This meeting has been noticed according to the Brown Act rules. This agenda was posted on Wednesday, May 6, 2015. Administrative Committee Members: Andrew Clarke Brenda Lewis, Chair David Pendergrass Alternate: Kristi Markey Staff Contact: Suresh Prasad AGENDA Administrative Committee Of the Monterey Peninsula Water Management District ********** Monday, May 11, 2015 3:30 pm District Conference Room, 5 Harris Court, Building G, Monterey, CA Director Brenda Lewis will participate by telephone from 1759 Broadway Avenue, Seaside, CA 93955 Call to Order Oral Communications Anyone wishing to address the committee on a matter not listed on the agenda may do so during oral communications. Public comment on any other matter listed on the agenda is appropriate at the time the item is being discussed by the committee. Items on Board Agenda for May 18, 2015 (01) 1. Approve Minutes of April 13, 2015 Committee Meeting (07) 2. Consider Adoption of Resolution 2015-07—Certifying Compliance with State Law with Respect to the Levying of General and Special Taxes, Assessments, and Property-Related Fees and Charges (13) 3. Consider Approval of Expenditure for Purchase of Ford F-150 4X4 Truck (19) 4. Consider Approval of Expenditure for IT Hardware Replacement (21) 5. Consider Approval to Enter into Agreement with KBA Docusys for Purchase and Implementation of Docuware Storage (41) 6. Consider Adoption of Treasurer’s Report for March 2015 (71) 7. Receive and File Third Quarter Financial Activity Report for Fiscal Year 2014-2015 (79) 8. Consider Approval of Third Quarter Fiscal Year 2014-2015 Investment Report Other Business (83) 9. Review Third Quarter Legal Services Activity Report for Fiscal Year 2014- 2015 (87) 10. Review Draft May 18, 2015 Board Meeting Agenda 5 Harris Court, Building G, Monterey, CA 93940 P.O. Box 85, Monterey, CA 93942-0085 831-658-5600 Fax 831-644-9560 http://www.mpwmd.net
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MPWMD Administrative Committee Meeting Agenda--May 11, 2015€¦ · 11/05/2015 · Monday, May 11, 2015 3:30 pm District Conference Room, 5 Harris Court, Building G, Monterey, CA
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This meeting has been noticed according to the Brown Act rules. This agenda was posted on Wednesday, May 6, 2015.
Administrative Committee Members: Andrew Clarke Brenda Lewis, Chair David Pendergrass Alternate: Kristi Markey Staff Contact: Suresh Prasad
AGENDA Administrative Committee
Of the Monterey Peninsula Water Management District **********
Monday, May 11, 2015 3:30 pm District Conference Room, 5 Harris Court, Building G, Monterey, CA
Director Brenda Lewis will participate by telephone from
1759 Broadway Avenue, Seaside, CA 93955 Call to Order Oral Communications Anyone wishing to address the committee on a matter not listed on the agenda may
do so during oral communications. Public comment on any other matter listed on the agenda is appropriate at the time the item is being discussed by the committee.
Items on Board Agenda for May 18, 2015
(01) 1. Approve Minutes of April 13, 2015 Committee Meeting (07) 2. Consider Adoption of Resolution 2015-07—Certifying Compliance with
State Law with Respect to the Levying of General and Special Taxes, Assessments, and Property-Related Fees and Charges
(13) 3. Consider Approval of Expenditure for Purchase of Ford F-150 4X4 Truck (19) 4. Consider Approval of Expenditure for IT Hardware Replacement (21) 5. Consider Approval to Enter into Agreement with KBA Docusys for
Purchase and Implementation of Docuware Storage (41) 6. Consider Adoption of Treasurer’s Report for March 2015 (71) 7. Receive and File Third Quarter Financial Activity Report for Fiscal Year
2014-2015 (79) 8. Consider Approval of Third Quarter Fiscal Year 2014-2015 Investment
Report Other Business (83) 9. Review Third Quarter Legal Services Activity Report for Fiscal Year 2014-
Agenda MPWMD Administrative Committee Meeting May 11, 2015 Page 2 of 2 Upon request, MPWMD will make a reasonable effort to provide written agenda materials in appropriate alternative formats, or disability-related modification or accommodation, including auxiliary aids or services, to enable individuals with disabilities to participate in public meetings. Please submit a written request, including your name, mailing address, phone number and brief description of the requested materials and preferred alternative format or auxiliary aid or service by 5 PM on May 8, 2015. Requests should be sent to the Board Secretary, MPWMD, P.O. Box 85, Monterey, CA, 93942. You may also fax your request to the Administrative Services Division at 831-644-9560, or call 831-658-5600. After staff reports have been distributed, if additional documents are produced by the District and provided to the Committee regarding any item on the agenda, they will be made available at, 5 Harris Court, Building G, Monterey, CA during normal business hours. In addition, such documents may be posted on the District website at http://www.mpwmd.dst.ca.us/asd/board/committees/committees.htm. Documents distributed at the meeting will be made available in the same manner.
