HomeMy WebLinkAbout2013-03-25 - Finance-Accounting Committee Meeting Agenda Packet Yorba Linda
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AGENDA
YORBA LINDA WATER DISTRICT
FINANCE-ACCOUNTING COMMITTEE MEETING
Monday, March 25, 2013, 12:00 PM
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
2. ROLL CALL
COMMITTEE STAFF
Director Phil Hawkins, Chair Stephen Parker, Finance Manager
Director Gary T. Melton
3. PUBLIC COMMENTS
Any individual wishing to address the committee is requested to identify themselves and state the matter on
which they wish to comment. If the matter is on this agenda, the committee Chair will recognize the individual for
their comment when the item is considered. No action will be taken on matters not listed on this agenda.
Comments are limited to matters of public interest and matters within the jurisdiction of the Water District.
Comments are limited to five minutes.
4. ACTION CALENDAR
This portion of the agenda is for items where staff presentations and committee discussions are needed prior to
formal committee action.
4.1. Preservation of Tax-Exempt Financing
Recommendation. That the Finance-Accounting Committee recommend the Board
of Directors adopt Resolution No. 13 XX In Support of the Preservation of Tax-
Exempt Financing.
5. DISCUSSION ITEMS
This portion of the agenda is for matters such as technical presentations, drafts of proposed policies, or similar
items for which staff is seeking the advice and counsel of the Committee members. This portion of the agenda
may also include items for information only.
5.1. FY 2013/14 Budget Calendar Update
5.2. Preliminary 2013 Budget Numbers
5.3. Draft Reserve Policy for FY 2013/14
5.4. Investment Report for Period Ending February 28, 2013
5.5. Comparison of Investment Types and Yields of Local Water Districts
5.6. Budget to Actual Results for February 2013
5.7. Detail of Variances in CY Budget (To be provided at the meeting.)
5.8. Future Agenda Items and Staff Tasks
6. ADJOURNMENT
6.1. The next Finance-Accounting Committee meeting is scheduled to be held Monday, April
22, 2013 at 12:00 p.m.
Items Distributed to the Committee Less Than 72 Hours Prior to the Meeting
Pursuant to Government Code section 54957.5, non-exempt public records that relate to open session agenda items
and are distributed to a majority of the Committee less than seventy-two (72) hours prior to the meeting will be available
for public inspection in the lobby of the District's business office located at 1717 E. Miraloma Avenue, Placentia, CA
92870, during regular business hours. When practical, these public records will also be made available on the District's
internet website accessible at http://www.ylwd.com/.
Accommodations for the Disabled
Any person may make a request for a disability-related modification or accommodation needed for that person to be
able to participate in the public meeting by telephoning the Executive Secretary at 714-701-3020, or writing to Yorba
Linda Water District, P.O. Box 309, Yorba Linda, CA 92885-0309. Requests must specify the nature of the disability and
the type of accommodation requested. A telephone number or other contact information should be included so the
District staff may discuss appropriate arrangements. Persons requesting a disability-related accommodation should
make the request with adequate time before the meeting for the District to provide the requested accommodation.
ITEM NO. 4.1
AGENDA REPORT
Meeting Date: March 25, 2013
To: Finance-Accounting Committee
From: Steve Conklin, Acting General
Manager
Presented By: Stephen Parker, Finance Dept: Finance
Manager
Reviewed by Legal: Pending
Prepared By: Stephen Parker, Finance
Manager
Subject: Preservation of Tax-Exempt Financing
STAFF RECOMMENDATION:
That the Finance-Accounting Committee recommend the Board of Directors adopt Resolution No.
13-XX In Support of the Preservation of Tax-Exempt Financing.
DISCUSSION:
Congress and the President have recently proposed legislation to reduce or repeal the tax
exemption on municipal bonds. The Government Finance Officer's Association (GFOA) has urged
their membership to engage our Congressional representatives on this issue. If tax exemption on
municipal bonds was repealed, it would translate to significantly higher borrowing costs in the future,
which would have a detrimental impact on national infrastructure development.
As such, staff has taken a draft resolution provided by GFOA and presented it to the Finance-
Accounting Committee with a recommendation that the Board adopt the resolution. As staff recently
became aware of this, legal counsel has not yet reviewed it. Any changes proposed by legal
counsel will be identified at the time the resolution goes before the Board. Alternatively, if they are
significant changes, they will come back through the Finance-Accounting Committee.
STRATEGIC PLAN:
CP 2-D: Enhance the District's Regional Water and Wastewater Industry Participation
ATTACHMENTS:
Name: Description: Type:
Resolution No 13-
XX Support of the Preservation of Tax- Draft Resolution Backup Material
Exempt Financing.doc
RESOLUTION NO. 13-XX
RESOLUTION OF THE BOARD OF DIRECTORS OF
YORBA LINDA WATER DISTRICT IN SUPPORT OF THE
PRESERVATION OF TAX-EXEMPT FINANCING
WHEREAS, tax-exempt municipal bonds are the primary means by which state and
local governments finance three quarters of the critical infrastructure of our
nation, including roads, bridges, hospitals, schools, and utility systems;
and
WHEREAS, through the tax exemption, the federal government continues to provide
critical support for the federal, state and local partnership that develops
and maintains essential infrastructure, which it cannot practically replicate
by other means; and
WHEREAS, the municipal tax exemption has enabled state and local governments to
finance more than $1.65 trillion in infrastructure investment over the last
decade; and
WHEREAS, this tax exemption is part of a more than century-long system of reciprocal
immunity under which owners of federal bonds are, in turn, not required to
pay state and local income tax on the interest they receive from federal
bonds; and
WHEREAS, municipalities benefit from this tax exemption through substantial savings
on the interest cost of borrowed money; and
WHEREAS, tax exempt bonds benefit state and local governments who need the
support of investors to finance critical infrastructure, taxpayers across the
country who depend on this infrastructure for reliable transportation
systems, schools, public health facilities, energy, clean water and
affordable housing, the federal government, who gets quite a bargain on
their partnership with state and local government to provide the nation's
infrastructure through the exemption; and investors who buy bonds for
many reasons, including the safe nature of these financial products; and
WHEREAS, municipal bonds are the second safest investment, aside from U.S.
Treasuries, with state and local governments having nearly a zero default
rate; and
WHEREAS, 72.4 percent of the total outstanding municipal debt is held by individual
investors, either directly or through mutual funds and money market funds
(Source - 2010 Thomson Reuters); and
Resolution No. 13-XX Support of the Preservation of Tax-Exempt Financing
WHEREAS, Congress and the President have proposed legislation to reduce or repeal
the tax exemption on municipal bonds; and
WHEREAS, these proposals to reduce or repeal the tax exemption would have
severely detrimental impacts on national infrastructure development and
the municipal market, raising costs for state and local borrowers and
creating uncertainty for investors; and
WHEREAS, if the proposal to cap the exemption on municipal bonds at 28 percent had
been in place over the last 10 years it would have cost state and local
governments an additional $173 billion in interest costs; and
WHEREAS, total repeal of the exemption over the last decade would have cost state
and local governments over $495 billion in additional interest costs; and
WHEREAS, the municipal tax exemption has a long history of success, having been
maintained through two world wars and the Great Depression, as well as
the recent Great Recession, and it continues to finance the majority of our
nation's infrastructure needs for state and local governments of all sizes
when no other source exists to do so;
NOW, THEREFORE, BE IT RESOLVED, that the Yorba Linda Water District opposes
any efforts by Congress and the White House to reduce or repeal the federal tax
exemption on interest earned from municipal bonds; and;
BE IT FURTHER RESOLVED, that we oppose any action that would reduce or repeal
the exemption on tax-exempt bond interest, and affirm that there should be no
legislative action to apply any changes retroactively to current outstanding bonds; and
BE IT FURTHER RESOLVED, that a copy of this resolution shall be sent to our
Congressional Representative, Ed Royce, and key members of the Administration.
