HomeMy WebLinkAboutAgenda Packet - EVWD Board of Directors - 10/14/2015REGULAR BOARD MEETING
Oc tober 14, 2015 - 5:30 PM
31111 Greens pot R o ad , Highland , CA 92346
AGENDA
"In orde r to comply with le gal requirements for po sting of agenda, only those items filed with the District Clerk by
12:00 p.m. on Wednesday prior to the following Wednesday meeting not re quiring departmental investigation, will
be considered by the Bo ard of Directors".
CALL TO ORDER
PLEDGE OF ALLEGIANCE
ROLL CALL OF BOARD MEMBERS
SUPPLEMENTAL INFORMATION FROM THE GENERAL MANAGER REGARDING AGENDA ITEMS
Introductio n of Jose Martinez, Assistant Ge neral Manager
PRESENTATIONS AND CEREMONIAL ITEMS
Presentatio n to Justine Hendricksen for 25 Years o f Dedicated Public Service
CSDA Chairman of the Year Award
P UB LIC COMMENTS
Any person wishing to speak to the Bo ard of Directors is asked to c omplete 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 Califo rnia Brown Act, the Bo ard of Directors is pro hibited from
discussing o r 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.
AG ENDA - This agenda contains a brie f general description of each item to be considere d. Except as otherwise
provided by law, no action shall be taken on any item not appe aring on the following agenda unless the Board o f
Directors make s a determination that an emergency exists or that a need to take immediate ac tion o n the item came
to the attention o f the District subsequent to the po sting o f the agenda.
1.Appro val o f Agenda
2.CONSENT CALENDAR
All matters listed under the Consent Calendar are considered by the Bo ard of Directors to be ro utine and will
be enacted in one mo tion. There will be no discussion o f these items prio r to the time the board co nsiders the
motion unless me mbers of the board, the administrative staff, or the public request specific ite ms to be
discussed and/or removed from the Consent Calendar.
a.Approve the August 26, 2015 regular board meeting minutes
b.Approve the September 9, 2015 regular board meeting minutes
c.Approve the September 17, 2015 special board meeting minutes
d.Approve the September 23, 2015 regular board meeting minutes
e.Directors fees and expenses for September 2015
NEW BUSINESS
3.Customer Service Excellence Program and Customer Service Strategic Plan
4.GASB 45 OPEB Valuation Report
5.Overview of the CEQA Environmental review process
REPORTS
6.Board of Directors' Reports
7.General Manager/CEO Report
8.Legal Counsel Report
9.Board of Directors' Comments
CLOSED SESSION
10.CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION Initiation of litigation pursuant
to Government Code Section 54956.9(d)(4) - One Potential Case
ANNOUNCEMENT OF CLOSED SESSION ACTIONS
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 Rd., 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.
Minutes: 08/12/15 etb
Subject to Approval
EAST VALLEY WATER DISTRICT August 26, 2015
REGULAR BOARD MEETING
MINUTES
The Chairman of the Board called the meeting to order at 5:30 p.m. Director Shelton led
the flag salute.
PRESENT: Directors: Carrillo, Coats, Coleman, Morales, Shelton
ABSENT: None
STAFF: John Mura, General Manager/CEO; Brian Tompkins, Chief Financial
Officer; Tom Holliman, Engineering Manager; Justine Hendricksen,
District Clerk; Cecilia Contreras, Senior 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 5:31
pm.
The District Clerk stated that Mr. Randal Lewis would like to make a public comment
during agenda item #4.
Mr. Gil Navarro, San Bernardino Valley Municipal Water District Board Member, stated
that he is involved with a program to help students learn about water issues and that he
would like to see multiple agencies work together to provide outreach to the
community.
Monica Serrano, Senior at Arroyo Valley High School, stated that she is attending the
board meeting to learn more about water.
Matt LeVesque stated that this evening Director Coleman was served with a lawsuit
regarding his election ballot statements and comments that had been made which
included items regarding the headquarters project and interest rates. He hopes that
Director Coleman will consider withdrawing his candidate statement before this process
proceeds by September 3.
There being no further written or verbal comments, the public participation section was
closed.
Minutes: 08/26/16 cmc 2
APPROVAL OF AGENDA
M/S/C (Coats-Shelton) that the August 26, 2015 agenda be approved as submitted.
ACCEPT AND FILE THE FNANICAL STATEMENTS, AS OF, AND FOR THE PERIOD ENDED,
JULY 2015
M/S/C (Shelton-Coats) that the Board accept and file the financial statements, as
of, and for the period ended July 2015.
DISBURSEMENTS
M/S/C (Shelton-Coats) that disbursements for Checks #244956 through #245258
which were distributed during the period of July 1, 2015 through July 31, 2015, bank
drafts and ACH Payments in the amount of $2,987,777.04 and $526,583.45 for payroll
and benefit contributions. Total Disbursements for the period $3,514,360.49 be
approved as submitted.
RESOLUTION 2015.15 – DAN DAVIS’ 25 YEARS OF SERVICE
M/S/C (Shelton-Coats) that Resolution 2015.15 be adopted.
RICHMOND AMERICAN HOMES – GLENROSE RANCH PRESENTATION
The General Manager/CEO introduced Edgar Gomez, Richmond American Homes, to
discuss the development in the District.
Mr. Edgar Gomez thanked the Board for the opportunity to present information on future
development. Mr. Gomez stated that this development is located at the North East
corner of Boulder Avenue and Greenspot Road and is for 118 single family detached
homes; that they contacted the District and the City of Highland for landscaping
recommendations; that weather based irrigation controllers will be installed and the
landscape will be mutually maintained by the home owner or the association. Mr. Gomez
reviewed the project milestone dates and is expecting to have the first home completed
by May or June of 2016.
The General Manager/CEO stated that it has been great working with the developer and
is looking forward to the continued partnership.
Information only.
AUTHORIZE THE GENERAL MANAGER/CEO TO NEGOTIATE THE FINAL TERMS OF A
JOINT FACILITIES AGREEMENT FOR THE JOINT FACILITATION WATER REPLENISHMENT
AND RECYCLING PROJECT WITH SAN BERNARDINO VALLEY MUNICIPAL WATER
DISTRICT
Minutes: 08/26/16 cmc 3
Pat Loy, Lewis Community Developers, spoke in support of the project and he applauds
the General Manager/CEO and the District for their efforts in seeking this partnership.
He stated that this project and partnership fits and embodies the District’s Values.
The General Manager/CEO provided an overview of the efforts between the District and
San Bernardino Valley Municipal Water District in moving forward with the Joint
Facilities Agreement; that there is a common need between the District’s to replenish
ground water and especially during drought conditions, there are funds available through
grants and low interest loans in order to accomplish these needs; that this partnership
will have a regional benefit; that both agencies are working with retailers for a recycled
water master plan to include construction of a recycled water center over the next
three to five years and will deploy 148 acre feet of water. He stated that the Ad-Hoc
committee that was established will be reviewing available options and making sure that
the principles stay consistent and changes will be incorporated along the way in the
agreement. He stated that comments have already been incorporated into the
agreement and that Valley District has this item on their agenda for their upcoming
board meeting; that comments will continue to be received and incorporated into the
document as necessary; and that a regional effort will be a great way to leverage the
amount of funds available for multiple benefits.
The General Manager/CEO mentioned that this is a foundation to the document and
there are many more pieces that will be developed and incorporated over the next few
weeks.
Director Coleman agrees that he believes this is a tremendous idea.
Director Shelton stated that she has complete confidence in the process and that this is
amazing work that has been done.
Director Carrillo requested that the language be reviewed that would allow it to be open
for changes.
Vice Chairman Coats stated that he is happy to be part of the Ad-Hoc committee and to
see water districts work together is great when there is common goal needed.
Chairman Morales stated that this document is the beginning of an agreement which
allows us to move from the conceptual side to a real project. Chairman Morales read
into record a letter received from Randall Lewis:
“Dear Chairman Morales,
Over the last four years, Lewis has been working with East Valley Water District on the
Harmony Development in Highland. Throughout these discussions, the District has been
encouraging innovative thinking to resolve both short- and long-term utility challenges
through cooperation and collaboration. We appreciate the Districts consideration of new
options that benefit not only the project but also the region.
Minutes: 08/26/16 cmc 4
The current drought in California has resulted in an emergency that calls for an
unprecedented expectation of rapid responses. The potential Groundwater
Replenishment Facilities are a perfect example of various public agencies working
together to effectively serve their communities. Knowing that many local water
agencies, including East Valley Water District, depend heavily on groundwater to serve
their customers, these facilities will instill a high level of local sustainability with the
appropriate sense of urgency.
As we continue our efforts for the Harmony Project, we are striving to plan a reliable
and responsible community. We understand the importance of making investments into
the infrastructure system that will serve generation after generation.
We support the partnership between San Bernardino Valley Municipal Water District and
the City of San Bernardino to facilitate Groundwater Replenishment Facilities. These
facilities will not only improve water supply reliability, but also provide a buffer in the
event of a lengthy drought.
We encourage you to support this important project that will greatly benefit the regions’
water supply.
Sincerely,
Randall W. Lewis”
M/S/C (Coleman-Carrillo) that the Board of Directors authorize the General
Manager/CEO to negotiate the final terms of a Joint Facilities Agreement for the Joint
Facilitation Water Replenishment and Recycling Project with San Bernardino Valley
Municipal Water District.
CONSERVATION COMMISSION POLICY AND RESOLUTION
The District Clerk stated that she had received a speaker request on this item.
Ms. Susan Longville, Board member at San Bernardino Valley Municipal Water District,
provided a suggestion regarding to the Conservation Commission; that the staff reports
state that this group will be disbanded and she feels like an opportunity will be missed
and we should keep them as an advisory group to be more engaged with the public; that
this group could be the community messengers.
The General Manager/CEO stated that this item is a result of mandatory drought
restrictions and the purpose is to establish a process for many of the fines that the
district is obligated to levy for those who are not in compliance; that the purpose of this
commission is to be a hearing body for those who have received fines.
Ms. Malloy stated that over the last year the District has taken extensive action in
responding to the drought; that on June 1, statewide mandatory conservation reductions
went into place and our District was given a 28% decrease mandate. Ms. Malloy reviewed
the outdoor watering restrictions that were implemented due to these mandates. She
stated Ordinance 395 allows for written notices of violations with the first one being a
Minutes: 08/26/16 cmc 5
warning and progressing up to $500 fine with a flow restrictor if violations were not
corrected. Ms. Malloy stated that in order to establish a fair appeal procedure, staff has
developed a Conservation Commission Policy; that this policy covers the procedures and
processes. The Commission members would be made up of three non-governing board
members or District staff, able to serve a two-year term, be able to participate in
monthly meetings if necessary, and serve on a volunteer basis with no stipend or
benefits; that the General Manager/CEO would establish the selection process and bring
the recommendations to the Board for approval.
Ms. Malloy stated that since implementing the written notices of violations, the District
has issued twenty since June 1; that customers have been responsive to the warnings
and other positive outreach efforts.
Director Carrillo stated that he served on the Ad-Hoc committee and worked with staff
on this policy and this is another opportunity to be engaged with the public towards a
positive campaign.
Chairman Morales stated that this is a large task with a clear script and fair expectations
and that it provides an education component.
M/S/C (Coats-Carrillo) that the Board approve the Conservation Commission Policy
and adopt Resolution 2015.19 as submitted.
BOARD OF DIRECTORS REPORTS
Director Carrillo reported on the following: he attended the San Bernardino County
Water Conference on August 21 which included major water leaders in attendance and a
great presentation from Mr. Mura; that he learned interesting statistics on how much
water the State Water Project has provided water over the last 3 years.
Director Shelton reported on the following: she attended the San Bernardino County
Water Conference where it was discussed how the drought will change water forever and
how Southern and Northern California are being treated differently even though they are
equally sharing in the drought.
Vice Chairman Coats reported on the following: he attended two Ad-Hoc meetings at San
Bernardino Valley Municipal Water District to work on the Joint Facilities Agreement; he
also attended the San Bernardino County Water Conference.
Chairman Morales reported on the following: he attended the two Ad-Hoc committee
meetings with San Bernardino Valley Municipal Water District to work on the Joint
Facilities Agreement.
Information only.
