HomeMy WebLinkAbout2014-07-14 - Executive-Administrative-Organizational Committee Meeting Agenda PacketYorba Linda
Hater District
AGENDA
YORBA LINDA WATER DISTRICT
EXEC-ADM IN -ORGAN IZATIO NAL COMMITTEE MEETING
Monday, July 14, 2014, 4:00 PM
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
2. ROLL CALL
COMMITTEE STAFF
Director Robert R. Kiley, Chair Steve Conklin, Acting General Manager
Director Ric Collett Damon Micalizzi, Public Information Officer
3. PUBLIC COMMENTS
Any individual wishing to address the committee is requested to identify themselves and state the matter on
which they wish to comment. If the matter is on this agenda, the committee Chair will recognize the individual for
their comment when the item is considered. No action will be taken on matters not listed on this agenda.
Comments are limited to matters of public interest and matters within the jurisdiction of the Water District.
Comments are limited to five minutes.
4. ACTION CALENDAR
This portion of the agenda is for items where staff presentations and committee discussions are needed prior to
formal committee action.
4.1. CSDA Region 6 Election of Officers and Board Members for 2014 -2018 Term
Recommendation. That the Committee recommend the Board of Directors consider
candidate nominations for the CSDA Region 6, Seat C Election.
5. DISCUSSION ITEMS
This portion of the agenda is for matters such as technical presentations, drafts of proposed policies, or similar
items for which staff is seeking the advice and counsel of the Committee members. This portion of the agenda
may also include items for information only.
5.1. Status of Legislative Affairs (Verbal Report)
5.2. Records Management Policy
5.3. Status of Policies & Procedures (Verbal Report)
5.4. Future Agenda Items and Staff Tasks
6. ADJOURNMENT
6.1. The next Executive - Administrative - Organizational Committee meeting is scheduled to be
held Monday, August 11, 2014 at 4:00 p.m.
Items Distributed to the Committee Less Than 72 Hours Prior to the Meeting
Pursuant to Government Code section 54957.5, non - exempt public records that relate to open session agenda items
and are distributed to a majority of the Committee less than seventy -two (72) hours prior to the meeting will be available
for public inspection in the lobby of the District's business office located at 1717 E. Miraloma Avenue, Placentia, CA
92870, during regular business hours. When practical, these public records will also be made available on the District's
internet website accessible at http: / /www.ylwd.com /.
Accommodations for the Disabled
Any person may make a request for a disability - related modification or accommodation needed for that person to be
able to participate in the public meeting by telephoning the Executive Secretary at 714 - 701 -3020, or writing to Yorba
Linda Water District, P.O. Box 309, Yorba Linda, CA 92885 -0309. Requests must specify the nature of the disability and
the type of accommodation requested. A telephone number or other contact information should be included so the
District staff may discuss appropriate arrangements. Persons requesting a disability - related accommodation should
make the request with adequate time before the meeting for the District to provide the requested accommodation.
Meeting Date:
To:
From:
Presented By:
Prepared By:
Subject:
SUMMARY:
ITEM NO. 4.1
AGENDA REPORT
July 14, 2014
Executive-Administrative-
Organizational Committee
Steve Conklin, Acting General
Manager
Steve Conklin, Acting General
Manager
Cindy Botts, Management
Analyst
CSDA Region 6 Election of Officers and Board Members for 2014 -2018 Term
CSDA's six regions were established to provide geographic balance and representation by its
membership throughout the state. Each region has three seats on the Board. Region 6 encompasses
both Orange and San Diego counties and its board members are elected to represent the issues,
concerns and needs of this region. The District is entitled to cast one vote for the Region 6, Seat C
position.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors consider candidate nominations for the CSDA
Region 6, Seat C Election.
DISCUSSION:
The Region 6, Seat C position will serve on CSDA's Board of Directors for a three year term of office
beginning January 1, 2015. All five individuals running for election of Seat C have included Candidate
Statements for the Committee's review.
The Region 6 ballot is attached and includes the candidates available for the Seat C position. The
appropriate voting delegate for our agency must complete the ballot. The Board President must then
sign the ballot indicating approval. The completed ballot will need to be returned to CSDA by August
1, 2014.
STRATEGIC PLAN:
CP 2 -D: Enhance the District's Regional Water and Wastewater Industry Participation
PRIOR RELEVANT BOARD ACTION(S):
The District has participated in previous CSDA Region 6 elections.