PASSED AND ADOPTED this 11th day of April 2013 by the following called vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Gary Melton, President
Yorba Linda Water District
Resolution No. 13-XX Support of the Preservation of Tax-Exempt Financing
ATTEST:
Steven R. Conklin, Secretary
Yorba Linda Water District
Reviewed as to form by General Counsel:
Arthur G. Kidman, Esq.
Kidman Law, LLP
Resolution No. 13-XX Support of the Preservation of Tax-Exempt Financing
ITEM NO. 5.1
AGENDA REPORT
Meeting Date: March 25, 2013
To: Finance-Accounting Committee
From: Steve Conklin, Acting General
Manager
Presented By: Stephen Parker, Finance Dept: Finance
Manager
Prepared By: Stephen Parker, Finance
Manager
Subject: FY 2013/14 Budget Calendar Update
DISCUSSION:
Attached is the updated FY 2013/14 Budget Calendar that shows in red the changes that have
occurred since it was last presented. The District is still on pace to complete the budget in May.
STRATEGIC PLAN:
FR 1-13: Prepare a High Level Annual Budget Document and Comprehensive Annual Financial
Report and Compete for Recognition by the Government Finance Officers Association
ATTACHMENTS:
Name: Description: Type:
Budget Calendar - FY 13.14 3.25.13.xlsx Budget Calendar Backup Material
BUDGET CALENDAR FOR FISCAL YEAR 2012/13
DATE BOARD/COMMITTEE SCHEDULE
JANUARY
January 15,2013 Manager's Meeting Discuss Budget Calendar and Process
Personnel &Capital budget discussion
January 28,2013 Finance-Accounting Committee Review the Budget Calendar
FEBRUARY
February 5,2013 Manager's Meeting Personnel &Capital budget discussion
February 7,2013 Planning-Engineering-Operations Committee Capital Improvement Projects budget(v 0.5)
February 25, 2013 Finance-Accounting Committee Finance budget(v 1.0)
February 27, 2013 Exec-Admin-Organizational Committee Board of Directors and Administration budget(v 1.0)
MARCH
March 4, 2013 Public Affairs-Communications-Tech Committee IT&Public Affairs budget(v 1.0)
March 7, 2013 Planning-Engineering-Operations Committee Engineering and Operations budget(v 1.0)
Vehicle Equipment&Capital Outlay budget(v 1.0)
March 12, 2013 Personnel-Risk Mgmt Committee heRef;+G(V 1.9) HR budget(v 1.0)
11 aFGh 14, 294 /'`a..i+.,I I w........e w.e.,+D...jeG+S hu.J..e+/.,2.9)/.f., v.J v.J\
March 19, 2013 Exec-Admin-Organizational Committee Administration budget(v 2.0)(f„e^'°d)
March 25, 2013 Finance-Accounting Committee PiRaRGe budget(v 2.9)(;f Reed&d) QpeFatiRg FeVeRues Draft Budget(v 1.0)
Reserve policy analysis(v 1.0)
March 27, 2013 Personnel-Risk Mgmt Committee Labor and benefits(v 1.0), HR budget(v 2.0)
MaFGh 28 201
APRIL
April 42, 2013 Public Affairs-Communications-Tech Committee IT affairs budget(v 2.0)(of^ eded)
April 7-8, 2013 Planning-Engineering-Operations Committee Engineering and Operations budget(v 2.0)(of^ eded)
Capital Improvement Projects budget(v 2.0)
Vehicle Equipment&Capital Outlay budget(v 2.0)
April 9,2013 Personnel-Risk Mgmt Committee HR budget(v 23.0)(if needed), Labor and Benefits(v 2.0)(if needed)
April 18, 2013 Board Workshop-Budget Draft 9budget presented to Board for review and discussion
Reserve policy discussion
April 22, 2013 Finance-Accounting Committee Possible reserve policy recommendation
Draft reserve policy
MAY
May 9,2013 Board of Directors Draft Budget(Full Board)
Reserve policy adoption
May 23, 2013 Budget review and adoption (Full Board)
ITEM NO. 5.2
AGENDA REPORT
Meeting Date: March 25, 2013
To: Finance-Accounting Committee
From: Steve Conklin, Acting General
Manager
Presented By: Stephen Parker, Finance Dept: Finance
Manager
Prepared By: Stephen Parker, Finance
Manager
Subject: Preliminary 2013 Budget Numbers
SUMMARY:
Presented for review and discussion are the preliminary FY 2013/14 budget revenues and
expenses of the District. This information includes a number of assumptions as we are early in the
budget process, but provides an overview of what next year's budget will look like.
DISCUSSION:
Operating revenues are initially budgeted higher by 5% as a result of a previously approved 2.5%
increase in revenues (on the fixed charge), along with a 2.7% increase to offset the variable water
cost pass-through (which equates to 7 cents on the commodity cost of water).
Variable water costs are up almost $600,000, or 5% primarily as a result of a 5% increase in
OCWD's pumping costs taking effect July 1, 2013 and a 5% increase in MET's Full Service Treated
Volumetric Cost taking effect January 1, 2014.
Personnel expenses are up 4% as proposed (this information is being taken to the Personnel-Risk
Management Committee for the first time on Wednesday, March 27, 2013). The increases are
primarily due to proposals for a new Safety Officer, making a part-time position full-time, some
employee reclassifications, an increase in overtime related to numerous unfilled positions and a 3%
increase for cost of living (which is mostly offset by employees taking on a higher percentage of the
PERS Employee expense). The increase would be higher, but by paying down the PERS Side-Fund
earlier in the current fiscal year, personnel expenses decreased by over 1% as a result.
After having decreased for the last 3 consecutive budgets (and an additional mid-year adjustment),
Supplies and Services as initially previewed with individual committees has increased by 25% from
last year's budget.
Depreciation expense has increased by 4.5% from last years' budget due to an increase in
completed projects.
District net income before depreciation would be $2.65 million, and the loss including depreciation
would be $4.25 million. On a cost basis, the amount funding reserves would be $1.2 million, with
$600,000 of that being applied to the Water Fund. Because our reserve policy calls for an annual
contribution to the Capital Replacement Reserve of $1.82 million for the water fund alone, staff will
be looking to make adjustments to these preliminary budget numbers before proposed numbers are
brought before the Board in the April 18, 2013 workshop.
