HomeMy WebLinkAboutBUDGET & FINANCE AGENDA 09-18-06District
BUDGET AND FINANCE COMMITTEE
Chair Hockett
Member Boneysteele
Monday, September 18, 2006
3:30 p.m.
CSO Conference Room
1250 Springbrook Road
Walnut Creek, California
1. CALL MEETING TO ORDER
2. PUBLIC COMMENTS
3. OLD BUSINESS
4. CLAIMS MANAGEMENT
5. REPORTS/ANNOUNCEMENTS
a. Review proposed revisions to Travel Reimbursement Policy to comply
with AB 1234. Report from Director of Administration Randy
Musgraves.
Staff Recommendation: Review proposed revisions and make
recommendation for Board consideration on a future agenda.
b. Review Resolution 2005-005, Meeting Reimbursement Resolution.
Staff Recommendation: Review Resolution and determine whether
to recommend revisions for Board consideration on a future agenda.
6. REVIEW EXPENDITURES
7. ADJOURNMENT
A
i, Recytled Paper
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Central Contra Costa Sanitary District
September 18, 2006
TO: BUDGET & FINANCE COMMITTEE
VIA: JAMES M. KELLY, GENERAL MANAGER j~.Il~"""I
FROM: RANDALL M. MUSGRAVES, DIRECTOR OF ADMINISTRATION ~~
SUBJECT: AB 1234 COMPLIANCE, TRAVEL POLICY AND BOARD
COMPENSATION
Attached is a DRAFT of proposed changes to the DistricYs Travel Policy as required by
Assembly Bill (AB) 1234. Please note that the District has been in compliance with the
new legislation and that only minor changes are proposed, primarily for clarification.
In summary, AB 1234 focuses on governing boards regarding travel expense
reimbursement, compensation and ethics training. Ethics training has been scheduled
for December 14, 2006. The Board of Directors were provided a copy of the current
Board Compensation Resolution, attached. The Committee may wish to review the
resolution and provide confirmation or suggested changes to the full Board.
AB 1234 requires the District to have an adopted Travel Policy clearly addressing travel
reimbursement for Board members. The policy has and continues to provide direction
to the Board President for authorization of travel expenses for the Board members, the
General Manager, the Secretary of the District and District Counsel. Specifically, the
Board members are required by AB 1234 to submit receipts for any and all travel
expenses requesting reimbursement, a practice the District has required for many
years.
Staff will be available at the September 18, 2006 Committee meeting to discuss AB
1234.
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CENTRAL CONTRA COSTA SANITARY DISTRICT
TRAVEL AND EXPENSE REIMBURSEMENT POLICY/PROCEDURE
REVISED: '~~'••~..,-",'owOctober 5, 2006
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POLICY
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Central Contra Costa Sanitary District shall reimburse elected officials, appointed officials, District
Counsei and employees for travel activities that are necessary, legitimate, permissible, and
actually incurred when traveling on authorized District business, provided they are itemized, fully
explained and approved on the Travel Expense Reimbursement Report.
RESPONSIBILITY
All District °m^~~travel must be approved in advance, exceotinq urqent or emerqencv
travel benefitinq the District. Board member travel is aqproved bv public announcement with
Board maioritv concurrence. General Manaqer, District Counsel and SecretaN to the Board
travel is approved bv Board maioritv throuqh budqet aoproval, announcement or position
paper. Emplovee travel is aqqroved throuqh the budaet by the appropriate Department
Director. Department Directors' travel will be approved by the General Manager. Travel
approval is to be consistent with the budqet quidelines for travel.
2. All travel with costs exceeding $1,000 or~ to an out-of-state destination (other than adjacent
areas of Nevada) must be approved in advance by the Board of Directors. Traininq exceedinq
$1 000 is identified in the budpet document approved bv the Board annuallv. Out-of-state
travel is also announced at a Board meetinq.
3. 3-6oard Members, the General Manager, and Department Directors are authorized to
travel without prior approval for compelling reasons, provided reasonable effort has been
made to obtain prior approval. Review of such travel will occur consistent with the approval
process identified in item 6 below.
4. While travelinq on District business it is the responsibilitv of the elected officials, appointed
District Board members whose expenses do not fall within this oolicv mav be submitted to
the Board of Directors for approval in a public meetinp, before the expense is incurred.
45. Travelers are responsible for the timely preparation and submission of their Travel Expense
Reimbursement Reports (instructions for completion are on the reverse side of the form) to the
Accounting Office for payment. Reports must be submitted within 30 days of the event or trip
completion. Travelers should retain copies of the Report and receipts for their personal
records.
