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Home My WebLink About07.a.2) General Manager Written Announcementslq.z Board Meeting of May 16, 2013 Written Announcements: Project Updates a) Public Bidding for Cured -In -Place Lining of Sanitary Sewers, District Project 5999 Cured -In -Place Lining of Sanitary Sewers Blanket Contract is part of the Collection System Urgent Projects Program. This blanket contract will provide the Collection System Operations department with a cost effective and expedient method to get critical sewers repaired. The typical sewer repair for this project will take place in easements and low traffic residential areas and involve lining several hundred feet of 8 -15 inch pipe and reinstating laterals. The contract will be open for three years. This project will be advertised on May 17, 2013 and May 22, 2013. Bids will be opened on June 4, 2013. The contract amount is estimated to be $316,000. More information will be presented when the Board is asked to approve the contract on June 20, 2013. Out -of -State Conference Attendance b) Staff Attendance at SunGard Public Sector Users Group Association (SVGA) Annual Conference in Orlando, FL from June 23 — 27, 2013 The SUGA Annual Education and Training Conference will be held at the Coronado Springs Resort near Orlando, Florida, from June 23 -27, 2013. SunGard is the District's financial software package. It is used for payroll and budgeting as well as sewer permits and sewer service charge. Staff continues to look for ways to improve its functionality and the SunGard conference is an important arena for information exchange. A total of three employees will be attending from the District: Finance Administrator Todd Smithey, Information Technology Administrator Roy Li, and Information Technology Analyst Imran Chaudhary. Attendance at this conference was included in the Fiscal Year 2012 -13 Technical Training, Conference and Meetings budget for each represented employee. Employees are attending for the following purposes: • Learn new ways to increase Finance and Information Technology workflow/ process efficiencies, • Learn about additional services that can be provided to customers, • Develop relationships with other similar government agencies, • Seek resolutions to current issues the District may be experiencing in the Finance and Information Technology realm, • Obtain up -to -date ideas on increasing revenues, or decreasing costs, and • Obtain new system support ideas. Written Announcements May 16, 2013 Page 2 of 2 CSDA Transparency Certificate c) District Transparency Certificate of Excellence Offered by California Special Districts Association (CSDA) Attached are the announcement and details of a new certification program being offered by the California Special Districts Association (CSDA) Leadership Foundation entitled "District Transparency Certificate of Excellence." The certification was created in an effort to promote transparency in the operations and governance of Special Districts to the public, and to provide an opportunity to showcase their efforts. There is no fee for participation, and the certificate is good for two years. There are three main areas to be addressed: basic requirements, website requirements, and outreach /best practices requirements. Central San already meets many of these, but a few would need to be completed to apply for the certification. It was recently announced by the CSDA that the first agency to receive the certification was the Contra Costa Water District. SDLN' - Oistrict Transparency Certificate of Excellence Page 1 of 2 Home page Special District Districts of Distinction District Transparency Certificate of Administrator Certification Recognition in Special Excellence District Governance http : / /sdlf.org /transparency.htm 4/2/2013 This program was created b the Special r p g y l p Need an application mailed to you? 916.231.2939 Special District District Leadership Foundation (SDLF) in Please contact our office at Administrator Certification an effort to promote transparency in the District Transparency Certificate of operations and governance of special Excellence districts to the public and to provide IMPORTANT special districts with an opportunity to Board and Staff showcase their efforts in transparency. Application Contact Us There are no fees for this certificate and Checklist districts will be recognized for two full How to proceed years. Step 1: Complete the application Why should your district earn the District Step 2: Transparency Certificate of Excellence? Send application and all supporting materials or contact the SDLF staff on how to submit all 1. The certificate covers all general, website, and materials electronically: outreach best practices and requirements regarding transparency for special districts. SDLF 2. Earning the certificate is a tangible 11121 Street, Suite 200 Sacramento, CA 95814 acknowledgement of your transparency efforts. 