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HomeMy WebLinkAboutAgenda Packet - EVWD Board of Directors - 02/10/2016REGULAR BOARD MEETING February 10, 2016 4:30 P.M. CLOSED SESSION 5:30 P.M. PUBLIC MEETING 31111 GREENSPOT ROAD, HIGHLAND, CA 92346 AGENDA - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - “In order to comply with legal requirements for posting of agenda, only those items filed with the District Secretary by 12:00 p.m. on Wednesday prior to the following Wednesday meeting not requiring departmental investigation, will be considered by the Board of Directors”. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - CALL TO ORDER 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 RECESS INTO CLOSED SESSION CLOSED SESSION 2. CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code Section 54956.9(d)(2) One Potential Case. 5:30 P.M. RECONVENE MEETING PLEDGE OF ALLEGIANCE ROLL CALL OF BOARD MEMBERS ANNOUNCEMENT OF CLOSED SESSION ACTIONS PRESENTATIONS AND CEREMONIAL ITEMS Introduction of Newly Hired Employees - • Jeremy Subriar – Field Service Worker I • Kambrell Camper – Meter Reader I PUBLIC COMMENTS 3. APPROVAL OF CONSENT CALENDAR All matters listed under the Consent Calendar are considered by the Board of Directors to be routine and will be enacted in one motion. There will be no discussion of these items prior to the time the Board considers the motion unless members of the Board, the General Manager, or the public request specific items to be discussed. a) Approve the December 9, 2016 regular board meeting minutes b) Directors’ fees and expenses for January 2016 OLD BUSINESS 4. District Succession Planning Update 5. El Niño Update NEW BUSINESS 6. Water Quality Update REPORTS 7. Board of Directors’ Reports 8. General Manager/CEO Report 9. Legal Counsel Report 10. Board of Directors’ Comments ADJOURN PLEASE NOTE: Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection in the District’s office located at 31111 Greenspot Road, Highland, during normal business hours. Also, such documents are available on the District’s website at www.eastvalley.org subject to staff’s ability to post the documents before the meeting. Pursuant to Government Code Section 54954.2(a), any request for a disability-related modification or accommodation, including auxiliary aids or services that is sought in order to participate in the above- agendized public meeting should be directed to the District Clerk at (909) 885-4900 at least 72 hours prior to said meeting. 1 Minutes 12/9/2015 smg Subject to Approval EAST VALLEY WATER DISTRICT December 9, 2015 REGULAR BOARD MEETING MINUTES The Chairman of the Board called the meeting to order at 4:30 p.m. PRESENT: Directors: Coats, Morales, Shelton, Smith ABSENT: Director: Carrillo STAFF: John Mura, General Manager/CEO; Jose Martinez, Assistant General Manager; Brian Tompkins, Chief Financial Officer; Justine Hendricksen, District Clerk; Shayla Gerber, Administrative Assistant LEGAL COUNSEL: Jean Cihigoyenetche GUEST(s): Members of the public PUBLIC COMMENTS Chairman Morales declared the public participation section of the meeting open at 4:31 pm. There being no written or verbal comments, the public participation section was closed. APPROVAL OF AGENDA M/S/C (Shelton-Coats) that the December 9, 2015 agenda be approved as submitted. Vice Chairman Coats recommended pulling item #3a from the Consent Calendar for further discussion. CLOSED SESSION The Board entered into Closed Session at 4:33 p.m. as provided in the Ralph M. Brown Act Government Code Sections 54957.6(a) to discuss the item listed on the agenda. THE BOARD RECONVENED THE MEETING AT 5:31 P.M. ANNOUNCEMENT OF CLOSED SESSION ACTIONS 2 Minutes 12/9/2015 smg With respect to Item #2: No reportable action. A MOMENT OF SILENCE WAS TAKEN IN HONOR OF THE SAN BERNARDINO MASS SHOOTING VICTIMS Director Smith led the flag salute. ROLL CALL PRESENT: Directors: Coats, Morales, Shelton, Smith ABSENT: Director: Carrillo PUBLIC COMMENTS Chairman Morales declared the public participation section of the meeting open at 5:40 pm. Fred Yauger, Board President of East Highlands Ranch, congratulated the District, specifically Kelly Malloy, on receiving the Ragan Communication Award, an award that recognizes the best individuals, agencies and in-house communications teams in public relations and marketing fields. Ragan award competitions are the most prestigious in the public relations and corporate communications industry. There being no further written or verbal comments, the public participation section was closed. DIRECTORS’ FEES AND EXPENSES FOR NOVEMBER 2015 Vice Chairman Coats requested that a meeting be removed from Director Coleman’s expense report, specifically dated November 23, 2015, a meeting with the General Manager/CEO. Vice Chairman Coats stated that this should not be a compensable meeting since Director Coleman did not meet with the General Manager/CEO on the date stated on his expense report. M/S/C (Coats-Shelton) that the Board approve the Directors’ fees and expenses for November 2015 with the exception of Director Coleman’s meeting on November 23, 2015. ACCEPT AND FILE THE FINANCIAL STATEMENT AS OF, AND FOR THE PERIOD ENDED, OCTOBER 31, 2015 M/S/C (Coats-Shelton) that the Board accept and file the financial statement as of, and for the period ended, October 31, 2015. ADOPT AND FILE THE COMPREHENSIVE ANNUAL FINANCIAL REPORT (CAFR) FOR YEAR ENDED JUNE 30, 2015 The Chief Financial Officer (CFO) presented the CAFR to the audience. He stated that 3 Minutes 12/9/2015 smg the District remained in stable financial condition despite a $1.8 million decline in water sales, while also maintaining healthy reserves. The CFO discussed the implementation of GASB 68, a new county requirement, which are new accounting standards which will provide additional transparency on long-term pension obligations in annual financial reports. The CFO stated that the District completed three major Capital Improvement Projects. M/S/C (Coats-Shelton) that