TO: Board of Directors
FROM: Amanda Griffis, Supervising Environmental Resource Specialist
REPORT BY: Amanda Griffis, Supervising Environmental Resource Specialist
SUBJECT: FY 22/23 Clover Flat Landfill Invoices
RECOMMENDATION
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FY 22/23 Clover Flat Landfill Invoices
REQUESTED ACTION: Approval and Authorization to pay FY 22/23 invoices from Clover Flat Landfill with FY 23/24 budget.
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EXECUTIVE SUMMARY
UVWMA staff were alerted to unpaid FY 22/23 invoices by Clover Flat Landfill in September 2023. The invoices were for disposal of roadside litter and debris collected by UVWMA contractor Conservation Corps North Bay and green waste disposal from residents who were approved for storm green waste debris vouchers.
The invoices never reached UVWMA staff, staff were unaware they were unpaid. In September 2023, UVWMA staff spoke to UVWMA auditor Tracy Schulze on the subject. UVWMA auditor requested UVWMA staff receive UVMWA board approval to pay FY 22/23 invoices with FY 23/24 budget. UVWMA staff planned to pay all unpaid FY 22/23 invoices in one batch. There were disputed charges on the June 2023 invoice, a correct invoice for June 2023 was received in March 2024. Disputed charges included charges over the agreed upon maximum of $40 per voucher for the storm green waste debris voucher program.
A total of $2,927 is to be paid from the FY 23/24 budget, for the following FY 22/23 invoices:
Invoice # UVWMA-003, services in July 2022, $240
Invoice # UVWMA-004, services in August 2022, $300
Invoice # UVWMA-005, services in September 2022, $267
Invoice # UVWMA-006, services in October 2022, $240
Invoice # UVWMA-007, services in November 2022, $300
Invoice # UVWMA-009, services in December 2022, $180
Invoice # UVWMA-010, services in January 2023, $240
Invoice # UVWMA-011, services in February 2023, $240
Invoice # UVWMA-012, services in March 2023, $300
Invoice # UVWMA-013, services in April 2023, $240
Invoice # UVWMA-014, services in May 2023, $300
Invoice # UVWMA-015, services in June 2023, $80
UVWMA has spoken to Clover Flat Landfill accounting staff to clarify allowable charges. In a future agreement, Conservation Corps North Bay will include landfill charges in their agreement, to avoid UVWMA paying the invoice for disposal of collected litter separately. The storm green waste debris voucher program ends June 30, 2024 and all remaining charges will be paid in accordance with Napa County accounting fiscal year close out guidelines, to which UVWMA adheres.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.
BACKGROUND AND DISCUSSION
None