HomeMy WebLinkAboutBUDGET & FINANCE AGENDA 07-14-08~l Central Contra Costa Sanitary District
BUDGET AND FINANCE COMMITTEE
Chair McGill
Member Nejedly
Monday, July 14, 2008
3:00 p.m.
Executive Conference Room
5019 Imhoff Place
Martinez, California
INFORMATION FOR THE PUBLIC
ADDRESSING THE COMMITTEE ON AN ITEM ON THE AGENDA
Anyone wishing to address the Committee on an item listed on the agenda will be heard when the
Committee Chair calls for comments from the audience. The Chair may specify the number of minutes
each person will be permitted to speak based on the number of persons wishing to speak and the time
available. After the public has commented, the item is closed to further public comment and brought to the
Committee for discussion. There is no further comment permitted from the audience unless invited by the
Committee.
ADDRESSING THE COMMITTEE ON AN ITEM NOT ON THE AGENDA
In accordance with state law, the Committee is prohibited from discussing items not calendared on the
agenda. You may address the Committee on any items not listed on the agenda, and which are within their
jurisdiction, under PUBLIC COMMENTS. Matters brought up which are not on the agenda may be
referred to staff for action or calendared on a future agenda.
AGENDA REPORTS
Supporting materials on Committee agenda items are available for public review at the Reception, 5019
Imhoff Place, Martinez. Reports or information relating to agenda items distributed within 72 hours of the
meeting to a majority of the Committee are also available for public inspection at the Reception. During
the meeting, information and supporting materials are available in the Conference Room.
AMERICANS WITH DISABILITIES ACT
In accordance with the Americans With Disabilities Act and California Law, it is the policy of the Central
Contra Costa Sanitary District to offer its public meetings in a manner that is readily accessible to
everyone, including those with disabilities. If you are disabled and require special accommodations to
participate, please contact the Secretary of the District at least d8 hours in advance of the meeting at (925)
229-7303.
i~~ Recycled Paper
Budget and Finance Committee
July 14, 2008
Page 2
CALL MEETING TO ORDE
2. PUBLIC COMMENTS
*3. CLAIMS MANAGEMENT
4. REPORTS/ANNOUNCEMENTS
*a. Response to outstanding Committee expenditure questions:
1) Occhicone Landscaping services
2) Work performed by Expert Tree Service ($9,636.25)
3) Proactive Safety and Training ($2,400)
4) Purchase of District Vehicles from Ellis Brooks Chevrolet.
5. REVIEW EXPENDITURES (Item 3.a. in Board Binder)
6. ADJOURNMENT
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4. a.
Central Contra Costa Sanitary District
July 14, 2008
TO: BUDGET AND FINANCE COMMITTEE
FROM: RANDALL M. MUSGRAVES, DIRECTOR OF ADMINISTRATION
SUBJECT: RESPONSES TO COMMITTEE EXPENSE REPORT QUESTIONS
There are four outstanding questions the Committee has raised. They are as follows.
1. Occhicone Landscape- The Committee asked what services they provide,
what District facilities receive their services, how does staff find their services and
why do we have a different landscape service for the CSO facility?
District Purchasing staff was asked by the Maintenance Superintendent, just prior
to the Committee's request, to assist in outlining the contracted services and
related costs for the past fiscal year (2007-2008). It was easiest to attach staffs
spreadsheet. Occhicone provides landscaping services for the Martinez campus,
all buildings, and five pump stations. In addition, they provide weed mowing and
special landscaping at the District's request. District staff is pleased with their
work and services. Significant improvements have been made to the "butterfly
garden" area, the annex (the old animal shelter), the 4737 warehouse and the
treatment plant. Staff has also expressed to Mike Occhicone their frustration with
delayed billing. Staff strengthened the invoicing requirements in June 2007 and
is currently working with Mike for improved compliance. However, his billing is in
line with requested services and the District gained in interest income due to his
delays..
It is my recollection that the issue of multiple landscaping vendors was raised by
the Committee several years ago resulting in a reduction of three vendors to two.
Occhicone Landscape provided the most competitive pricing at the Martinez
campus. However, Plant Plant Decor pricing was more favorable than we
received from Mike Occhicone to perform landscape services at the CSO facility.
Plant Decor could not propose on the Martinez campus because they are too
small.
2. Expert Tree Service ($9,636.25)- There are two invoices totaling the
$9,636.25. One invoice is for $6,158.75. In January 2008, a storm had blown
one 24" oak and three smaller bay trees over. The District had performed
trenching within five feet of the trees and cut the roots in order to install pipe
replacement. No other activity had impacted the trees. The trees were cut up
and disposed. The second invoice was for $3,477.50. CSO requested the
removal of a very large pine tree. The tree was located next to the District's
sewer line and was leaning. Staff was concerned that the tree would likely fall
when trenching occurred for line repair.
3. Proactive Safety and Training ($2,400)- The question was raised why District
staff did not perform the training. Proactive Safety & Training was contracted in
June for the third 2-day confined space rescue training and exercise. The District
contracts for the rescue component of confined space training because confined
space rescue is a life safety function and thus poses a much higher risk. Staff
feels strongly that the training must be performed by someone who provides it on
a regular and frequent basis. Safety staff has and continues to conduct confined
space awareness, entrant and supervisors training for District employees.
4. Purchase of District Vehicles from Ellis Brooks Chevrolet- The Committee
asked why we purchased District trucks from a San Francisco dealer. Staff
budgets vehicle replacement as part of the Equipment Budget and Capital
Improvement Budget (CIB). Upon Board approval, detailed specifications are
developed and provided to the Buyers to solicit quotes. The vehicles purchased
from Ellis Brooks Chevrolet were heavy duty pick-up trucks. Only a select group
of dealers are allowed by the manufacturer to provide quotes. The District
awards to the lowest proposer meeting the specifications. If two proposals are
the same, or very similar, we defer to the local dealer in our service area. Ellis
Brooks provided the lowest quotes.
Staff will be available at the Committee meeting to answer further questions.