The URL can be used to link to this page

Home My WebLink AboutFINANCE ACTION SUMMARY 09-08-141A d - /) a) REGULAR MEETING OF THE CENTRAL CONTRA COSTA Information Requested SANITARY DISTRICT BOARD OF DIRECTORS: Vendor JAMES A.NEJF_DLY FINANCE COMMITTEE President DAVID R. WILLIAMS 1 #201053 President Pro Tem ACTION SUMMARY Chair Causey asked how the external data 7/17/14 PAIL H.CA USE Y Government, MICHAEL R. MCGILL TAD.I. PILF.CKI Chair Causey fits in with the other backup IT systems and Member Nejedly PHONE: (925) 228 -9500 FAX: (925) 372 -0192 www.centralsan.org Monday, September 8, 2014 3:00 p.m. Executive Conference Room 5019 Imhoff Place Martinez, California PRESENT: Chair Paul Causey, Member Jim Nejedly, Finance Manager Thea Vassallo, General Manager Roger Bailey, Director of Administration David Heath, Director of Engineering Jean -Marc Petit, Environmental Services Division Manager Danea Gemmell, Purchasing and Materials Services Manager Stephanie King (left after Item 4.b.), Senior Administrative Technician Christina Gee 1. Call Meeting to Order Chair Causey called the meeting to order at 3:00 p.m. 2. Public Comments None. 3. Old Business a. Review staff's response to questions regarding expenditures at the August 1, 2014 meeting: Check I Information Requested Date Amount Vendor (Responses are included in the Agenda Packet as Attachment 3.a. 1)- 1 #201053 $4,010.11 CDW Chair Causey asked how the external data 7/17/14 Government, backup hard drive storage provided by CDW Inc. fits in with the other backup IT systems and if the storage provided by CDW aided in the Finance Committee Action Summary September 8, 2014 Page 2 Regarding Item 3. a. 1), Chair Causey noted that the September 18, 2014 expenditures contained charge(s) to a US Bank procurement card of $2,336.6 7 for backup drives and a phone mount (Check #201511 dated 8121114). He asked how these backup drives related to those provided by CDW. Director of Administration David Heath stated that staff met with the IT security consultant this morning, and going forward, staff will perform complete analyses before purchasing more backup facilities. Regarding Item 3.a.2), Environmental Services Division Manager Danea Gemmell reported that Mt. View Sanitary District and Vallejo Sanitation and Flood Control District refund SSCs back to inception. Other agencies refund three to four years back. Chair Causey stated that, in his opinion, property owners have a responsibility to review their property tax bills and find these sorts of errors themselves, and he would like the Board to adopt a policy with regard to refunding SSCs and attempts to collect unpaid charges. It was his belief that the District should implement the law and only refund what is legally obligated. Member Nejedly stated that, in his opinion, the District could have a policy, but there will always be exceptions to policies. He stated that staff has been reviewing these rare events on a case -by -case basis, doing its due diligence and utilizing a good process. In terms of the amount the District should refund in these situations, he stated that his approach is to put himself in the shoes of the person who paid the charges, and what the District is legally obligated to do and the right thing to do are often very different. He did not believe there was a need to take the issue to the Board but was open to asking the Board for its input on the matter. COMMITTEE ACTION: Reviewed staff's responses. Requested additional information on the CDW expenditure in relation to the Check / Information Requested Dante Amount Vendor (Responses are included in the Agenda Packet as Attachment 3.a.1 )-3) aftermath of the recent computer virus. 2) #201069 $6,757.00 Diana Lago The Committee asked for more information 7/17114 regarding the refund of Sewer Service Charges (SSCs) for a second living unit from Fiscal Years 1983 -2014 and how far back the District's liability extends on those cases. 