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HomeMy WebLinkAboutAgenda Packet - Legislative & Public Outreach Committee - 12/08/2022LEGISLATIVE & PUBLIC OUTREACH COMMITTEE DECEMBER 8, 2022 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 James Morales Jr. Governing Board Member Phillip Goodrich Governing Board Member Legislative & Public Outreach Committee Meeting December 08, 2022 ­ 1:00 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. 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. DISCUSSION AND POSSIBLE ACTION ITEMS 1.2023­24 Legislative Platform 2.Facility Use Policy REPORTS 3.Directors’ Comments 4.Staff’s Comments ADJOURN LEGISLATIVE & PUBLIC OUTREACH COMMITTEEDECEMBER 8, 2022East 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 James Morales Jr. Governing Board Member Phillip Goodrich Governing Board Member Legislative & Public Outreach Committee Meeting December 08, 2022 ­ 1:00 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. 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. DISCUSSION AND POSSIBLE ACTION ITEMS 1.2023­24 Legislative Platform 2.Facility Use Policy REPORTS 3.Directors’ Comments 4.Staff’s Comments ADJOURN LEGISLATIVE & PUBLIC OUTREACH COMMITTEEDECEMBER 8, 2022East 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 MEMBERSJames Morales Jr.Governing Board Member Phillip GoodrichGoverning Board MemberLegislative & Public Outreach Committee MeetingDecember 08, 2022 ­ 1:00 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 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. 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. DISCUSSION AND POSSIBLE ACTION ITEMS 1.2023­24 Legislative Platform 2.Facility Use Policy REPORTS 3.Directors’ Comments 4.Staff’s Comments ADJOURN Agenda Item #1 December 8, 20221 Meeting Date: December 8, 2022 Agenda Item #1 Discussion Item 5 9 6 Regular Meeting TO: Committee Members FROM: Director of Strategic Services SUBJECT: 2023-24 Legislative Platform RECOMMENDATION That the Legislative and Public Outreach Committee recommend that the Board of Directors approve the 2023-24 Legislative Platform. BACKGROUND / ANALYSIS East Valley Water District (District) is committed to being an active and engaged public agency that advocates for legislation that benefit its’ customers. This includes monitoring and sometimes creating bills and programs with both the Federal and State legislations. Each year, the California Legislature introduces thousands of new bills and regulations that could impact District operations and customers. Given this high volume of activity, it is important to establish clear priorities through a Legislative platform. The Legislative Platform is updated with the start of each new legislative session, in this case 2023 and 2024. The Legislative Platform identifies the different roles and responsibilities within the organization, including the Board of Directors (Board), General Manager/CEO, staff, and legislative advocates. It provides direction for activities that the District should consider supporting or opposing. Legislative activities require clear direction and concise perspectives to allow staff and advocates the ability to respond quickly to legislative actions. The Legislative Platform allows the Board to establish policy priorities, thus providing staff with a tool to assess which bills and regulations to engage, without the time limitations of individual Board actions. Staff may request the Board take a position on proposed legislative actions that are not covered in the Legislative Platform. Maintaining an effective advocacy program consists of trade association coalitions, legislative staff discussions, legislator engagement, and on-record positions. There are times where the District may not agree with the entire concept of a bill, but may be willing to engage to negotiate the elements of concern. Legislative advocacy includes being part of discussions where staff can share how a bill could positively or negatively impact District customers. This is especially important in areas where there could be substantial unintended consequences of proposed legislation. Agenda Item #1 December 8, 20222 Meeting Date: December 8, 2022 Agenda Item #1 Discussion Item 5 9 6 The District anticipates multiple matters of interest will be considered in the 2023-24 sessions. While it won’t become entirely clear until after the bill introduction deadline, low-income rate assistance programs, water conservation requirements, clean fleet mandates, and water quality standards are items of interest the District will be closely monitoring. Staff will provide periodic updates on the session activity and items of interest to the Board. AGENCY GOALS AND OBJECTIVES I - Implement Effective Solutions Through Visionary Leadership C. Strengthen Regional, State and National Partnerships REVIEW BY OTHERS This agenda item has been reviewed by the District’s Legislative Advocates. FISCAL IMPACT There is no fiscal impact associated with this agenda item. Recommended by: ________________ Kelly Malloy Director of Strategic Services ATTACHMENTS 2023-24 Legislative Platform Power-Point Presentation LEADERSHIP | PARTNERSHIP | STEWARDSHIP LEGISLATIVE PLATFORM 2023-24 Highland, California District Headquarters 31111 