2015 Administrative Committee Meeting Schedule
Date Day of Week Time June 8 Monday 3:30 PM July 13 Monday 3:30 PM
August 10 Monday 3:30 PM September 14 Monday 3:30 PM
October 12 Monday 3:30 PM November 9 Monday 3:30 PM December 7 Monday 3:30 PM
January 19, 2016 Tuesday 3:30 PM February 10, 2016 Wednesday 3:30 PM
ADMINISTRATIVE COMMITTEE 1. ADOPT MINUTES OF APRIL 13, 2015 COMMITTEE MEETING Meeting Date: May 11, 2015
From: David J. Stoldt, General Manager Prepared By: Sara Reyes SUMMARY: Draft minutes of the April 13, 2015 Administrative Committee meeting are attached as Exhibit 1-A. RECOMMENDATION: The Committee should review the minutes and adopt them by motion. EXHIBIT 1-A Draft Minutes of April 13, 2015 Committee Meeting U:\staff\Board_Committees\Admin\2015\20150511\01\Item1.docx
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EXHIBIT 1-A
DRAFT MINUTES Monterey Peninsula Water Management District
Administrative Committee April 13, 2015
Call to Order The meeting was called to order at 3:37 PM in the District Conference Room. Committee members present: Andrew Clarke
David Pendergrass Committee members absent: Brenda Lewis Staff present: David Stoldt, General Manager (participated by telephone)
Suresh Prasad, Administrative Services Manager/Chief Financial Officer Joe Oliver, Water Resources Manager Stephanie Locke, Water Demand Manager
Sara Reyes, Office Services Supervisor Oral Communications None Adopt Minutes of March 9, 2015 Committee Meeting On a motion by Clarke and second by Pendergrass, the minutes of the March 9, 2015 meeting were approved on a vote of 2 to 0. Items on Board Agenda for April 20, 2015 Consider Adoption of Resolution 2015-04 Amending Table XIV-1, Rebate Amounts On a motion by Clarke and second by Pendergrass, the committee voted 2 to 0 to recommend the Board adopt Resolution 2015-04 with amended Rebate amounts effective June 1, 2015. Consider Approval of Expenditure for Field Data Collection Support for Pure Water Monterey Project On a motion by Clarke and second by Pendergrass, the committee voted 2 to 0 to recommend the Board approve up to $2,000 to allow a seasonal Water Resources Assistant retained by MPWMD to assist in collecting filed data associated with the Salinas Industrial Wastewater Facility pond field program. Consider Approval of Expenditure for Measure O Election Costs On a motion by Clarke and second by Pendergrass, the committee voted 2 to 0 to recommend the Board authorize an expenditure of $185,583.48 for Measure O election costs that was conducted on June 3, 2014.
5 Harris Court, Building G, Monterey, CA 93940 P.O. Box 85, Monterey, CA 93942-0085
Draft Minutes – MPWMD Administrative Committee – April 13, 2015 Consider Extension of Deepwater Desal Cost Sharing Agreement On a motion by Clark and second by Pendergrass, the committee voted 2 to 0 to recommend the Board approve Amendment 4 to the Cost Sharing Agreement. Consider Extension of Memorandum of Understanding Regarding Source Waters and Water Recycling On a motion by Pendergrass and second by Clarke, the committee voted 2 to 0 to recommend the Board approve Amendment 1 to the Memorandum of Understanding. Consider Approval of Sales Agreement with Brant Family Trust RE: Purchase of MPWMD Schulte South Well, APN 416-028-027 On a motion by Clarke and second by Pendergrass, the committee voted 2 to 0 to recommend the Board approve the Sales Agreement to transfer the Schulte South Well to the Brant Family Trust, contingent upon the simultaneous execution of an Amended Well Use Agreement to allow the District continued access to and use of this well. Authorize Utilization of District Credit for Pure Water Monterey Financing On a motion by Pendergrass and second by Clarke, the committee voted 2 to 0 to recommend the Board approve a pledge of the District’s revenue-raising capacity in support of the long-term capital financing of the Pure Water Monterey project. Stoldt reported to finance and build the Pure Water Monterey water supply project will require a borrowing from either the State Revolving Fund or the public tax-exempt debt market. In either case, the project must demonstrate an investment-grade creditworthiness that provides investors the comfort of knowing the debt will be repaid under all circumstances. Authorize First Supplement to Professional Services Agreement Dated January 17, 2013 Between District and Sidley Austin LLP Relating to Public Financing of a Portion of the Cal-Am Desal Project On a motion by Clarke and second by Pendergrass, the committee voted 2 to 0 to recommend the Board approve additional services from Sidley Austin not-to-exceed $460,000 and subject to reimbursement from bond proceeds. Authorize First Supplement to Underwriting Services Agreement Relating to Public Financing of a Portion of the Cal-Am Desal Project On a motion by Clarke and second by Pendergrass, the committee voted 2 to 0 to recommend the Board approve additional services from Raymond James not-to-exceed $95,000 and subject to reimbursement from bond proceeds, and authorize the General Manager to enter into the form of the contract shown attached as an exhibit to the staff report on this item. Authorize First Supplement to Federal Funding Strategy and Advocacy Services to Monterey Peninsula Water Management District for the Pure Water Monterey Program On a motion by Clarke and second by Pendergrass, the committee voted 2 to 0 to recommend the Board approve additional services from Bryant & Associates not-to-exceed $40,000 and subject to reimbursement from bond or revolving fund proceeds.
