board of directors regular board meeting ......2020/05/01 · meeting, should direct such a request...
TRANSCRIPT
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55439 29 Palms Hwy., Yucca Valley, Ca 92284-2503 | 760.365.8333 | www.hdwd.com | email: [email protected]
BOARD OF DIRECTORS REGULAR BOARD MEETING
AGENDA Wednesday, December 02, 2020
5:00 PM
In an effort to protect public health and prevent the spread of COVID-19 (Coronavirus), and in
accordance with the Governor’s Executive Order N-29-20, the public may view this meeting online as there will be no public location for attending in person.
The meeting will be streamed at
https://zoom.us/j/9682599234?pwd=Vnc3VGNWYVNFMXR6amNpT2VnMVNqdz09
Meeting ID: 968 259 9234 Passcode: 5543929
Or by phone +1 669 900 6833 US (San Jose) +1 346 248 7799 US (Houston) +1 301 715 8592 US
+1 312 626 6799 US (Chicago) +1 646 876 9923 US (New York) +1 253 215 8782 US Meeting ID: 968 259 9234 Passcode: 5543929
Members of the public who wish to comment on any item within the jurisdiction of the District or on
any item on the agenda, may submit comments by emailing the Board Secretary, Codi Mix at [email protected] two hours prior to the start of the meeting. Written comments shall follow the
three-minute prescribed time limit when read during the meeting and will become part of the meeting minutes. In addition, public comment will be open during the meeting for individuals joining virtually.
Action may be taken on any item listed on the agenda.
CALL TO ORDER/PLEDGE OF ALLEGIANCE
ROLL CALL
1. APPROVAL OF THE AGENDA
2. PUBLIC COMMENT
This is the opportunity for members of the public to address the Board on matters within the Board’s jurisdiction that are not listed on the Agenda. Please limit comments to three (3) minutes or less. State law prohibits the Board of Directors from discussing or taking action on items not included on the agenda.
3. CONSENT CALENDAR Items on the Consent Calendar are acted upon by one motion, unless a Board member wishes an item to be acted upon separately, in which case it will be removed from the Consent Calendar.
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55439 29 Palms Hwy., Yucca Valley, Ca 92284-2503 | 760.365.8333 | www.hdwd.com | email: [email protected]
3.A. DEMAND LISTS Demand list 97643 - 97772.pdf Demand list-3806 - 3838.pdf Copy of Payroll Demand 12.02.20.pdf
3.B. 2020 11 18 REGUAR MEETING MINUTES 2020 11 23 SPECIAL BOARD MEETING MINUTES Board to review and approve the minutes from the November 18, 2020 regular Board meeting and November 23, 2020 special Board meeting. 2020 11 18 Regular Board Meeting Minutes.docx 2020 11 23 Special Board Meeting Minutes.docx
4. DEPARTMENT ITEMS
4.A. CEREMONIAL OATH OF OFFICE Incumbents Director Bob Stadum, Director Jim Byerrum, and Director Scot McKone to be sworn into office.
4.B. URBAN WATER MANAGEMENT PLAN Staff is recommending the Board of Directors accept the proposal from Tully & Young for the Urban Water Management Plan. HDWD 2020 UWMP Budget.pdf HDWD UWMP Scope.pdf Hi-Desert WD - Proposal for 2020 UWMP (10.30.20).pdf
4.C. FINANCIAL STATEMENTS FOR THE YEAR ENDED SEPTEMBER 30, 2020 Staff to provide a report. For information only. No action required. September 30, 2020 Financial Statements - Water Fund.pdf September 30, 2020 Financial Statements - Wastewater Fund.pdf
4.D. 2021 ELECTION OF OFFICERS FOR HI-DESERT WATER DISTRICT BOARD OF DIRECTORS Board to nominate and elect a President and a Vice-President for 2021. Officers are to take their new positions at the meeting following the vote. HDWD Nomination Process for Board Officers.pdf HDWD Code Chapter 1.30 ELECTIONS.pdf
5. DIRECTORS' REPORTS/COMMENTS For information purposes only on subjects not covered by the agenda and no action to be taken.
6. MANAGERS' REPORTS For information purposes only on subjects not covered by the agenda and no action to be taken. Chief Financial Officer – Jonathan Abadesco Chief Plant Operator - Doug Culbert
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55439 29 Palms Hwy., Yucca Valley, Ca 92284-2503 | 760.365.8333 | www.hdwd.com | email: [email protected]
Assistant General Manager-Operations – Tony Culver General Manager – Ed Muzik
7. UPCOMING AGENDA ITEMS
7.A. UPCOMING AGENDA ITEMS For review and discussion only. No action required. Matrix.pdf
8. ADJOURNMENT
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55439 29 Palms Hwy., Yucca Valley, Ca 92284-2503 | 760.365.8333 | www.hdwd.com | email: [email protected]
Materials related to any item on this Agenda submitted to the Board of Directors or Committee Members
after distribution of the agenda packet are available for public inspection in the Hi-Desert Water District
office at 55439 29 Palms Hwy, Yucca Valley, California during normal business hours. All documents
supporting this agenda are available on the District website at subject to staff’s ability to post the
documents before the meeting.
Reasonable Accommodation: Upon request, this notice will be made available in appropriate
alternative formats to persons with disabilities. Any person with a disability, who requires a modification
or accommodation to view the agenda or to participate in the public comment portion of the Board
meeting, should direct such a request to Ed Muzik, Secretary of the Board of Directors, at 760-365-8333
or [email protected]. Please allow two business days for your request to be processed.
Disruptive Conduct: If any meeting of the District is willfully disrupted by a person or by a group of persons so as to render the orderly conduct of the meeting impossible, a meeting may be recessed or the person or persons willfully disrupting the meeting may be ordered to leave the meeting. Disruptive conduct includes addressing the Board or Committee without first being recognized, not addressing the subject before the Board or Committee, repetitively addressing the same subject, failing to relinquish the podium when requested to do so, or otherwise preventing the Board or Committee from conducting its meeting in an orderly manner. Your cooperation is appreciated.
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Report Date: 11/24/20 Period: 11/10/20 - 11/24/20
Checks: 97713 - 97772
Check No. Payable To Amount Description
97713 ACWA/JPIA 6,646.99 December Dental/Vision/EAP Premium
97714 ACWA/JPIA 135,499.10 2020 - 2021 Deposit General Liability Program
97715 Advanced Imaging Solutions, Inc. 641.13
97716 AIS 101.30
97717 Allied Electronics Inc. 71.51
97718 AUS West Lockbox 215.23
97719 Best Best & Krieger LLP 9,605.71 September Legal Services
97720 Beyond Software Solutions 650.00
97721 Builder's Supply 546.40
97722 Burrtec Waste & Recycling Svcs 541.85
97723 Burrtec Environmental 125.58
97724 Centratel 514.90
97725 Core & Main LP 8,345.21 Inventory Supplies
97726 Desert Green Landscaping & Maintenance Inc. 399.30
97727 DLT Solutions, LLC 1,405.80 Annual Autodesk Subscription
97728 E.S. Babcock & Sons, Inc. 555.00
97729 Ennis-Flint 827.53
97730 Customer Refund 5,981.36 Meter Acquisition Refund
97731 Wells Fargo Vendor Fin Serv 48.77
97732 Inland Water Works Supply 1,326.53 Inventory Supplies
97733 Nextiva, Inc. 2,351.94 November Phone Lease & Call Center Service
97734 SC Fuels 1,469.15 November Diesel Fuel
97735 SDRMA 70,402.24 December Health Benefits
97736 The Gas Company 45.94
97737 Southern California Edison 46,773.31 October Billing
97738 Time Warner Cable 1,148.73 November Services for 4 Modems
97739 Umetech, Inc. 6,497.50 October IT Support
97740 Jesus Ramirez-Robledo 241.85 Boot Allowance
97741 Kami Zimmerman 20.86 Expense Reimbursement
97742 Ryan Abell 90.00 D-3 Certification Renewal
97743 Customer Refund 223.62
97744 Customer Refund 77.10
97745 Town of Yucca Valley 466.40
97746 AUS West Lockbox 221.52
97747 Builder's Supply 36.62
97748 California Newspaper 182.60
97749 Castrol Premium Lube & Smog 80.33
97750 Fedak & Brown LLP 2,552.00 October Audit Services
97751 Code Publishing Company 205.50
97752 Core & Main LP 2,896.99 Inventory Supplies
97753 Cutting Edge Supply 1,161.52 Operating Supplies
97754 E.S. Babcock & Sons, Inc. 1,111.00 Water Analysis
97755 Frontier Communications 53.68
97756 Home Depot Credit Services 1,412.89 October Billing
97757 InfoSend, Inc 1,843.81 October Outsourced Billings
Hi-Desert Water DistrictDemand List
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97758 Inland Water Works Supply 2,862.63 Inventory Supplies
97759 Nobel Systems 2,480.00 GIS Data Updates for As Built and Bookmarks in Geoviewer
97760 Online Information Services 259.07
97761 RDO Equipment/Powerplan 203.71
97762 SC Fuels 671.91
97763 SDRMA 35,337.92 November - Workers' Compensation Program
97764 The Gas Company 46.69
97765 SWRCB Accounting Office 10,619.00 Annual Water System Fees
97766 The PC Manager LLC 4,126.61 Purchase Computer and IT Supplies
97767 Vagabond Welding Supply 144.64
97768 Wex Bank 1,932.89 10/15/20 - 11/15/20 Gas Charges
97769 Yucca Valley Auto Parts 325.74
97770 Hi-Desert Star/Publishing 225.00
97771 Customer Refund 35.38
97772 Customer Refund 21.37
Total 374,908.86
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Period : 11/10/20 - 11/24/20
Check No. Payable To Amount Description
3806 Customer 1,000.00 Easement Fee
3807 Customer 1,000.00 Easement Fee
3808 Action Pumping, Inc. 83,475.00 Expanded Use Loan - Private Lateral Connections
3809 America's Best Plumbing 20,700.00 Expanded Use Loan - Private Lateral Connections
3810 Schroeder Plumbing 2,365.00 Expanded Use Loan - Private Lateral Connections
3811 William Sellers Plumbing 15,200.00 Expanded Use Loan - Private Lateral Connections
3812 Advanced Imaging Solutions, Inc. 563.00
3813 AUS West Lockbox 195.56
3814 Builder's Supply 38.05
3815 E.S. Babcock & Sons, Inc. 1,054.00 Lab Wastewater Analysis
3816 E.S. Babcock & Sons, Inc. 1,018.00 Lab Wastewater Analysis
3817 Hach 232.72
3818 SCE 13,909.53 October Billing
3819 Umetech, Inc. 276.25
3820 United Power Generation 1,815.87 Materials & Services for Plant Generator
3821 Vagabond Welding Supply 64.16
3822 Albert A. Webb Associates 983.50
3823 Yucca Valley Quick Lube 47.19
3824 Yucca Valley Auto Parts 59.95
3825 4S General Engineering, Inc. 5,900.00 Expanded Use Loan - Private Lateral Connections
3826 Edward Colburn 101.98 Boot Allowance
3827 The ADT Security Corporation 222.00
3828 Avalon Urgent Care Inc 100.00
3829 E.S. Babcock & Sons, Inc. 889.00
3830 Home Depot Credit Services 1,733.41 October Billing
3831 Nobel Systems 6,400.00 2020 - 2021 Sewer Assessment Hosting & Main Subscription
3832 Pitney Bowes Purchase Power 87.80
3833 Terminix 50.00
3834 The PC Manager LLC 209.66
3835 Verizon 42.66
3836 E.S. Babcock & Sons, Inc. 110.00
3837 Wex Bank 307.69
3838 Yucca Valley Auto Parts 13.04
Total 160,165.02
Indicates Amounts Approved Exceeding $25,000
Hi-Desert Water District Wastewater FundDemand List
Report Date: 11/24/20
Checks: 3806 - 3838
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Payroll 11/19/20:
Wages 154,349.60$
ER - Social Security 7,408.27$
ER - Medicare 2,218.25$
ER - PERS (Longevity) 32.50$
ER - PERS 13,903.34$
Payroll Service Fee
Total Cost of Payroll 11/19/20 177,911.96$
Total Cost of Payroll 07/16/20 183,908.74$
Total Cost of Payroll 07/30/20 214,307.54$
Total Cost of Payroll 08/13/20 185,151.68$
Total Cost of Payroll 08/27/20 190,625.29$
Total Cost of Payroll 09/10/20 214,869.06$
Total Cost of Payroll 09/24/20 201,298.14$
Total Cost of Payroll 10/08/20 186,023.76$
Hi-Desert Water District
Payroll Demand List
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Agenda Item No: 3.B
Board of Directors Staff ReportMeeting Date: December 2, 2020Submitted by: Codi MixPresented by: Agenda Section:
Subject:2020 11 18 REGUAR MEETING MINUTES2020 11 23 SPECIAL BOARD MEETING MINUTES
Recommendation:Board to review and approve the minutes from the November 18, 2020 regular Board meeting and November23, 2020 special Board meeting.
