[00:00:06]
WELL, GOOD MORNING AND, UM, WELCOME TO THE UH, BOARD FINANCE COMMITTEE MEETING OF THE EAST BAY REGIONAL PARK DISTRICT FOR WEDNESDAY, JANUARY 24TH, 2024, BEGINNING AT 10:35 AM TO THE
[Roll Call]
RECORDING CLERK, PLEASE TAKE THE ROLE.UM, PARK DISTRICT STAFF COORDINATORS IN THE MEETING INCLUDE DEBRA SPALDING, PRESENT INGOT, AND WE HAVE LYNN BURGO COUNSEL HERE.
UM, TODAY'S MEETING IS HELD PURSUANT TO THE BROWN ACT.
WE ARE PROVIDING LIVE AUDIO AND VIDEO STREAMING.
MEMBERS OF THE PUBLIC WISHING TO MAKE A PUBLIC COMMENT CAN DO SO, ONE LIVE IN PERSON OR VIA ZOOM TWO BY SUBMITTING AN EMAIL OR THREE LEAVING A VOICEMAIL.
THIS INFORMATION IS NOTED ON THE AGENDA.
IF THERE ARE NO QUESTIONS ABOUT THE MEETING, UH, WE WILL PROCEED.
SO THAT WAS I AGENDA, AGENDA ITEM NUMBER ONE.
[Approval of Minutes]
APPROVAL OF THE MINUTES.DO WE HAVE A MOTION TO APPROVE THESE MINUTES? SO MOVED.
DO WE HAVE A SECOND? UM, I THINK I'M GONNA ABSTAIN 'CAUSE I WASN'T HERE AT THAT MEETING.
SO YOU'LL HAVE TO SECOND, SO, SO YOU'LL HAVE TO SECOND.
AND THEN, UM, WE COME TO PUBLIC COMMENTS FOR ITEMS NOT ON THE AGENDA FOR TODAY.
DO WE HAVE ANY OF THOSE? NO PUBLIC COMMENT.
[Action Items]
TO, UM, NUMBER FOUR, WHICH IS ACTION ITEMS. THE FIRST OF WHICH IS DISPOSAL OF CAPITAL ASSETS FOR 2023.AND WE HAVE A PRESENTATION FOR THAT.
HI, I'M KIM BELLING, THE ACCOUNTING MANAGER, AND I'M HERE TODAY TO PRESENT TO YOU THE 2023 CAPITAL ASSET DISPOSAL LIST.
UM, THERE IS A LIST OF THE DISPOSED ASSETS BY DISPOSED CATEGORIES AND THEIR RELATED BOOK VALUE EACH YEAR, I'M SORRY, EACH YEAR, UM, THE PARK DISTRICT UNDERGOES A PHYSICAL INVENTORY IN OCTOBER, THE RESULTS ARE RETURNED TO FINANCE.
OH, DO I NOT HAVE IT RIGHT? I DIDN'T HAVE, UH, SORRY.
UH, AGAIN, I'M KIMBERLING, IT'S ACCOUNTING MANAGER AND I WANNA PRESENT TO YOU THE 2023 DISPOSAL, UH, CAPITAL ASSET LIST.
UM, EACH YEAR IN OCTOBER, THE PARK DISTRICT UNDERGOES A PHYSICAL INVENTORY AND THE RESULTS ARE REPORTED TO FINANCE AND RECORDED IN THE, UH, FINANCE DISTRICT'S FINANCIAL SYSTEM.
IN 2023, WE HAD 22 ASSETS SOLD AT AUCTION, UH, BRINGING IN PROCEEDS OF $150,000, $150,793.
37 ASSETS WERE CONSIDERED, UH, UN ACTIONABLE AND WERE EITHER RECYCLED OR DISPOSED, AND ONE ASSET WAS STOLEN, UM, NEAR THE, UH, LAFAYETTE, UH, RIDGE PARKING LOT
ANY ADJUSTMENTS TO THE FINANCIAL RECORDS REGARDING ASSETS WITH A BOOK VALUE OF OVER $25,000 IS SUBJECT TO BOARD REVIEW THIS YEAR.