Greenspot Road Highland, California 92346 eastvalley.org @eastvalleywater “ “to provide safe and reliable services for our community. WE MAINTAIN A COMPLEX INFRASTRUCTURE — Michael Moore, P.E., General Manager/CEO The East Valley Water District 2023-24 Legislative Platform summarizes the organizational policy position regarding legislative and regulatory matters of concern. The Governing Board provides direction through this Legislative Platform that allows for optimal engagement in the development and implementation of rules that impact the community. Maintaining this document allows for the timely response to issues identified as important and consistent with the District’s legislative priorities. Staff will seek the Board’s guidance on issues that are not addressed within the adopted Legislative Platform. The Legislative Platform reflects the priorities adopted by Board of Directors through the Five-Year Work Plan, annual budget, and other planning documents. It is designed to serve as a guide for East Valley Water District’s legislative advocacy efforts. ROLES & RESPONSIBILITIES EAST VALLEY WATER DISTRICT •Review, advise and adopt the Legislative Platform. •Participate in meetings with legislators, staff and other public officials, as needed. •Testify at legislative and regulatory hearings on behalf of the District, as needed. •Refrain from lobbying, advocating or taking a position contrary to the Board’s adopted position. Board Members may, as allowed by law, take positions as an individual citizen so long as the correspondence clearly identifies that it is the position of the individual rather than the District. Board of Directors •Monitor, analyze and take positions on potential actions that could impact the District. •Coordinate advocacy efforts with the Board of Directors to promote the interests of the District to decision makers at all levels of government. •Participate in meetings with legislators, legislative and administrative staff members, trade associations, coalitions, Board of Directors and other public officials, as needed. •Seek timely Board of Directors approval of positions as needed for complex issues of significant concern where deviation from the principles may be advisable for community benefit. •Update the Legislative Platform, as approved by the Board of Directors. •Work with Legislative Advocates and Consultants to maintain Legislative Platform, as needed. •The General Manager/CEO and designated staff may participate in legislative advocacy on behalf of the Board of Directors, so long as it is consistent with the Strategic Initiatives and Legislative Platform. •Provide an exceptional level of transparency, ethics, and customer service in representing East Valley Water District’s interest to all State officials, staff, and agencies. General Manager / CEO & Staff •Monitor, review, and advise staff of State legislation, budget impacts, funding opportunities, and issues which may directly or indirectly impact the District. •Obtain and monitor all bills, resolutions, files, journals, histories, etc. and share with District as appropriate. •Communicate the District’s positions on key actions to Members of the State Legislature and staff, as well as Committee and State agencies (as appropriate) and other interest groups. •As necessary, attend hearings and provide testimony on behalf of the District. Where appropriate, arrange opportunities for the District to participate in hearing testimonies or submission of comments. •Actively establish a strong identity and presence in Sacramento on behalf of the District. This effort shall be reinforced by day-to-day involvement in the regulatory, and legislative actions on behalf of this organization. •Provide an exceptional level of transparency, ethics, and customer service in representing East Valley Water District’s interest to all State officials, staff, and agencies. Legislative Advocate LEGISLATIVE & REGULATORY PLATFORM • Legislation and regulatory action that supports the successful construction of the Delta Conveyance, or successor project in a timely manner. • Policies and funding opportunities that facilitate the implementation of alternative energy elements at District facilities to offset operational needs and/ or provide supplemental electricity to the larger energy grid. • State legislation that focuses on technologically and economically feasible residential and commercial water use efficiency. • Federal and State development of bond or general fund-supported funding programs for water supply development, including new surface and groundwater storage, water quality, recycled water, and conservation-related programs and efficient, fair implementation of such programs. • Federal and State efforts to encourage Endangered Species Act implementing resource agencies to implement a more integrated and diversified approach to species recovery efforts. • Federal and State efforts that ease the path to development of recycled water resources. • Legislation that advocates mitigating operational costs to EVWD and/or its ratepayers, thereby enhancing water affordability. • Policies and funding opportunities that assist disadvantaged communities but do not undermine affordability for all ratepayers and Proposition 218. Consider Supporting •State legislation that seeks to limit or alter the authority and fiduciary role of the Board of Directors to manage the water and wastewater collection systems, impose unreasonable unfunded state mandated programs, or increase fees, property-related charges or taxes on District customers. •State legislation that would inappropriately assert the authority of the Legislature to alter or condition existing authority to construct, operate and maintain State Water Project facilities in order to convey water across the Sacramento-San Joaquin Delta. Additionally, those that would negatively impact voluntary agreements reached relating to this statewide effort. •State legislation that would hinder the exercise of existing District authority such as public contracts, procurement, rate and fee setting, financial administration, public records, and human resources. •State legislation that would result in the implementation of a requirement which is duplicative or inconsistent with current regulations. •Federal and State legislation and regulations that hinder the ability of the District to protect and secure critical infrastructure from cyber or physical threats and damages. •Federal and State legislation to establish Public Health Goals and Maximum Contaminant Levels outside of the procedures set forth in the Federal and California Safe Drinking Water Acts. •The expansion of water conservation and water use efficiency program mandates that unreasonably constrain the Board of Directors to design and implement restrictions at the local level. •State legislation that would establish a statewide or locally implemented fee or tax on water use. •Regulatory and legislative actions that would compromise the existing protections awarded to historical water rights. •Legislation that implements requirements based on developing technology and markets which lack a competitive bidding environment. Consider Opposing Legislative and Public Outreach Committee Legislative Platform 2023-24 December 8, 2022 LEGISLATIVE PLATFORM •Establish the purpose of the document •Define roles and responsibilities •Board of Directors •General Manager/ CEO •Legislative Advocate •Positions to consider supporting and opposing Board of Directors General Manager/ CEO Staff Legislative Advocate 3 DISTRICT ENGAGEMENT •Legislative advocacy throughout the three phases of a new program: •Legislation •Regulations •Implementation •Participation in: •Associations activities •Legislative and administration staff •Direct engagement with legislators •Formal position statements Legislation Regulations Implementation BENEFITS OF MAINTAINING A LEGISLATIVE PLATFORM •Allows for timely engagement •Provides perspective of the organizational and community impacts •Impact to disadvantaged community members •Cost of program implementation •Limitations of the District •General approach •Maintain ability to determine the best course of action at a local level •Discourage overgeneralized and arbitrary targets, requirements, and standards •Support water affordability, without the implementation of a water use tax •Advance the successful completion of the Delta Conveyance Project 5 UPCOMING LEGISLATIVE PRIORITIES East Valley Water District Conservation Regulations Water Affordability Water Quality Environmental Standards Legislative and regulatory impacts on East Valley Water District •District engages throughout the process based upon the adopted Legislative Platform •Allows for timely engagement •Provides perspective of the District and community impacts DISCUSSION Agenda Item #2 December 8, 20221 Meeting Date: December 8, 2022 Agenda Item #2 Discussion Item 5 9 7 Regular Meeting TO: Committee Members FROM: Director of Strategic Services SUBJECT: Facility Use Policy Update RECOMMENDATION That the Legislative and Public Outreach Committee recommend the Board of Directors approve modifications to Administrative Policy and Programs 6.4 – Facility Use Policy BACKGROUND / ANALYSIS East Valley Water District (District) owns and operates two facilities that have the ability to provide public benefits for community events. The Headquarters and Sterling Natural Resource Center (SNRC) have a portion of the facility that include public event space. The District evaluated the public benefit of renting the event space for public events and created a Facility Use Policy in 2014 with administrative guidelines and fees for the facilities. Following the recent opening of the SNRC and completion of emergency response enhancements in the Headquarters Board Room, staff reviewed the existing Facility Use Policy, and prepared recommendations for revisions. Utilizing District event space provides a benefit to the community and an affordable venue that has been widely utilized since the program implementation nearly eight years ago. The program was temporarily paused during the COVID-19 restrictions. Once reopening, the District has allowed limited events at the Headquarters and the SNRC. The District has seen a diverse interest in both venues and proposes to prioritize venue rentals and modify fees to recover cost. The policy modifications will allow staff to clearly communicate rental requirements, enhance use of space by community organizations and ensure the program is financially self