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2013_02_27 Protecting our community’s health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Costa Mesa Sanitary District …an Independent Special District AGENDA James Ferryman President Michael Scheafer Arthur Perry Vice President Secretary Robert Ooten Vacant Assistant Secretary Director Public Comments. Any member of the public may address the Board. Speakers on agenda items should identify themselves to the Deputy Clerk before the meeting so that their input can be provided at the time the item is considered. Speakers on non-agenda items will be heard under Public Comments. Pursuant to State law, the Board may not discuss or take action on non-agenda items except under special circumstances. Speakers must limit their remarks to three minutes or as decided upon by the Presiding Officer. The Presiding Officer reserves the right to declare any speaker out of order. Obtaining Agenda Materials: The public is entitled to copies of all documents that are made part of the agenda packet. If any document or other writing pertaining to an agenda item is distributed to all or a majority of the Board after the packet is prepared, a copy of that writing may be obtained at the District offices at 628 W. 19th Street, Costa Mesa, California. The Deputy Clerk of the District may be contacted at (949) 645-8400. In Compliance with ADA: Contact Noelani Middenway, (949) 645-8400, 48 hours prior to meeting if assistance is needed (28 CFR 35.102.35.104 ADA Title II). Note Meeting Date Change Regular Meeting – Wednesday, February 27, 2013 I. CALL TO ORDER – 5:30 p. m. – 628 W. 19th Street, Costa Mesa II. PLEDGE OF ALLEGIANCE – President Ferryman III. INVOCATION – Vice President Scheafer IV. ROLL CALL (If absences occur, consider whether to deem those absences excused based on facts presented for the absence – such determination shall be the permission required by law.) V. Ceremonial Matters and Presentations – Board of Director Oath of Office VI. Announcement of Late Communications Costa Mesa Sanitary District February 27, 2013 AGENDA Page 2 NOTE: Unless directed otherwise by the Board of Directors, all actions shall be based on/memorialized by the latest document submitted as a late communication. VII. PUBLIC COMMENTS – This time has been set aside for persons in the audience to make comments on items within the subject matter jurisdiction of the Costa Mesa Sanitary District that are not listed on this agenda. Members of the public will have the opportunity to address the Board of Directors about all other items on this agenda at the time those items are considered. Under the provisions of the Brown Act, the Board of Directors is prohibited from taking action on oral requests but may refer the matter to staff or to a subsequent meeting. The Board of Directors will respond after public comment has been received. Please state your name. Each speaker will be limited to four (4) continuous minutes. VIII. CONSENT CALENDAR – All matters listed on the consent calendar are considered to be routine and may be acted upon by one motion after public comment has been received. Only Board of Directors may pull an item for discussion. Reading of resolutions is waived and they will be adopted and numbered. Now is the time for those in the audience who wish to speak to items listed on the consent calendar. Each speaker will be limited to four (4) continuous minutes of comment on the consent calendar as a whole. 1. Board of Directors Special Meeting Minutes of January 10, 2013 Recommendation: That the Board of Directors approve and file. 2. Board of Directors Special Meeting Minutes of January 14, 2013 Recommendation: That the Board of Directors approve and file. 3. Operations Committee Minutes of January 15, 2013 Recommendation: That the Board of Directors approve and file. 4. Board of Directors Regular Meeting Minutes of January 24, 2013 Recommendation: That the Board of Directors approve and file. 5. Occupancy Report and payment to Costa Mesa Disposal Recommendation: That the Board of Directors approves the occupancy report and payment to Costa Mesa Disposal for the month of January 2013. 6. Contract Payment to CR Transfer for Recycling & Disposal Services Recommendation: That the Board of Directors approves payment to CR Transfer for recycling and disposal services for the month of January 2013. 7. Adoption of a Resolution Approving District Warrant Registers Recommendation: That the Board of Directors adopt a resolution approving District warrants for the Month of January 2013 in the amount of $671,187.15. 8. Directors’ Compensation and Reimbursement of Expenses Recommendation: That the Board of Directors approves Directors’ compensation and reimbursement of expenses for the month of January 2013. 9. Investment Report as of January 31, 2013 Recommendation: That the Board of Directors receive and file the report. Costa Mesa Sanitary District February 27, 2013 AGENDA Page 3 10. Fifth Amendment to Agreement with Technology Resource Center Recommendation: That the Board of Directors approves the Fifth Amendment to Agreement. 11. Budget Adjustment – Fairview Trunk Recommendation: That the Board of Directors approves the budget adjustment of $5,000. 12. Resolution No. 2012-829 – Ordering that Ordinance No. 96 Has Been Published Recommendation: That the Board of Directors adopts Resolution No. 2012-829. 13. Claim No. 13-001-Weisenberger Recommendation: Staff recommends the Board of Directors reject the claim. ---------------------------------------------END OF CONSENT CALENDAR------------------------------------- IX. PUBLIC HEARINGS – None X. GENERAL MANAGER / DISTRICT CLERK REPORTS 14. CalPERS Annual Valuation Report as of June 30, 2011 Recommendation: Direct staff to implement one of the recommendations pertaining to CMSD’s unfunded liability. 15. CR&R Environmental Services Performance Audit Recommendation: That the Board of Directors receive and file the report regarding the General Manager awarding a contract. 16. Schedule a Special Meeting for Strategic Plan Review – Oral Report Recommendation: That the Board of Directors schedule a special meeting in the first week of March 2013. 17. Schedule a Special Meeting for Zero Waste Plan – Oral Report Recommendation: That the Board of Directors schedule a special meeting in March or April 2013. 18. Adopt Ordinance No. 97 Pertaining to Records and Resolution No. 2013-827 - Update to Records Retention Schedule Recommendation: That the Board of Directors adopt Ordinance No. 97 pertaining to Records; adopt Resolution No. 2013-827 and the updated Records Retention Schedules. 19. Telephone Book Recycling Program Recommendation: That the Board of Directors approves awarding a minimum of $300 to schools that have demonstrated a good faith effort to promoting the District’s Telephone Book Recycling Program. 20. Rewarding Ideas Program Recommendation: That the Board of Directors approves rewarding District employee Noelani Middenway $1,000.00 for her suggestion to save over $13,000 annually on printing costs. XI. OPERATIONS COMMITTEE 21. Tuesday, February 19, 2013, 9:30 a.m. - (Vice President Scheafer and Director Ooten) Recommendation: That the Board of Directors accepts and files report. Costa Mesa Sanitary District February 27, 2013 AGENDA Page 4 Note: The Operations Committee will meet on the above date and time to discuss the matters on a separate agenda which is posted and made a part of this agenda. Members of the public should refer to that separate agenda for the items discussed and to be discussed. The Board may take action on any of those items on this agenda. Other Board members may attend but only as observers. XII. ENGINEER’S REPORTS 22. Project Status Report Recommendation: That the Board of Directors receive and file the report. XIII. TREASURER’S REPORTS - None XIV. ATTORNEY’S REPORTS - None XV. LOCAL MEETINGS: In accordance with AB 1234 (Gov. Code 53232.3), a report is required to be given by a Director for any meeting for which expense reimbursement of any kind is provided. Note: For meetings for which the per diem compensation is sought, the Operations Code provides that such compensation is authorized for each day’s service rendered as a Director at the request of the Board (not to exceed six days in one month), and certain meetings are specified as being eligible as set forth in District Operations Code § 3.01.030. For meetings not so listed, the Board must approve the service for it to be eligible for the per day compensation.) A. Orange County Sanitation District (OCSD) – (President Ferryman) Recommendation: That the Board of Directors accepts oral report. B. Santa Ana River Flood Protection Agency (SARFPA) – (Secretary Perry) Recommendation: That the Board of Directors accepts oral report. C. Independent Special Districts of Orange County (ISDOC) – (Vice President Scheafer) Recommendation: That the Board of Directors accepts oral report. D. California Special Districts Association (CSDA) Recommendation: That the Board of Directors accepts oral report. E. California Association of Sanitation Agencies (CASA) Recommendation: That the Board of Directors accepts oral report. F. Other Meetings Qualifying for Reimbursement under CMSD Ordinance No. 55, Operations Code Section 3.01.030 Recommendation: That the Board of Directors accepts oral report. XVI. OLD BUSINESS - None XVII. NEW BUSINESS - None XVIII. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS Costa Mesa Sanitary District February 27, 2013 AGENDA Page 5 XIX. ADJOURNMENT TO CLOSED SESSION 23. Public Employee Performance Evaluation (Gov. Code §54957) - Title: General Manager Conference with Labor Negotiator (Gov. Code §54957.6) Agency Negotiator: President Ferryman Unrepresented Employee: General Manager XX. RECONVENE TO OPEN SESSION XXI. ADJOURNMENT THE NEXT REGULAR MEETING OF COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS WILL BE HELD ON March 28, 2013 AT 5:30 P.M. IN THE DISTRICTS BOARD ROOM, 628 W. 19TH STREET. A LOOK AHEAD – Upcoming Meetings, Events and Tentative Agenda items  Strategic Plan Review & Update – March, 2013  Sewer Rate Study Public Workshop – March 14, 2013  Establishing guiding principles and goals for Zero Waste Plan – Special Board meeting: March or April 2013, tentatively  Present two year preliminary spending plan for Operations – March 28, 2013  Review Asset Management Plan and present proposed CIP projects – March 28, 2013  Review rates and other revenue sources – April 18, 2013  Public hearing to consider adoption of proposed sewer rates – April 18, 2013  Draft FY2013-14/2014-15 Budget – May 23, 2013  Adopt FY2013-14/2014-15 Budget – June 27, 2013  Adopting Zero Waste Plan – June 27, 2013, tentatively  Saturday, March 2 at 10:00 a.m. – Free Composting Workshop at Fairview Park (next to Estancia High School). Don’t forget to bring your lawn chairs.  Sewer Lateral Assistance Program (SLAP) – The SLAP is a financial incentive program to encourage residents to maintain their lateral sewer line. The program will contribute 50% of the resident’s cost up to a maximum of $1,800. For more information visit www.cmsdca.gov or call (949) 645-8400.  Large Item Collection Program – Residents are eligible for three (3) complimentary pick-ups per year. There is a limit of ten items per call or collections can be combined for a total of thirty items per calendar year. For more information visit www.cmsdca.gov or call (949) 646-4617 to schedule an appointment. UPCOMING CMSD EVENTS AND ACTIVITIES COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING JANUARY 10, 2013 ______________________________________________________________________ CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in special session on January 10, 2013 at 9:30 a.m. at 628 W. 19th Street, Costa Mesa. ROLL CALL DIRECTORS PRESENT: James Ferryman, Art Perry, Mike Scheafer, Robert Ooten, Jim Fitzpatrick STAFF PRESENT: Scott Carroll, General Manager; Noelani Middenway, Deputy District Clerk; Rob Hamers, District Engineer; Javier Ochiqui, Management Analyst; Elizabeth Pham, Management Intern OTHERS PRESENT: Dean Ruffridge, CR&R; Mike Silva, CR&R; Paul Relis, CR&R; David Ronnenberg, CR&R; Jim Mosher, Newport Beach Resident PUBLIC COMMENT Director Fitzpatrick commented that he would like to have a more robust agenda providing a detailed explanation of the agenda items to be discussed during the meeting. Mr. Dean Ruffridge, CR&R, introduced the presentation on waste conversion technologies. He noted that CR&R has been cognoscente of the District’s Strategic Planning process. He introduced Mr. Mike Silva who would provide the presentation and noted that CR&R’s objective was to describe the technologies available to the District on waste conversion technologies that would achieve the District’s goal of zero solid waste. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS SPECIAL MEETING HELD JANUARY 10, 2013 ________________________________________________________________ Mr. Silva discussed the challenges and reasons that are driving conversion technologies, which include the increase of landfill tipping fees, successful organic separations, landfill bans of food waste and alternative daily cover, increase in energy costs, product demand, public and political support. He went on to discuss and provide detail on the processes of pyrolysis, gasification, thermal de-polymerization, acidic hydrolysis/fermentation, aerobic and anaerobic digestion. Mr. Silva provided extensive detail on the anaerobic digestion process and noted that this technology is very popular in Germany and Switzerland for its ability to create natural gas and energy. He discussed the benefits of anaerobic digestion and felt that this process would ultimately lead the country towards energy independence. Discussion followed regarding the permitting and engineering process of the anaerobic digestion technology in the United States. Mr. Silva commented that this technology currently exists in Europe and indicated that CR&R will be the first to build a plant of its size in the United States. Mr. Paul Relis provided history on how CR&R chose anaerobic digestion technology and further discussed the plant permitting process in the City of Perris. Discussion followed regarding the timeline of availability of this technology. Mr. Silva indicated that CR&R projected that it will become available during the first quarter of 2014. Further discussion ensued regarding the byproducts of anaerobic digestion, the amount that is used and the projected value. Director Fitzpatrick requested confirmation that there is an ongoing discussion between the District and CR&R regarding the nickel value of the recyclables. General Manager Carroll confirmed that the discussion is occurring. Director Fitzpatrick complimented CR&R on utilizing industry leading technology. He questioned where the District would take part in the anaerobic digestion process. Mr. Ruffridge noted that CR&R has determined to move forward with the anaerobic digestion process without any formal commitment from the District. He further added that CR&R is presenting this technology to other organizations and indicated that there is high interest from other large cities in signing on to the project. Discussion followed regarding the cost per ton rate savings for the first cities that sign on to the project. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS SPECIAL MEETING HELD JANUARY 10, 2013 ________________________________________________________________ General Manager Carroll questioned what other technologies are being utilized by other haulers. Mr. Silva responded to Mr. Carroll’s question and indicated that the two processes are either aerobic or anaerobic digestion. Mr. Jim Mosher provided public comment regarding grease disposal, energy production, and the end result of the carbonated water that is produced. Discussion followed regarding carbon dioxide (CO2) being released into the atmosphere and whether or not the anaerobic digestion process produces less CO2 than other technologies. Mr. Silva noted that the anaerobic digestion process captures Methane gas and allows the CO2 to be released into the atmosphere to be recycled by nature. Director Scheafer questioned the California laws to be passed banning organics in the landfill and landfill capacity in Southern California. Discussion followed regarding the tonnages received by various landfills in Southern California, the import rate, and the daily percentage of tonnage expected to be anaerobically digested. Director Perry questioned if the District had enough green waste to achieve the 75 percent diversion by year 2020. Mr. Ruffridge confirmed that there is enough to achieve an 83 percent diversion by 2020. Mr. Carroll suggested that another special meeting be held to discuss the zero waste plan, identify goals, and determine the desired outcome to be achieved. Discussion followed regarding the timeframe to determine the District’s involvement in the anaerobic digestion process, and creating a partnership with the City of Costa Mesa to achieve the diversion rate. There were no additional questions or comments and the report was accepted. ADJOURNMENT President Ferryman adjourned the meeting at 11:08 a.m. _________________________ _________________________ Art Perry James Ferryman Secretary President COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING JANUARY 14, 2013 ______________________________________________________________________ CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in special session on January 14, 2013 at 4:28 p.m. at 628 W. 19th Street, Costa Mesa. ROLL CALL DIRECTORS PRESENT: DIRECTORS ABSENT: James Ferryman, Art Perry, Mike Scheafer, Robert Ooten Jim Fitzpatrick STAFF PRESENT: Scott Carroll, General Manager; Noelani Middenway, Deputy District Clerk; Alan Burns, District Counsel OTHERS PRESENT: Jim Mosher, Newport Beach Resident; Bradley Zint, Daily Pilot PUBLIC COMMENT President Ferryman invited members of the public to address the Board. There was one public comment regarding the fundamental incompatibility of a Board member holding two offices. It was also stated that the Attorney General did not find that the holding of both offices were incompatible. District Counsel Burns responded to the public comment and noted that the Attorney General did find that the offices were incompatible. President Ferryman announced that on January 14, 2013 the District received a letter of resignation from Jim Fitzpatrick vacating his position of Director on the Costa Mesa Sanitary District Board of Directors effective immediately. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS SPECIAL MEETING HELD JANUARY 14, 2013 ________________________________________________________________ Director Perry moved to enter into closed session. Director Scheafer seconded the motion, which carried 4-0. ADJOURN TO CLOSED SESSION WITH LEGAL COUNSEL TO DISCUSS ATTORNEY GENERAL’S OPINION AND LITIGATION OPTIONS PURSUANT TO GOVERNMENT CODE SECTIONS 54956.9(A) AND (C) RECONVENE TO OPEN SESSION AND MAKE ANY APPROPRIATE ANNOUNCEMENTS President Ferryman reconvened to open session at 4:45 p.m. and noted that the Board had reviewed and accepted the resignation of Jim Fitzpatrick. He further stated that the Board agreed with the Attorney General’s findings and will not pursue further legal action against former Board Member Fitzpatrick. He noted that the Board was pleased that the Attorney General agreed with the Board and felt that the Board undertook the proper procedures to protect the public’s rights in preventing an incompatibility of office. President Ferryman excused himself from the meeting. Director Ooten provided comments regarding the content of Mr. Fitzpatrick’s letter of resignation and indicated that the former Director had made several incorrect assumptions that were not in accordance with the findings of the Attorney General. General Manager Carroll indicated that a press release announcing the resignation of Mr. Fitzpatrick would be sent out at the end of the meeting. ADJOURNMENT Vice President Scheafer adjourned the meeting at 4:48 p.m. _________________________ _________________________ Art Perry James Ferryman Secretary President COSTA MESA SANITARY DISTRICT MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING JANUARY 15, 2013 _____________________________________________________________________ CALL TO ORDER The Operations Committee of the Costa Mesa Sanitary District met in regular session on January 15, 2013 at 9:30 a.m. at 628 W. 19th Street, Costa Mesa. ROLL CALL MEMBERS PRESENT: Mike Scheafer, Art Perry, Bob Ooten (Ooten, was present as an observer and did not participate in the discussions). STAFF PRESENT: Scott Carroll, General Manager; Robin B. Hamers, District Engineer; Noelani Middenway, Deputy District Clerk; Javier Ochiqui, Management Analyst; Elizabeth Pham, Management Intern OTHERS PRESENT: Dean Ruffridge, CR&R; Lawrence Jones, CR&R; Jim Mosher, Newport Beach Resident STANDING REPORTS - RECYCLING 01. Recycling Report – December 2012  Update on how CMSD is meeting AB 939 goals Javier Ochiqui, Management Analyst, provided the December 2012 recycling report and noted a diversion rate 57.84 and 51.97 for Santa Ana Heights. Director Perry questioned if the rates were increasing as the reported rates were larger than he had seen before. Mr. Dean Ruffridge, CR&R, confirmed that the rates were increasing and that he would report back as to what caused the increase. There were no additional questions or comments and the report was accepted. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD JANUARY 15, 2013 ________________________________________________________________ 02. Waste Diversion Report – December 2012  Update on the amount of recycling materials diverted from the landfill Mr. Ochiqui provided a Waste Diversion report and noted that a 57.54 percent diversion rate was achieved for the calendar year of 2012. There were no additional questions or comments and the report was accepted. 03. Ordinance Enforcement Officer’s December 2012 Report  Review OEO enforcement activities for trash cans, graffiti and scavenging General Manager Carroll noted that no citations had been issued in the month of December. He discussed the citations of trash containers left in public view and noted that the tagging system is working well. There were no additional questions or comments and the report was accepted. 04. Scavenging Report – December 2012  Review scavenging activities reported to CMPD Mr. Ochiqui reported that there were thirteen scavenging incidents reported in the month of December. He indicated that staff is working with the Costa Mesa Police Department on identifying the times and locations of the scavenging occurrences. Chairman Scheafer reported on reoccurring scavenging in his neighborhood. General Manager Carroll indicated that he would have the Ordinance Enforcement Officer patrol said neighborhood during the reported times that the scavenging has been occurring. There were no additional questions or comments and the report was accepted. 05. Solid Waste Facts & Figures – December 2012  Review and discuss facts and figures regarding solid waste in CMSD  City Commercial tonnage information (Quarterly Reports) Mr. Ochiqui reported on the solid waste facts and figures and noted a 56 percent commercial diversion rate. There were no additional questions or comments and the report was accepted. NEW DISCUSSION ITEMS - RECYCLING 06. Telephone Book Recycling Program – Update  Discuss and review the results of the program Mr. Ochiqui informed the Committee that nearly four thousand telephone books were collected from the twenty-two participating schools. He indicated that the total amount received this year was a decrease from the previous years’ collection total of over five thousand books. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD JANUARY 15, 2013 ________________________________________________________________ Discussion followed regarding the decrease in phone book production, the need to review whether or not this program should be continued, and what methods of advertising each school utilized to show a good faith effort in participating in the telephone book recycling program. Mr. Ochiqui noted that the top three participating schools were Kline School, St. John the Baptist and Estancia High School. Chairman Scheafer suggested that staff contact the high performing schools to obtain information on how they successfully advertised the program and compare their efforts to those of the lower performing schools. Discussion followed regarding the cost and challenges of printing flyers for distribution. There were no further questions or comments and the report was accepted. 