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Agenda Packets - Board - 2010-07-22Gnats Mesa : a District ... an Independent Special District AGENDA Arlene Schafer President Robert ®oten Vice President Jaynes ]Ferryman Director Gary Monahan Secretary Arthur Perry Director Public Comments:: Any member of the public may address °the Board: Speakers ,ori` agenda ;% • Regular Meeting — Thursday, July 22, 2010 RECOMMENDED ACTION I. CALL TO ORDER — 5:30 pe Me — 628 W. 19th Street, Costa Mesa II. PLEDGE OF ALLEGIANCE — Director Monahan III. INVOCATION - Thomas Fauth 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. Announcement of Late Communications - 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. VI. CONSENT CALENDAR - All matters listed under the Consent Calendar are considered to be routine and will be enacted in one motion in the form listed below. There will be no separate discussion on these items prior to the time the Board votes on the motion, unless members of the Board request specific items to be removed from the Consent Calendar for discussion, in which event the item will be removed • from the Consent Calendar and considered in its normal sequence on the agenda. Protecting our community's health by providing so(id waste and sewer collection seroices. www.crosdcagov Costa Mesa Sanitars Distvict AGENDA 0 Reports A. Minute Approval 1. Sewer System Committee Meeting — June 1.5, 2010 2. Recycling Committee Meeting —June 21, 2010 3. Regular Board of Directors Meeting — June 21, 2010 B. Operations Manager's Reports 1. CMSD Occurrences FY 2000 -2010 2. Refunds 3. Occupancy Report and payment to Costa Mesa Disposal —June 2010 4. Waste Diversion Report — June 2010 5. Contract Payment to CR Transfer for Recycling Services & Disposal VII. WRITTEN COMMUNICATIONS VIII. PUBLIC COMMENTS • July 22, 2010 Page 2 RECOMMENDED ACTION Accept Report No Refunds Approve Receive & File Ratify Payment Receive & File Receive & File Ratify Payment Approve Approve Ratify Payments Approve Compensation & Ratify Expenses . Protecting our community's health and the environment by providing soluul waste and sewer collection services. www.crosdcaAov for June 2010 • 6. Ordinance Enforcement Officer's Report C. Engineer's Reports 1. Project Status Report 2. Howard S. Wright Contractors Invoice in the amount of $268,871.52 D. Treasurer's Reports 1. Financial Reports as of June 30, 2010 2. Investment Report as of June 30, 2010 3. Warrant Register for the month of June 2010 in the amount of $632.206.61 4. Directors' Compensation and Reimbursement of Expenses for the Month of June 2010 -------------------------------------- - - - - -- -END OF CONSENT CALENDAR------- - - - - -- VII. WRITTEN COMMUNICATIONS VIII. PUBLIC COMMENTS • July 22, 2010 Page 2 RECOMMENDED ACTION Accept Report No Refunds Approve Receive & File Ratify Payment Receive & File Receive & File Ratify Payment Approve Approve Ratify Payments Approve Compensation & Ratify Expenses . Protecting our community's health and the environment by providing soluul waste and sewer collection services. www.crosdcaAov Cost. Mesa Sanitau District July 22, 2 010 AGENDA Page 3 ® RECOMMENDED ACTION IX. GENERAL MANAGER'S REPORTS A. Legislation Authorize President to submit Opposition & Support Letters re Proposed Legislation on Behalf of the Board of Directors B. Water Emergency Response Organization of Orange County Approve Indemnification (W EROC) Agreement C. Committees Provide Direction to Staff D. New Personnel Evaluation Forms Approve Form E. Competitive Bidding and Purchasing Approve Option 2a & 2b to Amend Existing Procedures X. Recycling Committee A. Monday, July 19, 2010,12:00 p.m., Accept Report CMSD Board Room, 628 W. 19th Street, Costa Mesa (Directors Ooten and Monahan) ® Note: The Recycling 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. XI. ENGINEER'S REPORTS A. Newport Mesa Unified School District Request to Span 2nd Floor of Approve in Concept & Building over CMSD Easement at Costa Mesa High School Direct Staff to Proceed with Formal Agreement B. Plan Check, Inspection, Permit and Annexation Fees Accept Staff Report & Adopt CMSD Resolution No. 2010 -788 Resolution 2010 -788 Revising Certain Fees XII. SEWER SYSTEM COMMITTEE A. Tuesday, July 13, 2010 Accept Report CMSD Board Room, 628 W. 19th Street, Costa Mesa (Directors Monahan, Ooten and Perry) Note: The Sewer System 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. Protecting our community's health and the environment by providing solid waste and sewer collection services. www.crosdcaov "Costa Mesa Samtaq Dist -rict July 22, 2010 AGENDA Page 4 • RECOMMENDED ACTION XIII. TREASURER'S REPORTS A. Agreement for Independent Audit Services Award Agreement XIV. ATTORNEY'S REPORTS XV. CLERK OF THE DISTRICT REPORTS A. 2010 Large Item Collection Accept Report XVI. LOCAL MEETINGS (REMINDER: In accordance with AB 1234 (Gov. Code § 53232.5), 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) (Director Ferryman) Accept Report • B. Santa Ana River Flood Protection Agency (SARFPA) Accept Report. (Director Perry) C. Independent Special Districts of Orange County (ISDOC) Accept Report (President Schafer) D. Local Agency Formation Commission (LAFCO) Accept Report (President Schafer) E. California Special Districts Association (CSDA) Accept Report (President Schafer) F. California Association of Sanitation Agencies (CASA) Accept Report G. Other Meetings Qualifying for Reimbursement under CMSD Report on Matters Ordinance No. 55, Operations Code Section 3.01.030 Pertaining to CMSD XVII. OLD BUSINESS A. Web Site Update Accept Report XVIII. NEW BUSINESS XIX. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS 0. ADJOURNMENT Protecting our community's health and the environment dy providing solid waste and sewer collection services. www.crosdcagov COSTA MESA SANITARY DISTRICT MINUTES OF SEWER SYSTEM COMMITTEE MEETING JULY 137 2010 CALL TO ORDER Board members of the Costa Mesa Sanitary District met in Committee session on July 13, 2010 at 10:30 a.m. at 628 W. 19th Street, Costa Mesa. Director Monahan called the meeting to order at 10:30 a.m. DIRECTORS PRESENT: Gary Monahan, Art Perry, Bob Ooten, Jim Ferryman STAFF PRESENT: Scott Carroll, General Manager; Thomas A. Fauth, Operations Manager; Sherry Kallab, Administrative Manager; Rob Hamers, District Engineer; Yefim Tsalyuk, Senior Engineer; Karl Dulake, Maintenance Supervisor; Paul Guzman, Inspector; Joe Limon, Inspector OTHERS PRESENT: Jim Lamond, Newport Mesa Unified School District Director of Facilities Development Planning /Design; Bill Catron, Architect MONTHLY SSO STATISTICS Mr. Fauth reported a new spill in a multi - family complex originating from the private lift station on the property. The spill was caused due to a blockage in the District's main line. The blockage of woven material was located at a low point in the line. Effluent flowed from the lift station through the private property onto the parking lot down a gully and up to the storm drain located on Canyon Drive. Mr. Fauth stated there was no evidence of it going into the storm drain or the public right of way. An estimated 40 gallons soaked into the ground and was not recoverable. The District will reimburse the property management company for private plumber, costs incurred. Mr. Dulake reported the private pump station was small with no alarm system. NMUSD REQUEST TO SPAN OVER CMSD EASEMENT WITH 2ND FLOOR AT CMHS Mr. Hamers introduced Jim Lamond, Newport Mesa Unified School District ( NMUSD) Director of Facilities Development Planning /Design and Bill Catron, Architect and Senior Project Manager for Costa Mesa High School (CMHS). Mr. Hamers provided the Committee with a report supporting the proposed 2nd floor span of a new building over the District's sewer easement subject to: 1) verification of no surcharge to the District sewer main due to building footing .4 COSTA MESA SANITARY DISTRICT y MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING tea`; Jin v 13. 