Loading...
HomeMy WebLinkAbout2014-01-27 - Finance-Accounting Committee Meeting Agenda Packet AGENDA YORBA LINDA WATER DISTRICT FINANCE-ACCOUNTING COMMITTEE MEETING Monday, January 27, 2014, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. ROLL CALL COMMITTEE Director Michael J. Beverage, Chair Director Phil Hawkins STAFF Steve Conklin, Acting General Manager Delia Lugo, Finance Manager 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. Investment Report for the Period Ending December 31, 2013 Recommendation: That the Committee recommend the Board of Directors receive and file the Investment Report for the Period Ending December 31, 2013. 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. Budget to Actual Results for December 2013 5.2. Proposed Fiscal Year 2014-15 Budget Calendar 5.3. Future Agenda Items and Staff Tasks 6. ADJOURNMENT 6.1. The next Finance-Accounting Committee meeting is scheduled to be held Monday, February 24, 2014 at 4:00 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: January 27, 2014 To:Finance-Accounting Committee From:Steve Conklin, Acting General Manager Presented By:Delia Lugo, Finance Manager Dept:Finance Prepared By:Delia Lugo, Finance Manager Subject:Investment Report for the Period Ending December 31, 2013 SUMMARY: Staff is submitting the December 2013 Monthly Investment Reports for the Committee's review. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors receive and file the Investment Report for the Period Ending December 31, 2013. 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 December 31, 2013 is 0.63%. The overall increase in the investment balance from the previous month is approximately $1,327,367. A couple of the larger balance changes include an increase in the Water Operating Fund of approximately $1,207,367 and an increase in Sewer Operating Fund of approximately $136,725, both predominantly due to scheduled property tax apportionments received from the County of Orange. STRATEGIC PLAN: FR 1-F: Continue to Record and Report the Fairly Stated Financial Activities of the District in a Timely and Transparent Manner to the Board of Directors and Member Agencies ATTACHMENTS: Name:Description:Type: Invst_Rpt_12-13.xlsx Investment Report for the Period Ending December 31, 2013 Backup Material Invst_Agenda_Backup_-_December_2013.xlsx Agenda Backup Backup Material Market %Date ofPercent Value Par of Total Institution Maturity Yield Checking Account: 263,149$ 263,149$ Wells Fargo Bank 37,696 37,696 Pershing 300,845$ 300,845$ 1.42%Total 0.00% Money Market Accounts: 54,964$ 54,964$ Wells Fargo Money Market0.03% 26,301 26,301 US Bank (Revenue Bonds)0.03% 7,637,493 7,637,493 Bank of the West0.29% 7,718,758$ 7,718,758$ 36.44%Total 0.29% Federal Agency Securities: 481,655$ 500,000$ Fannie Mae05/25/181.16% 484,855 500,000 Federal Home Loan Bank06/12/181.03% 491,325 500,000 Fannie Mae06/12/180.81% 486,570 500,000 Federal Home Loan Bank06/13/181.13% 486,830 500,000 Federal Home Loan Bank06/20/181.15% 2,125,681 2,115,000 Federal Home Loan Bank05/28/141.37% 4,556,916$ 4,615,000$ 21.51%Total 1.20% Certificates of Deposits: 242,122$ 248,000$ CIT Bank, Salt Lake05/22/181.22% 241,917 248,000 Discover05/22/181.23% 242,321 248,000 Goldman Sachs Bank05/22/181.22% 242,182 248,000 Beal Bank05/23/181.02% 243,655 248,000 Wells Fargo04/27/180.91% 240,222 247,000 Barclays Bank04/30/180.71% 242,951 248,000 State Bank of India05/14/181.17% 244,045 249,000 Webster Bank05/03/180.91% 242,098 248,000 American Express Centurion Bank 05/23/18 1.22% Yorba Linda Water District Investment Portfolio Report December 31, 2013 242,098 248,000 American Express Centurion Bank 05/23/18 1.22% 239,940 248,000 GE Capital Bank05/24/181.13% 