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HomeMy WebLinkAboutMINUTES - 12032002 - C131-138 TO: BOARD OF SUPERVISORS , . Contra ' - Costa FROM: Dennis M. Barry,AICP A` County Community Development Director DATE: December 3,2002 SUBJECT: Execution of Legal Documents for the Youthbuild project in West County SPECIFIC REQUEST(S) OR RECOMMENDATIONS(S) &BACKGROUND AND JUSTIFICATION RECOMMENDATIONS AUTHORIZE the Deputy Director, Redevelopment or his designee to enter into the required legal documents to provide $250,000 in FY 2002/03 Community Development Block Grant(CDBG)funds to the Youthbuild project in West County/North Richmond. FISCAL IMPACT No General Fund impact. Funds for this project will come from FY 2002/03 CDBG funds. CDBG fiends are provided to the County on a formula allocation basis through the U.S. Department of Housing and Urban Development(HUD). BACKGROUND/REASONS FOR RECOMMENDATIONS On May 7,2002,the Board of Supervisors allocated$250,000 in CDBG funds to the Contra Costa County Redevelopment Agency for the 'Youthbuild project. The purpose of the Youthbuild Project(the"Project")is to provide affordable homeownership opportunities for low-income households as an outcome of a comprehensive pre-apprenticeship training program for the construction trades. On June 18,2002,the Redevelopment agency executed a contract with the Community Housing Development Corporation of North Richmond(CHDC)to become the Youthbuild Program implementing agency. CHDC will use CDBG funds for architecture and engineering costs, housing rehabilitation,and first-time homebuyer assistance. CONTINUED ON ATTACHMENT: X YES SIGNATURE: , _L,,:JECOMMENDATION OF COUNTY ADMINISTRATOR_ MME ATION OF BO COMMITTEE ,-APPROVE �OTHER / SIGNATURE(S)( ,;. ,_. ` ACTION OF BOARD ON APPROVED AS RECOMMENDED xx OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A xx UNANIMOUS (ABSENT None ) TRUE AND CORRECT COPY OF AN AYES: NOES: ACTION TAKEN AND ENTERED ON THE ABSENT: ABSTAIN: MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. Contact: Kara Douglas, 335-1253 ATTESTED__ __December 3,_ 2002 Orig: Community Development JOHN SWEETEN,CLERK cc: County Administrator OF THE BOARD OF SUPERVISORS County Counsel AND COUNTY ADMINISTRATOR Auditor-Controller BY ,w , DEPUTY Additional funding sources include federal Youthbuild funds,the Housing Authority of Contra Costa County, and the Contra Costa County Redevelopment Agency. Upon completion of each home,the CDBC loan will roll over as a deferred equity share loan to the homebuyer which will be due on sale or transfer of the property. Legal documents between the County and CHDC include,but may not be limited to, a loan and regulatory agreement. Legal documents between the County and the homebuyer include a loan agreement. The total cost of the housing portion of this project is $580,640. The development budget and sources of funds are as follows: Source Amount FY 2002/03 CDBG funds $250,000 County RDA 25,579 Housing Authority 225,000 Youthbuild 80.640 TOTAL $580,640 HASam\CDBG\youthbuild Bohm TO,- BOARD OF SUPERVISORS _rr. Contra '- Costa FROM: Dennis M. Barry, AICP Count} Community Development Director DATE: December 3,2002 + SUBJECT: Execution of Legal Documents for the Herb White Way`B' project in East County SPECIFIC REQUEST(S) OR RECOMMENDATIONS(S) &BACKGROUND AND JUSTIFICATION RECOMMENDATIONS AUTHORIZE the Deputy Director, Redevelopment or his designee to enter into the required legal documents to provide$140,000 in FY 2002/03 HOME Investment Partnership Act(HOME) funds to the Herb White Way `B' project in East County/Pittsburg. FISCAL IMPACT No General Fund impact. Funds for this project will come from FY 2002/03 HOME funds. HOME funds