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~6. The President of the Board of Directors shall approve- travel reimbursement documents for all
Board Members, District Counsel, the General Manaqer and the Secretary of the District~ad
rhe ne..e...~ nn..,,..,.e. The General Manager shall approve all travel reimbursement
documents for Department Directors. Department Directors shall approve all travel.
reimbursement documents of those in their charge.
PROCEDURE
7. Making Travel Arrangements:
All District travel arrangements~ws~ are to is--te-be booked through the DistricYs travel
service„ °° ~~ r..,.,e~ nn,..,,.~..,~..~ ~QTnn~ ~ The DistricYs travel service will follow the
approved District Travel Policy and parameters, , when making
travel arrangements for District employees. Information on using the District's ~PA-4travel
services is in "CCCSD Parameters/Policv Reaardinq Use of Travel Service". ~at
~"^^~-~. Anv arranpement not booked throuqh the DistricYs travel service requires
approval consistent with item 6 under the Responsibilitv section of this policv.-
2. Transportation:
a. Commercial Airline Travel: Elected officials, aapointed officials and District ~
employees will travel at the lowest reasonable coach class airfare within the
following guidelines:
(1) "~In order to obtain low airfares, a two-hour window policy will be used in
searching for a low fare. This window policy involves searching for fares one hour
prior to and after the requested departure/arrival time. The lower fare quoted within
this two-hour window must be taken unless time constraints make it impossible.
(2) Direct flights (one-stop) and connections (change of planes), rather than non-stops,
m~represent substantial savings to the District. Non-stop flights, if more
expensive, cannot be taken if lower direct/ connecting fares are available and the
layover does not exceed two hours.
(3) Early departures and late returns are encouraged to avoid lodging for an additional
night. Travel arrangements should allow for full attendance at the subject event.
(4) Air travel arrangements should be reserved as far in advance of travel date as
possible. Advance planning, rather than last-minute reservations, allow for the
opportunity to obtain lower fares. Travel arrangements should be booked a minimum
of seven days prior to departure.
(5) Reimbursable expenses shall be limited to the actual dates of travel which shall be as
near the event as practical, allowing for timely arrival and departure and the carrier's
schedule. If the extension of travel time would achieve lower airfare and would result
in a net cost savings to the District, the District will pay for actual costs incurred for
hotel and meals only, subject to the other limitations of this policy, provided they do
not exceed the costs which would have been incurred without an extension, and the
extension is approved in advance. Any additional time (exceeding the above) taken
prior to or after the event will be at the employee's time and expense. The District will
not reimburse for excess baqpaqe fees if not related to District business.
(6) Use of penalty or non-refundable airfares should be considered, depending on the
nature of travel, and the ceRainty that the trip will take place as planned. These
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lower- cost fares shall be selected at the traveler's discretion. If a change results in
the incurment of penalties, the Department Directors shall have the authority to
include these charges as reimbursable, if appropriate
(7) If there is a significant difference between the cost of the flight used and a less
expensive flight that was available, or if the traveler uses first-class or business class
instead of an available coach-class airfare without approval from the appropriate
supervisor, the traveler will be required to pay the difference in expense.
(8) Use of a specific airline for the purpose of obtaining Frequent Flyer miles will not be
authorized, unless the airfare is among the lowest available.
b. Car Rentals: The use of a rental car must be authorized in advance. When a car rental is
proup of District elected officials, appointed officials or emqlovees. A rental car may be
authorized only for a business necessity or if it is the most economical means of
transportation available. The employee should be prepared to show a cost savings to the
District by the use of a rental car as compared to other modes of transportation-Pdl
KeaEn.'~~"^~ ~'-',~-~~° ^« eso~'tis-i ° ^~'~' ° ^^' ° When traveling in
groups, sharing of cars is encouraged to minimize costs. Collision and liability insurance
offered by the rental company should be accepted. Employees should refuel cars before
returning them to the rental agency to avoid the large refueling mark-up, when
economical. Officials and emplovees are reauired to notifv the DistricYs Safetv and Risk
Administrator and the emplovee's supervisor within 24 hours of anv event, incident or
accident related to the rental vehicle.
c. Taxi and Other Local Transportation: The use of a taxi is authorized when more economical
services are not available, or in cases when valid business reasons, such as timing
limitations, warrant use of such transportation. If available and practical, public or
courtesy limousine transportation to and from airports should be used.
d. Travel in District Vehicles: District vehicles are available for local seminars. District vehicles
shall not be used for personal use when attending seminars.
e. Travel in Personal Vehicles: When use of a privately-owned vehicle is authorized in lieu of
common carrier, reimbursement will be based on the prevailing mileage rate, but will not
exceed air coach rate to and from the destination plus local transportation costs. When
travel is to a local seminar, mileage reimbursement will be calculated based on the
shortest distance to the seminar from home or from work. Reasonable costs for parking
and tolls will be reimbursed.
