 253686 HARMONY SIENG 150.00 2/6/2019 253687 LUCIA CRUZ 300.00 2/6/2019 253688 LYNN BENTON 100.00 2/6/2019 253689 MARY SALAS 99.00 2/6/2019 253690 MARY SALAS 100.00 2/6/2019 253691 MATT MILLER 300.00 2/6/2019 253692 MICHAEL MANOE 200.00 2/6/2019 253693 SAMIRAH ABDULZAHIR 89.10 2/6/2019 253694 VINCENTE TENERELLI 130.00 2/6/2019 253695 WILBUR LYNCH 200.00 2/6/2019 253696 ANTHESIS 1,218.00 2/6/2019 253697 BURRTEC WASTE (GROUP) INDUSTRIES, INC. 346.85 2/6/2019 253698 BURRTEC WASTE (GROUP) INDUSTRIES, INC. 126.48 2/6/2019 253699 BURRTEC WASTE (GROUP) INDUSTRIES, INC. 126.48 2/6/2019 253700 EXPERIAN 208.00 2/6/2019 253701 GARY YOUNG 533.75 2/6/2019 253702 GNA FIRE ELECTRIC, INC. 10,744.95 2/6/2019 253703 HACH COMPANY 782.97 2/6/2019 253704 HUNT HOME INSPECTIONS 250.00 2/6/2019 253705 INLAND WATER WORKS SUPPLY CO 190.08 2/6/2019 253706 MEDORA ENVIRONMENTAL, INC. 77,663.80 2/6/2019 253707 MOBILE OCCUPATIONAL SERVICES, INC 100.00 2/6/2019 253708 SAFETY KLEEN CORP 266.13 2/6/2019 253709 SO CAL GAS 913.10 2/6/2019 253710 STAPLES BUSINESS ADVANTAGE 1,024.03 2/6/2019 253711 THIRDWAVE CORPORATION 8,643.00 2/6/2019 253712 UNIFIRST CORPORATION 386.11 2/6/2019 253714 VALLEY OFFICE EQUIPMENT 9.06 2/6/2019 253715 MO ROGER/ MA GLORIA 101.52 2/12/2019 253718 CECILIA MONTERROSO 113.41 2/14/2019 253723 ANTHESIS 6,749.50 2/14/2019 253724 APPLEONE EMPLOYMENT SERVICE 2,371.68 2/14/2019 253725 ARROYO INSURANCE SERVICES 50.00 2/14/2019 253726 BUGGY ROGERS PAINTING 1,850.00 2/14/2019 253727 BURGESON'S HEATING & AIR CONDITIONING, INC 53.88 2/14/2019 253728 BURGESS MOVING & STORAGE 1,500.30 2/14/2019 253729 BURRTEC WASTE (GROUP) INDUSTRIES, INC. 1,696.21 2/14/2019 253730 CALIFORNIA-NEVADA SECTION, AWWA 50.00 2/14/2019 253731 CHEM-TECH INTERNATIONAL INC 1,361.78 2/14/2019 253732 CITY OF HIGHLAND 2,835.00 PAYMENT REGISTER FEBRUARY 1, 2019 - FEBRUARY 28, 2019 Page 1 of 6 PAYMENT DATE NUMBER VENDOR NAME AMOUNT 2/14/2019 253733 CITY OF SAN BERNARDINO, PUBLIC WORKS DEPT 1,057.70 2/14/2019 253734 COUNTY OF SAN BERNARDINO, DEPT OF PUBLIC WORKS 951.00 2/14/2019 253735 CULLIGAN OF ONTARIO 96.50 2/14/2019 253736 DIB'S SAFE & LOCK SERVICE 17.82 2/14/2019 253737 EYE MED VISION CARE 1,291.08 2/14/2019 253738 FIRST CHOICE SERVICES 56.54 2/14/2019 253739 HATFIELD BUICK 94.61 2/14/2019 253740 HUB CONSTRUCTION SPECIALTIES 138.13 2/14/2019 253741 INLAND WATER WORKS SUPPLY CO 8,917.31 2/14/2019 253742 K & L HARDWARE 69.03 2/14/2019 253743 KONICA MINOLTA 801.96 2/14/2019 253744 PETTY CASH 291.87 2/14/2019 253745 RUHNAU CLARKE ARCHITECTS 832.65 2/14/2019 253746 SAN BERNARDINO COUNTY HUMAN RESOURCES 1,800.00 2/14/2019 253747 SAN BERNARDINO MUNICIPAL WATER DEPARTMENT 21,597.45 2/14/2019 253748 SOUTHERN CALIFORNIA EDISON COMPANY 104,042.19 2/14/2019 253749 U.S. BANCORP SERVICE CENTER 14,443.63 2/14/2019 253754 UNIFIRST CORPORATION 300.38 2/14/2019 253755 VALERO MARKETING & SUPPLY COMP 9,115.14 2/15/2019 253716 ASHWIN PATEL 214.91 2/15/2019 253717 R. DOSHI 86.94 2/15/2019 253719 ASHWIN PATEL 214.91 2/15/2019 253720 R. DOSHI 86.94 2/15/2019 253721 CALIFORNIA CAPITAL INC 116.53 2/15/2019 253722 O'NEAL PROPERTY MANAGEMENT INC 148.55 2/20/2019 253756 ANTHESIS 1,764.00 2/20/2019 253757 AT&T 49.68 2/20/2019 253758 BUGGY ROGERS PAINTING 800.00 2/20/2019 253759 ELIZABETH MACLEAN KIEL REVOCABLE TRUST 70,161.00 2/20/2019 253760 FEDERAL EXPRESS CORPORATION 140.32 2/20/2019 253761 HUB CONSTRUCTION SPECIALTIES 967.60 2/20/2019 253762 INLAND WATER WORKS SUPPLY CO 56.16 2/20/2019 253763 REDLANDS OFFICE CLEANING SOLUTIONS 3,245.00 2/20/2019 253764 SOUTHERN CALIFORNIA EDISON COMPANY 6,844.03 2/20/2019 253765 SUPPLYWORKS, INTERLINE BRANDS INC 531.54 2/20/2019 253766 SWRCB-DWOCP 105.00 2/20/2019 253767 THE K.W.C. COMPANIES, INC. 5,565.00 2/20/2019 253768 UNIFIRST CORPORATION 342.33 2/20/2019 253769 UNIVERSAL SELF STORAGE HIGHLAND 274.00 2/21/2019 253770 ROSA E CORREA 5.71 2/21/2019 253771 REYNALDO GONZALEZ 95.30 2/21/2019 253772 TWYLA D. LEE 39.15 2/21/2019 253773 PAULETTE ROBINS 109.47 2/21/2019 253774 LUIS GARCIA 3.99 2/21/2019 253775 MORE CASH FOR HOMES, LLC 132.65 2/27/2019 253776 AIR CHIEF, INC. 395.94 2/27/2019 253777 ANTHESIS 4,124.75 2/27/2019 253778 APPLEONE EMPLOYMENT SERVICE 2,536.38 2/27/2019 253779 AT&T 323.82 2/27/2019 253780 AT&T 156.99 2/27/2019 253781 BEAR VALLEY MUTUAL WATER COMPANY 81.00 2/27/2019 253782 BUGGY ROGERS PAINTING 2,855.00 2/27/2019 253783 CLIFTONLARSONALLEN LLP 750.00 PAYMENT REGISTER FEBRUARY 1, 2019 - FEBRUARY 28, 2019 Page 2 of 6 PAYMENT DATE NUMBER VENDOR NAME AMOUNT 2/27/2019 253784 CONSOLIDATED ELECTRICAL DIST 175.48 2/27/2019 253785 DIB'S SAFE & LOCK SERVICE 6.48 2/27/2019 253786 DLT SOLUTIONS, LLC 4,011.60 2/27/2019 253787 EVERSOFT, INC 212.53 2/27/2019 253788 FIRST CHOICE SERVICES 518.09 2/27/2019 253789 HATFIELD BUICK 1,655.89 2/27/2019 253790 HIGHLAND COMMUNITY NEWS 1,043.63 2/27/2019 253791 HUB CONSTRUCTION SPECIALTIES 428.66 2/27/2019 253792 INLAND WATER WORKS SUPPLY CO 3,754.12 2/27/2019 253793 K & L HARDWARE 111.57 2/27/2019 253794 NATIONAL AUTO FLEET GROUP, CHEVROLET OF WATSONVILLE 30,758.35 2/27/2019 253795 SAN BDNO AREA CHAMBER OF COMMERCE 220.00 2/27/2019 253796 SCHNEIDER ELECTRIC USA, INC 9,025.14 2/27/2019 253797 SO CAL GAS 14.30 2/27/2019 253798 SOUTH COAST A Q M D 538.58 2/27/2019 253799 SOUTHERN CALIF OCCUPATIONAL HEALTH SERVICES 35.00 2/27/2019 253800 SUPPLYWORKS, INTERLINE BRANDS INC 297.99 2/27/2019 253801 UNITED STATES TREASURY 600.00 2/28/2019 253802 MARTY ELLIS 52.86 2/28/2019 253803 CHARLES HOPPER 11.73 2/28/2019 253804 ERE INVESTMENTS LLC 40.12 2/28/2019 253805 SP ASSETS LLC 97.54 2/28/2019 253806 JOHN WELCH JR 58.72 2/28/2019 253807 PATRICIA OSORIO 25.34 2/28/2019 253808 RICARDO ANTONIO SANCHEZ MEDINA 229.02 2/28/2019 253809 STRUCTURED CAPITAL INC. 111.23 2/28/2019 253810 JOEL ADAMS 27.39 BANK DRAFTS 2/1/2019 DFT0003084 CALPERS/ MEDICAL 83,678.70 2/1/2019 DFT0003120 PayNearMe, Inc. 11.94 2/4/2019 DFT0003114 MERCHANT BANKCD 248.12 2/4/2019 DFT0003115 PayNearMe, Inc. 67.66 2/5/2019 DFT0003116 PayNearMe, Inc. 55.72 2/6/2019 DFT0003117 PayNearMe, Inc. 67.66 2/6/2019 DFT0003145 TRANSFIRST DISCOUNT 15.00 2/7/2019 DFT0003119 PayNearMe, Inc. 37.81 2/8/2019 DFT0003106 CA SDI Tax 3,610.54 2/8/2019 DFT0003107 CALPERS/ DEFERRED COMPENSATION 17,010.44 2/8/2019 DFT0003108 CALPERS/ RETIREMENT 39,392.09 2/8/2019 DFT0003109 Federal Payroll Tax 39,426.43 2/8/2019 DFT0003110 Medicare 10,564.36 2/8/2019 DFT0003111 Social Security 131.08 2/8/2019 DFT0003112 STATE DISBURSEMENT UNIT 2,442.47 2/8/2019 DFT0003113 State Payroll Tax 16,538.66 2/8/2019 DFT0003118 PayNearMe, Inc. 31.84 2/8/2019 DFT0003150 $10,000 Wire Transfer Land Purchase 10,000.00 2/11/2019 DFT0003122 PayNearMe, Inc. 101.49 2/11/2019 DFT0003128 TRANSFIRST DISCOUNT 12,504.87 2/12/2019 DFT0003121 PayNearMe, Inc. 53.73 2/12/2019 DFT0003123 FORTE, ACH DIRECT INC, ACH FEES 4,539.45 2/13/2019 DFT0003125 PayNearMe, Inc. 61.69 PAYMENT REGISTER FEBRUARY 1, 2019 - FEBRUARY 28, 2019 Page 3 of 6 PAYMENT DATE NUMBER VENDOR NAME AMOUNT 2/13/2019 DFT0003149 $367,352.61 Wire Transfer Land Purchase 367,352.61 2/14/2019 DFT0003126 PayNearMe, Inc. 29.85 2/14/2019 DFT0003129 VERIFONE INC 22.00 2/15/2019 DFT0003124 PayNearMe, Inc. 41.79 2/19/2019 DFT0003127 PayNearMe, Inc. 57.71 2/20/2019 DFT0003144 PayNearMe, Inc. 15.92 2/21/2019 DFT0003140 PayNearMe, Inc. 35.82 2/22/2019 DFT0003131 CA SDI Tax 2,398.29 2/22/2019 DFT0003132 CALPERS/ DEFERRED COMPENSATION 16,590.97 2/22/2019 DFT0003133 CALPERS/ RETIREMENT 38,646.29 2/22/2019 DFT0003134 Federal Payroll Tax 23,277.51 2/22/2019 DFT0003135 Medicare 6,955.08 2/22/2019 DFT0003136 Social Security 1,059.42 2/22/2019 DFT0003137 STATE DISBURSEMENT UNIT 2,442.47 2/22/2019 DFT0003138 State Payroll Tax 8,887.60 2/22/2019 DFT0003142 PayNearMe, Inc. 25.87 2/22/2019 DFT0003147 VERIFONE INC 22.00 2/22/2019 DFT0003148 CALPERS/ MEDICAL 88,066.47 2/25/2019 DFT0003139 CBB 2,100.81 2/25/2019 DFT0003143 PayNearMe, Inc. 7.96 2/26/2019 DFT0003141 PayNearMe, Inc. 97.51 2/26/2019 DFT0003146 VERIFONE INC 22.00 2/27/2019 DFT0003153 PayNearMe, Inc. 35.82 2/28/2019 DFT0003152 PayNearMe, Inc. 29.85 ACH PAYMENTS 2/6/2019 10005363 ADCOMP SYSTEMS 638.58 2/6/2019 10005364 ADS LLC 1,600.00 2/6/2019 10005365 APPLIED MAINTENANCE SUPPLIES & SOLUTIONS LLC 170.96 2/6/2019 10005366 BOOT BARN, INC 777.10 2/6/2019 10005367 CAROL CALES 503.05 2/6/2019 10005368 CLEARFLY COMMUNATIONS 1,331.14 2/6/2019 10005369 DANIEL DAVIS 501.20 2/6/2019 10005370 DAVID HERNANDEZ 391.92 2/6/2019 10005371 DIMENSION DATA NORTH AMERICA 7,526.70 2/6/2019 10005372 ED KING 90.00 2/6/2019 10005373 EVWD EMPLOYEES EVENTS ASSOC 368.92 2/6/2019 10005374 EXCEL LANDSCAPE, ICN 8,550.00 2/6/2019 10005375 FERGUSON ENTERPRISES, INC. 331,727.61 2/6/2019 10005376 GARY STURDIVAN 609.28 2/6/2019 10005377 GERALD SIEVERS 609.28 2/6/2019 10005378 GORDON GRANT 523.40 2/6/2019 10005379 HAAKER EQUIPMENT COMPANY 8,664.44 2/6/2019 10005380 JOSE MILLAN 290.00 2/6/2019 10005381 MCCRAY ENTERPRISES 540.00 2/6/2019 10005382 MICHAEL HENDERSON 594.16 2/6/2019 10005383 MIKE J. ROQUET CONSTRUCTION INC 7,178.00 2/6/2019 10005384 MIKE MALONEY 647.10 2/6/2019 10005385 MINUTEMAN PRESS OF RANCHO CUCAMONGA 2,173.62 2/6/2019 10005386 ORION SYSTEMS INTEGRATORS LLC 3,455.00 2/6/2019 10005387 PATTON'S SALES CORP 175.66 2/6/2019 10005388 POWERSTRIDE BATTERY CO. 291.82 2/6/2019 10005389 REBECCA KASTEN 533.61 PAYMENT REGISTER FEBRUARY 1, 2019 - FEBRUARY 28, 2019 Page 4 of 6 PAYMENT DATE NUMBER VENDOR NAME AMOUNT 2/6/2019 10005390 ROUNSVILLE'S AUTO BODY 1,793.23 2/6/2019 10005391 TESCO CONTROLS, INC. 16,267.50 2/6/2019 10005392 THOMAS P ORTON 436.74 2/6/2019 10005393 UNDERGROUND SERVICE ALERT 547.03 2/6/2019 10005394 VULCAN MATERIALS CO/ CALMAT CO 2,219.72 2/6/2019 10005395 WAXIE SANITARY SUPPLY 252.57 2/14/2019 10005396 AIRGAS, USA LLC 46.87 2/14/2019 10005397 ASBCSD 105.00 2/14/2019 10005398 BACKFLOW PREVENTION DEVICE INSPECTIONS INC 1,196.69 2/14/2019 10005399 BARRY'S SECURITY SERVICES, INC 1,746.67 2/14/2019 10005400 CALGON CARBON CORPORATION 538.76 2/14/2019 10005401 CINTAS CORPORATION (FIRST AID) 174.83 2/14/2019 10005402 CLIFF'S PEST CONTROL 323.00 2/14/2019 10005403 CORELOGIC SOLUTIONS INC. 350.00 2/14/2019 10005404 EZEQUIEL ELECTRIC, INC. 8,112.16 2/14/2019 10005405 FERGUSON ENTERPRISES, INC. 18,306.74 2/14/2019 10005406 FILARSKY & WATT LLP 387.50 2/14/2019 10005407 FRONTIER COMMUNICATIONS 571.21 2/14/2019 10005408 GENESIS INDUSTRIAL SUPPLY, INC 491.06 2/14/2019 10005409 JC LAW FIRM 19,475.00 2/14/2019 10005410 JOSE MILLAN 2,600.00 2/14/2019 10005411 LEGEND PUMP AND WELL 8,118.25 2/14/2019 10005412 MANAGED HEALTH NETWORK 235.20 2/14/2019 10005413 MCMASTER-CARR 76.05 2/14/2019 10005414 MERLIN JOHNSON CONSTRUCTION 16,000.00 2/14/2019 10005415 MILLER SPATIAL SERVICES LLC 5,850.00 2/14/2019 10005416 MINUTEMAN PRESS OF RANCHO CUCAMONGA 13,258.97 2/14/2019 10005417 NATIONAL CONSTRUCTION RENTALS 158.49 2/14/2019 10005418 PATTON'S SALES CORP 272.34 2/14/2019 10005419 PLUS 1 PERFORMANCE 233.30 2/14/2019 10005420 SHRED-IT US JV LLC 125.27 2/14/2019 10005421 SITEONE LANDSCAPE SUPPLY , LLC 233.13 2/14/2019 10005422 STUBBIES PROMOTIONS INC 1,210.76 2/14/2019 10005423 VERIZON WIRELESS 3,715.35 2/14/2019 10005424 VISTA PAINTS 107.94 2/20/2019 10005425 AIRGAS, USA LLC 198.20 2/20/2019 10005426 BARRY'S SECURITY SERVICES, INC 1,746.67 2/20/2019 10005427 FRONTIER COMMUNICATIONS 188.43 2/20/2019 10005428 INFOSEND, INC 3,855.75 2/20/2019 10005429 INLAND DESERT SECURITY & COMMUNICATIONS, INC 731.20 2/20/2019 10005430 JOHN DRURY 105.00 2/20/2019 10005431 MANAGED MOBILE, INC. 2,522.54 2/20/2019 10005432 MCMASTER-CARR 130.39 2/20/2019 10005433 NEOFUNDS BY NEOPOST 500.00 2/20/2019 10005434 S & J PLUMBING, INC. 725.00 2/20/2019 10005435 WAXIE SANITARY SUPPLY 65.90 2/27/2019 10005436 ADVANTAGE FLEET WASH, INC 400.00 2/27/2019 10005437 APPLIED MAINTENANCE SUPPLIES & SOLUTIONS LLC 136.78 2/27/2019 10005438 ASHOK K. DHINGRA, AKD CONSULTING 19,861.36 2/27/2019 10005439 BALFOUR BEATTY INFRASTRUCTURE, INC 4,696,250.00 2/27/2019 10005440 BARRY'S SECURITY SERVICES, INC 1,746.67 2/27/2019 10005441 CINTAS CORPORATION (FIRST AID) 325.07 2/27/2019 10005442 DIMENSION DATA NORTH AMERICA 913.44 PAYMENT REGISTER FEBRUARY 1, 2019 - FEBRUARY 28, 2019 Page 5 of 6 PAYMENT DATE NUMBER VENDOR NAME AMOUNT 2/27/2019 10005443 EVWD EMPLOYEES EVENTS ASSOC 393.92 2/27/2019 10005444 EXCEL LANDSCAPE, ICN 3,718.39 2/27/2019 10005445 FRONTIER COMMUNICATIONS 499.23 2/27/2019 10005446 GARY SCAVONE 104.41 2/27/2019 10005447 GENESIS INDUSTRIAL SUPPLY, INC 1,649.66 2/27/2019 10005448 HIGHLAND AREA CHAMBER 125.00 2/27/2019 10005449 ICMA RETIREMENT CORPORATION 250.00 2/27/2019 10005450 INDUSTRIAL RUBBER & SUPPLY 730.00 2/27/2019 10005451 INSTRUMENT & VALVE SERVICES COMPANY 3,400.00 2/27/2019 10005452 JOSE MILLAN 150.00 2/27/2019 10005453 MANAGED MOBILE, INC. 2,752.75 2/27/2019 10005454 MCCRAY ENTERPRISES 2,956.50 2/27/2019 10005455 MCMASTER-CARR 419.02 2/27/2019 10005456 MILLER SPATIAL SERVICES LLC 2,810.00 2/27/2019 10005457 MINUTEMAN PRESS OF RANCHO CUCAMONGA 5,538.08 2/27/2019 10005458 MONTROSE ENVIRONMENTAL GROUP, INC. 3,559.05 2/27/2019 10005459 MUSICK, PEELER & GARRETT LLP 10,048.50 2/27/2019 10005460 PLUS 1 PERFORMANCE 976.42 2/27/2019 10005461 POWERSTRIDE BATTERY CO. 204.55 2/27/2019 10005462 PRUETTS PRECISION ALIGNMENT 1,240.22 2/27/2019 10005463 RAFTELIS FINANCIAL CONSULTANTS, INC 5,283.75 2/27/2019 10005464 SCHUBERT ENTERPRISES INC 220.00 2/27/2019 10005465 US BANCORP, GOVERNMENT LEASING AND FINANCE, INC 227,529.52 2/27/2019 10005466 VULCAN MATERIALS CO/ CALMAT CO 704.78 TOTAL 6,758,364.51$ PAYMENT REGISTER FEBRUARY 1, 2019 - FEBRUARY 28, 2019 Page 6 of 6 R ecommended b y: Jo hn Mura G eneral Manager/C EO R espec tfully sub mitted: Brian Tomp kins C hief F inancial O ffic er B O AR D AGE N D A S TAF F R E P ORT Agenda Item #2.b . Meeting Date: Marc h 27, 2019 C ons ent Item To: G o verning Board Memb ers F rom: G eneral Manager/C EO Subject: F inanc ial S tatements fo r F ebruary 2019 R E C O MME N D AT IO N: S taff rec o mmends that the Board of Directo rs (Bo ard ) ac cept and file the attac hed financial s tatements as of, and for the p erio d ended, F ebruary 28, 2019. B AC KGR O UN D / AN ALYS IS : Includ ed herewith fo r the Board’s review is a s ummary o f Eas t Valley Water District’s financ ial results , as of F eb ruary 28, 2019. AG E N C Y G O ALS AN D OB J E C T IVE S : G o al and O bjec tives I I - Maintain a C ommitment to S us tainab ility, Transparenc y, and Ac c o untability a) P rac tice Trans parent and Ac countab le F is cal Management R E VIE W B Y O T HE R S : T his agenda item has been reviewed by the F inanc e Dep artment. F IS C AL IMPAC T T here is no fis cal impac t as s o c iated with this agend a item. ATTACH M E N TS: Description Type February 2019 Financial Statement Monthly Review Backup Material February 2019 Financial Statements Backup Material FINANCIAL STATEMENTS MONTHLY REVIEW FEBRUARY 28, 2019 page | 1 FINANCIAL STATEMENTS MONTHLY REVIEW FEBRUARY 28, 2019 page | 2 FINANCIAL STATEMENTS MONTHLY REVIEW FEBRUARY 28, 2019 page | 3 CUSTOMER CLASS ACTUAL PROJECTION $ CHANGE % CHANGE Residential 497,673$ 412,000$ 85,673$ 21% Multi-Family 251,891 224,000 27,891 12% Commercial 101,222 75,000 26,222 35% Irrigation 48,966 55,000 (6,034) -11% Total $ 899,752 $ 766,000 $ 133,752 17% CUSTOMER CLASS TIER ACTUAL PROJECTION $ CHANGE % CHANGE Residential Tier 1 295,374$ 260,000$ 35,374$ 14% Residential Tier 2 68,806 61,000 7,806 13% Residential Tier 3 133,493 91,000 42,493 47% Multi-Family Tier 1 159,921 130,000 29,921 23% Multi-Family Tier 2 32,664 25,000 7,664 31% Multi-Family Tier 3 59,306 69,000 (9,694) -14% Commercial Tier 1 54,870 60,000 (5,130) -9% Commercial Tier 2 6,756 7,000 (244) -3% Commercial Tier 3 39,596 8,000 31,596 395% Irrigation Tier 2 17,803 25,000 (7,197) -29% Irrigation Tier 3 31,163 30,000 1,163 4% Total $ 899,752 $ 766,000 $ 133,752 17% FINANCIAL STATEMENTS MONTHLY REVIEW FEBRUARY 28, 2019 page | 4 FINANCIAL STATEMENTS MONTHLY REVIEW FEBRUARY 28, 2019 page | 5 FINANCIAL STATEMENTS MONTHLY REVIEW FEBRUARY 28, 2019 page | 6 WATER WASTEWATER DISTRICT TOTAL Assets: Current Assets: 01 Cash and Cash Equivalents 14,021,405.53$ 942,283.64$ 14,963,689.17$ 02 Investments 3,525,864.71 1,853,289.75 5,379,154.46 03 Accounts Receivable, Net 3,882,285.23 276,400.83 4,158,686.06 04 ‐Interest Receivable 5,951.06 3,377.19 9,328.25 14*05 Other Receivables 328,488.47 - 328,488.47 06 Due from other Governments 16,144.57 - 16,144.57 08 Inventory 319,958.27 6,721.16 326,679.43 09 Prepaid Expenses 181,472.50 6,487.03 187,959.53 22,281,570.34 3,088,559.60 25,370,129.94 Non-Current Assets: 10 Restricted Cash and Cash Equivalents 5,226,419.15 1,784,011.07 7,010,430.22 11 Capital Assets not being Depreciated 16,502,094.18 21,252,954.51 37,755,048.69 13 Capital Assets, Net 110,005,606.80 19,098,857.60 129,104,464.40 131,734,120.13 42,135,823.18 173,869,943.31 Total Assets:154,015,690.47 45,224,382.78 199,240,073.25 Deferred Outflow Of Resources 24*Deferred Charge on Refunding 120,546.13 - 120,546.13 25 Deferred Outflows - Pensions 3,316,376.79 1,073,353.21 4,389,730.00 157,452,613.39 46,297,735.99 203,750,349.38 Current Liabilities: 22 Accounts Payable and Accrued Expenses 1,588,422.60 30,359.58 1,618,782.18 23 Accrued Payroll and Benefits (77,745.51) - (77,745.51) 15 Customer Service Deposits 1,556,967.20 - 1,556,967.20 16 Construction Advances and Retentions 106,000.00 383,263.00 489,263.00 17 Accrued Interest Payable 395,073.92 53,743.75 448,817.67 18 Current Portion of Compensated Absences 273,181.99 79,391.90 352,573.89 19 Current Portion of Long-Term Debt 1,808,921.45 122,958.00 1,931,879.45 5,650,821.65 669,716.23 6,320,537.88 Non-Current Liabilities: 20 Compensated Absences, less current portion (35,381.37) 365,885.72 330,504.35 28 Net Pension Liability 8,923,234.92 2,678,563.08 11,601,798.00 21 Long Term Debt, Less Current Portion 44,051,532.11 13,632,066.78 57,683,598.89 27 Other Liabilities 971.30 347,146.16 348,117.46 Deferred Inflows Of Resources 26 Deferred Inflows - Pensions 436,011.87 127,507.13 563,519.00 53,376,368.83 17,151,168.87 70,527,537.70 59,027,190.48 17,820,885.10 76,848,075.58 31 Equity 90,357,062.90 27,740,053.35 118,097,116.25 90,357,062.90 27,740,053.35 118,097,116.25 Tot Total Revenue 18,941,169.40 9,080,561.46 