ATTACHMENTS:
Name:
CSDA 2014 -2018 Election Backup.pdf
CSDA 2014 -2018 Ballot.pdf
Description:
CSDA Correspondence Backup
CSDA 2014 -2018 Election Ballot
Type:
Backup Material
Backup Material
"IL-L4
T9. b• \ I California Special
X71.
7C.....
Districts Association
CSDA Districts Stronger Together
CALIFORNIA SPECIAL DISTRICTS ASSOCIATION
2014 BOARD ELECTIONS
MAIL BALLOT INFORMATION
Dear Member:
A mail ballot has been enclosed for your district's use in voting to elect a
representative to the CSDA Board of Directors in your Region for Seat C. Each
of CSDA's six (6) regional divisions has three seats on the Board. Each of the
candidates is either a board member or management -level employee of a
member district located in your geographic region. Each Regular Member
(district) in good standing shall be entitled to vote for one (1) director to represent
its region.
We have enclosed the candidate information for each candidate who submitted
one. Please vote for only one candidate to represent your region in Seat C and
be sure to sign, date and fill in your member district information (in some regions,
there may only be one candidate). If any part of the ballot is not complete, the
ballot will not be valid and will not be counted.
Please utilize the enclosed return envelope to return the completed ballot.
Ballots must be received at the CSDA office at 1112 1 Street, Suite 200,
Sacramento, CA 95814 by 5:00pm on Friday, August 1, 2014.
If you do not use the enclosed envelope, please mail in your ballot to:
California Special Districts Association
Attn: 2014 Board Elections
1112 1 Street, Suite 200
Sacramento, CA 95814
Please contact Charlotte Lowe toll -free at 877.924.CSDA or charlottel(a-)csda.net with any questions.
CSDA Region 6 Candidate Statement
Elaine Sullivan
Leucadia Wastewater District (LWD) Board Member
Carlsbad, CA 92009
I am seeking CSDA member's votes to re -elect me to represent Region 6 because I have a passion for
special districts and I believe that I can use that passion to continue serving CSDA members. I have been
on the CSDA Board of Directors since 2013 and serve on their Membership and Education Committees.
I believe that I bring a unique and proven set of skills from my 26 years of experience as past President,
and a member of various committees with the LWD Board of Directors and the Encina Wastewater
Authority's (EWA) Board. I have held these positions, with over 98% attendance.
During my tenure, both agencies have been recognized for numerous recognitions and awards, such as:
• LWD is a Special District Leadership Foundation (SDLF) District of Distinction (since 2008),
• LWD received SDLF District Transparency Certificate of Excellence,
• LWD received California Water Environment Association's (CWEA) 2012 Small Collection System
of the Year Award,
• LWD received the California Society of Municipal Finance Officers 2013 Outstanding Financial
Reporting Award (since 2010),
• EWA Outstanding Compliance with EPA regulations,
• EWA received CWEA's 2013 Treatment Plant of the Year Award.
LWD is currently debt -free and maintains one of the lowest rates in San Diego County.
Other public service experience includes:
Serving 12 years as a member of the California Water Reuse Finance Authority Board,
Serving 16 years with CSDA San Diego Chapter's Scholarship Committee and;
Serving the Carlsbad Chamber of Commerce Ambassador Committee,
I have enjoyed committing my time and energy to CSDA's various continuing goals and engaging in new
projects being launched. I would appreciate the opportunity to continue to contribute and serve the
Special District Region 6; therefore, I ask for your ongoing support and vote.
ELECT ARLENE SCHAFER
CALIFORNIA SPECIAL DISTRICTS ASSOCIATION
REGION C, SEAT C
Arlene Schafer— Director
Costa Mesa Sanitary District
PREVIOUS CSDA EXPERIENCE
♦ Board President (2009)
♦ Board Vice President
♦ Board Secretary
♦ Finance Corporation
♦ Task Force Committee
♦ Legislation Committee
♦ Fiscal Committee
♦ Membership Committee
♦ Recruitment & Planning Committee
I would be honored to serve as your representative on the California
Special Districts Association (CSDA) Board of Directors Region 6, Seat
C. I believe my 24 years of experience as a local government leader
that includes 15 years serving on CSDA in a variety of different capaci-
ties makes me the best candidate. In recent years, special districts have
been scrutinized by the State legislature, grand juries and the press,
which is why I believe it's important for CSDA to continue serving as
an advocate for special districts by informing the legislature and the
public the important and essential services we provide to our commu-
nities. Furthermore, I believe it's important for special districts to
demonstrate good governance that will help earn the public's trust. If
elected, I will work with the Board and staff to ensure cost efficient
programs, education and training seminars are still available to you.