STRATEGIC PLAN:
FR 1-13: Prepare a High Level Annual Budget Document and Comprehensive Annual Financial
Report and Compete for Recognition by the Government Finance Officers Association
ATTACHMENTS:
Description: Type:
Preliminary Budget Numbers.xlsx Preliminary 2013/14 Budget Backup Material
Yorba Linda Water District
Water&Sewer Enterprise
FY 2010/11 FY 2011/12 FY 2012/13 FY 2012/13 FY 2013/14
Actual Actual Budget Forecast Budget
Revenue(Operating):
Water Revenue(Residential) $ 14,322,659 $ 16,120,680 $ 15,405,197 $ 15,437,982 $ 15,649,974
Water Revenue(Commercial&Fire Det.) $ 1,755,870 $ 1,820,913 $ 1,822,665 $ 1,960,365 $ 1,913,594
Water Revenue(Landscape/Irrigation) $ 3,333,093 $ 3,687,643 $ 4,035,121 $ 4,323,761 $ 4,388,600
Service Charges $ 3,274,629 $ 3,369,437 $ 3,755,191 $ 3,702,822 $ 4,468,716
Sewer Charge Revenue $ 1,170,549 $ 1,580,369 $ 1,548,682 $ 1,221,788 $ 1,550,530
Sewer Parcel Assessments $ 104,030 $ 205,435 $ 198,433 $ 198,433 $ 200,797
Other Operating Revenue $ 1,035,545 $ 848,238 $ 643,737 $ 719,713 $ 732,749
Total Operating Revenue $24,996,375 $ 27,632,716 $ 27,409,026 $27,564,864 $ 28,904,959
Revenue(Non-Operating):
Interest $ 274,152 $ 277,137 $ 170,000 $ 113,246 $ 85,000
Property Tax $ 1,258,769 $ 1,273,855 $ 1,244,320 $ 1,249,059 $ 1,264,672
Other Non-Operating Revenue $ 739,062 $ 805,654 $ 494,437 $ 585,309 $ 509,150
Total Non-Operating Revenue $ 2,271,983 $ 2,356,646 $ 1,908,757 $ 1,947,614 $ 1,858,822
Total Revenue $27,268,358 $ 29,989,362 $ 29,317,782 $29,512,478 $ 30,763,782
Expenses(Operating):
Variable Costs $ 11,268,306 $ 12,275,853 $ 12,953,024 $ 13,470,918 $ 13,527,548
Salary Related Expenses $ 7,416,194 $ 6,979,088 $ 8,013,891 $ 7,191,482 $ 8,239,169
Reduction for Capital Project Labor $ (513,199) $ - $ (365,000) $ (301,661) $ (265,000)
Salary Related Expenses Total $ 6,902,995 $ 6,979,088 $ 7,648,891 $ 6,889,822 $ 7,974,169
Supplies&Services:
Communications $ 270,787 $ 214,165 $ 303,250 $ 219,822 $ 325,700
Contractual Services $ 781,552 $ 437,875 $ 489,321 $ 434,559 $ 892,300
Data Processing $ 129,863 $ 125,732 $ 135,340 $ 142,826 $ 174,530
Dues&Memberships $ 29,832 $ 58,432 $ 62,192 $ 81,737 $ 72,607
Fees&Permits $ 63,893 $ 154,146 $ 151,320 $ 170,886 $ 163,490
Board Election $ 35,698 $ - $ 63,500 $ - $ -
Insurance $ 221,949 $ 228,805 $ 279,200 $ 282,662 $ 299,240
Materials $ 453,331 $ 504,352 $ 490,025 $ 587,300 $ 559,875
District Activities, Emp Recognition $ 14,811 $ 12,972 $ 18,600 $ 20,082 $ 29,700
Maintenance $ 280,108 $ 532,933 $ 381,970 $ 444,522 $ 510,350
Non-Capital Equipment $ 109,830 $ 111,375 $ 97,500 $ 139,904 $ 145,650
Office Expense $ 28,010 $ 46,077 $ 40,525 $ 52,071 $ 51,250
Professional Services $ 782,507 $ 907,959 $ 787,460 $ 772,973 $ 978,920
Training $ 24,269 $ 39,030 $ 46,100 $ 28,841 $ 57,900
Travel &Conferences $ 21,366 $ 20,488 $ 45,400 $ 21,494 $ 57,350
Uncollectible Accounts $ 20,263 $ 22,995 $ 39,000 $ 2,109 $ 35,000
Utilities $ 91,853 $ 72,027 $ 85,000 $ 88,725 $ 95,000
Vehicle Equipment $ 326,411 $ 321,756 $ 333,899 $ 336,611 $ 349,149
Supplies&Services Sub-Total $ 3,686,333 $ 3,811,119 $ 3,849,602 $ 3,827,120 $ 4,798,011
Total Operating Expenses $21,857,634 $ 23,066,060 $ 24,451,517 $24,187,860 $ 26,299,728
Expenses(Non-Operating):
Interest Expense $ 1,172,503 $ 1,626,190 $ 2,011,395 $ 1,779,438 $ 1,739,309
Other Expense $ 406,575 $ 108,984 $ 124,210 $ 44,206 $ 77,400
Total Non-Operating Expenses $ 1,579,078 $ 1,735,174 $ 2,135,605 $ 1,823,644 $ 1,816,709
Total Expenses $23,436,712 $ 24,801,234 $ 26,587,122 $26,011,504 $ 28,116,437
Net Income Before Capital Contributions $ 3,831,646 $ 5,188,127 $ 2,730,661 $ 3,500,974 $ 2,647,345
Extraordinary Item $ - $ (5,000,000) $ - $ - $ -
Capital Contributions $ 706,319 $ 17,214,139 $ - $ 350,819 $
Net Income Before Depreciation $ 4,537,965 $ 17,402,266 $ 2,730,661 $ 3,851,793 $ 2,647,345
Depreciation $ 5,279,860 $ 6,291,786 $ 6,602,339 $ 6,744,192 $ 6,897,941
Income(Loss) $ (741,895) $ 11,110,480 $ (3,871,678) $ (2,892,399) $ (4,250,597)
ITEM NO. 5.3
AGENDA REPORT
Meeting Date: March 25, 2013
To: Finance-Accounting Committee
From: Steve Conklin, Acting General
Manager
Presented By: Stephen Parker, Finance Dept: Finance
Manager
Prepared By: Stephen Parker, Finance
Manager
Subject: Draft Reserve Policy for FY 2013/14
DISCUSSION:
Attached is a draft and red-line version of the financial reserves policy for FY 2013/14 for the
Finance-Accounting Committee to review. This information will be presented to the entire Board at
the April 18, 2013 Budget Workshop.
Staff is not proposing any major changes in this years' reserve policy. The only changes are minor,
consisting primarily of updating account balances, which are required annually.
STRATEGIC PLAN:
FR 2-A: Review the Reserve Policy and Funding Levels Annually
ATTACHMENTS:
Description: Type:
Financial Reserves Policy FY 13.14.docx Draft Reserve Policy Backup Material
Financial Reserves Policy FY 13.14 red-line.pdf Draft Reserve Policy-Red Line Backup Material
RESERVE POLICY
A. GENERAL POLICY:
Maintaining adequate reserves is an essential part of sound financial management. The Yorba
Linda Water District Board of Directors realizes the importance of reserves in providing reliable
service to its customers, financing of long-term capital projects and funding availability for
emergencies should the need arise. Interest derived from reserve balances shall be credited to the
reserve account from which it was earned.
B. CATEGORIES:
YLWD shall accumulate, maintain and segregate its reserve funds into the following categories:
Restricted and Designated Reserves
1. Board Designated Reserves; and
2. Contractually Restricted Reserves.
C. SCOPE:
This policy will assist the Board of Directors in establishing:
1. Target levels for reserve funds;
2. Requirements for the use of reserve funds; and
3. Periodic review requirements for each reserve.
D. PERIODIC REVIEW:
Staff and the YLWD Board shall review the reserve balances and targets annually as a part of the
annual budget process. The Finance-Accounting Committee will continue to review all reserve
and investment balances monthly, with a quarterly report going to the full Board.
E. RESTRICTED AND DESIGNATED RESERVES:
1. Board Designated Reserves:
These are reserve funds earmarked for the purpose of funding such items as new capital
facilities, repair or replacement of existing facilities and general operating reserves designated
for a specific purpose and use by the Board of Directors.