are provided to the County on a formula allocation basis through the U.S. Department of Housing and Urban Development(HUD). BACKGROUND/REASONS FOR RECOMMENDATIONS On May 7, 2002,the Board of Supervisors allocated$140,000 in HOME funds to Mt. Diablo Habitat for Humanity for the Herb White Way project. The purpose of this project is to provide affordable homeownership opportunities for very-low income families through the new construction of four single family homes in Pittsburg(East County). Habitat will use HOME funds for permits/fees, insurance, security,job site utilities, construction management, and a developer fee CONTINUED ON ATTACHMENT: X YES SIGNATURE: P-RECOMMENDATION OF COUNTY ADMINISTRATOR C MMEND ION OF BOARD COMMITTEE -"'-APPROVE OTHER SIGNATURE(S): . _ ACTION OF BOARD ON De a er 3 2002 APPROVED AS RECOMMENDED xx OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A xx UNANIMOUS (ABSENT ._ None } TRUE AND CORRECT COPY OF AN AYES: NOES: ACTION TAKEN AND ENTERED ON THE ABSENT: ABSTAIN: MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. Contact: Kara Douglas, 335-1253 ATTES'T'ED December 3, 2002 Orig: Community Development JOHN SWEETEN, CLERK. cc: County Administrator OF THE BOARD OF SUPERVISORS County Counsel AND COUNTY ADMINISTRATOR Auditor-Controller BY t-,— _,tH;,�..., ,DEPUTY Additional funding sources include City of Pittsburg Redevelopment Agency, CaiHOME, and donations of l materials,cash, and labor. Upon completion of each home,the HOME loan will roll over as a deferred equity share loan to the homebuyer which will be due on sale or transfer of the property. Legal documents between the County and Habitat include,but may not be limited to, a loan and regulatory agreement. Legal documents between the County and the homebuyer include a loan agreement. The total cost of this project is $761,249. The development budget and sources of funds are as follows: Source Amount FY 2002103 HOME funds $140,000 Pittsburg RDA 86,579 CalHome 80,000 Donations 454470 TOTAL $761,249 HASam\H0ME\Herb White b BO.doc TO: BOARD OF SUPERVISORS ✓ FROM: John Huie ; Geographic Information Officer, Department of Information Technology r DATE: November 21, 2002 SUBJECT: GIS DATA SHARING PILOT PROGRA11h Specific Request(s)or Recommendations(s)&Background&Justification I. RECOMMENDED ACTION: Approve and authorize the Geographic Information Officer to implement a data sharing strategy that will replace the Computer Mapping Services(CMS)program that is currentlyadministered by the Public Works Department, II. FINANCIAL IMPACT: No impact to the General Fund. The elimination of the CMS program will result in reduced revenue for the Public World Department mapping operations. Revenue generating opportunities will be explored with the GIS Policy Committee,however,for data development and maintenance purposes. III. REASON FOR RECOMMENDATION AND BACKGROUND: The County has been utilizing the CMS program as a mechanism to distribute data and to recoup a portion of our development costs. In addition to having substantial overhead costs,the program has a dampening effect on data sharing between agencies. In order for geographic information to be most effectively used,it should be considered a shared community asset. This enables multiple agencies to utilize a common tool to solve a variety of problems. It also reduces costs of data development by eliminating redundancy between agencies. The trend in GE is to move away from data charging and toward a data sharing model. In October, staff conducted a survey of California counties that shows that those who charge for data have not been satisfied with their results. Alrmst every respondent has moved to a sharing model of some type. Those