Administrative Procedure .....................................................................................................................Date Issued or Revised

I. General
I-1 Administrative Procedures.......................................................................................................................................3/8/02
I-2 Staff Reports...........................................................................................................................................................7/03/07

1-2 Attachment 1 (pdf) (Word) Forrmat for Interoffice Memorandum Staff Reports directed to District Management and/or Staff
1-2 Attachment 2 (pdf) (Word) Format for Board/Board Committee Staff Reports
1-2 Attachment 3 (pdf) (Word) Format for Board Representative and Liaison Committee Pre-meeting Reports

I-3 District Equipment/Facilities................................................................................................................................... .3/8/02
I-4 Desktop Personal Computers................................................................................................................................ 10/22/92

1-4 Exhibit A Computer Hardware/Software Request (PDF)  (Word Document)

I-5 Fair Labor Standards Act - Exemptions................................................................................................................ ..9/3/04
I-6 Fair Labor Standards Act - Non-exempt Positions............................................................................................. .. .2/19/88
I-7 Assignment of District Vehicles, Maintenance, Mileage Reimbursement................................................................... 12/7/00
I-8 Telephone Procedures............................................................................................................................................3/8/88
I-9 Business Expenses.................................................................................................................................................. 9/14/07

1-9 Exhibit A Travel Authorization Request (PDF) (Excel Document)
1-9 Exhibit B Travel Expense Form (PDF) (Excel Document)
1-9 Exhibit C Business Expense Voucher for Non-Receipted Expenditures (PDF) (Word Document)
1-9 Exhibit D Business Expense Report (PDF) (Word Document)

I-10 Separating Employee Procedure........................................................................................................................ ...8/1/03

1-10 Exhibit A Resignation Form (PDF) (Word Document)
1-10 Exhibit B Intent to Retire Form (PDF) (Word Document)
1-10 Exhibit C Property Inventory Form (PDF) (Word Document)
1-10 Exhibit D Final Wage Payment Form (PDF) (Word Document)

I-11 Employee Driver's License................................................................................................................................... 11/15/00
I-12 Using Visual Aids in Board Presentations.............................................................................................................. 4/19/90

Exhibit A - Examples of Clear Attractive Visual Aids
Exhibit B - Chart and Graph Selection

I-13 Schedule and Preparation of Board and Board Committee Agenda Items................................................. .............3/17/08

Exhibit A - Sample Board Agenda
Exhibit B - Definitions of Agenda Categories
Exhibit C - Sample Committee Agenda
Exhibit D - Sample Board Items Calendar
Exhibit E -Agenda Docket Format
Exhibit E1 - Agenda Docket Format Page 2
Exhibit F - Recommended Action Wording
Exhibit G - Staff Report Format
Exhibit H - Board Resolutions
Exhibit I - Format for Closed Session Work Paper
Exhibit J - Sample Closed Session Cites
Exhibit K - Sample Fax Transmittal to Legal Counsel

I-14 District Telephones, Facsimile (FAX), and Copy Machines.................................................................................. 11/1/90
I-15 Drug and Alcohol-Free Workplace...................................................................................................................... 11/15/00
I-16 Gifts & Gratuities.................................................................................................................................................. 4/28/97
I-17 Standardized Photocopy Charges...................................................................................................................... ...3/15/97
I-18 Electronic Mail Policy........................................................................................................................................... 6/21/99

I-18 Exhibit A

I-19 Change of Address/Telephone Number................................................................................................................ 9/3/04

I-19 Exhibit A

I-20 Master Project Authorization............................................................................................................................... 12/1/94

1-20 Exhibit A (PDF) (Word Document)
1-20 Exhibit B

I-21 Land Acquisition.................................................................................................................................................. 7/1/95

1-21 Exhibit A
1-21 Exhibit B
1-21 Exhibit C
1-21 Exhibit D

I-22 Execution of Standard Agreement Procedure....................................................................................................... 11/1/93

1-22 Exhibit A
1-22 Exhibit B
1-22 Exhibit C
1-22 Exhibit D

I-23 Project Warranty Administration and Response................................................................................................... 10/15/96

1-23 Exhibit A

I-24 Applicant Projects............................................................................................................................................... 1/31/97

1-24 Exhibit A
1-24 Exhibit B
1-24 Exhibit C
1-24 Exhibit D

I-25 Responding to Requests for Public Records.......................................................................................................... 3/1/98
I-26 Tool and Equipment Inventory Control................................................................................................................. 4/13/98

1-26 Exhibit A
1-26 Exhibit B

I-27 Outside Employment............................................................................................................................................. 9/15/00

1-27 Exhibit A
1-27 Exhibit B

I-28 Internet Use Policy............................................................................................................................................... 6/21/99

1-28 Exhibit A

I-29 Raw Water Applicant Projects............................................................................................................................. 7/3/01

