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Home My WebLink AboutBUDGET AND FINANCE AGENDA 05-15-12Jl Central Contra Costa Sanitary District SPECIAL MEETING OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT BUDGET AND FINANCE COMMITTEE Chair McGill Member Nejedly Tuesday, May 15, 2012 3:00 p.m. Collection System Operations Conference Room 1250 Springbrook Road Walnut Creek, CA 94597 INFORMATION FOR THE PUBLIC ADDRESSING THE COMMITTEE ON AN ITEM ON THE AGENDA BOARD OF DIRECTORS: JAMES A NEJEDLY President DAVID R WILLIAMS President Pro Tent BARBARA D. HOCKETf MICHAEL R. MCGILL MARIO 6f. MENESINI PHONE: (925) 228 -9500 FAX: (925) 676 -7211 tivtivmcentralsan.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 incited 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 May 15, 2012 Page 2 1. Call Meeting to Order 2. Public Comments 3. Old Business *a. Review staff's response to the question regarding check #34465 to the State Board of Equalization in the amount of $22,952.52 Staff Recommendation: Review the response. 4. Risk Management *a. Review Loss Control Report and discuss outstanding claims Staff Recommendation: Review the report, discuss outstanding claims and provide direction if needed. 5. Receive Fiscal Year 2012 -13 Operations and Maintenance Budget and Debt Service Fund Budget (Item 10.a. in Board Binder) Staff Recommendation: Recommend the Board receive the budgets. 6. Expenditures a. Review Expenditures (Item 4.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. d. Discuss running expense invoices for the labor negotiations portion of the Meyers Nave invoices Staff Recommendation: Discuss the expense invoices and provide direction to staff if needed. Budget and Finance Committee May 15, 2012 Page 3 7. Reports and Announcements 8. Suggestions for future agenda items 9. Adjournment * Attachment 3.Q Central Contra Costa Sanitary District May 15, 2012 TO: BUDGET AND FINANCE COMMITTEE FROM: THEA VASSALLO, PROVISIONAL FINANCE DIRECTOR VIA: ANN FARRELL, GENERAL MANAGER SUBJECT: SALES AND USE TAX PAYABLE TO STATE BOARD OF EQUALIZATION FOLLOW -UP At the April 16, 2012 Budget and Finance Committee meeting, staff was asked to provide additional information on the following: Check #34465 State Board of Equalization $22,952.52 The Committee asked why the District isn't exempt from sales and use tax. The California Sales and Use Tax Law allow the State of California to impose a tax on retail sales or on the use of tangible personal property. The California Sales Tax and the California Use Tax are essentially the same. The distinguishing characteristic between the two taxes centers mainly on how the tax is collected and remitted. For example, when a vendor charges and collects the tax as part of the sale of goods, this is referred to as a Sales tax. When a vendor fails to charge a tax on the sale of goods, the retail customer is still liable for the tax and must remit the equivalent amount of sales tax to the Board of Equalization. When the tax is handled in this fashion it is referred to as Use tax. Use tax is imposed upon the purchaser. It generally applies to purchases from out -of -state vendors who do not collect California tax on their sales. Generally, if sales tax would apply when you buy a particular item in California, use tax applies when you make a similar purchase from a business outside the state. All exemptions and exclusions applicable to the Sales tax are also applicable to the Use tax. Since the District is a California customer, it is not exempt from sales or use tax. Consequently, the District is required to pay either sales tax or use tax on purchases made, unless there is a specific exclusion