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HomeMy WebLinkAboutBUDGET AND FINANCE AGENDA 08-13-12Jl Central Contra Costa Sanitary District SPECIAL MEETING OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT BUDGET AND FINANCE COMMITTEE Chair McGill Member Nejedly Monday, August 13, 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 August 13, 2012 Page 2 1. 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 • Check 191055, payable to Pacific Water Resources, in the amount of $74,338.82 Staff Recommendation: Review staff's response and provide direction if needed. 4. Receive update on findings from staff's meeting with financial advisors Fieldman, Rolapp & Assoc., potential bond underwriter Prager and Co. to discuss the calculation and funding of the unfunded liability. Representatives from both companies will be present to summarize their findings to date. Staff Recommendation: Receive the update. *5. Receive update on whether Deferred Compensation Committee Members need to file Form 700s Staff Recommendation: Receive the update. 6. Risk Management *a. Review Loss Control Report and discuss outstanding claims Staff Recommendation: Review the report, discuss outstanding claims and provide direction if needed. 7. Expenditures *a. Review Expenditures Staff Recommendation: Review and recommend Board approval. *b. Review Legal Expenditure Summary Staff Recommendation: Review Legal Expenditure Summary. Budget and Finance Committee August 13, 2012 Page 3 *c. Discuss the labor negotiations portion of the May 31, 2012 Meyers Nave invoice Staff Recommendation: Discuss the invoice and provide direction to staff if needed. 8. Reports and Announcements 9. Suggestions for future agenda items 10. Adjournment * Attachment 3.a. Central Contra Costa Sanitary District August 13, 2012 TO: BUDGET AND FINANCE COMMITTEE FROM: THEA VASSALLO, FINANCE DIRECTOR VIA: ANN FARRELL, GENERAL MANAGER SUBJECT: PACIFIC WATER RESOURCES EXPENDITURE FOLLOW -UP At the July 31, 2012 Budget and Finance Committee meeting, staff was asked to provide additional information on the following: Check# Date Amount Vendor 191055 7/19/12 $74,338.82 Pacific Water Resources Finance Manager Thea Vassallo spoke with Roy Manes Buildings and Grounds Supervisor and Glen Bradley Mechanical Maintenance Technician. Invoice is for normal O &M and includes replacement of parts on the primary effluent pumps 1 and 2. The primary effluent pumps are very large pumps (75mgd, horsepower: 400) that lift the entire plant flow from the primaries up to the secondaries. Pictures of the individual replacement parts were not available but pictures of the two pumps are attached and are marked PE Pump 1 and PE Pump 2. A copy of the Pacific Water Resources invoice and purchase order information is attached for your convenience and review. PAC 11 Water Resources 1499 Bayshore Boulevard, Suite 201 Burlingame, Callfornla 94010 -1741 (650) 259 -0320 • Fax(650)259 -0322 www.paclf cwaterresources com Bill To Central Contra Costa Sanitary District Attention: Accounts Payable 5019 Imhoff Place Martinez, CA 94553 -4392 Invoice C r rvu Date Invoice # to 7/2/2012 12111 Ship To Central Contra Costa Sanitary District 5019 Imhoff Place Martinez, CA 94553 -4392 Tag P.O.039293 P.O. Number Terms Rep Ship Via F.O.B. Project 039293 Net 30 AB 7/2/2012 Best Way FOB Factory Quantity Item Code Description Price Each Amount Flowserve Parts/ Flowserve 42 MC Pump Serial #74 -Z- 000892 -1/2 CENT At .RTA SAdd7nR "D(sTFlI •r 1 880164 -02 Wear Ring, Suction Head ACCOUm71 WIPER 27,910.36 A'.0UNT 27,910.36T 3 12 801591 -03 Screw, Suction Wear Ring 25.50 306.00T 1 880163 -01 Wear Ring, Impeller 17,953.93 17,953.93T 16 801591 -03 Screw, Impeller Wear Ring T!' FA,- s 25.50 408.00T 1 88448092 LF, Y0' CF ACCUgACV CHECVF, o P.V Sleeve, Shaft, for Split nPr —r; ;,.rr — 4,852.29 4,852.29T sv pA 1 801940 -13 Bearing, Thrusty „ nA V 12,878.72 12,878.72T 1 8166733 Bearing, Roller 2,865.71 2,865.71T /// 1 88472891 Gasket, Suction Head to