HomeMy WebLinkAboutBUDGET AND FINANCE AGENDA 12-16-13central
SPECIAL MEETING OF THE
CENTRAL CONTRA COSTA
SANITARY DISTRICT
BUDGET AND FINANCE COMMITTEE
Chair McGill
Member Nejedly
Monday, December 16, 2013
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
itary District
BOARD OF DIRECTORS:
JAMES A NEJEDLY
President
DAVID R. WILLIAMS
President Pro Tern
PAUL H CAUSEY
MICHAEL R MCGILL
TAD J PILECKI
PHONE: (925) 228 -9500
FAX: (925) 676 -7211
ivtivtiv. cen t ralsat. 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 16, 2013
Page 2
1. Call Meeting to Order
2. Public Comments
*3. Discuss Finance Committee draft charter
Staff Recommendation: Discuss and provide input to staff if needed.
4. Review Expenditures (Item 3.b. in Board Binder)
Staff Recommendation: Review and recommend Board approval.
5. Old Business
*a. Review staff's response to the Committee's request for information
regarding amount budgeted for furniture in conjunction with the Seismic
Improvements for Headquarters Office Building (HOB), District Project
8226, including how much has been spent to date
*b. Review additional information requested regarding item from December 2,
2013 meeting to discuss draft Position Paper to adopt resolution and
authorize a contribution supporting a Walnut Creek Watershed Council
Staff Recommendation: Review staff's responses.
*6. Review draft letter from Board to District customers affected by errors in water
usage data provided by East Bay Municipal Utility District (EBMUD) used in
calculating Fiscal Year 2013 -14 commercial sewer service charges
Staff Recommendation: Review draft letter and provide input to staff.
7. Risk Management
*a. Review Loss Control Report and discuss outstanding claims
Staff Recommendation: Review the report, discuss outstanding
claims and provide direction if needed.
8. Announcements
9. Suggestions for future agenda items
10. Adjournment
* Attachment
3.
CHARTER
FINANCE COMMITTEE
Committee Members:
Chair
Member
Meeting Schedule:
TBD
Primary Staff Liaison:
Finance Manager
Committee Mission/
The Mission of the Finance Committee is to ensure that the
Goals:
District is financially sound and fiscally responsible, well -
managed with no material weaknesses.
Goals:
• Oversee the District's financial management
• Review and monitor Fiscal Reserve Policy and
recommend changes if needed
• Monitor District expenses and claims
• Support prudent business management practices
Committee Scope:
The Committee may review and make recommendations to
the full Board. The Committee may direct staff to conduct
additional research on various financial issues within the
Committee Mission.
The Committee may concur with General Manager
recommendations when within GM authority, which will be
reported to the Board as required.
Adopted by Committee:
Accepted by Board:
COMMITTEE ACTIVITIES:
(included for informational purposes only — not part of charter)
Review methods to fund and report District liabilities
Review policies and procedures relating to finance functions and risk management.
Review of investments and investment policies, risk management, financial reports,
check registers and financial strategies, Deferred Compensation Plans, debt financing.
Review expenditures
Interview and recommend contracts for internal and external auditing services
Receive and review financial audits
Review of audited financial statements, CAFR, methods for funding unfunded liabilities
Financing for proposed Assessment Districts
Review purchasing procedures, proposals for fee changes.
Review arbitrage rebate calculations, unfunded liability issues
Operations and Maintenance Budget
Financial Plan
CCCERA (finance- related)
Fees /Rates
Overhead
Budgeting, rate - setting, financial acquisitions and strategies
Financial impact of employee benefits and travel policy
Review claims and recommend Board action for items that exceed staff authority
Review insurance program and recommend Board action for items that exceed staff
authority
Review self- insurance program
Computer loans
Purchasing — review policies
aQ A.