Currently, I am serving on the Board of Directors for the Costa Mesa
Sanitary District (CMSD) where I have been a Board member for 16
years. CMSD provides solid waste and wastewater collection services
to over 116,000 residents residing in the City of Costa Mesa and por-
tions of Newport Beach and the unincorporated Orange County. I am
proud to be part of an organization that has been a District of Distinc-
tion since 2009, earned the Transparency Certificate of Excellence and
most recently, CMSD received Gold Recognition in Special District
Governance.
If elected, I will continue to promote CSDA benefits to special districts
and I will work collaboratively with CSDA Board of Directors on find-
ing partnership opportunities for different services to help avoid mem-
bership dues from increasing. I believe my experience, knowledge and
commitment to special districts will enable me to represent you well.
Please vote for Arlene Schafer by August 1, 2014.
April 17, 2014
Candidate Statement
When I was first elected in 2007, I realized I knew nothing about being an elected
official.
California Special Districts offered the Governance Academy. I graduated your
classes and feel the opportunity allowed me to be a better citizen as well as a better
Director for my water agency and my community. I have since taken your numerous
online classes to keep up to date.
It would be my Honor to be the Candidate for our region and be able to contribute to
the CSDA and therefore my constituents.
Thank you for this opportunity.
Sincerely,
Judy Corl- Lorono
President of Board of Directors
Bighorn Desert View Water Agency
' O Resource Conservation District of Greater San Diego County
O ' 0 11769 Waterhill Rd., Lakeside, CA 92040
► ► Phone: (619) 562 -0096 'it Fax: (619) 562 -4799
of Greater San Diego County Website: www.rcdsandie_qo.org
ELECT SHERYL LANDRUM
CALIFORNIA SPECIAL DISTRICTS ASSOCIATION
REGION 6, SEAT C
Sheryl Landrum
District Manager
CSDA member since 2009
CARCD member since 2009
RCD Employee since 2009
Small business owner 2004-
2009
Control ler /Accounta nt /Office
Manager 1986 -2012
My name is Sheryl Landrum and I am the District Manager of the Resource
Conservation District of Greater San Diego and an Executive Director of the
Fire Safe Council of San Diego County. It would be a privilege to serve as your
representative on the CSDA Board of Directors for Region 6 and I promise to
work hard to fulfill the CSDA's vision and goals.
As the District Manager of the RCD, our programs provide San Diego
communities with educational and technical assistance in
conservation /resource management. The RCD also manages the programs
and funds of the Fire Safe Council of SD County which strives to keep San
Diego fire safe.
For the past eighteen months, I have been working with the California
Association of Resource Conservation Districts to develop a strong vision,
standards of excellence, and messaging for RCDs to deliver to our
communities and our legislators. I would like to aid the CSDA in its quest for
respected acknowledgment as well.
This May I gave testimony before the Assembly and Senate Budget
Committees for the release of 10 million dollars in State Responsibility
Area fees. I also met with numerous other legislators to promote funding
for Special District work as well. I am honored to advocate for Special
Districts and to ask for funding for our much needed programs and
services.
am hard working and dedicated to excellence. My RCD's management
of USFS grant funds is held as the standard of excellence by the USFS
grant clearing house and my work with the SD County Fire Authority led
them to ask for a long term MOU between our two agencies. I will bring
the same level of excellence to the Board of the CSDA and respectively
ask for your vote.
Thank you for your consideration.
Sincerely,
Sheryl Landrum, District Manager and Executive Director
Conserving Our Natural Resources
05/23/2014 FRI 15:11 FAX 6263375686 Primary Fax
Dan Kirby
'resident, San Gabriel Valley Mosquito and Vector Control District
Dan Kirby is a life -ions Southern Californian and was
appointed to the Monrovia City Council in .March of 2003.
After serving for two years, he was elected outright by a
margin of three to one in 2005. He was appointed to the
San Gabriel Valley Mosquito and Vector Control District
(SGVMVCD) in 2004 and now serves as its Board
President. During his time in public office, Dan has built
solid relationships with lawmakers locally and in
Sacramento.
In addition to serving as President of the board, Dan serves
as the Chair of personnel and Legisladve Committees
at the District. He participates regularly at the MVCAC Legislative days in Sacramento
and represents SGVMVCD at state conferences.
