HomeMy WebLinkAboutAgenda Packet - EVWD Board of Directors - 08/14/2024BOARD OF DIRECTORS
AUGUST 14, 2024
East Valley Water District was formed in 1954 and provides water and wastewater services to
108,000 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.
GOVERNING BOARD EXECUTIVE MANAGEMENT
James Morales, Jr.
Chairman of the Board
Michael Moore
General Manager/CEO
Ronald L. Coats
ViceChairman
Brian W. Tompkins
Chief Financial Officer
Chris Carrillo
Governing Board Member
Jeff Noelte
Director of Engineering & Operations
David E. Smith
Governing Board Member
Kerrie Bryan
Director of Administrative Services
Phillip R. Goodrich
Governing Board Member
Patrick Milroy
Operations Manager
Manuel Moreno
Water Reclamation Manager
William Ringland
Public Affairs/Conservation Manager
Justine Hendricksen
District Clerk
Board of Directors Regular Meeting
August 14, 2024 5:30 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
PRESENTATIONS AND CEREMONIAL ITEMS
• California Association of Sanitation Agencies (CASA) Project of the Year Award
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.
1.AGENDA
This agenda contains a brief general description of each item to be considered.
Except as otherwise provided by law, no action shall be taken on any item not
appearing on the following agenda unless the Board of Directors makes a
determination that an emergency exists or that a need to take immediate action on
the item came to the attention of the District subsequent to the posting of the
agenda.
a.Approval of Agenda
2.APPROVAL OF CONSENT CALENDAR
All matters listed under the Consent Calendar are considered by the Board of
Directors to be routine and will be enacted in one motion. There will be no
discussion of these items prior to the time the board considers the motion unless
members of the board, the administrative staff, or the public request specific items
to be discussed and/or removed from the Consent Calendar.
a.Approve the June 26, 2024 Regular Board Meeting Minutes
b.Approve the July 10, 2024 Regular Board Meeting Minutes
c.Approve Directors' Fees and Expenses for July 2024
d.Approve June 2024 Disbursements: Accounts payable disbursements for the
period include check numbers 263285 through 263489, bank drafts, and ACH
payments in the amount of $5,962,912.12 and $479,418.08 for payroll
3.INFORMATIONAL ITEMS
a.Public Affairs Program Communications Plan
b.Development Update
4.DISCUSSION AND POSSIBLE ACTION ITEMS
a.Review Administrative Policies and Programs Manual and Board of Directors'
Handbook and Policies
b.Consider Approval of Cancellation of the September 11, 2024 Regular Board
Meeting
5.REPORTS
a.Board of Directors’ Reports
b.General Manager/CEO Report
c.Legal Counsel Report
d.Board of Directors’ Comments
ADJOURN
BOARD OF DIRECTORSAUGUST 14, 2024East Valley Water District was formed in 1954 and provides water and wastewater services to108,000 residents within the cities of San Bernardino and Highland, and portions of SanBernardino County.EVWD operates under the direction of a 5member elected Board.GOVERNING BOARD EXECUTIVE MANAGEMENTJames Morales, Jr.Chairman of the Board Michael MooreGeneral Manager/CEORonald L. CoatsViceChairman Brian W. TompkinsChief Financial OfficerChris CarrilloGoverning Board Member Jeff NoelteDirector of Engineering & OperationsDavid E. SmithGoverning Board Member Kerrie BryanDirector of Administrative ServicesPhillip R. GoodrichGoverning Board Member Patrick Milroy Operations ManagerManuel MorenoWater Reclamation ManagerWilliam Ringland
Public Affairs/Conservation Manager
Justine Hendricksen
District Clerk
Board of Directors Regular Meeting
August 14, 2024 5:30 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
PRESENTATIONS AND CEREMONIAL ITEMS
• California Association of Sanitation Agencies (CASA) Project of the Year Award
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.
1.AGENDA
This agenda contains a brief general description of each item to be considered.
Except as otherwise provided by law, no action shall be taken on any item not
appearing on the following agenda unless the Board of Directors makes a
determination that an emergency exists or that a need to take immediate action on
the item came to the attention of the District subsequent to the posting of the
agenda.
a.Approval of Agenda
2.APPROVAL OF CONSENT CALENDAR
All matters listed under the Consent Calendar are considered by the Board of
Directors to be routine and will be enacted in one motion. There will be no
discussion of these items prior to the time the board considers the motion unless
members of the board, the administrative staff, or the public request specific items
to be discussed and/or removed from the Consent Calendar.
a.Approve the June 26, 2024 Regular Board Meeting Minutes
b.Approve the July 10, 2024 Regular Board Meeting Minutes
c.Approve Directors' Fees and Expenses for July 2024
d.Approve June 2024 Disbursements: Accounts payable disbursements for the
period include check numbers 263285 through 263489, bank drafts, and ACH
payments in the amount of $5,962,912.12 and $479,418.08 for payroll
3.INFORMATIONAL ITEMS
a.Public Affairs Program Communications Plan
b.Development Update
4.DISCUSSION AND POSSIBLE ACTION ITEMS
a.Review Administrative Policies and Programs Manual and Board of Directors'
Handbook and Policies
b.Consider Approval of Cancellation of the September 11, 2024 Regular Board
Meeting
5.REPORTS
a.Board of Directors’ Reports
b.General Manager/CEO Report
c.Legal Counsel Report
d.Board of Directors’ Comments
ADJOURN
BOARD OF DIRECTORSAUGUST 14, 2024East Valley Water District was formed in 1954 and provides water and wastewater services to108,000 residents within the cities of San Bernardino and Highland, and portions of SanBernardino County.EVWD operates under the direction of a 5member elected Board.GOVERNING BOARD EXECUTIVE MANAGEMENTJames Morales, Jr.Chairman of the Board Michael MooreGeneral Manager/CEORonald L. CoatsViceChairman Brian W. TompkinsChief Financial OfficerChris CarrilloGoverning Board Member Jeff NoelteDirector of Engineering & OperationsDavid E. SmithGoverning Board Member Kerrie BryanDirector of Administrative ServicesPhillip R. GoodrichGoverning Board Member Patrick Milroy Operations ManagerManuel MorenoWater Reclamation ManagerWilliam RinglandPublic Affairs/Conservation ManagerJustine HendricksenDistrict ClerkBoard of Directors Regular MeetingAugust 14, 2024 5:30 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
PRESENTATIONS AND CEREMONIAL ITEMS
• California Association of Sanitation Agencies (CASA) Project of the Year Award
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.
1.AGENDA
This agenda contains a brief general description of each item to be considered.
Except as otherwise provided by law, no action shall be taken on any item not
appearing on the following agenda unless the Board of Directors makes a
determination that an emergency exists or that a need to take immediate action on
the item came to the attention of the District subsequent to the posting of the
agenda.
a.Approval of Agenda
2.APPROVAL OF CONSENT CALENDAR
All matters listed under the Consent Calendar are considered by the Board of
Directors to be routine and will be enacted in one motion. There will be no
discussion of these items prior to the time the board considers the motion unless
members of the board, the administrative staff, or the public request specific items
to be discussed and/or removed from the Consent Calendar.
a.Approve the June 26, 2024 Regular Board Meeting Minutes
b.Approve the July 10, 2024 Regular Board Meeting Minutes
c.Approve Directors' Fees and Expenses for July 2024
d.Approve June 2024 Disbursements: Accounts payable disbursements for the
period include check numbers 263285 through 263489, bank drafts, and ACH
payments in the amount of $5,962,912.12 and $479,418.08 for payroll
3.INFORMATIONAL ITEMS
a.Public Affairs Program Communications Plan
b.Development Update
4.DISCUSSION AND POSSIBLE ACTION ITEMS
a.Review Administrative Policies and Programs Manual and Board of Directors'
Handbook and Policies
b.Consider Approval of Cancellation of the September 11, 2024 Regular Board
Meeting
5.REPORTS
a.Board of Directors’ Reports
b.General Manager/CEO Report
c.Legal Counsel Report
d.Board of Directors’ Comments
ADJOURN
BOARD OF DIRECTORSAUGUST 14, 2024East Valley Water District was formed in 1954 and provides water and wastewater services to108,000 residents within the cities of San Bernardino and Highland, and portions of SanBernardino County.EVWD operates under the direction of a 5member elected Board.GOVERNING BOARD EXECUTIVE MANAGEMENTJames Morales, Jr.Chairman of the Board Michael MooreGeneral Manager/CEORonald L. CoatsViceChairman Brian W. TompkinsChief Financial OfficerChris CarrilloGoverning Board Member Jeff NoelteDirector of Engineering & OperationsDavid E. SmithGoverning Board Member Kerrie BryanDirector of Administrative ServicesPhillip R. GoodrichGoverning Board Member Patrick Milroy Operations ManagerManuel MorenoWater Reclamation ManagerWilliam RinglandPublic Affairs/Conservation ManagerJustine HendricksenDistrict ClerkBoard of Directors Regular MeetingAugust 14, 2024 5:30 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 filedwith the District Clerk by 12:00 p.m. on Wednesday prior to the following Wednesdaymeeting not requiring departmental investigation, will be considered by the Board ofDirectors.CALL TO ORDERPLEDGE OF ALLEGIANCEPRESENTATIONS AND CEREMONIAL ITEMS• California Association of Sanitation Agencies (CASA) Project of the Year AwardROLL CALL OF BOARD MEMBERSPUBLIC COMMENTSAny person wishing to speak to the Board of Directors is asked to complete a SpeakerCard and submit it to the District Clerk prior to the start of the meeting. Each speaker islimited to three (3) minutes, unless waived by the Chairman of the Board. Under the Stateof California Brown Act, the Board of Directors is prohibited from discussing or takingaction on any item not listed on the posted agenda. The matter will automatically bereferred to staff for an appropriate response or action and may appear on the agenda at afuture meeting.1.AGENDAThis agenda contains a brief general description of each item to be considered.Except as otherwise provided by law, no action shall be taken on any item notappearing on the following agenda unless the Board of Directors makes adetermination that an emergency exists or that a need to take immediate action onthe item came to the attention of the District subsequent to the posting of theagenda.a.Approval of Agenda2.APPROVAL OF CONSENT CALENDARAll matters listed under the Consent Calendar are considered by the Board ofDirectors to be routine and will be enacted in one motion. There will be nodiscussion of these items prior to the time the board considers the motion unlessmembers of the board, the administrative staff, or the public request specific itemsto be discussed and/or removed from the Consent Calendar.a.Approve the June 26, 2024 Regular Board Meeting Minutesb.Approve the July 10, 2024 Regular Board Meeting Minutes
c.Approve Directors' Fees and Expenses for July 2024
d.Approve June 2024 Disbursements: Accounts payable disbursements for the
period include check numbers 263285 through 263489, bank drafts, and ACH
payments in the amount of $5,962,912.12 and $479,418.08 for payroll
3.INFORMATIONAL ITEMS
a.Public Affairs Program Communications Plan
b.Development Update
4.DISCUSSION AND POSSIBLE ACTION ITEMS
a.Review Administrative Policies and Programs Manual and Board of Directors'
Handbook and Policies
b.Consider Approval of Cancellation of the September 11, 2024 Regular Board
Meeting
5.REPORTS
a.Board of Directors’ Reports
b.General Manager/CEO Report
c.Legal Counsel Report
d.Board of Directors’ Comments
ADJOURN
Agenda Item
#2a
August 14, 20241
Meeting Date: August 14, 2024
Agenda Item #2a
Consent Item
Regular Board Meeting
TO: Governing Board Members
FROM: General Manager/CEO
SUBJECT: Approve the June 26, 2024 Regular Board Meeting Minutes
RECOMMENDATION
That the Board of Directors approve the June 26, 2024 regular Board meeting minutes
as submitted.
AGENCY GOALS AND OBJECTIVES
II - Maintain a Commitment to Sustainability, Transparency, and Accountability
B. Utilize Effective Communication Methods
REVIEW BY OTHERS
This agenda item has been reviewed by Administration.
FISCAL IMPACT
There is no fiscal impact associated with this agenda item.
Recommended by:
________________
Michael Moore
General Manager/CEO
Respectfully submitted:
________________
Justine Hendricksen
District Clerk
ATTACHMENTS
Draft June 26, 2024 Regular Board Meeting Minutes
Regular Board Meeting
Meeting Date: June 26, 2024
CALL TO ORDER
The Vice Chairman of the Board called the meeting to order at 5:30 p.m.
PLEDGE OF ALLEGIANCE
Director Smith led the flag salute.
PRESENTATIONS AND CEREMONIAL ITEMS
•2024 Inland Solar Challenge
o San Andreas High School Recognition
The Conservation Coordinator shared information about the District's involvement in
the Solar Challenge. The students were presented with certificates of recognition. The
Board was shown a collaborative video of the Solar Challenge event, created by the
students.
•Introduction of Newly Hired Employee
o Cliff Ray, Storekeeper/Buyer
The General Manager/CEO introduced the newly hired employee to the Board.
•Introduction of EVWD’s Assigned San Bernardin County Sheriff Deputy
o Bogdan Nastase, Deputy
The Public Affairs/Conservation Manager introduced Deputy Bogdon Nastase to the
Board. He provided background information on his career as a deputy and stated that
the District is excited to have him on board.
Draft pending approval
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ROLL CALL OF BOARD MEMBERS
PRESENT
Directors: Coats, Goodrich, Smith
ABSENT
Chairman Morales and Director Carrillo
STAFF
Michael Moore, General Manager/CEO; Brian Tompkins, Chief Financial Officer; Kerrie
Bryan, Director of Administrative Services; Patrick Milroy, Operations Manager; William
Ringland, Public Affairs and Conservation Manager; Justine Hendricksen, District Clerk;
Shayla Antrim, Administrative Specialist
LEGAL COUNSEL
Jean Cihigoyenetche
GUESTS
Members of the public
PUBLIC COMMENTS
Vice Chairman Coats declared the public participation section of the meeting open at
5:47 p.m.
There being no written or verbal comments, the public participation section was
closed.
1.APPROVAL OF AGENDA
a.Approval of Agenda
A motion was made by Director Smith, seconded by Director Goodrich, that the Board
approve the June 26, 2024 agenda as submitted.
The motion carried by the following:
Ayes: Coats, Goodrich, Smith
Noes: None
Absent: Carrillo, Morales
2.APPROVAL OF CONSENT CALENDAR
a.Approve the May 15, 2024 Special Board Meeting Minutes
b.Accept and File Investment Transaction Report for Month Ended May 31,
2024
c.Accept and File Financial Statements for April 2024
A motion was made by Director Goodrich, seconded by Director Smith, that the Board
approve the Consent Calendar items as submitted.
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The motion carried by the following:
Ayes: Coats, Goodrich, Smith
Noes: None
Absent: Carrillo, Morales
3.DISCUSSION AND POSSIBLE ACTION ITEMS
a. Consider Community Advisory Commission Appointment
The General Manager/CEO described the function of the Community Advisory
Commission and stated that there is currently a vacancy on the commission as one
member is no longer available to complete the remainder of their term.
The Public Affairs/Conservation Manager provided additional information regarding the
Community Advisory Commission's role and responsibilities and stated that the
Commission serves as an advisory body to the Board of Directors. He stated that Mr.
Jose Gonzalez has been attending Community Advisory Commission meetings, actively
participating in the District’s conservation workshops and would be interested in filling
the vacancy.
A motion was made by Director Smith, seconded by Director Goodrich, that the Board
of Directors appoint Jose Andres Ibarra Gonzalez to the Community Advisory
Commission.
The motion was carried by the following vote:
Ayes: Coats, Goodrich, Smith
Noes: None
Abstain: None
Absent: Carrillo, Morales
b. Consider Approval of Amendment No. 3 – Reimbursement Agreement
with the City of Highland for Law Enforcement Services
The Public Affairs/Conservation Manager provided information regarding a third
amendment to the reimbursement agreement with the City of Highland for law
enforcement services.
A motion was made by Director Goodrich, seconded by Director Smith, that the Board
of Directors approve Amendment No. 3 Reimbursement Agreement with the City of
Highland for law enforcement services as submitted.
The motion was carried by the following vote:
Ayes: Coats, Goodrich, Smith
Noes: None
Abstain: None
Absent: Carrillo, Morales
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c. Consider Adoption of Resolution 2024.10 Approving the Fiscal Year 2024-
25 Operating and Capital Budget
The Chief Financial Officer provided an overview of the proposed FY 2024-25
Operating and Capital Budget document and thanked several staff members who
played a critical role in creating it.
A motion was made by Director Goodrich seconded by Director Smith, that the Board
adopt Resolution 2024.10 approving the Fiscal Year 2024-25 Operating and Capital
Budgets.
The motion was carried by the following vote:
Ayes: Coats, Goodrich, Smith
Noes: None
Abstain: None
Absent: Carrillo, Morales
4.REPORTS
a.Board of Directors’ Reports
Director Smith reported on the following: June 17 he attended the Association of San
Bernardino County Special Districts monthly meeting where the speaker discussed
landscaping with indigenous plants; June 18 he met with the General Manager/CEO to
discuss District business; June 18 he attended the San Bernardino Valley Municipal
Water District Workshop where they discussed the Sunrise Ranch project; June 21 he
attended Yucaipa Valley Water District’s wastewater groundbreaking event; and June
25 he attended the Highland Chamber of Commerce monthly meeting.
Director Goodrich reported on the following: June 17 he attended the Association of
San Bernardino County Special Districts monthly meeting where Mr. Scott Cline of
Chino Basin Water Conservation District was the speaker; June 18 he met with the
General Manager/CEO to discuss District business and reviewed the agenda; and June
25 he attended the Highland Chamber of Commerce monthly meeting.
Vice Chairman Coats reported the following: June 17 he attended the Association of
San Bernardino County Special Districts monthly meeting; June 18 he attended the
San Bernardino Valley Municipal Water District Board (SBVMWD) meeting; June 18 he
attended the SBVMWD fourth public scoping session where they discussed the Sunrise
Ranch property; June 21 he met with the General Manager/CEO to discuss District
business; June 25 he attended the City of San Bernardino Water Department
Commissioners meeting; June 25 he attended the Highland Chamber of Commerce
meeting; and June 26 he attended the Intern Luncheon Reception, Presentations and
Recognition Ceremony where student interns discussed their experiences interning at
the District.
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For information only.
b. General Manager/CEO Report
The General Manager/CEO announced the following:
•July is “Smart Irrigation Month,” and the District will remind customers of ways
to be water efficient outside their homes and offer rebates.
•On June 27, East Valley Water District will hold the Top Workplace luncheon to
recognize staff for their dedication and service to the community.
•District offices and customer service lines will be closed on July 4, in
observance of Independence Day. Customers may pay their bills online, by
phone, or at any 7-Eleven store.
•The Consumer Confidence Report (CCR) has been completed and mailed to all
residents within the District’s service area. Customers should have started
receiving them this past weekend.
•Vice Chairman Coats and Director Goodrich will be representing the District in
the City of Highland’s 4th of July parade, which begins at 9:00 a.m.
•On June 27, staff will work with Southern California Edison to begin
commissioning the gas engines at the Sterling Natural Resource Center. At the
end of July, an update on electricity production will be provided.
For information only.
c. Legal Counsel Report
Nothing to report.
d. Board of Directors’ Comments
Vice Chairman Coats thanked staff for always going above and beyond every day.
For information only.
ADJOURN
Vice Chairman Coats adjourned the meeting at 6:29 p.m.
James Morales, Jr., Board President
Michael Moore, Board Secretary
Agenda Item
#2b
August 14, 20241
Meeting Date: August 14, 2024
Agenda Item #2b
Consent Item
Regular Board Meeting
TO: Governing Board Members
FROM: General Manager/CEO
SUBJECT: Approve the July 10, 2024 Regular Board Meeting Minutes
RECOMMENDATION
That the Board of Directors approve the July 10, 2024 regular Board meeting minutes
as submitted.
AGENCY GOALS AND OBJECTIVES
II - Maintain a Commitment To Sustainability, Transparency, and Accountability
B. Utilize Effective Communication Methods
REVIEW BY OTHERS
This agenda item has been reviewed by Administration.
FISCAL IMPACT
There is no fiscal impact associated with this agenda item.
Recommended by:
________________
Michael Moore
General Manager/CEO
Respectfully submitted:
________________
Justine Hendricksen
District Clerk
ATTACHMENTS
Draft July 10, 2024 Regular Board Meeting Minutes
Regular Board Meeting
Meeting Date: July 10, 2024
CALL TO ORDER
The Chairman of the Board called the meeting to order at 5:30 p.m.
PLEDGE OF ALLEGIANCE
Director Carrillo led the flag salute.
PRESENTATIONS AND CEREMONIAL ITEMS
•Introduction of Newly Hired Employee
o Ricardo Larios, Field Service Worker I
The General Manager/CEO introduced the newly hired employee to the Board.
•Design-Build Institute of America Western Pacific Region Awards
o Sterling Natural Resource Center Design Excellence Award
o Sterling Natural Resource Center Distinction Award
The General Manager/CEO provided information regarding the District receiving two
awards from the Design-Build Institute of America for the Sterling Natural Resource
Center project. He recognized Mr. Ash Dhingra for all his work on the project and
presented him with the awards.
Mr. Dhingra stated that it’s been a privilege working with the District and thanked the
Board and staff for their support with the project.
ROLL CALL OF BOARD MEMBERS
PRESENT
Directors: Carrillo, Coats, Goodrich, Morales, Smith
ABSENT
None
Draft pending approval
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STAFF
Michael Moore, General Manager/CEO; Brian Tompkins, Chief Financial Officer; Kerrie
Bryan, Director of Administrative Services; Patrick Milroy, Operations Manager; Justine
Hendricksen, District Clerk; Shayla Antrim, Administrative Specialist
LEGAL COUNSEL
Jean Cihigoyenetche
GUESTS
Members of the public
PUBLIC COMMENTS
Chairman Morales declared the public participation section of the meeting open at
5:44 p.m.
There being no written or verbal comments, the public participation section was
closed.
1.APPROVAL OF AGENDA
a.Approval of Agenda
A motion was made by Director Carrillo, seconded by Vice Chairman Coats, that the
Board approve the July 10, 2024 agenda as submitted.
The motion carried by the following:
Ayes: Carrillo, Coats, Goodrich, Morales, Smith
Noes: None
Absent: None
2.APPROVAL OF CONSENT CALENDAR
a.Approve the May 22, 2024 Regular Board Meeting Minutes
b.Approve Directors Fees and Expenses for June 2024
A motion was made by Vice Chairman Coats, seconded by Director Goodrich, that the
Board approve the Consent Calendar items as submitted.
The motion carried by the following:
Ayes: Carrillo, Coats, Goodrich, Morales, Smith
Noes: None
Absent: None
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3.INFORMATIONAL ITEMS
a. Surface Water Supply Update
The General Manager/CEO provided information regarding the loss of local surface
water supply and the measures the District is taking to address it. He stated that the
local surface water supply to Plant 134 has been affected by damage from Tropical
Storm Hillary, which occurred in 2023. The storm damaged the highline upstream of
the Seven Oaks Dam, which is currently owned by Southern California Edison (SCE).
Consequently, this resulted in poor water quality, and most of the water is being
diverted back to the Santa Ana River for recharge rather than being fully utilized. As a
result of the damage, the North Fork pipeline water supplies have been significantly
reduced until the highline is repaired.
Southern California Edison is in the process of disposing of the Santa Ana River
hydroturbine assets, including the highline. The San Bernardino Valley Municipal Water
District is leading a consortium to acquire the hydroturbine assets and has received a
preliminary agreement with SCE to start the planning process for repairs, which will
likely take 1-3 years to complete. The District plans to use mostly State Water Project
water until the pipeline is repaired and has been developing a plan to ensure water
reliability from Plant 134.
For information only.
4.DISCUSSION AND POSSIBLE ACTION ITEMS
a. Consider Candidate for California Special Districts Association (CSDA)
Board of Directors Official Election
Vice Chairman Coats recommended that the Board consider voting for the incumbent
Jo MacKenzie, Vista Irrigation District, for the Southern Network, Seat A position on
the California Special Districts Association Board.
A motion was made by Vice Chairman Coats, seconded by Director Goodrich, that the
Board select candidate Jo MacKenzie on the official ballot for the Southern Network,
Seat A, 2025-27 term for the California Special Districts Association Board of Directors
official election.
The motion carried by the following:
Ayes: Carrillo, Coats, Goodrich, Morales, Smith
Noes: None
Absent: None
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b. Consider Approval of Amendment No. 2 for the Sterling Natural Resource
Center Operational Support Agreement with Anaergia to include additional
operations support of the solid waste-to-energy processes
The General Manager/CEO provided information regarding an agreement with
Anaergia for operational support of the Sterling Natural Resource Center's (SNRC)
solid waste-to-energy processes. He discussed the District’s relationship with Anaergia
and the services they have provided throughout the project.
He stated that the original scope and budget for the operational support was
developed prior to construction of the solid waste-to-energy systems at the SNRC. All
operational support is done on a time and materials basis. The equipment requires
strict maintenance schedules and specialized knowledge for operation and leveraging
Anaergia’s resources is more cost-effective than hiring additional District staff.
He stated that after reviewing the original scope of work, the District requested
Anaergia to provide a revised budget for all plant consumables, chemicals,
replacement materials for the solid waste-to-energy processes, preventative
maintenance of all the solid waste-to-energy processes, and full-time on-site labor to
ensure the processes are operated effectively. District staff will still be responsible for
operational control of the solid waste-to-energy processes and for maintaining the
remainder of the plant.
A motion was made by Vice Chairman Coats, seconded by Director Goodrich, that the
Board of Directors approve Amendment No. 2, Agreement 2021.14 for Professional
Services and Operational Support for the Sterling Natural Resource Center with
Anaergia Technologies, LLC. as submitted.
The motion was carried by the following vote:
Ayes: Carrillo, Coats, Goodrich, Morales, Smith
Noes: None
Abstain: None
Absent: None
5.REPORTS
a.Board of Directors’ Reports
Director Goodrich reported on the following: June 27 he attended the District’s Top
Workplace event; July 4 he participated in the City of Highland’s Fourth of July parade;
and July 9 he attended the Highland City Council meeting.
Director Smith reported on the following: June 27 he attended the District’s Top
Workplace event; July 4 he attended the City of Highland’s Fourth of July parade; July
9 he attended the Finance & Human Resources Committee meeting where they
discussed the midterm audit and workplace violence program; and July 10 he
1
6
2
5
attended the San Bernardino Valley Water Conservation District Board meeting with
nothing to report.
Director Carrillo reported on the following: July 3 he attended the San Bernardino City
Council meeting; and July 8 he met with the General Manager/CEO to discuss District
business.
Vice Chairman Coats reported the following: June 27 he attended the District’s Top
Workplace event; July 4 he participated in the City of Highland’s Fourth of July parade
where he drove the District’s Chevy truck; July 5 he met with the General
Manager/CEO to review the agenda and to discuss District business; July 8 he
attended the Association of San Bernardino County Special Districts Board meeting;
July 9 he attended the City of San Bernardino Board of Water Commissioners meeting
where they approved a Granular Activated Carbon contract and discussed the SCADA
Master Plan; and July 9 he attended the Finance & Human Resources Committee
meeting.
Chairman Morales reported on the following: July 1 he attended the Association of
California Water Agencies State Legislative Committee meeting; July 5 he met with the
General Manager/CEO to review the agenda and to discuss District business; and July
9 he attended the San Bernardino Valley Municipal Water District Resources and
Engineering Workshop where they provided a surface water supply update.
For information only.
b. General Manager/CEO Report
The General Manager/CEO announced the following:
•July 18 - As part of the District’s partnership with the San Bernardino Unified
School District, the Employee Events Association will be hosting a Backpack
Drive and luncheon for staff and the Board. All proceeds will be used to
purchase backpacks and supplies for students at Jefferson Hunt Elementary.
•The District submitted and received reaccreditation for the Transparency
Certificate of Excellence Award with the Special District Leadership Foundation.
The certificate will be presented at the California Special District Association’s
Annual Conference in September.
•Last week, the State Water Resources Control Board adopted the final
regulation for Making Conservation a Way of Life. This regulation, which has
been in the works for about five years, targets water retailers to meet certain
efficiency goals. He noted that this will be on an agency basis, not a per-
customer basis.
•The July 22nd Engineering and Operations Committee meeting has been
canceled.
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5
•Yesterday, the first food waste delivery was made to the Sterling Natural
Resource Center. Eventually, up to 20 trucks a day will make deliveries.
•The District participated in the City of Highland’s Fourth of July Parade.
For information only.
c. Legal Counsel Report
Nothing to report.
d. Board of Directors’ Comments
Vice Chairman Coats thanked Nyles O’Harra, Mark Falcone, Fred Yauger and Ash
Dhingra for attending the meeting and added that the Sterling Natural Resource
Center would not be here without them.
Chairman Morales offered his appreciation to staff for their work on the Consumer
Confidence Report, 5-Year Work Plan and Budget documents. He thanked Vice
Chairman Coats and staff for covering for him while he was out sick.
For information only.
ADJOURN
Chairman Morales adjourned the meeting at 6:43 p.m.
James Morales, Jr., Board President
Michael Moore, Board Secretary
Agenda Item
#2d
August 14, 20241
Meeting Date: August 14, 2024
Agenda Item #2d
Consent Item
Regular Board Meeting
TO: Governing Board Members
FROM: General Manager/CEO
SUBJECT: Approve Directors' Fees and Expenses for July 2024
RECOMMENDATION
That the Board of Directors approve the Directors' Fees and Expenses for July 2024 as
submitted.
AGENCY GOALS AND OBJECTIVES
II - Maintain a Commitment To Sustainability, Transparency, and Accountability
A. Practice Transparent and Accountable Fiscal Management
REVIEW BY OTHERS
This agenda item has been reviewed by Administration.
FISCAL IMPACT
The fiscal impact associated with this agenda item is $9,727.81 which is included in the
current fiscal year budget.
Recommended by:
________________
Michael Moore
General Manager/CEO
Respectfully submitted:
________________
Justine Hendricksen
District Clerk
ATTACHMENTS
July 2024 Director Expense Reports
Name: Month / Year:2024
Meeting
No.Stipend Written Oral
1 7 /03 248.06
2 7 /08 248.06
3 7 /10 248.06
4 7 /12 248.06
5 7 /16 248.06
6 7 /17 248.06
7 7 /18 248.06
8 7 /23 248.06
9 7 /24 248.06
10
11
12
13
14
15
16
17
18
19
20
Meetings
0.67/mi
No.
1
2
3
4
5
6
7
8
9
10
Subtotal
TOTAL PAYMENT
Date of Approval
Chris Carrillo July /
0.00 X
9
Report Provided
Subtotal Meetings' Stipend
Mileage
Regular Board Meeting
Administration Signature
I certify that the above is correct and accurate to the best of my knowledge.
Chris Carrillo
Date Meeting / Event Description
Date
City of San Bernardino Council Meeting
Meeting with General Manager/CEO or Designee
Regular Board Meeting
$2,232.54
$2,232.54
$0.00
Reimbursement
Mileage
Miscellaneous Reimbursement Description
Meeting with General Manager/CEO or Designee
Inland Action
LAFCO
Sonoran Institute Growing Water Smart
Meeting with General Manager/CEO or Designee
Expense Type
$0.00
DIRECTOR EXPENSE / REIMBURSEMENT
ACTIVITY SHEET
1
Name: Month / Year:2024
1
2
3
4
5
Event Description:Inland Action
Brief Description of Meeting/Event Value to EVWD
Attended via Zoom Inland Action meeting.
Brief Description of Meeting/Event Value to EVWD
Attended regularly scheduled board meeting.
Meeting Date:7 / 12 / 2024
Event Description:Meeting with General Manager/CEO or Designee
Brief Description of Meeting/Event Value to EVWD
Conference call with CEO Moore to review board meeting agenda.
Meeting Date:7 / 16 / 2024
Meeting Date:7 / 8 / 2024
Event Description:Meeting with General Manager/CEO or Designee
Brief Description of Meeting/Event Value to EVWD
Meeting Date:7 / 10 / 2024
Event Description:Regular Board Meeting
Conference call with CEO Moore to discuss district business.
Chris Carrillo July /
As part of the District's commitment to transparency, please provide a brief description of any meeting/event(s)
that you will not be providing a report during the Board meeting at which your Director's Expense Sheet is being
approved.
Meeting Date:
Event Description:
Attended via Zoom San Bernardino City Council meeting.
7 / 3 / 2024
City of San Bernardino Council Meeting
Brief Description of Meeting/Event Value to EVWD
DIRECTOR EXPENSE / REIMBURSEMENT
ACTIVITY SHEET
AB 1234 SUPPLEMENTAL REPORT FORM
2
Name: Month / Year:2024
6
7
8
9
10
Chris Carrillo July /
As part of the District's commitment to transparency, please provide a brief description of any meeting/event(s)
that you will not be providing a report during the Board meeting at which your Director's Expense Sheet is being
approved.
Attended regularly scheduled board meeting.
Meeting Date:
Event Description:
Brief Description of Meeting/Event Value to EVWD
Event Description:Meeting with General Manager/CEO or Designee
Brief Description of Meeting/Event Value to EVWD
Conference call with CEO Moore to review board meeting agenda.
Meeting Date:7 / 24 / 2024
Event Description:Regular Board Meeting
Brief Description of Meeting/Event Value to EVWD
Attended monthly LAFCO meeting.
Meeting Date:7 / 18 / 2024
Event Description:Sonoran Institute Growing Water Smart
Brief Description of Meeting/Event Value to EVWD
Conference call with Sonoran Institute regarding Growing Water Smart regional workshop.
Meeting Date:7 / 23 / 2024
Meeting Date:7 / 17 / 2024
Event Description:LAFCO
Brief Description of Meeting/Event Value to EVWD
DIRECTOR EXPENSE / REIMBURSEMENT
ACTIVITY SHEET
AB 1234 SUPPLEMENTAL REPORT FORM
3
Name: Month / Year:2024
Meeting
No.Stipend Written Oral
1 7 /04 248.06
2 7 /05 248.06
3 7 /08 248.06
4 7 /09 248.06
5 7 /09 0.00
6 7 /10 248.06
7 7 /15 248.06
8 7 /18 248.06
9 7 /18 0.00
10 7 /23 248.06
11 7 /23 0.00
12 7 /24 248.06
13
14
15
16
17
18
19
20
Meetings
0.67/mi
No.
1
2
3
4
5
6
7
8
9
10
Subtotal
TOTAL PAYMENT
Date of Approval
Ronald L. Coats July /
0.00 X
9
Report Provided
Subtotal Meetings' Stipend
Mileage
San Bernardino Valley MWD Workshop
Administration Signature
I certify that the above is correct and accurate to the best of my knowledge.
Ronald L. Coats
Date Meeting / Event Description
Date
Highland Chamber of Commerce Parade
Agenda Review
ASBCSD Board Meeting
$2,232.54
$2,232.54
$0.00
Reimbursement
Mileage
Miscellaneous Reimbursement Description
San Bernardino Board of Water Commissioners
Highland Chamber of Commerce
Regular Board Meeting
San Bernardino Board of Water Commissioners
Finance & Human Resources Committee Meeting
Regular Board Meeting
ASBCSD
Agenda Review
Expense Type
$0.00
DIRECTOR EXPENSE / REIMBURSEMENT
ACTIVITY SHEET
1
Name: Month / Year:2024
1
2
3
4
5
Event Description:Finance & Human Resources Committee Meeting
Brief Description of Meeting/Event Value to EVWD
We reviewed letter regarding auditor responsibilities and planning documentation for our upcoming audit;
finance activities including report of 8,270,000 million gallons of water recycled and placed in Weaver
Basins from January through June 30 for which Valley District will pay us approximately $440,000; a report
from Human Resources on our just completed summer intern program and outcomes and our workplace
Brief Description of Meeting/Event Value to EVWD
Held our monthly board meeting to discuss association business and the upcoming general meeting on
July 15.
Meeting Date:7 / 9 / 2024
Event Description:San Bernardino Board of Water Commissioners
Brief Description of Meeting/Event Value to EVWD
They approved a 2-year contract granular activated carbon and another for a SCADA instrumentation and
control systems master plan; and they received a construction update on their new headquarters facility.
Cost is $26 million and should be completed by the end of summer 2025.
Meeting Date:7 / 9 / 2024
Meeting Date:7 / 5 / 2024
Event Description:Agenda Review
Brief Description of Meeting/Event Value to EVWD
Meeting Date:7 / 8 / 2024
Event Description:ASBCSD Board Meeting
Met with Chairman Morales and CEO Moore to review the agenda for July 10th meeting and also
discussed other district business
Ronald L. Coats July /
As part of the District's commitment to transparency, please provide a brief description of any meeting/event(s)
that you will not be providing a report during the Board meeting at which your Director's Expense Sheet is being
approved.
Meeting Date:
Event Description:
Director Goodrich and I drove the 54 Chevy truck in the parade celebrating the 4th of July
7 / 4 / 2024
Highland Chamber of Commerce Parade
Brief Description of Meeting/Event Value to EVWD
DIRECTOR EXPENSE / REIMBURSEMENT
ACTIVITY SHEET
AB 1234 SUPPLEMENTAL REPORT FORM
2
Name: Month / Year:2024
6
7
8
9
10
Ronald L. Coats July /
As part of the District's commitment to transparency, please provide a brief description of any meeting/event(s)
that you will not be providing a report during the Board meeting at which your Director's Expense Sheet is being
approved.
Attended their Debt Service Fund Budget meeting where they voted to lower the property tax rate to 11
cents per $100 of assessed valuation, from the current rate of 12 cents per $100 of assessed valuation,
Meeting Date:7 / 23 / 2024
Event Description:San Bernardino Board of Water Commissioners
Brief Description of Meeting/Event Value to EVWD
They approved their property insurance policy, which included earthquake coverage, for $1,134,730, a 4.4
% increase from last year. They currently have $469,000,000 in assets. Over the last 10 years their
rates have increased 86% on sewer and 44% on water, for a combined rate increase of 62%. They have
started work on their strategic plan and it should be completed by end of this year.
Event Description:Agenda Review
Brief Description of Meeting/Event Value to EVWD
Met with Chairman Morales and CEO Moore to go over the agenda for our next board meeting and also
discussed other district business
Meeting Date:7 / 18 / 2024
Event Description:San Bernardino Valley MWD Workshop
Brief Description of Meeting/Event Value to EVWD
See official board meeting minutes
Meeting Date:7 / 15 / 2024
Event Description:ASBCSD
Brief Description of Meeting/Event Value to EVWD
Our speakers topic was Artificial Intelligence (AI) and how we can use it in our everyday workplace. He
also provided a brief demonstration on the use of Chat GPT
Meeting Date:7 / 18 / 2024
Meeting Date:7 / 10 / 2024
Event Description:Regular Board Meeting
Brief Description of Meeting/Event Value to EVWD
DIRECTOR EXPENSE / REIMBURSEMENT
ACTIVITY SHEET
AB 1234 SUPPLEMENTAL REPORT FORM
3
Name: Month / Year:2024
11
12
13
14
15
Ronald L. Coats July /
As part of the District's commitment to transparency, please provide a brief description of any meeting/event(s)
that you will not be providing a report during the Board meeting at which your Director's Expense Sheet is being
approved.
Event Description:
Brief Description of Meeting/Event Value to EVWD
Meeting Date:
Event Description:
Brief Description of Meeting/Event Value to EVWD
See official board meeting minutes
Meeting Date:
Event Description:
Brief Description of Meeting/Event Value to EVWD
Meeting Date:
Event Description:Highland Chamber of Commerce
Brief Description of Meeting/Event Value to EVWD
Attended their monthly lunch where our guest speaker was Mark Cloud, Public Affairs Manager for
Southern California Edison
Meeting Date:7 / 24 / 2024
Event Description:Regular Board Meeting
Brief Description of Meeting/Event Value to EVWD
Meeting Date:7 / 23 / 2024
DIRECTOR EXPENSE / REIMBURSEMENT
ACTIVITY SHEET
AB 1234 SUPPLEMENTAL REPORT FORM
4
Name: Month / Year:2024
Meeting
No.Stipend Written Oral
1 7 /04 248.06
2 7 /09 248.06
3 7 /10 248.06
4 7 /15 248.06
5 7 /16 248.06
6 7 /23 248.06
7 7 /24 248.06
8
9
10
11
12
13
14
15
16
17
18
19
20
Meetings
0.67/mi
No.
1
2
3
4
5
6
7
8
9
10
Subtotal
TOTAL PAYMENT
Date of Approval
$0.00
Mileage
Miscellaneous Reimbursement Description
ASBCSD
Meeting with General Manager/CEO or Designee
Chamber of Commerce Event
Regular Board Meeting
Expense Type
$1,736.42
$0.00
Reimbursement
Administration Signature
I certify that the above is correct and accurate to the best of my knowledge.
Phillip R. Goodrich
Date Meeting / Event Description
Date
City of Highland July 4th Parade
City of Highland Council Meeting
Regular Board Meeting
$1,736.42
Phillip R. Goodrich July /
0.00 X
7
Report Provided
Subtotal Meetings' Stipend
Mileage
DIRECTOR EXPENSE / REIMBURSEMENT
ACTIVITY SHEET
1
Name: Month / Year:2024
1
2
3
4
5
Phillip R. Goodrich July /
As part of the District's commitment to transparency, please provide a brief description of any meeting/event(s)
that you will not be providing a report during the Board meeting at which your Director's Expense Sheet is being
approved.
Meeting Date:
Event Description:
Represent District in the annual City of Highland 4th of July parade
7 / 4 / 2024
City of Highland July 4th Parade
Brief Description of Meeting/Event Value to EVWD
Meeting Date:7 / 9 / 2024
Event Description:City of Highland Council Meeting
Brief Description of Meeting/Event Value to EVWD
Meeting Date:7 / 10 / 2024
Event Description:Regular Board Meeting
Attend City council meeting as District Rep.
Brief Description of Meeting/Event Value to EVWD
Attend Regular Board meeting Ref. Mins. This day
Meeting Date:7 / 15 / 2024
Event Description:ASBCSD
Brief Description of Meeting/Event Value to EVWD
Attend Monthly Special Districts meeting presentation on AI and its future in business
Meeting Date:7 / 16 / 2024
Event Description:Meeting with General Manager/CEO or Designee
Brief Description of Meeting/Event Value to EVWD
Monthly Meeting with CEO Moore, updates on all District busniness
DIRECTOR EXPENSE / REIMBURSEMENT
ACTIVITY SHEET
AB 1234 SUPPLEMENTAL REPORT FORM
2
Name: Month / Year:2024
6
7
8
9
10
Meeting Date:7 / 23 / 2024
Event Description:Chamber of Commerce Event
Brief Description of Meeting/Event Value to EVWD
Attend Monthly Chamber busniness Edisons Mark Cloud discussed their effort to "decarbonize" California
and just how much that effort will caost Edisons ratepayers
Meeting Date:7 / 24 / 2024
Event Description:Regular Board Meeting
Brief Description of Meeting/Event Value to EVWD
Attend Regular Board meeting Ref. Mins. This day
Meeting Date:
Event Description:
Brief Description of Meeting/Event Value to EVWD
Meeting Date:
Event Description:
Brief Description of Meeting/Event Value to EVWD
Meeting Date:
Event Description:
Brief Description of Meeting/Event Value to EVWD
Phillip R. Goodrich July /
As part of the District's commitment to transparency, please provide a brief description of any meeting/event(s)
that you will not be providing a report during the Board meeting at which your Director's Expense Sheet is being
approved.
DIRECTOR EXPENSE / REIMBURSEMENT
ACTIVITY SHEET
AB 1234 SUPPLEMENTAL REPORT FORM
3
Name: Month / Year:2024
Meeting
No.Stipend Written Oral
1 7 /01 248.06
2 7 /05 248.06
3 7 /09 248.06
4 7 /10 248.06
5 7 /11 248.06
6 7 /16 248.06
7 7 /18 248.06
8 7 /18 0.00
9 7 /24 248.06
10
11
12
13
14
15
16
17
18
19
20
Meetings
0.67/mi
No.
1
2
3
4
5
6
7
8
9
10
Subtotal
TOTAL PAYMENT
Date of Approval
James Morales, Jr.July /
0.00 X
8
Report Provided
Subtotal Meetings' Stipend
Mileage
Regular Board Meeting
Administration Signature
I certify that the above is correct and accurate to the best of my knowledge.
James Morales, Jr.
Date Meeting / Event Description
Date
ACWA Event
Meeting with General Manager/CEO or Designee
San Bernardino Valley MWD
$1,984.48
$1,984.48
$0.00
Reimbursement
Mileage
Miscellaneous Reimbursement Description
Regular Board Meeting
San Bernardino Valley MWD
San Bernardino Valley MWD
Meeting with General Manager/CEO or Designee
San Bernardino Valley MWD
Expense Type
$0.00
DIRECTOR EXPENSE / REIMBURSEMENT
ACTIVITY SHEET
1
Name: Month / Year:2024
1
2
3
4
5
Event Description:San Bernardino Valley MWD
Brief Description of Meeting/Event Value to EVWD
Policy and Administration. Board report assignment. State Legislative Update.
Brief Description of Meeting/Event Value to EVWD
Resources committee. Board report assignment.
Meeting Date:7 / 10 / 2024
Event Description:Regular Board Meeting
Brief Description of Meeting/Event Value to EVWD
Please refer to public agenda.
Meeting Date:7 / 11 / 2024
Meeting Date:7 / 5 / 2024
Event Description:Meeting with General Manager/CEO or Designee
Brief Description of Meeting/Event Value to EVWD
Meeting Date:7 / 9 / 2024
Event Description:San Bernardino Valley MWD
District and operational update.
James Morales, Jr.July /
As part of the District's commitment to transparency, please provide a brief description of any meeting/event(s)
that you will not be providing a report during the Board meeting at which your Director's Expense Sheet is being
approved.
Meeting Date:
Event Description:
State Legislative Committee Special Meeting.
7 / 1 / 2024
ACWA Event
Brief Description of Meeting/Event Value to EVWD
DIRECTOR EXPENSE / REIMBURSEMENT
ACTIVITY SHEET
AB 1234 SUPPLEMENTAL REPORT FORM
2
Name: Month / Year:2024
6
7
8
9
10
James Morales, Jr.July /
As part of the District's commitment to transparency, please provide a brief description of any meeting/event(s)
that you will not be providing a report during the Board meeting at which your Director's Expense Sheet is being
approved.
Please refer to public agenda.
Meeting Date:
Event Description:
Brief Description of Meeting/Event Value to EVWD
Event Description:San Bernardino Valley MWD
Brief Description of Meeting/Event Value to EVWD
Debt servicemeeting. Board report assignment. No charge, no more than 1 meeting per diem.
Meeting Date:7 / 24 / 2024
Event Description:Regular Board Meeting
Brief Description of Meeting/Event Value to EVWD
Regular Board Meeting. Board report assignment. Water delivery report.
Meeting Date:7 / 18 / 2024
Event Description:Meeting with General Manager/CEO or Designee
Brief Description of Meeting/Event Value to EVWD
District and operational update.
Meeting Date:7 / 18 / 2024
Meeting Date:7 / 16 / 2024
Event Description:San Bernardino Valley MWD
Brief Description of Meeting/Event Value to EVWD
DIRECTOR EXPENSE / REIMBURSEMENT
ACTIVITY SHEET
AB 1234 SUPPLEMENTAL REPORT FORM
3
Agenda Item
#2d
August 14, 20241
Meeting Date: August 14, 2024
Agenda Item #2d
Consent Item
1
1
5
2
Regular Board Meeting
TO: Governing Board Members
FROM: General Manager/CEO
SUBJECT: Approve June 2024 Disbursements: Accounts payable disbursements for the
period include check numbers 263285 through 263489, bank drafts, and ACH payments
in the amount of $5,962,912.12 and $479,418.08 for payroll
RECOMMENDATION
That the Board of Directors approve the District's expense disbursements for the period
June 1, 2024 through June 30, 2024 in the amount of $6,442,330.20.
BACKGROUND / ANALYSIS
The payment register for supplies, materials, services, and payroll for June 2024 is
attached for review and approval. This process provides the Board of Directors and the
public with an opportunity to review the expenses of the District. Accounts Payable are
processed weekly, while payroll is processed bi-weekly. District Policy 7.1 provides the
requirements for purchases and contracts and all supporting documents are maintained
by the Purchasing Agent.
Accounts payable disbursements for the period include check numbers 263285 through
263489, bank drafts, and ACH Payments in the amount of $5,962,912.12 and
$479,418.08, for payroll. Significant expenses greater than or equal to $50,000 are
further explained below:
Agenda Item
#2d
August 14, 20242
Meeting Date: August 14, 2024
Agenda Item #2d
Consent Item
1
1
5
2
AGENCY GOALS AND OBJECTIVES
II - Maintain a Commitment To Sustainability, Transparency, and Accountability
A. Practice Transparent and Accountable Fiscal Management
REVIEW BY OTHERS
This agenda item has been reviewed by the Finance Department.
FISCAL IMPACT
This item is funded in the current fiscal year budget.
Recommended by:
________________
Michael Moore
General Manager/CEO
Respectfully submitted:
________________
Brian Tompkins
Chief Financial Officer
ATTACHMENTS
June 2024 Payment Register
PAYMENT REGISTER
JUNE 1, 2024 - JUNE 30, 2024
PAYMENT
DATE NUMBER VENDOR NAME AMOUNT
06/06/2024 263285 AMERICAN FIDELITY ASSURANCE COMPANY (FSA)1,399.84
06/06/2024 263286 APPLEONE EMPLOYMENT SERVICE 538.92
06/06/2024 263287 AUTOZONE PARTS 620.69
06/06/2024 263288 AVIDEX INDUSTRIES, LLC 5,383.16
06/06/2024 263289 Chase Truck Mobile Service 2,340.00
06/06/2024 263290 CHEM-TECH INTERNATIONAL INC 11,764.44
06/06/2024 263292 DIRECTV 289.98
06/06/2024 263293 EEC ENVIRONMENTAL 6,687.96
06/06/2024 263294 EWING IRRIGATION PRODUCTS INC 96.61
06/06/2024 263295 EXPERIAN 355.60
06/06/2024 263296 EYE MED VISION CARE 1,609.04
06/06/2024 263297 FedEx 32.95
06/06/2024 263298 FIRST CHOICE SERVICES 45.00
06/06/2024 263299 James Litho 791.74
06/06/2024 263300 Juan D. Basols 2,161.87
06/06/2024 263301 K & L HARDWARE 2.79
06/06/2024 263302 KONICA MINOLTA BUSINESS SOLUTIONS 373.59
06/06/2024 263303 KRIEGER & STEWART, INCORPORATED 11,846.65
06/06/2024 263304 Marvin's Mobile Truck Wash 1,515.00
06/06/2024 263305 O'REILLYS AUTO PARTS 1,217.50
06/06/2024 263306 RYAN HERCO FLOW SOLUTIONS 509.43
06/06/2024 263307 Solitude Lake Management LLC 1,299.00
06/06/2024 263308 SOUTHERN CALIFORNIA EDISON COMPANY 28.04
06/06/2024 263309 Tom Bell Collision 357.50
06/06/2024 263310 TRUSSELL TECHNOLOGIES.INC 28,683.22
06/06/2024 263311 ULINE, INC.158.67
06/06/2024 263312 UNITED SITE SERVICES OF CALIFORNIA, INC 420.54
06/06/2024 263313 WATER SYSTEMS CONSULTING, INC 16,408.68
06/06/2024 263314 ACS SUPPORT 26.00
06/06/2024 263315 D.R. HORTON 87.17
06/06/2024 263316 BEAZER HOMES HOLDINGS LLC 100.85
06/06/2024 263317 BEAZER HOMES HOLDINGS LLC 87.58
06/06/2024 263318 BEAZER HOMES HOLDINGS LLC 87.71
06/06/2024 263319 TOM TA 132.78
06/06/2024 263320 JULIO MENDEZ 13.81
06/06/2024 263321 JOEL MEDINA 95.83
06/06/2024 263322 TRENT HIMLE 54.79
06/06/2024 263323 CARLO I RAMIREZ ROMAN 150.00
06/06/2024 263324 FRANK C GUTIERREZ 75.83
06/06/2024 263325 ATUL DOSHI 50.00
06/06/2024 263326 CATAMOUNT PROPERTIES 2018 LLC 65.73
06/06/2024 263327 Highland Area Chamber of Commerce 650.00
06/06/2024 263328 City of San Bernardino RRCSB: C.I.D 100.00
06/06/2024 263329 MAKING HOPE HAPPEN FOUNDATION 650.00
PAYMENT REGISTER
JUNE 1, 2024 - JUNE 30, 2024 Page 1 of 6
PAYMENT
DATE NUMBER VENDOR NAME AMOUNT
06/07/2024 263330 MOHAN PATEL 71.46
06/07/2024 263331 BEAZER HOMES HOLDINGS LLC 150.00
06/07/2024 263332 BEAZER HOMES HOLDINGS LLC 150.00
06/07/2024 263333 D.R. HORTON 86.79
06/07/2024 263334 W.E. ONEIL CONSTRUCTION CO 1,989.61
06/07/2024 263335 HARDY & HARPER, INC.2,414.87
06/07/2024 263336 MIKE MAHMOUDI 2,554.09
06/12/2024 263337 AMERICAN FIDELITY ASSURANCE COMPANY 3,143.29
06/12/2024 263338 APPLEONE EMPLOYMENT SERVICE 774.12
06/12/2024 263339 BURRTEC WASTE/ 5455 Industrial pkwy 5,593.68
06/12/2024 263340 BURRTEC WASTE/ E. 111 MILL ST 2,039.36
06/12/2024 263341 CHEM-TECH INTERNATIONAL INC 2,942.56
06/12/2024 263342 CULLIGAN OF ONTARIO 175.43
06/12/2024 263343 DIRECTV 55.79
06/12/2024 263344 EVERSOFT, INC 308.58
06/12/2024 263345 FIRST CHOICE SERVICES 1,073.65
06/12/2024 263346 Health and Human Resource Center Inc.121.50
06/12/2024 263347 INLAND DESERT SECURITY & COMMUNICATIONS, INC 869.65
06/12/2024 263348 Juan D. Basols 233.82
06/12/2024 263349 K & L HARDWARE 95.97
06/12/2024 263350 KONICA MINOLTA BUSINESS SOLUTIONS 225.27
06/12/2024 263351 LOGICALIS, INC 450.00
06/12/2024 263352 NAVIGATING PREPAREDNESS ASSOCIATES LLC 7,080.23
06/12/2024 263353 O'REILLYS AUTO PARTS 466.47
06/12/2024 263354 PETTY CASH 945.22
06/12/2024 263356 Pro-West & Assoc., Inc 12,671.92
06/12/2024 263357 QUINCY COMPRESSOR, LLC 15,331.59
06/12/2024 263358 Randy Broabus Allen 60,000.00
06/12/2024 263359 ROGERS, ANDERSON, MALODY & SCOTT, LLP 3,500.00
06/12/2024 263360 RYAN HERCO FLOW SOLUTIONS 140.83
06/12/2024 263361 SAN BERNARDINO COUNTY FIRE PROTECTION DISTRICT 40.00
06/12/2024 263362 Solitude Lake Management LLC 8,472.98
06/12/2024 263363 SOUTHERN CALIFORNIA EDISON COMPANY 400,554.53
06/12/2024 263364 SPECTRUM 12,604.75
06/12/2024 263365 THE WINNER INDUSTRIAL SUPPLY INC 2,999.71
06/20/2024 263366 ACS SUPPORT 26.00
06/20/2024 263435 ALTERNATIVE HOSE INC 172.14
06/20/2024 263436 AMERICAN FIDELITY ASSURANCE COMPANY (FSA)1,399.84
06/20/2024 263437 APPLEONE EMPLOYMENT SERVICE 538.92
06/20/2024 263438 AT&T 47.49
06/20/2024 263439 CALIFORNIA BANK & TRUST 6,559.44
06/20/2024 263440 CALIFORNIA BANK & TRUST 115,955.50
06/20/2024 263441 DENTAL HEALTH SERVICES 158.10
06/20/2024 263442 EUCLID MANAGERS, INSURANCE SERVICES INC.288.00
06/20/2024 263443 IB CONSULTING, LLC 2,755.33
06/20/2024 263444 LAURA GARCOA 99.00
06/20/2024 263445 Movinforward Marketing LLC 2,401.40
06/20/2024 263446 R. F. MacDonald Co., LLC 6,465.00
06/20/2024 263447 SO CAL GAS 9,955.96
06/20/2024 263448 SPECTRUM 617.41
06/20/2024 263449 SWRCB-DWOCP 80.00
06/20/2024 263450 Texas Life Insurance Company 614.71
PAYMENT REGISTER
JUNE 1, 2024 - JUNE 30, 2024 Page 2 of 6
PAYMENT
DATE NUMBER VENDOR NAME AMOUNT
06/20/2024 263451 TRUSSELL TECHNOLOGIES.INC 29,695.00
06/20/2024 263452 WESTERN WATER WORKS SUPPLY CO., INC 3,326.78
06/20/2024 263453 BALFOUR BEATTY INFRASTRUCTURE, INC 42,750.00
06/20/2024 263454 BALFOUR BEATTY INFRASTRUCTURE, INC 4,083,599.54
06/21/2024 263455 LIGHTSPEED INVESTMENTS 246.59
06/21/2024 263456 PEPPERTREE DIST INC 7.71
06/21/2024 263457 GOLDEN COAST CAPITAL 150.00
06/21/2024 263458 GUADALUPE ESTRADA 70.25
06/21/2024 263459 BRECKENRIDGE PROPERTY FUND 2016 LLC 150.00
06/21/2024 263460 ALEXIS SAUERWEIN 75.31
06/25/2024 263461 San Bernardino City USD 600.00
06/25/2024 263462 SBCUSD Specialized Programs 150.00
06/25/2024 263463 Veronica Rojas 650.00
06/25/2024 263464 Diana Morales 150.00
06/26/2024 263465 San Bernardino City Unified School District 150.00
06/26/2024 263466 YOUTH ACTION PROJECT 150.00
06/26/2024 263467 MICHELLE MORALES 650.00
06/26/2024 263468 Danny Sharkey 2,314.10
06/26/2024 263469 City Of San Bernardino Municipal Water Department 15,402.15
06/27/2024 263470 AM Conservation Group Inc 1,045.38
06/27/2024 263471 AT&T 2,768.01
06/27/2024 263472 AUTOZONE PARTS 20.86
06/27/2024 263473 Chase Truck Mobile Service 1,235.00
06/27/2024 263474 CHEM-TECH INTERNATIONAL INC 4,830.24
06/27/2024 263475 Consolidated Electrical Distributors, Inc.88.91
06/27/2024 263476 Jovenville LLC 20,637.97
06/27/2024 263477 K & L HARDWARE 318.45
06/27/2024 263478 LOWE'S 1,896.49
06/27/2024 263479 Marvin's Mobile Truck Wash 1,010.00
06/27/2024 263480 PETE'S ROAD SERVICE INC 293.00
06/27/2024 263481 Randy Broabus Allen 35,000.00
06/27/2024 263482 RYAN HERCO FLOW SOLUTIONS 1,182.07
06/27/2024 263483 SO CAL GAS 15.78
06/27/2024 263484 SOUTHERN CALIFORNIA EDISON COMPANY 26,316.86
06/27/2024 263485 THE SHERWIN WILLIAMS CO.304.26
06/27/2024 263486 WATER SYSTEMS CONSULTING, INC 4,003.29
06/27/2024 263487 WEB ADVANCED CORPORATION 8,025.00
06/27/2024 263488 WESTERN WATER WORKS SUPPLY CO., INC 1,073.96
06/27/2024 263489 YO FIRE 8,846.28
BANK DRAFTS
06/03/2024 DFT0005266 GLOBAL PAYMENTS 18,849.50
06/03/2024 DFT0005267 MERCHANT BANKCD 898.63
06/07/2024 DFT0005257 CA SDI Tax 3,761.54
06/07/2024 DFT0005258 CALPERS/ DEFERRED COMPENSATION 22,723.10
06/07/2024 DFT0005259 CALPERS/ RETIREMENT 58,012.38
06/07/2024 DFT0005260 Federal Payroll Tax 41,884.89
06/07/2024 DFT0005261 Medicare 9,927.50
06/07/2024 DFT0005262 Social Security 186.00
06/07/2024 DFT0005263 STATE DISBURSEMENT UNIT 908.77
06/07/2024 DFT0005264 State Payroll Tax 16,833.22
06/11/2024 DFT0005265 FORTE, ACH DIRECT INC, ACH FEES 4,243.38
PAYMENT REGISTER
JUNE 1, 2024 - JUNE 30, 2024 Page 3 of 6
PAYMENT
DATE NUMBER VENDOR NAME AMOUNT
06/11/2024 DFT0005268 PayNearMe, Inc.218.90
06/13/2024 DFT0005288 CBB 436.00
06/21/2024 DFT0005269 CA SDI Tax 4,004.09
06/21/2024 DFT0005270 CALPERS/ DEFERRED COMPENSATION 22,816.01
06/21/2024 DFT0005271 CALPERS/ RETIREMENT 58,780.20
06/21/2024 DFT0005272 Federal Payroll Tax 43,918.72
06/21/2024 DFT0005273 Medicare 10,573.04
06/21/2024 DFT0005274 Social Security 1,472.72
06/21/2024 DFT0005275 STATE DISBURSEMENT UNIT 908.77
06/21/2024 DFT0005276 State Payroll Tax 17,107.89
06/25/2024 DFT0005287 CBB 2,097.46
06/28/2024 DFT0005289 PayNearMe, Inc.324.37
ACH PAYMENTS
06/06/2024 10014248 ADVANCED TELEMETRY SYSTEMS INTERNATIONAL, INC.6,237.57
06/06/2024 10014249 ALAN PEREZ, REDLANDS OFFICE CLEANING SOLUTIONS, LLC 3,445.00
06/06/2024 10014250 ALLISON MECHANICAL, INC 515.49
06/06/2024 10014251 AMAZON CAPITAL SERVICES, INC 1,913.91
06/06/2024 10014252 BARRY'S SECURITY SERVICES, INC 9,188.10
06/06/2024 10014253 CINTAS CORPORATION (FIRST AID)289.28
06/06/2024 10014254 CLEARFLY COMMUNATIONS 88.72
06/06/2024 10014255 COMPUTERIZED EMBROIDERY COMPANY, INC 438.19
06/06/2024 10014256 COUNTY OF SAN BERNARDINO, RECORDER- CLERK 540.00
06/06/2024 10014257 EVWD EMPLOYEES EVENTS ASSOC 288.52
06/06/2024 10014258 FERGUSON ENTERPRISES, INC.16,000.00
06/06/2024 10014259 FRONTIER COMMUNICATIONS 85.04
06/06/2024 10014260 GENESIS INDUSTRIAL SUPPLY, INC 2,901.94
06/06/2024 10014261 GOLDEN STATE LABOR COMPLIANCE, LLC 4,990.00
06/06/2024 10014262 J COMM, INC.5,000.00
06/06/2024 10014263 JOSE MILLAN 480.00
06/06/2024 10014264 LEGEND PUMP AND WELL SERVICES 12,951.67
06/06/2024 10014265 MANAGED MOBILE, INC.2,741.92
06/06/2024 10014266 MICHAEL BAFFA 383.54
06/06/2024 10014267 MIKE J. ROQUET CONSTRUCTION INC 12,774.94
06/06/2024 10014268 PATTON'S SALES CORP 18.53
06/06/2024 10014269 STAPLES BUSINESS ADVANTAGE 35.55
06/06/2024 10014270 TYLER TECHNOLOGIES, INC 250.00
06/06/2024 10014271 UNDERGROUND SERVICE ALERT 629.50
06/06/2024 10014272 USA BLUE BOOK, HD SUPPLY FACILITIES MAINT, LTD 3,158.47
06/06/2024 10014273 VULCAN MATERIALS CO/ CALMAT CO 9,905.05
06/06/2024 10014274 WAXIE SANITARY SUPPLY 1,653.78
06/06/2024 10014275 Yahweh Pools 250.00
06/10/2024 10014276 RINCON CONSULTANTS, INC.16,091.33
06/10/2024 10014277 CAROL CALES 568.35
06/10/2024 10014278 DANIEL DAVIS 647.19
06/10/2024 10014279 DAVID HERNANDEZ 600.74
06/10/2024 10014280 ED KING 850.00
06/10/2024 10014281 ELISEO OCHOA 575.09
06/10/2024 10014282 JOHN MURA 720.13
06/10/2024 10014283 MARTHA T DURAN 850.00
06/10/2024 10014284 MICHAEL HENDERSON 727.21
06/10/2024 10014285 REBECCA KASTEN 669.44
PAYMENT REGISTER
JUNE 1, 2024 - JUNE 30, 2024 Page 4 of 6
PAYMENT
DATE NUMBER VENDOR NAME AMOUNT
06/10/2024 10014286 RICHARD BECERRA 727.21
06/12/2024 10014287 ADCOMP SYSTEMS, INC 100.00
06/12/2024 10014288 ALLISON MECHANICAL, INC 12,355.00
06/12/2024 10014289 AMAZON CAPITAL SERVICES, INC 1,479.07
06/12/2024 10014290 ANTHESIS 11,682.17
06/12/2024 10014291 ASBCSD 99.00
06/12/2024 10014292 BARRY'S SECURITY SERVICES, INC 8,915.96
06/12/2024 10014293 BURGESS MOVING & STORAGE 1,602.45
06/12/2024 10014294 CALIFORNIA TOOL & WELDING SUPPLY 117.65
06/12/2024 10014295 CORELOGIC SOLUTIONS, LLC 403.81
06/12/2024 10014296 FMB TRUCK OUTFITTERS, INC 191.29
06/12/2024 10014297 FRONTIER COMMUNICATIONS 644.13
06/12/2024 10014298 HACH COMPANY 1,747.71
06/12/2024 10014299 HADRONEX, INC dba SMARTCOVER SYSTEMS 448.00
06/12/2024 10014300 IEJUNK.COM 2,500.00
06/12/2024 10014301 INFOSEND, INC 483.34
06/12/2024 10014302 JC LAW FIRM 13,475.00
06/12/2024 10014303 MIKE J. ROQUET CONSTRUCTION INC 2,481.83
06/12/2024 10014304 MOBILE OCCUPATIONAL SERVICES, INC 345.00
06/12/2024 10014305 PATTON'S SALES CORP 23.40
06/12/2024 10014306 Ryan Cerros 104.15
06/12/2024 10014307 STERICYCLE, INC DBA SHRED-IT 341.81
06/12/2024 10014308 TSR PERFORMANCE 1,805.04
06/12/2024 10014309 USA BLUE BOOK, HD SUPPLY FACILITIES MAINT, LTD 157.81
06/12/2024 10014310 VALERO FLEET, WEX BANK 21,152.76
06/12/2024 10014311 VERIZON WIRELESS 7,739.65
06/20/2024 10014312 ADCOMP SYSTEMS, INC 319.29
06/20/2024 10014313 ALBERT A. WEBB ASSOCIATES 11,100.00
06/20/2024 10014314 AMAZON CAPITAL SERVICES, INC 181.14
06/20/2024 10014315 BOOT BARN, INC 1,227.10
06/20/2024 10014316 COMPUTERIZED EMBROIDERY COMPANY, INC 1,607.19
06/20/2024 10014317 ECOTECH SERVICES, INC 5,895.00
06/20/2024 10014318 EVWD EMPLOYEES EVENTS ASSOC 388.49
06/20/2024 10014319 FRONTIER COMMUNICATIONS 513.00
06/20/2024 10014320 GRAINGER 420.44
06/20/2024 10014321 GROUP DELTA CONSULTANTS, INC 15,031.08
06/20/2024 10014322 MARLINK INC 468.75
06/20/2024 10014323 MINUTEMAN PRESS OF RANCHO CUCAMONGA 389.39
06/20/2024 10014324 MOBILE OCCUPATIONAL SERVICES, INC 170.00
06/20/2024 10014325 RESOLUTE 10,000.00
06/20/2024 10014326 RINCON CONSULTANTS, INC.31,295.65
06/20/2024 10014327 Safety Compliance Company 600.00
06/20/2024 10014328 SAN BERNARDINO VALLEY MUNICIPAL WATER DISTRICT 43,522.00
06/20/2024 10014329 SG CREATIVE, LLC 7,705.00
06/20/2024 10014330 STAPLES BUSINESS ADVANTAGE 726.76
06/20/2024 10014331 STUBBIES PROMOTIONS INC 1,989.68
06/20/2024 10014332 Synagro - WWT, Inc 50,049.97
06/27/2024 10014333 ADVANCED TELEMETRY SYSTEMS INTERNATIONAL, INC.5,750.00
06/27/2024 10014334 ALLISON MECHANICAL, INC 5,141.00
06/27/2024 10014335 AMAZON CAPITAL SERVICES, INC 1,529.14
06/27/2024 10014336 ARCADIS U.S., INC 4,160.00
06/27/2024 10014337 BARRY'S SECURITY SERVICES, INC 14,981.32
PAYMENT REGISTER
JUNE 1, 2024 - JUNE 30, 2024 Page 5 of 6
PAYMENT
DATE NUMBER VENDOR NAME AMOUNT
06/27/2024 10014338 CINTAS CORPORATION (FIRST AID)465.51
06/27/2024 10014339 CLARK PEST CONTROL 190.00
06/27/2024 10014340 CLINICAL LAB OF S B 7,972.50
06/27/2024 10014341 COAST FITNESS REPAIR SHOP 230.88
06/27/2024 10014342 CORE & MAIN LP 17,886.24
06/27/2024 10014343 EZEQUIEL ELECTRIC, INC.1,980.90
06/27/2024 10014344 FERGUSON ENTERPRISES, INC.28,932.48
06/27/2024 10014345 GRAINGER 1,125.92
06/27/2024 10014346 JOSE MILLAN 4,020.00
06/27/2024 10014347 MCMASTER-CARR 205.25
06/27/2024 10014348 MICHAEL BAFFA 125.00
06/27/2024 10014349 MINUTEMAN PRESS OF RANCHO CUCAMONGA 33,727.43
06/27/2024 10014350 MOBILE OCCUPATIONAL SERVICES, INC 205.50
06/27/2024 10014351 RAINBOW BOLT & SUPPLY, INC.244.36
06/27/2024 10014352 VULCAN MATERIALS CO/ CALMAT CO 1,946.56
TOTAL 5,962,912.12$
PAYMENT REGISTER
JUNE 1, 2024 - JUNE 30, 2024 Page 6 of 6
Agenda Item
#3a
August 14, 20241
Meeting Date: August 14, 2024
Agenda Item #3a
Discussion Item
Regular Board Meeting
TO: Governing Board Members
FROM: General Manager/CEO
SUBJECT: Public Affairs Program Communications Plan
RECOMMENDATION
That the Board of Directors review the Public Affairs Program Communication Plan. This
agenda item is for information only, no action required.
BACKGROUND / ANALYSIS
Public Affairs oversees internal and external communication programs consistent with
the District’s Vision and guiding principles. Through community and media relations, the
Program provides effective and strategic communications to various stakeholders. Public
Affairs is also responsible for grant writing, legislative affairs, and the facility rental
programs.
The District has developed a comprehensive Public Affairs department strategy to serve
as the guiding document for the upcoming year. This department plan is integral in
aligning the efforts of staff with the objectives outlined in the District’s Five-Year Work
Plan. By establishing a clear framework, the document ensures that all Public Affairs
activities are purpose-driven and contribute directly to the overarching goals of the
District.
In addition to providing a structured roadmap, the document is designed with the
necessary flexibility to adapt to the evolving needs of our community. This adaptability
is crucial in responding to the dynamic and ever-changing environment in which the
District operates. The strategy also introduces innovative tactics and approaches,
enabling the District to stay ahead in its public engagement and communication efforts.
By embracing new tactics, the Public Affairs department can effectively address
emerging challenges and leverage opportunities, ensuring sustained progress and
effective community relations.
Agenda Item
#3a
August 14, 20242
Meeting Date: August 14, 2024
Agenda Item #3a
Discussion Item
AGENCY GOALS AND OBJECTIVES
II - Maintain a Commitment to Sustainability, Transparency, and Accountability
B. Utilize Effective Communication Methods
C. Pursue Alternative Funding Sources
D. Provide Quality Information to Encourage Community Engagement
REVIEW BY OTHERS
This agenda item has been reviewed by Administration.
FISCAL IMPACT
There is no fiscal impact associated with this agenda item.
Recommended by:
________________
Michael Moore
General Manager/CEO
Respectfully submitted:
________________
William Ringland
Public Affairs/Conservation Manager
ATTACHMENTS
Public Affairs Program Communications Plan
fy 2024-25publicaffairs plan
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TABLE OF CONTENTS
Program Summary
Public Affairs
Program Approach
Market Research
District Demographics
Service Area
Community Profile
Demographic Tapestry
What’s In My Community
Five-Year Work Plan
2024–25
Community Advisory Commission
Member Appointment
Community Engagement
Enhancements
Industry Engagement (Awards and
Presentations)
Website Redesign/Domain Name
Transition
Public Affairs Strategic Approach
Community Facility Tour
Community Booths
Septic-to-Sewer Townhall
Website Redesign
.GOV Transition
SNRC Neighborhood Program
Critical Communications
Ongoing Communications
Crisis Communication Plan
Development/Updating
Bottled Water Art Contest
Video Development
Coalition Engagement
Facility Rental Program
Community Advisory Commission
Grant Strategy
Legislative Programs
Internal Communications
Communication Tactics
Social Media
Direct-to-Customers
Bill Inserts
Direct Mailers
Door Hangers
Email Communication
Press Releases
Presentations
Student Engagement/Career Days
Branding
Supporting District Programs
Annual Budget Development
Consumer Confidence Report (CCR)
Popular Annual Financial Report (PAFR)
Five-Year Work Plan Development
Construction Activities
Department Presentations
Digital Resources
Monday.com
Team Tasks
Hootsuite
Constant Contact
Appendix
Content Calendar
Email Sample
Construction Notice Template
Service Interruption Template
Splash Bulletin Template
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Program Summary
Public Affairs supports the District through multiple activities to further drive the District’s strategic goals and 5-Year
Work Plan. The program supports various initiatives and actively engages with departments across the District. This
plan provides a framework and guide for the team to achieve established goals and objectives.
PUBLIC AFFAIRS
Public Affairs oversees internal and external communication programs consistent with the District’s Vision and guiding
principles. Through community and media relations, the program provides effective and strategic communications to
various stakeholders. The program is also responsible for grant writing and the facility rental programs.
PROGRAM APPROACH
East Valley Water District has adopted a vision to enhance and preserve the quality of life for our community through
innovative leadership and world class public service. This vision is supported by the core values of Leadership,
Partnership and Stewardship. To ensure the District can rise to this vision, the Public Affairs team works to ensure
all strategic communications are effective, meaningful and relevant. The program requires a difficult balance of
preparation, anticipation, and responsiveness in the execution of programs and material. The word cloud below
symbolizes how the programs support the District’s strategic values:
PUBLIC AFFAIRSSTRATEGIC
TRUSTWORTHY
INNOVATIVE
ENGAGING RELEVANT
FOSTER
RELATIONSHIPS FACTUALCONSISTENT
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COMMUNITY
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Market Research
As the District strives to be a world-class organization providing safe and reliable drinking water, staff recently
conducted an analysis of the community characteristics using the census data. Through intentional and targeted
outreach, focused on the District’s customers, East Valley Water District can continue to foster strong relationships
via meaningful communications. The community characteristics are a useful tool to continue enhancing the District’s
brand and customer first approach.
DISTRICT DEMOGRAPHICS
Service Area
210
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DistrictHeadquarters
SNRC
Community Profile
108,000
Population
32
Median Age
$67,619
Media Household
Income
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Demographic Tapestry
Next Wave
Life Group28%District
Households
• Nearly one in four is foreign-born
• Supporting large families with a focus on children
• Predominantly renters in multifamily units
• Typically working overtime in service, in skilled
and unskilled occupations
• One in three has earned a high school diploma
Sprouting Explorers
Life Group19%District
Households
• Majority of households include younger
married-couple families with children
• Captivated by new technology, particularly
feature-rich smartphones
• Use the internet for socializing but also for
convenience, like paying bills
Affluent Estates
Life Group14%District
Households
• Residents are approaching retirement but remain
active in their communities
• Take advantage of large metropolitan areas but
prefer to live in less crowded neighborhoods
• Consumers are more interested in quality than cost
• Well connected, using the internet for shopping to
manage finances
Public Affairs Plan
4
What’s in My Community?
Lifestyle
Recreation
Access Community
Enjoyment Learning
Food & Beverage
49
Healthcare
48
Playgrounds
1
Parks & Gardens
2
Education
63
Libraries
2
Government
21
Sports
27
Restaurants
139
Entertainment
12
Public Transport
3
Spiritual Centers
48
A variety of grocery
outlets and sources
Proximity to play and fun
Nearby choices for on
premise and take-out dining
Gateways to life
enrichment and growth
Local transport
and connectivity
Performance and
amusement destinations
Local hospitals and
healthcare facilities
Access to green spaces
Schools and places for
education and skills transfer
Places to play alone or in
community groups
Civic engagement and
neighborhood hubs
Lifelong learning
opportunities
Data sourced from ESRI ArcGIS Experience Builder
5
Five-Year Work Plan
Through the District’s Five-Year Work Plan process, strategic activities were developed to identify and organize projects
spanning multiple years. The Public Affairs has identified key activities over the upcoming years needed to further the
District’s world-class standards.
All items listed below are included in the District’s 2024-25 Five-Year Work Plan:
2024-25 2024-25
Community Advisory Commission
Member Appointment
Conduct a community recruitment
process and subsequent
commission onboarding/training to
fill vacancies resulting from the term
limits of sitting members.
Community Engagement
Enhancements
Enhance community engagement
through increased in-person
activities, develop a targeted
outreach initiative surrounding the
SNRC and use of technologically
based communications tools.
Industry Engagement
(Awards and Presentations)
Showcase the District’s
projects and programs through
participation in industry related
conferences and awards.
Website Redesign/Domain
Name Transition
Redesign the District’s public
facing website and transition
to a .GOV domain name.
Public Affairs Strategic Approach
The District strategically has built a communications and outreach program to target, engage and interact with
customers throughout the community. The items below are currently planned programs for FY 2024-25 to engage
with members across the District’s service area and throughout the industry in an effort to meet the objectives listed
in the Five-Year Work Plan.
COMMUNITY FACILITY TOUR COMMUNITY FACILITY TOUR
As part of the District’s efforts to showcase transparency and community engagement, the District will hold a Community
Facility Tour. This tour will host a group of 30-50 individuals, touring them through various wells and plants across the
District service area. Participants will have the opportunity to witness firsthand the intricate processes and operations
that ensure the efficient, safe, and reliable functions of the District. From water treatment plant to wastewater treatment
plant and everything in between, the tour will highlight the critical infrastructure and dedicated personnel behind
EVWD’s essential services.