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Draft Minutes – MPWMD Administrative Committee – April 13, 2015 Consider Adoption of Treasurer’s Report for February 2015 On a motion by Pendergrass and second by Clarke, the committee voted 3 to 0 to recommend the Board adopt the February 2015 Treasurer’s Report and financial statements, and ratification of the disbursements made during the month. Other Business Review Draft Agenda for April 20, 2015 Regular Board Meeting The committee made no changes to the agenda. Adjournment The meeting was adjourned at 4:21 PM. U:\staff\Board_Committees\Admin\2015\20150511\01\Item 1_Exhibit 1-A.docx
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ADMINISTRATIVE COMMITTEE 2. CONSIDER ADOPTION OF RESOLUTION 2015-07 CERTIFYING
COMPLIANCE WITH STATE LAW WITH RESPECT TO THE LEVYING OF GENERAL AND SPECIAL TAXES, ASSESSMENTS, AND PROPERTY-RELATED FEES AND CHARGES
Meeting Date: May 11, 2015 Budgeted: Yes From: David J. Stoldt, Program/ General Manager Line Item No.: Revenues Prepared By: Suresh Prasad Cost Estimate: $9,000
General Counsel Approval: Yes Committee Recommendation: The Administrative Committee reviewed this item on May 11, 2015 and recommended _____________. CEQA Compliance: N/A SUMMARY: At its February 23, 2012 meeting, the Board directed staff to implement a Proposition 218 process for the development of water fees and charges, including the hiring of a rate consultant and the development of the necessary ordinances, resolutions, and notices for implementation thereof. At its April 16, 2012 meeting, the Board reviewed as an informational item two alternative draft resolutions for the collection mechanism of the proposed annual Water Supply Charge. At its June 27, 2012 meeting the Board reviewed and approved Resolution 2012-06 for collection of Water Supply Charge through County Assessor’s Office. At this time, the Board is asked to adopt Resolution 2015-07 certifying compliance with State law with respect to the Water Supply Charge to allow the County of Monterey to continue collection of the Water Supply Charge on the property tax bill. This Resolution gets adopted by our Board annually. The County will charge the District 0.25% of the original amount that is to be collected by the County. The approximate collection fee for this fiscal year will be $9,000. RECOMMENDATION: The Board should review and adopt Resolution 2015-07 and authorize the County of Monterey for collection of Water Supply Charge on the property tax bill. The Administrative Committee reviewed this item at its May 11, 2015 meeting and recommended __________ by a vote of _ to _. BACKGROUND: There were two alternatives for the water supply charge collection mechanism: Alternative A was bills sent directly by the District or through a third-party mailing house: Alternative B was the use of the semi-annual County Assessor’s bill, similar to what is the current practice for Carmel Area Wastewater District and the water recipients under the Castroville Seawater intrusion Project. At its June 27, 2012 meeting the Board reviewed and approved Resolution 2012-06 for collection of Water Supply Charge on the County Assessor’s Office.
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EXHIBIT 2-A Resolution 2015-07 U:\staff\Board_Committees\Admin\2015\20150511\02\Item 2.docx
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EXHIBIT 2-A
RESOLUTION 2015-07
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE MONTEREY PENINSULA WATER MANAGEMENT DISTRICT
CERTIFYING COMPLIANCE WITH STATE LAW WITH RESPECT TO THE LEVYING OF GENERAL AND SPECIAL TAXES, ASSESSMENTS,
AND PROPERTY-RELATED FEES AND CHARGES
WHEREAS, Monterey Peninsula Water Management District (“Public Agency”)
requests that the Monterey County Auditor-Controller enter those general or special taxes, assessments, or
property-related Fees or charges identified in Exhibit “A” on the tax roll for collection and distribution by
the Monterey County Treasurer-Tax Collector commencing with the property tax bills for fiscal year
2015-16;
NOW, THEREFORE, BE IT RESOLVED, as follows: 1. The Public Agency hereby certifies that it has, without limitation, complied with all legal
procedures and requirements necessary for the levying and imposition of the general or special taxes,
assessments, or property-related fees or charges identified in Exhibit “A”, regardless of whether those
procedures and requirements are set forth in the Constitution of the State of California, in State statutes,
or in the applicable decisional law of the State of California.
2. The Public Agency further certifies that, except for the sole negligence or misconduct of the
County of Monterey, its officers, employees, and agents, with regards to the handling of the Cd or
electronic file identified as Exhibit “A”, the Public Agency shall be solely liable and responsible for
defending, at its sole expense, cost, and risk, each and every action, suit, or other proceeding brought
against the County of Monterey, its officers, employees, and agents for every claim, demand, or challenge
to the levying or imposition of the general or special taxes, assessments, or property-related fees or
charges identified in Exhibit “A” and that it shall pay or satisfy any judgment rendered against the County
of Monterey, its officers, employees, and agents on every such action, suit, or other proceeding, including
all claims for refunds and interest thereon, legal fees and court costs, and administrative expenses of the
County of Monterey to correct the tax rolls.
5 Harris Court, Building G, Monterey, CA 93940 P.O. Box 85, Monterey, CA 93942-0085
Draft – MPWMD Resolution No. 2015-07 – Certifying Compliance with State Law with Respect to the Levying of General and Special Taxes, Assessments, and Property-Related Fees and Charges
On motion of Director ___________, and second by Director ________, the
foregoing resolution is duly adopted this 18th day of May 2015 by the following votes:
AYES:
NAYS:
ABSENT:
I, David J. Stoldt, Secretary to the Board of Directors of the Monterey Peninsula
Water Management District, hereby certify that the foregoing is a resolution duly adopted on the
18th day of May 2015.