07. Solid Waste Audit RFP - Update  Receive an oral report from staff Mr. Ochiqui reported that bids had been received from three consulting firms - R3 Consultant Group, Michael Balliet Consulting, LLC, and HF&H Consulting. He noted that the bid results ranged in cost from $21,000 to $28,000. General Manager Carroll indicated that the RFP's are currently being reviewed and the findings will be brought back to the Operations Committee at their February monthly meeting. Discussion followed regarding the average cost to conduct an audit and whether or not the amounts quoted to the District were within that average. Mr. Ruffridge discussed the audit costs, offered by the same companies, to different municipalities in Southern Orange County. He noted that CR&R has worked with each of the proposed consultants and they are all highly competent. Discussion followed and it was noted that the consultant contract is not primarily cost driven and that it was based on the consultant’s ability to fulfill the criteria of the RFP. There were no further questions or comments and the report was accepted. 08. Door-to-Door Household Hazardous Waste (HHW) Program  Receive an oral report from staff regarding the presentation at the Senior Center on 1/15/13 @ 7:30 am Mr. Ochiqui reported on his presentation of the HHW program at the Senior Center and noted that it was well supported. He discussed the proposed methods of advertising at the Senior Center including the distribution of flyers and hanging of banners to increase participation. Chairman Scheafer indicated that the participants at the Senior Center are very supportive and the District should see a high level of response from the Senior Center attendees. There were no further questions or comments and the report was accepted. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD JANUARY 15, 2013 ________________________________________________________________ 09. Trash Cans in Alleys - Update  Receive an oral report from staff Mr. Ochiqui reported that 80 percent of residents who have received notices regarding the trash cans left in the alleys are now in compliance. He indicated that Ordinance Enforcement has focused on a small east side alley located between Tustin Avenue and Raymond Avenue as the first pilot program area. He further added that the courtesy notices have worked well and that the location will continue to be monitored. Discussion followed regarding resident compliance, the frequency of calls received from residents who have been cited, and the beginning of the second phase of the pilot program. There were no further questions or comments and the report was accepted. ACTION ITEMS – RECYCLING 10. None STANDING REPORTS – SEWER SYSTEM 11. Monthly Spill Statistics – One SSO occurred in December District Engineer Hamers reported a small SSO on December 26, 2012 between Baker and Bristol and noted that everything was recovered and contained. He indicated that the SSO was due to grease in the CMSD line. Discussion followed regarding SAG's and the difference in cost for maintaining and replacement, as well as the frequency of cleaning hot spot areas. General Manager Carroll noted that there were four SSO's in 2012 and that the District's goal was to be below the Santa Ana Regional Water Control Board's average. Mr. Hamers provided statistics from the State of California annual compliance audit of California agencies. He noted that in Fiscal Year 2011-12 the District had 2.23 spills with a volume of 74 gallons per one hundred miles and compared it to the State average of 4.28 spills with a volume of 13,925 gallons per hundred miles. Discussion followed regarding the difference of infrastructure between the District's in Northern and Southern California. The Committee commended staff’s exceptional efforts. There were no additional questions or comments and the report was accepted. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD JANUARY 15, 2013 ________________________________________________________________ 12. Sewer Facts and Figures  Review and discuss facts and figures regarding CMSD’s sewer system There were no questions or comments and the report was accepted as presented. NEW DISCUSSION ITEMS – SEWER SYSTEM 13. Elden Pumping Station Downspout on Incoming Gravity Line – Oral Report  Receive an update from District Engineer Mr. Hamers reported on the challenges of installing a second downspout to reduce hydrogen sulfide levels at the Elden Pumping Station. He indicated that due to the complicated nature of the hydraulics of the Irvine/Elden pumping system, both attempts at installing the downspout on December 3rd and December 19th were unsuccessful. Discussion followed regarding the plans to replace the remaining 37-year old valves and piping at the Elden station. There were no further questions or comments and the report was accepted. ACTION ITEMS – SEWER SYSTEM 14. California Association of Sanitation Agencies (CASA) Membership Dues  Consider canceling membership dues General Manager Carroll provided a report on the California Association of Sanitation Agencies (CASA) membership dues. He indicated that the dues of $12,000 was excessively high for the amount the CMSD receives in tangible benefits from being a CASA member. Mr. Carroll recommended that the District not renew its membership with CASA and noted that the Board of Directors would be able to continue to participate in the CASA conferences as non-members. Discussion followed regarding the benefits of the CASA educational opportunities. There were no further questions or comments and the report was accepted. The Committee recommended that this item be brought to the full Board for review. CMSD PROJECTS: 15. A. Project #101 West Side Pumping Station Abandonment – Status  The District Engineer is continuing work on the preliminary engineering. B. Project #192 System Wide Sewer Reconstruction Phase 2 – Status  Work is approximately 30% complete. C. Project #193 Pumping Station Seismic Study and Retrofit – Status  The plans and specs are complete and staff is examining the construction budget. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD JANUARY 15, 2013 ________________________________________________________________ D. Project #196 Installation of Backup Power and Pumping Capability Phase I - Status  The District Engineer and General Manager are working with the cities of Costa Mesa and Newport Beach regarding above-ground emergency equipment. E. Project #197 – System Wide Sewer Reconstruction Phase 3 – Status  The plans and specs are approximately 50% complete. F. Project #198 Condition Assessments of Force Mains - Status  Staff is formulating a plan for the PICA technology on Harbor, Mendoza, Victoria and South Coast Plaza force mains G. OCSD Proposed Transfer of Fairview Trunk  The District Engineer is reviewing videos of the Fairview Trunk as a first step in the condition assessment of the line. There were no questions or comments and the report was accepted as presented. Upcoming CMSD Events and Activities 16. A. Sunday, February 3 at 10:00 a.m. – Free Composting Workshop at Fairview Park (next to Estancia High School). Don’t forget to bring your lawn chairs. B. Friday, February 8 from 9:00 a.m. to 4:00 p.m. – Vanguard University Environmental Sustainability Conference. Vanguard University’s chapter of Students in Free Enterprise is showcasing top industry leaders in the reform for sustainable business. CMSD will have a booth at the conference. C. Sewer Lateral Assistance Program (SLAP) – The SLAP is a financial incentive program to encourage residents to maintain their lateral sewer line. The program will contribute 50% of the resident’s cost up to a maximum of $1,800. For more information visit www.cmsdca.gov or call (949) 645-8400. D. Large Item Collection Program – Residents are eligible for three (3) complimentary pick-ups per year. There is a limit of ten items per call or collections can be combined for a total of thirty items per calendar year. For more information visit www.cmsdca.gov or call (949) 646-4617 to schedule an appointment. General Manager Carroll noted that Management Analyst Javier Ochiqui and Management Intern Elizabeth Pham would represent the District at the annual Vanguard University Environmental Sustainability event on February 8, 2013. Director Perry suggested that a discussion item be placed on an upcoming Board of Director's meeting agenda regarding the District's financial involvement in the City of Costa Mesa's 60th anniversary celebration. PUBLIC COMMENTS 17. This is the time to receive any comments from members of the public. COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE OPERATIONS COMMITTEE REGULAR MEETING HELD JANUARY 15, 2013 ________________________________________________________________ Mr. Jim Mosher, Newport Beach resident, commented on an upcoming e-waste collection event at Mariner's Elementary School. It was suggested that the event be advertised on the District's website. He also provided comment regarding the opportunity to provide public comment throughout the meeting. General Manager Carroll responded to the public comment and noted that it is the Board's discretion whether or not to accept additional public comments throughout the meeting. Discussion followed regarding the advertising of the e-waste event at Mariner's Elementary School. Mr. Carroll suggested that the advertising of City of Newport Beach events on the District's website be discussed at the Newport Beach Liaison Committee. There were no further questions or comments. 18. Discuss items for next Operations Committee meeting. ADJOURNMENT There being no other business to come before the CMSD Operations Committee, Chairman Scheafer adjourned the meeting at 10:50 a.m. Next Meeting Date: February 19, 2013 _________________________ Mike Scheafer Chair COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JANUARY 24, 2013 ______________________________________________________________________ I. CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on January 24, 2013 at 5:30 p.m. at 628 W. 19th Street, Costa Mesa. II. PLEDGE OF ALLEGIANCE President Ferryman led the Pledge of Allegiance. III. INVOCATION President Ferryman led the Invocation. IV. ROLL CALL DIRECTORS PRESENT: James Ferryman, Robert Ooten, Art Perry, Mike Scheafer DIRECTORS ABSENT: None STAFF PRESENT: Scott Carroll, General Manager; Anna Sanchez, Administrative Service Manager; Noelani Middenway, Deputy District Clerk; Robin B. Hamers, District Engineer; Alan Burns, District Counsel; Marc Davis, District Treasurer; Javier Ochiqui, Management Analyst OTHERS PRESENT: Dean Ruffridge, CR&R; Lawrence Jones, CR&R; Jessica Harris, Costa Mesa Resident; Mark Harris, Costa Mesa Resident; Jim Mosher, Newport Beach Resident V. CEREMONIAL MATTERS AND PRESENTATIONS – NONE VI. ANNOUNCEMENT OF LATE COMMUNICATIONS General Manager Carroll provided an article that was submitted by Jim Fitzpatrick to the Daily Pilot and the Board to be entered into the meeting record. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 24, 2013 ________________________________________________________________ Directors Scheafer and Ooten made comments relative to the article that was submitted. VII. PUBLIC COMMENTS – There two comments from members of the public. VIII. CONSENT CALENDAR 1. Operations Committee Minutes of December 11, 2012 The minutes of the Operations Committee Meeting of December 11, 2012, were approved as presented. 2. Board of Directors Special Meeting Minutes of December 20, 2012 The minutes of the Board of Directors Special Meeting of December 20, 2012, were approved as presented. 3. Board of Directors Meeting Minutes of December 20, 2012 4. Occupancy Report and payment to Costa Mesa Disposal – December 2012 The minutes of the Board of Directors Special Meeting of December 20, 2012, were approved as presented. The Occupancy Report and payment to Costa Mesa Disposal for December 2012, was approved as submitted. 5. Contract Payment to CR Transfer for Recycling Services & Disposal for December 2012 The Contract Payment to CR Transfer for Recycling Services & Disposal for December 2012 was approved. 6. Adoption of Warrant Resolution No. CMSD 2013-06 Approving District Warrant Registers This item was pulled from the Consent Calendar for separate vote. 7. Directors' Compensation and Reimbursement of Expenses for the Month of December 2012 The Directors' Compensation and Reimbursement of Expenses for the Month of December 2012 was approved as presented. 8. Adoption of Resolution No. 2013-827 – Update to Records Retention Schedule This item was pulled from the agenda and tabled to the next regular Board meeting of February 27, 2013. END OF CONSENT CALENDAR Director Ooten moved for approval of the Consent Calendar except for the items pulled for a separate vote (Item Nos. 6 and 8). Director Perry seconded the motion, which carried 3-0. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 24, 2013 ________________________________________________________________ Regarding Item No. 6, General Manager Carroll indicated that he would work on listing the vendors by name in the warrant report. Regarding Item No. 8, General Manager Carroll noted that this item is being pulled from the agenda and that District Counsel will be working with the Deputy District Clerk on preparing a revised resolution and records retention program. Director Perry motioned to approve items 6 and 8. Director Ooten seconded the motion, which carried 3-0. IX. PUBLIC HEARINGS – NONE President Ferryman requested to begin discussions with Item 17. X. OPERATIONS COMMITTEE 17. Tuesday, January 15, 2013, 9:30 a.m. - (Vice President Scheafer and Director Perry) Recommendation: That the Board of Directors accepts and files report. General Manager Carroll provided a report on the items discussed at the Operations Committee meeting of January 15, 2013, including the increase in diversion to 57 percent, the reported scavenging activity for the month, the receipt of three bids from consultants to conduct the CR&R audit, and the presentation at the Senior Center for the Household Hazardous Waste program. Director Perry commented on the pilot program for citations of trash cans left in the alleys. Discussion followed regarding the current process in place for noticing residents of the requirements to keep the trash cans out of the alleys. There were no further questions or comments and the report was accepted. XI. ENGINEER'S REPORTS 18. Project Status Report Recommendation: That the Board of Directors receive and file the report. Mr. Hamers reported that all projects appeared to be moving along well. There were no questions or comments and the report was received and filed. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 24, 2013 ________________________________________________________________ Director Scheafer entered the meeting at 5:55 p.m. 19. Elden Pumping Station Downspout on Incoming Gravity Line Recommendation: That the Board of Directors directs the General Manager to include replacement of the section of 37-year piping and valves at the Elden Pumping Station in the District’s force main rehabilitation program and to install the second downspout when the piping and valves are replaced. Mr. Hamers provided information on the challenges that prevented the installation of the second downspout at the Elden Pumping station. He informed the Board that a plan is currently being developed to be able to achieve the downspout installation. Discussion followed regarding a meeting with executive staff at south coast plaza to institute measures with the restaurants in the area that comply with the District's Operations Code. There were no additional questions or comments. Director Perry motioned to direct the General Manager to include replacement of the section of 37-year piping and valves at the Elden Pumping Station in the District’s force main rehabilitation program and to install the second downspout when the piping and valves are replaced. Director Scheafer seconded the motion, which carried 4-0. XII. GENERAL MANAGER/DISTRICT CLERK REPORTS 9. Set a Public Hearing Date for Wastewater Rate Adjustment Recommendation: That the Board of Directors sets a public hearing date for April 18, 2013 at 5:30 p.m. General Manager Carroll provided background on the item and recommended that the Board set a public hearing date for April 18, 2013. He indicated that if the Board selected the recommended meeting date, that staff will mail out public hearing notices during the week of February 4, 2013, and host a workshop on March 14, 2013 at the Neighborhood Community Center where HF&H Consultants, LLC will present their methodology and respond to any questions. Discussion followed regarding the timeline of mailing the public hearing notices. General Manager Carroll indicated that the notices would be mailed in February to ensure that the 45 day noticing requirement is met. Discussion followed regarding the date and time proposed for the public hearing. Mr. Carroll noted that the public hearing would be set for April 18, 2013 at 5:30 p.m. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 24, 2013 ________________________________________________________________ Mr. Hamers indicated that he would be unable to attend the meeting on April 18 due to a conflict in schedule. He noted that the new rate study provides exceptional detail and that the consultant would be capable of answering any questions during the public hearing. There were no additional questions or comments. Director Perry motioned to set a public hearing date for Thursday, April 18, 2013 at 5:30 p.m. Director Scheafer seconded the motion, which carried 4-0. 10. Reschedule April 25, 2013 Board of Directors Regular Meeting – Oral Report Recommendation: That the Board of Directors reschedules the April 25 Board of Directors regular meeting to April 18, 2013. Mr. Carroll indicated that Director Scheafer would be out of town at the time of the currently scheduled meeting of April 25, 2013 and recommended that the meeting date be changed to April 18, 2013. There were no questions or comments. Director Perry motioned to change the meeting date to April 18, 2013 at 5:30 p.m. Director Ooten seconded the motion, which carried 4-0. 11. Adopt Ordinance No. 96 – Amending Section 3.01.030 of the Operations Code Recommendation: That the Board of Directors adopts Ordinance No. 96 amending the list of meetings the Board is eligible for per diem service. General Manager Carroll provided background on the request to amend section 3.01.030 of the Operations Code to include additional meetings to be eligible for per diem. Discussion followed regarding numbers 28 and 29 of section 3.01.030 in the Operations Code. District Counsel noted that the intent of number 28 is to allow a per diem of service when a Director attends a meeting and the District is a named party or the subject of the meeting. He further explained item 29 requires the Director to identify how the subject matter relates to and affects the District. There was one public comment received on this item regarding a typographical error in the code section number and a question regarding the Directors compensation when representing the District as a Board member of the Orange County Sanitation District. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 24, 2013 ________________________________________________________________ Discussion followed and it was clarified that the Board member representing the District on the OCSD Board is paid a stipend from OCSD and does not receive per diem from the District for attending the meeting. It was also noted that if the other Directors were attendees of the meeting then they would receive payment for per diem service from the District. There were no additional questions or comments. Director Perry motioned to approve Ordinance No. 96 with the correction of the typographical error. Director Ooten seconded the motion, which carried 4-0. 12. Mid-Year Budget Report Recommendation: That the Board of Directors receive and file the report. General Manager Carroll presented the quarterly mid-year budget report. He indicated that there was a projected surplus in the solid waste fund due to the $80,000 appropriation to fund the Door to Door Household Hazardous Waste collection program. He added that there is a projected deficit in the liquid waste fund primarily due to the Sewer Lateral Assistance Program (SLAP) that used more than half of the $200,000 budgeted amount within the first six months. He provided options of stopping SLAP reimbursements or the appropriation of additional funds once the $200,000 budget has been reached. Director Ooten suggested that the Operations Committee receive a quarterly report on the Sewer Lateral Assistance Program. There were no additional questions or comments. Members of the Board concurred to receive and file the report. 13. Establishing a Source Reduction (aka Recycling) Committee Recommendation: That the Board of Directors considers establishing a Source Reduction Committee. General Manager Carroll provided information on the Board’s request to consider establishing a Source Reduction Committee in addition to the existing Operations Committee. Director Scheafer requested that additional workshops and study sessions between meetings instead of creating an additional committee. Members of the Board concurred to remain status quo and maintain the Operations Committee. COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 24, 2013 ________________________________________________________________ 14. School Telephone Book Recycling Program for 2012 Recommendation: That the Board of Directors receive and file the report. Mr. Ochiqui provided a final report on the school telephone book recycling program. He noted Estancia High School and Kline School would receive the grand prize of $400 and that Kline School would receive an additional $500 for collecting between 10-20 pounds per student. He further added that there has been a significant decrease in the number of telephone books collected over the past four years. Discussion followed regarding other recycling program opportunities that would be able to either incorporate or replace the telephone book recycling program. Director Ooten suggested that CR&R create a case study of successful and unsuccessful recycling programs. Director Scheafer requested that a letter be sent to the Principals of the low participating schools and request suggestions on what would encourage greater participation. Mr. Carroll indicated that the schools would qualify for a $300 award if the schools could prove that a good faith effort was made to advertise the program and encourage participation. Director Scheafer requested the schedule for the award presentations. There were no additional questions or comments. Director Scheafer moved to approve the award in the amount of $7,000. Director Ooten seconded the motion, which carried 4-0. 15. California Association of Sanitation Agencies (CASA) Dues Recommendation: That the Board of Directors forego renewing CASA membership in 2013. Mr. Carroll provided information on the programs offered through CASA for the membership rate of $12,000 and compared it to the educational opportunities available through CSDA with the membership rate of $5,000. He recommended that the Board not renew its membership with CASA and continue to attend the CASA conferences as non-members. Discussion followed regarding the use of CSDA’s online trainings for staff. Director Scheafer expressed mixed emotions about not renewing the CASA membership and noted that CASA represents the District on a legislative level. COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 24, 2013 ________________________________________________________________ There were no additional questions or comments. Director Perry motioned to forego renewing CASA membership in 2013. Director Ooten seconded the motion, which carried 4-0. 