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HomeMy WebLinkAbout09-25-06 Board PacketOTAY WATER DISTRICT SPECIAL MEETING BOARD OF DIRECTORS Location of meeting: SYCUAN RESORT 3007 DEHESA ROAD EL CAJON,CALIFORNIA MONDAY September 25,2006 9:00 A.M. AGENDA 1.ROLL CALL 2.PLEDGE OF ALLEGIANCE 3.APPROVAL OF AGENDA 4.PUBLIC PARTICIPATION -OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO SPEAK TO THE BOARD ON ANY SUBJECT MATTER WITHIN THE BOARD'S JURISDICTION BUT NOT AN ITEM ON TODAY'S AGENDA WORKSHOP 5.PRESENTATION OF ETHICS TRAINING (CALDERON)[1 hour] 6.FISCAL YEAR-END 2006 STRATEGIC PLAN UPDATE REPORT (STEVENS)[30 minutes] 7.DISCUSSION WITH EMPLOYEE ASSOCIATION REPRESENTATIVES [30 min- utes] 8.DISCUSSION AND AMENDMENT OF BOARD OF DIRECTORS POLICY NO.8, DIRECTORS COMPENSATION,REIMBURSEMENT OF EXPENSES AND GROUP INSURANCE BENEFITS [30 minutes] 9.DISCUSSION OF REGIONAL MATTERS (WATTON)[30 minutes] 10.ADJOURNMENT 1 All items appearing on this agenda,whether or not expressly listed for action,may be de- liberated and may be subject to action by the Board. If you have any disability which would require accommodation in order to enable you to participate in this meeting,please call the District Secretary at 670-2280 at least 24 hours prior to the meeting. Certification of Posting I certify that on September 22,2006,I posted a copy of the foregoing agenda near the regular meeting place of the Board of Directors of Otay Water District,said time being at least 24 hours in advance of the special meeting of the Board of Directors (Government Code Section §54954.2). Executed at Spring Valley,California on September 22,2006. 2 AGENDA ITEM 6 STAFF REPORT TYPE MEETING:Board Workshop MEETING DATE:September 25, ant General Manager,Administration and Finance APPROVED BY:German Aiva (Chief) DIV.NO. 2006 W.O.lG.F.NO:SUBMITTED BY:Geoffrey St Information APPROVED BY: (Asst.GM): SUBJECT:Year-End FY 2006 Strategic Plan and Performance Measures Results GENERAL MANAGER'S RECOMMENDATION: No recommendation.This is an informational item only. COMMITTEE ACTION: None.Item is being presented at a Board Workshop. PURPOSE: Provide an informational update to the Board on the District's 2006 fiscal year-end results for: •Strategic Plan Objectives •Performance Measures ANALYSIS: Staff reports to the Board twice per year on progress regarding the District's Strategic Plan.Overall results for strategic plan objectives are positive with 67 of 69 or 97%of objectives being ahead,completed,or on schedule.Only 2 objectives are on hold or behind schedule.Eighteen additional items are scheduled to start in FY2007 and FY 2008 as the plan is a three year plan covering FY 2006 to FY 2008. Overall results for performance measures were slightly below our target of 75%.In FY 2006,24 of 36 (66%)performance measures were on target and 12 of 36 were below target.In several cases the margin of error in "not meeting the target"was very slight, for example our call center answer rate was 95%versus the target of 97%. As a final measure of overall performance,we evaluate the District's progress against a Balanced Scorecard perspective.The Balanced Scorecard looks at the District from four perspectives: •Customer Service •Financial •Business Processes •Learning and Growth. Results here are generally positive.We meet performance expectations for strategic plan objectives in each perspective. In terms of performance measures,however,three of four areas need some minor improvement,highlighting the need for additional attention on performance measures. The Senior Team meets regularly during the year to review strategic plan performance and to seek ways to improve the plan. In FY 2007 we will be strengthening the linkage between the District's performance measures and the industry standard benchmarking survey (Qualserve)produced by AWWA. FISCAL IMPACT: None at this time. STRATEGIC GOAL: Strategic Plan and Performance Measure reporting is a critical element in providing performance reporting to the Board and staff. LEGAL IMPACT: None General Manager Strategic Plan,Performance Measures,and Balanced Scorecard Chart Strategic Plan Objectives FY 2006 Year-End Results 67 970/0 *18 items were not included as they are scheduled to start in 2007 &2008 plan Completed,Ahead,On Schedule •Behind,On Hold Objectives:All Departments FY:2006 Quarter:4 Legend Completed Ahead of Schedule On Schedule Behind Schedule On Hold ED No RepodsaNotScheduled toStart Yet 18 o12 o 20 15 10 5 35 .--.-------------------------------------, 30 25 Complete Ahead On Sched Behind On Hold Total Objectives:87 No Report Not Started 10 1.1.2.2 3.2.2.1 2.1.1.2 IiJ 2.2.2.2 2.2.2.6 IiJ 1.2.4.1 IiJ 1.2.2.5 IiJ 1.2.3.4 1.1.1.1 1.2.1.4 IiJ 3.4.5.4 IiJ 1.3.1.2 IiJ 2.2.2.1 IiJ 2.2.2.3 IiJ 1.2.2.4 IiJ 1.1.2.3 1.1.2.1 ij]1.1.3.1 Objective Evaluate and Implement the Interactive Voice Response (IVR)System Obtain South Bay'sexcess capacity Explore adopting a Conservation-based Rate Plan gradually increasing the fixed rate percentage Develop comprehensive budget policies and guidelines Refine the overhead and direct charging policies Identify and promote opportunities for bi-national cooperation and understanding Expand outreach to elected local officials and community leaders to discuss the benefits of recycled water Develop quarterly articles for StarNews and Union Tribune feature Implement a standardized Potable and Recycled Water Customer Survey Expand partnerships with City of Chula Vista officials,developers,and community leaders Ensure that significant contracts receive legal review Promote the District's success in relevant areas by publishing