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HomeMy WebLinkAboutAgenda Packet - Finance & Human Resources Committee - 11/14/2023FINANCE & HUMAN RESOURCES COMMITTEE NOVEMBER 14, 2023 East Valley Water District was formed in 1954 and provides water and wastewater services to 103,000 residents within the cities of San Bernardino and Highland, and portions of San Bernardino County. EVWD operates under the direction of a 5­member elected Board. COMMITTEE MEMBERS David E. Smith Governing Board Member Ronald L. Coats Governing Board Member Finance & Human Resources Committee Meeting November 14, 2023 ­ 1:30 PM 31111 Greenspot Road, Highland, CA 92346 www.eastvalley.org PLEASE NOTE: Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection in the District’s office located at 31111 Greenspot Rd., Highland, during normal business hours. Also, such documents are available on the District’s website at eastvalley.org and are subject to staff’s ability to post the documents before the meeting. Pursuant to Government Code Section 54954.2(a), any request for a disability­related modification or accommodation, including auxiliary aids or services, that is sought in order to participate in the above agendized public meeting should be directed to the District Clerk at (909) 885­4900 at least 72 hours prior to said meeting. In order to comply with legal requirements for posting of agenda, only those items filed with the District Clerk by 12:00 p.m. on Wednesday prior to the following Wednesday meeting not requiring departmental investigation, will be considered by the Board of Directors. CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL OF BOARD MEMBERS PUBLIC COMMENTS Any person wishing to speak to the Board of Directors is asked to complete a Speaker Card and submit it to the District Clerk prior to the start of the meeting. Each speaker is limited to three (3) minutes, unless waived by the Chairman of the Board. Under the State of California Brown Act, the Board of Directors is prohibited from discussing or taking action on any item not listed on the posted agenda. The matter will automatically be referred to staff for an appropriate response or action and may appear on the agenda at a future meeting. INFORMATIONAL ITEMS 1.Review the Draft Popular Annual Financial Report for Year Ended June 30, 2023 2.Review Authorization to Transfer Unclaimed Funds into the District's General Fund DISCUSSION ITEMS 3.COVID­19 Prevention Program REPORTS 4.Finance Activities 5.Human Resource Activities ADJOURN FINANCE & HUMAN RESOURCES COMMITTEENOVEMBER 14, 2023East Valley Water District was formed in 1954 and provides water and wastewater services to103,000 residents within the cities of San Bernardino and Highland, and portions of SanBernardino County.EVWD operates under the direction of a 5­member elected Board.COMMITTEE MEMBERS David E. Smith Governing Board Member Ronald L. Coats Governing Board Member Finance & Human Resources Committee Meeting November 14, 2023 ­ 1:30 PM 31111 Greenspot Road, Highland, CA 92346 www.eastvalley.org PLEASE NOTE: Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection in the District’s office located at 31111 Greenspot Rd., Highland, during normal business hours. Also, such documents are available on the District’s website at eastvalley.org and are subject to staff’s ability to post the documents before the meeting. Pursuant to Government Code Section 54954.2(a), any request for a disability­related modification or accommodation, including auxiliary aids or services, that is sought in order to participate in the above agendized public meeting should be directed to the District Clerk at (909) 885­4900 at least 72 hours prior to said meeting. In order to comply with legal requirements for posting of agenda, only those items filed with the District Clerk by 12:00 p.m. on Wednesday prior to the following Wednesday meeting not requiring departmental investigation, will be considered by the Board of Directors. CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL OF BOARD MEMBERS PUBLIC COMMENTS Any person wishing to speak to the Board of Directors is asked to complete a Speaker Card and submit it to the District Clerk prior to the start of the meeting. Each speaker is limited to three (3) minutes, unless waived by the Chairman of the Board. Under the State of California Brown Act, the Board of Directors is prohibited from discussing or taking action on any item not listed on the posted agenda. The matter will automatically be referred to staff for an appropriate response or action and may appear on the agenda at a future meeting. INFORMATIONAL ITEMS 1.Review the Draft Popular Annual Financial Report for Year Ended June 30, 2023 2.Review Authorization to Transfer Unclaimed Funds into the District's General Fund DISCUSSION ITEMS 3.COVID­19 Prevention Program REPORTS 4.Finance Activities 5.Human Resource Activities ADJOURN FINANCE & HUMAN RESOURCES COMMITTEENOVEMBER 14, 2023East Valley Water District was formed in 1954 and provides water and wastewater services to103,000 residents within the cities of San Bernardino and Highland, and portions of SanBernardino County.EVWD operates under the direction of a 5­member elected Board.COMMITTEE MEMBERSDavid E. SmithGoverning Board Member Ronald L. CoatsGoverning Board MemberFinance & Human Resources Committee MeetingNovember 14, 2023 ­ 1:30 PM31111 Greenspot Road, Highland, CA 92346www.eastvalley.orgPLEASE NOTE:Materials related to an item on this agenda submitted to the Board after distribution of theagenda packet are available for public inspection in the District’s office located at 31111Greenspot Rd., Highland, during normal business hours. Also, such documents are availableon the District’s website at eastvalley.org and are subject to staff’s ability to post thedocuments before the meeting.Pursuant to Government Code Section 54954.2(a), any request for a disability­relatedmodification or accommodation, including auxiliary aids or services, that is sought in orderto participate in the above agendized public meeting should be directed to the District Clerkat (909) 885­4900 at least 72 hours prior to said meeting. In order to comply with legal requirements for posting of agenda, only those items filed with the District Clerk by 12:00 p.m. on Wednesday prior to the following Wednesday meeting not requiring departmental investigation, will be considered by the Board of Directors. CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL OF BOARD MEMBERS PUBLIC COMMENTS Any person wishing to speak to the Board of Directors is asked to complete a Speaker Card and submit it to the District Clerk prior to the start of the meeting. Each speaker is limited to three (3) minutes, unless waived by the Chairman of the Board. Under the State of California Brown Act, the Board of Directors is prohibited from discussing or taking action on any item not listed on the posted agenda. The matter will automatically be referred to staff for an appropriate response or action and may appear on the agenda at a future meeting. INFORMATIONAL ITEMS 1.Review the Draft Popular Annual Financial Report for Year Ended June 30, 2023 2.Review Authorization to Transfer Unclaimed Funds into the District's General Fund DISCUSSION ITEMS 3.COVID­19 Prevention Program REPORTS 4.Finance Activities 5.Human Resource Activities ADJOURN Agenda Item #1 November 14, 20231 Meeting Date: November 14, 2023 Agenda Item #1 Informational Item 9 1 6 Regular Meeting TO: Committee Members FROM: Chief Financial Officer SUBJECT: Review the Draft Popular Annual Financial Report for Year Ended June 30, 2023 RECOMMENDATION This agenda item is for information purposes only, no action required. BACKGROUND / ANALYSIS The Popular Annual Financial Report (PAFR) is designed to be a summarized, user- friendly version of the District’s Annual Comprehensive Financial Report (Annual Report), which was audited and presented to the Board of Directors (Board) in October. Most financial information in the PAFR is presented in graphic form, and technical note disclosures are omitted. In addition, as with the Budget and Annual Report, the Government Finance Officers Association (GFOA) produces guidelines for producing an effective PAFR, and if an agency’s PAFR substantially meets or exceeds those guidelines, the GFOA presents the agency with an Award for Outstanding Achievement in Popular Annual Financial Reporting. The District received the award for its June 2022 PAFR, for the sixth year in a row. This year’s PAFR document will be presented to the Board on December 13, 2023 and submitted to GFOA for award consideration before the end of December. AGENCY GOALS AND OBJECTIVES II - Maintain a Commitment To Sustainability, Transparency, and Accountability A. Practice Transparent and Accountable Fiscal Management Agenda Item #1 November 14, 20232 Meeting Date: November 14, 2023 Agenda Item #1 Informational Item 9 1 6 FISCAL IMPACT There is no fiscal impact associated with this agenda item. Respectfully submitted: ________________ Brian Tompkins Chief Financial Officer ATTACHMENTS Draft PAFR 2023 Popular Annual Financial Report [FISCAL YEAR ENDED JUNE 30, 2023] HIGHLAND, CALIFORNIA FY 2022-23 PAFR | 2 Table of Contents About the District 3 Organizational Structure 4 District-at-a-Glance 4 District Wide Goals & Objectives 5 Community Involvement 5 Capital Improvement Projects 6 TRANSMITTAL LETTER Revenue and Expenses 7 Revenue by Sources 8 Breakdown of Expenses 9 Outstanding Long-Term Debt 10 Comparative Net Position 11 FINANCIAL PERFORMANCE The Government Finance Officers Association of the United States and Canada (GFOA) has given an Award for Outstanding Achievement in Popular Annual Financial Reporting to East Valley Water District, for its Popular Annual Financial Report (PAFR) for the fiscal year ended June 30, 2022. In order to receive this award, a government agency unit must publish a Popular Annual Financial Report, whose contents conform to program standards of creativity, presentation, understandability, and reader appeal. We believe our current PAFR continues to conform to program requirements, and we are submitting it to GFOA to determine its eligibility for another Award. We also welcome and encourage feedback from District ratepayers to help make this publication more useful and/or informative. Government Finance Officers Association Award for Outstanding Achievement in Popular Annual Financial Reporting Presented to East Valley Water District California For its Annual Financial ReportFor the Fiscal Year Ended June 30, 2022 Executive Director/CEO POPULAR ANNUAL FINANCIAL REPORTING AWARD BOARD OF DIRECTORS Phillip R. Goodrich Chairman of the Board James Morales, Jr. Vice Chairman of the Board Chris Carrillo Governing Board Member Ronald L. Coats Governing Board Member David E. Smith Governing Board Member 3 7 DI S T R I C T M A N A G E M E N T Kerrie Bryan Director of Administrative Services Justine Hendricksen District Clerk Patrick Milroy Operations Manager Jeff Noelte, PhD, P.E. Director of Engineering & Operations Brian Tompkins Chief Financial Officer Rocky Welborn Water Reclamation Manager Michael Moore, P.E. General Manager/CEO The District was formed through a local election of mostly citrus grove farmers, to have water service provided by a public agency. East Valley Water District is located in the foothills of the San Bernardino Mountains, 65 miles east of Los Angeles in the County of San Bernardino. 210 210 santa a n a r i v e r sant a a n a r i v e r plun g e c r e e k plunge creek eld e r c r e e k cit y c r e e k city c r e e k sa n d c r e e k tw i n c r e e k tw i n c r e e k warm cr e e k cook creek mil l c r e e k San Bernardino Highland Seven Oaks Dam N DistrictHeadquarters SNRC ABOUT THE DISTRICT EAST VALLEY WATER DISTRICT | 3 Transmittal Letter We are pleased to present East Valley Water District’s (District) Popular Annual Financial Report (PAFR) for the fiscal year ending June 30, 2023 (FY 2022-23). This report summarizes financial information appearing in the 2023 Annual Report and was created to provide valuable information related to District finances and the Five- Year Capital Improvement Program, that support the quality and reliability of our community’s distribution system. The PAFR is unaudited; however, the financial data presented in the PAFR is developed based on the audited Annual Report, which is consistent with Generally Accepted Accounting Principles. This document can also be reviewed on the District’s website at eastvalley.org/PAFR2023. For more detailed information, the District’s 2023 Annual Report is available for interested individuals at the District Headquarters, 31111 Greenspot Road, Highland, California 92346. It can also be viewed on the District’s website, along with other key financial documents, at eastvalley.org/2023AnnualReport. The organizational chart, District-at-a-Glance, and financial data represent the District during the timeframe reflected in this document. Questions, comments, and feedback regarding this report are encouraged. Please do not hesitate to contact Brian Tompkins, Chief Financial Officer, at finance@eastvalley.org or (909) 381-6463. On behalf of the District, thank you for the opportunity to serve you. Respectfully submitted, Michael Moore, P.E. General Manager/CEO TO OUR RATEPAYERS & COMMUNITY 490 Hydrants Repaired, Replaced, Inspected 5,100 Manholes 344 Hydrants Flushed 28,977,000 Gallons of Water Storage 6,000,000Average Gallons of Wastewater Collected 15 Active Groundwater Wells 191 Miles ofWastewaterMain Cleaned61Miles of Wastewater Video 300 Miles of Water Mains 16,500,000Average Gallons ofWater Produced Daily 3,500 Water Samples Collected 344 Water Leaks Repaired 1,185 Feet of WaterMain Replaced 230 Miles of Wastewater Mains FY 2022-23 PAFR | 4 District-at-a-Glance East Valley Water District provides water and wastewater services to residents within a 30.1 square mile area. This includes more than 104,000 people in the cities of Highland and San Bernardino, portions of the unincorporated County of San Bernardino, the San Manuel Band of Mission Indians, and Patton State Hospital. Organizational Structure Presented to the right is an overview of East Valley Water District’s organizational structure. The District employed 76 full-time positions during FY 2022-23. As a performance-based organization, the District takes an active role maintaining staffing levels to performance- based objectives. EAST VALLEY WATER DISTRICT | 5 District Wide Goals & Objectives As part of the annual budget process, District wide goals are established by the Governing Board to identify priority programs and projects. I.Implement Effective Solutions Through Visionary Leadership II.Maintain a Commitment to Sustainability, Transparency, and Accountability III.Deliver Public Service with Purpose While Embracing Continuous Growth IV.Promote Planning, Maintenance and Preservation of District Resources Serving the Community East Valley Water District strives to be a community partner by working with organizations and schools within its service area to identify where there is a need. Through this effort, the District has helped provide meals and educational resources to residents. East Valley Water District parnters with community organizations. This year the District partnered with with the San Bernardino City Mission, Highland Senior Center, and San Bernardino Sheriff's Department to supply canned and boxed food. Through the combined efforts and generosity of staff, the District supported residents in the local mountain community by providing food during the historic snow storm. CANNED & BOXED FOOD DRIVE The District has developed a comprehensive educational program designed