CALL TO ORDER
ROLL CALL
PUBLIC COMMENT
RECESS TO CLOSED SESSION
CALL TO ORDER
ROLL CALL
PUBLIC COMMENT
CLOSED SESSION REPORT
AGENDA APPROVAL FOR WATER AGENCY
CONSENT CALENDAR
BUSINESS ITEMS
Item #5 - Port Hueneme Water Agency Audit Report FY 2022-23
Item #6 - 2024 PHWA Meeting Schedule

AGENCY MEMBERS’ REPORTS, COMMENTS, & REQUEST FOR FUTURE AGENDA ITEMS

ADJOURNMENT
Members Jerry. 00:05:16
Oh, sorry. Go ahead. Remember Bouchard? 00:05:21
Here a member McQueen, Lashawn, Member Perez, and Vice Chair LeBeau. 00:05:24
I'd let the record reflect that Chair Hernandez is currently absent. 00:05:31
We will now hear public comments. You'll have 3 minutes to provide your comments. Madam Clerk, do we have any public comments 00:05:45
today? 00:05:48
No public comments. 00:05:52
And Mr. Agency Attorney, please read the closed session items in direct. Thank you, Vice Chair LeBeau. We have two items of 00:05:58
business on the closed session agenda tonight. 00:06:02
First one is conference with legal counsel regarding existing litigation pursuant to Government Code Section 54956.9 that case 00:06:07
name is OPV Coalition ET al. Versus Fox Canyon Groundwater Management Agency. And the second one is conference with legal counsel 00:06:13
for anticipated litigation and this is a pond based. This is based upon facts and circumstances arising out of a tripartite 00:06:19
agreement between the City of Port Hueneme, City of Oxnard and Cogas. 00:06:25
Municipal Water District regarding water credits and pumping allocations. 00:06:31
Do any agency members have any conflicts to disclose for the listed closed session agenda items? 00:06:35
Thank you, Vice Chair. This is Member Bouchard. I will not be participating for potential conflict reasons in the first item under 00:06:42
the closed session of existing litigation regarding OPB Coalition versus Fox Canning Groundwater Management Agency. 00:06:50
The conflict is related to my employer, Pleasant Valley County Water District, as a potential conflict in the case. 00:07:00
We will recess to closed session. Now the time is 2:36 PM. 00:07:13
Good afternoon. 01:30:22
It is 4:00 and I'd like to call the PHW a regular meeting. 01:30:24
To order. If you don't know what PHWA means, it stands for Port Hueneme Water Agency and. 01:30:29
I'd like to ask Clerk now to take roll call, please. 01:30:37
Remember Bouchard? 01:30:42
Remember McQueen, Lejeune member Perez here, Vice chair LeBeau and Chair Hernandez. 01:30:45
My apologies for missing the closed session. 01:30:53
We will now hear public comments. Do we have any public comments, Madam Clerk? No public comments. 01:30:57
Mr. Agency Attorney, can you please provide the closed session report? Thank you, Chair Hernandez. With respect to the first item 01:31:03
of business, there was no reportable action. With respect to the second item of business, the PHWA Board agreed to enter into a 01:31:10
tolling agreement with the City of Oxnard related relative to the tripartite agreement for a period of six months and authorized 01:31:17
the Executive Director to sign same. The vote was unanimous with Chair Hernandez absent. 01:31:23
The agenda is before us and. 01:31:35
If you not had a chance to take a look at it, please do and then I will entertain a motion to approve. 01:31:38
Move to approve. 01:31:45
All in favor. 01:31:49
Aye, all opposed. 01:31:51
Hearing none motion passes unanimously. 01:31:53
OK, Now we'll consider the items on the consent agenda. 01:31:57
Enact in one motion unless any agency member has the desire to pull an item for discussion. 01:32:01
May I have a motion and a second to approve our consent agenda? 01:32:08
Approve. 01:32:14
All in favor. 01:32:18
All opposed. 01:32:21
Hearing none motion passes unanimously. 01:32:22
This brings us to our business items on item number 5, Port Hueneme Water Agency Audit Report for 20 Fiscal Year 2223 Will staff. 01:32:25
Present. 01:32:37
Yes. And our Finance Director, Lupe Acero is going to be giving us a brief presentation on that item. 01:32:39
Apologize. Give me one moment to pull it up. 01:32:53
Do you want to just walk us through it, Lupe? I think we're having technical difficulties. 01:33:29
Everybody, good afternoon, board members and staff. 01:33:37
I suspect you guys have the financials in front of you. I just had a couple of slides to highlight. 01:33:44
The revenues and expenditures of the agency for the fiscal year that was just audited, which is fiscal year ending ending June 01:33:52
