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HomeMy WebLinkAboutBUDGET & FINANCE AGENDA 09-14-09P~ fentral Contra Costa Sanitary District BUDGET AND FINANCE COMMITTEE Chair Lucey Member Nejedly Monday, September 14, 2009 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 BOARD OF DIRECTORS t're.~ ideru Yresidrn! l'ro 7~m HAKH,4/2A D. HOC'kYi77' GF.HALD 12. LUC'l }' M.9R/O M. A41:Nfb'/N/ PHOfVE.• (925) 228-9500 FAX.• (925) 676-72/l www. centralsan. org 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 }'elating 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 }Heeling, 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 ~l8 hours in advance of the meeting at (925) 229-7303. ® Recycled Paper Budget and Finance Committee September 14, 2009 Page 2 1. Call Meeting to Order 2. Public Comments 3. Old Business *a. Review outstanding questions 4. Claims Management *a. Review new and outstanding claims 5. Reports and Announcements *a. GASB 45 Trust Report from Financial Advisor (Andrew Brown) *b. List of Procurement Card Holders *c. Ace Hardware Purchases and Use of Warehouses (Martinez and Walnut Creek) d. Reimbursement Resolution for Capital Projects (Item 8.a.3 in Board Binder) *e. Fiduciary Liability Coverage Memo 6. Review Expenditures a. Review expenditures (Item 4.a. in Board Binder) 7. Review July 2009 Financial Statements (Item 4.b. in Board Binder) 8. Adjournment * Attachment 7J' . U~ . Central Contra Costa Sanitary District September 11, 2009 TO: BOARD BUDGET AND FINANCE COMMITTEE FROM: RANDALL MUSGRAVES - DEBBIE RATCLIFF SUBJECT: September 1, 2009 Finance Committee Meeting There were several outstanding questions from the last Board Budget and Finance Committee meeting which required additional staff research. The questions and answers are provided below: 1. 176978 Ace Hardware -What types of items are we purchasing and should they be stocked in the warehouse? An analysis was done on all of the current Ace Hardware purchases. See item 5.c. of the Committee agenda. 2. 177111 Office Depot -What was purchased for $606.49? The District purchased four ink cartridges for computer printers. 3. 177130 Snap-On Tools - What was purchased for $1,857? This was for a Diagnostic Tester and Charger with a printer. This equipment will be used in the CSO Vehicle and Equipment Shop to test the battery and charging systems on both small and large trucks. A picture of the equipment is attached. 3. Provide a review of job fairs that the District attends. The attached memo provides information on the job fairs that are attended by District staff. Job fairs at the colleges and/or universities are in support of the co- op and summer student programs. Staff may attend job fairs that support specific positions (i.e. Engineering) and support diversity. r announccmcnt 14n ember h5. ~'(1(1-I .