HomeMy WebLinkAboutBUDGET AND FINANCE AGENDA 07-31-12Central
Sanitary District
SPECIAL MEETING OF THE
CENTRAL CONTRA COSTA
SANITARY DISTRICT
BUDGET AND FINANCE COMMITTEE
Chair McGill
Member Nejedly
Tuesday, July 31, 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
DAVID R. WILLIAMS
President Pro Tem
BARBARA D. HOCKETT
MICHAEL R. MICGILL
MARIO MI. MENESINI
PHONE: (925) 228 -9500
FAX: (925) 676 -7211
www.centralsanxi-g
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 a, ailable for public review at the Reception Desk,
5019 Imhoff Place, Martinei'. 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.
Call Meeting to Order
2. Public Comments
3. Old Business
4.
5
D
Budget and Finance Committee
July 31, 2012
Page 2
*a. Review staff's response to the Committee's request for additional
information regarding Expenditures reviewed at previous meeting and
legal bills
Staff Recommendation:
direction if needed.
Risk Management
Review staff's response and provide
*a. Review Loss Control Report and discuss outstanding claims
Staff Recommendation: Review the report, discuss outstanding
claims and provide direction if needed.
Review June 2012 Financial Statements and Investment Reports (Item 3.c. in
Board Binder)
Staff Recommendation: Review and recommend Board approval.
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.
7. Review Position Paper approving the continuance of the Employee Computer
Hardware Purchase Assistance Program effective August 2, 2012 for a one -year
period and discuss including as Budget line item instead of special Board
approval (Item 3.e. in Board Binder)
Staff Recommendation: Discuss need for special Board approval.
Recommend Board approval of the program continuance.
Budget and Finance Committee
July 31, 2012
Page 3
8. Reports and Announcements
9. Suggestions for future agenda items
10. Adjournment
* Attachment
3.0►.
Central Contra Costa Sanitary District
July 31, 2012
TO: BUDGET AND FINANCE COMMITTEE
FROM: THEA VASSALLO, FINANCE DIRECTOR
q_
VIA: ANN FARRELL, GENERAL MANAGERS
SUBJECT: EXPENDITURES AND LEGAL FOLLOW -UP
At the July 16, 2012 Budget and Finance Committee meeting, staff was asked to
provide additional information on the following:
Expenditures
190533 6/28/12 60,000.00 Aqua- Science
190598 6/28/12 124,082.73 Michael L. Johnson LLC
How much has been spent to date on the studies? Also, include recent info on S.F.
State University payments.
See separate memo prepared by Ann Farrell which includes cost summary.
190621 6/28/12 1,786.59 Responsive Communications
Why is the description repair radios vs. purchase?
Finance Manager Thea Vassallo met with the Provisional Finance Administrator
Todd Smithey and Provisional Accountant Janet Weeks who works closely with
the two Accounts Payable temps. We discussed the importance of the
descriptions entered on the check register. Thea had the temp research the
invoice and provide additional information on the invoice processed. Per further
review of the invoice, the District purchased four radios and four antennas.
190828 7/5/12 7,109.18 BSP Thermal Systems Inc.
What is this for? Invoice includes reimbursable items.
The services provided by BSP include inspection of furnaces, meeting with
District staff and providing a written report. BSP is the designer and builder of
the original furnaces. The inspector Robert Keller use to be local but now travels
from Denver Colorado and invoices for reimbursables. Plant Maintenance
Superintendent, Dave Robbins has instructed purchasing to retain services from
BSP.
190835 7/5/12 850.00 Cintas /Beacon Fire and
Does the vendor name need to be updated in the system? Invoiced from Cintas First
Aid and Safety.
Vendor set up in system does not need updating. The remit to name on the check
is Cintas. The name on the check register report is Cintas /Beacon Fire and is
informational only. We have several Cintas vendors. This one was formerly
Beacon Fire, we have another that was Fire Guard Service. We try to keep the
former name as part of the vendor name to show the payment history.
190885 7/5/12 5,005.00 Telstar Instruments, Inc.
Is description, Temp Svcs 6/4 -6/8 correct?
The invoice description is correct. Telstar provides temporary contractors who
are on site for periods of time. This invoice was for a Temporary Instrument
Technician that worked forty hours during the period of 6/4 — 6/8/12.
