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2016_02_25_board Costa Mesa Sanitary District ... an Independent Special District AGENDA Michael Scheafer President Arthur Perry Vice President Robert Ooten Secretary Arlene Schafer Assistant Secretary James Ferryman Director Public Comments. Any member of the public may address the Board. Speakers on agenda items should identify themselves to the Deputy Clerk before the meeting so that their input can be provided at the time the item is considered. Speakers on non-agenda items will be heard under Public Comments. Pursuant to State law, the Board may not discuss or take action on non-agenda items except under special circumstances. Speakers must limit their remarks to three minutes or as decided upon by the Presiding Officer. The Presiding Officer reserves the right to declare any speaker out of order. Obtaining Agenda Materials: The public is entitled to copies of all documents that are made part of the agenda packet. If any document or other writing pertaining to an agenda item is distributed to all or a majority of the Board after the packet is prepared, a copy of that writing may be obtained at the District offices at 628 W. 19th Street, Costa Mesa, California. The Deputy Clerk of the District may be contacted at (949) 645-8400. In Compliance with ADA: Contact Noelani Middenway, (949) 645-8400, 48 hours prior to meeting if assistance is needed (28 CFR 35.102.35.104 ADA Title II). BOARD OF DIRECTORS REGULAR MEETING 628 W. 19TH STREET, COSTA MESA, CA 92627 Thursday, February 25, 2016 5:30 PM I.CALL TO ORDER II.PLEDGE OF ALLEGIANCE President Scheafer III.INVOCATION Vice President Perry IV.ROLL CALL (If absences occur, consider whether to deem those absences excused based on facts presented for the absence - such determination shall be the permission required by law.) V.Ceremonial Matters and Presentations VI.Announcement of Late Communications NOTE: Unless directed otherwise by the Board of Directors, all actions shall be based on/memorialized by the latest document submitted as a late communication. VII.PUBLIC COMMENTS This time has been set aside for persons in the audience to make comments on items within the subject matter jurisdiction of the Costa Mesa Sanitary District that are not listed on this agenda. Members of the public will have the opportunity to address the Board of Directors about all other items on this agenda at the time those items are considered. Under the provisions of the Brown Act, the Board of Directors is prohibited from taking action on oral requests but may refer the matter to staff or to a subsequent meeting. The Board of Directors will respond after public comment has been received. Please state your name. Each speaker will be limited to four (4) continuous minutes. VIII.CONSENT CALENDAR All matters listed on the consent calendar are considered to be routine and may be acted upon by one motion after public comment has been received. Only Board of Directors may pull an item for discussion. Reading of resolutions is waived and they will be adopted and numbered. Now is the time for those in the audience who wish to speak to items listed on the consent calendar. Each speaker will be limited to four (4) continuous minutes of comment on the consent calendar as a whole. 1.Board of Directors Study Session Meeting Minutes of January 12, 2016 Recommendation: That the Board of Directors approve and file. 2.Board of Directors Regular Meeting Minutes of January 28, 2016 Recommendation: That the Board of Directors approve and file. 3.Occupancy Report and Payment to CR&R Environmental Services Recommendation: That the Board of Directors: 1. The Board of Directors accepts the occupancy count as presented using 22,133 as the correct number of active units. 2. The Board of Directors directs staff to prepare a warrant to CR&R Environmental Services for January 2016 collection based on this occupancy report so long as the contractor fulfills the obligations of the agreement. Said payment in the amount of $216,801.59 to be ratified in the February 2016 warrant list. 4.Contract Payment to CR&R Environmental Services for Recycling and Disposal Services Recommendation: That the Board of Directors directs staff to prepare a warrant to CR&R Environmental Services in the amount of $170,622.28 for January 2016 recycling and disposal services to be ratified in the February 2016 warrant register. 5.Adoption of Warrant Resolution No. CMSD 2016-08 Recommendation: That the Board of Directors adopt Warrant Resolution No. CMSD 2016-08 approving District warrants for the Month of January 2016 in the amount of $540,569.75. 6.Payroll Transparency Disclosure for January 2016 Recommendation: That the Board of Directors approve and file. 7.Directors' Compensation and Reimbursement of Expenses Recommendation: That the Board of Directors approves Directors compensation and reimbursement of expenses for the month of January 2016. 8.Sewer Lateral Assistance Program (SLAP) Update Recommendation: That the Board of Directors approve and file. 9.Investment Report for the Month of January 2016 Recommendation: That the Board of Directors approves the Investment Report for the month of January 2016. 10.Annual Health Benefit Broker Fee and Commission Disclosure Recommendation: That the Board of Directors approve and file the report. 11.Resolution No. 2016-877 - Ordering that Publication of Ordinance No. 113 has Occurred Recommendation: That the Board of Directors adopt Resolution No. 2016- 877 ordering that publication of Ordinance No. 113 defining “curbside” has occurred. ------------------------------- END OF CONSENT CALENDAR------------------------------- IX.PUBLIC HEARINGS X.GENERAL MANAGER 12.FY 2015-20 Strategic Plan Quarterly Update Recommendation: That the Board of Directors receive and file the report. 13.Project #101 Westside Pump Station Abandonment Project Recommendation: That the Board of Directors receive and file the report. 14.Adopt Resolution No. 2016-878 and Approve the Amendment to the Waste Disposal Agreement Recommendation: That the Board of Directors adopt Resolution No. 2016- 878 and approve the amendment to the Waste Disposal agreement. XI.ENGINEER'S REPORTS 15.Project Status Report Recommendation: That the Board of Directors receive and file the report. 16.Conflict of Interest Report Recommendation: That the Board of Directors receive and file the report. 17.Project #312 Aviemore Terrace/Valley Pump Station Rehabilitation - Acceptance of Improvements Recommendation: That the Board of Directors approves the following action: 1. Accept improvements as completed and file a Notice of Completion. 2. Exonerate Labor and Material Bond 35 days after Notice of Completion is recorded and exonerate Faithful Performance Bond one year after Notice of Completion is recorded. XII.TREASURER'S REPORTS 18.Resolution No. 2016-879 – Intent to Lease-Purchase Financing with CSDA Finance Corporation for the property at 290 Paularino Avenue Recommendation: That the Board of Directors adopt Resolution No. 2016- 879. XIII.ATTORNEY'S REPORTS XIV.LOCAL MEETINGS In accordance with AB 1234 (Gov. Code 53232.3), a report is required to be given by a Director for any meeting for which expense reimbursement of any kind is provided. Note: For meetings for which the per diem compensation is sought, the Operations Code provides that such compensation is authorized for each day's service rendered as a Director at the request of the Board (not to exceed six days in one month), and certain meetings are specified as being eligible as set forth in District Operations Code 3.01.030. For meetings not so listed, the Board must approve the service for it to be eligible for the per day compensation.) A. Orange County Sanitation District (OCSD) - (Director Ferryman) Recommendation: That the Board of Directors accepts oral report. B.Santa Ana River Flood Protection Agency (SARFPA) - (Vice President Perry) Recommendation: That the Board of Directors accepts oral report. C.Independent Special Districts of Orange County (ISDOC) - (President Scheafer) Recommendation: That the Board of Directors accepts oral report. D.California Special Districts Association (CSDA) - (Assistant Secretary Schafer) Recommendation: That the Board of Directors accepts oral report. E.Special District Risk Management Authority (SDRMA) - (President Scheafer) Recommendation: That the Board of Directors accepts oral report. F.Other Meetings Qualifying for Reimbursement under CMSD Ordinance No. 55, Operations Code Section 3.01.030 Recommendation: That the Board of Directors accepts oral report. XV.OLD BUSINESS XVI.NEW BUSINESS XVII.ORAL COMMUNICATIONS AND DIRECTOR COMMENTS XVIII.ADJOURN TO CLOSED SESSION 19.Public Employee Performance Evaluation (Gov. Code §54957) - Title: General Manager Conference with Labor Negotiator (Gov. Code §54957.6) Agency Negotiator: President Scheafer Unrepresented Employee: General Manager XIX.RECONVENE TO OPEN SESSION 20.RECONVENE TO OPEN SESSION XX.ADJOURNMENT THE NEXT REGULAR MEETING OF COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS WILL BE HELD ON MARCH 24, 2016 AT 5:30 P.M. IN THE DISTRICTS BOARD ROOM, 628 W. 19TH STREET. UPCOMING CMSD AND COMMUNITY EVENTS AND ACTIVITIES •Sunday Musicale at Central Library, City of Angels Saxophone Quartet, February 21, 2016 from 3:00 pm to 4:00 pm at Newport Beach Central Library, 1000 Avocado Avenue. •Sunday Musicale at Central Library, Amber Liao, Pianist, March 13, 2016 from 3:00 pm to 4:00 pm at Newport Beach Central Library, 1000 Avocado Avenue. •Sleeping Beauty A Ballet Presentation for Families, Saturday, March 19, 2016 from 11:00 am to 12:00 pm at Newport Beach Central Library, 1000 Avocado Avenue. •Large Item Pick Up – Contact CR&R at (949) 646-4617 to schedule a free large item pick up (up to 10 items per service call, three times per year). •Free Door-to-Door Household Hazardous Waste Collection Program for Seniors and Immobile Residents – Contact CR&R Environmental Services at (949) 646-4617 to schedule a free collection. Costa Mesa Sanitary District ... an Independent Special District Board of Directors Study Session Meeting Minutes of January 12, 2016 Item Number:1. Recommendation/Notes: Recommendation: That the Board of Directors approve and file. ATTACHMENTS: Description Type Board of Directors Study Session Meeting Minutes of January 12, 2016 Cover Memo COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS STUDY SESSION JANUARY 12, 2016 ______________________________________________________________________ CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in study session on January 12, 2016 at 9:30 A.M. at 628 W. 19th Street, Costa Mesa. ROLL CALL DIRECTORS PRESENT: DIRECTORS ABSENT: Michael Scheafer, Arthur Perry, Robert Ooten, Arlene Schafer, James Ferryman None STAFF PRESENT: Scott Carroll, General Manager; Robin Hamers, District Engineer; Noelani Middenway, District Clerk. OTHERS PRESENT: Lawrence Jones, CR&R; Sally Geislar, University of California Irvine; Jim Mosher, Resident; Jack Faris, Voit Real Estate. PUBLIC COMMENTS President Scheafer invited members of the public to address the Board of Directors. He noted that Jim Mosher, a member of the public, requested to provide comments regarding Items 1 and 2 but did not wish to speak during Public Comments. ITEMS OF STUDY 1. Organics Recycling Behavioral Study Recommendation: That the Board of Directors receive the results of the study. Scott Carroll, General Manager, provided an overview of the purpose of the Organics Recycling Behavioral Study. He noted that Sally Geislar of the University of California Irvine would be giving a presentation that differs slightly from the presentation included in the agenda packet. Mr. Carroll indicated that the original presentation was more academically inclined, while the updated presentation is COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JANUARY 12, 2016 ______________________________________________________________________ more easily understood. Lastly, he added that the OC Register intends to write a story about the Organics Recycling Program. Vice President Perry requested to know how the OC Register became aware that the Organics Recycling Behavioral Study was complete. Mr. Carroll noted that the OC Register is a subscriber of the District’s GovOutreach service, from which they receive notifications when each agenda packet is released. Sally Geislar, University of California Irvine, provided an overview of the results of the Organics Recycling Behavioral Study. She noted that overall, the program is a success and that the intervention resulted in increased participation in the program. Ms. Geislar explained that there were two focuses of the study: the effect of the program on the surveyed population and the test of whether a new set of tools would increase participation in the program. She noted that surveys were conducted in June, September, and December of 2015 and that about 350 people participated in all 3 surveys. Overall, Ms. Geislar noted that an 11% increase was seen in participation, support for the curbside program, and other waste prevention behaviors. She indicated that based on results from the December survey, 45% of respondents obtained a kitchen pail from the District. Additionally, she found that those who had kitchen pails were more likely to report separating food waste, although others reported improvising by using other various containers to separate and store food waste. Lastly, Ms. Geislar noted that the majority of respondents primarily recycled inedible foods such as expired food or vegetable scraps. Discussion followed regarding the relative meaning of “inedible foods” and the use of expiration dates to determine if food is edible. Vice President Perry requested to know how many kitchen pails have been distributed. Ms. Geislar noted that more people have kitchen pails than were reported in the study, since the study gathered feedback from a sample population. Mr. Carroll reported that the District has distributed about 2300 kitchen pails. Discussion followed regarding feedback about kitchen pails and compostable bags. Ms. Geislar shared that a small number of respondents were concerned with the cost and size availability of compostable bags. She noted that other concerns included household cooperation and sufficient space for food separation; however, concerns were reduced as the second and third surveys were collected. President Scheafer requested to know if residents shared concerns about coordinating organic recycling with their gardeners. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JANUARY 12, 2016 ______________________________________________________________________ Ms. Geislar noted that some of the main challenges identified by respondents included the maintenance of organics carts, as well as odors and flies surrounding the organic waste. She added that many respondents were educated regarding the regular disposal of organic waste to maintain the cleanliness of the cart and kitchen pail, although there were not many survey questions related to yard waste. Director Ferryman requested to know if the survey included questions about grease disposal. Ms. Geislar indicated that the survey did not include questions about grease disposal, but she did receive questions about how to dispose of fats, oils, and grease (FOG). Discussion followed regarding a resident’s ability to recycle FOG at the OCC Recycling Center or by placing it in their organics recycling carts. Ms. Geislar shared that many respondents indicated that they became more aware of how much food they were wasting and changed their shopping habits to prevent waste as a result of their participation in the organics program. She added that many people reported that they stopped using one of their regular mixed waste trash carts and replaced it with the organics cart. Ms. Geislar noted a key finding that residents were more likely to separate food waste if they believed that others in the community were participating in organics recycling also. Additionally, she noted that support for the organics program increased from 63% to 77% throughout the study. Assistant Secretary Schafer requested to know if Ms. Geislar indicated to respondents that organic recycling will eventually be mandatory. Ms. Geislar shared that a small number of respondents expressed concerns about the repercussions of not participating in the organics program. She noted that the community’s participation in food separation has been relatively stable since October, but that further action may be needed to help the District achieve the 75% diversion mandate, such as kitchen pail distribution and expansion of the current communication of new food waste norms. Assistant Secretary Schafer indicated that she is concerned about residents who may be unable to obtain a kitchen pail due to the District’s limited hours of operation. Ms. Geislar suggested that the District may want to explore other means of distributing kitchen pails by partnering with other organizations in the community. President Scheafer shared the idea of partnering with a local business to encourage residents to obtain a kitchen pail and purchase compostable bags. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JANUARY 12, 2016 ______________________________________________________________________ Secretary Ooten added that it is important to educate residents regarding the purpose of the kitchen pails and the organic recycling program in addition to providing the pails. Ms. Geislar noted that kitchen pails are not necessarily essential for program participation because the study shows that many residents have adapted other containers to use in the same way as kitchen pails. Mr. Carroll reported that the District still has many kitchen pails that have not been distributed. He shared that the newsletter could feature an interview with program participants to find out what they learned and any tips they may have for others. Lastly, Mr. Carroll noted that Channel 4 News would like to do a story on the program, and the District will continue to circulate positive messaging surrounding the program. Discussion followed regarding CR&R’s organics characterization report, the community’s use of the organics carts, and the diversion rate. Ms. Geislar noted that the District is among the first agencies to integrate social science into the design of an organics program and the very first agency in Orange County to test the effects of communicating the new norms of food waste. She reiterated that communicating the new norms of food waste had a positive effect on program participation. Ms. Geislar added that the study falls in line with the recent executive order from President Obama to incorporate social science insights into policy design to increase effectiveness. She thanked the Board of Directors for the opportunity to conduct the study. Director Ferryman requested to know if the Organics Recycling Behavioral Study will be presented at any upcoming conferences. Mr. Carroll noted that information from the study will be presented on Thursday, January 16, 2016 at the OC Recycling Coordinators meeting in Santa Ana and possibly at the SWANA Conference. Jim Mosher, a member of the public, provided comments regarding the visibility of the District’s logo on organics recycling carts. He suggested that the carts indicate more clearly the agency that has jurisdiction over the carts to avoid confusion with other jurisdictions that may also be serviced by CR&R. Discussion followed regarding the placement of the District’s logo on the lid of the organics cart. The Board of Directors collectively thanked Ms. Geislar for her work on the Organics Recycling Behavioral Study. Ms. Geislar added that she will be submitting a final report regarding the study by COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JANUARY 12, 2016 ______________________________________________________________________ the end of January. She noted that she will be presenting the study at the Urban Affairs Conference in San Diego in March of 2016 and the American Geographers Conference in San Francisco. Lastly, Ms. Geislar thanked the Board of Directors for allowing her to conduct the study. 2. Recycling & Waste Diversion Reports – December 2015 Recommendation: That the Board of Directors receive and file the report. Scott Carroll, General Manager, presented report details and welcomed questions from the Board of Directors. President Scheafer commented that the reported tonnages seem to be indicative of the season. Discussion followed regarding including the organic tonnage within the total tonnages. Mr. Carroll reported that the organic tonnages will be included in the total tonnages at the February 9, 2016 Study Session. He also noted that the February 9, 2016 Study Session will feature a report on the Christmas Tree Recycling Program. Jim Mosher, a member of the public, provided commentary regarding the format and data of the Recycling and Waste Diversion Reports. He shared that he believes the tonnage data to be statistically misleading because the tonnages are multiplied by a fixed number (drawn from CR&R’s characterization study) that has been used for the last year and possibly longer. Additionally, he suggested that the report clarify which tonnages indicate collection from mixed waste carts and which tonnages indicate collection from organic carts. Lawrence Jones, CR&R, reported that the characterization was updated about 3 months ago. Additionally, he noted that green waste is included in the Recycling Report because some residents still dispose of green waste in their regular mixed waste carts. He identified the organic tonnage as it is reported on the third page of the report. Lastly, he noted that he will verify that the tables used in the reports have been updated to reflect the new characterization. 3. Code Enforcement Officer Report – December 2015 Recommendation: That the Board of Directors receive and file the report. Scott Carroll, General Manager, presented the report and welcomed questions from the Board of Directors. He reported that Ed Roberts, Code Enforcement Officer, shared that there has been an increase in early morning scavenging. Mr. Carroll indicated that Mr. Roberts’ hours would periodically be scheduled earlier to accommodate those requests. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JANUARY 12, 2016 ______________________________________________________________________ Discussion followed regarding how Mr. Roberts should handle combative encounters and contact the Police Department if necessary. 4. State of the District Ad-Hoc Committee Update – Oral Report Recommendation: That the Board of Directors receive an oral report from President Scheafer. President Scheafer reported that the State of the District Ad-Hoc Committee discussed whether to hold a live event or to create a video, postcard, or newsletter for the State of the District. He noted that the committee will have their next meeting on Wednesday, January 20, 2016 and will have a better idea of the advantages, disadvantages, and costs for each option. President Scheafer added that these options will be presented at the February 9, 2016 Study Session. 5. Project No. 02-15 Closed Circuit Televising (CCTV) Services Request for Proposals Recommendation: That the Board of Directors receive and file the report. Scott Carroll, General Manager, provided report details. He shared that the last CCTV of the District’s sewer system took place from 2006 to 2009 and the District was able to identify 255 Grade 5 pipe sections (indicating imminent failure) and 1600 Grade 4 pipe sections. Mr. Carroll explained that the District was then able to repair all of the Grade 5 areas. He reported that by industry standards, the District should CCTV its system every 10 years. Mr. Carroll noted that the District created an RFP to CCTV the system and received 4 proposals, each with projected costs for a 1-year, 2-year, and 3-year CCTV plan. He indicated that Houston and Harris miscalculated the costs of their 2-year and 3-year proposals. Mr. Carroll noted that he, Rob Hamers, District Engineer, and Steve Cano, Wastewater Superintendent, reviewed the proposals and determined that Professional Pipe Services is the preliminary best value and lowest bid. He added that Professional Pipe Services has a fleet of 45 CCTV trucks, all of their technicians are National Association of Sewer Service Companies (NASSCO) certified, and they use the latest inspection software (WinCan and Pipelogix). Mr. Carroll noted that he, Mr. Hamers, and Mr. Cano will be meeting with representatives from Professional Pipe Services on January 13, 2016 to ask questions and view their CCTV truck. He indicated that staff will then bring an agreement recommendation to award a 2-year contract to Professional Pipe Services to the Board of Directors at the January 28, 2016 Board Meeting. Mr. Carroll reported that the services will cost $312,776.64 annually. He noted that the District has budgeted $70,000 for CCTV services during each fiscal year. As a result, he will be recommending the appropriation of $242,776.64 from the Facility Revolving Fund to fund the CCTV project. Lastly, Mr. Carroll welcomed questions from the Board of Directors. Assistant Secretary Schafer requested to know why the 2-year and 3-year costs were identical in Professional Pipe Services’ proposal. COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JANUARY 12, 2016 ______________________________________________________________________ Mr. Carroll replied that the projected costs are calculated by multiplying the cost of CCTV services per foot of sewer line. Mr. Hamers noted that based on this calculation, the cost of services per year would be the same whether the CCTV is done in 1, 2, or 3 years. Director Ferryman requested to know why the District budgeted $70,000 per fiscal year for the CCTV services. Mr. Carroll explained that the budget was originally based upon the City of Newport Beach’s CCTV budget, but was misinterpreted because the City of Newport Beach has in-house CCTV services. Mr. Hamers noted that the City of Newport Beach budgeted for a small yearly amount, but budgeted for a longer term. Director Ferryman indicated that $242,776.64 is a large sum to appropriate. Mr. Carroll replied that Professional Pipe Services’ proposal is less than the District anticipated. He noted that it was expected to cost approximately $1,000,000. Secretary Ooten requested clarification regarding the District’s responsiveness to Grade 5 pipe sections. Mr. Hamers noted that the CCTV truck operators notify him and Scott immediately if a Grade 5 pipe section is identified and the District seeks to repair it right away. 6. 290 Paularino Avenue – Building Inspection Report Recommendation: That the Board of Directors receive the report and provide direction to staff. Scott Carroll, General Manager, provided report details. He noted that the District is currently in escrow for acquiring the property at 290 Paularino Avenue, Costa Mesa, and recently completed the building inspection. Mr. Carroll requested direction regarding how the Board of Directors would like to address the recommended improvements: having the seller make the improvements or having the seller subtract the estimated costs of repair from the selling price. He noted that there are two main areas of improvement needed: 5 of the 8 HVAC units on the building’s roof need to be replaced and the roof is nearing the end of its life expectancy in 5-8 years. Lastly, Mr. Carroll added that the City of Costa Mesa will issue a minor conditional use permit, which will be brought to the Planning Commission in February as a consent item. Discussion followed regarding the amount of available parking spaces, the possible storage of the Code Enforcement vehicle, and the ability to store District Yard equipment at the property. COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JANUARY 12, 2016 ______________________________________________________________________ Director Ferryman commented that the building inspection revealed fairly typical improvements. He recommended that the costs of improvement be subtracted from the selling price. President Scheafer indicated that he agreed with Director Ferryman. Mr. Carroll added that there is a Gas Company easement on the side of the property. 7. Adjourn to Closed Session A. Conference with Real Property Negotiators Property: 290 Paularino Avenue, Costa Mesa Agency Negotiators: Scott Carroll and Jack Faris Negotiating party (owner): William McFarland Under Negotiation: Price and terms of payment President Scheafer adjourned to closed session at 10:43 a.m. 8. Reconvene to Open Session President Scheafer reconvened to open session at 11:00 a.m. and noted that there was no reportable action taken. 