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Home My WebLink About05-24-06 F&A Committee PacketOTAY WATER DISTRICT FINANCE AND ADMINISTRATION COMMITTEE MEETING and SPECIAL MEETING OF THE BOARD OF DIRECTORS 2554 SWEETWATER SPRINGS BOULEVARD SPRING VALLEY,CALIFORNIA BOARDROOM WEDNESDAY May 24,2006 4:00 P.M. This is a District Committee meeting.This meeting is being posted as a special meeting in order to comply with the Brown Act (Government Code Section §54954.2)in the event that a quorum of the Board is present.Items will be deliberated,however,no formal board actions will be taken at this meeting.The committee makes recommendations to the full board for its consideration and formal action. AGENDA 1.ROLL CALL 2.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 DISCUSSION ITEMS 3.PRESENTATION OF BOARD OF DIRECTOR'S EXPENSES FOR 3RD QUAR- TER OF FISCAL YEAR 2006 (PRENDERGAST)[10 minutes] 4.APPROVE FIVE HUMAN RESOURCES POLICIES,PROCEDURES AND' PROGRAMS AND ADOPT RESOLUTION NO.4081 TO REVISE THE RE- CRUITMENT AND SELECTION POLICY,EMPLOYMENT BOARD POLICY NO. 24,AND REPEAL APPOINTMENT OF TEMPORARY AND CONTRACT EM- PLOYEES BOARD POLICY NO.36 (WILLIAMSON)[10 minutes] 5.APPROVE ISSUING A PURCHASE ORDER TO LOGICALIS FOR $385,000 TO COVER THE COSTS OF UPGRADING THE DISTRICTS DATA CENTER (STEVENS)[10 minutes] 6.APPROVE ISSUING PURCHASE ORDERS TO:1)SOFTCHOICE FOR $315,000 FOR A THREE YEAR ENTERPRISE AGREEMENT FOR ALL MI- CROSOFT SOFTWARE LICENSES;2)EDEN SYSTEMS FOR REGULAR MAINTENANCE AGREEMENT FOR $105,000;3)AT&T /SBC FOR $88,000 FOR COMMUNICATIONS SERVICES;AND 4)NETWORK INSIGHT FOR 1 $119,000 FOR 7/24 NETWORK MONITORING SERVICES AND DATA CEN- TER SERVICES (STEVENS)[10 minutes] 7.APPROVE ISSUING PURCHASE ORDERS TO GTC SYSTEMS,INC.FOR TABLET PC HARDWARE FOR $99,000 AND DCSE,INC.FOR SOFTWARE LICENSES IN THE AMOUNT OF $84,000 TO SUPPORT TABLET PC's (STE- VENS)[10 minutes] 8.ADJOURNMENT All items appearing on this agenda,whether or not expressly listed for action,may be deliberated 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 May 19,2006 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 meeting of the Board of Directors (Government Code Section §54954.2). Executed at Spring Valley,California on May 19,2006. 2 AGENDA ITEM 3 TYPE MEETING:Regular Board SUBMITIED BY:Sean Prendergast, 5TAFF REPORT MEETING DATE: W.O.lG.F.NO: June 7,2006 DIV.NO.All APPROVED BY: (Chief) APPROVED BY: (Asst.GM): SUBJECT: Payroll/AP Supervisor Joseph R.Beachem:/~f Financial Officer German A1V~sistant General Manager Director's Expenses for the 3rd Quarter of Fiscal Year 2006 GENERAL MANAGER'S RECOMMENDATION: This is an informational item only. COMMITTEE ACTION: Please see Attachment A. PURPOSE: To inform the Board of the Director's expenses for the 3rd quarter of Fiscal Year 2006. ANALYSIS: The Director's expense information is being presented in order to comply with State law.(See Attachment B for Summary and C-H for Details.) FISCAL IMPACT: None. STRATEGIC GOAL Prudently manage District funds. LEGAL IMPACT: Compliance with State law. 1MtJi;!r SUBJECT/PROJECT: ATTACHMENT A Director's Expenses for the 3rd Quarter of Fiscal Year 2006 COMMITTEE ACTION: This is an informational item only. NOTE: The "Committee Action"is written in anticipation of the Committee moving the item forward for board approval.This report will be sent to the Board as a committee approved item, or modified to reflect any discussion or changes as directed from the committee prior to presentation to the full board. F:\DianeA\Staff Rpts 2006\CommMtgDirExp060706.doc Attachment B BOARD OF DIRECTORS' EXPENSES AND PER-DIEMS FINANCE AND ADMINISTRATION COMMITEE MAY 24,2006 Policy 8 requires that staff present the Expenses and Per-Diems for the Board of Directors on a Quarterly basis: •Fiscal Year 2006,3rd Quarter •The expenses are shown in detail by Board member,month and expense type. •This presentation is in alphabetical order. •This information was presented to the Finance and Administration Committee on May 24,2006 Board of Directors 'Expenses and -Per-Diems Fiscal Year 2006 Quarter 3 (Jan 06-Mar 06) •Director Bonilla •Director Breitfelder •Director Croucher •Director Lopez •Director Robak •Total $1,680.66 $812.61 $600.00 $3,123.05 $2,621.47 $8,837.79 Director Bonilla does not request Per-Diem reimbursements. Director Bonilla Fiscal Year 2006 Quarter 3 •Meetings Attended •Meetings Paid . •Quarterly Total •Fiscal Year-to-Date 2006 (JuI05-Mar06) 1,680.66 1,680.66 Director Brietfelder Fiscal Year 2006 Quarter 3 Jan 06 Feb 06 Mar 06 Qtr3 •Mileage Business 55.18 50.73 •Mileage Commute 26.70 •Business Meetings 20.00 40.00 20.00 •Seminars &Travel •Director's Fees 400.00 200.00 •Monthly Totals 501.88 290.73 20.00 •Meetings Attended 11 15 •Meetings Paid .4 2 •Quarterly Total •Fiscal Year-to-Date 2006 (Jul05-Mar06) 812.61 6,209.08 Director Croucher Fiscal Year 2006 Quarter 3 Jan 06 Feb 06 Mar 06 Qtr3 •Mileage Business •Mileage Commute •Director's Fees 200.00 200.00 200.00 •Seminars •Business Meeting •Monthly Totals 200.00 200.00 200.00 • •Meetings Attended 4 4 4 •Meetings Paid 2 2 2 •Quarterly Total.600.00 ••Fiscal Year-to-Date 2006 (JuI05-Mar06)2,795.22 Director Lopez Fiscal Year 2006 Quarter 3 •Meetings Attended 5 3 •Meetings Paid 5 3 •Quarterly Total, •Fiscal Year-to-Date 2006 (JuI05-Mar06) 5 5 3,123.05 4,348.05 Director Robak Fiscal Year 2006 Quarter 3 Jan 06 Feb 06 Mar 06 Qtr3 •Mileage Business 54.32 •Mileage Commute 1.94 •Travel 1,666.45 •Director's Fees 600.00 •Conference 298.76 •Monthly Totals 656.26 1,965.21 •Meetings Attended 9 •Meetings Paid 6 Quarterly Total" •Fiscal Year-to-Date 2006 (JuI05-Mar06) 2,621.47 6,842.20 Board of Directors'Expenses and Per Diems Fiscal Year 2006 to Date (Jul 05-Mar 06) •Director Bonilla •Director Breitfelder •Director Croucher •Director Lopez •Director Robak •Total $1,680.66 $6,209.08 $2,795.22 $4,348.05 $6,842.20 $21,875.21 Board of Directors'Expenses and Per Diems Fiscal Year 2006 to Date (Jul 05-Jun 06)Projected •Director Bonilla •Director Breitfelder •Director Croucher •Director Lopez •Director Robak •Total $1,680.00 $8,278.00 $3,727.00 $5,797.00 $9,122.00 $28,604.00 ATTACHMENTC SECTIONC OTAY WATER DISTRICT ADMINISTRATIVE EXPENSES -BOARD July 1,2005 -March 31,2006 Jul-05 Aug-OS Sep-05 Oct'05 Nov'-OS Dec;;OS Jao"06 Feb"06 Mar.06 Apr-06 May.06 Joo'06 TOTAL JAIMEBONILLA(DETAILEDIN SECTION D): 5211 Mileage-Payroll 5211 Mileage-Accounts Pay~ble 5212 Travel 1,435.80 1,435.80 5214 Business meetings 5114 Director's fees 5241 Telephone 5213 Seminars andconferences 244.86 244.86 Total 1,680.66 1,680.66 LARRYBREITFELDER(DETAILEDIN SECTION E): 5211 Mileage -Payroll 36.45 43.65 43.65 29.10 14.55 14.55 26.70 208.65 5211 Mileage -Accounts Payable 34.02 16.49 154.23 45.59 64.27 71.78 55.18 50.73 492.29 5212 Travel 593.14 593.14 5214 Business meetings 66.00 20.00 20.00 82.00 20.00 20.00 40.00 20.00 288.00 5114 Director's fees 400.00 400.00 700.00 400.00 400.00 400.00 400.00 200.00 3,300.00 5241 Telephone 5213 Seminars and conferences 592.00 150.00 585.00 1,327.00 Total 536.47 460.14 2,103.02 644.69 1,145.82 506.33 501.88 290.73 20.00 6,209.08 GARY D.CROUCHER(DETAILEDIN SECTION F): 5211 Mileage-Payroll 4.86 4.86 3.88 7.76 3.88 25.24 5211 Mileage -AccountsPayable 14.55 18.43 32.98 5212 Travel 5214 Business meetings 32.00 32.00 5114 Director's fees 300.00 400.00 200.00 400.00 300.00 300.00 200.00 200.00 200.00 2,500.00 5241 Telephone 5213 Seminars and conferences 205.00 205.00 Total 304.86 451.41 203.88 407.76 300.00 527.31 200.00 200.00 200.00 2,795.22 JOSE LOPEZ (DETAILEDINSECTION G): 5211 Mileage-Payroll 35.60 26.70 26.70 89.00 5211 Mileage-Accounts Payable 5212 Travel 1,435.80 1,435.80 5214 Business meetings 5281 Director's fees 400.00 300.00 500.00 300.00 500.00 2,000.00 5241 Telephone 5213 Seminars andconferences 150.00 375.00 298.25 823.25 Total 150.00 775.00 300.00 535.60 326.70 2,260.75 4,348.05 MARKROBAK (DETAILEDINSECTION H): 5211 Mileage -Payroll 3.24 3.24 11.64 5.82 3.88 1.94 1.78 31.54 5211 Mileage -Accounts Payable 34.44 20.86 22.31 92.69 41.23 33.95 49.84 295.30 5212 Travel 1,421.59 1,421.59 5214 Business meetings 5114 Director's fees 700.00 400.00 600.00 700.00 600.00 600.00 600.00 4,200.00 5241 Telephone 5213 Seminarsand conferences 50.00 150.00 395.00 298.76 893.76 Total 737.68 424.10 683.95 948.51 1,040.11 635.89 651.62 1,720.35 6,842.20 TOTALS: 5211 Mileage-Payroll 44.55 51.75 59.17 42.68 18.43 2037 64.08 26.70 26.70 354.43 5211 Mileage-AccountsPayable 68.46 51.90 176.54 138.28 105.50 124.16 105.02 50.73 820.58 5212 Travel 593.14 4,293.19 4,886.33 5214 Business meetings 66.00 32.00 20.00 20.00 82.00 20.00 20.00 40.00 20.00 320.00 5114 Director'sfees 1,400.00 1,200.00 1,500.00 1,500.00 1,700.00 1,600.00 1,700.00 700.00 700.00 12,000.00 5241 Telephone 5213 Seminars andconferences 642.00 450.00 1,355.00 205.00 841.87 3,493.87 Total 1,579.01 1,335.65 2,990.85 2,150.96 3,260.93 1,969.53 1,889.10 817.43 5,881.76 21,875.21 F:/YTD MAR 06SUMMARY YTD MAR 06 PrintedDate5/1812006 IDIRECTORS NAME OTAY WATER DISTRICT SUMMARY -BOARD OF DIRECTORS EXPENSES FOR THE PERIOD JULY 1,2005 THROUGH MARCH 31,2006 IJAIME BONilLA I 3/22/2006 REGISTRATION FEE -WORLD WATER FORUM (3/16-19/06) ATTACHMENT 0 SECTION D 244.86 3/14/20068iii!! HOTEL-WORLD WATER FORUM IN MEXICO CITY (3/16-19/06) 3/22/2006 AIRFARE -MEXICO CITY,MEXICO 813.69 622.11 F:/YTD MAR 06Jaime-Div 2 1 of 1 Printed Date:5/16/2006 OTAY WATER DISTRICT SUMMARY -BOARD OF DIRECTORS EXPENSES FOR THE PERIOD JULY 1,2005 THROUGH MARCH 31,2006 IDIRECTORS NAME ILARRY BREITFELDER ATTACHMENT E SECTION E 7/8/2005 FIRST FRIDAY BREAKFAST -TO WELCOME BOB FILNER $11.00 7/19/2005 Ji!llllilltlll!, COUNCIL OF WATER UTILITIES MONTHLY MEETING 20.00 7/21/2005• •WATER AGENCY ASSOCIATION 35.00 9/20/2005Llli1l COUNCIL OF WATER UTILITIES MONTHLY MEETING 20.00 10/18/2005. COUNCIL OF WATER UTILITIES MONTHLY MEETING 20.00 11/15/2005..~ COUNCIL OF WATER UTILITIES MONTHLY MEETING 20.00 11/17/2005 CSDA QUARTERLY MEETING 32.00 12/20/2005,~oo COUNCIL OF WATER UTILITIES MONTHLY MEETING 20.00 11/16/2005u SAN DIEGO COUNTY WATER WORKS GROUP 30.00 1/17/2006 COUNCIL OF WATER UTILITIES MONTHLY MEETING 20.00 2/16/2006 CALIFORNIA SPECIAL DISTRICT ASSOCIATION 20.00 2/21/2006......,.,li II !lllil COUNCIL OF WATER UTILITIES MONTHLY MEETING 20.00 3/16/2006 ~!U COUNCIL OF WATER UTILITIES MONTHLY MEETING 20.00 S 9/27/2005 CSDA ANNUAL CONFERENCE (9/27-9/29/05)592.00 10/14/2005.... 15th ANNUAL ECONOMIC SUMMIT 150.00 11/29/2005 ACWA FALL CONFERENCE (11/29 -12/02/05)375.00 ASSOCIATION OF CA WATER AGENCIES 210.00 7/12/2005~•REGULAR BOARD MEETING 7/19/2005 4iJill1 COUNCIL OF WATER UTILITIES MONTHLY MEETING 7/21/2005 l:imml WATER AGENCY ASSOCIATION 7/25/2005 AJU: ACWA SEAWATER DESALINATION PROGRAM 8/3/2005.... REGULAR BOARD MEETING 8/8/2005.. CWA CONSERVATION COMMITTEE 100.00 100.00 100.00 100.00 100.00 100.00 F:/YTD MAR 06Larry-Div 1 8/11/2005 ~If SPECIAL BOARD MEETING 1 of 3 100.00 Printed Date:5/16/2006 OTAY WATER DISTRICT SUMMARY -BOARD OF DIRECTORS EXPENSES FOR THE PERIOD JULY 1,2005 THROUGH MARCH 31,2006 IDIRECTORS NAME ILARRY BREITFELDER SPECIAL BOARD MEETING 100.00 9/7/2005 REGULAR BOARD MEETING 100.00 9/12/2005 SPECIAL BOARD MEETING 100.00 9/20/2005 COUNCIL OF WATER UTILITIES MONTHLY MEETING 100.00 9/27/2005 CSDA CONFERENCE 100.00 9/19/2005 OTAY WATER DISTRICT TOUR OF INFRASTRUCTURE 100.00 9/26/2005 CSDA CONFERENCE 100.00 9/28/2005,•CSDA CONFERENCE 100.00 10/9/2005 REGULAR BOARD MEETING 100.00 10/17/2005. SPECIAL BOARD MEETING 100.00 10/18/2005 COUNCIL OF WATER UTILITIES MONTHLY MEETING 100.00 10/24/2005 OTAY WATER DISTRICT GROUND BREAKING 100.00 11/7/2005 REGULAR BOARD MEETING 100.00 12/1/2005 ASSOCIATION OF CA WATER AGENCIES 100.00 12/7/2005 , REGULAR BOARD MEETING 100.00 11/4/2005 FIRST FRIDAY BREAKFAST 100.00 11/15/2005 COUNCIL OF WATER UTILITIES MONTHLY MEETING 100.00 11/17/2005 CSDA CONFERENCE 100.00 12/12/2005 CWA CONSERVATION COMMITTEE 100.00 12/20/2005~oo ENGINEERING AND OPERATIONS COMMITTEE MEETING 100.00 1/4/2006 REGULAR BOARD MEETING 100.00 1/17/2006 -COUNCIL OF WATER UTILITIES MONTHLY MEETING 100.00 1/19/2006~ OTAY DEVELOPERS LUNCHEON MEETING 100.00 1/23/2006 WATER CONSERVATION GARDEN JPA MEETING 100.00 2/28/2006 CSDA QUARTERLY MEETING 100.00 2/1/2006 L •REGULAR BOARD MEETING 100.00 F:NTD MAR 06Larry-Div 1 2 of 3 Printed Date:5/16/2006 OTAY WATER DISTRICT SUMMARY -BOARD OF DIRECTORS EXPENSES FOR THE PERIOD JULY 1,2005 THROUGH MARCH 31,2006 !OIRECTORS NAME ILARRY BREITFELOER 7/19/2005 MEETING -7/19/2005 8/8/2005 INSIl WT MEETING -8/8/2005 9/30/2005 MEETING -9/20,9/26,9/27 &9/28/05 10/18/2005 MEETING -10/18 &10/24/05 11/30/2005 rill'!? MEETING -11/15,11/17/05 &11/30 12/31/2005 MEETING -12/1,12/12/05 &12/20/05 1/30/2006 MEETING -1/17 &1/23/06 2/28/2006urr ~ MEETING -2/16 &2/21/06 7/30/2005somaHlUluumIi MEETING -7/12,7/21 &7/25/05 8/31/2005~w 1 £m MEETING -8/3,8/11 &8/23/05 9/30/2005 MEETING -9/7,9/12 &9/19/05 10/31/2005 MEETING -10/11 &10/17 _",H,I.?l200!? ...MEETING -11/7/05 12/7/2005 MEETING -12/7/05 1/30/.2006 • MEETING -1/4 &1/19 06 34.02 16.49 154.23 45.59 64.27 71.78 55.18 50.73 36.45 43.65 43.65 29.10 14.55 14.55 26.70 F:/YTD MAR06Larry-Div 1 CSDA CONFERENCE (9/25,9/26 &9/27/05) HOTEL -CSDA CONFERENCE 9/25,9/26 &9/27/05 3 of 3 Printed Dale:5/16/2006 OTAY WATER DISTRICT BOARD OF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM EXHIBIT B Pay to:larry BrGitfelder Employee Number:7013 Period Covered: FromJ~V\.'0 b to '-;re.v\.$.::.;;.0 (-:- Purpose /Issues Mileage Home to own Other Date Meeting Name Discussed own to Home Locations it'r-~0lNO ~l)"\0r-~(v /\.-,.,\.0,/1-/ (~IO !'.~V\?S\.~~v A'\.*,'1-\1 (0 vV\6fl ~J W~d-r UJ.{\~~ ';f--'\-2 2 W(~W G,"l)<II.-!('l~-C.dY\S~/t;..J Po'T7e1V)110 "it 1-,(\\)p~v"LA'\.(,.Le.o Ac.n tWI Cc.1l4t~\'....l2-30/1 I \-7.J)OL-J()R 1\,G "\,"-', \-20 (V\'K wi C!,}V G "'-L.1.0/"""\ oJ ~1\.\-IS'RaJ>,w),''\.0. \-Z0 o'-'~\9\.x;,~S~n,- \-2..3 ,--&'(~"e~~,\,.Q.J'L,,/I?n;J \~c".< TOTAL MEETING PER DIEM:$4~D •j ) ($145 per meeting) TOTAL MILEAGE CLAIMED:"'8 i miles GM Approval Date: I FOR OFFICE USE:TOTAL MILEAGE REIMBURSEMENT =$___ INSTRUCTIONS ON REVERSE ':" 0·* ,.J;. 1 GO .OiG x L)/00 -/.~,''V 200-* .'.'.'~ Period Covered: From ~-l to Discussed Purpose /Issues 7013 INSTRUCTIONS ON REVERSE OTAY WATER DISTRICT BOARD OF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM Number: I,.any areitfelder 1;\.1'1"'iC c.~~\..(""Jl-ey po \,~c-y i?I'8 .')?"proval Dace:_H~~~·~·.,..I...-_.:::.3+1-=z.k~bvz~~_{~;/'I ....:.:: ~r.t~~E USE:TOTAL MILEAOE REIMBURSEM~VT •$__ OTAY WATER DISTRICT SUMMARY -BOARD OF DIRECTORS EXPENSES FOR THE PERIOD JULY 1,2005 THROUGH MARCH 31,2006 ATTACHMENT F SECTION FIDIRECTORSNAMEIGARYCROUCHER 8/18/2005 CSDA QUARTERLY MEETING S 11/29/2005 ACWA FALL CONFERENCE (12/1 -12/02/05) 7/12/2005 lJ 11 lJ REGULAR BOARD MEETING 7/21/2005 ENGINEERING AND OPERATIONS COMMITTEE MEETING 7/27/2005 lJ lJ!I WATER RESOURCE AND SECURITY COMMITTEE MEETING 8/3/2005~i mil H !UIRlHiFIII" REGULAR BOARD MEETING 8/11/2005 kill SPECIAL BOARD MEETING 8/18/2005nUl!!"lJ!!i [ CSDA QUARTERLY MEETING 8/23/2005IillLlJ[J SPECIAL BOARD MEETING 9/20/2005wpm m! WATER RESOURCE AND SECURITY COMMITTEE MEETING 9/27/2005 .1M ENGINEERING AND OPERATIONS COMMITTEE MEETING 10/17/2005 re!I ~ SPECIAL BOARD MEETING 10/10/2005 I lI!:!I !Ii!II!III WATER RESOURCE AND SECURITY COMMITTEE MEETING 10/11/2005..II ~ REGULAR BOARD MEETING 10/25/2005 ENGINEERING AND OPERATIONS COMMITTEE MEETING 11/7/2005 1H1!1'!I U n REGULAR BOARD MEETING 12/1/2005 •l!1Il!ill lJ ASSOCIATION OF CA WATER AGENCIES 12/7/2005 !fiIm~!I REGULAR BOARD MEETING 12/20/2005, ENGINEERING AND OPERATIONS COMMITTEE MEETING 11/14/2005.... WATER RESOURCE AND SECURITY COMMITTEE MEETING 11/28/2005, ENGINEERING AND OPERATIONS COMMITTEE MEETING 1/4/2006lIi$lrHI REGULAR BOARD MEETING 1/24/2006;l:I !II lIIl mn ENGINEERING AND OPERATIONS COMMITTEE MEETING 2/1/2006"1">I r $32.00 205.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 F:!YTD MAR 06Gary-Div 3 1 of 2 Printed Date:5/17/2006 OTAY WATER DISTRICT SUMMARY -BOARD OF DIRECTORS EXPENSES FOR THE PERIOD JULY 1,2005 THROUGH MARCH 31,2006 IDIRECTORS NAME IGARY CROUCHER ANNUAL EMPLOYEE APPRECIATION EVENT 3/13/2006, REGULAR BOARD MEETING 3/27/2006 §W lim ENGINEERING AND OPERATIONS COMMITTEE MEETING 100.00 100.00 100.00 8/18/2005 MEETING -8/18/2005 12/31/2005 MEETING -12/1/05 7/31/2005 14.55 18.43 MEETING -7/12,7/21 &7/25/05 8/31/2005 ll!l!~:ilil MEETING -8/3,8/11 &8/23/05 9/30/2005 MEETING -9/20 &9/27/05 10/31/2005rbJ MEETING -10/10,10/11,10/17 &10/25 12/31/2005 T RR!I!1~W flU MEETING -12/7 &12/20/05 4.86 4.86 3.88 7.76 3.88 F:NTD MAR 06Gary-Div 3 2 of 2 Printed Date:5/17/2006 OTAY WATER DISTRICT BOARD OF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM EXHIBITB Pay To:Gary Croucher Period Covered: Employee Number:7011------------From:01/01106 To:01/31/06 ITEM DATE MEETING PURPOSE /ISSUES MILEAGE MILEAGE DISCUSSED HOME 10 OWD OTHER OWD 10 HOME LOCATIONS 1 01/ot 4-Board Regular Board Meeting 01/09 GM Briefing with GM and Director Robak 2 01/24 Committee Engineering and Operations Committee Meeting Total Meeting Per Diem: ($100 per meeting) $200 milesTotalMileageClaimed: GM Approval<~i:A:s--:)I~f/ff--e{,e;_ f06 ~1AR ~3 Pt'j ~~OFFICE USE:TOTAL MILEAGE REIMBURSEMENT:$.-_ OTAY WATER DISTRICT BOARD OF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM EXHIBITB Pay To:Gary Croucher Period Covered: Employee Number:7011------------From:02/01/06 To:02/28/06 ITEM DATE MEETING PURPOSE 1 ISSUES MILEAGE MILEAGE DISCUSSED HOME to OWD OTHER OWDtoHOME LOCATIONS 1 02/01 Board Regular Board Meeting 02/02 Event Annual Employee Appreciation Event 2 02123 Committee Engineering and Operations Committee Meeting 02124 OM Meeting Review of CWA and Hwy 94 Issues Total Meeting Per Diem: ($100 per meeting) $200 Date:'3.-7/Clb milesTotalMileageClaimed: GM Approval:~~JLL-J~!i:....-..::~__3-11/_~~/~CJ_Z-_ FOR OFFICE USE:TOTAL MILEAGE REIMBURSEMENT:$_ "06 NAR 9Pi'1 5=00 Pay To:Gary Croucher OTAY WATER DISTRICT BOARD OF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM Period Covered: EXHIBITB Employee Number:_70_1_1 _From:03/01106 To:03/31106 ITEM DATE MEETING PURPOSE /ISSUES MILEAGE MILEAGE ,DISCUSSED HOME to OWD OTHER OWDtoHOME LOCATIONS /1 03/13 Board Regular Board Meeting 03/16 CWAGM Briefing with CWA GM -No per diem to either agency 03/23 Local Met with other SD County Water Agencies to discuss Agencies upcoming issues -No per diem to either agency I 2 03/27 Committee Engineering and Operations Committee Meeting , Total Meeting Per Diem:~$2,---O:....:.O _ ($100 per meeting) Total Mileage Claimed:o miles -------"-+~o-bQI,,~(Director's Signature) GM Approval:PAL 5&/a,-..:...._______Date:--:5_-_l.\_r...L:~....ltp:..___ FOR OFFICE USE:TOTAL MILEAGE REIMBURSEMENT:$_ IDIRECTORS NAME OTAY WATER DISTRICT SUMMARY -BOARD OF DIRECTORS EXPENSES FOR THE PERIOD JULY 1,2005 THROUGH MARCH 31,2006 I JOSE LOPEZ I ATTACHMENT G SECTION G 15th ANNUAL ECONOMIC SUMMIT 11/29/2005.. ACWA FALL CONFERENCE (11/29 -12/02/05) 3/22/2006 $150.00 375.00 298.25REGISTRATIONFEE-WORLD WATER FORUM (3/16-19/06) ...•.--.,:.7.'·...:.,.....,,8.23~2S 11/2/2005lWlmJ:lII:2 ~t1 11/7/2005 11/23/2005j~ill; 11/30/2005- 12/1/2005 $i8WJmlml 12/7/2005 12/16/2005 1/4/2006ml&ilti:l>!lll NOVEMBER AGENDA BRIEFING REGULAR BOARD MEETING FINANCE &ADMINISTRATIVE COMMITTEE MEETING DECEMBER AGENDA BRIEFING FALL CONFERENCE REGULAR BOARD MEETING FINANCE &ADMINISTRATIVE COMMITTEE MEETING REGULAR BOARD MEETING 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 .........,~..../....1....9/....2...0"""0....6..... OTAY DEVELOPERS LUNCHEON MEETING 1/20/2006au FINANCE &ADMINISTRATIVE COMMITTEE MEETING 1/23/2006 lim'me ENGINEERING AND OPERATIONS COMMITTEE MEETING 1/24/2006 tH ill!1m l CHULA VISTA TASK FORCE (INTERAGENCIES MEETING) 2/3/2006•fit § REGULAR BOARD MEETING 2/15/2006 FINANCE &ADMINISTRATIVE COMMITTEE MEETING 2/22/2006, ENGINEERING AND OPERATIONS COMMITTEE MEETING 3/13/2006 REGULAR BOARD MEETING 3/27/2006 t mM ENGINEERING AND OPERATIONS COMMITTEE MEETING 3/17/2006mimi mt WORLD WATER CONFERENCE 3/18/2006 WORLD WATER CONFERENCE 3/24/2006mitt m FINANCE &ADMINISTRATIVE COMMITTEE MEETING 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 F:/YTD MAR 06Jose-Div 4 1 of 2 Printed Dale:5/18/2006 OTAY WATER DISTRICT SUMMARY -BOARD OF DIRECTORS EXPENSES FOR THE PERIOD JULY 1,2005 THROUGH MARCH 31,2006 ATTACHMENT G SECTION GIDIRECTORSNAMEIJOSELOPEZI 2/28/2006 3/31/2006: MEETING -1/4,1/19,1/20,1/23 &:1/24/06 MEETING -2/3,2/15,&:2/22/06 MEETING -3/13,3/24 &:3/27/06 35.60 26.70 26.70 3/14/2006fl!l d I 3/22/2006 HOTEL-WORLD WATER FORUM IN MEXICO CITY (3/16-19/06) AIRFARE -MEXICO CITY,MEXICO 813.69 622.11 F:/YTD MAR 06Jose-Div 4 2 of 2 Printed Date:5/18/2006 EXHIBIT B OTAY WATER DISTRICT BOARD OF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM Pay to:Jose Lopez. Employee Number:7010 Period Covered:rl,I?/~ From Qf-Q1-Odio ~00 Date Meeting Name ()t()j) Purpose /Issues Discussed Mileage Home to OWO Other OWO to Home Locations &0 I v (:6rnMiltw TOTAL MEETING PER DIEM:$ C$~per meeting) /00 TOTAL MILEAGE CLAIMED: 500 ,DO ctor's Signature) GM Approval Date'~_~__~~~~~f._?rA_~__ FOR OFFICE USE:TOTAL MILEAGE REIMBURSEMENT =$----- INSTRUCTIONS ON REVERSE OTAY WATER DISTRICT BOARD OF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM S-;;UJ /01 JOO-OD S,2./1 ()Z-EXH~.~[} Pay to:Jose Lo~ez Period Covered: From Oll-o I to C~...,2...1'..0' Employee Number:7_0_1o _ Purpose I Issues Mi Date Meeting Name Home to OW Discussed OWO to Hom ~"3 0000 R et2..roL M .•-~-hn~~O ,~"/o O&c)O r:,1.1 II!It.".,ectrtM.'"~::J~ ,:,-)-'2 DC4)O €l '/I\A..~'j ,Ol~''0 ~m ...