sustaining. In January 2022, the District updated fees for the Headquarters and added the SNRC to the Facility Use Policy. The Headquarters fee structure reflects a clear understanding of the resources needed to oversee private events. This includes staffing costs, table and chair purchases, room set up, event clean-up, and added wear and tear on the building. Given the primary purpose of the Headquarters facility is for public meetings, adjustments are proposed to the types of special events allowed at the facility. The SNRC has created an opportunity to partner with local government agencies and community-based organizations. Proposed revisions to the fee schedule reflect a better understanding of resources needed to manage the larger venue. Since this location has Agenda Item #2 December 8, 20222 Meeting Date: December 8, 2022 Agenda Item #2 Discussion Item 5 9 7 space that was intended for private use, a capital recovery cost for the meeting space has been added to the flat rate for private events. This facility provides the unique ability to work with organizations and public agencies to provide consistent community programming that is not currently available in the community. These community-based organizations will benefit with an affordable venue and the added potential of increasingly dynamic activities. The recent opening of the SNRC community space provides and opportunity to host more events and reduce the programming of the Headquarters. The proposed policy administration will reserve the Headquarters for limited, smaller events, with a primary focus on District activities. Conversely, the SNRC was designed and constructed as a community resource, and is proposed to operate as a larger community event space in a park-like fashion with both passive and programmed activities. AGENCY GOALS AND OBJECTIVES III - Deliver Public Service With Purpose While Embracing Continuous Growth B. Strive to Provide World Class Customer Relations REVIEW BY OTHERS This agenda item has been reviewed by Public Affairs. FISCAL IMPACT The fiscal impact associated with this agenda item will be reflected in the revenue collected for use of District facilities and will be reflected in the FY 2021-22 Annual Report and FY 2023-24 Budget revenue projections. Recommended by: ________________ Kelly Malloy Director of Strategic Services Agenda Item #2 December 8, 20223 Meeting Date: December 8, 2022 Agenda Item #2 Discussion Item 5 9 7 ATTACHMENTS Facility Use Policy Facility Use Update Presentation EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Facility Use Policy Approval Date: March 23, 2022TBD Policy No: 6.4 Page 1 of 8 Purpose The purpose of this policy is to provide guidelines for the use of East Valley Water District (District) facilities by both employees and outside organizations. It is intended to ensure that the use of the facilities are 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 facilities are intended to reflect operational costs of each event. Policy The District’s Headquarters has a 2,740 square-foot space owned and operated by the District at 31111 Greenspot Road. The space primarily used for the District’s board meetings could serve as a meeting space, reception hall, etc. The area includes outdoor meeting space, parking lot, and kitchen amenities. Board Room-theater capacity: 140100 Board Room-dining/ Outdoor capacity: 12075 Headquarters Outdoor capacity: 200 The District’s Sterling Natural Resource Center (SNRC) has a xx 3,200 square foot multi purpose room owned and operated by the District at 25318 5th Street, San Bernardino, CA 92410. The facility consists of a multipurpose room, which could also serve as a meeting space, reception hall, etc. The space includes outdoor event space, parking lot, and kitchen amenities. Multi-Purpose Room capacity: xx200 Public Conference Room: xx10 SNRC Outdoor Capacity: xx1,000 SNRC Amphitheater Capacity: xx Both locations, at the District Headquarters and SNRC, are areas available in accordance with the terms of this Facility Use Policy, which is administered by the Public Affairs Division of East Valley Water District. Policy Approvals Original policy adoption: May 28, 2014 Revised policy adoption: January 13, 2016 EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Facility Use Policy Approval Date: March 23, 2022TBD Policy No: 6.4 Page 2 of 8 Revised policy adoption: September 13, 2017 Revised policy adoption: May 23, 2018 Revised policy adoption: March 23, 2022 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 facility, date and time as well as rental rates by telephone or in-person at the facility during regular business hours. An available date cannot be held for possible use by making an inquiry. B. An individual or representative of a group can hold a date for possible use by making an appointment with staff to submit a written application, to sign the contract, and to pay the required deposit for a specific facility, 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. 