2018_02_22_board
Protecting our community’s health and the environment by providing solid waste and wastewater collection services.
www.cmsdca.gov
Costa Mesa Sanitary District
…an Independent Special District
AGENDA Michael Scheafer
President James Ferryman Arlene Schafer Vice President Secretary Robert Ooten Arthur Perry Assistant Secretary 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 290 Paularino Avenue, 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 MEETING
Thursday, February 22, 2018
5:30 P.M.
290 PAULARINO AVENUE,
COSTA MESA, CA 92626
A. OPENING ITEMS
1. Call to Order – President Scheafer
2. Pledge of Allegiance – President Scheafer
3. Invocation – Vice President Ferryman
4. 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.) 5. Announcement of Late Communications - Unless directed otherwise by the Board of Directors, all
actions shall be based on/memorialized by the latest document submitted as a late
communication. 6. Ceremonial Matters and Presentations
Costa Mesa Sanitary District February 22, 2018
AGENDA Page 2
B. 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.
1. Public Comments
C. 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. Approve Consent Calendar
Recommended Action: That the Board of Directors approve the Consent Calendar as
presented.
2. Approve the Board of Directors Study Session Meeting Minutes of January 9, 2018
Recommended Action: That the Board of Directors approve the meeting minutes as presented.
3. Approve the Board of Directors Special Meeting Minutes of January 9, 2018
Recommended Action: That the Board of Directors approve the meeting minutes as presented.
4. Approve the Board of Directors Regular Meeting Minutes of January 25, 2018
Recommended Action: That the Board of Directors approve the meeting minutes as presented.
5. Approve the Directors' Compensation and Reimbursement of Expenses
Recommended Action: That the Board of Directors approve the compensation and reimbursement of expenses as presented.
6. Adopt Warrant Resolution No. CMSD 2018-8 Approving District Warrant Registers
Recommended Action: That the Board of Directors adopt Warrant Resolution No. CMSD 2018-8
approving District warrants for the month of January 2018 in the amount of $823,629.41.
7. Approve Payroll Transparency Disclosure for January 2018
Recommended Action: That the Board of Directors approve and file the report.
8. Receive and File Closed Circuit TV (CCTV) Program Report
Recommended Action: That the Board of Directors receive and file the report.
Costa Mesa Sanitary District February 22, 2018
AGENDA Page 3
9. Accept the occupancy count as presented as 22,539 and direct staff to prepare a warrant to
CR&R Environmental Services for $220,778.50 for January 2018 collection
Recommended Action: That the Board of Directors accept the occupancy count as presented
using 22,539 as the correct number of active units and direct staff to prepare a warrant to CR&R Environmental Services for January 2018 collection based on this occupancy report so
long as the contractor fulfills the obligations of the agreement in the amount of $220,778.50 to
be ratified in the February 2018 warrant list.
10. Approve the preparation of a warrant to CR Transfer in the amount of $203,274.10 for
January 2018 recycling and disposal services in the February 2018 warrant register
Recommended Action: That the Board of Directors approves the preparation of a warrant to CR
Transfer in the amount of $203,274.10 for January 2018 recycling and disposal services to be
ratified in the February 2018 warrant register.
11. Approve Investment Report for the Month of January 2018
Recommended Action: That the Board of Directors approve the Investment Report for the
month of January 2018.
12. Approve a New Agreement with CR&R, Incorporated for Door-to-Door Household Hazardous Waste Collection Program for Senior and Disabled Residents that Includes
Retroactively Paying for Services Already Rendered for Collecting Fluorescent Light Tubes and
Household Batteries at Orange Coast College and appropriate $33,000 from the Solid Waste
Fund to cover past services rendered from FY2015 to FY2017.
Recommended Action: That the Board of Directors approve the new agreement with CR&R
Environmental Services to continue with collection of Household Hazardous Waste services
through FY2018 as well as appropriate $33,000 from the Solid Waste Fund to pay for the
services already rendered from FY2015 to FY2017 at the OCC Recycling Center.
D. PUBLIC HEARINGS
E. GENERAL MANAGER'S REPORTS
1. Receive and File the Mid-year Budget Review for FY 2017-18
Recommendation: That the Board of Directors receive and file this report.
2. Consider Approving General Manager’s 2018 Performance Goals
Recommendation: That the Board of Directors considers approving the General Manager's
2018 Performance Goals.
F. ENGINEER'S REPORTS
1. Receive and File Monthly Capital Improvement Projects Status Report
Recommended Action: The Board of Directors receive and file the report.
2. Receive and File District Engineer's Conflicts of Interest for 410 E. 17th Street, 1714 Tustin Avenue, and 925 W. 18th Street in Costa Mesa
Recommendation: That the Board of Directors receive and file the report.