who are sharing their data have reported tremendous increases in the usage of their data,reduction in their costs to develop data, and improved accuracy of the information. This action has the support of the GIS.Policy Committee. The program will be a one year pilot program.At the end of the pilot period we will evaluate its effectiveness and either continue or modify the program as appropriate. IV. CONSEQUENCES OF NEGATIVE ACTION: If this request is not approved we will not be able to proceed with the data sharingprogram. CONTINUED ON ATTACHMENT:—YES SIGNATURE: ✓_ Recommendation of County Administrator Recommendation of Board Committee Approve Other i natur s : j Action of ar on:��, �- } Approved as Recommended C ther VOTE OF SUPERVISORS: I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN Unanimous{Absent ,C '' ) AND ENTERED ON THE MINUTES OF THE Ayes: Noes: BOARD OF SUPERVISORS ON DATE SHOWN. Absent:— Abstain Attested: cc: (4) Department of Information Technology John Sweeten,Clerk of the Board of of Su rvisors and County Administrator By: DEPU M382(10/88) 41 TO: BOARD OF SUPERVISORS Contra FROM: Leslie T. Knight, Director of Human Resources ° Cosia DATE: December 3, 2002 SUBJECT: State Disability Insurance Coverage for Employees "�' c�unty in the Property Appraiser Unit SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION REQ2MMENDATION: Adopt Board Order memorializing the results of an election held by employees in the Property Appraiser Unit regarding participation in the State Disability Insurance Program and authorizing the Auditor-Controller to begin payroll deductions for employees in the aforementioned unit upon approval of the application by the California State Employment Development Department. BACKGROUND: Pursuant to an agreement between AFSCME, Local 512 and the County, a secret mail ballot election was conducted among the eligible employees in the Property Appraiser Unit and the votes were tallied on November 12, 2002. A majority of employees in this unit voted in favor of participating in the State Disability Insurance Program. Upon adoption of this Board Order, the Labor Relations Manager or designated representative shall notify the California State Employment Development Department of the results of said election. Upon receipt of approval from the California State Employment Development Department as to the effective date, the Auditor-Controller is instructed to begin payroll deductions for State Disability Insurance for employees in the aforementioned representation unit. FISCAL. IMPACT None CONTINUED ON ATTACHMENT: - SIGNATURE: RECOMMENDATION OF CO.NTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE ✓'APPROVE OTHER SiGNATURE(S): ACTION OF BOAR O APPROVE AS RECOMMENDED OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS(ABSENT_611V— AND CORRECT COPY OF AN ACTION TAKEN AND ENTERED ON THE MINUTES OF THE BOARD OF SERVISORS ON THE DATE AYES: NOES: SHOWN. ABSENT: ABSTAIN: ATTESTED /' � iJ� CONTACT:Leslie Knight,Human Resources Director JOHN SWEETEN,CLE K THE BOARD OF SUPERVISORS AND CC: Kathy Ito,Labor Relations Manager COUNTY ADMINISTRATOR Jean Soares,Employee Benefits Supervisor Up Vicki Silva,HR Program Specialist County Administrator's Office Auditor-Controller County Assessor's Office Christopher Rolletta,Labor Relations Analyst AFSCME,Local 512 BY ' ' EPUTY . } ' _ TO: BOARD OF SUPERVISORS x ' CONTRA FROM: William J. Pollacek Treasurer-Tax COSTA Collector ` COUNTY DATE: December 3, 2002AW SUBJECT: Authorizing Relocation Expenses for Chief Deputy Treasurer-Tax Collector - Exempt SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION RECOMMENDATION: Authorize the Auditor-Controller to make payment in an amount not