246,535 249,000 Merrick Bank05/24/170.75% 245,560 248,000 BMW Bank05/24/170.90% 247,429 249,000 Firstbank Puerto Rico05/24/160.75% 243,051 249,000 Oriental Bank & Trust05/29/181.07% 243,131 249,000 Silvergate Bank05/30/181.02% 243,029 249,000 Enterprise Bank & TR Co Lowell05/30/181.02% 243,026 249,000 Safra National Bank05/31/181.02% 242,063 248,000 Townebank Portsmouth05/31/181.02% 243,046 249,000 Mascona Savings Bank05/29/181.02% 4,618,323$ 4,719,000$ 21.80%Total 0.80% Pooled Investment Accounts: 2,216,600$ 2,216,600$ Local Agency Investment Fund0.26% 1,770,801 1,775,049 CalTRUST Short and Medium Term0.70% 3,987,401$ 3,991,649$ 18.82%0.46% 21,182,242$ 21,345,252$ 100%Total Investments 0.63% 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. 12/31/13 ________________________________ Delia Lugo, Finance Manager Below is a chart summarizing the yields as well as terms and maturities for the month of December 2013: Average# of Month PortfolioDays to of 2013 Yield Maturity December0.63%551 Below is are charts comparing operating fund interest for current and prior fiscal years. Actual Interest 12/31/201212/31/2013 Monthly - December 17,408$ 11,295$ Year-to-Date 70,458$ 65,908$ Budget 2012/20132013/2014 Interest Budget, December YTD75,000$ 43,500$ Interest Budget, Annual 150,000$ 87,000$ Interest earned on investments is recorded in the fund that owns the investment. The distribution of investments in the portfolio both in dollars and as a percentage of the total portfolio by funds is as follows: Investment Summary Report Investment Summary Comparison Between Current and Previous Month November 2013% AllocDecember 2013% Alloc Fund DescriptionBalance11/30/2013Balance12/31/2013 Water Operating Reserve3,109,230$ 16.06%4,367,529$ 20.88% Water Emergency Reserve997,2885.15%995,5094.76% Water Capital Project Reserve7,820,40740.41%7,808,86737.33% Water Reserve for Debt Service2,725,93614.08%2,726,55613.03% Maintenance Reserve200,1151.03%200,1150.96% Employee Liability Reserve100,000 0.52%100,0000.48% COP Revenue Bond 2008 - Reserve2,153,99111.13%2,151,98110.29% Sewer Operating67,0340.35%389,3601.86% Sewer Emergency Reserve1,005,1155.19%1,004,7064.80% Sewer Capital Project Reserve1,176,1406.08%1,174,4705.61% 19,355,256$ 100.00%20,919,093$ 100.00% Water Operating14,872 (36,060) Sewer Operating484,810 299,209 499,682 263,149 Totals 19,854,938$ 21,182,242$ Wells Fargo Bank Checking ITEM NO. 5.1 AGENDA REPORT Meeting Date: January 27, 2014 To:Finance-Accounting Committee From:Steve Conklin, Acting General Manager Presented By:Delia Lugo, Finance Manager Dept:Finance Prepared By:Delia Lugo, Finance Manager Subject:Budget to Actual Results for December 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 December 2013. For the month of December 2013, the District water revenue is 57.5% of annual budget, which is 2.6% higher than the historical trend for this point in the year. The majority of the Water Fund's individual Supplies and Services expenses are below budget, with the exceptions of Dues and Memberships, Materials and Insurance, still due to the previous months reported reasons. Reported expenses affiliated with sewer materials account for 101.21% of its annual budget. This is primarily due to sewer main repairs and an unbudgeted expense of $3,420 to the City of Yorba Linda for manhole repairs 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: Name:Description:Type: Dec_2013_consolidated_stmt.xlsx December 2013 Consolidated Statement Backup Material Dec_2013_Water_Stmt.xlsx December 2013 Water Statement Backup Material Dec_2013_Sewer_Stmt.xlsx December 2013 Sewer Statement Backup Material Annual YTD YTD YTD YTD YTD Budget Budget Actual Under(Over)Under(Over)% of