AMADOR REGIONAL SANITATION AUTHORITY

Transcription

1 AMADOR REGIONAL SANITATION AUTHORITY AGENDA Wednesday November 13, 2013 Community Building 33 Church Street Sutter Creek, CA :00 A.M. PROCEEDINGS OF THIS MEETING ARE TAPE RECORDED. PLEASE TURN OFF ALL CELL PHONES, PAGERS AND WIRELESS DEVICES. 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. AGENDA: Approval of agenda for this date; any and all off-agenda items must be approved by the Board of Directors. 4. PUBLIC MATTERS NOT ON AGENDA: Discussion items only, no action to be taken. Any person may address the Board at this time upon any subject within the jurisdiction of the Amador Regional Sanitation Authority; however, any matter that requires action may be referred to staff and/or Committee for a report and recommendation for possible action at a subsequent Board meeting. Please note there is a five (5) minute limit per topic. 5. CONSENT AGENDA: Items listed on the consent agenda are considered routine and may be enacted by one motion. Any item may be removed for discussion and made a part of the regular agenda at the request of a Board member(s). A. Approval of Minutes October 2, AGENDA: Discussion and Action all items. A. APPROVAL OF RESOLUTION # TO SEPARATE ARSA AND CITY OF SUTTER CREEK FINANCES, INITIATE THE OPENING OF BANK ACCOUNTS AND VENDOR ACCOUNTS TO ACCOMPLISH THE SAME. Review and possible approval of the establishment of bank accounts and vendor accounts to separate finances between ARSA and the City of Sutter Creek in order to create more transparency in ARSA finances and to provide an easier finance system for future audits. 7. MANAGER S REPORT: Discussion only. The Manager will provide the Board with a verbal report on additional District matters and future agenda items. 8. CITY OF IONE UPDATE 9. NEXT MEETING: Due to the Christmas holiday observed on December 25, 2013, the next regular meeting is scheduled for Wednesday, December 18, ADJOURNMENT In compliance with the Americans with Disabilities Act, if you are a disabled person and you need a disability-related modification or accommodation to participate in this meeting, please contact Mary Beth Van Voorhis at (209) ext. 245 or (209) (fax). Requests must be made as early as possible, and at least two-full business days before the start of the meeting. Any writing that is distributed to a majority of the Board by any person in connection with an agenda item is a disclosable public record (subject to any exemption under the Public Records Act) and is available for inspection at the City of Sutter Creek, Amador Regional Sanitation Authority (ARSA), 18 Main St., Sutter Creek, CA during regular business hours. Any public documents distributed to the Board less than 72 hours prior to a meeting will be available at the City of Sutter Creek.

2 AMADOR REGIONAL SANITATION AUTHORITY ACTION MINUTES Wednesday October 2, 2013 Amador County Health & Human Services Building Conductor Blvd., Conference Room B Sutter Creek, CA Agenda Item #5 1. CALL TO ORDER The meeting was called to order and a quorum determined by Chairman James Swift at 10:05 a.m. MEMBERS PRESENT: James Swift, Chairman Louis Boitano, Vice Chairman Richard Forster Robin Peters MEMBER ABSENT: Tim Knox 2. PLEDGE OF ALLEGIANCE Chairman Swift led the Pledge of Allegiance. Sean Rabé, Manager Gary Ghio, PE, District Engineer Mary Beth Van Voorhis, Secretary 3. AGENDA: Motion to approve the agenda, as presented, by Forster, seconded by Peters. Motion carried PUBLIC MATTERS NOT ON AGENDA: None. 5. CONSENT AGENDA A. Approval of Minutes August 28, 2013 Item #5A was pulled for discussion. Staff was directed to make the following corrections to the August 28, 2013 minutes: Item #5A Correct the sentence Member Peters requested a future report recap of Budget and Expenses to read Member Peters requested that future monthly expense reports include a detailed description of the expenses outlined for approval by the Board or remove the word approved from future agenda as the Board would only be reviewing the Summary Monthly/Year To Date Budget and Expenses reports at each meeting. Item #6A Correct the motions to read: Motion by Forster to direct staff to send a letter to the Gold Rush developer requesting a timely response the projects progress and upon receipt of the developer s response return the matter to the Board for approval of Resolution of a one year extension of the Contract Between the City of Sutter Creek and ARSA in the amount of $450,000. Motion denied due to lack of a second. Motion by Peters, seconded by Swift, to approve the one year contract extension for the $450,000 loan agreement, direct staff to request the Gold Rush developer to provide an update on the projects progress and direct staff to return a Resolution to the next meeting Consent Agenda. Motion carried 2-1 (Forster). Motion by Peters, seconded by Forster, to approve the minutes of August 28, 2013, with the above corrections. Motion carried Abstain (Boitano). B. Approval of Resolution # One year extension of the contract between ARSA and the City of Sutter Creek for a $450,000 loan agreement. Motion by Peters, seconded by Forster, to approve Resolution # , as submitted. Motion carried 4-0. Page 1 of 3 October 2, 2013