9. Future Study Session Items Recommendation: That the Board of Directors provide staff with direction on items to be placed on future study session agendas. President Scheafer noted that Cal Recycle designated the City of Huntington Beach as a hub for recycling. He requested further information regarding this designation. Director Ferryman suggested that Mr. Hamers coordinate with the City of Costa Mesa regarding the bio-swale project on Arlington Drive in Costa Mesa. Discussion followed regarding the construction of a new Costa Mesa High School football stadium and its potential tie-in to the sewer system. Additionally, discussion followed regarding the effect of El Nino on power reliability. Mr. Carroll noted that the District was notified of power issues at the Gisler and Elden pump stations by the Supervisory Control and Data Acquisition (SCADA) system. Assistant Secretary Schafer requested clarification regarding the billing for the California Special Districts Association (CSDA) Conference accommodations and her Solid Waste Association of North America (SWANA) membership. COSTA MESA SANITARY DISTRICT PAGE 9 MINUTES OF THE BOARD OF DIRECTORS STUDY SESSION HELD JANUARY 12, 2016 ______________________________________________________________________ President Scheafer requested that Mr. Carroll obtain the cost for Special District Risk Management Authority (SDRMA) to insure the new property at 290 Paularino Avenue, Costa Mesa. Director Ferryman requested the cost of origination or lenders fees. Mr. Carroll noted that District Treasurer, Marc Davis, will provide an update at the January 28, 2016 Board Meeting. ORAL COMMUNICATIONS - None ADJOURNMENT There being no further business to come before the Board, President Scheafer adjourned the meeting at 11:10 A.M. _________________________ _________________________ Robert Ooten Michael Scheafer Secretary President Costa Mesa Sanitary District ... an Independent Special District Board of Directors Regular Meeting Minutes of January 28, 2016 Item Number:2. Recommendation/Notes: Recommendation: That the Board of Directors approve and file. ATTACHMENTS: Description Type Board of Directors Regular Meeting Minutes of January 28, 2016 Cover Memo COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JANUARY 28, 2016 ______________________________________________________________________ CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on January 28, 2016 at 5:30 P.M. at 628 W. 19th Street, Costa Mesa. PLEDGE OF ALLEGIANCE INVOCATION ROLL CALL DIRECTORS PRESENT: DIRECTORS ABSENT: President Scheafer led the Pledge of Allegiance. Vice President Perry led the Invocation. Michael Scheafer, Arthur Perry, Robert Ooten, Arlene Schafer, James Ferryman None STAFF PRESENT: Colin Burns, District Counsel; Robin Hamers, District Engineer; Wendy Davis, Finance Manager; Marc Davis, District Treasurer; and Noelani Middenway, District Clerk. OTHERS PRESENT: Jim Mosher, resident; Karen Barloon, Costa Mesa Community Run President; Dean Ruffridge, CR&R; Lawrence Jones, CR&R; Nathan Statham, Rogers, Anderson, Malody, and Scott; and Scott Manno, Rogers, Anderson, Malody, and Scott. CEREMONIAL MATTERS AND PRESENTATIONS – None ANNOUNCEMENT OF LATE COMMUNICATIONS – None PUBLIC COMMENTS COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 28, 2016 ______________________________________________________________________ President Scheafer invited members of the public who wished to provide comments to do so at this time. Jim Mosher, a member of the public, provided comments regarding the reported diversion rate on the District’s website. He noted that a link for additional information leads the public to the Organics Recycling Program page, and he expressed confusion regarding how the diversion rate is determined. Mr. Mosher also noted that there was an emergency item added to the December 17, 2015 Board Meeting and expressed concern that the item was not an emergency matter, as defined by the Brown Act. Lastly, Mr. Mosher suggested that the District send a notice to subscribers when there is a possibility of alteration to an upcoming agenda. Vice President Perry requested confirmation that the handout from the December 17, 2015 Board Meeting was added to the archived agenda packet. District Clerk, Noelani Middenway, confirmed that it was added to the agenda packet. CONSENT CALENDAR 1. Board of Directors Study Session Meeting Minutes of December 8, 2015 2. Board of Directors Special Meeting Minutes of December 14, 2015 3. Board of Directors Regular Meeting Minutes of December 17, 2015 4. Board of Directors Special Meeting Minutes of December 22, 2015 5. Occupancy Report and Payment to CR&R Environmental Services 6. Contract Payment to CR&R The Board of Directors Study Session Meeting Minutes of December 8, 2015 was approved as presented. The Board of Directors Special Meeting Minutes of December 14, 2015 was approved as presented. The Board of Directors Regular Meeting Minutes of December 17, 2015 was approved as presented. The Board of Directors Special Meeting Minutes of December 22, 2015 was approved as presented. The Board of Directors accepted the occupancy count as presented using 22,109 as the correct number of active units and directed staff to prepare a warrant to CR&R Environmental Services in the amount of $223,453.32 to be ratified in the January 2016 warrant list, for December 2015 collection. The Board of Directors approved payment COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 28, 2016 ______________________________________________________________________ Environmental Services for Recycling & Disposal Services 7. Adoption of Warrant Resolution No. CMSD 2016-07 Approving District Warrant Registers 8. Payroll Transparency Disclosure for December 2015 9. Directors’ Compensation and Reimbursement of Expenses 10. Sewer Lateral Assistance Program (SLAP) Update to CR&R Environmental Services for recycling and disposal services for the month of December 2015. The Board of Directors adopted Warrant Resolution No. CMSD 2016-07 approving District warrants for the month of December 2015 in the amount of $655,589.68. The Board of Directors approved the Payroll Transparency Disclosure for December 2015. The Board of Directors approved Directors’ compensation and reimbursement of expenses for the month of December 2015. The Board of Directors approved the SLAP report as presented. Assistant Secretary Schafer made a motion to approve the Consent Calendar. Vice President Perry seconded the motion, which passed unanimously with a 5-0 vote. END OF CONSENT CALENDAR PUBLIC HEARINGS – None GENERAL MANAGER’S REPORTS President Scheafer requested that Item 14 be discussed as the first Item under General Manager’s Reports. He noted that Karen Barloon, President of the Costa Mesa Community Run, was present at the meeting. Vice President Perry, Secretary Ooten, Assistant Secretary Schafer, and Director Ferryman indicated that Item 14 should be discussed first. 14. CMSD Contribution Program – Costa Mesa Community Run – April 23, 2016 Recommendation: That the Board of Directors consider sponsoring this event. Scott Carroll, General Manager, presented an application to contribute to the upcoming Costa Mesa Community Run. He noted that the District contributed $500 last year, and that the Costa Mesa Community Run requested $1000 this year. Mr. Carroll indicated COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 28, 2016 ______________________________________________________________________ that the Board of Directors may select the District’s contribution level. Finance Manager, Wendy Davis, added that the District contributed $500 for the last two years of the event, and contributed $250 per year before that. Karen Barloon, President of the Costa Mesa Community Run, provided a brief overview of the event, its history, and the Costa Mesa schools that receive proceeds from the event. Dean Ruffridge of CR&R shared that CR&R will match the District’s chosen contribution. Discussion followed regarding the benefits of District visibility at the event. Director Ferryman made a motion to approve the contribution of $500 to the Costa Mesa Community Run. Secretary Ooten made a substitute motion to approve the contribution of $750 to the Costa Mesa Community Run, which died for lack of a second. Vice President Perry seconded the motion to approve the contribution of $500 to the Costa Mesa Community Run, which passed unanimously with a 5-0 vote. 11. Financial Statements for Fiscal Year Ended June 30, 2015 Recommendation: That the Board of Directors receive and file the Comprehensive Annual Financial Report, auditors’ report in accordance with Government Auditing Standards, and the auditors’ required communication for the fiscal year ended June 30, 2015. Finance Manager, Wendy Davis, presented the financial statements for the fiscal year ending June 30, 2015. She introduced auditor Scott Manno of Rogers, Anderson, Malody, and Scott (RAMS), who presented RAMS opinion and reasonable assurance regarding the District’s financial statements in accordance with Generally Accepted Accounting Principles (GAAP). Mr. Manno explained that the auditors conduct an interim and year-end evaluation of controls over transactions, financial documents, analytical procedures, balances, meeting minutes, and any other pertinent information. He noted that it is now required that government agencies report their unfunded debt pension liability and pointed out that the District’s is $270,000, as reported on pages 12 and 13 of the Comprehensive Annual Financial Report (CAFR). Mr. Manno also noted that pages 14 and 15 of the CAFR indicate income changes in net position from $500,000 to $1,089,000. He concluded his presentation and welcomed questions from the Board of Directors. Vice President Perry asked if Mr. Manno had a recommendation regarding the District paying off its unfunded liabilities. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 28, 2016 ______________________________________________________________________ Mr. Manno indicated that the District has sufficient cash to do so, but that it would be a decision by management to pay off the unfunded liability. Discussion followed regarding another Government Accounting Standards Board (GASB) requirement that will be released in fiscal year 2016-2017 for agencies to report their unfunded health benefit liabilities within their financial statements. There were no further questions or discussion and the report was received. 12. FY 2015-16 Budget Review – Mid Year Recommendation: That the Board of Directors receive and file the report. Finance Manager, Wendy Davis, presented the Mid-Year Budget Review. She noted her projection that the District is currently on track with its budget, but expenses pertaining to the acquisition of the property at 290 Paularino may affect the budget. Ms. Davis also noted that District Treasurer, Marc Davis, would discuss the District’s finances as they pertain to the building acquisition late in the meeting. Lastly, Ms. Davis shared the quarterly tonnages for the organics recycling program. Discussion followed regarding the variance in monthly tonnage and its relationship with the seasons. Ms. Davis noted that the organics recycling program has an estimated budget of $600,000 and she indicated that she anticipates the program to be under budget. Vice President Perry noted Mr. Mosher’s commentary regarding the 61% diversion rate, as it is reported on the District’s website. He asked if there is another figure that the District should be using instead. Mr. Carroll explained that the 61% diversion rate represents many of the District’s programs, including curbside collection, battery recycling, and large item collection. He noted that he will coordinate with staff to simplify the statistic. Director Ferryman requested clarification regarding the expenses related to the new building acquisition. Ms. Davis shared that Mr. Davis would provide further detail regarding the new building acquisition and its associated costs during the discussion of Item 21. Discussion followed regarding staff’s progress toward calculating expenses related to the new building acquisition. There were no further questions or discussion and the report was received. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 28, 2016 ______________________________________________________________________ 13. Project No. 02-15 Closed Circuit Televising (CCTV) Services Award Contract Recommendation: That the Board of Directors award the contract to Professional Pipe Services, in the amount of $625,553.28. Secretary Ooten noted that the details regarding the CCTV contract were discussed during the January 9, 2016 Study Session. Secretary Ooten made a motion to award the contract to Professional Pipe Services in the amount of $625,553.28. Assistant Secretary Schafer seconded the motion, which passed unanimously with a 5-0 vote. 15. 290 Paularino Update and Budget Transfer – Capital Outlay for New Headquarters Recommendation: That the Board of Directors: 1. Receive and file the Phase I Environmental Site Assessment Report and give staff direction if the Board wants to proceed conducting an asbestos- containing materials and lead based paint surveys. 2. Receive presentation of proposed tenant improvements to new headquarters 3. Approves transferring funds as follows: Account Account Number Increase Decrease Capital Outlay 20-200000-4795 $62,000 Contingency 20-200000-4990 $62,000 Scott Carroll, General Manager, provided report details. He noted that the Phase I Environmental Site Assessment Report indicates that a site assessment should be conducted to survey the building at 290 Paularino for asbestos-containing materials and lead based paint. Mr. Carroll reported that he has received a proposal for $4,250 to conduct the survey, and that the costs of any necessary remediation can be added into the counter offer to the property seller. Director Ferryman asked if this portion of the discussion required action or direction from the Board of Directors. Mr. Carroll noted that it did not require action, but that he would like to know if the Board of Directors had any objections to conducting the site assessment. Director Ferryman provided commentary regarding the property acquisition being contingent upon approval from the City of Costa Mesa and the District receiving credit from the seller for necessary improvements. COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 28, 2016 ______________________________________________________________________ Mr. Carroll explained that Jack Faris of Voit Real Estate will put these contingencies into writing. He then presented and discussed a preliminary layout of the property at 290 Paularino, showing the addition of a community room. Director Ferryman asked if Mr. Carroll coordinated with a space planner or architect to design the layout. Mr. Carroll replied that he worked with a space planner, but has not yet consulted an architect. Discussion followed regarding public access to bathrooms within the building, the possibility of adding bathrooms to the building, and the building’s size. Mr. Carroll noted that architect Robert Thornton can provide a preliminary design for the building for under $5000. Once this is complete, Mr. Carroll explained that he can obtain the estimated costs of construction from a contractor. Discussion followed regarding plumbing fixtures and ADA compliant doors. Mr. Carroll introduced the action item of transferring funds of $62,000 from the Contingency Fund to the Capital Outlay Fund in order to cover the cost of the $50,000 deposit, the building inspection, and any other acquisition-related expenses. Vice President Perry made a motion to approve the transfer of $62,000 from the Contingency Fund to the Capital Outlay Fund. Assistant Secretary Schafer seconded the motion, which passed unanimously with a 5-0 vote. 16. General Manager’s Performance for 2015 Calendar Year Recommendation: That the Board of Directors: 1. Receive and file General Manager’s 2015 performance goals and District accomplishments; and 2. Direct President Scheafer to meet with General Manager to negotiate his 2016 performance goals. Scott Carroll, General Manager, presented the General Manager’s 2015 performance goals and District accomplishments. He noted that the recommendation is to direct President Scheafer to meet with Mr. Carroll to discuss the 2016 performance goals. President Scheafer requested that his fellow Board Members each provide him with a list of 3-5 suggestions for the General Manager’s 2016 goals by February 15, 2016. He also requested that District Clerk, Noelani Middenway, send a reminder of this task to the Board of Directors. Jim Mosher, a member of the public, commented regarding the District’s transparency COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 28, 2016 ______________________________________________________________________ in providing the public with a list of the General Manager’s goals and achievements. Vice President Perry made a motion to direct President Scheafer to meet with the General Manager to negotiate his 2016 performance goals. Director Ferryman seconded the motion, which passed unanimously with a 5-0 vote. Discussion followed regarding the date of the meeting between President Scheafer and Mr. Carroll. ENGINEER’S REPORTS 17. Project Status Report Recommendation: That the Board of Directors receive and file the report. District Engineer, Robin Hamers, provided report details regarding the commencement of construction on the Aviemore Pump Station Rehabilitation and the City Manhole Adjustment Program. He also noted that there are 3 projects going out to bid during the week of February 1-5, 2016. Mr. Hamers added that he and the Board of Directors have been invited to meet with the Orange County Sanitation District (OCSD) to discuss their study of the Fairview Road trunk on February 10, 2016. Discussion followed regarding attendance of the meeting with OCSD and the Westside Abandonment Project. There were no additional questions or comments and the report was received. 18. Conflict of Interest Report Recommendation: That the Board of Directors receive and file District Engineer’s Declaration of Conflict of Interest report for the property at 20452 Santa Ana Avenue, Newport Beach. Robin Hamers, District Engineer, provided report details. He noted that he will be the Engineer on record for the project at 20452 Santa Ana Avenue in Newport Beach. Discussion followed regarding the number of homes in the project. 19. Project 196-D, Installation of Generator for Irvine Pump Station – Acceptance of Improvements Recommendation: That the Board of Directors approve the following: 1. Accept improvements as completed and file a Notice of Completion. 2. Authorize payment of 5% retention 35 days after Notice of Completion is recorded. 3. Exonerate Labor and Material Bond after Notice of Completion is recorded and exonerate Faithful Performance Bond one year after Notice of Completion is recorded. COSTA MESA SANITARY DISTRICT PAGE 9 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 28, 2016 ______________________________________________________________________ Robin Hamers, District Engineer, presented the acceptance of improvements for Project 196-D, Installation of Generator for Irvine Pump Station. Assistant Secretary Schafer made a motion to approve the acceptance of improvements as completed and file a Notice of Completion, authorize payment of 5% retention 35 days after the Notice of Completion is recorded, and exonerate the Labor and Material Bond after the Notice of Completion is recorded and exonerate the Faithful Performance Bond one year after the Notice of Completion is recorded. Secretary Ooten seconded the motion, which passed unanimously with a 5-0 vote. TREASURER’S REPORTS 20. Investment Report for the Month of December 2015 Recommendation: That the Board of Directors approves the Investment Report for the month of December 2015. District Treasurer, Marc Davis, presented the quarterly review of the Investment Report, which included an overview of the portfolio earnings, 2 investment purchases in the month of December, and 1 investment that matured on December 8, 2015. There were no additional questions or comments and the report was received. 21. Finance Update for Building Acquisition at 290 Paularino Avenue, Costa Mesa Recommendation: That the Board of Directors receive and file the report. District Treasurer, Marc Davis, provided a financing option of a lease purchase through the California Special Districts Association (CSDA) Finance Corporation for the acquisition of the building at 290 Paularino Avenue, Costa Mesa. He noted that the acquisition price of the property was $3.75 million and additional improvements would be needed. Discussion followed regarding the process of paying down the lease and lease options. Mr. Davis indicated that he sought direction to move forward with initiating the lease purchase process with CSDA Finance Corporation. Discussion followed regarding the timeline of the lease purchase process and how the lease purchase would appear in the District’s financial statements. Ms. Davis explained that the District also has the option of financing the majority of the acquisition and using the District’s reserves temporarily to pay off the remaining costs. She noted that the reserves would be replenished once the District’s current building is sold. COSTA MESA SANITARY DISTRICT PAGE 10 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 28, 2016 ______________________________________________________________________ Discussion followed regarding the current lease of the occupants at 290 Paularino and the analysis of credit worthiness conducted by CSDA Finance Corporation. Mr. Davis presented the option of the District paying for the acquisition in cash and noted that the District has the necessary funds available in its reserves. He noted that grant funding may be available for this option. President Scheafer noted that Secretary Ooten exited the meeting at 7:00 p.m. Jim Mosher, a member of the public, provided commentary regarding a discrepancy between the recommendation for Item 21 as presented in the agenda and the staff report. Mr. Davis indicated that he sought direction as to whether the Board of Directors would like to initiate a discussion regarding a lease purchase with CSDA Finance Corporation. District Counsel, Colin Burns, explained that the Board of Directors may discuss the item and provide direction or hold a special meeting, but they cannot take a vote. He indicated that his recommendation would be to provide Mr. Davis with direction and put the item on the next Board Meeting agenda for a vote. There were no additional questions or comments and the report was received. ATTORNEY’S REPORTS 22. Ordinance No. 112 – Revising CMSD Operations Code Section 6.04.060 (Insurance, Bonding, and License Status) Recommendation: That the Board of Directors adopt Ordinance No. 112 making changes to the sewer permit process and the District’s requirements. District Counsel, Colin Burns, presented Ordinance No. 112 to revise the District’s Operations Code Section 6.04.060. President Scheafer provided commentary regarding the liability policy of $1,000,000 required of the homeowner. Discussion followed regarding the language within the revised Ordinance No. 112, the scenarios in which a liability policy would be necessary, and the necessity of the District to be listed as additionally insured. Vice President Perry made a motion to table the item for the Board Meeting on February 25, 2016. Director Ferryman seconded the motion, which passed with a 4-0 vote with Secretary Ooten absent. Jim Mosher, a member of the public, provided a suggestion to document the proposed COSTA MESA SANITARY DISTRICT PAGE 11 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 28, 2016 ______________________________________________________________________ changes to the ordinance within the staff report attachments. 23. Ordinance No. 113 – Curbside Definition Recommendation: That the Board of Directors adopt Ordinance No. 113 defining “curbside” to buttress the District’s position with respect to technical challenges. District Counsel, Colin Burns, presented the proposed adoption of Ordinance No. 113, which defines the word “curbside.” Jim Mosher, a member of the public, provided commentary regarding a grammatical instance within the ordinance, the definition of the word “curb” as well as “curbside” within the operations code, and clarifying the boundaries of District jurisdiction for solid waste and sewer services. Assistant Secretary Schafer made a motion to approve the adoption of Ordinance No. 113. Vice President Perry seconded the motion, which passed with a 4-0 vote with Secretary Ooten absent. 24. Resolution No. 2016-876 – Authorizing the Purchase of Property at 290 Paularino Avenue, Costa Mesa Recommendation: That the Board of Directors adopt Resolution No. 2016-876. District Counsel, Colin Burns, presented the proposed adoption of Resolution No. 2016- 876 to authorize the purchase of the property at 290 Paularino Avenue, Costa Mesa. He noted that the resolution gives signatory authority to the General Manager, District Treasurer, and District Counsel in regards to initiating the purchase of the property. Discussion followed regarding the extent of the signatory authority. Assistant Secretary Schafer made a motion to approve Resolution No. 2016-876. Vice President Perry seconded the motion, which passed with a 4-0 vote with Secretary Ooten absent. 25. Costa Mesa Sanitary District’s Petition for Review and Points and Authorities in Support of Petition for Review by the State Water Resources Control Board Recommendation: That the Board of Directors file the Petition for Review and Points and Authorities in Support of Petition for Review. District Counsel, Colin Burns, presented a copy of the petition for review by the State Water Resources Control Board and noted that the State Regional Board has 30 days to file an opposition if they choose to do so. There were no additional questions or comments and the report was received. COSTA MESA SANITARY DISTRICT PAGE 12 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 28, 2016 ______________________________________________________________________ LOCAL MEETINGS A. Orange County Sanitation District (OCSD) – (Secretary Ooten) Recommendation: That the Board of Directors accepts oral report. Director Ferryman provided an oral report regarding the discussion of Irvine Ranch Water District’s winning bid for Tustin area sewer service and Metropolitan Water District’s development of a groundwater replenishment system in Carson. B. Santa Ana River Flood Protection Agency (SARFPA) – (Vice President Perry) Recommendation: That the Board of Directors accepts oral report. Vice President Perry provided an oral report regarding the Grand Jury’s agency audit, the increase of SARFPA fees from $1100 to $1300, and the Feasibility Study for the Westminster Wintersburg Channel. Director Ferryman added that there will be a Santa Ana Watershed Project Authority (SAWPA) tour at OCSD on February 2, 2016. C. Independent Special Districts of Orange County (ISDOC) – (President Scheafer) Recommendation: That the Board of Directors accepts oral report. President Scheafer provided an oral report regarding the Executive Committee Meeting, the creation of an Ad Hoc Committee to address the programs and speakers for quarterly meetings, and the presentation by Orange County CEO, Frank Kim. D. California Special Districts Association (CSDA) - (Assistant Secretary Schafer) Recommendation: That the Board of Directors accepts oral report. Assistant Secretary Schafer provided an oral report regarding CSDA’s total memberships, workshops, webinars, and upcoming Special Districts Legislative Days from May 16-18, 2016. Discussion followed regarding the possibility of the Board of Directors meeting with its representatives during the Legislative Days and the District’s harassment policy as it pertains to the recently completed Sexual Harassment Training. President Scheafer provided commentary regarding Board liability as it pertains to Government Code 6104.5, the District’s social media policies, a discussion about the possibility of the Board of Directors having District-issued cell phones, and the due dates of the Form 700. COSTA MESA SANITARY DISTRICT PAGE 13 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 28, 2016 ______________________________________________________________________ E. Special District Risk Management Authority (SDRMA) – (President Scheafer) Recommendation: That the Board of Directors accepts oral report. Nothing to report at this time. F. Other Meetings Qualifying for Reimbursement under CMSD Ordinance No. 55, Operations Code Section 3.01.030 Recommendation: That the Board of Directors accepts oral report. Nothing to report at this time. OLD BUSINESS – None NEW BUSINESS – None ORAL COMMUNICATIONS AND DIRECTOR COMMENTS President Scheafer provided commentary regarding the CSDA Special District Leadership Foundation Conference from January 25-27, 2016 in La Quinta. ADJOURNMENT There being no further business to come before the Board, President Scheafer adjourned the meeting at 8:10 P.M. _________________________ _________________________ Robert Ooten Michael Scheafer Secretary President Costa Mesa Sanitary District ... an Independent Special District Occupancy Report and Payment to CR&R Environmental Services Item Number:3. Recommendation/Notes: Recommendation: That the Board of Directors: 1. The Board of Directors accepts the occupancy count as presented using 22,133 as the correct number of active units. 2. The Board of Directors directs staff to prepare a warrant to CR&R Environmental Services for January 2016 collection based on this occupancy report so long as the contractor fulfills the obligations of the agreement. Said payment in the amount of $216,801.59 to be ratified in the February 2016 warrant list. ATTACHMENTS: Description Type Occupancy Report and Payment to CR&R Environmental Services Cover Memo Protecting our community's health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Costa Mesa Sanitary District ….an Independent Special District Memorandum To: Board of Directors Via: Scott Carroll, General Manager From: Elizabeth Pham, Management Analyst II Date: February 25, 2016 Subject: OCCUPANCY REPORT AND PAYMENT TO CR&R ENVIRONMENTAL SERVICES Summary The total occupancy count for January 2016 billing is 22,133, with twenty-four accounts added since the last billing period. Staff Recommendation Staff recommends the following: 1. The Board of Directors accepts the occupancy count as presented using 22,133 as the correct number of active units. 