Board Meeting Agenda 060215 - San Bernardino Valley Municipal

alle
BERNARDINO
MUNICIPALY
WATER DISTRICT
SAN BERNARDINO VALLEY MUNICIPAL WATER DISTRICT
380 E. Vanderbilt Way, San Bernardino, CA 92408
REGULAR MEETING OF THE BOARD OF DIRECTORS
AGENDA
2:30 p.m. Tuesday, June 2, 2015
CALL TO OlIDER/PLEDGE OF ALLEGIANCE/ROLL CALL
1.
PUBLIC COMMENT
Any person may address the Board on matters within its jurisdiction.
2.
APPROVAL OF MINUTES
A
3.
4.
May 19, 2015, Board Meeting (Page 4)
DISCUSSION AND POSSIBLE ACTION ITEMS
A
Consider Adoption of Resolution No. 1028 Regarding Board of Directors
Compensation and Reimbursement Rules and Procedures (Page 13)
B.
Consider Director Compensation Rate (Page 21)
C.
Consider Adoption of Resolution No. l 030 Establishing the Appropriations Subject
to Limit for Fiscal Year 2015-2016 (Page 23)
D.
Consider Sponsorship of San Bernardino Sunset Rotary Club Triathlon (Page 27)
REPORTS (Discussion and Possible Action)
A.
B.
C.
D.
E.
F.
G.
General Manager's Report
Baseline Feeder Committee Workshop, May 26 (Page 28)
Drought Response Grant Program - Water Rate Workshop, May 27
Wages, Benefits, and Insurance Committee Workshop, May 28
Basin Technical Advisory Committee, June 1
SAWPA Committee Meetings, June 2
Directors Activities
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Meeting of the Board of Directors
June 2, 2015
Page2
5.
ANNOUNCEMENTS
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
L.
M.
N.
0.
P.
6.
June 9, 2015 -Board of Directors' Workshop, 3:00 p.m. at the District Office
June 10, 2015 -Reservoir Committee Workshop, 3:00 p.m. at the District Office
June 11, 2015 -Advisory Commission on Water Policy, 6:30 p.m. at the District
Office
June 15, 2015 -Association of San Bernardino County Special Districts' Dinner,
6:00 p.m., The Castaway Restaurant, San Bernardino
June 16, 2015 - SAWPA Commission Meeting, 9:30 a.m. at SAWPA
June 16, 2015 -Board of Directors' Meeting, 2:30 p.m. at the District Office
June 22, 2015 -Baseline Feeder Committee, 3:00 p.m. at the District Office
June 25, 2015 - General Fund Budget Workshop, 3:30 p.m. at the District Office
July 6, 2015 -Basin Technical Advisory Committee, 1:30 p.m. at the District
Office
July 7, 2015-SAWPA Commission Workshop, 9:30 a.m. at SAWPA
July 7, 2015 -Board of Directors' Meeting, 2:30 p.m. at the District Office
July 8, 2015 - Reservoir Committee Workshop, 3:00 p.m. at the District Office
July 20, 2015 -Association of San Bernardino County Special Districts' Dinner,
6:00p.m.
July 21, 2015-SAWPA Commission Meeting, 9:30 a.m. at SAWPA
July 21, 2015 - Board of Directors' Meeting, 2:30 p.m. at the District Office
July 27, 2015 -Baseline Feeder Committee Workshop, 3:00 p.m. at the District
Office
CLOSED SESSION
The Board may convene/meet in closed session to discuss the following items.
7.
A.
Conference with Legal Counsel - Existing Litigation - Pursuant to Government
Code Section 54956.9(a),(d)(l)- San Bernardino Valley Municipal Water District
et al v. San Gabriel Valley Water Company et al - Case No. CIVDS1311085 (San
Bernardino Superior Court
B.
Conference with Legal Counsel - Existing Litigation - Pursuant to Government
Code Section 54956.9(d)(l) - Bear Valley Mutual Water Co. et al v. Jewell, et al
(9 1h Cir. No. 12-57297)
ADJOURNMENT
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Meeting of the Board of Directors
June 2, 2015
Page 3
PLEASE NOTE:
Materials related to an item on this Agenda submitted to the Board after distribution of the agenda packet
arc available for public inspection in. the District's office located at 380 E. Vanderbilt Way, San Bernardino,
during normal business hours. Also, such documents arc available on the District's website at
www.sbvmwd.com subject to staff's ability to post the documents before the meeting. The District
recognizes its obligation to provide equal access to those individuals with disabilities. Please contact Lillian
Hernandez at (909) 387-9214 two working days prior to the meeting wif'h any special requests for
reasonable accommodation.
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MINUTES
OF
THE
REGULAR BOARD MEETING
SAN BERNARDINO VALLEY MUNICIPAL WATER DISTRICT
May 19, 2015
Directors Present: Mark Bulat, Steve Copelan, Ed Killgore, and Susan Longville
Directors Absent: Gil Navarro (CSDA Conference, Sacramento)
Staff Present: Douglas Headrick, Bob Tincher, Wen Huang, Mike Esquer, Heather
Dyer, Aaron Jones, Cindy Saks, Bruce Varner and Lillian Hernandez
Registered Guests:
Alan G. Dyer, West Valley Water District
Benjamin G. Kelly, Western Heights Water Company
Greg Yanagihara, AECOM
Mandi Lambert, CV Strategies
Melody McDonald, San Bernardino Valley Water Conservation District
Jon Gaede, Assembly Member Brown's Office
The regular meeting of the Board of Directors was called to order by President Bulat at
2:30 p.m. at the District office, 380 E. Vanderbilt Way, San Bernardino. A quorum was
noted present.
Agenda Item 1. Public Comments.
President Bulot invited any members of the public to address the Board. Hearing none,
the meeting proceeded with the published agenda items.
Agenda Item 2. Approval of Minutes of the April 21, 2015, Board Meeting.
Director Longville moved to approve the minutes of the April 21, 2015,
Board meeting.
Director Copelan seconded.
