Coachella Valley Mosquito and Vector Control District 43420 Trader Place Indio, CA 92201 Phone (760) 342-8287 www.cvmosquito.org Finance Committee Meeting Tuesday, February 11, 2020 4:30 p.m. AGENDA Assistance for those with disabilities: If you have a disability and need accommodation to participate in the meeting, please call the Clerk of the Board at (760) 342-8287 for assistance so the necessary arrangement can be made. 1. Call to Order 2. Roll Call 3. Confirmation of Agenda 4. Public Comments 5. Items of General Consent Approval of Minutes from January 14, 2020 Finance Committee Meeting 6. Discussion and/or Review: A. Review of Check Report from Abila MIP for the period of January 11 2020 to February 4, 2020. B. CalCard Charges – January 2020 C. Review of January 2020 Financials and Treasurer’s Report Finance Committee Meeting 2/11/20 Page 1 of 37
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Coachella Valley Mosquito and Vector Control District
43420 Trader Place Indio, CA 92201
Phone (760) 342-8287 www.cvmosquito.org
Finance Committee Meeting
Tuesday, February 11, 2020
4:30 p.m.
AGENDA
Assistance for those with disabilities: If you have a disability and need accommodation to participate in the meeting, please call the Clerk of the Board at (760) 342-8287 for assistance so the necessary arrangement can be made.
1. Call to Order
2. Roll Call
3. Confirmation of Agenda
4. Public Comments
5. Items of General ConsentApproval of Minutes from January 14, 2020 Finance Committee Meeting
6. Discussion and/or Review:A. Review of Check Report from Abila MIP for the period of January 112020 to February 4, 2020.B. CalCard Charges – January 2020C. Review of January 2020 Financials and Treasurer’s Report
Finance Committee Meeting 2/11/20 Page 1 of 37
7. Old Business - None
8. New Business A. Review draft Budget Calendar and confirm dates B. District Banking Services
I certify that on January 7, 2020 I posted a copy of the foregoing agenda near the regular meeting place of the Board of Trustees of the Coachella Valley Mosquito & Vector Control District and the District’s website, said time being at least 72 hours in advance of the meeting of the Board of Trustees (Government Code Section 54954.2) Executed at Indio, California, on January 7, 2020 _____________________________________ Graciela Morales, Clerk of the Board
Finance Committee Meeting 2/11/20 Page 2 of 37
COACHELLA VALLEY MOSQUITO AND VECTOR CONTROL DISTRICT
Finance Committee Meeting Minutes
TIME: 4:30 p.m. DATE: January 14, 2020 LOCATION: 43420 Trader Place, Indio, CA 92201 TRUSTEES PRESENT: County at Large Bito Larson Indian Wells Clive Weightman Rancho Mirage Isaiah Hagerman TRUSTEES ABSENT: None. STAFF PRESENT: Jeremy Wittie, General Manager David I’Anson, Administrative Finance Manager Graciela Morales, Executive Assistant/Clerk of the Board 1. Call to Order: Treasurer Weightman called the meeting to order at 4:34 p.m. 2. Roll Call: Roll call indicated three (3) committee members out of three (3) were present. 3. Confirmation of Agenda: The Agenda was confirmed as presented. 4. Public Comments: None. 5. Items of General Consent: Approval of Minutes from November 12, 2019, Finance Committee Meeting Ayes: Trustees Larson and Weightman. Noes: None. Abstained: Trustee Hagerman. Absent: None.
Finance Committee Meeting 2/11/20 Page 3 of 37
6. Discussion and/or Review: A. Review of Check Report from Abila MIP for the period of December 11, 2019 to
January 10, 2020. The Committee reviewed the check report and asked questions regarding a few checks and expenses. Administrative Finance Manager, David I’Anson and General Manager, Jeremy Wittie provided explanations.
B. CalCard Charges December 2019. The Committee reviewed the new CalCard report and asked questions regarding specific charges. Trustee Larson recommended staff should check with the Palm Springs Airport to find out if they waive parking fees for agencies such as ours. Trustee Larson also asked staff about the high travel charge for a fuel pump service fee reflected on a report. Staff will look into it and report back to Committee members.