~1ft yg' -r/'( 3 •>< 100'00-~j()J.oo::.lc 0-* 20-+ 20-+ 20-+ _____miles TOTAL MEETING PER DIEM:$ ($"per meeting)---- TOTAL MILEAGE CLAIMED: 60-* 60-)~, 0'4450=ItrLO''1*1' GM Approval Date: ~06 APR 20 Pi112:44 FOR OFFICE USE:TOTAL MILEAGE REIMBURSEMENT =$----- INSTRUCTIONS ON REVERSE 05/15/2006 07:02 SDFD SP EVENTS 7 96600829 NO.434 [;101 OTAY HATER OISTRICT BOARD OF DIRECTORS PEa-OIEM AND MILEAGE CLAIM FORM EXHIBIT B Period Covered:f From ma.ftb#{to 1YJ&tY'ofL 31 7010 l?ay to:Jose Lo~ez Employee NUmJ)er:I\--- \ Purpose I Issues Mileage Ileltls to OWl)Ol:her Date Meeting /!lame Cisc\1ssed OWO tc Kcme I.Q\:i!l.tiQns /''8 /3 DL.D{)\'B~a~.m.edi~~o vi 8//7 oJ LO Fq,R.u (V1 U)Oi'(d uJaJev-Q,;OF -- /~II~tlJ to F~Q..um WfJrI'leI UJa.J-er'(!f)i)~ ~w~i OuJ~\FI na,1cdAdm {};;m.bLO tI Ko/a27 CJ4.J ()I E~/Dj)edioP!5 (!Pm ~D,f I \ \ \ l GM ~pproval Pace: TOTAL MEETING PQ.DIM; ($.145 per meel:-:'ng) SHAY 1:1R1.r~0Wz.,!:p..GE CJ:.,AIME :1!Iiles FO~OFFIC~USE:TOT ~IL~AGS lEIMBURSEMENT ~S----- .IRS~~OCTIONS 05 RBVERS3 IDIRECTORS NAME OTAY WATER DISTRICT SUMMARY -BOARD OF DIRECTORS EXPENSES FOR THE PERIOD JULY 1,2005 THROUGH MARCH 31,2006 MARK ROBAK I 9/15/2005 ATTACHMENT H SECTION H REGISTRATION FEE -ACWA DESALINATION PRESENTATION 10/14/2005 15th ANNUAL ECONOMIC SUMMIT 11/29/2005~II'l ACWA FALL CONFERENCE (11/29 -12/02/05) 3/22/2006 I 1~i!i2lLJi REGISTRATION FEE -WORLD WATER FORUM (3/16-19/06) $50.00 150.00 395.00 298.76 F:/YTD MAR 06Mark-Div 5 7/7/2005 METRO COMMISSION 7/12/2005~r REGULAR BOARD MEETING 7/13/2005 WATER CONSERVATION GARDEN lPA MEETING 7/~0/2005 BOARD REPRESENTATIVE ON RECYCLING ISSUES 7/21/2005 ENGINEERING AND OPERATIONS COMMITTEE MEETING ,7(,26/200,5 FINANCE &ADMINISTRATION COMMITTEE 8/3/2005 REGULAR BOARD MEETING 8/4/2005 Mmlill iIill METRO COMMISSION 8/22/2005 WATER CONSERVATION GARDEN lPA MEETING 8/23/2005 gl!!:!En~l NlS:!Ill!nl!llllll!l~il!ffl! SPECIAL BOARD MEETING 9/1/2005 METRO COMMISSION 9/7/2005 ~~ REGULAR BOARD MEETING 9/12/2005 SPECIAL BOARD MEETING 9/15/200~ ACWA SEAWATER DESALINATION PROGRAM 9/20/2005 WATER CONSERVATION GARDEN lPA MEETING 9/27/2005 M!§@I It*illlillJm ENGINEERING AND OPERATIONS COMMITTEE MEETING 7/14/2005 AMERICAN ASSEMBLY II WORKSHOP (METRO COMMISSION) 10/17/2005 &'Wit !"IM ~ SPECIAL BOARD MEETING 10/14/2005.u SOUTH COUNTY ECONOMIC SUMMIT -CONVENTION CENTER 10/10/2005 WATER RESOURCE AND SECURITY COMMITTEE MEETING 10/11/2005 REGULAR BOARD MEETING 10/25/2005illl&'aIlS! ENGINEERING AND OPERATIONS COMMITTEE MEETING 11/7/2005 REGULAR BOARD MEETING 11/30/2005 ACWA CONFERENCE 1 of 3 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 Printed Dale:5/16/2006 OTAY WATER DISTRICT SUMMARY -BOARD OF DIRECTORS EXPENSES FOR THE PERIOD JULY 1,2005 THROUGH MARCH 31,2006 100.00 2/1/2005 METRO COMMISSION MARK ROBAK IIDIRECTORSNAME 12/7/2005 REGULAR BOARD MEETING 100.00 12/20/2005~11lI$III!il!i~.'51' ENGINEERING AND OPERATIONS COMMITTEE MEETING 100.00 WATER RESOURCE AND SECURITY COMMITTEE MEETING 100.00 11/28/2005 ENGINEERING AND OPERATIONS COMMITTEE MEETING 100.00 10/12/200~ 10/20/200~ 11/1/2005 •& WATER CONSERVATION GARDEN JPA MEETING EL DORADO IRRIGATION DISTRICT WATER CONSERVATION GARDEN JPA MEETING 100.00 100.00 100.00 11/3/2005 METRO COMMISSION 100.00 12/9/200~ TOUR OF OWD FACILITIES 100.00 12/13/2005 WATER CONSERVATION GARDEN JPA MEETING 100.00 12/141200,5 .. WATER CONSERVATION GARDEN JPA MEETING 100.00 1/4/2006 REGULAR BOARD MEETING 100.00 1/19/20~6 OTAY DEVELOPERS LUNCHEON 100.00 1/9/2006 WATER CONSERVATION GARDEN JPA MEETING 100.00 1/20/2006 FINANCE &ADMINISTRATION COMMITTEE 100.00 1/5/2006 METRO COMMISSION 100.00 1/11/2006 WATER CONSERVATION GARDEN JPA MEETING 100.00 7/7/2005 MEETING -7/7,7/12,7/13,7/21,7/26/05 34.44 8/31/2005 MEETING -8/3,8/4,8/22,&8/23/05 20.86 9/30/2005 smlIltmf MEETING -9/1,9/7,9/12,9/20 &9/27 22.31 ,~0/31/2~05 MEETING -10/10, 10/11, 10/12, 10/14, 10/17, 10/20,10/24 &10/2, PARKING -10/19 &10/20/05 74.69 18.00 11/~~!2005 MEETING -11/1, 11/3,11/7,11/14, 11/28,&11/30 41.23 12/31/2005 MEETING -12/1,12/7,12/9,12/13,12/14 &12/20/05 33.95 1/31/2006 MEETING -1/4,1/5, 1/9, 7/31/2005 49.84 MEETING -7/12 &7/26/05 3.24 8/31/2005 MEETING -8/3 &8/23/05 3.24 9/30/2005 MEETING -9/7,9/12, 9/15,9/20 &9/27/05 11.64 F:NTD MAR 06Mark·Div 5 2 of3 Printed Date:5/16/2006 IDIRECTORS NAME OTAY WATER DISTRICT SUMMARY -BOARD OF DIRECTORS EXPENSES FOR THE PERIOD JULY 1,2005 THROUGH MARCH 31,2006 MARK ROBAK I 0/31/2005 MEETING -10/11,10/17 &10/25 11/30/2005 MEETING -11/7 &11/14 12/31/2005 MEETING -12/7/05 5.82 3.88 1.94 MEETING -1/4/06 1.78 3/14/2006 HOTEl-WORLD WATER FORUM IN MEXICO CITY (3/16-19/06)813.69 F:NTDMAR 06Mark-Div5 30f3 Printed Date:5/16/2006 .., OTAY WATERDISTRICT BOARD OF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM Pay To:Mark Robak Period Covered: Employee Number:---"-70;0.;1:...4'----_From:1-1-06 To:1-31-06 ($100 per meeting) ITEM DATE MEETING PURPOSE {ISSUES MILEAGE MILEAGE DISCUSSED HOMEloOWD OTHER OWDloHOME LOCATIONS 1 1-4 Monthly Otay Board Meeting General District Business 4 6 2 1-5 Metro Commission Monthly meeting {General Business 0 22 (See Exhibit A -Agenda) 3 1-9 Lunch meeting -El Cajon Discuss conservation issues with GM 0 0 &Director Croucher -NO CHARGE 4 1-9 Water Conservation Garden Monthly Meeting {General Business 0 12 Foundation (See Exhibit B -Agenda) 5 I-II Water Conservation Garden Monthly Meeting {General Business 0 12 (See Exhibit C -Agenda) 6 1-19 Otay Developer Luncheon Yearly meeting with District Developers 0 9 7 1-20 Finance &Administration Monthly meeting involving finance &0 9 Committee administration issues 8 1-26 Otay 50th Anniversary Commemorate occasion -NO CHARGE 0 0 Group Photo 9 1-28 Chula Vista Chamber of Yearly installation ofBoard &0 42 Commerce Installation presentation ofawards -NO CHARGE 4 112 Total Meeting Per Diem:$600 .. Total Mileage Claimed:116 miles GM Approv."~(Director's Signature) Date:_ FOROFFICE USE:TOTAL MILEAGE REIMBURSEMENT:$_ AGENDA ITEM 4 STAFF REPORT Recruitment,Selection, to Repeal Appointment Board Policy #36 AllDIV.NO. June 7,2006 W.O.lG.F.NO: MEETING DATE: rative Services Regular Board Kelli Williamso~~~ Human Resour es~~er Rom Sarno, Chief,Adm' German A rez, Assis eral Manager,Finance and Administration 1.Approve Five Human Resources Policies,Procedures and Programs;and 2.Adopt Resolution #4081 to Amend the and Employment Board Policy #24 and of Temporary and Contract Employees APPROVED BY: (Asst.GM): SUBJECT: APPROVED BY: (Chief) TYPE MEETING: SUBMITTED BY: GENERAL MANAGER'S RECOMMENDATION: To request the Board: 1.Approve the following Human Resources Policies, Procedures and Programs: a.Recognition Program,effective 7/1/06; b.Salary Rate Change Procedure; c.Nepotism,Incompatible Activities Policy; d.Dress Attire in the Workplace Policy;and e Uniform Standards Policy 2.Adopt Resolution #4081 to Revise the Recruitment, Selection,and Employment Board Policy #24 and to Repeal Appointment of Temporary and Contract Employees Board Policy #36 COMMITTEE ACTION: See Attachment "A". PURPOSE That the Board approve new and revised Human Resources Policies, Procedures and Programs. ANALYSIS: Human Resources staff (HR)has been working on developing and/or revising several District Policies,Procedures,and Programs. During the process of developing and revising various policies, HR has gone through an extensive process to ensure employee buy- in and understanding at all levels of the District,which has included reviews with the General Manager and Assistant General Managers,Senior Management level,managers and supervisors level,and to either or both (depending on the policy)the Labor/Management Committee and/or the Employee Association.In addition,Staff has reviewed similar programs from other agencies and coordinated appropriate legal review. We are pleased to have completed this process for the following Policies thus far: Recognition Program (Attachment B) The District's Recognition Program was last updated in June 2004.The program was recently reviewed and updated and the primary revisions include:removing the Pay-For-Performance component as this was recently implemented as a separate Human Resources Policy and Procedure;re-tooling some of the programs to change the focus to the employee (i.e.:Employee Excellence Award vs.General Manager's Award);including a component to allow for more employee participation to select the award recipient through Recognition Committees;and adjusting the award amount for the Employee Length of Service since it had been several years since the amounts were reviewed and adjusted. Salary Rate Change Procedure (Attachment C) The last revision to this Human Resources Procedure was in 1994. The current procedure only allows for a salary increase if the employee was under the minimum of the new salary range.Under the new procedure,the employee would receive a 5%salary increase or the minimum of the salary range,whichever is higher,for both promotions and advancements. The procedure was also updated to allow the General Manager the flexibility to reduce an employee's salary over a two year period if the employee's classification is reclassified to a lower level classification,whereas,the current procedure requires an immediate cut in salary to the top of the salary range for the new position.This will allow more flexibility for the District and time for the employee to adjust to the change. Nepotism,Incompatible Activities Policy (Attachment D) Nepotism,Incompatible Activities Policy (Attachment D) The purpose of implementing this new Human Resources Policy and Procedure is to prevent nepotism and conflicts of interest,or the appearance thereof and to describe what is allowed with respect to family members being employed by the District.The District seeks to provide equitable employment opportunities to all individuals,including those related to one another by blood or marriage.Staff reviewed several similar policies from other agencies prior to drafting and presenting the proposed policy. Dress Attire in the Workplace Policy (Attachment E) This is a new Human Resources Policy and Procedure to provide guidelines for proper dress for the District. Uniform Standards Policy (Attachment F) The Uniform Standards Policy (previously a Human Resources Procedure)has been updated to reflect current practice and to provide for specific options for employees required to wear uniforms. Recruitment,Selection,and EmploYment Board Policy #24 (Attachment G) The Recruitment,Selection,and Employment Policy has been revised to include Appointment of Temporary and Contract Employees Board Policy #26 and to better reflect the District's recruitment,selection and employment process. Resolution #4081 (Attachment H) To revise Recruitment,Selection,and Employment Board Policy #24,and to incorporate the contents of the existing Appointment of Temporary and Contract Employees Board Policy #36 into a revised and more inclusive Board Policy #24,and to repeal Board Policy #36,it is requested that the Board of Directors adopt Resolution #4081 in support of the revisions to the Policy. HR is currently finalizing some other policies,procedures and programs and will bring these forward to your Board as the review process is completed. FISCAL IMPACT:~. The Recognition Program and Salary Rate Change Procedure will result in an increase to the FY07 budget as follows: •Recognition Program -$20,000 •Salary Rate Change Procedure -$40,000 LEGAL IMPACT: ATTACHMENTS Attachment A,Committee Action Attachment B,Recognition Program Attachment C,Salary Rate Change Procedure Attachment 0,Nepotism,Incompatible Activities Policy Attachment E,Dress Attire in the Workplace Policy Attachment F,Uniform Standards Policy Attachment G,Recruitment,Selection and EmploYment Board Policy #24 Attachment H,Resolution #4081 to Revise the Recruitment, Selection and EmploYment Board Policy #24 and to Delete Appointment of Temporary and Contract Employees Board Policy #36 SUBJECT/PROJECT: ATTACHMENT A 1.Approve Five Human Resources Policies,Procedures and Programs;and 2.Adopt Resolution #4081 to Revise the Recruitment, Selection,and Employment Board Policy #24 and to Repeal Appointment of Temporary and Contract Employees Board Policy #36 COMMITTEE ACTION: The Finance/Administration Committee met on May 24,2006 supports Staff's recommendations to: 1.Approve Five Human Resources Policies,Procedures and Programs;and 2.Adopt Resolution #4081 to Revise the Recruitment, Selection,and Employment Board Policy #24 and to Repeal Appointment of Temporary and Contract Employees Board Policy #36 NOTE: The "Committee Action"is written in anticipation of the Committee moving the item forward for board approval.This report will be sent to the Board as a committee approved item, or modified to reflect any discussion or changes as directed from the committee prior to presentation to the full board. SUBJECT/PROJECT: ATTACHMENT A 1.Approve Five Human Resources Policies,Procedures and Programs;and 2.Adopt Resolution #4081 to Revise the Recruitment, Selection,and Employment Board Policy #24 and to Delete Appointment of Temporary and Contract Employees Board Policy #36 COMMITTEE ACTION: The Finance/Administration Committee met on May 24,2006 supports Staff's recommendations to: 1.Approve Five Human Resources Policies,Procedures and Programs;and 2.Adopt Resolution #4081 to Revise the Recruitment, Selection,and Employment Board Policy #24 and to Delete Appointment of Temporary and Contract Employees Board Policy #36 NOTE: The "Committee Action"is written in anticipation of the Committee moving the item forward for board approval.This report will be sent to the Board as a committee approved item, or modified to reflect any discussion or changes as directed from the committee prior to presentation to the full board. ATTACHMENT B .EMPLOYEE RECOGNITION PROGRAM OTAY WATER DISTRICT 2554 Sweetwater Springs Boulevard Spring Valley,California 91978-2096 July 1,2006 ATTACHMENT B EMPLOYEE RECOGNITION PROGRAM Table of Contents Page Number A.INTRODUCTION Employees:Our Most Important Resource B.METHODS OF EMPLOYEE RECOGNITION C.DISTRICT'S PROGRAMS FOR FORMAL EMPLOYEE RECOGNITION 1.Employee Recognition Events 2.Employee Excellence Award 3.Team of Excellence Award 4.Management Excellence Award 5.On the Spot Recognition Awards 6.Community Involvement Award 7.Other Recognition 8.Length of Service Recognition Program D.AWARD ELIGIBILITY AND EVALUATION GUIDELINES E.RECOGNITION ITEMS TO IDENTIFY RECIPIENTS OF RECOGNITION AWARDS F.RECOGNITION RECORD G.RECOGNITION COMMITTEES 1 1 2 2 3 3 4 4 5 5 6 7 7 7 ATTACHMENT B A.INTRODUCTION The Employee Recognition Program is provided to help identify meaningful opportunities to recognize employees for their accomplishments. Employees:Our Most Important Resource Each employee is very important to the Otay Water District (District).The District recognizes that employees need to be acknowledged for what they do, and the daily contributions they make on the job.Recognition starts with respect for each employee and their own unique individuality.Therefore,the form of recognition given does depend largely on the individual and the accomplishment.The recognition given should be tailored to emphasize the value of each individual. Employee recognition helps to create an environment where all employees have the opportunity to enjoy their work,to do a good job,and to know their contributions are appreciated.Employee recognition works by each of us taking the time and making the effort to let others know they are appreciated. We can show respect for others by really listening to what they have to say. As a footnote,monetary forms of recognition are not only based on the accomplishments of the individual and organization,but are also affected by the economic conditions of the District,and region.Although not specifically addressed in this guide,any salary increase constitutes a form of recognition given by the District to each employee. B.METHODS FOR INFORMAL EMPLOYEE RECOGNITION Informal recognition is spontaneous and requires minimal planning and effort. It generally occurs within departments,allowing managers and supervisors to tailor the recognition to the employee so it is meaningful to them.The District encourages department managers and supervisors to use informal methods of recognition to acknowledge employee accomplishments immediately upon their occurrence or "on the spot". The following are some suggested methods for informally recognizing employees: •Personal Congratulations •Thankyou cards •Letter or Memo from the General Manager,Assistant General Manager or Department Chief •Articles in the Employee Pipeline •Certificates of Appreciation •For other ideas go to:www.nelson-motivation.com 1 ATTACHMENT B C.DISTRICT'S PROGRAMS FOR FORMAL EMPLOYEE RECOGNITION 1.Employee Recognition Events Semi-Annual Events The General Manager and Sr.Management Team will host semi-annual events to recognize employees District-wide for their contributions,accomplishments, new hires,years of service,promotions,certificates earned,and recognition awards.These events could be a breakfast,or afternoon lunch. The Employee Excellence Award,Team of Excellence Award,and Management Excellence Award will be distributed at these events. •January -Calendar Year Kick-Off Informational Meeting /Recognition Event held at a local facility (offsite). •July -Fiscal Year End Informational Meeting /Recognition Event.Catered lunch at the District. 2.Employee Excellence Award The Employee Excellence Award is to provide an opportunity for employees to recognize their peers for promoting excellence in support of the District's mission,vision and values by recognizing employees that make consistent contributions to the District through outstanding job performance and provide outstanding customer service. The award recognizes an employee that performs exceptionally,is valued by peers and customers,believes in providing outstanding customer service by putting customers first,both internal and external,contribute in a positive way to the success of their work team,their department and the District,is a hard worker,efficient worker,good communicator,and is an example of the District's values. Procedure: •Presentation of Award:The award will be presented twice a year during the Semi-Annual Events (January and July). •Nomination:All employees will nominate candidates. •Selection:The Employee Recognition Committee will select the recipient. •Award:One (1)award recipient per semi-annual event (two per calendar year)will receive a certificate of appreciation and $300.The Employee Recognition Committee can select an additional award (Le.parking spot for a six month period).Due to the award being taxable by the Federal government,the District will pay the related taxes separate from the award. 2 ATTACHMENT B 3.Team of Excellence Award The Team of Excellence Award is to recognize and reward accomplishments and contributions by employees working in teams on a special project or assignment of significance to the District.A team is a work group of three (3) or more employees from the same or different departments working together toward a common goal working on a special project. Procedure: •Presentation of Award:The award will be presented twice a year during the Semi-Annual Events (January and July). •Nomination:Management and Sr.Management will nominate teams. •Selection:The Management Recognition Committee will select the team. •Award:One (1)team award per semi-annual event (2 per calendar year) will receive a certificate of appreciation and $300 for each team member. Due to the award being taxable by the Federal government,the District will pay the related taxes separate from the award. 4.Management Excellence Award The Management Excellence Award is to recognize supervisors,and managers who have consistently demonstrated excellent leadership qualities in the development and coaching of staff. Procedure: •Presentation of Award:The award will be presented twice a year during the Semi-Annual Events (January and July). •Nomination:All employees will nominate candidates. •Selection:Sr.Management will select the recipient. •Award:One (1)award recipient per semi-annual event (two per calendar year)will receive a certificate of appreciation and $300.The Sr. 'Management can select an additional award (Le.parking spot for a six month period).Due to the award being taxable by the Federal government, the District will pay the related taxes separate from the award. 3 ATTACHMENT B 5.On the Spot Recognition Award The On the Spot Recognition Award allows department managers and supervisors to provide immediate acknowledgment to employees for their contributions or accomplishments.The award is also to recognize employees that make suggestions that may lead to making a significant improvement in a project,program,activity,condition,procedure,operational efficiency,reduction in costs,or improvement in an aspect of safety for the District.At the beginning of each fiscal year,the General Manager will determine a budget for each Department Chief to provide "On The Spot Recognition"awards and other employee recognition activities. Procedure: •Presentation of Award:The awards will be presented throughout the year. •Nomination:Supervisor,Manager,Department Chief,Assistant GM,or GM. •Selection:Department Chief. •Award:Recognition Card with $50 or $100 check.Due to the award being taxable by the Federal government,the District will pay the related taxes separate from the award. •Department Chiefs,Department Managers and Supervisors can present the On the Spot Recognition Awards to employees as they determine to be appropriate during the year.To process a $50.00 or $100.00 award for an employee,the Department Chief provides a completed Otay Water District Award Nomination Form to Payroll and routes copies as indicated on the form.Payroll provides the person making the nomination a check award for presentation to the employee. 