Public Affairs Plan
6
The primary objective of the Community Facility Tour is to cultivate informed ratepayers within the community who
can become familiar with the complexities and importance of EVWD operations. By offering an in-depth look at the
District’s daily functions, we aim to build a deeper understanding and appreciation among participants. This initiative
will not only educate but also foster a sense of pride and support for the District’s efforts.
COMMUNITY BOOTHS COMMUNITY BOOTHS
Understanding that not every ratepayer engages with the information
distributed by the District, the team is committed to actively reaching out
and connecting with the community through more direct and accessible
channels. Public Affairs will target to hold monthly booths at a wide
range of locations, including local stores, retail outlets, and community
festivals throughout the District service area. These booths will serve as
dynamic touchpoints where residents can interact with staff, learn about
the District, and access valuable information firsthand.
The community booths will provide detailed information about the
various rebates available to customers, helping them conserve water.
Additionally, staff will be on site to explain rate information and answer
any questions, ensuring transparency and understanding. By positioning
booths in high trafficked areas, the District aims to foster stronger
relationships within the community, enhancing the District’s presence
and visibility.
SEPTIC-TO-SEWER TOWNHALL SEPTIC-TO-SEWER TOWNHALL
The District is looking to hold a community Septic-to-Sewer Townhall meeting designed as a crucial community-focused
event aimed at updating residents on the District’s ongoing efforts to secure funding for converting septic systems
to the sewer system. This public meeting held at the Sterling Natural Resource Center will provide a platform for
community members to receive updates on the progress and challenges faced in securing various funding sources.
Despite the absence of secured funding at this stage, the meeting will highlight the District’s commitment to this
project, show the steps necessary to convert septic tanks and the strategies in place to obtain the necessary financial
support to support ratepayers.
By attending the townhall, customers will gain valuable insights into the District’s plans and the broader benefits of
transitioning from septic tanks to a more efficient and environmentally friendly sewer system. The meeting aims to
foster transparency and build trust within the community by openly discussing the efforts and potential impacts of this
significant improvement.
This initiative is not only about disseminating information but also about
being approachable and accessible, demonstrating our commitment to
serving and engaging with every member of the District.
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WEBSITE REDESIGN WEBSITE REDESIGN
Recognizing the critical role the website plays in communicating to the community, industry and elected officials,
the District has embarked on a comprehensive redesign of eastvalley.org. Currently, the website hosts over 1,000
webpages, an overwhelming number for a District of our size, leading to navigational challenges and inefficiencies. To
address this as well as the outdated backend website infrastructure, staff have selected a specialized vendor over the
past fiscal year and conducted a comprehensive website audit. This process involved developing a streamlined site
map and initial webpage concepts that prioritize user-friendliness and accessibility.
Over the upcoming year, staff will be continuing to work closely with the consultant partner to code and
migrate content to the new website. This process will include comprehensive alpha and beta testing phases to ensure
functionality, user experience, and reliability. The redesigned website aims to provide a more intuitive, informative, and
engaging platform for our customers and community. The targeted launch window for the revamped eastvalley.org is
scheduled for Fall 2024. This redesign underscores the District’s commitment to enhancing communication, providing
easy access to essential information, and fostering a more connected and informed community.
.GOV Transition
Following the successful launch of the redesigned website, the District will transition to a new URL with a .GOV
domain, eastvalleywater.gov. This strategic move is designed to assure customers they are accessing a trusted and
official government website. The .GOV domain is exclusively available to government agencies, underscoring EVWD’s
commitment to security and reliability.
To facilitate this transition, staff will implement redirects from the old URL to the new one, ensuring that visitors to
the previous site are seamlessly directed to the redesigned platform. This phase of the project will rely heavily on
the expertise of the District’s IT department to manage the technical aspects and ensure a smooth and successful
transition. By moving to a .GOV domain, we aim to enhance trust and credibility, providing our community with a
secure and dependable online resource.
SNRC NEIGHBORHOOD PROGRAM SNRC NEIGHBORHOOD PROGRAM
Community engagement and outreach are a priority for East Valley
Water District. With the Sterling Natural Resource Center (SNRC)
recently becoming fully operational, staff are working through finetuning
processes and procedures at the plant. Staff developed a critical
and ongoing outreach communication plan to encourage two-way
communication with SNRC neighbors, notify residents of work that may
impact them, and foster a positive relationship with neighbors.
Public Affairs has established two degrees of communication for this
initiative: First Degree are direct neighbors to the Treatment Facility.
Currently, there are 5-6 residential customers and one apartment complex
that falls into this category. Second Degree includes neighbors within ¼
of mile of the facility. Finally, two levels of communications have been
established for the community engagement, Critical Communications
and Priority Communications.
Public Affairs Plan
Critical Communications
This approach will be activated for urgent, short-term communication efforts. An urgent matter qualifies as extreme
circumstances that are beyond standard operations or unscheduled maintenance that can pose impact to residents.
All communications will be translated to Spanish.
Ongoing Communications
This approach will be activated as part of community relationship building efforts. This strategy will be used to
communicate scheduled maintenance efforts and general facility updates with the primary goal of developing and
fostering positive relationships with the surrounding community. All communications will be translated to Spanish.
Through these efforts, staff are seeking to foster strong community relationships, provide ongoing communication
with neighbors and maintain positive relations with those surrounding the Sterling Natural Resource Center.
8
• Door-to-door: PA staff will make in-person
contact with customers. This effort depends
on the time of day and day of the week.
• Phone call/text: PA staff will call customers
to inform/provide an update on SNRC
maintenance efforts. As an alternative,
staff will consider sending a text message
via Informacast that includes a link to the
District’s SNRC update page eastvalley.org/
NeighborUpdates
1ST DEGREE
• Door hanger/letter: PA staff will
develop and print in-house door
hangers/letters and deliver to
customers within a few hours to
one day. A plastic door hanger bag
will be used to protect the notice.
2ND DEGREE
• Email alerts: An email alert will be distributed up to 7 days in advance of maintenance. The alert will
include work hours, possible impacts, and estimated completion. A link to the District’s SNRC update
page eastvalley.org/NeighborUpdates will be included in the email.
• Bi-annual newsletters: The District will establish a newsletter to be sent to nearby residents. This will
provide updates about the plant, detailed information about the District and highlight upcoming events
for the community to participate.
• Neighborhood events: The District will aim to host SNRC neighborhood events at the Administrative
Center to encourage residents to learn about the plant. Events include open houses, picnics in the park,
facility tours, and meet-and-greet opportunities with Public Affairs, Water Reclamation and Executive staff.
1ST DEGREE 2ND DEGREE
9
CRISIS COMMUNICATION PLAN DEVELOPMENT/UPDATING CRISIS COMMUNICATION PLAN DEVELOPMENT/UPDATING
Through the District’s commitment to effectively manage communications during crisis situations, Public Affairs
will prioritize updating and refreshing the Crisis Communication Plan this upcoming year. As the primary program
responsible for disseminating information to the public during emergencies, it is imperative that our strategies
and tools are current and robust. The updated plan will include the development of new templates designed for
rapid communication, ensuring that accurate and timely information can be relayed to the community with minimal
delay. These templates will be versatile, covering a range of potential scenarios, and will be easily accessible to
all team members.
In addition to updating the communication plan, we will continue to invest in ongoing media relations training for
the team. This training will ensure that every member of the Public Affairs Department is well-prepared to engage
with the media, delivering clear and consistent messages during crises. By honing skills and refining strategies,
we aim to enhance our responsiveness and effectiveness in managing public communications during emergency
situations. Our goal is to maintain the trust and confidence of the community by providing reliable, accurate, and
prompt information when needed most.
BOTTLED WATER ART CONTEST BOTTLED WATER ART CONTEST
Building on the success of last year’s Bottled Water Art Contest, the Public Affairs Department will continue
this engaging initiative in the upcoming year. The contest invites elementary school students to showcase their
creativity by drawing, painting, or designing a label for the District’s bottled water. By involving young students in
the project, we aim to build a deeper connection between the community and the District, while also promoting
awareness about water conservation and the importance of the District’s services.
The contest concludes in a special award ceremony held at the District headquarters, where winning students,
accompanied by their families, are recognized by the Board of Directors. This event not only celebrates the
students’ artistic achievements but also strengthens community bonds and showcases the District’s commitment
to youth engagement and education.
Public Affairs Plan
By continuing the Bottled Water Art Contest, we aim to inspire creativity,
encourage participation, and highlight the vital role of water in our daily lives.
VIDEO DEVELOPMENT VIDEO DEVELOPMENT
To enhance community engagement and education, Public Affairs will develop a series of informative videos for the
District’s digital library. Videos are a powerful medium for demonstrating the complex operations of the District and
providing an accessible way for residents to understand and value the work we do. These new videos will serve to
educate the community on various aspects of our operations and facilities, highlighting our commitment to providing
safe and reliable water/wastewater services.
The upcoming series will include the following videos:
By creating these educational videos, we aim to foster a more informed and engaged community, enhancing trust and
appreciation for the District’s efforts and achievements.
10
Sterling Natural Resource Center (SNRC)
Treatment Overview
An animated video will give a high-level overview
of the SNRC’s operations, detailing the state-of-the-
art process involved in recycling water. This video
will make the technical aspects of water recycling
understandable and engaging.
Community Benefits of the SNRC
Featuring interviews with staff, this video
will showcase the engineering marvel of
the SNRC and emphasize its value to the
community. It will highlight the community,
environmental, and regional benefits
provided by this state-of-the-art facility.
EVWD Overview
A comprehensive video will provide an overview of
all operations within the East Valley Water District,
offering a broad perspective on how we maintain
and deliver essential services.
Budget-Based Rates Overview
This video will explain how budget-based
rates are developed, breaking down the
complex calculations and considerations that
go into determining rates. It aims to increase
transparency and understanding of our
financial practices for customers asking about
how their rates are calculated in their utility bill.
Water Quality
Highlighting the steps taken to ensure water quality and reliability, this video will
demonstrate our commitment to delivering safe and reliable water to our customers.
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COALITION ENGAGEMENT COALITION ENGAGEMENT
East Valley Water District recognizes the importance of active participation in multiple coalitions to advocate
for the District’s priorities and positions. These coalitions include the Association of California Water Agencies
(ACWA), California Municipal Utilities Association (CMUA), California Association of Sanitation Agencies (CASA),
and WateReuse. By collaborating with these influential organizations, the District can ensure its voice is heard on
critical issues affecting water management, policy, and sustainability.
Over the upcoming year, District staff will prioritize involvement in these coalitions, identifying key opportunities
for deeper engagement and leadership roles. This strategic approach will involve assessing the specific benefits
and contributions each coalition can offer and aligning our participation with the District’s vision. By taking an
active role in these coalitions, we aim to enhance our advocacy efforts, stay informed on regulatory changes, and
continue to be an industry leader.
FACILITY RENTAL PROGRAM FACILITY RENTAL PROGRAM
The District is committed to community engagement and support by providing a Facility Rental Program at
our Headquarters and the Sterling Natural Resource Center. These rentals provide valuable opportunities for
organizations, local ratepayers, and non-profits to utilize our world-class facilities for meetings, events, and
activities. By making our facilities accessible to the public, we not only maximize the use of our spaces but also
strengthen our relationships with the community.
Over the upcoming year, staff will focus on optimizing our facility rental program by examining the current fee
structure charged and assessing the staffing plan necessary for its successful operation. This evaluation will ensure
that our pricing structure is fair and competitive while meeting the needs of a successful operation. Additionally,
Public Affairs will review staffing requirements to guarantee efficient management and support for all events
hosted at our facilities. By refining the facility rental program, we aim to enhance its value, accessibility, and impact,
fostering a strong connection between the District and the community.
COMMUNITY ADVISORY COMMISSIONCOMMUNITY ADVISORY COMMISSION
East Valley Water District’s Community Advisory Commission acts as a liaison between the District and the
community. Commissioners attend quarterly meetings to review, discuss and provide valuable input and guidance
in the decision-making process for District programs and services. Commissioners serve for a two-year term.
This channel has proven a successful opportunity to receive community feedback and bounce ideas off the
commissioners to help receive a pulse from ratepayers.
As the District looks to the engagement opportunities ahead, utilizing the CAC as an organized “sounding board”
will allow staff to ensure appropriate community feedback is gathered for upcoming projects. Over this upcoming
year, three commissioners will term out and Public Affairs staff will conduct a recruitment campaign to bring in new
members to serve on the commission.
GRANT STRATEGYGRANT STRATEGY
Grant funding can be a resourceful means of financing projects, while minimizing the impact on ratepayers. These
programs are ideal when the Strategic Priorities of the District align with the funding agency. While there are
many funding sources available, few will be consistent with the District’s planning efforts. Throughout the year,
staff will submit grant applications based upon the alignment with the District’s Five-Year Work Plan, regulatory
requirements, and the overall success rate of the application.
The team works collaboratively with partners to ensure the appropriate level of grant monitoring occurs at the local,
state, and federal level while ensuring the District is competitive in the application process. Over the upcoming
year, staff will issue an RFP to secure a new bench of partners to assist with the grant applications and monitoring.
Public Affairs Plan
LEGISLATIVE PROGRAMSLEGISLATIVE PROGRAMS
In the upcoming year, East Valley Water District will continue to strategically engage in various legislative programs
to advocate for the District’s interests and priorities. Working closely with our legislative advocates, staff will ensure
effective and strategic engagement in Sacramento, aligning our efforts on key legislative sessions and priorities. This
proactive approach will help the District stay ahead of policy changes and influence legislative outcomes that impact
our operations and community.
To reinforce our legislative presence, staff will organize a Sacramento capital visit, involving Board Leadership and
Executive Staff, to build and strengthen relationships with elected officials. This visit will provide a platform to discuss
critical issues, showcase District initiatives, and advocate for policies beneficial to the District’s ratepayers. Additionally,
staff will engage with local elected offices, meeting representatives to provide updates on District activities and
maintain open lines of communication.
In preparation for the new legislative session starting in 2025, Public Affairs will update and adopt a new Legislative
Platform to reflect emerging priorities and challenges facing the District. This updated platform will guide our advocacy
efforts, ensuring that our positions and initiatives are aligned with the latest legislative developments, community
needs and vision set by the Board of Directors.
Finally, staff will continue to assess our involvement in various coalitions, ensuring our participation is strategic and
impactful.
INTERNAL COMMUNICATIONSINTERNAL COMMUNICATIONS
District employees have a high degree of interaction with the public and help function as brand ambassadors for
EVWD. By providing consistent updates on projects and programs to employees, the community experiences a
heightened degree of consistency in communication through these employees. This maximizes the ability for staff
to diffuse misinformation and effectively refer residents and business owners to the appropriate staff member for
additional information. This is achieved through emails, in-person department briefings, coordination meetings, and
shared outreach materials.
Communication Tactics
Public Affairs activates a series of channels to engage with the community and help inform ratepayers of projects,
initiatives, and District activities. To maximize communications efforts, the District partners with print vendors, graphic
designers, and communications professionals based upon the project or outreach activity occurring.
12
Over the upcoming year, staff will utilize a new process of providing a
“Splash Update” to staff members to include key talking points, campaign
information and other relevant information to help create an informed staff.
13
SOCIAL MEDIASOCIAL MEDIA
Social media provides a direct line of communication from the District to customers and staff actively monitor/
engage with individuals online. Currently, the team utilizes Facebook, Instagram, YouTube, NextDoor, LinkedIn
and Twitter. Platforms and content continue to shift with trends, viral moments, and user preferences. Key changes
have come about through the popularity of short videos via TikTok. Though the District does not currently utilize
the TikTok platform (and does not currently recommend joining the platform), staff created several Instagram
Reels and have amassed over 150k views. Over the upcoming year, staff will continue to engage with customers
on social media, watch for viral trends to create District content and assess the continued effectiveness of social
media engagement.
DIRECT-TO-CUSTOMERSDIRECT-TO-CUSTOMERS
East Valley Water District has a strategic advantage to most companies as there are direct lines of communication
to each customer via their service address. Depending on the outreach necessary, the District has three primary
direct-to-customer channels to reach the ratepayer.
Public Affairs Plan
Bill Inserts
Bill inserts provide an opportunity to place a message inside customer’s bills and the
District works to include an insert on a monthly basis. At the start of each fiscal year, Public
Affairs outlines a content calendar for the messages to include and works to complete
artwork prior to the start of a new bill cycle. The team outlines specific topics for each bill
cycle and works to receive timely approval, printing, and delivery to meet each bill cycle.
Topics for the bill insert are planned at the beginning of each fiscal year, however, these can
be adjusted by staff should a new District priority need to be communicated. Topics include:
Direct Mailers
Construction, conservation, District announcements and other critical messaging requires
the use of a direct mailer. These have proven to be an effective channel for engagement
and staff have seen a significant response to these types of communications.
Door Hangers
Door hangers provide an effective announcement channel and are typically reserved for
service-related activities or construction notifications. District staff will develop a notice and
can work with Walking Man (distribution partner) to place the door hanger on designated
areas. Using information provided by engineering, operations or a construction firm, Public
Affairs will develop the necessary communications and build out a notice.
• Smart Irrigation Month/District Rebates
• Beware of Scammers/Water Quality Facts
• Community Advisory Commission
Recruitment/Conservation Workshop
• Ways to Pay/District Office Locations
• New Website Launch* or CIP Update
• Water Rate Adjustment Reminder/Water
Allocation Reminder/Holiday Closure
• How Water Budgets are Calculated/
District Rebates/Water Saving Tips
• Conservation Workshop
• Fix a Leak Month
• Water Quality Efforts/Tap Water Safety
• Wastewater Rates Adjustment Reminder/
Wastewater Maintenance Efforts/CCR
EMAIL COMMUNICATIONEMAIL COMMUNICATION
East Valley Water District currently has over 1,900 active email subscribers and deploys email communication for
board meetings, district updates, press releases and other subscriber preferences. These communications provide
an opportunity to assess the effectiveness of the communication with metrics and reporting. As the District continues
to deploy email communications, staff will assess the engagement levels of subscribers and alert the deployment
standards (time of date, subject line, etc.) to ensure the appropriate level of engagement is met.
Emails currently receive an average open rate of 45%, higher than the industry average of 36%.
PRESS RELEASESPRESS RELEASES
Press Releases provide an opportunity to highlight District priorities and accomplishments, however the region has
recently been challenged with the closing of the Highland Community News. This former news outlet would provide
mostly positive coverage of East Valley Water District and opportunities to expand messaging via a community news
source. Staff will continue to issue press releases to trade associations and work to engage with local media sources
in Redlands and San Bernardino, however, there will need to be a focus on other channels of engagement due to the
lack of media coverage within the region.
PRESENTATIONSPRESENTATIONS
Community presentations and engagements help to provide direct relationship building opportunities to our ratepayers,
industry partners, and national/international collaborators. Staff will look for opportunities to connect to these various
audiences to ensure the District’s messaging and channels are engaged.
STUDENT ENGAGEMENT/CAREER DAYSSTUDENT ENGAGEMENT/CAREER DAYS
With multiple schools in the District’s service area, this provides a captive audience to engage with the next generation.
Typically more open to conservation messaging, students provide an opportunities to develop relationships with
families, educate on conservation tactics, and even can lead into internship/career pathway opportunities. Public
Affairs coordinates, attends and presents at various career days to help highlight the District’s activities.
BRANDINGBRANDING
One of the District’s areas of recent success has been the consistency and positioning of the branding. East Valley
Water District’s brand is more than just a logo or graphic design but an experience people feel when interacting with
employees at the District. Public Affairs has helped develop, support, and maintain brand standards across the District.
While remaining consistent with the graphic standards, Public Affairs refreshes key elements within the District’s brand
to ensure the approach remains relevant and effective in the communications channels. As customers continue to
experience more scams or fraudulent activity from individuals impersonating government agencies, it is more important
than ever to ensure the branding is consistent and trusted by ratepayers.
Supporting District Programs
Public Affairs takes an active role partnering with programs across the organization to ensure world-class standards
are met and programs provided with strategic resources to highlight the program. The following activities require a
high degree of planning and staff involvement:
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15
ANNUAL BUDGET DEVELOPMENTANNUAL BUDGET DEVELOPMENT
Public Affairs works with the Finance department to develop content, write sections, take photos, proofread,
and design the District’s 250+ page award winning budget document. This project, spanning over multiple
months, requires a high degree of coordination and planning with the Finance team.
CONSUMER CONFIDENCE REPORT (CCR)CONSUMER CONFIDENCE REPORT (CCR)
The CCR has provided a strategic touchpoint for customers across the District and an opportunity to highlight
District program. Staff works with Water Quality to receive the necessary reporting information and with
develop, write, and design the CCR document. Going above the federal and state requirements, the District
develops a customer friendly document to help showcase the District’s commitment to transparency and
efforts in providing safe/reliable drinking water.
POPULAR ANNUAL FINANCIAL REPORT (PAFR)POPULAR ANNUAL FINANCIAL REPORT (PAFR)
The PAFR highlights the District’s recent audit information for the community to view and easily understand.
Public Affairs designs and writes key sections within the PAFR and works with the Finance team to highlight
the recent audit results.
FIVE-YEAR WORK PLAN DEVELOPMENT FIVE-YEAR WORK PLAN DEVELOPMENT
Staff will work closely with the General Manager/CEO to develop the Five-Year Work Plan and capture
information from across the District. The team will then develop the document, present to respective
committees and board to finally begin the next year’s budget process.
CONSTRUCTION ACTIVITIES CONSTRUCTION ACTIVITIES
Public Affairs works collaboratively with Engineering and Operations to receive information on construction
activities. There are times when activities are rushed or unplanned. Public Affairs works to have a close
relationship with the programs to receive the necessary information as soon as possible to help inform the
community and provide information necessary to begin the respective project.
DEPARTMENT PRESENTATIONS DEPARTMENT PRESENTATIONS
Presentations are an active part in doing business within the community. Public Affairs reviews, edits and
adjusts staff PowerPoints to provide customer friendly language and ensure brand consistency.
Public Affairs Plan
Highland, California
Annual Publication of East Valley Water District
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PUBLISHED JUNE 2024
Providing the Community with Information About the Quality of Your Drinking Water
This report is a summary of the quality of the water that East Valley Water District provided to its customers in 2023.
Popular AnnualFinancial Report
[FISCAL YEAR ENDED JUNE 30, 2023]
HIGHLAND, CALIFORNIA
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Digital Resources
Public Affairs leverages several digital platforms to help assist the program with outreach efforts and program initiatives.
Below are a few of the tools utilized by District staff:
MONDAY.COM MONDAY.COM
Monday is used as the program’s tracking platform,
content calendar, scheduling monitor and overall task
monitor. It assigns key projects and tasks to team
individuals, highlighting due dates or status updates.
HOOTSUITE HOOTSUITE
Hootsuite is used by Public Affairs to manage social
media content, schedule posts and review overall
platform engagement.
CONSTANT CONTACTCONSTANT CONTACT
Constant Contact is the District’s email distribution
channel and is currently utilized by the District’s
administrative team in addition to Public Affairs. Used
to send out email communications, the channel
has extensive database subscriber management
capabilities and email performance information.
16
Team Tasks, Monday.com
Dashboard, Hootsuite
Dashboard, Constant Contact
17
Public Affairs Plan
appendix
18
APPENDIX A — CONTENT CALENDARAPPENDIX A — CONTENT CALENDAR
July
Smart Irrigation Month
Community Booth Lowes
Bill Insert
SNRC Flyover Video
Animated SNRC Video
Website Redesign
Conservation Rebate RFP
Grant Management RFP
Department Cross Training
August
Water Loss Audit
Conservation Workshop
Outreach
Aqua Squad Launch
Bill Insert (Scam Alert)
Community Booth
Website Redesign
SNRC Neighborhood Newsletter
CAC Meeting
Leg & PO Committee
Department Cross Training
September
Conservation Workshop (Conservation
Festival/Open House)
Community Booth
Website Redesign
Budget Based Rates Video
SNRC Benefits Video
SNRC Neighborhood Outreach Kickoff
Five Year Workplan
SNRC Award Submissions
CAC Recruitment (3 positions)
October
Conservation Workshop
Imagine a Day Without Water
Classroom Presentations
Annual Water Use Report
PAFR Development
Community Facility Tour (Oct 3)
Bill Insert
Community Booth
Website Redesign Launch
Septic-to-Sewer Townhall
Leg & PO Committee
Five Year Workplan
CAC Recruitment (3 positions)
November
Annual Water Use Report
Educational Campaign/Classroom
Presentations
PAFR Development
Community Booth
Thanksgiving Luncheon
Crisis Communication Training
CAC Meeting
SNRC Award Submissions
December
Water Use Objective Report
Rate Adjustment Outreach
Holiday Engagement
Bill Insert
Brand Updates
Leg & PO Committee
January
Community Booth
Career Day
YMCA Run
SNRC Award Submissions
CAC New Member
Appointment/Onboarding
Domain Change .gov (Jan 15,
2025)
February
Conservation Workshop
Source Water Video
Community Booth
Bill Insert
SNRC Neighborhood Newsletter
CAC Meeting
Leg & PO Committee
SNRC Award Submissions
March
Fix-a-Leak Week
Career Days
Educational Campaign/Classroom
Presentations
Sacramento Visit
Budget Development
CCR Development
Citrus Harvest Festival (Community
Booth)
April
Tier 3 Campaign
Career Days
Educational Campaign/Classroom
Presentations
CCR Development
Budget Development
Bottle Water Campaign
Bill Insert
Leg & PO Committee
May
Career Days
SoCal Steam (ISC)
Educational Campaign/Classroom
Presentations
CCR Development
Budget Development
Bottle Water Campaign
Community Booth
CAC Meeting
June
CCR Development
Budget Development
Bill Insert
Leg & PO Committee
Key
Conservation
Public Affairs/Communications
Admin
Ongoing Operations
• Daily Social Media Posting
• Grant Management
• Weekly Facility Rentals
• Legislative Bill Monitoring
• Conservation Rebate Processing
• Coalition Participation (CMUA,
ACWA, CASA)
• Conservation and Drought
Reporting
July
Smart Irrigation Month
Community Booth Lowes
Bill Insert
SNRC Flyover Video
Animated SNRC Video
Website Redesign
Conservation Rebate RFP
Grant Management RFP
Department Cross Training
August
Water Loss Audit
Conservation Workshop
Outreach
Aqua Squad Launch
Bill Insert (Scam Alert)
Community Booth
Website Redesign
SNRC Neighborhood Newsletter
CAC Meeting
Leg & PO Committee
Department Cross Training
September
Conservation Workshop (Conservation
Festival/Open House)
Community Booth
Website Redesign
Budget Based Rates Video
SNRC Benefits Video
SNRC Neighborhood Outreach Kickoff
Five Year Workplan
SNRC Award Submissions
CAC Recruitment (3 positions)
October
Conservation Workshop
Imagine a Day Without Water
Classroom Presentations
Annual Water Use Report
PAFR Development
Community Facility Tour (Oct 3)
Bill Insert
Community Booth
Website Redesign Launch
Septic-to-Sewer Townhall
Leg & PO Committee
Five Year Workplan
CAC Recruitment (3 positions)
November
Annual Water Use Report
Educational Campaign/Classroom
Presentations
PAFR Development
Community Booth
Thanksgiving Luncheon
Crisis Communication Training
CAC Meeting
SNRC Award Submissions
December
Water Use Objective Report
Rate Adjustment Outreach
Holiday Engagement
Bill Insert
Brand Updates
Leg & PO Committee
January
Community Booth
Career Day
YMCA Run
SNRC Award Submissions
CAC New Member
Appointment/Onboarding
Domain Change .gov (Jan 15,
2025)
February
Conservation Workshop
Source Water Video
Community Booth
Bill Insert
SNRC Neighborhood Newsletter
CAC Meeting
Leg & PO Committee
SNRC Award Submissions
March
Fix-a-Leak Week
Career Days
Educational Campaign/Classroom
Presentations
Sacramento Visit
Budget Development
CCR Development
Citrus Harvest Festival (Community
Booth)
April
Tier 3 Campaign
Career Days
Educational Campaign/Classroom
Presentations
CCR Development
Budget Development
Bottle Water Campaign
Bill Insert
Leg & PO Committee
May
Career Days
SoCal Steam (ISC)
Educational Campaign/Classroom
Presentations
CCR Development
Budget Development
Bottle Water Campaign
Community Booth
CAC Meeting
June
CCR Development
Budget Development
Bill Insert
Leg & PO Committee
Key
Conservation
Public Affairs/Communications
Admin
Ongoing Operations
• Daily Social Media Posting
• Grant Management
• Weekly Facility Rentals
• Legislative Bill Monitoring
• Conservation Rebate Processing
• Coalition Participation (CMUA,
ACWA, CASA)
• Conservation and Drought
Reporting
July
Smart Irrigation Month
Community Booth Lowes
Bill Insert
SNRC Flyover Video
Animated SNRC Video
Website Redesign
Conservation Rebate RFP
Grant Management RFP
Department Cross Training
August
Water Loss Audit
Conservation Workshop
Outreach
Aqua Squad Launch
Bill Insert (Scam Alert)
Community Booth
Website Redesign
SNRC Neighborhood Newsletter
CAC Meeting
Leg & PO Committee
Department Cross Training
September
Conservation Workshop (Conservation
Festival/Open House)
Community Booth
Website Redesign
Budget Based Rates Video
SNRC Benefits Video
SNRC Neighborhood Outreach Kickoff
Five Year Workplan
SNRC Award Submissions
CAC Recruitment (3 positions)
October
Conservation Workshop
Imagine a Day Without Water
Classroom Presentations
Annual Water Use Report
PAFR Development
Community Facility Tour (Oct 3)
Bill Insert
Community Booth
Website Redesign Launch
Septic-to-Sewer Townhall
Leg & PO Committee
Five Year Workplan
CAC Recruitment (3 positions)
November
Annual Water Use Report
Educational Campaign/Classroom
Presentations
PAFR Development
Community Booth
Thanksgiving Luncheon
Crisis Communication Training
CAC Meeting
SNRC Award Submissions
December
Water Use Objective Report
Rate Adjustment Outreach
Holiday Engagement
Bill Insert
Brand Updates
Leg & PO Committee
January
Community Booth
Career Day
YMCA Run
SNRC Award Submissions
CAC New Member
Appointment/Onboarding
Domain Change .gov (Jan 15,
2025)
February
Conservation Workshop
Source Water Video
Community Booth
Bill Insert
SNRC Neighborhood Newsletter
CAC Meeting
Leg & PO Committee
SNRC Award Submissions
March
Fix-a-Leak Week
Career Days
Educational Campaign/Classroom
Presentations
Sacramento Visit
Budget Development
CCR Development
Citrus Harvest Festival (Community
Booth)
April
Tier 3 Campaign
Career Days
Educational Campaign/Classroom
Presentations
CCR Development
Budget Development
Bottle Water Campaign
Bill Insert
Leg & PO Committee
May
Career Days
SoCal Steam (ISC)
Educational Campaign/Classroom
Presentations
CCR Development
Budget Development
Bottle Water Campaign
Community Booth
CAC Meeting
June
CCR Development
Budget Development
Bill Insert
Leg & PO Committee
Key
Conservation
Public Affairs/Communications
Admin
Ongoing Operations
• Daily Social Media Posting
• Grant Management
• Weekly Facility Rentals
• Legislative Bill Monitoring
• Conservation Rebate Processing
• Coalition Participation (CMUA,
ACWA, CASA)
• Conservation and Drought
Reporting
Public Affairs Plan
July
Smart Irrigation Month
Community Booth Lowes
Bill Insert
SNRC Flyover Video
Animated SNRC Video
Website Redesign
Conservation Rebate RFP
Grant Management RFP
Department Cross Training
August
Water Loss Audit
Conservation Workshop
Outreach
Aqua Squad Launch
Bill Insert (Scam Alert)
Community Booth
Website Redesign
SNRC Neighborhood Newsletter
CAC Meeting
Leg & PO Committee
Department Cross Training
September
Conservation Workshop (Conservation
Festival/Open House)
Community Booth
Website Redesign
Budget Based Rates Video
SNRC Benefits Video
SNRC Neighborhood Outreach Kickoff
Five Year Workplan
SNRC Award Submissions
CAC Recruitment (3 positions)
October
Conservation Workshop
Imagine a Day Without Water
Classroom Presentations
Annual Water Use Report
PAFR Development
Community Facility Tour (Oct 3)
Bill Insert
Community Booth
Website Redesign Launch
Septic-to-Sewer Townhall
Leg & PO Committee
Five Year Workplan
CAC Recruitment (3 positions)
November
Annual Water Use Report
Educational Campaign/Classroom
Presentations
PAFR Development
Community Booth
Thanksgiving Luncheon
Crisis Communication Training
CAC Meeting
SNRC Award Submissions
December
Water Use Objective Report
Rate Adjustment Outreach
Holiday Engagement
Bill Insert
Brand Updates
Leg & PO Committee
January
Community Booth
Career Day
YMCA Run
SNRC Award Submissions
CAC New Member
Appointment/Onboarding
Domain Change .gov (Jan 15,
2025)
February
Conservation Workshop
Source Water Video
Community Booth
Bill Insert
SNRC Neighborhood Newsletter
CAC Meeting
Leg & PO Committee
SNRC Award Submissions
March
Fix-a-Leak Week
Career Days
Educational Campaign/Classroom
Presentations
Sacramento Visit
Budget Development
CCR Development
Citrus Harvest Festival (Community
Booth)
April
Tier 3 Campaign
Career Days
Educational Campaign/Classroom
Presentations
CCR Development
Budget Development
Bottle Water Campaign
Bill Insert
Leg & PO Committee
May
Career Days
SoCal Steam (ISC)
Educational Campaign/Classroom
Presentations
CCR Development
Budget Development
Bottle Water Campaign
Community Booth
CAC Meeting
June
CCR Development
Budget Development
Bill Insert
Leg & PO Committee
Key
Conservation
Public Affairs/Communications
Admin
Ongoing Operations
• Daily Social Media Posting
• Grant Management
• Weekly Facility Rentals
• Legislative Bill Monitoring
• Conservation Rebate Processing
• Coalition Participation (CMUA,
ACWA, CASA)
• Conservation and Drought
Reporting
20
APPENDIX BAPPENDIX B
EMAIL SAMPLEEMAIL SAMPLE
APPENDIX CAPPENDIX C
CONSTRUCTION NOTICE TEMPLATECONSTRUCTION NOTICE TEMPLATE
Public Affairs Plan
APPENDIX DAPPENDIX D
SERVICE INTERRUPTION TEMPLATESERVICE INTERRUPTION TEMPLATE
APPENDIX EAPPENDIX E
SPLASH BULLETIN TEMPLATESPLASH BULLETIN TEMPLATE
District Headquarters
31111 Greenspot Road
Highland, California 92346
Sterling Natural Resource Center
25318 5th Street
San Bernardino, California 92410
eastvalley.org
August 14, 2024
DEVELOPMENT UPDATE
Jeff Noelte, Director of Engineering and Operations
2
•Overview of development process
•City development activity
•District development activity
•Development planning tools
DISTRICT DEVELOPMENT
UPDATE PRESENTATION
OVERVIEW
3
•Master Plan
•Modest growth forecast
•Impact on water minimized with new plumbing and landscape standards
•Development fees mitigate impact on existing customers
DEVELOPMENT IMPACTS ON DISTRICT
4
NEW WATER SERVICE PROCESS
Pay Meter
FeesConstructionPlan CheckDevelopment
Agreement
Will Serve
Letter
5
CITY OF HIGHLAND DEVELOPMENT ACTIVITY
6
DISTRICT DEVELOPMENT ACTIVITY
Construction
27%
Planning
44%
On-Hold
29%
7
UPDATE OF DISTRICT PLANNING TOOLS
Update Masterplan
Update UWMP
Update Fees
QUESTIONS?
Agenda Item
#4a
August 14, 20241
Meeting Date: August 14, 2024
Agenda Item #4a
Informational Item
1
1
4
9
Regular Board Meeting
TO: Governing Board Members
FROM: General Manager/CEO
SUBJECT: Receive and File Administrative Policies and Programs Manual and Board of
Directors' Handbook and Policies
RECOMMENDATION
That the Board of Directors receive and file the District's Administrative Policies and
Programs Manuals and Board of Directors' Handbook and Policies as submitted.
BACKGROUND / ANALYSIS
The Special District Leadership Foundation (SDLF) is an independent, non-profit
organization dedicated to promoting good governance and best practices among
California's special districts through certification, accreditation, and other recognition
programs.
In 2018 and 2021, the District received the District of Distinction Gold Accreditation
from SDLF for demonstrating excellence in governance. To achieve this prestigious
accreditation, the District met specific program requirements, including completing an
audit review of the last three years of operations and ensuring that financial reports,
the current budget, election procedures, and items such as the board meeting
schedules and agendas were easily accessible to the public on its website.
The District is currently in the process of applying for re-accreditation, which is valid for
three years. One of the eligibility requirements for the program is to demonstrate that
current operations conform to state laws as reflected in the District’s policies and
procedures manual. This includes providing supporting documentation showing that the
Board has approved and/or reviewed policy manuals within the past year. Included with
this staff report for review, are the Administrative Policies and Program Manual and the
Board of Director's Handbook and Policies.
AGENCY GOALS AND OBJECTIVES
I - Implement Effective Solutions Through Visionary Leadership
C. Strengthen Regional, State and National Partnerships
II - Maintain a Commitment to Sustainability, Transparency, and Accountability
A. Practice Transparent and Accountable Fiscal Management
Agenda Item
#4a
August 14, 20242
Meeting Date: August 14, 2024
Agenda Item #4a
Informational Item
1
1
4
9
REVIEW BY OTHERS
This agenda item has been reviewed by Human Resources and Administration.
FISCAL IMPACT
There is no fiscal impact associated with this agenda item.
Recommended by:
________________
Michael Moore
General Manager/CEO
Respectfully submitted:
________________
Justine Hendricksen
District Clerk
ATTACHMENTS
Administrative Policy and Procedures Manual
Board of Directors' Handbook
Board of Director's Policies
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs Manual
Effective 01/25/23
Employment ......................................................................... 1
Equal Employment Opportunity Policy ............................................................. 1.1
Look-Back Measurement Affordable Care Act Policy ............................................. 1.2
Drug and Alcohol Testing for Employees with Commercial Driver’s Licenses Policy ........ 1.3
Payroll Practices and Hours of Work ........................................... 2
9-80 Alternative Work Schedule Program .......................................................... 2.1
Standby, Call Back, and Extended Overtime Policy . ............................................. 2.2
Compensation Program ................................................................................ 2.3
Employee Conduct ................................................................. 3
Harassment, Discrimination and Retaliation Policy .............................................. 3.1
Workplace Violence and Intimidation Policy ...................................................... 3.2
Workplace Dress and Grooming Policy ............................................................. 3.3
Field Uniform Policy .................................................................................. 3.4
Smoking Policy ........................................................................................ 3.5
Drug & Alcohol Policy ................................................................................. 3.6
Employee Benefits ................................................................. 4
Senior and Executive Management Cellular Telephone Policy .................................. 4.1
Paid Sick Leave Policy ................................................................................ 4.2
Training and Development ...................................................... 5
Education Assistance Program ....................................................................... 5.1
Computer Purchase Program ........................................................................ 5.2
Performance Evaluation Policy ...................................................................... 5.3
Employee Recognition Policy ........................................................................ 5.4
Cash Drawer and Payment Handling Policy ....................................................... 5.5
Cross-Training Program ............................................................................... 5.6
Employee Mentoring Program ........................................................................ 5.7
Volunteer Program .................................................................................... 5.8
Telework Policy ........ .............................................................................. 2.4
Student Internship Program ......................................................................... 5.9
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs Manual
Effective 01/25/23
Wellness Center Policy ............................................................................... 6.3
Facility Use Policy .................................................................................... 6.4
Recycling and Waste Reduction Policy ............................................................. 6.5
Social Media Policy .................................................................................... 6.6
Customer Service Department Standards Policy ................................................... 6.7
Safety and Security Policy ............................................................................ 6.8
2016/17 Employee Appreciation, Team Building, and Wellness Policy ........................ 6.9
Fiscal Policies ...................................................................... 7
Purchasing / Procurement Policy .................................................................... 7.1
Reserve Funds Policy .................................................................................. 7.2
Debt Management Policies ........................................................................... 7.3
Capital Assets Policy .................................................................................. 7.4
Fraud Prevention and Detection Policy ............................................................. 7.5
Investment Policy ...................................................................................... 7.6
Community Policies ............................................................... 8
Community Advisory Commission Policy ............................................................. 8.1
Surplus Property Policy ..............................................................................7.1.1
Public Records Request Policy ........................................................................ 8.2
Record Retention Policy ............................................................................. 6.10
Email and Instant Messaging Acceptable Use Policy............................................ 6.11
Password Policy ...................................................................................... 6.12
Operating and Capital Budget Policy ............................................................... 7.7
Workplace and Building Standards ............................................. 6
Workplace and Building Standards Policy ......................................................... 6.1
Internet Policy ......................................................................................... 6.2
Coronavirus/COVID–19 Workplace Protocol ..................................................... 6.13
Access Control Policy ............................................................................... 6.14
Remote Access Policy ............................................................................... 6.15
Claims Against The District Policy .................................................................... 8.3
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Equal Employment Opportunity
Approval Date:
September 11, 2013
Policy No: 1.1 Page 1 of 1
Purpose
To provide fairness in hiring, advancement and other workplace practices for all
qualified individuals without fear of discrimination.
Policy
East Valley Water District prohibits discrimination against employees or applicants for
employment on the basis of race, religion, color, sex, gender, gender identity, gender
expression, national origin, ancestry, citizenship status, age, marital status,
pregnancy, physical or mental disability, medical condition, genetic characteristics or
information, sexual orientation (including homosexuality, bisexuality, or
heterosexuality), or any other basis protected by Federal and/or State law.
East Valley Water District will afford equal employment opportunity to all qualified
employees and applicants as to all terms and conditions of employment, including
compensation, hiring, training, promotion, transfer, discipline, and termination.
Employees who believe they have experienced any form of employment discrimination
are encouraged to report this immediately, using the complaint procedure provided in
pages 3-4 of the District’s Harassment, Discrimination, and Retaliation Policy.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Look-Back Measurement Affordable Care Act Policy
Approval Date:
April 8, 2015
Policy No: 1.2 Page 1 of 2
Purpose
East Valley Water District is committed to ensuring compliance with the Patient
Protection and Affordable Care Act (ACA) and the Internal Revenue Code Section
4980H Shared Responsibility for employers regarding Health Care Coverage. The
District will adopt the Look-Back Measurement Method Safe Harbor provision of the
ACA in order to determine the full-time status of employees where section 4980H
defines “full-time” status as “an employee who is employed on average at least 30
hours of service per week.”
Policy
Beginning January 1, 2014, the ACA will require the District to offer health insurance
coverage to at least ninety-five percent (95%) of employees who work, on average,
thirty (30) or more hours per week or pay tax penalties and show proof. The District
establishes the Look-Back Measurement Method Safe Harbor with regard to all ongoing
employees as follows:
Standard measurement period: November 1 – October 31
Administrative period: November 1 – December 31
Stability Period: January 1 through December 31
The District establishes the following periods for new, part-time, variable hour &
temporary employees:
Initial Measurement period: Twelve months (beginning on the first of the month
following the first date of work)
Administrative period: One month following the initial measurement period
Stability period: Twelve months following the administrative period
The District may amend the measurement periods, administrative period and the
stability period.
Procedure
Upon hire, the District will determine whether a new employee is expected to be a
full-time employee, part-time employee, variable hour employee, or a temporary
employee. If the employee is expected to be full-time, the District will offer the
employee health coverage the month following appointment.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Look-Back Measurement Affordable Care Act Policy
Approval Date: Policy No: Page 2 of 2
The Finance Department will provide Human Resources and department supervisors
with reports summarizing part-time hours worked. The Finance Department and
Human Resources will share the responsibility of providing Employer Notifications, as
required by the Department of Labor and in compliance with IRS reporting
requirements.
Allowable Hours
Allowable hours for all new, part-time, variable hour and temporary employees will
be less than 1,560 hours in the first twelve months of employment. Allowable hours
for ongoing, part-time, variable hour and temporary employees will vary by position
and depend on prior approval from the Manager or her/his designee. Supervisors are
responsible for ensuring their employees do not exceed the allowable number of hours
worked. If an employee works more than the allowable number of hours, the District
will offer medical coverage to the employee, during the administrative period.
All new, part-time hours worked will be measured over two periods:
1.During the twelve month period beginning on the first day of the month
following the date of employment
2.During the standard measurement period
The initial measurement period and the standard measurement period will be applied
to variable hour employees regardless of any break in service they may experience
during the periods.
If a break in service occurs, the District will calculate the average hours worked by
inputting hours of service for the special unpaid leave/break period at a rate equal to
average weekly hours of service.
Employment Status Change
If an ongoing employee’s employment status changes before the end of a stability
period, the change in employment status will not affect the employee’s medical
coverage status for the remaining stability period.
April 8, 2015
1.2
EAST VALLEY WATER DISTRICT
POLICY
ON
DRUG AND ALCOHOL TESTING
OF EMPLOYEES WITH
COMMERCIAL DRIVER'S LICENSES
1
EAST VALLEY WATER DISTRICT
POLICY ON DRUG AND ALCOHOL TESTING OF
EMPLOYEES WITH COMMERCIAL DRIVER'S LICENSES
POLICY STATEMENT
The East Valley Water District is committed to providing a safe and drug free
work environment. This commitment is placed in jeopardy when any employee
participates in the illegal use of drugs or the abuse of alcohol on or off the job.
Employees who abuse illegal drugs/alcohol, on or off duty tend to be less productive,
less reliable and prove to have greater absenteeism , more accidents, and injuries t o
themselves and others resulting in the potential for increased losses, delays, risks, and
liabilities .
The United States Omnibus Transportation ~mployee Testing Act of 1991
requires that all employees holding commercial driver's licenses be tested for alcohol
and drugs at certain times . The District's attached Policy on Drug and Alcohol Testing
was adopted pursuant to the Federal Department of Transportation's (DOT) regulations .
This policy applies only to employees with Commercial Driver's Licenses who are
covered under DOT regulations.
It states that you may be tested for drugs and/or alcohol if you are applying to
work for the District in a position which requires a commercial driver's license, or if you
are employed in such a position under the following conditions:
1 . Pre-employment/transfer into such a position .
2. Where there is reasonable individualized suspicion that you are impaired
by the use of drugs or alcohol.
3 . After an incident involving an accident while driving a commercial vehicle .
4. Upon your return to duty after a violation of the rules on drugs and
alcohol.
2
5 . Random testing .
6. Follow-up testing after it has been determined that you have a problem
related to alcohol or drug use .
If your test shows positive for drugs or alcohol, you may be disciplined or
terminated from your job. You may also be eligible for treatment or rehabilitation. It is
your responsibility to notify your supervisor if you are taking medication that may impair
your driving a vehicle covered under this policy.
If you do not understand what is contained in this policy, ask your supervisor to
explain it to you . Your Union Representative may also be helpful. You are entitled to
access to union representation as a result of suspected or confirmed substance abuse
violations leading to disciplinary action.
A person who refuses to be tested shall not be permitted to operate a
commercial vehicle . A refusal shall be t reated as a positive test, and that person
considered medically "unqualified" to drive.
PLEASE BE SURE YOUR QUESTIONS ARE ANSWERED SO THAT YOU
FULLY UNDERSTAND THIS POLICY.
PURPOSE
The East Valley Water District (the District) recognizes that its employees are its
most important resource. The purpose of th is document is to outline the District's policy
regarding drug and alcohol use and testing for employees who are required to have
commercial drivers' licenses to accomplish the following goals:
a) to provide a safe working environment for District employees.
b) to protect the safety of persons and property.
c) to provide the highest quality of public service.
d) to promote efficiency and productivity .
e) to prevent loss of public confidence and damage to the District's
reputation .
f) to encourage employees who are concerned about their alcohol and/
or drug use to voluntarily seek assistance .
3
-
g) to provide reasonable accommodation to those employees whose drug
and/or alcohol problem classifies then as disabled under Federal
and/or State law.
h) to comply with the Federal Omnibus Transportation Employee Testing
Act of 1991 .
DEFINITIONS
Pursuant to the maintenance of a safe and drug-free workplace , the following
definitions shall apply in support of enforcing the East Valley Water District's policy:
Accident -An occurrence involving a commercial motor vehicle operating on a public
road which results in :
1) A fatality
2) Bodily injury to a person who, as a result of the injury, immediately
receives medical treatment away from the scene of the accident; or
3) One or n:,ore motor vehicles incurring disabling damage as a result of
the accident, requiring the vehicle to be transported away from the
scene by a tow truck or other vehicle.
The term accident does not include:
1) an occurrence involving only boarding and alighting from a stationary
motor vehicle; or
2) an occurrence involving only the loading or unloading of cargo; or
3) an occurrence in the course of the operation of a passenger car or a
multi purpose passenger vehicle by a motor carrier and is not
transporting passengers for hire or hazardous materials that require
the motor vehicle to be marked or placarded .
Alcohol -Any beverage containing alcohol. The possession, transportation ,
distribuJ~on,. receipt, sale, purchase or arranging for the sale, purchase or distribution of
alcohol, including medicines containing alcohol (prescription or over the counter), is
prohibited. while on duty, unless, with respect to medicines, the packaging seal is
unbroken.
4
Commercial Driver's License(CDL) -Refers to Class A or 8 licenses.
Commercial Motor Vehicle -Vehicles weighing over 26,001 GVWR, DOT placarded
vehicles under hazardous material regulations or vehicles des igne d to transport more
than fifteen (15) passengers, including drivers .
Drugs/Controlled Substances -Defined as amphetamines , cocaine, marijuan a,
opiates and phencyclidine (PCP).
Employee -Means any employee of the District who operates a commercial moto r
ve hicle (CMV), and is required to have a COL.
Five (5) Panel Drug Test -There are five (5) categories of drugs established by th e
federal government which fall under "controlled substances ." They are amphetamines ,
coc aine, marijuana, opiates and phencyclidine (PCP). Use, sale, distribution and/or
manufacture of the se substances is against the law and a direct violation of th e
District's policy.
Panel 10 Drug Test -The test that evaluates the following ten drug categories : the five
panel test named above, plus barbiturates, benzodiazepines, m ethaqualon e,
methadone , and propoxphene.
Medical Review Officer (MRO) -Means a licensed physician certified to review and
i nte rpret all drug tests before they are reported to the employer.
Premises -Buildings, property, work areas , vehicles, parking lots and any place the
e mployee happens to be during the course and scope of the District's employment
during regular working hours, breaks or any pay status.
Pre-employment -Conducted before applicants are hired or after an offer to hire, b ut
before actually performing safety-sensitive functions for the first time. Also required
wh e n employees transfer to a safety-sensitive position .
Prescription Drugs -Any drug or medication prescribed by a licensed physician for a
medical condition . Use of prescribed drugs are not in direct violation of the District's
policy , howeve r, inappropriate use or prescribed use that m ay cause significant
impairment, thus creating a safety hazard on the job, is in direct violation of the District's
policy.
5
Safety-Sensitive Personnel -Means employees holding a commercial drivers license
and driving a commercial vehicle, on a full time, part time or intermittent basis.
Substance Abuse Professional (SAP) -Means a licensed physician, licensed or
certified psychologist, social worker, employee assistance professional or an alcohol
and drug abuse counselor certified by the National Association of Alcohol and Drug
Abuse Counselors (NAADAC) Certification Commission. All persons listed in the
definition must have specific knowledge of and clinical experience in the diagnosis and
treatment of alcohol and drug related disorders to qualify.
WHO IS AFFECTED BY THESE RULES?
Effective January 1, 1996, the Department of Transportation alcohol and drug
testing rules require that drivers be tested if they:
*
*
*
*
Hold a Commercial Driver's License (Class A or Class B) and are part of a
fleet of (50) or less drivers.
Drive vehicles of over 26,001 GVWR.
Drive DOT placarded vehicles under hazardous material regulations .
Drive vehicles designed to transport more than fifteen (15) passengers ,
including drivers.
DRUGS TO BE TESTED FOR
When drug screening is required under the provisions of this policy, a urinalysis
test will be given to detect the presence of the following drugs:
1. Marijuana (THC Metabolite)
2 . Cocaine
3 . Amphetamines
4 . Opiates (including heroin/codeine/morphine)
5 . Phencyclidine(PCP)
The testing is a two stage process. First, a screening test is performed. If it is
positive for one or more of the drugs, then a confirmation test is performed for each
identified drug using state of the art gas chromatography/mass spectrometry (GS/MS)
analysis. GC/MS confirmation ensures that over the counter medications or
preparations are not reported as positive results .
6
------------------
ALCOHOL TESTING
The rules require breath testing using evidential breath testing devices (EST)
approved by the National Highway Traffic Safety Administration (NHTSA).
Two breath tests are required to determine if a person has a prohibited alcohol
concentration. A screening test is conducted first. Any result less than 0 .02 percent
alcohol concentration is considered a "negative" test.
If alcohol concentration is 0.02 percent or greater, a second or confirmation test
must be conducted . The employee and the individual conducting the breath test, a
breath alcohol technician (BAT), complete the alcohol testing form to ensure that the
res-ults are properly recorded . The confirmation test, if required, must be conducted
using an EBT that prints out the results, date and time, a sequential test number and
the name and serial number of the EST to ensure the reliability of the results. The
confirmatio n test results determine any actions taken .
PROHIBITED ACTS
Because alcohol is a legal substance, the rules define specific prohibited alcohol
related conduct. Performance of safety sensitive functions is prohibited :
* While having an alcohol concentration of 0.04 percent or greater as indicated
by an alcohol breath test.
* While using or processing alcohol on the job.
* Within four (4) hours after us ing alcohol.
* When refusing to submit to an alcohol test.
* When using alcohol within eight (8) hours after an accident or until tested (for
employees required to be tested.)
To further safeguard transportation safety, employees who have any alcohol
concentration (defined as 0 .02 percent or greater) in their breath , when tested just
before, during or just after performing safety sensitive functions , must also be removed
from performing such duties for eight (8) hours or until another breath test is
administered and the result is less than 0.02 percent. Commercial motor vehicle drivers
must be removed from driving for at least twenty-four (24) hours.
7
JOB APPLICANT/PRE-EMPLOYMENT
1 . All pre-employment health screens will include a urine drug screen and
alcohol breath test. All health screens will include a urine drugs-of-abuse screen for
marijuana, cocaine, phencyclidine, opiates and amphetamines. All alcohol tests will
include a breath test using an evidential breath testing device (EST).
2. All job announcements or other promotional material for covered positions
shall specify that drug/alcohol screening shall be part of the physical examination.
3. All applicants for said positions shall be given a copy of this policy at the
time of their offer of employment, and shall, as a prerequisite to employment, sign a
consent form and submit to pre-employment alcohol/controlled substance testing. Any
applicants who do not consent to such testing will not be considered for employment.
4 . If the consent form is signed, the pre-employment health screen is
conducted and the urine specimen collected or breath test administered using the EST.
5 . Results of any laboratory results will be sent to the General Manager.
6. In testing for the presence of illegal ctrugs, the District shall submit the first
specimen for testing using an immunochemical assay or radiommunoassay test on the
applicant's urine. If the initial test is positive for an illegal drug, the same specimen shall
be subjected to a confirmatory test using the gas chromatography, thin layer
chromatography or gas chromatography/mass spectrometry method (GC/MS) for
verification .
7. If a second test of the same sample yields positive results, the applicant
shall be so notified by the examining physician and given an opportunity to present
bona fide verification of a current valid prescription in the applicant's name for any
potentially impairing drug or medication identified in the positive drug screen . If the
applicant fails to present such evidence, or if the prescription is for a medication that
would not produce the results obtained in the test, the examining physician shall so
notify the applicant to give the applicant an opportunity to withdraw his/her application
for employment.
8
8 . After a second test, any applicant whose alcohol test is positive , or whose
controlled substance test does not indicate a verified negative result and the applicant
does not withdraw his/her application for employment, he/she shall be determined by
the MRO to be physically unfit for employment. Said results shall be forwarded to the
General Manager of the District and such applicants shall be disqualified for
employment with the District.
9 . Any applicant disqualified for employment pursuant to this policy shall be
permitted an opportunity to reapply after six (6) months for any position posted.
RANDOM SELECTION
Employees subject to random selection for the purpose of alcohol and drug
testing of controlled substances will include all covered employees.
The following items regarding the random selection and testing procedure will
apply:
1. The number of drug tests conducted annually shall equal or exceed 50 % of
the average number of employees for which testing is required . Random alcohol tests
s hall equal or exceed 25 percent of employees.
2 . The District shall use random selection process to select and request an
employee to be tested for the use of alcohol or controlled substances .
3 . An employee shall submit to alcohol or controlled substance testing when
sel ected by a random selection process used by the District.
To assure that the process is in fact random, all covered employees, whethe r or
not they have been chosen for testing in the past, will remain in the pool of employees
for each subsequent period . This procedure assures that the probability of an y
individual being selected each period is always the same , whether or not the individual
was selected in a previous period .
Selecting Employees for Drug Testing :
9
Covered employees shall be assigned numbers. A random selection of numbers
will be used to obtain a list of employees to be tested during the current t est period.
The selection process is repeated until the required number of employees are
selected . Once the list of test subjects is generated, employees should not be informed
that they have been selected until they must report for testing . ADVANCE NOTICE OF
TESTING SHALL NOT BE GIVEN. As in all types of tests, accurate records of the
details of testing must be kept and confidentially maintained at all times .
REASONABLE SUSPICION
The District shall require an employee to be tested, upon reasonable suspicion ,
for the use of drugs or alcohol.
An employee shall submit to testing, upon reasonable suspicion, for the use of
drugs or alcohol when requested to do so by their Supervisor.
The conduct must be witnessed by at least two Supervisors. The witnesses must
have received trainir:,g in the identification of actions, appearance or conduct of an
employee which are indicative of the use of drugs or alcohol.
The documentation of the employee's conduct shall be prepared and signed by
the witnesses, and the department head notified, utilizing the Observed Behavior -
Reasonable Suspicion Record Form (see attached), within twenty four (24) hours of the
observed behavior or before the results of the test are released, whichever is earlier.
"Reasonable Cause/Suspicion" means that the employer/supervisor believes that
the actions, appearance, speech, body odors or conduct of an on-duty employee are
indicative of the use of drugs, alcohol or other controlled substances. The witnesses
must directly observe the behavior. Hearsay or second-hand information is not
sufficient cause to require an employee to submit to a drug test. The determination that
a reasonable suspicion exists to require an employee to undergo an alcohol test must
be based on specific, objective, contemporaneous, articulable facts concerning
behavior, appearance, speech, or body odors of the employee. It must be based upon
observations of the supervisors making the determination, and may not b e based upon
10
hearsay. The supervisors witnessing the impairment must document the specific
observations upon which the reasonable suspicion is based.
Alcohol testing may be performed only if the observations upon which
reasonable suspicion are based are made during, just preceding or just after the period
of the work day that the employee is required to be in compliance. An employee may
be directed to undergo a reasonable suspicion alcohol test just before , during or just
after performing safety-sensitive functions.
If an alcohol test is not administered within two (2) hours following a reasonable
suspicion determination, the supervisor shall document the reasons for the delay. If an
alcohol test is not administered within eight (8) hours, the test shall not be administered ,
and the supervisor shall document the reasons .
If an alcohol test indicates a concentration of 0 .02 percent or greater, the
employee may not be permitted to perform any safety-sensitive functions until twenty-
four (24) hours have elapsed following the determination of reasonable suspicion .
Except as provided in this paragraph, the District shall not take any action against an
employee based solely on a test result indicating an alcohol concentration of less than
0.04 percent.
The attached Observed Behavior/Reasonable Suspicion Record should be used
to document reasonable suspicion.
(See Attachment A) Observed Behavior/Reasonable Suspicion Record
Once a reasonable suspicion determination is made, it is the responsibility of the
employer/supervisor to assure that the employee under suspicion is evaluated , and
when necessary, transported to a specimen collection site to provide a urine/breath
sample.
(See Attachment B) Procedures for Employees Believed Under the Influence
It is recommended the driver tested for reasonable cause be denied Commercial
Motor Vehicle (CMV) driving privileges until the test results are rece ived from the
Medical Review Office (MRO).
11
POST ACCIDENT
As soon as practicable following an accident (as defined), alcohol and drug tests
shall be administered to every surviving driver:
1) If the accident involves the loss of human life; or
2) Who receives a citation under State or local laws for a moving traffic
violation arising from the accident.
The following criteria will be applied in conducting a drug/alcohol test due to
accidents:
1 . Post accident test must be given as soon as practicable during the eight (8)
hours following an accident/incident.
2 . The employee must be readily available for the test, or they will be deemed
to have refused the test. (Reference "Refusal to Consent").
3 . An alcohol test should be administered as soon as possible. If not within two
(2) hours, the Employer/Supervisor must prepare and maintain records
stating why . If eight (8) hours have passed, the attempts should be
discontinued. Again, the Employer/Supervisor must record why they were
unable to administer the test.
4 . If a controlled substance test is not administered within thirty two (32) hours
following the accident, the test may not be administered and the Supervisor
shall document the reasons .
5 . Following an accident, the employees shall remain available for such testing ,
or may be deemed to have refused to submit to testing . This rule does not
require the delay of necessary medical attention for injured people following
an accident, nor prohibit the employee from leaving the scene of the accident
to obtain assistance or necessary emergency medical care .
6 . An employee subject to post accident testing may not use alcohol within
eight (8) hours following the accident or before an alcohol test, whichever
comes first.
12
7 . Post-accident information, procedures and instruction shall be provided to
every employee for the first time prior to operating a CMV, and posted in
every District CMV.
RETURN TO DUTY
Employees who violate the East Valley Water District drug/alcohol policy
standards and are accepted into Return to Duty and Follow Up status will comply with
the following guidelines:
1. Employees who violate the District's drug/alcohol policies must have a return
to duty test that would require the employee to test negative for drugs or
alcohol.
2 . Such employees will be referred to the Substance Abuse Profess ional (SAP)
for further assessment.
FOLLOW UP TESTING
1. All employees identified by the Substance Abuse Professional (SAP) as
needing assistance will be subject to follow up testing upon returning to duty.
They will be subject to a minimum of six (6) unannounced tests over the
following twelve (12) months. The .SAP can direct additional testing during
this period or for an additional period up to a maximum of sixty (60) months
from the date the employee returns to duty. The SAP can terminate the
requirement for the follow up testing in excess of the minimum at any time , if
the SAP determines that the testing is no longer necessary and is supported
by the Employer.
2 . Follow up testing may include tests for other substances beyond the
employee's initial positive test of alcohol and/or drug when the SAP has
reason to suspect other drug or alcohol use during the follow up period .
CONSENT
Before a drug test is administered, employees and job applicants will be asked to
sign a consent form authorizing the test and permitting release of test results to those
District representatives with a need to know . The consent form shall provide a space
13
for employees and applicants to acknowledge that they have been notified of the
District's drug testing policy.
REFUSAL TO CONSENT
A job applicant who refuses to consent to a drug test will be denied employment
with the East Valley Water District.
An employee's refusal to submit to drug testing required by the District for any
reason may result in disciplinary action as provided for in Section 11 of the District's
Personnel Rules, up to and including termination.
Any supervisor or manager encountering an employee who refuses an order to
submit to a drug and/or alcohol screening shall remind the employee of the
requirements and disciplinary consequences that he/she has been so informed of.
Where there is reasonable suspicion that the employee is then under the
influence of alcohol or drugs, the manager or supervisor shall arrange for the employee
to be safely transported home. (The employee shall not be permitted to transport
him/herself.)
DISCIPLINE FOR WORK RELATED PROBLEMS
The East Valley Water District may,· at its sole discretion, impose disciplinary
measures, up to and including termination, upon employees for rule violations resulting
from alcohol/substance abuse, consistent with Section 11 of the District's Personnel
Rules dated October 1986. Employees may be asked to sign a Last Chance
Agreement similar to that provided in Attachment C.
CONFIDENTIALITY
1. Confidentiality is an essential element of this substance abuse policy. Any
employee violating this confidentiality shall be subject to discipline and, if the breach is
intentional , may also be civilly or criminally liable.
2 . The results of any testing done pursuant to this policy shall be used for
employment purposes only and shall not be released for use in the criminal justice
system, unless compelled by court order.
3 . All records pertaining to drug and alcohol testing of an employee shall be
contained in a separate confidential medical file that will be securely kept under the
14
control of the General Manager's office, separate from the employee's other personnel
records.
4 . Absent the employee's consent, test results may be disclosed only to District
management and only on a strictly need to know basis , and to the employee upon
request.
5. The District may disclose test results without the employee's consent only
when :
a . The information is compelled by law or by judicial or administrative
process.
b . The information has been placed at issue by the employee in a formal
dispute between the employee and the District.
c. The information is necessary to administer an employee benefit
plan; or
d. The information is needed by medical personnel for the diagnosis or
treatment of the patient who is unable to authorize disclosure.
6 . Any positive test results which are later refuted shall be removed from the
employee's file , ·and not used for any purpose.
COMPENSABLE TIME
1. Any time spent by an employee waiting to take a test shall be considered "work
time" and paid for by the District. This policy will also conform to all overtime provisions
specified in the District's Personnel Rules and current MOU .
2 . If an employee is placed "off-duty" pending the results of a test, then that time
shall be considered as paid administrative leave.
RECORD KEEPING
The General Manager's office of the East Valley Water District will keep the
following records for the periods specified . These records will be under the control of
the General Manager or his designee:
15
1 . Results of an employee 's alcohol test which indicates an alcohol
concentration level of 0 .02 percent or higher; results of an employee's controlled
substance test which is positive; documentation of any employee who refused to submit
to a required alcohol/drug test; calibration documentation; employee assessments and
referrals by substance abuse professionals. Retention period: 5 years.
2 . Records documenting the collection process for the alcohol and controlled
substance test. Retention period: 2 years
3. Results of any alcohol test which is less that 0.02 percent; documentation
of any negative or canceled drug test. Retention period: 1 year
SUBSTANCE ABUSE PROFESSIONAL SERVICES (SAP)
The East Valley Water District observes the U.S. Department of Transportation
(DOT) and the Federal Highway Administration (FHWA) drug and alcohol testing rules
published in the Federal Register on February 15, 199.4, and subsequently amended.
The District supports an opportunity for treatment to be made available to
covered employees. The District will advise a covered employee who engages in
conduct prohibited under this policy of the available resources for evaluation and
treatment of drug/alcohol problems, including the names, addresses and telephone
numbers of Substance Abuse Professionals (SAP's) counseling, treatment programs or
other available services. The District will provide for a SAP evaluation to assess
employees with drug and/or alcohol misuse problems .
Each covered employee who violates these rules must be evaluated to
determine whether the employee needs assistance resolving problems associated with
drug and/or misuse, and if necessary, a referral for further treatment.
Before returning to duty, each employee identified as needing assistance must:
(1) be evaluated again by a SAP to determine whether the employee has successfully
complied with the treatment program prescribed following the initial evaluation; (2)
undergo a drug and/or alcohol test to satisfy established acceptable results for return to
16
duty; and (3) be subject to a minimum of six (6) unannounced, follow up drug and/or
alcohol tests over the following twelve (12) months.
The District will only provide for an assessment by a SAP . The District has no
obligation to provide or pay for further treatment, this is the responsibility of the
e mployee.
NOTICE AND EFFECTIVE DA TE
All covered employees shall be given a copy of this policy at the time they
commence employment with the District. Anyone currently employed by the District at
the time this policy is adopted , shall be given a copy thereof within ten (10) days of its
adoption . This policy shall be posted immediately and is effective January 1, 1996.
17
(Attachment A)
OBSERVED BEHAVIOR-REASONABLE SUSPICION RECORD
This form applies only to employees with Commercial Drivers ' Licenses who are covered under
DOT regulations .
Employee: Name: _________ ldentification Number:. ______ _
Observation :
Date : ______ Time:(from) _____ am/pm: to ________ .am/pm
Location : ____________________________ _
(Street)
CAUSE FOR SUSPICION
(City) (State) (Zip)
1 . Presence of drugs and/or drug paraphernalia (specify):. ___________ _
2 . Appearance:_Normal _Puncture Marks _Bloodshot Eyes
_Disheveled _Dilated/Constricted Pupils _Dry/Mouth Symptoms
_Flushed _Profuse Sweating _Runny nose/sores
_Tremors _Inappropriate Wearing of Sunglasses
Other _________________________ _
3. Behavior:_Normal _Incoherent _Silent
Speech: Confused _Slowed _Whispering _Slurred
Other _________________________ _
4 . Awareness:_Normal _Confused _Mood Swings _Euphoria _Lethargic
_Lack of Coordination _Paranoid _Disorie nted
Other ________________________ _
5. Motor Skills/Balance: _Normal _Swaying_ Falling _Staggering
Other ________________________ _
6 . Walking & Turning : _Normal _Swaying _Arms Raised for Balance __ Stumbling
_Falling _Reaching for Support
7. Other Observed Actions or Behavior(specify):. _______________ _
18
QUESTIONS
1. Do you have any medical problems for which you are currently being treated? ----If yes, what are you being treated for? -------------------
What is your doctor's name, address and telephone number? ----------
2. Are you taking any medication? __ If yes, what medication and for what reason?
3 . Do you have any medical problems for which you are nQ1 currently being treated? __
If yes, describe
4 . Are you using any type of drug? If yes, what?
When? Where?
With Whom?
Witnessed by:
am/pm
(Signature) (Title ) (Date) (Time)
am/pm
(Signature) (Title) (Date) (Time)
This document must be prepared and signed by the witnesses within twenty four (24)
hours of the observed behavior or before the results of the tests are released, whichever
is earlier.
Work Performance
Date: _______ Time: ______ Location : ___________ _
Cause for Suspicion:
_Unusual or distinct pattern of absenteeism
and/or tardiness
_Frequent complaints of illness negatively
affecting work performance.
_Frequent l apses in concentration and/or judgment.
19
_Frequent accidents, mistakes
_Frequently misses deadlines or
takes more time to complete a
job than necessary.
_ Frequent comp laints from co-
workers .
_Frequently borrowing money from co-workers .
_Bringing domestic or personal problems to work.
_Constantly complaining.
Other: ________________________________ _
lncident(s) Observed: _________________________ _
Date: ____ _ Time : ____ am/pm Location : ------------
Comments: ------------------------------
Name: ____________ Signature : __________ Date: _____ _
(Please Print)
Supervisor's Comments: _________________________ _
Name:. ____________ Signature :. __________ Date:
(Please Print) ·-----
Employee's Response: _________________________ _
Name: ___________ Signature:. __________ Date:. _____ _
(Please Print)
20
(Attachment B)
TESTING PROCEDURES
There may be instances when supervisors have reasonable cause to believe that (1) an
employee has consumed drugs and/or alcohol on District premises; (2) reported to work under
the influence of drugs and/or alcohol. Under these circumstances, the supervisor must request
a urine/breath test ~ though the employee is not believed to be impaired. The drug/alcohol
test is not intended to prove impairment but to confirm the presence of the drug and/or alcohol.
Whether or not impairment is suspected, if the supervisor has reason to consider requiring a
drug-/alcohol test, use the following process to validate that reasons for considering a
drug/alcohol test.
1 . The supervisor should personally escort the employee to an office or other private area .
Have another supervisor present as a witness.
2 . Confront the employee with reasons for suspecting drug and/or alcohol policy violations.
Use the Reasonable Suspicion Record to question and document information from the
employee. Complete the form and in conversation with the employee, determine whether or not
the employee has either consumed drugs and/or alcohol on District premises or during work
duty and is under the influence, or whether the employee's off duty abuse of drugs and/or
alcohol has resulted in work related problems.
3 . If the employee does not appear to be under the influe nce of drugs, including
prescription drugs, has not consumed drugs during work duty or on District premises, ang_ the
employee is able to perform regular work duties, have him/her return to the work unit and
resume work.
21
4 . If it is believed that the employee is under the influence of, or has consumed drugs
and/or alcohol on District premises or during work duty, or that the employee's off duty abuse of
drugs and/or alcohol has resulted in work related problems , advise the employee that the
District rules have been violated and that he/she is being requested to provide a urine sample
for drug testing, plus the test for alcohol. Personally escort the employee (with another
supervisor when possible to the District approved drug/alcohol testing site . (The employee
shall not be permitted to drive him/herself to the testing facility).
s. Require the employee to read and sign a consent form available at the testing location
agreeing to the urinalysis test. Advise the employee that refusal to sign the form or give a
specimen will be treated as a refusal to obey a direct request, and will constitute an admission
that the suspicion is reasonable and may be grounds for discipline, up to and including
termination as provided for in Section 11 of the District's Personnel rules. Once the specimen
is taken and initialed by the employee, employee shall be placed on paid Administrative leave
pending the test results and a review of the circumstances .
6. Whenever an employee is required to provide specimens for testing, two (2) specimens
shall be collected at the same time in order to facilitate the testing procedures described herein.
7 . In testing for the presence of illegal drugs, the testing facility shall submit the first
specimen for testing using an immunochemical assay or radioimmuno assay test on th e
employee's urine. If the initial test is positive for an illegal drug, the same specimen shall be
subjected to a confirmatory test using the gas chromatography, or gas chromatography/mass
spe ctrometry m ethod (GC/MS) for verification .
8. The MRO will report results to the District via a signed , written communication, within
three (3) business days of completion of the MRO's review. The MRO will also report to the
District that he/she has made all reasonable efforts to contact the employe e . The District shall ,
22
as soon as possible, request that the employee contact the MRO prior to dispatching the
employee, or within twenty four (24) hours , whichever is earlier. At the time the employee
contacts the MRO, he/she may request that a second specimen be tested at another
laboratory,
9. If the employee fails to contact the MRO, or the employee does not request the testing
of the second specimen , or if the employee does request the testing of the second specimen
and it also tests positive for an illegal drug , rehabilitative/corrective action shall be taken as
specified in this policy.
1 o. At any time within twenty four (24) hours of being notified of a positive test result, the
employee may present bona fide verification if a current valid prescription in the employee's
name for any potentially impairing drug or medication identified in the positive drug screen.
11 . If it is believed that the employee is impaired, make arrangements to have the employee
taken home. Do not permit him/her to leave the premises or drive alone . If the employee
refuses any assistance, make sure the witnessing supervisor m verify that the employee
refused such assistance, If the employee cannot control his/her actions and departs without
assistance, immediately call the local police or law enforcement agency to inform them of the
employee's condition and refusal for assistance. Tell the law enforcement officials the
employee's name and a description of the automobile including the license number.
12. Each employee who has engaged in conduct prohibited under this policy will be advised
by the District of resources available in evaluating and resolving problems associated with the
misuse of alcohol and use of controlled substances .
13. Before an employee returns to duty requiring the performance of a safety sensitive
function, the employee shall undergo a return to duty alcohol test or a controlled substances
23
test. In addition , the employee shall be evaluated by a Substance Abuse Professional to
d etermine that he/she has properly followed any prescribed rehabil itat ion program .
14. The employee shall be subject to unannounced follow up alcohol and controlled
s ubstances t ests following the employee's return to duty, consisting of at least six (6) tests in
the first following twelve (12) months following the employee's return to duty.
NOTE: Employees invo!ved in a fatal accident or receive a citation for moving violation
are required to submit to a urinalysis test and the alcohol test. Consequently, steps 2
through 4, above do not apply.
24
(Attachment C)
LAST CHANCE AGREEMENT
I have received a copy of the East Valley Wate r District Policy on Drug and Alcohol Use,
and I full y understand its provisions and acknowledge that compliance with the Policy is a
condition of continued employment.
I hereby acknowledge that I have entered or will enter a treatment or rehabilitation
program for alcohol or drug abuse satisfactory to the East Valley Water District. I agree to
complete such program, perform the duties of my job in accordance with standards of
performan ce reasonably expected, and comply with the District's rules , including the Policy on
Dru g and Alcohol Use. agree to cons ent, for up to one year, to undergo physical or
psychologi c al examination , and/or random testing of my blood , urine or othe r body fluid
s pecimens for alcohol , drugs or their metabolites . I understand that a v iolation ·of said Policy or
a breach of this Agreement may re sult in disciplinary action , up to and including termination in
acco rdance with the Districts's Personnel Rules .
Employee's Name Date
Employee 's Signature
Witness Signature Date
25
Attachment D
Name of
EAST VALLEY WATER DISTRICT
POLICY ON DRUG AND ALCOHOL TESTING
OF EMPLOYEES WITH COMMERCIAL DRIVER'S LICENSES
ACKNOWLEDGMENT OF RECEIPT
Employee: ___________________________ _
I hereby acknowledge that I have received the East Valley Water District's Policy on Drug and
Alcohol Testing of Employees with Commercial Driver's Licenses, and I fully understand that I
will be expected to comply with its provisions .
Date :. __________ _
Employee Signature
Employee Name(Printrrype)
Witness' Signature
Department
26
POLICY ON DRUG AND
ALCOHOL TESTING
AGREED ON November 27, 1 995
San Bernardino Public Employees Association East Valley Water District
Jean 's PC/DrgAlcts
10/6/95
27
Attest:~ ,.RobeMain,Board
Secretary
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: 9/80 Alternative Work Schedule Program
Approval Date:
July 9, 2014
Policy No: 2.1 Page 1 of 3
Purpose
East Valley Water District recognizes the benefits that an alternative work schedule may
offer to employees. The purpose of this policy is to offer work schedules that assist staff
in balancing work, family and personal responsibilities while supporting the operational
needs of the District and its customers.
Policy
It is the policy of the District to offer flexible work hours and schedules to employees
while continuing to maintain operating efficiency, productivity, and effective service to
the public and other agencies.
Eligibility
Regular full-time employees are eligible to work the 9/80 alternative work schedule.
Temporary employees working a full-time schedule may be eligible to participate, if
approved by the General Manager. Eligibility to participate in the alternative program is
subject at all times to the needs of the District and may be modified as those needs
dictate. Certain positions may be ineligible for participation due to necessary work
schedules.
If District Management in its sole discretion concludes that the 9/80 work schedule is not
conducive to District operations, the District will meet and confer on the impact of
discontinuing the program. Thirty days’ notice will be provided to employees prior to the
termination of a 9/80 work schedule.
Work Schedule
In a standard 9/80 alternative work schedule, employees work nine (9) hours per day
Monday through Thursday. On alternating Fridays, employees either work eight (8) hours
or are scheduled off which results in 80 hours worked over nine (9) work days verses the
customary ten (10) work days. The alternating Friday off is referred to as the employee’s
flex day.
Supervisors and managers will determine which employees are assigned to Shift “A” and
which are assigned to Shift “B” to ensure appropriate coverage. Once employees are
assigned to a Shift, it is expected to be followed. Permanent changes between Shift “A”
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: 9/80 Alternative Work Schedule Program
Approval Date:
July 9, 2014
Policy No: 2.1 Page 2 of 3
and Shift “B” during the Fiscal year will be considered at the discretion of the General
Manager.
