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HomeMy WebLinkAboutAgenda Packet - Finance & Human Resources Committee - 11/04/2019F IN A N C E A N D HUMA N RES O URC ES C O MMIT T EE November 4, 2019 - 3:30 PM 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 PUBLIC C O MMEN T S OL D B U SI N E SS 1.Review Board of Directors Handbook and Policies N E W B U SI N E SS 2.Review Discontinuation of Residential Water Service Policy and Resolution 2019.18 3.Approve the Minutes for: October 3, 2018 October 31, 2018 December 3, 2018 AD J O U RN P LEAS E NO T E: P urs uant to G overnment C ode S ec tion 54954.2(a), any reques t for a dis ability-related modification or ac commodation, including auxiliary aids or services, that is s ought in order to partic ipate in the above- agendized public meeting should be direc ted to the District C lerk at (909) 885-4900 at least 72 hours prior to said meeting. R es p ec tfully s ubmitted : Justine Hend ricks en Dis tric t C lerk S TAF F R E P ORT Agenda Item #1. Meeting Date: No vemb er 4, 2019 Dis c ussion Item To: F I N ANC E AND HUMAN R ES O UR C ES C O MMI T T E E F rom: G eneral Manager/C EO Subject: R eview Bo ard of Direc tors Hand b o o k and P olic ies R E C O MME N D AT IO N: S taff is recommending that the F inanc e and Human R es o urc es S tand ing C ommittee review the revis ed Bo ard of Direc tors Handboo k and P o lic ies . B AC KGR O UN D / AN ALYS IS : T he Board of Direc to r’s Hand b o o k was adopted o n O cto b er 8, 2014, to p ro vid e d irectio n and clarity for the Board to maintain a high level o f strategic succ es s through the incorporation of b es t p ractices . T he Hand b o o k contains pertinent Dis tric t information, contro lling legis latio n, rules and regulations, as well as lo cal p o licies enac ted by the Board . T he d o c ument s erves as a res o urc e for direc tors , s taff and members o f the pub lic in d etermining the manner in whic h matters o f Dis tric t b us iness are to b e c o nduc ted. O n June 18, 2019, the C o mmittee reviewed the Bo ard of Directo rs Hand b o o k, where they pro vided comments which have b een incorporated into the attac hed doc ument. F o llo wing final review by this committee, the Board o f Direc to rs Hand b o ok will be b rought b efore the full Board fo r c ons id eration o f approval. AG E N C Y G O ALS AN D OB J E C T IVE S : G o al and O bjec tives I I - Maintain a C ommitment to S us tainab ility, Transparenc y, and Ac c o untability a) P rac tice Trans parent and Ac countab le F is cal Management F IS C AL IMPAC T T here is no fis cal impac t as s o c iated with this agend a item. ATTACH M E N TS: Description Type Board o f Directors Handbook Backup Material Expense Activity She et Backup Material Board Reimburseme nt P olicy Backup Material Ordinanc e 388 Ordinance           Board of Director’s Handbook   EAST VALLEY WATER DISTRICT  31111 Greenspot Road     Highland, CA 92346       Adopted October 8, 2014 Updated November 4, 2019        East Valley Water District Board of Director’s Handbook Table of Contents Preamble ...................................................................................................................... 1 Chapter 1 – Role and Authority .................................................................................... 2 Chapter 2 – Board Values and Principles ..................................................................... 4 Chapter 3 – Board Member Interaction ........................................................................ 6 Chapter 4 – Staff Interaction ........................................................................................ 7 Chapter 5 - Governance ............................................................................................... 10 Chapter 6 – Public Interaction ...................................................................................... 13 Chapter 7 – Director’s Code of Conduct ..................................................................................................................................... 17 5 Appendix 1 – Board Member Acknowledgement 1   Adopted October 8, 2014      East Valley Water District Board of Director’s Handbook       In support of East Valley Water District’s mission, the Governing Board will develop, adopt, and maintain  a Board of Director’s Handbook. The intent is to educate and continually guide the Board to a high level  of strategic success and achievement in accord with best practices. Contained in the Handbook shall be  pertinent District information, controlling legislation, rules and regulations having authority, as well as  local policies enacted by the Board. The Handbook will serve as a resource for directors, staff and  members of the public in determining the manner in which matters of District business are to be  conducted.    Preamble   The customers served by the East Valley Water District are entitled to elected Board members who are  fair, ethical, and accountable. Such Board members constantly seek to reflect the following qualities:      They comply with both the letter and the spirit of the laws and policies affecting operations of  the District;    They are independent, impartial, and fair in their judgment and actions;    They use their public office for the public good, not for personal gain; and    They conduct public deliberations and processes openly, unless legally confidential, in an  atmosphere of respect, civility and transparency.     To this end, the East Valley Water District Board of Directors has adopted this Director’s Handbook,  along with its Code of Conduct, to encourage public confidence in the integrity of the District and its fair  and effective operation. The Board’s commitment to these principles is captured in the following Core  Values:    1. Leadership in regional government, in the water industry, and in the local community.   2. Partnership with other agencies, stakeholders, and customers to enhance service.  3. Stewardship of ratepayer dollars and the region’s precious water resources.    2  Adopted October 8, 2014  4.   East Valley Water District 5. Board of Director’s Handbook 6.     Chapter 1 – Role and Authority Role of the Board    The primary role of the Board is to establish policies that guide the District to meet its mission. The  policy decisions and actions of the Board constitute the "action" of the Board of Directors.    The Board has three (3) major responsibilities:    1. Promote the best interests of the District's customers by establishing policies that support the  vision and mission of the District and by ensuring the implementation of those policies. Policies  include the governing principles, plans, and course of action for the organization. Policy‐making  is the process of visionary planning and should reflect the broadest possible principles and  provide parameters within which staff can operate. Policy‐making sets the overall direction for  the District.  2. The Board shall establish policies that ensure fiscal stability and the effective use of funds. In  order to achieve this, each fiscal year the Board adopts a budget covering the anticipated  revenues and expenditures of the District and reviews monthly and quarterly budget reports  throughout the year. Additionally, from time to time, the Board reviews and/or adopts  amendments to the District's cash reserve, investment, and other policies as necessary.  3. Hire a General Manager and CEO to manage the day‐to‐day operations of the District. The Board  holds the General Manager/CEO accountable for the effective operational management of the  District. An additional responsibility of the Board is to properly evaluate the General  Manager/CEO on an annual basis.    In order to fulfill these responsibilities, the Board shall adhere to the following basic policy guidelines:    1. That the Board of Directors provides policy direction and leadership for the District.  2. That Board members recognize and respect the distinction between the policy setting role and  the day‐to‐day implementation of policy by staff.  3. That it is the responsibility of the Board (from a policy perspective) to ensure that the District is  a progressive, innovative, and well‐managed agency.  4. That the Board exercises authority only collectively as a Board, and individual Board members  shall not act on their own volition.  5. That the Board understands and provides leadership in regional, state, and national issues  affecting the operations of the District.  3  Adopted October 8, 2014      6. That the Board respects the role of constituents in the governance of the District, and  encourages their participation.  7. That key stakeholders should be consulted when and where appropriate.  8. That Board members represent the District in business related matters at meetings and events  other than regular meetings of the Board.  9. That the Board maintains a high level of communication with the General Manager/CEO. When  a Board member is going to be out of town or unavailable, the General Manager/CEO or his  executive assistantthe District Clerk is notified in a timely manner.  10. That Board members are provided the same information, where practical, including staff  reports, committee agendas, customer inquiries, background information, etc.  11. That the Board is responsible for informing the General Manager/CEO of any specific  information they want to receive from outside agencies or organizations. Staff is responsible for  providing same in a timely manner.  12. That the Board is aware that all written and electronic documentation and communication is  legally considered in the public domain. This excludes information protected by attorney‐client  privilege.    Authority    The East Valley Water District is a California Special District, an independent government agency which  provides water delivery service to the customers within its boundaries. The District operates under  authority of Division 12 of the California Water Code for County Water District. The District is governed  by an elected Board of Directors who has have authority to manage and conduct the business and affairs  of the District, including the authority to fix terms and conditions of employment (including  compensation) of District employees. The Board is authorized to delegate those powers. The Board has  retained authority to employ and set terms and conditions for employment of the General Manager and  CEO of the District, but the General Manager/CEO has management authority over subordinate  employees.    