2. The Board of Directors directs staff to prepare a warrant to CR&R Environmental Services for January 2016 collection based on this occupancy report so long as the contractor fulfills the obligations of the agreement. Said payment in the amount of $216,801.59 to be ratified in the February 2016 warrant list. The payment calculation is based on the following: • District Current Rate for January of 2016: 22,133 x $9.7954 = $216,801.59 Board of Directors January 28, 2016 Page 2 of 2 Attachments: A. January 2016 Occupancy Report Costa Mesa Sanitary District Occupancy Report January 2016 Total Accounts 22,133 35 Gallon Waste Carts 647 60 Gallon Waste Carts 29512 90 Gallon Waste Carts 14662 35 Gallon Organic Carts 98 60 Gallon Organic Carts 19940 Total Carts 64,859 Cart Delivery Information/Start Standard Service Service Address Date Delivered RESIDENT 1531 SULLIVAN 1/8/2016 35 GAL BARREL DELIVERY RESIDENT 1263 WESTREEF 1/1/2016 60 GAL BARREL DELIVERY RESIDENT 162 VIRGINIA 1/1/2016 60 GAL BARREL DELIVERY RESIDENT 1529 GREENWICH 1/1/2016 60 GAL BARREL DELIVERY RESIDENT 615 SEABRIGHT 1/1/2016 60 GAL BARREL DELIVERY RESIDENT 642 SEABRIGHT 1/1/2016 60 GAL BARREL DELIVERY RESIDENT 136 MERCER 1/1/2016 60 GAL BARREL DELIVERY RESIDENT 1639 LATITUDE SOUTH 1/1/2016 60 GAL BARREL DELIVERY RESIDENT 640 SEABRIGHT 1/1/2016 60 GAL BARREL DELIVERY RESIDENT 616 SEABRIGHT 1/1/2016 60 GAL BARREL DELIVERY RESIDENT 2135 PALMILLA 1/4/2016 60 GAL BARREL DELIVERY RESIDENT 145 TRIBECA 1/5/2016 60 GAL BARREL DELIVERY RESIDENT 1533 GREENWICH 1/6/2016 60 GAL BARREL DELIVERY RESIDENT 644 SEABRIGHT 1/6/2016 60 GAL BARREL DELIVERY RESIDENT 638 SEABRIGHT 1/7/2016 60 GAL BARREL DELIVERY RESIDENT 3048 EDGEWAY 1/7/2016 60 GAL BARREL DELIVERY RESIDENT 147 TRIBECA 1/11/2016 60 GAL BARREL DELIVERY RESIDENT 1519 SULLIVAN 1/12/2016 60 GAL BARREL DELIVERY RESIDENT 2121 PALMILLA 1/12/2016 60 GAL BARREL DELIVERY RESIDENT 143 MERCER 1/12/2016 60 GAL BARREL DELIVERY RESIDENT 1528 GREENWICH 1/15/2016 60 GAL BARREL DELIVERY RESIDENT 1681 SUPERIOR 1/19/2016 60 GAL BARREL DELIVERY RESIDENT 2125 PALMILLA 1/20/2016 60 GAL BARREL DELIVERY RESIDENT 151 TRIBECA 1/26/2016 60 GAL BARREL DELIVERY Costa Mesa Sanitary District ... an Independent Special District Contract Payment to CR&R Environmental Services for Recycling and Disposal Services Item Number:4. Recommendation/Notes: Recommendation: That the Board of Directors directs staff to prepare a warrant to CR&R Environmental Services in the amount of $170,622.28 for January 2016 recycling and disposal services to be ratified in the February 2016 warrant register. ATTACHMENTS: Description Type Contract Payment to CR&R Environmental Services for Recycling and Disposal Services Cover Memo Protecting our community's health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Costa Mesa Sanitary District ….an Independent Special District Memorandum To: Board of Directors Via: Scott Carroll, General Manager From: Elizabeth Pham, Management Analyst II Date: February 25, 2016 Subject: Contract Payment to CR&R Environmental Services for Recycling & Disposal Services Summary The Board of Directors approves payment to CR&R Environmental Services for recycling and disposal services for the month of January 2016 as detailed below: Staff Recommendation That the Board of Directors directs staff to prepare a warrant to CR&R Environmental Services in the amount of $170,622.28 for January 2016 recycling and disposal services to be ratified in the February 2016 warrant register. Costa Mesa Sanitary District ... an Independent Special District Adoption of Warrant Resolution No. CMSD 2016-08 Item Number:5. Recommendation/Notes: Recommendation: That the Board of Directors adopt Warrant Resolution No. CMSD 2016-08 approving District warrants for the Month of January 2016 in the amount of $540,569.75. ATTACHMENTS: Description Type Adoption of Warrant Resolution No. CMSD 2016-08 Cover Memo COSTA MESA SANITARY DISTRICT Warrant Resolution No. CMSD 2016-08 A RESOLUTION OF THE COSTA MESA SANITARY DISTRICT RATIFYING THE PAYMENT OF CERTAIN CLAIMS AND DEMANDS, AND SPECIFYING THE FUNDS OUT OF WHICH THE SAME WERE PAID. THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT DOES HEREBY ORDER AND RESOLVE AS FOLLOWS: Section 1. That the attached claims and demands totaling $540,569.75 have been audited as required by law and that the same were paid out of respective funds as hereinafter set forth. Section 2. That the Clerk of the District shall certify to the adoption of this Resolution and shall retain a certified copy thereof in his own records. PASSED AND ADOPTED this 25th day of February 2016. ATTEST: Secretary President STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss COSTA MESA SANITARY DISTRICT ) I, Noelani Middenway, District Clerk of the Costa Mesa Sanitary District, hereby certify that the foregoing Warrant Resolution No. CMSD 2016-08 was duly adopted by the Costa Mesa Sanitary District at a regular meeting held on the 25th day of February 2016. AYES: NOES: ABSENT: ABSTAIN: IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Seal of the Costa Mesa Sanitary District on this 25th day of February 2016. District Clerk of the Costa Mesa Sanitary District User: Printed:2/1/2016 - 9:14 AM Checks for Approval Accounts Payable ktran Check Number Check Date Account Name Vendor NameFund Name Void Amount Cal PERS 0 01/06/2016 Solid Waste Fund Benefits Admin Costs 4.68 Cal PERS 0 01/06/2016 Liquid Waste Fund PERS Medical 11,711.54 Cal PERS 0 01/06/2016 Liquid Waste Fund Sewer Maint-Benefit Admin 75.00 Cal PERS 0 01/06/2016 Liquid Waste Fund Benefits Admin Costs 42.12 Cal PERS 0 01/06/2016 Liquid Waste Fund Benefits Admin Costs 202.50 Cal PERS 0 01/06/2016 Solid Waste Fund Benefits Admin Costs 22.50 Check Total: 12,058.34 Employment Development Department 0 01/06/2016 Liquid Waste Fund State Withholding Taxes 1,830.46 Check Total: 1,830.46 Internal Revenue Service 0 01/06/2016 Liquid Waste Fund Medicare - Employee 731.47 Internal Revenue Service 0 01/06/2016 Liquid Waste Fund Medicare - Employee 722.74 Internal Revenue Service 0 01/06/2016 Liquid Waste Fund Federal Withholding Taxes 5,883.70 Check Total: 7,337.91 Cal Pers Employee Ret System 0 01/06/2016 Liquid Waste Fund PERS Retirement 3,744.35 Cal Pers Employee Ret System 0 01/06/2016 Liquid Waste Fund PERS Retirement 686.05 Cal Pers Employee Ret System 0 01/06/2016 Liquid Waste Fund PERS Retirement 64.17 Cal Pers Employee Ret System 0 01/06/2016 Liquid Waste Fund PERS Retirement 2,545.77 Cal Pers Employee Ret System 0 01/06/2016 Liquid Waste Fund PERS Retirement 48.02 Cal Pers Employee Ret System 0 01/06/2016 Liquid Waste Fund PERS Survivor Benefit 16.74 Check Total: 7,105.10 Cal Pers Employee Ret System 0 01/15/2016 Solid Waste Fund PERS - Employer 84.90 Cal Pers Employee Ret System 0 01/15/2016 Liquid Waste Fund PERS - Employer 764.10 Cal Pers Employee Ret System 0 01/15/2016 Solid Waste Fund PERS - Employer 1.90 Cal Pers Employee Ret System 0 01/15/2016 Liquid Waste Fund PERS - Employer 17.10 Check Total: 868.00 Employment Development Department 0 01/12/2016 Liquid Waste Fund State Withholding Taxes 700.05 Employment Development Department 0 01/12/2016 Liquid Waste Fund State Withholding Taxes 1,400.64 AP-Checks for Approval (2/1/2016 - 9:14 AM)Page 1 Check Number Check Date Account Name Vendor NameFund Name Void Amount Check Total: 2,100.69 Internal Revenue Service 0 01/13/2016 Liquid Waste Fund Medicare - Employee 124.62 Internal Revenue Service 0 01/13/2016 Liquid Waste Fund Medicare - Employee 307.72 Internal Revenue Service 0 01/13/2016 Liquid Waste Fund Medicare - Employee 124.62 Internal Revenue Service 0 01/13/2016 Liquid Waste Fund Federal Withholding Taxes 5,305.47 Internal Revenue Service 0 01/13/2016 Liquid Waste Fund Federal Withholding Taxes 1,628.21 Internal Revenue Service 0 01/13/2016 Liquid Waste Fund Medicare - Employee 307.72 Check Total: 7,798.36 CalPERS Division 0 01/25/2016 Liquid Waste Fund Benefits Admin Costs 226.80 CalPERS Division 0 01/25/2016 Solid Waste Fund Benefits Admin Costs 25.20 CalPERS Division 0 01/25/2016 Solid Waste Fund Benefits Admin Costs 16.80 CalPERS Division 0 01/25/2016 Liquid Waste Fund Benefits Admin Costs 151.20 CalPERS Division 0 01/25/2016 Solid Waste Fund Benefits Admin Costs 16.80 CalPERS Division 0 01/25/2016 Liquid Waste Fund Benefits Admin Costs 151.20 Check Total: 588.00 Employment Development Department 0 01/27/2016 Liquid Waste Fund State Withholding Taxes 598.26 Check Total: 598.26 Internal Revenue Service 0 01/27/2016 Liquid Waste Fund Medicare - Employee 131.44 Internal Revenue Service 0 01/27/2016 Liquid Waste Fund Federal Withholding Taxes 2,266.14 Internal Revenue Service 0 01/27/2016 Liquid Waste Fund Medicare - Employee 131.44 Check Total: 2,529.02 Cal Pers Employee Ret System 0 01/20/2016 Liquid Waste Fund PERS Retirement 222.46 Cal Pers Employee Ret System 0 01/20/2016 Liquid Waste Fund PERS Retirement 48.02 Cal Pers Employee Ret System 0 01/20/2016 Liquid Waste Fund PERS Retirement 686.05 Cal Pers Employee Ret System 0 01/20/2016 Liquid Waste Fund PERS Retirement 207.36 Cal Pers Employee Ret System 0 01/20/2016 Liquid Waste Fund PERS Retirement 64.17 Cal Pers Employee Ret System 0 01/20/2016 Liquid Waste Fund PERS Retirement 3,517.21 Cal Pers Employee Ret System 0 01/20/2016 Liquid Waste Fund PERS Survivor Benefit 0.93 Cal Pers Employee Ret System 0 01/20/2016 Liquid Waste Fund PERS Survivor Benefit 15.81 Cal Pers Employee Ret System 0 01/20/2016 Liquid Waste Fund PERS Retirement 2,335.36 Check Total: 7,097.37 Employment Development Department 0 01/20/2016 Liquid Waste Fund State Withholding Taxes 1,790.52 Check Total: 1,790.52 Internal Revenue Service 0 01/20/2016 Liquid Waste Fund Medicare - Employee 708.75 Internal Revenue Service 0 01/20/2016 Liquid Waste Fund Federal Withholding Taxes 5,935.76 AP-Checks for Approval (2/1/2016 - 9:14 AM)Page 2 Check Number Check Date Account Name Vendor NameFund Name Void Amount Internal Revenue Service 0 01/20/2016 Liquid Waste Fund Medicare - Employee 708.75 Check Total: 7,353.26 Accent Automated Gates 14660 01/08/2016 Liquid Waste Fund Sewer Maint-Bldg Maint 89.00 Check Total: 89.00 AFLAC 14661 01/08/2016 Liquid Waste Fund Employee Insurance 1,079.36 Check Total: 1,079.36 Alpha Traffic Services, Inc. 14662 01/08/2016 Liquid Waste Fund Sewer Maint-Annual Sewer Maint 1,175.00 Check Total: 1,175.00 AndersonPenna Partners, Inc. 14663 01/08/2016 Liquid Waste Fund Plan Ck/Inspection-Outside 720.75 Check Total: 720.75 Birch Communications 14664 01/08/2016 Solid Waste Fund Telephone 45.84 Birch Communications 14664 01/08/2016 Liquid Waste Fund Telephone 412.54 Birch Communications 14664 01/08/2016 Liquid Waste Fund Sewer Maint-Telephone 435.56 Check Total: 893.94 CMSD Petty Cash 14665 01/08/2016 Liquid Waste Fund Sewer Maint-Office Supplies 19.99 CMSD Petty Cash 14665 01/08/2016 Liquid Waste Fund Staff Development 14.08 CMSD Petty Cash 14665 01/08/2016 Solid Waste Fund Staff Development 1.56 CMSD Petty Cash 14665 01/08/2016 Liquid Waste Fund Mileage Reimbursement 8.28 CMSD Petty Cash 14665 01/08/2016 Solid Waste Fund Mileage Reimbursement 0.92 CMSD Petty Cash 14665 01/08/2016 Solid Waste Fund Public Info/Ed/Community Prom 28.06 CMSD Petty Cash 14665 01/08/2016 Liquid Waste Fund Building Maintenance 7.52 CMSD Petty Cash 14665 01/08/2016 Liquid Waste Fund Sewer Maint-Small Tools/Eq 2.00 CMSD Petty Cash 14665 01/08/2016 Solid Waste Fund Building Maintenance 0.84 CMSD Petty Cash 14665 01/08/2016 Liquid Waste Fund Sewer Maint-Material/Supplies 9.05 CMSD Petty Cash 14665 01/08/2016 Solid Waste Fund Building Maintenance 3.80 CMSD Petty Cash 14665 01/08/2016 Liquid Waste Fund Building Maintenance 34.24 CMSD Petty Cash 14665 01/08/2016 Liquid Waste Fund Building Maintenance 1.82 CMSD Petty Cash 14665 01/08/2016 Solid Waste Fund Building Maintenance 0.20 Check Total: 132.36 DATCO Services Corporation 14666 01/08/2016 Liquid Waste Fund Medical/Employment Services 200.40 Check Total: 200.40 DavisFarr LLP 14667 01/08/2016 Liquid Waste Fund Fiscal Services 1,388.24 DavisFarr LLP 14667 01/08/2016 Solid Waste Fund Fiscal Services 747.51 AP-Checks for Approval (2/1/2016 - 9:14 AM)Page 3 Check Number Check Date Account Name Vendor NameFund Name Void Amount Check Total: 2,135.75 Theresa Del Brocco 14668 01/08/2016 Liquid Waste Fund Sewer Maint-Swr Lateral Prog 1,100.00 Check Total: 1,100.00 Development Marketing Group, Inc. 14669 01/08/2016 Liquid Waste Fund Capital Outlay 3,550.00 Check Total: 3,550.00 Discovery Science Center 14670 01/08/2016 Solid Waste Fund Educational Programs 2,112.00 Check Total: 2,112.00 John James Durica Trust 14671 01/08/2016 Liquid Waste Fund Sewer Maint-Swr Lateral Prog 1,100.00 Check Total: 1,100.00 Eco Partners, Inc. 14672 01/08/2016 Solid Waste Fund Public Info/Ed/Community Prom 5,077.04 Eco Partners, Inc. 14672 01/08/2016 Liquid Waste Fund Public Info/Ed/Community Prom 5,077.03 Check Total: 10,154.07 Environmental Engr & Cont, Inc 14673 01/08/2016 Liquid Waste Fund Sewer Maint-FOG Prog Contract 5,795.00 Check Total: 5,795.00 Essco 14674 01/08/2016 Liquid Waste Fund Sewer Maint-Pump Stn Maint 641.24 Check Total: 641.24 Ken Everson 14675 01/08/2016 Liquid Waste Fund Sewer Maint-Swr Lateral Prog 1,100.00 Check Total: 1,100.00 F.M. Thomas Air Condittioning, Inc. 14676 01/08/2016 Solid Waste Fund Building Maintenance 15.30 F.M. Thomas Air Condittioning, Inc. 14676 01/08/2016 Liquid Waste Fund Building Maintenance 137.70 Check Total: 153.00 F.M. Thomas Air Condittioning, Inc. 14677 01/08/2016 Solid Waste Fund Building Maintenance 15.30 0.00 F.M. Thomas Air Condittioning, Inc. 14677 01/08/2016 Liquid Waste Fund Building Maintenance 137.70 0.00 Check Total: 0.00 Rony Fuchs 14678 01/08/2016 Solid Waste Fund Charges for Services 290.56 Check Total: 290.56 GE Capital 14679 01/08/2016 Solid Waste Fund Equipment Maintenance 31.63 GE Capital 14679 01/08/2016 Liquid Waste Fund Equipment Maintenance 284.66 AP-Checks for Approval (2/1/2016 - 9:14 AM)Page 4 Check Number Check Date Account Name Vendor NameFund Name Void Amount Check Total: 316.29 David Giraud 14680 01/08/2016 Liquid Waste Fund Sewer Maint-Swr Lateral Prog 1,100.00 Check Total: 1,100.00 Harper & Burns LLP 14681 01/08/2016 Solid Waste Fund Legal Services 531.90 Harper & Burns LLP 14681 01/08/2016 Liquid Waste Fund Legal Services 78.30 Harper & Burns LLP 14681 01/08/2016 Liquid Waste Fund Legal Services 159.57 Harper & Burns LLP 14681 01/08/2016 Solid Waste Fund Legal Services 8.70 Harper & Burns LLP 14681 01/08/2016 Liquid Waste Fund Legal Services 1,910.90 Harper & Burns LLP 14681 01/08/2016 Solid Waste Fund Legal Services 313.23 Harper & Burns LLP 14681 01/08/2016 Solid Waste Fund Legal Services 17.73 Harper & Burns LLP 14681 01/08/2016 Liquid Waste Fund Legal Services 2,819.07 Harper & Burns LLP 14681 01/08/2016 Liquid Waste Fund Legal Services 2,521.60 Check Total: 8,361.00 LogicNow Ltg 14682 01/08/2016 Liquid Waste Fund Computer Licenses & Maint 684.29 LogicNow Ltg 14682 01/08/2016 Solid Waste Fund Computer Licenses & Maint 76.03 Check Total: 760.32 Alexander Lopez 14683 01/08/2016 Liquid Waste Fund Sewer Maint-Swr Lateral Prog 1,100.00 Check Total: 1,100.00 Devin Lucas 14684 01/08/2016 Liquid Waste Fund Sewer Maint-Swr Lateral Prog 1,100.00 Check Total: 1,100.00 James McGehee 14685 01/08/2016 Liquid Waste Fund Sewer Maint-Swr Lateral Prog 1,100.00 Check Total: 1,100.00 Michael McMahon 14686 01/08/2016 Liquid Waste Fund Sewer Maint-Swr Lateral Prog 1,100.00 Check Total: 1,100.00 Mesa Water District 14687 01/08/2016 Liquid Waste Fund Sewer Maint- Water Pumps 21.50 Mesa Water District 14687 01/08/2016 Liquid Waste Fund Sewer Maint- Water Pumps 21.50 Mesa Water District 14687 01/08/2016 Liquid Waste Fund Sewer Maint- Water Pumps 21.50 Check Total: 64.50 Mike Kilbride, LTD 14688 01/08/2016 Liquid Waste Fund Sewer Maint-Annual Sewer Maint 6,420.00 Check Total: 6,420.00 Mouse Graphics 14689 01/08/2016 Solid Waste Fund Public Info/Ed/Community Prom 622.08 AP-Checks for Approval (2/1/2016 - 9:14 AM)Page 5 Check Number Check Date Account Name Vendor NameFund Name Void Amount Check Total: 622.08 Municipal Maintenance Equipment 14690 01/08/2016 Liquid Waste Fund Sewer Maint-Equipment Maint 1,725.84 Check Total: 1,725.84 National Electrical Contractors, Inc. 14691 01/08/2016 Liquid Waste Fund Pump Stn Emerg. Eqpt. #196 66,093.31 National Electrical Contractors, Inc. 14691 01/08/2016 Liquid Waste Fund Retention's Payable -2,864.88 National Electrical Contractors, Inc. 14691 01/08/2016 Liquid Waste Fund Retention's Payable -8,795.79 Check Total: 54,432.64 Office Depot 14692 01/08/2016 Solid Waste Fund Office Supplies 1.70 Office Depot 14692 01/08/2016 Liquid Waste Fund Office Supplies 15.30 Office Depot 14692 01/08/2016 Liquid Waste Fund Office Supplies 3.69 Office Depot 14692 01/08/2016 Solid Waste Fund Office Supplies 0.41 Office Depot 14692 01/08/2016 Solid Waste Fund Office Supplies 0.78 Office Depot 14692 01/08/2016 Solid Waste Fund Building Maintenance 3.65 Office Depot 14692 01/08/2016 Liquid Waste Fund Building Maintenance 32.88 Office Depot 14692 01/08/2016 Liquid Waste Fund Office Supplies 7.00 Office Depot 14692 01/08/2016 Liquid Waste Fund Sewer Maint-Office Supplies 57.54 Office Depot 14692 01/08/2016 Liquid Waste Fund Office Supplies 72.76 Office Depot 14692 01/08/2016 Solid Waste Fund Office Supplies 8.08 Check Total: 203.79 Orange County Sanitation Distr 14693 01/08/2016 Liquid Waste Fund OCSD Fees-CMSD Share -424.75 Orange County Sanitation Distr 14693 01/08/2016 Liquid Waste Fund Due to OCSD 8,495.00 Check Total: 8,070.25 Michael Ortiz 14694 01/08/2016 Solid Waste Fund Building Maintenance 13.50 Michael Ortiz 14694 01/08/2016 Liquid Waste Fund Building Maintenance 121.50 Michael Ortiz 14694 01/08/2016 Liquid Waste Fund Sewer Maint-Bldg Maint 75.00 Check Total: 210.00 Purchase Power 14695 01/08/2016 Liquid Waste Fund Postage 29.74 Purchase Power 14695 01/08/2016 Solid Waste Fund Postage 3.31 Check Total: 33.05 Robin B. Hamers & Assoc., Inc. 14696 01/08/2016 Liquid Waste Fund Engineering/Architectual Serv 1,530.00 Robin B. Hamers & Assoc., Inc. 14696 01/08/2016 Liquid Waste Fund Engineering/Architectual Serv 2,257.50 Robin B. Hamers & Assoc., Inc. 14696 01/08/2016 Liquid Waste Fund Plan Ck/Inspection-Inside 682.50 Robin B. Hamers & Assoc., Inc. 14696 01/08/2016 Liquid Waste Fund Plan Ck/Inspection-Inside 770.00 Robin B. Hamers & Assoc., Inc. 14696 01/08/2016 Liquid Waste Fund Plan Ck/Inspection-Inside 2,555.00 Robin B. Hamers & Assoc., Inc. 14696 01/08/2016 Liquid Waste Fund Plan Ck/Inspection-Outside 5,740.00 AP-Checks for Approval (2/1/2016 - 9:14 AM)Page 6 Check Number Check Date Account Name Vendor NameFund Name Void Amount Robin B. Hamers & Assoc., Inc. 14696 01/08/2016 Liquid Waste Fund Plan Ck/Inspection-Outside 1,102.50 Robin B. Hamers & Assoc., Inc. 14696 01/08/2016 Liquid Waste Fund Plan Ck/Inspection-Swr Lateral 2,555.00 Robin B. Hamers & Assoc., Inc. 14696 01/08/2016 Liquid Waste Fund Pump Stn Emerg. Eqpt. #196 64.50 Robin B. Hamers & Assoc., Inc. 14696 01/08/2016 Liquid Waste Fund Pump Stn Emerg. Eqpt. #196 579.00 Robin B. Hamers & Assoc., Inc. 14696 01/08/2016 Liquid Waste Fund Pump Stn Emerg. Eqpt. #196 105.00 Robin B. Hamers & Assoc., Inc. 14696 01/08/2016 Liquid Waste Fund Pump Stn Emerg. Eqpt. #196 140.00 Robin B. Hamers & Assoc., Inc. 14696 01/08/2016 Liquid Waste Fund Indus Relining Project #310 140.00 Robin B. Hamers & Assoc., Inc. 14696 01/08/2016 Liquid Waste Fund Indus Relining Project #310 66.95 Robin B. Hamers & Assoc., Inc. 14696 01/08/2016 Liquid Waste Fund Indus Relining Project #310 210.00 Robin B. Hamers & Assoc., Inc. 14696 01/08/2016 Liquid Waste Fund MH Cover Repairs #311 805.00 Robin B. Hamers & Assoc., Inc. 14696 01/08/2016 Liquid Waste Fund MH Cover Repairs #311 210.00 Check Total: 19,512.95 Sancon Engineering, Inc. 14697 01/08/2016 Liquid Waste Fund Retention's Payable 9,779.00 Sancon Engineering, Inc. 14697 01/08/2016 Liquid Waste Fund Retention's Payable 3,270.00 Check Total: 13,049.00 Securitas Security Service USA, Inc. 14698 01/08/2016 Liquid Waste Fund Building Maintenance 198.00 Securitas Security Service USA, Inc. 14698 01/08/2016 Solid Waste Fund Building Maintenance 22.00 Securitas Security Service USA, Inc. 14698 01/08/2016 Solid Waste Fund Building Maintenance 12.80 Securitas Security Service USA, Inc. 14698 01/08/2016 Liquid Waste Fund Building Maintenance 115.20 Securitas Security Service USA, Inc. 14698 01/08/2016 Solid Waste Fund Building Maintenance 22.00 Securitas Security Service USA, Inc. 14698 01/08/2016 Liquid Waste Fund Building Maintenance 198.00 Check Total: 568.00 Southern California Edison 14699 01/08/2016 Liquid Waste Fund Sewer Maint-Electric Pumps 66.34 Southern California Edison 14699 01/08/2016 Liquid Waste Fund Sewer Maint-Electric Pumps 197.73 Southern California Edison 14699 01/08/2016 Liquid Waste Fund Sewer Maint-Electric Pumps 262.54 Southern California Edison 14699 01/08/2016 Liquid Waste Fund Sewer Maint-Electric Pumps 247.12 Southern California Edison 14699 01/08/2016 Liquid Waste Fund Sewer Maint-Electric Pumps 807.31 Southern California Edison 14699 01/08/2016 Liquid Waste Fund Sewer Maint-Electric Pumps 59.30 Southern California Edison 14699 01/08/2016 Liquid Waste Fund Sewer Maint-Electric Pumps 257.33 Southern California Edison 14699 01/08/2016 Liquid Waste Fund Sewer Maint-Electric Pumps 169.96 Southern California Edison 14699 01/08/2016 Liquid Waste Fund Sewer Maint-Electric Pumps 77.25 Southern California Edison 14699 01/08/2016 Liquid Waste Fund Sewer Maint-Electric Pumps 29.64 Southern California Edison 14699 01/08/2016 Liquid Waste Fund Sewer Maint-Electric Pumps 47.41 Southern California Edison 14699 01/08/2016 Liquid Waste Fund Sewer Maint-Electric Pumps 382.71 Southern California Edison 14699 01/08/2016 Liquid Waste Fund Sewer Maint-Electric Pumps 85.97 Southern California Edison 14699 01/08/2016 Liquid Waste Fund Sewer Maint-Electric Pumps 58.66 Southern California Edison 14699 01/08/2016 Liquid Waste Fund Sewer Maint-Electric Pumps 65.44 Southern California Edison 14699 01/08/2016 Liquid Waste Fund Sewer Maint-Electric Pumps 139.49 Southern California Edison 14699 01/08/2016 Liquid Waste Fund Sewer Maint-Electric Pumps 162.77 Southern California Edison 14699 01/08/2016 Liquid Waste Fund Sewer Maint-Electric Pumps 155.58 AP-Checks for Approval (2/1/2016 - 9:14 AM)Page 7 Check Number Check Date Account Name Vendor NameFund Name Void Amount Southern California Edison 14699 01/08/2016 Solid Waste Fund Electric - Building 48.11 Southern California Edison 14699 01/08/2016 Liquid Waste Fund Electric - Building 433.03 Check Total: 3,753.69 Southern California Gas Company 14700 01/08/2016 Liquid Waste Fund Sewer Maint-Pump Stn Maint 19.44 Southern California Gas Company 14700 01/08/2016 Liquid Waste Fund Gas - Building 37.71 Southern California Gas Company 14700 01/08/2016 Solid Waste Fund Gas - Building 4.19 Southern California Gas Company 14700 01/08/2016 Liquid Waste Fund Sewer Maint-Gas Bldg 37.28 Check Total: 98.62 Spec Dist Risk Mgt Authority 14701 01/08/2016 Liquid Waste Fund Cafeteria Plan 156.00 Spec Dist Risk Mgt Authority 14701 01/08/2016 Liquid Waste Fund Benefits Admin Costs 40.69 Spec Dist Risk Mgt Authority 14701 01/08/2016 Liquid Waste Fund Swr Maint - Cafeteria Plan 181.91 Spec Dist Risk Mgt Authority 14701 01/08/2016 Solid Waste Fund Benefits Admin Costs 12.77 Spec Dist Risk Mgt Authority 14701 01/08/2016 Solid Waste Fund Cafeteria Plan 119.15 Spec Dist Risk Mgt Authority 14701 01/08/2016 Solid Waste Fund Cafeteria Plan 53.90 Spec Dist Risk Mgt Authority 14701 01/08/2016 Liquid Waste Fund Vision Insurance 230.56 Spec Dist Risk Mgt Authority 14701 01/08/2016 Liquid Waste Fund Swr Maint - Cafeteria Plan 96.74 Spec Dist Risk Mgt Authority 14701 01/08/2016 Liquid Waste Fund Dental Insurance 1,047.03 Spec Dist Risk Mgt Authority 14701 01/08/2016 Liquid Waste Fund Cafeteria Plan 70.48 Check Total: 2,009.23 State of California 14702 01/08/2016 Liquid Waste Fund Sewer Maint-Annual Sewer Maint 25.00 Check Total: 25.00 TelePacific Communications 14703 01/08/2016 Solid Waste Fund EOC Equipment & Supplies 30.66 TelePacific Communications 14703 01/08/2016 Liquid Waste Fund EOC Equipment & Supplies 275.94 Check Total: 306.60 U.S. Healthworks Medical Group, PC 14704 01/08/2016 Liquid Waste Fund Medical/Employment Services 100.00 Check Total: 100.00 VantagePoint Transfer Agents 14705 01/08/2016 Liquid Waste Fund Deferred Compensation - 457 1,973.42 Check Total: 1,973.42 VantagePoint Transfer Agents 14706 01/08/2016 Liquid Waste Fund Deferred Medical-RHS-Employee 911.06 Check Total: 911.06 Cellco Partnership 14707 01/08/2016 Liquid Waste Fund Sewer Maint-Telephone 312.18 Check Total: 312.18 AP-Checks for Approval (2/1/2016 - 9:14 AM)Page 8 Check Number Check Date Account Name Vendor NameFund Name Void Amount John Weatherwax 14708 01/08/2016 Liquid Waste Fund Sewer Maint-Swr Lateral Prog 1,100.00 Check Total: 1,100.00 YC Power Systems 14709 01/08/2016 Liquid Waste Fund Capital Outlay 76,306.54 Check Total: 76,306.54 Bank of America 14710 01/19/2016 Liquid Waste Fund Sewer Maint-Material/Supplies 160.70 Bank of America 14710 01/19/2016 Liquid Waste Fund Sewer Maint-Equipment Maint 421.27 Bank of America 14710 01/19/2016 Liquid Waste Fund Sewer Maint-Material/Supplies 58.90 Bank of America 14710 01/19/2016 Solid Waste Fund Equipment Maintenance 21.59 Bank of America 14710 01/19/2016 Liquid Waste Fund Sewer Maint-Bldg Maint 40.47 Bank of America 14710 01/19/2016 Liquid Waste Fund Sewer Maint-Bldg Maint 107.97 Bank of America 14710 01/19/2016 Liquid Waste Fund Sewer Maint-Bldg Maint -40.47 Bank of America 14710 01/19/2016 Liquid Waste Fund Sewer Maint-Equipment Maint 18.35 Bank of America 14710 01/19/2016 Liquid Waste Fund Sewer Maint-Material/Supplies 250.00 Bank of America 14710 01/19/2016 Liquid Waste Fund Sewer Maint-Equipment Maint 98.35 Bank of America 14710 01/19/2016 Liquid Waste Fund Board Development 540.00 Bank of America 14710 01/19/2016 Solid Waste Fund Board Development 23.80 Bank of America 14710 01/19/2016 Solid Waste Fund Board Development 8.33 Bank of America 14710 01/19/2016 Solid Waste Fund Staff Development 39.72 Bank of America 14710 01/19/2016 Liquid Waste Fund Board Development 33.16 Bank of America 14710 01/19/2016 Liquid Waste Fund Board Development 74.96 Bank of America 14710 01/19/2016 Solid Waste Fund Board Development 60.00 Bank of America 14710 01/19/2016 Solid Waste Fund Board Development 3.69 Bank of America 14710 01/19/2016 Liquid Waste Fund Staff Development 357.50 Bank of America 14710 01/19/2016 Liquid Waste Fund Staff Development 33.25 Bank of America 14710 01/19/2016 Solid Waste Fund Building Maintenance -1.89 Bank of America 14710 01/19/2016 Liquid Waste Fund Building Maintenance -17.05 Bank of America 14710 01/19/2016 Liquid Waste Fund Staff Development 23.76 Bank of America 14710 01/19/2016 Liquid Waste Fund Building Maintenance 83.08 Bank of America 14710 01/19/2016 Liquid Waste Fund Board Development 214.16 Bank of America 14710 01/19/2016 Solid Waste Fund Staff Development 2.64 Bank of America 14710 01/19/2016 Solid Waste Fund Building Maintenance 9.23 Bank of America 14710 01/19/2016 Solid Waste Fund Staff Development 3.69 Bank of America 14710 01/19/2016 Solid Waste Fund Staff Development 25.00 Bank of America 14710 01/19/2016 Solid Waste Fund Staff Development 25.08 Bank of America 14710 01/19/2016 Liquid Waste Fund Staff Development 179.75 Bank of America 14710 01/19/2016 Solid Waste Fund Office Supplies 3.04 Bank of America 14710 01/19/2016 Solid Waste Fund Staff Development 9.43 Bank of America 14710 01/19/2016 Liquid Waste Fund Office Supplies 41.78 Bank of America 14710 01/19/2016 Liquid Waste Fund Building Maintenance 583.19 Bank of America 14710 01/19/2016 Solid Waste Fund Staff Development 16.56 Bank of America 14710 01/19/2016 Solid Waste Fund Building Maintenance 64.80 AP-Checks for Approval (2/1/2016 - 9:14 AM)Page 9 Check Number Check Date Account Name Vendor NameFund Name Void Amount Bank of America 14710 01/19/2016 Liquid Waste Fund Office Supplies 27.35 Bank of America 14710 01/19/2016 Liquid Waste Fund Computer Licenses & Maint 899.55 Bank of America 14710 01/19/2016 Liquid Waste Fund Staff Development 225.73 Bank of America 14710 01/19/2016 Solid Waste Fund Office Supplies 4.64 Bank of America 14710 01/19/2016 Liquid Waste Fund Staff Development 225.00 Bank of America 14710 01/19/2016 Solid Waste Fund Computer Licenses & Maint 99.95 Bank of America 14710 01/19/2016 Solid Waste Fund Staff Development 19.97 Bank of America 14710 01/19/2016 Liquid Waste Fund Staff Development 149.06 Bank of America 14710 01/19/2016 Liquid Waste Fund Staff Development 84.85 Check Total: 5,313.89 SYNCB/AMAZON 14712 01/22/2016 Liquid Waste Fund Office Supplies 12.95 SYNCB/AMAZON 14712 01/22/2016 Solid Waste Fund Office Supplies 1.44 Check Total: 14.39 AndersonPenna Partners, Inc. 14713 01/22/2016 Liquid Waste Fund Plan Ck/Inspection-Outside 139.50 Check Total: 139.50 AT&T 14714 01/22/2016 Solid Waste Fund Telephone 174.21 AT&T 14714 01/22/2016 Liquid Waste Fund Telephone 1,567.85 Check Total: 1,742.06 C3 Office Solutions LLC 14715 01/22/2016 Liquid Waste Fund Equipment Maintenance 283.28 C3 Office Solutions LLC 14715 01/22/2016 Solid Waste Fund Equipment Maintenance 31.48 Check Total: 314.76 CoreLogic Solutions, LLC 14716 01/22/2016 Liquid Waste Fund Computer Licenses & Maint 135.00 CoreLogic Solutions, LLC 14716 01/22/2016 Solid Waste Fund Computer Licenses & Maint 15.00 Check Total: 150.00 CR&R Incorporated Environmental Services 14717 01/22/2016 Solid Waste Fund Household Hazardous Waste 490.00 Check Total: 490.00 C&R Drains Inc. 14718 01/22/2016 Liquid Waste Fund Accounts Receivable 1,345.00 C&R Drains Inc. 14718 01/22/2016 Liquid Waste Fund Sewer Maint-Annual Sewer Maint 1,571.00 Check Total: 2,916.00 CR Transfer, Inc. 14719 01/22/2016 Solid Waste Fund Recycling/Disposal 71,806.48 CR Transfer, Inc. 14719 01/22/2016 Solid Waste Fund Recycling/Disposal 1,028.48 CR Transfer, Inc. 14719 01/22/2016 Solid Waste Fund Organics Disposal 15,722.47 CR Transfer, Inc. 14719 01/22/2016 Solid Waste Fund Recycling/Disposal 76,920.30 CR Transfer, Inc. 14719 01/22/2016 Solid Waste Fund Recycling/Disposal 2,958.66 AP-Checks for Approval (2/1/2016 - 9:14 AM)Page 10 Check Number Check Date Account Name Vendor NameFund Name Void Amount CR Transfer, Inc. 14719 01/22/2016 Solid Waste Fund Organics Disposal 14,989.19 Check Total: 183,425.58 WM Curbside, LLC 14720 01/22/2016 Solid Waste Fund Pharmaceutical Program 106.20 WM Curbside, LLC 14720 01/22/2016 Solid Waste Fund Sharps Program 115.00 WM Curbside, LLC 14720 01/22/2016 Solid Waste Fund Sharps Program 115.00 WM Curbside, LLC 14720 01/22/2016 Solid Waste Fund Sharps Program 115.00 WM Curbside, LLC 14720 01/22/2016 Solid Waste Fund Pharmaceutical Program 201.60 WM Curbside, LLC 14720 01/22/2016 Solid Waste Fund Sharps Program 115.00 WM Curbside, LLC 14720 01/22/2016 Solid Waste Fund Pharmaceutical Program 220.50 WM Curbside, LLC 14720 01/22/2016 Solid Waste Fund Pharmaceutical Program 148.50 WM Curbside, LLC 14720 01/22/2016 Solid Waste Fund Pharmaceutical Program 153.90 WM Curbside, LLC 14720 01/22/2016 Solid Waste Fund Sharps Program 115.00 WM Curbside, LLC 14720 01/22/2016 Solid Waste Fund Sharps Program 115.00 WM Curbside, LLC 14720 01/22/2016 Solid Waste Fund Sharps Program 115.00 Check Total: 1,635.70 CWEA-SARBS 14721 01/22/2016 Liquid Waste Fund Sewer Maint-Prof Member/Dues 81.00 Check Total: 81.00 Environmental Engr & Cont, Inc 14722 01/22/2016 Liquid Waste Fund Sewer Maint-GIS 3,840.00 Check Total: 3,840.00 GE Capital 14723 01/22/2016 Liquid Waste Fund Equipment Maintenance 260.29 GE Capital 14723 01/22/2016 Solid Waste Fund Equipment Maintenance 28.92 Check Total: 289.21 IPC Fuel Distribution 14724 01/22/2016 Liquid Waste Fund Sewer Maint-Equipment Maint 2,907.32 Check Total: 2,907.32 Iron Mountain Incorporated 14725 01/22/2016 Solid Waste Fund Contract Services 9.66 Iron Mountain Incorporated 14725 01/22/2016 Liquid Waste Fund Contract Services 93.74 Iron Mountain Incorporated 14725 01/22/2016 Liquid Waste Fund Contract Services 86.96 Iron Mountain Incorporated 14725 01/22/2016 Solid Waste Fund Contract Services 10.42 Check Total: 200.78 Irvine Ranch Water District 14726 01/22/2016 Liquid Waste Fund Sewer Maint- Water Pumps 11.33 Check Total: 11.33 Paul Kelly 14727 01/22/2016 Liquid Waste Fund Sewer Maint-Swr Lateral Prog 1,100.00 AP-Checks for Approval (2/1/2016 - 9:14 AM)Page 11 Check Number Check Date Account Name Vendor NameFund Name Void Amount Check Total: 1,100.00 Mary Kymla Trust 14728 01/22/2016 Liquid Waste Fund Sewer Maint-Swr Lateral Prog 1,100.00 Check Total: 1,100.00 Lan Wan Enterprise Inc 14729 01/22/2016 Liquid Waste Fund Professional Services 3,532.50 Lan Wan Enterprise Inc 14729 01/22/2016 Solid Waste Fund Professional Services 392.50 Check Total: 3,925.00 Alfredo Manzo 14730 01/22/2016 Liquid Waste Fund Sewer Maint-Swr Lateral Prog 1,100.00 Check Total: 1,100.00 Mesa Water District 14731 01/22/2016 Liquid Waste Fund Sewer Maint- Water Pumps 21.70 Mesa Water District 14731 01/22/2016 Liquid Waste Fund Sewer Maint- Water Pumps 21.59 Mesa Water District 14731 01/22/2016 Liquid Waste Fund Sewer Maint-Water Bldg 61.63 Mesa Water District 14731 01/22/2016 Liquid Waste Fund Sewer Maint-Water Bldg 88.17 Mesa Water District 14731 01/22/2016 Liquid Waste Fund Sewer Maint-Water Bldg 67.60 Check Total: 260.69 National Plant Services, Inc. 14732 01/22/2016 Liquid Waste Fund Sewer Maint-Sewer Line Tele 7,958.40 National Plant Services, Inc. 14732 01/22/2016 Liquid Waste Fund Sewer Maint-Sewer Line Tele 2,247.52 National Plant Services, Inc. 14732 01/22/2016 Liquid Waste Fund Sewer Maint-Sewer Line Tele 3,549.00 Check Total: 13,754.92 Inobbar LLC 14733 01/22/2016 Solid Waste Fund Computer Licenses & Maint 475.00 Inobbar LLC 14733 01/22/2016 Liquid Waste Fund Computer Licenses & Maint 4,275.00 Check Total: 4,750.00 Orange County Treasurer-Tax Collector 14734 01/22/2016 Liquid Waste Fund Indus Relining Project #310 642.29 Check Total: 642.29 Office Depot 14735 01/22/2016 Liquid Waste Fund Office Supplies 26.23 Office Depot 14735 01/22/2016 Solid Waste Fund Office Supplies 2.92 Office Depot 14735 01/22/2016 Liquid Waste Fund Office Supplies 114.29 Office Depot 14735 01/22/2016 Liquid Waste Fund Building Maintenance 7.17 Office Depot 14735 01/22/2016 Solid Waste Fund Office Supplies 12.70 Office Depot 14735 01/22/2016 Solid Waste Fund Building Maintenance 0.80 Office Depot 14735 01/22/2016 Solid Waste Fund Office Supplies 0.87 Office Depot 14735 01/22/2016 Liquid Waste Fund Office Supplies 7.82 Office Depot 14735 01/22/2016 Liquid Waste Fund Building Maintenance 50.39 Office Depot 14735 01/22/2016 Solid Waste Fund Building Maintenance 5.60 Office Depot 14735 01/22/2016 Liquid Waste Fund Office Supplies 42.85 AP-Checks for Approval (2/1/2016 - 9:14 AM)Page 12 Check Number Check Date Account Name Vendor NameFund Name Void Amount Office Depot 14735 01/22/2016 Solid Waste Fund Office Supplies 4.76 Office Depot 14735 01/22/2016 Liquid Waste Fund Office Supplies 7.03 Office Depot 14735 01/22/2016 Solid Waste Fund Office Supplies 0.78 Office Depot 14735 01/22/2016 Liquid Waste Fund Office Supplies 48.59 Office Depot 14735 01/22/2016 Solid Waste Fund Office Supplies 5.40 Office Depot 14735 01/22/2016 Solid Waste Fund Office Supplies 0.86 Office Depot 14735 01/22/2016 Liquid Waste Fund Office Supplies 7.83 Office Depot 14735 01/22/2016 Liquid Waste Fund Office Supplies 132.18 Office Depot 14735 01/22/2016 Solid Waste Fund Office Supplies 14.69 Check Total: 493.76 O.S.T.S., Inc. 14736 01/22/2016 Solid Waste Fund Staff Development 60.50 O.S.T.S., Inc. 14736 01/22/2016 Liquid Waste Fund Staff Development 544.50 Check Total: 605.00 Ezio Petrella 14737 01/22/2016 Liquid Waste Fund Sewer Maint-Swr Lateral Prog 1,100.00 Check Total: 1,100.00 Rogers, Anderson, Malody & Scott, LLP 14738 01/22/2016 Liquid Waste Fund Fiscal Services 1,010.75 Rogers, Anderson, Malody & Scott, LLP 14738 01/22/2016 Solid Waste Fund Fiscal Services 544.25 Check Total: 1,555.00 Southern California Edison 14739 01/22/2016 Liquid Waste Fund Sewer Maint-Elec Bldg 27.66 Southern California Edison 14739 01/22/2016 Liquid Waste Fund Sewer Maint-Electric Pumps 596.75 Southern California Edison 14739 01/22/2016 Liquid Waste Fund Sewer Maint-Elec Bldg 1,985.24 Check Total: 2,609.65 Securitas Security Service USA, Inc. 14740 01/22/2016 Liquid Waste Fund Building Maintenance 144.00 Securitas Security Service USA, Inc. 14740 01/22/2016 Solid Waste Fund Building Maintenance 16.00 Securitas Security Service USA, Inc. 14740 01/22/2016 Solid Waste Fund Building Maintenance 22.00 Securitas Security Service USA, Inc. 14740 01/22/2016 Liquid Waste Fund Building Maintenance 198.00 Check Total: 380.00 Christopher Tsamoudakis 