Special Meeting of the Board of Directors

Transcription

1 Hornbrook Community Services District P.O. Box 29, Hornbrook, CA hornbrookcsd.specialdistrict.org DIRECTORS Robert Puckett, President Patricia Slote, Secretary Melissa Tulledo John Moody Bryant Schauffler Special Meeting of the Board of Directors NOTE MEETING LOCATION CHANGE TO: Hornbrook Elementary School Cafeteria Oregon Road, Hornbrook, CA January 24th, 2016, at 6:30 p.m. AGENDA 1. CALL TO ORDER: Presiding Officer: Establish Quorum, Pledge of Allegiance: 2. PUBLIC COMMENT: Any person may address the Board at this time on any matter within the jurisdiction of the Board that is NOT ON THE AGENDA. A maximum of three minutes is allowed each person and a maximum of 10 minutes per topic. The presiding officer has discretion to extend the time and/or reasonably limit the length of time for any individual comments. Written comments may be presented to the Board of Directors. Any person wishing to address the Board on an item ON THE AGENDA will be given the opportunity at that time. Speakers are encouraged to consult District Management or Directors prior to agenda preparation regarding any District matters, as no action will be taken on non-agenda issues. 3. PRESENTATION ONLY: a. General Manager s Report for the Month of January 2016 Presentation and Tour of New District Website by Kampa Community Solutions Administrative Director, Chalyse Behm 4. APPROVAL OF CONSENT AGENDA: The following items may all be approved in one motion or considered separately as determined appropriate by the President. a. Approval of the Minutes Regular Meeting of December 20th, 2016 b. Approve bills and authorize signatures on Warrant Authorization Form for District expenses received through January 24, PUBLIC HEARING The Board will conduct a public hearing to receive public input and comment regarding the adoption of the Final 2017 fiscal year budget effective January 1, The Board may adopt a Resolution approving the Final 2017 budget at this meeting, or continue the Public Hearing to a date and time specified prior to adoption of the Final 2017 Budget. a. Approval of a Resolution adopting the Final 2017 fiscal year budget effective January 1, 2017 December 31, DISCUSSION AND ACTION ITEMS: a. Conduct the annual election of Board officers to include the appointment of the office of President and Vice President b. Adoption of a Resolution instructing the District's general manager to act as liaison between the Board and legal counsel and to give direction to legal counsel when the Board of Directors is not in session c. Presentation of initial management evaluation report as detailed in the Kampa Community Solutions, LLC scope of work d. Review of first draft of the management objectives for the General Manager e. Adoption of a Resolution establishing a Board policy regarding the types, location and schedule of meetings of the Board of Directors

2 Hornbrook CSD Special Board Meeting January 24, 2017 Page 2 of 2 f. Discussion and Board direction regarding various amendments to the District Water Rules and Regulations relating to delinquent accounts, reading of meters, changes in property use, service classifications and discontinuance of service g. Adoption of a Resolution applying for a CSDA credit card to assist in timely bill payment h. Adoption of a Resolution approving a Board policy on fulfilling Public Records Requests i. Discussion and Board direction regarding the benefits of election to become subject to the uniform construction cost accounting act under the California Public Contract Code. 7. DIRECTORS COMMENTS: Any Director may address the Board on any item of interest that is within the subject matter and jurisdiction of the District. Generally, no discussion or comment by other Board members should be expected on non-agenda items, except to properly place the matter on a future agenda for review, discussion or action as appropriate. 8. ADJOURNMENT: Meeting agendas and written materials supporting agenda items, if produced, can be received by the public for free in advance of the meeting by any of the following options: A paper copy viewed at the District office during business hours or mailed pursuant to a written request and payment of associated mailing fees An electronic copy received by . Note if you would like electronic copies please Chalyse Behm at cdrake@kampacs.com prior to the Board meeting. A limited number of copies of agenda materials will also be available at the meeting Americans with Disabilities Act Compliance: If you require special assistance to participate in Board Meetings, please contact any HCSD Board Member. Advance notification will enable the District to make reasonable arrangements to insure accessibility.

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13 Agenda Item 4b, Warrant List Payable To Amount Pacific Power - Plant $ Pacific Power - Well 2 $ Pacific Power - Well 1 $ Pacific Power - Well 4 $ Basic Laboratory - Routine Coliform $ Basic Laboratory - Nitrate $ CR Water Treatment $ Clint Dingman - Payroll $ Clint Dingman Payroll $ Sum It Up $ Crossroad Storage per agreement $ AT&T $ G&G Hardware $ G&G Hardware $ Siskiyou Daily News - public hearing notice $ Murphy, Pearson, Bradley & Feeney, P.C. (per agreement) $ 1, Kirsher, Winston, & Boston (Per Agreement) $ 1, Kampa Community Solutions - $ (per agreement) $ 1, IRS (Tax Liability Report) $ EDD (Tax Liability Report) $ Streamline - website $ Total $ 7, Board meeting of January 24, 2017

