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2018_08_23_boardThursday, August 23, 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 July 10, 2018 3. Approve the Board of Directors and Citizens Advisory Committee Joint Meeting Minutes of July 18, 2018 4. Approve the Board of Directors Regular Meeting Minutes of July 26, 2018 5. Approve the Directors' Compensation and Reimbursement of Expenses 6. Accept the occupancy count as presented as 22,630 and direct staff to prepare a warrant to CR&R Environmental Services for $221,669.90 for July 2018 collection 7. Approve the preparation of a warrant to CR Transfer in the amount of $219,439.73 for July 2018 recycling and disposal services in the August 2018 warrant register 8. Approve Payroll Transparency Disclosure for July 2018 9. Adopt Warrant Resolution No. CMSD 2019-2 Approving District Warrant Registers 10. Receive and File Closed Circuit Television (CCTV) Sewer Lateral Assistance Program FINAL Report 11. Consider Approving Fifth Amendment to Agreement with Roger Faubel Public Affairs, Inc. 12. Investment Report for the Month of July 2018 D. PUBLIC HEARINGS E. GENERAL MANAGER'S REPORTS 1. Citizens Advisory Committee (CAC) August 8, 2018 Meeting Overview 2. Award Jose (Tony) Gomez, SCADA Technician/Industrial Electrician, $100 for his Rewarding Idea Program submission to improve safety conditions while staff is working in the field 3. Consider Approving Contribution Application for Costa Mesa-Newport Harbor Fish Fry F. ENGINEER'S REPORTS 1. Receive and File Monthly Capital Improvement Projects Status Report 2. Conflict of Interest Declaration - 163 Broadway, Costa Mesa 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-Anticipated Litigation -- Significant exposure to litigation pursuant to Government Code Section 54956.9(2)- (1 case). The “existing facts and circumstances” creating a significant exposure to litigation are set forth in a letter from Attorney Kevin Shenkman dated March 26, 2018 and received March 29, 2018. N. RECONVENE TO OPEN SESSION O. CLOSING ITEMS 1. Adjourn Thursday, August 23, 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 Aug 23, 2018 - Board of Directors Regular Meeting Access Public Type Procedural A. OPENING ITEMS Subject 2. Pledge of Allegiance - President Scheafer Meeting Aug 23, 2018 - Board of Directors Regular Meeting Access Public Type Procedural A. OPENING ITEMS Subject 3. Invocation - Vice President Ferryman Meeting Aug 23, 2018 - Board of Directors Regular Meeting Access Public Type Procedural A. OPENING ITEMS Board of Directors 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 Aug 23, 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 Aug 23, 2018 - Board of Directors Regular Meeting Access Public Type Procedural A. OPENING ITEMS Subject 6. Ceremonial Matters and Presentations Meeting Aug 23, 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 Aug 23, 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 Aug 23, 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: August 23, 2018 Subject: Board of Directors Study Session Minutes of July 10, 2018 Summary The recorded minutes of the July 10, 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 July 10, 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 August 23, 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. Subject 2. Approve the Board of Directors Study Session Minutes of July 10, 2018 Meeting Aug 23, 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 Jul 10, 2018 - Board of Directors Study Session File Attachments minutes_2018_7_10_ss.pdf (60 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: August 23, 2018 Subject: Board of Directors and Citizens Advisory Committee Meeting Joint Meeting Minutes of July 18, 2018 Summary The recorded minutes of the July 18, 2018 Board of Directors and Citizens Advisory Committee Joint 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 and Citizens Advisory Committee Joint Meeting on July 18, 2018. Staff Recommendation That the Board of Directors approves 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 August 23, 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. Subject 3. Approve the Board of Directors and Citizens Advisory Committee Joint Meeting Minutes of July 18, 2018 Meeting Aug 23, 2018 - Board of Directors Regular Meeting Access Public Type Action (Consent), Minutes Recommended Action That the Board of Directors approves the meeting minutes as presented. Minutes View Minutes for Jul 18, 2018 - Board of Directors and Citizens Advisory Committee File Attachments minutes_2018_7_18_cac_board_rev1.pdf (69 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: August 23, 2018 Subject: Board of Directors Regular Meeting Minutes of July 26, 2018 Summary The recorded minutes of the July 26, 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 July 26, 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 August 23, 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. Subject 4. Approve the Board of Directors Regular Meeting Minutes of July 26, 2018 Meeting Aug 23, 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 Jul 26, 2018 - Board of Directors Regular Meeting File Attachments minutes_2018_7_26_rm.pdf (99 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: August 23, 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 August 23, 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 director_compensation.pdf (187 KB) director_expense.pdf (179 KB) Subject 5. Approve the Directors' Compensation and Reimbursement of Expenses Meeting Aug 23, 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. To: Board of Directors Via: Scott Carroll, General Manager From: Nabila Guzman, Management Analyst I Date: August 23, 2018 Subject: Accept the occupancy count as presented as 22,630 and direct staff to prepare a warrant to CR&R Environmental Services for $221,669.90 for July 2018 collection Summary Accept the occupancy count as presented using 22,630 as the correct number of active units and direct staff to prepare a warrant to CR&R Environmental Services for July 2018 collection based on this occupancy report so long as the contractor fulfills the obligations of the agreement in the amount of $221,669.90 to be ratified in the August 2018 warrant list. Recommendation That the Board of Directors accept the occupancy count as presented using 22,630 as the correct number of active units and direct staff to prepare a warrant to CR&R Environmental Services for July 2018 collection based on this occupancy report so long as the contractor fulfills the obligations of the agreement in the amount of $221,669.90 to be ratified in the August 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 July 31, 2018, total District occupancy was at 22,630, District staff will continue to track the number of new service addresses, twenty-eight (28) accounts have been added since the last billing period. The payment calculation is based on the following: Subject 6. Accept the occupancy count as presented as 22,630 and direct staff to prepare a warrant to CR&R Environmental Services for $221,669.90 for July 2018 collection Meeting Aug 23, 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 22,630 as the correct number of active units and direct staff to prepare a warrant to CR&R Environmental Services for July 2018 collection based on this occupancy report so long as the contractor fulfills the obligations of the agreement in the amount of $221,669.90 to be ratified in the August 2018 warrant list. Goals 2.2 Annual Contract Audits 2.4 Develop Strategies for 75% Waste Diversion District's Current Rate for July of 2018: 22,630 x $9.7954 = $221,669.90 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 August 23, 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 2018-07-G CMSD Occupancy Report.pdf (16 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: August 23, 2018 Subject: Approve the preparation of a warrant to CR Transfer in the amount of $219,439.73 for July 2018 recycling and disposal services in the August 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 $219,439.73 for July 2018 recycling and disposal services to be ratified in the August 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 $40.69, but CMSD will be paying what is reflected on the invoice. Costa Mesa Newport Beach Total Residential Waste $149,520.00 $3,378.05 $152,898.05 Organics $63,413.56 $3,128.13 $66,541.68 Total Payment $219,439.73 Tonnage Residential Waste 2877.56 65.01 2942.57 Organics 887.09 43.75 930.84 Total Tonnage 3873.41 Subject 7. Approve the preparation of a warrant to CR Transfer in the amount of $219,439.73 for July 2018 recycling and disposal services in the August 2018 warrant register Meeting Aug 23, 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 $219,439.73 for July 2018 recycling and disposal services to be ratified in the August 2018 warrant register. 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 August 23, 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: Steve Hodges, Finance Manager Date: August 23, 2018 Subject: Payroll Transparency Disclosure for July 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 August 23, 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 July 2018.pdf (310 KB) Subject 8. Approve Payroll Transparency Disclosure for July 2018 Meeting Aug 23, 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. File Attachments WARRANT RESO 8-2019.pdf (373 KB) Subject 9. Adopt Warrant Resolution No. CMSD 2019-2 Approving District Warrant Registers Meeting Aug 23, 2018 - Board of Directors Regular Meeting Access Public Type Action (Consent) Recommended Action That the Board of Directors adopt Warrant Resolution No. CMSD 2019-2 approving District warrants for the month of July 2018 in the amount of $488,903.15. 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: August 23, 2018 Subject: Receive and File Closed Circuit Television (CCTV) Sewer Lateral Assistance Program FINAL 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 final a summary of the CCTV (Closed Circuit TV) Pilot Program activity for the 2017-2018 fiscal year up to July 26, 2018 when the program was officially modified. Outstanding applicants will be converted over to the new program if/when service is performed. Adopted CCTV Budget $50,000 FY 16-17 Carryover Budget 0 Total Budget $50,000 FY 17-18 New Applications Received = 170 Applications Processed for Payment = 114 $ 24,100 Applications In Process = 56 14,000 (potential carry forward to FY 18-19) Total Projected Cost $ 38,100 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 Subject 10. Receive and File Closed Circuit Television (CCTV) Sewer Lateral Assistance Program FINAL Report Meeting Aug 23, 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) Sufficient funds are available in the adopted budget to pay for the services provided. Pending applications will be carried forward to FY 18-19 if/when service is performed. Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for the August 23, 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: Scott Carroll, General Manager Date: August 23, 2018 Subject: Consider Approving Fifth Amendment to Agreement with Roger Faubel Public Affairs, Inc. Summary Since 2016 the Costa Mesa Sanitary District has hired the services of Roger Faubel Public Affairs, Inc. to provide community outreach and public relation services. On May 24, 2018, the Board of Directors approved a fourth amendment to his agreement that extends the term of the agreement through January 1, 2019 at a cost of $10,000 a month. After the amendment was approved by the Board, Roger Faubel and staff have agreed to reduce his compensation to $5,000 a month. The term of the agreement will remain. Recommendation That the Board of Directors approve the Fifth Amendment with Roger Faubel Public Affairs, Inc. Analysis The political and policy environment in Orange County can have enormous influence on the ability of CMSD to faithfully execute our roles and responsibilities. Roger Faubel Public Affairs will utilize their experience and relationships in Orange County to keep staff and the Board apprised of policy discussions going on in the region. The firm will also assist CMSD with advocacy, strategic guidance and public outreach services. Whittingham Public Affairs Advisors will serve as a sub-consultant to Roger Faubel Public Affairs. Legal Review District Counsel has reviewed and approved the Fifth Amendment Environmental Review The consideration of services by a consulting firm is an administrative matter and is not a disturbance of the environment similar to grading or construction and does not constitute a project under CEQA or the District’s CEQA Guidelines. Financial Review The cost of the six month agreement has been reduced from $60,000 to $30,000. This type of services was included in the adopted budget; therefore, there are sufficient funds to cover this expense. Public Notice Process Subject 11. Consider Approving Fifth Amendment to Agreement with Roger Faubel Public Affairs, Inc. Meeting Aug 23, 2018 - Board of Directors Regular Meeting Access Public Type Action Fiscal Impact Yes Dollar Amount $30,000.00 Budgeted Yes Recommended Action That the Board of Directors approve the Fifth Amendment with Roger Faubel Public Affairs, Inc. Copies of this report are on file and will be included with the entire agenda packet for the August 23, 2018 Board of Directors meeting at District headquarters and on District’s website at www.cmsdca.gov. Alternative Actions 1. Do not approve the Fifth Amendment and direct staff to terminate the agreement with Roger Faubel Public Affairs, Inc. File Attachments Faubel Fifth Amendment.pdf (133 KB) 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: August 23, 2018 Subject: Approve the Investment Report for the month of July 2018 Summary Attached is the Investment Report for the month of July 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 the Investment Report for the month of July 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 July 31, 2018. The District’s investments are in compliance with the Statement of Investment Policy adopted by the Board at the July 26, 2018 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 s;"> 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. Subject 12. Investment Report for the Month of July 2018 Meeting Aug 23, 2018 - Board of Directors Regular Meeting Access Public Type Action (Consent) Recommended Action That the Board of Directors approve the Investment Report for the month of July 2018. Goals 7.0 Finance 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, 2019. Through July 31, 2018, the portfolio has earned a weighted average interest rate of 1.670%. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the August 23, 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 - July 2018.pdf (584 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 From: Scott Carroll, General Manager Date: August 23, 2018 Subject: Citizens Advisory Committee (CAC) August 8, 2018 Meeting Overview Summary At the CAC July 18, 2018 meeting, the Committee established the standard meeting day and time to meet will be the second Wednesday of the month at 6:00 pm. On August 8, 2018, the CAC met to discuss several reports on the agenda. This report is a brief synopsis of the meeting Recommendation That the Board of Directors receive and file this report Analysis At the CAC July 18 meeting, the Committee reviewed a list of topics to be discussed in 2018. The Committee directed staff to bring back a list of topics scheduled on a quarterly timeline and recommended topics related to school activities be considered for the August 8 meeting because the beginning of the school year is approaching. Attached is the list of topics