In order for a Board of Directors to function in an effective manner, it is important that each member  understand his/her respective role and the relationship they have to other members of the Board and to  the General Manager/CEO. This also requires an understanding of the level of performance required to  carry out the duties of a Board Member. The officers of the Board of Directors include the Chairman and  Vice‐Chairman. The Secretary to the Board of Directors is defined within the State Water Code as the  General Manager/CEO of the District. Officers of the District are selected every two years corresponding  with the general election for the Board or as otherwise determined by the Board of Directors. 4  Adopted October 8, 2014  7.   East Valley Water District 8. Board of Director’s Handbook 9.     Chapter 2 – Board Values and Principles   Adherence to established organizational values and principles can help to promote a collaborative work  environment that encourages sharing, creativity, openness to new ideas, and an emphasis on customer  satisfaction.    Putting Board Values into Play    Service Delivery   Strive to exceed customers’  expectations and proactively explore opportunities to provide  better service   Emphasize thoroughness and completeness   Treat every person with kindness and humility   Be courteous, responsive and professional    Actively listen to understand others  Leadership   Take ownership of, and responsibility for, actions, risks, and results   Use outcomes, whether positive or negative, as learning opportunities   Make sound decisions from experience, good judgment and collaboration   Give and seek clear expectations   Look for solutions that contribute to desired results   Act in all endeavors with an ethical, honest and professional manner   Honor commitments in order to build trust   Be truthful in word and deed  Openness   Approach every situation with good intentions   Encourage new and diverse ideas   Listen, cooperate, and share across the organization   Value and recognize individual contributions    5  Adopted October 8, 2014      Balance   Recognize the need for personal and professional balance   Do not forsake  long‐term goals in order to satisfy short‐term needs   Support an environment that is optimistic and enjoyable in which relationships can prosper  across the organization    Guiding Principles    1. Insuring a safe and efficient water delivery system.  2. Designing and administering the highest quality, secure and innovative programs.  3. Delivering services in an equal, accurate, courteous, professional and prompt manner.  4. Providing meaningful information and education to all customers in a timely manner.  5. Attracting, developing, and retaining a competent, creative and highly motivated workforce.  6. Maintaining public trust by being an ethical, sensitive, effective and cost efficient organization in  service to customers and employees alike.  7. Sustaining our role as leaders in the community. 6  Adopted October 8, 2014  8. East Valley Water District 9. Board of Director’s Handbook 10.     Chapter 3 – Board Member Interaction   When the members of the East Valley Water District Board are elected to office, there is an expectation  that they will bring a body of personal experience, knowledge and judgment to the development of  good public policies. However, there is also an expectation that each individual will strive to work with  fellow Board members and District staff as part of a team to address the various challenges and  opportunities that are presented to them. The following represents Board member “best practices” for  interacting with each other.    1. Board members are representatives of the District's culture and values its customers at all times.  2. Business attire at Board meetings, and when representing the District at public events, is  appropriate.  3. Relationships between Board members are informal and always professional.  4. Board members are aware of the rules governing communication among fellow Board members  in compliance with mandated open meeting (Brown Act) law requirements. This includes  communications by electronic, written and verbal methods.  5. Board members lead by example in their interaction and communication style and practice.  6. Board members function as a team and are not exclusive in their communication and  interaction.  7. To the extent possible, Board members will be cooperative in supporting each other.  8. Personal attacks against fellow Board members or staff are not representative of a constructive  culture. 7  Adopted October 8, 2014      East Valley Water District Board of Director’s Handbook     Chapter 4 – Staff Interaction The efficient and effective delivery of services to the customers of the East Valley Water District is a  collaborative effort between the elected members of the Board of Directors and those individuals  employed to execute the District’s day‐to‐day operations. The Board’s relationship and interaction with  its professional staff must be carefully cultivated and nurtured at all times.    The Board’s Relationship with the General Manager/CEO    One of the most vital relationships the District Board has is between itself and its General Manager/CEO.  The General Manager/CEO is the primary agent of the Board and is the one to whom the Board  delegates its authority to manage and administer the District's daily operations in accordance with  approved policies. This position is important because to be successful, the District requires leadership  and vision from its General Manager/CEO. In this capacity, the General Manager/CEO has two roles:  Chief Executive Officer and top advisor to the Board. As the most visible employee, the General  Manager/CEO truly represents the District to its many constituencies.    Much of the District’s success will be dependent upon a positive relationship between the Board and its  General Manager/CEO. Paradoxically, the leadership nature of both parties means that this relationship  will likely create some inherent tensions; a strong Board and a strong General Manager/CEO will not  always agree on every issue. However, both must consciously focus on maintaining a shared sense of  purpose, open communication, honesty, trust and mutual support. While the General Manager/CEO is  hired to carry out Board policy directives, the Board also looks to him/her for guidance and leadership.    One of the most important decisions a Board will make is the selection of a General Manager/CEO in  whom they have confidence. The Board must be able to support the decisions of the General  Manager/CEO and grant him/her the authority to manage and lead the District. This is critical for  building the General Manager/CEO’s credibility with the staff and the community. Both parties should  always publicly support each other.    It is the General Manager/CEO’s responsibility to ensure that the Board members have all the  information they need to make Board‐level decisions and that all Board members are provided the same  information. Board members expect the General Manager/CEO to make a recommendation on every  issue before the Board, except those that are strictly reserved to the Board.    The following are guidelines are intended to help define the relationship between the Board and the  General Manager/CEO:    8  Adopted October 8, 2014    1. The General Manager/CEO prepares annual goals which are approved by the Board of Directors  as a part of a formal performance review process.  2. The Board of Directors will provide the General Manager/CEO with a written evaluation  annually.  3. Board members are encouraged to contact the General Manger/CEO about any subject related  to the operations of the District. Similarly, the General Manger/CEO may discuss any District  related issue with any member of the Board of Directors.  4. Concerns regarding overall District operations or specific department issues or department  heads are addressed with the General Manager/CEO.  5. Critical information will be provided to all members of the Board by the General Manager/CEO,  which feedback may be verbal, written, or electronic in nature.  6. The General Manager/CEO handles interdepartmental issues .  7. The General Manager/CEO shall advise the Board of Directors when he/she is out of the office  for an extended period of time and shall designate the individual who shall be acting General  Manager/CEO during that time.    Request for Staff Resources    Individual Board member requests for research or otherby staff work must be directed to the General  Manager/CEO, or the District’s legal counsel regarding legal matters. If, in the judgment of the General  Manager/CEO, more than one hour of staffa significant amount of time will be required to complete the  requested task/project, the item may be agendized to solicit Board authorization to expend the  additional time necessary on the proposed item. Staff responses to Board member requests shall will be  provided to the General Manager/CEO and distributed to all Board members.    Interactions with Staff    District staff serves the entire Board of Directors as a whole. Consequently, the Board should adhere to  the following guidelines in its interaction with the staff:    1. A Board member shall not direct staff to initiate any action, change a course of action, or  prepare any report without the approval of the General Manager/CEO and, if necessary, a  majority of the Board.   2. Board members shall not attempt to pressure or influence discussions, recommendations,  workloads, schedules, or priorities.   3. When preparing for Board meetings, Board members should direct questions ahead of time  to the General Manager/CEO so that staff can provide the desired information at the Board  meeting.   4. Any concerns by a member of the Board regarding the behavior or work of a District  employee should be directed to the General Manager/CEO privately to ensure that the  concern is addressed. Board members shall not reprimand employees directly nor should  they communicate their concerns to anyone other than the General Manager/CEO.   9  Adopted October 8, 2014    5. Soliciting political support from staff (e.g., financial contributions, display of posters or lawn  signs, name on support list, etc.) is prohibited. District staff may, as private citizens with  constitutional rights, support political candidates, but all such activities must be done away  from the workplace and may not be conducted while on the job.  10  Adopted October 8, 2014    10.   