ITEM:

ACTION ITEMS

12.

APPROVE RE-APPROPRIATION OF FUNDS FOR POLICIES AND PROCEDURES MANUAL CONSULTANT SERVICES

Meeting Date:

From:

David A. Berger,

Program/

4-1-6

General Manager

Line Item No.:

Prepared By:

Stephanie Pintar

Cost Estimate:

$31,000 ## Administrative Services Division Manager/Chief Financial Officer Review:Yes ## Committee Recommendation: The Administrative Committee reviewed this item on September 13, 2004 and recommended approval 2 to 0. Director Edwards was absent from the meeting. CEQA Compliance: N/A SUMMARY: A Policies and Procedures Manual for the Water Demand Division was included in the fiscal year 2003-2004 budget. Staff is requesting re-appropriation of funds in the amount of$31,000 from fiscal year 2003-2004 to fiscal year 2004-2005 to complete the project.  Land Systems Group is the contractor for this project.  The completion of the manual was delayed due to the more extensive scope of work involved with the preparation of process charts for the Water Demand Division database project.  The process charts were a key component needed by the consultant to prepare the procedures portion of the manual, and the process charts were completed in July 2004.  Therefore, the remaining amount of the contract ($31,000) needs to be paid in the current fiscal year. At the time the 2004-2005 budget was prepared it was anticipated that these funds would be spent in fiscal year 2003-2004. Therefore, the actual reserve carryover to the 2004-2005 budget was$31,000 more than budgeted.   Re-appropriating funds for the Policies and Procedures Manual to the 2004-2005 budget will have no effect on the reserve carryover at the end of Fiscal Year 2004-2005.

RECOMMENDATION:  The Board should re-appropriate funds from Fiscal Year 2003-2004 to Fiscal Year 2004-2005 in the amount of \$31,000 to complete the Policies and Procedures Manual contract with Land Systems Group.

BACKGROUND:  The purpose of the Policies and Procedures Manual will be to organize the numerous policies and procedures that govern the water permitting and conservation operations of the District.  Policies and procedures of the Water Demand Division are not documented in a way that is accessible or meaningful to staff.  Many of the day-to-day actions of the permit and conservation office are administered using only institutional memory.  Memorandums setting administrative practices for various situations are outdated and other processes have never been documented.  The final Policies and Procedures Manual will allow intra- and internet access to the various processes undertaken by the Water Demand Division.

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