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2018-10-25_boardThursday, October 25, 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 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 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 2. Approve the Board of Directors Study Session Minutes of September 11, 2018 3. Approve the Board of Directors Regular Meeting Minutes of September 20, 2018 4. Approve the Directors' Compensation and Reimbursement of Expenses 5. Adopt Warrant Resolution No. CMSD 2019-4 Approving District Warrant Registers 6. Approve Payroll Transparency Disclosure for September 2018 7. Approve the preparation of a warrant to CR Transfer in the amount of $187,475.44 for September 2018 recycling and disposal services in the October 2018 warrant register 8. Accept the occupancy count as presented as 22,673 and direct staff to prepare a warrant to CR&R Environmental Services for $222,091.10 for September 2018 collection 9. Receive and File Annual Report of Expenses- Fiscal Year 2017-18 D. GENERAL MANAGER'S REPORTS 1. Receive and File 2015-20 Strategic Plan Quarterly Update - 1st Quarter 2. Receive and File the First Quarter Budget Review for FY 2018-19 3. CMSD 75th Anniversary - Consider Creating an Ad Hoc Committee on How to Celebrate CMSD's 75th Anniversary 4. Award Jesse Blakely, Wastewater Maintenance Worker II, $100 for suggesting improved methods and procedures for maintaining the wastewater system 5. Consider Adopting Ordinance No. 121 - Amending Chapter 6.07 of the Operations Code Pertaining to Grease Control 6. Consider Contribution Program Application for Concerts in the Park E. ENGINEER'S REPORTS 1. Receive and File the Monthly Capital Improvement Projects Status Report 2. Declaration of Conflict of Interest - 1626 Ohms Way, Costa Mesa 3. #318 President Pump Station Reconstruction - Bid Opening and Rejection of Bids - Discussion on Options Moving Forward - Review of 3 Designs F. TREASURER'S REPORTS G. ATTORNEY'S REPORTS H. 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 I. CLOSING ITEMS 1. Oral Communications and Director Comments 2. Adjourn Thursday, October 25, 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 Oct 25, 2018 - Board of Directors Regular Meeting Access Public Type Procedural A. OPENING ITEMS Subject 2. Pledge of Allegiance - President Scheafer Meeting Oct 25, 2018 - Board of Directors Regular Meeting Access Public Type Procedural A. OPENING ITEMS Subject 3. Invocation - Vice President Ferryman Meeting Oct 25, 2018 - Board of Directors Regular Meeting Access Public Type Procedural A. OPENING ITEMS Michael Scheafer, President James Ferryman, Vice President Arlene Schafer, Secretary Robert Ooten, Assistant Secretary Arthur Perry, Director 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 Oct 25, 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 Oct 25, 2018 - Board of Directors Regular Meeting Access Public Type Procedural A. OPENING ITEMS Subject 6. Ceremonial Matters and Presentations Meeting Oct 25, 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 Oct 25, 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 Oct 25, 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: October 25, 2018 Subject: Approve the Board of Directors Study Session Minutes of September 11, 2018 Summary The recorded minutes of the September 11, 2018 Board of Directors Study Session 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 on September 11, 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 October 25, 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 Subject 2. Approve the Board of Directors Study Session Minutes of September 11, 2018 Meeting Oct 25, 2018 - Board of Directors Regular Meeting Access Public Type Action (Consent), Minutes Recommended Action That the Board of Directors approve the meeting minutes as presented. Minutes View Minutes for Sep 11, 2018 - Board of Directors Study Session minutes_2018_9_11_ss.pdf (68 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: Gina Terraneo, Management Analyst II Date: October 25, 2018 Subject: Approve the Board of Directors Regular Meeting Minutes of September 20, 2018 Summary The recorded minutes of the September 20, 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 September 20, 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 October 25, 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 Subject 3. Approve the Board of Directors Regular Meeting Minutes of September 20, 2018 Meeting Oct 25, 2018 - Board of Directors Regular Meeting Access Public Type Action (Consent), Minutes Recommended Action That the Board of Directors approve the meeting minutes as presented. Minutes View Minutes for Sep 20, 2018 - Board of Directors Regular Meeting minutes_2018_9_20_rm.pdf (70 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: Noelani Middenway, District Clerk Date: October 25, 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 October 25, 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_director_compensation.pdf (238 KB) b_director_expense_reimbursement.pdf (355 KB) Subject 4. Approve the Directors' Compensation and Reimbursement of Expenses Meeting Oct 25, 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. 