HomeMy WebLinkAboutAgenda Packet - Finance & Human Resources Committee - 10/19/2017FIN A N C E A N D HUMA N RESO URC ES C O MMIT T EE
October 19, 2017 - 1:30 P M
31111 Greenspot Road, Highland C A 92346
AG E N D A
C A LL TO O RD ER
P LED G E O F A LLEG IA N C E
P UBLIC C O MMEN T S
N E W B U SI N E SS
1.Review Transfer of Unclaimed Funds into the District General Fund
2.Review Administrative Policies: Public Records Request Policy and Brown Act
Policy
AD J O U RN
P LEAS E NO T E:
P urs uant to G o vernment C ode S ectio n 54954.2(a), any reques t fo r a d is ability-related modific ation or
ac commod ation, inc luding auxiliary aid s o r s ervices , that is s o ught in ord er to participate in the ab o ve-
agendized pub lic meeting s hould be d irected to the District C lerk at (909) 885-4900 at leas t 72 ho urs prior
to said meeting.
S TAF F R E P O RT
Agend a Item #1.
Meeting Date: O cto b er 19, 2017
Dis cus s ion Item
To: F I NANC E A ND HUMAN R ES O UR C ES C O MMI T T E E
F rom: C hief F inanc ial O fficer
Subject: R eview Transfer o f Unclaimed F unds into the Dis tric t G eneral F und
R E C O MME N D AT IO N:
S taff recommend s that the F inance and Human R esources C o mmittee review the proc edures pres c rib ed in the
G overnment C o d e and C ode of C ivil P roc ed ure for the p urpos e of unencumb ering s tale-d ated c hec ks and
keeping the related fund s from es cheating to the S tate.
B AC KG R OUN D / AN ALYS IS :
T he Dis tric t’s checking ac c o unt acc umulates a lo ng list o f old, outstanding c hec ks as a res ult o f c us tomer
refund s relating to the closing o f water ac counts and p aid vendors who failed to cash their c hec k. All o f the old
checks make the rec o nc iliation o f the c hec king acc o unt unnec es s arily c umbers o me. P eriodic ally s taff remo ves
the s tale-d ated checks from the b ank rec o nc iliation and moves them into a liability acc o unt. As of today, the
b alanc e in this ac c ount is $26,439.77.
G overnment C ode s ec tions 50050-50052 and C o d e o f C ivil P ro cedures s ectio n 1502(a)(2) d es cribe the
p ro cedure to ap p ly to unc laimed funds that are at leas t three years old. T he proc ed ure involves pub lis hing a
notice about the unc laimed fund s once a week fo r two cons ec utive weeks in a paper of general circ ulatio n. Any
claims that are s ub mitted as a res ult of the notic e will b e inves tigated and approved or rejec ted by the C F O .
Any fund s remaining unc laimed 45 days after the firs t pub licatio n may b e transferred to the Dis tric t’s general
fund .
G overnment C o d e s ectio n 50055 states that unc laimed funds of $15.00 o r les s that have b een held by the
Dis tric t fo r more than o ne year do not need to be p ublic ly noticed b ut may be trans ferred into the Dis tric t’s
general fund by s imple actio n o f the Board.
S taff recommends that the Bo ard of Directo rs autho rize the C F O to write o ff all s tale-dated c hec ks that are
mo re than one year o ld and are les s than $15.00 (attac hed S ched ule A to taling $608.23).
S taff is als o req uesting authorizatio n to publis h a no tic e regarding all s tale-dated checks that are mo re than
$15.00 and are mo re than three years o ld (attac hed S c hedule B to taling $4,214.03) in the S an Bernard ino S un
news p ap er fo r the p urpose o f satis fying the req uirements o f the G overnment C ode.
AG E N C Y ID E ALS AN D E N D E AVO R S :
Ideals and End eavor I I - Maintain An Environment C ommitted To Elevated P ublic S ervice
(E) - P ractice trans parent & acc o untable fis c al management
R E VIE W B Y OT HE R S :
T his agenda item has been reviewed b y the Adminis tratio n and F inance Departments .