30th, 2023. And I just wanted to recap the audit opinion of the financial statements, so the financial statements. 01:34:00
For this fiscal year represent fairly the financial and all material respects the financial position of the agency as of June 01:34:09
30th, 20. 01:34:14
Three, so the audit is was conducted by Brown Armstrong, a CPA firm located in Bakersfield. 01:34:20
They've been conducting the audit for PHWA for. 01:34:27
A number of years, actually, over 20. 01:34:32
Management is responsible for the preparation and the fair presentation of financial statements. 01:34:35
And the auditors responsibility for the audit of the financial statements is to obtain reasonable assurance that whether the 01:34:42
financial statements. 01:34:47
Are free of material misstatements. So basically we, the agency received a clean opinion. 01:34:52
For this audit. 01:34:59
And. 01:35:02
The summary of the revenues and expenditures. There's a lot of detail in the audit report, but the total revenues for the agency 01:35:04
were $5.7 million. 01:35:11
And the expenditures were just under six point. 01:35:19
So the loss is 433,000? 01:35:23
And that loss is annually we're depreciating the assets. 01:35:27
So the losses is the depreciation. So it's a book entry, so it's not a. 01:35:33
Outlay of funds. It's a depreciation. 01:35:37
I think they got it up, so I'll just pause for a second. 01:35:47
OK. Thank you. 01:35:51
Hence, the tonight's board action steps, just to back up a little bit, is to receive and file the Annual Comprehensive Financial 01:35:55
Report for the year ended June 30th, 2023. 01:36:00
And I kind of went through this. It is a clean audit opinion from the auditors that just completed the audit. 01:36:07
And then here are is the are the highlights of the agencies. 01:36:16
Financials, audited financials, I think, I apologize, I think the years cut off, but the first column is the 2023 as compared to 01:36:20
last year 2022. 01:36:25
And so again revenues at 5.7. 01:36:30
Million and expenditures were six point. 01:36:33
And you can see that the last year was basically the net loss is the same every year because like I said, we have. 01:36:37
The assets that are being depreciated every year and that's really the net loss other than it the position and that's the change 01:36:43
in that position every year you start with the beginning. 01:36:47
And then the ending. 01:36:52
And and this next slide is a lot more detail of really what makes up all those revenues and so from it's the variable and fixed 01:36:56
revenue from the various customers which is the city, the Navy. 01:37:02
Channel Islands, some irrigation revenue down towards the middle of variable revenue. 01:37:09
Want to talk a little bit about the billing adjustment. Every year per the agreement, we do a reconciliation at the end of the 01:37:17
year, staff does the reconciliation of revenues versus expenditures and then that gets trued up. 01:37:23
And then? 01:37:30
Passed through to the members in the next billing cycle. So usually it gets passed through like around October because it takes a 01:37:33
little bit to close it and do the reconciliation. So when, so I guess passed through. 01:37:39
And. 01:37:46
So the total revenue for the year was like $370,000 higher? 01:37:49
Than the. 01:37:55
On the billing adjustment. 01:37:57
It all, it's a variable based on the budget because we do a budget every year and those are the inputs. 01:38:00
That we input to come up with what the rates are going to be, the fixed and the variable. So the if something is in the budget, an 01:38:07
item and expense and it doesn't take place then that will create that billing adjustment because that expense didn't occur, but 01:38:14
those expenses were charged to the customer. So that's basically what we have that. 01:38:20
If we could get in a perfect world, you know, the budget a little bit tighter, that billing adjustment would be less. 01:38:28
And then here are the expenditures. I get the water purchases, the largest expense. 01:38:38
We had a little bit of part-time charges that were being charged. 01:38:44
We didn't build any into this year's budget for. 01:38:49
And then so those. 01:38:54
Benefits associated with the part time. 01:38:56
Legal fees, The audit. 01:38:59
Property insurance. 01:39:02
Interest expense and then the water plant expenses, those are the operating expenses. 01:39:04
Of the water plant. So those are all of the salaries, benefits. 01:39:10