The motion was
unanimously adopted with Director Navarro being noted as absent.
Agenda Item 3. Discussion and Possible Action Items.
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3 a) Consider Resolution in Recognition and Appreciation of the Public Service of
Anthony Araiza to the West Valley Water District. Douglas Headrick introduced the
item for consideration and gave a summary of the resolution. Alan Dyer, Director West
Valley Water District (WVWD), gave Anthony Araiza's history with the organization. Mr.
Araiza has worked at WVWD for 52 years beginning his career in field operations and
working his way up in the organization to become its general manager in 1995.
Mr.
Araiza's retirement celebration will be on May 30, 2015. Mr. Dyer thanked the Board for
their consideration of the resolution honoring Mr. Araiza.
Director Killgore moved approval of the Resolution in Recognition and
Appreciation of the Public Service of Anthony Araiza to the West Valley
Water District.
Director Copelan seconded.
The motion was
unanimously adopted with Director Navarro being noted as absent.
3 b) Consider Targeted Outreach Through June 2015 in Response to the Statewide
Emergency Water Use Reductions. Bob Tincher stated that this item was discussed at
a workshop held on April 22nd. At the workshop, many of the retail agencies were present
and presented the Board with a letter requesting that San Bernardino Valley Municipal
Water District (SBVMWD) consider providing 50 percent of the funding toward the project.
The Board members that were in attendance at the workshop supported the concept but
also requested that the proposal include additional detail regarding the two media
outreach events which were included in the original proposal. This project generally
provides public outreach on the emergency cutbacks to help the state achieve a statewide total of a 25 percent reduction in water use. The goal is to perform as much outreach
as possible near the implementation date of the restrictions which is June 1, 2015. The
project consists of creating presentation materials that can be used by all of the water
agencies along with two outreach events. The first outreach event was held on May 16th
which was the Hangar 24 Airfest in Redlands. The retail water agencies authorized the
spending of their 50 percent share to begin the project in anticipation of SBVMWD
considering its portion. Staff recommended that the Board authorize staff to enter into a
contract with CV Strategies for the total amount of the project $60,750 then provide 50
percent of the funding or $30,375. The District will be the contracting agency and the
remaining 50 percent of the cost will be invoiced to the retail water agencies.
Director Longville inquired as to the number of attendees at the event, if a representative
from the District was present at the event, and what the return was on the investment.
Mr. Tincher reported that he was at the event in the evening hours. Mandi Lambert from
CV Strategies reported that there were several staff members from various agencies
present throughout the event as well as herself. Ms. Lambert reported that there were
over 10,000 attendees at the event and their booth had a long line for most of the day.
Ms. Lambert stated they gave away most of their promotional items. There were
giveaways, raffles, and they received over 200 Facebook likes from that day.
Director Longville moved approval of staff's recommendation. Director
Copelan seconded. The motion was unanimously adopted with Director
Navarro being noted as absent.
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3 c) Consider Additional Education Outreach During May and June. Bob Tincher
stated that this is another way SBVMWD can help the retail agencies achieve the
emergency cutbacks they are being required to make by expanding the existing public
education program. The proposal is to expand the program with an additional 10 adult
educational outreach programs at a cost of $5,300. Staff recommended that the Board
approve an additional 10 adult educational programs at a cost of $5,300.
Director Killgore moved approval of the staff recommendation. Director
Copelan seconded. The motion was unanimously adopted with Director
Navarro being noted as absent.
3 d) Consider Proposition 84 Grant Funding Contract and Reimbursing up to $1.00
per Square Foot of Matching Funds for Commercial Turf Grass Removal. Bob
Tincher stated that this item was discussed at a workshop on April 22nd. Those Board
members in attendance, supported providing up to $1.00 per square foot of the required
$2.00 per square foot matching funds required under the grant. This grant was obtained
by the Santa Ana River Watermaster Action Team which is comprised of the Santa Ana
Watershed Project Authority (SAWPA) member agencies.
The Action Team was
successful in obtaining almost $13 million from the Proposition 84 grant program for water
conservation. This program is one of the components under that grant. The District's area
has been allocated $828,499 for institutional turf removal. These funds must be spent by
June 30, 2018. The dea is to remove turf in highly visible institutional or municipal sites.
The grant provides $1.00 per square foot and then requires $2.00 in matching funds. At
the workshop, the Board members present discussed providing $1.00 per square foot of
the matching funds and then requiring the remaining $1.00 per square foot from another
source most likely the retail water agencies. In order to receive funds from this grant,
SBVMWD must execute the grant funding contract with SAWPA. House counsel has
reviewed the contract and approved it as to form. Once the Department of Water
Resources contract with SAWPA has been signed, it will be attached to this contract as
well. Staff recommended that the Board authorize staff to execute the grant funding
contract with SAWPA once it has been finalized, and including any non-substantive
changes. To reimburse up to $1.00 per square foot of the matching funds for commercial
turf removal subject to the terms of the contract for a total amount of $828,499.
Director Longville moved approval to authorize staff to execute the grant
funding contract with SAWPA, once finalized and including any nonsubstantive changes. Reimburse up to $1.00 per square foot of the
matching funds for commercial turf removal, in the SBVMWD service
area, per the requirements in the grant funding contract at a total of
$828,499. Director Killgore seconded. The motion was unanimously
adopted with Director Navarro being noted as absent.
3 e)
Consider Participation in Water-Scale Proposition 84, Round 3 Grant
Application. Bob Tincher stated that this item was discussed at a workshop on May 12th.
The Board members in attendance at the workshop supported this item. The Santa Ana
River Watermaster Action Team has been working on a grant application that they plan to
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submit at the end of May 2015. The original goal of this project was to develop watershedscale projects that could bring agencies together instead of agencies competing against
one another for funds. The different components of the project include removal of Arundo
which is an invasive species that consumes a lot of water, habitat creation for the Santa
Ana Sucker to help mitigate for projects, water use efficiency, water banks in the
watershed that provide storage up to almost 200,000 acre-feet of water, and provide up to
60,000 acre-feet of dry-year yield. There will be recharge ponds, storage space in the
basin, wells and accompanying facilities to pump the water out. The San Bernardino
Basin Area (SBBA) is scheduled to get facilities in the 60,000 acre-feet storage range and
20,000 acre-feet per year of dry-year yield which is in addition to the conjunctive use
project. Staff recommended that the Board authorize staff to budget the District's portion
of the local match that would be required should the grant be awarded up to $9 million.