~Ilrs~'f'tC~`Jtr D-TACT"' Plus & Heavy Duty D-TACT"' Plus Battery/System Diagnostic Tester & Battery Charger Choose the configuration that is right for your needs! D-TAC"" Plus w/Printer: EEC5306BPR Exclusive Features: D), ~ t1t P d Hea vy Duty Upgrade ~l b;itter` ~~ D-TACT"'Plus r.;Tpah;lid" Heavy Duty Kit Only: ~ Heavy Duty EEC53066HK~' l D-TAC"" Plus • included with EEC5306BHD i W~Prlnter&Cart: 'requiresEECS305AHk ~/~) ~ ~ EECS306BHD software upgrade wirh _ ) A° sen?s IEECS3oeA...)D-Tar'"Y ~' ~ Plus Upgrade Kit ~ D-TACT"' "A" Series Software Update y^rves EEC5306A Series D-7ac'" PLUS performance: (~ V EEC5306AHK • Battery test, system test, battery charging & jump start all in one unit • Automatic test sequence & userspecified "troubleshooter" test menu • AGM battery and charge testing -Enhanced battery test capability for greater accuracy and performance with dedicated motle • Built-in multime[er, battery-capacity meter & optional clamp-on amp probes • 300 amp automatic crank-assist -the most powertul available in a tester/charger Automatic charger with nearly infinite charge rates between 2 & BO amps • Battery is continuously monitored for optimum fast charge with no "boiling" • Complete Battery, Cranking and Charging system in 3 minutes • Combined capabilities of Micro VAT, VAT45 & BC5500 for extreme accurary • All menu driven -large 1.5 x 6" (backlit graphic LCD) Features: • Integrated printer • Complete battery test in as little as 1 min. • Results stored for later review • Speaalized testing far AGM batteries Fast: • Barery test Most batteries tliagnosed in one minute Common 95 minutes [o test & charge a deep discharged battery Automatically removes surface-charge as needed • System test -complete diagnosis in 3 min. • Ezdusive smart Fast-charger D-TAC "reads" each battery's requbements Automatically charges battery a5 needed Charges as fast as possible without damage or "boiling" • Exclusive Fas[ starter Powertul 300 amp crank-assist (same as BC6500) Quick battery lump-charge (80 amp) for fast charging • "Marginal" battery diagnosis -Points out batteries that are no longer performing at peak level, to head off a Future on-road failure Heavy Duty Upgrade Kit, EEC5306BHK* • requres EEC5305AFIk software upgrade with "A" Serves (EECS305A._) D-Ta[- ar Purchase Heavy Duty D-TacTM Plus, printer, cart, & HD kit all in one EEC5306BHD New heavy-dutygas & diesel applications & great for standard automotive systems too • Extends CCA [able far multiple batteries -Tests multiple batteries in parallel with a single gmck test • Visual & Audible Feed Back -Flashing LCD & beeper proviCe Feedback while testing noisy diesel engines • Load & Test Algorithms for 12VDC HD -special tests for HD systems • Special Impedance Probe with zeroing -Tests general wiring harnesses for poor or faulty connections • Modified Alternator & Starter tests -Lowers RPMS antl cranking time [o perform these tests on large diesel engines • 18ft. HD truck amp probe -Provides ample lead length to reach up into cabs. AdditionalOptions: Cart: EAA0300LIOA Tubular steel car[ with lacking front casters N. two storage [rays Clamp~on Inductive Low Amp Probe: 2-6442-1 0-16 amp range for [estmg low current circuits Easy clamp-on connection Five foot length l0 milliamp resolution Clamp-on Inductive High Amp Probe: 2-6342-1 0-1500 amp range for Cestin9 high current <frcui[s Easy clamp-on connection Five foot length 1 amp resolution Specifications: Power ................................. .._................................................... 120 VAC, fi0 Hz cdeight...._ .......................... ....................................................... SO Ibs (22.7 kg) wrh car[ ...................... ....................................................... 