to engage, enlighten, develop youth in the community and create future water leaders. The program includes a range of educational opportunities, including a pathway internship program, facility field trip tours, vehicle equipment demos, and classroom demonstrations. Over the last year, multiple local students participated in the District’s educational program. EDUCATIONAL PROGRAMS FY 2022-23 PAFR | 6 Capital Improvement Projects ENHANCING AND INVESTING IN THE WATER INFRASTRUCTURE Plant 134 Process Improvements – Granular Activated Carbon (GAC) Installation The District completed the installation of GAC technology at the District's Water Treatment Plant to remove organics and mitigate the possibility of high Total Trihalomethane (TTHM) levels. Date Completed: April 2023 Project Cost: $3,821,340 Benefits: The completion of this enhancement will allow the District to continue meeting local, State, and Federal water quality requirements and maintain the quality and safety of water provided to the community. Up to 4 million gallons of water per day will be treated by GAC Technology. Water Main Rehabilitation Pleasant Hill Drive Performed in-house by District Water Maintenance crews, 675 feet of water main were replaced on Pleasant Hill Drive. The previous pipe did not meet current minimum water main size standards. Installing new 6-inch ductile iron pipe enhances fire flow capacity while contributing to more efficient system circulation and service to residents. Date Completed: October 2022 Project Cost: $102,030 Benefits: By replacing the undersized pipeline, the need for maintenance and leak repairs is significantly reduced. Additional project enhancements included the installation of fire hydrants to assist the fire department during an emergency, as well as aid in the maintenance of the water system. Reservoir Rehabilitation Project – Plant 108 The District contracted for the rehabilitation of a reservoir at Plant 108 to extend the life of the tank. The 2 million gallon capacity tank serves customers located in the District's Foothill pressure zone. Date Completed: June 2023 Project Cost: $1,077,048 Benefits: Rehabilitation included removal of aged coating, internal recoating, installation of anti-corrosion system, tank repairs, and access point enhancements to meet current safety requirements. EAST VALLEY WATER DISTRICT | 7 Revenues and Expenses Providing safe drinking water to over 104,000 residents every day is the District’s top priority and also one of its most significant expenses. The graphs below represent the District’s combined revenue and expenses for FY 2022-23. For comparison purposes, FY 2020-21 and FY 2021-22 revenue and expenses have also been included. Please refer to the District’s 2023 Annual Report for a comprehensive breakdown of expenses. REVENUE EXPENSES HOW IS REVENUE MANAGED? East Valley Water District utilizes revenue to fund daily operations, scheduled capital improvements and replacements, and principal and interest for debt financed construction projects. Remaining revenue is added to reserves or invested back into capital improvement projects to help maintain and improve the system's reliability so that East Valley Water District may continue taking steps to support the District's Vision of providing world-class public service. Revenue also provides funding for conservation programming, which empowers customers to be efficient water users and encourages water savings indoors and out. GrantsNon-Operating Capacity Charges Non-OperatingOperating FY 2020-21 $43.33Million $47.15Million$46.16Million FY 2021-22FY 2022-23 Operating $39.12Million FY 2020-21 $42.18Million FY 2021-22 $43.48Million FY 2022-23 GrantsNon-Operating Capacity Charges Non-OperatingOperating FY 2020-21 $43.33Million $47.15Million$46.16Million FY 2021-22FY 2022-23 Operating $39.12Million FY 2020-21 $42.18Million FY 2021-22 $43.48Million FY 2022-23 Revenues by Sources The District relies on user rates/fees to fund day-to-day operations. East Valley Water District receives 99 percent of its revenue from user rates and fees; the District receives no funding from property or sales taxes. Rates and fees are reviewed on 3 to 5 year cycles and are adjusted to meet the costs of providing services to customers. Meter charges are fixed monthly charges assessed to customers based on the size of the service connection to their property. Wastewater collection revenue consists of 1) fixed monthly charges for residential customers and 2) a combination of fixed and volumetric charges for commercial customers. Wastewater treatment revenue consists of 1) fixed monthly charges for residential customers and 2) a combination of fixed and volumetric charges for commercial customers. These revenues are used to pay the City of San Bernardino Municipal Water Department, which is currently contracted to treat all wastewater generated by District Customers. Other charges are assessed according to an adopted fee schedule, but are only charged to users who request, or require, use of District resources beyond the scope of delivering normal water and wastewater services. Water sales are based on the volume of water used by a customer during the monthly billing period. REVENUE HISTORY & FORECAST (IN MILLIONS) fy 2022-23rate revenue 3% Other Charges 39% Water Sales 22% Meter Charges 23% Wastewater Treatment 13% Wastewater Collection 13.3 14.7 14.5 10.1 12.2 10 5 0 15 20 25 30 FY 21-22 Actual FY 22-23 Actual FY 23-24 Projected FY 24-25 Projected Water Operating Revenue Wastewater Operating Revenue Water Reclamation Operating Revenue 28.9 28.4 27.9 28.3 29.2 FY 20-21 Actual 5.8 6.0 6.3 FY 2022-23 PAFR | 8 Breakdown of Expenses Expenses are the cost of providing water to meet customer demand and collecting and treating wastewater from customer residences or places of business. East Valley Water District strives to provide safe and reliable water delivery services. The District has put forth significant effort to overcome the challenges of maintaining a fiscally sustainable and operationally dependable organization. Source of Supply Pumping Water Treatment Transmission Customer Accounts Wastewater Treatment Depreciation Interest Expense Wastewater Collection Administrative and General and Distribution 9 3 2 155 2 10 22 30 2 This graphic identifies how every dollar spent is allocated to cover expenses (in cents). EXPENSES • Source of Supply - Expenses related to the extraction of groundwater, and for procuring water from the Santa Ana River or State Water Project when supply is available. • Pumping - Expenses related to moving water throughout the District’s water distribution system. • Water Treatment - Expenses related to the treatment of water. • Transmission and Distribution - Expenses for transmitting water to treatment plants and storage reservoirs for distribution to commercial and residential customers. • Customer Accounts - Expenses related to the service of customer accounts including, postage, telephone, printing and publishing, and billing services. • Wastewater Treatment - Expenses related to the contracted service currently provided by the City of San Bernardino Municipal Water Department. • Wastewater Collection - Expenses for the operation and maintenance of the District’s system of wastewater collection pipelines. • Administrative and General - Expenses related to the administration of District operations. For example, employee compensation, benefits, conservation rebates, office supplies, banking services, materials and supplies, utilities, fuel, permits, insurance claims, legal services, and printing and publishing. • Depreciation - Expenses related to the use of capital assets over time. • Interest Expense - Expenses incurred for borrowing funds. EXPLANATION OF EXPENSES EAST VALLEY WATER DISTRICT | 9 Outstanding Long-Term Debt Much like how a mortgage is financed to spread costs over 30 years, East Valley Water District has incurred debt to fund large capital projects. The District has adopted a Debt Management Policy to clearly state that long-term borrowing is only to be used for Capital Improvement Projects that cannot be funded from current revenues. Similar to an individual’s credit score, public agencies have a bond rating used by investors to determine risk. The District has a bond rating of AA- by both the Fitch and the Standard and Poor’s rating services. This is considered a high quality investment grade. US Bank Loan - Issued for the purchase and installation of energy conservation equipment at several of the District’s water production facilities. Sterling Natural Resource Center Loan - Funded the design and construction of the District’s water recycling facility that will capture and treat District wastewater flows. Recycled water will be recharged to the Bunker Hill Groundwater basin. 