FY 2014 FY 2014 FY 2014 Annual Budget YTD Budget Budget Revenue (Operating): Water Revenue (Residential)$16,217,590$6,757,329$9,757,011$6,460,579($2,999,682)60.16% Water Revenue (Commercial & Fire Det.)2,020,223841,7601,094,073926,150(252,313)54.16% Water Revenue (Landscape/Irrigation)4,794,1561,997,5652,691,5062,102,650(693,941)56.14% Water Revenue (Service Charge)4,468,7161,861,9652,141,6632,327,053(279,698)47.93% Sewer Charge Revenue1,550,530646,054798,539751,991(152,485)51.50% Locke Ranch Assessments200,79783,665111,01089,787(27,345)55.28% Other Operating Revenue717,749299,062573,859143,890(274,797)79.95% Total Operating Revenue:29,969,76112,487,40017,167,66112,802,100(4,680,261)57.28% Revenue (Non-Operating): Interest 87,00036,25068,90818,092(32,658)79.20% Property Tax 1,264,672526,947719,292545,380(192,345)56.88% Other Non-Operating Revenue509,150212,146331,435177,715(119,289)65.10% Total Non-Operating Revenue:1,860,822775,3431,119,635741,187(344,293)60.17% Total Revenue 31,830,583 13,262,743 18,287,296 13,543,287 (5,024,553)57.45% Expenses (Operating): Variable Water Costs (G.W., Import & Power)13,767,6585,736,5247,992,3785,775,280(2,255,854)58.05% Salary Related Expenses7,904,8733,293,6973,632,5544,272,319(338,857)45.95% Supplies & Services 4,225,6541,760,6891,898,9972,326,662(138,308)44.94% Total Operating Expenses25,898,18510,790,91013,523,92912,374,261(2,733,019)52.22% Expenses (Non-Operating): Interest on Long Term Debt1,815,317756,382872,787942,530(116,405)48.08% Other Expense 77,40032,25020,22357,17712,02726.13% Total Non-Operating Expenses:1,892,717 788,632 893,010 999,707 90,709 47.18% Yorba Linda Water District Summary Financial Report Water & Sewer Funds For Six Months Ending December 31, 2013 Total Non-Operating Expenses:1,892,717 788,632 893,010 999,707 90,709 47.18% Total Expenses 27,790,902 11,579,543 14,416,939 13,373,968 (2,642,310)51.88% Net Income (Loss) Before Capital Contributions 4,039,681 1,683,200 3,870,357 169,319 (2,382,243)95.81% Capital Contributions - - 5,949 5,949 (5,949)0.00% Net Income (Loss) Before Depreciation 4,039,681 1,683,200 3,876,306 175,268 (2,388,192)95.96% Depreciation & Amortization6,897,9412,874,1423,657,7563,240,180(783,614)53.03% Total Net Income (Loss)($2,858,260)($1,190,942)$218,550 ($3,064,912)($1,409,491)-7.65% Annual YTD Dec YTD YTD YTD YTD Budget Budget Actual Actual Under(Over)Under(Over)% of Annual FY 2014 FY 2014 FY 2013 FY 2014 Annual Budget YTD Budget Budget Revenue (Operating): Water Revenue (Residential)$16,217,590 $8,108,795 $1,096,817 $9,757,011 6,460,579 (1,648,216)60.16% Water Revenue (Commercial & Fire Det.)2,020,223 1,010,112 132,121 1,094,073 926,150 (83,962)54.16% Water Revenue (Landscape/Irrigation)4,794,156 2,397,078 249,063 2,691,506 2,102,650 (294,428)56.14% Water Revenue (Service Charge)4,468,716 2,234,358 366,253 2,141,663 2,327,053 92,695 47.93% Other Operating Revenue 681,074 340,537 81,126 522,466 158,608 (181,929)76.71% Total Operating Revenue:28,181,759 14,090,880 1,925,380 16,206,719 11,975,040 (2,115,840)57.51% Revenue (Non-Operating): Interest 75,000 37,500 10,541 65,309 9,691 (27,809)87.08% Property Tax 1,264,672632,336569,820 719,292 545,380(86,956)56.88% Other Non-Operating Revenue 501,200 250,600 9,106 305,336 195,864 (54,736)60.92% Total Non-Operating Revenue:1,840,872 920,436 589,467 1,089,937 750,935 (169,501)59.21% Total Revenue 30,022,631 15,011,316 2,514,847 17,296,656 12,725,975 (2,285,341)57.61% Expenses (Operating): Variable Water Costs (G.W., Import & Power)13,767,658 6,883,829 956,465 7,992,378 5,775,280 (1,108,549)58.05% Salary Related Expenses 6,987,204 3,493,602 512,529 3,216,607 3,770,597 276,995 48.20% Supplies & Services: Communications 283,371 