HomeMy WebLinkAboutAgenda Packet - Legislative & Public Outreach Committee - 09/01/2017LEG IS LAT IVE A N D PUBLIC O UT REA C H C O MMIT T EE
September 1, 2017 - 3:00 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
C O N SE N T C AL E N D AR
1.Approve the J une 2, 2017 Committee Meeting Minutes
N E W B U SI N E SS
2.Legislative Update
3.Facility Use Update
4.Directors C omments
5.Staff C omments
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.
1
Minutes 03/03/2017 cmc
Subject to approval
EAST VALLEY WATER DISTRICT June 2, 2017
LEGISLATIVE & PUBLIC OUTREACH COMMITTEE
MINUTES
Kelly Malloy, Public Affairs/Conservation Manager, called the meeting to order at
3:01 p.m. Mr. Morales led the flag salute.
PRESENT: Directors: Carrillo, Morales
ABSENT: None
STAFF: Kelly Malloy, Public Affairs/Conservation Manager; Cecilia
Contreras, 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 3:01 pm.
There being no written or verbal comments, the public participation section was
closed.
APPROVE THE MARCH 3, 2017 COMMITTEE MEETING MINUTES
M/S/C (Morales-Carrillo) approved the March 3, 2017 committee meeting minutes as
submitted.
LEGISLATIVE UPDATE
Ms. Kelly Malloy, Public Affairs/Conservation Manager, provided an overview of the
current legislations that the District is monitoring that includes lead in drinking water,
affordable rates, conservation discussions, and recycled water issues. She reviewed
AB18, AB464, AB487, AB560, AB746, AB851, AB869, AB885, AB968, AB979, AB1323,
AB1455, AB1487, AB1490, AB1529, AB1654, AB1668, AB1669, SB5, and SB231. Ms.
Malloy stated that the District is staying active in discussions and will be attending
more workshops on issues that are being addressed.
Information only.
ADJOURN
The meeting adjourned at 3:49 pm.
______________________________ ______________________________
Chris Carrillo Kelly Malloy
Director Public Affairs/Conservation Manager
R ec o mmend ed b y:
Kelly Malloy
P ub lic Affairs /C o ns ervatio n Manager
S TAF F R E P ORT
Agenda Item #2.
Meeting Date: S ep temb er 1, 2017
Dis c ussion Item
To: LEG I S LAT I VE AND P UB LI C O UT R E AC H C O MMI T T E E
From: P ublic Affairs Manager
S ubject: Legis lative Up d ate
R E C O MM E N D AT IO N:
R ec eive the Legis lative Up d ate on the 2017 Legis lative S ession.
B AC KG R O UN D / AN ALYS IS :
East Valley Water Dis tric t has adop ted a Legis lative P latfo rm that id entifies priorities and po s itions regard ing
legis lation that c ould impac t the Dis tric t. Bas ed on that direc tion, s taff has b een wo rking with T he O nate G roup
and G o nzales , Q uintana & Hunter, LL C to p artic ipate in legislative ac tion regard ing prio rity is s ues.
T he Dis trict c o ntinues to monito r a number of d ifferent items of c o nc ern and interes t that are being c o nsidered in
2017 whic h is the firs t-year of the current two-year legislative ses s io n.
AGE N C Y ID E ALS AN D E N DE AVO R S:
Id eals and Endeavor I I I - Demons trate Vis io nary Lead ers hip To Enhance Dis trict Id entity
(E) - Develop a p ro ac tive legislative presenc e
F IS C AL IMPAC T :
T here is no fis c al impact ass ociated with this agenda item.
S TAF F R E P ORT
Agenda Item #3.
Meeting Date: S ep temb er 1, 2017
Dis c ussion Item
To: LEG I S LAT I VE AND P UB LI C O UT R E AC H C O MMI T T E E
From: P ublic Affairs Manager
S ubject: F ac ility Us e Update
R E C O MM E N D AT IO N:
R eview propos ed modificatio ns to the F ac ility Us e P o lic y.
B AC KG R O UN D / AN ALYS IS :
East Valley Water District is c o mmitted to being a c o mmunity p artner. C ons is tent with this effo rt, the
head q uarters camp us was d esigned in a manner that allo ws for b o th go vernment agenc ies and community
members to us e the fac ility fo r no n-Eas t Valley Water Dis tric t events. In o rder to o ffer this c o mmunity res o urc e
in a fair and c o ns is tent manner, the G overning Bo ard approved the F acility Us e P olic y o n May 28, 2014 and
revis ed on January 13, 2016.
