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HomeMy WebLinkAboutAgenda Packet - Community Advisory Commission - 08/15/2017C O MMUN IT Y A D VIS O RY C O MMIS SIO N MEET IN G August 15, 2017 - 6:00 P M 31111 Greenspot Road, Highland, C A 92346 AGE N D A C A LL TO O RD ER PLED G E O F A LLEG IA N C E RO LL C A LL O F C O MMISS IO N MEMBERS PUBLIC C O MMEN T S Any person wishing to speak to the Board of C ommissioners is asked to complete a Speaker C ard and submit it to the District C lerk prior to the start of the meeting. Each speaker is limited to three (3) minutes, unless waived by the Chairman of the C ommission. Under the State of C alifornia Brown Act, the Board of C ommissioners is prohibited from discussing or taking action on any item not listed on the posted agenda. T he matter will automatically be referred to staff for an appropriate response or action and may appear on the agenda at a future meeting. 1.A PPRO VA L O F C O N S EN T C A LEN D A R All matters listed under the C onsent Calendar are considered by the Board of Commissioners to be routine and will be enacted in one motion. T here will be no discussion of these items prior to the time the commissioners consider the motion unless members of the commission, the administrative staff, or the public request specific items to be discussed and/or removed from the C onsent C alendar. a.A pprove the April 11, 2017 C ommission meeting minutes b.A pprove the J uly 11, 2017 C ommission meeting minutes D ISC USSIO N/IN F O RMAT IO N A L IT EMS 2.Conservation Update 3.Sterling Natural Resource C enter Update 4.Facility Use Update 5.Commissioner C omments 6.Staff C omments A D J O URN Pursuant to Government C ode Section 54954.2(a), any request for a disability-related modification or accommodation, including auxiliary aids or services, that is sought in order to participate in the above agendized public meeting should be directed to the District C lerk at (909) 885-4900. 1 Minutes 04/11/2017 cmc Subject to approval EAST VALLEY WATER DISTRICT April 11, 2017 COMMUNITY ADVISORY COMMISSION MINUTES Cecilia Contreras, Senior Administrative Assistant, called the meeting to order at 6:40 pm and led the flag salute. PRESENT: Commissioners: Jaurique, Miller ABSENT: Commissioners: Goodrich, Amaya, Gamboa STAFF: Kelly Malloy, Public Affairs/Conservation Manager; Brian Tompkins, Chief Financial Officer; Cecilia Contreras, Senior Administrative Assistant GUEST(s): None PUBLIC COMMENTS The Senior Administrative Assistant declared the public participation section of the meeting open at 6:41 pm. There being no written or verbal comments, the public participation section was closed. ADJOURN The meeting adjourned at 6:41 due to lack of a quorum. ________________________ Kelly Malloy Public Affairs/Conservation Manager 1 Minutes 07/11/2017 cmc Subject to approval EAST VALLEY WATER DISTRICT July 11, 2017 COMMUNITY ADVISORY COMMISSION MINUTES Cecilia Contreras, Senior Administrative Assistant, called the meeting to order at 6:06 pm and led the flag salute. PRESENT: Commissioners: Amaya, Goodrich, Jaurigue, Miller ABSENT: Commissioners: Gamboa STAFF: Stephanie Guida, Community Relations Officer; Brian Tompkins, Chief Financial Officer; Cecilia Contreras, Senior Administrative Assistant GUEST(s): None PUBLIC COMMENTS The Senior Administrative Assistant declared the public participation section of the meeting open at 6:07 pm. There being no written or verbal comments, the public participation section was closed. FISCAL YEAR 2017-2018 BUDGET REVIEW The Chief Financial Officer reviewed the adopted Fiscal Year 2017-2018 budget including the District-wide goals and objectives, water and wastewater fund revenue and expenditures, program expenditure summary, debt service, operating budget summary, capital outlay, capital improvement projects, capital budget summary, and authorized positions. Information only. STERLING NATURAL RESOURCE CENTER UPDATE The Community Relations Officer updated the Commissioners on the Sterling Natural Resource Center (SNRC). She stated that the project received the Section 7 determination from federal agencies agreeing that it meets the requirements of protecting endangered species; that the project received the 1211 Permit allowing up to ten million gallons a day of recycled water to recharge the Bunker Hill Basin which was the final requirement to complete the application for the State Revolving Fund (SRF). She informed of the upcoming Public Hearing at San Bernardino Valley Municipal Water District on July 13, 2017 for the Title 22 Engineering Report with the State Water Resources Control Board which will then go to the Regional Water Resources Control Board as part of the Title 22 process. Ms. Guida gave an update on the litigation stating the San Diego judge ruled in favor 2 Minutes 07/11/2017 cmc of the SNRC Environmental Impact Report; that this lawsuit was filed by the City of San Bernardino. She stated that the lawsuit filed by City of San Bernardino regarding LAFCO is still on-going. Ms. Guida gave an overview of the continued outreach efforts including upcoming video’s being filmed of why people support the SNRC, encouraging people to sign onto the change.org petition, and continuing to build the social media following to educate community members. Information only. CONSERVATION UPDATE This agenda item was deferred to the next scheduled meeting. SPECIAL EVENTS UPDATE (FACILITY RENTALS) The Senior Administrative Assistant gave an update on facility rental programs and stated that staff is reviewing the policy and fees and will be suggesting some changes to ensure that this program continues to run at its best. Ms. Contreras stated that the information will be brought back at the next scheduled meeting and she looks forward to hearing the feedback from the Commissioners. The Commissioners brought up some suggestions including a possible rate difference for those who live in the District and a rate difference for the day of the week rental. Information only. COMMISSIONER COMMENTS Commissioner Amaya inquired about how the Sterling Natural Resource Center will affect the community members who are currently on septic. Commissioner Miller inquired about how the current