3. Demonstrate to your constituents and other Step 3: stakeholders your district's commitment to being Approval process review performed by SDLF open and accessible to them. staff 4. Earning the certificate demonstrates a Step 4: commitment to engaging the public and creating Receive your certificate and recognition greater awareness of your district's activities. Sample Policies Three main subject areas Included for your review are sample policies similar to those requested in the application (i.e. Public Records Act request Basic Transparency Requirements policy, reimbursement policies, financial Some requirements include: Proof of current ethics reserves policy, etc.). These are samples training for all board members, timely filing of State that can be used as a starting point for Controller's Special Districts Financial Transactions and policy /document development. SDLF Compensation Report. always recommends you seek legal review prior to adopting district policy to ensure full compliance with any applicable laws Website Requirements and/or regulations. Some requirements include: display of names of board • Appointment of Directors members and their terms of office, board meeting • Appointment to Committee schedules, the district's mission statement. • Board Vacancy Announcement • Budget Hearing • Code of Ethics Outreach requirements • Conflict of Interest Some requirements include: an example of a regular • District Outreach district newsletter or communication, an example of a • Public Records Request 1 community notification through press release to local • Public Records Request 2 • Ralph M. Brown Act 1 media outlet announcing upcoming filing deadline for • Ralph M. Brown Act 2 election and process for seeking a position on the district • Reimbursement 1 board. • Reimbursement 2 • Reserve Fund Guidelines 1 • Reserve Fund Guidelines 2 These are only a sampling of all the requirements • Reserve Fund Guidelines 3 needed to complete the transparency certificate. While it • special Community Engagement takes time to compile these requirements, being able to Announcement shine a light on all of the efforts your district has taken to be transparent is invaluable to the public. http : / /sdlf.org /transparency.htm 4/2/2013 SDLF - District Transparency Certificate of Excellence What the district receives • Certificate for display (covering 2 years) • Window cling to showcase your achievement • Press release template • Recognition on the SDLF website • Letter to legislators within the district's boundaries announcing the achievement • Recognition in California Special District magazine and the CSDA a -News Page 2 of 2 http : / /sdlf.org /transparency.htm 4/2/2013 w Q SPECIAL DISTRICT LEADERSHIP FOUNDATION BASIC REQUIREMENTS District Transparency Certificate of Excellence checklist Showcase your district's commitment to transparency ❑ Current Ethics Training for all Board Members (Government Code Section 53235) [31 Provide copies of training certificates along with date completed ❑ Compliance with the Ralph M. Brown Act (Government Code Section 54950 et. al ) :! Provide copy of current policy related to Brown Act compliance I _ Provide copy of a current meeting agenda (including opportunity for public comment) ❑ Adoption of policy related to handling Public Records Act requests Provide copy of current policy WEBSITE REQUIREMENTS 9 ❑ Adoption of Reimbursement Policy, if district provides any reimbursement of actual and necessary expenses (Government Code Section 53232.2 (b)) ❑ Provide copy of current policy ❑ Annual disclosure of board member or employee reimbursements for individual charges over $100 for services or products.This information is to be made available for public inspection. "Individual charge" includes, but is not limited to: one meal, lodging for one day, or transportation. (Government Code Section 53065.5) Provide copy of the most recent document and how it is accessible ❑ Timely riling of State Controller's Special Districts Financial Transactions Report - includes compensation disclosure. (Government Code Section 53891) Provide copy of most recent filing SDLF staff will verify that district is not listed on the State Controller's `non - compliance list' ❑ Conduct Annual Audits (Government Code Section 26909 and 12410.6) Provide copy of most recent audit and management letter and a description of how /where documents were made available to the public: ❑ Other Policies — have current policies addressing the following areas (provide copies of each): Conflict of Interest [:] Code of Ethics /Values /Norms or Board Conduct Financial Reserves Policv Maintain a district website with the following items (provide website link; all are required) Names of Board Members and their terms of office :l Name of general manager and key staff along with contact information Election procedure and deadlines L-11 Board meeting schedule (Regular meeting agendas must be posted 72 hours in advance pursuant to Government Code Section 54954.2 (a) (1) and Government Code Section 54956 (a)) µ:s District's mission statement _,;:' Description of district's services/ functions and service area ,w; Authorizing statute/ enabling act (Principle Act or Special Act) „ Current district budget : Most recent financial audit _.. Archive of Board meeting minutes for at least the last 6 months .D List of compensation of Board Members and staff and /or link to State Controller's webpage with the data Website also must include at least 4 of the following items: Post Board Member ethics training certificates w.