Minutes: 08/26/16 cmc 6
GENERAL MANAGER/CEO REPORTS
The General Manager/CEO reported on the following: the two meetings with San
Bernardino Valley Municipal Water District which are culminations of an ad-hoc
committee and that the documents are well thought out and he thanked the members
on the committee and appreciates their efforts; that he will be scheduling one on one
meetings with the potential Board candidates and provide them with a District overview;
that the District’s Employee Events Committee has officially adopted Jefferson Hunt
Elementary School at an adoption signing ceremony on August 21, 2015.
The General Manager/CEO gave an overview of upcoming board training that will include
comprehensive communication, customer interaction, the role of the center, and
creating the competitive advantage; that these trainings will help build confidence in
leading.
Information only.
LEGAL COUNSEL REPORT
The Districts legal counsel provided a few reminders while entering into campaign
season including but not limited to: no campaigning on public property, no soliciting
campaign contributions on District premises or with staff, and cannot use time on dais to
campaign.
Information only.
BOARD OF DIRECTORS COMMENTS
Director Coleman reported that he had a meeting with the General Manager/CEO to
discuss company business.
Vice Chairman Coats stated that he is very thankful that he gets to be a representative
of the people, that the District is continuing to head in the right direction, and that he is
looking forward to the upcoming board trainings.
Chairman Morales commended the employees for adopting Hunt Elementary and noted
that the support that has been given to the students have been solely funded by the
employees. He stated that he looks forward to building the District’s brand with the
series of upcoming trainings for the board and for the leadership training that will take
place internally for supervisors and senior level employees. He thanked the employees
for embracing the change and to committing to do a better job every day.
Chairman Morales read into the record an email he received from Fred Yauger regarding
the Districts award for excellence in financial reporting:
“James:
I was pleased to read the District was recognized for its excellent annual financial
Minutes: 08/26/16 cmc 7
report. It is even more impressive that you were honored for the third year in a row.
You set the bar high and reached it again.
Congratulations to the board and staff on this achievement.
Fred”
ADJOURN
The meeting adjourned at 6:39 p.m.
_________________________
James Morales, Jr., Chairman
____________________
John J. Mura, Secretary
Minutes: 09/09/15 cmc
Subject to Approval
EAST VALLEY WATER DISTRICT September 9, 2015
REGULAR BOARD MEETING
MINUTES
The Chairman of the Board called the meeting to order at 5:30 p.m. Mr. Tompkins led
the flag salute.
PRESENT: Directors: Carrillo, Coats, Coleman, Morales, Shelton
ABSENT: None
STAFF: John Mura, General Manager/CEO; Brian Tompkins, Chief Financial
Officer; Tom Holliman, Engineering Manager; Justine Hendricksen,
District Clerk; Cecilia Contreras, Senior Administrative Assistant
LEGAL COUNSEL: Jean Cihigoyenetche
GUEST(s): Members of the public
PRESENTATIONS AND CEREMONIAL ITEMS
• Presentation to Dan Davis for 25 years of dedicated public service
The Chairman of the Board presented Resolution 2015.15 to Mr. Davis in recognition of
his 25 years of service with East Valley Water District.
PUBLIC COMMENTS
Chairman Morales declared the public participation section of the meeting open at 5:36
pm.
Mr. Larry Malmberg introduced himself as a past board member of the East Valley Water
District and that it has come to his attention that misconduct has taken place by current
board member, Ben Coleman regarding his expenses, censorship and claims a lapse in
memory; that Mr. Coleman does not deserve to be on this board and should resign.
There being no further written or verbal comments, the public participation section was
closed.
APPROVAL OF AGENDA
M/S/C (Coats-Carrillo) that the September 9, 2015 agenda be approved as
submitted.
Minutes: 09/09/15 cmc 2
APPROVE THE AUGUST 12, 2015 REGULAR BOARD MEETING MINUTES
M/S/C (Carrillo-Shelton) that the Board approve the August 12, 2015 regular board
meeting minutes as submitted
DIRECTORS FEES AND EXPENSES FOR JULY AND AUGUST 2015
M/S/C (Carrillo-Shelton) that the Directors’ fees and expenses for July and August
2015 be approved as submitted.
HAZARD MITIGATION PLAN UPDATE
The General Manager/CEO stated that September is emergency preparation month and
the District takes our responsibility and role seriously and that emergency response will
be a priority this fiscal year.
Ms. Malloy provided an overview of the emergencies and disasters that we have seen in
our region and stated that emergencies happen on a regular basis and is the reason why
the District makes it a priority to plan and prepare. She reviewed the FEMA requirements
for Special Districts and a requirement to adopt a plan that lists disasters that can occur
in our area and how the District plans for them; that a FEMA approved Hazard Mitigation
Plan is a necessity to allow our District to be able to receive funding from the
Department of Homeland Security following a declared disaster. Ms. Malloy presented an
overview of the background of this document and the processes that have been
followed; she stated that once the plan is approved by FEMA, the District will begin a
full plan revision which will also lead to an update of the Vulnerability Assessment and
the Emergency Response Plan.
Ms. Malloy briefed the Board on a full fire drill evacuation that had taken place earlier in
the week to test processes; that an after action meeting was conducted with all staff to
discuss the results and that the District has an obligation to respond during a disaster.
Ms. Malloy informed the Board that the District will be participating in the Great
California Shakeout drill on October 15 at 10:15 am which is a worldwide drill and
everyone is encouraged to participate by registering at shakeout.org.
The General Manager/CEO stated that staff is exploring options to hire an independent a
consultant to assist with the updates and to ensure that our District will have the ability
to receive federal funding.
Chairman Morales stated that he looks forward to the review of the Hazard Mitigation
Plan moving forward and also to the subsequent documents that follow.
M/S/C (Coats-Shelton) that the Board of Directors approve the Revised Hazard
Mitigation Plan and adopt Resolution 2015.22 as submitted.
Minutes: 09/09/15 cmc 3
BOARD MEETING SCHEDULE FOR NOVEMBER AND DECEMBER 2015
M/S/C (Coleman-Coats) that the Board approve the cancellation of the November
11, 2015, November 25, 2015 and the December 23, 2015 scheduled board meetings and
schedule a special meeting for November 18, 2015.
BOARD OF DIRECTORS REPORTS
Vice Chairman Coats reported on the following: he attended a meeting at San Bernardino
Valley District on September 1 to work on the agreement for the Recycled Water Center.
Director Shelton reported on the following: she attended the Highland Chamber of
Commerce breakfast where community development was discussed.
Chairman Morales reported on the following: he attended a legislative committee
meeting of the East Valley Association of Realtors and provided an update to the group
on the progress of the Recycled Water Center; that he is participating in the Debt
Investment Certificate Program; and that ACWA Region 9 is hosting a meeting on
October 18 and the main topic is managing the drought.
Information only.
GENERAL MANAGER/CEO REPORTS
The General Manager/CEO stated that concerns were raised at San Bernardino Valley
Municipal Water District’s board meeting regarding the Recycled Water project and that
this item has been tabled. He stated that a meeting between East Valley Water District,
Valley District, and the City of San Bernardino Water Department was held to discuss and
better understand each other’s concerns. He read a statement into the record that was
jointly written by Stacy Aldstadt, Doug Headrick, and Mr. Mura:
“We feel we had a productive meeting on Wednesday, September 9. For this reason we
would like to reschedule the inter-board meeting to October. We want to continue to
work together to develop consensus. This will allow us to further work on developing a
draft recycled water project agreement and corresponding policies, and presentation to
share with the Boards. Meanwhile, City of San Bernardino agrees that if the Agreement
for the Construction and Operation of Groundwater Replenishment Facilities by and in
between East Valley Water District and Valley District needs to move forward they will
not object.”
The General Manager/CEO stated that he felt this was a productive meeting to better
understand the needs of each District and this is a new opportunity to move forward and
develop relationships that could result in additional regional projects between agencies
for the good of the region.
The General Manager/CEO reported on the following: EVWD Leadership training is
beginning and managers and supervisors will be attending a Leadership Workshop at
Cucamonga Valley Water District where they are hosting keynote speaker Dan Quiggle; a
Minutes: 09/09/15 cmc 4
training has been scheduled for the Board for September 17 as part of the Board’s Goals
and Objectives and to continue the commitment of Board Professional Development; he
gave an overview of project updates that included the Church Street Sewer Bypass,
Whitlock Bypass, and Plant 134 Getaway Pipeline. He also wanted to thank the field
crew which include Rick Becerra, Steve McGee, Kyle Vasquez, Daniel Strong, Ricardo
Ugues, Jon Peel, and Brett Macharelli for their tireless efforts over the holiday weekend
repairing main leaks and that this is an example of our 24/7/365 commitment to
customer service. He also thanked Kelly Malloy and Cecilia Contreras for their extra
efforts during the evacuation drill and vehicle inspections that took place and how well
staff is prepared to response to an emergency.
Information only.
LEGAL COUNSEL REPORT
No reports at this time.
BOARD OF DIRECTORS COMMENTS
Director Shelton stated that she continues to be amazed with staff and the reports that
are presented to the Board and she is proud to be a part of this team.
Director Carrillo stated that he appreciates staff and the presentations provided and for
not only investing in resources but for also protecting and planning for our
infrastructure.
Vice Chairman Coats commended staff on a great job on planning to be prepared in an
emergency.
Chairman Morales expressed his gratitude to staff for their efforts in emergency planning
and this is a testament on how the District prepares for the stability of the District.
Chairman Morales stated they are continuing to work on the joint agreement with Valley
District and it’s great to have this breakthrough with the City of San Bernardino and he
looks forward to the continued success for our community and this project.
ADJOURN
The meeting adjourned at 7:28 p.m.
_________________________
James Morales, Jr., Chairman
____________________
John J. Mura, Secretary
Minutes: 09/17/15 etb
Subject to approval
EAST VALLEY WATER DISTRICT September 17, 2015
SPECIAL BOARD MEETING
MINUTES
The Chairman of the Board called the meeting to order at 9:00 a.m., Mr. Mura led the
flag salute.
PRESENT: Directors: Carrillo, Coats, Morales, Shelton
ABSENT: Directors: Coleman
STAFF: John Mura, General Manager/CEO; Brian Tompkins, Chief Financial
Officer; Tom Holliman, Engineering Manager; Justine Hendricksen,
District Clerk; Eileen Bateman, Senior Administrative Assistant;
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 9:03
a.m.
There being no written or verbal comments, the public participation section was closed.
The Board took a break at 9:04 am to complete individual interviews with CV Strategies.
The Board returned to session at 9:12 am.
BOARD COMMUNICATION TRAINING
The General Manager/CEO reviewed the District’s Ideals and Endeavors. He stated that
this is the first of a series of training sessions for the Board.
Representatives from CV Strategies provided an overview on the goals of the meeting
which include how to present yourself as a board member and a representative of the
District during a public meeting. The focus of the training is to assist with the principles
of public interaction, review key messages on District issues, view and evaluate
communication styles and build comfort through practice.
CV Strategies representatives reviewed communication challenges including style,
approach and tactics. The Representative reviewed the differences of public speaking
and conversation, verbal and non-verbal messaging and listening skills.
Director Coleman arrived at 9:21 am.
Minutes: 09/17/15 etb 2
The Board participated in multiple exercises with possible scenarios that may come up
during interaction with the media, customers and during a presentation at community
events. The representatives reviewed with them how to respond to comments, how to
connect with each person that you come in contact with, and how to make every
interaction an effective and positive one.
Information only.
The Board took a break at 10:29 am.
The Board returned to session at 10:34 am.
GENERAL MANAGER/CEO REPORTS
No report at this time.
LEGAL COUNSEL REPORT
No report at this time.
BOARD OF DIRECTORS COMMENTS
Director Coleman apologized for being late to the meeting and stated that he was glad
for the program that they just went through.
Director Shelton stated that this was an informative meeting.
Director Carrillo expressed his appreciation for CV Strategies and staff for taking the
time to present this training.
Vice Chairman Coats stated that today’s training was very valuable and that he looks
forward to being a better communicator with information he received from today’s
meeting.
Chairman Morales thanked CV Strategies and the General Manager/CEO for today’s
training opportunity and that it was very beneficial. He stated that this training was very
helpful and is a continued effort to provide world class public service.
ADJOURN
The meeting adjourned at 12:41 pm.