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 Oct 2019 Mtg.pdf (428 KB) Subject 5. Adopt Warrant Resolution No. CMSD 2019-4 Approving District Warrant Registers Meeting Oct 25, 2018 - Board of Directors Regular Meeting Access Public Type Action (Consent) Recommended Action That the Board of Directors adopt Warrant Resolution No. CMSD 2019-4 approving District warrants for the month of September 2018 in the amount of $879,100.87. 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 From: Kaitlin Tran, Senior Accountant Date: October 25, 2018 Subject: Payroll Transparency Disclosure for September 2018 Summary Attached is the Payroll General Ledger Distribution Report summarizing each payroll during the month. 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 October 25, 2018 Board of Directors Regular meeting at District Headquarters and posted on the District’s website www.cmsdca.gov Alternative Actions Subject 6. Approve Payroll Transparency Disclosure for September 2018 Meeting Oct 25, 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 Refer item back to staff with further instructions. File Attachments Payroll Transparency Disclosure Sept 2018 .pdf (153 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: October 25, 2018 Subject: Approve the preparation of a warrant to CR Transfer in the amount of $187,475.45 for September 2018 recycling and disposal services in the October 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 $187,475.45 for September 2018 recycling and disposal services to be ratified in the October 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 $45.41, but CMSD will be paying what is reflected on the invoice. Costa Mesa Newport Beach Total Residential Waste $127,260.30 $3,850.46 $131,110.76 Organics $53,714.90 $2,649.79 $56,364.69 Total Payment $187,475.44 Tonnage Residential Waste 2449.26 74.11 2523.37 Organics 751.49 37.06 788.55 Total Tonnage 3311.92 Subject 7. Approve the preparation of a warrant to CR Transfer in the amount of $187,475.44 for September 2018 recycling and disposal services in the October 2018 warrant register Meeting Oct 25, 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 $187,475.44 for September 2018 recycling and disposal services to be ratified in the October 2018 warrant register. Goals 2.00 Solid Waste 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 with the complete agenda packet for the October 25, 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: October 25, 2018 Subject: Accept the occupancy count as presented as 22,673 and direct staff to prepare a warrant to CR&R Environmental Services for $222,091.10 for September 2018 collection Summary Accept the occupancy count as presented using 22,673 as the correct number of active units and direct staff to prepare a warrant to CR&R Environmental Services for September 2018 collection based on this occupancy report so long as the contractor fulfills the obligations of the agreement in the amount of $222,091.10 to be ratified in the October 2018 warrant list. Recommendation That the Board of Directors accept the occupancy count as presented using 22,673 as the correct number of active units and direct staff to prepare a warrant to CR&R Environmental Services for September 2018 collection based on this occupancy report so long as the contractor fulfills the obligations of the agreement in the amount of $222,091.10 to be ratified in the October 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 September 30, 2018, total District occupancy was at 22,673, District staff will continue to track the number of new service addresses, eighteen (18) accounts have been added since the last billing period. The payment calculation is based on the following: District's Current Rate for September of 2018: 22,673 x $9.7954 = $222,091.10 Subject 8. Accept the occupancy count as presented as 22,673 and direct staff to prepare a warrant to CR&R Environmental Services for $222,091.10 for September 2018 collection Meeting Oct 25, 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 22,673 as the correct number of active units and direct staff to prepare a warrant to CR&R Environmental Services for September 2018 collection based on this occupancy report so long as the contractor fulfills the obligations of the agreement in the amount of $222,091.10 to be ratified in the October 2018 warrant list. Goals 2.00 Solid Waste 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 October 25, 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 2018-09-G CMSD Occupancy Report.pdf (15 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. Summary California Government Code requires special districts to disclose, at least annually, any reimbursement paid by the District of at least $100 for each individual charge for services or products received by a Board Member or Staff. The Annual Report of Expenses for Fiscal Year 2017-18 is provided as Attachment A of this report. Recommendation That the Board of Directors receive and file the Annual Report of Expenses for the Fiscal Year 2017-18. Analysis Section 53065.5 of the California Government Code states that “Each special district, as defined by subdivision (a) of Section 56036, shall, at least annually, disclose any reimbursement paid by the district within the immediately preceding fiscal year of at least one hundred dollars ($100) for each individual charge for services or product received. "Individual charge" includes, but is not limited to, one meal, lodging for one day, transportation, or a registration fee paid to any employee or member of the governing body of the district. The disclosure requirement shall be fulfilled by including the reimbursement information in a document published or printed at least annually by a date determined by that district and shall be made available for public inspection.” Attached is the Annual Report of Expense for the Fiscal Year 2017-18. 