Fiscal Impact:N/A
Background:N/A
Attachments:2020 11 18 Regular Board Meeting Minutes.docx
2020 11 23 Special Board Meeting Minutes.docx
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MSC1 – Motion made, seconded, and carried.
Hi-Desert Water District Board of DirectorsRegular Meeting Minutes
Wednesday, November 18, 2020
CALL TO ORDER/PLEDGE OF ALLEGIANCEPresident Mayes called the meeting to order at 5:00 p.m. Jonathan Abadesco led the pledge.
ROLL CALLDirectors Present: President Roger Mayes, Vice President Sheldon Hough, Director Bob Stadum, Director Jim Byerrum, Director Scot McKone
Staff Present: Ed Muzik, Tony Culver, Jonathan Abadesco, Mike Hayward, Codi Mix
Videoconference Attendance:Doug Culbert
APPROVAL OF AGENDADirector Stadum made a motion to approve the agenda.Vice President Hough seconded the motion.
MSC1 (Stadum/Hough) motion carried by the following vote:
Ayes: Mayes, Hough, McKone, Stadum, ByerrumNoes: NoneAbsent: NoneAbstain: None
PUBLIC COMMENTSNone
CONSENT CALENDAR
3A. Demand List - #’s 97591-97642Demand List - #’s 3756-3805
ACH Demand List – 11/10/2020Payroll Demand List – 11/18/2020
3B. 2020 10 21 Regular Board Meeting Minutes
Vice President Hough made a motion to approve the Consent Calendar.Director Byerrum seconded the motion. MSC1 (Hough/Byerrum) motion carried by the following vote:
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MSC1 – Motion made, seconded, and carried.
Ayes: Hough, Mayes, McKone, Byerrum, StadumNoes: NoneAbsent: NoneAbstain: None
FY 2019-2020 COMPREHENSIVE ANNUAL FINANCIAL REPORTJonathan Abadesco gave the staff report. He stated that the report was previously presented to the Finance/Audit Committee for review and discussion. Jonathan then introduced Christopher Brown, of Fedak & Brown LLP, who conducted the District’s annual financial audit. Christopher presented a power point presentation that summarized the audit. During the presentation, Christopher noted that only one entrywent unrecorded, which is not typical with audits, and congratulated all involved in the audit for a job well done.
PUBLIC COMMENTS: None
Director Stadum complimented Jonathan Abadesco and Tanya Gruwell on their great job with the audit. He made a small correction in a typo on the provided CAFR Report, stating that his listed term date should be 12/16-12/20 instead of the listed 12/17-12/20.
Jonathan Abadesco also noted a change to the report by correcting a column title from Recharge Surcharge to Capital Replacement Program (CRP).
Director McKone complimented management on the low number of staff adjustments with employee numbers over the years.
Ed Muzik thanked Jonathan Abadesco and Tanya Gruwell for a great job.
President Mayes thanked Christopher Brown for his report and presentation.
Director Stadum made a motion to approve, receive and direct staff to file the Hi-Desert Water District’s Comprehensive Annual Report (CAFR) and related reports for the fiscal year 2019-2020 with the noted changes.Vice President Hough seconded the motion.
MSC1 (Stadum/Hough) motion carried by the following vote:
Ayes: Stadum, McKone, Hough, Byerrum, MayesNoes: NoneAbsent: NoneAbstain: None
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MSC1 – Motion made, seconded, and carried.
RESOLUTION NO. 20-28 DESIGNATING AUTHORIZED REPRESENTATIVES TO SIGN WARRANTSJonathan Abadesco gave the staff report.
PUBLIC COMMENTS: None
Director Stadum made a motion to adopt Resolution No. 20-28 to update the signatories on the District’s bank accounts.Director Byerrum seconded the motion.
MSC1 (Stadum/Byerrum) motion carried by the following vote:
Ayes: Byerrum, Mayes, Hough, McKone, StadumNoes: NoneAbsent: NoneAbstain: None
PURCHASE PIPELINE MATERIALMike Hayward gave the staff report.
PUBLIC COMMENTS: None
Vice President Hough made a motion to authorize the General Manager to accept the bid amount of $69,945 from Core & Main for inventory materials.Director Stadum seconded the motion.
MSC1 (Hough/Stadum) motion carried by the following vote:
Ayes: Hough, Byerrum, Mayes, Stadum, McKoneNoes: NoneAbsent: NoneAbstain: None
RESOLUTION NO. 20-29 AUTHORIZING AGREEMENT WITH UMPQUA BANKJonathan Abadesco gave the staff report.
PUBLIC COMMENTS: None
Ed Muzik noted that California Special Districts Association (CSDA) also earns benefits from this transfer by receiving a percentage with UMPQUA Bank.
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MSC1 – Motion made, seconded, and carried.
Vice President Hough made a motion to adopt Resolution No. 20-29 to authorize the General Manager to enter into an agreement with Umpqua Bank to apply for company credit cards to replace the District’s existing credit cards with The Independent BankersBank (TIB).Director Byerrum seconded the motion.
MSC1 (Hough/Byerrum) motion carried by the following vote:
Ayes: Stadum, Byerrum, Mayes, McKone, HoughNoes: NoneAbsent: NoneAbstain: None
WASTEWATER UPDATEDoug provided a report on the wastewater facility and wastewater project to include total connections into the District’s sewer system.
Director Byerrum commented on a great report and inquired about fines, and Doug Culbert stated that fines can be issued; however, since most of these noncompliant issues are not purposely done, no enforcement has currently happened.
Director Stadum asked if there was room for more efficiency with the screw press, and Doug Culbert stated approximately 3-4% improvement will happen. He stated more room after that could occur as it is a learning experience with room for improvement.
Director McKone congratulated Jenny Bowers on her achievement.
REPORTS/COMMENTSDirectors’ Reports and Comments:Director McKone commented on attending a presentation and gave a brief summary of the seminar which was related to social media.
Director Stadum reported on attending the Finance/Audit Committee meeting. He asked about the Mission Statement sign in the boardroom, and staff stated it was being revised and would be reposted in the next several days. He also commented on attending the CSDA virtual meeting and stated while still meeting, most items have been placed on hold due to COVID-19. Director Stadum concluded by requesting exploration with water quality reporting.
Director Byerrum also reported on attending the Finance/Audit Committee meeting and stated the CAFR was discussed. He commented on his attendance of the Regional Quality Control Board. He provided insight on the technological and biological knowledge needed with their Board and thanked Ed Muzik for being on that Board.
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MSC1 – Motion made, seconded, and carried.
President Mayes presented a summary of the leak report that is compiled and provided by staff. He also congratulated Jenny Bowers on her success and Kevin Mix for upgrading his certificates.
Managers’ Reports:Ed Muzik provided information on the General Manager recruitment process; stating 11 applicants were being vetted through the consultant. He commented on the upcoming holidays and stated that in following previous years practices, the District would be closed Christmas Eve and New Year’s Eve this year. Ed Muzik concluded by congratulating Jenny Bowers and wishing everyone a Happy Thanksgiving.
FUTURE AGENDA ITEMS REQUESTED BY THE BOARD None
ADJOURNMENT – 5:55 p.m.
ATTESTED BY:
_______________________________ General Manager-Ed Muzik Secretary of the Board of Directors
APPROVED:
_______________________________________Roger MayesPresident of the Board of Directors
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MSC1 – Motion made, seconded, and carried.
Hi-Desert Water District Board of DirectorsSpecial Meeting Minutes
Monday, November 23, 2020
CALL TO ORDER/PLEDGE OF ALLEGIANCEPresident Mayes called the meeting to order at 2:00 p.m.
ROLL CALLDirectors Present: President Roger Mayes, Vice President Sheldon Hough, Director Bob Stadum, Director Jim Byerrum, Director Scot McKone
Directors Absent: None
Staff Present: Ed Muzik, Tony Culver, Codi Mix
APPROVAL OF AGENDADirector Stadum made a motion to approve the agenda.Vice President Hough seconded the motion.
