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Home My WebLink AboutAgenda Packet - Finance & Human Resources Committee - 10/13/2020FINANCE AND HUMAN RESOURCES COMMITTEE October 13, 2020 - 3:30 PM In an effort to prevent the spread of COVID-19 and in accordance with Governor Newsom's Executive Order N-25-20 and N-29-20, this meeting is being conducted via teleconference. There will be no public location for attending this meeting in person. Members of the public may listen and provide public comment telephonically. Anyone wishing to join the meeting may do so using the following information: DIAL: 1-209-425-5876 and enter CONFERENCE ID: 212 096 821# You may also join by clicking HERE to connect and participate in the Microsoft Team Meeting AGENDA CALL TO ORDER PLEDGE OF ALLEGIANCE PUBLIC COMMENTS NEW BUSINESS 1.Approve the June 9, 2020 and August 11, 2020 Finance and Human Resources Committee Meeting Minutes 2.Review Transfer of Unclaimed Funds into the District General Fund ADJOURN PLEASE NO TE: Pursuant to Government Code Section 54954.2(a), any request for a disability-related modification or accommodation, including auxiliary aids or services, that is sought in order to participate in the above- agendized public meeting should be directed to the District Clerk at (909) 885-4900 at least 72 hours prior to said meeting. Page 1 of 2 Minutes 6/9/20 cmk Subject to Approval EAST VALLEY WATER DISTRICT June 9, 2020 FINANCE AND HUMAN RESOURCES COMMITTEE MEETING MINUTES Ms. Koide called the meeting to order at 3:31 p.m. and Director Morales led the flag salute. PRESENT: Directors: Goodrich, Morales ABSENT:None STAFF: John Mura, General Manager/CEO; Justine Hendricksen, District Clerk; Brian Tompkins, Chief Financial Officer; Ryan Ritualo, Information Technology Manager; Nate Paredes, Business Services Manager; Rudy Guerrero, Accountant; Shayla Antrim, Senior Administrative Assistant; Christi Koide, Senior Administrative Assistant GUEST(s): Members of the public PUBLIC COMMENTS The Senior Administrative Assistant declared the public participation section of the meeting open at 3:31 p.m. There being no written or verbal comments, the public participation section was closed. REVIEW ENGAGEMENT LETTER AND PLANNING DOCUMENT FROM CLIFTONLARSONALLEN, LLP FOR PREPARATION OF THE DISTRICT’S FY 2020-21 AUDIT CliftonLarsonAllen, LLP (CLA) provided a brief presentation to the Committee and explained that due to the Covid-19 pandemic, the following issues have been considered while completing the District’s Audit: heightened Cybersecurity issues; postponement of implementation of new accounting standards; timeline review of the audit; and the responsibility of Management, the Board, and Independent Auditors during this process. Information only. Page 2 of 2 Minutes 6/9/20 cmk REVIEW BOARD PORTAL The Senior Administrative Assistant provided a demonstration on how to access the Board Portal through the District’s website and reviewed the information that is available to the Board. Information only. DISCUSS UPCOMING FINANCE AND HUMAN RESOURCES COMMITTEE MEETINGS The Committee discussed and agreed that meetings shall continue to be scheduled on the second Tuesday of every month at 3:30 p.m. ADJOURN The meeting adjourned at 4:15 p.m. James Morales, Jr. Phillip R. Goodrich Governing Board Member Governing Board Member Page 1 of 2 Minutes 8/11/20 cmk Subject to Approval EAST VALLEY WATER DISTRICT August 11, 2020 FINANCE AND HUMAN RESOURCES COMMITTEE MEETING MINUTES Ms. Koide called the meeting to order at 3:31 p.m. and Mr. Tompkins led the flag salute. PRESENT: Directors: Goodrich, Morales ABSENT:None STAFF: Brian Tompkins, Chief Financial Officer; Ryan Ritualo, Information Technology Manager; Rudy Guerrero, Accountant; Shayla Antrim, Senior Administrative Assistant; Christi Koide, Senior Administrative Assistant GUEST(s): Members of the public PUBLIC COMMENTS The Senior Administrative Assistant declared the public participation section of the meeting open at 3:32 p.m. There being no written or verbal comments, the public participation section was closed. APPROVE THE JANUARY 24, 2020 FINANCE AND HUMAN RESOURCES COMMITTEE MEETING MINUTES M/S/C (Morales-Coats) by unanimous roll call vote to approve the January 24, 2020 Finance and Human Resources Committee meeting minutes as submitted. REVIEW REVISION TO THE DISTRICT’S DEBT MANAGEMENT POLICY 7.3 The Chief Financial Officer stated that the District is proposing to refinance the 2010 and 2013 Revenue Bonds, and in order to comply with new Securities Exchange Commission rules and regulations, disclosures must be made to all bond-holders within 10 business days if certain events occur. Information only. Page 2 of 2 Minutes 8/11/20 cmk REVIEW EVWD RESOLUTION 2020.20 AUTHORIZING AND APPROVING THE ISSUANCE OF 2020 REFUNDING REVENUE BONDS, SERIES A AND B The Chief Financial Officer stated that during the March 11, 2020 regular Board meeting, the District’s Financial Advisors from Fieldman, Rolapp & Associates (Fieldman) gave a presentation and informed the