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HomeMy WebLinkAboutDistrict 01 Minutes 1950-11-222G6 MINUTES OF REGULAR MEETING BOARD OF DIRECTORS COUNTY SANITATION DISTRICT NO.~ OF ORANGE COUNTY,CALIFORNIA November 22,1950,at ~:OO p.m. Board of Supervisors.Roorn The Board of Directors of County Sanitation District No0 1 met in regular session, The ~joint meeting of the district boerds was called to order by Chairman Virgil H.Reed at ~:O5 p.m. There were present:Directors Virgil H.Reed (Chair man),Allen A.Mandy,and C.M. Feat h erly. Absent:None. APPROVAL OF A motion was made,duly seconded VOUCHER and carried,approving for signa DEMANDS ture and payment Joint Administra tive Warrant Register covering the following Voucher Demands: Voucher Demand Number In Favor Of Amount JA—159 Pacific Telephone &Telegraph Co0 $36.~.25 160 Orange County Blueprint Shop 4~l9 161 Ora Mae Merritt 3.60 162 Santa Ana Typewriter Company 3139 163 sales Office Equipment Company 66.09 164 Dennis Printers and Stationers Cot.1.E~6 165 E.J.Marks and i~drian Marks 450,00 l6.~Diehi ar:d.Company 534~2 169 F.R.Harwood,Postmaster 3O~OO !,l5~,2O MINUTES OF MEETING A motion was made by Director OF OCTOBER 11,1950 Mandy,duly seconded and carried, approving the minutes of the Oct ober 11,1950,meeting as mailed. -1-. 2U7 EXECUTIVE Mr.Boney reported as follows: COMMITTEE REPORT 1.The Executive C~ommittee met on the 16th of November at which time the Chairman of District No.2,Robert H.Boney,was elected Chairman.The Committee set the first and third Wednesdays of each month at 7:30 p.m.in the Conferance Room of County Sanitation Districts’Offices, Room 212,1104 West Eighth Street,Santa Ana,California,as the time and place of regular meetings of the Committee. 2.The first order of business of the Committee is to expedite the execu tion of the Agreements.To that end Chairmen of Districts 2 and 3 had pre viously met with the Directors of Dis trict No.1 and reported to the Execu tive Committee that the points of controversy are pretty well worked out;there are minor changes in the wording of the Use and Ultimate Pur chase Agreement.These proposed changes should be ready within a short time to present to the Executive Committee for consideration and recommendation to the respective Boards.He called upon Mr. Virgil H.Reed for further comment on the meetings. Mr,.Reed stated that the Directors of District No.1 feel that the meetings mentioned by Mr.Boney have ironed out many problems and that soon the pro posed revisions can be submitted which will work out very well for all involved. —2— 208 3.The Committee~reviewed Chapter 20 funds of $533,96~.OO allocated by the State for use in the Ocean Outfall construction;that Mr. Launer had been requested to as certain the time limit for starting this construction. 4.Judge Marks has advised that the contracts will have to be signed before the limited participation suit can be filed;that briefs are~ all prepared and ready for typing. 5.Three letters from Diehi and Com pany were read to the Committee recommending three changes in the accounting of funds.These three changes will be read and explained by Mr.Diehi.A motion was made, duly seconded and carried by the Executive Committee members present recommending compliance with the changes as set forth in Mr.Diehi’s letters. 6.A general discussion was held upoxi the cost of services performed by the Joint Administrative Organiza tion for the benefit of District No.~.A motion was made,duly seconded and carried recommending that District No.~be requested to pay ~75.OO a month retroactive to January 1,1950. ADMINISTRATIVE Mr.Launer referred to OFFICER’S the three letters from REPORT Diehl and Company and requested the Chairman to have these letters read.The Secretary read the following: —3-. LETTER NO.1 AND ATTACHED STATEMENT KImberly 2-4453 DIEHL &COMPANY Certified Public Accountants 135 First National Bank Bldg. Santa Ana,California November 1,1950 Nelson M.Launer Administrative Officer County Sanitation Districts of 0rang~County Santa Ana,California Dear Sir: Inasmuch as vouchers numbered 1 to 16,inc1usi~e,paid from the ~3oint Administrative fund were distributed to the various Districtson a basis other than the percentages fixed~by resolu tion,which distribution has been recorded on the books maintained in the Joint Administration office,it is recommended that a transfer be made on the ledger maintained in the County Auditor’s office to bring the Auditor’s fund balances into agreement with the District records.This will not effect the total amount credited to each District but will facilitate the reconciliation of the Joint Administration office accounts with the County Auditor’s fund balances. Total amount of Vouchers 1 to 16 ~1,467.46 Transfer recommended as fol1~ows,per list attached. From District No.1 $147.96 2 2~5.97 II 3 2~6.O6 5 147.97 ‘I 6 l47.9~ ‘I 7 2~6.l9 If 6 12~.71 11 36.62 To Joint Administration Fund $1,467.46 Respectfully submitted, DIEHL &COMPANY By /s/Ellis C.Diehi - Certified Public Accountant —4.