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HomeMy WebLinkAbout12 Appointng Treasure and Assistant Treasurer Agenda Item # 12 Public Utility District ACTION To: Board of Directors From: Mary Chapman Date: December 15, 2010 Subject: Consideration of Appointing Individuals to the Offices of Treasurer and Assistant Treasurer 1. WHY THIS MATTER IS BEFORE THE BOARD Only the Board can appoint individuals to the offices of the Treasurer and Assistant Treasurer. 2. HISTORY On August 7, 1995, the Board of Directors passed Resolution 9522 (Attachment 1) entitled Appointing the District's Administrative Services Manager as the District Treasurer, Determining the Duties of the District Treasurer, Authorizing the Genera) Manager and the Treasurer to Issue Payments and Adopting Title 3, Chapter 3.16.30, Accounts Payable to the District's Code. Since that time, the Board has amended Title 3 and assigned other duties to the Treasurer. In 2008, the Board reaffirmed the office of the Treasurer, again defined the Treasurer's duties and created the position of Assistant Treasurer to fill in for the Treasurer in his/her absence. In Resolution 2008-22 (Attachment 2) the Board appointed individuals by name to these positions. 3. NEW INFORMATION With my retirement effective January 3, 2011, the office of Treasurer will be vacant. Board action is needed to rescind Resolution 2008-22 and pass a new resolution. Attachment 3 is a copy of the draft resolution which: 1. Rescinds Resolution 2008-22, Appointing Individuals to the Offices of Treasurer and Assistant Treasurer. 2. Appoints new individuals to fill the positions of the District Treasurer and Assistant Treasurer effective January 4, 2011. 4. FISCAL IMPACT There is no fiscal impact associated with this item. 5. RECOMMENDATION Adopt the attached resolution: Appointing Individuals to the offices of Treasurer and Assistant Treasurer. Mary Cha an VY Michael D. Holley Administrative Services Manager General Manager Attachment 1 RESOLUTION NO. 9514 . OF THE ' TRUCKEE DONNER PUBLIC. UTILITY DISTRICT APPOINTING THE DISTRICT'S AD MINISTRATIVE:SERVICES MANAGER AS THE DISTRICT TREASURER,' DETERMINING-THE:DUTIES OF THE DISTRICT TREASURER,.AUTHOR/Z/NG.THE'GENERAL,MANAGER AND THE TREASURER.TO'.1's E�PAYMENTS;AND ADOPTING TITLE 3, CHAPTER 3.1 6.030, ACCOUNTS PAYABLE,' TO.THE DISTRICT'S CODE WHEREAS, pursuant to Section 16112 of the California Public Utility District Act, the Board of Directors is authorized to appoint the Treasurer of the District, who shall hold office at the Board's pleasure, and WHEREAS, pursuant to Section 16112 of the California Public Utility District Act, the Board of Directors is authorized to determine the duties that the Treasurer of the District shall perform;and WHEREAS, pursuant to Section 16112 of the California Public Utility District Act, the Board of Directors is authorized to determine the duties that the General Manager shall perform; and WHEREAS, the Board of Directors has determined that is shall appoint the District's Administrative Services Manager to serve as the Treasurer of the District; and WHEREAS, the Board of Directors has determined that the duties of the Treasurer of the District shall include the duties to make payments and execute instruments for the payment of demands against the District and shall keep an account of all receipts and disbursements in accordance with policies and procedures prescribed by the Board and shall perform such further duties as the Board may, from time to time, impose; and WHEREAS, the Board of Directors has determined that the duties of the General Manager of the District shall include the duties to make payments and execute instruments.for the payment of demands against the District in accordance with policies and procedures prescribed by the Board and shall perform such further duties as the Board may, from time to time, impose; and WHEREAS, the Board of Directors has determined that the duties of the General Manager and the Treasurer of the District with respect to the making of payments and execution of instruments for the payment of demands against the District and the duties of the Treasurer of the District with respect to the keeping of an account of all receipts and disbursements shall be set forth in Title 3, Chapter 3.16.030, Accounts Payable, of the District's Code; NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Truckee Donner Public Utility District as follows: 1. The Board of Directors hereby appoints the District's Administrative Services Manager as the District Treasurer. 