28,021,730.86 Tot Total Expense 10,872,809.39 8,343,763.92 19,216,573.31 8,068,360.01 736,797.54 8,805,157.55 98,425,422.91 28,476,850.89 126,902,273.80 157,452,613.39$ 46,297,735.99$ 203,750,349.38$ Unaudited As of February 28, 2019 Combining Schedule of Net Position Total Equity and Current Surplus (Deficit): Total Assets and Deferred Outflows of Resources: Total Current Assets: Total Non-Current Assets: Total Liabilities, Equity and Current Surplus (Deficit): Total Total Beginning Equity: Equity: Revenues Over/Under Expenses Total Current Liabilities: Total Non-Current and Deferred Inflows of Resources: Total Liabilities and Deferred Inflows of Resources: Page 1 of 8 ADOPTED ADOPTED ADOPTED REMAINING MTD YTD BUDGET MTD YTD BUDGET TOTAL BUDGET BUDGET Revenue 41 Water Sales 899,784.67$ 11,834,052.46$ 15,100,000.00$ -$ -$ -$ 15,100,000.00$ 3,265,947.54$ 42 Meter Charges 750,746.36 6,000,974.85 8,960,000.00 - - - 8,960,000.00 2,959,025.15 43 Penalties 46,761.93 408,396.66 452,000.00 3,676.42 29,262.93 164,000.00 616,000.00 178,340.41 44 Wastewater System Charges - - - 383,383.69 3,132,724.84 4,630,000.00 4,630,000.00 1,497,275.16 45 Wastewater Treatment Charges - - - 695,584.02 5,856,185.37 8,233,000.00 8,233,000.00 2,376,814.63 46 Other Operating Revenue 11,816.14 328,936.64 21,000.00 925.00 4,300.00 - 21,000.00 (312,236.64) 47 Non Operating Revenue 11,919.88 368,808.79 200,000.00 - 58,088.32 88,000.00 288,000.00 (138,897.11) 48 Gain or Loss on Disposition - - - - - - - - 56 Benefits - - - - - - - - 68 Depreciation - - - - - - - - Revenue Total: 1,721,028.98 18,941,169.40 24,733,000.00 1,083,569.13 9,080,561.46 13,115,000.00 37,848,000.00 9,826,269.14 - - - - - Expense by Category 51 Labor 393,438.48 2,950,661.66 4,865,400.00 112,228.85 788,436.29 1,457,600.00 6,323,000.00 2,583,902.05 56 Benefits 127,360.76 1,630,493.03 2,183,300.00 32,818.30 430,931.15 647,700.00 2,831,000.00 769,575.82 63 Contract Services 195,096.08 2,055,744.29 3,856,000.00 758,087.71 6,618,765.33 9,357,000.00 13,213,000.00 4,538,490.38 65 Professional Development 4,141.68 115,880.80 281,200.00 1,300.75 46,192.18 114,800.00 396,000.00 233,927.02 53 Overtime 21,392.65 217,303.35 289,200.00 2,404.28 16,606.02 59,800.00 349,000.00 115,090.63 62 Materials and Supplies 51,804.42 1,317,651.57 1,177,800.00 7,258.55 162,486.44 175,200.00 1,353,000.00 (127,138.01) 64 Utilities 137,760.64 1,345,211.80 2,376,523.89 7,227.57 63,453.00 200,900.00 2,577,423.89 1,168,759.09 52 Temporary Labor 3,435.65 21,072.00 - 1,472.41 9,030.83 - - (30,102.83) 67 Other 10,871.88 227,551.33 358,000.00 3,661.92 96,743.98 153,000.00 511,000.00 186,704.69 54 Standby 2,192.00 21,344.81 33,000.00 188.00 3,631.20 2,000.00 35,000.00 10,023.99 61 Water Supply 70,303.50 169,919.50 1,067,000.00 - - - 1,067,000.00 897,080.50 71 -Debt Service 27,804.34 2,199,975.25 4,046,000.00 - 207,487.50 312,000.00 4,358,000.00 1,950,537.25 81 -Capital Improvement 740,138.44 1,876,465.17 3,175,000.00 160,015.54 10,790,506.38 430,000.00 3,605,000.00 (9,061,971.55) 82 -Capital Outlay 116,650.60 219,172.84 950,576.11 13,525.23 53,510.91 175,000.00 1,125,576.11 852,892.36 83 -Accounting Income Add back - (3,495,638.01) - (173,540.77) (10,944,017.29) - - 14,439,655.30 Expense Total: 1,902,391.12 10,872,809.39 24,659,000.00 926,648.34 8,343,763.92 13,085,000.00 37,744,000.00 18,527,426.69 Total Surplus (Deficit): (181,362.14)$ 8,068,360.01$ -$ 156,920.79$ 736,797.54$ -$ -$ -$ Unaudited Revenue and Expense Budget-to-Actual by Category Month Ended February 28, 2019 WATER WASTEWATER DISTRICT WIDE Page 2 of 8 ADOPTED ADOPTED ADOPTED REMAINING MTD YTD BUDGET MTD YTD BUDGET TOTAL BUDGET BUDGET Revenue 41 Water Sales 899,784.67$ 11,834,052.46$ 15,100,000.00$ -$ -$ -$ 15,100,000.00$ 3,265,947.54$ 42 Meter Charges 750,746.36 6,000,974.85 8,960,000.00 - - - 8,960,000.00 2,959,025.15 43 Penalties 46,761.93 408,396.66 452,000.00 3,676.42 29,262.93 164,000.00 616,000.00 178,340.41 44 Wastewater System Charges - - - 383,383.69 3,132,724.84 4,630,000.00 4,630,000.00 1,497,275.16 45 Wastewater Treatment Charges - - - 695,584.02 5,856,185.37 8,233,000.00 8,233,000.00 2,376,814.63 46 Other Operating Revenue 11,816.14 328,936.64 21,000.00 925.00 4,300.00 - 21,000.00 (312,236.64) 47 Non Operating Revenue 11,919.88 368,808.79 200,000.00 - 58,088.32 88,000.00 288,000.00 (138,897.11) Revenue Total: 1,721,028.98 18,941,169.40 24,733,000.00 1,083,569.13 9,080,561.46 13,115,000.00 37,848,000.00 9,826,269.14 Progra 1000 - Board of Directors 9,684.90 74,819.12 235,900.00 4,002.23 31,463.91 101,100.00 337,000.00 230,716.97 Progra 2000 - General Administration 41,342.26 496,174.18 880,600.00 16,067.64 200,562.15 377,400.00 1,258,000.00 561,263.67 Progra 2100 - Human Resources 28,195.83 418,184.58 693,000.00 12,062.51 177,573.48 297,000.00 990,000.00 394,241.94 Progra 2200 - Public Affairs 36,348.87 334,425.44 571,000.00 31,225.76 393,905.75 571,000.00 1,142,000.00 413,668.81 Progra 2300 - Conservation 18,241.50 810,950.28 593,000.00 - - - 593,000.00 (217,950.28) Progra 3000 - Finance 47,607.61 543,829.22 792,000.00 20,145.88 225,753.55 339,000.00 1,131,000.00 361,417.23 Progra 3200 - Information Technology 44,210.61 386,139.15 706,300.00 18,947.34 166,468.13 302,700.00 1,009,000.00 456,392.72 Progra 3300 - Customer Service 86,194.89 725,362.55 1,357,900.00 25,844.84 242,167.39 428,100.00 1,786,000.00 818,470.06 Progra 3400 - Meter Service 19,726.98 167,793.73 283,000.00 2,371.55 2,671.55 - 283,000.00 112,534.72 Progra 4000 - Engineering 98,375.88 556,573.92 1,064,700.00 39,941.70 269,015.32 456,300.00 1,521,000.00 695,410.76 Progra 5000 - Water Production 261,437.37 2,278,025.78 4,358,423.89 - - - 4,358,423.89 2,080,398.11 Progra 5100 - Water Treatment 54,645.32 493,905.33 848,000.00 - - - 848,000.00 354,094.67 Progra 5200 - Water Quality 14,917.48 248,222.18 434,000.00 - - - 434,000.00 185,777.82 Progra 6000 - Field Maintenance Administration 20,743.04 235,671.49 310,500.00 1,448.61 17,618.12 34,500.00 345,000.00 91,710.39 Progra 6100 - Water Maintenance 139,189.21 1,454,483.92 2,204,000.00 - - - 2,204,000.00 749,516.08 Progra 6200 - Wastewater Maintenance - - - 720,508.60 6,332,281.61 8,996,000.00 8,996,000.00 2,663,718.39 Progra 7000 - Facilities Maintenance 63,380.69 476,058.03 742,000.00 19,092.32 119,270.50 219,000.00 961,000.00 365,671.47 Progra 7100 - Fleet Maintenance 33,555.30 372,215.24 413,100.00 14,989.36 57,524.96 45,900.00 459,000.00 29,259.80 Progra 8000 - Capital 884,593.38 799,975.25 8,171,576.11 - 107,487.50 917,000.00 9,088,576.11 (6,258,541.94) Total Surplus (Deficit):(181,362.14)$ 8,068,360.01$ -$ 156,920.79$ 736,797.54$ -$ -$ -$ Revenue and Expense Budget-to-Actual by Program Month Ended February 28, 2019 Unaudited WATER WASTEWATER DISTRICT WIDE Page 3 of 8 ADOPTED ADOPTED ADOPTED REMAINING MTD YTD BUDGET MTD YTD BUDGET TOTAL BUDGET BUDGET Revenue 41 Water Sales 899,784.67$ 11,834,052.46$ 15,100,000.00$ -$ -$ -$ 15,100,000.00$ 3,265,947.54$ 42 Meter Charges 750,746.36 6,000,974.85 8,960,000.00 - - - 8,960,000.00 2,959,025.15 43 Penalties 46,761.93 408,396.66 452,000.00 3,676.42 29,262.93 164,000.00 616,000.00 178,340.41 44 Wastewater System Charges - - - 383,383.69 3,132,724.84 4,630,000.00 4,630,000.00 1,497,275.16 45 Wastewater Treatment Charges - - - 695,584.02 5,856,185.37 8,233,000.00 8,233,000.00 2,376,814.63 46 Other Operating Revenue 11,816.14 328,936.64 21,000.00 925.00 4,300.00 - 21,000.00 (312,236.64) 47 Non Operating Revenue 11,919.88 368,808.79 200,000.00 - 58,088.32 88,000.00 288,000.00 (138,897.11) 48 Gain or Loss on Disposition - - - - - - - - 56 Benefits - - - - - - - - 68 Depreciation - - - - - - - Revenue Total: 1,721,028.98 18,941,169.40 24,733,000.00 1,083,569.13 9,080,561.46 13,115,000.00 37,848,000.00 9,826,269.14 Program: 1000 - Board of Directors - - - 51 Labor 5,277.37$ 34,064.87$ 73,500.00$ 2,261.73$ 14,599.23$ 31,500.00$ 105,000.00$ 56,335.90$ 56 Benefits 3,782.93 32,729.29 45,500.00 1,621.25 14,026.85 19,500.00 65,000.00 18,243.86 62 Materials and Supplies - 82.49 700.00 - 35.36 300.00 1,000.00 882.15 63 Contract Services - - 77,700.00 - - 33,300.00 111,000.00 111,000.00 65 Professional Development 624.60 7,942.47 38,500.00 119.25 2,802.47 16,500.00 55,000.00 44,255.06 Program: 1000 - Board of Directors Total: 9,684.90 74,819.12 235,900.00 4,002.23 31,463.91 101,100.00 337,000.00 230,716.97 Program: 2000 - General Administration - - - 51 Labor 23,513.43 194,007.63 354,900.00 10,077.15 83,073.16 152,100.00 507,000.00 229,919.21 53 Overtime 230.08 1,331.41 2,100.00 98.61 570.61 900.00 3,000.00 1,097.98 56 Benefits 10,655.90 132,650.25 189,000.00 2,916.38 44,839.11 81,000.00 270,000.00 92,510.64 62 Materials and Supplies 14.00 1,104.12 5,600.00 6.00 473.20 2,400.00 8,000.00 6,422.68 63 Contract Services 6,146.00 105,275.79 252,000.00 2,634.00 45,118.19 108,000.00 360,000.00 209,606.02 64 Utilities 275.92 1,416.61 2,100.00 118.25 607.12 900.00 3,000.00 976.27 65 Professional Development 506.93 60,388.37 74,900.00 217.25 25,880.76 32,100.00 107,000.00 20,730.87 Program: 2000 - General Administration Total: 41,342.26 496,174.18 880,600.00 16,067.64 200,562.15 377,400.00 1,258,000.00 561,263.67 Program: 2100 - Human Resources - - - - 51 Labor 11,126.10 92,238.65 156,800.00 4,768.30 39,530.83 67,200.00 224,000.00 92,230.52 52 Temporary Labor - - - - - - - - 53 Overtime - 1,358.17 2,100.00 - 582.06 900.00 3,000.00 1,059.77 56 Benefits 3,794.29 53,354.34 72,800.00 1,632.58 23,758.40 31,200.00 104,000.00 26,887.26 62 Materials and Supplies - 2,592.33 11,900.00 - 1,111.00 5,100.00 17,000.00 13,296.67 63 Contract Services 4,506.35 25,031.72 63,700.00 1,931.29 10,727.86 27,300.00 91,000.00 55,240.42 64 Utilities 41.16 263.64 700.00 17.64 112.96 300.00 1,000.00 623.40 65 Professional Development 183.46 19,009.09 28,000.00 50.78 5,052.90 12,000.00 40,000.00 15,938.01 67 Other 8,544.47 224,336.64 357,000.00 3,661.92 96,697.47 153,000.00 510,000.00 188,965.89 Program: 2100 - Human Resources Total: 28,195.83 418,184.58 693,000.00 12,062.51 177,573.48 297,000.00 990,000.00 394,241.94 Month Ended February 28, 2019 Unaudited Program Expense Detail Budget-to-Actual WATER WASTEWATER DISTRICT WIDE Page 4 of 8 ADOPTED ADOPTED ADOPTED REMAINING MTD YTD BUDGET MTD YTD BUDGET TOTAL BUDGET BUDGET Month Ended February 28, 2019 Unaudited Program Expense Detail Budget-to-Actual WATER WASTEWATER DISTRICT WIDE Program: 2200 - Public Affairs - - - - 51 Labor 18,100.14 148,746.40 196,500.00 11,555.12 95,373.99 196,500.00 393,000.00 148,879.61 52 Temporary Labor - - - - - - - - 53 Overtime 973.31 4,527.74 3,500.00 973.30 4,182.37 3,500.00 7,000.00 (1,710.11) 56 Benefits 6,187.39 59,876.92 66,000.00 3,975.38 49,573.92 66,000.00 132,000.00 22,549.16 62 Materials and Supplies 1,210.31 13,286.07 94,500.00 4,011.59 111,136.87 94,500.00 189,000.00 64,577.06 63 Contract Services 9,315.01 97,111.30 176,000.00 10,147.65 115,281.80 176,000.00 352,000.00 139,606.90 64 Utilities 86.15 3,650.08 14,000.00 86.15 10,970.71 14,000.00 28,000.00 13,379.21 65 Professional Development 476.56 7,226.93 20,500.00 476.57 7,386.09 20,500.00 41,000.00 26,386.98 Program: 2200 - Public Affairs Total: 36,348.87 334,425.44 571,000.00 31,225.76 393,905.75 571,000.00 1,142,000.00 413,668.81 Program: 2300 - Conservation - - - - 51 Labor 9,283.02 76,215.09 98,000.00 - - - 98,000.00 21,784.91 52 Temporary Labor - - - - - - - - 53 Overtime 302.94 2,356.20 3,000.00 - - - 3,000.00 643.80 56 Benefits 2,529.84 21,866.17 27,000.00 - - - 27,000.00 5,133.83 62 Materials and Supplies 2,255.21 670,886.89 228,000.00 - - - 228,000.00 (442,886.89) 63 Contract Services 3,661.99 36,741.85 210,000.00 - - - 210,000.00 173,258.15 64 Utilities 183.50 546.08 22,000.00 - - - 22,000.00 21,453.92 65 Professional Development 25.00 2,338.00 5,000.00 - - - 5,000.00 2,662.00 Program: 2300 - Conservation Total: 18,241.50 810,950.28 593,000.00 - - - 593,000.00 (217,950.28) Program: 3000 - Finance - - - - 51 Labor 30,290.00 268,519.44 455,000.00 12,981.38 114,922.33 195,000.00 650,000.00 266,558.23 52 Temporary Labor 3,435.65 9,599.62 - 1,472.41 4,114.09 - - (13,713.71) 53 Overtime 282.95 7,005.06 3,500.00 121.26 3,002.10 1,500.00 5,000.00 (5,007.16) 56 Benefits 11,149.96 165,922.85 181,300.00 4,778.38 63,128.47 77,700.00 259,000.00 29,948.68 62 Materials and Supplies - 1,479.35 7,700.00 - 776.01 3,300.00 11,000.00 8,744.64 63 Contract Services 1,281.00 85,610.53 120,400.00 549.00 37,634.28 51,600.00 172,000.00 48,755.19 64 Utilities 94.58 878.43 2,800.00 40.54 376.47 1,200.00 4,000.00 2,745.10 65 Professional Development 1,073.47 4,799.53 20,300.00 202.91 1,799.80 8,700.00 29,000.00 22,400.67 67 Other - 14.41 1,000.00 - - - 1,000.00 985.59 Program: 3000 - Finance Total: 47,607.61 543,829.22 792,000.00 20,145.88 225,753.55 339,000.00 1,131,000.00 361,417.23 Program: 3200 - Information Technology - - - - 51 Labor 16,539.05 134,052.68 233,800.00 7,088.17 57,451.19 100,200.00 334,000.00 142,496.13 52 Temporary Labor - - - - - - - - 53 Overtime - - - - - - - - 56 Benefits 3,686.37 44,622.29 76,300.00 1,579.79 20,103.67 32,700.00 109,000.00 44,274.04 62 Materials and Supplies 1,921.50 17,863.57 24,500.00 823.50 7,655.82 10,500.00 35,000.00 9,480.61 63 Contract Services 21,511.24 187,119.57 350,700.00 9,219.11 80,194.13 150,300.00 501,000.00 233,686.30 64 Utilities 322.15 2,326.97 3,500.00 138.07 997.29 1,500.00 5,000.00 1,675.74 65 Professional Development 230.30 154.07 17,500.00 98.70 66.03 7,500.00 25,000.00 24,779.90 Program: 3200 - Information Technology Total: 44,210.61 386,139.15 706,300.00 18,947.34 166,468.13 302,700.00 1,009,000.00 456,392.72 Page 5 of 8 ADOPTED ADOPTED ADOPTED REMAINING MTD YTD BUDGET MTD YTD BUDGET TOTAL BUDGET BUDGET Month Ended February 28, 2019 Unaudited Program Expense Detail Budget-to-Actual WATER WASTEWATER DISTRICT WIDE Program: 3300 - Customer Service - - - - 51 Labor 20,706.65 172,053.16 333,200.00 8,874.26 73,736.99 142,800.00 476,000.00 230,209.85 52 Temporary Labor - 11,472.38 - - 4,916.74 - - (16,389.12) 53 Overtime 70.69 2,122.17 3,500.00 30.29 909.47 1,500.00 5,000.00 1,968.36 56 Benefits 9,001.67 124,096.59 179,900.00 3,857.82 54,347.36 77,100.00 257,000.00 78,556.05 62 Materials and Supplies - 1,117.99 5,600.00 - 479.15 2,400.00 8,000.00 6,402.86 63 Contract Services 47,574.10 370,123.62 713,200.00 10,310.43 90,225.61 151,800.00 865,000.00 404,650.77 64 Utilities 6,468.09 40,716.17 110,700.00 2,772.04 17,449.78 48,300.00 159,000.00 100,834.05 65 Professional Development 46.28 460.19 11,800.00 - 55.78 4,200.00 16,000.00 15,484.03 67 Other 2,327.41 3,200.28 - - 46.51 - - (3,246.79) Program: 3300 - Customer Service Total: 86,194.89 725,362.55 1,357,900.00 25,844.84 242,167.39 428,100.00 1,786,000.00 818,470.06 Program: 3400 - Meter Service - - - - 51 Labor 14,164.35 108,459.54 178,000.00 1,412.43 1,412.43 - 178,000.00 68,128.03 53 Overtime 612.12 2,608.52 10,000.00 503.17 503.17 - 10,000.00 6,888.31 56 Benefits 4,560.80 51,965.72 80,000.00 455.95 455.95 - 80,000.00 27,578.33 62 Materials and Supplies 245.67 628.01 5,000.00 - - - 5,000.00 4,371.99 63 Contract Services 73.74 3,617.68 8,000.00 - 300.00 - 8,000.00 4,082.32 64 Utilities 70.30 514.26 2,000.00 - - - 2,000.00 1,485.74 65 Professional Development - - - - - - - - Program: 3400 - Meter Service Total: 19,726.98 167,793.73 283,000.00 2,371.55 2,671.55 - 283,000.00 112,534.72 Program: 4000 - Engineering - - - - 51 Labor 75,985.78 326,335.08 494,900.00 32,565.32 139,857.85 212,100.00 707,000.00 240,807.07 52 Temporary Labor - - - - - - - - 53 Overtime 56.59 1,142.80 1,400.00 24.25 489.75 600.00 2,000.00 367.45 56 Benefits 12,319.80 134,284.97 184,100.00 4,686.00 58,976.40 78,900.00 263,000.00 69,738.63 62 Materials and Supplies 608.46 1,608.32 17,500.00 - 428.51 7,500.00 25,000.00 22,963.17 63 Contract Services 5,464.62 51,194.14 203,700.00 2,341.98 65,263.78 87,300.00 291,000.00 174,542.08 64 Utilities 3,616.81 35,577.49 137,200.00 208.36 1,190.42 58,800.00 196,000.00 159,232.09 65 Professional Development 323.82 6,431.12 25,900.00 115.79 2,808.61 11,100.00 37,000.00 27,760.27 Program: 4000 - Engineering Surplus Total: 98,375.88 556,573.92 1,064,700.00 39,941.70 269,015.32 456,300.00 1,521,000.00 695,410.76 Program: 5000 - Water Production - - - - 51 Labor 49,913.30 413,009.20 649,000.00 - - - 649,000.00 235,990.80 53 Overtime 1,962.68 15,594.30 61,000.00 - - - 61,000.00 45,405.70 54 Standby 1,140.00 9,838.00 15,000.00 - - - 15,000.00 5,162.00 56 Benefits 15,380.45 229,338.89 292,000.00 - - - 292,000.00 62,661.11 61 Water Supply 70,303.50 169,919.50 1,067,000.00 - - - 1,067,000.00 897,080.50 62 Materials and Supplies 3,175.27 112,355.89 284,000.00 - - - 284,000.00 171,644.11 63 Contract Services 19,233.56 299,231.43 381,000.00 - - - 381,000.00 81,768.57 64 Utilities 99,957.85 1,026,157.56 1,594,423.89 - - - 1,594,423.89 568,266.33 65 Professional Development 370.76 2,581.01 15,000.00 - - - 15,000.00 12,418.99 Program: 5000 - Water Production Total: 261,437.37 2,278,025.78 4,358,423.89 - - - 4,358,423.89 2,080,398.11 Page 6 of 8 ADOPTED ADOPTED ADOPTED REMAINING MTD YTD BUDGET MTD YTD BUDGET TOTAL BUDGET BUDGET Month Ended February 28, 2019 Unaudited Program Expense Detail Budget-to-Actual WATER WASTEWATER DISTRICT WIDE Program: 5100 - Water Treatment - - - - 51 Labor 17,677.98 144,433.07 214,000.00 - - - 214,000.00 69,566.93 53 Overtime 3,793.91 24,927.87 25,000.00 - - - 25,000.00 72.13 56 Benefits 5,442.99 72,805.61 95,000.00 - - - 95,000.00 22,194.39 62 Materials and Supplies 332.41 93,476.46 165,000.00 - - - 165,000.00 71,523.54 63 Contract Services 20,415.34 62,959.54 149,000.00 - - - 149,000.00 86,040.46 64 Utilities 6,982.69 95,302.78 200,000.00 - - - 200,000.00 104,697.22 Program: 5100 - Water Treatment Total: 54,645.32 493,905.33 848,000.00 - - - 848,000.00 354,094.67 Program: 5200 - Water Quality - - - - 51 Labor 10,540.58 106,281.19 168,000.00 - - - 168,000.00 61,718.81 53 Overtime - 4,316.06 15,000.00 - - - 15,000.00 10,683.94 56 Benefits 1,548.83 75,012.02 66,000.00 - - - 66,000.00 (9,012.02) 62 Materials and Supplies 2,226.83 12,868.00 18,000.00 - - - 18,000.00 5,132.00 63 Contract Services 587.84 47,968.34 159,000.00 - - - 159,000.00 111,031.66 64 Utilities 13.40 1,568.44 2,000.00 - - - 2,000.00 431.56 65 Professional