REPORT TO COUNCIL
SUBJECT
Title
Action on City Bills and Claims Report for the period September 21, 2024 - October 18, 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 $20,669,453 for September 2024 all resources bill.
• Payment to Tri-Dam Authority/Project in the amount of $4,387,286 for August and September 2024 Hydroelectric purchase.
• Payment to Santa Clara Valley Water District in the amount of $3,374,485 for July 2024 Pump Tax (a groundwater charge that is used to pay for the protection and augmentation of water supplies in the basin), September 2024 treated water purchase, January to June 2024 SCVWD MOU-Water Conservation Program, and aerial easement purchase for San Tomas Aquino Creek facility.
• Payment to MSR Public Power Agency/Energy Authority in the amount of $3,051,375 for August, September, and October 2024 energy purchase.
• Payment to Alliant Insurance Services in the amount of $2,250,117 for FY24-25 SVP Commercial Property and Terrorism insurance liability and March to July 2024 risk control consulting service.
• Payment to Pacific Gas & Electric in the amount of $1,965,033 for August and September 2024 gas transport charges, service for Grizzly Tap Line Repairs Project, and September 2024 electric bill.
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 $444,062. Included in this amount are invoices totaling $425,498 paid to San Francisco, City and County, Santa Clara County Sheriff’s Department, Monterey County, California Highway Patrol, and Sunnyvale Department of Public Safety 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).
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 $68,856,567 were appropriated to various funds with the adoption of the Fiscal Year 2023/24 and 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 September 21, 2024 - October 18, 2024.
Staff
Reviewed by: David Noce, Audit Manager
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. Bills and Claims Approved for Payment Report