HomeMy WebLinkAbout06.a. Receive the 2009-2010 Operations and Maintenance Budget Review for the Six Months Ended December 31, 2009Central Contra Costa Sanitary District
' ' BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: February 18, 2010 No.: 6.a. Administrative
Type or Action: RECEIVE BUDGET REVIEW
Subject: RECEIVE THE 2009-2010 OPERATIONS AND MAINTENANCE BUDGET
REVIEW FOR THE SIX MONTHS ENDED DECEMBER 31, 2009
Submitted By:
Debbie Ratcliff, Controller
Initiating Dept./Div.:
Administrative Department
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
~D. Ratcliff ~ raves
mes elly,
eneral Manager
ISSUE: A report of the results of a comparative review of actual and budgeted
Operations and Maintenance (O&M) revenues and expenses for the first six months of
the 2009-2010 fiscal year as well as full year projections are provided in this Position
Paper. In addition, any significant variances from budget for the first six months and
any significant full year projected variances are discussed.
RECOMMENDATION: Receive the 2009-2010 Operations and Maintenance Budget
review for the six months ended December 31, 2009 and full fiscal year projections.
FINANCIAL IMPACTS:
Six-Month Review: For the first six months ended December 31, 2009, total O&M
revenues are $27,463,660 compared to a budget of $27,654,074 for a negative
variance of -$190,414 or -0.7%. Total O&M expenses for the first six months are
$26,831,215 compared to a budget of $28,747,674 for a positive variance of $1,916,459
or 6.7%. The six-month status reflects the financial results at a certain point in time, as
of December 31, 2009, and looks favorable.
Annualized Projections: The projected O&M revenues for the full year are $60,400,696
compared to a budget of $61,668,296 for a negative variance of $1,267,600 or -2.06%.
Total projected O&M expenses for the full year are $58,035,857 compared to a budget
of $59,745,669 for a favorable variance of $1,709,812 or 2.86%. This favorable
variance is due to savings of $427,320 for labor, $76,000 for chemicals, $213,000 for
utilities, $62,000 for hauling & disposal, $238,000 for professional & legal, $342,150 for
outside services, $57,879 for materials & supplies and $274,187 for other expenses.
ALTERNATIVESICONSIDERATIONS: None
N:\ADMIN\FINANCE\6mopp 2010.DOC Page 1 of 3
POSITION PAPER
Board Meeting Date: February 18, 2010
Subject: RECEIVE THE 2009-2010 OPERATIONS AND MAINTENANCE BUDGET
REVIEW FOR THE SIX MONTHS ENDED DECEMBER 31, 2009
BACKGROUND:
Six-Month Review: The table on Attachment A compares actual 0&M revenue and
expense for the first six months of the fiscal year to the six-month budget. Significant
variance explanations are included on the table.
Annualized Projections: Attachment B compares full year O&M projections to budget.
Anticipated significant projected variances from the annual 2009-2010 O&M Revenue
and Expense budget are listed below:
Revenue:
Total O&M Revenue is projected to be $1,267,600 or 2.06% lower than
budgeted due to lower sewer service charge from a reduced number of
new connections. A negative variance is also projected from less O&M
expenses in the Plant reducing City of Concord revenue, and lower
interest income revenue as a result of a continued decline in interest rates.
Expense:
Salaries: Salaries and Wages expense is projected to be $427,320 under
budget largely due to savings in Engineering and POD. Engineering has
more vacant, budgeted positions than anticipated particularly due to
approved leaves of absence, under-filling of higher paid positions, and
more capital work than anticipated which reduces O&M expense. POD
will recruit for current vacancies in operations, electrical, and instrument
shop that are considered critical positions later than budgeted in the fiscal
year, resulting in savings.
Chemicals: Chemicals expense is projected to be $76,000 under budget
primarily due to lower than anticipated use of chemicals for the pumping
stations. Additional savings from an anticipated price increase for lime
has not yet occurred. '
Utilities: Utilities expense is projected to be $213,000 under budget
mostly due to an anticipated savings in Natural Gas as a result of a pre-
purchase at a favorable rate for 2010.
