HomeMy WebLinkAboutAgenda Packet - Finance & Human Resources Committee - 10/31/2018F IN A N C E A N D HUMA N RES O URC ES C O MMIT T EE
October 31, 2018 - 3:30 PM
31111 Greenspot Road, Highland C A 92346
AGE N D A
C A LL TO O RD ER
PLED G E O F A LLEG IA N C E
PUBLIC C O MMEN T S
N E W B U SI N E SS
1.Approve April 9, 2018 Finance and Human Resources Committee Meeting Minutes
2.Review Transfer of Unclaimed Funds into District General Fund
3.Discuss Upcoming Finance and Human Resources C ommittee Meetings
AD J O U RN
P LEAS E NO T E:
P urs uant to G overnment C ode S ec tion 54954.2(a), any reques t for a dis ability-related modification or
ac commodation, including auxiliary aids or services, that is s ought in order to partic ipate in the above-
agendized public meeting should be direc ted to the District C lerk at (909) 885-4900 at least 72 hours prior
to said meeting.
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Minutes 4/9/18 cmk
Subject to Approval
EAST VALLEY WATER DISTRICT April 9, 2018
FINANCE AND HUMAN RESOURCES STANDING COMMITTEE MEETING
MINUTES
Ms. Koide called the meeting to order at 3:31 p.m. and Ms. Bryan led the flag salute.
PRESENT: Directors: Coats, Morales
ABSENT: None
STAFF: John Mura, General Manager/CEO; Brian Tompkins, Chief Financial
Officer; Kerrie Bryan, Human Resources/Risk & Safety Manager;
Christi Koide, Sr. Administrative Assistant
GUEST(s): Members of the public
PUBLIC COMMENTS
The Sr. Administrative Assistant declared the public participation section of the
meeting open at 3:33 p.m.
There being no written or verbal comments, the public participation section was closed.
REVIEW UPDATE TO INVESTMENT POLICY 7.6
The Chief Financial Officer discussed the following changes made to the Policy: All bond
issue participants must now disclose any fee sharing arrangements to the CFO/Treasurer
prior to execution of transactions; the Local Agency Investment Fund (LAIF) deposit
maximum is $65 million; the District can invest no more than 5% of the District’s
portfolio in a single security type with a single financial institution; and the
CFO/Treasurer is responsible for establishing and maintaining an internal control
structure to protect the District against loss, theft, or misuse of investments.
REVIEW UPDATES TO THE COMPENSATION AND FACILITY USE POLICIES
The Human Resources/Risk & Safety Manager reviewed updates to the Compensation
Program and Facility Use Policies. She stated that the Compensation Program Policy
now reflects Pay for Performance revisions approved by the Board with the
Memorandum of Understanding Between the East Valley Water District and the East
Valley Water District Employee Partnership and Non-Represented Employees’ Salaries,
Benefits, and Related Programs 2017-20 document; and she stated there was one
update to the Facility Use Policy to revise the alcohol fee to include bartenders and
security guards based on the number of attendees and type of event.
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Minutes 4/9/18 cmk
DISCUSS UPCOMING FINANCE AND HUMAN RESOURCES COMMITTEE MEETINGS
The Committee has agreed to meet on the second Tuesday of the month starting in
July, and that the May 22, 2018 and June 26, 2018 meetings be canceled.
ADJOURN
The meeting adjourned at 3:47 p.m.
James Morales, Jr., Ronald L. Coats,
Governing Board Member Governing Board Member
S TAF F R E P ORT
Agenda Item #2.
Meeting Date: O c tober 31, 2018
Disc ussion Item
To: F I NANC E AND HUMAN R ES O UR C ES C O MMI T T EE
F rom: C hief F inancial O ffic er
Subject: R eview Trans fer of Unc laimed F unds into District G eneral F und
R E C OMME N D AT ION:
S taff recommend s that the F inance and Human R es o urc es C o mmittee (C ommittee) review the C hief F inanc ial
O fficer ’s (C F O ) reques t that wo uld autho rize him to perform proc ed ures pres c rib ed in the G overnment C ode
and C ode o f C ivil P ro cedure for the p urpose o f unenc umbering s tale-dated c hec ks and keep ing the related
funds from esc heating to the S tate.
B AC KG R OUN D / AN ALYS IS:
T he Dis tric t’s c hec king ac count acc umulates a lo ng lis t of old, o uts tand ing c hec ks as a result of cus tomer
refunds relating to the c lo s ing o f water ac counts and paid vendors who failed to c as h their check. All o f the old
checks make the rec o nc iliation of the c hec king acc ount unnec es s arily c umbers ome. P eriodic ally s taff removes
the s tale-dated c hec ks fro m the bank reconciliatio n and mo ves them into a liab ility ac count. As of today, the
balanc e in this acc ount is $12,433.45.
G overnment C o d e s ectio ns 50050-50052 and C ode of C ivil P roc ed ures sec tion 1502(a)(2) d es cribe the
procedure to apply to unc laimed fund s that are at least three years o ld . T he proc ed ure involves p ublis hing a
notice about the unc laimed fund s once a week for two c o ns ec utive weeks in a paper of general c irc ulation. Any
claims that are s ubmitted as a result o f the no tic e will b e investigated and ap p ro ved o r rejec ted by the C F O .
Any funds remaining unclaimed 45 days after the firs t pub licatio n may be trans ferred to the Dis tric t’s general
fund.
G overnment C o d e sec tion 50055 s tates that unc laimed funds o f $15.00 o r les s that have b een held b y the
Dis tric t for mo re than o ne year do not need to be p ublic ly noticed but may be trans ferred into the Dis tric t’s
general fund by s imple ac tion of the Board.
