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AMBAG EXECUTIVE/FINANCE COMMITTEE AGENDA. 5:00 pm

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1. Call to Order 2. Roll Call 3. Public Comments AMBAG EXECUTIVE/FINANCE COMMITTEE AGENDA January 10, 2018 Seaside Community Center Conference Room 220 Coe Avenue Seaside, CA :00 pm 4. Consent Agenda
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1. Call to Order 2. Roll Call 3. Public Comments AMBAG EXECUTIVE/FINANCE COMMITTEE AGENDA January 10, 2018 Seaside Community Center Conference Room 220 Coe Avenue Seaside, CA :00 pm 4. Consent Agenda APPROVE A. Minutes of the November 8, 2017 Meeting Approve the minutes of the November 8, 2017 meeting. (Page 3) B. List of Warrants as of November 30, 2017 Accept the list of warrants. (Page 7) C. Accounts Receivable as of November 30, 2017 Accept the accounts receivable. (Page 9) Goals for the Executive Director INFORMATION Maura Twomey Receive a report from Maura Twomey, Executive Director. (Page 11) 6. Financial Update Report INFORMATION Arleicka Conley Receive the financial update report which provides an update on AMBAG s current financial position and accompanying financial statements. (Page 13) 7. Other Items 8. Adjournment Page 1 of 18 THIS PAGE IS INTENTIONALLY BLANK Page 2 of 18 EXECUTIVE/FINANCE COMMITTEE MEETING 1. Call to Order Marina Library Community Room 190 Seaside Circle Marina, CA November 8, 2017 Minutes The meeting was called to order by President Kampe at 5:05 p.m. 2. Roll Call Present: Absent: Others Present: Directors CoffmanGomez, Kampe, McShane, Muenzer, Noroyan and Salinas Director McPherson Maura Twomey, Executive Director, AMBAG, Arleicka Conley, Director of Finance and Administrative Services and Autumn Rossi, CPA, Hayashi and Wayland. 3. Public Comments There were no comments from the public. 4. Consent Agenda The following items were enclosed: 1) the minutes of the October 11, 2017 meeting; 2) warrants as of September 30, 2017; 3) accounts receivable as of September 30, 2017; and 4) 2018 Calendar of Meetings. Motion made by Director Muenzer seconded by Director McShane to approve the consent agenda. 5. Draft Comprehensive Annual Financial Report (CAFR) for Fiscal Year (FY) Autumn Rossi, CPA gave a presentation on AMBAG s Draft Comprehensive Annual Financial Report (CAFR) for FY A brief discussion followed. 6. Financial Update Report Arleicka Conley, Director of Finance and Administrative Services, gave a report on AMBAG s current financial position. The accompanying financial statements were also discussed. 7. Other Items No other items were discussed. Page 3 of 18 8. Adjournment The meeting adjourned at 5:36 p.m. Page 4 of 18 AMBAG EXECUTIVE/FINANCE COMMITTEE MEETING ATTENDANCE & VOTING RECORD MEETING DATE: November 8, 2017 Attendance (X= Present; AB= Absent) Voting (Y= Yes; N=No; A=Abstain) MEMBER AMBAG REP Attendance Item# 4 Consent Item# Item# Pacific Grove Bill Kampe X Y Salinas Steve McShane X Y City of Santa Cruz Richelle Noroyan X Y City of Watsonville Trina Coffman Gomez X CountyMonterey Simon Salinas X Y CountySanta Cruz Bruce McPherson AB CountySan Benito Jerry Muenzer X Y Page 5 of 18 THIS PAGE IS INTENTIONALLY BLANK Page 6 of 18 Unaudited Association of Monterey Bay Area Governments Check Register November 2017 Date Check Number Name Description Amount 11/01/2017 EFT Pers Health Benefit Health Coverage November , /01/2017 EFT Pers Retirement October 2017 Retirement Contributions (from October 16, 2017 thru October 31, 2017) 8, /01/ Fedex Fedex Mailings for Ortho and WISE Projects