Dan often refers to himself a life -long learner and demonstrates that with his passion is
youth and education. He has worked with children at Kare Youth League in Southern
California for over 35 years and has taught in the classroom at Rio Hondo Preparatory
School in Arcadia since 1985.
As a youth counselor, Dan has travelled with students on educational tours, visiting no
less than 48 states, six Canadian Provinces, and Baja California, Mexico,
Dan also has business experience. In 1985 .Dan opened a graphic design, commercial
printing and sign company, which he still manages today.
0003/006
Must be received by 5pm,August 1, 2014. CSDA, 1112 1 Street, Suite 200, Sacramento, CA 95814
SOUTHERN
El Elaine Sullivan*
NETWORK
Leucadia Wastewater District
° °O° REGION 6
Arlene Schafer
................................ ...............................
Costa Mesa Sanitary District
SEAT C
Judy Cod- Lorono
term ends 2018
Bighorn -Desert View Water Agency
.............................. ...............................
❑ Sheryl Landrum
Please Vole for only one.
Resource Conservation District of Greater San Diego
Dan Kirby
San Gabriel Valley Mosquito & Vector Control District
he counted._'��,� * incumbent running for re- election
All fiolds must be completed for ballot to
SIGNATURE:
f DATE:
MEMBER DISTRICT:
Must be received by 5pm,August 1, 2014. CSDA, 1112 1 Street, Suite 200, Sacramento, CA 95814
AGENDA REPORT
Meeting Date: July 14, 2014
To: Executive-Administrative-
Organizational Committee
From: Steve Conklin, Acting General
Manager
Presented By: Steve Conklin, Acting General
Manager
Prepared By: Annie Alexander, Executive
Secretary
Subject: Records Management Policy
DISCUSSION:
Dept:
Reviewed by Legal
ITEM NO. 5.2
Administration
Yes
The District is in the process of implementing a comprehensive Records Management program for
which the attached policy has been developed. The purpose of the policy is to ensure that the
District's records (both paper and electronic) are created, managed and retained or disposed of
appropriately and in accordance with relevant legislation. The following is a summary of the major
topics addressed:
• Delineation of responsibilities of all District employees, assigned Department /Division Records
Coordinators, Department Managers and the Records Manager.
• Procedures for handling and responding to requests for District records under the California
Public Records Act.
• Procedures for litigation holds which suspends normal retention policies and practices.
• Procedures for the movement and storage of active and inactive paper records and the
destruction of obsolete paper records.
• Procedures for the management and storage of electronic records and the destruction of
obsolete electronic records.
Also referenced in the policy is the District's Records Retention Schedule (Resolution No. 10 -08)
which specifies the length of time an official record is to be retained. Staff is in the process of
updating the schedule and expects to be prepared to bring it to the Board of Directors for
consideration in September.
A copy of the policy and pertinent exhibits are attached. Not all the referenced exhibits and
appendixes have been included as they are quite lengthy and are comprised mostly of forms and
detailed standard operating procedures. However, they will be provided upon request. The policy
and all exhibits and appendixes have been reviewed by the District's legal counsel.
Following approval of the policy, the Records Management Team will be assisting each department
with the development of a compliance plan which will include staff training.
ATTACHMENTS:
Description:
2010 -001 - Records Management.docx Backup Material
Exhibit B Form Request for Public Records.docx Backup Material
Exhibit C Form Fee Schedule.docx Backup Material
Type:
Backup Material
Backup Material
Backup Material
Yorba Linda
Water District
Policies and Procedures
1.0 PURPOSE
A. The purpose of this policy is to apply efficient and economical
management methods for the receipt, creation, utilization,
maintenance, retention, and disposal of District records.
B. Benefits to the District and its customers include:
C. All records belong to the District, which has a responsibility and
obligation to ensure proper management of its records in all media
formats.
3.0 RESPONSIBILITIES
A. All District Employees:
1. Responsible for keeping accurate and complete records of their
activities and for complying with District policies and procedures.
2. Ensure appropriate safeguarding of confidential, historical, and vital
records.
Revised 04/16/1z Page 1 of 13
3. Ensure economical and efficient maintenance of records.
4. Routinely practice effective controls over the creation,
maintenance, and use of records in all media formats.
5. Segregate, transfer or dispose of records in accordance with
procedures and retention schedules.
B. Department Records Coordinators:
D. District -wide Records Manager:
1. Develops and maintains District -wide records management policies
and procedures and ensures appropriate approvals have been
received prior to implementation. This includes, but is not limited
to, records retention schedules, inactive records management,
records destruction, document imaging, electronic records and
media.