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. A one (1) hour clean-up may be requested at the end of each event for no additional charge. Time needed for set up of the event is to be reflected with the rental hours. F. Observed Holidays- Thanksgiving, Christmas Eve, Christmas Day, New Year’s Eve, New Year’s Day, Memorial Day, Labor Day, Veteran’s Day, Juneteenth, 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 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 reservation 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 EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Facility Use Policy Approval Date: March 23, 2022TBD Policy No: 6.4 Page 3 of 8 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. 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- District Events: Activities conducted and/ or sponsored by East Valley Waterthe District. b. Group B- Activities conducted by governmental agencies District Partners: Activities where District has partnered with the organization. c.Group C- Community Activities: Activities where the District has entered into an annual agreement for scheduled events. Non-profit service organizations or organizations sponsoring a public forum or candidate’s night, District residents, and District employees. d. Group D- Community Based Organizations: Activities where public agencies conduct official business, non-profit service organizations or organizations sponsoring a public forum or candidate’s night, and District employees. c.e.Group E- Facility Rentals: Activities conducted by District residents for private use. B.Priority for use of the facility will be in alphabetical sequence, with Group A applicants receiving highest priority and Group C E applicants the lowest priority. District customers that fall under Group C E must provide proof of residency. B.C.The General Manager/CEO, or designee, may develop and authorize an annual agreements with Group C qualifying agencies, including Scope of Services, Fees, and other applicable terms. 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. EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Facility Use Policy Approval Date: March 23, 2022TBD Policy No: 6.4 Page 4 of 8 D. Evidence of Liability 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, including vape, is not permitted inside the facilities. Smoking will permitted in designated areas only. B. Incense, fog, hazer or smoke use is not permitted in the facilities 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 facilities, except those designated as service animals. D. Any user group desiring to charge an admission fee and/or donation or sell any items must submit a written request with the Facility Use Application and receive written authorization from the District. Additional insurance may be required. E. Illegal activities shall not be permitted. All groups and individuals using a 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. No hay bales are permitted on site. I. Clean-up is the user’s responsibility. This includes the wiping of table tops and chairs, 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. J. Storage is not provided at the facilities. K. Food and beverage must remain in designated areas. L. Kitchen facilities, if applicable, are available for use. 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. M. The District shall have the right to control and operate the facilities, including heating and air conditioning systems and common use areas, in a manner deemed best by the District. N. 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. EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Facility Use Policy Approval Date: March 23, 2022TBD Policy No: 6.4 Page 5 of 8 O. Special events or requests not covered in this Policy must be submitted in writing and shall be reviewed by the Public Affairs Department to determine appropriate use, fees, and services. P. 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 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, the District will defer to the insurance policy for coverage. Alcoholic Beverage Use and Service A. The use of alcohol in the facilities is exclusively by written permission in advance and must comply with applicable law and provisions of this 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 facilities 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. Events with over 150 guests, two guards will may be required. 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. District staff reserves the right to ask for identification for age verification. 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. a. All alcoholic beverages will be stored away from the event after this time until the end of the event. C. All alcohol must be distributed by a server from behind a table or bar, which must be monitored 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. Additional requirements may be needed for no-host bar events. 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. EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Facility Use Policy Approval Date: March 23, 2022TBD Policy No: 6.4 Page 6 of 8 b. A copy of your contract must be furnished to ABC when applying for this license. c. A copy of the ABC license must be furnished to the District a minimum of seven (7) working days prior to the event and posted in plain view near the bar or where alcohol is being served. d. A one-day alcoholic beverage permit can only be issued to a non-profit organization and only if the proceeds are going back to the non-profit organization. e. Private parties shall not sell alcohol on their own, but must arrange this through a licensed caterer. The caterer must have a License (Type 47 or 48), which enables the caterer to sell beer, wine and distilled spirits (hard liquor). If the caterer does not have this license the private party cannot sell alcohol, NO EXCEPTIONS. It is illegal for a private party to sell alcohol on their own. 