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Reso 1994-561.( _ r RESOLUTION NO.. 711' S6 / A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANI- TARY DISTRICT DECLARING CERTAIN POLICY STATEMENTS OF NO FURTHER FORCE AND EFFECT DUE TO OBSOLESCENCE AND OTHER REASONS. THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT DOES HEREBY RE- SOLVE AS FOLLOWS: THAT WHEREAS, certain of the Board - adopted policies are obsolete due to various reasons including coverage by ordinances, resolutions, change of circum- stances, inclusion in District contracts and for other reasons; and WHEREAS, to avoid duplication, confusion and uncertainty as to the effective - ness of these policy statemments, it is necessary to declare them of no further force and effect; NOW, THEREFORE, BE IT RESOLVED that those policy statements attached to THIS RESOLUTION are either obsolete, are included in ordinances or resolutions, are covered by District contracts, are superseded, or are otherwise of no use in the conduct of District business; BE IT FURTHER RESOLVED that they be declared of no further force and effect; BE IT FINALLY RESOLVED that they be retained in the closed files of the District. ATTEST: PASSED AND ADOPTED this 8th day of September, 1994. Secretary COSTA MESA SANITARY DISTRICT STATE OF CALIFORNIA) COUNTY OF ORANGE )SS CITY OF COSTA MESA ) I, Florine T. Reichle, Assistant Manager /Clerk of the Costa Mesa Sanitary District, hereby certify that the above and foregoing Resolution No. kl-.3'2�1 , was duly and regularly passed and adopted by said Board of Directors at a regular meeting thereof held on the day of „fe.of.m be-,o- IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seal of the Costa Mesa Sanitary District, this /2,tZ day of Assistant Manager /Clerk Costa Mesa Sanitary District printed on recycled paper COSTA MESA SANITARY DISTRICT STATEMENT OF POLICY DISTRICT ENGINEERING March 12, 1968 After discussion, it was determined that a policy declaration should be made by the Board relative to District Engineering. The policy declared by the Board was that the Sani r -y—Ais trict, by letter, declare with the City its policy thaiDon Stevens be retained on any future sewer installation within the district whether it be within the parent district of either subsidiary district so long as Mr. Stevens remains qualified to perform, and performs in a professional manner and desires to continue with the district. The Board instructed the staff to convey this policy by letter to the City Council of the City of Costa Mesa. Upon motion by Director Warren, seconded by Director Briggs, and unanimously carried, the above was approved. IL 1 7 COSTA MESA SANITARY DISTRICT STATEMENT OF POLICY PERMIT FEES REFUNDED December 2, 1970 Finance Director Oman informed the Board of the cost involved in issuing sewer connection permits and refunding of permit fees, and suggested that the Board adopt a policy of charging $15.00 for a refund. After discussion, Director Warren made a motion, seconded by Director Rima, and unanimously carried, that the amount of $15.00 be charged when a request is made for refund of permit fees. IL COSTA MESA SANITARY DISTRICT STATEMENT OF POLICY PURCHASING OF EQUIPMENT May 5, 1971 At this time there was further discussion regarding the District's policy for purchasing of equipment. It was the feeling of the Board that the District should not purchase equipment, but that i this be a part of the City contract. After discussion regarding the purchase of the 3/4 ton pick up truck, Director Rima made a motion, seconded by Director Briggs, and unanimously carried, that the 3/4 ton pick up truck be included in the 1971 -72 City contract. i COSTA MESA SANITARY DISTRICT STATEMENT OF POLICY DELIVERY CHARGES August 18, 1911 The board stated it would like all specifications in the future to require bidders to include a breakdown of the costs for taxes and also delivery charges. COSTA 14ESA SANITARY DISTRICT STATEMENT OF POLICY TRASH A14D GARBAGE ASSESSMENT REFUND REQUIREMENT March 1, 1972 Manager Eldridge presented a statement of policy whereby the Board agrees to cooperate with Mr. John Lindley in preventing a property owner within the District from obtaining an exemption then canceling his contract with private hauler - -thus obtaining trash and garbage collection service free of charge. The Board will make available to the trash and garbage contractor the bound copy of the computer run of all exemptions granted for the tax year. The contractor may then reproduce, at his -own cost, all or any part of said computer run. Upon motion by Director 'Warren, seconded by Director Glockner, and unanimously carried, the Statement of Policy, as submitted by Manager Eldridge, was approved. COSTA MESA SANITARY DISTRICT STATEMENT OF POLICY RATE INCREASE REQUESTS March 22, 1972 After discussion, Director Warren made a motion that requests for rate increases must be submitted to the Manager of the District prior to January 31 of any year for an effective date of July 1 of that year. This motion was seconded by Director Glockner and unanimously carried. COSTA MESA SANITARY DISTRICT STATEMENT OF POLICY EXEMPTIONS April 5, 1972 Manager Eldridge informed the Board that the City of Costa Mesa Parks Department had requested the Costa Mesa Sanitary District to waive the use and connection fee. Since we have made no exemptions from the District's ordinance to date, Manager Eldridge requested the Board to establish its policy pertaining to exemption requests. After discussion, Director Warren made a motion that no exemptions be made to the District's ordinance. This would