HomeMy WebLinkAboutCAPITAL PROJECTS ACTION SUMMARY 03-18-08
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Central Contra Costa Sanitary District
5019 1Illl1Off Place, Maltlllez, CA 94553-4392 (925) 228-9500 . wwwc('ntralsan org
CAPITAL PROJECTS COMMITTEE
ACTION SUMMARY
Chair Menesini
Member Hockett
Tuesday, March 18, 2008
3:00 p.m.
Third Floor Executive Conference Room
Central Contra Costa Sanitary District
5019 Imhoff Place, Martinez, CA
PRESENT: Mario Menesini, Barbara Hockett, Jim Kelly, Ann Farrell, Bill Brennan,
Doug Craig, Randy Musgraves, Gail Chesler, Tad Pilecki, Mark Greenawalt, Debbie
Ratcliff
1. CALL MEETING TO ORDER
Chair Menesini called the meeting to order at 3 p.m.
2. PUBLIC COMMENTS
None.
3. CAPITAL PROJECTS COMMITTEE MEETING
a. Review FY 2008-09 Equipment Budget:
1) Collection System Operations - Director of Collection System
Operations Bill Brennan
2) Plant Operations - Director of Plant Operations Doug Craig
3) Vehicles - Director of Collection System Operations Bill Brennan
The Department Directors with equipment budget items reviewed those
items for the Committee. Total proposed Equipment Budget expenditures
for FY 2008-09 are $727,650.
COMMITTEE ACTION: The Committee recommended Board approval
of the Equipment Budget.
A
" Recyded Paper
Capital Projects Committee
March 18,2008
- Page 2 -
b. Review FY 2008-09 Information Technology (IT) Development Plan
(Included in Attachment for Item c.) -IT Administrator Mark Greenawalt
Mr. Greenawalt reviewed the status of the FY 2007-08 IT Projects and
noted those projects that will carry into FY 2008-09. He then reviewed the
new IT projects planned for FY 2008-09. The estimated total Information
Technology expenditures for FY 2008-09 are $753,000.
COMMITTEE ACTION: The Committee recommended Board approval
of the Information Technology Development Plan.
c. Review FY 2008-09 Capital Improvement Budget and Ten-Year Plan-
Director of Engineering Ann Farrell and staff
Ms. Farrell asked for comments on the newly created draft Executive
Summary of the FY 2008-09 Capital Improvement Budget (CIB). The
planned CIB Expenditures for FY 2008-09 are $38,858,000. The
Committee noted that the draft document was an effective short summary
that will help communicate the contents of the Capital Improvement
Program to the Board and to the public. The document will be finalized
with additional photos and included with the agenda for the April 1 0
Capital Improvement Program Board Workshop.
Ms. Farrell noted that there were several administrative items she wished
to discuss with the Committee. First, the Board authorizes the total
amount of the Capital Program each year. This amount is calculated by
taking the sum of the estimated allocated funds that will carry over from
the current year and the new money projected to be needed in the next
fiscal year. If the actual carryover of allocated funds is different from the
estimate, then additional allocations may be needed. Staff is proposing
going forward, that the authorization calculation be updated each year
when the previous year financials are available such that the actual
carryover can be used in the calculation of the needed authorization.
Several handouts (attached) were used to explain this issue. The
Committee agreed that this approach seemed appropriate. The updated
Table 1 would come back to the full Board in a position paper sometime in
August when the previous fiscal year financials are available.
Second, Ms. Farrell briefly reviewed the proposed budgeted expenditures
and revenue for FY 2008-09 and noted that the budget calls for drawing
down the Sewer Construction Fund by a small amount.
Third, Ms. Farrell reviewed the Capital Improvement Program
Authorization Limits Table 3. She noted that the General Manager has the
authority to allocate funds to individual project budgets up to the total
program budget plus contingency. This allows staff the flexibility to move
Capital Projects Committee
March 18,2008
- Page 3 -
projects in or out of the current fiscal year, as schedules demand, in order
to ensure that needed work is done and to meet expenditure targets. For
example, this year several projects were delayed resulting in some
available funds for other needed projects. To take advantage of these
available funds as well as the excellent bid climate, a number of projects
planned for the future were consolidated into the Treatment Plant Site
Improvements Project. The planned expenditures for that project then
grew from $375,300 to $2,198,000. This change in planned expenditures
was within the General Manager's authority because it did not result in
exceeding the total program budget for the Treatment Plant Program and
all added projects greater than $25,000 were described in the CIB.