the Board adopt and file the Comprehensive Annual Financial Report (CAFR) for Year Ended June 30, 2015. APPROVE CONTRACT AMENDMENTS FOR THE LEGAL TEAM, EIR CONSULTANT, PERMITTING CONSULTANT AND COMMUNICATIONS CONSULTANT FOR THE STERLING NATURAL RESOURCE CENTER The General Manager/CEO stated that the draft Environmental Impact Report (EIR) for the Sterling Natural Resource Center is out for review and will be ready by the end of this week and that the CEQA will be ready by March 1, 2015. He also stated that contract amendments are needed for the recycled water project since the project was originally going to be constructed by a single entity and it has now changed to become a joint facility with San Bernardino Valley Municipal Water District. M/S/C (Coats-Shelton) that the Board approve contract amendments for the Legal Team, EIR Consultant, Permitting Consultant and Communications Consultant for the Sterling Natural Resource Center. CONSIDER POSSIBLE AMENDMENTS TO THE GENERAL MANAGER/CEO’S EMPLOYMENT AGREEMENT Vice Chairman Coats stated that with planning and construction of the Sterling Natural Resource Center it would be beneficial to East Valley Water District to retain the General Manager/CEO through the completion of the project. M/S/C (Coats-Shelton) that the Board amend the General Manager/CEO’s Employment Agreement with the following changes: 1. Term be extended until March 21, 2021 2. Base salary of $257,500. 3. Cost of living increase of 2% fixed annually 4. Pay for performance awarded 10% on an annual basis, unless upon annual review did not meet goals and objectives, then the Board will determine a lesser amount based on performance. BOARD REORGANIZATION A. ELECTION OF OFFICERS PRESIDENT (CHAIRMAN OF THE BOARD) VICE PRESIDENT (VICE CHAIRMAN) 4 Minutes 12/9/2015 smg M/S/C (Shelton-Smith) that the Board appoint the following: President – Ronald Coats; Vice President – Christopher Carrillo. The Board will assume their new roles at the next scheduled board meeting. B. APPOINTMENT: GENERAL MANAGER/CEO CHIEF FINANCIAL OFFICER BOARD SECRETARY M/S/C (Coats-Shelton) that the Board appoint the following: General Manager/CEO – John Mura, Chief Financial Officer – Brian Tompkins; Board Secretary – John Mura. C. SETTING TIME, DAY AND PLACE FOR HOLDING MEETINGS The General Manager/CEO stated that closed session will be changed to the beginning of the regularly scheduled board meetings instead of at the end, so that the actions taken in closed session will be stated to the public during open session of the same board meeting. M/S/C (Shelton-Coats) that the Board approve the following: hold regularly scheduled meetings at 31111 Greenspot Rd., Highland, CA on the 2nd and 4th Wednesday of each month at 5:30 p.m., when closed session is held at a board meeting, it will begin at 4:30 p.m., then enter into closed session and reconvene regular session at 5:30 p.m. BOARD OF DIRECTORS’ REPORTS Vice Chairman Coats reported on the following: during the first week in December he attended the ACWA conference where they discussed methods used to finance projects at water districts and energy efficiency with Honeywell. Director Shelton reported on the following: she attended the ACWA conference which took place in Palm Springs during the first week in December. Director Smith reported on the following: that he has been receiving Board of Director training by the District Clerk, IT and staff on a weekly basis. Chairman Morales reported on the following: he attended the first half of the ACWA conference in Palm Springs; he had to leave early due to the San Bernardino mass shootings. He stated that he attended sessions discussing SB20, a Public Goods Charge on water, and lifeline rates which are currently prohibited under Prop 218. He stated that he discussed the Carlsbad desalination plant in which customers pay $2,100 per acre foot, where in comparison, the General Manager/CEO stated that East Valley Water District purchases water from San Bernardino Valley Municipal Water District at $125 per acre foot. The Chairman stated that ACWA is a valuable tool for the District. Information Only. 5 Minutes 12/9/2015 smg GENERAL MANAGER/CEO REPORT The General Manager/CEO offered condolences to the victims and their families of the San Bernardino Mass Shooting that took place on December 2, 2015. He reported on the following: that on December 4th, the District hosted the Inland Empire Economic Partnership Leadership Academy; he attended ACWA’s fall conference the previous week and on December 3rd he presented information on the District’s partnership with Honeywell Building Solutions regarding the District’s Water System Energy Optimization Project, which accounts for a $500,000 a year reduction in energy costs for the District; the General Manager/CEO stated that he held two Community Conversations where he discussed current District projects and programs; on January 21st, he will be hosting a Community Conversation with the Del Rosa Neighborhood Action Group and he reminded the public that he is not available for Community Conversations on Tuesdays; that Board and staff will be attending the Press Enterprise Top Workplace Gala on December 10th, where the District will be awarded and recognized with a special award for being water conscious and innovative during the drought as well receiving the Inland Empire Top Workplace Award. The General Manager/CEO stated that the Sterling Natural Resource Center Ad-Hoc Committee will hold its first meeting on December 14th. The committee meeting is referenced as “2X2X2” due to their being a total of three agencies involved: East Valley Water District, San Bernardino Municipal Water Department and San Bernardino Valley Municipal Water District; that on December 8th, the El Nino Emergency Prep team met with representatives from East Highland Ranch HOA to discuss issues of concerns in their area; staff met with the City of Highland and San Bernardino to discuss regional support services to local communities. The