MSC1 (Stadum/Hough) motion carried by the following vote:
Ayes: Mayes, Hough, Stadum, Byerrum, McKoneNoes: NoneAbsent: NoneAbstain: None
PUBLIC COMMENTS: None
CLOSED SESSIONGeneral Manager Recruitment (Gov. Code Section 54957 (b))
The Board of Directors, Ed Muzik and consultants of Roberts Consulting Group entered into closed session at 2:04 p.m. and returned at 3:44 p.m.
CLOSED SESSION REPORTNo reportable action.
ADJOURNMENT – 3:45 p.m.
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MSC1 – Motion made, seconded, and carried.
ATTESTED BY:
_______________________________ General Manager-Ed Muzik Secretary of the Board of Directors
APPROVED:
_______________________________________Roger Mayes Vice-President of the Board of Directors
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Agenda Item No: 4.B
Board of Directors Staff ReportMeeting Date: December 2, 2020Submitted by: Tony CulverPresented by: Tony Culver, Assistant General Manager/OperationsAgenda Section:
Subject:URBAN WATER MANAGEMENT PLAN
Recommendation:Staff is recommending the Board of Directors accept the proposal from Tully & Young for the Urban WaterManagement Plan.
Fiscal Impact:Not to Exceed $60,685
Background:This agenda item was presented to the Engineering Committee on November 19, 2020.
The Urban Water Management Plan (UWMP) is due by July 2021. The District reached out to three firms,Kennedy Jenks, Carollo, and Tully & Young. Kennedy Jenks prepared the District’s previous UWMP dated July2016. Carollo is currently performing oversight at the plant. Tully & Young is the firm that was hired by MojaveWater Agency for its own UWMP.
Staff is recommending to the Board of Directors that the District hire Tully & Young to prepare the UWMP perthe Engineering Committee's direction.
Attachments:HDWD 2020 UWMP Budget.pdf
HDWD UWMP Scope.pdf
Hi-Desert WD - Proposal for 2020 UWMP (10.30.20).pdf
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HDWD UWMP
Carollo Engineers, Inc. Fee Schedule
November 10, 2020
UWMP
Manager
UWMP Lead
Engineers
UWMP Staff
Engineers
GIS/CAD/
Graphics
Document
ProcessingPECE
Task Description$243 $174 $174 $138 $115 Hours Dollars $13.00
68 138 102 22 26 356 $64,310 $4,628 $900 $5,528 $69,838
Data Collection and Meetings 10 10 6 0 0 26 5,214$ $338 -$ 338$ $5,552
Water Shortage Contingency Plan 8 12 10 0 4 34 6,232$ $442 -$ 442$ $6,674
2020 UWMP Development
Coordination 2 10 0 0 0 12 2,226$ $156 -$ 156$ $2,382
Service Area and Demands Analysis 4 10 10 8 0 32 5,556$ $416 -$ 416$ $5,972
\Water Resources and Supply Reliability 4 12 10 4 0 30 5,352$ $390 -$ 390$ $5,742
Climate Change Impacts and Drought Risk Assessment 6 12 10 0 0 28 5,286$ $364 -$ 364$ $5,650
Demand Management Measures 2 12 10 0 0 24 4,314$ $312 -$ 312$ $4,626
Incorporate Water Shortage Contingency Plan 2 2 4 0 0 8 1,530$ $104 -$ 104$ $1,634
Energy Intensity of Water 4 12 8 0 0 24 4,452$ $312 -$ 312$ $4,764
Admin Draft, Public Draft and Addenda to UWMP 12 26 22 8 14 82 13,982$ $1,066 300$ 1,366$ $15,348
Final UWMP for DWR Submittal 8 12 8 2 4 34 6,160$ $442 300$ 742$ $6,902
Public Notification 2 4 0 0 0 6 1,182$ $78 -$ 78$ $1,260
UWMP Addendum 4 4 4 0 4 16 2,824$ $208 300$ 508$ $3,332
68 138 102 22 26 356 $64,310 $4,628 $900 $5,528 $69,838
Project Role LABOR TOTAL
Direct Costs -
Printing
URBAN WATER MANAGEMENT PLAN
TOTAL
PROJECT EXPENSES
TOTAL LABOR
& EXPENSES TOTAL OF
EXPENSES
Page 1 of 1
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CAROLLO URBAN WATER MANAGEMENT PLAN DETAILED SCOPE OF WORK – HI-DESERT
WATER DISTRICT
Carollo will collaborate with District staff and team members to develop a 2020 Urban Water
Management Plan (UWMP) that meets all Department of Water Resources (DWR) criteria and
milestones.
2020 UWMP DRAFT OUTLINE
• Chapter 1 - Introduction.
• Chapter 2 - Plan Preparation.
• Chapter 3 - System Description.
• Chapter 4 - System Water Use.
• Chapter 5 - Baselines and Targets.
• Chapter 6 - Water Supplies.
• Chapter 7 - Water Supply Reliability.
• Chapter 8 - Demand Management Measures.
• Chapter 9 - Plan Adoption, Submittal, and Implementation.
• References.
• Key Appendices.
o UWMP Checklist.
o Water Loss Audits.
o Notification letters for UWMP Update.
o Notice of Pubic Hearing for UWMP.
o Adoption Resolution.
o Water Shortage Contingency Plan.
o Groundwater Management Plan/Groundwater Sustainability Plan.
o Local Hazard Mitigation Plan/Seismic Risk Assessment.
Data Collection and Meetings
Carollo will review all pertinent information required to prepare the 2020 UWMP Update, including
previous UWMPs as well as other relevant studies.
Since fulfilling UWMP data needs can be extensive we will prepare a table of data needs and submit to
the District two weeks before the Kickoff meeting. This will allow the District time to gather data. At the
Kickoff meeting we can discuss data found and provide guidance to fill any gaps.
In addition to a Kickoff meeting, up to three (3) additional meetings specific to the UWMP are
estimated. These are assumed to be tele/video conference meetings.
Deliverables:
• Data Needs Table.
Water Shortage Contingency Plan
We will update the Water Shortage Contingency Plan (WSCP) from the 2015 UWMP to reflect new State
legislative requirements and ordinance changes and practices resulting from the most recent drought.
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The WSCP will identify the risks and impacts of catastrophic events on water supply availability. The
WSCP will include:
• Six standard water shortage levels or equivalent (10%, 20%, 30%, 40%, 50%, and greater than
50%).
• Shortage response actions (local supply augmentation actions, demand reduction actions,
operational changes, reduction mandates, etc.).
• Effectiveness of demand reduction components for given demand reduction targets in a staged
cutback scenario.
• Emergency response plans/procedures for catastrophic supply interruption.
• Communication protocols and procedures.
• Compliance, enforcement, appeal, and exemption procedures.
• Legal authority.
• Financial consequence.
• Monitoring and reporting requirements and procedures.
• Reevaluation and improvement procedures.
• New Water Shortage Demand Assessment (WSDA) procedures necessary for subsequent
development of the Annual Water Shortage Assessment Reports.
A seismic risk assessment is included in the new WSCP requirements. It is assumed that the District has a
Hazard Mitigation Plan or something similar that will be submitted to comply with the seismic risk
assessment requirements.
It has been assumed that the District will present the WSCP to the Board of Directors with support from
Carollo via tele/video conference.
Deliverables:
• Draft Water Shortage Contingency Plan (electronic format).
• Final Water Shortage Contingency Plan (electronic format).
• Presentation files for WSCP to District Board of Directors.
2020 UWMP Development
Coordination
Carollo will coordinate with appropriate agencies and provide outreach/notification as needed. A letter
summarizing the UWMP requirement, goals, and development schedule will be sent with the
notification. These efforts will be summarized into the UWMP.
Service Area and Demands Analysis
Carollo will use existing geographic information system (GIS), land use, and other relevant planning data
and/or documents to update the service area and water demand projections. We will maximize the use
of GIS data, including existing and future population and land use in service area. We will account for
key factors that affect projections by water sector, including future land use, changes in climate,
conservation programs, and demand management measures. Updated water demand projections in 5-
year increments over the planning period will be developed. The analysis of water demands by sector
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will be conducted for the water use types identified in the 2015 UWMP, unless new data and
information have become subsequently available.
Carollo will characterize the existing and recent historical monthly demands using data provided by the
District. We will use several data sources to develop demand projections over the planning period,
inclusive of the normal water year, single-dry water year, and five-year dry water years, including:
• Historical water use and number of connections by sector.
• Historical monthly demand.
• Population projections.
• Land use data.
• Relevant planning documents.
The demand projections will also account for influencing factors including:
• Passive Savings – We will use the passive savings estimates from District codes, standards, and
ordinances that were incorporated into the demand projections in the 2015 UWMP, and provide
modifications, as needed.
• Water Conservation – We will account for water savings realized through existing and planned
water conservation programs.
• Climate change – To the extent feasible, we will consider the influence of climate change on
peak summer demands and whether these estimated changes impact projected annual
demands.
Carollo will review the targets identified in the 2015 UWMP and compliance with the goal of a 20
percent reduction in urban per capita water use by 2020. We will compare and evaluate compliance
with the 2020 targets.
Water Resources and Supply Reliability
Carollo will conduct a comprehensive analysis of available existing and future water supplies. We will
rely on recent planning efforts, including historical use and contracts/water rights, for information and
data. Existing imported and local supplies will be evaluated, along with recycled water existing and
planned use. We will develop the required summary of existing and planned water supplies in 5-year
increments over the planning period and compare this to the demands to evaluate deficiencies.
The 2020 UWMP Guidebook is expected to have expanded requirements for the analysis of supply
reliability with respect to an extended drought period, the addition of a monthly analysis, and
incorporating climate change impacts. The approach used for the normal and single-dry year
comparisons will be similar to the approach used for the 2015 UWMP analysis with an increased
temporal resolution from annual to monthly comparisons. For the 2020 UWMP it is anticipated that the
multi-year dry condition will be redefined as the 5-year drought condition. We will recommend a 5-year
historical period to use or a synthetic 5-year period as appropriate and consistent with 2020 UWMP
Guidebook drought risk assessment requirements. We will also incorporate the projected impacts of
climate change on the availably of District water supplies.
