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Home My WebLink About06.d.1)b) Minutes-Finance Committee meeting 2-19-164.d.op Central Contra Costa Sanitary District Protecting public health and the environment 5019 Imhoff Place, Martinez, CA 94553-4392 REGULAR MEETING OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT FINANCE COMMITTEE MINUTES Friday, February 19, 2016 10:00 a.m. 2nd Floor 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 Finance Manager Thea Vassallo Information Technology Manager John Huie Purchasing and Materials Manager Stephanie King Finance Administrator Todd Smithey Senior Engineer Thomas Brightbill (left after Item 3.) Risk Management Administrator Shari Deutsch (left during Item 4.) Senior Administrative Technician Cindy Granzella 1. Call Meeting to Order Chair Pilecki called the meeting to order at 10:02 a.m. 2. Public Comments None. 3. Old Business BOARD OF DIRECTORS: TAD J. PILECKI President PAUL H. CAUSEY President Pro Tem MICHAEL R. MCGILL JAMES A. NEJEDLY DAVID R. WILLIAMS PHONE: (925) 228-9500 FAX: (925) 372-0192 www.centralsan.org a. Review staffs response to questions regarding expenditures at the previous meeting: Finance Committee Minutes February 19, 2016 Page 2 Check / Information Requested Date Amount Vendor (Responses are included in the Agenda Packet as Attachment 3.a.) #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 Construction of a larger problem with the soil cap. COMMITTEE ACTION: Reviewed staff's response. 4. Expenditures a. Review Expenditures Ms. Vassallo responded to questions regarding the expenditures included in the agenda materials. After discussion, Chair Pilecki questioned if legal claim expenditures over $25,000 required Board approval. Mr. Bailey stated that staff would confirm the General Manager authority limits and report back to the Committee. COMMITTEE ACTION: Reviewed and recommended Board approval. Requested additional information on the following: Check / Date Amount Vendor Information Requested #208590 $1,084.19 Hoover's Chair Pilecki requested more information on 2/04/16 Commercial the cost of the light. Service 5. Review January 2016 Financial Statements and Investment Reports Ms. Vassallo explained that Operations and Maintenance (O&M) revenue at the end of January is running consistent with last month, at a $1.4 million favorable variance. Sewer construction revenue has decreased. Facility capacity fees were lower than anticipated by the budget, and staff will continue to monitor. Ms. Vassallo explained that the running expenses are currently showing a $2.4 million favorable variance, which is mainly driven by Plant Operations and Collection System Operations. Sewer construction expenditures are $12.7 million as of January 31. COMMITTEE ACTION: Reviewed and recommended Board approval. Finance Committee Minutes February 19, 2016 Page 3 6. Receive update on status of new Enterprise Resource Planning (ERP) software to replace the District's existing financial software Mr. Heath reviewed the memo and schedule included with the agenda materials. He explained that the District's current ERP system, SunGard Naviline, has been underutilized, and staff has implemented the latest release of the system, and is ordering additional features to allow for more efficiencies and to improve usage. District staff is working closely with Sungard staff to make these improvements as quickly as possible. Mr. Heath explained that the improvements that are currently taking place with SunGard will improve staff productivity, and will significantly defer the need to replace ERP software in the near future. Chair Pilecki suggested bringing this update to a future Board meeting to report the financial savings that staff has accomplished by updating the current system prior to the RFP process. COMMITTEE ACTION: Received the update. 7. Review Committee Parking Lot items COMMITTEE ACTION: Gave direction on Parking Lot items. 8. Announcements a. Future scheduled meetings: Monday, March 28, 2016 at 3:00 p.m. Friday, April 22, 2016 at 9:00 a.m. Monday, May 23, 2016 at 3:00 p.m. COMMITTEE ACTION: Received the announcements. 9. Suggestions for future agenda items a. Member Causey suggested revisiting the commercial capacity fee issue after recent incidents, in order to determine if changes to capacity fee calculation methods should be considered. b. Member Causey also suggested a rotating audit of sewer service charges for large customers. Chair Pilecki agreed that an audit would be Finance Committee Minutes February 19, 2016 Page 4 beneficial, but suggested auditing all systems, including residential. Member Causey would like to have a discussion to determine if this would be possible. 10. Adjournment — at 11:22 a.m.