MEETING AGENDA. Consent Agenda

Transcription

1 SPECIAL MEETING OF THE CACHUMA CONSERVATION RELEASE BOARD MEETING AGENDA City of Santa Barbara Goleta Water District Montecito Water District Montecito Water District Board Room 583 San Ysidro Rd. Montecito, CA October 18, a.m. Roll Call Public Comment Period Any member of the public may address the Board of Directors (Board) on any subject within the jurisdiction of the Board that is not scheduled for a public hearing before the Board. The President of the Board will determine the total time for public comments. If you wish to address the Board, please complete and deliver to the Secretary of the Board, before the meeting is convened, a Request to Speak form including a description of the subject you wish to address. Consent Agenda All matters listed hereunder constitute a consent agenda, and will be acted upon by a single roll call vote of the Board. CA-1) MEETING MINUTES Approval of minutes of the Board of Directors September 21, 2017 meeting. CA-2) UNAUDITED INTERIM FINANCIAL STATEMENT PERIOD ENDING AUGUST 31, 2017 Receive and file the Unaudited Interim Financial Statement Period Ending August 31, Closed Session Agenda CS-1) CONFERENCE WITH LEGAL COUNSEL ANTICIPATED LITIGATION Government Code section (d) (4) (One potential case)] CS-2) CONFERENCE WITH LEGAL COUNSEL EXISTING LITIGATION [Government Code section (d) (1) (One case: State Water Resources Control Board adjudicatory proceeding regarding Cachuma Project water rights)]

2 Reconvene into open session and report on actions taken in closed session pursuant to Government Code Section Departmental Agenda 1) FISCAL YEAR AND FISCAL YEAR RECONCILIATION Receive a report on member agency assessments for Fiscal Year (FY) and FY , and consider directing a constructive return of remaining unexpended funds. 2) UPDATE ON FUTURE HYDROLOGIC AND BIOLOGIC WORK EFFORTS IN FISCAL YEAR Receive an update on future hydrologic and biologic work efforts necessary in Fiscal Year ) ADMINISTRATIVE FUNCTIONS UPDATE Receive an update from board president Hanson concerning the organization s administrative functions. Adjourn to November 16, 2017 at 10:00 a.m. NOTICE TO PUBLIC Americans with Disabilities Act: In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Cachuma Conservation Release Board representative at (805) at least 48 hours prior to the meeting to enable the Board to make reasonable arrangements. [This Agenda was posted at the Montecito Water District, 583 San Ysidro Rd., Montecito CA And Delivered in Accordance with Section and.2 of the Government Code.]

3 MINUTES OF A SPECIAL MEETING of the CACHUMA CONSERVATION RELEASE BOARD held at the Goleta Water District 4699 Hollister Avenue Goleta, CA Thursday, September 21, 2017, 1:00 PM Call to Order, Roll Call The meeting was called to order at 1 p.m. by board president Lauren Hanson, who chaired the meeting. Those in attendance were: Directors Present: Lauren Hanson Doug Morgan Bendy White Goleta Water District Montecito Water District City of Santa Barbara Also Present: John McInnes Ryan Drake Kelley Dyer Joshua Haggmark Present by Phone: Kevin O Brien Sam Bivins Jean Baldrige Nick Turner Ted Harris Enrique Lopezcalva Public Comment There was no public comment.