General Manager/CEO stated that 1,000 sand bags have been made and distributed to key District facilities, 2,000 additional sand bags will be made on December 17th and sand bags will be available at the Del Rosa and Greenspot facilities during emergency events for the community, and a press release will be issued when sand and bags are available at the two sites; staff attended a State Water Resources Control Board Workshop meeting on December 8th regarding current and future conservation mandates and these items will be discussed a future board meeting. The General Manager/CEO expressed his appreciation to the Board for having confidence in him and that he is dedicated to success of the District and the community. Information only. LEGAL COUNSEL REPORT The District’s Legal Counsel reported that he attended the ACWA conference and attended a session pertaining to Prop 218; that the Sterling Natural Resource Project is in full swing and he commended the consultants that worked on the project and stated that they are a dedicated team of professionals. 6 Minutes 12/9/2015 smg Information only. BOARD OF DIRECTORS’ COMMENTS Director Shelton wished everyone a Merry Christmas and a Happy New Year. Vice Chairman Coats thanked his fellow board members for their vote of confidence in him as Chairman of the Board. He wished the audience a Merry Christmas and a Happy New Year. Chairman Morales stated that it has been a pleasure to serve as Chairman of the Board for the past two years and for a total of eight years on the Board. He stated that he has enjoyed the challenges and he thrives in that environment. He congratulated the Public Affairs team on their hard work and dedication and the General Manager/CEO on his Honeywell presentation. He also stated that he discovered why he was in Tier 3 on his water bill, that it was due to a leak in the manifold of his sprinkler system and a small leak in his toilet. Chairman Morales gave his condolences to the San Bernardino Mass shooting victims. Information only. ADJOURN The meeting adjourned at 7:05 p.m. _________________________ James Morales, Jr., Chairman ____________________ John J. Mura, Secretary BOARD AGENDA STAFF REPORT Agenda Item #3.b. Meeting Date: February 10, 2016 Consent Item To: Governing Board Members From: General Manager/CEO Subject: Directors' fees and expenses for January 2016 RECOMMENDATION: Approve the Governing Board Members’ fees and expenses for January 2016. BACKGROUND / ANALYSIS: The Board has instructed staff to list all director fees and expenses as a separate agenda item to show full fiscal transparency. Only after Board review and approval will the compensation and expenses be paid. AGENCY IDEALS AND ENDEAVORS: Ideals and Endeavor II - Maintain An Environment Committed To Elevated Public Service (E) – Practice transparent & accountable fiscal management REVIEW BY OTHERS: This agenda items has been reviewed by the Administration department. FISCAL IMPACT : The fiscal impact associated with this agenda item is $6,626.88 which is included in the current fiscal budget. Respectfully submitted: Recommended by: John Mura General Manager / CEO Justine Hendricksen District Clerk ATTACHMENTS: Description Type Directors' fees and expenses for January 2016 Backup Material BOARD AGENDA STAFF REPORT Agenda Item #4. Meeting Date: F eb ruary 10, 2016 Disc ussion Item To: G o verning Board Memb ers From: G eneral Manager/CEO Subject: Dis tric t S uc es s io n Planning Upd ate RECOMMENDATION: This rep o rt is p ro vided to the Board o f Direc tors fo r its info rmation only. No ac tion is req uired. BACKGROUND / ANALYSIS: On Octo b er 8, 2015, Laura Kalty, Partner with Lieb ert Cassidy Whitmore, gave a p res entation on Generatio ns in the Workplac e and S uc cession Planning. F o llo wing Ms. Kalty’s p res entation, staff pres ented the initial p has e o f the Dis tric t’s s uc c es s io n p lanning effo rts whic h inc luded a gap analys is o utlining c hallenges the District may enc o unter in the next five (5) years. T hes e challenges inc lud ed twenty-eight (28) perc ent o f the workfo rce being eligible for retirement in the next five (5) years (whic h is increasing no w us ing the 2016 year and fac toring in the b irthd ays that o cc ur this year), the imp act o f tec hno lo gy o n our staff and Dis tric t pos itio ns, changes in infrastruc ture and potential d evelopment, and las tly planning fo r the unknown. S taff als o d is cus s ed the next p hase o f the suc c es s ion planning effo rts whic h would includ e Career Development Surveys , Department Succ es s io n P lanning Works heets , new training programs , and enhanc ed rec ruitment effo rts. During the s ec o nd phas e o f the District’s s uc c es s io n planning efforts , staff c o nducted an in-d ep th analys is of the positio ns that will p otentially b e vacated over the next five (5) to ten (10) years due to retirement eligibility. We have found that 60% o f our current employees are eligible fo r retirement in the next ten (10) years . As yo u will observe below, many o f thes e potential vac ancies are key p o s itions inc luding management, sup ervis o rs , and lead /senior emp lo yees. Positio ns Eligible fo r Retirement in the next 5 Years (CalPERS members are eligible fo r retirement at age 50) General Manager Distric t Clerk C hief Financ ial Offic er Engineering Manager Assoc iate Engineer S r. Engineering Tec hnician Engineering Tec hnic ian II (1)Sr. Adminis trative As s is tant Water P ro d uc tion S upervis o r S r. Pro d uc tio n Op erator Produc tion Operato r III (1)Ad minis trative Assistant F acilities Coordinator Field S ervic e Worker II (2)C o ns truc tion Co o rd inato r F ield Servic es Sup ervisor Sr. Eq uipment Mechanic Eq uipment Mechanic II Meter Reader II Sr. Ac c ounting Technic ian Ac c o unting Tec hnician Custo mer Servic e Sup ervisor Cus to mer S ervic e Rep I (1)R ec eptio nis t Positio ns Eligible fo r Retirement in the next 10 Years (in ad d ition to those above) As s