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HomeMy WebLinkAboutBUDGET AND FINANCE AGENDA 07-02-12Jl Central Contra Costa Sanitary District SPECIAL MEETING OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT BUDGET AND FINANCE COMMITTEE Chair McGill Member Nejedly Monday, July 2, 2012 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: JAMES A. NEJEDLY President DA V7D R. 97LLIAMS President Pro Tem BARBARA D. HOCKETT MICHAEL R. MCGILL MARIO M. MENESINI PHONE: (925) 228 -9500 FAX.• (925) 676 -7211 www.centralsan.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 2, 2012 Page 2 Call Meeting to Order 2. Public Comments 3. Old Business *a. Review staff's response to the Committee's request for additional information regarding Expenditures reviewed at previous meeting Staff Recommendation: Review staff's response and provide direction if needed. *b. Review staff's response to the Committee's request for additional information regarding what the District has paid Bob Murray & Associates from 2008 forward and for what services Staff Recommendation: Review staff's response and provide direction if needed. *4. Review issues regarding standard language for District consulting contracts Staff Recommendation: Review and provide direction if needed. 5. Risk Management *a. Review Loss Control Report and discuss outstanding claims Staff Recommendation: Review the report, discuss outstanding claims and provide direction if needed. 6. Review Position Paper approving recommendation of Deferred Compensation Committee to consolidate management of 457 and 401 (a) Deferred Compensation Plan assets under one carrier, ICMA -RC (Item 8.a. in Board Binder) Staff Recommendation: Review and recommend Board approval. 7. Receive update on permit counter and connection fee matters and proposed fee recovery plan (Item 7.a.1) in Board Binder) Staff Recommendation: Receive update. Budget and Finance Committee July 2, 2012 Page 3 8. Review May 2012 Financial Statements and Investment Reports (Item 3.c. in Board Binder) Staff Recommendation: Review and recommend Board approval. 9. 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. 10. Reports and Announcements 11. Suggestions for future agenda items 12. Adjournment * Attachment 3.a. Central Contra Costa Sanitary District June 25, 2012 TO: BUDGET AND FINANCE COMMITTEE VIA: ANN FARRELL, GENERAL MANAGER Ivy<_ FROM: STEPHANIE KING, PURCHASING & MATERIALS MANAGER SUBJECT: FOLLOW -UP ON EXPENDITURE QUESTIONS This memo is to explain some of the questions brought up in the last Budget & Finance Committee meeting related to the expenditures report. A question was asked regarding our uniform suppliers and why we had two, Aramark and G &K. G &K is the vendor that won the RFP for our uniform /towel /mat rental and laundering program. These are for uniforms we rent and have laundered. We purchase polos, jackets, and shirts from Aramark. An analysis was done a few months ago and Aramark's pricing on purchased items was lower than G &K. In addition, Aramark's options were more heavy duty. Also, G &K does not offer tall sizes in the button down shirts. We do, however, purchase a specific all cotton button down shirt from G &K because Aramark doesn't offer an all cotton option. We also purchase polos and shirts from Land's End on occasion. These are usually for smaller women's sizes, as many women do not fit in the standard Aramark sizes. A similar question was asked about the two different stores we use to buy safety shoes, Quenvold's and Red Wing. One shoe source does not fit all types of needs. Quenvold's has a good selection for men but a limited selection for women. Red Wing has more choices for women's sizes. We also allow special orders from internet sources due to foot needs. The dollar amount is dictated by the MOU and supervisors are to approve all safety shoe purchases and replacements to make sure they are meeting specs of the required work. The requirements are shared with the work groups during safety training. The shoe vendors are very familiar with the ASTM requirements as referenced in CalOSHA's regulation. Each shoe is labeled with the ASTM testing criteria and lists the specs of the shoe. Safety has shared information with supervisors regarding the need to verify the ASTM labeling before their employees purchase the shoes. If the shoe has not been tested by ASTM standards, the shoes are not allowed to be used at work. The employee and the employee's supervisor are responsible for ensuring the shoes purchased are appropriate for the work group. A suggestion was made to purchase task chairs in volume rather than one by one. Chairs are "fitted" by Safety as individuals request new chairs. Each chair is "fit" for each person - regular or short cylinder; small, medium, or high back; with or without a seat depth adjustment, etc. In addition, the last time the Budget & Finance Committee questioned these purchases, we found that the amount spent per year was less than $3,500, so our savings from volume purchases may be minimal. It wouldn't be cost effective to stock chairs in the warehouse and ordering one type of chair may be an ergonomic issue for staff. Our pricing for Izzy chairs is based on a CMAS (California Multiple Award Schedules) contract price negotiated by the State of CA, which ensures we are receiving a competitive and reasonable price on these chairs. Finally, there was a question regarding payment of DMV registration fees for two trailer mounted pumps for CSO. Upon further investigation, it was revealed that these trailers were improperly designated in DMV records as "Special Equipment" rather than "Exempt." Staff has changed the registration status for these vehicles and no further registration fees are anticipated. 