REVISED AGENDA Meeting Agenda of the Regional Analysis & Planning Services, Inc. (RAPS, Inc.) 3:00 p.m.

Transcription

1 REVISED AGENDA Meeting Agenda of the Regional Analysis & Planning Services, Inc. (RAPS, Inc.) June 27, 2016 AMBAG Office Conference Room Silver Cloud Court Monterey, CA Conference Call Information: Dial-In Number: (605) Access Code: # 3:00 p.m. RAPS, Inc. Members: Chair Pendergrass; Directors Kampe, McPherson, Muenzer, Rivas, Rowley, Sarmiento and Tognazzini RAPS, Inc. Board Members participating via phone: Bruce McPherson: 701 Ocean Street, Room 500, Santa Cruz, CA Jerry Muenzer: th Street, 1 st Floor, Hollister, CA Robert Rivas: th Street, 1 st Floor, Hollister, CA CALL TO ORDER 2. ROLL CALL 3. Consent Agenda APPROVE A. Minutes of the June 24, 2015 Meeting Approve the minutes of the June 24, 2015 meeting. (Page 3) B. Authorized Check Signers for RAPS, Inc. Bank Accounts Approve the individuals with check signing authority for the RAPS, Inc. bank accounts. (Page 5) 4. Update on Ongoing and Potential Contracts and Services INFORMATION -Maura Twomey Receive an update from Maura Twomey, Chief Executive Officer. Page 1 of 22

2 5. Comprehensive Annual Financial Report (CAFR) INFORMATION for FY Arleicka Conley Receive presentation on AMBAG s Comprehensive Annual Financial Report (CAFR) for FY The CAFR includes financial reports for RAPS, Inc. which is presented as a blended component unit. The CAFR is separately enclosed. (Page 9) 6. Financial Update Report INFORMATION -Arleicka Conley Receive the financial update report which provides an update on the RAPS, Inc. current financial position and accompanying financial statements. (Page 11) 7. Draft FY Budget APPROVE -Arleicka Conley 8. Other Approve the draft FY Budget. (Page 19) 9. Adjournment Page 2 of 22

3 1. CALL TO ORDER Regional Analysis & Planning Services Inc. Board of Directors AMBAG Office Conference Room 445 Reservation Road, Ste. G Marina, CA June 24, 2015 MINUTES The meeting was called to order by Chair Pendergrass at 5:15 p.m. 2. ROLL CALL Present: Absent: Staff: Directors Pendergrass (Chair), Muenzer, Rowley, Salinas, Sarmiento, and Tognazzini Directors Kampe and McPherson Maura Twomey, Chief Executive Officer; Arleicka Conley, Director of Finance and Administrative Services; Gina Schmidt, GIS Coordinator; and Ana Flores, Executive Assistant 3. Minutes of the April 23, 2014 Meeting The minutes of the April 23, 2014 meeting were approved. Motion made by Director Rowley, seconded by Director Salinas to approve the minutes of the April 23, 2014 meeting. Motion passed unanimously. 4. Contract with Rural Counties Task Force (RCTF) Maura Twomey, Chief Executive Officer reported that the contract between the Rural Counties Task Force and RAPS, Inc. is almost complete. Mrs. Twomey and Diane Eidam, Consultant, presented the procurement policies to the RCTF at their May meeting and there were no questions. The RCTF is currently pooling funds for training on the new procurement policies. 5. Jurisdictional Outreach and Member Services Gina Schmidt, GIS Coordinator reported that she has met with almost all the jurisdictions regarding their 10 hours of free services from AMBAG. The Member Services Policy adopted by the AMBAG Board in April 2015 established guidelines to provide equitable services to all member and nonmember agencies. For voting member agencies of the AMBAG Board of Directors, 10 hours or less of AMBAG staff time per fiscal year will Page 3 of 22

