ACWA JPIA – 2100 Professional Drive, Roseville, CA 95661 – (800) 231-5742 – www.acwajpia.com

JPIA Executive Conference Room

2100 Professional Drive Roseville, CA 95661

Tuesday

July 14, 2020 1:00 p.m.

Chairman: E.G. “Jerry” Gladbach, Santa Clarita Valley Water Agency

Vice-chair: Thomas A. Cuquet, South Sutter Water District

Fred R. Bockmiller, Jr., Mesa Water District

David A. Drake, Rincon del Diablo Municipal Water District

Brent Hastey, Yuba Water Agency

Melody A. McDonald, San Bernardino Valley Water Conservation District

Randall J. Reed, Cucamonga Valley Water District

J. Bruce Rupp, Humboldt Bay Municipal Water District

Pamela Tobin, San Juan Water District

Executive Committee Core Values

Trust | Integrity | Listen | Good of the Whole

Preliminary Agenda-date issued: June 17, 2020 Final Agenda-date issued: July 2, 2020 1

EXECUTIVE COMMITTEE MEETING AGENDA

JPIA Executive Conference Room 2100 Professional Drive, Roseville, CA 95661

(800) 231-5742 - WWW.ACWAJPIA.COM

Executive Committee Core Values Trust | Integrity | Listen | Good of the Whole

Tuesday – July 14, 2020 – 1:00 PM Zoom meeting information: 661-516-2566; Password: 1234 This meeting shall consist of a simultaneous Zoom teleconference call at the ACWA JPIA, 2100 Professional Drive, Roseville, CA 95661 and remote sites. WELCOME CALL TO ORDER AND ANNOUNCEMENT OF QUORUM ANNOUNCEMENT RECORDING OF MEETING This meeting may be recorded to assist in preparation of minutes. Recordings will only be kept 30 days following the meeting, as mandated by the California Brown Act. PUBLIC COMMENT Members of the public will be allowed to address the Executive Committee on any agenda item prior to the Committee's decision on the item. They will also be allowed to comment on any issues that they wish which may or may not be on the agenda. If anyone present wishes to be heard, please let the Chairman know. INTRODUCTIONS ADDITIONS TO OR DELETIONS FROM THE AGENDA

Presenter Page#

I. CONSENT AGENDA Gladbach * A. Approve the minutes of June 12, 2020 meeting. 1 B. Approve the JPIA disbursements of: • Vendor Payments, Employee Benefits Claim Payments, Payroll,

and summary of confidential claims payments for the Liability, Property, & Workers Compensation Programs: May 16-31, 2020.

Gladbach C. Approve an excused absence for any Executive Committee

member.

Preliminary Agenda-date issued: June 17, 2020 Final Agenda-date issued: July 2, 2020 2

Presenter Page#

II. ADMINISTRATION

Gladbach A. Report on meetings attended on behalf of the JPIA.

Gladbach * B. Review and take action on Organizational Appraisal. 5

III. PROGRAMS

Sells * A. Review recent claims for Santa Clarita Valley Water Agency. 12

IV. MEMBERSHIP

A. Review and take action on membership applications.

Agency TIVs Payroll Program Thesing * Monroeville Water District $0 Liability 13

V. MISCELLANEOUS

A. Discuss future agenda items.

Sells * B. CEO update. 14

Gladbach * C. Review the availability of the Committee members for upcomingmeeting – July 23, 2020.

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ADJOURN *Related items enclosed.

Americans with Disabilities Act – The JPIA conforms to the protections and prohibitions contained in Section 202 of the Americans with Disabilities Act of 1990 and the Federal Rules and Regulations adopted in implementation thereof. A request for disability-related modification or accommodation, in order to participate in a public meeting of the JPIA, shall be made to: Bobbette Wells, Executive Assistant to the CEO, ACWA JPIA, PO Box 619082, Roseville, CA 95661-9082; telephone (916) 786-5742. The JPIA’s normal business hours are Monday – Friday, 7:30 a.m. to 4:30 p.m. (Government Code Section 54954.2, subdivision. (a)(1).)

Written materials relating to an item on this Agenda that are distributed to the JPIA’s Executive Committee within 72 hours before it is to consider the item at its regularly scheduled meeting will be made available for public inspection at ACWA JPIA, 2100 Professional Drive, Roseville, CA 95661-3700; telephone (916) 786-5742. The JPIA’s normal business hours are Monday – Friday, 7:30 a.m. to 4:30 p.m.

