HomeMy WebLinkAboutABANDONED VEHICLE ABATEMENT SERVICE AUTHORITY (3)AVA CHECKLIST
PRINT THIS CHECKLIST AND USE FOR PREPARING AGENDA AND DISTRIBUTION.
AVA Secretary is Yvonne Christopher.
There is not a mailing labels distribution list.
Checklist:
V Send draft agenda to Rob MacKenzie three weeks prior to meeting date.
Send final agenda to AVA Board and cc: lista
✓ Post agenda at Administration and the actual meeting location.
✓ Make copies of agenda and insert in ' Yvonn in
p g esb der.
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11/20/03
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Department of Development Services
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BUTTE COUNTY ABANDONED VEHICLE ABATEMENT SERVICE AUTHORITY
Location: Butte County General Services Building
3-A County Center Drive — Conference Room
Oroville, California
Date/Time: Wedneday, October 29, 2003 at 10:30 a.m.
SIGN -IN SHEET
Name/Mailing Address
Phone/E-mail
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Butte County Department of Development Services ■ 7 County Center Drive ■ Oroville, CA ■ (530) 538-7604
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Department of Development Services
BUTTE COUNTY ABANDONED VEHICLE ABATEMENT SERVICE AUTHORITY
Date/Time: Monday, November 24, 2003 – 10:30 a.m. to 12:00 Noon
Please Note New Location: 202'Mira Loma Drive - Klamath Conference Room
Oroville
AMENDED AGENDA
1. Call to Order.
2. Roll -Call.
3. Adoption of the meeting minutes of July 7, 2003 and October 29, 2003 (Y. Christopher)
• To be distributed at meeting.
4. Annual Abandoned Vehicle Abatement Service Authority (AVA) audits—consideration of the relative
costs/benefits of utilizing the Butte County Auditor -Controller vs. contracting with an independent
CPA (C. Mann)
5. Consideration of draft Quarterly Agency Report Form (R. MacKenzie)
6. Consideration of AVA Board -imposed quarterly deadlines for submittal of claims by member agencies.
(D. DeBrunner)
7. .Consideration of segregating a portion of AVA revenue received from the State for. annual AVA
auditing costs (A. McGreehan)
8. Dispersal of AVA revenue received from the State. (R: MacKenzie)
a. Consider Appointment of the Butte County Auditor to serve as the AVA Treasurer.
b. Consider Authorizing the AVA Treasurer to Disperse AVA Funding to Member Jurisdictions..
1. Revenue distributed per relative populations of member agencies.
2. Revenue distributed per relative number of vehicles abated by member agencies.
9. Discussion of the various forms of agreements utilized by member agencies to obtain vehicle towing
services. (All Members)
Butte County Department of Development Services ■ 7 County Center Drive ■ Oroville, CA ■ (530) 538-7604
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10. AVA Board members wishing to address items not listed on the agenda.
(The AVA Service Authority is prohibited by State law from taking action on any item presented if it
is not listed on the agenda.)
11. Members of the public wishing to address the AVA Board on items not listed on the agenda.
(Presentations will be limited to five minutes. The AVA Board is prohibited by State law from taking
action on any item presented if it is not listed on the agenda.)
12. Consideration of establishing regular AVA Board meeting dates (A. McGreehan)
13. Adjournment
Butte County Department of Development Services ■ 7 County Center Drive ■ -Oroville, CA i (530)538-7604_
Page 2 of 2
REGULAR MEETING OF THE BUTTE COUNTY
ABANDONED VEHICLE ABATEMENT (AVA) SERVICE AUTHORITY '
SUMMARY ACTION MINUTES OF NOVEMBER 24, 2003
1. CALL TO ORDER
The meeting was called to order at 10:42 a:m. by Vice -Chairperson Al McGreehan in the
Klamath Conference Room at 202 Mira Loma Drive, Oroville.
2. ROLL CALL
Board members present: `
Erin Dougherty (City of Biggs)
Bob Koch (City of Chico)
Frank Hall (City of Gridley) `
Robert Zollner (City of Oroville)
Al McGreehan, Vice -Chairperson (Town of Paradise)
Cyndi Mann (Butte County)
Board members absent: None.