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38 Hornbrook Community Services District Special Meeting of January 24, 2017 AGENDA SUPPORTING DATA 5. DISCUSSION AND ACTION ITEMS a. Adoption of a Resolution approving the Final 2017 budget effective January 1, 2017 through December 31, Recommended Motion I move to approve the Resolution adopting the Final 2017 fiscal year budget effective January 1, Background California law and accounting standards require that the district adopt its budget in a specified manner and conduct a public hearing before final adoption of the budget. A copy of the CSD law regarding budgets is attached to this item. A notice of the budget public hearing must be published in a paper of local circulation once, two weeks before the hearing. The law also recognizes the CSDs may adopt a preliminary budget, which is required before the start of the budget year; in our case January 1. A (preliminary) budget is required to be adopted before January 1 for the county to allow warrants to be paid after that date. In the case of this year, we need a preliminary budget adopted before the first of the year, and December 20, 2016 is our last scheduled meeting. A preliminary, or recommended budget as termed by the county, is attached based on our 2016 budget. Because the county monthly finance report does not, according to the county auditor, accurately show the district expenses or revenue to date, it is difficult to estimate final revenue and expenses through the end of The county reports are not an accurate picture of our finances since their software cannot function on a calendar year budget; which is our current budget cycle. The draft 2017 budget assumes: Revenue consistent with the amount budgeted in 2016 Operating expenses consistent with 2016 plus $5000 for increased maintenance on wells A budget line item of 9% of payroll for workers compensation insurance $2500 for equipment such as well water level monitoring tools $20,000 for capital improvement planning and design, to complete the required feasibility and preliminary engineering required to get projects funded with grants A $5000 general contingency to be used for projects or operations A Notice of Public Hearing was published in the Siskiyou Daily News.

39 HORNBROOK COMMUNITY SERVICES DISTRICT DRAFT FINAL 2017 BUDGET Account # Revenue 2016 Budget Proposed 2017 Budget Interest $ $ Water Fees $ 86, $ 86, Water Late Fees $ $ Fund Balance Transfer In $ - $ 14, Total Revenue $ 87, $ 101, Account # Expenses 2016 Budget Proposed 2017 Budget Regular Wages $ 15, $ 16, Workers Comp $ - $ 1, Special Department Expenses $ 50, $ 55, Equipment -Special Districts $ 2, $ 2, Capital Improvement Projects $ - $ 20, Contingencies $0.00 $5, Total Expense $ 69, $ 101, Revenue over (under) Expense $ 18, $ /21/2017

40 RESOLUTION A RESOLUTION OF THE BOARD OF DIRECTORS OF THE HORNBROOK COMMUNITY SERVICES DISTRICT APPROVING AND ADOPTING THE DISTRICT S FINAL FISCAL YEAR 2017 BUDGET WHEREAS, the Hornbrook Community Services District (District) desires to manage its fiscal affairs according to an adopted budget; and WHEREAS, in accordance with California Government Code Section et seq the Board of Directors desires to adopt a Final Budget for the 2017 Fiscal Year; and WHEREAS, the 2017 budget reflecting the input and direction of the Board is included herein for consideration. WHEREAS, a Notice of Public Hearing was published in the newspaper of local circulation, as required. NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of the District does hereby approve and adopt the 2017 Final Budget as presented. PASSED AND ADOPTED by the Board of Directors of the Hornbrook Community Services District on January 24, 2017 by the following vote: AYES: NOES: ABSTAIN: ABSENT: ATTEST: Robert Puckett, President Patricia Slote, Board Secretary Board of Directors

41 RESOLUTION NO A RESOLUTION OF THE BOARD OF DIRECTORS OF THE HORNBROOK COMMUNITY SERVICES DISTRICT INSTRUCTING THE DISTRICT'S GENERAL MANAGER TO ACT AS LIAISON BETWEEN THE BOARD AND LEGAL COUNSEL AND TO GIVE DIRECTION TO LEGAL COUNSEL WHEN THE BOARD OF DIRECTORS IS NOT IN SESSION WHEREAS, there exists a need for the District General Manager, in addition to the District officers, to act as liaison between the District Board of Directors and Attorneys and any other attorneys who may from time represent or advise the District and/or its officials; and, WHEREAS, there exists a need for the District General Manager to consult with, and give direction to, the Attorneys and any other attorneys who may from time to time represent or advise the District and/or its officials, when the District Board is not in session; and, NOW, THEREFORE, IT IS AGREED AS FOLLOWS: 1. The General Manager is hereby authorized to execute any documents on behalf of the District as may be necessary or appropriate to implement this Resolution. 2. On behalf of the District, its General Manager, President, Vice-President, and Secretary, are each hereby authorized to execute any and all documents relating to the Proceedings. 3. District officers may also continue consult with, and receive advice from Attorneys on any legal matter relating to the District or the Proceedings. 4. In consultation with the General Manager, Attorneys may continue to execute, serve, and file with the court any papers they deem necessary or appropriate on behalf of the District and its officers. However, Attorneys shall not be considered to be officers of the District, nor shall they, or any member of their staff, exercise any discretion on behalf of the District except that relating to the Proceedings and which is normally attendant to and required for District and its officers' proper representation in the Proceedings, nor shall Attorneys exercise any other general powers or authority of the District. In no event shall Attorneys or any member of its staff be deemed to be or act as the District's general legal counsel or any other office. 5. The General Manager is requested to act as liaison between the Attorneys and any other attorneys who represent or advise the District or its officers, and the District Board of Directors, and to consult with, and give direction to, said