2. Monitors compliance with District policies and procedures.
Revised 04/16/14 Page 2 of 13
3. Reviews the records database on an annual basis to determine
which records in active storage (vault file folders) are eligible for
transfer to inactive storage (vault boxes).
4. Assists the Records Coordinators on an annual basis with
determining when records housed in their respective
department /division are eligible for transfer to inactive storage
(vault boxes).
5. Conducts annual review of the records database to determine
which records are eligible for destruction.
6. Prepares list of department records eligible for destruction and
appropriate authorization forms; ensures appropriate authorizations
are received prior to records destruction.
7. Ensures that obsolete records are destroyed in a timely and
appropriate manner and obtains the necessary forms certifying that
the records have been destroyed.
8. Acts as the Records Coordinator for their department.
�.O PUBLIC RECORDS ACT
®® ® ®® ® ®®
MEN
E. Always ask the Records Manager to coordinate with General Counsel
if you have any question if a record is disclosable or not.
F. Procedures:
1. Requests are not required to be in writing, although it is helpful if
the District's "Request for Public Records" form is utilized (see
�W
2. All requests must be routed through the District's Records
Manager.
3. The District is required to make copies records "promptly available"
to a requester. If copies are requested, the copies of the records
Government Code §6252(e)
Revised 04/16/1, Page 3 of 13
D. Copies or duplicates of records must never be retained longer than the
prescribed period for the original record.
6.0 LITIGATION HOLDS
A. The term "litigation" as used in this section refers to all events which
suspend normal retention policies and practices, including, but not
limited to, the reasonable expectation of litigation, actual litigation,
claims, complaints, audits, pending records requests, and
investigations.
Revised 04/16/14 Page 4 of 13
B. The litigation hold procedure shall apply to records in all formats and
media (i.e. paper or electronic), maintained by a department that is
relevant to the litigation.
C. Upon issuance of a litigation hold notice, departments must suspend
routine or intentional destruction, purging, overwriting, re- using,
deleting, or any other destruction of records regardless of the form or
media of the record (paper or electronic).
D. Procedures:
A. A classification system organizes your files. Each records collection
has unique needs. Major types of classification systems are:
1. Alphabetic
2. Numeric
3. Geographic
4. Chronological
B. The District has developed an alpha- numeric File Classification
System outlined in Appendix 2.
C. The District's Records Manager is available to assist any department in
utilizing the system.
Revised 04/16/14 Page 5 of 13
D. The File Classification System will be reviewed and updated on an
annual basis. Requests to amend the File Classification System must
be coordinated with the District's Records Manager.
8.0 ACTIVE AND INACTIVE RECORDS STORAGE / RECORDS
MANAGEMENT DATABASE
A. The movement of records must be documented to ensure that items
can always be located when requiredZ.
B. The District has a vault to store active and inactive records.
all documents in the folder have exceeded their retention period.
8. Purge files of all non - records, copies, drafts and notes, as only
official records may be transferred.
9. Only standard sized records storage boxes (15" x 12" x 10 ") are to
be used.
10. Prepare a "Records Transfer Authorization" form (see Exhibit D),
which itemizes the contents of each box being transferred.
11. Submit the completed form to the Records Manager.
12. Upon receipt of the form, the Records Manager will make
arrangements to transfer the boxes and process them
appropriately.
Z ISO 15489 §9.8.3
Revised 04/1 E Page 6 of 13
a. The Records Manager will enter all required information_ into the
records database before the boxes are placed in inactive
storage.
D. Locating and retrieving records from the vault:
C. The District's preferred disposal method for paper records is shredding
44to protect the privacy of its customers.
D. All original records must obtain appropriate authorizations prior to
being destroyed.
E. Copies and transitory records may be destroyed when no longer
required without authorizations being obtained. Transitory records are
those records not retained in the ordinary course of business (i.e.
calendars, checklists, e-mail that does not have a material impact on
the conduct of business, invitations, interagency /intra- agency
memoranda and records having only transitory value, mailing lists,
meeting room registrations, notes, preliminary drafts, transmittal
letters, visitor logs, voice mails.)
F. Procedures:
1. Use the Records Retention Schedules as a guide for destroying
records (see Appendix 1).
Revised 04/16/14 Page 7 of 13
2. Identify boxes that are ready for destruction and complete the
"Request for Authority to Destroy Obsolete Records" form (see
Exhibit E).
