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HomeMy WebLinkAboutAgenda Packet - EVWD Board of Directors - 04/14/2021REGULAR BOARD MEETING Via TeleconferenceClosed Session Begins at 4:30 PMApril 14, 2021 - 5:30 PM Open Session31111 Greenspot Road, Highland, CA 92346 In an effort to prevent the spread of COVID-19 and in accordance with Governor Newsom's Executive Order N-25-20 and N-29-20, this meeting is being conducted via teleconference. There will be no public location for attending this meeting in person. Members of the public may listen and provide public comment telephonically. Anyone wishing to join the meeting may do so using the following information: DIAL: 1-209-425-5876 and enter CONFERENCE ID: 878 461 520# You may also join by clicking HERE to join the meeting via Microsoft Teams. AGENDA "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". CALL TO ORDER ROLL CALL OF BOARD MEMBERS PUBLIC COMMENTS Any person wishing to speak to the Board of Directors is asked to complete a Speaker Card and submit it to the District Clerk 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 California Brown Act, the Board of Directors is prohibited from discussing or taking action on any item not listed on the posted agenda. The matter will automatically be referred to staff for an appropriate response or action and may appear on the agenda at a future meeting. AGENDA - This agenda contains a brief general description of each item to be considered. Except as otherwise provided by law, no action shall be taken on any item not appearing on the following agenda unless the Board of Directors makes a determination that an emergency exists or that a need to take immediate action on the item came to the attention of the District subsequent to the posting of the agenda. 1.Approval of Agenda REC ESS IN TO C LO SED SESSIO N C L OSE D SE SSI O N 2.C O N FEREN C E WIT H REA L PRO PERT Y N EG O T IATO RS (Government Code Section 54956.8) Property: A PN: 1210-211-25 District Negotiators: J ohn Mura, General Manager/C EO Negotiating Parties: San Bernardino Valley Municipal Water District Under Negotiation: Price and Terms of Payment 3.C O N FEREN C E WIT H REA L PRO PERT Y N EG O T IATO RS (Government Code Section 54956.8) Property: A PN: 0279-212-08-0000 and 0279-212-09-0000 District Negotiators: J ohn Mura, General Manager/C EO Negotiating Parties: Chou Hui-Ling Under Negotiation: Price and Terms of Payment 4.C O N FEREN C E WIT H REA L PRO PERT Y N EG O T IATO RS (Government Code Section 54956.8) Property: A PN: 0279-201-24-0000 District Negotiators: J ohn Mura, General Manager/C EO Negotiating Parties: Southeastern C alifornia Conference of Seventh Day Adventist Under Negotiation: Price and Terms of Payment 5.C O N FEREN C E WIT H LEG A L C O UN SEL - PEN D IN G LIT IG AT IO N [Gov. C ode 54956.9 (a)] C onference with legal counsel, pending litigation EVWD v. Marilyn Rock C IVD S 2016838 5:30 P M RE C O N VE N E ME E T I N G PLED G E O F A LLEG IA N C E RO LL C A LL O F BO A RD MEMBERS A N N O UN C EMEN T O F C LO SED SESSIO N A C T IO N S IT EMS P U B L I C C O MME N T S 6.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 24, 2021 Regular Board Meeting Minutes b.March 4, 2021 Special Board Meeting Minutes c.Approve Directors' fees and expenses for March 2021 d.Financial Statements for February 2021 I N F ORMAT I O N AL I T E MS 7.Review Fraud Prevention and Detection Policy D I SC U SSI ON AN D P O SSI B L E AC T I O N I T E MS 8.C onsider Approval of Lillian Sewer Main Replacement Contract 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. 1 Minutes 02/24/2021 sma Draft pending approval EAST VALLEY WATER DISTRICT February 24, 2021 REGULAR BOARD MEETING VIA TELECONFERENCE MINUTES The Chairman of the Board called the meeting to order at 5:31 p.m. Vice Chairman Goodrich led the flag salute. 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 Antrim, Sr. Administrative Assistant LEGAL COUNSEL: Jean Cihigoyenetche GUEST(s): Members of the public PUBLIC COMMENTS Chairman Smith declared the public participation section of the meeting open at 5:32 p.m. There being no written or verbal comments, the public participation section was closed. APPROVAL OF AGENDA M/S/C (Morales-Goodrich) by unanimous roll call vote that the February 24, 2021 agenda be approved as submitted. APPROVE THE JANUARY 27, 2021 REGULAR BOARD MEETING MINUTES M/S/C (Carrillo-Goodrich) by unanimous roll call vote that the Board approve the January 27, 2021 regular board meeting minutes as submitted. 2 Minutes 02/24/2021 sma DISBURSEMENTS M/S/C (Carrillo-Goodrich) by unanimous roll call vote that the General Fund Disbursements #257185 through #257317 which were distributed during the period of January 1, 2021 through January 31, 2021, bank drafts, and ACH Payments in the amount of $3,784,274.03 and $366,896.03 for payroll and benefit contributions, totaling $4,151,170.06 be approved. CONSIDER APPROVAL OF SELF-GENERATION INCENTIVE PROGRAM (SGIP) DEPOSIT FOR THE STERLING NATURAL RESOURCE CENTER The Director of Engineering and Operations provided information regarding an application submitted by the District for $4,500,000 for the Self-Generation Incentive Program (SGIP) funding for Sterling Natural Resource Center energy generation system. He stated that if the application is approved, a reservation deposit is required in order to reserve the funding for the project. M/S/C (Coats-Goodrich) by unanimous roll call vote that the Board authorize the payment of a refundable deposit in the amount of $225,000 to reserve $4,500,000 of anticipated incentive funds for the Sterling Natural Resource Center energy generation system as submitted. SCHEDULE PUBLIC HEARING TO CONSIDER ADOPTING WATER AND WASTEWATER RATE INCREASES The Chief Financial Officer provided