Automated Meter Implementation project was going. Information only. STAFF COMMENTS There were no comments from staff. ADJOURN The meeting adjourned at 7:01. ________________________ Kelly Malloy Public Affairs/Conservation Manager B OAR D AG E N D A S TAF F R E P O RT Agenda Item #2. Meeting Date: Augus t 15, 2017 Dis c ussion Item To: G overning Board Memb ers From: P ublic Affairs Manager S ubject: C o ns ervation Upd ate R E C O MM E N D AT IO N: T he conservation update is pres ented fo r information only. B AC KG R O UN D / AN ALYS IS : C alifornia has experienc ed his toric drought c onditio ns in recent years . T he plentiful sno wfall and stead y rains o f winter res ulted in the d ro ught emergenc y b eing lifted in mos t o f C alifornia o n April 7, 2017. In G overno r Bro wn’s exec utive o rd er temporary statewide cons ervation meas ures rep lac e the emergenc y regulations while a longer-term s o lution c an b e d evelop ed . C alifornia has experienc ed c ycles o f bo th wet and dry years, and as a result the new effo rts will foc us on making c o nservatio n a way o f life while ens uring s teps are in plac e s hould we return to an emergenc y situation. Like o ther water dis tric t’s throughout C alifo rnia, the Dis tric t c o ntinues to trac k and sub mit mo nthly water us e reductio ns as c o mp ared to 2013. As o f June 2017, Eas t Valley W D has ac hieved a c umulative reduc tion of 18%. T here is no longer a conservation target in place, however long-term c o nservatio n planning efforts are lo o king to estab lis h some type o f efficienc y measurement. In b oth emergency and no n-emergenc y times , the Dis tric t maintains a number o f water conservation rebate p rograms. F o r F is cal Year 2017/18 effo rts will fo cus primarily on the d irec t ins tallation of weather-bas ed irrigation controllers . A key element of maintaining the program is ens uring community engagement and avoid ing a d is c o nnection fro m the is s ue no w that the emergency has p assed. O utreac h efforts are fo cus ing o n the “Beyo nd the F aucet” c amp aign, which help s to p rovid e helpful information and tools for residents and b usinesses to us e water effic iently both ind o o rs and o utdoors . AGE N C Y ID E ALS AN D E N DE AVO R S: Id eals and Endeavor I - Enc o urage Inno vative Investments To P romote S ustainab le Benefits (B) - Manage and Identify Metho d s to C o ns erve Natural R esourc es (D) - Ded icate Effo rt To ward S ys tem Maintenanc e and Mo d ernization R ec o mmend ed b y: Kelly Malloy P ub lic Affairs /C o ns ervatio n Manager ATTAC H M E NTS: Description Type Executive Orde r B-3 7-16 Backup Material Executive Orde r back up information Backup Material Conservation Update P resentation P resentation 8/3/2017 Office of Governor Edmund G. Brown Jr. - Newsroom https://www.gov.ca.gov/news.php?id=19408 1/2 GOVERNOR BROWN ISSUES ORDER TO CONTINUE WATER SAVINGS AS DROUGHT PERSISTS 5-9-2016 Executive Order Aims to Make Water Conservation a Way of Life in California SACRAMENTO - Moving to bolster California's climate and drought resilience, Governor Edmund G. Brown Jr. today issued an executive order that builds on temporary statewide emergency water restrictions to establish longer-term water conservation measures, including permanent monthly water use reporting, new permanent water use standards in California communities and bans on clearly wasteful practices such as hosing off sidewalks, driveways and other hardscapes. "Californians stepped up during this drought and saved more water than ever before," said Governor Brown. "But now we know that drought is becoming a regular occurrence and water conservation must be a part of our everyday life." Californians have responded to the call to conserve water during the drought by dialing back sprinklers, replacing lawns, fixing leaky faucets and installing more efficient toilets and washing machines. Between June 2015 and March 2016, Californians reduced water use by 23.9 percent compared with the same months in 2013 - saving enough water to provide 6.5 million Californians with water for one year. While the severity of the drought has lessened in some parts of California after winter rains and snow, the current drought is not over. For the fifth consecutive year, dry conditions persist in many areas of the state, with limited drinking water supplies in some communities, diminished water for agricultural production and environmental habitat, and severely depleted groundwater basins. The executive order calls for long-term improvements to local drought preparation across the state, and directs the State Water Resources Control Board to develop proposed emergency water restrictions for 2017 if the drought persists. California droughts are expected to be more frequent and persistent, as warmer winter temperatures driven by climate change reduce water held in the Sierra Nevada snowpack and result in drier soil conditions. Recognizing these new conditions, the executive order directs permanent changes to use water more wisely and efficiently, and prepare for more frequent, persistent periods of limited supply. These new actions will help achieve a top priority in the Governor's Water Action Plan - to "Make Conservation a California Way of Life." The administration will seek public input in the coming months on new water conservation and efficiency standards called for in this executive order. The following is a summary of the executive order issued by the Governor today: Use Water More Wisely The Department of Water Resources (DWR) and the State Water Board will require monthly reporting by urban water suppliers on a permanent basis. This includes information regarding water use, conservation and enforcement. Through a public process and working with partners such as urban water suppliers, local governments and environmental groups, DWR and the State Water Board will develop new water use efficiency targets as part of a long-term conservation framework for urban water agencies. These targets go beyond the 20 percent reduction in per capita urban water use by 2020 that was embodied in SB X7-7 of 2009, and will be customized to fit the unique conditions of each water supplier. The