14741 01/22/2016 Liquid Waste Fund Sewer Maint-Swr Lateral Prog 375.00 Check Total: 375.00 Underground Service Alert/SC 14742 01/22/2016 Liquid Waste Fund Contract Services 45.00 Check Total: 45.00 VantagePoint Transfer Agents 14743 01/22/2016 Liquid Waste Fund Deferred Compensation - 457 2,665.42 AP-Checks for Approval (2/1/2016 - 9:14 AM)Page 13 Check Number Check Date Account Name Vendor NameFund Name Void Amount Check Total: 2,665.42 VantagePoint Transfer Agents 14744 01/22/2016 Liquid Waste Fund Deferred Medical-RHS-Employee 915.00 Check Total: 915.00 Work Space Plans 14745 01/22/2016 Liquid Waste Fund Capital Outlay 1,497.73 Check Total: 1,497.73 Report Total: 540,569.75 AP-Checks for Approval (2/1/2016 - 9:14 AM)Page 14 Vendors Descriptions Amount Albertson 2015 Year‐End Accomplishments Visa Gift Cards (2) 165.62 Amazon Doorstop 30.39 CSDA Special District Leadership Academy Conference 1/24‐1/27/16 ‐ Director Perry 600.00 Fox Trax DY GPS Monitoring Svc 12/6/15‐1/5/16 119.94 French's Pastry Staff Monthly Meeting Refreshments 12/17/15 36.94 Golden Dragon 2015 CMSD Holiday Dinner 250.00 Home Depot MH Silicone (60) 160.70 Home Depot DY Flag Pole Bulbs 40.47 Home Depot DY Flag Pole Floodlight 107.97 Home Depot Return DY Flag Pole Bulbs ‐40.47 iBackup Computer Backup Support 999.50 Istock.com 2015 Year‐End Accomplishments Stock Photo Paper 26.40 Lock Choice HQ Front Door Locking System 647.99 Mesa Tire Unit 1013 Tires Alignments (2)421.27 Office Depot 2015 Year‐End Accomplishments Prints 397.22 Panera Monthly Meeting Refreshments 12/14/15‐ GM & Directors 36.85 ProFlowers Flowers for employee's new baby 94.28 Reilly Auto Unit 1014 ‐ License Plate Frames & Fasteners 58.90 Reilly Auto Unit 1014 ‐ Anti Freeze 18.35 Renaissance Hotel Lodging, PARMA Conference 2/23‐2/26/16 ‐ MAII (Billed 1 night in advance) 250.81 Smart & Final Paper Products 92.31 Smart & Final Returned Paper Products ‐18.94 Smart & Final Board Refreshments 83.29 Southwest.com CSDA Airfare 1/21‐1/22/16 Director Schafer 237.96 Successories 2015 Employee & Safety of the Year Plaque & Trophy Awards 199.72 Widgetco MH Corks (1,000) 250.00 Williamson‐Dickie Maintenance Assistant CMSD Jacket 46.42 CMSD Check No. 14710 5,313.89$ Bank of America Costa Mesa Sanitary District as of January 31, 2016 Costa Mesa Sanitary District ... an Independent Special District Payroll Transparency Disclosure for January 2016 Item Number:6. Recommendation/Notes: Recommendation: That the Board of Directors approve and file. ATTACHMENTS: Description Type Payroll Transparency Disclosure for January 2016 Cover Memo Costa Mesa Sanitary District ... an Independent Special District Directors' Compensation and Reimbursement of Expenses Item Number:7. Recommendation/Notes: Recommendation: That the Board of Directors approves Directors compensation and reimbursement of expenses for the month of January 2016. ATTACHMENTS: Description Type Directors' Compensation and Reimbursement of Expenses Cover Memo Costa Mesa Sanitary District ... an Independent Special District Sewer Lateral Assistance Program (SLAP) Update Item Number:8. Recommendation/Notes: Recommendation: That the Board of Directors approve and file. ATTACHMENTS: Description Type Sewer Lateral Assistance Program (SLAP) Update Cover Memo Protecting our community's health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Costa Mesa Sanitary District ….an Independent Special District Memorandum To: Board of Directors Via: Scott Carroll, General Manager From: Wendy H. Davis, Finance Manager Date: December 25, 2016 Subject: Sewer Lateral Assistance Program (SLAP) Update Summary The following is a summary of the Sewer Lateral Assistance Program (SLAP) activity for the 2015-2016 fiscal year as of January 31, 2016: Adopted SLAP Budget (181 Applications) 200,000$ FY 14-15 Carryover Budget (48 Applications) 64,200 Transfer-out to SLAP Inspection Account (10,000) Total Budget** 254,200$ FY 15-16 New Applications Received 155 Applications Processed for Payment* 116 117,819$ Applications In Process 81 91,200 Available SLAP Spots Based on Funding 41 45,100 Total Projected Cost 254,119$ * Includes applications started in prior fiscal year but completed in current fiscal year. ** Funds remaining at the end of the fiscal year will be carried forward. Staff Recommendation That the Board of Directors approve and file this report. Costa Mesa Sanitary District ... an Independent Special District Investment Report for the Month of January 2016 Item Number:9. Recommendation/Notes: Recommendation: That the Board of Directors approves the Investment Report for the month of January 2016. ATTACHMENTS: Description Type Investment Report for the Month of January 2016 Cover Memo Costa Mesa Sanitary District …an Independent Special District Protecting our community’s health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Memorandum To: Board of Directors From: Marc Davis, Treasurer Date: February 25, 2016 Subject: Investment Report for the Month of January 2016 Summary Attached is the Investment Report for the month of January 2016. As required by the District’s Statement of Investment Policy, the Investment Report delineates all investment activity during the month. Staff Recommendation Approve the Investment Report for the month of January 2016. Analysis This report lists the types of securities held in the District’s portfolio, the institutions from which the securities were purchased, maturity dates and interest rates as of January 31, 2016. The District’s investments are in compliance with the Statement of Investment Policy adopted by the Board at the June 25, 2015 regular meeting, as well as the California Government Code. The market values in this report were provided by our third party custodian, Pershing, LLC, except for the Local Agency Investment Fund (LAIF). The market value of LAIF was provided by the State Treasurer’s Office. It does not represent the value of the underlying securities within the pool, but rather the par or cost amount, which is the amount the District is entitled to withdraw. This reporting practice is consistent with industry standard practices for similar funds. The weighted average stated rate of return (current yield) for the District’s investment portfolio as of January 31, 2016, was 1.159%. The yield to maturity of the portfolio was 1.166%. The District’s weighted average interest rate was 71 basis points (0.713%) above the LAIF average monthly rate for January 2016 of 0.446%. The weighted average number of days to maturity for the District’s total portfolio was 871 days (2.39 years). The average duration of the underlying securities in LAIF as of January 31, 2016 was 167 days. Board of Directors February 25, 2016 Page 2 of 2 The District’s investment portfolio is in compliance with its liquidity limitations, which requires that a minimum of 20.00% of the portfolio must mature within one year. The percentage of the portfolio maturing in less than one year as of January 31, 2016 was 32.22%. The District has adequate cash reserves necessary to meet its obligations for the next six months. Strategic Plan Element & Goal This item supports achieving Strategic Element No. 7.0, Finances, by ensuring the short and long-term fiscal health of the District. Legal Review Legal review is not required. Environmental Review Subject activity is exempt from the requirements of the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.). Section 15300.4 of CEQA allows an agency while establishing its own procedures “to list those specific activities which fall within each of the exempt classes”, and the District has adopted “CEQA Guidelines and Implementing Procedures” that state on page 6, “”Projects” does not include….C. Continuing administrative or maintenance activities.” Financial Review The portfolio was budgeted to earn an average rate of 0.900% for the year ending June 30, 2016. Through January 31, 2016, the portfolio has earned a weighted average interest rate of 1.126%. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the February 25, 2016 Board of Directors regular meeting at District Headquarters (628 W. 19th Street) and on the District’s website at www.cmsdca.gov. Alternative Actions 1. Refer the matter back to staff Attachments Treasurer’s Report of Pooled Cash and Investments as of January 31, 2016 ` Deposits Outstanding Bank Balance In Transits Checks Book Balance Active Accounts: Bank of America 353,112.66$ - 162,108.27 191,004.39$ Total Active Accounts 353,112.66 - 162,108.27 191,004.39 Market Value Increase Decrease Cost Investments: Local Agency Investment Fund 5,842,841.25$ - - 5,842,841.25 Money Market/Sweep Account 442,189.60 - - 442,189.60 Negotiable Certificates of Deposit 2,827,772.25 3,869.75 - 2,823,902.50 Federal Agency Securities 12,743,722.20 17,277.20 - 12,726,445.00 Total Investments 21,856,525.30 21,146.95 - 21,835,378.35 Total Pooled Cash & Investments 22,209,637.96$ 21,146.95$ 162,108.27$ 22,026,382.74$ Solid Waste Fund: Operating Reserve 1,720,000.00$ Unreserved: Designated for revenue dry period 1,494,000.00 Undesignated 2,643,475.27 Liquid Waste Fund: Operating Reserve 960,000.00 Reserved for Earthquakes/Emergencies 1,000,000.00 Reserved for Capital Outlay 4,960,800.00 Unreserved: Designated for revenue dry period 2,467,300.00 Undesignated 89,660.58 Facilities Revolving Fund 579,213.09 Asset Replacement Fund 925,033.36 Asset Management Fund 5,186,900.44 Total Pooled Cash & Investments 22,026,382.74$ Market Adjustment Treasurer C O S T A M E S A S A N I T A R Y D I S T R I C T Treasurer's Report of Pooled Cash and Investments January 31, 2016 DateMarcus D. Davis Costa Mesa Sanitary District Pooled Cash and Investments by Fund January 31, 2016 2/16/16 1 Total investments outstanding as of December 31, 2015 19,057,097.75$ Additions: Investment purchases - none - Total investment purchases - Deductions: Investments matured - none - Investments called - none - Total deductions - Net increase (decrease) in Sweep Account - Net increase (decrease) in LAIF 2,778,280.60 Total investments outstanding as of December 31, 2015 21,835,378.35$ C O S T A M E S A S A N I T A R Y D I S T R I C T Investment Activity Summary January 31, 2016 2 Interest CUSIP Purchase Maturity Coupon Investment Earned at Number Investment Date Date Rate Cost 11/30/15 n/a Local Agency Investment Fund n/a n/a 0.446%5,842,841.25$ n/a ** n/a Pershing-Sweep Acct n/a n/a 0.000%442,189.60 n/a 3135G0RQ8 Federal National Mortgage Assn 11/15/12 11/15/17 1.000%1,000,000.00 2,111.11 3133826D0 Federal Home Loan Bank 02/28/13 02/28/18 1.100%1,000,000.00 4,675.00 313382HR7 Federal Home Loan Bank 03/27/13 03/27/18 1.130%1,000,000.00 3,892.22 3136G1L31 Federal National Mortgage Assn 05/15/13 05/15/17 0.700%1,000,000.00 1,477.78 87165FAC8 Synchrony Bank Retail CTF Dep 06/06/14 06/06/19 2.000%99,500.00 295.89 06740KGY7 Barclays Bank Retail CTF Dep 07/02/14 07/05/16 0.650%99,825.00 51.64 20033AGD2 Comenity Capital Bank CTF Dep 08/25/14 02/25/16 0.750%125,000.00 15.41 795450VP7 Sallie Mae Bank CTF Dep 12/25/14 12/12/16 1.050%125,000.00 186.99 38148JGK1 Goldman Sachs Bank USA CTF Dep 01/07/15 01/07/19 1.900%200,000.00 249.86 69506YCJ6 Pacific Westin Bank CTF Dep 03/20/15 03/18/16 0.500%200,000.00 868.49 02587DXL7 American Exp Centurion CTF Dep 05/01/15 05/01/17 0.900%199,700.00 458.63 3130A5C64 Federal Home Loan Bank 05/28/15 05/28/20 1.500%800,000.00 2,100.00 29976DXK1 Everbank Jacksonville FLA CTF Dep 05/28/15 05/27/16 0.450%200,000.00 611.51 140420SW1 Capital One Bank CTF Dep 07/01/15 07/01/19 1.950%245,000.00 392.67 254672QY7 Discover Bank CTF Dep 07/01/15 07/01/20 2.300%245,000.00 463.15 3130A5TW9 Federal Home Loan Bank 07/27/15 07/27/20 2.000%1,000,000.00 222.22 20451PMU7 Compass Bank CTF Dep 08/07/15 07/31/17 1.300%200,000.00 - 02006LTZ6 Ally Bank CTF Dep 09/17/15 09/17/18 1.650%245,000.00 1,506.25 3134G7YH8 Federal Home Loan Mortgage Corp 09/30/15 09/30/20 1.750%250,000.00 1,458.33 3133EFJQ1 Federal Farm Credit Bank 10/15/15 10/15/19 1.440%1,000,000.00 4,240.00 3133EFKA4 Federal Farm Credit Bank 10/19/15 01/14/20 1.500%499,875.00 354.17 05580ADA9 BMW Bank CTF Dep 10/21/15 10/16/17 1.150%244,877.50 825.95 3136G2QA8 Federal National Mortgage Assn 10/27/15 10/27/20 1.470%250,000.00 959.58 3133EFMG9 Federal Farm Credit Bank 10/29/15 10/29/20 1.680%1,000,000.00 4,293.33 3133EFNM5 Federal Farm Credit Bank 11/09/15 11/09/20 1.800%500,000.00 2,050.00 3133EFPM3 Federal Farm Credit Bank 11/23/15 11/23/20 1.875%1,000,000.00 3,541.67 3136G2TV9 Federal National Mortgage Assn 11/23/15 11/20/20 1.850%429,570.00 1,568.90 3136G2T72 Federal National Mortgage Assn 11/25/15 11/25/20 1.700%997,000.00 3,116.67 3134G84G1 Federal Home Loan Mortgage Corp 11/30/15 11/25/20 2.000%500,000.00 1,666.67 066519BB4 BankUnited CTF Dep 11/30/15 11/30/18 1.450%245,000.00 603.44 27113PAW1 East Boston Savings Bank CTF Dep 12/18/15 04/18/17 1.000%150,000.00 53.42 3134G8CE7 Federal Home Loan Mortgage Corp 12/30/15 12/30/19 1.800%500,000.00 750.00 Totals 21,835,378.35$ 45,060.95$ **Represents the LAIF monthly rate for January 2016 Comments COSTA MESA SANITARY DISTRICT Investment and Investment Earnings January 31, 2016 3 Current % of Market Value 01/31/16 Maximum % U.S. Treasury Bills 0.00%Unlimited U.S. Treasury Notes 0.00%Unlimited Federal Agency Issues: FICB 0.00%Unlimited FLB 0.00%Unlimited FHLB 17.42%Unlimited FHLMC 5.72%Unlimited FNMA 16.85%Unlimited FFCB 18.32%Unlimited Other *0.00%Unlimited Banker's Acceptances 0.00%25% (1) Certificates of Deposit 0.00%25% Negotiable Certificates of Deposits 12.94%25% (1) Commercial Paper 0.00%25% (1) Medium Term Corporate Notes 0.00%20% (1) LAIF (Local Agency Investment Fund)26.73%40,000,000 Shares of Benefical Interest 0.00%20% Money Market/Mutual Funds (Sweep Acct)2.02%10% per fund (2) Total 100.00% % of portfolio maturing under one year 32.22%no less than 20% % of portfolio maturing over one year 67.78% 100.00% (1) Further limited to 10% in any single issuer (2) Also limited to 20% in total. *These securities are not considered for purchases: SBA, GNMA, TVA and SALLIEMAE COSTA MESA SANITARY DISTRICT Summary of Policy Limitations January 31, 2016 Description 4 Purchase Maturity Coupon Investment % of Market % of Description Broker/Dealer Date Date Rate Cost Portfolio Value Portfolio Comments State Treasurer's Pool LAIF n/a Continuous 0.446%**5,842,841.25$ 5,842,841.25$ Pool Total State Treasurer's Pool 5,842,841.25 26.76%5,842,841.25 26.73% Money Market/Sweep Account Pershing n/a Continuous 0.000%442,189.60 442,189.60 Sweep Total Money Market/Sweep Account 442,189.60 2.03%442,189.60 2.02% Federal Home Loan Mortgage Corp Multi-Bank Securities 09/30/15 09/30/20 1.750%250,000.00 250,445.00 FHLMC Federal Home Loan Mortgage Corp Multi-Bank Securities 11/30/15 11/25/20 2.000%500,000.00 500,195.00 FHLMC Federal Home Loan Mortgage Corp Multi-Bank Securities 12/30/15 12/30/19 1.800%500,000.00 500,295.00 FHLMC Total Federal Home Loan Mortgage Corp 1,250,000.00 5.72%1,250,935.00 5.72% Federal Home Loan Bank E.J. De La Rosa 02/28/13 02/28/18 1.100%1,000,000.00 1,000,030.00 FHLB Federal Home Loan Bank E.J. De La Rosa 03/27/13 03/27/18 1.130%1,000,000.00 1,000,200.00 FHLB Federal Home Loan Bank Multi-Bank Securities 05/28/15 05/28/20 1.500%800,000.00 800,848.00 FHLB Federal Home Loan Bank Multi-Bank Securities 07/27/15 07/27/20 2.000%1,000,000.00 1,006,290.00 FHLB Total Federal Home Loan Bank 3,800,000.00 17.40%3,807,368.00 17.42% Federal National Mortgage Association E.J. De La Rosa 11/15/12 11/15/17 1.000%1,000,000.00 999,910.00 FNMA Federal National Mortgage Association Union Banc 05/15/13 05/15/17 0.700%1,000,000.00 999,200.00 FNMA Federal National Mortgage Association Multi-Bank Securities 10/27/15 10/20/15 1.470%250,000.00 250,085.00 FNMAFederal National Mortgage Association Multi-Bank Securities 11/23/15 11/20/20 1.850%429,570.00 430,404.20 FNMA Federal National Mortgage Association Multi-Bank Securities 11/25/15 11/25/20 1.700%997,000.00 1,002,300.00 FNMA Total Federal National Mortgage Association 3,676,570.00 16.84%3,681,899.20 16.85% Federal Farm Credit Bank Multi-Bank Securities 10/15/15 10/15/19 1.440%1,000,000.00 1,000,020.00 FFCB Federal Farm Credit Bank Multi-Bank Securities 10/19/15 01/14/20 1.500%499,875.00 500,000.00 FFCB Federal Farm Credit Bank Multi-Bank Securities 10/29/15 10/29/20 1.680%1,000,000.00 1,000,010.00 FFCB Federal Farm Credit Bank Multi-Bank Securities 11/09/15 11/09/20 1.800%500,000.00 501,060.00 FFCB Federal Farm Credit Bank Multi-Bank Securities 11/23/15 11/23/20 1.875%1,000,000.00 1,002,430.00 FFCB Total Federal Farm Credit Bank 3,999,875.00 18.32%4,003,520.00 18.32% Synchrony Bank Retail Certificate of Deposit Multi-Bank Securities 06/06/14 06/06/19 2.000%99,500.00 100,789.00 Negotiable CD Barclays Bank Retail Certificate of Deposit Multi-Bank Securities 07/02/14 07/05/16 0.650%99,825.00 100,047.00 Negotiable CDComenity Capital Bank Multi-Bank Securities 08/25/14 02/25/16 0.750%125,000.00 125,016.25 Negotiable CD Sallie Mae Bank CTF Dep Multi-Bank Securities 12/25/14 12/12/16 1.050%125,000.00 125,102.50 Negotiable CD Goldman Sachs Bk CTF Dep Multi-Bank Securities 01/07/15 01/07/19 1.900%200,000.00 200,384.00 Negotiable CD Pacific Westin Bank CTF Dep Multi-Bank Securities 03/20/15 03/18/16 0.500%200,000.00 199,998.00 Negotiable CD American Exp Centurion CTF Dep Multi-Bank Securities 05/01/15 05/01/17 0.900%199,700.00 199,810.00 Negotiable CD Everbank Jacksonville FLA CTF Dep Multi-Bank Securities 05/28/15 05/27/16 0.450%200,000.00 199,994.00 Negotiable CD Capital One Bank CTF Dep Multi-Bank Securities 07/01/15 07/01/19 1.950%245,000.00 245,031.85 Negotiable CD Discover Bank CTF Dep Multi-Bank Securities 07/01/15 07/01/20 2.300%245,000.00 245,668.85 Negotiable CD Compass Bank CTF Dep Multi-Bank Securities 08/07/15 07/31/17 1.300%200,000.00 199,968.00 Negotiable CD Ally Bank CTF Dep Multi-Bank Securities 09/17/15 09/17/18 1.650%245,000.00 245,935.90 Negotiable CD BMW Bank CTF Dep Multi-Bank Securities 10/21/15 10/16/17 1.150%244,877.50 245,017.15 Negotiable CDBankUnited CTF Dep Multi-Bank Securities 11/30/15 11/30/18 1.450%245,000.00 245,330.75 Negotiable CD East Boston Savings Bank CTF Dep Multi-Bank Securities 12/18/15 04/18/17 1.000%150,000.00 149,679.00 Negotiable CD Total Negotiable Certificates of Deposit 2,823,902.50 12.93%2,827,772.25 12.94% Total Investments 21,835,378.35$ 100.00%21,856,525.30$ 100.00% **Represents the LAIF monthly rate for January 2016 COSTA MESA SANITARY DISTRICT Schedule of Investments by Instrument Type January 31, 2016 5 Investment Purchase Maturity Days to Coupon Yield to Investment Broker/Dealer Type Date Date Maturity Rate Maturity Cost Local Agency Investment Fund Pool 1 0.446%**0.446%5,842,841.25$ Pershing-Sweep Acct Sweep 1 0.000%0.000%442,189.60 Multi-Bank Securities Negotiable CD 08/25/14 02/25/16 25 0.750%0.750%125,000.00 Multi-Bank Securities Negotiable CD 03/20/15 03/18/16 47 0.500%0.500%200,000.00 Multi-Bank Securities Negotiable CD 05/28/15 05/27/16 117 0.450%0.450%200,000.00 Multi-Bank Securities Negotiable CD 07/02/14 07/05/16 156 0.650%0.650%99,825.00 Multi-Bank Securities Negotiable CD 12/25/14 12/12/16 316 1.050%1.050%125,000.00 Multi-Bank Securities Negotiable CD 12/18/15 04/18/17 443 1.000%1.000%150,000.00 Multi-Bank Securities Negotiable CD 05/01/15 05/01/17 456 0.900%0.900%199,700.00 UnionBanc FNMA 05/15/13 05/15/17 470 0.700%0.700%1,000,000.00 Multi-Bank Securities Negotiable CD 08/07/15 07/31/17 547 1.300%1.300%200,000.00 Multi-Bank Securities Negotiable CD 10/21/15 10/16/17 624 1.150%1.176%244,877.50 E.J. De La Rosa FNMA 11/15/12 11/15/17 654 1.000%1.000%1,000,000.00 E.J. De La Rosa FHLB 02/28/13 02/28/18 759 1.100%1.100%1,000,000.00 E.J. De La Rosa FHLB 03/27/13 03/27/18 786 1.130%1.130%1,000,000.00 Multi-Bank Securities Negotiable CD 09/17/15 09/17/18 960 1.650%1.650%245,000.00 Multi-Bank Securities Negotiable CD 11/30/15 11/30/18 1,034 1.450%1.450%245,000.00 Multi-Bank Securities Negotiable CD 01/07/15 01/07/19 1,072 1.900%1.900%200,000.00 Multi-Bank Securities Negotiable CD 06/06/14 06/06/19 1,222 2.000%2.106%99,500.00 Multi-Bank Securities Negotiable CD 07/01/15 07/01/19 1,247 1.950%1.950%245,000.00 Multi-Bank Securities FFCB 10/15/15 10/15/19 1,353 1.440%1.440%1,000,000.00 Multi-Bank Securities FHLMC 12/30/15 12/30/19 1,429 1.800%1.800%500,000.00 Multi-Bank Securities FFCB 10/19/15 01/14/20 1,444 1.500%1.506%499,875.00 Multi-Bank Securities FHLB 05/28/15 05/28/20 1,579 1.500%1.500%800,000.00 Multi-Bank Securities Negotiable CD 07/01/15 07/01/20 1,613 2.300%2.300%245,000.00 Multi-Bank Securities FHLB 07/27/15 07/27/20 1,639 2.000%2.000%1,000,000.00 Multi-Bank Securities FHLMC 09/30/15 09/30/20 1,704 1.750%2.038%250,000.00 Multi-Bank Securities FNMA 10/27/15 10/27/20 1,731 1.470%1.470%250,000.00 Multi-Bank Securities FFCB 10/29/15 10/29/20 1,733 1.680%1.680%1,000,000.00 Multi-Bank Securities FFCB 11/09/15 11/09/20 1,744 1.800%1.800%500,000.00 Multi-Bank Securities FNMA 11/23/15 11/20/20 1,755 1.850%1.871%429,570.00 Multi-Bank Securities FFCB 11/23/15 11/23/20 1,758 1.875%1.875%1,000,000.00 Multi-Bank Securities FNMA 11/25/15 11/25/20 1,760 1.700%1.763%997,000.00 Multi-Bank Securities FHLMC 11/30/15 11/25/20 1,760 2.000%2.000%500,000.00 Total Investment Portfolio 21,835,378.35$ Total Portfolio Weighted Avg Interest Rate 1.159 % Weighted Avg Yield to Maturity 1.166 % Weighted Avg Days to Maturity 871 Days 2.39 Years **Represents the LAIF monthly rate for January 2016 COSTA MESA SANITARY DISTRICT Investment Portfolio January 31, 2016 6 Net Purchase Maturity Intuition Investment Coupon Investment Market Accrued Gain/(Loss) Date Date Broker/Dealer Type Par Rate Cost Value Interest If Sold n/a Continuous LAIF Pool 5,842,841.25$ 0.446%**5,842,841.25 5,842,841.25 - - n/a Continuous Pershing Sweep 442,189.60 0.000%442,189.60 442,189.60 - - 11/15/12 11/15/17 E.J. De La Rosa FNMA 1,000,000.00 1.000%1,000,000.00 999,910.00 2,111.11 (90.00) 02/28/13 02/28/18 E.J. De La Rosa FHLB 1,000,000.00 1.100%1,000,000.00 1,000,030.00 4,675.00 30.00 03/27/13 03/27/18 E.J. De La Rosa FHLB 1,000,000.00 1.130%1,000,000.00 1,000,200.00 3,892.22 200.00 05/15/13 05/15/17 UnionBanc FNMA 1,000,000.00 0.700%1,000,000.00 999,200.00 1,477.78 (800.00) 06/06/14 06/06/19 Multi-Bank Securities Negotiable CD 100,000.00 2.000%99,500.00 100,789.00 295.89 1,289.00 07/02/14 07/05/16 Multi-Bank Securities Negotiable CD 100,000.00 0.650%99,825.00 100,047.00 51.64 222.00 08/25/14 02/25/16 Multi-Bank Securities Negotiable CD 125,000.00 0.750%125,000.00 125,016.25 15.41 16.25 12/25/14 12/12/16 Multi-Bank Securities Negotiable CD 125,000.00 1.050%125,000.00 125,102.50 186.99 102.50 01/07/15 01/07/19 Multi-Bank Securities Negotiable CD 200,000.00 1.900%200,000.00 200,384.00 249.86 384.00 03/20/15 03/18/16 Multi-Bank Securities Negotiable CD 200,000.00 0.500%200,000.00 199,998.00 868.49 (2.00) 05/01/15 05/01/17 Multi-Bank Securities Negotiable CD 200,000.00 0.900%199,700.00 199,810.00 458.63 110.00 05/28/15 05/28/20 Multi-Bank Securities FHLB 800,000.00 1.500%800,000.00 800,848.00 2,100.00 848.00 05/28/15 05/27/16 Multi-Bank Securities Negotiable CD 200,000.00 0.450%200,000.00 199,994.00 611.51 (6.00) 07/01/15 07/01/19 Multi-Bank Securities Negotiable CD 245,000.00 1.950%245,000.00 245,031.85 392.67 31.85 07/01/15 07/01/20 Multi-Bank Securities Negotiable CD 245,000.00 2.300%245,000.00 245,668.85 463.15 668.85 07/27/15 07/27/20 Multi-Bank Securities FHLB 1,000,000.00 2.000%1,000,000.00 1,006,290.00 222.22 6,290.00 08/07/15 07/31/17 Multi-Bank Securities Negotiable CD 200,000.00 1.300%200,000.00 199,968.00 - (32.00) 09/17/15 09/17/18 Multi-Bank Securities Negotiable CD 245,000.00 1.650%245,000.00 245,935.90 1,506.25 935.90 09/30/15 09/30/20 Multi-Bank Securities FHLMC 250,000.00 1.750%250,000.00 250,445.00 1,458.33 445.00 10/15/15 10/19/15 Multi-Bank Securities FFCB 1,000,000.00 1.440%1,000,000.00 1,000,020.00 4,240.00 20.00 10/19/15 01/14/20 Multi-Bank Securities FFCB 500,000.00 1.500%499,875.00 500,000.00 354.17 125.00 10/21/15 10/16/17 Multi-Bank Securities Negotiable CD 245,000.00 1.150%244,877.50 245,017.15 825.95 139.65 10/27/15 10/27/20 Multi-Bank Securities FNMA 250,000.00 1.470%250,000.00 250,085.00 959.58 85.00 10/29/15 10/29/20 Multi-Bank Securities FFCB 1,000,000.00 1.680%1,000,000.00 1,000,010.00 4,293.33 10.00 11/09/15 11/09/20 Multi-Bank Securities FFCB 500,000.00 1.800%500,000.00 501,060.00 2,050.00 1,060.00 11/23/15 11/23/20 Multi-Bank Securities FFCB 1,000,000.00 1.875%1,000,000.00 1,002,430.00 3,541.67 2,430.00 11/23/15 11/20/20 Multi-Bank Securities FNMA 430,000.00 1.850%429,570.00 430,404.20 1,568.90 834.20 11/25/15 11/25/20 Multi-Bank Securities FNMA 1,000,000.00 1.700%997,000.00 1,002,300.00 3,116.67 5,300.00 11/30/15 11/25/20 Multi-Bank Securities FHLMC 500,000.00 2.000%500,000.00 500,195.00 1,666.67 195.00 11/30/15 11/30/18 Multi-Bank Securities Negotiable CD 245,000.00 1.450%245,000.00 245,330.75 603.44 330.75 12/18/15 04/18/17 Multi-Bank Securities Negotiable CD 150,000.00 1.000%150,000.00 149,679.00 53.42 (321.00) 12/30/15 12/30/19 Multi-Bank Securities FHLMC 500,000.00 1.800%500,000.00 500,295.00 750.00 295.00 Total Investments 21,840,030.85$ 21,835,378.35 21,856,525.30 45,060.95 21,146.95 **Represents the LAIF monthly rate for January 2016 C O S T A M E S A S A N I T A R Y D I S T R I C T For all Maturities with Market Values January 31, 2016 7 Type of Purchase Maturity Coupon Investment Investment Date Date Rate Par Value Cost FNMA 11/15/12 11/15/17 1.000%1,000,000.00 1,000,000.00 Callable 5/15/13 w/10 days notice, thereafter 8,11,2,5 FHLB 02/28/13 02/28/18 1.100%1,000,000.00 1,000,000.00 Callable 2/28/14, w/5 days notice, annually thereafter FHLB 03/27/13 03/27/18 1.130%1,000,000.00 1,000,000.00 Callable 3/27/15, w/5 days notice, thereafter 3,6,9,12 FNMA 05/15/13 05/15/17 0.700%1,000,000.00 1,000,000.00 Callable 5/15/14 w/10 days notice, quarterly thereafter Negotiable CD 06/06/14 06/06/19 2.000%100,000.00 99,500.00 None Negotiable CD 07/02/14 07/05/16 0.650%100,000.00 99,825.00 None Negotiable CD 08/25/14 02/25/16 0.750%125,000.00 125,000.00 None Negotiable CD 12/25/14 12/12/16 1.050%125,000.00 125,000.00 None Negotiable CD 01/07/15 01/07/19 1.900%200,000.00 200,000.00 None Negotiable CD 03/20/15 03/18/16 0.500%200,000.00 200,000.00 None Negotiable CD 05/01/15 05/01/17 0.900%200,000.00 199,700.00 None FHLB 05/28/15 05/28/20 1.500%800,000.00 800,000.00 Callable 8/28/15 w/5 days notice, anytime thereafter Negotiable CD 05/28/15 05/27/16 0.450%200,000.00 200,000.00 None Negotiable CD 07/01/15 07/01/19 1.950%245,000.00 245,000.00 None Negotiable CD 07/01/15 07/01/20 2.300%245,000.00 245,000.00 None FHLB 07/27/15 07/27/20 2.000%1,000,000.00 1,000,000.00 Callable 7/27/16 w/5 days notice, quarterly thereafter Negotiable CD 08/07/15 07/31/17 1.300%200,000.00 200,000.00 None Negotiable CD 09/17/15 09/17/18 1.650%245,000.00 245,000.00 None FHLMC 09/30/15 09/30/20 1.750%250,000.00 250,000.00 Callable 12/30/15 FFCB 10/15/15 10/15/19 1.440%1,000,000.00 1,000,000.00 Callable 1/15/16 w/5 days notice, anytime thereafter FFCB 10/19/15 01/14/20 1.500%500,000.00 499,875.00 Callable 1/14/16 w/5 days notice, anytime thereafter Negotiable CD 10/21/15 10/17/15 1.150%245,000.00 244,877.50 None FNMA 10/27/15 10/27/20 1.470%250,000.00 250,000.00 Callable 10/27/16 FFCB 10/29/15 10/29/20 1.680%1,000,000.00 1,000,000.00 Callable 1/29/16 w/5 days notice, anytime thereafter FFCB 11/09/15 11/09/20 1.800%500,000.00 500,000.00 Callable 11/9/16 w/5 days notice, anytime thereafter FHLMC 11/30/15 11/25/15 2.000%500,000.00 500,000.00 Callable 2/25/16, one time only FFCB 11/23/15 11/23/20 1.875%1,000,000.00 1,000,000.00 Callable 11/23/16 w/5 days notice, anytime thereafter FNMA 11/23/15 11/20/20 1.850%430,000.00 429,570.00 Callable 5/20/16, one time only FNMA 11/25/15 11/25/20 1.700%1,000,000.00 997,000.00 Callable 11/25/16, one time only Negotiable CD 11/30/15 11/30/18 1.450%245,000.00 245,000.00 None Negotiable CD 12/18/15 04/18/17 1.000%150,000.00 150,000.00 None FHLMC 12/30/15 12/30/19 1.800%500,000.00 500,000.00 Callable 3/30/16, one time only Totals 15,555,000.00$ 15,550,347.50$ COSTA MESA SANITARY DISTRICT Call Schedule January 31, 2016 Call Features 8 Cost 50,136.76 In Thousands 1 - 180 Days 6,910$ 181 - 365 Days 125 1 - 2 Years 2,795 ########## 6,562.50 2 - 3 Years 2,690 ##########3 - 4 Years 2,344 4 - 5 Years 6,971 TOTAL 21,835$ COSTA MESA SANITARY DISTRICT MATURITIES DISTRIBUTION January 31, 2016 0% 10% 20% 30% 40% 50% 60% 70% 1 - 180 Days 181 - 365 Days 1 - 2 Years 2 - 3 Years 3 - 4 Years 4 - 5 Years 0 0 0 0 0 0 31.65% 0.57% 12.80%12.32%10.74% 31.93% 9 Costa Mesa Sanitary District Portfolio Interest Rate Information as of January 31, 2016 10 0.00% 0.20% 0.40% 0.60% 0.80% 1.00% 1.20% 1.40% 1.60% 1.80% 2.00% 3 month T-Bill 6 month T-Bill 2 year T-Note 3 year T-Note 5 year T-Note CMSD-monthly LAIF-monthly OC Pool-monthly Costa Mesa Sanitary District ... an Independent Special District Annual Health Benefit Broker Fee and Commission Disclosure Item Number:10. Recommendation/Notes: Recommendation: That the Board of Directors approve and file the report. ATTACHMENTS: Description Type Annual Health Benefit Broker Fee and Commission Disclosure Cover Memo Costa Mesa Sanitary District …an Independent Special District Protecting our community’s health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Memorandum To: Board of Directors Via: Scott Carroll, General Manager From: Dyana Bojarski, Management Analyst II Date: February 25, 2016 Subject: Annual Health Benefit Broker Fee and Commission Disclosure Summary As required by Section 1367.08 of the California Health and Safety Code and Section 10604.5 of the California Insurance Code, the Costa Mesa Sanitary District must disclose any group health insurance premiums, fees, and commissions paid to all agents, providers, and brokers. Staff Recommendation That the Board of Directors receive and file this report. Analysis Section 1367.08 of the Health and Safety Code A health care service plan shall annually disclose to the governing board of a public agency that is the subscriber of a group contract, the name and address of, and amount paid to, any agent, broker, or individual to whom the plan paid fees or commissions related to the public agency's group contract. As part of this disclosure, the health care service plan shall include the name, address, and amounts paid to the specific agents, brokers, or individuals involved in transactions with the public agency. The compensation disclosure required by this section is in addition to any other compensation disclosure requirements that exist under law. Board of Directors February 25, 2016 Page 2 of 3 Section 10604.5 of the Insurance Code An insurer shall annually disclose to the governing board of a public agency that is the policyholder of a group health insurance policy, the name and address of, and amount paid to, any agent, broker, or individual to whom the insurer paid fees or commissions related to the public agency's group health insurance policy. As part of this disclosure, the insurer shall include the name, address, and amounts paid to the specific agents, brokers, or individuals involved in transactions with the public agency. The compensation disclosure required by this section is in addition to any other compensation disclosure requirements that exist under law. Summary of Health Benefits CalPERS (California Public Employee Retirement Services) administers and negotiates rates and coverage for all District medical plans. Services provided by CalPERS includes: plan design, negotiating with medical and pharmaceutical carriers, developing and printing plan summaries, outlines and brochures, billing, claims processing, hosting an online database for enrollments and changes, participant appeals and grievances, website design and maintenance, and free workshops/seminars for employers, employees, and retirees. All non-medical health plans which include dental, vision, life, long-term disability, voluntary AD&D, and other individual plans such as cancer, and short-term disability are administered and/or brokered by SDRMA (Special District Risk Management Authority) and Aflac (American Family Life Assurance Company). Services provided by SDRMA and Aflac include: plan design options, negotiating rates and benefits with carriers, legal and compliance updates and advice, open enrollment support, assistance with claims processing and resolution, free workshops and seminars to staff. Although the District obtains non-medical health plans through SDRMA, the disclosure codes do not apply because the agency administers the non-medical programs through the California State Associations of Counties Excess Insurance Authority (CSAC-EIA Health); it does not contract directly with brokers or insurance carriers of the Health Benefit Programs. Agent, Broker or Individuals Paid in 2015 Medical Broker/ Administrator Non‐Medical Broker CalPERS Aflac 400 Q Street P.O. Box 15879 Sacramento, CA 95811 San Diego, CA 92175 Board of Directors February 25, 2016 Page 3 of 3 Plan Year Broker Administrator Coverage Premiums Total Fees/ Commissions % of Premiums 2015 CalPERS Medical $ 131,266.33 $ 550.97 .42% 2015 Aflac Non‐Medical $ 10,697.55 $ 1,031.12 9.64% The 2015 CalPERS Total Fees/Commissions amount was $550.97 and the percentage of premiums was .42%. The higher 2015 amounts are due to increases in CalPERS medical insurance premium rates and the addition of two full-time positions to the District. The 2015 Aflac Total Fees/Commissions amount was $1,031.12 and the percentage of premiums was 9.64%. The lower 2015 amounts are due to a reduced number of employee participants, which results in less commission. Strategic Plan Element & Goal Not applicable Legal Review Not applicable Environmental Review Disclosure and discussion of group health insurance premiums, fees, and commissions paid to agents or providers are administrative matters and not a disturbance of the environment similar to grading or construction and the discussion is not a project under CEQA or the District’s CEQA Guidelines. Financial Review The District paid a total of $141,963.88 in premiums for medical and non-medical expenses. The total Fees/Commissions amount paid was $1,582.09. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the February 25, 2016 Board of Directors regular meeting at District headquarters and on District’s website. Alternative Actions 1. Direct staff to report back with more information Reviewed by: Wendy Hooper Davis Finance Manager Costa Mesa Sanitary District ... an Independent Special District Resolution No. 2016-877 - Ordering that Publication of Ordinance No. 113 has Occurred Item Number:11. Recommendation/Notes: Recommendation: That the Board of Directors adopt Resolution No. 2016-877 ordering that publication of Ordinance No. 113 defining “curbside” has occurred. ATTACHMENTS: Description Type Resolution No. 2016-877 - Ordering that Publication of Ordinance No. 113 has Occurred Cover Memo RESOLUTION NO. 2016-877 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ORDERING THAT PUBLICATION OF ORDINANCE NO. 113 DEFINING THE MEANING OF “CURBSIDE” HAS OCCURRED WHEREAS, the Board of Directors on January 28, 2016 adopted Ordinance No. 113 defining the meaning of “curbside”; WHEREAS, that Ordinance was published in the Newport Beach/Costa Mesa Daily Pilot on February 11, 2016, and WHEREAS, Health and Safety Code Section 6490 provides that an order of the Board that publication has occurred is conclusive evidence that publication has properly been made; NOW, THEREFORE, the Board of Directors does hereby resolve: That it is hereby ordered and decreed that publication of Ordinance No. 113 defining the meaning of “curbside” has occurred. PASSED and ADOPTED on this day of 2016. _______________________________ _______________________________ Secretary, Costa Mesa Sanitary District President, Costa Mesa Sanitary District Board of Directors Board of Directors STATE OF CALIFORNIA ) COUNTY OF ORANGE ) SS CITY OF COSTA MESA ) I, NOELANI MIDDENWAY, Clerk of the Costa Mesa Sanitary District, hereby certify that the above and foregoing Resolution No. 2016-877 was duly and regularly passed and adopted by said Board of Directors at a regular meeting thereof, held on the day of 2016 by the following votes: AYES: NOES: ABSENT: ABSTAIN: IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seal of the Costa Mesa Sanitary District, this ____ day of ___________________ 2016. _________________________________ Noelani Middenway Clerk of the Costa Mesa Sanitary District Costa Mesa Sanitary District ... an Independent Special District FY 2015-20 Strategic Plan Quarterly Update Item Number:12. Recommendation/Notes: Recommendation: That the Board of Directors receive and file the report. ATTACHMENTS: Description Type FY 2015-20 Strategic Plan Quarterly Update Cover Memo COSTA MESA SANITARY DISTRICT STRATEGIC PLAN FISCAL YEARS 2015-20 QUARTERLY PROGRESS REPORT 2015-16 (2nd QTR) In-Process Completed Ongoing Not scheduled to begin yet Delayed 1.0 SEWER INFRASTRUCTURE Objective Strategic Goals Accomplishments Completion Timeline To collect and transport wastewater to meet the needs of existing and future customers 1.1 Manhole Cover Maintenance Program A contract has been awarded to repair 43 manholes for $47,320 and work is currently underway. On-going 1.2 Inflow Reduction Program Completed plugging and sealing 806 manhole covers. Nearly half of the District’s 4,650 manholes are plugged and sealed. On-going 1.3 Reduce Hotspot Locations to less than 30. Two hotspot locations have been eliminated since the last quarterly report, which brings the total hotspot location to 32. On-going 1.4 System wide Sewer Replacement & Repair Program #196-C Generator at 23rd Street Pump Station – This project will install a permanent generator near the station to ensure the station does not experience any disruption during power outages. A contract has been awarded to TSR Construction and Inspection for $179,400 to procure and install said generator. Work is expected to begin soon. #200-B Harbor Force Main Rehabilitation - This is one of the District’s oldest force mains at 60 years. The District is planning to use no dig technology called “horizontal directional drilling” (HDD) because of the traffic flow on Harbor Blvd and Wilson Street. This project is out to bid soon and the Engineer’s Estimate is $450,000. #200-C South Coast Plaza Force Main Rehabilitation – This force main is 50 years old. Due to a number of underground conflicting utilities and the Plaza parking structure, staff is considering slip lining, which is another type of no dig technology. The District successfully used slip lining to rehabilitate the Irvine Force Main in 2012 (Project #171). South Coast Plaza Force Main is 8”, which means a liner will reduce the diameter of the pipe, but the smaller diameter will not restrict the flow. Preliminary estimates of the construction cost to slip line the South Coast Plaza force main are $250,000. #202 Elden Pump Station Piping and Valve Replacement – This project will replace the 40-year-old piping near the station as well as replacing multiple valves that include 18” and 12” valves. This project is out to bid now and the Engineer’s Estimate is $400,000. #310 Indus Sewer and Manhole Rehabilitation – This project will line approximately 1,200 feet of pipeline that is currently located in private backyard easements. The pipeline is severely infested with roots that have caused sanitary sewer overflows in the past. This project is out to bid now and the Engineer’s Estimate is $350,000. On-going COSTA MESA SANITARY DISTRICT STRATEGIC PLAN FISCAL YEARS 2015-20 QUARTERLY PROGRESS REPORT 2015-16 (2nd QTR) In-Process Completed Ongoing Not scheduled to begin yet Delayed 1.0 SEWER INFRASTRUCTURE (Continued) Objective Strategic Goals Accomplishments Completion Timeline 311 Manhole Surface Repair Program – Phase II – This project repairs the surface area around manholes such as replacing manhole covers and rings and constructing new asphalt around the manhole cover. A contract has been awarded to repair 43 manholes for $47,320 and work is currently underway. #312 Aviemore Pump Station Upgrades – The valves and pipes are 36 years old and the pumps are at the end of their useful life. Pipes, valves and pumps were replaced, new pump bases were constructed as well as repairing the wet well doors. The upgrades are complete at a construction cost of $67,331. Staff is in the process of replacing the cabinet, which will cost approximately $10,000 To collect and transport wastewater to meet the needs of existing and future customers 1.5 Sewer Line Maintenance Cleaning & CCTV Program Both District cleaning crews are cleaning approximately 3,000 feet a day for a total of 6,000 feet a day. Four bids were received for CCTVing the entire District. The low bid was Pro Pipe for $625,553.28. Ongoing 1.6 Evaluate force main conditions on a regular basis Designs for Harbor force main are complete in which the District will be soliciting bids very soon. Engineering is evaluating the possibility of slip lining the South Coast Plaza force main. In FY 2016-17, Engineering will begin evaluating the rehabilitation of the Victoria force main. Ongoing 1.7 Pump Station Maintenance & Standardization Program Annual preventive maintenance is complete and was performed by District staff. Staff completed work on the following stations  Aviemore  Iowa  Santa Ana In the 3rd quarter (Jan – Mar 2016) staff will complete work on the following stations:  23rd  Victoria  Mendoza  Gisler  South Coast Plaza  Adams Ongoing 1.8 Fats Oil Grease (FOG) Program In November and December Orange Coast College collected 450 gallons of used cooking grease. On-going 1.9 Sewer Lateral Assistance Program As of Dec 31st, the District has received 110 applications and process 101 applications for payment for a total of $101,994. On-going 1.10 Abandon five pump stations on the west side in conjunction with Orange County Sanitation District companion project. This project is on hold until OCSD completes its flow study for Fairview Trunk. 2020 COSTA MESA SANITARY DISTRICT STRATEGIC PLAN FISCAL YEARS 2015-20 QUARTERLY PROGRESS REPORT 2015-16 (2nd QTR) In-Process Completed Ongoing Not scheduled to begin yet Delayed 2.0 SOLID WASTE Objective Strategic Goals Accomplishments Completion Timeline To manage the collection and recycling of residential trash in the most economical and environmentally friendly way. 2.1 Behavior Study for Organics Recycling Program The study is complete and the findings were presented to the Board on January 12, 2016. 2016 2.2 Annual contract audits The FY 2014-15 audit is complete in which the findings was presented to the Board on November 10, 2015. CR&R was found to be performing satisfactory and they are in compliance with District requirements. The 2015-16 audit will begin in the summer of 2016. On-going 2.3 Comprehensive Education Program The Orange County Department of Education (OCDE) had two waste free lunches presentations (Kline and Victoria Schools). A total of 53 students received waste diversion education from the District. Many more presentations are scheduled in January – May 2016 from OCDE and from the Science Discovery Center. Ongoing 2.4 Develop strategies for 75% waste diversion The organics recycling behavior study found that residents are more likely to separate food waste if they believe others in the community do so as well. The District will be focusing on communicating behavior of others to help increase participation in organics recycling. 2017 2.5 Monitor advancements and technology in the solid waste industry CR&R’s anaerobic digestion facility is scheduled to begin operations on April 8, 2016. 2017 2.6 Apply for waste diversion grants Waste diversion grants are not available at this time. On-going COSTA MESA SANITARY DISTRICT STRATEGIC PLAN FISCAL YEARS 2015-20 QUARTERLY PROGRESS REPORT 2015-16 (2nd QTR) In-Process Completed Ongoing Not scheduled to begin yet Delayed 3.0 PARTNERSHIPS Objective Strategic Goals Accomplishments Completion Timeline To foster beneficial relationships to accomplish the goals of the District 3.1 Regulatory Communications Nothing to report this quarter. On-going 3.2 Strengthen our ties with local government, special districts and educational institutions The District attended Orange County Sanitation District’s (OCSD) State of District event on October 16th. Staff participated on an interview panel for OCSD. The City of Costa Mesa and the District have an agreement that allows the District to store seven portable generators at the City’s Corporate Yard. On-going 3.3 Develop a partnership with property owners that operate private sewer pump stations. Nothing to report this quarter On-going 3.4 Participate in the activities of professional associations In the 2nd quarter, staff and the Board of Directors participated in the following professional associations:  CSDA Professional Development Committee  CSDA Legislative Committee  Municipal Management Association of Southern California (MMASC) annual conference in Palm Springs  Special District Risk Management Authority Board meetings in Sacramento On-going 3.5 Participate in community groups and civic organization activities The District loaned one of its generators to the City of Costa Mesa for the annual Snoopy House display, which saved the City on rental costs. On-going 3.6 Strengthen our ties with emergency service providers Nothing to report this quarter. On-going COSTA MESA SANITARY DISTRICT STRATEGIC PLAN FISCAL YEARS 2015-20 QUARTERLY PROGRESS REPORT 2015-16 (2nd QTR) In-Process Completed Ongoing Not scheduled to begin yet Delayed 4.0 COMMUNITY OUTREACH & COMMUNICATIONS Objective Strategic Goals Accomplishments Completion Timeline To inform and establish beneficial relations with the community 4.1 Conduct community outreach survey Projected to begin in Fall 2016. 2016 4.2 Community open house The District made an offer to purchase 11,000 square foot building at 290 Paularino Avenue that will be the District’s new HQ. An open house of the new HQ is tentatively scheduled for October November of 2016. On-going 4.3 State of the District The District committee has met two times. The Committee is recommending the State of the District should coincide with the open house ceremony for the new HQ building. On-going 4.4 District branding Nothing to report this quarter. On-going 4.5 Celebrate the District’s 75th Anniversary Nothing to report this quarter. 2019 4.6 Submit award applications A Certificate of Excellence for Financial Report was submitted to the Government Finance Officers Association (GFOA) and staff is currently preparing an application for reaccreditation for District of Distinction from the Special District Leadership Foundation. On-going 4.7 Demonstrate outstanding efforts in transparency. District’s Transparency page on its website has been updated that includes the 2014-15 Compensation Summary and 2014-15 Annual Reimbursement Expenses. The public can also easily obtain the Statements of Economic Interests – Form 700 from the Transparency page. On-going COSTA MESA SANITARY DISTRICT STRATEGIC PLAN FISCAL YEARS 2015-20 QUARTERLY PROGRESS REPORT 2015-16 (2nd QTR) In-Process Completed Ongoing Not scheduled to begin yet Delayed 5.0 ADMINISTRATIVE MANAGEMENT Objective Strategic Goals Accomplishments Completion Timeline To create, maintain and implement policies and procedures to ensure sound and transparent management of the District 5.1 Develop a future plan for operational facilities adequacy, Nothing to report this quarter. However, in the third quarter, staff presented tenant improvements for the new HQ building that will fulfill the future operational needs of the District. On-going 5.2 Ensure financial documents, employee salaries, contracts and expenditures are easily accessible to the public Financial documents, employee salaries, contracts and expenditures are easily accessible to the public on the District’s website. On-going 5.3 Stay informed on applicable federal, state and regional regulations Staff receives weekly emails from CSDA Blog about state legislation bills. Staff has access to the Federal Register. There are no proposed rules that will impact the District. Ongoing 5.4 Review and maintain Operations Code, policies and Administrative Regulations Nothing to report this quarter. The Ad Hoc Committee’s recommendations will be presented to the Board in the near future. Ongoing 5.5 Refine emergency operations procedures and upgrade infrastructure The District’s Sewer System Management Plan (SSMP) has been updated to reflect the state’s 2015 revision guidelines. The SSMP identifies emergency operations procedures in the event of a sanitary sewer overflow. On-going COSTA MESA SANITARY DISTRICT STRATEGIC PLAN FISCAL YEARS 2015-20 QUARTERLY PROGRESS REPORT 2015-16 (2nd QTR) In-Process Completed Ongoing Not scheduled to begin yet Delayed 6.0 PERSONNEL/ORGANIZATIONAL MANAGEMENT Objective Strategic Goals Accomplishments Completion Timeline To employ and retain a high quality, motivated workforce 6.1 Perform EOC training Nothing to report this quarter On-going 6.2 Job Description Updates Nothing to report this quarter On-going 6.3 Promote a safety culture within the organization The District continues to have monthly safety meetings and recognizing an employee every month for demonstrating safety practices. On-going 6.4 Complete a comprehensive salary and health benefit study Nothing to report this quarter 2020 6.5 Create a Development Plan n Nothing to report this quarter 2016 6.6 Periodic Organization Chart evaluation The 2015 Organization Chart is complete. Nothing to report this quarter 2015, 2017 & 2019 6.7 Promote high employee satisfaction Several employees had opportunities for advancement within the organization. Staff work in a fun environment where everyone participates in fun events such as Thanksgiving Potluck and the White Elephant gift exchange Ongoing COSTA MESA SANITARY DISTRICT STRATEGIC PLAN FISCAL YEARS 2015-20 QUARTERLY PROGRESS REPORT 2015-16 (2nd QTR) In-Process Completed Ongoing Not scheduled to begin yet Delayed 7.0 FINANCE Objective Strategic Goals Accomplishments Completion Timeline To ensure the short and long term fiscal health of the District 7.1 Perform long term solid and liquid waste rate projections Nothing to report this quarter. On-going 7.2 Develop a long term CIP Nothing to report this quarter; however, a report will be presented to the Board in the 3rd quarter. On-going 7.3 Evaluate the District’s investment policy This goal is complete. On August 25, 2015, the District Treasurer presented the District’s Investment Policy to the Board of Directors. On September 17, 2015, the Board of Directors adopted Resolution No. 2015-875 authorizing the District Treasurer to invest in CalTRUST. On-going 7.4 Produce a Comprehensive Annual Financial Report (CAFR) The CAFR is complete and available on the District’s website for public access. On-going 7.5 Evaluate an appropriate reserve program for all District funds and develop an inclusive reserve policy This goal is complete. The Board of Directors evaluated the reserve program on July 14, 2015 and on August 27th the Board adopted Ordinance No. 108 that increases the Solid Waste Operating reserves from 15% to 30% and the Wastewater Reserves from 10% to 25%. On-going 7.6 Monitor the asset management program Nothing to report this quarter. 2016 7.7 Create a popular report and upload document on the District’s website This report is in the process of being developed. 2016 Costa Mesa Sanitary District ... an Independent Special District Project #101 Westside Pump Station Abandonment Project Item Number:13. Recommendation/Notes: Recommendation: That the Board of Directors receive and file the report. ATTACHMENTS: Description Type Project #101 Westside Pump Station Abandonment Project Cover Memo Costa Mesa Sanitary District …an Independent Special District Protecting our community’s health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Memorandum To: Board of Directors From: Scott Carroll, General Manager Date: February 25, 2016 Subject: Project #101 Westside Pump Station Abandonment Project Summary This project was on hold until the Orange County Sanitation District (OCSD) completes a capacity analysis and model update of the Fairview Trunk, which is owned and operated by OCSD. The analysis will help OCSD determine if Fairview Trunk needs to be upsized or not due to future development. The analysis is complete and the findings are summarized below. Staff Recommendation That the Board of Directors receive and file this report. Analysis Attached is a copy of the analysis that was performed by Dudek. The analysis found that if Project #101 is complete the peak dry weather flow for Fairview Trunk will decrease from 6.2 million gallons per day (mgd) to 4.9 mgd. Completing Project #101 will improve capacity for the Fairview Trunk. In fact, there is enough dry weather capacity to handle future development through 2040. The concern for OCSD is peak wet weather flow, which is rain water. Completing Project #101 will slightly reduce peak wet weather flow, but it will still be five times greater than peak dry weather flow at 21.6 mgd. However, there are two significant factors to consider from the analysis. 1. The peak wet weather flow was calculated using data obtained from up to 150 long term flow monitors installed between May, 2002 and April, 2005. The design storm used to compute peak wet weather flows was based on an actual storm event that Board of Directors February 25, 2016 Page 2 of 3 occurred in January 2005. In January 2005, Costa Mesa received nearly seven inches of rain, which is considered significant for one month. In fact, only February 2005 and October 2010 had more rain in one month in Costa Mesa (source: http://ocwatersheds.com/rainrecords/rainfalldata/stormdata). 2. The analysis did not take into consideration the nearly 2,000 manholes that are plugged and sealed. Staff believes our efforts to reduce inflow will have a positive effect on peak wet weather flow. Still, OCSD believes, and staff concurs, there is significant inflow problem near the Fairview Trunk. OCSD also believes it will be more cost effective to reduce inflow rather than upsizing the pipeline. Therefore, OCSD and staff have agreed to address inflow in the following manner: 1. OCSD currently has flow monitors in the Fairview Trunk to capture data from a significant storm event. The National Oceanic and Atmospheric Administration (NOAA) is forecasting that Southern California will experience significant rain events in March and April 2016. New data from a recent storm event will help recalculate peak wet weather flow and determine if the plugging and sealing of manholes are having an effect to reducing inflow. 2. Pinpoint troubled areas identified in the analysis. Staff will try to determine where the water is coming from and from what sources. It’s possible that illegal connections into the sewer system occurred. Staff will also investigate the City’s current drainage system. Smoke testing is the best method to locate illegal connections and if the current drainage system is inadequate then staff will encourage the city to consider upsizing their storm drain system. 3. CCTV the entire system. The District is about to embark on televising the entire wastewater system. The latest videos will determine if water is entering the system through infiltration. 4. Assist OC Fair & Event Center (OCFEC) implement solutions to reduce inflow on their property. In the past, the District has made contact with leaders at OCFEC to request a written contingency plan to reduce inflow on their property. In written correspondences to OCFEC, staff suggested the following: a. Identify the downstream outlet point for the storm water and close the outlet to the sewer; b. Install a canopy over the equestrian center wash rack; c. Cover the maternity barn wash rack and install automatic closing valves on the drains leading to the sewer; d. Install spring loaded clean out caps on sewer connections; and e. Submit a plan to alleviate flooding without removing manhole covers. It’s important to note that OCSD still support Project #101 and OCSD Project No. 6-19, Southwest Costa Mesa Trunk Sewer Project because they believe, as do staff, that removing several sewer lift stations will reduce the chance of sanitary sewer overflows, thus improving water quality and the environment. Board of Directors February 25, 2016 Page 3 of 3 The next step is for OCSD to share the analysis with some concerned citizens. Then OCSD will share the analysis with the City of Newport Beach and encourage city officials to sign the three party agreement for OCSD Project No. 6-19 Southwest Costa Mesa Trunk Sewer Project. The District approved signing the agreement on March 26, 2015. After City approves signing the agreement, OCSD’s Board of Directors will consider approving said agreement. Staff recommends beginning the design phase for Project #101 after the agreement is approved and signed by all three parties, which will probably be within the next six months. Strategic Plan Element & Goal This item complies with Strategic Element 1, Sewer Infrastructure and Strategic Goal No. 1.10, Abandon five pump stations on the west side in conjunction with OCSD companion project. Legal Review Not applicable Environmental Review The capacity analysis by OCSD is not a CMSD project, but nevertheless, the study is not a disturbance of the environment similar to grading or construction and does not constitute a project under CEQA or the District’s CEQA Guidelines. Financial Review There are no financial impacts to the District for conducting the capacity analysis and model update of the Fairview Trunk because OCSD incurred said costs. Construction cost for Project #101 is estimated at $7,436,363 and would be scheduled to begin in 2018. On June 25, 2015, the Board of Directors approved $64,899 to Robin B. Hamers & Associates for the two year design and engineering phase of Project #101. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the February 25, 2016 Board of Directors regular meeting at District headquarters and on District’s website. Alternative Actions 1. Direct staff to report back with more information Attachment A: Fairview Trunk Model Update and Capacity Analysis Reviewed by: Wendy Hooper Davis Finance Manager 7193 i February 2016 Orange County Sanitation District Southwest Costa Mesa Trunk Sewer – Project No. P6-19 Fairview Trunk Model Update and Capacity Analysis Prepared by: February 2016 Fairview Trunk Model Update and Capacity Analysis THIS PAGE INTENTIONALLY LEFT BLANK Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 1 of 41 TECHNICAL MEMORANDUM - FINAL Date: February 4, 2016 Contract/PO No.: 0063-001 Subject: OCSD Fairview Trunk Model Update and Capacity Analysis Final Technical Memorandum This Technical Memorandum (TM) is organized into the following sections: 1. Project Location and Background 2. Hydraulic Model Updates 3. Flow Projection Updates 4. Hydraulic Analysis of Fairview Trunk 5. Conclusions and Recommendations Appendix A: Dry Weather Flow Model Calibration Results Appendix B: Hydraulic Profiles Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 2 of 41 1. Project Location and Background The District’s 2006 Strategic Plan Update (2006 SPU) identified reaches of the Fairview Trunk Sewer that were projected to have capacity deficiencies by 2005, as shown on Figure 1.1 from the 2006 SPU. The capacity deficiencies triggered a capacity improvement project (referenced as BKR_01 in the SPU) that included 9,800 feet of 27 to 39-inch pipe. Figure 1.2 (from the 2006 SPU) shows the pipe segments on the Fairview Trunk identified as needing additional capacity under SPU Project BKR_01. The existing pipe diameters and the required replacement pipe diameters to handle the design peak wet weather flow are provided for all deficient pipe segments. It is noteworthy that SPU Project BKR_01 was considered a high priority due to predicted overflows during peak wet-weather conditions. As an alternative to constructing BKR_01, OCSD investigated strategies to divert flows from the Fairview basin and re-route to the proposed Southwest Costa Mesa Trunk (SWCMT). This effort resulted in a study conducted by Dudek to evaluate and identify the preferred means of aligning the SWCMT. The preferred alignment includes both the gravity pipeline by OCSD and the abandonment of various pump stations currently operated by Costa Mesa Sanitary District (CMSD) as well as one pump station owned by City of Newport Beach. Removing these stations and reconnecting the associated sewer systems to the proposed SWCMT reduces flows entering the Fairview sewer basin but does not eliminate the need to build the Fairview Trunk capacity improvement project (BKR_01). This study was conducted to re-evaluate the need of the Fairview capacity improvement project following the construction of the proposed SWCMT. The study included updating the InfoWorks ICM hydraulic model using the latest 2020 and 2040 flow projections, calibrating the model against current observed flows, adjusting the model to account for the SWCMT diversions and evaluating the hydraulic profile and potential capacity constraints in the Fairview Trunk. Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 3 of 41 Figure 1.1: Capacity Improvement Projects from the 2006 SPU with the Fairview Trunk Fairview Trunk Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 4 of 41 Figure 1.2: Fairview Trunk Capacity Improvement Project from the 2006 SPU (Page 1 of 2) Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 5 of 41 Figure 1.2: Fairview Trunk Capacity Improvement Project from the 2006 SPU (Page 2 of 2) Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 6 of 41 2. Hydraulic Model Updates OCSD’s existing hydraulic model was developed for the 2006 SPU, and was updated and used to determine the hydraulic performance for the Fairview Trunk before and after the proposed Costa Mesa Trunk flow diversions. This section describes the existing model and the updates to the modeled pipes and sewershed boundaries that were made to prepare the model for use on this Project. Changes to the wastewater flows in the model will be described in Section 3. 2.1 Existing Hydraulic Model The OCSD hydraulic model was built in 2005 using InfoWorks CS software. The sophisticated hydraulic routing algorithms in InfoWorks CS permit accurate simulations of backwater and overflow conditions, as well as the split of flow at the many diversion structures. The model was used to perform a capacity analysis of all the OCSD Trunks and formulate CIP projects to address identified deficiencies. Data describing the pipes and manholes were imported from OCSD’s GIS sewer geodatabase, which was populated through the information developed in OCSD’s Trunk Sewer Mapping Project. Data on diversions and pump stations were obtained from a variety of sources. In total, the model incorporates some 410 miles of sewers in 5,000 manhole-to-manhole pipe segments, 17 pump stations, and 82 diversion structures. The service area was divided into 920 sewersheds (also known as subcatchments within the model database, but the term sewershed is used here exclusively) tributary to modeled manholes, based on available mapping of member agency sewers. Existing and future dry and wet weather design flows were computed for each of these sewersheds and routed through the modeled pipes. The model’s dry and wet weather flow parameters (i.e., unit flow rates per capita and per employee, diurnal profiles, base groundwater infiltration and rainfall-dependent infiltration/inflow parameters) were calibrated primarily using data obtained from up to 150 long-term flow monitors installed between May, 2002 and April, 2005. Gauge-adjusted radar rainfall data at 15-minute intervals for 327 two-kilometer square pixels was obtained for all major storms during the monitoring period and used to calibrate the model’s wet weather flow parameters. The design storm used to compute peak wet weather flows was based on an actual storm event that occurred in January 2005. The model was run to identify capacity deficiencies in all trunk sewers, based on trigger criteria of 2 feet of surcharging (sewers over 12 inches in diameter) or full pipe for smaller sewers. Sizing of improvements was based on more conservative criteria of full pipe for larger sewers and 75% full depth for smaller sewers. In all pipes, a Manning’s n of 0.0130 was assumed. This criteria, as used in Newhope-Placentia Sewer Replacement Study (P2-72), was developed to identify capacity deficiencies and differs from OCSD’s sewer design guidelines. 