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 It is the policy of the District to encourage and promote training and educational opportunities for all District employees so that the services they render to the District may be made more effective. Attendance at educational seminars, conferences and meetings by Board Members and/or Staff are also encouraged to monitor new legal requirements and technological advancements in the solid and liquid waste industries. The reimbursement of approved training, travel and other work related expenses are dictated by the CMSD Employee Handbook, Policy 2.4 and the Operations Code, Section 3.01.090; Conferences, Travel and Expenses. The $12,409.19 of reimbursements reported on Attachment A have met the requirements outlined above. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the October 25, 2018 regular Board of Directors meeting at District Headquarters and on District’s website www.cmsdca.gov Alternative Actions Refer the matter back to staff. Subject 9. Receive and File Annual Report of Expenses- Fiscal Year 2017-18 Meeting Oct 25, 2018 - Board of Directors Regular Meeting Access Public Type Action (Consent) Recommended Action That the Board of Directors receive and file the Annual Report of Expenses for the Fiscal Year 2017-18. Goals 7.0 Finance File Attachments Annual Report of Expenses FY17-18 Attachmnt A.pdf (180 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. D. GENERAL MANAGER'S REPORTS To: Board of Directors From: Scott Carroll, General Manager Date: October 25, 2018 Subject: Receive and File 2015-20 Strategic Plan Quarterly Update - 1st Quarter Summary On May 28, 2015, the Board of Directors adopted the 2015-2020 Strategic Plan, which is a plan that establishes goals, objectives, strategies and work plans for the next five years and will help move the organization in a direction toward achieving its mission and vision. Attached is the quarterly update that demonstrates the progress staff is making toward achieving the strategic goals. File Attachments Qtly Progress Rpt 2018-19 - 1st Qtr.pdf (301 KB) Subject 1. Receive and File 2015-20 Strategic Plan Quarterly Update - 1st Quarter Meeting Oct 25, 2018 - Board of Directors Regular Meeting Access Public Type Action Fiscal Impact No Recommended Action That the Board of Directors receive and file this report. Goals 1.0 Sewer Infrastructure 2.00 Solid Waste 3.00 Partnerships 4.0 Community Outreach & Communications 5.0 Administrative Management 6.0 Personnel/Organizational Management 7.0 Finance D. GENERAL MANAGER'S REPORTS Summary This report serves as a summary of the District’s spending through September 30, 2018 as well as staff’s best estimate of projected balances for the year-ended June 30, 2019. Recommendation That the Board of Directors receive and file this report Analysis Based on the limited spending trends through September 30, 2018, staff is projecting to be on target in both the Solid Waste and Wastewater Funds. Please note, however, that projections with only three months or less of activity as the basis should not be relied upon. At this time of the year staff typically anticipates appropriations to be on budget at year-end. As the year progresses, these projections will become more precise. As of September 30, 2018, a total of 17.4% of the Solid Waste budget and a total of 24.3% of the Wastewater Fund’s operating budget for the 2018-19 fiscal year has been expended. Currently, the District is recruiting for two vacant Wastewater Maintenance Worker I positions. The Solar Panels project is expected to be completed by the second quarter. Special Programs and Operations and Maintenance are on track for the quarter; therefore, staff anticipates no budgetary savings at fiscal year-end. 