Administration & Finance
We are at the heart of the District's operations, providing strategic guidance, essential support, and diligent oversight to all its functions. Our team is composed of dedicated individuals working across various roles, including the Board of Directors, the Office of the General Manager, Secretary of the Board, Communications, and General Counsel.
In addition, our Administrative Services Director oversees crucial areas such as Finance, Utility Billing, Customer Service, Risk Management, and Information Technology. Together, we ensure the District operates smoothly, effectively, and with complete transparency.
Our responsibilities extend beyond oversight to providing specific administrative services to other District departments. These include the Police, Water, Roads, General Services, and Wastewater departments.
Hours of Operation
8 am - 4:30 pm Monday through Friday
Utility Payment OptionsClick Here for Online Bill Pay
Enrolling in autopay with BVCSD is not only a smart move, it's a convenient and stress-free way to manage your utility bills. No more worrying about due dates, no more writing checks, and no more late fees. Autopay is an automated system that takes care of your payments without fail, whether you're home or away. It's a seamless service open to all our customers in good standing, providing you with peace of mind, knowing that your bills are always paid on time.
To set up autopay, all you need is a voided check or a copy of a check from your bank account. Simply bring this into the BVCSD office and our friendly staff will assist you with the sign-up process. Remember, with autopay, you still retain full control. You'll continue to receive your itemized bill each month, and if there are any concerns, you can call BVCSD at any time to discuss or even stop a payment if necessary.
There are no additional charges from BVCSD for this service. Start enjoying the ease and reliability of autopay today. Don’t delay, bring your voided check to our office and say goodbye to the hassle of bill payments!
While we are actively developing a system to accept debit and credit card payments in the future, please note that at this time, our Administrative office can only process payments made via check or cash.
Utility Service Shut-off & Late Charge Policies
All bills for water, sewer and refuse service are due and payable on the date specified on the bill.
Charges become delinquent on the business day following the due date and will be subject to a 10% late charge. Additional penalties of 1% per month will be added if subsequent due dates are missed. Late charges applied to the account cannot be reversed.
After a second missed payment, a written notice will be issued. All past due charges, plus a $30 Notification Fee, must be paid within 30 days to avoid disconnection. Any late charges or penalties associated with shut off notices cannot be reversed once applied to the account.
If the delinquent balance and fees are not paid in full within 30 days, water service will be discontinued, and additional notification and disconnection/reconnection fees will incur. Payment of all charges, penalties and fees is required before service is restored.
Personal Bank Bill-pay
If you use a bill pay service through your bank, please schedule the payment so it arrives prior to the due date. Most banks issue and mail a paper check, so take this time into account. Bill pay checks received after the due date are subject to a non-reversable late charge.
Service Request Fees
Control valve or angle stop shut off/turn on requests will be charged as follows:
- Requests made during business hours Monday-Friday 7:30am-3:30pm, each request will incur a $50 service fee to be added to the water bill.
- Requests made outside of business hours or anytime Saturday and Sunday, each request will incur a $100 service fee to be added to the water bill.
Meter Box Obstruction Policy
Please make sure that your meter box is accessible for the meter reader to read your meter. Per District Ordinance Code 7-1-6 (C.) No person shall place or permit the placement of any object in a manner which will interfere with the free access to a meter box or will interfere with the reading of a meter.
Easements and rights of way are to be kept free of encroachment of any kind, and the district shall have full access thereto, and any obstructions shall be removed at the expense of the owner.
Service fee is added to water bill
(7:30 am - 3:30 pm)
As a critical cog in the District's wheel, the Finance Department is committed to ensuring financial stability, efficiency, and transparency in our operations. We handle an array of activities to keep the District financially healthy and sustainable.
Our duties revolve around a number of key functions:
- Budgeting and General Accounting: We prepare the District-wide budget, including forecasting revenues and expenditures, monitoring, and approving expenses. We maintain an open book to discuss and resolve budget issues with appropriate staff and adjust as necessary.
