Policy - Rio Linda / Elverta Community Water District

Transcription

RIO LINDA / ELVERTA COMMUNITY WATER DISTRICT
SPECIAL MEETING OF THE BOARD OF DIRECTORS
February 9, 2015 (6:30 p.m.)
Visitors / Depot Center
6730 Front St.
Rio Linda, Ca 95673
(916)991-1000
AGENDA
The Board may discuss and take action on any item listed on this agenda, including items listed as information items. The Board
may also listen to the other items that do not appear on this agenda, but the Board will not discuss or take action on those items,
except for items determined by the Board pursuant to state law to be of an emergency or urgent nature requiring immediate
action. The Board may address any item(s) in any order as approved by the Board.
The public will be given the opportunity to directly address the Board on each listed item during the Board's consideration of that
item. Public comment on items within the jurisdiction of the Board is welcomed, subject to reasonable time limitations for each
speaker. Public documents relating to any open session item listed on this agenda that are distributed to all or any majority of the
members of the Board of Directors less than 72 hours before the meeting are available for public inspection at the District office
at 730 L Street, Rio Linda, CA 95673. In compliance with the Americans with Disabilities Act, if you have a disability and need
a disability-related modification or accommodation to participate in this meeting, please contact the District office at (916) 9911000. Requests must be made as early as possible, and at least one full business day before the start of the meeting.
1. CALL TO ORDER, ROLL CALL and PLEDGE OF ALLEGIANCE
2. PUBLIC COMMENT
Members of the public are invited to speak to the Board regarding items within the subject matter
jurisdiction of the District that are not on the agenda or items on the consent agenda. Each
speaker may address the Board once under Public Comment for a limit of 2 minutes. (Policy
Manual §2.01.160).
3. CONSENT CALENDAR
Action items: Approve Consent Calendar Items
3.1 Minutes
January 12 , 2015 Regular Meeting
The Finance & Administrative Committee recommends the Board approve the Minutes of
January 12, 2015.
3.2 Expenditures
The Finance & Administrative Committee recommends the Board approve the January
Expenditures.
20150209
Page 1 of 3
4.
REGULAR CALENDAR
ITEMS FOR DISCUSSION AND ACTION
4.1 District Engineer's Report
The District's Engineer will provide his monthly report to the Board of Directors
4.1.a
El Dorado Water and Power Authority Memorandum of
Understanding (MOU)
The Board is being asked to approve the MOU.
4.2 Financial Reports
The staff recommends the Board approve the January Financial Reports. Due to time
constraints the Financial reports were not provided to the Finance and Administrative
Committee for review. The Board is being asked to review and approve the January
Financial Reports.
4.3 Adopt Resolution Authorizing Commencement of Proceedings to Refinance
Outstanding 2003 Water Revenue Bonds and Appointing Bond Counsel and
Placement Agent.
Legal counsel will report on cost estimates of Bond Counsel. The Board may approve
Bond Counsel and Placement Agent for reissuance of 2003 Bonds and financing.
4.4 Additional Proposed Personnel Policies
The Finance and Administrative Committee recommends approval of the additional
personnel policies being proposed. The Board is being asked to approve the policies to
be added to the Personnel Handbook.
4.5 Proposed Public Records Act Request Policy
The Finance and Administrative Committee recommends approval of the proposed
Public Records Act Request Policy. The Board is being asked to approve a Public
Records Act Request Policy to be added to the Policy Manual.
4.6 Special District Legislative Days May 19 & 20, 2015
The Board will be asked if they would like to attend this event at $175 per member.
5. INFORMATION ITEMS
5.1. DISTRICT ACTIVITY REPORT
a. General Manager's Report
b. Water Operations Report
5.2. BOARD REPORTS
a. Regional Water Authority - Dills, Henrici
b. Sacramento Groundwater Authority - Green, Harris
c. LAFCO-Green
d. Planning Committee - Dills, Harris
e. Finance / Administrative Committee - Anderson, Ridilla
f. Other Reports
20150209
Page 2 of 3
6. DIRECTORS' AND GENERAL MANAGER COMMENTS
7. ADJOURNMENT
Upcoming meetings:
Planning Committee
March 6, 2015, Friday, 2:00 pm at the Sacramento Metro Fire Dept. 6609 Rio Linda Blvd, Rio Linda, CA
95673.
Finance / Administrative Committee
March 9, 2015, Monday, 6:30 pm at the Visitor's / Depot Center, 6730 Front, Rio Linda, CA 95673.
Regular Board Meeting
March 16, 2015, Monday, 6:30 pm at Vistor's / Depot Center, 6730 Front Street, Rio Linda, CA 95673.
20150209
Page 3 of 3
RIO LINDA
ELVERTA
Consent Calendar
Agenda Item: 3.1
Date:
February 9, 2015
Subject:
Minutes
Staff Contact:
Mary Henrici, General Manager
Recommended Committee Action:
The Finance and Administrative Committee recommends the Board approve the Regular Board
Meeting Minutes of January 12, 2015.
Current Background and Justification:
These minutes need to be reviewed and approved by the Board of Directors.
Conclusion:
Board Action / Motion
Motioned by: Director
Dills:
Green:
Seconded by Director
Ridilla:
Anderson:
(A) Yea (N) Nay (Ab) Abstain (Abs) Absent
Harris:
MINUTES OF THE
JANUARY 12,2015
SPECIAL MEETING OF THE BOARD OF DIRECTORS
OF THE RIO LINDA/ELVERTA
COMMUNITY WATER DISTRICT
1. CALL TO ORDER. ROLL CALL and PLEDGE OF ALLEGIANCE
The January 12, 2015 Special Meeting of the Board of Directors of the Rio Linda/Elverta Community
Water District was called to order at 6:30 p.m. at the Depot/Visitor Center located at 6730 Front Street,
Rio Linda, CA. General Manager, Mary Henrici took roll call of the Board of Directors. Director Mary
Harris, Director Duane Anderson, Director John Ridilla, Director Paul R. Green, Jr., and Director Brent
Dills were present. Director Harris led the pledge of allegiance.
2. PUBLIC COMMENT
Public member, Jim Carson made a comment concerning the passing of Erwin Hayer, who was an active
member of the community.
3. CONSENT CALENDAR
Action items: Approve Consent Calendar Items
4.1 Minutes:
December 15, 2014 Regular Meeting
4.2 Expenditures
4.3 Financial Reports
Director Dills pointed out that the minutes from the December meeting did not indicate who the
chairperson was for the Finance & Administrative Committee. President Anderson stated he had
appointed Director Dills as chairperson.
It was moved by Director Harris and seconded by Director Ridilla to approve the Consent Calendar
items. The motion carried with a unanimous vote of 5-0-0.
4. REGULAR CALENDAR
ITEMS FOR DISCUSSION AND ACTION
4.1 District Engineer's Report
District Engineer, Jim Carson presented the Board with a written memorandum of the current projects
going on in the District. Mr. Carson highlighted some key areas such as the landscaping currently being
done on the L St. Reservoir & Pump station. During the State Water Resources Control Board visit, the
District requested a temporary permit to begin operating the tank and lifting of the building moratorium.
The ribbon cutting is tentatively scheduled for Friday, February 13.
20150112
4.2 Rio Linda Blvd and Front St. Pipeline Project
General Manager, Mary Henrici gave each member of the Board a copy of the bidding results from the
December 23, 2014 bid opening.
District Engineer, Mr. Carson spoke with the low bid contractor, Weber General Engineering Inc, and rest
assured his low bid was within reason. He also verified with the Contracting Licensing Board that Weber
General Engineering was in good standing, as well as, checked with their references. Director Green also
reported on his investigation of Weber General Engineering.
It was moved by Director Green and seconded by Director Dills to approve Weber General Engineering
as the contractor for the Rio Linda Blvd and Front St. Pipeline Project. The motion carried with a
unanimous vote of 5-0-0
It was moved by Director Green and seconded by President Anderson to authorize the General
Manager, Mary Henrici to sign the Notice of Award and Notice to Proceed. The motion carried with a
unanimous vote of 5-0-0
4.3 2014-15 Mid Year Budget Review
GM Henrici stated that some of the figures would be changing slightly since the documents were
received, due to a recent resignation of a staff member. However, there was still $27k in savings
compared to the original budget.
Director Ridilla stated that the GM was looking to set up paperless billing for a onetime cost of $2000,
that would help save on the $19,000 in postage the District was spending for the year.
It was moved by Director Green and seconded by Director Dills to approve the 2014-15 midyear budget
adjustments. The motion carried with a unanimous vote of 5-0-0.
GM Henrici explained that there was a change in the Capital Budget that was recommended by the
Planning Committee. Their recommendation was to reallocate funds in the budget for office upgrades to
the District office and have an architect evaluate the office space needs.
Director Dills questioned why the District would spend money on upgrading flooring on a building that
still does not meet the needs of the District.
GM Henrici stated the district really needs a building to hold Board meetings. In addition, the current
building is not up to building code requirements.
// was moved by President Anderson and seconded by Director Ridilla to approve changing the use of
the money budgeted in the Capital Budget for office upgrades to have an architect provide a charrette.
The motion carried with a unanimous vote of 5-0-0.
5.
INFORMATION ITEMS
5.1. DISTRICT ACTIVITY REPORT
a. General Manager's Report - Written report provided.
b. Water Production Report - Written report provided.
20150112
5.2. BOARD REPORTS
a. Regional Water Authority - Dills, Henrici -Agenda and executive report given.
b. Sacramento Groundwater Authority - Green, Anderson
c. LAFCo -Green - No report.
d. Planning Committee - Dills, Harris - Minutes provided.
e. Finance / Administrative Committee - Dills, Anderson -Minutes provided
f. Other Reports - ACWA Conference and Completed & Pending Items -Written report given.
President Anderson stated that the Finance & Administrative Committee reviewed all of the District's
current insurance coverage's, and if any member of the Board would like that information to let the GM
know. GM Henrici was asked by the Finance & Admin. Committee to see if we could get our worker's
compensation insurance thru ACWA since the District carries most of its other insurance coverage
through them; this may help the District to save a little money.
6. DIRECTORS' AND GENERAL MANAGER COMMENTS
Director Dills thanked GM Henrici for keeping things moving forward. Director Harris asked if the
meeting could be closed in memory of Envin Hayer. Director Green complimented GM Henrici and
General Counsel Brenner for their work. GM Henrici wanted to make the Board aware that the District is
getting positive feedback from other outside agencies.
Director Green asked for a list of how the District's accomplishments will affect our ratepayers.
7. PUBLIC COMMENT FOR CLOSED SESSION
Public comment for closed session items only. The public is invited to comment on any item listed on the
closed session agenda. Each speaker is limited to 2 minutes.
There was no public comment.
8. CLOSED SESSION The Board of Directors will convene to Closed Session to discuss the following item at 7:45 p.m.
CONFERENCE WITH LEGAL COUNSEL - The Board will meet in closed session
pursuant to Government Code Section -54956.9(d)- Potential Litigation
9. RECONVENE OPEN SESSION
President Anderson reconvened to open session at 8:20 p.m. with no action to report from closed session.
10. ADJOURNMENT
President Anderson adjourned the meeting at 8:21 p.m.
Respectfully submitted,
Mary Henrici, Secretary
20150112
Duane Anderson, President of the Board
RIO LINDA
ELVERTA
Consent Calendar
Agenda Item: 3.2
Date:
February 9, 2015
Subject:
Expenditures
Staff Contact: Mary Henrici, General Manager
The Finance and Administrative Committee recommends approval of the Expenditures for the
month of January 2015.
These expenditures have been done since the last regular meeting of the Board.
Conclusion:
Dills:
Green:
Ridilla:
Anderson:
Harris:
Accrual Basis
Rio Linda Elverta Community Water District
Operating Account GL 10000 Expenditure Report
January 2015
Type
01/06/2015
01/06/2015
01/06/2015
01/10/2015
01/15/2015
01/15/2015
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Check
Liability Check
Liability Check
Date
01/02/2015
01/05/2015
01/05/2015
01/05/2015
01/05/2015
01/05/2015
01/05/2015
01/05/2015
01/05/2015
01/05/2015
01/05/2015
01/05/2015
01/05/2015
01/05/2015
01/05/2015
01/05/2015
01/05/2015
01/05/2015
01/05/2015
01/05/2015
01/05/2015
01/05/2015
01/05/2015
01/05/2015
01/05/2015
01/05/2015
01/05/2015
01/05/2015
01/05/2015
01/05/2015
01/05/2015
01/05/2015
01/05/2015
01/05/2015
01/09/2015
01/06/2015
01/06/2015
01/06/2015
Liability Check
Liability Check
Liability Check
Liability Check
Liability Check
EFT
Paycheck
Paycheck
Liability Check
Liability Check
Check
Check
Liability Check
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Paycheck
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Num
EFT
EFT
EFT
EFT
EFT
EFT
3464
3465
3466
3467
3468
3469
3470
3471
3472
3473
3474
3475
3476
3477
3478
3479
3480
3481
3482
3483
3484
3485
3486
3487
3488
3489
3490
3491
3492
EFT
EFT
EFT
EFT
EFT
EFT
EFT
EFT
EFT
Name
QuickBooks Payroll Service
Internal Revenue Service
Employment Development
Health Equity
Nationwide
Sprint
Employee
Employee
California State Disbursement Unit
Franchise Tax Board
Green, Paul
Postmaster
Sun Life Financial
ACWA/JPIA Powers Insurance Authority
Affinity Engineering, Inc.
Air Quality Management District
American Mobile Shredding, Inc.
AutoCell Electronics, Inc.
Churchwell White, LLP
Comcast
Corix Water Products Inc.
County of Sacramento
County of Sacramento
Elk Grove Security Systems
Intestate Battery System of Sacramento
Phelan, Michael
Quill Corporation
Republic Services
Rio Linda Hardware and Building Supply
Sacramento Area Water Works Assoc
Safety-Kleen Systems, Inc.
Sherrill, Joseph
SMUD
Vanguard Cleaning Systems
Employee
Bankcard Center 8801
Bank of NY
Memo
For PP Ending 12/31/2014 Paydate 01/05/2015
Employment Taxes
Employment Taxes
Employee Benefits
Employee Benefits
Field Communication
Employee Garnishment
Employee Garnishment
Travel Reimbursement
Bulk Mail Permit Postage
Employee Benefits
Employee Benefits
Elverta Specific Plan
Permit to Operate Renewal Fees FY 14-15
Shredding Services
Conservation Outreach
Legal Services
Phone/Internet
Distribution Supplies
November 201 4 County Election Fee
Inspection Fees
Quarterly Security Service
Construction Equipment Maintenance
4th Quarter 2014 Retiree Insurance: Lifetime Benefit
Office Expense
Utilities
Shop Supplies
2015 Membership Dues
Pumping Maintenance
Current Monthly Settlement Payment 19 of 30
Utilities: Billing Period 11/4/14 to 12/4/14
Janitorial
For PP Ending 01/08/2015 Final Termination Paydate 01/09/2015
Auto Maintenance, Fuel
Fuel
Tool Box# 20, Fuel, Vehicle & Const Equip Maint, Shop Supplies
Computer Expense, Janitorial, Meetings & Conf, Postage, Office
Expense, Staff Training
Fuel
Fuel
Monthly Debt Service Payment
Employment Taxes
Employment Taxes
Amount
-15,278.24
-6,759.08
-1,231.71
-150.00
-375.00
-137.32
-1,424.69
-150.00
-397.50
-164.26
-66.00
-2,147.88
-751.27
-25.30
-29,144.00
-4,370.00
-25.00
-1,350.00
-4,165.00
-412.92
-2,603.34
-8,876.54
-184.16
-78.00
-106.99
-2,742.63
-170.15
-87.75
-70.11
-325.00
-140.26
-2,966.66
-11,271.03
-195.00
-666.90
-386.63
-269.32
-1,996.38
-1,389.93
-92.13
-93.00
-20,000.00
-226.80
-19.27
Page 1 of 2
Accrual Basis
Operating Account GL 10000 Expenditure Report
January 2015
Type
Liability Check
Liability Check
Liability Check
Check
Liability Check
Check
Check
Liability Check
Liability Check
Liability Check
Liability Check
Bill Pmt -Check
Paycheck
Check
Check
Liability Check
Liability Check
Liability Check
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Bill Pmt -Check
Date
01/15/2015
01/15/2015
01/15/2015
01/15/2015
01/16/2015
01/20/2015
01/20/2015
01/20/2015
01/20/2015
01/20/2015
01/20/2015
01/20/2015
01/20/2015
01/20/2015
01/20/2015
01/20/2015
01/20/2015
01/20/2015
01/20/2015
01/20/2015
01/20/2015
01/20/2015
01/20/2015
01/20/2015
01/20/2015
01/20/2015
01/20/2015
01/20/2015
01/20/2015
01/20/2015
01/20/2015
Mum
EFT
EFT
EFT
EFT
EFT
EFT
EFT
EFT
EFT
EFT
EFT
EFT
3493
3494
3495
3496
3497
3498
3499
3500
3501
3502
3503
3504
3505
3506
3507
3508
3509
3510
3511
Name
CalPERS
CalPERS
AFLAC
Dental and Vision lns.com
QuickBooks Payroll Service
RLECWD - Capital Improvement
RLECWD - SURCHARGE ACCOUNT
Nationwide
Health Equity
Napa Auto Parts
Employee
Customer
Customer
California State Disbursement Unit
Franchise Tax Board
Teamsters Local #1 50
AM Conservation Group, Inc.
Bank of NY
BSK Associates
Bullet Information Technology Solutions
VOID
Continental Utility Solutions, Inc.
CoreLogic Solutions LLC
Fritz & Company
Prudential Overall Supply, Inc
Quill
Sacramento County Utilities
Spok, Inc. / USA Mobility Wireless, Inc.
Todd, John
Memo
For PP Ending 01/15/15 Pay date 01/20/15
Employee Benefits
Employee Benefits
Current Monthly Transfer
Current Monthly Transfer
Employment Taxes
Employment Taxes
Employee Benefits
Employee Benefits
Transmission & Distribution: Meter Maintenance
Final Bill Reimbursement
Final Bill Reimbursement
Wage Garnishment
Wage Garnishment
Union Dues
Conservation: Community Outreach
Annual Administration Fee Refunding Bonds Series 2003
Laboratory Services
Computer Services
VOID
Website Fees: Annual Web Portal & 1 Time Ebill Module
Metro Scan
Pumping Maintenance
Uniforms
Office Expense
Utilities
Field Communication
Computer Expense
Total 10000 • Bank - Operating Account
Amount
-3,705.00
-975.57
-357.84
-181.60
-15,140.29
-41,666.67
-42,500.00
-5,805.58
-1,015.77
-375.00
-150.00
-20.38
-184.70
-63.32
-100.00
-397.50
-151.45
-513.00
-1,315.87
-1,870.00
-1,291.00
-420.00
0.00
-3,500.00
-134.75
-783.79
-543.38
-22.67
-97.70
-15.13
-75.00
-246,856.11
Page 2 of 2
Accrual Basis
Other Accounts Expenditure Report
January 2015
Num
Type
Date
Check
01/16/2015
10300 • Surcharge Account
Num
EFT
Type
Date
Check
01/20/2015
10100 • Security Deposits
EFT
6060
Bill Pmt -Check
01/05/2015
10302 • Construction SRF Account
Num
Type
Type
Bill Pmt -Check
Date
Date
01/05/2015
Num
1110
EFT
1111
Check
01/20/2015
Bill Pmt -Check
01/20/2015
10400 • Capital Improvement
EFT
Check
01/05/2015
Payee
RLECWD - Operating Account
Payee
State Water Resources Control Board
Memo
December 2014 Security Deposits Applied
Memo
Loan Interest Payment
Memo
Payee
JJM Engineering Construct, Inc.
December 2014 Inv. PB #8 L Street Reservior
Memo
2014 Ford F150 #20 Overhead Light Install
To transfer funds for payment made out of Operating Account: Equarius
Waterworks Large Meter Replacements
Transfer of Funds From 10410 Capital Improvement to GL 10005 Operating for
GP1415 2014 Ford F1 50-20 (Vehicle #20) for Credit Card transaction on 12/8/14
paid with Operating Funds
Well 15-A Blending Well Study - HC Mitigation
Payee
LEHR
RLECWD - Operating
RLECWD - OPERATING
Wood Rodgers
Amount
-600.00
-600.00
Amount
-71,945.84
-71,945.84
Amount
-316,070.98
-316,070.98
Amount
-614.96
-6,498.98
-313.57
-1,310.05
-8,737.56
RIO LINDA
ELVERTA
Items for Discussion and Action
Agenda Item: 4.1
Date:
February 9, 2015
Subject:
District Engineers Report
There is no committee recommendation on this item.
The District Engineer will report on the progress of projects since the last meeting of the Board.
Conclusion:
Dills:
Green:
Ridilla:
Anderson:
Harris:_
RLECWD Agenda Item Checklist
Item 4.1
Date
Initial Potential Meeting Date
2/9/15
Circle Hjgj^MedjDm/Lpw priority of Item and Identify if in line with Mission/
Goal/Strategic Planningjssues or state of emergency
District Engineers Report
2/03/15
Staff Work Completed
(Includes reviewing, researching item with other resources (ACWA, JPIA, RWA, SGA, other
Water or special districts, District Engineer, Legal Counsel then laying out business cases,
pros and cons, options and recommendations based on best information available, etc.
Committee Review of Item and Staff Work
N/A
Review by appropriate Finance/Administration, Projects /Planning or Ad Hoc
Committees, to prepare board recommendations
Formal Legal Counsel Review
N/A
Legal Counsel should have enough time to review all potential legal matters
for correctness and legality
GM Review
2/06/15
Actual Meeting Date Set for Agenda Item
2/09/15
AFFINITY
ENGINEERING
TECHNICAL MEMORANDUM
To:
From:
Subject:
Date:
Mary Henrici - General Manager
Jim Carson, District Engineer (Affinity Engineering)
District Engineering Staff Report - February 2015
February 3, 2015
This Technical Memorandum (TM) updates the Board of Directors on Rio
Linda/Elverta Community Water District (District) engineering related activities
since last month's engineering report.
1. Planning Committee
The Planning Committee Meeting is planned for February 6, 2015.
2. Revised Water Supply Plan
A draft water supply strategy TM was prepared to address the impacts of
hexavalent chromium in several of the District wells.
3. L Street Reservoir and Pump Station Project
• The L Street Reservoir and Pump Station has been selected to receive the
2014 American Society of Civil Engineers Environmental Project of the Year
• The project is substantially complete and is on line
• There are some minor items to complete that are part of the punch list
• Well 12 is in service
• The ribbon cutting ceremony has been tentatively scheduled for Friday,
February 13, 2015
4. Elverta Specific Plan (ESP) Development
• Working with the Developer on starting the Rate Study
• Addressing issue with Planning Department's PF-8 Requirements
• Attended meetings with El Dorado Water and Power to discuss how their
water supply may be used to provide short term water supply to the District
5. Capital Projects
a. District Office Upgrades - Request for Proposal Architectural Services
A request for proposal (RFP) was prepared and presented to the Planning
Committee for an Architecture Firm to space plan the District Office and to
recommend upgrades to meet building code and ADA requirements.
b. Rio Linda Blvd. and Front St. Pipelines
The contractor has been given the notice to proceed. The labor compliance
conference call and preconstruction meeting are being planned for next
week.
3205 Fitzgerald Road • Rancho Cordova • CA95742 • www.affiniryengineering.com
District Engineering Staff Report - January 2015
February 3, 2015
c. Project Schedule
See attached updated project schedule that was provided to the Planning
Committee.
