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HomeMy WebLinkAbout07.d.1)b) Action Summary-Finance Committee 5-5-14Jl Central fonts Costa Sanitary District REGULAR MEETING OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT FINANCE COMMITTEE ACTION SUMMARY Acting Chair Nejedly Member Pilecki (Alternate) Monday, May 5, 2014 3:00 p.m. Executive Conference Room 5019 Imhoff Place Martinez, California BOARD OF DIRECTORS: DAVID R. WILLIAMS President MICHAEL R. MCGILL President Pro Tem PAUL H. CAUSEY JAMES A. NEJEDLY TAD J. PILE CKI PHONE: (925) 228 -9500 FAX: (925) 372 -0192 www.centralsan.org PRESENT: Acting Chair Jim Nejedly, Member Pilecki (Alternate), Finance Manager Thea Vassallo, General Manager Roger Bailey, Director of Administration David Heath, Purchasing and Materials Services Manager Stephanie King (left after Item 3.), Senior Administrative Technician Christina Gee 1. Call Meeting to Order Acting Chair Nejedly called the meeting to order at 3:00 p.m. 2. Public Comments None. 3. Expenditures a. Review Expenditures Member Pilecki noted that a fair amount of checks had been issued for relatively small amounts. He encouraged staff to take advantage of online bill pay or other options that would reduce the amount of smaller checks being cut. COMMITTEE ACTION: Reviewed and recommended Board approval. Requested the following information: Finance Committee Action Summary May 5, 2014 Page 2 199899 $1,272.45 Universal The Committee asked which facilities were 4/17/14 Building serviced for the amount invoiced for power Services sweeaina. 199988 $6,576.45 Wheelchairs The Committee asked for more detail as to how 4/24/14 of San Mateo the terrain of the plant and duties assigned to the employee for whom the wheelchair was provided required the wheelchair to be a more costly model, made of lightweight titanium. 4. Old Business a. Review staff's response to questions regarding an expenditure at the previous meeting: Check I Information Requested Date Amount Vendor (Response was included in the Agenda Packet as Attachment 3a.) 199823 $4,750.00 VPI Strategies Chair Causey requested the full expected cost 4/10/14 1 of the customer service survey. Member Pilecki stated that, at the May 1, 2014 Board Meeting, when he questioned whether the $75, 000 cost of the survey was an appropriate expenditure, the information he received seemed to conflict with the information presented in the memo in the Committee agenda packet. It was his understanding that the Administration Committee, then the Board, would review the list of questions after Phase 1 (the discovery phase), at the cost of $7,500. The memo seemed to indicate that that point would be after Phase 2 (the design phase), which by itself would cost $17,500. COMMITTEE ACTION: Reviewed staff's response and requested clarification on the costs and at what point the Administration Committee and Board would review the survey questions and discuss proceeding. 5. Discuss the billing process for the City of Concord and possible changes to the current practice General Manager Roger Bailey requested that the item be tabled to the next Committee meeting, when Member Causey would be present for the discussion. Finance Committee Action Summary May 5, 2014 Page 3 COMMITTEE ACTION: Concurred with staff's request to table the item and agendize it on a future Committee meeting agenda. 6. Review proposed Operations and Maintenance (O &M) Budget The Committee noted that $446,995 had been budgeted for training and expressed concerns with sending a large number of employees to the same training event. It was suggested that, in those cases, a smaller group could attend and relay the information to the rest. General Manager Roger Bailey stated that staff would retrieve a more accurate headcount for those conferences for which multiple attendees have been budgeted. Member Pilecki stated that the increases in the budget concerned him; however, he would hold off on commenting further pending completion of the cost -of- service study, which will include a staffing needs assessment as well as options for funding the District's Unfunded Actuarial Accrued Liability (UAAL). He also encouraged management to keep overtime at a minimum, as he noticed that $1 million was budgeted for overtime. COMMITTEE ACTION: Discussed the proposed budget. 7. Discuss First Quarter 2014 report received from HighMark Capital Management for the GASB 45 Trust Finance Manager Thea Vassallo reported that there was a small 1St quarter yield, with an inception -to -date return of 13.11 %. Member Pilecki asked that Andrew Brown of HighMark Capital Management provide more information on the investments in MFS International Growth Fund (MQGIX) and Nationwide Geneva Mid Cap Growth Fund (NWHYX), which seemed to be performing below index. COMMITTEE ACTION: Discussed the report and requested information on the underperforming funds. 8. Announcements a. Next meeting scheduled for Tuesday, May 27, 2014 (Monday, May 26, is Memorial Day holiday) at 3 :00 p.m. COMMITTEE ACTION: Received the announcement. Finance Committee Action Summary May 5.2O14 Page Suggestions for future agenda items 10. Adjournment — at 3:27 p.m.