East Valley Water District 11. Board of Director’s Handbook 12.     Chapter 5 – Governance   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.    Election of Officers    The Chair and Vice Chair of the Board will be elected by the members of the Board.  The election will be  held at the first regular meeting in December of every other year.    The Board shall also designate the General Manager/CEO. BoardCEO, Board Secretary and Chief  Financial Officer.    Roles of the Chair and Vice Chair of the Board of Directors    1. The Chair of the Board of Directors is selected following the normal board election cycle for  a 2‐year term, unless otherwise modified by the Board.  2. The Chair of the Board is selected by the Board of Directors. In addition to the duties of the  Chair described below, the Chair presides at all Board of Directors meetings, makes rulings  on procedural points of order, and should keep meetings on track and productive. The Chair  should encourage open discussion and allow all members the opportunity to express their  views. The Chair should lead and guide the Board of Directors and provide a stabilizing  influence and bring out the best in all members. The Chair appoints all committees, standing  and Ad Hoc; coordinates the efforts of committees; integrates committee work with that of  the Board of Directors, and defines committee relationships the General Manager/CEO. The  Chair makes declarations, extends official recognition of groups or events, and regularly  communicates with the General Manager/CEO. The Chair can request an item to be placed  on the Board agenda.  3. The Vice‐Chair remains as one member of the Board and has no rights or authority different  from any other member of the Board. However, in the event of a temporary absence of the  Chair, or an early vacancy in the position of Board Chair, the Vice‐Chair shall become the  Board Chair and shall continue as such until the Board Chair’s temporary absence is  complete or for the remaining portion of the outgoing Board Chair’s term as Board Chair.  4. The Board shall govern the succession of the Chair and Vice‐Chair.  11  Adopted October 8, 2014    5. In the event of an early vacancy in the position of Vice‐Chair, the Board shall determine, by  vote, a replacement to fulfill the remaining portion of the outgoing Vice‐Chair's term.  6. The Chair acts as the ceremonial head or representative of the District at various civic  functions, and in his/her absence, the Vice‐Chair serves in this capacity.  7. The Chair is the designated spokesperson for the Board of Directors when requests are  made from external sources. The Chair may elect to appoint one of the other Board  members to serve in this capacity.  8. The Chair acts as the signatory on all documents requiring the Board's execution. The Vice‐ Chair may do so in the Chair's absence.  9. The Chair makes appointments to the Representative Assignments annually.    Time and Place for Regular Meetings    The regular monthly meeting of the Board of Directors will be held on the second and fourth  Wednesday of each month commencing at 5:30 pm at a site determined by the Board.    Quorum Requirements    Three members of the Board will constitute a quorum for the transaction of business.    Board Meeting Protocol    1. All noticed meetings of the Board of Directors shall be conducted using Roberts Rules of  Order. Robert's Rules provide for constructive and democratic meetings and are intended to  help, not hinder, the business of the Board. Under no circumstances should "undue  strictness" be allowed to intimidate or limit full participation.  2. The General Manager/CEO is responsible for setting the agenda for the meetings of the  Board. Any member of the Board may request that an item be placed on the agenda  through notification to the General Manager/CEO and Chair.  3. Public comment shall be received pursuant to the Ralph M. Brown Act.  4. The Board shall treat members of the public with courtesy and respect.  5. Corrections to official minutes of the Board of Directors public meetings are passed on to  the General Manager/CEO as soon as reasonably possible and shall be approved at the next  regular Board meeting.  6. The General Manager/CEO shall inform the Board of items of significance that will be placed  on future agendas.  7. The General Manager/CEO meets with the Board Chair and/or Vice Chair prior to the Board  meetings to review and prepare for the upcoming meeting.  8. At the direction of the General Manager/CEO, department heads or appropriate  departmental managers will be present at every meeting if they have an item on the  agenda.  12  Adopted October 8, 2014      9. The time during the Board Announcements Board of  portionDirectors‘ Report portion of the  Agenda shall be utilized for public education purposes regarding District programs and  services. It is not intended to allow Board members to ask staff for studies and reports or to  express complaints. Such input should be conveyed to the General Manager/CEO outside of  the Board meeting. members of the legislative body to provide brief reports on meetings  attended at the expense of the local agency at the next regular meeting pursuant to  Government Code Section 53232.3.(d).    9.10. The Board Comment portion of the Agenda shall be an opportunity for Members of the  Board to make brief statements regarding non‐agendized items.    Consent Calendar    1. The District utilizes a Consent Calendar to approve routine business matters, such as  minutes, production reports, cash reports, some resolutions, and previously approved  budgetary items.  2. If a Board member has a question on a Consent Calendar item, they are encouraged to  contact the General Manager/CEO for clarification prior to the official meeting, rather than  having it pulled for separate discussion during the meeting.  Voting  A majority of all members of the Board present at a meeting will be required to approve any ordinance,  resolution or motion, unless a different voting requirement to approve a particular action is specified  under State law.  1. Each member may speak on an item prior to the making of a motion.  2. Roll call votes are required on all ordinances considered by the Board. On other items, a roll  call vote may be requested by any member of the Board, but is at the discretion of the  Chair.  3. Once an agenda item has been voted on, the disposition is considered as the "action" of the  Board of Directors and subsequently supported by the individual members of the Board.  Closed Session  1. All closed session discussions and materials are considered legal and confidential  information, and as such, are not shared outside the closed Session Conference unless  specific action is taken, and then must be reported out of Closed Session.  2. Closed session staff reports are to be returned to the General Manager/CEO and/or District  counsel immediately following the meeting. Electronic copies of the reports will not be  provided to the Board.  13  Adopted October 8, 2014    3. Closed Session meetings may be held at times other than the regular meetings of the Board  of Directors so long as the meeting is posted pursuant to the prevailing open meeting or  Brown Act rules.  4. A Board Member should refer a request for information regarding a closed session item to  the General Manager/CEO who in concert with the District's legal counsel, will prepare an  appropriate response. 14  Adopted October 8, 2014    11. East Valley Water District 12. Board of Director’s Handbook 13.     Chapter 6 – Public Interaction   As a public body, it is important for the East Valley Water District Board of Directors to establish a  working environment that encourages public participation and trust. During their time as elected  officials, Board members will have a wide range of interactions with the public including written  communication (i.e., letters, email, etc.), social media, phone calls, face‐to‐face, social functions, regular  and special Board meetings, etc. The following guidelines represent Board member “best practices” for  interacting with the public.    Customer Concerns and Complaints    1. All customer concerns and inquiries shall be referred to the General Manager/CEO.  2. The General Manager/CEO or his designee Staff will provide the Board with a written or  verbal report of customer concern or inquiry that cannot be handled as a routine manner. .  Staff will also provide Tthe Board will also be provided with a response to the concern or  inquiry.  3. The Board will be informed of significant, politically sensitive, urgent and/ or repetitive  telephone or electronic communication inquiries. Staff will research the request as soon as  possible, and provide the General Manager/CEO with the appropriate follow‐up and  response. The General Manager/CEO will review the communication prior to dissemination  to the Board.  4. Copies of any written or electronic responses to customer concerns provided by a member  of the Board shall be provided to the other members of the Board of Directors as well.  5. Information that may expose the District to liability will be shared with the Board at a  noticed, closed session meeting of the Board of Directors.    Public Input on the Agenda    1. Prior to public input on an agenda item, the Board will consider reports, questions from the  Board, and a response.  2. Agenda items noticed on the agenda for public hearing will follow procedures as outlined by  the District's legal counsel.  3. The Chair of the Board may elect to defer action on an item brought forward by the public  until such time as staff can prepare an appropriate response.  15  Adopted October 8, 2014    4. The Chair is responsible for maintaining an orderly progression of the business before the  Board, and to the extent possible regulates the amount and type of input from the public  and from members of the Board and staff.  5. Generally, Board members will not respond to public comments except for the Chair  referring matters to the General Manager/CEO for follow‐up. Board members may, through  the Chair, ask clarifying questions to ensure that staff provides an appropriate response.  