16. General Manager Annual Performance Recommendation: That the Board of Directors receive and file the report. Mr. Carroll thanked the Board for the opportunity to continue to serve as General Manager. He acknowledged and thanked staff for their hard work and dedication. Director Ooten discussed the criteria that the General Manager was evaluated on, including leadership, management, communication, decision making, judgment, financial management, Member/District and other relations. He noted that he and President Ferryman would complete the General Manager’s evaluations. Director Ooten continued to discuss the goals that were set and achieved by Mr. Carroll and recommended entering into closed session to conclude the evaluation process and to discuss compensation. He highlighted Mr. Carroll’s innovation in regards to safety, his focus on compliance, and the professional growth of the organization. District Counsel addressed President Ferryman and informed him of his authority to proceed with the personnel evaluation with or without Mr. Carroll being present and to report out the results of the evaluation. He further noted that a separate closed session could be held to further discuss and negotiate compensation, of which the results shall be reported out for the public’s information. Members of the Board concurred to receive and file the report. XIII. TREASURER'S REPORTS 20. Investment Report as of December 31, 2012 Recommendation: That the Board of Directors receive and file the report. District Treasurer Marc Davis provided an investment report as of December 31, 2012. Discussion followed regarding the possibility of the fiscal cliff having an effect on the District’s investments. It was noted that the fiscal cliff had no effect. There were no additional questions or comments and the report was received and filed. COSTA MESA SANITARY DISTRICT PAGE 9 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 24, 2013 ________________________________________________________________ 21. Exercise Option Year 1 of Agreement for Audit Services Recommendation: That the Board of Directors exercises the first option year of the audit services agreement with White Nelson Diehl Evans, LLP (WHDE) to perform the District’s annual audit for year ending June 30, 2013 in the amount of $9,340. Mr. Davis provided background on the District’s contract with White Nelson Diehl Evans for audit services. There were no questions or comments. Director Ooten motioned to approve first option year of the audit services agreement with White Nelson Diehl Evans, LLP (WHDE) to perform the District’s annual audit for year ending June 30, 2013 in the amount of $9,340. Director Scheafer seconded the motion, which carried 4-0. XIV. ATTORNEY'S REPORTS District Counsel Burns provided a report on the Pipeline litigation. XV. LOCAL MEETINGS A. Orange County Sanitation District (OCSD) – (Vice President Ferryman) President Ferryman reported on the attrition at OCSD, and noted that Jim Herberg will assume the position of General Manager upon the retirement of current General Manager Jim Ruth in April, 2013. B. Santa Ana River Flood Protection Agency (SARFPA) – (Director Perry) Director Perry reported that the SARI line will be ready to put into service at the end of 2013. C. Independent Special Districts of Orange County (ISDOC) – (Director Scheafer) Director Scheafer reported on the ethics training availability through ISDOC, and the possibility of the District receiving a one percent refund of LAFCO fees. He also reported on a presentation on the possibility of ISDOC making committee available to the Grand Jury. D. California Special Districts Association (CSDA) There was nothing to report. COSTA MESA SANITARY DISTRICT PAGE 10 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 24, 2013 ________________________________________________________________ E. California Association of Sanitation Agencies (CASA) Director Ooten provided a report regarding the SDRMA presentation on assessments of force mains. He also commented on a presentation regarding the knowledge transfer process. Discussion followed regarding permanent diesel engines and AQMD regulations. F. Other Meetings Qualifying for Reimbursement under CMSD Ordinance No. 55, Operations Code Section 3.01.030 Director Scheafer reported on his attendance of the WACO meeting and discussed the presentation on the Salt and Sea. He also noted that the OC Water Summit will be held in Anaheim on May 17, 2013. XVI. OLD BUSINESS - None XVII. NEW BUSINESS 22. Options for filling Board of Director Vacancy – Oral Report Recommendation: That the Board of Directors implements one of the following procedures as per California Government Code Section 1780:  Fill the vacancy by appointment; or  Call for a special election President Ferryman noted that a special election would be expensive to hold and felt that an appointment would appropriate. Director Perry motioned to fill the vacancy by appointment. Director Scheafer seconded the motion, which carried 4-0. Discussion followed regarding the criteria to be developed, including the requirement of a candidate statement from the applicant and a detailed resume listing the candidate’s qualifications. Mr. Carroll provided suggestions of advertising methods to publicize the application process. District Counsel noted that the selection process would be done in open session. He also indicated that if the Board desired to edit the content of the proposed application form that they would need to either hold a separate meeting to do so or authorize the President to make the adjustments. President Ferryman suggested appointing an ad-hoc sub-committee to develop the candidate application requirements. COSTA MESA SANITARY DISTRICT PAGE 11 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 24, 2013 ________________________________________________________________ Directors Scheafer and Ooten volunteered to serve on the ad-hoc committee. Discussion ensued regarding the screening of the applicants, scheduling of special meetings to discuss the received applications, and options of whether or not an interview would be necessary. Director Scheafer suggested that the notice of acceptance of applications be advertised on the Daily Pilot, Orange County Register, and on the District website. General Manager Carroll confirmed that the ad-hoc committee will develop the criteria and information that the applicants will need to be considered. The finalized criteria will then be advertised in the Daily Pilot, Orange County Register, and the District website. Public comment was received by Mr. Mosher regarding the ad-hoc committee. There were no additional questions or comments. President Ferryman recommended that a Board of Directors Special Meeting be held on February 4, 2013 at 9:30 a.m. to further discuss the candidate application process. XVIII. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS The February date for the regularly scheduled Board of Directors meeting has been changed to Wednesday, February 27, 2013 at 5:30 P.M. Director Scheafer commented on an article in the Daily Pilot regarding gross inaccuracies made by a former Director. Director Ooten also commented on the article referenced by Director Scheafer. There were no additional questions or comments. XIX. ADJOURNMENT TO CLOSED SESSION 23. Public Employee Performance Evaluation (Gov. Code §54957) - Title: General Manager Conference with Labor Negotiator (Gov. Code §54957.6) Agency Negotiator: President Ferryman Unrepresented Employee: General Manager Public comment was received from Mr. Mosher on the closed session item. COSTA MESA SANITARY DISTRICT PAGE 12 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 24, 2013 ________________________________________________________________ The Board of Directors adjourned into Closed Session at 7:30 P.M. RECONVENED TO OPEN SESSION - 7:55 P.M. President Ferryman reported that a Board of Directors Special Meeting will be held on February 4, 2013 at 9:30 a.m. to further discuss, in closed session, the General Manager’s evaluation and compensation. XX. ADJOURNMENT President Ferryman adjourned the meeting at 7:57 p.m. to the next regular meeting of the Costa Mesa Sanitary District Board of Directors on February 27, 2013at 5:30 p.m. in the District's Board Room, 628 W. 19th Street. _________________________ _________________________ Art Perry James Ferryman Secretary President COSTA MESA SANITARY DISTRICT Warrant Resolution No. CMSD 2013-8 A RESOLUTION OF THE COSTA MESA SANITARY DISTRICT RATIFYING THE PAYMENT OF CERTAIN CLAIMS AND DEMANDS, AND SPECIFYING THE FUNDS OUT OF WHICH THE SAME WERE PAID. THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT DOES HEREBY ORDER AND RESOLVE AS FOLLOWS: Section 1. That the attached claims and demands totaling $671,187.15 have been audited as required by law and that the same were paid out of respective funds as hereinafter set forth. Section 2. That the Clerk of the District shall certify to the adoption of this Resolution and shall retain a certified copy thereof in his own records. PASSED AND ADOPTED this 27th day of February 2013. ATTEST: Secretary President STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss COSTA MESA SANITARY DISTRICT ) I, SCOTT CARROLL, General Manager/District Clerk of the Costa Mesa Sanitary District, hereby certify that the foregoing Warrant Resolution No. CMSD 2013-8 was duly adopted by the Costa Mesa Sanitary District at a regular meeting held on the 27th day of February 2013. AYES: NOES: ABSENT: ABSTAIN: IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Seal of the Costa Mesa Sanitary District on this 27th day of February 2013. District Clerk of the Costa Mesa Sanitary District Costa Mesa Sanitary District …an Independent Special District Protecting our community’s health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Memorandum To: Board of Directors Via: Scott Carroll, General Manager From: Marc Davis, Treasurer Date: February 27, 2013 Subject: Investment Report for the Month of January 2013 Summary Attached is the Investment Report for the month of January 2013. As required by the District’s Statement of Investment Policy, the Investment Report delineates all investment activity during the month. Staff Recommendation Approve the Investment Report for the month of January 2013. Analysis This report lists the types of securities held in the District’s portfolio, the institutions from which the securities were purchased, maturity dates and interest rates as of January 31, 2013. The District’s investments are in compliance with the Statement of Investment Policy adopted by the Board at the July 26, 2012 regular meeting, as well as the California Government Code. The market values in this report were provided by our third party custodian, Bank of New York, except for the Local Agency Investment Fund (LAIF). The market value of LAIF was provided by the State Treasurer’s Office. It does not represent the value of the underlying securities within the pool, but rather the par or cost amount, which is the amount the District is entitled to withdraw. This reporting practice is consistent with industry standard practices for similar funds. The weighted average stated rate of return (current yield) for the District’s investment portfolio as of January 31, 2013, was 0.537%. The yield to maturity of the portfolio was 0.537%. The District’s weighted average interest rate was 23 basis points (0.237%) above the daily effective yield of LAIF, which was 0.300% as of January 31, 2013. The weighted Board of Directors February 27, 2013 Page 2 of 3 average number of days to maturity for the District’s total portfolio was 719 days (1.97 years). The average duration of the underlying securities in LAIF as of January 31, 2013, which is the most current information available, was 226 days. The District’s investment portfolio is in compliance with its liquidity limitations, which requires that a minimum of 20.00% of the portfolio must mature within one year. The percentage of the portfolio maturing in less than one year as of January 31, 2013 was 54.69%. During the month of January 2013, the District had 3 securities called. The proceeds from the calls were transferred to the sweep account held by the District’s custodian. This resulted in a temporary non-compliance of the portfolio whereby the investments in a money market mutual fund exceeded 10.00% in any one fund and 20.00% in total. As of January 31, 2013, the District had 23.60% of its portfolio in the sweep account with the Bank of New York. Two new securities have been purchased and will settle in February 2013, and Staff is actively seeking to place one additional investment. Once these replacement investments are settled, the balance in the sweep account will be reduced to below 10.00% of the portfolio. As of January 31, 2013, the District has adequate operating reserves necessary to meet its obligations for the next six months. Strategic Plan Element & Goal This item supports achieving Strategic Element No. 7.0, Finances, by ensuring the short and long-term fiscal health of the District. Legal Review Legal review is not required. Financial Review The portfolio was budgeted to earn an average rate of 0.900% for the year ending June 31, 2013. Through January 31, 2013, the portfolio has earned a weighted average interest rate of 0.817%. Staff anticipates that the District will be close to budget with its estimated investment earnings. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the February 27, 2013 Board of Directors regular meeting at District Headquarters (628 W. 19th Street) and on the District’s website at www.cmsdca.gov. Alternative Actions 1. Refer the matter back to staff Board of Directors January 24, 2013 Page 3 of 3 Attachments Treasurer’s Report of Pooled Cash and Investments as of January 31, 2013 Deposits Outstanding Bank Balance In Transits Checks Book Balance Active Accounts: Bank of America 277,158.34$ 25,283.41 221,441.50 81,000.25$ Total Active Accounts 277,158.34 25,283.41 221,441.50 81,000.25 Market Value Increase Decrease Cost Investments: Local Agency Investment Fund 5,491,443.80$ - - 5,491,443.80$ Money Market/Sweep Account 4,164,312.04 - - 4,164,312.04 Federal Agency Securities 7,991,945.00 - (8,055.00) 8,000,000.00 Total Investments 17,647,700.84 - (8,055.00) 17,655,755.84 Total Pooled Cash & Investments 17,924,859.18$ 25,283.41$ 213,386.50$ 17,736,756.09$ Market Adjustment C O S T A M E S A S A N I T A R Y D I S T R I C T Treasurer's Report of Pooled Cash and Investments January 31, 2013 Costa Mesa Sanitary District Pooled Cash and Investments by Fund January 31, 2013 Solid Waste Fund: Operating Reserve 801,000.00$ Unreserved 5,106,517.80 Liquid Waste Fund: Operating Reserve 371,000.00 Reserved for Earthquakes/Emergencies 1,000,000.00 Reserved for Capital Outlay 2,774,665.00 Unreserved 2,099,072.91 Sewer Construction Fund 100,000.00 Facilities Revolving Fund 100,195.32 Asset Replacement Fund 244,013.31 Asset Management Fund 5,140,291.75 Total Pooled Cash & Investments 17,736,756.09$ Treasurer DateMarcus D. Davis January 31, 2013 2/18/13 1 Total investments outstanding as of December 31, 2012 18,282,902.68$ Additions: Gain on sale of investment 1,250.00 Investment purchases - Deductions: Investments called (3,000,000.00) Net increase (decrease) in Sweep Account 3,019,000.29 Net increase (decrease) in LAIF (647,397.13) Total investments outstanding as of January 31, 2013 17,655,755.84$ C O S T A M E S A S A N I T A R Y D I S T R I C T Investment Activity Summary January 31, 2013 2 InterestCUSIPPurchase Maturity Coupon Investment Earned atNumberInvestmentDateDateRateCost01/31/13n/a Local Agency Investment Fund n/a n/a 0.300% 5,491,443.80$ n/a **n/a Bank of New York-Sweep Acct n/a n/a 0.000% 4,164,312.04 n/a3133EAPB8 Federal Farm Credit Bank 05/02/12 05/02/17 1.230% 1,000,000.00 3,040.83 3136G0GX3 Federal National Mortgage Assn 05/30/12 08/24/16 1.000% 1,000,000.00 4,361.11 3135G0MA8 Federal National Mortgage Assn 06/28/12 06/28/17 1.200% 1,000,000.00 1,100.00 3134G3ZR4 Federal Home Loan Mortgage 08/07/12 08/07/171.000% 1,000,000.00 4,833.33 3136G0L58 Federal National Mortgage Assn 10/18/12 10/18/17 1.000% 1,000,000.00 2,861.11 3135G0RQ8 Federal National Mortgage Assn 11/15/12 11/15/17 1.000% 1,000,000.00 2,111.11 313381LC7 Federal Home Loan Mortgage 12/28/12 12/28/170.950% 1,000,000.00 870.83 3136G17A1 Federal National Mortgage Assn 12/31/12 12/30/15 0.450%1,000,000.00 387.50 Totals17,655,755.84$ 19,565.82$ **Represents the LAIF daily rate at 1/31/13CommentsCOSTA MESA SANITARY DISTRICTInvestment and Investment EarningsJanuary 31, 2013 3 Current % of Market Value 01/31/13 Maximum % U.S. Treasury Bills 0.00% Unlimited U.S. Treasury Notes 0.00% Unlimited Federal Agency Issues: FICB 0.00% Unlimited FLB 0.00% Unlimited FHLB 0.00% Unlimited FHLMC 11.25% Unlimited FNMA 28.35% Unlimited FFCB 5.68% Unlimited Other *0.00% Unlimited Banker's Acceptances 0.00% 25% (1) Certificates of Deposit 0.00% 25% Negotiable Certificates of Deposits 0.00% 25% (1) Commercial Paper 0.00% 25% (1) Medium Term Corporate Notes 0.00% 20% (1) LAIF (Local Agency Investment Fund) 31.12% 40,000,000 Shares of Benefical Interest 0.00% 20% Money Market/Mutual Funds (Sweep Acct) 23.60% 10% per fund (2) Total 100.00% % of portfolio maturing under one year 54.69% no less than 20% % of portfolio maturing over one year 45.31% 100.00% (1) Further limited to 10% in any single issuer (2) Also limited to 20% in total. *These securities are not considered for purchases: SBA, GNMA, TVA and SALLIEMAE COSTA MESA SANITARY DISTRICT Summary of Policy Limitations January 31, 2013 Description 4 Purchase Maturity Coupon Investment % of Market % ofDescriptionBroker/DealerDateDateRateCostPortfolioValuePortfolioCommentsState Treasurer's Pool LAIF n/a Continuous 0.300% ** 5,491,443.80$ 5,491,443.80$ POOL Total State Treasurer's Pool5,491,443.80 31.10% 5,491,443.80 31.12%Money Market Mutual Fund Bank of New York n/a Continuous 0.000% 4,164,312.04 4,164,312.04 SWEEP Total Money Market Mutual Fund4,164,312.04 23.59% 4,164,312.04 23.60%Federal Home Loan Mortgage E.J. De La Rosa 08/07/12 08/07/17 1.000% 1,000,000.00 991,875.00 FHLMCFederal Home Loan Mortgage E.J. De La Rosa 12/28/12 12/28/17 0.950% 1,000,000.00 993,800.00 FHLMC Total Federal Home Loan Mortgage2,000,000.00 11.33% 1,985,675.00 11.25%Federal National Mortgage Association Union Banc 05/30/12 08/24/16 1.000% 1,000,000.00 1,002,510.00 FNMAFederal National Mortgage Association Union Banc 06/28/12 06/28/17 1.200% 1,000,000.00 1,003,210.00 FNMAFederal National Mortgage Association E.J. De La Rosa 10/18/12 10/18/17 1.000% 1,000,000.00 998,830.00 FNMAFederal National Mortgage Association E.J. De La Rosa 11/15/12 11/15/17 1.000% 1,000,000.00 999,570.00 FNMAFederal National Mortgage Association Union Banc 12/31/12 12/30/15 0.450% 1,000,000.00 999,710.00 FNMA Total Federal National Mortgage Association5,000,000.00 28.32% 5,003,830.00 28.35%Federal Farm Credit Bank E.J. De La Rosa 05/02/12 05/02/17 1.230% 1,000,000.00 1,002,440.00 FFCB Total Federal Farm Credit Bank1,000,000.00 5.66% 1,002,440.00 5.68%Total Investments17,655,755.84$ 100.00%17,647,700.84$ 100.00%**Represents the LAIF daily rate at 1/31/13COSTA MESA SANITARY DISTRICTSchedule of Investments by Instrument TypeJanuary 31, 2013 5 Investment Purchase Maturity Days to Coupon Yield to InvestmentBroker/DealerTypeDate DateMaturityRateMaturityCostLocal Agency Investment Fund Pool1 0.300% ** 0.300% 5,491,443.80$ Bank of New York Sweep1 0.000% 0.000% 4,164,312.04 E.J. De La Rosa FFCB 05/02/12 05/02/17 1,583 1.230% 1.230% 1,000,000.00 UnionBanc FNMA 05/30/12 08/24/16 1,332 1.000% 1.000% 1,000,000.00 UnionBanc FNMA 06/28/12 06/28/17 1,640 1.200% 1.200% 1,000,000.00 E.J. De La Rosa FHLM 08/07/12 08/07/17 1,680 1.000% 1.000% 1,000,000.00 E.J. De La Rosa FNMA 10/18/12 10/18/17 1,752 1.000% 1.000% 1,000,000.00 E.J. De La Rosa FNMA 11/15/12 11/15/17 1,780 1.000% 1.000% 1,000,000.00 E.J. De La Rosa FHLM 12/28/12 12/28/17 1,823 0.950% 0.950% 1,000,000.00 UnionBanc FNMA 12/31/12 12/30/15 1,094 0.450% 0.450% 1,000,000.00 Total Investment Portfolio17,655,755.84$ Total PortfolioWeighted Avg Interest Rate 0.537 %Weighted Avg Yield to Maturity 0.537 %Weighted Avg Days to Maturity 719 Days 1.97 Years**Represents the LAIF daily rate at 1/31/13COSTA MESA SANITARY DISTRICTInvestment PortfolioJanuary 31, 2013 6 NetPurchase Maturity Intuition Investment Coupon Investment Market Accrued Gain/(Loss)DateDateBroker/DealerTypeParRateCostValueInterestIf Soldn/a Continuous LAIF POOL 5,491,443.80$ 0.300% ** 5,491,443.80 5,491,443.80 - - n/a Continuous Bank of New York SWEEP 4,164,312.04 0.000% 4,164,312.04 4,164,312.04 - - 05/02/12 05/02/17 E.J. De La Rosa FFCB 1,000,000.00 1.230% 1,000,000.00 1,002,440.00 3,040.83 2,440.00 05/30/17 08/24/16 UnionBanc FNMA 1,000,000.00 1.000% 1,000,000.00 1,002,510.00 4,361.11 2,510.00 06/28/12 06/28/17 UnionBanc FNMA 1,000,000.00 1.200% 1,000,000.00 1,003,210.00 1,100.00 3,210.00 08/07/12 08/07/17 E.J. De La Rosa FHLM 1,000,000.00 1.000% 1,000,000.00 991,875.00 4,833.33 (8,125.00) 10/18/12 10/18/17 E.J. De La Rosa FNMA 1,000,000.00 1.000% 1,000,000.00 998,830.00 2,861.11 (1,170.00) 11/15/12 11/15/17 E.J. De La Rosa FNMA 1,000,000.00 1.000% 1,000,000.00 999,570.00 2,111.11 (430.00) 12/28/12 12/28/17 E.J. De La Rosa FHLM 1,000,000.00 0.950% 1,000,000.00 993,800.00 870.83 (6,200.00) 12/31/12 12/30/15 UnionBanc FNMA 1,000,000.00 0.450% 1,000,000.00 999,710.00 387.50 (290.00) Total Investments17,655,755.84$ 17,655,755.84 17,647,700.84 19,565.82 (8,055.00) **Represents the LAIF daily rate at 1/31/13C O S T A M E S A S A N I T A R Y D I S T R I C TFor all Maturities with Market ValuesJanuary 31, 2013 7 Type of Purchase Maturity Coupon InvestmentInvestmentDateDateRatePar ValueCostFFCB 05/02/12 05/02/17 1.230% 1,000,000.00 1,000,000.00 Callable 5/2/13 w/5 days notice and anytime afterFNMA 05/30/12 08/24/16 1.000% 1,000,000.00 1,000,000.00 Callable 5/30/13 w/10 days notice, thereafter 8,11,2,5FNMA 06/28/12 06/28/17 1.200% 1,000,000.00 1,000,000.00 Callable 6/28/13 w/10 days notice, monthly thereafterFHLMC 08/07/12 08/07/17 1.000% 1,000,000.00 1,000,000.00 Callable 8/7/14 w/5 days notice, thereafter 11,2,5,8FNMA 10/18/12 10/18/17 1.000% 1,000,000.00 1,000,000.00 Callable 5/15/13 w/10 days notice, thereafter 8,11,2,5FNMA 11/15/12 11/15/17 1.000% 1,000,000.00 1,000,000.00 Callable 5/15/13 w/10 days notice, thereafter 8,11,2,5FHLMC 12/28/12 12/28/17 0.950% 1,000,000.00 1,000,000.00 Callable 12/28/13 w/5 days notice, monthly thereafterFNMA 12/30/12 12/31/15 0.450% 1,000,000.00 1,000,000.00 Callable 12/30/13, w/10 days notice, thereafter 3, 6, 9Totals8,000,000.00$ 8,000,000.00$ COSTA MESA SANITARY DISTRICTCall ScheduleJanuary 31, 2013Call Features 8 Cost50,136.76 In Thousands1 - 180 Days 9,655$ 181 - 365 Days - 1 - 2 Years - ##########6,562.50 2 - 3 Years- COSTA MESA SANITARY DISTRICTMATURITIES DISTRIBUTIONJanuary 31, 201330%40%50%60%70%54.69%33.98%6,562.50 2 - 3 Years- ##########3 - 4 Years 2,000 4 - 5 Years 6,000 TOTAL17,655$ 0%10%20%30%1 - 180 Days181 - 365 Days1 - 2 Years2 - 3 Years3 - 4 Years4 - 5 Years0 0 0 0 0 00.00%0.00%0.00%11.33% 9 Costa Mesa Sanitary DistrictPortfolio Interest Rate Informationas of January 31, 20130.20%0.40%0.60%0.80%1.00%1.20%3 month T-Bill6 month T-Bill2 year T-Note3 year T-Note5 year T-NoteCMSD-monthlyLAIF-monthlyOC Pool-monthly0.00%10 Protecting our community's health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Costa Mesa Sanitary District ….an Independent Special District Memorandum To: Board of Directors From: Scott Carroll, General Manager Date: February 27, 2013 Subject: Fifth Amendment to Agreement - TRC Summary Technology Resource Center (TRC) is the District’s consultant for technology system maintenance. TRC ensures that the District’s technology system is operating proficiently and provides necessary upgrades to keep pace with new computer hardware and software technologies. Staff Recommendation That the Board of Directors approves the Fifth Amendment to the Agreement with Technology Resource Center. Analysis On March 15, 2012, the District and TRC executed the Fourth Amendment to the Agreement for installing video equipment in the Board Room. Soon after the amendment was executed staff authorized TRC to perform technology upgrades as part of the front lobby expansion, but this scope of work was not part of the Fourth Amendment. In addition, the District needed to upgrade its network and internet capabilities. Those services have been rendered and TRC needs to be compensated. The attached Fifth Amendment ratifies the services rendered