6.Community Involvement Award The Community Involvement Award is to recognize employees who participate in volunteer activities at Otay Water District events,e.g.water use education booth at community fairs,festivals,parades,etc.Volunteer participation by employees is critical to the success of these activities,and the District may provide participating employees with volunteer recognition hats,t.:shirts,pins, name tags,key rings,pens and other items displaying an Otay Water District Volunteer logo to recognize these employees for their extra efforts. Procedure: •Presentation of Award:The award will be presented twice a year during the Semi-Annual Events (January and July). •Award:Certificate of appreciation and gift to be determined by the Employee Recognition Committee (Le.,t-shirt,mug,movie tickets,gift certificates,etc.)or Volunteer Lunch. 4 ATTACHMENT B •The program is administered by the staff that coordinates the volunteer events.List of employee volunteers should be forwarded to Human Resources at the end of each event and Human Resources shall maintain a log of volunteers. 7.Other Recognition Recognition may also include other items deemed to be appropriate and approved by the Department Chief such as a recognition meal (not to exceed $12 per person)or gift to acknowledge individual or group contribution to the District (not to exceed $100 per person).The Otay Water District Other Recognition Form should be completed and reimbursement attained by using either the Petty Cash form or Check Request as appropriate with receipts. 8.Length of Service Recognition Program The District recognizes employees for their personal commitment to the District who have worked for five or more years at the District,and who retire. a.Service Awards: When an employee reaches each five years of service,the District shall recognize such service by authorizing Human Resources to provide the employee with an award.If an employee terminates and is reemployed by the District,the employee shall not lose credit for his/her years of completed service.Employees receive recognition throughout the year by their department and are recognized at the annual recognition event in January. Human Resources shall provide a Certificate of Appreciation and the following schedule shall be used to determine the Service Award amount: Number of Years 5 10 15 20 25 30 35 Award $100 $300 $600 $1,000 $1,500 $2,100 $2,800 The Service Award shall be given in the form of a check and all applicable taxes will be deducted. 5 ATTACHMENT B b.Retirement Recognition: When an employee retires from the District,the District will recognize the retirement by authorizing Human Resources to provide to the retiree's Department $200 toward a retirement party or gift and a plaque.The gift may not be in the form of cash or gift certificate. D.Award Eligibility and Evaluation Guidelines 1.Eligibility Criteria •Regular Full-Time and Part-Time employees and interns (Temporary employees are not eligible to participate). • Fully Competent performance rating on the latest performance evaluation.If there is no evaluation on file (Le.for new employee)employee must be meeting performance expectations.Criteria is not applicable to Length of Service Recognition Program. •Not subject to discipline within the previous 12 months or on a performance improvement plan.Criteria is not applicable to Length of Service Recognition Program.' 2.The following guidelines should be considered when recommending an employee for a Recognition Award,additional guidelines will be provided on the nomination forms: D Employee exemplifying the District's values. D Implementation of Strategic Plan Initiatives or related projects. D High level accomplishments in employee performance evaluation categories. D Going above and beyond the call of duty. D Significant contribution to development of team work. D High level of customer satisfaction. D High level of initiative in performance of work. D Demonstration of leadership by example. D Demonstrated excellent safety record over a continuous period of years. D Significant increase in revenues or savings for the District. D Significant increase in the delivery of department and/or District services. D The resolution of a significant existing or potential matter,service issue, liability issue or legal complaint. D Development of a new system and/or procedure that contributes to the overall improved business practices or operations of the District. D Any other achievements that provides valued distinction from others. 6 ATTACHMENT B E.Recognition Items To Identify Recipients Of Recognition Awards The District may issue recognition patches,pins,name tags,key rings,pens and other items to identify recipients of the various recognition awards,and these items may be presented to the employees at the time they receive their recognition awards.These items are intended to reinforce the significance of the Employee Recognition Program. F.Recognition Record Human Resources shall maintain a log of all awards presented and a copy maintained in the employee's personnel file.The Department Chief will also be responsible for keeping a record of the award presentation for recognition presentation opportunities within the department.Employees who have received Awards will be recognized in the Pipeline,as well as at employee recognition events,department meetings and at other appropriate events. G.Recognition Committees 1.Employee Recognition Committee •Committee members will select the Employee Excellence Awards and the Community Involvement Awards. •Committee members will serve a one year term and include one employee from each department for a total of six (line staff and management staff are eligible).Each department will ask for volunteers,if more than one volunteer per department,the Department Chief will select the committee member from the volunteer list.Human Resources will serve as an advisor. •Committee Member Criteria:employee in good standing with no discipline in the last 12 months or on a performance improvement plan and "fully competent"or above on their latest performance evaluation;able to participate in the committee without working overtime;employee's current workload taken into consideration. •Procedure:the Employee Recognition Committee will convene approximately twice a year around the recognition semi-annual events to select award recipients. 2.Management Recognition Committee •Committee members will select the Team of Excellence Award. •Committee members will serve a one year term and include one supervisor or manager from each department for a total of six.Each department will ask for volunteers,if more than one volunteer per department,the Department Chief will select the committee member from the volunteer list. Human Resources will serve as an advisor. ATTACHMENT B •Committee Member Criteria:employee in good standing with no discipline in the last 12 months or on a performance improvement plan and "fully competent"or above on their latest performance evaluation;employee's current workload taken into consideration. •Procedure:the Management Recognition Committee will convene approximately twice a year around the recognition semi-annual events to select award recipients. 8 ATTACHMENTB EMPLOYEE RECOGNITION PROGRAM OTAY WATER DISTRICT 2554 Sweetwater Springs Boulevard Spring Valley,California 91978-2096 July 1,2006 ATTACHMENT B EMPLOYEE RECOGNITION PROGRAM Table of Contents Page Number A.INTRODUCTION Employees:Our Most Important Resource B.METHODS OF EMPLOYEE RECOGNITION C.DISTRICT'S PROGRAMS FOR FORMAL EMPLOYEE RECOGNITION 1.Employee Recognition Events 2.Employee Excellence Award 3.Team of Excellence Award 4.Management Excellence Award 5.On the Spot Recognition Awards 6.Community Involvement Award 7.Other Recognition 8.Length of Service Recognition Program D.AWARD ELIGIBILITY AND EVALUATION GUIDELINES E.RECOGNITION ITEMS TO IDENTIFY RECIPIENTS OF RECOGNITION AWARDS F.RECOGNITION RECORD G.RECOGNITION COMMITTEES 1 1 2 2 3 3 3 4 5 5 6 6 7 7 ATTACHMENT B A.INTRODUCTION The Employee Recognition Program is provided to help identify meaningful opportunities to recognize employees for their accomplishments. Employees:Our Most Important Resource Each employee is very important to the Otay Water District (District).The District recognizes that employees need to be acknowledged for what they do, and the daily contributions they make on the job.Recognition starts with respect for each employee and their own unique individuality.Therefore,the form of recognition given does depend largely on the individual and the accomplishment.The recognition given should be tailored to emphasize the value of each individual. Employee recognition helps to create an environment where all employees have the opportunity to enjoy their work,to do a good job,and to know their contributions are appreciated.Employee recognition works by each of us taking the time and making the effort to let others know they are appreciated. We can show respect for others by really listening to what they have to say. As a footnote,monetary forms of recognition are not only based on the accomplishments of the individual and organization,but are also affected by the economic conditions of the District,and region.Although not specifically addressed in this guide,any salary increase constitutes a form of recognition given by the District to each employee. B.METHODS FOR INFORMAL EMPLOYEE RECOGNITION Informal recognition is spontaneous and requires minimal planning and effort. It generally occurs within departments,allowing managers and supervisors to tailor the recognition to the employee so it is meaningful to them.The District encourages department managers and supervisors to use informal methods of recognition to acknowledge employee accomplishments immediately u'pon their occurrence or "on the spot". The following are some suggested methods for informally recognizing employees: •Personal Congratulations •Thank you cards •Letter or Memo from the General Manager,Assistant General Manager or Department Chief •Articles in the Employee Pipeline •Certificates of Appreciation •For other ideas go to:www.nelson-motivation.com 1 ATTACHMENT B C.DISTRICT'S PROGRAMS FOR FORMAL EMPLOYEE RECOGNITION 1.Employee Recognition Events Semi-Annual Events The General Manager and Sr.Management Team will host semi-annual events to recognize employees District-wide for their contributions,accomplishments, new hires,years of service,promotions,certificates earned,and recognition awards.These events could be a breakfast,or afternoon lunch. The Employee Excellence Award,Team of Excellence Award,and Management .Excellence Award will be distributed at these events. •January -Calendar Year Kick-Off Informational Meeting /Recognition Event held at a local facility (offsite). •July -Fiscal Year End Informational Meeting /Recognition Event.Catered lunch at the District. 2.Employee Excellence Award The Employee Excellence Award is to provide an opportunity for employees to recognize their peers for promoting excellence in support of the District's mission,vision and values by recognizing employees that make consistent contributions to the District through outstanding job performance and provide outstanding customer service. The award recognizes an employee that performs exceptionally,is valued by peers and customers,believes in providing outstanding customer service by putting customers first,both internal and external,contribute in a positive way to the success of their work team,their department and the District,is a hard worker,efficient worker,good communicator,and is an example of the District's values. Procedure: •Presentation of Award:The award will be presented twice a year during the Semi-Annual Events (January and July). •Nomination:All employees will nominate candidates. •Selection:The Employee Recognition Committee will select the recipient. •Award:One (1)award recipient per semi-annual event (two per calendar year)will receive a certificate of appreciation and $300.The Employee Recognition Committee can select an additional award (i.e.parking spot for a six month period).Due to the award being taxable by the Federal government,the District will pay the related taxes separate from the award. 2 ATTACHMENT B 3.Team of Excellence Award The Team of Excellence Award is to recognize and reward accomplishments and contributions by employees working in teams on a special project or assignment of significance to the District.A team is a work group of three (3) or more employees from the same or different departments working together toward a common goal working on a special project. Procedure: •Presentation of Award:The award will be presented twice a year during the Semi-Annual Events (January and July). •Nomination:Management and Sr.Management will nominate teams. •Selection:The Management Recognition Committee will select the team. •Award:One (1)team award per semi-annual event (2 per calendar year) will receive a certificate of appreciation and $300 for each team member. Due to the award being taxable by the Federal government,the District will pay the related taxes separate from the award. 4.Management Excellence Award The Management Excellence Award is to recognize supervisors,and managers who have consistently demonstrated excellent leadership qualities in the development and coaching of staff. Procedure: •Presentation of Award:The award will be presented twice a year during the Semi-Annual Events (January and July). •Nomination:All employees will nominate candidates. •Selection:Sr.Management will select the recipient. •Award:One (1)award recipient per semi-annual event (two per calendar year)will receive a certificate of appreciation and $300.,The Sr. Management can select an additional award (i.e.parking spot for a six month period).Due to the award being taxable by the Federal government, the District will pay the related taxes separate from the award. 5.On the Spot Recognition Award The On the Spot Recognition Award allows department managers and supervisors to provide immediate acknowledgment to employees for their contributions or accomplishments.The award is also to recognize employees that make suggestions that may lead to making a significant improvement in a project,program,activity,condition,procedure,operational efficiency,reduction in costs,or improvement in an aspect of safety for the District.At the beginning of each fiscal year,the General Manager will determine a budget for each 3 ATTACHMENT B Department Chief to provide "On The Spot Recognition"awards and other employee recognition activities. Procedure: •Presentation of Award:The awards will be presented throughout the year. •Nomination: Supervisor,Manager,Department Chief,Assistant GM,or GM. •Selection:Department Chief. •Award:Recognition Card with $50 or $100 check.Due to the award being taxable by the Federal government,the District will pay the related taxes separate from the award. •Department Chiefs,Department Managers and Supervisors can present the On the Spot Recognition Awards to employees as they determine to be appropriate during the year.To process a $50.00 or $100.00 award for an employee,the Department Chief provides a completed Otay Water District Award Nomination Form to Payroll and routes copies as indicated on the form.Payroll provides the person making the nomination a check award for presentation to the employee. 6.Community Involvement Award The Community Involvement Award is to recognize employees who participate in volunteer activities at Otay Water District events,e.g.water use education booth at community fairs,festivals,parades,etc.Volunteer participation by employees is critical to the success of these activities,and the District may provide participating employees with volunteer recognition hats,t-shirts,pins, name tags,key rings,pens and other items displaying an Otay Water District Volunteer logo to recognize these employees for their extra efforts. Procedure: •Presentation of Award:The award will be presented twice a year during the Semi-Annual Events (January and July). •Award:Certificate of appreciation and gift to be determined by the Employee Recognition Committee (Le.,t-shirt,mug,movie tickets,gift certificates,etc.)or Volunteer Lunch. •The program is administered by the staff that coordinates the volunteer events.List of employee volunteers should be forwarded to Human Resources at the end of each event and Human Resources shall maintain a log of volunteers. 4 ATTACHMENTB 7.Other Recognition Recognition may also include other items deemed to be appropriate and approved by the Department Chief such as a recognition meal (not to exceed $12 per person)or gift to acknowledge individual or group contribution to the District (not to exceed $100 per person).The Otay Water District Other Recognition Form should be completed and reimbursement attained by using either the Petty Cash form or Check Request as appropriate with receipts. 8.Length of Service Recognition Program The District recognizes employees for their personal commitment to the District who have worked for five or more years at the District,and who retire. a.Service Awards: When an employee reaches each five years of service,the District shall recognize such service by authorizing Human Resources to provide the employee with an award.If an employee terminates and is reemployed by the District,the employee shall not lose credit for his/her years of completed service.Employees receive recognition throughout the year by their department and are recognized at the annual recognition event in January. Human Resources shall provide a Certificate of.Appreciation and the following schedule shall be used to determine the Service Award amount: Number of Years 5 10 15 20 25 30 35 Award $100 $300 $600 $1,000 $1,500 $2,100 $2,800 The Service Award shall be given in the form of a check and all applicable taxes will be deducted. b.Retirement Recognition: When an employee retires from the District,the District will recognize the retirement by authorizing Human Resources to provide to the retiree's Department $200 toward a retirement party or gift and a plaque.The gift may not be in the form of cash or gift certificate. 5 ATTACHMENT B D.Award Eligibility and Evaluation Guidelines 1.Eligibility Criteria •Regular Full-Time and Part-Time employees and interns (Temporary employees are not eligible to participate). •Fully Competent performance rating on the latest performance evaluation.If there is no evaluation on file (i.e.for new employee)employee must be meeting performance expectations. Criteria is not applicable to Length of Service Recognition Program. •Not subject to discipline within the previous 12 months or on a performance improvement plan.Criteria is not applicable to Length of Service Recognition Program. 2.The following guidelines should be considered when recommending an employee for a Recognition Award,additional guidelines will be provided on the nomination forms: D Employee exemplifying the District's values. D Implementation of Strategic Plan Initiatives or related projects. D High level accomplishments in employee performance evaluation categories. D Going above and beyond the call of duty. D Significant contribution to development of team work. D High level of customer satisfaction. D High level of initiative in performance of work. D Demonstration of leadership by example. D Demonstrated excellent safety record over a continuous period of years. D Significant increase in revenues or savings for the District. D Significant increase in the delivery of department and/or District services. D The resolution of a significant existing or potential matter,service issue, liability issue or legal complaint. D Development of a new system and/or procedure that contributes to ~he overall improved business practices or operations of the District. D Any other achievements that provides valued distinction from others. E.Recognition Items To Identify Recipients Of Recognition Awards The District may issue recognition patches,pins,name tags,key rings,pens and other items to identify recipients of the various recognition awards,and these items may be presented to the employees at the time they receive their recognition awards.These items are intended to reinforce the significance of the Employee Recognition Program. 6 ATTACHMENTB F.Recognition Record Human Resources shall maintain a log of all awards presented and a copy maintained in the employee's personnel file.The Department Chief will also be responsible for keeping a record of the award presentation for recognition presentation opportunities within the department.Employees who have received Awards will be recognized in the Pipeline,as well as at employee recognition events,department meetings and at other appropriate events. G.Recognition Committees 1.Employee Recognition Committee •Committee members will select the Employee Excellence Awards and the Community Involvement Awards. •Committee members will serve a one year term and include one employee from each department for a total of six (line staff and management staff are eligible).Each department will ask for volunteers,if more than one volunteer per department,the Department Chief will select the committee member from the volunteer list.Human Resources will serve as an advisor. •Committee Member Criteria:employee in good standing with no discipline in the last 12 months or on a performance improvement plan and "fully competent"or above on their latest performance evaluation;able to participate in the committee without working overtime;employee's current workload taken into consideration. •Procedure:the Employee Recognition Committee will convene approximately twice a year around the recognition semi-annual events to select award recipients. 