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HomeMy WebLinkAbout2003 Mid-Michigan Water Authority Minutes MINUTES OF BOARD OF DELEGATES MEETING Preliminary- MID-MICHIGAN WATER AUTHORITY approval pending Thursday, January 9, 2003 The Board of Delegates met in regular session at 4:00 p.m., in the Southwind Conference Room, TCRPC Office Building, 913 W. Holmes Rd., Lansing Michigan. The meeting was called to order by Clyde Dugan, Chairperson. Present: Delegates Elsinga (D), Wegrzyn (D), Dutcher (D), Husby(D), Dugan (D), Cooley(D), St. Clair (D) Absent: Delegates from Bath Township, City of Grand Ledge, and Village of Webberville Ex-Officio: Jon Coleman, TCRPC Staff: Carrie Clinkscales, TCRPC, Executive Assistant &Recording Secretary Greg Hoffinan, TCRPC, Financial Coordinator Chairperson Dugan called the roll and declared a quorum present. A moment of silent reflection was observed by all. The Pledge of Allegiance was said by all. APPROVAL OF MINUTES BY DELEGATE COOLEY SECONDED BY DELEGATE DUTCHER That minutes of the regular session of October 10, 2002 be approved as written. Adopted unanimously. CONSIDERATION OF LATE ITEMS FOR THE AGENDA 1) Chairman Dugan indicated he would add an item at the end of the Executive Committee Report relative to a preliminary budget. Addition was accepted by consensus. Page 1 of 1 PUBLIC COMMENT Chairman Dugan announced that members of the public would be afforded the opportunity to address the delegates on any item. No persons spoke. OFFICERS REPORTS Chairperson's Report Chairperson Dugan noted that the Executive Committee met just prior to the Board meeting. Items considered by the Executive Committee will be reported under the Executive Committee Report by the Chair. Secretary's Report There was no Secretary's Report. Treasurer's Report Treasurer Coleman presented the balance sheet as of November 30, 2002 and a financial status report as of November 30, 2002 for Fiscal Year January 1, 2002 to December 31, 2002. Greg Hoffinan said the December end balances are not available at this time. It was noted that a budget revision due to insurance shortfalls was approved at the October 10,2002 meeting. This budget revision is not shown however on the November balance sheet. Hoffinan duly noted the approval of the budget revision and will make that revision to the report. It was moved by Delegate St. Clair and supported by Delegate Wegrzyn that the Treasurer's Report be received and placed on file. Motion carried. Chairman Dugan asked if$1,700 for audit needs to be budgeted twice since the budgeted amount was not expended in the prior year. Greg Hoffinan explained that payment for the audit always takes place in the following year (after the audit is completed). Payment for the 2002 audit will take place in 2003. COMMITTEE REPORTS Executive Committee Chairman Dugan reported that the Executive Committee met today at 3:00 p.m.just prior to the Board meeting. The Committee considered the following items. 1) Approval of MMWA Board Meeting Agenda for 1/9/03. 2) Reviewed bids for Financial Services received in response to the RFP and Specification 2002.1. One bid was received from Layton and Richardson. The Board recommends approval of the bid for financial services from Layton and Richardson. 3) Moved to recommend an annual audit be performed in accordance with the blaws of the MMWA. 4) Considered selection process for additional voting delegate(s) to serve on the Executive Committee for Fiscal Year 2003. The five members of the Executive Committee must be delegates. Therefore, one position on the Executive Page 2 of 2 Committee is open. The Committee recommended that the MMWA Board be solicited for a volunteer to serve on the Executive Committee with Chairperson Clyde Dugan, Vice Chairperson Stan Wegryns, Secretary John Elsigga, and Dick Husby(other). 