Page 2 of 2
RIO LINDA
ELVERTA
Agenda Item: 4.1.a
Date:
February 9, 2015
Subject:
El Dorado Water And Power Authority (EDWPA) Memorandum of Understanding
(MOU)
Staff Contact:
The planning committee was presented a memorandum of understanding at their Friday, February 6th'
2015 meeting and will make a recommendation at the Board meeting.
RLECWD and EDWPA staffs have met to discuss the common interests in developing this water
supply. A memorandum of understanding (MOU) has been developed to provide a framework for each
partner to participate in the supply planning process.
The attached MOU defines the partnership and the attached Exhibit A provides a project background
and benefits for EDWPA and RLECWD.
Conclusion:
The Board is being asked to approve the MOU.
Dills:
Green:
Ridilla:
Anderson:
Harris:_
Item 4.1.a
Date
2/09/15
Circle Higl^iyiedium^Low priority of Item and Identify if in line with Mission/
Goal/Strategic Planning issues or state of emergency
El Dorado Water and Power Authority (EDWPA) Memorandum of Understanding (MOU)
2/03/15
(Includes reviewing, researchmgjtem with other resources (ACWA, JPIA, RWA, SGA, other
Water or special districtytjlstrict Engineer^Legal Counsel then laying out business cases,
2/06/15
Review by appropriate Finance/Administration,(Prpjects /Planninj)or Ad Hoc
~
~~~
GM Review
2/06/15
2/09/15
MEMORANDUM OF UNDERSTANDING
REGARDING COOPERATION ON REGIONAL WATER SUPPLY RELIABILITY
PLANNING
This Memorandum of Understanding Regarding Cooperation on Regional Water Supply
Reliability Planning ("MOU") is entered into and effective this
day of
, 2015,
by and between El Dorado Water and Power Authority ("El Dorado") and Rio Linda / Elverta
Community Water District ("Partner"), each a "Party" hereto and collectively, the "Parties."
Recitals
A.
In 2008, El Dorado petitioned the State Water Resources Control Board for partial
assignment of an "area of origin" water right on the Upper American River covering diversion
and storage of up to 40,000 acre-feet of water per year, for the purposes of supplying water to
meet needs in El Dorado County.
B.
After other parties filed protests to El Dorado's 2008 water right petition, El Dorado
reconsidered its approach to the water supply project, and generally redefined the purpose of the
project into a broader, regional water reliability program that will address both its future water
supply needs and other needs along the American River in El Dorado, Placer, and Sacramento
Counties ("Regional Project"). El Dorado is in the midst of the environmental review process
for the Regional Project pursuant to the California Environmental Quality Act ("CEQA").
C.
Partner believes El Dorado's project, as redefined, has potential to provide a benefit
within Partner's service area to address the Partner's water supply reliability.
D.
The Parties wish to cooperate in planning and developing the Regional Project, with the
goal of Partner being able to support the Regional Project and, upon completion of the CEQA
process, enter into a subsequent and binding Memorandum of Understanding under which
Partner would participate fully in and support the Regional Project through the permitting and
regulatory process.
E.
The Parties wish to memorialize their understanding by entering into this MOU.
Agreements
1.
Cooperation.
a.
The Parties agree to cooperate and work together to identify, define the scope of,
and formulate the Regional Project. To that end, the Parties agree to meet and confer, in good
faith and with sufficient regularity to provide for meaningful cooperation, to discuss plans,
proposals, benefits, and any adverse effects of proposals for the Regional Project. Such meetings
may be held jointly with other entities that have entered into a similar MOU with EDWPA and
with an interest in the Regional Project.
b.
The foregoing subparagraph will not prevent Partner from submitting comments
on any CEQA document El Dorado prepares for the Regional Project, provided that Partner
delivers to El Dorado a draft of any such comments at least fourteen days in advance of formally
1392713.1
submitting such comments, so that El Dorado may attempt to address them before they are
formally submitted.
c.
As of the date of this MOU, the Parties agree that they will use the "straw
proposal" attached hereto as Exhibit A as the basis for their cooperative efforts. Both Parties
understand that this proposal may change over time as the Parties develop the Regional Project
more fully.
d.
Partner agrees that, as part of the cooperative effort, it will contribute sufficient
staff time to meet the obligation in subparagraph (a) above. In addition, Partner agrees that it
will contribute the sum of $25,000 to partially defray El Dorado's costs in developing the
Regional Project.
2.
No Commitments; Reservations.
a.
By entering into this MOU, El Dorado makes no commitment to implement or
participate in any particular formulation of the Regional Project, or to implement or participate in
any Regional Project at all.
b.
By entering into this MOU, Partner makes no commitment to agree to or
participate in the Regional Project that El Dorado ultimately proposes to undertake, if El Dorado
does ultimately propose to undertake a Regional Project.
c.
El Dorado reserves the right to pursue a Regional Project even if Partner does not
agree to or participate in it.
d.
Partner reserves the right to bring a legal challenge against any Regional Project
El Dorado chooses to pursue.
e.
Partner reserves the right to pursue other supply reliability alternatives with other
potential partners independent of subject Regional Project.
3.
General Provisions.
a.
Authority. Each signatory of this MOU represents that s/he is authorized to
execute this MOU on behalf of the Party for which s/he signs. Each Party represents that it has
legal authority to enter into this MOU and to perform all obligations under this MOU.
b.
Amendment. This MOU may be amended or modified only by a written
instrument executed by each of the Parties to this MOU.
c.
Counterparts. This MOU may be executed in one or more counterparts, each of
which shall be deemed to be an original, but all of which together shall constitute but one and the
same instrument.
d.
Entire Agreement. This MOU constitutes the entire agreement of the parties with
respect to the subject matter of this MOU and supersedes any prior oral or written agreement,
understanding, or representation relating to the subject matter of this MOU.
e.
Termination. Either Party may withdraw from this MOU with 30 days' notice to
the other Party. Otherwise, this MOU shall terminate if and when El Dorado files a Notice of
Determination for the Regional Project pursuant to the California Environmental Quality Act. If
the MOU is terminated, any remaining funding as of the termination notice date will be refunded
to respective Party within 30 days.
f.
Third Party Beneficiaries. This MOU shall not create any right or interest in any
non-party or in any member of the public as a third party beneficiary.
g.
Jurisdiction and Venue, This MOU shall be governed by and construed in
accordance with the laws of the state of California, except for its conflicts of law rules. Any suit,
action, or proceeding brought under the scope of this MOU shall be brought and maintained to
the extent allowed by law in the County of El Dorado, California.
h.
Construction and Interpretation. This MOU has been arrived at through
negotiations and each Party has had a full and fair opportunity to revise the terms of this MOU.
As a result, the normal rule of construction that any ambiguities are to be resolved against the
drafting Party shall not apply in the construction or interpretation of this MOU.
EL DORADO WATER AND POWER AUTHORITY
By:
Name/Title:
Date:
RIO LINDA/ELVERTA COMMUNITY WATER DISTRICT
By:
Name/Title:
Date:
APPROVED AS TO FORM:
By:
Name/Title:
Barbara A. Brenner, Counsel
Date
EXHIBIT A
El Dorado Water & Power Authority
Framework to Develop a Regional Project
EDWPA Project Overview:
1. OBJECTIVE: EDWPA's seeks to secure a new water supply of 40,000 acre-feet per annum
(AFA) under the county-of-origin (COO) laws.
2. RECOGNITION FOR EDWPA TO MODIFY ORIGINAL APPLICATION: EDWPA originally
submitted an application to the State Water Resources Control Board (SWRCB). The application
was not coordinated with the Lower American River water purveyors regarding potential benefits
or impacts. Subsequently, the EDWPA Board of Directors is seeking to re-define the COO
application to integrate regional opportunities for both interim and long-term use of this water
supply.
3. PROJECT DESCRIPTION: To date, no specific
Adequacy of
project has been developed. EDWPA is seeking
Respond "
to work with downstream agencies and other key
agencies to develop a project.
4. STATUS OF CEQA ANALYSIS: The NOP has
been released, and EDWPA is beginning to
develop a proposed Project that will be used for
the draft environmental impact report.
5. APPROACH: EDWPA is seeking to build
collaboration with key downstream Lower
American River water purveyors to develop a
project-concept that will be analyzed.
6. SCHEDULE: Exploring partnership opportunities with water providers in the Sacramento region
by early 2015.
a. Conduct technical work to refine project options to be considered by the EDWPA Board
in spring 2015.
b. If approved, EDWPA will immediately begin the environmental review process.
EDWPA Remains Active Participant to Achieve Regional Objectives
Key elements for EDWPA's desire to work with the region include:
• Expand representation for regulatory and legislative actions by the State and federal
agencies, and
• Enhances regional collaboration
• Enhance regional self-sufficiency
• Maximize the use of existing infrastructure and programs
KEY INTEREST POINTS FOR EDPWA
1. Secure 40,000 AFA of a new water supply for long-term needs to support the adopted El
Dorado County General Plan.
a. Projected growth as identified in the General Plan
b. Economic sustainability with associated increases in jobs and economic activity
c. Preserving and enhancing agriculture in El Dorado County
2. Explore interim opportunities to market available COO water supplies until such water
supplies are needed within the EDWPA's service areas.
i MUNICIPAL
' ^CONSULTING
> GROUP-
Page 3
RIO LINDA/ELVERTA COMMUNITY WATER DISITRCT
KEY INTEREST POINTS FOR THE RLECWD
1. Seeking water supply reliability through surface water supplies, which includes the development
of the Sacramento River Water Reliability Project (SRWRP).
a. Since the SRWRP is an ongoing, joint project between local water purveyors, the process
to develop the project will take several years.
b. RLECWD is seeking interim water supplies until the long-term, SRWRP is developed.
2. Seeking water supply reliability through the development of reliable surface water supplies.
a. RLECWD is concerned that future revisions of water quality regulations may reduce the
Maximum Contaminant Limits (MCL) allowable for some constituents within its
groundwater supply. For example, the Federal MCL for arsenic may likely be further
reduced with new State standards. RLECWD plans to remove wells from service that
could not meet the new standards.
b. RLECWD will require interconnections with its neighboring water suppliers that are
sufficient to service the district for other sources of potable, reclaimed or untreated water.
3. Seeking an approach to satisfy the 1999, Sacramento County applied policy PF-8 for the Rio
Linda and Elverta Community Plan.
a. PF-8 requires a long-term program to sustain the yield of the groundwater basin.
b. Planned growth area within the RLECWD service area cannot be approved unless
arrangements are in place to deliver supplemental water supplies (i.e., surface water,
reclaimed water, etc.).
c. PF-8 may require supplemental water supplies ranging from 5,000 AFA to 7,000 AFA to
offset the long-term net increases in future groundwater pumping.
4. Seeking economical method to support the Water Forum PSA's to protect the viability of the
groundwater resources for both current and future users through a water supply exchange
associated with a conjunctive use program.
5. Identify opportunities to benefit its ratepayers
a. Maximize the use of its groundwater supplies;
b. Explore interim opportunities to market available water supplies through conjunctive use
programs that can provide supplemental revenues for infrastructure necessary to achieve
water supply reliability.
6. MOU to participate in the development of a project concept does not obligate the RLECWD to
implement elements of the Proposed Project if the Proposed Project does not provide a benefit to
the District.
KEY INTEREST POINTS FOR WORKING COOPERATIVELY:
EDWPA wishes to work cooperatively with RLECWD on planning for the Project. EDWPA recognizes
that:
1. Depending upon the alternatives developed, several opportunities exist to develop a Project that
mutually benefits EDWPA and RLECWD in their common interest to maximize the use of
available water supplies during normal and critical years.
a. EDWPA, during the interim period as the SRWRP is developed, will not require the full
use of 40,000 AFA. EDWPA's water supply would be made available for a supplemental
surface water supply to achieve water supply reliability to RLECWD.
b. Other uses for the EDWPA water could be made available for environmental
enhancement in the Lower American River (LAR), which would supplement or augment
the environmental benefits anticipated from the modified FMS standard.
^MUNICIPAL
^CONSULTING
. GROUP-
^MUNICIPAL
"^CONSULTING
-\GROUP_
*.. "
Page
,
5
MUNICIPAL
CONSULTING
GROUP,
Page 6
NATOMAS
CENTRAL MUTUAL
WATER COMPANY
New Sacramento
River W.T.P
PLACER COUNTY
WATER AGENCY
CITIZENS UTILITIES
FRANCHISE AREA
NATOMAS CENTRAL
MUTUAL WATER COMPANY
^
|
RIO LINDA/ELVERTA
COMMUNITY WATER DISTRICT
SACRAMENTO
M£TROPOur;u
?
AffiPORT
WATER
4QRTH
m INLANDS
McCLELLAN
AB1 FOnCt
JI
>
/
NpHTHHI
WATER DIS
Page 8
North
Highlands
a
i
in
if
Legend
16" Transmission Main
IU.MUNICIPAL
' I CONSULTING
i GROUP-
I
Portion of Sacramento Suburban Water District
Antelope/North Highlands Transmission Mains
1,000
500
0
1,000
2,000
, —
_ - '
SACRAMENTO
SUBURBAN
>*Yl'c!
Base Data: Sacramenlo County Gis Base Map
Projection: CA State Plane 2, NAD83
Scale: -Scale Factor
Prepared by: JWS, SSWD
Sacramento, CA-October6, 2014
North Highlands-Antelope Tmains.mxd
RIO LINDA
ELVERTA
Agenda Item: 4.2
Date:
February 9, 2015
Subject:
Financials
This item was not reviewed by the committee.
Due to the holiday and time constraints to getting month end figures prior to the committee meeting,
this item was not reviewed by committee and is being brought before the full Board for review and
approval.
Conclusion:
Staff recommends the Board approve the January Financials.
Dills:
Green:
Ridilla:
Anderson:
Harris:
Item 4.2
Date
2/09/15
Circl^ High/Medium/Low priority of Item and Identify if in line with Mission/
Financials
2/05/15
N/A
Review by appropriate Finance/Administration, Projects /Planning or Ad Hoc
N/A
GM Review
2/06/15
2/09/15
Balance Sheet
As of January 31, 2015
Accrual Basis
Jan 31, 15
ASSETS
Current Assets
Checking/Savings
10000 • Operating Account
10005 • Operating Fund
10010 • Operating Reserve Fund
474,434.20
250,000.00
Total 10000 • Operating Account
724,434.20
10100 • Security Deposits
10300 • Surcharge Account
10301 • Surcharge Reserve
10302 • Construction SRF Account
10400 • Capital Improvement
10405 • Capital General Fund
10410 • Capital Equipment Fund
28,942.00
337,842.87
Total 10400 • Capital Improvement
10500 • Bank of NY Debt Service
10525 • Bank of NY 2003 Reserve Fund
10530 • CD Goldman Sachs
10535 • CD Privatebank & TC Chicago
10540 • Dreyfus Inst'l Res Treasury
10545 • CD ConnectionE BK Englewood
10550 • CD Customers BK Phoenixville
10590 • Bank of NY LAIF
Total 10525 • Bank of NY 2003 Reserve Fund
10600 • Restricted LAIF GASB 45
10700 • Fidelity Inv/Surcharge Reserve
10705 • Fidelity Cash Reserves
10710 • CD Ally BK Midvale Utah
10715 • CD Cathay BK Los Angel
10720 • CD First Merchants BK
10725 • CD GE Cap Retail BK
10730 • CD Goldman Sachs BK
10735 • CD Discover Bank
10745 • CD Federal Home LN MTG
Total 10700 • Fidelity Inv/Surcharge Reserve
2,100.13
1,002,171.66
1,278,233.16
11,070.00
1,289,303.16
60,000.00
50,645.54
50,000.00
34,547.41
49,864.54
50,000.00
10,782.18
245,839.67
15,637.60
5,626.64
49,808.00
49,891.50
49,706.50
49,689.50
49,614.50
126,057.66
99,765.00
480,159.30
10900 • Authorize.net
789.30
Total Checking/Savings
4,187,219.89
Accounts Receivable
Other Current Assets
12000 • Water Utility Receivable
12250 • Accrued Interest Receivable
15000 • Inventory
16000 • Prepaid Expense
Total Other Current Assets
Total Current Assets
Fixed Assets
17000 • General Plant
17100 • Transmission & Distribution
17130 • Source of Supply Plant
17150 • Pumping Plant
17200 • Construction in Progress
17500 • Land
Total Fixed Assets
516,732.80
409,568.79
1,896.75
51,811.55
40,934.72
504,211.81
5,208,164.50
97,964.00
9,802,135.67
19,904.44
83,703.25
3,444,516.82
496,673.45
13,944,897.63
Other Assets
18000 • Intangible Assets
19000 • Deferred Outflows
Total Other Assets
194,694.30
400,601.70
595,296.00
Page 1
Balance Sheet
As of January 31, 2015
Accrual Basis
Jan 31,15
TOTAL ASSETS
LIABILITIES & EQUITY
Liabilities
Current Liabilities
Accounts Payable
20000 • A/P Operating
20010 • A/P SRF Construction
20015 • A/P Capital Improvement
Total Accounts Payable
19,748,358.13
69,559.58
125,819.68
3,536.00
198,915.26
Credit Cards
20040 • CB Trust Credit Cards
3,206.98
Total Credit Cards
3,206.98
Other Current Liabilities
21000 • Payroll Liabilities
21175 • Compensated Absences Liability
21400 • Security Deposits Liability
21450 • Developer Deposits
21600 • Current Portion LT Liabilities
Total Other Current Liabilities
Total Current Liabilities
Long Term Liabilities
23500 • Lease Buy-Back
24000 • Sherrill Settlement - LT
25000 • Surcharge Loan
26000 • 2003 Water Rev Refunding
Total Long Term Liabilities
Total Liabilities
5,914.52
27,154.96
27,342.00
25,000.00
14,833.30
100,244.78
302,367.02
993,118.07
17,800.16
7,044,528.05
2,915,000.00
10,970,446.28
11,272,813.30
Equity
31500 Invested in Capital Assets, Net
32000 Restricted for Debt Service
32500 Restricted for Capital Imp.
38000 Unrestricted Equity
Net Income
4,948,471.46
817,652.75
1,132,219.39
939,315.30
637,885.93
Total Equity
8,475,544.83
TOTAL LIABILITIES & EQUITY
19,748,358.13
Page 2
Accrual Basis
Profit & Loss Budget Performance
January 2015
Annual Budget
YTD Annual
Budget Balance
Jul 14-Jan 15
% of Annual
Budget
181,084.91
1,331,816.97
56.19%
1,038,533.03
12,554.86
750.73
10,319.20
100.0%
18.77%
17.2%
Jan 15
Ordinary Income/Expense
Income
40000 • Operating Revenue
Total 40000 • Operating Revenue
41000 • Non-Operating Revenue
41100 • Rents & Leases
41110 • Interest Revenue
41120 • Taxes and Assessments
41140 • Other Non-Operating Revenue
Total 41000 • Non-Operating Revenue
Total Income
Gross Income
Expense
60000 • Operating Expenses
60010 • Officers, Auditor & Legal Fees
60110-Salaries & Wages
60150 • Employee Benefits & Expense
60200 • Office Operations
60400 • Conservation
60420 • Engineering Services
60430 • Insurance
60500 • Water Memberships
60550 • Permits & Fees
60555 • Subscriptions & Licensing
60560 • Elections
60565 • Uncollectible Amounts
60570 • Other Operating Expenses
65000 • Field Operations
0.00
0.00
4,000.00
60,000.00
2,500.00
66,500.00
10.04
665.07
675.11
23,624.79
35.53%
-12,554.86
3,249.27
49,680.80
2,500.00
42,875.21
2,436,850.00
181,760.02
1,355,441.76
55.62%
1,081,408.24
2,436,850.00
181,760.02
1,355,441.76
55.62%
1,081,408.24
131,550.00
542,870.00
280,175.00
97,600.00
11,894.00
40,000.00
47,600.00
40,485.00
29,000.00
2,120.00
8,468.00
10,000.00
2,000.00
445,500.00
5,456.00
48,193.21
18,983.82
9,383.97
1,350.00
640.00
4,015.76
72,766.89
280,944.60
144,235.10
59,921.93
7,836.83
8,491.11
26,118.57
39,322.00
22,060.30
1,033.25
8,476.54
55.32%
51.75%
51.48%
61.4%
65.89%
21.23%
54.87%
97.13%
76.07%
48.74%
100.1%
0.00
0.00
0.0%
65,171.07
144.00
234,905.55
52.73%
58,783.11
261,925.40
135,939.90
37,678.07
4,057.17
31,508.89
21,481.43
1,163.00
6,939.70
1,086.75
-8.54
10,000.00
1,856.00
210,594.45
1,689,262.00
157,698.58
906,256.67
53.65%
783,005.33
69000 • Non-Operating Expenses
69110 • Revenue Bond 2003
69110 • Interest
69120- Admin Fees
Total 69110 • Revenue Bond 2003
140,088.00
1,870.00
141,958.00
46,091.67
1,870.00
47,961.67
32.9%
100.0%
33.79%
93,996.33
1,870.00
1,870.00
69400 • Other Non-Operating Expense
Total 69000 • Non-Operating Expenses
5,000.00
146,958.00
1,870.00
47,961.67
32.64%
5,000.00
98,996.33
1,836,220.00
159,568.58
954,218.34
51.97%
882,001.66
600,630.00
22,191.44
401,223.42
66.8%
199,406.58
600,630.00
22,191.44
401,223.42
66.8%
199,406.58
Total 60000 • Operating Expenses
Total Expense
Net Ordinary Income
*Net Income
2,370,350.00
0.00
4,370.00
134.75
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.0%
7.2%
0.0%
0.00
93,996.33
Page 1 of 1
ELVERTA
Agenda Item: 4.3
Date:
February 9, 2015
Subject:
Adopt Resolution Authorizing Commencement of Proceedings to Refinance
Outstanding 2003 Water Revenue Bonds and Appointing Bond Counsel and Placement
Agent.
Staff Contact:
Per the Board's request General Counsel will be informing the Board of discussions she has had with
another bond counsel regarding reissuance of the Bonds.
Background:
On January 22, 2003, the District issued its Series 2003 Water Revenue Refunding Bonds (the "2003
Bonds") in the original amount of $3,970,000, which are presently outstanding in the approximate
aggregate principal amount of $2,915,000. The 2003 Bonds are scheduled to mature on November 1,
2032, and bear interest at a rates ranging from 4.00% to 4.75%. The District makes semi-annual payments
each May 1st and November 1st, with the total principal and interest payments averaging approximately
$242,000 each year to maturity. The 2003 Bonds may now be prepaid and refunded (i.e., replaced with
another bond issue) with no penalty on any date, upon 30 days' notice to present bondholders.
At their December meeting the Finance and Administration Committee had recommended the Board
adopt a resolution and enter into an agreement with The Weist Law Firm for bond counsel and disclosure
counsel services, and Southwest Securities for placement agent services. At the December 2014 meeting
of the Board it was determined another firm should be contacted to determine if the price quoted was
competitive.
Below are highlights from the Weist law firm proposal:
HIGHLIGHTS OF OPPORTUNITY:
•
•
•
Produces approximately $39,000 per year in cash-flow relief
The $242,000 Reserve Fund can be used to buy-down the principal
The term of the debt is not extended
1/3
Eliminates the need for a trustee, which saves about $2,000 per year
Eliminates the District's annual continuing disclosure obligation
Consultants work on a fully contingent basis (no financial risk to District)
Savings are net of all costs
No Credit Rating required
No Bond Insurance required
Analysis/Discussion:
The District can accomplish the prepayment and refunding of the 2003 Bonds by issuing new 2015 Water
Revenue Refunding Bonds (the "2015 Bonds") to take the place of the 2003 Bond (this process is
hereafter referred to as a "Refunding"). The term of 2015 Bonds would match (or be less than) the term of
the respective 2003 Bonds.