scheduled on a quarterly timeline for 2018. The third and fourth quarter will be presented in January 2019. In addition, Mr. Jim Mosher submitted written comments to the Committee, which are attached hereto. The following items were discussed as it relates to school activities. Discovery Science Center of Orange County - Eco Challenge Mr. Tony Solorzano, Director, Strategic Development or the Discovery Science Foundation attended the meeting to give Committee members a presentation about their successful Eco Challenge program. The program is an interactive in-class program for 6th grade students that educates them on the importance of recycling, which includes organics recycling. From 2012 through 2017 the Eco Challenge Program has reached 2,484 students and the program is scheduled to reach an additional 433 students in the upcoming 2018- 19 school year. Mr. Solorzano said the Foundation received a grant from the County to focus more on organics recycling as part of the Eco Challenge curriculum. Mr. Solorazano said the District is in the forefront and leading the way on organics recycling. The Eco Challenge Program was described to the Board of Directors at your August 14, 2018 study session meeting. Project Zero Waste Lunch Program Committee members learned about Inside the Outdoors, an organization administered by the Orange County Department of Education, by offering a zero waste lunch program that encourages students and teachers to use reusable storage containers and lunch boxes when bringing their lunches to school. Traveling scientists from Inside the Outdoors will visit Costa Mesa schools to provide waste audits and survey students their knowledge and behavior regarding zero waste. The scientists describe to students the importance of diverting solid waste away from landfills and encourages everyone in the classroom to use reusable storage containers and lunch boxes when bringing their lunches to school. Since 2012, the Project Zero Waste Lunch Program has over 12,000 students and plan on reaching an additional 2,500 students in the upcoming 2018-19 school year. A committee member wanted to know how the program applies to students that are on the school's lunch program (students receiving subsidized lunches). Is the program very effective if the District is trying to educate students the benefits to reducing their lunch waste, but some students don't bring their lunches because they receive free lunches from the school? Staff could not answer this question, but the following day a representative from Inside the Outdoors provided the following answer: Subject 1. Citizens Advisory Committee (CAC) August 8, 2018 Meeting Overview Meeting Aug 23, 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 Many of the CMSD students served in this program are actually part of the Free Lunch program. Inside the Outdoors designed the program to engage students in action when their choices are limited. Students learn to: Take the time to choose items wisely (as opposed to just grabbing something because they have to). When they have a choice, exercise that choice wisely. Start a share table at the school (sometimes this involves presenting options to the school/district/state leadership that are in alignment with the Free & Reduced lunch program guidelines on leftover food) Recycle/compost what can be diverted from the landfill (help the school start a compost program) Present options for portion-control to school leadership (schools have started to offer salad/fruit bars after students advocated for it) Make informed choices at school AND at home. In reality, many of the younger students who participate, even if they aren’t part of the lunch program, have very little choice about what goes into their lunch. They do have control over what they throw away and can be a voice to create upfront waste reduction at school and at home. The answer above will be provided to the Committee at their September 12 meeting. The Project Zero Waste Lunch Program was described to the Board of Directors at your August 14, 2018 study session meeting. School Fundraiser - Alkaline Battery Recycling Staff described the District's very successful telephone book recycling program, but due to the Internet causing telephone books being obsolete, the Committee learned the District replaced this program with another very successful one, the Alkaline Battery Recycling Program. Committee members learned about the program criteria and parameters, along with the new reward structure the Board approved on July 10, 2018. A committee member inquired how batteries are recycled. Staff did not know, so staff will research and report back to the Committee. In addition to school programs, the CAC received information about two special events. Goodwill Donation Event Committee members were informed about a special event that occurred at Orange Coast College on Saturday, August 18, 2018. The event was an attempt to increase the District's solid waste diversion rate by encouraging residents to donate their unwanted clothes instead of throwing them away in their trash carts. Staff provided information regarding a 2016 survey that found the average American throws away 81 pounds of clothes a year, which equates to 26 billion pounds of textiles