Thirteen bids were received and the low bid of $1,584,000 was
significantly lower than the engineers estimate of $2, 198,000. A table
showing the project scope using the engineers estimate and a table
showing the project scope as priced by the low bidder are attached for
information. Also attached is a site plan showing the location of some of
the improvements.
Board Member Hockett suggested that staff revisit the dollar amounts of
the Capital Improvement Program Authorization Limits because they seem
low in light of the current cost of doing construction. Staff will develop
some background information and bring this issue back to the Committee
for discussion at a future meeting.
COMMITTEE ACTION: The Committee recommended Board approval
of the FY 2008-09 Capital Improvement Budget and Ten-Year Plan.
4. REPORTS/ANNOUNCEMENTS
None
5. ADJOURNMENT - at 4:20 p.m.
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SEWER CONSTRUCTION FUND BALANCE
The Sewer Construction Fund acts as the bank to finance the Capital Program. It is
replenished each year with the Capital Program revenue. If revenue exceeds
expenditures, the balance is increased. If expenditures exceed revenues, the balance
is reduced. The 2008-09 CIB is budgeting for a negative variance and a draw-down of
the Sewer Construction Fund balance by approximately $0.6 M, as shown in Table 2.
Table 2: SEWER CONSTRUCTION FUND REVENUES AND EXPENDITURES
A summary of projected FY 2008-09 Capital Improvement Program revenue and
expenditures is presented below:
Revenues
Facilities Capacity Fees
Pumped Zone Fees
Interest
Ad Valorem Taxes
Sewer Service Charges
Reimbursements from Others
City of Concord
Recycled Water Sales 1
Alhambra Valley
Developer Fees, Charges, Other
Total Revenues:
$ 6,250,000
1,125,000
1 ,500,000
8,636,000
8,510,000
11,264,000
160,000
615,000
204,000
$ 38,264,000
Expenditures
Treatment Plant Program $12,680,000
Collection System Program $22,355,000
General Improvements Program $3,418,000
Recycled Water Program $405,000
Total Expenditures $38,858,000
A summary of Sewer Construction Fund (SCF) status is presented below:
Projected Beginning Balance (7/1/08)
Projected Revenues
Projected Expenditures
Projected SCF Balance (6/30/09)
$ 47,767,000
38,264,000
(38,858,000)
$ 47,173,000
More specific information regarding the revenue and expenditure categories is
included in the Capital Improvement Plan.
1 Revenue is routed to the O&M budget until O&M costs are offset. Any additional revenue will be routed to the Sewer
Construction Fund.
2 Total Revenue is $2.1 million less than in the January 2008 10-year plan. This is due to lower interest income estimates,
less capacity fee income, less developer fee income, and slower than anticipated hook-ups in the Alhambra Valley. The
main reason for lower revenue is due to the economic slowdown, and corresoondina Fed actions to lower interest rates.
FY 2008-09 CIB/2008 CIP 8
TABLE 3: CAPITAL IMPROVEMENT PROGRAM AUTHORIZATION LIMITS
ACTION DEPARTMENT GENERAL BOARD OF
DIRECTOR MANAGER DIRECTORS
Approve Capital Plan None None No limit
Authorize Capital Program None None No limit
budgets
Allocate funds to individual $25,000 Or less Total program budget No authorization
project budgets plus contingency2 required
Authorize consultant $35,000 Or less $50,000 Or less Greater than $50,000
contracts/amendments
Award construction contracts None $15,000 Or less Greater than $15,000
Authorize Additive $35,000 Or less $50,000 Or less Greater than $50,000
construction
change orders Deductive More than ($50,000) NA NA
Allocate funds from program $25,000 or less per
contingency accounts to $10,000 Greater than $25,000
projects not included in the CIB project1
Equipment contingency None $5,000 Or less Greater than $5,000
Authorize supplemental funds Sewer Construction
to program budgets/ Not applicable Not applicable Fund balance
contingency accounts
Allocate funds for project 5% of final project 15% of final project Greater than 15% of
budget4 or a
budget overruns maximum of $10,000 budgep,4,5 final budget
Projects which have not Projects which have
Close out project None required prior Board had prior board action
(informational Position
action Paoer reauired)
1 Treatment Plant, Collection System, General Improvements, and Recycled Water Programs
2 Limited by the remaining balances of the applicable program budget and contingency account
3 Limited by the remaining balance of the applicable program contingency account
4 Final project budget is established at time of award of construction contract
5 Reduced by project overrun allocations previously made by Department Managers
FY 200B-09 CIB/200B CIP 10
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TREATMENT PLANT SITE IMPROVEMENTS
District Project 7251
Project Locations
1
Prep.red by EnQlneellnQ Support Section