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HomeMy WebLinkAboutAgenda Packet - Legislative & Public Outreach Committee - 08/21/2025LEGISLATIVE & PUBLIC OUTREACH COMMITTEE AUGUST 21, 2025 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. COMMITTEE MEMBERS James Morales Jr. Governing Board Member Ronald L. Coats Governing Board Member Legislative & Public Outreach Committee Meeting August 21, 2025 ­ 1:00 PM 31111 Greenspot Road, Highland, CA 92346 www.eastvalleywater.gov PLEASE NOTE: Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection in the District’s office located at 31111 Greenspot Rd., Highland, during normal business hours. Also, such documents are available on the District’s website at eastvalley.org and are subject to staff’s ability to post the documents before the meeting. Pursuant to Government Code Section 54954.2(a), any request for a disability­related modification or accommodation, including auxiliary aids or services, that is sought in order to participate in the above agendized public meeting should be directed to the District Clerk at (909) 885­4900 at least 72 hours prior to said meeting. CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL OF BOARD MEMBERS PUBLIC COMMENTS Any person wishing to speak to the Board of Directors is asked to complete a Speaker Card and submit it to the District Clerk prior to the start of the meeting. Each speaker is limited to three (3) minutes, unless waived by the Chairman of the Board. Under the State of California Brown Act, the Board of Directors is prohibited from discussing or taking action on any item not listed on the posted agenda. The matter will automatically be referred to staff for an appropriate response or action and may appear on the agenda at a future meeting. 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. 1.Approval of the June 12, 2025 Legislative & Public Outreach Committee meeting minutes. INFORMATIONAL ITEMS 2.Legislative Update DISCUSSION ITEMS 3.Facility Use Policy Update REPORTS 4.Public Affairs/Conservation Activities ADJOURN LEGISLATIVE & PUBLIC OUTREACH COMMITTEEAUGUST 21, 2025East 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.COMMITTEE MEMBERS James Morales Jr. Governing Board Member Ronald L. Coats Governing Board Member Legislative & Public Outreach Committee Meeting August 21, 2025 ­ 1:00 PM 31111 Greenspot Road, Highland, CA 92346 www.eastvalleywater.gov PLEASE NOTE: Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection in the District’s office located at 31111 Greenspot Rd., Highland, during normal business hours. Also, such documents are available on the District’s website at eastvalley.org and are subject to staff’s ability to post the documents before the meeting. Pursuant to Government Code Section 54954.2(a), any request for a disability­related modification or accommodation, including auxiliary aids or services, that is sought in order to participate in the above agendized public meeting should be directed to the District Clerk at (909) 885­4900 at least 72 hours prior to said meeting. CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL OF BOARD MEMBERS PUBLIC COMMENTS Any person wishing to speak to the Board of Directors is asked to complete a Speaker Card and submit it to the District Clerk prior to the start of the meeting. Each speaker is limited to three (3) minutes, unless waived by the Chairman of the Board. Under the State of California Brown Act, the Board of Directors is prohibited from discussing or taking action on any item not listed on the posted agenda. The matter will automatically be referred to staff for an appropriate response or action and may appear on the agenda at a future meeting. 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. 1.Approval of the June 12, 2025 Legislative & Public Outreach Committee meeting minutes. INFORMATIONAL ITEMS 2.Legislative Update DISCUSSION ITEMS 3.Facility Use Policy Update REPORTS 4.Public Affairs/Conservation Activities ADJOURN LEGISLATIVE & PUBLIC OUTREACH COMMITTEEAUGUST 21, 2025East 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.COMMITTEE MEMBERSJames Morales Jr.Governing Board Member Ronald L. CoatsGoverning Board MemberLegislative & Public Outreach Committee MeetingAugust 21, 2025 ­ 1:00 PM31111 Greenspot Road, Highland, CA 92346www.eastvalleywater.govPLEASE NOTE:Materials related to an item on this agenda submitted to the Board after distribution of theagenda packet are available for public inspection in the District’s office located at 31111Greenspot Rd., Highland, during normal business hours. Also, such documents are availableon the District’s website at eastvalley.org and are subject to staff’s ability to post thedocuments before the meeting. Pursuant to Government Code Section 54954.2(a), any request for a disability­related modification or accommodation, including auxiliary aids or services, that is sought in order to participate