Based upon present market conditions (and similar transactions that have recently closed) it appears that
the 2003 Bonds may be refunded at lower interest rates (approximately 3.4%) and that the Refunding will
result in a total cash flow savings (after all costs are factored in and accounted for) to the District of
approximately $659,769, which equates to approximately $36,900 per year over the remaining 18 year
life of the issue. Using present value calculations the Refunding produces a healthy $232,609 Net Present
Value (NPV) savings. Based upon a refunded par value of $2,915,000, this represents an 8.3% NPV
savings. Net present value is a measure of savings that takes into consideration the time value of money.
Here the projected NPV savings are almost triple the Government Finance Officers Association's "best
practices" threshold recommendation of 3%. The District will also save the annual cost of its presently
required Trustee and Dissemination Agent fees, which typically average $2,000 per year, bringing total
cash flow savings to right around $39,000 per year for each of the next 18 years.
If the Board desires to move forward with the Refunding and correspondingly adopts the subject
Resolution, staff, with the assistance of Bond Counsel and Placement Agent, will begin the process of
documenting the transaction, and the matter will be brought back to the Board for consideration at one of
its upcoming regularly scheduled Board Meetings.
Financial Impacts:
Weist Consultants have agreed to work on a fully contingent basis, there are minimal cost implications to
the District. Any costs would be related to staff time spent on administrative tasks associated with the
Refunding process. Estimated total fees for the refunding were $60,000 to $75,000. There would be
significant interest cost savings to the water fund.
As directed by the Board our general counsel has contacted the firm of Jones Hall. The proposal
provided by Chick Adams of Jones Hall is $22,500 for bond counsel and a private placement fee of
$17,500 which would be done through Rick Brandis of the firm Brandis Tallman. It turns out that Mr.
Brandis is familiar with the District - he apparently worked with a previous GM named Dee Dillon.
On a combined basis, the total fees would come to $40,000. Mr. Brandis believes the refunding would be
a prime candidate for a private placement and has also pointed out that the District should be able to
significantly lower its borrowing costs by eliminating the requirement for a reserve fund.
Conclusion:
Based on the information above staff feels the refinancing of the Bond issue is an opportunity for the
District to save a substantial amount of money on these bonds without adding to the length of the
2/3
financing. Staff recommends the Board make a determination on Board Counsel and proceed with the
reissuance of the bonds.
Dills:
Green:
Ridilla:
Anderson:
Harris:
3/3
Item 4.3
Date
2/09/15
Circle High/Medium/(u)w)priority of Item and Identify if in line with Mission/
Adopt Resolution Authorizing Commencement of Proceedings to Refinance Outstanding 2003
Water Revenue Bonds and Appointing Bond Counsel and Placement Agent
2/06/15
12/08/14
Review by appropriate finance/Administration^Projects/Planning or Ad Hoc
GM Review
2/06/15
2/09/15
RIO LINDA
ELVERTA
Agenda Item: 4.4
Date:
February 9, 2015
Subject:
Additional Proposed Personnel Policies
The Finance and Administrative Committee recommends the Board approve the additional policies to
be added to the Personnel Handbook.
Upon review of the District's current personnel policies, it was determined that there were several
policies, not included in the manual that should be included. These policies include cell phone use,
sexual harassment, workplace violence, return to work program among others. There are also
policies that would revoke current internet use and credit card policies of the District included in this
packet of information.
Conclusion:
The General Counsel and the union have both reviewed the policies. Staff recommends the Board
approve the additional proposed Personnel Policies.
Dills:
Green:
Ridilla:
Anderson:
Harris:
Item 4.4
Date
2/09/15
Circle High^Medkjm^Low priority of Item and Identify if in line with Mission/
Additional Proposed Personnel Policies
1/30/15
2/04/15
Review by appropriate^Finance/Administration) Projects /Planning or Ad Hoc
GM Review
1/30/15
2/09/15
ADDITIONAL PROPOSED PERSONNEL POLICIES
Handbook Interpretation and Introduction
This Employee Handbook ("Handbook") is intended to provide you with a general
understanding of the Rio Linda/Elverta Community Water District ("RLECWD") human
resources policies, benefits, and rules. It is intended to familiarize you with important
information about the RLECWD as well as information regarding your own privileges
and responsibilities. Although it is not an employment contract or legal document, it is
important that all employees read, understand, and follow the provisions of the
Handbook. It may be changed from time to time by the RLECWD. You will be notified in
writing of any amendments and additions to these policies and procedures. Keep this
Handbook, additions and revisions on file for your reference.
This Handbook, however, cannot anticipate every situation or answer every question
about employment, nor can it provide information that answers every possible question.
Additionally, circumstances will undoubtedly require that guidelines, practices, and
benefits described in this Handbook change. Accordingly, the RLECWD must reserve
the right to modify, supplement, or rescind any provision of this Handbook from time to
time, as it deems necessary. You will, of course, be advised of changes that occur.
The RLECWD is constantly striving to improve its operations, the services that it
provides its members and its relations with its employees. You are encouraged to bring
suggestions for improvements to the attention of RLECWD's general manager
("General Manager"). Additionally, if you have any questions or seek clarification, you
should see your General Manager.
By working together, the RLECWD believes that it will share with its employees a
sincere pride in the workplace and the services that we are here to provide.
RLECWD Mission Statement
The mission of the Rio Linda/Elverta Community Water District is to provide, in a
manner responsive to District customers, a water supply that is adequate, safe, and
potable (according to state and federal standards) and that meets both current and
future needs.
RLECWD GOALS
The goals of the District are as follows:
A. Supply water to existing and future customers in a cost-effective manner while
operating the District in a financially sound manner;
B. Maintain existing wells and storage in a manner that meets generally accepted
water works standards and develop new wells and storage to meet peak flow demands
and emergency needs;
C. Establish a responsive and cordial relationship with customers that include
effective communications and notification regarding the affairs and operations of the
District;
D.
Complete and maintain a long-range plan for the water system;
E.
Develop and maintain written policies, procedures, and specifications;
F. Establish a fiscally sound equipment replacement fund;
G. Participate in interagency cooperation in a manner that encourages respect
between the agencies, including such cooperative activities as development of
alternative water supplies, cooperative purchasing, mutual aid agreements and water
system;
H.
Develop and implement an effective water conservation program;
Open Door Policy
The RLECWD promotes an atmosphere in which you can talk freely with the
management. If you are comfortable doing so, you are encouraged to openly discuss
with your supervisor any problems so appropriate action may be taken. If your
supervisor cannot be of assistance, the General Manager is available for consultation
and guidance. The RLECWD is interested in the success and happiness of all of its
employees'.
Employment of Relatives
The RLECWD's policy is to hire, promote, and transfer employees on the basis of
individual merit and to avoid any hint of favoritism or discrimination in making such
decisions. Even if favoritism or discrimination does not exist, the existence of the
relationship may cause some discomfort for the individuals involved.
It is the policy of RLECWD that relatives of RLECWD employees shall not be hired,
promoted or transferred into positions in which one relative may supervise, directly or
indirectly, any other relative, or work in a capacity which would allow an employee to
evaluate or control the terms, conditions or performance circumstances of employment
of a relative. Indirect supervision refers to a situation in which a relative is hired,
promoted, or transferred into a chain of command of another relative, and one of the
individuals has management or supervisory responsibilities in the division or section in
which both would work even if the relative would not directly supervise or interact with
the newly hired, promoted, or transferred employee. This prohibition shall apply to all
full and part time regular employees, and all temporary employees. This policy does not
prevent relatives from being regularly assigned to shifts that may overlap as long as one
relative does not supervise, directly or indirectly, another relative, nor work in a capacity
which would allow an employee to evaluate or control the terms, conditions or
performance circumstances of employment of a relative.
The RLECWD may refuse to hire relatives of present employees if doing so could result
in actual or potential problems in supervision, security, safety, or morale or if doing so
could create potential conflicts of interest. The RLECWD defines "relatives" as spouses,
registered domestic partners, children, siblings, parents, in-laws, and step-relatives.
The employment of relatives or spouses is regarded as a potential violation of this
policy, and will be discouraged in general for regular employees. It will be considered for
temporary, short-term positions.
This policy also applies to persons who are not legally married, but in the RLECWD's
judgment, because of their involved personal relationship may improperly alter their
organizational decisions in favor of their partner.
1.
Marriage or Development of Involved Personal Relationships While
Employed
If two persons should marry while both are employed by the RLECWD, they may
continue their employment in the same job provided that such employment does not
adversely affect safety, morale, security, internal financial control, or supervision; and
such spouses or relatives neither initiate nor participate in making institutional
recommendations or decisions which would directly affect employment status of their
relatives.
If the criteria are not met, one of the spouses must change jobs, or leave the RLECWD.
The couple will make a decision within thirty (30) days of the marriage as to which of the
two of them will change positions. If this decision is not made within 30 days, based
upon its business needs the RLECWD reserves the right to determine which employee
will be transferred or whose employment will be terminated.
The provisions of this paragraph also apply to employees who establish a personal
relationship, which in the RLECWD's judgment, have become sufficiently involved to the
point where it has become likely that one or both of the partners will improperly make
organizational decisions in favor of the other.
2.
Exceptions
The General Manager may make an exception to this policy if it is found that:
•
The position to be filled requires a person with specialized training and
experience not generally available in the employment market;
•
There is a vital agency need to fill the position;
•
Substantial bona fide efforts have been made to locate and employ such a
person who is not a relative of any employee; and
•
The relationship between the relative and the applicant or employee is unlikely
to materially affect his or her employment by the RLECWD.
Promotions
It is the RLECWD's intent to promote from within whenever possible. However, it is in
the RLECWD's best interest to fill all positions with the best qualified individual. When
opportunities occur within the organization, promotions and transfers will be based upon
an employee's qualifications and performance. In general, only employees who have
been at their present job assignment for at least six (6) months will be considered.
Temporary Upgrades
Whenever temporary positions are available within the RLECWD or regular positions
are filled on a temporary basis, it is the RLECWD's intent to give employees an
opportunity to apply for such positions.
If management feels that none of the applying employees are fully qualified for the
temporary position, he/she may recruit outside candidates with the qualifications
necessary to fill the position.
If you do not agree with the management's decision on who was selected for the
temporary upgrade, you should discuss this with them.
When the temporary positions end, it is the RLECWD's intent to give the employees
who were temporarily advanced an opportunity to return to their former positions.
Attendance
The RLECWD relies on you to consistently provide high quality, cost effective services
to its customers. You must routinely interact with other staff, members, vendors, and the
general public to effectively meet these objectives. Good attendance is essential to
providing these objectives and is an indicator of effective employee performance.
It is recognized that you will have periodic absences for illness or personal matters, but
recurring and excessive absences and/or tardiness adversely affects productivity,
morale, work flow, and service and directly impacts the RLECWD's ability to meet its
challenging goals.
The professionalism that you bring to your position and the RLECWD is valued and it is
anticipated that you will manage your own good attendance. There are occasions,
however, when attendance guidelines are beneficial and necessary to direct employees
and supervisors.
The guidelines are intended to be straightforward and concise. They are subject to
management discretion and allow for flexibility in addressing individual attendance
situations. Your manager will consider State and Federal laws, family and medical leave
issues, the demands of different work units, the RLECWD's policy, your performance,
your attendance history, and individual circumstances when assessing appropriate
steps to correct attendance problems.
The RLECWD intends to maintain a positive environment that supports its goals while
recognizing individual needs and circumstances. If attendance issues arise, please
speak with your manager who can discuss the impact of your attendance on the
RLECWD's goals and your individual performance.
If you fail to report to work for three consecutive workdays without notice or approval by
your manager, the RLECWD may consider that you have abandoned your job and your
employment may be terminated.
Rest and Break Time
Full-time (40-hour/week) non-exempt employees are encouraged to take a 15-minute
break in the morning and a similar break in the afternoon in order to "break" up the day
and as a relief from office routine and tension. You are free to retire to the lunchroom,
exit the building for a quick walk, or just sit outside on the benches provided. Less than
40-hour/week employees should clarify with their manager appropriate rest and break
times.
Full-time non-exempt employees are required to take at least a 30-minute lunch break.
An exception could be made if you were working less than 8 hours/day (i.e., six hours)
and requested that you not be required to take a lunch break. Under these
circumstances, please meet with your manager for their decision of whether or not to
require you to take a lunch break.
Access to Personnel Records
Employee files are confidential to the extent permitted by law and are to be treated as
such. In certain instances, RLECWD may be required to disclose certain components
of its Personnel Records under the Public Records Act, the Meyers-Milias Brown Act, or
a court order. Generally speaking, access to employee files is limited to the following:
1.
Persons Other Than The Employee
Other employees of the RLECWD may have access to personnel files only if they have
a "need to know." This means access is limited to:
•
Management considering an employee for promotion or transfer into their
departments; and
•
Others only as specifically authorized by the General Manager.
Non-employees may not, except with specific authorization, have access to the files
themselves. Generally, such access will be granted only upon advice of counsel.
Access of outsiders to information in a file is governed by the RLECWD's policy on
references.
2.
The Employee
You may inspect your own personnel file in the presence of the General Manager. You
may designate a representative to inspect/receive a copy of your personnel file.
Payroll Administration
Garnishments
A garnishment is a court order requiring the RLECWD to remit part of an employee's
wages to a third party in payment of a just debt. Because garnishments involve the
RLECWD in its employees' private financial affairs, it is requested that you handle your
finances appropriately.
Payroll Deductions
State and Federal laws require the RLECWD to make proper deductions on its
employees' behalf. Amounts withheld vary according to earnings, marital status, and
number of exemptions claimed.
Required deductions include Federal Income Tax, FICA Contribution, State Income Tax,
and PERS.
Direct Deposit
Direct deposit of your paycheck is available. To take advantage of this service, you
need to complete the "Direct Deposit" form, attach a voided check, and return them to
the Bookkeeper.
Changing Your Employee Information
Your current address and phone number are essential for many purposes. Any changes
to your contact information should be provided to RLWECWD in writing or via email as
soon as possible. You are solely responsible to notify the Bookkeeper of changes in
your personal status including, but not limited to:
•
Name and/or marital status
•
Address and/or telephone number
•
Number of eligible family members
•
Tax payroll deductions
•
Emergency contact information
•
Changes to deferred compensation
Deferred Compensation
When you make any changes that affect the amount of money deducted from your
paycheck, it is your responsibility to give a copy of the paperwork to the Bookkeeper so
that changes can be made to your paycheck.
Group Insurance Plans
The RLECWD provides group major medical, dental, vision, and Employee Assistance
Program insurance. You will receive information during the new employee orientation
from the General Manager. RLECWD's insurance coverage may change from time to
time. In the event that such a change occurs, RLECWD will notify employees of such
change within a reasonable time.
Eligible employees are defined as regular full-time employees. Part time employees
benefits shall be in proportion to their work hours. Eligible dependent is defined as the
following:
•
Spouse;
•
Children to their 26th birthday including children placed in the home for
adoption;
•
Unmarried children who were enrolled before age 26 and are incapable of selfsustaining employment due to physical or mental condition. Such condition must be
certified by a physician in writing within 60 days of coverage requested for this
condition and is subject to carrier approval.
•
Children eligible for coverage as a result of a valid qualified medical child
support order.
•
Domestic Partner as defined by the State of California for state registration
requirements.
•
Those designated according to the law.
•
For an eligible dependent to be eligible for coverages, a copy of a marriage
license, State of California Declaration of Domestic Partnership form (NP/SF DP-1),
birth certificate, or other identifying paperwork is required.
NOTE: It is the employee's responsibility to notify the RLECWD in writing upon divorce,
termination of Domestic Partnership, over-age dependent, or any event that changes
the status of dependency.
Employee Assistance Program (EAP)
a.
Persons Eligible:
Regular full-time employees.
b.
Waiting period:
First of the month following date of employment.
c.
Provider:
As provided by the RLECWD.
d.
Benefits provided:
The Employee Assistance Program (EAP) provides confidential, professional
assistance when personal problems affect an employee's life and work. The program
provides information, consultation and counseling for employees and their family
members, as well as offering training and consultation to management.
The EAP encourages employees to use services early in the progression of a
problem before situations significantly impact work. This is accomplished by promoting
service for "normal problems in living" such as relationships, stress, legal and financial
problems, career concerns, anxiety, and depression. The EAP also services more
serious concerns such as alcohol and drug problems, family violence, and threats of
suicide. Numerous additional resources are available.
e.
Employee Contribution:
None.
f.
Employer Contribution:
Total cost for employee and eligible family members.
COBRA
The Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) was enacted to
protect employees and their eligible family members by allowing them to continue their
group health insurance under the employer's plan at affordable group rates. Employees
are notified at hiring of their rights under this law and it is the employee's responsibility
to notify the RLECWD of any qualifying event (defined below) within 60 days of the
event. Specifics of COBRA include:
1.
Qualifications
Any employee/eligible family member who loses regular group eligibility because of a
qualifying event is eligible for enrollment under COBRA.
2.
Qualifying Event
Qualifying event is defined by COBRA regulations and includes loss of coverage due to:
termination of employment; reduction of hours; death of employee; employee's
Medicare entitlement; divorce or legal separation; child ceasing to be eligible;
bankruptcy of employer. It is the employee's or eligible family member's
responsibility to inform the RLECWD Bookkeeper or General Manager within 60
days when a qualifying event takes place.
3.
Selection Period
The District will send written notification, to the employee/eligible family member of their
right to elect continued coverage, the election period, and premium payments.
4.
Cost
The employee/eligible family member must pay a full monthly premium for each
coverage selected plus a 2% administrative charge to the RLECWD by the first day of
each month that the premium(s) are due. No bills or invoices are sent.
5.
Coverage Available
At the time of the qualifying event, whichever health insurance the employee/dependent
is enrolled in will be considered the coverage available.
6.
Open Enrollment
Purpose: COBRA continuees have the same rights under the plan as active employees.
This includes rights during open enrollment periods. When an open enrollment period
occurs, COBRA continuees must be informed of their rights.
The Open Enrollment Notification should inform COBRA continuees of the open
enrollment period, the options available during the open enrollment period and the
monthly premium rates for those options.
COBRA continuees includes (1) possible electees; (2) electees; and (3) continuees.
Possible electees are individuals in their 60-day election period; electees are individuals
who have elected but have not yet paid; continuees are individuals who have elected
and paid.
7.
Special Note
There can be no interruption of coverage under COBRA.
Jury and Witness Duty
You should immediately notify your manager if you receive a notice for jury duty. If you
are summoned for jury duty, you will be paid the difference between jury duty pay and
your regular hourly rate for up to a maximum often working days per year. As a public
employee, a waiver should be signed to avoid payment (as it must be returned) when
appearing for jury duty.
If required by law to appear in court as a witness, you may be given paid time off up to a
maximum of 32 hours for non-exempt (pro-rated for regular part-time) employees or four
(4) days per year for exempt employees for such purpose, provided that you provide the
RLECWD with reasonable advance notice and proof of such court order.
If you receive notice of jury duty or subpoena or other court order, you should
provide RLECWD with a copy of such document as soon as possible if you
anticipate that you will need to take time off work to appear in court.Military
Leave
A military leave, in accordance with Federal law, will be granted to those employees of a
reserve component of the Armed Forces of the United States or National Guard.
If regular, full-time employees are called to active military duty training as members of
the Armed Forces, Reserves, or National Guard, they will be assured full pay for military
leaves for up to ten (10) working days per calendar year provided that they are regular,
full-time employees; ordered for purposes of military training, encampment, naval
cruises, special exercises or like activity; they shall be entitled to receive the difference
between their regular rate of pay and the military rate of pay for the first 30 calendar
days of any such absence.
If regular, full-time employees are called to active duty during national or state
emergencies, as members of the Armed Forces, Reserves, or National Guard, they
shall be entitled to receive the difference between their regular rate of pay and their
military rate of pay for the duration of their active duty call.
Military orders should be presented to your immediate manager and arrangements for
leave made as early as possible before departure.
Should you either voluntarily or involuntarily leave your employment to serve in the
armed services, you shall be entitled to reinstatement according to State and Federal
law in effect at the time of your release from active service. No one in this category
should be denied re-employment without first consulting legal counsel.
Military Spouse Leave
Employees that work more than 20 hours per week and have a spouse in the Armed
Forces, National Guard, or Reserves that have been deployed during a period of
military conflict are eligible for up to 10 unpaid days off when their spouse is on leave
from military deployment. Employees must submit a written request for leave to the
General Manager's Office within two business days of receiving official notice that their
spouse will be on leave. Employees requesting this leave are required to attach to the
leave request written documentation certifying the spouse will be on leave from
deployment.
Attendance Policy
The RLECWD may utilize a system of corrective action, at its sole discretion, in cases of
misconduct or unacceptable performance, including absenteeism. The use of such a
system does not waive either the RLECWD's or your right to terminate employment at
any time with or without cause. If the number of absences within the most recent 12
month period, regardless of the reason, is excessive, you may be subject to corrective
action, at the discretion of the RLECWD, to make you aware of problems and to create
an action plan to resolve issues. The attendance policy of the RLECWD will be followed
only to the extent allowed by law and is not meant to circumvent or abrogate any
existing provisions of the FEHA, ADA, ADEA, or other state of federal law and/or
regulation.
Alcohol-Drug Free Workplace
The RLECWD recognizes that behavior resulting from the use of alcohol and/or drugs
may detrimentally affect the safety and work performance of its work force and can
present a risk to the health and welfare of its employees and members.
In recognition of the RLECWD's responsibility to maintain a safe work environment and
your responsibility to perform safely, the RLECWD will act to eliminate any substance
abuse, which increases the risk of injuries, accidents, or substandard performance. For
the purpose of this policy, substance abuse includes the use or possession of illegal
drugs, alcohol or, abuse of prescription drugs, which could impair your work
performance and/or ability to perform your job safely. It is expected that:
•
You shall not be at work, drive a vehicle on RLECWD business, or operate the
RLECWD's equipment with any amount of alcohol or illegal drugs in your system which
would result in a confirmed positive test; shall not use alcohol, possess open containers
of alcohol, or use or possess illegal drugs while on duty; and shall not manufacture,
distribute, dispense, sell or provide illegal drugs to any person while on duty.
•
If the use of a prescription drug combined with the duties of the required job
creates an unsafe working condition, this fact shall be reported to your supervisor or
General Manager prior to reporting to work. Employees whose job performance is so
restricted may be subject to reassignment, medical examination, or other actions
specified by applicable statues and regulations.
•
Reasonable Suspicion Testing
Employees may be subject to drug and alcohol testing when there is reasonable
suspicion that the employee has violated the rules expressed above. In addition, when
any employee has previously been found in violation of these rules, or has admitted to
violating these rules, the employee may be required to submit to periodic substance
testing as a condition of remaining in or return to RLECWD employment.
Fitness-For-Duty & Return-To-Work Evaluations
The purpose of this policy is to determine an employee's ability to safely perform the
essential job tasks of his/her job with or without reasonable accommodation. This policy
is not designed or intended to supersede employer requirements under any state or
federal law or regulation and will be utilized in accordance with the law.
General guidelines:
•
Each employee is responsible for maintaining his/her health in such a way that
the employee can perform the essential functions of his/her job with reasonable
accommodations (if applicable). If a manager has reason to question the ability of an
employee to perform the essential job functions, a Fitness-for-Duty or Return-to-Work
Evaluation may be requested.
•
To determine the appropriateness of a Fitness-for-Duty or Return-to-Work
Evaluation request, Supervisors must consult and receive approval from the General
Manager.