Staff present: Director Yvonne'Christopher (AVA Secretary), Principal Analyst Deborah
DeBrunner, and Secretary Dolores Horn from• the Department of Development Services; ,
County Counsel Rob MacKenzie.
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Others present: Fred Davis; Auditor Dave Kelly:
3. ADOPTION OF THE MEETING MINUTES OF JULY 7, 2003 AND OCTOBER. 29, 2003
A motion was made by Bob Koch, `seconded by Cyndi.Mann and unanimously carried to
adopt the minutes of July' 7, 2003 as submitted. The October 29, 2003 minutes were not
available to adopt.
4. ANNUAL ABANDONED VEHICLE ABATEMENT SERVICE AUTHORITY (AVA)
AUDITS -CONSIDERATION OF THERELATIVE COSTS/BENEFITS `OF UTILIZING.
THE BUTTE COUNTY AUDITOR -CONTROLLER .VS. CONTRACTING WITH AN
INDEPENDENT CERTIFIED PUBLIC ACCOUNTANT.
There was concurrence that the AVA Service Authority can direct the Butte County
Auditor's Office to conduct'an audit per the-AVA Joint Powers Agreement (Supplement C, .
JPA for County, Cities & Town, page 5, Section 12).
• .
Butte County Department of Development Services ■ 7 County.Center Drive ■ Oroville, CA ■ (530) 538-7604
Page 1 of 5 `
5. CONSIDERATION OF DRAFT QUARTERLY AGENCY REPORT FORM
With unanimous concurrence the Board authorized the use of the "Butte County Abandoned
Vehicle Abatement Service Authority City/County Quarterly Report to Service Authority"
form with some revisions to simplify, the reporting information required for both the fiscal
year and quarter. The revisions include check boxes, for each quarter, deadline to be within
30 days after the close of each quarter',, and deletion of the second paragraph.
Action:' ,County Counsel to make the necessary updates to the agency form and distribute to
the jurisdictions.
Bob Koch moved .to establish a submittal deadline date '.of 30 days at, the close, of each
quarter and .fiscal year for agency reports to the Department of Development Services for,
processing, seconded by Cyndi Mann.
On vote:
City of Biggs: aye 5
City of Chico: aye
City of Gridley: aye
City of Oroville: aye
Town of. Paradise: aye
Butte County: aye Motion passed: 6-0.
The Board discussed that agency reports would need to be reviewed by the Service Authority
at a later.time to determine the need for further expenditures and how to spend unused funds
before the 90 -day close of funding. It was determined that the AVA Program.'would have to '
be in; existence for two fiscal years before this ,could be addressed. This was omitted from
the Service Authority Plan, page 7, item (e) under "Disbursement of.Funds," but it is stated
in the California Vehicle Code Section 9250.7(b):
Established the need to track updates, to the Service Authority Plan that could be addressed'at
-one time at a future date.
Action:. Vice -Chairperson McGreehan requested the secretary track updates•for the next two
or three meetings to.revisit as a future agenda item(s):
1) Add reference back to the Service Authority Plan (Section J. "Appropriate
Fiscal Controls", item e) that the AVA program would have to be in existence
for two fiscal years to before unused funds could be addressed.
Butte County Department of Development Services ■ 7 County, Center Drive; ■ Oroville, CA ■ (530) 538-7604
Page 2 of 5,
6. CONSIDERATION OF AVA BOARD -IMPOSED QUARTERLY DEADLINES FOR
SUBMITTAL OF CLAIMS BY MEMBER AGENCIES.
This agenda item was ,combined with agenda item #5. -
T. CONSIDERATION -OF SEGREGATING A PORTION OF AVA REVENUE RECEIVED
FROM THE STATE FOR ANNUAL AVA AUDITING COSTS.
No action was taken on this item:
8. DISPERSAL OF AVA REVENUE RECEIVED FROM THE STATE
a. Consider, appointment. of the Butte County Auditor . to, serve as the AVA
Treasurer:
b. Consider authorizing the AVA.Treasurer to disperse AVA funding. to member
jurisdictions.
L Revenue distributed per relative populations of member agencies.
2. Revenue distributed per relative number of vehicles abated by -member
agencies.
Items a. and b. have been previously discussed at the July 7, 2003 AVA Service Authority
meeting; and the Butte County Auditor was "appointed to serve as the AVA Treasurer. The
AVA Treasurer was authorized to disperse AVA funding to member jurisdictions.'