Costa Mesa Sanitary District February 22, 2018
AGENDA Page 4
3. #317 President Pump Station; Acceptance of Improvements, File Notice of Completion,
Exonerate Bonds
Recommendation: The Board of Directors approves the following action:
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 35 days after Notice of Completion is recorded and
exonerate Faithful Performance Bond one year after Notice of Completion is recorded.
G. TREASURER'S REPORTS
H. ATTORNEY'S REPORTS
I. 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.
1. Orange County Sanitation District (OCSD) - (Vice President Ferryman)
2. Santa Ana River Flood Protection Agency (SARFPA) - (Director Perry)
3. Independent Special Districts of Orange County (ISDOC) - (President Scheafer)
4. California Special Districts Association (CSDA) - (Secretary Schafer)
5. Special District Risk Management Authority (SDRMA) - (President Scheafer)
6. Other Meetings Qualifying for Reimbursement under CMSD Ordinance No. 55, Operations
Code Section 3.01.030
J. OLD BUSINESS
K. NEW BUSINESS
L. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
1. Oral Communications and Director Comments
M. ADJOURN TO CLOSED SESSION
1. Conference with Legal Counsel - Existing Litigation Government Code §54956.9(d)(1) -- 1. The Costa Mesa Sanitary District v. Mesa Water District; OCSC No. 30-2017-00923819-CU-
PT-CJC
N. RECONVENE TO OPEN SESSION
O. CLOSING ITEMS
1. Adjourn
THE NEXT REGULAR MEETING OF COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS WILL BE HELD ON THURSDAY, MARCH 22, 2018 IN THE DISTRICT'S BOARD ROOM, 290 PAULARINO AVENUE, COSTA MESA.
Thursday, February 22, 2018
Board of Directors Regular Meeting
290 Paularino Avenue, Costa Mesa at 5:30 P.M.
Public Comments: Any member of the public may address the Board. Speakers on agenda items
should identify themselves to the District 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 four 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 290 Paularino Avenue, Costa Mesa, California.
In Compliance with ADA: Contact District Clerk, Noelani Middenway, at (949) 645-8400, 48 hours
prior to meeting if assistance is needed (28 CFR 35.102.35.104 ADA Title II).
A. OPENING ITEMS
Subject 1. Call to Order - President Scheafer
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Procedural
A. OPENING ITEMS
Subject 2. Pledge of Allegiance - President Scheafer
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Procedural
A. OPENING ITEMS
Subject 3. Invocation - Vice President Ferryman
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Procedural
A. OPENING ITEMS
Subject 4. 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.)
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Procedural
A. OPENING ITEMS
Subject 5. Announcement of Late Communications - Unless directed otherwise by the Board
of Directors, all actions shall be based on/memorialized by the latest document
submitted as a late communication.
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Procedural
A. OPENING ITEMS
Subject 6. Ceremonial Matters and Presentations
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Procedural
B. 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.
Subject 1. Public Comments
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Procedural
C. 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.
Subject 1. Approve Consent Calendar
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Recommended Action That the Board of Directors approve the Consent Calendar as presented.
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.
C. 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.
To: Board of Directors
Via: Scott Carroll, General Manager
From: Gina Terraneo, Management Analyst II
Date: February 22, 2018
Subject: Board of Directors Study Session Meeting Minutes of January 9, 2018
Summary
The recorded minutes of the January 9, 2018 Board of Directors Study Session Meeting are hereby submitted to the
Board of Directors for review and approval.
Analysis
Attached to the staff report are the minutes for the Board of Directors Study Session Meeting on January 9, 2018.
Staff Recommendation
That the Board of Directors approve the meeting minutes as presented.
Legal Review
Not applicable.
Environmental Review
Consideration of public meeting minutes is an administrative matter and 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
Not applicable.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the February 22, 2018 Board of
Directors Regular Meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Do not approve the meeting minutes as presented.
2. Direct staff to report back with more information.
File Attachments
minutes_2018_1_9_ss.pdf (44 KB)
Subject 2. Approve the Board of Directors Study Session Meeting Minutes of January 9,
2018
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Recommended Action That the Board of Directors approve the meeting minutes as presented.
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.
C. 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.
To: Board of Directors
Via: Scott Carroll, General Manager
From: Gina Terraneo, Management Analyst II
Date: February 22, 2018
Subject: Board of Directors Special Meeting Minutes of January 9, 2018
Summary
The recorded minutes of the January 9, 2018 Board of Directors Special Meeting are hereby submitted to the Board of
Directors for review and approval.
Analysis
Attached to the staff report are the minutes for the Board of Directors Special Meeting on January 9, 2018.