3 6. AGENDA: A. FISCAL YEAR 2012/2013 BUDGET AND EXPENSE DETAIL Review of the 2012/2013 Budget and Expense detail which includes clarification of accounting questions discussed at the August 28, 2013 meeting. Agenda Item #5 The Board reviewed and discussed the staff report and spreadsheet included in the agenda package. Board consensus directed staff to add a column to the spreadsheet for total year-to-date expenses by line item, a column that represents the total fiscal year budget amount including mid-year budget adjustments and to add footnotes at the bottom of the spreadsheet to describe extraordinary expenses. The Board also asked for staff to report at the next meeting the total expenses charged to the Taxes/Fees/Licenses account during 2012/2013 as this item appeared to be over expensed during this fiscal year. Mimi Arata, Sutter Creek, provided public comment on this matter. B. AWARD OF WORK ON THE HENDERSON DAM VALVE REPLACEMENT PROJECT AND LINE REPAIR AT OFFENBACH. Review and possible award of contract(s) for the solicited informal bids from Groundworks, Amador Mechanical, and Louis Yeager for both projects. Bids will not be received until 3:00 p.m. on Tuesday, October 1, The City Engineer will provide the bid summary for distribution at the meeting. District Engineer Gary Ghio provided a verbal overview of his October 1, 2013 memo to the Board which outlined the solicitation of informal bids from GroundWorks Construction, Inc., Amador Mechanical, Inc. and Lewis Yeager for both proposed projects. Mr. Ghio indicated the only bid for each of the projects was received by Amador Mechanical. Amador Mechanicals bid for the Henderson Dam Valve Replacement Project was $7, and the bid for the Line Repair at Offenbachs Property was $6, Both GroundWorks and Yeager stated they declined to bid on either project as they had recently been hired on large projects which would prohibit them to work on these projects. Mr. Ghio indicated there were no discrepancies on the bids received from Amador Mechanical. He stated that in order to keep project costs to a minimum, ARSA would be purchasing the materials for both projects and estimated the total cost, including materials, on the Henderson Dam Valve Replacement Project at $34,677 and the Offenbach Line Repair Project at $15,224. The Board briefly discussed the current ARSA purchasing policy and recommended staff to update the policy and return the revised policy to the Board for ratification at the next available meeting. Motion by Forster, seconded by Peters, to approve award of bid on both the Henderson Dam Valve Replacement Project ($7,700) and the Line Repair at Offenbach ($6,600) to Amador Mechanical, Inc. Motion carried MANAGER S REPORT: ARSA Manager Sean Rabé verbally reported to the Board that Bill Bunce, Developer of the Gold Rush Ranch Project, would be providing a project status letter as requested by the Board. Mr. Rabé discussed the desire to separate ARSA finances from the City of Sutter Creek s which would require the establishment of an ARSA checking account and purchase of QuickBooks software. Mr. Rabé will be bringing additional information to the Board at the next available meeting for review and approval. Mr. Rabé provided a brief update on the status of the ARSA audit. 8. CITY OF IONE UPDATE: Ione City Manager Ed Pattison discussed the nearing completion of the Phase I, Part I Compliance Project, stating the project should be completed by the end of the month. Phase I, Part II involves the Chlorine Contact Chamber project which has now been determined to have been overdesigned by GHD and would cost $3.2M. Mr. Pattison reported that Ione would be purchasing aerators from the City of Sutter Creek and the installation would be completed within the next couple of weeks which may allow for Ione s ability to take on 100% for Page 2 of 3 October 2, 2013