in the California Revenue and Taxation Code. N:\ADMINSUP\ADMIN \FINANCE MANAGER \Budget and Finance Committee \Fin Com Response Memo 5 -15 -12 sale &use tax.doc CCCSD 2011 -12 Loss Control Report New Incident Ongoing Incident Prior Fiscal Year Incident Pending OVERFLOWS AND PLUMBING REIMBURSEMENTS Status # ID# Loss DOL Other Party Address City City Reserve Paid to Date Paid to Typ Typ Closed A 2011012 SSO 2/17/2011 La Tapaha 536 Man St. Martinez $ 1190 Keaveny Cl. $ 31,384.76 ServiceMaster $ 965.48 Ron Roberson Closed 2 2012004 GL 1/27/2011 Connie Easterly $ 1.638.75 P -Cana Closed B 2011023 SSO 3/18/2011 Dennis Behllo 1310 Pine Street Martinez $ 10/3/2011 $ 4085 Legion CL Closed 1 2012001 SSO 0/2011 Mike Vest 147 Fiesta Circle Onnda $ GL $ 41.11 Margo Vest Martinez $ $ Closed 4 2012013 GL S 165.00 ServiceMasler Closed 2 2012005 PL 8118/2011 James Lawrence 1190 Upper Happy Valley I- alayette $ S 110.00 James Lawrence _ Closed 3 2012006 PL 8/10/2011 Jeff Hooper /Aulohaus 383 Rheem Boulevard Moraga $ _ $ 339.50 Jeff Hooper /Autohaus Stuttgart Closed 4 2012008 PL 1 1/1 81201 1 Vitoria Paulsen 1064 Manzana Place Lafayette $ ID# S 120.00 Virginia Paulsen Closed 5 2012012 PL 1/9/2012 Sheri Cabral 1941 1st Avenue Walnut Creek $ $ 330.25 Sheri Cabral Closed 6 2012014 PL 21512012 Manuel Pinlo 60 Linda Court Danville $ Open $ 300.00 Manuel Pinto Open 7 2012015 SSO 3/912012 Ra Bohaine 144 Hall Lane Walnut Creek S 750.00 $ 7.74 P Card - Mt D. Landscape Closed 8 2012016 PL 1/26/2012 Thomas Lile & Assoc 22450 Morello Ave Pleasant Hill $ - $ 735.75 Roto Rooter_ Closed 9 2012017 PL 2/2512012 Tim Smith 1560 Westwood Court Walnut Creek $ - $ 150.00 Tim Smith ID# Loss DOL Other Party Location Open 10 2012018 SSO 4/3/2012 Diane Simon 2031 Ellnora Dr. Pleasant Hill $ 153.55 $ - Closed 11 2012019 SSO 4/12/2012 Rebecca Turnbull 175 Saranap Walnut Creek C _ $ _ 531.13 51901011 Open 12 2012020 SSO 411312012 Donavan Tom 116 Glorletta Blvd. Orinda $ 5,000.00 $ 1,712975 Roto Rooter 8/3/2011 Drew Gaylord Lafayette #245 $ $ 1,659.79 $ 1,149.13 Restoration Mgt Co. Open 13 2012022 PL 3@012012 Lena &Lawrence Medina 1509 Mission Drive _ Danville $ $ 179.75 Lena & Lawrence Medina Total - OF/PR $ 5,903.55 $ 5,872.11 LIABILITY INCIDENTS - OTHER Status # ID# Loss DOL Other Party Address City Reserve Paid to Date Paid to Typ Closed 1 2012002 GL 7/16/2011 Ron Roberson 1190 Keaveny Cl. Walnut Creek $ $ 965.48 Ron Roberson Closed 2 2012004 GL 1/27/2011 Connie Easterly 15 Green Street Martinez $ $ 2,500.00 Closed 3 2012007 GL 10/3/2011 Bob Hansen 4085 Legion CL Lalayette $ $ 6,300.00 Bob Hansen Open F 2011017 GL 1011- 15/10 Kathleen Daly 025 Green Street Martinez $ $ Closed 4 2012013 GL 1/6/2012 Mark Frazier 2090 Rockspring Place Walnut Creek $ $ 563.50 Block Environmental Svcs Total - Liab. $ $ 10,328.98 PROPERTY INCIDENTS Status # ID# Loss DOL Other Party Address City Reserve Paid to Date Paid to Typ Open 1 2012021 PD 3/29/2012 Wood Group SCB $ $ Total - Property $ $ AUTO INCIDENTS Status # ID# Loss DOL Other Party Location Veh# Reserve Paid to Date Paid to Type open C 2011022 AL 51901011 Louis Phrientel 41 Lost Valley _ #252 Rodder unknown $ 2,418.75 Closed 1 2012003 APD 8/3/2011 Drew Gaylord Lafayette #245 $ $ 1,659.79 $ (1,659_79) Closed 2 2012009 AL 1/3/2012 United Cleaning Supply Lafayette_ #237 $ $ 250.00 Closed 3 2012010 AL 1/4/2012 Lisette Gonzales Lafayette #196 $ $ 5,406.97 • Open 4 2012011 AL 1/6/2012 Ali Alaee Martinez #199 $ 5,000.00 A Total - Auto $ 5,000.00 $ 8,075.72 • 5/10/2012 Expenditure Summary SELF INSURANCE FUND Vendor Name Jarvis Fay Doporto &Gibson, LLP Roto- Rooter Sewer Service Jarvis Fay Doporto & Gibson, LLP Account # Account L # Case # - Case Title Check # Check 003 - 0000 - 993.14 -21 $1,987.31 lChevron Property Tax Refund 1 11030591 $1,987.31 003 - 0000 - 991.14 -22 $1,712.75 12 Donavan (Orinda) Overflow - Sewer Line Clean 2 103060 $1,712.75 003 - 0000 - 993.14 -21 $1,127.29 Chevron Property Tax Refund 3 103061 $1,127.29 CL# - Claim Log Number FY - Previous Fiscal Year GL - General Liability Claims P - Property Claims AC - Auto Claims v Printed: 5/10/2012 '.ENTRAL CONTRA COSTA SANITARY DISTRICT PROCUREMENT CARD TRANSACTION LOG IONTHNEAR: �6, IiPl qP -G lot 'I- PAGE � OF ARDHOLDER NAME : f-,Q /) Z2.ot a 1) DEPARTMENT /DIVISION 1%% 141j' J/%O ' APPROVING OFFICIAL t �� rEM DATE VENDOR NAME DESCRIPTION OF PURCHASED ITEM PROJECT NUMBER OR JOB DESCRIPTION RECEIPT NUMBER PURCHASE AMOUNT ACCOUNT NUMBER PHONE INTERNET DISPUTED E55 o 2 a 1 f SaS o0L o/c. Pam 3o A �JQ6dD//W. ao 0 4;L9, 94 3 963 Lft OA)-G Ga_5- ' M A TZA I L Yq i C f) 1+5 4 Z a-z P - FIrr1NG5 5 a SL SA/ uPPi_j W,4Sj&_ *5 111450 1 _3_-L1;l_ 6 a/ag Gkau)&L� R. s pkA 6 G e-116 w G 7- 3"10. 690 7 2q ? iAll ow YF r r,a_ Str l) rovwP o a 0b - 1- 8 a 6,6W &C 3- e15 j9&&7 97, DID 9 3611 ftu Fo:'C` Yoe_"wc I 9 152 10 3 WlVN tl0t,) Pipe i'rr°r-ld(.5 64$1�,F "�&oE 11 S uj /tviv r: L ot) F a6r✓ , 67- /43, )L-49 12 3 l_") olv' 6,4S x . T M t7 ., -7 -�1 151- 7L- 13 3/9 n QHS G S/ 0 WrrN r M a4t017LI S (0 14 31 l -Ajlrl 01vS 110-1 � e T 7 ,FZ2 1 _,o0 • r79 15 r - X► x n/ 6 (_ j5 6 0 -4 7 7 00 16 3/i hJ� N111-0,V S L_ m) 1112%.L50. `7 • o 17 3 I Na, IM -rd V c [--� 112217-2434- 3-51;,1414 18 / ,SC AND r C -Sc-k -7 Cr. -7 Lp 19 �/ � �1rjN L LSO V gEW r� 13► (. Jp i-, ✓ES Q48�7 uL4- I !0 'fi Wr "itoev -S00 4X-1 GALL eusHI:)G 5 H.4 i TOTAL: Z (Total must match the total on the monthly statement, less any disputed items) ;COUNT #: ()0j 0 440 3 7/PURCHASE SUMMARY: EN c2 f% L R►g I S J MA-1417- f A/r ;COUNT #: :COUNT #: :COUNT #: AMOUNT AMOUNT. AMOUNT. TOTAL arges for the assigned Cardholder have been verified All charge slips receipts and credit receipts have :n matched and charges properly coded to the correct general ledger account. The billing statement has m reviewed with the Cardholder and all charges and /or credits are correct as billed. Any disputed items are on the attached Statement of Questioned Item form. All materials, goods and supplies have been ewed inspected and used for official District business All purchases have been made in compliance with District's Purchasing Policies and procedures and competitive sealed bids or proposals or quotations were required for any of the listed purchases . telephone or Internet orders, check "Phone /Internet' column and attach Telephone /Internet ier /Credit Receipt Form in lieu of a receipt PURCHASE SUMMARY: PURCHASE SUMMARY: PURCHASE SUMMARY: (Total must match the total provided above and the total on monthly statement, less any disputed items) CARDHOLDER SIGNATURE Date 4- 1 0- -La APPROVING d I^ OFFICIAL SIGNATURE — Date CENTRAL CONTRA COSTA SANITARY DISTRICT PROCUREMENT CARD TRANSACTION LOG MONTHNEAR: February 2012 — March 2012 CARDHOLDER NAME, Jim Kneis PAGE 1_ OF DEPARTMENT /DiVISION: Plant Operations/ Maintenance APPROVING OFFICIAL: David Robbins ACCOUNT #: 00104408200603 ACCOUNT #: 00104408200604 ACCOUNT* 00104408201103 AMOUNT: 4,471.25 VENDOR NAME DESCRIPTION OF PURCHASED ITEM PROJECT NUMBER OR JOB DESCRIPTION RECEIPT NUMBER PURCHASE AMOUNT ACCOUNT NUMBER PHONE INTERNET DISPUTED ITEM DATE 1 2/29 Battery Specialist Modicon CPU Batteries Operating Supplies 95499 835.98 00104408201103 1 2 2/29 Support Product Services Aux. Boiler ECOM Analyzer Repair Outside Repairs 2482 500.92 00104408200604 P 3 2/29 RM Automation Inc. Seal Tank Air Regulators General Repairs 00013492 