1.0 Operating Reserve
A. Definition and Purpose — Established to cover temporary cash flow deficiencies that
occur as a result of timing differences between the receipt of operating revenue and
expenditure requirements and unexpected expenditures occurring as a result of doing
business.
March 25, 2013 Page 1 of 3
B. Target Level — The Government Finance Officers Association (GFOA) recommends
that funding should be no less than one to two months (or 8% - 17%) of the District's
annual operating budget. The District's current target will be a minimum of 8% and a
maximum of 17% of the annual operating budget for both the water and sewer funds.
C. Events or Conditions Prompting the Use of the Operating Reserve— This reserve may
be utilized as needed to pay outstanding operating expenditures prior to the receipt of
anticipated operating revenues.
1.1 Emergency Reserve
A. Definition and Purpose — Established to provide protection recovery to the District
and its customers for losses arising from an unplanned event or circumstance. The
reserve level combined with YLWD's existing insurance policies should adequately
protect YLWD and its customers in the event of a loss.
B. Target Level —Established at a minimum level equal to $1,000,000 for the water fund
and shall accumulate interest and annual contributions as determined by the District's
annual operation to a maximum level of $4,000,000. The target for sewer will be a
minimum of$250,000 and a maximum of$1,000,000.
C. Events or Conditions Prompting the Use of the Emergency Reserve — This reserve
shall be utilized to cover unexpected losses experienced by the District as a result of a
disaster or other unexpected loss. Any reimbursement received by the District from
insurance companies as a result of a submitted claim shall be deposited back into the
reserve as replenishment for the loss.
1.2 Capital Replacement Reserve
A. Definition and Purpose — Established to provide capital repair and replacement
funding as the District's infrastructure deteriorates over its expected useful life.
B. Target Level — The Board-approved 2010 Asset Management Plan recommended that
the annual contribution to this reserve be at a minimum level of $1,820,000 for the
water fund and $345,000 for the sewer fund, less money set aside for the Maintenance
Reserve. Funding with available funds based on the District's operations shall be
allocated quarterly.
C. Events or Conditions Prompting the Use of the Capital Replacement Reserve —
Through the annual budget process, staff shall recommend anticipated asset
replacement projects. The Board of Directors shall take action to approve
recommended project appropriations from the capital replacement reserve. Should
unplanned replacement be necessary during any fiscal year, the Board of Directors
may take action to amend the budget and appropriate needed funds as required.
1.3 Maintenance Reserve
A. Definition and Purpose — Established to provide funding for non-scheduled capital
asset repair and replacement.
March 25, 2013 Page 2 of 3
B. Target Level— $200,000 subject to an annual review.
C. Events or Conditions Prompting the Use of the Maintenance Replacement Reserve —
Unplanned failure of assets including but not limited to pumps, motors and major
facility repairs.
1.4 Employee Liabilities Reserve
A. Definition and Purpose — The purpose is to cover employees' accrued vacation and
other compensatory time and to ensure the complete funding associated with the
liability incurred for employees whom have met the requirements necessary for
district paid health benefits at retirement.
B. Target Level — The annual contribution will be $100,000 ($93,000 for water and
$7,000 for sewer) to be evaluated and/or adjusted annually thereafter based on an
analysis of current employees' vacation and sick time accrued and actuarial
determinations of future retiree costs. As of November 2, 2011, an actuary
determined that the District's Other Post Employment Benefit (OPEB) liability was
$1,433,197. When combined with a liability on the District's books for vacation,
compensatory and sick time of$1,063,572 at June 30, 2012, the target is projected to
be approximately $2,500,000 for the combined water and sewer enterprises.
C. Events or Conditions Prompting the Use of the Employee Liabilities Reserve — This
reserve may be used in the event that operating funds are not adequate to meet
vacation, compensatory and sick time paid out or retiree medical cost obligations
within the current year.
2. Contractually Restricted Reserves:
These are funds held to satisfy limitations set by external requirements established by creditors,
grant agencies or law. Examples include stipulated bond covenants and reserves held with a
fiscal agent.
2.0 US Bank 2008 COP Reserve
A. Definition and Purpose — Established to cover reserve requirements held with a
designated fiscal agent(US Bank) for the 2008 Certificates of Participation.
B. Target Level—Funding shall be held in an amount equal to $2,147,096.
C. Events or Conditions Prompting the Use of the Contractually Restricted Reserve —
This reserve may be utilized as needed by the fiscal agent to pay any outstanding debt
service payments not covered by the District within the specified billing and due
dates.
End of Policy Document
March 25, 2013 Page 3 of 3
RESERVE POLICY
A. GENERAL POLICY:
Maintaining adequate reserves is an essential part of sound financial management. The Yorba
Linda Water District Board of Directors realizes the importance of reserves in providing reliable
service to its customers, financing of long-term capital projects and funding availability for
emergencies should the need arise. Interest derived from reserve balances shall be credited to the
reserve account from which it was earned.
B. CATEGORIES:
YLWD shall accumulate,maintain and segregate its reserve funds into the following categories:
Restricted and Designated Reserves
1. Board Designated Reserves; and
2. Contractually Restricted Reserves.
C. SCOPE:
This policy will assist the Board of Directors in establishing:
1. Target levels for reserve funds;
2. Requirements for the use of reserve funds; and
3. Periodic review requirements for each reserve.
D. PERIODIC REVIEW:
Staff and the YLWD Board shall review the reserve balances and targets annually as a part of the
annual budget process. The Finance-Accounting Committee will continue to review all reserve
and investment balances monthly, with a quarterly report going to the full Board.
E. RESTRICTED AND DESIGNATED RESERVES:
1. Board Designated Reserves:
These are reserve funds earmarked for the purpose of funding such items as new capital
facilities, repair or replacement of existing facilities and general operating reserves designated
for a specific purpose and use by the Board of Directors.
1.0 Operating Reserve
A. Definition and Purpose — Established to cover temporary cash flow deficiencies that
occur as a result of timing differences between the receipt of operating revenue and
expenditure requirements and unexpected expenditures occurring as a result of doing
business.
tFne 14, -201 March 25,2013 Page 1 of 3
B. Target Level — The Government Finance Officers Association (GFOA) recommends
that funding should be no less than one to two months (or 8% - 17%) of the District's
annual operating budget. The District's current target will be a minimum of 8% and a
maximum of 17% of the annual operating budget for both the water and sewer funds.
C. Events or Conditions Prompting the Use of the Operating Reserve—This reserve may
be utilized as needed to pay outstanding operating expenditures prior to the receipt of
anticipated operating revenues.
1.1 Emergency Reserve
A. Definition and Purpose — Established to provide protection recovery to the District
and its customers for losses arising from an unplanned event or circumstance. The
reserve level combined with YLWD's existing insurance policies should adequately
protect YLWD and its customers in the event of a loss.
B. Target Level—Established at a minimum level equal to $1,000,000 for the water fund
and shall accumulate interest and annual contributions as determined by the District's
annual operation to a maximum level of$4,000,000. The target for sewer will be a
minimum of$250,000 and a maximum of$1,000,000.
C. Events or Conditions Prompting the Use of the Emergency Reserve — This reserve
shall be utilized to cover unexpected losses experienced by the District as a result of a
disaster or other unexpected loss. Any reimbursement received by the District from
insurance companies as a result of a submitted claim shall be deposited back into the
reserve as replenishment for the loss.
1.2 Capital Replacement Reserve
A. Definition and Purpose — Established to provide capital repair and replacement
funding as the District's infrastructure deteriorates over its expected useful life.