Of and other expenses incurred for the water plan, the enterprise fund that are passed through at the end of the year. 01:39:16
To PHW. 01:39:25
And then there's the depreciation expands, stays pretty consistent because not a whole lot of new assets have been added. 01:39:27
And. 01:39:37
Again, that's the operating loss at $433,000. 01:39:39
Just restating the tonight's action to receive and file the report. 01:39:49
And I did want to talk a little bit about future action items for the agency. 01:39:55
My recommendation would be to do an RFP for a new just to receive proposals for audit firm since the audit firm has been preparing 01:40:01
the report for over 20 years. 01:40:07
Usually it's recommended every five to six years a new audit to change auditors just because of the independence and. 01:40:13
And it's always nice to have a new set of ice. New auditors take a look at it. So I would propose that. 01:40:21
We issue an RFP and then we would bring back to the board the recommendation of. 01:40:26
The farm that is being recommended. 01:40:32
To do. 01:40:34
And then we'll be working on the operating budget for fiscal year 2425 and we'll. 01:40:36
We're targeting to present that to the board. 01:40:42
In May and June, so we'll be working on. 01:40:45
So those are the. 01:40:48
Items that we have for. 01:40:49
Any questions? 01:40:53
Any questions for miss? 01:40:55
I was going to ask the question about the auditor, whether or not we had plans. 01:40:59
To go out to bed for a new. 01:41:05
Company it's not in the recommendation I've noticed in the report, so is that an issue? 01:41:08
Agency director or city? 01:41:15
We. 01:41:20
We will bring items back to the board to approve the actual. 01:41:22
Selection and everything of new auditors, so at this time. 01:41:28
No actions needed other than just we're well, we're reporting that we will go through that process. 01:41:32
Thank you. 01:41:39
Umm any questions for staff? Any more questions for staff? 01:41:40
All right. How about public comments? Any public comments? 01:41:46
No public comments. 01:41:49
Roy, did you have something? OK, going to move staff's recommendation. 01:41:54
We have a motion. 01:42:00
2nd 2nd. 01:42:02
Motion then. 01:42:05
Madam Clerk, please take. 01:42:07
All in favor? Aye. All opposed. 01:42:09
Hearing none motion passes unanimously. 01:42:12
Here you. 01:42:15
Hey, on the next item is item 6, the 2024 PHWA meeting schedule. 01:42:19
Mr. Agency Director, are you going to present that or is that somebody else's? 01:42:26
I I don't see that in. 01:42:33
Oh, there it is in the pocket. OK. 01:42:36
So with the approval. 01:42:39
With that council last meeting of our regular council meeting schedule, we also want to follow that up with our approval of our 01:42:44
regular PHWA meeting schedule and the two are a little bit interrelated because some of the dates are are coordinated. 01:42:52
So we've presented A proposed schedule. The schedule shows meetings on page three of three, it shows our meetings for the year and 01:43:01
it proposes being dark for the month of August. 01:43:06
But otherwise. 01:43:13
Meeting each month with the dates proposed I. 01:43:14
On that schedule, typically on Mondays, but today and on next month, we propose moving to Tuesday due to the holidays. 01:43:18
So in line with how we normally schedule it, nothing really out of place. We are recommending that the PHWA approve that meeting 01:43:28
schedule and then we will move forward with regular meeting set for those dates. 01:43:35
Very good. Any questions for? 01:43:42
Just very quickly, I want to confirm because I didn't see it that we're we're going to continue at 4:00, right? 01:43:45
Yes, I just saw that the first two paragraphs of the of the staff report and I thought, are we recommending a change? Am I missing 01:43:53
it here OK? 01:43:58
Any other questions for? 01:44:05
OK. 01:44:09
A motion to approve the meeting scheduled for 2024. Move to approve second. You, Madam Clerk, may we have a vote, please? All in 01:44:12
favor. Aye. All opposed. 01:44:17
Hearing none motion passes unanimously. 01:44:22
Oh, I forgot to ask for public comments. 01:44:25
There's no public comment. 01:44:28
All right. Agency member reports comments and requests for future agenda items. Does anybody have? 01:44:32
Comments or requests? 01:44:38
Hearing. 01:44:42
I'll go ahead and adjourn this meeting. 01:44:44
Our next regular meeting is scheduled for Tuesday, February 20th. 01:44:46
Due to the observance of President's Day and will start the meeting at 4:00 Tuesday, February 20th. 01:44:51