and clothes ending up in landfills. The event is a partnership between CMSD, Orange Coast College Recycling Center and Orange County Goodwill. By the time the Board and members of the public read this report, data from the event will not be available. Staff anticipates sharing data from the event at the Board's study session meeting on September 11, 2018 and to the CAC on September 12, 2018. A committee member asked does the event collect shoes? Staff informed the Committee that shoes are accepted at the event. Citizens Environmental Protection Academy The next Citizens Environmental Protection Academy (CEPA) is scheduled to begin on September 7, 2018. Staff is considering adding new programs to CEPA and requested Committee members feedback and suggestions regarding the following programs: 1. Tour of CR&R's anaerobic digestion facility in the City of Perris 2. Tour a wastewater lift station 3. Receive demonstration of a hydrojet 4. Power point presentation about wastewater operations and how citizens can prevent sanitary sewer overflows 5. Project zero waste that provides information how citizens can change their behavioral patterns by consuming less solid waste A committee member commented that she was disappointed so many people signed up to participate in the academy, but some people decided not to show up. The committee member believed it would of been nice if the people who couldn't make it informed District staff ahead of time so that those who are on the waiting list could be informed about opening seats in the academy. Staff informed the Committee they will send reminders to participants and inquire they're commitment to attending the academy. At the end of the meeting the Committee discussed the quarterly timeline of topics to be discussed in 2018. The Committee wanted to learn more about the history of CMSD and why the District does not collect commercial solid waste. The Committee also wanted to learn more about the revised Sewer Lateral CCTV program and they wanted to learn the District wide door-to-door household hazardous waste collection program sooner. Staff informed the Committee that a proposed ordinance to recuperate costs for denying staff access to easements will be heard early as well. These changes have been made to the attachment. Finally, the Committee talked about the Board's decision on July 26 regarding election voting divisions. Legal Review Not applicable Environmental Review Holding educational programs and special events, such as a donation event or a citizens academy, will not result in direct or indirect physical changes to the environment similar to grading or construction and is not considered a project under CEQA. Financial Review There are no fiscal impacts to the District for implementing the programs and special events mentioned above. All the special events and programs mentioned above are appropriately budgeted in the FY 2018-19 Budget. Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for the August 23, 2018 Board of Directors regular meeting at District Headquarters and posted on the District’s website. Alternative Actions 1. Direct staff to report back with more information. File Attachments 2018 Topics per Quarter.pdf (69 KB) 2018Aug08_CMSD_CAC_Comments_JimMosher.pdf (218 KB) E. GENERAL MANAGER'S REPORTS To: Board of Directors From: Scott Carroll, General Manager Date: August 23, 2018 Subject: Award Jose (Tony) Gomez, SCADA Technician/Industrial Electrician, $100 for his Rewarding Idea Program submission to improve safety conditions while staff is working in the field 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. Jose (Tony) Gomez, SCADA Technician/Industrial Electrician, submitted an idea that will improve safety conditions while staff is working in the field Recommendation That the Board of Directors approve awarding Jose (Tony) Gomez, SCADA Technician/Industrial Electrician, $100 for his Rewarding Idea Program submission to improve safety conditions while staff is working in the field Analysis Unit 1004 is a 2013 Ford crane service truck used to perform preventive maintenance on CMSD's wastewater pump stations. On the unit is a hydraulic crane that has a twenty-one foot reach and a lifting capacity of 11,000 pounds. The crane allows staff to remove pumps from stations to be serviced and then return said pumps to their original location in the wet wells. When performing the service the unit is often parked in the street where there is heavy traffic congestion. Mr. Gomez idea is to install a flashing arrow board on the unit so that the unit is clearly visible for on-coming traffic. This idea will improve safety conditions while staff is working in the field. 