in the above agendized public meeting should be directed to the District Clerk at (909) 885­4900 at least 72 hours prior to said meeting. CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL OF BOARD MEMBERS PUBLIC COMMENTS Any person wishing to speak to the Board of Directors is asked to complete a Speaker Card and submit it to the District Clerk prior to the start of the meeting. Each speaker is limited to three (3) minutes, unless waived by the Chairman of the Board. Under the State of California Brown Act, the Board of Directors is prohibited from discussing or taking action on any item not listed on the posted agenda. The matter will automatically be referred to staff for an appropriate response or action and may appear on the agenda at a future meeting. 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. 1.Approval of the June 12, 2025 Legislative & Public Outreach Committee meeting minutes. INFORMATIONAL ITEMS 2.Legislative Update DISCUSSION ITEMS 3.Facility Use Policy Update REPORTS 4.Public Affairs/Conservation Activities ADJOURN Agenda Item #1 August 21, 20251 Meeting Date: August 21, 2025 1 6 2 2 Regular Meeting TO: Committee Members FROM: Public Affairs/Conservation Manager SUBJECT: Approval of the June 12, 2025 Legislative & Public Outreach Committee meeting minutes. RECOMMENDATION That the Legislative & Public Outreach Committee approve the June 12, 2025 meeting minutes. DISTRICT PILLARS AND STRATEGIES V - Community Engagement, Advocacy, and Leadership a. Utilize Effective Communication Methods to Foster Exceptional Community Relations FISCAL IMPACT There is no fiscal impact associated with this agenda item. Respectfully submitted: ________________ William Ringland Public Affairs/Conservation Manager ATTACHMENTS Draft June 12, 2025 Legislative & Public Outreach Meeting Minutes 06-12-2025 cmc 2 2 4 5 Draft Pending Approval EAST VALLEY WATER DISTRICT JUNE 12, 2025 LEGISLATIVE & PUBLIC OUTREACH COMMITTEE MINUTES PUBLIC COMMENTS APPROVAL OF THE APRIL 10, 2025 COMMITTEE MEETING MINUTES PUBLIC AFFAIRS PROGRAM STRATEGY 06-12-2025 cmc 2 2 4 5 CONSERVATION UPDATE The Conservation Coordinator provided an update on progress for the current fiscal year, highlighting the depletion of rebate funds, participation in community workshops, events hosted at the Highland Library and Monterey Elementary School, and classroom presentations reaching over 530 students. She also stated that the District will continue to meet regulatory compliance requirements by classifying the commercial, industrial, and institutional users into categories, identifying landscapes with mixed use meters and dedicated irrigation meters, enhancing the current rebate programs, and creating short videos with water use efficiency tips. Information only. The Public Affairs/Conservation Manager provided an update on department activities including monitoring legislative bills SB 360, AB 532 and the State’s budget. He shared that the Districts lobbyists will provide an update at the August meeting. Information only. The meeting was adjourned at 12:39 p.m. _______________________________________ _______________________________________ James Morales, Jr.Ronald Coats Director Director Agenda Item #2 August 21, 20251 Meeting Date: August 21, 2025 1 6 3 0 Regular Meeting TO: Committee Members FROM: Public Affairs/Conservation Manager SUBJECT: Legislative Update RECOMMENDATION This agenda item is for informational purposes only, no action is required. BACKGROUND / ANALYSIS District staff, in coordination with our legislative advocates, continue to closely follow the current legislative session, tracking more than 89 bills with potential impacts on East Valley Water District’s operations. This year’s legislation has spanned a wide range of topics affecting water and wastewater services, including affordability, PFAS regulation, and fire protection water supplies. Among the key bills staff are monitoring: SB 350 – Water Rate Assistance Program AB 532 – Water Rate Assistance Program AB 794 – Emergency Regulations under the California Safe Drinking Water Act SB 454 – PFAS Mitigation Program SB 682 – Regulation of PFAS Substances SB 394 – Water Theft and Fire Hydrant Protection District staff remain active participants in working groups and advocacy initiatives led by the Association of California Water Agencies (ACWA), California Association of Sanitation Agencies (CASA), and the California Special Districts Association (CSDA). These partnerships are vital in communicating the District’s perspectives, staying informed on policy developments, and working alongside other local agencies to address shared concerns. The District will continue its active involvement in tracking legislation and regulatory developments to ensure our priorities and challenges are effectively communicated to state leaders. Agenda Item #2 August 21, 20252 Meeting Date: August 21, 2025 1 6 3 0 DISTRICT