I HAVE THREE ASSETS THAT MEET THIS CRITERIA.
THE FIRST ITEM I HAVE HERE IS A 2019 CATERPILLAR SKIDSTER USED BY BRIANA'S REGIONAL PARK.
THE IMAGE I HAVE UP HERE IS SIMILAR TO THE ONE THAT WAS STOLEN.
IT WAS REPORTED MISSING ON FEBRUARY 6TH, 2023.
THE PLAN THAT DAY WAS TO BRING BACK THE SKIDSTER BACK TO BRIANNE'S.
[00:05:01]
SINCE THE WEATHER AND THE HILLSIDE WERE NO LONGER AN ISSUE, IT WAS HOUSED NEAR THE LAFAYETTE RIDGE PARKING LOT OUT OF PUBLIC SITE.IT WAS LAST USED ON JANUARY 18TH, 2023 TO CLEAR MUD ALONG PLEASANT HILL ROAD IN LAFAYETTE DUE TO THE 20 20 20 23 WINTER STORMS. THIS, UH, PARTICULAR SKIT HAS SOME ANTI, UM, UH, ANTI THEFT MECHANISMS, AND ONE OF 'EM IN PARTICULAR IS THE GPS, BUT UNFORTUNATELY IT WAS DISABLED AND IT WAS CONFIRMED BY CATERPILLAR'S INC.
UH, IN SPEAKING WITH THE, UH, DELTA UNIT MANAGER, UH, DAVE KENDALL, HE ADDED THAT WHEN SKIDSTERS ARE NEEDED REMOTELY, A BAR WILL BE ADDED TO LOCK THE TWO JOYSTICK CONTROLLER LEVERS TOGETHER, PREVENTING THE SKIDSTER TO BE OPERATIONAL.
MY SECOND ITEM IS THE SOLAR PANELS AT PERALTA OAKS.
HERE'S AN IMAGE OF, UH, THE CONTRACTORS REMOVING THE LAST OF THE SOLAR PANELS.
UH, THESE PANELS WERE INSTALLED IN 2002 ON THE ROOFTOP.
IN 2013, THE ELECTRICITY GENERATION CAPACITY BEGAN TO DECLINE FROM 70 KILOWATTS ALTERNATING CURRENT TO 14 KILOWATTS.
BY 2019, THE PRODUCTION OF ELECTRICITY ALMOST CEASED TO EXIST.
SO WE INSTALLED NEW PANELS HERE.
WE HAVE THE CONTRACTORS INSTALLING THE NEW PANELS.
THE NEW PANELS, UH, WERE COMPLETED AND FUNCTIONAL BY OCTOBER OF 2023.
HERE'S AN IMAGE OF THE COMPLETED PROJECT.
WITH THESE NEW PANELS, THEY'RE DESIGNED TO GENERATE APPROXIMATELY 149 KILOWATTS OF ALTERNATING CURRENT.
MY LAST ITEM IS THE MAIN MARINA BOAT DOCK AT DELVAL REGIONAL PARK.
IT WAS IN SERVICE IN 1988 AND IS LOCATED AT THE BOAT LAUNCH MARINA RAMP AREA OF THE PARK.
IT'S MADE OF WOOD AND ALUMINUM.
IT WAS USED MAINLY TO, UH, IT WAS USED MAINLY FOR CONCESSIONAIRE BOAT RENTALS AND SOME RANGER AND PUBLIC SAFETY BOATS.
IT WAS DAMAGED IN THE 2023 WINTER STORM AND IS BEYOND REPAIR.
THIS CONCLUDES THE, UM, LIST OF 2023 CAPITAL ASSET DISPOSAL LIST.
AND I'M CURRENTLY SEEKING, UM,
DOES ANYONE HAVE ANY QUESTIONS ON EITHER THE THREE ITEMS OR ANYTHING ON THE LIST? YEAH, DO WE HAVE ANY, ANY QUESTIONS FROM THE, UH, BOARD? GO AHEAD.