42 Attorneys and other attorneys, subject to the direction of the said Board. 6. The Board hereby approves and ratifies all court appearances and previous court filings by the Attorneys on behalf of the District, its officers, and personnel. Directors Voting: Aye: Nay: Abstain: Absent: Attestation: I certify that this Resolution was adopted at a duly called regular or special meeting of the Board of Directors of the District held on, 2017, upon the vote indicated above. Dated: Board President

43 Hornbrook Community Services District Special Meeting of January 24th, 2017 AGENDA SUPPORTING DATA 6. DISCUSSION AND ACTION ITEMS c. Presentation of initial management evaluation report as detailed in the Kampa Community Solutions, LLC scope of work d. Review of first draft of the management objectives for the General Manager Recommended Motion Staff recommends the following motion: This item is for review only, therefore no motion is necessary. Background The first draft management objectives and management evaluation reports will be delivered to the Board at the meeting and reviewed in a brief presentation.

44 Hornbrook Community Services District Special Meeting of January 24th, 2017 AGENDA SUPPORTING DATA 6. DISCUSSION AND ACTION ITEMS e. Adoption of a Resolution establishing a Board policy regarding the types, location and schedule of meetings of the Board of Directors Recommended Motion Staff recommends the following motion: I move to approve Resolution establishing a Board policy on meetings of the Board of Directors Background The Board s current bylaws state the following: VII. BOARD MEETINGS: A: The Board shall hold regular meetings according to a schedule it shall from time to time prescribe. It shall hold a regular meeting at least once every three months. B: A special meeting may be called by the President or by a majority of the Directors, at Least twenty-four (24) hours prior to the time and date of the special meeting. C: Notice of board meetings, and the agenda for same, may be given to any Directors by sending the same by , or by mailing, postage prepaid by USPS mail addressed to the Director's place of business or residence. A Director shall be deemed to have been give notice and agenda if the same is given in such manner, regardless of whether the Director actually receives it. Every Director with service shall provide the other Board members and the District Secretary with the address. It is recommended for public transparency, predictability and compliance with state laws that the District adopt a policy establishing its meeting types, locations, times and schedule of meetings. A tried and tested policy statement is attached in draft for your consideration. New policies are best adopted by resolution for tracking purposes, therefore Resolution is attached.

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46 RESOLUTION A RESOLUTION OF THE BOARD OF DIRECTORS OF THE HORNBROOK COMMUNITY SERVICES DISTRICT ADOPTING A BOARD MEETING POLICY WHEREAS, the Hornbrook Community Services District (herein referred to as District) is a local government agency formed and operating in accordance with Section et seq. of the California Government Code; and WHEREAS, the District Board of Directors has directed District management to propose the adoption of policies and to develop procedures that maximize the transparency and accountability of the District; and WHEREAS, the District has established a minimum schedule of quarterly Board meetings and has adopted various regular meeting schedules in accordance therewith; and WHEREAS, the Board has directed the development of a Policy that provides for the annual establishment of a regular Board meeting schedule and related provisions, which is attached hereto as Exhibit A. NOW, THEREFORE, BE IT RESOLVED that the Hornbrook Community Services District Board of Directors does hereby approve the Board Meeting Policy as contained in EXHIBIT A herein. BE IT FURTHER RESOLVED, that this Resolution shall take effect immediately upon adoption. PASSED AND ADOPTED by the Board of Directors of the Hornbrook Community Services District on January 24, 2017 by the following vote: AYES: NOES: ABSTAIN: ABSENT: ATTEST: Robert Puckett, President Patricia Slote, Board Secretary Board of Directors

47 HORNBROOK COMMUNITY SERVICES DISTRICT Policy and Procedures Manual POLICY TITLE: Board Meetings POLICY NUMBER: 5010 ADOPTED: January 24, 2017 AMENDED: Regular meetings of the Board of Directors shall be held in the Hornbrook Community Hall, located at 220 Main Street, Hornbrook, CA. In January of each year, the Board shall establish by Resolution a schedule of Regular Meetings for the upcoming year. Any subsequent rescheduling of a Regular Board Meeting or Meetings during the year will be approved in advance by Board action, or called as a Special Meeting as detailed below Special meetings (non-emergency) of the Board of Directors may be called by the Board President All Directors and the General Manager shall be notified of the special Board meeting and the purpose or purposes for which it is called. Said notification shall be in writing, delivered to them at least 24 hours prior to the meeting Newspapers of general circulation in the District, radio stations and television stations, organizations, and property owners who have requested notice of special meetings in accordance with the Ralph M. Brown Act (California Government Code through 54926) shall be notified by a mailing unless the special meeting is called less than one week in advance, in which case notice, including business to be transacted, will be given by telephone, fax or during business hours as soon after the meeting is scheduled as practicable An agenda shall be prepared as specified in Board policy for regular Board meetings and shall be delivered with the notice of the special meeting to those specified above Only those items of business listed in the call for the special meeting shall be considered by the Board at any special meeting Special Meetings (emergency). In the event of an emergency situation involving matters upon which prompt action is necessary due to the disruption or threatened disruption of public facilities, the Board of Directors may hold an emergency special meeting without complying with the 24-hour notice required in , above. An emergency situation means a crippling disaster which severely impairs public health, safety, or both, as determined by the General Manager, Board President or Vice President in the President s absence Newspapers of general circulation in the District, radio stations and television stations which have requested notice of special meetings in accordance with the Ralph M. Brown Act (California Government Code through 54926) shall be notified by at least one hour prior to the emergency special meeting. In the event that telephone services are not functioning, the notice requirement of one Resolution , Board Meeting Policy Adopted January 24, 2017

