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2010-03-16: Board Meeting Minutes-Budget Workshop
VIRGIN VALLEY WATER DISTRICT
BOARD OF DIRECTORS
BUDGET WORK SESSION
VIRGIN VALLEY WATER DISTRICT OFFICE
MARCH 16, 2010
Minutes of a Budget Work Session of the Virgin Valley Water District Board held on March 16, 2010, at the Virgin Valley Water District Office at 1:00 p.m. Attending were President John Paul, Vice-President Karl Gustaveson, Secretary-Treasurer Kenyon Leavitt and Board Member Ted Miller. Board Member Mark McEwen was not present. Also present were William “Pete” Peterson Interim General Manager, Bo Bingham District Counsel, John Gleave District CFO and Mary Johnson taking minutes and other interested parties of agenda items.
Discussion & Possible Action – Consideration of Issues and Information Related to the District’s Proposed Budget for its Next Fiscal Year. Issues to be Considered may Include, but are not Limited to, Projects Anticipated to be Undertaken, Continued or Completed During the District’s Next Fiscal Year, Anticipated Revenue Required for the District’s Next Fiscal Year and the Sources for Such Revenue and the Anticipated Costs and Expenses of the District During its Next Fiscal Year
John Paul opened the meeting at 1:00 p.m.
Karl stated that he had one suggestion on the “Profit & Loss Budget vs. Actual” report and that it would be very helpful in the future if John Gleave and Mary could get together and actually project what we’re going to end up at; because some of the expenses are paid one time or paid quarterly or whatever, and the board doesn’t really have an idea of where we will end up looking at the percentages.
Ted questioned income and when our last 10% increase took effect, which was January 2009. Discussion began on revenues and John Gleave suggested that he could look at revenues and do some more analysis and that he has done a pretty good job in the past in estimating in how close we are, but that was something that we don’t really need to discuss. John Gleave further stated that he would get information to the board on how he produced that number. The rate study was mentioned and John Gleave stated that he had spoke with Mike Chandler and that we are about 95% complete. John Gleave stated that he has read up on governmental budgeting, you don’t start with the revenues; you have expenditures and you meet for a zero balance; on base planning you need to incur the revenues to meet your expenditures. Which is exactly backwards in the way I would consider doing it stated Karl Gustaveson. John Gleave stated that the water rate revenues is not what we need to spend our time on today; we need to talk about expenditures today and the revenues will be for another day’s planning.
Discussion began by starting at the front of the proposed budget, beginning with salaries. It was decided to take out the item for hiring a new employee at $36,210 for one year and all items associated with that employee, PERS, taxes, etc., be amended. Under line item #3 entitled “Safety Supplies”, it was decreased to $6,000 from $9,600.
Under “Utilities”, Well #29 was increased from $800 to $1,500 per month.
“Office Expenses” were then discussed and Mary informed the board of a number of items added per Tracy Lee that were not received before the packets were issued.
Under “Dues and Subscriptions”, it was questioned where the locations were where we paid the Division of State Lands and the board was informed that this was the Bunkerville Bridge crossing and Halfway Wash. It was further decided to check with Reliance Connects about the listing in the phone book and to see if this could be omitted as to paying for anything and only have the free listing.
“Bank Charges” were discussed and John Gleave stated that you had to weigh your labor costs. Ted commented that when he was in business that they would shop around annually and that they would not accept American Express because they charge a higher percentage rate and that they are slower in refunding money. It was decided that the bank charges should be looked at, but would remain at what was proposed in this budget.
“General Miscellaneous” was discussed with John Gleave questioning donations and stating that he didn’t believe we should budget anything for this; with Karl in agreement stating that we have a duty to the rate payers and employees to save money wherever possible with this economy. It was discussed and decided to cut out “Item 2, Water District Christmas Dinner” for $2,000 and put that amount towards “Contributions/Sponsorships in lieu of the $5,000 that was originally budgeted for and that $500 be contributed to each of the four schools within the District.
“Outside Accounting” was changed from $72,000 to $60,000.
“Investment Management Fees” was modified from $10,050 from the last budget to $9,000 for this budget.
“Engineering Services” was discussed and it was decided to not mention individual engineering firms, but to just state “Outside Engineering” and to budget $25,000 in lieu of $35,000.
Under “Legal Services” Bo stated that he felt we could budget $15,000 per month for Bingham & Snow in lieu of $20,000, but to leave “Outside Legal Counsel” at $20,000 per month.
“Other Professional Services” was discussed and it was mentioned by Mary that GT Engineering and Navigant Consulting, who are experts in the Vanguard pipe case were not listed, and Bo stated that this would be a significant amount and this should come back and be looked at. Also the “Extra Lobbying” budgeted at $100,000 was discussed and John Paul stated that he was not comfortable with this. It was decided that this item should be brought back at the next meeting and discussed further.
When discussing “Vehicle Maintenance and Fuel”, Karl stated that he would like to look into an Interlocal agreement with the City of Mesquite regarding these items to save money.
It was decided to hold another budget workshop before the next regularly scheduled meeting April 6, 2010 at 1:00.
President John Paul adjourned the meeting at 2:54 p.m.
(NOTE): The minutes of this meeting have been tape-recorded and will remain on file in the District office for a one-year period for public examination.
The minutes of this meeting have been tape-recorded and will remain on file in the District office for a one-year period for public examination.