- STATEMENT ATTACHED TO E.C.DIERL’S LEI~T~A NO.1 1 19 2 20 3 21 4 22 5 23 6 24 7 25 a ~ 35 34 39 40 41 48 65 122 In Favor Of ~iJi11is Warner The Bond Buyer Anaheim Bulletin La Habra Star The Bond Buyer The Bond Buyer The Tustin News City of Newport Beach The Haloid Co. Dennis Printers Julian Hinds Franklin Thomas A.N.Rawn St.eins Stationery Bales Office Equip. Stems Stationery $56.79 117.00 21.01 21.09 117.00 117.00 21.23 15.95 1.99 21.09 117.00 1.99 1.99 117.00 21.23 2.00 ~1.99 1.99 0 z 4~) •H ~1) 4-)O U)~i •H 0 0 ~i COUNTY SANITATION DISTRICTS OF O~.ANGE COUNTY DISTRICT Total No.1 No.2 $8.12 $8.il 117.00 21.01 No.3 No.5 No.6 a.ii $8.11 ~8.ii $8.11 No.7 No.8 No..11 9 10 11 12 13 14. 15 16 $8.12 78.00 104.15 250.00 250.00 279.39 9.22 7.25 2.38 11.14 13.02 35.71 35.72 39.91 1.15 .91 .29 11.15 13.02 35.71 35.72 39.91 • 1.15 .91 .29 11.15 13.02 35.71 35.72 39.91 1.15 .91 .30 $1,467.46 $147.96 2.00 2.00 11.14 11.14 11.14 11~14 13.02 35.71 13,02 35.72 13.02 35.72 13~02 35.72 13.01 Lt\ I 35.71 35~71 35.71 35.71 39.92 39.92 39~91 39.91 1.15 1.15 1.15 1.16 1.16 .91 .91 .90 .90 .90 .30 — .30 ~30 .30 .30 $285.97 $286.06 $147.97 $147.98 $286.19 $128.71 $36.62 LETTER NO.2 AND ATTACHED STATEMENT KImberly 2-4453 DIEFIL&COMPANY Certified Public Accountants 135 First National Bank Bldg. Santa Ana,California November 6;1950 Nelson M.Launer Administrative Officer County Sanitation Districts of Orange County Santa Ana,California Dear Sir: In posting the books of the County Sanitation Districts it now appears that the Joint Administration Operating Fund can be better and more easily maintained and controlled if a definite amount is established for this activity as a re volving fund,and a reimbursement made to the fund each month by each district for its percentage share of the current month disbursements.It is recommended that the original contribution-to the revolving fund bc adjusted to the same percentages upon which distribution of expenditures is made. This will provide ready information as to each District’sfund balances and will facilitate handling the records through uniformity. Since the beginning,transfers have been made to the Joint Administration Fund aggregating ~53,6~.52 Expenditures to October 31,1950 total 26,O~5.44 Balance October 31,1950 ~27,6O3.O~ Respectfully submitted, DIEHL &COMPANY By Is!Ellis C.fliehi Certified Public Accountant STATEMENT ATTACHED TOE.C.DIEHL’S LETTER NO.2 The following shows a breakdown by Districts of the contributions to the fund,the expenditures and the balanco of each District ownership in the Joint Account. COUNTY SANITATION DISTRICTS OF ORANGE COUNTY 100.00 $53,688.52 $26,085.44 $27,603.08 $25,000.00 $7,510.03 $4,906.95 Difference — $25,000.00 2,603.08 For reasons stated in the attached letter,it is recommended that transfers as detailed in the last two columns of the schedule above be authorized to be made on the books of Districts and on the records of the County Auditors Dist. No.Percent Expenditures Transfers ( 1 2 3 5 6 7 8 11 Recommended Fund 29.12 21.68 17.20 8 •77 10.04 8.12 000 5.O7~ Balance (To $10,271.57 13 ~802 .69 9,076.10 4,720.56 4;826.53 4,603.33 2,228.71 4,159.03 Transfers $7,596.08 5;655.33 4,486.70 2,287.69 2,618.97 2,118.14 — 1,322.53 $2;675.49 8~l47.36 4,589.40 2,432.87 2,207.56 2,485.19 2,228.71 2,836.50 $7,280.00 5,420.00 4;300.O0 2,192.50 2,510.00 2,030.00 1,267.50 to be Made From $4,604.51 302.44 $2,727.36 289.40 240.37 455 .19 2,228.71 1,569.00 -~ •LETTER NO.3 KImberly 2—4453 DIEHL &COMPANY Certified Public Accountants 135 First National Bank Bldg. Santa Ana,California November 6,1950 Mr.Nelson M.Launer Administrative Officer County Sanitation Districts Santa Ana,California Dear Sir: There has been placed in the Joint Administra tive Fund ~2,22~.7l by District No.~,but no pro vision has been made to charge this District with any part of the expenses incurred in connection with the Joint Administrative Organization.It would therefore appear that if services are rendered by the Joint Administrative Organization for the bene fit of District No.~,a charge must be determined on some arbitrary basis. When the charge has been determined,it is re commended that a warrant demand be drawn in favor of the Joint Administrative Fund,and charging District No.~Operating Fund. Yours truly, DIEFIL &COMPANY By Is!Ellis C0 Diehl Certified Public Accountant — 214 Mr.Launer introduced Mr.E.