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 October 25, 2018 Board of Directors regular meeting at District Headquarters and on District website. Alternative Actions 1. Refer the matter back to staff for additional information. File Attachments A-FY2018-19 First Quarter Budget Analysis .pdf (176 KB) B-Expenditure Analysis Through 09-30-2018.pdf (31 KB) Subject 2. Receive and File the First Quarter Budget Review for FY 2018-19 Meeting Oct 25, 2018 - Board of Directors Regular Meeting Access Public Type Action Recommended Action The Board of Directors receive and file this report. Goals 7.0 Finance D. GENERAL MANAGER'S REPORTS To: Board of Directors From: Scott Carroll, General Manager Date: October 25, 2018 Subject: CMSD 75th Anniversary - Consider Creating an Ad Hoc Committee on How to Celebrate CMSD's 75th Anniversary Summary 2019 will be the Costa Mesa Sanitary District's 75th Anniversary. CMSD Strategic Goal 4.5 requires the approval of an ad hoc committee that consists of Board members and staff to plan year-long activities for recognizing the District's 75th Anniversary. Recommendation That the Board of Directors direct consider creating an Ad Hoc Committee on how to celebrate CMSD's 75th Anniversary Analysis Strategic Goal No. 4.5 states the following: "2019 will be the District’s 75th Anniversary since incorporation in 1944. Planning for an anniversary requires the influx of interesting ideas from all District employees, Board of Directors and the public as it leads to positive engagements and better participation from everyone in the District. Besides the idea of enjoying and celebrating our success, the anniversary is indirectly an excellent way to demonstrate the District’s achievements to residents. A promotional campaign during an anniversary is always a sure recipe for recognition and success." On September 26, 2013, the Board of Directors established a temporary ad hoc committee to plan activities for celebrating CMSD's 70th Anniversary. The Board appointed Director Perry and President Scheafer to serve on the 70th Anniversary Ad Hoc Committee. The Board could reappoint Director Perry and President Scheafer to serve on the 75th Anniversary Ad Hoc Committee or the Board can appoint two different Board members. The Board could also consider having the Citizens Advisory Committee appoint two members to be part of the ad hoc committee. The committee will determine how often to meet and will bring back their recommendations to the Board for your approval consideration. On October 9, 2018 the Board of Directors directed staff to bring this item back to tonight's meeting for approval consideration. On October 10, 2018, the Citizens Advisory Committee appointed Chairman Mike Carey and Vice Chairman Al Graham Jr. to serve on the ad hoc committee and they appointed Andrew Nielson as the CAC alternate to the ad hoc committee Legal Review After reviewing some case law, District Counsel believes the 75th Anniversary Ad Hoc Committee would be subject to the Brown Act. Subject 3. CMSD 75th Anniversary - Consider Creating an Ad Hoc Committee on How to Celebrate CMSD's 75th Anniversary Meeting Oct 25, 2018 - Board of Directors Regular Meeting Access Public Type Action Fiscal Impact Yes Dollar Amount $10,000.00 Budgeted Yes Budget Source Wastewater and Solid Waste Fund - Information/Education/Community Promotion Recommended Action That the Board of Directors direct consider creating an Ad Hoc Committee on how to celebrate CMSD's 75th Anniversary Goals 4.0 Community Outreach & Communications 4.5 Celebrate the District’s 75th Anniversary Environmental Review Determining whether an ad-hoc committee should be formed to celebrate the District's 75th year is an administrative matter that will not result in direct or indirect physical changes in the environment and is not considered a "project". Financial Review There is $97,800 budgeted for public information/Education/Community Promotion in the FY 2018-19 Budget. However, there is no specific line item budget for celebrating the 75th Anniversary. CMSD spent $7,771 for the 70th Anniversary celebration activities, so staff anticipates a budget of $10,000 for this endeavor is appropriate. Funding could be absorbed in the budget, but staff may return at a later date to request additional appropriation for public information, education and/or community promotion. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the October 25, 2018 Board of Directors regular meeting at District Headquarters and on District website at www.cmsdca.gov Alternative Actions 1. Create an ad hoc committee that consist of one Board member, one CAC member and staff. 2. Do not create an ad hoc committee to celebrate the District's 75th Anniversary 3. Direct staff to report back with more information D. GENERAL MANAGER'S REPORTS To: Board of Directors From: Scott Carroll, General Manager Date: October 25, 2018 Subject: Award Jesse Blakely, Wastewater Maintenance Worker II, $100 for suggesting improved methods and procedures for maintaining the wastewater system Summary The Rewarding Ideas Program is designed to encourage employees to generate ideas for organizational improvements and provide a system to answering and recognizing adopted ideas. Jesse Blakely, Wastewater Maintenance Worker II, submitted a suggestion that will improve staff methods and procedures for maintaining the wastewater system. Recommendation That the Board of Directors approve awarding Jesse Blakely, Wastewater Maintenance Worker II, $100 for suggesting improved methods and procedures for maintaining the wastewater system. Analysis In each wastewater vehicle is a wireless tablet that enables staff to download work orders, GIS maps, emails, videos, etc. while in the field. With the tablets and access to CMSD’s Cityworks asset management system, powered by Esri’s ArcGIS, all the information needed by