Authorize execution of Amendment No. 1 to the Memorandum of Understanding dated
May 2014, once finalized, subject to review by house counsel.
Director Longville moved approval to authorize participation in the $60
million watershed-scale Proposition 84, Round 3 Grant Application and
providing an equal share of the matching funds, not to exceed $9 million.
Authorize execution of Amendment No. 1 to the Memorandum of
Understanding dated May 2014, once finalized, subject to review by
The motion was
house counsel.
Director Killgore seconded.
unanimously adopted with Director Navarro being noted as absent.
3 f) Consider Support for Fiscal Year 2015-16 iEfficient Public Outreach Campaign.
Bob Tincher stated that this is an extension of a public outreach campaign that began in
2014 and has continued since that time. The first phase of the campaign ended in
December 2014 but the retail water agencies continued it through the end of the current
fiscal year. The current proposal would begin on July 1, 2015, and go for one fiscal year.
The campaign focuses on educating customers about water conservation, the emergency
cutbacks, and water supply projects as well. It will be advertising the California Water Fix
which is the water supply component of the former Bay Delta Conservation Plan (BDCP).
The BDCP has been split into two different projects in hope of accelerating the progress
and the California Water Fix is the water supply portion which will move the intakes to the
north. This item was discussed at a Board workshop on May 12th and the Board
members in attendance supported participation in the program up to 50 percent of the
Bronze advertising option. Staff recommended that the Board authorize the District to be
the contracting agency for the project by entering into a contract with CV Strategies for the
total contract value once that has been selected. The retail agencies have not decided
what level of the program they will be participating in. The District's participation amount
would be $215,311 which is 50 percent of the Bronze level plan. The remaining partner
agencies will be invoiced for the remainder of the costs. Director Longville indicated that if
the drought continues, she would rather be contributing funds toward enforcement rather
than additional education. She feels at some point, if the public is not responding, there
needs to be a focus on reaching the people who are not listening to the message.
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Director Copelan moved approval of authorizing staff to enter into a
contract with CV Strategies for the total contract value, once selected by
the retail water agencies that will be between $430,621 and $492, 109
and to provide up to $215,311 toward the project and invoice the
partnering agencies for the remainder of the cost. Director Killgore
seconded. The motion was unanimously adopted with Director Navarro
being noted as absent.
3 g) Consider Ingress and Egress Easement for District Parcel, APN 0297-111-17.
Mike Esquer stated that this item was discussed in the Engineering Committee Workshop
on April 22nd. Mr. Esquer directed the Board's attention to a drawing of the parcel in
question showing the easement at the south end of the property. Currently, the easement
exists on the north portion of the parcel. The Redlands Conservancy requested that the
District consider moving their easement to the south which would assist them in accessing
their conservancy parcel which is 100 acres and located east of the parcel in question.
Moving the easement will also assist the District with mitigation land for the East Branch
Extension. Staff recommended that the Board of Directors grant the new ingress and
egress easement to the Redlands Conservancy and in exchange the Redlands
Conservancy will quitclaim the existing easement and authorize the general manager to
execute and record the aforementioned documents.
Director Longville moved approval of staff's recommendation. Director
Copelan seconded. The motion was unanimously adopted with Director
Navarro being noted as absent.
3 h) Consider Annual Pipeline Cathodic Protection Survey and Evaluation. Mike
Esquer stated that this item was being forwarded from the Engineering Committee
Workshop on April 22nd for consideration and possible action. This is an annual cathodic
protection survey and evaluation. Annually the District has a consultant survey by testing
through leads that go into the ground and connect to the pipeline. Several different
pipelines are tested. The consultant then provides a report and compares the results with
the previous results from several years then informs the District whether they believe
corrosion could be occurring or not occurring. In addition, there is additional work where
previous surveys identified some low values in the cathodic protection systemon the east
end of the Foothill Pipeline. This has been discussed with V & A Consulting and they
believe they have an approach to try and identify if it is truly a problem or just an
abnormality that can be remedied easily. Part of the work will be to investigate the
situation further and develop recommendations going forward on protecting the east end
of the Foothill Pipeline. The proposed cost of the work is $64,960. Approximately $11 ,000
of the work would be covered by other agencies that have investments through capacity
rights in the pipeline. Staff recommended that the Board of Directors authorize the general
manager to execute the consulting services agreement with V & A Consulting for the
cathodic protection testing and repairs for the District pipeline facilities in the amount of
$64,960.
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Director Copelan moved approval of awarding the contract to V & A
Consulting for cathodic protection testing and repairs for the District
pipeline facilities in the amount of $64,960 and authorized the general
manager to execute the consulting services agreements with V & A
Consulting. Director Killgore seconded. The motion was unanimously
adopted with Director Navarro being noted as absent.
3 i) Consider Structural Engineering Services for Citrus Pump Station Potable
Water Supply Shade Structure. Aaron Jones stated that the District has been working
with the Department of Water Resources (DWR) on the East Branch Extension Phase II
Project. As part of the project, the Citrus Pump Station and Reservoir are being
constructed and will require a potable water supply and a shade structure. As part of the
development of the potable water supply at the Citrus Pump Station, staff has considered
constructing a shade structure to protect the tanks and equipment. The District solicited
two proposals with Knapp & Associates, Inc. being the lowest bidder at $7,900. Staff
recommended that the Board of Directors authorize the general manager to enter into an
agreement with Knapp & Associates, Inc. to provide structural design for the Citrus Pump
Station potable water supply project for the proposed fee of $7,900. This item was
discussed at the April 22nd Engineering Committee Workshop.