Casing 1' l'�`Y 1,060.07 1,060.07T (640172 -23 Old Part Number) 1 Freight Factory Freight 474.35 474.35 Sales Tax, Contra Costa County, CA 8.25% 5,629.39 Thank you for your business. Total $74,338.82 O co O 4 d2aRNeR��O p'rn 00\O.y�\c7 C >, OONO3N0•• ts4 000 1ce)It, O 0 U O u g O S 0 >4 +a � � +� m L --G (U ac a•N•> U L 0 a v� — wm�u C7Np•t�fdU <ceC0 00Q 0 N OMLO N O'OU Cn00 rO u�� �z O 3 co co S ro U) [� o cga woo R *� moo � •• � 000 QUU fx U +� 000 is �mm 3 x3 z C :3 aL+ OOL -a. O� IN U rn �UM�FFzLa] z �•� Of N M NU gtn N 0b CA U4 \¢ z -� LO E O L LLVI a zC NBC O > C O E co pp, O =(U - C, +emu Z tou)F -n La, u L> ,.• m m O O — L• -• m M L to • -� '0 0.O 0W Q -+� E O Ch C; C•- > > C; Q) N C L O U O C C 7 0 L L o 0 (U >U) muV) LT. LT. U F,ce � q �4� �a LT. V Ir u� q C MILi. I q Bu OG Ix01 ww [i C7 Li. m H N Li. 4'- -w- H S2 S s d w V ire S a, V c� v QJ 0 � V ! V DJ 0O C�OCCf)O N LO ,;6 00 Cl) 00 N �OO anti 00 � � O O h O cm T)� Em Sao u Q) u v`z u u> En L. L.•..• N C•— O 0 L•.L?10 vp > >a-- c O� BCD m rn A ca > J °a .. q co O 4 d2aRNeR��O p'rn 00\O.y�\c7 C >, OONO3N0•• ts4 000 1ce)It, O 0 U O u g O S 0 >4 +a � � +� m L --G (U ac a•N•> U L 0 a v� — wm�u C7Np•t�fdU <ceC0 00Q 0 N OMLO N O'OU Cn00 rO u�� �z O 3 co co S ro U) [� o cga woo R *� moo � •• � 000 QUU fx U +� 000 is �mm 3 x3 z C :3 aL+ OOL -a. O� IN U rn �UM�FFzLa] z �•� Of N M NU gtn N 0b CA U4 \¢ z -� LO E O L LLVI a zC NBC O > C O E co pp, O =(U - C, +emu Z tou)F -n La, u L> ,.• m m O O — L• -• m M L to • -� '0 0.O 0W Q -+� E O Ch C; C•- > > C; Q) N C L O U O C C 7 0 L L o 0 (U >U) muV) LT. LT. U F,ce � q �4� �a LT. V Ir u� q C MILi. I q Bu OG Ix01 ww [i C7 Li. m H N Li. 4'- -w- H S2 S s d w V ire S a, V c� v QJ 0 � V ! V DJ i I A map. iti l i1 . ........ ,a -rte. R.1 rM�r I ',1, Isla i f d WWI �h -1 1 � Not r d J i PE pump 2 5 Central Contra Costa Sanitary District August 13, 2012 TO: HONORABLE MEMBERS OF THE BUDGET AND FINANCE COMMITTEE FROM: ELAINE R. BOEHME, SECRETARY OF THE DISTRICT C--o SUBJECT: DEFERRED COMPENSATION COMMITTEE MEMBERS — STATEMENTS OF ECONOMIC INTERESTS (FORM 700s) At a prior meeting of the Budget and Finance Committee, Chair McGill asked whether the members of the District's Deferred Compensation Committee (DCC) are required by the District to file Statements of Economic Interests (Form 700s), which they are not. The DCC is made up of one non - management representative from each department. The scope and responsibilities of the DCC and its members (attached) was sent to the Fair Political Practices Commission (FPPC) and their recommendation requested. The FPPC referred me to the County, who is our Code - Reviewing Body. The County declined to make a recommendation and referred me to the District's Conflict of Interest Code. I am currently undertaking a comprehensive review /update of our Conflict of Interest Code, assisted by Meyers Nave Attorney Jennifer Faught. In reviewing our Code and the scope and duties of the DCC members, Ms. Faught opined that, since they are not required to disclose their investments in our Deferred Compensation Program, and they have very limited scope, they are exempt from filing Form 700s (see exception below). Common Non - Reportable Interests Schedule A- 1 /A -2: Insurance policies, government bonds, diversified mutual funds, certain funds similar to diversified mutual funds (such as exchange traded funds) and investments held in certain retirement accounts. (Regulation 18237) Attachment: Deferred Compensation Committee Administrative Procedures CENTRAL CONTRA COSTA SANITARY DISTRICT DEFFERED COMPENSATION PLAN ADMINISTRATIVE PROCEDURES 1. INTRODUCTION 1.1. Purpose The purpose of the Deferred Compensation Plan (Plan) is to offer an attractive employee benefit under which tax - deferred contributions, in lieu of current income, will provide future payments upon death, disability, retirement, or other termination of employment with the District. 