to exceed $18,000 to Russell Watts for relocation expenses in connection with his appointment as Chief Deputy Treasurer-Tax Collector- Exempt. FISCAL IMPACT: Budgeted funds are available within the Treasurer-Tax Collector's authorized 2002-03 budget. BACKGROUND: The County employed DMG Maximus, an executive search firm, to recruit for the position of Chief Deputy Treasurer-Tax Collector - Exempt earlier this year. As a result of that nation-wide recruitment, Mr. Russell Watts was offered the position. As part of the terms negotiated by the Treasurer-Tax Collector and Mr. Watts, and in order to have Mr. Watts accept the offer of employment, it is necessary to provide him with necessary relocation expenses. Such expenses, as detailed on the attached offer of employment letter from the Treasurer-Tax Collector to Mr. Watts, will not exceed $18,000. Mr. Watts and his family will be relocating from Warrenton, Virginia. Mr. Watts is currently the Taxpayer Services Manager/Business Taxation Supervisor for Prince William County, Virginia, one of the large suburban counties outside of Washington D.C. He has also held positions of Accounting Manager and Deputy Treasurer in Fauquier County, Virginia. Mr. Watts received his BA in Spanish Translation (he speaks and writes Spanish fluently) from Brigham Young University in 1988 and his Masters Degree in Public Administration from the University of North Carolina at Chapel Hill in 1994. A copy of Mr. Watt's resume is attached. CONTINUED ON ATTACHMENT: —YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMEN N OF BOARD COMMITTEE ,,-APPROVE —OTHER SIGNATURE(S): ACTION OF BO D N ? �. - APPROVED AS RECOMMENDED—OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A UNANIMOUS(ABSENT,�� ) TRUE AND CORRECT COPY OF AN AYES: NOES: ACTION TAKEN AND ENTERED ABSENT: ABSTAIN: ON MINUTES_QF THE BOARD OF SUPERVIS)VRj ON THE DATE SHOWN. Contact: ATTESTED ° 4 - JOHN SWEETEN,CLERK F TIE BOARD OF SUPERVISORS cc: r' ,X0AjdID COUNTY�A4MINISTftATOR r'. f t c* B y M�" -,, PUTY wiliiam J.Poilacek Treasurer's Office Contra County Treasurer-Tax lector Clarissa V.Javier Costa 625 Court Street Assistant Treasurer Finance Building, Room 102 County Martinez, California 94553-1281 Beverley K. Yreasurets Accounting Officer (925)646-4115 (925)646-2509 FAX Brice E.Bins Treasurer's Investment Officer Mr.Russell Watts 7152 Cavalry Drive Warrenton,Virginia 20187 September 19,2002 Dear Mr.Watts This letter is a formal offer of employment to you at the annual salary of$109,104 for the position of Chief Deputy Treasurer-Tax Collector-Exempt at Contra Costa County. This salary figure includes the 5%COLA which will be effective October 1,2002. You will be eligible for the normal and customary health and welfare benefits package for exempt management employees. In addition you will be eligible for. - Up to$2,000 per month for a period not to exceed three months for temporary housing subject to verification-of satisfactory receipts. - Up to$10,000 for the cost of moving your household goods and furnishings from Virginia to California subject to verification of satisfactory receipts. - Remuneration for one round trip plane ticket for yourself and your wife and four nights hotel accommodations,automobile rental and meals. Plane tickets,automobile rental and hotel reservation must be purchased at a reasonable rate. In order for this offer to be valid,you must respond affirmatively in writing by Tuesday, September 24,2002. Should you have any questions regarding this offer,please feel free to call me at (925)6464136 or at my home this weekend at(925)798-5326. Sincerely, William J. o ek Treasurer- ax Collector Cc: Marsha Noble (310)475-8007 1,10 RUSSELL V.WATTS 7152 Cavlary Drive Warrenton,Virginia 24187 5401347.4318 703n92-6704 SUMMARY OF QUALIFICATIONS Over eight years of county government expexic=in tax administration including the management of tax records,the projection and tracking of revenue and the supervision of a delinquent tax collection staff. EDUCATION Masters of Public Administration-University of North Carolina at Chapel Hill,North Carolina 1994 B.A.