Development - 208.13 6,000.00 - - - 6,000.00 5,791.87 Program: 5200 - Water Quality Total: 14,917.48 248,222.18 434,000.00 - - - 434,000.00 185,777.82 Program: 6000 - Field Maintenance Administration - - - - 51 Labor 12,568.15 104,045.17 159,300.00 834.71 6,960.79 17,700.00 177,000.00 65,994.04 52 Temporary Labor - - - - - - - - 53 Overtime 47.40 967.12 18,000.00 - - 2,000.00 20,000.00 19,032.88 54 Standby 1,052.00 11,506.81 18,000.00 188.00 3,631.20 2,000.00 20,000.00 4,861.99 56 Benefits 4,627.99 103,263.07 81,000.00 265.62 5,552.13 9,000.00 90,000.00 (18,815.20) 62 Materials and Supplies 900.06 1,350.58 2,700.00 - 44.04 300.00 3,000.00 1,605.38 63 Contract Services 204.08 1,605.99 900.00 22.69 135.69 100.00 1,000.00 (741.68) 64 Utilities 1,062.86 8,590.86 18,900.00 118.09 954.53 2,100.00 21,000.00 11,454.61 65 Professional Development 280.50 4,341.89 11,700.00 19.50 339.74 1,300.00 13,000.00 8,318.37 Program: 6000 - Field Maintenance Administration Total: 20,743.04 235,671.49 310,500.00 1,448.61 17,618.12 34,500.00 345,000.00 91,710.39 Program: 6100 - Water Maintenance - - - - 51 Labor 64,284.64 519,720.44 925,000.00 - - - 925,000.00 405,279.56 53 Overtime 12,542.10 142,610.39 130,000.00 - - - 130,000.00 (12,610.39) 56 Benefits 27,348.77 259,833.74 454,000.00 - - - 454,000.00 194,166.26 62 Materials and Supplies 29,680.01 304,702.15 241,000.00 - - - 241,000.00 (63,702.15) 63 Contract Services 2,498.69 218,707.20 454,000.00 - - - 454,000.00 235,292.80 64 Utilities 2,835.00 8,910.00 - - - - - (8,910.00) Program: 6100 - Water Maintenance Total: 139,189.21 1,454,483.92 2,204,000.00 - - - 2,204,000.00 749,516.08 Program: 6200 - Wastewater Maintenance - - - - 51 Labor - - - 15,755.18 131,185.11 290,000.00 290,000.00 158,814.89 53 Overtime - - - 431.46 3,745.28 45,000.00 45,000.00 41,254.72 56 Benefits - - - 5,388.95 76,381.94 146,000.00 146,000.00 69,618.06 62 Materials and Supplies - - - 492.04 23,082.39 36,000.00 36,000.00 12,917.61 Wastewater Treatment - - - 695,584.02 5,856,185.37 7,610,000.00 7,610,000.00 1,753,814.63 63 Contract Services - - - 2,856.95 241,701.52 869,000.00 869,000.00 627,298.48 Program: 6200 - Wastewater Maintenance Total:- - - 720,508.60 6,332,281.61 8,996,000.00 8,996,000.00 2,663,718.39 Page 7 of 8 ADOPTED ADOPTED ADOPTED REMAINING MTD YTD BUDGET MTD YTD BUDGET TOTAL BUDGET BUDGET Month Ended February 28, 2019 Unaudited Program Expense Detail Budget-to-Actual WATER WASTEWATER DISTRICT WIDE Program: 7000 - Facilities Maintenance - - - - 51 Labor 8,059.82 59,461.86 102,600.00 3,454.20 24,885.93 44,400.00 147,000.00 62,652.21 53 Overtime 517.88 7,362.70 10,500.00 221.94 3,155.39 4,500.00 15,000.00 4,481.91 56 Benefits 3,359.79 36,453.87 55,300.00 1,439.90 15,823.57 23,700.00 79,000.00 26,722.56 62 Materials and Supplies 3,451.15 36,226.23 36,400.00 1,146.57 10,030.23 9,600.00 46,000.00 (256.46) 63 Contract Services 40,797.07 275,606.47 383,700.00 10,051.85 41,008.93 75,300.00 459,000.00 142,384.60 64 Utilities 7,194.98 60,946.90 152,800.00 2,777.86 24,366.45 61,200.00 214,000.00 128,686.65 65 Professional Development - - 700.00 - - 300.00 1,000.00 1,000.00 Program: 7000 - Facilities Maintenance Total: 63,380.69 476,058.03 742,000.00 19,092.32 119,270.50 219,000.00 961,000.00 365,671.47 - - Program: 7100 - Fleet Maintenance - - - - 51 Labor 5,408.12 49,018.19 72,900.00 600.90 5,446.46 8,100.00 81,000.00 26,535.35 53 Overtime - 431.01 2,700.00 - 47.88 300.00 3,000.00 2,521.11 56 Benefits 1,982.99 31,058.27 36,000.00 220.30 3,381.32 4,000.00 40,000.00 5,560.41 62 Materials and Supplies 5,783.54 46,023.12 29,700.00 778.85 7,233.86 3,300.00 33,000.00 (20,256.98) 63 Contract Services 11,825.45 187,839.12 153,000.00 12,438.74 34,988.17 17,000.00 170,000.00 (52,827.29) 64 Utilities 8,555.20 57,845.53 113,400.00 950.57 6,427.27 12,600.00 126,000.00 61,727.20 65 Professional Development - - 5,400.00 - - 600.00 6,000.00 6,000.00 Program: 7100 - Fleet Maintenance Total: 33,555.30 372,215.24 413,100.00 14,989.36 57,524.96 45,900.00 459,000.00 29,259.80 - - Program: 8000 - Capital - - - 71 -Debt Service 27,804.34 2,199,975.25 4,046,000.00 - 207,487.50 312,000.00 4,358,000.00 1,950,537.25 81 -Capital Improvement 740,138.44 1,876,465.17 3,175,000.00 160,015.54 10,790,506.38 430,000.00 3,605,000.00 (9,061,971.55) 82 -Capital Outlay 116,650.60 219,172.84 950,576.11 13,525.23 53,510.91 175,000.00 1,125,576.11 852,892.36 83 -Accounting Income Add back (856,789.04) (3,495,638.01) - (173,540.77) (10,944,017.29) - - 14,439,655.30 Program: 8000 - Capital Total: 27,804.34 799,975.25 8,171,576.11 - 107,487.50 917,000.00 9,088,576.11 8,181,113.36 Total Surplus (Deficit): 675,426.90$ 8,068,360.01$ -$ 156,920.79$ 736,797.54$ -$ -$ -$ Page 8 of 8 1 Minutes 03/13/2019 smg Draft pending approval EAST VALLEY WATER DISTRICT March 13, 2019 REGULAR BOARD MEETING MINUTES The Chairman of the Board called the meeting to order at 4:30 p.m. PRESENT: Directors: Carrillo, Coats, Goodrich, Morales, Smith ABSENT: None STAFF: John Mura, General Manager/CEO; Brian Tompkins, Chief Financial Officer; Jeff Noelte, Director of Engineering and Operations; Kelly Malloy; Director of Strategic Services; Justine Hendricksen, District Clerk; Shayla Gerber, Senior Administrative Assistant LEGAL COUNSEL: Jean and Marty Cihigoyenetche GUEST(s): Members of the public PUBLIC COMMENTS Chairman Carrillo declared the public participation section of the meeting open at 4:30 p.m. There being no written or verbal comments, the public participation section was closed. APPROVAL OF AGENDA M/S/C (Coats-Goodrich) that the March 13, 2019 agenda be approved as submitted. CLOSED SESSION The Board entered into Closed Session at 4:31 p.m. as provided in the Ralph M. Brown Act Government Code Section 54957 and 54957.6 to discuss the item(s) listed on the agenda. THE BOARD RECONVENED THE MEETING AT 5:30 P.M. Director Coats led the flag salute. 2 Minutes 03/13/2019 smg ROLL CALL PRESENT: Directors: Carrillo, Coats, Goodrich, Morales, Smith ABSENT: None ANNOUNCEMENT OF CLOSED SESSION ACTIONS With respect to Item #2: No reportable action taken. CERTIFICATE OF RECOGNITION FOR MARTY CIHIGOYENETCHE The General Manager/CEO presented Mr. Marty Cihigoyenetche with a Certificate of Recognition for being named partner of the JC Law Firm on January 1, 2019; and that his firm’s dedication and commitment to provide the District with quality legal representation has enhanced the quality of life for the community. PUBLIC COMMENTS Chairman Carrillo declared the public participation section of the meeting open at 5 :34 p.m. There being no written or verbal comments, the public participation section was closed. APPROVE THE JANUARY 28, 2019 SPECIAL BOARD MEETING MINUTES M/S/C (Coats-Smith) that the Board approve the January 28, 2019 special board meeting minutes as submitted. APPROVE THE FEBRUARY 13, 2019 REGULAR BOARD MEETING MINUTES M/S/C (Coats-Smith) that the Board approve the February 13, 2019 regular board meeting minutes as submitted. APPROVE THE FEBRUARY 27, 2019 REGULAR BOARD MEETING MINUTES M/S/C (Coats-Smith) that the Board approve the February 27, 2019 regular board meeting minutes as submitted. DIRECTORS’ FEES AND EXPENSES FOR FEBRUARY 2019 M/S/C (Coats-Smith) that the Board approve the Directors’ fees and expenses for February 2019 as submitted. 3 Minutes 03/13/2019 smg GENERAL MANAGER/CEO COMPENSATION Chairman Carrillo stated that every year the Board establishes goals and objectives for the General Manager/CEO which serve as District-wide goals; that his performance evaluation is based on the completion of these goals and must be completed within the evaluation period; he stated that the General Manager/CEO met his goals and objectives for FY 2018/19 and exceeded the Board’s expectations. Chairman Carrillo and Vice Chairman Smith reviewed the General Manager/CEO’s goals for FY 2018/19 and highlighted how he succeeded in achieving them. M/S/C (Morales-Goodrich) that the Board approve the General Manager/CEO’s 10% pay for performance award in the amount of $27,329.10. APPROVAL OF GENERAL MANAGER/CEO’S 2019/20 GOALS AND OBJECTIVES Chairman Carrillo reviewed the General Manager/CEO’s proposed goals and objectives with the Board; the General Manager/CEO briefly discussed the objective that pertains to Tres Lagos Mutual Water Company. Director Morales thanked Chairman Carrillo and Vice Chairman Smith for drafting the General Manger/CEO’s FY 2019/20 Goals and Objectives and stated that they are lofty goals. Director Coats agreed with Director Morales that the goals are lofty. M/S/C (Morales-Coats) that the Board approve the 2019/20 General Manager/CEO’s Goals and Objectives as submitted. BOARD OF DIRECTORS’ REPORTS Director Coats reported on the following: March 5 he attended the San Bernardino Valley Municipal Water District’s Board meeting; and March 12 he attended the District’s Finance and Human Resources Committee meeting where they reviewed the Record Retention Policy and the Board Handbook. Director Goodrich reported that on March 6 he attended the San Bernardino City Council meeting. Director Morales reported on the following: March 4 he attended the Association of California Water Agencies (ACWA) Region 9 meeting; March 3-5 he attended the ACWA Legislative Symposium where the focus was on the proposed water tax and met Senator Mike Morrell; March 12 he attended the City of Highland Economic Development meeting where he received an update on roadways and transportation; and March 12 he attended the District’s Finance and Human Resources Committee meeting. Vice Chairman Smith reported on the following: March 1 he attended the Legislative and Public Outreach Committee meeting where they discussed legislative bills that may affect the District; March 7 he met with the General Manager/CEO to review the agenda; 4 Minutes 03/13/2019 smg and March 12 he met with several legislators in Sacramento to discuss the Sterling Natural Resource Center. Chairman Carrillo reported on the following: March 1 he attended the Legislative and Public Outreach Committee meeting where they discussed proposed legislative bills; March 7 he met with the General Manager/CEO to review the agenda; and March 11-12 he met with several legislators in Sacramento to discuss alternatives to the proposed water tax. Information only. GENERAL MANAGER/CEO REPORT The General Manager/CEO reported on the following: February 23 the District hosted a workshop that provided summer gardening ideas and tips for keeping yards thriving during the heat; February 28 the District launched its newly redesigned website; March 14 the District will be hosting a District tour for Assemblymember Ramos’ staff; and March 21 Supervisor Dawn Rowe will be visiting the Sterling Natural Resource Center site. The General Manager/CEO stated that the Sterling Natural Resource Center project has been slowed down by rain and reminded the Board that they can view progress of the jobsite via the time-lapse camera located on the District’s website. Information only. LEGAL COUNSEL REPORT Legal Counsel congratulated Mr. Marty Cihigoyenetche for attaining his partnership with the JC Law Firm; and he thanked District staff and the Board for their kind sentiments. BOARD OF DIRECTORS’ COMMENTS Director Coats thanked everyone for attending the Board meeting and stated that staff goes beyond expectations to support the District. Vice Chairman Smith thanked the General Manager/CEO and staff for making the District a world class organization. Director Morales congratulated staff on the successful launch of the District’s newly redesigned website. Director Goodrich reiterated the comments of Director Coats and Vice Chairman Smith. Chairman Carrillo thanked the Director of Strategic Services for arranging legislative visits in Sacramento; and he thanked the General Manager/CEO for exceeding his Goals and Objectives for the FY 2018/19. Information only. ADJOURN 5 Minutes 03/13/2019 smg The meeting adjourned at 6:06 p.m. ___________________________ Chris Carrillo, Board President __________________________ John Mura, Secretary B O AR D AGE N D A S TAF F R E P ORT Agenda Item #4. Meeting Date: Marc h 27, 2019 Dis c ussion Item To: G o verning Board Memb ers F rom: G eneral Manager/C EO Subject: C ons id er R ecords R etentio n P olic y and ad optio n o f R es o lutio n 2019.03 - Updating the R ec o rd s R etentio n S c hedule R E C O MME N D AT IO N: S taff rec o mmend s that the Bo ard review and ap p ro ve the R ec o rd s R etentio n P o lic y and adopt R esolution 2019.03 updating the R ec o rd s R etention S ched ule. B AC KGR O UN D / AN ALYS IS : In 2010, the G overning Bo ard adop ted R es olution 2010.08 ap p roving a R ec o rd s R etention P olicy whic h authorized the d estruc tion and d is posing o f Dis tric t rec o rd s in acc o rdance with G o vernment C o d e S ectio ns 60200-60204. In 2017, the Dis tric t retained the servic es o f G lad well G overnmental S ervices , Inc . to revise the records retention s ched ules . T his effo rt was nec es s ary to ensure retention perio d s reflected changes in law, reduc e current and future rec o rd s sto rage c o s ts, eliminate dup lic ation of effort, inc rease efficienc y and take ad vantage of current tec hno lo gy. T he up d ate of the c urrent rec o rd s retention s c hed ules are driven by many fac tors , inc luding: Very limited s pace s torage s p ace at the Dis tric t Multip le departments are filing and s toring copies of the s ame rec o rd s East Valley Water Distric t p ro d uc es and manages many permanent rec ord s Es c alating rec ord s sto rage exp ens es Technology advanc ements C hanges in law p ertaining to s p ecial d istrict rec o rds S everal meetings were held with staff from eac h d epartment res ulting in the develo p ment o f new retentio n s ched ules . T he updated sc hedules provid e c lear, s p ec ific rec o rd s desc rip tions and retentio n periods , and ap p ly current law to the management of the Distric t's records . By id entifying whic h department is res p o ns ib le for maintaining the original rec o rd , and by es tablis hing clear retentio n periods for d ifferent catego ries of rec o rd s . Eas t Valley Water Dis trict will realize signific ant s avings in labor and s to rage cos ts , reduced need for o ffic e s p ace and enhanced operatio nal effic ienc ies . O nce approved , s taff will pro vide training and vario us implementatio n proc ed ures to ens ure employees are fully trained on the proper utilizatio n of the sc hedules. R ecommended b y: Jo hn Mura G eneral Manager/C EO R espec tfully sub mitted: Jus tine Hendric ksen District C lerk AG E N C Y G O ALS AN D OB J E C T IVE S : R E VIE W B Y O T HE R S : T his agenda item has been reviewed by the F inanc e & Human R es o urc es C ommittee and Legal C o unsel. F IS C AL IMPAC T T he ad o p tion of thes e revis ed retention sc hedules will result in efficienc y gains and cos t savings both in lab o r and s to rage exp ens es . ATTACH M E N TS: Description Type Reco rds Retentio n P olicy Backup Material Draft Re solution 2 01 9.03 Resolutio n Letter Exhibit A Exhibit EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Records Retention Policy Original Approval Date: March 27, 2019 Last Revised: Policy No: Page 1 of 2 Purpose This purpose of this policy is to provide guidelines to staff regarding the retention or destruction of records of the East Valley Water District (the “District”). Background Pursuant to the resolution adopted by the Board of Directors, except where a record is expressly required to be preserved according to State law, the District may approve the destruction of any original document with retaining a copy of the document as long as the retention and destruction of the document complies with the retention schedule as set forth in this policy. The District will comply with guidelines provided by the Secretary of State pursuant to Section 12236, that classifies all District records by category, and establishes a standard protocol for destruction and disposition of records and may be updated from time to time. Policy The District Clerk is authorized by the Board of Directors to interpret and implement this policy, and to cause to be destroyed any or all such records papers and documents that meet the qualifications governing the retention and disposal of records, specified in Attachment “A” Records Retention Schedule. The records retention schedule shall be used by all departments throughout the District, and applied to all document types, including hard copies, original copies, and scanned or imaged copies archived and managed in an electronic document management system. The Records Coordinator, designated by the District Clerk, shall assist with the administration of this policy and shall support all District personnel to comply with the provisions of this policy and with the Records Retention Schedule, set forth in Attachment “A”. Procedure A. The employee completes and signs a “Request for Destruction of Obsolete Records” form, listing the date and description of each document to be destroyed. The employee submits the form to the Records Coordinator. B. The Records Coordinator checks the documents listed on the submitted form to confirm that each document is: (1) not required to be permanently retained, or (2) has been retained for the legally required period of time. The Records Coordinator also confirms EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Records Retention Policy Original Approval Date: March 27, 2019 Last Revised: Policy No: Page 2 of 2 that any applicable reproductions requirements (i.e., imaging, etc.) for each document are complete. C. The Records Coordinator submits the form to the District Clerk who reviews and signs the form and then returns the signed form to the Records Coordinator. D. After receiving the signed form from the District Clerk, the Records Coordinator oversees the destruction of the documents, indicates the method of destruction on the form, signs the form and returns the original to the District Clerk. E. The original document destruction form shall be retained permanently by the District Clerk for record disposition verification. F. No District official or employee has, by virtue