HomeMy WebLinkAboutBUDGET & FINANCE AGENDA 07-05-11Central
Sanitary District
SPECIAL MEETING OF THE
CENTRAL CONTRA COSTA
SANITARY DISTRICT
BUDGET AND FINANCE COMMITTEE
Chair Nejediy
Member Hockett
Tuesday, July 5, 2011
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:
BARBARA D. HOCKETT
Presider!
JAMES A. NEJEDLY
President Pre) T m
MICHAEL R. MCGILL
MARIO M. MENESINI
DAVID R. WILLIAMS
PHONE: (925) 228 -9500
FAX: (925) 676 -7211
www.cenlralsan.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 Desk,
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
Desk. 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 state 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 48 hours in advance of the meeting at (925) 229 -7303.
Budget and Finance Committee
July 5, 2011
Page 2
1. Call Meeting to Order
2. Public Comments
3. Old Business
*a. Review implementation timeframe for Microsoft Outlook
Staff Recommendation: Review staff's responses.
4. Risk Management
*a. Review Loss Control Report
Staff Recommendation: Review the report and provide direction if
needed.
b. Discuss outstanding claims
1) Review Position Paper denying claim for damages submitted by
Ernie Guerrero (Item 3.d. in Board Binder)
2) Review Position Paper denying claim for damages submitted by
Dennis Belillo (Item 3.e. in Board Binder)
Staff Recommendation: Discuss outstanding claims and provide
direction if needed. Recommend Board denial of claims.
C. Discuss new claims
Staff Recommendation: Discuss new claims and provide direction if
needed.
5. Review Position Paper authorizing the General Manager to pre- purchase natural
gas through a service agreement with Shell Energy North America, LP, for the
period January 1, 2013 through December 31, 2014, at a price not to exceed
$6.00 per decatherm (item 8.a. in Board Binder)
Staff Recommendation: Review and recommend Board authorization.
6. Review Position Paper authorizing the General Manager to execute a
professional services agreement with information Mapping in an amount not to
exceed $35,000 for assistance with Standard Operating Procedure Development
for the Treatment Plant — Phase One of Five (Item 3.j. in Board Binder)
Staff Recommendation: Review and recommend Board authorization.
Budget and Finance Committee
July 5, 2011
Page 3
7. Review May 2011 Financial Statements and Investment Reports (Item 3.c. in
Board Binder)
Staff Recommendation: Review and recommend Board approval.
8. Expenditures
a. Review Expenditures (Item 3.b. in Board Binder)
Staff Recommendation: Review and recommend Board approval.
*b. Review Legal Expenditure Summary
Staff Recommendation: Review Legal Expenditure Summary.
*c. Review P -Card expenditures
Staff Recommendation: Review P -Card expenditures.
9. Reports and Announcements
10. Suggestions for future agenda items
11. Closed Session
a. Conference with Legal Counsel — Anticipated Litigation — significant
exposure to litigation pursuant to Government Code Section 54956.9(b) —
one potential case:
• Pimentel
b. Conference with Legal Counsel — Anticipated Litigation — initiation of
litigation pursuant to Government Code Section 54956.9(c):
• 1660 Sunnyvale Avenue, Walnut Creek
12. Report out of Closed Session
13. Adjournment
* Attachment
Central Contra Costa Sanitary District
July 1, 2011
TO: BOARD BUDGET AND FINANCE COMMITTEE
FROM: RANDALL MUSGRAVES ' VA
DEBBIE RATCLIFF
SUBJECT: June 13, 2011 COMMITTEE MEETING
The Committee asked that an update be provided on the implementation of the new
Outlook software. The update is provided below:
The RFP process was completed and all four responses were analyzed. Claire
Computer was selected as it was the highest scored proposal ($32,000 plus $8,000
contingency) as well as the lowest cost proposal. The contract is expected to be signed
the week of June 13th. Software licensing and training costs are separate and will be
obtained through Microsoft Select program for government volume discount pricing and
through individual training provider respectively.
Claire Computer will install Exchange (the e-mail server software); provide automated
removal of old GroupWise and the installation of new Outlook PC (client) software.
Clare Computer will perform a migration of each email account, including existing 60-
day email, calendar, and address books. In addition, they will implement Outlook
webmail and integrate Outlook with the existing email archive system.
The installation, testing and migration to the new Outlook email system will take several
weeks and a cut -over will be performed during a weekend. During that time, the
District's email will be unavailable but Internet email will be retained and delivered once
the new system is up and running. The cut -over date is planned for the last weekend in
July or the first weekend in August.
Current users of GroupWise email will be provided training to ease the transition to
Outlook. Plans are to provide 4 to 6 days of training, with four 1.5 hours training
sessions per day. The cut -over weekend for Outlook email migration is currently
planned to take place over the last weekend in July or the first weekend in August.