2020A Bonds - Issued to refund outstanding 2010 revenue bonds and save $380,000 annually in interest. The 2010 bonds were issued to finance pipeline and other infrastructure projects. 2020B Bonds - Issued to refund outstanding 2013 revenue bonds, which were issued to finance the construction of a new administration and operations headquarters. State Department of Water Resources Loans - Funded the improvement and expansion of the District’s surface water treatment plant. SBVMWD Loans - Agreement with the San Bernardino Valley Municipal Water District (SBVMWD) for the construction, financing, and maintenance of a City Creek Turnout and Plant 134 Hydroelectric Station. The station provides the District with direct access to State Project Water, to be used for the surface water treatment plant. The District's long-term debt consists of bonds, loans and installment purchases. explanation of debt (in millions) $155.7 million Sterling Natural Resource Center $400,000 US Bank Loan $15.1 million 2020A Bonds $13.1 million 2020B Bonds $1.3 million SBVMWD Loan $5.4 million State Dept. of Water Resources FY 2022-23 PAFR | 10 Two-Year Comparative Net Position (In Millions) As an infrastructure-based organization, the District directs significant resources in capital investments to maintain and improve its water and wastewater system. Comparative net position offers perspective of the District’s assets, liabilities, and equity. The information presented below applies to fiscal years ended June 30, 2023 and 2022. EXPLANATION OF ASSETS Current Assets - Cash and cash equivalents, customer utility receivables, inventory, prepaid expenses, and other liquid assets that can be readily converted to cash. Restricted Assets - Cash equivalents, grants and bonds restricted for a specific purpose and therefore not readily available to use. Other Assets - Special assessments receivable from certain property owners for system improvements that benefit only their properties. Capital Assets - Any land, building, equipment, vehicles, inventory, treatment plants, pipeline, and water distribution systems owned by the District. Deferred Outflow of Resources - Use of net assets attributed to future reporting periods, such as prepaid items and deferred charges. EXPLANATION OF LIABILITIES AND EQUITY (NET POSITION) Current Liabilities - Present financial obligations including, payments to vendors, payroll, and employee benefits. Non-Current Liabilities - Long-term financial obligations including payments for loans, bonds, and employee retirement benefits. Deferred Inflow of Resources - Receipt of net assets attributed to future reporting periods, such as deferred revenue and advance collections. Equity (Net Position) - Represents the excess of assets over liabilities. $45.4 $36.4 $12.4 $0.3 $319.7 $309.2 $7.3 Current Assets Restricted Assets Other Assets Capital Assets Deferred Outflows Current Liabilities Non-Current Liabilities Net Position Deferred Inflows $26.4 $21 $207.9 $186.9 $147.8 $145.1 $3.0 $7.6 $11 $3.7 $0.3 2022 Total Assets: $360.6 Million 2023 Total Assets: $385.1 Million 2023 Liabilities & Equity: $385.1 Million 2022 Liabilities & Equity: $360.6 Million EAST VALLEY WATER DISTRICT | 11 31111 Greenspot Road Highland, California 92346 District Headquarters 31111 Greenspot Road Highland, California 92346 Sterling Natural Resource Center 25318 5th Street Highland, California 92410 Customer Service & After-Hours Emergency Service (909) 889-9501 eastvalley.org @eastvalleywater District Board Meetings Second and Fourth Wednesday of Each Month at 5:30pm District Headquarters Board Room 31111 Greenspot Road Highland, CA 92346 Office Hours Monday – Thursday 8:00am – 5:00pm 2nd and 4th Tuesday 9:00am – 5:00pm Friday 7:30am – 4:30pm East Valley Water District was formed in 1954 and provides water and wastewater services to over 104,000 residents within the cities of Highland and San Bernardino, and portions of San Bernardino County. The District operates under the direction of a 5-member elected Board. Agenda Item #2 November 14, 20231 Meeting Date: November 14, 2023 Agenda Item #2 Informational Item 9 1 7 Regular Meeting TO: Committee Members FROM: Chief Financial Officer SUBJECT: Review Authorization to Transfer Unclaimed Funds into the District's General Fund RECOMMENDATION That the Finance and Human Resources Committee recommend to the Board of Directors to authorize the Chief Financial Officer to perform procedures prescribed in the Government Code and Code of Civil Procedure for the purpose of unencumbering stale-dated checks and keeping the related funds from escheating to the State. BACKGROUND / ANALYSIS The District’s checking account accumulates a long list of old, outstanding checks as a result of customer refunds relating to the closing of water accounts and paid vendors who failed to cash their check. All of the old checks make the reconciliation of the checking account unnecessarily cumbersome. Government Code sections 50050-50052 and Code of Civil Procedures section 1502(a)(2) describe procedures applied to unclaimed funds that are at least three years old. The procedure involves publishing a notice about the unclaimed funds once a week for two consecutive weeks in a paper of general circulation. Any claims that are submitted as a result of the notice will be investigated and approved or rejected by the Chief Financial Officer (CFO). Any funds remaining unclaimed 45 days after the first publication may be transferred to the District’s General Fund. Government Code section 50055 states that unclaimed funds of $15.00 or less that have been held by the District for more than one year do not need to be publicly noticed, but may be transferred into the District’s General Fund by simple action of the Board of Directors (Board). Staff recommends that the Board authorize the CFO to write off all stale-dated checks that are more than one year old and are less than $15.00 (attached Schedule A totaling $54.88). Staff is also requesting that the Board authorize staff to publish a notice regarding all stale-dated checks that are more than $15.00 and are more than three years old (attached Schedule B totaling $3,511.39) in the San Bernardino Sun newspaper for the purpose of satisfying the requirements of the Government Code. Agenda Item #2 November 14, 20232 Meeting Date: November 14, 2023 Agenda Item #2 Informational Item 9 1 7 AGENCY GOALS AND OBJECTIVES II - Maintain a Commitment To Sustainability, Transparency, and Accountability A. Practice Transparent and Accountable Fiscal Management FISCAL IMPACT The fiscal impact associated with this agenda item is $3,566.27 and could be converted from liability to Unrestricted Net Assets by following Government Code procedures to write off the checks listed on Attachments A and B. Respectfully submitted: ________________ Brian Tompkins Chief Financial Officer ATTACHMENTS 1. Schedule A 2. Schedule B SCHEDULE A UNCLAIMED CHECKS UNDER $15 & ONE YEAR OR OLDER PAYMENT DATE NUMBER VENDOR NAME AMOUNT 12/20/2021 258821 PATRICK & JULIE RAMIREZ $4.34 01/13/2022 258899 JAMIE CORBETT 13.59 06/08/2022 259580 BRAEMAR DEVELOPMENT $7.41 06/08/2022 259581 BRAEMAR DEVELOPMENT 14.77 06/08/2022 259582 BRAEMAR DEVELOPMENT 14.77 TOTAL $54.88 Page 1 of 1 SCHEDULE B UNCLAIMED CHECKS $15 AND OVER & THREE YEARS OR OLDER PAYMENT DATE NUMBER VENDOR NAME AMOUNT 11/25/2019 255335 J D BILBAO $25.36 12/03/2019 255356 JANICE ANDRADE 75.96 01/10/2020 255552 BIANCA CAMPOS 53.09 01/22/2020 255584 PAUL HERRERA 96.45 02/04/2020 255671 CRYSTAL COMADURAN 93.43 02/04/2020 255673 JAIME C RODRIGUEZ 101.04 02/12/2020 255708 GLAK PROPERTIES, LLC 19.67 03/18/2020 255899 MATTHEW GRIFFIN 59.23 04/15/2020 256054 CAROLINE GUERRERO 37.25 05/13/2020 256172 COMMUNITY REDEVELOPER LP 485.99 05/20/2020 256199 FELICIA PARRA 46.17 05/27/2020 256231 MICHAEL BALLARD 174.59 07/01/2020 256397 OMAR REAL 75.62 07/10/2020 256458 IE GENERAL INC.1,703.53 08/19/2020 256636 DI QUN SU 263.85 10/28/2020 256886 ANGEL B. SANTOS 30.22 10/28/2020 256888 IVAN MAGNAYE 71.21 10/28/2020 256890 ANTHONY COE 25.85 10/28/2020 256891 MICHAEL CRAIG 72.88 TOTAL $3,511.39 Page 1 of 1 Agenda Item #3 November 14, 20231 Meeting Date: November 14, 2023 Agenda Item #3 Discussion Item 9 2 1 Regular Meeting TO: Committee Members FROM: Director of Administrative Services SUBJECT: COVID-19 Prevention Program RECOMMENDATION That the Finance & Human Resources Committee recommend that the Board of Directors approve the removal of Section 9: COVID-19 Policies and Protocols, from the Administrative Policies & Programs Manual, and adopt Policy 6.13 COVID-19 Prevention Program, under Section 6: Workplace and Building Standards. BACKGROUND / ANALYSIS East Valley Water District is committed to maintaining a safe and healthy environment for staff and customers. When the COVID-19 Pandemic was declared, staff initially created previous Policy 6.13 – COVID-19 Workplace Protocol, which was approved by the Board of Directors on March 25, 2020. As the Pandemic continued to evolve, federal, state, and local health department regulations became much more prescriptive. The District maintained compliance with these regulations by adopting Section 9: COVID 19 Policies and Protocols, of the Administrative Policies & Programs Manual, on July 22, 2020. This section included several policies which were very specific to COVID-19 protocols for cleaning and disinfecting, social distancing, face coverings, testing, and more. The policies and protocols adopted in Section 9 replaced previous Policy 6.13. On February 3, 2023, the Division of Occupational Safety and Health (DOSH) Non- Emergency COVID-19 prevention regulations went into effect, and on May 11, 2023, the U.S. Department of Health and Human Services declared the COVID-19 public health emergency officially over. With the Non-Emergency regulations in effect, and the Pandemic officially over, staff evaluated current District COVID policies, and found that they were excessive in comparison to the more current Non-Emergency regulations. Staff determined that a COVID-19 Prevention Program which incorporated all elements of the Non-Emergency regulations would be better suited for the District moving forward. If adopted by the Board of Directors, Policy 6.13, COVID-19 Prevention Program, will make it easier for the District to provide consistent protections to staff and allow for flexibility if changes are made to COVID-19 guidance in the future. Policy 6.13 also includes a new form titled COVID-19 Case Investigation Form (attached), which will Agenda Item #3 November 14, 20232 Meeting Date: November 14, 2023 Agenda Item #3 Discussion Item 9 2 1 offer staff a useful template to record and retain COVID-19 case information. If adopted, Policy 6.13, COVID-19 Prevention Program, will replace Section 9: COVID- 19, and all of the section’s related policies. AGENCY GOALS AND OBJECTIVES II - Maintain a Commitment To Sustainability, Transparency, and Accountability B. Utilize Effective Communication Methods III - Deliver Public Service With Purpose While Embracing Continuous Growth A. Advance Emergency Preparedness Efforts REVIEW BY OTHERS This agenda item has been reviewed by the Administrative Department. FISCAL IMPACT There is no fiscal impact associated with this agenda item. Respectfully submitted: ________________ Kerrie Bryan Director of Administrative Services ATTACHMENTS COVID-19 Prevention Program COVID-19 Case Investigation Form EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: COVID-19 Prevention Program Original Approval Date: Last Revised: Policy No: 6.13 Page 1 of 13 Purpose The Division of Occupational Safety and Health (“DOSH”) recognizes that COVID-19 constitutes a workplace hazard. The purpose of this policy is to establish a COVID-19 Prevention Program (“CPP”), to provide direction for implementing and maintaining the CCP, and the guidelines under which it will operate to provide East Valley Water District (District) employees a healthy and safe workplace as required under the California Occupational Safety and Health Act and associated regulations. This Program has been updated to comply with the Non-Emergency COVID-19 prevention regulation, which took effect on February 3, 2023, and will remain in effect through February 3, 2025, with the recordkeeping requirements in effect for one additional year through February 3, 2026. Nothing in this CPP precludes the District from complying with federal, state, or local laws, public health orders, or guidance that may recommend or require that the District adopt and implement measures that are more prescriptive and/or restrictive than those that are provided herein. Responsibility The Human Resources/Risk and Safety Department has overall responsibility for implementing the provisions of the CPP in the workplace. In addition, all managers and supervisors are responsible for implementing and maintaining the CPP in their assigned work areas and for ensuring employees receive answers to questions about the program. All employees are responsible for using safe work practices; following all directives, policies and procedures; and assisting in maintaining a safe work environment. Definitions For the purposes of the CPP, the following definitions shall apply: “Close Contact” means sharing the same indoor space as a COVID-19 positive employee for a cumulative total of 15 minutes or more over a 24-hour period during the infectious period. EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: COVID-19 Prevention Program Original Approval Date: Last Revised: Policy No: 6.13 Page 2 of 13 “COVID-19” means the disease caused by severe acute respiratory syndrome coronavirus 2 (“SARS-CoV-2”). “COVID-19 Positive Employee” means an employee who either: (1) Has a positive COVID-19 Test; (2) Is subject to COVID-19-related order to isolate issued by a local or state health official; (3) Has a positive COVID-19 diagnosis from a licensed health care provider; or (4) Has died due to COVID-19, in the determination of a local health department or per inclusion in the COVID-19 statistics of a county. “COVID-19 Hazard” means potentially infectious material that may contain SARS-CoV-2, the virus that causes COVID-19. Potentially infectious materials include airborne droplets, small particle aerosols, and airborne droplet nuclei, which most commonly result from a person or persons exhaling, talking or vocalizing, coughing, or sneezing, or from procedures performed on persons which may aerosolize saliva or respiratory tract fluids. “COVID-19 Symptoms” means one of the following: (1) fever of 100.4 degrees Fahrenheit or higher or chills; (2) cough; (3) shortness of breath or difficulty breathing; (4) fatigue; (5) muscle or body aches; (6) headache; (7) new loss of taste or smell; (8) sore throat; (9) congestion or runny nose; (10) nausea