in September /01/ Monterey Bay Air Resources District November 2017 Rent 50% Reduction Due to Construction 2, /02/ AT&T (Silver Cloud Ct VoIP) Monthly Charges for VoIP Lines (Main Line, Staff Lines) and T1 MIS Access 10/19/17 11/18/ /02/ Bay Mobile Services Wash AMBAG Prius Onsite October /02/ Bobbie Grant Mileage Reimbursement for October /02/ Caliper Corporation OnCall Contract Work for July and August, , /02/ Caliper Corporation WE 257 SupraRegional ABM Framework Project Work for August and September , /02/ Comcast Monterey High Speed Internet for 10/22/ /21/ /02/ De Lage Landen, Inc Copier Lease for 10/15/ /14/ /02/ Delta Dental Plan of California November 2017 Dental Premiums 1, /02/ Elisabeth Russell Expense and Travel Reimbursements for October , /02/ Errol Osteraa Travel Reimbursement for CalPERS Education Forum 2017 Trip 10/22 10/25/2017 1, /02/ Heather Adamson Reimbursement for Travel Expenses for Focus on the Future Conference 10/29 10/31/ /02/ MetLife Group Benefits November 2017 Disability Insurance Premium /02/ Monterey Computer Corporation, Inc. IT Support, OffSite Replication BackUp Service, and Spam Filtering for November , /02/ Perry and Freeman Legal Services for November , /02/ Pictometry International Corporation Final Billing for AMBAG Orthoimagery Project 4, /02/ Population Reference Bureau (PRB) For Forecast Related Services Completed in August , /02/ RAPS For Work Developing and Documenting Security Protocols for Energy Watch Program /02/ Rayne Water Water for the Period of 11/01/2017 through 11/30/ /02/ Rincon Consultants, Inc. MTP/RTP/SCS EIR Services Provided for Period 09/01/17 09/30/17 25, /02/ Staples Credit Plan, Inc. Office Supplies /02/ Valero, Inc. September 18 to October 15, 2017 Fuel Costs /02/ Vision Service Plan (VSP) November 2017 Premium /09/ Anthem Blue Cross of California Small Group Life Insurance Coverage to /09/ BOD Bobby Richards BOD Meeting 11/08/ /09/ BOD Carla Stewart BOD Meeting 11/08/ /09/ BOD Carlos Victoria BOD Meeting 11/08/ /09/ BOD David Brown BOD Meeting 11/08/ /09/ BOD Dennis Alexander BOD Meeting 11/08/ /09/ BOD Ed Smith BOD Meeting 11/08/ /09/ BOD Jerry Muenzer BOD Meeting 11/08/ /09/ BOD Jesus OlveraGarcia BOD Meeting 11/08/ /09/ BOD Kristen Petersen BOD Meeting 11/08/ /09/ BOD Layne Buckley BOD Meeting 11/08/ /09/ BOD Mary Ann Carbone BOD Meeting 11/08/ /09/ BOD Mickie Luna BOD Meeting 11/08/ /09/ BOD Richelle Noroyan BOD Meeting 11/08/ /09/ BOD Scott Funk BOD Meeting 11/08/ /09/ BOD Simon Salinas BOD Meeting 11/08/ /09/ BOD Steve McShane BOD Meeting 11/08/ Page 7 of 18 Unaudited Association of Monterey Bay Area Governments Check Register November 2017 Date Check Number Name Description Amount 11/09/ BOD Trina CoffmanGomez BOD Meeting 11/08/ /09/ Caliper Corporation Wise Software Contract Work for July and August , /09/ EDD Census data for Monterey, Santa Cruz and San Benito Counties 3, /09/ Erich Friedrich Travel and Expense Reimbursement for November /09/ Hayashi & Wayland, LLP 3rd Billing for FY Audit 11, /09/ Iron Mountain, Inc. October 2017 Storage for Documents /09/ Maura Twomey Travel and Expense Reimbursement for October /09/ Monterey Salinas Transit MST/METRO's Joint Bus on Shoulder Study 1st Quarter FY , /09/ RAPS For Work Developing and Documenting Security Protocols for Energy Watch Program /09/ Red Shift Internet Services, Inc. Web Hosting for AMBAG Site From to (Platinum Package) /09/ Verizon Wireless, Inc Broadband Account for Broadband Devices and ipads /10/2017 EFT Paychex. Inc. TLO Per Pay Period Usage Fee for 14 Employees (from 10/01/17 