4 Consent Agenda On a motion by Director Morgan, seconded by Director White, the Board voted to approve the minutes of the August 24, 2017 and August 29, 2017 meetings, as well as to receive and file the unaudited interim financial reports for June and July 2017, as presented. VOTE: 3/0/0. Closed Session Agenda The Board went into closed session at 1:02 p.m. The Board discussed two matters: one regarding potential litigation [Government Code section (d) (4); and one regarding existing litigation [Government Code section (d) (1) The Board came out of closed session at approximately 1:44 p.m. There was no reportable action. Departmental Agenda 1. Hydrologic Modeling Services On a motion by Director Morgan, seconded by Director White, the Board voted to adopt a Resolution authorizing and directing General Counsel to execute a solesource professional services agreement with Woodard & Curran for hydrologic modeling services. VOTE: 3/0/0. 2. Fisheries Consulting Services On a motion by Director Morgan, seconded by Director White, the Board voted to adopt a Resolution authorizing and directing General Counsel to execute a solesource professional services agreement with ICF for fisheries consulting services. VOTE: 3/0/0. 3. Permanent General Manager Recruitment The Board of Directors received a presentation from Cindy Krebs of Alliance Resource Consulting LLC, regarding the executive search for a permanent General Manager. The Board reviewed and discussed the job description, timing of recruitment, and potential salary. The Board also discussed potential types of candidates. The Board will receive updates from Alliance Resource Consulting LLC on a weekly basis, with the initial application period closing by the end of October.

5 After further discussion and input from Mr. McInnes and Mr. Haggmark on the scope of the job, on a motion by Director White, seconded by Director Morgan, the Board approved a job description and related compensation range to guide Alliance Resource Consulting LLC in preparation of materials to be used to recruit and identify a prospective candidate pool. The Board directed staff to revise a portion of the job description to reflect comments made by Ms. Dyer. VOTE: 3/0/0. 4. Administrative Functions Update The Board of Directors received an update from board president Hanson concerning the organization s administrative functions. The Board discussed various notifications to outside consultants and vendors during the search for a new chief executive of the agency. Director Hanson noted that CCRB will alternate meeting locations among the member agencies, and that consultants would be kept fully apprised of the ongoing administrative functions of the agency. She also thanked the executive staffs of the member agencies for their collaborative efforts during the transition period. Director White asked about the possibility of a constructive return at end of year. The Board directed President Hanson to provide the CCRB bookkeeper direction to provide a full reconciliation of assessments paid and unpaid in order to guide the Board on a decision regarding a constructive return of unspent prior assessments. CCRB member agency staff was directed to prepare estimates of what future work may be necessary that may require the expenditure of funds beyond what was budgeted for Fiscal Year CCRB adjournment The meeting was adjourned at approximately 2:35 p.m., with the next scheduled meeting set for October 18, 2017, at 10 a.m. at the Montecito Water District. Respectfully submitted, President of the Board of Directors

6 Cachuma Conservation Release Board Agenda Letter Board of Directors City of Santa Barbara Goleta Water District Montecito Water District For Agenda Of: October 18, 2017 Estimated Time : -- Continued Item: No If Yes, date from: TO: FROM: Board Members Lauren Hanson, board president SUBJECT: Unaudited Interim Financial Statement Period Ending August 31, 2017 Legal Concurrence: As to form: N/A Recommended Actions: Receive and file the Unaudited Interim Financial Statement Period ending August 31, Discussion: The Board of Directors approves the Cachuma Conservation Release Board (CCRB) Budget each fiscal year, which is subsequently ratified by each member agency s governing body. On a monthly basis, unaudited interim financial results are provided to the Board of Directors, which compare fiscal performance to the Budget. This report contains pertinent financial information for the period ending August 31, Fiscal Analysis: Total income through August 31, 2017 was $198,404.56, mainly from Fiscal Year assessments paid by Goleta Water District, City of Santa Barbara and Montecito Water District. Total expenditures through the end of the period were $129,000, mainly for consultant work authorized by the Board and billed through CCRB General Counsel. Attachments: Attachment 1: Unaudited Interim Financial Statement for the period ending August 31, 2017 Authored by: Ryan Drake, Water Supply and Conservation Manager, Goleta Water District