mean that all municipalities, school districts, churches, etc., would be required to pay the necessary use and connection fees. This motion was seconded by Director Glockner and unanimously carried. COSTA MESA SANITARY DISTRICT STATEMENT OF POLICY REFUND OF FEES December 6, 1972 Director Briggs made a motion, seconded by Director Glockner, and unanimously carried, that the following policy be adopted regarding the refund of various fees charged by the District: That in all cases where there is a request for refund there be background information stipulating the reasons for the request submitted to the Board. This should be in writing and verified by the staff. COSTA MESA. SAJAT,RY DISTRICT SEWER LATEP.AL "EASIJREMENT "OLICY January 9, 1975 When inspecting a lateral connection for the Sanitary District the following procedures should Le followed: 1) Determine that the lateral rreets the specifications of the Costa "Mesa Sanitary District as prescribed in their Statement of Policy on House Sewers dated June 11, 1974. 2) Fill out all pertinent information on the Costa ;-Mesa Sanitary District Sewer Inspection Card. 3) Sketch on the Sewer Inspection Card the distance froT the center of the new lateral to the nearest mango e . Also, show the addresses of the property on Loth sides of the lateral and note if the connection is a new line or a hook -up at the property line to an existing lateral. Example: If you are -inspecting a sewer lateral at 724 Victoria Street you would measure fro:-. the center of the lateral to the nearest manhole and notate in the followin? -a ^rer on the Inspection Card. 224' easterly to the nearest manhole. 4) Make sure _he contractor chisels an "S '.n tie curb where the 'ateral is located. 5) Return the inspection card to the Street De?art: -ent and leave 4. t with one of the Street Depart;en t secretar'es. COSTA MESA SANITARY DISTRICT SEWER INSPECTION PERMIT NO. ' NAME—John Doe, NO. STREET ADDRESS 724 Victoria Street CONTRACTOR ABC c We_LC(n�t?'ction� InCOATE ?_I -75__ Dcte O.K.'d by Y Sta. V. H e• Street Sewer Street Permit `40. I✓ Hause Sewer ' / /o -75 �// i REMARKS: ffeo�4.."� /o "Q,t�ef'Ky Casa -E ! J .2.W - f r I -t It i "11,4 I '1 Z8 10 COSTA ;,ESA S ;.'iiT RY DISTRICT STATE. "EN7 OF POLICY REI ..cl:". ,,.P : „E „TS ., .,... i ,U cam. August 20, 1975 I. Purpose The purpose of this policy is to protect and conserve the revenues and assets of the District from use for private benefit. II. Policy Whenever sanitary Izcilities are constructed primarily for private benefit, or are constructed to specifications in excess of District standards, a rei- b;rs?-.ent agree- =nt shall be executed which shall provide for rei�:bursemen of all costs by the property c,,,ners 4 c are benefited by that constructs - -:. X11 assess -eats not paid after a date to be deter -.ined b, _he 7-oard o- Csrzc:ors shall c accrue interest fr'7. that `date at t!ie rate ^, six (J) per cent per annlj- ,,nail the d c ^i : unless the coard of Directors establishes ot�ar :a- -. nc terns. III. Procedure The District E ir._.r s ^all cc -au.e e:.ch :,rccerty o,,,r: =rs assess.ent based c^ t�.eir .rcpor =ion of t ant, the cc,:.ol ete total cos--s e cr ,: ct. e s ^all Submit the list of ass�ss-,nts to the �srect_r c' =i ^ante for his review and recc— .'.enda-ioii to the j?_ AI L2r approval by the '' 'aver, it s ^all becc -e effective and all District personnel shall enforce its application. COSTA MESA SANITARY DISTRICT POLICY STATEMENT DISTRICT ENGINEERING ADOPTED MARCH 12, 1968 AMENDED FEBRUARY 11, 1982 After discussion, it was determined that a policy declaration should be made by the Board relative to District Engineering. The policy declared by the Board was that the Sanitary Dist- rict, by letter, declare with the City its policy that Robin Hamers has been appointed District Engineer and shall be responsible for any future sewer installations within the District whether it be with the parent district of either subsidiary district so long as Mr. Hamers remains qualified to perform and performs in a professional manner and desires to continue with the District. The Board instructed the staff to convey this policy by letter to the City Council of the City of Costa Mesa. The effective date of this Policy Statement shall be the 11th day of February, 1982. COSTA MESA SANITARY DISTRICT POLICY STATEMENT OUTLINING FEES & CHARGES APPLICABLE UNDER ORDINANCE NO. 16 ADOPTED MAY 13, 1982 When an applicant for sewer services proposes a development which is regulated by Ordinance No. 16, the applicant may be charged a minimum fee of $1,000 to cover the District's costs for investigating and studying an amendment to the District's Capital Improvement Program. In the event, the District's costs exceed the minimum fee, the applicant shall reimburse the District. Upon completion and acceptance by the Board of an amendment, the District may require the applicant to participate in the cost of providing additional sewer capacity prior to any development as follows: I. District requires applicant to construct sewers. District may require the applicant to construct sewers as the Dis- trict deems necessary in accordance with the amended Capital Improve- ment Program. In addition, the applicant shall pay all fees as are applicable under current District policy including, but not limited to, plan check, inspection, engineering and supervision. 