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Minutes - Investment - 2009-02-26f • COSTA MESA SANITARY DISTRICT MINUTES OF INVESTMENT OVERSIGHT COMMITTEE MEETING February 26, 2009 CALL TO ORDER The meeting was called to order at 5:18 p.m. by Treasurer /Finance Director Marc Davis ROLL CALL Committee Members Present: Director Arthur Perry (rotating committee member) Director James Ferryman (rotating committee member) Director Gary Monahan (rotating committee member) arrived at 5:22 p.m. Staff Members Present: Mr. Marc Davis, Treasurer /Finance Director Mr. Thomas Fauth, Assistant Manager Ms. Joan Revak, Board Secretary /Program Manager /Clerk of the District Ms. Sherry Kallab, Management Analyst Ms. Teresa Gonzalez, Accountant NEW BUSINESS Review of Treasurer's Report Mr. Davis reported that the District's portfolio was earning approximately 2.0% as of January 31, 2009, compared to LAIF earning approximately 2.05 %. Between the period of December to January, $3 million in securities were called, with $2 million being called in January. The securities had been expected to be called because they had earnings of approximate 3.5 to 4% and when the economic downturn happened US Treasury notes and US government agency notes were down as low as 1 %. In February Mr. Davis reported that he placed $2 million back in the securities market and obtained yields close to 3.0 %, which will boost the total investment yield in the month of February. As of the end of January, $2 million remained invested in the sweep account. Director Ferryman asked if the money in the sweep account was insured. Mr. Davis responded that for public agencies, funds in sweep accounts are insured up to $100,000 and the remaining balance is collateralized up to 110% of its value. Director Perry asked if the annual interest rate earnings are anticipated to average about 3.0% and Mr. Davis confirmed. Mr. Davis made reference to the structure of the portfolio and pointed out that roughly 75% of the funds in the portfolio mature in less than six months. This is a result of a lot amount of money coming in to LAIF from the first allocation of property tax. Mr. Davis plans to invest in longer term investments of one to two years duration and to time the maturities for the period that we are cash flow short. MINUTES OF INVESTMENT OVERSIGHT COMMITTEE MEETING February 26, 2009 Page 2 . Director Perry inquired about the status of the collection of the tax assessments and Mr. Davis responded that it remains to be seen as to what is going to be collected in this current fiscal year, given the current state of the economy and bankruptcies. A short discussion then followed regarding the Teeter and non - Teeter plans for general property taxes. • U Mr. Davis continued on to explain the Treasurer's Report's yield curve chart as of January 31, 2009 and reported that the fall off of the District's yield was due to the calls of several securities with 4% rates. He predicts that with the investment of the new securities in the 3% rates we will see an upgrade. Audit Services Contract Option A request to exercise the second option year and approve an engagement letter with Diehl, Evans & Company, LLP to perform the District's annual audit for the year ending June 30, 2009 will be brought to the Board at tonight's regular Board meeting. The original contract was a three year contract with two one -year options. The proposed audit fee is $9,970, which is still below the bids received from five years ago. We are requesting for extension of the audit services because of the low fee proposal and because we are very happy with the audit services received during the past audits. The plan for next year is to put out to bid for audit services and to enter into agreement with the audit firm under the District attorney's agreement. Director Perry asked if there is a legal requirement that we change auditors. Mr. Davis responded that he did not know of a legal requirement, but that he would review the District's operation code to see if it has a requirement to change auditors after a certain time period. PUBLIC COMMENTS There were no items discussed under public comments. ADJOURNMENT The meeting adjourned at 5:30 p.m. Approved by: �G Secretary, Costa esa Sanitary District President, Costa esa Sa 't" Board of,UrObtors Board of Direct rs