_________________________
James Morales, Jr., Chairman
____________________
John J. Mura, Secretary
1
Minutes 09/23/2015 etb
Subject to Approval
EAST VALLEY WATER DISTRICT September 23, 2015
REGULAR BOARD MEETING
MINUTES
The Chairman of the Board called the meeting to order at 5:30 p.m. Ms. Jodi Scott
led the flag salute.
PRESENT: Directors: Carrillo, Coats, Coleman, Shelton
ABSENT: Director Morales
STAFF: John Mura, General Manager/CEO; Brian Tompkins, Chief
Financial Officer; Tom Holliman, Engineering; Cecilia
Contreras, Sr. Administrative Assistant; Eileen Bateman, Senior
Administrative Assistant; Shayla Gerber, Administrative Assistant
LEGAL COUNSEL: Jean Cihigoyenetche
GUEST(s): Members of the public
Vice Chairman Coats stated the Chairman was not in attendance due to the
California Special District’s Conference in Monterey. Chairman Morales was selected
to receive a prestigious award for Board President of the Year. This award
acknowledges Chairman Morales’ achievements and leadership in public service, as
well as a great reflection of the District and commended Chairman Morales on his
achievement.
PUBLIC COMMENTS
Vice Chairman Coats declared the public participation section of the meeting open
at 5:31 pm.
There being no written or verbal comments, the public participation section was
closed.
APPROVAL OF AGENDA
M/S/C (Shelton-Coleman) that the September 23, 2015 agenda be approved as
submitted.
2
Minutes 09/23/2015 etb
ACCEPT AND FILE THE FINANCIAL STATEMENT AS OF, AND FOR THE PERIOD ENDED,
AUGUST 31, 2015
M/S/C (Coleman-Shelton) that the Board accept and file the financial
statement as of, and for the period ended, August 31, 2015.
DISBURSEMENTS
M/S/C (Coleman-Shelton) that the General Fund Disbursements #245259 through
#245525 which were distributed during the period of August 1, 2015 through August 31,
2015, bank drafts and ACH Payments in the amount of $2,145,941.16 and $311,972.60
for payroll and benefit contributions, totaling $2,457,913.76 be approved.
RESOLUTION 2015.14 – RECOGNIZING JUSTINE HENDRICKSEN'S TWENTY FIVE YEARS
OF DEDICATED PUBLIC SERVICE
M/S/C (Coleman-Shelton) that the Board adopt Resolution 2015.14.
STAFF PRESENTATION REGARDING RESOLUTION 2015.21 TO ADOPT ONE WATER
ONE WATERSHED 2.0 PLAN
The General Manager/CEO stated that this item was a requirement in order to be
eligible for a $329,000 grant from the Santa Ana Water Project Authority, and the
grant will offset the costs of implementing Budget Based Rates.
The Chief Financial Officer provided a brief review of the Santa Ana Watershed
Integrated Regional Water Management Plan – One Water One Watershed 2.0; that the
plan will assist its member agencies with managing water resources, reduce reliance
on watershed water and establish rates to encourage water conservation.
Information only.
ADJOURN TO PUBLIC HEARING AT 5:38 PM
PUBLIC COMMENTS
Members of the public provided their concerns regarding the cities that are included
in the Santa Ana Watershed Agency.
The General Manager/CEO stated that East Valley Water District is included in the
Santa Ana Watershed under a large area of regional boundaries and not identified as
specific cities.
Vice Chairman Coats closed the Public Hearing at 5:41 pm.
BOARD DISCUSSION
There was no discussion at this time.
3
Minutes 09/23/2015 etb
ADOPT RESOLUTION 2015.21 - ONE WATER ONE WATERSHED 2.0 PLAN
M/S/C (Coleman-Shelton) that the Board adopt Resolution 2015.21.
AUTHORIZE GENERAL MANAGER/CEO TO NEGOTIATE THE FINAL TERMS OF A JOINT
FACILITIES AGREEMENT FOR THE JOINT FACILITATION WATER REPLENISHMENT AND
RECYCLING PROJECT WITH SAN BERNARDINO VALLEY MUNICIPAL WATER DISTRICT
The General Manager/CEO reviewed minor modifications made to the original
document and stated that copies are available for the public. He stated that a
number of comments were received at the San Bernardino Valley Municipal Water
District’s meeting; that the comments were taken into consideration and
modifications were made to the agreement; that this agreement establishes the
framework for the two agencies to begin considering opportunities to develop a
recycled water facility for the benefit of the San Bernardino Region.
Mr. Serrano spoke in favor of the treatment facility however, he expressed his
concerns regarding costs associated with the project; how East Valley Water District
plans to pay their share of the costs and how costs will be tracked. He recommended
that the costs be funded by the future developers.
The General Manager/CEO addressed the comments and provided information
regarding the provisions in the agreement and the developer’s obligation to fund costs
associated with infrastructure necessary for the water and sewer system connections.
Director Carrillo commended San Bernardino Valley District for their leadership and
agreeing to the partnership involved with this project; he stated that he is pleased to
see East Valley Water District isn’t releasing a lot of control over the design and
construction of the project. He inquired about addressing mutual modifications to the
agreement as the project moves forward.
Director Shelton stated that she is thankful for the efforts that have been put forth in
developing the agreement and has extreme confidence in staff as we move forward.
Director Coleman stated that he is pleased the agreement states that the water from
the recycled water treatment plant is the property of EVWD and appreciates that the
agreement encourages water conservation education.
Vice Chairman Coats stated that region will benefit from a recycled water center and
that all parties need to pay a fair portion of the costs associated with the project.
M/S/C (Coleman-Carrillo) that the Board authorize the General Manager/CEO
to negotiate the final terms of a Joint Facilities Agreement for the Joint Facilitation
Water Replenishment and Recycling Project with San Bernardino Valley Municipal
Water District.
4
Minutes 09/23/2015 etb
AWARD PROGRAM MANAGEMENT SERVICES CONTRACT TO HALL & FOREMAN FOR
THE DISTRICT’S RECYCLED WATER CENTER
The General Manager/CEO stated that it is necessary for the District to hire a new
Program Manager; that the District interviewed three qualified candidates and has
recommended Hall & Foreman for the services involved with the District’s Recycled
Water Center.
M/S/C (Coleman-Shelton) that the Board award Program Management Services
Contract to Hall & Foreman for the District’s Recycled Water Center.
BOARD OF DIRECTORS REPORTS
Director Coleman reported on the following: he attended Board Communication
Training on September 17, 2015.
Director Carrillo reported on the following: he attended Board Communication
Training on September 17, 2015.
Director Shelton reported on the following: she attended an ACWA conference and
items discussed included; managing the drought, conservation efforts, and decreasing
water consumption; she also attended the Highland Area Chamber of Commerce
Luncheon where the American Red Cross discussed their involvement with the
community and that they are the single largest blood suppliers in the United States.
Vice Chairman Coats reported on the following: that on September 10th , he attended
the Advisory Commission on Water Policy where they discussed the 28% state-wide
water reduction; on September 15th, he attended a meeting at San Bernardino Valley
District where they discussed the agreement between San Bernardino Valley District
and East Valley Water District; on September 18th, he attended an ACWA conference
where they discussed water wells and statistical information on the effects of a water
shortage. He also attended the District’s AD-Hoc committee meeting regarding the
recycled water facility.
GENERAL MANAGER/CEO REPORT
• DROUGHT UPDATE
Ms. Malloy, Public Affairs/Conservation Manager provided a brief update on the
District’s conservation efforts including the turf replacement program, she provided
recent conservation transformation examples; and stated that during the recent heat
wave the District achieved a 27.4% reduction in water conservation for the month of
August; that the District is still in compliance with state mandates; she also stated
that an Ad-Hoc committee meeting is scheduled for October 7th to discuss turf
replacement updates, rebate program funding, partnerships with customers with
unique water needs, conservation progress, WaterSmart Pilot Program and staffing
updates.
5
Minutes 09/23/2015 etb
The General Manager/CEO reported that the District is participating in the Health and
Safety Fair in the Sears parking lot this weekend; that there is a Special Meeting on
October 8th to discuss the District’s Succession Planning efforts; that the District is
going to participate in the County of San Bernardino Great Shakeout on October 10th
at the San Bernardino County Museum. He informed everyone of the Neighborhood
Program to educate the community about the District’s goals and projects. He also
shared that the employees of the district adopted Hunt Elementary and is currently
raising funds for a Coat Drive, he stated that recently the Customer Service Supervisor
reached out to an upset customer regarding a high bill, after identifying the problem,
the employee events committee used their funds to assist the resident in making the
needed repairs. The General Manager/CEO offered his appreciation to the events
committee and the following employees who assisted the customer, Rick, Micah,
Carol, and Kathy.
LEGAL COUNSEL REPORT
No report at this time.
BOARD OF DIRECTORS COMMENTS
Director Coleman stated he is glad that Jean is here today and that he was lucky
enough to get off the plane un-scaved; he expressed his gratitude to Ms. Malloy for
her efforts with conservation and to Mr. Mura for the story about the employees and
stated that not everyone would recognize a problem and is glad that we sent someone
out to take care of the customer; he gives accolades to them and is glad to be a part
of the District.
Director Shelton stated that it was an amazing story about the employees. She
thanked everyone in attendance and encourages their continued attendance and to
get the word out to others to attend the meetings.
Vice Chairman Coats provided copies of an article printed in the Sun Telegram
regarding water self-sufficiency in Los Angeles and the need for water districts to look
at building wastewater treatment plants. He thanked the employees for their efforts
and is proud of all they do to represent the District.
The General Manager stated that Metropolitan Water Agency is trying to work with
other sewer agencies to develop a project that will treat up to 150 million gallons per
day of recycled water, and stated that East Valley Water District is not the only
agency that is considering this type of water supply. He also expressed his
appreciation to Shayla, Cecilia and Eileen for their extra efforts in Ms. Hendricksen’s
absence.
Vice Chairman Coats thanked everyone for attending tonight’s and appreciates the
input from the community.
6
Minutes 09/23/2015 etb
ADJOURN
The meeting was adjourned at 6:24 pm.
_________________________
James Morales, Jr., Chairman
____________________
John J. Mura, Secretary
BOARD AGENDA STAFF REPORT
Agend a Item #2.e.
Meeting Date: Octo b er 14, 2015
Cons ent Item
T o: G o verning Board Memb ers
From: G eneral Manager/CEO
Subject: Direc tors fees and exp enses fo r Septemb er 2015
RECOMMENDATION:
Approve the Governing Bo ard Members’ fees and exp enses fo r Sep tember 2015.
BACKGROUND / ANALYSIS:
The Bo ard has ins truc ted s taff to lis t all direc to r fees and expens es as a sep arate agend a item to sho w full fis c al
trans p arenc y. Only after Board review and ap p ro val will the c o mp ensatio n and exp enses b e paid.
AGENCY IDEALS AND ENDEAVORS:
Id eals and End eavor II - Maintain An Environment C o mmitted To Elevated P ublic S ervic e
(E) – Practice trans parent & acc o untable fis c al management
REVIEW BY OTHERS:
This agend a items has b een reviewed by the Ad minis tration department.
FISCAL IMPACT:
The fis cal impac t as s o ciated with this agenda item is $6,285.93 whic h is inc luded in the c urrent fis cal b udget.
Res p ectfully s ubmitted:
Rec o mmended b y:
Jo hn Mura
General Manager / C EO
Jus tine Hendric ksen
District Clerk
ATTACHMENTS:
Description Type
Directors Expe nses September 2015 Backup Material
BOARD AGENDA STAFF REPORT
Agenda Item #3.
Meeting Date: Octo b er 14, 2015
Disc ussion Item
T o: G o verning Board Memb ers
From: G eneral Manager/CEO
Subject: Cus tomer Service Excellence Pro gram and Cus tomer Service S trategic P lan
RECOMMENDATION:
This rep o rt is p ro vided to the Board o f Direc tors fo r its info rmation only.
BACKGROUND / ANALYSIS:
In an effo rt to s trive toward wo rld c las s public s ervice, staff partnered with C us to mer S ervic e Ad vantage, Inc .
(CS A) to p rovid e a Cus tomer Service Excellenc e P ro gram to s taff. CSA c ond uc ted many on-s ite visits whic h
inc luded training s es s io ns, job s hadowing, one-o n-one interviews with Cus to mer S ervic e staff and vario us
memb ers of the Dis trict’s lead ers hip team, vis ioning wo rksho p s , and individual s taff c o aching.