of his or her position, any personal rights to District records even though he or she may have created or compiled them. The unauthorized destruction, removal, or use of such records is prohibited. Review This policy may be amended or revised to comply with current legislation. East Valley Water District Resolution 2019.03 Page 1 of 3 RESOLUTION NO. 2019.03 A RESOLUTION OF THE BOARD OF DIRECTORS OF EAST VALLEY WATER DISTRICT ADOPTING A RECORDS RETENTION SCHEDULE, AUTHORIZING DESTRUCTION OF CERTAIN DISTRICT RECORDS AND RECINDING RESOLUTION NO. 2010.08 WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the East Valley Water District; and WHEREAS, Section 60200 of the Government Code of the State of California provides that the legislative body of a special district may authorize at any time the destruction or disposition of any duplicate record, paper, or document, the original or a permanent photographic record of which is in the files of any officer or department of the district; and WHEREAS, Section 60201 of the Government Code of the State of California is amended effective January 1, 2005 to provide that district records which have served their purpose, which are not expressly required by law to be filed and persevered, and which will not adversely affect any interest of the district or public may be destroyed; and WHEREAS, The Board of Directors Previously adopted Resolution 2010.08 establishing a records retention schedule; and WHEREAS, the General Manager/CEO has developed policies and procedures relating to records management, including the requirement of the approval of a list of the types of records destroyed or disposed of that reasonably identifies the information contained in the records in each category; East Valley Water District Resolution 2019.03 Page 2 of 3 NOW, THEREFORE, THE BOARD OF DIRECTORS OF THE EAST VALLEY WATER DISTRICT DOES RESOLVE AS FOLLOWS: Section 1. Repeal of Previous Resolutions. Resolution 2010.08 establishing records retention schedules and designating responsibilities are hereby repealed and superseded in their entirety; Section 2. Destruction of Records in Compliance with Exhibit A will not Adversely Affect Any Interest of the District. The Board of Directors finds that the destruction or disposition of the records series that have exceeded the retention periods as set forth in the Records Retention Schedule Exhibit A will not adversely affect any interest of the District or the public. Section 3. Authorization to Destroy Records in Compliance with Exhibit A. The records of the East Valley Water District, as set forth in the Records Retention Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 60201 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule in accordance with District policies and procedures, without further action by the Board of Directors of the East Valley Water District. Section 4. Authorization for Future Updates to Exhibit A. With the consent of the District Counsel and General Manager/CEO, updates are hereby authorized to be made to the Records Retention Schedules without further action by the Board of Directors of the East Valley Water District. Section 5. Definition of Records. The term “records” as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act. East Valley Water District Resolution 2019.03 Page 3 of 3 ADOPTED this 27 day of March 2019. AYES: NOES: ABSTAIN: ABSENT: _____________________________ Chris Carrillo Board President March 27, 2019 I HEREBY CERTIFY that the foregoing is a full, true and correct copy of Resolution No. 2019.03 adopted by the Board of Directors of East Valley Water District at its Regular Meeting held March 27, 2019. ATTEST: _____________________________ John Mura Board Secretary Ver. 3.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR) or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Risk Manage.DW-001 Accident or Damage Reports Copies - When No Longer Required Copies - When No Longer Required Yes: Until Settled Mag, Ppr GC §60200 Finance / Accounts Payable DW-002 Accounts Payable (Invoices, Travel Expense Reimbursements, etc.) Copies - When No Longer Required Copies - When No Longer Required Yes: Until Paid Mag, Ppr Also see Grants. copies; GC §60200 Admin / District Clerk DW-003 Agendas, Agenda Packets & Action Summaries (Board of Directors) Copies - When No Longer Required Copies - When No Longer Required Yes Mag, Ppr District Clerk maintains originals; GC §60200 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Exhibit "A" Ver. 3.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR) or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.DW-004 Agreements & Contracts - INFRASTRUCTURE - Architectural, Engineering, JPAs, etc. Agreement or Contract, Insurance Certificates & Notices of Completion. Agreement or Contract includes all contractual obligations (e.g. RFP, Specifications, Successful Proposal / Scope of Work, Certificates of Insurance, and amendments) Examples of Infrastructure: Architects, Treatment Plants, Lines, Buildings, etc. Completion P P Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference; All infrastructure, JPAs, & Mutual Aid contracts are permanent for emergency preparedness; Statute of Limitations is 4 years; 10 years for Errors & Omissions; CCP §§337. 337.1(a), 337.15, 343; GC §60201 et seq. EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR) or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.DW-005 Agreements & Contracts - NON INFRASTRUCTURE - Equipment Purchases, Consulting Services, Leases, Vehicle Purchases, etc. Agreement or Contract, Insurance Certificates & Notices of Completion. Agreement or Contract includes all contractual obligations (e.g. RFP, Specifications, Successful Proposal / Scope of Work, Certificate of Insurance, and amendments) Examples of Non-Infrastructure: Consultants, Painting, Maintenance, Franchise Agreements, etc. Completion 10 years Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference; Covers E&O Statute of Limitations; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §§336(a), 337 et. seq., GC §60201 et seq. EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR) or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Department DW-006 Agreements & Contracts - ALL: ADMINISTRATIVE RECORDS (Correspondence, project schedules, copies of invoices, backup, insurance certificates etc.) Also see grant retention, if applicable.C18 Completion + 10 years Completion + 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Also see Grants. Covers E&O Statute of Limitations (insurance certificates are filed with agreement); Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers must retain their records for completion + 10 years; CCP §§336(a), 337 et. seq., GC §60201 Lead Department DW-007 Agreements & Contracts: Unsuccessful Bids or Unsuccessful Proposals Bid Opening + 2 years Bid Opening + 2 years Mag, Ppr Special Districts are required to keep public works unaccepted bids for 2 years; GC §60201(d)(11) DW-008 Association Records (external associations - e.g., ACWA, etc.) When No Longer Required When No Longer Required Mag, Ppr Non-records; GC §60201 et seq. DW-009 Bids: See Agreements Mag, Ppr DW-010 Brochures: See Reference Materials Mag, Ppr Finance DW-011 Travel Authorizations / Travel Reimbursements (Accounts Payable) Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr GC §60200 Finance DW-012 Budgets - Finals, Drafts, Reports, Worksheets Copies - When No Longer Required Copies - When No Longer Required Yes: Current Fiscal Year Mag, Ppr GC §§60200, 53901 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR) or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Risk Manage.DW-013 Claims / Litigation Copies - When No Longer Required Copies - When No Longer Required Yes: Before Settlement Mag, Ppr GC §§60200, 60201 et seq. Lead Dept.DW-014 Clippings / Newspaper Clippings When No Longer Required When No Longer Required Mag, Ppr Non-records; GC §60201 et seq. Lead Dept.DW-015 Committees or Task Forces: Internal (e.g. Records Management Committee, etc.) When No Longer Required When No Longer Required Mag, Ppr GC §60201 Lead Dept.DW-016 Committees, Task Forces, Associations, Commissions, & Boards: External Organizations (e.g. Association of California Water Agencies, etc.) When No Longer Required When No Longer Required Mag, Ppr Non-records DW-017 Contracts: See Agreements Mag, Ppr DW-018 Copies or duplicates of any record Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr GC §60200 Lead Dept.DW-019 Correspondence - Regulatory Agencies When No Longer Required - Minimum 10 years When No Longer Required - Minimum 10 years Yes: While Active Issues Mag, Ppr District preference; some correspondence from Regulatory Agencies need to be retained for long periods of time; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR) or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Dept. that Authors Document or Receives the District's Original Document DW-020 Correspondence - Routine (e .g. Administrative, Chronological, Communications, General Files, Letters, Memorandums, Miscellaneous Reports, Reading Files, Working Files, etc. Does NOT include Regulatory Agency Correspondence) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department preference; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR) or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Dept. that Authors Document or Receives the District's Original Document DW-021 Correspondence - TRANSITORY / PRELIMINARY DRAFTS, Interagency and Intraagency Memoranda not retained in the ordinary course of business Content NOT Substantive, or NOT made or retained for the purpose of preserving the informational content for future reference (e.g. calendars, checklists, e- mail or social media posting, instant messaging, inventories, invitations, logs, mailing lists, meeting room registrations, speaker slips, supply inventories, telephone messages, text messages. transmittal letters, thank yous, requests from other cities, undeliverable envelopes, visitors logs, voice mails, webpages, etc.) When No Longer Required When No Longer Required Mag, Ppr Electronic and paper records are categorized, filed and retained based upon the CONTENT of the record. Records where either the Content relates in a substantive way to the conduct of the public's business, or ARE made or retained for the purpose of preserving the informational content for future reference are saved by placing them in an electronic or paper (project) file folder and retained for the applicable retention period. If not mentioned here, consult the City Attorney to determine if a record is considered transitory / preliminary draft. GC §§60201, 6252, 6254(a); 64 Ops. Cal. Atty. Gen. 317 (1981)); City of San Jose v. Superior Court (Smith). S218066. Supreme Court of California, 2017 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR) or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.DW-022 Drafts & Notes: Drafts that are revised (retain final version) When No Longer Required When No Longer Required Mag, Ppr As long as the drafts and notes are not retained in the "Regular Course of Business". GC §60201, GC §6254 Lead Dept.DW-023 Grants (SUCCESSFUL - all records, including FEMA claims) 2 years After Funding Agency Audit, if Required - Minimum 5 years After Funding Agency Audit, if required - Minimum 5 years Mag, Ppr District Preference (may include records pertaining to independent contractor's compensation, or expense reimbursement); Meets auditing standards; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.33; 7 CFR 3016.42; 221 CFR 1403.36 & 1403.42(b); 24 CFR 85.42, 91.105(h), 92.505, 570.490, & 570.502(a&b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-110 & A-133; GC §34090 Lead Dept.DW-024 Grants: UNSUCCESSFUL (Applications, Correspondence, etc.) 2 years 2 years Mag, Ppr Department Preference; GC §60201 DW-025 Invoices - see Accounts Payable Mag, Ppr EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR) or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.DW-026 Index to Inactive Records / Records Stored in Records Center / Inventory of Records in Records Center Indefinite Indefinite Mag, Ppr Department Preference; GC §60201 Admin / District Clerk DW-028 Ordinances Copies - When No Longer Required Copies - When No Longer Required Yes Mag, Ppr GC §60201 Human Resources DW-029 Personnel Files - Department- level Copies Send to Human Resources Upon Separation or Transfer Send to Human Resources Upon Separation or Transfer Before Separation Mag, Ppr Ensure records kept in Department files comply with District policy; Originals are maintained by Personnel. Supervisors notes should be maintained in a separate folder and be incorporated in the employee's annual performance review; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 60201 Human Resources DW-030 Personnel Files - Department- level Supervisor's Notes When No Longer Required When No Longer Required Before Separation Mag, Ppr Preliminary Drafts; Supervisors notes should maintained in a separate folder and be incorporated in the employee's annual performance review; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-10 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR) or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Cash Manage. DW-031 Petty Cash Copies - When No Longer Required Copies - When No Longer Required Yes: Until Paid Mag, Ppr Also see Grants. copies; GC §60200 Lead Dept.DW-032 Photographs When No Longer Required When No Longer Required Mag, Ppr GC §60201 DW-033 Policies & Procedures - See Reference Manuals Mag, Ppr Admin / District Clerk DW-034 Public Records Act Requests Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Copies; GC §60200 Admin. / Records Manage. DW-035 Records Destruction Lists Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Copies; GC §60200 Authoring Dept.DW-036 Reference Materials: Policies, Procedures, Brochures, Manuals, Newsletters, & Reports: Produced by YOUR Department When No Longer Required - Minimum of Superseded + 2 years When No Longer Required - Minimum of Superseded + 2 years Mag, Ppr Documents of historical significance should be retained longer; GC §60201 Lead Dept.DW-037 Reference Materials: Policies, Procedures, Brochures, Manuals, Newsletters, & Reports: Produced by OTHER Departments When No Longer Required When No Longer Required Mag, Ppr Copies; GC §60200 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-11 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR) or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.DW-038 Reference Materials: Policies, Procedures, Brochures, Manuals, Newsletters, & Reports: Produced by OUTSIDE ORGANIZATIONS When No Longer Required When No Longer Required Mag, Ppr Non-Records Lead Dept.DW-039 Reports and Studies - White Papers, Issue Papers, Position Papers, Scientific Studies (other than Annual Reports) Minimum 2 years Minimum 2 years Mag, Ppr GC §60201 Admin / District Clerk DW-040 Resolutions Copies - When No Longer Required Copies - When No Longer Required Yes, depending upon subject Mag, Ppr copies; GC §60200 Lead Dept.DW-041 Subpoenas 2 years 2 years Mag, Ppr GC §60201(d)(5) Lead Dept.DW-042 Surveys / Questionnaires (that the District issues). If a summary of the data is compiled, the survey forms are considered a draft or transitory record, and can be destroyed when no longer required. 2 years 2 years Mag, Ppr GC §§60200, 60201 Finance / Payroll DW-043 Time Sheets Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-12 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR) or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources or Safety DW-044 Training: ALL COURSE RECORDS / SYLLABUS, AND ROSTER OF ATTENDEES Includes Safety Training & Tailgate Training Meetings (except for Information Technology / Software) 2 years 3 years 5 years Mag, Ppr Department preference; Ethics Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 - 3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1602.31; LC §6429(c); GC §§12946, 60201, 53235.2(b) Lead Dept.DW-045 Tyler Database / ERP Database Indefinite Indefinite Mag Data is interrelated; system qualifies as a "trusted system"; GC §§60201, 12168.7 Lead Dept.DW-046 Visitor Logs / Registers When No Longer Required When No Longer Required Mag, Ppr Department preference; GC §60201 et. seq. EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Page GM&BS-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Admin / District Clerk AD-001 Agendas & Agenda Packets - District Board of Directors, Subcommittees of the Board (Includes Agenda Staff Reports) 2 years P P Yes: Before Meeting Date Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §60201 Admin / District Clerk AD-002 Appointments / Resignations to the Board of Directors 2 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §60201 Admin / District Clerk AD-003 Association Records (external associations - e.g., ACWA, etc.) When No Longer Required When No Longer Required Mag, Ppr Non-records; GC §60201 et seq. Admin / District Clerk AD-004 Board Member's "Personnel File" (Benefits, Oaths of Office, Ethics Training Certificates, etc.) Transfer to Human Resources Upon Separation Transfer to Human Resources Upon Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §§60201, 53235.2(b) Admin / District Clerk AD-005 Director's Handbook (Policy)When Superseded When Superseded Mag, Ppr Department preference; GC §60201 Admin / District Clerk AD-006 Directors Historical Biographical Data When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §60201 Admin / District Clerk AD-007 North Fork Water Company Stock Certificates 2 years P P Mag, Mfr, OD, Ppr S / I No Department preference; GC §60201 Admin / District Clerk AD-008 District Formation Records, Acquisition of other Districts 2 years P P Mag, Mfr, OD, Ppr S / I No Department preference (historical purposes); GC §60201 Admin / District Clerk AD-009 Elections - Historical (Sample Ballot, Election Results)2 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (historical purposes); GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Page GM&BS-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Admin / District Clerk AD-010 Elections: Correspondence, Public Notices / Advertising, Notifications & Publications, Certificate of Election, etc. 2 years 2 years Mag, Ppr Department preference (historical purposes); GC §60201 Admin / District Clerk AD-011 FPPC 700 Series Forms (Statement of Economic Interests): DESIGNATED EMPLOYEES & CONSULTANTS (specified in the District's Conflict of Interest code) 7 years 7 years Mag, Ppr District maintains original statements; GC §81009(e)&(g) Admin / District Clerk AD-012 FPPC 700 Series Forms (Statement of Economic Interests): PUBLIC OFFICIALS (elected & not elected. Includes District Board Members, General Manager) 7 years 7 years Mag, Ppr Department preference (only required for 4 years); GC §81009(f)&(g) Admin / District Clerk AD-013 FPPC Form 801 (Gift to Agency Report) 7 years 7 years Mag, Ppr Must post on website; 2 CCR 18944(c)(3)(G); GC §81009(e) Admin / District Clerk AD-014 FPPC Form 802 (Tickets Provided by Agency Report)7 years 7 years Mag, Ppr Must post on website for 4 years; GC §81009€ Admin / District Clerk AD-015 FPPC Form 803 (Behested Payment Report)7 years 7 years Mag, Ppr GC §81009e Admin / District Clerk AD-016 FPPC Form 804 (Agency Report of New Positions)P P Mag, Ppr FPPC Regulation 18734(c); GC §81009e; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Page GM&BS-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Admin / District Clerk AD-017 FPPC Form 805 (Agency Report of Consultants)P P Mag, Ppr FPPC Regulation 18734(c); GC §81009e; GC §60201 Admin / District Clerk AD-018 Real Property: Deeds & Title Reports (Easements and Rights of Way are maintained in Engineering) P P Mag, Ppr FPPC Regulation 18734(c); GC §81009e; GC §60201 Admin / District Clerk AD-019 FPPC Form 806 (Agency Report of Public Official Appointments)7 years 7 years Mag, Ppr Must post on website; 2 CCR 18705.5; GC §60201, 81009e Admin / District Clerk AD-020 Historical List of Board Members P P Mag, Mfr, OD, Ppr S / I No District Secretary Determines Historical Significance; GC §60201 Admin / District Clerk AD-021 Historical Records P P Mag, Mfr, OD, Ppr S / I No District Secretary Determines Historical Significance; GC §60201 Admin / District Clerk AD-022 Lawsuits / Litigation Final Resolution 5 years Final Resolution + 5 years Yes: Until Resolution Mag, Ppr Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 945.6, 60201(d)(4) Admin / District Clerk AD-023 Memoranda of Understanding (MOUs), Confirmation of Understanding (COUs) 2 years P P Yes: Before Superseded Mag, Mfr, OD, Ppr S / I Yes: After QC Department preference; §60200 et seq. Admin / District Clerk AD-024 Minutes: Board of Directors & Subcommittees of the Board 2 years P P Yes (all)Mag, Mfr, OD, Ppr S / I No GC §60201(d)(3) Admin / District Clerk AD-025 Notices: Affidavits of Postings and Publications 2 years 2 years Mag, Ppr Brown Act challenges must be filed within 30 or 90 days of action; GC §§60201, 54960.1(c)(1) EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Page GM&BS-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Admin / District Clerk AD-026 Ordinances 2 years P P Yes (all)Mag, Mfr, OD, Ppr S / I No GC §60201 et. seq. Admin / District Clerk AD-027 Prop. 218 Ballots and/or Protest Letters 2 years 2 years Mag, Ppr GC §53753(e)(2) Admin / District Clerk AD-028 Public Records Act Requests 2 years 2 years Mag, Ppr Department Preference; GC §60201 Admin / District Clerk AD-029 Records Destruction Authorization Forms 10 years 10 years Mag, Ppr Department Preference; GC §60201(b)(1)(B) Admin / District Clerk AD-030 Records Retention Schedules; Approvals to Modify Records Retention Schedules P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §60201 et seq. Admin / District Clerk AD-031 Resolutions 2 years P P Yes (all)Mag, Mfr, OD, Ppr S / I No GC §60201 et. seq. Admin / District Clerk AD-032 Tapes & Recordings (Audio) 30 days, or After Minutes are Approved, whichever is longer 30 days, or After Minutes are Approved, whichever is longer Mag Department Preference; legally required for 30 days (or adoption of the minutes); GC §54953.5(b) EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 8.0 RECORDS RETENTION SCHEDULE: CONSERVATION Page PA-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Conserv- ation CON-001 Conservation Incentives / Rebates (Toilets, Turf Removal, Washers, etc.) 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC Department preference; GC §60201 Conserv- ation CON-002 Conservation Plans, Studies, Reports P P Mag, Mfr, OD, Ppr S Yes: After QC Department preference; GC §60201 Conserv- ation CON-003 Conservation Violation Notices 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC Department preference; meets municipal government auditing requirements, and may have grant funding; GC §60201 Conserv- ation CON-004 Projects, Outreach, Special Events, Water Education Programs, Publications: Brochures, Programs, When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Mfr, OD, Ppr S Yes: After QC Department preference; GC §60201 Conserv- ation CON-005 Site Audits, Evaluations, Surveys (Conservation Inspection Results, Evaluations, Landscape, etc.) After Entry Into ERP Database After Entry Into ERP Database Mag, Ppr Department preference; GC §60201 Conserv- ation CON-006 State Monthly Production Conservation Reports 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC Department preference; meets municipal government auditing requirements, and may have grant funding; GC §60201 Conserv- ation CON-007 Water Use Efficiency Projects Audit Requirement - Minimum 5 years Audit Requirement - Minimum 5 years Mag, Mfr, OD, Ppr S Yes: After QC Department preference (funded by DWR); GC §60201 et seq. EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC & OD? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). GENERAL ENGINEERING Engineering ENG-001 Aerials 2 years P P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §60201 Engineering ENG-002 Agreements & Contracts - Engineering (General)2 years P P Yes: Before Superseded Mag, Mfr, OD, Ppr S / I No Department Preference; CCP §337 et seq.; GC §60201 Engineering ENG-003 CEQA / NEPA Documents: Prepared by others for NON- District Projects (District comments) (Environmental Impact Reports (EIRs), Environmental Assessments, Negative Declarations, etc) When No Longer Required When No Longer Required Mag, Ppr Non-records; GC §60200 Engineering ENG-004 CEQA / NEPA Documents: Prepared for District Purposes (Environmental Impact Reports (EIRs), Environmental Assessments, Negative Declarations, etc) 2 years P P Yes: Until Project Completed Mag, Mfr, OD, Ppr S / I No Usually filed in Project File; GC §60201 Engineering ENG-005 Correspondence with Regulatory Agencies When No Longer Required - Minimum 10 years When No Longer Required - Minimum 10 years Yes: While Active Issues Mag, Mfr, OD, Ppr S Yes: After QC & OD District preference; some correspondence from Regulatory Agencies need to be retained for long periods of time; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC & OD? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering ENG-006 De Minimis / Water Loss / Incidents / Unauthorized Discharges: Main Breaks, Spills, Investigations and Corrective Actions, Notice to Comply - ALL Last Action + 5 years Last Action + 5 years Yes: Before Resolution Mag, Ppr Department Preference; Code of Federal Regulations requires 3 years; 40 CFR 122.41(j)(2) & 40 CFR 141.33(b)(2); 22 CCR §64470 Engineering ENG-007 Geographic Information System (GIS)Indefinite Indefinite Yes Mag Data is interrelated; GC §60200, 60201 et seq. Engineering ENG-008 Improvement Districts / Assessment Districts / CFDs Upon Completion P P Yes Mag, Mfr, OD, Ppr S Yes: After QC & OD GC §60201 et seq. Engineering ENG-009 Master Plans 2 years P P Yes Mag, Mfr, OD, Ppr S No Department Preference (updated every 5 years); GC §60201 et seq. Engineering ENG-010 NPDES Monitoring Minimum 3 years Minimum 3 years Yes Mag, Mfr, OD, Ppr S Yes: After QC Department Preference; NPDES Monitoring records required for 3 years in Federal law; 40 CFR §§122.21, 122.41 Engineering ENG-011 NPDES Permits Superseded + 3 years Superseded + 3 years Yes Mag, Mfr, OD, Ppr S Yes: After QC Department Preference; NPDES Monitoring records required for 3 years in Federal law; 40 CFR §§122.21, 122.41 Engineering ENG-012 Operating Permits (SWRQCB, etc.) Expiration + 5 years Expiration + 5 years Mag, Ppr Department Preference; GC §60201 Engineering ENG-013 Reports & Studies (Soils Report, Water Availability, etc.) 2 years P P Yes Mag, Mfr, OD, Ppr S No Department Preference; GC §60201 et seq. EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC & OD? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CAPITAL IMPROVEMENT PROJECTS Engineering ENG-014 Job Files - CIP (Capital Improvement Projects): Large Format Drawings Design Drawings (finals), Final Record Drawings ("As Builts") Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S No For Disaster Recovery Purposes; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §60201 et seq. Engineering ENG-015 Job Files - CIP (Capital Improvement Projects): Permanent File Agreements / Contracts, Bid Package (Winning), Bid Summary, Bonds, Agenda Staff Reports (copy), Change Orders, Consultant Proposals (Successful), Environmental, Inspection Pictures, Inspection Reports, Material Testing, Operations & Maintenance Manuals, Permits (Design, Environmental), Preliminary Design Report, Rights of Way / Easements, Soils, Geotechnical Reports, Specifications, Submittals, Surveys, CAD files, Engineer's Calculation Files (Send Original Deeds to District Clerk) Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: Complet. + 10 years Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC & OD? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering ENG-016 Job Files - CIP (Capital Improvement Projects): Administration - 10 year file Project Administration, Certified Payroll, Grant Documents, Errors & Omissions, Insurance Certificates, Notifications, Progress Payments, Punch Lists, Videos Post-Construction & Pre-Construction, Bid Bonds (returned), Correspondence (Transitory / Preliminary Drafts), Engineer's Estimates, Memoranda, NPDES, Permits (Construction & Street Opening), Preliminary Notices, Printed E-mails, Project Manager's Notes, Project Schedules, Requests for Information, Stop Notices - Claims, Transmittal Letters, USAs Completion + 3 years 7 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Ppr Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §60201 Engineering ENG-017 Job Files - CIP (Capital Improvement Projects): Unsuccessful Proposals / Unsuccessful Bids 2 years 2 years Mag, Ppr Department preference; GC §60201 Operations / Admin. & Engineering ENG-018 Encroachment Permits (Road / Street Cuts - Temporary) Completion + 2 years Completion + 2 years Mag, Ppr Department preference; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC & OD? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). PRIVATE DEVELOPMENT Engineering ENG-019 Annexations / Boundary Changes Index, Maps, Documents Upon Completion P P Yes Mag, Mfr, OD, Ppr S Yes: After QC & OD GC §60201 et seq. Engineering ENG-020 Comment Letters: No Comment, Non-Interference Letters to City or County 2 years 2 years Mag, Ppr Department preference; GC §60201 Engineering ENG-021 Developer Trust Accounts / Developer Deposit Accounts Closed + 5 years Closed + 5 years Mag, Ppr Department preference (meets municipal government auditing standards); GC §60201 Engineering ENG-022 Easements, Encroachments, Rights of Way While active P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC §60201 Engineering ENG-023 Engineering Estimates / Water Service Cost Worksheets 2 years 2 years Mag, Ppr Department preference; GC §60201 Engineering ENG-024 Fire Flow Test Results - Hydrants (at Developer's request) 2 years P P Mag, Ppr Department Preference; GC §60201 et seq. Engineering ENG-025 Job Files - Private Development - Large Format Drawings Design Drawings (finals), Record Drawings ("As Builts") of Infrastructure Maintained by the District Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S Yes: After QC & OD For Disaster Recovery Purposes; GC §60201 et seq. EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC & OD? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering ENG-026 Job Files - Private Development - Permanent File Dedications, Drainage, Easements, Encroachments, Rights of Way, Soils Reports, etc. Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S Yes: After QC & OD For disaster preparedness purposes; GC §60201 et seq. Engineering ENG-027 Job Files - Private Development: Administration - 10 year file Addendum, Insurance & Bonding, Construction Inspections, Construction Bonds, Indemnity Bonds, Photos, Private Lab Verifications, Notices / Notice of Completion, Testing Lab Final Reports Completion + 3 years 7 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Ppr Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §60201 Operations / Water Dist. & Engineering ENG-028 Manuals: Operations & Maintenance / Project Manuals (O&M Manuals) Life of the Building or Equipment Life of the Building or Equipment Yes: Until Superseded Mag, Ppr Department preference; Maintain copies as long as the infrastructure is in the field ; GC §60201 Engineering ENG-029 Water Supply Assessments 2 years P P Yes Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference (updated every 5 years); GC §60201 et seq. Engineering ENG-030 Will-Serve Letters / Availability Letters, Engineering Feasibility Letters 2 years P P Yes Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ADMINISTRATION / GENERAL ACCOUNTING Finance / General Accounting FN-001 Audit Annual Reports / Audited Financial Statements / Comprehensive Annual Financial Report (CAFR) with Audit Management Letters / Audit Reports 5 years P P Mag, Mfr, OD, Ppr S/ I Yes: After Annual Audit Department Preference; GC §60201 et seq. Finance / General Accounting FN-002 Audit Work Papers (Finals) Includes Depreciation Schedules 5 years 5 years Mag, Ppr Department Preference; GC §60201 Finance / General Accounting FN-003 Audits - Single Audits 2 years 3 years 5 years Mag, Ppr Department Preference; Meets municipal government auditing standards; GC §60201 Finance / General Accounting FN-004 Bank Statements / Checking Account Reconciliation / Fiscal Agent Statements, Trustee Statements, Investment Account Statements, etc. 2 years 3 years 5 years Mag, Ppr Department Preference; Meets municipal government auditing standards; GC §60201 Finance / General Accounting FN-005 Bond Registers 2 years Fully Defeased + 10 years Fully Defeased + 10 years Yes: Until Maturity Mag, Mfr, OD, Ppr S / I No Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local governments are 10 years; There are specific requirements for disposal of unused bonds; CCP §§336 et seq. , 337.5(a); GC §43900 et seq. EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / General Accounting FN-006 Bonds / Certificates of Participation / Transcripts / Disclosure Reports 2 years Fully Defeased + 10 years Fully Defeased + 10 years Yes: Until Maturity Mag, Mfr, OD, Ppr S / I No Department Preference; Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local governments are 10 years; There are specific requirements for disposal of unused bonds; CCP §§336(a)(1) & (2), 337.5(2); GC §43900 et seq. GC §60201 et seq. Finance / General Accounting FN-007 Budgets: Adopted 5 years P P Yes: Current Fiscal Year Mag, Mfr, OD, Ppr S/ I Yes: After Annual Audit Department Preference; GC §60200 Finance / General Accounting FN-008 Budgets: Proposed When No Longer Required When No Longer Required Mag, Ppr Department Preference; Preliminary drafts; GC §60200 Finance / General Accounting FN-009 Budgets: Work Papers, Drafts, etc. When No Longer Required When No Longer Required Mag, Ppr Department Preference; Preliminary drafts; GC §60200 Finance / General Accounting FN-010 Cash Reconciliation 2 years 3 years 5 years Mag, Ppr Department Preference; Meets municipal government auditing standards; GC §60201 Finance / General Accounting FN-011 Equipment Inventory When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts (the Financial Database is the original); GC §60200 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / General Accounting FN-012 Financial Reports: Journals, Ledgers, Reconciliations, Registers, Reports, Transaction Histories, Balance Sheets, Budget Adjustments, Billing Registers for New Financial System, Edit Lists, (MONTHLY OR PERIODIC) When No Longer Required When No Longer Required Mag, Ppr Draft / Preliminary documents used to produce final year-end general ledger (financial database is the original); GC §60201 Finance / General Accounting FN-013 Financial System Database / ERP Database (Tyler)Indefinite Indefinite Mag Data is interrelated; system qualifies as a "trusted system"; GC §§60201, 12168.7 Finance / General Accounting FN-014 Fixed Assets - Auction / Disposal / Sales / Surplused 2 years 3 years 5 years Mag, Ppr Consistent with Accounts Receivable; Statute of limitations is 3 years; statewide guidelines propose 2 - 4 years; published articles show 3 - 6 years; GC §60201, CCP §337 Finance / General Accounting FN-015 Fund Transfers / Wire Transfers / Adjustments 2 years 3 years 5 years Mag, Ppr Department Preference; Meets municipal government auditing standards; GC §60201 Finance / General Accounting FN-016 Inventory Reports When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts (the Financial Database is the original); GC §60200 Finance / General Accounting FN-017 Investment Files 2 years 3 years 5 years Yes: Until Maturity Mag, Ppr Department Preference; GC §60201 Finance / General Accounting FN-018 Journal Vouchers / Journal Entries 2 years 3 years 5 years Mag, Ppr Department Preference; Statute of Limitations is 4 years; Published articles show 6-7 years; GC §60201, CCP §337 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / General Accounting FN-019 LAIF (Local Agency Investment Fund)2 years 3 years 5 years Yes: Until Maturity Mag, Ppr Department Preference; GC §60201 Finance / General Accounting FN-020 Organization Charts - In Budgets and CAFRs 5 years P P Mag, Mfr, OD, Ppr S/ I Yes: