HomeMy WebLinkAboutAgenda Packet - Finance & Human Resources Committee - 04/08/2025FINANCE & HUMAN RESOURCES COMMITTEE
APRIL 8, 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
David E. Smith
Governing Board Member
Ronald L. Coats
Governing Board Member
Finance & Human Resources Committee Meeting
April 08, 2025 1:30 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.
In order to comply with legal requirements for posting of agenda, only those items filed
with the District Clerk by 12:00 p.m. on Wednesday prior to the following Wednesday
meeting not requiring departmental investigation, will be considered by the Board of
Directors.
CALL TO ORDER
PLEDGE OF ALLEGIANCE
ROLL CALL OF BOARD MEMBERS
PUBLIC COMMENTS
Any person wishing to speak to the Board of Directors is asked to complete a Speaker Card
and submit it to the District Clerk prior to the start of the meeting. Each speaker is limited to
three (3) minutes, unless waived by the Chairman of the Board. Under the State of California
Brown Act, the Board of Directors is prohibited from discussing or taking action on any item
not listed on the posted agenda. The matter will automatically be referred to staff for an
appropriate response or action and may appear on the agenda at a future meeting.
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.Approve the February 11, 2025 Finance & Human Resources Committee Meeting
Minutes
INFORMATIONAL ITEMS
2.Update on District Compliance with New Legal Obligations Under AB 2561 Requiring
Public Agencies to Present Annual Update on Vacancies and Recruitment and
Retention Efforts.
3.Fiscal Year 202526 Proposed Capital Improvement Program Budget
DISCUSSION ITEMS
4.Set the day and time for holding recurring meetings
REPORTS
5.Finance Activities
6.Human Resource Activities
ADJOURN
FINANCE & HUMAN RESOURCES COMMITTEEAPRIL 8, 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
David E. Smith
Governing Board Member
Ronald L. Coats
Governing Board Member
Finance & Human Resources Committee Meeting
April 08, 2025 1:30 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.
In order to comply with legal requirements for posting of agenda, only those items filed
with the District Clerk by 12:00 p.m. on Wednesday prior to the following Wednesday
meeting not requiring departmental investigation, will be considered by the Board of
Directors.
CALL TO ORDER
PLEDGE OF ALLEGIANCE
ROLL CALL OF BOARD MEMBERS
PUBLIC COMMENTS
Any person wishing to speak to the Board of Directors is asked to complete a Speaker Card
and submit it to the District Clerk prior to the start of the meeting. Each speaker is limited to
three (3) minutes, unless waived by the Chairman of the Board. Under the State of California
Brown Act, the Board of Directors is prohibited from discussing or taking action on any item
not listed on the posted agenda. The matter will automatically be referred to staff for an
appropriate response or action and may appear on the agenda at a future meeting.
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.Approve the February 11, 2025 Finance & Human Resources Committee Meeting
Minutes
INFORMATIONAL ITEMS
2.Update on District Compliance with New Legal Obligations Under AB 2561 Requiring
Public Agencies to Present Annual Update on Vacancies and Recruitment and
Retention Efforts.
3.Fiscal Year 202526 Proposed Capital Improvement Program Budget
DISCUSSION ITEMS
4.Set the day and time for holding recurring meetings
REPORTS
5.Finance Activities
6.Human Resource Activities
ADJOURN
FINANCE & HUMAN RESOURCES COMMITTEEAPRIL 8, 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 MEMBERSDavid E. SmithGoverning Board Member Ronald L. CoatsGoverning Board MemberFinance & Human Resources Committee MeetingApril 08, 2025 1:30 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 disabilityrelatedmodification or accommodation, including auxiliary aids or services, that is sought in orderto participate in the above agendized public meeting should be directed to the District Clerkat (909) 8854900 at least 72 hours prior to said meeting.
In order to comply with legal requirements for posting of agenda, only those items filed
with the District Clerk by 12:00 p.m. on Wednesday prior to the following Wednesday
meeting not requiring departmental investigation, will be considered by the Board of
Directors.
CALL TO ORDER
PLEDGE OF ALLEGIANCE
ROLL CALL OF BOARD MEMBERS
PUBLIC COMMENTS
Any person wishing to speak to the Board of Directors is asked to complete a Speaker Card
and submit it to the District Clerk prior to the start of the meeting. Each speaker is limited to
three (3) minutes, unless waived by the Chairman of the Board. Under the State of California
Brown Act, the Board of Directors is prohibited from discussing or taking action on any item
not listed on the posted agenda. The matter will automatically be referred to staff for an
appropriate response or action and may appear on the agenda at a future meeting.
