Polices

Goals of the Code of Ethics & Values: To make our District a better District, built on mutual respect and trust. To promote and maintain the highest standards of personal and professional conduct among all involved in District government, District staff, volunteers and members of the District's Board. This policy applies to all elected officials, officers, employees, members of advisory committees, explorers and volunteers of the District, herein called officials for the purposes of this policy.

The proper operation of democratic government requires that decision-makers be independent, impartial and accountable to the people they serve. The District has adopted this Code of Ethics & Values to promote and maintain the highest standards of personal and professional conduct in the District's government.

All elected and appointed officials, District employees, volunteers and others who participate in the District's government are required to subscribe to this Code, understand how it applies to their specific responsibilities and practice its eight core values in their work. Because we seek public confidence in the District's services and public trust of its decision-makers, our decisions and our work must meet the most demanding ethical standards and demonstrate the highest levels of achievement in following this Code.

Core Values:

As participatory officials in the District's government, we subscribe to the following Core Values:

As a Representative of the District, I will be ethical. In practice, this value looks like:

• I am trustworthy, acting with the utmost integrity and moral courage.
• I am truthful. I do what I say I will do. I am dependable.
• I make impartial decisions, free of bribes, unlawful gifts, narrow political interests, financial and other personal interests that impair my independence of judgment or action.
• I am fair, distributing benefits and burdens according to consistent and equitable criteria.
• I extend equal opportunities and due process to all parties in matters under consideration. If I engage in unilateral meetings and discussions, I do so without making voting decisions.
• I show respect for persons, confidences and information designated as "confidential."
• I use my title(s) only when conducting official District business, for information purposes or as an indication of background and expertise, carefully considering whether I am exceeding or appearing to exceed my authority.
• I will avoid actions that might cause the public or others to question my independent judgment.

As a Representative of the District, I will be professional. In practice, this value looks like:

• I apply my knowledge and expertise to my assigned activities and to the interpersonal relationships that are part of my job in a consistent, confident, competent and productive manner.
• I approach my job and work-related relationships with a positive, collaborative attitude.
• I keep my professional education, knowledge and skills current and growing.

As a Representative of the District, I will be service-oriented. In practice, this value looks like:

• I provide friendly, receptive, courteous service to everyone.
• I attune to and care about the needs and issues of citizens, public officials and District workers.
• In my interactions with constituents, I am interested, engaged and responsive.

As a Representative of the District, I will be fiscally responsible. In practice, this value looks like:

• I make decisions after prudent consideration of their financial impact, taking into account the long-term financial needs of the District, especially its financial stability.
• I demonstrate concern for the proper use of District assets (e.g., personnel, time, property, equipment, funds) and follow established procedures.
• I make good financial decisions that seek to preserve programs and services for District residents.
• I have knowledge of and adhere to the District’s Purchasing and Contracting and Allocation of Funds Policies.

As a Representative of the District, I will be organized. In practice, this value looks like:

• I act in an efficient manner, making decisions and recommendations based upon research and facts, taking into consideration short and long term goals.
• I follow through in a responsible way, keeping others informed and responding in a timely fashion.
• I am respectful of established District processes and guidelines.

As a Representative of the District, I will be communicative. In practice, this value looks like:

• I positively convey the District's care for and commitment to its citizens.
• I communicate in various ways that I am approachable, open-minded and willing to participate in dialog.
• I engage in effective two-way communication, by listening carefully, asking questions and determining an appropriate response which adds value to conversations.

As a Representative of the District, I will be collaborative. In practice, this value looks like:

• I act in a cooperative manner with groups and other individuals, working together in a spirit of tolerance and understanding.
• I work towards consensus building and gain value from diverse opinions.
• I accomplish the goals and responsibilities of my individual position, while respecting my role as a member of a team.
• I consider the broader regional and statewide implications of the District's decisions and issues.

As a Representative of the District, I will be progressive. In practice, this value looks like:

• I exhibit a proactive, innovative approach to setting goals and conducting the District's business.
• I display a style that maintains consistent standards, but is also sensitive to the need for compromise, "thinking outside the box" and improving existing paradigms when necessary.
• I promote intelligent and thoughtful innovation in order to forward the District's policy agenda and District services.