118.74 00104408200603 P 4 3/01 Cosa Instrument Corp. Oxygen Analyzer Filters Operating Supplies 003159 286.67 00104408201103 P 5 3/09 Battery Specialist Modicon CPU Batteries Operating Supplies 95687 191.40 00104408201103 1 6 3/09 McMaster Carr Nylon Flange Bolts — Lime Levels General Repairs 20006583 22.49 00104408200603 1 7 3/09 McMaster Carr Air Comp. Heat Exchanger Gauge General Repairs 20081621 237.15 00104408200603 1 8 3/09 Radwell International Aer. Unit 3 Vibration Card Repair Outside Repairs JOW259:352 450.00 00104408200604 P 9 3/12 3/14 McMaster Carr Teddscom 22229 Pos. Feedback Coupler Lab Furnace Fan General Repairs General Repairs 20309834 29605658 81.95 82.19 00104408200603 00104408200603 1 P 10 11 3/15 Ga esco Engineering Furnace Thermocouples-Wells General Repairs 024452 2345.89 00104408200603 P 12 3/15 Siemens Industry Inc. Ras Flow Meter Display - Shield General Repairs 5565785123 220.28 00104408200603 P 13 3/16 Instrument & Valve Svcs. Hart Communicator Upgrade Outside Repairs 3335231 703.10 00104408200604 P 14 3/16 Motion Industries Aeration Unit Solenoids General Repairs 659403 446.14 00104408200603 P 15 3/16 Caltrol Inc. 22229 Position Transmitter General Repairs 264211 RI 916.42 00104408200603 P 16 17 18 TOTAL: 7,439.32 (Total must match the total on the monthly statement, less any disputed items) ACCOUNT #: 00104408200603 ACCOUNT #: 00104408200604 ACCOUNT* 00104408201103 AMOUNT: 4,471.25 PURCHASE SUMMARY: General Repairs AMOUNT: 1,654.02 PURCHASE SUMMARY: Outside Repairs AMOUNT: 1,314.05 PURCHASE SUMMARY: Operating Supplies ACCOUNT #: 0020000900 1110 7194CC AMOUNT: TOTAL 7,43932 Charges for the assigned Cardholder have been verified All charge slips, receipts and credit receipts have been matched and charges properly coded to the correct general ledger account. The billing statement has been reviewed with the Cardholder and all charges and /or credits are correct as billed Any disputed items are listed on the attached Statement of Questioned Item form All materials, goods and supplies have been received, inspected and used for official District business All purchases have been made in compliance with the District's Purchasing Policies and procedures and competitive sealed bids or proposals or quotations were not required for any of the listed purchases. For telephone or Internet orders, check "Phone / Intemet" column and attach Telephonelintemet Order /Credit Receipt Form in lieu of a receipt. PURCHASE SUMMARY: 'Miscellaneous (Total must match the total provided above and the total on monthly statement, less any disputed Items) CARDHOLDER SIGNATURE r APPROVING OFFICIAL SIGNATURE Z� veg�� CENTRAL CONTRA COSTA SANITARY DISTRICT PROCUREMENT CARD TRANSACTION LOG PAGE 1 OF _1 MONTH/YEAR: March/2012 DEPARTMENT /DIVISION: POD APPROVING OFFICIAL: Dave Robbins CARDHOLDER NAME: Matthew Mahoney PHONE {Total must match the total on the n TOTAL: 3924.24 statement, less any disputed items) ACCOUNT #: 00104408300603 AMOUNT: 3924.24 PURCHASE SUMMARY: DESCRIPTION OF PURCHASED ITEM rnw��. • ,...... -•�• • OR JOB DESCRIPTION NU MBER NU AMOUNT ACCOUN T NUMOrn n. cn..�. —•— EM DATE VENDOR NAME 6" 300# Gate Valve R.O. Unit cleaners 2" Keckl Valve Freight for item #3 Wo#46240 Mech Sho Wo#46479 Wo#46479 3537JC WA 048403-00 048403 -00 1540.65 358.74 2008.61 16.24 00104408300603 00104408300603 00104408300603 00104408300603 Phone Phone Phone Phone No o No o 1 02/23 Bay Valve Service Inc ECOLAB Center 2 02/29 3 03/12 Pittsbur Winnelson A 03/14 Pittsburg Winnelson {Total must match the total on the n TOTAL: 3924.24 statement, less any disputed items) ACCOUNT #: 00104408300603 AMOUNT: 3924.24 PURCHASE SUMMARY: PURCHASE SUMMARY: AMOUNT: ACCOUNT #: PURCHASE SUMMARY: AMOUNT: ACCOUNT #: PURCHASE SUMMARY: AMOUNT: ACCOUNT #: the total provided above and the total on monthly statement, less any disputed items TOTAL 3924.24 (Total must match Charges for the assigned Cardholder have been verified. All charge slips, receipts and credit receipts have coded to the correct general ledger account. The billing statement has been matched and charges properly been reviewed with the Cardholder and all charges and/or credits are correct as billed. Any disputed items are supplies have been Date 3 28 Z listed on the attached Statement of Questioned Item form. All materials, goods and for official District business. All purchases have been made in compliance with CARDHOLDER SIGNATURE received, inspected and used the District's Purchasing Policies and procedures and competitive sealed bids or proposals or quotations were not required for any of the listed purchases. L For telephone or Internet orders, check "PhoneAnternet" column and attach Telephonellnternet APPROVING Date OFFICIAL SIGNATURE 2e2zl� Order /Credit Receipt Form in lieu of a receipt. CENTRAL CONTRA COSTA SANITARY DISTRICT PROCUREMENT CARD TRANSACTION LOG MONTH /YEAR: MARCH, 2012 CARDHOLDER NAME: ROY MANES DEPARTMENT /DIVISION: POD / Buildings and Grounds APPROVING OFFICIAL: PAGE _1 OF _1 DAVID ROBBINS ITEM DATE VENDOR NAME DESCRIPTION OF PURCHASED ITEM PROJECT NUMBER OR JOB DESCRIPTION RECEIPT NUMBER PURCHASE AMOUNT ACCOUNT NUMBER PHONE INTERNET DISPUTED 1 2/23/12 Grainger Tool Retractor UV Facility Repairs 9763010502 $ 283.19 001 - 04400- 850.06 -03 Internet 2 3108/12 Grainger Inflator Gauge Shop Repairs 9774255450 $ 91.19 001 - 0440 - 850.06 -03 Internet 3 3/12/12 Lowe's Muriatic Acid Repairs to Pond P 835214 $ 162.80 001 - 0440 - 850.06 -03 4 3/12/12 The Home Depot Roofing repairs, Patch Repairs to roof C 46619 $ 127.45 001 - 0440 - 850.06 -03 5 3/15/12 The Home Depot Roofing repairs, parts Repairs to roof C 46619 $ 139.03 001 - 0440 - 850.06 -03 6 3/15/12 Grain er Repair tools and supplies Shop Repairs 9780152634 $ 431.78 001 -0440- 850.06 -03 Internet 7 3/19/12 Omega Industrial Supply Emergency repair, parts and supplies Shop Repairs SO021891 $ 2456.04 001 - 0440 - 850.06 -03 8 3/19/12 Grainger Repair and maintenance tools, vac MRC maintenance 9782155692 $ 525.49 001 -0440- 850.06 -03 Internet 9 10 11 12 13 14 15 16 17 18 19 20 ACCOUNT #: 001 -0440- 850.06 -03 ACCOUNT #: ACCOUNT #: ACCOUNT #: TOTAL: $ 4,216.97 statement, less any disputed items) AMOUNT: $ 4,216.97 ✓ PURCHASE SUMMARY: Buildings and Grounds, General Repairs and Maintenance AMOUNT: AMOUNT: AMOUNT: PURCHASE SUMMARY: PURCHASE SUMMARY: PURCHASE SUMMARY: TOTAL $ 4,216.97 (Total must match the total provided above and the total on monthly statement, less any disputed iterr Charges for the assigned Cardholder have been verified. All charge slips, receipts and credit receipts have been matched and charges properly coded to the correct general ledger account The billing statement has been reviewed with the Cardholder and all charges and /or credits are correct as billed. Any disputed items are listed on the attached Statement of Questioned Item form All materials, goods and supplies have been received, inspected and used for official District business All purchases have been made in compliance with CARDHOLDER SIGNATURE Date. the District's Purchasing Policies and procedures and competitive sealed bids or proposals or quotations were oe not required for any of the listed purchases n For telephone or Internet orders, check "Phone /Internet" column and attach Telephone /Internet APPROVING Order /Credit Receipt Form in lieu of a receipt OFFICIAL SIGNATURE