C. Review of December 2019 Financials and Treasurer’s Report.
Financials and Treasurer’s Report were reviewed. 7. Old Business: None. 8. New Business: None. 9. Schedule Next Meeting: The next Finance Committee meeting was scheduled for Tuesday,
February 11, 2020 at 4:30 p.m. 10. Trustee and/or Staff Comments/Future Agenda Items: Treasurer Wightman requested a draft budget planning document that includes reserves and capital planning such as for vehicles. Trustee Hagerman stated uniform allowance is “PERSable” for Classic Members only. 11. Adjournment: The meeting was adjourned by Treasurer Weightman at 5:05 p.m. Finance Committee Action Items
1. Cardholder names will be added to CalCard report by January 2020 Finance Committee meeting. – Completed
2. Trustees wanting to attend VCJPA workshop will notify Clerk of the Board by January 2020 Finance Committee meeting – Completed
3. Check with the Palm Springs Airport to find out if they waive parking fees for agencies such as ours. – Completed
4. High travel charge for fuel pump service fee. – Completed 5. Draft budget planning document by February meeting – Completed
Finance Committee Meeting 2/11/20 Page 4 of 37
CVMVCDCheck/Voucher Register - checkreportforFC
1025 - First Foundation - GeneralFrom 1/11/2020 Through 2/4/2020
Check Number Vendor Name PO# / Invoice# Transaction Description Check Amount
42763 CalPERS - Retirement Acct 100000015856808 CalPERS State Retirement 21,238.89 CalPERS - Retirement Acct 100000015856846 CalPERS State Retirement 3,988.99 CalPERS - Retirement Acct 100000015888554 CalPERS State Retirement 21,028.40 CalPERS - Retirement Acct 100000015888587 CalPERS State Retirement 4,080.07
42816 Southwest Plumbing 47719 Repair & Maintenance: Special Projects 780.76
Total 42816 780.76
Date: 2/4/20 05:10:02 PM Page: 6
Finance Committee Meeting 2/11/20 Page 10 of 37
CVMVCDCheck/Voucher Register - checkreportforFC
1025 - First Foundation - GeneralFrom 1/11/2020 Through 2/4/2020
Check Number Vendor Name PO# / Invoice# Transaction Description Check Amount
Total 1025 - First Foundation - General
249,300.07
Report Total 249,300.07
Date: 2/4/20 05:10:02 PM Page: 7
Finance Committee Meeting 2/11/20 Page 11 of 37
CVMVCDExpenditure Journal - Calcard by Name
From 12/24/2019 Through 1/23/2020
CodeObject
Object Title Dept Title Vendor Expenditures Transaction Description Card Holder Name
5300 Employee Incentive Human Resources Escape Room Palm Springs 1,300.00 Escape Room Buyout Crystal G Moreno5300 Employee Incentive Human Resources Panera Bread 131.17 Ham Box lunch Crystal G Moreno5300 Employee Incentive Human Resources Panera Bread 110.99 Tuna Box Lunch Crystal G Moreno5300 Employee Incentive Human Resources Panera Bread 302.70 Turkey Box Lunch Crystal G Moreno5300 Employee Incentive Human Resources Panera Bread 40.36 Veggie Box Lunch Crystal G Moreno
Total 5300
Employee Incentive 1,885.22
5301 Employee Support Administration Staples Business Advantage 9.90 Coffee creamer Abelina Torres5301 Employee Support Administration Staples Business Advantage 143.80 Foldgers Coffee singles, per
boxAbelina Torres
Total 5301
Employee Support 153.70
6050 Dues & Memberships
Administration California Special Districts A... 7,615.00 2020 CSDA Membership Renewal
Graciela Morales
Total 6050
Dues & Memberships
7,615.00
6065 Recruitment/Adve... Human Resources American Mosquito Control ... 50.00 Ops Manager 30 Day Job Posting
Crystal G Moreno
