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HomeMy WebLinkAboutDistrict 06 Minutes 1950-11-22189 MINUTES OF REGULAR MERTING BOARD OF DIRECTORS COUNTY SANITATION DISTRICT NO.6 OF ORANGE COUNTY,CALIFORNIA November 22,1950,at ~:OO p.m. • Board of Supervisors Room The Board of Directors of County Sanitation District No.6 met in regular session. The joint meeting of the district boards was called to order by Chairman Virgil H.Reed at ~:O5 p.m. There were present:Directors C.M.Nelson (Chairman) and Braden Finch. Absent:Director Irvin G.Gordon. APPROVAL OF A motion was made,duly seconded VOUCHER and carried,approving for signa DEMANDS ture and payment Joint Administr~ tive Warrant Register covering the following Voucher Demands: Voucher Demand Number In Favor Of Amo~.int~ JA-l59 Pacific Telephone &Telegraph Co.~36.25 160 Orange County Blueprint Shop 4.19 161 Ora Mae Merritt 3.60 162 Santa Ana.Typewriter Company 31.39 163 Bales Office Equipment Comp~~ny -66.09 164 Dennis Printers and Stationers Co.•l.~6 165 E.J.Marks and Adrian Marks 450.00 l6~Diehi and Company 534,~2 169 F.R.Harwood,Postmaster 30.00 $l,l5~~20 MINUTES OF MEETING A motion was made,duly seconded OF OCTOBER 11,1950 and carried,approving the minutes of the October 11,1950,meeting as mailed out. -1- 190 EXECUTIVE Mr.Boney reported as follows: COMMITTEE REPORT 1.The Executive Gommittee met on the 16th of November at which time the Chairman of District No.2,Robert H.B;oney,was elected Chairman.The Committee set the first and third Wednesdays of each month at 7:30 p.m.in the Conference 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-. 191 3.The Committeereviewed Chapter 20 funds of $533,968.00 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.Diehl’s letters. 6.A general discussion was held upon the cost of services performed by the Joint Administrative Organiza tion for the benefit of District No.8.A motion was made,duly seconded and carried recommending that District No.8 be requested to pay $75.00 a month retroactive to January 1,1950. ADMINISTRATIVE Mr.Launer referred to OFFICER’S the three letters from REPORT Dieh].and Company and requested the Chairman to have these letters read.The Secretary read the following: —3-. 1S2 LETTER NO.1 AND ATTACHED STATEMENT KImberly 2—1+453 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’Orange County Santa Ana,California Dear Sir~ Inasmuch as vouchers numbered 1 to 16,inclusi~re,paid from the ~Joint Administrative fund were distributed to the various Districts on a basis other than the percentages fixediby 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 follows,per list attached. From District No.1 ~147.96 H TI 2 2~5.97 Ii II 3 2~6.O6 11 U 5 147397 6 147.9~ I’7 2~6.19 12~.71 11 36.62 To Joint Administration Fund - ~1,1+67~46 Respectfully submitted, DIEHL &COMPANY By /s!Ellis C.Diehi — Certified Public Accountant STATEMENT ATTACHED TO E.C.DIERL’S Lt~TTEr~NO.1 •In Favor Of Willis 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.M.Rawn Stems Stationery Bales Office Equip. Stems Stationery $56.79 $~.l2 $~.ii 117.00 117.00 21.01 21.01 21.09 117 .00 117.00 21.23 15.95 1.99 1.99 21.09 117.00 117.00 21.23 2.00 ~1.99 1.99 1l~14. 13,01 0 z o~ r~Q) .~0 cr~ •H 0 U) 0 ~ COUNTY SANITATION DISTRICTS OF ORANGE COUNTY __________________ DISTRICT Total No.1 No.2 No.3 No.5 No.6 No.7 No.~No.11 1 :19 2 20 3 21 4 22 5 23 6 24 7 25 g ~ 9 35 10 34 11 39 12 4.0 13 41 14 4~ 15 65 16 122 $~.ii $~.1l $~.11 $~l1 g.12 1.99 2.00 2.00 7~.O0 11.14 11.15 11.15 11.14 11~l4 11.14 104.15 13.02 13.02 •13.02 13.02 13.02 l3~O2 13~O2 250.00 35.71 35.71 35.71 35.71 35.72 35.72 35,72 250.00 35.72 35.72 35.72 35.71 35.71 35.71 35~71 279.39 39.91 39.91.39.91 39~92 39.92 39~9l 39.91 9.22 1.15 1.15 1.15 1.15 1.15 1.15 1.16 1.16 7.25 .91 .91 .91 .91 .91 .90 .90 .90 2.3~ - .29 ... — .30 ~3O .. $1,467.46 $147.96 $2~5.97 $2~6.06 $147.97 $l47.9~$2~6.19 $12a,71 $36~62 194 LETTER~NO.2 AND ATTACHED STATEMENT KImberly 2-4453 DIEHL&COMPANY Certified Public Adcountants 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 be 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, JJIEHL &COMPANY By Is!Ellis C.Diehi Certified Public Accountant -6— STATEMENT ATTACHED TO E.C.DIEHL’S LETTER NO.2 The following shows a breakdown by Districts of the contributions to the fund,the expenditures and the balance of each District ownership in the Joint Account. COUNTY SANITATION DISTRICTS OF ORANGE COUNTY 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 Recommended Dist. No.Percent Transfers Expenditures (Prorated)Balance Fund (Prorated) Transfers to be Ma~ To From 1 2 3 5 6 7 ~ 11 29.12 21.6~ 17.20 ~.77 10.04 ~.l2 oOO 5.07 $lO;271.57 l3;~O2.69 9,076.10 4;720.56 4,~26.53 4,603.33 2,22~.7l 4,159.03 $7,596.O~ 5,655.33 4,4~6.7O 2,2~7.69 2,61~.97 2,1l~.l4. — 1,322.53 $2;675.49 ~l47.36 4,5~9.40 2,432.