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Home My WebLink AboutBOARD STANDING COMMITTEES - 10132016 - Finance Cte Agenda Pkt FINANCE COMMITTEE October 13, 2016 10:30 A.M. 651 Pine Street, Room 101, Martinez Supervisor Federal D. Glover, Chair Supervisor Mary N. Piepho, Vice Chair Agenda Items: Items may be taken out of order based on the business of the day and preference of the Committee 1.Introductions 2.Public comment on any item under the jurisdiction of the Committee and not on this agenda (speakers may be limited to three minutes). 3. CONSIDER approving the Record of Action for the June 9, 2016, Finance Committee meeting (Lisa Driscoll, County Finance Director) 4. CONSIDER accepting the Quarterly Capital Projects Report (Ramesh Kanzaria, Capital Projects Division Manager/Public Works) 5. CONSIDER accepting the Public Works Department's attached recommendations regarding increasing the Capital Renewal Rate for Facility Maintenance and Replacement for Fiscal Year 17/18 (Brian Balbas, Chief Deputy Director) 6. CONSIDER accepting Department of Conservation and Development's attached recommendations regarding a request to substantially amend the County's FY 2016/17 Community Development Block Grand (CDBG) Program Action Plan (Christine Louie, CDBG Program Planner) 7.The next meeting is currently scheduled for November 10, 2016. 8.Adjourn The Finance Committee will provide reasonable accommodations for persons with disabilities planning to attend Finance Committee meetings. Contact the staff person listed below at least 72 hours before the meeting. Any disclosable public records related to an open session item on a regular meeting agenda and distributed by the County to a majority of members of the Finance Committee less than 96 hours prior to that meeting are available for public inspection at 651 Pine Street, 10th floor, during normal business hours. Public comment may be submitted via electronic mail on agenda items at least one full work day prior to the published meeting time. For Additional Information Contact: Lisa Driscoll, Committee Staff Phone (925) 335-1021, Fax (925) 646-1353 lisa.driscoll@cao.cccounty.us FINANCE COMMITTEE 3. Meeting Date:10/13/2016 Subject:Record of Action for June 9, 2016 Finance Committe Meeting Submitted For: FINANCE COMMITTEE, Department:County Administrator Referral No.: N/A Referral Name: Record of Action Presenter: Lisa Driscoll, County Finance Director Contact: Lisa Driscoll, County Finance Director (925) 335-1023 Referral History: County Ordinance requires that each County body keep a record of its meetings. Though the record need not be verbatim, it must accurately reflect the agenda and the discussions made in the meetings. Referral Update: Attached for the Committee's consideration is the Record of Action for its June 9, 2016 meeting. Recommendation(s)/Next Step(s): Staff recommends approval of the Record of Action for the June 9, 2016 meeting. Fiscal Impact (if any): No fiscal impact. Attachments Draft Record of Action June 9, 2016 D R A F T FINANCE COMMITTEE June 9, 2016 10:30 A.M. 651 Pine Street, Room 101, Martinez Supervisor Federal D. Glover, Chair Supervisor Mary N. Piepho, Vice Chair Agenda Items:Items may be taken out of order based on the business of the day and preference of the Committee Present: Federal D. Glover, Chair Mary N. Piepho, Vice Chair Staff Present:Lisa Driscoll, Finance Director Laura Strobel, Senior Deputy County Administrator Ramesh Kanzaria, Capital Projects Division Manager Joanne Bohren, Chief Internal Audit Sandra Bewley, Auditor III 1.Introductions 2.Public comment on any item under the jurisdiction of the Committee and not on this agenda (speakers may be limited to three minutes). There were no public comments. 