1.2. Qkb In January 1976, the District voluntarily withdrew from participation in the Federal Social Security System and established a Deferred Compensation Plan. Current Federal Law allows employees to defer a portion of their salary that would otherwise be considered taxable wages by participating in a Deferred Compensation Plan. To participate in the Plan, an employee must contribute a minimum of $10 per month. The maximum contribution during any tax year shall not exceed the limit established by law. 1.3. Administration The District has entered into agreements with three deferred compensation providers to act as Plan Administrators. The District has the sole authority to enforce the Plan and is responsible for the operation of the Plan. 2. DEFERRED COMPENSATION PLAN ADVISORY COMMITTEE To facilitate the internal administration of the Plan, a Deferred Compensation Plan Advisory Committee (Committee), operating under the guidance of the District Controller as Chairperson was established. 2.1. Committee Membership One non - management employee is selected from each department to serve on the Committee. Selection of department representatives to the Committee is the responsibility of the Department Directors. The Controller is responsible for notifying the Department Director when a representative's term has expired or when a replacement is needed for any other reason. 2.2. Term of Service Committee members serve a minimum of a two -year term. Should a department representative resign, terminate employment, or transfer to another department during the term, the Director of the department losing representation selects a replacement member. -t - U Cwv�, 2.3. Scope of Committee Activities , Included in the scope of activities are (1) establish internal administrative procedures, (2) develop a document summarizing the Plan, (3) review accountability by Plan Administrators, (4) review requests for emergency withdrawals, (5) review investment performance, (6) report to District management and the Board of Directors. 2.4. Operation of the Committee The Committee meets as often as it determines necessary, agrees upon rules of order, and keeps the records it deems appropriate. 3. CHANGES AFFECTING THE DEFERRED COMPENSATION PLAN Any changes in the Internal Revenue Service regulations and laws which would affect the contribution amount are communicated by the Controller to the employees and the Committee for revisions to various written documents. The Committee shall establish a review schedule for the Administrative Procedures and the Plan Summary to ensure that these documents are current. 4. DOCUMENT PROCESSING All forms required for enrollment, changes, emergency withdrawals, and termination withdrawals, are available through the Accounting Office. The three providers prepare a quarterly statement of earnings for each employee which is sent to the employee's current address. Usually, statements distributed each quarter are for the quarter ending the previous month. 4.1. Enrollment The Human Resources Division provides all new employees with an information packet contalning the Administrative Procedures for the Deferred Compensation Plan and a copy of the Plan summary. A representative from each of the three providers is available to meet with the employee and explain the Plan (including the fees and risks associated with various options). If the employee elects to participate, the plan representative has him/her sign enrollment forms, which are returned to the Accounting Division by the employee for processing. The employee can elect to enroll at any time. The Accounting Office processes the enrollment application as follows: 4.1.1. Checks forms to see that they have been filled out completely and correctly. Confers with the employee on any questions. 4.1.2. Obtains authorized District Signature (Controller). 4.1.3. Forwards the signed enrollment forms to the selected Plan Provider -2- 4.1.4. Sends a copy of the signed forms to the employee. 4.1.5. Starts payroll deductions. 