48 hour is waived, but the General Manager, or his/her designee, shall notify such newspapers, radio stations, or television stations of the fact of the holding of the emergency special meeting, and of any action taken by the Board, as soon after the meeting as possible No closed session may be held during an emergency special meeting, and all other rules governing special meetings shall be observed with the exception of the 24-hour notice. The minutes of the emergency special meeting, a list of persons the General Manager or designee notified or attempted to notify, a copy of the roll call vote(s), and any actions taken at such meeting shall be posted for a minimum of ten days in the District office as soon after the meeting as possible Annual Organizational Meeting. The Board of Directors shall include an annual organizational meeting at its regular meeting in December. At this meeting, the Board will elect a President, Vice President and Secretary The Board President shall determine the order in which agenda items shall be considered for discussion and/or action by the Board. Agenda items shall normally be considered in the order in which they appear on the agenda unless special circumstances exist The President and the General Manager shall insure that appropriate information is available for the audience at meetings of the Board of Directors, and that physical facilities for said meetings are functional and appropriate. Resolution , Board Meeting Policy Adopted January 24, 2017

49 Hornbrook Community Services District Special Meeting of January 24th, 2017 AGENDA SUPPORTING DATA 6. DISCUSSION AND ACTION ITEMS f. Consideration of various amendments and updates to the District Water Rules and Regulations relating to delinquent accounts, reading of meters, changes in property use, service classifications and discontinuance of service. Recommended Motion Staff recommends the following motion: Background Staff recommends that the board consider the following amendments to the District Water Rules and Regulations: a. Adoption of fees and charges for delinquent accounts including the requirement for a security deposit, penalty and water service lockoff b. Adding provisions for customer water billing during Winter when meters cannot be read, and generating estimated billing c. Adding the ability for the General Manager to enter into agreement for customer payment arrangements in the case of delinquent accounts d. Adding provisions related to the voluntary discontinuance of water service and the ability to temporarily discontinue service due to fire or other disaster e. Adding provisions to address change in use of property f. Establish customer classifications and billing rates based on service line and/or meter size Our current Water Rules and Regulations do not address the above items. At this meeting, the General Manager will introduce each proposed revision and seek Board direction to return with amendments to be considered at a future Board meeting. Below are our relevant bylaws sections, and a copy of the existing water rules is available upon request. IX: GENERAL REGULATIONS FOR WATER SERVICE A: Accounts for water service shall be classified "governmental", "commercial", and "residential". Residential customers of the HCSD shall be charged a base rate of$39.00 per month for 12,000 gallons, Commercial base rates will be charged $ per month and Governmental will be charged a base rate of $ per month. Over 12,000 gallons shall be billed at a rate of $1.75 per 1000 gallons used. Customers must complete an applicatio n and deposit of $ plus turn on fee of $40.00 before service can be used. B: Customers must complete an application and deposit of $ plus tum on fee of $40.00 before service can be used. C: The Board of Directors may adopt rules and regulations regarding the use of water and the charges therefore.

50 Hornbrook Community Services District Special Meeting of January 24, 2017 AGENDA SUPPORTING DATA 6. NEW BUSINESS g. Approval of a Resolution authorizing execution of an agreement with Bank of the West for participation in the California Special Districts Association credit card program Background This item will approve a Resolution to authorize entering into an agreement between Bank of the West and the Hornbrook Community Services District (District) establishing accounts for District credit cards. Included for your information is a draft credit card agreement including the terms and conditions, a FAQ sheet, and program description. Credit cards are a purchasing mechanism which improves the efficiency and convenience of conducting District business. A credit card policy will be drafted for the February meeting is this item is approved. The credit card will be held by the Board Secretary who will be authorized to pay bills as they become due and then the credit card payment approved by the Board. Purchase authorization forms can still be completed for each individual vendor whose charges are on the credit card, and a printout of all charges will be approved by the General Manager and included in the Board packet for acceptance prior to payment of the credit card bill. Bank of the West has partnered with California Special Districts Association (CSDA) for a purchasing program which issues purchasing or credit cards to qualified member agencies. The District is a member of CSDA and is eligible to make application to this program. The program aggregates the purchases of all participating members and offers free annual membership and variable cash rebates based on the volume of purchasing of all of the participating members. A Resolution, adopted by the Governing Board, together with the application will be submitted to Bank of the West to establish the credit card accounts. Recommended Motion I move to approve Resolution , authorizing the District to enter into an agreement with Bank of the West to establish District credit card accounts; and authorize the Board President to execute any necessary agreements.