Staff Recommendation
That the Board of Directors approve the meeting minutes as presented.
Legal Review
Not applicable.
Environmental Review
Consideration of public meeting minutes is an administrative matter and 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
Not applicable.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the February 22, 2018 Board of
Directors Regular Meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Do not approve the meeting minutes as presented.
2. Direct staff to report back with more information.
File Attachments
minutes_2018_1_9_special.pdf (35 KB)
Subject 3. Approve the Board of Directors Special Meeting Minutes of January 9, 2018
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Recommended Action That the Board of Directors approve the meeting minutes as presented.
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.
C. 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.
To: Board of Directors
Via: Scott Carroll, General Manager
From: Gina Terraneo, Management Analyst II
Date: February 22, 2018
Subject: Board of Directors Regular Meeting Minutes of January 25, 2018
Summary
The recorded minutes of the January 25, 2018 Board of Directors Regular Meeting are hereby submitted to the Board of Directors for
review and approval.
Analysis
Attached to the staff report are the minutes for the Board of Directors Regular Meeting on January 25, 2018.
Staff Recommendation
That the Board of Directors approve the meeting minutes as presented.
Legal Review
Not applicable.
Environmental Review
Consideration of public meeting minutes is an administrative matter and 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
Not applicable.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the February 22, 2018 Board of Directors Regular
Meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Do not approve the meeting minutes as presented.
2. Direct staff to report back with more information.
File Attachments
minutes_2018_1_25_rm.pdf (69 KB)
Subject 4. Approve the Board of Directors Regular Meeting Minutes of January 25, 2018
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Recommended Action That the Board of Directors approve the meeting minutes as presented.
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.
C. 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.
To: Board of Directors
Via: Scott Carroll, General Manager
From: Noelani Middenway, District Clerk
Date: February 22, 2018
Subject: Directors' Compensation and Reimbursement of Expenses
Summary
The Directors' Compensation and Reimbursement of Expenses are hereby submitted to the Board of Directors for review
and approval.
Analysis
Attached to the staff report are the Directors' Compensation and Reimbursement of Expenses.
Staff Recommendation
That the Board of Directors approve the compensation and reimbursement of expenses as presented.
Legal Review
Not applicable.
Environmental Review
Consideration of the compensation and reimbursement of expenses is an administrative matter and 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
Not applicable.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the February 22, 2018 Board of
Directors Regular Meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Do not approve the compensation and reimbursement of expenses as presented.
2. Direct staff to report back with more information.
File Attachments
a. compensation.pdf (1,268 KB)
Subject 5. Approve the Directors' Compensation and Reimbursement of Expenses
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Recommended Action That the Board of Directors approve the compensation and reimbursement of expenses as
presented.
b. expense reimbursement.pdf (895 KB)
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.
C. 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.
File Attachments
WARRANT RESO 2018 Febmtg.pdf (370 KB)
Subject 6. Adopt Warrant Resolution No. CMSD 2018-8 Approving District Warrant Registers
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Recommended Action That the Board of Directors adopt Warrant Resolution No. CMSD 2018-8 approving District
warrants for the month of January 2018 in the amount of $823,629.41.
Goals 7.0 Finance
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.
C. 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.
To: Board of Directors
Via: Scott Carroll, General Manager
From: Steve Hodges, Finance Manager
Date: February 22, 2018
Subject: Payroll Transparency Disclosure for January 2018
Summary
Attached is the Payroll General Ledger Distribution Report summarizing each payroll during the month.
Staff Recommendation
That the Board of Directors approve and file the report.
Analysis
Attached is the Payroll General Ledger Distribution Report summarizing each payroll during the month.
Legal Review
Not Applicable
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
Sufficient funds are available in the adopted budget.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the February 22, 2018 Board of Directors
Regular meeting at District Headquarters and posted on the District’s website www.cmsdca.gov
Alternative Actions
Refer item back to staff with further instructions.
File Attachments
Payroll Transparency Disclosure Jan 2018.pdf (915 KB)
Subject 7. Approve Payroll Transparency Disclosure for January 2018
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Recommended Action That the Board of Directors approve and file the report.
Goals 7.0 Finance
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.
C. 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.
To: Board of Directors
Via: Scott Carroll, General Manager
From: Steve Hodges, Finance Manager
Date: February 22, 2018
Subject: Closed Circuit TV (CCTV) Program Report
Summary
The Closed Circuit TV (CCTV) Program Report is hereby submitted to the Board of Directors for review.
Staff Recommendation
That the Board of Directors receive and file the report.