801bs (36.3 kg) Overall Dimensions w/out car[ ..................... .... 14" H x l9" D x 12"W (355.6 x 482.6 x 309.8mm) with car[ ....................... ..... 50" H z 19" D x 12"W (1270 x 482.6 x 304.8mm) ~• WARNING _' •ReadBtouowinstructionmanual. EU -Unavailable ©2004 Snap-on Incorporated. All Rights Reserved. Brand Marketing #20911 E30 Central Contra Costa Sanitary District September 8, 2009 TO: RANDALL"MUSGRAVES, DIRECTOR OF ADMINISTRATIO ~ VIA: CATHYRN FREITAS, HUMAN RESOURCES MANAGER ~~ FROM: JUDY RIVERS, HUMAN RESOURCES ASSIS N SUBJECT: JOB FAIR ATTENDANCE In the 2009-2010 Staffing Plan, the Board approved hiring nine co-op student positions for fall of 2009 and spring of 2010. In an effort to recruit for these positions, and any summer student positions approved in the 2010-2011 Staffirg Plan, I am scheduled to attend the following fall job fairs: UC Berkeley -September 9 San Jose State University -October 15 UC Davis -November 18 In the spring of 2010, in addition to attending the job fairs at the above schools, I plan on attending job fairs at Los Medanos and Diablo Valley College. H:\CO-OPSUob Fair Memo.doc rn 0 0 N O r Q d d C 'C a ~'' cv E m L ~_ Q~ Q X W Z LL W U Z Z J W N ~ ~ ~ ~Q } _ C6 U ~ - .~ ~ z ~ ~ _ ~ ~ ~ o ii J ~ E J rn - U N E o . ~ >'U ca U ~ c ~ ~ o °' ~ ~ c~ °a ~ a , U ~ U d y.0.. 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Central Contra Costa Sanitary District September 14, 2009 TO: BUDGET AND FINANCE COMMITTEE VIA: JAMES KELLY, GENERAL MANAGER~~'J FROM: RANDALL MUSGRAVES, DIRECTOR OF AD``MINISTRATION ~jqM DEBBIE RATCLIFF, CONTROLLER psi SUBJECT: LISTING OF PROCUREMENT CARD HOLDERS AND LIMITS Attached is the list, by Department, of District employees who have a procurement card (p-card) and their purchasing limit. The purpose of the p-card program is to eliminate costly paperwork for the purchase of small items. There are different limit levels for different employees based upon their level of responsibility and emergency response., Department Directors, Controller and Purchasing Manager have higher levels than other managers based upon the need for those employees to respond to emergencies and to support the District on a daily basis. All purchases are summarized on a procurement card transaction log each month and a superior's signature is required for approval. The use of the procurement card provides increased accountability over blanket purchase orders and is a more cost effective method for purchasing small items. H:\Board Position Papers\Memo to Finance Comm re P Card Use 9 17 09.doc Administrative Department Procurement Card Holders Account Name Open Date Monthly Credit Limit Single Purchase Limit RALPH BATES 2007/06/14 $10,000.00 $2,500.00 RUTH BENNETT 2007/06/14 $5,000.00 $500.00 ELAINE BOEHME 2007/06/14 $20,000.00 $5,000.00 CHRIS CARPENTER 2007/06/14 $10,000.00 $1,000.00 ANN CHIAPPELONE 2007/06/14 $5,000.00 $500.00 SPENCER CHUN 2007/06/14 $10,000.00 $2,500.00 SUZETTE CRAYTON 2007/06/14 $20,000.00 $5,000.00 TRAVEL S CRAYTON 2007/08/03 $10,000.00 $3,500.00 COLETTE CURTIS BROWN 2007/06/14 $5,000.00 $1,000.00 SHARI DEUTSCH 2007/09/28 $10,000.00 $3,500.00 CATHRYN FREITAS 2007/06/14 $15,000.00 $5,000.00 