Unapproved Executive Committee meeting minutes of June 12, 2020

Unapproved Minutes

Executive Committee Meeting

ACWA JPIA Executive Conference Room 2100 Professional Drive

Roseville, CA 95661 (800) 231-5742

June 12, 2020

This meeting consisted of a simultaneous Zoom teleconference meeting at the ACWA JPIA, 2100 Professional Drive, Roseville, CA 95661 and remote sites.

MEMBERS PRESENT

Chairman: E.G. “Jerry” Gladbach, Santa Clarita Valley Water Agency Vice-Chair: Thomas A. Cuquet, South Sutter Water District Fred R. Bockmiller, Mesa Water District David Drake, Rincon del Diablo Municipal Water District Brent Hastey, Yuba Water Agency

Melody A. McDonald, San Bernardino Valley Water Conservation District Randall J. Reed, Cucamonga Valley Water District J. Bruce Rupp, Humboldt Bay Municipal Water DistrictPamela Tobin, San Juan Water District, ACWA VP

MEMBERS ABSENT

None.

STAFF PRESENT

Chief Executive Officer/Secretary: Walter “Andy” Sells David deBernardi, Director of Finance Robert Greenfield, General Counsel Jennifer Nogosek, Liability/Property Claims Manager Patricia Slaven, Director of Human Resources and Administration Sandra Smith, Employee Benefits Manager Dan Steele, Finance Manager Dianna Sutton, Special Projects Manager Karen Thesing, Director of Insurance Service Bobbette Wells, Executive Assistant to the CEO (Recording Secretary)

OTHERS IN ATTENDANCE

Seth Cole, Alliant Dave Eggerton, ACWA, Executive Director Tiffany Giammona, ACWA, Director of Member Outreach & Engagement Al Lopez, Western Municipal Water District Rob Lowe, Alliant

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Unapproved Executive Committee meeting minutes of June 12, 2020

WELCOME/CALL TO ORDER AND ANNOUNCEMENT OF QUORUM/INTRODUCTIONS

Chairman Gladbach called the meeting to order at 10:04 a.m. Chairman Gladbach announced that there was a quorum. Mr. Sells reported all in attendance on the Zoom meeting.

PUBLIC COMMENT

There were no members of the public in attendance.

CONSENT AGENDA

Chairman Gladbach called for approval of the Consent Agenda:

M/S/C (Hastey/Tobin) (Bockmiller-Yes; Cuquet-Yes; Drake-Yes; Gladbach-Yes; Hastey-Yes; McDonald-Yes; Reed-Yes; Rupp-Yes; Tobin-Yes): That the Executive Committee approve the minutes of the June 1, 2020 meeting.

ADMINISTRATION

Meetings attended on behalf of the JPIA None stated.

PROGRAMS

Property Program Committee Chairman Cuquet reported on the recommendations of the Property Program Committee’s meeting on June 11, 2020. The following action items were presented to the Executive Committee for approval:

M/S/C (Cuquet/Rupp) (Bockmiller-Yes; Cuquet-Yes; Drake-Yes; Gladbach-Yes; Hastey-Yes; McDonald-Yes; Reed-Yes; Rupp-Yes; Tobin-Yes): That the Executive Committee accept the recommendation of the Property Program to approve the amended 2020-2021 Memorandum of Property Coverage, Section II - Coverage Agreement to read as “All property must be scheduled prior to loss or within 90 days of acquisition in order for coverages and limits under the Memorandum Of Property Coverage, or purchased insurance or reinsurance, to apply.”

M/S/C (Cuquet/Hastey) (Bockmiller-Yes; Cuquet-Yes; Drake-Yes; Gladbach-Yes; Hastey-Yes; McDonald-Yes; Reed-Yes; Rupp-Yes; Tobin-Yes): That the Executive Committee accept the recommendation of the Property Program Committee to approve the 2020-2021 Excess Renewal Terms and Pricing for a “Not to Exceed” rate of .0737 per $100 of insured value.

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Unapproved Executive Committee meeting minutes of June 12, 2020

M/S/C (Cuquet/Drake) (Bockmiller-Yes; Cuquet-Yes; Drake-Yes; Gladbach-Yes; Hastey-Yes; McDonald-Yes; Reed-Yes; Rupp-Yes; Tobin-Yes): That the Executive Committee accept the recommendation of the Property Program Committee to approve Option 2, 10% increase to the member pricing, with the rates as follows:

Real and Personal Property $.089 Mobile Equipment $.134 Automobiles $.757

MEMBERSHIP

Eastside Water District Ms. Thesing presented Eastside Water District’s application for admission into the Liability Program.