3. Lodging/Telephone:
a. Lodging: Employees should limit their stay to a minimum number of nights.
Reimbursement for the daily cost of lodging includes only the single occupancy room rate
and applicable taxes unless shared by more than one District employee. When making
reservations for lodging, attempts should be made to obtain a discounted or governmental
agency rate. District travelers are expected to use good quality, but reasonably priced
hotels or motels wherever practical. (The conference hotel, or its equivalent, at the
conference rate, is acceqtable lodqinq for District business.l When attending
conferences, a block of hotel rooms may be offered at a reduced rate. Nevertheless,
travelers should check with BTM to see if a lower rate, at the same facility, is available-
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b. Telecommunication~elepqene: On authorized travel. necessarv business-related
teleohone calls, faxes and modem connections incurred mav be reimbursed. T~he cost of
personal telephone calls made while attending a seminar will be borne by the employee.
However, employees are allowed one personal call of reasonable length and cost per day
at District expense. The DistricYs Controller shall make the final determination of
reasonable duration and cost on a case-bv-case basis.
4. Meals:
3. The cost of each meal is to be reported separately on a daily basis and covers the District
traveler only. Receipts for all claimed meals should be included with the travel expense
report. The cost of ineals includes taxes and tips or service charges as applicable.
Purchases of alcoholic beverages shall not be reimbursed. The maximum reimbursement
for meals is $50 per day, given proper documentation by providing receipts. Any
reimbursement for meals in excess of $50 per day must be approved, consistent with the
aoproval process identified in item 6 of the Responsibilitv section of this policv.
"., •"° ^'°^~~*^,°^` ^' ~°^'^~ ^~ ~' ., ° ^^ m In cases where individual meal costs are
included in the cost of a conference or seminar, the per-meal maximums for the remaining
meals will be $10 for breakfast, $15 for lunch, and $25 for dinner. If a District traveler is
accompanied by a spouse or guest and the District or a District staff person covers the cost,
the District traveler will be billed for the cost of his/her spouse/guesYs meal or other related
costs. If the guest is a business associate, the cost may be reimbursable. See criteria and
requirements in Paragraph 6, Special Expenses Paid by Employee, below.
5. Travel Advances:
A request for a travel advance must be made at least two weeks prior to travel by submitting a
completed Payment Authorization Request form to Accounting. There will be no travel
advances for the cost of airline travel due to the DistricYs pavment for the ticket. Advances
must be utilized immediately and accounted for within two weeks after completion of a trip. No
additional advances will be granted before settlement of an outstanding advance. In the event
an advance remains open beyond 30 days, the District may elect to deduct the amount
advanced from the employee's next regular paycheck.
6. Special Expenses Paid by Employee:
Report only expenses paid by cash, personal check, or credit card. Entertainment expenses,
to be reimbursable, must be an expenditure necessary for the transaction of District business.
The Internal Revenue Code requires that specific details showing names of guests and
employees entertained, cost, date and place, business purpose, and the business relationship
of individuals entertained be supplied. Attach receipts whenever possible. Receipts for
expenditures of $25 or more are required.
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7. Travel Expense Reimbursement Reports:
Travel Expense Reimbursement Reports must be legible and in all cases be signed in ink by
both the traveler and approver. Each expense shall be clearly and accurately identified and
shown on the Report on the day the expense was actually incurred. Report all expenses paid
by cash, personal check, credit card, and those paid directly by the District. Auditing and
control procedures of the District require that receipts substantiating travel expenses be
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provided by the traveler whenever possible. Original receipts, including hotel statements,
airline ticket stubs, car rental invoices, credit card receipts, paid invoices, or any receipt which
shows the date, location, nature and amount of the expenditure, shall be attached to the
Report. When a receipt is not available and the expense is more than $25.00, the traveler
shall provide a statement detailing the expenditures and explaining the reason for the lack of a
valid receipt. In accordance with Government Code 53232.3 and Assembiv Bill 1234. elected
and appointed officials are required to submit receipts documentinq each expense claimed. Alf
documents related to reimbursable aqencv expenditures are public records, subiect to
disclosure under California Public Records Act.
In addition. AB 1234 reauires Board members to provide a report, written or verbal, to the
Board in open session on the event, conference, seminar or traininq attended, to be aqendized
within 30 davs of the event.