F IS C AL IMPAC T :
T he fisc al imp ac t as s oc iated with this agend a item is up to $4,822.26 co uld b e c o nverted fro m a liability to
Unrestricted Net Assets b y fo llo wing G o vernment C ode proc ed ures to write off the checks lis ted o n
Attachments A and B.
ATTAC H M EN TS:
Description Type
Schedule A Backup Material
Schedule B Backup Material
SCHEDULE A
UNCLAIMED CHECKS UNDER $15 & ONE YEAR OR OLDER
PAYMENT DATE NUMBER VENDOR NAME AMOUNT
11/6/2012 234571 THERESA JONES 4.03
11/6/2012 234593 ROBERTO PERPULY 1.50
11/28/2012 234777 CARLOS ARANA 6.01
11/28/2012 234794 QUYEN GIANG 5.95
12/12/2012 234966 SADA FISCHER 10.57
1/2/2013 235148 JUAN LAGUNAS 4.98
1/2/2013 235168 JOSHUA PLUMLEY 9.92
1/9/2013 235247 LEOLA VAUGHNMAKONA 3.44
1/30/2013 235496 PATRICIA CARTER 4.46
2/27/2013 235855 LOURDES M TORREZ 1.55
3/6/2013 235911 MICHAEL O LONG 3.49
3/13/2013 235978 AARON M DIETSCH 3.22
3/13/2013 235990 JOSEPH GUZMAN 5.26
4/10/2013 236342 MATHA MALDONADO 5.45
4/10/2013 236370 STEPHAN A SUMMERS 4.60
5/22/2013 236821 NENITA TUBIG 13.19
5/22/2013 236831 PEARLE WALKER 7.66
6/5/2013 236942 DANNY LOCKHART 4.89
6/5/2013 236943 STARR DE LA LUZ 1.21
6/26/2013 237170 PAUL AU LEVY 13.65
6/26/2013 237202 RACHAEL O VIRGEN 14.00
7/2/2013 237219 SALVADOR CORREA JR 1.61
7/2/2013 237259 MARIBEL SALAS 2.47
7/10/2013 237307 JANET E CANDELARIA 9.07
7/10/2013 237352 ROSSI LUJAN 4.20
7/17/2013 237433 CHERYL RITTENHOUSE 3.68
7/17/2013 237454 ANTHONY WHITE 9.15
7/25/2013 237526 TERRI EVANS 10.09
8/21/2013 237855 JOSE M TRETO 14.00
9/4/2013 237922 SYLVIA CHAVEZ 7.52
9/4/2013 237950 LORETTA LUNA 2.76
9/11/2013 238011 MIGUEL E DOMENACK 2.04
9/11/2013 238020 VICTOR GALVEZ 9.47
9/11/2013 238038 RUENGNAJ LEHPRASERT 5.93
9/25/2013 238193 JOHN ELLIS 1.06
9/25/2013 238223 SESARIO PEREZ 10.54
10/2/2013 238310 DANA LECOUNT 9.95
10/2/2013 238312 SANDRA MADRID 5.73
10/2/2013 238336 JAMES RINER II 9.85
10/23/2013 238523 ANITA CHACKO 6.67
10/30/2013 238651 SARAH I SCHARRY 3.55
11/15/2013 238724 CARREREA JUAN 11.04
11/15/2013 238767 GARIBAY SANDRA 5.56
11/25/2013 238827 BENITEZ, PATRICIA 1.17
12/4/2013 239026 US POSTAL SERVICE/POSTAGE 8.78
12/19/2013 239223 PACIFIC RIM PROPERTIES INC 2.39
Page 1 of 2
PAYMENT DATE NUMBER VENDOR NAME AMOUNT
1/16/2014 239481 GAYNOR L PETROLINO 4.99
2/27/2014 239901 JANET HORTON 1.33
3/21/2014 240162 JANINA BELTRAN 2.18
5/2/2014 240564 CRYSTAL ST PIERRE 1.11
5/16/2014 240735 RON KUTZ 2.92
5/16/2014 240794 MICHAEL B MOORE 4.40
5/22/2014 240827 DWAYNE HALL 11.49
5/30/2014 240906 RAMON RIVAS 13.78