1 6/30/2011
2010 -11 Loss Control Report
Prior Year Incident
Ongoing Incident
New Incident
OVERFLOWS AND PLUMBING REIMBURSEMENTS
Status
IN
DOL Other Pa
Address
Cy
Reserve
Paid to Date
Paid to
TSS
Closed
1
2011004
SSO
1192010 Eagle Iron Works
100 Medburn St.
Concord
$396.65
ServiceMaster
$175.75
Roto Rooter
Closed
2
2011005
SSO
11/29/2010 Marc Limacher
640 Brackman Lane
Martinez
$2,898.75
Marc Limacher
Closed
3
2011006
SSO
1216!2010 Joe Doherty
30 Iris Lane
Walnut Creek
$21135
Joe Doherty
$368.00
Roto- Rooter Sewer Service
$370.12
P Card - LPH
$237.99
P -Card - CSO
$6,320.84
Restoration Management
$8,604.64
Restoration Management
Closed
4
2011007
SSO
9/9/2010 Jason Hess
3371st Ave. South
Pacheco
$5,173.50
Jason Hess
Closed
5
2011008
SSO
1!812011 Pat Hurley
2505 San Miguel Dr.
Walnut Creek '
$150.00
Mrs. Hurley
$9,193.47
Restoration Management
Closed
6
2011009
SSO
_
1/10/2011 Shannon Butler
125 Meadow Lane
Orinda
$3,750.00
Premium Prop. (Mgt Co.)
$7,171.61
Restoration Management
Closed
7
2011010
SSO
1 011 51201 0 Darlene Long
4130 S. Castro Street
Martinez
$159.75
Darlene Lonq
Open
8
2011012
SSO
211712011 La Tapatia
536 Main St.
Martinez
$31,364.76
_ e
ServiceMaster
$1,638.75
P -Card
Closed
9
2011013
SSO
2/25/2011 Cheryl Cohen
3320 Woodview Ct.
Lafayette
$1,000.00
Cheryl Cohen
$12,250.00
C. Johnson & K. MacKain
$5,750.00
Dennis Riesche Heating
$40,200.73
ServiceMaster
$3,019.19
Lafayette Park Hotel (P -Card)
$4,240.66
Residence Inn (P -Card)
$400.00
Appraisal Expediters
$1,329.14
Four Seasons Vet Hosp (P -Card)
$133,515.96
Cheryl Cohen
$877.50
Hunter Plumbing Consulting
$16,507.60
ServiceMaster
Closed
10
2011014
SSO
2/24/2011 Ron Bossert
2164 Blackwood Drive
Walnut Creek
$150.00
Ron Bossert
Closed
11
2011016
SSO
3/24/2011 Mary Ann Balestrieri
550 Bertola Street
Martinez
$115.00
Mary Ann Balestried
Closed
12
2011019
SSO
4/22/2011 Alta Fence
310 Berrellesa St.
Martinez
$22049
Restoration Management
Open
13
2011020
SSO
6/14/2011 Gergana Ivanova
1660 Sunnyvale Ave.
Walnut Creek
$10,000.00
4
!11}11}23
3 66 T Dennis Belillo
1516 Fine Street
Martln_w
$0.00
Total - Overnowf
$10,000.00
$297,782.60
GENERAL LIABILITY -OTHER
Status
IN
Toss
DOL Other Pa
Address
Ci�t
Reserve
Paid to Date
Paid to
Closed
2
2010024
GL
4/5/2010 Hess Rouhafza
82 Oak Kno Loop
Walnut Creek
$0.00
$4,585.00
Hess Rouhafza
Closed
3
2011001
GL
8/16/2010 Rob Wilkinson
Mayhew Way
Pleasant Hill
$0.00
$918.35
Rob Wilkinson
Closed
4
2011002
GL
8/16/2010 Frederick Foote
51 Silverwood
Lafayette
$0.00
$440.00
Frederick Foote
Closed
5
2011015
GL
3/7/2011 Justin Ilagan
Moraga Blvd.
Moraga
$0.00
$1,375.00
Lamorinda Tow
$0.00
$6,500.00
Justin ilagan
Open
6
2011017
GL
1011-15/10 Kathleen Daly
025 Green Street
Martinez
$0.00
$0.00
Open
7
2011018
GL
2/20/2011 Fireman's Fund
119 El Centro
Diablo
$0.00
$0.00
Total - GL Other
$0.00
$13,818.35
PROPERTY INCIDENTS
Status
q
IN
LOSS
DOL Other Party
Address
CJit v
Reserve
Paid to Date
Paid to
Type
—
Open
1
2011021
Prop
511812011 NA
4737 Imhoff Place, Bay
Martinez
$5,000.00
Total - Property
$5,000.00
$0.00
AUTO INCIDENTS
Status
#
IN
TSS
DOL Other Party
Location
Veh#
Reserve
Paid to Date
Paid to
Closed
1
2011003
AL
10/12/2010 Steve Hobbs
2511 Monument Blvd
9255
$4,247.19
Concord Auto Body
Closed
2
2011011
AL
10/1212010 Vanliner Insurance
San Ramon
9216
$2,392.04
Open
3
2011022
AL
5/9 /2011 Louis Pimentel
41 Lost Valley
Orinda
unknown
Total - Auto
$0.00
$6,639.23
1 6/30/2011
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