HomeMy WebLinkAbout02. Approve expenditures Page 1 of 3
Item 2.
CENTRALSAN
SANITARYJdf A- hom
CENTRAL CONTRA COSTA , .
February 4, 2021
TO: HONORABLE BOARD OF DIRECTORS
FROM: TODD SMITHEY, FINANCE ADMINISTRATOR
KEVIN MIZUNO, FINANCE MANAGER
REVIEWED BY: PHILIP R. LEIBER, DIRECTOR OF FINANCE AND ADMINISTRATION
ROGER S. BAILEY GENERAL MANAGER
SUBJECT: REVIEW AND RECOMMEND APPROVAL OF EXPENDITURES INCURRED
DECEMBER 4, 2020 THROUGH JANUARY 14, 2021
Normally, the Finance Division conducts a weekly check run to issue vendor payments for approved
expenditures and releases those warrants the same week. As part of Central San's response to the
COVI D-19 pandemic, the occurrence of check runs has been temporarily reduced to every other week to
implement social distancing and reduce potential exposure resulting from physical deliveries of checks to
the Contra Costa County Treasurer's Office for counter signature. The Finance Division has also
historically issued employee paychecks once a month on the last business day of the month.
Commencing January 2021 in conjunction with the implementation of a new ERP system, Central San has
transitioned to a bi-weekly pay cycle with the first bi-weekly employee pay day being on January 8, 2021.
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 includes District payments issued during the period from December 4, 2020 through January
14, 2021. As indicated on the cover page of Attachment 1, in this time frame a total of$15,498,822.09 in
payments were made between the District's Running Expense, Sewer Construction, Self-I nsurance and
Payroll funds maintained by the Contra Costa County Treasurer's Office. The pages following the cover
page of Attachment 1 provide additional detail for each payment issued and presented on the cover page,
including: check number, payment date, supplier, invoice amount, invoice number, invoice description,
expense account description, and project details (if applicable). I n some cases, sub-totals presented on
the detail pages may not directly tie to the cover page due to the way the system-generated report
presents checks with expenditures pertaining to more than one fund and construction progress payments
with retention holds. Staff is actively working with the new ERP implementation consultants to address this
issue.
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
February 4, 2021 Regular Board Meeting Agenda Packet- Page 22 of 104
Page 2 of 3
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).
Strategic Plan Tie-In
GOAL THREE:Fiscal Responsibility
Strategy 2—Ensure integrity and transparency in financial management
ATTACHMENTS:
1. Expenditures-Replacement Sheet
February 4, 2021 Regular Board Meeting Agenda Packet- Page 23 of 104
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
February 4, 2021 Regular Board Meeting Agenda Packet- Page 24 of 104