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HomeMy WebLinkAboutBUDGET & FINANCE ACTION SUMMARY 10-12-09Central Contra Costa BUDGET AND FINANCE COMMITTEE ACTION SUMMARY Chair Lucey Member Nejedly Monday, October 12, 2009 3:00 p.m. District BOARD OF DIRECTORS JAAfES A. N£JEDLY President ,41/CHAFE R. A1cGlLL President Pro Tem BARBARA D. //OCKET7 GERALD R.LUCEY MAR/O M. AfENES/Nl PHONE: (925) 228-9500 FAX (925J 676-72/l www. centra(san. org Third Floor Conference Room 5019 Imhoff Place Martinez, California PRESENT: Jerry Lucey, Jim Nejedly, Randy Musgraves, Debbie Ratcliff, Stephanie King. 1. 2. 3. Call Meeting to Order Chair Lucey called the meeting to order at 3 p.m. Public Comments None. Old Business `a. Review outstanding questions Staff presented information requested by Board Member Lucey regarding the cost of the annual Employee Service Awards Luncheon. The total cost of the event is approximately $17,000, without benefits, and $24,000 with benefits (see attachment). COMMITTEE ACTION: Reviewed outstanding questions. 4 Claims Management a. Review new and outstanding claims There were no new claims to report. COMMITTEE ACTION: Reviewed claims. ® Recycled Paper Budget and Finance Committee October 12, 2009 Page 2 5. Reports and Announcements a. Redwood Painting -Charles Del Monte .(Discussion of previous invoice for CSO fence painting) Charles Del Monte spoke to the Committee and indicated that there was a misunderstanding between his company and District staff regarding the $8,000 invoice and expressed that it was not his intent to take advantage of the District. He indicated that many of his clients ask for a lump sum quote in lieu of a time and material invoice. He did not understand that the District does not allow lump sum quotes. Mr. Del Monte suggested that the District review contracts with its vendors to ensure a full understanding on the vendor's part. Randy Musgraves, Director of Administration, responded stating that the District holds the vendor responsible for knowing the terms and conditions of the contract they sign. Secondly, the invoice was overpriced and District staff should have been able to recognize this. The Committee members expressed concern regarding two aspects of this matter. Firstly, they were bothered by the fact that staff did not recognize that the cost to paint the fence was too high. Secondly, there appears to be a lack of understanding by employees in complying with contracts, and that District staff has a responsibility to comply with the contracts. The Committee members stated that additional training needs fo be provided to staff to ensure compliance with District contracts. Staff will address training once this issue is understood. COMMITTEE ACTION: The Committee asked that staff report back on training efforts associated with contracts and to send a letter reinstating Redwood Painting until the end of their contract. At that time, the painting contract should be competitively bid. b. Pool Vehicle Report The Committee reviewed the Vehicle Report and questioned why cars were assigned to specific people. COMMITTEE ACTION: The Committee asked that CSO and the Plant use a commercial car wash instead of employees washing their assigned vehicles on site. The Committee also requested that the General Manager evaluate the ability for the departments to increase utilization of pool vehicles rather than individually assigned vehicles. It appears vehicles are underutilized during the day. The General Manager had committed in the report to analyze the cost ~~ Budget and Finance Committee October 12, 2009 Page 3 effectiveness of obtaining the services of a mobile vehicle washing service. An evaluation of increased pooling will be performed with a report back to the Committee. c. Legal opinion regarding expense reimbursement for County Supervisor breakfast The Committee reviewed the legal opinion provided by Meyers Nave that indicated the District should not pay the expenses for Board Members to attend County Supervisor breakfasts. COMMITTEE ACTION: The Committee concurred with the legal opinion. 6. Review Expenditures (Item 3.a. in Board Binder) There was one outstanding question that will be researched and brought back to the next Committee meeting. COMMITTEE ACTION: Recommended Board approval. 7. Adjournment - at 3:50 p.m. 3. a. Central Contra Costa Sanitary District October 12, 2009 TO: BUDGET AND FINANCE COMMITTEE VIA: JAMES M. KELLY, GENERAL MANAGER 1~ FROM: RANDALL MUSGRAVES, DIRECTOR OF ADMINISTRATION ~~ SUBJECT: REVIEW OF EMPLOYEE SERVICE AWARD LUNCHEON At the October 1, 2009 Board meeting, Board member Lucey requested the cost of the Districts Employee Service Award Luncheon be calculated and sent to the Budget and Finance Committee. The following is the costing. Cost of gifts, meal,and other $4,635 Staff time for preparation $5,208 Staff time for attendance 7 184 Total Cost (without benefits) $17,027 Total Cost (with benefits) $24,586 Staff time for preparation and attendance is for time only. $7,559 is associated with staff benefits.