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HomeMy WebLinkAbout08.d.1)b) Minutes - Finance Committee meeting 3-28-16 8 a d. Afkck Central C©ntra Costa Sanity District REGULAR MEETING OF THE BOARD OF DIRECTORS: TAD J.PILECKI CENTRAL CONTRA COSTA President SAN IT DISTRICTPAULH.C.AUSEY President Pro Tern FINANCEIT MICHAEL R.MCGILL JAMES A.NEJEDLY DAVID R.WILLIAMS MINUTES PHONE: (925)228-9500 FAX: (925)372-0192 Monday, March 28, 2016 www.cetitralsan.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 Finance Manager Thea Vassallo Planning and Development Services Division Manager Danea Gemmell (left after Item 6.) Senior Engineer Thomas Brightbill (left after Item 6.) 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 3:00 p.m. 2. Public Comments None. 3. Old Business a. Review staff's response to questions regarding expenditures at the previous meeting: Finance Committee Minutes March 28, 2016 Page 2 Check l Information Requested Date Amount Vendor (Responses are included in the Agenda Packet as Attachment 3.a. #208590 $1,084.19 Hoover's Chair Pilecki requested more information on 2/04/16 Commercial the cost of the light. Service Chair Pilecki requested clarification on legal claim expenditures over$25,000 needing Board approval. Chair Pilecki asked if the Board has been informed of allP revious settlements over$25,000. COMMITTEE ACTION: Reviewed staff's response. 4. Expenditures a. Review Expenditures COMMITTEE ACTION: Reviewed and recommended Board approval. Requested additional information on the following: CheckI Date Amount Vendor Information Requested #208712 $8,975.18 Wave Chair Pilecki requested more information on 2/11/16 the cost of this service, and how it compares with that of the previous vendor. #208716 $3,471.39 AAA Business Member Causey asked if staff orders office 2/18/16 Solutions supplies in bulk, and how frequently supplies are ordered. Mr. Bailey said staff would report back on the sy2elies ordering process. #208865 $4,102.38 Hertz Member Causey requested more information, 3/03/16 Equipment and asked if POD has a loader. Rental Co. 5. Review February 2016 Financial Statements and Investment Reports Member Causey asked when the Recycled Water figures will be included in the program, and asked if the utility numbers for this year will ever be included. Mr. Bailey explained that electricity use is not currently metered at the Residential Fill Station, but by the end of this year, staff will have a method in place to track such costs. Finance Committee Minutes March 28, 2016 Page 3 Ms. Vassallo stated that the revenues are currently running at a $1.6 million favorable variance. Operations and Maintenance (O&M) expenses are currently running at a $1.4 million favorable variance. Capital Projects has spent approximately 48% of its annual budget to date. COMMITTEE ACTION: Reviewed and recommended Board approval. 6. Review draft Position Paper to consider a request from the San Ramon Valley Fire Protection District to transfer capacity fee credits between parcels as provided for in District Code Section 6.12.070-D Mr. Brightbill and Ms. Gemmell reviewed the background information in the draft Position Paper. Ms. Gemmell noted that the capacity fees have already been paid for the new station, so if this request is approved, a refund will be issued. Chair Pilecki was comfortable granting the request in this particular situation. Member Causey expressed reservations regarding granting the request, but agreed to recommend Board approval for this request. COMMITTEE ACTION: Reviewed and recommended Board approval. 7. Review Blanket Purchase Orders (BPO) and Annual Contracts Mr. Heath reviewed the list of Contracts and BPOs, noting that the indefinite end dates are carry overs. Ms. Sasaki stated that staff is working on the patch paving and ash hauling contracts, and both will be going out for bid this summer. Member Causey asked if the lime slurry and gases were sole-source contracts. Ms. Sasaki believed so, and Chair Pilecki recalled the lime slurry being sole source due to the quality of the product. Member Causey stated that contracts should not be allowed to go beyond 10-15 years without being reviewed. Ms. Sasaki will research the options for the lime slurry and gases contracts. COMMITTEE ACTION: Reviewed and provided input to staff. 8. Announcements a. Future scheduled meetings: Friday, April 22, 2016 at 9:00 a.m. Monday, May 23, 2016 at 3:00 p.m. Monday, June 27, 2016 at 3:00 p.m. Finance Committee Minutes March 28, 2016 Page 4 Member Causey will not be available for the June 27 meeting. Chair Pilecki requested that an alternate be assigned. COMMITTEE ACTION: Received the announcements. 9. Suggestions for future agenda items a. Member Causey asked when financial report formatting will change. Staff said changes will occur for the next fiscal year. More specifics will be provided at a future meeting. b. Member Causey requested a standing agenda item to list the current parking lot items. C. Chair Pilecki requested that this Committee, or possibly the Administration Committee, review charges for second living units. 10. Adjournment- at 4:14 p.m.