white papers,applying for awards,and speaking at State and national conferences Evaluate key business processes to ensure adequate financial controls Perform routine financial audits Develop additional educational materials on beneficial uses of recycled water and best proactive case studies Improve customer access to their account information via the Web Enhance the District's Web Page and its links Provide secure and protected use of OIS information to employees on a 24 hour and mobile basis Lead Status Alcantara,C ..On Schedule Arbabian,M 8 On Schedule Beachem,J .,On Schedule Bell,R 8 On Schedule Bell,R On Schedule Buelna,A On Schedule Buelna,A .,On Schedule Buelna,A 80n Schedule Buelna,A 8 On Schedule Buelna,A 8 On Schedule Calderon,Y 8 On Schedule Cruz,S On Schedule Cudlip,J On Schedule Cudlip,J 8 On Schedule Granger,W On Schedule Henderson,E 80n Schedule Jenkins,B On Schedule Jenkins,B On Schedule 1 10 3.4.3.2 iJ 3.1.3.3 3.1.3.4 3.2.1.1 3.1.1.6 3.1.2.2 3.1.1.4 1.2.2.2 1.2.2.6 2.1.2.1 2.1.3.1 1.2.3.3 3.4.1.1 3.4.4.2 4.2.2.2 4.2.2.3 2.4.1.1 2.2.1.2 1.1.2.5 2.1.1.5 2.2.1.1 2.2.2.4 1.2.5.1 3.1.3.1 3.1.3.5 3.4.5.3 1.1.4.1 1.2.1.1 1.2.1.2 1.2.1.3 Ii1 1.2.3.5 Objective Update the District's records management program Perform cyber-security tests Implement a Business Resumption Plan (BRP) 1.Evaluate additional sewer customers in or near our District Improve existing and obtain additional inter-agency minor connections Evaluate potential groundwater sources Obtain the Lower Otay Treatment Water Supply Agreement from the City of San Diego for a total of26 million gallons per day (MGD). Promote acceptance of recycled water use in other geographic areas within the District's sphere of influence Replace the water that is currently pumped to Chula Vista with the new 6 MGD recycled water from the city of San Diego Aggressively pursue all relevant grants Evaluate potential real property trades,leases or sales to increase revenues Promote the District's infrastructure planning activities and high profile projects Fully integrate the Otay Information systems (OIS) Maximizethe districts use of mobile,GIS and GPS technologies including route planning for maintenance crews and meter readers and locations based services Perform a comprehensive Compensation Study Negotiate successor Memorandum of Understanding in FY 2008 Improve the District's financial reporting Update the District's Investment Policy Evaluate expanded use of multilingual communication program In coordination with operations prepare a long term Replacement and rehabilitation plan. Document the District's Reserve Fund Governance Policy Improve the readability ofthe budget document including description of line items and terminology Update and implement the District's Government and Public Relations Programs Complete 5-year physical security improvements Identify additional funding sources for security enhancements Develop and implement a legal training program as part ofthe next retainer agreement Develop enhanced outreach and communication programs to strengthen relationships with developers Continue to promote the Water Conservation Garden for increased community impact Increase the distribution of water conservation brochures in key public locations Increase the use ofeducational materials on the District's Web site Promote CWA's Splash Lab use by schools in District Lead Status Jenkins,B On Schedule Jenkins,B On Schedule Jenkins,B On Schedule Klaahsen,R •On Schedule Klaahsen,R •On Schedule Peasley,J •On Schedule Peasley,J On Schedule Peasley,J ..On Schedule Peasley,J •On Schedule Peasley,J •On Schedule Ripperger,R •On Schedule Ripperger,R On Schedule Stevens,G On Schedule Stevens,G •On Schedule Williamson,K 8 On Schedule Williamson,K On Schedule Bell,R o Behind Schedule Cudlip,J Ahead of Schedule Henderson,E Ahead of Schedule Arbabian,M @I Complete Beachem,J @I Complete Bell,R ~Complete Buelna,A QJ Complete Burpeau,D o Complete Burpeau,D @I Complete Calderon,Y o Complete Charles,D o Complete Granger,W o Complete Granger,W o Complete Granger,W @I Complete Granger,W o Complete 2 10 1.2.3.1 1.2.3.2 Ii]1.2.1.5 Ii]3.4.4.5 Ii]3.4.4.6 3.4.5.1 3.1.1.8 3.1.1.1 3.1.1.5 1.2.2.1 3.1.1.3 3.3.1.3 Ii]3.3.1.1. 3.3.1.2 3.1.1.2 4.2.2.4 Ii]4.3.5.1 4.4.1.1 4.5,1.1 2.1.1.4 1.1.2.6 2.1.1.1 2.2.2.5 2.2.2.7 2.3.1.2 2.3.1.3 Ii]4.1.2.1 1.1.2.4 1.1.1.2 1.1.1.3 1.1.1.4 Ii]3.4.3.1 Objective Evaluate effectiveness ofthe school education program Evaluate expansion of Metropolitan Water District's Learning Unit Program Explore the positive and negative impact of"mandatory"conservation programs Update the District's radio system and base stations Update the telecommunications infrastructure Develop a user friendly process for requesting legal services that encourage proactive use ofservices Explore opportunity to wheel CWAITransfer water through proposed private Mexican aqueduct Conduct value engineering studies during the CIP planning process to ensure Master plan is optimized and identify local and regional solutions Obtain an agreement with CWA/Helix for an additional 8 MGD Evaluate expanding the use of recycled water for single family residential in new developments Evaluate CIP budget development,monitoring,and reporting process Implement a comprehensive cathodic protection program Develop a comprehensive valve actuation program Develop a comprehensive hydrant flushing and unidirectional flushing program Implement 'constructability'reviews during the design process to minimize construction change orders Evaluate and improve recruiting programs and incentives for difficult to recruit positions Review and revise