State Water Board will adjust emergency water conservation regulations through the end of January 2017, in recognition of the differing water supply conditions across the state, and develop proposed emergency water restrictions for 2017 if the drought persists. Eliminate Water Waste The State Water Board will permanently prohibit wasteful practices, such as hosing off sidewalks, driveways and other hardscapes, washing automobiles with hoses not equipped with a shut-off nozzle, and watering lawns in a manner that causes runoff. These temporary prohibitions have been in place since emergency water conservation efforts began in July 2014. The State Water Board and DWR will take actions to minimize water system leaks across the state that continue to waste large amounts of water. DWR estimates that leaks in water district distribution systems siphon away more than 700,000 acre-feet of water a year in California - enough to supply 1.4 million homes for a year. Audits of water utilities have found an average loss through leaks of 10 percent of their total supply. Strengthen Local Drought Resilience In consultation with urban water suppliers, local governments, environmental groups and other partners, DWR will strengthen standards for local Water Shortage Contingency Plans, which are part of the Urban Water Management Plans that water districts must submit every five years. Under new strengthened standards, districts must plan for droughts lasting at least five years, as well as more Latest News Governor Brown Welcomes Norway to Under2 Climate Coalition 08-02-2017 Governor Brown Declares State of Emergency in Modoc County Due to Fires 08-02-2017 Governor Brown Announces Appointments 08-01-2017 Governor Brown Issues Legislative Update 07-31-2017 Governor Brown Announces Appointments 07-27-2017 Governor Brown Signs Groundbreaking Bill to Reduce Air Pollution 07-26-2017 Governor Brown Announces Appointments 07-26-2017 Governor Brown to Attend "An Inconvenient Sequel" Screening Tonight and Open Electric Bus Manufacturing Facility, Sign Landmark Bill to Cut Air Pollution Tomorrow in Southern California 07-25- 2017 Governor Brown Announces Appointments 07-25-2017 Governor Brown Signs Landmark Climate Bill to Extend California's Cap-and-Trade Program 07-25-2017 Amber Alert | Save our Water | Energy Upgrade California HOME ABOUT MULTIMEDIA NEWSROOM APPOINTMENTS ISSUES CONTACT Search 8/3/2017 Office of Governor Edmund G. Brown Jr. - Newsroom https://www.gov.ca.gov/news.php?id=19408 2/2 Back to Top | Contact Us | Privacy Policy | Conditions of Use | F.A.Q. Copyright © 2010 State of California frequent and severe periods of drought. These plans must be actionable, so that districts can turn to them to guide their drought response. For areas not covered by the Water Shortage Contingency Plan, DWR will work with counties to improve drought planning for small water suppliers and rural communities. Improve Agricultural Water Use Efficiency and Drought Planning DWR will update existing requirements for Agricultural Water Management Plans so that irrigation districts quantify their customers' water use efficiency and plan for water supply shortages. Current law requires agricultural water districts serving 25,000 acres or more to file such plans. The executive order increases the number of irrigation districts who must file water management plans by lowering the threshold to irrigation district serving 10,000 acres or more. DWR will check the plans to ensure they quantify conservation efforts and adequately plan for water shortages. DWR will work with the California Department of Food and Agriculture in seeking public input on the updated standards, with a public draft made available by the end of this year. To ensure compliance with these new targets and water management plan requirements, DWR, the State Water Board and the California Public Utilities Commission will work together to develop methods which could include technical and financial assistance, regulatory oversight and enforcement mechanisms. The full text of the executive order can be found here. To learn more about the state's drought response, visit: Drought.CA.Gov. Every Californian should take steps to conserve water. Find out how at SaveOurWater.com. ### June 22, 2017-replace date CONSERVATION UPDATE August 15, 2017 •Drought state of emergency lifted. •Temporary requirements in place until November 25. •Multiple bills in process to address permanent requirements. Making Conservation a Way of Life MONTHLY SYSTEM REDUCTION CUMULATIVE TOTAL TO DATE 18% REBATES SUMMARY FY 2016-17 DETAILSDETAILS PROGRAM DETAILS # APPLICATIONS ESTIMATED REBATE CONSERVATION IMPACT OUTDOOR PROGRAMS Water Efficient Landscaping $200 for qualifying landscaping 56 $8,803.55 56 landscapes Sprinkler Nozzles $4/per high efficient sprinkler nozzle 10 $975.38 388 nozzles Weather Based Irrigation System $150/WBIC Controller 19 $2,514.80 19 WBICs Direct Installation WBIC $515/WBIC Controller, Installation 215 $128,650 260 WBICs INDOOR PROGRAMS Washing Machine $150/washer 26 $3,900.00 26 washers Showerheads $30/showerhead 17 $808.80 28 showerheads Toilets $100/toilet 76 $13,060.63 143 toilets RENEWAL OF WBIC DIRECT INSTALLATION PROGRAM •Program’s third year. •486 WBIC’s installed since 2015. •CCR highlights the program and has increased customer participation. •31 applications received since July 1. SOCAL YARD TRANSFORMATION BOOK •A guide for homeowners to achieve their landscapes full water potential. •Step-by-step guide with recommendations to create permanent water use changes. •Easy-to-understand tips, colorful images and humor. •Copies of the book are free and available to customers. OUTREACH EFFORTS B OAR D AG E N D A S TAF F R E P O RT Agenda Item #3. Meeting Date: Augus t 15, 2017 To: G overning Board Memb ers From: P ublic Affairs Manager S ubject: S terling Natural R es o urc e C enter Up d ate R E C O MM E N D AT IO N: S taff rec ommends that the C ommis s io n rec eive an up d ate on the status o f the S terling Natural R es o urce C enter. B AC KG R O UN D / AN ALYS IS : T he S terling Natural R esourc e C enter will be a s tate-of-the-art fac ility to treat up to 10 million gallons o f was tewater p er d ay. F