B. Target Level — The Board-approved 2010 Asset Management Plan recommended that
the annual contribution to this reserve be at a minimum level of $1,820,000 for the
water fund and $345,000 for the sewer fund, less money set aside for the Maintenance
Reserve. Funding with available funds based on the District's operations shall be
allocated quarterly.
C. Events or Conditions Prompting the Use of the Capital Replacement Reserve —
Through the annual budget process, staff shall recommend anticipated asset
replacement projects. The Board of Directors shall take action to approve
recommended project appropriations from the capital replacement reserve. Should
unplanned replacement be necessary during any fiscal year, the Board of Directors
may take action to amend the budget and appropriate needed funds as required.
1.3 Maintenance Reserve
A. Definition and Purpose — Established to provide funding for non-scheduled capital
asset repair and replacement.
tFne 14, -201 March 25,2013 Page 2 of 3
B. Target Level — $200,000 subject to an annual review.
C. Events or Conditions Prompting the Use of the Maintenance Replacement Reserve —
Unplanned failure of assets including but not limited to pumps, motors and major
facility repairs.
1.4 Employee Liabilities Reserve
A. Definition and Purpose — The purpose is to cover employees' accrued vacation and
other compensatory time and to ensure the complete funding associated with the
liability incurred for employees whom have met the requirements necessary for
district paid health benefits at retirement.
B. Target Level — The annual contribution will be $100,000 ($93,000 for water and
$7,000 for sewer) to be evaluated and/or adjusted annually thereafter based on an
analysis of current employees' vacation and sick time accrued and actuarial
determinations of future retiree costs.
,.,.,,tfibufie,s r As of November 2, 2011, an actuary determined that the District's
Other Post Employment Benefit (OPEB) eests +hat she Distfiet has tindefftinded ara
rt hefefere shown as a long tefm liability of r me 30 201 Miability was
$ 1,433,197. When combined with a liability on the District's books for
vacation, compensatory and sick time of$1,063,572 at June 30, 20112012, the
target is projected to be approximately $','2Q2,500,000 for the combined water
and sewer enterprises.
C. Events or Conditions Prompting the Use of the Employee Liabilities Reserve — This
reserve may be used in the event that operating funds are not adequate to meet
vacation, compensatory and sick time paid out or retiree medical cost obligations
within the current year.
2. Contractually Restricted Reserves:
These are funds held to satisfy limitations set by external requirements established by creditors,
grant agencies or law. Examples include stipulated bond covenants and reserves held with a
fiscal agent.
2.0 US Bank 2008 COP Reserve
A. Definition and Purpose — Established to cover reserve requirements held with a
designated fiscal agent(US Bank)for the 2008 Certificates of Participation.
B. Target Level—Funding shall be held in an amount equal to $2,147,096.
C. Events or Conditions Prompting the Use of the Contractually Restricted Reserve —
This reserve may be utilized as needed by the fiscal agent to pay any outstanding debt
service payments not covered by the District within the specified billing and due
dates.
tFne 14, -201 March 25,2013 Page 3 of 3
End of Policy Document
tFne 14, -201 March 25,2013 Page 4 of 3
ITEM NO. 5.4
AGENDA REPORT
Meeting Date: March 25, 2013
To: Finance-Accounting Committee
From: Steve Conklin, Acting General
Manager
Presented By: Stephen Parker, Finance Dept: Finance
Manager
Prepared By: Delia Lugo, Senior Accountant
Subject: Investment Report for Period Ending February 28, 2013
SUMMARY:
Staff is submitting the February 2013 Monthly Investment Reports for the Committee's review.
DISCUSSION:
The Investment Portfolio Report presents the market value and percent yield for all District
investments by institution. The Investment Report Summary includes budget and actual interest and
average term portfolio information as well as market value broken out by reserve categories.
The total yield for the month ending February 2013 is 0.80%.
The overall increase in the investment balance from the previous month is approximately $281,000.
A couple of the larger balance changes include a decrease in the Water Capital projects due to the
spending on CIP projects and an increase in the Reserve for Debt Service of$166,000 due to the
District meeting its monthly obligation to ensure that funds are set aside for the March 2013 debt
service interest payment.
STRATEGIC PLAN:
FR 1-F: Continue to Record and Report the Fairly Stated Financial Activities of the District in a
Timely and Transparent Manner to the Board of Directors and Member Agencies
ATTACHMENTS:
114arne. Description: Type:
Invst Rpt 2-13.xlsx Investment Report for Period Ending February 28,2013 Backup Material
Invst Agenda Backup -Feb 2013.xlsx Agenda Backup Backup Material
Yorba Linda Water District
Investment Portfolio Report
February 28, 2013
Market % Percent
Value Cost of Total Institution Yield
Checking Account:
$ 340,849 $ 340,849 Wells Fargo Bank
$ 340,849 $ 340,849 1.95% Total 0.00%
Money Market Accounts:
$ 54,947 $ 54,947 Wells Fargo Money Market 0.05%
1,708,169 1,708,169 Bank of the West 0.35%
17,250 17,249 US Bank(2008 Bond Reserve) 0.04%
$ 1,780,366 $ 1,780,365 10.18% Total 0.34%
Federal Home Loan Bank:
2,147,148 $ 2,144,397 US Bank(2008 Bond Reserve) 1.35%
$ 2,147,148 $ 2,144,397 12.27% 1.35%
Pooled Investment Accounts:
$ 2,244,493 $ 2,244,493 Local Agency Investment Fund 0.29%
194,998 194,998 CalTRUST Short Term 0.44%
10,788,411 10,763,547 Ca1TRUST Medium Term 0.91%
$ 13,227,901 $ 13,203,038 75.60% 0.80%
$ 17,496,264 $ 17,468,649 100% Total Investments 0.80%
Per Government Code requirements,the Investment Report is in compliance with the Yorba
Linda Water District's Investment Policy, and there are adequate funds available to meet
budgeted and actual expenditures for the next six months.
Delia Lugo, Senior Accountant
2/28/13
Investment Summary Report
Below is a chart summarizing the yields as well as terms and maturities for the month of February 2013:
Avg. Portfolio Avg. Portfolio #of
Month Yield Without Yield With Days to
of 2013 CalTRUST CalTRUST Maturity
February 0.80% 0.64% 78
Below is are charts comparing operating fund interest for current and prior fiscal years.
Actual Interest 1/31/2012 1/31/2013
Monthly- February $ 19,599 $ 7,183
Year-to-Date $ 168,872 $ 77,671
Budget 2011/2012 2012/2013
Interest Budget, February YTD $ 126,667 $ 100,000
Interest Budget, Annual $ 190,000 $ 150,000
Interest earned on investments is recorded in the fund that owns the investment.
Investment Summary Comparison Between Current and Previous Month
The distribution of investments in the portfolio both in dollars and as a percentage of the total portfolio by funds
is as follows:
January 2013 %Alloc February 2013 %Alloc
Fund Description Balance 1/31/2013 Balance 2/28/2013
Water Operating Reserve $ 2,201,869 13.03% $ 2,425,961 14.14%
Water Emergency Reserve 1,006,160 5.96% 1,006,804 5.87%
Water Capital Project Reserve 8,078,070 47.81% 7,923,881 46.19%
Water Reserve for Debt Service 1,164,036 6.89% 1,329,881 7.75%
Maintenance Reserve 187,029 1.11% 187,029 1.09%
COP Revenue Bond 2008- Reserve 2,166,491 12.82% 2,164,398 12.62%
Sewer Operating 16,221 0.10% 16,231 0.09%
Sewer Emergency Reserve 1,005,154 5.95% 1,005,797 5.86%
Sewer Capital Project Reserve 1,069,415 6.33% 1,095,433 6.39%
$ 16,894,445 100.00% $ 17,155,415 100.00%
Wells Fargo Bank Checking
Water Operating 187,893 186,157
Sewer Operating 132,880 154,692
320,773 340,849
Totals $ 17,215,218 $ 17,496,264
ITEM NO. 5.5
AGENDA REPORT
Meeting Date: March 25, 2013
To: Finance-Accounting Committee
From: Steve Conklin, Acting General
Manager
Presented By: Stephen Parker, Finance Dept: Finance
Manager
Prepared By: Stephen Parker, Finance
Manager
Subject: Comparison of Investment Types and Yields of Local Water Districts
DISCUSSION:
As requested, staff has accumulated information from local water districts' December 2012
Treasurer's Reports and is presenting this information for discussion.