Temporary trading between flex days will be allowed after proper approval is obtained
by the employees’ immediate supervisor. Additionally, an approved temporary trade will
not entitle the employees to overtime compensation. Furthermore, the trade must occur
within the same pay period.
Work Period
For employees assigned to a 9/80 work schedule, the work week period will begin for
Office Staff at 11:30 a.m. and will begin for Field Staff at 10:30 a.m. each Friday. The
work week period will end the following Friday at 11:30 a.m. and 10:30 a.m.,
respectively. With a 9/80 work schedule, an employee shall work the following two
week-cycle:
Week One: Monday - Thursday (9 hours each day); Friday (8 hours)
Week Two: Monday - Thursday (9 hours each day); Friday (0 hours)
For purposes of calculating overtime, four hours of the Friday worked in week one will be
credited as hours worked in week one; the second four hours of the Friday worked in
week one will be credited as hours worked in week two. As a consequence, employees
will have forty hours scheduled in each work period.
Work Hours
Employee work hours shall be established by the District and are subject to change based
upon the needs of the District and upon a minimum of two (2) weeks notification to
employees. To ensure quality service levels to the District’s operations, the following
working schedules have been established for staff in the office and field:
Office Staff:
Monday through Thursday: 7:30 am – 5:30 pm
Alternating Friday 7:30 am – 4:30 pm
(One hour lunch)
Field Staff:
Monday through Thursday 6:30 am – 4:00 pm
Alternating Friday 6:30 am – 3:00 pm
(Thirty minute lunch)
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: 9/80 Alternative Work Schedule Program
Approval Date:
July 9, 2014
Policy No: 2.1 Page 3 of 3
Holidays
Employees are entitled to 13 paid holidays as defined in the Memorandum of
Understanding (MOU). If the holiday falls on a Monday thru Thursday, the employee will
receive 9 hours of holiday pay. Additionally, if the holiday falls on a Friday, the employee
will receive 8 hours of holiday pay.
Floating Holiday
A Floating Holiday is time off credit that is provided to an employee for a holiday that
falls on a flex day. At the beginning of each fiscal year, the District will give Floating
Holiday credit when the holiday falls on their flex day. Floating Holiday shall be credited
on an 8 hour per holiday basis. If an employee utilizes Floating Holiday credit on an 8
hour flex day, they will be charged 8 hours; if an employee utilizes Floating Holiday
credit on a 9 hour workday, they will be charged 9 hours (can be a combination of
Floating Holiday plus other leave accrual). Floating Holiday leave balance will start on
July 1st to be used at the employee’s discretion before the end of the fiscal year on June
30th.
District Holiday Closure
During the District Holiday Closure as defined by the MOU, employees will be given credit
for the hours they would have normally worked.
Timekeeping
Pay periods are bi-weekly, or 26 pay periods per year. It is required that full-time
regular employees have 80 hours in each two-week work cycle. Days off are to be
regularly scheduled. All employees will be required to report the hours worked and
approved time-off.
When an employee takes a vacation on a scheduled 9 hour day, 9 hours will be recorded.
When an employee takes vacation on a scheduled 8 hour day, 8 hours will be recorded.
The same procedures will be used for recording time off for other reasons (ex. sick, jury
duty, etc.).
East Valley Water District Employee Acknowledgment
9/80 Alternative Work Schedule Program Acknowledgment
To whom it may concern,
I, _________________________________, have received a copy of Policy No. 2.1.
I have read and understand the ‘work schedule’ as noted on the policy:
In a standard 9/80 alternative work schedule, employees work nine (9) hours per day Monday
through Thursday. On alternating Fridays, employees either work eight (8) hours or are scheduled
off which results in 80 hours worked over nine (9) work days versus the customary ten (10) work
days. The alternating Friday off is referred to as the employee's flex day.
I have read and understand the ‘work period’ as noted on the policy:
For employees assigned to a 9/80 work schedule, the work week period will begin for Office Staff
at 11:30 a.m. and will begin for Field Staff at 10:30 a.m. each Friday. The work week period will
end the following Friday at 11:30 a.m. and 10:30 a.m., respectively. With a 9/80 work schedule,
an employee shall work the following two week-cycle:
Week One: Monday - Thursday (9 hours each day); Friday (8 hours)
Week Two: Monday - Thursday (9 hours each day); Friday (0 hours)
For purposes of calculating overtime, four hours of the Friday worked in week one will be credited
as hours worked in week one; the second four hours of the Friday worked in week one will be
credited as hours worked in week two. As a consequence, employees will have forty hours
scheduled in each work period.
I acknowledge the above noted policy applies to me and that I’m not entitled to any additional
overtime based on a timecard that reflects only eight hours worked on a Friday and/or only nine
hours worked Monday through Thursday.
______________________________________________ ________________
Signature Date
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Standby, Call Back, and Extended Overtime Policy
Approval Date:
April 8, 2015
Policy No: 2.2 Page 1 of 4
Purpose
East Valley Water District is committed to providing exceptional service to customers and
businesses within our service area twenty-four hours a day, seven days per week. The
purpose of this policy is to ensure District staff are readily available for response outside
of standard working hours.
Standby
The District shall provide a twenty-four hour Standby program utilizing qualified
responders to ensure that customers and District infrastructure are continuously
protected. The roster of qualified Standby employees shall include a minimum of six
employees at all times. One employee is assigned as responder and coordinator for the
District’s Standby program every week.
Procedure
1.All employees placed on Standby shall carry a District Standby phone during
this time as well as conform to all requirements of the District policy.
2.All employees who report to work for Standby shall conform to all applicable
safety rules including the wearing of the District uniform and safety
equipment.
3.When on Standby, employees must adhere to the policies of the District
regarding the usage of alcohol or other intoxicants.
Qualified Responders
1.Trained representatives who have completed the department Standby training
program may participate in the Standby program. All employees in the Standby
program shall live within a distance that allows for a response time that does
not exceed a maximum of 30-minutes to our customers at any point within the
District’s service area.
2.Only permanent, eligible, full-time employees who have successfully
completed their probationary period are entitled to participate in the Standby
program.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Standby, Call Back, and Extended Overtime Policy
Approval Date:
April 8, 2015
Policy No: 2.2 Page 2 of 4
Compensation
1.All employees participating in the Standby program shall be compensated
according to the current Memorandum of Understanding (MOU).
2.Overtime compensation shall begin at the time the responder receives an after-
hours call. For calls requiring a site visit, responder will be compensated for a
minimum of two-hours overtime pay for calls lasting two-hours or less.
3.Calls or alarm acknowledgements resolved by phone or computer lasting thirty
minutes or less are compensated through the daily Standby stipend.
4.Calls or alarm acknowledgements resolved by phone or computer lasting more
than thirty minutes shall receive overtime compensation for actual time spent
to resolve the issue.
5.The Standby employee is responsible for completing all appropriate paperwork
immediately following a call-out. Overtime compensation shall end at the time
the paperwork is complete (i.e. overtime sheet, incident reports, service
orders).
Roster
Field Maintenance
1.The roster will be published two times per year for a six-month period: January
through June and July through December. Volunteers will be solicited at least
30 days in advance of the publication of the roster.
2.Employees volunteering for Standby duty shall commit to the six-month
schedule. If an employee wishes to no longer be included in the Standby
program, he/she must submit a written request to their supervisor.
3.The Standby roster must include a minimum of six employees. Should the roster
fall below six, the Standby program will become mandatory and the supervisor
or his/her designee shall assign qualified employees to the program.
4.Assignments will be made according to seniority, with the least senior eligible
employee assigned first, the second least senior next, etc. until all vacant slots
are filled. Seniority will be determined by classification and date of
appointment within the classification.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Standby, Call Back, and Extended Overtime Policy
Approval Date:
April 8, 2015
Policy No: 2.2 Page 3 of 4
Production/Treatment
1.The roster will be published once a year on July 1st.
2.The Standby program is mandatory for all Production/Treatment Operators.
Schedule
1.The Standby duty week will begin each Monday at 4:00 p.m. and end the
following Monday at 6:30 a.m. Employees will be scheduled on a rotating basis,
each assignment lasting one week.
2.In the event an employee is unable to fulfill the schedule obligation, it is
his/her responsibility to find a replacement. Both parties must report the
amended schedule to their supervisor. If both parties do not communicate the
change to their supervisor prior to the time of duty, the roster and
responsibility shall remain unadjusted.
3.If the Standby employee calls in sick during his/her scheduled Standby duty
week, a substitute employee will carry out the Standby duty until the
employee returns to work. The supervisor will assign the substitute.
Administrative Duties
1.It is the responsibility of the Standby employee to complete appropriate
paperwork immediately following a call-out.
2.Incident reports, overtime sheets and service reports must be submitted to the
office staff by 6:30 a.m. the first workday immediately following the call-out.
Call Back
Call back duty occurs when an employee is ordered to return to duty on a non-
regularly scheduled work shift. Call back does not occur when an employee is held
over from his/her prior shift or is working prior to his/her regularly scheduled shift.
Procedure
District employees called back to active duty after completing their normal tour of
duty and leaving the work site shall be entitled to call back compensation according
to the MOU. Call back compensation shall be paid for each call back occurrence
exclusive of any other premium pay provision. A minimum of two-hours overtime shall
be paid for each call back occurrence for calls lasting two hours or less. Call back
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Standby, Call Back, and Extended Overtime Policy
Approval Date:
April 8, 2015
Policy No: 2.2 Page 4 of 4
compensation shall not apply to employees assigned to standby duty pursuant to the
MOU, Standby.
Extended Overtime
To minimize safety concerns that may result from employees working extended
overtime, the following procedures have been established:
Procedures
1.Continuous Work Period: Any work performed for the District within a 24-hour
period starting from the beginning of the employee’s work shift to his/her next
work shift without a four-hour break shall be considered continuous work.
Breaks in continuous service are not compensated.
2.Required Rest Period: Any employee who works over 16 hours continuous work
shall receive no less than nine (9) hours of uninterrupted rest before reporting
back to work. Any employee who works over 24 hours of continuous work shall
receive no less than twelve (12) hours of uninterrupted rest before reporting
back to work. Should said rest period overlap the employee’s normal shift
time, the employee will receive paid leave for those hours during the required
rest period which overlap the employee’s normal scheduled work shift.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Compensation Program
Original Approval Date:
July 8, 2015
Last Revised:
December 9, 2020
Policy No: 2.3 Page
1 of 5
Purpose
The East Valley Water District Compensation Program is designed to attract, retain, motivate,
and reward the best possible work force in an equitable manner. To accomplish this, the
District has established the following plan, provisions, and standards for employee
compensation.
Program
The Compensation Program is designed to fairly compensate each employee at a salary that
is determined by individual performance, funding, the competitive job market, job
responsibilities, and the required level of expertise. The compensation program includes
base salary, a Pay for Performance incentive component, and a competitive benefit program.
Salary Ranges
Salary ranges will exist for all classifications. Each range shall have five (5) steps, two and a
half percent (2.5%) between steps. The salary ranges shall be established based on the
competitive market median.
In order to maintain a competitive position within the labor market, the District shall consider
adjustments to salary ranges. Adjustments to the ranges shall be based upon marketplace
data and budget considerations.
Adjustments to individual salaries based on range movement are not automatic. An employee
must “meet expectations” in order to receive a step increase. If an employee “does not meet
expectations” on the Performance Evaluation, then a step increase may not be granted.
Employee Increases
A designated supervisor shall be responsible for 1) the annual review of each employee’s
performance; and 2) recommendations for employee salary increases. Increase
recommendations shall be within the District’s annual salary budget guidelines and based on
the individual employee’s performance.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Compensation Program
Original Approval Date:
July 8, 2015
Last Revised:
December 9, 2020
Policy No: 2.3 Page
2 of 5
Guidelines for recommending increases:
Range Minimum is the portion of the range where a new or less experienced
employee would be placed. Progress through the range would occur as an employee
moves towards the fully competent level (maximum of the range). There may be
circumstances, such as hiring a highly experienced individual, which would warrant
salary placement near or at the range maximum. Exceptions must be approved by
the General Manager/CEO.
The Range Maximum is the position of the salary range where an employee may
normally expect to progress. Most employees will achieve and maintain a salary at
this point of the range (fully competent). The achievement of full competency is
determined by the ability to meet standards in the District’s core competencies and
achievement of individually determined goals for the review period.
Annual Increase Guidelines:
Adjustments to an employee’s salary will be made based on the results of the Performance
Evaluation. Salary adjustments shall be based on achievement of core competencies and goals
and objectives.
If an employee is evaluated as “meets expectations” or better and is not yet at the top of
the range, the employee will be granted a step advancement within 30 days of the annual
performance review cycle.
Timing of Increases
Salary increases will be considered on an annual basis, in conjunction with the District’s fiscal
year performance review cycle in July of each year.
Start Salary
Human Resources, in collaboration with the hiring manager, will determine the start rate of
pay within the established range for a newly hired employee.
New Hires
An employee shall be eligible for advancement in step at the satisfactory
completion of his/her twelve (12) month probationary period as indicated on the
Performance Evaluation. Advancement in step may be denied in the event of an
extension of probation or an imposition of discipline.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Compensation Program
Original Approval Date:
July 8, 2015
Last Revised:
December 9, 2020
Policy No: 2.3 Page
3 of 5
Individuals passing probation during the first nine (9) months of the annual rating
period (July 1 – March 31) will be eligible to participate in the current District-wide
annual performance review cycle (example below).
o Employees hired from July 1st through March 31st
Month of hire: January 2020
1st step increase: January 2021
2nd step increase: July 2021 – now on the District-wide annual
performance review cycle
Pay for Performance program eligibility begins: July 2021
Individuals passing probation within the last three (3) months of the rating period,
April 1st – June 30th (4th quarter) will be eligible to participate in the following
year’s annual performance review cycle (example below).
o Employees hired during the 4th quarter of the year April 1st through
June 30th
Month of hire: April 2020
1st step increase: April 2021
2nd step increase: July 2022
Pay for Performance program eligibility begins: July 2021
Promotions
If an individual is promoted within the review period, performance in both positions will be
evaluated for Pay for Performance purposes.
Pay for Performance Program Guidelines:
The Pay for Performance Program is a discretionary incentive program that allows for up to
an additional ten percent (10%) of base salary for management and five percent (5%) of base
salary for all other employees, aligned with the performance review cycle, to be paid out
annually in lump sum form for exceptional performance. Employees are eligible for the
program upon completion of probation.
Pay for Performance is utilized for those employees whose performance consistently meets
or exceeds expectations as defined by efforts toward divisional and personal goal
achievement, successful ratings on evaluation core competencies, and for those who have
been identified as giving world class customer service, have established more efficient
business processes, or generate ideas resulting in cost savings for the District.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Compensation Program
Original Approval Date:
July 8, 2015
Last Revised:
December 9, 2020
Policy No: 2.3 Page
4 of 5
An employee must at least “meet expectations” in all core competencies on their annual
Performance Evaluation to be eligible for this program. It is at the supervisor’s discretion to
determine the percentage recommendation for their staff’s Pay for Performance incentive.
Also, an employee may not have received formal discipline during the rating period to be
considered eligible for this program.
Employees with performance that either “Meets Expectations,” “Exceeds
Expectations,” or “Far Exceeds Expectations,” will have the opportunity to
participate in the Pay for Performance Program and have the potential to earn
a lump sum payment of up to 5% of base salary for employees and up to 10% of
base salary for management.
If base pay is above the maximum: Employees with pay frozen at or above the
maximum of their range and perform at “Meets Expectations,” “Exceeds
Expectations,” or “Far Exceeds Expectations,” will have the opportunity to
participate in the Pay for Performance Program and have the potential to earn
a lump sum payment up to 5% for employees and up to 10% for management
above the range maximum.
Pay for Performance Evaluation Procedure:
The process for the Pay for Performance evaluation is as follows:
1) Core competencies, goals and objectives will be determined at the beginning of the
fiscal year.
2) Supervisors and managers will meet with staff to communicate Department and
individual goals and recommended actions staff should take to achieve these goals.
3) Prior to the end of the rating period (June 30th), staff will be asked to complete a
self-evaluation relating to the core competencies, goals and objectives for their
supervisor to review.
4) At the end of the rating period, a separate Pay for Performance evaluation will be
completed to document each employee’s accomplishments relative to the
competencies, goals and objectives to determine eligibility and percentage
recommended for incentive pay.
Pay for Performance Evaluation Procedure Upon Retirement:
Upon retirement, employees eligible for the Pay for Performance program will be evaluated
for a prorated incentive based on the fiscal year quarter in which they retire (the month
of July will not be included as the previous fiscal year incentive will be paid in July). The
following are the proration percentages:
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Compensation Program
Original Approval Date:
July 8, 2015
Last Revised:
December 9, 2020
Policy No: 2.3 Page
5 of 5
Month of Retirement Percentage Table
July – September 25%
October – December 50%
January – March 75%
April – June 100%
The incentive payment will be paid on the retiree’s final check from the District.
Revised: April 26, 2016
September 27, 2017
May 23, 2018
December 9, 2020
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Telework Policy
Original Approval Date:
February 22, 2023
Last Revised: Policy No:
2.4
Page
1 of 7
Purpose
The purpose of this policy is to establish a telework program, provide direction for offering,
authorizing, and implementing the telework program, and the guidelines under which it
will operate.
East Valley Water District is committed to accomplishing its vision, and to do so effectively,
maintaining an elite workforce with a focus on efficiency, service, adaptability, health and
safety, and the well-being of its employees is crucial. The establishment of a Telework
Policy is one tool of many that East Valley Water District will use to maximize outcomes
and optimize talent recruitment and retention, while continuing to provide world class
public service.
This policy is designed to help supervisors, managers, and employees understand the
teleworking environment, their associated responsibilities, and ensure an effective
implementation of teleworking.
Policy
This policy covers Teleworking voluntarily requested by a District employee and provided
by the District subject to certain conditions and requirements. The District may allow
teleworking for certain eligible employees who voluntary request it. These employees are
primarily working in an administrative or office capacity whose work does not require them
to be at worksites in the field. Teleworking arrangements are authorized at the sole
discretion of the District and can be terminated at any time.
Eligibility Criteria
The General Manager, or his designee, possesses the discretionary authority to determine
the job classifications, positions, and employees who are eligible to telework under this
policy. Such determination may be made by using criteria including, but not limited to,
the following:
1.The operational needs of the District and employee’s department and division;
2.The disruption of or potential for disruption to the District’s functions;
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Telework Policy
Original Approval Date:
February 22, 2023
Last Revised: Policy No:
2.4
Page
2 of 7
3.The ability of the employee to perform their job duties (both essential and marginal)
from an alternative worksite without diminishing the quantity or quality of the work
performed;
4.The degree to which the employee’s job functions require face -to-face interaction with
other District employees, contractors, and members of the public;
5.The employee’s job performance, as determined by their last performance evaluation
and any current disciplinary actions or issues that have been addressed;
6.The employee’s length of service with the District, department, or division;
7.The portability of the employee’s work, including the employee’s ability to remotely
access tools, equipment, and materials necessary to perform their job functions;
8.The availability of or ability for the employee to create a functional, reliable, healthy,
safe, and secure alternate worksite;
9.The risk factors associated with performing the employee’s job duties from a location
other than the employee’s normal workplace at a District worksite;
10. The District’s capacity to monitor and measure the employee’s work performance at
the alternate worksite;
11. The employee’s supervisory responsibilities;
12. The employee’s need for supervision;
13. Other considerations deemed necessary and appropriate by the District, including any
legal implications of teleworking.
Request Process
To make a request for a teleworking arrangement, employees must complete a Voluntary
Telework Request Form and file the completed request form with their supervisor or
manager.
The employee’s supervisor or manager will provide the request form to the Department
Head and will discuss the employee’s request with the Department Head . In consultation
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Telework Policy
Original Approval Date:
February 22, 2023
Last Revised: Policy No:
2.4
Page
3 of 7
with or based on information provided by the employee’s supervisor or manager, and after
consulting with Human Resources to ensure no underlying employment issues are present ,
the Department Head will then make a determination regarding the employee’s request to
telework.
Teleworking requests will be considered on a case-by-case basis consistent with the criteria
above and other factors relevant to the employee’s request to telework.
Final Determination – No Right to Appeal
The final decision regarding an employee’s teleworking request is final and binding. Neither
the employee nor the employee’s employee association possesses any right to appeal or
grieve the decision.
Telework Agreement
An eligible and qualified employee who has requested and been granted the opportu nity
to telework, must execute a Voluntary Teleworking Agreement (“Agreement”) prior and as
a precondition to the employee teleworking. The Agreement shall provide the mutual
understanding of the employee, the employee’s supervisor or manager, the Department
Head, and the General Manager/CEO concerning the teleworking arrangement and
agreement with the following terms:
1.The Agreement does not constitute an employment contract;
2.The teleworking employee is subject to the same job duties, responsibilities, and
expectations as if the employee was working from a District worksite or facility;
3.Teleworking is only authorized for the time period specified in the Agreement and the
Agreement is void and shall not apply after the time expressly provided for in the
Agreement;
4.The District possesses discretionary authority to terminate the Agreement before the
time specified in its sole discretion, without advance notice, and the District’s
determination to terminate the Agreement before the time specified in the Agr eement is
final and not be subject to appeal or grievance;
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Telework Policy
Original Approval Date:
February 22, 2023
Last Revised: Policy No:
2.4
Page
4 of 7
5.The teleworking employee’s work schedule and hours, including applicable meal and
rest breaks, will remain in place as if the employee was working from a District worksite
or facility;
6.Teleworking employees are prohibited from performing any off-the-clock work, and
employees who perform off-the-clock work may be subject to discipline, up to and
including, termination of employment;
7.Teleworking employees are prohibited from performing any ov ertime, unless they
request and receive prior approval for such work by their manager or supervisor, and
employees who perform overtime work without prior approval may be subject to discipline,
up to and including, termination of employment;
8. The District may designate a dedicated monthly, or intermittent, all-staff reporting day.
If an all-staff reporting day is designated, all teleworking employees must be present at a
District worksite or facility that day;
9. Teleworking employees will be expected to be present, in-person, for all-staff meetings
and District luncheons or gatherings;
10.The District will reimburse preapproved and reasonably incurred business expenses
associated with teleworking; and
11.Any breach of the Agreement by the employee may result in termination of the
Agreement and/or disciplinary action, up to and including termination of employment.
General Duties, Obligations, and Responsibilities
1.All existing duties, obligations, responsibilities, and conditions of employm ent remain
unchanged. Teleworking employees shall abide by all District and departmental policies
and procedures, rules, and regulations.
2.All existing supervisory relationships, lines of authority , and supervisory practices
remain in effect.
3.Teleworking employees authorized to perform work at an alternate worksite must meet
the same standards of performance and professionalism expected of District employees in
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Telework Policy
Original Approval Date:
February 22, 2023
Last Revised: Policy No:
2.4
Page
5 of 7
terms of job responsibilities, work product, timeliness of assignments, and contact with
other District employees and members of the public.
4.Teleworking employees are required to be accessible in the same manner as if they are
working at a District worksite or facility during the established teleworking work schedule,
regardless of the designated location for teleworking, or alternate worksite. Teleworking
employees must be accessible via telephone, email, and/or network access to their
supervisor and other District employees while teleworking, as if working at a District
worksite or facility. Teleworking employees must check their District-related business
phone messages and emails on a consistent basis, as if working at a District worksite or
facility.
Miscellaneous Guidelines
1.Teleworking employees must notify their supervisor or manager promptly when unable
to perform work assignments because of equipment failure or any other unforeseen
circumstances.
2.Teleworking employees must have access to an alternate worksite that is quiet and free
of distractions, includes a desk or tabletop with an appropriate office chair, all of which
meet ergonomic workstation requirements. The alternate worksite must also have reliable
and secure power and internet and/or wireless access.
3.Teleworking employees will ensure that all official District documents are retained and
maintained according to the normal operating procedures in the same manner as if working
at the District and will ensure discretion over confidential District information.
4.Teleworking employees must ensure dependent care will not interfere with work
responsibilities.
Work Schedule
1.For non-exempt employees, the District will provide a work schedule that will be
included in the Agreement, and which will include meal and rest breaks .
2.For non-exempt employees assigned a work schedule, any deviation from the schedule
must be approved in advance, in writing, by the employee’s supervisor or manager .
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Telework Policy
Original Approval Date:
February 22, 2023
Last Revised: Policy No:
2.4
Page
6 of 7
3.Non-exempt employees may not telework outside their normal work hours without prior
written authorization from their supervisor or manager. A non-exempt employee who fails
to secure written authorization before teleworking outside their normal work hours may
be subject to disciplinary action.
4.Non-exempt employees must take meal and rest breaks while teleworking as required
under applicable law and/or, District policy . For the duration of the meal and rest breaks,
as well as any other time the employee is not working, the employee is required to log off
all District systems.
5.For non-exempt employees assigned a work schedule, all periods of the employees’
unavailability must be approved in advance by their supervisor or manager in accordance
with District policy and documented on the appropriate leave request.
6.Employees shall continue to abide by District policies and procedures for requests of
general leave and other leaves of absences. If an employee becomes ill while working under
the Agreement, they shall notify their supervisor or manager immediately and record on
their timesheet any hours not worked due to illness and/or incapacitation.
7.Non-exempt employees are required to request to work overtime in advance of doing
so and such requests must be pre-approved in writing by the employee’s supervisor or
manager.
8.Teleworking employees’ salary and benefits remain unchanged during the Teleworking
arrangement.
Equipment, Safety, Security, and Confidentiality
1.Teleworking employees will be provided with District-issued equipment at the
discretion of the General Manager or designee.
2.Teleworking employees must agree to follow the District’s policy for the use of District
issued equipment. Teleworking employees must report to their supervisor any loss,
damage, or unauthorized access to District owned equipment, i mmediately upon discovery
of such loss, damage, or unauthorized access.
3.The District shall not be responsible for teleworking costs, including, but not limited
to, the employee’s use of their home or place of residence, utilities, internet, data,
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Telework Policy
Original Approval Date:
February 22, 2023
Last Revised: Policy No:
2.4
Page
7 of 7
network costs, home maintenance, workspace furniture, ergonomic equipment, or any
other incidental costs, unless expressly provided for and approved in the Agreement.
4.Employees must take reasonable precautions to ensure their devices, computers,
laptops, tablets, smart phones, etc. are secure before connecting remotely to the District’s
network and must close or secure all connections to District desktop or system resources
(e.g., remote desktop, VPN connections, etc.) when not conducting work for the District .
Employees must maintain adequate firewall and security protection on all such devices
used to conduct District work from the alternate worksite.
5.Teleworking employees shall exercise the same precautions to safeguard electronic and
paper information, protect confidentiality, and adhere to the District’s records retention
policies, especially as it pertains to the California Public Records Act (“CPRA”).
Teleworking employees must safeguard all sensitive and confidential information (both on
paper and in electronic form) relating to District work they access from the alternate
worksite or transport from their District worksite to the alternate worksite. Teleworking
employees must also take reasonable precautions to prevent third parties from accessing
or handling sensitive and confidential information they access from the alternate worksite
or transport from their District worksite to the alternate worksite. Teleworking employees
must return all records, documents, and correspondence to the District at the termination
of the Agreement or upon request by their supervisor or manager, Department Head or
Human Resources.
6.Workers’ Compensation benefits will apply only to injuries arising out of and in the
course of employment as defined by Workers’ Compensatio n law. Teleworking employees
must report any such work-related injuries to their supervisor or manager immediately.
The District shall not be responsible for injuries or property damage unrelated to such work
activities, including injuries to third persons when said injuries occur at the alternate
worksite.
Mandatory Remote Work Arrangement During Exigent Circumstances
Where an exigent circumstance exists, the District may direct its employees to remain at
their homes or alternate worksite and perform work as part of an adopted short-term
telework arrangement for such employees to provide for the continuity of essential District
services.
EAST VALLEY WATER DISTRICT
Voluntary Telework Request Form
Page 1 of 2
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Name Date
Title Department
I, am requesting to participate in the District’s Telework
Program. I understand and acknowledge that this request requires approval of my Supervisor,
Department Head and the General Manager/CEO or his designee.
I am requesting the opportunity to telework for the following reasons:
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
Please list the details of your telecommuting location:
Description of Location (Ex. Home, Public Library, etc): _____________________________________________________
Address: _______________________________________
_______________________________________
_______________________________________
Requested Monthly Telework Schedule
Days Weekly Bi-Weekly From To
□ Monday
□ Tuesday
□ Wednesday
□ Thursday
□ Friday
EAST VALLEY WATER DISTRICT
Voluntary Telework Request Form
Page 2 of 2
Employee Certification and Signature
I certify that the above information is accurate and complete. I understand that if my
Voluntary Telework request is approved, I will be required to sign a District Telework Agreement.
Employee Signature Date
Supervisor Request Consideration
1.Supervisor Approval: Yes □ No □
Name
Signature Date
Comments: ________________________________________________________________
______________________________________________________________________________________________________________
2.Department Head Approval: Yes □No □
Name
Signature Date
Comments: ________________________________________________________________
EAST VALLEY WATER DISTRICT
Voluntary Telework Agreement
Page 1 of 1
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Name Date
Title Department
The above employee has identified a proposed hybrid work schedule shown below . This work
schedule has been approved and the employee will begin a telework schedule effective:
__________________________________.
This Voluntary Telework Agreement will remain in effect until ,
or until it is determined by the supervisor, department head or General Manager/CEO, or his
designee, that the Voluntary Telework Agreement is no longer valid, whichever occurs first. The
undersigned affirms that the employee has read and understands the District’s Telework Policy
(incorporated herein by reference) and will abide by the requirements of such policy. Failure to
do so will result in termination of the Telework Agreement.
PROPOSED MONTHLY TELEWORK SCHEDULE
Days Weekly Bi-Weekly From To Lunch/Breaks
□Monday __________ __________ _________________
□Tuesday __________ __________ _________________
□Wednesday __________ __________ _________________
□Thursday __________ __________ _________________
□Friday __________ __________ _________________
Signed:
Employee Date
Approved:
Supervisor Date
Approved:
Department Head Date
Approved:
General Manager/CEO Date
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Harassment, Discrimination and Retaliation Policy
Approval Date:
September 11, 2013
Policy No: 3.1 Page 1 of 6
Purpose
The purpose of this policy is to establish a strong commitment to prohibit and prevent
discrimination, harassment and retaliation in employment at East Valley Water District;
to define those terms; and to establish a procedure for investigating and resolving
complaints. East Valley Water District encourages all employees to report, as soon as
possible, any conduct that is believed to violate this policy.
Policy
Harassment or discrimination against an applicant or employee by a supervisor, manager,
employee, elected official, co-worker, member of the public, or contractor 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, will not be tolerated.
East Valley Water District has zero tolerance for any conduct that violates this policy.
Conduct need not arise to the level of violation of law to violate this policy. Instead, a
single act can violate this Policy and provide grounds for discipline.
This policy applies to all terms and conditions of employment. Any retaliation against a
person for filing a complaint or participating in the complaint resolution process is
prohibited. Individuals found to be retaliating in violation of this policy will be subject to
appropriate disciplinary action up to and including termination.
Definitions
A. Protected Classification: This policy prohibits harassment or discrimination because of
an individual’s protected classification. “Protected Classification” includes race,
religion, color, sex (including gender, gender identity, gender expression, and
pregnancy), sexual orientation (including heterosexuality, homosexuality, and
bisexuality), national origin, ancestry, citizenship status, marital status, pregnancy,
age, medical condition, genetic characteristics or information, and physical or mental
disability, or any other protected classification protected by law.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Harassment, Discrimination and Retaliation Policy
Approval Date:
September 11, 2013
Policy No: 3.1 Page 2 of 6
B. Policy Coverage: This policy prohibits East Valley Water District, elected officials,
employees or contractors from harassing or discriminating against applicants,
officials, employees or contractors because of: an individual’s protected
classification; the perception that an individual has a protected classification; or the
individual associates with a person who has or is perceived to have a protected
classification.
C. Discrimination: treating an individual differently because of the individual`s
protected classification as identified in this policy.
D. Under certain circumstances, harassment can also include conduct of those who are
not employees, such as elected officials, persons providing services under contracts,
or even members of the public. Harassment may include, but is not limited to, the
following types of behavior based on a person`s protected classification:
Speech: such as epithets, derogatory comments or slurs, and propositioning on the
basis of protected classification. This might include inappropriate comments on
appearance, including dress or physical features, or dress consistent with gender
identification, or race oriented stories and jokes.
Physical Acts: such as assault, impeding or blocking movement, offensive touching or
any physical interference with normal work or movement. This includes pinching,
grabbing, patting, propositioning, leering or making explicit or implied job threats or
promises in return for physical acts.
Visual Acts: such as derogatory posters, cartoons, emails, pictures or drawings related
to a protected classification.
Unwanted Sexual Advances: requests for sexual favors and other acts of sexual
nature, where submission is made a term or condition of employment, where
submission to or rejection of the conduct is used as the basis for employment
decisions, or where the conduct is intended to or actually does unreasonably interfere
with an individual`s work performance or create an intimidating, hostile, or offensive
work environment.
E. Guidelines for Identifying Harassment: To help clarify what constitutes harassment in
violation of this policy, use the following guidelines:
1. Harassment includes unwelcome conduct based on an individual’s protected
classification.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Harassment, Discrimination and Retaliation Policy
Approval Date:
September 11, 2013
Policy No: 3.1 Page 3 of 6
2. It is no defense that the recipient appears to have voluntarily “consented” to
the conduct at issue. A recipient may not protest for many legitimate reasons,
including the need to avoid being insubordinate.
3. Simply because one has not complained about a joke, gesture, pictures,
physical contact or comment does not mean that the conduct is welcome.
Harassment can evolve over time. Small, isolated incidents might be tolerated
up to a point. The fact that no one is complaining now does not preclude
anyone from complaining if the conduct is repeated in the future.
4. Even visual, verbal or physical conduct between two employees who appear to
welcome the conduct can constitute harassment of someone who observes the
conduct or learns about the conduct later. Conduct can constitute harassment
even if it is not explicitly or specifically directed at an individual.
5. Conduct can constitute harassment even if the employee engaging in the
conduct has no intention to harass.
F. Retaliation: Any adverse conduct taken because an applicant, employee or contractor
has reported harassment or discrimination, or has participated in the complaint and
investigation process described herein, is prohibited. Adverse conduct includes, but is
not limited to, taking sides because an individual has reported harassment or
discrimination, spreading rumors about a complaint, shunning and avoiding an
individual who reports harassment or discrimination, or real or implied threats of
intimidation to prevent an individual from reporting harassment or discrimination.
The following individuals are protected from retaliation: those who make reports of
harassment or discrimination, those who associate with an individual who is involved
in reporting harassment or discrimination, or those who are in the complaint or
investigation process.
Complaint Procedure
A. An employee, job applicant or contractor who believes he or she has been harassed
may make a complaint verbally or in writing with any of the following:
1. Immediate supervisor
2. Any supervisor or manager within or outside of the department
3. Department head
4. Human Resources Manager
5. General Manager
6. Legal Counsel
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Harassment, Discrimination and Retaliation Policy
Approval Date:
September 11, 2013
Policy No: 3.1 Page 4 of 6
B. Any supervisor or department head who receives a harassment complaint should
notify the Human Resources Manager immediately.
C. Upon receiving notification of a harassment complaint, the Human Resources Manager
shall:
1. Authorize and supervise the investigation of the complaint and or investigate
the complaint. The investigation will include interviews with the complainant,
accused harasser and others who have relevant knowledge concerning the
allegations in the complaint.
2. Review the factual information gathered through the investigation to
determine whether the alleged conduct constitutes harassment, discrimination
or retaliation giving consideration to all factual information, the totality of the
circumstances, including the nature of the conduct and the context in which
the alleged incidents occurred.
3. Report a summary of the determination as to whether harassment occurred to
appropriate persons, including the complainant, the alleged harasser, the
supervisor and the department head. If discipline is imposed, the level of
discipline will not be communicated to the complainant.
4. If conduct in violation of this policy occurred, prompt and effective action will
be recommended. The remedial action will be appropriate to the severity of
the offense.
5. Take reasonable steps to protect the complainant from further harassment,
discrimination, or retaliation.
D. East Valley Water District takes a proactive approach to potential policy violations
and will conduct an investigation if its officers, supervisors, or managers become
aware that harassment, discrimination, or retaliation may be occurring, regardless of
whether the recipient or third party reports a potential violation.
E. Option to Report to Outside Administrative Agencies: An individual has the option to
report harassment, discrimination, or retaliation to the U.S. Equal Employment
Opportunity Commission (EEOC) or the California Department of Fair Employment and
Housing (DFEH). These administrative agencies offer legal remedies and a complaint
process. The nearest offices are listed in the government section of the telephone
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Harassment, Discrimination and Retaliation Policy
Approval Date:
September 11, 2013
Policy No: 3.1 Page 5 of 6
book or employees can check the posters that are located on East Valley Water
District`s bulletin boards for office locations and telephone numbers.
Confidentiality
Every possible effort will be made to assure the confidentiality of complaints made under
this policy. However, due to the need to fully investigate and the duty to take effective
remedial action, complete confidentiality cannot occur. As a result, confidentiality will
be maintained to the extent possible. An individual who is interviewed during the course
of the investigation is prohibited from discussing the substance of the interview, except
as otherwise directed by a supervisor or the Human Resources Manager. Any individual
who discusses the content of an investigatory interview will be subject to discipline.
Responsibilities
Managers and Supervisors are responsible for:
1. Informing employees of this policy.
2. Modeling appropriate behavior.
3. Taking all steps necessary to prevent harassment, discrimination, or retaliation from
occurring.
4. Receiving complaints in a fair and serious manner and documenting steps taken to
resolve complaints.
5. Monitoring the work environment and taking immediate appropriate action to stop
potential violations, such as removing inappropriate pictures or correcting
inappropriate language.
6. Following up with those who have complained to ensure that the behavior has stopped
and that there are no reprisals.
7. Informing those who complain of harassment or discrimination of his or her option to
contact the EEOC or DFEH regarding alleged policy violations.
8. Assisting, advising or consulting with employees and the Human Resources Manager
regarding this policy and complaint procedure.
9. Assisting in the investigation of complaints involving employee(s) in their departments
and if the complaint is substantiated, recommending appropriate corrective
disciplinary action in accordance with East Valley Water District`s Personnel Rules up
to and including termination.
10. Implementing appropriate disciplinary and remedial actions.
11. Reporting potential violations of this policy regardless of whether a complaint has
been submitted to the Human Resources Department or the department head.
12. Participating in training and scheduling employees for training in order to maintain
compliance.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Harassment, Discrimination and Retaliation Policy
Approval Date:
September 11, 2013
Policy No: 3.1 Page 6 of 6
Each employee or contractor is responsible for:
1. Treating others with respect and consideration.
2. Modeling appropriate behavior.
3. Participating in training.
4. Fully cooperating with East Valley Water District`s investigations by responding fully
and truthfully to all questions posed during an investigation.
5. Maintaining the confidentiality of any investigation that East Valley Water District
conducts by not disclosing the substance of any investigatory interview except as
directed by the department head or the Human Resources Manager.
6. Reporting any act he or she believes in good faith constitutes harassment,
discrimination or retaliation as defined in this policy, to his or her immediate
supervisor, department head or Human Resources Manager.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Workplace Violence Prevention Plan
Approval Date: Policy No: 3.2 Page 1 of 10
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Purpose
The purpose of this policy is to establish a strong commitment to prohibit and prevent
violence and intimidation in the workplace and provide a safe and secure work environment
for East Valley Water District employees. East Valley Water District encourages all employees
to report as soon as possible any conduct that is believed to violate this policy.
Policy
East Valley Water District is committed to providing a work environment that is free of
disruptive, threatening, or violent behavior involving any employee, appointed or elected
official, volunteer, contractor, client, or visitor. Our policy is to establish, implement, and
maintain an effective Workplace Violence Prevention Plan that addresses the hazards known
to be associated with four types of workplace violence as defined by Labor Code Section
6501.9. Our written Plan is located at 31111 Greenspot Rd., Highland, CA.
Definitions
A.Emergency: Unanticipated circumstances that can be life threatening or pose a
risk of significant injuries to employees or other persons.
B.Engineering Controls: An aspect of the built space or a device that removes a
hazard from the workplace or creates a barrier between the employee and the
hazard.
C.Log: The violent incident log required (Appendix A).
D.Plan: The Workplace Violence Prevention Plan.
E.Serious Injury or Illness: Any injury or illness occurring in a place of employment
or in connection with any employment that requires inpatient hospitalization for
other than medical observation or diagnostic testing, or in which an employee
suffers an amputation, the loss of an eye, or any serious degree of permanent
disfigurement, but does not include any injury or illness or death caused by an
accident on a public street or highway, unless the accident occurred in a
construction zone.
F.Threat of Violence: Any verbal or written statement, including, but not limited
to, texts, electronic messages, social media messages, or other online posts, or
September 11, 2013
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Workplace Violence Prevention Plan
Approval Date: Policy No: 3.2 Page 2 of 10
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any behavioral or physical conduct, that conveys an intent, or that is reasonably
perceived to convey an intent, to cause physical harm or to place someone in
fear of physical harm, and that serves no legitimate purpose.
G.Work Practice Controls: Procedures and rules which are used to effectively
reduce workplace violence hazards.
H.Workplace Violence: Any act of violence or threat of violence that occurs in a
place of employment. Includes, but is not limited to the following:
▪The threat or use of physical force against an employee that results in, or
has a high likelihood of resulting in, injury, psychological trauma, or stress,
regardless of whether the employee sustains an injury.
▪An incident involving a threat or use of a firearm or other dangerous
weapon, including the use of common objects as weapons, regardless of
whether the employee sustains an injury.
▪The following four workplace violence types:
–Type 1 violence - Workplace violence committed by a person who has
no legitimate business at the worksite and includes violent acts by anyone
who enters the workplace or approaches employees with the intent to
commit a crime.
–Type 2 violence - Workplace violence directed at employees by
customers, clients, patients, students, or visitors.
–Type 3 violence - Workplace violence against an employee by a present
or former employee, supervisor, or manager.
–Type 4 violence - Workplace violence committed in the workplace by a
person who does not work there but has or is known to have had a
personal relationship with an employee.
o Workplace violence does not include lawful acts of self-defense or
defense of others.
Responsibility and Authority
Workplace Violence Prevention Plan Administrator
September 11, 2013
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Workplace Violence Prevention Plan
Approval Date: Policy No: 3.2 Page 3 of 10
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The Director of Administrative Services is the designated Workplace Violence Prevention
Plan Administrator and has the authority and responsibility for developing,
implementing, and maintaining this Plan.
Managers and Supervisors
Responsibilities include:
•Implementing the Plan in their respective work areas.
•Providing input to the Administrator regarding the Plan.
•Participating in investigations of workplace violence reports.
•Answering employee questions concerning this Plan.
Employees
Responsibilities include:
•Complying with the Plan.
•Maintaining a violence-free work environment.
•Attending all training.
•Following all directives, policies, and procedures.
•Reporting suspicious persons in the area and alerting the proper authorities
when necessary.
Employee Active Involvement
The District ensures the following policies and procedures to obtain the active
involvement of employees and authorized employee representatives in developing and
implementing the Plan.
•Management will work with and allow employees and authorized employee
representatives to participate in:
–Identifying, evaluating, and determining corrective measures to prevent
workplace violence. This includes, but is not limited to, periodic safety
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Administrative Policies & Programs
Policy Title: Workplace Violence Prevention Plan
Approval Date: Policy No: 3.2 Page 4 of 10
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meetings with employees and their representatives to discuss the
identification of workplace violence related concerns and hazards, and to
evaluate the concerns to identify corrective action.
–Designing and implementing training by encouraging employees to
provide feedback and suggestions to help customize the training materials
and sessions.
–Reporting and potentially assisting in the investigating of workplace
violence incidents.
•Management will ensure that all workplace violence policies and procedures
within this Plan are clearly communicated and understood by all employees.
Managers and supervisors will enforce the rules fairly and uniformly.
•All employees will follow all directives, policies, and procedures, as outlined in
this Plan, and assist in maintaining a safe work environment.
•The Plan shall be in effect at all times and in all work areas and be specific to the
hazards and corrective measures for each work area and operation.
Compliance
The Administrator is responsible for ensuring the Plan is clearly communicated and
understood by all employees. The following techniques are used to ensure all
employees understand and comply with the Plan:
•Informing all employees of the Plan during new employee safety orientation
training and ongoing workplace violence prevention training.
•Providing comprehensive workplace violence prevention training to managers
and supervisors concerning their roles and responsibilities for Plan
implementation.
•Evaluating employees to ensure their compliance with the Plan, and recognizing
employees who demonstrate safe work practices that promote the elements of
the Plan.
•Disciplining employees for failure to comply with the Plan in accordance with the
September 11, 2013
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Workplace Violence Prevention Plan
Approval Date: Policy No: 3.2 Page 5 of 10
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compliance requirements outlined in our District’s Injury & Illness Prevention
Program.
Communication
We recognize that open, two-way communication between our management team,
staff, and other employers, about workplace violence issues is essential to a safe and
productive workplace. The following communication system is designed to facilitate a
continuous flow of workplace violence prevention information between management
and staff in a form that is readily understandable by all employees, and consists of the
following:
•New employee orientation includes workplace violence prevention policies and
procedures.
•Workplace violence prevention training, at least annually.
•Regularly scheduled meetings that address security issues and potential
workplace violence hazards.
•Effective communication between employees and supervisors about workplace
violence prevention and concerns.
•Posted or distributed workplace violence prevention information.
•Encouraging employees to inform their supervisors about any threats of violence
or workplace violence. Employees may use the Workplace Violent Incident Log
(Appendix A) to assist in their reporting of incidents. No employee will be
disciplined for reporting any threats of violence or workplace violence.
•Employees will not be prevented from accessing their mobile or other
communication devices to seek emergency assistance, assess the safety of a
situation, or communicate with a person to verify their safety. Employees’
concerns will be investigated in a timely manner and they will be informed of the
results of the investigation and any corrective actions to be taken.
September 11, 2013
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Workplace Violence Prevention Plan
Approval Date: Policy No: 3.2 Page 6 of 10
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Workplace Violence Incident Reporting Procedures
Employees should report all threats or acts of workplace violence to their supervisor or
manager. The supervisor or manager will be required to inform the Administrator. In
the event a supervisor or manager is not available, the employee can report an
incident directly to the Administrator or Human Resources. Employees may report the
incident anonymously by dropping off a written confidential letter in the Human
Resources in-box, located outside of the Human Resources staff offices. A strict non-
retaliation policy is in place.
Emergency Response Procedures
In the event of an actual or potential workplace violence emergency, the employee
should determine the best immediate reporting option based on the situation and
circumstances. The methods of reporting emergencies include, but are not limited to:
–Dialing 911.
–Immediately notify the manager, supervisor, Administrator, or Human Resources.
Upon being notified of a workplace violence emergency, the Administrator or
designated “person-in-charge” will determine if emergency procedures should be
activated and if evacuation or shelter-in-place procedures should be implemented.
Refer to Appendix C for procedures on how to respond to specific workplace violence
emergency scenarios.
Workplace Violence Hazard Assessment
A Workplace hazard assessment will be conducted by the Administrator, and other
selected employees, utilizing the Workplace Violence Prevention Hazard Assessment &
Correction Form (Appendix B). An annual review of the past year’s workplace violence
incidents will be conducted.
Inspections are performed according to the following schedule:
•When the Plan is first established.
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Administrative Policies & Programs
Policy Title: Workplace Violence Prevention Plan
Approval Date: Policy No: 3.2 Page 7 of 10
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•Annually.
•When new, previously unidentified workplace violence/security hazards are
recognized.
•After each workplace violence incident or threats occur.
Workplace Violence Hazard Correction
Workplace violence hazards will be evaluated and corrected in a timely manner. The
Administrator will implement the following procedures to correct the identified
workplace violence hazards:
•If an imminent workplace violence hazard exists that cannot be immediately
abated without endangering employee(s), all exposed employee(s) will be
removed from the situation except those necessary to correct the existing
condition. Employees necessary to correct the hazardous condition will be
provided with the necessary protection, depending on the exposure.
•All corrective actions taken will be documented and dated on the appropriate
forms. Such as the Workplace Violence Hazard Assessment and Correction form
(Appendix C), or other tracking measures.
Post Incident Response and Investigation
After a workplace incident, the Administrator or their designee will implement the
following post-incident procedures:
•Visit the scene of an incident as soon as safe and practicable.
•Interview involved parties, such as employees, witnesses, law enforcement,
and/or security personnel.
•Review security footage of existing security cameras if applicable.
•Examine the workplace for security risk factors associated with the incident,
including any previous reports of inappropriate behavior by the perpetrator.
•Determine the cause of the incident.
September 11, 2013
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Administrative Policies & Programs
Policy Title: Workplace Violence Prevention Plan
Approval Date: Policy No: 3.2 Page 8 of 10
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•Take corrective action to prevent similar incidents from occurring.
•Complete the Violent Incident log (see Appendix A) for every workplace violence
incident and ensure corrective actions are taken.
•Obtain any reports completed by law enforcement.
Training & Instruction
All employees, including managers and supervisors, will have training and instruction
on general and job-specific workplace violence practices.
Training will occur:
•When the Plan is first established.
•When hired.
•Annually to ensure all employees understand and comply with the Plan.
•When a new or previously unrecognized workplace violence hazard has been
identified.
Employee training on workplace violence will include:
•A review of the Plan, how to obtain a copy of the Plan, and how to participate in
the development and implementatoin of the Plan.
•How to report workplace violence incidents or concerns to the District or law
enforcement, without fear of reprisal.
•Workplace violence risks that employees may encourter in their jobs.
•How to recognize the potential for violence and escalating behavior.
•General and personal safety measures.
•Strategies to de-escalate behaviors and to avoid physical harm.
•The District’s alerts, alarms, or systems that are in place to warn of
emergencies.
•Information about the District’s Employee Assistance Program.
September 11, 2013
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Administrative Policies & Programs
Policy Title: Workplace Violence Prevention Plan
Approval Date: Policy No: 3.2 Page 9 of 10
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•Information about the Violent Incident Log and how to obtain copies of records
pertaing to completed logs, hazard identification, evaluation and correction, and
training records.
Employees will always have opportunities for interactive questions and answers with the
Administrator or a person knowledgeable about the District’s Plan.
Recordkeeping
Records of violent incidents (Violent Incident Log), workplace violence hazard
identification, evaluation and correction, and incident investigations will be maintained
for (5) five years. No records shall contain medical information.
Training for each employee, including the employee’s name, training dates, type of
training, and training provider will be maintained for a minimum of (3) three years.
Cal/OSHA Reporting of Work-Related Fatalities and Serious Injuries
The District will immediately, but no later than 8 hours after awareness, report to
Cal/OSHA any work-related death or serious injury or illness, including any due to
workplace violence, of an employee occurring at the workplace or in connection with
any employment.
A serious injury or illness (CCR330) is defined as:
–Any inpatient hospitalization for more than observation
–Amputation
–Loss of an eye
–Serious degree of permanent disfigurement.
It does not include any injury or illness or death caused by an accident on a public
street or highway unless the accident occurred in a construction zone.
Annual Review
The District’s Workplace Violence Prevention Plan will be reviewed for effectiveness:
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Policy Title: Workplace Violence Prevention Plan
Approval Date: Policy No: 3.2 Page 10 of 10
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•At least annually.
•When a deficiency is observed or become apparent.
•After a workplace violence incident.
•As needed.
Review of the Plan will include measures outlined in the Employee Active Involvement
section as well as the following:
•A review of the incident investigations and violent incident log.
•Assessment of the effectiveness of security systems, including alarms,
emergency response, and available security personnel, if applicable.
•Review if violence risks are being properly identified, evaluated, and corrected.
•Any revisions should be made promptly and communicated to all employees.
Original Approved: September 11, 2013 - Workplace Violence and
Intimidation Policy
Replaced: July 24, 2024 – Workplace Violence Prevention Plan
September 11, 2013
Appendix A
WORKPLACE VIOLENT INCIDENT LOG
This form must be completed for every record of violence in the workplace.
Incident ID # *: Date and Time of Incident: Department:
* Do not identify employee by name, employee #, or SSI. The Incident ID must not reflect the employee’s identity.
Describe Incident (provide detailed description and information on the violence incident type. Include additional pages if needed):
Specific Location(s) of Incident & Workplace Violence Type (see definitions, enter 1, 2, 3 or 4)
1 2 3 4
1 2 3 4
Where Incident Occurred:
Workplace Parking lot Outside of Building Outside of workplace
Type of Incident (check as many apply):
Robbery Grabbed Pushed
Verbal threat/harassment Kicked Scratched
Sexual threat/harassment/assault Hit with an object Bitten
Animal attack Shot (or attempted) Slapped
Threat of physical force Bomb threat Hit with fist
Threat of use of weapon or object Vandalism (of victim’s property) Knifed (or attempted)
Assault with a weapon or object Vandalism (of employer’s property) Arson
Robbery Other:
Workplace violence committed by:
Family or friend Client Coworker
Partner/Spouse Family or friend of client Manager/Supervisor
Former Partner/Spouse Customer Stranger w/criminal intent
Parent/Relative Family or friend of customer Other:
Circumstances at time of incident:
Employee performing normal duties Working in poor lighting Employee rushed
Employee isolated or alone Unable to get help or assistance Working during low staffing levels
Working in a community setting Working in unfamiliar/new location Other:
Consequences of incident:
Law enforcement/Security called? Yes No. If yes, explain:
Were actions taken to protect employees from continuing threat or other hazards? Yes No. If yes, explain:
Any injuries? Yes No. If yes, explain:
Emergency medical responders contacted, including on-site First Aid/CPR? Yes No. If yes, explain:
Did severity of injuries require reporting to Cal/OSHA? Yes No. If yes, enter date, time, and representative contacted:
Completed by:
Name: Title:
Date: Signature
Appendix B
WORKPLACE VIOLENCE PREVENTION
HAZARD ASSESSMENT & CORRECTION FORM
Assessed by: Title:
Location(s) Assessed:
This checklist is designed to evaluate the workplace and job tasks to help identify situations that may place
employees at risk of workplace violence.
Step 1: Identify risk factors that may increase the District’s vulnerability to workplace violence events.
Step 2: Conduct a workplace assessment to identify physical and process vulnerabilities.
Step 3: Develop a corrective action Plan with measurable goals and target dates.
STEP 1: IDENTIFY RISK FACTORS
Yes No Risk Factors Comments:
Does staff have contact with the public?
Does staff exchange money with the public?
Does staff work alone?
Is the workplace often understaffed?
Is the workplace located in an area with a
high crime rate?
Does staff enter areas with high crime rates?
Does staff have mobile workplaces?
Does staff perform public safety functions
that might put them in conflict with others?
Does staff perform duties that may upset
people?
Does staff work with people known or
suspected to have a history of violence?
Do any employees have a history of threats
of violence?
STEP 2: CONDUCT ASSESSMENT
Yes No Building Interior Comments:
Are employee ID badges required?
Are employees notified of past workplace
violence events?
Are trained security personnel or staff
accessible to employees?
Are bullet resistant windows or similar
barriers used when money is exchanged
with the public?
Are areas where money is exchanged
visible to others?
Is a limited amount of cash kept on hand
with appropriate signage?
Could someone hear an employee who
called for help?
Do employees have a clear line of sight of
visitors in waiting areas?
Do areas used for client or visitor interviews
allow co-employees to observe problems?
Are waiting and work areas free of objects
that could be used as weapons?
Is furniture in waiting and work areas
arranged to prevent employee entrapment?
Are clients and visitors clearly informed how
to use the department services so they will
not become frustrated?
Are private, locked restrooms available for
employees?
Do employees have a secure place to store
personal belonging?
Yes No Building Exterior/Parking Lot Comments:
Do employees feel safe walking to and from
the workplace?
Are the entrances to the building clearly
visible from the street?
Is the area surrounding the building free of
bushes or other hiding places?
Are security personnel provided outside the
building?
Is video surveillance provided outside the
building?
Is there enough lighting to see clearly?
Are all exterior walkways visible to security
personnel?
Is there a nearby parking lot reserved for
staff?
Is the parking lot attended and secure?
Is the parking lot free of blind spots and
landscape trimmed to prevent hiding?
Is there enough lighting to see clearly?
Are security escorts available?
Yes No Security Measures Comments:
Is there a response Plan for workplace
violence emergencies?
Are there physical barriers? (between staff
and clients)
Are there security cameras?
Are there panic buttons?
Are there alarm systems?
Are there metal detectors?
Are there X-ray machines?
Do doors lock?
Does internal telephone system activate
emergency assistance?
Are telephones with an outside line
programed for 911?
Are there two-way radios, pagers, or cell
phones?
Are there security mirrors?
Is there a secured entry?
Are there personal alarm devices?
Are there “drop safes” to limit available
cash?
Are pharmaceuticals secured?
Is there a system to alert staff of the
presence, location, and nature of a security
threat?
Is there a system in place for testing security
measures?
STEP 3: DEVELOP CORRECTIVE ACTION PLAN
(Action Plan Types: BI – Building Interior, BE – Building Exterior, PA – Parking Area, SM – Security Measure)
Type Action Item Person(s)
Responsible
Target
Date Status Comments
Appendix C
WORKPLACE VIOLENCE
EMERGENCY RESPONSE SCENARIOS & PROCEDURES
WORKPLACE VIOLENCE ACTS OR THREATS
Workplace violence is any act or threat of violence that occurs at the workplace. These incidents can include
acts or threats of physical violence, intimidation, or harassment. Verbal abuse, physical assault, and homicide
are all examples of workplace violence. We have zero tolerance toward all forms of violence.
FOUR TYPES OF WORKPLACE VIOLENCE
Type 1 violence - Workplace violence committed by a person who has no legitimate business
at the worksite and includes violent acts by anyone who enters the workplace or approaches
employees with the intent to commit a crime.
Type 2 violence - Workplace violence directed at employees by customers, clients, patients,
students, inmates, or visitors.
Type 3 violence - Workplace violence against an employee by a present or former employee,
supervisor, or manager.
Type 4 violence - Workplace violence committed in the workplace by a person who does not
work there but has or is known to have had a personal relationship with an employee.
Workplace violence does not include lawful acts of self-defense or defense of others.
EMPLOYEE WARNING SIGNS
Often, warning signs are observed in employees, customers, and others who may behave violently on a work
site. These behaviors may include:
-Intimidation.
-Rude behavior toward fellow employees.
-Frequent arguments with co-workers or clients.
-General aggressive behavior like hitting or kicking objects, breaking things, or screaming.
-Acts of revenge like stealing or property damage.
-Verbal wishes to harm other workers.
While there is no perfect way to predict violence will occur, any combination of these behaviors may be a
signal. Employees are encouraged to report these actions to the Administrator to prevent further escalation of
any type of violent situation.
WARNING SIGNS FROM CUSTOMERS
•The person is not satisfied with any solutions you offer.
•Unreasonably agitated.
•Physical posturing (clenched fists).
If the verbal confrontation starts to escalate, remain calm, courteous, and stay neutral. Let them know you are
contacting a manager to further assist them. Trust your intuition to determine if help is needed.
WHEN HELP IS NEEDED
•Continue to try and help the person by listening and providing feedback until law enforcement has
arrived.
•If at any time you believe you are potentially in physical danger, yell for Help!
•If you are being assaulted:
-Yell for help.
-Look for a way to escape.
-Act with aggression.
PERSONAL SAFETY
•When leaving the building:
-Be alert to your surroundings and look around the area outside before exiting the building. Do not
use or look at your phone.
-Attackers expect passive victims, so walk with a steady pace, appear purposeful, and project
confidence.
•While in your vehicle:
-Have your keys in your hand as you approach your vehicle so that you do not have to search for
them.
-Before entering your vehicle quickly check the back seat and around the vehicle for anything
unusual.
-Always lock your car doors as soon as you enter the vehicle.
ACTIVE SHOOTER
The three most common response options for an active shooter event are evacuate, hide out, or take action.
During an active shooter event, employees need to be able to determine their best course of action for the
situation they are facing.
CHARACTERISTICS OF AN ACTIVE SHOOTER SITUATION
An active shooter is an individual actively engaged in killing or attempting to kill people in a confined and
populated areas, typically through the use of firearms. Victims are typically selected at random. The event is
unpredictable and evolves quickly. Law enforcement is usually required to end an active shooter situation.
HOW TO RESPOND
1. EVACUATE • Have an escape route in mind.
•Leave immediately.
•Keep hands visible.
2.HIDE OUT •Hide in an area out of the shooter’s view.
•Block the entry to your hiding place and lock doors, if possible.
•Silence your cell phone.
3. TAKE
ACTION
•Last resort when your life is in imminent danger.
•Attempt to incapacitate the shooter.
•Act with physical aggression and throw items at shooter.
•Have an escape route in mind.
CALL 911 WHEN IT IS SAFE TO DO SO
When law enforcement arrives remain calm and follow all instructions.
•Put down any items in your hands (i.e., bags, jackets).
•Raise hands and spread fingers.
•Always keep your hands visible.
•Avoid quick movements toward officers.
•Avoid pointing, screaming or yelling.
•Do not stop to ask officers for help or direction when evacuating.
Information to provide law enforcement when asked:
•Location of the active shooter.
•Number of shooters.
•Physical description of shooters.
•Type of weapons if known.
Training resource:
–Department of Homeland Security
–DHS Active Shooter Preparedness Video
BOMB THREAT
Most bomb threats are false and primarily intended to elicit a response from building occupants. However, no
bomb threat should be assumed fake. If a potentially harmful device is found, call 911 for assistance.
PHONE THREAT
•Remain calm.
•Immediately use the Bomb Threat Checklist for guidance and to document the call.
•After the caller has ended the call, notify the Administrator.
•If the threat was left on your voicemail, do not erase and immediately notify the Administrator.
WRITTEN THREAT
•Handle the document as little as possible and immediately notify the Administrator.
•If the threat should come via e-mail, save the information.
POSSIBLE EVACUATION
•The Administrator will call law enforcement and follow their instructions.
•The decision to evacuate is handled on a case-by-case basis on instructions given by law
enforcement.
BOMB THREAT CHECKLIST
REMAIN CALM
Time call received: Time call ended:
Document any information from the phone display window:
Engage caller as long as possible and document their words:
Attempt to obtain information about the device:
When will the device detonate or activate?
Where is the device located?
What kind of device is it?
What does the device look like?
Voice Description
Male
Female
Young
Adult
Senior
Calm
Nervous
Accent? Yes No
Describe:
Did you recognize the voice? Who?
Did caller have knowledge of building?
Unusual phrases:
Any background noise or distinctive sounds?
Name of person received call
CIVIL UNREST
Civil unrest events are often associated with riots, looting, or protests. In these instances, sheltering-in-place is
an action taken to protect the building occupants from external hazards, minimizing the chance of injury and/or
providing the time necessary to allow for a safe evacuation.
SHELTER IN PLACE
If there is a need to shelter-in-place the Administrator or person-in-charge will advise employees and
guests of the emergency. Please note employees and guests cannot be forced to shelter-in-place.
•The person-in-charge will collect the names of everyone in the shelter area.
•If possible, the business voicemail recording will be updated to indicate the building is closed
due to the emergency.
•If the civil unrest includes hazardous chemicals, the HVAC systems may be shut off.
•If in danger of broken glass, window shades will be closed.
•Emergency supplies will be moved to the shelter area.
•The District will listen/read available mediums (radio, internet) for further instructions until we
are told all is safe or to evacuate.
MEDICAL EMERGENCY
CPR/AED
NON-Trained Responder:
•Call 911 and designate a person to direct EMS personnel as they arrive.
•Do not move person unless absolutely necessary.
Trained and Certified CPR Responder Only:
•Designate someone to call 911 and direct EMS when they arrive.
•Check the person for responsiveness.
•Conduct a primary assessment (breathing) while checking responsiveness.
•Initiate CPR and/or AED if necessary.
FIRST AID ONLY
Non-Trained First Aid Responder:
•Call 911 and designate a person to direct EMS as they arrive.
•Do not move person unless absolutely necessary.
•Use universal precautions, such as disposable gloves, face mask if comforting person while waiting.
Trained First Aid Responder Only:
•Designate someone to call 911 (if necessary) and direct EMS as they arrive.
•Do not move the person unless absolutely necessary.
•Use universal precautions, such as disposable gloves, face mask.
•Follow any directions provided by the 911 operator.
•Designate a person to direct EMS personnel as they arrive.
•Provide person information to the EMS personnel.
SUSPICIOUS PACKAGE
Explosives or other life-threatening items can be enclosed in either a parcel or an envelope, and its outward
appearance is limited only by the imagination of the sender. However, suspicious packages have exhibited
some unique characteristics that might assist you. To apply these factors, it is important to know the type of
mail normally received.
CHARACTERISTICS TO LOOK FOR IN A SUSPICIOUS PACKAGE OR LETTER
•Restricted endorsements such as "personal" or "private." This is important when the addressee
does not normally receive personal mail at the office.
•The addressee's name and/ title might be inaccurate.
•Distorted handwriting, or the name and address might be prepared with homemade labels or cut-
and-paste lettering.
•Protruding wires, aluminum foil or oil stains visible.
•Emit a peculiar odor.
•Envelope might feel rigid or appear uneven or lopsided.
•Unprofessionally wrapped with several combinations of tape. Might be endorsed "Fragile-Handle
With Care" or "Rush-Do Not Delay."
•Making a buzzing or ticking noise or sloshing sound.
IF YOU SUSPECT A SUSPICIOUS PACKAGE OR LETTER
•Do not take a chance. Immediately call 911.
•Do not move, alter, open, examine, or disturb the article.
•Do not put in water or a confined space such as a desk drawer or filing cabinet.
•Isolate the suspicious package or article and clear the immediate area until law enforcement
arrives.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Workplace Dress and Grooming Policy
Approval Date:
February 12, 2014
Policy No: 3.3 Page 1 of 3
Purpose
The purpose of this policy is to provide guidelines on dress and appearance in order for
employees to project a positive and professional image to our customers and community
visitors.
Policy
East Valley Water District is a professional organization. All employees are expected to
present a professional appearance in order to promote a positive image to customers and
community visitors. Initial impression of professional credibility is often based on
employee appearance. The appropriateness of apparel and personal grooming as seen by
the public has a direct impact on how other agencies, customers and community visitors
view organizational professionalism.
This policy applies to all employees, regardless of classification, and is consistent with
community standards.
An employee’s religious beliefs or medical conditions, as defined by applicable law, that
require deviation from the standards set forth herein, will be considered on an individual
basis.
This policy is intended to provide guidelines on apparel and appearance and is not meant
to address all situations. There may be differences in some departments’ apparel
guidelines depending on the nature of the work performed, involvement with the public,
required uniforms, or other circumstances as defined by the department head or
designee.
Guidelines
A. Clothing
Clothing worn by employees must comply with the following:
1. Allow the employee to perform all duties within the job classification safely
and without creating disruption or complaints by co-workers or supervisors.
2. Project a professional appearance, be appropriate to the position held, be
clean and free of stains, and shirts that are meant to be tucked in must be
tucked in at all times.
3. Employees who are not required to wear uniforms are expected to wear
business clothing appropriate to the position held. Examples of acceptable
attire for women and men are as follows:
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Workplace Dress and Grooming Policy
Approval Date:
February 12, 2014
Policy No: 3.3 Page 2 of 3
• Women – dresses, skirts, suits, or slacks worn with blouses, polo shirts,
sweaters, and/or jackets. The length of dresses or skirts should be no
shorter than mid-thigh when seated.
• Men – suits or slacks worn with collared shirts, collared sport shirts, dress
shirts, polo shirts, sweaters, and/or jackets. When deemed appropriate,
neckties should be worn. Pants should be worn at the waist.
The following types of attire are considered unacceptable at all times unless an
exception is noted:
• Gym or workout attire, sweat pants and running/jogging suits (unless
employee is in transit to or from the District’s gym, or outside workout)
• Leggings (unless paired with a dress)
• Any outer garment made of spandex
• Excessively tight or revealing clothing
• Oversized (baggy) garments
• Shirts or dresses with spaghetti straps or halter tops (unless covered by an
outer garment)
• Clothing that exposes midriff or fits so low that one’s undergarments are
visible
• Overalls/coveralls (exception for field employees)
• Shorts of any type (exception for field employees as defined by the Uniform
Policy)
• Clothing with inappropriate or unprofessional messages
• T-shirts
• Denim jeans of any color
o Exception – denim jeans may be worn for the following
Field employee uniforms
Employees temporarily working outside or when the majority
of a day will involve tasks such as preparing for an office
move, relocating files or tasks similar in nature
B. Footwear and Accessories
Footwear and accessories worn by employees must comply with the following:
1. All footwear is expected to be appropriate to the employee’s position. Shoes
are to be neat, clean and in good repair. Heels should not be more than four
inches in height. Tennis shoes are prohibited unless an exception is made.
Casual sandals of any type that are commonly referred to as “flip-flops” or
plastic shoes are prohibited.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Workplace Dress and Grooming Policy
Approval Date:
February 12, 2014
Policy No: 3.3 Page 3 of 3
2. No bandanas, beanies or baseball caps are allowed except those issued by the
District or approved by the department head or designee.
C. Grooming and Personal Hygiene
All employees must comply with the following grooming and personal hygiene
guidelines:
1. Employees are expected to maintain appropriate and professional hairstyles.
All facial hair must be clean and neatly groomed. Hair must be properly
restrained for its length and job assignment. Hair coloring should be within the
range of natural hair colors.
2. Personal hygiene is essential; therefore, it is necessary that all employees
maintain a clean, presentable appearance. Personal hygiene includes a regular
bath or shower, use of deodorant and appropriate oral hygiene.
3. Strong odors caused by perfumes or colognes can be offensive or cause allergic
reactions, so they must be used in moderation out of concern for the comfort
of others.
D. Required Uniforms for Field Employees
Refer to the District’s Uniform Policy for field employee uniform requirements.
Responsibilities
A. Supervisors are responsible for explaining and enforcing the Workplace Dress and
Grooming Policy. Employees who report to work in unacceptable attire may be sent
home to change and must utilize their own leave balances for this time away from
work.
B. Consistent with this policy, Department heads or designees can make exceptions to
this policy on a temporary basis due to the nature of the work assignment or special
event.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Field Uniform Policy
Approval Date:
September 11, 2013
Policy No: 3.4 Page 1 of 2
Purpose
To purpose of this policy is to define uniform standards, enhance the professional image
of East Valley Water District (District) employees and to establish guidelines for the
issuing, wearing and returning of uniforms.
Policy
All District employees whose duties require regular work in the field are to wear
uniforms. Staff must present a neat, and professional appearance at all times. It is
important to note that when in uniform, employees must be in full uniform. It is not
acceptable to wear a uniform shirt or hat and have the remainder of one’s clothing not in
compliance with District uniform requirements. Equally important to note is that District
uniforms are only to be worn while on duty and while traveling to and from work.
District personnel who are off-duty shall not wear any portion of their uniform.
Eleven (11) District uniforms will be provided to each employee at the District’s expense.
District jackets will also be provided. Only District issued uniforms/jackets may be worn,
except as noted in this policy.
The Storekeeper/Buyer will issue uniforms to employees and maintain a current
inventory of uniforms assigned to staff. The Storekeeper/Buyer will also ensure that the
employee signs an acknowledgement for all uniform items issued.
Employees are responsible for their uniforms and must return stained, ill-fitting or worn-
out uniforms to the Storekeeper/Buyer for replacement. The employee must report lost
or damaged uniforms to their immediate supervisor as soon as detected, and coordinate
with the Storekeeper/Buyer for replacement. The employee may be required to assume
the replacement cost. Items damaged in the normal course of duty will be replaced at
the District’s expense.
Types of Uniforms
The District shall supply uniform shirts, pants, shorts, hats, jackets, and offer a safety-
toed shoe allowance.
Field Supervisors and Superintendents shall wear District issued button shirts, depicting
the District logo on the front. Shirts are to be worn with District-issued pants, denim
blue jeans or shorts. Superintendents are excluded from wearing shorts.
All field employees shall wear blue button shirts depicting the District logo and
employee’s first name on the front. Blue shirts are to be worn with blue District-issued
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Field Uniform Policy
Approval Date:
September 11, 2013
Policy No: 3.4 Page 2 of 2
pants, denim blue jeans or shorts. Blue T-Shirts, depicting the District logo, may be worn
in place of the button shirt during summer season. For the purpose of this policy,
summer season is defined as the period of Daylight Savings Time.
The District shall provide laundering of button shirts and District-issued pants weekly.
District employees shall be responsible for laundering jackets and T-Shirts.
Safety Components of Uniforms
The District shall supply safety vests, rain gear, and safety jackets to field employees.
Safety jackets/ vests are to be worn as required by the specific job and not as uniform
attire. Coveralls will be provided upon request. The District shall also provide baseball
style caps and summer hats depicting the District logo, as needed. Only District provided
baseball style caps, or summer hats may be worn while on duty, and caps must be worn
with the bill facing forward, except when otherwise necessitated by working conditions.
The District shall provide field employees with an allowance each year for the purchase
of safety toed shoes. All employees can refer to the Memorandum of Understanding
(MOU) for current safety-toed shoe allowance. The supervisor shall ensure that safety-
toed shoes are in good condition and worn daily by all those employees required to do so.
Safety-toed shoes deemed to be in need of replacement may not be worn and must be
replaced by the employee.
Appearance
District field employees must present a neat professional appearance at all times.
Uniform shirts must be tucked in and buttoned. Uniform shorts cannot exceed two (2)
inches in length above or below the knee at any time. Employees’ attire must fit
properly, be clean and in good repair. Employees may not wear stained, dirty, ill-fitting
or torn uniforms to work.
Employees reporting to work in unacceptable uniform attire will be sent home to change
and must utilize their own leave balances for this time away from work.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Smoking Policy
Approval Date:
July 9, 2014
Policy No: 3.5 Page 1 of 2
Purpose
East Valley Water District is committed to providing a safe, healthy, and pleasant
working environment for all employees. This policy is an effort to protect our employees
and customers from the potential health hazards and discomfort of exposure to smoke,
while also recognizing and respecting the rights of those who choose to smoke.
Responsibilities
1. All employees must follow the standards set forth in this policy.
2. Managers and supervisors are responsible for monitoring and ensuring compliance with
this policy.
Policy
1. No smoking is allowed within the headquarters facilities or other District facilities at
any time per Labor Code Section 6404.5 and Assembly Bill-13. Smoking will be
permitted in designated areas only.
2. California Assembly Bill - 846 bans smoking within 20 feet of the entrance or operable
window of a public building.
3. There will be no smoking in District vehicles at any time.
4. Smoking may be permitted during breaks, provided that it does not prevent
employees from satisfactorily carrying out their responsibilities and work duties.
5. All materials used for smoking, including cigarette butts and matches, will be
extinguished and disposed of in appropriate receptacles in the designated smoking
areas. If the designated smoking area is not properly maintained (for example, if
cigarette butts are found on the ground), it can be eliminated at the discretion of the
General Manager or designee.
Electronic Cigarettes
The use of e-cigarettes in workplaces and public places is a significant public health
concern, not only because of their unregulated elements and the potential health impact
of the vapor on users and bystanders, but also because e-cigarette use causes public
confusion as to where smoking is allowed, resulting in compliance problems with smoke-
free laws. Most local and state smoke-free laws were enacted before e-cigarettes were
on the market, so while such laws do not explicitly mention e-cigarettes, use of these
items are not permitted in smoke-free areas. E-cigarette use is only allowed in
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Smoking Policy
Approval Date:
July 9, 2014
Policy No: 3.5 Page 2 of 2
designated smoking areas located outside of the building, at least 20 feet away from
entrances and operable windows.
Enforcement
Employees who fail to comply with this policy will be subject to disciplinary action.
Visitors or members of the public who breach the policy will be asked to move to a
designated smoking area and will be asked to leave the premises if they fail to comply
with this request.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Drug & Alcohol Policy
Original Approval Date:
July 27, 2016
Last Revised:
Policy No: 3.6 Page
1 of 5
East Valley Water District is concerned about employees being impaired for the performance
of duty or under the influence of alcohol, drugs and/or controlled substances at work, and the
use of such substances in the work environment. The District’s position is that any measurable
amount of drugs or alcohol in an employee’s system while on District time is counter-productive
to the goals and vision of the District. The District is also concerned about the possession,
distribution, purchase and/or sale of illegal drugs and controlled substances in the workplace.
These activities may adversely affect work performance, efficiency, safety, and health. In
addition, they constitute a potential risk to the welfare and safety of others, risks of injury to
other persons, property loss or damage, and/or negative image for the District.
The District’s policy is designed to promote a drug-free workplace and to comply with
applicable state, federal and local laws. In recognition of the public service responsibilities
entrusted to District employees, and because drug and alcohol usage can hinder a person’s
ability to perform duties safely and effectively, the following policy has been implemented.
Purpose
The purpose of this policy is to establish the rules and procedures regarding the use of drugs
and/or alcohol as it pertains to employment and the procedures to be used to test for drug
and/or alcohol use (the District maintains a separate Drug & Alcohol Policy for employees with
commercial licenses who are regulated by the Department of Transportation).
The District provides reasonable accommodations as required by law to those employees whose
drug or alcohol problem classifies them as disabled. While the District will be supportive of
those who seek help voluntarily before they test positive, the District will be equally firm in
identifying and disciplining those whose substance abuse, even if enrolled in counseling or
rehabilitation programs, results in performance deficiencies, danger to the health and safety
of others and themselves, and/or violations of federal, state or District laws and/or policies.
Violation of Policy
All persons covered by this Policy should be aware that violations of the Policy may result in
discipline, up to and including termination.
Individuals Covered
This Policy applies to all District employees. The Policy will be included in the Administrative
Policies and Programs Manual and a copy will be distributed to all employees.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Drug & Alcohol Policy
Original Approval Date:
July 27, 2016
Last Revised:
Policy No: 3.6 Page
2 of 5
Confidentiality
Any information about an employee’s use of prescription or non-prescription medication, the
results of any reasonable suspicion drug and/or alcohol testing, and/or an employee’s past or
present participation in rehabilitation or treatment for substance abuse shall be considered
confidential personnel information. The information received in enforcing this Policy shall be
disclosed only as necessary for: disciplinary actions and appeals; interactive process meetings
and reasonable accommodation efforts; or resolving legal issues. Any reports or test results
generated pursuant to this Policy shall be maintained in a confidential file, accessible only by
those authorized to receive the information, and separate and distinct from the employee’s
personnel file.
Restriction on the Use of Alcohol
Employees may not use, be under the influence, or possess alcohol under any of the following
circumstances: while on District property during working hours, while performing their duties
(whether or not on District property), while driving a District vehicle, or at any time when use
of alcohol would impair, to any extent, the employee’s ability to perform his/her duties or to
operate any District equipment.