M/S/C (McDonald/Tobin) (Bockmiller-Yes; Cuquet-Yes; Drake-Yes; Gladbach-Yes; Hastey-Yes; McDonald-Yes; Reed-Yes; Rupp-Yes; Tobin-Yes): That the Executive Committee approve Eastside Water District’s application for admission into the Liability Program.

Sierra Highlands Community Services District Ms. Thesing presented Sierra Highlands Community Services District’s application into the Property Program.

M/S/C (McDonald/Rupp) (Bockmiller-Yes; Cuquet-Yes; Drake-Yes; Gladbach-Yes; Hastey-Yes; McDonald-Yes; Reed-Yes; Rupp-Yes; Tobin-Yes): That the Executive Committee approve Sierra Highlands Community Services District’s application into the Property Program.

MISCELLANEOUS

Future agenda items None stated.

CEO update Mr. Sells discussed the upcoming JPIA Summer Board meeting to be held on July 27, 2020. The meeting will be completely held online, possibly Zoom or other programs that JPIA staff are looking at. The main concern at this time is how to register the voting.

Ms. Thesing, Mr. deBernardi, Mr. Greenfield, and Ms. Slaven each gave updates on their departments. Mr. Eggerton was asked to give an update on ACWA.

Availability for upcoming Executive Committee meetings The next Executive Committee meeting has been scheduled for July 14, 2020 at 1:00 p.m.

The July 22nd meeting has been rescheduled to July 23, 2020 at 1:30 p.m.

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Unapproved Executive Committee meeting minutes of June 12, 2020

The Executive Committee meeting adjourned at 11:05 a.m.

Attest:

XE.G. "Jerry" Gladbach

Chairman

XWalter A. Sells

Secretary

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Prepared by: Patricia Slaven, Director of HR and Administration Date prepared: July 6, 2020

ACWA JPIA Organizational Performance Appraisal

July 14, 2020

BACKGROUND Each summer, a Performance Appraisal for the Organization is conducted for the period September 1 through August 31. Executive Committee members are asked to complete an individual appraisal along with suggested goals, and submit it to Patricia Slaven, Director of Human Resources and Administration. Ms. Slaven works with President Gladbach to compile the results.

CURRENT SITUATION The results have been collated and included on the following pages. The appraisal gives the Executive Committee members the opportunity to review past performance, but, more importantly, express where they want staff to focus efforts in the coming year. The finalized goals are then used by each member of the staff to determine their individual goals for 2020/2021 which will support successful achievement of the organizational goals.

RECOMMENDATION That the Executive Committee approve the 2019/2020 Organizational Appraisal, which includes Organizational Goals and Objectives for fiscal year 2020/2021.

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Organizational Appraisal 2019/2020

1. Address and implement recommendations from vulnerability/ penetration testingregarding JPIA cyber security.

Management Comments: Secure faxing that now occurs electronically, ratherthan on printed paper. This was just set up since March, and it’s working verywell for both Employee Benefits and Workers’ Compendation. It’s not only moreconvenient, it’s more secure since papers aren’t sitting around. Educated staff onhow to recognize fraudulent emails with monthly examples presented during AllStaff Meetings. There were multiple recommendations that came from thistesting. JPIA substantially increased security and performance of systems byimplementing password security rules, updated/configured hardwareinfrastructure. Implemented Intrusion Prevention System (IPS), and identified avendor to educate staff on phishing scams.

Executive Committee Comments:

• I would say a "5" but this is not something I personally observe. I do have aquestion with regard to either faxing the old fashioned way or new way statedbelow, copying a document, and maybe even printing one. Any machine thatscans, copy's, faxes, or emails, has in its memory that document. What is doneto secure that data stored in that machine? Secure faxing that now occurselectronically, rather than on printed paper. This was just set up since March, andit’s working very well for both Employee Benefits and Workers’ Compendation.It’s not only more convenient, it’s more secure since papers aren’t sitting around.

• This is a major accomplishment on such a critical issue It was great that you hadit tested and fixed the problems GREAT JOB

• The staff does an excellent job. They care about doing a good job and it showswith the high level of performance achieved.

• Great job of not only hardening the information systems but making staffsensitive to vulnerabilities.

• This was a solid effort in advance of a real problem. Anticipate, adapt, execute,and overcome!

• Very timely and critical. Our biggest risk is our own behavior and the hackersknow this and use it.

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2. Conduct staff engagement survey; determine areas for changes or improvementsand implement those changes.