2. The District Treasurer shall have the duties specified in Title 3, Chapter 3.16.030, Accounts Payable, of the District's Code, as adopted in this resolution, and such further duties as the Board of Directors may, from time to time, impose. 3. The District General manager shaft have the duties specified in Title 3, Chapter 3.16.030, Accounts Payable, of the District's Code, as adopted in this resolution, and such further duties as the Board of Directors may, from time to time, impose. 4. The Board of Directors hereby adopts Title 3, Chapter 3.16.030, Accounts Payable, of the District's Code. PASSED AND ADOPTED by the Board of Directors at a meeting duty called and held within the District on the seventh day of August 1995 by the following roll call vote: AYES: Aguera, Hemig, Maass and Jones. NOES: None. ABSENT. Sutton. TRUCKEE DONNER PUBLIC UTILITY DISTRICT By /2& L&9�� I Peter L. Ho eiste , Clerk of the Board ATTES Susan M. Craig, Deputy Distric Jerk SG/smc TITLE 3 FINANCE AND ACCOUNTING - Chapter 3.16.030 ACCOUNTS PAYABLE 1. Upon presentation of invoices for goods and services and other financial obligations of the District in the format prescribed in Title 3, Chapter 3.08 Purchasing, to the Administrative Service Department, the Treasurer shall be authorized to issue payment for such invoices. In the absence of the Treasurer, the General Manager shall be authorized to issue payment. 2. Payments for District financial obligations shall be processed through the District's computerized accounts payable program. Prior to issuing checks, the District's accounts payable clerk will verify the entries for accuracy including verifying that the correct vendor has been keyed into the system; that the amount of charges are correct and that the total of the invoice is correct; that the sales tax has been calculated correctly; that the appropriate authorization appears on the invoice; that the correct work order number and account number or budget number and account number have been assigned to the charges; and that the correct supporting documents are attached to the invoice. The accounts payable clerk will also verify that invoices greater than $52000 have been approved by the General Manager and that invoices greater than $10700.0 have a Board authorized minute order attached showing the amount of the approved expenditure or prior Board authorization for regular District expenditures as listed in Title 3, Chapter 3.16.010 Pre-authorized Disbursements. 3. After verifying that the above items are in order, the accounts payable clerk shall run the checks for payment and print a check register listing the number of each check issued, the vendor paid, the description of the charges being paid, the amount of the charges and the amount of the total check. 4. The Treasurer shall then verify that the accounts payable edit and the check register match, that the invoices have been properly processed and that the expenditures have been made in accordance with the District's purchasing procedures. 5. The Treasurer or General Manager shall then process the checks through the District's automated check signing machine using the facsimile signature of either the Treasurer or the General Manager. The automated check signing machine shall be one that allows for a removable facsimile plate which will be kept locked up when not in use. The machine will also require two keys to activate; the two keys will be kept by two different employees. 6. In the event that a manual check needs to be issued outside of the regular weekly check run, the check will require two signatures. The two signatures can be any two authorized checking account signatures. Individual directors, the General Manager and the District Treasurer shall be authorized to sign on the District's checking accounts. 7. At the monthly business meeting held by the Board of Directors: A. The Board will be presented with the following reports: 1) Accounts Payable Check Register showing all of the checks issued for the accounting period being presented. The register shall show the check numbers issued, the vendor names, the amount of the checks and descriptions of the charges. 2) Statement of General Fund showing the beginning checking account balance, the categories of cash received by the District during the month, a summary list of the cash disbursements made during the month, any authorized transfers in or out of the general fund and the ending balance at the end of the month. 3) Investment Report showing the status of all District restricted funds. 