6065 Recruitment/Adve... Human Resources California Special Districts A... 105.00 30 Day Job Posting Crystal G Moreno6065 Recruitment/Adve... Human Resources Indeed 25.05 Ops Mgr Job Posting Crystal G Moreno
Object Title Dept Title Vendor Expenditures Transaction Description Card Holder Name
6070 Office Supplies Administration AmazonBusiness 5.99 Shipping Graciela Morales6070 Office Supplies Administration AmazonBusiness 14.57 AA Batteries (24 ct) Graciela Morales6070 Office Supplies Administration AmazonBusiness 4.51 AAAA Batteries (2ct) Graciela Morales6070 Office Supplies Control Operations Staples Business Advantage 104.55 Copy Paper Sarah Crenshaw6070 Office Supplies Control Operations Staples Business Advantage 4.52 Desk Calendar Sarah Crenshaw6070 Office Supplies Control Operations Staples Business Advantage 4.82 Dust-Off Wipes/Cloths Sarah Crenshaw6070 Office Supplies Control Operations Staples Business Advantage 6.05 Lysol Disinfectant Sarah Crenshaw6070 Office Supplies Control Operations Staples Business Advantage 5.04 Memo Pads 3x5, 5pk Sarah Crenshaw6070 Office Supplies Control Operations Staples Business Advantage 12.95 Notebook 7x5, 3pk Sarah Crenshaw6070 Office Supplies Control Operations Staples Business Advantage 13.28 Steno Book 9x6, 12pk Sarah Crenshaw6070 Office Supplies Control Operations Staples Business Advantage 16.53 Tax Sarah Crenshaw6070 Office Supplies Control Operations Staples Business Advantage 16.05 Weekly Planner Sarah Crenshaw6070 Office Supplies Control Operations Staples Business Advantage 21.62 Yellow Card Stock Sarah Crenshaw
Total 6070
Office Supplies 645.48
6080 Computer & Network Systems
Information Systems
AmazonBusiness 51.00 HP DH-16AAL DVD/CD Rewritable Drive
Antonio Molina
6080 Computer & Network Systems
Information Systems
AmazonBusiness 5.99 Shipping and Handling Antonio Molina
6080 Computer & Network Systems
Information Systems
AmazonBusiness 6.03 Tax Antonio Molina
6080 Computer & Network Systems
Information Systems
AmazonBusiness 11.99 Tectra for Canon NB-5L Replacement Battery
Antonio Molina
Total 6080
Computer & Network Systems
75.01
6095 Professional Fees Finance Government Finance Officer... 460.00 CAFR Award Review Fee David M Ianson
Total 6095
Professional Fees 460.00
6110 Conference Expense Trustee Support AMCA Conference Expense 435.00 AMCA Conference Registration for Trustee B. Larson
Graciela Morales
6110 Conference Expense Control Operations AMCA Conference Expense 473.19 Flight to/from AMCA for Field Supervisor M. Martinez
Graciela Morales
Date: 1/30/20 11:10:16 AM Page: 2
Finance Committee Meeting 2/11/20 Page 13 of 37
CVMVCDExpenditure Journal - Calcard by Name
From 12/24/2019 Through 1/23/2020
CodeObject
Object Title Dept Title Vendor Expenditures Transaction Description Card Holder Name
6110 Conference Expense Surveillance & Quality Control
MVCAC Conference Expense 0.00 Canceled and Fully Refundable Graciela Morales
6110 Conference Expense Surveillance & Quality Control
MVCAC Conference Expense 112.50 Charges Associated with Hotel Accommodations for G. Harvey
Graciela Morales
6110 Conference Expense Finance MVCAC Conference Expense 179.43 One night deposit-MVCAC Conf 2020 (D. I'Anson, AFM)
Graciela Morales
6110 Conference Expense Control Operations MVCAC Conference Expense 179.43 One night deposit-MVCAC Conf 2020 (G. Alvarado, Field Superv
Graciela Morales
6110 Conference Expense Control Operations MVCAC Conference Expense 179.43 One night deposit-MVCAC Conf 2020 (G. Ginn, Field Supervisor
Graciela Morales