•
Time required by the employee to complete the Fitness-for-Duty / Return-toWork Evaluation is considered work time and may require an administrative leave. Time
off for prescribed treatment (after the evaluation), mandatory or otherwise, will be
charged to accrued sick leave.
•
Results of the evaluation will be maintained confidentially and separate from
the employee's personnel record.
•
If a Fitness-for-Duty / Return-to-Work evaluation is necessary, the employee
will be required to be examined by a treating, personal physician or specialist selected
by the RLECWD. However, when you take leave under the Family and Medical Leave
Act, RLECWD will not require you to see an RLECWD selected medical practitioner
before returning to work if you provide a Return-to-work certification from a qualified
medical practitioner. Once you return to work, RLECWD may require a medical
examination from a medical practitioner it selects if it is not satisfied with the certification
from the medical practitioner you selected.
Outside Relations/Media Contact
You are not permitted to give or report any information about the members of the
RLECWD, another employee, outside vendor, client, or consultant to anyone outside of
the RLECWD. You should forward any such request, whether verbal or written, to the
General Manager for handling. Notwithstanding the above, you have a constitutional
right to speak in your capacity as a citizen on matters of public concern, unless
RLECWD has adequate justification for treating you differently from another citizen
under the circumstances.
Prohibition of Discrimination
The RLECWD is committed to providing a work environment that is free of unlawful
discrimination. In keeping with the commitment, the RLECWD strictly prohibits unlawful
harassment on the basis of an employee's race, sex (including breastfeeding),
pregnancy-related condition, gender, gender identity, religious creed, color, national
origin, ancestry, agej(over40), marital status, sexual orientation, genetic information,
military or veteran status, physical or mental disability, or any other category that is
determined to be a protected category under California or federal law. Discrimination of
anyone in or from the RLECWD, on any of these bases, is strictly prohibited.
This policy prohibits discrimination in any form, including:
•
Verbal harassment such as epithets, jokes, derogatory comments or slurs based
on the person's race, sex, religious creed, color, national origin, ancestry, age (over 40),
marital status, sexual orientation, or physical or mental disability;
•
Physical harassment such as assault, impeding or blocking movement, or any
physical interference with normal work or movement when directed at an individual
based on one of the categories above; and
•
Visual or written harassment such as derogatory posters, cartoons, or drawings
based on one of the categories above. Also included are emails that may be
inappropriate, offensive, harassing, and/or creating a hostile work environment.
•
Environmental harassment such as innuendo, insults, abuse, or jokes not
relevant to the subject matter of the job, which permeate the work environment.
If you believe you have been or are being subjected to this kind of discrimination or
have witnessed such discrimination against another person in the workplace, and are
unable to resolve (or uncomfortable attempting to address) the problem with the
individual or individuals, you should promptly report it to your supervisor or the General
Manager. All such claims will be investigated in a manner designed to protect the
privacy and confidentiality of all involved as much as possible and appropriate action
will be taken. When appropriate, the RLECWD may seek to resolve the matter
informally. Any employee found to have discriminated against anyone in or from the
RLECWD's work environment, based on one of the categories above will be disciplined,
from verbal reprimand to dismissal, based on the circumstances including the severity
and frequency of the offense. In addition to RLECWD's disciplinary actions, civil and
criminal actions may also be triggered.
If you have any questions about this policy, or want more information about it, please
contact the General Manager.
Sexual Harassment
Sexual harassment of the RLECWD's employees, by any person in or from the work
environment, is strictly prohibited. Sexual harassment includes, but is not limited to,
unwelcome sexual advances, requests for sexual favors, or other verbal, visual, or
physical conduct of a sexual nature when:
•
Submission to such conduct is made either expressly or by implication a term
or condition of an individual's employment;
•
Submission to or rejection of such conduct by an individual is used as the basis
for employment decisions affecting the individual; or
•
Such conduct has the purpose or effect of unreasonably interfering with an
individual's work performance; creating an intimidating, hostile, threatening or offensive
working environment; or adversely affecting the employee's performance, appraisal,
assigned duties, or any other condition of employment or career development.
Sexual harassment also includes any act of retaliation against an employee for reports
of violation of this policy or for participating in the investigation of a sexual harassment
complaint.
Other examples of sexual harassment include unwelcome sexual flirtations or
propositions; verbal abuse of a sexual nature; graphic verbal comments about an
individual's body; sexually degrading words used to describe an individual; emails that
may be inappropriate, offensive, harassing, and/or creating a hostile work environment;
and the display in the work environment of sexually suggestive objects or pictures,
posters, jokes, cartoons, or calendar illustrations. Sexual harassment conduct need not
be motivated by sexual desire.
1.
Guidelines for the Employee
If you think you are being sexually harassed:
•
Say NO! Make it clear to the offender that the behavior is unacceptable to you.
The harasser may not realize the advances or behavior are offensive. Sometimes a
simple confrontation will end the situation.
•
Don't let confusion and self-doubt stop you from speaking out.
•
Keep a record of dates, times, places, witnesses and nature of harassment.
Such records will be very helpful if you find it necessary to pursue a formal grievance.
•
If you feel that you have been or are being sexually harassed or are aware of or
suspect the occurrence of sexual harassment, or you desire counseling on coping with
sexual harassment, you should immediately contact your manager, any other manager,
the Director of Administration, or the General Manager. This procedure is your
exclusive remedy for prevention and resolution of any issues of harassment at
the RLECWD. However, you may have other remedies at the state or federal level,
as described below.
•
In addition to notifying the RLECWD about harassment or retaliation complaints,
affected employees may also direct their complaints to the California Department of Fair
Employment and Housing ("DFEH") at www.dfeh.ca.gov or 1-800-884-1684 without fear
of retaliation or the Equal Employment Opportunity Commission ("EEOC") at
www.eeoc.gov or 1-800-669-4000. The DFEH has the authority to conduct
investigations of the facts. The deadline for filing complaints with the DFEH is one year
from the date of the alleged unlawful conduct. If the DFEH believes that a complaint is
valid and attempts to resolve the dispute fail, the DFEH may seek an administrative
hearing before the California Fair Employment and Housing Commission ("FEHC") or
file a lawsuit in court. Both the FEHC and the courts have the authority to award
monetary and nonmonetary relief in meritorious cases. Employees can contact the
nearest DFEH office or the FEHC at the locations listed in the District DFEH poster or
by checking the State Government listings in the local telephone directory.
•
Maintain strict confidentiality ensuring the privacy of all parties concerned.
2.
Disciplinary and/or Corrective Action
Any employee found to have sexually harassed anyone in or from the RLECWD's work
environment will be disciplined, from verbal reprimand to dismissal, based on the
circumstances including severity and frequency of the conduct. In addition to
RLECWD's disciplinary actions, civil and criminal actions may also be triggered.
Workplace Violence
The safety and security of employees and customers are very important to the
RLECWD. Threats, threatening behavior, acts of violence, or any related conduct which
disrupts another's work performance or the RLECWD's ability to execute its daily
business will not be tolerated.
Any person who makes threats, exhibits threatening behavior, or engages in violent acts
on RLECWD property may be removed from the premises pending the outcome of an
investigation. Threats, threatening behavior, or other acts of violence directed at
RLECWD employees, RLECWD members or the public while in the course of
RLECWD business is a violation of this policy, even if such occurrence do not take
place on RLECWD property.
Threats include but are not limited to threats made via telephone, fax, electronic or
conventional mail, or any other communication medium. Violations of this policy will lead
to disciplinary action that may include dismissal, arrest, and prosecution. In addition, if
the source of such inappropriate behavior is a member of the public, the response may
also include barring the person(s) from RLECWD property, termination of business
relationships with that individual, and/or prosecution of the person(s).
Employees are responsible for notifying, General Manager or supervisor of any threats,
which they have witnessed, received, or have been told that another person has
witnessed or received. Employees should also report any behavior they have witnessed
which they regard as threatening or violent when that behavior is job related or might be
carried out on RLECWD property or in connection with employment.
Any employee that receives a protective or restraining order that lists RLECWD
premises as a protected area is required to provide the General Manager with a copy of
such order.
Request for Reasonable Accommodation
To comply with applicable laws ensuring equal employment opportunities to qualified
individuals with a disability, the RLECWD will make reasonable accommodations for the
known physical or mental limitations of an otherwise qualified individual with a disability
who is an applicant or an employee unless undue hardship would result.
Any applicant or employee who requires an accommodation in order to perform the
essential functions of the job should contact the RLECWD representative with day-today personnel responsibilities and discuss the need for an accommodation. The
RLECWD will engage in an interactive process with the applicant or employee to
identify possible accommodations, if any, which will help the applicant or employee
perform the job.
Interactive Process
An interactive good faith communication process between the RLECWD and a disabled
employee is required in selecting an appropriate reasonable accommodation, if one
exists. This is a timely individual process where management and the individual discuss
the request and potential effective reasonable accommodation(s). In general, the
RLECWD will initiate an interactive process when: (1) an applicant or employee with a
known disability requests a reasonable accommodation, (2) the RLECWD otherwise
becomes aware of the need for a reasonable accommodation through a third party or by
observation, or (3) the RLECWD becomes aware of the possible need for a reasonable
accommodation because the employee has a disability and has exhausted leave under
the Workers' Compensation Act, the California Family Rights Act (CFRA), the Family
Medical Leave Act (FMLA), or other federal, state or employer leave provisions, if
applicable.
The following is a non-exclusive list of the considerations when reviewing a request for
accommodation:
•
The essential functions of the job.
•
How the disability limits performance of the essential functions.
•
Identify accommodation options that overcome limitations and determine the
reasonableness of the proposed accommodations.
•
Select the most appropriate reasonable accommodation, if one exists.
If an accommodation request is made, the RLECWD will initiate the interactive process
and confer with the individual applicant or employee, as necessary, until the interactive
process is complete and/or a reasonable accommodation, if any, is determined.
Employment Reference Checks
All inquiries regarding a current or former RLECWD employee must be referred to the
General Manager.
Should you receive a written request for a reference, you must refer the request to the
General Manager for handling. You may not issue a reference letter on behalf of
RLECWD to any current or former employee without the permission of the General
Manager.
Under no circumstances should you release any information about any current or former
RLECWD employee over the telephone. All telephone inquiries regarding any current or
former employee of the RLECWD must be referred to the General Manager.
In response to an outside request for information regarding a current or former
RLECWD employee, the General Manager will verify only an employee's name, dates
of employment, and job title. No other data regarding any current or former RLECWD
employee will be released unless the employee authorizes the RLECWD to release
such information in writing or the RLECWD is required by law to furnish any information.
If, however, you are contacted to give a personal reference regarding a current or
former RLECWD employee, you are permitted to do so and should emphasize to the
inquirer that the reference is personal only and not on behalf of the RLECWD.
Failure to follow these directions may be cause for corrective action up to and including
termination.
Anti-Fraud/Ethics Policy
The RLECWD and its employees must, at all times, comply with all applicable laws and
regulations. Employees uncertain about the application or interpretation of any legal
requirements should refer the matter to their supervisor or General Manager.
The RLECWD expects its employees to conduct themselves in a businesslike manner
and perform duties conscientiously, honestly, and in accordance with the best interests
of the organization. Employees are expected to take great care when working with
RLECWD suppliers, contractual contacts, or members. Employees should respect the
confidentiality of information acquired in the course of their work. Regardless of
circumstances, if an employee senses that a course of action may involve a conflict of
interest, fraud, and/or dishonesty, they should immediately communicate all facts to
their supervisor, or the General Manager.
Children at Work
In the event of an "emergency situation" where you find it necessary to bring your child
to the workplace, the RLECWD will deem this acceptable under the following
circumstances:
•
The event must be an emergency, (i.e. not a scheduled day off from school;
choice of not hiring a baby-sitter; must be a rare, unusual, and infrequent event), or
•
A short term event (i.e. picking up from school, time between doctor
appointment, etc.).
•
You must get prior approval from your manager.
•
Your child must not be disruptive. If this occurs, you and your child will be asked
to leave immediately.
•
This should not be a "social event." Your child should be situated in a quiet, outof-the way place, such as an unused conference room.
•
Your child must not interfere with your job or your co-workers.
Children should not be brought to the office in lieu of child care. If you need to take time
off to care for your child, you can utilize accrued sick leave, vacation, request time
without pay, or make other arrangements.
Ergonomics
The RLECWD encourages safe and proper work procedures and requires all
employees to follow safety instructions and guidelines. It is our intention to reduce
exposure to ergonomic hazards through modifications to equipment and process and
employee training. Any necessary, reasonable adjustments to minimize workplace
repetitive motion injuries will be considered and made. If you require any adjustments or
have any concerns or questions about ergonomics, be sure.:to_discuss..the matter with
the General Manager.
Bomb Threats And/Or Threatening Calls
Should you receive a threatening phone call, remain calm and try to write down the
exact wording of the emergency/threat. Be sure to notify a supervisor immediately, and
if appropriate, phone 9-1-1.
Driving on the Job
The RLECWD has established and maintains a Driving Record Review Program. As
part of this program, it has enrolled in the Department of Motor Vehicles (DMV)
Employer Pull Notice Program. This is a free service for public agencies that provides
driver record reports on employees. Employees include temporary, seasonal, and parttime employees and volunteers.
1.
Procedures
The RLECWD obtains from the DMV a copy of the driving record of all of its employees
that are authorized to operate vehicles (RLECWD or personal) in the course of carrying
out RLECWD's business.
a.
As a public agency, the RLECWD is entitled to receive copies of driving records
from the DMV without charge.
b.
A copy of your driving record shall be obtained as soon as possible after you
are hired and annually thereafter.
c.
The RLECWD is responsible for ordering and interpreting all driving records.
d.
To ensure uniformity in the application of recommendations to employees
whose records are found to be unacceptable, the driver record review criteria was
developed. (See: "2. Driver Record Review Criteria" in this section)
e.
Occasionally other concerned employees or the general public may bring to the
RLECWD's attention the fact that you may be jeopardizing the RLECWD's integrity and
exposing it to undue liability through poor driving techniques and habits. All such
complaints will be investigated immediately and action taken to correct the problem as
follows:
•
If it is established that you have poor driving techniques and/or habits, the
RLECWD's corrective action may be followed. (Depending on the seriousness of the
poor driving technique and/or habit, it may be desirable to enroll you in a "defensive
driving" course.)
•
A second warning for the same poor driving technique and/or habit, within a
three year period, may require temporary suspension or temporary reassignment to a
non-driving position, if one is available, and will be appropriately documented.
f. --.—- If your duties require driving a vehicle, you must maintains driving record that
will not cause the RLECWD's insurance rate to be increased or for you to become
uninsurable. Any such actions could lead to disciplinary action.
g.
If your duties require driving a vehicle, you must provide proof of insurance at
least annually.
2.
Driver Record Review Criteria
The following criteria reflect the good risk management procedures used by the
RLECWD in order to control its auto liability and physical damage exposures. The
General Manager will review your Driver Record Report to determine which category
you will fall into.
a.
Class I -- Immediate Attendance in Defensive Driving Program.
•
Two points within 35 months;
•
Any moving violation in a RLECWD vehicle;
•
Any accident; or
•
Two **Failure to Appear notices within 36 months.
b.
Class II - 12-Month Driving Probation. Any additional point violations within this
probation period will trigger a Class III recommendation.
•
Three to five points within 36 months;
•
Any accident in which the driver was charged with a ***public offense within 36
months, except for DUI, reckless driving, or speed contest violations (see Class III);
•
Any *chargeable accident while on RLECWD business;
•
A violation for an expired license; or
•
Four ** Failure to Appear notices within 36 months.
c.
Class III - 120 Day Suspension of RLECWD Driving Privileges.
•
Four or more points within 24 months;
•
Six or more points within 36 months;
•
DUI, reckless driving, or speed contest, NOT during RLECWD business;
•
Five ** Failure to Appear notices within 36 months;
•
Two chargeable accidents within 24 months; or
•
Any citation incurred while license is suspended.
•
Chargeable Accident -- when a driver has received a point violation.
**
Failure to Appear - Vehicle Code section 40508(a)
Public Offense - Vehicle Code sections 23100 through 23249.58
Cellular Phone Safety
The use of cellular phones while driving on RLECWD business is considered a
dangerous distraction and is prohibited. If your job requires you to keep your cell phone
turned on while driving, you must safely pull off the road and stop before using it. Under
no circumstances may a driver initiate or answer a cellular phone call or text message
while driving a vehicle on company time.
Credit Card Use
Credit cards will be issued to specific employees who either travel on a regular basis on
RLECWD business, or have the need to frequently purchase supplies or services.
These cards should be used for all approved expenses as authorized in this section.
Credit cards should be used only for legitimate, approved business of the RLECWD,
subject to the following regulations:
•
No personal items may be charged on the business credit card;
•
All charges must be in line with travel guidelines or as approved by RLECWD
management; and
•
Receipts must be signed by a supervisor and submitted to Bookkeeper within
one week of making the charge.
Telephone Calls
The RLECWD understands that you may need to speak with your family or tend to nonbusiness activities at times during business hours, but requests cooperation in keeping
personal calls to reasonable levels. Please note, all phone calls should be considered
public information and subject to surveillance. Any confidential calls should be
conducted elsewhere. All communication can be disclosed to law enforcement or other
third parties without prior consent of the sender and/or receiver.
Electronic Communications Policy
The RLECWD uses various forms of electronic communications including, but not
limited to, communications via computers, email, telephones, mobile phones, smart
phones, text messaging, internet, etc. All electronic communications are official
RLECWD records and are the property of the RLECWD. The RLECWD reserves the
right to access and disclose all messages sent through its system for any purpose.
Messages transmitted over the electronic communications system should be limited to
RLECWD business activities, for the accomplishment of business related tasks, or
communications directly related to RLECWD business, administration, or practices.
The following general policies apply:
•
Computers and all data transmitted through RLECWD servers are RLECWD
property owned by the RLECWD for the purpose of conducting RLECWD business.
These items must be maintained according to RLECWD rules and regulations.
Computers must be kept clean and employees must exercise care to prevent loss and
damage. Prior authorization must be obtained before any RLECWD property may be
removed from the premises.
•
All electronic communications also remain the sole property of RLECWD and
are to be used for RLECWD business. For example, email messages are considered
RLECWD records.
•
Electronic information created by an employee using any computer or any
means of electronic communication is also the property of RLECWD and remains the
property of RLECWD.
•
Information stored in RLECWD computers and file servers is the property of the
RLECWD and may not be distributed outside the RLECWD in any form whatsoever
without the written permission of the RLECWD General Manager.
•
Violation of any of the provisions of this policy, whether intentional or not, will
subject RLECWD employees to disciplinary action up to, and including, termination.
• ThePublic Records Act which may require disclosure of email records of its
employees.
1.
Personal Use of Electronic Communications Systems
The RLECWD provides computers, electronic communications, electronic information,
and information technology resources, including the Internet, to its employees to help
them do their job. Generally, these resources and property should be used only for
business related purposes; however, there are a few exceptions. Limited, occasional, or
incidental use of electronic communications for personal use may be permitted under
the following circumstances:
•
Personal use may not interfere with the productivity of the employee or his/her
co-workers;
•
Personal use may not involve any prohibited activity described in this Policy;
•
Personal use may not disrupt or delay the performance of RLECWD business;
•
Personal use may not consume RLECWD resources or otherwise deplete
system resources available for RLECWD business purposes;
•
Personal use may not be used for personal employee gain or commercial
ventures; and
•
Personal use may not support or advocate non-RLECWD-related business
purposes.
?=
Retention of E-meil
;_
_
The RLECWD's record retention program is regulated by various record retention laws.
No e-mail messages shall be considered by the RLECWD to be retained in the ordinary
course of business. However, the content of some e-mail messages could be classified
as a record pursuant to the guidelines established by management and according to the
following criteria:
•
Content required by law to be retained;
•
Content which is documentation of notice to a member of the public of an action
or position taken on behalf of the RLECWD;
•
Content which is documentation of a RLECWD policy, RLECWD regulation, or
official decision made on behalf of the RLECWD;
•
Content which is documentation of a transaction of business between the
RLECWD and another party; and
•
Employees should make themselves familiar with the provisions of the
RLECWD's Records Retention Policy to determine if an email is required to be
maintained as a printed and/or electronic document.
3.
Access of Another Person's Electronic Communications
Employees may not intercept, eavesdrop on, record, read, alter, retrieve, receive, send,
or use another person's Electronic Communications and/or storage without proper
authorization. Employees, including system administrators and Supervisors, may not,
without authorization, peruse Electronic Communications and/or Electronic Storage of
other employees.
4.
RLECWD-Website Policies
The external (or public) RLECWD website and all domains owned and maintained by
the RLECWD represent a fundamental communication tool for providing critical
RLECWD information. The goal of the collective websites is to encourage increased
participation in RLECWD activities. The internal intranet website provides fundamental
and critical information to all employees to assist in accomplishing the RLECWD's
mission. Towards this end, the development and use of the RLECWD's sites are guided
by the website policy:
The RLECWD's IT provider is responsible for the department regarding the creation and
implementation of their respective websites, helping departments to comply with the
web policies, and maintaining and securing the web servers and website.
•
The RLECWD's website is for "official use" only. All information disseminated
through the website must be related to the official duties and responsibilities of
employees and department.
•
The California Public Records Act applies to information-processed, sent, and
stored on the Internet. Confidential information should not be posted on the RLECWD's
external website. Management must approve all information that is posted on the
website.
•
No RLECWD employee or official may use any RLECWD website for
campaign-related purposes. Such campaign-related purposes include, but are not
limited to, the following: statements in support or opposition to any candidate or ballot
measure; requests for campaign funds or references to any solicitations of campaign
funds; and references to the campaign schedule or activities of any candidate. The
RLECWD official website may not be linked to any private website related to a
candidate's campaign for elective office, but it may link directly to the home page of the
election-related pages where general election and candidate information can be found.
5.
Internet
Access to the Internet has been provided to staff members for the benefit of the
RLECWD and its members. It allows employees to connect to information resources
around the world. Every staff member has the responsibility to maintain and enhance
the organizations' public image and to use the Internet in a productive manner.
Employees accessing the Internet are representing the RLECWD. Employees are
responsible for seeing that the Internet is used in an effective, ethical, and lawful
manner. To ensure that all employees are responsible, productive Internet users and
are protecting RLECWD's public image, the following guidelines have been established:
a.
Unacceptable Use of the Internet
All existing RLECWD policies apply to employee use of computers, Electronic
Communications, electronic information, and the Internet. This includes policies that
deal with misuse of RLECWD assets or resources. It is a violation of RLECWD policy to
use computers, Electronic Communications, electronic information, or the Internet, in a
manner that is: discriminatory, harassing, or obscene; constitutes copyright or
trademark infringement; violates software licensing rules; is illegal; or is against
RLECWD policy. It is also a violation of policy to use computers, Electronic
Communications, electronic information, or the Internet to communicate confidential or
sensitive information or trade secrets.
While it is not possible to provide an exhaustive list of every type of
inappropriate use of the Internet, all users should be aware that appropriate use of the
Internet includes, but is not limited to, the following rules:
•
Never use an account assigned to another user;
•
Never make an unauthorized attempt to enter any computer;
•
Never post, send, or provide access to any confidential Employer materials or
information;
•
Never post or send publications of discriminatory, offensive, harassing,
defamatory, or confidential remarks about other employees;
»
Never access or send sexually-suggestive material;
•
No gambling;
•
No trademark, copyright, and licensing stipulation infringements;
•
No proprietary and confidential information;
•
No solicitation, according to the RLECWD's policy;
•
No personal sites; and
•
No threatening or inappropriate blogs.
b.