the Certification Incentive Program Develop and implement guidelines for collaborative improvement teams Finalize and Implement the District's Recognition and Reward Program Implement a long term facilities plan (Master Plan) Implement summary billing Implement a long-term financing plan to support the District's Master Plan Implement program budgeting Develop comprehensive management reporting Develop standard and flat fee methodology for key district services Assess and develop guidelines for life-cycle and activity-based costing in conjunction with IMS Develop a Long-Term Facility and Space Plan Implement automated notification procedure for planned or emergency maintenance,outages or boil-water notices Implement a Customer Comment Tracking Program Expand a Quality Control/Audit program to ensure quality customer service Implement an independent Customer Follow-up Program Document and manage knowledge transfer for core business processes Lead Granger,W Granger,W Granger,W Henderson,D Jenkins,B Nakatani,T Peasley,J Peasley,J Peasley,J Peasley,J Ripperger,R Ripperger,R Stalker,G Vaclavek,J Vaughan,P Williamson,K Williamson,K Williamson,K Williamson,K Arbabian,M Alcantara,C Beachem,J Bell,R Bell,R Cudlip,J Cudlip,J Dobrawa,S Guillory,J Henderson,E Henderson,E Henderson,E Jenkins,B Status @ Complete '"Complete @ Complete @ Complete @ Complete o Complete @ Complete Q Complete @ Complete @ Complete o Complete @ Complete o Complete o Complete @ Complete QI!Complete o Complete @ Complete o Complete On Hold o NotScheduled o Not Scheduled o Not Scheduled o Not Scheduled o Not Scheduled o Not Scheduled o Not Scheduled o Not Scheduled o Not Scheduled o Not Scheduled o Not Scheduled o Not Scheduled 3 10 Objective Lead Status [j}3.2.1.2 Evaluate alternatives for Chapman -close,expand,move?Klaahsen,R o Not Scheduled [j}3.4.2.2 Complete definition of "to be"processes Stevens,G o Not Scheduled [j}4.1.1.1 Develop Long-Term Staffing Plan Williamson,K o Not Scheduled [j}4.2.1.1 Promote the value of the District's compensation and benefits plan Williamson,K o Not Scheduled Ii2 4.5.2.1 Establish a repeatable Employee Survey Programand benchmark against others Williamson,K o Not Scheduled 0 4.3.4.1 Develop and implement a training needs assessment and implement appropriate recommendations.Williamson,K o Not Scheduled 4 Performance Measures FY06 Year-end Results On Target •Not on Target Performance Measures:All Departments FY:2006 Quarter:4 24 On Target Not on Target @ No Reports 0 0 Total Measures:36 Title Target Status i1 ER-4 Turnover Rate Less than 10%Williamson,K 8 Not On Target Ii]F-14 Overtime Percentage Less than 100%Bell,R 8 Not On Target ~SS-5 Lost Work Day Injuries 4 or less per year Burpeau,D Not On Target ii:l WC-2 Unaccounted for Water Loss 5%or less Bell,R e>Not On Target Ii]F-12 Return on Investments Meet or exceed 100%of LAIF Beachem,J Not On Target D SS-4 Fleet Incidents 4 or less per year Burpeau,D Not On Target CS-3 Sewer Rate Ranking Lower than 50%Bell,R Not On Target ~CS-6 Answer Rate 97%or greater Mendez-Schomer,A 8 Not On Target ii]WS-4 Alternative or Emergency Water Supply 100%or greater Arbabian,M Not On Target Ii]WS-5 AMR Program 100%of 1200 Keeran,T Not On Target WS-8 Dead-End Main Flushing Program 90%Smith,D Not On Target WS-12 Treatment Plant 90%of the days Kreinbring,D Not On Target Ii]CG-1 Public Relations Plan Execution 90%or greater Buelna,A On Target 1 -------------------------------- 10#Title Target Lead(s)Status WS-1O Percent of Wastewater Collection System Cleaned 17.2 miles or morel year Kreinbring,D On Target per Year WS-11 Disinfection Residuals Stay within desired range 95%of the time.Stalker,G •On Target WS-7 Valve Exercising and Hydrant Maintenance Program 90%Smith,D •On Target CS-7 Alternative Payments 20%of total number of payments Mendez-Schomer,A .,On Target WS-1 O&M Cost per Account Less than $387 O&M cost per customer Bell,R •On Target ITJ WS-3 Preventive Maintenance Cost A stable year over year trend Henderson,D •On Target CS-5 Meter Reading Accuracy 99.90%Henderson,E On Target WC-1 Total Water Saved 90%of savings goal reached Granger,W On Target Ii]F-15 CIP Backbone Projects Expenditures versus 75%or greater Arbabian,M •On Target Projections Ii]IT-1 Percentage of Strat Plan Goals on track 90%or greater Stevens,G •On Target IT-4 I.T Help Request 85%by due date Jenkins,B .,On Target Il2 IT-5 Network 99%during business hours Jenkins,B •On Target IT-6 GIS Update Frequency 90%or greater Zhao,M tit On Target CS-2 Water Rate Ranking Lower than 50%Bell,R .,On Target F-3 CIP Project Completion Within 120%of planned duration Ripperger,R •On Target ii:I F-4 Total Operating Budget &Variance 100%or less Bell,R 8 On Target IlJ F-5 Construction Change Orders Less than 5%Posada,R 8 On Target F-6 Construction Claims Less than 5%of contract amount Posada,R •On Target ii.:I F-10 Blanket Order Activity 15%or greater Dobrawa,S ..On Target III F-11 Write Offs Less than 0.5%of total sales Henderson,E •On Target IlJ P-3 Inventory Accuracy Standard 97%Dobrawa,S ..On Target 2 .,On Target .,On Target Williamson,K Williamson,K ......_'D_#~__~__T_i_tl_e ~Targ~e_t --,--,------, ER-1 Time to Fill 90%within Recruitment Plan ER-2 Customers per FTE Greater than 217 3 C Strategic Plan -Windows Internet Explorer ~@~ » IFY 2006 ~I LeiQt"",-r_4 !ljit,j""':"''''':'!LIA,-,'c-I =-De::..'pa'-=-rt::.:m.c:e'-'n.c:ts'--_-----'~"""',:I ~ FY 2006 •Qtr4 •All Departments Balanced Scorecard v I ~Search •~I~PopLflSokay I ~Check •'<AoJ:olink •'0AutoF11I ~Options .<-'?