staff is at their fingertips. The crew cleans over 100 miles of pipeline a year, so access to CMSD’s asset management system gives them important information. However, accessing some of the information requires several steps, which can diminish the time available to clean the system. Jesse Blakely suggestion is to streamline the steps needed to access data. Staff member Blakely is suggesting last year data be available in the current cleaning year work order so that operators can quickly identify issues (e.g. offset, roots, debris, grease, etc.). In addition, the CCTV video will be available for display on the current work order as well. Staff member Blakely suggested time saving methods and procedures for accessing data can be spent on cleaning the wastewater system. EEC Environmental, the consultant responsible for maintaining CMSD's Cityworks asset management system, can implement staff member Blakely suggestion at no additional cost to CMSD. Legal Review Not applicable Environmental Review The consideration of monetary rewards for employees for improving safety conditions is an administrative matter and is not a disturbance of the environment similar to grading or construction and is not a project under CEQA or the District's CEQA Guidelines. Financial Review Subject 4. Award Jesse Blakely, Wastewater Maintenance Worker II, $100 for suggesting improved methods and procedures for maintaining the wastewater system Meeting Oct 25, 2018 - Board of Directors Regular Meeting Access Public Type Action Fiscal Impact Yes Dollar Amount $100.00 Recommended Action That the Board of Directors approve awarding Jesse Blakely, Wastewater Maintenance Worker II, $100 for suggesting improved methods and procedures for maintaining the wastewater system. Goals 1.0 Sewer Infrastructure 6.0 Personnel/Organizational Management 6.7 Promote high employee satisfaction There is sufficient money in the budget to award Jesse Blakely $100 for her idea. Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for the October 25, 2018 Board of Directors regular meeting at District Headquarters (290 Paularino Avenue) and posted on the District's website at www.cmsdca.gov. Alternative Actions 1. Do not approve this suggestion made by Jesse Blakely File Attachments Rewarding Ideas - Blakely.pdf (1,494 KB) D. GENERAL MANAGER'S REPORTS To: Board of Directors From: Scott Carroll, General Manager Date: October 25, 2018 Subject: Consider Adopting Ordinance No. 121 - Amending Chapter 6.07 of the Operations Code Pertaining to Grease Control Summary On September 11 and September 20, the Board of Directors received and discussed a memorandum from the District's Fats Oil Grease (FOG) control consultant, EEC Environmental, about improvements to the FOG Control Program. The Board of Directors approved the recommended revisions and directed staff to report back with amended FOG Program Manual, FOG Polices and FOG Control Ordinance for final approval. Tonight, the Board will consider adopting Ordinance No. 121, amending Chapter 6.07 of the Operations Code pertaining to grease control. Recommendation That the Board of Directors adopt Ordinance No. 121 amending Chapter 6.07 of the Operations Code pertaining to Grease Control. Analysis Attached is a copy of Ordinance No. 121 that identifies the recommended amendments (e.g. strike through and added texts). The amendments include adding the definition for "Grease Removal Devices" and adding new sections to the code for operations and maintenance requirements, inspection and sampling conditions and enforcement. In addition, existing sections were amended including Section 6.07.020(e) and (g), 6.07.040, 6.07.90, 6.07.120, 6.07.130 and 6.07.140 to further enhance the District's FOG Control Program. If the the Board adopts Ordinance No. 121 tonight, the amended code will go into effect 30 days after adoption. Staff will bring back to the Board the recommended amendments to the FOG Control Manual on November 29, 2018 and staff will update the District's Sewer System Management Plan (SSMP), which can be done internally without Board approval. Legal Review District Counsel has reviewed and approved Ordinance No. 121 Environmental Review Adoption of the ordinance will result in better management of fats, oils, and grease and lead to a reduction in negative impacts to the District's sewer system. Financial Review There are no fiscal impacts to the District for adopting Ordinance No. 121 Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for the October 25, 2018 Board of Directors regular meeting at District Headquarters (290 Paularino Avenue) and posted on the District's website at www.cmsdca.gov. Alternative Actions 1. Do not adopt Ordinance No. 121 and direct staff to report back with more information. Subject 5. Consider Adopting Ordinance No. 121 - Amending Chapter 6.07 of the Operations Code Pertaining to Grease Control Meeting Oct 25, 2018 - Board of Directors Regular Meeting Access Public Type Action Fiscal Impact No Recommended Action That the Board of Directors adopt Ordinance No. 121 amending Chapter 6.07 of the Operations Code pertaining to Grease Control Goals 1.0 Sewer Infrastructure 1.8 Fats, Oil & Grease (FOG) Program