3) #201157 $12,862.80 Hanson The Committee asked for more detail on the 7/24/14 Brid ett LLP legal services bill. Regarding Item 3. a. 1), Chair Causey noted that the September 18, 2014 expenditures contained charge(s) to a US Bank procurement card of $2,336.6 7 for backup drives and a phone mount (Check #201511 dated 8121114). He asked how these backup drives related to those provided by CDW. Director of Administration David Heath stated that staff met with the IT security consultant this morning, and going forward, staff will perform complete analyses before purchasing more backup facilities. Regarding Item 3.a.2), Environmental Services Division Manager Danea Gemmell reported that Mt. View Sanitary District and Vallejo Sanitation and Flood Control District refund SSCs back to inception. Other agencies refund three to four years back. Chair Causey stated that, in his opinion, property owners have a responsibility to review their property tax bills and find these sorts of errors themselves, and he would like the Board to adopt a policy with regard to refunding SSCs and attempts to collect unpaid charges. It was his belief that the District should implement the law and only refund what is legally obligated. Member Nejedly stated that, in his opinion, the District could have a policy, but there will always be exceptions to policies. He stated that staff has been reviewing these rare events on a case -by -case basis, doing its due diligence and utilizing a good process. In terms of the amount the District should refund in these situations, he stated that his approach is to put himself in the shoes of the person who paid the charges, and what the District is legally obligated to do and the right thing to do are often very different. He did not believe there was a need to take the issue to the Board but was open to asking the Board for its input on the matter. COMMITTEE ACTION: Reviewed staff's responses. Requested additional information on the CDW expenditure in relation to the Finance Committee Action Summary September 8, 2014 Page 3 District's other backup drives. Recommended the full Board decide whether to agendize discussion of adopting a policy regarding refunding SSCs. b. Discuss future approaches on contracting for repairs to the District's recycled water lines Director of Engineering Jean -Marc Petit reported that the District is not obligated to hire Contra Costa Water District (CCWD) for repairs. He suggested that staff could enter into standby emergency repair contracts with local contractors, however, staff did not recommend terminating the contract with CCWD, as it could be useful for occasions where standby contractors may not be able to respond. General Manager Roger Bailey noted that staff could monitor costs for the next year and solicit bids for standby contractors; however, it was his opinion that it was doubtful there would be significant cost savings in hiring standby contractors, nor would there be a guarantee of it. Chair Causey supported bidding the work and stated that it was a good opportunity to have standby contractors for water and wastewater readily available. Member Nejedly recommended that staff solicit interest from East Bay Municipal Utility District (EBMUD) staff, asking if they would service the Lamorinda area. He also noted that any standby contractors the District hires should be local operations. COMMITTEE ACTION: Discussed and recommended that staff bid for local standby contractors, keep its contract with CCWD, and contact EBMUD for interest in providing repair work to some of the District's service area. 4. Review Expenditures and Financial Statements a. Review Expenditures dated September 18, 2014 COMMITTEE ACTION: Requested additional information as follows: Check I Information Requested Date Amount 'Vendor 1) #103200 $13,425.00 RCR More information on the claim from which 8/21/14 Property this arose and the reason for this payment. Management Finance Committee Action Summary September 8, 2014 Page 4 b. Review Expenditures dated September 4, 2014 [Referred back to Finance Committee by the Board at the September 4, 2014 Board meeting] COMMITTEE ACTION: Reviewed and recommended Board approval. C. Review July 2014 Financial Statements and Investment Reports [Referred back to Finance Committee by the Board at the September 4, 2014 Board meeting] Finance Manager Thea Vassallo reported that the District was running favorable variances on revenues and expenditures, partially due to two large payments received from Broadway Plaza and Newell Village in Walnut Creek. COMMITTEE ACTION: Reviewed and recommended Board approval. 5. Receive information on the District's process of determining contributed assets value COMMITTEE ACTION: Received the information. 6. Announcements a. Future scheduled meetings: Monday, September 22, 2014 at 3:00 p.m. Monday, October 6, 2014 at 3:00 p.m. (Member Pilecki to serve as Alternate for Chair Causey) Monday, October 27, 2014 at 3:00 p.m. COMMITTEE ACTION: Received the announcements. 7. Suggestions for future agenda items None. 8. Adjournment — at 3:33 p.m.