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Agenda Packet - EVWD Board of Directors - 08/09/2011
East Valley Water District 3654 HIGHLAND AVE., SUITE #30, HIGHLAND, CA BOARD MEETING August 9, 201 1 3:00 P.M. AGENDA --------------------------------------------------------------------- "In order to comply with legal requirements for posting of agenda, only those items filed with the District Secretary by 12:00 p.m. on Tuesday prior to the following Tuesday meeting not requiring departmental investigation, will be considered by the Board of Directors ". --------------------------------------------------------------------- CALL TO ORDER PLEDGE OF ALLEGIANCE ---------------------------------------------------------------- - - - - -- PUBLIC COMMENTS - At this time, members of the public may address the Board of Directors on matters within its jurisdiction. To provide comments on specific agenda items, please complete a speaker's request form and provide the completed form to the Board Secretary prior to the board meeting. Approval of Agenda 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 removes from the Consent Calendar. 2. Accounts Payable Disbursements: Accounts Payable Checks # 229376 through # 229521 which were distributed during the period of July 19 201 1 through August 1, 201 1 in the amount of $1,097,448.46. Payroll and benefit contributions for the period ended August 1, 2011 and included checks and direct deposits, in the amount of $224,519.29. Total Disbursement for the period $1,321,967.75. 3. Approval of Board meeting minutes for July 26, 201 1 4. Resolution 201 1.18 —Bank Depositor Agreement 5. Directors fees and expenses for July 201 1 NEW BUSINESS 6. Recommendation to modify the standing committee structure 7. Recommendation to work with the District's state legislative advocate in developing possible amendments to existing legislation (AB 3030) Recommendation to approve the District's revised Purchasing Policy REPORTS 9. General Manager /Staff Reports 10. Consultant Reports 1 1. Committee Reports • Legislative (Standing) • Community Affairs (Standing) • Policy Committee (Standing) • Labor Negotiating Committee (Ad -Hoc) • Succession Planning Committee (Ad -Hoc) 12. Oral comments from Board of Directors CLOSED SESSION 13. CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION [Significant Exposure to litigation pursuant to Government Code Section 54956.9(b)] One (1) Potential Case 14. CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION [Initiation of litigation pursuant to Government Code Section 54956.9(c)] One (1) Potential Case 15. PUBLIC EMPLOYEE PERFORMANCE EVALUATION [Government Code Section 54957] Title: Interim General Manager 16. CONFERENCE WITH LABOR NEGOTIATOR [Government Code Section 54957.6(a)] District Negotiator: Labor Negotiating Committee /Interim General Manager Employee Organization: S_B.P.E.A. ANNOUNCEMENT OF CLOSED SESSION ACTIONS ADJO LIRN ---------------------------------------------------------------------------- Pursuant to Government Code Section 54954.2(a), any request for a disability - related 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's Administrative Manager at (909) 885 -4900 at least 72 hours prior to said meeting_ ----------------------------------------------------------------------- - - - - -- 2 East Valley Water District Staff Report Meeting Date: August 9, 201 1 TO: Board of Directors SUBJECT: Disbursements SUMMARY: Issue — Prudent fiscal policy and fiscal transparency Recommendation — Approve the attached list of accounts payable checks and payroll issued Fiscal Impact — $1,321,967.75 (budgeted expenditures) Previous Related Action — None BACKGROUND A listing of accounts payable checks, and the total for payroll and benefits costs incurred, are submitted to the board of directors for review and approval with each board packet. The attached check register, and the total for payroll cited below, were disbursed during the period July 19, 201 1 through August 1, 201 1. DISCUSSION Accounts payable checks for the period included check numbers 229376 through 229s21 for a total of $1,097,448.46. "I'he source of funds for this amount is as follows: Unrestricted Punds $701,2s1.84 Bond Financing $122,580.86 State Financing $273,615.76 Payroll and benefit contributions paid for this period totaled $224,519.29 Total disbursed during the period .Tuly 19 to August 1, 2011 is $1,3 1,967.7s. Res ectfiilly Submitted, A o d b P Y. Brian W. 1'on Akins Robe A. 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W W N M O N Q a a m � _ o y ti � m 0 av � � H � CI U y r�l c 0 0 0 0 0 0 0 0 r 0 r° _o r° r a r� r °p o r 0 @ N � r U N N � N N� i° N O S � 0 0 � r 0 N �` N N N N RI O y N O r N r 1� r V r r O> r� r r r r Q (� v N N O N O r O r r O t0 cD O r O r O r r r N � o N rn O L N� M N O m O m N� N U V Q) � N N M d p�j � M M M U N o o } N o � N o o o o N o N o N o Z W Z a U � W W � O J U � O W � N .o D W � � (n J ¢ Q � LL � � � vWi W ¢ Z ¢ U d � U Z O W U U m W � Q Q _ d' J U � m LL ¢ Z ¢ O � 7 LL' ¢ 2 � F. ¢ li O O O _ � t m � w y m C C C O � j d 0 D U Q Q O ¢ Z C ¢ =-° C C C dl � � H W .S .� ¢ O O is F¢- �: �: �? � Z. ¢ 2 O y O w y Q H y � J@ @ J� TL U rA N J N N J U J `-� � y J_ CO ¢ C Z (n � F- C W � > a � aj � SSC SSC ¢ A C C � j � O N > a U U IV in In �n :n a a� d E E _ � cn � a ", .Q .Q �� _ 'C _ � � � a a �� o C V d 0 0 M N ° E O N O E O N O E N OO p� n O W W p y� O N [O � y O@ fD O � � LL' LL' LL' O N N N ¢ U H O O H u- O ¢ U O � Z �p J N N ¢ U U_ J � N d J C s _J d �- U U U > v U U a. o � � � J � > > > 0 0 0 0 0 0 0 0 0 r r 0 r° _o r° r a r� r °p o r 0 @ N � r N N N N � N N� i° N O S � 0 0 � r 0 N �` N N N N RI O O N O r N r 1� r V r r O> r� r r r r Q (� In N O N O N O r O r r O t0 cD O r O r O r r r d Y O Y O Y O Y O Y O Y O O Y O O Y O Y O Y 0 0 0 H U > U > U > U > U > V > > U > > U > U > U > > � O V .+i �[) r 0 @ Q r YN M R � CLJ r a0 O) O U �(� � In N O �� Or1 �� � �� � M � m � � N � o N rn N M m T L N� M N O m O m N� N U V Q) � N N M O m p�j � M M M U N o o N o N o N o N o o o o N o N o N o 0 0 O V .+i �[) r 0 @ Q r Subject to annroval EAST VALLEY WATER DISTRICT July 26. 2011 REGULAR BOARD MEETING MINUTES President Wilson called the meeting to order at 3:00 p.m. The Interim General Manager led the flag salute. PRESENT: Directors: Le Vesque, Morales, Sturgeon, Wilson ABSENT: Director: Malmberg STAFF: Robert DeLoach, Interim General Manager; Brian Tompkins, Chief Financial Officer; Eliseo Ochoa, Assistant District Engineer; Cecilia Contreras, Administrative Office Specialist II; Robert Martin; Justine Hendricksen, Administrative Manager LEGAL COUNSEL: Steve Kennedy GUEST (S): Ron Coats, Charles Roberts (Highland Community News) PUBLIC COMMENTS President Wilson declared the public participation section of the meeting open at 3:01 pm. There being no verbal or written comments the public participation section was closed. APPROVAL OF AGENDA M /S /C (Levesque- Sturgeon) that the July 26, 201 1 agenda be approved. DISBURSEMENTS M /S /C (Sturgeon - Levesque) that General Fund Disbursements #229211 through #229375 which were distributed during the period of July 6, 2011 through July 18, 2011, in the amount of $819,166.36 and Payroll and benefit contributions for the period ended July 18, 2011 and included checks and direct deposits, in the amount of $273,256.02 totaling $1,092,422.38 be approved. APPROVAL OF BOARD MEETING MINUTES FOR JUNE 28, 2011 M/S (Sturgeon - Levesque) that the Board meeting minutes for June 28, 2011 be approved. Minutes (07/27/10 jph) 1 Mr. Kennedy requested that the June 28, 2011 minutes be amended and reflect that Director Morales is recusing himself from item No.37 and that this verbiage be noted before the Board adjourned to closed session. M /S /C (Sturgeon - Levesque) that the Board meeting minutes for June 28, 201 1 be approved as amended. APPROVAL OF BOARD MEETING MINUTES FOR JULY 12, 2011 M/S (Sturgeon - Levesque) that the Board meeting minutes for July 12, 2011 be approved. President Wilson stated that he was not present at the July 12, 2011 Board meeting and has requested. that the signature line on the minutes reflect the Vice President. M /S /C (Sturgeon - Levesque) that the Board meeting minutes for July 12, 2011 be approved as amended. RESOLUTION 2011.17 — A RESOLUTION OF THE BOARD OF DIRECTORS OF THE EAST VALLEY WATER DISTRICT, SAN BERNARDINO COUNTY, STATE OF CALIFORNIA, ADDING DELINQUENT NON -PAID CHARGERS TO ANNUAL TAXES LEVIED UPON THE PROPERTY FOR WHICH THE CHARGES ARE DELINQUENT AND UNPAID M /S /C (Sturgeon - Levesque) that Resolution 2011.17 be approved. GENERAL MANAGER'S FEES AND EXPENSES M/S /C (Sturgeon - Levesque) that the General Manager's fees and expenses be approved. DISCUSSION AND POSSIBLE ACTION REGARDING THE DISTRICT'S 2011- 12 BUDGET The Interim General Manager stated that the Board has adopted a 201 1 -12 budget and recommends that this item not be included as a regular agenda item. The Interim General Manager also stated that if warranted, staff will make necessary recommendations to the