information regarding the Cost of Service Analysis (COSA) and a previously scheduled public hearing that was canceled due to Covid-19. He stated that staff began working with IB Consulting to broaden the scope of the 2019 wastewater COSA to include future operations at the Sterling Natural Resource Center. The Chief Financial Officer provided a brief update of the District’s current rates, cost of service analysis, debt service and proposed rate adjustments for water and wastewater. Mr. Habib Isaac, IB Consulting, provided a detailed presentation including but not limited to the following: the development of a 10-year financial plan, updated consumption analysis and financials, rate study components, financial planning, rate design, budget structure, cost of service analysis and proposed water and wastewater collection rates. M/S/C (Morales-Goodrich) by unanimous roll call vote that the Board schedule a public hearing for May 12, 2021 to consider the adoption of water and wastewater rates as submitted. BOARD OF DIRECTORS’ REPORTS Director Coats reported on the following: February 16 he participated in the San Bernardino Valley Municipal Water District Board meeting; February 22 he met with 3 Minutes 02/24/2021 sma consultant, Bill Kelly, to discuss the General Manager/CEO’s evaluation; and February 23 he discussed District business with the General Manager/CEO. Director Carrillo reported that on February 19 he discussed the agenda and District business with the General Manager/CEO. Director Morales reported on the following: February 11 he participated in the Association of California Water Agencies Board meeting where they revised personnel policies; February 12 he participated in the Association of California Water Agencies Region 9 meeting where they discussed upcoming elections and the nominating committee; February 18 he met with the General Manager/CEO for District and Sterling Natural Resource Center updates; February 19 he participated in the Association of California Water Agencies Region 9 meeting where they selected two board members by appointment; and February 23 he participated in the San Bernardino Board of Water Commissioners meeting. Vice Chairman Goodrich reported on the following: February 11 he participated in the Legislative & Public Outreach Committee meeting; February 18 he met with the General Manager/CEO to review the agenda; February 22 he met with consultant, Bill Kelly, to discuss the General Manager/CEO’s evaluation; and February 23 he discussed District business with the General Manager/CEO. Chairman Smith reported on the following: February 11 he participated in the Legislative & Public Outreach Committee meeting; February 18 he met with the General Manager/CEO to review the agenda; February 19 he participated in the East Valley Association of Realtors meeting where he provided an update on the Sterling Natural Resource Center; and February 23 he discussed District business with the General Manager/CEO. Information only. GENERAL MANAGER/CEO REPORT The General Manager/CEO stated that the District will be holding its first virtual conservation workshop on Facebook Live, February 27 at 10a.m. The General Manager/CEO thanked the public for their continued support during these trying times and for participating in the District’s teleconferencing meetings. He stated that meetings will continue to be held via teleconference until further notice. Information only. LEGAL COUNSEL REPORT No report at this time. 4 Minutes 02/24/2021 sma BOARD OF DIRECTORS’ COMMENTS Vice Chairman Goodrich made a comment from a ratepayer perspective; that he is pleased that the staff report states that rates are evaluated to be sure they are sufficient to maintain public services. Chairman Smith thanked everyone for attending the Board meeting. Information only. ADJOURN Chairman Smith adjourned the meeting at 6:28 p.m. ___________________________ David E. Smith, Board President __________________________ John Mura, Secretary Minutes: 03/04/21 sma Draft pending approval EAST VALLEY WATER DISTRICT March 4, 2021 SPECIAL BOARD MEETING VIA TELECONFERENCE MINUTES The Chairman of the Board called the meeting to order at 4:01 p.m. Director Coats led the flag salute. PRESENT: Directors: Carrillo, Coats, Goodrich, Morales, Smith ABSENT: Directors: None STAFF: John Mura, General Manager/CEO; Justine Hendricksen, District Clerk; Shayla Antrim, Sr. Administrative Assistant LEGAL COUNSEL: Jean Cihigoyenetche GUEST(s): None PUBLIC COMMENTS Chairman Coats declared the public participation section of the meeting open at 4:02 p.m. There being no written or verbal comments, the public participation section was closed. CLOSED SESSION The Board entered into Closed Session at 4:03 p.m. as provided in the Ralph M. Brown Act Government Code Sections 54956.8 to discuss the item listed on the agenda. ANNOUNCEMENT OF CLOSED SESSION ACTIONS The Board returned to open session at 4:37 p.m. The item listed on the agenda was discussed in closed session with the following action being taken: With respect to item #1 - No reportable action taken. ADJOURN The meeting adjourned at 4:38 p.m. ______________________________ David E. Smith, Chairman of the Board ____________________ John Mura, Secretary R ecommended b y: Jo hn Mura G eneral Manager/C EO R espec tfully sub mitted: Jus tine Hendric ksen District C lerk B O AR D AGE N D A S TAF F R E P ORT Agend a Item #6.c . Meeting Date: Ap ril 14, 2021 C ons ent Item To: G o verning Board Memb ers F rom: G eneral Manager/C EO Subject: Approve Directo rs ' fees and expens es for March 2021 R E C O MME N D AT IO N: S taff rec ommend s that the Bo ard ap p ro ve the G overning Bo ard Members' F ees and Expenses fo r Marc h 2021. B AC KGR O UN D / AN ALYS IS : T he Board has ins truc ted s taff to lis t all d irecto r fees and expenses as a s ep arate agenda item to s how full fis c al trans p arency. O nly after Board review and approval will the c o mp ens ation and expens es be paid. 