Communications
Each employee is responsible for the content of all text, audio, or images that
they place or send over the Internet. Fraudulent, harassing, or obscene messages are
prohibited. All messages communicated over the Internet should have your name
attached. No messages should be transmitted under an assumed name. Employees
may not attempt to obscure the origin of any message. Information published on the
Internet should not violate or infringe upon the rights of others. No abusive, profane, or
offensive language is transmitted through the system.
c.
Monitoring of Communications and Passwords
The RLECWD reserves the right to inspect all RLECWD property to ensure
compliance with its rules and regulations, without notice to the employee and at anytime, not necessarily in the employee's presence. RLECWD computers and all
electronic communications and electronic information are subject to monitoring and no
one should expect privacy regarding such use. The RLECWD reserves the right to
access, review, and monitor electronic files, information, messages, text messages, email, Internet history, browser-based webmail systems, and other digital archives and to
access, review, and monitor the use of computers, software, and electronic
communications to ensure that no misuse or violation of RLECWD policy or any law
occurs. E-mail may be monitored by the RLECWD and there is no expectation of
privacy. Assume that e-mail may be accessed, forwarded, read, or heard by someone
other than the intended recipient, even if marked as private.
Employee passwords may be used for purposes of security but the use of a
password does not affect the RLECWD's ownership of the electronic information or
ability to monitor the information. The RLECWD may override an employee's password
for any reason.
All passwords created by the user or issued to the user are for the purpose of
communication and are not to be shared, given, or otherwise disclosed to any other
person. Passwords must not be shared and will be changed periodically by the
RLECWD staff to ensure security. All security features contained within the RLECWD's
Electronic Communications Systems such as passwords, codes, or delete functions will
notprevent the RLECWD from accessing employees' business or personal Electronic
Communications, stored or otherwise, on the Electronic Communications Systems.
d.
No Right of Privacy
The RLECWD respects the individual privacy of its employees. However,
employee privacy does not extend to the employee's work-related conduct or to the use
of RLECWD-provided equipment or supplies. Employees should be aware that the
terms of this Policy limit their privacy in the workplace.
The RLECWD's Electronic Communications Systems, Electronic
Communications, and Electronic Storage are the RLECWD's property and are intended
for RLECWD business. All Electronic Communications and Electronic Storage within
these systems are the property of the RLECWD, regardless of the content, including
any personal communications. The RLECWD reserves the right to monitor the
Electronic Communications Systems for any reason, including the right to review, audit,
and disclose all matters sent over and/or stored in the Electronic Communications
Systems.
As a result, employees should be aware that no Electronic Communications
transmitted on the Electronic Communications Systems, or Electronic Storage
contained within the systems, is private or confidential. Employees should have no
expectation of privacy with respect to any use, including storage, business or personal,
of the RLECWD's Electronic Communications Systems.
Employees should be aware that Electronic Communications and/or Electronic
Storage can be copied, modified, and/or forwarded to others without the express
permission of the original author. Therefore, employees must use caution in the storage,
transmission, and dissemination of Electronic Communications outside of the RLECWD
and must comply with all state and federal laws. Electronic Communications and/or
Electronic Storage of the RLECWD may be recognized as official records in need of
protection/retention in accordance with the laws of California. All e-mail and Internet
messages are subject to state and federal laws, including but not limited to the
California Public Records Act, open meeting laws, and the federal Electronic
Communications Privacy Act.
The California Public Records Act (CPRA), Government Code Section 6520, et
seq requires the RLECWD to make all public records available for inspection and to
provide copies upon request. A public record is any writing (which includes electronic
documents) related to the conduct of the public's business prepared, owned, used, or
retained by the RLECWD. The CPRA includes a number of exceptions from the
disclosure requirement. Any information on the RLECWD's information system may be
subject to disclosure under the CPRA. If there is some doubt, the employee should
contact his or her department manager for advice as to whether the information is public
record. All public records must be retained in accordance with the RLECWD's Record
Retention Policy.
6.
Social Networking
,„
The RLECWD views social networks such as web based discussion or conversation
pages and other forms of social networking such as Facebook, Twitter, YouTube, etc,
as significant new forms of public communication. As such, we hold all of our
employees who engage in social networking to the same standards we hold for any
public communications. Therefore, all employees have an obligation to the RLECWD to
ensure that any public communication they make, including social networking
communications, must not negatively impact the reputation of the RLECWD or bring
disrepute in any way to the RLECWD, its partners, customers, suppliers, etc. Further,
only a select group of employees are authorized to publicly speak on behalf the
RLECWD, per our Media Contact policy. Violations of this policy will result in discipline,
which may include termination, depending on the severity of the situation and its impact
on the RLECWD.
Additionally, engaging in social networking during your workday can negatively impact
your productivity and work performance. Therefore, it is your responsibility to regulate
your social networking so that it does not impact your productivity or cause performance
issues.
Identified below are general guidelines and examples of prohibited communications.
Please note that this list contains examples only and is not intended to be, nor is it, an
exhaustive list of prohibited communications. The absence of, or lack of explicit
reference to, a specific site does not limit the extent of the application of this policy.
Where no policy or guideline exists, employees should use their professional judgment
and take the most prudent action possible. Consult with your manager if you are
uncertain. Nothing herein shall prohibit an employee from discussing the terms and
conditions of employment via social media with fellow employees.
General Guidelines and Examples of Prohibited Communications:
•
You may not use the RLECWD's logo on your posts unless given written
consent by the General Manager.
•
Do not link to the RLECWD's website or post RLECWD material on a social
media site without written permission.
•
All RLECWD policies that regulate off-duty conduct apply to social media
activity including, but not limited to, policies related to illegal harassment, code of
conduct, non-competition, protecting confidential and/or proprietary information.
Violation of this policy may lead to discipline up to and including termination.
7.
Software
To prevent computer viruses from being transmitted through the system, there will be no
unauthorized downloading of any software or applications.
a.
Policy and Guidelines for RLECWD-Provided Mobile Device
The following policy and guidelines informRLECWD-provided mobile deviceusers of their allowable usage and features available for business and limited personal
use. This policy also serves to make clear the responsibility of mobile device users to
take proper care of the RLECWD furnished equipment entrusted to them. Mobile device
care is the responsibility of each mobile device user. Failure to adhere to the guidelines
listed below may result in personal liability and/or retraction of device privileges.
b.
RLECWD expects mobile-device users to:
•
Protect their RLECWD-issued device from theft, damage, abuse, and
unauthorized use;
•
If the device is lost or stolen, the user willnotify the RLECWD within one hour,
or as soon as practical after you notice the device is missing. RLECWD will lock and
disable the device upon notification. A lost or stolen device will be replaced a maximum
of three times, pending availability of devices and funding;
•
Maintain usage within the plan parameters. If your business use requirements
are dramatically different than the standard plan, you must contact the General
Manager to discuss other available options; Comply with RLECWD appropriate use
policies when using the device;
•
Abide by the law governing the use of mobile cell phones and/or smartphones
while driving (e.g., hands-free use and/or texting); and
•
Purchase, at their own expense, any additional mobile device accessories (e.g.,
holsters, cases, car chargers, screen protectors, Bluetooth headsets, etc.) that the user
may desire in addition to the items provided by the RLECWD.
c.
Privacy Expectations:
RLECWD employees do not have a right, nor should they have an expectation,
of privacy while using RLECWD provided devices at anytime, including accessing the
Internet and using e-mail and voice communications. To the extent that employees wish
that their private activities remain private, they should avoid using the RLECWD
provided device for limited personal use. By acceptance of the RLECWD provided
device, employees imply their consent to disclosing and/or the monitoring of device
usage, including the contents of any files or information maintained or passed -through
that device.
d.
Additional Guidelines:
•
RLECWD Bookkeeper has complete oversight and management of device
usage and expenses.
•
The RLECWD-provided devices are being provided as a productivity tool for
business use. RLECWD reserves the right to terminate services for non-use, limited
business use, or excessive personal use. The policy for terminating voice and data
services for non-usage is 30 days.
»
Due to voice plan minute restrictions, employees should opt to use their work
landline phone, when at their workstation, to make and receive calls.
•
RLECWD reserves the right to recall/disconnect RLECWD-provided mobile
devices due to budget restrictions or changes to deployment priorities.
Questions related to the above Policy and Guidelines should be directed to
your supervisor.
All software and application downloads will be done through the IT staff.
Voice Mail
The phone system is equipped with a very efficient and easy to use voice mail system.
You should change your voice mail message if you are going to be out of the office.
Smoking
In accordance with California State law, the entire building is considered a non-smoking
area, including use of e-cigarettes. An ashtray and smoking area are provided outside
the backdoor of the garage.
Security
Security is important to everyone. You are asked to not discuss the security of the
RLECWD premises or services with any individual not employed by the RLECWD.
Additionally, neither the RLECWD nor its insurance carriers take any liability for your
personal belongings. You are encouraged to secure personal belongings to the best of
your ability.
The building is secured with electronic keypads for access before and after hours. You
will be given a confidential code, not to be shared with anyone.
Since the RLECWD retains the right to search its property or facilities at any time
(including employee-assigned desks, files and computer systems), if you have anything
of a private nature that you wish not to be subjected to discovery during such searches,
these items should be kept in your briefcase, purse or lunch bag, though RLECWD
cannot guarantee the privacy of these items.
Solicitation and Distribution
Soliciting your co-workers when either of you is on work time being paid for by the
RLECWD is prohibited, including the use of e-mail. Distribution or posting of pamphlets,
leaflets, or any other literature in the RLECWD office is prohibited except in the
employee break room.
Workers' Compensation Disclaimer Notice
The RLECWD or its insurance carrier may not be liable for the payment of workers'
compensation benefits for any injury which arises out of your voluntary participation in
off-duty recreational, social or athletic activity which is not a part of your workrelated duties.
Return-to-Work Program (RTW)
In an effort to minimize serious disability due to on-the-job and off-the-job injuries and
illnesses and to reduce workers' compensation costs (if applicable), the RLECWD has
developed a Return-to-Work program.
This policy is consistent with the district's responsibilities under the Americans with
Disabilities Act to provide reasonable accommodations to persons with disabilities.
The General Manager will assist by directing the employee to appropriate care and
assisting in proper reporting of the injury or illness while maintaining a positive and
constant flow of communication with the injured worker. They will also assist in
arranging work which meets "light duty" restrictions, as needed and available, to reduce
lost time. The RLECWD management staff will work with the workers' compensation
carrier (if applicable) and the physician to assist with the assessment of the employee's
ability to return to work.
By this joint effort, the RLECWD will help the injured/ill worker recover at a more rapid
rate, gain production for wages paid, minimize the employees' wage loss, and reduce
workers' compensation costs.
Break Room
The RLECWD has a "kitchen" for your use during breaks and at lunch. It is important
that you clean up after yourself. Do not leave any dirty dishes, wipe off the counters,
and clean the inside of the microwave if there is any splattering of food during cooking.
•
Coffee/Tea/Hot Chocolate: These items are available for your use and
convenience, so help yourself.
•
Making Coffee: If you find that the coffee pot is running low, please make the
next pot of coffee. If you're not sure how to make the coffee, ask someone to help you.
When the coffee has been made, throw the grounds in the garbage (not in the sink),
rinse the basket, and place it in the drainer for the next person to use.
•
Refrigerator: The refrigerator is available for your convenience. However, there
are 10 employees using the refrigerator, so please limit the amount of items you put in
it. Also, it will be cleaned out every Friday, so please throw away any old items and take
home any dishes, Tupperware, etc. If you have items that you want to keep, please put
your name on them.
Supplies
It is the RLECWD's intent to provide you with everything you need to do your job. Basic
supplies are kept in the supply room.
Property Return Agreement
Upon employment with the RLECWD, each employee may complete a Property Return
Agreement if they receive any RLECWD property. Property includes, but is not limited
to, laptops, cell phones, PDAs, equipment, keys, reports, proprietary information, and
any other job related materials. All RLECWD property must be returned prior to
departure.
Exit Interview
The General Manager is responsible for scheduling an exit interview with you on your
last date of employment and for arranging the return of the RLECWD's property.
Benefits
Medical, Dental, and Vision benefits end on the last day of the month of your
employment. Disability coverage requires "active" employment; therefore coverage for
this ends on your last day worked.
COBRA notification will be sent directly to your home.
Deferred Compensation Plan
If you are enrolled in a deferred compensation program, complete the forms necessary
and follow the instructions. You should contact the plan carrier to ensure you completely
understand your options.
Purpose of the Policy
The purpose of this policy is to promote employee morale, efficiency, initiative and
retention. In the normal course of RLECWD operations, the Board of Directors
recognizes that District employees accomplish various achievements and other job
related successes for which recognition is both desirable and warranted. Significant
events may occur in the lives of employees during their term of employment with the
District that would warrant District recognition. The recognition of such
accomplishments and milestones can improve employee safety, morale and job
performance. Because the District is a direct beneficiary of increased employee safety,
morale and job performance, the Board of Directors has established a policy for
discretionary employee recognition and retention-related expenses.
Policy
The Board of Directors authorizes the General Manager to spend monies, not to
exceed $150.00 per employee per annum, for the following purposes:
1. Employee job-related achievement or superior performance recognition.
2. Employee exemplary safety record.
3. Employee superior customer service, outstanding teamwork and/or exceptional
efforts to display and exemplify the District's Mission Statement and and its Strategic
Plan Goals.
4. Employment anniversary dates and retirements, birth of an employee's child, and
bereavement acknowledgments for the death of an employee or his/her immediate
family member.
5. Other similar milestones, successes, achievements and/or events as deemed
appropriate by the General Manager and in accordance with applicable law.
Types of expenses authorized under this policy are for items such as: plaques,
flowers, cards, refreshments, or other minor items.
Policy Review
This policy is consistent with State law and will be reviewed at least biennially.
Further, this policy will be utilized in the District's annual budgeting process.
Acknowledgment of Receipt of Handbook
After you have read this handbook and have clarified any issues with your
supervisor, please complete and sign both copies of the following statement. Two
copies are provided, one for your records and one for the RLECWD's records.
Detach one copy and return it to your supervisor or the General Manager within five
days of receiving this handbook.
RLECWD Employee Handbook Receipt (employee copy)
I have received my copy of the RLECWD's employee handbook. I understand
and agree that it is my responsibility to read and familiarize myself with and
follow the policies and procedures contained in the handbook.
I understand that, any and all policies or practices can be changed at any time
by the RLECWD. I understand and agree that, other than the General Manager
of the RLECWD, no manager, supervisor or representative of the RLECWD has
authority to enter into any agreement, expressed or implied, for employment for
any specific period of time, or to make any agreement for employment; only the
General Manager has the authority to make any such agreement and then only
in writing, signed by the General Manager.
My signature below certifies that I understand that the foregoing personnel
policy and entire agreement between the RLECWD and myself concerning the
duration of my employment. It supersedes all prior agreements, understandings
and representations concerning the duration of my employment.
Employee's Signature:
Sign, date, and keep this copy for your records.
Date:
ADDITIONAL PROPOSED PERSONNEL POLICIES
Handbook Interpretation and Introduction
This Employee Handbook ("Handbook") is intended to provide you with a general
understanding of the Rio Linda/Elverta Community Services Water District ("RLECWD")
human resources policies, benefits, and rules. It is intended to familiarize you with
important information about the RLECWD as well as information regarding your own
privileges and responsibilities. Although it is not an employment contract or legal
document, it is important that all employees read, understand, and follow the provisions
of the Handbook. It may be changed from time to time by the RLECWD. You will be
notified in writing of any amendments and additions to these policies and procedures.
Keep this handbookHandbook, additions and revisions on file for your reference.
This Handbook, however, cannot anticipate every situation or answer every question
about employment, nor can it provide information that answers every possible question.
Additionally, circumstances will undoubtedly require that guidelines, practices, and
benefits described in this Handbook change. Accordingly, the RLECWD must reserve
the right to modify, supplement, or rescind any provision of this Handbook from time to
time, as it deems necessary. You will, of course, be advised of changes that occur.
The RLECWD is constantly striving to improve its operations, the services that it
provides its members and its relations with its employees. You are encouraged to bring
suggestions for improvements to the attention of RLECWD's general manager yew
{^General ManageQ. Additionally, if you have any questions or seek clarification, you
should see your General Manager.
By working together, the RLECWD believes that it will share with its employees a
sincere pride in the work-place and the services that &*ey-we are here to provide.
RLECWD Mission Statement
The mission of the Rio Linda/Elverta Community Water District is to provide, in a
manner responsive to District customers, a water supply that is adequate, safe, and
potable (according to state and federal standards) and that meets both current and
future needs.
RLECWD GOALS
The goals of the District are as follows:
A. Supply water to existing and future customers in a cost-effective manner while
operating the District in a financially sound manner;
B. Maintain existing wells and storage in a manner that meets generally accepted
water works standards and develop new wells and storage to meet peak flow demands
and emergency needs;
C. Establish a responsive and cordial relationship with customers that include
effective communications and notification regarding the affairs and operations of the
District;
D.
Complete and maintain a long-range plan for the water system;
E.
Develop and maintain written policies, procedures, and specifications;
F. Establish a fiscally sound equipment replacement fund;
G. Participate in interagency cooperation in a manner that encourages respect
between the agencies, including such cooperative activities as development of
alternative water supplies, cooperative purchasing, mutual aid agreements and water
system;
H.
Develop and implement an effective water conservation program;
Open Door Policy
The RLECWD promotes an atmosphere in which you can talk freely with the
management. If you are comfortable doing so, ¥you are encouraged to openly discuss
with your supervisor any problems so appropriate action may be taken. If teey-your
supervisor cannot be of assistance, the General Manager is available for consultation
and guidance. The RLECWD is interested in all of itsin the success and happiness of all
of its employees' success and happiness.
Employment of Relatives
The RLECWD's policy is to hire, promote, and transfer employees on the basis of
individual merit and to avoid any hint of favoritism or discrimination in making such
decisions. Even if favoritism or discrimination ts-does not sbowftexist. the existence of
the situation-relationship may precipitate questions difficult to answer or may cause
some discomfort for the individuals involved.
It is the policy of RLWECWD that relatives of RLWECWD employees shall not be hired,
promoted or transferred into positions in which one relative may supervise, directly or
indirectly, any other relative, or work in a capacity which would allow an employee to
evaluate or control the terms, conditions or performance circumstances of employment
of a relative. Indirect supervision refers to a situation in which a relative is hired,
promoted, or transferred into a chain of command of another relative, and one of the
individuals has management or supervisory responsibilities in the division or section in
which both would work even if the relative would not directly supervise or interact with
the newly hired, promoted, or transferred employee. This prohibition shall apply to all
full and part time regular employees, and all temporary employees. This policy does not
prevent relatives from being regularly assigned to shifts that may overlap as long as one
relative does not supervise, directly or indirectly, another relative, nor work in a capacity
which would allow an employee to evaluate or control the terms, conditions or
performance circumstances of employment of a relative.
The RLECWD may refuse to hire relatives of present employees if doing so could result
in actual or potential problems in supervision, security, safety, or morale or if doing so
could create potential conflicts of interest. The RLECWD defines "relatives" as spouses,
registered domestic partners, children, siblings, parents, in-laws, and step-relatives.
The employment of relatives or spouses is regarded as a potential violation of this
policy, and will be discouraged in general for regular employees. It will be considered for
temporary, short-term positions.
This policy also applies to persons who are not legally married, but in the RLECWD's
judgment, because of their involved personal relationship may be unduly likely to
improperly alter their organizational decisions in favor of their partner.
1.
Marriage or Development of Involved Personal Relationships While
Employed
If two persons should marry while both are employed by the RLECWD, they may
continue their employment in the same job provided that such employment does not
adversely affect safety, morale, security, internal financial control, or supervision; and
such spouses or relatives neither initiate nor participate in making institutional
recommendations or decisions which would directly affect employment status of their
relatives.
If the criteria are not met, one of the spouses must change jobs, or leave the RLECWD.
The couple will make a decision within thirty (30) days of the marriage as to which of the
two of them will change positions. If this decision is not made within 30 days, based
upon its business needs the RLECWD reserves the right to determine which employee
will be transferred or whose employment will be terminated.
The provisions of this paragraph also apply to employees who establish a personal
relationship, which in the RLECWD's judgment, have become sufficiently involved to the
point where it has become tmdwJy-likely that one or both of the partners will improperly
make organizational decisions in favor of the other.
2.
Exceptions
The General Manager may make an exception to this policy if it is found that:
•
The position to be filled requires a person with specialized training and
experience not generally available in the employment market;
•
There is a vital agency need to fill the position;
•
Substantial bona fide efforts have been made to locate and employ such a
person who is not a relative of any employee; and
•
The relationship between the relative and the applicant or employee is unlikely
to materially affect his or her employment by the RLECWD.
Promotions
It is the RLECWD's intent to promote from within whenever possible. However, it is in
the RLECWD's best interest to fill all positions with the best qualified individual. When
opportunities occur within the organization, promotions and transfers will be based upon
an employee's qualifications and performance. In general, only employees who have
been at their present job assignment for at least six (6) months will be considered.
Temporary Upgrades
Whenever temporary positions are available within the RLECWD or regular positions
are filled on a temporary basis, it is the RLECWD's intent to give employees an
opportunity to apply for such positions.
If management feels that none of the applying employees are fully qualified for the
temporary position, he/she may recruit outside candidates with the qualifications
necessary to fill the position.
If you do not agree with the management's decision on who was selected for the
temporary upgrade, you should discuss this with them.
When the temporary positions end, it is the RLECWD's intent to give the employees
who were temporarily advanced an opportunity to return to their former positions.
Attendance
The RLECWD relies on you to consistently provide high quality, cost effective services
to its customers. You must routinely interact with other staff, members, vendors, and the
general public to effectively meet these objectives. Good attendance is essential to
providing these objectives and is an indicator of effective employee performance.
It is recognized that you will have periodic absences for illness or personal matters, but
recurring and excessive absences and/or tardiness adversely affects productivity,
morale, work flow, and service and directly impacts the RLECWD's ability to meet its
challenging goals.
The professionalism that you bring to your position and the RLECWD is valued and it is
anticipated that you will manage your own good attendance. There are occasions,
however, when attendance guidelines are beneficial and necessary to direct employees
and supervisors.
The guidelines are intended to be straightforward and concise. They are subject to
management discretion and allow for flexibility in addressing individual attendance
situations. Your manager will consider State and Federal laws, family and medical leave
issues, the demands of different work units, the RLECWD's policy, your performance,
your attendance history, and individual circumstances when assessing appropriate
steps to correct attendance problems.
The RLECWD intends to maintain a positive environment that supports its goals while
recognizing individual needs and circumstances. If attendance issues arise, please
speak with your manager who can discuss the impact of your attendance on the
RLECWD's goals and your individual performance.
If you fail to report to work for three consecutive workdays without notice or approval by
your manager, the RLECWD may consider that you have abandoned your job and your
employment may be terminated.
Rest and Break Time
Full-time (40-hour/week) non-exempt employees are encouraged to take a 15-minute
break in the morning and a similar break in the afternoon in order to "break" up the day
and as a relief from office routine and tension. You are free to retire to the lunchroom,
exit the building for a quick walk, or just sit outside on the benches provided. Less than
40-hour/week employees should clarify with their manager appropriate rest and break
times.
Full-time non-exempt employees are required to take at least a 30-minute lunch break.
An exception could be made if you were working less than 8 hours/day (i.e., six hours)
and requested that you not be required to take a lunch break. Under these
circumstances, please meet with your manager for their decision of whether or not to
require you to take a lunch break.
Access to Personnel Records
Employee files are confidential to the extent permitted by law and are to be treated as
such. In certain instances, RLECWD may be required to disclose certain components
of its Personnel Records under the Public Records Act, the Meyers-Milias Brown Act, or
a court order. Generally speaking,-A access to employee files is limited to the following:
1.
