HomeMy WebLinkAboutBUDGET & FINANCE AGENDA 09-12-11Central
Sanitary District
REGULAR MEETING OF THE
CENTRAL CONTRA COSTA
SANITARY DISTRICT
BUDGET AND FINANCE COMMITTEE
Chair Nejedly
Member Hockett
Monday, September 12, 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
President
JAMES A. NEIEDLY
President Pro Tent
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 arc 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
September 12, 2011
Page 2
1. Call Meeting to Order
2. Public Comments
3. Risk Management
*a. Review loss Control Report
Staff Recommendation: Review the report and provide direction if
needed.
b. Discuss outstanding claims
1) Review plumbing reimbursement claim for $110
Staff Recommendation: Discuss outstanding claims and provide
direction if needed.
C. Discuss new claims
1 } Review new claims received, and of significant financial and /or
legal impact.
Staff Recommendation: Discuss new claims and provide direction if
needed.
4. Review the Integrated Pest Management (IPM) Policy (Item 4.b.2) in Board
Binder)
Staff Recommendation: Review and recommend Board adoption.
*5. Review the PARS Statement for July 2011
Staff Recommendation: Review the statement.
6. Review July 2011 Financial Statements and Investment Reports (Item 5.b. in
Board Binder)
Staff Recommendation: Review and recommend Board approval.
7. Expenditures
a. Review Expenditures (Item 5.a. in Board Binder)
Staff Recommendation: Review and recommend Board approval.
Budget and Finance Committee
September 12, 2011
Page 3
*b. Review Legal Expenditure Summary
Staff Recommendation: Review Legal Expenditure Summary.
8. Reports and Announcements
*a. Review of District records clean -up and consolidation
Staff Recommendation: Review and provide direction if needed.
9. Suggestions for future agenda items
10. Adjournment
* Attachment
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PUBLIC
AGENCY
RETIREMENT
SERVICES
CENTRAL CONTRA COSTA SANITARY DISTRICT
PARS GASB 45 Program
Colette Curtis -Brown
Finance Administrator
Central Contra Costa Sanitary District
5019 Imhoff Place
Martinez, CA 94553
5
Monthly Account Report for the Period
7/1/2011 to 7/31/2011
Beginning
Balance as of
Source 7/1/2011
Account Summary
Contributions Earnings Expenses Distributions
Ending
Balance as of
Transfers 7/31/2011
Employer Contribution $18,077,302.63
$375,600.00 - $132,629.17 $6,222.56 $0.00
$0.00 $18,314,050.90
Totals $18,077,302.63
$375,600.00 - $132,629.17 $69222.56 $0.00
$0.00 $18,3149050.90
Investment Selection
Central Contra Costa Sanitary District 115 Trust
Investment Objective
Individual account based on Moderate HighMark PLUS. The dual goals of the Moderate Strategy are growth of principal and income. It
is expected that dividend and interest income will comprise a significant portion of total return, although growth through capital
appreciation is equally important. The portfolio will be allocated between equity and fixed income investments.
Investment Return
Annualized Return
1 -Month I 3- Months 1 -Year 3 -Years I 5 -Years I 10 -Years Inception Date
-0.73% -2.17% 12.60% N/A N/A N/A 3/19/2009
Information as provided by Union Bank, Trustee for PARS GASB 45 Program, Not FDIC Insured, No Bank Guarantee, May Lose Value
Past Performance does not guarantee future results Performance returns may not reflect the deduction of applicable fees, which could reduce returns Information is deemed reliable but may
be subject to change
Investment Return Annualized rate of return is the return on an investment over a period other than one year multiplied or divided to give a comparable one -year return
Inception Date Plans inception date
4350 Von Karman Ave, Suite 100, Newport Beach, CA 92660 800 540 6369 Fax 949 250 1250 www pars org
cc
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Central Contra Costa Sanitary District
September 12, 2011
TO: BUDGET AND FINANCE COMMITTEE
FROM: ELAINE R. BOEHME, SECRETARY OF THE DISTRICT
VIA: JIM KELLY, GENERAL MANAGER
SUBJECT: RECORDS PROJECT
It is recommended that Secretary of the District staff embark on an effort to correctly
identify, sort and convert District records in the Records Center. This will benefit the
District by:
➢ Reducing the storage of unnecessary documents
➢ Reducing liability to the District
➢ Ensuring compliance with our Records Retention Schedule
➢ Enabling the easy and accurate location and retrieval of records
➢ Breaking down boxes into manageable weights, allowing for easier and safer
handling by staff
➢ Reducing potential future cost of using a records management company for
offsite records storage
The Secretary of the District's office currently has approximately 3,500 boxes in the
Records Center (Bays 3 and 10) dating back to 1946, some of which are permanent
and others that were inadvertently overlooked during prior destruction years. There has
never been a comprehensive review of these records.
Many of these boxes are incorrectly labeled and inventoried. In order to correctly
identify and manage the records, each box must be inspected, sorted and appropriately
catalogued into our Records Management Program, in addition to reducing the weight
of permanent boxes that can weigh in excess of 35 pounds. Many of the records may
be destroyed based on the retention schedule. Input from staff from each department
may be necessary to review certain records to determine their disposition.
It is recommended that, to fully utilize our available institutional knowledge, this project
be completed as quickly as possible. To that end, Administrative Services Supervisor
Tina Miller has evaluated the project with regard to staffing needs. It is proposed to hire
three temporary employees for approximately six months, at an approximate cost of
$75,000 - $100,000. Tina will oversee and train these employees. This will enable us to
sort through and convert the 3,500 boxes (see attached spread sheet) in approximately
six months.
Although not budgeted, this effort will not cause an overrun of the Department budget.
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