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 Ad minis tratio n d ep artment. F IS C AL IMPAC T T he fis c al impac t as soc iated with this agenda item is $7,525.00 whic h is includ ed in the c urrent fis c al b udget. ATTACH M E N TS: Description Type Directors' Expense Reports M arch 2021 Backup Material Name: Month / Year:2021 Meeting No.Stipend Written Oral 1 3 /03 175 2 3 /04 175 3 3 /10 175 4 3 /19 175 5 3 /23 175 3 6 3 /24 175 7 3 /25 175 8 9 10 11 12 13 14 15 16 17 18 19 20 Meetings 0.56/mi No. 1 2 3 4 5 6 7 8 9 10 Subtotal TOTAL PAYMENT Date of Approval $0.00 Mileage Miscellaneous Reimbursement Description Meeting with General Manager/CEO or Designee Inland Action Meeting Regular Board Meeting Meeting with General Manager/CEO or Designee Expense Type $1,225.00 $0.00 Reimbursement Administration Signature I certify that the above is correct and accurate to the best of my knowledge. Chris Carrillo Date Meeting / Event Description Date City of San Bernardino Council Meeting Special Board Meeting Regular Board Meeting $1,225.00 Chris Carrillo March / 0.00 X ( 7 ) Report Provided Subtotal Meetings' Stipend Mileage DIRECTOR EXPENSE / REIMBURSEMENT ACTIVITY SHEET 1 Name: Month / Year:2021 1 2 3 4 5 Chris Carrillo March / As part of the District's commitment to transparency, please provide a brief description of any meeting/event(s) that you will not be providing a report during the Board meeting at which your Director's Expense Sheet is being approved. Meeting Date: Event Description: Attended City Council meeting remotely. 3 / 3 / 2021 City of San Bernardino Council Meeting Brief Description of Meeting/Event Value to EVWD Meeting Date:3 / 4 / 2021 Event Description:Special Board Meeting Brief Description of Meeting/Event Value to EVWD Meeting Date:3 / 10 / 2021 Event Description:Regular Board Meeting Attended virtual special board meeting. Brief Description of Meeting/Event Value to EVWD Attended regular board meeting remotely. Meeting Date:3 / 19 / 2021 Event Description:Meeting with General Manager/CEO or Designee Brief Description of Meeting/Event Value to EVWD Discussion with CEO Mura regarding district business and agenda review. Meeting Date:3 / 23 / 2021 Event Description:Inland Action Meeting Brief Description of Meeting/Event Value to EVWD Attended Inland Action weekly meeting via Zoom. DIRECTOR EXPENSE / REIMBURSEMENT ACTIVITY SHEET AB 1234 SUPPLEMENTAL REPORT FORM 2 Name: Month / Year:2021 6 7 8 9 10 Meeting Date:3 / 24 / 2021 Event Description:Regular Board Meeting Brief Description of Meeting/Event Value to EVWD Attended regular board meeting remotely. Meeting Date:3 / 25 / 2021 Event Description:Meeting with General Manager/CEO or Designee Brief Description of Meeting/Event Value to EVWD Dinner with CEO Mura to discuss district business. Meeting Date: Event Description: Brief Description of Meeting/Event Value to EVWD Meeting Date: Event Description: Brief Description of Meeting/Event Value to EVWD Meeting Date: Event Description: Brief Description of Meeting/Event Value to EVWD Chris Carrillo March / As part of the District's commitment to transparency, please provide a brief description of any meeting/event(s) that you will not be providing a report during the Board meeting at which your Director's Expense Sheet is being approved. DIRECTOR EXPENSE / REIMBURSEMENT ACTIVITY SHEET AB 1234 SUPPLEMENTAL REPORT FORM 3 Name: Month / Year:2021 Meeting No.Stipend Written Oral 1 3 /02 175 2 3 /04 175 3 3 /08 175 4 3 /10 0 5 3 /10 175 6 3 /15 175 7 3 /16 175 8 3 /22 175 9 3 /23 175 10 3 /24 175 11 12 13 14 15 16 17 18 19 20 Meetings 0.56/mi No. 1 2 3 4 5 6 7 8 9 10 Subtotal TOTAL PAYMENT Date of Approval $0.00 Mileage Miscellaneous Reimbursement Description Regular Board Meeting Meeting with General Manager/CEO or Designee Regular Board Meeting ASBCSD San Bernardino Valley MWD Engineering & Operations Committee Meeting Expense Type $1,575.00 $0.00 Reimbursement Administration Signature I certify that the above is correct and accurate to the best of my knowledge. Ronald L. Coats Date Meeting / Event Description Date San Bernardino Valley MWD Special Board Meeting ASBCSD Board meeting $1,575.00 Ronald L. Coats March / 0.00 X ( 9 ) Report Provided Subtotal Meetings' Stipend Mileage Meeting with General Manager/CEO or Designee DIRECTOR EXPENSE / REIMBURSEMENT ACTIVITY SHEET 1 Name: Month / Year:2021 1 2 3 4 5 Ronald L. Coats March / As part of the District's commitment to transparency, please provide a brief description of any meeting/event(s) that you will not be providing a report during the Board meeting at which your Director's Expense Sheet is being approved. Meeting Date: Event Description: They had a overview of the 1969 Santa Ana River and Wester San Bernardino Judgments; a summary of the annual maintenance program findings and work completed on some of their facilities; passed a resolution supporting Melody McDonald to ACWA JPIA Executive Committee 3 / 2 / 2021 San Bernardino Valley MWD Brief Description of Meeting/Event Value to EVWD Meeting Date:3 / 4 / 2021 Event Description:Special Board Meeting Brief Description of Meeting/Event Value to EVWD Meeting Date:3 / 8 / 2021 Event Description:ASBCSD Board meeting Special closeed session meeting with no reportable action Brief Description of Meeting/Event Value to EVWD Attended a meeting of our board to discuss association business and upcoming meeting on March 15 Meeting Date:3 / 10 / 2021 Event Description:Meeting with General Manager/CEO or Designee Brief Description of Meeting/Event Value to EVWD Had a telephone meeting with John Mura to discuss tonight's agenda and