is tant General Manager Sr. Adminis trative As s is tant C o mmunity Relations Offic er Ad ministrative As s is tant (2)Engineering Tec h II (1)Water Quality Co o rd inato r S r. Treatment Operato r Produc tion Operato r III (2)Water Quality Technic ian F ield Servic e Wo rker III (2)Field S ervic e Worker II (1)F ield S ervic e Worker I (1) S r. Custo mer Service Rep In order to overc o me the c hallenges that thes e p o tential vacancies c reate s taff is developing a comprehens ive actio n p lan. A number o f p ro gram rec ommend ations and s trategies will b e brought to the Board of Direc tors fo r c o nsideration over the cours e of this effo rt and will b e readdressed o n a b iannual b as is or s o o ner if needed. Part o f the ac tion p lan was to cond uc t foc us gro up meetings with s taff to d is cus s s uc ces sion p lanning and s taff ’s ro le in thes e effo rts. The majo rity were very rec eptive to the id ea of succ es s io n planning and excited for the d evelopment opportunities it will bring. Many emp lo yees eagerly c o mp leted their Career Development Surveys which will as s is t s upervis o rs and Human Res o urc es in learning more ab o ut the c areer as p irations and ad d itional training staff wo uld like to receive. Sup ervisors c ompleted their Dep artment Succ es s io n Planning Wo rksheets whic h id entify, from the sup ervis o r ’s perspec tive, the emplo yees readines s and time frame for read iness fo r the next position in their c areer path, as well as the res ources , to o ls , and training it will take to get them there. In additio n, s taff fo cus ed a great d eal of effort o n kicking o ff the Dis tric t’s first Lead ers hip Ac tion Acad emy aimed at helping s up ervisors and lead/s enior employees d evelop their lead ers hip s kills . The Dis tric t’s Emp lo yee Mento ring and Cro s s -Training P ro grams were finalized and will be rolled out with the District’s s uc ces s io n p lan. Brief d es c rip tions of thes e P ro grams are b elo w: Employee Mento ring Program - T he Dis trict’s Emp lo yee Mento ring P ro gram is des igned to es tablis h a c areer- fo cus ed cours e that will allo w fo r the trans ferring and s haring o f pro fes s io nal knowled ge, s kills and experienc e b etween two emp lo yees (one in a positio n of lead ers hip). In additio n to identifying lead ers and building lead ers hip cap ac ity, the program aims to inc reas e emp lo yee s atisfac tion and retention within the Dis tric t. Cross-Training P ro gram - This p ro gram is d es igned to estab lis h interd ep artmental training to exp and emp lo yees’ kno wledge and s kill b as e througho ut the Dis tric t. Emp lo yees will exp erienc e the o p p o rtunity to train in different d ep artments which will lead to enhanced p ro d uc tivity as well as s up p o rt the Dis tric t’s s uc cession plan when the need to fill future vac ancies aris es . Lastly, staff has fo cus ed on ways to c ap ture and communic ate all the great benefits the Dis tric t has to offer which will serve as a recruitment and retentio n tool. A few examp les are through our improved rec ruitment flyer, enhanc ed new-hire o nboarding p ro gram, annual commitment to an emp lo yee engagement survey, Dis tric t-wide communic atio n via emails , news letters , and meetings , and o ngo ing rec o gnitio n p ro grams. AGENCY IDEALS AND ENDEAVORS: Id eals and End eavor II - Maintain An Environment Committed To Elevated P ublic S ervic e (B) - Promote a pos itive o rganizational c ulture (C) - Identify s trategies to attract and retain a high q uality workfo rce (D) - Maximize s taff and Go verning Board c ap ab ilities thro ugh o ngo ing pro fes s io nal d evelopment Id eals and End eavor IV - F ully Understand C hallenges To Cultivate Effec tive Solutions (D) - Emb race an environment of active learning and knowled ge s haring REVIEW BY OTHERS: This agend a item has b een reviewed by the Ad minis tratio n Department and the attac hed p ro grams have b een reviewed by the Exec utive Management Team. FISCAL IMPACT : Funding fo r costs as s o ciated with the Dis tric t’s succ es s io n p lanning effo rts, was /will b e reques ted through the b udget p ro ces s . Res p ectfully s ubmitted: Rec o mmended b y: Jo hn Mura General Manager / C EO Kerrie Bryan HR/Ris k and Safety Manager ATTACHMENTS: Description Type Succession Planning P resentation Backup Material Employee Me nto ring Pro gram P olicy Backup Material Employee Me nto ring Pro gram Application Backup Material Cross-Training Pro gram Backup Material Cross-Training Pro gram Request Form Backup Material Cross-Training Evaluatio n Form Backup Material Career Developme nt Survey Backup Material Department Sucession Planning Worksheet Backup Material FEBRUARY 10, 2016PLANNING FOR THE FUTURE –PHASE 2 PLANNING FOR THE FUTURE 2 OCTOBER 8 SUCCESSION PLANNING RECAP •Succession Planning and Generations in the Workplace Presentation by Laura Kalty, LCW •Staff Presentation of Initial Phase/Foundation of Succession Planning Efforts –Gap Analysis Identified the Following Challenges: •28% Workforce Retirement Eligibility •Impact of Technology on Staff and Positions •Infrastructure/New Development •Planning for the Unknown –Discussion: Next Phase of Succession Planning Efforts 3 4 RETIREMENT ELIGIBILITY IMPACT ON THE DISTRICT DISTRICT ORGANIZATION CHART RETIREMENT ELIGIBILITY 7 OVERCOMING THE CHALLENGE ACTION PLAN FOCUS GROUP MEETINGS •Conducted in Early December 2015 •Each Meeting Group Comprised of Staff from Varied Departments •Discussion of Staff’s Role in Succession Planning Efforts and What it Means to Them –Staff Excited for New Opportunities 8 CAREER DEVELOPMENT SURVEY •Voluntary Survey that May be Used for Career Development Opportunities and Future Succession Planning Efforts •Consists of 7 Questions to Gauge Career Aspirations and Interest in Training and Development Programs 9 EMPLOYEE DEVELOPMENT PROGRAMS •Leadership Action Academy •Employee Mentoring Program •Cross-Training Program 10 