` Picture, biography and email address of board members w Last 3 years of audits Reimbursement and Compensation Policy ... Financial Reserves Policv L...1 Online /downloadable Public Records Act request form Audio or video recordings of board meetings i Map of district boundaries /service area (., Link to California Special Districts Association mapping program ._.i Most recent ,Municipal Service Review (MSR) and Sphere of Influence (SOI) studies (f dl document or link to document on another.site) Continued on reverse Questions about SDLF or the transparency program? Call us for more in f <�rmation at 916.2.31.2939 OUTREACH /BEST PRACTICES REQUIREMENTS Must complete at least 2 of the following items: ❑ Regular district newsletter or communication (printed ❑ Hold annual informational public budget hearings that and /or electronic) that keeps the public, constituents and engage the public (outreach, workshops, etc.) prior to elected officials up -to -date on district activities (at least adopting the budget twice annually) Provide copy of most recent public budget hearing notice and Provide copy of most recent communication and short agenda description on the frequency of the communication, how it's distributed and to whom ❑ Community Transparency Review The district would be required to obtain a completed ❑ Community notification through press release to local overview checklist from at least 2 of the following media outlet announcing upcoming filing deadline for individuals* (the district may choose to conduct the overview with election and process for seeking a position on the district these individuals simultaneously or separately): board, prior to that election (or prior to the most recent Chair of the County Civil Grand Jury deadline for consideration of new appointments for those Editor of a reputable local print newspaper (only one may count districts with board members appointed to fixed- terms) toward requirement) Provide copy of the press release (and the printed article i f LAFCo Executive Officer availablz) County Auditor - Controller ; Local Legislator (only one may count toward requirement) ❑ Complete salary comparison /benchmarking for district :: I Executive Director or President of local Chamber of Commerce staff positions using a reputable salary survey (at least E.1 General Manager of a peer agency (special district, city or county) every S years) provide brief description of the survey and process used as * Provide proof o f completion signed bJ individuals completing well as the general results Community 7runsparenc1• Review ❑ Special Community Engagement Project Designed and completed a special project promoting community engagement with the district (potential projects may be broad in nature or focus on specific issues such as rate - setting, recycled water, identifying community needs, etc.) Submit an overview of the community engagement project, reviewing the process undertaken and results achieved St)LF is wpportcd b TU.:.V...: ;.. w�tll�F,� 11w S1-c,' d Di,tnct Pau:uian .,, i!01. I') 'n indepo dm , non -pr+'lit or F,nned to pr:mwte pmsl g,.,.i nanc n, l'5pu'W",, wm; Odifut ni:isspe; 14,tro.0 dlnugh co .II(:AJ( ..:ediiallof] 1:6"." rrcngs.doo oroKra:r::. SDLF e ,pporI'd fl:ra„o the California Special Districts Association .md Special District Risk ,PdauagemcntAuthority. now do I proceed? Step 1: Complete the requirement checklist Step 2: Send checklist and all supporting materials or contact the SDLF staff on how to submit all materials electronically: SDLF 11121 Street, Suite 200 Sacramento, CA 95814 Step 3: Approval process review performed by SDLF staff Step 4:.Recieve your certificate and recognition w Q SHOWCASE YOUR DISTRICT'S COMMITMENT TO TRANSPARENCY SPECIAL DISTRICT LEADERSHIP FOUNDATION Purpose To promote transparency in the operations and governance of special districts to the public/ constituents and provide special districts with an opportunity to showcase their efforts in transparency. Duration District Receives 2 Years • Certificate for display (covering 2 years) • Press release template Application Cost • Recognition on the SDLF website FREE • Letter to legislators within the district's boundaries announcing the achievement • Recognition in CA Special District magazine and the CSDA eNews Basic Requirements CURRENT ETHICSTRAINING FOR ALL BOARD MEMBERS (Government Code Section 53235) ❑ Provide copies of training certificates along with date completed COMPLIANCE WITH THE RALPH M. BROWN ACT (Government Code Section J-4950 et. a]) [ Provide copy of current policy related to Brown Act compliance Provide copy of a current meeting agenda (including opportunity-for public comment) ADOPTION OF POLICY RELATEDTO HANDLING PUBLIC RECORDS ACT REQUESTS Provide copy of current policy ADOPTION OF REIMBURSEMENT POLICY, IF DISTRICT PROVIDES ANY REIMBURSEMENT OF ACTUAL AND NECESSARY EXPENSES (Government Code Section 53232.2 (h)) ❑ Provide copy of current policy ANNUAL DISCLOSURE OF BOARD MEMBER OR EMPLOYEE REIMBURSEMENTS FOR INDIVIDUAL CHARGES OVER $ 100 FOR SERVICES OR PRODUCTS.THIS INFORMATION ISTO BE MADE AVAILABLE FOR PUBLIC INSPECTION. "INDIVIDUAL CHARGE" IN- CLUDES, BUT IS NOT LIMITEDTO: ONE