HomeMy WebLinkAbout05. Approve expenditures incurred 10-3 through 11-5-20 Page 1 of 3
Item 5.
CENTRALSAN
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CENTRAL CONTRA COSTA SANITARY DISTRICT
December 3, 2020
TO: HONORABLE BOARD OF DIRECTORS
FROM: TODD SMITHEY, FINANCE ADMINISTRATOR
KEVIN MIZUNO, FINANCE MANAGER
REVIEWED BY: PHILIP LEIBER, DIRECTOR OF FINANCE AND ADMINISTRATION
ROGER S. BAILEY, GENERAL MANAGER
SUBJECT: APPROVE EXPENDITURES INCURRED OCTOBER 3 THROUGH
NOVEMBER 5, 2020
The Finance Division conducts a weekly check run to issue vendor payments for approved expenditures and
releases those warrants the same week. The Finance Division also issues employee paychecks once a month
on the last business day of the month. This packet contains a listing of all such payments issued that have not
yet been reviewed and recommended for Board approval by the Finance Committee. Following review and
recommendation by the Finance Committee, the expenditures packet is then distributed to the full Board for
review and approval at the next regularly scheduled public Board meeting.
This packet provides a check register expenditure report of all Central San payments issued during the period
from October 3, 2020 through November 5, 2020 (Attachment 1). During this time frame a total of
$17,791,852.01 in payments were made from Central San's Running Expense, Sewer Construction, Self-
Insurance and Payroll funds maintained by the Contra Costa County Treasurer's Office.
As the configuration of Central San's new enterprise resource planning (ERP) system prevents the check
register expenditure report from including expense details in the payment line to US Bank, supplemental
procurement card (p-card) expense reports were created for additional disclosure purposes for the Board and
Finance Committee. Accordingly, this packet also includes a P-Card Expense Summary Report (Attachment 2).
The Finance Committee was provided a copy of the underlying P-Card Detail Report at its most recent
committee meeting.
The total paid to US Bank for P-card transactions incurred for the statement ending September 22, 2020 was
$124,118.21 as reflected in Attachment 1. The supplemental pP-card report (Attachment 2) shows a total of
$123,569.46 in expenses, which is slightly less than the amount reported in Attachment 1. Given the
implementation of Central San's new ERP on September 1, 2020, several administrative protocols changed
significantl, resulting in some processing delays. Such delays impacted the P-card administration process,
resulting in two cardholders' expense reports not being collected for processing at the time this report was
submitted. Expenses pertaining to these two cardholders will be reflected in next month's p-card expense
reports.
December 3, 2020 Regular Board Meeting Agenda Packet- Page 57 of 106
Page 2 of 3
Strategic Plan re-In
GOAL THREE: Fiscal Responsibility
Strategy 2—Ensure integrity and transparency in financial management
ATTACHMENTS:
1. Expenditures-Replacement Sheet
December 3, 2020 Regular Board Meeting Agenda Packet- Page 58 of 106
Page 3 of 3
ATTACHMENT 1
I CENTRAL SAN
CONTRACENTRAL •
Central San
Agenda Item — Approve Expenditures
The list of expenditures for approval at this meeting
is available for review at the below listed location because
it is too large for useful imaging within this electronic packet.
We apologize for any inconvenience.
Central Contra Costa Sanitary District
5019 Imhoff Place, Martinez
Monday through Friday: 8:00 a.m. to 5:00 p.m.
Please contact Katie Young, Secretary of the District, with any questions:
Telephone: (925) 229-7303
Email: kyoung@centralsan.org
December 3, 2020 Regular Board Meeting Agenda Packet- Page 59 of 106