DEPARTMENT SUCCESSION PLANNING WORKSHEET 11 PREPARING FOR CHANGE •Attracting the Best and Brightest –More Technological Approaches -NeoGov –Overcome Negative Perceptions of Local Government Work as Boring and Bureaucratic –Vision, Core Values, Ideals and Endeavors –Enhanced Job Flyer With All Programs District Offers –Outside-the-Box interviewing practices 12 PREPARING FOR CHANGE •Retaining Our Most Valuable Resource –Enhanced Onboarding Program –Enriched Training and Development Programs –Commitment to Annual Employee Engagement Survey –Improved Communication Between Supervisors and Staff –Competitive Salary and Benefits 13 IMPLEMENTATION 14 Implement Analyze Plan & Prepare •February 2016 -Present finalized Succession Plan •Implement Programs/Processes supporting the Succession Plan •Re-visit and Update Plan every two years EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Employee Mentoring Program Approval Date: January 27, 2016 Policy No: 5.8 Page 1 of 4 Purpose East Valley Water District values every employee and is committed to their professional and personal development. As such, the District’s Employee Mentoring Program (Program) is designed to establish a career-focused course that will allow for the transferring and sharing of professional knowledge, skills and experience between two employees. In addition to identifying leaders and building leadership capacity, the program aims to increase employee satisfaction and retention within the District. Employee Mentoring Program Overview The District’s Mentoring Program creates a trusting professional relationship between two existing employees. The partnership results in a mutually rewarding relationship offering career growth, experience and development. The Program is designed to: • Provide employees with growth and developmental opportunities. • Institutionalize mentoring and support the District’s values. • Address employees’ desire to engage in mentoring relationships. • Identify leaders and potential leaders. • Build leadership capacity. • Provide training and resources. • Establish a support and recognition network for those seeking growth and professional development opportunities. The following outlines an overview of the Mentoring Program: • The Program is open to employees who have completed their initial probationary period and have received no formal disciplinary action within the last year. • The program is voluntary; participants are required to submit an application for consideration. • Once an application is submitted, applicants will be put on an eligibility list which will be maintained and updated by the Program Coordinator. EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Employee Mentoring Program Approval Date: January 27, 2016 Policy No: 5.8 Page 2 of 4 • The Program Coordinator is responsible for the review of applications and matching participants based on skills, professional career interests, and goals. • Participation in the program requires a 6 month commitment. The mentor and mentee are expected to meet twice a month at their own convenience. • Both the Mentor and Mentee are to attend an orientation at the start of the Program. This orientation is geared to teach the fundamentals for a successful partnership. • The Mentor and Mentee are responsible for creating a development plan outlining the goals and objectives of the partnership. • The Program Coordinator will schedule a meeting with participants to assess the progress of the partnership at the half-way point of the Program. • The Mentee will present a completed assignment showcasing what he or she has learned. This can be in the form of a presentation, paper, project, etc. • Participants will submit a program evaluation at the end of the partnership to determine the satisfaction and effectiveness of the program. Mentor Responsibilities A Mentor is someone who exemplifies a strong commitment to the goals, objectives and vision of the District. They desire to share their skills, knowledge, and insight to teach future leaders. Mentors will provide support to Mentees looking at careers in special districts and help them find and develop areas of specialty or gain overall professional development and leadership. The following qualifications and criteria will be considered in selecting suitable mentors: • Members of the District’s management team as well as interested supervisors and those who showcase a special skillset and leadership role. • Willingness to invest time and energy in the process; positive sharing of professional knowledge and experience relevant to the Mentee’s career goals. • Strong communication skills and a comprehensive understanding of the District’s mission and culture, goals, policies, procedures, and organizational structure in order to convey this to Mentees. • Be able and willing to commit to 6 months participation in the Mentoring Program. EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Employee Mentoring Program Approval Date: January 27, 2016 Policy No: 5.8 Page 3 of 4 • Possess a positive attitude about their job and the District in general. Other responsibilities and eligibility criteria include: • Mentors will serve as a coach, advisor, and role-model. • Mentors will set aside time to discuss assignments, projects, etc. • Mentors will monitor Mentees development, progress and goals throughout the program. • Mentors will provide constructive feedback on mentoring progress and program design to the Program Coordinator. • Mentors will provide opportunities to work on challenging and significant projects. • Mentors will respect Mentee’s current job and responsibilities. • Mentor will be available to act as a respected resource from which the Mentee can draw knowledge, experience, and insight. Mentee Responsibilities A Mentee will be someone who has a strong commitment to the goals, objectives and vision of the District. A Mentee will showcase a desire to learn and improve. Moreover, a Mentee will exhibit proactive behavior within his or her current