3b. Central Contra Costa Sanitary District June 29, 2012 TO: BUDGET AND FINANCE COMMITTEE VIA: ANN E. FARRELL, GENERAL MANAGER FROM: THEA VASSALLO, PROVISIONAL FINANCE MANAGER SUBJECT: BOB MURRAY AND ASSOCIATES CONTRACTS AND BILLINGS Attached is a spread sheet summarizing the billings from Bob Murray and Associates for three recruitments conducted since 2008 as well as for assistance with performance reviews for the General Manager, Secretary of the District and District Counsel. The contracts and invoices for these efforts will be available for review at the Budget and Finance Committee meeting. 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Central Contra Costa Sanitary District June 29, 2012 TO: BUDGET AND FINANCE COMMITTEE VIA: ANN FARRELL, GENERAL MANAGER 0�, - FROM: STEPHANIE KING, PURCHASING & MATERIALS MANAGER SUBJECT: CONTRACT /AGREEMENT ISSUES It has come to my attention that the Budget and Finance Committee has raised some concerns regarding the contracting process. The contractual issues which surfaced during the Bob Murray reviews pointed out areas of concern related to the compensation section of the agreement and the fee schedule. In "Article 4 Compensation," it stated that compensation would be based on the consultant's hourly rates as specified in "Exhibit B Fee Schedule." Exhibit B did not contain hourly rates. This agreement was for a lump sum for professional services plus expenses not to exceed a specified amount, and therefore the compensation language should not have described an hourly rate structure. I have met with Purchasing staff to bring this to their attention and to ensure that the compensation section and fee schedule coordinate with one another from this point forward. Purchasing staff will work with the project managers to get clarification if needed. I have also communicated with management on the importance of the project managers communicating with their consultants before a contract is in place, so that they will have a clear understanding of their scope of work and deliverables, as well as how the payment process will work and what types of expenses they can expect to see. Knowing this up front, before invoices start coming in, will allow the project managers the ability to include these important details in the contract's scope of work and fee schedule. The invoicing and payment process does not usually include Purchasing. The invoice is sent from the consultant to the project manager and the project manager must sign off to verify accuracy, then they send the invoice to accounts payable for payment. The project manager must verify that the consultant has provided the services as specified in the scope of work and at the cost as specified in the fee schedule, and if not, they must get clarification from the consultant and include Purchasing if necessary. All Departments have been asked to reinforce with their project managers the need to closely monitor invoices and ensure they comply with contract terms and conditions. If there is a change in scope or cost, the project manager must work with Purchasing to ensure such changes are documented by amending the contract. Purchasing is currently reviewing our contract templates with legal and will make every effort to make these templates user friendly so they may help guide project managers through a process to help them better decide which type of fee structure to set up for their particular contracts. We are also paying particular attention to the invoicing language in the template contracts to ensure that the responsibility is placed on the vendor to provide proof and documentation to justify expenses. Purchasing is also considering adding an optional attachment for those contracts where reimbursable expenses may be included in the contract. This attachment would outline parameters and limits for travel reimbursements to ensure that travel expenses are reasonable. Purchasing is also looking into contracts and agreements that historically have not gone through the Purchasing Division, such as the contracts for legal services. We will be recommending, when reasonable, that these go through Purchasing for review, tracking, and filing purposes. Finally, I will be working with the Finance Manager to facilitate an internal audit of our contracting processes and procedures to ensure that there are no other areas that require modification or closer attention. I will be available at the Budget and Finance Committee meeting on July 2, 2012 to get your input and to discuss any concerns you may have. 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