and will allow the District to compensate TRC. In addition, the amendment will allow the general manager to approve change orders up to $15,000, as per the District’s Operations Code, Section 4.04.060(e), without another amendment to the agreement. Change orders over $15,000 will need Board approval. Finally, the Fifth Amendment extends the term of the Agreement to five years, which is the maximum term limit, as per the District’s Operations Code, Section 4.04.070(f). As the fifth year term of the Agreement approaches, staff will conduct an RFP for technology system maintenance services. Board of Directors February 27, 2013 Page 2 of 2 Strategic Plan Element & Goal This item complies with the objective and strategy of Strategic Element 5.0, Administrative Management, which states the following: 5.0 Administrative Management Objective: To create, maintain and implement policies and procedures to ensure sound management of the District. Strategy: We will conduct periodic reviews, refine and implement policies and procedures, and assure the General Manager has the direction and tools necessary for successful District operations. Legal Review The Associate District Counsel has reviewed and approved the attached Fifth Amendment. Financial Review The cost for performing the technology upgrades to the front lobby was $5,657.39. The cost for upgrading the District’s network and internet capabilities was $13,250.00. The total cost is $18,907.39. Funds are available in the FY 2012-13 Budget. Committee Recommendation Not applicable Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the February 27, 2013 Board of Directors regular meeting at District Headquarters and on District’s website. Alternative Actions 1. Do not approve the Fifth Amendment and authorize staff to pay TRC for services rendered. Attachments A: Fifth Amendment to Agreement Reviewed by: Marc Davis District Treasurer/Interim Accounting Manager Costa Mesa Sanitary District …an Independent Special District Protecting our community’s health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Memorandum To: Board of Directors Via: Scott Carroll, General Manager From: Marc Davis, Treasurer Date: February 27, 2013 Subject: Budget Adjustment for Fairview Trunk Summary A budget adjustment in the amount of $5,000 is required to provide adequate funding for District review of video and assessment of the Fairview trunk line prior to possible transfer of the trunk to the District. Staff Recommendation Approve budget adjustment in the amount of $5,000. Analysis Orange County Sanitation District (OCSD) is a “sanitation district”, as opposed to a “sanitary district,” and a sanitation district is a regional agency that owns large trunk sewers, treatment plants, wastewater recycling facilities and ocean outfall facilities. OCSD sewer lines are large (96” diameter) while a “sanitary district”, which is a local sewer agency, owns small diameter sewers (8”, 10”, 12”, etc.). OCSD has found itself owning multiple small diameter sewers that have caused OCSD to own and operate small diameter cleaning equipment in addition to their large scale equipment. OCSD, therefore, desires to transfer the smaller sewers to the local agencies in which they reside. OCSD and the District have to date entered into four phases of sewer line transfers. The proposed Fairview Trunk transfer would be Phase V. Board of Directors February 27, 2013 Page 2 of 2 In advance of the transfer of the Fairview Trunk, the District has been reviewing CCTV of the Trunk and assessing its condition for purposes of preparing an engineer’s estimate of the cost for needed repairs and rehabilitation in order to negotiate with OCSD. In order to provide adequate funding for the completion of this assessment, the following budget adjustment is required. Liquid Waste Fund Account Account Number Increase Decrease OCSD Fairview Trunk 20-201299-4300 $5,000 Contingency 20-200000-4995 $5,000 Strategic Plan Element & Goal This item supports achieving Strategic Element No. 1.0, Sewer Infrastructure, and Strategic Goal No. 1.4, System-wide Sewer Replacement and Repair Program. Legal Review Legal review is not required. Financial Review The District has $21,960 available in its sewer contingency account. This adjustment would reduce the sewer contingency account to $16,960. Committee Recommendation Not applicable. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the February 27, 2013 Board of Directors regular meeting at District Headquarters (628 W. 19th Street) and on the District’s website at www.cmsdca.gov. Alternative Actions 1. Refer the matter back to staff 2. Appropriate funds from another account Costa Mesa Sanitary District …an Independent Special District Protecting our community’s health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Memorandum To: Board of Directors Via: Scott Carroll, General Manager From: Noelani Middenway, Deputy District Clerk Date: February 27, 2013 Subject: Resolution No. 2012-829 – Ordering Publication of Ordinance No. 96 Summary Resolution No. 2012-829 orders and decrees that publication of Ordinance No. 96, amending Section 3.01.030 of the District’s Operations Code, had occurred on February 1, 2013. Staff Recommendation Staff recommends that the Board of Directors adopt Resolution No. 2012-829. Analysis Ordinance No. 96, amending Section 3.01.030 of the District’s Operations Code, was adopted at the regular Board of Directors Meeting of January 24, 2013. Pursuant to Health and Safety Code Sections 6490 and 6491.3, the Deputy Clerk of the District caused this Ordinance to be published, in a newspaper of general circulation printed and published in the District according to law, on February 1, 2013. Board of Directors February 27, 2013 Page 2 of 2 Strategic Plan Element & Goal This item complies with the objective and strategy of Strategic Element 5.0, Administrative Management, which states: “Objective: Our objective is to create, maintain and implement policies and procedures to ensure sound management of the District.” “Strategy: We will conduct periodic reviews, refine and implement policies and procedures, and assure the General Manager has the direction and tools necessary for successful District Operations.” Legal Review This is a standard resolution ordering publication of a CMSD adopted ordinance. Financial Review Total cost of publication for Ordinance No. 96 is $375. This money is budgeted in the FY2012-13 Public Information budget which is sufficient to cover this expense. Committee Recommendation Not Applicable. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the February 27, 2013 regular Board of Directors meeting at District Headquarters and on District’s website. Alternative Actions 1. Do not approve Resolution No. 2012-829 and refer the matter back to staff. Attachments: Proof of Publication of Ordinance No. 96 Resolution No. 2013-829 ORDINANCE NO.96 AN ORDINANCE OFTHE BOARD OFDIRECTORS OF THE COSTAMESASANITARY DISTRICTADDING MEETINGS WHICH QUALIFY FORA DAY’S SERVICE COMPENSATION WHEREAS,Health and Safety Code Section 6489 sets forth that members may be paidforeach day’s attendance atmeetings andforeach day’s service rendered at the request of the Board;and WHEREAS,the Board has set forth the meetings which qualify for such per diemcompensation in the District Operations Code Section 3.01.030;and WHEREAS,the Board does hereby desire to expand the list of qualifying meetingsto includethose with CostaMesaSanitary District/Mesa WaterDistrict/ City of Newport Beach,County of Orange Board of Supervisors,SouthCoast Metro Alliance and any other sanitaryrelated meetings. NOW,THEREFORE,the Board of Directors ofthe Costa MesaSanitary District does hereby ORDAIN as follows: Section 1.That section 3.01.030 be removed in its entirely and replaced in the Costa Mesa Sanitary District OperationsCode to read as follows: “3.01.030 Compensation.Pursuant to the provisions of Health and Safety Code Section6489,compensationis set for eachday’s attendance at aBoard meeting,or for eachday’s service rendered as aDirector at the requestof the Board,the sum of two hundred twenty one dollars per day,not to exceed a total of six days in any calendar month. The following meetings shall be eligible for such per diem service: 1.Board meetings 2.Advisory committee meetings such as subcommittees 3.Approved conferences or organized education activities 4.Orange County Sanitation District (OCSD)meetings 5.Santa Ana River Flood Protection Agency (SARFPA)meetings 6.Independent Special District of Orange County (ISDOC) meetings 7.Orange County LocalAgency Formation Commission (LAFCO)meetings 8.California Special DistrictsAssociation (CSDA)meetings 9.California Association of Sanitation Agencies (CASA) meetings 10.OrangeCounty Council of Governments (OCCOG)meetings 11.WaterAdvisory Committee of Orange County (WACO) meetings 12.Costa Mesa Chamber of Commerce meetings 13.Educational outreach and presentations 14.City of Costa Mesa meetings 15.County of Orange meetings 16.City of Newport Beach meetings 17.MesaWater District meetings 18.Irvine Ranch Water District meetings 19.Costa Mesa Sanitary District/Mesa Water District/City of Costa Mesa Liaison Committee meetings 20.Water Discharge Regulation (WDR)meetings 21.Water Environment Association (WEF) 22.California Water Environment Association(CWEA) 23.Santa Ana River Basin Section (SARBS) 24.Costa Mesa Sanitary District/Mesa Water District/City of Newport Beach Liaison Committee meetings 25.South Coast Metro Alliance 26.Solid Waste Association of North America (SWANA) 27.Integrated Waste Management Commission (IWMC) 28.Any other meetings that directly involve the District 29.Any other meeting that indirectly involves the District bysubject matter provided that the Director requesting compensation shall describe in his compensation request how the subject matter relatedto theDistrict The Board member shall also be entitled to his/her reasonable expenses incidentthereto.” Section 2.Should any part,clause or section of this Ordinance be declared by any Court to competentjurisdiction to be invalid,theremaining provisions of this Ordinanceshall nevertheless beand remain in full force andeffect and the Board ofDirectors of the Costa Mesa Sanitary District of Orange County, California,herebydeclaresthateachandeverysection,clause,provision or part of thisOrdinance wouldhave been adopted and made apart ofthis Ordinance without theadoption of any portion thereofand that the invalidityof any part or provision hereof shall not in any way affect the validity or enforcement of the remaining provisions of this Ordinance that may stand on their own. Section 3.Pursuant to Health and Safety Code Sections 6490 and 6491.3, the Clerk shall cause this ordinance or a summary thereof to be published in a newspaper of general circulation printed and published in the District according tolaw. PASSED andADOPTED this 24th day of January,2013 /s/Art Perry /s/Jim Ferryman __________________________________________ Secretary President STATE OF CALIFORNIA) COUNTY OF ORANGE )SS CITY OF COSTA MESA) I,SCOTT CARROLL,Clerk of the Costa Mesa Sanitary District, hereby certify that the above and foregoing Ordinance No.96 was duly and regularly passedand adopted by saidBoard ofDirectors at aregular meeting thereof,held on the 24th day of January,2013 by the following votes: AYES:President Ferryman,Directors Ooten,Perry,Scheafer NOES:None ABSENT:None ABSTAIN:None IN WITNESSWHEREOF,Ihavehereuntosetmyhand and affi xed theseal of the Costa Mesa Sanitary District,this 24th day of January,2013. /s/Scott Carroll ________________________________ Clerk of the Costa Mesa Sanitary District LAA1199865-1 RESOLUTION NO. 2012-829 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ORDERING THAT PUBLICATION OF ORDINANCE NO. 96 ADDING MEETINGS WHICH QUALIFY FOR A DAY’S SERVICE COMPENSATION WHEREAS, the Board of Directors on January 24, 2013 adopted Ordinance No. 96 Amending the District’s Operations Code with Regard to Meetings Which Qualify for a Day’s Service Compensation. WHEREAS, that Ordinance was published in the Newport Beach/Costa Mesa Daily Pilot on February, 1 2013, and WHEREAS, Health and Safety Code Section 6490 provides that an order of the Board that publication has occurred is conclusive evidence that publication has properly been made; NOW, THEREFORE, the Board of Directors does hereby resolve: That it is hereby ordered and decreed that publication of Ordinance No. 96 Amending the District’s Operations Code with Regard to Meetings Which Qualify for a Day’s Service Compensation has occurred. PASSED and ADOPTED on this 27th day of February 2013. ________________________________ ________________________________ Secretary, Costa Mesa Sanitary District President, Costa Mesa Sanitary District Board of Directors Board of Directors STATE OF CALIFORNIA ) COUNTY OF ORANGE ) SS CITY OF COSTA MESA ) I, Scott Carroll, Clerk of the Costa Mesa Sanitary District, hereby certify that the above and foregoing Resolution No. 2012-829 duly and regularly passed and adopted by said Board of Directors at a regular meeting thereof held on the 27th day of February 2013. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seal of the Costa Mesa Sanitary District, this 27th day of February 2013. _________________________________ Scott Carroll Clerk of the Costa Mesa Sanitary District Costa Mesa Sanitary District …an Independent Special District Protecting our community’s health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Memorandum To: Board of Directors Via: Scott Carroll, General Manager From: Marc Davis, Treasurer Date: February 27, 2013 Subject: CalPERS Annual Valuation Report as of June 30, 2011 Summary Staff is in receipt of the CalPERS Annual Valuation Report as of June 30, 2011, which discloses an unfunded liability of $201,337. Beginning with the fiscal year 2014-15, the District will need to recognize this unfunded liability on its balance sheet in accordance with Governmental Accounting Standards Board (GASB) Statement Number 68. In advance of the effective date of this new standard, Staff is communicating options to the Board for consideration in possibly funding the unfunded liability. Staff Recommendation Direct Staff to continue to monitor the District’s unfunded liability with CalPERS. Analysis GASB 68 requires all government agencies to report any unfunded pension liabilities on its financial statements beginning with the fiscal year ending June 30, 2015. The GASB encourages early implementation of this new standard, but does not require it. According to the CalPERS Annual Valuation Report as of June 30, 2011, which is the most recent actuarial valuation available, the District’s unfunded pension liability is $201,337. If the District were to implement GASB 68 today, this is the amount that would be recorded as a liability on its financial statements. To prepare for the implementation of GASB 68, there are several options the District has in addressing this unfunded liability. Board of Directors February 27, 2013 Page 2 of 3  Option 1 – Fund the liability in full. This would require the District to make a lump sum payment to CalPERS in the amount of $201,337. Staff does not support this option at this time since the District will not need to report its unfunded liability for 2 more fiscal years. At that time, the District’s unfunded liability will be different due to actual activity of the District, as well as investment performance of CalPERS. Funding in advance of the implementation of GASB 68 could result in a superfunded plan.  Option 2 – Set aside a reserve amount this year and next year to slowly build up to the amount of the unfunded liability. Staff does not support this option at this time as the amount of unfunded liability will change over the next 2 fiscal years as described in Option 1. This could also potentially result in diverting funds from other projects to fund the liability.  Option 3 – Monitor the unfunded liability. This option would require the District to do nothing at this time, but monitor the unfunded liability over the next 2 fiscal years. At the end of this period, Staff would present options to the Board for consideration. Staff recommends this option as it does not require a current unnecessary outlay of cash. Additionally, the current unfunded liability amount is very small compared to what other government agencies may be facing upon implementation of GASB 68. It should be noted that GASB 68 does not require the unfunded liability to be funded. It merely requires a government agency to report the unfunded amount. For many government agencies, since the unfunded amount is so large, it may cause their net assets to appear as a negative amount. That will not be the case for the District. Once GASB 68 is implemented and the District records its unfunded liability, its financial position will not be significantly affected. Strategic Plan Element & Goal This item supports achieving Strategic Element No. 7.0, Ensure the Short and Long-Term Fiscal Health of the District. Legal Review Legal review is not required. Financial Review According to the Annual Valuation Report from CalPERS as of June 30, 2011, the District’s unfunded pension liability is $201,337. There is no financial impact at this time. Board of Directors February 27, 2013 Page 3 of 3 Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the February 27, 2013 Board of Directors regular meeting at District Headquarters (628 W. 19th Street) and on the District’s website at www.cmsdca.gov. Alternative Actions 1. Refer the matter back to staff 2. Select Option 1 or Option 2 Protecting our community's health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Costa Mesa Sanitary District ….an Independent Special District Memorandum To: Board of Directors Via: Scott Carroll, General Manager From: Javier Ochiqui, Management Analyst Date: February 27, 2013 Subject: CR&R Environmental Services Performance Audit Summary On November 15, 2012, the Board of Directors authorized the General Manager to proceed soliciting an RFP for auditing services of CR&R Environmental Services. On January 7, 2013, the three (3) bids were received. Below is a list of all bidders and their cost proposal: 1. Michael Balliet Consulting – $21,000 2. R3 Consulting Group, Inc. - $24,940 3. HF&H Consultants, LLC. – $28,000 Staff Recommendation 1. That the Board of Directors receive and file this report. 2. Approve budget adjustment in the amount of $21,000 to provide adequate funding for the audit. Analysis Two separate CMSD staff members reviewed and analyzed all three (3) bids with the following “Best Value” criteria in mind:  Cost  Responsiveness to RFP  Qualifications and Experience  References/Previous Performance  Ability to Provide Service Board of Directors February 27, 2013 Page 2 of 3  Timeline Based on the criteria mentioned above, staff determined that Michael Balliet Consulting’s proposal is considered “Best Value”. As per Section 4.04.070(b) of the District’s Operations Code, the general manager awarded the “Best Value” proposal to Michael Balliet Consulting. The District will enter into an agreement with Michael Balliet Consulting where the general manager will sign said agreement on the District’s behalf, as per Section 4.04.140 of the Operations Code. The audit will begin in March 2013. The audit is anticipated to take twenty-five days to complete at which time, staff and the consultant will present the findings to the Board of Directors in May 2013. In order to provide adequate funding for the completion of the Solid Waste Performance Audit, the following budget adjustment is required. Solid Waste Fund Account Account Number Increase Decrease Professional Services 10-100000-4200 $21,000 Retained Earnings 10-000000-2900 $21,000 Strategic Plan Element & Goal This item complies the with objective and strategy of Strategic Element 2.0, Solid Waste, which states: “Objective: Our objective is to manage the collection and recycling of residential trash in the most economical and environmentally friendly way.” “Strategy: We will do this by looking for ways to improve efficiencies, achieve high customer satisfaction, and considering prudent new recycling methods.” Legal Review Not at this time; however, Associate District Counsel will review and approve the agreement with Michael Balliet Consulting before it is fully executed. Financial Review Awarding a contract with Michael Balliet Consulting will cost $21,000. This expense is not budgeted, so funds will need to be appropriated from the Solid Waste Fund Balance. However, according to the terms of the Agreement with CR&R, this expense will be reimbursed from CR&R and therefore funds will be deposited back into the Solid Waste Fund Balance. Board of Directors February 27, 2013 Page 3 of 3 Committee Recommendation On January 15, 2013 the Operations Committee received an oral report from staff about the proposals. Staff indicated to the committee that the proposals were being reviewed and the findings will be brought back on February 19, 2013. However, staff did not complete its review of the proposals on time and therefore staff’s findings were not presented to the committee. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the February 27, 2013 regular Board of Directors meeting at District Headquarters and on District’s website. Alternative Actions 1. Direct the general manager to award the proposal and execute an agreement with R3 Consulting Group. 2. Direct the general manager to award the proposal and execute an agreement with HF&H Consultants, LLC Reviewed by: Marc Davis District Treasurer/Interim Accounting Manager Costa Mesa Sanitary District …an Independent Special District Protecting our community's health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov To: Board of Directors Via: Scott Carroll, General Manager From: Noelani Middenway, Deputy Clerk of the District Date: February 27, 2013 Subject: Adopt Ordinance No. 97 Pertaining to Records and Resolution No. 2013-827 - Update to Records Retention Schedules Summary The District’s records retention schedules have been reviewed and updated to reflect new laws and changes in operations. The adoption of the revised retention schedules will result in efficiency gains and cost savings. The Board is authorized to set forth categories for retention/destruction by adopting a resolution making findings. We are also recommending that we adopt an ordinance reference to the subject of records to provide a ready reference. Staff Recommendation Adopt Ordinance No. 97 pertaining to Records; adopt Resolution No. 2013-827 and the updated Records Retention Schedules. Analysis Gladwell Governmental Services, Inc., an expert in local government records, has been assisting the District on improving its records management program. The records retention schedules have been updated to reflect requests from employees, and have been reviewed and updated to reflect changes in law since the schedules were originally adopted in May of 2011. The resolution authorizes future updates to the schedule to be made with the approval of the General Manager, District Clerk, and District Counsel, and authorizes staff to destroy records in accordance with the policy after approvals have been received from the Department Head, District Clerk, and General Manager. The purpose of the records management program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all records managed by the District. Board of Directors February 27, 2013 Page 2 of 2 The update to the records retention schedules will further enhance the District’s efficiency and cost savings. The adoption of an ordinance will provide the District with a ready reference that the Board has adopted a retention schedule and made the findings required under the Government Code. The ordinance also provides simple references and duties for handling public records requests and subpoenas. A provision establishing that the District will only utilize “trusted systems” to make electronic original copies is also provided. By adopting the resolution you are utilizing one of the options open to you to adopt a local schedule allowing retention and destruction by category. To be able to adopt that resolution you must make the findings set forth in the resolution. Strategic Plan Element & Goal This item continues to support Strategic Plan Element 5.0, Administrative Management and Strategic Goal No. 5.2, Enhance Records Management Program from 2011. Legal Review The ordinance, resolution along with the revised schedules were reviewed and approved by District Counsel. Financial Review The District has a current budget of $1,500 for offsite document storage. Adoption of the proposed resolution, ordinance, and updated records retention schedule will support the District’s efforts in maintaining the status quo and not increase the budget for additional offsite storage space. Committee Recommendation Not applicable. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the February 27, 2013 Board of Directors regular meeting at District headquarters and on the District’s website at www.cmsdca.gov. Alternative Actions 1. Do not adopt the ordinance, resolution and updated records retention schedule. 2. Refer the matter back to Staff. Attachments A: Ordinance No. 97 B: Resolution No. 2013-827 C: Updated Records Retention Schedule RECORDS RETENTION SCHEDULE LEGEND 01995 -2013 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the original or "record copy." Usually it is the department that originates the record, unless the item is for a Board of Directors meeting (then it is the District Clerk or District Secretary.) "Lead Depart." refers to the division or department that maintains the original of a record where the records series is common to many departments (e.g. correspondence.) Classification: The method of filing and retrieving records (File Number). This number may be tied into other systems to ensure accuracy. Records Description / Folder Subject: The record series (a group of like records). "Records" shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act. Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra- agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a "trusted system ", etc. Retention /Disposition: Active: How long the file remains in the immediate office area Inactive: How long the file is in off -site storage, stored on Optical Disk or Microforms Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P = Permanent Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? = Those records that are needed for basic operations in the event of a disaster. Media Options: The form of the record - Mag = Computer Magnetic Media (hard drive, disks, tapes, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper OD = Optical Disk, CD, DVD or other media which does not allow changes Scan / Import: "S" indicates the record should be scanned into the document imaging system; I" indicates the record should be electronically imported into the document imaging system; M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd: QC'd= Quality Checked. "Yes" indicates the paper version may be destroyed if the document has been imaged (microfilmed, scanned or imported onto Optical Disk — CD -R, WORM or DVD -R), and then each page Quality Checked QC'd "). Legend for legal citations ( §: Section) CC: Civil Code (CA) CFC: California Fire Code EVC: Evidence Code (CA) FTB: Franchise Tax Board (CA) HUD: Housing & Urban Develop. (US) PC: Penal Code (CA) UBC: Uniform Building Code USC: United States Code (US) WC: Water Code (CA) B &P: Business & Professions Code (CA) CCP: Code of Civil Procedure (CA) CFR: Code of Federal Regulations (US) FA: Food & Agriculture Code GC: Government Code (CA) LC: Labor Code (CA) R &T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code VC: Vehicle Code (CA) CBC: California Building Code CCR: California Code of Regulations (CA) EC: Elections Code (CA) FC: Family Code (CA) H &S: Health & Safety Code (CA) Ops. Atty. Gen.: Attorney General Opinions (CA) UAC: Uniform Administrative Code UPC: Uniform Plumbing Code W &I: Welfare & Institutions Code (CA) Ver 3.0 RECORDS RETENTION SCHEDULE: SOLID WASTE Page SW -1 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record DestroyImage: Inactive Paper OFR) Active (Off -site, Total Vital? Media 1 =Import after in office) OD or Mfr) Retention Options M =Mfr Imaged & S =Scan If the record is not listed here refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, and /or investi ations suspend normal retention periods retention begins after settlement or com letion . Department preference; Most do not have E &O. E &O Statute of Limitations (insurance Agreements & Contracts - certificates are filed with CURBSIDE COLLECTION, agreement); Published Audit HOUSEHOLD HAZARDOUS Mag, Standards =4 -7 years; Statute of Solid Waste', SW -001 WASTE RECYCLING, ETC.: Completion Completion Yes: Mfr, OD S / I Limitations: Contracts & ADMINISTRATIVE RECORDS 5 years 5 years After QC Ppr Spec's =4 years, Wrongful Death =comp. + 5 years, Correspondence, project Developers must retain their schedules, etc. records for completion + 10 years; CCP § §336(a), 337 et. GC §60201 _ Mag, seq., Yes (afterS / 1 Department preference; GC Solid Waste SW -002 Programs / Projects: Large Item 5 years 5 years Collection, Recycling_ When No OD, Ppr 2 years) 60201 When No Yes: Solid Waste SW -003 Recycling Committee - Agenda Longer Required - Longer Required - Mag, Mfr, OD, Sl I After Department Preference; GC Annual §60201PacketsMinimum2Minimum2PprAudit years years Mag, Yes: Department Preference; GC Solid Waste SW -004 Recycling Committee - Minutes P P Mfr, OD, S/ I After §60201 Ppr_ Annual When No When No Tonnage Reports / Weights & Longer Longer Mag, Yes: Department preference; GC Solid Waste SW -005 Measures /Waste Diversion Required - Required - Mfr, OD, S / I After 1 60201 Reports Minimum 5 Minimum 5 Ppr year years years Mag' Yes (after I Department preference; GC Solid Waste' SW -006 Weight Tickets / Weight Measures 5 years 5 years S / IOD, Ppr 2 years) I§60201 COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 4.0 RECORDS RETENTION SCHEDULE: GENERAL MANAGER Page GM -1 Office of Retention No. Retention I Disposition Comments / Reference Record Image: DestroyInactiveActiveTotalMedia1 =Import Paper afterOFR) (Off -site, Vital? in office) Retention Options M =Mfr Imaged & OD or Mfr) S =Scan C'd? If the record is not listed here refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Liti ation, complaints, claims, public records act requests, audits, and /or investi ations sus end normal retention periods retention resumes after settlement or completion). Department preference; Most do not have E &O. E &O Statute of Limitations (insurance certificates Agreements & Contracts - are filed with agreement); MAINTENANCE CONTRACTS: Published Audit Standards =4 -7 General GM -001 ADMINISTRATIVE RECORDS Completion Completion Mag, Mfr, S / I Yes: After years; Statute of Limitations: Manager 3 years 3 years OD, Ppr QC Contracts & Spec's =4 years, Correspondence, project Wrongful Death =comp. + 5 years, schedules, etc. Developers must retain their records for completion + 10 years; CCP § §336(a), 337 et. seq., GC 60201 General GM -001.1 Cal Trans Encroachment Permits Expiration + Maa, Ppr Department preference; GC for Sewer Maintenance) 2 yearsManager General GM -002 Historical Studies (Consolidation, P Jimon Yes Mag, Mfr, S Yes: After Department preference; GC Manager etc.) OD, Ppr QC 60201 et seq. Project Files I Job Files I CIP Capital Improvement Project) Files - Administration File: 10 years or Completion Afterter 10 years Project Administration, Advertising, Funding or After General Certified Payrolls, Confined Spaceyp Upon Agency Funding Yes: Until Mag, Mfr, Yes: After Manager GM -003 Entries, Complaints (project - related), Completion Audit, if Agency Completed OD, Ppr S QC Cost of Construction, Insurance required, Audit, if Certificates from Contractors, Labor whichever is required, Compliance, Logs, Performance whichever is Bonds /Surety, Project Security files, longer lonerg Project Schedules, Real Estate Appraisals, etc. COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 4.0 RECORDS RETENTION SCHEDULE: GENERAL MANAGER Page GM -2 Office of Retention No. Retention / Disposition Comments I ReferenceRecord Inactive Image: Destroy Active Total Vital? Media [=Import Paper afterOFR) Off -site, in office) Retention Options M =Mfr Imaged & OD or Mfr) S =Scan C'd? If the record is not listed here refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims public records act requests, audits and /or investi ations sus end normal retention periods retention resumes after settlement or completion). Project Files / Job Files / CIP Capital Improvement Project) Files - Permanent File: I Specifications, RFIs /RFPs, Change Orders, Construction Photos, Correspondence, Close- Out/Acceptance, Environmental Reports / EIRs, Field Inspection Reports, Materials Testing Reports, Upon Yes: Until Mag, Mfr, Yes: After For disaster preparednessCollectionGM -004 Bills of Material / Substitutions Completion P P Completed OD, Ppr S QC purposes; GC §60201 et seq. Environmental Documents, Notice of Completion, Record Drawings / Large i Format Drawings, Regulatory Agency Approvals, Right of Way, Shop Drawings, Soils Reports, Structural Calculations, Surveys, Temporary Encroachment Permits, Permanent Encroachment Permits, Submittals, Materials Submittals, SAMPs, SWPPP, etc. General When No When No Department preference; GCGM -005Manager Subject Files / Project Files Longer Longer Yes Mag. 60201 et seq. Re uired Required COSTA MESA SANITARY DISTRICT 01995 -2010 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 ver4.0 RECORDS RETENTION SCHEDULE: LIQUID WASTE Page LW -1 Office of Retention No. Records Description Retention / Disposition Comments I Reference Record DestroyImage: Inactive Paper OFR) Active (Off -site Total Vital? Media 1 =Import after in office) OD or Mfr) Retention i Options M =Mfr Imaged 8, S =Scan If the record is not listed here refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Liti ation com taints claims ublic records act requests, and /or investi ations suspend normal retention periods retention begins after settlement or com letion . Department preference; Most do not have E &O. E &O Statute of Limitations (insurance Agreements & Contracts - LIQUID certificates are filed with WASTE MAINTENANCE agreement); Published Audit Liquid CONTRACTS: Completion Completion Mag, Yes: Standards =4 -7 years; Statute of Waste LW -001 ADMINISTRATIVE RECORDS 5 years 5 years Mfr, OD, S / I After QC Limitations: Contracts & Ppr Spec's =4 years, Wrongful Correspondence, project Death =comp. + 5 years, schedules, etc. Developers must retain their records for completion + 10 years; CCP § §336(a), 337 et. Expiration of seq., GC §60201 Liquid LW -002 Air Quality Permits - Collections Expiration of Ma Pgpr Department preference; GC Waste Generators, etc) Permit Permit 60201 Mag, District preference to cover two Liquid LW -003 Collection System Line Cleaning 6 years 6 years 12 years Yes: Mfr, OD, S / I complete system cycles; GCWasteServicesAfterQCPpr60201 Code of Federal Regulations Liquid LW -004 Confined Space Entries 3 years 3 years Mag, Ppr requires 3 years; 40 CFRWaste122.410)(2) COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Adopted: 05/26/2011 Do not duplicate or distribute without prior written consent 909.337.3516 Rev: Ver 4.0 RECORDS RETENTION SCHEDULE: LIQUID WASTE Page LW -2 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record DestroyImage: Inactive Paper OFR) Active (Off -site, Total Vital? Media 1 =Import after Mfr) Retention Options M =Mfr Imaged & in office) OD S =Scan , d If the record is not listed here refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims public records act requests, and /or investigations suspend normal retention eriods retention begins after settlement or completion). District preference to cover one complete system cleaning cycle; Statute of Limitations for public official misconduct is discovery Mag, of offense + 4 years ; State and Liquid Customer Issues and Concerns - LW -005 6 years 6 years Yes: Before Mfr, OD, Yes: S / I Fed laws is until final dispositionWasteIncludesPrivateLateralsResolutionPprAfterQCofformalcomplaint; State requires 2 years after action; EVC § 1045, GC § §12946, 60201; PC § §801.5, 803(c), VC Mag, 2547 District preference to cover oneYes: Liquid Waste LW -006 Daily Work Assignment Forms 2 years 4 years 6 years Mfr, OD, S / I After QC complete system cleaning cycle; Ppr GC §60201 Liquid FOG (Fats, Oil and Grease) - Resolution + Resolution + Mag, S / I Yes: 6 Department preference; GC 6 yearsWasteLW -006.1 3 yearsCases3years I Mfr, OD, mos §60201 Last Liquid LW -007 Incidents / Collection System Spill Corrective P P Mfr, OD, O i l Yes: Department preference; 3 years Waste Reports / Overflows Action + 3 After QC is required; 40 CFR 122.410)(2) Ppr years LW -008 Maintenance Files: Pump P Mag, S / I Yes: District preference; GC §60201LiquidP Waste Stations / Wet Wells Mfr, OD, After QC Previous MSDS may be obtained from a service; MSDS may be MSDS Masters (Material Safety destroyed as long as a record of Liquid Data Sheets) / Chemical Use Superseded Superseded Mag, Yes: the chemical / substance / agent, Waste LW -009 Report Form (or records of the 2 years 28 years 30 years Mfr, OD, S When where & when it was used is chemical / substance / agent, Ppr Inactive !maintained for 30 years; Applies where & when it was used) to qualified employers; 8 CCR 3204(d)(1)(B)(2 and 3), GC 60201 COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Adopted: 05/26/2011 Do not duplicate or distribute without prior written consent 909.337.3516 Rev: Ver 4.0 RECORDS RETENTION SCHEDULE: LIQUID WASTE Page LW -3 Office of I Retention No. Records Description Retention / Disposition Comments I Reference Record Destroy - - - - Image: Inactive Paper OFR) Active Off - Total Vitals Media 1 =Import after O - site, in office) Mfr) Retention Options M =Mfr Imaged & S =Scan If the record is not listed here refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed by file folder. Liti ation, complaints, claims public records act requests, and /orinvestigations suspend normal retention eriods retention begins after settlement or completion). Required for a minimum of 5 years; 40 CFR 122.41(1)(2): Liquid LW -009.1 Sanitary Sewer Overflows (SSOs) 5 years 55 years Yes: Before Resolution Mag, Ppr SWRCB Order 2006 -03: 40 CFRWaste 122.41(1)(2): GC §60201 Considered a copy and can be destroyed when no longer Liquid LW -010 SCADA Backup Tapes Less Than Less Than Mag required; retention based onWaste30Days30Daysadministrativevalue; recycle tapes; GC §60200 et seq. Data is interrelated; systemLiquidLW -011 SCADA: Supervisory Control and Indefinite Indefinite Yes Mag qualifies as a "trusted system "; Waste Data Acquisition Database GC § §60201, 1216_8.7 When No When No Liquid Sewer System Committee - Longer Longer Mag , Yes: After Department Preference; GC Waste LW -012 Agenda Packets Required - Required - Mfr, OD, S/ I Annual 60201Minimum2Minimum2PprAudit years years Liquid Sewer System Committee - Mag, Yes: Department Preference; GC Waste LW -013 Minutes P P Mfr, OD, S/ I After 60201Ppr Mag, Annual TV Collection Line Inspection Tapes District preference to cover two Liquid LW -014 Video Inspections / Video 6 years 6 years 12 years Mfr, OD, Yes: S / I complete system cycles; GCWasteTapesorDigitalRecordings - Ppr After QC 60201 LW -015 Regular Inspections 5 years Mag, PprLiquidUndergroundServiceAlerts5years Department preference; GC Waste USA): Utility Cuts, etc. Sale of 60201 Sale of Liquid LW -016 Vehicle & Equipment - Vehicle or Vehicle or Mag Ppr District preference; GC §60201 Waste Maintenance (Collections Only) Equipment + Equipment + 1 year 1 Vear COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Adopted: 05/26/2011 Do not duplicate or distribute without prior written consent 909.337.3516 Rev: Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -1 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: DestroyInactiveActiveTotalMedia1 =Import Paper after OFR) Off -site, Vital? in office) (D Retention Options M =Mfr Imaged 8 or Mfr) S =Scan C'd? If the record is not listed here, refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods retention resumes after settlement or completion). ADMINISTRATION t GENERAL ACCOUNTING Finance / Assessed Valuations (of Property When No When No Mag, Department Preference (Non - General FN -001 within the District - from the County) Longer Longer Ppr records) Accounting Required Required Department Preference; MeetsFinance / Assessment District Financial Mag' General FN -002 Records / CFD (Community Facilities 2 years 3 years 5 years Ppr municipal government auditing Accounting Districts) standards; GC_ §60201 Audit Annual Reports / Audited Finance / Financial Statements / Mag, Mfr, Yes: After Department Preference; GC General FN -003 Comprehensive Annual Financial 5 years P P S/ IOD, Ppr Annual 60201 et seq. Accounting Report (CAFR) with Audit Audit Management Letters / Audit Reports Finance / Audit Work Papers (Finals) Department Preference; GC General FN -004 5 years 5 years Mag, Ppr 60201 Accounting Includes Depreciation Schedules Finance / Department Preference; Meets General FN -005 Audits - Single Audits 5 years 5 years Mag, Ppr, municipal government auditing Accounting Superseded standards; GC §60201 Finance / Superseded Department Preference; Meets Accounts FN -006 Bank Signature Cards 5 years 5 years Mag, Ppr municipal government auditing Receivable standards; GC §60201 _ Finance / j Bank Statements / Checking Account Department Preference; Meets General FN -007 Reconciliation 2 years 3 years 5 years Mag, Ppr municipal government auditing Accounting standards; GC §60201 COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -2 Office of Retention No. Records Description Record Retention / Disposition Comments / Reference Image: DestroyInactive Active Total Media 1 =Import Paper afterOFR ) Off -site , Vital? Retention Options M =Mfr Imaged & in office) OD or Mfr) S =Scan C'd? If the record is not listed here refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investi tions sus end normal retention periods retention resumes after settlement or completion). Department Preference; Statute of Limitations for bonds, Fully Fully mortgages, trust deeds, notes or Defeased Defeased debentures is 6 years; Bonds Finance / Bonds /Certificates of Participation / Yes: Until Mag, Mfr, issued by local governments are6anGeNat., Caasellat., General FN -008 Transcripts ! Disclosure Reports / 2 years Maturity OD, Ppr S / I No 10 years; There are specific Accounting Registers ! Issue Records or Amity + eF MalibliFity + requirements for disposal of 10 years 10 years unused bonds; CCP § §336(a)(1) 2), 337.5(2); GC §43900 et seq. GC §60201 et seq. Finance / Yes: Mag, Mfr, Yes: After Department Preference; GC General FN -009 Budgets: Adopted 5 years P P Current OD, Ppr S/ I Annual 60200 Accounting When No Fiscal Year Audit - Department Preference; Finance ! Budgets: Proposed, Drafts, Work When No General FN -010 Papers Longer Longer Mag Ppr Preliminary drafts; GC §60200AccountingRequiredRequired 7 years Finance / General FN -011 Cancelled Payroll Checks, Including 2 years 5 years Mag, Ppr GC §60201(d)(12), CCP § 337 Accounting Voided copies for Automatic Deposits When NoFinance ! When No Preliminary drafts (the Financial General FN -012 Equipment Inventory Longer Longer Mag, Ppr Database is the original); GC Accounting Required Required 60200 Financial Reports: Journals, Finance / Ledgers, Reconciliations, Registers, When No When No Draft / Preliminary documents General FN -013 Reports, Transaction Histories, Longer Longer Mag, Ppr used to produce final year -end Balance Sheets, Budget general ledger (financial database Accounting Adjustments, (MONTHLY OR Required Required is the original); GC §60201 PERIODIC) Finance / Data is interrelated; system General FN -014 i Financial System Database / ERP Indefinite Indefinite Mag qualifies as a "trusted system" Accounting Database GC 60201, 12168.7 COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -3 Office of Retention No. Records DescriptionRecord Retention / Disposition Comments / Reference Image: Destroy Active Total Media 1 =Import Paper afterrOnactive OFR) Off -site, Vital? in office) Retention Options Ili Imaged & D or Mfr) S =Scan C'd? If the record is not listed here, refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normal! y performed by file folder. Litigation, com taints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). Consistent with Accounts Receivable; Statute of limitationsFinance / Fixed Assets - Auction / Disposal / is 3 years; statewide guidelines General FN -015 Sales / Surplused 2 earsy 3 years 5 years Mag, Ppr propose 2 - 4 years; published Accounting articles show 3 - 6 years; GC 60201, CCP §337 Finance / Department Preference; Meets General FN -016 Fund Transfers / Adjustments 2 years 3 years 5 years Mag, Ppr municipal government auditing Accounting When No standards; GC §60201 Finance / When No Preliminary drafts (the Financial General FN -017 Inventory Reports Longer Longer Mag, Ppr Database is the original); GC Accounting Required Required 60200 __ Finance / Yes: Until Department Preference; GC General FN -018 Investment Files 2 years 3 years 5 years Maturity Mag, Ppr 60201 Accounting When NoWhenNo Finance / Investment Oversight Committee - Longer Longer Mag, Mfr, Yes: After Department Preference; GC General FN -019 Agenda Packets Required - Required - OD Ppr S/ I Annual 60201 Accounting Minimum 2 Minimum 2 Audit years years P Yes: After Annual Department Preference; GCFinance / General FN -020 Investment Oversight Committee - P Mag, Mfr, S/ I Accounting Minutes OD, Ppr Audit 60201 Department Preference; Statute Finance / of Limitations is 4 years; General FN -021 Journal Vouchers / Journal Entries 2 years 3 years 5 years Mag, Ppr Published articles show 6 -7 Accounting years; GC §60201, CCP §337 FN -022 3 years Mag, Ppr, 7Y-esAfter Finance / General LAIF (Local Agency Investment 2 years 5 years Yes: Until Department Preference; GC Fund) Maturity 60201 Accounting p Finance / General FN -023 Organization Charts - In Budgets and ! 