The main items to note are that investments common to local water districts are ones that abide by
the California Government Code, and have safety as the primary function. Therefore, investments in
money market funds, Local Agency Investment Fund, and investments issued by the federal
government or having the full faith and credit of the federal government are the most common.
By being the highest, the District's yield is extremely competitive as compared to these other local
water districts. Individual investments that are gaining the most yield are primarily federal agency
securities that were purchased years ago and are soon maturing. In order to attain a good yield with
recently purchased federal agency securities, the investment must go out for a number of years,
and during the last few years of that investment, they are likely to look like a very poor investment.
Staff has intentionally not purchased federal agency securities because of the uncertainty of when
the current investments will be needed to spend according to our current CIP plan. Until the
District's lawsuit is finalized or a potential debt issuance is put in place, staff will continue to limit
purchases of investments with a long Days to Maturity.
ATTACHMENTS:
Description: Type:
Dec 2012 - Agency Investment Comparison.xlsx Comparison of Investment Types and Yields Backup Material
Yorba Linda Water District
Comparison of Investment Types and Yields of Local Water Districts
As of December 31, 2012
Days to
Agency and Portfolio Make-up Market Value Yield Rate Maturity
El Toro Water District
Union Bank of California -Operational Accts $810,457 0.00% 0
Local Agency Investment Fund $10,058,903 0.32% 1
Bank of New York/CAMP:
FNMA Notes $1,507,050 1.08% 174
FHLMC Notes $1,013,441 1.38% 421
FHLMC Global Notes $1,042,202 3.00% 574
Fannie Mae Global Notes $1,003,482 0.50% 913
FHLB Global Notes $1,003,766 0.50% 1054
CAMP Money Market Fund $3,019,902 0.18% 0
CAMP Capital Facilities Fund $200,000 0.18% 0
Total Investment Portfolio-ETWD $19,659,203 0.56% 166
Mesa Consolidated Water District
Bank First Account $2,500 0.00% 0
Union Bank Accounts $3,461,166 0.10% 1
Orange County Investment Pool $5,520,699 0.33% 1
Local Agency Investment Fund $12,283,998 0.32% 1
Union Bank Custody Account:
FFCB $999,390 1.30% 1,540
FHLB $1,550,140 1.16% 1,611
FNMA $2,195,341 1.15% 1564
ACWA Advanced Dues Deposit Agreement $12,485 4.00% 1,460
Total Investment Portfolio-MCWD $26,025,718 0.45% 289
Santa Margarita Water District
Bank Deposit Accounts $26,925,894
Special Tax Account $7,268,168
Reserve Funds- BNY $709,480
U S Treasury Bond/Note $31,814,935 0.52% ^ 965 ^
Money Market Fund $26,119,458 0.52% ^ 965 ^
Federal Agency Bond/Note $41,105,883 0.52% ^ 965 ^
Corporate Note $25,448,037 0.52% ^ 965 ^
Certificate of Deposit $4,272,969 0.52% ^ 965 ^
Total Investment Portfolio-SMWD $163,664,825 0.52% 965
* Yield and Days to Maturity information was not available.
^ Due to the methodology used in reporting this information, Yield and Days to
Maturity data is not available by investment type.
Yorba Linda Water District
Comparison of Investment Types and Yields of Local Water Districts
As of December 31, 2012
Days to
Agency and Portfolio Make-up Market Value Yield Rate Maturity
South Coast Water District
Bank Deposit Accounts $3,396,570 0.00% 0
Interest Bearing Deposit Account $1,065,205 0.15% 1
Money Market Funds $9,954,025 0.02% 1
CAMP Investment Pool $2,001,248 0.18% 1
Local Agency Investment Fund $11,697,582 0.32% 1
CalTRUST Investment Pool $5,000,000 0.32% 35
Federal Agency Coupon Bonds $13,900,693 0.37% 419
Federal Agency Callable Bonds $4,002,820 0.47% 516
Total Investment Portfolio-SCWD $51,018,143 0.26% 159
Walnut Valley Water District
Cash Custodial Account $901,983 0.00% 0
Local Agency Investment Fund $5,423,109 0.32% 1
Federal Agency Funds $21,665,793 0.40% 832
U S Corporate $9,054,309 0.69% 865
U S Treasury $6,150,066 0.44% 1,150
Total Investment Portfolio-WVWD $43,195,260 0.45% 763
Yorba Linda Water District
Wells Fargo Bank $210,056 0.00% 0
Wells Fargo Money Market Account $56,940 0.05% 1
Bank of the West Money Market Account $1,901,945 0.35% 1
US Bank Money Market Account $17,248 0.04% 1
Federal Home Loan Bank $2,151,167 1.35% 514
Local Agency Investment Fund $3,813,268 0.32% 1
CalTRUST Short Term Investment Pool $27,816 0.30% 1
CalTRUST Medium Term Investment Pool $10,331,212 0.76% 35
Total Investment Portfolio-YLWD $18,509,652 0.68% 80
ITEM NO. 5.6
AGENDA REPORT
Meeting Date: March 25, 2013
To: Finance-Accounting Committee
From: Steve Conklin, Acting General
Manager
Presented By: Stephen Parker, Finance Dept: Finance
Manager
Prepared By: Delia Lugo, Senior Accountant
Subject: Budget to Actual Results for February 2013
DISCUSSION:
Attached are the District's budget to actual summary results for the Water Fund, Sewer Fund and a
combined statement for both funds pertaining to the reporting month of February 2013.
For the month of February 2013, the District's water revenue is 68% of annual budget, which is
2.5% higher when compared to the historical trend for this point in the year. Variable water costs are
higher than budgeted due to the District's intentional strategy to use a greater percentage of the
more expensive imported water in the first half of the year due to MWD's rate increase that went into
effect January 2013. The District's current supply includes a significantly higher percentage of
groundwater since late last year.
The majority of the Water Fund's individual Supplies and Services expenses are trending above or
near budget for reasons previously reported. A separate agenda report this month details out
significant variations from budget.
Sewer Other Operating Revenue is well over budget due to the timing of invoicing and receiving
payments for FOG fees. In addition to items mentioned regarding the Water Fund, Fees & Permits
and Vehicle Equipment are trending higher in the Sewer Fund, as was previously reported.