We will provide analysis of supplies and demands for the normal, single dry year, and 5-year drought
condition over the planning period. This will include assessment of the reliability of available water
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supplies (quantity and quality considerations) to meet projected water demands. We will assess the
frequency, magnitude, and seasonality of supply deficiencies.
Climate Change Impacts and Drought Risk Assessment
Carollo will leverage existing information provided in the 2015 UWMP and other relevant planning
documents to prepare the Climate Change Impact and Drought Risk Assessment in accordance with the
2020 UWMP Guidebook. DWR guidance will be used to quantify the impact of climate change on the
District’s supplies. Drought hydrology will be evaluated for a 5-year drought and the impacts to supplies
and demands.
Demand Management Measures
Carollo will summarize District goals and provide a description of the demand management measures
that have been implemented over the past 5 years, as well as planned measures aimed at meeting water
use targets. A narrative description of the following measures will be included:
• Ordinances and Policies.
• Metering, Utility Rate Structures, and Billing.
• Public Information and Education.
• Landscape Efficiency Programs.
• Water Loss Control Programs.
• Implementation Measures.
District will review water loss audit information and provide comments.
Incorporate Water Shortage Contingency Plan
The adopted WSCP will be incorporated into the UWMP and be placed in an appendix.
Energy Intensity of Water
DWR guidance will be used to calculate the energy intensity of the District’s conveyance, storage, and
distribution. Calculation will cover only District operations and will be assessed for a one year period
using energy consumption data provided by the District.
Draft 2020 UWMP
Administrative Draft 2020 UWMP
Carollo will compile the draft tables and prepare the chapters of the Administrative 2020 Draft UWMP.
The Administrative Draft will include:
• All required chapters per the 2020 Guidebook.
• Summarized data and information tables in the formats required by the 2020 Guidebook.
• Supporting maps and graphical representation of data (as-needed) and clear
presentation/discussion of results.
• UWMP Checklist (Appendix) that shows completion of all required elements and location of the
information in the UWMP.
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Public Draft 2020 UWMP
Carollo will review and incorporate comments from the District into the Public Draft 2020 UWMP. The
District will be responsible for public notification of the Public Draft 2020 UWMP and making the
electronic and paper copies available.
Public Draft Addenda to UWMP
Carollo will develop an addenda to the Public Draft UWMP based on public review and comment for
District Board of Directors review.
Deliverables:
• Administrative Draft 2020 UWMP and UWMP Data Tables (electronic copy).
• Public Draft 2020 UWMP Report (electronic copy). The electronic version will meet the
specifications of Section 508 of the Rehabilitation Act and be fully available to people with
disabilities.
• Public Draft Addenda (electronic copy).
Final 2020 UWMP for DWR Submittal
Following the public hearing and adoption of the 2020 UWMP, Carollo will prepare the Final 2020
UWMP Report. In addition, the adoption notice will be included as an appendix to the report. Carollo
will assist the District with the DWR Online Submittal Tool process to submit the Final 2020 UWMP prior
to the July 1, 2021, due date. Carollo will work with the District to provide the final UWMP to the public
and land use agencies.
Deliverables:
• Final 2020 UWMP (up to (4) hard copies and one electronic copy, and CDs as needed). The
electronic version will meet the specifications of Section 508 of the Rehabilitation Act and be
fully available to people with disabilities.
Public Notification
Carollo will assist the District with the public notification of the intent to adopt the 2020 UWMP.
UWMP Addendum
Based on DWR review, Carollo will revise the Final 2020 UWMP as necessary, and shall re-submit to gain
a satisfactory determination from DWR. Carollo will provide copies of the revised Final 2020 UWMP.
BASIS FOR SCOPE OF SERVICES AND COMPENSATION
The scope and fee for this planning effort is based on the following assumptions:
1. District will provide electronic copies of all UWMP related information, as well as all other
requested data to Carollo within 15 business days of the kick-off meeting, or as noted on the
associated data collection form.
2. District staff will provide comments on all draft documents within 15 business days of receipt.
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Scope of Work Tully & Young, Inc. will complete the following tasks to provide the Hi-Desert Water District (District) with a 2020 UWMP Update that (a) complies with the Urban Water Management Planning Act under the California Water Code and DWR’s 2020 Urban Water Management Plan Guidelines; and (b) provides a reference document that synthesizes the District’s short-term and long-term water management planning objectives. Gwyn-Mohr Tully will be the Project Manager for the District’s 2020 UWMP Update.
Task 1: Project Administration, Management and Coordination
S Communicate and consult with District staff, MWA and other agencies as appropriate
S Kick-off meeting between Tully & Young and District staff; prepare final schedule
S Present at meetings with District staff S Data Request S Quality assurance/quality control S Budget planning and monitoring Task 1 Deliverables: S Project Objectives and Project Schedule S Meeting agendas, handouts, minutes,
and list of identified action items for kick-off meeting and other meetings as agreed upon
S Progress reports and invoices Task 1.1 – Project Kick Off Meeting Tully & Young will organize and facilitate a project kick-off meeting. Based upon the
proposed Project Timeline, Tully & Young anticipates scheduling the kick-off meeting for early December 2020. Tully & Young will prepare the agenda, handouts, minutes, and action items for the kick-off meeting. The meeting agenda will include a focused discussion on items including: UWMP requirements, project goals, opportunities, constraints, information needs, roles, responsibilities, project coordination, schedule, and expectations. Two other important topics that will be discussed at that meeting are: (1) the District’s specific long-term water management objectives in preparing the 2020 UWMP; and (2) the fundamental legislative changes for the 2020 UWMP Update and the District’s obligations in meeting these mandates. Tully & Young anticipates this meeting lasting no more than 90 minutes. The meeting will be conducted remotely through Tully & Young’s video conferencing platform. Tully & Young will work with the District on identifying meeting participants, organizing a meeting date, and finalizing the meeting platform.
Task 1.2 – Project Management and Meetings Tully & Young will provide project management services for the 2020 UWMP Update, including organizing communication platforms (e.g. video conferencing) for consultation with the District, maintaining budget accounting and invoicing, and meeting expectations of the project timeline. Tully & Young anticipates no less than one monthly videoconference meeting with the District on work products
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and progress and will otherwise be coordinating with the District through regular telephone and email communications.
Task 1.3 – Quality Assurance/Quality Control Tully & Young has a strict quality assurance and quality control protocol, recognizing that QA/QC begins at project initiation and continues until the final deliverables are presented. Both Principals are hands-on in the preparation of the UWMP and all supporting materials. Gwyn-Mohr Tully and Greg Young both review all substantive materials for consistency and correctness. Both Principals work with staff to prepare all documents and have final substantive review. Jennie McCarl provides grammatical review of written documents and a layperson’s review for communication effectiveness. With these redundant QA/QC actions, Tully & Young’s deliverables and final documents meet our self-imposed high professional standards before release.
Task 2: Data Collection, Analysis, and Evaluation
S Identify and research available existing data, records, maps, reports, and plans necessary to develop the 2020 UWMP
S Current and future population estimates S Water system/service area description S Water supply projections with completed
comprehensive water supply table S Potential supplemental water supplies S Recycled water supply S Current and future groundwater
supplies S Water demand and conservation
projections
o Monthly water demand projections (UWMP Guidebook)
o Demand analysis for the Drought Risk Assessment (WC 10635(b))
o Demand analysis for use in the Annual Assessment (WC 10632.1)
S Evaluation of historic, current, and projected future water conservation and Demand Management Measures (DMM)
S System Water Loss Report S Senate Bill x7-7 and Per Capita Water
Usage Analysis S Water Supply Projections in monthly
increments (2020 Guidebook) S Water quality data S Water transfers and exchanges S Climate change considerations S Supply vs Demand Assessment S Water Shortage Contingency Plan
(WSCP) Task 2 Deliverables: S Draft description of water system and
service area S Draft demand projections by water use
sector for normal, dry, five-year dry S Draft demand projections in five-year
increments from 2020-2045 (Guidebook) S Draft system water loss report S Draft SBx7-7 compliance report S Draft monthly supply projections with
water availability and reliability descriptions in normal, single dry, and five-year dry periods (Guidebook)
S Draft recycled water supply info S Draft monthly supply projections in five-
year increments through 2045 (Guidebook)
S Draft evaluation of water quality S Draft supply versus demand projection
comparisons S Draft Water Shortage Contingency Plan
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Task 2.1 – Reference Materials Tully & Young will work with the District to gather all necessary reference documents that should be incorporated into the 2020 UWMP. Critical items to address for the 2020 UWMP include: (1) important considerations related to interpretation of the District’s water rights and water supply contracts, and (2) water planning and management strategies related to the District’s interactions with MWA. The existing system description and other basic information from the 2015 UWMP will serve as the fundamental reference material for the 2020 plan. As directed by the District, Tully & Young will examine other documents that inform the 2020 UWMP.
Task 2.2 – Data Request In addition to focusing on the documents provided above, Tully & Young will request the District’s meter data from 2016 through 2020, the District’s annual water loss audit reports and the Electronic Annual Report (eAR) filings through the State’s DRINC portal, MWA Ordinance 9 requests, and other water use reports. These data reflect water supplies coming into the District, representative system losses, and customer water use data. These data also provide the fundamental platform for completing the water demand and water supply analyses. More specifically, these data provide the foundation for: (1) assessing whether mandated conservation reductions were met (e.g. 20% by 2020), (2) completing the Drought Risk Assessment (new requirement for 2020 UWMPs), (3) assessing water supply availability, and (4) finalizing the long-term demand projections that incorporate issues like climate change (a substantially augmented analysis requirement for the 2020 UWMPs).
Task 2.3 – Water System and Service Area Description Tully & Young will use the water system and service area description contained in the 2015 UWMP as the basis for this section in the 2020 UWMP Update. In addition, Tully & Young will recycle existing service area maps and diagrams to reduce expenses and maintain consistency with existing documents. If necessary, Tully & Young will incorporate additional water system information and develop new maps and diagrams after consultation with the District. Tully & Young will include the District’s water service and service area description into the two Draft 2020 UWMPs and Final 2020 UWMP described in Task 3 (collectively “2020 UWMP”).
Task 2.4 – Current and Future Population Estimates Tully & Young will coordinate with MWA on the population assessments developed through Beacon Economics (Beacon). Beacon’s findings will help Tully & Young address urban consumption volumes and District’s conservation achievements. Tully & Young will utilize Beacon’s population data to assess water use trends in District’s service area and will incorporate this data into the 2020 UWMP.