Management Comments: Survey completed with high levels of engagement ofstaff; information shared with all staff; team to look at how to implement ideas toimprove is to be set up – interrupted by work-at-home order. No other progress atthis time.

Executive Committee Comments:

• I really can't rate this as there is no change since original survey was taken inwhich we found out some/ maybe one, in the organization was looking forimprovements and had issues. This is not a reflection on staff responsible forimplementing ideas to improve. It is what it is. I will comment on staff’sexceptionalism to want to do this in the first place. I will caution all, that there willbe other socially driven symptoms to be aware of when people return toworkplace. If we ever get back to normal, or have to adjust to a new one. I amgrateful for every one of you.

• Unfortunately, this was interrupted by COVID 19 It is refreshing to see theattitude of the staff with such a positive attitude

• As an organization ACWA JPIA empowers and enables it staff to perform at itsbest, wherever and however it needs to in order to care for their members.

• Good progress will see more results when the shelter in place order is changedand staff can return to the office. However, this may become even moreimportant if we move to more staff working at home. Staff will have to work toavoid alienation.

• We'll see after the WAH period ends. It's an important component of employeesuccess.

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3. Assess effectiveness and ease of current document storage process.

Management Comments: Held meetings with vendors to understand how tobest approach the need to simplify storage and retrieval process. Identified Office365 and SharePoint as a replacement for current document storage.Implementation is expected during the summer 2020.

Executive Committee Comments:

• Not yet in place but process looks good• Let us know how it goes. Good job.• This is a good start toward getting it done• I think this might be an easier and more uniform way to share and keep

documents.• This was interrupted by stay at home order. Results to be determined. Off to a

good start selecting vendor.• These solutions are industry standards. There are significant vulnerabilities with

these systems. The ideas developed in answer to question 1 should be useful inthis regard. Have we developed a comprehensive document retention scheduleand plan. Electronic documents can live "forever" and there is no real delete.This may be a difficulty for statutory retention and limitations issues.

• Office 365 and Sharepoint get a significant amount of bad press for pooracceptance and proprietary issues. Please see:https://www.itprotoday.com/office-365/six-common-office-365-problems-you-should-know-about We need to take a step back and consider similardeployment solutions. Not to mention cost and management complexity.

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4. Develop internal leadership skills throughout organization.

Management Comments: Two Directors attending JPIA Leadership Program.Promotion of Senior Accountant to Manager. Direct encouragement of staff toparticipate in training, conferences and certifications to expand skills.

Executive Committee Comments:

• Very forward thinking• It is good to see this progressing so well• I believe there is great productivity and higher goals reached with this approach.• The commitment is there at the top and execution with follow-up. COVID 19 has

had an effect, I'm sure.• Participation of many staff members at the Executive Committee retreat was

useful and helpful to get a feel for the organization and the it will be good for thestaff members, too.

• This is a clear indication of management's support for staff development andfollow through

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5. Create a member task group to meet and identify members’ futureneeds/wants/ideas.

Management Comments: Designated as a spring project before work from homeorder. No other progress at this time.

Executive Committee Comments:

• Good idea except isn't this why we have an executive committee• I was looking forward to this happening and still am. I am optimistic on outcome. I

expect answers to needs/wants have changed since COVID 19• We should not consider this item because of the COVID 19. Issues and not being

at the office

Overall Organizational Goal Accomplishment Rating for 2019/2020

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6. Overall comments from Executive Committee regarding accomplishments of keyobjectives:• Performance above and beyond normal circumstances• I think staff is doing an amazing job especially with what has been thrown at

them. I believe JPIA has been a rock in the storm for many. Congratulationson accomplishing key objectives not even put in place. I am a gratefulEXECUTIVE COMMITTEE member for you.

• Great accomplishments in spite of the obstacles• ACWA JPIA is to be congratulated on a job extremely well done.• Under the circumstances the organization has shown the ability to adjust to

external threats, protect the staff, and accomplish the overall organizationmission.

• The JPIA has gone through a very successful period of outreach,membership growth and new mission development. The relationship withLloyds of London, the birth of the CWIF, and many new clients are proof ofthis. The JPIA staff has done an excellent job of meeting its goals.

7. Please list any other JPIA accomplishments you would like to highlight:• Transitioned to on-line meetings for departments, all staff gatherings and

committee meetings. "INCLUDING US MEMBERS"• Your list is not only impressive, but I wonder where all of the elves are hiding

that you got so much accomplished. this list is awesome• Great list!