-Spanish;&Minor-Political Science-Brigham Young University,Provo,Utah 1988 WORK EXPERIENCE PRINCE WILLIAM COUNTY GOVERNMEKI!,Prince William,"Virginia-October 1999 to Present JaW=Sgndgwe ManagerBus%ness Taaratir=Sup d -October 2001 to Present Plan,organize and supervise Business Licensing and Business and Personal Property assessments and collections Provide guidance and interpretation of applicability of assessments andd collections in accordance with code Participate in plaiming,organizing and directing management functions such as personnel development and training,fiscal management,and administration of employee relations Maintain haison with Federal,State and County officials and Business Officers Recommend hiring of new employees,conduct performance evaluations and implement other personnel administration functions Provide estimates for expenditures and revenue,and prepare calendar and fiscal year reports for State and County ot�e� -Brar-h Ctutcf-October 1999 to October 2001 Develop and supervise standard office procedures and practices for delinquent tax collection staff: Tramp,instruct grad evaluate staff performance in accordance with County policies. Provide guidance and authorize adjustments of property assessment Project tax revenue collection and implement procedures to achieve related goals. Planned,organized and managed the.purchase and implementation of new collection system(CUBS). FAUQUTER COUNTY GOVER1*&KNT,'Warrenton,Virginia-November 1993 to October 1999 Acc+uuxtir�sr Manasrer-May 1996 to October 1999 In addition to the responsibilities of the Deputy Treasurer M position Responsible for the accounting and auditing of internal controls and compliance to legal dements. Prcparvd„comps and maintained complex financial records and files for analytical reports and audits. Designed and implemented ink policy,initiating a long-term investment program for the first time. Set up cash-centrol,procedures to ensure quick deposit of receipts and just in-time release of a sbursements. Served as member ofthe GouaWs revenue projection committee,forecasting local tax collection rates. Daft IMMM III-.April 1994 to May 1996 Managed all County and School deposit and investment accounts,woriang close with financial iustdationa. Managed all property tax accounts,monitoring the collection;of receipts and delinquency of accountL Supervised and reconciled all financial transactions and daily taxes according to State law and Carty tordmanc e. V'erif'ied funds and approved the signing and release of County and School disbursements and transfers. Handled dispute cases regarding collection of delinquent taxes according to State law and County ordinance. Prepared fiscal operating budges and revenue forecasts for the Board of Supervisors and Finance Committee. PERSONAL DOB--September 16, 1960. Married. Four red-head children. Enjoy reading and playing guitar and piano. Excellent health. TO: BOARD OF SUPERVISORS � .. ' , Contra FROM: Warren E. Rupf, Sheriff Costa DATE: November 20, 2002 County SUBJECT: Purchase of Bell Helicopter 206 ,gid ',, ► SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION: ACKNOWLEDGE the purchase of a Bell 206 Jet Ranger Helicopter for the Sheriffs Office Air Support Unit. FINANCIAL IMPACT: NONE. Funds for the purchase of the Bell 206, as well as the