The only exception to this restriction is for after-hours social events, conferences, and/or
ceremonial events in which an employee may responsibly consume alcohol.
Prohibition Against the Use of Drugs
No employee shall possess, use, sell, transfer, manufacture, purchase or transport drugs or
attempt to do so or report to work with drugs in his or her system. No employee shall possess,
use, sell, transfer, manufacture, purchase or transport prescription drugs, or attempt to do so,
or report to work with prescription drugs in his or her system, unless the prescription drug has
been lawfully prescribed to the employee (if such a prescription alters an employee’s ability to
perform the essential functions of their position, such use must be reported to the appropriate
supervisor).
Criminal Drug Statute Convictions
To fulfill its obligations under the Federal Drug-Free Workplace Act of 1988, the District requires
any employee who is convicted of any criminal drug statute, for a violation occurring in or
outside of the workplace, to provide written notice of the conviction to the Department
Director no later than five (5) days after the conviction. The District is also required, and will
fulfill its obligations to educate employees on the harmful effects of using and abusing drugs
and/or alcohol.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Drug & Alcohol Policy
Original Approval Date:
July 27, 2016
Last Revised:
Policy No: 3.6 Page
3 of 5
Whenever the District has reason to believe that Federal, State or local drug laws are being
violated, the District may refer the matter to the appropriate law enforcement agencies for
investigation and possible criminal prosecution.
Medication Reporting Requirements
Employees shall, in the case of prescription drugs, ask the prescribing physician and/or in the
case of medication available over-the counter, to review product packaging, to determine
whether the use of a prescription drug or over-the counter medication may impair his/her
ability to perform his/her normal job duties or to safely operate District equipment. Any
employee taking any over-the counter medication or prescription marked “do not drive,” “do
not operate heavy equipment” or similarly labeled, shall inform the appropriate supervisor of
the use of the medication or drug prior to reporting for duty.
In the case of prescription drugs, the supervisor shall determine whether the employee may
work, full duty or light duty, based on the written opinion of the employee’s medical provider
that the use of the medication may impair the employee’s ability to perform specific duties.
The District reserves the right to send the employee to the District’s industrial clinic for further
review and opinion if deemed necessary for clarification. Notices or communications required
by this section shall be confidential and disclosed only to the supervisor and the other
employees specifically authorized to receive information pursuant to this Policy.
Indications for Alcohol and Drug Testing
Employees - The District may require an employee to submit to a drug and/or alcohol screen
test under the following circumstances:
1. Pre-Employment.
2. When a supervisor has reasonable suspicion to believe, based upon specific and
documented facts and observations that the employee may be under the influence of
drugs and/or alcohol.
3. When a supervisor has reasonable suspicion to believe, based upon specific and
documented facts and observations that the employee either possesses, uses, sells,
transfers, manufactures, purchases or illegally transports alcohol, drugs, and/or drug
related paraphernalia or attempts to do so.
4. Follow-up testing for employees who have returned to work following a positive test and
their participation in a drug and/or alcohol rehabilitation program.
5. When an on duty employee is contacted by a police officer who has reasonable suspicion
to believe the employee is under the influence of alcohol or drugs or employee has been
involved in an on-duty vehicle related incident and the officer suspects the employee is
under the influence of drugs and/or alcohol.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Drug & Alcohol Policy
Original Approval Date:
July 27, 2016
Last Revised:
Policy No: 3.6 Page
4 of 5
Positive Test or Refusal to Test- Employees who refuse to take a test after direction to do so,
or who test positive, will be subject to discipline up to and including termination. A refusal to
test is defined as any of the following:
1. Not providing the District a written consent to take the test
2. The employee does not supply enough quantity of laboratory required sample for alcohol
or drug testing without sufficient or valid medical explanation
3. Tampering with a specimen or collection process
4. Tardiness to reporting Collection Site after time allocated for applicant or employee to
report without valid explanation
Drug and Alcohol Testing
A. Administration
1. The Human Resources Manager or an assigned designee will be responsible for
overseeing implementation of this Policy and the testing procedures. The Human
Resources Manager will be responsible for reviewing all disciplinary actions resulting
from violations of this Policy to ensure that the action proposed or taken is consistent
with the District’s Policy.
2. Responsibilities
a. Communicate directly with a licensed physician regarding any drug and/or
alcohol tests
b. Oversee testing programs
c. Provide training to supervisors and employees
B. Procedures
1. Mandatory Reporting - Any employee who has reason to believe that another
employee may be in violation of this Policy shall immediately notify his or her
immediate supervisor. The supervisor should take whatever immediate action is
deemed prudent to ensure the safety of the public and employees. Should the
supervisor have reasonable suspicion to believe, based upon specific and
documented facts and observations, that the employee may be under the influence
of drugs and/or alcohol, the employee should be immediately removed from the
workplace and placed upon administrative leave with pay until such time as testing
results confirm or refute the presence of drugs and/or alcohol. The supervisor shall
use the Reasonable Suspicion Evaluation Form to assist in making this determination.
2. Collection, Integrity and Identification-
a. After the employee has been advised about the reason for the test by the
Human Resources Manager or assigned designee, the employee will be
properly identified and the collection site personnel will explain the
mechanics of the collection process.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Drug & Alcohol Policy
Original Approval Date:
July 27, 2016
Last Revised:
Policy No: 3.6 Page
5 of 5
b. Procedures for urine collection will allow for individual privacy unless there
is reason to believe the individual may alter or substitute the specimen to be
provided. Samples will be tested for temperature and subject to other
validation procedures as appropriate.
3. Chain of Custody
a. Procedures for the storage and transportation of test specimens shall
conform to the Mandatory Guidelines for Federal Workplace Drug Testing
Programs established by the Department of Health and Human Services as
amended from time to time.
b. The test laboratory shall maintain custody of the specimens.
4. Testing Methods
a. All non-DOT tests will be screened using a technique deemed appropriate by
the collection site. The District will test for cannabinoids (marijuana),
cocaine, amphetamines, opiates, barbiturates, benzodiazepines, and
phencyclidine (PCP) as well as alcohol.
5. Notification
a. Any employee who tests positive will be notified by the licensed physician or
the Human Resources Manager.
Rehabilitation
A. Voluntary Disclosure - Any employee with a drug and/or alcohol problem may voluntarily
disclose, prior to a positive test, the problem to the Department Head or Human
Resources Manager, who shall refer the employee to the Employee Assistance Program
(EAP). An employee requesting this assistance may, at the District’s discretion, be given
work restrictions or be placed on leave while receiving treatment and until the
employee is drug and/or alcohol free. An employee’s voluntary disclosure of a substance
or alcohol abuse problem will not terminate any investigation, criminal or
administrative, initiated prior to the disclosure. Each employee is responsible for
seeking assistance before the employee’s drug and/or alcohol problem leads to violation
of this policy, or before the employee is asked submit to a reasonable suspicion drug
and/or alcohol test.
B. Leave Time - Employees must use available sick accrual, vacation accrual, floating
holiday or request personal leave of absence without pay if time off from work is
necessary for any treatment or rehabilitation program. The costs of long-term
rehabilitation or treatment services, whether or not covered by the employee’s medical
plan, are the ultimate responsibility of the employee.
The Human Resources Department is responsible for policy interpretation, administration and
enforcement, and will ensure signed policy acknowledgement will be received by all employees.
East Valley Water District Employee Acknowledgment
I acknowledge that I have received and reviewed the Drug and Alcohol Policy.
Employee Name (Print) __________________________Date _____________________
Signature_______________________________________________________________
Drug and Alcohol Policy
Reasonable Suspicion Evaluation Form
Employee Name: ___________________________________________________________
Observation Date and Time: _________________________________________________
Location of Employee: ______________________________________________________
Location of Supervisor: ______________________________________________________
Others present during activities or observations: ________________________________
Incident observed which give cause for reasonable suspicion:
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
Factors that may be considered in combination with those listed in 1-6 below include:
takes needless risks, accident(s), disregard for safety of others, unusual/distinct
pattern of absenteeism/tardiness, and increased high/low periods of productivity,
lapses of concentration or judgment.
1. Presence of alcohol, alcohol container, drugs, and/or drug paraphernalia
(specify)
__________________________________________________________________
2. Appearance:
__Flushed
__Bloodshot/glassy eyes
__Dilated/constricted pupils
__Dry-mouth symptoms
__Puncture marks
__Tremors
__Runny nose/sores
__Inappropriate wearing of
sunglasses
__Disheveled
__Profuse sweating
__Smell of alcohol
__Other:
3. Behavior/Speech:
__Incoherent
__Confused
__Agitated
__Slurred
__Slowed
__Sleeping on the job
__Unconscious
__Hostile/confrontation
__Other:
4.Awareness:
__Confused
__Lethargic
__Lack of coordination
__Mood swings
__Paranoid
__Euphoric
__Disoriented
5.Motor Skills/Balance:
__Unsteady
__Staggering
__Swaying
__Stumbling
__Falling
__Reaching for support
__Arms raised for balance
__Other:
6.Other observed actions or behaviors:
____________________________________________________________________
____________________________________________________________________
Supervisors Comments:
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
Supervisor’s Name: _______________________________________ Date: ___________
Witness Name: ___________________________________________ Date: ___________
Signature: _______________________________________________ Date: ___________
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Senior and Executive Management
Cellular Telephone Policy
Approval Date:
May 1, 2013
Last Revised:
December 9, 2020
Policy No:
4.1
Page 1 of 2
Purpose
East Valley Water District recognizes a need for all Senior and Executive Management to
be accessible at all times . To meet that need, employees holding such positions will be
given the option of a District owned cell phone or a cell phone allowance. East Valley
Water District requires that employees adhere to the guidelines set forth in this policy.
Policy
The following employees are eligible to receive the option of a cell phone or cell phone
allowance:
• General Manager
• Executive and Senior Management
Eligible employees must identify which option they select and submit to Human
Resources. Human Resources will ma intain this form on record in the employee’s
personnel file.
Option 1: District Owned Cell Phone
• When this option is elected, the employee may use the device for both business
and personal matters. The cell phone is considered District property and the
District will pay for the entire cost of the device and data usage. This option is
limited to a standard data plan and business related purchases. Non -business
related purchases such as applications, music, games, etc. are excluded. It is the
responsibility of the employee to reimburse the District for non -business related
purchases.
Option 2: Cell Phone Allowance
• When this option is elected, employees are responsible for purchasing and
maintaining their own cell phones. A monthly allowance of $100 will be provided
to the employee to cover the business use cost of the phone bill and data usage.
The phone remains the property of the employee and the employee is responsible
for paying the bill.
a) Employees electing this option will be provided a bi -annual reimbursement
of $600 to supplement the cost of replacing a lost or damaged phone or for
the purchase of an upgraded phone.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Senior and Executive Management
Cellular Telephone Policy
Approval Date:
May 1, 2013
Last Revised:
December 9, 2020
Policy No:
4.1
Page 2 of 2
Formal Declaration of Option
Each employee will be required to formally declare which option they are electing by
completing the “Cellular Telephone Declaration Form.” This form will also be utilized
for employees with the Option 2 election to submit for their $200 bi-annual phone
replacement/upgrade. Forms will be maintained in the employee’s Personnel File.
Driving
Vehicle Code Section 23123: Hand Held Wireless Telephone Prohibited Use
V C 23123 (a) states the following: A person shall not drive a motor vehicle while
using a wireless telephone unless that telephone is specifically designed and
configured to allow hands-free listening and talking, and is used in that manner
while driving.
East Valley Water District employees are expected to adhere to all laws regarding cell
phone use while driving. To comply with V C 23123, East Valley Water District
employees are required to use a hands-free device at all times while talking on their
cell phones and driving.
Revised: December 9, 2020
In accordance with the Senior and Executive Management Cellular Telephone
Policy, an employee wishing to receive a District owned cellular phone or a phone
allowance shall complete and submit this form to Human Resources.
Section I: General Information
Employee Name Position Date
I elect the following option:
□1. District Owned Cell Phone □2. Cell Phone Allowance □Bi-Annual Replacement or
Upgrade
Section II: Option Details
Options Description Allowance
1 District owned cell phone is designated for both personal and business
use
N/A
2 Employee is responsible for the purchase and maintenance of cell
phone
$100
2 (a) Bi-Annual cell phone replacement or upgrade $600
Section III: Cellular Plan Information
Service Provider
Cellular Number
I, _____________________________________________, hereby agree to the terms and conditions set forth
in the Senior and Executive Management Cellular Telephone Policy. I understand that I am to
comply with all terms and conditions of the policy. Should I neglect to abide by all terms of this
policy I understand that all privileges may be revoked at any time.
Employee Signature Date
Human Resources Manager Signature Date
CELLULAR TELEPHONE
DECLARATION FORM
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Paid Sick Leave Policy
Approval Date:
April 8, 2015
Policy No: 4.2 Page 1 of 5
Purpose
The purpose of this policy is to comply with the Healthy Workplaces, Healthy Families Act
of 2014 (Assembly Bill 1522 or AB 1522), which requires paid sick leave for employees of
the District, and to establish procedures for paid sick leave use in accordance with the
District’s legal obligations under AB 1522. The District reserves the right to modify this
policy to the extent the legal obligations under AB 1522 are further clarified by the
Legislature, a Court, or other regulatory body.
Policy
Paid Sick leave is provided by the District to promote the health and welfare of
employees. Sick leave is not an earned right to time off from work. Sick leave permits
the employee to be absent from duty without the loss of pay under certain conditions.
The first 24 hours or 3 days of paid sick leave, whichever is greater, an employee uses
each calendar year will be subject to the requirements of AB 1522. Any paid sick leave
used beyond the first 24 hours or 3 days of AB 1522 paid sick leave will be subject to the
general provisions of this policy.
Eligibility
Sick leave will be granted under one or more of the following conditions:
1.The diagnosis, care, or treatment of an existing health condition or preventative
care for the employee. When notified in advance, sick leave may be used for
medical, dental, or optical examinations or treatments; or
2.The diagnosis, care, or treatment of an existing health condition or preventative
care for the employee’s “family member” for the first 24 hours or 3 days of paid
sick leave used in each year of employment or the employee’s “immediate family
member” for paid sick leave beyond the first 24 hours or 3 days in each year of
employment; or
3.An employee has been exposed to a contagious disease and a physician has
determined that the employee’s presence on the job might endanger fellow
workers or is otherwise under quarantine for a contagious disease; or
4.For the first 24 hours or 3 days of paid sick leave used in each year of
employment, an employee who is a victim of domestic violence, sexual assault, or
stalking may use accrued paid sick leave to obtain any relief or services related to
being such a victim, including, but not limited to:
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Paid Sick Leave Policy
Approval Date:
April 8, 2015
Policy No: 4.2 Page 2 of 5
a)A temporary restraining order or restraining order.
b)Other injunctive relief to help ensure the health, safety or welfare of
themselves or their children.
c)To seek medical attention for injuries caused by domestic violence,
sexual assault, or stalking.
d)To obtain services from a domestic violence shelter, program, or rape
crisis center as a result of domestic violence, sexual assault, or stalking.
e)To obtain psychological counseling related to an experience of domestic
violence, sexual assault, or stalking.
f)To participate in safety planning and take other actions to increase
safety from future domestic violence, sexual assault, or stalking,
including temporary or permanent relocation.
Definitions
1.Family Member (AB 1522 definition): means (1) biological, adoptive, or foster
child, stepchild, legal ward, or a child to whom the employee stands in loco
parentis, regardless of age or dependency status; (2) biological, adoptive, or
foster parent, stepparent, or legal guardian of an employee or the employee’s
spouse or registered domestic partner, or a person who stood in loco parentis
when the employee was a minor child; (3) spouse, (4) registered domestic partner;
(5) grandparent; (6) grandchild; or (7) sibling.
2.Immediate Family Member (EVWD definition): means husband, wife, registered
domestic partner, mother, father, son, daughter, step relations, ward and when
residing in the employee's home, sister and brother.
3.Day: means calendar day unless otherwise stated.
4.24 hours or 3 days: for each employee, it means the greater amount of 24 hours or
3 work days of paid sick leave.
Use and Accrual
1.Paid sick leave is provided at the employee’s base hourly wage rate.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Paid Sick Leave Policy
Approval Date:
April 8, 2015
Policy No: 4.2 Page 3 of 5
2.Employees in regular positions shall accrue sick leave prorated on the basis of four
(4) hours for each full bi-weekly pay period (i.e., 13 days per year). Earned sick
leave shall be available for use as soon as it is earned and as soon as the employee
is eligible to use it. For employees hired prior to July 1, 2011, earned sick leave
can be carried over year to year, and can be accumulated without limitation. For
employees hired on or after July 1, 2011, earned sick leave can be carried over
year to year, and can be accumulated up to 960 hours.
3.Part-time and other employees who are not in regular positions shall accrue sick
leave at a rate of one hour for every 30 hours worked, beginning at the
commencement of employment, or July 1, 2015 (whichever occurs later), not to
exceed a maximum cap of 48 hours. Employees exempt from overtime under the
Fair Labor Standards Act are deemed to work 40 hours per workweek for purposes
of accruing sick leave. For non-exempt employees, the District will count actual
hours worked. Part-time and other employees who are not in regular positions
shall be entitled to accrue paid sick leave upon completion of thirty (30) days of
employment. Employees shall be entitled to use paid sick leave beginning on the
90th day of employment with the District.
4.If an employee is on sick leave on the day the District observes a holiday, that day
shall not be counted as a day of sick leave.
5.Sick leave benefits may be taken in one-quarter hour increments.
6.If an employee separates from District employment and is re-hired by the District
within one year of the date of separation, previously accrued and unused paid sick
leave hours shall be reinstated.
Notice
For the first 24 hours or 3 days of paid sick leave used in each year of employment, if
the need for paid sick leave is foreseeable, the employee shall provide reasonable
advance notice to his/her department head. If the need for paid sick leave is
unforeseeable, the employee shall provide notice to his/her department head as soon
as practicable.
For any paid sick leave used beyond the first 24 hours or 3 days in each year of
employment, when an employee is unable to perform his/her duties for reasons that
entitle him/her to the use of sick leave, he/she must notify his/her supervisor within
30 minutes of shift time on each day of absence in order to qualify for sick leave with
pay.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Paid Sick Leave Policy
Approval Date:
April 8, 2015
Policy No: 4.2 Page 4 of 5
For any paid sick leave used beyond the first 24 hours or 3 days in each year of
employment, each employee must also submit a leave request to his/her supervisor or
department head for approval.
An employee shall be responsible for informing his or her supervisor of his or her
health status until he or she returns to work.
Certification
A certificate from a health care provider is required for any sick leave absence in
excess of five (5) consecutive working days. The District may require additional
certificates for longer periods of absence, or for repeated absences, as determined at
the discretion of the General Manager.
Improper Use
Improper use of the sick leave privilege is cause for disciplinary action. If it appears
that the sick leave privilege is being abused or the employee is being dishonest about
the reasons for using paid sick leave, the District will conduct an investigation and the
employee may be subject to disciplinary action, up to and including termination.
Additional Provisions
1.When all sick leave is exhausted, an employee may be permitted to use other
accrued leave or an authorized leave of absence without pay upon the approval of
the General Manager.
2. Employees may cash out accrued sick leave as follows:
a) Employees may request reimbursement for up to eighty (80) hours of
accrued sick leave per year provided, however, that (1) a minimum of
156 hours (18 months accrual) is retained after said reimbursement and
(2) a request for reimbursement is submitted in writing no later than
December 1st of each year.
b) Employees who retire from the District may apply all accrued sick leave
balances toward their CalPERS account for retirement credit.
c) Upon retirement, death, or termination, employees with at least ten
(10) years of continuous service with the District (or the estate of an
employee) will be paid for unused sick leave accrued to the date of
termination according to the following formula:
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Paid Sick Leave Policy
Approval Date:
April 8, 2015
Policy No: 4.2 Page 5 of 5
Sick Leave Accrued as of
Date of Termination
Cash Payment % Of Hours
Accrued Sick Leave
480 Hours or Less 40%
481 Hours to 600 Hours 45%
601 Hours to 720 Hours 50%
721 Hours to 840 Hours 55%
841 Hours to 960 Hours 60%
961 Hours to 1,080 Hours 65%
1,081 Hours or More 70%
d) Upon separation from service, other than retirement, an employee will
be entitled to receive an amount computed by multiplying his/her then
daily rate of pay by one-half (1/2) of his/her then accrued sick leave.
Employees who receive a disability retirement due to permanent
incapacity to work shall be entitled to one hundred percent (100%) cash
payment of any unused sick leave balances, computed at their then
current base hourly rate, if they elect an early retirement in lieu of
exhausting such accrued sick leave balances. In the event of death
resulting from occupational injury, cash payment shall be made to the
employee's estate.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Education Assistance Program
Approval Date:
September 11, 2013
Policy No: 5.1 Page 1 of 2
The District maintains an Education Assistance Program and encourages its employees to
continue education directly related to their employment. Eligible employees that desire
to obtain tuition assistance from the District, in accordance with the provisions of the
District’s Education Assistance Program, must satisfy the eligibility requirements and
abide by the following policies and procedures prior to registering for coursework and
prior to receiving reimbursement.
Purpose
East Valley Water District recognizes the benefit that pursuing continuing education
offers. This policy encourages employees of the District to take educational courses or
training programs that will develop and broaden the performance of their job obligations
which will contribute to the overall success of the District. East Valley Water District
seeks to provide financial assistance to those eligible employees that are in pursuit of
professional growth as well as preparing them for future advancement opportunities
within the District.
Policy
The Education Assistance Program is available to employees who have completed their
initial probationary period with the District subject to the conditions below.
Education Assistance shall only be for courses, specialized training, or degree programs
that are “job related” to the employee’s position and/or will promote advancement
within the District.
To qualify for the Education Assistance Program, employees will meet with the General
Manager prior to beginning a new educational program. After meeting with the General
Manager, an Education Assistance Pre-approval Form, along with course description and
estimated cost listing, must be submitted to the employee’s supervisor and/or
department head prior to beginning the course(s).
Once reviewed and approved, the supervisor and/or department head will forward to the
Human Resources Manager for final approval. The employee will receive a copy of all
items submitted after final approval is processed.
The Education Assistance Program will operate on a fiscal year basis (July 1 through June
30) and shall be subject to the availability of funds as determined by the District. The
maximum reimbursement amount shall be $5,000 per fiscal year. Eligible fees include
tuition, on campus parking fees, textbooks, and school medical fees. All other
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Education Assistance Program
Approval Date:
September 11, 2013
Policy No: 5.1 Page 2 of 2
miscellaneous fees are subject to approval by the District. School supplies are not
reimbursable.
All course work must be completed while employed by East Valley Water District with a
passing grade of “C” or equivalent. If the employee either does not receive a “C” or
better or for any other reason does not finish the class, then the course will not be
eligible for reimbursement.
Employees will be reimbursed when proof of successful completion of the course is
submitted to Human Resources including an official grade report and all receipts. Upon
verification of the official grade report and receipts, Human Resources will forward a
Check Request Form authorizing the Accounting Department to process an Education
Reimbursement check. The check will be separate from District biweekly Payroll checks
and will be given directly to the employee.
The District reserves the right to investigate any school and approve or disapprove it for
advancement or reimbursement if such action appears warranted. Courses must be taken
at an accredited education institution, which is defined as any college or university which
has been accredited by a recognized government or professional accrediting body (as
determined by the District). Nontraditional online degree programs will be approved at
the discretion of the General Manager or designee. Additionally, the District reserves the
right to deny any course(s), specialized training, or degree programs determined by the
General Manager or designee to be non-job related.
In accordance with the Education Assistance Program, an employee wishing to enroll in an educational
program beneficial to his/her employment shall complete and submit this form and receive final approval
prior to the first day of class.
I, _____________________________________________, hereby agree to the terms and conditions of the Education
Assistance Policy.
Employee Signature Date
Section I: General Information
Employee Name Position Beginning Date of Class
Department School/College Ending Date of Class
Course of Study:
□ Undergraduate Degree
□ Graduate Degree
□ Individual Course
(not part of a degree program)
Term:
□ Fall
□ Winter
□ Spring
□ Summer
Via Internet:
□ Yes
□ No
Section II: Class Information
Course No. Course Title Units Cost
School Fees
Books
Parking
Other: (please specify)
TOTAL
Please attach separate sheet with course descriptions
Section III: Job Relation
How does the proposed course of study relate to your employment with EVWD?
Section IV: Approvals
Supervisor Signature Date
Human Resources Manager Signature Date
EDUCATION ASSISTANCE
PRE-APPROVAL FORM
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Computer Purchase Program
Approval Date:
July 9, 2014
Policy No: 5.2 Page 1 of 3
Purpose
East Valley Water District recognizes the benefit of personal computers for home use. By
working with a computer away from the office, employees will have the opportunity to
elevate computer literacy and become at ease with technology by means of “hands on”
training, and will be able to enhance District productivity efforts through increased use
of computers in their daily departmental activities.
Policy
It is the policy of the District to assist employees with the purchase of a District approved
computer and related equipment, by offering an interest free repayment plan through
payroll deduction. The Computer Purchase Program (Program) is available to regular,
full-time District employees who have met the eligibility conditions as stated below. Only
the options that are listed on the Loan Application and Order Form (Order Form) are
available for purchase through the Program. Once reviewed and approved, the Human
Resources Department will forward the Order Form to the Information Technology
Department for final approval and order placement. The employee will receive a copy of
all items submitted after final approval is processed. A written agreement is required for
the Program, as it outlines the conditions, payroll deduction arrangements, and the
responsibilities of the participant.
Eligibility
To be eligible for this program, you must meet all of the following conditions:
•Be a regular, full-time District employee
•Have completed the required probationary period
•Have no written disciplinary action within the 12 months preceding the request
•May not have an outstanding EVWD Computer loan
•Agree to comply with the provisions of this Program
Loan Process
1. The Participant must review a copy of the Computer Purchase Program.
2. The Participant must complete the Loan Application and Order Form and select
the options best suited for their needs.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Computer Purchase Program
Approval Date:
July 9, 2014
Policy No: 5.2 Page 2 of 3
3. The Participant must return the completed Loan Application and Order Form to
the Human Resources Department for eligibility determination.
4. Once a Participant is deemed eligible for the program, a loan agreement will be
provided to the Participant for approval and signature. This agreement will affirm
the total loan amount, including any taxes, the length of the loan, and the payroll
deductions that will occur over the loan period.
5. The Order Form will be forwarded to the Information Technology Department for
final approval and order placement; the loan agreement will be forwarded to
Finance to establish payroll deduction.
Restrictions
Each Participant agrees not to sell, trade, or otherwise dispose of the equipment until
the loan has been paid in full. The Participant also agrees that the usage of the
equipment shall be restricted to the Participant’s own usage or that of his/her
immediate family.
The District will not provide any technical advice, software, or hardware support and in
no event shall the Participant look to the District for any claims relating to warranties,
service, or maintenance.
Repayment
Loan payments made by the Participant to the District are made through payroll
deduction on a bi-weekly basis for a term not to exceed 24 months from the date the
agreement was approved. For loans $1,000 or less, the term shall not exceed 12 months.
Should the Participant be on a leave of absence or his/her bi-weekly paycheck is
insufficient to cover the payment stated in the agreement, the Participant is obligated to
make payments directly to the District for the amount that would have otherwise been
deducted from his/her paycheck.
Should employment terminate for any reason prior to the purchase being paid in full, the
total balance due to the District will be deducted from the Participant’s final paycheck.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Computer Purchase Program
Approval Date:
July 9, 2014
Policy No: 5.2 Page 3 of 3
The Participant may pay off the loan at any time during the loan period. The Participant
may do so by presenting cash or a check to the Finance Department, made payable to
East Valley Water District, for the remaining balance.
EAST VALLEY WATER DISTRICT
Computer Purchase Program
Loan Application and Order Form
Page 1 of 3
Name ______________________________
Department _________________________
Title _______________________________ Date of Hire _________________________
I am applying for a District-financed, interest free loan through the District’s Computer
Purchase Program to purchase a home computer and/or related equipment at a discounted
rate, which will be paid back through payroll deduction. I understand that upon approval
of my loan I will be required to sign the Loan Agreement which sets forth the terms and
conditions of the loan.
I would like to order the items checked below:
Selection Desktop Computers Cost
☐
Lenovo ThinkCentre
m93p 10AB w/24”
LED 1920x1080
Core i5, 8GB RAM, 256 GB SSD, HD
Graphics 4600
Monitor: Acer V226HQLAbd
$850/$900
☐
HP Workstation
Z230 w/24” Full HD
1920 x 1080
Xeon E3-1241V3 3.5 GHz - 8 GB
RAM - 1 TB, DVD
Monitor: Acer V226HQLAbd
$1300/$1400
☐
HP SB Workstation
Z230
w/27” 1920 x 1080
Core i7 @ 3.6Ghz, 16 GB RAM,
256Gb SSD, Quad Core, HD
Graphics 4600, Windows 7,
Monitor: ViewSonic VX2703mhLED
$1900/$2000
☐ Apple iMac 27”
Core i5 @ 3.2Ghz, 8 GB RAM, 1 TB
HDD, Wifi,
LED 27” Retina 5K Display
$1899/$2000
Selection Tablets Cost
☐ Samsung Galaxy
Tab S2
9.7",32GB, Wifi, Andriod 5.0, 2048
x 1536, Gold, Black, White
$400/$500
☐ Apple iPad Pro
12.9" Display, 32GB, Wi-Fi, 2732 x
2048, Space Gray, Gold, Silver
$800/$900
EAST VALLEY WATER DISTRICT
Computer Purchase Program
Loan Application and Order Form
Page 2 of 3
☐ Apple iPad Mini 4
7.9-Inch Multi-Touch Retina
Display, 2048 x 153664GB, Wifi,
Space Grey, Gold, Sliver
$500/$600
☐ Microsoft Surface
Pro 4
12.3”, 8 GB RAM, 256 GB SSD,
2736x1824, Windows 10
Keyboard: Surface Pro Type Cover
$1400/$1500
Selection Laptop Computers Cost
☐ HP ProBook 640G1
15.6” – 1366 x 768
Core i5 @ 2.5Ghz, 8GB RAM, 500
GB HHD , DVD, Wifi, Windows 7/8
Pro 64
$900/$1000
☐
Lenovo ThinkPad X1
Carbon 20A7 – 1600
x 900
Ultrabook, Core i5 @ 2.2Ghz, 8 GB
RAM, 256 GB SSD, Windows 7, No
CD/DVD
$1300/$1400
☐ Apple MacBook Air
13.3” – 1440 x 900
Core i5 @ 1.6 Ghz, 4 GB RAM, 256
GB SSD, No CD/DVD, Wifi $1200/$1300
☐ Apple MacBook Pro
13.3” – 2560 x 1600
Core i5 @ 2.6Ghz, 8 GB RAM, 256
GB SSD, No CD/DVD, Wifi $1400/$1500
☐ Apple MacBook Pro
15” – 2880 x 1800
Core i7 @ 2.2Ghz, 16 GB RAM, 256
GB SSD, No CD/DVD, Wifi $1900/$2300
Employee Selection/List Deviation
Selection Product Description Cost
☐
☐
EAST VALLEY WATER DISTRICT
Computer Purchase Program
Loan Application and Order Form
Page 3 of 3
Total Loan Amount: $
____________________________________________ __________________
Participant Signature
Date
____________________________________________ __________________
Human Resources Department
Date
____________________________________________ __________________
Information Technology Department Date
Reason if not approved: _________________________________________________________
RETURN TO THE HUMAN RESOURCES DEPARTMENT
EAST VALLEY WATER DISTRICT
Computer Purchase Program
Loan Agreement Form
Page 1 of 2
Name ____________________________
Department ________________________
Title _____________________________ Date of Hire ________________________
The above named employee of East Valley Water District has been provided a copy of the
EVWD Computer Purchase Program, and hereby elects to purchase a personal computer
and certain related equipment and participate in the financing arrangement offered
under the Program, and further agrees to and accepts the following terms and
conditions.
1. The total price of computer and/or related equipment to be purchased is
$__________ as identified on the attached Order Form.
2. The District agrees to make an interest free loan to the Participant in the amount
of $__________ for a term not to exceed 24 months from the date this agreement
has been approved. For loans $1,000 or less, the term may not exceed 12 months.
3. The Participant authorizes the District to deduct $_________ from each bi-weekly
paycheck of the Participant beginning __________ until the full amount identified
in Subsection 2 above has been paid. If for any reason, the Participant does not
receive a bi-weekly paycheck or his/her bi-weekly paycheck is insufficient to cover
the payment required pursuant to this agreement, the Participant is obligated to
make payments directly to the District for the amount that would have otherwise
been deducted from his/her paycheck. Participant may elect to pay the balance at
any time prior to the last payroll deduction.
4. Participant agrees not to sell, trade, or otherwise dispose of the Equipment until
the loan has been paid in full. Violation of these provisions will require Participant
to immediately pay to the District any remaining amount due on the loan.
5. Upon termination of employment, for any reason, the remaining amount to be paid
to the District under this Agreement shall immediately become due and payable.
EAST VALLEY WATER DISTRICT
Computer Purchase Program
Loan Agreement Form
Page 2 of 2
6. Participant hereby authorizes the District to withhold from his/her final pay,
including sick leave and vacation payoff, any amount remaining under this
Agreement. If the remaining amount due to the District exceeds the total final pay
amount, the additional amount due shall be paid to the District in a lump sum
payment by the Participant no later than the Participant’s last working day.
7. The District will not provide any technical advice, software, or hardware support
and in no event shall the Participant look to the District for any claims relating to
warranties, service, or maintenance.
8. This Agreement may be changed only by a written document signed by the District
and the Participant.
9. Participant agrees to comply with all conditions included in the Computer
Purchase Program, which is incorporated herein as if fully set forth and that is in
effect as of the date this Agreement is signed.
10. This Agreement supersedes any and all written or oral agreements, proposals, and
communications regarding the Computer Purchase Program.
11. In the event any action is brought the District to enforce the provisions of this
Agreement, the District shall be entitled to reasonable attorney’s fees and costs,
in addition to any other relief to which it may be entitled.
Agreed to in Full:
_______________________________________ _____________________
Participant Signature
Date
_______________________________________
Print Name
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Performance Evaluation
Approval Date:
February 10, 2016
Policy No: 5.3 Page 1 of 3
Purpose
The purpose of this policy is to motivate employees to work at their highest level by
outlining work responsibilities, jointly establishing goals and objectives, reviewing
progress, and subsequently planning for future development, and to provide a basis for
rewarding employees according to their achievement.
Policy
It is the policy of East Valley Water District to regularly evaluate employees regarding
general performance standards and specific aspects of their jobs.
Human Resources will recommend and provide the forms for this purpose as well as
monitor and amend these procedures to ensure that the system is fair and equitable to
employees and that it provides reliable information regarding job performance.
When an employee begins work with the District, his/her supervisor will discuss the
responsibilities and expectations of the position. Employees will be evaluated on an
annual basis unless stated otherwise in the following schedule.
Schedule for Evaluation
A. Each probationary employee or regular employee on a probationary status shall be
evaluated prior to completion of the first six months of employment, upon completion
of the nine month probationary period, and upon the completion of any extended
probationary period.
B. An annual Performance Evaluation Report shall be prepared for those employees who
have achieved regular status. The report shall be prepared and discussed with the
employee within a thirty (30) day period preceding the employee’s anniversary date
of regular status.
C. A Performance Evaluation Report will be required whenever a pay increase is
recommended. Special reports may be initiated to recognize and document
exceptional performance or to document a warning to the employee that, if
performance does not improve, disciplinary action could be initiated.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Performance Evaluation
Approval Date:
September 11, 2013
Policy No: 5.3 Page 2 of 3
Authority to Evaluate
The employee’s immediate supervisor, division manager, and/or department head shall
have the authority to evaluate. Such authority may be delegated to a supervisor who is
most familiar with the work of an employee in the absence of their immediate
supervisor.
Performance Evaluation Procedure
1. The supervisor, division manager, and/or department head (evaluator) will
prepare the appropriate Performance Evaluation Report.
2. The report will be forwarded to the department head for review and
comment. Upon completion of review and comment, the department head
will forward back to the evaluator for review.
3. The report will then be forwarded to Human Resources for final review.
Human Resources will contact the evaluator and department head to discuss
any suggested changes. Once complete, Human Resources will save the final
electronic copy and route for appropriate signatures prior to employee
review. The finalized signed report will be forwarded back to the evaluator
to prepare for the employee meeting.
4. The employee will be given the opportunity to review the report prior to
meeting with the evaluator.
5. The evaluator will conduct the evaluation meeting in a private, comfortable
location and will ensure enough time is allotted for discussion.
6. At the conclusion of the evaluation meeting, the employee will add
comments as desired and sign on the designated signature line.
7. The completed evaluation will be forwarded to Human Resources for
logging, preparing of the Personnel Action Form (when appropriate),
distribution of copies, and filing into the Personnel File.
Employee’s Signature
The employee’s signature is an acknowledgment that the evaluation meeting was
conducted. The signature does not necessarily mean that the employee agrees with the
evaluation content. The employee may enter remarks/comments in the space provided
or attach a separate written response specific to the evaluation.
Effects of Evaluation Criteria Not Meeting Expectations
In the event that an employee does not meet performance expectations on a specific
criterion or on the overall evaluation, a Performance Improvement Plan (PIP) will be
prepared and discussed with the employee.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Performance Evaluation
Approval Date:
September 11, 2013
Policy No: 5.3 Page 3 of 3
Details of the Performance Improvement Plan (PIP)
A. The Performance Improvement Plan (PIP) documents a plan for required performance
improvement and is used as a tool to monitor and measure below standard job
performance in an effort to assist the employee in improving their job performance.
The plan will consist of the following:
1. Listing of the evaluated performance criteria and the insufficiency identified
2. Expected outcome from the PIP
3. Action plan and goals (must be specific and measureable)
4. Timeline for improvement (Set follow-up review meeting for 30/60/90 days)
B. During the follow-up review, the employee will be made aware of progress achieved
towards the required improvement as described in the PIP. If the employee has not
achieved the required improvement, the supervisor, division manager, and/or
department head will discuss and document the identified continued deficiencies. If
necessary, disciplinary action may be initiated at this time, up to and including
termination.
Distribution of the Evaluation Report
One copy of the completed Performance Evaluation Report will be forwarded to the
employee, one copy will be forwarded to the supervisor, division manager, or
department head and Human Resources will retain the original report in the employee’s
Personnel File.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Employee Recognition Policy
Approval Date:
October 24, 2015
Policy No: 5.4 Page 1 of 3
Purpose
East Valley Water District recognizes that employees are a valuable asset to the
organization, and that it is important for the vitality and spirit of the organization to
encourage and highlight employees who consistently demonstrate a commitment to
excellence and dedication to providing quality service for our residents. Therefore, this
employee recognition program is created to support the District’s strategic goals and
objectives, and will be conducted in accordance with the following guidelines.
The District has many exceptional employees who routinely demonstrate commitment to
their own continued professional development, respect for their fellow employees,
conscientious and professional performance of their duties, dedication to the
achievement of the organizational goals of the district, and serve as a positive
representative of the District.
Responsibility
The following employees are eligible to receive an award and submit nominations:
•All regular, full-time, non-probationary employees.
The following groups of employees are not eligible to receive awards, however, may
nominate eligible employees for awards:
•The General Manager and Board of Directors
•Executive and Senior Management
•Probationary Employees
•Temporary Employees
•Five previous “Employees of the Year.”
All Eligible District employees may nominate any other employee for an award. Human
Resources will distribute nomination forms. Nominations shall be submitted with any
supporting documentation to Human Resources. Human Resources will keep all
nominations sealed and confidential until the nominating committee is able to convene.
Human resources will verify that each submittal is an employee in good standing with a
“meets standard” performance review and no pending discipline issued within the year.
The nominating committee will consist of the prior three years’ Employees of the Year
and department heads. The Nomination Committee will evaluate and select the
“Employee of the Year” and present their nomination to the General Manager. Upon
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Employee Recognition Policy
Approval Date:
Policy No: 5.4 Page 2 of 3
receiving the approval of the Manager, the Recognition Committee will coordinate the
purchase of the plaque and awards.
Nominee(s) will have made significant contributions to the work environment by:
• Demonstrating high ethical standards in job performance.
• Working as an exemplary team member.
• Providing excellent public image / customer service.
• Demonstrating consistently good attendance.
• Acting above and beyond the required job functions for East Valley Water District.
• Nominee(s) may have initiated change which resulted in greater efficiency or cost
savings in District functions.
Awards & Recognition:
• New Hires
o All new full time, regular employees will be introduced to the Board of
Directors at a board meeting following their hire date.
• Recognition for the Employee of the Year
o Employee of the Year plaque to be presented at the annual awards banquet
o Letter from the Board acknowledging this recognition
o Picture of the Employee of the Year to be placed in the District’s offices.
o $100 cash award
o Photo and accompanying article on the Districts web page
o Service Awards
• Service Awards
o Employees completing five year increments of service will receive a service
pin at the annual awards banquet.
Employee Recognition Committee (committee name is subject to change):
• Responsible for planning employee events, including securing event location,
creating the menu, decorations, distributing invitations and receiving RSVP’s.
• Develops event budget, markets tickets, administers event finances, and raises
additional funds.
• Develops event program and coordinates to encourage participation.
• Serves as a supportive function for employees by provide greeting cards, gifts
and/or plants to employees who have recently celebrated a birth, wedding,
retirement, or are grieving a death in the family.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Employee Recognition Policy
Approval Date:
Policy No: 5.4 Page 3 of 3
• Develops financial record keeping pursuant to the Chief Financial Officer’s
direction.
• It is important that the committee is representative of the organization. Each
member will serve on the committee for at least one year with staggered terms so
that at least half of the committee will be comprised of returning members.
• Event guests include all District employees or guests designated by the General
Manager and Board of Directors. Each employee and Director is invited to bring
one guest to the annual awards banquet.
• Contract employees and consultants will be invited to participate at a price that
reflects the true cost of the event without contribution of district funds or funds
raised throughout the year.
• Organize and facilitate charitable activities on behalf of District employees.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Cash Drawer and Payment Handling
Approval Date:
April 8, 2015
Policy No: 5.5 Page 1 of 4
Purpose
The purpose of this policy is to define and outline the process for handling, receiving,
and reconciling payments and cash drawers.
Policy
Cash drawer variances (shortages and overages) should not occur with any more than a
$25.00 total variance in a fiscal quarter period. This level of accuracy is extended to
include processing credit card payments and checks at the Customer Service counter.
Cash Drawer Maintenance
The Customer Service Division is responsible for the maintenance of cash drawers as
follows:
1.Each Customer Service Representative will be assigned a cash drawer. The
Customer Service Representative is responsible for the contents, security
and keys for the cash drawer.
2.Each drawer when activated will contain $150.00.
3.The coin and cash should be arranged in the consistent manner. Separate
compartments shall be used for varying currency denominations (using
standard bank practice of locating smaller denominations to the far right
and larger denominations to the left helps prevent accidental distribution of
incorrect denominations; $20, $10, $5, $1).
4.Customer Service Representatives shall maintain adequate change in their
drawers. When necessary, change requests are to be made through the
Finance Department no later than 10:00 a.m.
Daily Operations
1.Each cash drawer will be reconciled at the end of the business day, with an
exception of Friday. Friday’s batches will be reconciled Monday morning.
Each Customer Service Representative will start a new batch each morning.
2.If a Customer Service Representative is not present, a supervisor will cash
out the drawer.
3.Each Customer Service Representative is responsible for the contents of
their assigned drawer. Cash drawers are never to remain unlocked when
the cashier is not present.
4.The amount of the cash in the drawer should balance the Balance Check
Listing from the system at all times. Customer Service Representatives will
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Cash Drawer and Payment Handling
Approval Date: Policy No: 5.5 Page 2 of 4
reconcile their receipts by using the End of Day Journal Register. Random
checks of cash drawers may be made at any time by a supervisor.
5.The Manager or Supervisor will verify the drawer content and reconcile the
daily receipts.
Procedure for Processing Forms of Payment
Cash
1.Recount in front of the customer to verify amount received or when giving
the customer change.
2.Leave the money in the customer’s view, but out of the reach of the
customer.
3.Counterfeit Money – check for watermarks, security thread, color shifting
ink, and by the feel of the paper. Use the money marker for all large bills.
If in doubt, call a supervisor to inspect the money (never leave your station
with money that you may think is counterfeit).
Check
1.Review all checks received to ensure accuracy:
a.Check is payable to East Valley Water District
b.Numeric value and hand written amounts match
c.Valid date
d.Valid signature
e.Customer account number
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Cash Drawer and Payment Handling
Approval Date: Policy No: 5.5 Page 3 of 4
2.The receipt must be issued for the amount that is hand written on the
check received.
3.No change may be given back from checks.
4.The District does not cash checks for customers.
Credit Card
1.The District accepts Visa, MasterCard, or American Express cards only.
2.Be sure to check the identification of the person paying with the credit card
to confirm that they match.
3.Be sure to check the expiration date.
4.Have the customer sign the credit card receipt.
5.No cash back may be given back from credit cards.
By Phone Using Credit Card
1.The District accepts Visa, MasterCard, or American Express cards only.
2.Manually enter credit card number, expiration date, and the zip code for
the card.
3.Be sure to request the credit verification code on the back of the credit
card.
4.Provide authorization or confirmation number to the customer.
5.The customer’s account number will be written on the credit card receipt.
Handling Receipts
1.Customers must be given a copy of their receipt for every transaction.
2.In the case of a system failure, hand written receipts will be issued. Each
receipt should include date, name, account number, total paid, and type of
payment. Once payments can be entered, the receipt will be stapled to the
copy from the receipt book. All receipts will be turned in for reconciliation
of cash drawer.
Reconciliation of Cash Drawers
Customer Service Representatives will reconcile their drawers daily. Variances will be
adjusted at that time.
Final Reconciliation of Cash Drawers/Preparation of Bank Deposit
1.The Manager or Supervisor will verify cash, checks, and credit cards by using
the End of Day Journal Register from each Customer Service Representative.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Cash Drawer and Payment Handling
Approval Date: Policy No: 5.5 Page 4 of 4
2.The cash drawer should balance with the End of Day Journal Register minus
the beginning cash balance of $150.
3.In the event of a discrepancy, the cashier will be required to reconcile the
following procedure:
a.Compare each check and credit from the End of Day Journal
Register and ensure correct amount is entered.
b.If entered incorrectly, the change will be made by a supervisor
and a new End of Day Journal Register will be printed.
c.Verify that credit card transactions are settled. Ensure total
settlement amount matches the End of Day Journal Register.
d.Recount cash.
4.Once reconciled, if necessary the Cash Overage/Shortage form is to be
completed and submitted to the manager or supervisor.
5.The Customer Service Supervisor will submit final cash variances to the
Finance Department quarterly.
6.The bank deposit slip must be completed and placed in a deposit bag to
enclose cash, checks, and original deposit slip.
7.One copy (yellow) of the deposit slip will be provided for the Finance
Department. Two copies (pink and white) will be filed with the money that
goes in the deposit bag. Money from the Kiosk will have a separate deposit
slip.
8.Attach all credit card settlement receipts to the yellow deposit slip.
9.File all receipts, End of Day Journal Registers, and yellow copy of deposit
slip in the manila envelope.
10. Add all totals on the manila envelope.
11. Post the batches.
12. Deposit of checks will be processed electronically on site.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Cross-Training Program
Approval Date:
February 10, 2016
Policy No: 5.6 Page 1 of 3
Purpose
The purpose of this policy is to establish an interdepartmental training program to
expand employees’ knowledge and skill base throughout the District. Offering employees
the opportunity to experience training in different departments will enhance District
productivity efforts and support the District’s succession plan when the need to fill
future vacancies arises.
Policy
Cross-training is available to employees who have a desire to increase or elevate their
level of expertise, prepare for promotional opportunities, or obtain a higher level
certification. Employee eligibility is contingent upon the needs of the District and the
departments involved. In order for the cross-training to occur, both supervisors of each
department must agree the training is valuable and will not only benefit the employee
but also the District.
Supervisors will set and agree on a term for the cross-training to take place. Cross-
training should not create an undue burden on any department, however, shall allow for
employees to gain experience that can be beneficial to both departments. Employees
assigned to a training department will report to the appropriate training supervisor
delegated when the cross-training begins.
Policy Objectives
A. Provide opportunities for employees to expand knowledge and skills for mutual
benefit.
B. Allow for an exchange of knowledge between employees to leverage our ability to
respond to growing business needs.
C. Create an atmosphere of sharing and learning that will promote leadership
experience for employees who participate in the program.
D. Support the District’s Succession Plan.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Cross-Training Program
Approval Date:
February 10, 2016
Policy No: 5.6 Page 2 of 3
Eligibility
To be eligible for this program, employees must meet all of the following conditions:
Be a regular, full-time District employee.
Have completed the required probationary period.
Have no written disciplinary action within the 12 months preceding the
request.
Show interest and/or gain education/certification in the department in which
the cross-training will occur.
Complete proper documentation requesting cross-training.
Agree to comply with the provisions of this program.
Restrictions
The employee’s immediate supervisor, division manager, and/or department head shall
have the authority to end the cross-training opportunity if the employee is needed in
his/her original department or area of responsibility. Employees will not receive a pay
increase for participating in this program.
Authority to Evaluate
Employees who participate in this program will be evaluated on their overall job
performance at the completion. The cross-training review will consist of feedback from
the cross-training supervisor (if applicable), and input from those who participated in the
employee’s training. The employee is not eligible for any step increase or promotion at
this evaluation. The cross-training evaluation will be included in the employee’s annual
performance review to allow the supervisor to evaluate the employee’s growth and
recommend any additional training that may be desired. The immediate supervisor may
use information provided in the cross-training review to evaluate the employee’s
readiness for promotional opportunities that may occur in the future. Evaluation
authority may be delegated to a supervisor who is most familiar with the work of an
employee in the absence of their immediate supervisor.
Employee Commitment
Employees should recognize that the Cross-Training Program is a privilege. All employees
who participate in the program should do so with the intent of professional development
or adding to their current skill set. The employee who desires to participate in cross-
training agrees to make every effort to be consistent with their attendance during the
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Cross-Training Program
Approval Date:
February 10, 2016
Policy No: 5.6 Page 3 of 3
duration of the program and will limit their time off to allow for the training to be
completed in the time frame set by the supervisors for each department. In the event
the employee needs to take time off that is unexpected, the supervisors will discuss
whether or not the employee should continue with the cross-training when they return, if
the term should be extended, or if the employee should return to their assigned position.
The employee reserves the right to discuss any issues or concerns regarding the cross-
training with their immediate supervisor. If the immediate supervisor and employee find
that it would be more beneficial to terminate the program, the immediate supervisor will
notify Human Resources and the supervisor over the department in which they are cross-
training. The employee further reserves the right to consult with Human Resources
regarding any concerns throughout the program.
Copy: Human Resources
Trainee
In accordance with the Cross-Training Program, the employee will be evaluated on their job performance by the training
supervisor.
Section I: General Information
Employee Name Position/Job title Date
Training Position: Current Department:
Training Department: Training Supervisor:
Section II: Evaluation
Were the expected skills, knowledge, and abilities acquired by the trainee?
Yes No
Cross-Training Supervisor Comments:
Trainee Comments:
Section III: Signatures
Trainee Signature: Cross-Training Supervisor Signature:
Date:Date:
Immediate Supervisor Signature: Human Resources Signature:
Date:Date:
Cross-Training
Employee Evaluation Form
Section I: General Information
Employee Name Position/ Job title Today’s date
Current Department Department Requested for Cross-training
Proposed Start Date Proposed End Date
Section II: Education Information
Please list any courses/education/certificates/ you may have
that are relevant for cross-training
(If needed, additional classes or transcripts may be attached on a separate sheet)
Name of
Class/Certification
Date
Completed School/Agency Units (if
applicable)
Expiration
(if any)
Section III: Job Relation
How will participation in this program benefit you and support the District’s vision, core values
and/or succession planning efforts?
Section IV: Employee Agreement
I, __________________________________________, hereby agree to the terms and conditions of the Cross-Training
Program.
Employee’s Signature
Date
Section V: Approvals
Immediate Supervisor Date
Cross-Training Department Supervisor
Date
Department Head (current department) Date
Human Resources Date
CROSS-TRAINING
REQUEST FORM
In accordance with the Cross-Training Program, an employee wishing to participate
must submit this form for approval.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Employee Mentoring Program
Approval Date:
February 10, 2016
Policy No: 5.7 Page 1 of 5
Purpose
East Valley Water District values every employee and is committed to their
professional and personal development. As such, the District’s Employee Mentoring
Program (Program) is designed to establish a career-focused course that will allow for
the transferring and sharing of professional knowledge, skills and experience between
two employees. In addition to identifying leaders and building leadership capacity,
the program aims to increase employee satisfaction and retention within the District.
Employee Mentoring Program Overview
The District’s Mentoring Program creates a trusting professional relationship between
two existing employees. The partnership results in a mutually rewarding relationship
offering career growth, experience and development.
The Program is designed to:
• Provide employees with growth and developmental opportunities.
• Institutionalize mentoring and support the District’s values.
• Address employees’ desire to engage in mentoring relationships.
• Identify leaders and potential leaders.
• Build leadership capacity.
• Provide training and resources.
• Establish a support and recognition network for those seeking growth and
professional development opportunities.
The following outlines an overview of the Mentoring Program:
• The Program is open to employees who have completed their initial
probationary period and have received no formal disciplinary action within the
last year.
• The program is voluntary; participants are required to submit an application for
consideration.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Employee Mentoring Program
Approval Date:
February 10, 2016
Policy No: 5.7 Page 2 of 5
• Once an application is submitted, applicants will be put on an eligibility list
which will be maintained and updated by the Program Coordinator.
• The Program Coordinator is responsible for the review of applications and
matching participants based on skills, professional career interests, and goals.
• Participation in the program requires a 6 month commitment. The mentor and
mentee are expected to meet twice a month at their own convenience.
• Both the Mentor and Mentee are to attend an orientation at the start of the
Program. This orientation is geared to teach the fundamentals for a successful
partnership.
• The Mentor and Mentee are responsible for creating a development plan
outlining the goals and objectives of the partnership.
• The Program Coordinator will schedule a meeting with participants to assess
the progress of the partnership at the half-way point of the Program.
• The Mentee will present a completed assignment showcasing what he or she
has learned. This can be in the form of a presentation, paper, project, etc.
• Participants will submit a program evaluation at the end of the partnership to
determine the satisfaction and effectiveness of the program.
Mentor Responsibilities
A Mentor is someone who exemplifies a strong commitment to the goals; objectives
and vision of the District. They desire to share their skills, knowledge, and insight to
teach future leaders. Mentors will provide support to Mentees looking at careers in
special districts and help them find and develop areas of specialty or gain overall
professional development and leadership. The following qualifications and criteria will
be considered in selecting suitable mentors:
• Members of the District’s management team as well as interested supervisors
and those who showcase a special skillset and leadership role.
• Willingness to invest time and energy in the process; positive sharing of
professional knowledge and experience relevant to the Mentee’s career goals.
• Strong communication skills and a comprehensive understanding of the
District’s mission and culture, goals, policies, procedures, and organizational
structure in order to convey this to Mentees.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Employee Mentoring Program
Approval Date:
February 10, 2016
Policy No: 5.7 Page 3 of 5
• Be able and willing to commit to 6 months participation in the Mentoring
Program.
• Possess a positive attitude about their job and the District in general.
Other responsibilities and eligibility criteria include:
• Mentors will be committed to the mentoring process.
• Mentors will serve as a coach, advisor, and role-model.
• Mentors will set aside time to discuss assignments, projects, etc.
• Mentors will monitor Mentees development, progress and goals throughout the
program.
• Mentors will provide constructive feedback on mentoring progress and program
design to the Program Coordinator.
• Mentors will provide opportunities to work on challenging and significant
projects.
• Mentors will respect Mentee’s current job and responsibilities.
• Mentor will be available to act as a respected resource from which the Mentee
can draw knowledge, experience, and insight.
Mentee Responsibilities
A Mentee is someone who has a strong commitment to the goals; objectives and vision
of the District. A Mentee showcases a desire to learn and improve. Moreover, a
Mentee exhibits proactive behavior within his or her current position.
The following criteria will be used to select good candidates for the Mentoring
Program:
• Job attendance and performance.
• Ability to take initiative, be self-motivated, be willing to take on new
challenges, and is genuinely interested in enhancing professional career goals.
• Be receptive to constructive feedback; coaching and guidance from Mentor.
• Willing to commit to 6 months in the Program.
• Positive attitude about current position and the District.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Employee Mentoring Program
Approval Date:
February 10, 2016
Policy No: 5.7 Page 4 of 5
Other responsibilities and eligibility criteria include:
• Mentees will be committed to the mentoring process.
• Mentees will be open to coaching for their professional growth.
• Mentees will display a desire to learn.
• Mentees will set aside time for the mentoring process.
• Mentees will be open to meeting and communicating with mentor on a regular
basis.
• Mentees will complete an assignment at the end of the partnership showcasing
skills learned.
• Mentees will be receptive to constructive feedback.
Mentor and Mentee Pairing
The Program Coordinator is responsible for pairing a Mentor to a Mentee by reviewing
all applications submitted. Once the partnerships are finalized, all participants must
attend an orientation meeting directed by the Program Coordinator. This orientation
will highlight the tools necessary for a successful partnership. Applicants have the
ability to request a mentor based on career learning aspirations and developmental
goals, however they ultimately may not be matched with that person due to limited
availability. Mentees will not be matched with their current supervisors or managers.
Program Time Commitment
Time commitment is fundamental for a rewarding experience in the Program. As such,
both the Mentor and Mentee are expected to commit to the 6 month period. The
Mentor and Mentee are to meet at least twice a month, in order to maximize learning
opportunities. Mentees must consult with current supervisors to meet with Mentor
during normal work hours. If a conflict of schedule prohibits meetings, the Mentor and
Mentee must find a way to exchange ideas to compensate for any missed meetings.
This may include emails, phone calls, or meetings outside of work.
Ending Program
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Employee Mentoring Program
Approval Date:
February 10, 2016
Policy No: 5.7 Page 5 of 5
The Mentor and Mentee partnership will formally end after 6 months. The Mentor and
Mentee should meet to revisit and evaluate goal setting accomplishments and finalize
any remaining objectives. A final meeting with the Program Coordinator and all other
program participants will be held. During this meeting, participants will receive and
submit program evaluations. Additionally, Mentees will have the opportunity to
present their assignments and share what was learned throughout the Program. If the
partnership becomes problematic, the Mentor and Mentee should have an honest
discussion as to the reasons the partnership is not working and end amicably.
Following the discussion, the outcome must be communicated to the Program
Coordinator.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Volunteer Program
Original Approval Date:
August 8, 2018
Last Revised:
Policy No: 5.8 Page
1 of 3
Purpose
East Valley Water District is committed to promoting community involvement and embracing
an environment of active learning and knowledge sharing. As such, the purpose of the Volunteer
Program (Program) is to provide community members an opportunity to learn about District
operations, gain valuable work experience, meet new people, and form mutually rewarding
partnerships.
Program
The Program will match volunteer applicants with available opportunities within the District’s
various departments. Individuals may volunteer for a one-time project or event, or a long-term
assignment. Assignments will vary and offer a wide selection of working environments.
Recruitment
Volunteers will be recruited by the District with the intent of broadening community
involvement and providing an environment of active learning and knowledge sharing. Volunteers
may be recruited through an interest in a specific department or event, or solely through a
general interest in volunteering.
Volunteer opportunities will be posted through various channels including the District’s
website, social media, local community centers and local educational institutions.
Eligibility
To be considered for a volunteer position, applicants must be sixteen (16) years of age or older
and consent to a background screening and pre-volunteer assignment physical.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Volunteer Program
Original Approval Date:
August 8, 2018
Last Revised:
Policy No: 5.8 Page
2 of 3
Application
Those interested in available volunteer positions are to complete and submit the Volunteer
Application through the District’s website to be considered. On the occasion that an application
is received when a volunteer position is not available, the application will be kept on file for
one (1) year and considered for future opportunities. Human Resources will process all
volunteer applications and applicants may refer to Human Resources as a point of contact.
Interview
Brief interviews will be conducted of volunteer applicants to assess their interest and suitability
for volunteer opportunities. The interview will determine the interests of the applicant, any
experience or qualifications, his or her commitment to fulfill the requirements of the volunteer
position, and provide an opportunity for the applicant to ask questions.
Screening
Selected volunteer applicants will undergo a criminal background screening process as well as
a pre-volunteer assignment physical. The screening process will be considered complete once
the background check and physical have been completed and approved by Human Resources.
The individual may begin volunteering once this process is complete and they attend the
volunteer orientation.
Available Opportunities
The Program will offer a variety of ways to engage with the District and in the community.
Volunteer opportunities will be listed under Volunteer Program or the District’s Human
Resources webpage.
In placing a volunteer, consideration will be paid to the interests and capabilities of the
volunteer as well as the requirements of the volunteer position. Assignments will vary and
offer a variety of work experience among the various District departments.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Volunteer Program
Original Approval Date:
August 8, 2018
Last Revised:
Policy No: 5.8 Page
3 of 3
Volunteer Schedules
Volunteer schedules are flexible and may vary depending on the needs of the assignment and
the volunteers’ availability.
Orientation
Once a volunteer is selected and given an assignment, they will participate in an orientation
program designed to inform volunteers about East Valley Water District as an organization, its
policies, procedures, and programs. This session is designed to assist volunteers in their new
role within the District. Additionally, volunteers will engage in an on-the-job orientation and
training by their designated supervisor.
Duration
The duration of volunteer assignments will vary with each assignment and may depend on the
needs of the department, the requirements of a specific project or event, or the specific
outcome the volunteer wishes to gain from the Program. The volunteer relationship may be
terminated by either party at any time.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Student Internship Program
Original Approval Date:
August 25, 2021
Last Revised:
Policy No: 5.9 Page
1 of 4
Purpose
The purpose of this Program is to ensure a robust pipeline of next generation talent that
supports a healthy, vibrant community now and for years to come. It is acknowledged that
local youth add value by filling critical skills gaps, supporting succession planning, spurring
innovation and drive new ideas, and they support workforce diversity, which ensures greater
customer connection.
Policy
Internships are available to local students who have demonstrated high levels of interest,
talent, or aptitude in the water industry or related fields. Students may be recruited from
local high school career pathways or via school staff recommendation. Students must be in
good standing and have demonstrated initiative and motivation to learn more about the
water industry and its fields of service.
Program
Internships are paid experiences that generally follow successful completion of first level
pathway courses, college courses, or certification course work. These experiences last sixty
hours or more. Students who successfully complete their coursework and internship
experience will be granted a priority interview when the District is recruiting for a related
position.
Micro-Internship Experiences
Micro-internships are unpaid experiences that may be as short as attending a one-hour
presentation, job-specific field trips, or an experience that is up to eight weeks in duration.
Micro-internships are provided to orient students to water industry related fields and to
generate interest in potential future internship experiences.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Student Internship Program
Original Approval Date:
August 25, 2021
Last Revised:
Policy No: 5.9 Page
2 of 4
Program Objectives
A. Provide opportunities for local youth to experience hands-on (and/or virtual) water
industry related career fields as part of their overall education experience.
B. Allow local youth an opportunity to explore and learn about the water industry’s
stewardship, our precious natural resources, and service to our community.
C. Create an atmosphere of sharing and learning in an exchange of knowledge between
local youth and current employees to leverage our ability to respond to growing
business and technical needs in the industry.
D. Support the District’s Succession Plan to ensure a strong and vibrant future workforce
that nurtures the diversity of its local community’s talent.
Eligibility and Interest
Eligibility for the Student Internship Program is limited to student participants in the Water
and Resource Management Pathway or affiliated educational programs. Applicants must be
at least (16) years of age or older, have gained parent or guardian consent, and must be
willing to participate in background screening and a pre-internship assignment physical.
Those interested in available student internship experiences must have completed the pre-
requisite course work with a satisfactory grade and be enrolled in the appropriate work
experience course to move forward with the internship process.
Interview
Brief interviews may be conducted of internship applicants to assess their interest and
matching for work-based learning experiences. The interview will determine the interests of
the applicant, previous experiences, his or her commitment to fulfill the requirements of the
internship experience, and provide an opportunity for a question and answer period.
Screening
Selected internship applicants may undergo a criminal background screening process as well
as a pre-internship assignment physical. The screening process will be considered complete
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Student Internship Program
Original Approval Date:
August 25, 2021
Last Revised:
Policy No: 5.9 Page
3 of 4
once the background check and physical have been completed and approved by Human
Resources. The individual may begin their internship once this process is complete and they
attend their internship orientation. (Please note the screening process may not apply to
micro-internship or virtual experiences).
Available Opportunities
The student internship program will offer a variety of ways to engage with the District in
work-based learning experiences. Each semester District staff will determine internship
capacity and notify educational partners of available opportunities.
In placing a student intern, consideration will be paid to the interests and experiences of the
intern as well as the requirements of the internship. Assignments will offer a variety of work-
based learning experiences among the District’s departments.
Student Internship Schedules
It is understood that student schedules are dynamic and may require personalized attention
to flexible experiences based on weight of the student’s coursework. However, once
scheduled, students must communicate directly with the District’s Human Resources
Department immediately when they are not able to meet a scheduled assignment. Lack of
communication may result in the ending of the student internship experience.
Orientation
Once an intern is selected and an assignment is given, the student will participate in an
orientation program to inform interns about East Valley Water District as an organization, its
policies, procedures, and programs. This session is designed to assist interns in their new
experience with the District. Additionally, interns will engage in an on-the-job safety
orientation by their workplace mentor and/or assigned supervisor.
Duration
The duration of the student internship experience will vary with each assignment as outlined
above, but will fulfill all work experience requirements. Most paid internships will last a full
school semester. Either party may end the student internship experience at any time.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Student Internship Program
Original Approval Date:
August 25, 2021
Last Revised: Policy No: 5.9 Page
4 of 4
Paid Intern Compensation
Staff will request internship funds through the annual budget process. The approved budget
amount for each fiscal year will determine the number of interns and what their pay will be
for the duration of the internship.
Interns will be paid as employees through the East Valley Water District payroll system.
Interns will have the option of receiving a hard copy check or direct deposit.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Workplace and Building Standards
Approval Date:
February 12, 2014
Policy No: 6.1 Page 1 of 4
Purpose
East Valley Water District is a professional organization. It is important that we strive to
keep our workplace structured in a professional manner in order to promote a positive
image to customers and community visitors, as well as provide a pleasant work
environment for all employees.
This policy is intended to provide guidelines on workplace and building standards that are
acceptable at East Valley Water District. This policy does not address every situation or
circumstance that may arise, however, employees are expected to use good judgment
and seek approval when necessary.
Responsibilities
1. All employees must follow the standards set forth in this policy.
2. Managers and supervisors are responsible for monitoring and ensuring
compliance with this policy.
General Standards
1. Work areas shall be maintained in a visually neat and orderly manner, one
which reflects a professional work environment.
2. No storing of bulky items or excessive clutter under furniture and desks or on
top of files, cabinets or credenzas.
3. Pictures, certificates, etc. should be in good taste, appropriate for a public
agency and appropriately framed and mounted. Unframed posters, loose
pictures, etc. may not be tacked or taped on walls.
4. Computer speakers shall be placed on silent or on low.
5. It is at the discretion of the manager to allow radios or other music devices to
be played in the work area. If music is allowed, it must not be loud or
disruptive and must not travel beyond the individual work area.
6. Telephone rings/speaker volume shall be high enough to hear but not loud or
disruptive beyond the users work area. All phone ringers shall be set to
professional tones.
7. Individual floor or space heaters are not allowed in the building.
8. Individual mini refrigerators are not allowed in work areas.
9. No items shall be placed on windows or windowsills, including workstation
windows.
10. Outer workstation walls shall not be used to tack, tape or staple items.
11. No items shall be tacked, taped or stapled to walls.
12. Plants should be appropriately sized, maintained in a healthy condition, pest-
free, and placed on a sealed ceramic or hard plastic waterproof coaster.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Workplace and Building Standards
Approval Date:
February 12, 2014
Policy No: 6.1 Page 2 of 4
13. Holiday décor will be provided by the District for each lobby and counter area.
Personal workstation and private office decorations are allowed but shall be in
good taste and shall be removed immediately after the holiday. Decorations
shall not be displayed outside or above workstations or offices.
14. Personal birthday decorations are allowed, but shall be removed after one
week. Decorations shall not be displayed outside or above workstations or
offices.
15. Vase flowers shall be fresh looking, un-wilted, and in clean water.
16. Consuming food at one`s desk is discouraged; especially if the items emit foul
odors. Employees are encouraged to take meal breaks in the employee break
room.
17. Protect work surfaces by using a coaster for beverages on desks and all
conference room tables. Spills shall be wiped up immediately.
18. Perishable food shall not be stored in employee workspaces. Dry food, such as
crackers, cookies, nuts, etc. shall be kept out of sight, either in a workspace
drawer/cabinet or in a tightly sealed container.
19. Personal fundraisers may be posted only in the break room or at individual
work stations.
20. Only service animals are permitted in the headquarters facility. For the health
and comfort of the members of the community, as well as employees, no pets
are allowed in the facility, unless approved by the General Manager.
21. The glass public notice case shall be used for District postings only. Documents
are to be reduced in size and old documents shall be removed by the
originating department after meeting/hearing date.
22. Any spills are to be mopped up and reported immediately to the Facilities
Maintenance Department and/or janitorial staff.
23. Watching television in conference rooms is not permitted, unless used for
District business.
Public Areas and Workstations Visible from Public Counters
1. These areas provide the first impression of the workplace to the public. The
physical appearance of public counters shall be neat, orderly and attractively
arranged to convey the impression of an efficient and effective public agency.
2. All art/plants shall be District approved for all lobbies, conference rooms,
break rooms, etc.
3. All requests to display information to the community utilizing District
resources, such as bulletin boards, placement of flyers at public counters,
banners and televisions at the headquarters facility shall be coordinated
through the Administrative Office.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Workplace and Building Standards
Approval Date:
February 12, 2014
Policy No: 6.1 Page 3 of 4
Conference Rooms
1. It is the responsibility of all employees to maintain conference rooms in a neat,
clean and orderly fashion.
2. When reserving a conference room, the user shall make sure to include
preparation and clean-up time as part of the reservation. The employee in
charge of setting up for the meeting is responsible for cleaning the conference
room immediately following the meeting to prepare for the next user.
3. If the conference room is used for a working lunch, any trash should be
removed immediately following the meeting; any crumbs, watermarks, etc.
shall be wiped off the table. It should not be obvious to the next conference
room user that food was consumed in the conference room.
4. If employees rearrange a conference room for a special purpose, it is their
responsibility to arrange or make arrangements to restore the room back to its
original setup immediately following the use.
5. In the event any audio visual equipment is not functioning in the conference
rooms, it shall be immediately reported to the IT Department for repairs.
6. Use and scheduling of Conference Rooms/Board Room is as follows:
a) All conference room reservations shall be made through the Outlook
Conference Calendar, or through the appropriate Administrative Assistant.
b) Board Room reservations shall be made through the Administrative Office.
c) District headquarters facilities are available to the public for rent; all
reservations shall be made through the Administrative Office.
d) Executive Assistants and support staff shall be in charge of the overall
neatness, and cleanliness of conference rooms.
Break Room / Coffee Areas
1. These areas are designed for all employees to use and will be available for rent
by the public.
2. Personal dishware, utensils, or storage containers are to be washed and
removed from the kitchen immediately after each use and not left on
countertops or in sinks to dry.
3. Microwave spills shall be cleaned up by the person responsible.
4. If you bring a snack to share with everyone, you must also take the
responsibility to make sure it is cleaned up by the end of the day.
5. Any floor spills shall be cleaned up immediately. For spills on carpet, wipe up
excess and notify the Facilities Maintenance Department immediately.
6. No personal items shall be stored in break room / coffee area cabinets.
7. Conference rooms and the Board Room are not to be used by employees for
personal use.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Workplace and Building Standards
Approval Date:
February 12, 2014
Policy No: 6.1 Page 4 of 4
8. Due to space constraints in the refrigerator, food or beverages for personal
consumption shall be limited to what will be consumed in one day. Food items
remaining in the refrigerator at the end of the week will be discarded.
9. The inside door of the refrigerator shall be used for storing condiments.
Employees shall label each item with name and date. If the refrigerator
becomes overcrowded because of these types of items, employees will be
asked to remove them.
10. No refrigerators, microwaves, toasters, or coffee makers shall be placed in
areas not previously designated for such use.
Break Room Bulletin Boards
1. Bulletin Boards are for District and employees use only. No personal notices
shall be posted in the area reserved for District notices.
2. Employees shall not post notices that are inappropriate for the work
environment. All notices must be dated. Any personal notices shall be removed
after the expiration of the notice or after a one (1) month period by the
employee who posted the notice. All postings shall be dated and first approved
by the Administrative Office.
3. All bulletin boards will be monitored and inappropriate or outdated notices
shall be removed.
Quiet Room
1. In accordance with US Code 207(r), a quiet room is provided for female
employees in the Women’s Locker Room. This room shall remain locked while
in use. Please make sure personal items are removed after using the Quiet
Room.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Information Systems, Internet, Email, and Electronic
Communications, Ethics, Usage, and Security Policy
Approval Date:
August 13, 2012
Policy No: 6.2 Page 1 of 13
Purpose
The District has established this ethics, usage, and security policy to ensure that all
District employees use the computer resources which the District has provided its
employees, such as software, hardware, Internet, and email in an ethical, legal, and
appropriate manner. This policy establishes what is acceptable and unacceptable use of
the software, hardware, Internet, email, and other electronic communications, and the
possible consequences of misuse.
All employees must read and adhere to these guidelines and policies. Failure to follow
this policy may lead to discipline up to and including immediate suspension and
termination.
Summary of the Information Systems Security Policy
A. All access to computers must be authorized.
B. Users should only be allowed to access data that relates to their jobs, tasks,
projects, or assignments.
C. Any changes in employee status must be immediately reported to the Information
Systems Manager.
D. Except in circumstances specifically authorized by the Information Systems
Manager, there shall be only one user per user ID and password. Passwords are
considered confidential and are not to be shared.
E. Only software approved and purchased by the District is allowed on the District’s
computers.
F. Information Systems oversees the computer system and is responsible for the
integrity and backup of data on the network servers. However, each user retains
responsibility for the validity of their data.
G. Information Systems is responsible for security administration on the network.
However, each personal computer user is responsible for security administration
on the individual PC system used.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Information Systems, Internet, Email, and Electronic
Communications, Ethics, Usage, and Security Policy
Approval Date:
August 13, 2012
Policy No: 6.2 Page 2 of 13
H. Information Systems is responsible for technical support.
I. Only Information Systems personnel and their designees are authorized to relocate
or remove hardware, software/hardware upgrades to servers, microcomputers,
workstations, or miscellaneous hardware peripherals; install or remove software,
perform maintenance repairs; and request assistance for qualified vendors for
specialized services, which will be coordinated by the Information Systems
Department.
J. Internal recording of access will be monitored and any attempted variance from
the authorized use of system resources will be reported.
Security Policy for all Computers, Computer Equipment, and Related Computer Items
It is the intent of the District to protect all its resources. These resources include
computer hardware, software, data, and all computer related items. This document will
set forth the policy of maintaining logical security, protecting the software and
utilization of systems by persons with legitimate access rights.
Policy Objectives
A. Maintain the integrity of the data and programs on all computer systems and
microcomputers in the District.
B. Protect production systems and data against unauthorized disclosure,
modification, or destruction.
C. Uniquely identify each user of the computer resources to guarantee
accountability.
D. Stop access and use of computer resources to any individual user who cannot be
positively identified and authenticated by the system.
E. Limit a user’s data access privileges to:
1. Data designated by the District Management as necessary to accomplish
assigned work.
2. Data previously approved by the District Management responsible for the
validity of that data.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Information Systems, Internet, Email, and Electronic
Communications, Ethics, Usage, and Security Policy
Approval Date:
August 13, 2012
Policy No: 6.2 Page 3 of 13
F. Audit actions affecting authorizations to computer resources.
Definitions of Resource Responsibility and Authority
The District retains the exclusive right of ownership and use of all its computer assets.
Protection of data is the responsibility of the Information Systems Manager, and the end-
user.
Information Systems will be responsible for the integrity of data while said data is under
Information Systems control. Information Systems cannot be responsible for the accuracy
of said data.
During the period of time that any data is under Information Systems’ control,
Information Systems shall have sole responsibility for the integrity and maintenance of
security as requested by the District.
Information Systems shall take required measures to maintain security and integrity of
the District’s data, based on the nature of the data, as instructed by the District’s
management.
Assignment of Resource Responsibility
To determine and establish the level of protection required for each resource,
responsible authority under Information Systems must be assigned. The assignment is
based on the type of resource to be protected and the requirement/authorizations set
forth by the District’s management.
A. Security Administration – Information Systems is responsible for the overall
administration of coordinating and establishing resource protection. This
protection is based on established and approved security procedures that include
the development and establishment of logical security procedures, and
coordination of user requirements.
B. Technical Support – The Information Systems Manager supports all computer
hardware throughout the District. This responsibility includes the maintenance of
hardware, software, and operating environments, promoting the efficient user of
computer resources, and protection of the District’s programs and data. Local
Area Network (LAN) administration will also be managed by the Information
Systems Division.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Information Systems, Internet, Email, and Electronic
Communications, Ethics, Usage, and Security Policy
Approval Date:
August 13, 2012
Policy No: 6.2 Page 4 of 13
C. Internal Production Audit – The Information Systems Manager is responsible for the
monitoring and evaluation of all activities performed by users on the network to
ensure that all activities are performed pursuant to the established and authorized
procedures.
User Identification and Verification
Identification is established through the user of a user ID. Verification is established
through the use of a password. The combination of a user ID/Password shall be unique
and ensures personal accountability for activities performed. Users should never reveal
their ID and password to another person.
Screen Savers
If a user chooses to apply a screen saver to the system, the screen saver should not be
password protected.
Resource Authorization Checking
Having identified and verified user authenticity, Information Systems then controls
interaction between the user and the system resources. Control extends not only to
which resources are accessed, but also how they are accessed. (For example, read only
vs. edit rights). Information Systems is also responsible for ensuring that data is
accessible only to those individuals who have been granted access by the District’s
management.
Logging and Reporting of Variations
Once the identity of the user has been authenticated, Information Systems limits the user
to authorized resources. The system may record all activity, which occurs for a given user
ID. Information Systems may also log and report any user activities and/or system events,
which do not conform to the authorized user of system resources.
Computer Audit Trail
The network servers may record all terminal transactions for each end user. This form of
audit is extremely valuable for recovery if the system goes down, if the user experiences
problems, or if security violations are noted.