4 be completed at no charge. Services in excess of 10 hours will be fully reimbursed by the requesting agency. The policy has made it easier for staff to track the hours spent by each jurisdiction and helps prioritize projects. Brief discussion followed. 6. Other Potential Work for RAPS, Inc. Maura Twomey, Chief Executive Officer reported that Caltrans will be issuing an RFP for a procurement specialist that will be on-call as needed. Staff will keep the Board informed on this potential opportunity. 7. Final Comprehensive Annual Financial Report (CAFR) for FY Arleicka Conley, Director of Finance and Administrative Services gave a brief report on the CAFR for FY AMBAG & RAPS, Inc. received a clean opinion with no findings or management letter. 8. Financial Update Report Arleicka Conley, Director of Finance and Administrative Services reported net income of $ Revenues consist of $66, for administrative services provided to the PRWFPA, El Dorado County Transportation Commission (EDCTC), CalVans, Pacific Gas and Electric and the MBUAPCD for technical assistance. Expenditures totaling $65, include (1) $31, for AMBAG Staff costs to support the administration of the PRWFPA; (2) $25, for professional services provided for work on the El Dorado County Transportation Commission Administrative Guidebook; (3) $3, for AMBAG staff costs for technical services; (4) $ for AMBAG staff time for RAPS, Inc. administration; (5) $ for general and liability insurance; and (6) $3, for fiscal year audit fieldwork/audited financial statements/tax return filing. Brief discussion followed. 9. Draft FY Budget Arleicka Conley, Director of Finance and Administrative Services reviewed the draft FY budget. Ms. Conley reported that the proposed budget projects a small surplus of $1, in FY Motion made by Director Rowley, seconded by Director Salinas to approve the FY budget. Motion passed unanimously. 10. Other None. 11. Adjournment The meeting adjourned 5:47 pm. Page 4 of 22

5 REGIONAL ANALYSIS & PLANNING SERVICES, INC. A non-profit corporation chartered by the Association of Monterey Bay Area Governments Silver Cloud Court, Monterey, CA (831) P.O. Box 2453, Seaside, CA FAX (831) MEMORANDUM TO: FROM: RECOMMENDED BY: SUBJECT: RAPS, Inc. Board of Directors Maura F. Twomey, Chief Executive Officer Arleicka Conley, Director of Finance and Administrative Services Authorized Check Signers for the RAPS, Inc. Bank Account MEETING DATE: June 27, 2016 RECOMMENDATION: It is recommended that the Board direct staff to execute new Rabobank signature cards and approve the individuals with check signing authority for the Regional Analysis and Planning Services, Inc. (RAPS) bank account. BACKGROUND/ DISCUSSION: RAPS, Inc. requires two signatures on all bank drafts. RAPS, Inc. has not changed its signature cards since June 12, Since that time, there has been a change in the composition of the RAPS, Inc. Board of Directors necessitating a change in the list of authorized signers. Staff proposes keeping the current board and staff signers: Chairman David Pendergrass, Maura F. Twomey, Bhupendra Patel, Heather Adamson and Elisabeth Russell as authorized signers. In addition, staff proposes adding Director Bruce McPherson, as an authorized signer. FINANCIAL IMPACT: There is no financial impact from this action. ALTERNATIVES: The Board may choose to approve a different slate of check signers. Page 5 of 22

6 ATTACHMENTS: 1. Check Signer Information Sheet APPROVED BY: Maura F. Twomey, Chief Executive Officer Page 6 of 22

7 Attachment 1 REGIONAL ANALYSIS & PLANNING SERVICES, INC. A non-profit corporation chartered by the Association of Monterey Bay Area Governments Check Signers, Rabobank, the bank currently being utilized by the Regional Analysis & Planning Services, Inc. (RAPS), has changed its information request form for check signers on corporate accounts. In order to satisfy the banks requirement for signature authority, we ask that you please complete the attached form which will be used to enter your information into their system for the purpose of generating signature cards. Should you have questions or concerns, you can ask Maura Twomey or to speak with the Branch Manager about this request directly, contact information is as follows: Thank you. Rabobank Seaside Branch 1658 Fremont Blvd. Seaside, CA Samuel Ruiz, Branch Manager (831) Page 7 of 22