Task 2.5 – Water Demand and Conservation Projections Using the most recent water usage data made available by the District, Tully & Young will perform the following technical tasks: (1) present the historic and most current monthly demand characteristics for an array of residential and non-residential water use sectors (consistent with the 2015 UMWP); (2) coordinate with the District and regional agencies to determine unit
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water demand factors – indoor versus outdoor, residential versus non-residential, and normal versus dry-year – for current land-use and customer conditions; (3) assess projections relative to continued efforts toward demand management, incremental reductions in the factors over the required reporting time steps and anticipated reductions to meet the statutory conservation targets; and (4) project total water demand for the required reporting time steps out to 2045 using land use planning data consistent with the assumptions in other relevant documents. Tully & Young will also quantify the appropriate potable demands separately from non-potable demands after consultation with the District.
Tully & Young will provide a comprehensive water demand analysis that will represent the monthly water demands under various hydrological conditions through 2025, annual projected water use in five-year increments to 2045, and provide the basis for the District’s newly required Drought Risk Assessment (DRA) and Annual Assessment (AA). Although the Annual Assessment will be formally submitted annually to the State beginning July 1, 2022, Tully & Young’s comprehensive water demand analysis will provide the foundational platform for the Annual Assessment starting in 2021. Tully & Young will incorporate the complete UWMP monthly demand tables and the historically used database tables into a technical memorandum that will be the basis of the demand chapter in the 2020 UWMP.
Task 2.6 – Evaluation of Historic, Current and Projected Future Water Conservation and Demand Management Measures (DMM) Tully & Young will also examine water conservation and demand management considerations employed within the District as well as those promulgated and recommended through MWA. Tully & Young may help the District develop additional demand management measures to meet future water reduction objectives. Proposed measures will be based upon Tully & Young’s experience with similarly situated water purveyors and the ability of the District to coordinate actions with other local agencies. Tully & Young will draft a narrative for the 2020 UWMP describing District’s DMMs in compliance with 10631(e)(1). This narrative will be based upon readily available information regarding the District’s DMM implementation over the past five years, and its intended actions into the near future.
Task 2.7 – System Water Loss Report Tully & Young will use the demand analysis to identify and evaluate the District’s system water losses. We recommend identifying this water in the 2020 UWMP consistent with AWWA protocols as “non-revenue water.” Tully & Young will prepare a draft Water Loss Audit, using the worksheet available through DWR and reflecting the District’s recent submitted worksheets for prior years. The information in the worksheet will be consistent with the demand analysis prepared pursuant to the prior tasks. The District will be responsible for submitting the worksheet to DWR as appropriate. A brief description will be incorporated into the 2020 UWMP.
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Task 2.8 – Senate Bill x7-7 and Per Capita Water Usage Analysis SB x7-7 mandates that all water suppliers comply with a reduction in per capita use by 2020, with reporting in the 2020 UWMP providing the evidence of meeting targets established in the 2015 UWMP. The District set its 2020 target at 128 gallons per capita per day. For the 2020 UWMP, Tully & Young will evaluate the actual gross water use in 2020 for comparison to this target. If necessary, considerations to adjust the gross water use using the allowed adjustments, including possible recognition of higher residential use due to recent “stay at home” orders, to prepare the required compliance daily per capita water use value, pursuant to 10608.24(d). This analysis will be incorporated into the 2020 UWMP.
Task 2.9 – Water Supply Projections Tully & Young will prepare a comprehensive water supply analysis consistent with all statutory requirements and addressing the District’s short-term and long-term water supply reliability. The 2020 UWMP Guidebook encourages preparation of a monthly water supply assessment. The new assessment methodology characterizes and evaluates (a) 2020 water supplies; (b) SWRCB Electronic Annual Reporting (eAR) comparison; (c) a normal year water supply; (d) a single dry year water supply; (e) the water supply during five consecutive dry years; and (e) a water supply analysis in five-year increments from 2025 through 2045. The single comprehensive water supply table in the 2020 Guidebook will allow the District to organize all quantitative information related to its current and future water assets.
Tully & Young will focus on the management of the District’s water assets to best meet future water supply requirements. The analysis will also specifically address the shortage conditions applicable to the District. Tully & Young’s water supply analysis will also provide the basis for preparing the District’s Drought Risk Assessment, Annual Assessment, and Water Shortage Contingency Plan. Preparing the in-depth water supply analysis serves as a catalyst for preparing numerous other water planning requirements mandated under California law. Tully & Young will prepare complete water supply projection tables and qualitative water supply analysis for inclusion in the District’s 2020 UWMP.
Tully & Young will also provide a brief narrative on the energy intensity of the District’s water supplies as required under the UWMP Act. This item will be coordinated with MWA and the retail agencies.
Task 2.10 – Recycled Water Supply To save time and money, Tully & Young will review the 2015 recycled water discussion and, following consultation with the District and review of the Recycled Water Master Plan, update the element as appropriate for 2020.
Task 2.11 – Current and Future Groundwater Supplies The District overlies the Alto Subarea subbasin as noted in the Mojave Basin Area Adjudication (Adjudication). Tully & Young have reviewed the Adjudication in great detail and have analyzed the 2018-19 Water Master Report issued on May 1, 2020 and the accompanying Appendix H that identifies the District’s 2020-2021 Free
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Production Allowance. Tully & Young will pay close attention to the intricacies of characterizing the groundwater use in the area and attributing that use to the various supply inputs, including those that make up the FPA, that are available in the region. The characterization of available groundwater will be coordinated with MWA and other retailers subject to the Adjudication.
Task 2.12 – Water Quality Data Tully & Young will use the water quality analysis developed in the District’s 2015 UWMP as the baseline assessment of water quality issues in the 2020 UWMP. Tully & Young will work with the District to address any additional water quality considerations that have arisen since the 2015 UWMP and provide a narrative for the 2020 UWMP.
Task 2.13 – Potential Supplemental Water Supplies Tully & Young will examine opportunities for the District to augment its potable and non-potable water supplies. Tully & Young will address these types of supplemental water supply issues in accordance with the District’s direction. Tully & Young will provide a supplemental water supply narrative for the 2020 UWMP.
Task 2.14 – Water Transfers and Exchanges Tully & Young will revisit the District’s opportunities to transfer and exchange water supplies in the context of the Adjudication and responsibilities of MWA. Tully & Young will provide a water transfer and exchange narrative for the 2020 UWMP.
Task 2.15 – Climate Change Considerations Climate considerations are becoming one of the most pressing issues in assessing long-
term water reliability. DWR is preparing detailed guidance for the 2020 UWMP Guidebook to address climate change conditions for future water supply planning. This guidance has already been used in developing Sustainable Groundwater Management Act long-term supply reliability in high-priority groundwater basins. Tully & Young will synthesize DWR’s Guidebook recommendations with the District’s Climate Action Plan items that impact future water supply projections. Tully & Young will also provide a climate change narrative in the 2020 UWMP.
Task 2.16 – Supply versus Demand Assessment The supply versus demand assessment provides the fundamental conclusions that drive urban water management planning and all legal requirements incorporated in the Urban Water Management Planning Act. A robust assessment is derived from the water demand and water supply analyses. The integrated analysis has far more utility now under the revised UWMP laws. Specifically, the analysis will be the technical backbone for the District’s Drought Risk Assessment, Annual Assessment, and Water Shortage Contingency Plan. Accordingly, Tully & Young will provide the necessary analytical rigor to all aspects of the 2020 UWMP to provide a logical and thoughtful final supply versus demand assessment. The final deliverables here will be a comprehensive analysis that incorporates the information from all other sections in Task 2 and represents a practical examination of District’s risks of shortage. This assessment will be incorporated directly into the Administrative Draft 2020 UWMP and
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include the completion of all tables required by DWR.
Task 2.17 – Water Shortage Contingency Plan The Water Shortage Contingency Plan requirements for the 2020 UWMP have been significantly revised since the 2015 UWMP cycle. Specifically, the District is required to prepare a WSCP that includes 10 prescriptive elements as mandated by the Legislature in Water Code section 10632(a). The 10 elements are summarized as follows:
1. The water supply reliability analysis conducted pursuant to WC section 10635
2. The procedures for the AA including decision-making process and key data inputs
3. Six standard water shortage levels from 10% through greater than 50% shortage
4. Shortage response actions aligned with the shortage levels
5. Communication protocols for informing the public, local agencies, and the State
6. Customer compliance and exemption procedures for meeting triggered shortage actions
7. A description of legal authorities empowering the District to implement and enforce shortage actions
8. A description of financial consequences of drought conditions
9. Monitoring and reporting procedures to ensure data utility and customer compliance
10. Reevaluation and improvement procedures to assess utility of WSCP
Tully & Young will assess the District’s existing water ordinances and the provisions included in its 2015 UWMP to determine
the best methodology to integrate the existing WSCP representations with the new legislative mandate. Where existing policies are not documented, Tully & Young will assist the District with developing appropriate policy language and narrative text for incorporation into the WSCP. Tully & Young will prepare the WSCP summary for inclusion in the 2020 UWMP.
Additionally, Tully & Young will prepare a brief narrative discussing the local County hazard mitigation plan and its relationship to the seismic risk to the District’s water delivery infrastructure. This seismic narrative is a new requirement for 2020 UWMPs.
Task 3: Draft UWMPs and Final UWMP
S Provide notice to interested Stakeholders of the District’s intent to prepare the 2020 UWMP Update
S First Draft 2020 UWMP: Tully & Young will prepare a First Draft 2020 UWMP that reflects the District’s information and input during the preparation process.
S Second Draft 2020 UWMP: Tully & Young will prepare the Second Draft 2020 UWMP based upon comments received from the District on the First Draft 2020 UWMP. The Second Draft 2020 UWMP will be circulated to the appropriate public locations, including electronic copies for the Board.
S Final 2020 UWMP: Tully & Young will meet with the District once all comments are received, including any received as part of the public hearing, to consolidate comments into the Final 2020 UWMP in
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accordance with Board direction. Within 30 days of the District’s adoption, Tully & Young will forward an electronic version of the Final 2020 UWMP on the District’s behalf to CA DWR, the California State Library, and other interested public and private stakeholders.