2.2 Sewer System Updates OCSD staff and consultants have utilized the hydraulic model on several planning and design studies since the 2006 SPU. However, there has been no comprehensive update of the model to Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 7 of 41 reflect all completed and/or planned improvements or to update design flows. For this Project, the 2006 version of the model was used as a starting point and updated as needed to reflect changes in the sewer system only in the trunk sewers relevant for this Project. In addition, relevant sewershed boundaries and load points were refined and the model was calibrated to reflect current flow conditions (as described in later sections of this TM). Since OCSD has upgraded its InfoWorks CS software to the next-generation InfoWorks ICM software, InfoWorks ICM was used for this Project. Figure 2.1 shows the model network for the Fairview Trunk. The trunk line is split into two parallel sewer lines at Diversion Structure 105 located at the intersection of Fairview and Wilson Drive. A second diversion structure (Diversion 94) located at Fairview and Princeton Drive provides a cross-connection between the two parallel sewers. In addition, the trunk system includes a diversion structure (Diversion 104) located on Fair Drive. The parallel sewers reconnect at manhole BKR0145-0030 and continue in a single 33-inch pipeline until the connection with the Baker Street Trunk line. GIS data obtained from the CMSD was compared with the model network and used to validate the connection points with the CMSD sewer network. Data issues and corrections identified from the data validation process were applied to the model network accordingly. 2.3 Sewershed Boundary and Load Point Updates The sewershed boundaries delineating the tributary areas to flow load points on the modeled OCSD trunk sewers were determined in 2005 based on local sewer maps provided by the OCSD member agencies. All the available sewer maps were consolidated into a GIS file and merged with the OCSD trunk sewer GIS to determine the 920 sewershed boundaries and associated load points. In some cases, the sewershed boundaries and load points had to be approximated based on the limited information available on the maps and GIS files, which may not have included all the details needed to definitely establish the boundaries. In particular, approximations had to be made in situations where local sewer lines crossed and questions as to their connection and flow splits could not be resolved because information on elevations and pipe sizes was not included on the maps. As projects move into design, it is appropriate to further investigate the local sewer networks and refine the sewershed boundaries and load points in situations where the approximations made in the original model may have affected design flows in specific trunk segments, as well as to identify any major changes that may have been made to the local sewer system since the model was built and to identify locations where flow could be diverted to a different point along the OCSD trunk system if that were beneficial. For this Project, particular attention was focused on refining the boundaries local to the Fairview Trunk, and to validate connections from the local sewers serving the CMSD. Based on the information obtained from the CMSD, several sewershed boundaries and load points were refined. Figure 2.2 shows the previous and new sewershed boundaries within the three cities. These refinements were not expected to have a major impact on the Fairview Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 8 of 41 design flows with the exception of the sewersheds modified later to account for the Costa Mesa Trunk flow diversions. Figure 2.1: Existing Fairview Trunk Sewer showing the West and East Parallel Trunk Lines Existing Fairview West Trunk Existing Fairview East Trunk Diversion 105 Diversion 104 Diversion 94 Manhole BKR0145-0030 Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 9 of 41 Before After Figure 2.2: Sewershed Boundaries in 2006 SPU Model (top) and 2015 Refinements (bottom, highlighted in red boxes) Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 10 of 41 2.4 Summary of Model Modifications Table 2.1 summarizes the changes made to the model sewer system and sewershed boundaries and load points for this Project. Only changes that represent current conditions and projects under design are included. Table 2.1: Summary of Model Modifications Type of Modification Description Location Sewer Using obtained GIS data and sewer record drawings/maps, verified and updated CMSD collection system flow characteristics, as well as connections into the OCSD Fairview Trunk System. Various locations - including Wilson St. at Harbor Blvd.; Wilson St. at Fairview Rd.; and along Fairview Rd. between Arlington Dr. and Adams Ave. Diversions Reviewed pipe configurations locally at Diversions 94, 104 & 105 per OCSD sewer record maps and data. Princeton Rd. at Fairview Rd.; Fair Dr. at Fairview Rd.; Wilson St. at Fairview Rd. Sewershed Boundaries 6 boundaries were changed, with 9 boundaries being added per CMSD sewer GIS data and record drawings/maps. Various locations surrounding the Fairview Trunk (refer to Figure 5). Sewershed Load Points As a result of changing sewershed boundaries, various load points were changed where the CMSD sewer connections into the Fairview Trunk system. Along Fairview Rd. – Added BKR0145-0290 and BKR0145-0275 from 00_FMOC217; Added BKR0145-0100 from BKR0145-105; Changed BKR0145-0010 to BKR0145-0095, BKR0145-0220, BKR0145-0205, BKR0145-0125, BKR0145-0005, BKR0145-0065, BKR0145-0055, BKR0145-0435 Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 11 of 41 3. Future Flow Updates This section describes the process used to update the future flows in the existing model for use on this Project. 3.1 Previous Future Flows The 2006 OCSD hydraulic model incorporated dry weather flows based on Year 2000 U.S. Census data and future (2005 to 2030) population and employment projections (2004 Orange County Projections, or OCP) by Traffic Analysis Zone (TAZ) developed by the Cal State Fullerton Center for Demographic Research (CDR) and allocated to each of the 920 sewersheds. Point loads from 469 major individual dischargers were added, utilizing flow information on permitted wastewater dischargers tracked by OCSD’s Source Control Division. Additional point loads for major entertainment venues, dry weather urban runoff diversions, and minor flows from Los Angeles County were also included. 3.2 Population/Employment Data and Special Discharges Updates The CDR recently completed most of its work on a new set of population and employment projections known as 2014 OCP. Those projections incorporate the 2010 U.S. Census data and cover the period from 2012 through 2040. Although the 2014 OCP product has not yet been completed and officially released, OCSD was able to obtain the partial dataset which contains all of the data fields relevant to this Project. For this Project, the 2014 OCP dataset was processed to allocate population and employment for years 2015, 2020 and 2040 to the refined sewersheds. This was done using a GIS-intensive methodology similar to that used for the 2006 model. The process is complicated by the fact that the TAZ geographic units are considerably larger (median size of 250 acres) than the typical sewersheds (median size of 100 acres), while the 2010 census data are available at the very small block level (median size of 12 acres). To obtain the best possible level of accuracy for population and employment in each sewershed, the process relies heavily on the census block data for establishing existing populations, and then determines the “incremental” increases based on the TAZ-level projections and allocates them to sewersheds considering land uses. The latest (2012) available GIS-based consolidated general plan land use map was obtained from SCAG for this purpose. The land use mapping allows the employment and incremental populations in each TAZ to be allocated to the underlying sewersheds such that employment goes only to non-residential areas and population only to residential areas. The 2006 model adjusted the population-based flows to account for homes on septic tanks, using an inventory of septic tanks developed in 2003. The conservative assumption made for the 2006 SPU was that all customers currently on septic tanks would be connected to the sewer system by 2010. For this Project, it was determined that there are only a small number of septic tanks tributary to the Fairview Trunk, therefore, no adjustments for septic tanks were required. As was done for the 2006 model, the wastewater flows were refined by adding point discharges from the 388 significant industrial users and other large dischargers currently tracked by the Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 12 of 41 OCSD Source Control Division (Class 1 and 2 permittees). The locations of the permittees were geocoded and assigned to the appropriate sewersheds. The wastewater flows from each permittee is estimated by OCSD based on water and sewer monitoring. Those flows were added to the employment-based flows help account for major flows in excess of that attributable to employees. 3.3 Dry Weather Flow Model Calibration Dudek contracted ADS Environmental Services to install 4 area-velocity wastewater flow meters for the period from October 6, 2015 through October 27, 2015. The sites were selected by the project team to monitor flows not only in the Fairview Trunk, but also in the flow diversions connecting both the east and west trunk lines. The flow data will be used to calibrate the dry weather flow parameters in the model and verify modeled flows at key locations. The 4 meter sites are highlighted on Figure 3.1, which also shows the model network of the Fairview Trunk system, and are described in Table 3.1. The starting point for the model calibration was the 2006 SPU model which was calibrated in 2005 using an extensive network of flow monitors. The main dry weather calibration parameters are the unit flows rate per capita and per employee, and the diurnal profiles (24- hour flow patterns) for various land uses. In the 2005 calibration, the residential unit flow rates were found to vary from 50 gallons per day per capital (gpcd) to 85 gpcd depending on household size, with a value of 75 gpcd being most common. Three residential diurnal profiles having high, medium, and low peaking characteristics were defined, with the higher peaks associated with areas having higher per-capita income. A single value of 25 gpd per employee (gped) was applied throughout, with a standard non-residential profile or (rarely) a constant flow profile for selected dischargers known to operate 24 hours a day. Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 13 of 41 Figure 3.1: Sites of 2015 Flow Meters (green) with Model Network Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 14 of 41 Table 3.1: Calibration Flow Meters - Upper Fairview Reach Manhole/Meter ID Diameter (in) Trunk Model ID BKR0145-0080 18 Fairview Trunk - cross-connecting pipe downstream of Diversion 94 00_DV094B.1 BKR0145-0010 33 Fairview Trunk - downstream of west / east sewer lines merge BKR0145-0015.1 BKR0145-0295 21 Fairview Trunk - upstream of west / east sewer line split BKR0145-0300.1 BKR0145-0110 24 Fairview East Trunk - downstream of Diversion 105 BKR0145-0115.1 The updated 2006 SPU model significantly over-predicted flows as compared to the 2015 flow metering resulting from the unit flows used in the 2006 model. The residential unit flow rates had to be reduced by 20 gpcd (e.g., from 75 gpcd to 55 gpcd) to achieve a good volumetric fit, and less-peaky diurnal profiles (selected from the original set of profiles developed in 2005) had to be used to match the peak flows. Per-employee flow rates were reduced from 25 gped to 20 gped. Plots of the results of the dry weather calibration for the four meters are presented in Appendix A, and average dry weather flows are summarized in Table 3.2. The calibration results were very favorable, with the exception of meter BKR0145-0080, where the modeled flow is approximately 20 percent lower than the observed flow. Although the model is under- predicting at this location, the difference in peak flow is only 0.04 mgd resulting in a negligible impact downstream. In addition, downstream meter sites depict good correlations between model and metered flows validating the accuracy of the calibration. Table 3.2: Existing ADWF at Calibration Flow Meters Meter ID Trunk Location Observed ADWF in October 2015 Calibration Period (mgd) Calibrated 2015 ADWF in OCSD Model (mgd) BKR0145-0080 Fairview Trunk - downstream of Diversion 94 0.18 0.15 BKR0145-0010 Fairview Trunk - downstream of west / east merge 3.29 3.24 BKR0145-0295 Fairview Trunk - upstream of west / east sewer line split 1.00 0.93 BKR0145-0110 Fairview East Trunk - downstream of Diversion 105 1.62 1.60 Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 15 of 41 3.4 Future Dry Weather Flow Projections The future dry weather flows were based on the 2014 OCP population and employment projection for 2040 and unit flow rates based on the model calibration. The calibration determined that the typical residential unit flow rates in this area declined by 20 gpcd from 2005 to 2015 as a result of water conservation and drought conditions. Although these current flow rates may fluctuate in the future, it is assumed water conservation efforts will continue keeping these flow rates lower than previous years. Therefore, future dry weather flow scenarios were modeled using the 2015 calibrated unit flow rates of 55 gpcd for residential flows and 20 gped for non-residential flows. In the 2006 SPU model, additional future discharges corresponding to recent development proposals were added because it was determined that they were not fully reflected in the 2004 OCP projections. For this Project, the 2014 OCP projections, being so recently completed, were considered more likely to adequately reflect most known future developments. Nevertheless, research was performed by OCSD to identify the largest developments proposed in the City of Costa Mesa and check the 2014 OCP to ensure those developments are properly reflected. Tables 3.3 and 3.4 summarize the future developments that were incorporated into the model and the key development projects provided by the City of Costa Mesa. Table 3.3: Summary of Future Developments Included in the Model Type of Development Source of Information on Projected Development Model Representation General CDR 2014 OCP population and employment projections by TAZ. Projections for 2020 and 2040 were processed and allocated to sewersheds. Industrial Special Industrial Users (SIU) spreadsheet provided by OCSD Source Control Division. No significant industrial users or other large dischargers currently tracked by the OCSD Source Control Division (Class 1 and 2 permittees) are located within the Fairview Trunk sewer system. Commercial City of Costa Mesa planning staff provided information and documents of large-scale commercial developments. Data compiled and reviewed by OCSD staff. Planned commercial development was converted from building square-footage to equivalent employment population using conversion factors provided by CDR. Orange Coast Community College City of Costa Mesa Planning Department. Data compiled and reviewed by OCSD staff. Equivalent residential and employment populations were derived using conversion factors Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 16 of 41 Type of Development Source of Information on Projected Development Model Representation The project is assumed to be completed by 2020, thus is included in current (2020) estimates. Major Residential City of Costa Mesa Planning Department. Data compiled and reviewed by OCSD staff. Proposed residential units were converted into residential populations using persons/housing unit factors defined per TAZ area (provided by the 2014 OCP projections). Table 3.4: Key Developments Provided by City of Costa Mesa Project Name Planned Residential Pop. (2040) Planned Commercial Pop. (2040) Projected Year Assumed Included in CDR 2014 OCP Work Units 84 0 2040 No Orange Coast Community College 1988 1278 2020 No Orange County Fairgrounds 0 347 2040 No General Plan Update - Residential Overlay (Area D) 2610 460 2040 No General Plan Update - Harbor Boulevard (Area E) 1417 803 2040 No General Plan Update - Newport Boulevard (Area G) 2842 728 2040 No Table 3.5 summarizes the projected 2040 ADWFs at the four calibration meters, based on the calibrated 2015 ADWFs, the 2014 OCP population and employment projection for 2040 and the calibrated unit flow rates. Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 17 of 41 Table 3.5: Existing and Projected ADWFs at Calibration Flow Meters Meter ID Trunk Location Calibrated 2015 ADWF (mgd) Projected 2020 ADWF (mgd) Projected 2040 ADWF (mgd) BKR0145-0080 Fairview Trunk - downstream of Diversion 94 0.15 0.16 0.17 BKR0145-0010 Fairview Trunk - downstream of west / east merge 3.24 3.55 3.84 BKR0145-0295 Fairview Trunk - upstream of west / east sewer line split 0.93 0.97 1.26 BKR0145-0110 Fairview East Trunk - downstream of Diversion 105 1.60 1.68 2.08 3.5 Wet Weather Flow Criteria The wet weather flow criteria applied in the 2006 SPU were: • For existing (2005) conditions, the base infiltration (BI) and rainfall-dependent I/I (RDI/I) volume and hydrograph parameters were calibrated for each metered area based on analysis of the storms of March 15, 2003 and January 9, 2005. • Design peak wet weather flows were computed by applying a 10-year return period design storm (SPU design storm) to the calibrated model. The details of the SPU design storm are described later in this section. The timing of the storm was set to peak at 4 to 6 pm, a period of slightly above-average dry weather flows. • For future conditions (through 2040), the same BI and RDI/I parameters were applied to the existing developed areas, implicitly assuming that sewer maintenance, rehabilitation, and replacement projects will be sufficient to offset any increases in I/I that might otherwise result from general sewer system deterioration. An assessment of the suitability of the SPU design storm for this Project was conducted for the Newhope-Placentia Trunk Replacement Project, and as a result of that assessment, the SPU design storm was applied without modification. A description of the design storm assessment follows. The 2006 SPU used a 10-year design storm based on an actual rainfall event occurring on January 9, 2005 (one of the storm events used for model calibration). The January 9, 2005 event was the largest that occurred during OCSD’s three-year long-term flow monitoring program. Gauge-adjusted radar rainfall data was provided by OneRain, Inc. throughout the flow monitoring program. Some 327 two-kilometer square pixels covered the OCSD service area, and rainfall depths were provided for each pixel at 15-minute intervals for all major storms during the flow monitoring period. Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 18 of 41 The SPU design storm hyetograph was selected as the observed rainfall for one of the radar rainfall pixels (pixel 203), with a 1.2 multiplier applied to bring the event up to a 10-year event according to the design rainfall depth-duration-frequency (DDF) curves from the Orange County Hydrology Manual. Figure 3.2 shows the rainfall hyetograph for the SPU design storm, and Figure 3.3 compares the storm’s rainfall intensities to the DDF point rainfall curves for 2, 5, and 10 year return periods. As can be seen, the SPU design storm (pixel 203 X 1.2) follows the 10-yr DDF closely for durations of 2 hours to 12 hours. For shorter durations (less than 2 hours) the SPU design storm is less intense (about 70%) than the 10-yr DDF, but this was considered appropriate for analysis of OCSD trunk sewers. Figure 3.2: 15-Minute Rainfall Hyetograph for SPU 10-Year Design Storm (Rainfall at Radar Rainfall Pixel 203, January 9, 2005, increased by 1.2 mulitplier) Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 19 of 41 Figure 3.3: Comparison of SPU Design Storm to Orange County Design Rainfall Intensities 3.6 Future Flows and Hydraulic Criteria The InfoWorks ICM hydraulic model was run with the calibrated dry weather unit flow rates, 2006 SPU wet weather flow criteria to determine the peak dry and wet weather flow (PDWF and PWWF) in the Fairview Trunk for the 2020 and 2040 scenarios. Table 3.6 summarizes the flows at the four calibration meters. Table 3.6: Existing and Projected Peak Design Flows at Calibration Flow Meters Meter ID Trunk Location 2020 PDWF (mgd) 2020 PWWF (mgd) 2040 PDWF (mgd) 2040 PWWF (mgd) BKR0145-0295 Fairview Trunk - upstream of west / east sewer line split 1.49 6.08 1.95 6.44 BKR0145-0110 Fairview East Trunk - downstream of Diversion 105 2.66 7.37 3.32 7.40 70% of 1-hour point rainfall for 10-year return period Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 20 of 41 Meter ID Trunk Location 2020 PDWF (mgd) 2020 PWWF (mgd) 2040 PDWF (mgd) 2040 PWWF (mgd) BKR0145-0080 Fairview Trunk - downstream of Diversion 94 0.26 2.53 0.28 2.77 BKR0145-0010 Fairview Trunk - downstream of west / east merge 5.63 22.06 6.21 22.27 The same hydraulic criteria applied for capacity analysis in the 2006 SPU were applied for this study as defined below. Note, this criteria, as used in Newhope-Placentia Sewer Replacement Study (P2-72), was developed to identify capacity deficiencies and differs from OCSD’s sewer design guidelines. • Manning’s n friction factor of 0.0130 for all pipes • Allowable depth of flow (PWWF) before triggering an improvement project: o 2 feet of surcharge for sewers over 12 inches in diameter o Full pipe for sewers smaller than 12 inches • Design depth of flow (PWWF) for sizing improvements: o Full pipe for sewers over 12 inches o 75% of full pipe for sewers smaller than 12 inches Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 21 of 41 4. Hydraulic Analysis of Fairview Trunk Sewer The purpose of this analysis was to evaluate the hydraulic capacity of the Fairview Trunk before and after the construction of the proposed Southwest Costa Mesa Trunk (SWCMT) improvement project. The 2006 SPU identified capacity limitations with the Fairview Trunk and proposed capacity improvements to meet the projected future base flows and associated inflow and infiltration flows. Following the final design of the proposed SWCMT project and consideration of reduced unit flows, the OCSD management team requested this Project to determine if the latter alleviates (or possibly eliminates) current and projected capacity issues in the Fairview Trunk. The following describes the scenarios analyzed using the hydraulic model and corresponding results. The model was configured to analyze a total of five scenarios combining the 2015, 2020 and 2040 flow projections (using unit flow rates based on the 2015 model calibration) along with two network scenarios: 1) existing Fairview Trunk only, and 2) Fairview Trunk with reduced flows resulting from the SWCMT project. The scenarios are summarized in Table 4.1. The flow reductions associated with the proposed pump station abandonments in the SWCMT project were modeled by adjusting the relevant subcatchments to reduce the total residential and commercial populations (and flows) connected to the Fairview Trunk. Table 4.1: Hydraulic Analysis Scenarios for the Upper Reach of the Fairview Trunk Model Scenario Network Year Result Figures (Appendix B) 1 EXISTING 2015 Profile 1A (West) and 1B (East) 2 EXISTING 2020 Profile 2A (West) and 2B (East) 3 EXISTING 2040 Profile 3A (West) and 3B (East) 4 SWCMTS 2020 Profile 4A (West) and 4B (East) 5 SWCMTS 2040 Profile 5A (West) and 5B (East) The results of the hydraulic analysis are shown in Tables 4.2 and 4.3, which summarizes the peak dry-weather flow (PDWF), peak wet-weather flow (PWWF), maximum surcharge depth and minimum freeboard. The surcharge depth is the water depth above the pipe crown and freeboard is the depth from ground to maximum water level. The hydraulic results for the west and east trunk lines are summarized in Tables 4.2 and 4.3 respectively. As the tables only provide a ‘snapshot’ of the full hydraulic issues, hydraulic profiles are provided (in Appendix B) that show the extent of surcharging in both the west and east trunk lines. The east trunk line depicts more significant surcharging with the all the pipes surcharged for the 2040 scenario. The hydraulic profile slope is generally parallel to the pipe slope (between manholes BKR0145- 85 and BKR0145-35) suggesting the majority of these pipe segments has insufficient capacity. Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 22 of 41 Table 4.2: Hydraulic Summary of Fairview Trunk West Parameter Fairview Fairview + SWCMTS Peak Dry Weather Flow 6.2 mgd 4.9 mgd Peak Wet Weather Flow 22.3 mgd 21.6 mgd Max. Surcharge 8.9 feet 6.3 feet Min. Freeboard 4.2 feet 5.7 feet Notes: Surcharge depth > 2.0 feet Surcharge depth > 2.0 feet • Dry and wet weather flows are taken at the downstream end of the Fairview Trunk (ie; combined East and West trunks) • Maximum d/D occurs at Manhole: BKR0145-0295 • Minimum freeboard occurs at Manhole: BKR0145-0210 • Freeboard design criteria to be confirmed by OCSD Table 4.3: Hydraulic Summary of Fairview Trunk East Parameter Fairview Fairview + SWCMTS Peak Dry Weather Flow 6.2 mgd 4.9 mgd Peak Wet Weather Flow 22.3 mgd 21.6 mgd Max. Surcharge 8.4 feet 7.0 feet Min. Freeboard 1.7 feet 3.5 feet Notes: Surcharge depth > 2.0 feet Surcharge depth > 2.0 feet • Dry and wet weather flows are taken at the downstream end of the Fairview Trunk (ie; combined East and West trunks) • Maximum d/D occurs at Manhole: BKR0145-0085 • Minimum freeboard occurs at Manhole: BKR0145-0085 • Freeboard design criteria to be confirmed by OCSD Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 23 of 41 5. Conclusions and Recommendations The conclusions and recommendations of this analysis are: Summary of Existing Model Calibration (Average Flow) • Fairview Trunk consists of a parallel pipe system (east and west), with three intertie pipe lines. • Four flow meters were used in conjunction with 2012 census data to estimate current unit flow factors within the Fairview Trunk sewer shed. Compared to 2006, average residential unit flow factors have decreased from 75 gped to 55 gped. 24-hour diurnal curves used in 2006 were also revised to be less “peaky” to best reflect 2015 flow patterns. For non-residential flows, per-employee flow rates were also reduced from 25 gped/employee to 20 gped/employee. • Combined average day flows at the merge point of the east and west Fairview Trunk pipelines near Baker Street (BKR0145-0010) measured 3.3 mgd. Summary of Future System Model (Average Flow) • Future development was based on 2020 and 2040 population and employment projections provided by CDR and TAZ. No industrial development is projected. Orange Coast Community College additional development was added in the 2020 and 2040 projections. An additional ~9,000 residential units and ~3,600 employees were added to CDR and TAZ data for 2040 flow projections. • Combined 2040 average daily flow at the merge point of the east and west Fairview Trunk pipelines near Baker Street (BKR0145-0010) is estimated to be 3.84 mgd (19% increase over 2014 flows). • The SWCMT intends to divert flows from the existing Sea Bluff, West Bluff, Aviemore, Canyon and President Pump Station’s to OCSD Plant 2. Drainage basins for each existing pump station were removed from the Fairview model, with its associated flow generation. Summary of Wet Weather Flows • Wet weather flow criteria was carried over from 2006 SPU with no change. • Combined 2040 peak wet weather flows at the merge point of the east and west Fairview Trunk pipelines near Baker Street (BKR0145-0010) is estimated to be 22.3 mgd (a 5.8 x multiplier over projected average dry weather 2040 flows). • Combined 2040 peak wet weather flows at the merge point of the east and west Fairview Trunk pipelines near Baker Street (BKR0145-0010) are estimated to be 21.6 mgd (0.6 mgd reduction - 3% decrease). • Wet weather inflow and infiltration is estimated to account for 80% or 17.9 mgd of the peak flows used for capacity analysis of Fairview Trunk. Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 24 of 41 Summary of Modeling Results • Combined 2040 projected average day flows at the merge point of the east and west Fairview Trunk pipelines near Baker Street (BKR0145-0010) is estimated to be 3.37 mgd (0.47 mgd reduction - 12% decrease). • Peak wet weather flows at the merge point of the east and west Fairview Trunk pipeline near Baker Street (BKR0145-0010) are estimated to be 21.6 mgd (o.6 mgd or 2.7% reduction) • The updated 2040 hydraulic analysis of Fairview Trunk shows a maximum surcharge of up to 8.9 feet, with as little as 1.7-feet of freeboard (no sanitary sewer overflow). • The 2040 hydraulic analysis with the inclusion of the SWCMT still predicts surcharging in the Fairview Trunk albeit reduced to 7-feet surcharge and increased freeboard of 3.5- feet. • An approximate 60 percent reduction in peak flow within the Fairview Trunk is necessary to reduce the maximum surcharge during 2040 10-year wet weather storm event to below 2-feet. The construction of the SWCMT will reduce average flows within Fairview Trunk Sewer but will not bring peak flows below District guidelines of 2-feet of surcharging and greater than 5-feet freeboard. See the following Table 5.1 for a summary of manhole surcharge and freeboard by scenario. Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 25 of 41 Table 5.1: Summary of Manhole Surcharge and Freeboard by Scenario Flow Scenario Network Trunk Manhole Total Manhole Fails > 2-foot Surcharge < 5-foot Freeboard < 3-foot Freeboard 2020 Fairview East 29 72% (21) 28% (8) 10% (3) 2020 Fairview West 43 53% (23) 7% (3) 0 2020 Fairview TOTAL 72 61% (44) 15% (11) 4% (3) 2020 Fairview + SWCMTS East 29 62% (18) 0 0 2020 Fairview + SWCMTS West 43 9% (4) 0 0 2020 Fairview + SWCMTS TOTAL 72 31% (22) 3% (2) 0 2040 Fairview East 29 89% (25) 46% (13) 14% (4) 2040 Fairview West 43 58% (25) 9% (4) 0 2040 Fairview TOTAL 72 69% (50) 24% (17) 6% (4) 2040 Fairview + SWCMTS East 29 68% (19) 0 0 2040 Fairview + SWCMTS West 43 12% (5) 0 0 2040 Fairview + SWCMTS TOTAL 72 33% (24) 0 0 Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 26 of 41 APPENDIX A DRY WEATHER FLOW MODEL CALIBRATION GRAPHS Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 27 of 41 Meter BKR0145-0010 – Fairview Trunk (33-inch) Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 28 of 41 Meter BKR0145-0295 - Fairview Trunk (21-inch) Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 29 of 41 Meter BKR0145-0110 – Fairview Trunk (24-inch) Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 30 of 41 Meter BKR0145-0080 – Fairview Trunk (18-inch), Diversion Connection Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 31 of 41 APPENDIX B HYDRAULIC PROFILES Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 32 of 41 Profile 1A. Scenario 1: Existing Network + 2015 Flows (WEST) Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 33 of 41 Profile 2A. Scenario 2: Existing Network + 2020 Flows (WEST) Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 34 of 41 Profile 3A. Scenario 3: Existing Network + 2040 Flows (WEST) Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 35 of 41 Profile 1B. Scenario 1: Existing Network + 2015 Flows (EAST) Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 36 of 41 Profile 2B. Scenario 2: Existing Network + 2020 Flows (EAST) Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 37 of 41 Profile 3B. Scenario 3: Existing Network + 2040 Flows (EAST) Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 38 of 41 Profile 4A. Scenario 4: Fairview + SWCMTS 2020 Flows (WEST) Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 39 of 41 Profile 5A. Scenario 5: Fairview + SWCMTS 2040 Flows (WEST) Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 40 of 41 Profile 4B. Scenario 4: Fairview + SWCMTS 2020 Flows (EAST) Final Technical Memorandum – Fairview Trunk Model Update and Capacity Analysis Page 41 of 41 Profile 5B. Scenario 5: Fairview + SWCMTS 2040 Flows (EAST) Costa Mesa Sanitary District ... an Independent Special District Adopt Resolution No. 2016-878 and Approve the Amendment to the Waste Disposal Agreement Item Number:14. Recommendation/Notes: Recommendation: That the Board of Directors adopt Resolution No. 2016-878 and approve the amendment to the Waste Disposal agreement. ATTACHMENTS: Description Type Adopt Resolution No. 2016-878 and Approve the Amendment to the Waste Disposal Agreement Cover Memo Costa Mesa Sanitary District …an Independent Special District Protecting our community’s health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Memorandum To: Board of Directors From: Scott Carroll, General Manager Date: February 25, 2016 Subject: Adopt Resolution No. 2016-878 and Approve the Amendment to Waste Disposal Agreement Summary On May 28, 2015 the Board of Directors adopted Resolution No. 2015-864 approving the Amendment to the Waste Disposal Agreement with the County of Orange. The Amendment will provide for the continuation of solid waste importation at the County landfills. The County is requesting all agencies to approve a new Amendment. Staff Recommendation That the Board of Directors adopt Resolution No. 2016-878 and approve the amendment to the Waste Disposal Agreement. Analysis The disposal of solid waste at Orange County landfills is governed by a Waste Disposal Agreement that was established in 2009, in which cities, as well as certain sanitary districts located in the County, have agreed to deposit their solid waste at the County’s three landfill facilities in return for low and stable disposal rates. The term of the current WDA began on July 1, 2010 and continues through June 30, 2020 with importation of waste from outside the County at County landfills set to expire on June 30, 2016. The WDA is an example of County, cities and sanitary districts collaborating to strategically leverage a countywide asset. The solid waste revenues are utilized by the County: to maintain the landfill system; to preserve funds for landfill closure costs; to address post-closure maintenance, and to mitigate long-term risk and environmental liabilities. The District and other cities in Orange County have benefitted from additional services provided by the County that include: permanent household hazardous waste collection facilities; green waste acceptance at no charge to cities to assist with Board of Directors February 25, 2016 Page 2 of 3 compliance with state recycling mandates; and support of programs to meet state diversion requirements. In 2004, a convergence of several factors resulted in drastic declines to in-County tonnage (more than 30 percent). Successful waste diversion and recycling programs, the economic downturn and increased legislative requirements were contributing factors to this decline. A committee of City Managers representing Orange County cities participated with the County in preparing a framework to address the reduction in revenues and to ensure rate stabilization for local residents and businesses. On May 28, 2015 the Board of Directors adopted Resolution No. 2015-864 to amend the WDA that will set forth the continuation of future importation to offset the revenue reduction and establishes a fair-share allocation of net importation revenues to cities and sanitary districts. An in-depth review of County resources concluded the amount of imported waste combined with in-County waste will remain below total disposal tonnage projections indicated in the current WDA. The proposed 5-year extension of the WDA to 2025 will provide additional stability to the system in light of more stringent legislative and regulatory requirements such as AB 1826, AB 1594, and the 75% recycling target of AB 341. In order for the Amendment to go into effect all OC agencies had to approve it. At the time the Board adopted Resolution No. 2015-864 the Cities of San Juan Capistrano and Irvine were still negotiating with County officials because they have two of the three landfills located in their cities. Both cities have come to terms with the County and adopted the Amendment. The revisions to the Amendment are very minor. All revisions are in SECTION 6.1, Section 3 (Page 4), which includes changing the year from 2015 to 2016 and indicating that all cities/districts and the County have to sign the Amendment before June 30, 2016. Attachment B is a redline version of the revisions. Strategic Plan Element & Goal This item complies with the objective and strategy of Strategic Element 2.0, Solid Waste, which states: “Objective: Our objective is to manage the collection and recycling of residential trash in the most economical and environmentally friendly way.” “Strategy: We will do this by looking for ways to improve efficiencies, achieve high customer satisfaction, and considering prudent new recycling methods.” Legal Review Not applicable Board of Directors February 25, 2016 Page 3 of 3 Environmental Review The resolution to amend the Waste Disposal Agreement is not a disturbance of the environment similar to grading or construction and does not constitute as a project under CEQA or the District’s CEQA Guidelines. Financial Review The District would receive 1.48 percent of the allocation pursuant to Section 3.6 of Attachment D, which is estimated to be $79,976 annually. The allocation amount can fluctuate based upon the amount of waste imported. The initial allocation to the District will be made by September 30, 2016 and will be included in the proposed Fiscal Year 2016-17 Budget presented to the Board. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the February 25, 2016 Board of Directors regular meeting at District headquarters and on District’s website. Alternative Actions 1. Direct staff to report back with more information Attachment A: Resolution No. 2016-878 B: Amendment to Waste Disposal Agreement RESOLUTION NO. 2016-878 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT APPROVING AN AMENDMENT TO THE 2009 WASTE DISPOSAL AGREEMENT WITH THE COUNTY OF ORANGE. WHEREAS, the Costa Mesa Sanitary District (the “District”) has an existing Waste Disposal Agreement (the Waste Disposal Agreement) with the County of Orange (the “County”) which requires the District to dispose of all specified solid waste generated within the District to County landfills and for the County to accept all such waste at a price agreed upon by the District and County; and WHEREAS, the Waste Disposal Agreement became effective on or about July 23, 2009, and by its term is set to expire on June 30, 2020; and WHEREAS, the Waste Disposal Agreement provides that the County will not accept waste imported from outside the County at County landfills after June 30, 2016; and WHEREAS, an Amendment to the Waste Disposal Agreement (the “Amendment”) has been negotiated between the County and various cities throughout Orange County to provide for continuation of importation of waste from outside the County at County landfills in exchange for allocation to the cities and certain sanitary districts of a portion of future importation revenues and to extend the terms of this activity within the Waste Disposal Agreement to June 30, 2025; and WHEREAS, the Board of Directors desires to ensure that solid waste generated within the District can be disposed of in an environmentally safe manner and at a reasonable cost for the near future; and WHEREAS, the proposed Amendment furthers these goals by, among other things, ensuring that solid waste generated within the District can be disposed of at County landfills through June 30, 2025; that the landfills will be operated in an environmentally safe and reliable manner; and that the cost of disposing of solid waste at County landfills will be reasonable. NOW, THEREFORE, the Board of Directors of the Costa Mesa Sanitary District resolves, finds and determines, on the basis of the facts set forth in the agenda report presented to it and any testimony received at the meeting at which this matter was considered, as follows: 2 Section 1. The foregoing recitals are true and correct. Section 2. The Board of Directors hereby finds and determines that the proposed Amendment to the Waste Disposal Agreement between the County of Orange and the Costa Mesa Sanitary District (“Amendment”) furthers the public health, safety and welfare. Section 3. The Board of Directors hereby finds and determines that the terms and provisions of the Amendment, in the form as submitted by the General Manager, are approved and that the President of the Board is authorized to execute, and the District Clerk to attest, the Amendment on behalf of the District. Section 4. The officers and employees of the District are authorized and directed, jointly and severally, to do any and all things necessary or advisable in order to effectuate the purposes of this Resolution and to administer the District’s obligations, responsibilities and duties to be performed. PASSED and ADOPTED this 25th day of February, 2016. _______________________________ _______________________________ Secretary, Costa Mesa Sanitary District President, Costa Mesa Sanitary District Board of Directors Board of Directors 3 STATE OF CALIFORNIA ) COUNTY OF ORANGE ) SS CITY OF COSTA MESA ) I, NOELANI MIDDENWAY, Clerk of the Costa Mesa Sanitary District, hereby certify that the above and foregoing Resolution No. 2016-878 was duly and regularly passed and adopted by said Board of Directors at a regular meeting thereof, held on the 25th day of February 2016 by the following votes: AYES: NOES: ABSENT: ABSTAIN: IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seal of the Costa Mesa Sanitary District, this ____ day of ___________________ 2016. _________________________________ Noelani Middenway Clerk of the Costa Mesa Sanitary District AMENDMENT TO WASTE DISPOSAL AGREEMENT Between THE COUNTY OF ORANGE, CALIFORNIA and the COSTA MESA SANITARY DISTRICT , 2016 County Amendment Authorization Date: Sanitary District Amendment Authorization Date: , 2016 , 2016 County Notice Address: Sanitary District Notice Address Director District Clerk OC Waste and Recycling Costa Mesa Sanitary District 300 N. Flower, Suite 400 628 W 19th Street Santa Ana, CA 92703 Costa Mesa, CA 92627 2016 Amendment to Waste Disposal Agreement Page 1 of 7 AMENDMENT TO WASTE DISPOSAL AGREEMENT THIS AMENDMENT TO WASTE DISPOSAL AGREEMENT (the “Amendment”) is made and dated as of the date indicated on the cover page hereof between the County of Orange, a political subdivision of the State of California (the “County”), and the City designated on the cover page of this Amendment, a general law or charter city and political subdivision of the State of California (the “City”). RECITALS The County owns, manages and operates a sanitary landfill system for the disposal of municipal solid waste generated by the cities and the unincorporated area within the County (the “Disposal System”). The Disposal System includes three active landfills and four regional household hazardous waste collection centers. The Disposal System is used for the disposal of municipal solid waste which is not reused, recycled or otherwise diverted from landfill disposal, pursuant to the California Integrated Waste Management Act of 1989 (Division 30 of the California Public Resources Code) (the “Act”). The County has entered into waste disposal agreements in 2009 (the “Original Waste Disposal Agreements”) with all of the cities in the County, including the City, as well as certain sanitary districts located in the County (the “Participating Cities”), pursuant to which the County agreed to provide disposal capacity for waste generated in or under the control of the Participating Cities, and the Participating Cities agreed to deliver or cause the delivery of waste generated in or under the control of the Participating Cities to the Disposal System, as more specifically set forth in, and subject to the terms and conditions of, the Original Waste Disposal Agreements. The City has determined that the execution of this Amendment by the City is in the best interest of the City and will serve the public health, safety and welfare by providing greater disposal rate stability, more predictable and reliable long-term disposal service, and sound environmental management. The County has determined that the execution by the County of this Amendment will serve the public health, safety and welfare by providing a more stable, predictable and reliable supply of municipal solid waste and the resulting service payment revenue to the Disposal System, thereby enabling the County to plan, manage, operate and finance improvements to the Disposal System on a more prudent and sound long term, businesslike basis consistent with its obligations to the State and the holders of obligations secured by its Disposal System. Official action approving this Amendment and determining it to be in the public interest and authorizing its execution and delivery was duly taken by the County on the County authorization date indicated on the cover page hereof. Official action approving this Amendment and determining it to be in the public interest and authorizing its execution and delivery was duly taken by the City on the City authorization date indicated on the cover page hereof. It is, therefore, agreed as follows: 2016 Amendment to Waste Disposal Agreement Page 2 of 7 Section 1. Amendment to Original Waste Disposal Agreement. (a) Sections 3.6(C) and 3.6(E) of the Original Waste Disposal Agreement are deleted and replaced in their entirety, as set forth below: “(C) Receipt of Imported Acceptable Waste on a Contract Basis. Throughout the Term hereof, the County shall have the right to enter into a contract or other agreement with any municipal or private non-County entity for the delivery of Imported Acceptable Waste on terms and conditions that the County determines to be necessary to ensure and enhance the viability of the Disposal System for the benefit of the County and the Participating Cities and to generate Net Import Revenues. The County certifies that in its good faith judgment the contract or other agreement for the delivery of such waste will not materially and adversely affect the ability of the County to receive and dispose of Acceptable Waste from the Participating Cities in accordance with the applicable Disposal Agreements throughout the Term thereof. “ “(E) Application and Use of Revenues From Other Users. (1) Throughout the term hereof, all revenues received by the County from the disposal of County Acceptable Waste by the Disposal System, and all revenues received by the County from the disposal of Imported Acceptable Waste by the Disposal System (including amounts received by the County as a result of the failure of contract counterparties to deliver minimum required amounts of Imported Acceptable Waste) , shall be deposited by the County in the County OC Waste & Recycling Enterprise Fund and shall constitute revenues of the Disposal System. Pursuant to the County’s Plan of Adjustment, the County is entitled to receive net revenues (after payment of all costs attributable to the acceptance of such Imported Acceptable Waste at the Disposal System) (“Net Import Revenues”) from the disposal of Imported Acceptable Waste by the Disposal System. Costs attributable to the disposal of Imported Acceptable Waste include deposits to the Environmental Fund, deposits to closure and postclosure reserves, City host fees (if applicable), operating costs (such as manpower expenditures, equipment, services and supplies expenditures), state surcharges, and a pro rata share of capital project costs. Net Import Revenues shall be used for the payment of bankruptcy related obligations until payment in full of such bankruptcy related obligations required to be paid from such Net Import Revenues pursuant to the Plan of Adjustment. It is estimated that payment in full of such bankruptcy related obligations required to be paid from such Net Import Revenues pursuant to the Plan of Adjustment will occur by the end of Fiscal Year 2017-18. (2) Until the County’s obligation to apply Net Import Revenues for the payment of bankruptcy related obligations in accordance with the Plan of Adjustment has been satisfied in full, Net Import Revenues shall be calculated as provided in Section (3.6)(E)(1). For any period after the County’s obligation to apply Net Import Revenues for the payment of bankruptcy related obligations in accordance with the Plan of Adjustment has been satisfied in full, Net Import Revenues shall be calculated as follows: (i) in Fiscal Year 2017-18, Net Import Revenues for each ton of Imported Acceptable Waste received shall be equal to the revenues received for the disposal of such ton of Imported Acceptable Waste (excluding any newly established per-ton fees or increases to existing per- ton fees with respect to Imported Acceptable Waste payable to the State, other regulatory agencies or cities in which facilities in the Disposal System are located) in excess of $17.57 per ton; (ii) in Fiscal Year 2018-19, Net Import Revenues for each ton of Imported Acceptable Waste received shall be equal to the revenues received for the disposal of such ton of Imported 2016 Amendment to Waste Disposal Agreement Page 3 of 7 Acceptable Waste (excluding any newly established per-ton fees or increases to existing per- ton fees with respect to Imported Acceptable Waste payable to the State, other regulatory agencies or cities in which facilities in the Disposal System are located) in excess of $18.01 per ton; (iii) in Fiscal Year 2019-20, Net Import Revenues for each ton of Imported Acceptable Waste received shall be equal to the revenues received for the disposal of such ton of Imported Acceptable Waste (excluding any newly established per-ton fees or increases to existing per- ton fees with respect to Imported Acceptable Waste payable to the State, other regulatory agencies or cities in which facilities in the Disposal System are located) in excess in excess of $18.46 per ton; and (iv) thereafter, Net Import Revenues shall be equal to 30% of the revenues received by the County from the disposal of Imported Acceptable Waste (excluding any newly established per-ton fees or increases to existing per-ton fees with respect to Imported Acceptable Waste payable to the State, other regulatory agencies or cities in which facilities in the Disposal System are located). (3) After the County’s obligation to apply Net Import Revenues for the payment of bankruptcy related obligations in accordance with the Plan of Adjustment has been satisfied in full (i) 50% of any Net Import Revenues (as calculated pursuant to Section 3.6(E)(2)) shall be paid to the County General Fund; and (ii) 50% of such Net Import Revenues shall be paid to the Participating Cities (and to the County, with respect to the unincorporated area) listed in Appendix 5 for use for any purpose by the Participating City, including but not limited to state mandated solid waste programs. Payments of such amounts to the County General Fund and the Participating Cities shall be made by the County within 90 days after the end of each fiscal year. The portion of Net Import Revenues specified above payable to the Participating Cities shall be apportioned in the percentages set forth in Appendix 5. (4) The percentages set forth in Appendix 5 with respect to each Participating City will be adjusted at the end of Fiscal Year 2019-20 to reflect the percentage of actual deliveries of Acceptable Waste from each Participating City as compared to the total amount of actual deliveries from all of the Participating Cities during Fiscal Years 2017-18, 2018-19, and 2019- 20. The County shall notify each Participating City of the revised percentages in Appendix 5 within 120 days after the end of Fiscal Year 2019-20. The revised percentages will be used for the allocation of Net Import Revenues generated during Fiscal Year 2020-21 and thereafter. (b) Section 4.2(A)(z) is added to the Original Waste Disposal Agreement (immediately following Section 4.2(A)(y)) as follows: “(z) decrease the amount of Net Import Revenues otherwise payable to the County General Fund and the Participating Cities pursuant to Section 3.6(E)(2) and Section 3.6(E)(3) and use the amount of such decrease to pay costs of the Disposal System.” (c) Section 6.1(A) and Section 6.1(B) of the Original Waste Disposal Agreement are deleted and replaced in their entirety with the following: 2016 Amendment to Waste Disposal Agreement Page 4 of 7 “SECTION 6.1 EFFECTIVE DATE AND TERM. (A) Initial Term. This Agreement shall continue in full force and effect until June 30, 2025, unless earlier terminated in accordance with its terms, in which event the Term shall be deemed to have expired as of the date of such termination. (B) Option to Renew. This Agreement shall be subject to renewal by mutual agreement of the parties, on or before June 30, 2023, for an additional term of ten years (the “Renewal Term”) on the same terms and conditions as are applicable during the Initial Term hereof. The City shall give the County written notice of its irrevocable election to renew this Agreement on or before June 30, 2022. If the parties do not renew this Agreement by June 30, 2023, the Agreement shall expire on June 30, 2025.” (d) The first sentence of Section 6.1(C) of the Original Waste Disposal Agreement is deleted in its entirety and replaced with the following: “In connection with the parties’ right to renew this Agreement for an additional ten-year term pursuant to Section 6.1(B), the parties shall, on or before June 30, 2023, negotiate an applicable change in the Contract Rate for such renewal term.” (e) Appendix 2 of the Original Waste Disposal Agreement is deleted in its entirety and replaced with the form attached hereto. (f) Appendix 5 shall be added to the Original Waste Disposal Agreement as a new appendix, in the form attached hereto. (g) All other terms and conditions of the Original Waste Disposal Agreement shall remain in full force and effect. Section 2. Initial Payment. As consideration for the execution of this Amendment by all of the Participating Cities, and subject to the occurrence of the Amendment Effective Date pursuant to Section 3, the County agrees to pay, from the County OC Waste & Recycling Enterprise Fund, the Amendment Payment to the Participating Cities listed in Appendix 5. The aggregate Amendment Payment shall be $5,400,000, and shall be distributed to the individual Participating Cities (including the City) in the percentages set forth in Appendix 5 by September 30, 2016. Section 3. Effectiveness of Amendment. The provisions of this Amendment shall not become effective unless and until the Amendment has been executed by the County and all of the Participating Cities. The date on which the County and all of the Participating Cities have executed the Amendment shall be the “Amendment Effective Date.” The County shall give written notice of the Amendment Effective Date to the City. In the event that the Amendment Effective Date does not occur by June 30, 20156, this Amendment shall be automatically terminated and the County shall have no obligation to make the Amendment Payment; provided, however that the County Board of Supervisors may extend such automatic termination date to a date no later than September 30. 2015. 2016 Amendment to Waste Disposal Agreement Page 5 of 7 Section 4. REPRESENTATIONS AND WARRANTIES OF THE PARTIES. Each of the parties to this Amendment represent and warrant that it is a political subdivision of the State of California validly existing under the Constitution and laws of the State and (ii) it has duly authorized the execution and delivery of this Amendment, and has duly executed and delivered the Amendment. All other terms and conditions of the 2009 Original Waste Disposal Agreement not specifically changed by this Amendment, shall remain in full force and effect. IN WITNESS WHEREOF, COUNTY and CITY have caused this Amendment to be executed by their duly authorized officers or representatives as of the day and year first above written. Date COUNTY OF ORANGE By D Date COSTA MESA SANITARY DISTRICT By President of the Board Sanitary District Representative Date By __ APPROVED AS TO FORM: COUNTY COUNSEL ORANGE COUNTY, CALIFORNIA By James Steinmann, Deputy 2016 Amendment to Waste Disposal Agreement Page 6 of 7 APPENDIX 2 County Acceptable Waste Tonnage Target to be Used for Purposes of Section 4.2(b) Fiscal Year Tonnage Cumulative FY 2015-16 2,724,250 2,724,250 FY 2016-17 2,681,153 5,405,403 FY 2017-18 2,638,746 8,044,149 FY 2018-19 2,597,017 10,641,166 FY 2019-20 2,558,522 13,199,688 FY 2020-21 2,520,605 15,720,293 FY 2021-22 2,483,256 18,203,549 FY 2022-23 2,483,256 20,686,805 FY 2023-24 2,483,256 23,170,061 FY 2024-25 2,483,256 25,653,317 2016 Amendment to Waste Disposal Agreement Page 7 of 7 APPENDIX 5 PARTICIPATING CITY ALLOCATION PURSUANT TO SECTION 3.6 City Allocation Percentage for Purposes of Section 3.6 Allocation of Initial Payment Anaheim 13.18% $711,509 Aliso Viejo 0.67 36,416 Buena Park 2.34 126,275 Brea 2.28 123,085 Costa Mesa Costa Mesa Sanitary District 2.18 1.48 117,936 79,976 Cypress 2.56 138,115 Dana Point 0.99 53,278 Fullerton 4.10 221,271 Fountain Valley 1.76 95,217 Garden Grove/ GG Sanitary District 7.17 387,197 Huntington Beach 6.13 330,807 Irvine 8.22 444,036 Laguna Beach 1.14 61,796 Laguna Hills 0.74 40,098 Laguna Niguel 1.36 73,341 Laguna Woods 0.41 22,274 La Habra 1.69 91,431 Lake Forest 2.45 132,214 La Palma 0.32 17,325 Los Alamitos 0.58 31,362 Mission Viejo 2.42 130,902 Newport Beach 3.68 198,946 Orange 4.90 264,468 Placentia 1.58 85,116 Rancho Santa Margarita 1.11 60,009 Santa Ana 10.60 572,184 San Clemente 1.40 75,728 San Juan Capistrano 1.23 66,420 Seal Beach 0.82 44,292 Stanton 1.62 87,287 Tustin 1.42 76,648 Villa Park 0.21 11,081 Midway City Sanitary District (Westminster) 2.13 114,893 Yorba Linda 1.78 96,344 County Unincorporated 3.35 180,723 Totals 100% $5,400,000 Costa Mesa Sanitary District ... an Independent Special District Project Status Report Item Number:15. Recommendation/Notes: Recommendation: That the Board of Directors receive and file the report. ATTACHMENTS: Description Type Project Status Report Cover Memo COSTA MESA SANITARY DISTRICTCAPITAL IMPROVEMENT PROGRAMFY 2015-2016PROJECT:PROJECT MANAGER:DESCRIPTION:BEGIN DESIGN: Preliminary Civil Engineering - $131,047; Estimated construction cost - $5.8 million9/3/14 - Additional Preliminary Engineering Allocation - $10,000ESTIMATED COMPLETION DATE:3/25/2019STATUS REPORT:8/26/10 CMSD staff and two Directors met with OCSD staff on 8/4/10 to discuss the framework of the project. OCSD will be constructing its own gravity sewer to accept the CMSD and CNB flows and send it under the Santa Ana River to OCSD Plant No. 2. OCSD 10/26/10 - Provided OCSD with copies of all PS plans. OCSD hiring a consultant to prepare an EIR and alignment study in 2011. CMSD requested a joint EIR.12/20/10 - No change.01/27/11 - No change.4/28/11 - Staff met with 3 OCSD consultants to explain project.OCSD's first phase will be EIR & alignment study. CMSD requested OCSD EIR cover the CMSD work. 5/26/11 - Staff met with another potential OCSD consultant to review OCSD's scope of work. OCSD will soon be publishing their RFP.10/27/11 - OCSD selected Dudley as its consultant and is finalizing the consultant contract.11/30/11 - No change.12/15/11 - OCSD staff attended CMSD SSC meeting on 11/8/11 to discuss project timeline.1/26/12 - Kickoff meeting for OCSD's consultant Dudek scheduled for 1/11/12. Consultant has placed flow meters in CMSD lines to confirm flows.2/23/12 - CMSD District Engineer is providing scope of work for preliminary engineering for Board consideration.3/22/12 - CMSD District Engineer is providing preliminary engineering fee for Board consideration.4/16/12 - The Board is considering the District Engineer's proposal to perform the Preliminary Engineering.9/23/10 - OCSD was provided with plans, maps and flow figures for their review. OCSD will be hiring a consultant to prepare the design 03/24/11 - Staff met with OCSD Project Managers on 3/8/11 to review OCSD's scope of work and project timing.9/22/11 - OCSD is evaluating consultant proposals.8/25/11 - No change.02/24/11 - No change. Staff will be contacting OCSD to review their status. 11/18/10 - No change.7/28/11 - OCSD's preliminary schedule reflects completion of construction of OCSD's sewer facilities on 3/25/2019.6/23/11 - No change.Abandon 6 CMSD pumping stations, abandon the CNB station in the CNB island on W. 19th Street, and abandon the private pumping station on W. 18th Street by constructing new gravity lines.