district business Meeting Date:3 / 10 / 2021 Event Description:Regular Board Meeting Brief Description of Meeting/Event Value to EVWD See official board meeting minutes DIRECTOR EXPENSE / REIMBURSEMENT ACTIVITY SHEET AB 1234 SUPPLEMENTAL REPORT FORM 2 Name: Month / Year:2021 6 7 8 9 10 Meeting Date:3 / 15 / 2021 Event Description:ASBCSD Brief Description of Meeting/Event Value to EVWD IEUA was the host agency and our guest speaker was Joone Lopez who spoke on Diversity, Equity and Inclusion: A Business Value Proposition for Public Agencies. We had more than 50 people attend Meeting Date:3 / 16 / 2021 Event Description:San Bernardino Valley MWD Brief Description of Meeting/Event Value to EVWD They had a presentation on a pilot project at the enhanced recharge project area testing on long-term effectiveness for habitat enhancement treatments; They approved agreement with City of Rialto lease of capacity in the Brine Line; and agreement with Tesla for participation in SGIP program for battery backup power Meeting Date:3 / 22 / 2021 Event Description:Engineering & Operations Committee Meeting Brief Description of Meeting/Event Value to EVWD We received engineering and operations updates on SNRC, Elm Street water main replacement and Development updates. Also had report on suggested sewer main replacement on Lillian Lane. Meeting Date:3 / 23 / 2021 Event Description:Meeting with General Manager/CEO or Designee Brief Description of Meeting/Event Value to EVWD We received engineering and operations updates on SNRC, Elm Street water main replacement and Development updates. Also had report on suggested sewer main replacement on Lillian Lane. Meeting Date:3 / 24 / 2021 Event Description:Regular Board Meeting Brief Description of Meeting/Event Value to EVWD See official board meeting minutes Ronald L. Coats March / As part of the District's commitment to transparency, please provide a brief description of any meeting/event(s) that you will not be providing a report during the Board meeting at which your Director's Expense Sheet is being approved. DIRECTOR EXPENSE / REIMBURSEMENT ACTIVITY SHEET AB 1234 SUPPLEMENTAL REPORT FORM 3 Name: Month / Year:2021 Meeting No.Stipend Written Oral 1 3 /03 0 2 3 /03 175 3 3 /04 0 4 3 /04 175 5 3 /09 175 6 3 /10 175 7 3 /15 175 8 3 /16 175 9 3 /17 175 10 3 /23 175 11 3 /24 175 12 13 14 15 16 17 18 19 20 Meetings 0.56/mi No. 1 2 3 4 5 6 7 8 9 10 Subtotal TOTAL PAYMENT Date of Approval $0.00 Mileage Miscellaneous Reimbursement Description Chamber of Commerce Event Regular Board Meeting Leg. Day Sacramento meetings Finance & Human Resources Committee Meeting Regular Board Meeting ASBCSD 2x2x2 recycled water meeting Expense Type $1,575.00 $0.00 Reimbursement Administration Signature I certify that the above is correct and accurate to the best of my knowledge. Phillip R. Goodrich Date Meeting / Event Description Date Agenda Review Meet with Leg. Consultants Special Board Meeting $1,575.00 Phillip R. Goodrich March / 0.00 X ( 9 ) Report Provided Subtotal Meetings' Stipend Mileage Agenda Review DIRECTOR EXPENSE / REIMBURSEMENT ACTIVITY SHEET 1 Name: Month / Year:2021 1 2 3 4 5 Phillip R. Goodrich March / As part of the District's commitment to transparency, please provide a brief description of any meeting/event(s) that you will not be providing a report during the Board meeting at which your Director's Expense Sheet is being approved. Meeting Date: Event Description: Meet with GM and Chairman for current agenda review 3 / 3 / 2021 Agenda Review Brief Description of Meeting/Event Value to EVWD Meeting Date:3 / 3 / 2021 Event Description:Meet with Leg. Consultants Brief Description of Meeting/Event Value to EVWD Meeting Date:3 / 4 / 2021 Event Description:Special Board Meeting Meet with GM,Chairman and Leg. Consultants in preparation for Leg. Day meetings Brief Description of Meeting/Event Value to EVWD Attend Special board meeting ref. to meeting mins. Meeting Date:3 / 4 / 2021 Event Description: Leg. Day Sacramento meetings Brief Description of Meeting/Event Value to EVWD Attend Leg. Day meetings with assembly members in Sacramento Meeting Date:3 / 9 / 2021 Event Description:Finance & Human Resources Committee Meeting Brief Description of Meeting/Event Value to EVWD Attend Finance , HR committee meeting updates on district investment policy DIRECTOR EXPENSE / REIMBURSEMENT ACTIVITY SHEET AB 1234 SUPPLEMENTAL REPORT FORM 2 Name: Month / Year:2021 6 7 8 9 10 Meeting Date:3 / 10 / 2021 Event Description:Regular Board Meeting Brief Description of Meeting/Event Value to EVWD Attend Reg board meetin Ref. to meeting Mins. Meeting Date:3 / 15 / 2021 Event Description:ASBCSD Brief Description of Meeting/Event Value to EVWD Monthly meeting of local chapter spl.Districts Meeting Date:3 / 16 / 2021 Event Description:2x2x2 recycled water meeting Brief Description of Meeting/Event Value to EVWD Attend 2x2x2 with Valley District and SB Municipal updated on regional recycled water efforts Meeting Date:3 / 17 / 2021 Event Description:Agenda Review Brief Description of Meeting/Event Value to EVWD With CEO and Chairman for review of current agenda along with Monthly meeting with GM Meeting Date:3 / 23 / 2021 Event Description:Chamber of Commerce Event Brief Description of Meeting/Event Value to EVWD Attend Monthly Chamber luncheon remotly Phillip R. Goodrich March / As part of the District's commitment to transparency, please provide a brief description of any meeting/event(s) that you will not be providing a report during the Board meeting at which your Director's Expense Sheet is being approved. DIRECTOR EXPENSE / REIMBURSEMENT ACTIVITY SHEET AB 1234 SUPPLEMENTAL REPORT FORM 3 Name: Month / Year:2021 11 12 13 14 15 Meeting Date:3 / 24 / 2021 Event Description:Regular Board Meeting Brief Description of Meeting/Event