o llo wing treatment, this water will b e rec harged into the loc al Bunker Hill G roundwater Bas in, where it will b e s tored for us e during future drought years . T he facility vision is to cons truc t a lo c ation that will produc e rec yc led water while c reating a public c enter that will b enefit loc al res id ents by p ro vid ing educational o pportunities , a s p ac e fo r c o mmunity functio ns , and neighb o rho o d enhanc ements .T he S terling Natural R es o urce C enter is a Valley Dis tric t pro ject, perfo rmed in c o o p eratio n with Eas t Valley Water Dis tric t. In 2015, Valley Distric t and EVW D entered into a framework agreement laying the groundwork for regio nal rec yc led water projec ts and promo ting a c o llaborative effort b etween Valley Distric t and EVW D to p urs ue water rep lenis hment projects . East Valley Water Dis tric t c usto mers c urrently pay to have their was tewater treated b y the S an Bernardino Municipal Water Department purs uant to an agreement between the two entities . T his agreement s tates that EVW D has no o wners hip rights to any S an Bernardino treatment facilities. It allows EVW D to s end wastewater to the C ity of S an Bernardino , o r to provide thes e s ervic es to their cus tomers through o ther op tions . T he S terling Natural R es o urc e C enter c o ntinues to make forward progress and b uild community s upport. T here is c urrently an extens ive team working to ac complis h the c o mp lex goals nec es s ary to c o nstruct this community asset. S taff will continue monito ring this pro gram and providing up d ates to the C ommis s io n. AGE N C Y ID E ALS AN D E N DE AVO R S: Id eals and Endeavor I - Enc o urage Inno vative Investments To P romote S ustainab le Benefits (A) - Develop projec ts and pro grams to ens ure safe and reliab le s ervic es R ec o mmend ed b y: Kelly Malloy P ub lic Affairs /C o ns ervatio n Manager F IS C AL IMPAC T : T here is no fis c al impact ass ociated with this agenda item. B OAR D AG E N D A S TAF F R E P O RT Agenda Item #4. Meeting Date: Augus t 15, 2017 Dis c ussion Item To: G overning Board Memb ers From: P ublic Affairs Manager S ubject: F ac ility Us e Update R E C O MM E N D AT IO N: S taff rec ommends review o f the prop o s ed mo d ific ations to the F acility Use P o lic y. B AC KG R O UN D / AN ALYS IS : East Valley Water District is c o mmitted to being a c o mmunity p artner. C ons is tent with this effo rt, the head q uarters camp us was d esigned in a manner that allo ws for b o th go vernment agenc ies and community members to us e the fac ility fo r no n-Eas t Valley Water Dis tric t events. In o rder to o ffer this c o mmunity res o urc e in a fair and c o ns is tent manner, the G overning Bo ard approved the F acility Us e P olic y o n May 28, 2014 and revis ed on January 13, 2016. S ince imp lementing this p o lic y, that Dis trict has ho s ted over 40 spec ial events and fac ilitated 109 non-East Valley Water Dis tric t events. T hes e oc cas io ns have rec eived high levels o f p rais e fro m the c o mmunity, and resulted in numerous ad ditio nal req uests fo r events as a res ult o f word -o f-mouth recommendations . Dis tric t staff has already made res ervations for 20 events for the remaind er of 2017, 6 events in fo r 2018, and c o ntinues to rec eive interes t fo r events o n a regular b as is . T his lo cation offers a flexible and afford ab le option where gues ts may utilize the Bo ard R o o m, lobby, kitchen, p arking lo t, and/o r o utd o o r s p ac e for both pub lic and p rivate events . In o rd er to p rovid e exc ellent cus to mer s ervice, at leas t one Dis trict rep resentative is available o n-site, d ep ending o n the anticipated event attendanc e o r event c o mplexity. S ince the original polic y ad o ptio n, staff has been trac king event c o s ts in o rder to d evelop an upd ated fee s c hedule, to inc lud e items such as: s taff time, materials, and utility expenses. T his ensures that the p ro gram remains s elf-s us taining while offering an affordable amenity. S taff will continue monito ring this pro gram and providing up d ates to the G o verning Bo ard . AGE N C Y ID E ALS AN D E N DE AVO R S: Id eals and Endeavor I I - Maintain An Enviro nment C ommitted To Elevated P ub lic S ervice (A) - S trive to pro vide wo rld class c usto mer relations R ec o mmend ed b y: Kelly Malloy P ub lic Affairs /C o ns ervatio n Manager Id eals and Endeavor I I I - Demons trate Vis io nary Lead ers hip To Enhance Dis trict Id entity (A) - P ro mo te c o mmunity involvement and educational opp o rtunities F IS C AL IMPAC T : T he fis c al impact to the Dis tric t will vary based on the number of o utside events ho sted at the fac ility. T he fee s c hedule has been es tab lis hed in a manner that private events are res p o ns ib le fo r the es timated cos ts o f their event. ATTAC H M E NTS: Description Type Facility Use Applicatio n Backup Material Draft Facility Use P o licy Backup Material FACILITY RENTAL APPLICATION Please print legibly in ink. PART I. CONTACT INFORMATION APPLICANT NAME NON-PROFIT# ORGANIZATION (if applicable) MAILING ADDRESS PHONE ( )FAX ( ) EMAIL ALTERNATE CONTACT NAME ALTERNATE’S PHONE ( ) PART II. FACILITY, DATES & TIME REQUESTED REFERRED BY: SINGLE USE RECURRING USE EVENT DATE DAY OF WEEK TIME am / pm to am / pm START TIME am / pm BEGINNING DATE END TIME am / pm ENDING DATE CHECK ONE Daily Weekly Monthly Other TYPE OF EVENT:ESTIMATED NUMBER OF ATTENDEES: COMMENTS: PART III. EVENT INFORMATION 1. Is this event for a minor?Yes No 7. Is this a catered event?Yes No 2. Is the event open to the public?Yes No 8. Will EVWD be setting up tables and chairs?Yes No 3. Will there be an admission charge?Yes No 9. Will you be using the kitchen?Yes No 4. Will anything be delivered?Yes No 10. Will alcohol be served? (additional fees and form required)Yes No 5. Will there be items sold?Yes No Serving Hours:to 6. Will there be a DJ or band?Yes No Acknowledgment: I hereby state that the information above is correct to the best of my knowledge and will acquire an alcohol license when required. Applicant Initial: If you answered yes to any of the above questions, please explain:DISTRICT