2. District requires applicant to pay fees in lieu of constructing sewers. District may require—the applicant to pay fees as are reasonably calculated by the District in accordance with the amended Capital Improvement Program C additional sewer capacity. Said fees afees as are applicable under District p when all regular fees are due and payab COSTA MESA SANITARY DISTRICT Exhibit "B" Cash Flow Forecast I. Purpose: The purpose of this regulation is to establish the require- ments of the Finance Department for advance notice when large expenditures are requested. II. Policy: Cash reserves and revenues collected in advance of expendi- ture requirements are invested and the interest received provides an important source of revenue for the District. All forms of investment require the commitment of a fixed sum of money for a definite period of time, and those investments cannot be liquidated in advance of maturity without incurring a loss. Large expenditure requests, the timing of which does not coincide with investment maturity dates, creates impossible cash flow problems. Proper advance planning will prevent these problems from occurring. III. Procedure: A. Written advance notice shall be delivered to the Director of Finance in accordance with the following scheme: Each month one week prior to the regular monthly Board Meeting submit schedule of forecast of cash requirements for capital improvements for the balance of the fiscal year. B.- The form of the written advance notice may be any suit- able document such as an invoice, a contract, an engineer's estimate or a written memorandum. IV. Effective Date: The effective date of this policy is September 10, 1981, COSTA MESA SANITARY DISTRICT Exhibit "C" Capital Improvement Projects I. Purpose: The purpose of this regulation is to establish policies and procedures with regard to financial actions related to a Capital Improvement Project. II. Policy: A. It is the policy of the Board of Directors that all Capital Improvement Projects shall be monitored by the Finance Director. B. The Finance Director shall periodically review each Capital Improvement Project and report to the Manager on projects where financial or potential financial problems may exist. C. All financial actions pertaining to a Capital Improve- ment Project must be approved in writing by the District Engineer, the Director of Finance, and the Manager. This approval process must be completed before any ini- tial or additional appropriations can be encumbered or expended. D. A financial action is defined as: 1) Opening a project; 2) A revision of an appropriation (increase or decrease) by means of a Budget Adjustment Authorization; 3) Cancel- ling an appropriation; 4) Combining an appropriation; 5) Splitting an appropriation; 6) Continuing an appro- priation; and 7) Closing a project. E. Capital Improvement appropriations are normally valid only for the fiscal year in which they are budgeted. Positive action to extend the life of an appropriation beyond the end of the current fiscal year must be accomplished. III. Procedure: A. Prior to any action taken on a Capital Improvement Project, a Project Construction Schedule will be com- pleted and submitted to the Board by the District Engineer. This must be accomplished prior to the beginning of the fiscal year in which the project is budgeted. Capital Improvement Projects Page Two B. The District Engineer will complete a Capital Improve- ment Action Request form. This form should contain all required information to clarify the request. C. Upon completion of the Capital Improvement Action Request it should be forwarded by the District Engineer to the Finance Director to the Manager for review and recommendation. D. The original copy of the form will be returned to the District Engineer for reuse as additional actions become necessary. E. Upon request of the Finance Director after the end of the fiscal year, submit a report of projects to be closed and projects to be carried over to the next fiscal year. IV. Effective Date: The effective date of this policy is September 10, 1981. • Costa Mesa Sanitary District • CAPITA L IMPRO VEMENT A CT10A' REQ VEST EXHIBIT "C" Date: PROJECT TITLE: Account Number T� (Completed by Finance Department) Appropriation Description Amount Initial Appropriation — Fiscal Year Item No. Balance S Date First Appropriation Revision Balance S Open Projecl Second Appropriation Revision Balance S Nature of Work Job Location Work Performed By: Estimated Start Date: _ Reimbursable Funds: Additional Information: APPROVED: Contracted Force Account Estimated Completion Date: Yes No Source: Amt. S Action Requested District Engineer 4te Finance Department Date Manager's Office Date Open Projecl lst Appropriation Revision 2nd Appropriation Revision Cancel Appropriation Combine Appropriation Split Appropriation - .ttinue Appropriation Close Project COSTA MESA SANITARY DISTRICT STATEMENT OF POLICY PURCHASING December 14, 1978 Commitment Limits on Purchases I. Purpose The purpose of this regulation is to define the authority of various officials of the Costa Mesa Sanitary District to authorize purchases of supplies, equipment, contractual services and sales of personal property without a formal bid procedure, and to establish limits on said authority and to define the responsibilities of said officials. II. Policy A. For purchases up Agent and /or the ized to approve, District Manager must certify the the expenditure. to $1,250 -- the Purchasing District Engineer is author - on behalf of the Sanitary and the Director of Finance appropriation and approve B. For purchases of $1,250 to $2,500 -- the Director of Finance is authorized to approve, on behalf of the Sanitary District Manager, and must also certify the appropriation and approve the expenditure. C. For purchases of $2,500 to $5,000 -- the Sanitary District Manager must approve and the Director of Finance must certify the appropri- ation and approve the expenditure. D. For purchases of $5,000 and up -- approval must be received from the Board of Directors of the Costa Mesa Sanitary District. 