6/5/2014 241054 DONNEKA HARRIS 1.62
8/22/2014 241796 PATRICIA YZAGUIRRE 11.32
9/4/2014 241980 MONIKA TYAGI 5.58
10/16/2014 242458 MATTHEW JACOBY 6.75
11/7/2014 242782 CECILIA CAZARES 3.71
12/9/2014 243036 ROMAN BARRAGAN 5.26
1/8/2015 243305 VANIESSA BENITEZ 8.25
1/29/2015 243555 LUZ E FERNANDEZ 10.65
3/11/2015 244008 MIKE HERERRA III 4.05
3/11/2015 244013 LAURA REDDIX 7.94
4/2/2015 244219 CINTHYA FERNANDEZ 8.10
4/2/2015 244230 GP TEAM INVESTMENTS 10.98
4/2/2015 244231 DELMER RAMOS 3.93
4/2/2015 244240 RICA GILBERT 1.81
4/2/2015 244243 DANIEL NORTE 4.05
4/16/2015 244312 LAVINIA MEJIA 1.03
5/7/2015 244498 BRIAN GOMEZ 6.08
5/7/2015 244508 STEVEN NIMMO 1.91
5/14/2015 244564 ELVI CASTELLANOS 3.28
5/19/2015 244629 BARRY SHARP 14.10
5/19/2015 244637 JOHNNIE STEELE 1.94
6/10/2015 244793 MARCI STRANGE 3.08
6/10/2015 244794 REO ACCOUNTING INC 4.79
6/10/2015 244803 GLORIA & FRANK RUIZ 4.82
6/25/2015 244949 MIKE RAYMOND 6.85
6/25/2015 244954 ROSEANNA RAMAN 1.43
10/7/2015 245869 ROSALBA VELAZQUEZ 8.91
10/7/2015 245889 RHONDA CHEATHUM 5.80
12/2/2015 246403 VCB INVESTMENTS 3.83
12/2/2015 246406 KAREN HEISS 5.47
12/10/2015 246481 DIVINE PROPERTY MANAGEMENT 11.57
12/10/2015 246489 DONNA EVANS 12.38
12/16/2015 246608 JUAN SANCHEZ 3.78
1/7/2016 246717 HEIDY GONZALEZ 1.38
2/4/2016 246919 VIANNA WARREN 13.98
2/18/2016 247056 SELENE IBARRA 5.95
3/17/2016 247280 MARIA ARMENDARIZ 1.28
3/23/2016 247333 MURPHY BENARD 13.44
4/14/2016 247506 DAVID ANDREIKO 1.82
4/14/2016 247514 NIDIA SALCIDO 2.70
6/30/2016 248068 ANA RUIZ 14.02
7/13/2016 248165 MICHAEL MARTIN 5.51
7/27/2016 248275 ODELL ALTERNATIVE SCHOOL 14.52
8/11/2016 248435 VIVAO ALAFAIO 1.98
8/24/2016 248523 KAREN LIZARRAGA 7.09
TOTAL 608.23$
Page 2 of 2
SCHEDULE B
UNCLAIMED CHECKS $15 AND OVER & THREE YEARS OR OLDER
PAYMENT DATE NUMBER VENDOR NAME AMOUNT
11/6/2012 234535 KIMERLY BRANDT 62.95
11/14/2012 234662 MARK A FERNANDEZ 54.99
11/14/2012 234666 RUBIEL GONZALEZ 24.08
12/5/2012 234909 ANA D RIVERA 20.01
12/18/2012 235089 THR CALIFORNIA LLC 21.96
1/2/2013 235181 THR CALIFORNIA LLC 70.29
1/16/2013 235390 SUSAN C MONTIEL 23.99
1/23/2013 235464 MARILYN SINGER 45.35
2/6/2013 235651 THR CALIFORNIA LLC 115.28
2/13/2013 235726 THR CALIFORNIA LLC 34.55
2/20/2013 235750 MARILYN DELOTE 34.76
2/20/2013 235762 HORIZON 2010 ENTERPRISE 32.48
3/13/2013 236017 PRICILLA OTUBUAH 19.42
4/3/2013 236235 MARK J CROSBY 42.43
5/1/2013 236566 CLEYBER MONROY 28.27
5/22/2013 236798 JESUS MORA 45.09
6/5/2013 236955 MARIBEL PALACIOS 56.27
6/5/2013 236986 IVAN ZUBKOV 16.84