51 CSDA District Purchasing Card

52 Government Card Solutions Benefits for CSDA Members CSDA and members using the CSDA District Purchasing Card Program* for vendor payments, purchasing, travel or fleet transactions gain the following benefits: Control the program through individual cardholder limits and online transaction monitoring. Fraud Protection* is included with the program at no extra cost. Earn rewards through cash back rebates. * Certain terms and conditions apply 2

53 Typical Government Card Uses Cellular Phones/Pagers Telecommunications Utilities Insurance Services Fleet Maintenance/Fuel Postage Office Supplies Furniture/Office Equipment Food Services/Vending Machines Tools/Hardware Printing/Copying/Business Forms Courier Services/Freight Industrial Supplies Printing/Copying/Business Forms Temporary Services Building Services/Janitorial Equipment Leasing Membership Dues/Subscriptions Landscape Contracts Security Services Computer Hardware/Software Travel Expenses Conferences/Workshops/Webinars Uniforms First Aid Supplies Legal/Consulting Services 3

54 CSDA District Purchasing Card Program Features & Controls The CSDA District Purchasing Card Program is offered to all CSDA District members (subject to credit approval). The program is designed for general purchasing expenses, travel expenses and to potentially replace the use of personal cards. Authorization Control Features: A program credit limit is determined by the bank based on the participating District s financial statements. the Credit is underwritten on a District by District basis Any credit losses are paid by the District incurring the loss Individual cardholder credit limits are determined by each CSDA District Additional Control Features: Fraud protection District is not responsible for fraud losses as long as the transactions are communicated immediately to the bank 4

55 CSDA District Purchasing Card Program Features & Controls (continued) Additional Control Features: Dispute Transactions District has up to 60 days to dispute a transaction Up to $100,000 Protection against Employee Misuse* Protects the District in the event of cardholder abuse Free Insurance and Assistance Programs: $100,000 travel accident insurance Auto Car Rental Collision Damage Waiver Insurance Emergency Card Replacement Travel Assistance Services: Emergency Message Assistance Medical Referral Assistance Roadside Assistance Legal Referral Assistance Emergency Ticket Replacement Emergency Transportation Assistance Lost Luggage Locator Assistance. *Specific terms & conditions apply 5

56 CSDA District Purchasing Card Program Features & Controls (continued) Billing & Payment Terms Billing date 28th of each month Payment is due 25 days after the billing date Payment may be made by direct debit or payment on-line Billing Statements Are available on-line the day after the statement billing date Are also available in paper form and will be mailed to your office 6

57 Attractive Financial Rebate Offer Annual Volume is an aggregate of the total spend of CSDA and all participating districts. No minimum spend is required. Participant districts begin earning rebates on dollar one. Rebate Schedule: ANNUAL AGGREGATED VOLUME Minimum Maximum REBATE RATE* 0 999, % 1,000,000 4,999, % 5,000,000 7,499, % 7,500,000 14,999, % 15,000,000 19,999, % 20,000,000 49,999, % 50,000,000 79,999, % 80,000,000 Over 1.25% If reduced interchange is received due to large ticket transaction rates as defined by MasterCard, Bank reserves the right to apply the Large Dollar Rebate table shown below: Rebate Chart for transactions meeting Large Ticket criteria AVERAGE TICKET Minimum Maximum REBATE RATE* 5,000 9, % 10,000 19, % 20,000 29, % 30,000 Over 0.10% * Subject to credit approval 7

58 Rebate Payout Example Entity Volume Rebate Rate Annual Rebate Payout CSDA 400, % 3,200 Agency A 2,000, % 16,000 Agency B 400, % 3,200 Agency C 1,500, % 12,000 Agency D 600, % 4,800 Agency E 800, % 6,400 Total 5,700,000 42,400 By aggregating the spend of CSDA and its members, the District Purchasing Card Program allows each participating agency to earn greater rebates. The greater the spend of each participating agency, the greater rebate potential for all. Rebates will be awarded annually based on each agency s spending volume. 8

59 CSDA District Purchasing Card Program Technology On-Line Information Reporting CentreSuite Included with the program at no cost 24/7 ability to view transactions, reports and monthly statement on-line Order new cards on-line Make changes to cardholder information on-line The following reports are available on-line and may be run on an ad-hoc basis: Allocation Analysis Report Cardholder Dispute Form Cardholder Profile Report Merchant Report Multiple Transaction Exception Report Program Change Request Audit Report Statement of Account Report Transaction Report User Profile Report 9

60 CentreSuite View Statements On-Line & Make Program Changes 10

61 CentreSuite - Make Payments On-Line 11

62 Why Bank of the West State of Art Technology View transactions on-line On-line bill payment View statements on-line Perform on-line account maintenance Experience Dedicated program support in California Cardholder support Attractive Financial Offering Annual cash back rebates Rebate spending aggregated for CSDA to increase payouts to members 12