5) Considered adoption of a preliminary budget to be submitted to the Board in July. Old Business None New Business Officers and Executive Committee Res. No. 03-1-1 A resolution to approve an additional delegate to serve as a member of the Executive Committee. Arthur St. Clair, Windsor Township Delegate, volunteered to serve on the Executive Committee in 2003. The Executive Committee member list for 2003 is as follows. Chairperson, Clyde Dugan Vice Chairperson, Stan Wegrzyn Secretary, John Elsinga Delegate, Dick Husby Delegate, Arthur St. Clair RECOMMENDED BY DELEGATE HUSBY SECOND BY DELEGATE DUTCHER Adopted unanimously. Fees Notice Res. No. 03-1-2 A resolution to establish a fee schedule due and payable on July 1, RECOMMENDED BY DELEGATE ST. CLAIR SECOND BY DELEGATE COOLEY Adopted unanimously. Contract for Financial Services Res. No. 03-1-3 A resolution to award the contract for Financial Services to the MMWA to Layton &Richardson. Greg Hoffinan reviewed the proposal submitted by Layton &Richardson. The fee for each audit to be $1,700 adjusted for inflation, not to exceed 5%. RECOMMENDED BY DELEGATE ELSINGA SECOND BY DELEGATE ST CLAIR Adopted unanimously. Page 3 of 3 Preliminary Budget Res. No. 03-1-4 A resolution to adopt a preliminary budget for 2004 to be presented to the Board for review and adoption in July of 2003. RECOMMENDED BY DELEGATE ST CLAIR SECOND BY DELEGATE COOLEY Adopted unanimously. Delegates Remarks Delegate Husby said Christine Spitzley, TCRPC's Environmental Coordinator, sent out a message this week to the GMB regarding classes on the 41" of February at the Lansing Center. The event is being sponsored by the Michigan Chapter of the AWWA and is free to all public officials. The event will run from 8:30 to noon and lunch will be served. An extensive exhibit will be on display in the afternoon. Delegate Husby said Lansing Township Trustee, Bob Jakovac passed away unexpectedly last week. Husby said Mr. Jakovac's contributions to the community were many including serving on the CATA board for approximately 15 years and he will be greatly missed. Ex-officio Representatives Remarks Coleman commented on the constant changes that occur in officials and staff in the 78 units of government in the region. He said TCRPC maintains a master mail list and makes every effort to keep it current but appreciates notification of changes as they occur. Public Comment None Motion of excused absences There were no requests for excused absences. Adjournment Chairperson Dugan adjourned the meeting at 4:40 p.m. CADocuments and Settings\Carrie Clinkscales\My Documents\MMWA\Board Minutes 1-9-03.wpd cc Page 4 of 4 /���,� 1 .. �.'�J e MID MICHIGAN WATER AUTHu iITY BALANCE SHEET AS OF MAY 31, 2003 ASSETS Cash 51 ,444.61 Total Assets 51 ,444.61 LIABILITIES TCRPC 2002 2,029.99 TCRPC 2003 605.91 Total Liabilities 2,635.90 FUND BALANCE Project Initiation and Administration 30,000.00 Additional Operating Reserve 25,313.61 Current Adjustment to Fund Balance (6,504.90) Total Fund Balance 48,808.71 Total Liabilities and Fund Balance 51 ,444.61 mmwa balance sheet 08/07/03 Mid MI Water Authority Fiscal Year: January 1, 2003 to December 31, 2003 May 2003 Report INCOME Budget Actual Balance Membership Dues 0.00 1,129.00 1,129.00 Interest 0.00 286.01 286.01 Totals 0.00 1,415.01 1,415.01 EXPENDITURES Board Expenses Insurance 4,730 5,514.00 (784.00) Expenses 0 0.00 0.00 Supplies, mail, etc. 0 0.00 0.00 Administration/Personnel Salaries/Fringes 400 272.61 127.39 Supplies 0 0.00 0.00 Postage 200 30.89 169.11 Printing 50 28.20 21.80 Travel 0 1.60 (1.60) Telephone 0 0.00 0.00 Subscriptions & publications 0 0.00 0.00 Membership dues 100 100.00 0.00 Education/training material 0 0.00 0.00 Bank Service Charges 125 0.00 125.00 Misc. 0.00 0.00 Accounting Bookkeeping 1,000 272.61 727.39 Audit 