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Home My WebLink AboutAgenda Packet - EVWD Board of Directors - 06/26/2013Proposed Fiscal Year 2013/14 Budget FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT SECTION PAGE TransmiƩal LeƩer 1 District Proﬁle 3 District Officials 6 OrganizaƟonal Structure 8 Mission Statement 9 Strategic Plan 10 Financial Management 11 Budget Guide 15 Budget Overview 19 Authorized and Funded PosiƟons 21 Financial Summary 25 Water Fund 33 Wastewater Fund 41 Program Summaries Board of Directors 49 General AdministraƟon 51 Human Resources 55 Public Affairs/ConservaƟon 59 Finance 63 InformaƟon Technology 67 Customer Service 71 Meter Service 75 Engineering 79 Water ProducƟon 83 Water Treatment 89 Water Quality 93 Water Maintenance 97 Wastewater Maintenance 101 FaciliƟes Maintenance 105 Fleet Maintenance 107 Capital Outlay 111 Capital Improvement Program 113 Glossary 157 TABLE OF CONTENTS FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT [ THIS PAGE LEFT BLANK INTENTIONALLY ] FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT Honorable Board of Directors, The Fiscal Year 2013‐14 Budget supports East Valley Water District’s (EVWD) commitment to being stewards of rate payers dollars and conƟnued efforts to elevate the level of service we provide to our customers. EVWD conƟnues to implement innovaƟve strategies and iniƟaƟves for organizaƟonal opƟmizaƟon, while providing reliable, quality water and enhanced customer service. As a direct result of the leadership and vision of the Board of Directors, EVWD will begin the year with a balanced budget while maintaining strong raƟngs in the bond and investment markets. We approached the current budget process with a focus on maintaining core services that are most criƟcal to customers, aligning resources with speciﬁc prioriƟes, and idenƟfying sustainable savings that strengthen the District’s long‐term ability to effecƟvely deliver services. Using the Strategic Plan as a guiding principle, the District conƟnues to assess programs and processes based on a value‐added method, with the end goal of achieving maximum efficiency and producƟvity. By establishing concise goals with measurable results, EVWD operates as a results‐oriented organizaƟon and has implemented a program‐based budget that allows for unit cost breakdowns and accounts for spending through a transparent program budgeƟng strategy. These enhancements will increase the value of each dollar received, improve customer service, and focus on delivering sustainable outcomes for our customers. EVWD has made great strides in its investment in technology to maximize exisƟng resources. New soŌware and programs are assisƟng staff in balancing the need to maintain affordable rates with the importance of sustaining infrastructure investments and a strong ﬁnancial posiƟon. With a focus on internal efficiency through the use of informaƟon technology best pracƟces, we are capitalizing on the recent advancements and uƟlizing those to improve efficiency and producƟvity. In closing, I am pleased to submit the FY 2013‐14 Budget proposal for consideraƟon by the TRANSMITTAL LETTER 1 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT Board of Directors, District employees, and the customers of East Valley Water District. EVWD will conƟnue to enhance programs and explore opportuniƟes to deliver beƩer, faster, and enhanced customer service by evaluaƟng and re‐evaluaƟng all aspects of District operaƟons. The Budget will serve as a guide as we work to set new standards for public agency efficiency and to deliver the highest quality service and value as affordably as possible to our customers. Respecƞully SubmiƩed, John J. Mura General Manager/CEO 2 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT East Valley Water District (EVWD) is a California Special District that provides water and wastewater service to residents within its 27.7 square mile service area and is governed by a ﬁve member Board of Directors elected at‐large to four year terms by EVWD consƟtuents. East Valley Water District is a 100% rate‐based organizaƟon that receives no tax‐related revenue and operates in accordance with Division 12 of the California Water Code. The District was formed on January 18, 1954, through an elecƟon of local residents, mostly citrus grove operators, to have water service provided by a public water agency. The District is located in the foothills of the San Bernardino Mountains, approximately 65 miles east of Los Angeles in the County of San Bernardino. With a service area encompassing 27.7 square miles, the District provides water and service to approximately 93,500 residents within the City of Highland, eastern porƟons of the City of San Bernardino, the San Manuel Band of Mission Indians, and porƟons of unincorporated County of San Bernardino. DISTRICT PROFILE East Valley Water District Service Area 3 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT WATER SOURCES EVWD uƟlizes a mix of groundwater from the Bunker Hill Groundwater Basin, surface water from the Santa Ana River, and State Water Project. The District is heavily reliant on groundwater which supplies approximately 87% of customer demand. Surface water is treated and distributed from the Philip A. Disch Surface Water Treatment Plant (Plant 134). In 2013, the District completed an upgrade and expansion of Plant 134 to allow the treatment and distribuƟon of up to 8 million gallons per day of water into the system using an ultra‐ ﬁltraƟon membrane system, resulƟng in addiƟonal system capacity and supply reliability. WASTEWATER COLLECTION & TREATMENT The District is responsible for the collecƟon and conveyance of wastewater within the service area. All wastewater is sent to the City of San Bernardino Municipal Water Department where it is treated in accordance with a Joint Powers Agreement. CUSTOMERS The District serves a wide range of residenƟal and commercial customers in the area, in addiƟon to the San Manuel Band of Mission Indians, San Manuel Indian Casino and Bingo, and PaƩon State Hospital. A majority of customers are residenƟal (91%), with less than 2% of customers classiﬁed as agricultural users. WEATHER The weather in Highland/San Bernardino varies throughout the year. During the summer temperatures can reach over 115° F and as low as 40° F during the winter. This area typically averages 18 inches of precipitaƟon annually, mostly during the months of January through March. The weather paƩern helps the District forecast water usage during the year. This informaƟon is used to determine the best strategy to pump and distribute water to customers. Cost, supply, and system constraints are also considered when determining the water supply mix. ACTIVE SERVICES BY TYPE CUSTOMER TYPE NUMBER OF CONNECTIONS ResidenƟal 18,584 MulƟ‐Family 497 Commercial 1,268 IrrigaƟon 313 Fire Services 1,321 Total ConnecƟons 21,983 4 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT GOVERNMENT The District is organized in a way that provides responsive and effecƟve service to the rate payers. EVWD is governed by a ﬁve member Board of Directors elected by voters at‐large to four year terms. The Board represents the public’s interest as policy makers with regard to rates for service, assessments, policies, ordinances, and other overall maƩers related to the management and operaƟon of the District. Appointed by the Board of Directors, the General Manager/CEO is responsible for overseeing daily operaƟons and managing staff resources. EDUCATION Residents within East Valley Water District’s service area have access to award winning K‐12 schools through the Redlands and San Bernardino School Districts. Local colleges and universiƟes include nearby California State University, San Bernardino, the University of California at Riverside, the University of Redlands, Loma Linda University, and junior colleges such as Riverside Community College, CraŌon Hills College, and San Bernardino Valley Community College. HOSPITAL AND MEDICAL FACILITIES Hospital or medical faciliƟes located in or near the East Valley Water District service area include Arrowhead Regional Medical Center, Loma Linda University Hospital, Kaiser Permanente Hospital, Redlands Community Hospital, San Bernardino Community Hospital, Veteran’s AdministraƟon, and St. Bernadine Medical Center. HIGHLAND SAN BERNARDINO STATE OF CALIFORNIA Median Income $45,100 $40,161 $61,632 Unemployment 14.9% 15.8% 10.4% Median Home Value $303,300 $202,400 $421,600 Persons Below Poverty 17.6% 28.6% 14.4% College EducaƟon 19.7% 12.7% 30.2% 2011 COMMUNITY STATISTICS 5 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT DISTRICT OFFICIALS MaƩ LeVesque Chairman James Morales, Jr. Vice Chairman Ben Coleman Board Member Kip Sturgeon Board Member George E. “Skip” Wilson Board Member GOVERNING BOARD 6 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT John Mura General Manager/CEO Mike Maestas Assistant General Manager Kerrie Bryan Human Resources/Risk and Safety Manager JusƟne Hendricksen AdministraƟve Manager Brian Tompkins Chief Financial Officer Nemesciano Ochoa Engineering Manager Kelly Malloy Public Affairs/ConservaƟon Officer 7 DISTRICT MANAGEMENT EXECUTIVE TEAM FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT ORGANIZATIONAL STRUCTURE Rate Payers Board of Directors General Manager/ CEO Assistant General Manager Chief Financial Officer Engineering Customer Service Finance InformaƟon Technology General AdministraƟon OperaƟons Human Resources Public Affairs/ ConservaƟon Maintenance Legal Counsel 8 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT MISSION STATEMENT Our Mission at East Valley Water District is to provide our customers with a safe and reliable water supply that is delivered at a fair and cost‐effecƟve price. 9 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT I. PROVIDE SAFE AND RELIABLE WATER SUPPLY A. Meet all regulatory requirements B. IdenƟfy unit cost for delivery sources C. Address system ﬂexibility constraints D. Develop cost‐effecƟve water supply mix E. Transparent and efficient ﬁnancial management STRATEGIC PLAN II. CREATE AN ENVIRONMENT MORE CONDUCIVE TO EFFICIENT & EFFECTIVE PUBLIC SERVICE A. Improve organizaƟonal culture B. Elevate staff capabiliƟes and employee reinvestment C. Establish “Board Norms” and conduct board educaƟon program D. Perform headquarters needs assessment E. Deliver property opƟons to board and commence construcƟon III. DISTRICT RESOURCE ENHANCEMENT EFFORTS A. AƩract and retain quality employees B. Establish key performance indicators C. IniƟate staff development program D. Enhance system redundancy (Emergency Prep) E. System maintenance and modernizaƟon IV. DISTRICT BRAND DEVELOPMENT & COMMUNITY INVOLVEMENT A. Enhance community outreach, brand idenƟty, and web presence B. Develop conservaƟon program and customer service iniƟaƟves C. Engage regional and naƟonal water partners D. Emergency prep and mutual aid agreements E. LegislaƟve plaƞorm and strategic grant pursuit The District’s Strategic Plan is a powerful tool for creaƟng an atmosphere for efficient decision ‐making, teamwork and communicaƟon It provides a clear foundaƟon for operaƟng as a value‐added organizaƟon. The comprehensive Strategic Plan, developed with stakeholder input through acƟve parƟcipaƟon of management and employees, has established the framework to execute plans and achieve goals. 10 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT FINANCIAL POLICIES The East Valley Water District ﬁnancial management policies provide a basic framework for the overall ﬁscal management of the District. The policies represent a foundaƟon for addressing changing circumstances and condiƟons, and to assist in the decision‐making process. Financial policies represent guidelines for evaluaƟng both current acƟviƟes and proposals for future programs. They also reﬂect long‐standing principles and pracƟces, which have enabled the District to maintain its ﬁnancial stability. Policies are reviewed annually to ensure the guidelines represent a realisƟc, current framework for policy decisions. Balanced Budget East Valley Water District shall prepare an itemized budget for each fund and each program within those funds. The budgets will be balanced, with current revenues equal to or greater than current expenditures/expenses using the following strategies: improve producƟvity; raise fees to offset costs of providing services; use reserves if available. Investment Policy The District’s Investment Policy applies to the investment of short‐term operaƟng funds of the District in excess of those funds required to meet current District expenditures. District policy requires adherence to California Government Code secƟons 5921 and 5360 regarding allowable investments. The policy also includes guidelines on Pooling of Funds, Safety, Liquidity, Yield, Prudence, Ethical Standards, Risk, DiversiﬁcaƟon, and ReporƟng. Reserve Policy The District recognizes that ﬁscal responsibility requires anƟcipaƟng, and preparing for, unforeseen events, in addiƟon to ensuring sufficient funding is available for current operaƟng, capital, and debt service needs. To that end, the District has adopted a Designated Funds (Reserve) Policy as part of prudent ﬁnancial planning, and to ensure sufficient funding for current and future needs. The Designated Funds Policy has established the following reserves and reserve target levels: OperaƟng Reserves – maintain 90 days of District’s budgeted total operaƟng expenses Rate StabilizaƟon Reserves – maintain 45 days of District’s budgeted total operaƟng expenses Capital Replacement Reserves – minimum of 100% of depreciaƟon expense for the preceding year FINANCIAL MANAGEMENT 11 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT Emergency Reserves – 2% of the total value of Plant and Equipment Debt Policy The District has adopted a policy regarding the uƟlizaƟon of debt. Standards established in this policy require: 1. an equitable allocaƟon of capital costs/charges between current and future system users, and 2. minimum rate volaƟlity. In addiƟon, the District conﬁnes long‐term borrowing to capital improvements for projects that cannot be ﬁnanced from current revenues. When the District ﬁnances capital projects by issuing bonds, it will pay back the bonds within a period not to exceed the esƟmated useful life of the project. The District maintains good communicaƟon with bond raƟng agencies regarding ﬁnancial condiƟon and will follow a policy of full disclosure on every ﬁnancial report. BASIS OF ACCOUNTING AND BUDGETING The District’s ﬁnancial records are kept in accordance with Generally Accepted AccounƟng Principles (GAAP) for governmental enterprise funds. The District follows the GAAP requirement that enterprise funds use the full accrual basis of accounƟng. However, there are excepƟons where the accrual basis is not conducive to effecƟve presentaƟon of the District’s budget, in which case, GAAP is not followed. Those excepƟons are as follows: Compensated absence liabiliƟes that are expected to be liquidated with current expendable ﬁnancial resources are accrued as earned by employees (GAAP standard) as opposed to being expended when paid (budget procedure). Principal payments on Long Term Debt are applied to the outstanding liability on a GAAP basis, as opposed to being expended on a Budget basis. Capital Outlay are capitalized on a GAAP basis, however, on a Budget basis, they are treated as expenditures. DepreciaƟon expense is recorded on a GAAP basis but is not contemplated on the Budget basis. Interest expenditures are capitalized during construcƟon on a GAAP basis, but are reported as an expense on a Budget basis. The acƟviƟes of enterprise funds closely resemble those of ongoing businesses in which the purpose is to conserve and add to resources while meeƟng operaƟng expenses from current 12 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT revenues. Enterprise funds account for operaƟons that provide services on a conƟnuous basis and, in the case of East Valley Water District, are enƟrely ﬁnanced by revenues derived from user charges. The District maintains a self‐balancing set of accounts established to record the ﬁnancial posiƟon and operaƟng results that pertain to each acƟvity. BUDGET DEVELOPMENT & PROCESS The budget reﬂects direcƟon from the Board of Directors as established by the Strategic Plan and communicated to the District’s staff through various meeƟngs and workshops. The purpose of this budget document is to provide staff with a road map for prioriƟzing Capital Improvement Projects and fulﬁlling the District’s mission statement. The Fiscal Year 2013‐14 Budget represents guidelines established to address the District’s short‐term and long‐term goals and objecƟves. This document also demonstrates the District’s ability to use capital resources for compleƟng criƟcal capital projects for current and future customers as well as the District’s commitment to meet its ﬁnancial obligaƟons. Staff is conﬁdent that the ﬁnancial framework outlined in the FY 2013‐14 Budget will allow the District to deliver reliable, high‐ quality water and wastewater services to its customers in a prudent and sustainable manner. Each year programs establish goals and objecƟves in support of the District’s guiding principles that provide clear direcƟon to staff regarding District‐wide prioriƟes. Program Managers idenƟfy accompanying measures and targets to track progress toward achieving and communicaƟng the intent of the objecƟve against expected performance levels. Progress is measured throughout the ﬁscal year and reported to the Board of Directors on a quarterly basis. Moreover, in developing the budget, staff used the Strategic Plan as a guide to provide the foundaƟon for prioriƟzing efforts, acƟviƟes, needs, human resources, and ﬁnancial resources. Budget Adjustments In January of each year, District management meets to analyze revenues and spending to determine, if any, where transfers between budget line items are necessary in order to ensure that budget limitaƟons are not exceeded. Managers and supervisors will submit requests for transfers prior to the Mid‐Year budget review and authorized staff will review the requests and submit them to the Board for approval. When possible, transfers have no net effect on the original budget balance. However, if revenue shorƞalls or unanƟcipated costs are realized, and transfers between line items cannot meet the projected deﬁcit, projects are evaluated and a determinaƟon of either projects deferral or draws on reserves is made to meet the shorƞall. All proposed changes are presented to the Board of Directors at a Mid‐Year budget review. 