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Jl Central Contra Costa Sanitary District
REGULAR MEETING OF THE
CENTRAL CONTRA COSTA
SANITARY DISTRICT
FINANCE COMMITTEE
MINUTES
Tuesday, December 19, 2017
2:00 p.m.
Executive Conference Room
5019 Imhoff Place
Martinez, California
(-:nmmittaa
Acting Chair Tad Pilecki
Member Paul Causey (for Jim Nejedly)
BOARD OF DIRECTORS:
PAUL H CA USEY
President
JAMES A. NEJEDLY
President Pro Tent
MICHAEL R. MCGILL
TAD J PILECKI
DAVID R. WILLIAMS
PHONE: (925) 228-9500
FAX- (925) 676-7211
www.centralsan.org
Staff. -
Donna Anderson, Provisional Secretary of the District
Ann Sasaki, Deputy General Manager
Phil Leiber, Director of Finance and Administration
Emily Barnett, Communication Services & Intergovernmental Affairs Manager
Stephanie King, Purchasing and Materials Manager
Thea Vassallo, Finance Manager
Chris Carpenter, Community Affairs Representative
Chris Thomas, Finance Administrator
Anika Doria, Administrative Assistant Temp
1. Call Meeting to Order
Acting Chair Pilecki called the meeting to order at 2:00 p.m.
2. Public Comments
None.
3. Items for Committee Recommendation to Board
a. Review Expenditures dated January 4, 2018
The Committee reviewed the expenditures included with the agenda
materials, and staff responded to questions.
January 4, 2018 Regular Board Meeting Agenda Packet - Page 224 of 241
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Finance Committee Minutes
December 19, 2017
Page 2
With regard to the $49,050 check paid for the Joey Toubba sewer
overflow claim, Acting Chair Pilecki asked what is the limit before Board
approval is required. Staff will check with Risk Manager Shari Deutsch.
COMMITTEE ACTION: Reviewed and recommended Board approval.
b. Review November 2017 Financial Statements and Investment Reports
Ms. Vassallo stated that the Operations and Maintenance (O&M)
revenues are currently running at a $429,280 favorable variance, and
O&M expenses are running at a $2.7 million favorable variance through
November 2017. Ms. Vassallo also noted that a variance percentage
column was added to the O&M Variance Analysis based on
recommendations from a prior internal audit.
The Sewer Construction revenues are running at a favorable variance of
$1.5 million through November 2017, primarily due to a capacity fee
payment for the Bishop Ranch City Center in San Ramon. The Capital
Projects Division has spent $15.5 million year-to-date, or 33.4% of the
capital budget. A variance percentage column was also added to the
Sewer Construction Variance Analysis.
In addition, Ms. Vassallo noted that an O&M projects expenditure list and
a Sewer Fund (Capital) Spending chart were added, reflecting a projected
two-year average.
Member Pilecki asked if the expenses shown for the CoCo San
Sustainable Farm project included costs associated to the Kiewit site as a
whole (i.e. permit costs). Staff will investigate and provide a response at
the next meeting.
COMMITTEE ACTION: Reviewed and recommended Board approval.
C. Review final draft Comprehensive Annual Financial Report (CAFR) as of
June 30, 2017 for submission to the Government Finance Officers
Association (GFOA)
Ms. Vassallo commented that three new categories; Payments Under the
Concord Agreement — Last Ten Fiscal Years, Active Service Accounts and
Fiscal Year Billings — Sewer Service Charges, and the Pharmaceutical
Program were included to the Statistical Section.
President Causey commented that the narrative regarding the
Pharmaceutical Program be included in the History and Services Provided
section on page 9 of 98, in the third paragraph on hazardous waste.
January 4, 2018 Regular Board Meeting Agenda Packet - Page 225 of 241
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Finance Committee Minutes
December 19, 2017
Page 3
Acting Chair Pilecki suggested that it be mentioned under the Awards and
Acknowledgements section that the District was once again awarded the
Transparency Certificate of Excellence from the California Special District
Leadership Foundation.
COMMITTEE ACTION: Provided input to staff and recommended
Board approval.
4. Other Items
a. Annual review of contracts and blanket purchase orders (BPOs) older than
five years with an annual spend greater than $25,000
Ms. King reviewed the material contained in the agenda packet.
In response to a question from President Causey as to why contracts
older than five years were included in the report, Ms. King stated that
some contracts take more time to complete especially when other parties
are involved; in such situations a contract is extended. She said staff has
made it a priority for 2018 to revisit all the older contracts.
Acting Chair Pilecki commented that contracts and BPOs older than 10
years should be regularly reviewed and negotiated.
COMMITTEE ACTION: Provided input to staff and recommended this
issue be visited annually this time each year.
b. Receive list of Scheduled/Parking Lot items
COMMITTEE ACTION: Received the list.
5. Announcements
President Causey thanked staff for their hard work this year at the Committee
level. Acting Chair Pilecki concurred.
6. Future Scheduled Meetings
a. 2018 Meeting Dates To Be Determined
7. Suggestions for Future Agenda Items
None.
January 4, 2018 Regular Board Meeting Agenda Packet - Page 226 of 241
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Finance Committee Minutes
December 19, 2017
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8. Adjournment — at 2:30 p.m.
January 4, 2018 Regular Board Meeting Agenda Packet - Page 227 of 241