1,800 1,700.00 100.00 Professional Services Financial advisory 500 0.00 500.00 Regulations & laws 625 0.00 625.00 TOTAL 9,530.00 7,919.91 1,610.09 Current Change in Fund Balance (9,530.00) (6,504.90) Mid MI Water Authority 2004 Proposed Budget 2003 2004 INCOME BUDGET BUDGET Membership Dues 4,500 4,500 Total 4,500 4,500 EXPENDITURES Board Expenses Insurance 4,730 6,500 Expenses 0 0 Supplies, mail, etc. 0 0 Administration/Personnel Salaries/Fringes 400 500 Supplies 0 0 Postage 200 200 Printing 50 50 Travel 0 0 Telephone 0 0 Subscriptions & publications 0 0 Membership dues 100 100 Education/training material 0 0 Bank Service Charges 125 125 Misc. 0 0 Accounting Bookkeeping 1,000 1,000 Audit 1,800 1,800 Professional Services Financial advisory 500 500 Regulations & laws 625 625 TOTAL 9,530 11,400 Revenues minus Expenses (5,030) (6,900) Mid MI Water AuthorlLy Fiscal Year: January 1, 2003 to December 31, 2003 May 2003 Report INCOME Budget Actual Balance Membership Dues 0.00 1,129.00 1,129.00 Interest 0.00 286.01 286.01 Totals 0.00 1,415.01 1,415.01 EXPENDITURES Board Expenses Insurance 4,730 5,514.00 (784.00) Expenses 0 0.00 0.00 Supplies, mail, etc. 0 0.00 0.00 Administration/Personnel Salaries/Fringes 400 272.61 127.39 Supplies 0 0.00 0.00 Postage 200 30.89 169.11 Printing 50 28.20 21.80 Travel 0 1.60 (1.60) Telephone 0 0.00 0.00 Subscriptions & publications 0 0.00 0.00 Membership dues 100 100.00 0.00 Education/training material 0 0.00 0.00 Bank Service Charges 125 0.00 125.00 Misc. 0.00 0.00 Accounting Bookkeeping 1,000 272.61 727.39 Audit 1,800 1,700.00 100.00 Professional Services Financial advisory 500 0.00 500.00 Regulations & laws 625 0.00 625.00 TOTAL 9,530.00 7,919.91 1,610.09 Current Change in Fund Balance (9,530.00) (6,504.90) MID MICHIGAN WATER AUTH�,RITY BALANCE SHEET AS OF MAY 31, 2003 ASSETS Cash 51 ,444.61 Total Assets 51 ,444.61 LIABILITIES TCRPC 2002 2,029.99 TCRPC 2003 605.91 Total Liabilities 2,635.90 FUND BALANCE Project Initiation and Administration 30,000.00 Additional Operating Reserve 25,313.61 Current Adjustment to Fund Balance (6,504.90) Total Fund Balance 48,808.71 Total Liabilities and Fund Balance 51 ,444.61 mmwa balance sheet 07/02/03 MINUTES OF EXECUTIVE COMMITTEE MID-MICHIGAN WATER AUTHORITY Thursday, July 10, 2003 The Executive Committee met in regular session at 3:00 p.m. in the Southwind Conference Room, TCRPC Office Building, 913 W. Holmes Rd., Lansing, Michigan. The meeting was called to order by Clyde Dugan, Chairperson. Present: Clyde Dugan, Dick Husby, Jon Coleman, Art St. Clair Absent: Stan Wegrzyn, John Elsinga Staff Present: Greg Hoffman, TCRPC Finance Director Came Clinkscales, TCRPC Executive Assistant Ch/Dugan requested the addition to the agenda of discussion on the addition of new members. 1. The Executive Committee received a report from Greg Hoffman on the MMWA balance sheet as of May 31, 2003 and the financial report on budget expenditures through May, 2003. Following discussion, the reports were received and placed on file. 2. The Executive Committee reviewed the proposed MMWA Board Meeting agenda for 7/10/03. Ch/Dugan requested addition to the Board agenda of the addition of new members and review of the Board's Late Entry Protocol, Resolution No. 96- 6-1. The addition was approved by unanimous consent. 3. The Committee reviewed the 2004 Proposed Budget. A $6,500 increase in insurance and $100 increase in salaries/fringes was noted. Following extensive discussion, Motion by Husby, Support by St. Clair, to recommend approval of the 2004 budget and that the membership dues for 2004 be set at$4,500. Approved. Motion by Husby, Support by St. Clair, to recommend transferring $5,000 from operating reserves to Project Initiation and Administration for a total in that item of$35,000. Approved. 