Value to EVWD Attend reg. board meeting Ref. mins Meeting Date: Event Description: Brief Description of Meeting/Event Value to EVWD Meeting Date: Event Description: Brief Description of Meeting/Event Value to EVWD Meeting Date: Event Description: Brief Description of Meeting/Event Value to EVWD Meeting Date: Event Description: Brief Description of Meeting/Event Value to EVWD Phillip R. Goodrich March / As part of the District's commitment to transparency, please provide a brief description of any meeting/event(s) that you will not be providing a report during the Board meeting at which your Director's Expense Sheet is being approved. DIRECTOR EXPENSE / REIMBURSEMENT ACTIVITY SHEET AB 1234 SUPPLEMENTAL REPORT FORM 4 Name: Month / Year:2021 Meeting No.Stipend Written Oral 1 3 /04 175 2 3 /09 0 3 3 /09 175 4 3 /10 175 5 3 /11 175 6 3 /12 175 7 3 /17 175 8 3 /22 175 9 3 /23 175 10 3 /24 175 11 3 /26 175 12 13 14 15 16 17 18 19 20 Meetings 0.56/mi No. 1 2 3 4 5 6 7 8 9 10 Subtotal TOTAL PAYMENT Date of Approval $0.00 Mileage Miscellaneous Reimbursement Description Regular Board Meeting ACWA Event Regular Board Meeting ACWA Event East Valley Association of Realtors LAFCO ACWA Event Expense Type $1,750.00 $0.00 Reimbursement Administration Signature I certify that the above is correct and accurate to the best of my knowledge. James Morales, Jr. Date Meeting / Event Description Date Special Board Meeting San Bernardino Board of Water Commissioners Finance & Human Resources Committee Meeting $1,750.00 James Morales, Jr.March / 0.00 X ( 10 ) Report Provided Subtotal Meetings' Stipend Mileage San Bernardino Board of Water Commissioners DIRECTOR EXPENSE / REIMBURSEMENT ACTIVITY SHEET 1 Name: Month / Year:2021 1 2 3 4 5 James Morales, Jr.March / As part of the District's commitment to transparency, please provide a brief description of any meeting/event(s) that you will not be providing a report during the Board meeting at which your Director's Expense Sheet is being approved. Meeting Date: Event Description: Please refer to public agenda. 3 / 4 / 2021 Special Board Meeting Brief Description of Meeting/Event Value to EVWD Meeting Date:3 / 9 / 2021 Event Description:San Bernardino Board of Water Commissioners Brief Description of Meeting/Event Value to EVWD Meeting Date:3 / 9 / 2021 Event Description:Finance & Human Resources Committee Meeting Upper Santa Ana River Plan update. Board report assignment. No charge, more than 10 meetings this period. Brief Description of Meeting/Event Value to EVWD Please refer to public agenda. Meeting Date:3 / 10 / 2021 Event Description:Regular Board Meeting Brief Description of Meeting/Event Value to EVWD Please refer to public agenda. Meeting Date:3 / 11 / 2021 Event Description:ACWA Event Brief Description of Meeting/Event Value to EVWD Statewide water legislative symposium. Updates on State mandates; low income rate assistance legislation; State and Federal Covid related threats and opportunities. DIRECTOR EXPENSE / REIMBURSEMENT ACTIVITY SHEET AB 1234 SUPPLEMENTAL REPORT FORM 2 Name: Month / Year:2021 6 7 8 9 10 Meeting Date:3 / 12 / 2021 Event Description:East Valley Association of Realtors Brief Description of Meeting/Event Value to EVWD District operations, SNRC and local legislative updates. Meeting Date:3 / 17 / 2021 Event Description:LAFCO Brief Description of Meeting/Event Value to EVWD Annual budget review. Implications for Special Districts who 1/3 fund LAFCO operations. Meeting Date:3 / 22 / 2021 Event Description:ACWA Event Brief Description of Meeting/Event Value to EVWD Region 9 Water education programming planning. Meeting Date:3 / 23 / 2021 Event Description:San Bernardino Board of Water Commissioners Brief Description of Meeting/Event Value to EVWD Policy revisions. EVWD vendor Tyler Technology contract for billing systems. Meeting Date:3 / 24 / 2021 Event Description:Regular Board Meeting Brief Description of Meeting/Event Value to EVWD Please refer to public agenda. James Morales, Jr.March / As part of the District's commitment to transparency, please provide a brief description of any meeting/event(s) that you will not be providing a report during the Board meeting at which your Director's Expense Sheet is being approved. DIRECTOR EXPENSE / REIMBURSEMENT ACTIVITY SHEET AB 1234 SUPPLEMENTAL REPORT FORM 3 Name: Month / Year:2021 11 12 13 14 15 Meeting Date:3 / 26 / 2021 Event Description:ACWA Event Brief Description of Meeting/Event Value to EVWD ACWA Executive and Statewide board meetings. Finance, Federal Affairs, State Legislative, Water Resilience Portfoliio, Infrastructure, Safe Drinking Water For All, Water Use Efficiency, Board Officers. Meeting Date: Event Description: Brief Description of Meeting/Event Value to EVWD Meeting Date: Event Description: Brief Description of Meeting/Event Value to EVWD Meeting Date: Event Description: Brief Description of Meeting/Event Value to EVWD Meeting Date: Event Description: Brief Description of Meeting/Event Value to EVWD James Morales, Jr.March / As part of the District's commitment to transparency, please provide a brief description of any meeting/event(s) that you will not be providing a report during the Board meeting at which your Director's Expense Sheet is being approved. DIRECTOR EXPENSE / REIMBURSEMENT ACTIVITY SHEET AB 1234 SUPPLEMENTAL REPORT FORM 4 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 #6.d . Meeting Date: Ap ril 14, 2021 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 2021 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, 2021. 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, 2021. 