Hauling & Disposal: Hauling & Disposal expense is projected to be
$62,000 under budget due to the ability to take ash thus far to a site that is
the least expensive of the two sites that are available, no sludge removal
expense is expected in the.second half of the fiscal year, and savings
realized in the first half of the year due to lower than anticipated grit
quantities.
N:~P,DMIN\FINANCE\6mopp 2010.DOC page 2 of 3
POSITION PAPER
Board Meeting Date: February 18, 2010
subject: RECEIVE THE 2009-2010 OPERATIONS AND MAINTENANCE BUDGET
REVIEW FOR THE SIX MONTHS ENDED DECEMBER 31, 2009
i
Professional & Lega'I: Professional & Legal expense is projected to be
$238,000 under budget primarily due to less legal expense than
anticipated during budgeting. Administrative and Engineering
departments expect to incur savings in legal expense.
Outside Services: Outside Services expense is projected to be $342,.150
under budget as a result of a lower than budgeted usage of consultants
and temporary workers. The current hiring freeze, which was not
anticipated during the budgeting process, will result in savings in
recruitment expense. Additional savings are expected from budgeted
safety programs not expected to occur this year.
Materials & Supplies: Materials & Supplies expense is projected to be
$57,879 under budget due to fewer supplies ordered than anticipated as a
part of acost-cutting effort.
Other Expenses: Other Expenses are projected to be $274,187 under
budget. CSO's move to Martinez eliminated some equipment rental
expense. Budgeted, expense for rental of water storage tanks for CSO will
also yield savings as the need no longer exists. In a District-wide effort to
save money, all departments expect to reduce technical training,
conference, and meetings expense by postponing or reducing attendance
at budgeted events.
i
The Revenue over Expense budgeted for the 2009-2010 fiscal year yielded an
increase to the O&M Fund balance of $1,922,627. Although revenue is projected
to be $1,267,600 lower than budget, a.reduction of $1,709,812 in expenses will
result in a full year projection that the O&M Fund balance will actually increase by
$2,364,839. i
RECOMMENDED BOARD ACTH
Maintenance Budget Review for t
projections for the full fiscal year.
)N: Receive the 2009-2010 Operations and
le six months ended December 31, 2009 and
N:\ADMIN\FINANCE\6mopp 2010.DOC page 3 of 3
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ATTACHMENT B
Central Contra Costa Sanitary District
Operations and Maintenance
Revenue & Expense Account Summary
` Projected for the Year Ending June 30, 2010
Variance Variance
Projected Budget Amount
O&M REVENUES:
Sewer Service Charge 48,596,000 49,126,100 (530,100) -1.08%
City of Concord 8,780,000 9,100,000 (320,000) -3.52%
Other 3,024,696 3,442,196 (417,500) -12.13%
Total Revenues 60,400,696 61,668,296 (1,267,600) -2.06%
O8M EXPENSES:
Total Labor Charges 19,987,549 20,414,869 427,320 2.09%
Employee Benefits 19,959,200 19,911,881 (47,319) -0.24%
Directors Fees & Expenses 100,000 109,595 9,595 8.75%
Chemicals 1,533,000 1,609,000 76,000 4.72%
Utilities 5,082,400 5,295,400 213,000 4.02%
Repairs & Maintenance 3,274,511 3,331,511 57,000 1.71%
Hauling & Disposal 968,460 1,030,460 62,000 6.02%
Professional & Legal 452,960 690,960 238,000 34.44%
Outside Services 1,936,260 2,278,410 342,150 15.02%
Self-Insurance 1,383,000 1,383,000 0 0.00%
Materials & Supplies 1,829,746 1,887,625 57,879 3.07%
Other Expenses 1,528,771 1,802,958 274,187 15.21%
Total Expenses 58,035,857 59,745,669 1,709,812 2.86%
To/(From) Reserves 2,364,839 1,922,627 442,212
6,a,
FY 2009 - 2010
OPERATIONS & MAINTENANCE
SIX MONTH
BUDGET REVIEW
N:IADMINSUP\BUDGET12009-2010 O&M 6 mo Budget Review.doc