Task 3 Deliverables: S Draft language for District’s use in
notices S First and Second Draft 2020 UWMP in
PDF format S Final 2020 UWMP in Word and PDF
format with five (5) hard copies S Final submittal to CA DWR
o Final document submittal in required DWR formats
o Complete all DWR database tables
Task 3.1 – 2020 Urban Water Management Plan Notice Tully & Young will work with the District to prepare notification to interested stakeholders, Mojave Water Agency, San Bernardino County, and other neighboring water purveyors of the District’s intent to develop its 2020 UWMP Update. Although this action is not required by statute, Water Code section 10642 encourages “active involvement of diverse social, cultural, and economic elements of the populations within the service area prior to and during the preparation of both the [UWMP] and the water shortage contingency plan.” The notification contemplated in this section is a simple form email that can be easily distributed to stakeholders and public agencies. We also suggest including a notice of intent to initiate the UWMP in a Board Meeting agenda. This task is specifically identified as an initial action that
is related to the broader public outreach actions and legally required public notice actions. Tully & Young will prepare relevant notice material, and the District will be responsible for distributing as appropriate.
Task 3.2 – Prepare First Draft 2020 UWMP Tully & Young will utilize the independent chapter deliverables developed in Task 2 to construct the First Draft 2020 UWMP. This draft will incorporate all relevant information gathered in the 2020 UWMP process and will have been thoroughly vetted with the District prior to inclusion. Tully & Young will prepare the First Draft 2020 UWMP as though it is a final document that will be submitted to DWR for review. This high professional standard is imperative to providing the District with a definitive UWMP that can be critically reviewed and studied.
Task 3.3 – First Draft Discussion Tully & Young will present the First Draft 2020 UWMP to the District staff 2. Tully & Young will prepare all materials for the presentation and Tully & Young will participate via videoconference.
Task 3.4 – Prepare Public Review Draft 2020 UWMP Upon completion of the District’s review of the First Draft 2020 UWMP, Tully & Young will incorporate the District’s comments into the Second Draft 2020 UWMP. This draft will be widely distributed as directed by the District. Tully & Young will, at a minimum, follow the statutory guidelines for notice and distribution of the Second Draft 2020 UWMP to MWA and San Bernardino County. Tully & Young will also coordinate with the District on additional direct Public
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Review Draft distribution in accordance with Government Code section 6066, and publish on District’s website, in order to solicit additional comments from interested stakeholders. This coordination will also reflect the public notification actions undertaken at the outset of the project.
Task 3.5 – Prepare Final 2020 UWMP and Public Hearings Tully & Young will gather any comments received on the Second Draft 2020 UWMP and coordinate responses and changes, if any, with the District. Tully & Young will then prepare a Final 2020 UWMP that will be used in the District’s legally required public hearing and adoption process. Tully & Young will prepare the materials for this meeting as directed by the District. Tully & Young will attend via video-conference the public hearing and Board adoption, provide presentation guidance, and address public comments and Board comments, as directed.
Task 3.6 – Coordinate Formal Submittal and Distribution Upon the Board’s adoption of the Final 2020 UWMP, Tully & Young will formally submit it to DWR, the California State Library, MWA, San Bernardino County, and other stakeholders, as necessary. Tully & Young will provide the District with five (5) hard copies of the final document as well as electronic versions in both Word and PDF formats. Tully & Young will also use DWR’s online reporting database to complete all database tables and facilitate acceptance by DWR of the submitted UWMP.
Task 4: Board Meetings
Task 4 Deliverables: S Draft coordination letters and notices
required by CWC Sections 10621(b); Section 10620(d)(2); and Section 10642;
S Present at one (1) Board meeting Task 4 Deliverables: S Draft and final versions of all outreach
letters, notices, and other materials S Meeting agendas and minutes S Presentation materials (e.g., handouts) Task 4.1 – Prepare Notices and Support Public Outreach Tully & Young recognizes that a successful UWMP process requires thoughtful public outreach and stakeholder input, not only in developing work products but also in finalizing them. Tully & Young will develop the coordination letters and notices required by the Urban Water Management Planning Act as well as notices and letters that solicit stakeholder input and comments beyond those required by law, such as the notice identified in Task 3.1.
Task 4.2 – Present UWMP at Board Meeting Tully & Young will present materials at a Board Meeting identified in Task 3.3. Tully & Young will provide all presentation materials, including agendas, minutes, and PowerPoint slides and will coordinate presentation objectives with the District.
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Task Principal
Planning
Director
Sr. Res.
Plan/Eng.
Res.
Plan/Eng.
Admin
Analyst Totals
1.1: Project Kick-Off Meeting 4 2 2 8
1.2: Project Management 4 4 4 12
1.3: Quality Assurance/Quality Control 8 4 6 18
Subtotal (hours) 16 4 4 2 12 38
2.1 Reference Materials 4 4 6 14
2.2 Data Request 2 2 4
2.3 Water System & Service Area Description 3 3 6
2.4 Current & Future Population Estimates 1 3 4
2.5 Water Demand & Conservation Projections 10 4 12 26
2.6 Evaluation of Conservation & DMM 4 10 14
2.7 System Water Loss Report 1 2 3
2.8 SB x7-7 & GPCD Analysis 2 4 6 12
2.9 Water Supply Projections 6 6 12
2.10 Recycled Water Supply 2 4 6
2.11 Groundwater Supplies 2 4 6
2.12 Water Quality Data 1 2 3
2.13 Supplemental Water Supplies 1 2 3
2.14 Water Transfers & Exchanges 1 2 3
2.15 Climate Change Considerations 6 5 11
2.16 Supply vs. Demand Assessment 5 5 10 20
2.17 Water Shortage Contingency Plan 2 4 6 12
Subtotal (hours) 53 13 11 82 0 159
3.1 2020 UWMP Notice 1 2 5 8
3.2 Prepare First Draft 2020 UWMP 18 12 5 32 5 72
3.3 First Draft Presentation 2 2 5 9
3.4 Public Review Draft 2020 UWMP 5 5 5 15
3.5 Final 2020 UWMP & Hearings 6 8 5 19
3.6 Final Submittal & Distribution 2 3 6 11
Subtotal (hours) 34 15 7 53 25 134
4.1 Notices & Public Outreach 2 4 6
4.2 Present UWMP at Board Meeting 4 4 4 12
Subtotal (hours) 6 0 0 4 8 18
Total Labor Hours 109 32 22 141 45 349
Labor Rates ($/hr) $225 $205 $185 $155 $75 --
Total Labor Costs $24,525 $6,560 $4,070 $21,855 $3,375 $60,385$300
$60,685
Task 1: Project Administration, Management & Coordination
Task 2: Data Collection, Analysis & Evaluation
Tully & YoungFee Proposal
Project Total
Total Fee Proposal
Estimated Printing Costs
Task 3 - Draft UWMPs and Final UWMP
Task 4 - City Council Meetings
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Agenda Item No: 4.C
Board of Directors Staff ReportMeeting Date: December 2, 2020Submitted by: Jonathan AbadescoPresented by: Jonathan P. Abadesco, Chief Financial OfficerAgenda Section:
Subject:FINANCIAL STATEMENTS FOR THE YEAR ENDED SEPTEMBER 30, 2020
Recommendation:Staff to provide a report. For information only. No action required.
Fiscal Impact:N/A
Background:Staff has reviewed the statement of revenues, expenses and changes in net position for the water fund throughSeptember 2020, and the statement of revenues and expenses for the wastewater fund through September2020.
WATER FUND:The results for the year, which ended September 2020 shows a change in the net position of $(40,500)compared to the budgeted change in net position through September 2020 of $109,361. The differencebetween actual and budgeted change in net position resulted to a negative variance of $(149,862).
Major highlights of the difference are as follows:a. Operating revenues - negative variance of $(61K) primarily due to the District not charging delinquent fees(under other revenues) to customers as a result of the COVID-19 pandemic;b. Operating expenses - positive variance of $97K, primarily due cost savings of $211K for both transmissionand distribution/CRP and administrative expenses of $104K, and $107K, respectively as a result of theCOVID-19 pandemic. The District purchased 327 acre feet more than the budget from July 1, 2020 throughSeptember 30, 2020;c. Non-Operating Revenues - negative variance of $(309K) primarily due to timing difference in receivingproperty tax revenues from the County of San Bernardino (budget amount is $410K); andd. Capital Contributions - positive variance of $123K due to meter sales and new installations exceeding theDistrict's quarter target by 18 meters.
WASTEWATER FUND:The results for the year ended September 2020 reflect an operating loss of $(348,037) compared to thebudgeted operating loss through September 2020 of $(115,753). The difference between actual and budgetedchange in net position resulted to a negative variance of $(232,284), primarily due to the timing of collection ofsewer connection revenues from property taxes for the period of November 2019 through June 30, 2020.
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Attachments:September 30, 2020 Financial Statements - Water Fund.pdf
September 30, 2020 Financial Statements - Wastewater Fund.pdf
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Variance VarianceBudget Actual Fav / (Unf) Budget Actual Fav / (Unf)
Operating revenues $ 2,526,486 2,465,044 (61,442) 2,526,486 2,465,044 (61,442)
Less: Operating expenses (2,617,600) (2,520,567) 97,033 (2,617,600) (2,520,567) 97,033
Operating income before depreciation & amortization (91,114) (55,523) 35,591 (91,114) (55,523) 35,591
Less: Depreciation & amortization (562,453) (562,453) (0) (562,453) (562,453) (0)
Operating income / (loss) (653,567) (617,976) 35,591 (653,567) (617,976) 35,591
Non-operating revenue / (expense), net 698,749 389,834 (308,914) 698,749 389,834 (308,914)
Net income / (loss) before 45,181 (228,142) (273,323) 45,181 (228,142) (273,323) capital contributions
Capital contributions 64,180 187,642 123,462 64,180 187,642 123,462
Change in net position 109,361 (40,500) (149,862) 109,361 (40,500) (149,862)
Net position, beginning of period 42,272,703 42,272,703
Net position, end of period $ 42,232,202 42,232,202
Hi-Desert Water District
Statement of Revenues, Expenses and Changes in Net Position - Water Fund
For the Quarter Ended September 30, 2020
(UNAUDITED)
QUARTER ENDED SEPTEMBER 2020 YEAR TO DATE - SEPTEMBER 2020
36
Variance VarianceOperating revenues: Budget Actual Fav / (Unf) Budget Actual Fav / (Unf) Notes
1 Water consumption sales $ 2,048,272 2,093,825 45,553 2,048,272 2,093,825 45,553 2 Service fees - Fixed monthly charges 358,866 356,215 (2,651) 358,866 356,215 (2,651) 3 Standby fees 44,250 - (44,250) 44,250 - (44,250) 14 Other charges 75,097 15,004 (60,093) 75,097 15,004 (60,093) 2
Total operating revenues $ 2,526,486 2,465,044 (61,442) 2,526,486 2,465,044 (61,442)
Notes:1 Standby Fees - under budget due to timing difference as to when payments are received and recorded from the County of San Bernardino.2 Other charges has a difference of $60K primarily due to the District not charging delinquent fees to customers as a result of the
COVID-19 pandemic.