MEAL, LODGING FOR ONE DAY, OR TRANSPORTATION. (Government Code Section 53065.5) Provide copy of the most recent document and how it is accessible. TIMELY FILING OF STATE CONTROLLER'S SPECIAL DISTRICTS FINANCIALTRANSACTIONS REPORT - INCLUDES COMPENSA- TION DISCLOSURE. (Government Code Section .3-3891) ❑ Provide copy of most recent filing. SDLF staff will ver fl, that district is not listed on the State Controller's `non - compliance list' CONDUCTANNUAL AUDITS (Government Code Section 26909 and 12410.6) Provide copy of most recent audit and management letter and a description of how /where documents were made available to the public OTHER POLICIES — HAVE CURRENT POLICIES ADDRESSINGTHE FOLLOWING AREAS Provide copies of each: Conflict of Interest 0 Code of Ethics /Values /Norms or Board Conduct ❑ Financial Reserves Policy s '•?R 3'21e..1 .i .t� ..`t ;.� , .: s'ii'`sd ' =. :,f'( = =; =L .. �,t. ,.' ?' \.,. '"Pi .ii.? Website Requirements MAINTAIN A DISTRICT WEBSITE WITHTHE FOLLOWING ITEMS REQUIRED. (provide tvebsite link) Required items available to the public: 0 Names of Board Members and their terms of office Name of general manager and key staff along with contact information 0 Election procedure and deadlines Board meeting schedule (Regular meeting agendas must be posted 72 hours in advance pursuant to Government Code Section 54954.2 (a)(1) and Government Code Section 54956 (a)) District's mission statement ( Description of district's services /functions and service area 0 Authorizing statute/ Enabling Act (Principle Act or Special Act) C3 Current District budget 0 Most recent financial audit E) Archive of Board meeting minutes for at least the last 6 months CJ List of compensation of Board Members and Staff and /or link to State Controller's webpage with the data ADDITIONAL ITEMS — website also must include at least 4 of the following items: ( Post Board Member ethics training certificates Picture, biography and e-mail address of board members [ Last (3) years of audits Q Reimbursement and Compensation Policy CJ Financial Reserves Policy ( Online /downloadable public records act request form ❑ Audio or video recordings of board meetings [J Map of district boundaries/ service area [{ Link to California Special Districts Association mapping program [ Most recent Municipal Service Review (MSR) and Sphere of Influence (SOI) studies (full document or link to doctuent on another site) Outreach /Best Practices Requirements (,Dust complete at least 2 of the following items) REGULAR DISTRICT NEWSLETTER OR COMMUNICATION (PRINTED AND /OR ELECTRONIC)THAT KEEPSTHE PUBLIC, CONSTITU- ENTS AND ELECTED OFFICIALS UP -TO -DATE ON DISTRICT ACTIVITIES (at least twice annually) Q Provide copy of most recent communication and short description on the frequency of fhe communication, how it's distributed and to whom. COMMUNITY NOTIFICATION THROUGH PRESS RELEASETO LOCAL MEDIA OUTLET ANNOUNCING UPCOMING FILING DEADLINE FOR ELECTION AND PROCESS FOR SEEKING A POSITION ONTHE DISTRICT BOARD, PRIORTOTHAT ELECTION (OR PRIORTOTHE MOST RECENT DEADLINE FOR CONSIDERATION OF NEW APPOINTMENTS FORTHOSE DISTRICTS WITH BOARD MEMBERS APPOINTED TO FIXED - TERMS). 0 Provide copy of the press release (and the printed article if available) COMPLETE SALARY COMPARISON /BENCHMARKING FOR DISTRICT STAFF POSITIONS USING A REPUTABLE SALARY SURVEY (AT LEAST EVERY SYEARS) Provide brief description of the survey and process used as well as the general results SPECIAL COMMUNITY ENGAGEMENT PROJECT Designed and completed a special project promoting community engagement with the district (potential projects may be broad in nature or focus on specific issues such as rate - setting, recycled water, identifying community needs, etc.) Submit an overview of the community engagement project reviewing the process undertaken and results achieved HOLD ANNUAL INFORMATIONAL PUBLIC BUDGET HEARINGSTHAT ENGAGETHE PUBLIC (OUTREACH, WORKSHOPS, ETC.) PRIOR TO ADOPTING THE BUDGET 0 Provide copy of most recent public budget hearing notice and agenda. s ?� = +scatr r. :zar /)x(r�tC:'s Cr, ^t:rnihvcaaC tr, i� :rzr.r�s<tzarcr '=1 'RI €, 1 .2 AN :1i, COMMUNITY TRANSPARENCY REVIEW The district would be required to obtain a completed overview checklist from at least 1 of the following individuals (the district may choose to conduct the overview with these individuals simultaneously or separately): 0 Chair of the County Civil Grand Jury [j Editor of a reputable local print newspaper (only one may count toward requirement) LAFCO Executive Officer 0 County Auditor - Controller 0 Local Legislator (only one may count toward requirement) 0 Executive Director or President of local Chamber of Commerce Q General Manager of a peer agency (special district, city or county) Provide proof of completion signed by individuals completing Community Transparency Review X---------------------——---------------------—--—------------ - - - - -- SHOWCASE YOUR DISTRICT'S COMMITMENT TO TRANSPARENCY Submit Application Submit this application along with all required documentation to: SPECIAL DISTRICT LEADERSHIP FOUNDATION 11121 Street, Suite 200 Sacramento, CA 95814 Phone: 916-231-2939 • Fax: 916-44-2-7889 ............. 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