File Attachments Ordinance No. 121.pdf (117 KB) D. GENERAL MANAGER'S REPORTS To: Board of Directors Via: Scott Carroll, General Manager From: Gina Terraneo, Management Analyst II Date: October 25, 2018 Subject: Consider Contribution Program Application for Concerts in the Park Summary On September 14, 2018, District staff received a retroactive Contribution Program Eligibility Application from the Costa Mesa Foundation for the 2018 Concerts in the Park event series, which took place on July 10, 17, 24, and 31 of 2018. During past years, the application was submitted to District staff prior to the event. As the result of an oversight by District staff and the Costa Mesa Foundation, the application was not received and therefore was not presented to the Board of Directors prior to the event. Although the sponsorship was not approved prior to the event series, the District received the benefits associated with a Gold Level sponsorship of $2,500. Therefore, District staff is now presenting the retroactive application for the Board of Directors' consideration. Analysis According to the procedures implemented on July 31, 2013, the Board of Directors must do the following in order to determine if a contribution should be made: Establish the purpose the District is trying to serve by contributing. This purpose must be established as one of the District’s statutory powers or a power that would be incidental to those purposes. For example, District purposes include properly treating sewage, preventing SSOs, and recycling. Describe how the contribution will advance the District's purpose. In regards to these criteria, the sponsorship will have served the purpose of increasing District visibility by providing a community booth where District staff promoted recycling and source separation. At each concert in the series, District staff hosted a recycling game at its community booth, through which attendees tested their knowledge of landfill, recyclable, organic, and hazardous waste types. Through this game, District staff promoted its Organics Recycling Program, Door-to-Door Household Hazardous Waste Collection, and the Citizens Environmental Protection Academy. Additionally, the Costa Mesa Foundation made recycling containers available throughout the event area and made announcements to encourage recycling. As stated on the sponsorship flyer, the District received the following benefits associated with the Gold Level sponsorship: CMSD logo & a link to CMSD's website on all materials, advertisements, and the Costa Mesa Foundation's website CMSD logo in the "sponsor section" of the Concerts in the Park program CMSD logo on concert stage banners CMSD recognition by the MC at all concerts Subject 6. Consider Contribution Program Application for Concerts in the Park Meeting Oct 25, 2018 - Board of Directors Regular Meeting Access Public Type Action Preferred Date Oct 25, 2018 Absolute Date Oct 25, 2018 Fiscal Impact Yes Dollar Amount $2,500.00 Budgeted Yes Recommended Action That the Board of Directors approve the Costa Mesa Foundation's contribution application requesting a retroactive $2,500 sponsorship for the 2018 Concerts in the Park event series. Goals 3.5 Participate in community groups and civic organization activities 4.0 Community Outreach & Communications 10x10 community booth at all concerts, including a table and chairs & tent storage 2 preferred parking passes per concert The District sponsored Concerts in the Park at the Gold Level ($2,500) in 2014, 2015, 2016, and 2017. Recommendation That the Board of Directors approve the Costa Mesa Foundation's contribution application requesting a retroactive $2,500 sponsorship for the 2018 Concerts in the Park event series. Legal Review Not applicable. Environmental Review The consideration of a monetary contribution to a non-profit organization to be used as a vehicle for promoting the District is an administrative matter and is not a disturbance of the environment, similar to grading or construction, and is not a project under CEQA or the District’s CEQA Guidelines. Financial Review Currently, there are sufficient funds available in the FY 2018-19 Public Information/Education/Community Promotions Sponsorships account for this $2,500 contribution. A total of $8,000 is budgeted for sponsorships during FY 2018-2019 and the District has a total of $5,881.29 remaining. Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for the October 25, 2018 Board of Directors Regular Meeting at District Headquarters and posted on the District’s website. Alternative Actions 1. Do not approve the contribution of $2,500. 