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.Approve the February 11, 2025 Finance & Human Resources Committee Meeting
Minutes
INFORMATIONAL ITEMS
2.Update on District Compliance with New Legal Obligations Under AB 2561 Requiring
Public Agencies to Present Annual Update on Vacancies and Recruitment and
Retention Efforts.
3.Fiscal Year 202526 Proposed Capital Improvement Program Budget
DISCUSSION ITEMS
4.Set the day and time for holding recurring meetings
REPORTS
5.Finance Activities
6.Human Resource Activities
ADJOURN
Agenda Item
#1
April 8, 20251
Meeting Date: April 8, 2025
Agenda Item #1
Consent Item
1
4
8
7
Regular Meeting
TO: Committee Members
FROM: Chief Financial Officer
SUBJECT: Approve the February 11, 2025 Finance & Human Resources Committee
Meeting Minutes
RECOMMENDATION
That the Finance & Human Resources Committee approve the February 11, 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:
________________
Brian Tompkins
Chief Financial Officer
ATTACHMENTS
February 11, 2025 Minutes
Page 1 of 2
2
1
5
1
Draft pending approval
EAST VALLEY WATER DISTRICT February 11, 2025
FINANCE & HUMAN RESOURCES COMMITTEE MEETING
MINUTES
PUBLIC COMMENTS
APPROVAL OF CONSENT CALENDAR
2025 EMPLOYMENT LAW UPDATES
Page 2 of 2
2
1
5
1
REVIEW UNFUNDED ACCRUED LIABILITY PENSION MANAGEMENT POLICY 7.8
The Chief Financial Officer gave a presentation on the District’s Pension Liability
Management. He discussed the District’s history with CalPERS and strategies used to help
reduce Unfunded Accrued Liability (UAL). He also stated that during each budget cycle,
staff will present all pension management recommendations to the Board, as written in
Policy 7.8.
Information only, no action required.
The Chief Financial Officer gave a brief presentation of revenues; presented by Fund
(Water, Wastewater, and Reclamation). He stated although there was an increase in
revenue from the Water Fund and decrease from the Reclamation Fund, the mid-year
budget review will propose a net increase to projected revenue of $212K.
Information only, no action required.
The Chief Financial Officer reported that the District received final reimbursement of $11M
from the State Water Resources Control Board for the SNRC project. He also
congratulated Mark Hokanson on his promotion from Accountant to Senior Accountant.
The General Manager/CEO gave updates on recruitment and retirement.
The meeting adjourned at 2:20 p.m.
Ronald L. Coats David E. Smith
Governing Board Member Governing Board Member
Agenda Item
#2
April 8, 20251
Meeting Date: April 8, 2025
Agenda Item #2
Informational Item
1
3
7
5
Regular Meeting
TO: Committee Members
FROM: General Manager/CEO
SUBJECT: Update on District Compliance with New Legal Obligations Under AB 2561
Requiring Public Agencies to Present Annual Update on Vacancies and Recruitment and
Retention Efforts.
RECOMMENDATION
This agenda item is for informational purposes only, no action is required.
BACKGROUND / ANALYSIS
Executive Summary:
AB 2561 requires public agencies, including East Valley Water District to hold at least
one (1) public hearing per fiscal year to discuss employment vacancies and recruitment
and retention efforts. This report discusses the District’s legal obligations under the new
law, which took effect January 1, 2025, and the District’s plan for compliance.
AB 2561 was introduced to address the issue of job vacancies in local government,
which adversely affects the delivery of public services and employee workload. Among
other requirements, the bill mandates that public agencies present the status of
vacancies and recruitment and retention efforts during a public hearing before the
agency’s governing body at least once per fiscal year.
In compliance with the new legal obligations, the District is required to do the following:
1. Public Hearing: At least once each fiscal year, at a public hearing before the Board of
Directors, the District shall present information regarding the status of vacancies and
recruitment and retention efforts and identify any necessary changes to policies,
procedures, and recruitment activities that may lead to obstacles in the hiring process.