Analysis
The following is a summary of the CCTV (Closed Circuit TV) Pilot Program activity for the 2017-2018 fiscal year as of January 31, 2018:
Adopted CCTV Budget $50,000
FY 16-17 Carryover Budget 0
Total Budget $50,000
FY 17-18 New Applications Received = 113
Applications Processed for Payment = 59 $ 12,400
Applications In Process = 54 13,500
Available Spots Based on Funding = 97 24,100
Total Projected Cost $ 50,000
Legal Review
Not applicable
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
Sufficient funds are available in the adopted budget to pay for the services provided.
Public Notice Process
Subject 8. Receive and File Closed Circuit TV (CCTV) Program Report
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Recommended Action That the Board of Directors receive and file the report.
Goals 1.9 Sewer Lateral Assistance Program (SLAP)
Copies of this report are on file and will be included with the complete agenda packet for the February 22, 2018 Board of Directors
regular meeting at District Headquarters and posted on the District’s website at www.cmsdca.gov.
Alternative Actions
Refer item back to staff with further instructions.
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.
C. 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.
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: February 22, 2018
Subject: Accept the occupancy count as presented as 22,539 and direct staff to prepare a warrant to CR&R Environmental
Services for $220,778.50 for January 2018 collection
Summary
Accept the occupancy count as presented using 22,539 as the correct number of active units and direct staff to prepare
a warrant to CR&R Environmental Services for January 2018 collection based on this occupancy report so long as the
contractor fulfills the obligations of the agreement in the amount of $220,778.50 to be ratified in the February 2018
warrant list.
Recommendation
That the Board of Directors accept the occupancy count as presented using 22,539 as the correct number of active units
and direct staff to prepare a warrant to CR&R Environmental Services for January 2018 collection based on this
occupancy report so long as the contractor fulfills the obligations of the agreement in the amount of $220,778.50 to be
ratified in the February 2018 warrant list.
Analysis
The occupancy count is the number of residential customers that the District pays CR&R for the trash truck to stop
and pick-up trash. The District pays CR&R $9.7954 per occupant per month. Each month, new residential customers in
brand new developments contact the District to establish new trash service. District staff contacts CR&R to approve the
drop-off of carts at the residence, which results in an increase in the occupancy count as shown on the attached list.
Over the years, some discrepancies have occurred in the number of total occupancies. District staff has been working
with CR&R to reconcile the entire list of service addresses for the past few months. As of January 31, 2017, total
District occupancy was at 22,539, District staff will continue to track the number of new service addresses, two (2)
accounts have been added since the last billing period.
The payment calculation is based on the following:
Subject 9. Accept the occupancy count as presented as 22,539 and direct staff to prepare a
warrant to CR&R Environmental Services for $220,778.50 for January 2018
collection
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Recommended Action That the Board of Directors accept the occupancy count as presented using 22,539 as the
correct number of active units and direct staff to prepare a warrant to CR&R Environmental
Services for January 2018 collection based on this occupancy report so long as the contractor
fulfills the obligations of the agreement in the amount of $220,778.50 to be ratified in the
February 2018 warrant list.
Goals 2.2 Annual Contract Audits
2.4 Develop Strategies for 75% Waste Diversion
District's Current Rate for January of 2018:
22,539 x $9.7954 = $220,778.50
Legal Review
Not Applicable
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
Sufficient funds are available in the adopted budget to pay for the services provided.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the February 22, 2018 Board of
Directors Regular meeting at District Headquarters and posted on the District’s website.
Alternative Actions
Refer item back to staff with further instructions.
File Attachments
CMSD Occupancy Report January 2018.pdf (19 KB)
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.
C. 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.
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: February 22, 2018
Subject: Approve the preparation of a warrant to CR Transfer in the amount of $203,274.10 for January 2018 recycling and
disposal services in the February 2018 warrant register
Summary
This payment to CR Transfer is for the sorting of recyclables from the mixed waste and disposal of the remaining waste at the landfill.
With the implementation the Organics Recycling Program adopted by the Board, this payment also includes the diverting of the organics
waste to the Anaerobic Digestion facility to be recycled into fertilizer or renewable natural gas to fuel the refuse trucks.
Recommendation
That the Board of Directors approves the preparation of a warrant to CR Transfer in the amount of $203,274.10 for January 2018
recycling and disposal services to be ratified in the February 2018 warrant register.
Analysis
Below is a chart depicting the total tonnage and payments due for residential and organic waste collected in Costa Mesa and Newport
Beach.
Please note there was a discrepancy with billing this month, CR&R's billing system inaccurately calculated invoice totals and under billed
the District by $57.66, but CMSD will be paying what is reflected on the invoice.