- Financial Management and Information System Activities: We manage the District’s financial resources prudently. This involves managing and coordinating the District’s investment portfolio, administering debt financing and capital management programs.
- Auditing: We maintain the integrity of financial operations by conducting regular audits. Our aim is to ensure adherence to federal, state, and local laws, codes, and regulations.
- Risk Management: We oversee the District’s risk management functions, which include general liability, property, special events insurance, workers compensation, and employee benefit programs.
- Policy Recommendations: We play a critical role in formulating financial policies that influence the District's financial health. Our insights drive the crafting of laws, ordinances, resolutions, and programs related to the Department's activities.
- Liaison: Serving as a key point of contact, we liaise with federal, state, regional, county, and special district agencies to ensure efficient and effective financial operations.
- Public and Community Relations: We stay updated on issues relevant to the field of finance, risk management, and information systems. We also resolve sensitive and complex community and organizational inquiries, issues, and complaints, while maintaining a customer service orientation.
Checks issued by the District but not cashed within six (6) months of issue are considered Unclaimed Checks. The Finance Department holds these payments, which are not the property of the District, for three (3) years after the date of issue.
After that time, pursuant to State of California Government Code Section 50050, the City is Required to publish a public notice listing unclaimed amounts three (3) or more years past their issue date. We post this information in the local newspaper annually.
In accordance with California Government Code sections 50050, 50551, and 50056, once three (3) years have elapsed since a warrant’s issuance date, the District will publish notice of unclaimed stale warrants in the local newspaper once per week for two successive weeks. If a claim is not made within 60 days after first notice is posted, the funds will become the property of the District.
Click on the link below to search the District’s listing of stale-dated warrants. If you believe that one of the listed warrants belongs to you, you must file a claim by completing the District’s claim form from the link below.
You may file a claim at any time until the date on which the money becomes the property of the District. If the District’s review of the Claim Form indicates that you are entitled to the warrant, and the warrant was not previously reissued, the District will reissue it to you.
Understanding Your District's Annual Audit
The annual audit is a thorough examination of the financial health and integrity of the Bear Valley Community Services District. It's a bit like a yearly financial "check-up" to ensure everything is running as it should. Here's what you need to know:
What is the Audit About?
The audit takes a detailed look at our financial statements for the fiscal year. For this example, we will use an audit for the Fiscal Year ending June 30, 2019. This includes everything from our governmental activities and business-type activities to each major fund and the collective fund information.
Who Does the Audit?
The audit is conducted by independent auditors - professionals who aren't part of our district. This ensures that they can provide an objective and unbiased examination of our finances.
What is the Auditor's Responsibility?
The auditor's job is to provide an opinion on our financial statements. To do this, they carry out a series of checks and balances according to established auditing and governmental standards. These checks help them determine if our financial statements are free of significant errors or misrepresentations.
What Does the Audit Involve?
The audit involves looking at our financial records, assessing risks, and evaluating our accounting policies. The auditors also review our internal controls - these are the processes we have in place to ensure our financial operations are accurate and lawful. However, they don't provide an opinion on the effectiveness of these controls.
What is the Audit Outcome?
The outcome of the audit is an 'opinion'. In this case, the auditors confirmed that our financial statements for the year ended June 30, 2019, fairly represent our financial position in all significant respects. This means that the information we have presented about our financial situation is accurate and reliable.
What about Supplementary Information?
In addition to the basic financial statements, the auditors also review extra information that gives further context to our financial position. While this information isn't part of the basic financial statements, it's considered essential for a comprehensive understanding of our financial situation.
The annual audit is a critical part of ensuring transparency and accountability in our district's financial management. We believe in the importance of sharing this information with you - the residents of our district - so that you can have confidence in the way we manage our resources.
Please remember this is a summary. For more detailed information, please refer to the full audit report.
Budget Development Process
The General Manager of the Community Services District, either independently or with the Board of Directors, prepares a preliminary budget. This process typically involves collaborative work between the General Manager, staff, and department heads to reflect on operational needs and plan for the upcoming financial year.