After Annual Audit GC §60201 et seq. Board Services / GM FN-021 Rate Schedules When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts; GC §60200 Finance / General Accounting FN-022 Water Rate Studies / Wastewater Rate Studies 5 years 5 years Mag, Ppr Department Preference; GC §60201 Finance / General Accounting FN-023 State Reports: State Controllers Report 2 years 3 years 5 years Mag, Ppr District Preference; Meets auditing standards; GC §60201 Finance / General Accounting FN-024 Vehicle Titles ("Pink Slips")Upon Sale of the Vehicle Upon Sale of the Vehicle Yes Mag, Ppr Given to the new owner upon sale of the vehicle; GC §60201 et seq. ACCOUNTS PAYABLE Finance / Accounts Payable FN-025 1099's or 1096’s 2 years 5 years 7 years Mag, Ppr IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; Published articles show permanent; ; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §60201(d)(12) EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounts Payable FN-026 Accounts Payable Source Records / Invoices & Receivers / Credit Card Statements / Customer Refunds ALL 2 years 5 years 7 years Yes: Until Paid Mag, Ppr Meets municipal government auditing standards; Sewage Sludge is required for 5 years; Published articles show 3 - 7 years; 40 CFR 122.41(j)(2); WC §13263.2(b) et seq.; GC §60201(d)(12) Finance / Accounts Payable FN-027 Check Copies / Cancelled Checks 2 years 5 years 7 years Mag, Ppr May contain independent contractor's compensation; Statute of Limitations is 4 years; Meets municipal government auditing standards; GC §60201(d)(12), CCP § 337 Finance / Accounts Payable FN-028 Check Register When No Longer Required When No Longer Required Mag, Ppr The Financial Database is the original; Reports can be recreated on demand and are considered a copy or preliminary draft; GC §60201 Finance / Accounts Payable FN-029 Expense Reports (Accounts Payable)2 years 5 years 7 years Mag, Ppr District Preference (may include records pertaining to independent contractor's compensation, or expense reimbursement); Meets auditing standards; GC §60201 ACCOUNTS RECEIVABLE (MISCELLANEOUS) Finance / Accounts Receivable FN -030 Bank Signature Cards Superseded + 5 years Superseded + 5 years Mag, Ppr Department Preference; Meets municipal government auditing standards; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounts Receivable FN -031 Billing: COBRA and Retiree Medical Termination of Service 7 years Termination of Service + 7 years Yes: During Service Mag, Ppr Retained to cover auditing standards; General rule under ERISA (Employee Retirement Income Security Act) is 7 years; 29 CFR 1627.3(b)(2); 29 USC 1027; GC §60201 Finance / Accounts Receivable FN -032 Petty Cash / Reconciliation / Reports / Vouchers 2 years 5 years 7 years Mag, Ppr District Preference (may include records pertaining to independent contractor's compensation, or expense reimbursement); Meets auditing standards; GC §60201 CUSTOMER SERVICE Finance / Customer Service FN -033 Bank Deposit Receipts 2 years 3 years 5 years Mag, Ppr Department Preference; Meets municipal government auditing standards; GC §60201 Finance / Customer Service FN -034 Bankruptcies (Where District does NOT pursue a claim)5 years 5 years Mag, Ppr Department preference; GC §60201 Finance / Customer Service FN -035 Bill Calculations / Registers 2 years 3 years 5 years Mag, Ppr Department Preference; Meets municipal government auditing standards; GC §60201 Finance / Customer Service FN -036 Cash Transfer Report 2 years 3 years 5 years Mag, Ppr Meets municipal government auditing standards; GC §60201 Finance / Customer Service FN -037 Collections 2 years 3 years 5 years Mag, Ppr Department Preference; Meets municipal government auditing standards; GC §60201 Finance / Customer Service FN -038 Customer Correspondence 2 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Operations / Customer Service FN -039 Customer Information Software - All Information Entered in CMMS Database When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts (the database is the original); GC §60201 Operations / Customer Service FN -040 Customer Information Software CMMS DATABASE (Computerized Work Management System) Indefinite Indefinite Mag Data is interrelated; GC §60201 Finance / Customer Service FN -041 Daily Receipts / Deposits Slips / Revenue / Journals / Credit Cards 2 years 3 years 5 years Mag, Ppr Department Preference; Meets municipal government auditing standards; GC §60201 Finance / Customer Service FN -042 Liens / Water Liens 10 years 10 years Mag, Ppr Liens are good for 10 years from recording date, and may be extended by re-recording lien; WC 36729; 37212(b), Finance / Customer Service FN -043 Lock List When No Longer Required When No Longer Required Mag, Ppr As long as the drafts and notes are not retained in the "Regular Course of Business". GC §60201, GC §6254 Operations / Customer Service FN -044 Payment Stubs (mailed) / Utility Receipts (when payment is made at the counter) When No Longer Required When No Longer Required Mag, Ppr Department preference; Transitory records not retained in the ordinary course of business; GC §60201 Finance / Customer Service FN -045 Registers / Bill Adjustments 2 years 3 years 5 years Mag, Ppr Department Preference; Meets municipal government auditing standards; GC §60201 Finance / Customer Service FN -046 Returned Credit Cards / Returned Checks 2 years 3 years 5 years Mag, Ppr Department Preference; Meets municipal government auditing standards; GC §60201 Finance / Customer Service FN -047 Service File Applications 2 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). PURCHASING Finance / Purchasing FN -048 Purchase Orders 2 years 3 years 5 years Mag, Ppr Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions doesn't apply; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §60201 Finance / Purchasing FN -049 W-9's 2 years 3 years 5 years Mag, Ppr District Preference; Related to independent contractor's compensation; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §60201(d)(12) PAYROLL Finance / Payroll FN -050 1095-c (Employer-Provided Health Insurance Offer and Coverage) 7 years 7 years Mag, Ppr Department Preference; IRS: 4 years after tax is due or paid; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §60201 Finance / Payroll FN -051 Cancelled Payroll Checks, Including Voided copies for Automatic Deposits 7 years 7 years Mag, Ppr GC §60201(d)(12), CCP § 337 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Payroll FN -052 DE-6 & 941 Forms DE-6 & 941 Forms, DE-7, DE-9 DE-43, W-3, & DE-166, IRS 5500 Forms (Employee Benefit Plans) - Quarterly Payroll Tax Returns 7 years 7 years Mag, Ppr Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; Published articles show permanent; ; IRS Reg §31.6001- 1(e)(2), 26 CFR §1.6001-1, R&T §19530, GC §60201 Finance / Payroll FN -053 Garnishments Upon Completion of Garnishment Send to Human Resources Upon Separation Send to Human Resources Upon Separation Mag, Ppr Department preference; GC §60201 et seq. Finance / Payroll FN -054 Payroll Batch / Payroll Registers / Payroll Reports Includes Automatic Payroll Deposit Authorization, Changes to W-4s, Deferred Compensation Reports, PERS reports, 401A, etc. 2 years 5 years 7 years Mag, Ppr Department preference (Meets Municipal Government auditing Standards); GC §60201(d)(12) Finance / Payroll FN -055 Payroll Checks 2 years 5 years 7 years Mag, Ppr GC §60201(d)(12), CCP § 337 Finance / Payroll FN -056 Timesheets 2 years 5 years 7 years Mag, Ppr Department preference; GC §60201(d)(12); 29 CFR 516; 8 CCR 11040.7(c) Finance / Payroll FN -057 W-2's 2 years 5 years 7 years Mag, OD, Mfr, Ppr S / I Yes: After Annual Audit Department preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §60201(d)(12) EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-001 Affirmative Action Complaints - Department of Fair Employment & Housing (DFEH) or Equal Opportunity Commission (EEOC) Separation + 3 years Separation + 3 years Mag, Ppr Department preference (same as the Personnel File); All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; 2 CCR 11013(c); GC §§12946, 60201 Human Resources HR-002 Applications for Employment / Recruitment Files: Solicited (Not Hired) (Includes Applications (Unsuccessful), Advertisements, Interview Notes, Job Brochures, Test Data, Rating Sheets, Questions, Eligibility Lists, Reference Checks, etc.) 1 year After Hiring Decision 2 years 3 years After Hiring Decision Mag, Ppr Department preference; EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 2 - 3 years; 29 CFR 1627.3(b)(i), 29 CFR 1602.14 et seq ., 2 CCR 11013(c) GC §§12946, 60201 Human Resources HR-003 Applications for Employment, Interest Cards or Resumes: Non-Solicited / Unsolicited / No open position (not hired) When No Longer Required When No Longer Required Mag, Ppr No positions open; therefore not deemed part of District recruitment practices; considered a transitory record not materially impacting the conduct of the public's business; GC §60201 Human Resources HR-004 Cal-OSHA Log 200, 300, 300A, 301, etc.5 years 5 years Mag, Ppr Department Preference; Calif. Labor Division is required to keep their records 7 years; OSHA requires 5 years; State law requires 2 years; 8 CCR 14300.33(a); 29 CFR 1904.33, 29 CFR 1904.44; GC §60201 et seq.; LC §6429c Human Resources HR-005 Classification and Compensation Studies / Surveys / Salary Surveys When No Longer Required When No Longer Required Mag, Ppr Department Preference; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-006 Deferred Compensation Carriers File (457) - Merrill Lynch, etc Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Department preference; GC §60200 Human Resources HR-007 Deferred Compensation Statements / Transactions / Balances - From Carriers (Binders) 7 years 7 years Mag, OD, Mfr, Ppr S / I Yes: After Annual Audit Department preference (Meets Municipal Government auditing Standards); GC §60201 et seq. Human Resources HR-008 District Benefit Contracts & Benefit Plans / Insurance Policies (Health, Dental, Deferred Compensation, Pension, etc.) Plan Termination + 1 year 1 year Plan Termination + 2 years Mag, Ppr EEOC / ADEA (Age) requires 1 year after benefit plan termination; State Law requires 2 years after action; 9 CFR 1627.3(b)(2); 29 USC 1027; 11 CCR 560; 28 CCR 1300.85.1; GC §60201 Human Resources HR-009 DMV Pull Notices (Class A & B Only)3 years 3 years Mag, Ppr District preference (DMV record that the District considers a non- record used for reference); DMV audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §60201 Human Resources HR-010 DMV Pull Notices (Class C Only)When Superseded When Superseded Mag, Ppr District preference (DMV record that the District considers a non- record used for reference) GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-011 Drug and Alcohol Testing / D.O.T files (ALL Files - Random, Post- Accident & Reasonable Suspicion Tests, refusals, annual summaries, etc.) 5 years 5 years Mag, Ppr Department preference; D.O.T. Requires 5 years for positive tests, refusals, annual summaries, etc, 1 year for negative tests; EEOC / FLSA / ADEA (Age) requires 3 years physical examinations; State Law requires 2 years; 229 CFR 1627.3(b)(1)(v), GC §§12946, 60201, 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq. 49 CFR 653.71 Human Resources HR-012 EEO-4 Reports and records required to generate EEO-4 report (Self- Identification Form, etc.) 1 year 2 years 3 years Mag, Ppr 29 CFR 1602.30 Human Resources HR-013 General Manager Contracts P P Mag, Mfr, OD, Ppr S No Department preference; GC §60201 Human Resources HR-014 Grievances Separation + 1 year 5 years Separation + 6 years Mag, Ppr Department Preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 229 CFR 1602.31 & 1627.3(b)(1);, GC §§12946, 12960, 60201; 29 USC 1113, LC 1174 Human Resources HR-015 Human Resources Database / ERP Database Indefinite Indefinite Yes Mag, Ppr Data Fields / Records are interrelated; GC §60201 Human Resources HR-016 I-9s Separation + 3 years Separation + 3 years Mag, Ppr 8 CFR 274a.2; 29 CFR 1627.3(b)(i); GC §§12946, 34090; INA 274A(b)(3); INS Rule 274a.1(b)(2) Human Resources HR-017 Job Descriptions Superseded + 1 years 2 years Superseded + 3 years Yes: Before Superseded Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-018 Labor Negotiations 10 years 10 years Mag, Ppr Department preference; §60200 et seq. Human Resources HR-019 Lawsuits / Litigation (Employee- Related) Final Resolution 5 years Final Resolution + 5 years Yes: Until Resolution Mag, Ppr Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 945.6, 60201(d)(4) Human Resources HR-020 Local Government Compensation Report 2 years 3 years 5 years Mag, Ppr District Preference; Meets auditing standards; GC §60201 Human Resources HR-021 Loss Runs - State Fund, Workers Compensation, etc.2 years 3 years 5 years Mag, Ppr Department Preference (actuary wants 10 years of data); GC §60201 et seq. Human Resources HR-022 Personnel Files - Medical File (Includes pre-employment physicals, hazmat exposure records, hearing tests, pulmonary tests, Class A&B medicals, medical leaves, Respiratory Fit Tests, Workers Compensation Claims, etc.) Separation + 1 year 29 years Separation + 30 years Yes: Until Separation Mag, Mfr, OD, Ppr S / I Yes: After QC Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 29 CFR 1910.1020(d)(1)(i), GC §§12946, 60201 Human Resources HR-023 Personnel Files - Official Personnel file (Includes Application, Awards, Backgrounds, Benefit Enrollments, DMV Reports, Disciplinary Actions, Employee Action Form. Certifications, Commendations, Disaster Service Workers Oaths, Evaluations, Licenses, Personnel Action Forms, Policy acknowledgements, W-4, etc. - Excludes Medical Records) Separation + 1 year 5 years Separation + 6 years Yes: Until Separation Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(ii); GC §§12946, 60201; 29 USC 1113; GC §3105 Human Resources HR-024 Unemployment Claims Final Resolution 5 years Final Resolution + 5 years Yes: Until Resolution Mag, Ppr Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 945.6, 60201(d)(4) EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Information Technology IT-001 Backups - Daily When No Longer Required When No Longer Required Yes Mag. Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; GC §60200 et seq. Information Technology IT-002 Backups - Weekly or Monthly When No Longer Required When No Longer Required Yes Mag. Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; stored off-site; GC §60200 et seq. Information Technology IT-003 Network Configuration Maps & Plans When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S/ I Yes: After QC Preliminary documents not retained in the ordinary course of business; GC §60201 et seq. Information Technology IT-004 Projects, Strategic Plans, etc. When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S/ I Yes: After QC Preliminary documents not retained in the ordinary course of business; GC §60201 et seq. Information Technology IT-005 Software Licenses, Warrantees, Installation Media When No Longer Used When No Longer Used Mag, Mfr, OD, Ppr S/ I Yes: After QC Department preference; GC §60201 et seq. Information Technology IT-006 Video - Employee Areas (cashier operations, etc.)1 year 1 year Mag Records regular and ongoing operations; GC §§53160, 60201 et seq. Information Technology IT-007 Video - Public Areas (entrance, hallways, lobby, parking lots, etc.) When No Longer Required When No Longer Required Mag Does not record regular and ongoing operations; GC §§53160, 60201 et seq. Information Technology IT-008 WORM / DVD-r / CD-r / Blue Ray-R or other unalterable media that does not permit additions, deletions, or changes P P OD For legal compliance for Trustworthy Electronic Records (when the electronic record serves as the official record); GC 60200, 12168.7, EVC 1550, CCR 22620 et seq. EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: OPERATIONS Page OPS-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). FLEET Operations / Fleet OP-001 AQMD Monitoring 5 years 5 years Mag, Ppr Department Preference; 40 CFR 70.6; GC §60201 Operations / Fleet OP-002 AQMD Permit Superseded + 5 years Superseded + 5 years Mag, Ppr Department preference; 40 CFR 70.6; GC §60201 Operations / Fleet OP-003 Bit Inspection (CHP Commercial Vehicle Inspection) Life of the Vehicle + 2 years Life of the Vehicle + 2 years Mag, Ppr 49 CFR 396.11 et seq.; GC §60201 Operations / Fleet OP-004 Pre-Starts / Safety Checks / Commercial Vehicle Prestarts and Forklift Inspections 3 months 3 months Mag, Ppr Department preference (not a motor carrier); If a motor carrier, required for 3 and 14 months; 13 CCR 1234(e); 49 CFR 396.11 et seq.; 49 CFR 396.21(b)(1); GC §60201 Operations / Fleet OP-005 Smog Check Inspection Certificate Current + 1 Previous Current + 1 Previous Mag, Ppr Department preference; GC §60201 Operations / Fleet OP-006 Vehicle & Equipment Database Indefinite Indefinite Mag Data is interrelated; GC §60201 Operations / Fleet OP-007 Vehicle and Equipment Folders: Includes Maintenance History, Inspections, etc. Disposal of Vehicle or Equipment + 1 year Disposal of Vehicle or Equipment + 1 year Mag, Ppr Department Preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. seq., 13 CCR 1234(f); GC §60201 MAINTENANCE / FACILITIES EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 10/11/2016 Ver. 4.0 RECORDS RETENTION SCHEDULE: OPERATIONS Page OPS-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Operations / Maint. & Facilities OP-008 AQMD Monitoring 5 years 5 years Mag, Ppr Department Preference; 40 CFR 70.6; GC §60201 Operations / Maint. & Facilities OP-009 Business Plans - Hazardous Materials Inventory / Disclosures 5 years 5 years Mag, Ppr Department Preference (this is performed annually); GC §60201 Operations / Maint. & Facilities OP-010 Computerized Maintenance Management Software - All Information Entered in CMMS Database When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts (the database is the original); GC §60201 Operations / Maint. & Facilities OP-011 Computerized Maintenance Management Software - CMMS DATABASE (Computerized Work Management System) Indefinite Indefinite