2.Management Recognition Committee •Committee members will select the Team of Excellence Award. •Committee members will serve a one year term and include one supervisor or manager from each department for a total of six.Each department will ask for volunteers,if more than one volunteer per department,the Department Chief will select the committee member from the volunteer~list. Human Resources will serve as an advisor. •Committee Member Criteria:employee in good standing with no discipline in the last 12 months or on a performance improvement plan and "fully competent"or above on their latest performance evaluation;employee's current workload taken into consideration. •Procedure:the Management Recognition Committee will convene approximately twice a year around the recognition semi-annual events to select award recipients. 7 ATTACHMENTB EMPLOYEE RECOGNITION PROGRAM OTAYWATER DISTRICT 2554 Sweetwater Springs Boulevard Spring Valley,California 91978-2096 June 3,2004July 1,2006 ATTACHMENT B EMPLOYEE RECOGNITION PROGRAM Table of Contents Page Number A.INTRODUCTION 1.Employees:Our Most Important Resource &-Giving and Receiving Recognition B.METHODS OF EMPLOYEE RECOGNITION 1.Letter from the General Manager 2.Memorandum ~-rtffil-es---ifl-the Pipeline 4.Meetings 5.Personal Congratulations 6.Methods-of--l-nforrnal Emplovee Recognition 7.Recognition of Employee Volunteer Participation in Community Events 1 1 2: 2 2 3 3 3 C.DISTRICT'S PROGRAMS FOR FORMAL EMPLOYEE RECOGNITION 1.Employee Recognition Events 2.General Manager's NNard 2.Employee Excellence Award 3.Team of Excellence Award 4.Management Excellence Award 53.On the Spot Recognition Award 6.Community Involvement Award 7.Other Recognition 4.High Risk Safety--Award Recognition 5.Emplovee Suggestion €8.Recognition of Employees'Length of Service Length of Service Recognition Program Page 2 24 2 3 3 3 4 5€ 7 7 9 5 D.AWARD ELIGIBILITY AND EVALUATION GUIDELINES S+AR P--E-R-roRMERS AND GENERAL MANAGER'S flE-AA-R+M EN+AL AWARe -i--o-Star 10 2.General Manager's Departmental P,vvard E.RECOGNITION ITEMS TO IDENTIFY RECIPIENTS OF RECOGNITION AWARDS F.RECOGNITION RECORD G.RECOGNITION COMMITTEES P-a§B-3 ATTACHMENT B 6 10 11 6-1-2 7 7 ATTACHMENTB A.INTRODUCTION The Employee Recognition Program is provided to help identify meaningful opportunities to recognize employees for their accomplishments. -'kEmployees:Our Most Important Resource Each employee is very important to the Otay Water District (District).The District recognizes that employees need to be acknowledged for what they do, and the daily contributions they make on the job.Recognition starts with respect for each employee and their own unique individuality.Therefore,the form of recognition given does depend largely on the individual and the accomplishment.The recognition given should be tailored to emphasize the value of each individual. Employee recognition helps to create an environment where all employees have the opportunity to enjoy their work,to do a good job,and to know their contributions are appreciated.Employee recognition works by each of us taking the time and making the effort to let others know they are appreciated. We can show respect for others by really listening to what they have to say. As a footnote,monetary forms of recognition are not only based on the accomplishments of the individual and organization,but are also affected by the economic conditions of the District,and region.Although not specifically addressed in this guide,any salary increase constitutes a form of recognition given by the District to each employee. 2.Giving and Receiving Acknowledgement The act of acknovvledgment is a stlared experience bet'.veen th0---ftefson giving and the person receiving the acknolNledgement.The person giving the acknolJvledgment has the responsibility to consider the individual and the circumstances,determine vvhat is appropriate,initiate the communication,and to follmv through.To be of value,the acknmvledgement needs to be given so that the person receiving the acknowledgment realizes that he or she is being acknovvledged and may appreciate why the acknewledgement is occurring. ,A,cknowledgment should alvvays be given sincerely and unconditionally. Acknowledgment stresses that we are valuable,contributing individuals worthy of the acknowledgment ..,ve receive.VVe also need to learn to better accept acknowledgment with a "thank you",and enjoy the recognition INe are given. It is very common that employees are not open to receiving recognition.Often by their actions,they convey that they don't v.'3nt,appreciate,or need recognition.Employees may respond to recognition by saying such things as "I didn't do anything ...you have the wrong person ...it is just part of my job."Do not let this keep you from acknowteeging their achievements.Try to be Page 1 ATTACHMENT B sensitive to such FeaGHe-n&-afl-EI---4sten carefully tB-hBw-acknowledgement is received. B.METHODS OF EM-P-bG¥--EE RECOGNITION The Otay '/I/ater District has a long history of providing a variety of informal and formal recogni-Hefl-aw-ar-Gs--and conducting different types of recognition even-t&--tR order to ensure that the avvards and events are current in terms of employees' ifl-terests and the standards ifl-the safety and-Hs*-management field,the District maintains flexibility in administering the employee recognition procedures,and is continually evaluating and updating the 3\Nards and events that are used for the employee recognition progra~ +h-e--fel-I-ewmg-\vill describe the details of the current Employee Recognition P-r-e§f3ffi: 'h-better from the GenefaJ Manage-r The letter from the General Manager is used as a means of personal recognition to an employee vvho has made a signHicant contribution to the goals,vlell being,or public image of theOtay 'Nater District. P-focedure: -Prepare a draft letter,addressed to the employee,for the General Manager's signature. -Submit the letter,along with any supporting comments through your organization to the General Manager. ~§Ot-maysign the letter as provided,or may 'Nrite a new one,expressing h.fslher appreciation.The letter will then be given to the employee,with a copy to the supervisor '.I,<,ho may include it in their employee's performance review. 2.Memorandum Any employee recognition more formal than a casual comment,especially v'<'here the next level of supervision is involved,should be noted in a memorandum,letter or certifiGat& Procedure: P-a§e-2 ATTACHMENT B .Prepare a II/ritten acknolJvledgment,in the form of a memorandum,letter,or Geft.i.:ficate to the employee-aREl send a copy to the next level of management,i~upervisor,Manager,Department Chief,I\ssistant General Manager,or General ManagBf-;- J.ArticIes in tIle-Pi-f>eline Articles of acknO'vvledgmeRt-placed in the Pipeline may be as simple as a tvlO ~-ometion annOtl-R-cement,o-r-may be a Ioog article on an accomplishment of an individual or group. Pfe.cedure: -Immediate supervisor contacts Human Resources (HR)or Executive Secretary of each department and supplies full text ofannouncement/article. Note:Publication is on a space a'laflab!e basis.,oipeNne articles may--Ret appear immedi~ 4-.-Meetings Meetings are held to inform,train and exchange information among each department's employees.Therefore-,--this is a convenient and appropriate occasion to extend recognition to employees. -Procedure: -In the meeting,explain the reason for the recognition along ','lith a fevJ personal notes about the employe€-; ..Give the employee an opportunity to respond,to add comments and/or explanations,or to acknowledge others-who may have participated.; a.--Pe-rsonal Congratulati-GflS Personal congratulations are a highly used form of recognition that can be fHrther reinfor-Ged by personal congratulations from management,i.e. Supervisor,Manager,Department Chief,I\ssistant General Manager,or General Man-ager.This lets the employee kno'.'.'that management cares,and really does notice accomplishments at all level& Procedure: -If an accomplishment warrants recognition from management,inform the appropriate Supervisor,Manager,Department Chief,I\ssistant General ~3 ATTACHMENT B -M-a-A-age-f-,--Gf-Ge-neral Manager,and give them sufficient explanation so they can make their congratulations personalized. B.G.METHODS FOR INFORMAL EMPLOYEE RECOGNITION Informal recognition is spontaneous and requires minimal planning and effort.It generally occurs within departments,allowing managers and supervisors to customize tailor the recognition to the employee so it is meaningful to them.The District encourages Ggepartment Mmanagers and supervisors to use informal methods of recognition to acknowledge employee accomplishments immediately upon their occurrence or "on the spot". The following are some suggested methods for informally recognizing employees: •Personal Congratulations •Thank you cards •Letter or Memo from the General Manager,Assistant General Manager or Department Chief •Articles in the Employee Pipeline •Certificates of Appreciation .e-!=lave a traveling de-p-a-ft.ment mascot,fOf-8X3-ffif}te-,an Energizer Bunny (for the employee 'Nho keeps going,and going).The manager mvards it at their E!+sGretion.That employee will hang on to it until the next employee is recogn-i-zeEi-and 3\'Jarded the "mas~ •For other IO\/'o'cost ideas go to:look at www.nelson-motivation.com 7.Recognition of E-m-J:lley-ee-V~unteerParticipation in CGRlmunity Events The District wishes to provide recognition for employees wOO participate in volunteer activities at Otay VVater District events,e.g.'.'vater use education booth at community fairs,festivals,parades,etc.Volunteer participation by employees is criti€al-to the success of these activities,and the District may provide participating employees \Nith volunteer recognition hats,T shirts,pins, name tags,key rings,pens andother itemsdisplaying an Otay \'Vater District Volunteer logo to recognize these employees for their extra efforts.Point systems may be used to determine varying types of recognition items to be avmrded to employees for varying levels of volunteer 'Nork andcontributions. Page 4 ATTACHMENTB C._DISTRICT'S PROGRAMS FOR FORMAL EMPLOYEE RECOGNITION 1.Employee Recognition Event Semi-Annual Events The General Manager and h.Badership Sr.Management Team will plan ahost semi-annual event§to recognize employees District-wide for their contributions" accomplishments,new hires,years of service,promotions,certificates earned, and recognition awards._Theseis event§could be a breakfast, or afternoon lunch or dinner.+he timing of the event 'Nill coincide '/lith a District accomplishment,such as the approva-l-of the budget or Strategic Plait ---+ltf-1witl-be at this eve~Ihe General Manager'sEmployee Excellence Award,Team of Excellence Award,and Management Excellence Award Safety Avvards,Length of Service AVJ3rds,Award and Excellence in Management Awards \lvill and Excellence in Management Award will be distributed at these events. •January -Calendar Year Kick-Off Informational Meeting /Recognition Event held at a local facility (offsite). •July -Fiscal Year End Informational Meeting /Recognition Event.Catered lunch at :ti-A--the District ',vhich includes 0 ofdiscu.6& 2.Employee Excellence Award The Employee Excellence Award is to provide an opportunity for employees to recognize their peers for promoting excellence in support of the District's mission, vision and values by recognizing employees that make consistent contributions to the District through outstanding job performance and provide outstanding customer service. The award recognizes an employee that performs exceptionally,is valued by peers and customers,believes in providing outstanding customer service by putting customers first,both internal and external,contributes in a positive way to the success of their work team,their department and the District,is a hard worker,efficient worker,good communicator,and is an example of the District's values. General Manager's A'lIard The General Manager (GM)'Nill present this award at his/her discretion.The award is to recognize an employee,or group of employees,for outstanding and/or exceptional performance that is in keeping with the District's mission,values and ~5 ATTACHMENT B vision.The GeneFal-Manager's I\'.'vard-i-s--J-fmi.:ted to a six hundred dollars ($600.00) for each employee selected to receive the a\Nard.Due to the avvards being taxable By the Federal government,the District '.'vill pay the related taxes separate from the awards. Procedure: .Presentation of Award:The Gener-al-MaRager "viii notify Human Resources w-J::1-e.J::H.Re-ftHm-i-n-ation ph ase~rm ined. -Muman Resources will notify th€Assistant General Managers (AGM's)vvhen t-A-i-s-aw3-FEi-wHl-b€-pr-BSB-nted.The AGM's '..viii coordinate vviffi-tl:l-e Department Chiefs to nominate an employee(s)from his/her Department for this avvard -u-&if:lg the Otay \'Vater District Award Nomination Form (Attachment A). -Nominations are forwarded to Human Resources for their review.HR vv-i-1-I coordinate with the AGM's and make a recommendation to the GM.The •General Ma-nag8f-tlses the following Evalu-3t+on Guidelines 'Nhen- selecting the employee(s)for the AwardThe award will be presented twice a year during the Semi-Annual Events (January and July). •Nomination:All employees will nominate candidates. •Selection:The Employee Recognition Committee will select the recipient. •Award:One (1)award recipient per semi-annual event (two per calendar year)will receive a certificate of appreciation and $300.The Employee Recognition Committee can select an additional award (i.e.parking spot for a six month period).Due to the award being taxable by the Federal government,the District will pay the related taxes separate from the award. 3.Team of Excellence Award The Team of Excellence Award is to recognize and reward accomplishments and contributions by employees working in teams on a special project or assignment of significance to the District.A team is a work group of three (3)or more employees from the same or different departments working together toward a common goal working on a special project. Procedure: •Presentation of Award:The award will be presented twice a year during the Semi-Annual Events (January and July). •Nomination:Management and Sr.Management will nominate teams. •Selection:The Management Recognition Committee will select the team. •Award:One (1)team award per semi-annual event (two per calendar year) will receive a certificate of appreciation and $300 for each team member. P-a{Je-6 ATTACHMENT B Due to the award being taxable by the Federal government,the District will pay the related taxes separate from the award. ~7 ATTACHMENT B 4.Management Excellence Award The Management Excellence Award is to recognize supervisors,and managers who have consistently demonstrated excellent leadership qualities in the development and coaching of staff. Procedure: •Presentation of Award:The award will be presented twice a year during the Semi-Annual Events (January and July). •Nomination:All employees will nominate candidates. •Selection:Sr.Management will select the recipient. -Award:One (1)award recipient per semi-annual event (two per calendar year)will receive a certificate of appreciation and $300.The Sr. Management can select an additional award (i.e.parking spot for a six month period).Due to the award being taxable by the Federal government, the District will pay the related taxes separate from the award. emf}-ley-ee-Awaro-€-vaI-Hati0 n Guidelines: a-Em-~~l#y-~--Qfffiic+s--v-a1tles b.lmplementation of Strategic Plan Initiatives or related projects GJ=I~§-A--I-e-vel accom~HsR-meffi&-i.A~peHer-mBnC--e-e-va1ttationcategOffes d.Going above and beyond the call of duty' e.Significant contribution to development of team vvork -High Level--Bf-GHB-tGfR~atiBfaB1+o-n -H+§-h Level of initiative in perf~ -Demonstration of leadership by example .Demonstrated excellent safety record over a continuous period of years -Significant increase-+n--re-venues or savings for the District .Significant increase in the delivery of department and/or DistriGt servio.es -The resotH-tfen of a significant existing or potential ma~ter,service issue, liability issue or legal complaint. -Development of a new system and/or procedure that contributes tG-t:J:w overall i-mproved business Pf3-ct~Be&-Or operations of the District .Any other achieve-ments that provides valued distinction from others Please note that the above Employee Award Evaluation Guidelines are also used in evaluating a nomination for any of the following awards of the Employee Recognition Program: -On The Spot Recognition Avv-affi& Pa§e-8 ATTACHMENTB -star Performers N ..vards -General Manager's Departmental A\Nard §.3.On the Spot Recognition Awards Th~+&On the Spot program Recognition Award allows QQepartment Mmanagers and supervisors to provide immediate acknowledgment to employees for their contributions or accomplishments.The award is also to recognize employees that make suggestions that may lead to making a significant improvement in a project,program,activity,condition,procedure, operational efficiency,reduction in costs,or improvement in an aspect of safety for the District.At the beginning of each fiscal year,the General Manager will determine a budget for each Assistant General ManagerDepartment Chief to provide "On The Spot Recognition"awards and other employee recognition activities. Procedure: -Presentation of Award:The awards will be presented throughout the year. •Nomination:Supervisor,Manager,Department Chief,Assistant 8M,or GM. •Selection:Department Chief. •Award:Recognition Card with $50 or $100 check.AWRe beginning of each fiscal year,each Departme-n-t-Ghief will receive a budget for the On the Spot Recognition AVlards to-maintain for use by the Department Chief, Department Man-ager,or Sl~visors.Due to the Ba8f:l-award_&-being taxable by the Federal government,the District will pay the related taxes separate from the awards. Jhe primary On the Spot Recognition AVJ3rd is a Recognition Card in an envelope vlith a $eO bill.On the Spot Recog-niliBA A'Nards may also include Bther items deemed to be appropfiate and approved by the Assistant General Managers and General Mana§€f,- •Department Chiefs,Department Managers and Supervisors can present the On the Spot Recognition Awards to employees as they determine to be appropriate during the year.To process a $50.00 or $100.00 Ba8f:l-award for an employee,the Department Chief provides a completed Otay Water District Award Nomination Form (Attachment A)Jo Petty Cash CustodianPayrol1 and routes copies as indicated on the form.-aOO Payroll provides the person making the nomination receives the casha check award for presentation to the employee.--+he Petty Cash Custodian will forward a ~f the form to Payroll,and Payroll \Nill forward a signed_copy ofthe form to Human Resources to maintaiA a log-ef all awards presented.The Department Chief '.,vill also be responsible for keeping a record of the award presentation for recognition presentation opportunities '.,{'lithin the ~rtment. ~9 ATTACHMENT B ;It is recommended--tA-at the employees who have received On the Spot Recognition Awards be recognized in the Pipeline,as 'Nell as at employee recognition events,department meetings and at other appropriate events.. l\ssistant General Manager-s-,Qef}artment Chiefs,Department Managers and gupervisors shoulfl-BeA-&k;j.er the Employee Award Evaluati-Etfl-GtJ..i-El:elines in Section C 2 on page 5,when recommending an employee for an On The Spot ~-G 6.Community Involvement Award The Community Involvement Award is to recognize employees who participate in volunteer activities at Otay Water District events,e.g.water use education booth at community fairs,festivals,parades,etc.Volunteer participation by employees is critical to the success of these activities,and the District may provide participating employees with volunteer recognition hats,t-shirts,pins, name tags,key rings,pens and other items displaying an Otay Water District Volunteer logo to recognize these employees for their extra efforts. Procedure: •Presentation of Award:The award will be presented twice a year during the Semi-Annual Events (January and July). •Award:Certificate of appreciation and gift to be determined by the Employee Recognition Committee (Le.,t-shirt,mug,movie tickets,gift certificates,etc.)or Volunteer Lunch. •The program is administered by the staff that coordinates volunteer events. List of employee volunteers should be forwarded to Human Resources at the end of each event and Human Resources shall maintain a log of volunteers. 7.Other Recognition Recognition may also include other items deemed to be appropriate and approved by the Department Chief such as a recognition meal (not to exceed $12 per person)or gift to acknowledge.individual or group contribution to the District (not to exceed $100 per person).The Otay Water District Other Recognition Form should be completed·and reimbursement attained by using either the Petty Cash form or Check Request as appropriate with receipts. 