Persons Other Than The Employee
Other employees of the RLECWD may have access to personnel files only if they have
a "need to know." This means access is limited to:
their normal duties;
•
Management considering an employee for promotion or transfer into their
departments; and
•
Others only as specifically authorized by the General Manager.
Non-employees may not, except with specific authorization, have access to the files
themselves. Generally, such access will be granted only upon advice of counsel.
Access of outsiders to information in a file is governed by the RLECWD's policy on
references.
2.
The Employee
You may inspect your own personnel file in the presence of the General Manager. You
may designate a representative to inspect/receive a copy of your personnel file.
Payroll Administration
Garnishments
A garnishment is a court order requiring the RLECWD to remit part of an employee's
wages to a third party in payment of a just debt. Because garnishments involve the
RLECWD in its employees' private financial affairs, it is requested that you handle your
finances appropriately.
Payroll Deductions
State and Federal laws require the RLECWD to make proper deductions on its
employees' behalf. Amounts withheld vary according to earnings, marital status, and
number of exemptions claimed.
Required deductions include Federal Income Tax, FICA Contribution, State Income Tax,
and PERS.
Direct Deposit
Direct deposit of your paycheck is available. To take advantage of this service, you
need to complete the "Direct Deposit" form, attach a voided check, and return them to
the Bookkeeper.
Changing Your Employee Information
Your current address and phone number are essential for many purposes. T-bese-Any
changes to your contact information should be flQte4-provided to RLWECWD in writing
or via email as soon as possible. You are solely responsible to notify the Bookkeeper of
changes in your personal status including, but not limited to:
•
Name and/or marital status
•
Address and/or telephone number
•
Number of eligible family members
•
Tax payroll deductions
•
Emergency contact information
•
Changes to deferred compensation
Deferred Compensation
When you make any changes that affect the amount of money deducted from your
paycheck, it is your responsibility to give a copy of the paperwork to the Bookkeeper so
that changes can be made to your paycheck.
Group Insurance Plans
The RLECWD provides group major medical, dental, vision, and Employee Assistance
Program insurance. You will receive information during the new employee orientation
from the General Manager. RLECWD's insurance coverage may change from time to
time. In the event that such a change occurs. RLECWD will notify employees of such
change within a reasonable time.
Eligible employees are defined as regular full-time employees-. Part time employees
benefits shall be in proportion to their work hours. Eligible dependent is defined as the
following:
•
Spouse;
•
Children to their 26th birthday including children placed in the home for
adoption;
•
Unmarried children who were enrolled before age 26 and are incapable of selfsustaining employment due to physical or mental condition. Such condition must be
certified by Aa physician must certify in writing within 60 days of coverage requested for
this condition and rt is subject to carrier approval.
•
Children eligible for coverage as a result of a valid qualified medical child
support order.
•
Domestic Partner as defined by the State of California for state registration
requirements.
•
Those designated according to the law.
•
For an eligible dependent to be eligible for coverages, a copy of a marriage
license, State of California Declaration of Domestic Partnership form (NP/SF DP-1),
birth certificate, or other identifying paperwork is required.
NOTE: It is the employee's responsibility to notify the RLECWD in writing upon divorce,
termination of Domestic Partnership, over-age dependent, or any event that changes
the status of dependency.
Employee Assistance Program (EAP)
a.
Persons Eligible:
Regular full-time employees.
b.
Waiting period:
First of the month following date of employment.
c.
Provider:
As provided by the RLECWD.
d.
Benefits provided:
The Employee Assistance Program (EAP) provides confidential, professional
assistance when personal problems affect an employee's life and work. The program
provides information, consultation and counseling for employees and their family
members, as well as offering training and consultation to management.
The EAP encourages employees to use services early in the progression of a
problem before situations significantly impact work. This is accomplished by promoting
service for "normal problems in living" such as relationships, stress, legal and financial
problems, career concerns, anxiety, and depression. The EAP also services more
serious concerns such as alcohol and drug problems, family violence, and threats of
suicide. Numerous additional resources are available.
e.
Employee Contribution:
None.
f.
Employer Contribution:
Total cost for employee and eligible family members.
COBRA
The Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) was enacted to
protect employees and their eligible family members by allowing them to continue their
group health insurance under the employer's plan at affordable group rates. Employees
are notified at hiring of their rights under this law and it is the employee's responsibility
to notify the RLECWD of any qualifying event (defined below) within 60 days of the
event. Specifics of COBRA include:
1.
Qualifications
Any employee/eligible family member who loses regular group eligibility because of a
qualifying event is eligible for enrollment under COBRA.
2.
Qualifying Event
Qualifying event is defined by COBRA regulations and includes loss of coverage due to:
termination of employment; reduction of hours; death of employee; employee's
Medicare entitlement; divorce or legal separation; child ceasing to be eligible;
bankruptcy of employer. It is the employee's or eligible family member's
responsibility to inform the RLECWD Bookkeeper or General Manager within 60
days when a qualifying event takes place.
3.
Selection Period
The District will send written notification, to the employee/eligible family member of their
right to elect continued coverage, the election period, and premium payments.
4.
Cost
The employee/eligible family member must pay a full monthly premium for each
coverage selected plus a 2% administrative charge to the RLECWD by the first day of
each month that the premium(s) are due. No bills or invoices are sent.
5.
Coverage Available
At the time of the qualifying event, whichever health insurance the employee/dependent
is enrolled in will be considered the coverage available.
6.
Open Enrollment
Purpose: COBRA continuees have the same rights under the plan as active employees.
This includes rights during open enrollment periods. When an open enrollment period
occurs, COBRA continuees must be informed of their rights.
The Open Enrollment Notification should inform COBRA continuees of the open
enrollment period, the options available during the open enrollment period and the
monthly premium rates for those options.
It defines COBRA continuees includesas (Impossible electeesT; (2) electees: and (3)
af»d-continuees. Possible electees are individuals in their 60-day election period;
electees are individuals who have elected but have not yet paid; continuees are
individuals who have elected and paid.
7.
Special Note
There can be no interruption of coverage under COBRA.
Jury and Witness Duty
You should immediately notify your manager if you receive a notice for jury duty. If you
are summoned for jury duty, you will be paid the difference between jury duty pay and
your regular hourly rate for up to a maximum of ten working days per year. As a public
employee, a waiver should be signed to avoid payment (as it must be returned) when
appearing for Jwv-iurv Otrtydutv.
If required by law to appear in court as a witness, you may be given paid time off up to a
maximum of 32 hours for non-exempt (pro-rated for regular part-time) employees or four
(4) days per year for exempt employees for such purpose, provided that you provide the
RLECWD with reasonable advance notice and proof of such court order.
If you receive notice of jury duty or subpoena or other court order, you should provide
RLECWD with a copy of such document as soon as possible if you anticipate that you
will need to take time off work to appear in court.
Military Leave
A military leave, in accordance with Federal law, will be granted to those employees of a
reserve component of the Armed Forces of the United States or National Guard.
If regular, full-time employees are called to active military duty training as members of
the Armed Forces, Reserves, or National Guard, they will be assured full pay for military
leaves for up to ten (10) working days per calendar year provided that they are regular,
full-time employees; ordered for purposes of military training, encampment, naval
cruises, special exercises or like activity; they shall be entitled to receive the difference
between their regular rate of pay and the military rate of pay for the first 30 calendar
days of any such absence.
If regular, full-time employees are called to active duty during national or state
emergencies, as members of the Armed Forces, Reserves, or National Guard, they
shall be entitled to receive the difference between their regular rate of pay and their
military rate of pay for the duration of their active duty call.
Military orders should be presented to your immediate manager and arrangements for
leave made as early as possible before departure.
Should you either voluntarily or involuntarily leave your employment to serve in the
armed services, you shall be entitled to reinstatement according to State and Federal
law in effect at the time of your release from active service. No one in this category
should be denied re-employment without the Agency first consulting legal counsel.
Military Spouse Leave
Employees that work more than 20 hours per week and have a spouse in the Armed
Forces, National Guard, or Reserves that have been deployed during a period of
military conflict are eligible for up to 10 unpaid days off when their spouse is on leave
from military deployment. Employees must submit a written request thisfor leave m
writing to the General Manager's Office within two business days of receiving official
notice that their spouse will be on leave. Employees requesting this leave are required
to attach to the leave request written documentation certifying the spouse will be on
leave from deployment.
Attendance Policy
The RLECWD may utilize a system of corrective action, at its sole discretion, in cases of
misconduct or unacceptable performance, including absenteeism. The use of such a
system does not waive either the RLECWD's or your right to terminate employment at
any time with or without cause. If the number of absences within the most recent 12
month period, regardless of the reason, is excessive, you may be subject to corrective
action, at the discretion of the RLECWD, to make you aware of problems and to create
an action plan to resolve issues. The attendance policy of the RLECWD will be followed
only to the extent allowed by law and is not meant to circumvent or abrogate any
existing provisions of the FEHA, ADA, ADEA, or other state of federal law and/or
regulation.
Alcohol-Drug Free Workplace
The RLECWD recognizes that behavior resulting from the use of alcohol and/or drugs
may detrimentally affect the safety and work performance of its work force and can
present a risk to the health and welfare of its employees and members.
In recognition of the RLECWD's responsibility to maintain a safe work environment and
your responsibility to perform safely, the RLECWD will act to eliminate any substance
abuse, which increases the risk of injuries, accidents, or substandard performance. For
the purpose of this policy, substance abuse includes the use or possession of illegal
drugs, alcohol or, abuse of prescription drugs, which could impair your work
performance and/or ability to perform your job safely. It is expected that:
•
You shall not be at work, drive a vehicle on RLECWD business, or operate the
RLECWD's equipment with any amount of alcohol or illegal drugs in your system which
would result in a confirmed positive test; shall not use alcohol, possess open containers
of alcohol, or use or possess illegal drugs while on duty; and shall not manufacture,
distribute, dispense, sell or provide illegal drugs to any person while on duty.
•
If the use of a prescription drug combined with the duties of the required job
creates an unsafe working condition, this fact shall be reported to your supervisor or
General Manager prior to reporting to work. Employees whose job performance is so
restricted may be subject to reassignment, medical examination, or other actions
specified by applicable statues and regulations.
•
Reasonable Suspicion Testing
Employees may be subject to drug and alcohol testing when there is reasonable
suspicion that the employee has violated the rules expressed above. In addition, when
any employee has previously been found in violation of these rules, or has admitted to
violating these rulesbythe employee's own admission, the employee may be required to
submit to periodic substance testing as a condition of remaining in or return to RLECWD
employment.
Fitness-For-Duty & Return-To-Work Evaluations
The purpose of this policy is to determine an employee's ability to safely perform the
essential job tasks of his/her job with or without reasonable accommodation. This policy
is not designed or intended to supersede employer requirements under any state or
federal law or regulation and will be utilized in accordance with the law.
General guidelines:
•
Each employee is responsible for maintaining his/her health in such a way that
the employee can perform the essential functions of his/her job with or without
reasonable accommodations (if applicable). If a manager has reason to question the
ability of an employee to perform the essential job functions, a Fitness-for-Duty or
Return-to-Work Evaluation may be requested.
•
To determine the appropriateness of a Fitness-for-Duty or Return-to-Work
Evaluation request, Supervisors must consult and receive approval from the General
Manager.
•
Time required by the employee to complete the Fitness-for-Duty / Return-towork Evaluation is considered work time and may require an administrative leave. Time
off for prescribed treatment (after the evaluation), mandatory or otherwise, will be
charged to accrued sick leave.
•
Results of the evaluation will be maintained confidentially and separate from
the employee's personnel record.
•
If a Fitness-for-Duty / Return-to-work evaluation is necessary, the employee
will be required to be examined by a treating, personal physician or specialist selected
by the RLECWD. However, when you take leave under the Family and Medical Leave
Act. RLECWD will not require you to see an RLECWD selected medical practitioner
before returning to work if you provide a Return-to-work certification from a qualified
medical practitioner. Once you return to work, RLECWD may require a medical
examination from a medical practitioner it selects if it is not satisfied with the certification
from the medical practitioner you selected.r
Outside Relations/Media Contact
You are not permitted to give or report any information about the members of the
RLECWD, another employee, outside vendor, client, or consultant to anyone outside of
the RLECWD. You should forward any such request, whether verbal or written, to the
General Manager for handling. Notwithstanding the above, you have a constitutional
right to speak in your capacity as a citizen on matters of public concern, unless
RLECWD has adequate justification for treating you differently from another citizen
under the circumstances.
Prohibition of Discrimination
The RLECWD is committed to providing a work environment that is free of unlawful
discrimination. In keeping with the commitment, the RLECWD strictly prohibits unlawful
harassment on the basis of an employee's race, sex (including breastfeeding),
pregnancy-related condition, gender, gender identity, religious creed, color, national
origin, ancestry, age (over 40), marital status, sexual orientation, genetic information,
military or veteran status.ef physical or mental disability, or any other category that is
determined to be a protected category under California or federal law. Discrimination of
anyone in or from the RLECWD, on any of these bases, is strictly prohibited.
This policy prohibits discrimination in any form, including:
•
Verbal harassment such as epithets, jokes, derogatory comments or slurs based
on the person's race, sex, religious creed, color, national origin, ancestry, age (over 40),
marital status, sexual orientation, or physical or mental disability;
•
Physical harassment such as assault, impeding or blocking movement, or any
physical interference with normal work or movement when directed at an individual
based on one of the categories above; and
•
Visual or written harassment such as derogatory posters, cartoons, or drawings
based on one of the categories above. Also included are emails that may be
inappropriate, offensive, harassing, and/or creating a hostile work environment.
•
Environmental harassment such as innuendo, insults, abuse, or jokes not
relevant to the subject matter of the job, which permeate the work environment.
If you believe you have been or are being subjected to this kind of discrimination or
have witnessed such discrimination against another person in the workplace, and are
unable to resolve (or uncomfortable attempting to address) the problem with the
individual or individuals, you should promptly report it to your supervisor or the General
Manager. All such claims will be investigated in a manner designed to protect the
privacy and confidentiality of all involved as much as possible and appropriate action
will be taken. When appropriate, the RLECWD may seek to resolve the matter
informally. Any employee found to have discriminated against anyone in or from the
RLECWD's work environment, based on one of the categories above will be disciplined,
from verbal reprimand to dismissal, based on the circumstances including the severity
and frequency of the offense. In addition to RLECWD's disciplinary actions, civil and
criminal actions may also be triggered.
If you have any questions about this policy, or want more information about it, please
contact the General Manager.
Sexual Harassment
Sexual harassment of the RLECWD's employees, by any person in or from the work
environment, is strictly prohibited. Sexual harassment includes, but is not limited to,
unwelcome sexual advances, requests for sexual favors, or other verbal, visual, or
physical conduct of a sexual nature when:
•
Submission to such conduct is made either expressly or by implication a term
or condition of an individual's employment;
•
Submission to or rejection of such conduct by an individual is used as the basis
for employment decisions affecting the individual; or
•
Such conduct has the purpose or effect of unreasonably interfering with an
individual's work performance; creating an intimidating, hostile, threatening or offensive
working environment; or adversely affecting the employee's performance, appraisal,
assigned duties, or any other condition of employment or career development.
Sexual harassment also includes any act of retaliation against an employee for reports
of violation of this policy or for participating in the investigation of a sexual harassment
complaint.
Other examples of sexual harassment include unwelcome sexual flirtations or
propositions; verbal abuse of a sexual nature; graphic verbal comments about an
individual's body; sexually degrading words used to describe an individual; emails that
may be inappropriate, offensive, harassing, and/or creating a hostile work environment;
and the display in the work environment of sexually suggestive objects or pictures,
posters, jokes, cartoons, or calendar illustrations. Sexual harassment conduct need not
be motivated by sexual desire.
1.
Guidelines for the Employee
If you think you are being sexually harassed:
•
Say NO! Make it clear to the offender that the behavior is unacceptable to you.
The harasser may not realize the advances or behavior are offensive. Sometimes a
simple confrontation will end the situation.
•
Don't let confusion and self-doubt stop you from speaking out.
•
Keep a record of dates, times, places, witnesses and nature of harassment.
Such records will be very helpful if you find it necessary to pursue a formal grievance.
•
If you feel that you have been or are being sexually harassed or are aware of or
suspect the occurrence of sexual harassment, or you desire counseling on coping with
sexual harassment, you should immediately contact your manager, any other manager,
the Director of Administration, or the General Manager. This procedure is your
exclusive remedy for prevention and resolution of any issues of harassment at
the RLECWD. However, you may have other remedies at the state or federal level.
as described below.
•
In addition to notifying the RLECWD about harassment or retaliation complaints,
affected employees may also direct their complaints to the California Department of Fair
Employment and Housing ("DFEH") at www.dfeh.ca.gov or 1-800-884-1684 without fear
of retaliation or the Equal Employment Opportunity Commission ("EEOC") at
www.eeoc.gov or 1-800-669-40007. The DFEH-wbieb has the authority to conduct
investigations of the facts. The deadline for filing complaints with the DFEH is one year
from the date of the alleged unlawful conduct. If the DFEH believes that a complaint is
valid and attempts to resolve the dispute fail, the DFEH may seek an administrative
hearing before the California Fair Employment and Housing Commission ("FEHC") or
file a lawsuit in court. Both the FEHC and the courts have the authority to award
monetary and nonmonetary relief in meritorious cases. Employees can contact the
nearest DFEH office or the FEHC at the locations listed in the District DFEH poster or
by checking the State Government listings in the local telephone directory.
•
Maintain strict confidentiality ensuring the privacy of all parties concerned.
2.
Disciplinary and/or Corrective Action
Any employee found to have sexually harassed anyone in or from the RLECWD's work
environment will be disciplined, from verbal reprimand to dismissal, based on the
circumstances including severity and frequency of the conduct. In addition to
RLECWD's disciplinary actions, civil and criminal actions may also be triggered.
Workplace Violence
The safety and security of employees and customers are very important to the
RLECWD. Threats, threatening behavior, acts of violence, or any related conduct which
disrupts another's work performance or the RLECWD's ability to execute its daily
business will not be tolerated.
Any person who makes threats, exhibits threatening behavior, or engages in violent acts
on RLECWD property may be removed from the premises pending the outcome of an
investigation. Threats, threatening behavior, or other acts of violence off RLECWD
property, but directed at RLECWD employees, RLECWD members or the public while in
the course conducting business for thej)f RLECWD business7 is a violation of this
policy, even if such occurrence do not take place on RLECWD property.
Off-site tThreats include but are not limited to threats made via telephone, fax,
electronic or conventional mail, or any other communication medium. Violations of this
policy will lead to disciplinary action that may include dismissal, arrest, and prosecution.
In addition, if the source of such inappropriate behavior is a member of the public, the
response may also include barring the person(s) from RLECWD property, termination of
business relationships with that individual, and/or prosecution of the person(s).
Employees are responsible for notifying, General Manager or supervisor of any threats,
which they have witnessed, received, or have been told that another person has
witnessed or received. Employees should also report any behavior they have witnessed
which they regard as threatening or violent when that behavior is job related or might be
carried out on RLECWD property or in connection with employment.
Any employee that receives a protective or restraining order that lists RLECWD
premises as a protected area is required to provide the General Manager with a copy of
such order.
Request for Reasonable Accommodation
To comply with applicable laws ensuring equal employment opportunities to qualified
individuals with a disability, the RLECWD will make reasonable accommodations for the
known physical or mental limitations of an otherwise qualified individual with a disability
who is an applicant or an employee unless undue hardship would result.
Any applicant or employee who requires an accommodation in order to perform the
essential functions of the job should contact the RLECWD representative with day-today personnel responsibilities and discuss the need for an accommodation. The
RLECWD will engage in an interactive process with the applicant or employee to
identify possible accommodations, if aflv-teatanv. which will help the applicant or
employee perform the job.
Interactive Process
An interactive good faith communication process between the RLECWD and a disabled
employee is required in selecting an appropriate reasonable accommodation, if one
exists. This is a timely individual process where management and the individual discuss
the request and potential effective reasonable accommodation(s). In general, the
RLECWD will initiate an interactive process when: (1) an applicant or employee with a
known disability requests a reasonable accommodation, (2) the RLECWD otherwise
becomes aware of the need for aft reasonable accommodation through a third party or
by observation, or (3) the RLECWD becomes aware of the possible need for an
reasonable accommodation because the employee has a disability and has exhausted
leave under the Workers' Compensation Act, the California Family Rights Act (CFRA),
the Family Medical Leave Act (FMLA), or other federal, state or employer leave
provisions, if applicable.
The following is a non-exclusive list of the considerations when reviewing a request for
accommodation:
•
The essential functions of the job.
•
How the disability limits performance of the essential functions.
•
Identify accommodation options that overcome limitations and determine the
reasonableness of the proposed accommodations.
•
Select the most appropriate reasonable accommodation, if one exists.
If an accommodation request is made, the RLECWD will initiate the interactive process
and confer with the individual applicant or employee, as necessary, until the interactive
process is complete and/or a reasonable accommodation, if any, is determined.
Employment Reference Checks
All inquiries regarding a current or former RLECWD employee must be referred to the
General Manager.
Should you receive a written request for a reference, you must refer the request to the
General Manager for handling. You may not issue a reference letter on behalf of
RLECWD to any current or former employee without the permission of the General
Manager.
Under no circumstances should you release any information about any current or former
RLECWD employee over the telephone. All telephone inquiries regarding any current or
former employee of the RLECWD must be referred to the General Manager.
In response to an outside request for information regarding a current or former
RLECWD employee, the General Manager will verify only an employee's name, dates
of employment, and job title. No other data regarding any current or former RLECWD
employee will be released unless the employee authorizes the RLECWD to release
such information in writing or the RLECWD is required by law to furnish any information.
If, however, you are contacted to give a personal reference regarding a current or
former RLECWD employee, you are permitted to do so and should emphasize to the
inquirer that the reference is personal only and not on behalf of the RLECWD.
Failure to follow these directions may be cause for corrective action up to and including
termination.
Anti-Fraud/Ethics Policy
The RLECWD and its employees must, at all times, comply with all applicable laws and
regulations. Employees uncertain about the application or interpretation of any legal
requirements should refer the matter to their supervisor or General mManager.
The RLECWD expects its employees to conduct themselves in a businesslike manner
and perform duties conscientiously, honestly, and in accordance with the best interests
of the organization. Employees are expected to take great care when working with
RLECWD suppliers^-w contractual contacts,, afldor members. Employees should
respect the confidentiality of information acquired in the course of their work.
Regardless of circumstances, if an employee senses that a course of action may
involve a conflict of interest, fraud, and/or dishonesty, they should immediately
communicate all facts to their supervisor, -or the General Manager.
Children at Work
In the event of an "emergency situation" where you find it necessary to bring your child
to the workplace, the RLECWD will deem this acceptable under the following
circumstances:
•
The event must be an emergency, (i.e. not a scheduled day off from school;
choice of not hiring a baby-sitter; must be a rare, unusual, and infrequent event), or
•
A short term event (i.e. picking up from school, time between doctor
appointment, etc.).
•
You must get prior approval from your manager.
•
Your child must not be disruptive. If this occurs, you and your child will be asked
to leave immediately.
•
This should not be a "social event." Your child should be situated in a quiet, outof-the way place, such as an unused conference room.
•
Your child must not interfere with your job or your co-workers.
The RLECWD prefers that cChildren should not be brought to the office in lieu of child
care. If you need to take time off to care for your child, you can utilize accrued sick
leave, vacation, request time without pay, or make other arrangements.