Enforcement:

Any official found to be in violation of this Code of Ethics and Values may be subject to Censure by the District Board. Any member of any advisory Committee found in violation may be subject to dismissal from the Committee. In the case of an employee, appropriate action shall be taken by the General Manager or by an authorized designee.

STALLION SPRINGS COMMUNITY SERVICES DISTRICT

FINANCIAL RESERVES POLICY

1.   The Stallion Springs Community Services District considers a reserve policy for the district to be a critical part of the overall mission statement. The Stallion Springs C.S.D. mission statement is as follows: "The mission of Stallion Springs C.S.D. is to provide the highest quality of services as designated by law to the community. The services shall be provided in an efficient, economical and reliable manner. The Stallion Springs Board, Management and Staff are committed to promoting a safe, courteous and positive attitude in accomplishing our mission".

2.    The Stallion Springs C.S.D. is an independent special district with many areas' of responsibilities to the community of Stallion Springs. The district maintains separate accounts for various areas of responsibilities. Separate accounts would involve expenses and revenues and reserves. The district, each year presents, and operates a balanced budget for each fiscal year. The district's philosophy over the years has been to avoid borrowing money if at all possible and pay for services rendered from existing funds.

3.    Each year the General Manager prepares a budget for the upcoming fiscal year. The budget is broken down by each department and reflects in the budget revenues and expenses. The budget would also reflect projected monies set aside for reserves or projected shortfalls that may call for reserves. The budget is reviewed by the finance committee and approved by the Stallion Springs Board of Directors. Each year after the close of the preceding fiscal year the General Manager presents to the finance committee and the Stallion Springs Board of Directors a report that addresses the actual revenue and expenses for each department. A recommendation is presented by the General Manager to the Stallion Springs Board of Directors in regard to money available by department for reserves and money needed from reserves to make up a shortfall by a department. At a monthly meeting of the Stallion Springs Board of Directors (at which the public is invited) the Board will vote and provide direction in regard to the General Managers recommendation for funds to be placed in the Capital Improvement Reserve Account by department and the need, when a yearly operating deficit occurs, to withdraw funds from the Capital Improvement Account by department.

4.    The Stallion Springs Community Services District sees a need for a reserve fund account, entitled the Capital Improvement Account, for the following reasons:

      A.     Capital Improvements and other capital needs. The Stallion Springs C.S.D. realizes that the district must look at infrastructure, vehicles, equipment, etc. and maintain, replace and upgrade such items in order to run the operations of the district properly.

      B.      Rate stabilization funds. From time to time the district would be in need of reserve money to make up a shortfall in the existing years operation for a specific department. The General Manager would present the request to the Board of Directors at a Board Meeting. The request would note the money needed to be taken from reserves, the reason for the shortfall and the solution so that the shortfall would not be ongoing. The Board would be asked to approve withdrawing funds from the specific departments Capita\ Reserve Account and place that money in the operations of the department to make1 up for the shortfall.

      C.      Emergency needs. From time-to-time emergencies arise. These emergencies may be natural disasters, a breakdown in equipment or a large break in the infrastructure. These emergencies require funds to address and care for the problem. A reserve fund is necessary to care for these needs. The department requiring the emergency need would consider the money necessary to care for the emergency. The General Manager would make a request to the Board of Directors at a Board Meeting (the Public is always welcome) money to be withdrawn from the specific departments reserve fund to handle the emergency. Should there not be enough funds in the specific department to handle the emergency the General Manager would request that funds be borrowed from another departments reserve fund within the district with a time frame to pay back the various departments reserve fund noted this in writing.

      D.      The General Manager will from time to time bring to the Boards attention the need for funds to properly replace or repair capital items. The Board of Directors may elect to utilize reserve funds to fund capital improvements as opposed to borrowing funds.