Hi-Desert Water District
Operating Revenues
For the Quarter Ended September 30, 2020
(UNAUDITED)
QUARTER ENDED SEPTEMBER 2020 YEAR TO DATE - SEPTEMBER 2020
Water consumption sales
2,093,825 85%
Connection fees & surcharges356,215 14%
Other charges15,004 1%
FY 20/21 OPERATING REVENUE
37
Variance VarianceOperating expenses: Budget Actual Fav / (Unf) Budget Actual Fav / (Unf) Notes
1 Source of supply $ 364,980 565,665 (200,685) 364,980 565,665 (200,685) 12 Pumping & water treatment/Production 547,732 484,897 62,835 547,732 484,897 62,835 3 Transmission & distribution/CRP 452,555 348,967 103,588 452,555 348,967 103,588 24 Customer service/Billing/Acctg 365,850 341,856 23,993 365,850 341,856 23,993 5 Administrative 886,484 779,182 107,302 886,484 779,182 107,302 3
Total operating expenses $ 2,617,600 2,520,567 97,033 2,617,600 2,520,567 97,033
Notes:1 Source of supply is over budget by $200k through September 2020. The District has purchased 877 acre feet (AF) of water
which is over budget by 327 AF. The budget is to purchase 2,200 AF of water for FY 2021.2 Transmission and Distribution/CRP . Actual amount is under budget by $104k primarily due to the following:
a. Materials/Services ( $-52K ) - One-time Asphalt Repair Work at Shop/OWS Facilities ($52k). b. CRP ($159k) - Cost savings on Wages/Benefits $125k and Operating Supplies/Materals $34K, as a result of COVID-19.
3 Administrative . Actual amount is under budget by $107k primarily due to the following: a. Wages/Benefits ($65k) - Savings on wages and benefits due to COVID-19 (two open positions). b. IT Supplies and Services ($21k) - IT Supplies and Services were lower compared to the 1st Quarter budget of ($55K). c. Services ($109k) - the following professional services were under budget for the during the 1st Quarter: Services ($30k), Legal Service ($49k), Government Fees ($23k), and Engineering Service ($7k). d. Travel Expenses ($18k) - Cost Savings due to Covid-19 - Staff ($11k)and Directors ($7k). e. Public Outreach ($16k) - Cost Savings due to Covid-19. f. Membership Dues ($11k) - Timing of when memberships come due. g. Auto & Liability Insurance Expense ( -$89k ) - Over budget due to annual premium was paid in full during the 1st Quarter. h. Property Insurance Expense (- $44k ) - Over budget due to annual premium was paid in full during in the 1st Quarter.
Hi-Desert Water District
Operating Expenses
For the Quarter Ended September 30, 2020
(UNAUDITED)
QUARTER ENDED SEPTEMBER 2020 YEAR TO DATE - SEPTEMBER 2020
Source of Supply565,665 22%
Pumping & Water Treatment484,897 19%
Transmission & Distribution/CRP
348,967 14%
Customer/Field Service Billing & Acctg
341,856 14%
Administrative779,182 31%
FY 20/21 OPERATING EXPENSES
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Variance VarianceNon-operating revenue / (expense): Budget Actual Fav / (Unf) Budget Actual Fav / (Unf) Notes
1 Property taxes and assessments $ 410,550 - (410,550) 410,550 - (410,550) 12 Interest earnings 31,876 20,426 (11,450) 31,876 20,426 (11,450) 3 CRP Surcharge 283,533 392,067 108,533 283,533 392,067 108,533 24 Interest Exp-Bond, Series 2013 (34,895) (34,363) 533 (34,895) (34,363) 533 5 Other non-operating revenues, net 7,684 11,704 4,019 7,684 11,704 4,019
Total non-operating revenues (expenses), net $ 698,749 389,834 (308,914) 698,749 389,834 (308,914)
Notes:1 Property Taxes and Assessments - under budget due to timing difference as to when payments are received and recorded
from the County of San Bernardino.2 CRP Surcharge . Actual amount exceeded budget by $108K due to the effects of water rate increases effective July 1, 2020.
Hi-Desert Water District
Non-Operating Revenues (Expenses), net
For the Quarter Ended September 30, 2020
(UNAUDITED)
QUARTER ENDED SEPTEMBER 2020 YEAR TO DATE - SEPTEMBER 2020
Interest earnings20,426 4%
CRP Surcharge392,067 86%
Interest Exp‐Bond, Series 2013(34,363)‐7%
Other non‐operating revenues,
net11,704 3%
FY 20/21 NON‐OPERATING EXPENSES
39
Variance VarianceCapital contributions: Budget Actual Fav / (Unf) Budget Actual Fav / (Unf)
1 Meter sales $ 54,180 151,454 97,274 54,180 151,454 97,274 12 New installations 10,000 36,188 26,188 10,000 36,188 26,188 1
Total capital contributions $ 64,180 187,642 123,462 64,180 187,642 123,462
Notes:1 Meter sales and new installations . The District sold and installed 28 meters in the 1st Quarter ending September 2020
which exceeded the quarter budget of 10 meters.
Hi-Desert Water District
Capital contributions
For the Quarter Ended September 30, 2020
(UNAUDITED)
QUARTER ENDED SEPTEMBER 2020 YEAR TO DATE - SEPTEMBER 2020
Meter sales 151,454 81%
New installations36,188 19%
FY 20/21 CAPITAL CONTRIBUTIONS
40
Assets:
Current assets $ 17,493,006 Non-current assets 37,595,682
Total assets $ 55,088,688
Deferred outflows of resources 2,375,973
Liabilities and Net Position:
Current liabilities $ 1,659,387 Non-current liabilities 13,325,576
Total Liabilities 14,984,963
Deferred inflows of resources 247,496
Net position:
Total net position $ 42,232,202
Hi-Desert Water DistrictStatement of Net Position - Water Fund
For the Quarter Ended September 30, 2020(UNAUDITED)
41
12345678910111213141516
1718192021222324252627
28293031323334353637383940414243444546474849505152535455565758596061626364656869707172
737475
A B C D E F G
A B C DAssets
Current assets:1 Cash and cash equivalents 4,995,566 2 Accounts receivable , net 1,532,200 3 Inventory 483,042 4 Prepaid - pipeline 720,409 5 Prepaids - other 86,882 6 Accounts Rec - Wastewater 9,635,357 7 Other current assets 39,551
8 Total current assets 17,493,006
Non-current assets - capital assets9 Land 806,803
10 Easements 337,851 11 Wells, boosters, tanks, mains, hydrants & meters 57,637,674 12 Equipment 7,768,610 13 Recharge ponds & pipeline 3,474,804 14 Site #3 2,459,164 15 Blending Facility 792,739 16 Nitrate facility 2,738,124
17 Less: accumulated depreciation (39,024,882) 18 Total capital assets 36,990,888
Other non-current assets:19 Construction in process 594,161 20 Surety Policy 10,633 21 Total other non-current assets: 604,794
22 Total assets 55,088,688 Deferred outflows of resources
23 Deferred Outflows - CalPERS 1,484,057 24 Deferred Outflows - OPEB 891,916
25 Total assets and deferred outflows of resources 57,464,661
Liabilities and Net Assets
Current liabilities26 Accounts payable 712,460 27 Accrued liabilities 513,580 28 Loans, bonds and notes payable, current portion - 29 Customer deposits & prepaid meters 433,348 30 Total current liabilities 1,659,387
Non-current liabilities - long term debt31 Loans, bonds and notes payable 2,015,000 32 Bond Premium 227,283 33 Net OPEB Liability - GASB 75 5,318,570 34 Net Pension Liability - CalPERS 5,764,723 35 Total non-current liabilities - long term debt 13,325,576
36 Total Liabilities 14,984,963
Deferred inflows of resources 37 Deferred Inflows - CalPERS 211,558 38 Deferred Inflows - OPEB 35,938
247,496 Net assets:
39 Fund balance 42,272,703 40 Capital contributions 187,642 41 Current year earnings / (loss) (228,142)
Total net assets 42,232,202
42 Total liabilities and net assets 57,464,661
Hi-Desert Water DistrictStatements of Net Position
For the Quarter Ending September 30, 2020(UNAUDITED)
42
Checking Account, 1,339,170 , 27%
LAIF ‐ Unrestricted, 540,802 , 11%
LAIF ‐ Pipeline, 646,565 , 13%
LAIF ‐ Emergency, 404,138 , 8%
LAIF ‐ CRP, 459,775 , 9%
LAIF ‐ Water, 1,605,116 , 32%
BREAKDOWN OF CASH & RESERVESAS OF SEPTEMER 30, 2020
43
A B
July 1, 2020thru
Quarter Ending September 30, 2020Reconciliation of operating loss to net cash provided by September 2020 Year to Date operating activities:
1 Operating income / (loss) (228,142) (228,142)
2 Depreciation and amortization 562,453 562,453
Changes in assets and liabilities: (Increase) decrease in assets:
3 Accounts receivable - water sales and services, net (162,851) (162,851) 4 Accounts receivable - other 77,219 77,219 5 Accounts receivable - wastewater 2,805 2,805 6 Material and supplies inventory 27,912 27,912 8 Prepaid expenses 20,819 20,819
Increase (decrease) in liabilities:12 Accounts payable 468,058 468,058 13 Accrued expenses (97,422) (97,422) 16 Deposits and deferred revenue 9,175 9,175 19 Net cash provided by operating activities 680,026 680,026
Cash Used in Investing Activities:21 Construction in process / fixed asset additions (581,871) (581,871) 23 Net cash used in investing activities (581,871) (581,871)
Cash Used in Financing Activities:25 Note payable (460,000) (460,000) 26 Net cash used in financing activities (460,000) (460,000)
Cash Provided by Contributions:28 Meter sales 151,454 151,454 29 New installations 36,188 36,188 30 Total 187,642 187,642
31 Net Decrease in Cash (174,203) (174,203)
32 Cash - Beginning of the Period 5,169,769 5,169,769
33 Cash - End of the Period 4,995,566 4,995,566
Hi-Desert Water District
Statement of Cash Flows
For The Quarter Ending September 30, 2020
(UNAUDITED)
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Variance VarianceBudget Actual Fav / (Unf) Budget Actual Fav / (Unf) Notes
Operations and Maintenance Revenues:O&M Revenue Single Family Residence $ 214,118 53,980 (160,138) 214,118 53,980 (160,138) 1O&M Revenue Multi-Family 45,369 12,270 (33,100) 45,369 12,270 (33,100) 1O&M Revenue Mobile Home 17,748 538 (17,210) 17,748 538 (17,210) 1O&M Revenue Commercial 50,558 48,753 (1,805) 50,558 48,753 (1,805) 1
Total operating revenues 327,793 115,541 (212,252) 327,793 115,541 (212,252)
Operations and Maintenance expenses: O&M Expenses 443,546 463,578 (20,032) 443,546 463,578 (20,032) 2
Total operating expenses 443,546 463,578 (20,032) 443,546 463,578 (20,032)
Operating income $ (115,753) (348,037) (232,284) (115,753) (348,037) (232,284)
Notes:1 O&M Revenues - Private property connections started on November 4, 2019. There were 2,049 EDU's connected between
November 2019 through September 2020. EDU is Equivalent Dwelling Unit. The revenue from sewer connections from November 2019 through June 2020 will be collected from property taxes between November through December 2020
2 O&M Expenses increase by $20K primarily due to the following: a. Services - Maintenance Agreement for Lab Equipment amounting to $18.5k.