Board regarding budget adjustments. No action taken. REVIEW AND ACCEPT THE INVESTMENT REPORT FOR THE QUARTER ENDED JUNE 30, 2011 Mr. Tompkins reviewed the Investment Report with the Board Minutes (07/27/10 jph) 2 M /S /C (Levesque- Sturgeon) that the Investment report for the quarter ended June 30, 2011 be accepted. GENERAL MANAGER /STAFF REPORT Mr. Martin provided a detailed report to the Board regarding his Congressional briefing in Washington D.C. and the ongoing issues with the Santa Ana Sucker Fish. Mr. Martin stated that he testified on behalf of the Santa Ana Sucker Task Force; that many media outlets and local representatives were present at the briefing. Mr. Marin stated that the entire group who participated in the briefing believes that they have accomplished the goals of the Task Force. In addition, on July 18th, ACWA sent a letter to the Fish and Wildlife Service supporting the Task Force efforts and requested that they withdraw its rule. Mr. Martin also stated that legal counsel is prepared to file suit and are awaiting the approval from the Task Force in order to move forward. Information only. CONSULTANT REPORTS No reports at this time. COMMITTEE REPORTS a. Legislative (Standing) — Director Morales stated the committee is scheduled to meet on August 1St, to discuss AB 3030. Director Morales offered his appreciation to Mr. Martin for his detailed legislative report. b. Community Affairs (Standing) — No report at this time. c. Policy (Ad -Hoc) —The committee has finalized the purchasing policy and will be bringing it to the Board for approval next month. d. Labor Negotiating Committee (Ad -Hoc) — No report at this time. e. Succession Planning Committee (Ad -Hoc) — No report at this time. ORAL COMMENTS FROM BOARD OF DIRECTORS Director Morales stated that he appreciates the new staff report format. Director Morales also stated that Assemblyman Mike Morrell is having a 63rd Assembly District Business 8r Economic Hearing on August 4`h from 4:30 — 7:00 pm at the City of Highland's Council Chambers. Information only. The Board took a break at 3:31 pm. The Board returned to session at 3:38 pm. Director Morales is recusing himself from discussion of all matters related to Item No. 15 due to his membership in SBPEA. Minutes (07/27/10 jph) 3 CLOSED SESSION The Board entered into Closed Session at 3:39 p.m. as provided in the California Open Meeting Law, Government Code Section 54945.9(a), to discuss those items listed on the agenda. ANNOUNCEMENT OF CLOSED SESSION ACTIONS Director Morales physically vacated the building prior to the Board's deliberation of Item No.15. The Board returned to regular session at 4:40 p.m. The items listed on the agenda were discussed in closed session with no reportable action being taken. A member of the public who arrived late to the meeting requested to speak before the Board. Mr. Mejia introduced himself to the Board. He stated that he would like the Board to oppose any proposed rate increases. Mr. Mejia stated that due to the current financial depression, the 13% unemployment rate in the Inland Empire and the economic downturn we need to help our constituents by not increasing the never ending rate hikes. Information only. ADJOURN The meeting was adjourned at 4:44 p.m Robert DeLoach, Secretary George E. Wilson, President Minutes (07/27/10 jph) 4 East Valley Water District Staff Report Meeting Date: August 9, 2011 TO: Board of Directors SUBJECT: Resolution to replace Robert Martin with Robert DeLoach as an authorized check signer SUMMARY: Issue — Update authorized signers on District checking account Recommendation — Approve Resolution #201 1 .18 Fiscal Impact — Nonc Previous Related Action — October 13, 2009, new board members added BACKGROUND All District checks require two authorized signatures. In the past, authorized signers have included the five Directors, the General Manager, the Administrative Manager, and the CFO. DISCUSSION With the departure of the General Manager, only two authorized check. signers are now present at the District full time. If one of those two signers is unavailable, a Director would need to be asked to come to the District to sign checks. While Directors have always been very willing to do so, staff feels it would be most efficient to add the Interim General Manager /Board Secretary as a signer until a permanent General Manager has been found. Accordingly, staff recommends that Resolution 2011.18 be approved to add Robert DeLoach as an authorized signer on the District checking account. Respectfully Subn 'tted, Brian W Tompkins Chief Financial Officer Attachments: Resolution 201 1 .18 Exhibits Ap oved by, Robert A. DeLoac Interim General Manager SR# 0009 �® RESOLUTION 2011.18 ® BANK - DEPOSITOR AGREEMENT CITIZENS BU9INE99 BANK TO: Citizens Business Bank O County O State of California Port No. 216131 O City O Other: District By signing this agreement, I open an accounts) with you for FVWn (Name of Public Agency). f understand that you will handle its deposits according to your arrangements for services of this type and according to a Contract for Deposit of Money between us on dated You will inform me of any changes in these services that affect this depositor's rights and obligations. You may: Endorse checks for this public entity which you receive for deposit. I certify that: • I am legally charged with receipt and safekeeping of funds into the Treasury of this public entity and am authorized to establish deposit accounts with you. • For time deposit accounts, 1 am authorized to establish one or more accounts now and other accounts later under this agreement. • I and the following official deputies are authorized to deposit and withdraw funds from each account established under this agreement. • You received and agree that the Public Agency accounts will be governed by Citizens Business Bank's Bank Disclosure Information and Bank Product and Service Information. NAME (Print or Type) TITLE (Print or Type) 1. Brian W Tompkins CFO z. Justine Hendricksen Administrative Manager 3. Larry Malmberg Director 4. Robert A DeLoach ACCOUNT tl This authority shall remain in force until you receive a sealed revocation notice from the Legislative Body of this public entity or from me. I also certiy under penalty or perjury [hat the number shown on this form is the Public Agency's correct taxpayer identification number. SIGNER OF CONTRAL'T AccouNT tNFOtxn +ATloN CLASS COPP RESP. CODE APRV. BY OPENED UA'rE CLOSED CLOSING REASON/ CODE CUSTOMERS) AUTHORIIA"I'ION TO ADP NtiW ACCOUNT TYPE ACCOUNT tl DATE BY DDA 238103363 Same 801 i 238103363 ftr9ioe 238 ACCOUNT NO. MAILING ADDRESS DDA 238125456 801 2ieioe 23g Tax LD. No. 95- 6005364 Contract for Deposited Moneys? ® Yes Q No BUSINESS ACCOUNTS - Documentation Reviewed? � Yes Q No Dated: Facsimile Signature? � Yes � No Funds Transfer Signature Form Reviewed? Q Yes � No Service Provider Agreement? � Yes ® No OFAC Verification © ChexSystems CORPORATE ADDRESS TELEPHONE NO. 1155 Del Rosa Ave. 909 381 -6463 CITY, STATE, ZIP San Bernardino CA 9241 O j ACCOUNT NO. MAILING ADDRESS Same i 238103363 � HOLD STATEMENT ACCOUNT NO. MAILING ADDRESS Same 238125456 � HOLD STATEMENT DATE CARD RECEIVED Tax LD. No. 95- 6005364 CW W BANK - DEPOSITOR AGREEMENT CITIZENS BUBINEBB BANK TO: Citizens Business Bank O County O State of California Port No. I O City O Other- District By signing this agreement. 1 open an account(s) with you for G\AA /n (Name of Public Agency). I understand that you will handle its deposits according to your arrangements for services of this type and according to a Contract for Deposit of Money between us on dated You will inform me of any changes in these services that affect this depositor's rights and obligations. You may. Endorse checks for this public entity which you receive for deposit. I certify that: • I am legally charged with receipt and safekeeping of funds into the Treasury of this public entity and am authorized to establish deposit accounts with you. • For time deposit accounts. I am authorized to establish one or more accounts now and other accounts later under this agreement. • I and the following official deputies are authorized to deposit and withdraw funds from each account established under this agreement. • You received and agree that the Public Agency accounts will be governed by Citizens Business Bank's Bank Disclosure Information and Bank Product and Service Information. NAME (Print or Type) TITLE (Print or Type) Kip E Sturgeon Director 2. George E Wilson Director 3. Matt S LeVesque Director 4, James Morales Jr Director This authority shall remain in force until you receive a sealed revocation notice from the Legislative Body of this public entity or from me. I also certify under penalty or perjury that the number shown on this form is the Public Agency's correct taxpayer identification number. SIGNER OF CONTRACT x ACCOUNT Irveol2ninTlOry CLASS RESP. OPENEU DATE CLOSING CUSTOMER(S) ll'I'13 ACCOUN'1'tt CODE, COD(? I3Y pA "r F_ BY CLOSED REASON/ AUTHORIZATION TO CODE ADD NEW ACCOUNT DDA 238103363 SOS 7t/9/09 238 DDA 238125456 80� 2 /8/08 CLOSED ACCOUNTS INACTIVE ACCOUNTS UATE ACCOUNT NO REASON ATE A NT NO. REASON Contract for Deposited Moneys? 