YEAH, I'M CURIOUS ABOUT INSURANCE.
UM, FOR BOTH THE STOLEN CATERPILLAR AND THE BOAT DOCK.
DO WE, WERE EITHER THOSE COVERED UNDER OUR INSURANCE POLICY OR, UM, I'M PRETTY SURE BECAUSE OF THE VALUE, UH, THAT INFORMATION I WOULD HAVE TO GET FROM RISK.
IT WOULD DEFINITELY BE UNDER THEIR, UH, THE, THE POLICY.
UM, I KNOW EVERY YEAR WE HAVE TO REPORT LIKE OUR ASSETS TO THE INSURANCE COMPANY, SO I DON'T SEE WHY THAT WOULD NOT BE ON THE LIST.
AND THEN WE WOULD GET SOME CLAIM THROUGH WHATEVER THE PROCESS, BECAUSE IT WAS A STORM THOUGH, IT MIGHT GO THROUGH THE FEMA, IS THAT CORRECT? I DON'T KNOW.
YEAH, SO THERE'S, THERE'S THE STOLEN ITEM, WHICH I AM, UM, GUESSING THERE WOULD BE SOMETHING IN THE, UM, CONTRACT WHEN WE WERE, UM, WORKING WITH CATERPILLAR TO RENT THAT EQUIPMENT THAT THE PARK DISTRICT WOULD NOT BE LIABLE, SO THAT'D BE CATERPILLAR'S LOSS, UM, OR WHOEVER WE RENTED IT FROM.
AND IS THAT RIGHT? 'CAUSE WE RENTED THE, UM, ACTUALLY WE, WE OWN IT.
IT'S SOMETHING WE TALKING ABOUT, WE OWN IT.
I, I WOULD THINK SO BECAUSE, UH, RISK DOES ASK FOR AN ASSET LIST.
SO, SO MAYBE IT'S ON THAT AND THEN FOR THE, I WOULD THINK SO FOR THE WINTER STORMS, I DON'T THINK FEMA WOULD COVER THAT.
BUT, UM, YEAH, AGAIN, GOOD QUESTIONS FOR, UH, FOR THE RISK DEPARTMENT OR I DON'T KNOW LYNN, IF YOU HAVE ANY INSIGHT INTO THAT.
I COULD FIND OUT MORE IF YOU'D LIKE, BUT YEAH.
AND THEN JUST IN TERMS OF OUR FINANCIAL ACCOUNTING, SO RIGHT NOW WE WOULD BE APPROVING THIS AS THE FINANCE COMMITTEE AND SO THEN IT GETS PUT INTO OUR FINANCIAL RECORDS AS LOSSES.
[00:10:01]
BUT THEN MAYBE THERE'S AN ASTERISK FOR IF THERE'S, UH, FOR IF WHEN WE CONTACT RISK AND IN TERMS OF POTENTIAL INSURANCE REIMBURSEMENT, YEAH.WE CAN GET THAT INFORMATION AND BRING IT TO THE FULL BOARD SO THAT IT'S, SO THAT IT'S ANSWERED.
SORRY, I MIGHT BE ABLE TO ANSWER YOUR QUESTION A LITTLE BIT.
UH, DAVID SUMNER, AND THIS IS NOT OFFICIAL, BUT I THOUGHT, UH, THERE COULD BE A LITTLE BIT ANSWER TO YOUR QUESTIONS.
DISTRICTS IS SELF-INSURED? SO, UH, WE ACCEPT LOSS UP UNTIL, UH, A SPECIFIC DOLLAR AMOUNT.
AND IF THAT EXCEEDS THAT DOLLAR AMOUNT, THEN UH, OUR INTERAGENCY INSURANCE THAT IS, UH, WE ARE A MEMBER OF WOULD BE COVERING THAT.