3. Route the form to obtain proper approvals.
4. Once approvals have been obtained, arrange for shredding of the
records.
5. Complete "Statement of Records Destruction" form (see Exhibit 1) if
shredding to be performed in house. Obtain certificate from vendor
if destruction is to be performed by commercial business.
6. Retain certificates of destruction and approved authorizations in
accordance with the Records Retention Schedule.
10.0 ELECTRONIC RECORDS MANAGEMENT/ NETWORK DRIVES
A. Trustworthy Electronic Records3 are those electronic records that are
intended to serve as the District's official records (rather than
preliminary drafts or copies).
1. For purposes of this policy, "Official Record" is used
interchangeably with "Trustworthy Electronic Record."
B. Records intended to serve as Trustworthy Electronic Records in the
Electronic Content Management System (ECMS) can only be stored in
the ECMS provided for that purpose.
3 California Code of Regulations, 22620, Government Code 34090.5, 12168.7, Evidence Code
1550
d 04/16/1 z Page 8 of 13
1. The ECMS that the District has purchased and supports is
Laserfiche. For the purposes of this policy, ECMS is used
interchangeably with document imaging system.
2. No electronic records that are to serve as the District's Trustworthy
Electronic Record may be stored in any other location without prior
written approval of the District's Records Manager and General
Manager.
C. The District will be in full compliance with all applicable laws to ensure
the integrity of official records /trustworthy electronic records.
1. All images and indexes shall be stored on unalterable media, which
shall be stored in a safe and separate location.
2. Written procedures in compliance with this policy must be
developed and followed by each department, and be approved by
the District's Records Manager or his /her designee prior to
implementation (see Appendix 7). NEL
projects. ® ® ® ® ®®
G. Prior to destroying the paper version of a record to rely on the image,
or the electronic version of a record as the District's official record /
trustworthy electronic record, written approval via the form, "Request
for Authority to Destroy Paper Records After Imaging" must be
completed and authorized (see Exhibit G).
H. As the electronic official record is created (whether electronically
generated or scanned) the following steps must be complied with prior
to destruction of the paper version:
1. Images have been quality checked, and contain all significant
details from the original and are an adequate substitute for the
Revised 04/16/14 Page 9 of 13
original document for all purposes for which the document was
created or maintained.
2. Indexing has been verified / quality checked.
3. Images have been stored on unalterable media: CD -R, DVD -R,
WORM (Write Once, Read Many) Media or microfiche / microfilm.
4. The selected unalterable media has been stored in a safe and
separate location.
I. Each Department Must:
1. Have a template or other document naming and indexing device
designed and approved by the District's Records Manager.
2. Ensure the retention period for the document (as provided in the
District's Records Retention Schedule) has been provided for either
in the template data or folder name. Records Series that have a
permanent retention are excluded from this requirement.
3. Scan all records at a minimum 300 dpi (dots per inch).
4. Have written procedures to ensure compliance with quality
checking of the images and indexes, which may include a log or
other documentation as approved by the Records Manager.
J. Each department has developed a Document Imaging Plan, which
prioritizes which record series are placed in the ECMS to achieve a
maximum benefit to the District. Refer to separate documents,
Document Imaging Plans, for each department (see AIMM
12.0 E -MAIL, PDAs (Personal Digital Assistants) & SOCIAL MEDIA
B. E -mail is a business tool which will be used in accordance with
generally accepted business practices and current law reflected in the
California Public Records Act to provide an efficient and effective
means of intra- agency and inter - agency communications.
Revised 04/16/14 Page 10 of 13
C. Users are solely responsible for the management of their electronic
mailboxes, just as they are their responsible for sorting through paper
mail in their Inboxes from the US Post Office or inter - office
memoranda. E -mail is not a permanent storage medium and staff is
expressly forbidden to use it as such. E -mail Inboxes and Outboxes
shall be emptied on a regular basis, after records have been
appropriately saved, as outlined below.
a need to know the information in order to conduct District
business. qmk
4G. E -mail communications that are not intended to be retained and which
serve no useful purpose to the District (preliminary drafts, notes,
transitory correspondence, interagency or intra- agency memoranda
not retained in the ordinary course of business) will be deleted after a
period of 90 days.
H. Text messages regarding District business (official records) are not
allowed to be conducted on personal cell phones, smart phones or
PDAs, as they cannot be properly managed and retained.
I. Separation / Transfer of Employees. If an employee separates from
the District, or transfers to another department, the records stored in
the e -mail account of the employee shall be the responsibility of that
employee's (former) supervisor.