0 Yes � No BUSINESS ACCOUNTS - Documentation Reviewed? © Yes 0 No Dated: Facsimile Signature? L-i Yes XQ No Funds Transfer Signature Form Reviewed? [--I Yes xQ No Service Provider Agreement? EJ Yes M No EXI OFAC Verification (] ChexSystems 238 CLOSED ACCOUNTS INACTIVE ACCOUNTS UATE ACCOUNT NO REASON ATE A NT NO. REASON Contract for Deposited Moneys? 0 Yes � No BUSINESS ACCOUNTS - Documentation Reviewed? © Yes 0 No Dated: Facsimile Signature? L-i Yes XQ No Funds Transfer Signature Form Reviewed? [--I Yes xQ No Service Provider Agreement? EJ Yes M No EXI OFAC Verification (] ChexSystems r���.,ry � rvHnnc (rueuc ENnrY) East Valley Water District ACCOUNT NUMBER 238'103363 238'125456 You may pay out funds with any 2 (number) of the signatures below. Each person signing below agrees the Taxpayer identification number (Tax I.D. No.), shown to the right of their name and title is their Correct TeX identification number, and that he /she is not subject to backup withholding either because he /she have not been notified that he /she am subject to backup withholding as a result of a failure to report all interest or dividends, or the Internal Revenue Service has notified he /she that he /she no longer subject to backup withholding. AUTHORIZED SIGNATURE(S1 1. SIGNATURE NAMElTITLE I Date Kip E Sturgeon SOCIAL SECURITY NO. IDENTIFICATION CA 2. SIGNATURE NAME/TITLE George E Wilson I Date SOCIAL SECURITY NO. IDENTIFICATION CA 3. SIGNATURE NAMElTITLE Matt Levesque I Date SOCIAL SECURITY NO. IDENTIFICATION CA 4. SIGNATURE NAM ENTITLE James Morales Jr SOCIAL SECURITY NO. SPECIAL INSTRUCTIONS IDENTIFICATION CA Date ACCOUNT NAME (PUBLIC ENTITY) East Valley Water District ACCOUNT NUMBER 238'103363 238'125456 You may pay out funds with any � (number) of the signatures below. Each person signing below agrees the Taxpayer identification number (Tax I.D. No.), shown to the right of their name and title iS their Correct Tax identification number, and that he /she is not subject to backup withholding either because he /she have not been notified that he /she am subject to backup withholding as a result of a failure to report all interest or dividends, or the Internal Revenue Service has notified he /she that he /she no longer subject to backup withholding. AUTHORIZED SIGNATURE S 1. SIGNATURE NAMElTITLE I Date Brian W Tompkins SOCIAL SECURITY NO. '7ENTIFICATION CA 2. SIGNATURE NAME/TITLE I Date Justine Hendricksen SOCIAL SECURITY NO. IDENTIFICATION CA 3. SIGNATURE NAME /TITLE Larry Malmberg I Date SOCIAL SECURITY NO. IDENTIFICATION CA 4. SIGNATURE NAM ENTITLE I Date Robert A DeLoach SOCIAL SECURITY NO. IDENTIFICATION CA SPECIAL INSTRUCTIONS r I7rIZENs FUNDS TRANSFER AGREEMENT (Public entity) Authorized Accoun[ Number s): 238103363 WHEREAS, it is in the best interest of Fast Val 1 Pv Warar D; Grrict (the "Public Entity ") to arrange for the transfer of deposited funds of the Public Entity other than by check or draft; and WHEREAS, Citizens Business Bank ( "Bank ") provides wire transfer and comparable funds transfer services. RESOLVED, that the Bank is hereby requested to honor, execute, and process this Public Entity's telephonic, telegraphic, written, or oral requests for the transfer of funds from the accounts) on this Public Entity at the Bank to other accounts) as specified by the Public Entity at any bank or to third parties, upon and subject to such terms and conditions as may from time to time be agreed upon between this Public Entity and the Bank. FURTHER RESOLVED, that any of the following Brian W Tompkins the CFO (Name) (Tit /e) Justine Hendrickson (Name) the Administrative Manager (Tit /c) of this Public Entity be and they are hereby authorized, directed and empowered for and on behalf of and in the name of this Public Entity: 1. To execute agreements with the Bank providing for such funds transfers: 2. To determine from time to time who on behalf of the Public Entity shall be authorized to direct the Bank to transfer the funds of the Public Entity; 3. To make, execute, and deliver such other agreements as may be required by Bank; and 4. To perform or cause to be performed all further acts and execute and deliver all further instruments which Bank may deem necessary to carry out the purposes of these resolutions. RESOLVED FURTHER, that this Public Entity hereby ratifies and confirms the acts of its officers, agents, or employees in heretofore requesting transfers of funds from this Public Entity's accounts) with the Bank by wire or comparable funds transfer together with any acts performed in relation thereto. I further certify that Brian Tompkins ,who in the Funds Transfer Signature Form has designated such persons to direct funds transfers for the Public Entity, is the CFO of the Public Entity authorized set forth above to make that designation. I further certify that these solutions are still in force and effect and have not been amended or revoked and that the specimen signatures appearing on the signature card are the signatures of the persons now authorized to direct transfers of funds for this Public Entity by virtue of said resolutions. Signature Title Date � �]C'�"ZENS BLT$iNEBS BANS FUNDS TRANSFER AGREEMENT (Public Entity) Authorized Account Number(s): 238103363 WHEREAS, it is in the best interest of aG _ Val 1 v Wa Pr Di ctrir t (the "Public Entity ") to arrange for the transfer of deposited funds of the Public Entity other than by check or draft; and WHEREAS, Citizens Business Bank ( "Bank ") provides wire transfer and comparable funds transfer services. RESOLVED, that the Bank is hereby requested to honor, execute, and process this Public Entity's telephonic, telegraphic, written, or oral requests for the transfer of funds from the accounts) on this Public Entity at the Bank to other accounts) as specified by the Public Entity at any bank or to third parties, upon and subject to such terms and conditions as may from time to time be agreed upon between this Public Entity and the Bank. FURTHER RESOLVED, that any of the following Larry Malmber� the Director (Name) (Tit /eJ Robert A DeLoaclz (Name) (Tit /e) of this Public Entity be and they are hereby authorized, directed and empowered for and on behalf of and in the name of this Public Entity: 1. To execute agreements with the Bank providing for such funds transfers: 2. To determine from time to time who on behalf of the Public Entity shall be authorized to direct the Bank to transfer the funds of the Public Entity; 3. To make, execute, and deliver such other agreements as may be required by Bank; and 4. To perform or cause to be performed all further acts and execute and deliver all further instruments which Bank may deem necessary to carry out the purposes of these resolutions. RESOLVED FURTHER, that this Public Entity hereby ratifies and confirms the acts of its officers, agents, or employees in heretofore requesting transfers of funds from this Public Entity's accounts) with the Bank by wire or comparable funds transfer together with any acts performed in relation thereto. I further certify that Brian Tompkins ,who in the Funds Transfer Signature Form has designated such persons to direct funds transfers for the Public Entity, is the CFO of the Public Entity authorized set forth above to make that designation. I further certify that these solutions are still in force and effect and have not been amended or revoked and that the specimen signatures appearing on the signature card are the signatures of the persons now authorized to direct transfers of funds for this Public Entity by virtue of said resolutions. Signature title Date � iTIZENS Bvsziv�,sis Bars FUNDS TRANSFER AGREEMENT (Public Entity) Authorized Account Number(s): 238103363 WHEREAS, it is in the best interest of Fact Val 1 v Wat r T7; �t -rict (the "Public Entity ") to arrange for the transfer of deposited funds of the Public Entity other than by check or draft; and WHEREAS, Citizens Business Bank ( "Bank ") provides wire transfer and comparable funds transfer services. RESOLVED, that the Bank is hereby requested to honor, execute, and process this Public Entity's telephonic, telegraphic, written, or oral requests for the transfer of funds from the accounts) on this Public Entity at the Bank to other accounts) as specified by the Public Entity at any bank or to third parties, upon and subject to such terms and conditions as may from time to time be agreed upon between this Public Entity and the Bank. FURTHER RESOLVED, that any of the following Kip E Sturgeon the Director (Name) (Tit /e) George E Wilson the ri�e�ter (Name) (Tit /e) of this Public Entity be and they are hereby authorized, directed and empowered for and on behalf of and in the name of this Public Entity: 1. To execute agreements with the Bank providing for such funds transfers: 2. To determine from time to time who on behalf of the Public Entity shall be authorized to direct the Bank