1. I COSTA MESA SANITARY DISTRICT STATEMENT OF POLICY Appointment of District Manager I PURPOSE The purpose of this policy is to establish guidelines in accordance with the City of Costa Mesa and the Costa Mesa Sanitary District contract, whereby the City is responsible for appointing a District Manager. It is the desire of the City and the Costa Mesa Sanitary District to have a Manager who can,not only meet the needs of the City but also function and work in close harmony with the District. II POLICY It shall be the policy of this Board to accept the procedure offered by the City Manager in his letter dated July 25, 1978. III PROCEDURE The City Manager shall: 1. Forward a letter to the Costa Mesa Sanitary District introducing the candidate. 2. The letter will give a brief synopsis of qualifica- tions, indicating education and work experience. 3. The letter will suggest a time and place in which the City Manager will introduce the candidate to the Costa Mesa Sanitary District. 4. The letter will request ratification of the appoint- ment of the candidate. The Costa Mesa Sanitary District will then take the necessary action needed for ratification. COSTA IMESA SANITARY DISTRICT STATEMENT OF POLICY Auatist -20j- 1975 DISTRICT, we cannot commi t the claims for damages such as you OSTA MESA SANITARY District to the payment of have recently incurred. Th.e information statement will provide you with the information necessary for the presentation of a claim to the District, and general information as to how claims are handled. Section 910 of the Government Code provides that a claim shall be presented by the.claimant or person acting on his behalf and shall show: "(a) The name and post office address of the claimant; (b) The post office address to which the person presenting the claim desires notices to be sent; (c) The date, place and other circumstances of the occurrence or transaction which gave rise to the claim asserted; (d) A general description of the indebtedness obligation, injury, damage or loss incurred so far as it may be known at the tire of presentation of the,, =,glair (e) The name or na-Tes of the public employee` or employees causing the injury, damage, or loss, if known; and (f) The amount claimed as of the date of presentati4p of the clam, including the estimated amount of any prospective injury damage, or loss, insofar as it may be known at the tine of the presentation of the claim, together with the basis of computation of the amount claimed." The claim need not be in any specific form and it is suggested that it be made in writing by letter directed to the Costa-"Iesa Sanitary District, Attention: District Manager, 77-Fair Drive, Costa Mesa, California 92626. The claim, when received by the Manager, will be forwarded to the insurance company, who should contact you with respect to an adjustment for your loss in the event that it is determined the District is liable for the damage that you have suffered. In the event that the insurance carrier advises the District that no liability exists, the Board has the choice of either accepting this recommendation or considering the claim indepen- dently. The determination of the Board with respect to the question of liability ,sill be final on the administrative level; however, the claimant �;:av always have recourse to the Courts to enforce payment of a disputed claim. We hope that this information will be helpful to you and should you have any questions, please feel free to call the Manager of the District at �. COMMERCIAL TRASH COLLECTION June 2, 1976 I. Purpose The purpose of this policy statement is to clarify the District's position with regard to the collection of trash and rubbish from commercial establishments. II:- Polic At a public meeting regarding this matter on May 18, 1976, the Board of Directors resolved that the Sanita- tion District would no longer be involved with trash collection from commercial properties effective July 1, 1976. III. Procedure Because of the.complexity of trying to interpret the various implications of this action, the Board's policy will be defined by example as follo,.-rs : 1. If a commercial activity is allowed in a residential area by a Zone Exception, use variance or some other exception, the prop- erty will continue to receive once a week service from the District's contractor and be assessed as residential. 2. If a residential area is rezoned to com- mercial but continues to function residen- tially, the District's contractor will con- tinue to provide once a week service and be assessed -as residential. 3. If a commercial area is rezoned to residential but continues to function as commercial, no service will be provided and no assessment will be made for trash collection. 