REPORT TO COUNCIL
SUBJECT
Title
Action on Bills and Claims Report (CC, SCSA, HA, SOSA) for the period November 5, 2022 - December 3, 2022
Report
COUNCIL PILLAR
Enhance Community Engagement and Transparency
BACKGROUND
Disbursements made by the 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 the final step, the City Auditor, or designee, verifies all documents before payment is issued. Payments are issued through accounts payable checks and wire transfers. It’s 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 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.
DISCUSSION
Significant expenditures in this period include:
• Payment to Northern California Power Agency in the amount of $21,248,206 for November 2022 all resources bill.
• Payment to City of San Jose in the amount of $7,455,387 for San Jose-Santa Clara Regional Wastewater Facility (RWF) second quarter of FY22/23. Also includes O&M billing and purchase of recycled water for July through September 2022.
• Payment to MSR Public Power Agency/Energy Authority in the amount of $4,529,285 for October and November 2022 energy purchases.
• Payment to EDF Trading North America LLC., in the amount of $2,852,894 for October 2022 natural gas purchase.
• Payment to Santa Clara Valley Water District in the amount of $2,418,754 for September 2022 Pump Tax, a groundwater charge that is used to pay for the protection and augmentation of water supplies in the basin and October 2022 treated water purchase.
• Payment to O’Grady Paving Inc., in the amount of 2,209,192 for first progress payment of a lump-sum $5.9M Agreement for Street Maintenance project (Slurry seal, asphalt repair, curb ramp and gutter replacement). This payment covers work performed between July 5, 2022 through August 31, 2022.
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, materials, and supplies expenses of approximately $192,259 Included in this amount are invoices totaling $184,543 to Santa Clara County Sheriff’s Department and California Highway Patrol for police protection services for special events at the stadium. These expenses are reimbursed to the City by the Stadium 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 have been redacted from the public report to maintain 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 CEQA Guidelines section 15378(b)(4) in that it is a fiscal activity that does not involve any commitment to any specific project which may result in a potential significant impact on the environment.
FISCAL IMPACT
The expenditures of $69,164,120 were appropriated to various funds with the adoption of the Fiscal Year 2022/23 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 5, 2022 - December 3, 2022.
Staff
Reviewed by: David Noce, Audit Manager
Approved by: Rajeev Batra, City Manager
ATTACHMENTS
1. Bills and Claims Approved for Payment Report