4.2. Changes to a Participant's Account Employees may make changes to their account during any month. By filling out the appropriate forms obtained through the Accounting Office, an employee may make one or more of the following changes to his/her account, effective the following pay period. 4.2.1. An employee who elected not to participate when hired may enroll In the Plan. 4.2.2. An employee may change the amount of his/her personal contribution to the Plan (increase or decrease). 4.2.3. An employee may change the account allocation of moneys previously contributed (move money among fixed and variable accounts). 4.2.4. An employee may change the allocation of future contributions. 4.2.5. An employee may change providers. Forms are available in the Accounting Office and will be processed by the Accounting staff. 4.3. Emergency Withdrawal Only in the event of extreme financial hardship may an employee make a cash withdrawal from the Plan. An unforeseeable emergency beyond the employee's control must exist. Any amount withdrawn is subject to federal and state taxes. Emergency Withdrawal Applications are available in the Accounting Office. Although applications are processed as expeditiously as possible, the approval procedure may take as long as 30 days. The procedure is as follows: 4.3.1. The employee receives an emergency withdrawal packet from the Accounting Office and returns the completed forms and required documents to the Controller. 4.3.2. The Controller notifies Committee members of the application. 4.3.3. The Controller and the Administrative Department representative review the request and back up support documents to ensure the request meets the IRS requirements. 4.3.4. The Committee advises the applicant, in writing, of its position on the application. 4.3.5. An authorized District signature (the Controller) is obtained. 4.3.6. The Controller sends a cover letter and the withdrawal form to the appropriate Plan Provider. 4.3.7. The employee receives a check from the Plan Provider in approximately two weeks. -3- 4.3.8. If the application for emergency withdrawal is approved, the applicant may also reduce his/her personal contribution to the minimum amount ($10). 4.4. Terminations (Includes Retirement) Upon termination, a number of options are available to employees, as described in the Plan Summary. An employee leaving the District will be encouraged to meet with their Plan Provider to discuss the various withdrawal options. If the employee elects to make a full or partial cash withdrawal, he /she completes a "Withdrawal Request" form and returns it to the Accounting Office where it is processed as follows: 4.4.1. Form is checked for accuracy and completeness. 4.4.2. An authorized signature is obtained (the Controller). 4.4.3. A copy is sent to the employee. 4.4.4. The completed form is sent to the appropriate Plan Provider. 4.4.5. 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Jl Central Contra Costa Sanitary District The Central Contra Costa Sanitary District Agenda Item 7.a. — Review Expenditures is available for review at the below listed location because it is too large for useful imaging within this electronic packet. We apologize for any inconvenience. Central Contra Costa Sanitary District 5019 Imhoff Place, Martinez Monday through Friday: 8:00 a.m. to 5:00 p.m. Please contact Elaine R. Boehme, Secretary of the District, with any questions: Telephone: (925) 229 -7303 Email: eboehme @centralsan.org lift m E ''E V/ L A� W J 0 Z U. 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O I,::) O O O 1,=) O O a) U) a) Y E c0 cu cu Z o a c � > co Z a) a a) 0 Y °) U U') Ld' N U � co O P N CO H LU 7 O LL' a �-b v O N C CL O r w (d CL 4-6. Meyers, Nave 2011 January February March April May June July August September October November December 2012 January February March April May June July August September October November December Labor Negotiations 3,327.21 5,018.68 1,084.48 9,268.35 13,719.60 32,418.32 15,717.50 24,412.61 22,872.80 24,087.78 14,703.34 101,794.03 Totals $134,212.35