District of an opportunity of significant savings by refinancing the District’s 2010 and 2013 Revenue Bonds and issuing 2020 Refunding Revenue Bonds. Fieldman, Bond Counsel, and the Underwriter gave a brief presentation to the Committee and discussed all supporting documents and agreements associated with issuance of the 2020 Refunding Revenue Bonds. Information only. REVIEW EVWD FINANCING AUTHORITY RESOLUTION 2020.01 AUTHORIZING AND APPROVING REFUNDING OF THE 2010 AND 2013 REVENUE BONDS The Chief Financial Officer explained that in order for the District to issue 2020 Refunding Revenue Bonds directly, the East Valley Water District Financing Authority (Authority) must first approve escrow agreements between the District, the Authority, and Trustee to facilitate refunding transactions for the 2010 and 2013 Revenue Bonds. Information only. ADJOURN The meeting adjourned at 4:21 p.m. James Morales, Jr. Phillip R. Goodrich Governing Board Member Governing Board Member STAFF REPORT Agenda Item #2. Meeting Date: October 13, 2020 Discussion Item To: FINANCE AND HUMAN RESOURCES COMMITTEE From: Chief Financial Officer Subject: Review Transfer of Unclaimed Funds into the District General Fund RECOMMENDATION: Staff recommends that the Finance and Human Resources Committee (Committee) review the procedures prescribed in the Government Code and Code of Civil Procedure for the purpose of unencumbering stale- dated checks and keeping the related funds from escheating to the State. BACKGROUND / ANALYSIS: The District’s checking account accumulates a long list of old, outstanding checks as a result of customer refunds related to the closing of water accounts and paid vendors who failed to cash their check. All of the old checks make the reconciliation of the checking account unnecessarily cumbersome. Government Code sections 50050-50052 and Code of Civil Procedures section 1502(a)(2) describe the procedure to apply to unclaimed funds that are at least three years old. The procedure involves publishing a notice about the unclaimed funds once a week for two consecutive weeks in a paper of general circulation. Any claims that are submitted as a result of the notice will be investigated and approved or rejected by the CFO. Any funds remaining unclaimed 45 days after the first publication may be transferred to the District’s general fund. Government Code section 50055 states that unclaimed funds of $15.00 or less that have been held by the District for more than one year do not need to be publicly noticed but may be transferred into the District’s general fund by simple action of the Board. Staff recommends that this agenda item be presented to the Board of Directors, to authorize the CFO to write off all stale-dated checks that are more than one year old and are less than $15.00 (attached Schedule A totaling $35.84). Staff is also requesting authorization to publish a notice regarding all stale-dated checks that are more than $15.00 and are more than three years old (attached Schedule B totaling $2,164.58) in the San Bernardino Sun newspaper for the purpose of satisfying the requirements of the Government Code. 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 $2,200.42 and c ould b e c onverted 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 $15 & ONE YEAR OR OLDER PAYMENT DATE NUMBER VENDOR NAME AMOUNT 09/04/2019 254864 MARIE HURTON 9.83$ 08/21/2019 254758 SHELIA DAVIS 0.17 07/17/2019 254566 CHARLES A PURL 14.31 07/17/2019 254570 MARIA DURAN-MENDEZ 8.33 03/27/2019 253935 ROSALITA PICKARD 1.71 09/26/2018 253018 JOSIAS RAMIREZ 1.49 TOTAL 35.84$ Page 1 of 1 SCHEDULE B UNCLAIMED CHECKS $15 AND OVER & THREE YEARS OR OLDER PAYMENT DATE NUMBER VENDOR NAME AMOUNT 09/27/2017 251006 ADRIAN RODARTE 25.85$ 09/06/2017 250885 JOSEPH PETRASEK 20.47 08/09/2017 250689 JENNIFER PACHO 47.41 07/19/2017 250603 NGUYEN T & NGO L LIVING TRUST 37.57 07/12/2017 250543 WEST COAST RESTORATION LLC 84.07 07/05/2017 250509 JEREMY LINDHOLM 20.05 06/28/2017 250451 HANHSING LI 89.96 06/21/2017 250418 FRANK ZIZZO 120.00 06/20/2017 250395 JOSEFA VILLALVAZO 70.79 06/20/2017 250402 JENNIFER LUMPKIN 106.65 06/20/2017 250407 ANIYAH GENERETT 18.32 05/25/2017 250245 LESLIE HERNANDEZ 21.32 05/09/2017 250143 2014 - 1 IH BORROWER L.P. 80.45 04/19/2017 250020 SARA BOGDAN 479.99 04/19/2017 250031 SHERRY GARCIA DEYOUNG 24.12 04/05/2017 249920 CHRISTOPHER TRISTAN 60.86 04/05/2017 249923 ROGER VELUZ 57.41 03/22/2017 249838 GUSTAVO DOMINGUEZ 19.66 03/15/2017 249788 CAROL HARPER 19.86 03/15/2017 249790 GISELLE GOMEZ 20.51 03/07/2017 249742 PIA KENNEDY 200.00 02/01/2017 249533 GARY VALDEZ 34.10 02/01/2017 249536 DAVID WEEDEN 26.69 01/25/2017 249527 SOUTHERN CALIF OCCUPATIONAL HEALTH SERVIC 20.00 11/30/2016 249168 BRIA ARNAUD 33.40 11/30/2016 249170 HENRY CASTRUITA 24.50 11/22/2016 249146 HERMANOS TEST ONLY 150.00 11/10/2016 249047 CHUE BERRIEL 49.97 11/03/2016 248989 ROLANDO P GIPULAN 42.93 10/26/2016 248962 GLORIA ELIZABETH JACO 24.49 10/06/2016 248797 ZACHARY TURNER 33.18 09/28/2016 248756 EVANGELINE ORTEGA 100.00 TOTAL 2,164.58$ Page 1 of 1