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Home My WebLink About16.e. Minutes-03-20-18 Finance Committee Page 1 of 5 Item 16.e. 1 Central Contra Costa Sanitary District April 5, 2018 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARY OF THE DISTRICT SUBJECT: MARCH 20, 2018 - FINANCE COMMITTEE - PRESIDENT NEJEDLYAND MEMBER PILECKI Attached are minutes of the above Committee meeting. Strategic Plan Tie-In GOAL ONE:Provide Exceptional Customer Service Strategy 1 - Foster Customer Engagement and Awareness ATTACHMENTS: 1. Minutes of 03-20-18 Finance Committee meeting April 5, 2018 Regular Board Meeting Agenda Packet- Page 153 of 164 Page 2 of 5 _ I CENTRAL SAN CONTRACENTRAL •STA SANITARY DISTRICT 5019 IMHOFF REGULAR MEETING OF THE BOARD OF DIRECTORS: CENTRAL CONTRA COSTA JA MES A.NEJEDLY President SANITARY DISTRICT DAVID R, WILLIAMS FINANCE COMMITTEE President Pro Tem PAUL H.CAUSEY MICHAEL R.MCGILL M I N U T E S TAD PILECKI PHONE: (925)228-9500 Tuesday, March 20, 2018 FAX: (925)372-0192 2:00 p.m. tivtivtv.Certtralsatt.org Executive Conference Room 5019 Imhoff Place Martinez, California Committee: Chair Jim Nejedly Member Tad Pilecki Staff: Roger S. Bailey, General Manager Katie Young, Secretary of the District Ann Sasaki, Deputy General Manager Phil Leiber, Director of Finance and Administration Jean-Marc Petit, Director of Engineering and Technical Services (left after Item 5.a.) Stephanie King, Purchasing and Materials Manager Thea Vassallo, Finance Manager Thomas Brightbill, Senior Engineer (left after Item 5.a.) Shari Deutsch, Risk Management Administrator (left after Item 5.b.) Cindy Granzella, Senior Administrative Technician 1. Call Meeting to Order Chair Nejedly called the meeting to order at 2:01 p.m. 2. Public Comments None. 3. Old Business a. Follow-up questions asked at the February 27, 2018 Finance Committee regarding check and purchasing card expenditures COMMITTEE ACTION: Received the information. April 5, 2018 Regular Board Meeting Agenda Packet- Page 154 of 164 Page 3 of 5 Finance Committee Minutes March 20, 2018 Page 2 4. Items for Committee Recommendation to the Board a. Review and approve expenditures dated April 5, 2018 COMMITTEE ACTION: Reviewed and recommended Board approval. b. Review February 2018 Financial Statements and Investment Reports Ms. Vassallo reported that the Operations and Maintenance (O&M) revenue is on target, with less than a 1% variance, and the O&M expenses are running a 6.4% favorable variance. She stated that a new investment report, showing the Local Agency Investment Fund(LAIF), has been added to the monthly financial statements as a result of changes in the reserve policy approved by the Board in December 2017, and can be found on page 12 of the agenda materials. Lastly, she stated that the sewer construction revenues are running approximately$1 million over budget, and Capital spending is at$23.3 million, or 50.1%, as of February 2018. COMMITTEE ACTION: Reviewed and recommended Board receipt. 5. Other Items a. Patio Dining Capacity Fees Mr. Bailey explained that this topic arose from a previous mentorship program. The question is whether all restaurants with outdoor dining patios should be paying capacity fees consistent with the District's capacity fees schedule. Mr. Brightbill reviewed the presentation included in the agenda materials. He explained that during the mentorship project, 31 restaurants were studied, and it was found that 65% of them had outdoor patio areas with potential unpaid capacity fees. He stated that staff consulted Black& Veatch to determine how other agencies are charging for outdoor patio dining. Some agencies do charge a capacity fee, some only charge based on the interior square footage, and some charge solely on water consumption data. Staff is requesting that the procedure be improved so a brochure can be created to provide to the restaurant business owners and cities going forward. Member Pilecki asked how much money this would provide for the District and how many restaurants