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File #: 25-1160    Version: 1 Name:
Type: Consent Calendar Status: Agenda Ready
File created: 11/12/2024 In control: Council and Authorities Concurrent Meeting
On agenda: 1/14/2025 Final action:
Title: Action on City Bills and Claims Report for the period November 16, 2024 - December 6, 2024
Attachments: 1. Bills and Claims Approved for Payment Report

REPORT TO COUNCIL

SUBJECT

Title

Action on City Bills and Claims Report for the period November 16, 2024 - December 6, 2024

 

Report

COUNCIL PILLAR

Enhance Community Engagement and Transparency

 

BACKGROUND

Disbursements made by the City of Santa Clara (City) are based on invoices submitted for payment. Prior to payment, staff reviews all disbursement documents to ensure they are reflective of the goods or services provided. Invoices are usually paid within 30 days of receipt of an accurate invoice. As a final step, the City Auditor, or designee, verifies all documents before the City issues payment. Payments are issued through accounts payable checks and wire transfers. It is important to note that items that pertain to the Stadium Authority are billed to the Stadium Manager (ManCo) to pay on behalf of the Stadium Authority for Non-NFL events and the 49ers for NFL events.

 

The Bills and Claims Report, as required by the City Charter, represents the cash disbursements required for operations of the City during the period. The report reflects the payment date, invoice number, description of the payment, funding source, and payment amount for all invoices. The budget control is set by the City Council through the budget adoption process. The attached report is sorted by Silicon Valley Power (SVP) expenses first, followed by the rest of the City funds.

 

DISCUSSION

Significant expenditures in this period include:

 

                     Payment to Northern California Power Agency in the amount of $17,254,948 for November all resources bill.

                     Payment to Tri-Dam Project in the amount of $4,039,331 for August and September Hydroelectric purchase.

                     Payment to City of San Jose in the amount of $2,704,045 for July, August, and September 2024 recycle water purchase and FY2024-25 annual fee.

                     Payment to MSR Power Agency/Energy Authority in the amount of $2,627,206 for October 2024 power purchase and administration cost.

                     Payment to EDF Trading North America LLC in the amount of $1,837,099 for October 2024 natural gas purchase

                     Payment to Pacific Gas & Electric (PG&E) in the amount of $1,696,594 for August, September, and October 2024 cost of Grizzly Tapline Rebuild Project and October 2024 gas purchase and various October 2024 City utility services.

 

Payments to ManCo are not included in the City’s Bills and Claims report as they are currently reported through a separate Stadium Authority Bills and Claims report. Stadium Authority related payments in the City’s Bills and Claims report include general administrative, material, and supply expenses of approximately $167,630. Included in this amount are invoices totaling $157,247 paid to Santa Clara County Sheriff’s Department and California Highway Patrol for protection services for events at the Stadium.  These expenses are reimbursed to the City by the Stadium Authority.

 

During this period, payments were made on behalf of the City and the Santa Clara Stadium Authority (described above); Sports & Open Space Authority (SOSA) and Housing Authority.

 

Certain information such as names of law firms and recipients of workers’ compensation have been redacted from the Bills and Claims report. The Supreme Court of California in Los Angeles County Board of Supervisors v. Superior Court, (2016) 2 Cal.5th 282, held that invoices specifying the amounts billed by a law firm to a client fall within the scope of attorney-client privilege while the matters are active. In accordance with the Supreme Court’s ruling, the names of law firms retained by the City, and the specific amounts billed by each, have been redacted from the public report to maintain the confidentiality of billing records for legal services. In addition, individually identifiable information about recipients of workers’ compensation has been redacted from the report based on California Labor Code section 138.7.

 

ENVIRONMENTAL REVIEW

The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to section 15378(b)(4) of Title 14 of the Code of Regulations in that it is a fiscal activity that does not involve any commitment to any specific project which may result in a potentially significant impact on the environment.

 

FISCAL IMPACT

The expenditures of $58,063,997 were appropriated to various funds with the adoption of the Fiscal Year 2024/25 budget, as amended.

 

COORDINATION

This report has been coordinated with the City Attorney’s Office.

 

PUBLIC CONTACT

Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.


RECOMMENDATION

Recommendation

Approve the list of Bills and Claims for November 16, 2024 - December 6, 2024.

Staff

Reviewed by: David Noce, Audit Manager

Approved by: Jovan D. Grogan, City Manager

 

ATTACHMENTS

1. Bills and Claims Approved for Payment Report