63 CSDA District Purchasing Card Program Application Process Visit Step-by-step instructions and forms for enrollment in the CSDA District Purchasing Card Program are available on the CSDA website. Implementation The bank will evaluate the credit of each District applying for a card program. Upon credit approval, the timeframe to receive cards is 4-6 weeks. Standard CSDA logo cards will be provided to each District. Cards can be mailed to your office or directly to your cardholders. Customer Service Bank of the West will provide account servicing and education regarding best practices. Support for District program administrators at or contact CSDA Member Services Director Cathrine Lemaire at

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65 CSDA District Purchasing Card Program Frequently Asked Questions How does my district enroll in the program? Step-by-step instructions and enrollment forms can be found on our website: Who do we call to get administrative support? For changes to your account or any other issues, call the Bank of the West administrator support number: (866) Does the District s Board of Directors need to pass a resolution to participate? Generally a resolution will need to be passed; however, we highly recommend that you check the specific requirements for your District. How many cardholders can we have? Is there a fee per cardholder? Each District may have as many cardholders as you need. The consolidated annual spending of the CSDA District Purchasing Card participants has far surpassed the minimum average of $20,000 per month. Should the consolidated spending fall below the $20,000 minimum, an annual per card fee of $30 could apply for each participating District. What is the interest rate if we carry a balance on the card? The card program is a payment tool and is not intended for carrying/maintaining a balance. If payment is not made in full each month a monthly late fee of $25 will apply as well as a finance charge of Prime +4.99%. We encourage participants to pay off their balance every month. Will our district have a minimum spend in order to earn a rebate? There is no minimum spend. All participating Districts and CSDA will begin earning rebates with the first dollar spent. Why is there a separate rebate grid for transactions of $5,000 or more? Certain large transactions receive different pricing from MasterCard oniy if the merchant has been designated as a large ticket merchant. In addition to the large dollar amount of the transaction, there are other criteria that the transaction must meet. It is unlikely that many transactions would fall under this classification. What is the typical credit limit? The minimum credit limit is $50,000. So far, the highest credit to be approved is $250K. A district will want a limit of times their highest month s spend. 2/7/14

66 CSDA District Purchasing Card Program Frequently Asked Questions (continued) When will the annual rebate be paid? The rebate is calculated in January and paid in February based on the spend of the previous calendar year. How can we maximize our potential for rebates? Rebates may be maximized by increased spending; as your card program volume increases so does the rebate available. Spending may be increased by finding additional vendors and uses for the card. Making on-line purchases, A/P payments, travel charges, and paying utility bills and cell phone payments are typically good ways to increase card spending. Can Bank of the West provide special terms for our district if we have a large program? Bank of the West can provide customization based on a district s potential spend. One of our employees left and we need to cancel their card. Who do we contact? For changes to your account or for help with any other program issues, call Bank of the West administrator support at (866) /7/14

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99 RESOLUTION A RESOLUTION OF THE BOARD OF DIRECTORS OF THE HORNBROOK COMMUNITY SERVICES DISTRICT AUTHORIZING AGREEMENT WITH BANK OF THE WEST TO PARTICIPATE IN THE CSDA DISTRICT PURCHASING CARD PROGRAM WHEREAS, Credit cards and purchasing cards are mechanisms for purchasing goods and services for the convenience of the Hornbrook Community Services District (District); and WHEREAS, the California Special Districts Association (CSDA) has negotiated with Bank of the West to provide a Purchasing Card Program for vendor payments, purchasing, travel or fleet transactions, and WHEREAS, the CSDA District Purchasing Card Program (Program) is available to members of the CSDA and the District is a member of the CSDA; and WHEREAS, the Program requires an application for credit approval, a resolution by the District Governing Board, and District policy and procedures regarding the use of the credit cards; and WHEREAS, the District has a Standard Practice of procedures for using credit cards as required by the Program, NOW THEREFORE BE IT RESOLVED, that the Governing Board of the Hornbrook Community Services District directs the following actions: a. Authorize participation with Bank of the West in the CSDA District Purchasing Card program b. Authorize the application to the Program for credit cards or purchasing cards; c. Authorize the Board President to execute any necessary agreements BE IT FURTHER RESOLVED, that this Resolution shall take effect immediately upon adoption. PASSED AND ADOPTED by the Board of Directors of the Hornbrook Community Services District on January 24, 2017 by the following vote: AYES: NOES: ABSTAIN: ABSENT: Robert Puckett, President ATTEST: Patricia Slote, Board Secretary Board of Directors

100 Hornbrook Community Services District Special Meeting of January 24th, 2017 AGENDA SUPPORTING DATA 6. DISCUSSION AND ACTION ITEMS h. Adoption of a Resolution approving a Board policy on fulfilling Public Records Requests Recommended Motion Staff recommends the following motion: I move to adopt a Resolution approving a Board policy on fulfilling Public Records Requests Background State law requires that the District make all public records, as defined, available for public inspection and copying. The law contains specific requirements regarding what is, and is not a public record, as well as the time schedule for District response to public records requests. District staff recommends that the Board adopt a policy to clearly direct staff, by describing the Board s expectations with regard to responses provided within the limitations of law. Included with this agenda item is a draft public records response policy developed from a model provided by the California Special Districts Association and in place with many special Districts throughout the state. The District s website will contain many of the documents normally requested of the District through this process. Staff s intention is to upload a vast reference library of important and timely public records to the website; which will save staff time and individual response effort. FINANCIAL IMPACT: Adoption of this policy will not result in additional cost or cost savings to the District.