required related equipment for the aircraft, are available in certain Asset Seizure accounts. BACKGROUND: In June of 1997, the Sheriffs Office placed a Bell 407 helicopter into service and began a Law Enforcement Air Support Unit. To enhance the airborne support capabilities available in the unincorporated area and to assist the Richmond Police Department in combating crime, in October, 2001, the Board of Supervisors approved a contract between the Sheriffs Office and the City of Richmond that created a partnership allowing the Sheriff's Office to acquire an additional helicopter. (October 2, 2001 agenda; Item C.34) SheriffsOffice staff have concluded the research necessary to select the most appropriate aircraft for our purposes, a Bell 206 Jet Ranger. This aircraft was selected both for its capabilities and its similarity to our existing aircraft (such similarity tends to enhance safety and reduce expenses). The Sheriff's Office Asset Seizure funds have a balance of approximately$1,500,000. Purchase of a helicopter with these Asset Seizure Funds is an appropriate and reasonable use of these funds since regulations restrict usage to law enforcement agencies for expenses directly related to illegal drug activity interdiction and these regulations specifically prohibit use of these funds for personnel expenses. CONTINUED ON ATTACHMENT: ❑ YES SIGNATURE: ' RECOMMENDATION OF COUNTY ADMINISTRATOR ❑RECOMMENDATION OF BOARD COMMITTEE APPROVE ❑OTHER SIGNATURES): � ACTION OF B AR ON mm 1,-mw- APPROVED ECOMMENDED ] OTHER ❑ VOTE OF SUPERVISORS: I HERESY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN AND ENTERED _UNANIMOUS(ABSENT } ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. AYES:I,III,IV,V NOES: II ATTESTED ABSENT:-ABSTAIN: DECTMBM 3i1,2002 Contact:Stacey Sutter,5-1540 JOHN SWEETEN,CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR cc: CAO Justice Systems Sheriff's Office By: f ' Deputy L NA 0' HEAL TO: BOARD OF SUPERVISORS r r. �• Contra Costa FROM: Dennis M. Barry,AICD County Director of Community Development ,,fi�rr DATE: December 3,2002 KGs«• z SUBJECT: Execution of Required Legal Documents for the Victoria Family Apartments Project. SPECIFIC REQUEST(S)OR RECOMMENDATIONS(S) &BACKGROUND AND JUSTIFICATION RECOMMENDATIONS AUTHORIZE the Deputy Director, Redevelopment or his designee to enter into the required legal documents to provide$1,400,000 in FY 2002/03 HOME Investment Partnership Act(HOME)fluids to the Victoria Family Apartments project in West County/Hercules. FISCAL IMPACT Funds for this project will come from FY 2002/03 HOME funds.HOME funds are provided to the County on a formula allocation basis,through the U.S. Department of Housing and Urban Development(HUD). BACKGROUND/REASONS FOR RECOMMENDATIONS On May 7,2002,the Board of Supervisors approved the allocation of$1,400,000 in HOME funds to Eden Housing, Inc. to develop the Victoria Family Apartment project. The purpose of the Victoria Family Apartment project is to increase the supply of multi-family rental housing affordable to and occupied by lower income households in West County through the new construction of 132 apartments on a currently vacant site located at 4901 Sari Pablo Avenue in Hercules. CONTINUED ON ATTACHMENT: X YES SIGNATURE: //zXz/o/� 4�' !RECOMMENDATION OF COUNTY ADMINISTRATOR C MMEN ION OF BOAR COMMITTEE „-APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON 7.oQ2 APPROVED AS RECOMMENDED xx OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A xx UNANIMOUS (ABSENT None TRUE AND CORRECT COPY OF AN AYES: NOES: ACTION TAKEN AND ENTERED ON THE ABSENT: ABSTAIN: MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. Contact: Kara Douglas, 335-1253 ATTESTED December 