Central Contra Costa Sanitary District
December 16, 2013
TO: BUDGET AND FINANCE COMMITTEE
FROM: THEA VASSALLO, FINANCE MANAGER 4-
VIA: ROGER BAILEY, GENERAL MANAGER
SUBJECT: EXPENDITURE FOLLOW -UP _ I
At the December 2, 2013 Budget and Finance Committee meeting, staff was asked to
provide additional information on the furniture purchased as part of the capital project,
Seismic Improvements for Headquarters Office Building (HOB). Per discussion with Senior
Engineer Edgar Lopez and Capital Projects Division Manager Andrew Antkowiak, the HOB
Seismic project budget included $65,000 for cubicle replacement. Actual costs spent on
replacements included reconfiguring older work areas, improving work efficiency, and
Americans with Disabilities Act (ADA) improvements. Purchases are summarized as
follows:
Area
Department
Total ($)
Description
Cubicles - Originally Planned and Budgeted
in CIP
Replace and reconfigure cubicles
HOB 2 Engineering Support 46,800
HOB 3
Central Services
5,400
Reconfigure SOD area and lateral files
HOB 2
Admin Safety & Risk
600
Reconfigure cubicle
Total Spent
52,800
Cubicles -
O &M
HOB 1
Environmental Services
16,800
Replace and reconfigure cubicles
HOB 3
Human Resources
4,700
Reconfigure staff cubicles to offices
HOB 1
Engineering Permits
2,700
Reconfigure newly open vault area
Total Spent
24,200
Install
Estimated
2,500
Basic furniture tasks, repairs and install
Total
79,500
Furniture
Estimated
20.000
Relocation of current staff to new
office space
The actual known expenditures for cubicle replacement to date related to the HOB Seismic
capital project is $79,500. It is projected that an additional $20,000 in furniture purchases will
be spent on current office needs.
S.b
Central Contra Costa Sanitary District
December 12, 2013
TO: BUDGET AND FINANCE COMMITTEE
VIA: ROGER S. BAILEY, GENERAL MANAGE 1
FROM: CURTIS W. SWANSON, DIRECTOR OF OPERATIONS U
SUBJECT: ADDITIONAL INFORMATION REGARDING THE WALNUT CREEK
WATERSHED COUNCIL
The Walnut Creek Watershed Council (WCWC) was formed in late 2012. The purpose
of the WCWC is to develop a vision to guide future watershed protection, restoration
and stewardship. The WCWC is sponsored by the Contra Costa Resource
Conservation District ( CCRCD) and the Contra Costa County Flood Control and Water
Conservation District (CCCFCWCD).
Staff support for the WCWC is provided by the CCRCD and CCCFCWCD. In addition,
the City of Walnut Creek is providing $10,000 in staff support. The WCWC is seeking a
grant from the U. S. Bureau of Reclamation to develop a vision plan for the entire creek
that will include projects to improve habitat, watershed function, and water quality.
The Walnut Creek Watershed is the largest watershed in Contra Costa County,
covering approximately 150 square miles. The watershed includes parts or all of nine
cities and towns in the Central Contra Costa County. Walnut Creek and its principal
tributaries, Las Trampas, San Ramon, Grayson, and Pine Creeks, extend from
San Ramon all the way to Suisun Bay.
A financial contribution from the District could be used to fund development of the
watershed vision plan and WCWC administration. The District could also specify a
specific project or purpose for the contribution.
If you have additional questions or need additional information, please contact me at
925 - 229 -7336.
NAPOSUP \Board of Directors \Board - Budget & Finance Committee \Walnut Creek Watershed Council - Memo to B &G 12-
2013.docx
Central Contra
itary District
Dear Mr. Coate:
Thank you for your November 21, 2013 letter regarding water consumption data
supplied to the Central Contra Costa Sanitary District (Central San) by EBMUD. We
received the corrected water consumption data on November 22nd and our staff is
working to recalculate our annual sewer service charge for affected customers. Our
initial assessment is that the incorrect consumption data affected 68 Central San
customers. Since the error affected only customers who are billed based on
consumption, and since these customers typically have larger sewer bills, we estimate
that the total amount to be credited back will be $1,237,450.49.