Legal
At the July 16, 2012 Budget and Finance Committee meeting, there were no legal bills
presented to the committee for review. This was correct because the last bill received
was for April which the committee had reviewed at the July 2, 2012 meeting. The
committee reviewed the invoice prior to payment which was included on the July 19,
2012 check register page 31. The May 2012 bill will be included with the agenda packet
for the August 13, 2012 Committee meeting.
Responsive Communication Services, Inc.
1771 Vineyard Dr. Suite #l6
Antioch, CA 94509
Voice: 925-755-8000 Fax 925_.755 -9000
Bill To:
Central Contra Costa Sanitary Dist
Accounts Payable
5019 Imhoff Place
Martinez, CA 94553
Customer ID
Cccsd01
Customer
039449
Admin. Services
Quote Number _ � Shipping Method
Service
Quantity �_ Item _Description
4.00 1 CP200 Motorola _ Portable Radio
4 00 NAE6522AR Antenna
S/0 0512992036 - S/N 018TNJ2284,
018TNJ2314, 018TNJ2317, 018TNJ2318
1 00 Shipp01 Shipping/Freight
�. goo►- ��I� -�� �3
IdU
Invoice Number. 24994
Invoice Date: Jun 6, 2012
Page: 1
E1,11-1
Payment Terms
Net 30 Days
Date Due Date
7/6/12
Unit Price Amount
-- 392.00 - - _ -- 1,568.00
12.25 49.00
36.191
3619
For your convenience, VISA Subtotal 1,653.19
and MasterCard are accepted. Sales Tax 133.40
Total Invoice Amount 1,786.59
Check/Credit Memo No Payment/Credit Applied
TOATL ____..._ 1,786.59
Thank you for choosing RCS, Inc.. We understand how critical your communications are and strive to provide exceptional
customer service Please continue to think of us for your communication sales and service needs.
THERMAL SYSTEMS, INC.
. ^nu r, tM 6•i.n «tr o! 65V 1.Cnn•NOt,
REMI" =CKS TO:
BSP TI..,.nal Systems, Inc.
2315 Hampden Ave
St. Paul MN 55114
EFT PAYMENTS TO:
Wells Fargo, N.A. H ABA 511400393
Acct oh BSP Thermal Systems, Inc.
Account# 0158047972
jj
CCCSD JUN i � 012
5019 IMMUFF PLACE
MARTINEZ, CA 94553 -4392
Admin. Servlc js
INVOICE
INVOICE: 1118 -12
DATE: 06/14/2012
JOB: 13155
PHASE: 0 7
CUST PO 039329
CUST JOB
TERMS: NET 30
Finance charge of 1 1/2% per month. Annual
rate of 18% is charged for late payments.
ED TO: CCCSD
5019 IMHOFF PLACE
MARTINEZ,CA 94553 -4392
REFERENCE
INSPECTION SERVICES MAY 17, 2012 • ITsRif,
INVOICE DETAIL
Description Amount
BSP MHF INSPECTION SERVICES
LABOR BY WEEK ENDING
Craft Description Code Units Rate Amount
Week Ending - 5/19/12
INSPECTION INS REG 2.00 1,400.00 2,800.00
Total 2,800.00
Week Ending Hours 2.00 Week Ending - 5/19112 Total: r�-anrt -��
L i�A. 0- [�tIL�L'OSTA
Week Ending - 5/26/12 • CEl MWITX1)T0I&TkkFAdCT
INSPECTION REPORT INR REG 34.00 100.00 %46 �''�d�itut
t� r
Total poo.ff -
Week Ending Hours 34.00 Week Ending - 5/26/12 Total: X40&.00- _- f
LABOR TOTAL: 16;200;0&-- -
Invoice Total Hours 36.00
REIMBURSABLE ITEMS vtu by t
Inv Date Invoice Number And Vendor - -
05/21/2012 AIR FARE
Inv Amount Markup o ly A
401.40 10.0% 1 441-:5 ,
05/21/2012 LODGING
05/21/2012 MEALS 156.07 10.0% 171.68 05/21/2012 MILEAGE 42.00 10.0% 46.20 77.00 10.0% 84.70
05/21/2012 MISC. EXPENSES 14.00 10.0% 15.40
05/21/2012 PARKING 13.20 10.0% 14.52
05/2112012 RENTAL CAR 100.08 10.0% 110.09
05/2112012 RENTAL CAR GAS 16.77 10.0% 18.45
05/21/2012 TOLLS 6.00 10.0% 6.60
REIMBURSABLE ITEMS TOTAL: 909.17
Thank You For Your Business
800.222.5575 t 1651.644.5459 t 1651.644.1415 f Page 1 of 2
2315 Hampden Ave, St Paul MN 55114
�- l u�- �-
THERMAL SYSTEMS, INC.