- Balanced Scorecard Customer ScoreCard Strategic Plan ..r iii Objectives iii Measures Finance Learning and GrowthDriUDown All.Objectives (StatWi)l Objectives iii Measures Objectives Measures Business Processes P~ormance_.!:!easur~I All Measures (Status) View Powerpoint ~iii Objectives •Measures Print Reports Reports l.egeJ:l(l Objectives iii 90%or GreaterOn Target Less than 90%on Target No Objectives found Measures 75%orGreaterOn Targ·et Less than 75%onTarget No 1'1easures found Local ntranet ~(.'%!?1 @ ;>-.MyDocuments -E:l MlcrosoftExcel-Ple...Clnet-',Nlndowslntet...r:"Stra~egtcPlan-V'lind 1'(~12'20PN"-...-.--.~ New Performance Measures Description Measures the level ofoverall customer satisfaction with the District Tracks customer complaints by type over time Measures the complaint rate experienced by the utility Measures the complaint rate experienced by the utility Measures the level ofcustomer satisfaction with customer service activities Measures the amount ofresources a utility applies to its customer service program Measure the percentage ofcalls handled by IVR Measures the percentage ofcustomers on automated notification procedures Measures level ofdebt service Measures the District's reserve levels against plan Quantifies the utility's level ofindebtedness Measures the District's pension as a percentage of payroll Measures the percentage ofinvoices paid within the target time Measures the effectiveness ofbilling practices compares labor expense including benefits to annual revenue Percent ofrates that are labor Measures the financial effectiveness ofthe utility *Yellow indicates QualServe measures 1 New Performance Measures Description Measures the number oflong-term recycled customers over time Measures the cost ofwastewater treatment Operations cost for O&M per MG processed Operations cost for O&M per account AMR Meters Billing Automatically AMR Meters installed Track number ofweb site hits Percent of up time for network during normal business hours Percent ofI.T.help requests resolved by due date Measures the recycled water demand as compared with recycled water supply Measures the amount ofpotable water needed to supplement recycled water demand Measures the level of grant funds obtained compared to planned Measures the percent project savings resulting from value engineering studies for projects greater than $5M Measures the North District normal supply versus demand Measures the Central Area normal SDCWA supply versus demand Measures the Otay Mesa normal SDCWA supply versus demand Measures the North District emergency supply in actual days of supply in a sustained emergency Normal SDCWA supply vs.demand Measures the sewer collection disposal capacity versus the collection rate *Yellow indicates QualServe measures 2 New Performance Measures Description Measures the supply ofrecycle water Measures the cost to treat IMO ofwastewater Cost ofprojects compared to budget Number ofman hours on projects compared to budget Measures the time to complete plan checks Measures the timeliness ofinserting maps into CADD Measures the timeliness ofsurveying facilities after project acceptance Measures the percentage of at-fault hits over time Measures the percentage ofalternative water supplies Quantifies the numbers ofwater outages experienced by utility customers Quantifies the percentage oftime each year that the District meets all ofthe health related drinking water standards I U.S.NatlOnal Primary Drinking Water Regulations Produce greater than 1.25 MOD for 90%ofthe days with demand of 1.3 MOD Compares how effectively the District is investing in planned maintenance Compares how effectively the District is investing in planned maintenance Measures the percent ofcompleted preventive maintenance Number of appurtenances flushed per plan Update air vacs per plan Replace service connections per plan *Yellow indicates QualServe measures 3 New Performance Measures Description Exercise potable main line and appurtenance valves per plan Measures the percentage of cathodic protection inspected Percentage ofunaccounted water Quantifies the condition ofthe water distribution system,expressed the total annual number ofleaks and pipeline breaks per 100 miles ofdistribution piping Measures the condition ofthe sewage collection system Measures the total number ofidentified single points offailure Measures the collection system piping condition and the effectiveness ofroutine maintenance Measures investment in infrastructure Measures the amount ofelectricity used by the District over time Measures the number of industry papers and presentations to industry Measures the percentage ofemployees attending industry conferences or outside training activities Measures the customer awareness ofthe garden Annual percentage ofvoluntary terminations (excludes retirement) Measures the average time ofa vacant position Number ofrecruitments conducted to recruitment plan Ratio ofnumber ofcustomers to Full Time Equivalent budgeted positions Lost time injuries Investment in management training *Yellowindicates QualServe measures 4 New Performance Measures Description Measures the quantity offonnal training utility employees are actually completing Track number ofpreventable fleet incidents annually Measures the time to closeout projects *Yellow indicates QualServe measures 5 OTAY WATER DISTRICT AGENDA ITEM 8 BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised DIRECTORS COMPENSATION,REIMBURSEMENT OF 08 2/20/91 6/10/05 EXPENSES AND GROUP INSURANCE BENEFITS Purpose To provide guidelines for payment of compensation and reimbursement of expenses to Directors in connection with their attendance at meetings or the performance of other authorized business,and