Witness my hand and seal of the Board of Directors this ____ day of May 2015.
_____________________________________ David J. Stoldt, Secretary to the Board
The annual Water Supply Charge may only be used to fund District water supply activities, including capital acquisition and operational costs for Aquifer Storage and Recovery and Groundwater Replenishment purposes, as well as studies related to projects necessary to ensure sufficient water is available for present beneficial water use.
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ADMINISTRATIVE COMMITTEE 3. CONSIDER APPROVAL OF EXPENDITURE FOR PURCHASE OF FORD F-150
4X4 TRUCK Meeting Date: May 11, 2015 Budgeted: Yes From: David J. Stoldt, Program/ Fixed Assets General Manager Line Item No.: XX-04-914000 Prepared By: Suresh Prasad Cost Estimate: $23,000
General Counsel Review: N/A Committee Recommendation: The Administrative Committee reviewed this item on May 11, 2015 and recommended ____________. CEQA Compliance: N/A SUMMARY: The Fiscal Year (FY) 2014-2015 Budget includes funds to replace Ford F-150 (Unit #4) truck this fiscal year. This truck is over 16 years old and needs to be replaced. District is part of the Ford Fleet Program which provides incentives in price break. Staff solicited bids from three different Ford vendors which are attached as Exhbit 3-A. One vendor did not respond to the bid request. The vehicle provided in the proposals meets all specifications of the District. The final price also considers trade-in of the old vehicle. The prices are summarized in the following table:
Cypress Coast Ford North Bay Ford Salinas Valley Ford Ford F150 Truck $25,831.09 $26,108.78 Did Not Provide Trade-In Value 3,500.00 2,500.00 Total Price $22,331.09 $23,608.78
RECOMMENDATION: Staff recommends that the Board authorize expenditure of funds to purchase Ford F-150 truck from Cypress Coast Ford at a not-to-exceed price of $23,000. This authorization would also include trading-in the old vehicle. The Administrative Committee considered this item on May 11, 2015 and voted __ to __ to recommend ___________. BACKGROUND: The Fiscal Year 2014-2015 Budget includes $25,000 for the replacement of 1999 Ford F-150 (Unit #4) truck. This truck was on the replacement schedule, and funds to replace this truck were previously accrued in the Capital Reserve Fund. EXHIBIT 3-A Truck proposals U:\staff\Board_Committees\Admin\2015\20150511\03\Item 3.docx
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EXHIBIT 3-A15
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EXHIBIT 3-A17
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ADMINISTRATIVE COMMITTEE 4. AUTHORIZE EXPENDITURE OF BUDGETED FUNDS FOR IT HARDWARE
REPLACEMENT Meeting Date: May 11, 2015 Budgeted: Yes From: David J. Stoldt, Program: Fixed Assets General Manager Line Item No.: 99-02-916000 Prepared By: Mark A. Dudley Cost Estimate: $17,453 Administrative Services Division Manager/Chief Financial Officer Review: Yes Committee Recommendation: The Administrative Committee reviewed this item on May 11, 2015 and recommended ____________________. CEQA Compliance: N/A SUMMARY: As part of the IT infrastructure maintenance and upgrade plan, staff seeks authorization to purchase replacement server, tape library and uninterruptible power supply (UPS). The server is a Proliant DL380 Gen 9 Server. It will replace several aging stand-alone hardware servers in a virtual environment saving power and space, reducing energy footprint and power consumption. The existing servers are 8 years old and in need of replacement. The tape library will replace existing aging tape drive hardware which is no longer covered by manufacturer’s service agreement. The new tape library hardware will increase speed and efficiency of backups, with more than 3 times the capacity of existing tape drive hardware. The existing tape drive hardware is 11 years old and in need of replacement. The new Uninterruptable Power Supply (UPS) unit will replace the old UPS unit that was destroyed by overheated batteries. The new UPS will also add additional run-time capacity to existing systems and also serve to protect equipment in the event of power surges and power failures. RECOMMENDATION: Staff recommends approval of expenditures not-to-exceed $17,990 to purchase the items listed in the table below:
Product Price HP Proliant Server $10,292.57 Tape Library 5700.76 UPS 1,460 TOTAL $17,453.33
IMPACT TO STAFF/RESOURCES: The FY 2014-2015 Information Technology (IT) budget includes funds of $17,952 in the District budget for these line item purchases.