Costa Mesa Newport Beach Total
Residential Waste $148,050.62 $4,836.60 $152,887.22
Organics $48,018.08 $2,368.80 $50,386.88
Total Payment $203,274.10
Tonnage
Residential Waste 2849.50 93.09 2942.59
Organics 671.84 33.13 704.97
Total Tonnage 3647.56
Legal Review
Subject 10. Approve the preparation of a warrant to CR Transfer in the amount of
$203,274.10 for January 2018 recycling and disposal services in the February 2018
warrant register
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Recommended Action That the Board of Directors approves the preparation of a warrant to CR Transfer in the
amount of $203,274.10 for January 2018 recycling and disposal services to be ratified in the
February 2018 warrant register.
Not Applicable
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
Sufficient funds are available in the adopted budget to pay for the services provided.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the February 22, 2018 Board of Directors
regular meeting at District Headquarters and posted on the District’s website at www.cmsdca.gov.
Alternative Actions
Refer item back to staff with further instructions.
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.
C. 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.
To: Board of Directors
From: Marc Davis, District Treasurer
Date: February 22, 2018
Subject: Approve the Investment Report for the month of January 2018
Summary
Attached is the Investment Report for the month of January 2018. As required by the District’s Statement of Investment Policy, the
Investment Report delineates all investment activity during the month.
Recommendation
That the Board of Directors approve Investment Report for the month of January 2018.
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, 2018. The District’s investments are in compliance with the Statement of Investment Policy
adopted by the Board at the June 22, 2017 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, 2018, was 1.486%. The
yield to maturity of the portfolio was 1.491%. The District’s weighted average interest rate was 14 basis points (0.136%) above the LAIF
average monthly rate for January 2018 of 1.350%. The weighted average number of days to maturity for the District’s total portfolio
was 725 days (1.99 years). The average duration of the underlying securities in LAIF as of January 31, 2018 was 179 days.
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, 2018 was 38.96%. The
District has adequate cash reserves necessary to meet its obligations for the next six months.
A majority of the District’s cash and investments is reserved or set aside for specific purposes. A description of the various classifications
of the District’s cash and investments are as follows:
Solid Waste Fund:
Operating Reserve - Equal to 30% of the operations budget of the Solid Waste Fund per Operations Code
Section 4.030.020. The Operating Reserve can only be accessed with prior Board approval.
Designated for Revenue Dry Period - Equal to 5 months of budgeted operating expenses for the fiscal year
to cover the cash deficit during the period in which the District does not receive any of its annual charges
Subject 11. Approve Investment Report for the Month of January 2018
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Recommended Action That the Board of Directors approve Investment Report for the month of January 2018.
Goals 7.0 Finance
from the County of Orange.
Undesignated - Remaining available cash, which is currently used for rate stabilization and payment of
organics recycling costs.
Wastewater Fund:
Operating Reserve - Equal to 25% of the operations budget of the Wastewater Fund per Operations Code
Section 4.030.020. The Operating Reserve can only be accessed with prior Board approval.
Reserved for Capital Outlay - Set aside for capital improvement projects approved and budgeted by the Board, but
which have not yet been completed.
Designated for Revenue Dry Period - Equal to 5 months of budgeted operating expenses for the fiscal year to
cover the cash deficit during the period in which the District does not receive any of its annual charges
from the County of Orange.
Undesignated - Remaining available cash, which is available to be appropriated by the Board.
Facilities Revolving Fund - Collection of fixture fees which is a restricted revenue source and can only be used for new sewer
facilities.
Asset Replacement Fund - Accumulation of funds for replacement of vehicles, equipment and computers.
Asset Management Fund - Accumulation of funds in accordance with the asset management model for long-term replacement of
sewer pipes and related infrastructure.
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, 2018. Through January 31, 2018, the
portfolio has earned a weighted average interest rate of 1.464%.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the February 22, 2018 Board of Directors regular
meeting at District Headquarters (290 Paularino Avenue) and on the District’s website at www.cmsdca.gov.
Alternative Actions
Refer the matter back to staff.
File Attachments
Investment Report - January 2018.pdf (583 KB)
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.
C. 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.
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: February 22, 2018
Subject: Approve a New Agreement with CR&R Environmental Services for Door-to-Door Household Hazardous Waste
Collection Program for Senior and Disabled Residents that Includes Retroactively Paying for Services Already Rendered for
Collecting Fluorescent Light Tubes and Household Batteries at Orange Coast College and appropriate $33,000 from the Solid
Waste Fund to cover past services rendered from FY2015 to FY2017.
Summary
Recently, the District received an invoice from CR&R for Household Hazardous Waste services provided at the Orange Coast College
Recycling Center. The invoice is for the period of 2014 to 2017, staff would like to implement a new agreement with CR&R that will
retroactively cover services rendered from July 1, 2015 until June 30, 2017 as well as allow CR&R to continue to provide Door-to-Door
pickups and HHW services at OCC through June 30, 2018.