HEADQUARTERS 31111 Greenspot Road, Highland, CA 92346 (909) 889-9501 www.eastvalley.org DISTRICT BOARD MEETINGS Second and fourth Wednesday of each month District Headquarters Board Room, 5:30pm PART IV. ADDITIONAL ITEMS TO BE USED 1. Podium Yes No 7. Plastic Chairs (up to 120)Yes No Quantity: 2. Overhead Projector*Yes No 8. Banquet Tables 6' (up to 12)Yes No Quantity: 3. Easel Stand Yes No 9. Round Tables 60" (up to 15)Yes No Quantity: 4. Microphone*Yes No 10. Heaters* (up to 6)Yes No Quantity: 5. Coffee Pot Yes No *Additional Fee Associated — Refer to Part V. Fee Schedule 6. Flags Yes No PART V. FEE SCHEDULE GROUP RATINGS A.An individual or group seeking permission to utilize the Facilities will be classified in one of the following groups. These classifications are used to establish 1) priority of use, 2) applicability of a fee, and 3) amount of the fee, if any. The priority groups are as follows: GROUP A Activities conducted and/or sponsored by East Valley Water District GROUP B Activities conducted by governmental agencies GROUP C Non-profit service organizations or organizations sponsoring a public forum or candidate's night GROUP D Private events, i.e. wedding, anniversary, birthday, work parties, and faith-based organizations B.Priority for use of the facility will be in alphabetical sequence, with GROUP A applicants receiving highest priority and GROUP D applicants the lowest priority. GROUP A GROUP B GROUP C GROUP D BASIC CHARGES FACILITY USE (FLAT FEE)NO CHARGE $145/EVENT $145/EVENT*$145/EVENT* FACILITY USE RENTAL (HOURLY FEE)NO CHARGE NO CHARGE $45/HOUR $75/HOUR SECURITY DEPOSIT NO CHARGE $100 $100 $100 OPTIONAL CHARGES KITCHEN USE NO CHARGE $40/EVENT $40/EVENT $40/EVENT ALCOHOL DEPOSIT**NO CHARGE $500 $500 $500 SECURITY GUARD†NO CHARGE $18.50/HOUR $18.50/HOUR $18.50/HOUR *Groups C and D pay an hourly facility use rental fee in addition to the facility use flat fee **A security guard is required for events that are serving alcohol †Pass through fee based on vendor contract ADDITIONAL AMENITIES FLAGS NO CHARGE NO CHARGE NO CHARGE NO CHARGE PODIUM NO CHARGE NO CHARGE NO CHARGE NO CHARGE HEATERS NO CHARGE NO CHARGE $25/EACH $25/EACH MICROPHONE/PROJECTOR DEPOSIT NO CHARGE NO CHARGE $50 $50 TABLES AND CHAIRS SET-UP NO CHARGE NO CHARGE $100 $100 FEES & DEPOSITS A.To hold a date, a minimum deposit of 50% of the total fee must be made at the time of the reservation. The remaining balance must be paid 30 days prior to the reservation date. All fees are payable to East Valley Water District. B.Activities other than meetings require a $100 security/cleaning deposit that must be paid at the time of reservation. If the request for facilities is not approved, all initial deposit(s) will be returned within three (3) weeks of the denial. C.All facility use cancellations must be made by the Applicant at least five (5) working days in advance of the scheduled event. Failure to do so may result in a 10% loss of the fees paid to reserve the facility or $100, whichever is greater. D.Linens, cutlery and decorations are not included with the room rental fee. PART VI. SIGNATURES THE UNDERSIGNED hereby states, that (s)he is the person duly authorized to make and sign this application, and that (s)he has read and understands the Facility Use Policy of East Valley Water District. APPLICANT INITIAL ______________ FURTHER, THE UNDERSIGNED ACCEPTS AND AGREES AS FOLLOWS: In consideration for the acceptance for use of the above facilities, Applicant hereby agrees to defend, indemnify, and hold harmless the East Valley Water District and its directors, agents, officers, employees, and volunteers, against any and all claims, demands, damages, costs, and expenses, including attorney’s fees, actions or liability whatsoever directly or indirectly arising out of or resulting in any way from the occupancy or use of the facility by Applicant and/or Applicant’s invitees. Applicant certifies that Applicant is authorized to act on behalf of and bind Applicant’s organization to the terms of this indemnification and hold harmless agreement. INSURANCE: All users of the facility shall procure and maintain, at their own expense and for the duration of the event covered, comprehensive general liability and property damage liability insurance, against all claims for injuries against persons or damages to property which may arise from or in connection with the use of the facility by the user, its agents, representatives or employees in the amount of one million dollars ($1,000,000) combined single limit and hold East Valley Water District harmless for any damage or injury. If alcohol is to be served, insurance coverage shall include coverage for serving alcoholic beverages. - East Valley Water District must be named as “additional insured”. - Must be submitted 30 days prior to event date APPLICANT INITIAL ______________ CLEAN-UP is the user’s responsibility. This includes wiping of table tops and chairs, picking up trash from the areas used during the event and disposing into proper receptacles, no trash left on restroom floors, wiping kitchen countertops and sweeping if necessary and, removal of all user-owned or leased (non-District owned) items; Storage is not provided at the Facility. APPLICANT INITIAL ______________ DEPOSIT REFUNDS will be processed within three to six weeks of event and will be sent in the form of a check to the name on the application. In the event of damage, destruction or defacement, the applicant shall be liable for all expenses required to repair, restore, or replace the facility, its furnishing, or equipment to its original condition. Any costs associated with this will be taken out of the deposit. If the cost of damages is higher than the deposit, we will defer to the insurance policy for coverage. APPLICANT INITIAL ______________ ALCOHOL: The service of alcohol at any event is limited to a maximum of five (5) consecutive hours. Serving of any alcoholic beverage must end one (1) hour before the close of the event. All alcohol must be distributed by a server from behind a table or bar, which must be monitored by the server at all times. The server(s) must be an adult, over the age of 21 who is to be responsible for ensuring that no minors are served