WARREN GAINES 2007/06/14 $10,000.00 $3,500.00 SYLVIA GRAY 2007/06/14 $5,000.00 $1,500.00 MARK GREENAWALT 2007/06/14 $10,000.00 $5,000.00 DEBORAH HILL 2007/06/14 $5,000.00 $1,000.00 DIANE M HINSON 2008/05/01 $10,000.00 $500.00 ANTHONY HOLT 2007/06/14 $20,000.00 $10,000.00 JAMES KELLY 2007/06/14 $20,000.00 $5,000.00 STEPHANIE KING 2009/01/15 $20,000.00 $10,000.00 JULIE LOPEZ 2008/01/08 $5,000.00 $500.00 BONNIE LOWE 2007/06/14 $10,000.00 $1,000.00 PAMELA L MCMILLAN 2007/06/14 $10,000.00 $5,000.00 TWILA MULLENIX 2007/06/14 $5,000.00 $1,500.00 RANDALL MUSGRAVES 2007/06/14 _ $20,000.00 $10,000.00 CHRISTOPHER NEWKIRK 2007/06/14 $20,000.00 $10,000.00 KIT OHLMAN 2007/10/22 $5,000.00 $500.00 DEBORAH RATCLIFF 2007/06/14 $20,000.00 $10,000.00 JUDY RIVERS 2007/06/14 $5,000.00 $1,000.00 DARLENE ROSS 2007/06/14 $5,000.00 $1,000.00 MICHAEL SCAHILL 2007/06/14 $15,000.00 $5,000.00 GEORGE SOLIVAR 2007/09/18 $10,000.00 $2,500.00 ANGELA TALIANI 2007/06/14 $25,000.00 $5,000.00 TRAVEL A TALIANI 2007/08/03 $10,000.00 $3,500.00 N:\ADMINSUP\ADMIN\RATCLIFF\P-Card Limits - ADMIN 09-2009 Administrative Department Procurement Card Holders Account Name Open Date Monthly Credit Limit Single Purchase Limit JOSE VEGA 2009/05/20 $5,000.00 $500.00 PATRICIA WEDEMEYER 2007/06/14 $5,000.00 $1,500.00 GREG ZIEGLER 2007/06/14 $10,000.00 $3,500.00 N:\ADMINSUP~ADMIN\RATCLIFF\P-Card Limits - ADMIN 09-2009 Engineering Department Procurement Card Holders Account Name Open Date Monthly Credit Limit Single Purchase Limit WESLEY ADAMS 2007/06/14 $5,000.00 $500.00 DENNIS ALMOND 2007/06/14 $5,000.00 $500.00 ANDREW ANTKOWIAK 2007/06/14 $5,000.00 $500.00 DONALD BERGER 2007/06/14 $5,000.00 $500.00 CANDACE BRADLEY 2008/11/04 $5,000.00 $500.00 TRAVEL C BRADLEY 2007/08/02 $10,000.00 $3,500.00 ELIZABETH CHARLTON 2007/06/14 $10,000.00 $3,500.00 P GAIL CHESLER 2007/06/14 $5,000.00 $500.00 WILLIAM CLEMENT 2007/06/14 $5,000.00 $1,000.00 KEVIN COLLINS 2007/06/14 $5,000.00 $500.00 DOUGLAS A DREWES 2007/06/14 $5,000.00 $500.00 ANN FARRELL 2007/06/14 $20,000.00 $5,000.00 JESSE FOLKS 2007/12/06 $5,000.00 $1,500.00 JUDITH FREIER 2007/06/14 $10,000.00 $5,000.00 TRAVEL J FREIER 2007/08/13 $10,000.00 $3,500.00 BILL GAY 2007/06/14 $5,000.00 $500.00 BRIAN T GODSEY 2007/06/14 $5,000.00 $500.00 WINSTON INGRAM 2007/06/14 $10,000.00 $1,000.00 PAUL KELLY 2007/06/14 $10,000.00 $1,000.00 ALEXANDR MESTETSKY 2007/06/14 $5,000.00 $500.00 LANCE MILLER 2007/06/14 $5,000.00 $500.00. JARRED MIYAMOTO MILLS 2007/06/14 $5,000.00 $1,000.00 CRAIG MIZUTANI 2007/06/14 $5,000.00 $500:00 JAY NIGHTINGALE 2007/06/14 $5,000.00 $500.00 NANCY PARKER 2008/10/02 $5,000.00 $500.00 PARKER N TRAVEL 2008/10/02 $10,000.00 $3,500.00 MICHAEL PENNY 2007/06/14 $5,000.00 $500.00 MARIE PETTERSEN 2008/08/18 $5,000.00 $1,000.00 TRAVEL M PETTERSEN 2007/08/07 $10,000.00 $3,500.00 T H PHILLIPS 2007/06/14 $5,000.00 $500.00 TAD PILECKI 2007/06/14 $5,000.00 $1,000.00 TIMOTHY L POTTER 2007/06/14 $5,000.00 $1,000.00 RANDY SCHMIDT 2007/11/27 $5,000.00 $1,500.00 N:\ADMINSUP\ADMIN\RATCLIFF\P-Card Limits - Eng 09-2009 Engineering Department Procurement Card Holders Account Name Open Date Monthly Credit Limit Single Purchase Limit CURTIS W SWANSON 2007/06/14 $15,000.00 $3,500.00 BATRONGTHAN 2007/06/14 $5,000.00 $1,000.00 CARL VONSTETTEN 2007/06/14 $5,000.00 $500.00 KELLY WEIR 2007/06/14 $5,000.00 $500.00 DAVID WYATT 2007/06/14 $10,000.00 $1,500.00 N:WDMINSUPWDMIN\RATCLIFF\P-Card Limits - Eng 09-2009 ..