As a result of the rec o mmendatio ns fro m CS A, the Cus tomer Service Department has d eveloped a three-year
s trategic plan that id entifies c urrent o p p o rtunities and challenges for p ro viding wo rld c las s c usto mer servic e to
the c o mmunity. S taff at various levels of the o rganization c o ntrib uted to the develo p ment of this doc ument in
o rd er to c ap ture the Dis tric t-wid e c o mmitment to quality c usto mer service. Staff will be p ro viding a detailed
p res entation o n the C us to mer S ervic e Exc ellenc e Program and Custo mer Servic e Strategic Plan.
AGENCY IDEALS AND ENDEAVORS:
Id eals and End eavor II - Maintain An Environment C o mmitted To Elevated P ublic S ervic e
(A) - Strive to Provid e World Class Cus tomer R elations
Id eals and End eavor IV - F ully Understand C hallenges T o Cultivate Effective S o lutio ns
(A) - Support Ongo ing Bus iness Proc es s Imp ro vement
(D) - Emb race an Enviro nment o f Active Learning and Kno wledge Sharing
REVIEW BY OTHERS:
This agend a item has b een reviewed by the Ad minis trative and Custo mer Servic e Departments .
FISCAL IMPACT:
Funding fo r c os ts as s oc iated with the Customer Service Excellence Program, and for imp lementation of the
Strategic Plan, was /will be req uested through the bud get proc es 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
Customer Servic e Excellence P rogram Presentatio n - Final Backup Material
Customer Servic e Strategic Plan Backup Material
OCTOBER 14, 2015CUSTOMER SERVICE
EXCELLENCE PROGRAM
WORLD CLASS CUSTOMER RELATIONS
•Partnership with Customer Service Advantage
(CSA) for Customer Service Excellence Program
•The Science of Service – Creating a
Culture of Service in the Public Sector,
by Wendi Brick
•Final Report with Action Plan
2
Job
Shadowing
Job
Shadowing
One-On-One
Interviews/
Department
Evaluation
One-On-One
Interviews/
Department
Evaluation
Customer Skills
Training
Customer Skills
Training
Visioning
Exercise
Visioning
Exercise
Individual Staff
Coaching
Individual Staff
Coaching
CUSTOMER SERVICE STRATEGIC PLAN
•Executive Summary and
Foundation of the Plan
•Department Mission
•Department Core Operating
Values
•Department Goals and
Objectives
•SWOT Analysis
•Action Plan Focused by Year
3
3-Year
Strategic
Plan
ACCOMPLISHMENTS TO DATE
Customer Service Strategic Plan
Delayed Openings - Dedicated Training Hours
Ergonomic evaluation/adjustments
Creation of Zero Consumption Report
Adoption of Cash Handling Policy
Positive Promotions Board
Updated Service Application
Call Recording Software
Empowerment of CSRs
4
NEXT STEPS
•Accomplish Remaining 6-month Action Items
•Begin focusing On 1-Year Action Items
•Attend Advanced Customer Service Skills Workshop
Facilitated by CSA
•Continue Providing World Class Customer Relations
5
CUSTOMER SERVICE
2015 STRATEGIC PLAN
On April 11, 2012 the East Valley Water District
Board of Directors adopted the District’s first
Strategic Plan. This organizational guide placed
a great deal of emphasis on enriching the
District’s customer relations, both internally and
externally, as well as elevating staff capabilities
and reinvestment. This direction was reaffirmed
on April 8, 2015 when the Board of Directors
adopted the District’s Agency Ideals and
Organizational Endeavors, and was further
supported within the new Vision Statement,
“Enhance and preserve the quality of life for our
community through innovative leadership and
world class public service.”
In an effort to strive toward world class public
service, staff partnered with Customer Service
Advantage, Inc. (CSA) to review the current
departmental procedures and provide input for
long-term enhancement. CSA conducted many
on-site visits which included training sessions, job
shadowing, one-on-one interviews with Customer
Service staff and various members of the District’s
leadership team, visioning workshops, and
individual staff coaching.
As a result of the recommendations from CSA,
the Customer Service Department has developed
a three-year strategic plan that identifies current
opportunities and challenges for providing world
class customer service to the community. Staff
at various levels of the organization contributed
to the development of this document, in order to
capture the district-wide commitment to quality
customer service. This plan identifies specific
tasks and correlating timelines for implementation
that will ensure continued improvement
throughout the lifecycle of the document.
OCTOBER 1, 2015
TABLE OF CONTENTS
Foundation of the Strategic Plan ...........................2
East Valley Water District Vision .............................2
Customer Service Department Mission ..............2
Core Operations Values ..........................................2
Goals and Objectives ................................................3
SWOT Analysis ...........................................................4
Strategic Action Plan ................................................5
EXECUTIVE SUMMARY
CUSTOMER SERVICE STRATEGIC PLAN 1
CUSTOMER SERVICE STRATEGIC PLAN 2
The strategic plan is intended to be a management tool for the Customer
Service Department. It presents a comprehensive record of the strategic
planning process including recommendations provided by CSA and
decisions reached by the District’s leadership team. Moreover, it serves
as a reminder of the District’s and the Customer Service Department’s
vision, core values and goals and objectives. Lastly, it provides an action
plan for the department to embark on over the next three (3) years. A
successful implementation of the strategic plan will result in increased
staff productivity, empowerment, and morale. In turn, staff will be eager to
provide world class service to the community we serve.
FOUNDATION OF THE STRATEGIC PLAN
Enhance and preserve the quality of life for our community through
innovative leadership and world class public service.
EAST VALLEY WATER DISTRICT VISION
Serve our community with dignity and respect by providing prompt,
courteous and world class customer relations.
CUSTOMER SERVICE DEPARTMENT MISSION
Leadership – Motivating a group of people to act towards achieving a
common goal or destination.
Partnership – Developing relationships between wide range of groups and
individuals through collaboration and shared responsibilities.
Stewardship – Embracing the responsibility of enhancing and protecting
resources consider worth caring for and preserving.
EAST VALLEY WATER DISTRICT CORE
OPERATING VALUES
The following core operating values, coupled with East Valley Water
District’s core operating values of Leadership, Partnership, Stewardship,
influence the culture and public image of the District’s Customer Service
Department.
Respect – Treating individuals in a kind and courteous manner, showing
high regard and valuing each and every customer.
CUSTOMER SERVICE DEPARTMENT CORE
OPERATING VALUES
CUSTOMER SERVICE STRATEGIC PLAN 3
Empathy – The ability to understand one’s situation and respond in a
caring and sincere manner.
Honesty/Integrity – Being truthful and transparent always adhering to
moral and ethical principals in all aspects of the customer interaction.
Accountability – Willingness to accept responsibility while being held to
the highest standards.
Accuracy – Showing capability and comprehension in doing ones job
while providing and maintaining a true and detailed account of any and all
transactions.
Collaboration – Working together while allowing each individual to
contribute his/her personal strengths in order to provide a unified and
supportive atmosphere.
The following goals and objectives for Customer Service outline the
Department’s response to the issues assessed through the Customer
Service Excellence Program and the 2015/16 Fiscal Year budgeting
process. These goals offer a road map for fulfilling the Department’s
strategic direction.
Goal 1. Provide Quality Customer Service
• Conduct customer satisfaction surveys.
• Attend training specific to enhancing the guest experience.
• Ensure accurate and consistent contact with customers regarding
events and procedures implemented by the District.
Goal 2. Increase Training Opportunities for Staff to Leverage
Technology Investments
• Establish a policy manual for all Department activity.
• Develop systemic training programs for Customer Service
Representatives.
Goal 3. Facilitate Customer Processes
• Educate customers on District policies and procedures related to water
and wastewater services.
• Routinely update information on website for customers.
• Create a quick guide booklet for new customers.
Goal 4. Encourage Conservation through Budget Based Rates
• Proactively identify and contact customers with inefficient water usage
and direct them to assistance programs as necessary.
GOALS AND OBJECTIVES
CUSTOMER SERVICE STRATEGIC PLAN 4
The following is a brief summary of strengths, weaknesses, opportunities,
and threats assessed during the Customer Service Excellence Program.
Strengths – Internal characteristics and qualities that have contributed
to the department’s successes
• Dedicated and enthusiastic staff who are seasoned professionals in the
field of customer service.
• Staff express desire to see customer service as the number one priority
throughout the District and are committed to being prompt, courteous
and knowledgeable.
• Staff provides high quality individualized services to the community.
• The Department overcomes challenges through initiative and
innovation.
• The Department focuses on cross training and increasing use of
technology.
• Gaining an excellent reputation as a recognized leader in the industry.
Weaknesses – Internal qualities to improve
• Quick implementation of utility billing did not allow for full training and
all system capabilities.
• Lack of integration between utility billing and work order software.
Opportunities – Activities or trends to enhance department performance
• Increase training and development opportunities.
• Collaborative involvement of staff in all processes.
• Efficient use of statistical and historical processes.
• Adapting to a fast-paced work environment.
• Improved planning/training efforts before implementing new project,
program or software.
Threats – External activities or trends that threaten the current and/or
future success of the organization
• Negative feedback on social media.
• Customer resistance to procedural changes.
• Lack of interdepartmental communication.
• Rapid technological adaption not allowing for full training and post
implementation evaluation.
• Potential for high turnover in Customer Service staff positions.
SWOT ANALYSIS
CUSTOMER SERVICE STRATEGIC PLAN 5
The following is a summary of action items (in addition to on-going
operations) for EVWD’s Customer Service Department to accomplish
during each year of the three-year strategic plan.
Six Months
1. Adopt Customer Service Strategic Plan.
2. Create a Customer Service Policy.
3. Provide sample scripting for typical frequently asked questions (FAQs).
Discuss the FAQ’s at department meetings and provide periodic up-
dates as needed.
4. Create an ergonomics program that evaluates staff workspace, pro-
vides ergonomic office equipment where needed, and offers instruc-
tion on ergonomic behaviors to avoid injury.
5. Plan annual celebrations for National Customer Service Week in Octo-
ber of each year.
6. Create a Positive Promotions Board.
7. Create a scripted response to answer customer inquiries related to a
specific incident (i.e. high usage bills, inefficient usage, billing error,
etc.) with a pre-actionary phone call or letter.
8. Generate a zero-consumptions report.
9. Use call-recording software to conduct monthly random call samples.
10. Conduct daily morning meetings with Customer Service staff.
Year One
1. Adopt core customer service principles for all interactions within the
District (internal and external). Ensure the core principles align with
service enhancement projects throughout the organization.
2. Plan debriefing meetings suited for discussing problematic customer
interactions.
3. Create a “Transfer Cheat Sheet” that lists who to contact for specific
purposes.
4. Identify opportunities to empower Customer Service Representatives
and use their judgement to drive toward First Contact Resolution and
create performance measures for both quality and quantity and estab-
lish baselines.
5. Create customer surveys for lobby, website and phone system feed-
back.
6. Create a fair, uniform rewards program to recognize individuals and
teams that meet high-quality service expectations and those that are
key players in meeting performance measures.
7. Create an “inconsistencies” exercise with staff to identify areas where
there is not one black-and-white response. Use the information
learned to add to the list of frequently asked questions.
8. Maintain an updated website where customers can easily search for
accurate information.
9. Develop a refresher/training plan for all staff by creating a formalized
training calendar.
10. Enhance the past due reminder notice and ensure compliance with
AB2747.
THREE-YEAR STRATEGIC ACTION PLAN
FOCUSED BY YEAR – JULY 2015
Year Two
1. Create a service application process in which the service automatically goes into landlord’s name when
the tenant moves out.
2. Create weekly and monthly phone call statistical reports that track both the number and types of calls.
Establish an action plan to decrease the number of calls based on the trends.
3. Utilize the television in the lobby to educate customers on District endeavors. Develop two to five minute
instructional videos informing customers on processes and procedures.
Year Three
1. Create a training schedule for upcoming projects; i.e. reclamation plant, AMI meters, etc. to ensure that
staff is fully trained on new concepts, programs, policies and procedures prior to implementation.
2. Prepare for Sewer Rate Proposition 218 Notice.
3. Create Standard Operating Procedures (SOPs) to document all processes and procedures for each staff
position and daily duties.