13 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT Budget Calendar DATE TASK June 12, 2013 FY 2013‐14 Budget AdopƟon November 13, 2013 First Quarter Budget Review December 16, 2013 Budget meeƟng to distribute worksheets to management staff January 22, 2014 Mid‐Year Budget Review February 10, 2014 Capital Outlay and Capital Improvement Program Planning MeeƟng March 10, 2014 New PosiƟon Requests due to Finance March 24, 2014 Capital Improvement Project Requests due to Finance March 31, 2014 Program Budget Requests due to Finance April 23, 2014 Third Quarter Budget Review April 28, 2014 District‐wide Budget Review with managers and General Manager May 5, 2014 Capital Outlay and CIP Budget Review with program managers and Gen‐ eral Manager May 19, 2014 Budget complete with all revisions May 28, 2014 Budget Workshop with Board of Directors June 11, 2014 FY 2014‐15 Budget AdopƟon May 28, 2013 FY 2013‐14 Budget Workshop 14 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT The budget document is EVWD’s annual ﬁnancial plan prepared by District Management and approved by the Board of Directors. The ﬁnancial plan serves as a policy document, operaƟons guide for programs, and as a communicaƟon device. The intended audience of the budget document is ciƟzens, local businesses, debt holders and debt raƟng agencies, other governmental agencies, and EVWD’s independent auditor. Budget Document SecƟons The budget document consists of 23 secƟons including: Budget Overview The Budget Overview secƟon includes the General Manager’s budget transmiƩal leƩer, District Proﬁle, Directory of Officials, District OrganizaƟonal Chart, Strategic Plan, Mission Statement, and Financial Policies. Financial Summary This secƟon presents summary level informaƟon on Water and Wastewater fund balances, reserves, and debt service. Program Summary This secƟon provides informaƟon for each program regarding their expenditures and staffing to include Fiscal Year 2012‐13 accomplishments and Fiscal Year 2013‐14 goals and objecƟves. Each program secƟon includes: Program Personnel This secƟon is the authorized personnel allocated to each program. FuncƟon This secƟon includes a basic descripƟon of the responsibiliƟes of each program. Accomplishments This secƟon includes highlights from Fiscal Year 2012‐13. Goals & ObjecƟves This secƟon idenƟﬁes speciﬁc goals and objecƟves for Fiscal Year 2013‐14. BUDGET GUIDE 15 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT Key Performance Indicators This secƟon idenƟﬁes measurable performance measures that occur year‐to‐year. Program Budget Detail This secƟon is a breakdown of the program expenditures by category or line item. The Fiscal Year 2013‐14 Budget is organized into the following summary programs: Board of Directors General AdministraƟon Human Resources Public Affairs/ConservaƟon Finance InformaƟon Technology Customer Service Meter Service Engineering Water ProducƟon Water Treatment Water Quality Water Maintenance Wastewater Maintenance FaciliƟes Maintenance Fleet Maintenance Capital Outlay This secƟon presents in one secƟon the Capital Outlay purchases included in the Fiscal Year 2013‐14 Budget. Capital Improvement Program This secƟon presents in one secƟon the Capital Improvement Projects included in the Fiscal Year 2013‐14 Budget. Budget Financial InformaƟon East Valley Water District operates on a ﬁscal year, or budget Ɵme period, that begins on July 1 and ends on June 30. For example, Fiscal Year 2013‐14 (FY 2013‐14 or FY 2014), means July 1, 2013 through June 30, 2014. In most secƟons of the budget document, three years of informaƟon is provided, with two columns of informaƟon reﬂected for the current year (FY 2012‐13). 16 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT The columns typically presented are: FY 2012 FY 2013 FY 2013 FY 2014 Prior Year Actual Budget Projected Proposed % Change FY 2012 Actual Actual ﬁnancial informaƟon for Fiscal Year 2011‐12 as reported in the Comprehensive Annual Financial Report. The actual ﬁnancial informaƟon is reported in the budget document on a budgetary basis. FY 2013 Budget The FY 2012‐13 Budget as adopted by the Board of Directors on June 27, 2012. FY 2013 Projected The FY 2012‐13 Projected column reﬂects the FY 2012‐13 Budget in addiƟon to any budget amendments approved by the Board of Directors during the ﬁscal year. The FY 2013 Projected column is also adjusted to reﬂect management’s esƟmate of what revenues and expenditures will be at the end of the ﬁscal year. FY 2014 Proposed This column iniƟally reﬂects the FY 2013‐14 Proposed Budget submiƩed by the General Manager/CEO. AŌer the Board of Directors reviews and approves the Fiscal Year 2013‐14 Budget, the informaƟon in the FY 2014 column changes, if necessary, to reﬂect the Board’s acƟons. Prior Year % Change This column provides the percent change from the previous year’s budget to the newly proposed budget. 17 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT [ THIS PAGE LEFT BLANK INTENTIONALLY ] 18 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT The FY 2013‐14 Budget structure has changed from past EVWD budgets. The budget process has moved from incremental increases to program‐based budgeƟng. Requested funds are associated with expected results and performance is measured by indicators and reviewed on a quarterly basis with the Board of Directors. This results oriented strategy provides the ability to monitor expenses related to a parƟcular program or acƟvity and track measurable beneﬁts. Program‐based budgeƟng results can be used in cost‐beneﬁt analyses, just as it would be in a business environment to determine the value of decisions and enhance transparency. The FY 2013‐14 budget has been restructured to address the changing expectaƟons and provide easily accessible informaƟon as part of open public ﬁnancial management. Through program‐based budgeƟng, District staff has developed speciﬁc objecƟves to address goals established in the Strategic Plan. Based on these goals and objecƟves, key performance measures monitor progress towards meeƟng program objecƟves. Program‐based budgeƟng also increases accountability and transparency. The rate payers and Board of Directors can more easily see where dollars are invested, monitor the effecƟveness of programs, and increase policy engagement. BUDGET HIGHLIGHTS Technology EVWD has embraced the importance of modern technological capabiliƟes to assist in the process of doing business. As with all aspects of operaƟons, EVWD is evaluaƟng available technology to streamline operaƟons, enhance accuracy, and increase accountability. A major technological effort currently underway is the transiƟon from manual to automated radio‐read meters. With over 50% of the District’s meters beyond the accepted industry standard of 10 years old, the accuracy of meters have dramaƟcally declined, and may be misreading actual usage by as much as 10%. Since 2012, EVWD has been replacing all meters to AMR in phases, to reduce meter reading labor and increase billing and consumpƟon accuracy. Community Involvement As a government agency, EVWD is commiƩed to communicaƟng frequently with the community and devoted to building a close relaƟonship with residents. AddiƟonally, EVWD places great value in parƟcipaƟng in community events, providing water system tours, and interacƟng with the public to encourage civic engagement, discuss environmental issues, and provide overall informaƟonal updates. BUDGET OVERVIEW 19 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT Projects EVWD has a variety of service enhancing programs taking place in FY 2013‐14 designed to opƟmize operaƟons and encourage customer engagement. Project highlights include: Headquarters Project CompleƟon Feasibility Assessment of Wastewater Treatment Facility Conduct Successful Board ElecƟon Enhanced and Improved District Policies OpƟmizaƟon of Water Supply OperaƟons Development of the Fleet Maintenance Replacement Program Complete Cost of Service Analysis New FaciliƟes Maintenance Program CommunicaƟon Enhancements ImplementaƟon of an Asset Management SoŌware 20 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT AUTHORIZED & FUNDED POSITIONS POSITION FY 2011‐12 ACTUAL FY 2012‐13 ACTUAL FY 2013‐14 PROPOSED ADMINISTRATION General Manager/CEO 1 1 1 Assistant General Manager 0 1 1 Human Resources/Risk Manager 1 1 1 Public Affairs/Water ConservaƟon Officer 0 1 1 AdministraƟve Manager 1 1 1 ExecuƟve Assistant 2 2 2 Department Sub‐total 5 7 7 As part of the Strategic Staffing Plan, the District reassessed the organizaƟonal structure to maximize employee efficiencies and enhance the service levels provided to customers. Through reƟrements and repurposing staff, the District was able to reduce the amount of permanent, full‐Ɵme employees from 69 in FY 2011‐12 to 63 in FY 2012‐13 and FY 2013‐14. Moreover, the District was able to add three addiƟonal posiƟons, a RecepƟonist, InformaƟon Systems Technician, and a FaciliƟes Maintenance Coordinator, to enhance services while maintaining the number of full‐Ɵme employees at 63. The reorganizaƟon of the District has enabled staff to develop and enhance programs for daily operaƟons and maintenance of the water and wastewater system. The tables below provide a summary of Departmental staffing posiƟons in the District over the past two years and the proposed staffing levels for FY 2013‐14. This new staffing plan has reduced personnel costs by 4.7% from FY 12‐13. As vacancies occur, management will conƟnue to review and evaluate the needs of the District prior to ﬁlling vacancies. 21 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT POSITION FY 2011‐12 ACTUAL FY 2012‐13 ACTUAL FY 2013‐14 PROPOSED FINANCE Chief Financial Officer 1 1 1 Senior Management Analyst 0 0 1 Budget Analyst 0 1 0 AccounƟng Supervisor 1 1 1 AccounƟng Specialist 2 2 2 Lead Storekeeper/Buyer 1 1 0 Storekeeper/Buyer 1 1 1 Office Specialist II 0 1 1 Senior InformaƟon Systems Coordinator 1 0 0 Network Administrator 0 1 1 InformaƟon Systems Technician 1 0 1 Department Sub‐total 8 8 9 CUSTOMER SERVICE Customer OperaƟons Supervisor 1 1 1 Senior Customer Service RepresentaƟve 2 1 1 Customer Service RepresentaƟve II 3 2 1 Customer Service RepresentaƟve I 1 2 3 RecepƟonist 0 0 1 Lead Field Service RepresentaƟve 0 1 1 Field Service RepresentaƟve II 0 3 2 Department Sub‐total 7 10 10 22 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT POSITION FY 2011‐12 ACTUAL FY 2012‐13 ACTUAL FY 2013‐14 PROPOSED ENGINEERING District Engineer 1 0 0 Assistant District Engineer 1 0 0 Associate Engineer 1 0 0 Engineering Manager 0 1 1 Project Manager 0 1 1 Senior Engineering Technician 1 1 1 Engineering Technician II 3 2 1 Engineering Technician I 1 2 2 Engineering ExecuƟve Assistant 1 1 1 Office Specialist II 2 1 1 Department Sub‐total 11 9 8 OPERATIONS Water ProducƟon Superintendent 1 1 1 Water ProducƟon Supervisor 1 1 1 Lead Water Treatment Plant Operator 1 1 1 Lead ProducƟon Operator 1 1 1 Water ProducƟon Operator II 3 3 3 Water ProducƟon Operator I 1 1 1 Water Quality Supervisor 1 0 0 Water Quality Coordinator 0 1 1 Water Quality Technician II 1 1 0 UƟliƟes Service Worker 0 0 1 Office Specialist I 0 1 1 Department Sub‐total 10 11 11 23 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT MAINTENANCE Water Service Superintendent 1 1 1 Water Service Supervisor 1 1 1 FaciliƟes Maintenance Coordinator 0 0 1 Lead Water Service Worker 4 3 2 Heavy Equipment Operator 2 2 2 Water Service Worker II 5 7 6 Water Service Worker I 3 2 3 Lead Equipment Mechanic 1 1 1 Equipment Mechanic II 1 1 1 Meter Shop Supervisor 1 0 0 Lead Meter Service Worker 1 0 0 Meter Service Worker II 8 0 0 POSITION FY 2011‐12 ACTUAL FY 2012‐13 ACTUAL FY 2013‐14 PROPOSED Department Sub‐total 28 18 18 TOTAL DISTRICT EMPLOYEES 69 63 63 24 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT East Valley Water District strives to provide water and wastewater services as affordably as possible while elevaƟng the level of service provided to customers and other stakeholders. A criƟcal component to serving the community is ensuring that the District takes steps to maintain a reliable and dependable water supply, through a balance of long‐term capital improvements, preventaƟve maintenance, and effecƟve daily operaƟons. In 2012, the Board of Directors adopted a Strategic Plan to establish a clear foundaƟon of District prioriƟes and goals in order to focus efforts and facilitate an environment of effecƟve operaƟon. Fiscal responsibility is a pillar of our Strategic Plan’s success. As stewards of ratepayers dollars, East Valley Water District strives to use ﬁnancial resources as efficiently as possible in all aspects of the decision making process. The goals and objecƟves of the Strategic Plan are reﬂected in the Fiscal Year 2013‐14 Budget, allowing it to serve as a guiding document for District operaƟons. This document has been developed as a program‐based budget, to maximize transparency and accountability for stakeholders. The District conƟnues to evaluate projects and programs to opƟmize operaƟons and minimize costs, without compromising system reliability. REVENUES The FY 2013‐14 OperaƟng Budget Revenue ProjecƟons are $30,665,181. This is an increase of 3.3% from the previous year’s budget. District revenues are projected to increase, as a result of the consolidaƟon of Baseline Gardens which will add an addiƟonal 420 service connecƟons to the District’s service area. The chart below illustrates the breakdown of each revenue source, and highlights that East Valley Water District is a rate‐based organizaƟon. FINANCIAL SUMMARY 25 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT Staff used an analyƟcal approach blending historical trends, current informaƟon and emerging issues, constrained by conservaƟsm to develop revenue projecƟons that allow staff to conﬁdently commit resources throughout the ﬁscal year. EXPENSES The FY 2013‐14 OperaƟng Budget for all funds is $23,182,326. This is an increase of 1.1% above the previous year’s budget. This increase can be aƩributed to the consumer price index, increased material costs, and development of new programs. District expenses for energy and construcƟon materials including, copper and brass, have been steadily increasing, and are projected to conƟnue rising throughout the year. AddiƟonally, the District is implemenƟng preventaƟve maintenance programs that require funds to operate, however they are designed to miƟgate potenƟal costly repairs and replacements to the District’s aging infrastructure system. The chart below illustrates the projected allocaƟon of operaƟng costs for FY 2014‐15. District expenses are distributed relaƟvely evenly across seven basic categories, as seen in the ﬁgure below, including: treatment services, salaries, beneﬁts, water supply, electricity, contract services, and other expenses. Treatment services represent the largest expense category with 34% of the total budget, however it also includes the City of San Bernardino Municipal Water Department and Envirogen water treatment agreements. 