6110 Conference Expense Control Operations MVCAC Conference Expense 179.43 One night deposit-MVCAC Conf 2020 (R. Dieckmann, Interim Ops
Graciela Morales
6110 Conference Expense Control Operations MVCAC Conference Expense 179.43 One night deposit-MVCAC Conf 2020 (R.Ortiz, Mechanic)
Graciela Morales
6110 Conference Expense Control Operations MVCAC Conference Expense 179.43 One night deposit-MVCAC Conf 2020 (S. Becerra, VCT II)
Graciela Morales
6110 Conference Expense Trustee Support MVCAC Conference Expense 179.43 One night deposit-MVCAC Conf 2020 (S. Espericueta, Trustee)
Graciela Morales
6110 Conference Expense Trustee Support MVCAC Conference Expense 179.43 One Night Hotel Stay Charge - MVCAC 2020 (D. Kunz, Trustee)
Graciela Morales
6110 Conference Expense Trustee Support MVCAC Conference Expense 179.43 One Night Hotel Stay Charge - MVCAC 2020 (D. Walker, Trustee
Graciela Morales
Total 6110
Conference Expense 2,635.56
6120 Trustee Support Trustee Support Unique Bite Eatery 245.00 Dinner for January 14 Board Meeting
Graciela Morales
6120 Trustee Support Trustee Support Unique Bite Eatery 21.44 Tax Graciela Morales
Date: 1/30/20 11:10:16 AM Page: 3
Finance Committee Meeting 2/11/20 Page 14 of 37
CVMVCDExpenditure Journal - Calcard by Name
From 12/24/2019 Through 1/23/2020
CodeObject
Object Title Dept Title Vendor Expenditures Transaction Description Card Holder Name
6120 Trustee Support Trustee Support Walmart Stores 66.25 Dessert, candy and refreshments for Jan 14, 2020 Board Meeti
Graciela Morales
Total 6120
Trustee Support 332.69
6200 Meetings Expense Human Resources Walmart Stores 25.56 AA Batteries Oscar Guerrero6200 Meetings Expense Human Resources Walmart Stores 2.24 Tax Oscar Guerrero
Total 6200
Meetings Expense 27.80
6210 Promotion & Education
Public Outreach Riverside County Fair & Nat'l... 25.57 entry tickets to Date Fest for booth staff workers
Tammy Gordon
Total 6210
Promotion & Education
25.57
6220 Public Outreach Advertising
Public Outreach Desert Sun Publishing Co 7.99 Monthly Subscription of Desert Sun online-January
Home Depot Stores 28.95 Dewalt Full Size Glue Gun Charles Rodriguez
7575 Surveillance Surveillance & Quality Control
Home Depot Stores 2.53 Taxes Charles Rodriguez
Total 7575
Surveillance 574.94
7600 Staff Training Human Resources Professionals in Human Res... 129.00 2020 Legal Update Crystal G Moreno7600 Staff Training Human Resources Education To Go dba Cenga... 199.00 Intro to Microsoft Word
2019/Office 365Erica Frost
7600 Staff Training Administration AMCA Conference Expense 473.19 Flight to/from AMCA Conf- General Manager
Graciela Morales
7600 Staff Training Public Outreach AMCA Conference Expense 473.19 Flight to/from AMCA Conf- Public Information Officer
Graciela Morales
7600 Staff Training Public Outreach CAPIO California Association... 615.00 CAPIO training conference approved by Trustees
Tammy Gordon
Total 7600
Staff Training 1,889.38
7800 Control Products Control Operations Adapco, Inc. 0.00 2019-20 Sole Source Products - Per Quote No. 072219-1 Dated:
Abelina Torres
7800 Control Products Control Operations Adapco, Inc. 25,344.00 MetaLarv S-PT (960 Lbs) Abelina Torres7800 Control Products Control Operations Adapco, Inc. 3,403.97 Sales Tax Abelina Torres
Date: 1/30/20 11:10:16 AM Page: 10
Finance Committee Meeting 2/11/20 Page 21 of 37
CVMVCDExpenditure Journal - Calcard by Name
From 12/24/2019 Through 1/23/2020
CodeObject
Object Title Dept Title Vendor Expenditures Transaction Description Card Holder Name
7800 Control Products Control Operations Adapco, Inc. 0.00 Scheduled Delivery Week: Dec. 2-6, 2019