. ~entral Contra Costa Sani~y District
' BOARD OF DIRECTORS
POSITION PAPER
eoard MeeBng Date: FebRJary 3, 2005 No.: 4. c. CONSENT CALEtJDAR
rype otacBon: ADOPT RESOLUTION
subject: RESCIND RESOLUTION NO. 98-020 AND ADOPT REVISED RESOLUTION
REGARDING APPOINTMENT AND COMPENSATION FOR BOARD COMMITTEES
Submined By: JoyCe E. MUrphy, InttlaUngDept./Div.: AdIl11f11Stf8tIV@
Secretary of the District
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
J. u y
e es atts
General Manag
ISSUE: A need exists to review and update Resolution No. 98-020 regarding
appointment and compensation for Board Committees.
RECOMMENDATION: Rescind Resolution No. 98-020 and adopt the attached
resolution reflecting the revised Board Committee structure.
FINANCIAL IMPACTS: None associated with this action.
ALTERNATIVES/CONSIDERATIONS: The Board may propose additional
modifications or elect not to adopt the proposed resolution.
BACKGROUND: In 1998, the Board of Directors adopted Resolution No. 98-020
setting forth the procedure for appointment to and compensation for Board Committees
and listing the committees in existence at that time. Recently, Board President Hockett
asked that the Board review the committees and make appropriate revisions to the
committees listed in the resolution.
Based on discussion at the January 13, 2005 Board Meeting and the committee
assignments made by the President of the Board of Directors reflecting the current
needs of the District, a draft resolution highlighting the recommended changes has
been prepared for the Board's consideration.
RECOMMENDED BOARD ACTION: Rescind Resolution No. 98-020, and adopt the
attached resolution setting forth the procedures for appointment to and compensation
for Board Committees, and reflecting the current committee structure of the District.
Page 1 of 3
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RESOLUTION NO. 2005- 005
RESOLUTION SETTING FORTH PROCEDURES FOR APPOINTMENT TO
AND COMPENSATION FOR BOARD COMMITTEES
WHEREAS, Section 6489 of the California Health and Safety Code provides that
compensation be paid to Board Members for each day's attendance at meetings of the Board
or for each day's service rendered as a Director by request of the Board; and
WHEREAS, Section 2.04.020 of the District Code provides that when the Board
considers it necessary for the transaction of business, it may approve the creation of a
committee and the District Board President shall appoint the members of the committee; and
WHEREAS, the Board has deemed it necessary for the e~cient operation of the
District to appoint Board Members to represent the District on various commissions,
committees and joint powers authorities, and to act as liaisons to cities and the County.
NOW, THEREFORE, BE IT RESOLVED, that the President of the Board of Directors
shall appoint Board Members to the following standing committees:
Budget and Finance Committee
Capital Projects Committee
Personnel Committee
Outreach Committee
Recycled Water Committee
Household Hazardous Waste Committee
Real Estate Committee
BE IT FURTHER RESOLUTION, that the President of the Board of Directors shall
appoint or confirm Board Members to represent the District as follows:
Board Liaison to.Cities and County
California Special Districts Association - Contra Costa County Chapter
Friends of the San Francisco Estuary
Sanitation and Water Agencies of Contra Costa County
T
,. Resalution No. 2005-005 • •
Page 2
BE IT FURTHER RESOLVED, that in accordance with Section 2.04.020 of the District
Code, when the Board considers it necessary for the efficient transaction of business, it may
approve the creation of a committee for the purpose of reviewing, investigating, and
recommending with reference to a particular matter; and that the President shall appoint the
members of said committee and shall have the authority to appoint an ad hoc committee or
representative to similarly act pending a Board Meeting; and
BE IT FURTHER RESOLVED, that Board Members serving as the official
representative, delegate, or altemate, shall be compensated in accordance with the
provisions of the Califomia Health and Safety Code and the Centrai Contra Costa Sanitary
District Code for each day's service rendered as a Director while carrying out the above-
referenced appointments.
PASSED AND ADOPTED by the Board of Directors of the Central Contra Costa
~ Sanitary District, County of Contra Costa, State of Calffomia, this 3"' day of February 2005 by
the following vote:
AYES: Members: Boneysteele, Lucey, Menesini, Hockett
NOES: Members: None
ABSENT: Members: Nejedly
~~-r/Ql~t~. ~ 1 ..c~a ~a~~ -,
President of the Board of Directors,
Central Contra Costa Sanitary District,
County of Contra Costa, State of California
COUNTERSIGNED:
(,Q, ~p .
Sec tai f the Central o tra
Cost nitary District, County
of Contra Costa, State of Califomia
Approved as to Form: ~ ~
Ken on L. Alm
Counsel for the District
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