26 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT As an infrastructure‐based organizaƟon, idenƟfying reserve funds is a criƟcal component of ﬁscal responsibility. The District has prudently budgeted $403,455 for reserves in FY 2013‐14. The District has an esƟmated total of $17.9 million in reserves for the anƟcipaƟon and preparaƟon for unforeseen events. Moreover, the District is taking steps to ensure that sufficient funds are available for current operaƟng, capital, and debt service needs . CAPITAL OUTLAY The Capital Outlay program has idenƟﬁed $363,400 for equipment purchases to enhance programs and services provided to the rate payers. These items include technology upgrades to beƩer idenƟfy, track, and manage faciliƟes and resources. Moreover, the District is striving to incorporate an environmentally friendly and sustainable future by going paperless where possible. CAPITAL IMPROVEMENT PROGRAM Capital Improvements are idenƟﬁed in the Water Master Plan, Sewer Master Plan, and Strategic Plan. The Capital Improvement Program includes $27,246,000 for Wastewater, Water, and General Projects. Capital Projects are funded through a mix of water and wastewater funds, grants, loans, and bond proceeds. DISTRICT EXPENSES PER DOLLAR 27 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT East Valley Water District’s FY 2013‐14 Budget is a balanced budget, with operaƟonal revenue funding operaƟonal expenses, and reserve funds not being used to fund on‐going expenses. As a result of the prudent ﬁscal planning and oversight by the Board of Directors, the District will not increase rates during FY 2013‐14 while conƟnuing to provide the community with safe, reliable, and quality water and wastewater services. DEBT SERVICE Several methods are available to ﬁnance capital improvement projects and other authorized acƟviƟes. EVWD, like most governmental agencies, borrow money in order to acquire land and equipment, construct buildings, and make renovaƟons and improvements. The costs of these projects are typically ﬁnanced by the issuance of debt obligaƟons which are then repaid over several years along with the interest incurred on the borrowings. The District’s debt service is the amount necessary to make the payments to meet all obligaƟons. This policy enables the cost of these capital assets to be borne by the present and future rate payers receiving the beneﬁt of these enhancements. The District‘s debt obligaƟons include the 2010 refund, state loans for the Plant 134 Upgrade, and the 2013 bond issue for Headquarters Project are as follows: DEBT SERVICE Year Ending October 1 Total 2014 3,450,688 2015 3,460,088 2016 3,459,338 2017 3,459,138 2018 3,452,388 2019‐2020 6,875,776 2021‐2025 13,826,565 2026‐2030 12,184,065 2031‐2035 12,213,566 2041‐2043 5,162,950 Total $79,820,722 2036‐2040 12,276,160 28 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT ALLOCATIONS General AdministraƟve costs incurred by each of the District’s departments are allocated to the water and wastewater funds in accordance with the following percentages based on assumed beneﬁt of each service to each fund. The Beneﬁt Assessment entailed the evaluaƟon of each Department and the services provided through acƟvity based cosƟng. Fleet Maintenance was determined by the number of vehicles in the ﬂeet used for each service operaƟon. Department Water Fund Wastewater Fund AdministraƟon 70% 30% Finance 70% 30% InformaƟon Technology 50% 50% Customer Service 50% 50% Meter Service 50% 50% Engineering 70% 30% Water ProducƟon 100% ‐ Water Treatment 100% ‐ Water Quality 100% ‐ Field Maintenance AdministraƟon 50% 50% Water Maintenance 100% ‐ Wastewater Maintenance ‐ 100% FaciliƟes Maintenance 65% 35% Fleet Maintenance 70% 30% GENERAL & ADMINISTRATIVE ALLOCATIONS BY DEPARTMENT 29 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT 30 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT 31 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT [ THIS PAGE LEFT BLANK INTENTIONALLY ] 32 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT The Water Fund pays for all acƟviƟes related to the operaƟons and maintenance of the water producƟon and distribuƟon system. RATES East Valley Water District bills all customers on a monthly basis for water usage using the formula [(Usage Rate x Water Used) + System Charge = Monthly Water Bill]. The usage rate (actual water usage) for all customer classiﬁcaƟons is $1.77 per 100 cubic feet. System Charges (Fixed Service charge) are based on the connected meter size. The average residenƟal customer has a ¾ inch meter. System charges are as follows: REVENUES Water revenues consist of water sales, meter charges, penalƟes, and other miscellaneous charges such as new service charges and development charges. The District is projecƟng an increase in revenues of 4% as a result of an increase of 420 service connecƟons from the Baseline Gardens consolidaƟon. Moreover, with the use of FedEx to deliver all 48 hour Shutoff NoƟces, revenues for other charges have increased to account for the increased penalty. The District will provide water services through approximately 20,770 domesƟc connecƟons in FY 2013‐14. In addiƟon, 1,315 ﬁre services are connected to District water mains. This customer count is based on the number of customers at the end of the previous ﬁscal year, with a prorated adjustment for 420 new connecƟons in the Baseline Gardens area that will connect to the District’s system in May 2014. Other signiﬁcant developments within the District’s east end are pushing forward, but are not expected to start connecƟng to the District unƟl FY 2014‐15. Water sales for FY 2013‐14 are projected to be $14,233,300, based on anƟcipated customer WATER FUND Meter Size Monthly Service Charge 3/4 Inch $13.71 1 Inch $20.87 1 1/2 Inch $38.60 2 Inch $88.48 3 Inch $163.25 4 Inch $270.06 6 Inch $537.09 8 Inch $857.52 33 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT demand for 21,730 Acre Feet. This esƟmated annual demand is the sum of monthly projecƟons that were derived by reviewing monthly sales for the last ﬁve years, and then using those historical sales to set a conservaƟve esƟmate of demand for each month of FY 2013‐14. Each monthly esƟmate was set at, or below, a ﬁve year historical sale average for that month. This very conservaƟve approach to projecƟng water sales is necessary as sales are inﬂuenced by rate increases, weather condiƟons, and the economy, all of which inﬂuence customer consumpƟon. Meter Size Count Monthly Charge 5/8” – 3/4” 16,065 $ 13.71 1” 4,050 20.87 1.5” 245 38.60 2” 283 88.48 3” 80 163.25 4” 24 270.06 6” 14 537.09 8” 9 857.52 Fire Service 1,315 5.60 ANNUAL WATER PRODUCTION AND CONSUMPTION (AF) Annual Water ProducƟon SOURCE FY 2009‐10 FY 2010‐11 FY 2011‐12 FY 2012‐13 Projected FY 2013‐14 Projected Wells 19,095 18,278 18,354 18,500 18,351 Surface Treated 2,698 2,327 2,641 2,800 3,000 Total ProducƟon 21,793 20,605 20,995 21,300 21,351 Annual Water ConsumpƟon CUSTOMER FY 2009‐10 FY 2010‐11 FY 2011‐12 FY 2012‐13 Projected FY 2013‐14 Projected ResidenƟal 12,197 11,528 11,945 12,800 13,000 Commercial 6,077 5,536 5,696 6,000 6,730 IrrigaƟon 1,780 1,597 2,009 1,895 2,000 Total Sales 20,055 18,661 19,650 20,695 21,730 34 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT EXPENSES OperaƟng expenses remain the same for FY 2013‐14. District staff have been working to strategically determine the best method of supplying and pumping water to meet customer demands. As a result, staff anƟcipates that operaƟng costs should decrease, while increasing prevenƟve maintenance programs to decrease future capital improvement repair costs. AddiƟonally, with the restructuring of the budget, costs were realigned to the appropriate cost center so that unit costs could be properly calculated and assist in the decision‐making process. Most notably, Source of Supply costs have increased signiﬁcantly while Pumping costs have decreased. This is primarily due to idenƟfying well operaƟng and maintenance costs and placing them in the appropriate cost center. In doing so, staff will be able to accurately calculate the cost of water based on supply and uƟlize this informaƟon to make strategic decisions for operaƟons. CONCLUSION Water Fund revenues have consistently exceeded operaƟng expenditures allowing the District to maintain the 120% coverage to meet debt service requirements and conƟnue funding the CIP. The chart below provides a historical overview of the water fund and its conƟnued growth. Staff will conƟnue to monitor revenues and expenses and present the progress to the Board of Directors on a quarterly basis. 35 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT 36 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT 37 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT 38 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT 39 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT [ THIS PAGE LEFT BLANK INTENTIONALLY ] 40 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT The Wastewater Fund pays for all acƟviƟes related to the operaƟons and maintenance of the wastewater collecƟon infrastructure as well as the treatment of wastewater. All treatment charges collected from customers are passed through to the City of San Bernardino Municipal Water Department. RATES ResidenƟal East Valley Water District bills residenƟal customers on a monthly wastewater charge based on the number of dwelling units, up to four units per property. Commercial East Valley Water District bills commercial customers on a monthly basis for wastewater usage using the formula [(Usage Rate x Water Used) + Wastewater System Charge = Monthly Wastewater Bill]. WASTEWATER FUND ResidenƟal Customer Wastewater Charge per Equivalent Dwelling Unit (EDU) West of City Creek 33.86 / month East of City Creek $35.86 / month MONTHLY COMMERCIAL WASTEWATER RATES Commercial Customer Monthly Rate (West of City Creek) Monthly Rate (East of City Creek) Commercial Wastewater Flat Rate $6.30 / month $6.30 / month MulƟ‐Family $1.80 / hcf $1.89 / hcf Commercial / Retail / Dry Cleaners $2.65 / hcf $2.74 / hcf Restaurants / Hotels $3.25 / hcf $3.34 / hcf Laundromats/Government $2.05 / hcf $2.14 / hcf Schools / Churches $1.65 / hcf $1.74 / hcf Convalescent Homes $1.90 / hcf $1.99 / hcf Office Buildings / Motels $2.05 / hcf $2.14 / hcf Auto Repair/Service / Carwash $1.85 / hcf $1.94 / hcf hcf = hundred cubic feet 41 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT REVENUES Wastewater revenues consist of collecƟon charges, treatment charges, and miscellaneous revenues such as interest income and capacity charges for new services. Revenues are projected to increase by 2.6% for FY 2013‐14. The District anƟcipates that the increase will be a direct result of the City of San Bernardino raising their treatment rates. Wastewater CollecƟon System Charges Wastewater CollecƟon System Charges are projected at $4,464,700 for FY 2013‐14. These revenues are the source of funds used by the District to maintain wastewater collecƟon lines. ResidenƟal customers are billed a ﬁxed monthly charge, while commercial customers pay a reduced ﬁxed charge plus a volumetric unit charge based on water consumpƟon. MulƟ‐family residenƟal complexes with four or more units are billed as commercial customers. Projected residenƟal revenues for FY 2013‐14 were calculated by mulƟplying the Single Family ResidenƟal (SFR) count by the monthly ﬂat charge for 12 months, taking into account that July through September will be billed at rates that became effecƟve October 1, 2012. SFR billings make up $3,400,700 of projected revenues. Projected commercial customer revenues are $1,064,000, and were calculated by mulƟplying the number of commercial accounts by the District’s monthly ﬂat charge for 12 months, and then esƟmaƟng total water usage by commercial customers, in HCF, and mulƟplying the total usage by a ﬂat rate. Wastewater Treatment Charges Wastewater Treatment Charges are assessed in accordance with rates set by the City of San Bernardino Municipal Water Department which treats all wastewater generated by District customers. All Treatment Charges collected are remiƩed to the City and therefore have no effect on the District’s operaƟons. The rates that will be in effect during FY 2013‐14 are presented in the table below. Like the District’s system charges, residenƟal customers are billed a ﬁxed monthly charge, while commercial customers pay a small ﬁxed charge plus a volumetric charge that is based on water consumpƟon. WASTEWATER COLLECTION SYSTEM Customer Type Count ConsumpƟon (HCF) Unit Charge ResidenƟal 18,445 $ 15.36 MulƟ‐family 494 1,198,400 $ 3.90 Commercial 621 641,200 $ 3.90 42 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT EXPENSES OperaƟng expenses have increased by 3% as a result of the 2.6% increase for treatment costs by the City of San Bernardino. The remaining 0.4% increase is a result of the implementaƟon of prevenƟve maintenance programs such as the use of sleeve technology for pipeline spot repairs, that will decrease the need for future costly capital improvement projects. CONCLUSION Revenues are projected to conƟnue exceeding operaƟng expenditures and provide the required funding to meet debt service obligaƟons while conƟnuing CIP funding as seen in the chart below. EVWD will conƟnue to monitor the revenues and expenses and present the progress to the Board of Directors quarterly. WASTEWATER TREATMENT RATES Customer Type Flat Charge/Month Commodity Charge/HCF ResidenƟal $18.50 ‐ MulƟ‐family 2.40 1.25 Retail/Dry Cleaners 2.40 2.10 Restaurants/Hotels 2.40 2.70 Laundromats/Offices/Motels 2.40 1.50 Schools/Churches 2.40 1.10 Hospitals/Convalescent Homes 2.40 1.35 Auto Repair/Service StaƟons 2.40 1.30 43 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT 44 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT 45 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT 46 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT 47 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT [ THIS PAGE LEFT BLANK INTENTIONALLY ] 48 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 FUNCTION The Board of Directors is the legislaƟve body of the organizaƟon and is comprised of ﬁve members elected at‐large to four year overlapping terms of office. Board members are responsible for the development and adopƟon of all District policy. The Board of Directors appoints the General Manager/CEO to be charged with the implementaƟon of adopted policy. ReﬂecƟve of the experƟse and leadership of the Board, EVWD customers conƟnue to maintain affordable rates and have a very reliable water supply. ACCOMPLISHMENTS 1. Developed the District‐wide Strategic Plan, and adopted the LegislaƟve Plaƞorm, Grant Strategy and Strategic CommunicaƟons Plan. 2. Approved a balanced budget which included contribuƟng $810,000 to the reserve fund. 3. Approved ﬁnancing plan and construcƟon of consolidated Headquarters Facility. 4. Implemented aggressive community outreach efforts that increased web presence, print materials, and District presence at various community events. 5. Approved a two‐year Labor Agreement for represented employees. 6. Increased the level of professionalism and improved the corporate culture of the District. GOALS & OBJECTIVES Develop and adopt a Board of Director’s Policy Handbook. Conduct all acƟviƟes required for the 2013 Board of Directors ElecƟon. ConƟnue to revise and adopt updated Personnel Rules & RegulaƟons. Evaluate the feasibility of the District construcƟng a sewer/recycled water facility project. Liquidate surplus property. Complete an annual update of the LegislaƟve Plaƞorm and Strategic Plan. Adopt a water conservaƟon program to meet the water use reducƟon requirements set forth in SB x 7‐7. ConƟnue to support policies that encourage an elevated level of professionalism and corporate culture. BOARD OF DIRECTORS 49 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 BOARD OF DIRECTORS PROGRAM BUDGET DETAIL DescripƟon FY 2012 Actual FY 2013 Budget FY 2013 Projected FY 2014 Proposed Prior Yr % Chg PERSONNEL EXPENSES Labor 71,050 88,000 77,589 80,000 Beneﬁts 38,062 30,000 36,591 40,000 OPERATING EXPENSES Contract Services ‐ ‐ ‐ 105,000 Professional Development 11,351 30,000 14,566 20,000 GENERAL ADMIN TOTAL $ 120,463 $ 148,000 $ 128,746 $ 245,000 65.5% 50 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 FUNCTION General Manager/CEO is responsible for overseeing day‐to‐day administraƟon and program implementaƟon of District operaƟons. AdministraƟon is responsible for managing, documenƟng, organizing, communicaƟng, and ensuring the implementaƟon and execuƟon of the District’s Strategic Plan. ACCOMPLISHMENTS 1. Aligned District operaƟons with Strategic Plan and provided public quarterly status updates of key performance indicators. 