HomeMy WebLinkAboutDistributed after the posting of the agenda Robin Roberts
From: Jill Ingram
Sent: Monday, December 12, 2016 3:22 PM
To: G Miller
Cc: Executive Team;Craig A. Steele (CSteele @rwglaw.com)
Subject: RE: December 12 Agenda Questions
BCC: CITY COUNCIL/COUNCIL ELECT
Please see responses below to the Council member questions regarding Agenda Items B and E and call if you have any
additional questions.
Jill R. Ingram, City Manager
City of Seal Beach -211 Eighth Street, Seal Beach, CA 90740
(562) 431-2527 Ext. 1300
For Information about Seal Beach, please see our city website: http:Nwww.sealbeachca.gov
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delete the message and any attachments without copying or disclosing the contents.Thank you.
From: miller.sbcc(aearthlink.net [mailto:miller.sbcc @ earthlink.net]
Sent: Sunday, December 11, 2016 9:44 PM
To: Jill Ingram
Cc: csteeleArwglaw.com
Subject: December 12 Agenda Questions
December 12 Agenda Questions
Agenda Item B: Demands of Treasury
Page 15, middle: Check to Convergint Tech for $41,897. This represents payment for two separate projects—
Police Station Video Storage Upgrade and a Security system for the Lifeguard Station. P.O.'s were issued for
these projects in June (PD $25,367 on 6/6/16, and Lifeguard $19,026 on 6/8/16) but neither was presented to
Council for approval even though the combined total for this two simultaneous projects by this one vender was
over the CM's $28,800 authority. This same vender had also completed $49,998 in work on City Hall
Emergency upgrades from the fall of 2015 through the spring of 2016.
At the last Council meeting on 11/14/16, staff requested Council's approval of a contract with Transtech for an
interim PW Inspector for $28,000. While this amount was less than the CM's authority, the staff report noted
Transtech's combined work (i.e., providing an interim Building Official) exceeds the CM's financial authority.
Shouldn't the two P.O.s for Police Station Video Storage upgrade and a Security System for the Lifeguard
Station been presented to the City Council before being signed in June 2016? As noted, the PO's were issued
in the prior fiscal year. The Police PO was for an equipment purchase that was coordinated through our
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IT vendor (Synoptek). The purchase of equipment was approved by Council in the budget process. The
PO for the Lifeguard was within the Department Head's signature authority and funds were available in
the budget to pay for the project. As in the past, each year, at the end of the fiscal year, staff reviews all
open purchase orders. Purchase Orders for which purchases have been made or funding has been spent
remain open and are rolled over into the new fiscal year. This process of rolling over POs is authorized
by the Budget Resolution.
Page 15, bottom: There is a refund to DCOR of$136,060 for"Overpayments/No Sewer Line"
What is the background on this item? Is there, or should there be, a dollar limit on refunds without Council
approval? Early in 2016 the Finance Director was made aware by DCOR that the company was being
charged for Sewer Service where in fact there was no sewer line. Seal Beach staff visited the site with
DCOR staff and confirmed that no sewer service line existed. Staff reached out to the City Attorney for
advice and counsel. Based upon discussion between the City Attorney and DCOR's legal counsel, a
Claim Form was filed and the refund went back to the date of inception of the incorrect pricing. The
City Council approves all purchases, payments, refunds, etc. at each Council meeting via the Warrant
Listing.
Agenda Item E: MOU's
The staff report says that $100,000 was set aside at the end of FY 15-16.
Where (what account) is this amount found in the FY 16-17 Budget? The funding was set aside in Fund
Balance in account number 004-000-29020,which is assigned fund balance for citywide projects.
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