~~‘Dieh1 and requested him to report on the accounting sy~tém for the Joint Ad ministrative Organization recently completed. Mr.Diehi reported as follows: RE:LETTER NO.1 AND The first 16 vouchers were charged ATTACHED STATEMENT AS to the Joint Administrative Fund, READ BY THE SECRETARY although in each case the charge represented an expenditure for the benefit of the District and the cost was not prorated upon the percentages established for expenditures from the Joint Administrative Fund.We have made the entries but in reconciling the books with the County Auditor,in every case,the Joint Administra tive Fund is short by the amount each District partici— pated in these first 16 vouchers.This transfer has been talked over with the County Auditor and has his approval. RE:LETTER NO.2 AND This recommendation is made to ATTACHED STATEMENT AS facilitate the bookkeeping. READ BY THE SECRETARY The expenditures are prorated on a percentage basis and by contributing to the Joint Ad ministration Fund on the same basis,each District’s balance in the fund can be determined quickly by ap plying the District’s percentage against tile balance in the fund.A revolving fund of ~25,OOO.OO is recom mended as this amount can be maintained and not deviate from the 1950-1951 Budgets. RE:LETTER NO.3 AS District No.~has transferred READ BY THE SECRETARY $2,22~.?l into the Joint Ad ministration fund but there is no way of charging any of the Joint Administrative Organization’s expenses against this as District No.~is not included in the percent ages to prorate expenditures.It is recommended that the ~2,’22g.7l be transferred to District No.~s Operating Fund,and any charge to that District for its expenses be determined by District No.~and the other Districts,be paid by Warrant Demand upon the Operating Fund of District No.~in favor of the JointAdm~nistra— tive Fund of Districts Nos.1,2,3,5,6,7,and 11. -9— 215 A motion was made by Director Allen A.Mandy,duly seconded by Director C.M.Featherly and unanimously carried that the Auditor of Orange County,Cali fornia~be and is hereby authorized and directed to make a transfer of ~l47~96 from County Sanitation Dis trict No.1 Operating Fund to the Joint Adniinistrative~ Fund of County Sanitation Districts Nos.1,2,3,5,6, 7,and 11 on the ledgers maintained in his office,to bring the Auditor’s fund balances into agreement with the Joint Administrative records,as recommended in Mr. E.C.Diehi’s letter No.1 and attached statement,as read by the Secretary at this meeting. A motion was made by Director C.N.Featherly,duly seconded by Director Allen A.Mandy and unanimously carried that a Joint Administrative Revolv ing fund of $25,000.00 be set up and a reimbursementmade to this fund each month by Districts Nos.1,2,3,5,6,7~and 11 for each of these District’s percentage share of the current month?s disbursements;and that the original contributions to the revolving fund be ad.~justed to the same percentages on which distribution of expenditures is made as re commended in Mr.E.C.Diehi’s Letter No.2 ahd at tached statement which were read by the Secretary at this meeting. A motion was made by Director Allen A~Mandy,duly seconded by Director C.M.Featherly, and unanimously carried that -District No~~be requested to pay ~75~0O per month retro active to January 1,1950,for services rendered by the Joint Administrative Organiz~ition,and ~75,CO per month thereafter.~It is further requested that pay ment of these amounts be made by Warrant Demand~3 charg ing District No.~‘s Operating Fund,in favor of the Joint Administrative Fund of County Sanitation Dis tricts Nos.1,2,3,5,6,7 and 11. REQUEST TO COUNTY AUDITOR TO EFFECT ACCOUNTING TRANSFERS ESTABLISHING JOINT • ADMINISTRATIVE RE VOLVING FUND OF $25,ooo~oo PROPOSED CHARGE TO DISTRICT NO1 ~FOR JOINT ADMINISTRATIVE. EXPENSES —10— I. A general discussion was held by Director Edwards of District No.~and the Directors of the other Districts on relative costs of the Joint Administration Organization’s expenses for participa ting Districts against the proposed charge of $75.00 a month for a non-participating District. A motion was made by Director Willis H .Warner,duly seconded and carried,that the Administrative Officer notify the Directors of District Board No.~that the members of ~the Executive Com mittee have recommended a charge of $75.00 per month for the services performed by the Joint Administrative Organization;and request that District No.gI~representative meet with the Execu tive Committee on Wednesday,November 29,1950,to discuss the recommended charge,and if there is any difference of opinion as to the amount recommended,that he submit a figure he thinks fair for these services. ** A motion was mady by Allen A.Mandy,du1~seconded and carried,that the meeting of District Board No.1 be declared adjourned at 9:15 p.m. • ___ Ch rman,Board of Directors County Sanitation District No.1 Orange County,California Attest: Secretary,Board of~Directors County Sanitation District No.1 Orange County,California -11—