- ., Collection System Operations Procurement Card Holders Account Name Open Date Monthly Credit Limit Single Purchase Limit PAUL AMARAL 2007/09/20 $5,000.00 $500.00 CHRIS AUGHTRY 2007/06/14 $5,000.00 $500.00 MARY BACON ~ 2008/12/17 $5,000.00 $500.00 ROSEANNA BARRETT 2007/06/14 $10,000.00 $1,500.00 TRAVEL R BARRETT 2007/08/03 $10,000.00 $3,500.00 DONALD BARTLETT 2007/06/14 $10,000.00 $1,000.00 ALEX BENAVIDEZ 2007/06/14 $10,000.00 $1,000.00 PENNY BINDER 2007/06/14 $5,000.00 $500.00 SHAWN BITLE 2007/06/14 - $5,000.00 $500.00 RICHARD BOYLAN 2007/06/14 $10,000.00 $3,500.00 WILLIAM BRENNAN 2007/06/14 $15,000.00 $3,500.00 WILSON BROOKS 2007/06/14 $5,000.00 $500.00 TANYA BUTLER 2007/06/14 $5,000.00 $500.00 ROBERT CLELAND 2007/06/14 $5,000.00 $500.00 GREG COLLINS 2007/06/14 $5,000.00 $500.00 DON COMSTOCK 2007/06/14 $10,000.00 $750.00 STEVEN CONSIDINE 2007/06/14 $10,000.00 $3,500.00 THOMAS CORUM 2007/06/14 $10,000.00 $1,000.00 JUSTIN COVINGTON 2008/05/01 $5,000.00 $500.00 PAUL CROUCH 2007/06/14 $5,000.00 $500.00 JASON CROWE 2008/05/01 $5,000.00 $500.00 BILL ECHOES 2007/06/14 $10,000.00 $3,500.00 DOLORES FLANDERS 2007/06/14 $5,000.00 $500.00 DAVID FREITAS 2007/06/14 $5,000.00 $500.00 RON GALLOWAY 2007/06/14 $5,000.00 $500.00 TIFTON GANTT 2007/06/14 $10,000.00 $3,500.00 LEO GONZALEZ 2007/06/14 $10,000.00 $3,500.00 MARK GOSS 2007/06/14 $10,000.00 $1,000.00 MARK GRATIS 2007/06/14 $5,000.00 $500.00 STEVEN GRUBKA 2007/06/14 $5,000.00 $500.00 CHRIS HAISLEY 2007/06/14 $5,000.00 $500.00 ANTHONY HARBAUGH 2007/06/14 $5,000.00 $500.00 LUIS HERNANDEZ 2007/06/14 $5,000.00 $500.00 N:\ADMINSUPWDMIN\RATCLIFF\P-Card Limits - CSO 09-2009 ,. -~ Collection System Operations Procurement Card Holders Account Name Open Date Monthly Credit Limit Single Purchase ,Limit RICK HODGE 2007/06/14 $5,000.00 $1,000.00 CHRIS JOHNSEN 2007/06/14 $5,000.00 $1,000.00 CHRISTOPHER KEITH 2007/06/14 $10,000.00 $1,000.00 KEVIN KIRBY 2007/06/14 $5,000.00 $500.00 TOM KOSTIK 2007/06/14 $10,000.00 $750.00 STEVEN LARSEN 2007/06/14 $10,000.00 $3,500.00 PAUL LOUIS ~ 2007/06/14 $10,000.00 $3,500.00 ANTHONY MACARTHUR 2007/06/14 $5,000.00 $500.00 SALVADOR MACIEL 2007/06/14 $5,000.00 $500.00 DANTE MARCHETTI 2007/06/14 $10,000.00 $3,500.00 PHILIP NOTARMASO 2007/06/14 $5,000.00 $1,500.00 GREGORY PALMER 2007/06/14 $5,000.00 $500.00 JOSE PLASCENCIA 2007/06/14 $5,000.00 $1,000.00 RICK POWELL 2007/06/14 $5,000.00 $500.00 DAVID QUINTERO 2007/06/14 $5,000.00 $500.00 DONALD R RHOADS 2007/06/14 $10,000.00 $3,500.00 ROBBIE J ROBINSON 2007/06/14 $5,000.00 $1,000.00 MICHAEL ROSEN 2007/09/20 $5,000.00 $500.00 RUSSELL SALVA 2007/06/14 $5,000.00 $500.00 SEAN SARRAS 2007/06/14 $5,000.00 $500.00 ROBERT S SAUTER 2007/06/14 $10,000.00 $3,500.00 RAYMOND E SAWYER 2007/06/14 $5,000.00 $500.00 EDWARD SILVA 2007/06/14 $5,000.00 $1,000.00 NICHOLAS STEINER 2007/06/14 $5,000.00 $500.00 LESZEK SZMIDT 2007/06/14 $5,000.00 $500.00 HAMID ROD TEHRANI 2007/06/14 $5,000.00 $500.00 DONALD TURK 2007/06/14 $5,000.00 $500.00 JEREMIAH WALSH 2007/06/14 $5,000.00 $500.00 DWIGHT WILLIAMS 2007/06/14 $5,000.00 $500.00 ENICK WRIGHT 2007/06/14 $10,000.00 $750.00 