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9 REGIONAL ANALYSIS & PLANNING SERVICES, INC. A non-profit corporation chartered by the Association of Monterey Bay Area Governments Silver Cloud Court, Monterey, CA (831) P.O. Box 2453, Seaside, CA FAX (831) MEMORANDUM TO: FROM: RECOMMENDED BY: RAPS, Inc. Board of Directors Maura F. Twomey, Chief Executive Officer Arleicka Conley, Director of Finance and Administrative Services SUBJECT: Comprehensive Annual Financial Report (CAFR) for FY MEETING DATE: June 27, 2016 RECOMMENDATION: Receive a presentation from Arleicka Conley on the Association of Monterey Bay Area Governments (AMBAG) Comprehensive Annual Financial Report (CAFR) for FY The CAFR includes financial reports for Regional Analysis and Planning Services, (RAPS) Inc., which is presented as a blended component unit. BACKGROUND/ DISCUSSION: Pursuant to AMBAG and RAPS by-laws, an independent audit firm performs an annual financial audit and an opinion is issued on AMBAG s financial position as of June 30 of each year. The Comprehensive Annual Financial Report (CAFR) is for the period ending June 30, AMBAG received an unmodified (clean) opinion. The AMBAG CAFR (separately enclosed) is comprised of several sections: Introductory this section includes a letter of transmittal, which is an executive summary introducing the financial statements along with other required information. Financial Section and Basic Financial Statements these sections have the independent auditors report from Hayashi and Wayland Accounting and Consulting, LLP; Management s Discussion and Analysis (MD&A), which is management s overview of AMBAG s financial position; identification of any major issues and projections for the future; the actual financial statements and note disclosures. Required Supplementary Information this section includes budgetary comparison schedules for the general fund and for each major fund that has a legally adopted annual budget. This section also includes additional schedules and reporting requirements for Governmental Accounting Standards Board (GASB) Statements No. 45, 68 and 71. Page 9 of 22

10 Supplementary Information this section contains Consolidated Planning Grant (CPG) financial information and schedules regarding direct, indirect, and unallowable costs under AMBAG s grant awards. Statistical Section this section contains various unaudited demographic and financial information for the AMBAG region. Single Audit Section this section is a requirement for agencies that have federal grants in excess of $500,000 and includes the auditor s report on their findings and any questioned costs, as it relates to federal grant programs. There were no single audit findings. FINANCIAL IMPACT: Management s Discussion and Analysis section of the CAFR discloses managements perspective on the financial position of AMBAG and its nonprofit arm, Regional Analysis and Planning Services, Inc. (RAPS) for FY AMBAG had a positive change in net position of $227,517 and RAPS had a negative change in net position of $415 (see page 16 of the CAFR). The combined change in net position was $227,102. RAPS, Inc. overall ending net positon was a deficit of $4,030 (see page 15 of the CAFR). ALTERNATIVES: N/A ATTACHMENT: 1. Comprehensive Annual Financial Report (CAFR) for FY is separately enclosed. APPROVED BY: Maura F. Twomey, Chief Executive Officer Page 10 of 22