      E.      Reserves may be used to pay off Debt Service. The district attempts to not incur a debt in both its operations and capital needs but should a debt occur reserves may be necessary to assist in paying off the debt. The decision in this regard will be based on a recommendation by the General Manager and approval from the Board of Directors at a Board of Directors Meeting. Please note that there are instances where borrowing money may be less "expensive" than using the reserve funds.

      F.   Contingency Reserve. This would be money necessary for unusual cash flow requirements, unforeseen operating expenses, such as new regulatory requirements, revenue shortfalls and economic uncertainties, such as downturns in the economy.

5.    The investing of Stallion Springs Community Services District Reserves. The Board of Directors has directed that monies designated for the Capital Reserve Fund be placed in Kern County Account 50390. The Kern County Fiscal Committee is responsible for the investment of such funds. The Board of Directors of Stallion Springs is informed from time to time by the county regarding the financial return on the district reserve monies.    ·

6.   The Stallion Springs Board of Directors and Staff realize that the district is fiscally responsible to the property owners and residence of Stallion Springs. A reserve account for the proper operation of Stallion Springs is necessary. The Board of Directors will always do everything within its power to keep an open dialogue with the community in regard to the need for reserves, where reserve funds are needed and the reason for expending reserve funds.

Resolution No. 2002-25, passed Dec 17, 2002

Agendas

The General Manager, in cooperation with the Stallion Springs Community Services District (District) Board of Directors (Board) Chair, shall prepare an agenda for each Regular and Special meeting of the Board in accordance with the Ralph M. Brown Act (California Government Code Section 54950]. Any Director may request any item to be placed on the agenda by contacting the General Manager at least fourteen business days prior to the date of the meeting.

Any member of the public may request that a matter directly related to District business be placed on the agenda of a regularly scheduled Board meeting, subject to the following conditions:

1. The request must be in writing and be submitted to the General Manager, together with supporting documents and information, if any, at least fourteen business days prior to the date of the meeting;
2. The General Manager shall be the sole judge of whether the public request is or is not a "matter directly related to District business." The public member requesting the agenda item may appeal the General Manager's decision at the next Regular Board meeting. Any Director may request that the item be placed on the agenda of the Board's next regular meeting.
3. No matter which is legally a proper subject for consideration by the Board in closed session will be accepted under this policy;
4. The Board may place limitations on the total time to be devoted to a public request issue at any meeting, and may limit the time allowed for any one person to speak on the issue at the meeting.

This policy does not prevent the Board from receiving public comments at Regular and Special meetings of the Board on matters which are not on the agenda that a member of the public may wish to bring before the Board. However, the Board shall not discuss or take action on such matters at that meeting, other than providing brief general directions to staff regarding the matter, if appropriate.

At least 72 hours prior to the time of all Regular meetings, an agenda, which includes but is not limited to all matters on which there may be discussion and/or action by the Board, shall be posted in a place that is freely accessible to members of the public (California Government Code 54954.2 (a)(1)). If the District maintains a website, the agenda shall be posted on the website for public information at the same time. All information made available to the Board (except confidential information allowed by State law per legal counsel authority) shall be available for public review prior to the board meeting.

The agenda for a Special meeting shall be posted at least 24 hours before the meeting in the same location as for Regular Meeting agendas (California Government Code Section 54956).

The General Manager of the meetings described herein shall determine the order in which agenda items shall be considered for discussion and/or action by the Board, subject to re-ordering of the agenda by the Board at the meeting.