would be impacted. He would like to review real numbers before making a decision. Chair Nejedly said he would prefer to charge based on actual usage because patio dining is not utilized year-round. He stated that he would prefer not to make any changes to what is currently done. Member Pilecki stated that he would like to notify April 5, 2018 Regular Board Meeting Agenda Packet- Page 155 of 164 Page 4 of 5 Finance Committee Minutes March 20, 2018 Page 3 the restaurants before the Board takes any action so that they can be present at the Board meeting if changes are going to be made. COMMITTEE ACTION: Received the information and provided input to staff. b.* Risk Management Loss Control Report Fiscal Year 2017-18 as of March 13, 2018 Ms. Deutsch provided an updated version of the Loss Control Report (attached). She reviewed the report and responded to questions. COMMITTEE ACTION: Discussed and provided input to staff. C. Receive list of Scheduled/Parking Lot items COMMITTEE ACTION: Received the list. 6. Announcements Mr. Leiber stated that Board Members had previously asked about options for participating in the employee's 457 deferred compensation plan for their stipends vs. the 457 PTS plan. Ms. Vassallo announced that the Internal Revenue Service and ICMA have recently updated their plan documents, and she is working on updating Central San's plan documents to allow for Board Member contributions in the employee's 457 plan. 7. Future Scheduled Meetings a. Tuesday, April 24, 2018 at 2:00 p.m. Monday, May 21, 2018 at 2:00 p.m. Tuesday, June 26, 2018 at 2:00 p.m. 8. Suggestions for Future Agenda Items None. 9. Adjournment— at 2:43 p.m. * Attachment April 5, 2018 Regular Board Meeting Agenda Packet- Page 156 of 164 CCCSD 2017-18 Loss Control Report (Committee Handout) New Incident Ongoing Incident Prior Fiscal Year Incident Litigated OVERFLOWS Status # ID# Loss DOL Other Party Address City Reserve Paid to Date Paid to Incident Total Typ Closed 1 2018006 SSO 11,121/17 Claire Finne 3244 Camino Colorados Lafayette $ - $ 7,819.91 ServiceMaster $ $ 578.00 Claimant $ 8,397.91 Open 2 2018007 SSO 01/04/18 Lena and Sean Arbic 700 Charlton Dr. Pleasant Hill $ 1,500.00 $ 2,832.43 Residence Inn $ 27,437.24 Restoration Mgt $ 31,769.67 Open 3 02/13/25 SSO 03/15/18 Nikkola Chase 410 Old Orchard Ct. Danville $ 75,000.00 $ 75,000.00 Total-SSO $ 76,500.00 $ 38,667.58 $ 115,167.58 PLUMBING REIMBURSEMENTS Status # ID# Type DOL Other Party Address City Reserve Paid to Date Paid to Incident Total Closed 1 2018004 PL 08/25/17 Michael Bush 1957 Westover Pleasant Hill $ $ 197.78 Claimant $ 197.78 Closed 2 2018005 PL 07/06/17 Maryann Calla 1896 Alameda Diablo Diablo $ $ _ 547.29 Claimant $ 547.29 Closed 3 2018008 PL 10/20/17 Haru Goto 360 Tahos Rd. Orinda $ - $ 150.00 Claimant $ 150.00 Closed 4 2018009 PL 02/22/18 Brian Hockel,DDS 2651 Oak Grove Walnut Creek $ - $ 1,083.09 Claimant $ 1,083.09 - Total-PL $ - $ 1,978.16 $ 1,978.16 LIABILITY INCIDENTS-OTHER Status # ID# Tose DOL Other Party Address City Reserve Paid to Date Paid to Incident Total Closed B 2017014 GL 8/01-31/16 Erik Nelson 246 Kathleen Dr. Pleasant Hill $ $ $ - Open C 2017028 GL 02/09/17 Jane and Patrick Settle 273 Scofield Dr Moraga $ 10,000.00 $ - $ 10,000.00 Closed 1 2018001 GL 07/02/17 James Wilder PH Road x Taylor Pleasant Hill $ - $ - CT paid$2500 $ - Closed 2 2018003 GL 10/11/17 Christophe Pierrat 3100 Sandalwood Ct Lafayette $ - $ 7,317.78 $ 7,317.78 Open KJ Woods LD Claim for Reimb. Total-Liab $ 10,000.00 $ 7,317.78 $ 17,317.78 AUTO INCIDENTS Status # ID# Loss DOL Other Party Location Veh# Reserve Paid to Date Paid to Incident Total Type Total-Auto PROPERTY INCIDENTS Status # ID# Loss DOL Other Party Address City Reserve Paid to Date Paid to Incident Total Typ Closed 1 2018002 PD 10/01/17 Thief CSO Walnut Creek $ - $ 1,000.00 CSO O&M $ 1,000.00 Total-Property $ 1,000.00 $ 1,000.00 Note: Prior fiscal year closed claims have been removed from report. 03/19/18 April 5, 2018 Regular Board Meeting Agenda Packet- Page 157 of 164