to transfer the funds of the Public Entity; 3. To make, execute, and deliver such other agreements as may be required by Bank; and 4. To perform or cause to be performed all further acts and execute and deliver all further instruments which Bank may deem necessary to carry out the purposes of these resolutions. RESOLVED FURTHER, that this Public Entity hereby ratifies and confirms the acts of its officers, agents, or employees in heretofore requesting transfers of funds from this Public Entity's accounts) with the Bank by wire or comparable funds transfer together with any acts performed in relation thereto. I further certify that Brian Tompkins ,who in the Funds Transfer Signature Form has designated such persons to direct funds transfers for the Public Entity, is the CFO of the Public Entity authorized set forth above to make that designation. I further certify that these solutions are still in force and effect and have not been amended or revoked and that the specimen signatures appearing on the signature card are the signatures of the persons now authorized to direct transfers of funds for this Public Entity by virtue of said resolutions. Signature Title Date � I�'2ENS BU8iNE88 BANS FUNDS TRANSFER AGREEMENT (Public Entity) Authorized Account Number(s): 238103363 WHEREAS, it is in the best interest of F ?st Val 1 v L.7atPr n; ctric t (the "Public Entity ") to arrange for the transfer of deposited funds of the Public Entity other than by check or draft; and WHEREAS, Citizens Business Bank ( "Bank ") provides wire transfer and comparable funds transfer services. RESOLVED, that the Bank is hereby requested to honor, execute, and process this Public Entity's telephonic, telegraphic, written, or oral requests for the transfer of funds from the accounts) on this Public Entity at the Bank to other accounts) as specified by the Public Entity at any bank or to third parties, upon and subject to such terms and conditions as may from time to time be agreed upon between this Public Entity and the Bank. FURTHER RESOLVED, that any of the following Matt S Levesque the Di rpc or (Name) (Tit /e) James Morales Jr the Director (Name) (Tit /e) of this Public Entity be and they are hereby authorized, directed and empowered for and on behalf of and in the name of this Public Entity: 1. To execute agreements with the Bank providing for such funds transfers: 2. To determine from time to time who on behalf of the Public Entity shall be authorized to direct the Bank to transfer the funds of the Public Entity; 3. To make, execute, and deliver such other agreements as may be required by Bank; and 4. To perform or cause to be performed all further acts and execute and deliver all further instruments which Bank may deem necessary to carry out the purposes of these resolutions. RESOLVED FURTHER, that this Public Entity hereby ratifies and confirms the acts of its officers, agents, or employees in heretofore requesting transfers of funds from this Public Entity's accounts) with the Bank by wire or comparable funds transfer together with any acts performed in relation thereto. 1 further certify that Brian Tompkins ,who in the Funds Transfer Signature Form has designated such persons to direct funds transfers for the Public Entity, is the CFO of the Public Entity authorized set forth above to make that designation. I further certify that these solutions are still in force and effect and have not been amended or revoked and that the specimen signatures appearing on the signature card are the signatures of the persons now authorized to direct transfers of funds for this Public Entity by virtue of said resolutions. Signature )-itle Date CITIZENS BUBINEAB BAN[ Authorized Account Number(s): 238103363 238123402 FUNDS TRANSFER SIGNATURE FORM (Public Entity) The following persons are authorized to .make Payment Orders for the transfer of funds, as contemplated by the Funds Transfer Agreement made with Citizens Business Bank and executed by East Valley Water District as Customer dated Authorized Representatives full force and effect until the time to act on it. except as noted Bank receives in Authorized Representatives There are no limits to the authority to any of '� these next to their signature. These authorizations contihue in writing revoking the authorization and has a reasonable Telephone #and Ext Tra nsar_tinn 1 imGt r)ail.. � irr, Gr As authorized by the foregoing resolutions, I, (Title) of the Public Entity identified above, do hereby designate the persons whose signatures appear directly above as authorized to direct the transfer of funds of this Public Entity in connection with it's Funds Transfer Agreement with Citizens Business Bank. Signature Date Name: Brian W Tompkins - - _ - - -. - $3000.00 $3000.00 Signature: Name: Justine Hendricksen -__ -- - - - - -_ __ $3000.00 �, $3000.00 Signature: Name: Larry Malmberg -- - - -_ - - -- -- -- - $3000.00 3000.00 Signature: Name: Robert A DeLoach $3000.00 $3000.00 — -- - - - - -- - - - - -- _ Signature: I Name: Kip_E Sturgeon_ $3000.00 $3000.00 _ - - - — Signature: As authorized by the foregoing resolutions, I, (Title) of the Public Entity identified above, do hereby designate the persons whose signatures appear directly above as authorized to direct the transfer of funds of this Public Entity in connection with it's Funds Transfer Agreement with Citizens Business Bank. Signature Date CITIZENS BU81NE88 BANi FUNDS TRANSFER SIGNATURE FORM (Public Entity) Authorized Account Numb�r(s): 238103363 238123402 The following persons are authorized to make Payment Orders for the transfer of funds, as contemplated by the Funds Transfer Agreement made with Citizens Business Bank and executed' by East Valley Water District as Customer dated Authorized Representatives full force and effect until the time to act on it. Authorized Re resent Y except as noted Bank receives in There are no limits to the authority to any..'of these next to their signature. These authorizations continue'in writing revoking the authorization and has a reasohable p a I..c� Te�epnone � ana txt i ransaction Limit Daily Limit Name: George E Wilson __ - _ - -- - - -- - Signature: Name: _______ Matt S Levesque __— — -- -- Signature: Name: James Morales Jr - - - - - -- Signature: Name: XxxxxxxxxxxxxXXXx?( ��- %cXXXxx __ xXx:KXXXXXX Signature: 3CXXXXiOCXXXXXX.i(XXXX Name: �XXiCi(,I;XXXXXXXXXX?F _ — y� ��y y w v %C ".)C}CX.�CX ' ' _ - Signature: XXXXXXXXXXXXXXXXX�' As authorized by the foregoing resolutions, I, (Title) of the Public Entity identified above, do hereby designate the�� persons whose signatures appear directly above as authorized to direct the transfer of funds of this Public Entity in connection with it's Funds Transfer Agreement with Citizens Business Bank. I Signature Date O w v> vi J Z ?� W d Z W W N n- W LL Z � O W w cn c.� z � w � a 0 �-- U (n W W � W � li W N � � to Z W W � d W X W O U N W � W � u.. 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Water District.anci the Univer. of Cincinnati. �,. Levesque -� LAFGQ EVWD.$Service Review &,.Area_ ng with.GM DeLoach� TOTAL # OF MEETINGS Travel Expenses: (Details on Back) Director's Signature_ Date of Board Approval EVWD Exp JUL 20t t _9 @ $150.00 each $1,350.00 Total Director's Expenses $213.55 Total Director's Meetings &Expenses $1,563.55. Less any Advance Payments $ TOTAL DUE DIRECTOR $1,563.55_ TRAVEL EXPENSES LodgincLs: (Detailed receipts attached *) DATE FUNCTION ATTENDED AMOUNT TOTAL LODGING $ Personal Auto (Detailed receipts attached *) DATE FUNCTION ATTENDED MILES PARKING FEES TOTAL FEES $ TOTAL MILES x $.555 per mile $ Meals: (Detailed receipts attached") DATE FUNCTION ATTENDED AMOUNT TOTAL MEALS $ Other: (Detailed receipts attached) DATE FUNCTION ATTENDED AMOUNT 07/01 CA State University Sacramento —Office of Water Programs Text $63.55 07/14 Main Event Management Corporation — Model- Netics Review Testing $150.00 TOTAL OTHER $213.55 '� ORIGINAL RECEIPTS REQUIRED TRAVEL EXPENSES $ (Enter this total on the front of form) EVWD Exp JUL 201 t EAST VALLEY WATER DISTRICT DIRECTOR'S FEES AND _EXPENSE REPORT DIRECTOR Sturgeon MONTH July 2011 Board Meetings 12 & 26 Conferences and Oth6r Msatinq DATE ORGANIZATION PURPOSE 4 Highland C of C EVWD Booth 7 Highland C of C Reception 6 SBVMWD Engineering Committee 12 Inland Action Meeting 19 Policy Committee Meeting 19 SBVMWD Meeting 21 EVWD Meet with General Manager 26 Highland C of C Meeting -2T, ? (-. Inland Action Meeting 27 SB C of C Meeting TOTAL # OF MEETINGS 7 @ $150.00 each $ 1,050.00 Reimburse EVWD for WEF Tour Travel Expenses: (Details on Back) I missed in April due to illness. $ 695-00 - Total Director's Meetings & Expenses $ 355-00 Director's Signature`' Less Any Advance Payments $ Date of Board Approval August 9, 2011 TOTAL DUE DIRECTOR $ 3 5 5. 