CUSTOMER SERVICE STRATEGIC PLAN 6
SERVE OUR COMMUNITY WITH DIGNITY AND
RESPECT BY PROVIDING PROMPT, COURTEOUS AND
WORLD CLASS CUSTOMER RELATIONS.
BOARD AGENDA STAFF REPORT
Agenda Item #4.
Meeting Date: Octo b er 14, 2015
Disc ussion Item
T o: G o verning Board Memb ers
From: G eneral Manager/CEO
Subject: G AS B 45 OPEB Valuatio n Repo rt
RECOMMENDATION:
Autho rize staff to finalize the attac hed OPEB ac tuarial valuation report, inc lud ing the as s umptio ns used to
calc ulate the Dis tric t’s OP EB liab ility.
BACKGROUND / ANALYSIS:
Attac hed is the ac tuarial valuatio n rep o rt, prep ared by Nyhart, for the Dis tric t’s p o s t-retirement medic al benefit
as of June 30, 2015. The purp o s e of the valuation is to es timate the District’s liability to p ay med ical
b enefits ,for current retirees, and for active employees after they retire. The Dis tric t’s obligation to pay this
b enefit arises out o f the nego tiated Memorandum of Und ers tand ing with emp lo yees .
As o f June 30, 2015, the Dis tric t had an actuarial ac crued liability fo r this retiree benefit o f $1,547,909. The
District also had inves tment assets of $467,926 s et as id e in the CalPERS trus t for p ayment o f benefits,
res ulting in a net unfund ed plan liability o f $1,079,983. Und er c urrent acc ounting s tandards, this liab ility is no t
rep o rted o n the Dis trict’s annual financial s tatements , but instead is inc luded as an acc o mp anying no te
d is closure. Staff will continue to b udget fo r c ontributions to the CalPERS trus t over the next few years until
as s ets held by the trus t, and exp ected earnings , c an o ffs et the entire acc rued liability. At that p o int, the trus t c an
s tart paying b enefits witho ut sup p lemental payments d irectly fro m the Distric t. Until then, the Dis tric t need s to
continue to reimburs e retirees direc tly while trus t as s ets gro w.
The as s umptions us ed in the actuarial valuatio n are includ ed in sec tion VI o f the rep o rt. S o me of the
as s umptio ns inc lud e inp ut from District staff, and includ e:
Benefit inc reas es - no future expans ion of this benefit was as s umed
Partic ip ation by eligib le retirees - 70% retiree p artic ip ation based on pas t exp erienc e
Disc ount rate - a return o f 6.73% o n p lan as s ets is as s umed . T his return is the mo d erate o p tion of
three inves tment s trategies o ffered by the C alPERS trust.
Staff rec o mmend s that the Bo ard ac cept and file the OPEB valuatio n rep ort prepared b y Nyhart as o f June 30,
2015.
AGENCY IDEALS AND ENDEAVORS:
Id eals and End eavor II - Maintain An Environment C o mmitted To Elevated P ublic S ervic e
(E) - Practice trans parent & acc o untable fis c al management
FISCAL IMPACT:
Sufficient funds have been bud geted in the adopted F Y 2015-16 Bud get.
Res p ectfully s ubmitted:
Rec o mmended b y:
Jo hn Mura
General Manager / C EO
Brian To mp kins
Chief F inancial Offic er
ATTACHMENTS:
Description Type
Draft OPEB Ac tuarial Valuation Report as of June 30 ,
2015 Backup Material
530 B Street, Suite 900
San Diego, CA 92101-4404
(p) 619-239-0831
(f ) 619-239 -0807
www.nyhar t.com
Indianapolis Chicago Kansas City Atlanta
St. Louis San Diego Houston Denver An Allianc e Benefit Group Licensee
September 25, 2015
PRIVATE
Mr. Brian Tompkins
Chief Financial Officer
East Valley Water District
3654 E. Highland Avenue, Suite 18
Highland, CA 92346-2607
Re: GASB Actuarial Valuation
Dear Mr. Tompkins:
We are presenting our report of the June 30, 2015 actuarial valuation conducted on behalf of East
Valley Center Water District (the “District”) for its retiree health program.
The purpose of the valuation is to measure the District’s liability for retiree health benefits and to
determine the District’s accounting requirements under the Government Accounting Standard Board
Statements No. 43 & 45 (GASB 43 & 45) in regard to unfunded liabilities for retiree health benefits. The
objective of GASB 45 is to improve the information in the financial reports of government entities
regarding their post-employment benefits (OPEB) including retiree health benefits. The objective of
GASB 43 is to establish uniform reporting for OPEB Plans.
The Nyhart Company is an employee owned actuarial, benefits and compensation consulting firm
specializing in group health and retiree health and qualified pension plan valuations. We have set forth
the results of our study in this report.
We have enjoyed working on this assignment and are available to answer any questions.
Sincerely,
NYHART
Marilyn K Jones, ASA, MAAA, EA, FCA
Consulting Actuary
MKJ:rl
Enclosure
East Valley Water District
Actuarial Valuation
Retiree Health Program
As of June 30, 2015
September 2015
Prepared By:
Nyhart
530 B Street, Suite 900
San Diego, CA 92101-4404
(619) 239-0831
www.nyhart.com
Indianapolis Chicago Kansas District Atlanta
St. Louis San Diego Houston Denver An Allianc e Benefit Group Licensee
C:\Retmed\EVWD\2015\Actuarial Valuation Report EVWD 2015.docx
East Valley Water District
Retiree Health Benefits Program
GASB Actuarial Valuation
As of June 30, 2015
Table of Contents
Page
Section I. Executive Summary .............................................................................................. 1
Section II. Financial Results .................................................................................................. 4
Section III. Projected Cash Flows ........................................................................................... 8
Section IV. Benefit Plan Provisions ......................................................................................... 10
Section V. Valuation Data ...................................................................................................... 12
Section VI. Actuarial Assumptions and Methods ...................................................................... 13
Section VII. Actuarial Certification ............................................................................................ 16
Section VIII. Definitions ............................................................................................................ 17
C:\Retmed\EVWD\2015\Actuarial Valuation Report EVWD 2015.docx Page | 1
SECTION I . EXECUTIVE SUMMARY
Background
The East Valley Water District (the “District”) selected Nyhart to perform an updated actuarial valuation
of its retiree health program. The purpose of the actuarial valuation is to measure the District’s liability
for retiree health benefits and to determine the District’s accounting requirements for other post-
employment benefits (OPEB) under Governmental Accounting Standards Board Statements No. 43 &
45 (GASB 43 and GASB 45). GASB 45 requires accrual accounting for the expensing of OPEB. The
expense is generally accrued over the working career of employe es. GASB 43 requires additional
financial disclosure requirements for funded OPEB Plans.
The District currently provides medical coverage to 63 active employees and 18 retired employees
through the CalPERS Health Program. At retirement, the District prov ides a contribution for the
continuation of medical coverage for eligible retirees. Eligibility for a District contribution requires
retirement from the District and from PERS with at least 5 years of service. The District’s provides the
CalPERS minimum required contribution for employees ($122 in 2015, $125 in 2016 and indexed in
future years to medical inflation) meeting this eligibility requirement. In addition, employees retiring with
at least 20 years of service received an additional monthly maximum dollar amount. The additional
monthly dollar amount is currently $650. This additional contribution is provided to the retiree’s
attainment of Medicare eligibility age. In past years, the District has periodically increased the additional
monthly benefit am ount but is not intending any future increases above the current amount. Section IV
of the report details the plan provisions and current premium costs that were included in the valuation.
The District participates in the CalPERS Health Program for its retiree medical coverage. In general,
the premium rates charged to participating employers are the same for each medical plan within each
region (or “community”) and are the same for both active and retired employees covered under the
same medical plan. An implied rate subsidy can exist when the non-Medicare rates for retirees are the
same as for active employees. Since non -Medicare eligible retirees are typically much older than active
employees, their actual medical costs are typically higher than for activ e employees. GASB 45 requires
that implied rate subsidies be considered in the valuation of medical costs. In past valuations the
liability for the implicit rate subsidy was excluded from the valuation as the GASB had provided for an
exemption for community-rated plans. This valuation includes an estimate of the liability for the implicit
rate subsidy.
Results of the Retiree Health Valuation
We have determined that the amount of the actuarial liability for the District's retiree health plan as of
June 30, 2015, the measurement date, is $1,984,990 (including $1,453,826 for the District’s explicit
contribution and $531,164 for the implicit rate subsidy). This value is based on an assumed discount
rate of 6.73%. The amount represents the present value of all benefits projected to be paid by the
District for current and future retirees. If the District were to place this amount in a fund earning interest
at the rate of 6.73% per year, and all other actuarial assumptions were met, the fund would have
enough to pay the District’s required contribution for retiree health benefits. This includes benefits for
the current retirees as well as the current active employees expected to retire in the future. The
valuation does not consider employees not yet hired as of the valuation date.
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If the amount of the actuarial liability is apportioned into past service, current service and future service
components; the past service component (actuarial accrued liability) is $1,547,909 (including
$1,164,511 for the District’s explicit contribution and $383,398 for the implicit rate subsidy), the current
service component (normal cost or current year accrual) is $44,599 (including $30,299 for the District’s
explicit contribution and $14,300 for the implicit rate subsidy) and the future service component (not yet
accrued liability) is $392,482 (including $259,016 for the District’s explicit contribution and $133,466 for
the implicit rate subsidy).
Changes from Prior Valuation
The valuation reflects updated plan, census and rate in formation. In addition, there were several
assumption changes including updates to the mortality and retirement assumptions, a lowering of the
discount rate to 6.73% for CERBT investment strategy 2 and the inclusion of a liability for the implicit
rate subsidy. A reconciliation of the approximate change in the liability from the prior valuation is
provided below:
June 30, 2013 Valuation @7.61% $1,177,000
Decrease due to passage of time ( 34,000)
Increase due to liability for new entrants 28,000
Net experience loss – primarily due to increase in the dollar maximum to $650 102,000
Net increase due to updated assumptions 39,000
Increase due to lowering of discount rate to 6.73% 142,000
June 30, 2015 Valuation @6.73% $1,454,000
Increase due to inclusion of the implicit rate subsidy 531,000
June 30, 2015 Valuation @6.73% $1,985,000
Funding
The District’s funding policy is to fund 100% of the annual required contribution as determined under
GASB 45 through the California Employers’ Retiree Benefit Trust (CERBT). The market value of assets
including any contribution receivable or benefits payable in CERBT as of June 30, 2015 is $467,926.
The actuarial value of assets at June 30, 2015 is equal to the market value of asset s. The unfunded
actuarial accrued liability at June 30, 201 5 is $1,079,983 (including $696,585 for the District’s explicit
contribution and $383,398 for the implicit rate subsidy . The plan’s funded ratio is 30% (40% for the
District’s explicit contribution).
The CERBT provides participating employers with the choice of three investment allocation strategies.
The expected rate of return of assets is dependent on the funding strategy of a participating employer
and which investment allocation strategy is sel ected. For employers fully funding their annual required
contribution, strategy 1 has a CERBT published median yield of 7.28%, strategy 2 has a published
median yield of 6.73% and strategy 3 has a published median yield of 6.12%. The valuation was
performed using a 6.73% discount rate assuming the District remains in strategy 2 for the 2015/2016
and 2016/2017 fiscal years and assumes no additional margin for adverse deviation applied to the
CERBT stated median discount rate. The results for alternatives allocation strategies using a 7.28%
and 6.12% discount rate are also provided in Section II -I of the report.
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Annual Required Contribution
The District’s annual required contribution (accrual expense) for the current fiscal year is $141,211
(including $92,717 for the District’s explicit contribution and $48,494 for the implicit rate subsidy). This
amount is comprised of the present value of benefits accruing in the current fiscal year (normal cost)
plus a 23-year amortization (on a level -dollar basis) of the unfunded actuarial accrued liability/(surplus)
at June 30, 2015. Thus, it represents a means to expense the plan's liabilities in an orderly manner.
The net increase in OPEB obligation/(asset) at the end of the fiscal year will reflect any actual
contributions made by the District during the period for retiree health benefits including any pre-funding
amounts and an estimate for the implicit rate subsidy.
Actuarial Basis
The actuarial valuation is based on the assumptions and methods outlined in Section V II of the report.