3.Staff recommends approval of the Record of Action for the April 14, 2016 meeting. The Record of Action for the April 14, 2016, Finance Committee meeting was approved as recommended. AYE: Chair Federal D. Glover, Vice Chair Mary N. Piepho Passed 4.Accept attached Capital Projects Report. Ramesh Kanzaria presented the Quarterly Capital Report. Mr. Kanzaria reviewed the summary page Ramesh Kanzaria presented the Quarterly Capital Report. Mr. Kanzaria reviewed the summary page in detail. There are currently 67 projects totaling $79,929,180. There were 25 new projects since the last report totaling $26,265,000 and 9 projects were completed ($7,397,915). In addition there are 16 Facilities Life-Cycle Investment Program (FLIP) projects totaling $26,017,286 of which 8 were finished and 8 are in process. Report also includes FLIP projects being managed by the Facilities Maintenance Division and Potential Surplus Property Report prepared by the Real Estate Division. Mr. Kanzaria identified several projects including Contra Costa County Fire Protection District projects. Supervisor Piepho requested that future reports be updated to include a specific identifier for non-County projects. CCCFPD will be added parenthetically to identify the Fire District and further clarify funding responsibility. Supervisor Glover requested an update on the Administration Building and the old Martinez Jail. Mr. Kanzaria responded that there will be an item on the Board of Supervisors' June 14 agenda to begin the Request for Statement of Qualification (RFQ) for consultant selection to conduct planning study for the project. Regarding the Jail, CEQA has been published and Public Works Environmental staff are reviewing the 25+ comments that were received. There were no further questions. AYE: Chair Federal D. Glover, Vice Chair Mary N. Piepho Passed 5.Accept attached report regarding the Countywide Single Audit for the Fiscal Year Ending June 30, 2015 (also attached). Lisa Driscoll presented the Countywide Single Audit for the Fiscal Year Ending June 30, 2015. Mrs. Driscoll reminded the Committee that Board policy required the County Administrator to make an annual report to the Finance Committee on the current- and prior-year audit findings and recommendations that identifies what corrective action has been taken or is planned to be taken on each recommendation. Mrs. Driscoll reported that the 2015 report identified one instance of significant deficiency in internal controls; no instance of material weakness in internal control; and one instance of noncompliance in internal control over compliance. The noted instance in control was for the 'Schedule of Expenditures of Federal Awards Completeness'. As corrective action, the Auditor-Controller incorporated the recommended management signature line on all grant inventory listing sheets sent to the departments. Mrs. Driscoll reported that the Auditor-Controller does not have sufficient staffing necessary to reconcile the SEFA, however, the department has implemented several additional review measures to promote the quality of the reported SEFA information. The Auditor-Controller has also organized multiple education sessions for departments in Single Audit reporting and compliance, including work sessions and webinars. With these additional controls in place, the County is hopeful that the potential for error has been rectified. The Committee questioned staff regarding the corrective action. The Committee specifically asked if the additional training would correct the problem or if additional staff were required. Both Mrs. Driscoll and Ms. Bohren reported that good information needed to be forwarded to the Auditor for accurate reporting. Ultimately, the accuracy of the report is dependent upon departments properly identifying and categorizing their expenditures; therefore, targeted training is the logical solution and is expected to rectify the problem. AYE: Chair Federal D. Glover, Vice Chair Mary N. Piepho Passed 6.The next meeting is currently scheduled for July 14, 2016. 7.Adjourn The Finance Committee will provide reasonable accommodations for persons with disabilities planning to attend Finance Committee meetings. Contact the staff person listed below at least 72 hours before the meeting. Any disclosable public records related to an open session item on a regular meeting agenda and distributed by the County to a majority of members of the Finance Committee less than 96 hours prior to that meeting are available for public inspection at 651 Pine Street, 10th floor, during normal business hours. Public comment may be submitted via electronic mail on agenda items at least one full work day prior to the published meeting time. For Additional Information Contact: Lisa Driscoll, Committee Staff Phone (925) 335-1021, Fax (925) 646-1353 lisa.driscoll@cao.cccounty.us FINANCE COMMITTEE 4. Meeting Date:10/13/2016 Subject:QUARTERLY CAPITAL PROJECTS REPORT Submitted For: Julia R. Bueren, Public