REPORT TO COUNCIL
SUBJECT
Title
Action on City Bills and Claims Report for the period May 10, 2025 - June 6, 2025
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 $21,961,044 for May 2025 all resources bill.
• Payment to Pacific Gas & Electric (PG&E) in the amount of $6,675,231 for December 2024 cost of Grizzly Tapline Rebuild Project, March and April 2025 gas purchase and various City utility service for April and May 2025.
• Payment to Tri-Dam Power Authority/Project in the amount of $5,023,901 for April Hydroelectric purchase.
• Payment to MSR Power Agency/Energy Authority in the amount of $2,590,842 for March, April, and May 2025 power purchase and administrative cost.
• Payment to Santa Clara Valley Water District in the amount of $2,466,305 for April 2025 treated water purchase and March 2025 Pump Tax (a groundwater charge that is used to pay for the protection and augmentation of water supplies in the basin).
• Payment to Aquamarine Westside, LL., in the amount of $2,144,641 for March 2025 solar energy purchase.
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 $28,473. Included in this amount is $20,636 to Alliant Insurance Services Inc., for liability coverage for Metallica Concert on June 20 and June 22, 2025. These expenses are reimbursed to the City by the Stadium Authority.
During this period, payments were made on behalf of the City, Housing Authority, 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 $76,068,363 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 or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Approve the list of Bills and Claims for May 10, 2025 - June 6, 2025.
Staff
Reviewed by: David Noce, Audit Manager
Approved by: Jovan D. Grogan, City Manager
ATTACHMENT
1. Bills and Claims Approved for Payment Report