Software Licensing Guidelines
The District has established certain guidelines for the purchasing of computer software.
Only software purchased or authorized by the District’s management is allowed on
District computers, including microcomputers. Software and hardware, may not be
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Information Systems, Internet, Email, and Electronic
Communications, Ethics, Usage, and Security Policy
Approval Date:
August 13, 2012
Policy No: 6.2 Page 5 of 13
purchased by petty cash, voucher request, or credit card without prior approval of the
District’s management is allowed on District computers, including microcomputers.
Software and hardware, may not be purchased by petty cash, voucher request, or credit
card without prior approval of the District’s management. This policy applies to public
domain and shareware software, as well as commercially available programs. It is the
District’s policy to pay for any shareware software used on District computer systems.
Downloading unauthorized, unlicensed, or inappropriate software from the Internet is
prohibited.
Absolutely no games or software not owned by the District are to be installed on District
computers, whether or not these games or software will be used on breaks, lunch hours,
or after hours. No testing of software from other sources will occur at any time without
Information Systems involvement. Information Systems will assist the user in testing and
evaluating all software. This is necessary to ensure that computer viruses are not
introduced into District owned computer systems and to maintain software continuity.
If Information Systems encounters any software that was not purchased and installed by
the District, the user will be requested to provide documentation authorizing the use of
the software in question.
If the user is unable to provide written authorization, Information Systems will discuss
the matter with the District’s management for direction on the appropriate action to
take to rectify the situation.
Hardware, Software, and Cables Ownership
All computers, computer equipment, software, hardware, and related peripherals (i.e.,
mouse, printer, scanner, etc.) are the property of the District and are administered and
supported by the Information Systems Division.
When hardware or software has been installed, no employee is allowed to move, transfer
or copy it. When there is a need for hardware to be moved to a more convenient
location, the action should be requested through Information Systems. Only Information
Systems personnel are authorized to perform these tasks.
When new software has been acquired, a request to install the software must be
submitted to Information Systems.
Written approval must be obtained from the District’s management before any hardware
or software may leave the District’s offices. Upon approval, the employee is solely
responsible for that hardware or software, including providing insurance to cover loss or
theft.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Information Systems, Internet, Email, and Electronic
Communications, Ethics, Usage, and Security Policy
Approval Date:
August 13, 2012
Policy No: 6.2 Page 6 of 13
Diskettes brought to the work place from an outside source must be scanned for viruses
by Information Systems before it may be loaded on any District system.
Maintenance and Repair
The maintenance and repair of any computers or related peripheral shall be performed
by the Information Systems Department, or a contracted service provider. No one else
will be allowed to attempt any maintenance or repair functions. When an incident
occurs, a service request should immediately be submitted to Information Systems
indicating the circumstances surrounding the failure and any other pertinent information.
If computer failure interferes with production, action will be taken on an emergency
basis.
The Information Systems Manager has the authority to take whatever steps are deemed
necessary to remedy user’s problems.
Employee Resignation, Termination, or Reassignment
As part of the employee’s separation process, the District’s management shall notify the
Information Systems Manager so the appropriate action may be taken to remove the
employee’s access to the District’s computer systems. This notification should take place
prior to the employee’s last day of work.
If an employee is involuntarily terminated by the District, this notification should occur
simultaneously as the employee is advised of the termination to accommodate the
immediate deletion of the employee’s login and password, for both the District’s and
employee’s protection.
For employees who are assuming new job responsibilities, the District’s management will
request Information Systems to make the necessary modifications to the user’s access
rights.
Computer Guidelines
It is the responsibility of each employee to follow the guidelines of the Computer
Procedures for all District computer systems, hardware, and software.
Access to the District’s computer systems will be prohibited until an employee has been
authorized by the District’s management, who will request a login (user ID) and password
be assigned on the appropriate systems.
A. Either the District’s management or the Information Systems Manager will indicate
the access rights of a user.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Information Systems, Internet, Email, and Electronic
Communications, Ethics, Usage, and Security Policy
Approval Date:
August 13, 2012
Policy No: 6.2 Page 7 of 13
B. Users are not to share login information with other employees. These are assigned
to specific individuals and must only be used by the one user for whom it was
assigned.
C. When a user encounters a variance in the normal processes of utilizing applications
Information Systems must be notified immediately. The user should stop
processing at the first indication of a problem, leaving the information on the
screen intact for review by the appropriate Information Systems staff. This will
ensure data accuracy and prevent any major discrepancy within the system.
D. All users will perform functions allocated to them by the menu systems, and not
deviate from this approach. If a user is forced out from the menu system,
Information Systems should be notified, as in “C” above.
E. File creations, changes, or deletions must be made in conjunction with duties
assigned to the user’s job classification.
F. Those users who have addition, modification, or deletion privileges through
applications will be authorized to update files for accuracy. Deletions,
modifications, or additions to personally benefit oneself or others, corrupt or
misrepresent data within an application is strictly prohibited and is grounds for
disciplinary action up to, and including, termination and possible legal action.
G. Foreign software and access to bulletin boards or the Internet are not allowed on
District equipment without prior written approval of the District’s management.
H. There shall be no downloading of files, which are unauthorized, illegal, or
inappropriate. Files, which will be downloaded, must first be scanned for viruses.
I. Normal processing includes the proper logging out of all systems and the shutting
down of microcomputers at the completion of the user tasks. If the user is to be
away from the workstation, logging out of the system is required to prevent
unauthorized use of the user ID. This is the responsibility of the assigned login
user.
J. All modem access either direct or through the modem pool, requires written
approval.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Information Systems, Internet, Email, and Electronic
Communications, Ethics, Usage, and Security Policy
Approval Date:
August 13, 2012
Policy No: 6.2 Page 8 of 13
K. District personnel shall not use outside equipment for access to District
applications without prior written approval. Outside access is to be performed only
through the use of a District-owned modem line established and set-up with the
required “call-back” procedure.
L. Any employee who notices any unauthorized use of computer equipment or
software should notify Information Systems immediately.
M. Caution should be exercised when eating or drinking in the vicinity of personal
computers. Items of this nature dropped on a keyboard can cause malfunctions,
which are not covered by service contracts and warranties.
N. Floppy disks should always be handled with care:
1. Always store disks in a protective jacket.
2. Do not touch the magnetic media inside the sleeve.
3. Protect the disk from being bent or otherwise mishandled; do not force disks
into disk drives.
4. Avoid contact with magnetic fields such as telephone handsets and computer
monitors.
5. Do not write on disk, either directly or through the jacket/sleeve.
6. Do not leave disk in hot areas; do not expose to heat or sunlight for extended
periods of time.
7. Do not leave disks in any vehicles or other areas where unauthorized persons
can pick them up.
O. Compact Disks should always be handled with care:
1. Always store in protective case.
2. Avoid contact with the data-entrenched surface; hold by the edges only.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Information Systems, Internet, Email, and Electronic
Communications, Ethics, Usage, and Security Policy
Approval Date:
August 13, 2012
Policy No: 6.2 Page 9 of 13
3. Do not leave disks in hot areas; do not expose to heat or sunlight for
extended periods of time.
4. Report CD-ROM malfunctions to Information Systems right away.
5. Do not leave disks in any vehicle or other area where they can be picked up
by unauthorized persons.
P. Always perform recommended shut-down procedures before powering off. Not
doing so may damage the disk or the drive read/write heads of the fixed disk
devices, or may result in damage or destruction to data files.
Q. The mistreatment of computer equipment is not covered by normal maintenance
agreements.
Off-Site Use of District-Owned Equipment
When an employee needs to use District-owned equipment or software at home, prior
written approval must be obtained from the District’s management.
The employee will be required to sign a log on the day the equipment is taken and again
when it is returned. The log is necessary so that Information Systems can maintain
continuous control of all District computer assets.
Laptop and Notebook computers may be taken off the premises for periods less than one
week with the approval of the District’s management.
Non-District Owned Computer Equipment on District Premises
Computer equipment and peripherals not owned by the District will not be attached to
District computer or communications systems. District owned or licensed software will
not be installed on computer systems not owned by the District, unless specifically
permitted by the software licensing agreement.
Internet, Email, and Electronic Communications Guidelines
A. Employees shall not use the Internet or email in an inappropriate manner.
Inappropriate use of the Internet and email includes, but is not limited to:
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Information Systems, Internet, Email, and Electronic
Communications, Ethics, Usage, and Security Policy
Approval Date:
August 13, 2012
Policy No: 6.2 Page 10 of 13
1. Accessing Internet sites that contain pornography, exploit children, or sites
that would generally be regarded in the community as offensive, or for which
there is no official business purpose to access.
2. Participating in any profane, defamatory, harassing, illegal, discriminatory, or
offensive activity, or any activity that is inconsistent in any way with District
policies (i.e. policy on sexual harassment).
3. Exploiting security weaknesses of the District’s computing resources and/or
other networks or computers outside the District.
B. Personal use of the District’s computer system and access to the Internet and
email is not a benefit of employment with the District. Internet access is to be
used for District business purposes. Employees may access the Internet and email
for other than District business in accordance with this policy if the employee is on
an authorized break. Use of the Internet should not interfere with the timely and
efficient performance of job duties.
C. Employees do not have any right to privacy in any District computer resources,
including email messages produced, sent, or received by District computers or
transmitted via the District’s servers and network. Employee access to the
Internet and email is controlled by use of a password. The existence of a password
does not mean that employees should have any expectation of privacy. The
District may monitor the contents of all email messages to promote the
administration of the District, its business, and policies. Employee access to and
use of the Internet, email, and other electronic communications will be monitored
frequently.
D. Use of another employee’s name/account to access the District’s network or the
Internet is strictly prohibited without express permission of Information Systems.
E. Personal use of the District’s computer resources for personal commercial activity
is strictly prohibited.
F. The District will not be responsible for maintaining or payment of personal
Internet accounts or related software. To maintain the integrity and firewall
protection of the District’s system, personal Internet accounts may not use the
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Information Systems, Internet, Email, and Electronic
Communications, Ethics, Usage, and Security Policy
Approval Date:
August 13, 2012
Policy No: 6.2 Page 11 of 13
District’s network system, telephone system, modem pool, or communication
server to access the Internet.
G. The Internet and email provide means by which employees of the District may
communicate with its customers, consultants and other official person, and
retrieve valuable information. Messages and downloaded information through the
District’s system may be considered part of the District’s business records and
should be treated as such.
H. Deleting an email message does not necessarily mean the message cannot be
retrieved from the District’s computer system. For a specific period of time, the
District retains backup copies of all documents, including email messages
produced, sent, and received on the District’s computer system.
I. The vast majority of District records are public documents. Do not transmit
information in an electronic mail message that should not be written in a letter,
memorandum, or document available to the public. Email and any attachments are
subject to the same ethical and legal concerns and standards of good conduct as
memos, letters, and other paper-based documents. Email can be forwarded to
others, printed on paper, and is subject to possible discovery during lawsuits in
which the District may be involved.
J. Use of electronic mail or the Internet to send offensive messages of any kind is
prohibited.
K. Downloading software and programs for other than District-authorized tasks is
strictly prohibited. When required to download authorized software or programs
for the District, the following procedures will be followed:
1. Computer viruses can become attached to executable files and program files
and result is significant losses to the District. Receiving and/or downloading
executable files and programs via electronic mail or the Internet without
express permission of the Systems Administrator is prohibited. This includes,
but is not limited to, software programs and software upgrades. This does not
include email and/or documents received via email and the Internet.
Employees are to scan all downloaded materials before using or opening them
on their computers to prevent the introduction of computer viruses.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Information Systems, Internet, Email, and Electronic
Communications, Ethics, Usage, and Security Policy
Approval Date:
August 13, 2012
Policy No: 6.2 Page 12 of 13
2. Employees will respect all copyright and license agreements regarding software
or publications they access or download from the Internet. The District will not
condone violations of copyright laws and licenses and the employee will be
personally liable for any fines or sanctions caused by the license or copyright
infringement. Any software or publication, which is downloaded onto District
computer resources, becomes the sole property of the District.
Failure to Abide
Failure to follow the prescribed procedures and policies may lead to discipline, up to and
including immediate termination. Disciplinary action may include the removal of Internet
and email access from the employee’s computer or termination of employment.
Liability
The District makes no warranties of any kind, whether expressed or implied, for the
service that is the subject of this policy. In addition, the District will not be responsible
for any damages whatsoever which employees may suffer arising from or related to their
use of any District electronic information resources, whether such damages be incidental,
consequential, or otherwise, or whether such damages include loss of data resulting from
delays, non-deliveries, mistaken deliveries, or service interruptions whether caused by
either the District’s negligence, errors, or omissions. Users must recognize that the use
of District electronic information resources is a privilege and that the policies
implementing usage are requirements that mandate adherence.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Information Systems, Internet, Email, and Electronic
Communications, Ethics, Usage, and Security Policy
Approval Date:
August 13, 2012
Policy No: 6.2 Page 13 of 13
Consent Form
By this document, I hereby represent that I have read, understand, and agree to comply
with the District’s Information Systems, Internet, email, and electronic communications,
ethics, usage, and security policy. I understand and agree that all computer and
electronic activity, including but not limited to electronic mail and Internet network
activity, being conducted with District resources is the property of the District.
I acknowledge and consent to the District’s right to monitor, log, access, and review all
such activity, with or without notice, and, therefore, I have no expectation of privacy in
the use of these resources. I understand that such monitoring may include printing and
reading all electronic mail and data entering, leaving, and/or stored on the District’s
equipment.
Finally, I understand that violation of this Policy may subject me to discipline, up to and
including termination of employment.
Date Signature
Employee’s Name
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Wellness Center Policy
Approval Date:
February 12, 2014
Policy No: 6.3 Page 1 of 4
Purpose
East Valley Water District strives to develop a workplace culture supportive of
employees’ decisions to maintain a healthy lifestyle. It is recognized that a strong and
healthy workforce is better prepared to serve our community to the high standards set by
the District.
This policy is intended to provide guidelines to protect the experience of each employee
opting to use the Wellness Center, (herein after referred to as “Center”) and its
contents. Use of the Center is a privilege; therefore employees are required to observe
the following guidelines:
Before an employee is granted authorization to use the Center and/or equipment each
employee must:
A. Participate in the Center orientation provided by the District designated
fitness trainer.
B. Acknowledge receipt and understanding of Policy.
C. Acknowledge and sign the Consent and Release of Liability Form.
D. Realize that the District reserves the right to change these Guidelines as
it sees fit without notice.
Responsibilities
1. All employees must follow the standards set forth in this policy.
2. Managers and supervisors are responsible for monitoring and ensuring compliance with
this policy.
Rules
1. Employee access and use of the Center is a privilege, as such, the privilege may be
revoked by management when guidelines are not followed.
2. Use of the Center is not a condition of employment; it is voluntary. Employees
choosing to utilize the Center and/or equipment do so at their own risk.
3. Only authorized full-time and part-time active employees may be granted use of the
Center. NO GUESTS, PERSONAL TRAINERS, FAMILY MEMBERS, OR MINORS ARE
ALLOWED IN THE CENTER AT ANY TIME.
4. Employees must be in good health and have no physical or medical condition that
would prevent participation in Center activities.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Wellness Center Policy
Approval Date:
February 12, 2014
Policy No: 6.3 Page 2 of 4
5. Employees may access and use the Center on their own time; use of the Center is not
considered an approved job duty or responsibility.
6. The Center will be open 24 hours a day, seven days a week; however employees may
only use the Center before and/or after an employee’s scheduled work hours, during
scheduled lunch breaks, or on weekends/holidays.
7. For personal safety and to prevent accidents and incidents, employees are
encouraged not to work-out alone, especially when using heavy free-weights.
Additionally, employees using heavy free-weights are encouraged to use a spotter.
8. Employees using the Center toilet, lavatory and shower areas are responsible to clean
up after each use.
9. The District is not responsible for any employee injury occurring during use or access
to the Center. Any injuries sustained while using the Center will be considered non-
industrial per Labor Code § 3600 (a) (9) and Title 8, California Code of Regulations
9880.
10. Personal belongings must be stored in provided lockers. Bags or large articles must
not be placed on the floor of the Center, as not to obstruct the area around
equipment and in walkways. The District is not liable for lost or stolen items.
11. All employees are expected to be courteous and respect the privacy of fellow
employees while using the Center. Use of cameras or the camera function on cell
phones in the Center is strictly prohibited.
12. Employees using individual radios, mp3 players, etc. must use headphones.
13. No food or drinks, other than water (in sealed containers) shall be allowed in the
Center. Should a spill occur the employee causing the spill shall immediately dry the
affected area and notify Facilities Maintenance if necessary.
14. For sanitation and professional purposes, employees utilizing the locker rooms should
ensure that soiled gym apparel is not stored for long periods of time to cause
potential odors or unsightly appearance.
15. Should Employees witness an unsafe condition in the Center they shall immediately
report the situation to Facilities Maintenance and Human Resources. If a safety hazard
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Wellness Center Policy
Approval Date:
February 12, 2014
Policy No: 6.3 Page 3 of 4
is encountered, all others using the Center should be advised to suspend their
activities until such time the matter is resolved so that safe use can continue.
16. Suggestions on improvements to the operations of the Center are encouraged and
welcomed. Please contact Facilities Maintenance or Human Resources.
Dress Code
1. Proper exercise clothing must be worn at all times within the Center (i.e. workout
pants, shorts, t-shirts).
2. All exercise clothing must be of appropriate length, suitable and not revealing.
3. Appropriate closed toe shoes are to be worn at all times while exercising (i.e. running
or tennis shoes). Bare feet, flip flops, boots, and/or casual shoes are not permitted in
the Center.
Equipment Use
1. Each employee must bring a personal hand-towel and will be responsible for wiping
equipment down after each use. Disinfecting spray cleaner and/or disinfectant wipes
will be provided.
2. Use of machines are on a first come-first serve basis. Limit cardio machine (stationary
bikes, treadmills, elliptical) use to 20 minutes when others are waiting. If necessary,
a sign-in sheet will be available for equipment reservation.
3. Only equipment provided by the District may be used in the Center. All equipment is
to be used in a safe manner and only for the purposes for which it is designed.
4. Weight equipment should not be dropped, thrown or slammed. All free-weights must
be replaced on appropriate racks immediately following each use. Fixed weights are
not to be broken down and used as free weights. All collars, fitness balls, mats, and
accessory bars must be returned to the appropriate racks, station, and/or locations as
not to impede circulation throughout the Center. No equipment or weights are to be
removed from the Wellness Center for any reason.
5. Employees shall not move stationary equipment such as treadmill, elliptical, squat
rack, multi-station, etc. Employees may move other non-stationary benches but shall
return them to their original location after use.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Wellness Center Policy
Approval Date:
February 12, 2014
Policy No: 6.3 Page 4 of 4
6. Under no circumstances should free-weight plates be leaned against the perimeter
walls of the Center.
Safety and Security
1. Out-of-order signs will be available in a designated area; damaged or malfunctioning
equipment must be tagged immediately.
2. Damaged equipment or complaints about the facility should be reported immediately
to the Facilities Maintenance Department and Human Resources Department.
3. Employees are encouraged to bring a cell phone to the gym in case of an emergency.
The camera function on cell phones is prohibited.
4. Employees are encouraged not to work out alone after normal business hours.
5. Employees using heavy free-weights are encouraged to use a spotter and appropriate
safety gear, including lifting belts, etc.
6. Employees serving as “Spotters” assisting others lifting heavy weights should exercise
appropriate lifting techniques to avoid potential injury(ies).
7. Employees utilizing the Center are encouraged to be aware of their immediate
surroundings and realize that some bars, equipment, etc. may encroach into areas
used by others.
8. Failure to comply with any of the Center’s guidelines could result in revocation of
Center privileges and disciplinary action.
9. Prior to use of the Center and/or exercise equipment, the “Agreement and Release of
Liability” form must be carefully read, signed and returned to the Human Resources
Department.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Facility Use Policy
Approval Date:
January 25, 2023
Policy No:
6.4
Page 1 of 9
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: 100
Board Room-dining/ Outdoor capacity: 75
The District’s Sterling Natural Resource Center (SNRC) has a 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: 200
Public Conference Room: 10
SNRC Outdoor Capacity: 1,000
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.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Facility Use Policy
Approval Date:
January 25, 2023
Policy No:
6.4
Page 2 of 9
Policy Approvals
Original policy adoption: May 28, 2014
Revised policy adoption: January 13, 2016
Revised policy adoption: September 13, 2017
Revised policy adoption: May 23, 2018
Revised policy adoption: March 23, 2022
Revised policy adoption: January 25, 2023
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.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Facility Use Policy
Approval Date:
January 25, 2023
Policy No:
6.4
Page 3 of 9
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
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 the District.
b. Group B- 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.
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.
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 E applicants the lowest priority. District customers that fall under
Group E must provide proof of residency.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Facility Use Policy
Approval Date:
January 25, 2023
Policy No:
6.4
Page 4 of 9
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 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.
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.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Facility Use Policy
Approval Date:
January 25, 2023
Policy No:
6.4
Page 5 of 9
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.
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.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Facility Use Policy
Approval Date:
January 25, 2023
Policy No:
6.4
Page 6 of 9
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 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.
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
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Facility Use Policy
Approval Date:
January 25, 2023
Policy No:
6.4
Page 7 of 9
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.
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.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Facility Use Policy
Approval Date:
January 25, 2023
Policy No:
6.4
Page 8 of 9
Fee Schedule - 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/hourO $135/hour
Security Deposit NC $100 N/A $100 $100
Alcohol Deposit** NC $500 N/A $500 $500
*Groups 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
†Pass through fee based on vendor contract
Additional Amenities
Security Guard † NC $29.85/hour N/A $29.85/hour $29.85/hour
Microphone/Projector
Deposit
NC NC N/A $50 $50
Flags NC NC N/A NC NC
Podium NC NC N/A NC NC
Tables and Chairs Set-
up
NC NC N/A $110 $110
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Facility Use Policy
Approval Date:
January 25, 2023
Policy No:
6.4
Page 9 of 9
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.
Fee Schedule - 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
+Group C pricing will eflect specific agreement terms as authorized by the General Manager/CEO.
*Groups 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
†Pass through fee based on vendor contract
Additional Amenities
Security Guard † NC $29.85/hour $29.85/hour $29.85/hour $29.85/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 $130 Agreement
Specific
$330 $330
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Recycling and Waste Reduction Policy
Approval Date:
February 12, 2014
Policy No: 6.5 Page 1 of 1
Purpose
East Valley Water District is committed to being environmental stewards by minimizing
waste entering landfills through the use of recycling measures equal to or above national,
state, and local laws.
Policy
In accordance with the Integrated Waste Management Act of 1989 (Assembly Bill 939), all
employees shall make every feasible effort to implement, comply, and actively participate in
East Valley Water District’s Recycling Program.
Procedure
Each employee is responsible for disposing of glass containers, aluminum cans, paper
materials, plastic containers, and electronic waste in a manner consistent with the
organizational goal of being environmental stewards whenever possible. The District shall
provide designated recycling containers paired with labeled trash receptacles at several
locations to encourage and facilitate on-site recycling.
Custodial staff should dispose of recycled items into the bin designated for appropriate
recycling disposal. All white papers and cardboard materials shall be placed into
designated bins for recycling by the refuse contractor.
Electronic waste disposal should be in compliance of the current statues and regulations.
The District will ensure that e-waste is not disposed of in the standard waste containers.
Employees should make reasonable attempts to properly recycle all scrap metal materials
including, but not limited to pipe materials, meter units, and fire hydrant components.
Staff should make reasonable attempts to incorporate the following conservation
measures:
• When possible, set your photocopiers and printers to print double-sided;
• Use electronic files where possible instead of paper files;
• Buy recycled items, when possible.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Social Media Policy
Approval Date:
February 11, 2015
Policy No: 6.6 Page 1 of 5
Purpose
East Valley Water District believes in the importance of enhancing communication
through the use of social media. Social media is an effective way to increase
communication, outreach, and collaboration to meet the Districts mission and goals. The
District recognizes the value of social media as a tool to stimulate public dialogue.
The purpose of this policy is to establish guidelines, standards and instructions for the
productive use of social media sites by the District. The District looks to engage the
community in open interactive communication while protecting the integrity of
information posted on social media platforms or websites that are attributed to the
District.
Definitions
The term “Social Media Sites” will be used in this policy as a broad term applied to
primarily websites designed for open dialogue through written communication. Examples
of social media include, but are not limited to, “Facebook” and “Twitter” as well as
multimedia websites primarily designed for the distribution of media content, such as
photo streams, podcast, visual worlds, or video sharing websites.
Applicability
This policy applies to all District Employees, Board Members, temporary and contract
personnel, consultants and others that gain access to or use District systems in any form
for any purpose.
This policy applies to all social media sites related to work, and to limited extent
personal systems used in the course of District business.
All materials, information, software installed and data created, transmitted, downloaded
or stored on the District’s systems are property of the District. Any personal use of the
District equipment must be minimal in nature and must not interfere or detract from the
functional responsibilities of an employee’s position, nor violate any policies or
procedures of the District.
Any material created by, loaded to or transmitted with District provided systems will not
have the expectation of privacy.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Social Media Policy
Approval Date:
February 11, 2015
Policy No: 6.6 Page 2 of 5
Policy
A. East Valley Water District official website will remain as the primary source of
internet communication. Social media will be used as an enhancement to the Districts
official website.
B. All District social media sites will display a link back to the Districts official website.
C. Districts social media sites shall be created with identifiable characteristics of an
official District site and will display a message stating that the page is maintained by
the District and it complies with the District Social Media Policy.
D. Content on the Districts social media will support the District’s mission and reflects its
key messages.
a.Content posted on social media sites will be at the discretion of the General
Manager/CEO and the Public Affairs Manager.
b.It is at the discretion of the General Manager/CEO and/or the Public Affairs
Manager to decline public or private affiliations, including employees,
volunteers, Board Members and members of the public. The District does
not have to provide an explanation or notification describing the reasons for
declining affiliation.
c.East Valley Water District sites shall be managed consistent with the Brown
Act. The Brown Act prohibits Members of a legislative body from publishing
postings, or using social media sites to blog, engage or take action on a
District related issue. To be in compliance with The Brown Act, Board
Members may not participate in any published postings or use the site or
any form of social media to respond to, blog or engage in serial meetings, or
otherwise discuss, deliberate, or express opinions on any issue within the
subject matter jurisdiction of the body.
d.Anything posted in the Districts social media page including comments and
deleted posts, may be subject to the California Public Records Act. This
includes private messages or chats sessions with Board Members and staff. It
may be made available to the public upon request.
e.The content placed on East Valleys Water District social media sites by the
Districts followers, advertisers, or vendors, does not represent the views,
policies, or positions of the District’s, its Board Members or management.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Social Media Policy
Approval Date:
February 11, 2015
Policy No: 6.6 Page 3 of 5
E. The District encourages two-way communication through its social media accounts
and may opt to respond to comments and postings at the discretion of staff. All
Districts social media communications shall seek to:
a.Be helpful and add value
b.Be transparent
Site Management
A. The District’s social media accounts will be managed by the Public Affairs Manager
and designated staff.
B. Only those authorized by the District’s General Manager/CEO can speak on behalf of
the District and share information regarding Districts programs, projects, and policies.
This includes initiating statements on, or responding to comments received from,
various social media outlets in any manner that members of the public might perceive
as a statement on behalf of the District.
C. East Valley Water District will update and monitor its social media accounts during
regular business hours. Some information may be monitored and updated during non-
regular business hours during emergencies or other special circumstances, at its
discretion.
D. Any social media site may be terminated at any time, without advance or other notice
at the discretion of the General Manager/CEO and/or the Public Affairs Manager.
Rules and Guidelines
A. All East Valley Water District employees are welcomed to participate in social media.
B. East Valley Water District shall have full permission or rights to any content posted by
the District, including photographs and videos.
C. Social media interaction deemed unacceptable may be deleted.
D. Commentary posted by any member of the public or by staff on the District’s social
media site is the opinion of the commentator and its publication does not imply
endorsement of, or agreement by East Valley Water District, and does not reflect the
opinions or policies of the District.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Social Media Policy
Approval Date:
February 11, 2015
Policy No: 6.6 Page 4 of 5
E. The Districts does not allow and may delete or block participants who do not comply
with the following inappropriate post including but not limited to the types of
postings regardless of format (text, video, images, links, documents, etc.):
a.Profane, obscene or pornographic language or content;
b.Conduct or encouragement of illegal activity;
c.Threats to any person or organization;
d.Comments not related to the particular item being commented upon;
e.Contents that promotes, fosters or perpetuates discrimination on the basis of
race, creed, color, age, religion, gender, marital status, physical or mental
disability, sexual orientation or national origin;
f.Solicitations of commerce;
g.Comments in support of, or opposition to, political campaigns, candidates or
ballot measures;
h.Content posted by District;
i.Information that may tend to compromise the safety or security of the public
or public system
F. East Valley Water District reserves the right to deny access to District social media
sites to any individual who violates the District’s Social Media Policy, at any time and
without prior notice.
G. The District will monitor their social media sites for comments requesting responses
from the District and for comments in violation of this policy.
H. Conversation in social media sites should be proper and polite.
I. Employees representing the District on social media sites must conduct themselves at
all times as a representative of the District and in accordance with all District
policies.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Social Media Policy
Approval Date:
February 11, 2015
Policy No: 6.6 Page 5 of 5
Official District Social Media Sites
A. The District social media sites shall be created and maintained in accordance with
the Social Media Policy and identifiable as an official District site.
B. District social media network accounts shall be created under an official District e-
mail account.
C. Social media sites shall contain visible elements that identify them as an official
District site.
D. District social media sites shall display or link to the District Social Media Policy.
Attachments
A. Code of Conduct
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Customer Service Department Standards Policy
Approval Date:
April 1, 2016
Policy No: 6.7 Page 1 of 2
Purpose
The purpose of this policy is to maintain an environment committed to elevated public
service through the implementation of world class public service standards and behaviors.
The mission of the Customer Service Department is to serve our community with dignity
and respect by providing prompt, courteous and world class customer relations.
Our Commitment
In fulfilling our mission, the Customer Service Department strives at all times to provide
accurate information to our customers. We are committed to assisting our customers with
the utmost professionalism.
Providing Service to our Customers
The Customer Service Department is committed to excellence in serving our customers and
community and will carry out our functions and responsibilities in the following areas:
1. Reliability – Always do exactly what we tell the customer, if not more.
2. Efficiency – We will greet customers as soon as possible and explain the current
situation and reason for a wait, if any, and share the attention equally.
3. Presentation – Good grooming and personal presentation are expected at all
times. Presentation should be neat and appropriate for the workplace. Voices
should be projected at a reasonable tone and should portray professionalism and
confidence.
4. Professionalism – Knowledge and accuracy, combined with a customer-focused
attitude, will ensure that professionalism is maintained while building customer
relations.
5. Courtesy and Tact – Always treat customers with respect and courtesy. Thank
them for their business and share our appreciation for them.
6. Flexibility – Maintain a “can-do” attitude. If the request is unusual, think outside
the box about how we can satisfy the customer’s needs or provide an alternative
option.
7. Communication – Keep customers well informed of adjustments that may impact
them. Let them know of delays and be apologetic if they are inconvenienced.
Make sure they know we are concerned about their experience. Build a rapport
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Customer Service Department Standards Policy
Approval Date:
April 1, 2016
Policy No: 6.7 Page 2 of 2
without intruding and communicate with other staff to ensure messages are
consistent. Ensure the appropriate mode of communication is tailored to each
individual customer (i.e. email or telephone).
Training for Customer Service Staff
Training will be provided to all Customer Service staff and will include the following:
The East Valley Water District vision, core values and customer service
standards.
Department policies, practices and procedures.
Ways to provide world class customer service.
Feedback Process
The ultimate goal is to exceed the customer’s expectations. Comments on our services
regarding how well those expectations are being met are welcomed and appreciated.
Feedback regarding the way the department provides service to the customers can be made
through surveys provided in the office or on the website. All feedback will be directed to
the Customer Service Supervisor.
Modifications to policies
We are committed to developing Customer Service policies that will help accommodate
our customer’s and our business needs. Therefore, no changes will be made to any policy
before considering the impact of our customers and our business.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Employee Safety and Security Committee Policy
Approval Date:
April 1, 2016
Policy No: 6.8 Page 1 of 2
Purpose
The purpose of the Safety and Security Committee (Committee) is to bring employees
together in a cooperative effort to promote safety and security in the workplace by helping
to reduce the risk of workplace injuries, illnesses, and threats against employees and
District assets. The Committee will also assist the District in ensuring compliance with
local, state and federal health and safety regulations.
Function:
The Committee will review accidents, incidents, injuries, threats, and potentially
dangerous situations (including near misses). After review, the Committee will discuss
findings and make recommendations to eliminate unsafe working conditions, employee
injuries, reduce vehicle accidents, prevent property damage, and safeguard the District
from threats.
General safety inspections will be made by two (2) Committee members on a semi-annual
basis or as needed. The results of this inspection will be reported to the Committee and
follow-up items will be corrected in a timely manner. The Committee will evaluate
employee safety suggestions, make recommendations and verify corrective action is taken
to remove/correct any unsafe condition. In addition, employees may at any time report
an unsafe condition or hazard to a Committee member, their department supervisor,
anonymously by depositing their comments in the Suggestion Box located in the employee
lounge, or directly to Human Resources.
Committee Make-up
The Committee is comprised of representation from a majority of the District’s
departments. Committee members must be devoted for a full-year period. The Safety
Committee Chairperson leads and maintains the order and course of the meetings and
prepares the agenda for the meetings.
Scheduled Meetings:
The Committee will meet on the third Wednesday of each quarter. If necessary, this date
may be adjusted to allow for the timely review of the occurrence of an unsafe work
condition, incident, accident, employee injury, or threat to the District.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Employee Safety and Security Committee Policy
Approval Date:
April 1, 2016
Policy No: 6.8 Page 2 of 2
Review Process:
Any incident or accident that is subject to review by the Committee will include an
evaluation of the occurrence, possible determination of causation and assessment of
needed policy or procedural changes. The Committee will also determine if other
corrective action, such as additional training or new equipment, should be implemented
to eliminate unsafe working conditions, employee injuries, reduce vehicle accidents,
prevent property damage, and safeguard the District from threats.
During the review process, the Committee will determine whether an accident or incident
could have been prevented and if it was a direct result of an employee's negligence,
carelessness, inattention to duties, or violation of safety rules or regulations. If it is
determined that the occurrence was a direct result of one of the items listed above, the
Safety Chairperson will notify the Human Resources/Risk and Safety Manager. The Human
Resources/Risk and Safety Manager, along with the department director, will determine
the appropriate course of corrective action for the employee.
During the review process involved employees’ names will be kept confidential. If the
Committee is to review an incident report or employee statement, the names will be
redacted to ensure employee privacy unless prior approval is given.
EAST VALLEY WATER DISTRICT
Employee Safety and Security Committee
Agenda
1. Call to order
2. Introduction of Visitors (if applicable)
3. Reporting of Critical Information
4. Old Business
5. New Business
6. Reports on Inspections
7. Assignments for next meeting
8. Adjournment
EAST VALLEY WATER DISTRICT
Employee Safety and Security Committee
Action Plan
Action Person Resources Needed Completion Date
EAST VALLEY WATER DISTRICT
Employee Safety and Security Committee
Action Plan
Hazard Recognition: Categories/Types of Hazards
Everyone may be exposed to a variety of hazards on and off the job. Hazards may be
categorized by four types: chemical, physical, biological and ergonomic. These categories,
and related kay points about each hazard type, are profiled in the chart below.
In addition to the information provided belpw, see the American National Standard for
Information Management for Occupational Safety – ANSO Z16.2 and the Occupational
Injury and Illness Classification Manual developed by the Bureau of Labor Statistics for
hazard categories and definitions.
Chemical Hazards Physical Hazards
Inhalation
Skin Contact
Absorption
Injection
Ingestion
Electrical
Fire/Explosion
Noise
Radiation
Thermal Stress
Caught in/on/between; pinch points
Slips/Falls
Striking Against
Struck by
Biological Hazards Ergonomic Hazards
Blood borne pathogens
Brucellosis
Building-Related Illness (BRI)
Legionnaires’ Disease
Mold
Plant and insect poisons
Tuberculosis (TB)
Water and Wastewater
Repetition
Forceful Exertions
Awkward Postures
Contact Stress
Vibration
Work Area Design
Tool or Equipment Design
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: 2016/17 Employee Appreciation, Team Building, and
Wellness Policy
Original Approval Date:
Last Revised:
Policy No: 6.9 Page
1 of 3
East Valley Water District’s “Make a Difference” Trophy
Purpose
The “Make A Difference” Trophy is designed to recognize and celebrate exceptional
performance or significant achievements and contributions that align with the District’s
vision, goals, and objectives.
Program
The Employee Recognition Committee (Committee) will select the first employee to
be recognized and awarded for outstanding performance, achievements, or
contributions.
The selected employee will be announced at a Breakfast with the Boss Meeting
where the Committee will share why the employee was recognized. The selected
employee will be awarded the “Make A Difference” trophy along with an opportunity
to spin the prize wheel. The awarded employee may keep the trophy until the
following Breakfast with the Boss Meeting.
At the following meeting, the awarded employee will have the opportunity to
recognize a fellow employee from outside their department.
Before handing off the trophy, every awarded employee must attach an item that
represents them or their work. This will help celebrate previous recipients of the
trophy.
The employee handing off the trophy will explain who they are awarding the trophy
to and why. The following can be used as criteria to recognize a fellow employee
(not limited to list below):
o Demonstrated high ethical standards in job performance
o Worked as an exemplary team member
o Initiated change that created more efficient business processes
o Provided excellent customer service
o Provided positive leadership
o Initiated change that resulted in cost savings for the District
o Made a difference in someone’s life (customer or coworker)
The newly selected employee will be awarded the “Make A Difference” trophy,
along with an opportunity to spin the prize wheel. The newly selected employee
may keep the trophy until the following Breakfast with the Boss Meeting and must
attach an item before handing it off to the next employee.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: 2016/17 Employee Appreciation, Team Building, and
Wellness Policy
Original Approval Date:
Last Revised:
Policy No: 6.9 Page
2 of 3
Thumbs Up Sticker
Purpose
The Thumbs Up Program is intended to recognize co-workers for making the District a great
place to work.
Program
Employees will have access to Thumbs Up stickers and can give them out regularly.
Recipients of Thumbs Up stickers are encouraged to wear their sticker(s) throughout
the day to be recognized for making EVWD a great place to work.
Each employee will be given one gold Thumbs Up sticker monthly to hand out. This
gold sticker is to recognize a fellow employee who made a significant impact.
Employees who give gold Thumbs Up will notify HR in order to have the recipient
added to the recognition list. HR will maintain a monthly list of issued gold Thumbs
Up stickers to be added to the spinning raffle drum at the Breakfast with the Boss
Meeting.
One name will be selected and the person who awarded the gold Thumbs Up will say
why they selected that employee.
The recipient of the selected sticker will be awarded an opportunity to spin the
prize wheel.
Innovative Recognition Program
Purpose
The Innovative Recognition Program is designed to encourage employees to submit
innovative ideas for enhancing customer service, minimizing District expenses, or
improving the work efficiency of the District.
Program
Each member of the Senior Management Team will give a monthly contribution of
$10 to be used for awarding cash prizes to recognized innovators.
Supervisors will submit the name of the innovator and their idea to the Senior
Management Team when an innovative idea arises. Employees may give
recommendations to a supervisor for submittal.
The Senior Management Team will review the submittal and if approved, will
determine the cash prize to be awarded. Cash prizes range from $50 to $500.
o Cash prizes resulting from an idea created by more than one innovator will
be split amongst the innovators.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: 2016/17 Employee Appreciation, Team Building, and
Wellness Policy
Original Approval Date:
Last Revised:
Policy No: 6.9 Page
3 of 3
Innovators will be recognized and receive their cash prize at a Breakfast with the
Boss Meeting.
Move into the Groove Pre-Shift Stretching Program
Purpose
The Move into the Groove Pre-Shift Stretching Program is intended to encourage staff to
stretch and warm up before beginning their workday through exercises to decrease the
risk of musculoskeletal disorders.
Program
Benefits of pre-shift warm ups include the following:
Reduces the amount of sprains, strains and work related injuries
Decreases the amount of wear and tear of joints
Enhances productivity by reducing work related injuries
Improves employee morale
Promotes a positive work environment
Schedule
Weekly warm up stretching routines will be e-mailed to all staff.
Routines will be customized for field and office staff to follow.
Pre-stretching should be done Monday, Tuesday, Wednesday from 7:40-7:50 for
a minimum of 3-5 minutes.
A group leader will lead their individual department to Move into the Groove.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Records Retention Policy
Original Approval Date:
March 27, 2019
Last Revised: Policy No: Page
1 of 2
Purpose
This purpose of this policy is to provide guidelines to staff regarding the retention or destruction
of records of the East Valley Water District (the “District”).
Background
Pursuant to the resolution adopted by the Board of Directors, except where a record is expressly
required to be preserved according to State law, the District may approve the destruction of any
original document with retaining a copy of the document as long as the retention and destruction
of the document complies with the retention schedule as set forth in this policy. The District will
comply with guidelines provided by the Secretary of State pursuant to Section 12236, that classifies
all District records by category, and establishes a standard protocol for destruction and disposition
of records and may be updated from time to time.
Policy
The District Clerk is authorized by the Board of Directors to interpret and implement this policy,
and to cause to be destroyed any or all such records papers and documents that meet the
qualifications governing the retention and disposal of records, specified in Attachment “A” Records
Retention Schedule.
The records retention schedule shall be used by all departments throughout the District, and
applied to all document types, including hard copies, original copies, and scanned or imaged copies
archived and managed in an electronic document management system.
The Records Coordinator, designated by the District Clerk, shall assist with the administration of
this policy and shall support all District personnel to comply with the provisions of this policy and
with the Records Retention Schedule, set forth in Attachment “A”.
Procedure
A.The employee completes and signs a “Request for Destruction of Obsolete Records” form,
listing the date and description of each document to be destroyed. The employee submits
the form to the Records Coordinator.
B.The Records Coordinator checks the documents listed on the submitted form to confirm
that each document is: (1) not required to be permanently retained, or (2) has been
retained for the legally required period of time. The Records Coordinator also confirms
6.10
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Records Retention Policy
Original Approval Date:
March 27, 2019
Last Revised: Policy No: Page
2 of 2
that any applicable reproductions requirements (i.e., imaging, etc.) for each document are
complete.
C. The Records Coordinator submits the form to the District Clerk who reviews and signs the
form and then returns the signed form to the Records Coordinator.
D. After receiving the signed form from the District Clerk, the Records Coordinator oversees
the destruction of the documents, indicates the method of destruction on the form, signs
the form and returns the original to the District Clerk.
E. The original document destruction form shall be retained permanently by the District Clerk
for record disposition verification.
F. No District official or employee has, by virtue of his or her position, any personal rights to
District records even though he or she may have created or compiled them. The
unauthorized destruction, removal, or use of such records is prohibited.
Review
This policy may be amended or revised to comply with current legislation.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Email and Instant Messaging Acceptable Use Policy
Original Approval Date:
March 27, 2019
Last Revised:
Policy No: 6.11 Page
1 of 4
Purpose
Email is a critical mechanism for business communications at the District. Use of the
District’s electronic mail systems and services must be used with respect and in accordance
with the policies of the District.
Instant Messaging (IM) is currently being used by the District as a form of real-time
communication with individuals inside the District. IM technology is meant for the purpose
of enhancing employee productivity while conducting business. IM carries some security
risks that must be addressed.
The purpose of this policy is to establish guidelines for the use of these communications’
methods, to safeguard sensitive information and data, and to maintain the public trust and
confidence in the District’s operations.
Scope
This policy applies to all email and IM systems used at the District’s headquarters, District
offices, and remote locations. This policy applies to all email account holders, District
employees, and those granted temporary access while working on behalf of the District.
Policy
A. Email access at the District is controlled through individual accounts and passwords.
Each user of the District’s email and IM systems are required to read and sign a copy
of this policy prior to receiving an email access account and password. It is the
responsibility of the employee to protect the confidentiality of their account and
password information in accordance with the Password Policy.
B. All employees of the District will receive an email account. Email accounts will be
granted to those working on behalf of the District on a case-by-case basis. Access
will be terminated when the employee or third party terminates their association
with the District, unless other arrangements are made.
C. Email users are responsible for mailbox management, including organization and
cleaning.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Email and Instant Messaging Acceptable Use Policy
Original Approval Date:
March 27, 2019
Last Revised:
Policy No: 6.11 Page
2 of 4
D. Email users are expected to remember that email sent from the District’s email
accounts reflects on the District. Please comply with normal standards of
professional courtesy and conduct as emails are subject to the public records
request act.
E. Email users must not automatically forward incoming emails to accounts outside the
control of the District.
F. The District email systems and services are not to be used for purposes that could
be reasonably expected to strain storage or bandwidth (e.g. emailing large
attachments instead of pointing to a location on a shared drive).
G. Email and IM use at the District will comply with all applicable laws, all District
policies, and all District contracts. Use in a manner that is not consistent with the
mission of the District, misrepresents the District, or violates any District policy is
prohibited.
H. The following activities are deemed inappropriate uses of the District email and IM
systems and services, and are strictly prohibited. Inappropriate use includes, but is
not limited to:
1. Use for illegal or unlawful purposes, including copyright infringement, obscenity,
libel, slander, fraud, defamation, plagiarism, harassment, intimidation, forgery,
impersonation, and computer tampering (e.g. spreading of computer malware).
2. Viewing, copying, altering, or deletion of accounts or files belonging to the
District or another individual without authorized permission.
3. Opening email attachments from unknown or unsigned sources. Attachments are
the primary source of computer malware and should be treated with caution.
4. Sharing account passwords with another person, or attempting to obtain another
person’s account password.
5. Excessive personal use of the District resources.
6. The District prohibits personal use of its email and IM systems and services for
unsolicited mass mailings, non-District commercial activity, political
campaigning, and dissemination of chain letters.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Email and Instant Messaging Acceptable Use Policy
Original Approval Date:
March 27, 2019
Last Revised:
Policy No: 6.11 Page
3 of 4
I. The email and IM systems and services used are owned by the District, and are
therefore its property. This gives the District the right to monitor any and all email
and IM traffic passing through its systems. This monitoring may include, but is not
limited to, inadvertent reading by IT staff during the normal course of managing the
email and IM systems, review by legal counsel, observation by management in cases
of suspected abuse, or to monitor employee efficiency.
J. Emails that are retained in electronic folders or in hard copy and are not intended
for temporary purposes may be public records and should follow the District’s
retention schedule in terms of how long the records may be kept pursuant to legal
requirements.
K. All incoming, sent, and deleted emails that are older than 90 days will be
automatically deleted on a daily basis. Emails that serve a useful business purpose
can be preserved by manually moving the email to a subfolder of the mailbox.
L. Use extreme caution when communicating confidential or sensitive information via
email or IM and these are not considered secure means of communication. Keep in
mind that all email messages sent outside of the District become the property of
the receiver.
M. Any allegations of misuse should be promptly reported to the Human Resources
Manager. If you receive an offensive email, do not forward, delete, or reply to the
message.
N. Only IM services approved by the Information Technology (IT) department may be
installed and used on the District’s network. Free IM services commonly used within
the consumer market (Facebook Messenger, AOL Messenger, etc.) are not approved
or supported by the IT department.
O. IM services are to be used for business communications and for the purpose of
fulfilling job duties. Use of IM communications in this manner between the District
employees is permitted and encouraged. It is expected that all employees will
communicate professionally with colleagues, keeping in mind that foul language and
slang terms are not allowed.
P. Truly sensitive communications should be conducted through paper-based
correspondences or in-person meetings. Employees are prohibited from sending
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Email and Instant Messaging Acceptable Use Policy
Original Approval Date:
March 27, 2019
Last Revised:
Policy No: 6.11 Page
4 of 4
personal identifiable information such as credit card information, banking
information, driver’s license numbers, social security numbers, and other sensitive
information through the District’s email and IM systems.
Non-Compliance
Violations of this policy may result in disciplinary action up to and including termination.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Password Policy
Original Approval Date:
August 14, 2018
Last Revised:
Policy No: 6.12 Page
1 of 2
Purpose
Passwords are the primary form of user authentication used to grant access to District
information systems. To ensure that passwords provide as much security as possible, they
must be carefully created and used. This policy offers guidelines for creating strong
passwords that help minimize the possibility of access to the District’s information systems.
It is the intent of the District to protect all its network resources including computer
hardware, software, and data. This document will set forth the poli cy of maintaining
logical security, protecting the software and utilization of systems by persons with
legitimate access rights.
Scope
The Password Policy applies to all information systems, information components, and to
all user account holders, District employees, and those granted temporary access while
working on behalf of the District.
Policy
A. Passwords should be constructed according to set length and complexity
requirements. As such, passwords must be at least 7 characters in length and must
include an upper and lower-case letter, number, and special character.
B. Passwords will have a maximum lifespan determined by the Information Technology
Manager.
C. Passwords should not be reused. Reuse includes the use of the exact same password
or the use of the same root password with appended or pre-pended sequential
characters.
D. Passwords are to be used and stored in a secure manner. As such, passwords should
not be written down or stored electronically in plain -text. Passwords are to be
obscured during entry into information system login screens and are to be
transmitted in an encrypted format.
E. Passwords are to be individually owned and kept confidential and are not to be
shared under any circumstances.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Password Policy
Original Approval Date:
August 14, 2018
Last Revised:
Policy No: 6.12 Page
2 of 2
F. Vendor supplied default passwords must be changed prior to ins talling a system on
the network.
G. Information Technology professionals or system account c redentials for non-console
administrative access must be encrypted using technologies such as SSH, VPN, or
SSL/TLS. Encryption technologies must include the following:
1. Must use strong cryptography, and the encryption method must be invoked
before the administrator’s password is requested.
2. System services and parameter files must be configured to prevent the use of
telnet and other insecure remote login commands.
3. Must include administrator access to web-based management interfaces.
4. Use vendor documentation and knowledge of personnel to verify that strong
cryptography is in use for all non -console access and that for the technology in
use it is implemented according to industry best practices and vendor
recommendations.
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.
January 24, 2024March 25, 2020
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 include 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.
March 25, 2020 January 24, 2024
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: The
exclusion period from work is a minimum of 24 hours from the day of the
symptom onset. From two (2) days before the date of symptom onset until after
24 hours have passed with no fever, without the use of fever-reducing
medications, and symptoms have improved. A person with COVID-19 may
return to work if the following conditions are satisfied: (1) 24 hours have passed
with no fever-reducing medications; and (2) their symptoms are mild and
improving.
(2)For COVID-19 positive employees who never develop COVID-19 Symptoms:
From two (2) days before the positive specimen collection date there is no
infectious period for the purpose of isolation or exclusion. If symptoms develop,
the criteria above will 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.
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.
March 25, 2020 January 24, 2024
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: COVID-19 Prevention Program
Original Approval Date: Last Revised: Policy No:
6.13
Page
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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.
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;
March 25, 2020 January 24, 2024
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: COVID-19 Prevention Program
Original Approval Date: Last Revised: Policy No:
6.13
Page
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(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;
(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.
March 25, 2020 January 24, 2024
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: COVID-19 Prevention Program
Original Approval Date: Last Revised: Policy No:
6.13
Page
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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
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.
March 25, 2020 January 24, 2024
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: COVID-19 Prevention Program
Original Approval Date: Last Revised: Policy No:
6.13
Page
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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
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.
March 25, 2020 January 24, 2024
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: COVID-19 Prevention Program
Original Approval Date: Last Revised: Policy No:
6.13
Page
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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.
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.
March 25, 2020 January 24, 2024
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
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
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.
March 25, 2020 January 24, 2024
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: COVID-19 Prevention Program
Original Approval Date: Last Revised: Policy No:
6.13
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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:
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
March 25, 2020 January 24, 2024
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: COVID-19 Prevention Program
Original Approval Date: Last Revised: Policy No:
6.13
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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;
(3)The employee’s title;
(4)The location where the employee worked;
March 25, 2020 January 24, 2024
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
(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.
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.
March 25, 2020 January 24, 2024
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
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.
Replaces Section 9: COVID 19 Policies and Protocols
March 25, 2020 January 24, 2024
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Access Control Policy
Original Approval Date:
September 11, 2019
Last Revised: Policy No:
6.14
Page
1 of 3
Purpose
The purpose of this policy is to maintain an adequate level of security to protect the
District’s data and information systems from unauthorized access. This policy defines the
rules necessary to achieve this protection and to ensure a secure and reliable operation of
the District’s information systems.
Scope
This policy applies to all authorized users that includes District employees, including full-
time staff, part-time staff, contractors, and other agents who utilize District or personally-
owned computers to access data, information systems, files, and communications systems
of the District.
Policy
A.Only authorized users are granted access to information systems and are limited to
specific defined, documented, and approved applications, and levels of access
rights. Computer and communication system access control is to be achieved via
user IDs that are unique to each individual user to provide individual accountability.
B.Authorized users (remote or internal), accessing networks and systems, must be
authenticated and adhere to the District’s Password Policy.
C.Authorized users will only receive access to networks, files, applications, and
information systems specifically authorized to them.
1.The District will follow the principle of least privilege to grant access.
Authorized users will only receive access to the minimum applications and
privileges required to perform their job duties.
D.All workstations used to conduct business activity, no matter where they are
located, must use an access control system approved by the Information Technology
department. In most cases this will involve password-enabled screen-savers with a
time-out-after-no-activity feature and a power on password prompt.
1.Active workstations are not to be left unattended for prolonged periods of
time, where appropriate. When an authorized user leaves a workstation, that
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Access Control Policy
Original Approval Date:
September 11, 2019
Last Revised: Policy No: 6.14 Page
2 of 3
authorized user is expected to lock their workstation or properly log out of
all applications and networks.
2.Where appropriate, inactive workstations will be reset after a period of
inactivity. Authorized users will then be required to re-log on to continue
usage. This minimizes the opportunity for unauthorized users to assume the
privileges of the intended user.
3.Automated mechanisms may be used to ease the use of this process.
E.A process to create, deactivate, and delete user accounts must be in place. This
process allows for the assignment or removal of access rights for authorized users
to all systems and technology services.
F.System access controls will be applied to all information systems based on its data
classification to ensure that it is not improperly disclosed, modified, deleted, or
rendered unavailable.
G.Periodic reviews of user access rights and use of accounts are to be conducted by
the Information Technology department or other department depending on their
type of system or data classification.
H.Upon separation with the District, user access rights will be revoked.
1.The District will employ automated processes here to remove temporary
accounts after a determined amount of time. A similar automated process
will exist for disabling inactive accounts.
2.The District will also terminate any accounts deemed to present a potential
high risk to District operations.
I.A limit of unsuccessful log-ons will be enforced and an automatic account lock will
be enabled.
J.Time and date of log-ons and account changes will be appropriately recorded and
monitored.
K.Remote access to the District’s networks, applications, information systems, files,
and data must conform to the District’s Remote Access Policy.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Access Control Policy
Original Approval Date:
September 11, 2019
Last Revised: Policy No: 6.14 Page
3 of 3
L.Logging and audit trails will be applied to information systems, communications
systems, files, and data. The level of logging and audit trails will vary based on
regulatory requirements, compliance requirements, and cybersecurity initiatives.
Logging and audit trails shall record, at a minimum, the access time and user
account.
M.The District will enact separation of duties to decrease abuse of privileges.
N.Authorized users are prohibited from gaining unauthorized access to any other
information systems, communications systems, files, and data not granted to them.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Remote Access Policy
Original Approval Date:
September 11, 2019
Last Revised: Policy No:
6.15
Page
1 of 3
Purpose
The purpose of this policy is to define standards, procedures, and restrictions for
connecting to the District’s internal networks from an external network via remote access
technology. The District’s resources must be protected from unauthorized use and/or
malicious attack that could result in loss of information, damage to critical applications,
disruption of services, and loss of revenue.
Scope
This policy applies to all authorized users that includes full-time staff, part-time staff,
contractors, and other agents who access the District’s data and networks through District-
owned or personally-owned computers. Employment at the District does not automatically
guarantee the granting of remote access privileges.
Remote access is defined as any connection to the District’s network and/or other
applications from off-site locations.
This policy applies to any and all work performed for the District on District or personally-
owned computers through a remote access connection of any kind. Work may include, but
is not limited to, virtual private network (VPN), remote desktop applications, databases,
servers, email correspondence, web browsing, Intranet resources, and any other District
application used over the Internet.
District resources include corporate data, computer systems, networks, databases, and
other digital systems.
Policy
It is the responsibility of any authorized user of the District with remote access privileges,
to ensure that their remote access connection remains as secure as the network access
within the office to protect District resources (i.e. data, computer systems, networks,
databases, etc.). It is imperative that any remote access connection used to conduct
District business be utilized appropriately, responsibly, and ethically. Therefore, the
following rules must be observed:
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Remote Access Policy
Original Approval Date:
September 11, 2019
Last Revised: Policy No:
6.15
Page
2 of 3
A.Authorized users agree not to disclose their passwords to anyone consistent with the
guidelines of the District’s Password Policy.
B.All remote computer equipment and devices used for business interests, whether
personal or District-owned, must display reasonable physical security measures.
Computers will have an antivirus software installed that is deemed necessary by the
District’s Information Technology (IT) department.
C.Any remote connection that is configured to access the District’s resources must
adhere to the authentication requirements of the District’s IT department. In
addition, all hardware security configurations (personal or District-owned) must be
approved by the District’s Information Technology department.
D.Authorized users will make no modifications of any kind to the remote access
connection or network settings without the express approval of the District’s IT
department.
E.Authorized users with remote access privileges must ensure that their computers
are not connected to non-District networks while connected to the District’s
network via remote access, with the exception of Internet connectivity.
F.Use of Internet access through District networks via remote connection for the
purpose of illegal transactions, harassment, or obscene behavior is not permitted in
accordance with the Access Control Policy.
G.If a District-owned computer or related equipment used for remote access is
damaged, lost, or stolen, the authorized user will be responsible for notifying their
manager and District’s IT department immediately.
H.In order to maintain system security, the authorized user agrees to immediately
report to their manager and District’s IT department any incident or suspected
incidents of unauthorized access and/or disclosure of District resources, databases,
networks, etc.
I.The authorized user agrees to and accepts that his or her access and/or connection
to the District’s networks may be monitored to record dates, times, duration of
access, etc., in order to identify unusual usage patterns or other suspicious activity.
As with in-house computers, this is done in order to identify accounts/computers
that may have been compromised by external parties.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Remote Access Policy
Original Approval Date:
September 11, 2019
Last Revised: Policy No:
6.15
Page
3 of 3
J.MFA may be required for cloud-based applications and to establish all VPN
connections to encrypt and provide secure access to a remote computer over the
Internet. Multi-Factor Authentication (MFA) is a method of computer access control
in which an authorized user is granted access only after successfully presenting
multiple separate pieces of evidence to an authentication mechanism – typically at
least two of the following categories: knowledge (something they know), possession
(something they have), and inherence (something they are). A District issued or
personally-owned smart phone is typically used to satisfy the “possession”
authentication mechanism.
K.Determination of remote access authorization will be at the discretion of the IT
department and the individual’s Supervisor.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Purchasing / Procurement Policy
Original Approval Date:
August 9, 2011
Last Revised:
October 11, 2017
Policy No:
7.1
Page
1 of 16
Purpose
The purpose of this policy is to establish procedures for the acquisition of supplies,
materials, equipment and services, including construction and capital improvements, for
East Valley Water District (the District) pursuant to California Government Code (CGC)
Section 54201 et seq.
CGC Section 54202 requires every local agency to adopt policies and procedures,
including bidding regulations, governing purchases of supplies, mat erials, and
equipment and that said purchases shall be in accordance with duly adopted
policies.
CGC Section 54204 requires that if a local agency is other than a city or county,
policies provided for in Section 54202 shall be adopted by means of a written
rule or regulation, copies of which shall be available for public distribution.
Authorization and Delegation
By adoption of this policy, the Board of Directors (Board) is authorizing the General
Manager/Chief Executive Officer (GM/CEO), or his/her authori zed representative to
exercise certain duties and responsibilities that are essential for the day -to-day operation
of the District.
The GM/CEO may delegate the procurement of services and materials, and the provision
of public works contracts to those staf f members given specific authority within this policy.
The GM/CEO delegates the authority to act as the District’s Purchasing Agent to the Chief
Financial Officer (CFO), or their designee.
The GM/CEO delegates the authority to procure engineering, consulti ng and design, and
construction services for Public Works Projects to the Director of Engineering and
Operations (DEO), or their designee.
The GM/CEO delegates to Program Managers and Supervisors the authority to determine
specifications of goods or services needed, to solicit proper bids, and to obtain proper
approvals according to the Authorization Table .
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Purchasing / Procurement Policy
Original Approval Date:
August 9, 2011
Last Revised:
October 11, 2017
Policy No:
7.1
Page
2 of 16
Responsibilities
A. Purchasing Agent – the Purchasing Agent’s responsibilities include:
1. Administration of the Purchasing Policy;
2. Update settings / approval paths in the District’s financial software;
3. Creation of Purchase Orders (PO);
4. Review bid documents and bidding procedures;
5. Review all contracts (except Public Works);
6. Recommend revisions to purchasing procedures when necessary and keep
informed of current developments in the field of public purchasing;
7. Conduct internal audits; and
8. Provide training for District staff on this policy.
B. DEO – The Director of Engineering and Operations responsibilities include:
1. Recommend revisions to purchasing procedures with respect to public
contracting; and
2. Review all public works contracts.
C. Program Managers & Supervisors – the responsibilities of managers and supervisors
shall include:
1. Enter into contractual obligations on behalf of the District;
2. Obtain full and open competition in accordance with prescribed policies and
procedures in a manner that presents the best overall value to the District;
3. To anticipate requirements sufficiently in advance to allow adequate time to
obtain goods in accordance with the best purchasing practices;
4. Identify, evaluate, and utilize purchasing methods which best meet the needs of
the District (e.g. cooperative purchases, blanket purchase orders, contractual
agreements, purchasing cards, etc.);
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Purchasing / Procurement Policy
Original Approval Date:
August 9, 2011
Last Revised:
October 11, 2017
Policy No:
7.1
Page
3 of 16
5. Provide for the fair and equitable treatment of vendors, suppliers, and
contractors;
6. Supervise the receipt and inspection of all materials, supplies, equipment , and
services purchased to ensure conformance with specifications;
7. To notify vendors of purchase award when authorized by Purchasing Agent; and
8. Obtain approvals according to the Authorization Table below.
D. Authorization Table
Amount Up to Approval Level
$ 5,000 Department Supervisors
$ 10,000 Department Managers
$ 25,000 Department Heads (Executive Staff)
$ 150,000 General Manager / CEO
(CFO or DEO if CEO is absent)
> $ 150,000 Board of Directors
The above authorization levels apply to the procurement of materials and services
that are included in the current year adopted budget.
Procurement Methods
A. Requisition/Purchase Order - Requisitions provide a mechanism for obtaining the
approvals necessary for issuance of a PO. With few exceptions, a PO must be issued
prior to ordering goods or signing contracts for construction or services.
1. In general, POs will be closed at the end of each fiscal year. Purchases are
expensed from the fiscal year budget in which goods are received, not the fiscal
year in which POs are issued.
2. Purchase orders representing multiple year contracts will remain open until
projects are completed and Finance is notified to close the Purchase Order.
3. Procurements that require approval by the Board do not require electronic
requisitions. The Purchasing Agent will create the Purchase Order after the Board
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Purchasing / Procurement Policy
Original Approval Date:
August 9, 2011
Last Revised:
October 11, 2017
Policy No:
7.1
Page
4 of 16
of Directors has approved and signed the contract. The Purchase Order will then
be delivered to the related Department.
4. In no case shall a contract be signed and Purchase Order issued unless sufficient
funds have been budgeted and appropriated, or identified in the Capital
Improvement Program reviewed with the Board during the annual budget
process.
B. Check Request - A check request can be used to initiate payment for purchases not
requiring a PO, such as for purchases of less than $5,000, and non -discretionary
purchases/payments.
C. Purchasing Card - Designated full-time employees may be assigned a Cal Card for
miscellaneous purchases. The objective of the Cal Card Program is to reduce
processing costs associated with low dollar expenditures. Services are not to be
acquired on Cal Cards due to lack of insurance and indemnification language
associated with these purchases.
1. Each cardholder has pre-defined spending limits which may be increased
temporarily or permanently with approval by an authorized manager subject to
the Authorization Limits. Purchases using the Cal Card are subject to the terms
and conditions of the District Cardholder Agreement.
Competitive Selection Process
A. General - All procurements for materials, supplies, equipment, services, and
construction shall employ a competitive selection process whenever practicable. All
procurements of $75,000 and over will require sealed bidding.
1. Bids shall be awarded to the “responsive” and “responsible” bidder who submits
the lowest bid that is most advantageous to the District.
• Responsive shall mean a bidder whose bid is in conformance with the
requirements of the bid solicitation, including specifications and the
District’s terms and conditions. Bidders who substitute terms and conditions
or who qualify their bids in such a manner as to limit their liability may be
considered non-responsive.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Purchasing / Procurement Policy
Original Approval Date:
August 9, 2011
Last Revised:
October 11, 2017
Policy No:
7.1
Page
5 of 16
• Responsible refers to the ability of the bidder to successfully fulfill a
contract. Prospective bidders may be request ed to furnish proof of financial
resources, a list of current of previous customers, and other pertinent data.
Such action may be taken after receipt of bids.
2. In determining the lowest “responsible” bidder, the following elements shall be
considered in addition to price:
a. That the products offered provide the quality, fitness, and capacity for the
required usage;
b. That the bidder has the ability, capacity and skill to perf orm the contract
satisfactorily and within the time required; and
c. That the bidder’s experience(s) regarding past purchases by the District or
other public agencies demonstrates the reliability of the bidder to perform
the contract.
3. When a bid is recommended to be awarded to other than the low bidder, written
justification is required. The written statement, signed by the appropriate
supervisor or manager, or the GM/CEO shall be attached to the purchase
requisition or Board report.
B. Bid Requirements Table
Purchase Amount Requirements PO Required
$ 0 - $5,000 Informal Quotes NO
$ 5,001 - $75,000 Informal Bids YES
$ 75,001 and over RFP/Sealed Bids YES
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Purchasing / Procurement Policy
Original Approval Date:
August 9, 2011
Last Revised:
October 11, 2017
Policy No:
7.1
Page
6 of 16
C. Informal Quotes
1. For purchases less than $5,000, quotes may be obtained through an informal
process (e.g. web browsing or phone calls) and documentation of the bids is
recommended but not required. Although bid documents are not required, a
requisition and purchase order may be issued to document the purchase if the
staff member making the purchase wishes to do so.
2. Since the purchase may be initiated without a Purchase Order, the accounts
payable process will require that the invoice be signed by an authorized signor
before payment is released.
D. Informal Bids
1. For all procurement of materials, supplies, equipment , services, and
construction in excess of $5,000 but less than $75,000, at least three vendors
must be contacted for bids/price quotations and the purchase awarded to the
lowest, most responsive bidder.
2. Bids may be solicited from prospective bidders by written request, telephone,
legal advertising or public notice (including District website). Regardless of
solicitation method, all vendors must receive the same information about
specifications and requirements of the product or service, and all bids submitted
must be kept in confidence until the bid is awarded. Bidders may be advised that
they will be notified only if they submitted the successful bid.
3. All bids received must be documented and retained by the requesting
department or scanned into Tyler Content Manager.
E. Formal Bids
1. For all procurement of materials, supplies, equipment, services, and
construction in excess of $75,000, bids or proposals shall be solicited from a
minimum of three vendors. A written Notice Inviting Bids (NIB) or Request for
Proposals (RFP) must be used to document the specification and requirement of
the product or service.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Purchasing / Procurement Policy
Original Approval Date:
August 9, 2011
Last Revised:
October 11, 2017
Policy No:
7.1
Page
7 of 16
2. The NIB or RFP must be made publicly available on the District’s website and, if
practicable, in a newspaper of general circulation. If the NIB/RFP is also sent
directly to prospective vendors, at least three vendors shall receive the notice.
3. Vendor responses (proposals/bids) must be submitted in written form and
retained on file by the manager of the initiating de partment. Contracts shall be
awarded in a manner most beneficial to the District as further explained in the
following sections.
Supplies, Equipment, and Non-Professional Services
The following procedures are applicable to the acquisition of commodities and non-
professional services, and shall be used in conjunction with the Competitive Selection
Processes described above. Non-Professional Services do not require professional
certifications. Examples include: landscape maintenance, janitorial, and unifor m cleaning.
A. Notice Inviting Bids - The initiating department shall prepare the Notice Inviting Bids
(NIB). The notice shall be published once, in a newspaper of general circulation
within the District, at least fourteen calendar days before the date of bid opening.
B. Formal Notice Inviting Bids - The Notice shall contain:
1. A general description of the goods, services, or equipment to be purchased;
2. A statement about where bid plans and specifications may be secured ;
a. For tangible goods and equipment, brand standardization is allowable if
deemed in the best interest of the District;
3. Bonding requirements, if applicable; and
4. A statement of the time and place for opening the bids.
C. Bid Opening – Sealed bids shall be submitted to the Department requesting the bids.
A written record and tabulation shall be made at the time all bids are received. Bids
shall be opened by the department head in public at the date, time, and place
stated in the NIB.
D. Evaluation – A representative of the requesting department shall review all bids
received for compliance with specifications. A ny deviation from the specifications
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Purchasing / Procurement Policy
Original Approval Date:
August 9, 2011
Last Revised:
October 11, 2017
Policy No:
7.1
Page
8 of 16
shall be fully documented, and the impact of the deviation on the performance of
the bid item evaluated. The requesting department shall review its finding with the
Purchasing agent.
E. Bid Award – Contracts will be awarded to the lowest responsive and responsible
bidder. Approval of any bid will be in accordance with the Authorization Table. If
the bid is accepted, the Bidder shall execute the contract within the time provided
in the contract documents and shall furnish the necessary certificates of insurance
and bonds required by the contract documents.
1. Project-specific contracts for maintenance and service agreements shall be
issued to expire upon completion of the work unless otherwise specified in the
written agreement. Contracts shall be issued for an initial term of no more than
36 months. The GM/CEO may authorize a maximum of one extension of 24
months for maintenance and service agreements.
2. If an extension to a contract or maintenance agreement causes the total cost for
all years to exceed $150,000 (even though the original total cost of the
agreement was less than $150,000), the extension shall be approved by the
Board.
Professional Services
Professional service providers are those persons or firms specially trained to provide
services in connection with financial, economic, accounting, engineering, administrative,
or other matters involving specialized expertise or unique skills.
When selecting a vendor for professional services, c ost will not be the prominent criterion
in evaluating proposals. Proposals for these services will be evaluated based on a
combination of factors that result in the best overall value to the District.
A. Request for Proposal (RFP) – The department responsible for monitoring the project
shall prepare the RFP. The RFP should contain significant detail about the project
including:
1. A precise description of the objective;
2. The services to be performed;
3. The anticipated project timeline, including:
a. The deadline for submittal of proposals;
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Purchasing / Procurement Policy
Original Approval Date:
August 9, 2011
Last Revised:
October 11, 2017
Policy No:
7.1
Page
9 of 16
b. Date of proposal conference, if any;
c. Proposal evaluation;
d. Award of contract; and
e. Projected start and completion dates.
4. Evaluation criteria;
5. Expected content of proposals; and
6. Contractual requirement, including:
a. Prohibition against assignment;
b. Insurance requirements;
c. Compliance with federal, state and local laws, and grant related
requirement, if applicable; and
d. Sample of District contract / agreement.
B. Issuance of RFPs – To allow for sufficient competition, the project manager shall:
1. Post the RFP on the District website, and distribute the RFP to at lea st three
firms engaged in performing the work requested. If deemed appropriate, the RFP
may also be published in a newspaper of general circulation at least 14 days prior
to the designated closing.
2. Allow a reasonable length of time between solicitation and closing dates so
potential respondents have sufficient time to prepare proposals.
3. Post on the District website, any RFP amendments, and responses to any inquiries
from potential respondents to ensure all interested firms have the same
information.
C. Proposal Receipt and Opening – Sealed proposals shall be received by the originating
department, time stamped, and recorded on a list of proposals received. Proposals
shall be opened in the presence of the Department Head from the initiating
department. Proposals received after the time specified shall be returned to the
submitter unopened.
D. Evaluation of Proposals – The project manager shall establish a selection committee
of at least three members, and establish selection criteria and a ranking system.
The selection criteria should include:
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Purchasing / Procurement Policy
Original Approval Date:
August 9, 2011
Last Revised:
October 11, 2017
Policy No:
7.1
Page
10 of 16
1. Completeness of the proposal;
2. Demonstrated understanding of the work to be performed;
3. Experience of the firm and its personnel relative to the required services;
4. Qualifications of the personnel to be assigned;
5. References who can be contacted to verify past performance; and
6. If appropriate, pricing for the project .
The selection committee may choose to interview all or some of the respo ndents
to assist in coming to a consensus on the top firm.
E. The initiating department shall recommend the top firm for award of a contract,
which shall be approved in accordance with the Authorization Table .
Public Works Projects
Public Works Projects, hereafter referred to as Capital Improvement Projects (CIP) include
the construction, reconstruction, erection, alteration, renovation, improvement,
demolition, painting or repair of any publicly owned, leased or operated facility.
As required by law, registration with the Department of Industrial Relations for prevailing
wage regulations is required for all CIP bidders. When the CIP is funded through a Federal
Grant, the District must follow Federal procurement standards listed in the Code of Federal
Regulations Sections 200.317 through 200.326 or as required by the grant document.
A. Notice Inviting Bids
1. The initiating department shall prepare the Notice Inviting Bids. The notice shall
be published once, in a newspaper of general circulation within the Di strict, at
least fourteen calendar days before the date of bid opening. The IFB shall also
be mailed to construction trade journals at least 30 days prior to bid opening.
2. Alternately, the GM/CEO, or his/her designee, is authorized to create a
prequalified bidders list. The bidders may be prequalified on an annual basis or
on a project specific basis. Notice inviting sealed bids shall be distributed to
prequalified bidders or other interested parties as may be deemed beneficial by
the GM/CEO, or his/her designee.
B. Form of Notice Inviting Bids: The Notice shall contain:
1. A general description of the Project;
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Purchasing / Procurement Policy
Original Approval Date:
August 9, 2011
Last Revised:
October 11, 2017
Policy No:
7.1
Page
11 of 16
2. A statement indicating where plans and specification, and bonding requirement
can be obtained;
3. A statement that the District will receive sealed bids;
4. A statement that the contract or contracts for the CIP will be awarded to the
lowest responsive, responsible bidder or bidders, but that any or all bids may be
rejected;
5. A statement of the time and place for opening the bids; and
6. Such other information as may be required by the District or by law.
C. Submission of Bids
1. Bids shall be submitted on forms supplied by the District and under sealed cover.
Each bid shall be accompanied by cash, a certified or cashier’s check, or bond
secured from a surety company satisfactory to the District in the amount
indicated within the bid documents, made payable to East Valley Water District,
as bid security.
2. If the bid is accepted, the Bidder shall execute the contract within the time
provided in the contract documents and sha ll furnish the necessary certificates
of insurance and bonds required by the contract documents.
D. Opening of Bids – Bids shall be publicly opened at the time and place specified in
the invitation for bids. A minimum of two members of District staff must be present
at all sealed bid openings.
E. Bid Evaluation and Acceptance – Acceptance of any bid shall be by action of the
Board. The Board reserves the right to waive any irregularity, to reject any or all
bids, to re-advertise, or to proceed with the CIP or any part of it using District staff.
F. Bid Award - Contracts shall be awarded to the lowest responsive and responsible
bidder which will be deemed the best value to the District.
G. Relief of Bidders – Bids shall not be relieved of its bid unless by consent of the
District upon a showing by the bidder to the satisfaction of the District that:
• A mistake was made;
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Purchasing / Procurement Policy
Original Approval Date:
August 9, 2011
Last Revised:
October 11, 2017
Policy No:
7.1
Page
12 of 16
• The bidder gave the District written notice within five business days after the
opening of bids of the mistake, specifying in the notice in detail how the mistake
occurred;
• The mistake made the bid materially different than the bidder intended it to be;
• The mistake was made in filling out the bid and not due to error in judgment or
carelessness in inspecting the site of the work or in reading the plans or
specifications; or
• A bidder who claims a mistake or forfeits its bid security shall be prohibited from
participating in further bidding on the same project.
H. Performance and Payment Bonds - Any bidder to whom a contract for CIP is awarded
under the District’s formal competitive bidding procedures shall supply on forms
satisfactory to the District, a Faithful Performance Bond in an amount equal to the
total contract price.
1. For any CIP contract in excess of $25,000, the bidder must also supply a Labor
and Material Payment Bond in an amount equal to the total contract price.
2. Each bond shall be secured from a California admitted surety company that
meets all State of California bonding requirements, as defined in California Code
of Civil Procedure Section 995.120, and is authorized by the State of California.
Each bond shall be accompanied, upon request of the District, with all documents
required by California Code of Civil Procedure Section 995.660, to the extent
required by law.
I. Insurance - Before work commences, evidence of insurance as required by the
contract for CIP must be obtained, reviewed, and accepted by the DEO or their
designee. A copy of the certificate of insurance will be provided to the District
HR/Risk Management Department.
Exemptions from Competitive Solicitation
The competitive solicitation / bid process will not be required for the acquisition of
goods and services under the following circumstances:
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Purchasing / Procurement Policy
Original Approval Date:
August 9, 2011
Last Revised:
October 11, 2017
Policy No:
7.1
Page
13 of 16
A. Non-Discretionary Purchases - These purchases/payments are not readily adaptable
to the open market and competitive selection process. Non-discretionary purchases
do not require the issuance of a purchase order, and payments in excess of the
GM/CEO authorization limit do not require Board approval. Examples o f non-
discretionary purchases include, but are not limited to:
1. Bank charges and fees;
2. Debt Service payments;
3. Insurance premiums;
4. Memberships, dues, and subscriptions;
5. Pension and OPEB payments;
6. Utilities; and
7. Water purchases.
B. Cooperative Procurement - The District may participate in purchases and contracts
established by other political jurisdictions, provided the cooperative agreement is
established following a competitive bid process. The cooperative purchase may be
authorized according to the authorization table.
C. Inventory Replenishment - Purchases to replenish the District’s warehouse inventory
within established inventory re-order levels require no prior authorization provided
that the vendor being utilized has been selected within the last twelve month s as
the designated vendor for the items, or class of items, to be purchased .
D. Sole Source - Commodities, services, and equipment which can be obtained from
only one vendor are exempt from competitive bidding. Sole source purchases may
include proprietary items sold directly from the manufacturer, equipment which has
been standardized by the District, items that have only one distributor authorized
to sell in this area, agreements for maintenance of computer software the District
owns or a certain product that has been proven to be the only product acceptable.