PILLARS AND STRATEGIES V - Community Engagement, Advocacy, and Leadership c. Enhance Legislative Advocacy to Promote Water Security and Sustainability FISCAL IMPACT There is no fiscal impact associated with this agenda item. Respectfully submitted: ________________ William Ringland Public Affairs/Conservation Manager ATTACHMENTS Presentation Legislative & Public Outreach Committee August 21, 2025 Legislative Update RESOLUTE CAPITOL OVERVIEW •Summer recess ends August 18 •Session ends September 12 •Issues to be tackled include: •Cap & trade/cap & invest •Redistricting •Additional budget adjustments. •Senate changes 2 STATUS OF KEY 2025 LEGISLATION Low Income Rate Assistance Legislation •SB 350 (Durazo) - State Program - Held in Appropriations •AB 532 (Ransom) - Clear Authorization of Local Programs - To be heard 8/18 in Senate Appropriations 3 STATUS OF KEY 2025 LEGISLATION PFAS •AB 794 (Gabriel) - MCLs/PFAS - Inactive File •SB 454 (McNerney) - PFAS Fund - Assembly Suspense File •SB 682 (Allen) - Restrictions of PFAS in Products - Assembly Appropriations Water Theft •SB 394 (Allen) - Water theft/Fire Hydrants - Senate Concurrence 4 2025 STATE BUDGET •2025-26 budget set to spend $228 billion General Fund •About $17 billion more than the 2024-25 budget (despite deficit) •Budget solutions for 25/26: 5 •Future Projections: 2025 BUDGET HIGHLIGHTS •Some general fund water monies cut back, including: •$51 million for water recycling •$47 million for dam safety •$15 million for flood projects •Proposition 4 appropriations still pending •Significant CEQA reform for housing passed in budget •Reform includes language for limited water projects •Delta Conveyance related streamlining pulled from budget trailer bills 6 PENDING BUDGET RELATED WORK •“Cap and Trade”, now “Cap and Invest” reauthorization •$3 billion a year for projects: •High Speed Rail •CALFIRE •Other priorities •CEQA reform and related cleanup 7 Questions? Agenda Item #3 August 21, 20251 Meeting Date: August 21, 2025 1 6 2 6 Regular Meeting TO: Committee Members FROM: Public Affairs/Conservation Manager SUBJECT: Facility Use Policy Update RECOMMENDATION That the Legislative & Public Outreach Committee recommend that the Board of Directors review and approve the revisions to the Facility Use Policy as submitted. BACKGROUND / ANALYSIS East Valley Water District (District) owns and operates two facilities that can provide public benefits for the community to rent the facilities for their event. The Headquarters and Sterling Natural Resource Center (SNRC) have a portion of the facility available for use by community members and partners. The District evaluated the public benefit of renting the event space for public events and created a Facility Use Policy in 2014 with administrative guidelines and fees for the facilities. The Facility Use Policy was reviewed by the Board in January, 2023. The policy was changed to incorporate rates for the new SNRC. Staff regularly conducts a comprehensive review of District policies, including the Facility Use Policy, to ensure the policies and respective fees are aligned with current operating procedures. In the latest review of the Facility Use Policy, staff evaluated the current rental rates for various user groups, including community-based organizations, public agencies, and private events. Staff assessed the costs associated with facility use during regular business hours versus after-hours usage, recognizing the additional staffing and operational impacts that come with evening and weekend reservations. During this review, staff also assessed factors such as inflation, operational/maintenance costs, and labor rates. These financial realities have created a need to reassess the existing fee schedule to ensure the District can continue to provide safe, high-quality facilities while maintaining fiscal responsibility. Utilizing District event space provides a benefit to the community and an affordable venue that has been widely utilized since the program implementation over ten years ago. The District has seen a diverse interest in both venues. The policy modifications Agenda Item #3 August 21, 20252 Meeting Date: August 21, 2025 1 6 2 6 will allow staff to clearly communicate rental requirements, enhance use of space by community organizations and ensure the program is financially self-sustaining. DISTRICT PILLARS AND STRATEGIES FISCAL IMPACT ________________ ATTACHMENTS Legislative & Public Outreach Committee August 21, 2025 Facility Use Policy Update FACILITY USE PROGRAM BACKGROUND •Enhances community engagement at District facilities •Strengthens community relationships •Public Agencies •Nonprofit Organizations •Community Groups •District Residents •Promote positive public interactions •Recover actual costs for non-District sponsored events 2 FACILITY USE PROGRAM BACKGROUND •District Headquarters •Available since 2014 •Includes: •Scenic views •Boardroom •Kitchen •Patio •Lobby •Designed for smaller events 3 FACILITY USE PROGRAM BACKGROUND •Sterling Natural Resource Center – Administrative Building •Available since 2022 •Includes: •Banquet Hall •Conference rooms •Kitchen •Park •Designed for larger sized events 4 UTILIZATION OF PROGRAM •Facility Rentals FY 2024-25 - 117 •Estimated number of people - over 10,000 •Types of organizations: •San Bernardino County Probation •San Bernardino City USD •San Bernardino County Sheriffs – Coroner & Central Detention Center divisions •City of Highland •Rotary North •Tomorrow’s Talent •WateReuse 5 CURRENT POLICY •Establishes a strong foundation of guidelines •Reviewed and assessed to ensure it is meeting District goals •Ensures cost are fair and equitable 6 RECOMMENDED UPDATES •No vehicles driven beyond gates or bollards •Protective tarp/covering under outside food vendors using grease or oil •Group D adjustment •Changing Group D to D1 and D2 based on day of booking •Increases in fees based on inflation and labor increases 7 SAMPLE FEE CHANGE 8 Facility Use Time: Weekday, 8 a.m. – 4 p.m. Group D Group D1 Current Proposed Increase of $255 Facility Use (Flat Fee)1 @ $475 =$475 Facility Use Rental (Hourly Fee)* 8 @ $0 =$0 Security Deposit (refundable)1 @ $100 =$100 Microphone/Projector Deposit (refundable)1 @ $50 =$50 *only applies for afterhours events Total $625 Total Minus Deposits $475 Facility Use (Flat Fee)1 @ $500 =$500 Facility Use Rental (Hourly Fee)* 2 @ $115 =$230 Security Deposit (refundable)1 @ $250 =$250 *applies to afterhours or beyond the six included Total $980 Total Minus Deposits $730 NEXT STEPS •Recommendation from the Legislative & Public Outreach Committee to take this to a future Board of Directors Meeting for approval •Implementation timeline (if approved) •Updated policy will become effective January 1, 2026 •Events currently booked will be grandfathered in •12 bookings secured at time of staff report •Once adopted: •Staff will update applications •Create a user-friendly version of the fee schedule •Monitor Facility Use Policy for feedback 9 QUESTIONS? EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Facility Use Policy Approval Date: January 25, 2023 Policy No: 6.4 Page 1 of 11 2 3 4 4 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. Facility use fees are based on the cost to operate each event. Some groups pay the full cost plus a portion of capital expenses, while others receive discounted rates depending on their group type. 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 11 2 3 4 4 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 Revised policy adoption: tbd This policy shall be reviewed by the Board of Directors at least every two years, and may be revisited sooner should the need arise. Application Procedures A. An individual or representative of a group (Applicant) may inquire about the availability of a specific facility, date and time as well as rental rates by telephone or in-person at the facility during regular District 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. EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Facility Use Policy Approval Date: January 25, 2023 Policy No: 6.4 Page 3 of 11 2 3 4 4 G. Upon approval of an application, the applicant may not transfer, assign, or sublet use of the Facility or apply for use on behalf of another person or organization. H. Applications shall be accompanied by proof of liability insurance consistent with the provisions of this Policy, a refundable cleaning security 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 due to District needs, 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. EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Facility Use Policy Approval Date: January 25, 2023 Policy No: 6.4 Page 4 of 11 2 3 4 4 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. 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. D. Fees for Group D reservations will vary based on the day of the week and the time scheduled. a.D1 (Monday through Friday during regular District business hours): A Facility Use (Flat Rate) will apply and includes up to six hours of facility use. Any time used before District business hours or beyond the included six hours will be charged at the standard Facility Use Rental (Hourly fee). b.D2 (Saturday and Sunday): In addition to the Facility Use (Flat Rate), all reserved hours will be charged at the standard Facility Use Rental (Hourly Fee). 