HomeMy WebLinkAboutBUDGET & FINANCE AGENDA 12-16-09Central Contra Costa
BUDGET AND FINANCE COMMITTEE
Chair Lucey
Member Nejedly
Wednesday, December 16, 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
District
BOARD OF DIRECTORS
JA:LIL:S A. NFJL•IJLY
Previden!
,41/CHAR/, lt. ,if~ILL
YreciJen! Pro 7 em
BARHAHA U. HCX'KET/'
GF1LiLD R. LUCF.Y
61AR/O M ,Lf/iN/SlNI
PHONE: (925) 228-9500
FAX.• (925) 676-721
tivww. 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
[n accordance with state law, the Committee is prohibited ti•om 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 =t3 hours in advance of the meeting at (925)
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® Recycled Paper
Budget and Finance Committee
December 16, 2009
Page 2
1. Call Meeting to Order
2. Public Comments
3. Old Business
*a. Review Outstanding Questions
*b. Memo regarding Ruggeri-Jensen-Azar and Associates (Annexation work)
*c. Memo regarding Annual Estimate of Capacity Fees
*d.. District Memberships
4. Claims Management
*a. Review new and outstanding claims
5. Reports and Announcements
6. Review Expenditures (Item 3.a. in Board Binder)
7. Adjournment
* Attachment
3. Q.
Central Contra Costa Sanitary District
December 11, 2009
TO: BOARD BUDGET AND FINANCE COMMITTEE
FROM: RANDALL MUSGRAVEStJVILr~
DEBBIE RATCLIFF /~i
SUBJECT: DECEMBER 3, 2009 COMMITTEE MEETING
There were three outstanding questions from the last Board Budget and Finance
Committee meeting which required additional staff research. The questions and
answers are provided below:
1. 178269 Procurement Card Purchases -The first question was in regards to
two purchases at Ace Hardware two consecutive days and why these items
are not stocked in the warehouse. The second question was in regard to
two hoses that were purchased for $1,671.42.
The first purchase was for PVC Red Hot Glue for $12.01. This glue is not stocked
in the warehouse because it has a very specific use and should not be used for
regular repairs. It is purposely not stocked to avoid confusion.
A second purchase was made the following day for an Intermatic Indoor Outdoor
Timer which cost $66.35. This purchase was ordered over the phone and
shipped to the District. It was used to repair the Odor Control Unit which is not a
typical repair, and therefore is not stocked.
The two hoses that were purchased for $1,671.42 were large guide hoses to be
used on the District's rodder trucks.
2. 178138 and 178166 - Carlson, Barbee and Gibson and Ruggeritilensen-
Azarand Associates -What firms does the District use to provide
annexation work and why doesn't staff complete the work themselves?
See attached memo.
3. What steps are taken in the budgeting process to accurately forecast
Capacity Fee revenue?
See attached memo.
3.b.
Central Contra Costa Sanitary District
December 10, 2009
TO: BOARD BUDGET AND FINANCE COMMITTEE /,~~~-/~/
VIA: ANN E. FARRELL, DIRECTOR OF ENGINEERING l~%'v ~ >
CURTIS W. SWANSON, ENVIRONMENTAL SERVICES DIVISION C
MANAGER
FROM: JARRED MIYAMOTO-MILLS, PRINCIPAL ENGINEER fa ~~
SUBJECT: AGREEMENTS WITH RUGGERI-JENSEN-AZAR & ASSOCIATES (RJA)
AND CARLSON, BARBEE & GIBBON (CBG) TO ASSIST DISTRICT
STAFF WITH PREPARATION OF ANNEXATION APPLICATIONS
In 2005, new formatting and content requirements for annexation applications,
particularly those for maps and property descriptions, were instituted by Contra Costa
LAFCO and the State Board of Equalization (SBE). Implementing the new
requirements as published would have been very resource intensive.
Between 2005 and 2007, staff worked collaboratively with staff at both agencies to
develop a less expensive approach to preparing maps and descriptions. This effort
resulted in an efficient and cost effective methodology, however, a large backlog
developed in pending annexations (over 180 properties had connected to CCCSD
public sewers prior to being annexed to the District). This backlog was noted by LAFCO
when they completed the statutorily-mandated Municipal Service Review (MSR) for
CCCSD in 2008. The MSR required that the District proceed vvith annexation of
backlogged properties as soon as possible, and also recommended that unannexed
"islands" be concurrently annexed as we eliminated the backlog.
Because of the large number of properties in the backlog, staff requested proposals for
preparation of exhibits for annexation applications from firms with demonstrated
capabilities in annexation processing, particularly in the areas of map and geographical
descriptions and environmental planning. Two firms were engaged under staff-
authorized agreements to provide these services: 1)Ruggeri-Jensen-Azar &
Associates (RJA); and 2) Carlson, Barbee & Gibson (CBG).
Both firms produced needed exhibits very efficiently, and on June 19, 2008, staff
recommended and the Board authorized extensions to the firms' agreements, each with
a cost ceiling $100,000.