0 0 Administrative Manager Miscellaneous Notes EAST VALLEY WATER DISTRICT DIRECTOR'S FEES AND EXPENSE REPORT MONTH DIRECTOR Wilson Board Meetings 26 -Jul Conferences and Other Meetings DATE ORGANIZATION 4 -Jul Highland Area COC 7 -Jul EVWD 7/9 -7/13 EVWD -SAS Task Force 19 -Jul EVWD 25 -Jul EVWD 29 -0esc JU � EVWD Travel Expenses: (Details on Back) Director's Signature Date of Board Approval Administrative Manager Miscellaneous Notes PURPOSE July .2011 Parade � C���1(° Mtg with Gen Mgr Congessional Briefing Wash DC Sign Docs Mtg with Gen Mgr Mtg with Gen Mgr TOTAL # OF MEETINGS 1 O @ $175.00 each $ 1,750.00 $ 1,204.64 Total Director's Meetings &Expenses $ 2,954.64 Less Any Advance Payments $ TOTAL DUE DIRECTOR $ 2,954.64 TRAVEL EXPENSES Lodgings: (Detailed receipts attached') DATE FUNCTION ATTENDED AMOUNT 7/9 -7/13 SAS Congressional Briefing $ 689.64 TOTAL LODGING $ 689.64 Personal Auto: (Detailed receipts attached') PARKING DATE FUNCTION ATTENDED MILES FEES $ $ $ TOTAL FEES $ CURRENT RATE: $0.51 TOTAL MILES $ Meals: (Detailed receipts attached') DATE FUNCTION ATTENDED AMOUNT $ $ $ TOTAL MEALS $ Other: (Detailed receipts attached') DATE FUNCTION / NATURE OF EXPENSE AMOUNT 7/9 & 7/13 Air Fare SAS Briefing $ 515.00 TOTAL OTHER $ 515.00 'ORIGINAL RECEIPTS REQUIRED TRAVEL EXPENSES $ 1,204.64 East Val ley Water District Staff Report Meeting Date: August 9, 2011 TO: Board of Directors SUBJECT: Modification to Standing Committee Structure SUMMARY: Issue — The Board is being asked to consider a recommendation to modify the existing committee structure to provide for added input and direction from the Board of Directors on key areas of the District's operations. Recommendation — It is recommended that the Board of Directors approve the new committee structure and appointment process and direct that the President of the Board make recommendations for the committee assignments which will be consider and approved at a future meeting of the Board of Directors. Fiscal Impact — There is no fiscal impact related to this action. Previous Related Action — The Board of Directors has previously approved the designation of standing committees to assist the District in providing further analysis and input into District operations prior to consideration by the full board. BACKGROUND The Board of Directors utilizes the committee process to improve the efficient management of action items that may be considered by the Board of Directors at a future date. The committee structure also provides staff with the opportunity to address issues with members of the Board of Directors prior to consideration by the Board. The District currently has three standing committees and utilizes Ad -Hoc committees as needed. This staff report does not deal with the subject of Ad -Hoc committees which have a defined beginning and end and are assigned under routine circumstances to manage a specific assignment or need. The three existing standing committees are the Legislative Committee, Public Affairs Committee and the Policy Committee. Staff is recommending that an additional committee be approved and that two of the committees be combined to more accurately reflect the needs and goals of the District. SRt# 0006 DISCUSSION The use of the committee structure is an efficient means to manage the volume of activity that confront the District so that recommended actions before the Board of Directors for their approval have been fully vetted first by a committee. Additionally, recommendations coming from a committee may also require that staff consider alternatives or conduct additional analysis prior to the item coming before the Board of Directors. Staff is recommending that the Board of Directors approve the establishment of four new committees and maintain an existing committee as described with the following committee purpose or mission_ Finance Committee "1'he purpose of the Finance Committee is to review, advise and recommend options to the Board of Directors and General Manager with regard to financial reports, rates, revenues, fees, charges, reserve funds, fund transfers, purchasing procedures, the budget, etc. Personnel Committee The purpose of the Personnel Committee is to review, study, advise and recommend options to the Board of Directors and General manager with regard to personnel matters, promotions involving salary adjustments, appointments of new positions, employee disciplinary action review, wage and benefit issues, etc. Legislative cS[ Public Affairs Committee The purpose of the Legislative and Public Affairs Committee is to review, study, advise and recommend to the Board of Directors and the General Manager with regard to community relations, legislation, public relations, press releases, public information, water conservation, customer communications, etc. Engineering and Facilities Committee The purpose of the Engineering and Facilities Committee is to review and study all engineering- related issues, which includes the District's capital improvement projects. The Committee shall also review the purchase of property, and disposition of unused, surplus property. The Committee will also review and study facility issues, which include such tasks as new District facility needs, design, construction and remodeling. SR# 0006 Policy Committee The purpose of the Policy Committee is to review, study, advise and recommend to the Board of Directors and the General Manager with regard to its existing Board approved policies and the consideration of new policies. In order for the District to operate efficiently staff is obligated to ensure that the members of the Committee have the requisite information and staff reports necessary for the committee's consideration.. The General Manager shall assign the appropriate staff to each Committee. Procedurally, the President of the Board of Directors shall in a public meeting consider nominations to and selection of members to each committee. A committee chairperson is selected from the members of the committee. Ordinarily, membership of each committee shall be reviewed, modified and approved at the annual meeting of the Board of Directors. Action by the Board of Directors establishing the new committees will require appointments to the various committees. It is recommended that this process take place at the August 23, 201 1 meeting. Respectfully Submi Robert A. DeLoach Interim General Ma SR# 0006 East Valley Water District Staff Report Meeting Date: August 9, 201 1 TO: Board of Directors SUBJECT: AB 3030 SUMMARY: State legislation known as AB 3030 regulates what property related fees and charges may be "passed- through" to users as an incidence of real property ownership. Wholesale water purchases and sewage treatment from regional agencies are passed - through to the District; however, the District is prohibited from doing the same to its customers with respect to sewer charges due to restrictions related to the guidelines set forth in the legislation. Issue — Should the District pursue options to revise or modify the provisions of AB 3030 thus allowing the District to "pass - through" certain costs directly io our customers and not be subject to the noticing and voting requirements set forth in Prop. 218. Recommendation — It is staff s recommendation that the Board of Directors direct staff to work with its State Legislative representative in developing possible amendments to the existing legislation (AB 3030) Fiscal Impact — There is no fiscal impact related to the recommended action of the Board of Directors. Reeb Government Relations, LLC is under contract to the District and the work related to this issue would be covered under this existing contract_ Previous Related Action — At the April 26, 201 1 meeting of the Board of Directors, the Board discussed alternatives to implementing a Prop. 218 SK# 0007 hearing process with respect to increased sewer charges passcd- through to the District from the City of San Bernardino. On April 28, 201 1, the District's legal counsel advised the Board of Directors that sewer pass - through charges were not included in the original. language of AB 3030. He provided copies of the enabling legislation for the Board's review. On May 24, 2011, the District's legal counsel provided the Board of Directors with a comprehensive description of the AB 3030 and Prop_ 218 requirements. Throughout July of 2011, Bob Reeb, the District's legislative representative in Sacramento has provided the Legislative Committee and staff with updates on discussions relative to amending the AB 3030 rules with the Howard Jarvis Taxpayers Association BACKGROUND AB 3030 and the statutory language of Government Code Section 53756 provides for the ability of the District to authorize automatic pass - through of outside cost increases related solely to " wholesule charges for water or adjustments in inflation. " It should be noted that within the language of the Government Code it also notes that agencies that provide sewer service are included in the enabling language; however, the ongoing reference is to wholesale water only. DISCUSSION The Legislative Committee has been exploring options with respect to AB 3030 and the ability to possibly amend language of the legislation allowing sewer charges generated by another agency, in this instance the City of San Bernardino, to be treated in the same fashion as wholesale water charges. Our State legislative representative has had on -going discussions with the Howard Jarvis Taxpayer Association in an attempt to gauge their support or non - support for the proposed language. At this point they are communicating that they are very cautious of amending the language and view sewer charges as distinct from. water charges but would continue to work with us. This issue is not unique to the East Valley Water District and impacts many other retail agencies that depend on other agencies to treat or maintain the sanitary sewer system. Our representatives are preparing to meet with the California Association of Sanitary Agencies in an effort to solicit their support_ In the present case with the City of San Bernardino, the District has no statutory or regulatory authority to modify or adjust the fees and charges passed through to the District. This example of passing - through charges is repeated with many agencies in the same position as the District. 