4. No trash service wi 1 1 be provided to areas which are both functionally commercial and commercially zoned. / J '_ - IC. -1 ; 1 V I ;_ 1 I _ Page two In summary, it can be said that the District intends to provide service to residential areas and deny service to commercial areas. The Administrative staff is empowered with the authority' to interpret individual situations which might arise that are not specifically covered in the examples based on their under- standing of the Board's wishes and desires. COSTA MESA SANITARY DISTRICT TRASH COLLECTION ASSESSMENT REFUND AND EXEMPTION POLICY Prior Policy Statements on Trash Collection Assessment and Refunds adopted June 5, 1968; July 18, 1968; March 3, 1971; May 4, 1973; May 14, 1981; September 10, 1981; and June 15, 1990. This Policy Statement adopted by the Board of Directors this 13th day of June, 1991, supercedes all prior policies as named above and which should be discarded. BACKGROUND: On June 5, 1968, the Costa Mesa Sanitary District Board of Directors adopted Ordinance No. 4 for the formation of an Assessment District. This ordinance established a method of separating the trash costs from the ad valorem tax of the Costa Mesa Sanitary District. This allowed exemptions to those residents who were unable or were not using the trash collection services provided by the District. Each year the District sets an assessment rate that will cover costs for the trash collection. A base rate is established and the charge made is the same for each residential unit regardless of whether it is single family, multiple family, condominium, townhome, trailer, mobile home or other residential unit. This change is effective with the submission of the trash assessment roll in August 1991, and will be reflected on the 1991 -92 property tax statements. CLAIMS FOR EXEMPTION: Upon presentation of adequate evidence by the property owner that the owner has contracted for private solid waste disposal service, the Board may grant an exemption, effective until revocation. Such exemption shall not be granted for owners of single - family residences, duplexes or triplexes, all of which are being served by the District's contract solid waste hauler unless extenuating circumstances warrant: Such exemptions may be granted for: 1. Undeveloped parcels. 2. Parcels developed in such a manner that solid waste is not produced, such as parking lots and parking garages. 3. All tax exempt properties except those used for residential housing purposes, such as single- family, duplex and triplex housing. 4. Parcels developed and used in such manner that the amount of solid waste and required frequency of collection exceeds that provided for by the District, such as apartment houses (four units and more), condominiums, cooperatives, planned unit developments, townhouses or other types of multiple housing. 5. All areas of Newport Beach now or in the future being served by the City of Newport Beach and currently being served by the District by contract with the City of Newport Beach. Criteria that will be considered by the Board in granting or denying an exemption will include, among other things: 1. Project is developed in a manner to preclude curbside services. 2. Project is developed with substandard street widths and lack of turn - around area which would preclude use of standard trash truck. 3. Project is developed using trash bin concept with no provision for individual unit pickup. 4. Developer /owner/homeowners' association recognizes that the District cannot provide service and is willing to accept responsibility for providing trash collection service. 5. Developer /owner /homeowners' association certifies to District that service has been contracted for. The exemption granted by the Board may be revoked upon a finding by the Board that: 1. Land use has changed resulting in development of the type of housing served by the District. 2. Cancellation of private solid waste hauler contracts where the District contractor begins or resumes solid waste pickup of formerly exempt properties. 3. Upon a finding of any abuse of exempt privilege by a property owner enjoying an exemption. The exemption provided for herein runs with the land and its uses and will survive the sale of property to subsequent owners who will not be required to reapply for exemption. CHANGE OF USE: When any exempt parcel experiences a change in use to residential housing during any taxable year, the assessment provided for herein shall be added to the next immediate following year pro- rated for the period of time in which trash collection services were provided to the newly created residential housing uses and during the time said parcels were not on the tax roll. REFUNDS: 1. Where Refund Allowed: Refunds shall be allowed where the Sanitary District has made an error in the assessment, for as many years as the error has occurred. Property owner must present copies of the tax bill denoting incorrect assessment. Upon presentation to the Board of adequate evidence that the property owner would have been entitled to a refund had the owner known of the entitlement and made the appropriate application to the District, the Board may refund the current year trash assessment. 2. Procedure: Any person or entity requesting a refund must file a request no later than June 30 of the calendar year. Forms for the application for refund must be filed with the District at 77 Fair Drive, Fourth Floor, Costa Mesa, California. Refund forms will be honored if the claim is valid. 3. Processing of Refunds: The Board of Directors of the Sanitary District meets the second Thursday of each month. Refund requests are considered at a regular Board meeting and approved or disapproved by action of the Board. Certain deadlines have been established by the Board for submittal of materials to Staff for consideration at the next regular meeting. The processing of claims for refund may be delayed an additional 30 days if not presented for consideration prior to the established deadlines. The law requires that the tax must have been paid "under protest ", however, the Board may waive this requirement in considering refunds. Refunds will be considered only where the party requesting refund has made the necessary application to the District. Approved at a regular meeting of the Board of Directors of the Costa Mesa Sanitary District on June 13, 1991. 