I BELIEVE VALUE OF THIS ASSET IS BELOW THE LIMIT FOR, UH, REQUESTING REIMBURSEMENT FROM COSS INSURER.
SO WE WOULD HAVE TO ABSORB, I BELIEVE, UH, THIS IS A DISTRICT PROPERTY, SO IT'S CONSIDERED LOSS AND WE'LL ABSORB THE COST OF IT.
OH, AND WHAT IS OUR LIMIT? UM, I DON'T KNOW EXACTLY BECAUSE I'M NOT WITH RISK DEPARTMENT.
BUT THIS IS A GENERAL KNOWLEDGE THAT I HAVE, SO YEP, YEP.
IT'S LIKE IT'S SIMILAR TO A DEDUCTIBLE IN TERMS OF YEAH.
THERE'S DIFFERENT DEDUCTIBLE AMOUNTS DEPENDING ON WHAT KIND OF POLICY, WHETHER IT'S FOR, YOU KNOW, UM, BUILDINGS AND INFRASTRUCTURE VERSUS OTHER TYPES OR JUST GENERAL LIABILITY.
SO I, UNFORTUNATELY, I DON'T KNOW WHAT THE SITUATION IS WITH THIS PARTICULAR ITEM THAT WE CAN FIND OUT.
MY QUESTION AGAIN WITH THE, THE SKID STEER, UM, IS, HAS THAT BEEN REPLACED OR IS IT THAT FOR NOT YET.
SOUNDS LIKE WE MADE ENOUGH FROM THE SALE TO, UM, TO BUY A NEW ONE.
YOU PRETTY MUCH, YOU, YOU WERE SO COM YOU WERE SO THOROUGH IN YOUR DESCRIPTION THAT I, I DON'T REALLY HAVE ANY QUESTIONS FOR YOU, BUT, UH, IT'S VERY INTERESTING HOW YOU, HOW WHAT ALL THE DIFFERENT THINGS THAT CAN CAUSE SOMETHING TO, TO BE REPLACED, STOLEN.
OBSOLETE, WIPED OUT BY WEAR AND TEAR LIKE SOLAR AND THEN WIPED OUT BY A FLOOD
DO WE, DO WE HAVE ANY UM, UM, COMMENTS FROM THE PUBLIC ON THIS? NO PUBLIC COMMENT? NO.
ALRIGHT THEN, UM, I WOULD, UH, ASK FOR A MOTION TO APPROVE THIS.
[Informational Items]
SO NEXT, UM, IS AN INFORMATIONAL ITEM, UM, WHICH IS THE, UH, 2024 BOARD FINANCE COMMITTEE WORK PLAN AND 2023 BOARD FINANCE COMMITTEE ACCOMPLISHMENTS, SPENCE, WHICH ARE ALL VERY EXTENSIVEI'M DEBORAH SPALDING, ASSISTANT FINANCE OFFICER, AND UH, LEMME GET TO THE TOP HERE.
ALL RIGHT, SO THIS ITEM IS OUR 2024, UH, FINANCE COMMITTEE WORK PLAN.
AND THEN REVIEWING THE 2023 ACCOMPLISHMENTS.
I'LL START OFF BY SAYING I'M VERY HAPPY TO BE WORKING WITH YOU GUYS.
UM, WELCOME TO THE FINANCE COMMITTEE, UM, BETWEEN THE EXPERIENCE THAT DIRECTOR ROSARIO BRINGS, HAVING BEEN ON THE FINANCE COMMITTEE MANY TIMES BEFORE.
AND THEN THE NEW IDEAS THAT, UH, DIRECTOR SAN WONG AND MERCURIO HAVE FROM THEIR OTHER AGENCIES THEY'VE WORKED IN.
UM, UM, I FEEL LIKE WE'RE GONNA GET SOME NEW FRESH IDEAS AND ALSO THE VOICE OF EXPERIENCE.