Ergonomics
The RLECWD encourages safe and proper work procedures and requires all
employees to follow safety instructions and guidelines. It is our intention to reduce
exposure to ergonomic hazards through modifications to equipment and process and
employee training. Any necessary, reasonable adjustments to minimize workplace
repetitive motion injuries will be considered and made. If you require any adjustments or
have any concerns or questions about ergonomics, be sure to discuss the matter with
the General Manager.
Bomb Threats And/Or Threatening Calls
Should you receive a threatening phone call, remain calm and try to write down the
exact wording of the emergency/threat. Be sure to notify a manager supervisor
immediately, and if appropriate, phone 9-1-1.
Driving on the Job
The RLECWD has established and maintains a Driving Record Review Program. As
part of this program, it has enrolled in the Department of Motor Vehicles (DMV)
Employer Pull Notice Program. This is a free service for public agencies that provides
driver record reports on employees. Employees include temporary, seasonal, and parttime employees and volunteers.
1.
Procedures
The RLECWD obtains from the DMV a copy of the driving record of all of its employees
that are authorized to operate vehicles (RLECWD or personal) on-tfrein the course of
carrying out RLECWD's business.
a.
As a public agency, the RLECWD is entitled to receive copies of driving records
from the DMV without charge.
b.
A copy of_your driving record shall be obtained as soon as possible after you
are hired and annually thereafter.
c.
The RLECWD is responsible for ordering and interpreting all driving records.
d.
To ensure uniformity in the application of recommendations to employees
whose records are found to be unacceptable, the driver record review criteria was
developed. (See: "2. Driver Record Review Criteria" in this section)
e.
Occasionally other concerned employees or the general public may bring to the
RLECWD's attention the fact that you may be jeopardizing the RLECWD's integrity and
exposing it to undue liability through poor driving techniques and habits. All such
complaints will be investigated immediately and action taken to correct the problem as
follows:
•
If it is established that you have poor driving techniques and/or habits, the
RLECWD's corrective action may be followed. (Depending on the seriousness of the
poor driving technique and/or habit, it may be desirable to enroll you in a "defensive
driving" course.)
•
A second warning for the same poor driving technique and/or habit, within a
three year period, may require temporary suspension or temporary reassignment to a
non-driving position, if one is available, and will be appropriately documented.
f.
If your duties require driving a vehicle, you must maintain a driving record that
will not cause the RLECWD's insurance rate to be increased or for you to become
uninsurable. Any such actions could lead to disciplinary action.
g.
If your duties require driving a vehicle, you must provide proof of insurance at
least annually.
2.
Driver Record Review Criteria
The following criteria reflect the good risk management procedures used by the
RLECWD in order to control its auto liability and physical damage exposures. The
General Manager will review your Driver Record Report to determine which category
you will fall into.
a.
Class I -- Immediate Attendance in Defensive Driving Program.
•
Two points within 35 months;
•
Any moving violation in a RLECWD vehicle;
•
Any accident; or
•
Two **Failure to Appear notices within 36 months.
b.
Class II -- 12-Month Driving Probation. Any additional point violations within this
probation period will trigger a Class III recommendation.
•
Three to five points within 36 months;
•
Any accident in which the driver was charged with a ***public offense within 36
months, except for DUI, reckless driving, or speed contest violations (see Class III);
•
Any *chargeable accident while on RLECWD business;
•
A violation for an expired license; or
•
Four ** Failure to Appear notices within 36 months.
c.
Class 111-120 Day Suspension of RLECWD Driving Privileges.
•
Four or more points within 24 months;
•
Six or more points within 36 months;
•
DUI, reckless driving, or speed contest, NOT during RLECWD business;
•
Five ** Failure to Appear notices within 36 months;
•
Two chargeable accidents within 24 months; or
•
Any citation incurred while license is suspended.
•
Chargeable Accident - when a driver has received a point violation.
**
Failure to Appear — Vehicle GCode section 40508(a)A
Public Offense — Vehicle eCode sections 23100 through 23249.58
Cellular Phone Safety
The use of cellular phones while driving on RLECWD business is considered a
dangerous distraction and is prohibited. If your job requires you to keep your cell phone
turned on while driving, you must safely pull off the road and stop before conducting
businessusing it. Under no circumstances may a driver initiate or answer a cellular
phone call or text message while driving a vehicle on company time.
Credit Card Use
Credit cards will be issued to specific employees who either travel on a regular basis on
RLECWD business, or have the need to frequently purchase supplies or services.
These cards should be used for all approved expenses as authorized in this_sectiorr.
Credit cards should be used only for legitimate, approved business of the RLECWD,
subject to the following regulations^ Thooo cards ohould bo uood for all approved
oxponsoo as authorized in this section.
•
No personal items may be charged on the business credit card;
•
All charges must be in line with travel guidelines or as approved by RLECWD
management; and
•
Receipts must be signed by a manager supervisor and submitted to
Bookkeeper within one week of making the charge.
Telephone Calls
The RLECWD understands that you may need to speak with your family or tend to nonbusiness activities at times during business hours, but requests cooperation in keeping
personal calls to reasonable levels. Please note, all phone calls should be considered
public information and subject to surveillance. Any confidential calls should be
conducted elsewhere. All communication can be disclosed to law enforcement or other
third parties without prior consent of the sender and/or receiver.
Electronic Communications Policy
The RLECWD uses various forms of electronic communications including, but not
limited to, communications via computers, email, telephones, mobile phones, smart
phones, text messaging, internet, etc. All electronic communications are official
RLECWD records and are the property of the RLECWD. The RLECWD reserves the
right to access and disclose all messages sent through its system for any purpose.
Messages transmitted over the electronic communications system should be limited to
RLECWD business activities, for the accomplishment of business related tasks, or
communications directly related to RLECWD business, administration, or practices. T-he
following general policies apply:
The following general policies apply:
•
Computers and all data transmitted through RLECWD servers are RLECWD
property owned by the RLECWD for the purpose of conducting RLECWD business.
These items must be maintained according to RLECWD rules and regulations.
Computers must be kept clean and employees must exercise care to prevent loss and
damage. Prior authorization must be obtained before any RLECWD property may be
removed from the premises.
•
All electronic communications also remain the sole property of RLECWD and
are to be used for RLECWD business. For example, email messages are considered
RLECWD records.
•
Electronic information created by an employee using any computer or any
means of electronic communication is also the property of RLECWD and remains the
property of RLECWD.
•
Information stored in RLECWD computers and file servers is the property of the
RLECWD and may not be distributed outside the RLECWD in any form whatsoever
without the written permission of the RLECWD General Manager.
•
Violation of any of the provisions of this policy, whether intentional or not, will
subject RLECWD employees to disciplinary action up to, and including, termination.
• TheaDDDDDDDDDDDDaDDDDDDDDDDDDDDDDDDPiiblic Records Act which
may required to-disclossure of email records of its employees if such reeof4.
1.
Personal Use of Electronic Communications Systems
The RLECWD provides computers, electronic communications, electronic information,
and information technology resources, including the Internet, to its employees to help
them do their job. Generally, these resources and property should be used only for
business related purposes; however, there are a few exceptions. Limited, occasional, or
incidental use of electronic communications for personal use may be permitted under
the following circumstances:
•
Personal use may not interfere with the productivity of the employee or his/her
co-workers;
•
Personal use may not involve any prohibited activity described in this Policy;
•
Personal use may not disrupt or delay the performance of RLECWD business;
•
Personal use may not consume RLECWD resources or otherwise deplete
system resources available for RLECWD business purposes;
•
Personal use may not be used for personal employee gain or commercial
ventures; and
•
Personal use may not support or advocate non-RLECWD-related business
2.
Retention of E-mail
The RLECWD's record retention program is regulated by various record retention laws.
No e-mail messages shall be considered by the RLECWD to be retained in the ordinary
course of business. However, the content of some e-mail messages could be classified
as a record pursuant to the guidelines established by management and according to the
following criteria:
•
Content required by law to be retained;
•
Content which is documentation of notice to a member of the public of an action
or position taken on behalf of the RLECWD;
•
Content which is documentation of a RLECWD policy, RLECWD regulation, or
official decision made on behalf of the RLECWD;
•
Content which is documentation of a transaction of business between the
RLECWD and another party; and
•
Employees should make themselves familiar with the provisions of the
RLECWD's Records Retention Policy to determine if an email is required to be
maintained as a printed and/or electronic document.
3.
Access of Another Person's Electronic Communications
Employees may not intercept, eavesdrop on, record, read, alter, retrieve, receive, send,
or use another person's Electronic Communications and/or storage without proper
authorization. Employees, including system administrators and Supervisors, may not,
without authorization, peruse Electronic Communications and/or Electronic Storage of
other employees.
4.
RLECWD-Wide Web Ssite Policies
The external (or public) RLECWD World Wide-web site and all domains owned and
maintained by the RLECWD represent a fundamental communication tool for providing
critical RLECWD information. The goal of the collective web-sites is to encourage
increased participation in RLECWD activities. The internal intranet web-site provides
fundamental and critical information to all employees to assist in accomplishing the
RLECWD's mission. Towards this end, the development and use of the RLECWD's
sites are guided by the web-site policy:
The RLECWD's IT providerjs responsible for the District department regarding the
creation and implementation of their respective web-sites, helping departments to
comply with the web policies, and maintaining and securing the web servers and web
site.
•
The RLECWD's web-site is for "official use" only. All information disseminated
through the web-site must be related to the official duties and responsibilities of
employees and department,
•
The California Public Records Act applies to information processed, sent, and
stored on the Internet. Confidential information should not be posted on the RLECWD's
external web-site. Management must approve all information that is posted on the web
site.
•
No RLECWD employee or official may use any RLECWD web site for
campaign-related purposes. Such campaign-related purposes include, but are not
limited to, the following: statements in support or opposition to any candidate or ballot
measure; requests for campaign funds or references to any solicitations of campaign
funds; and references to the campaign schedule or activities of any candidate. The
RLECWD official web-site may not be linked to any private web-site related to a
candidate's campaign for elective office, but it may link directly to the home page of the
election-related pages where general election and candidate information can be found.
5.
Internet
Access to the Internet has been provided to staff members for the benefit of the
RLECWD and its members. It allows employees to connect to information resources
around the world. Every staff member has the responsibility to maintain and enhance
the organizations' public image and to use the Internet in a productive manner.
Employees accessing the Internet are representing the RLECWD. Employees are
responsible for seeing that the Internet is used in an effective, ethical, and lawful
manner. To ensure that all employees are responsible, productive Internet users and
are protecting RLECWD's public image, the following guidelines have been established:
a.
Unacceptable Use of the Internet
All existing RLECWD policies apply to employee use of computers, olectronie
Electronic eomFftunicationsCommunications, electronic information, and the Internet.
This includes policies that deal with misuse of RLECWD assets or resources. It is a
violation of RLECWD policy to use computers, electronic Electronic
communicationscommunications. electronic information, or the Internet, in a manner
that is: discriminatory, harassing, or obscene; constitutes copyright or trademark
infringement; violates software licensing rules; is illegal; or is against RLECWD policy. It
is also a violation of policy to use computers, electronic Electronic
communicationscommunications. electronic information, or the Internet to communicate
confidential or sensitive information or trade secrets.
While it is not possible to provide an exhaustive list of every type of
inappropriate use of the Internet, all users should be aware that appropriate use of the
Internet includes, but is not limited to, the following rules:
•
Never use an account assigned to another user;
•
Never make an unauthorized attempt to enter any computer;
•
Never post, send, or provide access to any confidential Employer materials or
information;
•
Never post or send publications of discriminatory, offensive, harassing,
defamatory, or confidential remarks about other employees;
•
Never access or send sexually-suggestive material;
•
No gambling;
•
No trademark, copyright, and licensing stipulation infringements;
•
No proprietary and confidential information;
•
No solicitation, according to the RLECWD's policy;
•
No personal sites; and
•
No threatening or inappropriate blogs.
b.
Communications
Each employee is responsible for the content of all text, audio, or images that
they place or send over the Internet. Fraudulent, harassing, or obscene messages are
prohibited. All messages communicated over the Internet should have your name
attached. No messages should be transmitted under an assumed name. Employees
may not attempt to obscure the origin of any message. Information published on the
Internet should not violate or infringe upon the rights of others. No abusive, profane, or
offensive language is transmitted through the system.
c.
Monitoring of Communications and Passwords
The RLECWD reserves the right to inspect all RLECWD property to ensure
compliance with its rules and regulations, without notice to the employee and at any
time, not necessarily in the employee's presence. RLECWD computers and all
electronic communications and electronic information are subject to monitoring and no
one should expect privacy regarding such use. The RLECWD reserves the right to
access, review, and monitor electronic files, information, messages, text messages, email, Internet history, browser-based webmail systems, and other digital archives and to
access, review, and monitor the use of computers, software, and electronic
communications to ensure that no misuse or violation of RLECWD policy or any law
occurs. E-mail may be monitored by the RLECWD and there is no expectation of
privacy. Assume that e-mail may be accessed, forwarded, read, or heard by someone
other than the intended recipient, even if marked as private."
Employee passwords may be used for purposes of security but the use of a
password does not affect the RLECWD's ownership of the electronic information or
ability to monitor the information. The RLECWD may override an employee's password
for any reason.
All passwords created by the user or issued to the user are for the purpose of
communication and are not to be shared, given, or otherwise disclosed to any other
person. Passwords must not be shared and will be changed periodically by the
RLECWD staff to ensure security. All security features contained within the RLECWD's
Electronic Communications Systems such as passwords, codes, or delete functions will
not prevent the RLECWD from accessing employees' business or personal Electronic
Communications, stored or otherwise, on the Electronic Communications Systems.
d.
No Right of Privacy
The RLECWD respects the individual privacy of its employees. However,
employee privacy does not extend to the employee's work-related conduct or to the use
of RLECWD-provided equipment or supplies. Employees should be aware that the
terms of this Policy limit their privacy in the workplace.
The RLECWD's Electronic Communications Systems, Electronic
Communications, and Electronic Storage are the RLECWD's property and are intended
for RLECWD business. All Electronic Communications and Electronic Storage within
these systems are the property of the RLECWD, regardless of the content, including
any personal communications. The RLECWD reserves the right to monitor the
Electronic Communications Systems for any reason, including the right to review, audit,
and disclose all matters sent over and/or stored in the Electronic Communications
Systems.
As a result, employees should be aware that no Electronic Communications
transmitted on the Electronic Communications Systems, or Electronic Storage
contained within the systems, is private or confidential. Employees should have no
expectation of privacy with respect to any use, including storage, business or personal,
of the RLECWD's Electronic Communications Systems.
Employees should be aware that Electronic Communications and/or Electronic
Storage can be copied, modified, and/or forwarded to others without the express
permission of the original author. Therefore, employees must use caution in the storage,
transmission, and dissemination of Electronic Communications outside of the RLECWD
and must comply with all state and federal laws. Electronic Communications and/or
Electronic Storage of the RLECWD may be recognized as official records in need of
protection/retention in accordance with the laws of California. All e-mail and Internet
messages are subject to state and federal laws, including but not limited to the
California Public Records Act, open meeting laws, and the federal Electronic
Communications Privacy Act.
The California Public Records Act (CPRA), Government Code Section 6520, et
seq requires the RLECWD to make all public records available for inspection and to
provide copies upon request. A public record is any writing (which includes electronic
documents) related to the conduct of the public's business prepared, owned, used, or
retained by the RLECWD. The CPRA includes a number of exceptions from the
disclosure requirement. Any information on the RLECWD's information system may be
subject to disclosure under the CPRA. If there is some doubt, the employee should
contact his or her department manager for advice as to whether the information is public
record. All public records must be retained in accordance with the RLECWD's Record
Retention Policy.
6.
Social Networking
The RLECWD views social networks such as web based discussion or conversation
pages and other forms of social networking such as Facebook, Twitter, You Tube, etc,
as significant new forms of public communication. As such, we hold all of our
employees who engage in social networking to the same standards we hold for any
public communications. Therefore, all employees have an obligation to the RLECWD to
ensure that any public communication they make, including social networking
communications, must not negatively impact the reputation of the RLECWD or bring
disrepute in any way to the RLECWD, its partners, customers, suppliers, etc. Further,
only a select group of employees are authorized to publicly speak on behalf the
RLECWD, per our Media Contact policy. Violations of this policy will result in discipline,
which may include termination, depending on the severity of the situation and its impact
on the RLECWD.
Additionally, engaging in social networking during your workday can negatively impact
your productivity and work performance. Therefore, it is your responsibility to regulate
your social networking so that it does not impact your productivity or cause performance
issues.
Identified below are general guidelines and examples of prohibited communications.
Please note that this list contains examples only and is not intended to be, nor is it, an
exhaustive list of prohibited communications. The absence of. or lack of explicit
reference to, a specific site does not limit the extent of the application of this policy.
Where no policy or guideline exists, employees should use their professional judgment
and take the most prudent action possible. Consult with your manager if you are
uncertain. Nothing herein shall prohibit an employee from discussing the terms and
conditions of employment via social media with fellow employees.
General Guidelines and Examples of Prohibited Communications:
•
You may not use the RLECWD's logo on your posts unless given written
consent by the General Manager.
•
Do not link to the RLECWD's website or post RLECWD material on a social
media site without written permission.
•
All RLECWD policies that regulate off-duty conduct apply to social media
activity including, but not limited to, policies related to illegal harassment, code of
conduct, non-competition, protecting confidential and/or proprietary information.
Violation of this policy may lead to discipline up to and including termination.
7.
Software
To prevent computer viruses from being transmitted through the system, there will be no
unauthorized downloading of any software or applications.
a.
Policy and Guidelines for RLECWD-Provided Mobile Device
The following policy and guidelines inform RLECWD-provided mobile device
users of their allowable usage and features available for business and limited personal
use. This document policy also serves to make clear the responsibility of mobile device
users to take proper care of the RLECWD furnished equipment entrusted to them.
Mobile device care is the responsibility of each mobile device user. Failure to adhere to
the guidelines listed below may result in personal liability and/or retraction of device
privileges.
b.
RLECWD expects mobile-device users to:
•
Protect their RLECWD-issued device from theft, damage, abuse, and
unauthorized use;
•
If the device is lost or stolen, the user will notify the RLECWD within one hour,
or as soon as practical after you notice the device is missing. RLECWD will lock and
disable the device upon notification. A lost or stolen device will be replaced a maximum
of three times, pending availability of devices and funding;
•
Maintain usage within the plan parameters. If your business use requirements
are dramatically different than the standard plan, you must contact the General
Manager to discuss other available options; Comply with RLECWD appropriate use
policies when using the device;
•
Abide by the law governing the use of mobile cell phones and/or smartphones
while driving (e.g., hands-free use and/or texting); and
•
Purchase, at their own expense, any additional mobile device accessories (e.g.,
holsters, cases, car chargers, screen protectors, Bluetooth headsets, etc.) that the user
may desire in addition to the items provided by the RLECWD.
c.
Privacy Expectations:
RLECWD employees do not have a right, nor should they have an expectation,
of privacy while using RLECWD provided devices at anytime, including accessing the
Internet and using e-mail and voice communications. To the extent that employees wish
that their private activities remain private, they should avoid using the RLECWD
provided device for limited personal use. By acceptance of the RLECWD provided
device, employees imply their consent to disclosing and/or the monitoring of device
usage, including the contents of any files or information maintained or passed -through
that device.
d.
Additional Guidelines:
•
RLECWD Bookkeeper has complete oversight and management of device
usage and expenses.
•
The RLECWD-provided devices are being provided as a productivity tool for
business use. RLECWD reserves the right to terminate services for non-use, limited
business use, or excessive personal use. The policy for terminating voice and data
services for non-usage is 30 days.
•
Due to voice plan minute restrictions, employees should opt to use their work
landline phone, when at their workstation, to make and receive calls.
•
RLECWD reserves the right to recall/disconnect RLECWD-provided mobile
devices due to budget restrictions or changes to deployment priorities.
Questions related to the above Policy and Guidelines should be directed to
your supervisor.
All software and application downloads will be done through the IT staff.
Voice Mail
The phone system is equipped with a very efficient and easy to use voice mail system.
You should change your voice mail message if you are going to be out of the office.
Smoking
In accordance with California State law, the entire building is considered a non-smoking
area, including use of e-cigarettes. An ashtray and smoking area are provided outside
the backdoor of the garage.T
Security
Security is important to everyone. You are asked to not discuss the security of the
RLECWD premises or services with any individual not employed by the RLECWD.
Additionally, neither the RLECWD nor its insurance carriers take any liability for your
personal belongings. You are encouraged to secure personal belongings to the best of
your ability.
The building is secured with electronic keypads for access before and after hours. You
will be given a confidential code, not to be shared with anyone.
Since the RLECWD retains the right to search its property or facilities at any time
(including employee-assigned desks, files and computer systems), if you have anything
of a private nature that you wish not to be subjected to discovery during such searches,
these items should be kept in your briefcase, purse or lunch bag, though RLECWD
cannot guarantee the privacy of these items.
Solicitation and Distribution
Soliciting your co-workers when either of you is on work time being paid for by the
RLECWD is prohibited, including the use of e-mail. Distribution or posting of pamphlets,
leaflets, or any other literature in the RLECWD office is prohibited except in the
employee break room.
Workers' Compensation Disclaimer Notice
The RLECWD or its insurance carrier may not be liable for the payment of workers'
compensation benefits for any injury which arises out of your voluntary participation in
any off-duty recreational, social or athletic activity which is not a part of your workrelated duties.
Return-to-Work Program (RTW)
In an effort to minimize serious disability due to on-the-job and off-the-job injuries and
illnesses and to reduce workers' compensation costs (if applicable), the RLECWD has
developed a Return-to-work program.
This policy is consistent with the district's responsibilities under the Americans with
Disabilities Act to provide reasonable accommodations to persons with disabilities.
The General Manager will assist by directing the employee to appropriate care and
assisting in proper reporting of the injury or illness while maintaining a positive and
constant flow of communication with the injured worker. They will also assist in
arranging work which meets "light duty" restrictions, as needed and available, to reduce
lost time. The RLECWD management staff will work with the workers' compensation
carrier (if applicable) and the physician to assist with the assessment of the employee's
ability to return to work. Together they-will actively-encourage the treating physician to
release the injured worker to work as soon as possible.
By this joint effort, the RLECWD will help the injured/ill worker recover at a more rapid
rate, gain production for wages paid, minimize the employees' wage loss, and reduce
workers' compensation costs.
Break Room
The RLECWD has a -"kitchen" for your use during breaks and at lunch. It is important
that you clean up after yourself. Do not leave any dirty dishes, wipe off the counters,
and clean the inside of the microwave if there is any splattering of food during cooking.
•
Coffee/Tea/Hot Chocolate: These items are available for your use and
convenience, so help yourself.
•
Making Coffee: If you find that the coffee pot is running low, please make the
next pot of coffee. If you're not sure how to make the coffee, ask someone to help you.
When the coffee has been made, throw the grounds in the garbage (not in the sink),
rinse the basket, and place it in the drainer for the next person to use.
•
Refrigerator: The refrigerator is available for your convenience. However, there
are 10 employees using the refrigerator, so please limit the amount of items you put in
it. Also, it will be cleaned out every Friday, so please throw away any old items and take
home any dishes, Tupperware, etc. If you have items that you want to keep, please put
your name on them.
Supplies
It is the RLECWD's intent to provide you with everything you need to do your job. Basic
supplies are kept in the supply room.
Property Return Agreement
Upon employment with the RLECWD, each employee may complete a Property Return
Agreement if they receive any RLECWD property. Property includes, but is not limited
to, laptops, cell phones, PDAs, equipment, keys, reports, proprietary information, and
any other job related materials. All RLECWD property must be returned prior to
departure.