for group insurance benefits for Directors. Background Members of the Board of Directors attend regular,adjourned or special meetings of the Board.In addition,members of the Board of Directors attend other District meetings,committee meetings,association meetings,and educational seminars on behalf of the District.These meetings and seminars are related to District business,water and water related issues,and California special districts.State statutes authorize District payments for meetings,reimbursements of expenses.State law also authorizes the District to provide health and welfare benefits for active Directors and,in limited circumstances,retired Directors if they served 12 years and were first elected prior to January 1,1995.The District is also authorized to offer health and welfare benefits for retired Directors who commenced office on or after January 1,1995,if the recipient participates on a self-pay basis. Policy The District will compensate Directors on a per diem basis for attendance at authorized meetings or functions and will reimburse Directors for reasonable expenses incurred while traveling on District business to include,lodging,dining,transportation and related incidentals. A.Directors Per Diem As provided in Section 1.01 C.of the District Code of Ordinances,each Director shall receive a per diem in the amount of $100 for each day of attendance at meetings of the Board or for each day of service rendered as a Director by request or authorization of the Board,not to exceed a total of ten days in any calendar month.Attendance at any meeting shown on Exhibit A to this Policy shall be deemed a meeting requested or authorized by the Board.Attendance of meetings shall be in accordance with Exhibit A.The President of the Board of Directors of the Otay Water District may authorize a Director to attend meetings not listed in Exhibit A when he or she determines that it is in the interest of the District that a Director attend,and that such attendance be compensated and expenses reimbursed.Director's claims for per diem amounts shall be made on a "Board of Directors Per Diem and Mileage Claim Form"(Exhibit B).The President of the Board of Directors may approve reimbursement of expenses outside the per diem limit for a Director,if the Page 1 of 7 OTAY WATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised DIRECTORS COMPENSATION,REIMBURSEMENT OF 08 2/20/91 6/10/05 EXPENSES AND GROUP INSURANCE BENEFITS Director submits receipts for all of the related District business expenses. When travel arrangements require a day earlier arrival or a day later departure,Directors will not be eligible for the $100 per diem,however,reasonable expenses associated with the extended stay will be reimbursed as specified below. B.Pre-payment of Otherwise Reimbursable Expenses The Director may request pre-payment of registration, transportation,and lodging,using the "Board of Directors Travel Request Form"(Exhibit C).Pre-payments shall be limited to the Director's expenses only.No advances shall be made on travel expenses. C.Reimbursement of Expenses Each Director shall be reimbursed for travel expenses to and from the meetings described in Exhibit A or for any other authorized District business as follows: 1.Authorization Travel associated with the attendance of meetings or functions for Directors shall be approved in advance by the Otay Water District Board President.To request approval of travel,the Director should complete a "Board of Directors Travel Request Form"(Exhibit B)in order to be eligible for compensation and/or reimbursement.Travel requests will be reviewed and approved by the Board President. 2.Transportation a.Air Transportation The District will endeavor to purchase airline tickets in advance taking advantage of discounts and low airfares. b.Automobile 1.Personal Auto:Directors may use their personal vehicle.The District will reimburse Directors at the current rate/mile as established by the IRS,plus tolls,parking,etc.,provided, however,if air transportation is available,the total amount of expense paid shall be limited to the cost of coach air travel between points traveled by personal vehicle.Gasoline, collision and liability insurance,and maintenance will be provided by the Director and is deemed covered in the rate/mileage Page 2 of 7 I II:I,i' c. OTAY WATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised DIRECTORS COMPENSATION,REIMBURSEMENT OF 08 2/20/91 6/10/05 EXPENSES AND GROUP INSURANCE BENEFITS reimbursement. Directors using personal vehicles on District business must maintain a valid California driver's license and the automobile insurance coverage required by the State of California,or make arrangements for a driver who meets the above requirements.The General Manager's Staff will verify that Directors have a valid driver's license.Directors will also be required to maintain automobile insurance coverage.Proof of such insurance will be submitted two times per year,in January and July,and is required to be eligible for mileage reimbursement. 2.Rental Cars:The District will provide a rental car when needed.Such rental car shall be a compact or mid-size class,unless upgrades are offered at no additional cost to the District. Miscellaneous Transportation Whenever practicable,bus,taxi,rail,shuttle,etc. transportation may be used in lieu of,or in conjunction with,modes above. 