2010 MN, R 9 \j AGE designs; 2) verification access will be provided to the sewer main and to the easement in and around the proposed building; 3) verification sewer maintenance activities will not be compromised by building location or design; 4) NMUSD agrees to reimburse CMSD for any maintenance or repair requiring work underneath the proposed building /asphalt walkway located on the CMSD easement; and 5) completion of CMSD attorney's formal agreement for approval and execution by the CMSD and NMUSD. The Committee reviewed site plans. Mr. Hamers reported CMSD will not have a manhole under the span area so Staff would not be required to go under the easement on a regular basis, only if there is a need for excavation. Mr. Hamers reported excavation would be unlikely due to the spiro wound liner, OCSD placed in the pipe when OCSD transferred the line to the District. Mr. Lamond reported CMHS parents are interested in a middle school enclave to limit interaction between middle school and high school students. Mr. Catron provided an overview of the project and reported the clearance between the span and District lines would be 11 feet. Mr. Tsalyuk questioned the distance of the columns from the center of the sewer line. Mr. Catron reported the centerline of the easement, on either side, would be at least 15 feet and the footings for the columns would be deep enough not to impose a load on the sewer line. Mr. Tsalyuk asked the number of columns and the distance between the columns in the longitudinal direction. Mr. Catron reported there are two to three columns and in the north /south direction probably 15 feet or so. Mr. Carroll requested the three dimensional design be made available for the Board. Meeting. The Committee will recommend approval to the full Board at the July 22, 2010 Board Meeting with the provision any chargeable items are paid by NMUSD. OVERSIGHT OF PRIVATE PUMPING STATIONS Staff provided a list of 26 private pumping stations, identified to date, along with a draft flyer and a copy of the District's maintenance chart. Staff recommended two meetings per year with the maintenance firm responsible for the private pump stations. Staff could inspect the pumps, electrical, valves and related items. Mr Fauth presented a sample maintenance log similar to the District's pump station maintenance log. Director Ooten recommended expanding the program to have a couple of office meetings per year to discuss regulations, case histories and fines. Mr. Dulake reported some of the pump stations are in fair shape and some are not. Mr. Dulake noted most owners do not want to spend the money for regular pump station maintenance. Director Ooten suggested once owners understand the importance of spending the money for maintenance they would be more inclined to participate. Mr. Dulake recommended fines to ensure compliance. Director Ooten stated the regional board will assist with owners who don't follow through with the work required. Director Ooten recommended having Ken Tyson, WDR regulator, attend the first meeting to explain the legal requirements. Director Perry asked if we could set up the program similar to SLAP program. Mr. Carroll agreed to explore the option. Staff reported multiple meetings may be required dependant upon the number of people attending. #171 IRVINE PUMPING STATION FORCE MAIN REHABILITATION - ADDITIONAL DISCUSSION Mr. Hamers referred to the handout in the packet regarding the Irvine Pumping Station. The Committee discussed all options for rehabilitation of the line at their last meeting. The Committee favored using the HDPE liner due to cost savings. The cost for lining the entire system is approximately $185,700 while the cost for replacing the entire line is over a $1,000,000. The Board asked for additional information regarding HDPE (high density polyethylene pipe). Mr COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING JULY 13, 2010 PAGE 3 Hamers provided a sample of 12" HDPE. The 12" HDPE liner will be placed inside the 14" pipe. Mr. Hamers stated this is an excellent opportunity to use the HDPE liner, save money and come out with a great final product. Mr. Hamers acknowledged the 14" pipe is corroded but the District has experience in removing corrosion from the inside of pipe. The corrosion from the inside of the pipe will have to be removed in order for the liner to fit inside. Staff is not certain of the amount of corrosion in the pipe. Cured in place pipe (CIPP) will be used under the intersection of Santa Ana Avenue where there is a storm drain and other utilities with too many bends to pull the liner through that section. Laguna Beach is the only agency that may have used HDPE as a liner in Orange County. Staff is waiting on a call back from Laguna Beach for confirmation. There is some 12" PVC pipe in the line from phase 1 of the project. The life expectancy of HDPE is about the same as the life expectancy of plastic pipe. The life expectancy ranges from 50 to 100 years. Director Ferryman questioned if the HDPE is inert. Mr. Hamers reported there should not be any pipe corrosion and the area of pipe placement has not had chemical issues before. There will be 7 open excavations through the almost 3000 feet of line. The cost includes cleaning the corrosion, CCTV, couplings and liner. Mr. Carroll added this would eliminate illegal connections to the line. Director Ooten asked where the two previous leaks on the line were located. Mr. Guzman reported the two breaks occurred on the dirt area on Mesa Drive between the pump station and Santa Ana Avenue, one in 1996 and one in 2001. Both breaks were about a 2 '/z inch blow -out. Mr. Guzman estimated about 10 to 15 thousand gallons were lost each break. It was recommended if the Committee likes the option they should direct Staff to come back with a proposal for design costs. Upon Board approval of the proposal, Staff will come back with plans and specifications. Director Ooten requested Staff prepare a plan for emergency contacts for assistance in the event of a spill at this location and to bring the plan back to the Committee. #183 SYSTEM WIDE SEWER REPAIR— GRADE 5 REPAIRS Mr. Hamers provided options to the Committee to complete the grade 5 repairs in the four year time frame selected by the Board. The total of 255 grade 5 repairs divided by four years means an average of 64 repairs are required per year to achieve the Board's goal. Option one is to put all 64 repairs together on one set of plans and specifications and put it out to bid. Option two is to have Staff pace the repairs at five or six per month and obtain three bids using informal bidding. Option three is to allow staff to get the work done with one or two bids if three bids are not easily obtainable. Mr. Carroll voiced his preference of using option two reasoning this option demonstrates to the public we are going out to bid, getting the best price possible. and the District is doing its due diligence protecting the public's money. Mr. Hamers recommended waiting until after the Board meeting and review of the new purchasing policy so the Committee can evaluate this project and the method at the same time. Director Ooten questioned the amount of time it would take to draw up the plans and specifications and go out for bid. Staff estimated a four month time frame for the full bid process. Director Ooten voiced his opinion he would like to see Staff moving along on the repairs. Mr. Carroll added each method has its pros and cons but wanted to put it on the table for the Board to consider. Director Ooten stated the bidding climate is extremely good right now. CONVERSION OF SEWER ATLAS TO GIS — ATLAS 98% COMPLETE; NOTICE TO PROCEED ON CMMS The sewer atlas is approximately 98% complete. EEC was given notice to proceed on phase two of the project at the end of June. Mr Fauth provided the Committee a set of ten color -coded maps. The maps address the overall approach Staff took dividing up the District main lines for COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING �b JULY 13, 2010 PAGE 4 cleaning purposes. One overview map includes the annual, biennial and triennial gravity mains along with an individual map for each. Six additional maps detailed the areas to be cleaned each year for six years when the process starts over. Director Ooten agreed the maps answered his request for more information regarding the general areas being cleaned every year. Director Ooten recommended adding private pump stations to the GIS. Staff will check with EEC regarding the possibility. Mr. Fauth stated Ramon, EEC, teaches GIS and has provided Staff with websites providing free GIS training. Isidro Gallardo, District Code Enforcement Officer, has already completed half of the course and should be able to assist the District with GIS maintenance when the project is completed. National Plant plans to complete the catch up cleaning phase by the end of next week. CMSD SEWER CLEANING PROGRAM - UPDATE - ANNUAL, BIENNIAL, TRIENNIAL Mr. Fauth covered this topic in the discussion regarding sewer atlas to GIS. LITTLE CORONA SEWER SPILL Mr. Fauth provided an article describing the18,000 gallon sewage spill from a five year old force main causing a beach closure in Corona Del Mar. LETTER TO SEWER LATERAL ASSISTANCE PROGRAM PRIVATE PLUMBERS The Committee reviewed a sample letter sent to area