Occasionally, a prompt response may be offered by the Chair or the General Manager/CEO  when an obvious answer or resolution is available. The Board will not enter into a debate or  make decisions in response to public comments that are not on the agenda for  consideration.  6. Questions by a Board member to staff or consultants making presentations shall be directed  to the Chair who will refer it to the General Manager/CEO for a response.    Representing an Official District Position    In order to ensure that they are properly representing their positions as elected officials of the East  Valley Water District, Board members should adhere to the following guidelines:   1. Board members may use their title only when conducting official District business, for  information purposes, or as an indication of background and expertise.   2. Once the Board of Directors has taken a position on an issue, all official District  correspondence regarding that issue will reflect the Board's adopted position.   3. In most instances, the Board will authorize the Chair of the Board to send letters stating the  District's official position to appropriate legislators.   4. No Board member is permitted toshall attend a meeting of any outside agency or  organization (including Representative Assignments) as an official representative of the  District without prior Board authorization from the Chairman. Meetings of outside agencies  and organizations that are included on the District’s list of Representative Assignments are  to be attended by the designated Board member and/or alternate.  If the designated Board  member and/or alternate cannot attend an assigned meeting, a duly appointed substitute  may attend on their behalf.   5. If a member of the Board appears before the meeting of another governmental agency  organization to give a statement on an issue affecting the District (including Representative  Assignments), the Board member shall indicate the majority position and opinion of the  Board. (NOTE: Board members shall report on any actions taken at the next Board meeting).  6. Personal opinions and comments that may be contrary to adopted policy may be expressed  only if the Board member clarifies that these statements do not reflect the official position  of the Board or the District.  7. Board members should exercise caution when utilizing the news media, social media or  other forms of communications to specifically express views which are in opposition to  adopted Board policy.  16  Adopted October 8, 2014    When two Board members are authorized/assigned by the Board to attend a meeting as the  District’s official representative, other Board members may not participate at the meeting in order  to avoid violations of the Ralph M. Brown Act. 17  Adopted October 8, 2014      East Valley Water District Board of Director’s Handbook     Chapter 7 – Director’s Code of Conduct In order to promote the public’s trust in Board policies and to ensure the most effective and efficient  delivery of District services, members of the Board shall abide by the following Director’s Code of  Conduct:     1. Board members shall refrain from abusive conduct, personal charges, or verbal attacks upon the  character or motives of other members of the Board, committees, staff, or the public.  2. Board members duties shall be performed in accordance with the processes and rules of order  established by the Board.  3. Communication between Board members, including electronic, verbal and written, shall comply  with all State‐mandated open meeting law requirements (Brown Act).  4. Board members shall inform themselves on public issues, listen attentively to public discussions  before the body, and focus on the business at hand.  5. Board decisions shall be based upon the merits and substance of the matter at hand.  6. Board members shall represent the official policies and positions of the Board. When presenting  their personal opinions or positions publicly, members shall explicitly state they do not  represent the Board or the District.  7. Board members shall respect and preserve the confidentiality of information provided to them  concerning the confidential matters of the District. They must neither disclose confidential  information without proper legal authorization nor use such information to advance or  adversely affect the personal, financial, or private interests of themselves or others.  8. It is the responsibility of Board members to publicly share substantive information that is  relevant to a matter under consideration that they have received from sources outside of the  public decision‐making process with all other Board members and the public prior to taking  action on the matter.  9. Appropriate District staff should be involved when Board members meet with officials from  other agencies and jurisdictions to ensure proper staff support as needed and to keep the  General Manager/CEO informed.  10. Board members shall not attend internal staff meetings or meetings between District staff and  third parties unless invited by the General Manager/CEO or directed by the Board to do so.  11. Board members shall disclose to the appropriate authorities and/or to the Board any behavior  or activity that may qualify as corruption, abuse, fraud, bribery or other violation of the law.    18  Adopted October 8, 2014    12. Board members, by virtue of their public office, shall not take advantage of services or  opportunities for personal gain that are not available to the public in general. They shall not  accept gifts, favors or promises of future benefits that might compromise their independence of  judgment or action or give the appearance of being compromised. Likewise, Board members  shall not appear on behalf of, or advocate for, the private interests of a third‐party before the  Board.    Conflict of Interest    In order to assure their independence and impartiality on behalf of the public good, state law prohibits  Board members from using their official positions to influence government decisions in which they have  a financial interest or where they have an organizational responsibility or a personal relationship that  would present a conflict of interest under applicable State law. In accordance with applicable State laws,  the following provisions shall apply to all Board member actions:  1. A Board member will not have a financial interest in a contract with the District, or be a  purchaser at a sale by the District or a vendor at a purchase made by the District, unless the  Board member’s participation was authorized under Government Code sections 1091 or 1091.5,  or other provisions of law.  2. A Board member will not participate in the discussion, deliberation or vote on a matter before  the Board of Directors, or in any way attempt to use his or her official position to influence a  decision of the Board, if he or she has a prohibited interest with respect to the matter, as  defined in the Political Reform Act, Government Code sections 81000, and following, relating to  conflicts of interest. Generally, a Board member has a financial interest in a matter if it is  reasonably foreseeable that the Board decision would have a material financial effect (as  defined by the Fair Political Practices Commission’s (“FPPC”) regulations) that is distinguishable  from the effect on the public generally on:  a.  A business entity in which the Board member has a direct or indirect investment in the  amount specified in the then‐effective FPPC regulations;  b. Real property in which the Board member has a direct or indirect investment interest,  with a worth in the amount specified in the then‐effective FPPC regulations;  c. A source of income of the Board member in the amount specified in the then‐effective  FPPC regulations, within twelve months before the Board decision;  d. A source of gifts to the Board member in an amount specified in the then‐effective FPPC  regulations within twelve months before the Board decision;  e. A business entity in which the Board member holds a position as a director, trustee,  officer, partner, manager or employee;  f. The Board member’s personal expense, income, assets or liabilities, and those of his or  her immediate family, are likely to go up or down in a 12‐month period as a result if the  decision by the amount specified in the then‐effective FPPC regulations.  3. If a Board member believes that he or she may be disqualified from participation in the  discussion, deliberations or vote on a particular matter due to a conflict of interest, the  following procedure will be followed:  19  Adopted October 8, 2014    a. If the Board member becomes aware of the potential conflict of interest before the  Board meeting at which the matter will be discussed or acted on, the Board member will  notify the District’s General Manager/CEO and the District’s legal counsel of the  potential conflict of interest, so that a determination can be made whether it is a  disqualifying conflict of interest;  b. If it is not possible for the Board member to discuss the potential conflict with the  General Manager/CEO and the District’s legal counsel before the meeting, or if the  Board member does not become aware of the potential conflict until during the  meeting, the Board member will immediately disclose the potential conflict during the  Board meeting, so that there can be a determination whether it is a disqualifying conflict  of interest;  c. Upon a determination that there is a disqualifying conflict of interest, the Board  member: (1) will not participate in the discussion, deliberation or vote on the matter for  which a conflict of interest exists, which will be so noted in the Board minutes; and (2)  leave the room until after the discussion, vote and any other disposition of the matter is  concluded, unless the matter has been placed on the portion of the agenda reserved for  uncontested matters (i.e., the consent calendar), in which case the Board member will  identify the nature of the conflict and not vote on the specified item on the consent  calendar. If the item is agendized for discussion and possible action, the Board member  may speak on his or her personal interests in the matter during the time that the  general public speaks on the issue but must leave the room during Board discussion and  action on that item.   4. A Board member will not recommend the employment of a relative by the District. A Board  member will not recommend the employment of a relative to any person known by the Board  member to be bidding for or negotiating a contract with the District.    