5R# 0007 The Committee believes further efforts to affect change to the legislation has considerable merit and benefit to our rate payers, however, the committee does want to consider input from the entire Board of Directors before proceeding. Possible options include continuing with our efforts with our legislative representatives in developing alternatives and clarifying existing language that benefit the District and its customers which will result in allowing the District to pass - through the sewer charges, developing alternative language to AB 3030 and /or Prop. 21 S that would subject the City to increase due diligence relative to the public hearing process, or, discontinue our efforts in pursuing any change or amendments to the language of AB 3030_ Respectfully Submitted, Robert A_ DeI_oac Interim General Manager Attachments August Legislative Committee Agenda July 1, 201 1 Legislative Committee Minutes April 28, 201 1 correspondence from Steve Kennedy to the Board of Directors Copy of AB 3030 SR# 0007 East Valley Water District LEGISLATIVE COMMITTEE MEETING Date: August 1, 2011 Time: 12:00 p.m. Place: 3654 E. Highland Ave, Suite 30 Highland, CA 92346 AGENDA ------------------------------------------------------------- CALL TO ORDER PLEDGE OF ALLEGIANCE 1. Public Comments 2. Discussion regarding AB 3030 3. Accept minutes for: • June 27, 2011 • July 1 , 201 1 4. Review State and Federal Legislation ADJOURN Pursuant to Government Codc Section 54954.2(a), any request for a disability- related 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's Adn7inislrative Manager at (909) 885 -4900. ----------------------------- - - - - -- Subicct Lo approval: LAST VALLEY WATER ll1STRIC "1' July 1, 2011 SPECIAL LEGISLATIVE COMMITTEE MEETING MINUTES Director Moralcs called the meeting to order at 8 :00 a.m. Mr. DeLoach led the ilag salute. PRESGN "I': Directors: Malmberg, Moralcs ABSENT: None STArf�: Robert DeLoach, General Manager (Interim); Brian "Tompkins, Chief Financial Oflicer; Justine Hcndricksen, Administrative Manager LEGAL COUNS>✓L: Steve Kennedy GUES "T (S): Charles Roberts (I- lighland Community News) PUBLIC PARTiC1YA1'ION "There being no verbal or written comments the public participation section was closed. llISCUSSION REGARDING AB 3030 Director Moralcs stated that Director Malmberg has engaged Robert Reeb regarding AB 3030. Mr. Kennedy provided background information regarding AB 3030 and that there is not any specific language relating to sewer pass- through charges in the bill "I'he committee would like Mr. IZeeb to continue talks with the author oPthe original bill and possibly introduce a spot bill regarding sewer pass- through charges. llISCUSSION REGARDING SB 931 Director Morales stated that the District has not taken a position on SB 93 1 . Director Mahnbcrg suggested that the District oppose SB 93 I . "The committee has requested that staff prepare letters to our local legislators expressing the District's opposition to SB 931 . 12EVIEW STATE ANll FEDERAL LEGISLATION No report regarding State and Federal Legislation at this time. ADJOURN he meeting was ad- journed at 8:26 a.m. Robert E. Martin, Secretary Legislative Conuuiucc Mwung MinWCS 07/01/1 I jph Subicut w nt��rovi�l� CAST' VALLEY WATiJR DISTRICT .June 27, 20I 1 L,I;GISL,ATIVC COMMITT!✓C MIJITING MINUTCS Director Morales called the meeting to order at 12:05 p.m. Mr. Martin led Che flag salute. PRI3SLN'1': Directors: Malmberg, Morales A[3SEN "1,: None S "1'AI�I�: Robert Martin, General Manager; Eitcen [3ateman, Executive Assistant LEGAL COUNSEL: None GU['S "f (S): None PUBLIC PARTICIPATION "There being no verbal or written comments the public participation section was closed. 12i;VICW S'I'ATiJ AND hEDI:RAL L,CGISLATION The committee reviewed and discussed in detail approximately sixty bills that have been introduced in the Senate and Assembly. SANTA ANA SUCKi✓12 F1SII CRITICAL 1lABITAT Director Morales deterred this item to another meeting. ADJOURN The meeting was adjourned at I : 15 p.m. 12obert L. Martin, Secretary June 27, 201 I clb Justine Hendricksen From: Sent: To: Cc: Subject: Attachments Dear Board Members: Steve Kennedy Thursday, April 28, 2011 4:16 PM Automatic Pass Through of Sewer Rate Increases SKMBT_C4501 1 04281 51 1 O. pdf Pursuant to the discussion that took place during the Board meeting of April 26, 2011, regarding the above - referenced matter, attached hereto please find a copy of AB 3030 and its statutory enactment as Government Code Section 53756. You will note from the express language thereof that the ability of the District to authorize automatic pass- throughs of outside cost - increases apply only to "wholesale charges for water or adjustments for inflation." 1 might also point out that the legislative his for AB 3030 specifically states that "[t]his bill was intended as an optional tool to simplify the process of adjusting rates for who /esale water purchases or inflation adjustments, while maintaining the protections of Proposition 218." Therefore, it appears to me that AB 3030 is not available to the District as a means to pass- through the City of San Bernardino's recent wastewater treatment rate increases. I will continue to research whether other legal mechanisms may apply. If a director has any questions or comments concerning this material, please feel free to contact me at your earliest convenience (but without using the "reply all" feature on your computer). Thanks. Steven M. Kennedy Brunick, McElhaney Beckett, Dolen &Kennedy 1839 Commercenter West San Bernardino, CA 92412 Tel: (909) 889 -8301 Fax: (909) 388 -1889 A13 3U3U Assembly 13x11 - C'liAPTEKED HILL NUMBER: AB 3030 CI- IAPTERED BILL TEXT CHAPTER 611 FILED WITH SECRETARY OF STATE SEPTEMBER 30, 2008 APPROVED BY GOVERNOR SEPTEMBER 30, 2008 PASSED THE SENATE AUGUST 5, 2008 PASSED THE ASSEMBLY AUGUST 12, 2008 AMENDED IN SENATE JULY 7, 2008 AMENDED IN SENATE JUNE 11, 2008 AMENDED 2N ASSEMBLY MAY 5, 2008 AMENDED IN ASSEMBLY APRIL 22, 2008 INTRODUCED BY Assembly Member Brownley FEBRUARY 22, 2008 An act to add Section 53756 to the Government Code, relating to local government. LEGISLATIVE COUNSEL'S DIGEST AB 3030, Brownley. Local publicly owned water utility: rate cases. Articles XII2 C and XITT D of the California Constitution generally require that assessments, fees, and charges be submitted to property owners for approval or rejection after the provision of written notice and the holding of a public hearing_ Existing law, the Proposition 216 Omnibus 2mplementation Act, prescribes specific procedures and parameters for local jurisdictions to comply with Articles XIII C and XIII D of the California Constitution_ Existing law provides notice, protest, and hearing procedures for the levying of new or increased fees and charges by local government agencies pursuant to Articles X22I C and XIII D of the California Constitution. This hill would authorize an agency providing water, sewer, or refuse collection service to adopt a schedule of fees or charges that authorize automatic adjustments that pass through increases in wholesale charges for water or adjustments for inflation, if prescribed conditions are met, including, but not limited to, that the schedule of fees or charges not exceed a period of 5 years and that the schedule be adopted pursuant to existing law providing notice, protest, and hearing procedures for the levying of new or increased fees and charges by local government agencies. THE PEOPLE OF THE STATE OF CALIFORNIA DO ENACT AS FOLLOWS: Page 1 of 2 SECTION 1. Section 53756 is added to the Government Code, to .read: 53756_ An agency providing water, sewer, or refuse collection service may adopt a schedule of fees or charges authorizing automatic adjustmentis -cnat ass through increases in w oiesale Tr es or �-,` wa er or 'u tments or in ation, if it complies with all of the o lowing: (a) 2t adopts the schedule of fees or charges for a property - related service for a period not to exceed five years pursuant to Section 53755. ftn:1/ieQinfo.nublic.ca.