4. Extensive discussion ensued relative to an information request from the City of St. Johns relative to agreements between communities for the provision of water utilities. Ch/Dugan explained that the City of St. Johns' water system utilizes only 25% of its capacity and their water conditioning plant is idle. The City is interested in working out an agreement with Bingham Township to provide water to the township. Motion by Husby, Support by St. Clair, to recommend formally inviting the City of St. Johns and Bingham Township to join the MMWA and also to modify the Late Entry Protocol fees to be based on the last three year average per capita membership dues or the current year whichever is greater. Approved. The Committee agreed that St. Johns and Bingham Township be invited to the next MMWA Board meeting. The meeting was adjourned by Chair Dugan at approximately 4:00 p.m. Submitted on Thursday, July 10, 2003. Clyde Dugan, Chairman CADocumcnts and Settings\Came ClinkscalesUNy Docunlcllts\MMWA\exmin71003.wpd Meeting Location: Southwind Conference Rm., Tri-County Regional Planning Commission Office Building, 913 W. Holmes Rd, Lansing, MI Chairperson's Report and Recommendations 8/14/03 Resolution No. 03-7-1 That the preliminary budget for 2004, as recommended by the Executive Committee, be adopted, and that this preliminary budget shall become the 2004 budget unless superceded by an action of this Board. Resolution No. 03-7-2 That the membership fees for 2004, as recommended by the Executive Committee, be adopted and that the Treasurer be directed to send preliminary notification for annual membership fees to all Participating Units. Resolution No. 03-7-3 That the "Late Entry Protocol" as specified in adopted resolution 96-6-1 be modified to state that fees for new members will be based on the last three year average per capita membership dues or the current year whichever is greater. MINUTES OF BOARD OF DELEGATES MEETING MID-MICHIGAN WATER AUTHORITY Thursday, October 9, 2003 The Board of Delegates met in regular session at 4:00 p.m., in the Southwind Conference Room, TCRPC Office Building, 913 W. Holmes Rd., Lansing,Michigan. The meeting was called to order by Clyde Dugan, Chairperson. Present: Delegates Dugan(D), Dutcher(D), Wegrzyn(D), Ray(D), Scheuerman (A), Cooley(D),Husby(D) Absent: Delegates from City of Grand Ledge, Village of Webberville and Windsor Township Ex-Officio: Jon Coleman, TCRPC Staff: Carrie Clinkscales, TCRPC, Executive Assistant&Recording Secretary Greg Hoffman, TCRPC, Accountant Jon Coleman called the roll. Ch/Dugan declared a quorum present. The Pledge of Allegiance was said by all. A moment of silent reflection was observed by all. APPROVAL OF MINUTES BY DELEGATE WEGRZYN SECONDED BY DELEGATE HUSBY That minutes of the regular session of January 9, 2003 be approved as written. Adopted unanimously. CONSIDERATION OF LATE ITEMS FOR THE AGENDA There were no late items. 1 PUBLIC COMMENT Chairnan Dugan announced that members of the public would be afforded the opportunity to address the delegates on any item. No persons spoke. OFFICERS REPORTS Chairperson's Report Chairperson Dugan noted that the Executive Committee met July 10, 2003. Items considered by the Executive Committee will be reported under the Executive Committee Report by the Chair. Secretary's Report There was no Secretary's Report. Treasurer's Report Greg Hoffman reviewed the income statement and balance sheet as of August 31, 2003. It was moved by Delegate Ray and supported by Delegate Wegrzyn that the Treasurer's Report be received and placed on file. Motion carried. COMMITTEE REPORTS Executive Committee Chairman Dugan reported that the Executive Committee met on July 10, 2003. The Committee considered the following items. 1) Moved to recommend adoption of the proposed budget for 2004. 