8. Please list any additions or changes to the suggested management goals for2020/2021:

a. Develop and deliver workshops to Executive Committee to enhanceknowledge of JPIA financial processes.

b. Conduct member survey/discussions to understand how JPIA can betterpartner with members to reduce risk and increase success.

c. Convene internal task force to review employee engagement surveyresults and determine next steps to address areas of concern.

• None to add.• Continue a critical look at the personnel needs and office space requirements

of JPIA• ACWA JPIA is always forward thinking and seeks to always attain excellence.• Can we get a mark to market of both JPIA and CWIF investments every 30

days? At least once per quarter?

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Prepared by: Walter “Andy” Sells, Chief Executive Officer Date prepared: July 7, 2020

ACWA JPIA Santa Clarita Valley Water Agency

July 14, 2020

BACKGROUND During the last 12 months, Santa Clarita Valley Water Agency (SCVWA) has experienced five water main breaks. The average claim cost for these breaks is estimated to be in excess of $200,000 each. The majority of the failures are connected to two water mains that were part of the infrastructure of Valencia Water Company, a private water company acquired by SCVWA in 2018.

CURRENT SITUATION Staff has been working with SCVWA to identify the size, type, location and possible defects in the pipe or installation process. Staff is also working with SCVWA on possible solutions including reducing pressures and potentially self-insuring future breaks/failures.

SCVWA is preparing an analysis and potential options to reduce the exposure to loss and additional claims. The analysis will be shared with the Executive Committee.

It is anticipated any recommendation requiring Executive Committee action will be presented to the Committee at the July 23, 2020 meeting.

RECOMMENDATION None, informational only.

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Prepared by: Nidia Watkins, Member Services Rep. II Date prepared: July 6, 2020

ACWA JPIA Membership Approval Request

July 14, 2020

AGENCY INFORMATION Program Join Date

Monroeville Water District Liability Applying Willows, California Glenn County

Date Formed: 2017 Type of Agency: Water District Date Joined ACWA: Applying

LINES OF COVERAGE

Program Payroll Quoted Premium

Current Carrier

Liability $0 $2,250 None

BACKGROUND The Monroeville Water District was formed in 2017 by mail ballot elections, with the original name of Glenn Ground Water District. In 2019, the District changed its name to Monroeville Water District. Currently, the District's legal and administrative services are by contract with Garner & Associates. The District purpose is to managed the groundwater in its established boundaries which span the Corning and Colusa Sub- basins. There are no current water connections, nor facilities, nor employees. The five-member Board is meeting regularly and becoming more active due to the recent groundwater sustainability law changes.

LOSS HISTORY: No losses sustained since the District was formed in 2017.

RECOMMENDATION That the Executive Committee approve Monroeville Water District’s application for admission into the Liability Program effective August 1, 2020.

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Prepared by: Walter “Andy” Sells, CEO Date prepared: July 7, 2020

ACWA JPIA CEO Update July 14, 2020

BACKGROUND This is a standing item on Executive Committee agendas.

CURRENT SITUATION The JPIA’s Chief Executive Officer, Andy Sells, will update the Executive Committee on relevant current issues, progress on the current Goals & Objectives, and potential future opportunities and challenges.

• JPIA update• Manager’s department updates

RECOMMENDATION None, informational only.

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JPIA MEETING & CONFERENCE CALENDAR – 2020

Date Prepared: 6/17/2020 11:51 AM

MEETING

DATES

BOARD OF

DIRECTORS EXECUTIVE PERSONNEL

FINANCE &

AUDIT

P R O G R A M SRISK

MGMT Emp.

Benefits Liability Property

Work Comp

JAN 15 11:00 AM ONTARIO

JAN 22 8:30 AM

APRIL 10 10:00 AM

ZOOM

MAY 1 10:00 AM

ZOOM

MAY 14 10:00 AM

ZOOM

MAY 15 10:00 AM

ZOOM

MAY 28 10:00 AM

ZOOM

JUN 1 2:00 PM ZOOM

JUN 11 10:00 AM

ZOOM

JUN 12 10:00 AM

ZOOM

JUL 14 1:00 PM ZOOM

JUL 22 9:00 AM ZOOM

JUL 23 1:30 PM ZOOM

JUL 27 TBD

AUG 24 1:00 PM 3:00 PM

AUG 25 8:30 AM

OCT 7 TBD

OCT 22 8:30 AM

NOV 30 1:30 PM 10:15 AM

**DATES AND TIMES SUBJECT TO CHANGE

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