Handling of Legal Matters    The Board appoints the District’s legal counsel to provide a wide range of professional legal services,  assistance, and legal advice to the Board of Directors, General Manager/CEO and all District  departments and offices.    1. The following guidelines shall be employed by Board members when dealing with legal and/or  other confidential matters:  a. All written materials and verbal information provided to Board members on matters  that are confidential and/or privileged under State law shall be kept in complete  confidence to ensure that the District's position is not compromised. No disclosure or  mention of any information in these materials may be made to anyone other than Board  members, the General Manager/CEO or the District’s legal counsel.   b. Confidential materials provided in preparation for and during Closed Sessions shall not  be retained and electronic copies must be deleted or documents returned to staff at the  conclusion of the Closed Session.  c. Confidential materials provided to Board members outside of Closed Sessions must be  destroyed, deleted, or returned to staff within thirty (30) days of their receipt.  20  Adopted October 8, 2014    d. Board members may not request confidential written information from staff that has  not been provided to all Board members.  2. All Board members who are desirous of contact with the District’s legal counsel, his or her staff,  and/or attorney(s) contracted to work on behalf of the District shall obtain prior approval from  the General Manager/CEO. Board members cannot enjoy or establish an attorney‐client  relationship with said attorney(s) by consulting with or speaking to same. Any attorney‐client  relationship established belongs to the District, acting through the Board of Directors, and as  may be allowed in State law for purposes of defending the District and/or the Board in the  course of litigation and/or administrative procedures, etc.    Ethics Training    AB 1234 requires elected or appointed officials who are compensated for their service or reimbursed for  their expenses to take two hours of training in ethics principles and laws every two years.  Those who  enter office after January 1, 2006 must receive the training within a year of starting their service.  They  must then receive the training every two years after that.    The training must cover general ethics principles relating to public service and ethic laws including:  1. Laws relating to personal financial gain by public officials (including bribery and conflict of  interest laws);   2. Laws relating to office‐holder perks, including gifts and travel restrictions, personal and political  use of public resources, and prohibitions against gifts of public funds;   3. Governmental transparency laws, including financial disclosure requirements and open  government laws (the Brown Act and Public Records Act);   4. Laws relating to fair processes, including fair contracting requirements, common law bias  requirements, and due process.    Sexual Harassment Prevention Training    AB 1661 requires elected or appointed officials who are compensated for their service or reimbursed for  their expenses to receive at least two hours of sexual harassment prevention training and education  within the first six months of taking office or commencing employment, and every two years thereafter.    The training must include information and practical guidance regarding the federal and state statutory  provisions concerning the prohibition against, and the prevention and correction of, sexual harassment  and the remedies available to victims of sexual harassment in employment.    Enforcement    Any actual or perceived violation of District policies, including the Code of Conduct, by a Board member  should be referred to the Chair of the Board or the full Board of Directors for investigation, and  consideration of any appropriate action warranted. A violation of this policy may be addressed by the  use of such remedies as are available by law to the District, including but not limited to:  21  Adopted October 8, 2014    1. Reassignment of committee positions;  1.2. Adoption of a resolution expressing disapproval of the conduct of the Board member who has  violated this policy (i.e., censure);  2.3. Injunctive relief;  3.4. Referral of the violation to the District Attorney.    17  Adopted October 8, 2014    13.   East Valley Water District 14. Board of Director’s Handbook 15.     Appendix 1 – Board Member Acknowledgement   This Board of Directors Handbook, which includes the Director’s Code of Conduct, shall be considered to  be the definitive document relating to ethical conduct by the East Valley Water District Board of  Directors.  I affirm that I have received a copy of the East Valley Water District Board of Directors Handbook and  that I have read and understand its provisions.    ________________________________  Board Member Signature  ____________________  Date    Name: Month / Year: Meeting No.Stipend Written Oral 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 Meetings 0.58/mi No. 1 2 3 4 5 6 7 8 9 10 Subtotal TOTAL PAYMENT Date of Approval / 0.00 X ( 0 ) Report Provided Subtotal Meetings' Stipend Mileage Administration Signature I certify that the above is correct and accurate to the best of my knowledge. Date Meeting / Event Description Date $0.00 $0.00 $0.00 Reimbursement Mileage Miscellaneous Reimbursement DescriptionExpense Type $0.00 DIRECTOR EXPENSE / REIMBURSEMENT ACTIVITY SHEET 1 Name: Month / Year: 1 2 3 4 5 Event Description: Brief Description of Meeting/Event Value to EVWD Brief Description of Meeting/Event Value to EVWD Meeting Date: Event Description: Brief Description of Meeting/Event Value to EVWD Meeting Date: Meeting Date: Event Description: Brief Description of Meeting/Event Value to EVWD Meeting Date: Event Description: / As part of the District's commitment to transparency, please provide a brief description of any meeting/event(s) that you will not be providing a report during the Board meeting at which your Director's Expense Sheet is Meeting Date: Event Description: Brief Description of Meeting/Event Value to EVWD DIRECTOR EXPENSE / REIMBURSEMENT ACTIVITY SHEET AB 1234 SUPPLEMENTAL REPORT FORM 2 Name: Month / Year: 6 7 8 9 10 / As part of the District's commitment to transparency, please provide a brief description of any meeting/event(s) that you will not be providing a report during the Board meeting at which your Director's Expense Sheet is Meeting Date: Event Description: Brief Description of Meeting/Event Value to EVWD Event Description: Brief Description of Meeting/Event Value to EVWD Meeting Date: Event Description: Brief Description of Meeting/Event Value to EVWD Meeting Date: Event Description: Brief Description of Meeting/Event Value to EVWD Meeting Date: Meeting Date: Event Description: Brief Description of Meeting/Event Value to EVWD DIRECTOR EXPENSE / REIMBURSEMENT ACTIVITY SHEET AB 1234 SUPPLEMENTAL REPORT FORM 3 Name: Month / Year: 11 12 13 14 15 / As part of the District's commitment to transparency, please provide a brief description of any meeting/event(s) that you will not be providing a report during the Board meeting at which your Director's Expense Sheet is Event Description: Brief Description of Meeting/Event Value to EVWD Meeting Date: Event Description: Brief Description of Meeting/Event Value to EVWD Meeting Date: Event Description: Brief Description of Meeting/Event Value to EVWD Meeting Date: Event Description: Brief Description of Meeting/Event Value to EVWD Meeting Date: Event Description: Brief Description of Meeting/Event Value to EVWD Meeting Date: DIRECTOR EXPENSE / REIMBURSEMENT ACTIVITY SHEET AB 1234 SUPPLEMENTAL REPORT FORM 4 Name: Month / Year: 16 17 18 19 20 Event Description: Brief Description of Meeting/Event Value to EVWD / As part of the District's commitment to transparency, please provide a brief description of any meeting/event(s) that you will not be providing a report during the Board meeting at which your Director's Expense Sheet is Meeting Date: Event Description: Brief Description of Meeting/Event Value to EVWD Meeting Date: Event Description: Brief Description of Meeting/Event Value to EVWD Meeting Date: Event Description: Brief Description of Meeting/Event Value to EVWD Meeting Date: Event Description: Brief Description of Meeting/Event Value to EVWD Meeting Date: DIRECTOR EXPENSE / REIMBURSEMENT ACTIVITY SHEET AB 1234 SUPPLEMENTAL REPORT FORM 5 S TAF F R E P ORT Agenda Item #2. Meeting Date: November 4, 2019 Disc ussion Item To: F I NANC E AND HUMAN R ES O UR C ES C O MMI T T EE F rom: C hief F inancial O ffic er Subject: R eview Disc ontinuation of R es idential Water S ervic e P olic y and R es olution 2019.18 R E C OMME N D AT ION: S taff recommend s that the F inanc e and Human R es o urc es C o mmittee (C ommittee) review the Disc ontinuation o f R es id ential Water S ervice P olic y and R es olution 2019.18, in o rd er to comply with S enate Bill 998 (S B 998) requirements . B AC KG R OUN D / AN ALYS IS: S B 998 p ro vides rules and proc ed ures for urban and c o mmunity water s ys tems and urb an water s uppliers to follow before they shut o ff res id ential water service. R es id ential water service inc lud es service to a residential connec tion to a single-family ho me, multi-family ho mes , mo b ile ho mes includ ing tho s e in mobile home parks and farmworker housing (Health & S afety C ode, S ection 116902(c )). Eas t Valley Water Dis tric t (Dis tric t) is an urb an water s up p lier, per Water C ode s ectio n 10617, so it mus t comply with S B 998 by F eb ruary 1, 2020. ln light of S B 998, the Dis tric t will need to extend the number of days b efo re it s huts o ff service to 60 d ays and will als o need to make s ure its no tic e to c us to mers inc ludes information required by S B 998. Written notic es must be in English and the languages lis ted in C ivil C ode s ection 1632 (S panis h, C hines e, Tagalo g, Vietnames e, Korean, and any o ther language s p o ken b y at leas t 10 percent of the s ervic e area). Additionally, the District