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SIX MONTH EXPENSE VARIANCES
FAVORABLE VARIANCES:
• Labor under budget due to vacant positions, underfilling of
higher paid positions, and more Capital work. ($260,000)
• Repairs and Maintenance under budget due to expense
being delayed until second half of year. ($433,600)
• Outside Services under budget due to billing delays,
deferral of services to second half and lower use of
consultants & temporary services. ($334,900)
• Materials and Supplies under budget due to no diesel fuel
purchased first half of year. ($231,000)
• Other under budget due to CS0 move eliminating rental of
equipment and water storage tanks, and reduction in training
and conference expense district wide. ($263,800)
N:WDMINSUP~BUDGET~6 Month Expense Variances 2010.doc
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PROJECTED FULL-YEAR EXPENSE VARIANCES
FAVORABLE VARIANCES:
• Labor under budget due to vacant positions and more
Capital work than anticipated. ($427,320)
• Utilities under budget due to savings. in natural gas due to
pre-purchase at favorable rates. ($213,000)
• Professional and Legal under budget due to less legal
expense anticipated for the remainder of the year.
($238,000),
• Outside Services under budget due to less usage of
consultants and temporary workers, and reduced recruitment
expense. ($342,150)
• Other Expenses under budget due to less rental expense
for water storage tanks and equipment at CSO, and reduced
training and conference expense District-wide. ($274,187)
N:WDMINSUP\BUDGE112009-2010 08M 6 mo Budget Review.doc
6,a,
FY 2009 - 2010
OPERATIONS & MAINTENANCE
SIX MONTH
BUDGET REVIEW
N:WDMINSUPIBUDGET12009-2010 O&M 6 mo Budget Review.doc
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SIX MONTH EXPENSE VARIANCES
FAVORABLE VARIANCES:
• Labor under budget due to vacant positions, underfilling of
higher paid positions, and more Capital work. ($260,000)
• Repairs and Maintenance under budget due to expense
being delayed until second half of .year. ($433,600)
• Outside Services under budget due to billing delays,
deferral of services to second half and lower use of
consultants & temporary services. ($334,900)
• Materials and Supplies under budget due to no diesel fuel
purchased first half of year. ($231,000)
• Other under budget due to CS0 move eliminating rental of
equipment and water storage tanks, and reduction in training
and conference expense district wide. ($263,800)
N:V~DMINSUP~BUDGETt6 Month Expense Variances 2010.doc
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PROJECTED FULL-YEAR EXPENSE VARIANCES
FAVORABLE VARIANCES:
• Labor under budget due to vacant positions and more
Capital work than anticipated. ($427,320)
• Utilities under budget due to savings in natural gas due to
pre-purchase at favorable rates. ($213,000)
• Professional and Legal under budget due to less legal
expense anticipated~for the remainder of the year. ,
($238,000)
• Outside Services under budget due to less usage of
consultants and temporary workers, and reduced recruitment
expense. ($342,150)
• Other Expenses under budget due to less rental expense
for water storage tanks and equipment at CSO, and reduced
training and conference expense District-wide. ($274,187)
N:\ADMINSUP\BUDGET2009-2010 O&M 6 mo Budget Review.doc
6.b.
FY 2009-10
.CAPITAL IMPROVEMENT BUDGET
MID-YEAR STATUS REPORT
February 18, 2010 Board Meeting
Projected FY 2009-10
Capital Program Activity
Budgeted 2009-10 Projected 2009-10
Total expenditures $40.1 M $32.5 M
Total revenue $25.2 M $20 M"
($23.6 M')
Reduction in Sewer -$14.9 M
Construction Fund (-$16.5 M') - $12.5 M
Balance
`Reduction due to no adopted sewer service charge increase.