A motion was made by Bob Koch, seconded by Erin Dougherty, to. -authorize the Butte
County Auditor to disperse AVA funds based on population upon receipt of formula.
Unanimously passed.
A motion was made by Cyndi Mann, seconded by Bob Koch to authorize the Director of the
Department of Development Services to process and submit claims based ,on the reporting by
the member agencies. Unanimously passed.
Action: The Director.of the Department of Development Services agreed to send a letter -to
the Butte County Auditor's Office to state that per the AVA meeting of November 24, 2003,
the Service Authority authorizes this Director to submit claims on the Service Authority's
behalf.
9. DISCUSSION OF THE VARIOUS'FORMS OF THE AGREEMENTS'UTILIZED BY
MEMBER AGENCIES TO OBTAIN.VEHICLE TOWING SERVICES..
There was a brief discussion concerning tow service agreements; and acknowledgement that
several jurisdictions have their own respective tow companies, etc.
Butte County Department of Development Services, ■ 7 County Center Drive ■ Oroville, CA ■ (530) 538-7604
Page`3 of 5
10. AVA BOARD MEMBERS WISHING TO ADDRESS ITEMS NOT LISTED ON THE
AGENDA.
Discussed the need to adopt an annual budget per.the AVA Service Authority Plan,'page 6,
Item J, under "Appropriate Fiscal Controls."
Action: Staff was directed to place the subject concerning adoption of an annual AVA
Service Authority budget on the nextavailable meeting agenda.
I.J. MEMBERS OF THE PUBLIC WISHING TO ADDRESS THE AVA BOARD ON ITEMS
" NOT LISTED *ON THE AGENDA.
Members, were reminded that per the AVA Service Authority Plan, page 5, item G.,
contractual agreements should formal in nature.
12. CONSIDERATION OF ESTABLISHING A REGULAR AVA BOARD MEETING DATE.
The next two meeting dates were set for Monday, February 23, 2004, and Monday, May 24,
2004, to begin at 1.0:30 a.m. and to be held. in the. Klamath Conference Room, ' 202 Mira
Loma Drive, Oroville.
Action: Vice -Chairperson McGreehan requested staff to compile a contact information sheet.
for each of the Service Authority members and distribute to all members.
13. ADJOURNMENT
There being no further business to discuss, the meeting was adjourned at 12:35 p.m. "
Minutes prepared by Dolores Horn.'!
Butte County Department of Development Services ■ 7 County Center Drive ■ Oroville, CA ■ (530) 538-7604.
Page 4 of 5
ACTION ITEMS
FROM THE REGULAR MEETING OF THE BUTTE COUNTY
ABANDONED VEHICLE ABATEMENT (AVA) SERVICE AUTHORITY
NOVEMBER 24, 2003
ACTION:
RESPONSIBILITY
DUE
DATE
1. Action: County Counsel to make the necessary
Rob MacKenzie
As.'soon as possible
updates to the agency form and distribute to
the jurisdictions.
2. Action: Vice -Chairperson McGreehan requested the
Deborah DeBrurnier
As soon as possible.
secretary track updates for the next two or three
meetings to revisit as a future agenda item(s):
1) Add reference .back to the Service
Authority Plan (Section J. "Appropriate
Fiscal Controls", item e) that the AVA program "
would have to be in existence for two
fiscal years before unused funds
could be addressed.
3 Action: The Director.of the Department of
Director of the
As -soon as possible
Development' agreed to send a letter to the
Department of
Butte County Auditor's Office to state that
Development Services
per the AVA meeting of November 24,'2003,
the Service Authority authorizes this
Director to submit claims on the Service
Authority's behalf.
4. Action: Staff to place the adoption of an annual
Staff/Director of the
'Next mtg of
budget on the next meeting's agenda to
Department of
2/23/04
discuss.
Development. Services
5. Action: Vice -Chairperson McGreehan requested staff
Staff/Director of the
As soon as possible
to compile a contact information sheet for
Department of
each of the Seryice Authority members and
Development Services
Distribute to all members.