Works Director/Chief Engineer Department:Public Works Referral No.: 1/6/2009 SD.2 Referral Name: Quarterly Capital Projects Presenter: Ramesh Kanzaria, Capital Projects Division Manager Contact: Ramesh Kanzaria (925) 313-2284 Referral History: On January 6, 2009, the Board of Supervisors approved recommendations for Board Member appointments to local, regional and statewide boards, committees and commissions for the 2009 calendar year. One of the adopted recommendations was to combine the Capital Facilities Committee with the Finance Committee. On February 2, 2009, the Finance Committee met and planned committee meetings and schedules for the coming year. One of the recommendations was for the Finance Committee to receive regular capital facility update reports. The first report was presented to Finance on March 4, 2009 by the Director of General Services, Mike Lango. The Committee reviewed the initial report and requested that additional financing and appropriation information be added to make the report more meaningful. The final report format was accepted at the April 6, 2009 meeting and staff was directed to include on future Finance Committee agendas. Reports were submitted at each Finance Committee meeting through December 2010. Beginning in 2011, the Finance Committee requested that Capital Facility Reports be reviewed quarterly. Quarterly review of Capital Facility Reports is the current practice. Referral Update: Quarterly update. Recommendation(s)/Next Step(s): Accept attached Capital Projects Report. Attachments Capital Projects Update Report FINANCE COMMITTEE 5. Meeting Date:10/13/2016 Subject:Increasing Capital Renewal Rate for Facility Maintenance and Replacement for Fiscal Year 17/18 Submitted For: Julia R. Bueren, Public Works Director/Chief Engineer Department:Public Works Referral No.: N/A Referral Name: Facility Maintenance and Replacement Presenter: Brian Balbas, Chief Deputy Director Contact: Brian Balbas (925) 313-2284 Referral History: On January 22, 2013, the Board of Supervisors approved recommendations to institute a fee to capture funds for capital renewal and maintenance projects. The 1% fee has been in place since the 2013/14 fiscal year. Referral Update: Request to increase the fee from 1% to 3%. Recommendation(s)/Next Step(s): Accept attached recommendation to increase the occupancy cost factor from the current 1% to 3%. Fiscal Impact (if any): If approved, the increase will result in an increase of funds from the current $750,000 per year to $2,550,000 per year. Attachments Capital Renewal Rate Increase Memo Proposed Increase by Department Department Proposed Charges Based on $2,550,000 FY15-16 Actual Charges (based on $750,000) Increase Agriculture Total $ 10,484.08 $ 3,045.69 7,438.39$ Animal Services Total $ 63,988.00 $ 18,590.00 45,398.00$ Assessor Total $ 54,404.42 $ 15,804.90 38,599.52$ Auditor-Controller Total $ 33,066.81 $ 9,604.98 23,461.83$ Board of Supervisors Total $ 19,760.73 $ 5,740.21 14,020.53$ Building Maintenance Total $ 22,147.99 $ 6,434.25 15,713.74$ Clerk of the Board Total $ 6,946.91 $ 2,018.14 4,928.77$ Community Services Total $ 11,029.94 $ 3,204.16 7,825.78$ Conservation & Development Total $ 61,368.54 $ 17,826.76 43,541.78$ Conservator Total $ 15,824.44 $ 4,597.33 11,227.11$ Contra Costa Health Plan Total $ - $ 6,705.00 (6,705.00)$ County Administrator Total $ 22,812.74 $ 6,627.66 16,185.09$ County Counsel Total $ 27,260.90 $ 7,919.60 19,341.30$ CSA M-17 Total $ 4,518.00 $ 1,312.00 3,206.00$ District Attorney Total $ 114,978.86 $ 33,403.99 81,574.87$ Elections Total $ 25,808.00 $ 7,498.00 18,310.00$ Emergency Services Division Total $ 8,942.00 $ 2,598.00 6,344.00$ Fleet ISF Total $ 37,230.01 $ 10,815.75 26,414.26$ General County Building Occupancy $ 43,402.39 $ 13,450.39 29,952.00$ HS - Environmental Health Total $ 1,811.00 $ 526.00 1,285.00$ HSD Homeless Program Total $ 60,042.00 $ 17,445.00 42,597.00$ Hud Block Grant Total $ 2,350.44 $ 682.76 1,667.68$ HUD Home Block Grant Total $ 2,350.44 $ 682.76 1,667.68$ Human Resources Total $ 29,134.98 $ 8,464.09 20,670.89$ Information Technology Total $ 36,208.38 $ 10,519.94 25,688.44$ Insurance and Risk Management Total $ 16,833.65 $ 4,890.31 11,943.35$ LAFCO Total $ 1,310.62 $ 380.75 929.87$ Law and Justice Systems Total $ 365.28 $ 106.13 259.15$ Library - Community Services Total $ 105,411.17 $ 30,624.80 