Abelina Torres
7800 Control Products Control Operations Adapco, Inc. 13,558.40 VectoMax FG (1,520 Lbs) Abelina Torres7800 Control Products Control Operations Clarke Mosquito Control 0.00 2019-20 Sole Source
Products - Per Quote No. 0002022568 Date
Abelina Torres
7800 Control Products Control Operations Clarke Mosquito Control 32,813.00 Natular G30 (2,000 Lbs) Abelina Torres7800 Control Products Control Operations Clarke Mosquito Control 0.00 Sales Tax Abelina Torres7800 Control Products Control Operations Clarke Mosquito Control 0.00 Scheduled Delivery Week:
Dec. 2-6, 2019Abelina Torres
7800 Control Products Control Operations Target Specialty Products 752.40 Altosid XR Briquets (220 Units)
Abelina Torres
7800 Control Products Control Operations Target Specialty Products 0.00 Delivery Week of: Dec. 2-6, 2019
Abelina Torres
7800 Control Products Control Operations Target Specialty Products 0.00 Per Pesticides Bid 2019-05 awarded July 29, 2019
Abelina Torres
7800 Control Products Control Operations Target Specialty Products 65.82 Sales Tax Abelina Torres
Total 7800
Control Products 75,937.59
Report Total 103,384.33
Date: 1/30/20 11:10:16 AM Page: 11
Finance Committee Meeting 2/11/20 Page 22 of 37
Coachella Valley Mosquito and Vector Control District FINANCES AT A GLANCE ALL FUNDS COMBINED
1,221,528$ Change during Month - Excess of Cash over Receipts & Non-Cash Adjustments
Finance Committee Meeting 2/11/20 Page 23 of 37
CVMVCDCash Journal - deposits
From 1/1/2020 Through 1/31/2020
Effective ... Transaction Description Deposits Payee/Recipient Name
1/17/2020 January Receipts - Surplus Sales 19,570.00 Paymac Inc1/31/2020 January Interest - LAIF 34,648.40 Local Agency Investment Fund1/31/2020 January Receipts 238.03 First Foundation Bank1/31/2020 January Receipts - Benefit Assessment 1,105,402.98 Riverside County1/31/2020 January Receipts - Benefit Assessment Handbill 1.77 1/31/2020 January Receipts - Dep Fish & Game 705.46 Riverside County1/31/2020 January Receipts - HOX 13,352.94 Riverside County1/31/2020 January Receipts - Property Tax Current Secured 914,951.88 Riverside County
Report Total 2,088,871.46
Date: 2/3/20 02:30:21 PM Page: 1
Finance Committee Meeting 2/11/20 Page 24 of 37
INSTITUTION IDENTIFICATION Issue Date Maturity Date YIELD General Fund Thermal Capital Fund Capital Equipment Replacement Fund
Capital Facility Replacement Fund BALANCE
Investment Fund Balance 8,696,338 83,309 1,418,034 1,827,902 12,025,583$
LAIF Common Investments 1.97% 3,978,196 38,110 648,689 836,186 5,501,181$ Riverside County Funds 51105 & 51115 1.86% 2,661,649 25,498 434,011 559,458 3,680,616$ CalTRUST Medium Term Fund 1.71% 370,114 3,546 60,351 77,795 511,806$ First Foundation Market Rate 0.25% 1,686,378 16,155 274,983 354,464 2,331,980$
Total Investments 8,696,338 83,309 1,418,034 1,827,902 12,025,583$
NOTED AND APPROVED
Investments in the report meet the requirements of the Coachella Valley Mosquito and Vector Control District's adopted investment policy
Respectfully submitted
COACHELLA VALLEY MOSQUITO AND VECTOR CONTROL DISTRICTINVESTMENT FUND BALANCES AS OF JANUARY 31, 2020
PORTFOLIO COMPOSITION AS OF JANUARY 31, 2020WEIGHTED YIELD 1.59%
In compliance with the California Code Section 53646; the Finance Administrator of the Coachella Valley Mosquito and Vector Control District hereby certifies that sufficient liquidity and anticpated revenue are available to meet the District's budgeted expenditure requirements for the next six months.