Butte County. Department of Development Services ■ 7 County Center Drive ■ Oroville, CA ■ (530) 538-7604
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Department of Development Service_ _
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• BUTTE COUNTY ABANDONED VEHICLE ABATEMENT SERVICE AUTHORITY
Location: Butte County General Services Building
3-A County Center Drive — Conference Room
Oroville, California
Date/Time: Wedneday, November 24, 2003 at 10:30 a.m. '
SIGN=IN SHEET
Name/Mailin Address Phone/E-mail
! 3f Sf lk
IV AL
Butte County Department of Development Services ■ 7 County Center Drive ■ Oroville, CA. ■ (530) 538-7604
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Horn, Dolores ,
From: Horn, Dolores
Sent: Wednesday, November 12, 2003 8:57 AM
To: Sharlita Calloway for Bill Thebach; Al McGreehan; Bob Koch for Tom Lando; Bob Zollner;
Christopher, Yvonne; Danni Brinkley, City of Gridley; Frank Hall; Gary Davidson; MacKenzie,
Robert; Mann, Cyndi
Cc: Vieira, Mike; DeBrunner, Deborah; Fred Davis; McIntosh, Paul
Subject: AVA Service Authority Agenda for November 24, 2003
Attached please find your agenda for Monday, November 24th, at the new location of 202 Mira Loma Drive (cross
street is Grand Avenue), Klamath Conference Room, in Oroville..
Please let me know if you need directions.
Dolores Horn
Butte County Department of Development Services
7 County Center Drive
Oroville, CA 95965-3397
Phone: (530) 538-7604
Email: _dhorn(ibuttecounty..net
11/12/2003
>„
Butte County Abandoned Vehicle Abatement Authority
Revised Minutes of July 7,-2003
Called to order.
Roll Call: Biggs — absent (Theback/Calloway)
Chico — present (Koch)
Gridley.— absent (Hall)
Oroville — present (Zollner)
Paradise — present (McGreehan)
Butte County — present (Mann)
1. Adoption of Minutes:
Approval of January 30, 2003 Minutes
Action — Motion by Koch, second by Zollner.
Unanimously approved.
2. Review of Resources in Butte County AVA binder:
Rob MacKenzie reviewed resources in the AVA binder.
Discussion of Vehicle Code, page 3, estimates of abandoned vehicles.
Rob asked if we can we use those estimates under 22710(c)6 (calculate formula)? Provision
is in the By-laws. Further discussion of the requirement for an alternate director - Article IV,
Section 3.
3. AVA Status Report:
Rob MacKenzie noted population figures will have to be updated by the Authority.
Bob Koch — How long until we have paid the State portion?
Fred Davis — Won't know until the population is adjusted and fees collected (beginning in
August).
Bob Koch — Did we know going in?
Fred Davis.— Yes.
Fred Davis stated we may see dollars around November 1s` to County. Refer to Vehicle
Code 9250.7 — (where the costs are set).
4. Preview of AVA Operation:
Discussion of the implementation details and dispersal of funds. Rob MacKenzie will obtain
a sample quarterly report form. Jurisdictions will submit a JPA claim form to County after
the financial officer approves in each jurisdiction. The County will attach a single County
claim form so Auditor can process all at once.
Quarterly revenue dispersal. Dave Kelly was introduced as assistant auditor.
Section 22710 requires distribution as 50% by population; 50% by actual vehicle
abatements.
Rob MacKenzie noted that the State claimed it had to be actual, not estimated. Dispersal
could be calculated at end of the quarter.
Rob MacKenzie asked if jurisdictions need seed money? 'It was discussed and determined
the jurisdictions would wait until the state released the funds.
Bob Zollner noted that the City of Oroville may start abatements first utilizing City funds.
r
Al McGreehan asked if either method was more favorable. A discussion ensued and
determined it would be up to each jurisdiction to determine the desirable approach in the
individual jurisdiction.
Dave Kelley noted the auditor's office will use May 2003 for population numbers.
Bob Zollner asked who has directive authority for dispersal of funds. Chairperson
McGreehan directs Yvonne Christopher, secretary. Secretary Christopher directs the
Auditor.
Yvonne Christopher asked if a resolution was needed to authorize chairperson to receive and
distribute population figures. A discussion ensued and decided it would be put as an agenda
item on the next meeting agenda.