S ince implementing this policy, the Dis tric t has ho s ted over 40 s p ecial events and fac ilitated 109 no n-Eas t Valley
Water Dis tric t events. T hes e o c casions have rec eived high levels of prais e fro m the c o mmunity, and res ulted in
numerous additional reques ts fo r events as a result of word-of-mo uth recommendations . Dis tric t s taff has
already made res ervatio ns fo r 20 events for the remainder o f 2017, 6 events in 2018, and continues to receive
interest fo r events o n a regular b as is .
T his lo cation offers a flexible and afford ab le option where gues ts may utilize the Bo ard R o o m, lobby, kitchen,
p arking lo t, and/o r o utd o o r s p ac e for both pub lic and p rivate events . In o rd er to p rovid e exc ellent cus to mer
s ervice, at leas t one Dis trict rep resentative is available o n-site, d ep ending o n the anticipated event attendanc e o r
event c o mplexity.
S ince the original polic y ad o ptio n, staff has been trac king event c o s ts in o rder to d evelop an upd ated fee
s c hedule, to inc lud e items such as: s taff time, materials, and utility expenses. T his ensures that the p ro gram
remains s elf-s us taining while offering an affordable amenity.
S taff will continue monito ring this pro gram and providing up d ates to the G o verning Bo ard .
AGE N C Y ID E ALS AN D E N DE AVO R S:
Id eals and Endeavor I I - Maintain An Enviro nment C ommitted To Elevated P ub lic S ervice
(A) - S trive to provid e world c las s c us tomer relations
R ec o mmend ed b y:
Kelly Malloy
P ub lic Affairs /C o ns ervatio n Manager
Id eals and Endeavor I I I - Demons trate Vis io nary Lead ers hip To Enhance Dis trict Id entity
(A) - P romote community invo lvement and ed uc atio nal o pportunities
R E VIE W B Y O T HE R S :
T his item has been reviewed by the C ommunity Advis o ry C ommis s io n.
F IS C AL IMPAC T :
T he fis c al impact to the Dis tric t will vary based on the number of o utside events ho sted at the fac ility. T he fee
s c hedule has been es tab lis hed in a manner that private events are res p o ns ib le fo r the es timated cos ts o f their
event.
ATTAC H M E NTS:
Description Type
Draft Facility Use P o licy Backup Material
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Facility Use Policy
Approval Date:
January 13, 2016TBD
Policy No: Page 1 of 8
Purpose
The purpose of this policy is to provide guidelines for the use of East Valley Water District facilities
by both staff and outside organizations. It is intended to ensure that the use of the facility is granted
in a fair and equitable manner for meetings, activities, and events, which are recreational, social,
and/or civic in nature, offering services of interest and need to the community. Fees charged for the
use of the facility are intended to reflect operation costs of each event.
Policy
The East Valley Water District (District) Headquarters campus (facility) has a 2,740 square‐foot Board
Room owned and operated by the District at 31111 Greenspot Road. The facility consists of the Board
Room, which could also serve as a meeting space, reception hall, etc., outdoor meeting space,
parking lot, and kitchen amenities. These areas are available in accordance with the terms of this
Facility Use Policy, which is administered by the Public Affairs Division of East Valley Water District.
Board Room‐theater capacity: 150
Board Room‐dining capacity: 100
Policy Approvals
Original policy adoption: May 28, 2014
Revised policy adoption: January 13, 2016
Revised policy adoption: TBD
This policy shall be reviewed by the Board of Directors at least every two years, and may be revisited
sooner should the need arise.
Application Procedures
A. An individual or representative of a group (Applicant) may inquire about the availability of a
specific room, date and time as well as rental rates by telephone or in‐person at the facility during
regular business hours. An available date cannot be held for possible use by making an inquiry.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Facility Use Policy
Approval Date:
January 13, 2016TBD
Policy No: Page 2 of 8
B. An individual or representative of a group can hold a date for possible use by making an
appointment with staff to submit a written application, to sign the contract, and to pay the
required deposit for a specific room, date and time.
C. All applicants must complete an East Valley Water District Facility Use Application (Application)
and pay all applicable fees at the time of submitting the application. at least fourteen (14)
working days prior to the event.
D. The applicant shall be classified and assigned a Group in accordance with the definition and
priority rankings set forth in the section titled Group Priority Rating.