In order to prevent future data errors, I would like to request that your staff provide as
much information as possible about the source of the error. Hopefully, this will allow
both of our staffs to revise their quality control process to detect these types of errors.
Our staff has already processed corrections for 23 property owners who contacted us
about this error. We have prepared the attached letter to the remaining 45 property
owners notifying them of the error and advising them that a correction is being
submitted to the Contra Costa County Tax Collector. I feel that it would be appropriate
for both of us to sign the letter.
Si cerely,
1
Roger S. Bailey
General Manager
N: \ENVRSEC\Admin \Bailey\2013 \Letters \Response to EBMUD 2013- 12- 13.doc
Recycled Paper
PHONE: (925) 228 -9500
December 13, 2013
FAX: (925) 676 -7211
www.centralsan.org
Mr. Alexander Coate
General Manager
ROGI. -W & BAILLY
General Manager
East Bay Municipal Utility District
KFN70NL.
375 Eleventh Street
ALAI
CounselfortheDistrict
Oakland, CA 94607
(510) 808 -2000
1:7-41M.'11. BOF,HMF,
Secretary of the Dt strict
Dear Mr. Coate:
Thank you for your November 21, 2013 letter regarding water consumption data
supplied to the Central Contra Costa Sanitary District (Central San) by EBMUD. We
received the corrected water consumption data on November 22nd and our staff is
working to recalculate our annual sewer service charge for affected customers. Our
initial assessment is that the incorrect consumption data affected 68 Central San
customers. Since the error affected only customers who are billed based on
consumption, and since these customers typically have larger sewer bills, we estimate
that the total amount to be credited back will be $1,237,450.49.
In order to prevent future data errors, I would like to request that your staff provide as
much information as possible about the source of the error. Hopefully, this will allow
both of our staffs to revise their quality control process to detect these types of errors.
Our staff has already processed corrections for 23 property owners who contacted us
about this error. We have prepared the attached letter to the remaining 45 property
owners notifying them of the error and advising them that a correction is being
submitted to the Contra Costa County Tax Collector. I feel that it would be appropriate
for both of us to sign the letter.
Si cerely,
1
Roger S. Bailey
General Manager
N: \ENVRSEC\Admin \Bailey\2013 \Letters \Response to EBMUD 2013- 12- 13.doc
Recycled Paper
December 16, 2013
Property Owner Name
Address
City, CA Zip
Dear Property Owner Name:
PHONE: (925) 228 -9500
FAX: (925) 676 -7211
imm centralsan. org
ROGER S HAILEY
GeneralAlanager
KENI'ON L. ALM
Counsel far the District
(510) 808 -2000
ELAINE R 80EHML
Secretary ofthe District
The Central Contra Costa Sanitary District (Central San) recently became aware of a
problem with the annual sewer bills for a small number of our non - residential customers.
In working with these customers we determined that the water consumption data we
received from East Bay Municipal Utility District ( EBMUD) was incorrect for this small
group of users. This water consumption data is used to calculate your annual sewer
bill. Our review indicates that your parcel was overcharged $_ for fiscal year 2013 -14.
We apologize and Central San has submitted a correction to the Contra Costa County
Tax Collector. Our understanding is that they will be sending you a revised bill after the
first of the year which reflects the adjustments.
Central San and EBMUD are working together to ensure that we produce accurate
sewer bills and are implementing several procedural and technology changes to prevent
this from happening again.
If you have any questions regarding your bill, please feel free to contact the Central San
sewer billing staff at (925) 229 -7115. if you have any questions regarding the updated
property tax bill or payment thereof, please contact the Contra Costa County Tax
Collector at (925) 957 -5280.
Sincerely,
Roger S. Bailey Alexander R. Coate
General Manager General Manager
Central Contra Costa Sanitary District East Bay Municipal Utility District
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