1-29 Exhibit A Raw Water Service Matrix

II. Personnel Selection
II-1 Personnel Requisition Process.............................................................................................................................. 8/20/04

Exhibit A Position Requisition (Word)

II-2 Deleted................................................................................................................................................................. 8/90
II-3 Pre-placement Physical Examinations.................................................................................................................... 8/20/04
II-4 Requisition for Temporary Agency Personnel........................................................................................................ 8/20/04

Exhibit A - Temporary Agency Requisition

II-5 Student Intern Program.......................................................................................................................................... 8/20/04

Exhibit A - Student Intern Employment Requisition Form
Exhibit B - Salary Step Definitions
Exhibit C - Request to Extend Ending Date (Word)

II-6 Reference Checks................................................................................................................................................ 11/15/00

Exhibit A - Guidelines for Reference Checking
Exhibit B - Reference Checking
Exhibit C - Authorization to Release Information

II-7 Anti-Nepotism .................................................................................................................................................... 12/21/99
II-8 Hiring Retirees & Former Board Members as Temporary Employees or Consultants............................... ..............6/9/99
II-9 Personnel Evaluation Procedure ........................................................................................................................... 11/15/00

Exhibit A- Procedures
Exhibit B - Instructions
Exhibit C - Performance Improvement Plans (PDF) (Word Document)
Exhibit D - Secretarial Performance Form (PDF) (Word Document)
Exhibit E - Clerical Performance Form (PDF) (Word Document)
Exhibit F - O & M Performance Form (PDF) (Word Document)
Exhibit G - Supervisor - Managerial Performance Form (PDF) (Word Document)
Exhibit H - Engineering Tech Peformance Form (PDF) (Word Document)
Exhibit I - Sample Discussion Form (PDF) (Word Document)

III. Classification
III-1 Class Specifications ............................................................................................................................................ 9/25/95
III-2 Amendment to Classification Plan ....................................................................................................................... 4/15/92

IV. Labor Relations
IV-1 Disciplinary Procedures ..................................................................................................................................... 11/15/00

Exhibit A - Report of Disciplinary Action (Word Document)
Exhibit B - Confirmation of Verbal Reprimand (Word Document)
Exhibit C - Written Reprimand (Word Document)
Exhibit D - Notice of Intent to Terminate (or Suspend of Demote) (Word Document)
Exhibit E - Notice of Termination (or Suspension or Demotion) (Word Document)
Exhibit F- Notice of Rejection of Temporary (or Probationary) Appointment (Word Document)

IV-2 Allocation of Classifications to Bargaining Units .................................................................................................. 5/15/02
IV-3 Administration of Grievances ...............................................................................................................................11/15/00

V. Employee Development
V Educational Reimbursement................................................................................................................................... ..3/4/94

Exhibit A - Educational Reimbursement Form

VI. Payroll
VI-1 Deferred Compensation Plan/ICMA Retirement Trust ........................................................................................ 8/20/04

VII. Supplemental Benefits
VII-1 Deleted ............................................................................................................................................................ 11/92
VII-2 Deleted ............................................................................................................................................................ 11/92
VII-3 Sick Leave Monitoring ..................................................................................................................................... 11/15/00
VII-4 Leave of Absence With or Without Pay ........................................................................................................... .11/1/96

Exhibit A: Leave of Absence Request
Exhibit B: Certification
Exhibit C: Return to Work
Exhibit D: Notice of Rights
Exhibit E: Posting

VII-5 Employee Attendance Recognition Program....................................................................................................... 7/1/02

VIII. Salary Administration
VIII-1 Salary Administration ................................................................................................................................... ... 8/20/90

IX. Safety Program
IX-1 General Description .......................................................................................................................................... .11/15/00
IX-2 Safety Committee ............................................................................................................................................. .07/17/09

Exhibit A - Meeting Agenda Template
Exhibit A - Meeting Notes Template
Exhibit B - Application
Exhibit C - Organization Chart
Exhibit D - District Groups-Sections
Exhibit E - Actions-Tracking Form

X-3 Safety Awards................................................................................................................................................................ 7/1/02
IX-4 Regulation of Smoking in Facilities of the District ................................................................................................ 11/15/00
IX-5 Deleted.............................................................................................................................................................. 11/1/90
IX-6 Material Found In or Around the Contra Costa Canal ................................................................................... .....11/1/90

Exhibit A - Report of Foreign Materials in the Canal or in the Canal Right-of-Way (Word Document)

IX-7 Liability Claims .................................................................................................................................................... 12/30/03
IX-8 Industrial Injury Reporting .................................................................................................................................. 11/15/00