2. Approve an alternative contribution amount. File Attachments Contribution Application - Concerts In the Park 2018.pdf (269 KB) Sponsor Information Sheet & Invoice - 3 GOLD.pdf (38 KB) Concerts In the Park 2018 - Photos.pdf (15,985 KB) E. ENGINEER'S REPORTS To: Board of Directors Via: Scott Carroll, General Manager From: Rob Hamers, District Engineer Date: October 25, 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 October 25, 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 Monthly Status Report - October 2018.pdf (111 KB) Subject 1. Receive and File the Monthly Capital Improvement Projects Status Report Meeting Oct 25, 2018 - Board of Directors Regular Meeting Access Public Type Receive and File Goals 7.2 Develop a long term CIP 4.7 Demonstrate outstanding efforts in transparency 1.6 Evaluate Force Main Conditions on a Regular Basis 1.4 System Wide Sewer Replacement and Repair Program 1.1 Manhole Cover Maintenance Program 1.0 Sewer Infrastructure E. ENGINEER'S REPORTS To: General Manager, Alternate District Engineer From: District Engineer Re: Declaration of Conflict of Interest, Recusal and Referral to Alternate District Engineer: 1626 Ohms Way, Costa Mesa – Converting three existing industrial units into industrial condominiums. Please be advised that I have been retained to do private engineering work for the property at 1626 Ohms Way, Costa Mesa, which is owned by Kim D. Harding. I have reason to believe that this project or those persons involved in that project may have the need for District engineering approvals in the future. I have been retained by Kim D. Harding 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 Subject 2. Declaration of Conflict of Interest - 1626 Ohms Way, Costa Mesa Meeting Oct 25, 2018 - Board of Directors Regular Meeting Access Public Type E. ENGINEER'S REPORTS To: Board of Directors From: Rob Hamers, District Engineer Date: October 25, 2018 Subject: #318 President Pump Station Reconstruction Bid Opening and Rejection of Bids Discussion on Options Moving Forward Review of 3 Designs Summary The project was initiated after the west side pumping station abandonment program was canceled and will reconstruct the President Pump Station to bring it into conformance with today’s District standards. The existing wet well-dry well pump station would be replaced by a typical submersible pump station, and in addition to the regular features of such a station, a large emergency storage vault would be added along with a permanently mounted emergency diesel generator. However, the bids came in significantly above the engineer’s estimate to the point that a re-design of the new station might be advantageous to lower the cost closer to the project budget. The current engineer’s estimate is $1.45 million while the low bid was $1.95 million. Reasons for the high bids are included in the analysis section below. For an additional engineering design fee of $48,350 the District can save approximately $800,000 in construction costs. Recommendation The Board of Directors: 1. Reject all bids based on the high cost of the low bid and the lack of funds in the budget. 2A. Direct the General Manager to work with Finance to obtain additional funding in the amount of $802,000 to re-bid the project with the current plans and specifications. Please refer to the attached Alternative 01 (the current design) for the site plan. The expected low bid is $2.2 million and an additional 10% is reserved for construction contingencies and an additional 10% is reserved for contract administration and inspection. or 2B. Direct the General Manager and District Engineer to re-design the proposed pump station improvements to achieve a construction cost in line with the original engineer’s estimate of $1.45 million. Under this option, no additional funding is needed. The site plan for this option is shown in attached Alternative 02. or 2C. Direct the General Manager and District Engineer to revise the Alternative 01 plans to reduce cost by relocating the emergency storage vault so the incoming sewer main does not need relocation. The depth of the station will be reduced to less than 20 feet deep. The resulting design is shown in the attached Alternative 03 and the construction cost is probably close to $2 million. Analysis Bids were opened on August 29, 2018 and the results were as follows: Engineer’s Estimate $1,445,700 GCI Construction, Inc. $1,947,089 Subject 3. #318 President Pump Station Reconstruction - Bid Opening and Rejection of Bids - Discussion on Options Moving Forward - Review of 3 Designs Meeting Oct 25, 2018 - Board of Directors Regular Meeting Access Public Type Action, Discussion Pyramid Builders, Inc. $2,352,005 Pacific Hydrotech, Inc. $2,727,200 Reasons for the high bids: · Restricted Work Area. The proposed depth of the station is 23 feet, which is not deep for a District pump station, but the allowable work area is small and cramped and a number of underground structures are proposed. The station is located in an easement on private property located at 2043 President Place. The cramped environment will cause the contractor to construct one structure after another, instead of constructing in multiple areas. · Shoring Required. Extensive shoring is necessary to support the trench walls while underground construction is occurring. · Proximity of Overhead Edison and Telephone Lines. There are a number of power poles in and around the work area and the required separation between the wires and a crane is 10 feet. Extensive coordination with Edison is required and Edison will be upgrading their facilities as part of the pump station project. There will probably be a cost to the District for the Edison work, but it is unknown at this time. · Length of Contract. With such limited work area, the