~7 2,2O7~56 2,4~5.19 2~22~.7l 2,~36.5O $7~2~O.O0 5,420.00 4;300.OO 2,192.50 2,510.00 2,030.00 — 1,267.50 . $2,727.36 2~9.4O 240.37 ~455.l9 2~22~.7l 1,569.00 $4,604.51 302.44 100.00 $53,6~.52 $26,O~5.44 $27,6O3.0~$25,000.00 $7,510.03 $4,906.95 Difference N- -, $25,000.00 2,6O3.0~ 198 •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~.71 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 b~ne 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, DIEHL &COMPANY By /Ellis C~Diehi Certified Public Accountant — St -4~. Mr.Launer introduced Mr.E.C.Diehi and requested him to report on the accounting system for the Joint Ad ministrative Organization recently completed. Mr.Diehl 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 District1s balance in the fund can be determined quickly by ap plying the District’s percentage against the 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~.71 into the Joint Ad ministration fund but there is no way of charging any of the Joint Administrative Organization’s expenses against this as D•istrict No.E~is not included in the percent ages to prorate expenditures.It is recommended that the $2,22~.71 be transferred to District No.8’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 JointAdministra— •tive Fund of Districts Nos.1,2,3,5,6,7,and 11. -9— OPERATING FUND A motion was made by Director Finch, WARRANT REGISTER duly seconded and carried,approv ing for signature and payment Warrant Register,covering the fol lowing Voucher Demands: Warrant Demand Number In Favor Of ______ $~7.5O 343.75 ~431.25 A motion was made by Director Braden Finch,duly seconded by Director C.M.Nelson and unani mously carried by Board members present,that the Auditor of Orange County,California,be and is hereby authorized and directed to make a transfer of $l47.9~from County Sanitation District No.6 Operating Fund to the Joint Administrative 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 re— commendedin 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 Braden Finch,duly seconded by Director C.M.Nelson and unani mously carried by Board members pr.esent,that a Joint Adxninistra— tiv~Revolving fund of $25,000.00 be set up and a reimbursement made 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 adjusted to the same percentages on which distribution of expenditures is made as recom mended in Mr.E.C.Diehl’s Letter No.2 and attached statement which were read by the Secretary at this meeting. 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 participating Districts against the proposed charge of $75.00 a month for a non-participating District. 10 .J_~_k 6-35 6—36 Harry Ashton Francis H.Bulot Amount REQUEST TO COUNTY AUDITOR TO EFFECT ACCOUNTING TRANSFERS ESTABLISHING JOINT. ADMINISTRATIVE RE ~JOLVING FUND OF $25,000.00 —10- 199 A motion was made,duly seconded and carried,that the Administrative Officer notify the Directors of District Board No.~that the members of the Executive Committee have recom mended a charge of ~75.00 per month for the services performed by the Joint Administrative Organization;and request that District No.8~S representative meet with the Executive Com mittee on Wednesday,November 29,1950,to discuss the recom mended 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 made by Director Braden Finch,duly seconded and carried,that the meeting of District Board No.6 be de clared adjourned at 9:20 p.m. • _ Cha , Board of Directors County Sanitation District No.6 Orange County,California Attest: Secretary,Board Of Directors County Sanitation District No.6 Orange County,California -11—