� ��: n�!1'e Buunet���lSO ff n�b�ry
REMIT= 'IECKS TO:
BSP T' lal Systems, Inc
2315 ha4den Ave
St. Paul MN 55114
EFT PAYMENTS TO:
Wells Fargo, N.A. — ABA 511400393
Acct of: BSP Thermal Systems, Inc.
Account# 0158047972
CCCSD
5019 IMHOFF PLACE
MARTINEZ, CA 94553 -4392
REFERENCE
INSPECTION SERVICES MAY 17, 2012
CUST JOB
TERMS: NET 30
Finance charge of 1 1/2% per month. Annual
rate of 18% is charged for late payments.
SHIPPED TO: CCCSD
5019 IMHOFF PLACE
MARTINEZ,CA 94553 -4392
BSP MHF INSPECTION SERVICES TOTAL:
SALES:
PAY THIS AMOUNT:
7,109.18
7,109.18
7,109.18
Thank You For Your Business
800.222.5575 t 1651.644.5459 t 1651.644.1415 f Page 2 of 2
2315 Hampden Ave, St Paul MN 55114
T 2vP Z
INVOICE
INVOICE:
1118 -12
DATE:
0611412012
JOB:
13155
PHASE:
01 -11967
CUST PO:
039329
CUST JOB
TERMS: NET 30
Finance charge of 1 1/2% per month. Annual
rate of 18% is charged for late payments.
SHIPPED TO: CCCSD
5019 IMHOFF PLACE
MARTINEZ,CA 94553 -4392
BSP MHF INSPECTION SERVICES TOTAL:
SALES:
PAY THIS AMOUNT:
7,109.18
7,109.18
7,109.18
Thank You For Your Business
800.222.5575 t 1651.644.5459 t 1651.644.1415 f Page 2 of 2
2315 Hampden Ave, St Paul MN 55114
T 2vP Z
.•:. ■wAe
Remit to:
CINTAS FAS LOCYBOX 636525
P.C. B(-,X 63652•,5
CTNCINNATT, CH 452636525
(510)721 -6190
Deliver to:
CENTRAL CCC SANITARY DIST
5t,119 IMHOFF PL
MARTINET, CA 94553
ORIGINAL ,w H,
INVOICE
CHG Invoice No Invoice Lt
0156458995 4/26/2012
Branch Rcrrl.e Customer
00156 `_,9 14041
Bill to:
CENTRAL CCC SP14IIARY DISI
5Q]9 !MR -,FF PL
MP_PTINE7, !CA 945`,'
UNIT
ITEM i DESCRIPTI, -1N PRICE
610 1 FIRE SAFETY CLASS 850.00
P01: 039-,
/ SnB- TOTAL:
TAX:
TOTAL:
`"'FOR "FOR ACCOUNTS RECEIVABLE OR TO MAYS A—0
PAYMENT, PLEASE CALL MEAGAN COOPER. AT:
(469) 248 -4815 OR EMAIL
COOPEF.M4 @CINTAS . C-�M
�r•�aw *+
CENTRAL CONTRA COSTA
SANITARY DISTRICT
ACCOUNT NUMBER I AMOUNT
OECD BY
EXT
PRICE TAY.
SS0.00 N
850.00
.00
850.00
ir rmz TA P
CUSTOMER #: CENCO
I1I j r R U N1 ; _ d r INVOICE #: 70445
1717 SOLANO NAY, UNIT 34 INVOICE DATE: 06/19/12
CONCORD CA 94520
(925) 671 -2888 Fax (925) 671 9507 — - DUE DATE: 07/19/12
.� ry
BILL TO: JOB: 23541
CENTRAL CONTRA COSTA SD CCCSD /12 INST SUPP
5019 IMHOFF PLACE adr-nin. ;arvices 5019 IMHOFF PLACE
MARTINEZ, CA 94553 MARTINEZ, CA 94553
YOUR P.O. #
DESCRIPTION QUANTITY PRICE AMOUNT
hOURS 40.00 HR 112.000 / HR 4,480.00
VEHICLE /TOOLS /TEST EQPT USE 5.00 EA 105.000/ EA 525.00
REFERENCE: FIELD REPORT DATED 6/4/12- 6/8/12 FOR
INSTRUMENTATION SUPPORT PERFORMED AT
CENTRAL CONTRA COSTA SANITARY DISTRICT
TELSTAR JOB NO. 23541
Uo Po
t NET DUET F Vt s c 7 5`605' 00
Thank you for your business! got- o4uLl. 81 a
b� -off -i
_i
ids
4
1vcL
TERMS: NET 30 DAYS: If payment is not received by the 30'h day, a .05% daily service charge (18.75% per annum)
will be charged on all accounts past due. Attorney's fees, court costs and cost of collections will be paid to prevailing
party. We accept no responsibility for consequential damages and our standard warranty applies.