2. Developed and maintained an effecƟve system for communicaƟon with the Board of Directors and District staff. 3. Updated the North Fork By‐Laws to reﬂect changes in operaƟng procedures and legal requirements that have taken place since adopƟon in 1950. 4. ConƟnued involvement in the Emergency Response Network of the Inland Empire (ERNIE), and represents the District on the group Steering CommiƩee. 5. Established an Employee Events CommiƩee to encourage team building and enhanced workplace morale. PosiƟon FTE General Manager/CEO 1 Assistant General Manager 1 AdministraƟve Manager 1 ExecuƟve Assistant 2 Total 5 PROGRAM PERSONNEL ADMINISTRATION 51 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 Measure FY 2012 Actual FY 2013 Projected FY 2014 Goal 1. Respond to Public Records Act Requests within 10 days n/a 100% 100% 2. AdverƟse & complete Agenda distribuƟon on Ɵme n/a 100% 100% 3. Conduct Emergency Preparedness table top exercises and evacuaƟon drills 0 0 2 4. Water Loss Management 7% 6% 5% 5. Number of Board/CommiƩee MeeƟngs conducted n/a 34 24 KEY PERFORMANCE INDICATOR GOALS & OBJECTIVES Complete the construcƟon of the District’s new Headquarters Building. Update the Emergency Response Plan and Vulnerability Assessment. Conduct all acƟviƟes required for the 2013 Board of Directors ElecƟon. Develop and implement a paperless agenda process. Facilitate the development of the Board of Director’s Handbook. Facilitate the liquidaƟon of surplus property. 52 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 ADMINISTRATION DescripƟon FY 2012 Actual FY 2013 Budget FY 2013 Projected FY 2014 Proposed Prior Yr % Chg PERSONNEL EXPENSES Labor 600,310 744,000 762,542 602,000 OverƟme 2,858 10,000 5,985 5,000 Beneﬁts 338,068 359,883 460,730 343,000 OPERATING EXPENSES Materials & Supplies 72,156 84,900 67,000 10,000 Office Supplies 29,614 33,000 31,782 15,000 Contract Services 637,383 367,475 367,475 150,000 Legal Services 100,762 171,000 155,736 125,000 Rents & Leases 172,121 175,000 180,000 ‐ UƟliƟes 43,602 85,000 64,948 ‐ Telephone 41,168 ‐ 32,423 10,500 Fuel 2,685 2,300 1,974 ‐ Permits 22,621 25,000 10,487 ‐ Postage 24,871 15,000 16,712 1,000 General Insurance 213,280 180,000 188,489 ‐ Insurance Claims 10,576 ‐ 2,127 ‐ ADMIN TOTAL $ 2,281,439 $ 2,378,480 $ 2,486,597 $ 1,357,500 ‐43% PROGRAM BUDGET DETAIL EducaƟon Assistance ‐ ‐ ‐ 10,000 Professional Development 31,520 71,482 63,291 30,000 Memberships & Dues 33,621 54,440 72,545 56,000 53 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 [ THIS PAGE LEFT BLANK INTENTIONALLY ] 54 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 FUNCTION Human Resources plans, directs, manages, and oversees programs and operaƟons related to personnel maƩers, including employee relaƟons, contract administraƟon, retenƟon, recruitment and selecƟon of employees, administraƟon of health and welfare beneﬁts, risk management, administraƟon of safety regulaƟons, and professional development services. Speciﬁc funcƟons include: Personnel – conduct recruitments, labor negoƟaƟons, labor relaƟons and ensure compliance with all state and federal laws, such as FLSA Workers’ CompensaƟon – oversight of the District’s comprehensive Risk Management Program Employee Services – management and administraƟon of employee compensaƟon and beneﬁt plans as well as implement and monitor labor agreements Safety – ensure a safe working environment that includes training and compliance with all state and federal regulaƟons ACCOMPLISHMENTS 1. ImplementaƟon of the AdministraƟve Professional’s Academy. 2. NegoƟated a 2‐year Employment Agreement. 3. Enhanced health care beneﬁts for the employees at no extra cost to the District. 4. AddiƟon of Life Insurance for employees at a minimal cost to the District. 5. Created a new organizaƟonal structure which clearly deﬁnes employee/ PROGRAM PERSONNEL PosiƟon FTE Human Resources/Risk & Safety Manager 1 AdministraƟve Intern 0.5 Total 1.5 HUMAN RESOURCES/RISK MANAGEMENT 55 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 KEY PERFORMANCE INDICATOR Measure FY 2012 Actual FY 2013 Projected FY 2014 Goal 1. Percentage of Performance Appraisal’s completed 56% 75% 100% 2. Number of District wide safety trainings conducted 24 26 30 3. Average number of days to ﬁll a vacant posiƟon n/a 90 75 4. Turnover percentage 22% 15% <10% management groups and their classiﬁcaƟons and beneﬁts within the District. 6. ImplementaƟon of the District’s Strategic Staffing Plan. 7. CreaƟon of a fair and consistent recruitment process. GOALS & OBJECTIVES Update the District’s EducaƟon Assistance Program. Assist in the development of the Board of Director’s Handbook. Update the District’s Personnel Rules & RegulaƟons Handbook. Create and implement a new Performance Appraisal Program. Coordinate a Staff Development Program for managers, supervisors, and lead employees. 56 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 HUMAN RESOURCES/RISK MANAGEMENT PROGRAM BUDGET DETAIL DescripƟon FY 2012 Actual FY 2013 Budget FY 2013 Projected FY 2014 Proposed Prior Yr % Chg PERSONNEL EXPENSES Labor ‐ ‐ ‐ 85,000 Temporary Labor ‐ ‐ ‐ 10,000 Beneﬁts ‐ ‐ ‐ 48,500 OPERATING EXPENSES Materials & Supplies ‐ ‐ ‐ 8,500 Office Supplies ‐ ‐ ‐ 1,500 Contract Services ‐ ‐ ‐ 50,000 PrinƟng & Publishing ‐ ‐ ‐ 500 Legal Services ‐ ‐ ‐ 25,000 Postage ‐ ‐ ‐ 1,000 Memberships & Dues ‐ ‐ ‐ 4,000 Professional Development ‐ ‐ ‐ 6,000 General Insurance ‐ ‐ ‐ 200,000 HR/RISK MGMT TOTAL $ ‐ $ ‐ $ ‐ $ 440,000 57 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 [ THIS PAGE LEFT BLANK INTENTIONALLY ] 58 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 FUNCTION Public Affairs is the primary outreach vehicle for increasing awareness of the District’s mission and role in the local and regional community. Through media, community, and governmental relaƟons, the District is able to provide effecƟve communicaƟons to various community stakeholders. Speciﬁc funcƟons include: Media contact and cooperaƟon Crisis communicaƟons ConservaƟon, Water EducaƟon & Rebate Programs Community presentaƟons & Community MeeƟngs ParƟcipaƟng in local community and business organizaƟons Maintain working relaƟonships with federal, state, and local officials Monitoring and managing different outreach methods gains favorable and fair reporƟng of key District issues. Public Affairs staff has successfully maintained a presence in applicable poliƟcal forums for informaƟon and acƟon on issues impacƟng the District. Public Affairs staff also strives to provide consistent educaƟon to customers on programs, projects and issues important to the District which also promotes water conservaƟon. Water ConservaƟon programs are in the development stage to provide conservaƟon rebates, resources, training, and materials to customers to allow them to conserve water. ACCOMPLISHMENTS 1. AdopƟon of the LegislaƟve Plaƞorm, Grant Strategy and CommunicaƟon Strategy. 2. ProducƟon of “in‐house” press releases. PROGRAM PERSONNEL PosiƟon FTE Public Affairs/Water ConservaƟon Officer 1 Total 1 PUBLIC AFFAIRS/WATER CONSERVATION 59 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 KEY PERFORMANCE INDICATOR Measure FY 2012 Actual FY 2013 Projected FY 2014 Goal 1. Number of customers who parƟcipate in rebate programs n/a 0 50 2. Number of community presentaƟons 5 8 15 3. Number of community events aƩended 4 6 10 4. Daily per capita water use (gal/day) n/a 309 277 5. Number of website hits 35,000 50,000 65,000 6. Number of Water ConservaƟon school presentaƟons 2 4 8 3. Involved community in facility tours. 4. Developed community presentaƟons program. 5. Redesigned a new user‐friendly District website. GOALS & OBJECTIVES ParƟcipate in various community based organizaƟon acƟviƟes that reach a broad range of stakeholders. Host a community open house at the new headquarters office. Launch Water ConservaƟon Rebate Programs for District residenƟal and commercial customers. Host water conservaƟon educaƟon events for customers to aƩend. Complete a Water Use Efficiency Plan to establish prioriƟes for SBX 7‐7 compliance. 60 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 PUBLIC AFFAIRS/WATER CONSERVATION PROGRAM BUDGET DETAIL DescripƟon FY 2012 Actual FY 2013 Budget FY 2013 Projected FY 2014 Proposed Prior Yr % Chg PERSONNEL EXPENSES Labor ‐ ‐ ‐ 78,000 Beneﬁts ‐ ‐ ‐ 44,500 OPERATING EXPENSES Materials & Supplies ‐ ‐ ‐ 70,000 Office Supplies ‐ ‐ ‐ 1,000 Contract Services ‐ ‐ ‐ 200,000 PrinƟng & Publishing ‐ ‐ ‐ 45,000 Postage ‐ ‐ ‐ 30,000 Memberships & Dues ‐ ‐ ‐ 2,500 Professional Development ‐ ‐ ‐ 5,000 PUB AFF/WTR CON TOTAL $ ‐ $ ‐ $ ‐ $ 476,000 61 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 [ THIS PAGE LEFT BLANK INTENTIONALLY ] 62 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 FUNCTION Finance oversees the ﬁnancial operaƟons of the District in order to provide accountability and adequate control over the use of District funds. Finance staff maintains the ﬁnancial systems and records in accordance with Generally Accepted AccounƟng Principles (GAAP) as well as applicable laws, regulaƟons, and District policies. Speciﬁc funcƟons include: PreparaƟon of monthly and annual ﬁnancial reports PreparaƟon of annual budget Capital asset funding and accounƟng Strategic and ﬁnancial planning support Issuance and administraƟon of District debt issues AdministraƟon of Investment Porƞolio RecordaƟon of all ﬁnancial transacƟons PROGRAM PERSONNEL PosiƟon FTE Chief Financial Officer 1 Senior Management Analyst 1 AccounƟng Supervisor 1 AccounƟng Specialist 2 Storekeeper/Buyer 1 Office Specialist II 1 Total 7 FINANCE 63 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 KEY PERFORMANCE INDICATOR Measure FY 2012 Actual FY 2013 Projected FY 2014 Goal 1. Liquidity RaƟo 226% 210% 200% 2. Debt Level per Capita $546 $558 $810 3. Reserve at % of OperaƟng Expenditure Budget 51% 55% 59% 4. Debt Coverage RaƟo 154% 431% 150% 5. Electronic payments disbursed N/A 10% 50% ACCOMPLISHMENTS 1. Completed and submiƩed the FY 2011‐12 Comprehensive Annual Financial Report (CAFR). 2. Restructured the annual OperaƟng Budget to be program based. 3. Developed monthly expenditures status reports to help Departments monitor spending. 4. Hired a Budget Analyst to review and idenƟfy potenƟal for operaƟonal efficiency and program cost savings. 5. Completed 2013 Revenue Bond Issue to ﬁnance a porƟon of the new Headquarters facility. GOALS & OBJECTIVES Implement new soŌware for accounƟng and uƟlity billing. Implement new chart of accounts. Begin processing payroll in‐house rather than through a service provider. Begin using automated processes to track ﬁxed assets and assessments. Receive Governmental Finance Officers AssociaƟon (GFOA) Budget Award for Fiscal Year 2013‐14 Budget. Implement streamlined ﬁnancial procedures District‐wide. 64 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 FINANCE PROGRAM BUDGET DETAIL DescripƟon FY 2012 Actual FY 2013 Budget FY 2013 Projected FY 2014 Proposed Prior Yr % Chg PERSONNEL EXPENSES Labor 458,143 581,000 579,082 515,000 Beneﬁts 203,768 288,718 283,133 256,500 OPERATING EXPENSES Materials & Supplies 481 300 300 ‐ Office Supplies 5,241 7,250 6,877 7,000 Contract Services 182,609 181,290 140,796 85,000 Telephone 446 750 493 600 Fuel 3,045 600 1,978 ‐ Memberships & Dues 2,352 1,800 2,168 3,500 EducaƟon Assistance ‐ ‐ ‐ 5,500 FINANCE TOTAL $ 896,046 $ 1,096,173 $ 1,043,996 $ 939,400 ‐14% Temporary Labor 16,813 ‐ ‐ ‐ Banking Services ‐ ‐ ‐ 40,000 OverƟme 4,331 7,000 3,939 3,000 Legal Services ‐ ‐ ‐ 15,000 Rents & Leases 10,357 11,750 11,259 ‐ Postage ‐ 100 131 300 Professional Development 8,460 15,615 13,840 8,000 65 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 [ THIS PAGE LEFT BLANK INTENTIONALLY ] 66 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 FUNCTION InformaƟon Technology (IT) is responsible for system maintenance, network management, systems support, updaƟng soŌware/hardware, and monitoring District needs for new equipment. Speciﬁc system maintenance includes: Network and telecommunicaƟons Geographic InformaƟon System (GIS) Enterprise Resource Planning (ERP) Customer InformaƟon System and UƟlity Billing (CIS) Supervisory Control and Data AcquisiƟon (SCADA) Document Imaging System (Laserﬁsche) Computerized Maintenance Management System (CMMS) ACCOMPLISHMENTS 1. Moved email to hosted server to take advantage of remote cloud‐based soluƟons. 2. Increased internet bandwidth to increase speed and improve reliability. 3. Hired a Network Administrator to administer the IT Program and InformaƟon Systems Technician to assist with technical support. 4. Implemented Cityworks, a work order system, to improve asset management. PROGRAM PERSONNEL PosiƟon FTE Network Administrator 1 InformaƟon Systems Technician 1 Total 2 INFORMATION TECHNOLOGY 67 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 KEY PERFORMANCE INDICATOR Measure FY 2012 Actual FY 2013 Projected FY 2014 Goal 1. Percent of help desk support work orders completed n/a n/a 100% 2. Percent of help desk support work orders resolved within 3 days n/a n/a 100% 4. Percent of system availability during operaƟng hours n/a n/a 95% 3. Percent of PCs/Servers with outdated operaƟng systems 60% 32% 0% GOALS & OBJECTIVES Assist with the implementaƟon and administraƟon of a new accounƟng and billing soŌware. Decrease contract services and increase in‐house technical support. Complete the IT Strategic Plan, including anƟcipated needs for the new Headquarters facility. Complete and maintain an inventory of all computer equipment in the District. 68 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 INFORMATION TECHNOLOGY PROGRAM BUDGET DETAIL DescripƟon FY 2012 Actual FY 2013 Budget FY 2013 Projected FY 2014 Proposed Prior Yr % Chg PERSONNEL EXPENSES Labor 58,291 ‐ 22,258 128,000 OverƟme 479 ‐ 1,536 5,000 Beneﬁts 26,293 ‐ 3,774 73,000 OPERATING EXPENSES Materials & Supplies 1,449 ‐ 2,005 10,000 Office Supplies 16,553 8,500 9,464 3,000 Contract Services 104,175 210,000 180,719 228,500 Rents & Leases 125 ‐ ‐ ‐ Telephone 193 200 80 3,000 Postage 63 ‐ 100 ‐ Memberships & Dues ‐ ‐ ‐ 500 Professional Development 1,169 ‐ ‐ 7,000 IT TOTAL $ 209,420 $ 218,700 $ 219,936 $ 458,000 109% 69 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 [ THIS PAGE LEFT BLANK INTENTIONALLY ] 70 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 FUNCTION Customer Service is responsible for responding to customer inquiries, establishing and disconƟnuing service, preparing monthly bills, processing payments, and collecƟng outstanding customer balances. Customer Service staff conƟnues to explore opportuniƟes to provide convenient methods of payments and strives to resolve all customer concerns on a daily basis. ACCOMPLISHMENTS 1. ImplementaƟon of a more efficient method of delivering Shut‐Off NoƟces by contracƟng with FedEx. 2. Increased the number of pay‐by‐phone lines from 4 to 8, reducing customer hold Ɵmes. 3. Installed a drop box at the Del Rosa Yard for customers wanƟng to pay by check on the southwest end of the District. 4. Added a RecepƟonist to answer main line phone calls and provide increased personal contact with customers. PROGRAM PERSONNEL PosiƟon FTE Customer OperaƟons Supervisor 1 Senior Customer Service RepresentaƟve 1 Customer Service RepresentaƟve II 1 Customer Service RepresentaƟve I 3 RecepƟonist 1 Total 7 CUSTOMER SERVICE 71 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 KEY PERFORMANCE INDICATOR Measure FY 2012 Actual FY 2013 Projected FY 2014 Goal 1. Number of payments received from Del Rosa drop box n/a 100 150 2. Percent of payments received by automaƟon without staff assistance n/a n/a 75% 3. Increase paperless billing usage n/a 4% 6% 4. Billing Accuracy n/a 95% 99% GOALS & OBJECTIVES Establish third party payment centers to provide more convenient locaƟons for customers to make payments outside of the District main office. Implement website soluƟon to allow customers to turn/off service without calling the District Office. Implement conƟnuous service agreements for establishing service for non‐owner occupied houses and apartments. Implement address change service in conjuncƟon with US Postal Service to ensure up to date informaƟon for customer billing. Establish a standard procedure for payment extensions, including a maximum extension period for delinquent customers. 