4 Agenda Item #5 distribution with the State paying all costs due to the advantages of ground water monitoring. Mr. Pattison said the Final Environmental Impact Report (FEIR) was due to circulate within the next 10 days. The FEIR requires an amended Dept. of Water Resources (DWR) waste discharge permit as the California Dept. of Corrections and Rehabilitation (CDCR) project is an infill project not an expansion project. Mr. Pattison also discussed Ione s current alfalfa project. He said currently there are no operator costs involved. He also discussed the future move away from having the percolation/evaporation ponds due to increased size of agricultural crop coverage. Mr. Rabé said the time of the Regional Study is unknown at this time. Mr. Rabé discussed the fact that ARSA does not currently have enough wastewater to serve customers that have expressed interest in obtaining ARSA water. Ione Councilmember Lloyd Oneto concurred with Mr. Pattisons comments. Mr. Oneto said he does not trust the State, however, their verbal agreement, at this time, sounds good and that Ione would hire an outside firm for review prior to approval. 9. NEXT MEETING: Due to scheduling conflicts, the Board determined the next regular ARSA Board meeting would be held on Wednesday, November 13, 2013 (instead of October 23, 2013). 10. ADJOURNMENT: The meeting adjourned at 11:11 a.m. Respectively submitted, Mary Beth Van Voorhis, Secretary Page 3 of 3 October 2, 2013

5 Amador Regional Sanitation Authority Servicing Amador City, Martell, & Sutter Creek MEETING DATE: November 13, 2013 FROM: SUBJECT: AGENDA TYPE: STAFF REPORT Sean Rabé, General Manager Agenda Item #6 Approval of Resolution to separate ARSA and Sutter Creek Finances, Initiate the Opening of Bank Accounts and Initiate Vendor Accounts to Accomplish Same Open ATTACHMENTS: Yes RECOMMENDATION: Approve the attached resolution that authorizes staff to separate ARSA and City of Sutter Creek Finances; authorizes staff to initiate the opening of bank and vendor accounts to accomplish the separation; and authorizes the Chairman, Vice-Chairman, and General Manager as signatories to the bank accounts. BACKGROUND: At the last Board meeting, direction was given to staff to begin the separation of finances between ARSA and the City of Sutter Creek in order to create more transparency in ARSA finances and to provide an easier finance system for future audits. The attached resolution authorizes the key components of that separation. In order for ARSA to maintain its own financial structure, ARSA must establish a checking and savings account. The attached resolution authorizes the establishment of those accounts at Umpqua Bank in Sutter Creek, and authorizes the General Manager, Vice-Chairman and Chairman to sign checks. Checks must be countersigned by two signatories to be valid. The ARSA Secretary will be using Quickbooks as the accounting software. This software must be purchased ($150) as soon as possible. In addition to the purchasing of the software, staff anticipates some set-up and ongoing training costs from Balancing the Books (a local QuickBooks Specialist). Those costs are $75 per hour, with about four hours anticipated. Additional vendor accounts will need to be established periodically in order to ensure ARSA operations continue as seamlessly as possible. The attached resolution provides authorization for those accounts as needed. Payroll will continue to be paid through the City of Sutter Creek, with the City billing ARSA on a quarterly basis for actual payroll costs. Other financial-related policies will remain as specified under City of Sutter Creek existing policies until they are modified for ARSA (purchasing policy, for example). Staff anticipates the separation to be fully implemented beginning January 1, 2014 (once the accounts are established and the software system is functional). BUDGET IMPACT $450 for software and training; check stock costs are unknown at this time (though likely minimal). 18 Main Street Sutter Creek, CA TELEPHONE (209) FAX (209)