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 2021 Financial Statement Monthly Review Backup Material February 2021 Financial Statements Backup Material FINANCIAL STATEMENTS MONTHLY REVIEW MONTH ENDING FEBRUARY 28, 2021 page | 1 FINANCIAL STATEMENTS MONTHLY REVIEW MONTH ENDING FEBRUARY 28, 2021 page | 2 FINANCIAL STATEMENTS MONTHLY REVIEW MONTH ENDING FEBRUARY 28, 2021 page | 3 FINANCIAL STATEMENTS MONTHLY REVIEW MONTH ENDING FEBRUARY 28, 2021 page | 4 226,970 267,000 62,150 52,000 FINANCIAL STATEMENTS MONTHLY REVIEW MONTH ENDING FEBRUARY 28, 2021 page | 5 FINANCIAL STATEMENTS MONTHLY REVIEW MONTH ENDING FEBRUARY 28, 2021 page | 6 FINANCIAL STATEMENTS MONTHLY REVIEW MONTH ENDING FEBRUARY 28, 2021 page | 7 B O AR D AGE N D A S TAF F R E P ORT Agenda Item #7. Meeting Date: Ap ril 14, 2021 Dis c ussion Item To: G o verning Board Memb ers F rom: G eneral Manager/C EO Subject: R eview F raud P revention and Detec tion P olicy R E C O MME N D AT IO N: T his rep ort is p ro vided to the Bo ard of Direc tors fo r review and informatio n only. B AC KGR O UN D / AN ALYS IS : Ad o p ting s o und fisc al polic ies is a p rudent o b jec tive in the District’s end eavor to demo nstrate s teward s hip and acc o untab ility over res o urc es entrusted to the Dis trict’s management and staff by Dis tric t ratepayers. S ome p o licies es tab lis h guid elines fo r s taff, while o thers require d iligence b y all members o f the District, inc luding Board members . T he F raud P reventio n and Detectio n P olic y (P olicy) is an examp le o f a po licy req uiring d iligenc e by all members o f the District. T he purp ose o f this polic y is to communic ate the Dis trict’s intent to deter and inves tigate all s uspec ted fraudulent c onduct and disho nes ty by employees and others . T his p o lic y sets o ur s pec ific guidelines and res p o ns ibilities regard ing ap p ro p riate ac tio ns that mus t be followed fo r the inves tigation o f fraudulent cond uc t and o ther s imilar irregularities . T he need fo r Dis tric t-wid e c o nsc io us ness about the possibility o f fraud oc curring is very imp o rtant, and eac h year the District’s independ ent auditors are req uired to as k q ues tions ab o ut how the importance o f F raud P revention is c o mmunic ated at the District. P res entation o f the P olic y at this meeting is part o f that communicatio n effo rt. No c hanges to the P olic y are rec ommend ed and is pres ented for info rmational and d is cus sion purp o s es o nly. 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 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 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 Fraud P revention and Detection P olicy 7.5 Backup Material EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Fraud Prevention and Detection Policy Approval Date: September 25, 2013 Policy No: 7.5 Page 1 of 6 East Valley Water District (District) is committed to protecting its revenue, property, information, and other assets from any attempt, either by members of the public, contractors, vendors, agents, or its own employees, to gain by fraudulent conduct, financial or other benefits at the expense of District customers. District officials and employees must, at all time, comply with all applicable laws and regulations. The District shall not condone the activities of officials or employees who achieve results through the violation of the law or unethical business dealings. The District does not permit an activity that fails to stand the closest possible public scrutiny. Purpose The purpose of this policy is to communicate the District’s intent to deter and investigate all suspected fraudulent conduct and dishonesty by employees and others. This policy sets out specific guidelines and responsibilities regarding appropriate actions that must be followed for the investigation of fraudulent conduct and other similar irregularities. Definitions A. Fraud – The intentional false representation or concealment of material fact for the purpose of personal gain for oneself or others; or inducing another to act similarly. Fraud and other similar irregularities include, but are not limited to: 1. Claim for reimbursement of expenses that are not job-related or authorized by current Policy. 2. Forgery or unauthorized alteration of documents (checks, promissory notes, time sheets, independent contractor agreements, purchase orders, etc.). 3. The taking or other forms of misappropriation, of District assets (cash, checks, securities, supplies, furniture, equipment, etc.) to include the temporary removal or “borrowing” of District assets. 4. Improprieties in handling or reporting of money transactions. 5. Authorizing or receiving payment for goods not received or services not performed. 6. Computer-related activity involving unauthorized alteration, destruction, forgery, or manipulation of data. EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Fraud Prevention and Detection Policy Approval Date: September 25, 2013 Policy No: 7.5 Page 2 of 6 7. Misrepresentation of information on documents. 8. Any apparent violation of Federal, State, or Local laws related to dishonest activities or fraud. 