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 There is sufficient money in the budget to award Jose (Tony) Gomez $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 August 23, 2018 Board of Directors meeting at District Headquarters (290 Paularino Avenue) and posted on the District's website at www.cmsdca.gov. Subject 2. Award Jose (Tony) Gomez, SCADA Technician/Industrial Electrician, $100 for his Rewarding Idea Program submission to improve safety conditions while staff is working in the field Meeting Aug 23, 2018 - Board of Directors Regular Meeting Access Public Type Action Fiscal Impact Yes Dollar Amount $100.00 Budgeted Yes Recommended Action That the Board of Directors approve awarding Jose (Tony) Gomez, SCADA Technician/Industrial Electrician, $100 for his Rewarding Idea Program submission to improve safety conditions while staff is working in the field Goals 5.0 Administrative Management Alternative Actions 1. Do not approve this suggestion made by Jose (Tony) Gomez 2. Direct staff to report back with more information File Attachments Rewarding Ideas - Gomez.pdf (1,427 KB) E. GENERAL MANAGER'S REPORTS To: Board of Directors Via: Scott Carroll, General Manager From: Gina Terraneo, Management Analyst II Date: August 23, 2018 Subject: Consider Approving Contribution Application for Costa Mesa-Newport Harbor Fish Fry Summary On July 31, 2013, the Board of Directors approved implementing new procedures for sponsoring organizations and/or events. Staff is presenting the Board of Directors with a District Contribution Program Eligibility Application to provide 4 generators for the Costa Mesa- Newport Harbor Lions Club Fish Fry event on September 21-23, 2018. 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. As stated on the application, the District will be provided with a booth at the event and sponsorship recognition on all of the banners, advertisements, and on the event website. Additionally, CR&R's event trash containers will be made available throughout the event. The District has loaned its mobile generators to the Club for the Fish Fry event in 2015, 2016, and 2017. Recommendation That the Board of Directors: 1. Establish the purpose the District is trying to serve by contributing; 2. Describe how the contribution will advance the District's purpose; and 3. Approve the Costa Mesa-Newport Harbor Lions Club's Contribution Application requesting 4 District generators for the Fish Fry event. Legal Review Not applicable. Environmental Review The environmental review for the program that allows local non-profit groups to use the District’s small generators was originally completed when the concept was first discussed by the Board of Directors, and at that time, the program was found to have a negligible effect on the environment. Subject 3. Consider Approving Contribution Application for Costa Mesa-Newport Harbor Fish Fry Meeting Aug 23, 2018 - Board of Directors Regular Meeting Access Public Type Action Preferred Date Aug 23, 2018 Absolute Date Aug 23, 2018 Recommended Action That the Board of Directors: 1. Establish the purpose the District is trying to serve by contributing; 2. Describe how the contribution will advance the District's purpose; and 3. Approve the Costa Mesa-Newport Harbor Lions Club's Contribution Application requesting 4 District generators for the Fish Fry event. Goals 3.5 Participate in community groups and civic organization activities 4.0 Community Outreach & Communications Financial Review Not applicable. Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for the August 23, 2018 Board of Directors Regular Meeting at District Headquarters and posted on the District’s website. Alternative Actions 1. Determine that no purpose exists for providing generators for the Fish Fry event. 2. Determine that the District may contribute to the Fish Fry event in a different capacity. File Attachments Contribution Application - Fish Fry 2018.pdf (322 KB) F. ENGINEER'S REPORTS To: Board of Directors Via: Scott Carroll, General Manager From: Rob Hamers, District Engineer Date: August 23, 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 August 23, 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 Final August 2018.pdf (36 KB) Subject 1. Receive and File Monthly Capital Improvement Projects Status Report Meeting Aug 23, 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 File Attachments COI 163 Broadway 2018.pdf (64 KB) Subject 2. Conflict of Interest Declaration - 163 Broadway, Costa Mesa Meeting Aug 23, 2018 - Board of Directors Regular Meeting Access Public Type Receive and File 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 Aug 23, 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 Aug 23, 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 Aug 23, 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 Aug 23, 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 Aug 23, 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 Aug 23, 2018 - Board of Directors Regular Meeting Access Public Type Information L. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS Subject 1. Oral Communications and Director Comments Meeting Aug 23, 2018 - Board of Directors Regular Meeting Access Public Type Discussion M. ADJOURN TO CLOSED SESSION Subject 1. Conference with Legal Counsel-Anticipated Litigation -- Significant exposure to litigation pursuant to Government Code Section 54956.9(2)- (1 case). The “existing facts and circumstances” creating a significant exposure to litigation are set forth in a letter from Attorney Kevin Shenkman dated March 26, 2018 and received March 29, 2018. Meeting Aug 23, 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 SEPTEMBER IN THE DISTRICT'S BOARD ROOM, 290 PAULARINO AVENUE, COSTA MESA. Subject 1. Adjourn Meeting Aug 23, 2018 - Board of Directors Regular Meeting Access Public Type Procedural