STRATEGIC PLAN:
FR 1-F: Continue to Record and Report the Fairly Stated Financial Activities of the District in a
Timely and Transparent Manner to the Board of Directors and Member Agencies
ATTACHMENTS:
Description: Type:
Feb 2013 consolidated stmt.xlsx Consolidated Statement for February 2013 Backup Material
Feb 2013 Water Stmt.xlsx Water Statement February 2013 Backup Material
Feb 2013 Sewer Stmt.xlsx Sewer Statement February 2013 Backup Material
Yorba Linda Water District
Summary Financial Report
Water&Sewer Funds
For Eight Months Ending February 28, 2013
Original YTD YTD YTD
Budget Actual Under(Over) %of
FY 2013 FY 2013 Budget Budget
Revenue (Operating):
Water Revenue (Residential) $15,405,197 $10,291,989 $5,113,208 66.81%
Water Revenue (Commercial & Fire Det.) 1,822,665 1,306,911 515,754 71.70%
Water Revenue (Landscape/Irrigation) 4,035,121 2,882,508 1,152,613 71.44%
Water Revenue (Service Charge) 3,755,191 2,468,547 1,286,644 65.74%
Sewer Charge Revenue 1,548,682 1,018,157 530,525 65.74%
Locke Ranch Assessments 198,433 114,064 84,369 57.48%
Other Operating Revenue 643,737 505,119 138,618 78.47%
Total Operating Revenue: 27,409,026 18,587,295 8,821,731 67.81%
Revenue (Non-Operating):
Interest 170,000 77,671 92,329 45.69%
Property Tax 1,244,320 762,190 482,130 61.25%
Other Non-Operating Revenue 494,437 440,329 54,108 89.06%
Total Non-Operating Revenue: 1,908,757 1,280,190 628,567 67.07%
Total Revenue 29,317,783 19,867,485 9,450,298 67.77%
Expenses (Operating):
Variable Water Costs (G.W., Import& Power) 12,953,024 10,192,623 2,760,401 78.69%
Salary Related Expenses 7,648,891 4,556,440 3,092,451 59.57%
Supplies &Services 3,863,102 2,582,586 1,280,516 66.85%
Total Operating Expenses 24,465,017 17,331,649 7,133,368 70.84%
Expenses (Non-Operating):
Interest on Long Term Debt 2,011,395 1,203,473 807,922 59.83%
Other Expense 124,210 33,137 91,073 26.68%
Total Non-Operating Expenses: 2,135,605 1,236,610 898,995 57.90%
Total Expenses 26,600,622 18,568,259 8,032,363 69.80%
Net Income(Loss) Before Capital Contributions 2,717,161 1,299,226 1,417,935 47.82%
Capital Contributions - 350,819 350,819 0.00%
Net Income(Loss) Before Depreciation 2,717,161 1,650,045 1,768,754 60.73%
Depreciation &Amortization 6,602,339 4,479,823 2,122,516 67.85%
Total Net Income(Loss) ($3,885,178) ($2,829,778) ($1,055,400) 72.84%
Yorba Linda Water District
Water Fund
For Eight Months Ending February 28,2013
Feb YTD YTD YTD
Budget Actual Actual Under(Over) %of
FY 2013 FY 2013 FY 2013 Budget Budget
Revenue(Operating):
Water Revenue(Residential) $15,405,197 877,943 $10,291,989 $5,113,208 66.81%
Water Revenue(Commercial &Fire Det.) 1,822,665 113,200 1,306,911 515,754 71.70%
Water Revenue(Landscape/Irrigation) 4,035,121 159,531 2,882,508 1,152,613 71.44%
Water Revenue(Service Charge) 3,755,191 312,365 2,468,547 1,286,644 65.74%
Other Operating Revenue 585,929 38,803 465,703 120,226 79.48%
Total Operating Revenue: 25,604,103 1,501,842 17,415,658 8,188,445 68.02%
Revenue(Non-Operating):
Interest 150,000 5,889 66,804 83,196 44.54%
Property Tax 1,244,320 1,185 762,190 482,130 61.25%
Other Non-Operating Revenue 490,262 37,623 435,910 54,352 88.91%
Total Non-Operating Revenue: 1,884,582 44,697 1,264,904 619,678 67.12%
Total Revenue 27,488,685 1,546,539 18,680,562 8,808,123 67.96%
Expenses(Operating):
Variable Water Costs(G.W., Import&Power) 12,953,024 677,113 10,192,623 2,760,401 78.69%
Salary Related Expenses 6,741,403 506,144 4,024,934 2,716,469 59.70%
Supplies&Services:
Communications 280,232 25,400 137,334 142,898 49.01%
Contractual Services 455,041 30,432 269,237 185,804 59.17%
Data Processing 125,866 - 88,236 37,630 70.10%
Dues&Memberships 57,609 (3,366) 50,815 6,794 88.21%
Fees&Permits 139,165 7,864 103,337 35,828 74.26%
Board Election 47,988 - - 47,988 0.00%
Insurance 259,656 3,222 203,564 56,092 78.40%
Materials 455,226 46,404 380,129 75,097 83.50%
District Activities, Emp Recognition 17,298 2,443 12,452 4,846 71.99%
Maintenance 323,820 33,705 214,482 109,338 66.23%
Non-Capital Equipment 93,507 7,682 83,575 9,932 89.38%
Office Expense 37,702 6,554 32,284 5,418 85.63%
Professional Services 749,878 50,774 495,510 254,368 66.08%
Training 41,353 1,555 14,373 26,980 34.76%
Travel &Conferences 40,833 1,973 13,361 27,472 32.72%
Uncollectible Accounts 36,270 995 1,246 35,024 3.44%
Utilities 79,050 5,277 54,554 24,496 69.01%
Vehicle Equipment 282,400 23,876 185,979 96,421 65.86%
Supplies&Services Sub-Total 3,522,893 244,790 2,340,468 1,182,425 66.44%
Total Operating Expenses 23,217,320 1,428,047 16,558,025 6,659,295 71.32%
Expenses(Non-Operating):
Interest on Long Term Debt 2,009,777 145,736 1,203,473 806,304 59.88%
Other Expense 118,210 2,947 33,137 85,073 28.03%
Total Non-Operating Expenses: 2,127,987 148,683 1,236,610 891,377 58.11%
Total Expenses 25,345,307 1,576,730 17,794,635 7,550,672 70.21%
Net Income(Loss) Before Capital Contributions 2,143,378 (30,191) 885,927 1,257,451 41.33%
Capital Contributions - - 193,770 193,770 0.00%
Net Income(Loss) Before Depreciation 2,143,378 (30,191) 1,079,697 1,451,221 50.37%
Depreciation &Amortization 5,332,175 452,454 3,621,583 1,710,592 67.92%
Total Net Income(Loss) ($3,188,797) ($482,645) ($2,541,886) ($646,911) 79.71%
Yorba Linda Water District
Sewer Fund
For Eight Months Ending February 28,2013
Feb YTD YTD YTD
Budget Actual Actual Under(Over) %of
FY 2013 FY 2013 FY 2013 Budget Budget
Revenue(Operating):
Sewer Charge Revenue $1,548,682 $126,279 $1,018,157 $530,525 65.74%
Locke Ranch Assessments 198,433 158 114,064 84,369 57.48%
Other Operating Revenue 57,808 494 39,416 18,392 68.18%
Total Operating Revenue: 1,804,923 126,931 1,171,637 633,286 64.91%
Revenue(Non-Operating):
Interest 20,000 1,324 10,867 9,133 54.34%
Other Non-Operating Revenue 4,175 - 4,419 (244) 105.84%
Total Non-Operating Revenue: 24,175 1,324 15,286 8,889 63.23%
Total Revenue 1,829,098 128,255 1,186,923 642,175 64.89%
Expenses(Operating):
Salary Related Expenses 907,488 58,300 531,506 375,982 58.57%
Supplies&Services:
Communications 23,018 1,912 9,211 13,807 40.02%
Contractual Services 34,280 2,350 20,469 13,811 59.71%
Data Processing 9,474 - 6,980 2,494 73.68%
Dues&Memberships 4,583 (271) 3,677 906 80.23%
Fees&Permits 12,155 509 10,587 1,568 87.10%
Board Election 3,612 - - 3,612 0.00%
Insurance 19,544 243 16,049 3,495 82.12%
Materials 34,799 1,382 11,403 23,396 32.77%
District Activities, Emp Recognition 1,302 184 935 367 71.81%
Maintenance 71,650 6,798 81,868 (10,218) 114.26%
Non-Capital Equipment 17,044 620 9,695 7,349 56.88%
Office Expense 2,823 493 2,430 393 86.08%
Professional Services 37,582 1,156 19,805 17,777 52.70%
Training 4,747 94 4,855 (108) 102.28%
Travel&Conferences 3,418 149 967 2,451 28.30%
Uncollectible Accounts 2,730 137 160 2,570 5.86%
Utilities 5,950 449 4,597 1,353 77.26%
Vehicle Equipment 51,499 6,226 38,430 13,069 74.62%
Supplies&Services Sub-Total 340,209 22,431 242,118 98,091 71.17%
Total Operating Expenses 1,247,697 80,731 773,624 474,073 62.00%
Expenses(Non-Operating):
Interest Expense 1,618 - - 1,618 0.00%
Other Expense 6,000 - 6,000 0.00%
Total Non-Operating Expenses: 7,618 - - 7,618 0.00%
Total Expenses 1,255,315 80,731 773,624 481,691 61.63%
Net Income(Loss) Before Capital Contributions 573,783 47,524 413,299 160,484 72.03%
Capital Contributions - - 157,049 157,049 0.00%
Net Income(Loss) Before Depreciation 573,783 47,524 570,348 317,533 99.40%
Depreciation&Amortization 1,270,164 109,103 858,240 411,924 67.57%
Total Net Income(Loss) ($696,381) ($61,579) ($287,892) ($94,391) 41.34%
ITEM NO. 5.7
AGENDA REPORT
Meeting Date: March 25, 2013
Dept: Finance
Subject: Detail of Variances in CY Budget (To be provided at the meeting.)