Total Accounts Payable 120,118.91 Total Short-term Liabilities 120,118.91
Long-term Liabilities2100 Pollution Remediation Obligation 2,100,000.00 2200 Net Pension Liability 1,585,309.00 2210 Deferred Inflows of Resources 118,606.00 2300 Net OPEB Liaibility 715,923.00 2500 Compensated Absences Payable 689,034.56
Total Long-term Liabilities 5,208,872.56 Total Liabilities 5,328,991.47
Fund BalanceNon Spendable Fund Balance
3920 Investment in Fixed Assets 10,698,793.35 3945 Reserve for Prepaids & Deposit 1,373,799.43 3960 Reserve for Inventory 532,128.63
Total Non Spendable Fund Balance 12,604,721.41 Committed Fund Balance
Finance Committee Meeting 2/11/20 Page 30 of 37
CVMVCDBalance Sheet
As of 1/31/2020
Current Year
3965 Public Health Emergency 4,103,640.00 Total Committed Fund Balance 4,103,640.00
Assigned Fund Balance3910 Reserve for Operations 4,500,000.00 3925 Reserve for Future Healthcare Liabilities 877,253.00 3955 Thermal Remediation Fund 463,724.00 3970 Reserve for IT Replacement 277,991.00 3971 Reserve for Vehicle Replacement 344,376.00 3990 Reserve for Future Constructio (315.00)
Total Assigned Fund Balance 6,463,029.00 Unassigned Fund Balance
3900 Fund Equity 1,745,084.30 3999 P&L Summary 213,934.75
Total Unassigned Fund Balance 1,959,019.05 Current YTD Net Income
(1,285,389.71)Total Current YTD Net Income (1,285,389.71)
Total Fund Balance 23,845,019.75
Total Liabilities and Net Assets 29,174,011.22
Finance Committee Meeting 2/11/20 Page 31 of 37
FFIINNAANNCCEE
The financial reports show the balance sheet, receipts, and the revenue and expenditure reports for the month ending January 31, 2020. The revenue and expenditure report shows that the operating budget expenditure for July 1, 2019 to January 31, 2020 is $6,920,334; total revenue is $5,856,922 resulting in excess revenue over (under) expenditure for the year to January 31, 2020 of ($1,063,413). THREE YEAR FINANCIALS
Actual Budget Actual Actual 1/31/2020 1/31/2019 1/31/2018 Total Revenue 5,856,922 5,757,351 5,495,451 5,373,595 Expenses
DDIISSTTRRIICCTT IINNVVEESSTTMMEENNTT PPOORRTTFFOOLLIIOO 11//3311//22002200 The District’s investment fund balance for the period ending January 31, 2020 is $12,025,583. The portfolio composition is shown in the pie chart. Local Agency Investment Fund (LAIF) accounts for 46% of the District’s investments; the Riverside County Pooled Investment Fund is 31% of the total. The LAIF yield for the end of January was 1.97% and the Riverside County Pooled Investment Fund was 1.86%; this gives an overall weighted yield for District investments of 1.59%.
Figure 4 - Investment Portfolio 1-31-20
Figure 5 - District Investments Weighted Yield
Finance Committee Meeting 2/11/20 Page 34 of 37
The General Fund Operational Cash Flow graph outlines the District’s working capital for the fiscal year July 1 2019 to June 30 2020. The beginning fund balance is $5.1 million and ending fund balance is $4.5 million. Expenditure is approximately divided by 12 equal months, with some differences accounting for the seasonality of the program for example control products and seasonal employment which are greater in the mosquito breeding season. July expenditure is higher than average because of the prefunding lump sum of $750,000 for CalPERS unfunded liability. The budget also accounts for prepayments. The revenue follows a different pattern, Riverside County distribute the property tax revenue in January and May with advancements in December and April.
The shaded area represents the Budgeted Fund Balance which has a formula of (beginning) Fund Balance plus Revenue minus Expenditure. The green line represents the Actual Fund Balance and is graphed against the shaded area Budgeted Fund Balance.