9. Seeking or accepting anything of material value from those doing business with the district including vendors, consultants, contractors, lessees, and/or applicants. B. Employee – In this context, employee refers to any individual or group of individuals who receive compensation, either full or part-time, from the District. The term also includes any volunteer who provides services to the District through an official arrangement with the District. C. Management – In this context, management refers to any administrator, manager, director, supervisor, or other individual who manages or supervises employees or volunteers of the District. D. Investigator – The District’s General Manager or his designee shall be the investigator for all allegations of Fraud or other wrongdoing unless the General Manager is the subject of the investigation. In that case, the President of the Board of Directors shall assign an alternative investigator. E. External Auditor – In this context, external auditor refers to independent audit professionals who perform annual audits of the District’s financial statements. Policy All elected officials, appointed committee/board members and employees of the District, as well as any individual or entity doing business with the District are prohibited from engaging in fraudulent conduct in the course of their employment, duties, or business relations with the District. It is the Policy of the District to identify and promptly investigate any possibility of fraudulent or related dishonest activities against the District and, when appropriate, to pursue legal remedies available under the law. This Policy applies to any irregularity or suspected irregularity, involving employees, consultants, vendors, contractors, outside agencies, and/or any other parties with a business relationship with the District. Any investigative activity required will be conducted in an objective and impartial manner without regard to the suspected wrongdoer’s length of service, position, title, or EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Fraud Prevention and Detection Policy Approval Date: September 25, 2013 Policy No: 7.5 Page 3 of 6 relationship to the District. All employees are responsible for the reporting and prevention of fraud, misappropriations, and other irregularities. Management is responsible for instituting and maintaining a system of internal control to provide reasonable assurance for the prevention and detection of fraud, misappropriations, and other irregularities. Management should be familiar with the types of improprieties that might occur within their area of responsibility and be alert for any indications of such conduct. Employees will be granted whistle-blower protection when acting in accordance with the reporting provisions of this Policy. When informed of a suspected impropriety, neither the District nor any person acting on behalf of the District shall for retaliatory reasons do any of the following: • Dismiss or threaten to dismiss the reporting employee. • Discipline, suspend, or threaten to discipline or suspend the reporting employee. • Impose any penalty upon the reporting employee. • Intimidate or coerce the reporting employee. Violations of the whistle-blower protection will result in discipline up to and including dismissal. Nothing herein shall prevent the District from otherwise taking non-retaliatory disciplinary action under the Personnel Policies or an applicable Memorandum of Understanding. The General Manager, following his or her review of the investigation results, will take appropriate action regarding employee misconduct. Disciplinary action shall be imposed in accordance with the District’s Personnel Manual and/or Memorandums of Understanding and can include disciplinary action as severe as termination. Further, the case may be referred to an appropriate Law Enforcement Agency for possible arrest and prosecution. Procedures A. Management and Non-Management Responsibilities 1. Management is responsible for being alert to, and reporting fraudulent or related dishonest activities. EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Fraud Prevention and Detection Policy Approval Date: September 25, 2013 Policy No: 7.5 Page 4 of 6 2. Non-management employees are responsible to report fraudulent or related dishonest activities. 3. When an improper activity is detected or suspected, management should determine whether an error or mistake has occurred or if there may be dishonest or fraudulent activity. 4. If any employee of the District is, or becomes, aware of any activity that may involve fraud or other dishonest activities, they are to contact the General Manager immediately unless the General Manager is alleged to have involvement in the alleged misconduct. If the alleged misconduct is said to involve the General Manager, the Employee is to immediately notify the President of the Board of Directors. 5. Management should not attempt to conduct individual investigations, interviews, or interrogations. However, management is responsible for taking appropriate corrective actions to ensure adequate controls exist to prevent reoccurrence of improper actions. 6. All employees shall cooperate fully with the investigator, other involved departments, and law enforcement agencies in the detection, reporting, and investigation of criminal acts, including the prosecution of offenders. 7. In dealing with suspected dishonest or fraudulent activities, great care must be taken. Therefore all employees should avoid the following: a. Incorrect accusations. b. Alerting suspected individuals that an investigation is underway. c. Treating employees unfairly. d. Making statements that could lead to claims of false accusations or other offenses. 8. In handling dishonest or fraudulent activities, all employees have the responsibility to: a. Make no contact (unless requested) with the suspected individual to determine facts or demand restitution. Under no circumstances should there be a reference to “what you did”, “the crime”, “the fraud”, “the misappropriation” etc. EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Fraud Prevention and Detection Policy Approval Date: September 25, 2013 Policy No: 7.5 Page 5 of 6 b. Avoid discussing the case, facts, suspicions, or allegations with anyone outside the District, unless specifically directed to do so by the General Manager or District’s Legal Counsel. (Employees do have the right to consult with an attorney and/or their union representative). c. Avoid discussing the case, facts, suspicions, or allegations with anyone other than employees who have a need to know. d. Direct all inquiries from the suspected individual, or his or her representative, to the Investigator. All inquiries from the media should also be directed to the Investigator. B. Investigator Responsibilities 1. The Investigator has the primary responsibility for the investigation of all activity as defined in this Policy. 