position. The following criteria will be used to select good candidates for the Mentoring Program: • Job attendance and performance. • Ability to take initiative, be self-motivated, be willing to take on new challenges, and is genuinely interested in enhancing professional career goals. • Be receptive to constructive feedback; coaching and guidance from Mentor. • Willing to commit to 6 months in the Program. • Positive attitude about current position and the District. Other responsibilities and eligibility criteria include: • Mentees will be committed to the mentoring process. EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Employee Mentoring Program Approval Date: January 27, 2016 Policy No: 5.8 Page 4 of 4 • Mentees will be open to coaching for their professional growth. • Mentees will display a desire to learn. • Mentees will set aside time for the mentoring process. • Mentees will be open to meeting and communicating with mentor on a regular basis. • Mentees will complete an assignment at the end of the partnership showcasing skills learned. Mentor and Mentee Pairing The Program Coordinator is responsible for pairing a Mentor to a Mentee by reviewing all applications submitted. Once the partnerships are finalized, all participants must attend an orientation meeting directed by the Program Coordinator. This orientation will highlight the tools necessary for a successful partnership. Applicants have the ability to request a mentor based on career learning aspirations and developmental goals, however they ultimately may not be matched with that person due to limited availability. Mentees will not be matched with their current supervisors or managers. The Mentor and Mentee partnership will formally end after 6 months. The Mentor and Mentee should meet to revisit and evaluate goal setting accomplishments and finalize any remaining objectives. A final meeting with the Program Coordinator and all other program participants will be held. During this meeting, participants will receive and submit program evaluations. Additionally, Mentees will have the opportunity to present their assignments and share what was learned throughout the Program. Program Time Commitment Time commitment is fundamental for a rewarding experience in the Program. As such, both the Mentor and Mentee are expected to commit to the 6 month period. The Mentor and Mentee are to meet at least twice a month, in order to maximize learning opportunities. Mentees must consult with current supervisors to meet with Mentor during normal work hours. If a conflict of schedule prohibits meetings, the Mentor and Mentee must find a way to exchange ideas to compensate for any missed meetings. This may include emails, phone calls, or meetings outside of work. Employee Mentoring Program Application A completed Program Application is required to participate in the District’s Mentoring Program. All submitted applications will be reviewed for eligibility. Matches are made based on skills, professional career interests, and goals. Answers to the following questions will also be taken into consideration. Please complete and return to Human Resources. Feel free to attach additional sheets if necessary. Note: Participation in this program requires applicant’s most recent performance evaluation to be satisfactory and have a good attendance record. Name: __________________________ Position: __________________________ 1. Please provide a brief bio and career profile (summary of work experiences, educational background, hobbies/special interests, etc.) that will help match you with a potential Mentor. 2. Why would you like to participate in the Mentoring Program? 3. What are your career goals/aspirations? 4. If you had to identify one goal to achieve during this 6-month program, what would it be? 5. What area of Public Service or the water industry interests you most? 6. Please list a specific department/division or staff member you would like to have as a mentor, or list a special skill/ability you would like to learn. Please note: limited availability might prevent requested matches. Employee Commitment: I have read the Employee Mentoring Program and understand the expectations and my responsibilities as a Mentee in the program, including the need to consult with my supervisor on scheduling meetings and activities with my Mentor during official work hours. I also understand that participation in the District’s Mentoring program requires that I: • Be committed to participate in the Mentoring Program for 6 months • Take initiative for my own professional growth and development • Develop open communication and trust with my Mentor while being receptive to feedback and coaching • Pursue opportunities to network and communicate • Participate in required training sessions; complete required assignments and evaluation; and invest the time to meet with my Mentor Employee Signature Date Signed EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Cross-Training Program Approval Date: January 27, 2016 Policy No: 5.7 Page 1 of 3 Purpose The purpose of this policy is to establish an interdepartmental training program to expand employees’ knowledge and skill base throughout the District. Offering employees the opportunity to experience training in different departments will enhance District productivity efforts and support the District’s succession plan when the need to fill future vacancies arises. Policy Cross-training is available to employees who have a desire to increase or elevate their level of expertise, prepare for promotional opportunities, or obtain a higher level certification. Employee eligibility is contingent upon the needs of the District and the departments involved. In order for the cross-training to occur, both supervisors of each department must agree the training is valuable and will not only benefit the employee but also the District. Supervisors will set and agree on a term for the cross-training to take place. Cross- training should not create an undue burden on any