4.HigR-Rtsk Safety Award Recognition ~10 ATTACHMENT B _The Safety Department may host one-Gf---fOOffi--4gh Risk Employees Safety Awards events during the year.Safety awards "vill be distributed at this event. The event and safety awar4s will be determined by the Gen-eral Manager, Assistant General Managers,Department Chiefs,and Safety &Risk Administrator,and may include recognition of particular employees and groups of employees,such as crews,divisions or departments,for their commitment to safety,accident free service,and injury free work for specific periods of time7 5.Employee Suggestion P-rog-r-am The District recognizes-employees for achievement related to suggestions. The purpose of the Employee Suggestion Program is to provide an incentive to all employees to make suggestions that may lead to making a significant improvement in a project,program,activity,condition,procedure,operational efficiency,reduction in costs,or improvement in an aspect of safety for the District.All regular full t-im-e--aRd part time District employees are eligible to participate in this program. Tempor-ary and contract employees are not eligible. Procedure: -Obtain an Employee Suggestion Form (Attachment B)from the Human Resources Division Gf-the Administrative Services Department,or obtain a form via the District's INET Human Resources Forms to print a copy.Once completed by the employee and reviewed by the supervisor,submit the form to the Human Resources Division. -The Human Resources Division will acknowledge receipt of the form and f}l-aGe it on the Leadership Team Meeting agenda. -The Employee Suggestion awards and related events will be determined by the General-Manager,As-sffitant General Managers,and Department Chiefs. -Human Resources vv-i-I-I-i-nitiate the preparation of the avvards for approved SBggestions.Presentation of the awards to the employees occurs as soon as possible,with a follow up announcement at any Employee Recognition event,and/or at a separate short ceremony,as appropriate. Eligible Suggestions: ..suggestions must benefit the District in one of the follovving ways: a.Eliminates potential hazards in the 'JlOrkplace -b.Creates safer working conditions and/or work procedures ~11 ATTACHMENTB ~av~ngs in materials and/or-laBBf d-.lncreases efficiency ~e&--FJoolic relations and/or Gtlstomer service f-:.Gost avoidance and/or redtlction -Ineligible Suggestions~ -,1\stlggestion 'NoulG-not be eligible for award consideratfon if it: f.Falis v,ithin the normal scope of the job dtlties of the employee submitting the stlggestion g.Reqtlires costs vl/hich otltweigh projected benefits h.Stlggests a change which has already been implemented i.Stlggests changes already tlnder consideration by the District j.Dtlplicates a-previous stlggestion entry k.Stlggests a change vl/hich 'Jvotlld be stlbject to the meet and confer process h-l-deffiifies-a--f}fOBfe.m..,---OOki-ees not offer a constrtlctive soltltion Award Arne-unt Guidelines;- The followi-R§-3~-gtlidelines for determining the appropriate level of monetary 3\Nard for approved stlggestions,and the acttlal monetary levels may be determined to be less than or exceed the gtlideline amotlnts, depending on the nattlre of the stlggestion and benefits derived: -Awards ma-y--ra-Age from a net dollar amG-l:ffit-of $100 to a maximtlm of $1,000. Amotlnts over $100 may be based on 10%of the first year's savings. -+f--first year---&aVi-ngs can-n-ot be determined:A $100 net award may be given. -If first year savings can be determined:The employee may receive the first $100 after approval of the stlggestion.Once the Stlgg~stion is implemented,and the first year savings is determined,the balance may be a'Jvarded. Gem-m-i-ttee Consideration: The Leadership Team shall serve as the Employee Suggestion Program Committee and 'Nill consider all stlggestions stlbmitted.Safety related stlggestions from employees may be forwarded to the Safety Gommittee for ftlrther revie""and consideration.A Safety Committee representative wi-11 report findings and recommendations back to the Leadership Team for final consideration.. ~12 ATTACHMENTB Fina ncia-l--Re-vfewi- +Ae-awFef}fiate Department Chief shall be respGftS-ffile for deter-miRi-rt§-#lB first year cost savings to the District that are estimated to occur as a result eHmplementing the sHggestion. Finance and Accountffi§-Qe-partment staff may assist in the calculation of first year savings. 86.Recognition of Emplovees:-Length of Service Recognition Program The District recognizes employees for their personal commitment to the District who have worked for five or more years at the District,and who retire.expresses its appreciation for the employees'service with a tangible gift. All regular full time and part time District employees are eligible to participate in th+s-fH"-ogram.Temporary and contract employees are not eligible to partic$a-te:- LLength of Service Recognition Awards: When an employee reaches each five years of service,the District shall recognize such service by authorizing the-Human Resources s-ta#-to provide the employee with an award.Jf an employee terminates and is reemployed by the District,the employee shall not lose credit for his/her years of completed service.Employees receive recognition throughout the year by their department and are recognized at the annual recognition event in January. Human Resources shall provide a Certificate of Appreciation and +!he following schedule shall be used to determine the beAgth of Service Recognition aAward amount: Number of Years ____5 ____10 ____15 ____,20 ____25 ____30 ____35 Net-Award _$100W _$4-G0300 _$+W600 $2001,000 $~1,500 $JOO2,100 $2,800JW The Service Award shall be given in the form of a check and all applicable taxes will be deducted. _General Manager's Recognition: P-age--13 ATTACHMENT B b.Retirement Recognition: When an employee retires from the District,the District will recognize the retirement by authorizing Human Resources to provide to the retiree's Department $200 toward a retirement party or gift and a plaque.The gift may not be in the form of cash or gift certificate. VVhen an employee reaches 5,10,20,25,30,and 35 years of service,the General Manager--willissue a Certificate of Recognition expressing gratitude and appreciation for the services rendered.The copy of the Certificate shall be pla€B€Hn the employee's personnel file,and the employee's Departmern Chief shall pr~sent the framed Certificate to the employee. Recognition of an E~Service at Retirement-;. VVhen an employee retires from the District,he/she shall receive a payroll check for the total--ABt--am0-uftt---0f--$1 °dollars fOf each year of service. Types of Awards: ~e--aI-lovJedto select from a standard set award pursuant to the Recognition of Employees'Length of Service Procedures. Catalog Purchase: oThe empffiyee shal4etu-m-the completed catalog order form to Human Resources.If th&-Bat-aki§-d-ees not contain an order form,then the employee must complete a District Purchase Order Form. •Human Resources ,"viii order the employee's gift,from the cat-a-le§-; .The VVarehouse will give all incoming gifts to Human Resources.Human Resources will give tAe gifts directly to the em~oyBe-;-I oThe employee shall reimburse the District for any amount over the employee's award amOtlRh Business/PFi-vate--Party Purchase: .-.The employee 'Nill purchase his/her gift from any business or private party. •The District shall reimburse---the employee up to his/her appropriate a'Nam amount. D.Award Eligibility and Evaluation Guidelines ~14 ATTACHMENT B 1.-Eligibility Criteria •Regular Full-Time and Part-Time employees and interns (Temporary employees are not eligible to participate). Completion of at least nine (9)months of probationary period (completed pret should \I'/e change to must have completed probation or worked for 12 moo-thA f!Fully Competent performance rating on the latest performance evaluation.If there is no evaluation on file (i.e.for new employee)employee must be meeting performance expectations.The criteria is not applicable to Length of Service Recognition Program.Meets expectations or fully competent performance rating on the latest performance evaluation. •Not subject to discipline within the previous 12 months or on a performance improvement plan.The criteria is not applicable to Length of Service Recognition Program. 2.The following guidelines should be considered when recommending an employee for a Recognition Award,additional guidelines will be provided on the nomination forms: D Employee exemplifying the District's values-,- D Implementation of Strategic Plan Initiatives or related projects. D High level accomplishments in employee performance evaluation categories. D Going above and beyond the call of duty. D Significant contribution to development of team work. D High level of customer satisfaction. D High level of initiative in performance of work. D Demonstration of leadership by example. D Demonstrated excellent safety record over a continuous period of years. D Significant increase in revenues or savings for the District. D Significant increase in the delivery of department and/or District services. D The resolution of a significant existing or potential matter,service issue, liability issue or legal complaint. D Development of a new system and/or procedure that contributes to the overall improved business practices or operations of the District. D Any other achievements that provides valued distinction from others. D.STAR PERFORMERS AND GENERAL MANAGER'S DEPARTMENTAL AVVARD 1.Star Performers In recognition of an employee's demonstrated exceptional level of productivity, commitment to their Department and the District,completion of a new project, implementation of a nev'.'process,development of a ne'N system or contribution to benefit the District and/or its customers,the District recognizes these employees as &tar Performer(s). ~15 ATTACHMENT B Elfgibility Guidelines for Consideratio-n-of the Star Performer Award: ~ust be eR-ifHByed for at least one year prior to July 1st of the year in wA-i-Gh the mvard is made (i.e.to be eligible for consideration for the award in 7/1/04 the omployeemust have been employed-with the District before 7/1/03). •Employee must hav8---AO record of discipline ¥lithin the last 12 months. --Employee must have no record of safety violations or preventable accidents within the last 12 months. A'Nard Amounts: .Selected empleyees 'Nill be eligiBffi-.for bep.Neen a onB-f}BfG&nt (1 %)to seven percent (7%)of annual-saffiry lump sum a'Nard. GBjective GAtef.ia;. +he General Manager uses the Employee Award Evaluation Guidelines in Section C 2 on page 6,when selecting the employee(s)for the Award. Proced~ An employee may b8---AOffii.n.a-r the Star Performer's /\ward as follows: Based on observations or the reported accounts of other employees,a Department Chief may complete and submit a Otay Water District AVJard Neminaoon Form (Attachment A)to the General Manager forconsideratiof+.. Based on observations or the reported accounts of other employees,the Executive +eam may designate a-Q.epartment Chief to complete and s61bmit a Otay \'Vater District Award Nomination Form (Attachment A)to the General Manager for consideration. 2.--General Manager's Departmental Aware The purpose of this 3\Nard is to acknowledge and recognize a department (or dBfaf-tments)for exhibiting teamvlGfk-i.n achievffig a departmental goal beyond expectations. Eligibility Guidelines for Consideration of the General Manager's Departmental Award: -The department must have been successful in meeting all of its formal goals for the current fiscal year ~B-16 ATTACHMENTB ~-he department mtl~n its opemting btldget limits fOF the cmrent fiscal yem,excltlding 'NOFkm's compensation expenditmes ..The department mtlst have additional significant accomplishments consistent \/'Jith the Stmtegic Plan Initiatives OF mlated pmjects,beyond expectations -/\department is defined as the gmtlping of employees and related divisions,wOFk gmtlps OF stlb gmtlpings that have a Department Chief. ~es of Categories fe.f Poss-i-Gle Recognition: oDemonstrated excellent safety mcord over a contintlotls P~fS -Significant increase in reventles OF savings fOF the District ..Significant incffi3se-i-n-the--GeHvery of department-3-RElfor District services -The resoltltion of a significant existing OF potential mattm,service isstle, liability isstle~ ..Development of a new system and/OF pmcedme that contribtltes to the ------\::ToVOfat1 impmved btlsines&-fJmctices OF opemtions of-:the District Award Amounts: ~mited to a~d dollms ($300.00)award for each employee in the department selected to receive the Geneml Manager's D-efft3Ftmenta!l\vJard. Dtle to the a'Nards being taxable by the Fedeml govemment,the District vvill ~ated taxes s0j}3-rate-fmm the a'Nards. Objective Crite-r~ The Geneml Manager use&-the Employee l\v13rd Evaltlation Gtlidelines in Section C2 on page 5,when seleCting the department and emp!oyee(s)for the AVv'3rd. ----rPq-r-tJo~ 1\depmtment may be nominated for the Genem!Manager's Departmentall\wmd as follovvs: Based on observations or the mpOFted accotlnts of othm employees,a Department Chief may complete and stlbmit a Gtay VVater District Avvard Nomination FOFm (Attachment l\)to the General Manager for considemtion. i i Based on observations or the mported accotlnts of other employees,the ~-17 ATTACHMENT B Executive TeaFR-FA-a-y-Ge-s-iftAate a DBfjartment Chief to complete and submit a the Otay '-!Vater District Award Nomination Form (Attachment l\)to the GeneraI MaAa§Bf-fBf-C---HnS ide rat-iGA-,- E.__Recognition Items To Identify Recipients Of Recognition Awards The District may issue recognition patches,pins,name tags,key rings,pens and other items to identify recipients of the various recognition awards,and these items may be presented to the employees at the time they receive their recognition awards.These items are intended to reinforce the significance of the Employee Recognition Program. F.Recognition Record Human Resources shall maintain a log of all awards presented and a coPY maintained in the employee's personnel file.The Department Chief will also be responsible for keeping a record of the award presentation for recognition presentation opportunities within the department.Employees who have received Awards will be recognized in the Pipeline,as well as at employee recognition events,department meetings and at other appropriate events. G.Recognition Committees 1.Employee Recognition Committee •Committee members will select the Employee Excellence Awards and the Community Involvement Awards. •Committee members will serve a one year term and include one employee from each department for a total of six (line staff and management staff are eligible).Each department will ask for volunteers,if more than one volunteer per department,the Department Chief will select the committee member from the volunteer list.Human Resources will serve as an advisor. • -Committee Member Criteria:employee in good standing with no discipline in the last 12 months or on a performance improvement plan and "m-e-e-t-sfully competent-B7$B€!ations"or above on their latest performance evaluation;able to participate in the committee without working overtime; employee's current workload taken into consideration. •Procedure:the Employee Recognition Committee will convene approximately twice a year around the recognition semi-annual events to solicit nominations and select nomineesaward recipients. 2.Management Recognition Committee •Committee members will select the Team of Excellence Award. •Committee members will serve a one year term and include one supervisor or manager from each department for a total of six.Each department will ask for volunteers,if more than one volunteer per department,the P-a§e-18 ATTACHMENT B Department Chief will select the committee member from the volunteer list. Human Resources will serve as an advisor. •Committee Member Criteria:employee in good standing with no discipline in the last 12 months or on a performance improvement plan and "meetsfully competent expectations"or above on their latest performance evaluation;employee's current workload taken into consideration. •Procedure:the Management Recognition Committee will convene approximately twice a year around the recognition semi-annual events to solicit nominations and select -nomineesaward recipients. •Committee Member Criteria:employee in good standing with no discipline in the last 12 months or on a performance improvement plan and "fully competent"or above on their latest performance evaluation;employee's current workload taken into consideration. •Procedure:the Management Recognition Committee will convene approximately twice a year around the recognition semi-annual events to select award recipients. f2a§e-19 -ATTACHMENT C~\..\SHE!'(j •OTAY WATER DISTRICT~~iii...G\HUMAN RESOURCES PROCEDURES~'J.,~~,~ IifFl C\e""- Subject Date Date Revised Adopted SALARY RATE CHANGE PROCEDURE 8/17/94 6/7/06 I.Purpose To establish procedures for salary rate changes upon promotion,advancement, transfer,demotion,reduction in pay,reclassification and reemployment after layoff. II.Definitions The following definitions shall apply to these procedures: A.Higher Salary Range:A salary range for which the maximum salary exceeds the maximum salary ofa salary range to which it is being compared. B.Lower Salary Range:A salary range for which the maximum salary is less than the maximum salary of a salary range to which it is being compared. III.Salary Upon Promotion An employee who is promoted to a position in a classification with a higher salary range than the classification from which he/she promoted shall receive the minimum salary in the new range or a five (5)percent increase from his/her most recent salary,whichever is greater.In no event shall the increase exceed the maximum ofthe salary range. The District may,at its discretion,increase compensation for any employee. IV.Salary Upon Advancement Within Classification Series For purposes of determining salary,an employee who is advanced within his or her classification series based on experience,qualifications and performance shall be treated in the same manner as ifhe/she had been promoted. 1 -ATTACHMENT C ~\..ISHI;'(:jIII OTAY WATER DISTRICT~~11/...GI HUMAN RESOURCES PROCEDURES £11'CtV):fe'~irs"C~" Subject Date Date Revised Adopted SALARY RATE CHANGE PROCEDURE 8/17/94 6/7/06 V.Salary Upon Transfer An employee who is transferred from one classification to another classification having the same salary range shall continue to be compensated at the same salary in that salary range. VI.Salary Upon Demotion A.INVOLUNTARY DEMOTION OR REDUCTION IN PAY (Disciplinary Action):The salary of an employee who is involuntarily demoted shall be no greater than his/her salary immediately prior to demotion and may not exceed the highest salary in the salary range for the classification to which he/she has been demoted.The salary of an employee who has received a reduction in pay for disciplinary reasons but who remains in the same classification shall have his/her salary set at any point within the salary range that is lower than his/her current salary. B.VOLUNTARY DEMOTION (Non-Disciplinary):An employee who is demoted at his/her request shall receive the highest salary in his/her new salary range that does not exceed his/her salary immediately prior to demotion.. VII.Salary Upon Position Reclassification When a regular or probationary employee's posItIon is reclassified and the employee is appointed to the new position,his or her salary shall be determined as follows: A.HIGHER CLASSIFICATION:Ifthe position is reclassified to a classification with a higher salary range than the previous classification,the employee's salary shall be set in the same manner as ifhe or she had been promoted. B.EQUIVALENT CLASSIFICATION:If the position is reclassified to a classification with the same salary range than the previous classification,the employee's salary shall not change. 