E. Hours of operation are limited to staffing and scheduling availability at the District’s discretion.
Sunday through Thursday 8:00 am – 11:00 pm and Friday and Saturday 8:00 am – 12:00 am
(midnight). A one (1) hour clean‐up may be requested at the end of each event for no additional
charge. Requests for alternate hours require written approval from the General Manager/CEO,
or designee, and may be subject to additional fees. Time needed for set up of the event is to be
reflected with the rental hours.
F. Observed Holidays‐ Thanksgiving, Christmas Eve, Christmas Day, andNew Year’s Eve, New Year’s
Day, Memorial Day, Labor Day, and Independence Day. No use shall be scheduled on observed
holidays without written District approval.
G. Upon approval of an application, the applicant may not transfer, assign, or sublet use of the
Facility or apply for use on behalf of another person or organization.
H. Applications shall be accompanied by proof of liability insurance consistent with the provisions
of this Use Policy, a refundable cleaning deposit, and fees per the attached fee schedule.
I. The District reserves the right to suspend use of a facility to those groups or individuals not
complying with established rules and regulations. If event is found to be out of compliance, the
applicant forfeits the deposit(s).
J. The District reserves the right to cancel a permit issued for any event or activity. In the event of
such a cancellation, notice shall be given as far in advance as possible and a full refund will be
made. Please note that this facility has been designated as an emergency facility, which could
result in event cancellation should an emergency occur.
K. The applicant must check‐in with the District’s on‐site staff at the beginning time of the
reservation and must be present for the duration of the event. Applicant must also checkout with
on‐site staff at the conclusion of the reservation and clean‐up. Applicant must serve as or
designate a point of contact for District staff during the event.
L. Neither the District nor their agents, officials, employees, and/or volunteers will be held
responsible for loss, damages or theft of equipment or articles owned by the applicant and/or
guests.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Facility Use Policy
Approval Date:
January 13, 2016TBD
Policy No: Page 3 of 8
Group Priority Rating
A. An individual or group seeking permission to utilize the Facilities will be classified in one of the
following priority groups. These classifications are used to establish 1) priority of use, 2)
applicability of a fee, and 3) amount of the fee, if any. The priority groups are as follows:
a. Group A‐ Activities conducted and or sponsored by East Valley Water District
b. Group B‐ Activities conducted by governmental agencies
c. Group C‐ Non‐profit service organizations or organizations sponsoring a public forum or
candidate’s night, District residents, and District employees.
d. Group D‐ Private events, i.e.: wedding, anniversary, birthday, work parties, and faith‐
based organizations, and Non‐District residents..
B. Priority for use of the facility will be in alphabetical sequence, with Group A applicants receiving
highest priority and Group D applicants the lowest priority. District customers that fall under
Group C must provide proof of residency.
Liability and Insurance
A. All users of the facility shall procure and maintain, at their own expense and for the duration of
the event covered, comprehensive general liability and property damage liability insurance,
against all claims for injuries against persons or damages to property which may arise from or in
connection with the use of the facility by the user, its agents, representatives or employees in
the amount of one million dollars ($1,000,000) combined single limit and hold East Valley Water
District harmless for any damage or injury.
B. East Valley Water District must be named as “additional insured”.
C. If alcohol is to be served, insurance coverage shall include coverage for serving alcoholic
beverages.
C.D. Liability and Insurance is due to District staff thirty days prior to the event rental date.
General Operating Regulations
A. Tobacco use of any kind or smoking is not permitted in the Facility.
B. Incense, fog, hazer or smoke use is not permitted in the Facility at any time. Fire and open flame
are strictly prohibited. Sterno heaters for food warming are allowed without a permit so long as
heaters are placed under a chafing dish on a table with no guests seated at the table.
C. Animals are not permitted inside the Facility except those designated as service animals.
D. Any user group desiring to charge an admission fee and/or donation or sell any items must submit
a written request with the Facility Use Application and receive written authorization from the
District. Additional insurance may be required.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Facility Use Policy
Approval Date:
January 13, 2016TBD
Policy No: Page 4 of 8
E. Illegal activities shall not be permitted. All groups and individuals using the Facility shall comply
with City, County, State, and Federal laws. Fighting, gambling, and lewd conduct are prohibited.
F. Amplified music and/or sound systems, including public address systems, DJ’s, karaoke, bands,
will not be permitted without prior written approval.