3.Meals and Lodging a.Meals and Beverages Whenever travel requires meals,the meals,excluding gratuity,shall be reimbursable,provided the Director presents a receipt along with the "Board of Directors Expense Claim Form"(Exhibit D)for all meals. Reimbursements for expense items where a receipt has been lost will not be paid until the President has reviewed and approved the expense item.Meals are reimbursable up to the following maximum rates: 1.Full Day Reimbursement When a Director is traveling for a full day and no meals are provided for by other sources,such as pre-paid registration,the Director may be reimbursed for meal expenses up to a maximum rate of $46 per day.This amount is exclusive of any gratuities. 2.Single Meal Reimbursement When a director requires reimbursement for a Page 3 of 7 OTAY WATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised DIRECTORS COMPENSATION,REIMBURSEMENT OF 08 2/20/91 6/10/05 EXPENSES AND GROUP INSURANCE BENEFITS single meal while traveling,the maximum meal reimbursement amount shall be at a rate of $8 for Breakfast,$13 for lunch,and $25 for dinner,or amounts determined by the President of the Board of Directors to be reasonable for the occasion or circumstances.These amounts and any amount approved by the President shall exclude gratuities.Concerning "in county"meetings,from time to time Directors will be required to attend a District required meeting during the noon hour. These meetings are avoided whenever possible; however,when they do occur,Directors are reimbursed for these meals with the approval of the President of the Board of Directors. 3.Partial Day Reimbursement When a director will be traveling for a partial day or where a single meal is provided for by other sources such as pre-paid registration,the maximum reimbursement amount shall be reduced to $21 when only dinner is not reimbursable;$33 when only lunch is not reimbursable;and $38 when only breakfast is not reimbursable,or such other amounts as may be determined by the President of the Board of Directors to be reasonable for the occasion or circumstances.In any event all amounts to be reimbursed shall exclude any gratuities. 4.Taxes The maximum meal reimbursement amounts inclusive of and assume expenses for taxes. maximum meal reimbursements shall exclude any all gratuities. are The and b.Lodging The District will reimburse Directors or pre-pay accommodations in single rooms at conference facilities or in close proximity when applicable.Or, in the absence of conference accommodations,normal single-room business,government or commercial class accommodation may be obtained.Under normal circumstances,lodging will not be reimbursed for the night before a conference starts and the night after it ends.However,in situations where available travel schedules would require the Director to leave home before 6:00 AM or return to home after 12:00 AM, lodging for the night before or the night after will Page 4 of 7 GTAY WATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised DIRECTORS COMPENSATION,REIMBURSEMENT OF 08 2/20/91 6/10/05 EXPENSES AND GROUP INSURANCE BENEFITS I f I: I ! be reimbursable. 4.Entertainment The District shall not cover any expenses incurred for recreation or entertainment. reasonable authorized expenses the District.Some examples of 5.Incidental Expenses Unavoidable,necessary and will be fully reimbursed by allowable expenses are: a.Telephone Calls (Business):Calls placed by the Director,to the District office,or for the purpose of conducting District business.Business related calls should be itemized on the Director's "Board of Directors Expense Claim Form"(Exhibit D). One (1)brief personal up to a $10 maximum per Calls (Personal): day away from home, b.Telephone call each day. c.Telephone Calls (Local):Charges for local calls,for meal or transportation reservations,or for area information related to travel. d.Reasonable transportation to local restaurants and to optional functions that are a part of conference events. e.Parking fees. f.The following expenses are not reimbursable: 1.Alcoholic beverages 2.Parking or traffic violations 3.In-room movies or laundry services 6.Director's Responsibility a.Directors must submit a detailed "Board of Directors Expense Claim Form"for reimbursement.Claim forms should be supported by vouchers and itemized receipts of expenditures for which reimbursement is being requested.Receipts must be attached for all expenses.If a receipt is lost,the lost receipt must be noted on the "Board of Directors Expense Claim Form"(Exhibit D)and approved by the President of the Board before any payment can be made.Claim forms shall be submitted within 45 calendar days after the expense was incurred.Expense claims requiring Page 5 of 7 OTAY WATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised DIRECTORS COMPENSATION,REIMBURSEMENT OF 08 2/20/91 6/10/05 EXPENSES AND GROUP INSURANCE BENEFITS reimbursement to the District, reconciled within 45 calendar days, from the next month's reimbursement. which are not shall be deducted b.Expenses will not be reimbursed for meetings that have been pre-paid and not attended.Directors shall submit,in writing,for action at the next Board meeting the reason why they were not able to attend the meeting and why they should be excused.Directors will be required to reimburse the district for any pre-paid expenses for any unexcused absence.This reimbursement will be made by deduction from future expenditures. c.When two (2)or more Directors combine an expense on one receipt,the Director requesting reimbursement should indicate,on or attached to the Director's "Board of Directors Expense Claim Form"the identity of the other persons sharing expenses.This will facilitate appropriate allocation of expenses to each participant. orExpensesincurredbyspouses,family members, guests are the responsibility of the