Recommendation
Subject 12. Approve a New Agreement with CR&R, Incorporated for Door-to-Door
Household Hazardous Waste Collection Program for Senior and Disabled Residents
that Includes Retroactively Paying for Services Already Rendered for Collecting
Fluorescent Light Tubes and Household Batteries at Orange Coast College and
appropriate $33,000 from the Solid Waste Fund to cover past services rendered
from FY2015 to FY2017.
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Action (Consent)
Preferred Date Feb 22, 2018
Absolute Date Feb 22, 2018
Fiscal Impact Yes
Budgeted No
Budget Source Solid Waste Fund
Recommended Action That the Board of Directors approve the new agreement with CR&R Environmental Services
to continue with collection of Household Hazardous Waste services through FY2018 as well as
appropriate $33,000 from the Solid Waste Fund to pay for the services already rendered from
FY2015 to FY2017 at the OCC Recycling Center.
Goals 2.00 Solid Waste
2.4 Develop Strategies for 75% Waste Diversion
That the Board of Directors approve the new agreement with CR&R Environmental Services to continue with collection of Household
Hazardous Waste services through FY2018 as well as appropriate $33,000 from the Solid Waste Fund to pay for the services already
rendered from FY2015 to FY2017 at the OCC Recycling Center.
Analysis
In August 2012 the District and CR&R entered into an agreement to provide Door-to-Door Household Hazardous Waste (HHW) services
for the elderly, immobile and disabled residents within our District. The contract also directed CR&R to pick-up fluorescent
light tubes and household batteries from the Orange Coast College (OCC) Recycling Center every four to six weeks. The
term of this agreement was for three years from August 21, 2012 to June 30, 2015 with two one-year extensions at the
District’s option. These extensions that would have made the contract valid through June 30, 2017 were never
exercised.
District staff notified CR&R about the discrepancy and CR&R has since submitted an invoice to the District seeking payment for HHW
services provided at OCC recycling center over a three year period of $55,713.54. Since receiving the invoice and in accordance with the
expired contract, the District has paid for services provided up until June 30, 2015 in the amount of $22,649.95.
Since the existing contract for HHW services expired in June 2015, District staff would like to implement a new agreement with CR&R
that will retroactively cover services rendered from July 1, 2015 to June 30, 2017. This new retroactive contract would allow the District to
pay the remaining balance on the invoice of $33,063.59, as well as allow CR&R to continue to provide Door-to-Door pickups and HHW
services at OCC through June 30, 2018 with a one-year extension at the District’s option.
Legal Review
District Counsel has reviewed and approved the attached agreement with CR&R, Incorporated.
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
There was $6,000 budgeted for Household Hazardous Waste in FY 2017-18. In order to pay the outstanding invoice for HHW services at
OCC Recycling Center as well as fund a new agreement to continue providing these services, staff is recommending the below budget
transfers for FY 2017 -18. In addition, $33,000 will need to be appropriated from the Solid Waste Fund to cover these expenses.
Transfer From Amount
Educational Tours $18,000
Public Info/Ed/Com Prom $10,000
Sharps Program $5,000
Pharmaceutical $7,000
Anti-Scavenging $5,000
Total FY17/18 Transfers $45,000
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the February 22, 2018 Board of Directors
Regular Board meeting at District Headquarters and posted on the District’s website at www.cmsdca.gov.
Alternative Actions
Refer item back to staff with further instructions.
File Attachments
20180215 HHW Contract.pdf (2,182 KB)
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.
E. GENERAL MANAGER'S REPORTS
To: Board of Directors
Via: Scott Carroll, General Manager
From: Kaitlin Tran, Senior Accountant
Date: February 22, 2018
Subject: Receive and File the Mid-year Budget Review of FY2017-18
Summary
This report serves as a summary of the District’s spending through December 31, 2017 as well as staff’s best estimate of projected
balances for the year-ended June 30, 2018.
Staff Recommendation
That the Board of Directors receive and file this report.
Analysis
Based on the spending trends through December 31. 2017, staff is projecting a deficit in the Solid Waste Fund and a marginal savings in
the Wastewater Fund.
As of December 31, 2017, a total of 41.3% of the Solid Waste budget for the 2017-18 fiscal year has been expended. Staff estimates the
Solid Waste Fund will be over budget by the end of the fiscal year after paying CR&R next quarter for HHW collections of fluorescent
lights and batteries since fiscal year 2014.
A total of 56.3% of the Wastewater Fund’s operating budget has been expended as of December 31, 2017. At this time, staff anticipates
a small budgetary savings of $3,200 at fiscal year-end. The Capital Outlay account is projected to be within budget.
Please see the attached report for a more detailed analysis.
Legal Review
Not applicable.
