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Home My WebLink About06.d.1)a) Action Summary-Finance Committee meeting 11-12-14SPECIAL MEETING OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT FINANCE COMMITTEE ACTION SUMMARY Chair Causey Member Nejedly Wednesday, November 12, 2014 3:00 p.m. Executive Conference Room 5019 Imhoff Place Martinez, California Z j A0.1, BOARD OF DIRECTORS: DAVID R. WILLIAMS President MICHAEL R. MCGILL President Pro Tem PAUL H. CAUSEY JAMES A. NEJEDLY TAD J PILECKI PHONE: (925) 228 -9500 FAX- (925) 372 -0192 www.centralsan.org PRESENT: Chair Paul Causey, Member Jim Nejedly, General Manager Roger Bailey, Director of Administration David Heath, Finance Manager Thea Vassallo, Purchasing' and Materials Services Manager Stephanie King, Environmental Services Division Manager Danea Gemmell (arrived during Item 4.), Safety & Risk Management Administrator Shari Deutsch (for Item 7.), 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. Review and discuss HighMark Capital Management Third Quarter 2014 Report for the Governmental Accounting Standards Board (GASB) 45 Trust Finance Manager Thea Vassallo noted that the table entitled "Investment Summary since Inception" was added to the Asset Allocation page of the report, as requested by the Committee at a previous meeting. COMMITTEE ACTION: Received the report. Finance Committee Action Summary November 12, 2014 Page 2 4. Old Business a. Review staff's response to questions regarding expenditures at the previous meeting: Regarding the expenditure to Quantum Corporation, Director of Administration David Heath stated that the cost was for replication of data, and staff is working on sorting through and simplifying the 1T program. The lT Master Plan is set to be presented to the Board at its meeting on December 18, 2014. COMMITTEE ACTION: Reviewed staff's responses. 5. Expenditures a. Review Expenditures Chair Causey made note that there seem to be many renewals on software maintenance on the expenditure list. Regarding Check #28990 to National Auto Fleet Group, Member Nejedly reiterated that he believed the Board should discuss trying to purchase vehicles locally when possible. Purchasing and Materials Services Manager Stephanie King stated that Lehmer's in Concord received a credit for the purchase from National Auto Fleet Group, since it was through a government contract. Staff also reported that it was meeting with District Counsel Kent Alm regarding the proposed Local Preference Policy, which will eventually be presented to the Administration Committee and the Board for adoption as a Board Policy, COMMITTEE ACTION: Reviewed and recommended Board approval. Requested the information below: Check 1 Date Amount Vendor Information Requested 1) #202176 $2,936.00 Quantum Chair Causey asked if the tapes referenced 10/2/14 Corporation on the Check Register were backup tapes. #202143 $27,215.00 City of The Committee requested more information 10/2/14 Concord on the charge. 3) #202284 $37,355.60 Centennial The Committee requested more information 10/16/14 Mortgage, on the charge. Inc. Regarding the expenditure to Quantum Corporation, Director of Administration David Heath stated that the cost was for replication of data, and staff is working on sorting through and simplifying the 1T program. The lT Master Plan is set to be presented to the Board at its meeting on December 18, 2014. COMMITTEE ACTION: Reviewed staff's responses. 5. Expenditures a. Review Expenditures Chair Causey made note that there seem to be many renewals on software maintenance on the expenditure list. Regarding Check #28990 to National Auto Fleet Group, Member Nejedly reiterated that he believed the Board should discuss trying to purchase vehicles locally when possible. Purchasing and Materials Services Manager Stephanie King stated that Lehmer's in Concord received a credit for the purchase from National Auto Fleet Group, since it was through a government contract. Staff also reported that it was meeting with District Counsel Kent Alm regarding the proposed Local Preference Policy, which will eventually be presented to the Administration Committee and the Board for adoption as a Board Policy, COMMITTEE ACTION: Reviewed and recommended Board approval. Requested the information below: Finance Committee Action Summary November 12, 2014 Page 3 6. Discuss and review 12/31/13 Contra Costa County Employees' Retirement Association (CCCERA) valuation and status of the Unfunded Actuarial Accrued Liability (UAAL) Finance Manager Thea Vassa //o went over the material included in the agenda packet. The Committee asked questions of staff and discussed the information. Ms. Vassa/lo stated that the main reasons for the decrease in the UAAL were the implementation of AB 197 and the inclusion of the December 2013 $5 million additional pay down in the 2013 valuation. Other items discussed where the credit rating agency benchmarks and the reduction in rates for Fiscal Year 2015 -16. COMMITTEE ACTION: Reviewed the material. Chair Causey asked what was the difference between actuarial and valuation in Chart 12 on Investment Return from 2004 -2013 on page 11 of the abridged CCCERA Valuation and Review. Finance Administrator Todd Smithey will provide a response. 7. Announcements a. Future scheduled meetings: Monday, November 24, 2014 at 3:00 p.m. Monday, December 8, 2014 at 3:00 p.m. b. Hearing to be held on November 20, 2014 regarding appeal by Dr. H. Jay Kerr of staff's denial of his request for a waiver of the District's capacity fee of $2,158.20 for expansion of an existing commercial use at 2000 Bishop Drive, San Ramon General Manager Roger Bailey announced that staff held a conference call with Dr. Kerr on November 7, 2014. He will be given a copy of the Check i Date Amount Vendor Information Requested 1) #202358 $6,400.00 Alameda The Committee requested more information 10/23/14 Electrical on the charge. Distributors 2) #202370 $2,487.00 Calero The Committee requested more information 10/23/14 Software, on the charge. LLC 3) #202400 $3,661.00 KIS The Committee requested more information 10/23/14 Computer on the charge. Center 6. Discuss and review 12/31/13 Contra Costa County Employees' Retirement Association (CCCERA) valuation and status of the Unfunded Actuarial Accrued Liability (UAAL) Finance Manager Thea Vassa //o went over the material included in the agenda packet. The Committee asked questions of staff and discussed the information. Ms. Vassa/lo stated that the main reasons for the decrease in the UAAL were the implementation of AB 197 and the inclusion of the December 2013 $5 million additional pay down in the 2013 valuation. Other items discussed where the credit rating agency benchmarks and the reduction in rates for Fiscal Year 2015 -16. COMMITTEE ACTION: Reviewed the material. Chair Causey asked what was the difference between actuarial and valuation in Chart 12 on Investment Return from 2004 -2013 on page 11 of the abridged CCCERA Valuation and Review. Finance Administrator Todd Smithey will provide a response. 7. Announcements a. Future scheduled meetings: Monday, November 24, 2014 at 3:00 p.m. Monday, December 8, 2014 at 3:00 p.m. b. Hearing to be held on November 20, 2014 regarding appeal by Dr. H. Jay Kerr of staff's denial of his request for a waiver of the District's capacity fee of $2,158.20 for expansion of an existing commercial use at 2000 Bishop Drive, San Ramon General Manager Roger Bailey announced that staff held a conference call with Dr. Kerr on November 7, 2014. He will be given a copy of the Finance Committee Action Summary November 12, 2014 Page 4 Position Paper for his public hearing at the November 20, 2014 Board meeting. C. Safety & Risk Management Administrator Shari Deutsch announced that a water line break flooded the home at 69 La Espiral, Orinda on Friday, November 7, 2014. She has been working with the homeowner, the contractor and the contractor's insurance company to respond to the matter. COMMITTEE ACTION: Received the announcements. 8. Suggestions for future agenda items None. 9. Adjournment — at 4:23 p.m.