HomeMy WebLinkAboutBUDGET & FINANCE ACTION SUMMARY 10-18-10 C -CD_ Central Contra Costa Sanitary District
Protecting public health and the environment 5019 Imhof/ Place, Martinez, CA 94553-4392
REGULAR MEETING OF THE
CENTRAL CONTRA COSTA • BOARD orDIRECTORS:
Mama R. MCGILL
SANITARY DISTRICT President
BARBARA D ent Pro Te m
BUDGET AND FINANCE COMMITTEE
President Pro Tem
GERALD R. LUCEY
ACTION SUMMARY A /ARID M. AfENE
JAAI DLY
r -'S A. A'EI£OLY
PHONE: (925) 228 -9500
Chair Nejedly FAX: (925)676 -7211
Member Hockett www.centralsan.org
Monday, October 18, 2010
• 3:00 p.m.
Executive Conference Room
5019 Imhoff Place
Martinez, California
PRESENT: Jim Nejedly, Barbara Hockett, Randy Musgraves, Debbie Ratcliff
1. Call Meeting to Order
Chair Nejedly called the meeting to order at 3:00 p.m.
2. Public Comments
None.
3. Old Business
None.
•
4. Claims Management
a. Review new and outstanding claims
There were no new claims to report.
COMMITTEE ACTION: Received the report.
Budget and Finance Committee
October 18, 2010
Page 2
b. Report on Vehicle Accidents
Staff reported that there were four vehicle accidents last week by District
employees. District Managers are being asked to discuss driving safety
with their staff.
COMMITTEE ACTION: Received the report.
c. Review Position Paper denying claim for damages submitted by
Rob Wilkinson (Item 3.k. in Board Binder)
Staff reported that the manhole and surrounding depression that caused
Mr. Wilkinson's vehicle damages is not one that is owned or operated by
the District.
COMMITTEE ACTION: Recommended Board approval of the Position
Paper.
d. Small Claims Court action against the District by Hess Rouhafza
Staff reported that Hess Rouhafza filed a claim for $24, 000 against the
District for alleged damage to a tree on his property. That claim was
denied by the District. He then filed a Small Claims Court action of $7, 500
against the District. The District's Safety and Risk Management
• Administrator will represent the District at Small Claims Court.
COMMITTEE ACTION: Received the report.
e. Status report on Small Claims Court action against Stephen Isaacs
Staff reported that Stephen Isaacs contacted the District and asked if he
could pay $1,000 of the $3,500 owed to the District by last Thursday, which
he did. Staff entered into a verbal agreement with Mr. Isaacs requiring
another $1,000 payment in November and the balance paid off by
December 2010. Lack of payment will initiate Small Claims Court action
against Mr. Isaacs.
COMMITTEE ACTION: The Committee accepted the new verbal
agreement and agreed with staff's recommendation.
5. Review the August 2010 GASB 45 monthly statement
Staff reviewed the August 2010 financial results on the District's GASB 45
Trust investments. The one -month retum was - 1.95 %, reflecting a short-term
Budget and Finance Committee
October 18, 2010
Page 3
downtum in the investment market; however, the District has earned 22% to date
since inception of the Trust.
COMMITTEE ACTION: Received the report.
6. Discuss extending Cropper Accountancy firm contract for a fifth year
Staff reported that the firm of Cropper Accountancy has done a very good job
over the last four years meeting their deadlines, being knowledgeable about
current and future accounting standards and working well with staff. The contract
with Cropper was for a four -year term with a one -year Board- approved extension.
COMMITTEE ACTION: Recommended Board approval of extending the
audit term of Cropper Accountancy Corporation for a fifth year, through
November 30, 2011.
7. Reports and Announcements
a. Final Arbitrage Rebate Calculation for the 2002 Revenue Installment
Certificates
Staff reviewed the results of the final arbitrage rebate calculation on the
2002 Revenue Installment Certificates that were refinanced in November
2009. There are no arbitrage funds due to or from the Federal
•
Government.
COMMITTEE ACTION: Received the report.
b. Buchanan Fields Golf Course, Inc. regarding Loss of Revenue
Compensation Agreement
Staff discussed the settlement agreement with Buchanan Fields Golf
Course, Inc. for $167,500 executed by the General Manager.
COMMITTEE ACTION: Agreed with the settlement. The Committee
received the report and will report to the Board the successful
conclusion of the matter.
' *c. Internal Audit area recommended for FY 2010 -11
Staff is recommending using the CPA firm of Wallace Rowe and
Associates to provide internal audit services for Fiscal Year 2010 -2011.
Mr. Rowe has many years of experience auditing in the public sector.
Staff is also recommending that the Household Hazardous Waste Facility
be audited, as cash and credit cards are used by small commercial
Budget and Finance Committee
October 18, 2010
Page 4
accounts to pay charges. Controller Debbie Ratcliff distributed a
comprehensive list of District -wide intemal audits since 1994 (attached).
COMMITTEE ACTION: Recommended Board approval.
8. Review Expenditures (Item 3.a. in Board Binder)
COMMITTEE ACTION: Recommended Board approval of expenditures.
9. Adjournment — at 3:20 p.m.
•
e a t : C
INTERNAL AUDIT PROGRAM
ADDITIONAL AREAS TO AUDIT:
1. Household Hazardous Waste Facility
a.) Cash & Credit Card Payments
b.) Phillips Contract
c.) Partner City & Agency Contracts
2. Source Control -Clean Water Program & Billings
3. Deferred Compensation Plan
4. Maintenance Facilities Spare Parts
5. Capital vs. O &M
COMPLETED AUDIT AREAS:
1. Petty Cash Audited 03/94 & 11/02
2. Permit Counter Operations — Processing of: Audited 05/94
a. Permit Fees
b. Deposits
c. Construction Bonds
d. Rebates
3. Service Contracts — review charges for service contracts Audited 07/94
4. Consultant Agreements (Professional Services) Audited 07/94
5. Travel and Expense Vouchers Audited 06/95 & 11/02
6. Fixed Asset Inventory and Warehouse Inventory Audited 06/95
7. Investments — Proper Controls Audited 10/95
8. Admin Overhead Audited 11/95
9. Contractor Project Payments Audited 06/96
10. Accounts Payable process Audited 10/96
N:\ADMINSUP\ADMIN \FINANCES \Internal Audit Program Updated Oct 2010.doc
11. Invoice Matching and Approval Audited 10/96
12. Procurement Cards Audited 11/97 & 05/05
13. Cafeteria Plan Audited 01/98
14. Capital Improvement Projects - accuracy of records Audited 10/98
15. Capital Projects & Agreements, Contracts, & Blanket Orders Audited 03/02
16. Accounts Receivable Audited 02/99
17. Payroll Audited 07/99 & 08/04
18. Sewer Service Charges — does the process insure all properties
are being billed correctly? • Audited 03/00 & 05/05 & 08/08
19. Cash Deposit Processing Audited 03/00
20. Claims Audited 03/01
21. Good Receiving Process Audited 03/01
22. Inventory Cycle Counts Audited 05/02
Follow -up 05/03
23. Concord O &M Bill Audited 08/04
24. Recycled Water Bills Audited 05/05
24. CSO Warehouse Audited 08/06
25. Contracts and Agreements Audited 08/06
26. Capital Improvement Budget Allocation Audited 04/09
N1ADMINSUP\ADMINIFINANCES \Internal Audit Program Updated Oct 2010.doc