4) Fund status report showing the location of all District funds and the amount on deposit at each financial institution or organization. 5) Monthly Budget Report showing the status of budgeted expenditures compared to actual expenditures. 6) Monthly Financial Statement showing the status of all revenues and expenditures in the format of financial statements using generally accepted accounting principles for utilities. The details of all checks issued and invoices paid shall be available for review by any director in the Administrative Services Department. The Board shall officially authorize payment of all disbursements that have been made by the Treasurer and presented on the Accounts Payable Check Register at the monthly business meeting. B. The Treasurer shall list on the agenda any invoice for purchases that have not been made in accordance with the District's purchasing policies as set forth in Title 3, Chapter 3.08 Purchasing. Attachment 2 Public Litility Resolution No. 2008 - 22 APPOINTING INDIVIDUALS TO THE OFFICES OF TREASURER AND ASSISTANT TREASURER WHEREAS,the Board of Directors has reaffirmed appointment of the office of the Treasurer which serves at the pleasure of the Board, and WHEREAS, the Board wishes to appoint an individual to the office of Treasurer; and WHEREAS, Mary Chapman is an employee of the District who serves in the position of Administrative Services Manager; and WHEREAS,the Board has created the office of Assistant Treasurerwho will act on behalf of the Treasurer in her absence; and WHEREAS, the Board wishes to appoint an individual to the office of Assistant Treasurer; and WHEREAS, Robert Mescher is an employee of the District who serves in the position of Finance and Accounting Manager. NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Truckee Donner Public Utility District as follows: 1. That the Board appoints Mary Chapman to fill the office of Treasurer to perform the duties of the Treasurer as assigned by the Board; and further 2. That the Board appoints Robert Mescher to fill the office of Assistant Treasurer to perform the duties of the Treasurer in her absence; and further 3. That these appointments shall remain in affect until such time as they are rescinded by the Board of Directors. PASSED AND ADOPTED by the Board of Directors of the Truckee Donner Public Utility District in a meeting duly called and held within said District on the 161h day of July, 2008 by the following roll call vote: AYES: Directors Aguera, Hemig and Thomason ABSTAIN: None NOES: None ABSENT: Directors Sutton and Taylor TRUCKEE DONNER PUBLIC UTILITY DISTRICT Tim F. Taylor, President ATTEST: Michael D. Hol , Clerk of the Board Attachment 3 Public Utility District Resolution No. 2010 - XX APPOINTING INDIVIDUALS TO THE OFFICES OF TREASURER AND ASSISTANT TREASURER WHEREAS,the Board of Directors has reaffirmed appointment of the office of the Treasurerwhich serves at the pleasure of the Board, and WHEREAS, the Board wishes to appoint an individual to the office of Treasurer; and WHEREAS, Robert Mescher is an employee of the District who will serve in the position of Administrative Services Manager beginning January 4, 2011; and WHEREAS,the Board has created the office of Assistant Treasurerwho will act on behalf of the Treasurer in his absence; and WHEREAS, the Board wishes to appoint an individual to the office of Assistant Treasurer; and WHEREAS, Tricia Phillips is an employee of the District who serves in the position-of Senior Accountant/Analyst. NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Truckee Donner Public Utility District as follows: 1. That the Board hereby rescinds Resolution No. 2008-22 effective January 4, 2011; and further 2. That the Board appoints Robert Mescher to fill the office of Treasurer to perform the duties of the Treasurer as assigned by the Board; and further 3. That the Board appoints Tricia Phillips to fill the office of Assistant Treasurer to perform the duties of the Treasurer in his absence; and further 4. That these appointments shall become effective on January 4, 2011 and will remain in affect until such time as they are rescinded by the Board of Directors. PASSED AND ADOPTED by the Board of Directors of the Truckee Donner Public Utility District in a meeting duly called and held within said District on the 15th day of December,2010 by the following roll call vote: AYES: ABSTAIN: NOES: ABSENT: TRUCKEE DONNER PUBLIC UTILITY DISTRICT By President ATTEST: Michael D. Holley, Clerk of the Board'