I'd like to adjourn the meeting. The time is now 414. Thank you, everybody. 01:44:58
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Members Jerry. 00:05:16
Oh, sorry. Go ahead. Remember Bouchard? 00:05:21
Here a member McQueen, Lashawn, Member Perez, and Vice Chair LeBeau. 00:05:24
I'd let the record reflect that Chair Hernandez is currently absent. 00:05:31
We will now hear public comments. You'll have 3 minutes to provide your comments. Madam Clerk, do we have any public comments 00:05:45
today? 00:05:48
No public comments. 00:05:52
And Mr. Agency Attorney, please read the closed session items in direct. Thank you, Vice Chair LeBeau. We have two items of 00:05:58
business on the closed session agenda tonight. 00:06:02
First one is conference with legal counsel regarding existing litigation pursuant to Government Code Section 54956.9 that case 00:06:07
name is OPV Coalition ET al. Versus Fox Canyon Groundwater Management Agency. And the second one is conference with legal counsel 00:06:13
for anticipated litigation and this is a pond based. This is based upon facts and circumstances arising out of a tripartite 00:06:19
agreement between the City of Port Hueneme, City of Oxnard and Cogas. 00:06:25
Municipal Water District regarding water credits and pumping allocations. 00:06:31
Do any agency members have any conflicts to disclose for the listed closed session agenda items? 00:06:35
Thank you, Vice Chair. This is Member Bouchard. I will not be participating for potential conflict reasons in the first item under 00:06:42
the closed session of existing litigation regarding OPB Coalition versus Fox Canning Groundwater Management Agency. 00:06:50
The conflict is related to my employer, Pleasant Valley County Water District, as a potential conflict in the case. 00:07:00
We will recess to closed session. Now the time is 2:36 PM. 00:07:13
Good afternoon. 01:30:22
It is 4:00 and I'd like to call the PHW a regular meeting. 01:30:24
To order. If you don't know what PHWA means, it stands for Port Hueneme Water Agency and. 01:30:29
I'd like to ask Clerk now to take roll call, please. 01:30:37
Remember Bouchard? 01:30:42
Remember McQueen, Lejeune member Perez here, Vice chair LeBeau and Chair Hernandez. 01:30:45
My apologies for missing the closed session. 01:30:53
We will now hear public comments. Do we have any public comments, Madam Clerk? No public comments. 01:30:57
Mr. Agency Attorney, can you please provide the closed session report? Thank you, Chair Hernandez. With respect to the first item 01:31:03
of business, there was no reportable action. With respect to the second item of business, the PHWA Board agreed to enter into a 01:31:10
tolling agreement with the City of Oxnard related relative to the tripartite agreement for a period of six months and authorized 01:31:17
the Executive Director to sign same. The vote was unanimous with Chair Hernandez absent. 01:31:23
The agenda is before us and. 01:31:35
If you not had a chance to take a look at it, please do and then I will entertain a motion to approve. 01:31:38
Move to approve. 01:31:45
All in favor. 01:31:49
Aye, all opposed. 01:31:51
Hearing none motion passes unanimously. 01:31:53
OK, Now we'll consider the items on the consent agenda. 01:31:57
Enact in one motion unless any agency member has the desire to pull an item for discussion. 01:32:01
May I have a motion and a second to approve our consent agenda? 01:32:08
Approve. 01:32:14
All in favor. 01:32:18
All opposed. 01:32:21
Hearing none motion passes unanimously. 01:32:22
This brings us to our business items on item number 5, Port Hueneme Water Agency Audit Report for 20 Fiscal Year 2223 Will staff. 01:32:25
Present. 01:32:37
Yes. And our Finance Director, Lupe Acero is going to be giving us a brief presentation on that item. 01:32:39
Apologize. Give me one moment to pull it up. 01:32:53
Do you want to just walk us through it, Lupe? I think we're having technical difficulties. 01:33:29
Everybody, good afternoon, board members and staff. 01:33:37
I suspect you guys have the financials in front of you. I just had a couple of slides to highlight. 01:33:44
The revenues and expenditures of the agency for the fiscal year that was just audited, which is fiscal year ending ending June 01:33:52
30th, 2023. And I just wanted to recap the audit opinion of the financial statements, so the financial statements. 01:34:00
For this fiscal year represent fairly the financial and all material respects the financial position of the agency as of June 01:34:09