WE NOW ACCEPT ALL MAJOR CREDIT CARDS
fVe offer infrared & hurnronic surveys and preventative maintenance services. Cull today for a consultation.
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Central Contra Costa Sanitary District
July 26, 2012
TO: BUDGET AND FINANCE COMMITTEE
FROM: ANN E. FARRELL, GENERAL MANAGER � UK
SUBJECT: INVESTMENT IN NUTRIENT STUDIES
CCCSD's new NPDES permit requires us to participate in a wide range of collaborative
studies over the next five years. The total cost of these studies is not defined at this
time but is expected to be in the millions of dollars. To date we have spent close to
$700,000 including in kind laboratory services.
There are four specific Nutrient study efforts required by the permit.
These include:
1. Surface Water Ambient Monitoring sampling and studies (SWAMP)
2. Effluent Characterization (Required by RWQCB in "13267" letter)
3. Joint study with State and Federal Water Contractors (SFCWA) on ammonia
toxicity to copepods
4. Joint study with BACWA on the role of ammonia and ammonium on primary
productivity in the Bay
In addition, staff recommends pursuing some independent work. To date we have
identified two areas of interest:
5. Hydrodynamic modeling of our effluent to understand its contribution to loadings
in the Suisun Bay
6. Reanalysis and reworking of the original work on ammonia toxicity to copepods
conducted by UC Davis.
Many of these efforts are still being scoped and estimated costs are not available.
Some will be funded through our contribution to BACWA. Costs to date and estimated
costs to date are listed below:
1.) SWAMP - CCCSD's contributions to the SWAMP study in 2011 and 2012 are
outlined in the following table.
CADocuments and Settings\afarrell \Desktop \Nutrient Studies B &D memo.doc
CCCSD's SWAMP Contributions
2011
2012
CCCSD Lab (analysis of metals, surfactants and nutrients)
$82,745
$82,745
Add San Joaquin Sampling Station (San Francisco State)
$23,000
$23,000
Pesticide Analysis & Data Management (Michael L. Johnson
LLC)
$83,336
$225,081
Toxicity Identification (Aquascience — originally scoped for
ELISA Rapid Diuron)
$0
$10,000
Phytoplankton Taxonomy (Econanalyst)
$0
$35,000
Toxicity Identification and Addition of Reference Toxicity
Species Thalassiosira (Aquascience)
$0
$50,000
Toxicity Identification (Aquascience — originally scoped for
Toxicity Work Plan, QAPP, Publication and Meetings)
$0
$26,750
Totals
$199,081
$452,576
2.) Effluent Characterization (Response to RWQCB13267 letter) — Estimated in-
house laboratory costs of $50,000
3.) Copepod Toxicity Study - Staff has agreed to contribute $66,000 to study and
fund an expert panel if a study plan can be agreed upon. Cost of expert panel
not currently estimated.
4.) BACWA Nutrient Work — This work is currently funded through BACWA but there
may be a need to provide supplemental funding if the emphasis of the work
continues to be on Suisun Bay as many of the BACWA members discharges to
not impact the Suisun Bay.
5.) Hydrodynamic Modeling of Effluent — Estimated at as much as $200,000. Staff
has currently authorized $65,000. If the results of the initial work indicate a value
in a more comprehensive modeling effort, staff will come to the Board for
additional authorization.
6.) Rework of UC Davis Copepod Toxicity Study — In discussions with UC Davis, not
currently estimated.
The attached spreadsheet summarizes the related invoices processed to date.
CADocuments and Settings \afarrell \Desktop \Nutrient Studies B &D memo.doc
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