G. Advertising materials may be left with the District for approval and may be displayed when
deemed appropriate and as space permits. Any items posted which have not been approved will
be removed and discarded.
H. No signs or decorations are to be taped, nailed or otherwise attached to walls, windows, ceilings,
or window coverings. No rice, birdseed, confetti, or similar items shall be thrown in or around
the facility. Balloons must be secured and not released.
I. Clean‐up is the user’s responsibility. This includes the wiping of table tops and chairs, ensuring
chairs are clean, picking up trash from the areas used during the event and disposing of trash into
proper receptacles, and removal of all user‐owned or leased (non‐District owned) items. Storage
is not provided at the Facility.
J. Food and beverage must remain in designated areas.
K. Kitchen facilities, if applicable, are available for rent. Use of ovens, refrigerators, etc. may be used
only with specific advance approval and with the appropriate fee and deposits. Renters must
provide all kitchen utensils.
L. The District shall have the right to control and operate the Facility, including heating and air
conditioning systems and common use areas, in a manner deemed best by the District.
M.L. The District shall not rent, lease, or allow use of its public facilities by any person or
organization that illegally discriminates on the basis of race, religion, sex (including gender,
gender identity, gender expression and pregnancy), national origin, ancestry, disability, medical
condition, genetic characteristics or information, marital status, age, sexual orientation (including
homosexuality, bisexuality, or heterosexuality), or any other protected classification as protected
by law.
N.M. Special events or requests not covered in this Use Policy must be submitted in writing and
shall be reviewed by the Administration Public Affairs Department to determine appropriate use,
fees, and services.
O.N. In the event of damage, destruction or defacement, the applicant shall be liable for all
expenses required to repair, restore, or replace the facility’s, its furnishing, or equipment to its
original condition. Any costs associated with this will be deducted from the deposit(s). If the cost
of damage is greater than the deposit, we will defer to the insurance policy for coverage.
Alcoholic Beverage Use and Service
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Facility Use Policy
Approval Date:
January 13, 2016TBD
Policy No: Page 5 of 8
A. The use of alcohol in the Facility is exclusively by written permission in advance and must comply
with applicable law and provisions of this Use Policy. Failure to comply with any regulations will
result in immediate revocation of the permission to use alcohol and termination of the event.
Additional regulations and specifications may be required in the facility use permit for any event.
a. “Alcohol use” refers to any beverage that contains any amount of alcohol.
b. Security is required to be present at all events at which alcohol is served. Cost of the
security is the responsibility of the user and payable to East Valley Water District. For an
event that is up to 150 guests, one guard is required. For an event that hasEvents with
over 150+ guests, two guards will be required per the contract with the vendor. Events
may be required to have additional security, as determined by the District.
c. Alcohol shall not be served to minors. The user’s failure to comply, monitor and enforce
this provision is grounds for terminating the activity immediately and forfeiture of the
refundable deposits and all of the room fees.
d. Permission to serve alcohol shall not be granted for any event where a majority (50% plus
one) of guests in attendance will be under the age of 21.
e. Alcohol may not be served or consumed in the parking lot.
B. The service of alcohol at any event is limited to a maximum of five (5) consecutive hours. Serving
of any alcoholic beverage must end one (1) hour before the close of the event.
C. All alcohol must be distributed by a server from behind a table or bar, which must be monitored
by the server at all times. The server(s) must be an adult, over the age of 21 who is to be
responsible for ensuring that no minors are served and that no guests are over‐served. The server
may not consume alcohol while on duty.
a. The server will be provided by the District. The cost of the server is the responsibility of
the user and payable to East Valley Water District.
b. Additional requirements may be needed for no‐host bar events.
B.D. License Requirements (when alcohol is to be sold)
a. No sales or requests for donations for alcohol are permitted without a license from the
State Alcoholic Beverage Control Board (ABC).
i. State Alcoholic Beverage Control Board is located at 3737 Main Street, Suite 900,
Riverside, California 92501. Their telephone number is (909) 782‐4400.
b. A copy of your contract must be furnished to ABC when applying for this license.
c. A copy of the ABC license must be furnished to the District a minimum of seven (7)
working days prior to the event and posted in plain view near the bar or where alcohol is
being served.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Facility Use Policy
Approval Date:
January 13, 2016TBD
Policy No: Page 6 of 8
d. A one‐day alcoholic beverage permit can only be issued to a non‐profit organization and
only if the proceeds are going back to the non‐profit organization.
e. Private parties shall not sell alcohol on their own, but must arrange this through a licensed
caterer. The caterer must have a License (Type 47 or 48), which enables the caterer to sell
beer, wine and distilled spirits (hard liquor). If the caterer does not have this license the
private party cannot sell alcohol, NO EXCEPTIONS. It is illegal for a private party to sell
alcohol on their own.
e.E. Injuries or damage caused to any person or property as a result of alcoholic beverages being
served and/or consumed on District properties shall be the sole responsibility of the organization,
its sponsor or the adult representative, who, as a condition of signing the use permit for the
facility agree to indemnify the District for any such injury or damage.