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
See attached report.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the February 22, 2018 Board of Directors regular
meeting at District Headquarters and on District website at www.cmsdca.gov.
Alternative Actions
1. Refer the matter back to staff for additional information.
Subject 1. Receive and File the Mid-year Budget Review of FY2017-18
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Action
Recommended Action That the Board of Directors receive and file this report.
Goals 7.6 Monitor the asset management program
7.0 Finance
Attachments A: FY 2017-18 Mid-Year Budget Analysis
B: Expenditure Analysis through 12/31/2017
File Attachments
A- FY2017-18 Mid Year Budget Analysis.pdf (125 KB)
B- Expenditure Analysis Through 12-31-2018.pdf (233 KB)
E. GENERAL MANAGER'S REPORTS
To: Board of Directors
From: Scott Carroll, General Manager
Date: February 22, 2018
Subject: Consider Approving General Manager's 2018 Performance Goals
Summary
Every year the Board of Directors approves performance goals for the General Manager. Attached are the proposed goals for 2018.
Recommendation
That the Board of Directors considers approving the General Manager's 2018 Performance Goals
Analysis
Attached for the Board of Directors consideration are ten performance goals for the General Manager. At the time this report was being
prepared, President Scheafer and the General Manager did not meet to discuss the attached goals. On February 20, 2018, President
Scheafer and the General Manager had their meeting and tonight President Scheafer will give an oral report regarding the proposed
goals along with modifications, if any.
Results of the goals will be presented to the Board in January 2019.
Legal Review
Not applicable.
Environmental Review
Adopting the General Manager's performance goals are an administrative matter and are not a disturbance of the environment similar to
grading or construction and therefore this item is not a project under CEQA or the District’s CEQA Guidelines.
Financial Review
Not applicable
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the February 22, 2018 Board of Directors regular
meeting at CMSD headquarters (290 Paularino Avenue) and on CMSD's website at www.cmsdca.gov.
Alternative Actions
1. Do not approve the performance goals.
2. Add or delete goals.
File Attachments
2018 Goals.pdf (68 KB)
Subject 2. Consider Approving General Manager's 2018 Performance Goals
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Action
Recommended Action That the Board of Directors considers approving the General Manager's 2018 Performance
Goals
Goals 5.0 Administrative Management
6.0 Personnel/Organizational Management
6.7 Promote high employee satisfaction
F. ENGINEER'S REPORTS
To: Board of Directors
Via: Scott Carroll, General Manager
From: Rob Hamers, District Engineer
Date: February 22, 2018
Subject: Capital Improvement Projects Status Report
Summary
Attached is a summary of the Capital Improvement Project activities during the month.
Staff Recommendation
That the Board of Directors receive and file the report.
Legal Review
Not Applicable.
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
Sufficient funds are available in the adopted budget.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the February 22, 2018 Board of Directors
Regular meeting at District Headquarters and posted on the District’s website www.cmsdca.gov
Alternative Actions
Refer item back to staff with further instructions.
File Attachments
CIP Updates Feb 2018.pdf (41 KB)
Subject 1. Receive and File Monthly Capital Improvement Projects Status Report
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Receive and File
Goals 1.0 Sewer Infrastructure
1.1 Manhole Cover Maintenance Program
1.4 System Wide Sewer Replacement and Repair Program
1.6 Evaluate Force Main Conditions on a Regular Basis
4.7 Demonstrate outstanding efforts in transparency
7.2 Develop a long term CIP
F. ENGINEER'S REPORTS
To: Board of Directors
Via: Scott Carroll, General Manager
From: Robin Hamers, District Engineer
Date: February 22, 2018
Subject: Receive and File District Engineer's Conflicts of Interest for 410 E. 17th Street, 1714 Tustin Avenue, and 925 W. 18th
Street in Costa Mesa
Summary
Please be advised that I have been retained to do private engineering work for the properties at 410 E. 17th Street, 1714 Tustin Avenue,
and 925 W. 18th Street in Costa Mesa. I have reason to believe that these projects or the persons involved in these projects may have
the need for District engineering approvals in the future. I have been retained by Denise Johnston and Dan Gribble, Boatswains Locker,
and will be reporting these relationships as a source of income on my FPPC Statement of Economic Interests Form 700 next year.
Recommendation
That the Board of Directors receive and file the report.
Analysis
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.
Legal Review
The attorney for the District prepared the conflict of interest form and created the procedure to avoid conflict.
Environmental Review
Subject 2. Receive and File District Engineer's Conflicts of Interest for 410 E. 17th Street,
1714 Tustin Avenue, and 925 W. 18th Street in Costa Mesa
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Action, Receive and File
Recommended Action That the Board of Directors receive and file the report.