Revised 04/16/14 Page 11 of 13
1. The supervisor shall review the a -mails of the former employee,
ensure the content of their e-mail account are preliminary drafts not
retained in the ordinary course of business, then authorize their
deletion (after appropriate records are retained for their retention
period, if appropriate).
2. The Information Technology Department shall ensure that
employees that separate from the District do not have access to
District e -mail immediately after notification from the Human
Resources Department, and that the Supervisor has access to the
former employee's account.
13.0 ANNUAL RECORDS MANAGEMENT AUDIT
A. Every department will complete an audit of their department's records
management program once a year. V I%L
POLICIES 14.0 PRIOR
A. Prior records management policies and Administrative Checkpoints 21,
22 and 44 are rescinded.
15.0 EXHIBITS AND APPENDIXES
®® ® ® ® ®,.
EXHIBITS ® ® ® ®.
A. Employee Policy Acknowledgement Form
B. Request for Public Records
C. Fee Schedule
D. Records Transfer Authorization
E. Request for Authority to Destroy Obsolete Records
F. Request for Amendment to Records Retention Schedule
G. Request for Authority to Destroy Paper Records After Imaging
H. Records Management Audit
I. Statement of Records Destruction
Revised 04/16/14 Page 12 of 13
APPENDIX
1. Records Retention Schedules
2. File Classification System
3. Procedures for Utilizing Records Management Database
4. Naming Conventions
5. Records Retention Period Codes
6. Storage Locations for Electronic Records
7. Procedures for Scanning, Importing and Indexing Records in
Laserfiche
8. Document Imaging Plans
APPROVED:
Steve Conklin, Acting General Manager djWDate
Revised 04/16/14 Page 13 of 13
2010 -001
Exhibit B
Yorba Linda
Water District
REQUEST FOR PUBLIC RECORDS
Description of public records requested (please be specific):
I wish to inspect these records on site at no charge.
I wish to receive copies of these records (please see Fee Schedule).
Name:
Address:
City /State /Zip:
Phone Number:
Signature:
Ia"11MlG5150rr i
Date:
The District will respond to this request within 10 calendar days
of receipt as set forth in Page 2.
Date Request Received:
Date Response Due: _
Date Responded:
Employee Name, Title
Employee Signature
Estimated Cost /Deposit: _
Refund /Additional Payment:
Total Cost:
Department/Division
Date
Revised 06/19/14 Page 1 of 2
FAA's
1. How do I submit a request for public records? Requests for public records can be made
either verbally or in writing (including e- mail). Written requests are strongly encouraged in
order to assist District staff in more accurately identifying the records being requested and to
process the request more efficiently. When requests are made verbally, District staff may
confirm the request in writing to ensure that they have correctly understood the request.
Can I stop by the District's office during regular business hours to inspect the public
records I am interested in? Advance notice is not required to inspect public records;
however it is recommended that you contact the District's Records Manager in advance to
schedule an appointment. Please keep in mind that requests to inspect records are subject
to a rule of reason and must be consistent with the efficient functioning of the District's
offices. Failure to make an appointment in advance may result in a delay while the records
are being located and reviewed. There is no charge to inspect records. However, in order to
prevent records from being lost, damaged or destroyed during inspection, District staff may
determine the location of and monitor the inspection.
3. How do I request access to or copies of Statements of Economic Interest (Form 700)
for the Board of Directors of District staff? At this time, the Clerk of the Orange County
Board of Supervisors (COB) serves as the filing officer for the District for the Board of
Directors and other specifically designated positions with the exception of Consultants. Most
all filings are submitted electronically to the COB using the County's eDisclosure system.
However, the District does maintain a courtesy copy of these filings for the public's
convenience. Appointments to review and /or obtain copies of Form 700 filings during regular
business hours are not required but contacting the District's Records Manager in advance will
help expedite your request.
4. Will District staff assist me with my request? Yes. District staff will make a reasonable
effort to assist you in identifying records that may be responsive to your request.
Is the District required to create records that do not exist? No. The District is not
required to synthesize, manufacture or summarize records (i.e. develop new records). The
District is only responsible for providing access to or copies of non - exempt records that exist
as of the time the request was submitted.