N:\ADMINSUPWDMIN\RATCLIFF\P-Card Limits - CSO 09-2009 Plant Operations Procurement Card Holders Account Name Open Date Credit Limit Single Purchase Limit KEITH BRAUCH 2007/06/14 $5,000.00 $500.00 MARNIE BRENNAN 2008/08/18 $5,000.00 $500.00 TRAVEL M BRENNAN 2008/08/18 $10,000.00 $3,500.00 RANDY W COVEY 2007/06/14 $20,000.00 $3,500.00 DOUGLAS J CRAIG 2007/06/14 $15,000.00 $3,500.00 BRUCE DOBEY 2007/06/14 $5,000.00 $500.00 MARIA ESPARZA 2007/06/14 $5,000.00 $1,000.00 JAMES R GINN 2007/06/14 $5,000.00 $1,000.00 ALAN R GRIEB 2007/06/14 $10,000.00 $1,000.00 SUSAN HASSELWANDER 2007/06/14 $5,000.00 $1,000.00 KAREN HUFF 2007/06/14 $15,000.00 $3,500.00 PATRICIA KAST 2007/06/14 $10,000.00 $1,500.00 TRAVEL P KAST 2007/08/03 $10,000.00 $3,500.00 WARREN T KATCHMAR 2007/06/14 $20,000.00 $3,500.00 DORIS KEIFER ~ 2007/06/14 $5,000.00 $500.00 TRAVEL D KEIFER 2007/08/03 $10,000.00 $3,500.00 JIM KNEIS 2007106/14 $15,000.00 $3,500.00 MATTHEW MAHONEY 2007/06/14 $20,000.00 $3,500.00 ROY MANES 2008/10/02 $10,000.00 $3,500.00 ROBERT MAROON 2007/06/14 $10,000.00 $1,000.00 DANIEL J MCCOWN 2007/06/14 $15,000.00 $3,500.00 WILLIAM R MCEACHEN 2007/06/14 $5,000.00 $500.00 TRI HAI NGUYEN 2007/06/14 $5,000.00 $1,000.00 JONALEA V OSTLUND 2007/06/14 $5,000.00 $500.00 DONALD PARKER 2007/06/14 $5,000.00 $3,500.00 DAVID ROBBINS 2007/06/14 $10,000.00 $3,500.00 SALVADOR ROSALES 2007/06/14 $5,000.00 $1,000.00 LARRY SHEPARDSON 2007/08/02 $5,000.00 $1,000.00 RICARDO SMITH 2007/06/14 $5,000.00 $500.00 PJ TURNHAM 2007/06/14 $10,000.00 $1,000.00 GARTH WILLIAMS 2007/06/14 $10,000.00 $1,000.00 ROBERT YATES 2007/06/14 $5,000.00 $500.00 N:WDMINSUPIADMIN\RATCLIFF\P-Card Limits -POD 09-2009 5.c. Central Contra Costa Sanitary District September 14, 2009 TO: BUDGET AND FINANCE COMMITTEE II/' ,. n~ VIA: JAMES M. KELLY, GENERAL MANAGER~~'J FROM: WILLIAM E. BRENNAN, DIRECTOR OF COLLEIICTION SYSTEM OPEAATIONS ,~~ DOUG CRAIG, DIRECTOR OF PLANT OPERATIONS RANDALL MUSGRAVES, DIRECTOR OF ADMINISTRATION i~M SUBJECT: ACE HARDWARE PURCHASES AND WAREHOUSE PROCEDURES Attached is a spreadsheet displaying all of the items purchased from Ace Hardware store (in Martinez) that were listed on the September 3, 2009 Expenditure Report. Upon review of the items it became clear that the purchases were for the Maintenance work group and not by Collection System Operations (CSO) staff. There were several questions raised at the meeting. The questions fall into two basic areas. 1. Why are employees going to the Ace Hardware store so frequently and why aren't they getting the material, parts or tools from the warehouse? 2. What are the controls and procedures for the CSO warehouse? Question #1 - Whv are employees going to the Ace Hardware store so frequently and why aren't they getting the material, parts or tools from the warehouse? Most items purchased were by the Plant Maintenance Group. Doug Craig reviewed the recent Ace Hardware purchases with Plant Maintenance Superintendent Dave Robbins and requested information from staff on several of the purchases. The attached listing identifies those items that are stocked in the District warehouse (Martinez) by the use of tan color coding. There were 63 items purchased of which 6 were stocked in the District's warehouse (Martinez). The stock of cable