plumbers detailing the SLAP program to refresh their memories of the presentations Mr Fauth gave in May 2010. The seminar will be offered on an annual basis. Director Ooten recommended reminding plumbers to let the District know when they are going to be cleaning heavy roots from laterals or encounter a problem area. CMSD PROJECTS: PROJECT #129 — BRISTOL STREET SEWER PROJECT Payment was received from OCDA. Staff is arranging an agreement for the final phase of the project. PROJECT #186 — SEWER LATERAL ASSISTANCE PROGRAM Mr. Fauth reported finding no correlation between the highs and lows of program activity versus the time of year. PROJECT #187 --DISTRICT YARD Mr. Fauth reported the following progress on the yard project: • Electrical power is on • Meters are installed • Phone lines into the building are complete • Painters are touching up the inside of the building • Gate is being adjusted COSTA MESA SANITARY DISTRICT Wiz, MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING uYt JULY 13, 2010 PAGE 5 • Solar panel installation has been signed off • Plumbing and water is on • Fuel tank is set to be tested • Panel garage door has been painted to match the building • Monument sign is in place Mr. Fauth recommended waiting to have the grand opening after receiving the USGBC certification toward the end of November or beginning of December. Mr. Hamers reported in early January the street improvements would be complete and we would have received the USGBC plaque. Project #101 - WESTSIDE PUMPING STATION ABANDONMENT Mr. Hamers put a small budget together for the first year participation in conjunction with the OCSD project to attend meetings, studies etc. Mr. Hamers will contact OCSD to find out when they will name the engineer on the project. PROJECT #189 — REHABILITATION OF SIX SEWERS TRANSFERRED TO CMSD Mr. Flamers reported the project will be sent out to bid soon. SSC MEETING SCHEDULE The next meeting is scheduled for Tuesday, August 17, 2010 at 9:00 a.m. PUBLIC COMMENTS There were no public comments. ADJOURNMENT Director Monahan adjourned the meeting at 11:50 a.m. SECRETARY PRESIDENT c COSTA MESA SANITARY DISTRICT MINUTES OF RECYCLING COMMITTEE MEETING July 19, 2010 The Costa Mesa Sanita'� District Recycling Committee met on July 19, 2010 at 12:00 p.m. at 628 W. 19 Street, Costa Mesa. Directors Present: Robert Ooten Staff Present: Scott Carroll, Tom Fauth, Joan Revak, AJ Cully Others Present: Trisha Throop, Community Relations Recycling Coordinator, CR &R, Jim Fitzpatrick, Planning Commissioner, City of Costa Mesa Director Ooten called the meeting to order at 12:00 p.m. I. Orange County Waste and Recycling Sub - Regional Meetings, Funding and Grant Program Mr. Fauth informed the committee the 2007 -08 Grant for $40,000 concluded and the final report was submitted to Integrated Waste Management Department of Orange County. Mr. Fauth discussed the 2008 -09 Grant for $142,256 that provides public outreach, composting and vermicomposting instruction and supplies to schools and residents. Mr. Fauth requested permission from Ms. Isabel Rios, OCWR, to expand the current program to include all of Newport Mesa Unified School District and not just those within the CMSD boundary. Ms. Rios has not yet approved this change. Director Ooten explained the background regarding grant funds that stemmed from an additional $19 recycling fee imposed on self - haulers at OC landfills. The Orange County Board of Supervisors designated the accumulation of $7 million per year be used exclusively for recycling projects across Orange County. Mr. Fauth stated the July 15, 2010 OC Waste and Recycling meeting was held at the Prima Deshecha Landfill in San Juan Capistrano. Ms. Jocelyn Schamber, City of Costa Mesa attended. J'rotecting our'cr�rra��nunily�, T health and the eirv' r'r�r� rent �y p s` =r ' a 1 ��zs� r s �crf ctac�r v, creisdaym" IV. } Costa Mesa Sanitary District Minutes of Recycling Committee Meeting July 19, 2010 Page 2 Recycling Committee Goals for CY 2010 Mr. Carroll reviewed the 2010 Recycling Committee goals. Director Ooten stated he is looking forward to working on these goals in the coming year. CR &R Report on Other Agencies Recycling Programs Ms. Throop arrived at 12:20 p.m. Ms. Throop reported the South County food waste program is trending positive After 90 days, drivers are reporting strong participation with no empty bins or contamination. CR &R estimated two truckloads per week would be taken to California Bio -Mass in Thermal, CA however, that number continues to remain at one load per week. Ms. Throop provided a detailed explanation of the pilot program for Mr. Fitzpatrick. Mr.. Fitzpatrick commented this is an exciting project. He indicated he would like to see composting programs rolled out to strip mall establishments. This would encourage individual tenants to reduce their level of waste so the entire mall could achieve the beneficial outcome of lower trash rates. Mr. Fitzpatrick stated his belief that composting should be done at local landfills and not trucked to Thermal. Ms. Throop reported construction efforts at CRT facility in Stanton to cover the NW rear corner of the property would conclude in 40 days. Ms. Throop informed the committee that CR &R has expanded operations to include street sweeping services, currently functioning in Bellflower and Calipatria. Mr. Ruffridge, CR &R Senior Vice President, intends to incorporate street sweeping into franchises thus providing a more cost effective contracting option for cities. Mr. Fitzpatrick indicated Costa Mesa is considering outsourcing their street sweeping. Director Ooten questioned the mix up on collection days during July 4th week. Ms. Throop stated the holiday schedule was posted on their website however, drivers were instructed to run courtesy trash sweeps the entire week to minimize the disruption of regularly scheduled service. Report on Other CMSD Recycling Programs Mr. Fauth discussed an article from Planet Green regarding 75 things that can be composted. 'Protecting our c oinmunit y ,� heafth a,nd t.he, envi roninent, fi v providing solid' u;aste a nd'setvercoffectio it % S tt�.(;'MSdCa,iToV t V. Public Comments Costa Mesa Sanitary District Minutes of Recycling Committee Meeting July 19, 2010 Page 3 Mr. Fitzpatrick stated the City of Costa Mesa has a "Green Task Force" in place that is currently promoting zero waste concepts and recycling programs throughout the city. Their primary focus is commercial properties, using Wahoo's restaurant as the base model for eliminating the use of Styrofoam containers. Interns are working with local businesses to quantify their business decisions by reviewing invoices and providing cost benefit analysis. The task force is also teaming up with Green Up Our Schools and Orange Coast College Recycling Center to encourage schools to utilize fund raising opportunities through grants, partnerships and recycling programs. Mr. Fitzpatrick suggested creating a database of email addresses from residents who purchase composting bins. He recommended this medium be used to send out monthly updates, share information, and continually educate the public on composting news. Mr. Fitzpatrick currently writes a weekly green living column for the Newport Beach Independent. He views this newspaper as a perfect size to use as a necessary and critical element for a composting regimen. Mr. Fitzpatrick announced his intention to run for a seat on the Costa Mesa Sanitary District Board of Directors. . A discussion was held on the topic of banning Styrofoam containers in Costa Mesa. Mr. Fitzpatrick discussed the proposed recycling center slated for the corner of 18t" and Placentia was not approved as submitted. The Planning Commission will hold a public hearing to discuss the matter. Mr. Carroll stated the Board of Directors would discuss the frequency of holding Recycling Committee meetings from a monthly to a quarterly basis. Mr. Fitzpatrick expressed his dismay at reducing the number of meetings for this very important committee. He would advocate for the expansion of the recycling committee. Mr. Carroll assured Mr. Fitzpatrick that staff would continue to strive to promote green initiatives, increase diversion, and work with community and non - profit organizations to achieve committee goals even in the absence of a monthly meeting. Director Ooten discussed the necessity of an implementation plan to meet goals. He requested staff develop criteria, outline performance measures, assign ownership and commit to fulfilling the goals of the recycling committee and strategic plan. Prol c t nij £) "u_,— C`C)tstnunniq s heati h and the i;id'Clfir }lb1'df.' t 6y 8' {3`vidi f" ,4"o hi (q Cste LdiZd,5elwe.? coffection.. Si't`s,icetx. WW '(1). 