must report the number of annual dis continuations of residential service for failure to pay on its website and to the C alifo rnia S tate Water R esources C ontrol Board. T he District’s fees will als o be adjusted to c omply with S B 998 as follows : AG E N C Y G O ALS AN D O B J E C T IVE S : G oal and O bjectives I I - Maintain a C ommitment to S ustainability, Transparency, and Acc ountability a) P rac tic e Trans parent and Acc ountable F is cal Management R E VIE W B Y O T HE R S : T his agenda item has been reviewed b y the F inanc e and C us tomer S ervic e Departments , Executive Management, and Legal C ouns el. F IS C AL IMPAC T T here is no fisc al impac t as s ociated with this agenda item. ATTAC H M EN TS: Description Type Resolution 2019.18 Resolution Letter Exhibit A - P olicy Exhibit East Valley Water District Resolution 2019.18 Page 1 of 2 RESOLUTION 2019.18 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE EAST VALLEY WATER DISTRICT ESTABLISHING A POLICY FOR THE DISCONTINUATION OF RESIDENTIAL WATER SERVICE WHEREAS, East Valley Water District (“District”) is a county water district organized and operating pursuant to California Water Code section 30000 et seq.; WHEREAS, on or about September 28, 2018 the governor of the state of California approved Senate Bill 998 (SB 998) adding chapter 6, commencing with section 116900 of the Health & Safety Code establishing rules governing the discontinuation of residential water service; and WHEREAS, SB 998 requires urban and community water systems such as the District to adopt a policy setting forth the rules governing the discontinuation of residential water service which policy is to be effective on and after February 1, 2020; and WHEREAS, District has created a policy which complies with SB 998, which is attached hereto as Exhibit “A”. NOW THEREFORE, BE IT RESOLVED by the Board of Directors of the East Valley Water District that the policy governing disconnection of residential water service attached to this Resolution as Exhibit “A” is hereby approved and shall become the official policy of the District. This Resolution shall take effect as of the 1st day of February 2020. ADOPTED this 13th day of November 2019. Ayes: Noes: Absent: Abstain: Chris Carrillo, Board President East Valley Water District Resolution 2019.18 Page 2 of 2 November 13, 2019 I HEREBY CERTIFY that the foregoing is a full, true and correct copy of Resolution 2019.XX adopted by the Board of Directors of East Valley Water District at its Regular Meeting held November 13, 2019. ATTEST: _____________________________ John Mura Secretary, Board of Directors EXHIBIT A POLICY ON DISCONTINUATION OF RESIDENTIAL WATER SERVICE Adopted by the Board of Directors on November 13, 2019 Effective February 1, 2020 1 1. Application of Policy. This Policy on Discontinuation of Residential Water Service (this “Policy”) shall apply to all District accounts for residential water service, but shall not apply to any accounts for non-residential service. To the extent this Policy conflicts with any other rules, regulations, or policies of the District, this Policy shall control. 2. Contact Information. For questions or assistance regarding a water bill, the District’s Customer Service staff can be reached at (909) 889-9501. Customers may also visit the District’s Customer Service desk in person Monday through Thursday, from 8:00 a.m. to 5:00 p.m., and on Fridays from 7:30 a.m. to 4:30 p.m. The District is closed on holidays. 3. Billing Procedures. Water service charges are payable to the District once every month, or at such other frequency as determined by the Board of Directors from time to time. All bills for water service are due and payable twenty (20) days after mailing [or e-mailing] by the District. Any bills not paid within such period are considered delinquent. 4. Discontinuation of Water Service for Nonpayment. If a bill is delinquent for at least sixty (60) days, the District may discontinue water service to the service address. 4.1 Written Notice to Customer. The District will provide a mailed notice to the customer of record at least fifteen (15) days before discontinuation of water service. The notice will contain: (a) the name and address of the customer; (b) the amount of the delinquency; (c) the date by which payment or payment arrangements must be made to avoid discontinuation of service; (d) the procedure by which the customer may initiate a complaint or request an investigation or appeal concerning service or charges; (e) a description of the procedure by which the customer may request an alternative payment arrangement, which may include an extension, amortization, alternative payment schedule, or payment reduction; (f) the procedure for the customer to obtain information on financial assistance, if applicable; and (g) the telephone number where the customer may request a payment arrangement or receive additional information from the District. 4.2 Written Notice to Occupants or Tenants. (a) The District will also send a notice to the occupants living at the service address at least ten (10) days before discontinuation of water service under the following circumstances: (i) the District furnishes individually metered service to a single-family dwelling, multi-unit residential structure, mobile home park, or farm labor camp and the owner, manager, or operator is the customer of record; or 2 (ii) the customer of record’s mailing address is not the same as the service address. The notice will be addressed to “Occupant,” will contain the information required in Section 4.1 above, and will inform the residential occupants that they have the right to become customers of the District without being required to pay the amount due on the delinquent account. Terms and conditions for occupants to become customers of the District are provided in Section 8 below. (b) If the District furnishes water to residences through a master meter, the District will make a good faith effort, at least ten (10) days prior to termination, to notify the residential occupants that the account is in arrears and the service will be terminated on a date specified in the notice. The District will provide notice by either: (i) mailing the notice to each residential unit; (ii) posting the notice on the door of each residential unit, (iii) if providing notice to each unit is impracticable or infeasible, posting two (2) copies of the notice in each accessible common area and at each point of access to the structure or structures; or (iv) making some other good faith, reasonable effort to provide written notice to the occupants. The notice will be addressed to “Occupant,” will contain the information required in Section 4.1 above, and will inform the residential occupants that they have the right to become customers of the District without being required to pay the amount due on the delinquent account. Terms and conditions for occupants to become customers of the District are provided in Section 8 below. 4.3 In-Person or Telephonic Notice. The District will also make a reasonable, good faith effort to contact the customer of record or an adult person living at the premises of the customer in person or by telephone at least seven (7) days before discontinuation of service. The District will offer to provide in writing a copy of this Policy and to discuss options to avert discontinuation of water service for nonpayment, including the possibility of an extension or other payment arrangement. 4.4 Posting of Notice at Service Address. If the District is unable to make contact with the customer or an adult person living at the service address in person or by telephone, the District will make a good faith effort to leave a notice of imminent discontinuation of residential service and a copy of this Policy in a conspicuous place at the service address. The notice and copy of this Policy will be left at the residence at least forty-eight (48) hours before discontinuation of service. The notice shall include: (a) the name and address of the customer; (b) the amount of the delinquency; (c) the date by which payment or payment arrangements must be made to avoid discontinuation of service; 3 (d) the procedure for the customer to obtain information on financial assistance, if applicable; and (e) the telephone number where the customer may request a payment arrangement or receive additional information from the District. 4.5 Circumstances Under Which Service Will Not Be Discontinued. The District will not discontinue residential water service for nonpayment under the following circumstances: (a) During an investigation by the District of a customer dispute or complaint under Section 5.1 below; (b) During the pendency of an appeal to the Board of Directors under Section 5.3 below; or (c) During the period of time in which a customer’s payment is subject to a District-approved extension, amortization, alternative payment schedule, or reduction under Section 6 below, and the customer remains in compliance with the approved payment arrangement. 4.6 Special Medical and Financial Circumstances Under Which Services Will Not Be Discontinued. (a) The District will not discontinue water service if all of the following conditions are met: (i) The customer, or a tenant of the customer, submits to the District the certification of a licensed primary care provider that discontinuation of water service will be life threatening to, or pose a serious threat to the health and safety of, a resident of the premises where residential service is provided; (ii) The customer demonstrates that he or she is financially unable to pay for residential service within the District’s normal billing cycle. The customer is deemed financially unable to pay during the normal billing cycle if: (1) any member of the customer’s household is a current recipient of CalWORKs, CalFresh, general assistance, Medi-Cal, Supplemental Security Income/State Supplementary Payment Program, or California Special Supplemental Nutrition Program for Women, Infants, and Children, or (2) the customer declares under penalty of perjury that the household’s annual income is less than 200 percent of the federal poverty level; and (iii) The customer is willing to enter into an alternative payment arrangement, including an extension, amortization, alternative payment schedule, or payment reduction with respect to the delinquent charges. 