thru 10/31/17) /15/2017 EFT Paychex. Inc. Net Payroll and Taxes for Period Ending 11/15/ , /16/ AT&T (FAX Line) Fax Line Billed in Advance From 11/02/17 12/01/ /16/ Caltronics Business Systems, Inc Copier Usage Bill for 10/05/17 11/04/ /16/ MetLife Group Benefits December 2017 Disability Insurance Premium /16/ Stephen Campbell October Travel Reimbursements /16/ The Sohagi Law Group Review & Comment 2040 MTP/SCS/EIR October , /16/ VISA Rabobank Public Storage Space Rental for October, Travel Expenses for San Benito Organizational RMA Analysis/RCTF Meetings/Workshops, Registration to attend State of the Region, GFOA GAAP Update Webinar 11/16/ VISA Rabobank Energy Watch Supplies, Board of Director Meeting Expenses, PRWPA Webhosting, Office Supplies, Rural Voices for Housing Justice Seminar, Replacement Energy Watch ipad with Smart Cover, Supplies for CCJDC Meeting 11/20/2017 EFT Pers Retirement November 2017 Retirement Contributions (from November 1, 2017 thru November 15, 2017) 9, /29/ Comcast Monterey High Speed Internet for 11/22/ /21/ /29/ Delta Dental Plan of California December 2017 Dental Premiums 1, /29/ Elisabeth Russell Travel Expenses for October/November /29/ Monterey Bay Air Resources District December 2017 Rent 5, /29/ Pitney Bowes, Inc. Purchase Power Postage Paid by Purchase Power Line of Credit in October /29/ Rayne Water Water for the Period of 12/01/2017 through 12/31/ /29/ Rincon Consultants, Inc. MTP/RTP/SCS EIR Services Provided for Period 10/01/17 10/29/17 56, /29/ Staples Credit Plan, Inc. Office Supplies /29/ Valero, Inc. October 19 to November 2, 2017 Fuel Costs /29/ Vision Service Plan (VSP) December 2017 Premium /30/2017 EFT Pers Health Benefit Health Coverage December , /30/2017 EFT Pers Retirement November Pmt for Annual Unfunded Accrued Liability as of 06/30/2015 Valuation 10, /30/2017 EFT Paychex. Inc. Net Payroll and Taxes for Period Ending 11/30/ , Total $434, , Page 8 of 18 Unaudited AMBAG A/R Aging Detail As of November 30, 2017 Date Num Name Memo Due Date Days Outstanding Open Balance Paid 10/31/ Caltrans, D5 Caliper $6, ($10, Total) 11/30/ , /30/ PG & ECEE Invoice Desk ALL AMBAG 11/30/ , /30/ PG & ECEE Invoice Desk ALL AMBAG 11/30/2017 2, /30/ MBARD (customer):1601 WE 182 Regional Vanpool Subsidy ALL AMBAG 11/30/ /30/ RAPS A/R ALL AMBAG 11/30/2017 1, /30/ RAPS A/R ALL AMBAG 11/30/2017 2, /30/ Caltrans:SHRP2 Caliper $12, /30/ , /30/ Caltrans, D5 Caliper $24,857.00; $14, /30/ , /31/ MBARD (customer):1601 WE 182 Regional Vanpool Subsidy CalVans $6, /31/ , /31/ PG & ECEE Invoice Desk ALL AMBAG 10/31/ , /31/ RAPS A/R ALL AMBAG 10/31/ /17/ SCCRTC. ALL AMBAG 11/17/ , /17/ San Benito Council of Governments ALL AMBAG 11/17/ , /17/ Transportation Agency for Mtry Co. ALL AMBAG 11/17/ , /30/ RAPS A/R ALL AMBAG 09/30/ , /02/ City of Scotts Valley ALL AMBAG 05/02/ , /02/ City of Watsonville. ALL AMBAG 05/02/ , /01/ Rural Counties Task Force:Nevada County Transportation Commission ALL AMBAG 07/01/ , Total Receivables $ 508, Less Contractor Receivables $ 68, Net AMBAG Receivables $ 439, = Reflects payments received subsequent to November 30, Page 9 of 18 THIS PAGE IS INTENTIONALLY BLANK Page 10 of 18 MEMORANDUM TO: FROM: SUBJECT: Executive/Finance Committee Maura F. Twomey, Executive Director 2018 Goals for the Executive Director MEETING DATE: January 10, 2018 RECOMMENDATION: This is an informational item only. BACKGROUND/ DISCUSSION: At the November 8, 2017 meeting, the AMBAG Board directed the Executive Director, Maura F. Twomey, to develop goals for the Executive Director for the 2018 year. The Executive