4'; `I ,'46c Z, o &�' s. ' Z Costa Mesa Sanitary District Minutes of Recycling Committee Meeting July 19, 2010 Page 4 VII. Next Meeting Date —August 23, 2010 Director Ooten adjourned the meeting at 1-.22 p.m. Secretary President Protecting our communitys heafth and 'the envirownent �5v provitfii sofid evaste andsewer corfwction servires, COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 223 2010 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on July 22, 2010 at 5:30 p.m. at 628 W. 19th Street, Costa Mesa. PLEDGE OF Director Monahan led the Pledge of ALLEGIANCE Allegiance. INVOCATION Mr. Fauth gave the invocation. ROLL CALL DIRECTORS PRESENT: Arlene Schafer, Robert Ooten, Gary Monahan, James Ferryman, Art Perry DIRECTORS ABSENT: STAFF PRESENT: Scott Carroll, General Manager; Joan Revak, Office Manager /Clerk of the District; Robin B. Hamers, District Engineer; Alan Burns, Legal Counsel; Tom Fauth, Operations Manager; Marc Davis, Treasurer; Sherry Kallab, Administrative Manager OTHERS PRESENT Jim Lamond Newport-Mesa Unified School District Bill Oatron HMC Architects Jim Fitzpatrick Resident, Costa Mesa COSTA MESA SANITARY DISTRICT MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING FIELD JULY 22, 2010 ANNOUNCEMENT OF LATE COMMUNICATIONS Ms. Revak reported there were no late communications. CONSENT CALENDAR PAGE 2 Director Ferryman moved to approve the Consent Calendar. Director Perry seconded the motion. Director Ooten requested the minutes reflect only the public spills and not include the private spills in the SSO report. Mr. Burns requested a change in the minutes of the May 27, 2010 under "Back Bay" and would like the phrase "settlement hearing" changed to "settlement agreement ". Director Ferryman moved to amend his motion as stated by Director Ooten and Mr. Burns. Director Perry seconded the amended motion. Motion carried 5 -0. REPORTS MINUTE APPROVAL Minutes of Sewer System Committee Meeting —June 15, 2010 The Minutes of the Sewer System Committee Meeting of June 15, 2010 were approved as distributed. Minutes of Recycling Committee Meeting The Minutes of the Recycling Committee —June 21, 2010 Meeting of June 21, 2010 were approved as distributed. Refunds There were no refund requests for the month of June 2010. Occupancy Report and Payment of The Trash Occupancy Count documented $196,850.25 to Costa Mesa Disposal — no increase for the occupancy report for June 2010 solid waste collection as of July 1, 2010. Therefore, the total for June is 21,501 and the payment of $196,850.25 was ratified. Monthly Spill Report to State Water Resources Control Board The Monthly Spill Report to the State Water Resources Control Board (SWRCB) for July 2010 was accepted as submitted. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JULY 22, 2010 Waste Diversion Report for June 2010 Contract Payment of $185,215.95 to CR Transfer —June 2010 The Waste Diversion Report dated June 2010 was accepted as submitted. The contract payment of $185,215.95 to CR Transfer for recycling services and disposal for the month of June 2010 was ratified as submitted. Contract Payment of $12.135.93 The contract payment of $12,135.93 to CR to CR Transfer — Santa Ana Transfer for recycling services and disposal Heights /Newport Beach — June 2010 for Santa Ana Heights /Newport Beach for the month of June 2010 was ratified as submitted. Ordinance Enforcement Officer's The Ordinance Enforcement Officer's Report Report dated July 22, 2010 was accepted as submitted. ENGINEER'S REPORTS Project Status Report Howard S. Wright Contractors Invoice in the amount of $268,871.52 TREASURER'S REPORTS Financial Report as of June 30, 2010 Treasurer's Report as of June 30, 2010 Warrant Register for the month of June 2010 in the amount of $632,206.61 The Project Status Report dated June 2010 was accepted as submitted. The Howard S; Wright Invoice for work performed through May 31, 2010 in the amount of $268,981.52 was ratified as submitted. The Financial Report as of June 30, 2010 was accepted as submitted. The Treasurer's Report as of June 30, 2010 was accepted as submitted. Warrant Resolution #CMSD 2011 -1 was approved, authorizing the President and Secretary to sign the warrant ratifying the payment of certain claims and demands, and specifying the funds out of which the same were paid in the amount of $632,206.61 COSTA MESA SANITARY DISTRICT MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JULY 22, 2010 Directors Compensation & Reimbursement of Expenses for the month of June 2010. PUBLIC COMMENTS PAGE 4 Director Compensation and Expense Reimbursements for the month of June 2010 were approved and ratified as follows: President Schafer: $1,326.00 + $10.00 Vice President Ooten: $1,326.00 + $20.00 Director Monahan: $221 Director Ferryman: $884.00 + $4.50 Director Perry: $884.00 END OF CONSENT CALENDAR There were no public comments. WRITTEN COMMUNICATIONS Ms. Revak presented a thank you from Susan Kline of Kline School for the monetary award from the District for their participation in the 2009 Telephone Book School Recycling Contest. Ms. Kline stated the award made it possible for the school to buy a high definition digital camera. The students make documentaries, tape an annual news magazine and produce sitcoms. Ms Kline included a photo of telephone books that are accumulating for the 2010 program. GENERAL MANAGER'S REPORTS CMSD RESOLUTION NO. 2010 -784 - ADOPTING A BUDGET FOR FISCAL YEAR 2010 -2011 Mr. Carroll presented the proposed budget for Fiscal Year 2010 -11. A spending plan in the amount of $10, 546,070 is proposed. Staff recommendations presented are as follows: 1. Adoption of CMSD Resolution No. 2010 -784 adopting a budget for Fiscal Year 2010 -11. 2. Consider directing Staff to submit a notice of termination to CR &R Waste & Recycling Services effective July 20, 2016. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JULY 22, 2010 3. Consider directing Staff to solicit bids from qualified refuse and recycling collection companies to occur in Fiscal Year 2015 -16. 4. Approve the proposed solid waste stabilization plan for District residents at $19.95 per month. 5. Consider establishing an unrestricted fund balance for solid waste that equates to 20% of its total operating budget. Mr. Carroll noted, as directed by the Board on May 20, 2010, Staff added a new program for school scholarships in the amount of $1,000. This money is budgeted in the Public Information /Education /Promotion line item. A total of $26,000 is budgeted in this line item. With regard to solid waste rates, on May 27, 2010, CR &R officials attended the Board meeting on an invitation from the Board of Directors. At the meeting, CR &R's proposal for the 2010 -11 Fiscal Year are no CPI increases for the hauling and recycling /disposal rates and they are not requesting the District pay for any share of the landfill tipping fee increase that will go into effect on July 1, 2010. Director Monahan requested a discussion on Contract services increasing from $680 (09 -10) to $50,000. Mr. Carroll explained $45,000 will be used to fund a study on commercial refuse and recycling collection services. The study conforms to a goal established in the District's Strategic Plan. The remaining $5,000 will be used to fund the solid waste portion of the asset management study. Director Monahan.stated his belief that the study would be a waste of money and would like to wait a year. Director Ooten moved to delete the study of commercial hauling from the Strategic Plan, wait one year to have discussions on whether to go out to bid for solid waste service and to approve CMSD Resolution No. 2010 -784 Adopting a Budget for Fiscal Year 2010 -2011. Director Monahan seconded the motion. Motion carried 5 -0. Mr. Ruffridge of CR &R stated his appreciation to the CMSD for waiting another year before going out to bid on the solid waste contract. He noted the rates of many other cities /entities are going up and a rate survey will be conducted after July 1, 2010. RECYCLING COMMITTEE Director Ooten gave a report on the June 21, 2010 Recycling Committee meeting. Discussion of the Orange County Waste & Recycling funding and grant program was held. Also noted were the new Orange County waste disposal rates. Trisha Throop of CR &R; Inc. reported on a conference that will be held in Downey on July 14, 2010 from 9:00- 12:00. The conference will highlight CR &R's food recycling pilot program. Director Ooten reported the Committee goals will be consolidated and aligned with the Strategic Plan. Discussion was also held on reducing the frequency of the Recycling Committee to quarterly meetings. Mr. Carroll stated he would place the item on next month's agenda. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JULY 22, 2010 ENGINEER'S REPORTS PROJECT #129 BRISTOL STREET SEWER - FINAL PHASE Mr. Hamers presented an engineer's estimate for the remainder of the sewer replacement on Bristol Street southbound from Irvine Avenue to Birch Street. The project total including design, construction, inspection and contract administration is approximately $605,946.00. Mr. Hamers presented five options to the Board-of Directors and recommended the best available option is to install the new sewer by the no -dig pipe bursting method. Mr. Hamers noted many agencies in Southern California have successfully completed construction of their facilities using this method. This option would require a few excavations to create pits for bursting equipment, but these smaller excavations would not compromise the integrity of the water line. The pipe bursting method also involves the requisite relocation of the portion of the water line where it crosses the existing sewer and reconnecting the four sewer laterals after the bursting operation. Because the existing sewer line is 8 -inch diameter, the largest line able to be installed using pipe bursting is 12 -inch, which is smaller than the originally planned 15 -inch sewer main. District Staff reviewed the hydraulics of the new sewer and found 12 -inch to be an acceptable size to handle the master planned flows from the east Santa Ana Heights area. This section of the sewer line, from Birch to Irvine, ,has less flow than the line from Irvine to the Autoplex, and the proposed 12 -inch line will only be slightly above half full at peak flow. Mr. Hamers reported obtaining a courtesy bid for construction, a soils report and traffic control services. Mr. Hamers also submitted a cost estimate to perform design and contract administration services. The total cost is $605,946 and the funding sources to pay for this project are identified as follows: OCDA $424,148 70.00% IRWD 14,955 2.47% CMSD 166,843 27.53% OCDA's contribution is the balance of the budget approved by the Board of Supervisors for this project. IRWD contribution is for relocating their water line, leaving 27.53% of remaining revenues coming from the District. There is $700,000 available in Project #183 and $166,843 can be transferred from this project to the Bristol Street Sewer project. Mr. Carroll reported he met with the General Manager of the Irvine Ranch Water District and provided the numbers requesting IRWD provide the $15,000. Mr. Jones said he will get back with the District regarding IRWD monetary participation. Mr. Carroll requested the Board consider approving the amount from CMSD of $166,843 and $15,000 in the event the IRWD does not agree to fund their portion. Mr. Burns recommended awaiting a verbal agreement to the assignment of costs before preparing an agreement. COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JULY 22, 2010 Director Monahan moved to approve a CMSD expenditure of $181,798 for the project Director Ooten seconded the motion. Motion carried 5 -0. SEWER SYSTEM COMMITTEE Director Monahan reported he did not attend the Sewer System Committee meeting held on Tuesday, June 15, 2010. Mr. Hamers and Mr. Fauth provided a report on the meeting. There were no spills in the past month. Maps were provided on the OCSD Member Agency 1/1 Survey and 1/1 Reduction Strategy. Mr. Hamers reported a discussion of Project #171 Irvine Pumping Station Force Main Rehabilitation was held. Mr. Hamers reported on the CMSD FOG Program improvements and regulating odor, and the Committee proposed the Board direct Mr. Burns to add the ability to regulate on odor into the CMSD Ordinances. The Board also requested EEC provide additional suggestions and /or recommendations to strengthen the FOG Ordinances. Mr. Hamers reported on the proposed EPA NPDES regulation of sewer systems. Mr. Fauth reported on the conversion of the sewer atlas to GIS with the atlas 95% complete. An update on the CMSD Sewer cleaning program was provided. Plumbers Seminars were held at the District office on May 14 and May 25, 2010 and it is proposed to hold the seminars annually. President Schafer requested an update on the Yard and Mr. Hamers reported the LEED accreditation is not finalized and,it is still undetermined if the rating will be Gold or Platinum. The final determination is made by the United States Green Building Council. The next meeting of the Sewer System Committee is July 13, 2010 at 10:30 a.m. TREASURER'S REPORTS INVESTMENT POLICY FOR FISCAL YEAR 2010 -11 Mr. Davis provided a red -lined version of the Statement of Investment Report for Fiscal Year 2010 -11. This policy provides the,framework for investing the District's idle funds. Mr. Davis pointed out a statement'of investment policy is no longer required by the California Government Code, however, Section 53646 of the Code allows the treasurer of a local agency to submit such an annual statement to the Board for consideration and review. Staff believes it is prudent to continue to do so. When approved, the changes will be incorporated into the Policy and it will be distributed to the brokers assisting the District with the investment of its idle funds. COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JULY 22, 2010 CMSD RESOLUTION NO. 2010 -785 — ADOPTING AN INVESTMENT POLICY FOR FISCAL YEAR 2010 -2011 Mr. Davis presented CMSD Resolution No. 2010 -785 — Adopting an Investment Policy for Fiscal Year 2010 - 2011 Director Monahan moved to adopt the Resolution No. 2010- 785. Director Ooten seconded the motion. Motion carried 5 -0. ATTORNEY'S REPORTS Claim by Back Bay, Ltd. For Property at 2651 -1675 Irvine Avenue (CMSD Project #168 — Irvine Pump Station Relocation) Mr. Burns presented the Back Bay Center settlement agreement. Director Monahan moved to approve the Settlement Agreement. Director Ooten seconded the motion. Motion carried 5 -0. CMSD Resolution No. 2010 -786 — Designating the District Code Enforcement Officer as Emplovee Authorized to Issue Administrative Citations. Mr. Burns presented a resolution designating the District Code Enforcement Officer Isidro Gallardo as the employee authorized to issue administrative citations. Mr. Burns noted the Board adopted the administrative citation system authorizing civil fines for District Code violations, and the person authorized to issue such citations should be knowledgeable about the elements of the offenses and have the ability to complete and issue a citation. Mr. Burns stated Isidro Gallardo is qualified under the Penal Code Section 853.6 course to issue criminal citations so he would have the necessary expertise to issue a civil citation, which is very similar. Director Ferryman moved to adopt Resolution No. 2010 -786 Designating the District Code Enforcement Officer as Employee Authorized to Issue Administrative Citations. Director Monahan seconded the motion. Motion carried 5 -0. Agreement for Consultant Services for California Statewide General W Discharge Requirements (GWDR) Fats, Oils & Grease (FOG) Control Program Phase IV — Continued — CMSD Project No 180 Mr. Burns presented an Agreement for Consultant Services with Environmental Engineering and Contracting, Inc (EEC). Director Monahan moved to approve and execute the agreement with EEC. Director Perry seconded the motion. Motion carried 5 -0. COSTA MESA SANITARY DISTRICT PAGE 9 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JULY 22, 2010 Agreement for CMSD Information Technology System Maintenance Mr. Burns presented an Agreement for providing information technology system maintenance with Technology Resource Center (TRC). Director Monahan moved to approve and execute the agreement with TRC. Director Perry seconded the motion. Motion carried 5 -0. Addendum No. 2 to Agreement with Curbside, Inc. for Door -to -Door Household Hazardous Waste (HHW Operational Plan) Mr. Burns presented Addendum No. 2 to the Agreement with Curbside, Inca to perform tasks described and set forth in the Door -to -Door Household Hazardous Waste (HHW) Operational Plan. Director Ferryman moved to approve and execute Addendum No. 2 to Agreement with Curbside Inc. for Door -to -Door Household Hazardous Waste (HHW Operational Plan). Director Ooten seconded the motion. Motion carried 5 -0. CLERK OF THE DISTRICT REPORTS CMSD RESOLUTION No. 2010 -782 Ms. Revak presented CMSD Resolution No. 2010 -782, Ordering that Publication of Ordinance No. 76 Revising the Charges Collected by the District and Establishing that Fixture Fees are Capacity Charges and Making Related Clarifyiing