When will I receive a response to my request? You will be notified within 10 calendar
days as to whether or not the District possesses disclosable records responsive to your
request. In unusual circumstances, the District may need to extend this determination period
up to an additional 14 days. Notification of an extension will be provided in writing. At the
time a determination is made, District staff will provide a good faith estimate of when the
records will be available. The production of records will always be made within a reasonable
amount of time which can be subjective to the type, volume and location of the records being
requested. The District may decline access to or duplication of records (or portions of
records) which are exempt from disclosure under the law. Notification of denial will also be
provided in writing.
Revised 06/19/14 Page 2 of 2
2010 -001
Exhibit C
Yorba Linda
Water District
FEE SCHEDULE
In an effort to conserve resources, the District prefers to provide records in
electronic format whenever possible. Please consider this alternative when
submitting your request.
Paper Copy - Up to 20 Pages
(Standard Size *)
Paper Copy - 21 Pages or Mc
(Standard Size *)
Scanned /Electronic Format
(Up to 8 MB Sent Via E -mail)
1%16.
No Charge
$0.25 per page **
No Charge
Actual Costs
Actual Costs
■ Only the direct cost (or statutory fee if applicable *) of duplicating a record will
be charged. Staff time for research, retrieval and review is not considered
part of this cost.
■ The cost for producing or constructing a record that requires data compilation,
extraction or programming will be charged. The hourly rate will vary
depending on the nature and complexity of the request and will be determined
by the General Manager.
■ Copies of records will be provided upon receipt of full payment for associated
costs.
* Charges for paper copies of records larger than 11x17 will be determined by the Records Manager.
Copies of Statements of Economic Interest (Form 700) will be provided at a charge not to exceed $0.10
per page. A retrieval fee not to exceed $5.00 per request shall be charged for copies of statements
which are 5 years old or more (California Government Code Section 81008).
Revised 07/08/14 Page 1 of 1
AGENDA REPORT
Meeting Date: July 14, 2014
ITEM NO. 5.3
Subject: Status of Policies & Procedures (Verbal Report)
ATTACHMENTS:
Description: Type:
Backup Material Distributed Less Than 72 Hours Prior to
Memo - Administrative Code.pdf Backup Material
the Meeting
Backup Material Distributed Less Than 72 Hours Prior to the Meeting
Yorba Linda
Water District
Memo
To: Executive - Administrative - Organizational Committee
Date: July 14, 2014
From: Steve Conklin, Acting General Manager
Subject: Codification of District's Ordinances and Resolutions
❑ urgent OX For Review ❑ Please Comment ❑ Please Reply
It is proposed that the Board's recorded actions in approximately 7 active Ordinances
and 52 Resolutions be compiled into a District Administrative Code. A brief summary of
the benefits of codification follows:
■ Sets forth a complete and logical organization of the District's general and
permanent policies, including all rates and charges for water and sewer service
and rules and regulations for the operation of the District's water distribution and
wastewater collection systems. In addition it defines of the duties and functions
of the Board and District staff and the procedures by which the work of the
District is carried out.
■ Legal review by a licensed attorney will ensure conformity with state and federal
law, constitutions, and court decisions.
■ Following thorough analysis, suggested amendments to conflicting or redundant
Ordinances and Resolutions will be provided.
■ Supplements to the code can be performed on a periodic basis for a modest
cost.
■ Final codification and supplements will be provided in a searchable PDF format
which can be made available on the District's website and intranet.
Backup Material Distributed Less Than 72 Hours Prior to the Meeting
Staff has requested quotes from 4 firms for this service. Each of them has responded
with the following cost information:
American Legal Publishing $5,500.00 for Estimated 200 Pages
Supplements During Codification $18.00 Per Page
Supplements After Codification $18.00 Per Page
Legal Review and Electronic Copy Included
Code Publishing $6,375.00 for Estimated 155 Pages
Supplements During Codification $10.00 Per Page
Supplements After Codification $21.00 Per Page
Legal Review and Electronic Copy Included
Quality Code Publishing $7,425.00 for Estimated 200 Pages
Supplements During Codification $17.00 Per Page
Supplements After Codification $18.50 Per Page
Legal Review and Electronic Copy Included
Municode $8,950.00 for Estimated 300 Pages
Supplements During Codification $19.00 Per Page
Supplements After Codification $19.00 Per Page
Legal Review and Electronic Copy Included
Out of a total of 34 California water districts who could be identified as having
Administrative Codes, 23 were found to have been prepared internally (either by the
Executive Secretary, Human Resources Manager, or Legal Counsel). Only 11 districts
appeared to have had their codes prepared by a consultant, 2 of which perform
subsequent updates in- house.
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