S taff recommend s that the Board authorize the C F O to write off all stale-d ated checks that are mo re than one
year old and are les s than $15.00 (attached S c hedule A totaling $82.37).
S taff is als o req uesting authorizatio n to p ublish a notice regarding all stale-d ated c hec ks that are mo re than
$15.00 and are more than three years old (attac hed S c hedule B totaling $4,101.59) in the S an Bernardino S un
news paper for the purpos e of s atisfying the requirements of the G overnment C ode.
AG E N C Y G O ALS AN D O B J E C T IVE S :
G oal and O bjectives I I - Maintain a C ommitment to S ustainability, Transparency, and Acc ountability
a) P rac tic e Trans parent and Acc ountable F is cal Management
R E VIE W B Y O T HE R S :
T his agenda item has been reviewed by the F inanc e Department.
F IS C AL IMPAC T
T he fisc al imp act as s o ciated with this agenda item is up to $4,183.96 could b e converted fro m a liab ility to
Unres tric ted Net Assets by fo llo wing G overnment C o d e p ro cedures to write o ff the c hec ks lis ted on
Attac hments A and B.
ATTAC H M EN TS:
Description Type
Schedule A Backup Material
Schedule B Backup Material
SCHEDULE A
UNCLAIMED CHECKS UNDER $15 & ONE YEAR OR OLDER
PAYMENT DATE NUMBER VENDOR NAME AMOUNT
10/20/2016 248887 MICHAEL REEVES 14.57$
10/26/2016 248964 BETH KEIPER 11.10
11/16/2016 249133 JOSE TORRES CORTES 8.98
11/16/2016 249135 THUHA LY 9.78
12/14/2016 249242 SOCORRO MATA 1.83
01/11/2017 249406 CELENA CORTEZ 3.09
01/24/2017 249501 JESUS SANCHEZ 4.16
03/15/2017 249795 DAVID CHALABOV 6.51
04/26/2017 250063 JOE NIETO 13.77
08/09/2017 250693 EDER ZAMUDIO 3.93
08/23/2017 250809 JENNIE SANCHEZ 1.30
09/27/2017 251002 JOSE RAMIREZ 3.35
TOTAL 82.37$
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SCHEDULE B
UNCLAIMED CHECKS $15 AND OVER & THREE YEARS OR OLDER
PAYMENT DATE NUMBER VENDOR NAME AMOUNT
10/03/2014 242332 OCTAVIO ROMERO 24.63$
11/07/2014 242752 FIRAS DIAB 54.31
11/07/2014 242753 LUIS R GUTIERREZ 48.64
11/07/2014 242754 SDF MANAGEMENT 54.50
11/07/2014 242763 MARCUS BARNETT 33.31
11/07/2014 242774 PHAT NGUYEN 69.87
11/19/2014 242823 ALBERT VALLE 65.07
11/19/2014 242826 OMAR HERNANDEZ 26.03
11/19/2014 242833 JIMMIE D EVANS 15.97
12/09/2014 243033 TIFFANY VALDEZ 50.28
12/09/2014 243034 JONES & COMPANY REALTY 46.45
12/09/2014 243035 EVELYN MARTINEZ 55.52
01/08/2015 243298 TAMARA MCCLAIN 51.98
01/08/2015 243324 SHELLY A LAY 45.13
01/08/2015 243349 SHARON SITTON 16.34
01/08/2015 243350 FRANKIE PINEDA 101.21
01/15/2015 243398 IAPMA-HR 50.00
01/29/2015 243546 HENRY TINOCO 21.31
02/04/2015 243572 MICHAEL WITORT 34.91
02/04/2015 243586 MARGARITA VAZQUEZ 42.99
02/04/2015 243590 MARLIN OJEDA 57.58
02/04/2015 243595 TARBELL REALTORS 113.10
02/19/2015 243792 LAURO BORREGO 27.99
03/11/2015 243987 LIJIE LIU 22.23
03/11/2015 243990 TABITHA DAVENPORT 83.08
03/11/2015 243993 GRACITA DE GUZMAN MAJOROVAS 37.06
03/11/2015 244005 ERICK DIAZ 22.48
04/02/2015 244214 Robert Krasney Attorney at Law 21.00
04/02/2015 244226 OCEAN RIDGE EQUITIES LLC 57.67
05/07/2015 244500 AARON GUTIERREZ 74.07
06/03/2015 244724 AMELIA A LOPEZ 24.29
06/25/2015 244950 CITY OF SAN BERNARDINO 47.07
07/07/2015 245017 NORMAN HOWELL 200.00
07/09/2015 245032 ANDREW MATA 60.00
07/22/2015 245119 ELITE PET BOUTIQUE 79.15
07/22/2015 245121 GERRY JOHNSON 1,186.84
07/22/2015 245122 CRYSTAL BROWN 26.48
07/22/2015 245167 ROBERT HOLLOWAY 15.67
07/22/2015 245168 MARTHA IBARRA 50.09
07/22/2015 245170 PONG C ESHELMAN 78.58
07/22/2015 245179 NOEMI OLIVAS 33.48
08/13/2015 245339 JOSEPH HAZIN 57.58
08/13/2015 245348 ANDREW FLOREA 52.68
08/13/2015 245349 CLAUDIA ORTIZ 87.26
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PAYMENT DATE NUMBER VENDOR NAME AMOUNT
08/13/2015 245356 JOHN CARR 104.31
08/26/2015 245465 FRANCISCO ESPARZA 251.88
08/26/2015 245480 RAFAEL AMEZOLA GARCIA 321.52
TOTAL 4,101.59$
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