Exit Interview
The General Manager is responsible for scheduling an exit interview with you on your
last date of employment and for arranging the return of the RLECWD's property.
Benefits
Medical, Dental, and Vision benefits end on the last day of the month of your
employment. Disability coverage requires "active" employment; therefore coverage for
this ends on your last day worked.
COBRA notification will be sent directly to your home.
Deferred Compensation Plan
If you are enrolled in a deferred compensation program, complete the forms necessary
and follow the instructions. You should contact the plan carrier to ensure you completely
understand your options.
From ACWA/JPIA Personnel Handbook
Recognition Policy
Purpose of the Policy
The purpose of this policy is to promote employee morale, efficiency, initiative and
retention. In the normal course of RLECVVDOisteet operations, the Board of Directors
recognizess that District employees accomplish various achievements and other job
related successes for which recognition is both desirable and warranted. Significant
events may occur in the lives of employees during their term of employment with the
District that would warrant District recognition. The recognition of such
accomplishments and milestones can improve employee safety, morale and job
performance. Because the District is a direct beneficiary of increased employee safety,
morale and job performance, the Board of Directors has established a policy for
discretionary employee recognition and retention-related expenses.
Policy
The Board of Directors authorizes the General Manager to spend monies, not -to
exceed $150.00 per employee per annum, for the following purposes:
1. Employee job-related achievement or superior performance recognition.
2. Employee exemplary safety record.
3. Employee superior customer service, outstanding teamwork and/or- exceptional
efforts to display and exemplify the District's Mission Statement and and its Strategic
Plan Goals.
4. Employment anniversary dates and retirements, birth of an employee's child, and
bereavement acknowledgments for the death of an employee or his/her immediate
family member.
5. Other similar milestones, successes, achievements and/or events as deemed
appropriate by the General Manager and in accordance with applicable law.
Types of expenses authorized under this policy are for items such as: plaques,
flowers, cards, refreshments, or other minor items.
Policy Review
This policy is consistent with State law and will be reviewed at least biennially.
Further, this policy will be utilized in the District's annual budgeting process.
from Sacramento Suburban Water District's Policies^
Acknowledgment of Receipt of Handbook
After you have read this handbook and have clarified any issues with your
managersupervisor, please complete and sign both copies of the following
statement. Two copies are provided, one for your records and one for the
RLECWD's records. Detach one copy and return it to your supervisor or the
General Manager within five days of receiving this handbook.
RLECWD Employee Handbook Receipt (employee copy)
I have received my copy of the RLECWD's employee handbook. I understand
and agree that it is my responsibility to read and familiarize myself with and
follow the policies and procedures contained in the handbook.
I understand that, any and all policies or practices can be changed at any time
by the RLECWD. I understand and agree that, other than the General Manager
of the RLECWD, no manager, supervisor or representative of the RLECWD has
authority to enter into any agreement, expressed or implied, for employment for
any specific period of time, or to make any agreement for employment; only the
General Manager has the authority to make any such agreement and then only
in writing, signed by the General Manager.
My signature below certifies that I understand that the foregoing personnel
policy and entire agreement between the RLECWD and myself concerning the
duration of my employment. It supersedes all prior agreements, understandings
and representations concerning the duration of my employment.
Employee's Signature:
Sign, date, and keep this copy for your records.
Date:
RIO LINDA
ELVERTA
Agenda Item: 4.5
Date:
February 9, 2015
Subject:
Proposed Public Records Act Request Policy
The Finance and Administrative Committee recommends the Board approve the Public Records
Request Policy.
Upon review of the District's current Policy Manual, it was determined that there was not a policy of
the District for public records requests. To ensure staff has a clear guideline when fulfilling the
public's request for information about the District, a policy was written. The proposed policy was sent
to legal for review.
Conclusion:
The General Counsel has reviewed the policy and it is recommended by staff to present the policy to
the full Board for approval.
Dills:
Green:
Ridilla:
Anderson:
Harris:,
Item 4.5
Date
2/09/15
Circle HighX&TedJurjyLow priority of Item and Identify if in line with Mission/
Proposed Public Records Act Request Policy
1/30/15
2/04/15
Review by appropriate^nance/Administratiorj)Projects /Planning or Ad Hoc
GM Review
1/30/15
2/09/15
PROPOSED PUBLIC RECORDS ACT REQUEST POLICY
1.
The California Public Records Act (Government Code Section 6250 et seq.) provides California citizens
with important rights to obtain access to records held by public agencies in the State. The purpose of this policy is to clarify
for the public, attorneys, insurance adjusters, and private investigators, the process by which the District will respond to
requests for records under the Public Records Act. In addition, the District seeks to establish a clear procedure for
responding to Public Records Act requests to ensure that the District processes all requests fairly, consistently and in a
time sensitive manner.
1.
The District prefers that all requests for public records be in writing on a form prescribed by the District Manager,
unless the request is to review an agenda or agenda reports of the Board of Directors or a District committee.
Oral requests may require further clarification or a response to questions from the District to clarify the request.
2.
The General Manager will provide its initial response to all requests as soon as possible, but not later than the
ten-day period, or extensions thereof, as provided by Government Code sections 6256 and 6256.1. In
accordance with the Public Records Act, this initial response will indicate whether the District has any disclosable
records in response to the request. The following steps will be taken to make this determination.
1.
The General Manager shall review the request and determine whether the request seeks identifiable
records and, if not, the General Manager shall so advise the person making the request.
2.
The General Manager shall request all District Departments which may have the records being
requested to search their files and report back to the General Manager on whether the Department has
the records and, if so, when the records can be made available to the person seeking them.
3.
The General Manager shall respond to the person requesting records by advising him or her in writing of
the availability of the documents and whether disclosure of any of the documents is exempt under the
provisions of the Public Records Act.
3.
After the initial response from the District and if disclosable documents are identified, the person requesting such
documents may either inspect the documents at the District office or request a copy of such documents. If a request is
made for copies of the documents, the General Manager shall also advise the person requesting copies of the estimated
time to compile the documents and the costs of copying the documents requested.
3.
The person requesting the copies shall pay the per page charge for copying as set forth by resolution of the
District Board for all copies requested. The General Manager shall not make the requested copies until a
deposit in the amount of the estimated costs of copying is received and shall not release the copies until the
full cost of copying is paid to the District in the form of a check or money order. Cash is not accepted by the
District.
3.
4.
In accordance with the Public Records Act, the District will provide only specific identifiable records but
will not research District records for particular information or analyze information which may be contained within
any public records. The District is not required to create a document or record that does not exist. The District will exercise
reasonable efforts to locate requested documents normally kept by the District.
The District will respond to requests for public records in accordance with the terms of the California Public Records Act as
the Act now exists or may hereafter be amended, and nothing in this Policy is intended nor shall it be construed to conflict
with the terms of the Public Records Act.
PROPOSED PUBLIC RECORDS ACT REQUEST POLICY
1.
The California Public Records Act (Government Code Section 6250 et seq.) provides California citizens
with important rights to obtain access to records held by public agencies in the State. The purpose of this policy is to clarify
for the public, attorneys, insurance adjusters, and private investigators, the process by which the District will respond to
requests for records under the Public Records Act, In addition, the District seeks to establish a clear procedure for
responding to Public Records Act requests to ensure that the District processes all requests fairly, consistently and in a
time sensitive manner.
1.
The District prefers that Aall requests for public records shell-be in writing on a form prescribed by the District
Manager, unless the request is to review an agenda or agenda reports of the Board of Directors or a District
committee. Oral requests may require further clarification or a response to questions from the District to clarify
the request.
2.
The General Manager will provide its initial respond response to all requests as soon as possible, but not later
than the ten-day period, or extensions thereof, as provided by Government Code Sections sections 6256 and
6256.1. In accordance with the Public Records Act, this initial response will indicate whether the District has any
disclosable records in response to the request. The following steps will be taken to make this determination.
1.
The General Manager shall review the request and determine whether the request seeks identifiable
records and, if not, the General Manager shall so advise the person making the request.
2.
The General Manager shall request all District Departments which may have the records being
requested to search their files and report back to the General Manager on whether the Department has
the records and, if so, when the records can be made available to the person seeking them.
3.
The General Manager shall respond to the person requesting records by advising him or her in writing of
the availability of the documents and whether disclosure of any of the documents is exempt under the
provisions of the Public Records Act.
4r
3_.
After the initial response from the District and if disclosable documents are identified, the person
requesting such documents may either inspect the documents at the District office or request a copy of such documents. If
a request is made for copies of the rocordsdocuments. the General Manager shall also advise the person requesting copies
of the estimated time to compile the documents and the costs of copying the records documents requested.
5r
3^
The person requesting the copies shall pay the per page charge for copying as set forth by resolution of
the District Board for all copies requested. The General Manager shall not make the requested copies until a
deposit in the amount of the estimated costs of copying is received and shall not release the copies until the
full cost of copying is paid to the District inm the form of a check or money order. Cash is not accepted by
the District.
3.
4.
In accordance with the Public Records Act, the District will provide only specific identifiable records but
will not research District records for particular types of information or analyze information which may be
contained within any public records. The District is not required to create a document or record that does not exist. The
District will exercise reasonable efforts to locate requested documents normally kept by the District.
The District will respond to requests for public records in accordance with the terms of the California Public Records Act as
the Act now exists or may hereafter be amended, and nothing in this Policy is intended nor shall it be construed to conflict
with the terms of the Public Records Act.
RIO LINDA
ELVERTA
Agenda Item: 4.6
Date:
February 9, 2015
Subject:
Special District Legislative Days May 19 & 20, 2015
This item was not reviewed by committee.
The Special District Legislative Days will be held on May 19 and 20, 2015. This is an opportunity for
the special District's to talk directly with our legislators about our issues. A flyer with information
about the event is attached. The cost is $175.00 per person.
Conclusion:
Speaking with our legislators directly regarding our District could be helpful for us when looking for
funding for the many needs of the agency. It has been past policy for the full Board to approve
individual Board members going to such events. Directors Dills and Anderson attended this event last
year.
Dills:
Green:
Ridilla:
Anderson:
Harris:_
Item 4. 4?
Date
2/09/15
Circle High/Medium/Low priority of Item and Identify if in line with Mission/
Special District Legislative Day
2/06/15
N/A
Review by appropriate Finance/Administration, Projects/Planning or Ad Hoc
N/A
GM Review
2/06/15
2/09/15
OPPORTUNITY • EXPLORE * INFLUENCE
SPECIAL DISTRICTS
LEGISLATIVE DAYS
HSHQ
EARLY BIRD PRICING - REGISTER ON OR BEFORE APRIL 17,2015
• CSDA Member -$175 Early Registration/$225 Regular Registration
• Non-Member - $275 Early Registration / $325 Regular Registration
Three Ways to Register
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• Mail: CSDA, 1 1 1 2 1 Street, Suite 200, Sacramento, CA 95814. Please include registration form and payment
Checks should be made payable to: California Special Districts Association.
Who qualifies for "member" rates?
All California Special Districts Association and Special District Risk Management Authority members.
Not sure if you are a member? Simply contact Cathrine Lemaire at cathrinel@csda.net or call toll-free at 877-924-2732.
It's not too late to become a CSDA member.
Registration includes the evening reception, legislative visits arranged by CSDA, written materials and meals as indicated in the agenda.
Payment must accompany registration in order to process.
D CSDA Member: S175/EARLY BIRD
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n
D Non-Member: S325/AFTER APRIL 17
CSDA Member: S275/AFTER APRIL 17
TotalS:
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Address:
State:
Phone:
ZIP:
Fax:
Email:
Emergency Contact Name/Phone Number:
LEGISLATIVE VISITS
CSDA will make every attempt to schedule meetings with your region's legislative representatives or staff.
D Yes, I want to participate in prearranged meetings in the Capitol
D Check
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CANCELLATION POLICY: Cancellations must be made IN WRITING and received via fax or mail three days prior to event. All cancellations made within the specified time will
be refunded less a $75 processing fee. NO EXCEPTIONS.
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Agenda At A Glance
TUESDAY, MAY 19
9:30-10:00 a.m.
: 10:00-10:15 a.m.
10:15-10:45 a.m.
11:00a.m.- 12:00 p.m.
12:00 -2:00 p.m.
2:00 -5:00
p.m.
5:00 -6:30 p.m.
HOTEL
^REGISTRATION^
TWELCOME^
INFORMATION
MMMHMi
; LOCAL GOVERNMENT PANEL
Sheraton Grand
Sacramento
"riEGiSLAfivE BRIEFING"'
LUNCH & CAPITOL INSIGHTS
| LEGISLATIVE VISITS
T LEGISLATIVE RECEPTION
Sacramento CA
95814
WEDNESDAY, MAY 20
7:45 -8:30 a.m.
: DISTRICT NETWORKS CAFE
8:30 -8:40 a.m.
| WELCOME
8:40 -8:50 a.m.
i LEGISLATOR OFTHEYEAR AWARD
8:50 -9:35 a.m.
\E
9:35 -10:20 a.m.
| PANEL
;
1 0:35 am.- 12:00 p.m. | ROUNDTABLES
12:00 -1:15pTni" "
TiuNCH&PRIORrTlEsb^ERvTEw"
1:15- 1:30 p.m.
| CLOSING REMARKS
$172CSDAroom
rate. Call to
reserve at
1-800-325-3535.
Ms. Mary Henrici
Rio Linda-Elverta Community Water District
Po Sox 400
Rio Linda, CA 95673-0400
|liiiil|i|l|ll|iilliil|||iiiilil|i||llilli
5:00 p.m. cut-off
on April 17, 2015.
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6
RIO LINDA
ELVERTA
Information Items
Agenda Item: 5.1
Date:
February 9, 2015
Subject:
District Reports
Staff Contact:
1. DISTRICT ACTIVITY REPORT
a. General Manager's Report
b. Operations Report
Managers Report
January 8, 2015 to February 4, 2015
It has been reported by the Regional Water Authority that our agency saved 19.8% in water
consumption in 2014 compared to 2013 figures.
The Regional Water Authority met and approved the audit for fiscal year 2013-14. Membership
was approved for Yuba City and 5 affiliate members. The Executive Committee Board of
Directors was also elected. The new Executive Committee consists of: Robert Dugan, PCWA,
Spencer Short, City of Lincoln, Kerry Schmitz, Sacramento Co. Water Agency, Debra Sedwick,
Del Paso Manor, Bill George, El Dorado Irrigation District, Marcus, Yasutake, City of Folsom,
Jim Peifer City of Sacramento, and Rob Roscoe, Sacramento Suburban Water District.
The Water Forum successor effort group met and discussed the carryover storage alternative that
they have modeled for Folsom Lake. The Water Forum Executive Director Mr. Gohring feels
they have come up with a carryover storage plan that increases the amount of days with cold
water flow to the American River for fish spawning and increases the amount of carryover
storage in Folsom Lake. The Bureau of Reclamation would need to approve this plan before it is
implemented. Additional habitat restoration projects that will be carried out this spring were
discussed and weather projections were reported by several agencies.
I have been told by their staff that Richard Hinrichs, Chief, Northern California Section
(Division of Drinking Water) and Jule Rizzardo Chief, Small Community Wastewater and
Drinking Water Section (Division of Financial Assistance) of the State Water Resources Control
Board will be attending our ribbon cutting event.
I attended Supervisor Mac Glashan's bimonthly meeting. The guest speakers were Larry
Greene, the Executive Director of Air Quality Management District who discussed possible
funding for Cap and Trade projects. The Director of Child Protective Services also made a short
presentation on the duties of their department.
Our bookkeeper, Deborah Denning, and I attended training and received certification on the
Health Insurance Portability and Accountability Act. This act protects employee's personal
information and requires staff that view personnel records to be certified in the handling of these
confidential documents. We also received training on the new Human Resources laws that take
effect this year.
Electronic billing has been implemented by the front office staff. The company website now has
a place for the public to request paperless bills. It is our hope that this measure will save the
District postage costs in the future.
Route 21 is being retrofitted with remote read meters. Routes 21 through 26 are currently read
manually. Staff is replacing at least 1 route per year with new more accurate meters.
I attended the Sacramento Groundwater contamination meeting. Letters had been written by the
Sacramento Groundwater Authority and SWRCB regarding hexavalent chromium. There was a
discussion among the authors of the letters. It was revealed that the military base is reviewing
their initial study on hexavalent chromium as the maximum contaminant level has changed. It
was noted that they will be reviewing the past data collected and there will be no new sampling
on or off base at this time. There was considerable discussion regarding the initial background
numbers determination, it was determined this issue will be reviewed further.
On January 27, 2015 the State Water Resources Control Board (SWRCB) lifted the District's
building moratorium. The moratorium was put on the District in November of 2007 as part of a
compliance order.
I attended the Rio Linda/Elverta Community Planning Advisory Council meeting and provided
the documentation lifting our building moratorium to the group. The County Planner in
attendance will be passing this information on to the appropriate people in his department.
Our Municipal Service Review required by LAFCO has been on hold until the completion of our
projects. I am currently submitting the data necessary to complete this review.
Staff has received training on the operation of our new facilities.
The Sacramento River Diversion Group met and was provided a power point presentation on the
work done to date by West Yost. It was felt the project scoping study will be completed by
sometime this summer.
The notice to proceed and executed contract was presented to Weber General Engineering on
January 29, 2015. The labor compliance, contract associated with the construction has been
executed and the pre construction meetings will be taking place during the week of February 9,
2015.
RIO LINDA/ELVERTA C.W.D. 2015
REPORT OF DISTRICT OPERATIONS
IWater Production (Million Gallons)
January
February
March
36.5
36,479,536
July
August
I
I
Gallons = Multiply M.G. by:
Gallons
Cubic Feet = Divide gallons by:
Cubic Feet
Hundred Cu Ft. = Divide cu. ft. by:
Hundred Cubic Feet
Acre Ft.= Divide gallons by:
Water Quality Complaints
January
I
Acre Ft.
Complaints Total (Low Psi Complaints)
February
March
April
May
New Construction
Existing Homes
Paid prior to increase. (2 not installed)
Total of Service Connections to Date
Deterioration January 1 thru 31
Damaged January 1 thru 31
Routine
Raw Water Well Samples
Jauary 1, 2015 - January 31, 2015
4 - Distribution leaks repaired by District staff, 0 - by Contractor or with contractor assistance.
Work Orders Issued - 73
Work Orders Completed - 47
USA's Issued -145
Change Out Meter-28
Change Out Meter-4
General Complaint-1
General Complaint-1
Get Current Read -10
Get Current Read -11
Other Work - 1
Possible Leak - 10
Possible Leak-10
Pressure Complaint - 2
Pressure Complaint - 2
Tag Property - 14
Taste or Odor Complaint - 1
Turn Off Service - 3
Turn On Service - 1
Tag Property -15
Turn Off Service-3
RIO LINDA/ELVERTA C.W.D.
WATER PRODUCTION
2011 \2015
Water Production in Million Gallons
SSWD Water Purchases
Month
2011
2012
2013
2014
2015
\\«.
2011
2012
2013
2014
2015
JAN
36.4
47
39
43.2
36.5
40.42
0
0.009
0
0
0
FEB
31.8
39.3
36.5
31.6
34.80
0
0
0
0
0
MAR
34.7
41.1
51.7
37
41.13
0
0.002
0
0
0
APRIL
47.8
42
66.6
45
50.35
0
0
0
0
0
MAY
76.4
94
106.5
82.4
89.83
0.019
0.01
0
0
0
JUNE
95.3
120
125.3
109.2
112.45
0.71
0.12
0.002
2.8
2.8
JULY
122.4
142.2
149.4
116
132.50
0.025
0.26
0
0
0
AUG
129.4
139.7
134.5
101.3
126.23
0.012
0.3
0
0
0
SEPT
112.2
109.7
101
85.9
102.20
0.003
7.6
0.01
0
0
OCT
58.4
77.8
83
67
71.55
0.001
0
0
0
0
NOV
41.9
41
58
42
45.73
0
0
0
0
0
DEC
42
37.5
43.4
37.4
40.08
0
0
0
0
0
828.7
931.3
994.9
798
36.5 888.225
0.77
8.301
0.012
2.8
2.8
TOTAL
160
140
120 +-f—I—
100
MILLIONS OF
GALLONS 80
60
40
20 r
MONTHS
12011 B2012
B2013 02014 B2015
2014 Projects
Removed Hydro pneumatic tanks at wells 2A, 3, 5, 7, 9
Upgraded Motor Controls at wells 7 and 9
Upgraded chlorine injection systems at well 7 and 9
Installed 183 new Radio read meters in route 20, replaced 188 other failed or non reading meters in
other routes with radio read meters
L Street reservoir project.
77 Distribution system leak repairs of which 18 services were completely replaced with all new material.
Field staff were issued 880 customer service work orders.
Field staff responded to 513 USA (underground facility alert) requests to mark our underground
facilities
Added eye wash stations to all District well sites.
Replaced large meters at Rio Linda High School, Rio Linda Jr. High School, and Westside Park
RIO LINDA
ELVERTA
Information Items
Agenda Item: 5.2
Date:
February 9, 2015
Subject:
Board Reports
Staff Contact:
2. BOARD REPORTS
a.
b.
c.
d.
e.
Regional Water Authority - Dills, Henrici
Sacramento Groundwater Authority - Green, Harris
LAFCO-Green
Planning Committee -Dills, Harris
Finance / Administrative Committee - Ridilla, Anderson
f. Other Reports
February 4, 2015, Finance and Administrative Committee Meeting Minutes
Committee Chair John Ridilla opened the meeting at 5:00 PM.
Attendees: Director John Ridilla, District General Manager Mary Henrici. Member of the
public: Mary Harris.
Meeting was called to order at 5:00 PM.
Public Comment. There was no public comment.
Agenda Items
1. Review and discuss the Expenditures of the District for the month of January 2015.
-Check 3499 was for low flow shower heads.
- Director Ridilla asked for a running budget status for all projects to be included in all future
board packets to track project expense. General Manager Henrici said that she will provide.
Committee Recommendation: Recommend approval to the full Board of Directors
2. Additional Proposed Personal Policies
- Additional changes were made by legal. No objection from Director Ridilla to propose
changes.
Committee Recommendation: Recommend approval to the full Board of Directors.
3. Proposed Public Records Act Request Policy
- Director Ridilla was briefed on the requirements for requests in CA and how they differ from
Federal law. It was noted that the request for documents does not have to in writing and that
payment of fees was required prior to material being provided to the person requesting them.
Committee Recommendation: Recommend approval to the full Board of Directors.
Non Agenda Items
- Director Ridilla asked about bond review. General Manager Henrici said it was a topic for the
full board next meeting.
Director Ridilla asked if we could publicize paperless billing in different venues. General
Manager Henrici said she would take additional steps.
The meeting was adjourned at 5:26 PM
COMPLETED AND PENDING ITEMS FROM
PAST MEETINGS 02-09-15
1. Rio Linda Blvd and Front Street Pipeline Project
The notice of award, and notice to proceed have been signed and the contract has been executed.
COMPLETED.
2. 2014-15 Mid Year Budget Review
Budget figures have been revised as approved by the Board. COMPLETED.
3. Committee Appointments and Board Assignments
Duane Anderson was removed and Mary Harris was appointed to be alternate to SGA. This
appointment is awaiting Board of Supervisors Approval. PENDING
4. 2003 Bond Issue
General Counsel is gathering information on another legal firm to refinance the District's existing
Bond issue. PENDING
5. Arborist Report
The Board has determined that the tree near the District's new tank should be trimmed after
construction is completed. This item will remain pending until construction is completed. PENDING

Policy - Rio Linda / Elverta Community Water District

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