QUARTER ENDED - SEPTEMBER 2020 YEAR TO DATE - SEPTEMBER 2020
Hi-Desert Water District
Statement of Revenues and Expenses - WASTEWATER FUND
For the Year Ending September 30, 2020
(UNAUDITED)
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Agenda Item No: 4.D
Board of Directors Staff ReportMeeting Date: December 2, 2020Submitted by: Codi MixPresented by: Codi Mix, Board Secretary/Community Outreach CoordinatorAgenda Section:
Subject:2021 ELECTION OF OFFICERS FOR HI-DESERT WATER DISTRICT BOARD OF DIRECTORS
Recommendation:Board to nominate and elect a President and a Vice-President for 2021. Officers are to take their new positionsat the meeting following the vote.
Fiscal Impact:None
Background:H-Desert Water District (District) holds nominations and elections for President and Vice-President each yearat the first Board meeting in December. The responsibilities of each position are as follows:
The President will perform the following duties: 1. Sign all contracts on behalf of the District;2. Preside over all meetings of the Board;3. Appoint all committees authorized by the Board;4. Perform all other duties imposed by the Board or prescribed by law.
The Vice-President will perform the following duties: 1. In the absence of the President, perform all duties of the President.2. Perform all other duties imposed by the Board or prescribed by law.
Election Procedures: For each office, nominations are received and then the Board Secretary takes a roll-call vote. Each member ofthe Board will state his or her nomination for the position of office that the secretary calls. Nominations for the President position occur first, followed by a roll-call vote and then the same for VicePresident. The President and Vice President will be indicated by the highest number of votes, but not less thanthe majority (three votes). The nomination process and Elections section of the District Code have beenattached for review.
Officers are to take their new positions at the meeting following the vote.
Attachments:HDWD Nomination Process for Board Officers.pdf
46
HDWD Code Chapter 1.30 ELECTIONS.pdf
47
Below is the procedure for the nomination process:
How to call for Nominations:
The President calls for nominations by saying, "Nominations are now in order for the office of President."
Any member of the Board may then call out their nomination.
Example: "I nominate Mr. John Smith" (first motion). A second motion to confirm the nominee is necessary per the District Code to proceed onto a roll-call vote.
The President then announces, "Mr. John Smith has been nominated for the position of President."
Once it appears that all nominations are on the floor, the President says, "Are there any further nominations?"
Once there are no other nominations the President says, "Nominations are now closed."
A roll-call vote will be conducted by the secretary. When called on, each Director needs to state which nominee they are voting for. A minimum of three directors must vote for a nominee in order for he or she to take office.
The process is then repeated for election of Vice President.
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Chapter 1.30ELECTIONS
Sections:1.30.010 Elections.1.30.020 When elections are held.1.30.030 Vacancies.1.30.040 Incompatible offices.1.30.050 Oath of office.1.30.060 Election of president and vice-president.1.30.070 Solicitation of political contributions.1.30.080 Candidate’s statement.
1.30.010 Elections.
A. The term of office for each director, other than directors first elected or directors appointed to fill anunexpired term, shall be four years.
B. If a director is appointed to fill a vacancy that occurred in the first half of a term of office and at least 130days prior to the next general district election, that director shall hold the office until the next general districtelection that is scheduled 130 or more days after the date the district board is notified of the vacancy anduntil the person who is elected at that election to fill the vacancy has been qualified. A director appointed tofill a vacancy at any other time shall serve the balance of the unexpired term of office.
C. If a director is elected to fill a vacancy, they shall hold office for the unexpired balance of the term of theoffice. [Res. 08-19 § 1C 2040.1].
1.30.020 When elections are held.
The board of directors of the Hi-Desert Water District will hold elections in even-numbered years with thestatewide general election beginning November 2008. [Res. 08-19 § 1C 2040.2].
1.30.030 Vacancies.
A. All vacancies occurring in the office of director shall be filled pursuant to Section 1780 of the GovernmentCode. The district shall notify the San Bernardino County registrar of voters of the vacancy within 15 days ofeither the effective date of the vacancy or of receiving notice of the vacancy, whichever is later. Within 60days of the vacancy, a majority of the remaining members of the district board shall vote to either appoint anew director or call an election to fill the vacancy.
B. If a majority of the remaining members of the district board votes to appoint a new director, they shall posta notice of the vacancy in three or more conspicuous places in the district at least 15 days before the boardmakes the appointment. The board shall then make the appointment within 60 days after either the effectivedate of the vacancy or the date the district board is notified of the vacancy, whichever is later.
C. If a majority of the remaining members of the district board votes to call an election to fill the vacancy, the
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election is to be held 130 or more days after the date the district board calls the election.
D. If within 90 days of the date the district board is notified of a vacancy or the effective date of a vacancy,whichever is later, and if the vacancy has not been filled and no election has been called for, then the districtboard shall call an election to be held 130 days or more after the date of notification to fill the vacancy.
If the number of remaining members of the district board falls below a quorum, then a remaining member ofthe district board may request the appropriate board of supervisors to promptly appoint or call an election tofill only enough vacancies to provide the district board with a quorum. [Amended during 2010 codification;Res. 08-19 § 1C 2040.3].
1.30.040 Incompatible offices.
Any board member appointed or elected to a public office or another public entity will forfeit the first officeupon taking the second. Under Government Code Section 1099, offices are incompatible under any of thefollowing circumstances unless the simultaneous holding of the office is compelled or expressly authorizedby law:
A. Either office may audit, overrule, remove members of, dismiss employees of, or supervise the other officeor body;
B. Based on the powers and jurisdictions of the offices, there is a possibility of a significant clash of duties orloyalties between the offices;
C. Public policy considerations make it improper for one person to hold both offices. [Res. 08-19§ 1C 2040.4].
1.30.050 Oath of office.
Before entering upon the duties of office, each director shall take and subscribe the official oath and file itwith the secretary of the district. The oath of office may be taken before the secretary or any officerauthorized by law to administer oaths. [Res. 08-19 § 1C 2040.5].
1.30.060 Election of president and vice-president.
The board of directors elects, from among its members, a president and vice-president to serve as officers.
A. The president will perform the following duties:
1. Sign all contracts on behalf of the district;
2. Preside over all meetings of the board;
3. Appoint all committees authorized by the board;
4. Perform all other duties imposed by the board or prescribed by law.
B. The vice-president will perform the following duties:
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1. In the absence of the president, perform all duties of the president.
2. Perform all other duties imposed by the board or prescribed by law.
C. The president and vice-president will be elected on an annual basis at the first meeting in the month ofDecember. Such election will be done with a nominating motion, a second and a majority vote.
D. The president and vice-president may serve in their capacities for one year, or until a vacancy occurs, oruntil removal by an affirmative vote of a majority of the members of the board of directors. No term limitsapply on individual directors serving as president or vice-president.
E. The president of the board of directors shall appoint, on an annual basis, board-authorized committeesfrom among its members, no later than the first meeting in January. [Res. 08-19 § 1C 2040.6].
1.30.070 Solicitation of political contributions.
Government Code Section 3205 prohibits board members from soliciting political funds or contributions atdistrict facilities or from district employees. A board member will not accept, solicit or direct a politicalcontribution from district vendors or consultants who have a material financial interest in a contract or othermatter while that contract or other matter is pending before the district. A director will not use the district’sseal, trademark, stationery or other indication of the district’s identity, or facsimile thereof, in any solicitationfor political contributions contrary to state or federal law.
Government Code Section 3205.5 prohibits anyone who holds, or who is seeking election or appointment to,any office to, directly or indirectly, offer or arrange for any increase in compensation or salary for anemployee or a state or local agency in exchange for, or a promise of, a contribution or loan to any committeecontrolled directly or indirectly by the person who holds, or who is seeking election or appointment to, anoffice. A violation of this section is punishable by imprisonment in a county jail for a period not exceedingone year, a fine not exceeding $5,000, or by both imprisonment and fine. [Amended during 2010codification; Res. 08-19 § 1C 2040.7].
1.30.080 Candidate’s statement.
Board members will not include false or misleading information in a candidate’s statement for a generaldistrict election filed pursuant to Election Code Section 13307. Payment for the cost of candidate’sstatement shall be borne by the candidate. [Res. 08-19 § 1C 2040.8].
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The Hi-Desert Water District Code is current throughOrdinance 85, passed January 6, 2016, and Resolution 18-22,passed October 24, 2018.Disclaimer: The Hi-Desert Water District has the official version ofthe Hi-Desert Water District Code. Users should contact the Hi-Desert Water District for ordinances and resolutions passedsubsequent to the ordinance and resolution cited above.
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Agenda Item No: 7.A
Board of Directors Staff ReportMeeting Date: December 2, 2020Submitted by: Codi MixPresented by: Agenda Section:
Subject:UPCOMING AGENDA ITEMS
Recommendation:For review and discussion only. No action required.
Fiscal Impact:N/A
Background:Agenda items previously requested by the Board of Directors.
Attachments:Matrix.pdf
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