72 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 CUSTOMER SERVICE PROGRAM BUDGET DETAIL DescripƟon FY 2012 Actual FY 2013 Budget FY 2013 Projected FY 2014 Proposed Prior Yr % Chg PERSONNEL EXPENSES Labor 599,643 647,000 608,988 350,000 Temporary Labor 22,129 ‐ 23,925 ‐ OverƟme 49,365 60,000 65,123 20,000 Standby 1,250 ‐ 3,060 ‐ Beneﬁts 298,651 372,512 307,061 198,400 OPERATING EXPENSES Materials & Supplies 1,773 3,832 7,135 6,000 Office Supplies 12,099 15,100 11,461 3,000 Contract Services 229,163 309,400 457,366 314,500 Banking Services ‐ ‐ ‐ 175,000 Legal Services ‐ ‐ ‐ 5,000 Telephone 400 1,000 869 3,000 Fuel 13,181 42,000 32,650 ‐ Postage 109,306 106,500 125,964 110,000 Memberships & Dues 3,780 ‐ 2,520 ‐ Professional Development 886 10,150 5,529 5,000 Bad Debt 6,229 3,500 1,792 ‐ CUSTOMER SVC TOTAL $ 1,347,855 $ 1,570,994 $ 1,653,443 $1,189,900 ‐24% 73 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 [ THIS PAGE LEFT BLANK INTENTIONALLY ] 74 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 FUNCTION Meter Services serves as a ﬁeld extension of Customer Service, and is responsible for compleƟng all on‐site related customer requests such as turning water on/off, monthly meter readings for billing, and assisƟng customers at their residence when requested. Meter Services staff may also at Ɵmes assist the Meter Maintenance program by installing new meters, tesƟng meters for accuracy, and repairing meter leaks. ACCOMPLISHMENTS 1. Completed the installaƟon of 3,500 AMR meters. 2. ImplementaƟon of a large water meter tesƟng program. 3. Developed a Call Out Service to assist customers in reducing penalty charges for delinquent payments and reconnecƟons GOALS & OBJECTIVES Complete Phase 2 of the Automated Meter Reading Replacement Program. Partner with Public Affairs to increase water conservaƟon acƟviƟes such as audits and educaƟon outreach. Respond to all customer service requests for meter assistance and veriﬁcaƟon within an acceptable PROGRAM PERSONNEL PosiƟon FTE Lead Field Service RepresentaƟve 1 Field Service RepresentaƟve II 2 Total 3 METER SERVICE 75 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 KEY PERFORMANCE INDICATOR Measure FY 2012 Actual FY 2013 Projected FY 2014 Goal 1. Conduct Water ConservaƟon Audits 0 10 20 2. Number of preventable re‐reads n/a 20 0 3. Reduce the number of reconnecƟons due to non‐payment n/a n/a 10% 4. Average Ɵme to respond to customer service request n/a n/a <24 hours 76 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 METER SERVICE PROGRAM BUDGET DETAIL DescripƟon FY 2012 Actual FY 2013 Budget FY 2013 Projected FY 2014 Proposed Prior Yr % Chg PERSONNEL EXPENSES Labor ‐ ‐ ‐ 175,000 OverƟme ‐ ‐ ‐ 20,000 Beneﬁts ‐ ‐ ‐ 99,800 OPERATING EXPENSES Materials & Supplies ‐ ‐ ‐ 3,000 Contract Services ‐ ‐ ‐ 30,000 Telephone ‐ ‐ ‐ 4,000 Professional Development ‐ ‐ ‐ 5,000 EducaƟon Assistance ‐ ‐ ‐ 500 METER SVC TOTAL $ ‐ $ ‐ $ ‐ $ 339,300 Tools ‐ ‐ ‐ 2,000 77 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 [ THIS PAGE LEFT BLANK INTENTIONALLY ] 78 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 FUNCTION Engineering is responsible for idenƟfying and implemenƟng expansion and improvement infrastructure projects needed to provide safe and reliable water and sewer service to both exisƟng and future customers. Engineering staff administers and manages the Capital Improvement Program, assists developers in building new residenƟal and commercial properƟes, and provides support in the maintenance and repair of water mains, reservoirs, boosters, pressure reducing staƟons, wells, and the sewer system. Speciﬁc funcƟons include: Conduct planning studies to evaluate exisƟng and future water and sewer system improvement needs. Establish and implement the District’s Capital Improvement Program (CIP). Assist in ensuring the District complies with state and federal regulaƟons. Maintain and update District’s Design Standards. Maintain and update technical data by GIS. PROGRAM PERSONNEL PosiƟon FTE Engineering Manager 1 Project Manager 1 Senior Engineering Technician 1 Engineering Technician II 1 Engineering ExecuƟve Assistant 1 Office Specialist II 1 Total 8 Engineering Technician I 2 ENGINEERING 79 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 KEY PERFORMANCE INDICATOR Measure FY 2012 Actual FY 2013 Projected FY 2014 Goal 1. Percent project budget exceedence (of all CIP) 0% 3% 0% 2. Percent of Developer plan checks completed within 4 weeks 50% 100% 100% 3. Number of regional collaboraƟon projects 1 2 5 4. Number of projects to increase system reliability 1 3 14 5. Number of projects to increase system efficiency 0 2 9 ACCOMPLISHMENTS 1. Implemented a GIS to effecƟvely use District‐wide data. 2. Completed the construcƟon and permiƫng of Plant 134 Treatment Facility. 3. Revised the Sewer Master Plan to address future development potenƟal and system needs. 4. Completed the Eastwood Farms ConsolidaƟon. 5. Complete the 3rd St. and Del Rosa Sewer Repair. 6. Updated the District Design Standards and ConstrucƟon Details in preparaƟon for potenƟal development. GOALS & OBJECTIVES Complete an update of District‐wide connecƟon charges and development fees. IdenƟfy and implement projects to opƟmize water resources and reduce overall supply costs. IdenƟfy and implement projects to increase system reliability. Integrate technology (e.g. GIS) to increase efficiency and effecƟveness. Establish Development Project Procedures. 80 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 ENGINEERING PROGRAM BUDGET DETAIL DescripƟon FY 2012 Actual FY 2013 Budget FY 2013 Projected FY 2014 Proposed Prior Yr % Chg PERSONNEL EXPENSES Labor 647,303 441,000 549,799 337,100 OverƟme 2,327 5,000 2,791 5,000 Beneﬁts 316,478 279,479 295,362 192,200 OPERATING EXPENSES Assessment 76,238 ‐ ‐ ‐ Materials & Supplies 538 ‐ 949 ‐ Tools ‐ ‐ ‐ 1,000 Office Supplies 5,821 25,000 14,125 9,000 Contract Services 212,398 199,920 134,840 200,000 Legal Services 35,388 ‐ 28,155 30,000 Telephone 1,170 4,000 2,957 3,500 Fuel 6,676 6,800 3,716 ‐ Permits ‐ 20,000 ‐ 100,000 Memberships & Dues 2,590 1,425 3,274 5,000 Professional Development 5,650 15,300 16,332 13,500 ENGINEERING TOTAL $ 1,312,724 $ 1,003,924 $ 1,054,336 $ 896,800 ‐11% Postage 147 6,000 2,036 500 81 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 [THIS PAGE LEFT BLANK INTENTIONALLY] 82 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 FUNCTION Water ProducƟon is responsible for the daily monitoring and operaƟons of the enƟre water producƟon system which includes 18 wells, 18 reservoirs and 24 booster staƟons. This program also ensures the Ɵmely prevenƟve maintenance of all pumps and motors for wells and boosters. ACCOMPLISHMENTS 1. Implemented an energy efficient pumping strategy to maximize off peak hour pumping when possible that takes advantage of favorable Southern California Edison electricity rates. 2. Installed 7 new chlorine analyzers to increase automaƟon in residual monitoring to comply with the California Department of Public Health mandates. 3. Enhanced personnel scheduling to meet producƟon demands while reducing overƟme costs by 50%. PROGRAM PERSONNEL PosiƟon FTE Water ProducƟon Superintendent 1 Water ProducƟon Supervisor 0.5 Lead ProducƟon Operator 1 Water ProducƟon Operator II 3 Water ProducƟon Operator I 0.5 Office Specialist II 0.5 Total 6.5 WATER PRODUCTION 83 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 KEY PERFORMANCE INDICATOR Measure FY 2012 Actual FY 2013 Projected FY 2014 Goal 1. Number of Reservoirs dived and inspected n/a 0 3 2. Number of large Cla Vals serviced (78 total) n/a 0 50% 5. Cost per acre foot of groundwater produced n/a $195 $123 3. Number of Pressure Reducing StaƟons Serviced (12 total) n/a 3 12 4. Number of alƟtude valves services (6 total) n/a 0 6 GOALS & OBJECTIVES Complete booster rehabilitaƟon at Plant 130 to increase the pumping efficiency by 15% and to receive energy incenƟves from Southern California Edison. Increase SCADA reliability by enhancing and updaƟng Remote Terminal Units (RTUs), the communicaƟon hardware at speciﬁc sites which will allow for more accessibility when replacing and repairing these devices. Develop a Reservoir PrevenƟve Maintenance Program to inspect and schedule minor repairs where possible to minimize major and costly repairs in the future. Develop an Annual Water ProducƟon Budget based on supply, costs, and demand to meet consumpƟon needs. Work to ensure the District complies with state and federal regulaƟons for meeƟng drinking water standards. 84 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 WATER PRODUCTION ADMINISTRATION PROGRAM BUDGET DETAIL DescripƟon—Admin FY 2012 Actual FY 2013 Budget FY 2013 Projected FY 2014 Proposed Prior Yr % Chg PERSONNEL EXPENSES Labor ‐ ‐ 13,801 137,900 Standby 19,495 ‐ 15,313 11,000 Beneﬁts 362,709 422,597 438,361 78,600 OPERATING EXPENSES Materials & Supplies ‐ 143,765 58,091 ‐ Office Supplies 2,594 4,000 6,285 6,000 Contract Services ‐ 6,000 130,167 45,000 Rents & Leases 304 ‐ 200 ‐ Telephone 12,294 3,500 12,500 15,000 Fuel 40,099 35,000 37,608 ‐ Permits 15,391 15,000 16,430 ‐ Memberships & Dues 100 ‐ 1,167 7,000 Professional Development 9,498 9,500 7,554 15,000 WTR PROD ADMIN TOTAL $ 462,484 $ 639,362 $ 737,477 $ 315,500 85 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 SOURCE OF SUPPLY PROGRAM BUDGET DETAIL DescripƟon FY 2012 Actual FY 2013 Budget FY 2013 Projected FY 2014 Proposed Prior Yr % Chg PERSONNEL EXPENSES Labor 154,978 164,500 159,508 159,000 OverƟme 146 39,000 17,255 10,000 Beneﬁts ‐ ‐ 2,721 90,700 OPERATING EXPENSES Purchased Water 199,931 200,000 135,199 200,000 Groundwater Replenish 180,053 208,680 20,266 215,000 Assessments ‐ 102,640 102,640 205,000 Materials & Supplies 359 ‐ 10,286 30,000 Chemicals ‐ ‐ 124 100,000 Contract Services 123,014 166,600 151,253 75,000 Electric ‐ ‐ ‐ 1,350,000 SOURCE TOTAL $ 658,481 $ 881,420 $ 599,252 $ 2,434,700 86 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 BOOSTING & PUMPING PROGRAM BUDGET DETAIL DescripƟon FY 2012 Actual FY 2013 Budget FY 2013 Projected FY 2014 Proposed Prior Yr % Chg PERSONNEL EXPENSES Labor 518,068 544,800 552,264 167,000 OverƟme 33,104 18,000 21,742 10,000 Beneﬁts ‐ ‐ 3,121 95,100 OPERATING EXPENSES Materials & Supplies 27,992 18,000 26,959 40,000 Chemicals 156,743 168,000 198,048 ‐ Contract Services 130,227 165,200 130,733 100,000 Electric 1,946,337 2,100,000 1,922,185 750,000 Permits 724 ‐ 466 ‐ BOOSTER TOTAL $ 2,813,195 $ 3,014,000 $ 2,855,518 $ 1,162,100 PROGRAM BUDGET DETAIL DescripƟon FY 2012 Actual FY 2013 Budget FY 2013 Projected FY 2014 Proposed Previous Yr % Chg PERSONNEL EXPENSES Labor ‐ ‐ ‐ 31,000 Beneﬁts ‐ ‐ 2,721 17,000 OPERATING EXPENSES Materials & Supplies 4,753 10,000 10,000 15,000 Chemicals ‐ 75,000 Contract Services 16,566 35,000 35,000 25,000 DISTRIBUTION TOTAL $ 21,319 $ 45,000 $ 47,721 $ 163,000 TRANSMISSION & DISTRIBUTION 87 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 [ THIS PAGE LEFT BLANK INTENTIONALLY ] 88 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 FUNCTION Water Treatment is responsible for the daily operaƟon of water treatment faciliƟes, namely Plant 134, Plant 107, Plant 40, Plant 39, and Plant 28. Plant 134 is a Surface Water Treatment Plant that takes in water from the Santa Ana River via the North Fork Canal and State Water Project. Plants 107 and 40 are wells treated by Envirogen units that treat for nitrates, uranium, and perchlorates. Plant 39 is a treatment plant that uƟlizes a blending plan for ﬂuoride. Lastly, Plant 28 uƟlizes Granular AcƟvated Carbon to treat for PCE. ACCOMPLISHMENTS 1. Decreased the amount of water produced from Plants 107 and 40 by 50% over the previous year. 2. Completed Operator Training for staff on the new technology at Plant 134 Surface Water Treatment Plant. 3. Received permit approval to operate Plant 134 at full capacity. GOALS & OBJECTIVES Establish an opƟmum process to uƟlize new technology at Plant 134. Increase intake of State Water Project water to enhance water supply reliability. ConƟnue to meet all water quality standards for effluent discharge. PROGRAM PERSONNEL PosiƟon FTE ProducƟon Supervisor 0.5 Lead Water Treatment Plant Operator 1 Total 1.5 WATER TREATMENT 89 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 KEY PERFORMANCE INDICATOR Measure FY 2012 Actual FY 2013 Projected FY 2014 Goal 1. Number of Department of Public Health violaƟons 0 0 0 2. Cost per acre foot of water produced at Plant 134 $564 $425 $350 90 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 WATER TREATMENT PROGRAM BUDGET DETAIL DescripƟon FY 2012 Actual FY 2013 Budget FY 2013 Projected FY 2014 Proposed Prior Yr % Chg PERSONNEL EXPENSES Labor 84,994 150,200 107,646 129,000 OverƟme 15,653 18,000 18,261 5,000 Beneﬁts ‐ ‐ 2,721 74,000 OPERATING EXPENSES Materials & Supplies 110,700 42,000 32,894 30,000 Chemicals 32,329 357,000 161,252 250,000 Contract Services 8,549 209,000 111,958 250,000 Water Treatment 1,062,664 1,290,950 824,306 800,000 Telephone ‐ ‐ ‐ 3,000 Electric 97,628 250,000 171,613 200,000 Permits ‐ ‐ ‐ 10,000 WATER TRTMNT TOTAL $ 1,412,517 $ 2,317,150 $ 1,430,651 $1,751,000 ‐24% 91 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 [ THIS PAGE LEFT BLANK INTENTIONALLY ] 92 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 FUNCTION Water Quality is responsible for ensuring District compliance with state and federal drinking water regulaƟons. This program also manages, supervises, and coordinates the acƟviƟes of ﬁre service backﬂow protecƟon devices, customer‐owned backﬂow protecƟon devices, water sampling and tesƟng, ﬁre hydrant ﬂushing, and faciliƟes locaƟng services (dig‐alert). ACCOMPLISHMENTS 1. Revised the Water Quality Sampling Plan to be more efficient while meeƟng state and federal regulaƟons. 2. Developed a comprehensive Hydrant Flushing Program to improve water quality. 3. Improved the administraƟon of the Cross ConnecƟon Program to reduce staff Ɵme while increasing producƟvity. GOALS & OBJECTIVES Update the Backﬂow Ordinance to ensure compliance with current legislaƟon. Evaluate and update the water transmission and distribuƟon system to ensure compliance with ﬁre service related Plumbing Codes. PROGRAM PERSONNEL PosiƟon FTE Water Quality Coordinator 1 Water ProducƟon Operator I 0.5 UƟliƟes Service Worker 1 Total 2.5 WATER QUALITY 93 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 KEY PERFORMANCE INDICATOR Measure FY 2012 Actual FY 2013 Projected FY 2014 Goal 1. Number of above ground ﬂush outs replaced 0 0 5 2. Annual backﬂow device tesƟng compliance 70% 96% 100% 3. Percent of hydrants ﬂushed annually 20% 50% 100% 4. Number of water quality violaƟons from CDPH 1 0 0 5. Respond to all Underground Service Alert within 48 hours 100% 100% 100% Implement a program to idenƟfy and eliminate cross connecƟons in the water distribuƟon system to improve water quality. Publish and distribute the Consumer Conﬁdence Report (CCR) as mandated by the California Department of Public Health (CDPH). Prepare all monthly and annual water quality reports and submit them on Ɵme to CDPH. 94 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 WATER QUALITY PROGRAM BUDGET DETAIL DescripƟon FY 2012 Actual FY 2013 Budget FY 2013 Projected FY 2014 Proposed Prior Yr % Chg PERSONNEL EXPENSES Labor ‐ ‐ ‐ 170,500 OverƟme ‐ ‐ ‐ 3,000 Beneﬁts ‐ ‐ ‐ 97,200 OPERATING EXPENSES Materials & Supplies ‐ ‐ ‐ 10,000 Tools ‐ ‐ ‐ 5,000 Contract Services ‐ ‐ ‐ 150,000 Postage ‐ ‐ ‐ 5,000 WATER QUALITY TOTAL $ ‐ $ ‐ $ ‐ $ 440,700 95 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 [ THIS PAGE LEFT BLANK INTENTIONALLY ] 96 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 FUNCTION Water Maintenance is responsible for the daily repair and maintenance of the District’s water transmission, distribuƟon pipelines, and all related equipment including ﬁre hydrants, meters, valves, and meter vaults. ACCOMPLISHMENTS 1. Conducted prevenƟve maintenance of pipelines, hydrants, meters and related equipment that will enhance the life of the aging infrastructure. 2. Restructured maintenance crew to decrease response Ɵme to leak reports and reduce water loss. 3. Implemented a cross training for Water Maintenance staff to read meters in the ﬁeld. 4. Developed a grid style valve exercising program that ensures all valves are exercised at least once every four years. PROGRAM PERSONNEL PosiƟon FTE Lead Water Service Worker 1 Heavy Equipment Operator 2 Water Service Worker II 5 Water Service Worker I 3 Total 13.5 Water Services Superintendent 1 Water Services Supervisor 1 Office Specialist I 0.5 WATER MAINTENANCE 97 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 KEY PERFORMANCE INDICATOR Measure FY 2012 Actual FY 2013 Projected FY 2014 Goal 1. Percent of valves exercised (7,800 total) n/a 20% 25% 2. Percent of hydrants serviced (2,900 total) n/a 600 50% 3. Number of leaks per mile of pipeline n/a 2.88 1 4. Number of meter vaults serviced 0 0 25 5. Number of prevenƟve work orders completed vs. reacƟve n/a n/a 70% 5. Completed construcƟon of a drain line for Plant 24 A and B to eliminate the ﬂooding of Lynwood and Harrison when the well was pumping to discharge. Goals & ObjecƟves Develop addiƟonal prevenƟve maintenance programs for meter services such as vault lids and meter boxes. Reduce warehouse inventory by 30%. ConƟnue cross training with the Meter Reading staff. 