or vomiting; or (11) diarrhea, unless a licensed health care professional determines the person’s symptoms were caused by a known condition other than COVID-19. “COVID-19 Test” means a test for SARS-CoV-2 that is: (1) Cleared, approved, or authorized, including in an Emergency Use Authorization (“EUA”), by the United States Food and Drug Administration (“FDA”) to detect current infection with the SARS-CoV-2 virus (e.g., a viral test); and (2) Administered in accordance with the authorized instructions. (3) To meet return-to-work criteria, a COVID-19 test may be both self-administered and self-read if the test result can be independently verified (e.g., the employee can provide a time-stamped photograph of the test result). “Exposed Group” means all employees at a work location, working area, or a common area at work where a COVID-19 positive employee was present at any time during the infectious period. Common areas at work includes bathrooms, walkways, hallways, aisles, break or eating areas, and waiting areas. However, places where employees momentarily pass through, without congregating, is not a work location, working area, or a common area at work. EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: COVID-19 Prevention Program Original Approval Date: Last Revised: Policy No: 6.13 Page 3 of 13 “Face Covering” means a surgical mask, a medical procedure mask, a respirator worn voluntarily, or a tightly woven fabric or non-woven material of at least two layers that completely covers the nose and mouth and is secured to the head with ties, ear loops, or elastic bands that go behind the head. If gaiters are worn, they shall have two layers of fabric or be folded to make two layers. A face covering is a solid piece of material without slits, visible holes, or punctures, and must fit snugly over the nose, mouth, and chin with no large gaps on the outside of the face. A face covering may be clear or cloth with a clear plastic panel that otherwise meet this definition. A face covering does not include a scarf, ski mask, balaclava, bandana, turtleneck, collar, or single layer of fabric. “Infectious Period” means the following time period, unless otherwise defined by CDPH regulation or order: (1)For COVID-19 positive employees who develop COVID-19 Symptoms: From two (2) days before the date of symptom onset until after both conditions are satisfied: (1) 10 days have passed after symptoms first appeared, or through day five (5) if testing is negative on day five (5) or later; and (2) 24 hours have passed with no fever, without the use of fever-reducing medications, and symptoms have improved. (2)For COVID-19 positive employees who never develop COVID-19 Symptoms: From two (2) days before the positive specimen collection date through 10 days (or through day five (5) if testing negative on day five (5) or later) after the date on which the specimen for their first positive test for COVID-19 was collected. “Returned Case” means a COVID-19 positive employee who was excluded from work and did not develop any COVID-19 Symptoms after returning. A person shall only be considered a returned case for 90 days after the initial onset of COVID-19 Symptoms or, if the person never developed COVID-19 Symptoms, for 90 days after the first positive test. If a period of other than 90 days is required by a CDPH regulation or order, that period shall apply. “Worksite,” for the limited purposes of COVID-19 prevention regulations only, means the building, facility, outdoor area, or other location where a COVID-19 positive employee was present during the infectious period. Program A.District Recognizes COVID-19 as a Potential Work-Related Hazard An employee is potentially exposed to COVID-19 Hazards when near other persons, whether or not the employee is performing an assigned work task. EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: COVID-19 Prevention Program Original Approval Date: Last Revised: Policy No: 6.13 Page 4 of 13 The District will treat all persons as potentially infectious, regardless of symptoms, vaccination status, or negative COVID-19 Test results. COVID-19 shall be considered a hazard specific to an employee’s job assignments and job duties if those assignments and/or duties bring the employee near other persons. B. Measures Adopted by the District to Prevent COVID-19 Transmission and to Identify and Correct COVID-19 Hazards at District Worksites and Facilities The District recognizes that COVID-19 is an airborne infectious disease and treats it as such. When determining measures to prevent COVID-19 transmission and to identify and correct COVID-19 Hazards, the District reviews applicable orders and guidance related to COVID-19 from the CDPH, DOSH and the local health department in San Bernardino County. The District adopted the following measures to prevent COVID-19 transmission and to identify and correct COVID-19 Hazards at District Worksites and facilities: (1) The District investigates COVID-19 illness at the workplace; (2) The District effectively responds to COVID-19 Cases at the workplace; (3) The District makes COVID-19 tests available at no cost to employees who had a Close Contact COVID-19 exposure; (4) The District provides notice of COVID-19 positive employees; (5) The District provides Face Coverings to all employees and requires that such Face Coverings are worn when required by regulation or order from the CDPH or local health department; (6) The District ensures adequate ventilation; (7) The District follows all applicable aerosolizing procedures; (8) The District keeps adequate records and completes all required reports; (9) The District complies with all orders promulgated by the Division of Occupational Safety and Health. EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: COVID-19 Prevention Program Original Approval Date: Last Revised: Policy No: 6.13 Page 5 of 13 C. Employee Training and Instruction The District will provide employees training and instruction on COVID-19 in the following circumstances: (1) When this CPP is adopted or updated; (2) To all new employees; (3) To all employees given new job assignments for which training has not previously been received; (4) Whenever new substances, processes, procedures or equipment are introduced to the workplace and represent a new hazard; (5) Whenever the District is made aware of a new or previously unrecognized hazard; and (6) For supervisors to familiarize themselves with the safety and health hazards to which employees under their immediate direction and control may be exposed. D. District Procedure for Investigating COVID-19 Illness At District Workplaces 1. Investigation of COVID-19 Positive Cases In the event of a COVID-19 positive employee, the District will undertake the following steps to investigate: (1) Determine the day and time the positive employee was last present at the workplace; (2) Determine, to the extent possible, the date of the positive COVID-19 Test(s) and/or diagnosis; and (3) Determine the date the positive employee first experienced one (1) or more COVID-19 Symptoms, if any were experienced. The District will also collect the following information for positive employees: (1) The employee's name; (2) The employee’s contact information; (3) The employee’s job title; EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: COVID-19 Prevention Program Original Approval Date: Last Revised: Policy No: 6.13 Page 6 of 13 (4) The location where the employee worked; (5) The date of the employee’s last day at the workplace; and (6) The date of the employee’s positive COVID-19 Test and/or COVID- 19 diagnosis. The District will also collect the following information for COVID-19 Close Contacts: (1) The employee’s name; (2) The employee’s contact information; and (3) The date upon which the District provided the employee notice of the Close Contact. 