74,786.37$ Library Admin Total $ 50,475.75 $ 14,663.51 35,812.24$ NPP Total $ 2,938.05 $ 853.45 2,084.60$ Personnel Merit Board Total $ 655.31 $ 190.38 464.94$ Print & Mail Services Total $ 1,834.87 $ 533.05 1,301.82$ Private Activity Bond Total $ 3,525.66 $ 1,024.14 2,501.52$ Probation Facilities Total $ 348,874.00 $ 101,356.00 247,518.00$ Probation Programs Total $ 56,061.00 $ 16,287.00 39,774.00$ Public Defender Total $ 52,085.36 $ 15,130.56 36,954.80$ Public Works Total $ 109,552.44 $ 30,184.76 79,367.68$ Recorder Total $ 15,484.80 $ 4,498.80 10,986.00$ Recorder Micro/Modernization Total $ 10,323.20 $ 2,999.20 7,324.00$ RORF- Bay Point Total $ 1,175.22 $ 341.38 833.84$ RORF- CC Center Total $ 1,762.83 $ 512.07 1,250.76$ RORF- Montalvin Manor Total $ 587.61 $ 170.69 416.92$ RORF- N Richmond Total $ 1,175.22 $ 341.38 833.84$ RORF- Rodeo Total $ 587.61 $ 170.69 416.92$ Sheriff Total $ 208,330.03 $ 61,229.86 147,100.17$ Sheriff Detention Total $ 700,920.04 $ 203,631.18 497,288.86$ Telecommunications Total $ 8,995.02 $ 2,613.40 6,381.62$ Treasurer-Tax Collector Total $ 10,497.40 $ 3,049.20 7,448.20$ Trial Court Programs Total $ 7,236.43 $ 2,102.33 5,134.10$ Veteran Services Total $ 117,129.43 $ 36,597.64 80,531.79$ Grand Total 2,550,000.00$ 750,000.00$ 1,800,000.00$ FINANCE COMMITTEE 6. Meeting Date:10/13/2016 Subject:Request for Additional CDBG Funds – Infrastructure/Public Facility Project Submitted For: John Kopchik, Director, Conservation & Development Department Department:Conservation & Development Referral No.: CDBG Policy Referral Name: CDBG Funding Presenter: Christine Louie, CDBG Program Planner Contact: Christine Louie (925) 674-7787 Referral History: It is standard policy that CDBG funding decisions/policies be reviewed by the Finance Committee prior to scheduling for the full Board of Supervisors. Referral Update: See attached amendment request. Recommendation(s)/Next Step(s): CONSIDER accepting Department of Conservation and Development's attached recommendations regarding a request to substantially amend the County's FY 2016/17 Community Development Block Grand (CDBG) Program Action Plan. Attachments Amendment to the County's FY 2016/17 CDBG Program Action Plan CONTRA COSTA COUNTY DEPARTMENT OF CONSERVATION AND DEVELPOMENT 30 Muir Road Martinez, CA 94553 DATE: October 13, 2016 TO: Finance Committee Supervisor Federal D. Glover, Chair Supervisor Mary N. Piepho, Vice-Chair FROM: Gabriel Lemus, CDBG Program Manager By: Christine Louie, CDBG Program Planner SUBJECT: Request for Additional CDBG Funds – Infrastructure/Public Facility Project RECOMMENDATIONS 1. APPROVE a Substantial Amendment to the County’s FY 2016/17 Community Development Block Grant (CDBG) Program Action Plan by allocating an additional $9,700 in CDBG funds to the following project:  Community Housing and Development Corporation of North Richmond – Neighborhood House Multicultural Senior and Family Center. 2. DIRECT the Department of Conservation and Development to prepare a Board Order on the Committee’s recommendations for the November 8, 2016 Board of Supervisors meeting. BACKGROUND On May 10, 2016, the Board of Supervisors approved the Contra Costa County Action Plan for FY 2016/17 CDBG funds. Originally, Community Housing Development Corporation of North Richmond (CHDC) was awarded $64,200 in CDBG funds, under the IPF category, to improve the Neighborhood House Multi-Cultural Senior and Family Center (Center) in North Richmond which includes replacing the roof, replacing the HVAC unit, and repairs/upgrades to the men’s and women’s bathrooms. The original estimate provided in CHDC’s application was too low and the project will require $9,700 in additional funds in order for the project to be completed. CHDC is requesting, and CDBG staff is recommending, up to $9,700 in additional CDBG funds for CHDC to complete the full scope of the intended improvements to the Center. The total amount awarded for this project would be amended to $73,900. The $9,700 in CDBG funds will be distributed from CDBG program income that may be used on eligible CDBG projects/activities. Therefore, the requested $9,700 in CDBG funds are available and may be awarded for this project. The Committee’s recommendations will be forwarded to the Board of Supervisors on November 8, 2016. cc: John Kopchik, Director Kara Douglas, Assistant Deputy Director