2 -ATTACHMENT C III OTAY WATER DISTRICT~\1lIII...G\HUMAN RESOURCES PROCEDURES~'I't:tV"-:Ii;'~-Yia"C~~ Subject Date Date Revised Adopted SALARY RATE CHANGE PROCEDURE 8/17/94 6/7/06 C.LOWER CLASSIFICATION:Ifthe position is reclassified to a classification with a lower salary range than the previous classification,the District shall determine whether the employee's salary prior to reclassification falls within the salary range of his/her new classification.If his/her salary is within the new range,he/she shall retain the same salary.If his/her salary exceeds the maximum salary of the new range,he or she shall be placed at the maximum ofthe salary range,provided that the General Manager or designee may,under unusual circumstances,permit the employee to retain his/her previous salary and implement a plan for reducing the employee's salary to the maximum salary of the new salary range within one year from the date that the reclassification became effective if the change is.less than ten percent or within two years if the change is greater than or equal to 10%.Issues to be considered when unusual circumstances exist are the percentage by which the employee's salary exceeds the maximum of the new salary range and the length of time in which it is expected that the lower salary range shall be increased so as to bring the employee's salary within the range.An employee whose salary exceeds the maximum salary of his/her salary range will not be eligible for increases until his/her salary is within the salary range. When the District determines that it may be necessary to reclassify an employee to a lower classification and salary range for a non-disciplinary reason,the District shall notify the affected employee and exclusive representative as soon as reasonably possible,but no less than thirty (30) calendar days,before the proposed effective date of reclassification,so as to give them an opportunity to request to meet and confer before the District takes any final action.. VIII.Salary Upon Reemployment After Layoff An employee who is reemployed in a classification while on a reemployment list for that classification shall receive the same salary in the range of the -classification he/she was receiving immediately before layoff or the minimum salary ofthe range for that classification,whichever is greater. Ifan employee is employed in a classification from which he/she was laid off,but after he/she has been removed from a reemployment list for that classification,or 3 ATTACHMENT C •OTAY WATER DISTRICT~~III..GI HUMAN RESOURCES PROCEDURES~'1't~~~~-%iei{'<'!.'" Subject Date Date Revised Adopted SALARY RATE CHANGE PROCEDURE 8/17/94 6/7/06 is employed in a different classification than the one from which he/she was laid off,he/she shall be treated as a newly-hired employee. Nothing in this section shall be construed to authorize the employment ofa person who is not on a reemployment list for a classification in preference over a person who is on such a list,or the employment of a person on a reemployment list in violation of the order of preference held by another person on the same reemployment list. 4 ATTACHMENT C II~\1'OTAY WATER DISTRICTiii..Il\ ~,.'t HUMAN RESOURCES PROCEDURES~":"'~-%'e'(~'" Subject Date Date Revised Adopted SALARY RATES UPON PROMOTION,8/17/94 Pending6/7/06 lA"DVANCEMENT,TRANSFER,DEMOTION, RECLl'"SSIFICATION AND LAYOFF CHANGE PROCEDURE I.Purpose To establish procedures for salary rate aHEl-changes to perfonnance evaluation dates upon promotion,advancement,transfer,demotion,reduction in pay,reclassification and reemployment after layoff. Ill.Definitions The following definitions shall apply to these procedures: A.Higher Salary Range:A salary range for which the maximum salary exceeds the maximum salary ofa salary range to which it is being compared. B.Lower Salary Range:A salary range for which the maximum salary is Jess than the maximum salary ofa salary range to which it is being compared. IV.Salary Upon Promotion An employee who is promoted to a position in a classification with a higher salary range than the classification ffi-from which heL-er-she formerly occupioo]2romoted shall receive the minimum ef--.t-B.e-salary in the new range or a five (5)percent increase from his/her most recent salary,whichever is greater.If the employee's most recent salary exceeded the maximum salary of the range for the classification from \vhich he/she promoted;the five percent increase shall be calculated based upon the maximum salary of that range, not the employee's actual salary.The increase will assume the employee is vlithin the salary range for his/her current classification.In no event shall the increase exceed the maximum ofthe salary range. The employee,upon promotion,shall be given a new perfomlance evaluation date for purposes of future salary adjustment..The nevI date shall be based upon the effective date ofpromotion. The District may,at its discretion,increase compensation for any employee. -ATTACHMENT C •~~OTAY WATER DISTRICT11/...l\I ~'J..,HUMAN RESOURCES PROCEDUREStV~,~~""Dua"(~- Subject Date Date Revised Adopted SALARY RATES UPON PROMOTION,8/17/94 Pending6/7/06 l\DVANCEMENT,TRl\NSFER,DEMOTION, RECLASSIFIC}·..TION AND Lf..YOFF CHANGE PROCEDURE lbV.-Salary Upon Advancement 'Within Classification Series For purposes of determining salary and performance evaluation date,AQn employee who is advanced within his or her classification series based on experience,qualifications and performance,shall B-a-ve their salary an~Bfmance evalaation-datbe treated ine set in the same manner as ifhe{-B-F-she had been promoted. I-l-hVI.-Salary Upon Transfer An employee who is transferred from one classification to another classification having the same salary range shall continue to be compensated at the same salary in that salary range.The employee's performance evaluation date shall not change. lVII.Salary Upon Demotion A.INVOLUNTARY DEMOTION OR REDUCTION IN PAY (Disciplinary Action):Jhe salary of aAn employee who is involuntarily demoted or pay is reduce-d--fef disciplinary reasons may shall have his or her monthly salary reduced by up to ten (10) percent 'I'vitl1in the same clas:;ificatiort,--er may be placed atbe no greater than his/her salary immediately prior to demotion and may not exceed -the maximum ratehighest salary in the salary range for the classification to which he/she has been demoted, whichever is lowe-r.The employee,apon demotion,shall be giyen a nevI performance evaluation date,based upon the effective date of demotion.The salary of an emp]0yee who has received a reduction in pay for disciplinary reasons but who remains in the same classification shall have his/her salary set at any point within the salary range that is lower than his/her current salary.An employee 'Nho receives a disciplinary reduction in pay shall retain the sanle performance evaluation date.The employee,upon demotion, shall be given a new performance evaluation date,based upon the effective date of den--:.otion. B.VOLUNTARY DEMOTION (Non-Disciplinary):An employee who is demoted at his{-Br-her request shall receive the highest salary in tl1e-his/her new salary range that does not exceed the-erB-ployee'shis/her rate of paysalary immediately prior to demotion. The employee shall retain the same performance evaluation date he or she had in the higher position. -ATTACHMENT C II~~OTAY WATER DISTRICT1iJ..11\ ~'.'t HUMAN RESOURCES PROCEDURES~~ie"(~'"- Subject Date Date Revised Adopted SALARY RATES UPON PROMOTION,8/17/94 Pending6/7/06 ADVANCEMENT,TRANSFER,DEMOTION, RECLASSIFICATION AND LAYOFF CHANGE PROCEDURE VI!!.-Salary Upon Position Reclassification When a regular or probationary employee's position is reclassified and the employee is appointed to the new position,his or her salary shall be determined as follows: A.HIGHER CLASSIFICATION:If the position is reclassified to a classification with a higher salary range than the previous classification,the employee's salary ana performance evaluation date shall be set in the same manner as if he or she had been promoted. B.EQUIVALENT CLASSIFICATION:If the posItIOn is reclassified to a classification with the same salary range than the previous classification,o[the employee is the same or less than the maximl1m of the salary range of the neVi classification,the employee's salary and performance evaluation date o[the employee shall not change. C.LOWER CLASSIFICATION:If the position is reclassified to a classification with a lower salary range than the previous classification,the District shall determine whether the employee's salary prior to reclassification falls within the salary range of his/her new classification.Ifhis/her salary is within the new range.he/she shall retain the same salary.An employee who's position is reclassified to a 10\\'er stIlary nmge '.vill maintain the same salary i[his or her salary is 'Nithin the lower salary range.Ifhis{-Bf-her salary is higher than the maximllm of the salaryexceeds the maximum salary of the new range,he or she '.'o'i11 general-lyshall be placed at the maximum of the salary range~ provided tha1-:-+lhe General Manager or designee may~under unusual circumstances~ permit the employee to retain his/her previous salary and implementapprove a plan for moving reducing the employee's salary to be withinthe maximum salary ofthe -i-Bwef-new salary range foF--l:tp-tewithin one year from the date the employee is reclassified to a lO'vver €-l-assificationthat the reclassification became effective if the change is less than ten percent or within two years if the change is greater than or equal to 10%.General guidelineslssues to be considered when unusual circumstances exist are the percentage Qy which the employee's salary l-s-&V€fexceeds the maximum of the new salary range and com;ideration ofthe length oftime jn which it is expected that the lower salary range shall be increased so as to bring the employee's salary within the range~mtil the salary will catch up '"",ith the saltiry range.+1te-An employee whose salary exceeds the maximum ATTACHMENT C ill~~OTAYWATERDISTRICTIII..GI ~'I ,C HUMAN RESOURCES PROCEDUREStV~If~-§iS"(~" Subject Date Date Revised Adopted SALARY RATES UPON PROMOTION,8/17/94 Pending6/7/06 ADVANCEMENT,TRA,NSFER,DEMOTION, RECLASSIFIC1t..TION AND LAYOFF CHANGE PROCEDURE salary ofhis/her salary range will not be eligible for fut'..1re increases until his/her salary is within the salary range.An employee who is reclassified to a lovler classification shall retain the same performance evalllation date. -Prior to any action taken toWhe'n the District determines that it may be necessary to demote or reclassify an employee to ~lower classification and salary grade range for a non-disciplinary reason,the District shall provide as mach notieenotify the atIected employee and exclusive representative as soon as reasonably possible,but no less than thirty (30)calendar days,before the proposed effective date of reclassification,'Nith a minimum of thirty (30)calendar days notice to the affected employee and affeeted Bargaining 'c~nitso as to give them an opportunity to request to meet and confer before the District takes any final actioll,and offer to-meet and confer on the impaet of saeh aetioH on the affected elTiployee. ¥JIX.Salary Upon Re-Eemployment After Layoff An employee who is re-employed in tlte-s-atneg classification while on a reemployment list for-that classification shall receive the same salary in the range of the classification he-er-Lshe held upon layoff if the classification eontinues to be compensated at the same salary rangewas receiving immediately before layoff or the minimum salary of the range for that classification,whichever is greater.The employee's evaluation date shall be established in the same manner applicable to newly hired employees. If an employee is employed in a classification from which he/she was laid off,but after he/she has been removed from a reemployment list for that classification,or is employed in a different classification than the one from which he/she was laid off,he/she shall be treated receive salary and an evaluation date in the same manner as a newly-hired employee. Nothing in this section shall be construed to authorize the employment ofa person who is not on a reemployment list for a classification in preference over a person who is on such a list,or the employment of a person on a reemployment list in violation of the order of preference held by another person on the same reemployment list. -Otay Water District Human Resources Policies and Procedures Section Title: NEPOTISM,INCOMPATIBLE POSITIONS PURPOSE Effective Date: June 7,2006 ATTACHMENT D Page 1 of 3 The purpose of this policy is to prevent nepotism and conflicts of interest,or the appearances thereof.The District seeks to provide equitable employment opportunities to all individuals, including those related to one another by blood or marriage. POLICY It is the District's policy to prevent nepotism and conflict of interest and to provide equitable employment opportunities to all individuals,including those related to one another by blood or marriage.The District does not permit hiring decisions to be based on nepotism.Employment decisions are based upon merit.The employment of an individual who is related to another employee in the same operational unit or chain of command,even though based on merit,may create an appearance of nepotism and/or conflict of interest that may adversely affect supervision,safety,security and morale. The District shall consider whether the simultaneous employment of individuals in the relevant positions is incompatible with the requirements of this policy.In no instance shall an employee directly supervise another person who is related to him/her,be placed in circumstances where the relationship would lead to actual or potential conflict of interest,or create the reality or appearance of improper influence or favor. Each employee of the District,as well as any applicant for employment or promotion,is required to notify the Human Resources Manager of a relationship that may cause his/her employment to be incompatible with the employment of a relative under this policy. Actions to address nepotism and/or actual or potential conflicts of interest may include,but are not necessarily limited to transfer,demotion,reassignment,dismissal from employment,or a decision not to hire. This policy shall not apply to employees who occupied positions,prior to the effective date of this policy that would otherwise violate this policy.However,any transfers,promotions,or demotions of such employees on or after the effective date of this policy shall be performed in a manner that is consistent with this policy. DEFINITIONS A.Incompatible:Any two positions,the duties of which present such potentially severe conflicts that relatives may never be simultaneously employed in those positions.Each of the following sets of positions is incompatible: 1.A position under the direct supervision of the other position. 2.A position in which the incumbent is responsible for performing checks and balances for the incumbent of another position for purposes of quality assurance,security,or safety. 3.A position in which the incumbent provides direct input to the incumbent of another position concerning the latter's performance,for purposes of assignment, compensation,promotion,recognition,or discipline. B.Relative:An employee's spouse,child,sister,brother,mother,father,aunt,uncle, niece,nephew,grandparent,grandchild,mother-in-law,father-in-law,sister-in-law, brother-in-law,or domestic partner (as defined in California Family Code §297). C.Under the direct supervision:A person is under the direct supervision of another if he/she may be evaluated by that other person or personally receive directives by that other person concerning the performance of his/her duties. PROCEDURES A.Applicants for employment or employees who seek to promote or transfer shall disclose on their application any relative who is also a District employee.The Human Resources Manager shall review this information to ensure compliance with this policy and that the position sought is not incompatible with a position held by a relative of the applicant or promotional/transfer candidate. B.The General Manager,or designee,shall make the final determination as to whether two positions are incompatible under this policy.If incompatibility exists,the General Manager or designee shall: 1.Seek a voluntary agreement between the parties to resolve the conflict within one month of making a determination of incompatibility.This may include having one of the parties apply for a job vacancy in a position that is not incompatible with the other party's position,for which the applying party is qualified.In such instance,the District shall make reasonable efforts to assign job duties so as to minimize problems of supervision,safety,security and morale.This may also include having one of the parties resign his/her employment. 2.Within one month of making a determination of incompatibility,make any other reasonable efforts to arrive at a mutually agreeable solution to the conflict such as involuntary non-disciplinary reassignment,transfer,demotion,or other action. 2 3.Provide a written explanation to'employees who are denied appointment, promotion or transfer,or dismissed,due to the application of this policy.If dismissal is warranted because no vacant positions exist for which one of the parties is qualified or because neither of the parties elects to transfer,demote,or reassign,the party with lesser seniority shall be the person who is dismissed. Such dismissal shall be made within 14 days of the conclusion of the one-month period specified in Section IV(B)(1)and IV(B)(2). C.A decision not to hire because of application of this policy shall be justified in writing, and justification shall include reference to this policy. D.Each District employee,within 10 working days of becoming related to another District employee,shall notify the Human Resources Manager of the new relationship. E.No applicant for employment,promotion,or transfer,shall be required to disclose his/her marital status except to confirm whether the applicant has a relative presently employed by the District.Information regarding marital status shall not be used for any purpose except to apply this policy. 3 -Otay Water District Human Resources Policies and Procedures Section Title: DRESS ATTIRE IN THE WORKPLACE PURPOSE Effective Date: June 7,2006 ATTACHMENT E Page 1 of 2 To provide guidelines for proper dress for the Otay Water District. POLICY It is the policy of Otay Water District (District)to have its workforce maintain a professional appearance and project a good public image.It is expected that employees will dress in a manner consistent with good business practices.Employees should report to work wearing appropriate business attire,unless they are required to wear a District uniform. ELIGIBILITY This policy applies to all regular,probationary and temporary employees and volunteers. PROCEDURE A.General Guidelines The District expects employees to conform to reasonable guidelines with regard to dress attire.The District's professional atmosphere is maintained,in part,by the image that employees present to the public.Employees should maintain a professional appearance, project a good public image,and are encouraged to use good judgment in determining their dress and appearance.Clothing,jewelry,hair and personal hygiene are important and should be neat,clean,in good business·taste,appropriate for the assignment,and not constitute a safety hazard. B.Appropriate Office Attire 1.Workweek Attire a.Monday through Thursday:Dress attire is Business Casual.Men are to wear collared shirts and slacks.Women are to wear skirts,dresses or slacks.Cotton khaki style and corduroy pants are acceptable.When attending meetings or functions such as Board meetings or developer luncheons,business attire appropriate to the occasion should be worn,which may include suit or coat, dress shirt/blouse and slacks/skirt. b.Friday:Dress attire may be Casual or Business-Casual (as defined for Monday through Thursday).Jeans are acceptable.Jeans should be appropriate for an office environment.However,if the position requires attending meetings or functions such as Board meetings or developer luncheons,business attire appropriate to the occasion should be worn,which may include suit or coat, dress shirt/blouse and slacks/skirt.. 2.Inappropriate Attire -Includes but is not limited to the following: a.Cut-off pants,shorts,tank and midriff tops (as outer garments),halter-tops, sweat pants and jogging outfits,low-cut,revealing,and see-through clothing, mini-skirts,and tennis shoes (athletic shoes); b.Flip-flops,platform shoes or casual sandals (i.e.Birkenstock-style)are inappropriate;and c.Hats,shirts,pants,pins,buttons and jackets that are faded or torn,include reference to alcohol or drugs,commercial advertising,contain sexually explicit language,and reference to sports teams (unless a designated spirit day). 3.Grooming a.Hair,including facial hair,should be clean and well groomed and appropriate to the position.Some positions require that facial hair be shaven or trimmed in order to wear specialty respiratory or other safety related equipment (i.e.SCBA gear and Respiratory Protection Program)and long hair may be prohibited around some types of equipment; b.Any visible tattoos may not include nudity,profanity,slurs related to any protected class (such as race or ethnicity); c.Jewelry displayed on/in a body piercing should not be visible except on the ears, Jewelry that is determined to be a safety hazard may be banned altogether;and d.For safety and ergonomic purposes fingernails should be maintained at no more than Y:z inch in length beyond the tip. 4.Special Assignments On occasion an employee may be assigned to a special assignment in which wearing business casual attire may not be suitable (i.e.trips to the field or vis(ting job sites or,office clean up).In this instance,with supervisor approval,an employee may be allowed to wear attire appropriate to the special assignment (i.e.,jeans,and appropriate foot wear). 5.Failure to Meet Policy An employee not following the guidelines may be required to return home to correct the problem.The time spent away from work may be chargeable to the employee's vacation leave accruals.In the event vacation leave hours are not available,the employee will not be paid for the time away from work. 2 Otay Water District Human Resources Policies and Procedures Effective Date: Date Adopted:4/22/98 Revised:1/27/99;6/7/06 ATTACHMENT F Page 1 of4 Section Title: UNIFORM STANDARDS PURPOSE To provide a standard for uniforms within the District. POLICY In an effort to maintain a safe and efficient workforce,the issuing and use of uniforms within the District shall be in accordance with the procedures and guidelines set forth within this section.As representatives of the District,employees provide direct contact with customers and the general public.Uniforms provide a method by which District employees are readily identifiable and present an organizational image.Additionally,uniforms provide a safety tool for those working in hazardous situations. GENERAL POLICY It is mandatory for certain employee classifications to wear the designated District uniform. Uniforms furnished by the District shall be worn only during working hours and may be worn to and from work,but they are not a substitute for personal attire. Uniforms shall always be neat and clean,with only Otay Water District approved lettering and logo.An American Flag pin,and a District provided pin no larger than one (1)square inch are approved. EMPLOYEES REQUIRED TO WEAR UNIFORMS The District shall determine which employee classifications are required to wear a uniform. UNIFORM STANDARDS 1.Allotment The District shall provide employees covered under this policy with District uniforms consisting of: •Eleven (11)button shirts (any combination of short and long-sleeve shirts). •Eleven (11)pants (any combination of long and short pants). •Five (5)t-shirts per year. •One (1)baseball style hat or a full-brimmed hat. •One (1)hard hat (if necessary). •One (1)jacket or one (1)sweatshirt. •District/ANSI approved boots/shoes. 