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. Equipment Use A. The District has a variety of equipment that can be requested for use at the facilities 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, microphone, coffee pot. C. Kitchen amenities include: oven; refrigerator; 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. All events require a $100 security deposit that must be paid at the time of reservation. C. A security guard (s) are required for events that are serving alcohol. The fees are based on a vendor contract and are subject to change. D. If the request for facilities is not approved, all initial deposit(s) will be returned within three (3) weeks of the denial. E. All facility use cancellations must be made by the Applicant at least ten (10) 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. EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Facility Use Policy Approval Date: March 23, 2022TBD Policy No: 6.4 Page 7 of 8 F. 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. G. Deposit refunds will be processed withing three (3) to six (6) weeks after event and will be sent in the form of a check to the applicant. Fee Schedule - Headquarters Group A Group B Group C Group D*Group E* Facility Use (Flat fee)No Charge (NC) $415350/event $415/eventN/A $415 $415 Facility Use Rental (Hourly fee) NC NC $135/hourN/A $75/hourO $135/hour Security Deposit NC $100 $100N/A $100 $100 Alcohol Deposit**NC $500 $500N/A $500 $500 *Groups D and CE pays an hourly facility use fee in addition to the facility use flat fee **A security guard(s) is required for events that are serving alcohol O Hourly charge only applies for after-hours events †Pass through fee based on vendor contract Additional Amenities Security Guard †NC $27.85/hour N/A$27.85/hour $27.85/hour $27.85/hour Microphone/Projector Deposit NC $50NC N/A$50 $50 $50 Flags NC NC N/ANC NC NC Podium NC NC N/ANC NC NC Tables and Chairs Set- up NC NC N/A$110 $110 $110 Fee Schedule - SNRC Group A Group B Group C+Group D*Group E* Facility Use (Flat fee)No Charge (NC) $475400/eve nt $475/evAgreeme nt Specificent $475/ event $1,175/event Facility Use Rental (Hourly fee) NC NC $165/hourAgree ment Specific $90/ hour $165/hour Security Deposit NC $100 $100 $100 $200 Alcohol Deposit**NC $500 $500 $500 $500 +Group C pricing will eflect specific agreement terms as authorized by the General Manager/CEO. *Groups C D and E pays an hourly facility use fee in addition to the facility use flat fee **A security guard(s) is required for events that are serving alcohol O Hourly charge only applies for after hours events EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Facility Use Policy Approval Date: March 23, 2022TBD Policy No: 6.4 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. †Pass through fee based on vendor contract Additional Amenities Security Guard †NC $25.25/hour $25.25/hour $25.25/hour $25.25/hour Microphone/Projector Deposit NC $50 $50 $50 $50 Flags NC NC NC NC NC Podium NC NC NC NC NC Tables and Chairs Set- up NC $65130 $130Agreement Specific $330 $330 Legislative and Public Outreach Committee Facility Use Policy Update December 8, 2022 2 •Maintain facilities for regular and emergency District business •Provide a gathering space for public agencies and community based organizations to conduct business •Maximize the investment in a community resource •Offer an affordable event venue for residents Facility Use Strategy 3 Headquarters Events •Size: Up to 75 people •Scheduling: Weekend only activities •Priority of Events •District Activities •Community Based Organizations •Private Events 4 Headquarters Events 5 SNRC Events •Size: Up to 200 people •Scheduling: Flexible schedule pending calendar availability •Priority Events: •District activities •Trainings/ Conferences •Partner events •Community Based Organizations •Private events 6 SNRC Events 7 Proposed Fee Schedule Overview- Headquarters  Group A Group B Group C Group D Group E Facility Use (Flat fee)No Charge (NC) $350/ event N/A $415 $415 Facility Use Rental (Hourly fee)NC NC N/A $75/ hour $135/ hour Security Deposit NC $100 N/A $100 $100 Alcohol Deposit NC $500 N/A $500 $500 Tables and Chairs Set-up NC NC N/A $110 $110 8 Proposed Fee Schedule Overview- SNRC  Group A Group B Group C Group D Group E Facility Use (Flat fee)No Charge (NC) $400/ event Agreement Specific $475/ event $1,175/ event Facility Use Rental  (Hourly fee) NC NC Agreement Specific $90/ hour $165/ hour Security Deposit NC $100 $100 $100 $200 Alcohol Deposit NC $500 $500 $500 $500 Tables and Chairs Set-up NC $130 Agreement Specific $330 $330 9 2023 3-Month Look Ahead •January •ACWA Region 9 Board Meeting •Emergency Response Training •Private Event •February •High School Dance •Emergency Response Training •Conservation Workshop •March •Private Event Discussion