5 years P Mag, Mfr, S/ I Annual GC §60201 et seq. Accounting CAFRs OD, Ppr Audit COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -4 Office of Retention No. Records Description Retention /Disposition Comments /Reference Record Image: Destroy Active Inactive Total Media 1 =Import Paper after OFR) in office) Off -site, Vital? Retention Options M =Mfr Imaged & OD or Mfr) S =Scan QC-d? If the record is not listed here, refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Liti ation complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). Finance / I SB 90 1 Mandated Cost i Yes: Until Department Preference; GC General FN -024 Reimbursement Claims 2 years 3 years 5 years Maturity Mag, Ppr 60201 Accounting District Preference; Meets General FN -025 State Controller's Report 2 years 3 years 5 years Mag, Ppr auditing standards; GC §60201Accounting Upon Sale oFinance / Upon Sale of Given to the new owner upon sale General FN -026 Vehicle Titles ( "Pink Slips ") the Vehicle the Vehicle Yes Mag, Ppr of the vehicle; GC §60201 et seq. Accounting COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -5 Office o Retention No. Records Description Retention / Disposition Comments I Reference Recordf Image: DestroyInactiveActiveInactite, Total Media 1 =Import Paper after OFR) Vital? in office) Mfr) Retention Options M =Mfr Imaged & OD S =Scan C'd? If the record is not listed here, refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods retention resumes after settlement or com letion . ACCOUNTS PAYABLE IRS: 4 years after tax is due or paid (longer for auditing & Finance / contractor delinquency); Ca. FTB: Accounts FN -027 1099's Issued 2 years 5 years 7 years Mag, Ppr 3 years; Published articles show Payable permanent; ; IRS Reg §31.6001- 1(e)(2), R &T §19530, GC 60201(d)(12) Meets municipal government auditing standards; Sewage Finance / Accounts Payable Source Records / Sludge is required for 5 years; Accounts FN -028 Invoices &Purchase Orders 2 years 5 years 7 years Yes: Until Mag, Ppr Published articles show 3 - 7 Payable Paid years; 40 CFR 122.410)(2); WCALL13263.2(b) et seq.; GC 60201(d)(12) May contain independent contractor's compensation; Finance / Accounts FN -029 Check Copies / Cancelled Checks 2 years 5 years 7 years Mag, Ppr Statute of Limitations is 4 years; on CDs) Meets municipal government Payable auditing standards; GC 60201(d)(12), CCP § 337 The Financial Database is the Finance / When No When No original; Reports can be recreated Accounts FN -030 Check Register Longer Longer Mag, Ppr on demand and are considered a Payable Required Required copy or preliminary draft; GC 60201 District Preference (may include Finance / records pertaining to independent Accounts FN -031 Expense Reports (Accounts Payable) 2 years 5 years 7 years Mag, Ppr contractor's compensation, or Payable expense reimbursement); Meets auditing standards; GC §60201 COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -6 Office Retention No. Records Description IRetention / Disposition Comments / Reference Reco df Image: DestroyInactiveActiveTotalMedia1 =Import Paper after OFR) Off -site, Vital? in office) Retention Options M =Mfr Imaged & OD or Mfr) S =Scan C'd? If the record is not listed here, refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed b file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations sus end normal retention periods retention resumes after settlement or completion . District Preference (may include Finance / Petty Cash /Reconciliation /Reports records pertaining to independent Accounts FN -032 2 years 5 years 7 years Mag, Ppr contractor's compensation, or ablePayable Vouchers expense reimbursement); Meets auditing standards; GC §60201 District preference for drinkingFinance / Refunds & Backup (Sewer Permit water regulations; CCP § §338 et Accounts FN -033 Processing) 2 years 5 years 7 years Mag, Ppr seq., 340 et seq., 342, GCPayable945.6, GC §60201 District Preference; Related to independent contractor's compensation; IRS: 4 yrs after tax Finance / is due or paid; Ca. years; Accounts FN -034 W -9's 7 years 7 years Mag, Ppr years; 13 Articles show 7 years; IRS Reg Payable 31.6001- 1(e)(2), R &T §19530; 29CFR 516.5 - 516.6, 29USC 436 GC %0201(d)(12 ACCOUNTS RECEIVABLE Finance / Department Preference; Meets Accounts FN -035 Bank Deposit Receipts /Cash 2 years 3 years 5 years Mag, Ppr municipal government auditing Receivable Receipts I I stand § ards; GC 60201 _ Finance / Department Preference; Meets Accounts FN -036 Billing Records: Billing Ledgers 2 years 3 years 5 years Mag, Ppr municipal government auditing Receivable standards; GC §60201 COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -7 Office of Retention No. Records Description Retention /Disposition Comments !Reference Record Image: DestroyInactive Active Total Media [=Import Paper after OFR) Off -site, Vital? in office) Retention Options M =Mfr Imaged & OD or Mfr) S =Scan C'd? If the record is not listed here, refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed by file folder. Litigation, complaints, claims public records act requests, audits, and/or investigations suspend normal retention periods retention resumes after settlement or completion). PAYROLL Department Preference; IRS: 4 years after tax is due or paid longer for auditing & contractor Finance / DE -6, DE -7, DE -9 DE -43. W -3, & DE- delinquency); Ca. FTB: 3 years; General FN -037 166 & 941 Forms - Quarterly Payroll 5 years 5 years Mag, Ppr Published articles show Accounting Tax Returns permanent; ; IRS Reg §31.6001 - 1(e)(2), 26 CFR §1.6001 -1, R &T 1 §19530, GC §60201 I- - - Employee Payroll File Department preference (W -4's Finance / FN -038 Includes automatic payroll deposit Separation 5 years Separation Mag, Ppr are required for 4 years); GC Payroll authorizations, computer loans, 1 year 6 years 60201 et seq. deductions, voluntary deductions, W -4s, etc. Fully Fully Finance / Satisfied or Satisfied or Department preference; GC Payroll FN -039 Garnishments Separated + Separated + Mag, Ppr 60201 et seq. 2 years 2 years Draft / Preliminary documents Finance / When No When No used to produce final year -end Payroll FN -040 Payroll Registers / Payroll Reports Longer Longer Mag, Ppr general ledger (financial database Required Required 7 years is the original); GC §60201 Finance / FN -041 Time Sheets 2 years 5 years Mag, Ppr Department preference; GC 60201 d 12Payroll COSTA MESA SANITARY DISTRICT 01995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -8 Office of Retention No. Records Description I Retention /Disposition Comments /Reference Record Image: DestroyInactiveActiveTotalMedia1 =Import Paper after OFR) Off -site, in office) Vital? Retention Options M =Mfr Imaged & OD or Mfr) S =Scan C'd? If the record is not listed here refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed Mile folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations sus end normal retention periods retention resumes after settlement or completion). Department preference for PERS buy -back purposes; IRS: 4 yrs Yes: After after tax is due or paid; Ca. FTB: Finance / FN -042 W -2's / W -2 Report 50 years 50 years Mag, OD, S / I Annual 3 years; Articles show 7 years; Payroll Mfr, Ppr Audit IRS Reg §31.6001- 1(e)(2), R &T 19530; 29CFR 516.5 - 516.6, 29USC 436, GC §60201(d)(12) COSTA MESA SANITARY DISTRICT 01995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -9 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media I =Import Paper afterOFR) in office) Off -site, I Vital? Retention Options M =Mfr Imaged & OD or Mfr) S =Scan C'd? If the record is not listed here, refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods retention resumes after settlement or completion). PERMIT PROCESSING Finance / Permit Processing FN -043 Customer Correspondence, Appeals, etc letters from and to customers) 2 years 3 years 5 years Mag, Ppr Department preference (Clean Water Act actions are 5 years); GC §60201 Meets municipal government Finance I Yes: Until auditing standards; StatewidePermit Processing FN -044 Returned Checks (NSF, etc.) 5 years 5 years Paid Mag, Ppr guidelines propose audit + 4 ears; GC §60201 Finance / Sewer Permits /Occupancy Mag, Mfr, I Yes: After Department Preference; GC Permit FN -045 Releases P P Yes OD, Ppr S/ I Annual 60201 Processing Audit When NoCityof When No Costa Mesa FN -046 Sewer Plans Longer Longer Ppr Non - records Required Required COSTA MESA SANITARY DISTRICT 01995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 2.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT -1 Office of Record Retention No. Retention / Disposition Ima Destroype: Inactite, Comments I Reference Active Total Media I =Im ort Paper after' OFR) Vital? in office) Retention Options M =Mfr Imaged & OD or Mfr) S =Scan i QC'd? If the record is not listed here refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed by file folder. Litigation, complaints, claims public records act requests, audits and /or investigations sus end normal retention periods retention resumes after settlement or completion). I I Used for Disaster RecoveryWhenNoWhenNoPurposesOnly; Considered a copyInformationIT -001 Backup Tapes / Disks - Daily Longer Longer Yes Mag. and can be destroyed when no Technology Required Required longer required; GC §60200 et seq. Used for Disaster Recovery When No When No Purposes Only; Considered a copyInformationIT -002 Backup Tapes / Disks - E -mail Longer Longer Yes Mag. and can be destroyed when no Technology I Required Required longer required; GC §60200 et seq. Used for Disaster Recovery When No When No Purposes Only; Considered a copyInformationIT -003 Backup Tapes / Disks - Weekly Longer Longer Yes Mag. and can be destroyed when no Technology or Monthly Required Required longer required; stored off -site; GC When No 60200 et seq. Information Software Licenses, Warrantees, When No Mag, Mfr, S/ I Yes: After Department preference; GC Technology IT -004 Installation Media Longer Used Longer Used OD, Ppr QC §60201 et seq. COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 ver. 5.0 RECORDS RETENTION SCHEDULE: DISTRICT CLERK Page DC -1 fice of Retention No.' Records Description Retention / Disposition Comments I Reference Inactive Image: Destroy Active Total Media 1 =Import Paper afterOFR) Off -site, Vital? in office) Retention Options M =Mfr Imaged & OD or Mfr) S =Scan C'd? If the record is not listed here refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims public records act requests, audits and /or investigations sus end normal retention periods retention resumes after settlement or completion). District DC -001 Abandonments 2 years P P Mag, Mfr,' S / I Department Preference; GCNo Clerk OD, Ppr 60201 GC Agendas & Agenda Packets - Yes: Before District DC -002 District Board of Directors 2 years P P Meeting Mag, Mfr, S / I Yes: After Department preference; Clerk Date OD, Ppr QC §60201 Includes Agenda Staff Reports) Agreements & Contracts - INFRASTRUCTURE- Architectural, Engineering, JPAs, etc. Agreement or Contract, Department Preference; All Insurance Certificates & Notices infrastructure, JPAs, & Mutual Aid of Completion. Agreement or contracts are permanent for Board Contract includes all contractual Yes: Before Mag, Mfr, Yes: After emergency preparedness; StatuteServicesDC -003 obligations (e.g. RFP, Completion P P Completion OD, Ppr S I OC of Limitations is 4 years; 10 years GM Specifications, Successful for Errors & Omissions; CCP Proposal I Scope of Work, 337. 337.1(a), 337.15, 343; GC Certificates of Insurance, and 60201 et seq. amendments) Examples of Infrastructure: Architects, Treatment Plants, Lines, Buildings, etc. COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 5.0 RECORDS RETENTION SCHEDULE: DISTRICT CLERK Page DC -2 Office of Retention No. Records Description Record Retention I Disposition Comments I Reference Imagge: Destroy — — InactiveActive Total Media I =Im ort Paper afterOFR) Off -site Vital ' j (in office) Retention Options M =Mfr Imaged & OD or Mfr) S =Scan C'd? If the record is not listed here refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Liti ation complaints, claims public records act requests, audits and /or investigations sus end normal retention periods retention resumes after settlement or completion). Agreements & Contracts - NO INFRASTRUCTURE- Equipment Purchases, Consulting Services, Leases, Vehicle Purchases, etc. Department Preference; Covers E &O Statute of Limitations; Agreement or Contract, Published Audit Standards =4 -7 Insurance Certificates &Notices years; Statute of Limitations: Board of Completion. Agreement or Contract includes Completion Yes: Before Mag, Mfr, Yes: After Contracts & Spec's =4 years, Services DC -004 all contractual Completion 10 years 10 years Completion OD, Ppr S / I QC Wrongful Death =comp. + 5 years, GM obligations (e.g. RFP, Developers =comp. + 10 years; Specifications, Successful Statewide guidelines propose Proposal / Scope of Work, termination + 5 years; CCP Certificate of Insurance, and 336(a), 337 et. seq., GC §60201 amendments) et seq. Examples of Non - Infrastructure: Consultants, Painting, Maintenance, Franchise Agreements, etc. Board Mag, Mfr, Services DC -005 Annexations / Redistricting 2 years P P OD, Ppr S / I No GC §60201 et. seq. GM District DC -006 Appointments / Resignations of 2 years P P Mag, Mfr, S / I Yes: After Department preference; GC Clerk Board of Directors OD, Ppr QC 1 §60201 District DC -007 Assessment District Formation 2 years P P Mag, Mfr, S / I Department Preference; GCNo Clerk When No OD, Ppr 60201 District Association Records When No Clerk DC -008 external associations - e.g., ACWA, etc.) Longer Longer Mag, Ppr Non - records; GC §60201 et seq. j Required Required PDistrictDC -009 Code of Operations / Operations 2 years P Mag, Mfr, S / I No Department preference (historical Clerk Code OD, P r purposes); GC 60201 COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladweil Governmental Services Inc all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 5.0 RECORDS RETENTION SCHEDULE: DISTRICT CLERK Page DC -3 Office of Retention No. Record Records Description Retention I Disposition Comments I Reference Inactive Image: Destroy Active Total Vital? I Media I 1 =Import Paper after OFR) Off -site, in office) Retention Options M =Mfr Imaged & OD or Mfr) S =Scan C'd? If the record is not listed here refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed by file folder. ation complaints, claims public records act requests, audits and /or investigations sus end normal retention eriods retention resumes after settlement or completion). District DC -010 District Formation Records, 2 years P P Mag, Mfr, S/ I No Department preference (historical Clerk Acquisition of other Districts OD, Ppr purposes), GC §60201 District Elections - Historical (Sample P P Mag, Mfr, S/ I Yes: After Department preference (historical Clerk DC -011 Ballot, Election Results) 2 years OD, Ppr I - QC purposes); GC §60201 - Elections: Correspondence, District Department reference historicalpp Clerk DC -012 Notifications & Publications, 2 years 2 years Mag, Ppr purposes); GC §60201 Certificate of Election, etc. District DC -013 Ethics Training Certificates 5 years 5 years Mag, Mfr, S / I Yes: After GC § §12946, 29 USC 1113 Clerk OD, Ppr 1 year Forwarded to the County, who is District FPPC Campaign Disclosure the filing officer; Paper must be Statements (FPPC 400 Series Clerk CC -013.1 4 years 4 years Maq, Ppr retained for at least 2 years; GC Forms L81009(b) &(g) FPPC 700 Series Forms District Statement of Economic District maintains original Clerk DC -014 Interests): DESIGNATED 7 years 7 years Mag, Ppr statements; GC §81009 € &(g) EMPLOYEES (specified in the District's Conflict of Interest code) Department preference (onlyFPPC700SeriesForms Statement of Economic required for 4 years); District District DC -015 Interests): PUBLIC OFFICIALS 7 Years 7 years Mag, Ppr maintains copies only; originalClerkelected &not elected. Includes statements are filed with FPPC; District Board Members, General GC §81009(0&(g) Manager) 4 yearsDistrictDC -016 FPPC Form 801 (Gift to Agency 4 years Mag, Ppr Must post on website; 2 CCR Clerk Report) 7 years 18944.2(c)(3)(G) District DC -017 FPPC Form 802 (Tickets 7 years Mag, Ppr Should post on website for 4 Clerk Provided by Agency Report) 2 years years; GC §81009(e) District FPPC Form 806 (Agency Report 2 years Mag, Ppr Must post on website; 2 CCR Clerk of Public Official Appointments) 18705.5 GC 34090 COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 ver. 5.0 RECORDS RETENTION SCHEDULE: DISTRICT CLERK Page DC -4 Office of Retention No. Records DescriptionRecord OFR) Retentions begin when the act is completed, and imply a full t Litigation, complaints, claims public records act requests, au( District Mag, Mfr, SDC -018 Historical RecordsClerk OD, Ppr District DC -019 Legal Opinions Mag, Mfr, SS / Clerk District OD, Ppr DC -020 Minutes: Board of DirectorsClerk S / I District DC -021 Newsletter (District Newsletter) Clerk P M District Notices: Affidavits of Postings Clerk DC -022 and Publications District DC -023 Oaths of OfficeClerk District Mag, Ppr DC -024 OrdinancesClerk District DC -025 Policy StatementsClerk OD, Ppr District DC -026 Public Records Act RequestsClerk District Real Estate / Deeds, Easements Mag, Mfr, S DC -027 P M Clerk and Rights of Way District Mag, Ppr DC -028 Records Destruction ListsClerk Mag, Mfr, SS / I District OD, Ppr DC -029 ResolutionsClerk years M P Y District DC -030 Tapes & Recordings (Audio) Clerk I District Board meetings Retention / Disposition Active Inactive Total in office) ( Off -site, RetentionODorMfr) Wder (e.g. last document + 2 ye and /or investigations sus end 2 years P 2 years P 2 years P 2 years P 2 years 2 2 years 2 years 2 years 2 years 2 years 5 years 2 years 30 days, or After Minutes are Approved, whichever is W* P 2 5 Image: Destroy Media 1 =Import I Paper after Vital? Options M =Mfr Imaged & normal retention periods retention resui P M Mag, Mfr, SS / IOD, Ppr P M Mag, Mfr, SS / OD, Ppr Yes (all) MMag, Mfr, SS / IPYOD, Ppr P MMag, Mfr, SS / OD, Ppr years M Mag, Ppr P MMag, Mfr, SS if IOD, Ppr Yes (all) MMag, Mfr , SS / P Y OD, Ppr Mag, Mfr, SS / IPM OD, Ppr Mag, PpryearsM P M Mag, Mfr, SS / IOD, Ppr Mag, PpryearsM P YYes (all) MMag, Mfr, O 30 days, or After Minutes are MagApproved, whichever is longer Comments / Reference I by file folder. after settlement or completion). District Secretary Determines No Historical Significance; GC 60201 No Department Preference; GC 60201 No GC §60201(d)(3) No Department Preference; GC 60201 Brown Act challenges must be filed within 30 or 90 days of action; GC § §60201, 54960.1(c)(1) Yes: After Department Preference; GC QC 560201 No GC §60201 et. seq. — No Department Preference; GC 60201 Department Preference; GC 60201 Yes: After Department preference (historical QC _ purposes); GC §60201 Department Preference; GC No GC §60201 et. seq. Department Preference; legally required for 30 days (or adoption of the minutes); GC §54953.5(b) COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 No GC §60201 et. seq. Department Preference; legally required for 30 days (or adoption of the minutes); GC §54953.5(b) COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 5.0 RECORDS RETENTION SCHEDULE: DISTRICT CLERK Page DC -5 Office of Retention No.! Records Description Retention I Disposition Comments I Reference Record Image: DestroyInactive Active Media 1 =Import Paper after OFR) in office) (Off -site, Vital? Retention Options M =Mfr Imaged & OD or Mf rTotal S =Scan C'd? If the record is not listed here refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims public records act requests, audits and /or investigations sus end normal retention periods retention resumes after settlement or completion). District Telephone Book Recycling Mag, S I I Yes (after 2 Department preference; GC DC -031Clerk Program 5 years 5 years OD, Ppr years) 4 §60201 Copies - Copies - Finance DC -032 Travel I Conference Travel When No When No Mag, Ppr Drafts or copies; GC §60200 Longer Longer Required Required Department preference: exceeds District CC -032.1 Treasurer's Reports 10 years 10 years Mag, Ppr auditing standards; GC Clerk M1009(b)IM COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR -1 Office of Retention No. Records Description Retention /Disposition Comments /Reference Record I Image: DestroyInactiveActiveTotalMedia1 =Import Paper afterOFR) Off -site, Vital? in office) Retention Options M =Mfr Imaged & OD or Mfr) S =Scan 0C 'd? Ifthe record is not listed here refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and/or investigations suspend normal retention periods retention resumes after settlement or completion). HUMAN RESOURCES Department preference (same as the Personnel File); All State andAffirmativeActionComplaints - Federal laws require retention untilHumanHR -001 Department of Fair Employment & Separation + Separation + Mag, Ppr final disposition of formalResourcesHousing (DFEH) or Equal 3 years 3 years complaint; State requires 2 years Opportunity Commission (EEOC) after action is taken; GC § §12946, 60201 Applications for Employment / Department preference; EEOC / Recruitment Files: FLSA / ADEA (Age) requires 1 -3 Solicited (Not Hired) years; State Law requires 2 - 3 Human 3 years 3 years years; 29 CFR 1602 et seq & Resources HR -002 Includes Applications, After Hiring After Hiring Mag, Ppr 1627.3(a)(5) and (6), 2 CCR Advertisements, Job Brochures, Test Decision Decision 7287.0(c)(2), 8 CCR Data, Rating Sheets, Questions, 11040(7.( c)), GC § §12946, Eligibility Lists, Reference Checks, 34090 etc. No positions open; therefore not Applications for Employment, deemed part of District recruitment Human Interest Cards or Resumes: When No When No practices; considered a transitory Resources HR -003 Non - Solicited / Unsolicited / No Longer Longer Mag, Ppr record not materially impacting the open position (not hired) Required Required conduct of the public's business; When No GC §60201 Department Preference; GCHumanClassificationandCompensationWhenNo Resources HR -004 Studies / Surveys / Salary Surveys Longer Longer Mag Ppr 60201 Required Required EEOC / ADEA (Age) requires 1 District Benefit Contracts & Benefit Plan Plan year after benefit plan termination; Human HR -005 Plans / Insurance Policies (Health, Termination Termination Mag, Ppr State Law requires 2 years after Resources Dental, Deferred Compensation, 2 years 2 years faction; 9 CFR 1627.3(b)(2); 29 Pension, etc.) USC 1027; 11 CCR 560; 28 CCR 1300.85.1; GC §60201 COSTA MESA SANITARY DISTRICT 01995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR -2 Office of No. Records Description Retention /Disposition Comments I Reference Record ,Retention Image: DestroyInactiveActiveTotalMedia1 =Import Paper after OFR) Off -site , Vital? in office) Options M =Mfr Imaged & OD or Mfr S =Scan C'd? If the record is not listed here refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims public records act requests, audits and/or investi tions sus end normal retention periods retention resumes after settlement or completion). Human EEO -4 Reports and records required Resources HR -006 to generate EEO-4 report (Self- 3 years 3 years Mag, Ppr 29 CFR 1602.30 Identification Form, etc.) 2 years GC §60201 IDepartment Preference; Human Resources HR -007 Employee Events 2 years Mag, Ppr EEOC /FLSA/ADEA (Age) requires 3 years for promotion, demotion, Human HR -008 Grievances Separation 5 years Separation Mag, Ppr transfer, selection, or discharge; Resources 1 year 6 years State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(ii), GC 12946, 12960, 34090; 29 USC Superseded 1113, LC 1174 Human HR -009 Job Descriptions Superseded Yes: Before Mag, Mfr, S / I Yes: After Department Preference; GC Resources 3 years 3 years Superseded OD, Ppr QC 60201 Human Department Preference; GC Resources HR -024 ICMA Statements Personnel Files - Medical File 5 years 5 years Maq,Ppr 6§ 0?01 Files maintained separately; Human HR -010 Includes pre - employment physicals, Separation + P Separation + P Yes: Until Ma Mfr, g' g / I Yes: After Claims can be made for 30 years substancefortoxicsubstance exposure; 8 Resources hazmat exposure records, pulmonary 29 years 30 years Separation OD, Ppr QC CCR § c et seq., GCtests, Class B medicals, medical leaves, 12946,60201RespiratoryFitTestsetc. COSTA MESA SANITARY DISTRICT 01995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR -3 Office of Record I Retention No. Records Description Retention / Disposition Comments / Reference Inactive Image: Destroy OFR) Active (Off -site, Total Vital? Media 1 =Import Paper after in office) Retention Options M =Mfr Imaged & OD or Mfr) S =Scan C'd? If the record is not listed here referto the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, Complaints, claims, public records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Personnel Files - Official Personnel file Department Preference; statue of limitations for retirement benefits is Includes Application, Awards, 6 years from last action; Backgrounds, DMV Reports, Disciplinary EEOC /FLSA/ADEA (Age) requires Human HR -011 Actions, Certifications, Commendations, Separation Separation + Yes: Until Mag, Mfr, S / I Yes: After 3 years for promotion, demotion, Resources Employment Verifications, Evaluations, 6 years 6 years Separation OD, Ppr QC transfer, selection, or discharge; Grievances, I -9s, Licenses, Personnel State Law requires 2 -3 years; 29 Action Forms, Policy acknowledgements, CFR 1602.31 & 1627.3(b)(ii), 8 Waiver of responsibility for voluntary CCR §3204(2seq., GCactivities, Supplemental Life Insurance , 12946, 602001; 1; 299 USC 1113 etc. - Excludes Medical Records) COSTA MESA SANITARY DISTRICT 01995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR -4 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Inactive Image: Destroy OFR) Active Total Media 1 =Import Paper afterOff -site, Vital? in office) Retention Options M =Mfr Imaged & OD or Mfr) S =Scan C'd? If the record is not listed here refer to the Retention for District -Wide Standards. I Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). RISK MANAGEMENT AND SAFETY Department Preference; Calif. Human Labor Division is required to keep Resources / their records 7 years; OSHA Risk HR -012 Cal -OSHA Inspections & Citations, 5 years 5 years Mag, Ppr requires 5 years, State law Manag. & Log 200, 300, 300A, 301, etc. requires 2 years; 8 CCR Safety 14300.33(a); 29 CFR 1904.33, 29 1904.44; GC §60201 et seq.; ICFR LC §6429c Human Resources / Final Department Preference; Covers RRisk HR -013 Claims Final 5 years Resolution + Yes: Until Mag, Ppr various statute of limitations; CCP Manag. & Resolution 5 years Resolution 337 et seq.; GC §§ 911.2, Safety 945.6, 60201, 60201.6; PC §832.5 District preference (DMV record Human that the District considers a non - Resources / Superseded Superseded record used