Mag Data is interrelated; GC §60201 Operations / Maint. & Facilities OP-012 Computerized Maintenance Management Software - NOT entered in CMMS Database (or partial information entered into CWMS Database 2 years Minimum 3 years Minimum 5 years Mag, Ppr District Preference - Clean Water Act Actions can go back 5 years; CCP §§338 et seq., 340 et seq., 342, GC §§945.6, GC §60201 Operations / Maint. & Facilities OP-013 Confined Space Entries / Hot Work Permits (Permitted entries into confined spaces such as sewers and storm drains in order to comply with regulations) 2 years 2 years Mag, Ppr 8 CCR 5157(c)(6); GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 10/11/2016 Ver. 4.0 RECORDS RETENTION SCHEDULE: OPERATIONS Page OPS-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Operations / Production / Water Dist and Maint. & Facilities OP-014 MSDS / SDS Masters (Material Safety Data Sheets / Safety Data Sheets) / Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) Superseded + 2 years 28 years Superseded + 30 years Mag, Mfr, OD, Ppr S Yes: When Inactive Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 910.1020(d)(1)(ii)(B), GC §60201 Operations / Maint. & Facilities OP-015 Underground Service Alerts (USA's) 3 years 3 years Mag, Ppr Required for 3 years; GC §§4216.2(d) & 4216.3(d), 60201 PRODUCTION / WATER DISTRIBUTION (DRINKING WATER / POTABLE WATER) Operations / Production / Water Dist. OP-016 Cathodic Testing 7 years 7 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §60201 et seq. Operations / Production / Water Dist. OP-017 Corrosion Control / Cathodic Protection 2 years P P Yes: Before Superseded Mag, Mfr, OD, Ppr S / I No Department Preference; GC §60201 Operations / Production / Water Dist. OP-018 Daily Log Sheets (Treatment Plant)2 years 2 years Mag, Ppr Department preference; Meets California Department of Health requirements; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 10/11/2016 Ver. 4.0 RECORDS RETENTION SCHEDULE: OPERATIONS Page OPS-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Operations / Production / Water Dist. OP-019 Facility Tests / Meter Tests (Not in Work Order System)10 years 10 years Mag, Ppr Department Preference (5 years is required in State and Federal law for any complaints); 40 CFR 122.41(j)(2) & 40 CFR 141.33(b); 22 CCR 64470 Operations / Production / Water Dist. OP-020 Flow Meter Reading 5 years 5 years Mag, Ppr Department preference; GC §60201 Operations / Production / Water Dist. OP-021 Hazardous Waste Manifests / Disposal 5 years P P Yes: Before Resolution Mag, Mfr, OD, Ppr S Yes: After QC'd Department preference (District has "cradle to grave" liability); only 3 years is mandated; 22 CCR 66262.40; GC §60201 Operations / Production / Water Dist. OP-022 Manuals: Operations & Maintenance / Project Manuals (O&M Manuals) Life of the Building or Equipment Life of the Building or Equipment Yes: Until Superseded Mag, Ppr Department preference; Maintain copies as long as the infrastructure is in the field ; GC §60201 Operations / Production / Water Dist. OP-023 Meter Changes / Pump Meter Changes (Spreadsheet)Indefinite Indefinite Mag, Mfr, OD, Ppr S/I Yes: After QC'd Department Preference; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 10/11/2016 Ver. 4.0 RECORDS RETENTION SCHEDULE: OPERATIONS Page OPS-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Operations / Production / Water Dist and Maint. & Facilities OP-024 MSDS / SDS Masters (Material Safety Data Sheets / Safety Data Sheets) / Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) Superseded + 2 years 28 years Superseded + 30 years Mag, Mfr, OD, Ppr S Yes: When Inactive Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 910.1020(d)(1)(ii)(B), GC §60201 Operations / Production / Water Dist. OP-025 Pump Pressure Tests / Leak Detection (If not in Work Order System) 5 years 5 years Mag, Ppr Department preference; GC §60201 Operations / Production / Water Dist. OP-026 Reservoir Maintenance / Tank Maintenance (includes dive and tank inspection reports, other inspection reports, etc.) 2 years Life of Tank Life of Tank Mag, Mfr, OD, Ppr S/I Yes: After QC'd Infrastructure; GC §60201 Operations / Production / Water Dist. OP-027 SCADA Alarm & Status Printouts / Charts When No Longer Required When No Longer Required Mag, Ppr Database is original, printouts are drafts / copies. Data is interrelated; system qualifies as a "trusted system"; GC §§60200, 12168.7 Operations / Production / Water Dist. OP-028 SCADA Database (Supervisory Control and Data Acquisition)Indefinite Indefinite Yes Mag, Ppr Department preference; Data is interrelated; system qualifies as a "trusted system"; GC §§60201, 12168.7 WASTEWATER EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 10/11/2016 Ver. 4.0 RECORDS RETENTION SCHEDULE: OPERATIONS Page OPS-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Operations / Wastewater OP-029 CCTV Inspection Tapes / Video Inspections / Video Tapes or Digital Recordings - Maintenance / Assessment 5 years 5 years Mag, Ppr Department preference; GC §60201 Operations / Wastewater OP-030 Diaries, Daily Route Records - Wastewater 2 years 3 years 5 years Mag, Ppr Department preference; GC §60201 Operations / Wastewater OP-031 FOG Reports (Fat, Oil & Grease) / Pre-treatment - Interceptors, Clarifiers, Inspections 5 years 5 years Mag, Ppr Department Preference (3 years is required; 40 CFR 403.12; GC §60201 et seq. Operations / Wastewater OP-032 Lift Station Log Sheets 5 years 5 years Mag, Ppr Department Preference; GC §60201 Operations / Wastewater OP-033 Pre-Treatment Monitoring / Industrial Waste 3 years 3 years Mag, Ppr NPDES Monitoring records required for 3 years in Federal law; 40 CFR §§122.21, 122.41 Operations / Wastewater OP-034 Pre-Treatment Permits / Connection Permits While Active P P Yes Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §60201 et seq. Operations / Wastewater OP-035 Sanitary Sewer Overflows (SSOs)5 years 5 years Yes: Before Resolution Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; plans must be updated every 5 years, audits are required every 2 years; SWRCB Order 2006-03; 40 CFR 122.41(j)(2); GC §60201 Operations / Wastewater OP-036 Sewer Line Cleaning Record / Hot Spots / Siphon and Flume Cleaning Record 5 years 5 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 10/11/2016 Ver. 4.0 RECORDS RETENTION SCHEDULE: OPERATIONS Page OPS-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Operations / Wastewater OP-037 Sewer System Management Plans (SSMP) and Audits 5 years 5 years Mag, Ppr Department preference; plans must be updated every 5 years, audits are required every 2 years; SWRCB Order 2006-03; 40 CFR 122.41(j)(2); GC §60201 Operations / Wastewater OP-038 Wastewater - Monthly Report to RWQCB 5 years 5 years Mag, Ppr Department preference; NPDES Monitoring records required for 3 years in Federal law; 40 CFR §§122.21, 122.41 WATER QUALITY Operations / Water Quality OP-039 Backflow Testing / Cross Connection 5 years 5 years Mag, Ppr Department Preference; Meets California Department of Health requirements; GC §60201; 17 CCR 7605(f) Operations / Wastewater OP-040 Chains of Custody / Water Analysis & Sampling: Wastewater 2 years 10 years 12 years Mag, Ppr Department preference; NPDES Monitoring records required for 3 years in Federal law; 40 CFR §§122.21, 122.41 Operations / Water Quality OP-041 Chains of Custody / Potable Water Analysis & Sampling: ALL 2 years 10 years 12 years Mag, Ppr Department Preference; Lead and Copper are required for 12 years or 2 compliance cycles (compliance cycle is 3 years); 40 CFR 141.33(a) and (b)(1); 22 CCR §64470; 22 CCR 64400.20; 22 CCR 64690.80 Operations / Water Quality OP-042 Customer Concerns:/ Customer Complaints: Odor / Taste / Visual Complaints 5 years 5 years Mag, Ppr 5 years is required in State and Federal law for any complaints; 40 CFR 122.41(j)(2) & 40 CFR 141.33(b); 22 CCR 64470 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 10/11/2016 Ver. 4.0 RECORDS RETENTION SCHEDULE: OPERATIONS Page OPS-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Operations / Water Quality OP-043 Regulatory Agency Reports / Compliance Reports - Monthly and Quarterly Reports 10 years 10 years Mag, Ppr Department preference; Hazmat discharge records are required for 3-5 years; 40 CFR 122.411(j)(2) EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 10/11/2016 Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC AFFAIRS Page PA-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Public Affairs PA-001 Annual Water Quality Report / Consumer Confidence Report P P Mag, Mfr, OD, Ppr S / I No Department preference; State law requires 12 years, federal 10 years; 40 CFR 141.33(a); 22 CCR §64470 Public Affairs PA-002 Disaster Preparedness Plans When Superseded When Superseded Mag, Ppr Department preference; GC §60201 Public Affairs PA-003 Displays & Exhibits When No Longer Required When No Longer Required Mag, Ppr Non-records; GC §60201 et seq. Public Affairs PA-004 Emergency Exercises / Drills / After Action Reports 5 years 5 years Mag, Mfr, OD, Ppr S/I Yes: After QC'd Department preference; GC §60201 Public Affairs PA-005 Facility Rental Applications & Insurance Certificates 2 years 2 years Mag, Mfr, OD, Ppr S/I Yes: After QC'd Department preference; GC §60201 Public Affairs PA-006 Press Releases When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Mfr, OD, Ppr S/I Yes: After QC'd Department preference; GC §60201 Public Affairs PA-007 Projects, Outreach, Special Events, Tours, Water Education Programs, Publications: Brochures, Programs, Annual Reports (Published by the District) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Mfr, OD, Ppr S/I Yes: After QC'd Department preference; GC §60201 Public Affairs PA-008 Prop. 218 Mailing Lists 2 years 2 years Mag, Mfr, OD, Ppr S/I Yes: After QC'd GC §53753(e)(2) Public Affairs PA-009 Prop. 218 Notices P P Mag, Mfr, OD, Ppr S/I Yes: After QC'd Department preference; GC §60201; GC §53753(e)(2) Public Affairs PA-010 Prop. 218 Undeliverable Notices 90 days 90 days Ppr Department Preference; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC AFFAIRS Page PA-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Public Affairs PA-011 Two-Way Radio Licensing and Information Expiration + 2 years Expiration + 2 years Yes: Until Expired Mag, Mfr, OD, Ppr S/I Yes: After QC'd Covers statute of limitations for written contracts (4 years); Statewide guidelines propose Permanent; CCP § 337 et. Seq.; GC § 60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: SAFETY & RISK MANAGEMENT Page S&RM-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). RISK MANAGEMENT Risk Manage.S&RM-001 Accident / Incident Reports - Public - That Doesn't Result in a Claim Final Resolution 5 years Final Resolution + 5 years Yes: Until Resolution Mag, Ppr Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 945.6, 60201(d)(4) Risk Manage.S&RM-002 Claims Final Resolution 5 years Final Resolution + 5 years Yes: Until Resolution Mag, Ppr Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 945.6, 60201(d)(4) Risk Manage.S&RM-003 Insurance Policies - General Liability, etc. Expiration + 2 years P P Yes Mag, Ppr Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 945.6, 60201(d)(4) Risk Manage.S&RM-004 Insurance Policies - Property, Fire, Theft, etc. Expiration + 2 years Expiration + 2 years Yes: Until Expired Mag, Ppr Department Preference; GC §60201 Risk Manage.S&RM-005 Insurance Policies - Workers Compensation Insurance Policy / Plan Policy Termination + 10 years Policy Termination + 10 years Yes: Before Expiration Mag, Ppr Department preference to be consistent with District-wide standards; EEOC / ADEA (Age) requires 1 year after benefit plan termination; State Law requires 2 years after action; 29 CFR 1627.3(b)(2); GC §§12946, 60201 Risk Manage.S&RM-006 Lawsuits / Litigation (Not Employee Related) Final Resolution 5 years Final Resolution + 5 years Yes: Until Resolution Mag, Ppr Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 945.6, 60201(d)(4) EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: SAFETY & RISK MANAGEMENT Page S&RM-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Risk Manage.S&RM-007 Vulnerability Assessment When Superseded - Minimum 2 years When Superseded - Minimum 2 years Mag, Ppr Confidential; GC §60201 SAFETY Safety S&RM-008 Cal-OSHA Inspections & Citations 5 years 5 years Mag, Ppr Department Preference; Calif. Labor Division is required to keep their records 7 years; OSHA requires 5 years; State law requires 2 years; 8 CCR 14300.33(a); 29 CFR 1904.33, 29 CFR 1904.44; GC §60201 et seq.; LC §6429c Safety S&RM-009 Illness and Injury Prevention Program Minimum of Superseded + 2 years Minimum of Superseded + 2 years Mag, Ppr Consistent with District-wide standards; GC §60201 Safety S&RM-010 Safety Committee / Safety Steering Committee 5 years 5 years Mag, Ppr Department preference; 8 CCR §3203 et seq.; GC §60201 et seq. Safety S&RM-011 Safety Inspections 5 years 5 years Mag, Ppr Department Preference; Calif. Labor Division is required to keep their records 7 years; OSHA requires 5 years; State law requires 2 years; 8 CCR 14300.33(a); 29 CFR 1904.33, 29 CFR 1904.44; GC §60201 et seq.; LC §6429c EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: B O AR D AGE N D A S TAF F R E P ORT Agenda Item #5. Meeting Date: Marc h 27, 2019 Dis c ussion Item To: G o verning Board Memb ers F rom: G eneral Manager/C EO Subject: C ons id er Email and Ins tant Mes s aging Ac c ep table Us e P o licy R E C O MME N D AT IO N: S taff rec ommend s that the Board o f Directo rs review and appro ve the attached Email and Instant Messaging Ac ceptable Us e P olicy. B AC KGR O UN D / AN ALYS IS : Email and Ins tant Messaging (I M) are the two primary forms of d igital c o mmunic ations us ed b y Dis tric t staff. C o mmunic ating is es s ential to c ond uc t d ay-to-day operations and comes with inherent ris ks . T he attached polic y is intended to ens ure the und erstanding of email and I M limitations while ad dressing potential sec urity concerns . T he s c o p e o f the po licy applies to all Dis tric t s taff, all email ac c o unt ho lders, and tho s e wo rking on behalf of the Dis tric t. Inap p ro p riate us e of the Dis trict’s email o r I M s ystems c o uld lead to the d is tribution of s ens itive info rmation, d amage to the Dis tric t’s reputation, and disrup t busines s o peratio ns . Due to the high impac t o f p o tential cons eq uenc es , s taff s ought guid ance from information technology cons ultants and the Munic ip al Informatio n S ystems As s o ciatio n of C alifo rnia, and reviewed po licies from other agencies in d eveloping a polic y for the C o mmittee’s cons id eratio n. AG E N C Y G O ALS AN D OB J E C T IVE S : G o al and O bjec tives I I - Maintain a C ommitment to S us tainab ility, Transparenc y, and Ac c o untability b ) Utilize Effective C ommunic atio n Method s R E VIE W B Y O T HE R S : T his agenda item has been reviewed b y the Ad ministration, F inance, and Informatio n Technology Dep artments ; Executive Management, the F inance and Human R es o urces C o mmittee, and Legal C o unsel. R ecommended b y: Jo hn Mura G eneral Manager/C EO R espec tfully sub mitted: R obert P eng Informatio n Technology Manager F IS C AL IMPAC T T here is no fis cal impac t as s o c iated with this agend a item. ATTACH M E N TS: Description Type Email and Instant M e ssaging Acc e ptable Use P olicy Backup Material EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Email and Instant Messaging Acceptable Use Policy Original Approval Date: March 27, 2019 Last Revised: Policy No: 6.11 Page 1 of 4 Purpose Email is a critical mechanism for business communications at the District. Use of the District’s electronic mail systems and services must be used with respect and in accordance with the policies of the District. Instant Messaging (IM) is currently being used by the District as a form of real-time communication with individuals inside the District. IM technology is meant for the purpose of enhancing employee productivity while conducting business. IM carries some security risks that must be addressed. The purpose of this policy is to establish guidelines for the use of these communications’ methods, to safeguard sensitive information and data, and to maintain the public trust and confidence in the District’s operations. Scope This policy applies to all email and IM systems used at the District’s headquarters, District offices, and remote locations. This policy applies to all email account holders, District employees, and those granted temporary access while working on behalf of the District. Policy A. Email access at the District is controlled through individual accounts and passwords. Each user of the District’s email and IM systems are required to read and sign a copy of this policy prior to receiving an email access account and password. It is the responsibility of the employee to protect the confidentiality of their account and password information in accordance with the Password Policy. B. All employees of the District will receive an email account. Email accounts will be granted to those working on behalf of the District on a case-by-case basis. Access will be terminated when the employee or third party terminates their association with the District, unless other arrangements are made. C. Email users are responsible for mailbox management, including organization and cleaning. EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Email and Instant Messaging Acceptable Use Policy Original Approval Date: March 27, 2019 Last Revised: Policy No: 6.11 Page 2 of 4 D. Email users are expected to remember that email sent from the District’s email accounts reflects on the District. Please comply with normal standards of professional courtesy and conduct as emails are subject to the public records request act. E. Email users must not automatically forward incoming emails to accounts outside the control of the District. F. The District email systems and services are not to be used for purposes that could be reasonably expected to strain storage or bandwidth (e.g. emailing large attachments instead of pointing to a location on a shared drive). G. Email and IM use at the District will comply with all applicable laws, all District policies, and all District contracts. Use in a manner that is not consistent with the mission of the District, misrepresents the District, or violates any District policy is prohibited. H. The following activities are deemed inappropriate uses of the District email and IM systems and services, and are strictly prohibited. Inappropriate use includes, but is not limited to: 1. Use for illegal or unlawful purposes, including copyright infringement, obscenity, libel, slander, fraud, defamation, plagiarism, harassment, intimidation, forgery, impersonation, and computer tampering (e.g. spreading of computer malware). 