�ov /pub /07- OS/bilUasm/ab 3001 - 3050 /ab 3030 bill 20080930 cha.._ 4/26/2011 Ali SU3V ASSe]]lbly 13111 - C:ti.AY'1r:1Zrll (b) The schedule of fees or charges may include a schedule o£ adjustments, including a clearly defined formula £or adjusting £or inflation. Any inflation adjustment to a fee or charge for a property - related service shall not exceed the cost of providing that service. (c) The schedule of fees or charges for an agency that purchases wholesale water from a�public agency may provide for automatic a�j�s�ments��ia� pass tFiroug dopted increases or decreases in the wholesale charges for water established by tine other agency_ (d) Notice of any adjustment pursuant to the schedule shall be given pursuant to subdivision (a} of Section 53755, not less than 30 days before the effective date of the adjustment_ Page 2 of 2 flp: //leQinfo.public.ca.�ov /pub /07- OS/bill/asm/ab 3001 - 3050 /ab 3030 bill 20080930 cha.. 4/26/2011 /� `;.... ,� zoos r;��:S�a�;Qn 1liLf • - .. _... - . - of the Asseaib>.y • w _ . _ .. re '��. - . •w:., r �_ .. e�ol+�Je �f fees sor a�'�s> ; ecsndxtio�a � ,..:,. ae �gci',�t�6pt a �c�iedW�. pf ���s �dii' �'es�es� 3n wholesale- f ��'ge�. charges for -water : or ,�� _ ... ; ?��r�la`te�i s,�.in�be fQ� at per�8 InaS �o �xc�eed ' ,.::: . ,,,y' , . .... � a � �� 4F : A�a•FF�., or a. Pr,QP�y��'elated ;as�1$`�t�le�' �' `�rom:`a ,�1i[bli:�'a�ncys �'thg � •, 4�t�d 'f�,�rn��aslas or tie$#ra -'�� m tl�t� ,... ham} b� �aeh 17i�,rgf3asi� to = s4bdi'va�iosY (aJ df �Si�#1r��i-�jt3s��iY`� :, - ... ,;, . :r on .that this- b17] dell veit� ot�ty tha �$ ,relating io �vho]esale e6at•,ges oi� 'ns i�teniiczl as an Op'tio{ial tool to ' ad,�us# rig rates foY wholesale water 8t�,fe'tnYCx3�s, �+v�18`ii#i}iih�'tiie ion 21�. -,� .._ .. ;Y;, �Q�}aly Meigz�e i� Assembly Bill No. 3030 CHAPTER 6l 1 An act to add Section 53756 to the Government Code, relating to local government. [Approved by (iovcrnor September 30, 2008. Piled with Secretary or State September 30, 2008.1 t.r_ctst_n-rrvr coutvsrt_•s otccasz- AB 3030, Brownley. Local publicly owned water utility: rate cases. Articles XiIIC and XI11 D ofthe California Constitution generally require that assessments, fees, and charges be submitted to property owners for approval or rejection after the provision of written notice and the holding of a public hearing. Existing law, the Proposition 218 Omnibus Implementation Act, prescribes specific procedures and parameters for local jurisdictions to comply with Articles XIII C and XIII D of the California Constitution. Existing law provides notice, protest, and hearing procedures for the levying of new or increased fees and charges by local government agencies pursuant to Articles XIiIC and XIIID ofthe California Constitution. This bill would authorize an agency providing water, sewer, or refuse collection service to adopt a schedule of fees or charges that authorize automatic adjustments that pass through increases in wholesale charges for water or adjustments for inflation, if prescribed conditions are met, including, but not limited to, that the schedule of fees or charges not exceed a period of 5 years and that the schedule be adopted pursuant to existing law providing notice, protest, and hearing procedures for the levying of new or increased fees and charges by local government agencies. The poop /c of the S[a!e of Ca/ fornia do c- -pact ar,lol /ows: SECTION ] . Section 53756 is added to the Government Code, to read: 53756. An agency providing water, sewer, or refuse collection service may adopt a schedule of fees or charges authorizing automatic adjustments that pass through increases in wholesale charges for water or adjusLnents for inflation, if it complies with all of the following: (a) I[ adopts the schedule of fees or charges for aproperty- related service for a period not to exceed five years pursuant to Section 53755. (b) The schedule of fees or charges may include a schedule of adjustments, including a clearly defined formula for adjusting for inflation. Any inflation adjustment to a fee or charge for aproperty- related service shall not exceed the cost of providing that service. 93 East Valley Water District Staff Report Meeting Date: August 9, 201 1 TO: Board of Directors SUBJECT: Purchasing Policy SUMMARY: Issue — Adoption of competitive pricing guidelines for purchases of more than $500, and of staff purchasing levels Recommendation — Approve attached Purchasing Policy Fiscal Impact — None Previous Related Action — Resolution 2008.21 Resolution of the Board of Directors Amending its Contract Procedures BACKGROUND The Policy Committee has been reviewing and /or introducing certain fiscal policies for the District in order to ensure that practices and procedures in use by staff are prudent and in the best interest of the District's ratepayers. In March, the Committee began a review of purchasing guidelines as defined by the District's own Contract Procedures, as well as guidelines in use by other agencies_ DISCUSSION The District's Contract Procedures were originally adopted on February 9, 1998, and amended on October 281', 2008. Those procedures were intended to provide direction for District staff in procuring services and supplies on behalf of the District, however, practices defined by the Contract Procedures left all purchases of $150,000 or less to the full discretion of the General Manager, including whether or not competitive bidding would be utilized. As a large majority of the District's purchase of services and supplies involves amounts less than $150,000, most purchases were not covered by the Contract Purchases. As a result, the committee felt that the purchasing procedures needed to be redefined in order to encompass more purchase transactions. 2 SR# 0008 The attached Purchasing Policy is presented to the board of directors by the Policy Committee for review, approval, and incorporation into the District's Fiscal Policies Manual. Re� -tfully Submitted, Brian W. Tomp ins Chief Financial Off cer Attachments: Purchasing Policy Exhibits A ro d by, Robert A. DeLoach Interim General Ma alter SR# 0008 ��East Valley Water District ADMINISTRATIVE PROCEDURES EAST VALLEY WATER DISTRICT APPROVAL DATE FINANCE POLICIES POL iCY NO. August 9, 20'1 1 APPROVED BY POLICY TITLE EFFECTIVE DATE URCHASING /PROCUREMENT August 9, 201 I Page 1 of 7 Board of Directors PURCHASING POLICY: Purpose: The purpose of this policy is to establish uniform procedures for bidding, contracting, and the procurement of equipment, services, and supplies. Scope: This policy applies to the purchase of all equipment, services, and supplies that have been approved by the Board of Directors through the annual budget process. Responsibility: A. The District's Lead Storekeeper /Buyer is primarily responsible for the procurement of equipment, services, and supplies, and for inventory management. B. The Lead Storekeeper /Buyer will locate sources of supply and interview prospective suppliers to consider such factors as availability, lead -time, and price discounts offered. The Lead Storekeeper /Buyer will develop and maintain the vendor list and vendor's catalog file necessary for the implementation of this policy. C. The Lead Storekeeper /Buyer will ensure performance within the guidelines of the District's policies and procedures, and shall make any recommendations for the improvement of this policy. D. It is the responsibility of each Department to initiate a purchase through the use of a Purchase Order Requisition. The Storekeeper /Buyers will process the requisition by determining the procurement method, obtaining advance approvals, negotiating prices and terms, verifying validity and completion of required documents, issuing purchase orders, receiving the material, and forwarding necessary documentation to Accounting for payment. East Valley Water District ADMINISTRATIVE PROCEDURES EAST VALLEY WATER DISTRICT APPROVAL DATE August 9, 2011 FINANCE POLICIES POLICY NO. APPROVED BY POLICY TITLE EFFECTIVE DATE URCHASING /PROCUREMENT August 9, 201 ] Page 2 of 7 Board of Directors Purchasing Authorization The Lead Storekeeper /Buyer is authorized to: A. Solicit full and open competitive pricing in accordance with prescribed policies and procedures to obtain the best value for the District. B. Maintain vendor lists and files facilitate efficient procurement with the stipulation that all vendors, suppliers, and contractors interested in doing business with the District will be given fair, unbiased consideration. C. Manage warehouse resources, including participation in development of blanket purchase orders and equipment budgets; and work with departmental supervisors to plan large purchases of supplies and equipment; monitor orders and expedite delivery when necessary. D. Review Purchase Order Requisitions for accuracy and completeness; assist in obtaining specifications, quotations, delivery terms and costs, and recommend substitute materials where economies can be realized or delivery improved. E. Upon