Changes has been published. Director Monahan moved to adopt Resolution No. 2010 -782. Director Ooten seconded the motion. Motion carried 5 -0. CMSD RESOLUTION No. 2010 -783 Ms. Revak presented CMSD Resolution No. 2010 -783, Ordering that Publication of Ordinance No. 77 Enacting an Administrative Citation System has been published. Director Ooten moved to adopt Resolution No. 2010 -783. Director Monahan seconded the motion. Motion carried 5 -0. CMSD RESOLUTION No. 2010 -787 Ms. Revak presented CMSD Resolution No. 2010 -787, Approving OCCOG Joint Powers Agreement. Ms. Revak reported CMSD Staff has reviewed the OCCOG documents and recommends that the CMSD continue to be a member agency of OCCOG and recommends the CMSD Board of Directors adopt the resolution to execute the amended and restated OCCOG joint powers agreement. Director Monahan moved to approve CMSD Resolution No. 2010 -787. Director Ooten seconded the motion. Motion carried 5 -0. COSTA MESA SANITARY DISTRICT PAGE 10 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JULY 22, 2010 LOCAL MEETINGS ORANGE COUNTY SANITATION DISTRICT (OCSD) Director Ferryman reported the OCSD meeting will be held June 23, 2010 and he will give a report at the next CMSD regular Board meeting. SANTA ANA RIVER FLOOD PROTECTION AGENCY (SARFPA) Director Perry reported the regular meeting will be held on June 24, 2010 and he will provide a report at the next CMSD Regular meeting. INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC) President Schafer attended the ISDOC Executive Committee on June 1, 2010 and reports were given by all the committees within ISDOC. LOCAL AGENCY FORMATION COMMITTEE ( LAFCO) President Schafer reported on the June 9, 2010 LAFCO hearing. There were three public hearing items: Three Arch Bay CD's request to withdraw application for activation of latent powers (for activation of Parks and Recreation power); Sphere of Influence update was provided for the City of Rancho Santa Margarita involving Coto de Casa, Stonecliffe, Wagon Wheel and Las Flores. The item was continued. There were two proposed annexations to the City of La Habra, Hensel and Chestnut. Interviews for the regular public member position were conducted and Susan Wilson was selected. CHAMBER OF COMMERCE President Schafer reported on the June 2, 2010 Chamber of Commerce meeting. A representative of Dana Rohrabacher was present and reported on bills at the congressional level. The Edison Co was represented by Michelle Steel who spoke on Utilities Smart Meters. CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA) President Schafer attended a Performance Committee at the CSDA in Sacramento on June 10 -11, 2010. On June 24, 2010 President Schafer will chair a joint Membership /Education meeting. President Schafer continues to work with the Sacramento office on the Annual Conference in September 2010. COSTA MESA SANITARY DISTRICT PAGE 11 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JULY 22, 2010 PROPOSED CSDA BYLAWS AMENDMENTS Proposed amendments to the CSDA Bylaws were presented. The main reason for the proposed change to the bylaws is to redefine CSDA voting members and non - voting associate members. A few other changes have been made and are indicated on the major Amendments Summary provided. Director Monahan moved to approve the CSDA Bylaws Amendments as presented. Director Ferryman seconded the motion. Motion carried 5 -0. CSDA ELECTION FOR REGION 6, SEAT B CSDA provided mail ballot information for use in voting to elect a representative to the CSDA Board of Directors in Region 6, Seat B. Each of CSDA's six regional divisions has three seats on the Board. Each of the candidates is either a Board member or management -level employee of a member district located in the geographic region. Each regular member (District) in good standing is entitled to vote for one (1) Director to represent its region. Director Ferryman moved to cast the CMSD vote for Arlene Schafer. Director Perry seconded the motion. Motion carried 5 -0. WACO The WACO meeting was held on June 4, 2010. Jack Foley gave an update on the budget. John Withers gave a LAFCO update and Peer Swan gave a report on the conference in Monterey. David Cordero reported the unemployment rate in California is 11 %. CALIFORNIA ASSOCIATION OF SANITATION AGENCIES (CASA) Ms. Revak presented the registration brochure for the CASA 55th Annual Conference in Monterey. President Schafer, Directors Ooten, Ferryman and Perry plan to attend as well as General Manager Scott Carroll. Ms. Revak will make the hotel and conference reservations. ' INTEGRATED WASTE MANAGEMENT COMMISSION MEETING Director Ooten attended a meeting of the Integrated Waste Management Commission on May 13, 2010. Trash laws and regulations were discussed. Revenues are going down. AB 939 was discussed as well as grants'offered by the Commission. A large amount of revenue is spent on educational purposes with a large portion allotted to the Discovery Center in Santa Ana. (COSTA MESA SANITARY DISTRICT PAGE 12 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JULY 22, 2010 OLD BUSINESS Director Ferryman requested the status of the website. Mr. Fauth reported Staff has met with Computer Masters on several occasions and they assured Staff the site will be up on June 30, 2010. The Board expressed their displeasure at the length of time it is taking to get the website up and running after the abandonment of the previous website host. NEW BUSINESS SDRMA RENEWAL IN THE AMOUNT OF $65,714.87 Director Monahan moved to approve the SDRMA Renewal in the amount of $65,714.87 Director Ooten seconded the motion. Motion carried 5 -0. SENATE BILL 972 (WOLK) LETTER OF OPPOSITION) President Schafer brought up a non- Agenda item that came up after the posting of the Agenda. Director Ferryman moved to consider the non - agenda item as the need arose after the posting of the Agenda. Director Perry seconded the motion. Motion carried 5 -0. Director Monahan moved to approve the letter to the Honorable Van Tran in opposition to Senate Bill 972 (Wolk). Director Perry seconded the motion. Motion carried 5 -0. CLOSED SESSION — EVALUATION OF GENERAL MANAGER PURSUANT TO GOVERNMENT CODE $54957 President Schafer adjourned the meeting to Closed Session at 7:12 p.m. for Evaluation of the General Manager Pursuant to Government Code §54957. President Schafer announced the five Directors, Mr. Alan Burns, Legal Counsel and Mr. Carroll were present in the Closed Session. Mr. Carroll was interviewed on the first six months as General Manager of the Costa Mesa Sanitary District. Mr. Burns and Mr. Carroll were asked to step out of the room while discussion resumed. President Schafer reported Mr. Carroll was called back into the Closed Session and was given a grade from Above - Average to Excellent. The Board is very pleased with Mr. Carroll's first six months as General Manager. He has communicated well with the Board, shown good leadership ability and has done well in public relations in the community. His financial interest for the District has pleased the Board of Directors. At 8:00 p.m. the Closed Session was adjourned. President Schafer announced the Board completed the interview procedures and called Mr. Carroll into the conference room and expressed to him how pleased the Board of Directors is with his performance. The District will present him with a one -time only $3,000 bonus as evidence of the Board's satisfaction. COSTA MESA SANITARY DISTRICT PAGE 13 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JULY 22, 2010 President Schafer adjourned the meeting at 8:05 p.m. Secretary President i R 0 Meeting Date Item Number 07/22/10 IV. B. COSTA MESA ,$�I2'A�`DI,SZRIC7 Memorandum To: Board of Directors ... an Independent Specia(Distl ict Via: Scott Carroll, General Manager From: Thomas A. Fauth, Operations Manager CW4A ^1 - Date: July 22, 2010 Subject: Operations Manager's Report Summary This report summarizes major points for six operations topics covering Sanitary Sewer Overflows, Refunds, Occupancy, Waste Diversion, CR Transfer Contract Payment and the CMSD Ordinance Enforcement Officer's Report. Staff Recommendation The Board of Directors takes the following action: • Approve Analysis Item 3. • Ratify Analysis Item 4. • Receive and file Analysis Items 1, 2, 5 and 6. Analysis 1. Monthly Public SSO Report to State Water Resources Control Board: One Sanitary Sewer Overflow (SSO) occurred during this reporting period. The total number of Public SSOs for CY 2009 remained at 4 and there are two Public SSOs in 2010. The last SSO occurred on June 27, 2010 when a blockage occurred due to roots and . woven wipes in the District main line caused 40 gallons of sewage to spill from a private lift station. In summary, there were 4 Public SSOs in CY 2009 and 7 Public SSOs in CY 2008 reflecting a decreasing trend. Reviewed at the 7 -13 -10 Sewer System Committee. Protecting our community's health and the envirorunent by providing solid waste and sewer collection services. www. crosdcagov Board of Directors June 21, 2010 Page 2 of 3 2. Refunds: No Refunds for June 2010. Reviewed at the 7 -19 -10 Recycling • Committee Meeting. 