6/12/2013 237025 ORCA PROPERTY MANAGEMENT 24.56
6/26/2013 237132 MARIO CHAVEZ 16.48
6/26/2013 237169 JOSEPH LE 52.73
7/10/2013 237333 BENNIE GLENN 31.29
7/10/2013 237343 LYNNE HUSBAND 31.15
7/25/2013 237516 MARCO A CHAVEZ 23.85
7/25/2013 237521 DALLIN LLC 48.47
8/21/2013 237808 SALVADOR G GARCIA 15.82
8/28/2013 237881 ANITA CHACKO 59.36
9/4/2013 237949 LIFESTYLES MAID SERV 51.70
9/11/2013 238013 LISA EGAN 48.51
9/11/2013 238046 JON G MANTLE 80.98
9/11/2013 238047 MAXIMUM REALTY 65.49
9/11/2013 238050 EID MOURSI 16.25
9/18/2013 238095 CLARENCE BETTIES 81.20
9/18/2013 238133 ANTHONY LUCEY 45.50
9/18/2013 238143 STEVEN QIN 114.83
9/25/2013 238185 PAUL P DECKER 22.04
9/25/2013 238194 JERRY ESCOBAR 83.96
10/2/2013 238267 CRAIGE LLC 20.92
10/2/2013 238292 CLAUDIA CEJA GUEVARA 82.56
11/25/2013 238885 RUBIO, JENNIFER 70.42
11/25/2013 238907 WHITE, CHRISTINA 59.02
12/11/2013 239039 UDELL, DARRYL J 18.14
12/11/2013 239056 TORREZ, JESUS 58.78
12/11/2013 239059 HERNANDEZ, PATRICIA 53.44
Page 1 of 2
PAYMENT DATE NUMBER VENDOR NAME AMOUNT
12/11/2013 239060 CUNDIEFF, RICHARD 27.59
12/11/2013 239077 CHIRIANO, JASON 26.78
12/19/2013 239138 ANDERSON, SANDRA 50.00
12/19/2013 239217 CASTRO, PABLO R 22.80
1/3/2014 239380 RODRIGUEZ, MARCO T 31.19
1/9/2014 239470 TU NGUYEN 39.76
1/9/2014 239480 KAREN DOYLE 33.65
2/12/2014 239762 MERARDO LOPEZ 47.60
2/12/2014 239773 BRIAN RASMUSSEN 132.24
2/12/2014 239784 CECILIA SOTO 59.62
2/12/2014 239788 LISA RUFF 36.27
2/27/2014 239904 GABRIEL NORIEGA 44.52
2/27/2014 239916 GRACE CHUANG 28.94
3/21/2014 240164 ALBERT SAAVEDRA 19.42
3/21/2014 240184 LESLIE AGUILERA 68.40
3/21/2014 240200 VISTA MANUFACTURING COMPANY 209.28
3/21/2014 240201 VISTA MANUFACTURING COMPANY 48.80
5/2/2014 240557 NICK CORNEJO 17.43
5/2/2014 240562 JUAN CARLOS HERNANDEZ 17.48
5/2/2014 240565 GEORGE WRIGHT 17.57
5/2/2014 240566 GEORGE WRIGHT 31.04
5/16/2014 240738 JOANNE IRICK 50.96
5/16/2014 240739 JACK M KENNEDY 16.51
5/22/2014 240822 ESTER CARTER 65.97
5/22/2014 240824 JULIE BOCANEGRA 28.76
5/30/2014 240908 DEANNA BALLOU 19.01
6/5/2014 241043 VERONICA AGUIRRE 23.93
6/5/2014 241044 RICARDO ACEVEDO 22.59
6/5/2014 241049 ROBERT AND SHARON HOUSDEN 124.84
6/13/2014 241064 MATTRESS EXPRESS 28.57
7/2/2014 241261 JOHN KIM 28.81
7/2/2014 241264 MONICA CAMARENA 44.77
7/2/2014 241336 NORA HERB REITSAM 100.00
8/7/2014 241692 NIGEL C SMITH 17.49
8/7/2014 241695 STARLITE VIII #7747 37.05
8/7/2014 241698 QUAN CAO HO 29.72
8/7/2014 241699 DONNA GONZALEZ 22.16
8/7/2014 241705 GOLDEN PROPERTY MANAGEMENT 34.95