13i Date (RH&E M)L) 3 4�6 utc� Robert R. Brock, Manager �yYle COSTA MESA SANITARY DISTRICT STATEMENT OF POLICY Sewer Easements - Condition of Development I. Purpose The purpose of this policy is to establish standards and procedures for processing sewer easements given to the District by private developers. These stand- ards and procedures will insure that the District receives easement documents which are uniform and con- sistent and are in a manner which will become an insur- able title for the property conveyed. II. Po- licy Whenever a private development has been conditioned by the District Engineer to provide an easement for sewer facilities, the private development shall furnish a document in the form and manner as exampled on the attached Exhibit A. The District Engineer shall pro- vide the necessary blank forms to the private develop- ment. The private development shall return the forms properly filled out including map(s) and executed along with a current title 'report. III. Procedure The District's Manager will not submit the easement deed to the Board until the Attorney for the District has found and determined that the execution of the document has been by person(s) qualified to convey title as set forth in the current title report and until the District Engineer has approved the legal description of the property conveyed. All documents not properly filled out and executed shall be returned to the private development for correction. Permits for construction within the proposed easement will not be issued until the completed easement docu- ment is received and approved by the Attorney and the District Engineer. This Policy Statement is duly adopted by the Board on the 9th day of November, 1978. COSTA MESA SANITARY DISTRICT POLICY STATEMENT PRIVATE SEWER PROJECTS WITHIN THE CITY OF COSTA MESA I. BACKGROUND: The Uniform Plumbing Code (UPC) calls for a minimum of one percent slope for all private sewer projects. In many instances the nature of the development makes it difficult to guarantee such a slope angle. As.a consequence, many developers have requested to install a sewer designed to public works standards with slopes less than one percent, rather than installing a pumping station. Currently, the City of Costa Mesa Building Department will accept a sewer designed to public works standards on private property only under the following conditions: A. The developer has the sewer plans approved by the District Engineer prior to applying for permit. B. The developer provides the City of Costa Mesa Building Department a registered civil engineer's certification that the sewer was constructed to the standards of the District because the City of Costa Mesa has neither the manpower nor the expertise to inspect the aforemen- tioned conditions. II. PURPOSE: The purpose of this policy is to ensure that private sewer projects meet District standards, even if such projects do not meet those established by the City of Costa Mesa. III. POLICY: In such cases where the developer requests, the District will provide a courtesy service to plan check and inspect sewer projects on private property within the City of Costa Mesa. The developer will be required to make a deposit from which the District will bill against the services rendered. IV. EFFECTIVE DATE: The effective date of this policy is February 10, 1989. I. II. III. IV. COSTA MESA SANITARY DISTRICT POLICY STATEMENT Change Orders on Capital Improyemen Background: Contract Change Orders may be required when unforeseen circumstances occur on Capital Improvement Projects. At the present time, Change Orders, no matter how minor in nature, must have formal Board approval to officially authorize any additional work required. In emergency situations, management gives approval with Board giving retroactive approval in order to expedite the job. Purpose: The purpose of this policy is to give the staff necessary latitude in dealing with minor Capital Improvement Project Change Orders. Policy: The following policy has been adopted by the Board for the processing of Capital Improvement Project Change Orders: A. No Change Order can be approved without the written approval of the District Engineer. B. For Change Orders that amount to an increase in cost to the District of $1,000 or more per occurrence, the approval of the Manager is also required. C. In addition to the above approvals, Board approval of Change Orders will be required when the scope of the project is materially changed, the amount of the Project Change Order exceeds two percent (2 %) of the contract amount, or in the case of projects costing less than $50,000 when the amount of the Change Order exceeds $1,000. Effective Date: The effective date of this policy is September 15, 1983. v COSTA MESA SANITARY DISTRICT FELONIOUS CONDUCT POSITION POLICY STATEMENT SUBJECT MATTER: NEED AND JUSTIFICATION: POLICY: Persons, firms, corporations or other entities charged with or convicted of felonies. Situations may occur where some person, firm, corporation or other entity having a contractual or other business relationship with the District is charged with or convicted of a felony. The charge or conviction may seriously affect the District and embroil it in matters resulting in criminal or civil liability. The District deems it necessary to adopt a policy statement stating its position in the event of or the threat of such occurrence. It shall be the policy of the Board of Directors of the District that the District shall not contract with or otherwise do business with any person, firm, corporation, or entity charged with or convicted of a felony related to antitrust activities, illegal transport or disposal of hazardous or toxic material or bribery of a public officer. It shall be the further policy of the District that it will take such steps as the law allows to terminate any contract or other business relationship with any person, firm, corporation, or other entity charged with or convicted of a felony related to antitrust activities, illegal transport or disposal of hazardous or toxic material or bribery of a public official. Adopted this 13th day of April, 1992 at a regular adjourned meeting of the Costa Mesa Sanitary District. 