101 RESOLUTION A RESOLUTION OF THE BOARD OF DIRECTORS OF THE HORNBROOK COMMUNITY SERVICES DISTRICT ADOPTING A PUBLIC RECORDS RESPONSE POLICY WHEREAS, the Hornbrook Community Services District (herein referred to as District) is a local government agency formed and operating in accordance with Section et seq. of the California Government Code; and WHEREAS, the District Board of Directors has directed District management to propose the adoption of policies and to develop procedures that maximize the transparency and accountability of the District; and WHEREAS, the District regularly responds to requests from the public for information and documents related to the business of the District and state law provides certain requirements and guidelines within which the District must provide its response to such requests for public records; and WHEREAS, the District desired to provide a policy statement to guide and direct management s response to all requests for public records, within the confines of law; and WHEREAS, a Public Records Request Response Policy has been developed and attached hereto as Exhibit A. NOW, THEREFORE, BE IT RESOLVED that the Hornbrook Community Services District Board of Directors does hereby approve the Public Records Request Response Policy as contained in EXHIBIT A herein. BE IT FURTHER RESOLVED, that this Resolution shall take effect immediately upon adoption. PASSED AND ADOPTED by the Board of Directors of the Hornbrook Community Services District on January 24, 2017 by the following vote: AYES: NOES: ABSTAIN: ABSENT: ATTEST: Robert Puckett, President Patricia Slote, Board Secretary Board of Directors

102 EXHIBIT A - Resolution HORNBROOK COMMUNITY SERVICES DISTRICT Policy and Procedures Manual POLICY TITLE: Public Records Act Requests POLICY NUMBER: (To be numbered) XXXX.1 The purpose of this policy is to: establish District policy and guidelines concerning accessibility of District records. XXXX.2 Section 6253 of the Government Code provides that every person has a right to inspect any public record except those specifically exempted by law. Public record is defined by law to include any writing containing information relating to the conduct of the public s business prepared, owned, used, or retained by the District regardless of physical form or characteristics. A writing for purposes of public access may be a handwriting, typewriting, printing, photostating, photograph, transmitting by electronic mail or facsimile, and every other means of recording upon any tangible thing any form of communication or representation, including letters, words, pictures, sounds, or symbols or any combination thereof, regardless of the manner in which the record has been stored. XXXX.3 Every person has the right to inspect any District record except those records exempted by statute from public disclosure. XXXX.4 All requests to view or photocopy District records other than the requesting party s typical billing and account information shall be forwarded to the District s General Manager for processing. XXXX.5 When a member of the public requests the inspection of a public record, or requests a copy of a public record, and to the extent such records are not exempt, the General Manager or his/her designee shall assist the individual in identifying existing records. XXXX.6 Records existing in electronic format shall be made available to the public in such format, but only if the production will not jeopardize or compromise the security or integrity of the original record or of any proprietary software in which it is maintained. The person requesting the information shall bear the cost of producing the record, including the cost to construct the record, and the cost of programming and computer service to produce the record when the District is requested to produce a copy of an electronic record that is produced only at otherwise regularly scheduled intervals or that request requires data compilation, extraction, or programming to produce. XXXX.7 District staff shall provide a Public Records Request form to each individual who requests the inspection or photocopying of District records and shall assist the individual in completing the form if so requested. XXXX.8 Upon receiving a request for a copy of records, the District shall, within 10 days from receipt of the request, determine whether the request, in whole or in part, seeks copies of disclosable public records in the Resolution , Public Records Policy Adopted January 24, 2017

103 possession of the agency and shall promptly notify the person making the request of the determination and the reasons therefor. XXXX.9 Upon receipt of a completed Request, the District will, when appropriate: XXXX.9.1 disclosed. Review the request and determine if the record exists, and if so, if it is a record that can be XXXX.9.2 Respond to the Requestor within 10 days and indicate the place within which the inspection must be made and the time limitation, if any, for return of the documents, or when copies may be ed, copied to the desired form of digital media, or picked up and the charge for such documents. The District s goal is for public records to be produced as quickly as possible once a valid request has been submitted, the record determined a disclosable, and considering District workload and staffing. XXXX.10 Any notification of denial of any request for records shall justify withholding any record by demonstrating that the record in question is exempt under express provisions of this chapter or that on the facts of the particular case the public interest served by not disclosing the record clearly outweighs the public interest served by disclosure of the record, and the name, title or position of the District personnel responsible for the denial. XXXX.11 A request for a copy of an identifiable public record, for information produced from such a record, or for a certified copy of such a record, must be accompanied by payment of the appropriate fee as determined by District staff based on cost to the District. Any fee established may be modified from time to time by District staff to reflect actual chargeable costs, and any fee schedule developed shall be made available by the District s General Manager. Where the State Legislature has established a statutory fee for any given record, the statutory fee shall be charged. Where the State Legislature has established a statutory fee for any given record, the statutory fee shall be charged. XXXX.12 Electronic files in response to a Public Records request may be provided free of cost under the following conditions as determined appropriate by the District: XXXX.12.1 If the validated Public Records are existing as electronic files that can be mailed to the requestor electronically without added effort such as scanning, data manipulation or first copying records; and XXXX.12.2 Where the electronic transmittal of the record does not jeopardize the safety and security of the District s or technology systems; and XXXX.12.3 Where the District determines that such electronic transmission of the record does not increase the probability of unauthorized reproduction, document editing or manipulation, or modification of the document for use for any purpose other than to meet the information needs of the requesting party. XXXX.13 Exempted records found in Government Code 6254 shall not be disclosed. A response to a written request for inspection or copies of public records that includes a determination that the request is denied, in whole or in part, shall be in writing. Resolution , Public Records Policy Adopted January 24, 2017