To the extent that a single or a combination of assumptions is not met the future liability may fluctuate
significantly from its current measurement. As an example, the healthcare cost increase anticipates that
the rate of increase in medical cost will be at moderate levels and decline over several years. Increases
higher than assumed would bring larger liabilities and expensing requirements. A 1% increase in the
healthcare trend rate for each future year would increase the annual required contribution by 11%.
Another key assumption used in the valuation is the discount (interest) rate which is based on the
expected rate of return of plan assets. The valuation is based on a discount rate of 6.73%. A 0.5%
decrease in the discount rate would increase the annual required contribution by 4%. A 0.5% increase
in the discount rate would decrease the annual required contribution by 4%.
GASB 45 requires that implicit rate subsidies be considered in the valuation of medical costs. An
implicit rate subsidy occurs when the rates for retirees are the same as for active employees. Since
pre-Medicare retirees are typically much older than active employees, their actual medical costs are
almost always higher than for active employees. The valuation result s were determined using the
higher expected costs associated with retired employees.
Scheduled to take effect in 2018, the "Cadillac Tax" is a 40% non -deductible excise tax on employer-
sponsored health coverage that provides high-cost benefits. For pre-65 retirees and individuals in high-
risk professions, the threshold amounts are currently $11,850 for individual coverage and $30,950 for
family coverage. For insured plans, the insurance company is responsible for payment of the excise
tax. For self-funded plans, the employer is responsible for payment of the excise tax. The valuation
does not include any additional liability for the Cadillac Tax.
The valuation is based on the census, plan and rate information provided by the District. To the extent
that the data provided lacks clarity in interpretation or is missing relevant information , this can result in
liabilities different than those presented in the report. Often missing or unclear information is not
identified until future valuations.
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SECTION I I . FINANCIAL RESULTS
A. Valuation Results
The table below presents the employer liabilities associated with the District’s retiree health benefits
program determined in accordance with GASB 43 & 45. The actuarial liability (AL) is the present
value of all the District’s contributions projected to be paid under the program. The actuarial
accrued liability (AAL) reflects the amount attributable to the past service of current employees and
retirees. The normal cost reflects the accrual attributable for the current period.
Explicit Implicit Total
1. Actuarial Liability (AL)
Actives $ 729,253 $329,620 $1,058,873
Retirees 724,573 201,544 926,117
Total AL $1,453,826 $531,164 $1,984,990
2. Actuarial Accrued Liability (AAL)
Actives $ 439,938 $181,854 $ 621,792
Retirees 724,573 201,544 926,117
Total AAL $1,164,511 $383,398 $1,547,909
3. Normal Cost $ 30,299 $ 14,300 $ 44,599
No. of Active Employees 63
Average Age 42.8
Average Past Service 10.1
No. of Retired Employees 18
Average Age 62.6
Average Retirement Age 57.2
B. Development of Actuarial Value of Assets
The actuarial value of assets is based on the market value of assets. The District transferred assets
during the 2014/2015 fiscal year from CERBT asset allocation Strategy 1 to Strategy 2. The
reported market value of assets at June 30, 2015 was $467,926.
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C. Development of Unfunded Actuarial Accrued Liability
The table below presents the development of the unfunded actuarial accrued liability. The unfunded
ac tuarial accrued liability is the excess of the actuarial accrued liability (AAL) over the actuarial
value of eligible plan assets.
Explicit Implicit Total
1. Actuarial Accrued Liability (AAL) $1,164,511 $383,398 $1,547,909
2. Actuarial Value of Assets ( 467,926) ( 0) ( 467,926)
3. Unfunded AAL $ 696,585 $383,398 $1,079,983
D. Amortization of Unfunded Actuarial Accrued Liability
The amortization of the unfunded actuarial accrued liability component of the annual contribution
(ARC) is being amortized over a period of 23 years on a level-dollar method. Under the level-dollar
method, the amortization payment is scheduled to remain constant in future years.
1. Unfunded AAL (UAAL) $ 696,585 $ 383,398 $1,079,983
2. Amortization Factor 11.53687 11.53687 11.53687
3. Amortization of UAAL $ 60,379 $ 33,232 $ 93,611
E. Annual Required Contribution (ARC)
The table below presents the development of the annual required contribu tion (ARC) under GASB
45 for the fiscal year ending June 30, 2016 and estimated for the fiscal year ending June 30, 2017.
FY2015/2016
1. Normal Cost at End of Fiscal Year $ 32,338 $ 15,262 $ 47,600
2. Amortization of Surplus 60,379 33,232 93,611
3. Annual Required Contribution (ARC) $ 92,717 $ 48,494 $ 141,211
FY2016/2017
1. Normal Cost at End of Fiscal Year $ 34,514 $ 16,290 $ 50,804
2. Amortization of Surplus 60,379 33,232 93,611
3. Annual Required Contribution (ARC) $ 94,893 $ 49,522 $ 144,415
F. Required Supplementary Information (Funding Progress @6/30/2015)
The table below presents a sample disclosure of the funding progress as of the beginning of the
fiscal year.
1. Actuarial Accrued Liability (AAL) $1,164,511 $ 383,398 $1,547,909
2. Actuarial Valuation of Assets ( 467,926) ( 0) ( 467,926)
3. Unfunded AAL $ 696,585 $ 383,398 $1,079,983
4. Funded Ratio 40% 0% 30%
5. Current Payroll NA NA NA
6. UAAL as % of Payroll NA NA NA
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G. Estimated Net OPEB Obligation/(Asset) at 6/30/20161
The table below shows an illustration of the development of the net OPEB obligation/(asset) at June
30, 2016 assuming the net OPEB obligation/(asset) at June 30, 2015 is ($38,457).
.
1. FY2015/2016 Annual Required Contribution $141,212
2. Interest on Net OPEB Obligation/(Asset)
[.0673 x G7] ( 2,588)
3. Adjustment to ARC [minus G7/D2] $ 3,333
4. Annual OPEB Cost [G1+G2+G3] $141,957
5. Contributions Made (ARC Inclusive of Benefit
Payments and Implicit Rate Subsidy) ( 155,381)
6. Increase in Net OPEB Obligation/(Asset) ($ 13,424)
7. Net OPEB Obligation/(Asset) – June 30, 2015 ($ 38,457)
8. Net OPEB Obligation/(Asset) – June 30, 2016 ($ 51,881)
H. Sensitivity Analysis:
The impact of a 0.5% decrease or increase in the discount (interest) rate and the impact of a 1%
increase in future healthcare trend rates on the District’s actuarial liability, actuarial accrued l iability,
unfunded actuarial accrued liability and the annual required contribution is provided below:
0.5% Decrease in Discount Rate
Dollar
($) Increase/
(Decrease)
Percentage
(%) Increase/
(Decrease)
- Actuarial Liability $122,446 6%
- Actuarial Accrued Liability $ 70,762 5%
- Unfunded Actuarial Accrued Liability $ 70,762 7%
- Annual Required Contribution $ 5,717 4%
0.5% Increase in Discount Rate
- Actuarial Liability ($109,869) (6%)
- Actuarial Accrued Liability ($ 64,761) (4%)
- Unfunded Actuarial Accrued Liability ($ 64,761) (6%)
- Annual Required Contribution ($ 5,214) (4%)
1% Increase in Future Healthcare Trend Rates
- Actuarial Liability $189,359 10%
- Actuarial Accrued Liability $106,882 7%
- Unfunded Actuarial Accrued Liability $106,882 10%
- Annual Required Contribution $ 15,775 11%
1 Assumes the District makes direct payments for retirees equal to $155,381 (including $38,004 for the implicit rate subsidy)
for the 2015/2016 fiscal year.
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I. Liabilities - Alternative Discount Rate
The results below present the impact of the liability and annual required contribution using a
discount rate to reflect pre-funding the retiree health benefits through the California Employers’
Retiree Benefit Trust (CERBT) alternative allocation strategies 1 and 3 with discount rates of 7.28%
and 6.12%, respectively.
Investment Strategy 1
Liabilities Explicit Implicit Total
1. Actuarial Liability (AL)
Actives $ 663,813 $303,285 $ 967,098
Retirees 699,930 197,732 897,662
Total AL $1,363,743 $501,017 $1,864,760
2. Actuarial Accrued Liability (AAL)
Actives $ 408,398 $170,915 $ 579,313
Retirees 699,930 197,732 897,662
Total AAL $1,108,328 $368,647 $1,476,975
3. Actuarial Value of Assets ( 467,926) ( 0) ( 467,926)
4. Unfunded AAL (UAAL) $ 640,402 $368,647 $1,009,049
5. Amortization Factor 11.00768 11.00768 11.00768
6. Amortization of UAAL $ 58,178 $ 33,490 $ 91,668
FY2015/2016 Annual Required Contribution (ARC)
1. Normal Cost at End of Year $ 29,639 $ 14,195 $ 43,834
2. Amortization of UAAL at End of Year 58,178 33,490 91,668
3. Annual Required Contribution (ARC) $ 87,817 $ 47,685 $ 135,502
FY2016/2017 Annual Required Contribution (ARC)
1. Normal Cost at End of Year $ 31,797 $ 15,229 $ 47,026
2. Amortization of UAAL at End of Year 58,178 33,490 91,668
3. Annual Required Contribution (ARC) $ 89,975 $ 48,719 $ 138,694
Investment Strategy 3
Liabilities Explicit Implicit Total
1. Actuarial Liability (AL)
Actives $ 813,347 $362,589 $1,175,936
Retirees 754,386 205,928 960,314
Total AL $1,567,733 $568,517 $2,136,250
2. Actuarial Accrued Liability (AAL)
Actives $ 479,577 $195,230 $ 674,807
Retirees 754,386 205,928 960,314
Total AAL $1,233,963 $401,158 $1,635,121
3. Actuarial Value of Assets ( 467,926) ( 0) ( 467,926)
4. Unfunded AAL (UAAL) $ 766,037 $401,158 $1,167,195
5. Amortization Factor 12.17202 12.17202 12.17202
6. Amortization of UAAL $ 62,934 $ 32,957 $ 95,891
FY2015/2016 Annual Required Contribution (ARC)
1. Normal Cost at End of Year $ 35,784 $ 16,585 $ 52,369
2. Amortization of UAAL at End of Year 62,934 32,957 95,891
3. Annual Required Contribut ion (ARC) $ 98,718 $ 49,542 $ 148,260
FY2016/2017 Annual Required Contribution (ARC)
1. Normal Cost at End of Year $ 37,974 $ 17,601 $ 55,575
2. Amortization of UAAL at End of Year 62,934 32,957 95,891
3. Annual Required Contribution (ARC) $ 100,908 $ 50,558 $ 151,466
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SECTION III . PROJECTED CASH FLOWS
The valuation process includes the projection of the expected benefits (including the explicit District
contribution and the implicit rate subsidy) to be paid by the District under its retiree health benefits
program. This expected cash flow takes into account the likelihood of each employee reaching age for
eligibility to retire and receive health benefits. The projection is performed by applying the turnover
assumption to each active employee for the period between the valuation date and the expected
retirement date. Once the employees reach their retirement date, a certain percent are assumed to
enter the retiree group each year. Employees already over th e latest assumed retirement age as of the
valuation date are assumed to retire immediately. The per capita cost as of the valuation date is
projected to increase at the applicable healthcare trend rates both before and after the employee's
assumed retirement. The projected per capita costs are multiplied by the number of expected future
retirees in a given future year to arrive at the cash flow for that year. Also, a certain number of retirees
will leave the group each year due to expected deaths or reaching a limit age and this group will cease
to be included in the cash flow from that point forward. Because this is a closed-group valuation, the
number of retirees dying each year will eventually exceed the number of new retirees, and the size of
the cash flow will begin to decrease and eventually go to zero.