department, however, shall allow for employees to gain experience that can be beneficial to both departments. Employees assigned to a training department will report to the appropriate training supervisor delegated when the cross-training begins. Policy Objectives A. Provide opportunities for employees to expand knowledge and skills for mutual benefit. B. Allow for an exchange of knowledge between employees to leverage our ability to respond to growing business needs. C. Create an atmosphere of sharing and learning that will promote leadership experience for employees who participate in the program. D. Support the District’s Succession Plan. EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Cross-Training Program Approval Date: January 27, 2016 Policy No: 5.7 Page 2 of 3 Eligibility To be eligible for this program, employees must meet all of the following conditions: • Be a regular, full-time District employee. • Have completed the required probationary period. • Have no written disciplinary action within the 12 months preceding the request. • Show interest and/or gain education/certification in the department in which the cross-training will occur. • Complete proper documentation requesting cross-training. • Agree to comply with the provisions of this program. Restrictions The employee’s immediate supervisor, division manager, and/or department head shall have the authority to end the cross-training opportunity if the employee is needed in his/her original department or area of responsibility. Employees will not receive a pay increase for participating in this program. Authority to Evaluate Employees who participate in this program will be evaluated on their overall job performance at the completion. The cross-training review will consist of feedback from the cross-training supervisor (if applicable), and input from those who participated in the employee’s training. The employee is not eligible for any step increase or promotion at this evaluation. The cross-training evaluation will be included in the employee’s annual performance review to allow the supervisor to evaluate the employee’s growth and recommend any additional training that may be desired. The immediate supervisor may use information provided in the cross-training review to evaluate the employee’s readiness for promotional opportunities that may occur in the future. Evaluation authority may be delegated to a supervisor who is most familiar with the work of an employee in the absence of their immediate supervisor. EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Cross-Training Program Approval Date: January 27, 2016 Policy No: 5.7 Page 3 of 3 Employee Commitment Employees should recognize that the Cross-Training Program is a privilege. All employees who participate in the program should do so with the intent of professional development or adding to their current skill set. The employee who desires to participate in cross- training agrees to make every effort to be consistent with their attendance during the duration of the program and will limit their time off to allow for the training to be completed in the time frame set by the supervisors for each department. In the event the employee needs to take time off that is unexpected, the supervisors will discuss whether or not the employee should continue with the cross-training when they return, if the term should be extended, or if the employee should return to their assigned position. The employee reserves the right to discuss any issues or concerns regarding the cross- training with their immediate supervisor. If the immediate supervisor and employee find that it would be more beneficial to terminate the program, the immediate supervisor will notify Human Resources and the supervisor over the department in which they are cross- training. The employee further reserves the right to consult with Human Resources regarding any concerns throughout the program. Section I: General Information Employee Name Position/ Job title Today’s date Current Department Department Requested for Cross-training Proposed Start Date Proposed End Date Section II: Education Information Please list any courses/education/certificates/ you may have that are relevant for cross-training (If needed, additional classes or transcripts may be attached on a separate sheet) Name of Class/Certification Date Completed School/Agency Units (if applicable) Expiration (if any) Section III: Job Relation How will participation in this program benefit you and support the District’s vision, core values and/or succession planning efforts? Section IV: Employee Agreement I, __________________________________________, hereby agree to the terms and conditions of the Cross-Training Program. Employee’s Signature Date Section V: Approvals Immediate Supervisor Date Cross-Training Department Supervisor Date Department Head (current department) Date Human Resources Date CROSS-TRAINING REQUEST FORM In accordance with the Cross-Training Program, an employee wishing to participate must submit this form for approval. Copy: Human Resources Trainee In accordance with the Cross-Training Program, the employee will be evaluated on their job performance by the training supervisor. Section I: General Information Employee Name Position/Job title Date Training Position: Current Department: Training Department: Training Supervisor: Section II: Evaluation Were the expected skills, knowledge, and abilities acquired by the trainee? Yes No Cross-Training Supervisor Comments: Trainee Comments: Section III: Signatures Trainee Signature: Cross-Training Supervisor Signature: Date: Date: Immediate Supervisor Signature: Human Resources Signature: Date: Date: Cross-Training Employee Evaluation Form BOARD AGENDA STAFF REPORT Agenda Item #5. Meeting Date: F eb ruary 10, 2016 Disc ussion Item To: G o verning Board Memb ers From: G eneral Manager/CEO Subject: El Nino Up d ate RECOMMENDATION: This rep o rt is p ro vided to the Board o f Direc tors fo r its info rmation only. No ac tion