C:\DOCUME-1\afarrell\LOCALS-1\TempWlemo to Finance Board RE -use of RJA &CBG 12-10-09 jm2.doc
Agreements with RJA and CBG
Page 2 of 2
December 10, 2009
Since that time, applications for thirteen District Annexations covering about 1,000
properties have been prepared by staff using RJA and CBG services. Billings for the
two firms total about $182,000, or 91 % of the total agreement amounts (about $182 per
property annexed). Remaining work includes producing revised exhibits incorporating
comments from lAFCO, the Assessor's Office and the County Surveyor as each
annexation application is submitted. RJA and CBG can do this within the current
agreement cost ceilings. Since the exhibits must be signed and stamped by the
surveyor that was in responsible_ charge of their preparation, it is most appropriate for
RJA &CBG to complete these revisions.
However, after the backlog of pending annexation has been cleared, staff intends to
prepare future application packages in-house.
JM2:nap
C:\DOCUME-1\afarrell\LOCALS-1\TempUUlemo to Finance Board RE -use of RJA &CBG 12-10-09 jm2.doc
+/
T
3.d.
Central Contra Costa Sanitary District
December 11, 2009
TO: BUDGET AND FINANCE COMMITTEE
FROM: DEBBIE RATCLIFF, CONTROLLER /fj'~.
SUBJECT: DISTRICT MEMBERSHIPS
Attached is a summary page which lists both District memberships and employee
memberships by department. Attached to the summary page are detailed pages which
list each organization and the membership fee for both District memberships as well as
employee memberships.
Should you have any questions, please call me at 229-7326.
DISTRICT AND EMPLOYEE MEMBERSHIPS
2009-2010 BUDGET
District Memberships
Administration $29,000
Engineering 16,100
CSO 0
Plant 273,500
Pump Stations 0
Subtotal 318 600
' Employee Memberships
Administration $7,340
Engineering 9,160
CSO 6,578
Plant 10,295
Pump Stations 525
Subtotal 33 898
GRAND TOTAL 352.4 8
N:\ADMINSUPWDMIN\RATCLIFF\Employee Memberships 2009-2010.doc
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Central Contra Costa Sanitary District
December 10, 2009
TO: BOARD BUDGET AND FINANCE COMMITTEE
VIA: ANN E. FARRELL, DIRECTOR OF ENGINEERING(.
CURTIS W. SWANSON, ENVIRONMENTAL SERVICES DIVISION
MANAGER
ly
FROM: JARRED MIYAMOTO-MILLS, PRINCIPAL ENGINEER ~ << ~
SUBJECT: ESTIMATING ANNUAL CAPACITY FEE REVENUE
Every year, staff estimates capacity fee revenue as part of the Budget and 10-Year
Financial Planning/Capital planning effort. To do this, staff reviews the actual revenue
collected in past fiscal years for trends, determines the status of known development, or
redevelopment plan and projects, reviews financial institutions' economic projections
and conducts telephone surveys with developers to gain an insight into their short-range
plans.
Our ability to estimate capacity fee revenue is better over the 10-Year Capital Plan '
period than for the 1-Year Capital Budget. Capacity fees are the least predictable
revenue stream since the annual number of connections vary significantly due to a
number of factors that affect the rate of development. For example, total connections in
2008-09 totaled 1,647 RUEs, but were only 847 RUEs in 2008-09 when the housing
market was at its low point. The attached graph titled "Total RUEs per Year" shows the
actual connection rate during the past eight fiscal years. Also, the pilot "Fee Deferral
Program" allows a project owner to defer payment of Capacity Fees for up to two years.
Some developers have taken advantage of this program, but others have elected to pay
their fees when due to avoid paying fee increases since those who defer fee payment
must pay the rates in place at the time of actual payment. We expect the developers'
decision to be made based on the market and the developers' financial situation at the
time the connection fees would normally be collected.
While the projection of capacity fee revenue for the next year is difficult, it is less difficult
viewed from the 10-year period of our financial plan. Since our capital improvements
planning has a relatively long planning horizon, year-to-year capacity fee revenue
amounts are less important than the total revenue anticipated over the 10-year planning
period.
Estimating Annual Capacity Fee Revenue
Page 2 of 2-
December 10, 2009
Currently, we know of proposed developments that will likely total about 8,000
connections (see the attached table titled "Future Large Developments/Commercial
Facilities"). It is not unreasonable to assume that most, if not all, of these connections
will occur over the next 10 years, and that an additional 2,000 connections will also
occur from individual lots and small infill developments for which we have received no
specific inquiry. In preparing for the January financial planning workshop, and based on
2008-09 connections of 847 RUEs, connections so far in 2009-10 of about 670 RUEs,
and no indication that any significant change is likely, we estimate a rate of about 1,000
connections per year over the 10-year planning horizon. The actual annual number may
vary considerably, but it is reasonable to project that the 10-year total will be close to
the overall estimate of 10,000 connections. The estimate for the first year of the ten-
year planning period will be incorporated into the 2010-11 District Budget.
In summary, we estimate that connections will total 1,000 RUEs this year (2009-10) and
1,000 RUEs in each subsequent year of the 10-year plan. Given the state of the
economy and the deferral program, we do not think additional tracking is necessary.
Some major pending connections will be discussed at the December 17, 2009 Board
Meeting under Agenda Item 6.a.2), Special Capacity Studies Fee Update.
JM2:nap
Attachments
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