3. Occupancy Report and payment to Costa Mesa Disposal — June 2010: Trash Occupancy Count totals 21,501 for June 2010, an increase of 6 from May 2010. The rate of $9.1554 per unit results in a payment of $196,850.25 to be ratified on the August 2010 warrant list. Reviewed at the 7 -19 -10 Recycling Committee Meeting. 4. Waste Diversion Report — June 2010: Of 3,779.24 Total Tonnage CR &R collected from the City of Costa Mesa, part of Newport Beach and unincorporated areas of Orange County within the District, 1,904.88 tons (50.44 %) were diverted (recycled) and 1,871.74 tons were landfilled. Note the diversion rate remained consistent throughout the year. Reviewed at the 7 -19 -10 Recycling Committee Meeting. 5. Contract Payment to CR Transfer for Recycling Services & Disposal for June 2010: Payment of $52.22/Ton for 3,779.24 Total Tonnage collected from the District results in a Total Payment of $197,351.88 for June 2010. The total tonnage of refuse collected in June 2010 represents an increase of 560.24 tons from the 3,216.38 tons collected in June 2010. Reviewed at the 7 -19 -10 Recycling Committee Meeting. 0 6. Ordinance Enforcement Officer's Report: Isidro Gallardo continued enforcing proper trash container storage along with the City of Costa Mesa Code Enforcement Officers. Isidro summarized his courtesy notice distributions for first -time and second -time notices by major one -third District subdivisions. The subdivisions are South of Wilson St, Wilson St to Adams Ave. and Adams Ave. to Sunflower Ave. From January 2010 to June 2010, the District OEO and the CCM CEOs have issued 900 1St Courtesy Notices and 261 2"d Courtesy Notices with 0 Courtesy Letters. (The District OEO Notices alone are 576 and 97 respectively.) Reviewed at the 7 -19 -10 Recycling Committee Meeting. Strategic Plan Element & Goal Not applicable. Legal Review None. Financial Review The cost to Costa Mesa Disposal for collecting refuse within District boundaries is $196,850.25. Funds for this expenditure and encumbrance are within the Approved FY 2009/10 Budget. Board of Directors June 21, 2010 ' Page 3 of 3 • The .cost to CR Transfer for recycling services is $197,351.88. Funds for this expenditure and encumbrance are within the Approved FY 2010/11 Budget. Committee Recommendation Analysis Items 2, 3, 4, 5 and 6 are ongoing solid .waste operations topics and were reviewed at the Recycling Committee Meeting on June 21, 2010. Any comments and /or recommendations from the committee will be brought forward to the Board for discussion at tonight's meeting. Public Notice Process Copies of this report are on file with the entire agenda packet at District Headquarters. Alternative Actions 1. Refer the matter back to Staff for more information. Financial Reviewed by: Sherry Kallab Administrative Manager 40 OPR: CMSD, Thomas A. Fauth 714 - 393 -4433 • CMSD Occurrences FY00 -10 • Prepared 6 -27 -10 10/20/2009 Date Sanitary Sewer Overflow Occurrence Report Summary, CY2009 SSO EVENT ID Private District Est Total Spill Completely Event Line Line # Gallons Contained ? Uncontained Est # Private Gallons Spilled into Storm drain Uncontained Est # Public Gallons Spilled into Storm drain 1/11/2009 Irvine PS Failure/SW - SCADAlarm Did Not Call - 2149 Anniversary Lane; 90244 100 N 100 1/1612009 FOG Debris Blocked Main - Increased Hot spot -1 /mo: Bristol St & 55 Freeway 90383 86 N 86 1/26/2009 FOG Blocked Main Line near 2831 Brstol St: Italian Restaurant Upstream, 90785 10 Y 1/29/2009 Irvine PS Failure/SW - SCADAIann Did Not Call - 2149 Anniversary Lane; 90922 50 Y 1/30/2009 PRIVATE Septic Tank Failed -Moon River Massage Parlor -2138 Newport Blvd; 90919 20 Y 3/31/2009 PRIVATE CO - Chicken Koop Restaurant - Sal: 9/645 -6086 - 432 Hamilton St; 92681 90 Y 4/21/2009 FOG blocked PRIVATE Lateral - Clean Out - FSE Strip Mall - 570 W Wilson St. 93618 10 Y 4/21/2009 Diaper & Debris blocked PRIVATE lateral - 327 West Wilson St; 93619 510 N 510 7/11/2009 Paper Products blocked PRIVATE lateral - 3190 Harbor Btvd - Chevron Station 94946 300 N 20 10/20/2009 Grease Blocked GI at 7 -11, RoundTable, FlameBroiler - 204 E 17th St 97151 300 Y KEY: GREASE 4 2 2 ROOTS 1 1 PUMP STN 2 2 OTHER 3 3 1 TOTALS 10 6 4 Total # Gallons 1,4761 760 1 5301 186 Percentages 1 100.00% 1 51.49% 1 35.91% 1 12.60% 5/11/2010 Date Sanitary Sewer Overflow Occurrence Report Summary, CY2010 SSO EVENT ID Private District Est Total Spill Completely Event Line Line # Gallons Contained ? Uncontained Est # Private Gallons Spilled into Storm drain Uncontained Est # Public Gallons Spilled into Storm drain 5/11/2010 FOG Debris Blocked Main Line - Fully Contained & Vactored - 1616 Iowa St 102953 15 Y 0 6/27 /2010 Woven Wi eVRoots Blocked Main Une - Soaked Into Ground 1021 Sea Breeze Dr 103995 40 Y KEY: GREASE 1 1 ROOTS 0 PUMP STN 0 OTHER 1 1 TOTALS 1 2 0 2 Total # Gallons 55 55 01 0 Percenta es 100.00 % 100.00% 0.00% 1 0,00% 1of1 0 3 0 v ,n m3 iz C 3 v m 1 SANl1,��y O� BUD WD COSTA MESA SAN, TAXY n° 4^ O F ww DISgRICT • Meetin, bate Item Number 1 07122!10 VI. B. 2. ... an Independent Special District Memorandum To: Board of Directors From: Debbie Bjornson Date: July 1, 2010 Subject: REFUND REQUEST FOR BOARD APPROVAL There are no refund requests for the month of June 2010. Debbie Bjornson Permit Processing Specialist Protecting our community's health by providing solid waste and sewer coffection services costamesasanitarydistrict.org Meeting Date__ Item Number 07/22/10 VI. B. 3. 0 a 0 Costa Mesa Sanita r Dst-rict, o ... an Inbepenbent Special District July 1, 2010 Board of Directors Costa Mesa Sanitary District 628 W. 19a' Street Costa Mesa, CA 92627 -2716 SUBJECT: TRASH OCCUPANCY COUNT Dear Board of Directors: There has been an increase of 6 units for the occupancy report for solid waste collection as of July 1, 2010; therefore, the total occupancy count for July is 21,501. Staff recommends the following: 1. The Board of Directors accepts the occupancy count as presented using 21,501 as the correct number of units. 2. The Board of Directors directs staff to prepare a warrant to Costa Mesa Disposal for July collection based on this occupancy report so long as the contractor fulfills the obligations of the agreement. Said payment in the amount of $196,850.25 to be ratified on the August, 2010 warrant list. Sincerely, d4 Aciz� Thomas A. Fauth Operations Manager cc: Costa Mesa Disposal Debbie Bjornson Permit Processing Specialist Protecting our communitN's beahb by providing sof is waste and sewer collection services. www.crosbca.gov OCCUPANCY CHANGES June, 2010 EXISTING A.P.N. No. ADDRESS STATUS CHANGE NEEDED CHANGED OCCUPANCY 141- 134 -52 3003 Fillore Way A,B,C new service 3 units Jun -'10 3 425- 201 -13,14 & 15 236 E. 16th Street A,B,C new service 3 units Jun -10 3 Total for June 2010 6 • • 0 • 0 CR Transfer To: Joan Revak From: CR Transfer Inc. Jurisdiction: Costa Mesa Sanitary District (9) MonthNear: Jun -10 Recycling Report " Note: This material includes food / small particulate Rec cle Tons Commodity Percenta Recycled County & TOTAL Newspaper 7.88% 279.29 Cardboard 6.42% 227.43 Mixed Paper 5.13% 181.7 Glass 2.80% 99.22 PET 0.59% 20.82 HDPE 0.45% 15.92 Aluminum Cans 0.33% 11.84 Non - Ferrous Metal 0.44% 15.52 Tin/Metal 0.65% 22.87 Greenwaste 9.78% 346.66 Organic / Fines " 12.67% 449.15 Wood 1.41% 49.82 Concrete/Asphalt 1.88% 66.56 Drywall 0.00% 0 Totals 1 50.41%1 1786.80 " Note: This material includes food / small particulate and inert material. County & TOTAL Newport Beach Total Tonnage 3546.84 232.40 3779.24 Recycled Tonnage 1786.80 118.08, 1904.88 Landfill Tonnage 1760.04 114.32 1874.36 Meeting Date Item Number 07/22/10 IV. B. 4.. CR Transfer To: Joan Revak From: CR Transfer Inc. Jurisdiction: Costa Mesa Sanitary District Santa Ana Heights (11) MonthNear: Jun -10 Recycling Report "` Note: This material includes food / small particulate and inert material. Total Tonnage 232.40 Recycled Tonnage 118.08 Landfill Tonnage 114.32 0 • • Rec cle Tons Commodity Percentage Recycled Newspaper 10.19% 23.67 Cardboard 6.65% 15.46 Mixed Paper 7.63% 17.73 Glass 3.30% 7.66 PET 0.78% 1.81 HDPE 0.44% 1.03 Aluminum Cans 0.51% 1.18 Non - Ferrous Metal 0.27% 0.63 Tin /Metal 0.96% 