30th, 20. 01:34:14
Three, so the audit is was conducted by Brown Armstrong, a CPA firm located in Bakersfield. 01:34:20
They've been conducting the audit for PHWA for. 01:34:27
A number of years, actually, over 20. 01:34:32
Management is responsible for the preparation and the fair presentation of financial statements. 01:34:35
And the auditors responsibility for the audit of the financial statements is to obtain reasonable assurance that whether the 01:34:42
financial statements. 01:34:47
Are free of material misstatements. So basically we, the agency received a clean opinion. 01:34:52
For this audit. 01:34:59
And. 01:35:02
The summary of the revenues and expenditures. There's a lot of detail in the audit report, but the total revenues for the agency 01:35:04
were $5.7 million. 01:35:11
And the expenditures were just under six point. 01:35:19
So the loss is 433,000? 01:35:23
And that loss is annually we're depreciating the assets. 01:35:27
So the losses is the depreciation. So it's a book entry, so it's not a. 01:35:33
Outlay of funds. It's a depreciation. 01:35:37
I think they got it up, so I'll just pause for a second. 01:35:47
OK. Thank you. 01:35:51
Hence, the tonight's board action steps, just to back up a little bit, is to receive and file the Annual Comprehensive Financial 01:35:55
Report for the year ended June 30th, 2023. 01:36:00
And I kind of went through this. It is a clean audit opinion from the auditors that just completed the audit. 01:36:07
And then here are is the are the highlights of the agencies. 01:36:16
Financials, audited financials, I think, I apologize, I think the years cut off, but the first column is the 2023 as compared to 01:36:20
last year 2022. 01:36:25
And so again revenues at 5.7. 01:36:30
Million and expenditures were six point. 01:36:33
And you can see that the last year was basically the net loss is the same every year because like I said, we have. 01:36:37
The assets that are being depreciated every year and that's really the net loss other than it the position and that's the change 01:36:43
in that position every year you start with the beginning. 01:36:47
And then the ending. 01:36:52
And and this next slide is a lot more detail of really what makes up all those revenues and so from it's the variable and fixed 01:36:56
revenue from the various customers which is the city, the Navy. 01:37:02
Channel Islands, some irrigation revenue down towards the middle of variable revenue. 01:37:09
Want to talk a little bit about the billing adjustment. Every year per the agreement, we do a reconciliation at the end of the 01:37:17
year, staff does the reconciliation of revenues versus expenditures and then that gets trued up. 01:37:23
And then? 01:37:30
Passed through to the members in the next billing cycle. So usually it gets passed through like around October because it takes a 01:37:33
little bit to close it and do the reconciliation. So when, so I guess passed through. 01:37:39
And. 01:37:46
So the total revenue for the year was like $370,000 higher? 01:37:49
Than the. 01:37:55
On the billing adjustment. 01:37:57
It all, it's a variable based on the budget because we do a budget every year and those are the inputs. 01:38:00
That we input to come up with what the rates are going to be, the fixed and the variable. So the if something is in the budget, an 01:38:07
item and expense and it doesn't take place then that will create that billing adjustment because that expense didn't occur, but 01:38:14
those expenses were charged to the customer. So that's basically what we have that. 01:38:20
If we could get in a perfect world, you know, the budget a little bit tighter, that billing adjustment would be less. 01:38:28
And then here are the expenditures. I get the water purchases, the largest expense. 01:38:38
We had a little bit of part-time charges that were being charged. 01:38:44
We didn't build any into this year's budget for. 01:38:49
And then so those. 01:38:54
Benefits associated with the part time. 01:38:56
Legal fees, The audit. 01:38:59
Property insurance. 01:39:02
Interest expense and then the water plant expenses, those are the operating expenses. 01:39:04
Of the water plant. So those are all of the salaries, benefits. 01:39:10
Of and other expenses incurred for the water plan, the enterprise fund that are passed through at the end of the year. 01:39:16
To PHW. 01:39:25
And then there's the depreciation expands, stays pretty consistent because not a whole lot of new assets have been added. 01:39:27