#101 West Side Pumping Station Abandonment7/1/2012Rob Hamers, District Engineer COSTA MESA SANITARY DISTRICTCAPITAL IMPROVEMENT PROGRAMFY 2015-2016PROJECT:#101 West Side Pumping Station Abandonment5/24/12 - The Board approved the District's Engineer's proposal for the Preliminary Engineering.6/28/12 - District Engineer is working with OCSD consultant on confluence point for CMSD/CNB/OCSD sewers.7/26/12 - CMSD will be obtaining topographic information from OCSD's consultant and will sve $4,500 in the process due to cost sharing.8/20/12 - OCSD's surveyors are working on the topography.9/20/12 - The District Engineer has begun working with the topography provided by OCSD's surveyors and aerial photogrammist.10/25/12 - The District Engineer is continuing working with the topography provided by OCSD's surveyors.11/15/12 - The District Engineer is continuing working with the topography provided by OCSD's surveyors.12/20/12 - The District Engineer is continuing work on the preliminary engineering.1/24/13 - The District Engineer is continuing work on the preliminary engineering.2/28/13 - The District Engineer is continuing work on the preliminary engineering.3/28/13 - The District Engineer provided a narrative and map explaining the District's work to be included in the EIR NOP.4/18/13 - The District Engineer is continuing work on the preliminary engineering.5/23/13 - Engineer's Estimates for the work are being prepared.6/27/13 - Engineer's Estimates for the work are being prepared; the District Engineer reviewed 2 sections of the OCSD EIR as requested.7/25/13 - The District Engineer will be providing the preliminary budget at the 7/25/13 regular meeting.8/29/13 - The Board will review the District Engineer's staff report on the preliminary engineering at the 8/20/13 study session.9/26/13 - The Preliminary Engineering report will be reviewed at the October 15 Study Session.10/24/13 - The Preliminary Engineering Report will be reviewed at the October 15 Study Session.11/21/13 - The preliminary engineering report was reviewed at the 11/12/13 study session.12/19/13 - No change in status.1/23/14 - No change in status.2/25/14 - No change in status.3/27/14 -No change in status.4/24/14 - No change in status.5/22/14 - No change in status.6/26/14 - The EIR is complete and will go to the OCSD Board for certification on 7/23/14. The OCSD RFP for final design will be advertised in August.7/24/14 - A special meeting is set for 7/22/14 to determine funding for potentially high park restoration and maintenance costs.8/28/14 - CMSD and OCSD are preparing Engineer's Estimates for CMSD's portion of the work. OCSD has proposed an Agreement on the need for all abandonment facilities to be in operation.9/25/14 -OCSD certified the project EIR; CMSD is completing a limited soils investigation to determine micro tunneling costs and total project costs.10/23/14- Soils report sent to micro tunneling contractor for cost estimate; with these results, CMSD can prepare a new cost estimate for entire project; OCSD has completed their estimate.11/20/14 - Engineering staff is preparing a new cost estimate for the project based on cost estimates from two contractors.12/18/14 - Engineering staff has finalized the new construction cost estimate and is presenting to the GM.1/22/15 - Engineering staff has finalized the construction cost estimate and presented the estimate to OCSD. Next step is CMSD financial planning COSTA MESA SANITARY DISTRICTCAPITAL IMPROVEMENT PROGRAMFY 2015-2016PROJECT:#101 West Side Pumping Station Abandonment followed by consideration of the MOU from OCSD.2/26/15 - Project financing is being discussed at the 2/10/15 study session.3/26/15 - The Board of Directors will be considering the MOU with OCSD and Newport Beach at the regular meeting.4/23/15 - The Board approved the MOU with OCSD at the March 2015 Board meeting; the District Engineer is finalizing the final engineering design phase budgets.5/28/15 - The Board discussed the final engineering phase at the 5/12/15 study session.6/25/15 - The District Engineer has started the consultant selection process for the final engineering phase.7/23/15 -District is waiting for NB and OCSD approval of agreement. Board approved District Engineer administration contract.8/27/15 - No change in status.9/17/15 - The General Manager and District Engineer have a meeting with OCSD in mid September to discuss the project.10/22/15 - OCSD study of Fairview Trunk is underway to determine if it requires upsizing even if 6-19 and #101 are implemented. Results will be available end of November.11/19/15 - No change in status.1/28/16 - Staff is awaiting the results of the OCSD Study of the OCSD Fairview Road trunk.2/25/16 - The General Manager and District Engineer are meeting with OCSD officials on 2/10/16 to discuss the recent flow study.Account NumberEncumbrances Balance#101 3,946,446$ 183,058$ -$ 2,500$ 3,760,888$ Total 3,946,446$ 183,058$ -$ 2,500$ 3,760,888$ Approved Proj Budget June 30, 2015 Accumulated Cost Current Year Expenditures COSTA MESA SANITARY DISTRICTCAPITAL IMPROVEMENT PROGRAMFY 2015-2016PROJECT:PROJECT MANAGER:DESCRIPTION:BEGIN DESIGN:Civil Design - $21,133.50; Civil Contract/Admin/Inspection - $48,470#196-A (Victoria, Mendoza & Elden By-Pass Pumps) - Engineer's Estimate: $500,000#196-B (Canyon Generator) - Engineer's Estimate: $100,000ESTIMATED COMPLETION DATE:STATUS REPORT: Low Bid 196-D - $196,7093/28/13 - The District Engineer and General Manager are working with the cities of Costa Mesa and Newport Beach regarding above-ground emergency equipment.4/18/13 - No change in status.5/23/13 - A soils investigation is being performed for the 23rd P.S. location in the right-of-way slope. Two other locations will be housed in prefabricated buildings.6/27/13 - The City of Costa Mesa is reviewing the design for the 3 stations in Costa Mesa9/26/13 - The District Engineer has provided a staff report for the 9/26/13 regular meeting on the status of the project.10/24/13 - Installation at the Elden, Victoria, and Mendoza stations is out to bid as 196-A, and installation at the Canyon Station is out to bid as 196-B.11/21/13 - Bid opening for 196-B Canyon Generator was 11/5/13 and the low bidder is Avram Electric in the amount of $64,815.12/19/13 - Bid opening for 196-A was held 11/20/13 and award construction contract on the 12/19/13 agenda to GCI in the amount of $485,200 and $222,080 equipment.1/23/14 - Work is occurring on 196-A at Elden, Victoria, and Mendoza pump stations and #196-B at Canyon pump station.2/25/14 - Construction on #196-A is 10% complete and #196-B is 50% complete.#196 Installation of Backup Power and Pumping CapabilityRob Hamers, District EngineerInstall backup standby diesel generator at two pumping stations and install backup pumping April 23, 201205/24/12 - District's Engineer's office is in design of the backup pumping systems while another consultant, PDE, is in design on the standby diesel gabove-ground emergency equipment.Newport Beach regarding above-ground emergency equipment.Newport Beach regarding above-ground emergency equipment.District Engineer is also finalizing the plans for the standby diesel generator at the Canyon pumping station.9/20/12 - Plans were submitted to the cities of Costa Mesa and Newport Beach for first plan check.7/25/13 - Engineering staff is awaiting City of Costa Mesa comments on building design at three sites, whJan - 156/28/12 - Plans and specs are 30% complete.11/15/12 - The District Engineer is working with the cities of Costa Mesa and Newport Beach regarding aNewport Beach regarding above-ground emergency equipment.7/26/12 - Plans and specs are 60% complete.8/20/12 - Engineering staff is performing final review prior to submitting the plans for plan check. COSTA MESA SANITARY DISTRICTCAPITAL IMPROVEMENT PROGRAMFY 2015-2016PROJECT:#196 Installation of Backup Power and Pumping Capability3/27/14 - Construction on #196-A is 15% complete and #196-B is 60% complete.4/24/14 - #196-A is 40% complete and #196-B is 95% complete.5/22/14 - The building was installed at Victoria PS on 5/8/14; #196-A is 75% complete. #196-B is complete.6/26/14 - Installation of the backup pumping units at Victoria and Mendoza pump stations is complete.7/24/14 - Installation at Elden will continue after contractor moves golf course fence.8/28/14 - The District/SACC Agreement for moving the golf course fence was approved and construction is set to continue.9/25/14 - #196-A Elden, Victoria, Mendoza back-up pumps complete; #196-B Generator at Canyon pump station complete; #196-C 23rd back-up pump is in design at structural engineer; #196-D Generator at Irvine pump station; waiting on Gas Co. for proposed meter location prior to finalizing plans.10/23/14 - GM prefer generator at 23rd P.S. instead of backup unit requiring partial redesign; 196-D Irvine P.S Generator for designing meter assembly by Gas Co.11/20/14 - Electrical engineering consultant now retained for generator design for #196-C 23rd Station; Design for #196-D Irvine P.S. is continuing.12/18/14 - 23rd PS generator for #196C requires a larger block wall structure than the backup pump. The generator for the Irvine PS for #196-D will soon be out to bid.1/22/15 - 196-C - Project in design at electrical engineer's office; design is for backup generator. 196-D - Project out to bid with bid opening 1/20/15.2/26/15 - #196D Irvine bid opening is on 2/16/15 meeting agenda; 196-C 23rd is in design.3/26/15 - The pre-construction meeting for 196-D Irvine is 3/18/15; 196-C 23rd is still in design.4/23/15 - The Kohler generator for #196-D Irvine has been ordered; #196-C 23rd is still in design.5/28/15- The notice to proceed for #196-D was issued and construction should be complete by the end of June 2015; #196-C 23rd is in plan check at Newport Beach.6/25/15 - Cosntruction is progressing at Irvine P.S. #196-D. The plans for 23rd P.S. generator are in plan check at Newport Beach.7/23/15 - Construction is 90% complete at Irvine P.S. #196-D. District Engineer is working with NB on plan check items for 23rd P.S. #196-C.8/27/15 - Construction is 95% complete at Irvine P.S. 196-D; District Engineer is waiting for decision on plan check items from Newport Beach on 23rd PS #196C.9/17/15 - The new exhaust system is being installed at Irvine PS #196-D; consultants are completing the plan check corrections from N.B. on 23rd PS #196-C.10/22/15 - Installation complete at 196-D Irvine; exhaust system in, new gas company meter in; arranging start up; #196C 23rd out to bid; bid opening 11/24/15.11/19/15 - Generator at 196-D Irvine is on line; Generator at 196-C 23rd is out to bid.12/17/15 - #196-D Irvine Generator is nearly complete. #196-C 23rd generator is ready for award of the construction contact; low bid was $179,400.1/28/16 - #196-D Irvine PS Generator is complete except for AQMD processing; #196-C 23rd PS Generator will soon start construction. 2/25/16 - #196-D - The Board accepted the improvements at the 1/28/16 regular meeting. AQMD processing will occur soon. 2/25/16 - #196-C- The permit from Newport Beach is ready. The eletrical engineer is reviewing the generator submittal.Account NumberEncumbrances Balance#196-A Elden, Victoria, Mendoza 790,000$ 770,845$ 19$ -$ 19,135$ #196-B Canyon 115,000 115,335 - - (335) #196-C 23rd Street 340,000 21,061 15,416 15,033 288,490 #196-D Irvine405,000 145,245 242,414 4,950 12,392 Total 1,650,000$ 1,052,486$ 257,849$ 19,983$ 319,682$ Approved Project Budget June 30, 2015 Accumulated Cost Current Year Expenditures COSTA MESA SANITARY DISTRICTCAPITAL IMPROVEMENT PROGRAMFY 2015-2016PROJECT:PROJECT MANAGER:DESCRIPTION:The Wilson, Victoria, Mendoza, and South Coast Plaza force mains are being replaced with new force mains.BEGIN DESIGN:Civil Design - $82,593ESTIMATED COMPLETION DATE:Late 2014STATUS REPORT:12/19/13 The design phase has begun.1/23/14 - The design phase is continuing.2/25/14 - The design phase is 40% complete.3/27/14 - The design phse is 60% complete.4/24/14 - The design phase is 70% complete.5/22/14 -Mendoza force main is out to bid as a separate project due to upcoming City alley project. Engineer's estimate is $102,000. Bid opening is 6/2/14.6/26/14 - GCI Construction is low bidder in the amount of $82,540 for Project #200-A Mendoza Force Main.7/24/14 - 1st day of work for Project #200-A was 6/23/14; plans are 75% complete for Harbor, Victoria, SCP.8/28/14 - All work was completed on #200-A Mendoza force main and the Board will final the project on 8/28/14.9/25/14 - #200-A Mendoza PS new force main is complete. Design phase of Harbor, Victoria & South Coast Plaza continuing; will be meeting with SC Plaza.10/23/14 - The plans are 90% complete and were submitted to the City, SCP, and the utility agencies the week of 10/12/14.11/20/14 - Staff met with SCP Management on 11/6/14 to discuss their concerns. Staff will be meeting with the City of Costa Mesa engineering staff.12/18/14 - Staff is working with SCP Mgt's over redirecting FM flows. Staff will be meeting with City engineering to discuss the Harbor and Victoria FM1/22/15 - CCTV and flow metering will occur in the gravity system downstream of the new force main alignment at South Coast Plaza. New Harbor force main and Victoria force main were discussed with the City Engineer.2/26/15 - Harbor force main improvements will be constructed first as the top priority; design phase is continuing.3/26/15 - Alternate construction methods for Harbor force main are being investigated.4/23/15 - The Harbor Force Main will be bid by itself with two alternate methods.5/28/15 - The Harbor Force Main plans are being completed.6/25/15 - The Harbor Force Main plans are in plan check at the City of Costa Mesa.7/23/15 - Plans for Harbor Force Main are 95% complete.8/27/15 - Request for utility atlas sheets was sent for three utilities to verify clearances from excavation areas.9/17/15- Utility locations in the areas of the boring and receiving pits are being finalized.#200 Rehabilitation of Four Force MainsRob Hamers, District EngineerDec-13 COSTA MESA SANITARY DISTRICTCAPITAL IMPROVEMENT PROGRAMFY 2015-201610/22/15 - Finalizing jack and bore details in Wilson Street crossing Harbor Blvd. Considering notification program.11/19/15 - The specifications are being completed.12/17/15 - The specifications and bid items are being completed.1/28/16 - The project will soon be placed out to bid.2/25/16 - #200-B - The Harbor force main is out to bid with bid opening on 3/1/16.Approved June 30, 2015 Current YearAccount NumberProject BudgetAccumulated CostExpendituresEncumbrancesBalance#200 1,030,868$ 209,068$ 6,702$ 7,500$ 807,598$ Total 1,030,868$ 209,068$ 6,702$ 7,500$ 807,598$ COSTA MESA SANITARY DISTRICTCAPITAL IMPROVEMENT PROGRAMFY 2015-2016PROJECT:PROJECT MANAGER:DESCRIPTION:BEGIN DESIGN:Estimated Project budget: Civil Design $11,483.50 plus $6,500 for new construction #196-A Godwin pump and requests by field crew. Construction - Engineer's Estimate: $431,210ESTIMATED COMPLETION DATE:December, 2014STATUS REPORT:10/24/13 - Engineering staff met with the field crew to discuss possible additional replacement of valves inside station.11/21/13 - The design phase is continuing; the plans are 60% complete.12/19/13 - The plans are 90% complete and the Engineer's Estimate is being prepared.1/23/14 - The plans are 100% complete. Staff is exploring combining this work with 196-A, installation of a backup pump at Elden Pump Station.2/25/14 - The project is being discussed at the study session.3/27/14 - The need for additional funding has moved the project into the next 2-year budget cycle, beginning 2015-2016; strategic improvements are being included as extra work in Project #196-A.4/24/14 - The strategic improvements for this project were added to Project #196-A.5/22/14 - The strategic improvements for this project were constructed on 5/8/14.6/26/14 - No change in status.7/24/14 - The remaining improvements under this project will likely be constructed in the 2015-16 fiscal year.8/28/14 - The project will likely receive funding in the 2015-2016 Fiscal Year to complete the replacement.9/25/14 - No change in status.10/23/14 - No change in status.11/20/14 - No change in status.12/18/14 - No change in status.1/22/15 - No change in status. 2/26/15 - Project will be budgeted for 2015-16 or 2016-17.3/26/15 - No change in status.4/23/15 - No change in status.5/28/15 - No change in status.6/25/15 - No change in status.7/23/15 - No change in status.8/27/15 - No change in status.#202 Elden Piping and Valve ReplacementRob Hamers, District EngineerReplace 37-year old piping and valves outside Elden PumpingOctober, 2013 COSTA MESA SANITARY DISTRICTCAPITAL IMPROVEMENT PROGRAMFY 2015-20169/17/15- No change in status.10/22/15 - Design phase will be re-started in mid October 2015.11/19/15- Design phase re-started with meeting with field crew.12/17/15 - The plans are nearly complete; 2nd meeting held with field crew.1/28/16 - The project will soon be placed out to bid.2/25/16 - The project is out to bid with bid opening on 3/1/16.Approved June 30, 2015Current Year to DateAccount NumberProject BudgetAccumulated CostExpendituresEncumbrancesBalance#202479,000$ 10,567$ 1,774$ -$ 466,659$ Total479,000$ 10,567$ 1,774$ -$ 466,659$ COSTA MESA SANITARY DISTRICTCAPITAL IMPROVEMENT PROGRAMFY 2015-2016PROJECT:PROJECT MANAGER:DESCRIPTION: BEGIN DESIGN:Civil Design -ESTIMATED COMPLETION DATE:STATUS REPORT:5/1/15 - Paid City invoice for fiscal years 2011 thru 2013 for a total of 446 Manholes8/27/15 - Three invoices for recent work were received from the City.9/17/15 - The District pays invoices when receiv3ed and number of manholes verified.10/22/15 - No change in status.11/19/15 - No change in status.12/17/15 - No change in status.1/28/16 - No change in status.2/25/16 - No change in status.Approved June 30, 2015Current Year to DateAccount NumberProject BudgetAccumulated CostExpendituresEncumbrancesBalance20-201309-4300 340,500$ 174,401$ 6,190$ -$ 159,909$ 340,500$ 174,401$ 6,190$ -$ 159,909$ #309 City Manhole Adjustment ProgramRob Hamers, District EngineerManholes adjusted by City of Costa Mesa during street contruction COSTA MESA SANITARY DISTRICTCAPITAL IMPROVEMENT PROGRAMFY 2015-2016PROJECT:PROJECT MANAGER:DESCRIPTION: BEGIN DESIGN:Civil Design $22,610ESTIMATED COMPLETION DATE:STATUS REPORT:8/27/15 - The design phase has been started.9/17/15- The design phase is 15% complete.10/22/15 - Design phase is 50% complete.11/19/15 - Design phase is 80% complete.12/17/15 - Design phase is 90% complete.1/28/16 - Plans were submitted to OCFCD for a permit to use the Santa Ana Delhi Channel for access.2/25/16 - The project is out to bid with bid opening on 3/1/16. Approved June 30, 2015Current Year to DateAccount NumberProject BudgetAccumulated CostExpendituresEncumbrancesBalance20-201310-4300 353,000$ -$ 14,535$ -$ 338,465$ 353,000$ -$ 14,535$ -$ 338,465$ #310 Indus Sewer and MH LiningRob Hamers, District EngineerInsall liner in 10" gravity sewer and manholes. COSTA MESA SANITARY DISTRICTCAPITAL IMPROVEMENT PROGRAMFY 2015-2016PROJECT:PROJECT MANAGER:DESCRIPTION: BEGIN DESIGN:Civil Design -Sep-13ESTIMATED COMPLETION DATE:STATUS REPORT: 9/17/15 The design phase has been started.10/22/15 - The project is out to bid with bid opening 10/19/2015.11/19/15 - Low bid for 43 manholes is $47,420; contract being executed.12/17/15 - The pre-construction meeting is 12/11/15. 1/28/16 - Construction is underway.2/25/16 - Construction is continuing. Approved June 30, 2015Current Year to DateAccount NumberProject BudgetAccumulated CostExpendituresEncumbrancesBalance20-201311-4300 150,000$ -$ 27,674$ 5,005$ 117,321$ 150,000$ -$ 27,674$ 5,005$ 117,321$ #311 Manhole Surface Repair Program - Phase IIRob Hamers, District Engineer COSTA MESA SANITARY DISTRICTCAPITAL IMPROVEMENT PROGRAMFY 2015-2016PROJECT:PROJECT MANAGER:DESCRIPTION: BEGIN DESIGN:Civil Design -In General Eng.ESTIMATED COMPLETION DATE:STATUS REPORT: 9/17/15 Informal bid opening is 9/8/15.10/22/15 - Contract awarded to Schuler Constructors; pump and equipment ordered.11/19/15 - Contract being executed.12/17/15 - All pumping equipment has been received and contractor is preparing schedule.1/28/16 - Construction is underway.2/25/16 - Construction was completed on 1/28/16. Approved June 30, 2015Current Year to DateAccount NumberProject BudgetAccumulated CostExpendituresEncumbrancesBalance20-201312-4300 100,000$ -$ 17,560$ -$ 82,440$ 100,000$ -$ 17,560$ -$ 82,440$ #312 Aviemore Pump Station RehabilitationRob Hamers, District EngineerReplace existing pumps, bases, valves, piping, guide rails, and by-pass valves. Costa Mesa Sanitary District ... an Independent Special District Conflict of Interest Report Item Number:16. Recommendation/Notes: Recommendation: That the Board of Directors receive and file the report. ATTACHMENTS: Description Type Conflict of Interest Report Cover Memo To: General Manager, Alternate District Engineer From: District Engineer Re: Declaration of Conflict of Interest, Recusal and Referral to Alternate District Engineer: [Description of Property/Project/Clients] Please be advised that I have been retained to do private engineering work for the property at 1595 Newport Blvd., CM, which is owned / developed by Von Hemert Interiors for District engineering approvals in the future. I have been retained by Von Hemert Interiors and will be reporting this relationship as a source of income on my FPPC Statement of Economic Interests Form 700 next year. Pursuant to state law, District Operations Code Section 3.01.045, and my contract with the District: 1. I hereby notify you of this source of income or other relationship that causes me a conflict in approving any matters in my official capacity pertaining to this property and these persons. 2. I request that the General Manager alert the Alternate District Engineer that he is to provide all engineering approvals on behalf of the District with respect to these persons or that property. 3. That the Alternate District Engineer shall report directly to the General Manager and submit his bills for services directly to the General Manager. 4. That if any plans are required to be approved, that those shall show my seal and signature as private engineer of record, and the Alternate District Engineer shall provide his approval by signing as Alternate District Engineer. That these separate approvals shall be given on the same page and in a manner that clearly shows the separate capacities of each engineer in providing their respective approvals. 5. I request that the District Clerk maintain a copy of this Declaration of Conflict of Interest, Recusal and Referral to Alternate District Engineer as a permanent record of the District or for as long as required under the District’s record retention schedule. I understand that this procedure does not allow me to enter into or influence the awarding of contracts in my official capacity in which I have a financial interest, which is a separate prohibition. (Gov. Code § 1090.) If I can provide further information about the identity of my source of income or about the scope of my assignment, please advise, and I will elaborate as necessary. Robin Hamers District Engineer To: General Manager, Alternate District Engineer From: District Engineer Re: Declaration of Conflict of Interest, Recusal and Referral to Alternate District Engineer: [Description of Property/Project/Clients] Please be advised that I have been retained to do private engineering work for the property at 165 & 171 22st Street, CM, which is owned / developed by Warren Christopher, LLC for District engineering approvals in the future. I have been retained by Warren Christopher, LLC (Warren Caves) and will be reporting this relationship as a source of income on my FPPC Statement of Economic Interests Form 700 next year. Pursuant to state law, District Operations Code Section 3.01.045, and my contract with the District: 1. I hereby notify you of this source of income or other relationship that causes me a conflict in approving any matters in my official capacity pertaining to this property and these persons. 2. I request that the General Manager alert the Alternate District Engineer that he is to provide all engineering approvals on behalf of the District with respect to these persons or that property. 3. That the Alternate District Engineer shall report directly to the General Manager and submit his bills for services directly to the General Manager. 4. That if any plans are required to be approved, that those shall show my seal and signature as private engineer of record, and the Alternate District Engineer shall provide his approval by signing as Alternate District Engineer. That these separate approvals shall be given on the same page and in a manner that clearly shows the separate capacities of each engineer in providing their respective approvals. 5. I request that the District Clerk maintain a copy of this Declaration of Conflict of Interest, Recusal and Referral to Alternate District Engineer as a permanent record of the District or for as long as required under the District’s record retention schedule. I understand that this procedure does not allow me to enter into or influence the awarding of contracts in my official capacity in which I have a financial interest, which is a separate prohibition. (Gov. Code § 1090.) If I can provide further information about the identity of my source of income or about the scope of my assignment, please advise, and I will elaborate as necessary. Robin Hamers District Engineer To: General Manager, Alternate District Engineer From: District Engineer Re: Declaration of Conflict of Interest, Recusal and Referral to Alternate District Engineer: [Description of Property/Project/Clients] Please be advised that I have been retained to do private engineering work for the property at 410 Walnut, CM, which is owned / developed by Stephen Scarborough for District engineering approvals in the future. I have been retained by Stephen Scarborough and will be reporting this relationship as a source of income on my FPPC Statement of Economic Interests Form 700 next year. Pursuant to state law, District Operations Code Section 3.01.045, and my contract with the District: 1. I hereby notify you of this source of income or other relationship that causes me a conflict in approving any matters in my official capacity pertaining to this property and these persons. 2. I request that the General Manager alert the Alternate District Engineer that he is to provide all engineering approvals on behalf of the District with respect to these persons or that property. 3. That the Alternate District Engineer shall report directly to the General Manager and submit his bills for services directly to the General Manager. 4. That if any plans are required to be approved, that those shall show my seal and signature as private engineer of record, and the Alternate District Engineer shall provide his approval by signing as Alternate District Engineer. That these separate approvals shall be given on the same page and in a manner that clearly shows the separate capacities of each engineer in providing their respective approvals. 5. I request that the District Clerk maintain a copy of this Declaration of Conflict of Interest, Recusal and Referral to Alternate District Engineer as a permanent record of the District or for as long as required under the District’s record retention schedule. I understand that this procedure does not allow me to enter into or influence the awarding of contracts in my official capacity in which I have a financial interest, which is a separate prohibition. (Gov. Code § 1090.) If I can provide further information about the identity of my source of income or about the scope of my assignment, please advise, and I will elaborate as necessary. Robin Hamers District Engineer Costa Mesa Sanitary District ... an Independent Special District Project #312 Aviemore Terrace/Valley Pump Station Rehabilitation - Acceptance of Improvements Item Number:17. Recommendation/Notes: Recommendation: That the Board of Directors approves the following action: 1. Accept improvements as completed and file a Notice of Completion. 2. Exonerate Labor and Material Bond 35 days after Notice of Completion is recorded and exonerate Faithful Performance Bond one year after Notice of Completion is recorded. ATTACHMENTS: Description Type Project #312 Aviemore Terrace/Valley Pump Station Rehabilitation - Acceptance of Improvements Cover Memo Costa Mesa Sanitary District …an Independent Special District Protecting our community’s health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Memorandum To: Board of Directors Via: Scott Carroll, General Manager From: Rob Hamers, District Engineer Date: February 25, 2016 Subject: #312 Aviemore Terrace/Valley Pump Station Rehabilitation Acceptance of Improvements Summary Construction of the improvements was completed on January 28, 2016, therefore, it is appropriate for the District to accept the improvements and file a notice of completion. The District decided to keep the Aviemore pump station instead of abandoning it as part of #101 West Side Pump Station Abandonment Project because the $1 million cost to abandon is excessive for such a small pump station. The work under this project was remodeling the ‘core’ of the station consisting of replacing the pumps, bases, piping, valves, bypass valves, and guide rails. Other work in the future will be to upgrade the electrical enclosure and eventually to rehabilitate the force main. Staff Recommendation That the Board of Directors approves the following action: 1. Accept improvements as completed and file a Notice of Completion. 2. Exonerate Labor and Material Bond 35 days after Notice of Completion is recorded and exonerate Faithful Performance Bond one year after Notice of Completion is recorded. Board of Directors February 25, 2016 Page 2 of 3 Analysis The Aviemore/Valley Pump Station serves only 26 residences who live on Aviemore Terrace, which is a low lying street on the west side of the District. The District requested bids from three qualified vendors; Schuler Constructors, Pascal & Ludwig Engineers and Vadnais Corporation. The District received only one bid, which is from Schuler Constructors for $67,331. Even though the District only received one bid, staff still accepted the bid because it was well under the project’s budget balance of $82,440. The reason for the $1 million abandonment cost for such a small pump station is due to two items; length and complexity of the abandonment line and park restoration costs. The abandonment line would have to be drilled under a slope to get into the park, then follow an alignment that attempts to minimize impacts to the park. Talbert Regional Park restoration costs were estimated at a half million dollars per acre and the construction of the abandonment line for the Aviemore station would disturb approximately one acre. Regarding the currently completed remodel, neighbors of the station have made comments on the visibility and age of the electrical enclosure so the District will be replacing the electrical enclosure and the Board’s ad hoc committee is considering installing an art ‘wrap’ over it that will greatly improve aesthetics. Strategic Plan Element & Goal This item complies with Strategic Plan Element 1.0, Sewer Infrastructure and Goal No. 1.4 System Wide Sewer Replacement and Repair Program. Legal Review Not applicable Environmental Review Remodeling the pump station is categorically exempt under the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.) under Section 15301 as a “Class 1” “minor alteration of existing public or private structures”, as further described in Section (b) as “Existing facilities of both investor and publicly-owned utilities used to provide .... sewerage ...”. Financial Review The total budget for project #312, Aviemore Terrace/Valley Pump Station Rehabilitation is $100,000. The project to date expenses total $17,560. The remaining available budget is $82,440 to cover expenses incurred but not yet billed. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the February 25, 2016 Board of Directors regular meeting at District headquarters and on District’s website. Board of Directors February 25, 2016 Page 3 of 3 Alternative Actions 1. Direct staff to report back with more information Attachment A: Notice of Completion Reviewed by: Wendy Davis Finance Manager EXEMPT RECORDING REQUESTED PURSUANT TO SECTION 6103, GOVERNMENT CODE AND WHEN RECORDED MAIL TO: NOELANI MIDDENWAY CLERK OF THE DISTRICT COSTA MESA SANITARY DISTRICT 628 W. 19TH STREET COSTA MESA, CA 92627-2716 THIS SPACE FOR RECORDER’S USE ONLY ___________________________________________________________________________________ NOTICE OF COMPLETION NOTICE IS HEREBY GIVEN THAT: 1. The undersigned is owner of sewer facilities as hereinafter described. 2. The full name of the undersigned is COSTA MESA SANITARY DISTRICT. 3. The full address of the undersigned is 628 W. 19th Street, Costa Mesa, CA 92627-2718. 4. The nature of the title of the undersigned is owner of sanitary sewer main line facilities subject to the following project: #312 Aviemore Terrace/Valley Pump Station Rehabilitation 5. The full names and full addresses of all persons, if any, who hold title with the undersigned as joint tenants or as tenants in common are: None 6. The names of the predecessors in interest of the undersigned if the property was transferred subsequent to the commencement of the work of improvement herein referred to: None 7. A work of improvement on the property hereinafter described was completed on or around January 28, 2016. 8. The name of the contractor, if any, for such work of improvement was: Schuler Constructors, Inc. 564 Bateman Circle Corona, CA 92880-2011 9. The property of which said work of improvement was completed is in the County of Orange, State of California, and is described as follows: ` 1143 and 1147 Gleneagles Terrace, Costa Mesa 10. The street address of said property is: 1143 and 1147 Gleneagles Terrace, Costa Mesa DATED this ________ day of ______________ 2016. COSTA MESA SANITARY DISTRICT ________________________________ MICHAEL SCHEAFER, PRESIDENT ATTEST: __________________________________ ROBERT OOTEN, SECRETARY STATE OF CALIFORNIA) COUNTY OF ORANGE )SS CITY OF COSTA MESA ) The undersigned, being duly sworn says: That he is the President of the Costa Mesa Sanitary District; that he has read the foregoing instrument and knows the content thereof, and that the facts stated therein are true, and that he makes this certification by authorization granted by the Board of Directors of the Costa Mesa Sanitary District. _______________________ MICHAEL SCHEAFER Costa Mesa Sanitary District ... an Independent Special District Resolution No. 2016-879 – Intent to Lease-Purchase Financing with CSDA Finance Corporation for the property at 290 Paularino Avenue Item Number:18. Recommendation/Notes: Recommendation: That the Board of Directors adopt Resolution No. 2016-879. ATTACHMENTS: Description Type RESOLUTION PENDING Cover Memo RESOLUTION NO. 2016-879 CURRENTLY UNDER REVIEW AND WILL BE POSTED ONCE AVAILABLE.