SO, UH, LOOKING FORWARD TO HEARING YOUR IDEAS ABOUT OUR WORK PLAN AND THEN JUST AS THE YEAR GOES THROUGH, SO, UH, REVIEWING WHAT HAPPENED LAST YEAR, WE WENT THROUGH ALL OF OUR REGULAR QUARTERLY ITEMS. UM, SO WE DO QUARTERLY REPORTS ON OUR JOB ORDER CONTRACTING ON OUR INVESTMENTS, AND ON OUR FINANCIAL, OUR QUARTERLY FINANCIAL STATEMENTS.
AND THEN WE ALSO BRING YOU A WHOLE BUNCH OF ANNUAL REPORTS AND PROJECTS LIKE THE BUDGET, UM, LIKE WE HAVE AN INSURANCE REPORT ACTUALLY THAT COMES FORWARD DURING THE YEAR, WORKERS' COMP REVIEW, UH, PROPERTY TAX PROJECTIONS.
SO THOSE ALL HAPPENED AS REQUIRED AND AS USUAL.
AND THEN WE HAD A COUPLE SPECIAL PROJECTS LAST YEAR, SO WE BROUGHT OUR ENVIRONMENTAL SUSTAIN ENVIRONMENTALLY SUSTAINABLE PURCHASING POLICY AND ALSO THE FORMATION OF THE NEW CFD AT SYCAMORE VALLEY TO THE FINANCE COMMITTEE AND THEN THE WORK PLAN.
UH, SO THOSE ARE THE LAST TWO PAGES IN YOUR PACKET.
AND I'LL JUST BRING YOUR ATTENTION, UH, TO A, A FEW SPECIAL PROJECTS THAT ARE PLANNED FOR THE YEAR.
SO WE HAVE ALL THE REGULAR ITEMS, UM, ALL THE QUARTERLY REPORTS AND THE ANNUAL ITEMS ON THERE.
AND THEN THREE SPECIAL PROJECTS.
SO IN FEBRUARY WE HAVE, UM, WE'RE BRINGING FORWARD
[00:15:01]
THE SELECTION OF OUR DISTRICT ENGINEER FOR OUR ASSESSMENT DISTRICTS AND FOR NEW CFD FORMATION AND ADMINISTRATION.SO WE'RE CURRENTLY, UH, UNDER DOING, UH, UNDERTAKING AN RFP FOR THAT.
AND WE'LL BRING THAT RECOMMENDATION TO YOU IN FEBRUARY.
AND THEN IN MARCH WE HAVE TWO SPECIAL ITEMS CURRENTLY SCHEDULED.
ONE IS, UH, AGAIN, WE HAVE ANOTHER RFP OUT THERE NOW FOR ACTUARIAL SERVICES.
AND SO WE'LL BRING THAT RECOMMENDATION IN MARCH.
AND THEN ISSUING PROMISSORY NOTES FOR THE CONSTRUCTION AND IMPROVEMENTS AT PERALTO OAKS NORTH.
SO COME TO THE FINANCE COMMITTEE AND THEN TO THE BOARD ASSUMING THAT EVERYTHING STAYS ON TRACK WITH THE TIMING OF THE PROJECTS.
SO THOSE ARE OUR THREE SPECIAL PROJECTS THAT ARE SET UP TODAY.
AND THEN THE OTHER THING I'LL ADD IS THAT, UM, ALL OF THESE ARE JUST, IT'S A PLAN.
WE'LL SEE, YOU KNOW, STUFF COULD SHIFT AROUND DEPENDING ON WHAT, WHAT THE NEEDS ARE AND, UM, WHEN WE HAVE INFORMATION AVAILABLE.
AND THEN THE OTHER THING I'LL POINT OUT IS AT THE BOTTOM OF PAGE 11, IT INCORRECTLY SAYS IN, UH, THE PACKET THAT WE'RE MEETING AT 1230, BUT NO, IN FACT, THE MEETINGS ARE, UM, AT 10 30 ON THE FOURTH WEDNESDAY.
UH, SO THAT'S ALL I HAVE AND HAPPY TO TAKE ANY QUESTIONS.