7 Attachment 1: Unaudited Interim Financial Statement Period Ending August 31, 2017

8 Cachuma Conservation Release Board, Unaudited Interim Financial Statement 10/12/17 Statement of Revenue and Expense- Budget vs. Actual Accrual Basis July through August 2017 Jul - Aug 17 Budget $ Over Budget % of Budget Ordinary Income/Expense Income 4200 Income 197, , , % 4250 Income - Other Interest Income 6.27 Total Income 198, , , % Expense 5050 Office Lease , , % 5100 Audit , , % 5200 Liability Insurance 3, , % 5301 Managers Salary 12, , , % 5304 Administrative Support , , % 5312 Misc Admin Expense , , % 5313 Communications/Computer , , % 5316 Admin Fixed Assets , , % 5330 Admin Travel Expense , , % 5331 Travel Federal & State Meetings , , % 5332 Transportation , , % 6001 BO Reconsultation Activities , , % 6500 Contingency , , % 7000 Legal 6, , , % 7001 BO Reconsultation Legal Support , , % 7002 SWRCB Water Rights , , % 7100 SWRCB Support 7200 SWRCB Proceedings Support , , % Total 7100 SWRCB Support , , % 7400 Legislative/Regulatory Analyst 20, , , % 7500 Hydrologic Technical Support , , % Total Expense 45, , , % Net Ordinary Income 153, , % Net Income 153, , % Page 1

9 Cachuma Conservation Release Board, Unaudited Interim Financial Statement 09/05/17 Reconciliation Detail 1010 Union Bank Checking #4102, Period Ending 08/31/2017 Type Date Num Name Clr Amount Balance Beginning Balance 385, Cleared Transactions Checks and Payments - 17 items Bill Pmt -Check 07/25/ Downey Brand Attor... X -82, , Bill Pmt -Check 07/25/ California Strategies... X -10, , Bill Pmt -Check 07/25/ AccountabilityPlus, Inc X , Bill Pmt -Check 07/25/ Rauch Communicati... X , Bill Pmt -Check 07/25/ Dale Francisco X , Bill Pmt -Check 07/25/ CIO Solutions, LP X , Bill Pmt -Check 07/25/ Premier Global (PGI) X , Bill Pmt -Check 08/08/ California Strategies... X -10, , Bill Pmt -Check 08/08/ Dale Francisco X -7, , Bill Pmt -Check 08/08/ AccountabilityPlus, Inc X , Bill Pmt -Check 08/08/ Patterson/101 Allstore X , Bill Pmt -Check 08/08/ CIO Solutions, LP X , Bill Pmt -Check 08/08/ Premier Global (PGI) X , Bill Pmt -Check 08/23/ Downey Brand Attor... X -6, , Bill Pmt -Check 08/23/ Dale Francisco X -5, , Bill Pmt -Check 08/23/ SDRMA X -3, , Check 08/31/2017 X , Total Checks and Payments -129, , Deposits and Credits - 3 items Payment 08/07/ City of Santa Barbara X 80, , Deposit 08/29/2017 X , Deposit 08/31/2017 X , Total Deposits and Credits 81, , Total Cleared Transactions -47, , Cleared Balance -47, , Register Balance as of 08/31/ , , New Transactions Deposits and Credits - 1 item Payment 09/01/ Goleta Water District 91, , Total Deposits and Credits 91, , Total New Transactions 91, , Ending Balance 43, , Page 1

10 Cachuma Conservation Release Board, Unaudited Interim Financial Statement 09/05/17 Reconciliation Summary 1010 Union Bank Checking #4102, Period Ending 08/31/2017 Aug 31, 17 Beginning Balance 385, Cleared Transactions Checks and Payments - 17 items -129, Deposits and Credits - 3 items 81, Total Cleared Transactions -47, Cleared Balance 337, Register Balance as of 08/31/ , New Transactions Deposits and Credits - 1 item 91, Total New Transactions 91, Ending Balance 428, Page 1