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BACKGROUND: The District IT Infrastructure supports all facets of District’s computing needs including e-mail, Data Storage, Network and Data Security, Water Demand Database Application, GIS Application and Storage, Web Hosting, Financial Applications, SQL server databases and numerous other needs. The District currently houses 12 physical production servers with various purchase dates between 2003 and 2007. These new equipment’s will augment the existing infrastructure and help reduce power and space requirements while providing much-needed storage capacity. The tape library will provide more efficient and higher capacity backups to help protect the valuable district data. EXHIBITS None U:\staff\Board_Committees\Admin\2015\20150511\04\Item 4.docx
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ADMINISTRATIVE COMMITTEE 5. CONSIDER APPROVAL TO ENTER INTO AGREEMENT WITH KBA
DOCUSYS FOR PURCHASE AND IMPLEMNTATION OF DOCUWARE SOFTWARE
Meeting Date: May 11, 2015 Budgeted: Yes
From: David J. Stoldt, Program/ Fixed Assets General Manager Line Item No. 9160 Computer Equip
& Programs
Prepared By: Suresh Prasad Cost Estimate $57,000
General Counsel Review: Yes Committee Recommendation: The Administrative Committee reviewed this item on May 11, 2015 and recommended ____________________. CEQA Compliance: N/A SUMMARY: In recognition of the fact that the District currently does not have a document management software, staff budgeted $60,000 in fiscal year 2014-2015 to fund the purchase of a new document management software. Staff has evaluated different software’s that will meet the District’s needs for document management and recommends that the Board enter into an agreement with KBA Docusys for purchase and implementation of DocuWare document management software. The justification for selecting DocuWare is provided in the background section of this report. Since the District currently does not have document management software, it requires the District to maintain its documents in hard copy format and store at offsite storage units. The District currently occupies two offsite storage units that are almost full and will require the District to get an additional storage unit in the very near future. Purchasing of the recommended document management software will avoid the District from getting additional storage units, and in future reduce the use of existing storage units from two to one. RECOMMENDATION: District staff recommends authorizing the General Manager to enter into an agreement with KBA Docusys to provide DocuWare document management software and implementation services for an amount not to exceed $57,000. This amount includes $2,000 in related travel costs for the onsite trainers. BACKGROUND: Since its inception, the District has been accumulating hard copies of documents and storing these documents at its offsite storage units. The accumulation of these documents has been extended to two offsite storage units which are near its full capacity. If conditions remain the same, the District will have a need to rent additional storage units to accommodate the hard copy documents. Staff is recommending purchase of document management software to start retaining documents in electronic format and avoid use of additional physical storage space.
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Since the current proposed document storage software is scalable, it will be implemented for accounting services and later rolled out to other divisions within the District. The goal will be to automate the accounting process making it into a paperless accounting system. For example, the Accounts Payable process will be automated from receiving the invoice to its final step of making payments. The invoices will be electronically routed for approvals, checked against the financial database for purchase order and other validation, and finally routed to accounting for payment. After payment has been made, the invoice and all other documents relating to the invoice will be archived electronically in accordance with District’s retention policy. The benefits for retaining documents electronically will be reduction in real estate space for storing documents, significant savings of staff time when searching for documents, better flow management of documents between divisions, ease of use during audit process, and many other benefits. Staff has evaluated different document management software and feels that DocuWare will meet the District’s need for document management. Staff recommends DocuWare document management software for the following reasons:
• Internet server – enables controlled access to documents stored in DocuWare from a web browser on the Internet or Intranet from anywhere in the world
• Scalability – rolled out from single user to small networks, and extending out to enterprise clustering
• Auto index capability – allows to import information from other applications, such as financial accounting programs, and send it to file cabinet as indexing and search terms for documents.
• Link capability – allows the full integration of archived documents in existing programs • Security – offers high degree of security against unauthorized data access • Auditing – keeps an audit trail of all users and activities within the system • Mobility – use of mobile devices to complete work flow and to access documents
ADMINISTRATIVE COMMITTEE 6. CONSIDER ADOPTION OF TREASURER’S REPORT FOR MARCH 2015 Meeting Date: May 11, 2015 Budgeted: N/A From: David J. Stoldt, Program/ N/A General Manager Line Item No.: Prepared By: Suresh Prasad Cost Estimate: N/A
General Counsel Review: N/A Committee Recommendation: The Administrative Committee considered this item on May 11, 2015 and recommended _____________. CEQA Compliance: N/A SUMMARY: Exhibit 6-A comprises the Treasurer’s Report for March 2015. Exhibit 6-B, Exhibit 6-C and Exhibit 6-D are listings of check disbursements for the period March 1-31, 2015. Check Nos. 21280 through 21513, the direct deposits of employee’s paychecks, payroll tax deposits, and bank charges resulted in total disbursements for the period in the amount of $345,318.96. That amount included $15,521.79 for conservation rebates. Exhibit 6-E reflects the financial statements for the month ending March 31, 2015. RECOMMENDATION: District staff recommends adoption of the March 2015 Treasurer’s Report and financial statements, and ratification of the disbursements made during the month. The Administrative Committee reviewed this item at its May 11, 2015 meeting and voted __ to __ to recommend ______________. EXHIBITS 6-A Treasurer’s Report 6-B Listing of Cash Disbursements-Regular 6-C Listing of Cash Disbursements-Payroll 6-D Listing of Other Bank Items 6-E Financial Statements U:\staff\Board_Committees\Admin\2015\20150511\06\Item 6.docx
ADMINISTRATIVE COMMITTEE 7. RECEIVE AND FILE THIRD QUARTER FINANCIAL ACTIVITY REPORT
FOR FISCAL YEAR 2014-2015 Meeting Date: May 11, 2015 Budgeted: N/A From: David J. Stoldt, Program/ N/A General Manager Line Item No.: Prepared By: Suresh Prasad Cost Estimate: N/A
General Counsel Review: N/A Committee Recommendation: The Administrative Committee reviewed this item on May 11, 2015 and recommended ____________. CEQA Compliance: N/A SUMMARY: The third quarter of Fiscal Year (FY) 2014-2015 came to a conclusion on March 31, 2015. Table comparing budgeted and actual year-to-date revenues and expenditures for the period are included as Exhibit 7-A. Exhibits 7-B and 7-C presents the same information in bar graph format. The following comments summarize District staff's observations: REVENUES The revenue table compares amounts received through the second quarter and conclusion of FY 2014-2015 to the amounts budgeted for that same time period. Total revenues collected were $6,097,259, or 67.9% of the budgeted amount of $8,982,851. Variances within the individual revenue categories are described below:
• Water Supply Charge revenues were $2,013,997, or 79.0% of the budget for the period. The first installment of this revenue was received in December 2014. The second installment is expected to be collected in April 2015.