C.A. The service of alcohol at any event is limited to a maximum of five (5) consecutive hours.
Serving of any alcoholic beverage must end one (1) hour before the close of the event.
D.A. All alcohol must be distributed by a server from behind a table or bar, which must be
monitored by the server at all times. The server(s) must be an adult, over the age of 21 who is to
be responsible for ensuring that no minors are served and that no guests are over‐served. The
server may not consume alcohol while on duty.
Equipment Use
A. The District has a variety of equipment that can be requested for use at the Facility on a first
come, first served basis.
B. Tables and chairs will be included as part of the paid facility rental with the exception of the
outside and lobby areas. Other amenities and equipment potentially available include: podium,
overhead projector, projector screen, easel stand, microphone, coffee pot.
C. Kitchen amenities include: oven; refrigerator with freezer; dishwasher; counter space;
microwave; and sink.
Fees & Deposits
A. To hold a date, a minimum deposit of 50% of the total fee must be made at the time of the
reservation. The remaining balance due must be paid 30 days prior to the reservation date. All
fees are payable to East Valley Water District.
B. Activities, other than meetings where no food is served, require a $100 security/cleaning deposit
that must be paid at the time of reservation.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Facility Use Policy
Approval Date:
January 13, 2016TBD
Policy No: Page 7 of 8
C. A security guard (s) are required for events that are serving alcohol. The pass through fees are
based on a vendor contract and are subject to change.
B.D. A server is required for events that are serving a host bar and will be provided by the
District. The pass through fees are based on a vendor contract and are subject to change.
C.E. If the request for facilities is not approved, all initial deposit(s) will be returned within
three (3) weeks of the denial.
F. All facility use cancellations must be made by the Applicant at least five (5) working days in
advance of the scheduled event. Failure to do so may result in a 10% loss of the fees paid to
reserve the facility or $100, whichever is greater.
G. The user shall be required to pay the full cost of breakage or damage (over and above the
deposited funds), regardless of the amount. If damage occurs and it is less than the deposit, the
difference shall be refunded.
D.H. Deposit refunds will be processed withing three (3) to six (6) weeks after event and will
be sent in the form of a check to the applicant.
Fee Schedule
Group A Group B Group C Group D
Facility Use (Flat fee) No Charge
(NC)
$145375/event $145375/event $145400750/event
Facility Use Rental (Hourly
fee)
NC NC $4590120/hour $75110120/hour
Security Deposit NC $100 $100 $100
Kitchen Use NC $40/event $40/event $40/event
Alcohol Deposit** NC $500 $500 $500
Security Guard† NC $18.50/hour $18.50/hour $18.50/hour
*Groups C and D pay an hourly facility use fee in addition to the facility use flat fee
**A security guard(s) and server is required for events that are serving host alcohol †Pass through fee based on
vendor contract
Additional Amenities
Alcohol Fee† Up to 150 guests NC $267.50/event $267.50/event $267.50/event
Alcohol Fee† 150+ guests NC $360/event $360/event $360/event
Microphone/Projector
Deposit
NC NC $50 $50
Flags NC NC NC NC
Podium NC NC NC NC
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Facility Use Policy
Approval Date:
January 13, 2016TBD
Policy No: Page 8 of 8
Linens, cutlery, and decorations are not included with the room rental fee.
Variance
A. An applicant may request a variance from one or more of the rules set forth in this policy in
writing at the time of the Facility Use Application. The request must set forth the unusual
circumstances that justify a deviation from the ordinary rules.
B. In the event a variance is granted, the applicant will pay any supplemental fee necessary to
compensate the District for additional costs associated with the variance. Denial of a variance
may be appealed within ten days to the General Manager/CEO. The General Manager/CEO’s
decision will be final.
Tables and Chairs Set‐up NC NC $100 $100
Heaters NC NC $3025/each $3025/each