Director. e.Staff will create a quarterly report showing in detail all expenses for the Board of Directors.The report will include all expenses,for example,stipend,mileage, seminar,airline or ground travel,meals,telephone use, the date incurred,and the Director's name.All payments will be listed whether the payment was a reimbursement or direct payment made on behalf of the Director to a vendor.The reports will be presented to the Board of Directors at public meetings. d. D.District Group Insurance Benefits 1.Each Director,while serving as a member of the Board of Directors,shall be entitled to the health and welfare and life insurance benefits set forth in the Schedule of Benefits in the District Group Insurance Plan Booklet, which benefits are furnished by the District,at District cost,for active District employees and Directors.Each active Director shall also be entitled to a $65,000 term life and accidental death and dismemberment insurance policy and a $50,000 travel accidental death and dismemberment policy. 2.Each former member of the Board of Directors,who served in office after January 1,1981,who was elected to a term of office that began before January 1,1995,who is at least Page 6 of 7 OTAY WATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised DIRECTORS COMPENSATION,REIMBURSEMENT OF 08 2/20/91 6/10/05 EXPENSES AND GROUP INSURANCE BENEFITS 60 years of age,and whose total service at the time of termination is not less than 12 years,shall be entitled to the health and welfare and life insurance benefits set forth in the District Group Insurance Plan Booklet,which benefits are furnished by the District,at District cost, for retired Directors. For Directors elected to a term of office that began on or after January 1,1995,the District may provide for continuation of any health or welfare benefits only if the recipient participates on a self-pay basis. E.Miscellaneous 1.The following are not reimbursable expenses: a.Cell phone expenses b.Service fees for internet access 2.The District does not provide equipment,such as fax machines,computers and laptops to board members for District business use. Attachments Exhibit A: Exhibit B: Exhibit C: Exhibit D: Approved Function List "Board of Directors Per Diem and Mileage Claim Form" "Board of Directors Travel Request Form" "Board of Directors Expense Claim Form" Page 7 of 7 EXHIBIT A Approved Functions List Board Policy for payment of per diems and expenses for Director attendance at District meetings: The Board reviews its authorization and policy diems (pre-approved meetings)annually,in reorganization of the Board and election of Below is the current Board policy: for payment of per January following a new President. 1.The following meetings are to attend and receive reimbursement: pre-approved for all Directors a per diem and expense •Otay Water District Regular and Special Board Meetings •Otay committee meetings for committee members only •Otay business meetings called by the General Manager and authorized by the President of the Board where individual Directors are requested to attend All other meetings not listed here require pre- approval by the President or Board. 2.The following meetings are pre-approved for designated Otay Director representatives or designated alternate.The District Secretary will maintain an updated list of designated Director representatives.Any other Director who wishes to attend these meetings and receive a per diem must have approval from the President or Board prior to the event or be designated by the President or Board,as an alternate. •Planning Group and City Commission meetings that fall within the boundaries of each directors district (when issues impacting OWD are discussed) •Inter-Agency Committee Meeting. •METRO (TAC/AFFORD)Commission •ACWA or CSDA meetings/conferences 3.The Board President or his designee is pre-authorized to attend District business meetings with cities and other agencies to represent Otay Water District,and may claim a per diem and expenses.Any other Director desiring to attend the same meeting of this nature would require approval to attend from the President or the Board in order to receive a per diem and expense reimbursement. EXHIBIT A 4.When the President or the Board appoints a director(s)to a committee!the meeting(s)shall be considered pre- approved for per diem and expense reimbursement. 5.The following meetings are not eligible for pre-approved per diem claims: a)Attending other Districts!Board meetings b)Otay employee appreciation breakfast,luncheons or dinners c)Retirement receptions d)Otay picnics or dinner-dances or other purely social events e)CWA meeting attendance (by Otay Water District appointed CWA Board Member(s) f)Chamber of Commerce events g)First Friday Breakfasts unless presenting Otay official business to the assembly h)Any political campaign event or function 6.In order to submit a per diem/travel reimbursement the member must attend at least 50%of the meeting (per day) and the reimbursement request must be submitted within 45 days of the occurrence!otherwise it may be considered attended without per diem.'The President of the Board will make the final determination. 