UH, ARE THERE ANY QUESTIONS FOR DEBORAH? UM, I, I, YOU KNOW, I I I NOTICED THAT, YOU KNOW, SOME MONTHS ARE HEAVIER THAN OTHERS.
AND SO PERSONALLY I WOULD FEEL, I FEEL LIKE, YOU KNOW, IF, IF, UH, ONE OF THOSE HEAVY DUTY MONTHS GETS LOADED UP FROM MY POINT OF VIEW ANYWAY, FEEL FREE TO SHOVE IT OVER TO THE NEXT MONTH, YOU KNOW, IF THERE'S A LIGHT MONTH.
YOU KNOW, BUT IT'S OKAY TO BE AMBITIOUS.
UM, SO IT LOOKS LIKE WE HAVE A LOT OF, UM, ITEMS THAT TEND TO BE PRETTY CONSISTENT YEAR TO YEAR.
I GUESS JUST IN GENERAL, THINKING ABOUT MAYBE LAST YEAR OR THE YEAR BEFORE, WERE THERE EXTRA ITEMS THAT WOULD BE ADDED THROUGHOUT THE YEAR THAT CAME UP? IS THAT PRETTY TYPICAL FOR THIS COMMITTEE SINCE THIS IS MY FIRST TIME ON THIS COMMITTEE? OR IS IT PRETTY, YOU KNOW, ONCE WE PUT TOGETHER THE CALENDAR AND WE KNOW WHAT THE SPECIAL ITEMS ARE, DO WE PRETTY MUCH LIKE 95% OF THE TIME STICK TO THOSE ITEMS? YEAH, I'D SAY LIKE 90% OF THE TIME WE STICK TO THE ITEMS, BUT STUFF DOES COME UP.
UM, YEAH, LIKE THE TIMING OF A CFD IS OFTEN UNKNOWN AND SUDDENLY LIKE THE DEVELOPER IS READY AND SO WE'D BRING THAT FORWARD.
UM, OR YEAH, SOME REQUEST COULD HAPPEN OR SOME, UM, DURING COVID WE DID SOME SPECIAL REPORTS RELATED TO HOW OUR FINANCIALS WERE DOING.
SO YOU, YEAH, STUFF CAN HAPPEN, BUT WE TYPICALLY STICK TO THE SCRIPT.
AND ARE THERE ANY COMMENTS OUT THERE COMING IN? NO, NO COMMENT? NO.
WELL WE'RE GONNA MOVE ON THEN.
UM, THIS IS INFORMATIONAL, SO THERE IS NO, UH, NO VOTE.
[Announcements]
ANNOUNCEMENTS.DO WE HAVE ANY OF THOSE FROM ANYBODY? NO.
I'M, I'M ASSUMING SILENCE MEANS NO.
UM, THEN, UM, WE ARE COM OUR AGENDA IS, I DO HAVE AN ANNOUNCEMENT ACTUALLY.
I STILL WANTED TO, YEAH, I COULD TELL BY YOUR FACE THAT THERE WAS ONE MORE THING.
SO, UM, WANTED TO LET YOU KNOW THAT, UH, THE DEFERRED COMP PROVIDER TRANSITION IS, WE'RE WORKING ON THAT AND IT'S GOING TO COME TO THE FULL BOARD, UH, AT THE NEXT MEETING FEBRUARY 6TH.
SO THAT TYPICALLY WOULD'VE COME TO THE FINANCE COMMITTEE, BUT, UM, TIMING WISE, IT MAKES SENSE, IT TIMING WISE AND BECAUSE THE BOARD IS THE FIDUCIARY, IT MAKES SENSE TO BRING IT TO THE FULL BOARD.
UH, SO THAT'S, THAT'S WHY THAT'S HAPPENING THAT WAY.
SO, UH, BEING NOTHING ELSE BEFORE US THIS MORNING, I HEREBY CALL THIS MEETING ADJOURNED AT, UH, 10 55.
IS THAT BE THE SHORTEST MEETING.