98 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 MAINTENANCE ADMINISTRATION PROGRAM BUDGET DETAIL DescripƟon FY 2012 Actual FY 2013 Budget FY 2013 Projected FY 2014 Proposed Prior Yr % Chg PERSONNEL EXPENSES Labor ‐ ‐ ‐ 201,200 Standby ‐ ‐ ‐ 22,000 Beneﬁts ‐ ‐ ‐ 114,700 OPERATING EXPENSES Office Supplies 678 5,550 ‐ 6,000 Telephone 18,984 28,000 ‐ 25,000 Fuel 58,335 62,900 ‐ ‐ Postage 211 ‐ ‐ ‐ Memberships & Dues 182 1,080 ‐ 2,000 Professional Development 5,937 9,185 ‐ 8,000 MAINT ADMIN TOTAL $ 84,327 $ 106,715 ‐ $ 378,900 ‐ PROGRAM BUDGET DETAIL DescripƟon FY 2012 Actual FY 2013 Budget FY 2013 Projected FY 2014 Proposed Prior Yr % Chg PERSONNEL EXPENSES Labor 615,987 710,200 708,211 599,000 OverƟme 56,756 54,000 72,105 55,000 Beneﬁts 377,794 405,113 410,761 341,400 OPERATING EXPENSES Materials & Supplies 253,476 262,000 294,069 265,000 Tools 4,920 8,000 15,172 10,000 Contract Services 182,370 225,000 397,091 205,000 Permits 56,067 ‐ 24,930 50,000 WTR MAINT TOTAL $ 1,547,370 $ 1,644,313 $ 1,922,339 $ 1,525,400 ‐8% WATER MAINTENANCE 99 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 [ THIS PAGE LEFT BLANK INTENTIONALLY ] 100 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 FUNCTION Wastewater Maintenance is responsible for the maintenance and repair of the 208 miles of the wastewater conveyance system. Based on the Sewer System Maintenance Plan, crews complete preventaƟve video monitoring, scheduled maintenance, system repairs, and emergency repairs. ACCOMPLISHMENTS 1. Cleaned all wastewater pipelines including all areas that require enhanced maintenance. 2. Established PaƩon State Hospital Maintenance Service Agreement. 3. IdenƟﬁed pipeline in need of replacement, resulƟng in the prevenƟon of compromised wastewater conveyance. GOALS & OBJECTIVES UƟlize sleeve technology for minor repairs of the wastewater pipelines by trained District staff. ConƟnue video monitoring wastewater conveyance system to minimize disrupƟon in the pipeline system. PROGRAM PERSONNEL PosiƟon FTE Lead Water Service Worker 1 Water Service Worker II 1 Total 2 WASTEWATER MAINTENANCE 101 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 KEY PERFORMANCE INDICATOR Measure FY 2012 Actual FY 2013 Projected FY 2014 Goal 1. Miles of CCTV n/a 35 70 2. Number of preventable sanitary sewer overﬂows 0 0 0 3. Miles of sewer pipe cleaned n/a 200 208 102 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 WASTEWATER MAINTENANCE PROGRAM BUDGET DETAIL DescripƟon FY 2012 Actual FY 2013 Budget FY 2013 Projected FY 2014 Proposed Prior Yr % Chg PERSONNEL EXPENSES Labor 241,622 240,300 235,000 125,500 OverƟme 1,997 11,000 5,824 5,000 Beneﬁts 77,626 144,932 131,092 71,600 OPERATING EXPENSES Materials & Supplies 25,769 36,000 22,731 50,000 Tools 517 ‐ 323 3,000 Contract Services 16,968 160,000 95,988 200,000 Treatment Services 6,800,369 6,776,908 6,776,908 6,958,676 Permits 1,182 ‐ 8,239 ‐ WSTEWTR MAINT TOTAL $ 7,166,050 $7,369,140 $ 7,267,866 $7,413,776 1% 103 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 [ THIS PAGE LEFT BLANK INTENTIONALLY ] 104 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 FUNCTION FaciliƟes Maintenance is responsible for the complete maintenance and repair of all District faciliƟes including the AdministraƟon Buildings, water faciliƟes, District owned vacant properƟes and easements. FY 2013‐14 will be the ﬁrst year that the District has designated a program focused solely on the maintenance of faciliƟes. GOALS & OBJECTIVES Hire a FaciliƟes Maintenance Coordinator to oversee this program. Establish a prevenƟve maintenance schedule for all District faciliƟes. Centralize faciliƟes maintenance to delineate responsibiliƟes amongst OperaƟons and Maintenance. Work with General Contractor in the construcƟon and schemaƟc of the AdministraƟve Headquarters. PROGRAM PERSONNEL PosiƟon FTE FaciliƟes Maintenance Coordinator 1 Total 1 FACILITIES MAINTENANCE KEY PERFORMANCE INDICATOR Measure FY 2012 Actual FY 2013 Projected FY 2014 Goal 1. Percent of PrevenƟve Maintenance completed n/a n/a 100% 2. Average number of days to complete a work order n/a n/a 3 3. Percent of work order requests completed n/a n/a 95% 105 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 FACILITIES MAINTENANCE PROGRAM BUDGET DETAIL DescripƟon FY 2012 Actual FY 2013 Budget FY 2013 Projected FY 2014 Proposed Prior Yr % Chg PERSONNEL EXPENSES Labor ‐ ‐ ‐ 65,000 Beneﬁts ‐ ‐ ‐ 31,350 OPERATING EXPENSES Materials & Supplies ‐ ‐ ‐ 40,000 Tools ‐ ‐ ‐ 1,500 Contract Services ‐ ‐ ‐ 250,000 Rents & Leases ‐ ‐ ‐ 187,000 UƟliƟes ‐ ‐ ‐ 3,000 Telephone ‐ ‐ ‐ 100,000 Electric ‐ ‐ ‐ 55,000 FACILITIES MAINT TOTAL $ ‐ $ ‐ $ ‐ $ 732,850 106 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 FUNCTION Fleet Maintenance is responsible for the maintenance and repair of the District’s ﬂeet which includes approximately 54 vehicles and 15 pieces of heavy equipment. Fleet maintenance is also responsible for maintaining air quality regulaƟons, vehicle registraƟon, and transportaƟon requirements. ACCOMPLISHMENTS 1. Added a new vactor truck to the District ﬂeet that meets new California emissions requirements for diesel engines. 2. Added a gate‐valve machine to the ﬂeet that increases the District’s ability to exercise pipeline gate‐valves. 3. Successfully completed the annual review by the California Highway Patrol on‐site. GOALS & OBJECTIVES Establish a 10 year Equipment Replacement Schedule Establish cost per mile baselines for all District vehicles Develop a Fleet Maintenance Manual PROGRAM PERSONNEL PosiƟon FTE Lead Equipment Mechanic 1 Equipment Mechanic II 1 Total 2 FLEET MAINTENANCE 107 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 KEY PERFORMANCE INDICATOR Measure FY 2012 Actual FY 2013 Projected FY 2014 Goal 1. Percent of labor spent on prevenƟve maintenance on vehicles n/a n/a 50% 2. Average annual percentage of ﬂeet in service n/a n/a 95% 3. Average ﬂeet cost per mile n/a n/a $0.25 4. Fuel efficiency of ﬂeet, average miles per gallon n/a n/a 15 5. Percent of vehicles exceeding replacement schedule n/a n/a 10% 108 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 FLEET MAINTENANCE PROGRAM BUDGET DETAIL DescripƟon FY 2012 Actual FY 2013 Budget FY 2013 Projected FY 2014 Proposed Prior Yr % Chg PERSONNEL EXPENSES Labor 132,403 130,000 130,000 130,000 OverƟme 472 3,000 1,000 3,000 Beneﬁts 69,063 72,668 72,668 74,000 OPERATING EXPENSES Materials & Supplies 59,927 75,000 60,000 60,000 Tools 19,504 ‐ 8,000 5,000 Office Supplies 667 450 500 500 Contract Services 62,401 109,000 80,000 80,000 Telephone 382 2,000 ‐ 1,000 Fuel 9,705 2,100 ‐ 165,000 Postage 132 ‐ ‐ ‐ Memberships & Dues 1,608 120 ‐ 2,000 Professional Development 276 3,755 500 2,000 General Insurance 82 ‐ ‐ ‐ FLEET MAINT TOTAL $ 356,622 $ 398,093 $ 352,668 $522,500 36% 109 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 [ THIS PAGE LEFT BLANK INTENTIONALLY ] 110 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 The District deﬁnes Capital Outlay expenditures as an individually signiﬁcant acquisiƟon of capital assets (not involving construcƟon) that are expected to last more than 2 years and have an individual cost of $5,000 or more. This threshold is applied at the individual asset level. Group purchases of individual assets under $5,000 are not capitalized, even if the group totals to more than $5,000. Each year as part of the budget process, the District’s various departments compile and submit a list of capital outlay requests for consideraƟon. Then staff reviews and prioriƟzes the list of equipment based on a needs assessment and the amount of funding available. Items that beneﬁt both the water and wastewater systems are allocated accordingly. The District has been making great strides to increase the use of technology to increase efficiency and automaƟon and for electronic data collecƟon. This will provide the District with informaƟon that will help make beƩer informed decisions on the condiƟon of the operaƟng systems. FY 2013‐14 has 2 requests for tablets for both the Board and staff to uƟlize. Remote access and convenience will increase usage of new technology and the soŌware currently being implemented that will not only help staff work more efficiently, but will also reduce the amount of paper being used, creaƟng a more sustainable future. Moreover, staff is currently working to develop a 10 year equipment replacement schedule that will balance the costs of replacing vehicles and equipment over a period of Ɵme. This will alleviate any large capital expenditures in any parƟcular year. Moving the District towards more proacƟve approaches to equipment replacement will allow the establishment of a Capital Reserve Fund that will be designated speciﬁcally for the replacement and acquisiƟon of capital equipment such as computer hardware/soŌware, vehicles and heavy equipment. CAPITAL OUTLAY 111 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 CAPITAL OUTLAY PROGRAM BUDGET DETAIL Item DescripƟon Water Fund Wastewater Fund TOTAL 1. Paperless Technology– to enhance paperless communicaƟons in the District for a more sustainable future. Tablets will be purchased to facilitate this transiƟon 10,000 10,000 20,000 2. Field Tablets, Equipment and Licensing – second phase of GIS and work order system implementaƟon to allow ﬁeld employees to enter data remotely. 97,600 10,000 107,600 3. AutomaƟc Transfer Switch ‐ to be installed at a well to ensure reliable power supply for conƟnued well operaƟon during power outages or emergencies. 20,000 ‐ 20,000 4. Sewer Camera ‐ to enhance the sewer maintenance prevenƟve maintenance program with a state of the art camera to help staff idenƟfy potenƟal problemaƟc areas in the wastewater conveyance system. ‐ 145,800 145,800 5. 2 Heavy Duty Trucks for Field Maintenance ‐ replacement of exisƟng vehicles in the District’s ﬂeet that have exceeded their expected useful life and will cost more to repair than replace. 50,000 ‐ 50,000 6. Computer Hardware ‐ new servers are necessary to support the new ﬁnancial and billing soŌware that is scheduled for implementaƟon in September 2013 10,000 10,000 20,000 CAPITAL OUTLAY TOTAL $ 187,600 $ 175,800 $ 363,400 112 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 A Capital Improvement Project expenditure is an individually signiﬁcant construcƟon project with a cost of $25,000 or more that creates a new capital asset, improves an exisƟng asset (increases its service capacity, etc.), or signiﬁcantly and unusually extends an asset’s operaƟng life. The District’s Capital Improvement Program (CIP) is a 5 year budget. However, each year projects are reviewed and evaluated based on the needs of the District. Therefore, some projects may be omiƩed and other moved forward annually during the development of each ﬁscal year budget. Proposed Capital Improvement Projects for the budgeted ﬁscal years were submiƩed by the Engineering, OperaƟons and Maintenance Departments in accordance with the anƟcipated needs of the District as typically outlined in the Water and Sewer Master Plans. However, the Water and Wastewater Master Plans are both in process of being updated during the development of the FY 2013‐14 Budget. Proposed Capital Improvement Projects were evaluated and prioriƟzed based on the following criteria: PreservaƟon of public health and water quality Improvements required as a result of local, state or federal legislaƟon/mandates ReducƟon of current maintenance expenditures and avoidance of costly future rehabilitaƟon PreservaƟon of exisƟng faciliƟes/infrastructure PosiƟve impacts on customers Grant/loan secured or leverage of funds or Grant/loan availability As a result of the prudent ﬁscal planning and oversight by the Board of Directors, staff has been able to increase the District’s capital investment to provide the community the water and wastewater infrastructure that the customers expect and deserve. The FY 2013‐14 Capital Improvement Program totals $28,071,000 with funding through revenues, bonds, reserves, development fees and other sources. CAPITAL IMPROVEMENT PROGRAM 113 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 [ THIS PAGE LEFT BLANK INTENTIONALLY ] 114 115 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT 11 6 [ TH I S PA G E LE F T BL A N K IN T E N T I O N A L L Y ] FI S C A L YE A R 20 1 3 ‐14 EA S T VA L L E Y WA T E R DI S T R I C T 117 FISCAL YEAR 2013‐14 EAST VALLEY WATER DISTRICT 11 8 [ TH I S PA G E LE F T BL A N K IN T E N T I O N A L L Y ] FI S C A L YE A R 20 1 3 ‐14 EA S T VA L L E Y WA T E R DI S T R I C T EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 PROJECT TITLE: ADMINISTRATION HEADQUARTERS PÙÊ¹ã DÝÙ®Öã®ÊÄ The Board of Directors awarded a Design‐Build contract for the construcƟon of the Headquarters in September 2012. Design is nearly completed and will conƟnue as construcƟon of the building begins. The total cost of the contract has been agreed upon to not exceed $17.5 Million. PÙÊ¹ã Dã®½Ý Project Type: General/Other LocaƟon: Greenspot Road Project Manager: Mike Maestas PÙÊ¹ã S«ç½ Start Date: July 2012 EsƟmated CompleƟon: April 2014 Capital Request Programmed: FY 2012‐13 PÙÊ¹ã CÊÝã OòÙò®ó Total Project Cost: $17,500,000 Prior Years Budget: $1,500,000 PÙÊ¹ã MÖ 119 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 OÖÙã®Ä¦ Bç¦ã IÃÖã SããÃÄã 1. AddiƟonal Staff Salaries: A FaciliƟes Maintenance Coordinator will be hired to oversee all maintenance for the new building. This cost has been included in the FY 2014 Budget. 2. Debt Service: N/A 3. Maintenance: N/A 4. UƟliƟes: N/A PROJECT COST EsƟmated Cost ItemizaƟon FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total ConstrucƟon (Contract) 16,000,000 ‐ ‐ ‐ ‐ 16,000,000 ANNUAL TOTAL $ 16,000,000 ‐ ‐ ‐ ‐ $ 16,000,000 Financing Source FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total OperaƟng Revenue ‐ ‐ ‐ ‐ ‐ ‐ Reserve Transfer 3,500,000 ‐ ‐ ‐ ‐ 3,500,000 Government Loans/Grants ‐ ‐ ‐ ‐ ‐ ‐ Bond Proceeds 12,000,000 ‐ ‐ ‐ ‐ 12,000,000 Development Fees 500,000 ‐ ‐ ‐ ‐ 500,000 ANNUAL TOTAL $ 16,000,000 ‐ ‐ ‐ ‐ $16,000,000 PROJECT FUNDING 120 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 PROJECT TITLE: DEL ROSA FACILITY UPGRADES PÙÊ¹ã DÝÙ®Öã®ÊÄ The Del Rosa Facility is in need of major repairs and renovaƟon to both the warehouse and the office building to secure the facility. Once the new Headquarters is completed, the Del Rosa Yard will serve as a satellite facility to house parts and materials perƟnent to the repair and maintenance of water faciliƟes on the west side of the District. In Ɵmes of emergency, the facility will be designated as an alternate Emergency OperaƟons Center. Plans also include the addiƟon of a customer service counter to enhance convenience to help customers. PÙÊ¹ã Dã®½Ý Project Type: General/Other LocaƟon: Del Rosa Yard Project Manager: Brian Tompkins PÙÊ¹ã S«ç½ Start Date: July 2013 EsƟmated CompleƟon: April 2014 Capital Request Programmed: New PÙÊ¹ã CÊÝã OòÙò®ó Total Project Cost: $ 1,000,000 Prior Years Budget: $ 0 PÙÊ¹ã MÖ 121 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 OÖÙã®Ä¦ Bç¦ã IÃÖã SããÃÄã 1. AddiƟonal Staff Salaries: A FaciliƟes Maintenance Coordinator will be hired to oversee all maintenance for the new building. This cost has been included in the FY 2014 Budget. 2. Debt Service: N/A 3. Maintenance: N/A 4. UƟliƟes: N/A PROJECT COST EsƟmated Cost ItemizaƟon FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total ConstrucƟon (Contract) 500,000 500,000 ‐ ‐ ‐ 1,000,000 ANNUAL TOTAL $ 500,000 $ 500,000 ‐ ‐ ‐ $ 1,000,000 Financing Source FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total OperaƟng Revenue 500,000 500,000 ‐ ‐ ‐ 1,000,000 Reserve Transfer ‐ ‐ ‐ ‐ ‐ ‐ Government Loans/Grants ‐ ‐ ‐ ‐ ‐ ‐ Bond Proceeds ‐ ‐ ‐ ‐ ‐ ‐ Development Fees ‐ ‐ ‐ ‐ ‐ ‐ ANNUAL TOTAL $ 500,000 $ 500,000 ‐ ‐ ‐ $ 1,000,000 PROJECT FUNDING 122 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 PROJECT TITLE: ERP SOFTWARE IMPLEMENTATION PÙÊ¹ã DÝÙ®Öã®ÊÄ In FY 2013, the Board approved the use of Tyler Technologies to be the District’s Enterprise Resource Planning SoŌware. This project will entail the implementaƟon, data conversion, and training for the use of the new soŌware for Finance, Customer Service, and Human Resources. The exisƟng ﬁnancial and billing soŌware is over 10 years old and does not provide sufficient support as the District conƟnues to grow and move forward. PÙÊ¹ã Dã®½Ý Project Type: General/Other LocaƟon: AdministraƟon Project Manager: Rosie Gaede PÙÊ¹ã S«ç½ Start Date: July 2013 EsƟmated CompleƟon: Feb 2014 Capital Request Programmed: FY 2012‐13 PÙÊ¹ã CÊÝã OòÙò®ó Total Project Cost: $ 375,000 Prior Years Budget: $ 200,000 PÙÊ¹ã MÖ 123 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 OÖÙã®Ä¦ Bç¦ã IÃÖã SããÃÄã 1. AddiƟonal Staff Salaries: N/A 2. Debt Service: N/A 3. Maintenance: Annual Maintenance support will amount to $50,000 and paid for out of the OperaƟng and Maintenance Budget for Finance, Customer Service and Human Resources. 