Meetings

1. Regular Meetings of the District Board of Directors shall be held on the third Tuesday of each calendar month at 6:00 p.m. in the District Boardroom.
2. Special Meetings of the Board may be called by the Board Chair or by a majority of the Board by delivering written notice to each member of the legislative body and to each local newspaper of general circulation and radio or television stations, requesting notice, in writing and posting a notice on the District's web site. The notice shall be delivered personally or by any other means at least 24 hours before the time of the meeting as specified in the notice. The call and notice shall specify the time and place of the Special meeting and the business to be transacted or discussed. No other business shall be considered by the Board at these meetings.
3. Emergency Meetings. In the event of an emergency situation involving matters upon which prompt action is necessary due to the disruption or threatened disruption of public facilities, the Board may hold an Emergency Special meeting without complying with the 24-hour notice. An emergency situation means a crippling disaster which severely impairs public health, safety, or both, as determined by the Board Chair or a majority of the Board. Newspapers of general circulation in the District, radio and television stations which have requested notice of Special meetings shall be notified by at least one hour prior to the emergency meeting. In the event that telephone services are not functioning, the notice requirement of one hour is waived, but the Board, or its designee, shall notify such newspapers, radio stations, or television stations of the fact of the holding of the Emergency Special meeting, and of any action taken by the Board, as soon after the meeting as possible.
   Closed session may be held during an Emergency meeting by a unanimous vote of the members present, and all other rules governing Special meetings shall be observed with the exception of the 24-hour notice. The minutes of the Emergency meeting, a list of persons the Board or designee notified or attempted to notify, a copy of the roll call vote(s), and any actions taken at such meeting shall be posted for a minimum of ten days in the District office as soon after the meeting as possible.
4. Adjourned Meetings. A majority vote by the Board of Directors may terminate any Board meeting at any place in the agenda and adjourn the to any time and place specified in the order of adjournment, except that if no Directors are present at any Regular or Adjourned Regular meeting, the General Manager may declare the meeting adjourned to a stated time and place, and he/she shall cause a written notice of adjournment to be given.
5. Standing Committee Meetings. The meetings of standing Committees (comprised of four Board members less than a quorum), are subject to the notice and open meeting provision of the Brown Act.

The Board Clerk shall ensure that all required and appropriate information is available for the audience at meetings of the Board of Directors, and that physical facilities for said meetings are functional and appropriate for all persons.

Purpose:
To explain District policy on travel expenditures

Scope:
This Policy applies to all personnel and any person being sponsored by the District.

Policy:
Stallion Springs Community Services District recognizes the necessity for its board members and employees to travel to conduct business, training, or attend meetings. This document is intened to clarify what is the District's responsibility and to provide guidelines to its employees and board members.

1. The manager of that particular department shall pre-approve any traveling or expense related to traveling and signed by the General Manager.
2. The request should be made in writing, dated and signed by the parties making such a request.
3. Under normal conditions those expenses should be budgeted in that program.
4. For non-budgeted travel the General Manager or his/her designee shall have the authority to approve or deny any request made.
5. Request should include cost of transportation, hotel, meals, vehicle rental, parking and incidentals.
6. If the person wants to travel by his/her personal vehicle they must receive pre-approval by the manager of that program.
7. If the distance travel is greater than 700 miles round trip, it is expected that the employee will travel by air. However if the employee wants to use her/his own vehicle they can with the approval of the program manager. Unless other arrangements are made the employee will only receive payment for expenses equal to the lesser cost for traveling.
8. Please note what items were paid by personal funds, such as cash, and personal credit card. All itemized receipts must be attached.
9. All expenses have to be approved by the General Manager. The General Manager must receive Board approval for any non-reimbursable trips over $1,000.00.
10. Occupancy and meals are for employees only. Meals must include itemized receipts only.
11. Lodging allowane is a maximum of $250.00 per night + tax and charges.
12. Alcoholic beverages are non-reimbursable and not encouraged during District travel.
13. Receipts for al expenses must be turned in. Items without a receipt are subject to being denied.
14. Reimbursement for traveling by personal vehicle will be at the standard IRS mileage rate.
15. Per Diem - $75.00 per day+ tax & gratuity for meals for one-day travel or more. For less then one day travel, meal expense compensation shall be $15.00+tax & gratuity for breakfast $15.00+tax & gratuity lunch, $ 45.00+tax & gratuity for dinner.. This per diem shall not include the purchase of alcoholic beverages.
16. Please note on Expense Record if the trip is reimbursable by another agency i.e. Post.
17. All travel and lodging arrangements should be made through the administration office.
18. A request for use of the District’s credit card should be made through your program manager to the administration.