7.All other workshops/functions approved in advance meetings/conferences/tours/seminars/ not listed in this policy must be by requesting the Presidents approval. Pay To: Employee Number: OTAY WATER DISTRICT BOARD OF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM Period Covered: EXHIBIT B ITEM DATE MEETING PURPOSE /ISSUES MILEAGE MILEAGE DISCUSSED HOMEloOWD OTHER OWDtoHOME LOCATIONS Total Meeting Per Diem: ($100 per meeting) Total Mileage Claimed: $ miles (Director's Signature) GM Approval:_Date:_ FOR OFFICE USE:TOTAL MILEAGE REIMBURSEMENT:$_ INSTRUCTIONS ON REVERSE EXHIBIT B INSTRUCTIONS FOR PREPARATION OF BOARD OF DIRECTORS PER DIEM CLAIM FORM 1.Record the date,and name or purpose/issues discussed of meeting attended on behalf of the District. Note:The District will pay Director's per-diem for one meeting/ function per day and the maximum of 10 meetings/functions per month. If a Director attends more than 10 meetings/functions (10 days),the District will reimburse for the mileage and any reimbursable out-of- pocket expenses incurred for these additional meetings. 2.Record number of miles function. (round trip)driven to attend meeting/ The use of personal vehicles in the conduct of official District business shall be reimbursed at the current Internal Revenue Service rate.The Director's expense claim should indicate the nature of the trip.If a trip begins at home,the District will reimburse the mileage from home to destination and return mileage.District insurance does not cover personal vehicles while they are being driven on District business.The reimbursement rate is inclusive of an allowance for insurance costs.The District will reimburse Directors for the deductible under their personal insurance policy should they be involved in an accident while on District business.To be eligible for reimbursement,each Director shall maintain a current California driver's license and at least the minimum vehicle liability insurance required by State law or shall arrange for a driver who meets said standards. The District will not reimburse the cost of travel of a personal nature taken in conjunction with travel on official business. Claim forms shall be submitted within 45 calendar days after the meeting date.Expense claims requiring reimbursement to the District which are not reconciled within 45 calendar days,shall be deducted from the next month's reimbursement. No information on the Per Diem Claim Form may be designated as confidential in nature.All expenses must be fully disclosed on the form. EXHIBIT C Director: Name and Location ofFunction: Date(s)function to be held: OTAY WATER DISTRICT BOARD OF DIRECTORS TRAVEL REQUEST FORM Date ofRequest: Sponsoring Organization: Request for Prepayment of Fees Related to the Function: Expense Type Not Needed Pre-Payment Requested Registration 0 0 Airline 0 0 Auto Rental 0 0 Mileage 0 N/A Taxi/Shuttle 0 N/A Lodging 0 0 Meals 0 N/A Other Expenses -Explain Below 0 0 Lodging Preference: Explanation of Other Expenses: Signature ofDirector For Office Use Only Below This Line Date ofBoard Approval: Date ofRequest Expense Type Description Amount Pre- I Paid Registration Airline Auto Rental Mileage N/A Taxi/Shuttle N/A Lodging Meals N/A Other Expenses District Secretary Date Processed OTAYWATERDISTRICT BOARD OF DIRECTORS EXPENSE CLAIM FORM Pay To: Employee Number: ITEMIZED REIMBURSEMENT CLAIMED (Attach receipts for expenses greater than $10) Type ofReimbursement Period Covered: EXHIBIT 0 Amount TOTAL Reimbursement Claimed:l Director Signature: OM Approval: INSTRUCTIONS ON REVERSE EXHIBIT D INSTRUCTIONS FOR PREPARATION OF BOARD OF DIRECTORS EXPENSE CLAIM FORM The necessary expenses incurred while traveling on District business including common carrier fares (economy class),automobile rental charges,District business telephone calls,one personal telephone call home each day ($10 maximum per day),lodging,baggage handling,parking fees,meals,etc.will be reimbursed when documented on the Director's Per Diem and Expense Claim Forms. Receipts must be attached for all meal expenses.If a receipt is lost,the lost receipt should be noted next to the expense and submitted to the President before any reimbursement can be made.Receipts are required for the reimbursement of all expenses. All receipts must have the nature of the expense and the business purpose noted on the receipt. The District will not reimburse the cost of travel of a personal nature taken in conjunction with travel on official business. Meals shall be reimbursed up to $46 per day,or an amount determined by the President of the Board of Directors to be reasonable for occasion or circumstances,exclusive of any gratuities.Partial days shall be reimbursable at a rate of $8 for breakfast,$13,for lunch and $25 for dinner,or amounts determined by the President of the Board of Directors to be reasonable for the occasion or circumstances,excluding any gratuities. The above amounts may be combined if travel status requires two (2)or more meals.The meal reimbursement amounts are inclusive of and assume expenses for taxes only.Gratuities are not reimbursable and are excluded.Where pre-paid registration includes meals,only meals that are not included in the registration will be reimbursable. Any receipts that include costs of personal travel (e.g.,hotel receipt for employee and spouse)should identify what the cost would have been without personal travel (e.g.,single room rate as opposed to double room rate). Claim forms shall be submitted within 45 calendar days after the expense incurred.Expense claims requiring reimbursement to the District which not reconciled within 45 calendar days,shall be deducted from the month's reimbursement. was are next No information on the Expense Claim Form may be designated as confidential in nature.All expenses must be fully disclosed on the form. The following expenses are not reimbursable: a.Alcoholic Beverages b.Parking or traffic violations c.In-room movies d.Laundry service e.Entertainment or recreation f.Expenses incurred by spouses, family members,or guests.