2.Description of Uniforms The official District uniform shall consist of the following: a.Headwear (Hats):All hats shall be a navy blue baseball style hat or a full- brimmed hat,selected and provided by the District. b.Hard Hat:All hard hats shall meet current ANSI and District safety standards and shall be white,traditional style front or full-brimmed with a District logo attached to the front,center face. c.Shirts:Shirts may be long or short-sleeved and shall have the employee's first name on the left-hand side and the District's logo on the right-hand side of the shirt.Acceptable colors are solid white,white with blue pinstripes,orange,or solid light blue.All shirts within a work group shall be the same color.When required by the safety policy,the shirts shall be orange. d.T-Shirts:T-shirts shall be white,orange or navy blue.Five (5)t-shirts shall be issued once per year.In the event t-shirts are no longer usable,employee shall wear one of his/her issued uniform shirts.When required by the safety,policy, the t-shirt shall be orange. e.Pants:All pants shall be navy blue and may be issued in any combination of shorts and long pants.Pants may be polyester,cotton-blend,cotton,or denim. When required by the safety policy,employees shall use pants of specific type and material as directed. f.Jackets:All jackets shall be blue or orange with reflective stripes,with the District's logo on the right-hand side.When required by the safety policy,the jackets shall be orange. g.Sweatshirts:A sweat shirt may be issued instead of a jacket.Sweatshirts shall be navy blue or orange.Sweatshirts shall have the District's logo on the right- hand side.When required by the safety policy,the sweatshirt shall be orange. 2 h.Safety boots/shoes:The annual safety boot/shoe allowance shall be the amount published in the current Memorandum of Understanding.The allowance may be used anytime during the year for the purchase or repair of safety boots/shoes.In case of extreme wear and if deemed necessary,an employee may be eligible for a second pair of boots/shoes within the same fiscal year if approved by the Safety and Risk Administrator. PROCEDURES AND GUIDELINES 1.Distribution of District Uniforms The District's Warehouse staff shall order,issue,and collect replaced uniforms and boots/shoes and maintain appropriate records of uniforms for eligible employees. 2.Replacement or Repair of District Uniforms Uniforms,excluding t-shirts,shall be replaced when their condition warrants.It is the responsibility of the employee and their supervisor to identify clothing requiring repair or replacement.The Warehouse staff will review and coordinate the repair or replacement of garments.Employees will be required to return clothing being replaced to the warehouse before a replacement is issued. 3.Laundry Services of District Uniforms The District's Warehouse staff shall be responsible for coordinating the laundry service for uniform shirts and pants.The employee is responsible for laundering and/or cleaning all other uniform clothing and equipment. 4.Use of Short Pants Shorts are not allowed if the employee may be exposed to any of the following conditions: •Working with chemicals and hazardous substances. •Working with equipment such as grinders,welders,weed trimmers,etc. •Working below ground in trenches/vaults,etc. •Working on a construction site. 5.Issuing More Than Five T-Shirts per Year Where appropriate and compatible with work requirements,employees may be issued an additional (5)t-shirts per year in lieu of five (5)button uniform shirts.This would reduce the number of button uniform shirts issued from eleven (11)to six (6).The total number of t-shirts may not exceed ten (10)per year. 3 6.Employee Purchase of T-Shirts Employees may purchase additional t-shirts at their expense from a District designated vendor. 7.Enforcement of Policy Employee's supervisor/manager is responsible for enforcing the Uniform Eligibility Policy.Any changes must be in compliance with the requirements identified within this procedure. Employees who report to work in worn,torn,dirty or inappropriate attire or uniform may be required to return home to correct the problem.The time spent away from work is chargeable to the employee's vacation leave accruals.In the event vacation leave hours are not available,the employee will not be paid for the time away from work. Failure to conform to this policy may result in disciplinary action up to and including termination. 4 ATTACHMENT G OTAYWATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised RECRUITMENT,SELECTION,AND EMPLOYMENT 24 11/04/98 06/07/06 POLICY PURPOSE It is the purpose of this policy to provide guidelines for the recruitment and selection of regular, student intern,temporary and/or contract employees. POLICY It is the policy of the Otay Water District to recruit and select the best qualified applicants on the basis of job-related standards of experience,education,training,ability,and merit;to encourage members of the communities which we serve to apply for employment opportunities with the District;to encourage District employees to apply for positions for which they believe they qualify,to assure that qualified internal applicants are given fair and adequate consideration;and to advance regular district employees when it is determined that they are the best qualified. EQUAL EMPLOYMENT OPPORTUNITY The District is an equal opportunity employer.All employees and applicants shall receive equal consideration and treatment.The District shall recruit,hire,and promote the best qualified individuals without regard to race,color,religion,sex,national origin,ancestry,age,physical or mental disability,medical condition,marital status,sexual orientation,or membership in any other "protected class"recognized by California or federal law or regulation. AUTHORITY OF THE GENERAL MANAGER Section 2.01,of the Otay Water District's Code of Ordinance provides that pursuant to §71362 and §71363 of the California Water Code the General Manager has the authority to manage and operate the affairs of the District.This authority includes the employment,discharging and fixing of compensation for all employees and assistants,except those referred to in §71340, and to prescribe their duties and promulgate specific rules and regulations for such employees and assistants. The General Manager's authority also includes making appointments of temporary or contract employees needed to perform District work resulting from such matters as interim vacancies, peak workload,and special projects so long as he/she operates within Board-approved budgeted appropriation levels.Contract or temporary appointments are not subject to amount limits for agreements,contracts,or other documents as defined in §2.01 (C),or to formal competition,selection and advertisement requirements identified herein. Page 1 of5 ATTACHMENT G OTAY WATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised RECRUITMENT,SELECTION,AND EMPLOYMENT 24 11/04/98 06/07/06 POLICY DEFINITIONS A.Applicant:A person applying for a position,including a District employee who seeks appointment to a different position. B.Appointment:The employment of a person in a position,whether on a regular or temporary basis. C.Closed/Promotional Recruitment:A recruitment open only to qualified regular District employees,or open only to regular District employees in a particular classification,unit or division. D.Conviction:Any sentence,suspended sentence,probation or other resolution followed by a verdict,plea (including a no contest plea)or other finding of guilt. E.Eligible List:A list of qualified applicants who remain eligible for consideration for a position. F.Employment Announcement:A formal notice by the District of an employment opportunity. G.Open/Competitive Recruitment:A recruitment open to all interested qualified applicants. H.Promulgation:The date Human Resources certifies the list of eligible applicants for consideration. I.Qualified Applicant:An applicant who has passed all elements of the selection process, would be at least 18 years old at the time of appointment and remains eligible for appointment. J.Recruitment and Selection Plan:A planned process to establish an adequate pool of qualified applicants which shall consist of an open/competitive or a closed/promotional recruitment. K.Regular Appointment:An appointment to a regular authorized position with benefits. L.Regular Vacancy:A vacancy in an authorized position. M.Temporary Appointment:An appointment made for a specific duration,generally not to exceed one year.Temporary appointments may be exempt from the formal recruitment and selection process. Page 2 of 5 ATTACHMENT G OTAY WATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised RECRUITMENT,SELECTION,AND EMPLOYMENT 24 11/04/98 06/07/06 POLICY RECRUITMENT AND SELECTION PROCESS All regular vacancies shall be filled through an open/competitive recruitment and selection plan unless otherwise approved by the General Manager.This is consistent with best practice and expected to maximize community participation,competition,diversity,and the number of highly qualified applicants available for consideration for employment.However,the General Manager may authorize a closed/promotional recruitment and selection plan given the requirements of the position and the quality of the internal applicant pool. All applicants for regular positions shall submit to the same recruitment and selection plan for that position.The General Manager may approve revising the recruitment and selection plan in order to better meet the needs of the District. A.Notice of Employment Opportunities Human Resources shall post employment opportunities for regular vacancies consistent with the approved recruitment and selection plan. 1.The employment announcement shall include the following: a.Classification Title b.Salary Rate and/or Range c.Essential Functions d.Minimum Qualifications e.Selection/Examination Plan f.Application Filing Instructions g.Equal Employment Opportunity Employer Statement B.Disqualification of Applicants 1.Applicants may be disqualified at any time during the process for any of the following reasons: a.The applicant is found to lack any of the minimum job requirements established for the position. b.The applicant has made a false statement of material fact in the application or has committed fraud or deception in the selection process or in securing eligibility for appointment. c.The applicant has a history of less than satisfactory employment. Page 3 of 5 ATTACHMENT G OTAYWATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised RECRUITMENT,SELECTION,AND EMPLOYMENT 24 11/04/98 06/07/06 POLICY d.The applicant uses or attempts to use any personal or political influence to further eligibility. e.The applicant has without authorization directly or indirectly obtained information regarding examinations. f.The applicant fails to submit his or her application correctly or within the prescribed time limits. g.The applicant has taken part in the compilation,administration,or correction of the examinations for the position for which he/she is an applicant. h.Any other reason deemed by the General Manager to protect the best interests of the District. C.Examination Content The recruitment and selection plan shall be job-related in order to determine the ability of applicants to perform the duties of the job classification.The plan may provide for one or more of the following types of examinations: 1.Review of Employment Application and/or Required Supplementary Material(s) 2.Written Examination 3.Physical Agility and/or Performance Skill Examination 4.Oral Interview D.Eligible Lists Eligible lists may be maintained to fill current and future regular vacancies.The eligible list may be valid for up to six (6)months from date of promulgation.The Human Resources Manager may approve one extension of up to six (6)months. Page 4 of 5 ATTACHMENT G DTAYWATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised RECRUITMENT,SELECTION,AND EMPLOYMENT 24 11/04/98 06/07/06 POLICY E.Conditions of Appointment Once an applicant is determined to be the best qualified,but prior to appointment,all applicants shall meet and agree to the terms and conditions of employment specified for a particular position.Failure of such pre-employment examinations may cause the applicant to be disqualified for employment.Conditions of employment may include,but are not limited to the following: 1.Physical Fitness/Medical Examination 2.Drug/Alcohol Screening 3.Verification of lawful work status under Immigration rules 4.Verification of employment,education,driving,and criminal history including fingerprinting F.Evaluation of Criminal Conviction Information Upon receipt of the criminal conviction information,the District shall determine if the information shall disqualify the applicant.There shall be an automatic disqualification for employment for any of the following: a.Any felony conviction; b.Any misdemeanor conviction within one year preceding the date of application for any offense(s)considered to be crimes of moral turpitude by any court of th,e state,and/or crimes involving,firearms,explosives,violence,dishonesty and/or requiring registration under Penal Code §290; c.Intentionally failing to disclose a prior conviction of any type Page 5 of 5 ATTACHMENT G OTAY WATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised RECRUITMENT AND SELECTION POLICY U 11/04/98 04/07/04 PURPOSE It is the policy of the Otay Water District (the District)to recruit and select the best qualified candidates on the basis of job related standards of experience,education,training,ability,and merit;to encourage District employees to apply for positions for which they believe they meet the minimum qualifications;and to assure that qualified internal candidates are given fair and adequate consideration and that they are afk>rded an oral intervie\v;and to allow all interested individuals to compete for employment opportunities with the District where appropriate. EQUAL EMPLOYMENT OPPORTUNITY Otay V'Iater District is an equal opportunity employer and all employees and applicants shall receive equal consideration and treatment.The District will recruit,hire,and promote the best qualified individuals for positions without regard to race,color,religion,sex,national origin, ancestry,age,physical or mental disability,medical condition,marital status,sexual orientation,or any other protected class ("protected classes"as recognized by the Equal Employment Opportunity Commission,the California State Department of Fair Employment and Housing and California Labor Code). POLICY A.Definitions o.~The minimum age for employment with the District shall be eighteen (18)years unless otherwise specified in the employment announcement. O.Emplovment Announcement:A formal notice by the District of an employment opportunity. O.Appointing Authority:The General Manager shall be the appointing authority.: O.Appointment:The employment of a person in a position.Appointments shall be either regular or temporary. O.Qualified Candidate:l\n applicant who has passed all elements of the selection process and remains eligible for appointment. O.Eligibility List:A .list of qualified candidates who remain eligible for consideration for a period of six (6)months.The Human Resources Manager may approve extensions of up to six (6)months. O.Posting:Placement of an employment announcement at District and other specified locations. Page 1 of 4 ATTACHMENT G OTAY WATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised RECRUITMENT AND £ELECTION POLICY U 11/04/98 04/07/04 O.Regular Appointment:An appointment to·a regular authorized position for an indefinite period of time. O.Temporary Appointment:An appointment made for a definite period of time. B.Selection Method All applicants shall submit to the same planned selection/examination plan outlined for that position.The General Manager may approve revising the selection plan·in order to better meet the needs of the District. C.Notice of Employment Opportunities The General Manager shall have the authority to determine whether a position will be posted internally or opened externally to all interested individuals.The District shall inform the employees and/or interested individuals of an employment opportunity via an employment announcement and/or advertisement appropriate for the position. 1.Selection Process Internal Selection ""henever possible,it is the Policy of the District to provide promotional opportunities for qualified employees to fill vacancies. External Selection VVhen sufficient qualified candidates are not available from v/ithin to meet the needs of the District,Human Resources shall,with the assistance of the requesting department,proceed with external recruitment activities. Limited or VVaiving of Competition.The General Manager may limit or waive competition for the following:Temporary appointments made for a specific duration,assignment and/or project;.§.ill!where an encumbered position is reclassified and there is no vacancy in the original classification,consideration for appointment may be limited to employees in the original classification;and when required to meet the needs of the District. 2.The employment announcement shall include the following: •Classification Title •Salary Rate and/or Range •Essential Functions •Minimum Qualifications •Selection/Examination Plan •Application Filing Instructions •Equal Employment Opportunity Employer Statement Page 2 of4 ATTACHMENT G OTAY WATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised RECRUITMENT AND SELECTION POLICY U 11/04/98 04/07/04 Q 1\I't'. },pp Ica Ion Applicants shall be limited to one application per employment announcement.Applications will only be accepted for announced vacancies. E.Qisgualification of Applications Applicants may be disqualified at any time during the process for any of the following reasons: O.The applicant is found to lack any of the minimum job requirements established for the position. O.The applicant has been convicted of a felony or of a misdemeanor involving moral turpitude. O.The applicant has made a false statement of material fact in the application or has practiced fraud or deception in the selection process or in securing eligibility for appointment. O.The applicant has a history of less than satisfactory employment. O.The applicant uses or attempts to use any personal or political influence to further eligibility. O.The applicant has directly or indirectly obtained information regarding examinations to which,as an applicant,that person is not entitled. O.The applicant failed to submit his or her application correctly or within the prescribed time limits... O.The applicant has taken part in the compilation,administration,or correction of the examinations. O.The General Manager may determine any other reason(s)to protect the best interest of the Qistrict. Page 3 of4 ATTACHMENT G OTAY WATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised RECRUITMENT AN"D SELECTION POLICY U 11/04/98 04/07/04 F.Examination Content The selection process shall be job related in order to determine the ability of applicants to perform the duties of the job classification.Applicants may be given one or more of the following types of examinations: O.Review of Emplovment Application and/or Required Supplementarv Material(s) O.V\lritten Examination O.Physical Agilitv and Performance Skill Examination O.Oral Intervie¥t' G.Eligibilitv Lists Eligibility lists may be maintained for use to fill current and future vacancies.The eligibility list shall be valid for six (6)months from date of promulgation.The Human Resources Manager may approve extensions of up to six (6)months. H.Conditions of Appointment Prior to appointment,candidates must meet and agree to the conditions of employment specified for a particular position.Failure of such pre employment examinations may cause the candidate to be disqualified for employment. Conditions of employment may include,but are not limited to,the follmving: O.Medical Examination O.Drug/Alcohol Screening O.Verification of Lmwul \l\Jork Status Under Immigration Rules 1.Verification of Emplovment.Education,Driving,and Criminal Historv Page 4 of 4 ATTACHMENT G OTAYWATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised APPOINTMENT OF TEMPORARY AND CONTR.7\~CT *11-15 00 EMPLOYEE£ PURPOSE The purpose of this policy is to provide guidelines regarding the selection and appointment of temporary and/or contract employees and assistants needed to maintain efficient District operations. POLICY £ection ~.Ol,of the Otay Water District's Code of Ordinance provides that the General Manager has the authority to employ and discharge all employees and assistants,except those rsferred to in ssction 71340 of the California Water Code,and to proscribe their duties and promulgate spscific rules and regulations for such employees and assistants. In addition to appointment of regular District employees,the General Hanager is authorized to make appointments of temporary or contract employees needed to perform District ',Jork resulting from interim vacancies,peak ',wrkload,and special proj ecto,so long as he operates '",ithin District budgeted appropriation levels approved by the Board. Employment of temporary and contract employees is not subject to the General Hanager's authority amount limits for agreements,contracts, or other documents as defined in Section 2.01. EQu}\L EHPLOYHENT OPPORTUNITY Otay Water District is an equal opportunity employer and all employees and applicants shall receive equal consideration and treatment.The District ',Jill recruit,hire,and promote the best qualified individuals for positions ',Jithout regard to race,color, religion,seu,national origin,ancestry,age,physical or mental disability,medical condition,marital status,seuual orientation,or any other protected class ("protected classes"as recognized by the Equal Employment Opportunity Commission,the California State Department of Fair Employment and Housing and California Labor Code). Page 1 of 3 ATTACHMENT G OTAY WATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised APPOINTMENT OF TEMPORARY AND CONTRl'..CT U 11 15 00 EMPLOYEES A.Definitions 1.Temporary or contract employee:An employee hired directly by the District or through the use of an employment firm or service for a specified proj ect or assignment and for·specified period of time, not to eHceed one (1)year.Under unusual or special circumstances,the General Manager may approve eHtensions of up to siu ((;)months.Budgeted intern positions Hill be eJwmpt from the one year limit. 