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HomeMy WebLinkAboutFINANCE MINUTES 06-20-17 9■ ■ Co entral Contra Costa Sanitary District. .BOARD OF DIRECTORS: MEETING THE PA UL H.CA USE Y CENTRAL CONTRA OST President ANITARY DISTRICTJAMES A.IVEJEDLY President Pro Tein FINANCE COMMITTEE MICHAEL R.MCGILL TAD J.PILECKI DAVID R. WILLIAMS M I N U T E S PHONE: (925)228-9500 FAX: (925)372-0192 Tuesday, June 20, 2017 wwwxentralsan.org 1:00 P.M. Executive Conference Froom 5010 Imhoff Place Martinez, California Committee Chair Jim Nejediy Member Tad Piiecki Staff: Roger S. Bailey, General Manager Elaine Boehme, Secretary of the District (left after Item 4.) Ann Sasaki, Deputy General Manager Phil Leiber, Director of Finance and Administration Danea Gernmell, Planning and Development services Division Manager Jahn Huie, Information Technology Manager (left after Item 5,) Stephanie King, Purchasing and Materials Manager Edgar Lopez, Capital Projects Division Manager (left after Item 7.) Thea vassallo, Finance Manager Lupe Saldana, Administrative Services Supervisor Cindy Granzella, Senior Administrative Technician 1. Call Meeting to order Chair Nejedly called the meetings to order at 1:00 p.m. 2. Public comments None. 3. Old Business - Done Finance Committee Minutes June 20, 2017 Page 2 4. Review proposed amendments to Finance Committee Charter as set forth in Board Policy No. BP 013 — Standing Committee Charters Ms. Boehme explained that the Administration Committee is currently re vie wing the policy, and is asking the Finance Committee to review its charter. The Committee recommended Board approval with the proposed revisions. COMMITTEE ACTION: Reviewed and recommended Board approval. 5. Review.draft Position Paper to authorize the General Manager to execute a sole- source Professional Consulting Services Agreement with the Government Finance officers Association with a cost ceiling of $139,925 for improvements to the District's Enterprise Resource Planning (ERP) system Mr. Leiber stated that staff'was previously concentrating on various improvements to the current SunGard HTE ERP system; however, after some time spent on this, it has been determined that there are sufficient limitations that replacing the ERP system may be a preferred choice. Replacing the ERP will be a large undertaking, and it is considered best practice to hire a consultant to assist in the process. The identified contractor, Government Finance officers Association (GFOA), has extensive experience in assisting agencies like Central San in the effort to replace an ERP. Their work will include determining our readiness, documenting requirements and business processes, and an RFP for an ERP provider. Mr. Huie explained that the proposed contract cost ceiling will be for the entire project, which will be the initial assessment and assistance with preparing the RFP. Member Pileski asked if staff could identify in the Position Paper any local agencies that Government Finance officers Association (GFOA) has worked with, since this is a sole-source agreement. COMMITTEE ACTION: Reviewed and recommended Board approval. . 6. Expenditures a. Review Expenditures COMMITTEE ACTION: Reviewed and recommended Board approval Requested additional information on the following: check ate. noun Vendor n orna ion a ues e. #103370 $2,551.05 Russo Auto Chair Nejedly asked why vehicles were 5118117 Body being serviced outside of the District . service area. Finance Committee Minutes June 20, 2017 Page 3 7. Review May 2017 Financial Statements and Investment Reports Ms. Vassallo stated that the Operations and Maintenance (O&M) revenues are currently running at a $891,000 favorable variance, and the O&M expenses are currently running at a $5.9 million favorable variance. The Sewer Construction revenue is currently running at a $253,000 unfavorable variance, and the Capital Projects Division has spent$27.9 million year-to-date, or 75.8% of the annual budget. COMMITTEE ACTION: Reviewed and recommended Board approval. 8. Review draft Position Paper to establish and fund the Section 115 Pension Trust using Public Agency Retirement Services (PARS) Mr. Leiber stated that.staff is reporting back on ars issue from earlier in the year to establish a trust for additional pension contributions. Staff identified three providers, and two of those responded to the FFP. Staff's recommendation is to proceed with establishing a trust with PARS. The cost will be under$100,000 for a five-year period, based on the anticipated contributions to the Trust. Member Pilecki asked if HighMark capital Management was associated with PAIS and, if so, that it be identified in the Position Paper. COMMITTEE ACTION: Reviewed and recommended Board approval. 0. Receive list of Scheduled/Parking Lot items COMMITTEE ACTION:. Reviewed the Parking Lot items. 10. Announcements a. Future scheduled meetings: Tuesday, July 25, 2017 at 1:00 p.m. Tuesday, August 20, 2017 at 1:00 p.m. Tuesday, September 20, 2017 at 1:00 p.m. 11. Suggestions for future agenda items None. 12. Adjournment— at 1:37 p.m...