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HomeMy WebLinkAboutMinutes 1950-11CONDtCNSED MINUTES OF THE JOINT MEETING OF BOARDS OF DIRECTORS COUNTY SANIT~~TION DISTRICTS OF OR.-~NGE COUNTY,CALIFORNIA November 22,1950,at ~:OO p.m. Board of Supervisors’Room -Court House Santa Ana,.California ROLL CALL DISTRICT NO.1 Present:Directors Virgil H.Reed (Chairman), C.M..Featherly and Allen A.Mandy. Absent:None. DISTRICT NO.2 Present:Directors ftobert H.Boney (Chairman), Don B.Haiber,Frank J.Schweitzer,Jr., Ralph J.McFadden,Charles E.Stevens, Willis H.Warner,William H.Hirstein and Anton W.Wilsor~. Absent:Directors Hugh W.Warden (Chairman) and Willard Smith. DISTRICT NO.3 Present:Directors 4~.C.Earley (Chairman pro tem) Ralph J.McFadden,~1il1is H.Warner, C.R.Miller,Charles Newson and Joseph Webber. Absent:Chairman Hugh W.Warden. DISTRICT NO.5 Present:-Directors Braden Finch (Chairman)and Ross Greeley. Absent:Director Irvin G.Gordon. DISTRICT NO.6 Present:Directors C.M.Nelson (Chairman)and Braden Finch. Absent:Director Irvin G.Gordon. DISTRICT NO.7 NO QUORUM Present:Directors Vincent L.Humeston (Chair man)and Virgil H.Reed. Absent:Directors Irvin G.Gordon and Willard Smith. DISTRICT NO.~NO QUORUM —Present:‘Director Harold E.Edwards. Absent:Directors Emerson B.Milnor (Chairman) and Irvin G.Gordon. DISTRICT NO.11 Present:-~Directors Willis H.Warner (Chairman), Vernon E.Langenbeck and Jack Greer. Absent:None. —1— OTHERS PRESENT:-Nelson M.Launer,Administrative Officer;Nat H.Neff,Engineer; E.C.Diehi,Certified Public Ac countant;E.J.Marks,Attorney; Walter Chaffee,Attorney;C.Arthur Nisson,Jr.,Attorney;Harry Ashton, Attorney;C.E.Bressler;F.B.Owen Costa Mesa Sanitary DistrictK.J. Harrison,and Ora Mae Merritt,Secy. Chairman Reed called the joint meeting to order at ~3:O5 p.~. The roll was called and all District Boards except Districts Nos.7 and ~were found to have a quorum present. A motion was made,duly seconded and carried appointing A.C. Earley Chairman pro tern of the Board of Directors of County Sanita tion District No.3. A motion was made,duly seconded and carried approving minutes of the Joint Meeting on October 11,1950,as mailed out. APPROVAL OF District Boards Nos.1,2,3,5,6,and 11 VOUCHER DEMAND adopted a motion to approve for signature and payment the following Joint Administrative Voucher Demands: Voucher Demand Number In Favor Of Amount JA—159 Pacific Telephone &Telegraph Co.~36.25 160 Orange County Blueprint Shop 4.19 161 Ora Mae Merritt 3.60 162 Santa Ana Typewriter Company 30.46 163 Bales Office Equipment Company 66.09 164 Dennis Printers and Stationers Co.l.d6 165 E.J.Marks and Adrian Marks 450.00 166 Diehi and Company 534.&~2 167 F.R.Harwood,Postmaster 30.00 ~1,157.27 EXECUTIVE Mr.Robert H.Boney reported as follows: COMMITTEE REPORT 1.The Executive Comthittee 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 Conference Room of County Sanitation Districts’Of fices,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 execution of the Agreement6.To that end: the Chairman of Districts 2 and 3 had previously met with the Directors of District No.1 and reported to the Executive Committee that the points of controversy are pretty well worked out;there are minor chinges in the wording of the Use and Ultimate Purchase Agree ment.These proposed changes should be rec~dy within a short time to present to the Executive Committee fo consideration and recommendation to the respective Boards.He called upon Mr.Virgil H.Reed for furthei comment upon 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 proposed re visions can be submitted which will work out very - well for all involved. 3.The Committee reviewed Chapter 20 funds of $533,968.0C allocated by the State for use in the Ocean Outfall construction;that Mr.Launer had been requested to ascertain the time limit for starting this construc tion. 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 Diehl and Company were redd to the Committee recommending three changes in the account ing of funds.These three changes will be read and explained by Mr.Diehi.A motion was made,duly seconded and carried by Executive Committee members present recommending compliance with the changes as set forth in Mr.Diehi’s letters. 6.A general discussion was held upon the cost of services performed by the Joint Administrative Organi zation for the benefit of District No.~.A motion was made,duly seconded and carried recommending that District No.d be requested to pay ~75.O0 a month retroactive to January 1,1950. ADMINISTRATIVE Mr.Launer referred to the three letters OFFICERS from Diehi and Company and requested the REPORT Chairman to have these letters read.The Secretary read the following: Letter No.1 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,inclusive, paid from the Joint Administrative fund were distributed to the various Districts on a basis other than the per centages fixed by resolution,which distribution has been recorded on the books maintained in the Joint Administra tion 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 affect the total amount credited to each District but will facilitate the recon ciliation 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: From District No.1 $147.96 ~1 2 2~5.97 3 2~6.06 5 147.97 6 147~9~ ““7 2~6.l9 g 12a71 “11 36.62 $1,467.46 Respectfully submitted, DIEHL &COMPANY By Is!Ellis C.Diehl Certified Public Accountant —3— Letter No.2 