Director Copelan moved approval of authorizing the general manager to
enter into an agreement with Knapp & Associates, Inc. to provide
structural design for the Citrus Pump Station potable water supply
project for the proposed fee of $7,900. Director Longville seconded.
The motion was unanimously adopted with Director Navarro being noted
as absent.
3 j) Consider Requests for Directors' Compensation. President Bulat inquired if any of
the Directors wanted to request compensation for their activities.
Director Copelan requested compensation for his attendance at the 2015 Solar Challenge
event.
Director Longville requested compensation and approval of attendance at the Water
Education Foundation's Integrated Regional Water Management Plan 2.0 conference on
May 21st and 22nd in San Diego. Director Longville stated she would not be staying
overnight but drive home each day. Director Longville requested approval to attend a
hearing at the Local Agency Formation Commission on May 20th regarding a concept
being proposed which involves the District.
Director Killgore requested authorization to attend Anthony "Butch" Araiza's retirement
celebration on May 30th to present Mr. Arazia with the resolution from the District.
President Bulat requested authorization to attend the Basin Management Taskforce
meeting on May 27th at SAWPA.
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Director Longville moved approval of all requested activities. Director
Killgore seconded. The motion was unanimously adopted with Director
Navarro being noted as absent.
3 k) Consider Adoption of Resolution No. 1028 Establishing Rules and Procedures
for Compensation of Directors and for Reimbursement of Directors and Staff.
Douglas Headrick gave an introduction and summary of the resolution. Director Longville
expressed concerns she had regarding an item in the proposed resolution and suggested
taking the resolution back to a workshop setting for further discussion. The Board agreed
to table the item and requested that a workshop be scheduled to discuss the matter
further. The item will be brought back to a future Board meeting for consideration.
Agenda Item 4. Reports (Discussion and Possible Action).
4 a) Legislative Report. Bruce Varner gave an update on Assembly Bills 291 and 496.
The key water topics he reported on were the emergency regulation adopted by the
State Water Board on May 5, 2015, the Governor's May revision of the budget, and
Eastern Municipal Water District's move to Stage 4a of its Water Shortage Contingency
Plan and they are requesting that their customers reduce their outdoor irrigation by 50
percent.
4 b) Engineering Committee Workshop, April 22, 2015. No oral report was given.
4 c) Baseline Feeder Committee Workshop, April 27, 2015. No oral report was given
as a written report was included in the Board packet.
4 d) West Valley Water District Drought Action Partnership, May 3, 2015. Director
Killgore reported that in attendance at the event were representatives from the school
district, cities, and water agencies. Director Killgore will be meeting with a representative
from Veolia and the Superintendent of Schools to discuss weather-based irrigation
controllers.
Mr. Headrick reported that West Valley Water District 0N\fWD) will be
developing their own coordinated messaging program so that customers who receive
water from the City of Rialto and customers who receive water from WVWD are receiving
the same message.
4 e) Basin Technical Advisory Committee, May 4, 2015. No oral report was given as
a written report was included in the Board packet.
4 f) ACWA 2015 Spring Conference, May 5-8, 2015. Director Copelan reported on the
JPIA activities including health insurance. Director Killgore gave an overview of the
topics discussed at the conference.
4 g) Board of Directors' Workshop, May 12, 2015. No oral report was given.
4 h) Reservoir Committee Workshop, May 14, 2015. No oral report was given as a
written report was included in the Board packet.
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4 i} Association of San Bernardino County Special Districts' Dinner, May 18, 2015.
Director Copelan reported that the meeting was hosted by Hi-Desert Water District at the
Hawks Landing Golf Club at Blue Skies in Yucca Valley. The speaker was Cindy
Melland, President of the Basin Wide Foundation.
4 j} SAWPA Commission Meeting, May 19, 2015. Director Killgore reported on the
following SAWPA matters:
1)
Installed Commissioner Tom Evans as Chair of the Commission.
2)
Swore in new Alternate Commissioner Brenda Dennstedt. Ms. Dennstedt
will represent SAWPA on the Board of Directors of the Lake Elsinore and
San Jacinto Watersheds Authority.
3)
Adopted the FYE 2016-2017 budget and directed it to be taken up by the
member agencies for approval, and directed staff to place on the agenda at
the Commission's June meeting a report from the ad hoc committee on the
class and compensation study that is reflected in the budget.
4 k} Operations Reports. No oral report was given as a written report was included in
the Board packet.
4 I} Treasurer's Report. Director Longville moved approval of the following expenses
for the month of April 2015. The State Water Contract Fund $1,849,796.96, Devil
Canyon/Castaic Fund $90,851.00, and General Fund $2,068,663.67. Director Copelan
seconded. The motion was unanimously adopted with Director Navarro being noted as
absent.
4 m} Directors' Activities. Director Longville reported that the KVCR interview has
been changed once more. The interview will now be one hour long and Director
Longville will be interviewed at the Water Conservation Demonstration Garden at Cal
State San Bernardino. The interview is scheduled to take place in June 2015 with
editing in July 2015 and will air in August 2015. Director Longville stated that she did not
attend the Southern California Association of Governments meeting as originally
intended.
Director Copelan reported that he attended the 2015 Solar Challenge event at Yucaipa
Regional Park.
President Bulot reported that he attended the Salinity Management Taskforce meeting at
the SAWPA.
Agenda Item 5. Announcements. President Bulot announced there would be a press
conference on June 1, 2015, at 10:00 a.m. at the District office. There will be an
Advisory Commission on Water Policy meeting on June 11, 2015, 6:30 p.m. at the
District office.
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Agenda Item 6. Closed Session. None.
There being no further business, President Bulot adjourned the meeting at 4:14 p.m.
APPROVAL CERTIFICATION
Respectfully submitted,
I hereby certify to approval of the foregoing Minutes of
San Bernardino Valley Municipal Water District.