Director has developed the following goals and related completion dates for the 2018 year: Adoption of the 2040 Metropolitan Transportation Plan and Sustainable Communities Strategy June 2018 Update and revise AMBAG s Accounting Policies & Procedures December 2018 Maintain and enhance relationship with Regional, State and Federal partners Ongoing Continued financial stability for the agency Ongoing ALTERNATIVES: N/A FINANCIAL IMPACT: N/A Page 11 of 18 COORDINATION: The Executive Director coordinated the preparation of the goals and accomplishments with the Board President, Bill Kampe and incoming Board President, Jerry Muenzer. APPROVED BY: Maura F. Twomey, Executive Director Page 12 of 18 MEMORANDUM TO: FROM: RECOMMENDED BY: SUBJECT: Executive/Finance Committee Maura F. Twomey, Executive Director Arleicka Conley, Director of Finance and Administrative Services Financial Update Report MEETING DATE: January 10, 2018 RECOMMENDATION: Staff recommends that the Board of Directors receive the Financial Update Report. BACKGROUND/DISCUSSION: The enclosed financial reports are for the Fiscal Year (FY) and are presented as a consent item. The attached reports contain the cumulative effect of operations through November 30, 2017 as well as a budgettoactual comparison. Amounts in the financial update report are unaudited. FINANCIAL IMPACT: The Balance Sheet reflects a cash balance of $394, The accounts and contractors receivable balance is $508,019.06, while the current liabilities balance is $149, AMBAG has sufficient current assets on hand to pay all known current obligations. Due to the implementation of Governmental Accounting Standards Board (GASB) Statement No. 68 in FY and a restatement to Net Position for GASB Statement No. 82, AMBAG has a deficit Net Position in the amount of $341, Although AMBAG s Balance Sheet as of November 30, 2017 reflects a deficit Net Position, AMBAG s Profit and Loss Statement reflects an excess of revenue over expense of $68, As we make efforts to pay the outstanding pension liability, AMBAG s Net Position has and will continue to improve. Page 13 of 18 The following table highlights key Budget to Actual financial data: Budget to Actual Financial Highlights For Period July 1, 2017 through November 30, 2017 Expenditures Budget Through November Actual Through November Difference Salaries & Fringe Benefits $ 1,025, $ 794, $ 230, Professional Services $ 584, $ 446, $ 138, Lease/Rentals $ 35, $ 30, $ 5, Communications $ 13, $ 6, $ 6, Supplies $ 50, $ 4, $ 45, Printing $ 5, $ $ 4, Travel $ 35, $ 14, $ 21, Other Charges $ 137, $ 119, $ 18, Total $ 1,887, $ 1,416, $ 470, Revenue Federal/State/Local Revenue $ 1,902, $ 1,485, $ 416, Note: AMBAG is projecting a surplus, therefore budgeted revenues do not equal expenses. Revenues/Expenses (Budget to Actual Comparison): The budget reflects a linear programming of funds while actual work is contingent on various factors. Therefore, during the fiscal year there will be fluctuations from budgettoactual. Salaries and fringe benefits are under budget primarily due to positions that remain vacant in the current fiscal year. Professional Services are under budget primarily due to the timing of work on projects performed by contractors. These projects include the Environmental Impact Report (EIR), Work Zone Impacts and Strategies Estimator Software, development of an ActivityBased Model (ABM) Framework for the Central Coast SupraRegion (AMBAG, SLOCOG and SBCAG), and legal services related to the EIR. These projects are in various phases of completion. Since AMBAG