The expected employer cash flows for selected future years are provided in the following table:
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Projected Employer Total Cash Flows – Representative Years
Fiscal Year Explicit Implicit District Total
2015/16 $ 117,377 $ 38,004 $ 155,381
2016/17 $ 118,169 $ 42,696 $ 160,865
2017/18 $ 104,447 $ 40,378 $ 144,825
2018/19 $ 104,284 $ 40,684 $ 144,968
2019/20 $ 106,603 $ 44,752 $ 151,355
2020/21 $ 103,835 $ 41,910 $ 145,745
2021/22 $ 104,150 $ 41,393 $ 145,543
2022/23 $ 100,049 $ 37,295 $ 137,344
2023/24 $ 99,134 $ 39,029 $ 138,163
2024/25 $ 72,406 $ 27,731 $ 100,137
2025/26 $ 79,316 $ 30,633 $ 109,949
2026/27 $ 73,509 $ 28,030 $ 101,539
2027/28 $ 78,295 $ 29,504 $ 107,799
2028/29 $ 86,051 $ 31,185 $ 117,236
2029/30 $ 89,132 $ 32,220 $ 121,352
2030/31 $ 89,164 $ 32,303 $ 121,467
2031/32 $ 82,296 $ 28,804 $ 111,100
2032/33 $ 89,155 $ 30,065 $ 119,220
2033/34 $ 94,038 $ 32,860 $ 126,898
2034/35 $ 102,967 $ 38,545 $ 141,512
2035/36 $ 107,435 $ 40,039 $ 147,474
2036/37 $ 117,444 $ 47,509 $ 164,953
2037/38 $ 114,913 $ 47,094 $ 162,007
2038/39 $ 118,431 $ 49,463 $ 167,894
2039/40 $ 117,569 $ 50,033 $ 167,602
2040/41 $ 114,485 $ 45,591 $ 160,076
2041/42 $ 110,394 $ 45,628 $ 156,022
2042/43 $ 111,332 $ 48,900 $ 160,232
2043/44 $ 115,489 $ 51,498 $ 166,987
2044/45 $ 111,282 $ 47,284 $ 158,566
2045/46 $ 114,061 $ 53,865 $ 167,926
2050/51 $ 74,377 $ 14,344 $ 88,721
2055/56 $ 60,688 $ 1,170 $ 61,858
2060/61 $ 52,876 $ 0 $ 52,876
2065/66 $ 43,982 $ 0 $ 43,982
2070/71 $ 32,987 $ 0 $ 32,987
2075/76 $ 20,706 $ 0 $ 20,706
2080/81 $ 9,686 $ 0 $ 9,686
2085/86 $ 2,954 $ 0 $ 2,954
2090/91 $ 484 $ 0 $ 484
2095/96 $ 0 $ 0 $ 0
2100/01 $ 0 $ 0 $ 0
All Years $3,521,952 $1,329,505 $4,851,457
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SECTION I V . BENEFIT PLAN PROVISI ONS
This study analyzes the retiree health benefits program sponsored by the District. The retiree health
benefits provided to retirees are basically a continuation of the medical plans for active employees.
This study analyzes the postretirement health benefit plans provided by the District. The District
contributes to the retiree health coverage of eligible retirees and eligible surviving spouses. The
District’s financial obligation is as follows:
The District provides the minimum required employer contribution under the CalPERS Health Program
for eligible retirees and surviving spouses in receipt of a pension benefit from CalPERS. An employee
is eligible for this employer contribution provided they are vested in their CalPERS pension benefit and
commence payment of their pension benefit within 120 days of retirement with the District. Vesting
requires at least 5 years of service. The surviving spouse of an eligible retiree who elected spouse
coverage under CalPERS is eligible for the employer contribution upon the death of the retiree.
Employees retiring with at least 20 years of District service will receive an additional District contribution
through attainment of Medicare eligibility age. The District contribution is based on the negotiated dollar
amount at retirement (currently $650 per month for current and new retirees). The surviving spouse of
an eligible retiree is eligible for the District’s contribution up on the death of the retiree through the
spouse’s attainment of Medicare eligibility age.
Directors are not eligible to continue health benefits at retirement.
Premium Rates
The District participates in the CalPERS Health Program, a community -rated program for its medical
coverage. The following tables summarize the 201 5 and 2016 monthly premiums for the primary
medical plans in which the retirees are enrolled.
2015 Los Angeles Area
Kaiser
BS
HMO
BS NVP
HMO
PERS
Care
PERS
Choice
PERS
Select
Retiree Only $ 521.18 $ 517.87 $ 485.41 $ 647.11 $ 585.18 $ 576.49
Retiree Plus Spouse $1,042.36 $1,035.74 $ 970.82 $1,294.22 $1,170.36 $1,152.98
Retiree Plus Family $1,355.07 $1,346.46 $1,262.07 $1,682.49 $1,521.47 $1,498.87
Retiree Only- Medicare $ 295.51 $ 352.63 $ 352.63 $ 368.76 $ 339.47 $ 339.47
Retiree Plus Spouse –
Medicare
$ 591.02 $ 705.26 $ 705.26 $ 737.52 $ 678.94 $ 678.94
2015 Los Angeles Area
(Continued)
UHC
HMO
Anthem
HMO
Select
Anthem
HMO
Traditional
Health
Net Salud
y Mas
Health Net
SmartCare
Retiree Only $ 458.74 $ 493.40 $ 631.62 $ 430.71 $ 568.47
Retiree Plus Spouse $ 917.48 $ 986.80 $1,263.24 $ 861.42 $1,136.94
Retiree Plus Family $1,192.72 $1,282.84 $1,642.21 $1,119.85 $1,478.02
Retiree Only- Medicare $ 267.41 $ 445.38 $ 445.38 $ 276.85 $ 276.85
Retiree Plus Spouse –
Medicare
$ 534.82 $ 890.76 $ 890.76 $ 553.70 $ 553.70
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2016 Los Angeles Area
Kaiser
BS
HMO
BS NVP
HMO
PERS
Care
PERS
Choice
PERS
Select
Retiree Only $ 543.83 $ 566.53 $ 576.46 $ 666.91 $ 598.75 $ 547.55
Retiree Plus Spouse $1,087.66 $1,133.06 $1,152.92 $1,333.82 $1,197.50 $1,095.10
Retiree Plus Family $1,413.96 $1,472.98 $1,498.80 $1,733.97 $1,556.75 $1,423.63
Retiree Only- Medicare $ 297.23 N/A N/A $ 408.04 $ 366.38 $ 366.38
Retiree Plus Spouse –
Medicare
$ 594.46 N/A N/A $ 816.08 $ 732.76 $ 732.76
2016 Los Angeles Area
(Continued)
UHC
HMO
Anthem
HMO
Select
Anthem
HMO
Traditional
Health
Net Salud
y Mas
Health Net
SmartCare
Retiree Only $ 492.24 $ 543.47 $ 610.64 $ 466.11 $ 585.39
Retiree Plus Spouse $ 984.48 $1,086.94 $1,221.28 $ 932.22 $1,170.78
Retiree Plus Family $1,279.82 $1,413.02 $1,587.66 $1,211.89 $1,522.01
Retiree Only- Medicare $ 320.98 N/A N/A N/A N/A
Retiree Plus Spouse –
Medicare
$ 641.96 N/A N/A N/A N/A
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SECTION V . VALUATION DATA
The valuation was based on the census furnished to us by the District. The following tables display the
age distribution for retirees and the age/service distribution for active employees as of the Measurement
Date.
Age Distribution of Eligible Retired Participants & Beneficiaries
Age Covered Total
<55 1
55-59 5
60-64 7
65-69 3
70-74 1
75-79 0
80+ 1
Total: 18
Average Age: 62.6
Average Retirement Age: 57.2
Age/Service Distribution of All Active Benefit Eligible Employees
Service
Age 0-4 5-9 10-14 15-19 20-24 25-29 30-34 35-39 40-44 Total
20-24 0 0
25-29 6 6
30-34 9 4 2 15
35-39 2 4 3 9
40-44 2 4 1 2 9
45-49 2 1 2 0 1 1 7
50-54 0 0 2 2 0 1 5
55-59 0 1 0 1 1 2 1 6
60-64 1 1 1 2 1 0 0 0 6
65-69 0 0 0 0 0 0 0 0 0 0
70+ 0 0 0 0 0 0 0 0 0 0
Total: 22 15 11 7 3 4 1 0 0 63
Average Age: 42.8
Average Service: 10.1
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SECTION VI. ACTUARIAL ASSUMPTION S AND METHODS
The liabilities set forth in this report are based on the actuarial assumptions described in this section.
Fiscal Year: July 1st to June 30th
Measurement Date: June 30, 2015
Funding Policy: Fund the annual required contribution as determined under GASB 45.
Fiscal Years Covered: FY2015/16 and FY2016/17
Asset Return: 6.73% per year; assumes the District invests in the CERBT asset allocation
Strategy 2
[The prior valuation assumed 7.61% under the CERBT asset allocation
Strategy 1]
Discount Rate: 6.73% per annum. This discount rate assumes the District pre-funds 100%
of the annual required contribution using the California Employers’ Retiree
Benefit Trust (CERBT) asset allocation strategy 2. The 6.73% reflects the
CERBT published median rate of return without any additional margin for
adverse deviation.
[The prior valuation assumed 7.61%]
Sensitivity analysis showing a 0.5% increase or decrease in the discount
rate is also provided.
Inflation: 2.8% per annum
Payroll Increases: 3.0% per annum, in aggregate
Pre-retirement Turnover: According to the termination rates under the CalPERS pension plan.
Sample rates for Miscellaneous employees are as follows:
Entry Age
Service 20 30 40 50
0 17.42% 16.06% 14.68% 13.32%
5 8.68% 7.11% 5.54% 0.97%
10 6.68% 5.07% 0.71% 0.38%
15 5.03% 3.47% 0.23% 0.04%
20 3.70% 0.21% 0.05% 0.01%
25 2.29% 0.05% 0.01% 0.01%
30 0.05% 0.01% 0.01% 0.01%
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Pre-retirement Mortality: According to the pre-retirement mortality rates under the CalPERS pension
plan updated to reflect the most recent experience study. Sample deaths
per 1,000 employees applicable to Miscellaneous employees are as
follows:
Age Males Females
25 0.4 0.2
30 0.5 0.3
35 0.6 0.4
40 0.8 0.5
45 1.1 0.7
50 1.6 1.0
55 2.3 1.4
60 3.1 1.8
[The PERS mortality rates have been updated to reflect mortality
improvements reported in the 2014 CalPERS Experience Study]
Post-retirement Mortality: According to the post-retirement mortality rates under the CalPERS
pension plan updated to reflect the most recent published experience
study. Sample deaths per 1,000 employees applicable to Miscellaneous
employees are as follows:
Age Males Females
55 6.0 4.2
60 7.1 4.4
65 8.3 5.9
70 13.1 9.9
75 22.1 17.2
80 39.0 29.0
85 69.7 52.4
90 129.7 98.9
[The PERS mortality rates have been updated to reflect mortality
improvements reported in the 2014 CalPERS Experience Study]
Retirement Age: According to the retirement rates under the most recent CalPERS pension
plan experience study. According to the following retirement tables:
Miscellaneous Tier 1: 2.7% @55
Miscellaneous Tier 2: 2.0% @62
[The retirement rates have been updated to reflect thos e reported in the
2014 CalPERS Experience Study]
Participation Rates: 70% active employees eligible for benefits are assumed to elect medical
coverage at retirement if retiring prior to reaching Medicare eligibility age
(age 65). 35% of active employees eligible for benefits are assumed to
elect medical coverage at retirement if retiring on or after reaching
Medicare eligibility age. In addition, the valuation assumes that the 70%
rate for early retirees will drop to 35% upon reaching Medicare eligibility
age.
Plan Participation Rates: Of those electing coverage, 80% of those electing coverage are assumed
to elect HMO coverage and the remaining 20% are assumed to elect PPO
coverage. Actual plan coverage is used for current retirees.
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Spouse Coverage: 50% of future retirees are assumed to elect coverage for their spouse.
Male spouses are assumed to be 3 years older than female spouses.
Actual spouse coverage and spouse ages are used for current retirees.
Dependent Coverage: Not explicitly valued but included upon election of dependent coverage at
retirement.
Claim Cost Development: The valuation claim costs are based on the premiums paid for medical
insurance coverage. The District participates in CalPERS, a community
rated plan. Past valuations assumed the District was exempt from the
valuation of any medical plan implicit rate subsidy. An implicit rate subsidy
can exist when the non -Medicare rates for retirees are the same as for
active employees. Since non -Medicare eligible retirees are typically much
older than active employees, their actual medical costs are typically higher
than for active employees. The current valuation contains an estimate of
the implicit rate subsidy.
Medical Trend Rates: Medical costs are adjusted in future years by the follow ing trends:
Year PPO HMO
2017 7.0% 6.5%
2018 6.5% 6.0%
2019 6.0% 5.5%
2021 5.5% 5.0%
2021+ 5.0% 5.0%
[The prior valuation assumed 0.5% lower initial trend rates]
District Contribution: The CalPERS minimum required contribution is assumed to increas e 4%
per year; the District’s additional monthly contribution for employees with at
least 20 years of service at retirement is assumed to remain constant at the
current $650 level.