2. Upon receiving an allegation of Fraud or other irregularities, the Investigator will promptly conduct a thorough investigation. 3. Employees must cooperate with the Investigator. Refusal, or the conveyance of inaccuracies, may subject an employee to disciplinary action up to and including dismissal. 4. The Investigator shall be available and receptive to receiving relevant, confidential information to the extent allowed by law. 5. If evidence is uncovered showing possible dishonest or fraudulent activities, the General Manager will proceed as follows. a. Take immediate action, in consultation with the District’s Legal Counsel, to prevent the theft, alteration, or destruction of evidentiary records. Such action may include, but is not limited to: • Removing the records and placing them in a secure location, or limiting access to the records. • Preventing the individual suspected of committing the fraud from having access to the records. EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Fraud Prevention and Detection Policy Approval Date: September 25, 2013 Policy No: 7.5 Page 6 of 6 b. Take immediate action to improve internal control. Such action shall result in the General Manager having reasonable comfort that the changes in procedures will prevent similar future occurrences. c. Take immediate action, in consultation with the District’s Legal Counsel to notify the appropriate Law Enforcement Agency (if appropriate) and to take further steps to recover any financial loss incurred by the District. 6. Unless exceptional circumstances exist, a person under investigation for fraud is to be given notice in writing of the essential particulars of the allegations following the conclusions of the investigation. Where notice is given, the person against whom allegations are being made may submit a written explanation to the Investigator no later than seven calendar days after notice is received. 7. Upon conclusion of the investigation, the results will be reported to the President of the Board of Directors. B O AR D AGE N D A S TAF F R E P ORT Agenda Item #8. Meeting Date: Ap ril 14, 2021 Dis c ussion Item To: G o verning Board Memb ers F rom: G eneral Manager/C EO Subject: C ons id er Approval o f Lillian S ewer Main R ep lacement C ontrac t R E C O MME N D AT IO N: S taff rec o mmends that the Bo ard of Direc to rs authorize the G eneral Manager/C E O to execute a c o ntrac t with T K C onstruc tion for a not-to-exc eed amount o f $231,820 for the Lillian S ewer Main R ep lac ement. B AC KGR O UN D / AN ALYS IS : T he District o wns and maintains a 6” sewer main o n Lillian Lane, s o uth o f Bas eline S treet, in the C ity of Highland. T he sewer main has b een identified for rep airs b y C C T V crews . During the d evelopment o f the fisc al year 2020-21 b udget, the wastewater c amera crew identified two s egments o f sewer main in need of rep air due to c racks in the pip e. T he first is 650 linear feet loc ated o n Lillian Lane s o uth o f Baseline S treet, thro ugh 11th S treet north of 10th S treet. T he sec o nd segment is approximately 390 feet o n 11th S treet, eas t of C ole Avenue and west o f P alm Avenue. T he c urrent bud get d es cribes thes e two s treets as o ne p ro jec t. T he District has a p ro ac tive p ip eline video mo nitoring program to ins p ect sewer mains to help prioritize this C ap ital Improvement P ro ject. S taff p erio d ically go es bac k to make s ure previous ly located c racks have no t inc reas ed in s ize. During their inspec tion, C rews found ad d itional c racks o n Lillian Lane and now rec o mmends 1,270 feet of pipe to b e replac ed . T he job invo lves remo ving the existing s ewer pip e and replac ing it with new p ip e. Due to the increas ed footage of p ip e in need o f rep lacement, s taff recommends making Lillian Lane and 11th S treet two separate pro jects , with the current fisc al year ad d res s ing Lillian Lane. 11th S treet will be reevaluated with a new updated fo o tage for replac ement in fis cal year 2021-22 as a separate p ro ject. S taff is s ued a R equest fo r Bids to three C ontracto rs and two b id s were received in Dec emb er 2020. Unfortunately, one c o ntrac tor was unab le to p ro vid e a quo te fo r the job d ue to s taff s ick with C o vid-19. T he lo wes t res p o nsive bid was rec eived from T K C ons truc tion for $231,820. R ecommended b y: Jo hn Mura G eneral Manager/C EO R espec tfully sub mitted: P atrick K. Milroy O p erations Manager 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 V - P romo te P lanning, Maintenanc e and P res ervatio n o f Dis tric t R esources a) Develop P ro jec ts and P ro grams to Ens ure S afe and R eliable S ervices c) Ded ic ate Effo rts To ward S ys tem Maintenance and Mo d ernization R E VIE W B Y O T HE R S : T his agenda item has been reviewed by the executive management team. F IS C AL IMPAC T T his project was inc luded in the F Y 2020-21 C apital Imp ro vement P ro gram and es timated at a $200,000 projec t. T he d ifferenc e b etween Ac tual c o st and Es timated cos t will be covered b y the annual O perating Budget. ATTACH M E N TS: Description Type Lillian Main Sewer P resentation P resentation April 14, 2021 LILLIAN SEWER MAIN PROJECT 2 3 LILLIAN LANE SEWER MAIN Example of a good pipe Minor cracks in 6-inch sewer on Lillian Lane 4 LILLIAN LANE SEWER MAIN Minor crack in 6-inch sewer main on Lillian Lane Major crack in 6-inch sewer on Lillian Lane