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. EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Facility Use Policy Approval Date: January 25, 2023 Policy No: 6.4 Page 5 of 11 2 3 4 4 C. Animals are not permitted inside the facilities, except those designated as service animals. D. Any user group desiring to charge an admission fee and/or donation or sell any items must submit a written request with the Facility Use Application and receive written authorization from the District. Additional insurance may be required. E. Illegal activities shall not be permitted. All groups and individuals using a facility shall comply with City, County, State, and Federal laws. Fighting, gambling, and lewd conduct are prohibited. F. Amplified music and/or sound systems, including public address systems, DJ’s, karaoke, bands, will not be permitted without prior written approval. G. Advertising materials may be left with the District for approval and may be displayed when deemed appropriate and as space permits. Any items posted, which have not been approved,will be removed and discarded. H. No signs or decorations are to be taped, nailed or otherwise attached to walls, windows, ceilings, or window coverings. No rice, birdseed, confetti, glitter, 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.Vehicles are not permitted to be driven on District property beyond any gate or bollard without prior approval from District staff. Unauthorized vehicle access may result in the immediate forfeiture of the security deposit. I.J.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.K.Storage is not provided at the facilities. L.Food and beverage must remain in designated areas. K.M.Any food vendors operating outside and utilizing grease or oils must place a protective tarp or covering beneath all cooking areas to prevent spills on the concrete; failure to comply will result in immediate forfeiture of the security deposit. L.N.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.O.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.P.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 EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Facility Use Policy Approval Date: January 25, 2023 Policy No: 6.4 Page 6 of 11 2 3 4 4 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. 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. EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Facility Use Policy Approval Date: January 25, 2023 Policy No: 6.4 Page 7 of 11 2 3 4 4 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 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.A.Tables and, chairs, and a bar 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, and flags. EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Facility Use Policy Approval Date: January 25, 2023 Policy No: 6.4 Page 8 of 11 2 3 4 4 C. Kitchen amenities include: oven; refrigerator; dishwasher; counter space; microwave; and sink. Fees & Deposits A. To hold a date, a minimum deposit payment 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. a security deposit, which is refundable provided there are no damages to the facility and the event does not exceed the allotted time. 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 in writing 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. 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 EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Facility Use Policy Approval Date: January 25, 2023 Policy No: 6.4 Page 9 of 11 2 3 4 4 Fee Schedule - Headquarters Group D*Group A Group B Group C D1 D2* Group E* Facility Use (Flat fee) No Charge (NC)$500/event N/A N/A $500/even t $500/event Facility Use Rental (Hourly fee)NC NC N/A N/A $185/hour $185/hour Security Deposit + A/V NC $250 N/A N/A $250 $250 Alcohol Deposit**NC $500 N/A N/A $500 $500 Security Guard †NC $30.95/hou r N/A N/A $30.95/ho ur $30.95/hour Tables and Chairs Set-up NC NC N/A N/A $200 $200 *Groups D2 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 †Pass through fee based on vendor contract O Hourly charge only applies for after-hours events †Pass through fee based on vendor contract Additional Amenities Security Guard †NC $30.95/hour N/A $30.95/hour $30.95/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 10 of 11 2 3 4 4 Fee Schedule - SNRC Group D*Group A Group B Group C D1O D2*Group E* Facility Use (Flat fee) No Charge (NC) $500/even t Agreement Specific $500/even t $500/even t $1,295/eve nt Facility Use Rental (Hourly fee)NC NC Agreement Specific $115/hour $185/hour $185/hour Security Deposit + A/V NC $250 $250 $250 $250 $250 Alcohol Deposit**NC $500 $500 $500 $500 $500 Security Guard †NC $30.95/ho ur $30.95/ho ur $30.95/ho ur $30.95/ho ur $30.95 /hou r 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 $30.95/hour $30.95/hour $30.95/hour $30.95/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: Facility Use Policy Approval Date: January 25, 2023 Policy No: 6.4 Page 11 of 11 2 3 4 4 Tables and Chairs Set- up NC $130 Agreement Specific $330 $330 $330 O Group D1 pays a facility use hourly fee after the included six hours and/or before regular District business hours *Groups D2 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 †Pass through fee based on vendor contract Linens, cutlery, and decorations are not provided by the District.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.