2. Identification of and Response to Employees with COVID- 19 Symptoms The District will identify and respond to persons with COVID-19 Symptoms at the workplace. The District encourages employees to report COVID-19 Symptoms and to stay home when ill. E. District Method or Procedure for Responding to a COVID-19 Case in the Workplace 1. Exclusion of COVID-19 Positive Employees from the Workplace The District will immediately exclude from the workplace all positive employees and, in the event of an outbreak, all employees within the Exposed Group who had Close Contact with a positive employee. The District will not allow positive employees to return to work unless and until they satisfy the following requirements: (1) Positive employees who do not develop COVID-19 Symptoms shall not return to work during their Infectious Period; (2) Positive employees who develop COVID-19 Symptoms shall not return to work during the shorter of the following: (1) the Infectious Period; or (2) through 10 days after the onset of symptoms and at least 24 hours EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: COVID-19 Prevention Program Original Approval Date: Last Revised: Policy No: 6.13 Page 7 of 13 have passed since a fever of 100.4 degrees Fahrenheit or higher has resolved without the use of fever-reducing medication. The above requirements shall apply regardless of whether an employee has previously been excluded from the workplace or the District took other precautions in response to an employee’s Close Contact or membership in an exposed group. The District will provide the positive employee information regarding COVID-19 related benefits to which the employee may be entitled under applicable federal, state, or local laws. The District will provide the employee information on any benefits available under legally mandated sick leave, if applicable, workers’ compensation law, local government requirements, and the District’s leave policies. 2. Requirement that a COVID-19 Positive Employee Wears a Face Covering Regardless of the employee’s vaccination status, previous infection, or lack of COVID-19 symptoms, a positive employee shall wear a Face Covering in the workplace until 10 days have passed since the date that COVID-19 Symptoms began or, if the positive employee did not present COVID-19 Symptoms, from the date of their first positive COVID-19 Test. However, masks may be removed sooner than day 10 if two sequential negative tests results are received one day apart. 3. Responding to Employees Who Had a Close Contact The District reviews current CDPH guidance for employees who had a Close Contact, including guidance regarding required or recommended quarantines and other measures intended to reduce the transmission of COVID-19. The District will provide any employee who had a Close Contact and must be excluded from the workplace information regarding COVID-19-related benefits to which the employee may be entitled under applicable federal, state, or local laws. The District will provide the employee information on any benefits available under legally mandated sick leave, if applicable, workers’ compensation law, local government requirements, and the District’s leave policies. 4. The District’s Observance of Adherence to Isolation, Quarantine and Exclusion Orders If an order to isolate, quarantine, or exclude an employee is issued by a local or state health official, the District will not allow any employee who is subject to such EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: COVID-19 Prevention Program Original Approval Date: Last Revised: Policy No: 6.13 Page 8 of 13 order to report to a District workplace until the employee satisfies the isolation or quarantine requirements or the order is lifted. If no violations of local or state health official orders for isolation, quarantine, or exclusion would result, the District may request that DOSH allow employees to return to work on the basis that the removal of an employee would create undue risk to a community's health and safety. In such cases, the District would implement effective control measures in order to prevent the transmission of COVID-19 in the workplace, including isolating the employee at the workplace. F. Testing of Close Contacts The District makes COVID-19 Tests available at no cost to all employees who had a Close Contact COVID-19 exposure at a District Worksite. The District will offer such employees COVID-19 Tests during paid time, whether during the employee’s regular work schedule or otherwise, and will provide compensation for the time that the employee spends waiting for and being tested. G. Notice of COVID-19 Positive Cases 1. Notice to Close Contacts 2. Notice of Workplace Exposures When Labor Code section 6409.6 or any successor law is in effect, in the event of a workplace COVID-19 exposure, the District will provide notice to employees and the employers of independent contractors who were present at the Worksite at the same time as the COVID-19 Case. The District will provide such notice in a form readily understandable to employees, as required by Labor Code section 6409.6. When Labor Code section 6409.6 or any successor law is in effect, in the event of a workplace COVID-19 exposure, the District will provide notice to the authorized representative, if any, of the positive employee and of any employee who had a workplace COVID-19 exposure as a result of the positive employee. H. Face Coverings 1. General Face Covering Requirements The District provides Face Coverings to all employees and requires that such Face Coverings are worn when required by regulation or order from the CDPH or local health department. EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: COVID-19 Prevention Program Original Approval Date: Last Revised: Policy No: 6.13 Page 9 of 13 When a CDPH regulation or order requires Face Coverings indoors, the District will require employees to wear Face Coverings in vehicles, unless expressly provided that Face Coverings need not be worn in such circumstances. The District requires that employees’ Face Coverings be clean, undamaged and worn over both the nose and mouth. The District allows employees to use face shields to supplement, not supplant, Face Coverings. 2. Limited Exceptions to Face Covering Requirements The District will not require that employees wear Face Coverings when the use of Face Coverings is required as a result of a regulation or order from the CDPH or local health department during the following circumstances: (1) When an employee is alone in a room (e.g., alone in an office or another space with walls that extend from the floor to the ceiling and a door that may be closed in order to close the space to others) or vehicle; (2) While the employee is eating and drinking at the workplace, provided that employees are at least six (6) feet apart and that the District has maximized the supply of outside or filtered air to the area. (3) If the employee cannot wear Face Coverings due to a medical or mental health condition or disability, or because the employee is hearing-impaired or is communicating with a hearing-impaired person. In such a circumstance, the employees shall wear an effective non-restrictive alternative, such as a face shield with a drape on the bottom, if the condition or disability permits it. (4) While the employee is performing specific tasks which cannot feasibly be performed with a Face Covering. This exception is limited to the time period in which the employees is actually performing the task. If an employee is not wearing a Face Covering pursuant to the exceptions in subsections (4) and (5), above, the District will assess COVID-19 Hazards and take action as necessary based on General Industry Safety Orders. 