3, 2002 (frig: Community Development JOAN SWEETEN, CLERK cc: County Administrator OF THE BOARD OF SUPERVISORS County Counsel AND COUNTY ADMINISTRATOR Auditor-Controller BY . � _, DEPUTY The development will include one, two, and three -bedroom apartments. The project will have deep affordability with 18 units affordable to and occupied by households with incomes at or below 30 percent of the area median income(A.MI"j;25 units will be affordable to/occupied by households with incomes at/below 40 percent AMI; 10 units will be affordable to/occupied by households with incomes at/below 50 percent AMT; 62 units will be affordable to/occupied by households with incomes at/below 60 percent AMI,and 26 units will be affordable to/occupied by households with incomes at/below 80 percent AMI. One unit will remain available for an on-site manager. Fifty-three units will be designated as HOME-assisted units. Funds are to be provided in the form of a loan with a 55-year term, 3 percent simple interest, and will be repaid out of residual receipts.Affordability and use restrictions will be incorporated into the County loan documents. Additional project financing includes low-income housing tax credits,tax-exempt bonds, and State multi-family housing program resources. The total cost of this project is $28,265,577. The proposed development budget and sources of funds for this project are: Source Amount FY 2002/03 HOME/HUAF $1,400,000 General Partner Equity 3,710,000 Tax Credit Equity Investor 8,261,268 California Housing Finance Agency 9,730,000 State Multi-family Housing Program 5J64.309 $28,265,577 Required legal documents for this project include,but may not be limited to a loan,regulatory, and intercreditor agreements. CSD HAWougla WcMBoard ordcr812002\MCt0ria.d0c TO: BOARD OF SUPERVISORS ' Contra FROM: John Sweeten, County Administrator Costa ©ATE: December 03, 2002 O� County .too SUBJECT: TREASURER'S MONTHLY RECONCILIATION REPORTS Specific Request(s) or Recommendation(s) & Background & Justification Recommendation: Acknowledge the receipt of the Treasurer's Reconciliation Reports as of June 28, July 31, and September 30, 2002, as requested by the 1952 Audit Management Letter of December 30, 1992 from KPMG Peat Marwick. Continued on Attachment: YE=S Signature: P"'. Recommendation of County Administrator Recommendation of Board Committee 'Approve Other Signature(s): Action of Boar o .December 3,2002 _Approved as Recommended X Other Vote of Supervisors: 1 HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN X Unanimous(Absentnowj ) AND ENTERED ON THE MINUTES OF THE Ayes: Noes. BOARD OF SUPERVISORS ON DATE SHOWN. Absent: Abstain: Contact: Tony Enea(335-1094) Attested:December 3, 2002 cc: Treasurer-Tax Collector John Sweeten, Clerk of the Board of Supervisors and County Administrator By; -6Z- 0 DEPUTY CONTRA COSTA COUNTY TREASURER-TAX COLLECTOR 525 COURT STREET, ROOM 100-102 MARTINEZ, CA 94553-0053 UAT . O ober 18, 2002 TO: Jahn Sweeten, County Administrator FROM: William J. Pollacek, Treasurer-Tax Collector SUBJECT: TREASURER'S M07NTHLY RECONCILIATIO REPORT AS OF SEPTEMBER 30, 2002, Submitted herein is the Treasurer's Reconciliation Report as requested by the 1992 Audit Management Letter of December 30, 1992, from KPMG Peat Marwick. Attached are two exhibits: the Treasurer's internal cash and investments report (Exhibit 1); and, the Auditor's Treasurer's Control Fund General Ledger Report (Exhibit 2). A reconciliation page with explanations of the differences between the two reports is also included. WJP:CVJ:beb Attachments S CONTRA COSTA Cow m<` cc: Jack Cooper, Internal Audit RECEIVED OCT 3 1 21102 .. F CONTRA COSTA COUNTY Exhibit 1 09/30/02 NEW BALANCE CASH-VAULT&DRAWERS 110,582.38 CHECKS,ETC 9,991,125.61 UNION-REGENCY HILLS 0.00 WPB-ACCT 1312351 25,018,130.00 CASH IN BANKS 43,336,038.16 ***CASH ON HAND*** 78,455,876.15 TRUST-C.D.'S 2,873.11 TRUST-NEGO.C.D. 3,545,000.00 TRUST-COM'L PAPER 12,411,000.00 TRUST-REPO 0.00 TRUST-BKR'S ACCEPT 0.00 TRUST-U.S.GOVT 93,986,000.00 "TRUST-L.A.I.F.TJ#0383 3,858,025.94 TRUST-OTHER(TAX GUARR.