11 REGIONAL ANALYSIS & PLANNING SERVICES, INC. A non-profit corporation chartered by the Association of Monterey Bay Area Governments Silver Cloud Court, Monterey, CA (831) P.O. Box 2453, Seaside, CA FAX (831) MEMORANDUM TO: FROM: RECOMMENDED BY: SUBJECT: RAPS, Inc. Board of Directors Maura F. Twomey, Chief Executive Officer Arleicka Conley, Director of Finance and Administrative Services Financial Update Report MEETING DATE: June 27, 2016 RECOMMENDATION: It is recommended that the Board of Directors receive the financial update report. BACKGROUND/ DISCUSSION: The enclosed financial reports are for the Fiscal Year (FY) and contain the cumulative effect of operations through May 31, Amounts in the financial update report are unaudited. During the fiscal year, Regional Analysis and Planning Services, Inc. (RAPS) provided technical, administrative and financial support services to several agencies as follows: Pajaro River Watershed Flood Prevention Authority (PRWFPA) (administration, technical and financial services) City of Carmel (procurement and human resources manuals) City of Salinas (travel demand model project) Soquel Creek Water District (current and projected population, housing and employment data) FINANCIAL IMPACT: RAPS s Inc., Profit and Loss Statement reflects an excess of revenue over expense of $ for the period July 1, 2015 through May 31, The Balance Sheet as of May 31, 2016 reflects a cash balance of $1, plus accounts receivable in the amount of $8, Current liabilities total $13, Due to net losses in prior years, RAPS, Inc. has a negative fund balance of $3, Revenues of $96, are primarily for technical, financial and administrative services as follows: $40, Pajaro River Watershed Flood Prevention Authority (PRWFPA) $7, City of Carmel $47, City of Salinas $1, Soquel Creek Water District Page 11 of 22

12 Expenditures totaling $96, include: $39, Association of Monterey Bay Area Governments (AMBAG) staff costs to support the administration of PRWFPA $22, AMBAG staff costs for technical assistance $27, Professional services for technical and administrative assistance $1, AMBAG staff time for RAPS, Inc. administration $ General and liability insurance $3, Fiscal year audit fieldwork/audited financial statements/tax return filing/miscellaneous ALTERNATIVES: N/A ATTACHMENTS: 1. Balance Sheet as of May 31, Profit and Loss Statement: July 2015 through May Accounts Receivable Aging Detail as of May 31, Accounts Payable Aging Detail as of May 31, Check Register Detail: June 2015 through May 2016 APPROVED BY: Maura F. Twomey, Chief Executive Officer Page 12 of 22

13 Unaudited Regional Analysis and Planning Services Balance Sheet As of May 31, 2016 ASSETS Current Assets Checking/Savings May 31, 2016 Cash in Bank-Checking 1, Petty Cash Total Checking/Savings $ 1, Accounts Receivable Accounts Receivable 8, Total Accounts Receivable $ 8, Total Current Assets $ 9, TOTAL ASSETS $ 9, LIABILITIES & FUND BALANCES Liabilities Current Liabilities Accounts Payable Accounts Payable 13, Total Accounts Payable $ 13, Total Current Liabilities $ 13, Total Liabilities $ 13, Fund Balances Beginning Fund Balances (4,030.85) Net Change in Fund Balances Total Ending Fund Balances $ (3,531.96) TOTAL LIABILITIES & FUND BALANCES $ 9, Page 13 of 22

14 Unaudited Regional Analysis and Planning Services Profit & Loss Statement July 2015 through May 2016 Revenues July May 2016 Technical Assistance 56, Pajaro River Watershed Flood Prevention Authority (PRWFPA) Administration 40, Total Revenues $ 96, Expenditures AMBAG Services Administration Technical Assistance 12, Pajaro River Watershed Flood Prevention Authority (PRWFPA) Administration 22, Total Association of Monterey Bay Area Governments (AMBAG) Services $ 36, Professional Services City of Salinas - Travel Demand Model (TDM) 22, City of Carmel - Procurement and Human Resources Manuals 5, The Sohagi Law Group Total Professional Services $ 28, Other Charges Insurance Administration Expenses Audit Fees 3, Total Other Charges $ 4, Association of Monterey Bay Area Governments (AMBAG) Indirect Administration Technical Assistance 9, Pajaro River Watershed Flood Prevention Authority (PRWFPA) Administration 17, Total Association of Monterey Bay Area Governments (AMBAG) Indirect $ 27, Total Expenditures $ 96, Net Change in Fund Balances $ Page 14 of 22

