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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