4 (b) For any customers who meet all of the above conditions, the District shall offer the customer one of the following options, to be selected by the District in its discretion: (i) an extension of the payment period; (ii) amortization of the unpaid balance; (iii) an alternative payment schedule; or (iv) a reduced payment. The District’s General Manager will select the most appropriate payment arrangement, taking into consideration the information and documentation provided by the customer, as well as the District’s payment needs. (c) The customer is responsible for demonstrating that the conditions in subsection (a) have been met. Upon receipt of documentation from the customer, the District will review the documentation within seven (7) days and: (i) notify the customer of the alternative payment arrangement selected by the District and request the customer’s signed assent to participate in that alternative arrangement; (ii) request additional information from the customer; or (iii) notify the customer that he or she does not meet the conditions in subsection (a). (d) The District may discontinue water service if a customer who has been granted an alternative payment arrangement under this section fails to do any of the following for sixty (60) days or more: (i) to pay his or her unpaid charges by the extended payment date; (ii) to pay any amortized amount due under the amortization schedule; (iii) to pay any amount due under an alternative payment schedule; (iv) to pay the reduced payment amount by its due date; or (v) to pay his or her current charges for water service. The District will post a final notice of intent to disconnect service in a prominent and conspicuous location at the service address at least five (5) business days before discontinuation of service. The final notice will not entitle the customer to any investigation or review by the District. 4.7 Time of Discontinuation of Service. The District will not discontinue water service due to nonpayment on a Saturday, Sunday, legal holiday, or at any time during which the District’s office is not open to the public. 4.8 Restoration of Service. Customers whose water service has been discontinued may contact the District by telephone or in person regarding restoration of service. Restoration shall be subject to payment of: (a) any past-due amounts, including applicable interest or penalties; 5 (b) any reconnection fees, subject to the limitations in Section 7.1, if applicable; and (c) a security deposit, if required by the District. 5. Procedures to Contest or Appeal a Bill. 5.1 Time to Initiate Complaint or Request an Investigation. A customer may initiate a complaint or request an investigation regarding the amount of a bill within five (5) days of receiving a disputed bill. For purposes of this Section 5.1 only, a bill shall be deemed received by a customer five (5) days after mailing [and immediately upon emailing]. 5.2 Review by District. A timely complaint or request for investigation shall be reviewed by the Chief Financial Officer of the District, who shall provide a written determination to the customer. The review will include consideration of whether the customer may receive an extension, amortization, alternative payment schedule, or payment reduction under Section 6. The District may, in its discretion, review untimely complaints or requests for investigation; however, such complaints or requests are not subject to appeal. 5.3 Appeal to Board of Directors. Any customer whose timely complaint or request for an investigation pursuant to this Section 5 has resulted in an adverse determination by the District may appeal the determination to the Board of Directors by filing a written notice of appeal with the District Clerk within ten (10) business days of the District’s mailing of its determination. Upon receiving the notice of appeal, the District Clerk will set the matter to be heard at an upcoming Board meeting and mail the customer written notice of the time and place of the hearing at least ten (10) days before the meeting. The decision of the Board shall be final. 6. Extensions and Other Alternative Payment Arrangements. 6.1 Time to Request an Extension or Other Alternative Payment Arrangement. If a customer is unable to pay a bill during the normal payment period, the customer may request an extension or other alternative payment arrangement described in this Section 6. If a customer submits his or her request within thirteen (13) days after mailing of a written notice of discontinuation of service by the District, the request will be reviewed by a manager of the District. District decisions regarding extensions and other alternative payment arrangements are final and are not subject to appeal to the District’s Board of Directors. 6.2 Extension. If approved by the District, a customer’s payment of his or her unpaid balance may be temporarily extended for a period not to exceed six (6) months after the balance was originally due. The District’s Chief Financial Officer shall determine, in his or her discretion, how long an extension shall be provided to the customer. The customer shall pay the full unpaid balance by the date set by the District and must remain current on all water service charges accruing during any subsequent billing periods. The extended payment date will be set forth in writing and provided to the customer. 6 6.3 Amortization. If approved by the District, a customer’s payment of his or her unpaid balance may be amortized over a period not to exceed twelve (12) months, as determined by the District’s Chief Financial Officer in his or her discretion. If amortization is approved, the unpaid balance will be divided by the number of months in the amortization period, and that amount will be added to the customer’s monthly bills for water service until fully paid. During the amortization period, the customer must remain current on all water service charges accruing during any subsequent billing periods. The amortization schedule and amounts due will be set forth in writing and provided to the customer. 6.4 Alternative Payment Schedule. If approved by the District, a customer may pay his or her unpaid balance pursuant to an alternative payment schedule that will not exceed twelve (12) months, as determined by the District’s Chief Financial Officer in his or her discretion. If approved, the alternative payment schedule may allow periodic lump-sum payments that do not coincide with the District’s established payment date or may provide for payments made more or less frequently than the District’s regular payment date. During the period of the alternative payment schedule, the customer must remain current on all water service charges accruing during any subsequent billing periods. The alternative payment schedule and amounts due will be set forth in writing and provided to the customer. 6.5 Payment Reduction. If approved by the District, a customer may receive a reduction of the unpaid balance owed for an amount not to exceed the total of delinquent charges outstanding. The amount of any such reduction shall not be funded from charges or fees paid by other customers. The District’s Chief Financial Officer shall determine, in his or her discretion, whether to grant a reduced payment, and the amount of such reduction, based on: (a) the availability of District funds to fund the reduction at a given time; (b) the customer’s demonstrated financial need; and (c) the customer’s prior payment history or prior payment reductions. The amount of the reduced payment and the due date for the reduced payment will be set forth in writing and provided to the customer. 6.6 Failure To Comply. If a customer has been granted a payment arrangement under this Section 6 and fails to: (a) pay the unpaid charges by the extension date; (b) pay an amount due under an amortization schedule; (c) pay an amount due under an alternative payment schedule; or (d) pay a reduced payment amount by its due date, then the District may terminate water service. The District will post a final notice of intent to disconnect service in a prominent and conspicuous location at the service address at least five (5) business days before discontinuation of service. 7 The final notice will not entitle the customer to any investigation or review by the District. 7. Programs for the Benefit of Low-Income Customers. 7.1 Reconnection Fee Limits and Waiver of Interest. For residential customers who demonstrate to the District a household income below 200 percent of the federal poverty line, the District will: (a) Limit any reconnection fees during normal operating hours to fifty dollars ($50), and during non-operational hours to one hundred fifty dollars ($150). The limits will only apply if the District’s reconnection fees actually exceed these amounts. These limits are subject to an annual adjustment for changes in the Bureau of Labor Statistics’ Consumer Price Index for All Urban Consumers (CPI-U) beginning January 1, 2021. (b) Waive interest charges on delinquent bills once every 12 months. The District will apply the waiver to any interest charges that are unpaid at the time of the customer’s request. 7.2 Qualifications. The District will deem a residential customer to have a household income below 200 percent of the federal poverty line if: (a) any member of the household is a current recipient of CalWORKs, CalFresh, general assistance, Medi-Cal, Supplemental Security Income/State Supplementary Payment Program, or California Special Supplemental Nutrition Program for Women, Infants, and Children, or (b) the customer declares under penalty of perjury that the household’s annual income is less than 200 percent of the federal poverty level. 8. Procedures for Occupants or Tenants to Become Customers of Record on District Utility Accounts. 8.1 Applicability. This Section 8 shall apply only when the property owner, landlord, manager, or operator of a residential service address is listed as the customer of record and has been issued a notice of intent to discontinue water service due to nonpayment. 