Goals 1.0 Sewer Infrastructure
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
Staff will route the appropriate plans to the Alternate Engineer and Inspector for approval.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the February 22, 2018 Board of Directors regular
meeting at District Headquarters and on District website at www.cmsdca.gov.
Alternative Actions
1. Refer the matter back to staff for additional information.
File Attachments
410 E. 17th _1714 Tustin Ave. Conflict of Interest 01-29-18 .pdf (24 KB)
925 W. 18th St cmsd District Engineer Declaration of Conflict_of Interest 02-02-18.pdf (24 KB)
F. ENGINEER'S REPORTS
To: Board of Directors
Via: Scott Carroll, General Manager
From: Rob Hamers, District Engineer
Date: February 22, 2018
Subject: #317 President Pump Station; Accept Improvements, File Notice of Completion, Exonerate Bonds
Summary
Construction of the improvements was completed on February 13, 2018, therefore, it is appropriate for the District to accept the
improvements and file a notice of completion. The project is part of the force main replacement and rehabilitation program and the project
became necessary when the west side pumping station abandonment program was canceled.
Recommendation
The Board of Directors approves the following action:
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 35 days after Notice of Completion is recorded and exonerate Faithful Performance Bond one
year after Notice of Completion is recorded.
Analysis
Force mains carry high flows under pressure and a fracture or break normally results in a large sewer spill. A proactive force main
rehabilitation program is an essential element in a comprehensive sewer system management program. The existing force main was
constructed in 1953 making it 64 years old, which is the approximate life expectancy of a cast iron force main.
District staff utilized a no-dig technology, horizontal directional drilling (HDD), to install the force main. The use of HDD minimized
disturbance of the street surface and allowed the project to be completed in a shorter timeframe and for less cost. HDD was also used to
install the Harbor Force Main and the Victoria Force Main.
Legal Review
District Counsel prepared and signed the construction contract for the project.
Environmental Review
The replacement of a force main with a new force main of the same size for the same rate of flow as shown on the plans for Project #317
is categorically exempt under the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.) under
Section 15302 as a “Class 2” project as stated under 15302(c) “Replacement or reconstruction of existing utility systems and/or
facilities involving negligible or no expansion of capacity“.
Financial Review
Subject 3. #317 President Pump Station; Acceptance of Improvements, File Notice of
Completion, Exonerate Bonds
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Action
Recommended Action The Board of Directors approves the following action:
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 35 days after Notice of Completion is recorded and
exonerate Faithful Performance Bond one year after Notice of Completion is recorded.
Goals 1.4 System Wide Sewer Replacement and Repair Program
1.0 Sewer Infrastructure
The approved amended budget for this project is $1,316,200. The project came in under budget with a total construction cost of
$673,530. There were three change orders totaling $40,540.37.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the February 22, 2018 Board of Directors regular
meeting at District Headquarters and on District’s website.
Alternative Actions
Refer the matter back to staff for additional information.
File Attachments
CMSD #317 Notice of Completion 021318.docx (16 KB)
I. 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.
Subject 1. Orange County Sanitation District (OCSD) - (Vice President Ferryman)
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Information
I. 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.
Subject 2. Santa Ana River Flood Protection Agency (SARFPA) - (Director Perry)
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Information
I. 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.
Subject 3. Independent Special Districts of Orange County (ISDOC) - (President Scheafer)
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Information
I. 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.
Subject 4. California Special Districts Association (CSDA) - (Secretary Schafer)
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Information
I. 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.
Subject 5. Special District Risk Management Authority (SDRMA) - (President Scheafer)
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Information
I. 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.
Subject 6. Other Meetings Qualifying for Reimbursement under CMSD Ordinance No. 55,
Operations Code Section 3.01.030
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Information
L. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
Subject 1. Oral Communications and Director Comments
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Discussion
M. ADJOURN TO CLOSED SESSION
Conference with Legal Counsel - Existing Litigation Government Code §54956.9(d)(1)
1. The Costa Mesa Sanitary District v. Mesa Water District; OCSC No. 30-2017-00923819-CU-PT-CJC
Subject 1. Conference with Legal Counsel - Existing Litigation Government Code
§54956.9(d)(1) -- 1. The Costa Mesa Sanitary District v. Mesa Water District; OCSC
No. 30-2017-00923819-CU-PT-CJC
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type
O. CLOSING ITEMS
THE NEXT REGULAR MEETING OF COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS WILL BE HELD ON MARCH
22, 2018 IN THE DISTRICT'S BOARD ROOM, 290 PAULARINO AVENUE, COSTA MESA.
Subject 1. Adjourn
Meeting Feb 22, 2018 - Board of Directors Regular Meeting
Access Public
Type Procedural