HomeMy WebLinkAboutBUDGET AND FINANCE AGENDA 12-02-13Jl Central Contra Costa Sanitary District
SPECIAL MEETING OF THE
CENTRAL CONTRA COSTA
SANITARY DISTRICT
BUDGET AND FINANCE COMMITTEE
Chair McGill
Member Nejedly
Monday, December 2, 2013
3:00 p.m.
Middle Conference Room
1470 Enea Circle, Second Floor
Concord, California
INFORMATION FOR THE PUBLIC
ADDRESSING THE COMMITTEE ON AN ITEM ON THE AGENDA
BOARD OF DIRECTORS:
JAMES A. NEJEDLY
President
DA V7D R. YVILLIAMS
President Pro Tem
PA UL H. CA USEY
MICHAEL R. MCGILL
TAD J. PILECKI
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 its
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, and on the District's website at www.centralsan.org. Not every agenda item
is accompanied by written supporting material. Reports and 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 meeting 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
December 2, 2013
Page 2
1. Call Meeting to Order
2. Public Comments
3. Old Business
*a. Review staff's responses to the Committee's request for information
regarding the following expenditures at the previous meeting:
Check /
Amount
Vendor
Information Requested
Date
(see Attachment 3. for responses)
197231
$6,454.13
Dept. of
What is a "Terradex alert "?
10/10/13
Toxic
(referenced in staff's response in the
Substances
11/18/13 agenda packet)
197494
$13.17
Contra
Given the small amount invoiced, is
10/31/13
Costa
there a way the District can pre -pay a
Mosquito &
larger amount, or be billed less
Vector
frequently and in larger amounts?
Control
197495
$19.71
Cresco
Are there alternate sources for
10/31/13
Equipment
propane, such as Suburban Propane,
Rental
and is staff able to buy in bulk for less
frequent purchases?
Staff Recommendation: Review staff's responses.
4. Review proposed Board Member conference attendance for 2014 (Item 3.e. in
Board Binder)
Staff Recommendation: Review and recommend Board approval.
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.
b. Discuss new claims
1) Bulldog Gas and Power, LLC, 890 Waterbird Way, Martinez
2) Mr. Tom Loukos, 267 Fairway Drive, Danville
Budget and Finance Committee
December 2, 2013
Page 3
Staff Recommendation: Discuss new claims and provide direction if
needed.
6. Review October 2013 Financial Statements and Investment Reports (Item 3.c. in
Board Binder)
Staff Recommendation: Review and recommend Board approval.
7. Review Expenditures (Item 3.b. in Board Binder)
Staff Recommendation: Review and recommend Board approval.
*8. Review and discuss draft Position Paper to adopt resolution and authorize a
contribution supporting a Walnut Creek Watershed Council
Staff Recommendation: Review and recommend Board approval.
9. Announcements
10. Suggestions for future agenda items
11. Adjournment
* Attachment
3.U•
Central Contra Costa Sanitary District
December 2, 2013
TO: BUDGET AND FINANCE COMMITTEE
FROM: THEA VASSALLO, FINANCE MANAGER
VIA: ROGER BAILEY, GENERAL MANAGEF&1 K�
1
SUBJECT: EXPENDITURE FOLLOW -UP
At the November 18, 2013 Budget and Finance Committee meeting, staff was asked to
provide additional information on the following:
Check /
Amount
Vendor
Information Requested
Date
197231
$6,454.13
Dept. of
What is a "Terradex alert"?
10/10/13
Toxic
(referenced in staff's response in the
Substances
11/18/13 agenda packet)
197494
$13.17
Contra
Given the small amount invoiced, is
10/31/13
Costa
there a way the District can pre -pay a
Mosquito &
larger amount, or be billed less
Vector
frequently and in larger amounts?
Control
197495
$19.71
Cresco
Are there alternate sources for
10/31/13
Equipment
propane, such as Suburban Propane,
Rental
and is staff able to buy in bulk for less
frequent purchases?
Per Senior Engineer Randy Schmidt, the Department of Toxic Substances Control
(DTSC) conducted a follow -up on Terradex Alert No. 0223028 for electrical work north
of Imhoff Drive during the 2nd quarter of 2013. Any time there is construction that
includes excavation, the Regional Water Quality Control Board (RWQCB) will send that
information to the various state agencies. If the excavation is anywhere near a
designated hazardous material site, a Terradex Alert will be sent to the Department of
Toxic Substances Control, who in turn confirms with Mr. Schmidt if excavation is in the
soil cap area. Usually, the excavation is near the soil cap.