E. Emergency Purchases - Emergency purchases may be made without competitive
bidding when unforeseen circumstances present an immediate risk of:
1. harm or hazard to the public health, safety, and welfare;
2. damage to District property; or
3. serious interruption of District essential services.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Purchasing / Procurement Policy
Original Approval Date:
August 9, 2011
Last Revised:
October 11, 2017
Policy No:
7.1
Page
14 of 16
Since emergency purchases do not normally provide the District an opportunity to
obtain competitive quotes, sound judgment shall be used in keeping such orders to
an absolute minimum. In addition, the following requirements shall apply:
1. The Finance department shall be contacted as soon as possible to obtain a
purchase order number;
2. A completed, properly approved purchase requisition shall be submitted within
two working days, or as soon as the information is available;
3. Documentation explaining the circumstances and nature of the purcha se shall be
maintained by the Supervisor or Manager; and
4. If the emergency purchase causes any budget line item to exceed the approved
budget, it shall be the responsibility of the department requesting the purchase
to obtain subsequent Board of Directors approval for reserve funding or to make
a budget transfer to cover the purchase. Approvals for a budget transfer must be
given by the appropriate Supervisor or Manager as determined by the
authorization table.
Change Orders
Any substantial change to a purch ase order or contract shall be documented as a change
order.
A. The GM/CEO may approve change orders to contracts for the procurement of
supplies, equipment, contracts for professional services, and other goods and
services provided:
1. The change order is within the scope of the approved contract and the cost of
the changed work does not exceed the adopted budget;
2. The cumulative total of all change orders is within 10% of the original contract
amount; and
3. Taxes, shipping, and handling may cause the purchase order to exceed the
authorized amount. These items do not require a change order, even if they
exceed 10% of the original purchase order amount.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Purchasing / Procurement Policy
Original Approval Date:
August 9, 2011
Last Revised:
October 11, 2017
Policy No:
7.1
Page
15 of 16
B. The GM/CEO or the DEO may approve change orders for Capital Improvement
Projects provided that the changed work is within the scope of the project approved
by the Board and the cost of the changed work does not exceed the budget for the
project approved by the Board and:
1. The cumulative total for all change orders do not exceed 10% of the original
contract amount; and
2. Change orders for CIP in excess of these amounts and change orders for CIP
reflecting a change in the scope of the nature of the project shall be submitted
to the Board for approval.
Conflict of Interest
No member, officer, or employee of the District, or their designees or agents, and no public
official who exercises authority over or responsibility with respect to purchasing during his
or her tenure, or for one year thereafter, shall have any interest, d irect or indirect, in any
purchase, agreement or sub agreement, or the proceeds thereof, for any purchase or
purchase agreement. The full Conflict of Interest Code of the East Valley Water District is
incorporated herein by reference.
Unauthorized Purchases
Purchase orders shall be issued prior to ordering supplies, equipment , and services and not
“after the fact” for work already done or materials already ordered.
Except for emergencies, departmental purchases, or other authorized exemptions stated
in these guidelines, no purchase of supplies, services, or equipment shall be made without
an authorized purchase order. Otherwise:
A. Such purchases are void and not considered an obligation of the District;
B. Invoices without an authorized purchase order may b e returned to the vendor
unpaid; and
C. The person ordering the unauthorized purchase may be held personally liable for
the costs of the purchase or contract and may be subject to disciplinary actions.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Purchasing / Procurement Policy
Original Approval Date:
August 9, 2011
Last Revised:
October 11, 2017
Policy No:
7.1
Page
16 of 16
Review Audits
Compliance with this policy is subject to review at any time, including by external auditors.
It is the responsibility of the District st aff member initiating the purchase to maintain
records of bids, bid procedures followed, contracts, sole source forms, change orders, and
authorization signatures.
Revised: October 11, 2017
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Surplus Property Policy
Original Approval Date:
June 14, 2017
Last Revised:
Policy No:
7.1.1
Page
1 of 5
Purpose
The purpose of this policy is to establish uniform procedures for disposing of property that
has been declared surplus by the District. Generally, property is declared surplus if it is no
longer needed by the using department because of decreased use, poor condition, damage
not worth the cost of repairing, and/or obsolescence.
Scope
For the purposes of this policy, surplus property may include supplies, equipment, and
components of plant facilities. Examples include, but are not limited, office equipment,
furniture and fixtures, pool vehicles and other fleet equipment, pumps, valves, and other
facility components. This policy does not pertain to real property, disposal of which is
subject to additional legal requirements.
Responsibility and Authorization
A Department Head will determine if supplies, a piece of equipment or a capital asset has
become surplus based on the description above. If so, the Department Head, or a designee
will determine the value of the surplus item, either from an existing source document or
a reasonable estimate of replacement value if a source document is unavailable in the
District’s document management system.
Before an asset is sold or otherwise disposed of, it must first be determined if the asset
had originally been purchased with grant monies. If this is the case, the District must refer
to the grant agreement and follow prescribed procedures for disposition.
• If the current value of the surplus property is determined to be less than $1,000,
the Department Head should notify the Finance Department, determine the
appropriate method of disposition, and coordinate its disposal. The General
Manager/CEO’s approval is required for items valued between $1,000 - $3,000.
• If the property item deemed surplus has an estimated current value of over $3,000,
then the Department Head must complete a Surplus Property / Capital Asset
Disposition form. One copy of the form should be completed and circulated for
signatures. After signatures are obtained, the property must be declared surplus by
the Board of Directors.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Surplus Property Policy
Original Approval Date:
June 14, 2017
Last Revised:
Policy No:
7.1.1
Page
2 of 5
Methods of Disposal
There are four approved methods for disposal of surplus property including:
• Trade in for credit on new material or equipment
• Public Sale
• Public Donation
• Scrap
1. Trade In - Surplus property can be offered as trade-in for new equipment or material
or for credit towards the acquisition of new property. If the current value of a
surplus property item slated for trade-in is $1,000 or over, then a Surplus
Property/Capital Asset Disposition form should be completed. The estimated trade
in value of the surplus property or capital asset should be noted on the Surplus
Property/Capital Asset Disposition form and on the purchase order issued for any
new property resulting from the trade in.
2. Public Sale - Surplus property may be offered for sale. All surplus property is for
sale “as is” and “where is,” with no warranty, guarantee, or representation of any
kind, expressed or implied, as to the condition, utility or usability of the property
offered for sale. For any sale of surplus property with a current value of $1,000 or
above, the Department Head should indicate on the Surplus Property / Capital Asset
Disposition form the recommended selling method and any other notations in the
Department Head approval. Appropriate methods of sale are as follows:
A. Public Auction – District staff may conduct public auctions or the District may
contract with a professional auctioneer and/or an Internet auctioneer for this
service.
B. Sealed Bids – Sealed bids may be solicited for the sale of surplus property.
Surplus property disposed of in this manner shall be sold to the highest
responsible bidder.
C. Negotiated Sale – Surplus property may be sold outright if the Department
Head, with concurrence of the General Manager/CEO, determines that only
one known buyer is available or interested in acquiring the property.
D. Selling as Salvage – Equipment, materials, supplies, fixtures, or facility
components that are no longer capable of performing their intended function
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Surplus Property Policy
Original Approval Date:
June 14, 2017
Last Revised:
Policy No:
7.1.1
Page
3 of 5
without extensive repair, or that are of no value except for reclamation
purposes, may be considered salvage. Surplus property may be sold as salvage
if the Department Head deems that the value of the raw material exceeds
the value of the property.
3. Donation - The Department Head may recommend and the General Manager/CEO
may authorize, the donation of surplus property to a 501(c)(3) nonprofit
organization or school district located or operating within the District’s service area
or, secondarily, to any other non-profit organization or private organization that
aids nonprofit organizations.
A. Noticing - If surplus property has been approved for donation, the
Department Head will notice the availability of such property for donation,
indicating the quantity, description, and location of the surplus property, by
advertisement in a local newspaper and on the District’s web site. This notice
will also indicate a closing date for the receipt of all requests for donation
and indicate the way in which interested parties can receive additional
information.
B. Terms & Conditions - Requests for donation will be accepted if received
within the specified time period. Requests will then be scored by staff on a
number of criteria designed to identify the organizations with the greatest
charitable impact on residents within the District’s service area, taking into
account previous property received from the District, if any. The Department
Head will send a letter to the non-profit organization(s) or school district(s)
that respond to the notice to advise them of the District’s terms and
conditions of the donation. Generally, the terms and conditions are:
• Accepting the property “as is,” with no implied warranties;
• Exhibit an immediate need for the property;
• Agreeing that the property will never be sold or transferred for
profit; and
• Assume all costs and liability associated with the removal and
transportation of the surplus property from the District.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Surplus Property Policy
Original Approval Date:
June 14, 2017
Last Revised:
Policy No:
7.1.1
Page
4 of 5
• A return letter, signed by an authorized agent from the non-profit
organization or school district, accepting the District’s terms and
conditions is required before the surplus property can be released.
C. Release - If, in the opinion of the Department Head, the donated property
has a current value of less than $3,000, then the General Manager/CEO can
approve the release of the property to the recipient(s) that meet the above
criteria and agree to the District’s terms and conditions. If, in the opinion of
the Department Head, the donated property has a current value of $3,000 or
more, the initiating Department Head will prepare a report to identify the
specific property to be donated, the estimated current value of the property,
and the proposed recipient(s) of the property for approval by the Board of
Directors. After Board approval, the surplus property may then be released.
• The department from which the donated property is being taken
should remove any District tags or emblems before the property is
officially transferred to the recipient organization(s).
4. Scrap – This method of disposal is recommended only after determining that none
of the other methods – trade-in, sale (including salvage), or donation - is feasible.
It applies when surplus property has no value and there is no expectation of proceeds
from the disposal.
• Inoperable or irreparable property with an original cost of $1,000 or less may
be scrapped at the discretion of the Department Head.
• Inoperable or irreparable property with an original cost between $1,000 and
$3,000s may be scrapped with the approval of the General Manager/CEO.
• Inoperable or irreparable property with an original cost of more than $3,000
requires the completion of a Surplus Property / Capital Asset Disposition Form
and approval of the District Board.
Proceeds
1. Any proceeds received from the trade-in or sale of surplus property will be credited
to the appropriate equipment replacement fund.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Surplus Property Policy
Original Approval Date:
June 14, 2017
Last Revised:
Policy No:
7.1.1
Page
5 of 5
2. Proceeds from salvage or scrap will be donated to the EVWD Employee Events
Association in support of its efforts to provide school supplies and necessities to
disadvantaged students at schools within the District’s service area.
Prohibited Disposition
1. District surplus property may not be sold or given to a District employee except
through public auction or solicitation of sealed bids open to the public.
2. District employees shall not be permitted to bid on, or knowingly come into
ownership of, any surplus property if the employee participated in any way in the
disposal process.
Revised: June 14, 2017
FINANCE DEPARTMENT
SURPLUS PROPERTY / CAPITAL ASSET DISPOSITION FORM
Date of Action:
Reason for Disposal / Move Action (Choose one of the following):
Damaged Beyond Repair
Obsolete
Destroyed
Donated to: ____________________________________________ **Attach Documentation
Lost/Stolen
Sold, Sale Price $________________________________________ **Attach Sales Paperwork
Transfer
Traded in
Explanation:
Property Detail
Asset Tag # Serial #/VIN Description
Physical Location
Before Action Date
New Physical
Location
(Attach additional pages if necessary)
Person Completing this form Date
Transfer Details (if transferring)
From Department: To Department:
Approvals
Signature of Department Head Releasing the Fixed Asset Date
Signature of Department Head Receiving the Fixed Asset Date
(if transferring)
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Reserve Funds Policy
Original Approval Date:
August 10, 2010
Last Revised:
February 28, 2024
Policy
No: 7.2
Page
1 of 6
Purpose
It is the purpose of East Valley Water District Reserve Policy to ensure that sufficient funding
is available for current operating, capital, and debt service needs. Additionally, fiscal
responsibility requires anticipating the likelihood of, and preparing for, unforeseen events.
East Valley Water District (District) will always strive to have sufficient funding available to
meet its operating, capital, and debt service obligations. Reserve Funds (Reserves) will be
accumulated and maintained to allow the District to fund expenditures in a manner consistent
with the District's Capital Improvement Plan while avoiding undue pressure on District
operations.
The Board of Directors (Board) may designate specific Reserve Funds and maintain minimum
reserve balances consistent with statutory obligations that it has determined to be in the
best interest of the District. The Policy directives outlined in this document are intended to
ensure the District has sufficient reserves to meet current and future needs. The Board will
annually review the level of Reserves.
General Provisions
The District has established and will maintain the following primary reserves and their
respective sub-accounts:
• Legally Restricted Reserves – comprised of Debt Proceeds and Customer and
Developer Deposits.
• Capital Reserves – includes the Capital Replacement Reserves and Emergency
Reserves.
• Operating Reserves
The District will maintain its operating and capital reserves in designated sub-accounts in a
manner that ensures their financial soundness and provides transparency to its ratepayers.
The Reserve balances are considered the minimum necessary to maintain the District's credit
worthiness and adequately provide for:
• Compliance with applicable statutory requirements.
• Financing of future capital facilities and repair and replacement of existing assets.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Reserve Funds Policy
Original Approval Date:
August 10, 2010
Last Revised:
February 28, 2024
Policy
No: 7.2
Page
2 of 6
• Cash flow requirements.
• Economic uncertainties, local disasters, and other financial hardships or downturns in
the local or national economy.
• Contingencies or unforeseen operating or capital needs.
In the context of funding future capital facilities and maintaining and replacing existing
assets, in each instance, the District will analyze the benefits and tradeoffs of utilizing pay-
as-you-go and/or debt financing and determine the optimal funding strategy or combination
of funding strategies. The analysis should consider the District's current and projected
liquidity and capital positions, as well as the impact of inflation and other factors on the
operations of the District and its capital improvement program.
Through a variety of policy documents and plans, including East Valley's Capital Improvement
Plan, Water and Sewer System Master Plans, Strategic Plan, and Five-Year Financial Plan,
the Board has set forth several long-term goals for the District. A fundamental purpose of
these documents is to link what must be accomplished with the necessary resources to
successfully do so. Among the resources which may be considered are the District’s Reserves.
A principal tenet of the District's Reserve Funds Policy shall be the crediting of interest income
to specific reserves until the respective reserve maximum is achieved. Once the maximum
balance is reached within a specific Reserve, the surplus interest earnings will be reallocated
to other Reserves whose funding level is below the minimum or maximum requirement
recommended by this Policy.
Reserve balances will be reviewed on an annual basis at, or near, the end of the fiscal year
to ensure compliance with this Policy. In the event the Operating Reserve balance exceeds
the established maximum, excess monies will be transferred annually into the Capital
Replacement Reserves. On an as-needed basis, monies from Capital Replacement Reserves
can be moved to pay for operating emergencies to supplement Operating Reserves. In
addition, if the Capital Replacement Reserve balance exceeds the established maximum, the
Board will make a determination regarding the reallocation of excess monies.
The minimum established for each Reserve represents the baseline financial condition that
is acceptable to the District from risk and long-range financial planning perspectives.
Maintaining Reserves at appropriate levels is a prudent, ongoing business process that
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Reserve Funds Policy
Original Approval Date:
August 10, 2010
Last Revised:
February 28, 2024
Policy
No: 7.2
Page
3 of 6
consists of an assessment and application of various revenue generating alternatives. These
alternatives (either alone or in combination with each other) include but are not limited to:
fees and charges, water usage, capital financing, investment of funds, and levels of capital
expenditures.
To achieve and maintain a strong credit rating, in every fiscal year the District will strive to
maintain unrestricted cash and designated reserve balances totaling a minimum of 120 days
of budgeted operating expenses. Should the District determine to target a higher credit rating
level, this minimum will be adjusted accordingly. However, should the District decide to
pursue a credit rating upgrade, it will need to analyze carefully under what circumstances
and in what timeframes it will be optimal to achieve this goal.
The Board shall approve any reallocation of reserves or any transfers among Reserves.
LEGALLY RESTRICTED RESERVES
A. Debt Proceeds – Debt proceeds funds are monies derived from the proceeds of a
bond issue. Typically, they consist of construction fund monies, and a debt service
reserve fund (DSRF). The use of these proceeds is restricted by conditions set forth
in the respective legal debt documents. These funds may be held by a Trustee in
favor of bond holders, if applicable.
1. Target Level – The debt service reserve requirement is established at the time of
the bond issue or execution of debt agreements. This amount may be recalculated
as the debt is paid down. Any excess principal and/or interest earnings can be
used to pay debt service on the bonds.
2. Events or Conditions Prompting the Use of the Reserves – As stipulated in the
respective debt documents. Construction fund monies are expected to be spent
on applicable projects, while DSRF can only be used in the event of a shortfall in
revenues to pay debt service or to pay down principal at maturity.
3. Periodic Review Dates for Balances – Reviewed by the Trustee on a semi-annual
basis (i.e., every interest and/or principal payment date).
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Reserve Funds Policy
Original Approval Date:
August 10, 2010
Last Revised:
February 28, 2024
Policy
No: 7.2
Page
4 of 6
B. Customer Deposits and Construction Advances – Monies held on behalf of District
customers as required for their utility account or as cash bonds for development
projects.
1. Target Level – Customer deposits, and deposit requirements for development
projects, are outlined in District Ordinances and Schedule of Water and Sewer
Rates and Charges. The balance in these accounts will fluctuate depending on the
number of utility customer deposits required and the number of development
projects in process. Therefore, no minimum or maximum levels will be established.
2. Events or Conditions Prompting Use of the Reserves – As deposits on utility
accounts are released, they will be refunded to the customer. When development
projects are complete, the projects will be closed, and a final accounting will be
completed. Excess deposit monies will be returned to the development customer.
3. Periodic Review Dates for Balances – Reviewed by staff on a regular basis as part
of the monthly closing process.
CAPITAL REPLACEMENT RESERVE
The District will strive to maintain the minimum balances as defined for each of the reserves
listed below:
A. Replacement Reserve – All divisions will maintain a replacement reserves for the
replacement of capitalized assets when they reach the end of their useful lives. The
source of replacement reserves will be user fee revenue from the respective
enterprises.
1. Target Level – The District may set aside replacement reserves on a project-by-
project basis. The minimum target level should be equal to twice the five-year
average of the District’s annual Capital Improvement Plan budget. The maximum
balance in Capital Replacement Reserves shall not exceed the projected needs for
five years according to the District’s Capital Improvement Plan.
2. Events or Conditions Prompting the Use of the Reserve – Staff will recommend
assets to be replaced during the Capital Improvement Plan / Capital Budget
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Reserve Funds Policy
Original Approval Date:
August 10, 2010
Last Revised:
February 28, 2024
Policy
No: 7.2
Page
5 of 6
presentation. As projects are approved, reserves will be appropriated from
undesignated reserves or available revenues.
3. Periodic Review Dates for Balances – Reserve balances and projected
improvement projects will be reviewed by staff and the Board during the
preparation and approval of the annual budget.
B. Emergency Reserve – The Emergency Reserve may be used to begin repair of the
water and sewer systems after a catastrophic event or other unforeseen
circumstances.
1. Target Level – The minimum target for this reserve is one (1%) percent of the
total value of plant and equipment while striving to achieve a two (2%) percent
target.
2. Events or Conditions Prompting the Use of the Reserves – The Board may
designate use of this reserve after establishing that conditions exist as called out
in the definition and purpose of the reserve.
3. Periodic Review Dates for Balances – Reserve balances and target levels will be
reviewed by staff and the Board during the preparation and approval of the annual
budget.
OPERATING RESERVES
A. Operating Reserve – The Operating Reserve is used for unanticipated operating
expenses. This reserve is designated by the Board to maintain working capital for
current operations and to meet routine cash flow needs.
1. Target Level – Funding shall be targeted at a minimum amount equal to 90 days
of the District's budgeted total operating expenses, and the maximum amount
shall not exceed 120 days of the budgeted total operating expenses.
2. Events or Conditions Prompting Use of the Reserve – This reserve may be routinely
utilized by staff to cover temporary cash flow deficiencies caused by timing
differences between revenue and expenses and extraordinary decreases in
revenues and unexpected increases in expenses.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Reserve Funds Policy
Original Approval Date:
August 10, 2010
Last Revised:
February 28, 2024
Policy
No: 7.2
Page
6 of 6
3. Periodic Review Dates for Balances – Reserve balances and target level will be
reviewed by staff and the Board during the preparation and approval of the annual
budget.
Investment Guidelines
It has been the District’s practice to rely primarily on a pay-as-you-go (pay-go) strategy to
fund capital improvements and replacement of existing assets. However, maintaining a
balance between debt and pay-go sources may provide an added benefit to the District in
terms of allowing for a more optimal investment strategy. In the context of these policies
and in circumstances where such balance is present, the investment portfolio can be
separated into short and long portfolios to maximize investment returns. The balance in the
Operating Reserves should be kept in short-term investments. Monies in the Capital
Reserves, however, may be invested for a longer horizon as the reserves are needed in later
years.
Delegation of Authority
The Board has sole authority to amend or revise the Reserve Funds Policy. Through approval
of this Policy, the Board has established written procedures for staff to follow in the
management of East Valley Water District’s Funds.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Debt Management Policy
Original Approval Date:
August 10, 2010
Last Revised:
June 28, 2023
Policy No:
7.3
Page
1 of 13
Purpose
The purpose of this Debt Management Policy is to establish guidelines for the issuance and
management of debt of the District, each Community Facilities District established by the
District and the East Valley Water District Financing Authority (each, a “related entity”), and
to provide guidance for decision makers with respect to options available for financing
infrastructure, and other capital projects, so that the most prudent, equitable, and cost
effective financing can be chosen.
This policy documents the objectives to be achieved by staff both prior to, and subsequent
to, issuance of debt, and is designed to promote objectivity in the decision making process,
and to facilitate the financing process by establishing important policy decisions in advance.
Goals
It is a goal of the District to provide for the infrastructure and capital project needs of its
ratepayers, financing those capital project needs from a combination of current revenues,
available reserves, and prudently issued debt.
Debt is an equitable means of financing projects and represents an important means of
providing for the infrastructure and project needs of the District's customers. Debt will be
used to finance projects if:
• Debt is issued and managed prudently;
• Debt enables the District or related entity to maintain a sound fiscal position;
• Issuing the debt will not negatively impact the District’s or any related entity’s credit
rating;
• The District's goal of equitable treatment of all customers, both current and future,
would be met;
• It is the most cost-effective means available to District or related entity; and
• It is fiscally responsible under the prevailing economic conditions.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Debt Management Policy
Original Approval Date:
August 10, 2010
Last Revised:
June 28, 2023
Policy No:
7.3
Page
2 of 13
Budget Integration
Issuance of debt may only be utilized to finance a capital project(s). Debt proceeds are not
to be used to fund operating expenses. The decision to incur new indebtedness should be
integrated with the Board-adopted annual Operating Budget and Capital Improvement
Program (CIP) Budget. Issuance of debt for a capital project will not be considered unless
such project has been incorporated into the District’s CIP, or is otherwise approved by the
Board of Directors (Board).
Annual debt service payments shall be included in the Operating Budget.
Standards for Use of Debt Financing
When appropriate, the District and each related entity will use long-term debt financing to:
• Achieve an equitable allocation of capital costs / charges between current and future
system users;
• Provide more manageable rates in the near and medium term; and
• Minimize rate volatility.
For growth-related projects, debt financing will be utilized, as needed, to better match the
cost of anticipated facility needs with timing of expected new connections to the system and
spread the costs evenly over time. Capacity / Connection Fees will be maintained at a level
sufficient to finance a portion of growth-related capital costs and cover related annual debt
service requirements.
The District and each related entity shall not construct or acquire a facility if it is unable to
adequately provide for the subsequent annual operation and maintenance costs of the facility
throughout its expected life.
Capital projects financed through debt issuance will not be financed for a term longer than
the expected useful life of the project.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Debt Management Policy
Original Approval Date:
August 10, 2010
Last Revised:
June 28, 2023
Policy No:
7.3
Page
3 of 13
Methods of Financing
The Finance Department will investigate all possible project financing alternatives including,
but not limited to, annual operating revenue, reserves, bonds, loans, and grants. When
applicable, capacity fees collected from developers will be used to pay for increased capital
costs resulting from new development.
The District and, if applicable, each related entity, may legally issue both short term and
long-term financing using the debt instruments described below.
1. Cash Funding – The District and each Community Facilities District may fund capital
improvements on a pay-as-you-go basis. Sources for pay-as-you-go may include
appropriations from annual operating revenue, reserves, and grants.
2. Inter-fund Borrowing - The District may borrow internally from other funds with
temporarily surplus cash to meet short term needs in lieu of issuing debt. Purposes
for such could include short term cash flow imbalances due to grant terms (i.e., the
need to incur costs prior to reimbursement) and interim financing pending the
issuance of long-term debt. The District funds from which the money is borrowed shall
be repaid with interest, accruing quarterly based upon the apportionment rate set by
the State of California Local Agency Investment Fund (LAIF). To the extent any inter-
fund borrowing is undertaken in anticipation of long-term financing, the District shall
adopt a Resolution of its intention to repay such funds out of tax-exempt debt
proceeds so as to meet the requirement of federal tax law for such borrowing.
3. Special Tax Bonds – Each Community Facilities District may issue bonds under the
provisions of the Mello-Roos Community Facilities Act of 1982, as amended (Section
53311 et seq. of the Government Code of the State of California). Special tax bonds
shall be issued in accordance with the District’s Goals and Policies for Community
Facilities Districts dated January 9, 2020, which are incorporated herein.
4. Line of Credit – The District and each related entity may consider a line of credit as
a short-term borrowing option. The Chief Financial Officer (CFO) shall determine when
it is prudent to recommend that the District or a related entity enter into an agreement
with a commercial bank or other financial institution, for the purpose of acquiring a
line of letter of credit.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Debt Management Policy
Original Approval Date:
August 10, 2010
Last Revised:
June 28, 2023
Policy No:
7.3
Page
4 of 13
5. Capital Lease Debt – A lease purchase obligation placed with a lender without the
issuance of securities may be used to finance certain equipment purchases if the
aggregate cost of the equipment exceeds $50,000 and the terms of financing are cost-
effective. The term of a capital lease must be at least five years, and shall not exceed
the useful life of the equipment or ten years, whichever is shorter.
6. State Revolving Fund Loans - The State Revolving Fund (SRF) is a low or zero
interest loan program generally for the construction of water and wastewater
infrastructure projects. The SRF loan interest rate is typically calculated by taking half
of the True Interest Cost (TIC) of the most recent State of California General
Obligation Bonds sale. The repayment term of the loans ranges from 20 to 30 years.
7. Certificates of Participation – The District may issue Certificates of Participation
(COP) which provide financing through a lease, installment sale agreement, or
contract of indebtedness and typically do not require voter approval. Board action is
legally sufficient to authorize a COP issue, and District revenues are pledged for
repayment of COPs under terms specified in the indenture.
8. JPA Revenue Bonds – The District may obtain financing through the issuance of
debt under a joint exercise of powers agreement (East Valley Water District Financing
Authority) with such debt payable from amounts paid by the District under a lease,
installment sale agreement, or contract of indebtedness.
9. Refunding Revenue Bonds – The District and each related entity may issue
refunding revenue bonds to refund District indebtedness pursuant to the State of
California local agency refunding revenue bond law (Articles 9, 10 and 11 of Chapter
3 of Part 1 of Division 2 of Title 5 of the California Government Code).
Financing Team – Roles and Responsibilities
The primary responsibility for developing debt financing recommendations rests with the
CFO. In developing such recommendations, the CFO shall consider the need for debt
financing and assess progress on the current capital improvement program (CIP). The CFO
will present all proposed debt financings to the Board, which has sole authority to approve
the issuance of debt.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Debt Management Policy
Original Approval Date:
August 10, 2010
Last Revised:
June 28, 2023
Policy No:
7.3
Page
5 of 13
1. Bond Counsel - The District and each related entity will retain external bond counsel
for all debt issues. Bond counsel will prepare the necessary authorizing resolutions,
agreements and other documents necessary to execute the financing. All debt issued
by the District and its related entities will include a written opinion by bond counsel
affirming that the District or related entity is authorized to issue the debt, stating that
the District or related entity has met all state constitutional and statutory requirements
necessary for issuance, and determining the debt's federal income tax status.
2. Financial Advisors - The District and each related entity will utilize the services of
independent financial advisors when deemed prudent by the CFO. Services and
compensation caps shall be defined by contract. The primary responsibilities of the
financial advisor are to advise and assist on bond document negotiations, transaction
structuring including advising on call provision options and timing of issuance, running
debt service cash flow analysis’, assistance in obtaining ratings on the proposed
issuance, and generally acting as an independent financial consultant and economic
market expert.
3. Underwriters - For negotiated sales, the District and each related entity will
generally select or pre-qualify underwriters through a competitive process. This
process may include a request for proposal or qualifications to firms considered
appropriate for the underwriting of a particular issue or type of bonds. The Chief
Financial Officer, with the concurrence of the General Manager/CEO, will determine
the appropriate method to evaluate the underwriter submittals and then select or
qualify firms on that basis. The District and its related entities will not be bound by
the terms and conditions of any underwriting agreements; oral or written, to which it
was not a party.
Structure and Term
1. Term of Debt – Debt will be structured for the shortest period possible, consistent
with a fair allocation of costs to current and future users. The standard term of long-
term debt borrowing is 10 to 30 years. Consistent with its philosophy of keeping capital
facilities and infrastructure systems in good condition and maximizing a capital assets
useful life, the District will budget to set aside operating revenue to finance ongoing
maintenance and to provide reserves for rehabilitation and replacement. No debt will
be issued for periods exceeding the useful life of projects to be financed.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Debt Management Policy
Original Approval Date:
August 10, 2010
Last Revised:
June 28, 2023
Policy No:
7.3
Page
6 of 13
2. Debt Repayment – In structuring a bond issue, the District and each related entity
will manage the amortization of the debt and, to the extent possible, match its cash
flow to the anticipated debt service payments. In addition, the District and each
related entity will seek to structure debt with aggregate level debt service payment
over the life of the debt.
A non-level debt service structure will be considered if it is beneficial to the District’s
or related entity’s overall debt payment schedule, or if such structuring will allow debt
service to more closely match project revenues during the early years of a project’s
operation.
3. Interest Rate Structure – The District and each related entity currently issues long-
term debt on a fixed interest rate basis only. Fixed rate securities ensure budget
certainty through the life of the issue and avoid the volatility of variable rates.
4. Credit Enhancement - The District and each related entity will consider the use of
credit enhancement on a case-by-case basis. Types of credit enhancement include
letters of credit, bond insurance, and surety policies. Only when clearly demonstrable
savings can be realized shall credit enhancement be utilized.
5. Debt Service Reserve Funds – Debt service reserve funds are held by the Trustee
to make principal and interest payments to bondholders in the event that pledged
revenues are insufficient to do so. The District and each related entity will fund debt
service reserve funds when it is in the District’s or such related entity’s overall best
financial interest.
In lieu of holding a cash funded reserve, the District and each related entity may
substitute a surety bond or other credit instrument in its place. Additionally, the
District and its related entities may decide not to utilize a reserve fund if the financing
team determines there would be no adverse impact to the District or related entity
credit rating or interest rates.
6. Call Provisions - In general, the District's and its related entities’ securities should
include optional call provisions. The District and its related entities will avoid the sale
of non-callable, long-term fixed rate bonds, absent careful evaluation of the value of
the call option.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Debt Management Policy
Original Approval Date:
August 10, 2010
Last Revised:
June 28, 2023
Policy No:
7.3
Page
7 of 13
7. Debt Limits - There is no specific provision within the California Government Code
that limits the amount of debt that may be issued by the District or its related entities.
The District’s and its related entities’ borrowing capability is limited by the additional
bonds test and debt coverage ratio required by the existing bond covenants. The
District and its related entities will be mindful of its overall debt burden in the context
of its revenues, expenses, reserves, and overall financial health.
8. Refunding - Current and advance refunding are important debt management tools
for the District and its related entities. They are commonly used to achieve debt
service (interest cost) savings, remove or change bond covenants, or restructure debt
service obligations. With consideration of the Federal Tax Law, careful planning and
timing must be used when reviewing an advance refunding.
To the extent that debt having fixed interest rates originally structured with a long-
term amortization structure (ten years or greater) is refunded with fixed rate debt,
the District and its related entities will not generally issue refunding debt which
extends beyond the final maturity of the refinanced debt. Extending the final maturity
may occur when warranted, such as restructuring of debt to match debt amortization
with the useful life of the financed assets.
Method of Issuance and Sale
The District and its related entities will select the method of sale, which best fits the type of
bonds being sold, market conditions, and the desire to structure bond maturities to enhance
the overall performance of the entire debt portfolio. Three general methods exist for the sale
of municipal bonds:
1. Competitive Sale - Bonds will be marketed to a wide audience of investment
banking (underwriting) firms. The underwriter is selected based on its best bid for its
securities. The District and its related entities will award the sale of the competitively
sold bonds on a true interest cost (TIC) basis. Pursuant to this policy, the General
Manager/CEO, is hereby authorized to sign the bid form on behalf of the District and
its related entities, fixing the interest rates on bonds sold on a competitive basis.
2. Negotiated Sale – In a negotiated sale, the underwriter or underwriting syndicate
is selected through a Request for Proposal (RFP) process. The interest rate and the
underwriter’s fee are negotiated prior to the sale, based on market conditions. The
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Debt Management Policy
Original Approval Date:
August 10, 2010
Last Revised:
June 28, 2023
Policy No:
7.3
Page
8 of 13
underwriter will actively assist the District and its related entities in structuring the
financing and marketing of bonds including providing assistance in preparing the bond
offering circular.
3. Private Placement - The District and its related entities may elect to issue debt on
a private placement basis. Such method may be considered if it is demonstrated to
result in cost savings or provide other advantages relative to other methods of debt
issuance, or if it is determined that access to the public market is unavailable and
timing considerations require that financing be completed.
Creditworthiness Objectives
Ratings are a reflection of the fiscal soundness of the District and its related entities and the
capabilities of its management. Typically, the higher the credit ratings are, the lower the
interest cost on the District’s and its related entities’ debt issues. To enhance
creditworthiness, the District and its related entities are committed to prudent financial
management, systematic capital planning, and long-term financial planning. The District and
its related entities recognize that external economic, natural, and other events may affect
the creditworthiness of its debt.
The District’s most recent bond issues have been assessed by the nationally recognized rating
agencies S&P Global Ratings and Fitch Ratings. When issuing a credit rating, rating agencies
consider various factors including but not limited to:
• District’s or related entities’ fiscal status;
• District management capabilities;
• Economic conditions that may impact the stability and reliability of debt repayment
sources;
• District or related entity reserve levels;
• District or related entity debt history and current debt structure; and
• Projects being financed.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Debt Management Policy
Original Approval Date:
August 10, 2010
Last Revised:
June 28, 2023
Policy No:
7.3
Page
9 of 13
Post Issuance Administration / Internal Control
1. Investment of Proceeds - The proceeds of bond sales will be invested until used
for the intended project(s) in order to maximize utilization of the public funds. The
investments will be made to obtain the highest level of 1) safety, 2) liquidity, and 3)
yield, and may be held as cash. The District’s investment guidelines and bond
indentures will govern objectives and criteria for investment of bond proceeds. The
Finance Department will oversee the investment of bond proceeds in a manner to
avoid, if possible, and minimize any potential negative arbitrage over the life of the
bond issuance, while complying with arbitrage and tax provisions.
2. Use of Proceeds - Bond proceeds will be deposited and recorded in separate
accounts to ensure funds are not comingled with other District or related entity funds.
The applicable Trustee will administer the disbursement of bond proceeds pursuant
to each certain Indenture of Trust or Fiscal Agent Agreement, respectively. To ensure
proceeds from bond sales are used in accordance with legal and tax requirements,
invoices are submitted by the Engineering Department and approved by the Finance
Department and General Manager/CEO for payment. Requisition for the disbursement
of bond funds will be approved by the District’s CFO.
The Finance Department will be tasked with monitoring the expenditure of bond
proceeds to ensure they are used only for the purpose and authority for which the
bonds were issued and exercising best efforts to spend bond proceeds in such a
manner that the District and its related entities will meet one of the spend-down
exemptions from arbitrage rebate. Tax-exempt bonds will not be issued unless it can
be demonstrated that 85% of the proceeds can reasonably be expected to be
expended within the three-year temporary period.
3. Arbitrage Compliance - The use of bond proceeds and their investments must be
monitored to ensure compliance with all Internal Revenue Code Arbitrage Rebate
Requirements. The CFO shall ensure that all bond proceeds and investments are
tracked in a manner which facilitates accurate calculation; and, if a rebate payment is
due, such payment is made in a timely manner.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Debt Management Policy
Original Approval Date:
August 10, 2010
Last Revised:
June 28, 2023
Policy No:
7.3
Page
10 of
13
4. Compliance with Bond Covenants – The District is responsible for verifying
compliance with all undertakings, covenants, and agreements of each debt issue on
an ongoing basis. This typically includes ensuring:
• Annual appropriations of revenues to meet debt service payments;
• Timely transfer of debt service payments to the Trustee;
• Compliance with insurance requirements; and
• Compliance with rate covenants.
The District and its related entities shall comply with all covenants and conditions
contained in the governing law and any legal documents entered into at the time of
the bond offering or signing of agreements. The CFO or designee will coordinate
verification and monitoring of covenant compliance.
5. Rating Agency Communication - The CFO shall be responsible for maintaining the
District's relationships with S&P Global Ratings, Fitch Ratings and/or Moody's
Investment Service. In addition to general communication, the CFO shall meet with
credit analysts prior to each competitive sale and offer conference calls with the
District financing team in connection with the planned sale.
6. Board Communication - The CFO will report to the Board of Directors any feedback
from rating agencies and/or investors regarding the District's or related entities’
financial strengths and weaknesses and recommendations for addressing any
weaknesses.
7. Continuing Disclosure - The District and its related entities shall remain in
compliance with Rule 15c2-12 by filing its annual financial statements and other
financial and operating data for the benefit of its bondholders by December 31st of
each year. The CFO will ensure the District's and its related entities’ timely filing with
each Nationally Recognized Municipal Securities Information Repository.
The CFO and/or the District’s general counsel, with the assistance of Bond Counsel,
will provide written notice to the Board of any receipt by the District of any default,
event of acceleration, termination event, modification of terms (only if material or may
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Debt Management Policy
Original Approval Date:
August 10, 2010
Last Revised:
June 28, 2023
Policy No:
7.3
Page
11 of
13
reflect financial difficulties), or other similar events (collectively, a “Potentially
Reportable Event”) under any agreement or obligation to which the District or a
related entity is a party and which may be a “financial obligation” as discussed below.
Such written notice should be provided by the CFO and/or the District’s general
counsel to the Board as soon as the CFO is placed on written notice by District staff,
consultants, or external parties of such event or receives written notice of such event.
The CFO, with the assistance of bond and disclosure counsel, will determine and notify
the Board whether notice of such Potentially Reportable Event is required to be filed
on EMMA pursuant to the disclosure requirements of SEC Rule 15c2-12 (the “Rule”).
If filing on EMMA is required, the filing is due within 10 business days of such
Potentially Reportable Event to comply with the continuing disclosure undertaking for
the various debt obligations of the District and its related entities.
The CFO and/or the District’s general counsel, with the assistance of Bond Counsel,
will report to the Board regarding the execution by the District and its related entities
of any agreement or other obligation which might constitute a “financial obligation” for
purposes of Rule 15c2-12. Amendments to existing District or related entity
agreements or obligations with “financial obligation” which relate to covenants, events
of default, remedies, priority rights, or other similar terms should be reported to the
Board as well as soon as the CFO is placed on written notice by District staff,
consultants, or external parties of such event or receives a written notice of such
amendment requests. The CFO will determine, with the assistance of bond and
disclosure counsel, whether such agreement or other obligation constitutes a material
“financial obligation” for purposes of Rule 15c2-12. If such agreement or other
obligation is determined to be a material “financial obligation” or a material amendment
to a “financial obligation” described above, notice thereof would be required to be filed
on EMMA within 10 business days of execution or incurrence. The types of agreements
or other obligations which could constitute “financial obligations” and which could need
to be reported on EMMA include:
1. Bank loans or other obligations which are privately placed;
2. State or federal loans;
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Debt Management Policy
Original Approval Date:
August 10, 2010
Last Revised:
June 28, 2023
Policy No:
7.3
Page
12 of
13
3. Commercial paper or other short-term indebtedness for which no offering
document has been filed on EMMA;
4. Letters of credit, surety policies or other credit enhancement with respect to the
District’s or related entity’s publicly offered debt;
5. Letters of credit, including letters of credit which are provided to third parties to
secure the District’s or related entity’s obligation to pay or perform (an example
of this is a standby letter of credit delivered to secure the District’s or related
entity’s obligations for performance under a mitigation agreement);
6. Capital leases for property, facilities, fleet or equipment;
7. Agreements which guarantee the payment or performance obligations of a third
party (regardless of whether the agreements constitute guarantees under
California law); and
8. License agreements.
Types of agreements which could be a “financial obligation” under the Rule include:
1. Payment agreements which obligate the District or a related entity to pay a
share of another public agency’s debt service (for example, an agreement
with a joint powers agency whereby the District or a related entity agrees to
pay a share of the joint powers agency’s bonds, notes or other obligations);
and
2. Service contracts with a public agency or a private party pursuant to which
the District or a related entity is obligated to pay a share of such public
agency or private party’s debt service obligation (for example, certain types
of P3 arrangements).
Types of agreements which may be a “financial obligation” subject to the Rule include:
• Any agreement the payments under which are not characterized as an
operation and maintenance expenses for accounting purposes if such
agreement could be characterized as the borrowing of money.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Debt Management Policy
Original Approval Date:
August 10, 2010
Last Revised:
June 28, 2023
Policy No:
7.3
Page
13 of
13
The CFO will continue to work with bond and disclosure counsel to refine the definition
of financial obligation going forward based on future SEC guidance.
8.Record Retention - A copy of all debt-related records shall be retained at the
District's offices. At minimum, these records shall include all official statements, bid
documents, bond documents / transcripts, resolutions, trustee statements, leases,
and title reports for each District financing (to the extent available). Electronic copies
-preferably in pdf or CD-ROM format – shall also be retained.
9.State Reporting Requirements - Pursuant to Government Code section 8855(k),
the District and its related entities will submit annual debt transparency reports for
any debt for which it has submitted a report of final sale on or after January 21, 2017
every year until the later date on which the debt is no longer outstanding and the
proceeds have been fully spent.
The District and its related entities shall also comply with Government Code Section
5852.1 by disclosing specified good faith estimates in a public meeting prior to the
authorization of the issuance of debt.
Board Discretion
This policy was drafted with the intent of providing East Valley Water District’s Board-
approved guidelines to management and staff for decisions and recommendations related to
capital financing by the District and its related entities, and to support the District’s and its
related entities’ debt obligations to present and future generations of ratepayers.
This policy is ultimately intended to serve as a guide and it in no way restricts the ability of
the East Valley Water District Board to review proposed rate actions, debt issuances, or other
actions of substance to the District and its related entities. The Board maintains authorization
to waive elements of the policy in connection with individual financings at its discretion. This
policy shall be reviewed during the third quarter of each odd fiscal year.
Revised: March 8, 2017
August 26, 2020
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Capital Assets Policy
Original Approval Date:
September 25, 2013
Last Revised:
January 24, 2018
Policy No:
7.4
Page
1 of 4
Purpose
This policy is established to provide guidelines to ensure adequate stewardship over District
resources through control and accountability of capital assets, and to collect and maintain
complete and accurate capital assets information required for preparation of financial
statements in accordance with generally accepted accounting principles.
Definitions
Capital assets are assets that are owned by the East Valley Water District (District) and are
used in District operations. They may be tangible (such as land, buildings, machinery,
equipment, and vehicles) or intangible (such as easements, software, and water rights).
Characteristically, capital assets:
• Have an initial useful life in excess of two years; and
• Have an acquisition cost of $5,000 or more.
The recorded value of the capital asset includes the purchase price plus sales tax, as well
as costs to acquire (shipping and handling), install (excluding site preparation costs),
secure, and prepare the asset for its intended use. Improvements to an existing asset that
extends the life of the asset are capitalized and depreciated over the remaining useful life
of the related asset.
Meters and service line components are an exception to the $5,000 limit as they are
significantly lower in price, but have estimated useful lives of at least 10 years.
Policy
A. Improvement/Repair/Maintenance Expenses - Routine repair and maintenance costs
will be expensed as they are incurred and will not be capitalized. Major repairs will
be capitalized if they result in betterments/ improvements to the District’s capital
assets. To the extent that a project replaces the “old” part of a capital asset,
outlays will not be capitalized; and to the extent that the project is
betterment/improvement, outlays will be capitalized.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Capital Assets Policy
Original Approval Date:
September 25, 2013
Last Revised:
January 24, 2018
Policy No:
7.4
Page
2 of 4
B. Capital Improvement Projects - Capital improvement projects are projects with a
useful life greater than 5 years, and an estimated cost of more than $25,000.
Examples include construction or major renovations of buildings or utility systems.
Such projects will be included in the capital budget, rather than in operating. Upon
completion of the project, the value of the asset will be removed from the value of
“construction-in-process” and added to capital asset records and will be
depreciated appropriately.
Procedures
A. Tracking Capital Assets - All assets fitting descriptions of a capital asset shall be
recorded on asset listings maintained by the Finance Department. All assets that are
disposed shall be removed from said listings.
A physical inventory of tangible capital assets will be taken at least once every five
years and reconciled with accounting records. Plant, automobiles, and other assets
that are reviewed annually for the purpose of maintaining insurance schedules will
be reconciled during the insurance review. Discrepancies between physical and
recorded assets will be investigated.
B. Depreciation Method and Expected Useful Life of Assets - All depreciable assets are
depreciated using the straight-line method of depreciation. Depreciation begins in
the year the capital asset was acquired. The estimated lives of acquired assets are
assigned in the following manner:
Financial Reporting Category Asset Type
Asset Life
(in years)
Land & Easements Land Infinite
Water Rights Water Stock Infinite
Source of Supply Water Wells 30
Source of Supply 30
Transmission and Distribution Reservoir 60
Tank 50
Pipeline 50
Meters & Service lines 20
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Capital Assets Policy
Original Approval Date:
September 25, 2013
Last Revised:
January 24, 2018
Policy No:
7.4
Page
3 of 4
Financial Reporting Category Asset Type
Asset Life
(in years)
Transmission and Distribution Fire Hydrant Meters 20
North Fork Pipeline 50
Pumping Plant Pumping Plant 25
Treatment Plant Treatment Plant 50
General Plant Buildings 50
Land and Building Improvements 15
Office Furniture 7
Software 3
Computers 5
General Equipment 5
Vehicles 5
Heavy Equipment 10
C. Disposal of Surplus Items - The Board adopted Policy 7.1.1 Surplus Property Policy
on June 14, 2017. The Surplus Property Policy addresses the District’s requirements
for proper disposal of property.
Control Procedures for Certain Non-Capital Items
Some assets that do not meet the criteria for capitalization for financial reporting purposes
still require safeguarding in order to ensure their continued availability for use in District
operations. These assets include:
• Items requiring special attention to ensure legal compliance – Legal or contractual
provisions may require a heightened level of accountability over certain items (i.e.
- items acquired with grant funds).
• Items with a heightened risk of theft – Such items are easily transportable, are
readily marketable, and easily diverted to personal use (e.g. – laptop computers).
All non-capital assets meeting these criteria will be recorded on asset listings maintained
by the user department. Specific individuals within the departments should be assigned
the task of maintaining and updating asset listings. Such assignment should be documented
and communicated to the Finance Department.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Capital Assets Policy
Original Approval Date:
September 25, 2013
Last Revised:
January 24, 2018
Policy No:
7.4
Page
4 of 4
At the end of each fiscal year, the responsible individuals will submit an updated listing to
the Finance Department with explanations for any changes. The Finance Department will
verify the data reported on the assets listings no less than once every three years.
Terms & Definitions Utilized by the District:
• Capital Asset: Non-financial assets that are used in operations and have an initial
useful life more than one year.
• Capitalization Threshold: The minimum cost which an asset must exceed in order to
be capitalized.
• CIP (Capital Improvement Project): The District defines CIP as a long-term asset
account that accumulates the cost of a project that has not yet been placed into
service.
• Depreciation: The process of allocating the cost of an asset over a period of time.
• Depreciation Method: The District utilizes the straight-line method.
• Intangible Assets: An asset that is not physical in nature. The District most important
intangible asset is water rights.
• Tangible Assets: An asset that has a physical form.
• Useful Life: The amount of time that an asset is expected to provide benefit to the
District.
Revised: January 24, 2018
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Fraud Prevention and Detection Policy
Approval Date:
September 25, 2013
Policy No: 7.5 Page 1 of 6
East Valley Water District (District) is committed to protecting its revenue, property,
information, and other assets from any attempt, either by members of the public,
contractors, vendors, agents, or its own employees, to gain by fraudulent conduct,
financial or other benefits at the expense of District customers.
District officials and employees must, at all time, comply with all applicable laws and
regulations. The District shall not condone the activities of officials or employees who
achieve results through the violation of the law or unethical business dealings. The
District does not permit an activity that fails to stand the closest possible public scrutiny.
Purpose
The purpose of this policy is to communicate the District’s intent to deter and investigate
all suspected fraudulent conduct and dishonesty by employees and others. This policy
sets out specific guidelines and responsibilities regarding appropriate actions that must
be followed for the investigation of fraudulent conduct and other similar irregularities.
Definitions
A. Fraud – The intentional false representation or concealment of material fact for
the purpose of personal gain for oneself or others; or inducing another to act
similarly. Fraud and other similar irregularities include, but are not limited to:
1. Claim for reimbursement of expenses that are not job-related or authorized by
current Policy.
2. Forgery or unauthorized alteration of documents (checks, promissory notes,
time sheets, independent contractor agreements, purchase orders, etc.).
3. The taking or other forms of misappropriation, of District assets (cash, checks,
securities, supplies, furniture, equipment, etc.) to include the temporary
removal or “borrowing” of District assets.
4. Improprieties in handling or reporting of money transactions.
5. Authorizing or receiving payment for goods not received or services not
performed.
6. Computer-related activity involving unauthorized alteration, destruction,
forgery, or manipulation of data.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Fraud Prevention and Detection Policy
Approval Date:
September 25, 2013
Policy No: 7.5 Page 2 of 6
7. Misrepresentation of information on documents.
8. Any apparent violation of Federal, State, or Local laws related to dishonest
activities or fraud.
9. Seeking or accepting anything of material value from those doing business with
the district including vendors, consultants, contractors, lessees, and/or
applicants.
B. Employee – In this context, employee refers to any individual or group of
individuals who receive compensation, either full or part-time, from the District.
The term also includes any volunteer who provides services to the District through
an official arrangement with the District.
C. Management – In this context, management refers to any administrator, manager,
director, supervisor, or other individual who manages or supervises employees or
volunteers of the District.
D. Investigator – The District’s General Manager or his designee shall be the
investigator for all allegations of Fraud or other wrongdoing unless the General
Manager is the subject of the investigation. In that case, the President of the
Board of Directors shall assign an alternative investigator.
E. External Auditor – In this context, external auditor refers to independent audit
professionals who perform annual audits of the District’s financial statements.
Policy
All elected officials, appointed committee/board members and employees of the District,
as well as any individual or entity doing business with the District are prohibited from
engaging in fraudulent conduct in the course of their employment, duties, or business
relations with the District.
It is the Policy of the District to identify and promptly investigate any possibility of
fraudulent or related dishonest activities against the District and, when appropriate, to
pursue legal remedies available under the law. This Policy applies to any irregularity or
suspected irregularity, involving employees, consultants, vendors, contractors, outside
agencies, and/or any other parties with a business relationship with the District. Any
investigative activity required will be conducted in an objective and impartial manner
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Fraud Prevention and Detection Policy
Approval Date:
September 25, 2013
Policy No: 7.5 Page 3 of 6
without regard to the suspected wrongdoer’s length of service, position, title, or
relationship to the District. All employees are responsible for the reporting and
prevention of fraud, misappropriations, and other irregularities.
Management is responsible for instituting and maintaining a system of internal control to
provide reasonable assurance for the prevention and detection of fraud,
misappropriations, and other irregularities. Management should be familiar with the
types of improprieties that might occur within their area of responsibility and be alert for
any indications of such conduct.
Employees will be granted whistle-blower protection when acting in accordance with the
reporting provisions of this Policy. When informed of a suspected impropriety, neither
the District nor any person acting on behalf of the District shall for retaliatory reasons do
any of the following:
Dismiss or threaten to dismiss the reporting employee.
Discipline, suspend, or threaten to discipline or suspend the reporting employee.
Impose any penalty upon the reporting employee.
Intimidate or coerce the reporting employee.
Violations of the whistle-blower protection will result in discipline up to and including
dismissal. Nothing herein shall prevent the District from otherwise taking non-retaliatory
disciplinary action under the Personnel Policies or an applicable Memorandum of
Understanding.
The General Manager, following his or her review of the investigation results, will take
appropriate action regarding employee misconduct. Disciplinary action shall be imposed
in accordance with the District’s Personnel Manual and/or Memorandums of
Understanding and can include disciplinary action as severe as termination. Further, the
case may be referred to an appropriate Law Enforcement Agency for possible arrest and
prosecution.
Procedures
A. Management and Non-Management Responsibilities
1. Management is responsible for being alert to, and reporting fraudulent or
related dishonest activities.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Fraud Prevention and Detection Policy
Approval Date:
September 25, 2013
Policy No: 7.5 Page 4 of 6
2. Non-management employees are responsible to report fraudulent or related
dishonest activities.
3. When an improper activity is detected or suspected, management should
determine whether an error or mistake has occurred or if there may be
dishonest or fraudulent activity.
4. If any employee of the District is, or becomes, aware of any activity that may
involve fraud or other dishonest activities, they are to contact the General
Manager immediately unless the General Manager is alleged to have
involvement in the alleged misconduct. If the alleged misconduct is said to
involve the General Manager, the Employee is to immediately notify the
President of the Board of Directors.
5. Management should not attempt to conduct individual investigations,
interviews, or interrogations. However, management is responsible for taking
appropriate corrective actions to ensure adequate controls exist to prevent
reoccurrence of improper actions.
6. All employees shall cooperate fully with the investigator, other involved
departments, and law enforcement agencies in the detection, reporting, and
investigation of criminal acts, including the prosecution of offenders.
7. In dealing with suspected dishonest or fraudulent activities, great care must be
taken. Therefore all employees should avoid the following:
a. Incorrect accusations.
b. Alerting suspected individuals that an investigation is underway.
c. Treating employees unfairly.
d. Making statements that could lead to claims of false accusations or other
offenses.
8. In handling dishonest or fraudulent activities, all employees have the
responsibility to:
a. Make no contact (unless requested) with the suspected individual to
determine facts or demand restitution. Under no circumstances should
there be a reference to “what you did”, “the crime”, “the fraud”, “the
misappropriation” etc.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Fraud Prevention and Detection Policy
Approval Date:
September 25, 2013
Policy No: 7.5 Page 5 of 6
b. Avoid discussing the case, facts, suspicions, or allegations with anyone
outside the District, unless specifically directed to do so by the General
Manager or District’s Legal Counsel. (Employees do have the right to consult
with an attorney and/or their union representative).
c. Avoid discussing the case, facts, suspicions, or allegations with anyone other
than employees who have a need to know.
d. Direct all inquiries from the suspected individual, or his or her
representative, to the Investigator. All inquiries from the media should also
be directed to the Investigator.
B. Investigator Responsibilities
1. The Investigator has the primary responsibility for the investigation of all
activity as defined in this Policy.
2. Upon receiving an allegation of Fraud or other irregularities, the Investigator
will promptly conduct a thorough investigation.
3. Employees must cooperate with the Investigator. Refusal, or the conveyance of
inaccuracies, may subject an employee to disciplinary action up to and
including dismissal.
4. The Investigator shall be available and receptive to receiving relevant,
confidential information to the extent allowed by law.
5. If evidence is uncovered showing possible dishonest or fraudulent activities, the
General Manager will proceed as follows.
a. Take immediate action, in consultation with the District’s Legal Counsel, to
prevent the theft, alteration, or destruction of evidentiary records. Such
action may include, but is not limited to:
Removing the records and placing them in a secure location, or
limiting access to the records.
Preventing the individual suspected of committing the fraud from
having access to the records.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Fraud Prevention and Detection Policy
Approval Date:
September 25, 2013
Policy No: 7.5 Page 6 of 6
b.Take immediate action to improve internal control. Such action shall result
in the General Manager having reasonable comfort that the changes in
procedures will prevent similar future occurrences.
c.Take immediate action, in consultation with the District’s Legal Counsel to
notify the appropriate Law Enforcement Agency (if appropriate) and to take
further steps to recover any financial loss incurred by the District.
6.Unless exceptional circumstances exist, a person under investigation for fraud
is to be given notice in writing of the essential particulars of the allegations
following the conclusions of the investigation. Where notice is given, the
person against whom allegations are being made may submit a written
explanation to the Investigator no later than seven calendar days after notice is
received.
7.Upon conclusion of the investigation, the results will be reported to the
President of the Board of Directors.
Reviewed May 16, 2018
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Investment Policy
Original Approval Date:
July 22, 2015
Last Revised:
May 22, 2024
Policy No:
7.6
Page
1 of 14
Purpose
The purpose of this policy is to establish guidelines for the prudent investment of East Valley
Water District (District) funds in conformance with California Government Code
requirements. Funds will be managed to provide for daily cash flow requirements and to
meet the objectives of this policy.
Policy
It is the policy of the District to invest public funds in a manner which ensures the safety and
preservation of capital while meeting reasonably anticipated operating needs, achieving a
reasonable rate of return, and conforming to all state and local statutes governing the
investment of public funds.
Scope
This policy applies to the investment of all operating funds; it does not apply to investments
held in trust for the District retirement plan, or post-employment health benefits, as these
investments are subject to policies established by the plan trustees. Indenture agreements
specify how bond proceeds will be invested, but generally they will be invested in securities
permitted by this policy. Invested funds are accounted for, and are identified in, the District’s
Annual Comprehensive Financial Report.
Objectives
As specified in CGC §53600.5, when investing and managing public funds, the primary
objectives, in priority order, of the District’s investment activities shall be:
1. Safety: Safety of principal is the foremost objective of the investment program.
Investments of the East Valley Water District shall be undertaken in a manner that
seeks to ensure the preservation of capital in the overall portfolio by mitigating certain
risks. Some of those risks are:
A. Interest Rate Risk – the District will minimize the risk that the market value of
securities in the portfolio will fall due to changes in general interest rates by:
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Investment Policy
Original Approval Date:
July 22, 2015
Last Revised:
May 22, 2024
Policy No:
7.6
Page
2 of 14
• Structuring the investment portfolio so that securities mature to meet
cash requirements for ongoing operation and avoiding the need to sell
securities on the open market prior to maturity.
• Investing operating funds primarily in short-term securities, money
market mutual funds, or investment pools.
B. Credit Risk – the risk that an issuer or other counterparty to an investment will
not fulfill its obligations, will be reduced by:
• Limiting investments to higher rated securities as further described in
this policy.
• Diversifying the investment portfolio so that potential losses on
individual securities will be reduced.
2. Liquidity: The investment portfolio will remain sufficiently liquid to enable the East
Valley Water District to meet all operating requirements that might be reasonably
anticipated.
3. Return on Investments: The investment portfolio shall be designed with the
objective of attaining the best yield or returns on investments, taking into account the
investment risk constraints and liquidity needs. Return on investment is of secondary
importance compared to the safety and liquidity objectives.
Prudence
The standard of prudence to be used by District officials involved in the investment program
shall be the “prudent investor” standard and shall be applied in the context of managing the
overall portfolio. The meaning of the standard of prudent investor is explained in CGC Section
53600.3, which states that “when investing, reinvesting, purchasing, acquiring, exchanging,
selling, or managing public funds, a trustee shall act with care, skill, prudence, and diligence
under the circumstances then prevailing, including, but not limited to, the general economic
conditions and the anticipated needs of the agency, that a prudent person acting in a like
capacity and familiarity with those matters would use in the conduct of funds of a like
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Investment Policy
Original Approval Date:
July 22, 2015
Last Revised:
May 22, 2024
Policy No:
7.6
Page
3 of 14
character and with like aims, to safeguard the principal and maintain the liquidity needs of
the agency.”
The CFO/Treasurer and delegated investment officers, acting in accordance with written
procedures and this Policy and exercising due diligence, shall be relieved of personal
responsibility for an individual security’s credit risk or market price changes, provided
deviations from expectations are reported in a timely fashion and appropriate action is taken
to control adverse developments.
Delegation of Authority
The authority of the District’s Board of Directors to invest District funds is derived from
California Government Code (CGC) section 53601. Section 53607 of the CGC grants the Board
the authority to delegate that authority to the District’s Chief Financial Officer
(CFO)/Treasurer. The authority to invest District funds is hereby delegated to the
CFO/Treasurer.
The CFO/Treasurer shall be responsible for all transactions undertaken and shall establish a
system of controls to regulate the activities of subordinate officials in the absence of the
Treasurer. All transactions will be reviewed by the Treasurer on a regular basis to ensure
compliance with this Policy. No Person may engage in an investment transaction except as
provided under the terms of this Investment Policy and the procedures established by the
Treasurer.
Ethics and Conflicts of Interest
Officers and employees involved in the investment process shall refrain from personal
business activity that could conflict with proper execution of the investment program or which
could impair their ability to make impartial investment decisions. Employees and investment
officials shall disclose to the District’s General Manager/CEO any material financial interest in
financial institutions that conduct business within the District, and they shall further disclose
any large personal financial/investment positions that could be related to the performance
of the District.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Investment Policy
Original Approval Date:
July 22, 2015
Last Revised:
May 22, 2024
Policy No:
7.6
Page
4 of 14
All bond issue participants, including but not limited to, underwriters, bond counsel, financial
advisors, brokers, and dealers will disclose any fee sharing arrangements or fee splitting to
the CFO/Treasurer prior to the execution of any transaction.
Authorized Broker-Dealers
The CFO/Treasurer will maintain a list of approved financial institutions authorized to provide
investment services to the District. These may include primary dealers authorized to buy and
sell government securities in direct dealings with the Federal Reserve Bank of New York, or
regional dealers that qualify under Securities and Exchange Commission Rule 15C3-1
(uniform net capital rule). The list of approved financial institutions will be reviewed by the
CFO/Treasurer on an annual basis.
All Broker Dealers who desire to conduct investment transactions with the District must
supply the CFO/Treasurer with the following:
• Audited Financial Statements
• Proof of Financial Industry Regulatory Authority (FINRA) certification
• Proof of State of California registration
• Completed broker/dealer questionnaire (except Certificate of Deposit counterparties)
• Certification of having read the District’s investment policy and depository contracts
Authorized and Suitable Investments
The East Valley Water District as empowered by California Government Code (CGC) §53600,
et. Seq., establishes the following as authorized investments:
A. Local Agency Investment Fund (LAIF). The District may invest in the Local
Agency Investment Fund established by the State Treasurer for the benefit of local
agencies (CGC §16429.1). The fund must have 24-hour liquidity. There is no limitation
on the percentage of the District portfolio that may be invested with LAIF, however,
LAIF does impose a maximum deposit of $75 million.
B. United States Treasury Securities. United States Treasury notes, bonds, or bills
for which the full faith and credit of the United States is pledged for the payment of
principal and interest (CGC §53601(b)). There is no limitation as to the percentage of
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Investment Policy
Original Approval Date:
July 22, 2015
Last Revised:
May 22, 2024
Policy No:
7.6
Page
5 of 14
the District’s portfolio that may be invested in these securities, however, maximum
investment maturities are limited to five years from the date of purchase.
C. Federal Agency Obligations. The District is permitted to invest in federal agency
or United States government sponsored enterprise obligations, participations,
mortgage-backed securities or other instruments, including those issued by or fully
guaranteed as to principal and interest by Federal agencies or United States
government sponsored enterprises (CGC §53601(f)). Maximum maturity is limited to
five years from the date of purchase. There is no limitation as to the percentage of
the District’s portfolio that may be invested in agencies.
D. Bank Depository Accounts. The District may invest in insured or collateralized
certificates of deposit, savings accounts, market rate accounts, or other bank deposits
issued by a state or national bank, savings and loan associations, or state or federal
credit unions located in California (CGC §53630 et. Seq.). A written depository contract
is required with all institutions that hold District deposits requiring that deposits be
collateralized in accordance with the CGC. Under provisions of the Code, California
banks and savings and loan associations are required to secure the District’s deposits
by pledging government securities with a value of 110% principal and accrued
interest. State law also allows financial institutions to secure the District deposits by
pledging first trust deed mortgage notes having a value of 150% of the District’s total
deposits. The Treasurer may waive collateral requirement for the portion of any
deposit insured pursuant to federal law. Securities placed in a collateral pool must
provide coverage for at least 110% of all deposits that are placed in the institution.
Acceptable pooled collateral is governed by CGC §53651. Real estate mortgages are
not considered acceptable collateral by the District, even though they are permitted
in CGC §53651(m).
All financial institutions holding District deposits are required to provide the District
with a regular statement of pooled collateral. This report will state that they are
meeting the 110% collateral rule, a listing of all collateral with location and market
value, plus an accountability of the total amount of deposits secured by the pool.
Deposits are allowable in any institution that insures its deposits with the Federal
Deposit Insurance Corporation (FDIC) or the National Credit Union Administration
(NCUA), and a maximum deposit of up to the federal insurance limits may be
deposited in any one institution without collateral. No bank shall receive District
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Investment Policy
Original Approval Date:
July 22, 2015
Last Revised:
May 22, 2024
Policy No:
7.6
Page
6 of 14
deposits in excess of the federal insurance limits that has a long-term debt rating by
Moody’s investors Service, Standard & Poor’s, or Fitch Ratings of less than ‘A’. The
maximum maturity is restricted to three years.
In accordance with CGC §53638, no deposit shall exceed the shareholder’s equity of
any depository bank, nor shall a deposit exceed the total net worth of any institution.
No deposits shall be made at a state or federal credit union if a member of the Board
of Directors or the General Manager/CEO or CFO/Treasurer of the District serves on
the Board of Directors or a committee of the credit union.
E. Municipal Securities. Registered treasury notes or bonds issued by the State of
California or any of the other 49 states, including bonds payable solely out of the
revenues from a revenue producing property owned, controlled, or operated by a
state or by a department, board, agency, or authority of any states (CGC §53601
(c)(d)).
Bonds, notes, or other evidence of debt issued by a local agency within the State of
California, including issues by East Valley Water District if allowed under the bond
indenture. This includes bonds payable solely out of revenue form a revenue-
producing property owned, controlled, or operated by the local agency, or by an
authority of the local agency (CGC §53601 (a)(e)).
Securities must have a debt rating of at least ‘AA’ by a Nationally Recognized Statistical
Rating Organization (NRSRO). Maximum maturity is limited to five years from the date
of purchase, and holdings of this type of security are limited to a maximum of 20%
of the District’s investment portfolio.
F. Commercial Paper. Commercial paper of ‘prime’ quality of the highest ranking of
the highest letter and number rating as provided for by a NRSRO and must be issued
only by general corporations that are organized and operating within the United States
and have total assets in excess of $500 million. The general corporation must have
an ‘A’ rating or better on debt other than commercial paper, if any, assigned by an
NRSRO (CGC §53601(h)).
Purchases shall not exceed 5% of the outstanding paper of the issuing corporation,
and maximum maturity is restricted to 270 days. This type of investment shall not
exceed 15% of the District’s investment portfolio.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Investment Policy
Original Approval Date:
July 22, 2015
Last Revised:
May 22, 2024
Policy No:
7.6
Page
7 of 14
G. Placement Service Deposits. The District may invest in Certificates of Deposit
placed with a private sector entity that assists in the placement of deposits with
eligible financial institutions located in the United States (CGC §53601.8). The full
amount of the principal and the interest that may be accrued during the maximum
term of each deposit shall at all times be insured by federal deposit insurance.
Placement Service Deposits, in combination with bank certificates of deposit shall not
exceed 25% of the value of the District’s investments at any time. The maximum
investment maturity will be restricted to three years.
H. Medium Term Notes. The District may invest in corporate and depository institution
debt securities issued by corporations organized and operating within the United
States, or by depository institutions licensed by the United States or any state and
operating within the United States (CGC §53601(k)).
Securities eligible for investment under this section shall be rated ‘AA’ or better by an
NRSRO. The maximum maturity is restricted to five years, and investment in this
category of security shall not exceed 30% of the District’s investible funds, and not
more than 5% from a single issuer.
I. Money Market Funds. Shares of beneficial interest issued by diversified
management companies that are money market funds registered with the Securities
and Exchange Commission (CGC §53601(l)(2)).
The Company shall either 1) have attained the highest ranking or the highest letter
and numerical rating provided by not less than two NRSROs or 2) retained an
investment adviser registered or exempt from registration with the Securities and
Exchange Commission with not less than five years of experience managing money
market mutual funds with assets under management in excess of five hundred million
dollars ($500,000,000). A maximum of 15% of the District’s investible funds can be
invested in Money Market Mutual funds.
J. Local Government Investment Pools. Shares of beneficial interest in an
investment pool created by a joint powers authority organized pursuant to CGC
§6509.7 and that invest in securities and obligations authorized in the California
Government Code (CGC §53601(p)). Investment is limited to pools that seek to
maintain a stable Net Asset Value (NAV) and must be rated at least ‘AA’ or better by
a NRSRO. A maximum of 25% of the District’s portfolio may be invested in Local
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Investment Policy
Original Approval Date:
July 22, 2015
Last Revised:
May 22, 2024
Policy No:
7.6
Page
8 of 14
Government Investment Pools.
K. Prohibited Investments. Under the provision of CGC §53601.6 and §53631.5, the
District shall not invest any funds covered by this Investment Policy in inverse floaters,
range notes, interest-only strips derived from mortgage pools or any investment that
may result in a zero-interest accrual if held to maturity. Notwithstanding the
prohibition above, the District may invest in securities issued by, or backed by, the
United States government that could result in zero or negative-interest accrual if held
to maturity, in the event of, and for the duration of, a period of negative market
interest rates (CA SB 998).
Review of Investment Portfolio
The securities held by East Valley Water District must be in compliance with the above section
‘Authorized and Suitable Investments’ at the time of purchase. If a security falls out of
compliance with this section subsequent to the date of purchase, the CFO/Treasurer shall
report this change to the District’s Board of Directors with the following monthly Investment
Transaction report. Discussion in the monthly report will include the reasons for the change,
prognosis for recovery, and a recommended course of action.
Investment Pools / Mutual Funds
When the District’s investment portfolio includes Investment Pools and Mutual Funds, as
permitted in the section ‘Authorized and Suitable Investments’, the CFO/Treasurer shall as a
matter of due diligence, monitor the assets held by the pools/funds. At least quarterly, the
CFO/Treasurer will conduct an investigation to determine the following:
1. A description of eligible investment securities, and a written statement of investment
policy and objectives.
2. A description of interest calculation and how it is distributed, and how gains and losses
are treated.
3. A description of how the securities are safeguarded (including the settlement
processes), how often the securities are priced, and the program audited.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Investment Policy
Original Approval Date:
July 22, 2015
Last Revised:
May 22, 2024
Policy No:
7.6
Page
9 of 14
4. A description of who may invest in the program, how often, what size deposit and
withdrawal are allowed.
5. A schedule for receiving statements and portfolio listings.
6. Are reserves, retained earnings, etc. utilized by the pool/fund?
7. A fee schedule, and when and how it is assessed.
8. Is the pool/fund eligible for bond proceeds and/or will it accept such proceeds?
Safekeeping and Custody Agreements
To protect against potential losses caused by collapse of individual securities dealers, all
securities owned by the East Valley Water District shall be kept in safekeeping by a third-
party bank trust department, acting as agent for the District under the terms of a custody
agreement executed by the bank and the District. All securities will be received and delivered
using standard delivery versus payment (DVP) procedures with the District’s custodial bank,
and evidenced by safekeeping receipts.
Diversification and Maximum Maturities
The District will diversify its investment by security type and institution. With the exception
of the US Government, its agencies and instrumentalities, and the Local Agency Investment
Fund, no more than 5% of the District’s total investment portfolio will be invested in a single
security type with a single financial institution.
To the extent possible, East Valley Water District will attempt to match its investments with
anticipated cash flow requirements. Unless matched to a specific cash flow, the District will
not directly invest in securities maturing more than 5 years from the date of purchase.
Reserve funds may be invested in securities exceeding 5 years if the maturity of such
investments is made to coincide as nearly as practicable with the expected use of the funds.
Internal Controls
The CFO/Treasurer is responsible for establishing and maintaining an internal control
structure designed to ensure that the assets of the District are protected from loss, theft, or
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Investment Policy
Original Approval Date:
July 22, 2015
Last Revised:
May 22, 2024
Policy No:
7.6
Page
10 of 14
misuse. The internal control structures shall be designed to provide reasonable assurance
that these objectives are met. Internal controls shall be in writing and shall address the
following: separation of transaction authority from accounting and record keeping,
safekeeping of assets and written confirmation of telephone transactions for investments and
wire transfers.
The external auditors will annually review the investments and general activities associated
with the investment program. This review will provide internal control by assuring compliance
with the Investment Policy and District policies and procedures.
Performance Standards
The investment portfolio will be designed with the objective of obtaining a rate of return
throughout budgetary and economic cycles, commensurate with the investment risk
constraints, and the cash flow needs.
The District’s investment strategy is passive. The performance of the District’s investment
portfolio will be evaluated and compared to an appropriate benchmark in order to assess the
success of the investment portfolio relative to the District’s Safety, Liquidity, and Return on
Investments’ objectives.
Investment Reporting
In accordance with California Government Code §53607, the CFO/Treasurer will submit a
monthly report to the Board of Directors showing all investment transactions occurring in the
previous month.
Further, in accordance with California Government Code §53646, the CFO/Treasurer will also
prepare a quarterly Investment Report and render the report to the Board of Directors no
later than 30 days after the close of each calendar quarter.
The report shall provide the type of investment, issuers, the date of maturity, par values and
market values of each investment, transactions occurring during the reporting period, and
identification of funds managed by third party managers. The report will also include 1)
certification that all investment transactions have been made in compliance with the District’s
Investment Policy, and 2) a statement that the District has the ability to meet all of its
expenditure requirements during the next six months.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Investment Policy
Original Approval Date:
July 22, 2015
Last Revised:
May 22, 2024
Policy No:
7.6
Page
11 of 14
Policy Adoption
Adoption. This policy shall be reviewed annually with the Board of Directors and adopted
by Board Resolution.
Amendments. Any changes to the policy, or persons charged with maintaining internal
controls over investments, must be approved by the Board.
Glossary of Terms
(Note: All words of a technical nature should be included. Following is an example of common
treasury terminology.)
Agencies: Federal agency securities and/or Government-sponsored enterprises.
Annual Comprehensive Financial Report (ACFR): The official annual report of the
(East Valley Water District). It includes four combined financial statements prepared in
conformity with Generally Accepted Accounting Principles (GAAP). It also includes supporting
schedules necessary to demonstrate compliance with finance-related legal and contractual
provisions, extensive introductory material, and a detailed Statistical Section.
Benchmark: A comparative base for measuring the performance or risk tolerance of the
investment portfolio. A benchmark should represent a close correlation to the level of risk
and the average duration of the portfolio’s investments.
Broker: A broker brings buyers and sellers together for a commission.
Certificate of Deposit (CD): A time deposit with a specific maturity evidenced by a
Certificate. Large-denomination CDs are typically negotiable.
Collateral: Securities, evidence of deposit or other property, which a borrower pledges to
secure repayment of a loan. Also refers to securities pledged by a bank to secure deposits
of public monies.
Coupon: (a) The annual rate of interest that a bond’s issuer promises to pay the bondholder
on the bond’s face value. (b) A certificate attached to a bond evidencing interest due on a
payment date.
Dealer: A dealer, as opposed to a broker, acts as a principal in all transactions, buying and
selling for his own account.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Investment Policy
Original Approval Date:
July 22, 2015
Last Revised:
May 22, 2024
Policy No:
7.6
Page
12 of 14
Delivery versus Payment (DVP): There are two methods of delivery of securities:
delivery versus payment and delivery versus receipt. Delivery versus payment is delivery of
securities with an exchange of money for the securities. Delivery versus receipt is delivery of
securities with an exchange of a signed receipt for the securities.
Discount: The difference between the cost price of a security and its maturity when quoted
at lower than face value. A security selling below the original offering price shortly after sale
is also considered to be at a discount.
Diversification: A Dividing investment funds among a variety of securities offering
independent returns.
Duration: A measure of the sensitivity of the price (the value of principal) of a fixed-income
investment to a change in interest rates. Duration is expressed as a number of years. Rising
interest rates mean falling bond prices, while declining interest rates mean rising bond prices.
Federal Credit Agencies: Agencies of the Federal government set up to supply credit to
various classes of institutions and individuals (e.g., S & L’s, small business firms, students,
farmers, farm cooperatives, and exporters).
Federal Deposit Insurance Corporation (FDIC): A federal agency that insures bank
deposits, currently up to $250,000 per entity.
Federal Reserve System: The central bank of the United States created by Congress and
consisting of a seven-member Board of Governors in Washington, D.C., 12 regional banks,
and about 5,700 commercial banks that are members of the system.
Liquidity: A liquidity asset is one that can be converted easily and rapidly into cash without
a substantial loss of value. In the money market, a security is said to be liquid if the spread
between bid and asked prices is narrow and reasonable size can be done at those quotes.
Local Government Investment Pool (LGIP): The aggregate of all funds from political
subdivisions that are placed in the custody of the State Treasurer for investment and
reinvestment.
Market Value: The price at which a security is trading and could presumably be purchased
or sold.
Maturity: The date upon which the principal or stated value of an investment becomes due
and payable.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Investment Policy
Original Approval Date:
July 22, 2015
Last Revised:
May 22, 2024
Policy No:
7.6
Page
13 of 14
Money Market: The marker in which short-term debt instruments (bills, commercial paper,
bankers’ acceptances, etc.) are issued and traded.
Offer: The price asked by a seller of securities. (When you are buying securities, you ask
for an offer.) See Asked and Bid.
Portfolio: Collection of securities held by an investor.
Primary Dealer: A group of government securities dealers who submit daily reports of
market activity and positions and monthly financial statements to the Federal Reserve Bank
of New York and are subject to its informal oversight. Primary dealers include Securities and
Exchange Commission (SEC)-registered securities broker-dealers, banks, and a few
unregulated firms.