2.~:The minimum age for employment "..ith the District shall be eighteen (18)years unless othenJise specified in the employment announcement. 3.Agency:Temporary agency that provides qualified temporary staff. 4.Appointing Authority:The General Manager shall be the appointing authority. 5.Qualified Candidate:An applicant who meets the minimum requirement of the appointment. tL General Manager's Approval All requests for the appointment of temporary and/or contract employees must be submitted in advance to the General Manager on the prescribed form.Requesting Department must specify position need, proposed level or qualifications,mrpected duration,compensation and funding source. A.Compliance Hith Budget The General Manager shall ensure that the use contract employees is justified and that appropriations set by the Board are not mrceeded. D.Qualifications of temporary or annual budgeted Human Resources Division 'dill verify that the temporary or contract employee meets the qualifications to perform the duties and responsibilities of the proposed position or assignment and shall recommend the level of compensation. Page 2 of 3 ATTACHMENT G OTAY WATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised APPOINTMENT OF TEMPORARY AND CONTRZ\CT *11-15 00 EMPLOYEES E.Compensation Th@ rat@ of comp@nsation for t@mporary and contract employ@@s shall b@ r@comm@nd@d by th@ Human Resourc@s Division bas@d on a review of th@ duties or s@rvic@s to be perform@d,the availability of said services in th@ job market,and the temporary or contract @mployee's qualifications and @xperienc@, F.Conditions of Employment Prior to assignment,candidates must meet and agree to the conditions of employment specified for a particular position.Failure of such pre employment eJwminations may cause the candidate to be disqualified for temporary appointment. Conditions of employment may include,but are not limited to,the follO'l,'ing: O.Medical Examination O.Drug/Alcohol Screening O.Verification of Lar,Jful Work Status Onder Immigration Rules O.Verification of Employment,Education,Driving,and Criminal History G.Monitoring of Performance It is the department's responsibility to monitor performance of temporary or contract employees.This shall include ensuring that performance is adequate during the assignment and providing a r,Jritten report to Human Resources at conclusion of the assignment regarding the quality of service provided. Page 3 of 3 ATTACHMENT H RESOLUTION NO.4081 RESOLUTION OF THE BOARD OF DIRECTORS OF THE OTAY WATER DISTRICT TO REVISE POLICY 24 AND TO DELETE POLICY 36 CONCERNING THE DISTRICT'S RECRUITMENT, SELECTION AND EMPLOYMENT OF REGULAR, TEMPORARY AND CONTRACT EMPLOYEES WHEREAS,the Board of Directors of Otay Water District wishes to clearly communicate the District's position regarding the recruitment,selection and employment of regular,temporary, and contract employees;and WHEREAS,it is the policy of the District not to discriminate against any applicant or employee;and WHEREAS,the District is committed to ensure equal employment opportunity to all employees and applicants;and WHEREAS,the Otay Water District Board of Directors desires to revise Board Policy 24,Recruitment,Selection,and Employment Policy; WHEREAS,the Otay Water District Board of Directors desires to incorporate the contents of existing Board Policy 36, Appointment of Temporary and Contract Employees,into the revised and more inclusive Board Policy 24;and 1 ATTACHMENT H WHEREAS,the Otay Water District desires to repeal existing Board Policy 36,Appointment of Temporary and Contract Employees;and NOW,THEREFORE,BE IT RESOLVED that the Board of Directors of the Otay Water District hereby revises Policy 24, the Recruitment,Selection and Employment Policy,in the form presented to the Board at this meeting;and BEING FURTHER RESOLVED that the Board hereby repeals Policy 36,the Appointment of Temporary and Contract Employees;and BEING FURTHER RESOLVED that the Board directs the staff of the District to comply with the provisions of Policy 24,as revised. PASSED,APPROVED AND ADOPTED by the Board of Directors of the Otay Water District at a regular meeting held this 7th of June,2006. President ATTEST: Secretary 2 5TAFF REPORT AGENDA ITEM 5 TYPE MEETING:Regular Board SUBMITTED BY:Geoffrey Stevens,Chief Information Technology and Strategic Planning APPROVED BY: (Chief) MEETING DATE: W.O.lG.F NO: June 7,2006 DIV.NO. APPROVED BY: (Asst.GM): SUBJECT: G~rman Al~~~sistant Flnance ~. Data Center Upgrades General Manager,Administration and GENERAL MANAGER'S RECOMMENDATION: That the Board approve issuing a purchase order to Logicalis for upgrades to the data center as defined in this report,in the amount of $385,000. COMMITTEE ACTION: See attachment A PURPOSE: That the Board approve issuing a purchase order to Logicalis for $385,000 to cover the costs of upgrading the District's Data Center. ANALYSIS: The current data center was built in 2003 to support the launch of the OIS system.Much of the data center hardware is nearing the end of its useful life.During the period FY 2003 to FY2006 dramatic improvements were made to the District's application support environment.These included the replacement of the District's financial and customer systems,the deploYment of GIS and work order systems for operations, and finally a mobile platform for field automation. The current data center cannot reliably support future needs.To that end we have planned,as part of the FY06-FY07 capital budget,to build both a full production and identical test environment to allow us to support operational systems while providing an alternative test platform capable of serving as a back-up in case of catastrophic failure.The requested hardware and services are required to build both the test and production environments. In order to provide a production support environment and accommodate reliability,performance,and disaster support requirements,the data center needs to be upgraded,and a second and complete backup data center needs to be created.A dual environment is industry best practice and required to support the critical customer billing applications.The benefits of this architecture are many,including the ability to provide: Full test environment. Ability to reduce the need for additional staff. Full redundancy of entire systems. Test and restore units faster and without overtime or night time shifts. Provide vendors access to production-like environment without disrupting day-to-day operations. Consolidation of servers,reducing server licenses and software costs. Streamlining and reducing support costs for IT operations Data Center Upgrade Project Costs Breakdown 1.Computer Hardware $300,000: •Includes servers,power supplies,hard drives,cabling,and switches for both test and production environments; 2 Data Center Configuration and Failover Testing $25,000: •Planned migration,data conversion,and load balancing; 3.Project and Cable Management $15,000: •Approximately 100 hours @ $150 per hour to implement test and production environments; 4.Security Assessment $25,000: •Security assessment to test for vulnerabilities in new test and production environments; 5.Contingencies $20,000 The cost of this hardware and installation were competitively bid based upon Hewlett Packard and CISCO System's list prices with government discount.Logicalis was the lowest.Based on a review of references,the District is confident that Logicalis is capable of performing the required work to District specifications. FISCAL IMPACT.~ Funding for this~ct is coming from the following CIP's: 1.The approved FY 2006 budget for eIP 2449 is $320,000.The actual costs on this project as of May 19,2006 is $48,545.43. The projected cost including this action is $320,000.Based on the cost analysis performed,staff does not anticipate that a budget increase is necessary.Finance has determined that 25% and 75%of the funding is currently available from the Expansion and Replacement Funds,respectively. 2.The approved FY 2006 budget for eIP 2446 is $150,000.The actual costs on this project as of May 19,2006 is $18,823.79. The projected cost including this action is $150,000.Based on the cost analysis performed,staff does not anticipate that a budget increase is necessary.Finance has determined that 25% and 75%of the funding is currently available from the Expansion and Replacement Funds,respectively. 3.The approved FY 2006 budget for eIP 2353 is $3,412,000.The actual costs on this project as of May 19,2006 is $2,553,691.46.The projected cost including this action is $3,412,000.Based on the cost analysis performed,staff does not anticipate that a budget increase is necessary.Finance has determined that 33%and 67%of the funding is currently available from the Expansion and Replacement Funds, respectively. STRATEGIC GOAL: Business Process Improvement Strategy:Implement planned security initiatives. Objective:Implement a Business Resumption Plan (BRP). General Manager LEGAL IMPACT: None IJjg tlY!r ATTACHMENT A SUBJECT/PROJECT:Data Center Upgrade COMMITTEE ACTION: The Committee met on May 24th and discussed this request.Based upon this discussion the Committee recommends that the Board approve the attached request for IT hardware and services. 5TAFF REPORT AGENDA ITEM 6 TYPE MEETING:Regular Board SUBMITTED BY:Geoffrey Stevens,Chief Information Technology and Strategic Planning MEETING DATE: W.O.lG.F.NO: June 7,2006 DIV.NO. APPROVED BY: (Chief) APPROVED BY: (Asst.GM): SUBJECT: German Al~ssistant General Manager,Administration and Finance IT Maintenance and Support Agreements GENERAL MANAGER'S RECOMMENDATION: That the Board approve issuing purchase orders executing the following maintenance service agreements: 1.SoftChoice for a three-year Microsoft Enterprise Agreement for all Microsoft software licenses in the amount of $35,000 for year 1 and $105,000 for years 2 and 3($245,000 for 3 years). 2.Eden Systems for a regular system software maintenance agreement in the amount of $105,000. 3.AT&T /SBC for communications services in the amount of $88,000 4.Network Insight for 7/24 network monitoring services and data center services in the amount of $119,000. COMMITTEE ACTION: See attachment A PURPOSE: To request approval to issue purchase orders for: 1.Microsoft Software Licenses for all Microsoft applications used by the District (three year contract -$35,000 for year 1 and $105,000 for years 2 and 3 for a total of $315,000 for,the 3 years). 2,Software maintenance support for Eden financial,customer, permitting and related agency software 4.Data Center Support services for 7/24 monitoring services and support of critical data center and network technologies. ANALYSIS: Each year the District needs to renew software licenses and network support contracts.A summary of the items that are needed for FY2007 are: $245,000*per year for three years: Microsoft Enterprise Agreement (EA)pricing allows governmental agencies to purchase Microsoft licenses for all desktop and network software at 150,000 user volume rate and spread the paYments over a three-year contract.Pricing includes "software assurance"which means if Microsoft comes out with an update of any covered software during the term of the contract,Otay will be able to install the new software at no additional cost. Microsoft has agreed to credit a $70,000 payment Otay recently made for a single software item (250 seats for Office XP Pro)and apply that amount to the first year's EA payment of $105,000 for all software titles named above.This would result in a net first year cha~ge of $35,000 if Otay Water District elects to enter into the Enterprise Agreement. Eden Systems -Inforum Gold $105,000 The District installed the Eden Systems for financial,customer, permitting,HR and related functions.The annual maintenance contract for this software is $105,000.This is the cost for the annual" license,unlimited help desk support,and on-site support for three days per year. AT&T /SBC $88,000 -Telecommunications Services -Phone Cell,T-1 The District contracts each year for telecommunications services for local,long distance,T1,and cellular services.This contract was competitivly bid in 2006 to determine the least cost providers. Network Monitoring Services -$119,000 The District purchases 7/24 network monitoring services for the data center.This provides 7/24 support for systems and or alerts staff if any of the equipment is malfunctioning ($69,000).The District also FISCAL IMPACT: purchases technical consulting services for assistance in maintaining and altering the network technical environment ($50,000).This contract was bid in 2006,and Network Insight was the lowest bid.We have established an excellent rapport with this group in the last year. ~/' These expenditures are included in the proposed FY2007 Operating Budget. STRATEGIC GOAL: Support the District IT operations. LEGAL IMPACT:=rallfiLtUf!/() ATTACHMENT A SUBJECT/PROJECT:IT Maintenance and Support Agreements COMMITTEE ACTION: The Committee met on May 24th and discussed this request.Based upon this discussion the Committee recommends that the Board approve the attached request for IT related services. STAFF REPORT AGENDA ITEM 7 TYPE MEETING:Regular Board SUBMITTED BY:Geoffrey Stevens,Chief Information Technology and Strategic Planning MEETING DATE: W.O.lG.F.NO: June 7,2006 DIV.NO. APPROVED BY: (Chief) APPROVED BY: (Asst.GM): SUBJECT: G~rman ~Assistant General Manager,Administration and Flnance Authorization to Purchase Mobile Field Computers and Related Software GENERAL MANAGER'S RECOMMENDATION: That the Board approve issuing purchase orders to the following: 1.GTC Systems Inc for 39 tablet PC's and required hardware and software in the amount of $99,000. 2.DCSE Inc.for software licenses to support tablet PC's in the amount of $84,000. COMMITTEE ACTION: See attachment A PURPOSE: To request approval for purchase of field tablet PCs and associated software. ANALYSIS: BACKGROUND The District implemented the District wide Otay Information System (OIS)over the last three years.A major component of this system is the integrated field support applications that deliver information and monitor work progress for staff working in the field.In particular the Infrastructure Management Systems (IMS),GIS,SCADA,Customer Information and Email all provide relevant and necessary information for field staff.When OIS was planned it was anticipated that the District would use mobile wireless communications technology to provide real time in-the-field functionality.Prior to implementing this,the District wanted to ensure that field mobile solutions were mature, tested,and cost effective.We have now arrived at that point and are ready to proceed with implementation. Staff engaged in a detailed design and testing process to select the correct solution.The proposed solution has been field tested, validated by Otay staff and,used in the field by each of the work areas.Otay operations staff participated in the design and selection process,and external consultants were used to suggest and validate the selected solutions.The mobile technology has also been tested,and the wireless signal is available in the large majority of our service territory.In the event that a wireless signal is not available,the tablets will have a locally resident version of the latest GIS maps and the engineering as-built drawings of the majority of Otay facilities. Benefits The benefits of a field application are significant: •Rapid access to and availability of information for field staff. •Field business processes can be streamlined and integrated with other business procedures (IMS). •Deploying resources more efficiently. •The Work Order System is designed for a remote application. •Increased speed and accuracy -data gathering once at point of work. •More responsive customer service. •Better informed employees -real time accurate information. •Tracking of staff time and tasks is enhanced. •Better metrics gathering and reporting. •Ability to send in corrections from the field. •Enhanced disaster recovery capabilities. I •Enhanced safety for workers -ability to locate if in trouble. Security Field solutions will operate in a real-time wireless environment.A secure high-speed-data card will connect to the District's network systems.Because security is such a major concern,several levels of security are provided: •All remote transactions occur at the server.No data (except for maps and engineering drawings)is stored on the remote device, •The architecture uses CITRIX - a secure and "encrypted"access technology which makes it impossible for a non-District employee to access the District's systems without authorization.Even if a laptop were lost,the impact would be very limited. •Passwords are required to access any computer and these passwords are updated on a regular basis. •Audit function exists within our systems to determine what information is being requested so we can trace any request back to an individual workstation. Application Software The software platform that supports the field environment is very critical.It must allow work to be accomplished whether there is connectivity or not.In addition it must enable the units to read and access complex GIS information on a real time basis.To this end we have contracted with DCSE,a GIS software integrator,to supply, maintain and test the field laptop platform.As this firm already supplies our web based GIS viewer -this integration ensures that the field platform will be properly integrated and perform at a satisfactory level. Hardware Platfor.m The unit we are purchasing is a "tablet"PC (see photo)that has an optional truck mount available.These units have become a defacto standard for utility field applications and are in use by many utilities including SDG&E.The unit has a touch sensitive screen,with long battery life,AC adapter and mounting device for the truck,and an off-the-shelf cost of under $2,000.In addition the units have a three- year bumper-to-bumper warranty. Portable Device Vehicle Mount The hardware was competitively bid.The successful bidder -GTC Systems Inc.had the lowest bid and also has established a consulting relationship with Otay over the past year in developing our CITRIX based access strategy. The software for the laptops requires a sole source bid because the providing firm,DCSE Inc.,also provides the web interface for our GIS systems.Integration between portable and web based GIS systems is critical.It also utilizes a proprietary ESRI architecture -the industry leading GIS solution.The District did,however,receive a 50%discount from the vendor in return for a sole source accommodation, stressing the need to build upon a long-term relationship and commitment.Purchasing staff assisted with every aspect of this procurement. Table OF Costs: • • • 39 Tablet PCS Tablet GIS Software Consulting Services $99,000 $84,000 $10,000 (to be provided through GIS vendor) Maintenance The hardware devices will be covered under a standard all-inclusive three-year warranty.Software will have license maintenance and upgrade cost.To ensure integration and compatibility the same vendor that provides our web based GIS services will also provide the local install of the GIS mapping software. FISCAL IMPACT: The approved FY 2006 budget for CIP 2443 is $338,000.The actual costs on this project as of May 19,2006 is $66,594.65.The projected cost including this action is $259,594.65.Based on the cost analysis performed,staff does not anticipate that a budget increase is necessary.Finance has determined that 25%and 75%of the funding is currently available from the Expansion and Replacement Funds,respectively. STRATEGIC GOAL: Balanced Scorecard Area:Business Processes Strategy:Business Efficiency Goal:Implement field technology solutions. Objective: 1.Maximize the District's use of mobile,GIS and GPS technologies including route planning for maintenance crews and meter readers and location based services. 2.Maximize the District's business use of Web and mobile wireless technologies. 3.Continue to develop paperless processes. 4.Update the telecommunications infrastructure. General/Manager ATTACHMENT A SUBJECT/PROJECT:Field Computers and Related Software COMMITTEE ACTION: The Committee met on May 24th and discussed this request.Based upon this discussion the Committee recommends that the Board approve the attached request for IT hardware and software.