4. UƟliƟes: N/A PROJECT COST EsƟmated Cost ItemizaƟon FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total ConstrucƟon (Contract) 175,000 ‐ ‐ ‐ ‐ 175,000 ANNUAL TOTAL $ 175,000 ‐ ‐ ‐ ‐ $ 175,000 Financing Source FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total OperaƟng Revenue 175,000 ‐ ‐ ‐ ‐ 175,000 Reserve Transfer ‐ ‐ ‐ ‐ ‐ ‐ Government Loans/Grants ‐ ‐ ‐ ‐ ‐ ‐ Bond Proceeds ‐ ‐ ‐ ‐ ‐ ‐ Development Fees ‐ ‐ ‐ ‐ ‐ ‐ ANNUAL TOTAL $ 175,000 ‐ ‐ ‐ ‐ $ 175,000 PROJECT FUNDING 124 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 PROJECT TITLE: MULTI-YEAR RATE STUDY PÙÊ¹ã DÝÙ®Öã®ÊÄ In order to encourage water conservaƟon while providing water delivery services at a cost effecƟve rate, a water rate study is necessary to evaluate the different billing opƟons available that comply with current regulaƟons and ensure that the District is charging customers the true cost to deliver services. The rate study will be designed to establish rates for the next 3‐5 years. PÙÊ¹ã Dã®½Ý Project Type: General/Other LocaƟon: AdministraƟon Project Manager: Brian Tompkins PÙÊ¹ã S«ç½ Start Date: January 2014 EsƟmated CompleƟon: April 2014 Capital Request Programmed: New PÙÊ¹ã CÊÝã OòÙò®ó Total Project Cost: $ 65,000 Prior Years Budget: $ 65,000 PÙÊ¹ã MÖ 125 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 OÖÙã®Ä¦ Bç¦ã IÃÖã SããÃÄã 1. AddiƟonal Staff Salaries: N/A 2. Debt Service: N/A 3. Maintenance: Annual Maintenance support will amount to $50,000 and paid for out of the OperaƟng and Maintenance Budget for Finance, Customer Service and Human Resources. 4. UƟliƟes: N/A PROJECT COST EsƟmated Cost ItemizaƟon FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total ConstrucƟon (Contract) 65,000 ‐ ‐ ‐ ‐ 65,000 ANNUAL TOTAL $ 65,000 ‐ ‐ ‐ ‐ $ 65,000 Financing Source FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total OperaƟng Revenue 65,000 ‐ ‐ ‐ ‐ 65,000 Reserve Transfer ‐ ‐ ‐ ‐ ‐ ‐ Government Loans/Grants ‐ ‐ ‐ ‐ ‐ ‐ Bond Proceeds ‐ ‐ ‐ ‐ ‐ ‐ Development Fees ‐ ‐ ‐ ‐ ‐ ‐ ANNUAL TOTAL $ 65,000 ‐ ‐ ‐ ‐ $ 65,000 PROJECT FUNDING 126 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 PROJECT TITLE: ENERGY EFFICIENT UPGRADES PÙÊ¹ã DÝÙ®Öã®ÊÄ The District has been working with Honeywell to idenƟfy energy conservaƟon measures that will improve the operaƟonal efficiency of the District and that will miƟgate conƟnually increasing electricity usage rates. These projects will be guaranteed by Honeywell to provide savings that will amount to the total project cost over a 12 year period. Projects include the various installaƟon and repair of valves, boosters, motors, electrical panels, and wells. PÙÊ¹ã Dã®½Ý Project Type: Water LocaƟon: District‐wide Project Manager: Sarah Kurth PÙÊ¹ã S«ç½ Start Date: July 2013 EsƟmated CompleƟon: Sept 2014 Capital Request Programmed: New PÙÊ¹ã CÊÝã OòÙò®ó Total Project Cost: $ 4,000,000 Prior Years Budget: $ 0 PÙÊ¹ã MÖ 127 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 OÖÙã®Ä¦ Bç¦ã IÃÖã SããÃÄã 1. AddiƟonal Staff Salaries: N/A 2. Debt Service: N/A 3. Maintenance: Annual Maintenance of new water appurtenance such as valves and pressure reducing staƟons will be including in the operaƟng costs, but will be offset by electricity savings. 4. UƟliƟes: Electricity costs should decline as a result of more efficient pumping operaƟons. PROJECT COST EsƟmated Cost ItemizaƟon FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total Planning & Design 500,000 ‐ ‐ ‐ ‐ 500,000 ConstrucƟon (Contract) 3,450,000 ‐ ‐ ‐ ‐ 3,450,000 AdministraƟon 50,000 ‐ ‐ ‐ ‐ 50,000 ANNUAL TOTAL $ 4,000,000 ‐ ‐ ‐ ‐ $ 4,000,000 Financing Source FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total OperaƟng Revenue ‐ ‐ ‐ ‐ ‐ ‐ Reserve Transfer ‐ ‐ ‐ ‐ ‐ ‐ Government Loans/Grants 4,000,000 ‐ ‐ ‐ ‐ 4,000,000 Bond Proceeds ‐ ‐ ‐ ‐ ‐ ‐ Development Fees ‐ ‐ ‐ ‐ ‐ ‐ ANNUAL TOTAL $ 4,000,000 ‐ ‐ ‐ ‐ $ 4,000,000 PROJECT FUNDING 128 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 PROJECT TITLE: WATER MASTER PLAN UPDATE PÙÊ¹ã DÝÙ®Öã®ÊÄ The current Water Master Plan was completed in 2008. Since then, the socio‐economic assumpƟons used to forecast water demands have changed dramaƟcally. The Board approved an update to the Water Master Plan at mid‐year for FY 2013. The project will entail development of a new comprehensive hydraulic model uƟlizing the District’s Geographical InformaƟon System (GIS) to provide key informaƟon to idenƟfy water infrastructure improvements that will ensure the District is capable of delivering high‐quality water to exisƟng and future customers in a safe, reliable, and cost‐effecƟve manner. PÙÊ¹ã Dã®½Ý Project Type: Water LocaƟon: District‐wide Project Manager: Leida Thomas PÙÊ¹ã S«ç½ Start Date: March 2013 EsƟmated CompleƟon: Dec 2013 Capital Request Programmed: FY 2012‐13 PÙÊ¹ã CÊÝã OòÙò®ó Total Project Cost: $ 300,000 Prior Years Budget: $ 150,000 PÙÊ¹ã MÖ 129 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 OÖÙã®Ä¦ Bç¦ã IÃÖã SããÃÄã 1. AddiƟonal Staff Salaries: N/A 2. Debt Service: N/A 3. Maintenance: Projects and repairs and maintenance recommendaƟons will either result in increased operaƟonal costs or increased capital improvement projects to meet needs. 4. UƟliƟes: N/A PROJECT COST EsƟmated Cost ItemizaƟon FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total Planning & Design 120,000 ‐ ‐ ‐ ‐ 120,000 AdministraƟon 30,000 ‐ ‐ ‐ ‐ 30,000 ANNUAL TOTAL $ 150,000 ‐ ‐ ‐ ‐ $ 150,000 Financing Source FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total OperaƟng Revenue 150,000 ‐ ‐ ‐ ‐ 150,000 Reserve Transfer ‐ ‐ ‐ ‐ ‐ ‐ Government Loans/Grants ‐ ‐ ‐ ‐ ‐ ‐ Bond Proceeds ‐ ‐ ‐ ‐ ‐ ‐ Development Fees ‐ ‐ ‐ ‐ ‐ ‐ ANNUAL TOTAL $ 150,000 ‐ ‐ ‐ ‐ $ 150,000 PROJECT FUNDING 130 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 PROJECT TITLE: PLANT 134 BOOSTER UPGRADE PÙÊ¹ã DÝÙ®Öã®ÊÄ The booster staƟon at Plant 134 is sized to accommodate the plant’s prior treatment capacity of 4 million gallons per day (MGD). With the new 8 MGD surface water treatment facility at Plant 134, the booster staƟon need to be upgraded to maximize the full capacity of the plant. This project will increase pumping capacity and upgrade downstream piping to increase the plant’s getaway capacity. PÙÊ¹ã Dã®½Ý Project Type: Water LocaƟon: Plant 134 Project Manager: JusƟn Parker PÙÊ¹ã S«ç½ Start Date: July 2013 EsƟmated CompleƟon: Feb 2014 Capital Request Programmed: FY 2010‐11 PÙÊ¹ã CÊÝã OòÙò®ó Total Project Cost: $ 840,000 Prior Years Budget: $ 310,000 PÙÊ¹ã MÖ 131 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 OÖÙã®Ä¦ Bç¦ã IÃÖã SããÃÄã 1. AddiƟonal Staff Salaries: N/A 2. Debt Service: N/A 3. Maintenance: Projects and repairs and maintenance recommendaƟons will either result in increased operaƟonal costs or increased capital improvement projects to meet needs. 4. UƟliƟes: N/A PROJECT COST EsƟmated Cost ItemizaƟon FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total ConstrucƟon (Contract) 500,000 ‐ ‐ ‐ ‐ 500,000 AdministraƟon 30,000 ‐ ‐ ‐ ‐ 30,000 ANNUAL TOTAL $ 530,000 ‐ ‐ ‐ ‐ $ 530,000 Financing Source FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total OperaƟng Revenue ‐ ‐ ‐ ‐ ‐ ‐ Reserve Transfer ‐ ‐ ‐ ‐ ‐ ‐ Government Loans/Grants ‐ ‐ ‐ ‐ ‐ ‐ Bond Proceeds 530,000 ‐ ‐ ‐ ‐ 530,000 Development Fees ‐ ‐ ‐ ‐ ‐ ‐ ANNUAL TOTAL $ 530,000 ‐ ‐ ‐ ‐ $ 530,000 PROJECT FUNDING 132 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 PROJECT TITLE: PLANT 143 INTER TO UPPER ZONE PÙÊ¹ã DÝÙ®Öã®ÊÄ A 1 million gallon reservoir, ancillary piping, and a booster staƟon are being constructed at Plant 143 to collect the water from Wells 146 and 147 that will allow entrapped air to dissipate in the reservoir therefore alleviaƟng customer complaints about air in the water that is disrupƟve in their homes. ConstrucƟon includes the construcƟon of a steel storage tank and ancillary piping to convey water. This will also require the retroﬁƫng of exisƟng equipment at Wells 146 and 147 to deliver water to Plant 143. PÙÊ¹ã Dã®½Ý Project Type: Water LocaƟon: Plant 143 Project Manager: Victor DeLeon PÙÊ¹ã S«ç½ Start Date: September 2012 EsƟmated CompleƟon: Aug 2013 Capital Request Programmed: FY 2012‐13 PÙÊ¹ã CÊÝã OòÙò®ó Total Project Cost: $ 3,360,000 Prior Years Budget: $ 2,520,000 PÙÊ¹ã MÖ 133 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 OÖÙã®Ä¦ Bç¦ã IÃÖã SããÃÄã 1. AddiƟonal Staff Salaries: N/A 2. Debt Service: N/A 3. Maintenance: There will be increased maintenance cost for new reservoir and booster staƟon being constructed. 4. UƟliƟes: N/A PROJECT COST EsƟmated Cost ItemizaƟon FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total ConstrucƟon (Contract) 840,000 ‐ ‐ ‐ ‐ 840,000 ANNUAL TOTAL $ 840,000 ‐ ‐ ‐ ‐ $ 840,000 Financing Source FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total OperaƟng Revenue ‐ ‐ ‐ ‐ ‐ ‐ Reserve Transfer ‐ ‐ ‐ ‐ ‐ ‐ Government Loans/Grants ‐ ‐ ‐ ‐ ‐ ‐ Bond Proceeds 840,000 ‐ ‐ ‐ ‐ 840,000 Development Fees ‐ ‐ ‐ ‐ ‐ ‐ ANNUAL TOTAL $ 840,000 ‐ ‐ ‐ ‐ $ 840,000 PROJECT FUNDING 134 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 PROJECT TITLE: PLANT 134 UPGRADE TECHNOLOGY PÙÊ¹ã DÝÙ®Öã®ÊÄ AŌer compleƟon of the new 8 million gallons per day surface water treatment plant at Plant 134, the District will need to demolish and remove the exisƟng Roberts Filter Tanks that were part of the previous treatment process. The media within the tanks must be removed as soon as possible to prevent microbial growth. This will comply with California Department of Public Health standards. PÙÊ¹ã Dã®½Ý Project Type: Water LocaƟon: Plant 134 Project Manager: JusƟn Parker PÙÊ¹ã S«ç½ Start Date: July 2013 EsƟmated CompleƟon: Feb 2014 Capital Request Programmed: FY 2010‐11 PÙÊ¹ã CÊÝã OòÙò®ó Total Project Cost: $ 10,080,000 Prior Years Budget: $ 10,000,000 PÙÊ¹ã MÖ 135 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 OÖÙã®Ä¦ Bç¦ã IÃÖã SããÃÄã 1. AddiƟonal Staff Salaries: N/A 2. Debt Service: N/A 3. Maintenance: N/A 4. UƟliƟes: N/A PROJECT COST EsƟmated Cost ItemizaƟon FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total AdministraƟon 10,000 ‐ ‐ ‐ ‐ 10,000 ANNUAL TOTAL $ 80,000 ‐ ‐ ‐ ‐ $ 80,000 ConstrucƟon (Contract) 70,000 ‐ ‐ ‐ ‐ 70,000 Financing Source FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total OperaƟng Revenue ‐ ‐ ‐ ‐ ‐ ‐ Reserve Transfer ‐ ‐ ‐ ‐ ‐ ‐ Government Loans/Grants ‐ ‐ ‐ ‐ ‐ ‐ Bond Proceeds 80,000 ‐ ‐ ‐ ‐ 80,000 Development Fees ‐ ‐ ‐ ‐ ‐ ‐ ANNUAL TOTAL $ 80,000 ‐ ‐ ‐ ‐ $ 80,000 PROJECT FUNDING 136 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 PROJECT TITLE: LIVE OAK MAIN REPLACEMENT PÙÊ¹ã DÝÙ®Öã®ÊÄ The facility appurtenances and downstream conveyance faciliƟes are anƟquated, undersized, and in need of replacement. This project includes the replacement of approximately 2,000 linear feet of 4 and 6 inch pipelines, retroﬁƫng of Plant 137, and replace pipeline in a private driveway off Live Oak Rd. and Summit Dr. There has been a signiﬁcant amount of repair work completed at this locaƟon. At this Ɵme, staff has determined that replacement of the aging infrastructure should resolve the maintenance issues at a more cost effecƟve price. PÙÊ¹ã Dã®½Ý Project Type: Water LocaƟon: Live Oak Rd/Summit Dr. Project Manager: Sarah Kurth PÙÊ¹ã S«ç½ Start Date: Feb 2013 EsƟmated CompleƟon: Nov 2013 Capital Request Programmed: FY 2011‐12 PÙÊ¹ã CÊÝã OòÙò®ó Total Project Cost: $ 1,040,000 Prior Years Budget: $ 425,000 PÙÊ¹ã MÖ 137 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 OÖÙã®Ä¦ Bç¦ã IÃÖã SããÃÄã 1. AddiƟonal Staff Salaries: N/A 2. Debt Service: N/A 3. Maintenance: Decreased maintenance cost as a result of the replacement of aging infrastructure to reduce the amount of service calls. 4. UƟliƟes: N/A PROJECT COST EsƟmated Cost ItemizaƟon FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total AdministraƟon 30,000 ‐ ‐ ‐ ‐ 30,000 ANNUAL TOTAL $ 615,000 ‐ ‐ ‐ ‐ $ 615,000 Project Mgmt/Inspect 80,000 ‐ ‐ ‐ ‐ 80,000 ConstrucƟon (Contract) 505,000 ‐ ‐ ‐ ‐ 505,000 Financing Source FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total OperaƟng Revenue ‐ ‐ ‐ ‐ ‐ ‐ Reserve Transfer ‐ ‐ ‐ ‐ ‐ ‐ Government Loans/Grants ‐ ‐ ‐ ‐ ‐ ‐ Bond Proceeds 615,000 ‐ ‐ ‐ ‐ 615,000 Development Fees ‐ ‐ ‐ ‐ ‐ ‐ ANNUAL TOTAL $ 615,000 ‐ ‐ ‐ ‐ $ 615,000 PROJECT FUNDING 138 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 PROJECT TITLE: PLANT 40 BOOSTER PÙÊ¹ã DÝÙ®Öã®ÊÄ This project includes the construcƟon of a booster staƟon at this site. A booster at this plant will be key in conveying water from the intermediate pressure zone to the upper pressure zone. Plant 40 is also a terminus point for a future 30 inch pipeline that conveys water across the enƟre intermediate pressure zone. The boosters will provide greater operaƟonal reliability and ﬂexibility by delivering ground water to other pressure zones. PÙÊ¹ã Dã®½Ý Project Type: Water LocaƟon: Plant 40 Project Manager: JusƟn Parker PÙÊ¹ã S«ç½ Start Date: January 2014 EsƟmated CompleƟon: Feb 2015 Capital Request Programmed: FY 2012‐13 PÙÊ¹ã CÊÝã OòÙò®ó Total Project Cost: $ 840,000 Prior Years Budget: $ 620,000 PÙÊ¹ã MÖ 139 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 OÖÙã®Ä¦ Bç¦ã IÃÖã SããÃÄã 1. AddiƟonal Staff Salaries: N/A 2. Debt Service: N/A 3. Maintenance: A new booster staƟon will require minimal prevenƟve maintenance to prolong the life of the pumps and motors. 4. UƟliƟes: N/A PROJECT COST EsƟmated Cost ItemizaƟon FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total AdministraƟon 10,000 ‐ ‐ ‐ ‐ 10,000 ANNUAL TOTAL $ 220,000 ‐ ‐ ‐ ‐ $ 220,000 Project Mgmt/Inspect 62,000 ‐ ‐ ‐ ‐ 62,000 Planning & Design 93,000 ‐ ‐ ‐ ‐ 93,000 ConstrucƟon (Contract) 55,000 ‐ ‐ ‐ ‐ 55,000 Financing Source FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total OperaƟng Revenue ‐ ‐ ‐ ‐ ‐ ‐ Reserve Transfer ‐ ‐ ‐ ‐ ‐ ‐ Government Loans/Grants ‐ ‐ ‐ ‐ ‐ ‐ Bond Proceeds 220,000 ‐ ‐ ‐ ‐ 220,000 Development Fees ‐ ‐ ‐ ‐ ‐ ‐ ANNUAL TOTAL $ 220,000 ‐ ‐ ‐ ‐ $ 220,000 PROJECT FUNDING 140 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 PROJECT TITLE: ONSITE EMERGENCY GENERATORS PÙÊ¹ã DÝÙ®Öã®ÊÄ This project will locate, design, procure, and install two permanent on‐side emergency generators at certain water faciliƟes located in the foothills. In order to maintain reliable service during unexpected power outages as a result of a catastrophic event, the back‐up generators will be necessary at the plants located in higher elevaƟons. PÙÊ¹ã Dã®½Ý Project Type: Water LocaƟon: Various Project Manager: Sarah Kurth PÙÊ¹ã S«ç½ Start Date: January 2014 EsƟmated CompleƟon: June 2015 Capital Request Programmed: New PÙÊ¹ã CÊÝã OòÙò®ó Total Project Cost: $ 850,000 Prior Years Budget: $ 0 PÙÊ¹ã MÖ 141 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 OÖÙã®Ä¦ Bç¦ã IÃÖã SããÃÄã 1. AddiƟonal Staff Salaries: N/A 2. Debt Service: N/A 3. Maintenance: Maintenance will be required annually to service and ensure the funcƟonality of the generator during emergencies. 