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HomeMy WebLinkAboutFINANCE MINUTES 01-25-16 7. d.� a loll Central Contra Costa Sanitary District Protecting public SPECIAL MEETING OF THE BOARD OF DIRECTORS: TAD J.PILECKI CENTRAL CONTRA COSTA President SANITARY DISTRICT PAULH.CAUSEY President Pro Tem FINANCE COMMITTEE MICHAEL R_MCGILL JAMES A.NEJEDLY DAVID R.WILLIAMS MINUTES PHONE: (925)228-9500 FAX: (925)372-0192 Monday, January 25, 2016 www.centralsan.org 3:00 p.m. Executive Conference Room 5019 Imhoff Place Martinez, California Committee: Chair Tad Pilecki Member Paul Causey Staff.• General Manager Roger Bailey Deputy General Manager Ann Sasaki Director of Administration David Heath Director of Engineering and Technical Services Jean-Marc Petit Secretary of the District Elaine Boehme (left after Item 4.) Finance Manager Thea Vassallo Senior Administrative Technician Cindy Granzella 1. Call Meeting to Order Chair Pilecki called the meeting to order at 3:00 p.m. 2. Public Comments None. 3. Old Business— None 4. Confirm 2016 meeting dates and receive Committee Charter Member Causey had conflicts with some of the meeting dates provided in the agenda materials. After discussion, the February 22 meeting was changed to Finance Committee Minutes January 25, 2016 Page 2 Friday, February 19 at 10 a.m., and the April 25 meeting was moved to Friday, April 22 at 9 a.m. Member Causey also had a conflict with the June 27 meeting, and will be unavailable for two weeks surrounding that date. Ms. Boehme will find an alternate for that meeting. Ms. Boehme reviewed the Committee Charter, and Mr. Bailey suggested that Primary Staff Liaison be removed. The Committee recommended approval of the Charter with minor changes. COMMITTEE ACTION: Confirmed meeting dates and recommended Board approval of the Committee Charter with minor modifications. 5. Expenditures a. Review Expenditures Ms. Vassallo reviewed the expenditures included in the agenda materials, and responded to questions. Member Causey asked about check#208256, payable to Innovative Construction for maintenance of the soil cap. Mr. Petit stated that the District has conducted several studies and is maintaining the cover. The cover does need some repairs occasionally and will continue needing maintenance. He explained that the Comprehensive Wastewater Master Plan (CWMP) will evaluate options regarding the long-term approach with the soil pile. Member Causey questioned if this is indicative of a larger problem with the soil cap. Mr. Bailey said staff would follow up and provide a report. b. Review Procurement Card (P-Card) Statement dated November 23, 2015 Ms. Vassallo reviewed the P-Card Statements included in the agenda materials and responded to questions. Member Causey questioned if it was necessary to view the statements monthly. Chair Pilecki explained that it was previously done to spot check. Member Causey suggested viewing the statements quarterly instead, and Chair Pilecki agreed. Finance Committee Minutes January 25, 2016 Page 3 C. Review Procurement Card (P-Card) Statement dated December 22, 2015 COMMITTEE ACTION: Reviewed and recommended Board approval. Requested additional information on the following: Check/ Date Amount Vendor Information Requested #208084 $16,267.12 Mark C. Member Causey requested more information 12/28/15 Plumley as to why the original calculation was off by such a large amount. #208256 $14,632.00 Innovative Member Causey questioned if this is indicative 1/7/16 1 1 Construction of a larger problem with the soil cap. 6. Review December 2015 Financial Statements and Investment Reports, and receive six-month variance review of Operations and Maintenance Budget for Fiscal Year 2015-16 Ms. Vassallo reviewed the December financials. She explained that Operations and Maintenance (O&M) revenue is running a $1.1 million favorable variance, mainly due to Sewer Service Charges, permits and inspections. Sewer construction is running a $500,000 favorable variance driven by mainline inspections and capacity use charges. O&M expenses are running a $2.5 million favorable variance. Capital spending is at$11.2 million through December. Ms. Vassallo reviewed the six-month variances between the O&M budgeted and actual figures for FY2015-16. She explained that she anticipates revenues to be on target by year end. Member Causey stated that the Recycled Water report is difficult to find in the Financial Statements, and Mr. Bailey suggested a separate tab for Recycled Water in the future. Member Causey thought there were several expenses missing under the Recycled Water section, and Mr. Bailey explained that staff is working to fully separate Recycled Water expenses from the rest of the Treatment Plant. Member Causey referred to page 15 of the Financial Statements, and asked if the Capital Improvement Budget(CIB) could be reported differently, to show the total timeline of the project, and not just the fiscal year. Mr. Heath explained that a new reporting tool has been acquired and custom reports will be easier to produce in the coming months. He will have an update on the financial software system at the next Committee meeting. COMMITTEE ACTION: Reviewed and recommended Board approval. Finance Committee Minutes January 25, 2016 Page 4 7. Announcements a. Future scheduled meetings: Friday, February 19, 2016 at 10:00 a.m. Monday, March 28, 2016 at 3:00 p.m. Friday, April 22, 2016 at 9:00 a.m. b. Mr. Bailey announced that an error was made on several commercial customers'invoices. He will be meeting with those customers to apologize and correct the error. COMMITTEE ACTION: Received the announcements. 8. Suggestions for future agenda items a. Chair Pilecki requested an update on the financial system, and asked to review the Committee Parking Lot at the next meeting. He also requested an update on the annual contracts up for bid. b. Chair Pilecki wanted to follow up on a request to create an additional funding source for Other Post Employment Benefits (OPEB)and a fund similar to Public Agency Retirement Services (PARS) for a pension trust. Mr. Bailey stated that those topics will be discussed at the March 17, 2016 Budget Planning Board Workshop. 9. Adjournment - at 4:15 p.m.