8/22/2014 241801 MICHAEL CLUFF 17.48
8/27/2014 241900 CITY OF ANAHEIM 200.00
9/4/2014 241969 CRYSTAL SANTOS 30.34
9/4/2014 241975 MIGUEL A PADILLA 159.28
9/19/2014 242139 LUPITA LOPEZ 74.00
TOTAL 4,214.03$
Page 2 of 2
S TAF F R E P O RT
Agend a Item #2.
Meeting Date: O cto b er 19, 2017
To: F I NANC E A ND HUMAN R ES O UR C ES C O MMI T T E E
F rom: G eneral Manager/C E O
Subject: R eview Adminis trative P o licies: P ub lic R ecords R eq uest P olic y and Bro wn Act P olic y
ATTAC H M EN TS:
Description Type
P ublic Records Request P olicy Draft Backup Material
Brown Act Compliance P olicy Draft Backup Material
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Public Records Request Policy
Original Approval Date:
Last Revised: Policy No: Page
1 of 3
Purpose
To establish District policy and guidelines concerning accessibility of District records.
Background
In enacting the California Public Records Act, the State Legislature declared that access to
information concerning the conduct of the people’s business is a fundamental and necessary right
of every person in this state.
A. The term “District” shall mean East Valley Water District.
B. The term “public records” includes any writing containing information relating to the conduct
of the public’s business prepared, owned, used, or retained by the District regardless of physical
form or characteristics.
C. The term “writing” means handwriting, typewriting, printing, photo-stating, photographing,
photocopying, electronic mail, facsimile, and every other means of recording upon any form of
communication or representation, including letters, words, pictures, sounds, symbols, or
combination thereof and all papers, maps magnetic or paper tapes, photographic films and
prints, magnetic or punch cards, discs, drums and other documents regardless of the manner
in which the record has been stored.
D. The term “person” includes any natural person, corporation, partnership, limited liability
company, firm or association.
E. The term “requester” shall mean a person, or representative of a person, who has submitted a
request for records to the District by mail, fax, e-mail, telephone or in person.
Policy
Public records of the East Valley Water District (“District”) shall be open to inspection during
normal office hours at the District’s headquarters located at 31111 Greenspot Road, Highland,
California. “Public Records” are all records of the District retained in the ordinary course of District
business except those specifically exempted by law.