2) Moved to increase the Project Initiation and Administration Fund Reserve to $35,000 from $30,000. 3) Moved to recommend membership fees for 2004. 4) Moved to recommend the MMWA Late Entry Protocol be amended. 5) Moved to recommend formally extending an invitation to the City of St. Johns and to Bingham Township to apply for membership in the MMWA. 6) Recommend that the MMWA Board select a Nominating Committee and a Committee Chair to develop a slate of candidates for the officers and Executive Committee for 2004. It was moved by Delegate Wegrzyn and supported by Delegate Ray that the Executive Committee Report be received and placed on file. Motion carried. Old Business None 2 New Business Resolution No. 03-10-1 A resolution to adopt the 2004 MMWA budget as recommended by the Executive Committee. MOTION BY DELEGATE WEGRZYN SECONDED BY DELEGATE COOLEY Adopted unanimously. Resolution No. 03-10-2 That the membership fees for 2004, as recommended by the Executive Committee, be adopted and that the Treasurer be directed to send notification for annual membership fees to all participating units. MOTION BY DELEGATE COOLEY SECONDED BY DELEGATE DUTCHER Adopted unanimously. Resolution No. 03-10-3 A resolution to amend the MMWA Late Entry Protocol as follows, and that MMWA Resolution No. 96-6-1 be superceded by this Resolution as recommended by the Executive Committee. For applicants requesting membership in the Mid-Michigan Water Authority, all requirements of the Act and the Articles of Incorporation shall be met. In addition, the following requirements shall be met: 1. Payment in advance of the costs to publish amendments to the Articles of Incorporation in a newspaper having general circulation within the Participating Units—these costs can be shared with other applicants requesting membership during the same period of time. 2. Payment of an initial fee that shall be calculated as the requesting governmental unit's population according to the most recent census, times the greater of; (1) the average of the most recent three year's MMWA per capita membership fee, or, (2) the then-current year's MMWA per capita membership fee. Note: Payment of the fee under item (2) reflects a"fair share" of the burden of funding the annual MMWA budget, and will be in lieu of payment of an annual membership fee for the year in which the applicant joins. MOTION BY DELEGATE HUSBY SECONDED BY DELEGATE DUTCHER Adopted unanimously. 3 Resolution No. 03-10-4 That the MMWA Board formally extend an invitation to the City of St. Johns and to Bingham Township to apply for membership in the MMWA as recommended by the Executive Committee. MOTION BY DELEGATE RAY SECONDED BY DELEGATE WEGRZYN Adopted unanimously. Resolution No. 03-10-5 That the MMWA Board select a Nominating Committee and a Committee Chair to develop a slate of candidates for the officers and Executive Committee for 2004. MOTION BY DELEGATE HUSBY SECONDED BY ALTERNATE DELEGATE SCHEUERMAN Nominating Committee Delegate Wegrzyn, Committee Chair Delegate Husby Alternate Delegate Scheuerman In accordance with the MMWA's Articles of Incorporation, the Board at its organizational meeting in January shall select the MMWA officers, and two additional delegates to serve on the Executive Committee. DELEGATES REMARKS Delegate Husby asked if the City of Grand Ledge has paid its membership dues noting that they do not attend the MMWA meetings. He also asked for a list of MMWA delegates and alternates with addresses and phone numbers be provided to all members. hivoices for membership fees will go out in January. Hoffman reported that 2003 fees have not been paid by Bath Township, Dimondale, Grand Ledge and the City of Lansing. Ch/Dugan noted that he had been made aware that the city's dues were not paid and he will follow-up. EX-OFFICIO REPRESENTATIVES REMARKS Coleman reported