"Revenue variance from budget due primarily to no sewer service charge increase
and reductions in facility capacity fees, interest income and property tax revenue.
FY 2009-10 Capital Revenue by Category
Revenue Category sudgeted Projected Actual
2009.10 Revenues 2009.10 Revenues
Sewer Service Charge $4,870,000 $3,170,000
($3,188,000')
Property Taxes $8,300,000 $6,900,000*'
Facility Capacity / $6,125,000 $5,050,000
Pumped Zone Fees
Interest $556,000 $200,000
City of Concord $4,528,000 $4,400,000
All Other $959,000 $317,000
Total $25,338,000
$20,037,000
($23,656,000')
'Reduced due to no adopted SSC increase in 2009-10
"Reduced due to State borrowing of a portion of tax as well as reduced assessed values.
FY 2009-10 Capital Budget by Program
Program Budgeted Total
2009.10 Expenditures Projected Actual
2009.10 Expenditures
Treatment Plant $ 13,769,000 $11,521,000
Collection System $ 15,161,000 $11,178,000
General Improvements $ 10,637,000 $ 8,808,000
Recycled Water $ 550,000 $ 1,005,000
Total $ 40,117,000 $32,512,000'
*$7.6 million reduction
2
2009-10 Treatment Plant Program
.Major Variances
Budgeted Projected Comments
Solids Handling Improvements $3,500,000 $3,924,000 Project delayed into 2009-10.
Underspent in 2008-09.
Standby Power Facility
Improvements
$3,700,000
$2,754,000
Project delayed into 2010-11.
Aeration Air Renovations, Ph 2 $1,950,000 $1,205,000 Good bid.
Piping Renovations, Ph 4 $1,400,000 $921,000 Scope reduced; good bid,
Other Projects $3,219,000 $2,717,000
Total $13,769,000 $11,521,000 $2.2 m111ion reduction
2009-10 Collection System Program
Major Variances
Budgeted Projected Comments
S. Odnda Renovations, Ph 4 - $1,600,000 $1,282,000 Accelerated into 2008-09;
good bid.
Diablo Renovations, Ph 1 $1,200,000 $311,000 Project delayed into 2010-11.
Pleasant Hill Renovations, Ph 1 $1,300,000 $487,000 Scope reduced; good bid.
CS Cathodic Protection System
Replacement $286,000 $56,000 Project delayed into 2010-11.
08-09 Development Sewerage $1,180,000 $500,000 Reduced developer activity.
Other Projects $9,585,000 $8,542,000 Good bids; reduced scopes.
Total $15,161,000 $11,178,000 $4.0 million reduction
2009-70 General Improvements Program
Major Variances
Budgeted Projected Comment
CSOD Facilities Improvement $7,500,000 $5,366,000 Good bid.
HHWCF Improvements $500,000 $1,122,000 Increased scope.
Other Projects $2,637,000 $2,320,000
Total $10,637,000 $8,808,000 $1.8 million reduction
2009-70 Recycled Water Program
Major Variances
Budgeted Projected Comment
Grayson Creek ReW Repair $0 $480,000 Unbudgeted emergency
repair.
Other Projects $550,000 $525,000
Total $550,000 $1,005,000 $.4 million increase
Projected FY 2009-10
Capital Program Activity
Budgeted 2009-10 Projected 2009-10
Total expenditures $40.1 M $32.5 M
Total revenue $25.2 M $20 M**
($23.6 M*)
Reduction in Sewer -$14.9 M
Construction Fund (-$16.5 M*) - $12.5 M
Balance
'Reduction due to no adopted sewer service charge increase.
** Revenue variance from budget due primarily to no sewer service charge increase
and reductions in facility capacity fees, interest income and property tax revenue.
4
Questions........