11 Cachuma Conservation Release Board Agenda Letter Board of Directors City of Santa Barbara Goleta Water District Montecito Water District For Agenda Of: October 18, 2017 Estimated Time : 10 min Continued Item: No If Yes, date from: TO: FROM: Board Members Lauren Hanson, board president SUBJECT: Fiscal Year and Fiscal Year Reconciliation Legal Concurrence: As to form: N/A Recommended Actions: Receive a report on member agency assessments for Fiscal Year (FY) and FY , and consider directing a constructive return of remaining unexpended funds. Discussion During FY and FY , CCRB issued quarterly assessments to its member agencies, based upon the anticipated expenditures contained in the Board approved adopted budgets. However, actual expenditures proved to be less than the amounts originally assessed. Recognizing that the anticipated expenses associated with the FY adopted budget are significantly less than the current fund balance of $485, and projected FY assessments, the Board may wish to direct that a constructive return (or rebate) be made to each member agency. Based on the unaudited net assets as of June 30, 2017, $393, in excess funds is available, which would be rebated according to the reconciliation table shown in Attachment 1. The Goleta Water District is due $66,306.21, the City of Santa Barbara is due $247,913.96, and Montecito Water District is due $79, Alternatively, the CCRB Board may elect to hold these excess funds to offset future upcoming FY assessments. Fiscal Analysis: Should the Board direct a rebate of unspent prior assessments, the remaining fund balance combined with anticipated income derived from FY assessments is sufficient to cover FY expenditures included in the adopted and approved FY Budget.

12 CCRB Board of Directors, October 18, 2017 CCRB Fiscal Year Final Reconciliation Page 2 of 2 Attachments: Attachment 1 Reconciliation of Unrestricted Net Assets and Rebate Calculation. Authored by: David Matson, Assistant General Manager, Goleta Water District Francis Chan, Chief Financial Officer, Goleta Water District Ryan Drake, Water Supply & Conservation Manager, Goleta Water District

13 Attachment 1 Reconciliation of Unrestricted Net Assets and Rebate Calculation

14 CCRB Reconciliation of Unstricted Net Assets and Rebate Calculation FY 6/30/17 Rebate Calculation: GWD SB Montecito 46.03% 40.88% 13.09% FY 6/30/16 Unrestricted Net Assets (unaudited) 462, , , , FY 6/30/17 Unrestricted Net Assets (unaudited) 144, , , , Total Rebate Due 279, , , Less: GWD Applied* (212,839.57) 66, , , , Analysis of Available Cash for Rebates: Cash Balance at 6/30/17 359, GWD Final 2017 Payment 126, , Less: FY 2016 and FY 2017 Rebates (393,603.58) Remaining cash for anticipated Accounts Payable Net Cash 91, balances as of 6/30/17. Notes: * Prior to making its final payment at the end of FY , GWD reconciled the amount assessed against actual expenditures and remitted the net balance. Assessments resulting from the CCRB Board of Directors adopted FY budget have been sent. CCRB received $91,121 from GWD on 8/17/17.

15 Cachuma Conservation Release Board Agenda Letter Board of Directors City of Santa Barbara Goleta Water District Montecito Water District For Agenda Of: October 18, 2017 Estimated Time : 10 min Continued Item: No If Yes, date from: TO: FROM: Board Members Lauren Hanson, board president SUBJECT: Update on Future Hydrologic and Biologic Work Efforts in Fiscal Year Legal Concurrence: As to form: N/A Recommended Actions: Receive an update on future hydrologic and biologic work efforts necessary in Fiscal Year Discussion: The CCRB Budget includes $80,000 for hydrologic technical support (Budget Account 7500). On December 19, 2016 the Board adopted Resolution authorizing expenditures in the amount of $25,000 for hydrologic modeling work by RMC. As additional necessary work was identified, the Board subsequently on January 18, 2017 modified Resolution to allow expenditures of up to $37,878. That work was paid in full. The Board subsequently further modified Resolution on July 7, 2017, which authorized a new not-to-exceed amount of $44,686 in order to pay for certain model improvements. On August 24, 2017, the Board authorized RMC to perform additional modeling work and peer review in an amount not-to-exceed $16,670. Accordingly, CCRB is under contract for $23,478 in work during FY that was previously authorized. On September 21, 2017, the Board authorized additional modeling work for $58,645, bringing the total to $82,123, with the Board shifting $2,123 from the $40,000 contingency (Budget Account 6500) in the Budget. The CCRB FY Budget also includes $53,052 (Budget Account 6001) for Biological Opinion consulting support, with a $40,000 contingency (Budget Account 6500) for Biological Opinion consulting work. Previously, the CCRB Interim General Manager authorized work from ICF in the amount of $5,000 for support work related to an alternative RPA. On September 21, 2017, the Board authorized its general counsel to enter into a contract for $66,590 for biological support services. Since the work authorized exceeded the budgeted amount for the year, the Board authorized shifting $28,590 from the contingency

