IVGID Board of Trustees Meeting Highlights 11/3/21

General Manager’s Update

GM Winquest gave a brief summary of his 12-page written report beginning on page 3 of the Board packet. The installation of the Burnt Cedar pool decking has been delayed until spring due to the early cold and wet weather, but is not expected to impact the completion date. Two members of the GM’s Golf Advisory Committee will give a presentation at the November 10th Board meeting.

In response to a number of questions by Trustee Schmitz, GM Winquest replied as follows:

1) Meetings with Loomis and with F.W. Carson have taken place regarding the Mountain Golf Course Cart Path project where changes were made to the construction process without a written change order. Loomis is working on a proposed change order. The bid documents outlined the project as a remove and replace while the project was completed using a technique of pulverizing in place. The method of project completion is acceptable, however the issue is related to the bid documents and methods of construction outlined in the bid and the contract. Payments have been withheld pending further investigation.

2) The new project manager will be tasked with reviewing “Moss Adams 1” recommendations and policy/practice for change orders to address issues that surfaced on the Mountain Golf Cart Path project.

3) HDR will be making a presentation at the November 10th meeting on the Utility Rate Study and is aware of the Board’s mandate that funds collected for the Effluent Pipeline project be used only for that purpose.

4) Ordinance 7 Committee has not been his priority, but will likely meet later this month to work on recommendations.

Long Range Calendar

Golf wrap-up is set for the December meeting. Key rates will rely on Board’s discussions on cost recovery expectations.

In person meetings have been problematic, therefore the November 10th meeting will be on Zoom.

Trustee Schmitz requested 2 future items: A Board strategy for email/correspondence and responses and engaging special legal counsel for construction contracts. GM Winquest replied he would put these requests in the “parking lot” since next two meetings are full.

Treasurer’s report

Board Treasurer Tonking will present a report in January on procurement card use. She also is working on providing more details on checks such as capital project code.

Tri-Strategies report

Eddie Ableser has been lobbying State and local agencies in hopes of securing American Rescue Plan Act 2021 (ARPA) funding for the effluent export pipeline and pond liner projects. He noted that rather than a special session of the Nevada Legislature, the state’s Interim Finance Committee will make decisions regarding disbursement of funds. The earliest those decisions would take place would be at their February 2022 meeting.

Without explaining IVGID’s role, he reported that IVGID staff is working with IVCBA, the project lead, on an application for the state funded “Main Street” program to improve/beautify main corridors (in particular Hwy 28).

Budget Timeline

Finance Director Navazio gave an overview of the budget timeline. He plans to hold 4 workshops, preferably outside of normally scheduled Board meetings, to deal with issues of Board policies, Internal Services, Central Services and Facility Fees. Related to the Facility Fee, Trustee Dent expressed his desire that we “collect only what is needed, not more.”

General Business

Audit Committee Charter (Policy 15.1.0)

Trustee Tonking, together with Audit Committee Chair, Ray Tulloch, reviewed comments and revisions to the policy, and compiled a list of remaining “decision points” where a consensus had not been reached. Vice Chair Dent announced that any additional comments could be made following a discussion of the 7 decision points.

Finance Director Navazio cautioned against having the Audit Committee “approve” the management representation letter. Trustee Wong also opposed, asking “How many of you have actually worked with auditors related to the management rep letter or actually signed the rep letter?”. Audit Committee Chair Tulloch, in his professional capacity, performs management audits. For the most part, this letter is intended to protect the auditor. Trustee Schmitz related that the Committee had proposed this language to engender a spirit of cooperation and “working together”. A compromise was reached, allowing for the committee to receive, but not approve, the management representation letter.

Trustee Schmitz had, after being recognized by the Vice Chair, made several additional recommendations. Trustee Wong interjected: “What are we doing? Are these things substantive changes …?… I have work deadlines. I have at least 4 hours of work I need to get to tonight. I need to get off of this meeting.” Vice Chair Dent replied that she was free to leave at any time. Trustee Schmitz continued with her recommended language changes to ensure the Audit Committee maintains its independence.

GM Winquest then summarized several items still not resolved:

1. Makeup of committee. Trustees Schmitz, Dent and Callicrate (who asked Trustee Dent to present his views) support the existing make-up of 2 trustees plus 3 At-Large members. Trustees Wong and Tonking prefer a majority of members the Audit Committee members to be Trustees.
2. Authority to spend budgeted funds.
3. Selection of Chair.
4. Need for professional references?

He said he would review the discussions and planned to have another list of “decision points” for the December 8 Board meeting, when hopefully all Trustees would be present.

Format, Structure and Content of Board packets

Trustee Schmitz presented the existing template/checklist for Board agenda items with proposed changes. She emphasized that this was just a starting point.

GM Winquest added that links, rather than entire documents, could be provided for contracts and specifications. Additionally, templates that were previously approved by the Board need not be included.

Trustee Schmitz was supported by Trustees Dent and Tonking in her suggestion that items refer to specific Strategic Plan Initiatives. GM Winquest supported the inclusion of considering outsourcing but indicated that it would be too time consuming in some situations.

Trustee Wong asserted that the Memorandum contains most of what she needs. She went on to say that she “flips through” but usually doesn’t read the supporting documents; she has experience and knows how things fit together.

The item will be brought back to the Board for further discussion at a future meeting.