• Mitigation revenue was $1,141,068, or 71.5% of the budget. Mitigation revenue is billed and collected in arrears.
• Property tax revenues were $887,592, or 78.9% of the budget for the period. The first installment of this revenue was received in December 2014. The second installment is expected to be collected in April 2015.
• User fee revenues were $38,165, or about 67.8% of the amount budgeted. This is below the budgeted amount as Reclamation Project’s share is billed and collected at the end of the fiscal year.
• Connection Charge revenues were $90,978, or 69.3% of the budget for the period. Budget figures are forecasted based on estimated number of customers pulling permits.
• Permit Fees revenues were $149,697, or 86.4% of the budget for the period. Budget figures are forecasted based on estimated number of customers pulling permits.
• Interest revenues were $13,656, or 121.4% of the budget for the period. This is due to investments placed with Wells Fargo Securities yielding a higher interest rate than budgeted.
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• Project reimbursements of $1,572,443, or 92.8% of the budget. This is based on actual spending and collection of reimbursement project funds.
• Grant revenue of $169,214, or 49.0% of the budget. This is due to grant funded projects being deferred and continued to next quarter.
• The Other revenue category totaled $20,449 or about 71.8% of the budgeted amount. This is below budget as this category includes reimbursement revenues from legal and other services.
• The Reserves category totaled $0 or about 0.00% of the budgeted amount. This category includes potential use of reserves, water supply carry forward balance and the line of credit during the fiscal year for which adjustments are made at the conclusion of the fiscal year.
EXPENDITURES Expenditure activity as depicted on the expenditure table is similar to patterns seen in past fiscal years. Total expenditures of $6,410,578 were about 71.4% of the budgeted amount of $8,982,851 for the period. Variances within the individual expenditure categories are described below:
• Personnel costs of $2,315,992 were about 96.4% of the budget. This was slightly below the anticipated budget.
• Expenditures for supplies and services were $693,726, or about 90.8% of the budgeted amount. This was slightly below the anticipated budget.
• Fixed assets purchases of $43,067 represented around 28.9% of the budgeted amount as some of the purchases were deferred to next quarter.
• Funds spent for project expenditures were $3,280,249, or approximately 62.8% of the amount budgeted for the period. This is due to some project spending being deferred to next quarter.
• Debt Service included costs of $77,544, or 45.0% of the budget for the period. The second installment on the loan will be due in June of this fiscal year.
• Election expenditures were $0, or 0% of the budgeted amount. This was due to the elections expenses paid in last quarter of the fiscal year.
• Contingencies/Other expenditures $0, or 0% of the budgeted amount. This was due to the contingency budget not spent during this quarter.
• Reserve expenditures of $0, or 0% of the budgeted amount. This was due to the adjustments made at the conclusion of the fiscal year.
Fiscal Year Ended March 31, 2015 Year-to-Date Actual Exenditures $6,410,578
Year-to-Date Budgeted Expenditures $8,892,851
Year-to-Date Expenditures Year-to-Date Budget
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ADMINISTRATIVE COMMITTEE 8. CONSIDER APPROVAL OF THIRD QUARTER FISCAL YEAR 2014-2015
INVESTMENT REPORT Meeting Date: May 11, 2015 Budgeted: N/A
From: David J. Stoldt, Program/ N/A General Manager Line Item No.:
Prepared By: Suresh Prasad Cost Estimate: N/A
General Counsel Review: N/A Committee Recommendation: The Administrative Committee considered this item on May 11, 2015 and recommended _____________. CEQA Compliance: N/A SUMMARY: The District’s investment policy requires that each quarter the Board of Directors receive and approve a report on investments held by the District. Exhibit 8-A is the report for the quarter ending March 31, 2015. District staff has determined that these investments do include sufficient liquid funds to meet anticipated expenditures for the next six months and as a result this portfolio is in compliance with the current District investment policy. This portfolio is in compliance with the California Government Code, and the permitted investments of Monterey County. RECOMMENDATION: The Administrative Committee considered this item at its May 11, 2015 meeting and voted _ to _ to recommend ___________. EXHIBIT 8-A Investment Report as of March 31, 2015 U:\staff\Board_Committees\Admin\2015\20150511\08\Item 8.docx
TOTAL MPWMD $4,868,841 $4,868,841 $4,873,216 0.492%
Issuing Institution Purchase Maturity Annual Rate PortfolioSecurity Description Date Date Cost Basis Par Value Market Value of Return Distribution
US Bank Corp Trust Services: 0.16% Certificate Payment Fund 03/31/15 04/01/15 791 791 791 0.000% Interest Fund 03/31/15 04/01/15 327 327 327 0.000% Rebate Fund 03/31/15 04/01/15 19 19 19 0.000%
$1,136 $1,136 $1,136 0.000%
Bank of America: 99.84%Money Market Fund 03/31/15 04/01/15 688,752 688,752 $688,752 0.030%
TOTAL WASTEWATER RECLAMATION PROJECT $689,888 $689,888 $689,888 0.030%
These investments do include sufficient liquid funds to meet anticipated expenditures for thenext six months as reflected in the FY 2014-2015 annual budget adopted on June 23, 2014.