obtaining appropriate approvals, enter into contractual obligations on behalf of the District for the acquisition of equipment, services, and supplies necessary to support the day -to -day operation of the District. F. Coordinate receiving and control of inventory, and management of warehouse stock levels; explore industry practices and technologies related to inventory control and warehouse management. G. Explain and interpret these policies and procedures to staff needing to requisition equipment, services and supplies, and ensure compliance with District purchasing and bidding policies. ®East Valley Water District ADMINISTRATIVE PROCEDURES EAST VALLEY WATER DISTRICT APPROVAL DATE F FINANCE POLICIES P POLICY NO. APPROVED BY P POLICY TITLE E EFFECTIVE DATE URCHASING /PROCUREMENT A August 9, 201 1 Page 3 of 7 Board of Directors P ain individuals (in writing or via job description) the responsibility for the performance of specific procurement activities. Only those persons so delegated are authorized to contractually obligate the District for the purchase of equipment, services, and supplies. B. Department heads may also delegate specc procurement authority by issuance of a Cal Card purchasing card. C. All purchases made by these specific delegations will be made in conformity with District policies and procedures. Purchase Requisition A. Purchase Order Requisitions must be authorized by the appropriate signatory level as indicated in the Authorization Table. B. In the absence of an approver for a given request, authorization will be obtained by the next highest authority in the Authorization Table. A Department Head has the authority to authorize purchases on behalf of the General Manager in his or her absence. C. Purchases of equipment, services, or supplies exceeding $100,000 shall be submitted to the Board of Directors for their review and approval. Payment of monthly bills and obligations under prior contract are excluded (e.g. - utility bills, debt service payments) D. Issuance of multiple purchase orders to circumvent the limitations included in this policy is strictly prohibited Procurement Methods Requests for Quotes (RFQ's) A. Purchases of equipment, services, or supplies in excess of $500 require at least three (3) competitive quotes. ADMINISTRATIVE PROCEDURES �EastValley EAST VALLEY WATER DISTRICT Water District APPROVAL DATE FINANCE POLICIES POLICY NO. August 9, 2011 APPROVED BY POLICY TITLE EFFECTIVE DATE URCHASING /PROCUREMENT August 9, 201 1 Board of Directors Page 4 of 7 (1) Purchases between $500 and $5,000 require at least three (3) oral or written quotes. (2) Purchases in excess of $5,000 require at least three (3) written quotes. B. The Authorization Table specifies purchase amount, bid type, contract type and the approval level. C. When three (3) competitive quotes are not available, reasons therefore should be written on the Purchase Order Requisition. A Department Head must authorize sole source purchases. D. Purchase amount includes the cost for the goods or services, taxes, freight fees and any other charges billed by the supplier. Formal Bidding 8� Contracting A. In general, Invitations to Bid (ITB's) should be used for purchases of materials, services, and equipment that must meet District specifications. Requests for Proposals (RFP's) should be used to solicit bids for professional and technical services, where, in addition to District specifications, the personnel performing the services are named and their qualifications listed. B. Invitations To Bid (ITB's) and Requests for Proposals (RFP's) must include a statement of work to be performed, how to obtain more detailed information about the project, and the date, time, and place for the submission of bids /proposals. C. Invitations to Bid (ITB). Request for purchases of equipment or services requiring ITB's shall follow these procedures: (1) Published Notice The requesting department shall prepare the ITB. Bid notices may be published on the District's Website, trade journals, newspapers, and other media if it is in the best interest of the District. (2) Pre -Bid Conference A pre -bid conference may be held to clarify ��East Valley Water District ADMINISTRATIVE PROCEDURES EAST VALLEY WATER DISTRICT APPROVAL DATE FINANCE POLICIES POLICY NO. August 9, 2011 APPROVED BY POLICY TITLE EFFECTIVE DATE URCHASING /PROCUREMENT August 9, 201 1 Page 5 of 7 Board of Directors items in the Notice inviting bids, answer questions, or tour applicable District facilities. If no conference is held, but questions are submitted in writing, a list of all questions and district responses should be distributed to all respondents. (3) Bid Opening. The District shall require all bids to be sealed and clearly identified on the outside of the envelope. District staff shall open the bids at the time and place stated in the ITB / RFP. (3) Awarding the Bid. A District designee shall tabulate the bids with a designee from the user department. Successful bidders will be notified by the Buyer. (4) Resection of Bids. The awarding personnel or Board of Directors may reject any or all bids presented, without justification, and re- advertise if desired. The awarding personnel and /or the Board of Directors may waive any minor irregularities in each bid received. (5) Bid Security. Bids requiring bid bonds or other types of security will be outlined in the bid documents. D. Best Value shall mean the bidder who meets the best interests of the District as determined by the awarding personnel or the Board of Directors in their sole and absolute discretion pursuant to the criteria outlined by the District in its Request for Proposal or Invitation to Bid. E. Dividing contracts into smaller component contracts for the purpose of evading the provisions of this policy is prohibited. Contracts may be divided only to meet unique scheduling or other needs of a project such as the purchase of equipment with a long lead -time or to accommodate necessary time frames. F. Purchase orders will be created for contracts used for the procurement of equipment, materials, or supplies. G. A Master Services Agreement will be signed with all new vendors who will be performing services on District facilities. _kTWPW East Valley ater District ADMINISTRATIVE PROCEDURES EAST VALLEY WATER DISTRICT APPROVAL DATE FINANCE POLICIES POLICY NO August 9, 201 1 APPROVED BY POLICY TITLE EFFEC'T'IVE DATE URCIiASING /PROCUREMENT August 9, 201 I Board of Directors Page 6 of 7 Authorization Table Purchase Order and Contract Amendments A. Amendments increasing the purchase amount of a purchase order require the appropriate authorization as outlined in the Authorization Table. B. Changes to contracts or purchase orders where the scope of work or dollar amount is amended must be authorized by the District and the party fulfilling the contract. Emergency Purchases: A. An emergency purchase includes any immediate need for supplies or services wherein following normal procurement procedures could threaten District operations, property, or public health and safety. B. Emergency purchases shall be subject to the approval of the General Manager, or his designee. Board approval and /or notification will be within 30 days of an emergency expenditure that exceeds $25,000. �WEast Valley Water District ADMINISTRATIVE PROCEDURES EAST VALLEY WATER DISTRICT APPROVAL DATE F FINANCE POLICIES P POLICY NO. August 9, 2011 APPROVED BY P POLICY TITLE E EFFECTIVE DATE PURCHASING /PROCUREMENT A August 9, 201 1 Page 7 of 7 Board of Directors P out the disposition of surplus supplies, materials, and scrap metal; the Lead Mechanic will recommend disposition of surplus vehicles and equipment. B. Surplus items may be exchanged or traded -in on new goods, sold using competitive procedures similar to standard acquisition practices, sold at public auction, or eliminated as scrap if there is no resale or trade -in value. Surplus items with a resale or market value in excess of $500 shall have the written approval of the General Manager prior to disposition. Budget Transfer Authority A. Budget transfers (between accounts and /or capital projects) less than $10,000 are subject to the approval of a Department Head. B. Budget transfers greater than $10,000, not using reserve funds, is subject to the approval of the General Manager. C. Budget transfers less than $25,000, with the use of reserve funds, are subject to the approval of the General Manager and retroactive approval by the Board of Directors. D. Budget transfers greater than $25,000, with the use of reserve funds, are subject to the prior approval of the Board of Directors. Federal Financial Assistance (Grants) A. All required levels of authorization and methods of allocating costs used for expenditure of District funds apply to the expenditure of Federal funds. B. All persons responsible for giving any level of approval for expenditure of federal funds will be issued a copy of, and should be familiar with, OMB Circular A -87 — Cost Principles For State, Local, and Indian Tribal Government.