Exhibit A - Designation of Personal Physician (Word Document)
Exhibit B - Urgent Care Facilities for All Workers' Compensation Injuries (Word Document)
Exhibit C - Supervisor's Accident Review Form (Word Document)
Exhibit D - Employee's Claim for Workers' Compensation Benefits
Exhibit E - Medical Treatment Authorization (Word Document)
Exhibit F - Request for Alternative Work Assignment (Word Document)

IX-9 Safety Incident Investigation...............................................................................................................................09/30/09

X. Finance
X-1 Indirect Cost Recovery Plan................................................................................................................................. 2/22/05

Exhibit A - Indirect Cost Rate Calculation - District Wide
Exhibit B - Indirect Cost Rate Calculation - Calfed

X-2 Contract Development, Review and Approval ..................................................................................................... 3/25/92
X-3 See XIII-2
X-4 Purchasing/Procurement ..................................................................................................................................... .2/01/07

Exhibit A - Purchase Requisition (PDF) (Excel File)
Exhibit B - Purchase Order (Word Document)
Exhibit C - Contractual Service Order Request (Word Document)
Exhibit D - Sundry Purchase Order (Word Document)
Exhibit E - Request for Check (PDF) (Excel File)

X-5 Collection of Accounts Receivable..................................................................................................................... ..12/15/91
X-6 Review and Approval of Purchase Order Requests and Payment of Invoices............................................... ..........9/11/06

Exhibit A Purchase Approval Routing Process
Exhibit B Process for Adding Accounts
Exhibit C Processing of Invoices
Exhibit D Invoice Summary Sheet

X-7 Selection of Professional and Technical Services .................................................................................................. 9/5/01

Exhibit A Sample Request for Qualifications (RFQ) letter format (Word Document)
Exhibit B Sample Request for Qualifications (RFQ) (Word Document)
Exhibit C Consultant Statement of Qualifications (SOQ) form (Word Document)
Exhibit D Request for Proposal (RFP) cover letter contents (Word Document)
Exhibit E Sample Request for Proposal (RFP) letter (Word Document)
Exhibit F Request for Proposal (RFP) Requirements (Word Document)
Exhibit G Sample Request for Proposal (RFP) (Word Document)
Exhibit H Code of Regulations, Chapter 7.08 (Word Document)
Exhibit I Check off List (Word Document)

X-8 Development, Review, Approval and Custody of Professional Technical and other Service Contracts....................10/30/95

Exhibit A. Standard Forms Contract
Exhibit B. Project Standard Form Contract - Short Form
Exhibit C. Project-Standard Form Contract - Long Form
Exhibit D-1 Contract/Amendment Submittal
Exhibit D-2 Sample Transmittal Memo
Exhibit E. Standard Form Contract Amendment
Exhibit F. Contractual Service Order Request
Exhibit G. Sample Notice to Proceed

X-9 Budget Transfers ................................................................................................................................................ 11/24/08

Exhibit A as an Excel File

X-10 Tax-Exempt Commercial Paper......................................................................................................................... 3/15/97

XI. Employee Relations
XI-1 Employee Appreciation Program ....................................................................................................................... 7/18/02

X-1 A Application Form

XI-2 Workplace Threat/Violence Policy .................................................................................................................... 11/5/98
XI-3 Alcohol and Drug Testing for Commercial Vehicle Drivers .................................................................................. 7/8/04

Exhibit A - Alcohol And Drug Testing For Commercial Vehicle Drivers

XII. Affirmative Action
XII-1 Minority/Woman-Owned Business Enterprises (MWBE) Program .................................................................... 1/3/89

Exhibit A - Questionnaire (Word Document)

XII-2 Sexual Harassment ...................................................................................................................................... .....11/15/00
XII-3 AIDS (Acquired Immune Deficiency Syndrome) Policy ................................................................................ .....11/1/90
XII-4 Equal Employment Opportunity; Prohibition of Discrimination,Harassment, and Retaliation ................................. 11/1/04

XIII. General Services
XIII-1 Public Areas in District Buildings...................................................................................................................... 12/15/91
XIII-2 Replacement of District Vehicles.................................................................................................................... 6/8/92
XIII-3 Keys and Access to District Facilities.............................................................................................................. 11/01/08

Exhibit A - Facility Landlords
Exhibit B - Key Record
Exhibit C - Mechanical Key Request For Employees
Exhibit D - Returning Keys and ECARDS
Exhibit E - Reporting Lost Keys
Exhibit F - Request For Replacement Keys
Exhibit G - ECARD Request for Employees
Exhibit H - Padlock Installation Request For Contractors
Exhibit I - ECARD Request For Contractors.pdf

XIII-4 Real Property Document Recording ................................................................................................................. 9/15/97
XIII-5 Citation Authority............................................................................................................................................. 9/5/01

Exhibit A - Resolution No. 98-0 (Word Document)
Exhibit B-Ordinance 01-01 (Word Document
Exhibit C (Excel Document)