and that no guests are over-served. The server may not consume alcohol while on duty. APPLICANT INITIAL ______________ POINT OF CONTACT: Applicant will designate a person(s) to be the point of contact with onsite staff during the event. APPLICANT INITIAL ______________ PAYMENT: The remaining balance due must be paid 30 days prior to the reservation date. APPLICANT INITIAL ______________ NOTE: The District reserves the right to suspend use of a facility to those groups or individuals not complying with established rules and regulations. APPLICANT INITIAL ______________ SIGNATURE OF APPLICANT DATE INTERNAL USE ONLY Customer Account Number:Invoice Number: Group: ☐A ☐B ☐C ☐D Reviewed Policy: Yes No Proof of Insurance due by:Received: Yes No Rental Deposit Received:$Final Payment: $ Due by: Alcohol Permit Needed:Yes No Staff Signature: Set Up Time:__to__Date: Event Rental Time:__to__ Clean Up Time:__to__ EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Facility Use Policy Approval Date: January 13, 2016 Policy No: Page 1 of 8 Purpose The purpose of this policy is to provide guidelines for the use of East Valley Water District facilities by both staff and outside organizations. It is intended to ensure that the use of the facility is granted in a fair and equitable manner for meetings, activities, and events, which are recreational, social, and/or civic in nature, offering services of interest and need to the community. Fees charged for the use of the facility are intended to reflect operation costs of each event. Policy The East Valley Water District (District) Headquarters campus (facility) has a 2,740 square-foot Board Room owned and operated by the District at 31111 Greenspot Road. The facility consists of the Board Room, which could also serve as a meeting space, reception hall, etc., outdoor meeting space, parking lot, and kitchen amenities. These areas are available in accordance with the terms of this Facility Use Policy, which is administered by the Public Affairs Division of East Valley Water District. Board Room-theater capacity: 150 Board Room-dining capacity: 100 Policy Approvals Original policy adoption: May 28, 2014 Revised policy adoption: January 13, 2016 This policy shall be reviewed by the Board of Directors at least every two years, and may be revisited sooner should the need arise. Application Procedures A. An individual or representative of a group (Applicant) may inquire about the availability of a specific room, date and time as well as rental rates by telephone or in-person at the facility during regular business hours. An available date cannot be held for possible use by making an inquiry. B. An individual or representative of a group can hold a date for possible use by making an appointment with staff to submit a written application, to sign the contract, and to pay the required deposit for a specific room, date and time. EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Facility Use Policy Approval Date: January 13, 2016 Policy No: Page 2 of 8 C. All applicants must complete an East Valley Water District Facility Use Application (Application) and pay all applicable fees at the time of submitting the application. at least fourteen (14) working days prior to the event. D. The applicant shall be classified and assigned a Group in accordance with the definition and priority rankings set forth in the section titled Group Priority Rating. E. Hours of operation are limited to staffing and scheduling availability at the District’s discretion. Sunday through Thursday 8:00 am – 11:00 pm and Friday and Saturday 8:00 am – 12:00 am (midnight). A one (1) hour clean-up may be requested at the end of each event for no additional charge. Requests for alternate hours require written approval from the General Manager/CEO, or designee, and may be subject to additional fees. Time needed for set up of the event is to be reflected with the rental hours. F. Observed Holidays- Thanksgiving, Christmas Eve, Christmas Day, andNew Year’s Eve, New Year’s Day, Memorial Day, Labor Day, and Independence Day. No use shall be scheduled on observed holidays without written District approval. G. Upon approval of an application, the applicant may not transfer, assign, or sublet use of the Facility or apply for use on behalf of another person or organization. H. Applications shall be accompanied by proof of liability insurance consistent with the provisions of this Use Policy, a refundable cleaning deposit, and fees per the attached fee schedule. I. The District reserves the right to suspend use of a facility to those groups or individuals not complying with established rules and regulations. If event is found to be out of compliance, the applicant forfeits the deposit(s). J. The District reserves the right to cancel a permit issued for any event or activity. In the event of such a cancellation, notice shall be given as far in advance as possible and a full refund will be made. Please note that this facility has been designated as an emergency facility, which could result in event cancellation should an emergency occur. K. The applicant must check-in with the District’s on-site staff at the beginning time of the reservation and must be present for the duration of the event. Applicant must also checkout with on-site staff at the conclusion of the reservation and clean-up. Applicant must serve or designate a point of contact for District staff during the event. L. Neither the District nor their agents, officials, employees, and/or volunteers will be held responsible for loss, damages or theft of equipment or articles owned by the applicant and/or guests. Group Priority Rating EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Facility Use Policy Approval Date: January 13, 2016 Policy No: Page 3 of 8 A. An individual or group seeking permission to utilize the Facilities will be classified in one of the following priority groups. These classifications are used to establish 1) priority of use, 2) applicability of a fee, and 3) amount of the fee, if any. The priority groups are as follows: a. Group A- Activities conducted and or sponsored by East Valley Water District b. Group B- Activities conducted by governmental agencies c. Group C- Non-profit