8.2 Agreement to District Terms and Conditions of Service. The District will make service available to the actual residential occupants if each occupant agrees to the terms and conditions of service and meets the requirements of the District’s rules and regulations. Notwithstanding, if one or more of the occupants are willing and able to assume responsibility for the subsequent charges to the account to the satisfaction of the District, or if there is a physical means, legally available to the District, of selectively discontinuing service to those occupants who have not met the requirements of the District’s rules and regulations, the District shall designate as additional customer of record, and make service available to, the occupants who have met those requirements. 8.3 Verification of Tenancy. To be eligible to become an additional customer of record, without paying the amount due on the delinquent account, the occupant shall verify that the delinquent account customer of record is or was the landlord, 8 manager, or agent of the dwelling. Verification may include, but is not limited to, a lease or rental agreement, rent receipts signed by the landlord, manager, or agent, a government document indicating that the occupant is renting the property, or information disclosed pursuant to Section 1962 of the Civil Code, at the discretion of the District. 8.4 Methods of Establishing Credit. If prior service for a period of time is a condition for establishing credit with the District, residence and proof of prompt payment of rent for that period of time is a satisfactory equivalent. 8.5 Deductions from Rental Payment. Pursuant to Government Code Section 60371(d), any occupant who becomes a customer of the District pursuant to this Section 8 and whose periodic payments, such as rental payments, include charges for residential water service, where those charges are not separately stated, may deduct from the periodic payment each payment period all reasonable charges paid to the District for those services during the preceding payment period. 9. Language for Certain Written Notices. All written notices under Section 4 and Section 6.6 of this Policy shall be provided in English, Spanish, Chinese, Tagalog, Vietnamese, Korean, and any other language spoken by ten percent (10%) or more people within the District’s service area. 10. Other Remedies. In addition to discontinuation of water service, the District may pursue any other remedies available in law or equity for nonpayment of water service charges, including, but not limited to: securing delinquent amounts by filing liens on real property, filing a claim or legal action, or referring the unpaid amount to collections. In the event a legal action is decided in favor of the District, the District shall be entitled to the payment of all costs and expenses, including attorneys’ fees and accumulated interest. 11. Discontinuation of Water Service for Other Customer Violations. The District reserves the right to discontinue water service for any violations of District ordinances, rules, or regulations other than nonpayment. 12. Fees and Charges Incurred. Except as otherwise expressly stated in this Policy, any fees and charges incurred by a customer under any other rules, regulations, or policies of the District, including, but not limited to, delinquent charges, shall be due and payable as set forth therein. 13. Decisions by District Staff. Any decision which may be taken by the District’s General Manager/CEO or Chief Financial Officer under this Policy may be taken by his or her designee. Page 1 of 2 Minutes 10/3/18 cmk Subject to Approval EAST VALLEY WATER DISTRICT October 3, 2018 FINANCE AND HUMAN RESOURCES COMMITTEE MEETING MINUTES Ms. Koide called the meeting to order at 3:30 p.m. and Director Coats led the flag salute. PRESENT: Directors: Coats, Morales ABSENT: None STAFF: Brian Tompkins, Chief Financial Officer; Kerrie Bryan, HR/Risk and Safety Manager; Justine Hendricksen, District Clerk; Nate Paredes, Business Services Manager; Rudy Guerrero, Accountant; Christi Koide, Senior Administrative Assistant GUEST(s): Members of the public PUBLIC COMMENTS The Senior Administrative Assistant declared the public participation section of the meeting open at 3:32 p.m. There being no written or verbal comments, the public participation section was closed. APPROVE THE JANUARY 23, 2018 FINANCE AND HUMAN RESOURCES COMMITTEE MEETING MINUTES M/S/C (Morales-Coats) to approve the January 23, 2018 Finance and Human Resources Committee meeting minutes as submitted. APPROVE THE FEBRUARY 27, 2018 FINANCE AND HUMAN RESOURCES COMMITTEE MEETING MINUTES M/S/C (Coats-Morales) to approve the February 27, 2018 Finance and Human Resources Committee meeting minutes as submitted. REVIEW AUDITOR’S COMMUNICATION LETTER WITH THOSE CHARGED WITH GOVERNANCE Auditors from CliftonLarsonAllen LLC gave a brief overview of the Auditor’s Communication Letter with those Charged with Governance; and identified sections of the Comprehensive Annual Financial Report that were audited. Page 2 of 2 Minutes 10/3/18 cmk The Auditors stated there were no findings and a Single Audit was not required for FY 2017-18. The Chief Financial Officer explained that the District must now include liabilities on the District’s Financial Statements for all post retirement contributions for medical- eligible retirees between ages 55-65. Information only. REVIEW POLICY AND PROGRAMS MANUAL AND BOARD OF DIRECTOR’S HANDBOOK The HR Manager/Risk & Safety Manager stated she attended the California Special Districts Association (CSDA) Annual Conference where the District received the Special District Leadership Foundation (SDLF) District Transparency Certificate. The HR Manager/Risk & Safety Manager gave a brief overview of the Administrative Policy and Programs Manual, of which, the following Policies were added: Volunteer Program, Password Policy, Operating and Capital Budget Policy, and the Public Records Request Policy. Information only. DISCUSS UPCOMING FINANCE AND HUMAN RESOURCES COMMITTEE MEETINGS The Committee agreed to reschedule the October 9, 2018 meeting to October 31, 2018. ADJOURN The meeting adjourned at 4:13 p.m. James Morales, Jr. Ronald L. Coats Governing Board Member Governing Board Member Page 1 of 2 Minutes 10/31/18 cmk Subject to Approval EAST VALLEY WATER DISTRICT October 31, 2018 FINANCE AND HUMAN RESOURCES COMMITTEE MEETING MINUTES Ms. Koide called the meeting to order at 3:33 p.m. and Director Morales led the flag salute. PRESENT: Directors: Coats, Morales ABSENT: None STAFF: Brian Tompkins, Chief Financial Officer; Kerrie Bryan, HR/Risk and Safety Manager; Christi Koide, Senior Administrative Assistant GUEST(s): None PUBLIC COMMENTS The Senior Administrative Assistant declared the public participation section of the meeting open at 3:35 p.m. There being no written or verbal comments, the public participation section was closed. APPROVE THE APRIL 9, 2018 FINANCE AND HUMAN RESOURCES COMMITTEE MEETING MINUTES M/S/C (Morales-Coats) to approve the April 9, 2018 Finance and Human Resources Committee meeting minutes as submitted. REVIEW TRANSFER OF UNCLAIMED FUNDS INTO DISTRICT GENERAL FUND The Chief Financial Officer stated that previously this item would go to the Committee/Board of Directors every three years ; however, during last year’s Committee meeting, Director Coats suggested that moving forward this item should be brought annually. The Chief Financial Officer gave a brief overview of the State’s requirements to transfer unclaimed funds into the District General Fund. Directors Coats and Morales commen ded District staff for going above and beyond to contact customers/vendors to reissue checks, they have not cashed. Information only. Page 2 of 2 Minutes 10/31/18 cmk DISCUSS UPCOMING FINANCE AND HUMAN RESOURCES COMMITTEE MEETINGS Due to time constraints of an agenda item that must be presented at the December 12, 2018 Board meeting, the Committee agreed to cancel the November 13, 2018 meeting and reschedule the December 11, 2018 meeting to December 3, 2018. ADJOURN The meeting adjourned at 3:46 p.m. James Morales, Jr. Ronald L. Coats Governing Board Member Governing Board Member Page 1 of 2 Minutes 12/3/18 cmk Subject to Approval EAST VALLEY WATER DISTRICT December 3, 2018 FINANCE AND HUMAN RESOURCES COMMITTEE MEETING MINUTES Ms. Koide called the meeting to order at 3:30 p.m. and Director Coats led the flag salute. PRESENT: Directors: Coats, Morales ABSENT: None STAFF: Brian Tompkins, Chief Financial Officer; Kerrie Bryan, HR/Risk and Safety Manager; Rudy Guerrero, Accountant; Christi Koide, Senior Administrative Assistant GUEST(s): Members of the public PUBLIC COMMENTS The Senior Administrative Assistant declared the public participation section of the meeting open at 3:32 p.m. There being no written or verbal comments, the public participation section was closed. REVIEW RESOLUTION 2018.16 TO ESTABLISH A LABOR COMPLIANCE PROGRAM FOR EAST VALLEY WATER DISTRICT CONSTRUCTION CONTRACTS The Chief Financial Officer stated that Golden State Labor Compliance was recently awarded the contract to develop a comprehensive Labor Compliance Program (LCP) Manual that will be submitted to the Department of Industrial Relations for approval. He also stated that the Labor Compliance Program is required by the State; and is in accordance with the state funding agreement for the Sterling Natural Resource Center. The Chief Financial Officer gave a brief overview of the following topics from the Labor Compliance Program: Public Works Subject to Prevailing Wage Laws; Competitive Bidding on District Public Works Contracts; Responsibility of Contractors; and Enforcement. Information only. Page 2 of 2 Minutes 12/3/18 cmk REVIEW DRAFT POPULAR ANNUAL FINANCIAL REPORT FOR YEAR ENDED JUNE 30, 2018 The Accountant stated that the Popular Annual Financial Report (PAFR) is a user- friendly version of the District’s Comprehensive Annual Financial Report (CAFR) that includes more graphics and is significantly shorter than the CAFR, since all technical note disclosures are omitted. He also stated that the District follows Government Finance Officers Association (GFOA) guidelines when creating the PAFR, in order to receive the Award for Outstanding Achievement in Popular Annual Financial Reporting. He also provided an overview of the following content that was added to the 2018 PAFR, from 2017: Table of Contents; and Highlights of the Sterling Natural Resource Center (SNRC). Director Morales suggested that the cost to build the SNRC of $150 million include the breakdown of funding by other sources, for example, state funding. Information only. ADJOURN The meeting adjourned at 3:50 p.m. James Morales, Jr. Ronald L. Coats Governing Board Member Governing Board Member