MONTEREY PENINSULA WATER MANAGEMENT DISTRICTINVESTMENT REPORT AS OF MARCH 31, 2015
CAWD/PBCSD WASTEWATER RECLAMATION PROJECT
MPWMD
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ADMINISTRATIVE COMMITTEE 9. REVIEW THIRD QUARTER LEGAL SERVICES ACTIVITY REPORT FOR
FISCAL YEAR 2014-2015 Meeting Date: May 11, 2015 Budgeted: N/A
From: David J. Stoldt, Program/ N/A General Manager Line Item No.:
Prepared By: Suresh Prasad Cost Estimate: N/A
General Counsel Review: N/A Committee Recommendation: This is an informational item only. CEQA Compliance: N/A SUMMARY: The third quarter Legal Services Activity Report for Fiscal Year 2014-2015 is attached as Exhibit 9-A. The information presented are in a table and graph format and compares the actual second quarter activity and the year-to-date amount to the overall budget for legal & professional services. The actual costs for the current reporting period were 72% of the total legal & professional budget. EXHIBIT 9-A Legal Services Costs Update Table U:\staff\Board_Committees\Admin\2015\20150511\09\Item 9.docx
Total 213,687.36$ 22,930.83$ 46,216.44$ 26,318.40$ 309,153.03$ $430,000.00 [1]
72%[1] Budget column includes legal budget of $400,000 plus $30,000 for professional services.
MONTEREY PENINSULA WATER MANAGEMENT DISTRICTLEGAL SERVICES COSTS UPDATE
REPORT FOR QUARTER ENDED MARCH 31, 2015
Quarterly Activity
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This meeting has been noticed according to the Brown Act rules. The Board of Directors meets regularly on the third Monday of each month. The meetings begin at 7:00 PM.
DRAFT AGENDA (Current 5/6/15)
Closed Session and Regular Meeting Board of Directors
Monterey Peninsula Water Management District ******************
Monday, May 18, 2015 Closed Session 6:00 pm
Regular Meeting 7:00 pm Conference Room, Monterey Peninsula Water Management District
5 Harris Court, Building G, Monterey, CA
Staff notes will be available on the District web site at http://www.mpwmd.net/asd/board/boardpacket/2015
by 5 PM on Friday, May 15, 2015.
Brenda Lewis will participate by telephone from 1758 Broadway Avenue, Seaside, CA 93955 Kristi Markey will participate by telephone from 142 N. West Berger Street, Santa Fe, New Mexico
The 7 PM Meeting will be televised on Comcast Channels 25 & 28. Refer to broadcast schedule on page 3.
6:00 PM - CLOSED SESSION As permitted by Government Code Section 54956 et seq., the Board may adjourn to closed or executive session to consider specific matters dealing with pending or threatened litigation, certain personnel matters, or certain property acquisition matters.
1. Public Comment – Members of the public may address the Board on the item or items listed on the
Closed Session agenda. 2. Adjourn to Closed Session 3. Conference with Legal Counsel – Existing Litigation (Gov. Code 54956.9 (a)) Water Plus v. MPWMD, Case No. M125274 Thum v MPWMD; Monterey Case No. M112598; 6gh District Appellate Case #HO039566) MPTA v MPWMD, Case No. M125274 4. Conference with Real Property Negotiators (Gov. Code 54956.8) Address: 1910 General Jim Moore Blvd., Seaside, CA 93955 Agency Negotiator: David J. Stoldt, General Manager Board of Directors
Brenda Lewis – Division 1 Andrew Clarke - Division 2
Robert S. Brower, Sr. – Division 5 David Pendergrass, Mayoral Representative
David Potter, Monterey County Board of Supervisors Representative
General Manager
David J. Stoldt
This agenda was posted at the District office at 5 Harris Court, Bldg. G Monterey on _____, _____, 2015. Staff reports regarding these agenda items will be available for public review on 2/13/15, at the District office and at the Carmel, Carmel Valley, Monterey, Pacific Grove and Seaside libraries. After staff reports have been distributed, if additional documents are produced by the District and provided to a majority of the Board regarding any item on the agenda, they will be available at the District office during normal business hours, and posted on the District website at http://www.mpwmd.net/asd/board/boardpacket/2015. Documents distributed at the meeting will be made available in the same manner. The next regular meeting of the Board of Directors is scheduled for June 15, 2015 at 7 pm.
5 Harris Court, Building G, Monterey, CA 93940 P.O. Box 85, Monterey, CA 93942-0085
MPWMD Regular Board Meeting May 18, 2015 Page 2 of 4
5. Conference with Labor Negotiators (Gov. Code 54957.8) Agency Designated Representatives: David Stoldt Employee Organization: General Staff and Management Bargaining Units Represented by United
Public Employees of California/LIUNA, Local 792 Unrepresented Employees: Confidential Unit 6. Adjourn to Regular Board Meeting
7:00 PM - REGULAR BOARD MEETING
CALL TO ORDER/ROLL CALL PLEDGE OF ALLEGIANCE ORAL COMMUNICATIONS: Anyone wishing to address the Board on Consent Calendar, Information Items or
matters not listed on the agenda may do so only during Oral Communications. Please limit your comment to three (3) minutes. The public may comment on all other items at the time they are presented to the Board.