“Prudent Investor” Standard: A standard of responsibility which applies to fiduciaries.
In California, the rule is stated as “Investments shall be managed with the care, skill,
prudence and diligence, under the circumstances then prevailing, that a prudent person,
acting in a like capacity and familiar with such matters, would use in the conduct of an
enterprise of like character and with like aims to accomplish similar purposes.”
Rate of Return: The yield obtainable on a security based on its purchase price or its current
market price. This may be the amortized yield to maturity on a bond the current income
return.
Safekeeping: A service to customers rendered by banks for a fee whereby securities and
valuables of all types and descriptions are held in the bank’s vaults for protection.
Securities and Exchange Commission: Agency created by Congress to protect investors
in securities transactions by administering securities legislation.
Treasury Bills: A non-interest bearing discount security issued by the U.S. Treasury to
finance the national debt. Most bills are issued to mature in three months, six months, or
one year.
Treasury Bonds: Long-term coupon-bearing U.S. Treasury securities issued as direct
obligations of the U.S. Government and having initial maturities of more than 10 years.
Treasury Notes: Medium-term coupon-bearing U.S. Treasury securities issued as direct
obligations of the U.S. Government and having initial maturities from two to 10 years.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Investment Policy
Original Approval Date:
July 22, 2015
Last Revised:
May 22, 2024
Policy No:
7.6
Page
14 of 14
Uniform Net Capital Rule: Securities and Exchange Commission requirement that
member firms as well as nonmember broker-dealers in securities maintain a maximum ratio
of indebtedness to liquid capital of 15 to 1; also called net capital rule and net capital ratio.
Indebtedness covers all money owed to a firm, including margin loans and commitments to
purchase securities, one reason new public issues are spread among members of
underwriting syndicates. Liquid capital includes cash and assets easily converted into cash.
Yield: The rate of annual income return on an investment, expressed as a percentage. (a)
Income Yield is obtained by dividing the current dollar income by the current market price
for the security. (b) Net Yield or Yield to Maturity is the current income yield minus any
premium above par or plus any discount from par in purchase price, with the adjustment
spread over the period from the date of purchase to the date of maturity of the bond.
Revised 4/12/23
Revised 4/27/22
Revised 3/24/21
Revised 5/13/20
Revised 4/24/19
Revised 4/25/18
Revised 4/12/17
Revised 4/27/16
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Operating and Capital Budget Policy
Original Approval Date:
August 22, 2018
Last Revised:
Policy No: 7.7 Page
1 of 5
Purpose
The Operating and Capital Budgets are developed on an annual basis through the
establishment of District-wide goals, a Capital Improvement Program (CIP),
program/departmental goals and objectives, and performance measures/key performance
indicators. Together, these goals and activities provide a comprehensive plan to deliver
efficient services to ratepayers and stakeholders of the East Valley Water District (District)
in a manner that aligns resources with the policies, Strategic Plan, and Vision of the
District.
The formulation of the Operating and Capital Budgets, including the publication of a
comprehensive budget document, is one the most important financial activities that the
District undertakes each year. This budget policy is intended to provide guidelines to assist
in the formulation and consideration of broader implications of financial discussions and
decisions, which ultimately assist in completing financial planning cycles that deliver
efficient and effective public service.
Authority
The Board of Directors are responsible for policy formulation, and overall direction setting
of the District. This includes the approval of financial policies which establish and direct
the operations of the District. The General Manager/CEO is responsible for carrying out the
policy directives of the Board of Directors and managing the day-to-day operations of the
District. This policy shall be administered on behalf of the District by the General
Manager/CEO and Chief Financial Officer.
Scope
This policy shall apply to all Funds under the budgetary and fiscal control of the Board of
Directors.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Operating and Capital Budget Policy
Original Approval Date:
August 22, 2018
Last Revised:
Policy No: 7.7 Page
2 of 5
Policy
A. Basis of Budgeting
1. The District’s Proprietary Funds are budgeted on the Full Accrual Basis of
Accounting with the following exceptions:
a. Changes in the fair value of investments are not treated as adjustments to
revenue in the annual operating budget;
b. Compensated absence liabilities are expensed when paid;
c. Pension expense is budgeted based on employer contribution rates;
d. Principal payments on long-term debt are treated as expenses in the annual
operating budget;
e. Depreciation expense is not recognized in the annual operating budget; and
f. Capital purchases are recognized as an expense in the annual operating
budget.
B. Budgetary Control
1. The District shall adopt an annual balanced budget on or before June 30 of each
year, in accordance with all state and county laws.
2. Program management is responsible for administering their respective Programs
within the financial constraints described by the adopted budget.
3. The Chief Financial Officer will provide updates on the District's financial position
by regularly reporting to the Board of Directors the status of actual expenditures,
expenses, and revenues compared to the adopted budget. Further, the Chief
Financial Officer will ensure that program management has access to timely and
accurate financial data.
C. Balanced Budget
1. The District shall adopt a balanced budget for each Fund which this policy covers.
A budget is balanced when the sum of estimated revenues and appropriated Net
Position are equal to expenditures.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Operating and Capital Budget Policy
Original Approval Date:
August 22, 2018
Last Revised:
Policy No: 7.7 Page
3 of 5
2. Operating Revenues and Other Financing Sources must fully cover Operating
Expenditures/Expenses, including Debt Service, and Other Financing Uses.
Operating Expenditures/Expenses for the purposes of balancing the annual
budget shall include that year's contribution to the CIP.
3. One-time revenue sources and development fees must not be used to fund
operational costs.
4. Minimum Reserve policy levels must be maintained unless reserves are being used
in accordance with the purposes permitted by the District's policy (see District
Reserve Policy for further guidance).
5. The balancing of Operating Revenues with Operating Expenditures (as defined
above) is a goal that should be applied over a period of time which extends
beyond current appropriations. Temporary shortages or operating deficits, can
and do occur, but they will not be permitted as extended trends.
D. Formation of the Budget
1. District Vision - The budget shall be constructed around the Board of Directors’
vision for the long-term direction of District services and the associated desired
culture and environment. When appropriate, a needs assessment of stakeholders'
priorities, challenges, and opportunities shall be integrated into the visioning
process to assist with the establishment of both short-term and long-term goals.
2. Programmatic Budgeting - The budget shall be based on Programs in order to
provide insight into the costs of service that the District provides. Deliverables
and specific actions shall be detailed at the Programmatic level, which support
the goals and objectives outlined within the Strategic Plan and District Vision.
3. Financial Information - The budget shall display estimated beginning Net
Position, estimated revenue and receipts, appropriations, and the estimated
year-end Net Position.
E. Estimates of Revenue, Expenditures, and Expenses
1. Objective Estimates - The District shall take an objective and analytical approach
to forecasting revenues, expenditures, and expenses as accurately as possible.
Though the District will use the best information available to estimate revenues,
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Operating and Capital Budget Policy
Original Approval Date:
August 22, 2018
Last Revised:
Policy No: 7.7 Page
4 of 5
absolute certainty is impossible. Should revenues be overestimated, the spending
plans and priorities established during the budget process shall be used to
propose appropriations and spending as required to bring the budget into
balance.
2. Regular Monitoring of Projections - The Finance department shall monitor
revenue incomes and expenditure/expense outflows to assess the implications
of the annual budget in order to provide timely updates on actual financial
performance.
3. Long-Term Forecasts - The Finance department shall develop and maintain long-
term financial forecasts, at least five years into the future, in order to help the
District assess its long-term financial sustainability.
F. Stakeholder Participation - The District shall provide meaningful opportunities for
the stakeholders to provide input into the financial planning and budget process,
before a budget is adopted.
G. Create Value for the Stakeholders - The District seeks to maximize the value each
stakeholder receives through its spending. Accordingly, staff should develop budget
tools and methods to measure and maximize value, particularly by critically
examining existing spending patterns.
H. Address Long-Term Liabilities - The District shall fully fund current portions of long-
term liabilities in order to maintain the trust of creditors and avoid accumulating
excessive long-term liabilities.
I. Responsibilities and Calendar - The District's fiscal year runs from July 1 through
June 30. The Chief Financial Officer shall submit or cause to be submitted annually
to the Board of Directors no later than June during a Public Board Meeting, a
proposed budget governing expenditures/expenses of all District Funds, including
Capital Outlay and CIP, for the following fiscal year. The budget, after being
reviewed and adopted, shall constitute the Board of Directors' appropriation of all
Funds for such fiscal year.
J. Budget Amendments - Amendments shall be considered and adopted by the Board
of Directors during a Public Board meeting except for specific adjustments when
limited authority is delegated to the General Manager/CEO.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Operating and Capital Budget Policy
Original Approval Date:
August 22, 2018
Last Revised:
Policy No: 7.7 Page
5 of 5
Quality Control and Quality Assurance
It is the responsibility of the Chief Financial Officer to ensure the presence of procedures
that provide sufficient guidance to affected District personnel to fulfill the intent of this
policy.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Purpose
The purpose of this policy is to establish guidelines and instructions for establishing a
Community Advisory Commission (Commission) authorized to receive updates on District
activities and provide constructive input. The Commission is also established to hear
appeal requests for water supply shortage violations and make recommendations on their
enforcement to the Board of Directors.
Definitions
A.For the purpose of this policy, the following definitions shall apply:
1.District: East Valley Water District
2.Board: A member of the East Valley Water District Board of Directors
3.Commission: The Community Advisory Commission
4.Staff: East Valley Water District employee or staff member
5.Applicant: Customer or property owner appealing a penalty levied pursuant to
the Water Supply Contingency Plan
Policy
A.The Commission may be presented with District projects and programs as a means of
community engagement to garner feedback at various stages of implementation.
B.The Commission does not have the authority to implement or cancel District projects
or programs.
C.Commission members shall serve on a voluntary basis, with no compensation, stipend,
or benefits.
D.A member of the Commission moving outside the District shall constitute a resignation
from the Commission effective upon the date the member fails to meet appointment
criteria;
Policy Title: Community Advisory Commission Policy
Original Approval Date:
September 28, 2016
Last Revised: Policy No: 8.1 Page
1 of 3 June 10, 2020
E.Commission members must inform the designated staff member of any anticipated
absence and notification shall be made immediately after receipt of the agenda.
Absences due to sickness, death, or other emergencies of a like nature shall be
regarded as approved absences and shall not affect the member’s status on the
Commission; except that in the event of a long illness or other such case for
prolonged absence the member may be replaced;
F.Water Conservation Appeal Consideration
1.A District staff member shall serve as liaison to the Committee, attend all
meetings of the Commission, and participate in any discussions, but shall not
have the right to vote on any matter before the Commission;
A Commission Chair shall be appointed by the Board for a one (1) year term of office
to preside over all Commission meetings and shall be eligible to vote on any matter
before the Commission;
Applicants shall have a right to a hearing, in the first instance by the General
Manager, with the right of appeal to the Commission, and ultimately to the Board,
pursuant to the procedures hereinafter set forth in the District’s adopted Water
Shortage Contingency Plan.
Commission Appointment Criteria
The Commission shall consist of up to seven (7) District customers recommended by the
General Manager/CEO, appointed by the consensus of the Board, meeting the following
appointment criteria:
A.Customer of the District and reside within the District boundary;
B.Non-governing Board Member, employee, or Community Group Member of the District;
C.Able to serve a two-year term, for a maximum of two-terms at the pleasure of the
Board;
D.Able to participate in regular meetings, as needed;
E.Meet the selection process criteria as established by the General Manager/CEO; and
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Community Advisory Commission Policy
Original Approval Date:
September 28, 2016
Last Revised: Policy No: 8.1 Page
1 of 3 June 10, 2020
F.Appointment may be revoked by the Board of Directors at any time.
Meeting Schedule
The Commission shall establish a recurring meeting date and time to hear authorized
appeal requests for water supply shortage violations.
Meeting Procedures
A.Meetings shall be conducted in a manner that is consistent with state and local laws.
B.Given the public nature of the Commission, meetings shall be held in compliance with
the Ralph M. Brown Act.
Attachments
A. Water Supply Contingency Plan (Ordinance 399)
Last approved March 9, 2018
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Community Advisory Commission Policy
Original Approval Date:
September 28, 2016
Last Revised: Policy No: 8.1 Page
1 of 3 June 10, 2020
ORDINANCE NO. 399
AN ORDINANCE OF THE EAST VALLEY WATER DISTRICT RESCINDING
ORDINANCE NO. 397 ENTITLED "AN ORDINANCE ESTABLIS HING RULES AND
REGULATIONS FOR WATER SERVICE, ESTABLISHING A WATER DEPARTMENT,
PROVIDING FOR INSTALLATION AND CONNECTION TO DISTRICT WATER MAINS,
REGULATING CROSS CONNECTION CONTROL"
SECTION 1 . INDEX
No.
Section 1 Index 1
Section 2 General Provisions 2
Section 3 Definitions 4
Section 4 Water Department 8
Section 5 General Rules 9
Section 6 Application for Water Service 15
Section 7 Temporary Service 20
Section 8 Fire Protection 22
Section 9 Cross Connection Control 24
Section 10 Customer Billing Procedures 33
Section 11 Complaints and Disputed Bills 40
Section 12 Disconnection for Nonpayment 41
Section 13 Adding Delinquent Charges to Tax Roll 43
Section 14 Charges and Deposits 44
Section 15 Water Conservation 48
Section 16 Effective Date 57
Ordinance 399 1
SECTION 2. GENERAL PROVISIONS
2.01 Short Title -This Ordinance may be cited as the "East Valley Water District
Water Regulations and Service Ordinance".
2.02 Purpose -This Ordinance is intended to provide rules and regulations
applicable to the administration and operational activities of the District. This
Ordinance may be amended from time to time by action of the Board of Directors of
the East Valley Water District.
2.03 Enabling Statutes -This Ordinance is adopted pursuant to the applicable
provisions of Division 12 of the Water Code and Division 5, Chapter 7, Title 5, Division
2 of the Government Code, and further pursuant to the Constitution of the State of
California. The District is further authorized by Water Code Section 31027 to prescribe
and define by Ordinance those restrictions, prohibitions and exclusions it may
determine to be necessary pursuant to the California Constitution Article X, Section 2
and Water Code Sections 31026 and 350 et seq. to restrict the use of District water
. during threatened or existing water shortages. It is therefore the intent of the Board of
Directors to establish by this Ordinance those procedures and policies necessary to the
orderly administration of a water conservation program to prohibit waste and to restrict
the use of water during a water shortage or emergency.
2.04 Application -This Ordinance shall apply to all water facilities constructed,
maintained, and operated by the District.
2.05 Enterprise -The District will furnish and/or make available, a system,
plant, works, and undertaking used for and useful in, the delivery of water for the
District's service area, including all annexations thereto, lands, easements, rights in
land, contract rights and franchises.
2.06 Separability -If any section, subsection, sentence, clause, phrase, or
portion of this Ordinance or the application thereof to any person or circumstances are
for any reason held to be unconstitutional or invalid by any court of competent
Ordinance 399 2
jurisdiction, such decision shall not affect the validity of the remaining portions of this
Ordinance or the application of such provision to other persons or circumstances. The
governing body hereby declares that it would have passed this Ordinance or any section,
sub-section, sentence, clause or phrase hereof irrespective of the fact that one or more
sections, subsections, sentences, clauses or phrases be declared to be unconstitutional.
2.07 Words and Phrases -For the purpose of this Ordinance all words used
herein in the present tense shall include the future; all words in the plural number shall
include the singular number; and all words in the singular number shall include the
plural number.
2.08 Posting -Upon adoption, this Ordinance shall be entered in the minutes of
the governing body and certified copies hereof shall be posted in three (3) public places
and/or published in a newspaper of general circulation in the District service area
within ten ( 10) days following its passage.
2.09 Means of Enforcement -The District hereby declares that the procedures
contained herein are established as a means of enforcement of the terms and conditions
of its ordinances, rules and regulations and not as a penalty.
2.10 Notices -Whenever a notice is required to be given under this Ordinance,
unless different provisions are specifically made herein, such notice may be made either
by personal delivery thereof to the person to be notified or by deposit in the U.S. mail
in a sealed envelope, postage prepaid, addressed to such person at his last known
business or residence address as the name appears in public records or other records
pertaining to the matter to which the notice is directed. Service by mail shall be
deemed to have been completed at the time of deposit in the post office.
Proof of giving any notice may be made by the certificate of any officer or
employee of the District or by affidavit of any person over the age of eighteen years,
which shows service in conformity with the Ordinance or other provisions of law
applicable to the subject matter concerned.
2.11 Effect of Heading -The title, division or section headings contained in this
Ordinance shall not be deemed to govern, limit or modify in any manner the scope,
meaning or intent of any section or subsection of this Ordinance.
SECTION 3. DEFINITIONS
3.01 Applicant -The person making application hereunder who must be either
(a)the owner of the subject premises, (b) the agent or customer authorized in writing
to make application hereunder on behalf of the owner of the subject premises or, (c) a
licensed plumber or contractor authorized in writing to make application hereunder for
the subject premises.
3.02 Approved Backflow Prevention Assembly - A device deterring the
reversal of flow of water or mixtures of water and other liquids, gasses, and/or other
substances into the distribution pipes of the District's potable supply of water through
any Cross-Connection. Said device must have been investigated and approved for use
as either an Air-gap separation, Double Check Valve Assembly, or Reduced Pressure
Principle Backflow Prevention Device by the Foundation for Cross-Connection Control
and Hydraulic Research of the University of Southern California, or by any other
laboratory having equivalent capabilities for both the laboratory evaluation and field
evaluation thereof.
3.03 Board -The Board of Directors of the East Valley Water District.
3.04 Commercial -Any service not covered by the residential description.
This shall include, but not be limited to, apartments, trailer parks, schools, dry
cleaners, laundries and businesses
3.05 Connection -The pipeline and appurtenant facilities such as the curb
stop, meter and meter box, all used to extend water service from the main to the
premises, the laying thereof and the tapping of the main. Where services are divided
at the curb or property line to serve several customers, each such branch service shall
be deemed a separate service.
Ordinance 399 4
3.06 Cost -The cost of labor, materials, transportation, supervision,
engineering, and all other necessary overhead expenses.
3.07 County -The County of San Bernardino, California.
3.08 Cross Connection -An unprotected actual or potential connection
between a potable water system used to supply water for drinking purposes and any
source or system containing unapproved water or a substance that is not or cannot be
approved a safe, wholesome and potable. By-pass arrangements, jumper connections,
removable sections, swivel or changeover devices, or other devices through which
backflow could occur, shall be considered to be cross-connections.
3.09 Customer -Any person (as defined) supplied or entitled to be supplied
with water service by the District.
3.10 Customer's Service Valve - A valve independent of the District's facilities
located in the customer's piping as close to the meter as practicable, the operation of
which will control the entire water supply from the meter.
3T11 District -The East Valley Water District, San Bernardino County,
California.
3.12 District Engineer - A Registered Civil Engineer of the State of California.
3. 13 Engineering Services -The engineering services provided by the District
to include technical and procedural guidance, professional consultant services, project
coordination and plan checking.
3.14 Financial Officer -The Treasurer appointed by the Board of Directors.
3.15 Fire Hydrant -Short Side: The case where the water main and the
hydrant are on the same side of the street's centerline. Long Side: The case where the
water main and the hydrant are on the opposite sides of the street's centerline.
3. 16 General Manager -The General Manager of the District.
3.17 Governing Body -The Board of Directors of the East Valley Water District.
Ordinance 399 5
3.18 Inspector -The person who shall perform the work of inspecting water
facilities under the jurisdiction or control of the District.
3. 19 Main - A water line in a street, highway, alley or easement used for public
and private fire protection and for the general distribution of water.
3.20 Owner -The person owning in fee title, or in whose name the legal title
to the property appears, by deed duly recorded in the County Recorder's office, or the
person in possession of the property or buildings under claim of, or exercising acts of
ownership over same for himself or, as executor, administrator, guardian or trustee of
the owner.
3.21 Permit -Any written authorization required pursuant to this or any other
regulation of the District.
3.22 Person -Any human being, individual, firm, company, partnership,
association and private, public or municipal corporation, the United States of America,
the State of California, a district and any political subdivision, or governmental agency.
3.23 Premises - A lot or parcel of real property under one ownership, except
where there are well defined boundaries or partitions such as fences, hedges or other
restrictions preventing the common use of the property by several tenants, in which
case each portion shall be deemed separate premises. Apartment houses and off ice
buildings may be classified as single premises.
3.24 Private Fire Protection Service -Water service and facilities for building
sprinkler systems, hydrants, hose reels and other facilities installed on private property
for fire protection and the water available therefor.
3.25 Public Fire Protection Service -The service and facilities of the entire
water supply, storage and distribution system of the District, including the fire hydrants
affixed thereto, and the water available for fire protection, excepting house service
connections and appurtenances thereto.
Ordinance 399 6
·3.26 Regular Water Service -Water service and facilities rendered for normal
domestic, commercial and industrial purposes on a permanent basis, and the water
available therefor.
3.27 Residential -Any single, duplex or triplex family unit not requiring
licensing for occupancy and operation.
3.28 Secretary -The Secretary to the Governing Body.
3.29 Temporary Water Service -Water service and facilities rendered for
construction work and other uses of limited duration, and the water available therefor.
3.30 Waste -Any unreasonable method or non-beneficial use of water,
including, but not limited to, the specific uses prohibited and restricted by this
Ordinance as hereinafter set forth.
3.31 Water Department -The Board of Directors of the District performing
functions related to the District's water service, together with the General Manager,
the District Engineer, the Financial Officer and any other duly authorized
representative.
3.32 Water Supply Shortage -Any water shortage caused by drought or any
other threatened or existing water shortage, disaster or facility failure, earthquake,
loss of electrical power, pipeline breakage, or other condition which results in or
threatens to result in the District's inability to meet the water demands of its
customers.
3.33 Water User -Any person, firm, partnership, association, corporation or
political entity using water obtained from the water system of the District.
3.34 Water -That water supplied by the East Valley Water District.
Ordinance 399 7
SECTION 4. WATER DEPARTMENT
4.01 Creation -A Water Department is hereby created comprised of the
Directors, the General Manager, the Financial Officer and District Engineer and such
other employees and assistants as may be hired therefor.
4.02 General Manager -The General Manager, as provided for in the Water Code
Section 30580, shall have full charge and control of the maintenance, operation and
construction of the water works and water distribution system of the District.
4.03 District Engineer -The position of District Engineer is hereby created. The
District Engineer shall regularly inspect all physical facilities related to the District
water system, to see that they are in good repair and proper working order, and to note
and report violations of any ordinances or water regulations.
4.04 Violation, Repairs -The District Engineer shall promptly report any
violation or disrepair to the General Manager. If the work required is in the nature of
an emergency, he/she shall take whatever steps necessary to maintain service to the
consumers pending action by the General Manager.
4.05 Supervision -The District Engineer shall supervise all repair or
construction work authorized by the Board or General Manager and perform any other
duties prescribed by the Board or General Manager.
4.06 Performance of Duties -The foregoing duties of the District Engineer may
be performed by the General Manager or by an additional employee or employees as
designated by the District Engineer and/or General Manager.
4.07 The Financial Officer -The Financial Officer shall install and maintain a
system of auditing and accounting that shall completely and at all times show the
financial condition of the District. Furthermore the Financial Officer shall compute,
prepare and mail bills as hereinafter prescribed, make and deposit collections, maintain
proper books of account, collect, account for, refund deposits, and do whatever else is
necessary or directed by the General Manager to set up and maintain an efficient and
Ordinance 399 8
economical accounting system and perform any other duties now and hereafter
prescribed by the Board of Directors.
SECTION 5. GENERAL RULES
5.01 Standards -The Governing Body may, from time to time, adopt standard
requirements for the design, construction, repair and maintenance, or connection to
the District's water system.
5.02 Violation Unlawful -Following the effective date of this Ordinance, it
shall be unlawful for any person to connect to, construct, install, provide, maintain or
use any other means of water facilities from any building in the area serviced with
water by said District except by connection to water facilities in the manner as provided
for in this Ordinance. Any violation of this Ordinance will be subject to the provisions
of this Section at the discretion of the General Manager, Financial Officer, or District
Engineer.
5.03 Notice -Wherever, and whenever, practicable under the particular
circumstances of the situation, and pursuant to the discretion of the General Manager,
Financial Officer, or District Engineer, any person found to be violating any provisions
of this or any other ordinance, resolution, rule or regulation of the District shall be
served by the Inspector or other authorized person with written notice stating the
nature of the violation and providing a reasonable time limit for the satisfactory
correction thereof. Said time limit shall be not less than two, nor more than seven
working days. The offender shall, within the period of time stated in such notice,
permanently cease all violations. All persons shall be held strictly responsible for any
and all acts of agents or employees done under the provisions of this Ordinance or any
other rule or regulation of the District.
5.04 Protection from Damage -No person shall maliciously, willfully, or
negligently break, damage, destroy, uncover, deface or tamper with any structure,
Ordinance 399
appurtenances or equipment which is a part of the District's water works. Any person
violating this provision shall be subject to the penalties provided by law.
5.05 Investigation Powers -The officers, inspectors, managers, and any duly
authorized employees or agents of the District shall carry evidence establishing their
position as an authorized representative of the District and, upon exhibiting the proper
credentials and identification, shall be permitted to enter in and upon any and all
buildings, industrial facilities and properties to which the District is furnishing water,
or has been requested to furnish water for the purpose of inspection, re-inspection,
observation, measurement, sampling, testing or otherwise performing such duties as
may be necessary in the enforcement of the provisions of the ordinances, resolutions,
rules and regulations of the District pursuant to the authorization contained in the
required application for water service.
5.06 Noncompliance with Regulations -As an alternative method of
enforcing the provisions of this or any ordinance, resolution, rule or regulation of the
District, the District shall have the power to disconnect the user or subdivision water
service from the water mains of the District.
5.07 Liability for Violation -Any person violating any of the provisions of the
ordinances, rules or regulations of the District shall become liable to the District for
any expense, loss or damage, occasioned by the District by reason of such violation.
5.08 Relief on Application When any person, by reason of special
circumstances, is of the opinion that any provision of the ordinances, rules or
regulations of the District is unjust or inequitable as applied to his/her premises, that
person may make written application to the Governing Body stating the special
circumstances, citing the provision complained of and requesting suspension or
modification of that provision as applied to his/her premises. If such application is
approved, the Governing Body may, by resolution, suspend or modify the provision
10
complained of, as applied to such person or premises, to be effective as of the date of
the application and continuing during the period of the special circumstances.
5.09 Relief on Own Motion -The Governing Body may, on its own motion, find
that by reason of special circumstances, any provisions of its ordinances, rules or
regulations should be suspended or modified as applied to a particular person or
premises and may, by resolution, order such suspension or modification for such
premise or person during the period of such special circumstances or any part thereof.
5.10 Maintenance of Water Pressure and Pressure Conditions -The Board
shall not accept any responsibility for the maintenance of pressure and it reserves the
right to discontinue service while making emergency repairs, or other work required on
the water system as determined by the General Manager and/or the District Engineer.
Consumers dependent upon a continuous supply of water should provide emergency
storage. All applicants for service connections or water service shall be required to
accept such conditions of pressure and service as are provided by the distribution
system at the location of the proposed service connection, and to hold the District
harmless for any damages arising out of low pressure or high pressure conditions or
interruptions of service.
5.11 Tampering with District Property -Except as otherwise specifically
authorized by the General Manager, no one, except an employee or representative of
the District shall at any time, in any manner, operate the curb cocks or valves, main
cocks, gates or valves of the District's system or interfere with meters or their
connections, street mains or other parts of the water system.
5.12 Remedies for Violation -Failure of a customer to comply with any part
of this Ordinance, or any other ordinance, resolution, rule, or regulation of the District,
shall result in the District's discontinuance and/or refusal to provide water service to
said customer's premises and in the exercise by the District in its lawful discretion of
any and all other rights and remedies that are available to the District under the law.
Ordinance 399 11
5.13 Water System -The District will furnish a system, plant, works and
undertakings used for and useful in obtaining, conserving and disposing of water for
public and private uses, including all parts of the Enterprise, all appurtenances to it,
lands, easements, rights in land, water rights, contract rights, franchises, and other
water supply, storage and distribution facilities and equipment.
5.14 Number of Services per Premises -The applicant may apply for as many
services as may be reasonably required for their premises provided that the pipeline
system for each service be independent of the others and that they not be
interconnected.
5.15 Water Waste -No customer shall knowingly permit leaks or waste of
water. Where water is wastefully or negligently used on a customer's premises, seriously
affecting the general service, the District may discontinue the service if such conditions
are not corrected after giving notice of violation as provided in Section 5.03 herein.
5.16 Responsibility for Equipment on Customer Premises -All facilities
installed by the District on private property for the purpose of rendering water service
shall remain the property of the District and may be maintained, repaired or replaced
by the Water Department without consent or interference of the owner or occupant of
the property. The property owner shall use reasonable care in the protection of the
facilities.
5.17 Damage to Water Facilities -The customer shall be liable for any
damage to the service facilities when such damage is from causes originating on the
premises by an act of the customer or his tenants, agents, employees, contractors,
licensees or permittees, including the breaking or destruction of locks by the customer
or others on, or near, a meter, and any damage to a meter that may result from hot
water or steam from a boiler, or heater, on the customer's premises. The District shall
be promptly reimbursed for any such damage upon presentation of a bill to the
customer.
Ordinance 399 12
5.18 Ground Wire Attachments -All individuals or business organizations are
forbidden to attach any ground wire, or wires, to any plumbing which is, or may be,
connected to a service connection or main belonging to the District. The District will
hold the customer liable for any damage to its property occasioned by such ground wire
attachments.
5.19 Control Valve on Customer Property -The customer shall provide a valve
on his/her side of the service installation as close to the meter location as practicable
to control the flow of water to the piping on his/her premises. The customer shall not
use the service curb stop to turn water on and off for his/her convenience.
5. 20 Unsafe Apparatus -Water service may be refused or discontinued to any
premises where apparatus or appliances are in use which might endanger or disturb the
service to other customers.
5.21 Cross Connections -Water service may be refused or discontinued to any
premises where there exists a cross connection as defined in Section 9 of this Ordinance.
5.22 Fraud or Abuse -Service may be discontinued, if necessary, to protect
the District against fraud or abuse.
5.23 Interruption in Service -The District shall not be liable for damage which
may result from an interruption in service from a cause beyond the control of the Water
Department.
5.24 Ingress and Egress -All duly authorized employees, agents, and
representatives of the District shall have the right of ingress and egress to the
customer's premises at reasonable hours for any purpose reasonably connected with the
furnishing of water service.
5.25 Installation of Services -Only duly authorized employees, agents, and
representatives of the District shall install service connections to the District's water
system. All service connections shall comply with the specifications of the District.
Meters will be installed in the public right of way, or within an acceptable easement,
Ordinance 399 13
and shall be owned by the District. No rent or other charge will be paid by the District
for a meter or other facilities, including connections. All meters will be sealed by the
District at the time of installation and no seal shall be altered or broken except by one
of the District's authorized employees or agents.
5. 26 Change in Location of Meters -Meters moved for the convenience of the
customer will be relocated at the customer's expense. Meters moved to protect the
District's property will be moved at District expense.
5.27 Size and Location -The District reserves the right to determine the size
of service connections and their location with respect to the boundaries of the premises
to be served. Service installations will be made only to property abutting on distribution
mains as have been constructed in public streets, alleys or easements or to extensions
thereof as herein provided. Services installed in new subdivisions prior to the
construction of streets, in advance of street improvements, must be accepted by the
applicant in the installed location.
5.28 Curb Cock -Each service connection installed by the District shall be
equipped with a curb cock, or wheel valve, on the inlet side of the meter. Such valve,
or curb cock, is intended for the exclusive use of the District in controlling the water
supply through the service connection pipe. If the curb cock, or wheel valve, is damaged
by the customer's use to an extent requiring replacement, such replacement shall be
at the customer's expense.
5.29 Access to Meters -The District reserves the right to enter upon the
applicant's premises for the purpose of reading, repairing or replacing the water service
meter. The applicant shall be solely responsible for the control of all animals which
may pose a potential threat to District employees and shall be liable for any injury to
District employees resulting from unrestrained animals. Should an applicant for new
service fail to properly restrain animals present on his property, the District may, upon
written notice, refuse to install or turn on service until such time as the District
Ordinance 399 14
SECTION 6. APPLICATION FOR WATER SERVICE
6.01 Application for Water Service
6.02 Water Service to Customers other than Property Owners
6.02.01 Property Owner's Signature
6.02.02 Owner Responsibility
Ordinance 399
6.03 Payment of Delinquent Charges
6.04 Security Deposit
6.04.01 Single Family Residential
6.04.02 Security Deposit Refund
6.04.02.01 Single Family Residential
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a.Where funds have been on deposit for one year in a customer's account
and there have been no delinquency payments on any of the customer's accounts with
the District during that year. However, the District may, at its sole option, require any
customer to post a full security deposit with the District any time there are three (3)
delinquencies within any consecutive six (6) month period, or as a precondition to
reinstatement of service anytime after being locked off for nonpayment.
b.Within thirty (30) days after the applicant provides written notice to
terminate water services, or when a new property owner tenders a full deposit for the
same property, in which case the refunded deposit shall first be applied toward the
unpaid balances in any account held by the customer with the District before the
remaining sum, if any, is refunded to the customer.
6.04.02.02 Commercial, Retail or Industrial -The District shall refund
the security deposit for commercial, retail or industrial connections as follows:
a.Where funds have been on deposit for one year in a customer's account
and there has been no delinquency payment on any of the customer's accounts with
the District during that year and upon the customer's request, one-half of the deposit
will be refunded to the customer by means of a credit on the account. However, if the
customer is delinquent on any payment thereafter, the District may, at its sole option,
charge back the credited amount.
b.Within thirty (30) days after the applicant provides written notice to
terminate water services, or when a new property owner tenders a full deposit for the
same property, in which case the refunded deposit shall first be applied toward the
unpaid balances in any account held by the customer with the District before the
remaining sum is refunded to the customer.
6.05 Change in Customer's Equipment -Customers who make any material
change in the size, character of, extent of the equipment or operations utilizing water
service, or whose change in operations results in a significant increase in the use of
Ordinance 399 17
water shall immediately give the District written notice of the nature of the change
and, if necessary, amend their application.
6.06 Domestic, Commercial and Industrial Service Connections -It shall be
unlawful to maintain a connection excepting in conformity with the following:
6.06.01 Multiple Building -Multiple houses or buildings under one
ownership and on the same lot or parcel of land may be supplied through the same
service connection, provided that the service connection shall be of such size to
adequately serve said houses or buildings.
6.06.02 Single Service Connection -Not more than one service
connection for domestic or commercial supply shall be installed for one building, except
when authorized by the District.
6.06.03 Separate Service Connection -A service connection shall not be
used to supply any adjoining property, or property across a street, alley or easement.
Each service connection shall serve only one property or individual parcel.
6.06.04 Divided Property -When property provided with a service
connection is divided, the service connection shall be considered as belonging to the
lot or parcel of land which it directly enters.
6.07 Service Connection Maintenance -The service connection extending
from the water main to the meter, meter box and curb cock or wheel valve, shall be
maintained by the District. All pipes and fixtures extending or lying beyond the meter
box shall be installed and maintained by the owner of the property.
6.08 Damage through Leaking Pipes and Fixtures -When requested to
turn on the water supply to a house or property, the District will make a reasonable
attempt to ascertain if water is running on the inside of the building. If such is found
to be the case, the water will be left shut off at the curb cock or the private shutoff.
The District's jurisdiction and responsibility ends at the customer's side of the meter
Ordinance 399 18
6.09 Damage to Meters
6.10 Main Extension Required
6. 10.01 Application
6.10.02 Investigation
6.10.03 Dead-end Lines
6.10.04 Specifications and Construction
6.10.05 Property of District
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6.10.06 Connections -The applicant shall, at his cost, provide all
connections to buildings and private water systems, as herein provided.
SECTION 7. TEMPORARY SERVICE
7 .01 Duration of Service -Temporary service connections shall be
disconnected and terminated within six months after installation unless an extension of
time is granted in writing by the General Manager, Financial Officer, or District
Engineer.
7.02 Security Deposit -The applicant shall deposit, in advance, the estimated
cost of the temporary service. Upon discontinuance of service, the actual cost shall be
determined and an adjustment made as an additional charge, refund or credit.
7.03 Installation and Operation -All facilities for the temporary service to the
customer shall be made and operated in accordance with District instructions. The
District may, at its discretion, restrict or terminate the service at any time.
7 .04 Responsibility for Meters and Installations -The customer shall use all
possible care to prevent damage to the meter, or to any other loaned facilities of the
District, which are involved in furnishing the temporary service from the time they are
installed until they are removed. If the meter or other facilities are damaged, the cost
of making repairs shall be paid by the customer. The customer shall give notice to the
District in writing at least forty eight hours prior to the time the customer or other
person is through with the meter, or meters, and the installation.
7 .05 Supply from Fire Hydrant -An applicant for temporary use of water from
a fire hydrant must apply for a temporary water service and pay a hydrant meter
deposit. The applicant shall also pay for water used in accordance with the meter
readings, at the rates prescribed by the Board.
7 .06 Unauthorized Use of Hydrants -Tampering with any fire hydrant for the
unauthorized use of water therefrom or for any other purpose is subject to a fine, per
occurrence, as may be set by the Board.
20
7.07 Meter Availability -As prescribed by the District, the applicant shall make
the hydrant meter available for reading on a monthly basis for actual water usage. If
the hydrant meter is not available for the monthly reading as prescribed by the District,
a supplementary fee of $100 will be charged for each month the meter is not read to
cover the expense required for corrections to billing records.
7.08 Pools and Tanks -When an abnormally large quantity of water is desired
for filling a swimming pool or for other purposes, arrangements must be made with the
District prior to taking such water. Permission to take water in unusual quantities will
be given only if it can be safely delivered through the District's facilities and if other
consumers are not inconvenienced thereby.
7 .09 Responsibility for Equipment -The customer shall, at his own risk and
expense, furnish, install and keep in good and safe condition all equipment that may
be required for receiving, controlling, applying and utilizing water, and the District
shall not be responsible for any loss or damage caused by the improper installation of
such equipment, or the negligence or wrongful act of the customer or any of his tenants,
agents, employees, contractors, licensees or permitees in installing, maintaining,
operating or interfering with such equipment. The District shall not be responsible for
damage to property caused by faucets, valves and other equipment which are open
when water is turned on at the meter, either originally or after a temporary shutdown.
SECTION 8. FIRE PROTECTION
8.01 Public Fire Protection -The following pertains to the use of District
facilities for public fire protection:
8.01 .01 Use of Fire Hydrants -Fire Hydrants are for use by the
District or by organized fire protection agencies pursuant to contract with the District.
Other parties desiring to use fire hydrants for any purpose must obtain prior written
permission from the Water Department and shall operate the hydrant in accordance
Ordinance 399
with instructions issued by the Water Department. Unauthorized use of hydrants will
be prosecuted according to law.
8.01.02 Moving of Fire Hydrants -When a fire hydrant has been installed
in the location specified by the proper authority, the District has fulfilled its obligation.
If a property owner or other party desires a change in the size, type or location of the
hydrant, they shall bear all costs of such changes without refund. Any change in the
location of a fire hydrant must be approved by the proper authority.
8.02 Private Fire Protection Service -The following pertains to the use of
District facilities for private fire protection systems:
8.02.01 Payment of Cost -The applicant for private fire protection
service shall pay the total actual cost of installation of the service from the distribution
main to the service location including the cost of a detector check meter or other
suitable and equivalent device, valve and meter box, said installation will become the
property of the District.
8.02.02 No Connection to Other Systems -Unless authorized and under
special circumstances, there shall be no connection between the fire protection system
and any other water distribution system on the premises.
8.02.03 Use -There shall be no water used through the fire protection
service except to extinguish fires and for testing the fire fighting equipment.
8.02.04 Charges for Water Used -Any consumption recorded on the
meter will be charged as provided in District Resolutions, except that no charge will be
made for water used to extinguish fires reported to the fire department.
8.02.05 Monthly Rates -The monthly rates for private fire protection
shall be established by Resolution of the Board of Directors.
8.02.06 Water for Fire Storage Tanks -Occasionally water may be
obtained from a private fire service for filling a tank connected with the fire service,
Ordinance 399
but only if written permission is secured in advance from the District and an approved
means of measurement is available.
8.02.07 Violation of Agreement -If water is used from a private fire
service in violation of the agreement or this Ordinance, the District may, at its option,
discontinue and remove the service.
8.02.08 Valve -When a fire service connection is installed, the valve
governing same will be closed and sealed and remain so until a written order is received
from the owner of the premises to have the water turned on.
8.02.09 Meter -If the District does not require a meter, and if water is
used through a fire service connection for any other purpose than extinguishing fires,
the District shall have the right to place a meter on the fire service connection at the
owners expense and assess the appropriate capacity fees, or shut off the entire water
supply from such premises.
8.02.10 Additional Service -The District shall have the right to take a
domestic, commercial or industrial service connection from the fire service connection
at the curb to supply the same premises as those to which the fire service connection
belongs. The Board shall also have the right to determine the proportion of the
installation costs properly chargeable to each service connection, if such segregation
of costs shall become necessary.
8.02.11 Check Valve -The Board reserves the right to install on all
fire service connections a check valve of a type approved by the National Board of Fire
Underwriters and to equip the same with a by-pass meter at the expense of the owner
of the property.
SECTION 9. CROSS CONNECTION CONTROL
9.01 Purpose -The purpose and intent of this Section:
Ordinance 399 23
a.To comply with the requirements imposed upon the District pursuant
to Sections 7583-7605 of the California Code of Regulations ("Title 17") and all other
applicable regulations regarding Cross-Connection Control.
b.To protect the public potable water supply of this District from the
possibility of contamination or pollution by isolating within the customer's internal
distribution system(s), or the customer's private water system(s), such contaminants or
pollutants which could backflow into the District's public water system(s); and
c.To promote the elimination or control of existing cross-connections,
actual or potential, between the customer's potable water system(s) and non-potable
water system(s), plumbing fixtures and industrial systems; and
d.To provide for the maintenance of a continuing Cross-Connection
Control Program which will systematically and effectively minimize the potential for
contamination or pollution of the potable water system.
9 .02 Application -The provisions of Title 17 and all other regulations
regarding Cross-Connections that are adopted by the State of California Department of
Health Services pursuant to California Water Code Sections 100205, 100275, and
116375(c), all as the same may be amended from time to time, are hereby adopted by
the District, incorporated herein by this reference, and made a part hereof as though
set forth in full.
9.03 Definitions -In addition to the definitions in Title 17, the following
terms are defined for the purpose of this chapter:
9.03.01 Approved Water Supply -The term "Approved Water Supply"
shall mean a water supply whose potability is regulated by the Department of Health
Services.
9.03.02 Auxiliary Water Supply -Any water supply, other than the
District's, which is either on or available to the property will be considered as an
auxiliary water supply. These auxiliary waters may include water from another public
Ordinance 399 24
potable water supply or from any natural source(s) such as a well, river, stream or used
water. These waters may be contaminated, polluted or constitute an unacceptable
water source over which the District does not have sanitary control.
9.03.03 Backflow -The term "backflow" shall mean the undesirable
reversal of flow of water or mixtures of water and other liquids, gasses or substances
into the distribution pipes of the District's potable supply of water from any source or
sources.
9.03.04 Backpressure -The term "backpressure" shall mean any
elevation of pressure in the downstream piping system above the supply pressure at the
point of consideration which would cause, or tend to cause, a reversal of the normal
direction of flow.
9.03.05 Backsiphonage -The term "backsiphonage" shall mean a form of
backflow due to a reduction in system pressure which causes a sub-atmospheric
pressure to exist at a point in the water system.
9.03.06 Backflow Preventer -An assembly or means designed to prevent
a reverse flow condition created by a difference in water pressures.
9.03.07 Backflow Prevention Devices -The actual types of devices that
may be required and are acceptable for use in the District are as follows:
a.Air Gap -The term "Air Gap" shall mean a physical separation.
between the free flowing discharge end of a potable water supply pipeline and an open
or non-pressure receiving vessel.
b.Reduced Pressure Principle Backflow Prevention (RPP) Assembly
-_The term "RPP Assembly" shall mean an assembly containing two independently acting
approved check valves together with a hydraulically operating, mechanically
independent, pressure differential relief valve located between the check valves. The
unit shall include properly located resilient seated test cocks and tightly closing
resilient seated shutoff valves at each end of the assembly.
Ordinance 399 25
c. Double Check Valve Backflow Prevention (DC) Assembly - The
term "DC Assembly" shall mean an assembly composed of two independently acting
approved check valves including tightly closing resilient seated shutoff valves attached
at each end of the assembly and fitted with properly located resilient seated test cocks.
9.03.08 Contamination -The term "contamination" shall mean an
Impairment of the quality of the water which creates an actual hazard to the public
health through poisoning or through the spread of disease by bacteria, virus, sewage,
industrial fluids, or other toxic substances.
9.03.09 Cross-Connections, Controlled - A connection between a
potable and non-potable water system with an approved backflow prevention assembly
properly installed and maintained so that it will continuously afford the proper
protection.
9.03.10 Cross-Connection Control by Containment -The term "cross
connection control by containment (service protection)" shall mean the appropriate
type or method of backflow protection at the service connection.
9.03.11 Degree of Hazard -The term "degree of hazard" shall mean
either a contamination (health), plumbing, pollutional (non-health) or system hazard.
Listed in order of severity, each is defined as follows:
a.Health Hazard -The term "health hazard" shall mean an actual or
potential threat of contamination of a physical or toxic nature to the District's water
system or the consumer's potable water system that would be a danger to health.
b.Plumbing Hazard -The term "plumbing hazard" shall mean an
internal or plumbing type cross-connection in a consumer's potable water system that
may be either a pollutional or contamination type hazard. This includes, but is not
limited to, cross-connections to toilets, sinks, lavatories, wash basins, swimming pool
plumbing systems, and lawn sprinkler systems. If permitted to exist, "plumbing hazard"
must be properly protected by an appropriate type of backflow prevention assembly.
Ordinance 399 26
c.Pollutional Hazard -The term "pollutional hazard" shall mean the
actual, or potential, threat to the physical properties of the water system or the
potability of the system but which would not constitute a health or system hazard, as
defined. The potable water system would be degraded, depending on the degree or
intensity of pollution, to the point where it becomes a nuisance, aesthetically
objectionable, or cause minor damage to the system or its appurtenances.
d.System Hazard -The term "system hazard" shall mean an actual,
or potential, threat of severe danger to the physical properties of the District's or
consumer's potable water system which could have a delayed effect on the quality of
the potable water in the system.
9.03.12 Industrial Fluids -The term "industrial fluids" shall mean
any fluid or solution which may be chemically, biologically, or otherwise contaminated
or polluted in a form or concentration which would constitute a health, system,
pollutional, or plumbing hazard if introduced into an approved water supply system
9.03.13 Pollution -The term "pollution" shall mean an impairment
of the quality of the water to a degree which does not create a hazard to the public's
health, but which does adversely affect the aesthetic qualities of such waters for
domestic work.
9.03.14 Potential -The term "potential" shall mean something
perceived that can develop into or become actual.
9.03.15 Service Connection -The term "service connection" shall
mean the downstream end of the water meter. This is the point of delivery to the
customer's water system where the District loses jurisdiction and sanitary control of
the water.
9.03.16 Water, Potable -The term "potable water" shall mean any
public/private water supply that has been investigated and approved for human
consumption.
Ordinance 399 27
9.03.17 Water, Non-Potable -The term "non potable water" shall
mean a water supply that has not been approved for human consumption.
9 .03. 18 Water, Used -The term "used water" shall mean any water
supplied by the District from a public potable water system to a customer's water
system after it has passed through the service connection and is no longer under the
control of the District.
9.04 Determination -The District shall conduct surveys to identify Water User
Premises where Cross-Connections are likely to occur and evaluate the degree to
potential health hazard to the Water which may be created as a result of conditions
existing on a Water User's Premises. At a minimum, the evaluation shall consider the
factors identified in Section 7585 of the California Code of Regulations. However,
notwithstanding anything herein to the contrary, the District shall not be legally
responsible for the abatement of any Cross-Connection which may be found to exist
within a Water User's Premises.
9.05 Notice -Upon determination by the District that a Cross-Connection exists
within the scope of this Section, the District shall give written notice to the affected
Customer to install an Approved Backflow Prevention Assembly of a type and quality,
and at a specific location, deemed appropriate by the District. The Customer shall
immediately cause such device to be installed at his or her expense, and in the manner
prescribed by the District, which thirty (30) days of the issuance of said notice.
9.06 Installation -The location of any Approved Backflow Prevention Assembly
installed pursuant to this Section shall be at the Customer's point of connection to the
district's Water, or within the Customer's Premises, or both, as determined by the
District in the exercise of its discretion. If an approved Backflow Prevention Assembly
is required on the Customer's connection to the District's Water, it. shall be located at
or near the property line of the Premises or immediately outside the building being
Ordinance 399
served, but, in all cases, at a place deemed acceptable to the District that is before
the first branch line leading off the service line.
9.06.01 Typical Installations -Conditions where an approved backflow
prevention assembly is required on each service connection shall include, but not be
limited to, the following:
a.In the case of any property having an auxiliary water supply, or one
that is being fed by another outside water source, the public water system shall be
protected against backflow from the premises by installing an approved Air Gap or RPP
device.
b.In the case of any property on which toxic chemicals, pollutants,
industrial fluids, or any other objectionable substances are handled, or stored, in such
a fashion as to create an actual or potential hazard to the District's system, the public
water system shall be protected against backflow from the premises by installing an
approved Air Gap or RPP device.
c.In the case of any property having internal cross-connections that
cannot be permanently corrected or protected against, or intricate plumbing and piping
arrangements or where entry to all portions of the premises is not readily accessible
for inspection purposes, making it impracticable or impossible to ascertain whether or
not dangerous cross-connections exist. The public water system shall be protected
against backflow from the property by installing an approved RPP device.
d.In the case of any property being served by two or more water
services, water and fire services, water and irrigation services, or any combination
thereof, the public water system shall be protected against backflow from the premises
by installing an approved RPP device on each service connection.
Ordinance 399
e.In the case of any property having solar heating systems of a heat ex-
29
changer type that utilize a recirculating pump, air conditioning units with chemical
injection pots, or coolers with recirculating pumps, the public water system shall be
protected against backflow from the premises by installing an approved RPP device.
f.In the case of any agricultural property, dairy, poultry farm, or any
other farm, or hobby type operation, where fecal bacteria has the potential to
contaminate the water supply, or operations injecting chemicals into the on-site water
lines, the public water system shall be protected against backflow from the property
by installing, at a minimum, an approved RPP device.
g.In the case of any property on which there is water or a substance that
would be objectionable but not hazardous to health if introduced into the public water
system, the public water system shall be protected against backflow from the premises
by installing an approved double check valve.
h.In the case of any single family or multi-family residential property
where known health hazards exist, the public water system shall be protected against
backflow from the premises by installing an approved RPP device.
9.06.02 Typical Facilities -Typical facilities where the District requires
the installation of approved backflow prevention assemblies:
Ordinance 399
Apartments -8 or more units
Bottling plants
Buildings- Commercial, Industrial
Buildings-Hotels, Motels
Buildings, multi-storied (three or more floor levels)
Car wash facilities
Cleaners
Commercial buildings
Cooling towers
Fire systems (not interconnected, interconnected)
30
-RPP
-RPP
-RPP
-RPP
-RPP
-RPP
-RPP
-RPP
-RPP
-RPP, DC
Ordinance 399
Hospitals-Medical buildings, Mortuaries, Autopsy
Facilities, Nursing and Convalescent Homes, and Clinics -RPP
Irrigation systems-Premises having separate systems:
Parks, Playgrounds, Cemeteries, Golf Courses, Schools,
Estates, and Ranches
Laundries and Dye works
Mobile home parks
Multiple rental buildings -that are master metered
Plating plants
Sand and Gravel Plants
Schools
Sewage lift stations
Sewage treatment plants
Sprinkling systems (chemically entrained)
31
-RPP
-RPP
-RPP
-RPP
-RPP
-RPP
-RPP
-RPP
-AG, RPP
-RPP
Steam facilities
Public Swimming Pools, and Pools at Apartments,
Condominiums, Home OwnerAssociations, City Parks,
-RPP
Trailer Parks, and Mobile Home Parks -RPP
9.07 Inspection, Testing and Maintenance -The Customer shall cause a field
test to be performed by a licensed plumbing contractor certified to test and repair
Approved Backflow Prevention Assemblies at the time of installation and at least once
per year thereafter. In those instances deemed necessary by the District, testing of
Approved Backflow Prevention Assemblies may be required at more frequent intervals,
In the event that an Approved Backflow Prevention Assembly is found to be defective,
the Customer shall cause the necessary repairs and/or replacement thereof to be made.
The Customer shall have an acceptance test performed after such repair and/or
replacement to ensure proper operation of the Approved Backflow Prevention
Assembly. All costs associated with the inspection, testing, repair, and maintenance
of Approved Backflow Prevention Assemblies shall be borne by the Customer. The
results of each test and records of all inspection, replacement, and repairs performed
on an Approved Backflow Prevention Assembly by the Customer shall be maintained by
the Customer and reported to the District in a manner deemed acceptable to the
District.
9.08 Enforcement -The District may discontinue or refuse to supply water and/
or sewer service to any Premises that is not in strict compliance with the terms of this
Section, or if it is found that an Approved Backflow Prevention Device has been removed
or bypassed, or if unprotected Cross-Connections otherwise exist on the Premises. The
District may also disconnect water and/or sewer service to any Premises if the health
and safety of any Person is immediately threatened by a Cross-Connection. The District
may refuse to restore such service to the Premises until the Cross-Connection is
Ordinance 399 32
remedied and an Approved Backflow Prevention Device is installed and operated in
accordance with the Section.
9.09 Administration -The District shall appoint at least one (1) person trained in
Cross-connection control to administer the provisions of this section.
SECTION 10. CUSTOMER BILLING PROCEDURES
10.01 Charges -Water charges shall commence when a water service connection
is installed and the meter is set. The customer requesting service and whose name is
on the water service account will be responsible for all water charges incurred by such
service. The District may transfer to the account, any delinquent and/or unpaid
charges from other closed or open accounts which are held by the customer and/or
property owner within the District.
10.02 Tiered Water Use -The District charges for potable water use in three
separate pricing tiers. Tier 1 is an estimate of indoor water use. Tier 2 is an estimate
of efficient outdoor use. Tier 1 and 2 are considered a customer's water budget. Tier
3 represents water use greater than 100% of the customer's individualized water
budget.
10.03 Water Budgets - A water budget is defined as the quantity of water
required for an efficient level of water use by an individual customer site. The District's
water budget calculation accounts for indoor, outdoor, and business process needs
where applicable. Water budgets are determined by the individual needs of the
customer using site-specific factors including, but not limited to, persons per
household, irrigated area, weather (expressed as Evapotranspiration rate), plant factor,
and days of service. Water budgets are calculated differently for residential, dedicated
irrigation (landscape), and commercial mixed-use (indoor and outdoor) water service
accounts. Water budgets are considered the combination of Tier 1 and/or Tier 2 water
use in all customer classes subject to water budget rates. Customer classes are:
Residential, Multi-Family, Irrigation, and Non-Residential.
Ordinance 399 33
10.04 Evapotranspiration (ET) Rate -Evapotranspiration is a measure of water
transpired through plant tissue and evaporated from the soil in the planted area over a
period of time. The unit of measure is expressed in inches of ET. ET measurements
are obtained from weather station(s) situated in the District's service area; each station
provides the data to be applied for specific zones within the District. The weather
stations are calibrated on a monthly basis by a certified CIMIS (California Irrigation
Management Information System) professional. Weather data is gathered on a daily
basis and accumulated for each billing period.
10.05 Monthly Plant Factor -The monthly plant factor is used to more clearly
define the needs of plant material. The District's monthly plant factor comes from the
University of California -Riverside's research on the water needs of cool-season turf
grass. The plant factors (shown in Row A of the table below), when averaged over the
entire calendar year, match the annual ET Adjustment factors listed in the State of
California Model Water Efficient Landscape Ordinance (AB 1881 ). Monthly Plant factors
for special landscapes are shown in Row B of the table. Special landscapes are served
by a dedicated irrigation meter and include: registered historical sites, cemeteries,
parks, golf courses, sport complexes/ball fields, and school yards.
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Annual
Average
A.0.61 0.64 0.75 1.04 0.95 0.88 0.94 0.86 0.74 0.75 0.69 0.60 0.8 B.0.76 0.80 0.93 1.30 1.20 1.10 1.20 1.10 0.92 0.93 0.86 0.75 1
10.06 Residential Indoor Water Budget - A residential indoor water budget is
calculated by multiplying the number of persons per household by 60 gallons for every
day by the number of dwelling units by the drought factor in a billing period. For
example, if there are 4 persons in a single-unit residence, the daily water budget would
be 240 gallons (4 persons x 1 unit x 1 drought factor x 60 gallons). If there are 28 days
Ordinance 399 34
in a billing period the total indoor water budget would be 6,720 gallons (240 gallon/day
x 28 days 6,720 gallons) or 8. 98 billing units (6,720 gallons + 748 gallons per billing
unit).
10.07 Residential Outdoor Water Budget -A residential daily outdoor water
budget is calculated by multiplying the irrigated square footage associated with the
water service account by the monthly Evapotranspiration rate adjusted by the monthly
plant factor by the drought factor, multiplying by the conversion factor of 0.62 (square
feet to gallons), and then dividing by 748 to arrive at the daily water budget in billing
units. (Irrigable Square Footage x Monthly Evapotranspiration Rate x Monthly Plant
Factor x drought factor x 0.62 + 748 Monthly Outdoor Budget in billing units.
10.08 Dedicated Landscape (Irrigation) Water Budget -Water budgets for
dedicated irrigation accounts are calculated using the same methodology that is used
for Residential Outdoor Water Budgets (described above). Dedicated Landscape
accounts receive no Tier 1 allocation.
10.09 Non-Residential Mixed Use Water Budgets -Non-Residential mixed-use
water budgets are based on historic use. The District calculates an average water
demand for each billing period based on the water demand for the same billing periods
of the prior two years. The commercial water budget may be adjusted, at the District's
discretion, to accommodate changes in business processes or to allow for business
growth.
10.10 Water Budget Drought Factor -Water budgets can be adjusted in times
of threatened water supply availability in order to reduce water allocations for
customers through the use of the drought factor. When drought factors are
implemented, indoor and/or outdoor water budgets can be reduced by a designated
percentage, causing Tier 1 and/or Tier 2 allocations to be reduced, and Tier 3
'Inefficient Usage' charges to become effective at lower consumption levels.
Ordinance 399 35
Drought factors can also be adjusted upward to reflect improved water supplies but not
above 100%. Changes in drought factors will be established by Resolution of the District
Board of Directors.
10.11 Water Budget Adjustments -Water budgets can also be adjusted to
reflect a significant change in a customer's unique efficient water needs. Adjustment
forms are available for customers on the District's website or at the District
Headquarters. Rules pertaining to applicable water budget adjustments are outlined
on the water budget adjustment form.
10.12 Leak Credit -In cases where a pipe break or sprinkler malfunction leads
to water use in excess of an individual water budget during one or more billing periods,
the District will remove the inefficient use rate increment (difference between Tier 3
and Tier 2 rates) for up to a maximum of two concurrent billing periods ending in the
billing period in which a verified repair or corrective measure was conducted. In
addition, all of the following conditions must be satisfied for a Leak Credit to be issued:
•The customers water use was in excess of their water budget at the time of
the repair;
•The customer has completed a leak credit form with the required
documentation showing a repair was performed;
•The customer has returned to in-budget water use in the billing period
immediately following the billing period during which the repair was
completed;
•The customer has not applied for a leak credit within the last 12 consecutive
billing periods.
The District will remove the tier 3 incremental charge by recalculating the impacted
water bill(s) for all of the customer's water use, including water use as a result of the
Ordinance 399 36
leak or malfunction, at the applicable Tier 2 pricing. A leak credit form may be
obtained on the District website, or by visiting the District Administrative Offices.
10.13 Liens for Unpaid Bills -All unpaid bills will be made a lien against the
property pursuant to these rules, regulations and California Water Code Section 31701.5
et.seq. Interest at the legal rate may accrue and be applied on all delinquent bills.
The property owner remains responsible for all charges owed to the District whether or
not the property owner actually lives on the premises or signs the application for water
service.
10.14 Owner Liability -The property owner remains responsible for all charges
owed to the District whether or not the property owner actually lives on the premises
or signs the application for water service.
10.15 Meter Reading, Billing Period, and Due Date -The billing will be based
on the periodic meter readings which will normally range between 26 and 35 days. If a
meter fails to register during any period, or is known to register inaccurately, the
customer shall be charged based on estimated usage. The billings for water service are
mailed approximately, five days after the meter readings. Current charges are due
when mailed and become past due if not paid on or before the due date. The due date
shall be 20 days after the billing date. All billings are considered delivered upon �ailing
and the District is not responsible for non-receipt or non-delivery once mailed. Any
payment envelope received by the District without a payment enclosed, or with an
unsigned check, shall be considered non-payment. Checks received on payment of
account and later returned by the bank unpaid shall also be considered as non-payment,
and a returned check charge will be assessed. Accents with one or more returned
checks may be required to make future payments by cash, money order, or charge card
only.
10.16 Reactivation -If payment is not made, as stipulated above, and charges
remain unpaid on the shut-off date stated on the delinquent billing notice, water
37
service shall be discontinued, a disconnection charge assessed, and a deposit required.
If an account has been disconnected for non-payment, the original bill, delinquent and
disconnection charges, and a deposit must be paid before service will be reestablished.
Payment for charges on an account that has been disconnected must be made in cash,
money order, or charge card.
10. 17 Past Due Accounts -Rates and charges which are not paid on or before
the due dates shall be subject to interest charges. Interest will be calculated at a rate
of one and one-half percent (1 1 /2 %) on all amounts that remain unpaid at the end of
each billing cycle. The District may secure unpaid charges by filing liens on real
property, as provided by law or by any other method available to the District. In the
event that legal action is brought to collect unpaid charges, the District shall be entitled
to the payment of all costs, including attorney's fees. Defendant shall pay all costs
associated with litigation rendered in favor of the District.
10. 18 Billing of Separate Meters not Combined -Separate bills will be rendered
for each meter installation. The District may, for its own convenience, consider each
register of compound meters as a separate service and bill each as provided for herein.
For its own convenience, the District may combine multiple services on one bill.
10.19 Opening and Closing Bills -Opening and closing bills for less than the
normal billing period shall consist of charges for actual water consumption and a
proration of the availability charge.
10.20 Delinquency Notice and Disconnection for Non-Payment -A delinquency
notice shall be mailed to customers whose accounts are delinquent, warning that
service is subject to disconnection. Residential accounts will have sixty (60) calendar
days from the date of the mailing of the notice before the account will be disconnected
for non-payment in accordance with the District's Policy for Discontinuation of
Residential Water Service. Non-residential accounts (commercial, irrigation) will have
Ordinance 399 38
fifteen (15) calendar days from the date of the mailing of the notice before the account
will be disconnected. The delinquency notice will contain all the following:
•the name and address of the customer;
•the amount of the delinquency;
•the date by which payment arrangements must be made in order to avoid
discontinuation of service;
•the procedure by which the customer may initiate a complaint or request an
investigation or appeal concerning service or charges;
•a description of the procedure by which the customer may request an alternative
payment arrangement, including an extension, amortization, alternative payment
schedule, or payment reduction;
•the procedure for the customer to obtain information on financial assistance, if
applicable; and
•the telephone number where the customer may request a payment arrangement or
receive additional information from the District.
Notice of any delinquency in a tenant's account shall also be sent to the owner of the
property.
10.21 Removal of Delinquency -At the end of each calendar year, the District
shall remove one delinquency from the record of each account that has one or more
delinquencies.
10. 22 Suit -All unpaid rates, charges and penalties herein provided may be
collected by suit.
10.23 Costs -Defendant shall pay all costs of suit in any judgment rendered in
favor of the District, including reasonable attorney's fees.
10.24 Discontinuing Service -Customers desiring to discontinue service should
so notify the District in writing three (3) business days prior to vacating the premises.
Ordinance 399 39
Tenants shall be liable for on-going charges whether or not any water is used, up to the
time of requested discontinuance of service. Owners shall be liable for on-going
charges between tenancy, and in the event of sale, up to the date title to the property
is transferred to a new owner. Owners shall also be responsible for charges incurred
by a tenant, but that remain unpaid after the tenant has vacated the property. Upon
notice, the District will seal off the meter and take a closing reading.
SECTION 11. COMPLAINTS AND DISPUTED BILLS
11.01 Right to Meet -The customer has the right to meet with the Financial
Officer or General Manager to present any evidence supporting a complaint with regard
to water service, District rules, regulations, resolutions or ordinances, or to dispute the
accuracy of a bill for service or other charges.
11.02 Arrangement of Meeting -To arrange such a meeting, the customer shall
contact the District office, either in writing or by telephone during normal business
hours.
11.03 Presentation of Evidence -The customer may be accompanied by a
friend, attorney, or other representative to meet with the Financial Officer or General
Manager and may present any evidence they may have to support their position.
11.04 Unresolved Disputes -If the customer is unable to resolve his dispute
with the Financial Officer or General Manager, he/she may submit the complaint in
writing along with a full and detailed explanation to the Board of Directors for
resolution.
11.05 Appearances Before the Board of Directors -The customer may appear
before the Board of Directors at the next regularly scheduled Board meeting by
notifying the District Clerk, in writing, prior to the Board meeting of the date he/she
wishes to attend and what the dispute regards. The customer may then present the
complaint and any evidence in support of his/her position and ask for a decision by the
Board.
Ordinance 399
11.06 Delays on Action -The Board shall act promptly to resolve the dispute,
but may delay a resolution of the dispute to the time of its next regular meeting in
order to investigate the dispute or receive special reports related to the dispute.
11.07 Further Delays -Any further delays must be freely and willingly agreed
to by the customer.
11.08 Decision of the Board -The decision of the Board of Directors shall be
final. Should the Board not render a decision within sixty (60) days of application to the
Board, this failure to act shall be deemed a denial of the requested action, unless both
parties have agreed to extend the resolution period.
11.09 Discontinuance of Service -No water or other service shall be
discontinued pending the final resolution of a dispute.
11.10 Adjustment for Fast Meter Errors -If a meter tested at the request of a
customer is found to be more than five percent (5%) fast, the excess charges for the
time service was rendered the customer, or excess charges for a period of six months,
whichever shall be the lesser, shall be refunded to the customer.
11.11 Adjustment for Slow Meter Errors -If a meter tested at the request of a
customer is found to be more than ten percent (10%) slow and shows evidence of
tamper ing, the District may bill the customer for the amount of the undercharge based
upon corrected meter readings for the period, not exceeding six months, that the meter
was in use.
11.12 Non-Registering Meters -If a meter is found to be not registering, the
charges for service shall be based on the estimated consumption. Such estimates shall
be made from previous consumption for a comparable period, or by such other method
as is determined by the District, and its decision shall be final.
SECTION 12. DISCONNECTION FOR NONPAYMENT
12.01 Disconnection for Non-Payment -Residential water service shall be
discontinued if payment for water service is not made within sixty (60) calendar days
Ordinance 399
12.01 .01 Tenant Accounts
12.02 Complaint Procedures for Disconnection
12.03 Refusal or Neglect to Pay Debt
12.04 Lien Against Property for Non-Payment
12.05 Service Charges for Violations
12.06 Partial Payments
Ordinance 399 42
cause for removing the account from a delinquent status and shall not preclude the
meter from being turned off for delinquency.
12.07 Authorization for Continuance of Service for Delinquent Accounts -The
General Manager or his designee may authorize continuation of service to a delinquent
account if financial arrangements satisfactory to the District have been established.
SECTION 13. ADDING DELINQUENT CHARGE TO TAX ROLL
13.01 Report of Delinquent and Unpaid Charges -A report of delinquent and
unpaid charges for water and other services which remain unpaid and delinquent for
sixty (60) days or more on July 1st of each year shall be prepared and submitted to the
Board for consideration as tax liens. The unpaid delinquent charges listed in said report
for each parcel of property shall be fixed at the amount listed in said report.
13.02 Adoption and Filing of Report -The Secretary shall file with the County
Assessor of the County of San Bernardino and the Board of Supervisors of the County of
San Bernardino, in the time and manner specified by the County Assessors and Board of
Supervisors, a copy of such written report with a statement endorsed thereon over the
signature of the Secretary, that such a report has been adopted and approved by the
Board of Directors and that the County Assessor shall enter the amount of such charges
against the respective lots or parcels of land as they appear on the current assessment
roll.
13.03 Collection of Delinquent and Unpaid Charges -The amount of any
charges for water and/or other services included in the report prepared and submitted
pursuant to Sections 13.01 and 13.02 above shall be added to and become a part of the
annual taxes next levied upon the property upon which the water for which the charges
are unpaid was used, and upon the property subject to the charges for any other District
services, and shall constitute a lien on that property as of the same time and in the
same manner as does the tax lien securing such annual taxes as provided in Section
12.04 above.
Ordinance 399 43
SECTION 14. CHARGES AND DEPOSITS
14.01 Adoption -The amount of all charges and deposits described herein shall
be adopted by Board resolution.
14.02 Consumption Charge -The consumption charge is the charge per hundred
cubic feet for all water registered by the water service meter.
14.03 Delinquency Charges - A delinquent charge shall be added to each
delinquent account at the time any amount becomes delinquent, provided that no
delinquent charge shall be made on any account which at the time has no delinquencies
of record. When a delinquent charge is made, such charge shall be added to the
delinquent account as of the date the account becomes delinquent and the charge shall
become an inseparable part of the amount due as of that time.
14.04 Disconnect Notice Charge -The disconnect notice charge is the charge
which covers reasonable District costs to notify customers that their water service is
subject to impending termination.
14.05 Disconnect/Reconnect Charge -The disconnect/reconnect charge is the
charge which covers the reasonable District costs for disconnection and reconnection
of service connections which are in violation of the provisions contained herein.
14. 06 Fire Hydrant Installation Charge -The charge for installation of fire
hydrants as may be required.
14.07 Fire Service Connection Charge -The charge for installation of fire
services as may be required.
14.08 Fire Service Standby Charge -The fire service standby charge is the
monthly standby charge per inch diameter of the District fire service meter. Water use
through this service is limited to emergency fire requirements only.
14.09 Inspection Charge -Where a customer service connection or facility
requires inspection by District personnel, the customer shall be charged for such
inspection.
Ordinance 399 44
14.10 Meter Test Charge -The meter test charge is the charge which covers the
District costs for removing, bench testing, and reinstalling the water meter to be
tested.
14. 11 Security Deposit -The Security deposit insures payment of minimum
District charges. Upon discontinuance of service the security deposit shall be applied
to reduce any outstanding charges on any accounts held by the customer with the
District. The amount of deposit shall be established by the Board of Directors in the
resolution on fees. The security deposit shall be refunded to the customer as provided
in Section 6.04.02 herein.
14.12 Special Facility Charge - A special facility charge shall be for the
development of a limited service area whenever special facilities including, but not
limited to, booster stations, hydropneumatic stations and pressure regulators are
required. The charge to be made to a developer or owner of land that is considered by
the District to be within a limited service area shall be based upon the developer's or
landowner's proportionate share of the cost of the installation of such special facility.
Such proportionate share to be borne by the developer or landowner shall be based on
the percentage of such development to the entire limited service area to be served by
the special facilities and the difference between the cost of facilities to serve the same
number of acres or area under normal conditions and the cost of facilities to serve the
acreage or area under special conditions at a higher cost.
14.13 Water System Charge -The system charge is the monthly availability
charge applicable to all metered services, and shall apply whether or not premises
served by the meter are occupied.
14.14 Unauthorized Use of Water Charge -The unauthorized use of water
charge shall be charged to any person, organization or agency for each unauthorized
use of District water, or for tampering in any manner with any meter belonging to the
District, in which tampering shall affect the accuracy of such meter. Where the
Ordinance 399 45
unauthorized use of water or tampering results in the District's action to remove the
meter, there shall be a charge for the removal and re-installation.
14.15 Front Footage Charge -The front footage charge is a one-time
reimbursement to the District for previously constructed water mains adjacent to all
sides of an unimproved property to be served.
14. 16 Water Main Extension Charge -The water main extension charge is for
the construction of a water main extending to the far side of the property to be served.
This charge shall be based on the prevailing rates of time and material per District
approved plans. The customer shall be responsible to provide the plans and for all
applicable Engineering Services charges described in Section 14.18.
14. 17 Water Service Connection Charge -The water service connection charge
is the charge for the type and size of water service connection desired. Such regular
charge shall be paid in advance by the applicant. The water service connection charge
shall consist of an installation charge and a capacity charge. Where there is no regular
charge, the District reserves the right to require the applicant to deposit an amount
equal to the estimated cost of such service connection.
14.17 .01 Installation Charge -The installation charge shall represent the
District's cost to furnish and install the specified service.
14. 17 .02 Capacity Charge -The capacity charge is a fee for that
incremental portion of the entire water system and District facilities that will be used
by a new service.
14.18 Water System Design Charge - A non-refundable water system design
charge shall be required for all main extensions, service connection and/or special
facilities requiring the preparation of engineering plans and drawings.
14.19 Engineering Services Charge -The Engineering Services charge is a fee
for the District's time and effort spent on assisting customers who have a requirement
to construct water main extensions, or other water facilities, that must meet District
Ordinance 399 46
needs and conform to District standards. This fee includes time and effort the District
spends on plan checking, plan and easement development, and all other related work.
Prior to submission of any documents requiring work by the District, a non-refundable
minimum charge in the amount of 7.5% of the engineer's estimated cost for the project
shall be submitted to the District. The work will be accomplished on a time and effort
basis. Should the District' use more funds than the original charge, the additional billed
costs must be paid prior to allowing water service to the project.
14. 20 Construction Water Charge -The construction water charge is a
temporary flat rate water charge. It is only available during the construction phase of
a new building for services 1" in diameter or less. It is available for a period not
exceeding six months.
14.21 Fire Flow Test Charge -The fire flow test charge is a flat rate to cover
the District's time and effort for testing parts of the water system to obtain fire flow
test data and calculate results as requested.
14. 22 Valve Deposit -The valve deposit is a refundable charge that is used to
insure all valve cans and caps are constructed to final grade before a water system
construction project is complete. The District will accept a guarantee bond in lieu of
a cash deposit. The fee will be returned or the bond released when valve cans and caps
are constructed to final grade by the developer's contractor and verified by the District.
14. 23 Service Initiation Charge -The service initiation charge is a non
refundable charge which covers the reasonable District costs for initiating water
service.
14. 24 Returned Check Charge - A returned check charge is a charge which
covers the reasonable administrative cost and banking charges for processing a returned
check.
Ordinance 399 47
14.25 Temporary Service Charge -A temporary service is available through the
use of a fire hydrant. A customer deposit for the temporary service will be required.
All other applicable service charges shall apply.
14.26 Charges and Deposits -All rates, charges, fees, penalties, fines, deposits,
and other methods of assessment are set by the District's Board of Directors. The
current rates and charges are set forth in Exhibit A to this current rate resolution and
may be revised from time to time pursuant to the District's procedures and applicable
law. The General Manager/CEO, or appointed designee, may approve adjustment to
any charges, late penalties, past due account fees or service deposits pursuant to the
District's procedures and applicable law.
SECTION 15. WATER CONSERVATION
15.01 Waste or Nuisance Water and Other Substances -It is unlawful for any
person, firm or corporation to deposit, drain, wash, or allow to run or divert water,
mud or sand into, or upon, any public road, highway, street, alley, drainage ditch,
storm drain, flood control channel owned or controlled by any public agency within the
District. When a written application is filed with the District, and approved by the
General Manager, a permit may be granted with terms and conditions and applicable
fees as it may deem appropriate to impose to such person. For purposes of enforcement
of this section, the owner of the meter, or property, which is the source of the "waste
or nuisance water and other substances" as defined herein will be considered the
responsible party. Any violations cited hereunder, and defined as being detrimental to
public health, safety or welfare, will be borne by the responsible party.
15.02 Conservation Measures -Stage No.1 Normal Conditions: Permanent
Conservation Measures -Stage No. 1 Normal conditions shall be in effect when the
District is able to meet all the water demands of its customers in the immediate future.
During these normal conditions all water users should continue to use water wisely, to
Ordinance 399 48
prevent the waste or unreasonable use of water, and to reduce water consumption to
that necessary for ordinary domestic and commercial purposes.
15.02.01 Excessive Irrigation and Related Waste -No property within
the East Valley ·water District service area shall cause or permit the use of water for
irrigation of landscaping or other outdoor vegetation, to exceed the amount required
to provide reasonable irrigation, and shall not cause or permit any unreasonable or
excessive waste of water from said irrigation activities or from watering devices or
systems.
15.02.02 Run-off-The free flow of water away from a meter service
area shall be presumptively considered excessive irrigation and waste as defined in
Section 3 herein.
15.02.03 Wash-down-No water provided by the District shall be used
for the purposes of wash-down of impervious areas, without specific written
authorization of the General Manager.
15.02.04 Vehicle Washing -The washing of cars, trucks or other
vehicles is not permitted, except with a hose equipped with an automatic shut-off
device, or a commercial facility.
15.02.05 Decorative Features -Water fountains or other decorative
water features must re-circulate water.
15.02.06 Irrigation After Measurable Rainfall -The application of
potable water to outdoor landscape for irrigation purposes during or after 48 hours of
measurable rainfall is prohibited.
15.02.07 Drinking Water Provided by Restaurants -Restaurants are
requested not to provide drinking water to patrons except by request.
15.02.08 Hotel and Motel -Hotels and motels must offer their guests
the option to not have their linens and towels laundered daily, and must prominently
display this option in each room.
Ordinance 399 49
15.02.09 Domestic Irrigation -The District may determine that the
irrigation of exterior vegetation shall be conducted only during specified hours and/or
days, and may impose other restrictions on the use of water for such irrigation.
Irrigation done with a weather based irrigation controller is exempt from specified
irrigation day.
15.02.10 Irrigation of Medians-Medians located within the right-of-way
are prohibited from using potable water to irrigate turf or other high water use plant
material as identified by the Water Use Classifications of Landscaping Species (WUCOLS)
Guide. The continued irrigation and preservation of trees is encouraged.
15.02.11 Bordering Parkways -Bordering parkways located within the
right-of-way are prohibited from using potable water to irrigate turf or other high water
use plant material as identified by the Water Use Classifications of Landscaping Species
(WUCOLS) Guide. Bordering parkways are considered the strips of non-functional
ornamental turf adjacent to the street. The continued irrigation and preservation of
trees is encouraged.