Final Budget Approval
By September 1st each year, the Board of Directors adopts the final budget, which is then sent to the Auditor of Kern County.
Department heads, supervisors, the General Manager, and accounting staff share the responsibility for preparing budgets. This collaborative approach ensures that the budget aligns with the Board's goals and policies, balancing resources between departments efficiently.
Budget Implementation and Review
Throughout the year, a budgetary control system is employed to monitor fund availability. Budget-to-actual comparison reports are used to prevent overspending, and formal reports are provided to the Board of Directors periodically to evaluate performance against budget goals.
Departments develop their budgets according to past and projected needs. The General Manager then reviews and adjusts these budgets to reflect realistic expenditures, thus avoiding unnecessary inflation of expenses.
Budget Transparency and Public Readability
The district takes steps to ensure budget transparency and readability, providing detailed overviews, organizational charts, funding source breakdowns, and planned capital outlay for each department or fund. Salary schedules and authorized positions, as well as cost allocation methods, are also made publicly available.
Adherence to District Policies
The budget development process strictly adheres to the District's Budget and Fiscal Policies, which include:
- Balancing Expenditures with Revenues Operational expenses are distinguished from capital expenses to ensure sufficient funding for annual operations.
- Fair Cost Allocation: Costs are allocated fairly across different services based on improved allocation formulas.
- Funding Capital Improvements: Capital improvements are funded from excess revenues, fund balances or if the expense is vital.
- Review and Adjustment of Fees and Charges: The district reviews and adjusts fees to reflect the true cost of services, eliminating any unnecessary subsidies.
- Identification of Contingency Funds: Contingency funds are identified according to the expenditure budget of the upcoming fiscal year, providing a safety net for future planning.
By adhering to these steps and principles, the Community Services District ensures that its budget is well-planned, transparent, and effective in meeting the needs of the community.
Types of Funds in Community Services District Budget
General Fund: This is the main fund used for financing most district programs and services. Its primary revenue source is property tax. The General Fund pays for several district departments such as administration, public safety, parks and recreation, and general services.
Special Revenue Funds: These funds come from specific levies against property owners and must be used for specific purposes. For example, there might be a fund collected specifically for police services or gate maintenance. However, sometimes these funds do not fully cover the cost of the service they're designated for, so they're supplemented with money from the General Fund.
Enterprise Funds: These funds account for services where a fee is charged in exchange for goods or services, operating similarly to a private business. They have their own separate financial statements and are typically used for services like solid waste management, water, or wastewater treatment. They are not meant for normal government operations.
Debt Service Funds: These are funds set aside for paying the interest, fees, and principal of long-term debt that the district may have incurred.
Development Funds: These are funds used for building or acquiring new infrastructure to increase the capacity of systems, especially for water and wastewater services. These funds must be used for improvements that increase capacity, not just for replacing existing assets or for ongoing operations.
Understanding Cost Allocation
Cost allocation might sound complex, but it's simply a way of ensuring that each department shares the cost of the administrative services we provide. Think of it as dividing a pie: if we make a pie (the administrative services) to share at a party (the District), we want to make sure everyone gets a fair slice. That's what cost allocation does.
In our case, the "pie" is the total cost of all the services that our department provides to keep things running smoothly. This cost is then divided or "allocated" among the different departments based on their usage of our services.
This approach ensures fairness, transparency, and allows each department, and our citizens, to see the real cost of providing and maintaining the wide range of services our District offers. It's just one of the ways we strive to keep our operations clear and accountable to you.
Checks issued by the District but not cashed within six (6) months of issue are considered Unclaimed Checks. The Finance Department holds these payments, which are not the property of the District, for a minimum of three (3) years after the date of issue.
After that time, pursuant to State of California Government Code Section 50050, the District is Required to publish a public notice listing unclaimed amounts three (3) or more years past their issue date. We post this information in the local newspaper annually.