141,686 10,268 95,570 187,801 46,116 33.73% Contractual Services 504,089 252,045 40,596 213,920 290,169 38,125 42.44% Data Processing 158,779 79,390 6,242 96,166 62,613 (16,777)60.57% Dues & Memberships 67,021 33,511 473 52,160 14,861 (18,650)77.83% Fees & Permits 152,224 76,112 5,908 64,172 88,052 11,940 42.16% Insurance 278,293139,147- 213,05565,238(73,909)76.56% Materials 568,676 284,338 56,821 352,572 216,104 (68,234)62.00% District Activities, Emp Recognition 23,390 11,695 3,364 8,598 14,792 3,097 36.76% Maintenance 357,243 178,622 13,159 144,574 212,669 34,048 40.47% Non-Capital Equipment 121,534 60,767 7,789 50,212 71,322 10,555 41.32% Office Expense 42,920 21,460 4,291 16,127 26,793 5,333 37.57% Professional Services 747,785 373,893 20,207 236,791 510,994 137,102 31.67% Training 64,403 32,202 2,332 12,563 51,840 19,639 19.51% Yorba Linda Water District Water Fund For Six Months Ending December 31, 2013 Training 64,403 32,202 2,332 12,563 51,840 19,639 19.51% Travel & Conferences 48,389 24,195 2,840 13,841 34,548 10,354 28.60% Uncollectible Accounts 23,250 11,625 132 1,318 21,932 10,307 5.67% Utilities 83,700 41,850 2,434 8,485 75,215 33,365 10.14% Vehicle Equipment 321,250 160,625 18,383 136,435 184,815 24,190 42.47% Supplies & Services Sub-Total 3,846,317 1,923,159 195,239 1,716,559 2,129,758 206,600 44.63% Total Operating Expenses 24,601,179 12,300,590 1,664,233 12,925,544 11,675,635 (624,955) 52.54% Expenses (Non-Operating): Interest on Long Term Debt 1,815,317 907,659 149,389 872,787 942,530 34,872 48.08% Other Expense 71,400 35,700 - 20,223 51,177 15,477 28.32% Total Non-Operating Expenses:1,886,717 943,359 149,389 893,010 993,707 50,349 47.33% Total Expenses 26,487,896 13,243,948 1,813,622 13,818,554 12,669,342 (574,606) 52.17% Net Income (Loss) Before Capital Contributions 3,534,735 1,767,368 701,225 3,478,102 56,633 (1,710,735)98.40% Capital Contributions - - - - - - 0.00% Net Income (Loss) Before Depreciation 3,534,735 1,767,368 701,225 3,478,102 56,633 (1,710,735)98.40% Depreciation & Amortization 5,598,638 2,799,319 496,373 2,978,238 2,620,400 (178,919)53.20% Total Net Income (Loss)($2,063,903)($1,031,952)$204,852 $499,864 ($2,563,767)($1,531,816)-24.22% Capital - Direct Labor (24,069)(151,181) Annual YTD Dec YTD YTD YTD YTD Budget Budget Actual Actual Under(Over)Under(Over)% of FY 2014 FY 2014 FY 2013 FY 2014 Annual Budget YTD Budget Annual Budget Revenue (Operating): Sewer Charge Revenue$1,550,530$775,265$129,502 $798,539$751,991(23,274)$ 51.50% Locke Ranch Assessments200,797100,39995,115 111,010 89,787(10,612)$ 55.28% Other Operating Revenue36,67518,3381,731 51,393(14,718)(33,056) 140.13% Total Operating Revenue:1,788,002894,001226,348960,942827,060(66,941)53.74% Revenue (Non-Operating): Interest 12,0006,000754 3,5998,4012,40129.99% Other Non-Operating Revenue7,9503,975(2,645)26,099(18,149)(22,124)328.29% Total Non-Operating Revenue:19,9509,975(1,891)29,698(9,748)(19,723)148.86% Total Revenue 1,807,952 903,976 224,457 990,640 817,312 (86,664)54.79% Expenses (Operating): Salary Related Expenses917,669458,83566,247415,947501,72242,888 45.62% Supplies & Services: Communications 21,82910,915530 6,95114,8783,96431.84% Contractual Services38,75119,3763,30816,46522,2862,911 42.49% Data Processing 11,9515,9764707,2384,713(1,263) 60.56% Dues & Memberships5,3142,657363,9261,388(1,269) 73.88% Fees & Permits 15,141 7,571 431 7,518 7,623 53 49.65% Insurance 20,947 10,474 - 16,036 4,911 (5,563) 76.56% Materials 19,0999,5505,74419,330(231) (9,781) 101.21% District Activities, Emp Recognition1,761 881253 640 1,121241 36.34% Maintenance 121,90860,95415,46945,36876,54015,586 37.21% Non-Capital Equipment16,4178,20949611,409 5,008(3,201) 69.50% Office Expense 