15 4 XL Date 1strict Manager A z . COSTA MESA SANITARY DISTRICT SEWER SERVICE ASSESSMENT POLICY ADOPTED BY BOARD OF DIRECTORS JUNE 14, 1984 AMENDED JUNE 9, 1988 The purpose of this policy is to establish standards and procedures for the setting of sewer services assessment rates, establishing property cate- gories to be assessed per Ordinance 17 adopted May 12, 1983, and Ordinance 18 adopted June 9, 1983, establish exemption procedures and to establish procedures for granting refunds. BACKGROUND The District cannot establish tax rates on the Ad Valorem tax and could not provide adequate funding for maintenance and operation of its existing sewer facilities. On May 12 and June 9, Ordinances 17 and 18, respectively, were adopted establishing a sewer service assessment district which was /is applied to all properties within the District. SEWER SERVICE ASSESSMENT RATES Utilizing the initial Engineers Report, the District's Manager, Engineer, and Finance Director shall each year perform the following: a. Determine the funds to be collected for the maintenance and operation of the District's existing sewering system. b. Using sewer flaw curves, measured sewer flows, estimated sewer flows and the flow rates for each property category establish the amount of funds to be collected fran each property category. c. Submit by resolution for Board adoption the sewer assessment rate for each property category. a d. Upon adoption of the rates by the Board, prepare or cause to be prepared the assessment role for submittal to the Orange County Assessor's office. ( t PROPERTY CATEGORIES All properties within the jurisdictional boundaries of the Costa Mesa Sanitary District will be assessed for sewer service. The basic-property categories include but are not limited to residential, trailer parks, corner - cial, industrial and other. "Other" includes but is not limited to hospitals, schools, governmental buildings, churches, Fairgrounds, etc. Residential units shall be charged a flat rate, one rate for parcels zoned and developed as single- family detached residential and one rate for parcels zoned and developed as multiple - family residential; canmercial, industrial and other parcels shall be charged per 1,000 square feet of developed area (structures). CLAIMS FOR EXERTIONS All such claims for exemption or reduction in floor area assessed must be filed with District's Manager by June 30, to become effective for the follow- ing year. This is the last possible date to get an exemption or reduction noted on the assessment roll that must be sent to the County Assessor's Office to be included on the tax bill. CHANGE OF USE When any exempt parcel or parcel which has had its floor area reduced experiences a change in use, i.e., vacant to developed, redevelopment or increased use of floor area requiring connection to District facilities, during any taxable year, the assessment provided for herein shall be added to the next immediate following year for the period of time in which sewer services were provided to the newly created uses and during the time said parcels or floor area were not on the tax roll. EXEMPTIONS Exemptions may be allowed under the following circumstances: aw= 7, 1. Undeveloped /vacant parcels. 2. Developed parcels but not requiring sewer service; i.e., parks, parking lots, etc. pools. 3. Existing parcels presently being served by septic tanks or cess- The Board of Directors of the Costa Mesa Sanitary District will decline an exemption or reduction in the assessment amount for any residential type developed properties except as provided for in Item 3, above. The Board of Directors will consider a reduction in floor area assessed for commercial, industrial, and other zoned developed parcels subject to the following: 1. Floor area assessed is used solely for storage and warehouse space. 2. Floor area assessed has no floor drains and /or connections to CMSD facilities. 3. Floor area assessed, while use could have connected to CMSD facili- ties, has provided other means to dispose of waste rather than using the District's facilities. 1. Where Refund Allowed: Refunds shall be allowed where the Sanitary District has made an error in the assessment, such as an assessment of exempt properties as set forth in this Policy Statement, or over - assessment of nonexempt properties; however, no refund will be made for claims filed after the deadline as set forth below. 2. Procedure: Any person or entity requesting a refund must file a request no later than April 30 of the calendar year. (By way of example, for taxes due in December, 1981, and the latter half due April, 1982, a refund request must be submitted by April 30, 1982.) Forms for the application for refund must be filed with the District Finance Officer whose office is in that - 3 - a 0 t of the Finance Director for the City of Costa Mesa, First Floor, City Hall, 77 Fair Drive, Costa Mesa, California. Refund forms may be provided by the District; however, other methods of making claims for refunds will be honored if claim is valid. 