CONSENT CALENDAR: The Consent Calendar consists of routine items for which staff has prepared a
recommendation. Approval of the Consent Calendar ratifies the staff recommendation. Consent Calendar items may be pulled for separate consideration at the request of a member of the public, or a member of the Board. Following adoption of the remaining Consent Calendar items, staff will give a brief presentation on the pulled item. Members of the public are requested to limit individual comment on pulled Consent Items to three (3) minutes.
1. Consider Adoption of Minutes of the April 20, 2015 Regular Board Meetings 2. Consider Approval of 2015 Annual Memorandum of Agreement for Releases from San Clemente
Reservoir among California American Water, California Department of Fish and Wildlife, and Monterey Peninsula Water Management District
3 Consider Resolution 2015-06 Establishing the Date for Commencement of Medicare Only Coverage for Employees Not Previously Covered by Medicare who Opt to Enter the Medicare System
4. Consider Adoption of Resolution 2015-07 Certifying Compliance with State Law with Respect to the Levying of General and Special Taxes, Assessments, and Property-Related Fees and Charges
5. Consider Approval of Expenditure for Purchase of Ford F-150 4x4 Truck 6. Consider Approval of Expenditure for IT Hardware Replacement 7. Consider Approval to Enter into Agreement with KBA Docusys for Purchase and Implementation
of Docuware Software 8. Receive and File Third Quarter Financial Activity Report for Fiscal Year 2014-15 9. Consider Approval of Third Quarter Fiscal Year 2013-14 Investment Report 10. Consider Adoption of Treasurer's Report for March 2014 GENERAL MANAGER’S REPORT 11. Status Report on California American Water Compliance with State Water Resources Control
Board Order 2009-0060 and Seaside Groundwater Basin Adjudication Decision 12. Update on Development of Water Supply Projects 13. Report on Drought Response ATTORNEY’S REPORT 14. Report from District Counsel on Closed Session of May 18, 2015 DIRECTORS’ REPORTS (INCLUDING AB 1234 REPORTS ON TRIPS, CONFERENCE
ATTENDANCE AND MEETINGS) 15. Oral Reports on Activities of County, Cities, Other Agencies/Committees/Associations
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MPWMD Regular Board Meeting May 18, 2015 Page 3 of 4
PUBLIC HEARINGS – No public hearing items were submitted for Board consideration. ACTION ITEMS – Public comment will be received on each of these items. Please limit your comment to three (3)
minutes per item. 16. Receive and Confirm Water Supply Forecast for Period of May 1, 2015 -- September 30,
2016 -- Adopt Resolution 2015-08 to Amend Rationing Table XV-4 Action: The Board will receive a report on the available water supply and determine whether
water-rationing triggers have been met. 17. Consider Approval of New MPWMD Website Design Action: The Board will review the beta version of a new website for the Water Management
District, and consider approving it for public use. DISCUSSION ITEMS – Public comment will be received. Please limit your comment to three (3) minutes per
item. 18. Review Proposed Fiscal Year 2015-2016 MPWMD Budget The Board will review the proposed budget for Fiscal Year 2015-16. General direction will be
given to staff but the Board will take no formal action. The Board is scheduled to consider adoption of the budget at the regular monthly meeting on June 30, 2015.
INFORMATIONAL ITEMS/STAFF REPORTS The public may address the Board on Information Items and
Staff Reports during the Oral Communications portion of the meeting. Please limit your comments to three minutes. 19. Letters Received 20. Committee Reports 21. Carmel River Fishery Report 22. Monthly Allocation Report 23. Water Conservation Program Report 24. Monthly Water Supply and California American Water Production Report ADJOURN Board Meeting Broadcast Schedule – Comcast Channels 25 & 28
View Live Webcast at Ampmedia.org Ch. 25, Sundays, 7 PM Monterey Ch. 25, Mondays, 7 PM Monterey, Del Rey Oaks, Pacific Grove, Sand City, Seaside Ch. 28, Mondays, 7 PM Carmel, Carmel Valley, Del Rey Oaks, Monterey, Pacific Grove,
Pebble Beach, Sand City, Seaside Ch. 28, Fridays, 9 AM Carmel, Carmel Valley, Del Rey Oaks, Monterey, Pacific Grove,
Pebble Beach, Sand City, Seaside Upcoming Board Meetings Mon. June 15, 2015 Regular Board Meeting 7:00 pm District conference room Mon. July 20, 2015 Regular Board Meeting 7:00 pm District conference room Mon. August 17, 2015 Regular Board Meeting 7:00 pm District conference room Upon request, MPWMD will make a reasonable effort to provide written agenda materials in appropriate alternative formats, or disability-related modification or accommodation, including auxiliary aids or services, to enable individuals with disabilities to participate in public meetings. MPWMD will also make a reasonable effort to provide translation services upon request. Please submit a
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MPWMD Regular Board Meeting May 18, 2015 Page 4 of 4 written request, including your name, mailing address, phone number and brief description of the requested materials and preferred alternative format or auxiliary aid or service by 5:00 PM on Thursday, May 14, 2015. Requests should be sent to the Board Secretary, MPWMD, P.O. Box 85, Monterey, CA, 93942. You may also fax your request to the Administrative Services Division at 831-644-9560, or call 831-658-5600. U:\staff\Board_Committees\Admin\2015\20150511\10\Item 10.docx