The graph shows for June 1 the $5.1 million Fund Balance plus total Revenue for July 1 to January 31, 2020 of $5.8 million minus total Expenditure of $6.9 million is $4.0 million. For planning purposes the District is slightly under budget, showing expenditure is $245,370 less than budgeted. Revenue is higher than budgeted by $100,000, with Property tax and Benefit Assessment receipts higher than anticipated. As long as the green line stays out of the shaded area the District is within budget, as of January 31, the line is outside the shaded area.
3,757 1,588 24,062 195,243
26,463
3,458,904
2,146,905
1,564,167
697,269
1,088,367 990,820 807,641 851,120
920,951
Actual Fund Balance, 5,100,000
Actual Fund Balance, 3,539,590
Actual Fund Balance, 2,843,909
Actual Fund Balance, 1,779,604
Actual Fund Balance, 984,027Actual Fund Balance, 202,849
Budgeted Fund Balance Budgeted Revenue Actual Revenue Budgeted Expenditure Actual Expenditure Actual Fund Balance
Fiscal Year 2019 - 2020
Finance Committee Meeting 2/11/20 Page 35 of 37
BUDGET CALENDAR
STAGE TASK TO BE COMPLETED
ACTIVITIES STAKEHOLDERS DEADLINE ST
AFF
Budget Templates created
Templates in Microix Budget Workflow Created. Sent to Department Budget managers (complete)
Administrative Finance Manager
January 10, 2020
Personnel Salary & Benefits
Updated information from Payroll & benefits added to Workflow. Budget spreadsheets & formulae created.
Administrative Finance Manager
Ongoing – depending on negotiations
Budget Workshop for Managers
Help facilitate & train staff to build budget in Workflow Management & Supervisory Team
February 13,2020
Budget docs to AFM & GM
General Manager to review and approve budget documents
GM, Management & Supervisory Team
March 13, 2020
Completion of first
Team to review and adjust budget according to GM & AFM suggestion & direction
GM, Management & Supervisory Team
March 20, 2020
Draft 1 Budget
Preparation of first draft of FY2020/2021 Budget for Finance Committee Budget Meeting. PDF and hard copy to FC Trustees
Finance April 3, 2020
FIN
AN
CE
COM
MIT
TEE
Draft 1 for Finance Committee
Emailed to Finance Committee For Review email questions or meet. Reserve Study to be emailed with draft Budget
Finance Committee Department heads, General Manager & Administrative Finance Manager
April 10, 2020
Draft 1 for Finance Committee
Finance Committee to review draft budget & reserve study & discuss in meeting **FINANCE COMMITTEE MEETING DATE TBD
Finance Committee General Manager & Administrative Finance Manager
Wednesday April 14, 2020
TBD
Finance Committee Meeting 2/11/20 Page 36 of 37
STA
FF Updated
salary Salary & Benefits Proposals & scenarios – District final proposal
Administrative Finance Manager
April 30 may be later due to negotiations
FIN
AN
CE
COM
MIT
TEE Final Draft for
Finance Committee
Final draft of FY2020/2021 Budget for Finance Committee Budget Meeting, attended by General Manager, Finance Committee and Administrative Finance Manager. **FINANCE COMMITTEE MEETING DATE TBD
Finance Committee General Manager & Administrative Finance Manager
Friday May 1, 2020 1:00pm to 3pm
TBD
BOA
RD
Final Draft for Budget Workshop
Budget Workshop for in depth discussion BOARD MEETING
Board of Trustees Workshop
May 12, 2020 4:30pm – 5:30pm
Adoption of Final Draft
Adoption of FY2020/2021 Budget BOARD MEETING
Board of Trustees Board Meeting
June 9, 2020
Set Benefit Assessment Rate
Adopt Resolution – Intention to Levy Assessment, Preliminary approval of engineer’s report and providing notice of hearing for the CVMVCD mosquito, fire ant, and disease surveillance and vector control assessment BOARD MEETING
Board of Trustees Board Meeting
June 9, 2020
Adopt Benefit Assessment Resolution
Adopt Resolution approving Engineer’s Report, Confirming Diagram and Assessment, and Ordering the Levy of Assessments for fiscal year 2019-19 for the Coachella Valley Mosquito and Vector Control District Mosquito, Fire Ant and Disease Control Assessment Public Hearing BOARD MEETING