16 CCRB Board of Directors, October 18, 2017 Update on Future Work Efforts Page 2 of 2 (Budget Account No. 6500) for Biological Opinion consulting support towards the authorized work. In sum, in the first quarter of FY , all of the anticipated funds for hydrologic and biological consulting services have been committed, with $9,287 remaining in contingency funds allocated for the rest of FY (Budget Account No. 6500). Member agency staff have reviewed ongoing agency efforts and determined that no critical projects exist beyond the current work authorized by the Board. While future support for calibration of the Santa Ynez hydrologic model utilizing additional data points is ideal, such efforts are not critical at this juncture. It is anticipated that additional hydrologic and biologic consulting services may be required later in the year after planned meetings and developments related to the SWRCB water rights hearing and the USBR-NMFS biologic re-consultation process, particularly if there are any follow-up questions or information requests from the SWRCB or the federal agencies. Fiscal Analysis: The adopted Fiscal Year Budget provides for all currently approved work efforts. Should additional work efforts become necessary later in the year, CCRB will have to consider whether current contingency budgets will be adequate, and if not, how savings from other line items can be utilized. Attachments: None. Authored by: Ryan Drake, Water Supply and Conservation Manager, Goleta Water District

17 Cachuma Conservation Release Board Agenda Letter Board of Directors City of Santa Barbara Goleta Water District Montecito Water District For Agenda Of: October 18, 2017 Estimated Time : 10 min Continued Item: No If Yes, date from: TO: FROM: Board Members Lauren Hanson, board president SUBJECT: Administrative Functions Update Legal Concurrence: As to form: N/A Recommended Actions: Receive an update from board president Hanson concerning the organization s administrative functions. Discussion Temporarily without a Chief Executive, the Cachuma Conservation Release Board (CCRB) continues to perform necessary day-to-day tasks and strategic work in furtherance of water rights protection, with assistance from CCRB member agency staff and consultants. At the direction of the board president, the agency will continue to accomplish necessary administrative tasks while the search for a permanent General Manager is ongoing. Regarding general administrative matters, CCRB member agency staff continue to prepare agenda items with input from CCRB consultants and Board members. Since the last Board meeting, member agency staff has acquired a new Post Office Box for CCRB, and have updated the CCRB website and vendors to reflect the new address. The CCRB server has also been cleaned up to discontinue the accounts of prior General Managers. Finally, an agreement has been worked out with CCRB s storage space vendor to allow CCRB to pre-pay its monthly storage invoices to avoid any late fees incurred due to differences in timing between CCRB s typical invoice processing and the billing cycle of the vendor. Concerning accounting and financial matters, the board president continues to work with Accountability Plus to ensure that all necessary invoices are appropriately processed, including coding bills to be paid. The board president has been working with CCRB s auditor, Bartlett, Pringle and Wolf, to provide information necessary for the completion of the Fiscal Year audit.

18 CCRB Board of Directors, October 18, 2017 CCRB Administrative Functions Page 2 of 2 For tasks related to strategic efforts for protection of member agency water rights, member agency staff continue to engage with Cal Strategies, LLC (CalStrat), Woodard & Curran, and ICF to ensure that necessary advocacy and environmental work continues per the Board s direction. Fiscal Analysis: None Attachments: None Authored by: Ryan Drake, Water Supply & Conservation Manager, Goleta Water District