HomeMy WebLinkAbout04.a. Conduct Biennial Review of the Following Board Policies BP 020, BP 022, BP 043Page 1 of 7
Item 4.a.
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March 5, 2024
TO: ADMINISTRATION COMMITTEE
FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT
REVIEWED BY: ROGER S. BAILEY, GENERAL MANAGER
SUBJECT: CONDUCT BIENNIAL REVIEW OF THE FOLLOWING BOARD POLICIES:
• BP 020 -MINUTE STYLE & VIDEO RECORDING OF BOARD
MEETINGS
• BP 022 - ALHAMBRA VALLEY DISTRICTASSESSMENT DISTRICT
• BP 043 - BUFFER PROPERTY MANAGEMENT
Attached are copies of the above referenced Board Policies, which are being presented to the Committee
for biennial review.
Staff has no recommended changes to these existing policies. If the Committee concurs, the policies will
remain as is and will be reviewed again in two years. However, if the Committee recommends changes,
the policy will be brought to the full Board for consideration of any proposed revisions.
Strategic Plan re -In
GOAL ONE: Customer and Community
Strategy 1— Deliver high -quality customer service
GOAL FOUR: Governance and Fiscal Responsibility
Strategy 1 - Promote and uphold ethical behavior, openness, and accessibility, Strategy 2 - Encourage and facilitate
public participation, Strategy 3 - Maintain financial stability and sustainability
GOAL SEVEN: Innovation and Agility
Strategy 2 - Implement organization -wide optimization, Strategy 3 - Be adaptable, resilient and responsive
ATTACHMENTS:
1. BP 020 - Minute Style & Video Recording of Board Meetings
2. BP 022 -Alhambra Valley District Assessment District
3. BP 043 - Buffer Property Management
March 5, 2024 Regular ADMIN Committee Meeting Agenda Packet - Page 87 of 110
Page 2 of 7
ATTACHMENT 1
Number: BP 020
Authority: Board of Directors
Effective: July 23, 2015
Revised: February 17, 2022
Reviewed: February 17, 2022
Initiating Dept./Div.: Secretary of the District
BOARD POLICY
MINUTE STYLE AND VIDEO RECORDING OF BOARD AND
STANDING COMMITTEE MEETINGS
PURPOSE
To establish a policy regarding the format of minutes of Board and Standing Committee
meetings and the video recording of Board and Committee meetings.
POI ICY
Board Meetinas
The written minutes of Board meetings shall be prepared and kept by the Secretary of
the District, approved by the Board of Directors, and shall be brief, summary -style
minutes documenting:
Action items motions, seconds and vote counts;
Summarized comments made by members of the public;
Key concepts and thoughts made by Board Members; and
Policy reasons for decisions made.
Minutes will generally be scheduled for approval by the Board of Directors on the next
Board agenda.
In accordance with goals of the District's Strategic Plan to maintain openness and
transparency in the way the Board conducts its business, and to provide excellent
customer service, video recordings shall be made of each Board meeting held in the
Board Room. These recordings will be posted to the District's website and retained
permanently, in accordance with the District's Records Retention Schedule.
Standing Committee Meetings
The written minutes of virtual Standing Committee meetings shall be prepared and kept
by the Secretary of the District, authorized by the Committee, and shall be summary -
style minutes documenting:
March 5, 2024 Regular ADMIN Committee Meeting Agenda Packet - Page 88 of 110
Page 3 of 7
Number: BP 020
MINUTE STYLE & RECORDING OF BOARD/COMMITTEE MEETINGS
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Committee recommendations;
Key concepts and thoughts made by Committee Members, staff and of the public; and
Policy reasons for decisions being considered.
Minutes will generally be scheduled for review by the Board of Directors on the next
Board agenda.
[Original Retained by the Secretary of the District]
March 5, 2024 Regular ADMIN Committee Meeting Agenda Packet - Page 89 of 110
Page 4 of 7
ATTACHMENT 2
Number: BP 022
Authority: Board of Directors
Effective: November 5, 2015
Revised: February 1, 2018
Reviewed: April 21, 2022
Initiating Dept./Div.: Engineering/Planning &
Development Services
BOARD POLICY
ALHAMBRA VALLEY ASSESSMENT DISTRICTS
PURPOSE
To encourage residential property owners to connect to the public sewer system. The
Alhambra Valley Assessment District (AVAD) program provides financial assistance to
small groups of homeowners, often with inadequate septic tank systems, so that they
may extend the public sewer system to serve their properties. The AVAD program is
intended for residential properties, primarily owner -occupied, and not commercial
properties. While the AVAD program is similar to the Contractual Assessment District
(CAD) Program, it offers several additional incentives for property owners to connect to
public sewers tributary to the Alhambra Valley Trunk Sewer, thereby enabling Central
San to more quickly collect reimbursement for District funds that were used for the
planning, design, and 2008 construction of the trunk sewer.