2. Viewing, copying, altering, or deletion of accounts or files belonging to the District or another individual without authorized permission. 3. Opening email attachments from unknown or unsigned sources. Attachments are the primary source of computer malware and should be treated with caution. 4. Sharing account passwords with another person, or attempting to obtain another person’s account password. 5. Excessive personal use of the District resources. 6. The District prohibits personal use of its email and IM systems and services for unsolicited mass mailings, non-District commercial activity, political campaigning, and dissemination of chain letters. EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Email and Instant Messaging Acceptable Use Policy Original Approval Date: March 27, 2019 Last Revised: Policy No: 6.11 Page 3 of 4 I. The email and IM systems and services used are owned by the District, and are therefore its property. This gives the District the right to monitor any and all email and IM traffic passing through its systems. This monitoring may include, but is not limited to, inadvertent reading by IT staff during the normal course of managing the email and IM systems, review by legal counsel, observation by management in cases of suspected abuse, or to monitor employee efficiency. J. Emails that are retained in electronic folders or in hard copy and are not intended for temporary purposes may be public records and should follow the District’s retention schedule in terms of how long the records may be kept pursuant to legal requirements. K. All incoming, sent, and deleted emails that are older than 90 days will be automatically deleted on a daily basis. Emails that serve a useful business purpose can be preserved by manually moving the email to a subfolder of the mailbox. L. Use extreme caution when communicating confidential or sensitive information via email or IM and these are not considered secure means of communication. Keep in mind that all email messages sent outside of the District become the property of the receiver. M. Any allegations of misuse should be promptly reported to the Human Resources Manager. If you receive an offensive email, do not forward, delete, or reply to the message. N. Only IM services approved by the Information Technology (IT) department may be installed and used on the District’s network. Free IM services commonly used within the consumer market (Facebook Messenger, AOL Messenger, etc.) are not approved or supported by the IT department. O. IM services are to be used for business communications and for the purpose of fulfilling job duties. Use of IM communications in this manner between the District employees is permitted and encouraged. It is expected that all employees will communicate professionally with colleagues, keeping in mind that foul language and slang terms are not allowed. P. Truly sensitive communications should be conducted through paper-based correspondences or in-person meetings. Employees are prohibited from sending EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Email and Instant Messaging Acceptable Use Policy Original Approval Date: March 27, 2019 Last Revised: Policy No: 6.11 Page 4 of 4 personal identifiable information such as credit card information, banking information, driver’s license numbers, social security numbers, and other sensitive information through the District’s email and IM systems. Non-Compliance Violations of this policy may result in disciplinary action up to and including termination. B O AR D AGE N D A S TAF F R E P ORT Agenda Item #6. Meeting Date: Marc h 27, 2019 Dis c ussion Item To: G o verning Board Memb ers F rom: G eneral Manager/C EO Subject: C ons id er Adoptio n of R es o lution 2019.02 - R eplac ing R eimb urs ement R es olutio n 2018.15 R E C O MME N D AT IO N: S taff is rec o mmending that the Bo ard of Direc tors (Board ) adopt R es o lutio n 2019.02. B AC KGR O UN D / AN ALYS IS : O n S eptemb er 19, 2018 the Board o f Direc tors ad o p ted R eimburs ement R esolutio n 2018.15 revising the Dis tric t’s declared intentio n to reimb urs e itself with tax exemp t financ ing borrowed from the S tate Water R es o urc es C o ntrol Board (S W R C B). T he stated amount o f anticipated s tate fund ing was $132 millio n cons is ting of $6 millio n in grants and $126 million in low-interes t loans. S inc e that date, s taff from EVW D, Balfo ur Beatty, and Anaergia have c ontinued to d is cus s treatment proc es s es , and the p o tential benefit o f b uild ing d iges ters vers us contrac ting fo r s ludge hauling. Diges ters will give the Dis tric t the capability to c o nvert s ludge generated at the S NR C into elec tric al energy, which can be us ed to buy d o wn p o wer c o s ts to run the plant. If the d iges ters are b uilt with exces s c ap ac ity, food was te from outs ide s o urc es c o uld be acc ep ted at the S NR C to produc e eno ugh energy to fully p o wer o p eratio ns at the S NR C and s ell exc es s power b ack to Ed ison’s grid at 12.7¢ per kilo watt ho ur – this is guaranteed by C alifo rnia S B 1122. F urther, fo o d was te haulers pay tip p ing fees when d is posing of their waste, which Anaergia es timates wo uld be up to 100,000 gallo ns per week at 8¢ or 9¢ per gallo n. Draft financ ial mo deling o f the p ro p o s ed digester c o mp o nent at the S NR C s hows that energy p ro d uc ed by the d igesters c ould buy d o wn c o sts /generate energy s ales revenue fo r approximately $3.5 millio n, and tip p ing fees fro m was te haulers fo r $1.6 millio n, annually. T hese revenues wo uld eas ily cover the inc remental annual d eb t s ervic e o f $1.3 million, and annual operating c os ts o f $2.9 million for the d iges ters, and res ult in a projec ted exc es s o f $900,000 that c o uld be us ed to b uild a replac ement res erve and facilitate rate s tabilization for S NR C cus tomers . T he request for an additional $25 millio n in loan funding, and related financial mo d els and p rojec tions will all be carefully reviewed by s taff at the S W R C B before b eing approved as part of the final budget for the S NR C , and it could res ult in s ome delays in the final budget ap p ro val. Ho wever, if diges ters are ever to bec o me a c o mp o nent o f the overall p lant it is important to s eek the ap p rovals no w rather than some p o int in the future when c o s ts would be higher and ad d ing the diges ters to the S N R C fo o tprint far mo re difficult. R ecommended b y: Jo hn Mura G eneral Manager/C EO R espec tfully sub mitted: Brian Tomp kins C hief F inancial O ffic er T he firs t s tep in the p ro c es s is to doc ument the District’s intent to inc ur an additio nal $25 million in lo an indebted nes s to pay for the diges ters . Ac cordingly, the attac hed R eimburs ement R es o lutio n 2019.02 revis es the total fund ing request from the S W R C B from $132 millio n to $157 million, includ ing a $6 millio n grant and up to $151 millio n in S R F lo an fund ing. AG E N C Y G O ALS AN D OB J E C T IVE S : G o al and O bjec tives I I - Maintain a C ommitment to S us tainab ility, Transparenc y, and Ac c o untability a) P rac tice Trans parent and Ac countab le F is cal Management c) P urs ue Alternative F unding S ources R E VIE W B Y O T HE R S : T his agenda item has been reviewed by the F inanc e Dep artment and Legal C ouns el. F IS C AL IMPAC T T he addition of digesters at the S N R C will increase the amount of low interest (1.8%) loan funding requested from the S tate Water R esources C ontrol B oard by $25 million to $151 million. D ebt service related to the incremental loan amount would be approximately $1,263,000. ATTACH M E N TS: Description Type Resolution 2019.02 Resolutio n Letter East Valley Water District Resolution 2019.02 Page 1 of 2 RESOLUTION NO. 2019.02 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE EAST VALLEY WATER DISTRICT REVISING RESOLUTION 2018.15 WHEREBY THE DISTRICT DECLARED ITS INTENTION TO REIMBURSE EXPENDITURES PAID PRIOR TO THE APPROVAL BY THE STATE WATER RESOURCES CONTROL BOARD OF A CLEAN WATER STATE REVOLVING FUND AND/OR WATER RECYCLING FUND FINANCIAL ASSISTANCE APPLICATION WHEREAS, East Valley Water District (the “District”) desires to finance the costs of certain Groundwater Replenishment Facilities (Project); and WHEREAS, the Project contemplates the design and construction of public facilities in the form of a wastewater treatment plant and associated and necessary pipelines and infrastructure (the “Project”), which will treat wastewater generated within the District’s service area. The Project will produce recycled water for groundwater recharge and other beneficial uses, which will benefit the San Bernardino Basin Area, which is consistent with the policies established by the State Water Resources Control Board Recycled Water Policy adopted in 2009, as well as article X, section 2 of the California Constitution and Water Code section 13576(k). The Project will be known as the Sterling Natural Resource Center; and WHEREAS, the Environmental Impact Report for the Project was certified and CEQA Findings of Fact, a Statement of Overriding Considerations and a Mitigation Monitoring and Reporting Program for the project were adopted by the District on March 23, 2016; and WHEREAS, the District desires and intends to finance the construction and/or reconstruction of the Project or portions of the Project with moneys ("Project Funds") provided by the State of California, acting by and through the State Water Resources Control Board (State Water Board); and WHEREAS, the State Water Board may fund the Project Funds with proceeds from the sale of obligations the interest upon which is excluded from gross income for federal income tax purposes (the "Obligations"), and WHEREAS, prior to the approval by the State Water Board of the Project Funds, the District has incurred certain capital expenditures (the "Expenditures") with respect to the Project from available moneys of the District for which the District will seek reimbursement; and WHEREAS, the District has determined that those moneys advanced prior to and after the date hereof to pay the Expenditures are available only for a temporary period and it is necessary to reimburse the District for the Expenditures from the proceeds of the Obligations; and WHEREAS, Resolution 2018.15 previously revised Resolution 2016.03 adopted on March 23, 2016. East Valley Water District Resolution 2019.02 Page 2 of 2 NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of East Valley Water District as follows: Section 1. The District hereby states its intention and reasonably expects to reimburse Expenditures paid prior to the issuance of the Obligations or the approval by the State Water Board of the Project Funds. Section 2. The reasonably expected maximum amount of the Project Construction Funds is $157,000,000, and the reasonably expected maximum principal amount of borrowed Project Construction Funds is $151,000,000. Section 3. Each District expenditure will be of a type properly chargeable to a capital account under general federal income tax principles. Section 4. This resolution is adopted as official intent of the District in order to comply with Treasury Regulation §1.150-2 and any other regulations of the Internal Revenue Service relating to the qualification for reimbursement of Project costs. Section 5. All the recitals in this Resolution are true and correct and this District so finds, determines and represents. ADOPTED this 27th day of March 2019. Ayes: Noes: Abstain: Absent: ___________________________________ Chris Carrillo Board President March 27, 2019 I HEREBY CERTIFY that the foregoing is a full, true and correct copy of Resolution 2019.02 adopted by the Board of Directors of East Valley Water District at its Regular Board Meeting held March 27, 2019. ATTEST: _____________________________________ John Mura Board Secretary R ecommended b y: Jo hn Mura G eneral Manager/C EO B O AR D AGE N D A S TAF F R E P ORT Agenda Item #7. Meeting Date: Marc h 27, 2019 Dis c ussion Item To: G o verning Board Memb ers F rom: G eneral Manager/C EO Subject: Approve the c anc ellatio n o f the May 8, 2019 regular b oard meeting R E C O MME N D AT IO N: S taff is rec o mmending that the Bo ard approve cancellation of the May 8, 2019 meeting. B AC KGR O UN D / AN ALYS IS : Eas t Valley Water Dis tric t’s regular board meetings oc c ur on the 2nd and 4th Wed nesday’s of eac h mo nth. S taff is recommending that the Bo ard of Direc tors ap p ro ve the cancellation o f the May 8, 2019 regular meeting, as a q uorum o f the b o ard will b e attending the Assoc iation o f C alifornia Water Agenc ies s tatewide annual c o nferenc e May 7-10. T he c anc ellatio n will no t imp ac t Dis tric t o p eratio ns and routine items will b e s c hed uled ac cordingly. AG E N C Y G O ALS AN D OB J E C T IVE S : G o al and O bjec tives I I - Maintain a C ommitment to S us tainab ility, Transparenc y, and Ac c o untability a) P rac tice Trans parent and Ac countab le F is cal Management F IS C AL IMPAC T T here is no fis cal impac t as s o c iated with this agend a item. B O AR D AG E N D A S TAF F R E P O RT Agenda Item #8. Meeting Date: Marc h 27, 2019 Disc ussion Item To: G overning Board Members F rom: G eneral Manager/C EO Subject: C S DA Board of Direc tors S upport R esolution 2019.04 R E C OMME N D AT ION: Approve R es o lutio n 2019.04 to s up p o rt p lacing in no minatio n R o nald C o ats as a member of the C alifornia S pec ial Districts As s ociation S outhern Network S eat B Board Elec tion. B AC KG R OUN D / AN ALYS IS: T he C alifo rnia S p ecial Dis tric ts Assoc iation (C S DA) was formed in 1969 to p ro mo te good governance and improved c o re loc al s ervic es thro ugh p ro fes s io nal d evelopment, advo cac y, and o ther services fo r all typ es of independent s p ecial dis tric ts. F o r over 40 years , C S DA has b een offering its members cost-efficient programs and rep res entation at the S tate C apito l with a membership o f o ver 1,000 o rganizations . C S DA provides educ ation and training, insuranc e programs, legal advic e, indus try-wide litigation and public relations s upport, legislative ad voc acy, and current info rmation crucial to a s p ecial d is tric t's management and operational effectivenes s . T he C S DA Board of Direc tors is made up o f memb ers fro m s ix geo graphical netwo rks, with eac h network having three s eats s erving s taggered 3-year terms . As the lead ers hip o f the o rganization, the Bo ard of Direc tors is res p o nsible for all polic y dec is io ns related to C S DA's member s ervic es , legis lative advocac y, educatio n and res ourc es . As p art o f the Dis trict's ongoing effo rts to increase regio nal p artners hips and participatio n, Direc tor R onald C oats has expressed interes t in s ubmitting the nec es s ary paperwo rk to b e no minated fo r C S DA's S outhern Network S eat B. T he no minatio n p ro cedure requires a res o lutio n o f sup p o rt fro m the memb er district and the C andidate Information S heet be s ubmitted by April 17, 2019. Nominees will rec eive a C and id ate's P ac ket, whic h includ es campaign guidelines fo r the Augus t 9, 2019 election. All selec ted Bo ard Members will b e intro d uc ed at the Annual C onferenc e in Anaheim, C alifornia in S eptember 2019. AG E N C Y G O ALS AN D O B J E C T IVE S : G oal and O bjectives I I I - Deliver P ublic S ervic e with P urpos e W hile Embracing C ontinuous G rowth (B) - S trengthen regional, state and national partners hips F IS C AL IMPAC T S ucc es s ful election to the C S DA Board will result in additional bus iness expens es . ATTAC H M EN TS: Description Type Resolution 2019.04 Resolution Letter CSD A Call for Nominations 2019 Backup Material East Valley Water District Resolution 2019.04 Page 1 of 2 RESOLUTION 2019.04 RESOLUTION OF THE BOARD OF DIRECTORS OF EAST VALLEY WATER DISTRICT PLACING IN NOMINATION RONALD COATS AS A MEMBER OF THE CALIFORNIA SPECIAL DISTRICTS ASSOCIATION BOARD OF DIRECTORS REPRESENTING SOUTHERN NETWORK SEAT B WHEREAS, being a member district of the California Special Districts Association (CSDA), the Board of Directors of East Valley Water District does encourage and support the participation of its members in CSDA affairs; and WHEREAS, Ronald Coats has served as President of East Valley Water District Board of Directors for the term from December 2015 to December 2017; and WHEREAS, Ronald Coats has served as Vice President of East Valley Water District Board of Directors for the term from October 2014 to the December 2015; and WHEREAS, Ronald Coats has indicated a desire to serve as a member of the CSDA Board for Southern Network Seat B; and NOW, THEREFORE, be it resolved by the Board of Directors of East Valley Water District that the Board of Directors of East Valley Water District does place its full and unreserved support in the nomination of Ronald Coats for the CSDA Board position representing Southern Network Seat B. ADOPTED this 27th day of March 2019. ROLL CALL: Ayes: Noes: Absent: Abstain: ______________________________ Chris Carrillo Board President East Valley Water District Resolution 2019.04 Page 2 of 2 March 27, 2019 I HEREBY CERTIFY that the foregoing is a full, true and correct copy of Resolution 2019.04 adopted by the Board of Directors of East Valley Water District at its Regular Meeting held March 27, 2019. ___________________________ John Mura Board Secretary