This public hearing before the Board of Directors has been scheduled for May 14, 2025.
Staff will present the status of vacancies and the District’s creative recruitment and
retention efforts that have proved successful in filling vacancies quickly and keeping the
District’s non-retirement turnover very low.
2. Employee Organization Participation: Allow the recognized employee organization for
each bargaining unit at the District to make presentations during the public hearing
concerning vacancies and recruitment and retention efforts.
Agenda Item
#2
April 8, 20252
Meeting Date: April 8, 2025
Agenda Item #2
Informational Item
1
3
7
5
The East Valley Water District Employee Partnership (EVWDEP) is the recognized
employee organization for represented employees of the District. Staff will inform the
EVWDEP representatives of the public hearing and their rights to present during the
hearing at least 4 weeks prior to the hearing.
3. Additional Reporting for High Vacancy Rates: If vacancies within a single bargaining
unit meet or exceed 20% of authorized full-time positions in that bargaining unit, upon
request of the recognized employee organization for that bargaining unit, the District
must provide additional information during the public hearing, including the following:
(1) the total number of vacancies; (2) the number of applicants; (3) the average time
to fill positions; and (4) opportunities to improve compensation and working conditions
for employees in the bargaining unit.
The District’s vacancy rate falls well below 20%. Our current vacancy rate is 2.2%,
therefore, the District does not have to comply with the additional reporting
requirements.
To gain a thorough understanding of AB 2561, and to ensure compliance with the
public hearing requirements, staff attended the Liebert Cassidy Whitmore Employment
Law Firm’s training on complying with AB 2561. Staff will continue to monitor the
District’s employment vacancy rate and provide a public hearing each spring.
DISTRICT PILLARS AND STRATEGIES
III - Organizational Resiliency
b. Promote a Positive Organizational Culture
FISCAL IMPACT
This item is for informational purposes and there is no fiscal impact.
Respectfully submitted:
________________
Kerrie Bryan
Director of Administrative Services
ATTACHMENTS
No Attachments
Agenda Item
#3
April 8, 20251
Meeting Date: April 8, 2025
Agenda Item #3
Informational Item
2
1
6
5
Regular Meeting
TO: Committee Members
FROM: Chief Financial Officer
SUBJECT: Fiscal Year 2025-26 Proposed Capital Improvement Program Budget
RECOMMENDATION
This agenda item is for informational purposes only, no action is required.
BACKGROUND / ANALYSIS
The District presents an annual budget to the Board in June each year. An important
component of the budget is the investment in Capital Improvement Projects for the
three Funds 1) Water 2) Wastewater Collection and 3) Water Reclamation. Capital
improvements are projects that replace assets that may have reached the end of their
useful life or projects that enhance asset capacity or reliability.
In May 2024, the Board authorized a rate adjustment that increased the District’s
investment into aging assets such as reservoirs, groundwater wells and pipelines. The
Capital Budget is planned to increase over the next couple of budget years. As part of
the budget planning process, staff meet to review planning documents and operational
needs.
The General Manager/CEO and program managers held two meetings in March 2025 to
discuss and prioritize capital expenditures for the 2025-26 Fiscal Year. The purpose of
this discussion is to provide the Committee a preliminary review of the proposed Capital
Improvement Program that will be included as a new project, or continuation of an
existing project. These projects may change as the District refines the budget that will
be presented in June 2025.
DISTRICT PILLARS AND STRATEGIES
II - Sustainability, Transparency, and Accountability
a. Uphold Transparent and Accountable Fiscal and Resource Management
FISCAL IMPACT
This item is for informational purposes. There is no fiscal impact associated with this
agenda item.