POLICY
This policy establishes the criteria for formation of AVAD projects. Nothing in this policy
is intended to bind Central San to continue with the program for any predetermined time
period, nor does it create any right or entitlement in favor of potential program
participants. The Board may consider technical, economic, staffing, budgetary,
environmental and other factors in its consideration of whether to form an AVAD.
FUNDING
AVAD proponents are required to hire an engineer and pay the initial engineering costs
for the design of the improvements. Upon approval of the AVAD by the Board of
Directors, funding for construction and inspection of the sewer improvements and
reimbursement of reasonable initial engineering costs will be provided by Central San.
The initial participating property owners repay their share of this money, either in a lump
sum at the completion of construction or in 15 annual installments. The annual
installments include a nominal interest rate, are secured by a lien on the property, and
are collected on the property tax bill. Subsequent participants repay their share of the
AVAD costs to Central San when they connect to the sewer main.
March 5, 2024 Regular ADMIN Committee Meeting Agenda Packet - Page 90 of 110
Page 5 of 7
Number: BP 022
ALHAMBRA VALLEY ASSESSMENT DISTRICT POLICY STATEMENT
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LEGAL
AVADs are formed pursuant to Streets and Highways Code Section 5898, et seq.
While the State Legislature has found that AVADs are voluntary, imposed pursuant to
an agreement and are not subject to Proposition 218, Central San will not proceed with
a AVAD formation if a majority of ballots, weighted by the proposed assessment, are
submitted in protest of the project.
FORMATION CRITERIA
In order to be eligible for participation in Central San's AVAD financing program, the
proposed mainline sewer extension project must meet the following criteria:
• A minimum of three annexed properties must be directly tributary to a proposed
AVAD facility.
A minimum of 60 percent of the properties directly tributary to a proposed AVAD
facility must already be developed.
• A participant parcel may not have more than two dwellings on it to participate in
an AVAD.
[Original retained by the Secretary of the District]
March 5, 2024 Regular ADMIN Committee Meeting Agenda Packet - Page 91 of 110
Page 6 of 7
ATTACHMENT 3
Number: BP 043
Authority: Board of Directors
Effective: April 15, 2021
Revised:
Reviewed: June 6, 2023
Initiating Dept./Div.: Engineering/Planning & Development
BOARD POLICY
BUFFER PROPERTY MANAGEMENT
PURPOSE
To provide guidance for management of Central San's buffer properties for prospective and
existing tenants. This policy is for buffer properties that are located between the treatment
plant and the surrounding properties not owned by Central San. Leasing criteria and
prioritization will be utilized for any unneeded buffer property that is proposed for lease to
others.
POLICY
It is Central San's policy to obtain and manage buffer property around the treatment plant to
avoid incompatible land uses with Central San and surrounding properties, and minimize
disturbances such as noise and odor, to the community. In applying this policy, Central San
shall review all District -owned property, every five years at a minimum, to determine the need
and use thereof, including if the inventory is best served as a source of lease revenue.
Central San will maintain a priority for its own use to operate and maintain the sanitary sewer
system and wastewater treatment and disposal facilities. Central San will then prioritize
prospective projects interested in leasing a buffer property that enhances Central San's vision,
mission, and purpose over those projects that do not relate to wastewater. The Board of
Directors can modify this policy on a case -by -case basis.
LEASING CRITERIA
For leasing the unneeded real property, Central San will comply with Health and Safety Code
§6514.1. The following factors will be taken into consideration when evaluating new lease
proposals for buffer properties.
Land use must be compatible with Central San's and surrounding property owner's
land use. (All leases shall include clauses allowing Central San to request
termination, if the Board declares property is needed for public use.)
2. Adherence to all applicable laws, rules, regulations, and permits.
March 5, 2024 Regular ADMIN Committee Meeting Agenda Packet - Page 92 of 110
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Number: BP 043
BUFFER PROPERTY MANAGEMENT
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3. Market lease rates or a comparable public benefit shall be charged to provide
additional revenue to Central San and its ratepayers.
4. Other Public Agencies, then non -profits needs shall be given priority for temporary
uses over private entities.
5. Public and surrounding property owner's acceptability and aesthetics.
6. Avoid potential for adverse environmental impacts, such as hazardous material spills
or traffic congestion.
7. Financial stability to pay rent timely and address needed environmental cleanup,
infrastructure, or necessary improvements.
8. Housekeeping performance of existing tenants.
9. Lease terms shall be up to 10 years and all terms of Health and Safety Code §6514.1
shall be met.
10. References and background checks.
[Original retained by the Secretary of the District]
March 5, 2024 Regular ADMIN Committee Meeting Agenda Packet - Page 93 of 110