funding is primarily on a reimbursement basis, any deviation in expenditure also results in a corresponding deviation in revenue. Budgettoactual revenue and expenditures are monitored continually to analyze fiscal operations and propose amendments to the budget if needed. Page 14 of 18 COORDINATION: N/A. ATTACHMENTS: 1. Balance Sheet as of November 30, Profit and Loss: July 1, 2017 November 30, Cash Activity December 31, 2017 APPROVED BY: Maura F. Twomey, Executive Director Page 15 of 18 Petty Cash Page 16 of , Deferred Outflows PERS Contribution Total Assets 1,920, , (127,889.03) Accumulated Depreciation Total Capital Assets 158, Capital Assets Capital Assets 967, , Deferred Outflows Actuarial Total LongTerm Assets 82, (16,437.20) Allowance for Doubtful Accounts 922, , , , , , , , FY Housing Mandate Receivable LongTerm Assets Total Current Assets Other Current Assets Due from PRWFPA/RAPS Employee FSA Advances Prepaid Expenses Total Other Current Assets Total Accounts and Contractors Receivable Contractors Receivable Accounts Receivable Accounts Receivable Total Cash and Cash Equivalents 3, , Rabobank Checking November 30, 2017 Total Liabilities & Net Position Total Ending Net Position Net Income/(Loss) Beginning Net Position Net Position Total Liabilities Retainage Payable Total LongTerm Liabilities Net Pension Liability (GASB 68) Deferred Inflows Actuarial LongTerm Liabilities Total Current Liabilities Line of Credit Employee Benefits Contractors Payable Accounts Payable Current Liabilities Liabilities Liabilities & Net Position As of November 30, , LAIF Account AMBAG Balance Sheet Rabobank Special Reserve Cash and Cash Equivalents Current Assets Assets Accrual Basis Unaudited 1,920, (341,485.01) 68, (410,172.94) 2,261, , ,111, ,836, , , , , , November 30, 2017 ATTACHMENT 1 Page 17 of 18 NonFederal Local Match 72, , Printing , ,416, , Total Expense 47, NonFederal Local Match 7.58 Total Other Charges Interest/Fees Expense 9, Maintenance/Utilities Insurance 9, Depreciation Expense , Model Expenses Dues & Subscriptions Recruiting 5, Energy Watch Travel/Classes/Events MTIP/MTP/OWP/Public Participation Expenses 8, GIS Licensing/CCJDC Support , Workshops/Training RCTF Expenses 1, BOD Refreshments/Travel/Nameplates/Dinner El Dorado Guidebook Training Expenses 2, BOD Allowances Other Charges: 14, , Supplies Travel 6, Communications 30, , Professional Services Lease/Rentals 514, Fringe Benefits 1,485, Salaries Expense Total Income 1,100, , Grant Revenue 212, Cash Contributions July 2017 November 2017 July 2017 November 2017 Profit & Loss AMBAG AMBAG Revenue Income Net Income/(Loss) Accrual Basis Unaudited ATTACHMENT 2 Page 18 of CASH POSITION 448, , (k) Loan Repayment 6. TOTAL CASH PAID OUT (j) NonFederal Local Match 1, , (i) Other Charges 1, , (h) Travel (g) Printing (f) Supplies (e) Communications (d) Lease/Rentals (c) Capital Outlay 160, , (a) Payroll & Related * 733, , (b) Professional Services 5. CASH PAID OUT 4. TOTAL CASH AVAILABLE (d) Borrowing 3. TOTAL CASH RECEIPTS (c) NonFederal Local Match 159, , (b) Grant Revenue 371, July17 (a) AMBAG Revenue 2. CASH RECEIPTS 1. CASH ON HAND [Beginning of month] Monthly Cash Activity AMBAG Unaudited 557, , , , , , , , , , , , , August17 481, , , , , , , , , , , , , September17 509, , , , , , , , , , , , , , , , , November , , , , , , , , , , October17 420, , , , , , , , , , , , , December17 AMBAG Cash Activity For December 2017 January18 February18 March18 April18 May18 June18 1,807, , , , , , , , , ,856, ,438, , TOTAL ATTACHMENT 3
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