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 main tained and controlled,if a definite amount is estab— lished for this activity as a revolving fund,and a reimbi~rsement 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 Districtes fund balances and will facilitate hand ling 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 26,0~5.4.4 Balance Octobe~-31,1950 $27,6O3.O~ Respectfully submitted, DIE}IL &COMPANY By Is!Ellis C.Diehl Certified Public Accountant Letter No 3: November 6,1950 Mr.Nelson M.Launer,Administrative Officer County Sanitation Districts Sahta Ana,California Dear Sir: There has been placed in the Joint Administra tive Fund $2,22~.7l by District No.d,but no provision 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 benefit 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.d Operating Fund. Yours truly, DIEHL &COMPANY By is!Ellis C.Diehl Certified Public Accountant -4— Mr.Launer then introduced Mr.E.C.Diehi and requested him to report on the accounting system. Mr.Diehi reported as follows: LETTER NO.1 AS READ The first 16 vouchers were charged to the B?THE SECRETARY Joint Administrative Fund,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 expendi-,~ tures from the Joint Administrative Fund.We have made the entries but in reconciling the books with the County ikuditor, in every case,the Joint Administrative Fund is short by the amount each District participated in these first 16 vouchers. This transfer has been talked over with the County Auditor and has his approval. LETTER NO.2 AS READ This recommendation is made to facilitate BY THE SECRETARY the bookkeeping.The expenditures are pro rated on a percentage basis and by contri buting to the Joint Administration Fund on the same basis,each District’s balance in the fund can be de termined quickly by applying the District’s percentage against the balance in the fund.A revolving fund of $25,000.00 is recommended as this amount can be maintained and not deviate from the 1950—1951 Budgets. LETTER NO.3 AS READ District No.~has transferred $2,22~.7l BY THE SECRETARY into the Joint Administration fund but there is no way of charging any of the Joint Administrative Organization’s ex penses against this as District No.~is not included in the percentages to prorate expenditures.It is recommended that the ~2,228.7l be transferred to District No.S’s Operating Fund,and any charge to that District for its expenses be de termined on an arbitrary basis and whatever charge is deter mined by District No.S and the other Districts,be paid by Warrant Demand upon the Operating Fund of District No.S in favor of the Joint Administr~tive fund of Districts Nos.1, 2,3,5,6,7,and 11. TRANSFER OF VOUCHERS A motion was made,duly seconded and carried 1 TO 16,INCLUSIVE by District Boards Nos.1,2,3,5,6,and 11 that transfers of funds be made in ac cordance with the recommendation contained in Letter No.1 and attached statement from Mr.E.C.Diehl, as read by the Secretary. ESTABLISHING JOINT AD-A motion was made by District Boards Nos. MINISTRATION REVOLVING 1,2,3,5,.6,and 11 that $25,000.00 be FUND OF $25,000.00 set up as a revolving fund for the Joint Administration Fund and a reimbursement made to the fund each month by Districts Nos.1,2,3,5,6,7,and 11 for each 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 upon which distribution of expenditures is made,recommended in Mr.E.C.Diehl’~letter No.2 and attached statement,as read by the Secretary. CHARGE TO DISTRICT NO.S A motion was made,duly seconded and carried FOR JOINT ADMINISTRATIVE.by.District Boards Nos.1 and 2 that Dis CHARGES trict No.S be requested to pay $75.00 per month retroactive to January 1,1950,for services rendered by the Joint AdministrativE Organization,and $75.00 per month thereafter.It is further requested that payment of these amounts be made by Warrant De mands charging District No.S’s Operating Fund,in favor of Joint Administrative Fund of County Sanitation Districts Nos. 1,2,3,5,6,7,and 11. —5— A general discussion was held by Director Edwards of Dis trict No.d and the flirectors of the other Districts on reldtive costs of the Joint Administration Organization’s expenses for participating Districts against the proposed charge of ~75.OO 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.d that the members of the Executive Comnittee have recomnended a charge of ~75.OO per month for the services performed by the Joint Admii~istr~tive Organization;and re~uest that District No,d’s representative meet with the Executive Co~trnittee 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 rm.~de,duly seconded and carried thc~t the meeting of District Boards Nos.1,2,3,dnd 11 be declared adjourned at 9:15 p.m. DISTRICT NO.5 OFERA-A motion was made by Director TING FUND WARRANT Greeley.duly seconded and REGISTER carried,approving for signa ture and p~vment Warrant Re gister covering the following Voucher Demands: Warrant Demand Number In Favor Of Amount 5—33 Harry Ashton $d7.50 DISTRICT NO.6 A motion was made by Director OPERATING FUND Finch,duly seconded and carried, WARRANT REGISTER approving for signature and pay ment Warrant Register covering the following Voucher Demands: Warrant Demand Number In Favor Of Amount 6—35 Harry Ashton $d7.50 6—36 Francis H.Bulot 343.75 $431.25 A motion was made,duly seconded and carried that Dis trict Boards Nos.5 and 6 be declared adjourned at 9:20 p.m. ~ Secretary -.6