3. Processing of Refunds: The Board of Directors of the Costa Mesa Sanitary District meet the second Thursday of each month. Refund requests are considered at a regular Board meeting and approved or denied by action of the Board. At the next monthly meeting the amount of refund, if approved at the previous meeting, will be included in the warrant list which is prepared by the Finance Department for payment. Processing is done the day following approval of the warrant list and any property owner entitled to a refund should receive a check in the mail shortly after. Certain deadlines have been established by the Board for submittal of materials to Staff for consi- deration at their next regular meeting. The processing of claims for refund may be delayed an additional 30 days if not presented for consideration prior to the established deadlines. Rev. 6/88 - 4 - COSTA MESA SANITARY DISTRICT Adopted by Board of Directors December 7, 1977 POLICY STATEMENT CONVENTION -AND SEMINAR TRAVEL EXPENSES This Statement establishes the Board's policy with Ye- i spect to expenses to be incurred in connection with.meetings, seminars and conventions (as distinguished from regular, special or adjourned meetings of the Sanitary District), and authority of the Board and individual Board members to incur expenses and to obligate the District -for the payment of expenses, including, but not necessarily limited to, registration fees, meals, lodging, travel, entertainment, miscellaneous and other general expenses. Any meeting, convention or seminar held within the geo- graphical limits of Orange County may be attended by any Board member or one or more Board members without official action of the Board of Directors. Expenses incurred for registration, travel, meals, entertainment and miscellaneous may be incurred by such member or members and shall be presented for payment as hereinafter set forth. No Board member nor Board members shall incur any expense for registration, meals, lodging, travel, entertainment or mis- cellaneous for any meeting, convention or seminar conducted out- side the geographical limits of Orange County without first ob- taining the approval of the Board to attend. Any Board member or members may attend any meeting, seminar of convention outside of the County of Orange at his or their own expense without approval `i i ::1 C r• J �: l C: . G 1 1.4 • Expenses properly incurred for any meeting, convention or seminar within or without the geographical limits of Orange County shall be paid for by the District under terms and conditions as shall be established by the County Custodians of District fu ?;:'s. Any Board - member or members incurring expenses set forth in this Policy Statement shall complete such forms and provide such re- ceipts and other proofs of expenses as shall be required by the County Custodian of District funds and shall comply with the County's procedures in making application for reimbursement. Any policy adopted and enforced by the County Custodian of District funds with respect to payment of expenses and proce- dures to be followed in presenting claims for reimbursement of expenses is hereby adopted by reference. This Policy shall be in force and shall be a guide for the District Board in the matters subject to this Policy Statement until further action of the Board amending, repealing, revoking or otherwise treating the Policy Statement as set forth herein. This Policy Statement is duly adopted by the Board on the 7th day of December, 1977. COSTA MESA SANITARY DISTRICT STATEMENT OF POLICY February 8, 1979 Appointment District Officers and Board Representatives I. Purpose The purpose of this policy is to establish standards and procedures for the election of Board officers and the appointment of directors and alternates to Sanita- tion Districts 1, 6 and 7. Inasmuch as Section 6486, Health and Safety Code (Sanitary District Act of 1923), does not provide for the election of officers other than at the time of the formation of the District, it is necessary that this Board policy be adopted. II. Policy It shall be the policy of this Board that at the first regular meeting of the Board of Directors after any District election in which members may be re- elected or new members appointed, the Board shall, after swearing in of any new members elected, conduct its own election for the offices of President, Vice - President, Secretary, and Assistant Secretary of the Board to serve until the first regular meeting after the next District election. It shall also be the policy of the Board, at the first regular meeting after any District election and after the swearing in of new members, if any, that appoint- ments for representation and for alternates to Sanita- tion Districts 1, 6 and 7 be made to serve in that capacity until the first regular meeting after the next District election. Any Board member upon majority vote of the Board of Directors may be appointed representative to more than one of the Sanitation Districts and shall serve said . dual appointments, if any, concurrently until the first regular meeting after the next District election. The appointment of representatives and alternates to Sanitation Districts 1, 6 and 7 may be reconsidered from time to time either upon majority vote of the Board of Directors or upon the request of any appointed represent- ative or alternate to be relieved from the obligation of the appointment. This Policy Statement is duly adopted by the Board on the 8th day of February, 1979.