&SSI CHILDREN) 280,581.47 ***TRUST ACCOUNTS***8000 114,083,480.52 RET.ASSN.-C.D.'S 1,000,555.13 RET.ASSN.-NEGO.C.D.'S 0.00 RET.ASSN. REAL ESTATE 298,050,630.54 RET.ASSN.-ALTERNATIVE INV 51,108,853.72 RET.ASSN.-BONDS 853,266,468.52 RET.ASSN.-REPO TJ# 3,772,000.00 RET.ASSN.-STKS 1,067,326,739.81 ***RET.ASSN.INVEST***8901 2,274,525,247.72 DIST-C.D.'S 1,540,000.00 DIST-NEGO.C.D.'S 0.00 DIST-COM'L PAPER 55,358,000.00 DIST-ACALANES USD 8,900,000.00 DIST-MT DIABLO USD-GIC 0.00 DIST-BRENTWOOD USD 0.00 DIST-CCC COE 0.00 DIST-JOHN SWETT USD 0.00 DIST-ANTIOCH USD GIC 0.00 DIST-OAKLEY UESD 0.00 DIST-PITTSBURG USD 0.00 DIST-WEST CTY USD-GIC 53,332,331.00 DIST-LAFAYETTE SCHOOL DIST-GIC 0.00 DIST-LIBERTY UHSD-GIC 0.00 DIST-MARTINEZ USD-GIC 0.00 DIST-WALNUT CREEK SD-GIC 0.00 DIST-BKR'S ACCEPT. 0.00 DIST-REPO 0.00 DIST-U.S.GOVT 116,745,000.00 DIST-L.A.I.F.TJ#0384 416,943,872.26 DIST-MED TERM NOTE 11,050,000.00 DIST-OTHER&MUNI BOND-CAMP 17,374,839.52 ***DISTRICT TOTAL*** 1000-7999 681x244,042.78 COUNTY-C.D.'S 0.00 COUNTY-BOA Asset Mgmt 49,845,704.00 COUNTY-NEGO.C.D.'S 0.00 COUNTY-COM'L PAPER 45,000,000.00 COUNTY BKR'S ACCEPT 0.00 COUNTY-U.S.GOVT 0.00 COUNTY REPO 254,228,000.00 COUNTY-L.A.LP.TJ#0385 32,072,970.39 COUNTY-L.A.I.F.Portion Pledged to Fund 1015 70,454,829.92 ***COUNTY INVEST***8177 451,601,504.31 ***TOTAL ACCOUNTABILITY*** � 3599,910,151.48 ... `. w . •ac I N rr, acs:: 'O N <� :N w o P :Pao o P Oo m r ' O: .0O � C� ii} .:" IL1Ol PCOO��.•.��y"�t.�i:i::=:t`i'vD .. ::'i:.i:4.;.:i.:i E,i:;: • . • •.:,:F:i�:i�::�i:(.}f • . •iii:;:;.:^:(.:;::.: ......::-.:v:;, '::.;�'.': cQ LIN �S Liti11oo C30�l :. ::.. r O .geW'ii5:f�:i ........... ... 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Reconciliation Report as of September 30,2002 EXHIBIT 1 EXHIBIT 2 TREASURER'S OFFICE AUDITOR'S REPORT INTERNAL REPORT TREASURER'S CONTROL ACCOUNT CASH ON HAND FUND GENERAL LEDGER DIFFERENCE Cash On Hand 1 In Bank 0002 $78,455,876.15 $78,455,876.15 $0.00 Retirement Investments 0005 $2,274,525,247.72 $2,274,525,247.72 $0.00 District Investments 0015 $681,244,042.78 $751,698,872.70 -$70,454,829.92 (,) County Investments 0025 $451,601,504.31 $381,146,674.39 $70,454,829.92 (,) Trust Investments 0031 $114,083,480.52 $114,083,480.52 $0.00 Bank Settlement 0035 $0.00 $19,153.16 -$19,153.16 (2) Totals $3,599,910,151.48 $3,599,929,304.64 -$19,153.16 Explanation of Differences: 1. The difference of$70,454,829.92 in Account 0015 and 0025 is of the County Tax Revenue Anticipation Note pledge fund. Though the borrowings are in effect a County investment,the pledge fund for the repayment is assigned the District fund number of 1015 to fully encumber and isolate the legally required pledged monies in the formal accounting records of the County. 2. Account 0035 shows a beginning balance of$114,524.83 in the Treasurer's Control Fund General Ledger plus a debit of$7,407.06 less a credit of$102,778.73, which includes Treasurer Journal number(s) 037200, 037700, 038600. The $19,153.16 represents the difference between the Auditor's office Redeemed Warrant System and the banks redeemed records. (Journal copies and copy of the Treasurer's Control Fund General Ledger attached) tz- tn Ln o co w e4 14 M ry Q To, g�° is 7� tn TAA to r sp C) s c� � cr N ^' 14 �c .cA o y ✓ eA r`� ep �. o0 M CP. C4 OR 0 LALA i ¢3 - o r 4 © m 0 Q C4 C4 0 0 � � . � O co a "' r- E.