15.03 Stage No. 2 -Threatened Water Supply Shortage -In the event of a
threatened water supply shortage which could affect the District's ability to provide
water for ordinary domestic and commercial uses, the Board of Directors shall hold a
public hearing at which consumers of the water supply shall have the opportunity to
protest and to present their respective needs to the District. The Board may then, by
resolution, declare a water shortage condition to prevail, and the following
conservation measures shall be in effect in addition to the permanent conservation
measures in Stage No. 1:
15.03.01 Exterior Landscape Plans -Exterior landscape plans for all new
development shall be in compliance with the State Model Water Efficient Landscape
Ordinance. Such plans shall be presented to and approved by the District prior to
issuance of a water service letter.
Ordinance 399 50
15.03.02 Leaks or Breaks, Excessive loss or water use through breaks or
leaks from either indoor or outdoor plumbing fixtures must be repaired within seven (7)
days after discovery.
15.03.03 Agricultural Irrigation -Persons receiving water from the
District who are engaged in commercial agricultural practices, whether for the purpose
of crop production or growing of ornamental plants shall provide, maintain and use
irrigation equipment and practices which are the most efficient possible. Upon the
request of the General Manager, these persons may be required to prepare a plan
describing their irrigation practices and equipment, including but not limited to, an
estimate of the efficiency of the use of water on their properties.
15.03.04 Commercial Facilities -Commercial and industrial facilities
shall, upon request of the General Manager, provide the District with a plan to conserve
water at their facilities. The District will provide these facilities with information
regarding the average monthly water use by the facility for the last two year period, or
the State of California approved conservation base year. The facility will be expected
to provide the District with a plan to conserve or reduce the amount of water used by
that percentage deemed by the Board of Directors to be necessary under the
circumstances. After review and approval by the General Manager, the water
conservation plan shall be considered subject to inspection and enforcement by the
District.
15.03.05 Parks. Golf Courses and School Grounds -Public and private
parks, golf courses, and school grounds which use water provided by the District shall
use water for irrigation within a designated watering schedule, which may include
specifiec hours and/or day(s) ..
15.03.06 Swimming Pools -All residential, public and recreational
swimming pools, of all size, shall use evaporation resistant covers and shall re-circulate
water.
Ordinance 399 51
15.03.07 General Manager Emergency Authority
15.04 Stage No.3 -Water Shortage Emergency: Mandatory Conservation
Measures
15.04.01 Prohibition
15.04.02 Construction Meters
Ordinance 399 52
15.04.03 Commercial Nurseries and Livestock -Commercial nurseries
shall discontinue all watering and irrigation. Watering of livestock is permitted as
necessary.
15.05 Implementation and Termination of Mandatory Compliance Stages -The
General Manager of the District shall monitor the supply and demand for water on a
daily basis to determine the level of conservation required by the implementation or
termination of the Water Conservation Plan Stages and shall notify the Board of
Directors of the necessity for the implementation, or termination, of each stage. Each
declaration of the Board of Directors implementing, or terminating, a water
conservation stage shall be published at least once in a newspaper of general
circulation, and shall be posted at the District offices. Each declaration shall remain in
effect until the Board of Directors otherwise declares, as provided herein.
15.06 Exceptions -Application for Exception Permits -The General Manager
may grant permits for uses of water otherwise prohibited under the provisions of this
Ordinance if he finds and determines that restrictions herein would either:
15.06.01 Hardship -Cause an unnecessary and unque hardship to the
water user or the public; or
15.06.02 Emergency -Cause an emergency condition affecting the
health, sanitation, fire protection or safety of the water use or of the public.
15.06.03 Exemptions Granted -Such exceptions may be granted only
upon written application therefor. Upon granting such exception permit, the General
Manager may impose any conditions he determines to be just and proper.
15.07 Enforcement, Inspection -Authorized employees of the District, after
proper identification may, during reasonable hours, inspect any facility having a water
conservation plan, and may enter onto private property for the purpose of observing
the operation of any water conservation device, irrigation equipment or water facility.
Ordinance 399 53
Employees of the District may also observe the use of water or irrigation equipment
within the District from public rights-of-way.
15.08 Criminal Penalties for Violation -Water Code Section 31029 makes any
violation of this Ordinance a misdemea.nor and upon conviction thereof, the violator
shall be punished by imprisonment, fine or by both fine and imprisonment as may be
allowed by law.
15.09 Civil Penalties for Violation -In addition to criminal penalties, violators
of the mandatory provisions of this Ordinance shall be subject to civil action initiated
by the District as follows:
15.09.01 First Violation: For a first violation, the District shall issue a
written notice of violation to the water user violating the provisions of this Ordinance.
The notice shall be given pursuant to the requirements of Section 15.10 below.
15.09.02 Second Violation: $100.00 Surcharge -For a second violation
of this Ordinance within a 12 month period, or failure to comply with the notice of
violation within 30 days after notice of imposition, a surcharge of $100.00 is hereby
imposed for the meter through which the wasted water was supplied.
15.09.03 Third Violation: $300.00 Surcharge -For a third violation of
this ordinance within a 12 month period, or for continued failure to comply within 30
days after notice of an imposition of second violation sanctions, a one month penalty
surcharge in the amount of $300.00 is hereby imposed for the meter through which the
wasted water was supplied.
15.09.04 Fourth Violation: $500.00 Surcharge -For a fourth violation
of this ordinance within a 12 month period, or for continued failure to comply within
30 days after notice of an imposition of third violation sanctions, a one month penalty
surcharge in the amount of $500.00 is hereby imposed for the meter through which the
wasted water was supplied.
Ordinance 399
15.09.05 Fifth Violation: $500.00 Surcharge and/or Installation of a
Flow Restrictor -For a fifth violation of this ordinance within a 12 month period, or for
continued failure to comply within 30 days after notice of an imposition of fourth
violation sanctions, a one month penalty surcharge in the amount of $300.00 is hereby
imposed for the meter through which the wasted water was supplied. In addition to the
surcharge, the District may, at its discretion, install a flow-restricting device at such
meter with a one-eighth inch (1 /8") orifice for services up to one and one half (1-1 /2")
inch size, and comparatively sized restrictors for larger services, on the service of the
customer at the premises at which the violation occurred for a period of not less than
forty-eight (48) hours. The charge to the customer for installing a flow-restricting
device shall be based upon the size of the meter and the actual cost of installation but
shall not be less than that provided in the District's Rules and Regulations. The charge
for removal of the flow-restricting device and restoration of normal service shall be as
provided in the District's Rules and Regulations.
15.09.06 Subsequent Violations: Discontinuance of Service -For any
subsequent violation of this Ordinance, while in Stage No. 3, within the twenty-four
(24)calendar months after a first violation as provided in Section 15.09.01 hereof, the
penalty surcharge provided in Section 15.09.05 hereof shall be imposed and the District
may discontinue water service to that customer at the premises or to the meter where
the violation occurred. The charge for reconnection and restoration of normal service
shall be as provided in the Rules and Regulations of the District. Such restoration of
service shall not be made until the General Manager of the District as determined that
the water user has provided reasonable assurances that future violations of this
Ordinance by such user will not occur.
15. 10 Notice -First Violation -For a first violation, written notice shall be given
to the customer and/or property owner personally or by regular mail.
Ordinance 399 55
15. 10.01 Subsequent Violations -If the penalty assessed is a surcharge
for a second, third, fourth, fifth, or subsequent violation, notice may be given by
regular mail.
15. 10.02 Violations Involving Installation of Flow-Restrictors or
Discontinuance of Water Service -If the penalty assessed is, or includes, the
installation of a flow restrictor or the discontinuance of water service to the customer
for any period of time, notice of the violation shall be given in the following manner:
a.Personal Service -By giving written notice thereof to the occupant
and/or property owner personally; or if the occupant and/or property owner is absent
from his/her place of residence and from his/her assumed place of business, by leaving
a copy with some person of suitable age and discretion at either place, and sending a
copy through the United States mail addressed to the occupant and/or owner at his/her
place of business or residence; or
b.Posting -If such place of residence and business cannot be ascertained,
or a person of suitable age or discretion cannot be located, then by affixing a copy in a
conspicuous place on the property where the failure to comply is occurring and also by
delivering a copy to a person there residing, if such person can be found, and also
sending a copy through the United States mail addressed to the occupant at the place
where the property is situated and the owner if different.
15.10.03 Form of Notice -All notices provided for in this Section shall
contain, in addition to the facts of the violation, a statement of the possible penalties
for each violation and a statement informing the occupant/owner of his/her right to
hearing on the violation.
15.11 Community Advisory Commission -The District may establish a
Community Advisory Commission (Commission) consisting of District customers
appointed by the Board of Directors to serve in the capacity as herein described. The
number of commissioners shall be determined by resolution of the Board of Directors.The
Ordinance 399 56
Commission is authorized to hear appeals from enforcement decisions made by the
General Manager for violations of the water conservation measures provided in Section
15 of this ordinance. The Commission shall serve as an advisory body to the Board of
Directors. The Board of Directors shall consider the recommendations of the
Commission but will not be bound thereby.
15. 11.01 Hearings -Any customer or property owner against whom a
penalty is levied pursuant to this ordinance (Appellant) shall have a right to a hearing,
in the first instance by the General Manager, with the right to appeal to the
Commission. Within 15 days of the date of the alleged violation, the Appellant shall
submit a written request for a hearing to the District Clerk. The hearing shall be
conducted by the General Manager within 30 days from the date of the written request
submitted to the District Clerk. The General Manager shall issue his ruling in writing.
The Appellant may appeal the ruling of the General Manager within 10 days thereof by
filing written notice of appeal with the District Clerk. At the next regularly scheduled
Commission meeting, the Appellant may appear and present evidence in support of his
appeal. The Commission will issue a written recommendation to the Board of Directors
who will issue a final determination of the appeal. The Board of Directors may issue its
final determination based upon the recommendation of the Commission, or may call for
an additional hearing. The ruling of the Board of Directors shall be final and binding
upon the Appellant and the District.
57
SECTION 16. EFFECTIVE DATE
This Ordinance shall take effect and replace Ordinance 397 as of the 10th day of
June 2020.
Adopted this 10th day of June 2020
ROLL CALL:
Ayes: Directors: Carrillo, Coats, Goodrich, Smith
Noes: None
Absent: Director Morales
Abstain: None
June 10, 2020
I HEREBY CERTIFY that the foregoing is a full, true and correct copy of Ordinance 399 adopted by the Board of Directors of East Valley Water District at its Regular Meeting
held June 10, 2020.
Ordinance 399 58
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Public Records Request Policy
Original Approval Date:
March 14, 2018
Last Revised: Policy No: 8.2 Page
1 of 3
Purpose
To establish District policy and guidelines concerning accessibility of District records.
Background
In enacting the California Public Records Act, the State Legislature declared that access to
information concerning the conduct of the people’s business is a fundamental and necessary right
of every person in this state.
A.The term “District” shall mean East Valley Water District.
B.The term “public records” includes any writing containing information relating to the conduct
of the public’s business prepared, owned, used, or retained by the District regardless of physical
form or characteristics.
C.The term “writing” means handwriting, typewriting, printing, photo-stating, photographing,
photocopying, electronic mail, facsimile, and every other means of recording upon any form of
communication or representation, including letters, words, pictures, sounds, symbols, or
combination thereof and all papers, maps magnetic or paper tapes, photographic films and
prints, magnetic or punch cards, discs, drums and other documents regardless of the manner
in which the record has been stored.
D.The term “person” includes any natural person, corporation, partnership, limited liability
company, firm or association.
E.The term “requester” shall mean a person, or representative of a person, who has submitted a
request for records to the District by mail, fax, e-mail, telephone or in person.
Policy
Public records of the East Valley Water District (“District”) shall be open to inspection during
normal office hours at the District’s headquarters located at 31111 Greenspot Road, Highland,
California. “Public Records” are all records of the District retained in the ordinary course of District
business except those specifically exempted by law.
Procedure
A.Any person requesting to inspect any public record shall identify the specific records to be
inspected. The District shall, in accordance with Government Code Section 6253.1, assist the
member of the public in making a focused and effective request that describes an identifiable
record or records to the extent reasonable.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Public Records Request Policy
Original Approval Date:
March 14, 2018
Last Revised: Policy No: Page
2 of 3
B. Any person may obtain a copy of any identifiable public record unless exempt from public
disclosure. The District encourages members of the public to submit all records requests in
writing to the District’s office, preferably using the Public Record Request attached as Exhibit
“A” to this policy. Written requests reduce any misunderstandings between the requester and
the District’s staff, which allows District’s staff to respond to records requests in a timely
manner and with greater efficiency. However, the District will not deny a request for records
solely because it is not submitted in writing.
C. The requester should specify the records to be inspected/copied with sufficient detail to enable
the District to identify the particular records. If the request seems ambiguous or unfocused,
District staff will make a reasonable effort to obtain additional clarifying information from the
requester that will help identify the record or records. Upon request, an exact copy shall be
provided unless impracticable to do so.
D. Within ten (10) calendar days from receipt of such request, the District Clerk or designee shall
determine whether the request, in whole or in part, seeks copies of disclosable public records
in the possession of the agency and shall promptly notify the person making the request of the
determination and the reasons thereof. If the District Clerk is uncertain whether the record is
exempt from disclosure under the California Public Records Act or whether, given the facts of
the particular case, the public interest served by not making the record public clearly outweighs
the public interest served by disclosure of the record, the District Clerk shall consult with legal
counsel for the District during this initial 10-day period. In unusual circumstances, the time
limit for providing the determination on a records request may be extended by written notice
to the person making the request, setting forth the reasons for the extension and the date on
which a determination is expected to be provided. Any extension of time will not last more
than fourteen (14) calendar days. A response to a written request for inspection or copies of
public records that includes a determination that the request is denied, in whole or in part,
shall be in writing.
E. Unusual circumstances means the following, but only to the extent reasonably necessary to the
proper processing of the particular request:
1. The need to search for and collect the requested records from field facilities or other
establishments that are separate from the office processing the request.
2. The need to search for, collect, and appropriately examine a voluminous amount of
separate and distinct records that are demanded in a single request.
3. The need for consultation, which shall be conducted with all practicable speed, with
another agency having substantial interest in the determination of the request or among
two or more components of the agency having substantial subject matter interest
therein.
4. The need to compile data, to write programming language or a computer program, or
to construct a computer report to extract data.
Updated November 4, 2019
BOARD OF DIRECTORS HANDBOOK 1 MARCH 11, 2020
TABLE OF CONTENTS
Preamble . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Chapter 1- Role and Authority . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Chapter 2- Board Values and Principles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Chapter 3- Board Member Interaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Chapter 4- Staff Interaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Chapter 5- Governance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Chapter 6- Public Interaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Chapter 7- Director’s Code of Conduct . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Appendix 1- Board Member Acknowledgement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19
BOARD OF DIRECTORS HANDBOOK 2 MARCH 11, 2020
In support of East Valley Water District’s mission, the Governing Board will develop, adopt, and
maintain a Board of Director’s Handbook. The intent is to educate and continually guide the
Board to a high level of strategic success and achievement in accord with best practices.
Contained in the Handbook shall be pertinent District information, controlling legislation, rules
and regulations having authority, as well as local policies enacted by the Board. The Handbook
will serve as a resource for directors, staff and members of the public in determining the manner
in which matters of District business are to be conducted.
PREAMBLE
The customers served by the East Valley Water District are entitled to elected Board members
who are fair, ethical, and accountable. Such Board members constantly seek to reflect the
following qualities:
They comply with both the letter and the spirit of the laws and policies affecting operations of
the District;
• They are independent, impartial, and fair in their judgment and actions;
• They use their public office for the public good, not for personal gain; and
• They conduct public deliberations and processes openly, unless legally confidential, in an
atmosphere of respect, civility and transparency.
To this end, the East Valley Water District Board of Directors has adopted this Director’s
Handbook, along with its Code of Conduct, to encourage public confidence in the integrity of the
District and its fair and effective operation. The Board’s commitment to these principles is
captured in the following Core Values:
1. Leadership in regional government, in the water industry, and in the local community.
2. Partnership with other agencies, stakeholders, and customers to enhance service.
3. Stewardship of ratepayer dollars and the region’s precious water resources.
BOARD OF DIRECTORS HANDBOOK 3 MARCH 11, 2020
CHAPTER 1
ROLE AND AUTHORITY
Role of the Board
The primary role of the Board is to establish policies that guide the District to meet its mission.
The policy decisions and actions of the Board constitute the "action" of the Board of Directors.
The Board has three (3) major responsibilities:
1. Promote the best interests of the District's customers by establishing policies that support
the vision and mission of the District and by ensuring the implementation of those
policies. Policies include the governing principles, plans, and course of action for the
organization. Policy-making is the process of visionary planning and should reflect the
broadest possible principles and provide parameters within which staff can operate.
Policy-making sets the overall direction for the District.
2. The Board shall establish policies that ensure fiscal stability and the effective use of
funds. In order to achieve this, each fiscal year the Board adopts a budget covering the
anticipated revenues and expenditures of the District and reviews monthly and quarterly
budget reports throughout the year. Additionally, from time to time, the Board reviews
and/or adopts amendments to the District's cash reserve, investment, and other policies
as necessary.
3. Hire a General Manager and CEO to manage the day-to-day operations of the District.
The Board holds the General Manager/CEO accountable for the effective operational
management of the District. An additional responsibility of the Board is to properly
evaluate the General Manager/CEO on an annual basis.
In order to fulfill these responsibilities, the Board shall adhere to the following basic policy
guidelines:
1. That the Board of Directors provides policy direction and leadership for the District.
2. That Board members recognize and respect the distinction between the policy setting
role and the day-to-day implementation of policy by staff.
3. That it is the responsibility of the Board (from a policy perspective) to ensure that the
District is a progressive, innovative, and well-managed agency.
4. That the Board exercises authority only collectively as a Board, and individual Board
members shall not act on their own volition.
5. That the Board understands and provides leadership in regional, state, and national
issues affecting the operations of the District.
6. That the Board respects the role of constituents in the governance of the District and
encourages their participation.
7. That key stakeholders should be consulted when and where appropriate.
BOARD OF DIRECTORS HANDBOOK 4 MARCH 11, 2020
8. That Board members represent the District in business related matters at meetings and
events other than regular meetings of the Board.
9. That the Board maintains a high level of communication with the General Manager/CEO.
When a Board member is going to be out of town or unavailable, the General
Manager/CEO or the District Clerk is notified in a timely manner.
10. That Board members are provided the same information, where practical, including staff
reports, committee agendas, customer inquiries, background information, etc.
11. That the Board is responsible for informing the General Manager/CEO of any specific
information they want to receive from outside agencies or organizations.
12. That the Board is aware that all written and electronic documentation and communication
is legally considered in the public domain. This excludes information protected by
attorney-client privilege.
Authority
The East Valley Water District is a California Special District, an independent government agency
which provides water delivery service to the customers within its boundaries. The District
operates under authority of Division 12 of the California Water Code for County Water District.
The District is governed by an elected Board of Directors who have authority to manage and
conduct the business and affairs of the District, including the authority to fix terms and conditions
of employment (including compensation) of District employees. The Board is authorized to
delegate those powers. The Board has retained authority to employ and set terms and conditions
for employment of the General Manager and CEO of the District, but the General Manager/CEO
has management authority over subordinate employees.
In order for a Board of Directors to function in an effective manner, it is important that each
member understand his/her respective role and the relationship they have to other members of
the Board and to the General Manager/CEO. This also requires an understanding of the level of
performance required to carry out the duties of a Board Member. The officers of the Board of
Directors include the Chairman and Vice-Chairman. The Secretary to the Board of Directors is
defined within the State Water Code as the General Manager/CEO of the District. Officers of the
District are selected every two years corresponding with the general election for the Board or as
otherwise determined by the Board of Directors.
BOARD OF DIRECTORS HANDBOOK 5 MARCH 11, 2020
CHAPTER 2
BOARD VALUES AND PRINCIPLES
Adherence to established organizational values and principles can help to promote a
collaborative work environment that encourages sharing, creativity, openness to new ideas, and
an emphasis on customer satisfaction.
Putting Board Values into Play
Service Delivery
• Strive to exceed customers’ expectations and proactively explore opportunities to
provide better service
• Emphasize thoroughness and completeness
• Treat every person with kindness and humility
• Be courteous, responsive and professional
• Actively listen to understand others
Leadership
• Take ownership of, and responsibility for, actions, risks, and results
• Use outcomes, whether positive or negative, as learning opportunities
• Make sound decisions from experience, good judgment and collaboration
• Give and seek clear expectations
• Look for solutions that contribute to desired results
• Act in all endeavors with an ethical, honest and professional manner
• Honor commitments in order to build trust
• Be truthful in word and deed
Openness
• Approach every situation with good intentions
• Encourage new and diverse ideas
• Listen, cooperate, and share across the organization
• Value and recognize individual contributions
Balance
• Recognize the need for personal and professional balance
• Do not forsake long-term goals in order to satisfy short-term needs
BOARD OF DIRECTORS HANDBOOK 6 MARCH 11, 2020
• Support an environment that is optimistic and enjoyable in which relationships can
prosper across the organization
Guiding Principles
1. Insuring a safe and efficient water delivery system.
2. Designing and administering the highest quality, secure and innovative programs.
3. Delivering services in an equal, accurate, courteous, professional and prompt manner.
4. Providing meaningful information and education to all customers in a timely manner.
5. Attracting, developing, and retaining a competent, creative and highly motivated
workforce.
6. Maintaining public trust by being an ethical, sensitive, effective and cost-efficient
organization in service to customers and employees alike.
7. Sustaining our role as leaders in the community.
BOARD OF DIRECTORS HANDBOOK 7 MARCH 11, 2020
CHAPTER 3
BOARD MEMBER INTERACTION
When the members of the East Valley Water District Board are elected to office, there is an
expectation that they will bring a body of personal experience, knowledge and judgment to the
development of good public policies. However, there is also an expectation that each individual
will strive to work with fellow Board members and District staff as part of a team to address the
various challenges and opportunities that are presented to them. The following represents Board
member “best practices” for interacting with each other.
1. Board members are representatives of the District's culture and always values its
customers.
2. Business attire at Board meetings, and when representing the District at public events, is
appropriate.
3. Relationships between Board members are informal and always professional.
4. Board members are aware of the rules governing communication among fellow Board
members in compliance with mandated open meeting (Brown Act) law requirements. This
includes communications by electronic, written and verbal methods.
5. Board members lead by example in their interaction and communication style and
practice.
6. Board members function as a team and are not exclusive in their communication and
interaction.
7. To the extent possible, Board members will be cooperative in supporting each other.
8. Personal attacks against fellow Board members or staff are not representative of a
constructive culture
BOARD OF DIRECTORS HANDBOOK 8 MARCH 11, 2020
CHAPTER 4
STAFF INTERACTION
The efficient and effective delivery of services to the customers of the East Valley Water District
is a collaborative effort between the elected members of the Board of Directors and those
individuals employed to execute the District’s day-to-day operations. The Board’s relationship
and interaction with its professional staff must be carefully cultivated and nurtured at all times.
The Board’s Relationship with the General Manager/CEO
One of the most vital relationships the District Board has is between itself and its General
Manager/CEO. The General Manager/CEO is the primary agent of the Board and is the one to
whom the Board delegates its authority to manage and administer the District's daily operations
in accordance with approved policies. This position is important because to be successful, the
District requires leadership and vision from its General Manager/CEO. In this capacity, the
General Manager/CEO has two roles: Chief Executive Officer and top advisor to the Board. As the
most visible employee, the General Manager/CEO truly represents the District to its many
constituencies.
Much of the District’s success will be dependent upon a positive relationship between the Board
and its General Manager/CEO. Paradoxically, the leadership nature of both parties means that
this relationship will likely create some inherent tensions; a strong Board and a strong General
Manager/CEO will not always agree on every issue. However, both must consciously focus on
maintaining a shared sense of purpose, open communication, honesty, trust and mutual support.
While the General Manager/CEO is hired to carry out Board policy directives, the Board also
looks to him/her for guidance and leadership.
One of the most important decisions a Board will make is the selection of a General
Manager/CEO in whom they have confidence. The Board must be able to support the decisions
of the General Manager/CEO and grant him/her the authority to manage and lead the District.
This is critical for building the General Manager/CEO’s credibility with the staff and the
community. Both parties should always publicly support each other.
It is the General Manager/CEO’s responsibility to ensure that the Board members have all the
information they need to make Board-level decisions and that all Board members are provided
the same information. Board members expect the General Manager/CEO to make a
recommendation on every issue before the Board, except those that are strictly reserved to the
Board.
The following are guidelines are intended to help define the relationship between the Board and
the General Manager/CEO:
1. The General Manager/CEO prepares annual goals which are approved by the Board of
Directors as a part of a formal performance review process.
2. The Board of Directors will provide the General Manager/CEO with a written evaluation
annually.
BOARD OF DIRECTORS HANDBOOK 9 MARCH 11, 2020
3. Board members are encouraged to contact the General Manger/CEO about any subject
related to the operations of the District. Similarly, the General Manger/CEO may discuss
any District related issue with any member of the Board of Directors.
4. Concerns regarding overall District operations or specific department issues or
department heads are addressed with the General Manager/CEO.
5. Critical information will be provided to all members of the Board by the General
Manager/CEO, which feedback may be verbal, written, or electronic in nature.
6. The General Manager/CEO handles interdepartmental issues.
7. The General Manager/CEO shall advise the Board of Directors when he/she is out of the
office for an extended period of time and shall designate the individual who shall be
acting General Manager/CEO during that time.
Request for Staff Resources
Individual Board member requests for research by staff must be directed to the General
Manager/CEO, or the District’s legal counsel regarding legal matters. If, in the judgment of the
General Manager/CEO, a significant amount of time will be required to complete the requested
task/project, the item may be agendized to solicit Board authorization to expend the additional
time necessary on the proposed item. Staff responses to Board member requests will be
provided to the General Manager/CEO and distributed to all Board members.
Interactions with Staff
District staff serves the entire Board of Directors as a whole. Consequently, the Board should
adhere to the following guidelines in its interaction with the staff:
1. A Board member shall not direct staff to initiate any action, change a course of action, or
prepare any report without the approval of the General Manager/CEO and, if necessary, a
majority of the Board.
2. Board members shall not attempt to pressure or influence discussions, recommendations,
workloads, schedules, or priorities.
3. When preparing for Board meetings, Board members should direct questions ahead of
time to the General Manager/CEO so that staff can provide the desired information at the
Board meeting.
4. Any concerns by a member of the Board regarding the behavior or work of a District
employee should be directed to the General Manager/CEO privately to ensure that the
concern is addressed. Board members shall not reprimand employees directly nor should
they communicate their concerns to anyone other than the General Manager/CEO.
5. Soliciting political support from staff (e.g., financial contributions, display of posters or
lawn signs, name on support list, etc.) is prohibited. District staff may, as private citizens
with constitutional rights, support political candidates, but all such activities must be done
away from the workplace and may not be conducted while on the job.
BOARD OF DIRECTORS HANDBOOK 10 MARCH 11, 2020
CHAPTER 5
GOVERNANCE
The orderly conduct of District business is guided by certain rules, regulations and procedures
that are intended to afford equal opportunity for input on policy-making decisions to both Board
members and the public. While many governance guidelines are embodied in State law, others
are subject to Board discretion.
Election of Officers
The Chairman and Vice Chairman of the Board will be elected by the members of the Board. The
election will be held at the first regular meeting in December of every other year.
The Board shall also designate the General Manager/CEO, Board Secretary and Chief Financial
Officer.
Roles of the Chairman and Vice Chairman of the Board of Directors
1. The Chair of the Board of Directors is selected for a 2-year term, unless otherwise
modified by the Board.
2. The Chair of the Board is selected by the Board of Directors. In addition to the duties of
the Chair described below, the Chair presides at all Board of Directors meetings, makes
rulings on procedural points of order, and should keep meetings on track and productive.
The Chair should encourage open discussion and allow all members the opportunity to
express their views. The Chair should lead and guide the Board of Directors and provide
a stabilizing influence and bring out the best in all members. The Chair appoints all
committees, standing and Ad-Hoc; coordinates the efforts of committees; integrates
committee work with that of the Board of Directors, and defines committee relationships
the General Manager/CEO. The Chair makes declarations, extends official recognition of
groups or events, and regularly communicates with the General Manager/CEO. The Chair
can request an item to be placed on the Board agenda.
3. The Vice-Chair remains as one member of the Board and has no rights or authority
different from any other member of the Board. However, in the event of a temporary
absence of the Chair, or an early vacancy in the position of Board Chair, the Vice-Chair
shall become the Board Chair and shall continue as such until the Board Chair’s
temporary absence is complete or for the remaining portion of the outgoing Board Chair’s
term as Board Chair.
4. The Board shall govern the succession of the Chair and Vice-Chair.
5. In the event of an early vacancy in the position of Vice-Chair, the Board shall determine,
by vote, a replacement to fulfill the remaining portion of the outgoing Vice-Chair's term.
6. The Chair acts as the ceremonial head or representative of the District at various civic
functions, and in his/her absence, the Vice-Chair serves in this capacity.
7. The Chair is the designated spokesperson for the Board of Directors when requests are
made from external sources. The Chair may elect to appoint one of the other Board
members to serve in this capacity.
BOARD OF DIRECTORS HANDBOOK 11 MARCH 11, 2020
8. The Chair acts as the signatory on all documents requiring the Board's execution. The
Vice-Chair may do so in the Chair's absence.
9. The Chair makes appointments to the Representative Assignments annually.
Time and Place for Regular Meetings
The regular monthly meeting of the Board of Directors will be held on the second and fourth
Wednesday of each month commencing at 5:30 pm at a site determined by the Board.
Quorum Requirements
Three members of the Board will constitute a quorum for the transaction of business.
Board Meeting Protocol
1. All noticed meetings of the Board of Directors shall be conducted using Roberts Rules of
Order. Robert's Rules provide for constructive and democratic meetings and are intended
to help, not hinder, the business of the Board. Under no circumstances should "undue
strictness" be allowed to intimidate or limit full participation.
2. The General Manager/CEO is responsible for setting the agenda for the meetings of the
Board. Any member of the Board may request that an item be placed on the agenda
through notification to the General Manager/CEO and Chair.
3. Public comment shall be received pursuant to the Ralph M. Brown Act.
4. The Board shall treat members of the public with courtesy and respect.
5. Corrections to official minutes of the Board of Directors public meetings are passed on to
the General Manager/CEO as soon as reasonably possible and shall be approved at the
next regular Board meeting.
6. The General Manager/CEO shall inform the Board of items of significance that will be
placed on future agendas.
7. The General Manager/CEO meets with the Board Chair and/or Vice Chair prior to the
Board meetings to review and prepare for the upcoming meeting.
8. At the direction of the General Manager/CEO, department heads or appropriate
departmental managers will be present at every meeting if they have an item on the
agenda.
9. The Board of Directors’ Report portion of the Agenda shall be utilized for members of the
legislative body to provide brief reports on meetings attended at the expense of the local
agency at the next regular meeting pursuant to Government Code Section 53232.3.(d).
10. The Board Comment portion of the Agenda shall be an opportunity for Members of the
Board to make brief statements regarding non-agendized items.
Consent Calendar
1. The District utilizes a Consent Calendar to approve routine business matters, such as
minutes, production reports, cash reports, some resolutions, and previously approved
budgetary items.
BOARD OF DIRECTORS HANDBOOK 12 MARCH 11, 2020
2. If a Board member has a question on a Consent Calendar item, they are encouraged to
contact the General Manager/CEO for clarification prior to the official meeting, rather than
having it pulled for separate discussion during the meeting.
Voting
A majority of all members of the Board present at a meeting will be required to approve any
ordinance, resolution or motion, unless a different voting requirement to approve a particular
action is specified under State law.
1. Each member may speak on an item prior to the making of a motion.
2. Roll call votes are required on all ordinances considered by the Board. On other items, a
roll call vote may be requested by any member of the Board but is at the discretion of the
Chair.
3. Once an agenda item has been voted on, the disposition is considered as the "action" of
the Board of Directors and subsequently supported by the individual members of the
Board.
Closed Session
1. All closed session discussions and materials are considered legal and confidential
information, and as such, are not shared outside the closed session conference unless
specific action is taken, and then must be reported out of closed session.
2. Closed session staff reports are to be returned to the General Manager/CEO and/or
District counsel immediately following the meeting. Electronic copies of the reports will
not be provided to the Board.
3. Closed session meetings may be held at times other than the regular meetings of the
Board of Directors so long as the meeting is posted pursuant to the prevailing open
meeting or Brown Act rules.
4. A Board Member should refer a request for information regarding a closed session item
to the General Manager/CEO who in concert with the District's legal counsel, will prepare
an appropriate response.
BOARD OF DIRECTORS HANDBOOK 13 MARCH 11, 2020
CHAPTER 6
PUBLIC INTERACTION
As a public body, it is important for the East Valley Water District Board of Directors to establish a
working environment that encourages public participation and trust. During their time as elected
officials, Board members will have a wide range of interactions with the public including written
communication (i.e., letters, email, etc.), social media, phone calls, face-to-face, social functions,
regular and special Board meetings, etc. The following guidelines represent Board member “best
practices” for interacting with the public.
Customer Concerns and Complaints
1. All customer concerns and inquiries shall be referred to the General Manager/CEO.
2. The General Manager/CEO or his designee will provide the Board with a written or verbal
report of customer concern or inquiry that cannot be handled as a routine manner. The
Board will also be provided with a response to the concern or inquiry.
3. The Board will be informed of significant, politically sensitive, urgent and/ or repetitive
telephone or electronic communication inquiries. Staff will research the request as soon
as possible and provide the General Manager/CEO with the appropriate follow-up and
response. The General Manager/CEO will review the communication prior to
dissemination to the Board.
4. Copies of any written or electronic responses to customer concerns provided by a
member of the Board shall be provided to the other members of the Board of Directors as
well.
5. Information that may expose the District to liability will be shared with the Board at a
noticed, closed session meeting of the Board of Directors.
Public Input on the Agenda
1. Prior to public input on an agenda item, the Board will consider reports, questions from
the Board, and a response.
2. Agenda items noticed on the agenda for public hearing will follow procedures as outlined
by the District's legal counsel.
3. The Chair of the Board may elect to defer action on an item brought forward by the public
until such time as staff can prepare an appropriate response.
4. The Chair is responsible for maintaining an orderly progression of the business before the
Board, and to the extent possible regulates the amount and type of input from the public
and from members of the Board and staff.
5. Generally, Board members will not respond to public comments except for the Chair
referring matters to the General Manager/CEO for follow-up. Board members may,
through the Chair, ask clarifying questions to ensure that staff provides an appropriate
response. Occasionally, a prompt response may be offered by the Chair or the General
BOARD OF DIRECTORS HANDBOOK 14 MARCH 11, 2020
Manager/CEO when an obvious answer or resolution is available. The Board will not enter
into a debate or make decisions in response to public comments that are not on the
agenda for consideration.
6. Questions by a Board member to staff or consultants making presentations shall be
directed to the Chair who will refer it to the General Manager/CEO for a response.
Representing an Official District Position
In order to ensure that they are properly representing their positions as elected officials of the
East Valley Water District, Board members should adhere to the following guidelines:
1. Board members may use their title only when conducting official District business, for
information purposes, or as an indication of background and expertise.
2. Once the Board of Directors has taken a position on an issue, all official District
correspondence regarding that issue will reflect the Board's adopted position.
3. In most instances, the Board will authorize the Chair of the Board to send letters stating
the District's official position to appropriate legislators.
4. No Board member shall attend a meeting of any outside agency or organization (including
Representative Assignments) as an official representative of the District without prior
authorization from the Chairman. Meetings of outside agencies and organizations that are
included on the District’s list of Representative Assignments are to be attended by the
designated Board member and/or alternate. If the designated Board member and/or
alternate cannot attend an assigned meeting, a duly appointed substitute may attend on
their behalf.
5. If a member of the Board appears before the meeting of another governmental agency
organization to give a statement on an issue affecting the District (including
Representative Assignments), the Board member shall indicate the majority position and
opinion of the Board. (NOTE: Board members shall report on any actions taken at the next
Board meeting).
6. Personal opinions and comments that may be contrary to adopted policy may be
expressed only if the Board member clarifies that these statements do not reflect the
official position of the Board or the District.
7. Board members should exercise caution when utilizing the news media, social media or
other forms of communications to specifically express views which are in opposition to
adopted Board policy.
8. When two Board members are authorized/assigned by the Board to attend a meeting as
the District’s official representative, other Board members may not participate at the
meeting in order to avoid violations of the Ralph M. Brown Act.
BOARD OF DIRECTORS HANDBOOK 15 MARCH 11, 2020
CHAPTER 7
DIRECTOR’S CODE OF CONDUCT
In order to promote the public’s trust in Board policies and to ensure the most effective and
efficient delivery of District services, members of the Board shall abide by the following Director’s
Code of Conduct:
1. Board members shall refrain from abusive conduct, personal charges, or verbal attacks
upon the character or motives of other members of the Board, committees, staff, or the
public.
2. Board members duties shall be performed in accordance with the processes and rules of
order established by the Board.
3. Communication between Board members, including electronic, verbal and written, shall
comply with all State-mandated open meeting law requirements (Brown Act).
4. Board members shall inform themselves on public issues, listen attentively to public
discussions before the body, and focus on the business at hand.
5. Board decisions shall be based upon the merits and substance of the matter at hand.
6. Board members shall represent the official policies and positions of the Board. When
presenting their personal opinions or positions publicly, members shall explicitly state
they do not represent the Board or the District.
7. Board members shall respect and preserve the confidentiality of information provided to
them concerning the confidential matters of the District. They must neither disclose
confidential information without proper legal authorization nor use such information to
advance or adversely affect the personal, financial, or private interests of themselves or
others.
8. It is the responsibility of Board members to publicly share substantive information that is
relevant to a matter under consideration that they have received from sources outside of
the public decision-making process with all other Board members and the public prior to
taking action on the matter.
9. Appropriate District staff should be involved when Board members meet with officials
from other agencies and jurisdictions to ensure proper staff support as needed and to
keep the General Manager/CEO informed.
10. Board members shall not attend internal staff meetings or meetings between District staff
and third parties unless invited by the General Manager/CEO or directed by the Board to
do so.
11. Board members shall disclose to the appropriate authorities and/or to the Board any
behavior or activity that may qualify as corruption, abuse, fraud, bribery or other violation
of the law.
12. Board members, by virtue of their public office, shall not take advantage of services or
opportunities for personal gain that are not available to the public in general.
BOARD OF DIRECTORS HANDBOOK 16 MARCH 11, 2020
They shall not accept gifts, favors or promises of future benefits that might compromise
their independence of judgment or action or give the appearance of being compromised.
Likewise, Board members shall not appear on behalf of, or advocate for, the private
interests of a third-party before the Board.
Conflict of Interest
In order to assure their independence and impartiality on behalf of the public good, state law
prohibits Board members from using their official positions to influence government decisions in
which they have a financial interest or where they have an organizational responsibility or a
personal relationship that would present a conflict of interest under applicable State law. In
accordance with applicable State laws, the following provisions shall apply to all Board member
actions:
1. A Board member will not have a financial interest in a contract with the District, or be a
purchaser at a sale by the District or a vendor at a purchase made by the District, unless
the Board member’s participation was authorized under Government Code sections 1091
or 1091.5, or other provisions of law.
2. A Board member will not participate in the discussion, deliberation or vote on a matter
before the Board of Directors, or in any way attempt to use his or her official position to
influence a decision of the Board, if he or she has a prohibited interest with respect to the
matter, as defined in the Political Reform Act, Government Code sections 81000, and
following, relating to conflicts of interest. Generally, a Board member has a financial
interest in a matter if it is reasonably foreseeable that the Board decision would have a
material financial effect (as defined by the Fair Political Practices Commission’s (“FPPC”)
regulations) that is distinguishable from the effect on the public generally on:
a. A business entity in which the Board member has a direct or indirect investment in
the amount specified in the then-effective FPPC regulations;
b. Real property in which the Board member has a direct or indirect investment
interest, with a worth in the amount specified in the then-effective FPPC
regulations;
c. A source of income of the Board member in the amount specified in the then-
effective FPPC regulations, within twelve months before the Board decision;
d. A source of gifts to the Board member in an amount specified in the then-effective
FPPC regulations within twelve months before the Board decision;
e. A business entity in which the Board member holds a position as a director,
trustee, officer, partner, manager or employee;
f. The Board member’s personal expense, income, assets or liabilities, and those of
his or her immediate family, are likely to go up or down in a 12-month period as a
result if the decision by the amount specified in the then-effective FPPC
regulations.
3. If a Board member believes that he or she may be disqualified from participation in the
discussion, deliberations or vote on a particular matter due to a conflict of interest, the
following procedure will be followed:
BOARD OF DIRECTORS HANDBOOK 17 MARCH 11, 2020
a. If the Board member becomes aware of the potential conflict of interest before the
Board meeting at which the matter will be discussed or acted on, the Board
member will notify the District’s General Manager/CEO and the District’s legal
counsel of the potential conflict of interest, so that a determination can be made
whether it is a disqualifying conflict of interest;
b. If it is not possible for the Board member to discuss the potential conflict with the
General Manager/CEO and the District’s legal counsel before the meeting, or if the
Board member does not become aware of the potential conflict until during the
meeting, the Board member will immediately disclose the potential conflict during
the Board meeting, so that there can be a determination whether it is a
disqualifying conflict of interest;
c. Upon a determination that there is a disqualifying conflict of interest, the Board
member: (1) will not participate in the discussion, deliberation or vote on the matter
for which a conflict of interest exists, which will be so noted in the Board minutes;
and (2) leave the room until after the discussion, vote and any other disposition of
the matter is concluded, unless the matter has been placed on the portion of the
agenda reserved for uncontested matters (i.e., the consent calendar), in which
case the Board member will identify the nature of the conflict and not vote on the
specified item on the consent calendar. If the item is agendized for discussion and
possible action, the Board member may speak on his or her personal interests in
the matter during the time that the general public speaks on the issue but must
leave the room during Board discussion and action on that item.
4. A Board member will not recommend the employment of a relative by the District. A
Board member will not recommend the employment of a relative to any person known by
the Board member to be bidding for or negotiating a contract with the District.
Handling of Legal Matters
The Board appoints the District’s legal counsel to provide a wide range of professional legal
services, assistance, and legal advice to the Board of Directors, General Manager/CEO and all
District departments and offices.
1. The following guidelines shall be employed by Board members when dealing with legal
and/or other confidential matters:
a. All written materials and verbal information provided to Board members on
matters that are confidential and/or privileged under State law shall be kept in
complete confidence to ensure that the District's position is not compromised. No
disclosure or mention of any information in these materials may be made to
anyone other than Board members, the General Manager/CEO or the District’s
legal counsel.
b. Confidential materials provided in preparation for and during Closed Sessions
shall not be retained, and electronic copies must be deleted or documents
returned to staff at the conclusion of the Closed Session.
c. Confidential materials provided to Board members outside of Closed Sessions
must be destroyed, deleted, or returned to staff within thirty (30) days of their
receipt.
BOARD OF DIRECTORS HANDBOOK 18 MARCH 11, 2020
d. Board members may not request confidential written information from staff that
has not been provided to all Board members.
2. All Board members who are desirous of contact with the District’s legal counsel, his or her
staff, and/or attorney(s) contracted to work on behalf of the District shall obtain prior
approval from the General Manager/CEO. Board members cannot enjoy or establish an
attorney-client relationship with said attorney(s) by consulting with or speaking to same.
Any attorney-client relationship established belongs to the District, acting through the
Board of Directors, and as may be allowed in State law for purposes of defending the
District and/or the Board in the course of litigation and/or administrative procedures, etc.
Ethics Training
AB 1234 requires elected or appointed officials who are compensated for their service or
reimbursed for their expenses to take two hours of training in ethics principles and laws every
two years. Those who enter office after January 1, 2006 must receive the training within a year of
starting their service. They must then receive the training every two years after that.
The training must cover general ethics principles relating to public service and ethic laws
including:
1. Laws relating to personal financial gain by public officials (including bribery and conflict of
interest laws);
2. Laws relating to office-holder perks, including gifts and travel restrictions, personal and
political use of public resources, and prohibitions against gifts of public funds;
3. Governmental transparency laws, including financial disclosure requirements and open
government laws (the Brown Act and Public Records Act);
4. Laws relating to fair processes, including fair contracting requirements, common law bias
requirements, and due process.
Sexual Harassment Prevention Training
AB 1661 requires elected or appointed officials who are compensated for their service or
reimbursed for their expenses to receive at least two hours of sexual harassment prevention
training and education within the first six months of taking office or commencing employment,
and every two years thereafter.
The training must include information and practical guidance regarding the federal and state
statutory provisions concerning the prohibition against, and the prevention and correction of,
sexual harassment and the remedies available to victims of sexual harassment in employment.
Enforcement
Any actual or perceived violation of District policies, including the Code of Conduct, by a Board
member should be referred to the Chair of the Board or the full Board of Directors for
investigation, and consideration of any appropriate action warranted. A violation of this policy
may be addressed by the use of such remedies as are available by law to the District, including
but not limited to:
BOARD OF DIRECTORS HANDBOOK 19 MARCH 11, 2020
1. Reassignment of committee positions;
2. Adoption of a resolution expressing disapproval of the conduct of the Board member who
has violated this policy (i.e., censure);
3. Injunctive relief;
4. Referral of the violation to the District Attorney.
BOARD OF DIRECTORS HANDBOOK 20 MARCH 11, 2020
APPENDIX 1
BOARD MEMBER ACKNOWLEDGEMENT
This Board of Directors Handbook, which includes the Director’s Code of Conduct, shall be
considered to be the definitive document relating to ethical conduct by the East Valley Water
District Board of Directors.
I affirm that I have received a copy of the East Valley Water District Board of Directors Handbook
and that I have read and understand its provisions.
________________________________
Board Member Signature
____________________
Date
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Brown Act Compliance – Open Meeting Requirements
Original Approval Date:
March 14, 2018
Last Revised:
Policy No:
Board of
Directors
Handbook
Page
1 of 2
Purpose
This policy provides guidelines to ensure that all meetings and committees of the Board of
Directors shall be conducted in compliance with all applicable requirements of the Brown Act.
Background
The Legislature adopted the Brown Act (“Act”), generally referred to as California’s “Open
Meetings Laws” in 1964. Except for closed sessions, the Act requires all aspects of the
decision-making process by a legislative body be conducted in public.
Policy
The orderly conduct of District business is guided by certain rules, regulations and procedures
that are intended to afford equal opportunity for input on policy-making decisions to both
Board members and the public. While many governance guidelines are embodied in State law,
others are subject to Board discretion.
Procedure
A. Regular Meeting - Regular meetings of the District Board of Directors will be held on the
second and fourth Wednesday of each month at 5:30 pm at the District office, located at
31111 Greenspot Road, Highland, CA., 92346. The Board will conduct closed session at
4:30 pm and commence the regular board meeting at 5:30 pm. Should the closed session
items require more than the allotted time, the Board will adjourn to open session at 5:30
pm, conduct District business, and then adjourn back into closed session. After closed
session, the Board will reconvene into open session and announce any action taken in the
closed session prior to adjournment of the meeting.
B. Special Meeting – Special meetings of the Board of Directors may be called by the
Chairman of the Board or by a majority of the Board. All Directors and members of the
public who have requested a notice of special meeting shall be notified of the special
meeting at least 24 hours prior to the meeting. The Board shall not add any non-
agendized item to the agenda of a special meeting. Further, no agenda for a special
meeting shall provide an opportunity for the Board to consider the possible addition on
any non-agendized item to the agenda.
EAST VALLEY WATER DISTRICT
Administrative Policies & Programs
Policy Title: Brown Act Compliance – Open Meeting Requirements
Original Approval Date:
March 14, 2018
Last Revised:
Policy No:
Board of
Directors
Handbook
Page
2 of 2
C. Emergency Meetings – In the event of an emergency in which an emergency situation
involving matters upon which prompt action is necessary due to the disruption or
threatened disruption of public facilities, the Board of Directors may hold an emergency
special meeting without complying with the 24-hour notice. An emergency situation
means a crippling disaster which severely impairs public health, safety, or both, as
determined by a majority of the Board. Newspapers of general circulation in the District,
radio and television stations which have requested notice of Special meetings shall be
notified by at least one hour prior to the emergency meeting. In the event that telephone
services are not functioning, the notice requirement of one hour is waived, but the Board,
or its designee, shall notify such newspapers, radio stations, or television stations of the
fact of the holding of the Emergency Special meeting, and of any action taken by the
Board, as soon after the meeting as possible.
Closed session may be held during an Emergency meeting by a unanimous vote of the
members present, and all other rules governing Special meetings shall be observed with
the exception of the 24-hour notice. The minutes of the Emergency meeting, a list of
persons the Board or designee notified or attempted to notify, a copy of the roll call
vote(s), and any actions taken at such meeting shall be posted for a minimum of ten days
in the District office as soon after the meeting as possible.
D. Adjourned Meetings – A majority vote by the Board of Directors may terminate any Board
meeting at any place in the agenda to any time and place specified in the order of
adjournment, except that if no Directors are present at any Regular or Adjourned Regular
meeting, the General Manager/CEO may declare the meeting adjourned to a stated time
and place, and he/she shall cause a written notice of adjournment to be given.
E. Standing Committee Meetings – The meetings of a standing Committees are subject to the
notice an open meeting provisions of the Brown Act.
F. Agendas – The agendas of all Board meetings and all committee meetings that are open to
the public shall be posted in the following locations: (1) the board-room window located
at the District headquarters which is accessible twenty-four (24) hours a day; (2) on-line
at the District’s website known as “eastvalley.org”; and (3) the window of the customer
service department and lobby of the District headquarters.
G. The District Clerk shall ensure that all required and appropriate information is available
for the audience at said meetings, posted on the District’s website, and that the physical
facilities for meetings are functional and appropriate for all persons.
BOARD OF DIRECTORS HANDBOOK
Policies and Programs of the Board of Directors
Policy Title: General Manager/CEO Recruitment Policy
Original Approval Date:
January 10, 2024
Last Revised: Policy No:
Board of
Directors
Handbook
Page
1 of 4
Purpose
The purpose of this policy is to provide a framework and direction to the Board of Directors
for the recruitment and selection of a General Manager/CEO, while promoting fairness,
consistency, transparency, and compliance with associated laws and regulations.
Policy
As stated in the East Valley Water District Board of Director’s Handbook, Chapter 1 – Role
and Authority, it is the authority of the Board of Directors to hire a General Manager/CEO
to manage the day-to-day operations of the District.
Recruitment Process
A. Official Notice
The General Manager/CEO recruitment process will begin when the Board of Directors
receives official written notice of the current General Manager/CEO’s resignation or
retirement, the employment contract is not renewed, or when the employment is
terminated for any reason.
B. Appointment of Ad-Hoc Committee
The Board of Directors will appoint an Ad-Hoc Committee (Committee) to conduct the
planning phases of the General Manager/CEO recruitment. The Ad-Hoc Committee will
be appointed at a regular meeting of the Board of Directors.
Once the Committee is appointed, the Committee members will select a facilitator of
their choice to assist in facilitating the recruitment and selection process.
C. Request for Proposals
The Committee and facilitator will develop a Request for Proposals (RFP) for an
executive recruitment firm. The RFP will be advertised in accordance with the District
policy 7.1.
BOARD OF DIRECTORS HANDBOOK
Policies and Programs of the Board of Directors
Policy Title: General Manager/CEO Recruitment Policy
Original Approval Date:
January 10, 2024
Last Revised: Policy No:
Board of
Directors
Handbook
Page
2 of 4
D. Recruitment Firm Selection
The Committee will review proposals submitted and may interview firms. The
Committee will make a selection based on the selection criteria defined in the RFP.
The Committee will make a recruitment firm recommendation to the full Board of
Directors and the Board of Directors will award a contract to the selected firm at a
meeting of the Board of Directors.
E. Recruitment Plan
The Committee and facilitator will work closely with the selected recruitment firm’s
recruiter on creating a recruitment plan. The plan will include the following:
1) Recruitment and selection timeline with anticipated firm deliverable dates.
2) Recruitment flyer and potential advertising sources and sites.
3) Setting of candidate packet review parameters and interview process(es).
F. Recruitment Posting
Once the position description and design for the recruitment flyer are approved by the
Committee, the recruiter will post the General Manager/CEO recruitment. The
recruitment will be posted for approximately four (4) weeks. During this period the
recruiter will actively advertise the recruitment and identify and contact potential
qualified candidates.
During the posting period, the recruiter will review candidate packets and conduct
prescreening interviews.
Selection Process
A. Applicant Review Process
The recruiter will provide the Committee with an applicant report that includes all
applicant packets and identifies his/her recommendation for first round interviews.
The Committee reviews the recruiter’s applicant report, including applicant packets,
recruiter interview notes, and recruiter recommendations. The Committee then selects
BOARD OF DIRECTORS HANDBOOK
Policies and Programs of the Board of Directors
Policy Title: General Manager/CEO Recruitment Policy
Original Approval Date:
January 10, 2024
Last Revised: Policy No:
Board of
Directors
Handbook
Page
3 of 4
candidates for first-round interviews and the recruiter will contact and schedule those
candidates selected to move forward to the interview process.
B. Interview Process
1. First-Round Interviews
First-round interviews will be conducted by the Committee and recruiter at a
location selected by the Committee. The Committee may choose to include
additional outside panel members.
The Committee and recruiter will take notes during each candidate’s interview.
Discussions will occur after each candidate and at the conclusion of all
interviews, however, only the Committee will rate the candidates.
Upon completion of first-round interviews, the Committee will recommend a
shortlist of candidates to move on to the final interview process with the full
Board of Directors. The recruiter will notify the selected finalists and contact
them once the final interviews have been scheduled.
2. Final Interviews
Final interviews will be conducted by the full Board of Directors during an
agendized closed-session meeting. All Directors will have the opportunity to ask
questions and rate each candidate.
At the completion of these interviews, the full Board of Directors will determine
if another interview or candidate meeting is necessary to make a selection. If it
is deemed that another interview or meeting is not needed, the full Board of
Directors will select their top candidate to begin the Offer Process.
3. Candidate Offer Process
The Committee, recruiter and facilitator will determine the framework of the
candidate offer, including employment terms, salary, benefits, and related items
to be included in the employment agreement. The Committee may ask the
recruiter to perform benefit comparisons from other agencies.
BOARD OF DIRECTORS HANDBOOK
Policies and Programs of the Board of Directors
Policy Title: General Manager/CEO Recruitment Policy
Original Approval Date:
January 10, 2024
Last Revised: Policy No:
Board of
Directors
Handbook
Page
4 of 4
Upon finalization of the candidate offer, the facilitator will present the offer to
the selected candidate. The candidate will review the offer and negotiations
between the candidate and the Committee will commence.
4. Candidate Acceptance, Background Screening, and Employment Agreement
Once the Committee and selected candidate come to an agreement on the offer
and employment terms, the Committee and facilitator will prepare a final
employment agreement.
The Facilitator will begin the background screening process for the selected
candidate which may include employment verification, education verification,
criminal background screening, reference checks, credit check, motor vehicle
check, and additional screenings deemed relevant by the Board of Directors to
verify potential candidate success, within the parameters of background
screening laws and regulations.
Once the background check is complete, the Facilitator will have the selected
candidate sign the employment agreement prior to presenting to the Board of
Directors. The employment agreement will be presented to the full Board of
Directors for consideration and approval at a regular meeting of the Board of
Directors.
If approved, the facilitator will finalize the employment agreement by obtaining
signatures from the President of the Board of Directors and the selected General
Manager/CEO.
BOARD OF DIRECTORS HANDBOOK
Policies and Programs of the Board of Directors
Policy Title: General Manager/CEO Evaluation Policy
Original Approval Date:
December 14, 2016
Last Revised:
January 10, 2024
Policy No:
Board of
Directors
Handbook
Page
1 of 2
Purpose
This policy is designed to ensure that the Board of Directors and the General Manager/CEO
are in sync on carrying out the vision and strategic direction of the District. Evaluation of
the General Manager/CEO can help improve confidence, support professional
development, and enhance productive interactions between the Board, General
Manager/CEO, and District staff.
Policy
It is the policy of East Valley Water District to regularly evaluate the General Manager/CEO
related to performance standards and completion of specified goals and objectives
determined prior to the start of the evaluation process.
The evaluation process will include a self-evaluation prepared by the General Manager/CEO
for the Board’s review, and an evaluation of the General Manager/CEO by the full Board
of Directors.
The evaluation process will be facilitated by the District’s General Counsel or a Facilitator
of the Board of Directors’ choosing, with administrative assistance from staff. The General
Manager/CEO and the Board of Directors will review and approve the evaluation criteria
developed by the Facilitator prior to beginning the evaluation process.
The process will consist of completing evaluation forms, discussions between the
Facilitator and each Director, and will conclude with a final discussion with the full Board
of Directors. The facilitator will provide all necessary forms and will compile final reports
at the end of the evaluation process.
Schedule for Evaluation
The District will initiate the evaluation process at least forty-five (45) days before the
General Manager/CEO’s employment anniversary date, or contract termination date, and
will have final reports prepared and presented to the General Manager/CEO and Board of
Directors no later than thirty (30) days after the General Manager/CEO’s employment
anniversary date, or contract termination date.
BOARD OF DIRECTORS HANDBOOK
Policies and Programs of the Board of Directors
Policy Title: General Manager/CEO Evaluation Policy
Original Approval Date:
December 14, 2016
Last Revised:
January 10, 2024
Policy No:
Board of
Directors
Handbook
Page
2 of 2
Performance Evaluation Procedure
1. Facilitator will contact each Director and explain their role in the evaluation
process along with directions on reviewing the General Manager/CEO’s self-
evaluation and completing the evaluation forms. An evaluation timeline will be
given.
2. The General Manager/CEO will prepare his/her self-evaluation. Once the self-
evaluation is complete, Facilitator will prepare a narrative for the Board of
Directors to review along with the self-evaluation.
3. Once the Directors have reviewed the self-evaluation and Facilitator’s narrative,
Facilitator will conduct discussions with each Director, complete evaluation
forms, and obtain feedback and comments to be used in the final evaluation.
4. After all discussions have been conducted, Facilitator will prepare the final
evaluation reports.
5. A two-part closed-session meeting will be scheduled for the General
Manager/CEO’s performance evaluation. During the first part of the meeting, the
Board of Directors will meet with Facilitator to discuss, agree on, and finalize
the scoring of the evaluation. The General Manager/CEO will be brought in for
the second part of the meeting. Final evaluation reports will be presented from
the Board of Directors to the General Manager/CEO. Discussion may be held
between the General Manager/CEO, Facilitator, and the Board of Directors. The
General Manager/CEO then presents his/her recommended goals and objectives
for the upcoming year.
6. Completed evaluation reports will be maintained in the General Manager/CEO’s
Personnel File in the Human Resources office.
Confidentiality Disclosure
The feedback and comments received during the discussion process will remain
anonymous and Facilitator will only share feedback obtained with the General
Manager/CEO and the Board of Directors.
BOARD OF DIRECTORS HANDBOOK
Policies & Programs of the Board of Directors
Policy Title: Board of Director’s Expense Reimbursement Policy
Original Approval Date:
April 8, 2015
Revised Date:
May 24, 2023
Policy No:
1.1
Page 1 of 3
1.00 PURPOSE
The purpose of this policy is to comply with the provisions of Government Code Sections
53232, 53232.1, 53232.2 and 53232.3, as may be amended from time to time. This
policy shall be applied in the implementation of Ordinance No. 405 of the East Valley
Water District, as may be amended from time to time.
2.00 PROCEDURE
A. Enacted Assembly Bill 1234 provides amendments to the California
Government Code, Section 53232, et seq., which requires the enactment of
policies by public agencies relative to director’s compensation, and
reimbursement of expenses incurred by public officials in performing official
duties.
B. District Ordinance 405 establishes Director’s compensation.
C. Penalties for violations of the law are set forth in Government Code Section
53232.4.
2.01 DEFINITIONS
A. For purposes of this policy, the following definitions shall apply:
1. District: Shall mean the East Valley Water District.
2. Director: Shall mean an elected or appointed member of the Board of
Directors of the District or outside Committee Members.
3. Board: Shall mean the Board of Directors of the District.
4. Ordinance No. 405: Shall mean Ordinance No.405 of the District, as may
be amended from time to time.
2.02 COMPENSATION
The compensation of the Directors shall be as set forth in Ordinance No. 405.
BOARD OF DIRECTORS HANDBOOK
Policies & Programs of the Board of Directors
Policy Title: Board of Director’s Expense Reimbursement Policy
Original Approval Date:
April 8, 2015
Revised Date:
May 24, 2023
Policy No:
1.1
Page 2 of 3
2.03 REIMBURSEMENT FOR EXPENSES INCURRED IN PERFORMING OFFICIAL DUTIES
A. Reimbursement to Directors for actual and necessary expenses incurred in the
performance of authorized duties shall be as set forth in Ordinance No. 405,
Section 1.
1. Registration fees for conferences, seminars, training sessions including
training required under Government Code Section 53234 et seq, shall be paid
by the District in advance, All such registrations shall be made through the
District Clerk. To the extent possible, personal credit cards shall not be used
to pay for registration fees.
2. Cost of Accommodations - Reimbursement for the cost of overnight
accommodations for a conference, seminar, or meeting shall be limited to
the actual and reasonable cost of adequate accommodations. To the extent
possible, lodging should be secured, in advance, through the District Clerk.
3. Transportation – To secure the most economical mode of transportation in
keeping with availability, convenience, and propriety of the District. If
possible, all travel arrangements shall be made through the District Clerk.
When air travel is the most appropriate method of transportation, coach class
shall be utilized. A private automobile may be used when necessary, but only
when it is the least expensive alternative for travel. Mileage shall not be
reimbursed to the extent that the mileage cost exceeds the cost of an
available lower cost alternative form of transportation. A rental car may be
used when appropriate public transportation is unavailable or more expensive
and the cost thereof shall be reimbursed to the Director. Shuttle and metro
services should be used when most appropriate in lieu of a taxi or car rental
and the actual cost shall be reimbursed to the Director.
4. Expenses – A $200 per diem rate guideline is established for the Directors.
The per diem is to be used for meals and other miscellaneous expenses such
as parking fees, not including major transportation or registration fees. If
the indicated guidelines are exceeded, written justification must be attached
to the travel expense report to be approved by the Board of Directors or
approval must be obtained in advance from the Board of Directors for
locations where these amounts may not be practical. If a director exceeds
the established per diem rate, the matter will be automatically referred to
the Board of Directors for consideration.
5. In compliance with Ordinance No. 405, Section 7, after incurring an
authorized expense, the Director shall submit to the District Clerk an Expense
BOARD OF DIRECTORS HANDBOOK
Policies & Programs of the Board of Directors
Policy Title: Board of Director’s Expense Reimbursement Policy
Original Approval Date:
April 8, 2015
Revised Date:
May 24, 2023
Policy No:
1.1
Page 3 of 3
Report in the form as attached hereto collectively as Exhibit “A”. Receipts
for claimed expenses shall be submitted as part of the Expense Report. All
documents related to reimbursable expenditures, including expense reports
and receipts are public records subject to disclosure under the California
Public Records Act. Personal information including credit card numbers may
be redacted from any documents.
6. The following expenses are not reimbursable: alcoholic beverages, parking
or traffic violation fines, entertainment, personal phone calls, auto repairs,
personal auto insurance, the personal portion of any trip, including expenses
for a spouse or family member, and personal losses incurred while performing
District business.
2.04 REPORTING
A. Directors shall provide a brief report either written or oral, on meetings attended
at the expense of the District.
2.05 POLICY VIOLATIONS
A. Violations of the policy shall be as provided in Government Code Section 53232.4.
6.0 EXHIBITS
1. Ordinance No. 405
2. Expense Report
ORDINANCE NO. 405
ORDINANCE OF THE EAST VALLEY WATER DISTRICT,
SAN BERNARDINO COUNTY, CALIFORNIA,
ESTABLISHING COMPENSATION, BENEFITS, AND
AUTHORIZING REIMBURSEMENT OF EXPENSES AND
ESTABLISHING TRAINING REQUIREMENTS FOR THE BOARD
OF DIRECTORS
BE IT ORDAINED by the Board of Directors of the East Valley Water District
("District") as follows:
WHEREAS, it is recognized that each member of the Board of Directors expends
a considerable amount of time and effort serving on committees and attending meetings
including, but not limited to meetings of the Board of Directors; and
WHEREAS, the office of Director is a public service position and should not be
considered an employment position for the purpose of generating income for the Director.
This Ordinance seeks to establish a reasonable and just compensation for the time and
effort put forward by Board members; and
WHEREAS, in consideration for the expenditure of time and effort, it is appropriate
to provide reasonable compensation and to authorize reimbursement of expenses for the
Board of Directors, pursuant to Section 30507 of the Water Code; and
WHEREAS, California Water Code Section 20202 provides that the Board of
Directors may adopt an ordinance authorizing compensation for the Directors for a total
of not more than ten (10) days in any calendar month and in an amount in excess of $100
per day, as may be adjusted each year.
WHEREAS, it is the intent of the East Valley Water District Board of Directors that
any annual compensation increase to the East Valley Water District Board of Directors
permitted under State law not exceed the compensation increase awarded to East Valley
Water District staff for any given year, as described in East Valley Water District's annual
budget; and
WHEREAS, in keeping with the Board of Director's desire to not increase Director
compensation more than what is increased for staff, the Board of Directors intend to
increase Director compensation of East Valley Water District Board of Directors by 5% in
fiscal year 2023-24, 5% in fiscal year 2024-25 and 3% in fiscal year 2024-25.
NOW, THEREFORE, BE IT ORDAINED by the Board of Directors of the District
as follows:
East Valley Water District
Ordinance No. 405
May 24, 2023
Page 1 of 5
Section 1. Compensation. Subject to the limitation of Section 2 of this
Ordinance, each member of the Board of Directors shall be compensated for attending:
(a) Regular, special, emergency, and adjourned meetings of the Board
of Directors.
(b) Regular, special, emergency, and adjourned meetings of a
committee of the Board of Directors, or a committee to which the Board member has been
assigned by the Chairman of the Board of Directors, provided that attendance is as a
member or alternate member of that committee. If the Board member has been assigned
to an outside committee or board which also pays compensation to its committee or board
members, then that compensation shall be accepted by the board member first and, if the
compensation paid by the outside committee or board is less than the compensation set
forth in this Ordinance, the District shall pay the difference.
( c) A conference related to District business provided that such
compensation shall not exceed the duration of the conference plus one day travel time to
the conference and one day travel time from the conference.
(d) A meeting with the District's General Manager or designee
concerning District operations or attendance at the District to perform District business.
( e) City Council meetings, other water agency meetings, and other
community meetings where the member is requested to attend by the Board Chairman,
General Manager, or Board authorization or is making a presentation on the District's
behalf. This prohibition shall not apply to a Director who has held office less than 18
months.
(f) Board Chairman authorized meetings with local, state, or federal
elected officials or their staff members that are related to District business.
(g) Court hearings or other legal proceedings related to District
business, including meetings with District counsel.
(h) Training sessions mandated by law including, but not limited to,
ethics training and harassment training and other relevant training whether provided in
person or through webcast.
(i) The Board of Directors may retroactively approve payment for
attendance at any meeting/event attended by a member of the Board. Board members
shall not be compensated for attending social gatherings, picnics, awards banquets,
holiday events, retirement dinners, and similar functions unless previously approved by
the Board of Directors. Except for Board members with 18 months or less of service on
the Board, Board members shall not be compensated for attending meetings of other
public agencies unless attendance was approved by the Chairman of the Board of
Directors prior to attendance.
East Valley Water District
Ordinance No. 405
May 24, 2023
Page2of5
Section 2. Com pensation Limits. Compensation for attendance at a meeting
and/or conference as specified in Section 1, shall not exceed, on a per day basis, that
amount of compensation as established by the Board, regardless of the number of
meetings and/or conferences that are attended on the same day, provided that the total
compensable days in a calendar month shall not exceed ten days. Attendance shall mean
that the Director is present during not less than seventy-five percent (75%) of the duration
of the meeting or conference presentations.
Section 3. Re portin g. Board members shall report briefly, orally or in writing,
on their respective representative assignment and conference activities. If written, the
reports shall be submitted concurrently with the Director's monthly expense
reimbursement voucher.
Section 4. Directors' Benefits. Members of the Board of Directors are
eligible to enroll in District sponsored group insurance plans available to eligible
employees for health, dental, vision, and life insurance. The benefits allowed to the
members of the Board of Directors shall not be greater than the most generous schedule
of benefits being received by any category of District employees.
(a) Continuation Benefits. Pursuant to California Government Code
Sections 53200-53210, the District may, subject to the terms and
conditions as may be established by the Board, contribute to the cost of
health and dental insurance coverage to former Board members, and
their spouses and dependents, who served in office after January 1 ,
1981; were not first elected to a term of office that began on or after
January 1, 1995; served not less than twelve (12) years on the Board at
the time of termination; and who are otherwise eligible to receive
retirement benefits. The amount and duration of benefits described
under this Section shall be commensurate with and equal to those
benefits provided for in the "Memorandum of Understanding Between
The East Valley Water District and The East Valley Water District
Employee Partnership as amended from time to time, which benefits are
available to District retirees with twenty (10) years or more of service
with the District.
(b) Subject to the terms and conditions as may be established by the Board
of Directors of the District, the District shall make health and welfare
benefits available to its former Board members who do not qualify under
Section 3(a) of this Ordinance, and to the spouses and dependents of
such Board members on a self-pay basis and who otherwise satisfy any
and all additional eligibility requirements imposed by CALPERS. The
election requirements for the insurance coverage provided herein, and
the length of time in which said coverage shall be made available to such
participants upon election, shall be the same as set forth in the
East Valley Water District
Ordinance No. 405
May 24, 2023
Page3of5
continuation of benefits under the "Consolidated Omnibus Budget
Reconciliation Act of 1985".
Section 5. Trainin g. All members of the Board of Directors and executive staff
as designated by the Board shall complete training in the areas of ethics and sexual
harassment as required by and in compliance with applicable law. The District shall
maintain records indicating the dates that District officials completed said training and the
entity that provided the training. The District shall maintain these records for at least five
(5) years after District officials receive the training. The records are public record subject
to disclosure under the "California Public Records Act".
Section 6. Com pensation Amount. The rate of compensation for members of
the Board of Directors of the District shall be $236 .25 for fiscal year 2023-24, $248.06 for
fiscal year 2024-25, $255.50 for fiscal year 2025-26 per day's service.
Section 7. Reimbursement of Ex penses. Each member of the Board of
Directors shall be reimbursed for reasonable out-of-pocket expenses incurred by such
member in performing services rendered pursuant to Section 1, or in performing services
otherwise authorized or ratified by the Board of Directors. Reimbursement for lodging,
conferences, and travel expenses shall be in accordance with District Policy 1.1 Board of
Director's Expense Reimbursement Policy, as may be amended from time to time.
Section 8. Ex pense Vouchers. The Directors shall be paid based upon a duly
executed District approved expense voucher submitted monthly by the Directors. Said
vouchers shall be submitted to the District Clerk by noon Tuesday preceding the first
regular Board Meeting of the following month. Expense vouchers will be accompanied by
the appropriate receipts or affidavit of expense documenting each expense. The Board
of Directors shall retain the discretion to reject reimbursement for expenses not supported
by receipts, determination shall be made at a regularly scheduled Board meeting.
Section 9. Re peal of Prior Ordinances and Resolutions. Ordinance No. 402
is repealed as of the effective date of this Ordinance and this Ordinance shall supersede
any and all other prior ordinances or resolutions in conflict with the provisions hereof.
Section 10. Effective Date. This Ordinance shall become effective 60 days after
adoption.
Adopted this 24th day of May 2023.
East Valley Water District
Ordinance No. 405
May 24, 2023
Page 4 of5
ATTEST:
~~
Michael Moore,>teneraiManager/CEO of
East Valley Water District and
Secretary of the East Valley Water District
Board of Directors
STATE OF CALIFORNIA
COUNTY OF
SAN BERNARDINO
)
)SS
)
Board President of the East Valley
Water District Board of Directors
I, Michael Moore, Secretary of East Valley Water District Board of Directors, DO
HEREBY CERTIFY that the forgoing Ordinance being No. 405, was adopted at a regular
meeting on May 24, 2023, of said District by the following vote:
A YES: Directors: Carrillo, Coats, Goodrich, Morales, Smith
NOES: None
ABSTAIN: None
ABSENT: None
Michael Moore
Board Secretary
East Valley Water District
Ordinance No. 405
May 24, 2023
Page 5 of 5
BOARD OF DIRECTORS HANDBOOK
Policies & Programs of the Board of Directors
Policy Title: Board of Director's Expense Reimbursement Policy
Original Approval Date: Revised Date: Policy No: Page 1 of 3
April 8, 2015 May 24, 2023 1.1
1.00 PURPOSE
The purpose of this policy is to comply with the provisions of Government Code Sections
53232, 53232.1, 53232.2 and 53232.3, as may be amended from time to time. This
policy shall be applied in the implementation of Ordinance No. 405 of the East Valley
Water District, as may be amended from time to time.
2.00 PROCEDURE
A. Enacted Assembly Bill 1234 provides amendments to the California
Government Code, Section 53232, et seq., which requires the enactment of
policies by public agencies relative to director's compensation, and
reimbursement of expenses incurred by public officials in performing official
duties.
B. District Ordinance 405 establishes Director's compensation.
C. Penalties for violations of the law are set forth in Government Code Section
53232.4.
2.01 DEFINITIONS
A. For purposes of this policy, the following definitions shall apply:
1. District: Shall mean the East Valley Water District.
2. Director: Shall mean an elected or appointed member of the Board of
Directors of the District or outside Committee Members.
3. Board: Shall mean the Board of Directors of the District.
4. Ordinance No. 405: Shall mean Ordinance No.405 of the District, as may
be amended from time to time.
2.02 COMPENSATION
The compensation of the Directors shall be as set forth in Ordinance No. 405.
BOARD OF DIRECTORS HANDBOOK
Policies & Programs of the Board of Directors
Policy Title: Board of Director's Expense Reimbursement Policy
Original Approval Date: Revised Date: Policy No: Page 2 of 3
April 8, 2015 May 24, 2023 1.1
2.03 REIMBURSEMENT FOR EXPENSES INCURRED IN PERFORMING OFFICIAL DUTIES
A. Reimbursement to Directors for actual and necessary expenses incurred in the
performance of authorized duties shall be as set forth in Ordinance No. 405,
Section 1.
1 . Registration fees for conferences, seminars, training sessions including
training required under Government Code Section 53234 et seq, shall be paid
by the District in advance, All such registrations shall be made through the
District Clerk. To the extent possible, personal credit cards shall not be used
to pay for registration fees.
2. Cost of Accommodations -Reimbursement for the cost of overnight
accommodations for a conference, seminar, or meeting shall be limited to
the actual and reasonable cost of adequate accommodations. To the extent
possible, lodging should be secured, in advance, through the District Clerk.
3 . Transportation -To secure the most economical mode of transportation in
keeping with availability, convenience, and propriety of the District. If
possible, all travel arrangements shall be made through the District Clerk.
When air travel is the most appropriate method of transportation, coach class
shall be utilized. A private automobile may be used when necessary, but only
when it is the least expensive alternative for travel. Mileage shall not be
reimbursed to the extent that the mileage cost exceeds the cost of an
available lower cost alternative form of transportation. A rental car may be
used when appropriate public transportation is unavailable or more expensive
and the cost thereof shall be reimbursed to the Director. Shuttle and metro
services should be used when most appropriate in lieu of a taxi or car rental
and the actual cost shall be reimbursed to the Director.
4. Expenses -A $200 per diem rate guideline is established for the Directors.
The per diem is to be used for meals and other miscellaneous expenses such
as parking fees, not including major transportation or registration fees. If
the indicated guidelines are exceeded, written justification must be attached
to the travel expense report to be approved by the Board of Directors or
approval must be obtained in advance from the Board of Directors for
locations where these amounts may not be practical. If a director exceeds
the established per diem rate, the matter will be automatically referred to
the Board of Directors for consideration.
5. In compliance with Ordinance No. 405, Section 7, after incurring an
authorized expense, the Director shall submit to the District Clerk an Expense
BOARD OF DIRECTORS HANDBOOK
Policies & Programs of the Board of Directors
Policy Title: Board of Director's Expense Reimbursement Policy
Original Approval Date: Revised Date: Policy No: Page 3 of 3
April 8, 2015 May 24, 2023 1.1
Report in the form as attached hereto collectively as Exhibit "A". Receipts
for claimed expenses shall be submitted as part of the Expense Report. All
documents related to reimbursable expenditures, including expense reports
and receipts are public records subject to disclosure under the California
Public Records Act. Personal information including credit card numbers may
be redacted from any documents.
6. The following expenses are not reimbursable: alcoholic beverages, parking
or traffic violation fines, entertainment, personal phone calls, auto repairs,
personal auto insurance, the personal portion of any trip, including expenses
for a spouse or family member, and personal losses incurred while performing
District business.
2.04 REPORTING
A. Directors shall provide a brief report either written or oral, on meetings attended
at the expense of the District.
2.05 POLICY VIOLATIONS
A. Violations of the policy shall be as provided in Government Code Section 53232.4.
6.0 EXHIBITS
1 . Ordinance No. 405
2. Expense Report
Agenda Item
#4b
August 14, 20241
Meeting Date: August 14, 2024
Agenda Item #4b
Discussion Item
Regular Board Meeting
TO: Governing Board Members
FROM: General Manager/CEO
SUBJECT: Consider Approval of Cancellation of the September 11, 2024 Regular Board
Meeting
RECOMMENDATION
That the Board of Directors approve the cancellation of the September 11, 2024 regular
Board meeting.
BACKGROUND / ANALYSIS
East Valley Water District’s regular Board meetings occur on the 2nd and 4th
Wednesdays of each month. In the month of September, these meetings fall on the
11th and 25th.
The Board of Directors is being asked to consider canceling the September 11th regular
Board meeting due to it falling during the California Special Districts Association’s
Annual Conference, and several Board members and staff will be attending the
conference.
The cancellation will not impact District operations, and routine items will be scheduled
accordingly.
AGENCY GOALS AND OBJECTIVES
I - Implement Effective Solutions Through Visionary Leadership
C. Strengthen Regional, State and National Partnerships
II - Maintain a Commitment To Sustainability, Transparency, and Accountability
B. Utilize Effective Communication Methods
REVIEW BY OTHERS
This agenda item has been reviewed by Administration.
FISCAL IMPACT
There is no fiscal impact associated with this agenda item.
Agenda Item
#4b
August 14, 20242
Meeting Date: August 14, 2024
Agenda Item #4b
Discussion Item
Recommended by:
________________
Michael Moore
General Manager/CEO
Respectfully submitted:
________________
Justine Hendricksen
District Clerk
ATTACHMENTS
No attachments