ties was depleted for the size of ties used to repair the bird netting around the treatment plant. Utility Worker James Alexander picked up two packs (200) to repair the netting, and as the work progressed, he determined that many more ties were needed; he then returned to Ace Hardware the next day and purchased six more packs (600) of cable ties. H:\Board Position Papers\Ace Hardware Purchases.doc I. y 2. The purchase of rat and mouse bait could have been avoided by the use of traps available from Buildings and Grounds. This information has been conveyed to other Plant Operations Department shops.' 3. 'The purchase of 16 ounce mineral oil and 1 pound Sterling solder was to stock in the warehouse. Ace provides the least cost for both items. 4. The carton tape was also purchased at Ace Hardware, but the primary purpose of the trip to Ace Hardware was for a valve box and cover. The hot water dispenser is an under-sink tank and heating element manufactured by InSinkErator. Doug Craig recently had the same tank fail at his home and ended up buying a replacement on-line after looking at Home Depot, Lowe's, and Ace Hardware (Benicia). A quick price check of four on-line suppliers ranged from $212 to $357, excluding delivery. The Ace Hardware price in Martinez appears to be very competitive. The warehouse does not stock 1/4" sockets. A 1/4 "socket was needed to complete a small job. Staff has been advised to borrow tools on site prior to going off site. Our normal operating procedure is to check to see if the item needed is in the warehouse. If it is not, then we have staff purchase the low cost item using their procurement card. The warehouse stocks items requested by the Maintenance group, and others, when it is cost effective due to use, availability or critical use. Supervisors and staff have been reminded to check the warehouse first, consolidate purchases when possible, and utilize the most cost-effective approaches to procure supplies. The overall goal is to minimize costs and keep the jobs moving and staff productive. Even though CSOD did not have any ACE Hardware store purchases on this Expenditure Report, Bill Brennan reviewed recent past ACE purchases for the Pumping Station section totaling $60.67 for seven items. There were no daily trips. Two items in the warehouse (Walnut Creek) were similar to the two purchased at the Ace Hardware store. The Pump Station staff obtain their material and supplies from the Martinez main warehouse since being located at the Martinez site. Question #2 -What are the controls and procedures for the CSO warehouse? As discussed with the. Committee, the District's main warehouse (Martinez) has staff (4) that provides full warehouse services. They receive, stock and issue supplies, parts, tools, etc. They perform an annual physical inventory and provide security over the approximately $1,500,000 stock. The CSOD warehouse does not have staff dedicated to provide full warehouse services. However, the Martinez staff provides support to CSOD. The warehouse is kept locked except when in use. The door has a lock and a card key to monitor who enters. H:\Board Position Papers\Ace Hardware Purchases.doc The more desirable items such as rain gear, shovels, and small tools are kept in a separate