Procedure
A. Any person requesting to inspect any public record shall identify the specific records to be
inspected. The District shall, in accordance with Government Code Section 6253.1, assist the
member of the public in making a focused and effective request that describes an identifiable
record or records to the extent reasonable.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Public Records Request Policy
Original Approval Date:
Last Revised: Policy No: Page
2 of 3
B. Any person may obtain a copy of any identifiable public record unless exempt from public
disclosure. The District encourages members of the public to submit all records requests in
writing to the District’s office, preferably using the Public Record Request attached as Exhibit
“A” to this policy. Written requests reduce any misunderstandings between the requester and
the District’s staff, which allows District’s staff to respond to records requests in a timely
manner and with greater efficiency. However, the District will not deny a request for records
solely because it is not submitted in writing.
C. The requester should specify the records to be inspected/copied with sufficient detail to enable
the District to identify the particular records. If the request seems ambiguous or unfocused,
District staff will make a reasonable effort to obtain additional clarifying information from the
requester that will help identify the record or records. Upon request, an exact copy shall be
provided unless impracticable to do so.
D. Within ten (10) calendar days from receipt of such request, the District Clerk or designee shall
determine whether the request, in whole or in part, seeks copies of disclosable public records
in the possession of the agency and shall promptly notify the person making the request of the
determination and the reasons thereof. If the District Clerk is uncertain whether the record is
exempt from disclosure under the California Public Records Act or whether, given the facts of
the particular case, the public interest served by not making the record public clearly outweighs
the public interest served by disclosure of the record, the District Clerk shall consult with legal
counsel for the District during this initial 10-day period. In unusual circumstances, the time
limit for providing the determination on a records request may be extended by written notice
to the person making the request, setting forth the reasons for the extension and the date on
which a determination is expected to be provided. Any extension of time will not last more
than fourteen (14) calendar days. A response to a written request for inspection or copies of
public records that includes a determination that the request is denied, in whole or in part,
shall be in writing.
E. Unusual circumstances means the following, but only to the extent reasonably necessary to the
proper processing of the particular request:
1. The need to search for and collect the requested records from field facilities or other
establishments that are separate from the office processing the request.
2. The need to search for, collect, and appropriately examine a voluminous amount of
separate and distinct records that are demanded in a single request.
3. The need for consultation, which shall be conducted with all practicable speed, with
another agency having substantial interest in the determination of the request or among
two or more components of the agency having substantial subject matter interest
therein.
4. The need to compile data, to write programming language or a computer program, or
to construct a computer report to extract data.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Public Records Request Policy
Original Approval Date:
Last Revised: Policy No: Page
3 of 3
F. Should any request for public records contain exempt information including, but not limited to
that listed under Government Code sections 6253.5 and 6254, any portion that can reasonably
be segregated of such record shall be provided to any person requesting such record after
deletion of the portions which are exempt from disclosure by law.
G. Inspections of public records shall be made only at the District office, and no document shall
be removed from the District’s premises. A representative of the District will be present during
the inspection of any records.
H. The public records policy of the District shall at all times be subject to the California Public
Records Act (“Act”) as it may be amended from time to time, and if there is any conflict
between the Act and this policy, the Act shall prevail.
I. In addition to maintaining public records for public inspection during office hours, the District
may comply with a request by posting any public record on its Internet Website and direct a
member of the public to the location on the Internet Website where the public record is posted.
However, if the member of the public requests a copy of the public record due to an inability
to access or reproduce the public record from the Internet Website, the District shall promptly
provide a copy of the public record.
Fees
Upon any request for a copy of public records which reasonably describes an identifiable record
or information produced therefrom and which is not otherwise exempt from disclosure, the
District shall make the records promptly available to any person upon payment of fees covering
the direct cost of duplication (see District Copy Cost Schedule). Upon request, an exact copy
shall be provided unless impracticable to do so.
District Copy Cost Schedule
A. A request for a copy of an identifiable written public record or information produced
therefrom, or a certified copy of such record, shall be accompanied by payment of a fee in
the amount of twenty-five cents ($0.25) per page for standard single-sided copies; fifty
cents ($0.50) for standard double-sided; forty cents ($0.40) for 11x17 sheets.
