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HomeMy WebLinkAbout13.b. Committee Minutes-Finance 06-25-19 Page 1 of 4 Item 13.b. ,jjlk CENTRAL SAN CENTRAL CONTRA COSTA SANITARY DISTRICT July 11, 2019 TO: HONORABLE BOARD OF DIRECTORS FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT SUBJECT: JUNE 25, 2019 - FINANCE COMMITTEE - CHAIR CAUSEYAND MEMBER NEJEDLY Attached are minutes of the above Committee meeting. ATTACHMENTS: 1. Finance Committee Minutes 06-25-19 July 11, 2019 Special Board Meeting Agenda Packet- Page 230 of 241 Page 2 of 4 I CENTRAL SAN CONTRACENTRAL •STA SANITARY DISTRICT 5019 IMHOFF REGULAR MEETING OF THE BOARD OF DIRECTORS: CENTRAL CONTRA COSTA DAVID R, WILLIAMS President SANITARY DISTRICT MICHAEL R.MCCILL FINANCE COMMITTEE President Pro Tem PAUL H CA USEY JAMES A.NEJEDLY M I N U T E S TAD J PHECKI PHONE: (925)228-9500 Tuesday, June 25, 2019 FAX.- (925)372-0192 www.centralsan.org 2:00 p.m. Executive Conference Room 5019 Imhoff Place Martinez, California Committee: Chair Paul Causey Member Jim Nejedly Staff.- Roger S. Bailey, General Manager Katie Young, Secretary of the District Ann Sasaki, Deputy General Manager Phil Leiber, Director of Finance and Administration Emily Barnett, Communications and Intergovernmental Relations Manager (left during Item 3.a.) Danea Gemmell, Planning and Development Services Division Manager (left after Item 3.b.) Stephanie King, Purchaing and Materials Services Manager Edgar Lopez, Capital Projects Division Manager (left after Item 3.b.) Shari Deutsch, Risk Management Administrator Laci Kolc, Risk Management Specialist Donna Anderson, Assistant to the Secretary of the District 1. Call Meeting to Order Chair Causey called the meeting to order at 2:00 p.m. 2. Public Comments None. July 11, 2019 Special Board Meeting Agenda Packet- Page 231 of 241 Page 3 of 4 Finance Committee Minutes June 25, 2019 Page 2 3. Items for Committee Recommendation to the Board a. Review and recommend approval of expenditures dated July 11, 2019 Mr. Leiber responded to a list of questions on various expenditures provided by Chair Causey in advance of the meeting and other questions posed by Member Nejedly during the meeting. With respect to Check#11518 in the amount of$4,064.09 paid to Aether Advisors LLC, Mr. Leiber explained that this was for a consultant hired to assist the Executive Management team with advancing the risk inventory that was developed last year based on input from managers and other staff. Mr. Bailey explained that the full Board will receive a presentation at the next Board meeting introducing the new internal audit process and audit plan for 2019. He said it will be a risk-based program, which he considers to be a best practice. With respect to the checks paid to various teachers for Central San's first Teacher Training Academy, it was explained that 15 middle and high school science teachers participated in the program, for which they each received a $450 payment representing a three-day stipend. Ms. Barnett explained that this newly created academy, which was very well received by the teachers, is to prepare them to be able to enhance the sewer science curriculum that Central San has developed for all middle schools and high schools in the Mt. Diablo Unified School District. Chair Causey asked if it would be appropriate for the teachers and their students to be invited to the Central San Academy. He also inquired whether staff has reached out to Diablo Valley College (DVC) students to see if there is interest in participating in the Central San Academy. Mr. Bailey said staff could reach out to the teachers and students. He also mentioned that staff previously reached out to both JFK University and DVC but there was little interest. Chair Causey said he was fully supportive of expanding the program via recognitions or other means. COMMITTEE ACTION: Recommended Board approval. b. Review May 2019 Financial Statements and Investment Reports Chair Causey said that on pages 13-15 of the Financial Statements he noticed some negative balances in the Total Remaining Budget column for several capital projects. Mr. Lopez reviewed each of the items, noting that the process varies for addressing cost overages. Sometimes the needed funds come from the contingency, and sometimes negative balances are simply timing issues related to multi-year projects where work has advanced faster than expected. Only the Pleasant Hill-Grayson Creek Trunk Sewer July 11, 2019 Special Board Meeting Agenda Packet- Page 232 of 241 Page 4 of 4 Finance Committee Minutes June 25, 2019 Page 3 Project, District Project 8412, is expected to exceed budget. While that project is expected to close soon, he said it took longer than anticipated and there were issues related to dealing with the City of Pleasant Hill. Ultimately, all portions of the project were completed satisfactorily. In this instance, he said funds to cover the overage will most likely come from other closed projects that came in under budget. COMMITTEE ACTION: Recommended Board receipt. 4. Other Items a. Review Risk Management Loss Control Report as of June 18, 2019 Ms. Deutsch reviewed the Loss Control Report with the Committee. COMMITTEE ACTION: Received the report. b. Receive list of future agenda items COMMITTEE ACTION: Received the list. 5. Announcements None. 6. Future Scheduled Meetings Tuesday, July 23, 2019 at 2:00 p.m. Tuesday, August 27, 2019 at 2:00 p.m. Tuesday, September 24, 2019 at 2:00 p.m. 7. Suggestions for Future Agenda Items a. Chair Causey said he would be interested in an update on the recently approved funding for the Solids Handling Facility Improvements-Phase 1, District Project 7348, through a Clean Water State Revolving Fund (SRF) loan. Mr. Bailey said an update will be provided to the Finance Committee once more is known. Staff is currently running different scenarios through the rate model to determine which variables (such as interest rate, term, etc.) would be most beneficial for Central San. 8. Adjournment— at 2:51 p.m. July 11, 2019 Special Board Meeting Agenda Packet- Page 233 of 241