And. 01:39:37
Again, that's the operating loss at $433,000. 01:39:39
Just restating the tonight's action to receive and file the report. 01:39:49
And I did want to talk a little bit about future action items for the agency. 01:39:55
My recommendation would be to do an RFP for a new just to receive proposals for audit firm since the audit firm has been preparing 01:40:01
the report for over 20 years. 01:40:07
Usually it's recommended every five to six years a new audit to change auditors just because of the independence and. 01:40:13
And it's always nice to have a new set of ice. New auditors take a look at it. So I would propose that. 01:40:21
We issue an RFP and then we would bring back to the board the recommendation of. 01:40:26
The farm that is being recommended. 01:40:32
To do. 01:40:34
And then we'll be working on the operating budget for fiscal year 2425 and we'll. 01:40:36
We're targeting to present that to the board. 01:40:42
In May and June, so we'll be working on. 01:40:45
So those are the. 01:40:48
Items that we have for. 01:40:49
Any questions? 01:40:53
Any questions for miss? 01:40:55
I was going to ask the question about the auditor, whether or not we had plans. 01:40:59
To go out to bed for a new. 01:41:05
Company it's not in the recommendation I've noticed in the report, so is that an issue? 01:41:08
Agency director or city? 01:41:15
We. 01:41:20
We will bring items back to the board to approve the actual. 01:41:22
Selection and everything of new auditors, so at this time. 01:41:28
No actions needed other than just we're well, we're reporting that we will go through that process. 01:41:32
Thank you. 01:41:39
Umm any questions for staff? Any more questions for staff? 01:41:40
All right. How about public comments? Any public comments? 01:41:46
No public comments. 01:41:49
Roy, did you have something? OK, going to move staff's recommendation. 01:41:54
We have a motion. 01:42:00
2nd 2nd. 01:42:02
Motion then. 01:42:05
Madam Clerk, please take. 01:42:07
All in favor? Aye. All opposed. 01:42:09
Hearing none motion passes unanimously. 01:42:12
Here you. 01:42:15
Hey, on the next item is item 6, the 2024 PHWA meeting schedule. 01:42:19
Mr. Agency Director, are you going to present that or is that somebody else's? 01:42:26
I I don't see that in. 01:42:33
Oh, there it is in the pocket. OK. 01:42:36
So with the approval. 01:42:39
With that council last meeting of our regular council meeting schedule, we also want to follow that up with our approval of our 01:42:44
regular PHWA meeting schedule and the two are a little bit interrelated because some of the dates are are coordinated. 01:42:52
So we've presented A proposed schedule. The schedule shows meetings on page three of three, it shows our meetings for the year and 01:43:01
it proposes being dark for the month of August. 01:43:06
But otherwise. 01:43:13
Meeting each month with the dates proposed I. 01:43:14
On that schedule, typically on Mondays, but today and on next month, we propose moving to Tuesday due to the holidays. 01:43:18
So in line with how we normally schedule it, nothing really out of place. We are recommending that the PHWA approve that meeting 01:43:28
schedule and then we will move forward with regular meeting set for those dates. 01:43:35
Very good. Any questions for? 01:43:42
Just very quickly, I want to confirm because I didn't see it that we're we're going to continue at 4:00, right? 01:43:45
Yes, I just saw that the first two paragraphs of the of the staff report and I thought, are we recommending a change? Am I missing 01:43:53
it here OK? 01:43:58
Any other questions for? 01:44:05
OK. 01:44:09
A motion to approve the meeting scheduled for 2024. Move to approve second. You, Madam Clerk, may we have a vote, please? All in 01:44:12
favor. Aye. All opposed. 01:44:17
Hearing none motion passes unanimously. 01:44:22
Oh, I forgot to ask for public comments. 01:44:25
There's no public comment. 01:44:28
All right. Agency member reports comments and requests for future agenda items. Does anybody have? 01:44:32
Comments or requests? 01:44:38
Hearing. 01:44:42
I'll go ahead and adjourn this meeting. 01:44:44
Our next regular meeting is scheduled for Tuesday, February 20th. 01:44:46
Due to the observance of President's Day and will start the meeting at 4:00 Tuesday, February 20th. 01:44:51
I'd like to adjourn the meeting. The time is now 414. Thank you, everybody. 01:44:58
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