B. Reproduction of blueprints, maps and similar documents will be provided by the District as
follows: Fees for blueprints, maps, etc. must be paid equal to the fee billed to the District
for the service provided by an outside service provider upon receipt of the reproductions
by the person requesting the copies. Fees for maps, oversized (2x3) documents and similar
products that the District can reproduce will be charged three dollars and fifty cents ($3.50)
per page. A deposit may be required for copying a large volume of material.
C. Requests for digital records and data can usually be met without charge.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Brown Act Compliance – Open Meeting Requirements
Original Approval Date:
Last Revised:
Policy No: Page
1 of 2
Purpose
This policy provides guidelines to ensure that all meetings and committees of the Board of
Directors shall be conducted in compliance with all applicable requirements of the Brown Act.
Background
The Legislature adopted the Brown Act (“Act”), generally referred to as California’s “Open
Meetings Laws” in 1964. Except for closed sessions, the Act requires all aspects of the decision-
making process by a legislative body be conducted in public.
Policy
The orderly conduct of District business is guided by certain rules, regulations and procedures
that are intended to afford equal opportunity for input on policy-making decisions to both
Board members and the public. While many governance guidelines are embodied in State law,
others are subject to Board discretion.
Procedure
A. Regular Meeting - Regular meetings of the District Board of Directors will be held on the
second and fourth Wednesday of each month at 5:30 pm at the District office, located at
31111 Greenspot Road, Highland, CA., 92346. The Board will conduct closed session at
4:30 pm and commence the regular board meeting at 5:30 pm. Should the closed session
items require more than the allotted time, the Board will adjourn to open session at 5:30
pm, conduct District business, and then adjourn back into closed session. After closed
session, the Board will reconvene into open session and announce any action taken in the
closed session prior to adjournment of the meeting.
B. Special Meeting – Special meetings of the Board of Directors may be called by the
Chairman of the Board or by a majority of the Board. All Directors and members of the
public who have requested a notice of special meeting shall be notified of the special
meeting at least 24 hours prior to the meeting. The Board shall not add any non-agenized
item to the agenda of a special meeting. Further, no agenda for a special meeting shall
provide an opportunity for the Board to consider the possible addition on any non-
agenized item to the agenda.
C. Emergency Meetings – In the event of an emergency in which an emergency situation
involving matters upon which prompt action is necessary due to the disruption or
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Brown Act Compliance – Open Meeting Requirements
Original Approval Date:
Last Revised:
Policy No: Page
2 of 2
threatened disruption of public facilities, the Board of Directors may hold an emergency
special meeting without complying with the 24-hour notice. An emergency situation
means a crippling disaster which severely impairs public health, safety, or both, as
determined by a majority of the Board. Newspapers of general circulation in the District,
radio and television stations which have requested notice of Special meetings shall be
notified by at least one hour prior to the emergency meeting. In the event that telephone
services are not functioning, the notice requirement of one hour is waived, but the
Board, or its designee, shall notify such newspapers, radio stations, or television stations
of the fact of the holding of the Emergency Special meeting, and of any action taken by
the Board, as soon after the meeting as possible.
Closed session may be held during an Emergency meeting by a unanimous vote of the
members present, and all other rules governing Special meetings shall be observed with
the exception of the 24-hour notice. The minutes of the Emergency meeting, a list of
persons the Board or designee notified or attempted to notify, a copy of the roll call
vote(s), and any actions taken at such meeting shall be posted for a minimum of ten days
in the District office as soon after the meeting as possible.
D. Adjourned Meetings – A majority vote by the Board of Directors may terminate any Board
meeting at any place in the agenda to any time and place specified in the order of
adjournment, except that if no Directors are present at any Regular or Adjourned Regular
meeting, the General Manager/CEO may declare the meeting adjourned to a stated time
and place, and he/she shall cause a written notice of adjournment to be given.
E. Standing Committee Meetings – The meetings of a standing Committees are subject to the
notice an open meeting provisions of the Brown Act.