ATTACHMENTS:
Name: Description: Type:
Backup Material Distributed Less Than 72 Hours Prior to
Feb 2013 budget to actual variance detail.pdf Backup Material
the Meeting
Yorba Linda Water District
YTD Budget to Actual Comparison Detail
February 2013 ITEM NO. 5.7.
Budget for YTD YTD YTD YTD YTD
FY 2013 Actual %of Budgeted Expended Variance
by Acct FY 2013 Budget Reason for exceeding YTD Budget measure of 66% Per Acct Per Acct Per Acct
Data Processing
$135,340 $95,216 70.35% Due to timing of annual subscription purchases.
Dues and Memberships Due to timing of membership dues paid.
$60,972 $54,491 89.37%
Insurance Due to timing of annual insurance policies.
$229,200 $219,613 95.82%
Materials
$488,463 $391,533 80.16% 1/2-3040-0710-58-Registers $12,000 $15,285 ($3,285)
More registers purchased than budgeted.
1-5020-0710-13-Air Vac Parts $6,000 $12,907 ($6,907)
More Air-Vac parts purchased than budgeted
1-5020-0710-30-Valve Repair Parts $50,000 $51,751 ($1,751)
More valve repair parts purchased than budgeted.
1-5020-0710-40-Replacement Meters $80,000 $97,459 ($17,459)
Meters were budgeted less due to capital job that fell off
CIP list late in budget process-not enough meters budgeted
District Activities&Events
$18,610 $13,388 71.94% 1/2-7010-0715-20-District Events/Employee Recognition $2,000 $5,703 ($3,703)
More spent on Employee Recognition Dinner and employee
retirement events than budgeted.
1/2-7010-0715-30-District Benefit Fair $1,000 $1,603 ($603)
Food for the Benefit Fair was higher than budgeted.
Maintenance-sewer
$71,650 $81,868 114.26% 2-5030-0730-59-Sewer Line Repairs $40,000 $37,155 $2,845
93%of budget-more repairs than budgeted to date
2-5030-0730-66-Asphalt Paving $0 $28,194 ($28,194)
Line item was notbudgeted. $18,525 of the expense is
FY 11/12 City of YL various street rehabs.
Non-Capital Equipment
$101,386 $93,269 91.99% 1/2-3040-0750-00-Non-Capital Equipment $3,200 $7,054 ($3,854)
$9,000 was budgeted for Nepture Handheld receivers
in Capital Outlay,but charged to this account.
1-5020-0750-30-Tools and Equipment $3,000 $6,929 ($3,929)
Purchase of items like shovels,pull cables,trash pump
and other small tools has overexpended account.
1/2-6020-0750-00 - Non-Capital Equipment $800 $3,317 ($2,517)
Purchase of items like batteries,hard drives,and plugs
have overexpended account.
1/2-6020-0750-06-Desktops $6,600 $9,825 ($3,225)
Primarily purchases of mini towers has account overbudget
1/2-6040-0750-09-Networking Equipment
Purchases of ethernet switches have account overbudget $6,000 $10,614 ($4,614)
1/2-6040-0750-70-Redundant SCADA
Purchase of SCADA components,cable at Hidden Hills,an $3,800 $12,429 ($8,629)
antenna at Box Canyon&a Radiolinx 802 have acct overbudget
Backup Material Distributed Less Than 72 Hours Prior to the Meeting
Yorba Linda Water District
YTD Budget to Actual Comparison Detail
February 2013 ITEM NO. 5.7.
Budget for YTD YTD YTD YTD YTD
FY 2013 Actual %of Budgeted Expended Variance
by Acct FY 2013 Budget Reason for exceeding YTD Budget measure of 66% Per Acct Per Acct Per Acct
Office Expense
$39,340 $34,714 88.24% 1/2-4030-0760-00-Office Expense $350 $4,476 ($4,126)
Account overbudget due to Ferromagnetic Locator expense
of$1,054.08 and J1212 Arc Flash Study Expense of$3,421.84
1/2-5010-0760-20-Printer Ink $800 $1,543 ($743)
Operations printer ink overbudget
1/2-6030-0760-21-Printer Supplies $1,500 $6,712 ($5,212)
Purchase of Water Atlas Maps budgeted only in PY
Professional Services
$787,460 $515,315 65.44% 1/2-2010-0780-05-Legal Services $100,000 $85,044 $14,956
85%of budget-more legal charges than budgeted to date
1-4020-0780-36-Water Only Related Expense $10,000 $30,434 ($20,434)
$28,665 to Chambers Group for Hidden Hills consulting charges
1/2-7010-0780-05-Legal Services $55,000 $65,496 ($10,496)
More Liebert Cassidy Whitmore charges than budgeted
Training-Sewer
$4,747 $4,855 102.28% 2-5030-0810-20 -Training $2,000 $3,705 ($1,705)
$2,450 spent for 2 new students and 2 re-certifications for
Pipeline,Lateral&Manhold/Access Point condition assessment
Utilities-Sewer
$5,950 $4,597 77.26% 2-5030-0870-10-Electric
No budget for this account that has been allocated exps $0 $490 ($490)
2-5060-0870-10-Electric
Charges higher due to water purchases>budgeted $5,950 $4,106 $1,844
Vehicles -Sewer
$51,499 $38,430 74.62% 2-5030-0890-46
Vehicle Expense:Sewer Vehicle Maintenance
$15,769 due to pump assembly replacement on Vactor $25,000 $23,356 $1,644
Backup Material Distributed Less Than 72 Hours Prior to the Meeting