104 PUBLIC RECORDS REQUEST HORNBROOK COMMUNITY SERVICES DISTRICT REQUEST FOR PUBLIC RECORDS The California Public Records Act (the Act ) was enacted to ensure public access to public records. You may request copies of specific information or materials and the District will provide this information, or an explanation of why it cannot be disclosed, as soon as possible consistent with the Act. When submitting your request, please be as specific as possible (i.e., provide dates of reports or actions, resolution and ordinance numbers, etc.) Non-specific requests may incur additional charges for research time or may be rejected if the request would require an undue amount of research or compilation. Name: Address: Phone: IDENTIFICATION OF DOCUMENTS SPECIFIC NAME / DATE /DESCRIPTION OF DOCUMENT TYPE OF DOCUMENT (i.e., resolution, ordinance, report, agreement, etc.) Signature of Requestor: Date: This area for staff use only Date Received: Date of Response: Est. Cost: Amount of Deposit: Refund/Additional Payment: Disposition Resolution , Public Records Policy Adopted January 24, 2017

105 Hornbrook Community Services District Special Meeting of January 24th, 2017 AGENDA SUPPORTING DATA 6. DISCUSSION AND ACTION ITEMS i. Discussion regarding the benefits of election to become subject to the uniform construction cost accounting act under the California Public Contract Code. Recommended Motion Staff recommends the following motion: This item is for Discussion only, therefor no motion is necessary. Background Community Services District law limits the amount of work we can perform by force account (internal labor) and by contract, without seeking competatative bids. Competitive bidding requirements can add 15% to 20% to a project cost, do not always guarantee that you get the project or bids you want, and can overwhelm a small district with no administrative staff. Noncompliance with competitive bidding laws can result in serious fines, lawsuits and scrutiny. Many of our infrastructure projects cost enough to require competitive bidding. The California Public Contract Code allows for the District to elect to become subject to the Uniform Construction Cost Accounting Act and use informal bidding procedures for projects costing up to $175,000 and even less formal bidding procedures for projects costing less than $45,000, including direct negotiation with contractors. Adopting these procedures will save the District many thousands of dollars in project and administrative costs. Attached is a copy of the Procedures as adopted by a client District in Tuolumne County. This District has successfully used these procedures for a decade on a variety of public works projects.

106 CALIFORNIA UNIFORM PUBLIC CONSTRUCTION COST ACCOUNTING ACT FREQUENTLY ASKED QUESTIONS (FAQs) These FAQs have been complied to assist agencies that are participating in the California Uniform Public Construction Cost Accounting Act ( the Act ). Public Contract Code section et seq. Unless stated otherwise, all references are to the Public Contract Code. 1. What is the Uniform Public Construction Cost Accounting Act? The Act is legislation that was enacted in 1983 to help promote uniformity of the cost accounting standards and bidding procedures on construction work performed or contracted by public entities in the state. Section The Act is a voluntary program that is available to all public entities in the State but it only applies to those public agencies that have opted in to the provisions set forth by the Act. The entirety of the Act is found at Sections What are some of the key provisions of the Act? The Act allows for public project work in the amount of $45,000 or less to be performed by the public agency s force account, by negotiated contract, or by purchase order. Section 22032(a). Public projects in the amount of $175,000 or less can use the informal bidding procedures set forth in the Act in Section 22032(b). Public projects at a cost of more than $175,000 shall use formal bidding procedures to let the contract pursuant PCC Section 22032(c). 3. What are the benefits of the program? a) Increased force account limit b) Informal bidding for projects that are $175,000 or less which do not require advertising. c) Reduces the number of formal bids. d) Expedited contracting for small projects. Many participants laud the program because it gives them more leeway in the execution of public works projects; has speeded up the awards process; has improved timeliness of the project completion; has eliminated considerable red tape and cumbersome paperwork relative to advertising and filing of reports; and has simplified administration. Many agencies have encountered only minimal challenges with the accounting requirements and the overhead portion. Moreover, where required, the adjustment was relatively simple; most of the required procedures were already actually in place, so there was no noticeable change in the existing operations. The Standard Accounting Codes Structure will satisfy the reporting requirements when used properly. 4. Is the Uniform Public Construction Cost Accounting Act mandatory for public agencies? No. The Act is a voluntary program 1 P a g e