Secretary
Date _ _ _ _ _ _ _ _ _ _ __
Lillian Hernandez
Board Secretary
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Bl'ilNARDINO
MUNIC IPA LY
WATER D ISTRICT
DATE:
June 2, 2015
TO:
Board of Directors
FROM:
Douglas D. Headrick, General Manager
SUBJECT:
Board of Directors' Compensation and Reimbursement Rules and Procedures
Background
On June 4, 1990, the Valley District Board of Directors approved Resolution 761 establishing
rules and procedures for Director's compensation and for reimbursement of expenses of Directors
and Staff. On March 19, 2013 the Board updated the Schedule of meetings at which the Board
desires representation by Directors by deleting two committees no longer functioning and adding
one, the Basin Technical Advisory Committee (BTAC). In early 2015 it was determined that some
additional clarification of the rules and procedures in Resolution 761 is necessary to avoid
possible confusion about what is allowed under the Board policy. Therefore, on March 3, 2015
the Board agreed to suspend the Board compensation and reimbursement provisions in
Resolution 761 until such time as a new set of rules and procedures is approved.
An initial Board Workshop on the topic was conducted on March 10, 2015. At the conclusion of
that Workshop, Staff was provided direction to work with legal counsel on a new policy document
and return to the Board in a Workshop to finalize the language.
A revised policy document was prepared by Valley District house counsel and subsequently
presented to the Board in a second Workshop on May 12. At the conclusion of that Workshop,
Staff was directed to bring the item to the full Board for consideration on May 19. At that meeting
the Board asked that the draft Resolution be placed on an upcoming Workshop agenda for
discussion about Section 2: Paragraph 12 - Reimbursement for Political Campaign Costs
Prohibited. The request was based on whether or not this topic should be covered in this
Resolution or a separate one and whether or not candidates should be prohibited from soliciting
campaign funds from consultants and suppliers to the District.
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A Board Workshop was conducted on May 281h to discuss the aforementioned Paragraph 12. The
Board directe.d Staff to remove Section 2: Paragraph 12 from draft Resolution 1028 and place the
revised policy on the next Board Agenda. The topic of campaign costs and fundraising rules will
be the subject of a future Workshop and may result in a separate Board policy document.
Staff Recommendation
Authorize the Board President to sign Resolution 1028 - Establishing Rules and Procedures for
Compensation of Directors and for Reimbursement of Directors and Staff
Attachment
Resolution 1028
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RESOLUTION NO. 1028
RESOLUTION OF THE BOARD OF DIRECTORS OF THE SAN
BERNARDINO VALLEY MUNCIPAL WATER DISTRICT
PROCEDURES
FOR
ESTABLISHING
RULES
AND
COMPENSATION OF DIRECTORS AND FOR REIMBURSEMENT
OF DIRECTORS AND STAFF
WHEREAS, it is recognized that each member of the Board of Directors (Board) of the
San Bernardino Valley Municipal Water District (District) expends a considerable amount of
time and effort attending meetings, including meetings of the Board, serving on committees, and
rendering other services as a member of the Board; and
WHEREAS, in consideration of these expenditures of time and effort, it is appropriate to
provide reasonable compensation and to authorize reimbursement of expenses for directors; and
WHEREAS, Sections 71255 and 20200 et seq. of the California Water Code provide for
compensation to water district board members for each day's attendance at meetings of the
board, or for each day's service rendered as a member of the board by request or approval of the
board; and
WHEREAS, Section 53232 et seq. of the California Government Code provides the
means of determining whether a director's activities on any specific day are compensable; and
WHEREAS, the Board previously adopted Resolution No. 761 on June 4, 1990,
establishing rules and procedures for compensating directors and for reimbursing directors and
staff for expenses; and
WHEREAS, the Board desires to clarify and update the types of occasions that constitute
the performance of official duties for which directors may receive payment and the rules and
procedures for compensating directors and for reimbursing directors and staff for reasonable
expenses incun-ed in can-ying out the business of the District;
NOW, THEREFORE, BE IT RESOLVED by the Board that the following Rules and
Procedures for Compensation of Directors and for Reimbursement of Directors and Staff are
hereby adopted.
SECTION 1:
1.
Compensation of directors for each day's attendance at meetings of the Board, or for each
day's service rendered as a member of the Board as approved by the Board ("Per Diem"),
shall be established from time to time by ordinance adopted by the Board in accordance with
applicable sections of the California Water Code; provided, however, that Per Diem will not
be paid for more than the maximum number of days per month permitted under the
California Water Code. Per Diem will be paid in addition to reimbursement for any
reasonable and necessary meal, lodging, and travel expenses incurred in attending any such
meetings, or rendering any such service.
2.
No director shall receive Per Diem for more than ten (10) days in any calendar month.
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3.
Directors may receive Per Diem only once for any calendar day, regardless of the number
of meetings attended in the same day.
4.
Attendance shall mean that the director was present at not less than seventy-five percent
(75%) of the total duration of the meeting or conference proceedings.
5.
Per Diem will be paid only ifthe director submits a written request setting forth the date,
location, and District's purpose of the meeting for which Per Diem is requested.
Directors shall file with the District's accounting office a signed "District Directors
Meeting Reimbursement Request" form at or prior to the first regularly noticed meeting
of the Board each month requesting Per Diem for not to exceed ten (10) days for the
previous month.
6.
Directors may receive Per Diem for attendance at regular, special, emergency, and
adjourned District Board meetings.
7.
Directors may receive Per Diem for attendance at meetings other than regular, special,
emergency, and adjourned District Board meetings, without prior Board approval, only
for those meetings specifically listed in Exhibit A attached hereto and incorporated herein
by reference.
8.
Subject to the overall maximum often (10) days Per Diems per month, directors may
request Per Diem for attendance at a maximum of three (3) of the following meetings per
month which provide a tangible benefit to the District at a reasonable cost:
9.
a.
Regularly noticed board meetings of retail water agencies within the District service
area.
b.
Regularly noticed meetings of local agencies, including but not limited to the San
Bernardino County Board of Supervisors, a city council within the District service
area, or the San Bernardino County Local Agency Formation Commission, when
the agenda indicates a matter related to the District will be discussed.
c.