that there has been discussion of the need to update the regional water aquifer study and decided that this would best be a function of the Groundwater Management Board (GMB). The original aquifer study was done in conjunction with the USGS and 22 communities. The GMB has agreed to set up a meeting with the communities to present the need for updating the study. The local funding formula has not been discussed so it will need to be determined how to fund the study update. USGS would be providing thirty to fifty percent of the study cost depending on their funding for 2004. There was discussion about whether the study would include time of travel delineations and noted that the study would use the base model with 4 additional features and should include updated delineations. It was noted that this should be covered in the presentation at the meeting with the communities. MOTION OF EXCUSED ABSENCES MOTION BY DELEGATE HUSBY SECONDED BY DELEGATE WEGRZYN Request by Art St. Clair, Windsor Township Delegate, to be excused. Motion carried. NEXT MEETING The next meeting of the MMWA Executive Committee will be Thursday, January 15 at 3:00 p.m. and Board of Delegates will be Thursday, January 15 at 4:00 p.m. Both meetings are tentatively scheduled to be in the Southwind Conference Room. ADJOURNMENT Delegate Wegrzyn moved, Delegate Husby seconded, to adjourn the meeting. The meeting adjourned at approximately 4:40 p.m. 5 MID MICHIGAN WATER AUT JORITY L. ,LANCE SHEET AS OF Novem- :r 30, 2003 ASSETS Cash 51 ,917.67 Total Assets 51 ,917.67 LIABILITIES TCRPC 2003 1 ,247.28 Total Liabilities 1 ,247.28 FUND BALANCE Project Initiation and Administration 30,000.00 Additional Operating Reserve 25,313.61 Current Adjustment to Fund Balance (4,472.22) Prior Period Adjustment (171 .00) Total Fund Balance 50,670.39 Total Liabilities and Fund Balance 51 ,917.67 mmwa balance—sheet 01/08/04 Mid MI Water Authority Fiscal Year: January 1, 2003 to December 31, 2003 November 2003 Report INCOME Budget Actual Balance ------------ -------------- ------------- ----------- ------------ -------------- ------------- ----------- Membership Dues 4,500.00 4,160.00 (340.00) Interest 0.00 534.97 534.97 Totals 4,500.00 4,694.97 194.97 EXPENDITURES Board Expenses Insurance 4,730 5,514.00 (784.00) Expenses 0 0.00 0.00 Supplies, mail, etc. 0 0.00 0.00 Administration/Personnel Salaries/Fringes 400 610.27 (210.27) Supplies 0 0.00 0.00 Postage 200 128.06 71.94 Printing 50 102.59 (52.59) Travel 0 0.00 0.00 Telephone 0 0.00 0.00 Subscriptions & publications 0 0.00 0.00 Membership dues 100 100.00 0.00 Education/training material 0 0.00 0.00 Bank Service Charges 125 0.00 125.00 Misc. 0.00 0.00 Accounting Bookkeeping 1,000 1,012.27 (12.27) Audit 1,800 1,700.00 100.00 Professional Services Financial advisory 500 0.00 500.00 Regulations & laws 625 0.00 625.00 TOTAL 9,530.00 9,167.19 362.81 Current Change in Fund Balance (5,030.00) (4,472.22) Mid MI Water Authority 2004 Proposed Budget 2003 2004 INCOME BUDGET BUDGET Expenses Balance Membership Dues 4,500 ???????? Total 4,500 0 EXPENDITURES Board Expenses Insurance 4,730 6,500 3,226.00 3,274.00 Expenses 0 0 258.61 -258.61 Supplies, mail, etc. 0 0 0.00 0.00 Administration/Personnel Salaries/Fringes 400 500 621.29 -121.29 Supplies 0 0 0.00 0.00 Postage 200 200 49.64 150.36 Printing 50 50 41.12 8.88 Travel 0 0 0.00 0.00 Telephone 0 0 0.36 -0.36 Subscriptions & publications 0 0 0.00 0.00 Membership dues 100 100 0.00 100.00 Education/training material 0 0 0.00 0.00 Bank Service Charges 125 125 24.32 100.68 Misc. 0 0 Accounting Bookkeeping 1,000 1,000 71.93 928.07 Audit 1,800 1,800 0.00 1,800.00 Professional Services Financial advisory 500 500 0.00 500.00 Regulations & laws 625 625 0.00 625.00 TOTAL 9,530 11,400 4,293.27 7,106.73 1042.95 Revenues minus Expenses (5,030) (11,400) 2775.1