4. UƟliƟes: N/A PROJECT COST EsƟmated Cost ItemizaƟon FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total Planning & Design 65,000 65,000 65,000 ‐ ‐ 195,000 ConstrucƟon (Contract) 125,000 ‐ ‐ ‐ ‐ 625,000 AdministraƟon 10,000 ‐ ‐ ‐ ‐ 30,000 ANNUAL TOTAL $ 200,000 $225,000 $425,000 ‐ ‐ $ 850,000 Financing Source FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total OperaƟng Revenue 200,000 225,000 425,000 ‐ ‐ 850,000 Reserve Transfer ‐ ‐ ‐ ‐ ‐ ‐ Government Loans/Grants ‐ ‐ ‐ ‐ ‐ ‐ Bond Proceeds ‐ ‐ ‐ ‐ ‐ ‐ Development Fees ‐ ‐ ‐ ‐ ‐ ‐ ANNUAL TOTAL $ 850,000 ‐ ‐ ‐ ‐ $ 850,000 PROJECT FUNDING 142 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 PROJECT TITLE: PLANT 134 SPW TURNOUT/FEEDER PÙÊ¹ã DÝÙ®Öã®ÊÄ The District is partnering with San Bernardino Valley Municipal Water District (SBVMWD) on a regional project to reconstruct the District’s State Project Water (SPW) turnout and install a new feeder line to Plant 134. The new feeder line and turnout will extend from SBVMWD’s Foothill Feeder (at City Creek) to Plant 134 intake vault. The new connecƟon will be a criƟcal facility in allowing the District to maximize its surface water treatment capacity at Plant 134 and fully uƟlize SPW as an integral part of the District’s water supply mix. The District’s exisƟng connecƟon is obsolete and cannot reliably supply SPW to Plant 134. PÙÊ¹ã Dã®½Ý Project Type: Water LocaƟon: Plant 134 Project Manager: JusƟn Parker PÙÊ¹ã S«ç½ Start Date: July 2013 EsƟmated CompleƟon: Feb 2014 Capital Request Programmed: New PÙÊ¹ã CÊÝã OòÙò®ó Total Project Cost: $ 1,090,000 Prior Years Budget: $ 0 PÙÊ¹ã MÖ 143 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 OÖÙã®Ä¦ Bç¦ã IÃÖã SããÃÄã 1. AddiƟonal Staff Salaries: N/A 2. Debt Service: N/A 3. Maintenance: N/A 4. UƟliƟes: N/A PROJECT COST EsƟmated Cost ItemizaƟon FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total Planning & Design 120,000 ‐ ‐ ‐ ‐ 120,000 ConstrucƟon (Contract) 850,000 ‐ ‐ ‐ ‐ 850,000 AdministraƟon 40,000 ‐ ‐ ‐ ‐ 40,000 ANNUAL TOTAL $ 1,090,000 ‐ ‐ ‐ ‐ $ 1,090,000 Project Mgmt/Inspect 80,000 ‐ ‐ ‐ ‐ 80,000 Financing Source FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total OperaƟng Revenue 1,090,000 ‐ ‐ ‐ ‐ 1,090,000 Reserve Transfer ‐ ‐ ‐ ‐ ‐ ‐ Government Loans/Grants ‐ ‐ ‐ ‐ ‐ ‐ Bond Proceeds ‐ ‐ ‐ ‐ ‐ ‐ Development Fees ‐ ‐ ‐ ‐ ‐ ‐ ANNUAL TOTAL $ 1,090,000 ‐ ‐ ‐ ‐ $ 1,090,000 PROJECT FUNDING 144 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 PROJECT TITLE: HYDROELECTRIC FACILITY PÙÊ¹ã DÝÙ®Öã®ÊÄ The District and San Bernardino Valley Municipal Water District (SBVMWD) is partnering on a regional project to install a hydroelectric generaƟon facility at Plan 134. A new turnout and feeder line from SBVMWD will deliver State Project Water at high pressure and ﬂow capable of generaƟng electricity sufficient to power Plant 134 during operaƟon. The electricity generated by the facility will miƟgate electricity costs for water treatment, therefore decreasing the cost per acre foot of water. PÙÊ¹ã Dã®½Ý Project Type: Water LocaƟon: Plant 134 Project Manager: JusƟn Parker PÙÊ¹ã S«ç½ Start Date: January 2014 EsƟmated CompleƟon: Feb 2015 Capital Request Programmed: New PÙÊ¹ã CÊÝã OòÙò®ó Total Project Cost: $ 1,600,000 Prior Years Budget: $ 0 PÙÊ¹ã MÖ 145 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 OÖÙã®Ä¦ Bç¦ã IÃÖã SããÃÄã 1. AddiƟonal Staff Salaries: N/A 2. Debt Service: N/A 3. Maintenance: N/A 4. UƟliƟes: The facility should generate enough electricity to run Plant 134 during operaƟon, therefore decreasing electrical costs. PROJECT COST EsƟmated Cost ItemizaƟon FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total AdministraƟon 100,000 ‐ ‐ ‐ ‐ 100,000 ANNUAL TOTAL $ 1,600,000 ‐ ‐ ‐ ‐ $ 1,600,000 Project Mgmt/Inspect 200,000 ‐ ‐ ‐ ‐ 200,000 Planning & Design 300,000 ‐ ‐ ‐ ‐ 300,000 ConstrucƟon (Contract) 1,000,000 ‐ ‐ ‐ ‐ 1,000,000 Financing Source FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total OperaƟng Revenue ‐ ‐ ‐ ‐ ‐ ‐ Reserve Transfer ‐ ‐ ‐ ‐ ‐ ‐ Government Loans/Grants 1,600,000 ‐ ‐ ‐ ‐ 1,600,000 Bond Proceeds ‐ ‐ ‐ ‐ ‐ ‐ Development Fees ‐ ‐ ‐ ‐ ‐ ‐ ANNUAL TOTAL $ 1,600,000 ‐ ‐ ‐ ‐ $ 1,600,000 PROJECT FUNDING 146 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 PROJECT TITLE: WATER QUALITY RETROFITS PÙÊ¹ã DÝÙ®Öã®ÊÄ As part of the backﬂow prevenƟon program, the District must replace all single check ﬁre services and underground ﬂushouts in the water system. These two appurtenances are backﬂow hazards and need to be replaced to comply with water quality standards. There are approximately 150 single check ﬁre services and 200 ﬂushouts that need to be replaced. PÙÊ¹ã Dã®½Ý Project Type: Water LocaƟon: District‐wide Project Manager: Andrew Theisen PÙÊ¹ã S«ç½ Start Date: July 2013 EsƟmated CompleƟon: June 2018 Capital Request Programmed: New PÙÊ¹ã CÊÝã OòÙò®ó Total Project Cost: $ 500,000 Prior Years Budget: $ 0 PÙÊ¹ã MÖ 147 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 OÖÙã®Ä¦ Bç¦ã IÃÖã SããÃÄã 1. AddiƟonal Staff Salaries: N/A 2. Debt Service: N/A 3. Maintenance: N/A 4. UƟliƟes: N/A PROJECT COST EsƟmated Cost ItemizaƟon FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total ConstrucƟon (Contract) 75,000 75,000 75,000 75,000 75,000 375,000 Project Mgmt/Inspect 15,000 15,000 15,000 15,000 15,000 75,000 AdministraƟon 10,000 10,000 10,000 10,000 10,000 50,000 ANNUAL TOTAL $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 500,000 Financing Source FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total OperaƟng Revenue 100,000 100,000 100,000 100,000 100,000 500,000 Reserve Transfer ‐ ‐ ‐ ‐ ‐ ‐ Government Loans/Grants ‐ ‐ ‐ ‐ ‐ ‐ Bond Proceeds ‐ ‐ ‐ ‐ ‐ ‐ Development Fees ‐ ‐ ‐ ‐ ‐ ‐ ANNUAL TOTAL $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 500,000 PROJECT FUNDING 148 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 PROJECT TITLE: WELL & BOOSTER REHABS PÙÊ¹ã DÝÙ®Öã®ÊÄ Every year, District staff works with Southern California Edison to conduct efficiency tests on all pumps for wells and boosters at all water faciliƟes. The results of the tests idenƟfy inefficient pumps that costs thousands of dollars in wasted energy. Staff prioriƟzes the need for each pump to be refurbished or replaced as the soluƟon to improve efficiency. Ideally, pumps should operate at 75% efficiency. Staff does not consider rehabs unƟl the efficiency has dropped below 60%. Rehabs are a cost efficient soluƟon to reduce annual energy consumpƟon, improve system reliability and lower maintenance costs. PÙÊ¹ã Dã®½Ý Project Type: Water LocaƟon: District‐wide Project Manager: Mike Henderson PÙÊ¹ã S«ç½ Start Date: July 2013 EsƟmated CompleƟon: June 2014 Capital Request Programmed: New PÙÊ¹ã CÊÝã OòÙò®ó Total Project Cost: $ 500,000 Prior Years Budget: $ 0 PÙÊ¹ã MÖ 149 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 OÖÙã®Ä¦ Bç¦ã IÃÖã SããÃÄã 1. AddiƟonal Staff Salaries: N/A 2. Debt Service: N/A 3. Maintenance: Rehabs will help lower maintenance costs and prolong the life of the equipment. 4. UƟliƟes: With improved efficiency, electricity costs should decrease slightly. PROJECT COST EsƟmated Cost ItemizaƟon FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total ConstrucƟon (Contract) 100,000 100,000 100,000 100,000 100,000 500,000 ANNUAL TOTAL $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 500,000 Financing Source FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total OperaƟng Revenue 100,000 100,000 100,000 100,000 100,000 500,000 Reserve Transfer ‐ ‐ ‐ ‐ ‐ ‐ Government Loans/Grants ‐ ‐ ‐ ‐ ‐ ‐ Bond Proceeds ‐ ‐ ‐ ‐ ‐ ‐ Development Fees ‐ ‐ ‐ ‐ ‐ ‐ ANNUAL TOTAL $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 500,000 PROJECT FUNDING 150 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 PROJECT TITLE: AMR METER REPLACEMENT PÙÊ¹ã DÝÙ®Öã®ÊÄ More than half of the meters in the District are over 10 years old. In order to receive accurate meter reads in a efficient manner, the meters are being changed to radio read to alleviate the labor intensive task. Currently, meter readers walk the streets and manually read each meter, Automated Meter Reading (AMR) will allow for the radio transmission of reads as the employee drives by. Eventually, it is this technology that will allow the District to move to an Automated Meter Infrastructure that will allow real Ɵme monitoring of water usage for customers. PÙÊ¹ã Dã®½Ý Project Type: Water LocaƟon: District‐wide Project Manager: Carol Cales PÙÊ¹ã S«ç½ Start Date: July 2012 EsƟmated CompleƟon: June 2017 Capital Request Programmed: FY 2011‐12 PÙÊ¹ã CÊÝã OòÙò®ó Total Project Cost: $ 3,980,000 Prior Years Budget: $ 980,000 PÙÊ¹ã MÖ 151 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 OÖÙã®Ä¦ Bç¦ã IÃÖã SããÃÄã 1. AddiƟonal Staff Salaries: N/A 2. Debt Service: N/A 3. Maintenance: N/A 4. UƟliƟes: N/A PROJECT COST EsƟmated Cost ItemizaƟon FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total ConstrucƟon (Contract) 750,000 750,000 750,000 750,000 ‐ 3,000,000 ANNUAL TOTAL $ 750,000 $ 750,000 $ 750,000 $ 750,000 ‐ $ 3,000,000 Financing Source FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total OperaƟng Revenue 750,000 750,000 750,000 750,000 750,000 3,000,000 Reserve Transfer ‐ ‐ ‐ ‐ ‐ ‐ Government Loans/Grants ‐ ‐ ‐ ‐ ‐ ‐ Bond Proceeds ‐ ‐ ‐ ‐ ‐ ‐ Development Fees ‐ ‐ ‐ ‐ ‐ ‐ ANNUAL TOTAL $ 750,000 $ 750,000 $ 750,000 $ 750,000 $ 750,000 $ 3,000,000 PROJECT FUNDING 152 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 PROJECT TITLE: FACILITIES RELOCATION PÙÊ¹ã DÝÙ®Öã®ÊÄ Replacement and relocaƟon of District faciliƟes and appurtenances for development as required by the City of Highland, City of San Bernardino, County of San Bernardino, and other agencies. This project may entail the relocaƟon of ﬁre hydrants, main lines, and service connecƟons where other agencies may be developing homes, businesses or public infrastructure improvements. PÙÊ¹ã Dã®½Ý Project Type: Water LocaƟon: District‐wide Project Manager: JusƟn Parker PÙÊ¹ã S«ç½ Start Date: July 2013 EsƟmated CompleƟon: June 2015 Capital Request Programmed: FY 2010‐11, ongoing PÙÊ¹ã CÊÝã OòÙò®ó Total Project Cost: $ 675,000 Prior Years Budget: $ 0 PÙÊ¹ã MÖ 153 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 OÖÙã®Ä¦ Bç¦ã IÃÖã SããÃÄã 1. AddiƟonal Staff Salaries: N/A 2. Debt Service: N/A 3. Maintenance: N/A 4. UƟliƟes: N/A PROJECT COST EsƟmated Cost ItemizaƟon FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total ConstrucƟon (Contract) 30,000 105,000 105,000 105,000 105,000 450,000 Project Mgmt/Inspect 30,000 30,000 30,000 30,000 30,000 150,000 AdministraƟon 15,000 15,000 15,000 15,000 15,000 75,000 ANNUAL TOTAL $ 75,000 $ 150,000 $ 150,000 $ 150,000 $ 150,000 $ 675,000 Financing Source FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total OperaƟng Revenue 75,000 150,000 150,000 150,000 150,000 675,000 Reserve Transfer ‐ ‐ ‐ ‐ ‐ ‐ Government Loans/Grants ‐ ‐ ‐ ‐ ‐ ‐ Bond Proceeds ‐ ‐ ‐ ‐ ‐ ‐ Development Fees ‐ ‐ ‐ ‐ ‐ ‐ ANNUAL TOTAL $ 75,000 $ 150,000 $ 150,000 $ 150,000 $ 150,000 $ 675,000 PROJECT FUNDING 154 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 PROJECT TITLE: SEWER REPLACEMENT PÙÊ¹ã DÝÙ®Öã®ÊÄ The 2013 Sewer Master Plan idenƟﬁed over 5,500 linear feet of sewer main that need replacement based on pipe age and condiƟon. The need for replacement was conﬁrmed by ﬁeld inspecƟon using CCTV. It is important to replace secƟons of old piping on a regular basis to avoid major sanitary sewer overﬂows or large replacement project costs in the future. PÙÊ¹ã Dã®½Ý Project Type: Sewer LocaƟon: District‐wide Project Manager: Leida Thomas PÙÊ¹ã S«ç½ Start Date: July 2014 EsƟmated CompleƟon: June 2015 Capital Request Programmed: New PÙÊ¹ã CÊÝã OòÙò®ó Total Project Cost: $ 780,000 Prior Years Budget: $ 0 PÙÊ¹ã MÖ 155 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 OÖÙã®Ä¦ Bç¦ã IÃÖã SããÃÄã 1. AddiƟonal Staff Salaries: N/A 2. Debt Service: N/A 3. Maintenance: N/A 4. UƟliƟes: N/A PROJECT COST EsƟmated Cost ItemizaƟon FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total ConstrucƟon (Contract) 120,000 120,000 120,000 120,000 120,000 600,000 Project Mgmt/Inspect 12,000 12,000 12,000 12,000 12,000 60,000 AdministraƟon 6,000 6,000 6,000 6,000 6,000 30,000 ANNUAL TOTAL $ 156,000 $ 156,000 $ 156,000 $ 156,000 $ 156,000 $ 780,000 Planning & Design 18,000 18,000 18,000 18,000 18,000 90,000 Financing Source FY 2013‐14 Year 1 FY 2014‐15 Year 2 FY 2015‐16 Year 3 FY 2016‐17 Year 4 FY 2017‐18 Year 5 Total OperaƟng Revenue 156,000 156,000 156,000 156,000 156,000 780,000 Reserve Transfer ‐ ‐ ‐ ‐ ‐ ‐ Government Loans/Grants ‐ ‐ ‐ ‐ ‐ ‐ Bond Proceeds ‐ ‐ ‐ ‐ ‐ ‐ Development Fees ‐ ‐ ‐ ‐ ‐ ‐ ANNUAL TOTAL $ 156,000 $ 156,000 $ 156,000 $ 156,000 $ 156,000 $ 780,000 PROJECT FUNDING 156 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 GLOSSARY Acre Foot (AF) ‐ water measurement equal to 325,851 gallons. Enterprise Fund ‐ a fund established to account for operaƟons that are ﬁnanced and operated in a manner similar to business enterprises where the intent of the governing body is that costs of providing goods and services to the general public on a conƟnuing basis be ﬁnanced or recovered primarily through user charges. Fees ‐ charges for service that are based upon the cost of providing the service. Fiscal Year (FY) ‐ the Ɵme frame in which the budget applies. This period is from July 1 through June 30. Full‐Time Equivalent (FTE) ‐ a measure of effecƟve authorized posiƟons, indicaƟng the percentage of Ɵme a posiƟon or group of posiƟons is funded. It is calculated by equaƟng 2,080 hours of work per year with the full‐Ɵme equivalent of one posiƟon; thus, one posiƟon would have an FTE of 1. Fund ‐ an independent ﬁscal and accounƟng enƟty with a self‐balancing set of accounts recording cash and/or other resources together with all related liabiliƟes, obligaƟons, reserves, and equiƟes which are segregated for the purpose of carrying on speciﬁc acƟviƟes or aƩaining certain objecƟves. Fund Balance ‐ the excess of an enƟty’s assets over its liabiliƟes. A negaƟve fund balance is someƟmes called a deﬁcit. Generally Accepted AccounƟng Principles (GAAP) ‐ Uniform minimum standards of, and guidelines for external ﬁnancial accounƟng and reporƟng. They govern the form and content of the basic ﬁnancial statements of an enƟty. GAAP encompasses the convenƟons, rules and procedures necessary to deﬁne accepted accounƟng pracƟces at a parƟcular Ɵme. They include not only broad guidelines of general applicaƟon, but also detailed pracƟces and procedures. The primary authoritaƟve statements on the applicaƟon of GAAP to state and local governments are Government AccounƟng Standards Board (GASB) pronouncements and Financial AccounƟng Standards Board (FASB) pronouncements. GAAP provides a standard by which to measure ﬁnancial presentaƟons. General ObligaƟon Bonds ‐ bonds, the payment for which, the full faith and credit of the issuing government are pledged. 157 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 Geographic InformaƟon System (GIS) ‐ an organized collecƟon of computer hardware, soŌware and geographic data designed to efficiently capture, store, update, manipulate, analyze, and display all forms of geographically referenced informaƟon. Hundred Cubic Feet (HCF) ‐ water billing measurement equal to 748 gallons. Interfund Transfers ‐ budgeted amounts transferred from one governmental accounƟng fund to another for work or services provided. Internal Control ‐ a plan of organizaƟon for purchasing, accounƟng, and ﬁnancial acƟviƟes which, among other things, provides that: The duƟes of employees are subdivided so that no single employee handles a ﬁnancial transacƟon from beginning to end, Proper authorizaƟons from speciﬁc responsible officials are obtained before key steps in the processing of transacƟons are completed, and Records and procedures are arranged appropriately to facilitate effecƟve control. MGD ‐ Million Gallons Per Day. Purchase Order ‐ a document issued to authorize a vendor or consultant to deliver speciﬁed merchandise or render a speciﬁed service for a stated esƟmated price. Revenue ‐ income generated by assessments, investments, connecƟon fees, stand‐by fees, and user charges. Reserve ‐ an account used to indicate that a porƟon of fund equity or (Fund Balance) is legally restricted for a speciﬁc purpose or not available for appropriaƟon and subsequent spending. SCADA ‐ Supervisory Control and Data AcquisiƟon. 158 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 CHART OF ACCOUNTS Labor ‐ regular salaries and wages for permanent full‐Ɵme and part‐Ɵme employees. Temporary Labor ‐ costs for labor not permanently employed by the District. OverƟme ‐ for employees that work more than their regular 40 hours per week. Standby ‐ employees that are on call for emergencies aŌer hours, weekends, and holidays. Beneﬁts ‐ medical, dental, vision, reƟrement, and related beneﬁts offered by the District. Purchased Water ‐ cost to purchase surface water. Groundwater Replenishment ‐ cost to pump groundwater from the basin. Water Stock Assessment ‐ cost of water shares directly related to North Fork. Materials & Supplies ‐ items used in daily operaƟons, repair, and maintenance. Tools ‐ items used to perform repair and maintenance acƟviƟes. Office Supplies ‐ items such as pens, paper and other related desk accessories. Chemicals ‐ chemicals used for the treatment of water and wastewater. Contract Services ‐ services rendered by consultants and contractors. PrinƟng & Publishing ‐ costs for prinƟng and producing District publicaƟons. Banking Services ‐ services and fees charged by the District’s banks. Legal Services ‐ cost for legal advice, consultaƟon, contract review, and liƟgaƟon. Treatment Services ‐ outside treatment services for water and wastewater such as the City of San Bernardino. Rents & Leases ‐ rental and lease costs for buildings and equipment that are not owned by the District. UƟliƟes ‐ cable, gas, and other uƟliƟes not including telephone and electricity. Telephone ‐ land lines, cellular phones, and internet services. Electric ‐ electricity usage costs. Fuel ‐ fuel costs for vehicles and generators. Permits ‐ permit costs required by federal, state, and local regulatory agencies. Postage ‐ costs for mailing bills, publicaƟons, and special deliveries. 159 EAST VALLEY WATER DISTRICT FISCAL YEAR 2013‐14 Memberships & Dues ‐ subscripƟons and memberships for associaƟons and special groups. Professional Development ‐ seminars, conferences and travel costs for employee development. EducaƟon Assistance ‐ tuiƟon reimbursement for those employees who aƩend school for a degree or cerƟﬁcate. Insurance/Claims ‐ general liability insurance for the District’s faciliƟes and infrastructure. 160 CONTACT US District Offices 3654 E. Highland Avenue, Suite 18 Highland, CA 92346 Phone 909-889-9501 Website www.eastvalley.org