Per Provisional Accountant Janet Weeks, the payment to Contra Costa Mosquito and
Vector Control was held for one month. Staff usually holds checks for invoices under
$20 for a short period. The District cuts checks for small amounts because invoices
have been submitted to the District and must be paid at some point. All invoices need
Expenditure Follow Up
Central Contra Costa Sanitary District
Page 2 of 2
to be processed and entered no matter what the amount, and, since the check run is
automated, the additional cost is minimal. The District uses laser checks which cost
$0.11 per blank check. An internal "manual" system of trying to hold all small checks
would use more staff time than if staff simply entered the invoices and let the checks run
their normal cycle. District staff is encouraged to use their procurement cards and petty
cash for small purchases. Another option to consider is to have the Accounting
Technicians pay small invoices by procurement card. It is also important to keep in
mind that sometimes an invoice is entered that has both Running Expense and Sewer
Construction account numbers. In that case, the District's current accounts payable
software would cut two checks. In some instances, one of the checks may be less than
$20. Once the District goes through a financial software conversion, separate checks
will be eliminated since the District will no longer need to cut checks by separate funds.
Newer software has the ability to use one fund to cut checks and then automatically
post inter -fund transactions to other funds.
The purchase from Cresco Equipment Rental was for Collection System Operations
(CSO). CSO uses Cresco to fill their propane tanks as opposed to Suburban Propane
because it is closer in proximity to the District's Walnut Creek facility. The Plant
Operations Department (POD) uses Suburban Propane because of its close proximity
to the plant. Per Vehicle & Equipment Maintenance Supervisor Nick Wright, propane is
used for their forklifts, and their parts runner fills their spare tank with propane about
every month or two. Consideration has not been given to whether storing more propane
tanks on site would be beneficial, but it appears that there may not be a need to
purchase more backup tanks since the need is relatively infrequent. To resolve the
payment issue, Mr. Wright will direct his staff to purchase the propane on their
procurement card so the District doesn't expend the resources involved with cutting a
check for such a small dollar amount.
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Central Contra Costa Sanitary District
g,
' BOARD OF DIRECTORS
POSITION PAPER
PROT]
Board Meeting Date: December 19, 2013
subject. ADOPT A RESOLUTION AND AUTHORIZE A CONTRIBUTION
BETWEEN $10,000 AND $25,000 SUPPORTING A WALNUT CREEK
WATERSHED COUNCIL
Submitted By: Initiating Dept /Div.:
Curtis W. Swanson, Director of Operations Operations
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
K. Alm R. Bailey
Counsel for the District General Manager
ISSUE: The Board is requested to adopt a resolution and authorize a financial
contribution between $10,000 and $25,000 in support of a Walnut Creek Watershed
Council.
RECOMMENDATION: Adopt a resolution and authorize a financial contribution
between $10,000 and $25,000 in support of a Walnut Creek Watershed Council.
FINANCIAL IMPACTS: A financial contribution between $10,000 and $25,000 to
support activities or projects that are mutually beneficial to the District and the
Watershed Council.
ALTERNATIVES /CONSIDERATIONS: The Board could decide not to support a
Walnut Creek Watershed Council. The Board has previously supported the Alhambra
Creek Watershed Council.
BACKGROUND: The Contra Costa County Flood Control and Water Conservation
District (CCCFCWCD) has been interested in having a Watershed Council in the Walnut
Creek watershed for many years. The CCCFCWCD would benefit by having a forum
for public comments and input on projects, planned system improvements and various
programs. Attempts have been made in the past to establish a Watershed Council, but
they have all failed. This latest effort has the largest and most diverse group of
interested parties and has a very high chance of success.
The Walnut Creek watershed is the largest watershed in Contra Costa County, totaling
150 square miles or 96,000 acres, and the largest watershed in the District's service
area. It includes portions of the cities of Concord, Lafayette, Martinez, Orinda, Pleasant
Hill, San Ramon and Walnut Creek, and the towns of Danville and Moraga, plus several
unincorporated county communities such as Pacheco, Alamo and Diablo.
N: WDMINSUPWDMIN\DIST- SEC\Position Papers\2013 \PP- Walnut Creek Watershed Council 12 -02 -13 -Draft for B &F Comm.docx
Page 1 of 2
POSITION PAPER
Board Meeting Date: December 19, 2013
subject: ADOPT A RESOLUTION AND AUTHORIZE A CONTRIBUTION BETWEEN
$10,000 AND $25,000 SUPPORTING A WALNUT CREEK WATERSHED
COUNCIL
The Walnut Creek Watershed Council is proposed as a voluntary, non - regulatory
stakeholder group that supports a healthy and sustainable Walnut Creek watershed.
The Council would work to protect and enhance the watershed and is envisioned to
facilitate actions that increase awareness of the watershed, implement watershed
projects and to be a forum for sharing information and activities that affect the
watershed. The Watershed Council would facilitate activities and actions in the
watershed and assist with the resolution of watershed -wide issues and provide public
education of watershed goals. The Watershed Council would also undertake
watershed -wide activities, such as shepherding projects funded on a watershed basis,
coordinating watershed -wide creek clean -up efforts, promoting training, and tracking
projects in the watershed, documenting watershed conditions, and working to secure
funding for watershed related activities and projects.