structures will be built one at a time causing the minimum project work time to be 120 working days (5 ½ months). The 120 days does not include the time for preparing or reviewing submittals (shop drawings). There will be at least 50 submittals. · Restricted Access. Access to the station is through a 15’ wide easement that includes a sharp turn. A possible second access is through the City of Costa Mesa Canyon Park, however, the city tries to limit traffic through the park due to possible environmental damage. · Depth of the Proposed Station. Although the proposed pump station is only 23’ deep, raising the station to less than 20’ will greatly assist the bidders as the threshold between minor and major shoring and construction for a few contractors is 20’. The strategy to achieve a construction cost of $1.45 million starts with reusing the existing concrete pump station. As-built plans for the station are missing from the District’s records, which caused the initial hesitation in reusing the structure. Without knowing the thickness of the concrete walls or the amount of reinforcing steel bars cast into the walls, ceiling, and floors, it is difficult to justify reusing the structure. However, every structure built by the District has been well designed for strength and longevity. As-built plans of the District pump stations built in the years beginning in 1953 show strong walls and layers of steel bars. It might also be possible to xay the walls to obtain structural information or perform some destructive testing. To insure stability of the existing structure, the design phase will include adding structural members such as concrete beams, columns, supports, and connections. In keeping with the goal of reducing the construction cost to $1.45 million, it is also proposed to consider using the Flygt pre-fabricated polyurethane 10 foot diamerter pump station wet-well instead of constructing a new concrete wet-well. Although the polyurethane station is designed for this type of application, it is not as strong as a concrete wet well. A pre-fabricated valve vault will also be considered. The location of the existing structure is not ideal for the very best layout, but it can be used without too much difficulty. A third option is also presented and reflects Alternative 01 but with a few revisions that would lower the construction cost to approximately $2 million. The site plan for this option is shown in attached Alternative 03. Legal Review District Counsel will insure the rejection of bids is properly accomplished. Environmental Review The replacement of an existing pump station with a similar pump station of the same size for the same rate of flow as shown on the plans for Project #318 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 There are adequate funds available in the existing budget for Project #318 for Alternatives 02. For Alternative 01, a shortfall of approximately $802,000 has been identified. In order to cover this shortfall, an additional appropriation from retained earnings will be required. See the attached Budget Calculations exhibit for calculations of the funding required for Alternatives 01 and 02. No calculation is provided for Alternative 03 as the total cost for this Alternative is slightly less than Alternative 01. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the October 25, 2018 Board of Directors meeting at District Headquarters and on District’s website. Alternative Actions 1. Refer the matter back to staff for additional information. Attachments: Bid Recap Spreadsheet Alternatives 01, 02, 03 Design Notes for Alternatives Budget Calculations File Attachments Bid Tab (Rev 2018-08-31).pdf (44 KB) Budget Calculations.docx (15 KB) CMSD318 - Design History Notes - Final 2018-09-30.docx (82 KB) CMSD318 ALT 01 FINAL 2018-09-30.pdf (643 KB) CMSD318 ALT 02 FINAL 2018-09-30.pdf (297 KB) CMSD318 ALT 03 FINAL 2018-09-30.pdf (319 KB) H. 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 Oct 25, 2018 - Board of Directors Regular Meeting Access Public Type Information H. 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 Oct 25, 2018 - Board of Directors Regular Meeting Access Public Type Information H. 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 Oct 25, 2018 - Board of Directors Regular Meeting Access Public Type Information H. 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 Oct 25, 2018 - Board of Directors Regular Meeting Access Public Type Information H. 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 Oct 25, 2018 - Board of Directors Regular Meeting Access Public Type Information H. 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 Oct 25, 2018 - Board of Directors Regular Meeting Access Public Type Information I. CLOSING ITEMS Subject 1. Oral Communications and Director Comments Meeting Oct 25, 2018 - Board of Directors Regular Meeting Access Public Type Discussion I. CLOSING ITEMS THE NEXT REGULAR MEETING OF COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS WILL BE HELD ON NOVEMBER 29, IN THE DISTRICT'S BOARD ROOM, 290 PAULARINO AVENUE, COSTA MESA. Subject 2. Adjourn Meeting Oct 25, 2018 - Board of Directors Regular Meeting Access Public Type Procedural