Actuarial Cost Method: The actuarial cost method used is the Projected Un it Credit with service
pro-rate. Under this method, the Actuarial Accrued Liability is the present
value of projected benefits multiplied by the ratio of benefit service as of the
valuation date to the projected benefit service at retirement, termination,
disability or death. The Normal Cost for a plan year is the expected
increase in the Accrued Liability during the plan year.
All employees eligible as of the measurement date in accordance with the
provisions of the Plan listed in the data provided by the District were
included in the valuation.
Actuarial Value of Assets: The actuarial value is equal to the market value of plan assets plus any
contribution less any benefits payable.
Amortization of UAAL: The unfunded actuarial accrued liability is being amortized over an initial 30
years using the level-dollar method on a closed-basis. The remaining
amortization period at June 30, 2015 is assumed to be 23 years.
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SECTION V I I . ACTUARIAL CERTIFICAT ION
This report summarizes the GASB actuarial valuation for the East Valley Water District (the “District”) as
of June 30, 2015. To the best of our knowledge, the report presents a fair position of the funded status of
the plan in accordance with GASB Statement s No. 43 (Financial Reporting for Post-Employment Benefit
Plans Other Than Pension Plans) and No. 45 (Accounting and Financial Reporting by Employers for
Post-Employment Benefits Other Than Pensions). The valuation is also based upon our understanding of
the plan provisions as summarized within the report.
The information presented herein is based on the actuarial assumptions and substantive plan provisions
summarized in this report and participant information and asset information furnished to us by the Plan
Sponsor. We have reviewed the employee census pr ovided by the Plan Sponsor for reasonableness
when compared to the prior information provided but have not audited the information at the source, and
therefore do not accept responsibility for the accuracy or the completeness of the data on which the
information is based. When relevant data may be missing, we may have made assumptions we feel are
neutral or conservative to the purpose of the measurement. We are not aware of any significant issues
with and have relied on the data provided.
The discount rate and other economic assumptions have been selected by the Plan Sponsor.
Demographic assumptions have been selected by the Plan Sponsor with the concurrence of Nyhart. In
our opinion, the actuarial assumptions are individually reasonable and in combination represent our
estimate of anticipated experience of the Plan. All calculations have been made in accordance with
generally accepted actuarial principles and practice.
Future actuarial measurements may differ significantly from the current measurements pre sented in this
report due to such factors as the following:
plan experience differing from that anticipated by the economic or demographic assumptions;
changes in economic or demographic assumptions;
increases or decreases expected as part of the natural operation of the methodology used for
these measurements (such as the end of an amortization period); and
changes in plan provisions or applicable law.
While some sensitivity analysis was provided in the report, w e did not perform an analysis of the potential
range of future measurements due to the limited scope of our engagement.
To our knowledge, there have been no significant events prior to the current year's measurement date or
as of the date of this report that could materially affect the results contained herein.
Neither Nyhart nor any of its employees has any relationship with the plan or its sponsor that could
impair or appear to impair the objectivity of this report. Our professional work is in full compliance with
the American Academy of Actuaries “Code of Professional Conduct” Precept 7 regarding conflict of
interest. The undersigned meet the Qualification Standards of the American Academy of Actuaries to
render the actuarial opinion contained herein.
Should you have any questions please do not hesitate to contact me.
Certified by:
Marilyn K. Jones, ASA, EA, MAAA, FCA Date: 9/25/2015
Consulting Actuary
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SECTION VIII . DEFINITIONS
The definitions of the terms used in GASB actuarial valuations are noted below.
Actuarial Liability (also referred to as Present Value of Future Benefits) – Total projected benefits
include all benefits estimated to be payable to plan members (retirees and beneficiaries, terminated
employees entitled to benefits but not yet receiving them, and current active members) as a result of their
service through the valuation date and their expected future service. The actuarial present value of total
projected benefits as of the valuation date is the present value of the cost to finance benefits payable in
the futur e, discounted to reflect the expected effects of the time value (present value) of money and the
probabilities of payment. Expressed another way, it is the amount that would have to be invested on the
valuation date so that the amount invested plus investm ent earnings will provide sufficient assets to pay
total projected benefits when due.
Actuarial Accrued Liability – That portion, as determined by a particular Actuarial Cost Method, of the
Actuarial Present Value of plan benefits and expenses which is not provided for by the future Normal
Costs.
Actuarial Assumptions – Assumptions as to the occurrence of future events affecting health care costs,
such as: mortality, turnover, disablement and retirement; changes in compensation and Government
provided health care benefits; rates of investment earnings and asset appreciation or depreciation;
procedures used to determine the Actuarial Value of Assets; characteristics of future entrants for Open
Group Actuarial Cost Methods; and other relevant items.
Actuarial Cost Method – A procedure for determining the Actuarial Present Value of future benefits and
expenses and for developing an actuarially equivalent allocation of such value to time periods, usually in
the form of a Normal Cost and an Actuarial Accrued L iability.
Actuarial Present Value – The value of an amount or series of amounts payable or receivable at
various times, determined as of a given date by the application of a particular set of Actuarial
Assumptions.
Annual OPEB Cost – An accrual-basis measure of the periodic cost of an employer’s participation in a
defined benefit OPEB plan.
Annual Required Contribution (ARC) – The employer’s periodic required contributions to a defined
benefit OPEB plan, calculated in accordance with the parameters.
Explicit Subsidy – The difference between (a) the amounts required to be contributed by the retirees
based on the premium rates and (b) actual cash contribution made by the employer.
Funded Ratio – The actuarial value of assets expressed as a percentage of t he actuarial accrued
liability.
Healthcare Cost Trend Rate – The rate of change in the per capita health claims costs over time as a
result of factors such as medical inflation, utilization of healthcare services, plan design, and
technological developments.
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Implicit Rate Subsidy – In an experience-rated healthcare plan that includes both active employees and
retirees with blended premium rates for all plan members, the difference between (a) the age -adjusted
premiums approximating claim costs for retirees in the group (which, because of the effect of age on
claim costs, generally will be higher than the blended premium rates for all group members) and (b) the
amounts required to be contributed by the retirees.
Net OPEB Obligation – The cumulative diff erence since the effective date of this Statement between
annual OPEB cost and the employer’s contributions to the plan, including the OPEB liability (asset) at
transition, if any, and excluding (a) short -term differences and (b) unpaid contributions that have been
converted to OPEB-related debt.
Normal Cost – The portion of the Actuarial Present Value of plan benefits and expenses which is
allocated to a valuation year by the Actuarial Cost Method.
Pay-as-you-go – A method of financing a benefit plan und er which the contributions to the plan are
generally made at about the same time and in about the same amount as benefit payments and
expenses becoming due.
Per Capita Costs – The current cost of providing postretirement health care benefits for one year at
each age from the youngest age to the oldest age at which plan participants are expected to receive
benefits under the plan.
Select and Ultimate Rates – Actuarial assumptions that contemplate different rates for successive
years. Instead of a single assumed rate with respect to, for example, the healthcare trend rate
assumption, the actuary may apply different rates for the early years of a projection and a single rate for
all subsequent years. For example, if an actuary applies an assumed healthcare trend rate of 6.5% for
year 20W0, 6.0% for 20W1, 5.5% for 20W2, then 5.0% for 20W 3 and thereafter, then 6.5%, 6% and
5.5% are select rates, and 5% is the ultimate rate.
Substantive Plan – The terms of an OPEB plan as understood by the employer(s) and plan participant.
BOARD AGENDA STAFF REPORT
Agenda Item #5.
Meeting Date: Octo b er 14, 2015
Disc ussion Item
T o: G o verning Board Memb ers
From: G eneral Manager/CEO
Subject: O verview o f the CEQA Environmental review proc es s
RECOMMENDATION:
This item is fo r info rmation only; no ac tion is required .
BACKGROUND / ANALYSIS:
As p art o f the F ramework Agreement with S an Bernardino Valley Municipal Water Dis tric t, the p ro p o s ed
recycled water p ro ject will require an Environmental Impac t Report (EIR) in order to comply with the
California Environmental Quality Act (CEQA). This allows the p ublic an op p o rtunity to cons id er the p ropos ed
p ro ject and pro vide comments. The EIR will des c rib e the p ro ject objec tives and elements , analyze potential
enviro nmental impac ts fro m those elements , and identify measures to minimize, avo id , o r mitigate signific ant
ad verse effects o n enviro nmental res o urc es s hould the p ro ject move forward. S p ecial Counsel will b e pres ent
to p ro vide further info rmation on the CEQA proc es s .
AGENCY IDEALS AND ENDEAVORS:
Id eals and End eavor I - Encourage Inno vative Inves tments To Promote Sus tainab le Benefits
(B) Manage and Identify Methods to Cons erve Natural Res o urc es
(E) Ac tively S eek Alternative Sup p ly Resourc es
Id eals and End eavor III - Demons trate Vis ionary Leadership To Enhance Dis tric t Id entity
(B) Strengthen Regio nal, S tate and National Partners hip s
REVIEW BY OTHERS:
This agend a item has b een reviewed by the Dis tric t's Legal Co uns el.
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
Sterling Natural Resource Center
CEQA Overview
October 14, 2015
Quick Overview
•CEQA Process
–NOP
–Draft EIR
–Final EIR
Notice of Preparation (NOP)
(CEQA Guidelines 15082)
•An NOP is required by CEQA to announce that a
lead agency is preparing an EIR for a project
•The NOP facilitates a scoping process to gather
stakeholder input on what potential impacts the
EIR should consider
•CEQA compliance ensures transparent, informed
decision-making and open discussion
NOP Process
•The NOP is sent by the lead agency to
stakeholder agencies, regulatory agencies, and
the public for a 30-day public review period
–The NOP will be published on October 16, 2015
•An optional scoping meeting conducted by
lead agency staff or consultants is encouraged
to solicit stakeholder involvement during the
NOP review period
•Comments received are addressed in the EIR
analysis, but no formal responses are required
Draft EIR Process
•Prepare Draft EIR
–Analyzes environmental impacts
–Proposes mitigation measures
–Concludes whether impacts are significant
•Publish Draft EIR for 45-day public review
•Public Meeting conducted by lead agency staff
or consultants to receive comments
Final EIR Process
•Prepare Final EIR that includes responses to comments
received
•Lead agency decision-making body holds Public Hearing
to consider the EIR
•Board acts to certify:
–The EIR was prepared in compliance with CEQA
–The lead agency’s decision-making body reviewed and
considered the information
–The EIR reflects the lead agency’s independent
judgment
•Upon certification of the EIR, the Board may act to approve
the project
NOP Figures
October 14, 2015 JUNE 2015 OPEB
VALUATION
Other Post Employment Benefits
•Usually Post Employment Healthcare
•Past Practice of PAYGO
•PAYGO concerned financial stakeholders, did not:
–Recognize cost as employees performed services
–Provide information about growing liabilities
–Provide information about funding
2
GASB 45
•Issued June 2004
•Effective fiscal year 2008-09
•Required:
–Measurement of Actuarial Liability (AL)
–Measurement of Actuarial Accrued Liability (AAL)
–Calculation of Annual Required Contribution (ARC)
–Funding Status
•Optional
–Place funds in irrevocable trust
3
NYHART CALCULATION
$1,984,990
$1,547,909
$467,926
$141,212
$-
$500,000
$1,000,000
$1,500,000
$2,000,000
$2,500,000
June 2015
Actuarial Values
Actuarial Liability Accrued AL Assets in Trust Annual Reqd Contribution
Other Agency Comparisons
5
Agency EEs AAL Unfunded
AAL
ARC
City 1 30 506,596 506,596 55,507
City 2 535 99,727,982 99,727,982 8,272,277
City 3 280 28,831,000 20,275,000 2,438,000
WD 1 77 10,121,028 10,121,028 1,059,041
WD 2 180 14,955,341 12,142,358 1,377,152
WD 3 55 0 0 0
EVWD 81 1,547,909 1,079,983 141,212
6
RECOMMENDATION
Adopt Nyhart Actualrial Valuation of EVWD Other
Post Employment Benefits for use in Financial
Reporting