3. The District Will Not Prevent or Discourage Employees from Wearing Face Coverings EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: COVID-19 Prevention Program Original Approval Date: Last Revised: Policy No: 6.13 Page 10 of 13 The District will not prevent or discourage any employee from wearing a Face Covering when the use of such a Face Covering is not required by a regulation or order from the CDPH or local health department. Notwithstanding the above, the District may prevent an employee from wearing a Face Covering if the use of such Face Covering would create a safety hazard. I. Ventilation 1. Ventilation of Indoor Workplaces The District will monitor and review CDPH and DOSH guidance regarding ventilation for indoor workplaces, including, but not limited to, the “Interim Guidance for Ventilation, Filtration, and Air Quality in Indoor Environments.” The District will evaluate whether current indoor ventilation is adequate in order to reduce the risk of transmission of SARS-CoC-2 if a COVID-19 Case enters the workplace. Where such indoor ventilation is not adequate, the District will implement changes as necessary to provide adequate ventilation. 2. Maximization of Outdoor Air in Vehicles The District will require that employees who use vehicles for work-related purposes maximize the supply of outside air inside the vehicle to the extent feasible, except when doing so would cause a hazard to employees or expose them to inclement weather. 3. District Compliance with the Regulatory Requirements regarding Mechanical Ventilation Systems, including Mechanically Driven Heating, Ventilating and Air Conditioning (“HVAC”) Systems The District will review and comply with relevant requirements provided for at Title 8, Section 5142 and 5143 concerning “Mechanically Driven Heating, Ventilating and Air Conditioning (“HVAC”) Systems to Provide Minimum Building Ventilation” and “General Requirements of Mechanical Ventilation Systems,” respectively. 4. Ventilation During and After a Workplace COVID-19 Outbreak In the event of a workplace COVID-19 outbreak, the District will comply with the ventilation requirements below: EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: COVID-19 Prevention Program Original Approval Date: Last Revised: Policy No: 6.13 Page 11 of 13 For the purpose of determining whether there exists an “outbreak,” the District will consider an “outbreak” to mean three (3) or more employee COVID-19 Cases within an exposed group who have visited the Worksite during their Infectious Period during any 14-day period. The District will use this definition unless a CDPH regulation or order defines the term “outbreak” using a different number of COVID- 19 Cases or a different time period for determining the existence of a workplace COVID-19 outbreak. In buildings or structures with mechanical ventilation, the District will filter recirculated air with Minimum Efficiency Reporting Value (“MERV”) -13 or higher efficiency filters if compatible with the ventilation system. If MERV -13 or higher filters are not compatible with the ventilation system, employers shall use filters with the highest compatible filtering efficiency. Where ventilation is inadequate to reduce the risk of COVID-19 transmission, the District will use High Efficiency Particulate Air (“HEPA”) air filtration units in accordance with manufacturers’ recommendations in indoor areas occupied by employees for extended periods. J. Reporting and Recordkeeping 1. Reporting Cases and Outbreaks to the Local Health Department The District will report information about COVID-19 Cases and outbreaks at the Worksite to the local health department whenever required by law, and shall provide any related information requested by the local health department. 2. Recording and Retention of Records regarding COVID-19 Cases and Close Contacts a. Tracking and Recording Information about COVID- 19 Cases The District will keep track of all COVID-19 Cases and will record the following information about such cases utilizing the COVID-19 Case Investigation Form. At the least, the following information will be recorded: (1) The employee's name; (2) The employee’s contact information; EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: COVID-19 Prevention Program Original Approval Date: Last Revised: Policy No: 6.13 Page 12 of 13 (3) The employee’s title; (4) The location where the employee worked; (5) The date of the employee’s last day at the workplace; and (6) The date of the employee’s positive COVID-19 Test and/or COVID-19 diagnosis. b. Tracking and Recording Information about Close Contacts The District will also track employees who had a Close Contact exposure and will record the following information about such exposures: (1) The employee’s name; (2) The employee’s contact information; and (3) The date upon which the District provided the employee notice of the Close Contact. c. Retention of Records Regarding COVID-19 Cases and Close Contacts The District will retain records regarding COVID-19 Cases and Close Contacts for two (2) years beyond the period in which the record is necessary to meet requirements. 3. Retention of COVID-19 Workplace Exposure Notices The District will retain the notices that the District provides to employees, the employers of independent contractors, and employee organization in the event of a workplace COVID-19 exposure for three (3) years. 4. Confidentiality of Records Related to COVID-19 Cases, Close Contacts, and Symptomatic Employees The District will keep confidential all personal identifying information of COVID-19 positive employees, Close Contacts and employees with COVID-19 Symptoms, unless disclosure is required or permitted by law. EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: COVID-19 Prevention Program Original Approval Date: Last Revised: Policy No: 6.13 Page 13 of 13 The District will also keep confidential any employee medical records, unless disclosure is required or permitted by law. The District will provide unredacted information on COVID-19 Cases to the local health department, CDPH, or other required agencies when required by law. K. District Compliance with other orders by DOSH The District will comply with any additional actions required by DOSH through or by the issuance of an Order to Take Special Action in order to protect District employees against COVID-19 Hazards. EAST VALLEY WATER DISTRICT COVID-19 Case Investigation Form Page 1 of 2 All personal identifying information of COVID-19 positive employees or employees with COVID-19 symptoms, and any employee required medical records will be kept confidential unless disclosure is required or permitted by law. Unredacted information on COVID-19 cases will be provided to the local health department, CDPH, Cal/OSHA, or other required agencies when required by law. Date COVID-19 positive (suspected or confirmed) became known: Date investigation was initiated: Name of person(s) conducting the investigation: COVID-19 Case Summary Name: Contact Information: Occupation (if non-employee, why they were at the workplace): Exposure Location: Last date/time present in the workplace: Date of positive test and/or diagnosis: Date of first symptoms: * Add additional pages as needed Summary of employees, independent contractors, and District visitors that came in close contact Name Contact Info Date Notified Date COVID-19 Testing Offered (employee only) EAST VALLEY WATER DISTRICT COVID-19 Case Investigation Form Page 2 of 2 Summary notice of a COVID-19 case (employees, employers, independent contractors) – during the infectious period and regardless of a close contact occurring. Name Date Notified Summary notice of a COVID-19 case (authorized representative of the COVID-19 case and employee who had close contact). Name Date Notified What were the workplace conditions that could have contributed to the risk of COVID -19 exposure? What could be done to reduce exposure to COVID-19? Was the local health department notified? If yes, provide date.