F. Agendas – The agendas of all Board meetings and all committee meetings that are open to
the public shall be posted in the following locations: (1) the board-room window located
at the District headquarters which is accessible twenty-four (24) hours a day; (2) on-line
at the District’s website known as “eastvalley.org”; and (3) the window of the customer
service department and lobby of the District headquarters.
G. The District Clerk shall ensure that all required and appropriate information is available
for the audience at said meetings, posted on the District’s website, and that the physical
facilities for meetings are functional and appropriate for all persons.
S TAF F R E P ORT
Agenda Item #2.
Meeting Date: O cto ber 19, 2017
Dis c ussion Item
To: F I NAN C E AND HUMAN R ES O UR C ES C O MMI T T EE
From: G eneral Manager/C E O
S ubject: R eview Adminis trative P olic ies : P ublic R ecord s R equest P olicy and Brown Act P o licy
R E C O MM E N D AT IO N:
S taff recommends that the F inance and Human R es o urces S tand ing C o mmittee review the attac hed P ublic
R ec o rd s R eq ues t P o lic y and the Brown Ac t - O p en Meeting P olicy.
B AC KG R O UN D / AN ALYS IS :
T he S pec ial Dis tric t Leaders hip F o und atio n (S DLF ) is an independent, non-profit o rganization fo rmed to
p romote good go vernanc e and b es t prac tices among C alifornia's spec ial d is tricts thro ugh c ertific atio n,
ac creditatio n and o ther rec ognitio n p rograms . S DLF p rovid es the o p p ortunity for s p ec ial d istricts to
d emons trate and be rec o gnized fo r their c o mmitment to transparent and o p en go vernance.
O ne o f East Valley Water District’s O rganizatio nal End eavo rs is to “Maintain an Environment C o mmitted to
Elevated P ub lic S ervic e”. As p art of Dis trict's c o mmitment to p ublic trans p arency, fis cal management and go o d
go vernance, the Board would like to sub mit an ap p lic ation for the "District Trans parenc y C ertific ate o f
Excellenc e" thro ugh the S p ec ial Dis tric t Leadership F o undatio n.
To be eligible for the award , the Distric t mus t d emons trate b asic trans p arency req uirements and bes t p rac tic es
throughout the organization. T his includ es ethics training, audits , web s ite requirements , and s p ec ific p o lic ies
adopted b y the Board . Two o f the po lices required are: (1) P ub lic R ec o rd s R eq ues t P o lic y and (2) Brown Act
C omplianc e – O p en Meeting R equirements P olic y.
T he P ublic R ec o rds R eq ues t P olic y d efines the c riteria and estab lishes guidelines c oncerning the acc essibility o f
District rec o rd s. T his includ es: what is a p ublic record, the p ro cedure fo r req ues ting a p ublic record, the
District’s res p o ns e requirements and fees as s o ciated with a req ues t.
T he Bro wn Act C omplianc e – O p en Meeting R equirements P olicy p ro vid es guidelines to ensure that all
meetings o f the Board of Directo rs and S tand ing C o mmittees shall b e conducted in c o mp liance with all
applic ab le requirements o f the Brown Ac t. T he Brown Act als o predic ates that all of the dec ision-making
p roc es s es b y a legislative body are c ond uc ted in public .
T he ad o p tion of these two polic ies not only as s is ts the Dis tric t in meeting the req uirements for the C ertific ate o f
Excellenc e, b ut als o demo ns trates our commitment to ac c o untability through transparenc y.
R ec o mmend ed b y:
John Mura
G eneral Manager/C EO
R espec tfully s ubmitted:
Jus tine Hendric ks en
District C lerk
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
(E) - P ractice transparent & acc o untab le fis cal management
F IS C AL IMPAC T :
T here is no fis c al impact ass ociated with this agenda item.
ATTAC H M E NTS:
Description Type
P ublic Records Request P olicy Draft Backup Material
Brown Act Co mpliance P olicy Draft Backup Material
District Transparency Certificate of Excellenc e Backup Material