service organizations or organizations sponsoring a public forum or candidate’s night, District residents, and District employees. d. Group D- Private events, i.e.: wedding, anniversary, birthday, work parties, and faith- based organizations, and Non-District residents.. B. Priority for use of the facility will be in alphabetical sequence, with Group A applicants receiving highest priority and Group D applicants the lowest priority. District customers that fall under Group C must provide proof of residency. Liability and Insurance A. All users of the facility shall procure and maintain, at their own expense and for the duration of the event covered, comprehensive general liability and property damage liability insurance, against all claims for injuries against persons or damages to property which may arise from or in connection with the use of the facility by the user, its agents, representatives or employees in the amount of one million dollars ($1,000,000) combined single limit and hold East Valley Water District harmless for any damage or injury. B. East Valley Water District must be named as “additional insured”. C. If alcohol is to be served, insurance coverage shall include coverage for serving alcoholic beverages. C.D. Liability and Insurance is due to District staff thirty days prior to the event rental date. General Operating Regulations A. Tobacco use of any kind or smoking is not permitted in the Facility. B. Incense, fog, hazer or smoke use is not permitted in the Facility at any time. Fire and open flame are strictly prohibited. Sterno heaters for food warming are allowed without a permit so long as heaters are placed under a chafing dish on a table with no guests seated at the table. C. Animals are not permitted inside the Facility except those designated as service animals. D. Any user group desiring to charge an admission fee and/or donation or sell any items must submit a written request with the Facility Use Application and receive written authorization from the District. Additional insurance may be required. E. Illegal activities shall not be permitted. All groups and individuals using the Facility shall comply with City, County, State, and Federal laws. Fighting, gambling, and lewd conduct are prohibited. Formatted: Font: Bold EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Facility Use Policy Approval Date: January 13, 2016 Policy No: Page 4 of 8 F. Amplified music and/or sound systems, including public address systems, DJ’s, karaoke, bands, will not be permitted without prior written approval. G. Advertising materials may be left with the District for approval and may be displayed when deemed appropriate and as space permits. Any items posted which have not been approved will be removed and discarded. H. No signs or decorations are to be taped, nailed or otherwise attached to walls, windows, ceilings, or window coverings. No rice, birdseed, confetti, or similar items shall be thrown in or around the facility. Balloons must be secured and not released. I. Clean-up is the user’s responsibility. This includes the wiping of table tops and chairs, ensuring chairs are clean, picking up trash from the areas used during the event and disposing of trash into proper receptacles, and removal of all user-owned or leased (non-District owned) items. Storage is not provided at the Facility. J. Food and beverage must remain in designated areas. K. Kitchen facilities, if applicable, are available for rent. Use of ovens, refrigerators, etc. may be used only with specific advance approval and with the appropriate fee and deposits. Renters must provide all kitchen utensils. L. The District shall have the right to control and operate the Facility, including heating and air conditioning systems and common use areas, in a manner deemed best by the District. M. The District shall not rent, lease, or allow use of its public facilities by any person or organization that illegally discriminates on the basis of race, religion, sex (including gender, gender identity, gender expression and pregnancy), national origin, ancestry, disability, medical condition, genetic characteristics or information, marital status, age, sexual orientation (including homosexuality, bisexuality, or heterosexuality), or any other protected classification as protected by law. N. Special events or requests not covered in this Use Policy must be submitted in writing and shall be reviewed by the Administration Public Affairs Department to determine appropriate use, fees, and services. O. In the event of damage, destruction or defacement, the applicant shall be liable for all expenses required to repair, restore, or replace the facility’s, its furnishing, or equipment to its original condition. Any costs associated with this will be deducted from the deposit(s). If the cost of damage is greater than the deposit, we will defer to the insurance policy for coverage. Alcoholic Beverage Use and Service A. The use of alcohol in the Facility is exclusively by written permission in advance and must comply with applicable law and provisions of this Use Policy. Failure to comply with any regulations will EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Facility Use Policy Approval Date: January 13, 2016 Policy No: Page 5 of 8 result in immediate revocation of the permission to use alcohol and termination of the event. Additional regulations and specifications may be required in the facility use permit for any event. a. “Alcohol use” refers to any beverage that contains any amount of alcohol. b. Security is required to be present at all events at which alcohol is served. Cost of the security is the responsibility of the user and payable to East Valley Water District. For an event that is up to 150 guests, one guard is required. For an event that has 150+ guests, two guards will be required per the contract with the vendor. c. Alcohol shall not be served to minors. The user’s failure to comply, monitor and enforce this provision is grounds for terminating the activity immediately and forfeiture of the refundable deposits and all of the room fees. d. Permission to serve alcohol shall not be granted for any event where a majority (50% plus one) of guests in attendance