Meetings of local organizations not related to any political organization or body in
the District service area, including without limitations meetings of Chambers of
Commerce and philanthropic groups, when a director is attending at the request of
the organization to provide a public presentation about the District or to participate
in an activity directly related to the District.
Subject to the overall maximum often (10) days Per Diems per month, and only with
prior approval of the Board a director may receive Per Diem for the following meetings:
a.
Association of California Water Agencies (ACWA)- Special circumstances
necessary for more than two (2) directors to attend.
b.
California Special Districts Association (CSDA)- Special circumstances necessary
for more than two (2) directors to attend.
c.
Meetings with other elected officials and their staff.
d.
Tours directly related to the work of the District.
e.
Anniversaries, groundbreaking events, staff/director retirements, or other similar
celebratory events.
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10.
Directors may not receive Per Diem for attendance at the following meetings:
a.
American Water Works Association.
b.
Southern California Association of Governments.
c.
League of California Cities.
d.
Emergency Response Network of the Inland Empire.
e.
Meetings with District consultants and attorneys.
f.
Meetings with District staff, except as specifically authorized in Exhibit A.
11.
Per Diem for attendance at any out-of-state meetings shall require prior Board approval.
12.
A director's Per Diem for attendance at another agency's meeting shall be reduced by any
amount such agency pays to the director for attendance at such meeting.
13.
Directors shall be provided with a monthly report showing the amount of Per Diem or
reimbursement received by each director.
SECTION2:
1.
Reimbursement Forms.
Directors and staff shall file with the District's accounting office a signed "District
Request for Reimbursement of Expenses" form listing all expenses of the previous
month. The form shall list, as separate non-reimbursable expenses, items charged on
credit cards which may be provided by District to certain individuals.
2.
Receipts.
Original receipts for all expenses and charge slips must be attached to the "District
Request for Reimbursement of Expenses" form.
3.
Staff or Director Travel Authorization.
Staff travel for more than one (1) day in or outside the state must have prior written
approval of the General Manager. Staff travel for less than one (1) day may have the
verbal approval of the General Manager. Directors requesting to travel one (1) day in
advance of an approved meeting must show good cause for such travel and is subject to
prior approval of the Board.
4.
Travel Reimbursement.
Payment for travel by directors within the Southern California region will be made only
on the basis of either mass transit tickets purchased, or private vehicle miles driven at the
reimbursement rate per mile specified by the Internal Revenue Service. Destinations
considered to be within the Southern California region include but are not limited to Los
Angeles, San Diego, Palm Springs, and Barstow. To be eligible for reimbursement for
vehicle mileage Directors and staff must submit Proof of Insurance for any vehicle for
which mileage reimbursement is requested along with a valid California Driver's
License. Vehicle mileage for travel by directors within the District service area is not
reimbursable.
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Payment for air transportation (economy or tourist class only) will be made to major
destinations within California or approved destinations out of state. Should directors or
staff choose a private vehicle in lieu of air travel, the lesser rate of the two will be
applied. No payment will be made for additional food or lodging required due to a
director's or staff member's choice to use a private vehicle for travel. No salaries or
director Per Diem shall be paid for additional time required for private vehicle travel.
Airline reservations or tickets may be procured though the District staff member
designated by the General Manager, or procured by directors for later reimbursement if
so desired, provided the cost does not exceed the cost of what the staff member would
have purchased. District shall purchase no tickets for persons other than District directors
or staff. Tickets for guests of directors or staff shall be purchased by such persons in a
separate transaction without use of any District funds and are not subject to
reimbursement.
Airport parking, in short-term lots for travel less than 48 hours, or long-term lots for
travel exceeding 48 hours, is an allowable expense for authorized travel.
Public transportation (taxi/bus/limo/online canier) should be utilized for local travel
during out-of-town business, unless the cost of a rental car provides a demonstrable cost
savings or public transportation is not available to the desired destination at the time
needed.
5.
Lodging.
Lodging expenses will be reimbursed or paid when travel on official District business
reasonably requires an overnight stay. Lodging for events within 150 miles of the
District office is not reimbursable. If lodging is in connection with a conference, lodging
expenses must not exceed the group rate published by the conference sponsor for the
meeting in question if such rates are available at the time of booking. If the group rate is
not available for a conference, directors and staff shall request government rates, when
available. Government rate lodging is preferable, but alternative lodging at equal to or
less than government rate is permissible.
6.
Food and Beverage.
Expenditures for food will be moderate and reasonable for the location where consumed.
Food and beverage receipts for breakfast, lunch, or dinner consumed by directors or staff
are required for reimbursement. The District shall not pay for any alcoholic beverage of
any type consumed by directors or staff.
Employees working overtime and requiring work through a normal eating period may be
provided meals paid by the District at the discretion of the General Manager.
7.
Spouses, Friends, and Guests.
The District shall not pay any expenses covering spouses, friends, or guests who may
accompany directors or staff in any travel activity unless otherwise specifically
authorized by the Board.
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8.
Travel Advance.
Travel advances may not be requested by directors or staff for approved District travel.
The director or staff member shall complete a special "District Request for
Reimbursement of Expenses" form covering cash and credit card expenditures incurred.
A District credit card may not be used to pay for incidentals during travel.
9.
Business Related Expenses.
District-related expenses incurred in the business center of a hotel or convention center
are reimbursable if submitted on the approved "District Request for Reimbursement of
Expenses" form.
10.
Approval of Expenses.
Directors' and General Manager's expenses must be approved by the Treasurer or
director designated by the Board. Other staff expenses must be approved by the General
Manager. Any rejected or unapproved expenses shall be charged back against any
present or future reimbursement requests or directors' Per Diems payable.
11.
Public File.
An individual public file shall be maintained by the accounting office. The file shall
contain all cash, credit card, or direct charges to the District for expenses incurred by
each director and staff member.
12.
Use of District Resources.
The use of District resources and/or employee personnel time by a director shall be for
District business only.