room in the warehouse with a padlock. Only supervisors have the key to this room. The large items of stock such as pipe couplings and paving rings are taken from the warehouse by the construction crews. Typically, the Crew Member II logs what is withdrawn from inventory. The inventory log is provided to the Administrative Technician who maintains a summary of what has been taken, and what the current supply or stock items are. The Administrative Technician submits a stock issuance log to the main warehouse at the treatment plant when more supplies are needed. The materials control staff then arrange for delivery of the appropriate items. This occurs approximately on a two week cycle. Small, expendable items such as batteries and vinyl gloves are kept in locked cabinets in the Cleaning Supervisors' offices and outside the crew assembly room. The Supervisors again keep the keys. An inventory log is placed on the cabinet for staff members to note all inventory withdrawals. The Administrative Technician completes the process by conducting a physical inventory then forwards a supply order to the main warehouse for replenishment on a weekly basis. In 2006, the District's Internal Auditor evaluated the CSOD inventory control programs for both the plant and the CSO Warehouse. As a result, Materials service staff now audit the CSO warehouse twice a year and on each occasion before a purchase order is developed, approximately twice a month. In addition, the above controls for small and large items were also implemented. These changes provide reasonable and cost effective control measures as recommended by the Internal Auditor. Staff will be available to answer questions the Committee members may have. 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Q O ~ ~ ~ Q U O +~ ' U r x Y z a~ G1 13 U ~ ~ ~ ~ c ~ ~ Q ~ x U n = U o ~ U i ~ L m D ~ ~ c`a ~ 2~ U ~ ctS ~- LL ~ ~ U m ~ ~ ~ i ~ ~(CS ~ ' O (~ J ~ U.Ua O p '- ~ j CO r d >rn °~ o~_ c~ o X cuo ~ ~ X L ~ ~ ~ ~ ~ r 0 (~ x pp O C ~ X O O~ r \ N O Q '~ T T U / LL > ~f T T T L L r r A, W I w V J / ~ ^, \V W /~~ i ,V ~ ~ 0 ~ V/ ~ ~ ~ ~ ~ ~ a. ~ ~ ~ ~ ~ ~ ~~ 5.e. Central Contra Costa Sanitary District September 9, 2009 TO: James M. Kelly, General Manager VIA: Randall M. Musgraves, Director of Administration P~'"~ FROM: Shari Deutsch, Safety & Risk Management Administrator SUBJECT: Insurance Renewal -Fiduciary Liability Coverage The District purchases insurance against liability claims arising out of its fiduciary duty to protect assets held in trust for its employees. Three District plans are covered by this policy; the 457 Deferred Compensation Plan, the 401(a) Money Purchase Plan, and the GASB 45 PARS Retiree Medical Benefits Trust. At management's request, staff purchased a 10-month policy that will expire on June 30, 2009. This change will allow staff to prepare all insurance renewal materials at the same time in future fiscal years. This will also simplify monthly accounting entries against prepaid insurance. Staff sought quotes from Alliant Insurance Services and bound renewal coverage effective 8/31/09 with RLI Insurance Company for a premium of $3,479. Adjusted to an annual rate, this represents a small rate reduction. N:WDMINSUPWDMIN\RM-SAFE\Insurance Renewal 09-2009.doc