Agenda Item
#3
April 8, 20252
Meeting Date: April 8, 2025
Agenda Item #3
Informational Item
2
1
6
5
Respectfully submitted:
________________
Brian Tompkins
Chief Financial Officer
ATTACHMENTS
Presentation-CIP Budget FY 2025-26
FY 2025-26
Brian Tompkins, Chief Financial Officer
April 8, 2025
Capital Improvement
Program Budget
METER REPLACEMENT PROGRAM
Purpose: Replace Meters as
Required to Maintain Read
Accuracy
Period: Jul 2025 –Jun 2026
Proposed Budget: $200K
Total Cost: $200K
Funding Source(s):
•Annual Operating Revenue
2
PLANT 134 MEMBRANE REPLACEMENT
Purpose: Replace Trains of
Membrane Cartridges to
Maintain Filtration Effectiveness
Period: Jul 2025 – Jun 2030
Proposed Budget: $350K
Total Cost: $1.75M
Funding Source(s):
•Annual Operating Revenue
3
PLANT 140 REHABILITATION
Purpose: Extend Useful Life of
2 MG Tank in District Canal
Pressure Zone
Period: Jul 2025 – Jun 2026
Proposed Budget: $1.5M
Total Cost: $1.5M
Funding Source(s):
•Annual Operating Revenue
4
PLANT 134 PRETREATMENT FEASIBILITY STUDY
Purpose: Identify
Improvements for Pre-Treating
Dirty Water from SAR
Period: Jul 2025 – Jun 2026
Proposed Budget: $100K
Total Cost: $100K
Funding Source(s):
•Annual Operating Revenue
5
PLANT 129 WELL DESIGN & CONSTRUCTION
Purpose: Increase District
groundwater production
capacity
Period: Jul 2024 – Dec 2026
Proposed Budget: $3M
Total Cost: $5M
Funding Source(s):
•Water Capacity Fees
6
WELL 152 DESIGN & CONSTRUCTION
Purpose: Increase District
Groundwater Production
Capacity
Period: Jul 2025 – Dec 2027
Proposed Budget: $450K
Total Cost: $5M
Funding Source(s):
•Annual Operating Revenue
•Grants (Potential Design)
7
WATER MAIN REPLACEMENTS – SEISMIC RETROFIT
(DWIGHT / STERLING)
Purpose: Reduce Failure Risk,
Increase Resiliency of Water
Distribution System
Period: Jul 2025 – Jun 2028
Proposed Budget: $7M
Total Cost: $17M
Funding Source(s):
•FEMA Hazard Mitigation Grant
Program (75%)
•Annual Operating Revenue (25%)
8
WATER MAIN REPLACEMENTS – SEISMIC RETROFIT
DESIGN (MARSHALL / MOUNTAIN)
Purpose: Reduce Failure Risk,
Increase Resiliency of Water
Distribution System
Period: Jul 2025 – Jun 2026
Proposed Budget: $662.85K
Total Cost: $662.85K
Funding Source(s):
•FEMA Hazard Mitigation Grant
Program (75%)
•Annual Operating Revenue (25%)
9
WATER MAIN REPLACEMENTS (CUL-DE-SACS
W/UNDERSIZED WATER MAINS)
Purpose: Improve Fire
Protection to Underserved
neighborhoods
Period: Jul 2025 – Jun 2026
Proposed Budget: Up to
$1.725M
Total Cost: $4M
Funding Sources:
•Annual Operating Revenue
•Replacement Reserves
10
FACILITY RELOCATIONS
Purpose: Move District Facilities
in Alignment of other Agency
Projects
Period: Perennial
Proposed Budget: $100K
Total Cost: $100K
Funding Source(s):
•Annual Operating Revenue
11
FACILITY REHABILITATIONS
Purpose: Increase Useful Lives
of Facilities
Period: Perennial
Proposed Budget: $125K
Total Cost: $125K
Funding Source(s):
•Annual Operating Revenue
12
PLANT 39 WAREHOUSE BUILDING
Purpose: Increase Inventory
Storage
Period: Jul 2024 – Dec 2025
Proposed Budget: $100K
Total Cost: $380K
Funding Source(s):
•Operating Revenue
13
MBR TRAIN 5 AT SNRC
Purpose: Increase Treatment
Capacity
Period: Jan 2024 – Jun 2026
Proposed Budget: $6.14M
Total Cost: $10.23M
Funding Source(s):
•Capacity Fees
•Greening Grant Reimbursement
•Self Generation Incentive Program
(SGIP)
14
QUESTIONS?
Agenda Item
#4
April 8, 20251
Meeting Date: April 8, 2025
Agenda Item #4
Discussion Item
1
4
9
5
Regular Meeting
TO: Committee Members
FROM: Chief Financial Officer
SUBJECT: Set the day and time for holding recurring meetings
RECOMMENDATION
That the Finance & Human Resources Committee set the day and time for holding
recurring meetings.
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:
________________
Brian Tompkins
Chief Financial Officer
ATTACHMENTS
No Attachments