3,2311,6163231,2112,020405 37.48% Professional Services37,42518,7131,503 12,43124,9946,282 33.22% Training 6,757 3,379 120 4,582 2,175 (1,204) 67.81% Yorba Linda Water District Sewer Fund For Six Months Ending December 31, 2013 Training 6,757 3,379 120 4,582 2,175 (1,204) 67.81% Travel & Conferences4,0622,0312141,0343,028997 25.46% Uncollectible Accounts1,75087524 83 1,667792 4.74% Utilities 7,1003,550237 1,089 6,0112,461 15.34% Vehicle Equipment 45,89922,95010,95827,12718,772(4,178) 59.10% Supplies & Services Sub-Total379,342189,67140,116182,438196,9047,233 48.09% Total Operating Expenses1,297,011648,506106,363598,385698,62650,121 46.14% Expenses (Non-Operating): Interest Expense - - - - - - 0.00% Other Expense 6,0003,000- - 6,0003,0000.00% Total Non-Operating Expenses:6,0003,000- - 6,0003,0000.00% Total Expenses 1,303,011 651,506 106,363 598,385 704,626 53,121 45.92% Net Income (Loss) Before Capital Contributions 504,941 252,471 118,094 392,255 112,686 (139,785)77.68% Capital Contributions - - - 5,9495,949(5,949) 0.00% Net Income (Loss) Before Depreciation 504,941 252,471 118,094 398,204 118,635 (145,734) 78.86% Depreciation & Amortization1,299,298649,649113,253 679,518 619,780(29,869) 52.30% Total Net Income (Loss)(794,357) (397,179) $4,841 (281,314) (501,145) ($115,865)35.41% Capital - Direct Labor (916)(2,703)2,703 ITEM NO. 5.2 AGENDA REPORT Meeting Date: January 27, 2014 Dept:Finance Subject:Proposed Fiscal Year 2014-15 Budget Calendar ATTACHMENTS: Name:Description:Type: Fiscal_Year_2014-15_Budget_Calendar.xlsx Proposed Budget Calendar - FY 2014-15 Backup Material BUDGET CALENDAR FOR FISCAL YEAR 2014/15 DATE BOARD/COMMITTEE SCHEDULE JANUARY January 21, 2014Manager's MeetingDiscuss Budget Calendar and Process Personnel & Capital budget discussion January 28, 2014Finance-Accounting CommitteeReview the Budget Calendar FEBRUARY February 4, 2014Manager's MeetingPersonnel & Capital budget discussion Revenues Discussion Mid-Year Budget-to-Actuals Distribution February 4, 2014Planning-Engineering-Operations CommitteeCapital Improvement Projects budget (v 0.5) February 10, 2014Exec-Admin-Organizational CommitteeBoard of Directors and Administration budget (v 1.0) February 24, 2014Finance-Accounting CommitteeFinance budget (v 1.0), Operating revenues (v 1.0) Reserve policy analysis (v 1.0) MARCH March 3, 2014 Public Affairs-Communications-Tech Committee IT & Public Affairs budget (v 1.0) March 6, 2014Planning-Engineering-Operations CommitteeEngineering and Operations budget (v 1.0) Capital Improvement Projects budget (v 1.0) (w/3-5 Year Cash Flow) ** Complete Salaries & Benefits in Conjuction with Cash Flow March 10, 2014Exec-Admin-Organizational CommitteeBoard of Directors and Administration budget (v 2.0) March 11, 2014Personnel-Risk Mgmt CommitteeLabor and benefits (v 1.0), HR budget (v 1.0) March 17, 2014Finance-Accounting CommitteeFinance budget (v 2.0), Reserve policy analysis (v 2.0) *March 20, 2014 Board Workshop #1 Draft Capital Improvement Projects budget *March 20, 2014 Board Workshop #1 Draft Capital Improvement Projects budget Draft Engineering and Operations budget Draft Authorized Positions and Labor/Benefits budget APRIL April 7, 2014 Public Affairs-Communications-Tech Committee IT & Public Affairs budget (v 2.0) April 8, 2014Personnel-Risk Mgmt CommitteeHR budget (v 2.0), Labor and Benefits (v 2.0) *April 17, 2014Board Workshop #2Draft Board of Directors and Administration budget Draft IT & Public Affairs budget Draft Finance budget Draft HR budget April 28, 2014Finance-Accounting CommitteeDraft reserve policy MAY May 22, 2014Board of DirectorsDraft Budget (Full Board) Reserve policy adoption JUNE June 12, 2014Board of Directors *Tentative date