for reference); DMV Risk HR -014 DMV Pull Notices or Separated or Separated Mag, Ppr audits every 2 years; Bureau of Manag. & National Affairs recommends 2 Safety years for all supplementary Personnel records; GC §60201 Department preference; D.O.T. Requires 5 years for positive tests, Human Drug and Alcohol Testing / D.O.T refusals, annual summaries, etc, 1 Resources / files (ALL Files - Random, Post- year for negative tests; EEOC / Risk HR -015 Accident & Reasonable Suspicion 5 years 5 years Mag, Ppr FLSA / ADEA (Age) requires 3 Manag. & Tests, refusals, annual summaries, years physical examinations; State Safety etc.) Law requires 2 years; 29 CFR 1627.3(b)(v), 49 CFR 382.401 et seq.; GC § §12946, 60201, 49 CFR 653.71 et seq. COSTA MESA SANITARY DISTRICT 01995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR -5 Office of Retention No. ! Records Description Retention / Disposition Comments I Reference Record Image: DestroyInactivenactiTotalMedia1 =Import Paper afterActiveOFR) Off-site, Vital? in office) Retention Options M =Mfr Imaged & OD or Mfr) S =Scan C'd? If the record is not listed here refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, comptaints, claims, public records act requests, audits and/or investi tions sus end normal retention periods retention resumes after settlement or completion). Human i Resources / Illness and Injury Prevention Minimum of Minimum of Consistent with District -wideRiskHR -016 Program Superseded Superseded Mag, Ppr standards; GC §60201 Manag. & 2 years 2 years Safety- Human Department Preference; Covers Resources / Insurance Policies - General Expiration + Mag, Mfr, Yes: After various statute of limitations; CCPRiskHR -017 Liability, Workers Compensation, 2 years P P Yes OD, Ppr S / I QC 337 et seq.; GC §§ 911.2, Manag. & Safety etc. 945.6, 60201, 60201.6; PC §832.5 Human i - - -- - Resources /, Rik HR -018 Insurance Policies - Property, Fire, Expiration + Expiration + Yes: Until Mag, Ppr Department Preference; GC Manag. & Theft, etc. 2 years 2 years Expired 60201 Safety Human Department Preference; Covers Resources / Final Final Yes: Until various statute of limitations; CCPRiskHR -019 Lawsuits / Litigation Resolution 5 years Resolution + Resolution Mag, Ppr 337 et seq.; GC §§ 911.2, Manag. & g' 5 years 945.6, 60201, 60201.6; PC §832.5 Safety Human Resources / Loss Runs - SDRMA, Workers Department Preference (actuary Risk HR -020 2 years 3 years 5 years Mag, Ppr wants 10 years of data); GC Manag. & Compensation, etc. 60201 et seq. Safety Human Resources / Risk HR -021 Safety Committee / Safety Steering 5 years 5 years Mag, Ppr Department preference; 8 CCR Committee et se3203etq.; se GC § 60201 q. Manag. & Safe COSTA MESA SANITARY DISTRICT ©1995 -2010 Giadweil Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR -6 Office of Retention No.', Records Description Retention / Disposition Comments / Reference Record Image: DestroyInactiveTotalMedia1 =Import Paper afterActiveOFR) in office) (Off -site, Retention Vital? Options M =Mfr Imaged & OD or Mfr) S =Scan C'd If the record is not listed here refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims public records act requests audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Department Preference; Calif. Labor Division is required to keepHumantheirrecords7years; OSHA Resources / requires 5 years; State law Risk HR -022 Safety Inspections 5 years 5 years Mag, Ppr requires 2 years; 8 CCR Manag. & 14300.33(a); 29 CFR 1904.33, 29 Safety CFR 1904.44; GC §60201 et seq.; LC §6429c Department preference; Claims can be made for 30 years for toxic Human Separation + Separation + Yes: Until i Mag, Mfr, Yes: After substance exposure; 8 CCR Resources HR -023 Worker's Compensation Claims Files Close 30 years 30 years Separation OD, Ppr 10102; 8 CCR 15400.2, 8 CCRS / I QC 3204(d)(1) et seq., 29 CFR 1910.1020, GC § §12946, 60201. CCP §337 et seg. COSTA MESA SANITARY DISTRICT 01995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 4.0 RECORDS RETENTION SCHEDULE: DISTRICT -WIDE STANDARDS Page DW -1 Office of Retention Records Description Retention /Disposition Comments I Reference Record No. DestroyImage: Inactive Paper Active Total Media 1= Import OFR) (Off -site Vital? after in office) Retention j Options M =MfrODorMfr) Imaged & S =Scan C, Retentions apply to the department that is NOT the Office of Record OFR or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and /or investigations sus end normal retention periods retention resumes after settlement or completion). Finance / Accounts Payable (Invoices, Copies - When No Copies - When No Yes: Until Also see Grants. copies; GC Accounts DW -001 Petty Cash, Travel Expense Longer Longer Paid Mag, Ppr 60200 Payable Reimbursements, etc.) Required Required Copies - Agendas, Agenda Packets & Copies - District DW -002 Summaries (Board of When No When No Yes Mag, Ppr copies; GC §60200ActionClerkDirectors) Longer Longer Required Required Copies - Send all original agreements orCopies - District DW -003 Agreements &Contracts When No When No Yes Mag, Ppr contracts to the District Clerk Clerk Longer Longer copies); GC §60200 Required Required Department preference; Most do not have E &O. E &O Statute of Limitations (insurance certificates are filed with Agreements & Contracts - ALL: agreement); Published Audit ADMINISTRATIVE RECORDSLead Completion + Completion Standards =4 -7 years; Statute of Mag, Mfr, Yes: After Department DW -004 5 years 5 years OD, Ppr S / I QC Limitations: Contracts & Correspondence, project Spec's =4 years, Wrongful schedules, etc. Death =comp. + 5 years, Developers must retain their records for completion + 10 years; CCP § §336(a), 337 et. seq., GC §60201 Special Districts are required to Lead DW -005 Agreements & Contracts: Bid Opening Bid Opening Mag, Ppr keep public works unaccepted Department Unsuccessful bids 2 years 2 years bids for 2 years; GC 60201(d)(11) COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 4.0 RECORDS RETENTION SCHEDULE: DISTRICT -WIDE STANDARDS Page DW -2 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. DestroyImage: Active Inactive Total Media 1= Import Paper OFR) (Off -site, Vital? after in office) Retention Options M =Mfr OD or Mfr) Imaged & S =Scan C, Retentions apply to the department that is NOT the Office of Record (OFR) or the "Lead Department". If ou are the OFR, refer to our department retention schedule. Retentions begin when the act is com leted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and /or investigations sus end normal retention periods retention resumes after settlement or completion). Association Records (externalDW -006 When No Longer When No Longer Mag, Ppr Non - records; GC §60201 et seq. associations - e.g., ACWA, etc.) Required Required DW -007 Bids: See Agreements Mag, Ppr DW -008 Brochures: See Reference Ma Pprg' pManuals Copies - Copies - Yes: Finance DW -009 Budgets - Finals, Drafts, Reports, When No When No Current Mag, Ppr GC § §60200, 53901 Worksheets Longer Longer Fiscal YearRequiredRequired Copies - Copies - Human DW -010 Claims /Litigation When No When No Yes: Before Mag, Ppr I GC § §60200, 60201 et seq. Resources Longer Longer Settlement Required Required When NoWhenNo Lead Dept. DW -011 Clippings / Newspaper Clippings Longer Longer Mag, Ppr Non- records; GC §60201 et seq. Required Required When NoCommittees, Task Forces, When No Lead Dept. DW -012 Associations, Commissions, & Longer Longer Mag, Ppr Non - records Boards: External Organizations Required Required etc. Copies - DW -013 Contracts: See Agreements Mag, Ppr Copies - DW -014 Copies or duplicates of any When No When No Mag, Ppr GC §60200 record Longer Longer Required Required When NoWhenNo District preference; some Correspondence - Regulatory Longer Longer Yes: While correspondence from RegulatoryLeadDept. DW -015 Agencies Required - Required - Active Mag, Ppr Agencies need to be retained forMinimum10Minimum10Issueslongperiodsoftime; GC §60201earsears COSTA MESA SANITARY DISTRICT 01995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 4.0 RECORDS RETENTION SCHEDULE: DISTRICT -WIDE STANDARDS Page DW -3 Office of Retention Records Description Retention /Disposition Comments /ReferenceRecordNo. Record DestroyImage: Inactive PaperActiveTotalMedia 1 =ImportOFR) Off -site Vital? afterO - Mfr) in office) Retention Options M =Mfr Imaged & S =Scan C, Retentions apply to the department that is NOT the Office of Record OFR or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act re uests, audits, and /or investigations sus end normal retention periods retention resumes after settlement or completion). Dept. that Authors e .g. Administrative, Chronological, When No When No Document Communications, General Files, Longer Longer or DW -016 Letters, Memorandums, Required - Required - Mag, Ppr Department preference; GC Receives Miscellaneous Reports, Reading Minimum 2 Minimum 2 60201 the District's Files, Working Files, etc. Does NOT Original include Regulatory Agency years years Document Correspondence) Correspondence - TRANSITORY PRELIMINARY DRAFTS, Interagency and Intraagency Memoranda not retained in the E -mails or social media postings ordinary course of business that have a material impact onDept. that business are saved by printingAuthorse.g. calendars, checklists, e-mail or them out and placing them in aDocumentsocialmediapostingthatdoesnot When No When No file folder, or saving themorhaveamaterialimpactontheconduct Receives DW -017 of business, instant messaging, Longer Longer Mag, Ppr electronically; If not mentioned the District's inventories, invitations, logs, mailing Required Required here, consult the City Attorney to determine if is Original lists, meeting room registrations, a record Document speaker slips, supply inventories, considered transitory / telephone messages, transmittal preliminary drafts. GC § §60201 letters, thank yous, requests from et seq. 6252, 6254(a) other cities, undeliverable envelopes, visitors logs, voice mails, webpages, etc.) As long as the drafts and notes Drafts & Notes: Drafts that are When No When No are not retained in the "RegularLeadDept. DW -018 revised (retain final version) Longer Longer Mag, Ppr Course of Business ". GCRequiredRequired60201, GC §6254 COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 ver. 4.0 RECORDS RETENTION SCHEDULE: DISTRICT -WIDE STANDARDS Page DW -4 Office of Retention Records Description Retention / Disposition Comments 1 ReferenceRecordNo. Destroy_-_' – Image: Inactive paper Active Total Media 1= Import OFR) Off -site, Vitals after in office) Retention Options M =MfrODorMfr) Imaged & S =Scan C, Retentions apply to the department that is NOT the Office of Record OFR or the "Lead Department". Ifyou are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and /or investigations sus end normal retention periods retention resumes after settlement or completion). District Preference (may include records pertaining to independent contractor's i compensation, or expense reimbursement); Meets auditing After After standards; Uniform GM Funding Funding Requirements for Grants to Grants: SUCCESSFUL - all Agency Agency Local Governments is 3 years Lead Dept. DW -019 records, including State and 2 years Audit, if Audit, if Mag, Ppr from expenditure report or final Federal claims) Required - required - payment of grantee or Minimum 5 Minimum 5 subgrantee; 21 CFR 1403.36 & years years 1403.42(b); 24 CFR 85.42, 91.105(h), 92.505, & 570.502(b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A- 133; GC §60201 When NoGrants: UNSUCCESSFUL When No Lead Dept. DW -020 (Applications, Correspondence, Longer Longer Mag, Ppr GC §60201 etc.) Required Required Copies - DW -021 Invoices - see Accounts Payable Mag, Ppr Originals maintained by Clerk ofCopies - District DW -022 Ordinances When No When No Yes Mag, Ppr the Board Permanently; GCClerkLonger Required Do Not Retain in Longer Required Do Not Retain in 60201 Human Personnel Files - Department- DW -023 Before Mag, Ppr Copies; GC §60200ResourceslevelCopiesDepartmentsDeartmentsSeparation COSTA MESA SANITARY DISTRICT 01995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 4.0 RECORDS RETENTION SCHEDULE: DISTRICT -WIDE STANDARDS Page DW -5 Office of Retention Records Description Retention I Disposition Comments I Reference Record No. DestroyImage: Inactive Paper Active Total Media 1 =Import OFR) (Off -site, Vital? after in office) Retention Options M =Mfr OD or Mfr) Imaged & S =Scan C'd? Retentions apply to the department that is NOT the Office of Record OFR or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and /or investigations suspend normal retention periods retention resumes after settlement or completion). Supervisors notes should maintained in a separate folder Destroy Destroy and be incorporated in the Human DW -024 Personnel Files - Department- Notes After Notes After Before Ma Pprg' p employee's annual performance Resources level Supervisor's Notes Performance Performance Separation review; 29 CFR 1602.31 & Review Review 1627.3(b)(ii), 8 CCR 3204(d)(1) et seq., GC 12946,60201 When No When No Lead Dept. DW -025 Photographs Longer Longer Mag, Ppr GC §60201 Required Required DW -026 Policies & Procedures - See Ma Pprg' pReferenceManuals Copies - Copies - Finance DW -027 Purchase Orders When No When No Yes Mag, Ppr Copies; GC §60200 Longer Longer Required Required Copies - Copies - District DW -028 Records Destruction Lists When No When No Mag, Ppr Copies; GC §60200 Clerk Longer Longer Required Required When NoWhenNoReferenceMaterials: Policies, Longer Longer Documents of historical Authoring Dept. DW -029 Procedures, Brochures, Manuals, Reports: Produced by YOUR Required - Required - Mag, Ppr significance should be retained Minimum of Minimum of longer; GC §60201 Department Superseded Superseded When NoReferenceMaterials: Policies, When No Lead Dept. DW -030 Procedures, Brochures, Manuals, Longer Longer Mag, Ppr Copies; GC §60200 Reports: Produced by OTHER Required Required Departments COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 4.0 RECORDS RETENTION SCHEDULE: DISTRICT -WIDE STANDARDS Page DW -6 Office of RetentionJ Records Description Retention / Disposition Comments I Reference Record No. DestroyImage: Inactive Paper Active Total Media 1 =Import OFR) Off -site, Vital? after in office) Retention Options M =MfrODorMfr) Imaged & S =Scan C'd? Retentions apply to the department that is NOT the Office of Record OFR or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and /or investigations sus end normal retention periods retention resumes after settlement or completion). Reference Materials: Policies, When No When No Lead Dept. DW -031 Procedures, Brochures, Manuals, Longer Longer Mag, Ppr Non- Records Reports: Produced by Required Required OUTSIDE ORGANIZATIONS Reports and Studies - White Lead Dept. DW -032 Papers, Issue Papers, Position Minimum 2 Minimum 2 Mag, Ppr GC §60201 Papers, Scientific Studies (other years years than Annual Reports) Copies - Yes, -' Copies - District DW -033 Resolutions When No When No depending Mag, Ppr copies; GC §60200ClerkLongerLongerupon Required Required subject Surveys / Questionnaires (that the District issues). When No When No Lead Dept. DW -034 If a summary of the data is compiled, Longer Longer Mag, Ppr GC § §60200, 60201 the survey forms are considered a Required Required draft or transitory record, and can be destroyed when no longer required. Copies - Copies - Finance / DW -035 Time Sheets When No When No Mag, Ppr GC §60201 Payroll Longer Longer Required Required Training (In -house training - Attendance Rosters, Outlines Lead Dept. DW -036 and Materials) 3 years 3 years Mag, Ppr Send originals to GM / Safety; GC §60200 Except Information Technology Trainin . COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 4.0 RECORDS RETENTION SCHEDULE: DISTRICT -WIDE STANDARDS Page DW -7 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference T Destroy Inactive Image: Paper OFR) Active Total Media Off -site, Vital? 1 =Import after in office) I Retention Options OD or Mfr) M =Mfr Imaged & S =Scan C'd9 Retentions apply to the department that is NOT the Office of Record OFR or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and /orinvestigations sus end normal retention perio ds retention resumes after settlement or completion). Copies - Copies - Finance DW -037 Travel Authorizations When No When No Mag, Ppr GC §60200 Longer Longer Required Required When No Department preference; GCWhenNo Lead Dept.. DW -038 Visitor Logs / Registers Longer Longer Mag, Ppr 60201 et. seq. Required Required COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 ORDINANCE NO. 97 AN ORDINANCE OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT PERTAINING TO DISTRICT RECORDS WHEREAS, California Constitution Article 1, section 3, and Government Code sections 6250 et seq. provide that access to public documents is a right of the people of the state; and WHEREAS, Government Code sections 60201 et seq. provide the procedures by which records are to be maintained and destroyed; and WHEREAS, the Board of Directors does hereby desire to formalize the District’s procedures with regard to records; NOW, THEREFORE, the Board of Directors of the Costa Mesa Sanitary District does hereby ORDAIN as follows: Section 1. That Chapter 1.07 is hereby added to the Costa Mesa Sanitary District Operations Code to read as follows: “Chapter 1.07 Records 1.07.010. Public Records Request. Access to District records is a right of the public protected under California Constitution Article 1, section 3, and Government Code sections 6250 et seq. All formal requests for District records shall be date stamped and forwarded to the District Clerk or Deputy District Clerk so that a timely response is made. Generally, such responses must be made within ten days. District Counsel should be consulted when the records may be subject to privacy or other considerations that might justify withholding. Records that are accessible to the public will be provided promptly to the requestor, in accordance with the California Public Records Act. 1.07.020. Subpoenas and Other Legal Process Requesting Documents. All subpoenas and other court demands for documents shall be forwarded to the District Clerk or Deputy District Clerk and District Counsel upon receipt. Ordinance No. 97 1.07.030. District Record Retention. District records shall be retained and destroyed pursuant to the authority given special districts by Government Code sections 60200 et seq. Pursuant to Government Code section 60201, the Board shall, by resolution, set forth the categories of documents that may be destroyed or disposed of in compliance with that section. As set forth in Section 60201, the following records shall not be destroyed: (1) Records that relate to the formation, change of organization, or reorganization of the District. (2) An ordinance adopted by the District. However, an ordinance that has been repealed or is otherwise invalid or unenforceable may be destroyed or disposed of pursuant to this Section five years after it was repealed or became invalid or unenforceable. (3) Minutes of any meeting of the legislative body of the District. (4) Records that relate to any pending claim or litigation or any settlement or other disposition of litigation within the past two years. (5) Records that are the subject of any pending request made pursuant to the California Public Records Act (Chapter 3.5 (commencing with Section 6250) of Division 7 of Title 1), whether or not the District maintains that the record is exempt from disclosure, until the request has been granted or two years have elapsed since the District provided written notice to the requester that the request has been denied. (6) Records that relate to any pending construction that the District has not accepted or as to which a stop notice claim legally may be presented. (7) Records that relate to any nondischarged debt of the District. (8) Records that relate to the title to real property in which the District has an interest. (9) Records that relate to any nondischarged contract to which the District is a party. (10) Records that have not fulfilled the administrative, fiscal, or legal purpose for which it was created or received. (11) Records that are unaccepted bids or proposals, which are less than two years old, for the construction or installation of any building, structure, or other public work. (12) Records that specify the amount of compensation paid to District employees or officers or to independent contractors providing personal or professional services to the District or relate to expense reimbursement to District officers or employees or to the use of District paid credit cards or any travel compensation mechanism. However, a record described in this paragraph may be destroyed or disposed of pursuant to this Section seven years after the date of payment. Ordinance No. 97 1.07.040. Reproductions Utilizing a Trusted System. Pursuant to Government Code section 60203, records may be reproduced on a trusted system in accordance with the Secretary of State’s guidelines in accordance with the standards set forth in Government Code section 12168.7 and California Code of Regulations Title 2, Division 5, Chapter 15 as the same may be amended. The device used to make the reproduction must be a medium that accurately reproduces the original and does not permit additions, deletions, or changes to original images. Such reproductions shall thereafter be considered originals.” Section 2. Should any part, clause or section of this Ordinance be declared by any Court to competent jurisdiction to be invalid, the remaining provisions of this Ordinance shall nevertheless be and remain in full force and effect, and the Board of Directors of the Costa Mesa Sanitary District hereby declares that each and every section, clause, provision, or part of this Ordinance would have been adopted and made a part of this Ordinance without the adoption of any portion thereof and that the invalidity of any part or provision hereof shall not in any way affect the validity or enforcement of the remaining provisions of this Ordinance that may stand on their own. Section 3. Pursuant to Health and Safety Code sections 6490 and 6491.3, the District Clerk shall cause this Ordinance or a summary thereof to be published in a newspaper of general circulation printed and published in the District according to law. PASSED and ADOPTED this ______ day of _____________, 2013 __________________________ __________________________ Secretary President APPROVED AS TO FORM: __________________________ District Counsel Ordinance No. 97 STATE OF CALIFORNIA ) COUNTY OF ORANGE ) SS CITY OF COSTA MESA ) I, SCOTT CARROLL, Clerk of the Costa Mesa Sanitary District, hereby certify that the above and foregoing Ordinance No. 97 was duly and regularly passed and adopted by said Board of Directors at a regular meeting thereof, held on the day of February, 2013, by the following votes: AYES: NOES: ABSENT: ABSTAIN: IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seal of the Costa Mesa Sanitary District this day of February, 2013. Clerk of the Costa Mesa Sanitary District RESOLUTION NO. 2013-827 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ESTABLISHING A RECORDS RETENTION SCHEDULE AND AUTHORIZING RECORDS DESTRUCTION BY CATEGORY WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary with respect to most documents after a certain period of time for the effective and efficient operation of the government of the Costa Mesa Sanitary District; and WHEREAS, Section 60200 of the Government Code of the State of California provides that the legislative body of a special district may authorize the destruction or disposition of any duplicate record, paper, or document, the original or a permanent photographic record of which is in the files of any officer or department of the District; and WHEREAS, Section 60201 of the Government Code of the State of California provides that District records which have served their purpose, which are not expressly required by law to be filed and preserved, and which will not adversely affect any interest of the District or public may be destroyed; and WHEREAS, the Board does hereby authorize the destruction or disposition of categories of documents by making the following findings as required by Section 60201; NOW, THEREFORE, the Board of Directors of the Costa Mesa Sanitary District does hereby resolve as follows: Section 1. Destruction of Records in Compliance with Exhibit A Will Not Adversely Affect Any Interest of the District. The Board of Directors finds that the destruction or disposition of the records series that have exceeded the retention periods as set forth in the Records Retention Schedule (Exhibit A) will not adversely affect any interest of the District or the public. Section 2. Authorization to Destroy Records in Compliance with Exhibit A. The records of the Costa Mesa Sanitary District, as set forth in the Records Retention Schedule (Exhibit A), attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 60201 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule in accordance with District policies and procedures, without further action by the Board of Directors of the Costa Mesa Sanitary District. Section 3. Definition of Records. The term “records” as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act. PASSED AND ADOPTED by the Board of Directors of the Costa Mesa Sanitary District at a regular meeting held on the ________ day of ___________________, 2013. AYES: Board Members- NOES: Board Members- ABSTAIN: Board Members- ABSENT: Board Members- _________________________________ James Ferryman President I HEREBY CERTIFY that the foregoing is a full, true, and correct copy of Resolution 2013-827 adopted by the Board of Directors of Costa Mesa Sanitary District at its regular meeting held on _____________________, 2013. _________________________________ Scott Carroll Clerk of the Board Protecting our community's health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Costa Mesa Sanitary District ….an Independent Special District Memorandum To: Board of Directors Via: Scott Carroll, General Manager From: Javier Ochiqui, Management Analyst Date: February 27, 2013 Subject: Telephone Book Recycling Program Summary On January 24, 2013, staff gave the Board of Directors a final report on the results of the 2012 Telephone Book Recycling Program. During the report, Director Perry wanted to know what schools did to promote the program. This report illustrates what each school did to promote the program. Staff Recommendation That the Board of Directors approves awarding a minimum of $300 to schools that have demonstrated a good faith effort to promoting the District’s Telephone Book Recycling Program. Analysis Program invitations were sent to 30 schools but only 22 decided to participate. However, out of the 22 that participated, 3 schools (Killybrooke, Wilson and Back Bay High) collected less than eight (8) telephone books so they did not qualify for the minimum $300 award. Staff contacted all 22 schools via e-mail and asked them what they did to help promote the program. Attached is a list illustrating what each school did to promote the program (Attachment A). Strategic Plan Element & Goal This item complies the with objective and strategy of Strategic Element 2.0, Solid Waste, which states: Board of Directors February 27, 2013 Page 2 of 2 “Objective: Our objective is to manage the collection and recycling of residential trash in the most economical and environmentally friendly way.” “Strategy: We will do this by looking for ways to improve efficiencies, achieve high customer satisfaction, and considering prudent new recycling methods.” Legal Review Not applicable at this time. Financial Review Twelve schools collected less than 100 telephone books, but demonstrated good faith efforts to promoting the program. The total cost to awarding the twelve schools will be $3,600. Committee Recommendation On February 19, 2013, the Operations Committee recommends the Board of Directors approves awarding a minimum of $300 to schools that have demonstrated a good faith effort to promoting the District’s Telephone Book Recycling Program. Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for the February 19, 2013 Operations Committee meeting at District Headquarters and posted on the District’s website. Attachments A. List of Schools ATTACHMENT A School Books Collected What did schools do to promote the program? Adams School 35 N/A California School 41 Posted flyer on their website, newsletter, printed own flyers. College Park School 186 Printed their own flyer. Davis Magnet School 55 Made announcements and had weekly reminders Harper Preschool Center 33 Sent flyers home, posted flyers and sent e-mails to parents. Kaiser Elementary School 36 p , p q g morning announcements Killybrooke School 7 Newsletters, website, and called families, students were also reminded Newport Heights Elementary 13 N/A Paularino School 72 Placed reminders on their newsletter Pomona School 27 Sent flyers home, broadcasted a message and announced it at parent meetings. Rea Elementary 27 Sent flyers home, broadcasted a message and announced it at parent meetings. Sonora School 30 Placed posters around school and distributed flyers Wilson School 1 Held a contest Woodland Elementary 10 Posted an online flyer Back Bay/Monte Vista High 0 N/A Estancia High School 469 Gave students a raffle ticket for a popular school dance Christ Lutheran Elementary 206 N/A Kline School (K-8)408 Collected books all year long, sent e-blasts to parents and posted notices Mariners Christian (K-6)21 Posted it on their weekly e-newsletters and promoted it during library announcements St. Joachim Elementary 193 Weekly newsletter, bulletins and printed their own flyers. St. John The Baptist (K-8)1511 p , p y p school website OCC Recycling Center 574 Posted flyer Protecting our community's health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Costa Mesa Sanitary District ….an Independent Special District Memorandum To: Board of Directors From: Scott Carroll, General Manager Date: February 27, 2013 Subject: Rewards Ideas Program Summary Last year, the Board of Directors approved Administrative Regulations No. 20.40 to help encourage employees on how to generate ideas for organizational improvements and providing a system for answering and recognizing adopted ideas. Employees are eligible to receive a monetary reward up to $1,000 for ideas that generate significant savings to the organization. Staff Recommendation That the Board of Directors approves rewarding District employee Noelani Middenway $500 for her suggestion to save over $13,000 annually on printing costs. Analysis On February 8, 2013, Noelani Middenway, District Deputy Clerk, submitted a suggestion to reduce the cost for printing a master agenda packet as well as increasing internal accountability and improving the efficiencies for preparing agenda packets. Attachment “A” is a copy of Ms. Middenway’s suggestion. Total annual savings to the District is estimated at $13,638. The suggestion was reviewed by the Administrative Services Manager and the Interim Accounting Manager and both concur that Ms. Middenway’s suggestion will benefit the organization. Strategic Plan Element & Goal This item complies with the objective and strategy of Strategic Element 5.0, Administrative Management, which states the following: Board of Directors February 27, 2013 Page 2 of 2 5.0 Administrative Management Objective: To create, maintain and implement policies and procedures to ensure sound management of the District. Strategy: We will conduct periodic reviews, refine and implement policies and procedures, and assure the General Manager has the direction and tools necessary for successful District operations. Legal Review Not applicable Financial Review The reward is for $1,000.00. There is sufficient money in the Rewarding Ideas Program budget to approve this award. Committee Recommendation Not applicable Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the February 27, 2013 Board of Directors regular meeting at District Headquarters and on District’s website. Alternative Actions 1. Approve a lessor reward amount to District employee Noelani Middenway. 2. Do not approve the reward. Attachments A: Completed Rewarding Ideas Program Suggestion Form Reviewed by: Marc Davis District Treasurer/Interim Accounting Manager CMSD BOARD OF DIRECTORS OPERATIONS COMMITTEE MEETING Board of Directors Schedule for Attendance Chairman Scheafer and Director Perry Alternate: Director Ooten AGENDA Tuesday, February 19, 2013 - 9:30 a.m. Costa Mesa Sanitary District 628 W 19th Street Costa Mesa, CA 92627 STANDING REPORTS - RECYCLING 01. Recycling Report – January 2013 • Update on how CMSD is meeting AB 939 goals • Recycling Report correction requested by CR&R (Review the attached letter and backup info) 02. Waste Diversion Report – January 2013 • Update on the amount of recycling materials diverted from the landfill 03. Ordinance Enforcement Officer’s January 2013 Report • Review OEO enforcement activities for trash cans, graffiti and scavenging 04. Scavenging Report – January 2013 • Review scavenging activities reported to CMPD 05. Solid Waste Facts & Figures – January 2013 • Review and discuss facts and figures regarding solid waste in CMSD • City Commercial tonnage information (Quarterly Reports) NEW DISCUSSION ITEMS - RECYCLING 06. Large Item Collection Program • Discuss and review the results of the program 07. Christmas Tree Recycling Program • Discuss and review the results of the program 08. GPS on CR&R Trucks – Oral Report • Receive an oral report from CR&R on how Global Positioning System (GPS) technology works on trash trucks. 09. Recycling Coordinators Meeting • Receive and discuss report from staff. 10. Sustainable Events Guidebook – Oral Report • Review and discuss concepts for promoting a sustainable events guidebook. ACTION ITEMS – RECYCLING 11. Telephone Book Recycling Program • Receive a report from staff on how schools promoted the program. Operations Committee February 19, 2013 Page 2 of 2 STANDING REPORTS – SEWER SYSTEM 12. Monthly Spill Statistics – No SSOs occurred in January 13. Sewer Facts and Figures • Review and discuss facts and figures regarding CMSD’s sewer system NEW DISCUSSION ITEMS – SEWER SYSTEM 14. Orange County Sanitation District Sewer Rate Methodology – Oral Report • Representatives from OCSD will share with the committee their methodology for setting sewer rates. ACTION ITEMS – SEWER SYSTEM – 15. None CMSD PROJECTS: 16. A. Project #101 West Side Pumping Station Abandonment – Status • The District Engineer is continuing work on the preliminary engineering. B. Project #192 System Wide Sewer Reconstruction Phase 2 – Status • Construction is approximately 85% complete. C. Project #193 Pumping Station Seismic Study and Retrofit – Status • Additional funding will be necessary to complete the project or the project will need to be scaled back. D. Project #196 Installation of Backup Power and Pumping Capability Phase I - Status • The District Engineer and General Manager are working with the cities of Costa Mesa and Newport Beach regarding above-ground emergency equipment. E. Project #197 – System Wide Sewer Reconstruction Phase 3 – Status • The plans and specs are approximately 75% complete and nearly ready to be submitted for first plan review. F. Project #198 Condition Assessments of Force Mains - Status • Field crew is determining valve locations on the Harbor force mains. G. OCSD Proposed Transfer of Fairview Trunk • The District Engineer is reviewing videos of the Fairview Trunk as a first step in the condition assessment of the line. Review is 80% complete. Upcoming CMSD Events and Activities 17. A. Saturday, March 2 at 10:00 a.m. – Free Composting Workshop at Fairview Park (next to Estancia High School). Don’t forget to bring your lawn chairs B. Sewer Lateral Assistance Program (SLAP) – The SLAP is a financial incentive program to encourage residents to maintain their lateral sewer line. The program will contribute 50% of the resident’s cost up to a maximum of $1,800. For more information visit www.cmsdca.gov or call (949) 645-8400. C. Large Item Collection Program – Residents are eligible for three (3) complimentary pick-ups per year. There is a limit of ten items per call or collections can be combined for a total of thirty items per calendar year. For more information visit www.cmsdca.gov or call (949) 646-4617 to schedule an appointment. PUBLIC COMMENTS 18. This is the time to receive any comments from members of the public. 19. Discuss items for next Operations Committee meeting. Next Meeting Date: March 19, 2013 COSTA MESA SANITARY DISTRICT CAPITAL IMPROVEMENT PROGRAM FY2011-2012 PROJECT: PROJECT MANAGER: DESCRIPTION: BEGIN DESIGN: CONSTRUCTION COMPLETION DATE: STATUS REPORT: 12/20/10 - No change. 01/27/11 - No change. 5/26/11 - Staff met with another potential OCSD consultant to review OCSD's scope of work. OCSD will soon be publishing their RFP. 10/27/11 - OCSD selected Dudley as its consultant and is finalizing the consultant contract. 11/30/11 - No change. 8/20/12 - OCSD's surveyors are working on the topogaphy. FINANCIAL STATUS through 1/31/13: Account Number Encumbrances Balance #101 1,765,000 23,374 43,578 - 1,698,048 20 Total 1,765,000 23,374 43,578 - 1,698,048 Abandon 6 CMSD pumping stations, abandon the CNB station in the CNB island on W. 19th Street, and abandon the private pumping station on W. 18th Street by constructing new gravity lines. The project would also alleviate the north half of the Banning Ranch. A preliminary engineer's estimate is $3 million. 11/15/12 - The District Engineer is continuing working with the topography provided by OCSD's surveyors. 10/25/12 - The District Engineer is continuing working with the topography provided by OCSD's surveyors. 6/28/12 - District Engineer is working with OCSD consultant on confluence point for CMSD/CNB/OCSD sewers. 7/26/12 - CMSD will be obtaining topographic informatin from OCSD's consultant and will sve $4,500 in the process due to cost sharing. 12/15/11 - OCSD staff attended CMSD SSC meeting on 11/8/11 to discuss project timeline. 4/16/12 - The Board is considering the District Engineer's proposal to perform the Prelimanary Engineering. 6/23/11 - No change. 9/20/12 - The District Engineer has begun working with the topography provided by OCSD's surveyors and aerial photogrammist. #101 West Side Pumping Station Abandonment 7/1/2012 3/25/2019 Rob Hamers, District Engineer 7/28/11 - OCSD's preliminary schedule reflects completion of construction of OCSD's sewer facilities on 3/25/2019. 9/23/10 - OCSD was provided with plans, maps and flow figures for their review. OCSD will be hiring a consultant to prepare the design for their facilities. 4/28/11 - Staff met with 3 proposed OCSD consultants to explain the project. OCSD's first phase of work will be an EIR and alignment study and the CMSD requested the OCSD EIR cover the CMSD work. 03/24/11 - Staff met with OCSD Project Managers on 3/8/11 to review OCSD's scope of work and project timing. 8/26/10 CMSD staff and two Directors met with OCSD staff on 8/4/10 to discuss the framework of the project. OCSD will be constructing its own gravity sewer to accept the CMSD and CNB flows and send it under the Santa Ana River to OCSD Plant No. 2. OCSD 10/26/10 - OCSD requested copies of all CMSD pumping station plans, which were provided. OCSD anticipates hiring a consultant to prepare an EIR and alignment study in 2011. CMSD requested a joint EIR. 11/18/10 - No change. 9/22/11 - OCSD is evaluating consultant proposals. 8/25/11 - No change. 12/20/12 - The District Engineer is continuing work on the preliminary engineering. 02/24/11 - No change. Staff will be contacting OCSD to review their status. Approved Proj Budget June 30, 2012 Accumulated Cost Current Year Expenditures 1/26/12 - Kickoff meeting for OCSD's consultant Dudek scheduled for 1/11/12. Consultant has placed flow meters in CMSD lines to confirm flows. 2/23/12 - CMSD District Engineer is providing scope of work for preliminary engineering for Board consideration. 3/22/12 - CMSD District Engineer is providing preliminary engineering fee for Board consideration. 5/24/12 - The Board approved the District's Engineer's proposal for the Preliminary Engineering. 1/24/13 - The District Engineer is continuing work on the preliminary engineering. 2/28/13 - The District Engineer is continuing work on the preliminary engineering. COSTA MESA SANITARY DISTRICT CAPITAL IMPROVEMENT PROGRAM 2011-12 PROJECT: PROJECT MANAGER: DESCRIPTION: BEGIN DESIGN: APPROX. CONSTRUCTION COMPLETION DATE: STATUS REPORT: 12/15/11 - The design phase is continuing. 8/20/12 - The low bidder, Charles King Co., is executing the contract for Board consideration. FINANCIAL STATUS through 1/31/13: Account Number Encumbrances Balance #192 1,175,000 59,639 60,446 - 1,054,915 20 Total 1,175,000 59,639 60,446 - 1,054,915 11/30/11 - The design phase is continuing. 1/26/12 - The design phase is 30% complete. 02/23/12 - The plans and specifications are 60% complete. 4/16/12 - Plans and specs are 90% complete and have been submitted for plan check at the City of Costa Mesa and City of Newport Beach. 03/22/12 - The plans and specifications are 90% complete. 11/15/12 - The first day of work on the project was 11/5/12. 10/25/12 - The preconstruction meeting was held 10/01/12 and the contractor is developing his schedule. Approved Proj Budget June 30, 2012 Accumulated Current Year Expenditures 12/20/12 - Work has begun. 01/24/13 - Work is approximately 30% complete. 05/24/12 - Engineering staff is awaiting for plan check response prior to finalizing the plans and specs. 6/28/12 - Final review of the plans and specs is occurring proir to placing the project out to bid. 9/20/12 - The project was awarded to the low bidder, Charles King Co., at the August regular Board meeting. 7/26/12 - The project went out to bid on June 26, 2012 with bid opening scheduled for August 1, 2012. 02/27/13 - Construction is approximately 85% complete. #192 System Wide Sewer Reconstruction - Phase II Rob Hamers, District Engineer October-11 Jun-12 Phase 2 of Grade 5 repairs. Grade 5s are pipe problems ready for failure and were found during the 2006-2009 District-wide CCTV project. Due to low bids received in Phase 1 and the addition of 22 Frade 5s as extra work in Phase 1, there may only be three phases instead of four phases. 10/27/2011 - The design phase is underway; videos are being viewed and plans are being prepared and engineers are studying the bypass operations. COSTA MESA SANITARY DISTRICT CAPITAL IMPROVEMENT PROGRAM 2011-12 PROJECT: PROJECT MANAGER: DESCRIPTION: BEGIN DESIGN: APPROX. CONSTRUCTION COMPLETION DATE: STATUS REPORT: 8/20/12 - Engineering staff is performing final review prior to submitting the plans for plan check. FINANCIAL STATUS through 1/31/13: Account Number Encumbrances Balance #193 100,000 65,825 2,832 - 31,343 Total 100,000 65,825 2,832 - 31,343 #193 Pumping Station Seismic Study and Retrofit Scott Carroll, General Manager March 31, 2011 Retain a Structural Engineer to prepare a report on the possible effects of a 6.0 magnitude earthquake on 14 of the District's pumping stations (the other 6 are scheduled for abandonment). Implement recommendations at all 20 of the District's stations subject to allocated funds. 10/27/2011 - Staff review of draft report occurred on 10/5/11 with subsequent meeting with consultant to be scheduled. Immediate to long term upgrades included in project. 11/30/11 - Consultant and staff agree Priority I, II, and III as shown in the consultant report should be implemented as soon as feasible. 03/22/12 - The plans and specs are approximately 50% complete. Approved Proj Budget June 30 2012 Accumulated Current Year Expenditures 4/16/12 - District Engineer's office is awaiting the anchorage details from the consultant structural engineer. 05/24/12 - The anchorage details from the structural engineer have been received and design work is continuing. 06/28/12 - Plans and specs are 30% complete. 12/20/12 - The District Engineer is finalizing the installation method of the short sections of pipe liner with the manufacturer prior to placing the project out to bid. 2/27/13 - Additional funding will be necessary to complete the project or the project will need to be scaled back. 11/15/12 - The District Engineer is awaiting comments from the City of Costa Mesa. The City of Newport Beach has approved the plans. 10/25/12 - The District Engineer is awaiting comments from the City of Costa Mesa. The City of Newport Beach has approved the plans. 01/24/13 - Plans and specs are complete and staff is examining the construction budget. 12/15/11 - The District Engineer is preparing a scope of work for the design phase. 9/20/12 - The plans were submitted to the cities of Costa Mesa and Newport Beach on 8/30/12 for 1st plan check. 7/26/12 - Plans and specs are 70% complete. 02/23/12 - The structural engineer will have the electrical enclosure anchor details ready in late March 2012. The District Engineer will have the remaining plans ready at that time, and all plans willl then be submitted for plan check. 1/26/12 - The design phase is 10% complete. Structural engineering consultant is working on anchor details for the electrical enclosures. COSTA MESA SANITARY DISTRICT CAPITAL IMPROVEMENT FY 2011-2012 PROJECT: PROJECT MANAGER: DESCRIPTION: BEGIN DESIGN: APPROX. CONSTRUCTION COMPLETION DATE: STATUS REPORT: FINANCIAL STATUS through 1/31/13: Account Number Encumbrances Balance #196 1,060,000 22,806 31,297 1,005,897 Total 1,060,000 22,806 31,297 - 1,005,897 Approved Proj Budget June 30 2012 Accumulated Cost Current Year Expenditures 05/24/12 - District's Engineer's office is in design of the backup pumping systems while another consultant, PDE, is in design on the standby diesel generators. 6/28/12 - Plans and specs are 30% complete. 7/26/12 - Plans and specs are 60% complete. 8/20/12 - Engineering staff is performing final review prior to submitting the plans for plan check. 9/20/12 - Plans were submitted to the cities of Costa Mesa and Newport Beach for first plan check. 10/25/12 - The District Engineer is working with the cities of Costa Mesa and Newport Beach regarding above-ground emergency equipment. 11/15/12 - The District Engineer is working with the cities of Costa Mesa and Newport Beach regarding above-ground emergency equipment. 02/27/13 - The District Engineer and General Manager are working with the cities of Costa Mesa and Newport Beach regarding above-ground emergency equipment. 01/24/13 - The District Engineer and General Manager are working with the cities of Costa Mesa and Newport Beach regarding above-ground emergency equipment. 12/20/12 - The District Engineer and General Manager are working with the cities of Costa Mesa and Newport Beach regarding above-ground emergency equipment. #196 Installation of Backup Power and Pumping Capability Rob Hamers, District Engineer Install backup standby disel generator at two pumping stations and install backup pumping systems at four pumping stations. April 23, 2012 Jan-13 COSTA MESA SANITARY DISTRICT CAPITAL IMPROVEMENT FY 2011-2012 PROJECT: PROJECT MANAGER: DESCRIPTION: BEGIN DESIGN: APPROX. CONSTRUCTION COMPLETION DATE: STATUS REPORT: 11/15/12 - The design phase is continuing. FINANCIAL STATUS through 1/31/13: Account Number Encumbrances Balance #197 670,000 - 36,429 - 633,571 20 Total 670,000 - 36,429 - 633,571 Approved Proj Budget June 30, 2012 Accumulated Cost Current Year Expenditures 10/25/12 - The design phase is underway. 02/27/13 - The plans and specs are approximately 75% complete. #197 System Wide Sewer Reconstruction Phase III Rob Hamers, District Engineer Sep-12 Nov-13 01/24/12 - The plans and specs are approximately 50% complete. Phase 3 of Grade 5 repairs. Grade 5s are pipe problems ready for failure that were found during the 2006-2009 District-wide televising project. There are approximately 69 pipe segments with one or more Grade 5s that will be repaired in the project. 12/20/12 - The design is continuing. PROJECT: PROJECT MANAGER: DESCRIPTION: BEGIN DESIGN: APPROX. CONSTRUCTION COMPLETION DATE: STATUS REPORT: FINANCIAL STATUS through 1/31/13: Account Number Encumbrances Balance #198 176,185 - 176,185 20 Total 176,185 - - - 176,185 January-14 1/24/2013 - Field crew, engineering staff & the District's pigging contractor met on 1/9/13 to discuss the Harbor, Victoria, Mendoza, and South Coast Plaza force mains. Approved Proj Budget June 30, 2012 Accumulated Cost Current Year Expenditures 02/27/13 -Field crew is determining valve locations on the Harbor force mains. #198 PICA Analysis of Force Mains Rob Hamers, District Engineer Clean force mains by "pigging" and then electronically inspect using PICA technology. January-13