15 Unaudited Regional Analysis and Planning Services A/R Aging Detail As of May 31, 2016 Date Num Name Due Date Open Balance 03/31/ Pajaro River Watershed Flood Prevention Authority (PRWFPA) 04/30/2016 2, /30/ City of Salinas - Travel Demand Model (TDM) 04/30/ /30/ Pajaro River Watershed Flood Prevention Authority (PRWFPA) 05/30/2016 1, /31/ Pajaro River Watershed Flood Prevention Authority (PRWFPA) 06/30/2016 4, TOTAL $ 8, = Reflects payments received subsequent to May 31, Page 15 of 22

16 Unaudited Regional Analysis and Planning Services A/P Aging Detail As of May 31, 2016 Date Num Name Due Date Open Balance 01/31/ Association of Monterey Bay Area Governments (AMBAG) 03/01/2016 4, /29/ Association of Monterey Bay Area Governments (AMBAG) 03/30/2016 1, /31/ Association of Monterey Bay Area Governments (AMBAG) 04/30/2016 1, /30/ Association of Monterey Bay Area Governments (AMBAG) 05/30/2016 1, /31/ Association of Monterey Bay Area Governments (AMBAG) 06/30/2016 3, /31/ Association of Monterey Bay Area Governments (AMBAG) 06/30/ TOTAL $ 13, Page 16 of 22

17 Unaudited Regional Analysis and Planning Services Check Register Detail June May 2016 Date Number Name Memo Amount 07/02/ AMBAG Staff Services 2, /02/ Eidam & Associates EDCTC/RCTF RTPA Administrative Guidebook and Manuals 2, /03/ AMBAG Staff Services 6, /03/ Eidam & Associates EDCTC/RCTF RTPA Administrative Guidebook and Manuals 1, /08/ AMBAG Staff Services 7, /19/ Non-Profits Ins. Alliance of CA Commercial Liability Insurance /16/ State of CA - Attorney General Annual Registration Renewal Fee Report (Form RRF-1) Filing Fee for FY /16/ Franchise Tax Board Form FY Filing Fee /10/ AMBAG Staff Services 9, /10/ Petty Cash Replenish Petty Cash Due from PRWFPA /14/ AMBAG Staff Services 11, /14/ Caliper Corporation City of Salinas - Travel Demand Model Project 6, /11/ AMBAG Staff Services 19, /10/ AMBAG Staff Services 1, /10/ Caliper Corporation City of Salinas - Travel Demand Model Project 5, /13/ AMBAG Staff Services 14, /13/ Caliper Corporation City of Salinas - Travel Demand Model Project 10, /19/ AMBAG Staff Services 1, /19/ Eidam & Associates City of Carmel - Procurement and Human Resources Manuals 5, TOTAL $ 107, Page 17 of 22

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19 REGIONAL ANALYSIS & PLANNING SERVICES, INC. A non-profit corporation chartered by the Association of Monterey Bay Area Governments Silver Cloud Court, Monterey, CA (831) P.O. Box 2453, Seaside, CA FAX (831) MEMORANDUM TO: FROM: RECOMMENDED BY: SUBJECT: RAPS, Inc. Board of Directors Maura F. Twomey, Chief Executive Officer Arleicka Conley, Director of Finance and Administrative Services Draft FY Budget MEETING DATE: June 27, 2016 RECOMMENDATION: Staff recommends that the Regional Analysis and Planning Services, Inc. (RAPS) Board of Directors approve the Draft FY Budget. BACKGROUND/ DISCUSSION: Regional Analysis and Planning Services, (RAPS) Inc. is the 501 c 3. non-profit arm of the Association of Monterey Bay Area Governments (AMBAG). The Corporation was formed to provide technical assistance, administrative services, and forums/conferences on issues of regional significance. The Board assigned AMBAG staff the day-to-day functions of the organization and reimburses AMBAG for those services. Pursuant to its by-laws, RAPS, Inc. is required to adopt a financial budget prior to June 30th each year. Throughout the year, the Board monitors the budget and approves amendments as needed. Enclosed for consideration and adoption is the Draft FY Budget. Staff will incorporate any changes to the FY budget as directed by the Board. FINANCIAL IMPACT: The enclosed FY RAPS, Inc. Draft Budget distinguishes administrative/technical-related activities in three distinct work elements (WE): 1. WE 502 RAPS, Inc. Administration - Includes expenses (staff and other) related to the operation of the non-profit, such as preparation of agendas, financials and tax return information. 2. WE 511 Technical Assistance - Allows RAPS, Inc. to provide a resource for social, economic, demographic, and transportation data for Monterey, San Benito, and Santa Cruz Counties as well as other agencies. 3. WE 530 Pajaro River Watershed Flood Prevention Authority (PRWFPA) Administration RAPS, Inc. provides contracted administrative, financial and technical services to PRWFPA. Page 19 of 22