is req uired. BACKGROUND / ANALYSIS: In c o ntinued p rep aration fo r El Nino weather conditio ns , the Dis trict’s Emergenc y P rep aration Team met again to review our overall emergenc y p rep arednes s . This includ ed o rganizing and reloc ating all the Dis tric t’s emergency res ources into a c entralized loc ation. This allowed s taff to further as s es s and d etermine whic h s upplies would b e need ed and availab le to staff in the event of an emergenc y. As mentioned d uring a prior Board meeting, Distric t s taff has als o continued efforts to develo p an emergenc y notificatio n proc es s that can be utilized to pas s o n important info rmatio n to our c usto mers , Board Members and staff. This third p arty notification p ro c es s is no w live and staff will c o ntinue testing this new method of communic atio n. Staff c o ntinues to mo nito r heavy rains during the winter and spring mo nths. T he Dis trict is p rep ared to res p o nd as need ed during s torm events in o rd er to pro tec t o ur facilities and provide s upport to our c o mmunity. AGENCY IDEALS AND ENDEAVORS: Id eals and End eavor I - Encourage Inno vative Inves tments To P ro mo te Sus tainable Benefits (A) - Develop projec ts and p ro grams to ensure s afe and reliable s ervic es (C) - Enhanc e emergency preparednes s programs Id eals and End eavor II - Maintain An Environment Committed To Elevated P ublic S ervic e (D) - Maximize s taff and governing b o ard c apabilities through ongoing p rofes s ional develo p ment Id eals and End eavor IV - F ully Understand C hallenges To Cultivate Effec tive Solutions (D) - Emb race an environment of active learning and knowled ge s haring FISCAL IMPACT : Funds fo r equipment imp ro visions purchas ed to acc o mp lis h this effort were reallo cated from available funds within the cap ital o utlay p ro gram. Res p ectfully s ubmitted: Rec o mmended b y: Jo hn Mura General Manager / C EO Jose Martinez Assistant General Manager ATTACHMENTS: Description Type El Nino Update Presentation Backup Material February 10, 2016 EL NIÑO UPDATE PREDICTING THE ARRIVAL OF EL NIÑO •January - March is historically the rainy season •Cool and wet conditions in the western US EL NIÑO PREPARATION TEAM Community utilizing available sand and bags Sand bags placed at strategic facilities 3 CENTRALIZED EMERGENCY SUPPLIES •Prepare for 24+ hour emergency •Essential supplies •Designated on-site storage location 4 Emergency Notification Process 5 Staff Contact Information Customer Contact Information Communication Contact Methods Phone Email Text Messages Te m p l a t e s Re a l T i m e CURRENT RAINFALL TOTALS 6 BOARD AGENDA STAFF REPORT Agenda Item #6. Meeting Date: F eb ruary 10, 2016 Disc ussion Item To: G o verning Board Memb ers From: G eneral Manager/CEO Subject: Water Quality Update RECOMMENDATION: This rep o rt is p ro vided to the Board o f Direc tors fo r its info rmation only. No ac tion is req uired. BACKGROUND / ANALYSIS: Due to recent national media attention regarding water c ontaminates in F lint, Michigan, staff would like to highlight the ac tivities that the District conduc ts o n a daily b as is to ens ure s afe d rinking water, and a resp o ns e p lan that will go into actio n in the event of a p o tential water quality c o nc ern. Over 3,200 water quality s amples are c ollec ted annually b y Dis tric t staff and tested by a certified laborato ry to ensure that the water provid ed b y the Dis tric t to cus tomers is s afe to d rink and meets all State and Federal water q uality s tandards. T here are 27 d ed icated water q uality s ampling loc ations strategic ally loc ated thro ughout the Dis trict as p art o f the s ystem mo nito ring plan that has been reviewed and approved by the S tate. The ranges of the water q uality results c o llec ted througho ut the year are summarized and mailed d irectly to all District c usto mers in a doc ument commonly referred to as a Cons umer Confid enc e R ep o rt (CC R). In the event of a water quality concern, the Distric t has an Emergenc y Respons e Plan and notificatio n proc es s that will be launched to alert the pub lic of p o tential harm, and s taff would work d iligently to correc t the is s ue, whic h may inc lud e repeat water quality sampling, ad d itional treatment, and s ystem maintenance until the is s ue is res o lved. Staff continues to monito r water quality p arameters in ord er to p ro vide a s afe d rinking water s upply, and continues to properly follow proto col to notify all o ur cus tomers in the event o f a water quality c o nc ern. AGENCY IDEALS AND ENDEAVORS: Id eals and End eavor I - Encourage Inno vative Inves tments To P ro mo te Sus tainable Benefits (A) - Develop projec ts and p ro grams to ensure s afe and reliable s ervic es (D) - Ded icate effo rt toward sys tem maintenanc e and modernization Id eals and End eavor II - Maintain An Environment Committed To Elevated P ublic S ervic e (A) - Strive to p ro vide world class cus tomer relatio ns FISCAL IMPACT : There is no fis c al imp act assoc iated with this agend a item. Res p ectfully s ubmitted: Rec o mmended b y: Jo hn Mura General Manager / C EO Jose Martinez Assistant General Manager ATTACHMENTS: Description Type Water Quality Update Presentation Backup Material FEBRUARY 10, 2016 WATER QUALITY WATER IN NATIONAL MEDIA 2 Flint, Michigan 3 SOURCES OF WATER WATER QUALITY DYNAMICS Meet State and Federal Requirements Comprehensive System Monitoring Routine Flushing Cross-Connection Prevention Reporting 4 ENSURE SAFE DRINKING WATER SAMPLING STATIONS 5 27 Sampling Locations Samples Collected by Staff Tested by Certified Laboratory INTERCONNECTING PROGRAMS •Regular System Sampling •Strategic Flushing •Maintain Water Movement 6 CONSUMER CONFIDENCE REPORT •Sampling Reports and Explanations •District Projects and Programs •Provided Once Per Year •Sent to District Customers and Residents 7 EMERGENCY RESPONSE PLAN 8 Re s p o n s e L e v e l s Resample Inform Customers Call to Action System Shut-Off