6 BEFORE THE BOARD OF DIRECTORS OF THE AMADOR REGIONAL SANITATION AUTHORITY COUNTY OF AMADOR, STATE OF CALIFORNIA RESOLUTION NO A RESOLUTION APPROVING THE ESTABLISHMENT OF AN ARSA CHECKING ACCOUNT AT UMPQUA BANK, ASSIGNMENT OF DESIGNATED ACCOUNT SIGNERS, AND THE ESTABLISHMENT OF VENDORS. WHEREAS, the Board of Directors of Amador Regional Sanitation Authority desire to separate ARSA and Sutter Creek finances in order to create more transparency in ARSA finances which will provide an easier finance system for future audits, and; WHEREAS, the Board, in order to maintain its own financial structure, approves the establishment of a checking and savings account at Umpqua Bank, Sutter Creek Branch, and; WHEREAS, the Board approves the ARSA Chairman, Vice-Chairman, and General Manager be designated signatories on the newly established bank accounts, and; WHEREAS, the Board approves two of the three designated signatories be required to sign payable warrants; and WHEREAS, the Board approves staff to establish vendor accounts as needed; and WHEREAS, the Board approves quarterly payroll billings from the City of Sutter Creek for actual payroll costs; and WHEREAS, all other financial-related policies for ARSA will remain as specified under City of Sutter Creek existing policies; NOW THEREFORE BE IT RESOLVED, that the Board of Directors of the Amador Regional Sanitation Authority hereby approve the establishment of bank accounts at Umpqua Bank, account signatories, and the establishment of vendor accounts. The foregoing resolution was duly passed and adopted by the Board of Directors of the Amador Regional Sanitation Authority at a regular meeting held on the 13 th day of November, 2013, by the following vote: ATTEST: AYES: NOES: ABSENT: Mary Beth Van Voorhis Clerk of the Board of Directors of the Amador Regional Sanitation Authority James Swift, Chairman

7 Remaining Balance % Remaining Agenda Item #7 ARSA BUDGET SUMMARY & Monthly Expenses FISCAL YEAR BUDGET APPROVED June 26, 2013 Resolution # July 2013 August 2013 September /2014 1st Quarter Internal Service Fund Expenses Total YTD Expenses Description Revenues ARSA Service Allocation Cost 480, ,875 Interest Revenue - - Other Income - - Transfer In from Capital Reserves - - Total Revenues 480, ,875 Expenditures Personnel Salaries 79,493 6,208 12,546 4,517 23,271 56,222 71% Overtime 24,000 1,027 1, ,474 20,526 86% FICA 5, ,484 4,013 73% SUI % PERS 23,071 (568) (1,153) (288) (2,009) 25, % Medicare 1, ,015 74% Health Benefits 17,640 2,612 1,306 3,919 13,721 78% Work Comp 4,674 1,134 1,134 3,540 76% PR life ins Total Personnel 156,085 11,232 15,656 5,016-31, ,181 80% Operations General Supplies 1, % Fuel 6,000 1,588 1,588 4,412 74% Small Equipment 1, % Clothing Sewer % Lease Vehicle Flood Control 1,000-1, % Weed Control 1,000-1, % Taxes/Fees/Lic 20,000-20, % Audit & Acctg 5,000-5, % Engineering 90,000 2,269 10,678 20,345 33,291 56,709 63% Special Legal 15,000 1,292 2,607 3,899 11,101 74% Stipend: Board 1,100-1, % Communications % Central Services 42,488 10,316 10,316 32,172 76% Human Resources 13,952 2,462 2,462 11,490 82% Information Services Facilities Management Vehicle Management Risk Management 12,000-12, % Membership Dues 1, % Travel/conf/Training % Vehicle Maintenance 2, ,951 98% O&M Equipment 5, ,069 81% O&M Bld./Structure 35, , % Repair/Maint 20, , ,265 18,735 94% ARSA Lease Sludge Removal Contigency 15,000-15, % Total Operations 288,790 3,893 16,917 21,365 12,777 54, ,837 81% Capital ARSA-Dam 36,000-36, % Equipment Replacement Total Capital 36, , % Summary Personnel 156,085 11,232 15,656 5,016-31, ,181 80% O&M 288,790 3,893 16,917 21,365 12,777 54, ,837 81% Capital 36, , % Total 480,875 15,126 32,573 26,381 12,777 86, ,018 82% YTD Expenses 15,126 47,699 74,080 86, ,714