SECTION3:
This Resolution shall supersede and otherwise control over the provisions of Resolution
No. 761. As of the effective date of this Resolution, Resolution No. 761 shall be of no
further force or effect.
ADOPTED this 2nd day of June, 2015.
Mark Bulot, President
ATTEST:
Gil Navarro, Secretary
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EXHIBIT A
1.
Meetings between the Board President and District staff to discuss issues affecting
agenda matters, not to exceed two (2) meetings per month.
2.
Regularly noticed District Board Workshops.
3.
Regularly noticed meetings of District Board committees, whether standing or ad hoc, to
which the director has been duly appointed.
4.
Regularly noticed meetings of agencies or organizations by directors who have been
specifically appointed by the Board to serve as its primary or alternate representative.
5.
Regularly noticed meetings of the Upper Santa Ana Water Resources Association.
6.
Regularly noticed meetings of the Basin Technical Advisory Committee.
7.
Regularly noticed meetings of the San Bernardino Regional Water Resources Authority.
8.
Regularly noticed meetings of the District Advisory Commission on Water Policy.
9.
Regularly noticed meetings of the San Bernardino County Association of Special
Districts.
10.
Court hearings or legal proceedings related to District business.
11.
AB 1234 ethics and AB 1825 sexual harassment prevention training programs, in person
or by webinar, if the director earns a Certificate of Completion as required by the
California Government Code.
12.
Additional meetings designated by the Board, from time to time, which are not of a
standing nature and at which the Board desires representation by District directors.
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BERNARDINO
MUNICI PALY
WATER D ISTRICT
DATE:
June 2, 2015
TO:
Board of Directors
FROM:
Douglas Headrick, General Manager
SUBJECT:
Director Compensation Rate
Background
Valley District Ordinance No. 65, attached, provides the policy for establishing Director's
compensation. At a Workshop conducted on May 28, Staff was directed to place an item on this
Board Agenda for discussion and possible action regarding the scheduled Director's compensation
rate increase.
Recommendation
Provide direction to staff on the Director's compensation rate for Fiscal Year 2015-2016.
Attachment
Ordinance No. 65
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31
Supersedes Ord. No. 59
-
ORDINANCE NO. 65
-- --
ORDINANCE OF THE BOARD OF DIRECTORS OF THE SAN BERNARDINO
VALLEY MUNICIPAL WATER DISTRICT ESTABLISHING COMPENSATION
FOR DIRECTORS' SERVICES
WHEREAS, the compensation of the Directors of the San
Bernardino Valley Municipal Water District was last fixed by
ordinance No. 59 effective April 3, 1987, and pursuant to said
ordinance has been adjusted annually thereafter, and
WHEREAS, sections 20200 of the California Water Code, et
seq., authorized the Board to increase the amount of compensation
by an amount equal to 5 percent for each calendar year following
the operative date of the last adjustment, of the compensation
which is received when the ordinance is adopted, and
WHEREAS, a public hearing on this ordinance has been held
after published notice pursuant to section 6066 of the Government
Code as provided by law,
NOW THEREFORE BE IT ORDAINED by the Board of Directors of the
San Bernardino Valley Municipal Water District as follows:
-
1.
Commencing on the effective date hereof, each Director
shall receive compensation in the amount of $130.00 per day for
each day's attendance at meetings of the Board and in the amounts
of $130.00 for each additional day's service, other than attending
meetings of the Board, rendered as a Director by request of the
Board, not exceeding compensation for a total of ten full days in
any calendar month, together with any expenses incurred in the
performance of his duties required or authorized by the Board.
2.
Effective annually each year on the anniversary of the
last adjustment, the amount of compensation for each day's
attendance at meetings of the Board and for each additional day's
service, other than attending meetings of the Board, rendered as a
Director by request of the Board, not exceeding compensation for a
total of ten full days in any calendar month, shall be increased
by 5 per cent of the compensation received when this ordinance is
adopted.
3.
This ordinance shall become effective 60 days from
date of its final passage, or as otherwise provided by law,
shall supersede Ordinance No. 59.
/
,/
ENACTED:
November 6, 1989
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atte
BERNARDINO
MUNICIPALY
WATER DISTRI CT
DATE:
June 2, 2015
TO:
Board of Directors
FROM:
Douglas Headrick, General Manager
Cindy Saks, Finance Manager
SUBJECT:
Consider Approval of Resolution 1030 Establishing the Appropriation Subject to
Limit for Fiscal Year 2015-16
Background
The District is required to calculate the appropriation limit as required by Article XIII B of the
California Constitution and Section 7910 of the Government Code. The appropriation limit sets the
amount of property taxes the District can expend. The law does exempt certain types of
expenditures from the appropriation limit which include outlay for capital projects and facilities and
debt service on voter approved bonds used to finance the District's State Water Contract.
In November 1979 the voters of the State of California approved Proposition 4, commonly known
as the Gann Initiative. The Proposition placed limits on the amount of revenue, which can be spent
by all entities of government. These limits are based on the amount of appropriations in the 197879 "base" year. In June of 1990 voters approved Proposition 111. Proposition 111 provides new
adjustment formulas which make the Appropriations Limit more responsive to local growth issues.
The factors used to adjust and calculate the limit are the percentages of change in population in
San Bernardino and the per capita personal income as calculated by the California Department of
Finance.
As shown in the calculations on following pages, Valley District's appropriation limit for fiscal year
2015-16 is $25,303,869. The calculations have been reviewed by the District's auditors. The
amount of General Fund property tax revenue budgeted and spent by Valley District each fiscal
year is less than $8 million dollars. This total is well below the appropriation limits.
Staff Recommendation
Approve Resolution 1030 establishing the Appropriations Subject to the Limit for Fiscal Year 20152016.