20 The RAPS, Inc. Draft FY Budget incorporates the aforementioned programs and other revenues and expenses in detail (see attachment 1). Information regarding projected revenues and expenditures is provided below. REVENUES: Under its current structure, RAPS, Inc. does not have a dedicated source of funding. A portion of the AMBAG membership dues provides funding for technical assistance to jurisdictions who request these services from RAPS, Inc. Jurisdictions are invoiced for technical assistance in excess of the amount allocated through membership s dues, which provides revenue to RAPS, Inc. Non-jurisdiction clients are also provided services for a fee. The Draft FY Budget reflects $15,000 in revenue for technical assistance projects. A portion of the revenue from technical assistance projects will come from an agreement signed with the City of Salinas for on-call engineering services for the Salinas sub-area Travel Demand Model. The total amount of the agreement is $15,000. The PRWFPA Board of Directors reviews and renews its contract with RAPS, Inc. on an annual basis. This happened on June 3, Our contract was renewed at the current level of $45,000. Duties include but are not limited to Staff Working Group and Board of Director s agenda preparation and meeting administration; accounting and audit services; and other administrative/technical tasks as assigned. EXPENDITURES: The Board of Directors of RAPS, Inc. operates the non-profit arm on a outsource basis, therefore AMBAG staff provides the day-to-day administrative/technical services. RAPS, Inc. contracts for other professional services. This option reduces fixed costs (i.e., payroll, overhead, employee benefits, etc.) while ensuring the efficient operation of the organization. Expenditures estimated for FY include: 1. AMBAG Staff Time - $53, Other Expenses - $6,500 The proposed budget for FY is in balance with revenues equaling expenditures. The budget is consistent with the purpose of Regional Analysis and Planning Services, (RAPS) Inc., which is to serve local governments and other governmental entities by providing technical and educational services. ALTERNATIVES: N/A ATTACHMENT: 1. Draft FY Budget APPROVED BY: Maura F. Twomey, Chief Executive Officer Page 20 of 22

21 Total Expenditures $ 54,000 $ 96,217 $ (42,217) $ 60,000 FY FY FY FY ADOPTED BUDGET ACTUAL BUDGET DRAFT 06/24/15 05/31/16 TO ACTUAL DIFFERENCE 06/27/16 REVENUES WE 511 Technical Assistance $ 10,000 $ 56,057 $ 46,057 $ 15,000 WE 530 PRWFPA Administration $ 45,000 $ 40,659 $ (4,341) $ 45,000 Total Revenues $ 55,000 $ 96,716 $ 41,716 $ 60,000 EXPENDITURES WE 502 RAPS, Inc. Administration $ 3,500 $ 1,369 $ 2,131 $ 3,500 WE 511 Technical Assistance $ 3,500 $ 50,600 $ (47,100) $ 10,000 WE 530 PRWFPA Administration $ 40,000 $ 39,956 $ 44 $ 40, Other Expenses # $ 7,000 $ 4,292 $ 2,708 $ 6,500 Page 21 of 22 Excess of (Revenues) over Expenditures $ 1,000 $ 499 $ (501) $ - # Other Expenses May Consist of: Audit $ 3,700 Insurance $ 915 Tax Return $ 50 Printing $ 50 Travel $ 575 Miscellaneous/Marketing/Postage $ $ 1,210 6,500

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