5. Discussion concerning establishing relationships with toe companies:
Bob Zollner commented that each agency will now go out for bids from towing
companies/dismantlers.
Bob Koch noted Chico will stay with their existing rotational program.
Bob Zollner noted Oroville wants rotation based on standard agreed upon dollars.
County staff will need to work with tow companies.
Question: Does there have to be formal agreements? Rob MacKenzie responded that it is
not required.
Rob MacKenzie asked if we should consider taking this up as an overall County agreement
with tow companies and factor in regional costs.
Discussion as to whether we should go together in regional urbanized areas for.standard of
fees (i.e. Paradise/Magalia).
A discussion followed and it was determined each jurisdiction would work independently
with the tow companies.
A discussion ensued regarding the appropriate steps to file a claim. Bob Zollner noted that he
will be billing for the time it takes to set up the file and $60.00 per car abated. Deborah
DeBrunner noted that each agency will submit a quarterly generic county claim to
Development Services plus annual report to State.
Cyndi Mann asked if it would be better to keep claims and dollars in the trust on the same
quarterly cycle vs. utilizing 50% up front as seed money.
Fred Davis noted that he assumed individual jurisdictions would front costs with
reimbursement for population until vehicles start getting abated.
Bob Zollner stated he would only count on population (50%) fee for start-up money.
Dave Kelley noted the anticipated revenue (estimated revenue).
Rob MacKenzie noted that the county (for example) could increase the appropriation by
returning the item to the Board.
Cyndi Mann discussed the quarterly deposit by the State, possibly utilizing a single document
authorizing quarterly payments based on population. There was further discussion regarding
i
the quarterly, authority approval to accept individual reports for actual abatements and
directive to the county to process for payment.
Rob MacKenzie discussed the challenges of the costs and that geographical areas can trigger
changes to formula.
Rob MacKenzie noted that the JPA must adopt a formula at the next meeting.
Dave Kelley stated the population reimbursement is simple, the additional 50% disbursement
is based on actual abatements completed.
Bob Zollner suggested bringing in other jurisdictions to train on the AVA process.
Rob MacKenzie re -stated he would provide a draft quarterly form.
Dave Kelly asked if Dev. Services could attach the JPA claim form or information with
County form.
Secretary Christopher asked if the County claim form could be used
Fred Davis stated it needs to be tied to the annual form.
After discussion, it was determined that the quarterly report will be attached to the County
claim form. Individual abatement reports would be maintained at the jurisdiction and
provided for an audit. They would not be attached to the quarterly report, submitted to the
county.
Deborah DeBrunner stated the jurisdictions will have finance officers in each jurisdiction
sign off on quarterly reports, creating a "verification of record."
Deborah DeBrunner asked if claims will be based on expenses (Tow Company) paid vs.
incurred?
Rob MacKenzie noted it should include staff expenses.
Bob Koch noted you would not claim dollars for vehicles that owners abate.
Bob Zollner noted that there would be a class put on by CHP for field training. They will
contact the secretary for distribution to JPA members.
Fred Davis noted that Dave Kelly should talk to State Controllers regarding the procedure for
distribution of funds.
Fred Davis noted the county should retain 5% for administrative reimbursement. Dave Kelly
stated he would provide the Department of Finance population figures to the department of
development services.
6. Discussion concerning vehicle storage
There was a discussion regarding jurisdictions owning their own storage and how towing
programs work in other jurisdictions —FYI only. It was determined we can analyze in the
future.
There was a discussion of limited storage capability around county. In future, we will
discuss options.
Bob Zollner noted that Oroville is already doing impound storage. It is problematic to store,
then have them towed and destroyed.
7. Business from the floor:
r
Chairperson asked county staff to encourage Biggs.and Gridley representa"tives.to attend
meetings.
8. Discuss next meeting date:
Al McGreehan summarized the meeting and noted the need for another meeting soon.
Suggested agenda items for the next meeting '
Minute order or resolution to accommodate distribution of dollars
Quarterly claim form will be provided by staff (MacKenzie) for Board.
Discussion to set regular agenda items
Set deadline for receipt of claims to department.
Set regular meeting'time.
Next meeting scheduled for September 29, 2003 at 10:30 a.m. at 3-A County Center Drive..,
Meeting Adjourned at .12:00 p.m..
S