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Attachments
1. Resolution 1030
2. Appropriations Limit calculations for Fiscal Year 2015-2016.
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RESOLUTION NO. 1030
RESOLUTION OF THE BOARD OF DIRECTORS OF THE
SAN BERNARDINO VALLEY MUNICIPAL WATER
DISTRICT ESTABLISHING THE APPROPRIATIONS
SUBJECT TO LIMIT FOR FISCAL YEARS 2015-2016
BE IT HEREBY RESOLVED that, in accordance with Article XIII B of the
California State Constitution, the Board of Directors of the San Bernardino Valley
Municipal Water District hereby establishes $25 ,3 03 ,869 as the appropriations subject to
limit for Fiscal Year 2015-2016.
ADOPTED this 2nd day of June, 2015.
San Bernardino Valley Municipal Water
District
Mark Bulot, President
ATTEST:
Gil Navarro, Secretary
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a lle
Of.l\Ni\l\DI NO
MlJN IC ll'Al y
WAT ER DISTRICT
SAN BERNARDINO VALLEY MUNICIPAL WATER DISTRICT
APPROPRIATIONS LIMIT
2015 - 2016 FISCAL YEAR
2014 - 2015 APPROPRIATIONS LIMIT
24,2 15,427
Percent
Ratio
2015- 2016 ADJUSTMENT FOR PERCENTAGE CHANGES IN:
CALIFORNIA PER CAPITA PERSONAL INCOME
POPULATION PERCENT CHANGE 2014 TO 2015
PERCENT CHANGE AS A FACTOR
2015 - 2016 APPROPRIATIONS LIMIT
3.82
0.65
1.0382
1.0065
104.4948%
25,303,869
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BERNARDI NO
MUNICIPALY
WATER DISTRICT
DATE:
June 2, 2015
TO:
Board of Directors
FROM:
Douglas Headrick, General Manager
SUBJECT:
Sponsorship of San Bernardino Sunset Rotary Club Triathlon
Background
Staff is asking the Board to consider a sponsorship including an in-kind contribution of $150 to the
San Bernardino Sunset Rotary Club's upcoming Tinman Triathlon event to be held at California State
University, San Bernardino (CSUSB) on June 28. Director Longville is a member of the Rotary Club
and the coordinator for the event.
The requested sponsorship includes the printing and mounting of four large maps of the race route.
Staff estimates the cost including materials and staff time to be $150. In return for the in-kind
contribution, the District would be labeled as a sponsor on the event materials and would be e ligible
to place District related water conservation material in the bags distributed to all participants.
Further, the event takes place next to the Valley District sponsored water conservation garden
located at CSUSB so there is opportunity to promote that asset to the community of athletes and their
families who will attend the triathlon.
Recommendation
Authorize a $150 in-kind sponsorship of the San Bernardino Sunset Rotary Club's upcoming Tinman
Triathlon event to be held at California State University, San Bernardino on June 28.
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BERNARD INO
MUNICI PAL Y
WATER DISTR.JCT
DATE:
June 2, 2015
TO:
Board of Directors
FROM:
Wen Huang, Manager of Engineering
SUBJECT:
Baseline Feeder Committee Report - May 26, 2015
The Baseline Feeder Committee met at 3:00 pm on Tuesday, May 26, 2015 in the conference
room at the offices of the San Bernardino Valley Municipal Water District. Director Killgore chaired
the meeting. Directors Copelan, Navarro, and Longville participated in the meeting. Peter Fox of
the City of Rialto, Linda Jadeski of West Valley Water District (WVWD), and Don Hough of
Riverside Highland Water Company (RHWC) also participated in the discussion.
The meeting agenda contained the following items for presentation and discussion:
2.A.
Update on Operations of the New Baseline Feeder System:
Staff reported that the Baseline Feeder System has been running as designed. As of April
30, WVWD received 1,450 acre-feet (AF) and the City of Rialto received 1,012 AF, for a
total of 2,462 AF, from the System for 2015. Overall, the year-to-date delivery is 20%
higher than it should have been at this time of the year. The increase was primarily due
to additional deliveries to the City of Rialto as one of its wells was being rehabilitated. This
work has since been completed. It was also reported that the City of Rialto staff has
requested supplemental water from the Encanto Booster starting on May 27.
2. B.
Summary of the Baseline Feeder Stakeholders' Operations Meeting of April 29, 2015:
Staff reported that the Baseline Feeder Stakeholders met on April 29 to discuss matters
related to the operations of the Baseline Feeder. The discussion is summarized below:
1. Baseline Feeder System O&M Cost: For Fiscal Year 2014-15 through March 31, 201 5,
based on the total cost of $488,613 and 5,538 AF delivered from July 2014 to March
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2015, the unit O&M cost was $88.24 per acre-foot (AF), which is below the projected
unit cost of $115/AF.
2. Payments for State Water Project (SWP) water recharge in the Waterman and
Sweetwater Basins for 25% of the water delivered to the Baseline Feeder
Stakeholders for 2013 have been collected. The recharge was scheduled to occur in
2014 but was deferred due to the historic low SWP allocation. However, the recharge
was scheduled to begin on May 1, 2015.
3. WVWD presented the quotes for reinstallation of the 24-inch Cla-Val at its 3A-1
connection to the Baseline Feeder System. The total cost for equipment rehabilitation
and installation is approximately $40,000. All stakeholders agreed to direct WVWD
staff to proceed.
The cost will be shared by WVWD and the City of Rialto in
accordance with the Restated Agreement.
There are approximately $50,000 of
remaining funds available from the Baseline Feeder Flow Control and Metering
Improvements Project, which will be used to fund the work.
4. The City of Rialto expressed its interest in installation of a new well, which may be tied
into the Baseline Feeder, near Seventh Street, in the City of San Bernardino.
Preliminary design concepts for this well and its connection were presented. The City
of Rialto staff will meet with the City of San Bernardino soon to discuss the process as
this proposed well is within the Institutional Control and Settlement Agreement (ICSA)
management zone.
5. WVWD staff will coordinate with RHWC for a flow test at the RHWC's intertie to the
Baseline Feeder in the near future. This flow test is to ensure the facility is ready to
go when needed.
Staff Recommendation: Receive and file.
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