Many of these activities and projects are beneficial to the District and its mission to
protect nearby waterways. A financial contribution between $10,000 and $25,000 would
assist in developing and administering projects to monitor and improve Walnut Creek
and its tributary streams.
The following agencies have formally supported a Walnut Creek Watershed Council:
Contra Costa County, Contra Costa Resource Conservation District, East Bay Regional
Park District, the cities of Lafayette, Martinez, Orinda, Pleasant Hill, San Ramon and
Walnut Creek, and the town of Moraga.
COMMITTEE RECOMMENDATION: This matter was reviewed by the Budget and
Finance Committee on December 2, 2013. The Committee recommended ...
RECOMMENDED BOARD ACTION: Adopt a resolution and authorize a financial
contribution between $10,000 and $25,000 in support of a Walnut Creek Watershed
Council.
Attached Supporting Document:
1. Proposed Resolution
N:WDMINSUPWDMIN \DIST- SEC \Position Papers\2013 \PP- Walnut Creek Watershed Council 12 -02 -13 -Draft for B &F Comm.docx
Page 2 of 2
RESOLUTION NO. 2013 -XXX
A RESOLUTION OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT
WALNUT CREEK WATERSHED
WHEREAS, the Walnut Creek Watershed is the largest watershed in Contra Costa
County totaling 150 square miles and 96,000 acres in size, yet it does not benefit from a
Watershed Council like other watersheds in the County such as Marsh Creek, Alhambra
Creek, Rodeo Creek, Pinole Creek, Wildcat Creek and San Pablo Creek; and
WHEREAS, the Walnut Creek Watershed is the largest watershed in the Central Contra
Costa Sanitary District service area; and
WHEREAS, the Walnut Creek Watershed encompasses the boundaries of several
unincorporated County communities, the cities of Concord, Lafayette, Martinez, Orinda,
Pleasant Hill, San Ramon, and Walnut Creek and the towns of Danville and Moraga;
and
WHEREAS, a Watershed Council can be a valuable organization to foster coordination
and cooperation among the watershed stakeholders; and
WHEREAS, more than 25,000 acres in the watershed are owned and managed by
various entities for open space purposes that protect and preserve habitat value,
riparian vegetation, wildlife corridors, aesthetic vistas, stormwater quality and storage,
and recreational opportunities, and that also defines the communities in the watershed;
and
WHEREAS, the Walnut Creek Watershed Council is proposed as a voluntary, non -
regulatory stakeholder group that supports a healthy and sustainable Walnut Creek
Watershed. The Council would work to protect and enhance the watershed and is
envisioned to facilitate actions that increase awareness of the watershed, implement
watershed projects and to be a forum for sharing information and activities that affect
the watershed; and
WHEREAS, the Flood Control District has its largest flood protection system in the
Walnut Creek Watershed totaling 22 miles of channels and several detention basins
and there currently is no coordinating body for watershed assessment or comment on
proposed projects to existing or planned flood protection facilities; and
WHEREAS, the National Pollutant Discharge Elimination System Stormwater Permit
requirements (Municipal Regional Permit) for each of the municipalities and the County
in the watershed requires coordination on a watershed basis and the Watershed
Council could help coordinate and facilitate actions, such as creek clean ups, water
quality sampling and trash assessments, that benefit the entire watershed; and
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WHEREAS, Central Contra Costa Sanitary District is under contract with the Contra
Costa Clean Water Program to perform stormwater inspections in ten incorporated
cities; and
WHEREAS, interested parties can participate in this Watershed Council by adopting this
resolution, and their voluntary participation is effective upon their passage of this
resolution.
NOW, THEREFORE, BE IT RESOLVED BY THE Board of Directors of the Central
Contra Costa Sanitary District ( "District ") as follows:
THAT the Central Contra Costa Sanitary District adopts this resolution for the purpose
of supporting a Walnut Creek Watershed Council; and
THAT staff is authorized to attend Walnut Creek Watershed Council meetings and
report back to the Board of Directors about Watershed Council activities on an as
needed basis.
PASSED AND ADOPTED this fifth day of December 2013, by the Board of Directors of
the Central Contra Costa Sanitary District by the following vote:
AYES:
Members:
NOES:
Members:
ABSENT:
Members:
James A. Nejedly
President of the Board of Directors
Central Contra Costa Sanitary District
County of Contra Costa, State of California
COUNTERSIGNED:
Elaine R. Boehme, CMC
Secretary of the District
Central Contra Costa Sanitary District
County of Contra Costa, State of California
Approved as to form:
Kenton L. Alm, Esq.
Counsel for the District
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