will be under the age of 21. e. Alcohol may not be served or consumed in the parking lot. B. The service of alcohol at any event is limited to a maximum of five (5) consecutive hours. Serving of any alcoholic beverage must end one (1) hour before the close of the event. C. All alcohol must be distributed by a server from behind a table or bar, which must be monitored by the server at all times. The server(s) must be an adult, over the age of 21 who is to be responsible for ensuring that no minors are served and that no guests are over-served. The server may not consume alcohol while on duty. a. The server will be provided by the District. The cost of the server is the responsibility of the user and payable to East Valley Water District. b. Additional requirements may be needed for no-host bar events. B.D. License Requirements (when alcohol is to be sold) a. No sales or requests for donations for alcohol are permitted without a license from the State Alcoholic Beverage Control Board (ABC). i. State Alcoholic Beverage Control Board is located at 3737 Main Street, Suite 900, Riverside, California 92501. Their telephone number is (909) 782-4400. b. A copy of your contract must be furnished to ABC when applying for this license. c. A copy of the ABC license must be furnished to the District a minimum of seven (7) working days prior to the event and posted in plain view near the bar or where alcohol is being served. d. A one-day alcoholic beverage permit can only be issued to a non-profit organization and only if the proceeds are going back to the non-profit organization. e. Private parties shall not sell alcohol on their own, but must arrange this through a licensed caterer. The caterer must have a License (Type 47 or 48), which enables the caterer to sell beer, wine and distilled spirits (hard liquor). If the caterer does not have this license the Formatted EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Facility Use Policy Approval Date: January 13, 2016 Policy No: Page 6 of 8 private party cannot sell alcohol, NO EXCEPTIONS. It is illegal for a private party to sell alcohol on their own. C.A. The service of alcohol at any event is limited to a maximum of five (5) consecutive hours. Serving of any alcoholic beverage must end one (1) hour before the close of the event. D.A. All alcohol must be distributed by a server from behind a table or bar, which must be monitored by the server at all times. The server(s) must be an adult, over the age of 21 who is to be responsible for ensuring that no minors are served and that no guests are over-served. The server may not consume alcohol while on duty. Equipment Use A. The District has a variety of equipment that can be requested for use at the Facility on a first come, first served basis. B. Tables and chairs will be included as part of the paid facility rental with the exception of the outside and lobby areas. Other amenities and equipment potentially available include: podium, overhead projector, projector screen, easel stand, microphone, coffee pot. C. Kitchen amenities include: oven; refrigerator with freezer; dishwasher; counter space; microwave; and sink. Fees & Deposits A. To hold a date, a minimum deposit of 50% of the total fee must be made at the time of the reservation. The remaining balance due must be paid 30 days prior to the reservation date. All fees are payable to East Valley Water District. B. Activities, other than meetings where no food is served, require a $100 security/cleaning deposit that must be paid at the time of reservation. C. A security guard (s) are required for events that are serving alcohol. The pass through fees are based on a vendor contract and are subject to change. B.D. A server is required for events that are serving a host bar and will be provided by the District. The pass through fees are based on a vendor contract and are subject to change. C.E. If the request for facilities is not approved, all initial deposit(s) will be returned within three (3) weeks of the denial. F. All facility use cancellations must be made by the Applicant at least five (5) working days in advance of the scheduled event. Failure to do so may result in a 10% loss of the fees paid to reserve the facility or $100, whichever is greater. D.G. Deposit refunds will be processed withing three (3) to six (6) weeks after event and will be sent in the form of a check to the applicant. EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Facility Use Policy Approval Date: January 13, 2016 Policy No: Page 7 of 8 Linens, cutlery, and decorations are not included with the room rental fee. Variance A. An applicant may request a variance from one or more of the rules set forth in this policy in writing at the time of the Facility Use Application. The request must set forth the unusual circumstances that justify a deviation from the ordinary rules. B. In the event a variance is granted, the applicant will pay any supplemental fee necessary to compensate the District for additional costs associated with the variance. Denial of a variance may be appealed within ten days to the General Manager/CEO. The General Manager/CEO’s decision will be final. Fee Schedule Group A Group B Group C Group D Facility Use (Flat fee) No Charge (NC) $145375/event $145375/event $145400/event Facility Use Rental (Hourly fee) NC NC $4590/hour $75110/hour Security Deposit NC $100 $100 $100 Kitchen Use NC $40/event $40/event $40/event Alcohol Deposit** NC $500 $500 $500 Security Guard† NC $18.50/hour $18.50/hour $18.50/hour *Groups C and D pay an hourly facility use fee in addition to the facility use flat fee **A security guard(s) and server is required for events that are serving host alcohol †Pass through fee based on vendor contract Additional Amenities Alcohol Fee† Up to 150 guests NC $267.50/event $267.50/event $267.50/event Alcohol Fee† 150+ guests NC $360/event $360/event $360/event Microphone/Projector Deposit NC NC $50 $50 Flags NC NC NC NC Podium NC NC NC NC Tables and Chairs Set-up NC NC $100 $100 Heaters NC NC $3025/each $3025/each Formatted Table Formatted Table Formatted Table EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Facility Use Policy Approval Date: January 13, 2016 Policy No: Page 8 of 8