2.24 Greenwaste 1.30% 3.01 Organic / Fines 11.67% 27.11 Wood 5.17% 12.02 Concrete/Asphalt 1.95% 4.53 Drywall 0.00% 0 Totals 50.81 % 118.08 "` Note: This material includes food / small particulate and inert material. Total Tonnage 232.40 Recycled Tonnage 118.08 Landfill Tonnage 114.32 0 • • 0 0 0. iit�r�.p '" 9�1�f39 9�1a90, 9 9 9 9° 9 9�9� 9 9�Wlo� 9 9 c0 City 3,412.72 3,171.31 3,141.61 3,054.28 2,939.44 3,103.19 3,002.68 2,847.42 3,419.43 3,325.48 3,026.43 3,546.84 County 248.54 142.31 248.80 164.61 186.06 248.77 179.37 178.37 205.54 158.48 189.95 232.40 iit�r�.p '" 9�1�f39 9�1a90, 9 9 9 9° 9 9�9� 9 9�Wlo� 9 9 c0 City 1,720.52 1,598.79 1,583.84 1.539.80 1,481.91 1,564.47 1,513.79 1,435.51 1,723.89 1,676.53 1,525.78 1,786.80 County 126.29 72.31 126.45 8165 94.55 126.41 91.18 90.64 104.44 80.52 96.53 118.08 9094 9 9 93 9 900' 1609 Taff 9 %MM 9AMM Ww 9M.i74 @aO@m@ City 1,692.20 1,572.52 1,557.77 1,514.48 1,457.53 1,538.72 1,488.89 1,411.91 1,695.54 1,648.95 1,500.65 1,757.42 County 122.25 70.00 122.35 80.96 91.51 122.36 88.19 87.73 101.10 77.96 93.42 114.32 `A composite recycling percentage for City & County based on new characterization studies completed by CRT. Waste Diversion FY- 09 /10jr 07/12/10 'A composite recycling percentage for City & County based on new characterization studies completed by CRT. Waste Diversion 2010Tjr 07/12!10 City 3,002.68 2,847.42 3,419.43 3,325.48 3,026.43 3,546.84 County 179.37 178.37 205.54 158.48 189.95 232.40 'A composite recycling percentage for City & County based on new characterization studies completed by CRT. Waste Diversion 2010Tjr 07/12!10 o _ o e o 0 1�..a• City 1,513.79 1,435.51 1,723.89 1,676.53 1,525.78 1,786.80 County 91.18 90.64 104.44 80.52 96.53 118.08 'A composite recycling percentage for City & County based on new characterization studies completed by CRT. Waste Diversion 2010Tjr 07/12!10 o _ o e o 0 1�..a• City 1,488.89 1,411.91 1,695.54 1,648.95 1,500.65 1,757.42 County 88.19 87.73 101.10 77.96 93.42 114.32 'A composite recycling percentage for City & County based on new characterization studies completed by CRT. Waste Diversion 2010Tjr 07/12!10 BILL TO: COSTA MESA SANI DIST AREA 9 628 W 19TH ST COSTA MESA CA 92627 - Meeting Date Item Number 07/22/10 A. B: 5. TO PAY BY CREDIT CARD. PLEASE FILL IN INFORMATION ON BACK OF REMITTANCE .j INVOICE #: INVOICE DATE: i 15964 7/01/10 COSTA MESA SANI DIST AREA 9 P.O. BOX 1200 j COSTA MESA CA 92627 ; 09- CUSTOMER #. i PREVIOUS AMOUNT DUE PAYMENTS CURRENT CHARGES _TOTAL DUE 158,040.17 158,040.17 185,215.95 IE185,215.95 Please detach here and return with your payment CHECK # ....es. ..d..m- ..._.... ..... ..... ............ .,...�..b....a...r..,o.,._�., -- — --- — o — m, ® ®� ®..a..�.�. ®. o.. �.v..®..e. ER TRANSFER, INC. .a..�..®_e_�.�.. ®.s...,.. ®..m.� 0' i i 0 i i • TAL 6/01/10 RESIDENTIAL WASTE 16 194.98. 52.220 10,181.86 6/02/10 RESIDENTIAL WASTE 14 159.61 52.220 8,334.83 6/03110 RESIDENTIAL WASTE 15 163.79 52.220 8,553.11 6/04/10 RESIDENTIAL WASTE 15 178.93 52.220 9,343.72 6/05/10 RESIDENTIAL WASTE 15 168.86 52.220 8,817.87 6/07/10 RESIDENTIAL WASTE 16 163.14 52.220 8,519.17 6/08/10 RESIDENTIAL WASTE 14 .135-0 -5.2--22 0. 7,053.88 6/09/10 RESIDENTIAL WASTE 15 134 Q 52 ; �2t? 7,001.14 6110110 RESIDENTIAL WASTE 14 143 l 52.;20 7,477.38 6/11/10 RESIDENTIAL WASTE 13 123 52.`22 6,428.80 6/14/10 RESIDENTIAL WASTE 16 178.60 52.220 9,326.49 6/15/10 RESIDENTIAL ,.- WASTE ...: :...._......_. .... 14..:....:..1.4.7...9,,....... .......,52...2.2.0......,.... 7,726.99 6/16/10 RE ID NTI�T, WASI 1,3 131 ..3 52 .2 2 0 6, 861 .19 6/17/10 RSIDENTIi�L.;?WAS`PE 14 220 8,452.85 6/18/10 RESIDENTIAL`WASTE 14 '.87 140.:5 52.220 7,340.04 ! 1 6/21/10 RESIDENTIAL WASTE 17 177 :59 52.220 9,273.75 6/21/10 RESIDENTIAL WASTE.`— 1..3 52.220 68.41- 6/22/10 RESIDENTIAL WASTE 14 147.97 52.220 7,726.99 6/23/10 RESIDENTIAL WASTE 12 128.0 52.220 6,685.20 6/24/10 RESIDENTIAL WASTE 14 156.1 52..220 8,152.06 6/25/10 RESIDENTIAL WASTE T4 1S2 9 52;',20 7,986.00 6/28/10 RESIDENTIAL WAS']'E 1.5 X65 -__9 52::220 8,624.13 6/29/10 RESIDENTIAL::WASTE 15 161 2 52;220 8,417.86 6/30/10 RESIDENTIAL WASTE 13 134.03 52.220 6,999.05 TOTALS 332 3546.8 185,215.95 IF YOU HAVE ANY QUESTIONS REGARDING ANY PART OF THIS INVOICE, PLEASE CALL: (714) 826 -9049 PREVIOUS AMOUNT DUE PAYMENTS CURRENT CHARGES TOTAL DUE 158,040.17 1 =158,040.17 _ 718S,215.95 I 185 215.95 CUSTOMER #: 0 9 - 9 2 INVOICE # 15964 P.O. BOX 1200 OVERDUE AMOUNTS SUBJECT TO FINANCE CHARGE INVOICE TOTAL 185215.95 0 P inted o. Re ykd Paper C.� INVOICETRANPAYMEN ERT NO . I P. O. BOX 125 STANTON, CA 90680 -0125 O d G] TERMS: NET 10 DAYS I)WORPORAMD 0 ! , 93 0015 96 5 8 TO PAY BY CREDIT ' J CARD, PLEASE FILL IN INFORMATION ON BACK OF REMITTANCE INVOICE #: INVOICE DATE: 15965 7/01/10 BILL 70: COSTA MESA SAKI DIST -SA HGT COSTA MESA SANI DIST -SA HGT P.O. BOX 1200 628 W 19TH ST COSTA MESA CA 92627 COSTA MESA CA 92627 CUSTOMER #: 09- 11 8 PREVIOUS AMOUNT DUE PAYMENTS CURRENT CHARGES TOTAL DUE 9,919.18 9,919.18 12,135.93 12,135.93 Please detach here and return with your payment CHECK # CR TRANSFER, INC. D D O O D D ' • 6/02/10 RESIDENTIAL WASTE 1 10.4 52.220 544.65 6/03/10 RESIDENTIAL WASTE 2 24.44 52.220 1,276.26 6/08/10 RESIDENTIAL WASTE 1 5.73 52.220 299.22 6/09/101 RESIDENTIAL WASTE 3 32.81 52.220 1,713.34 6/15/10 RESIDENTIAL WASTE 1 6.54 52.220 341.52 6/16/10 RESIDENTIAL WASTE 4 44.23 52.220 2,309.69 6/22/10 RESIDENTIAL WASTE ] 7,2 52 22,0, 379.1` 6/23/10 RESIDENTIAL WASTE 4 43 8 52`22D_; 2,289.3 6/29/10 RESIDENTIAL WASTE 1 7 52;, 220: 374.94 6/30/10 RESIDENTIAL WASTE I I 5 49.';9, 52 220!'. 2,607.87 I i i i TOTALS 23 232.4 12 135.93 IF YOU HAVE ANY QUESTIONS REGARDING ANY PART OF THIS INVOICE, PLEASE CALL: ( 714) 826-9049 PREVIOUS AMOUNT DUE PAYMENTS CURRENT CHARGES TOTAL DUE INVOICE TOTAL 9,919.18 i 8__ 9,919.18 12 135.93 [:11 2 3 12135,9 CUSTOMER #: 0 9- 11 8 INVOICE # 15965 P.O. BOX 1200 OVERDUE AMOUNTS SUBJECT TO FINANCE CHARGE C.� Meeting Date I Item Mumber 07/22/10 VI. 3.6. COSTA MESA SANITAJU Di SqRICT ... an Independent Special District Memorandum To: Board of Directors Staff From: Isidro Gallardo, Ordinance Enforcement Officer Date: July 22, 2010 Subject: Ordinance Enforcement Officer Monthly Report, June 2010 DISCUSSION: The District office continues to receive complaint calls in regards to residents who fail to properly remove their trash containers from the street curb and /or store them out of the public view. The District OEO has made sure to take the time to address every complaint to gain compliance. Surveillance has been on -going in the "College Park" streets and "State" street neighborhoods. A total of twenty -eight "18t notices" were given in both areas combined and only seven "2nd notices" were needed to reach compliance from residents. A District -wide summary of the courtesy notice process for the District OEO is provided in the following chart and demonstrates the effectiveness of a "13t Notice ": June 11, 2010 -June 30, 2010 1$ Notice 2 nd Notice 'Courtesy Letter South of Wilson St. 26 9 0 Wilson St. to Adams Ave. 21 0 0 Adams Ave. to Sunflower Ave. 19 7 0 Additionally, the Operations Manager developed an `Administrative Citation Guidelines' document to standardize the process for code enforcement. The process consists of a first - time offender notice, a second -time offender second notice, a third -time offender letter of notice from the District and a fourth -time offender possible citation after conferencing between the General Manager, Operations Manager and the OEO. RECOMMENDATION: The CMSD Board of Directors accepts this June 2010 OEO Report Protecting our community's health by providing sold waste and sewer collection services. crosdcagov • COSTA MESA - ITARY DISTRICT CAPITAL IMPRCMMENT PROGRAM 2009 -201.0 PROJECT: #183 -2 Bristol Street Sewer Replacement n/o Randolph 4- PROJECT MANAGER: DESCRIPTION: 'Rob Hamers, District Engineer _ The project is part of the District's Hot Spot Abatement Program and will remove three large sags from a section of 8" sewer main on Bristol Street that serves the and Lab developments ,Camp START DATE: j Fall 2010 COMPLETION DATE Late 2010 STATUS REPORT: 2125/10 - Existing gas company and SCE company lines have been found extremely close to the existing sewer, which is scheduled for removal and replacement due to three large sags in the line. Meetings are being arranged with the utilities to discuss options for sewer construction. 3125/10 - The apparent conflict with the gas and sewer lines was resolved and the sewer replacement plans completed to 90 %. The soils investigation contract and traffic engineering contract are being reviewed for signature. The project specifications are nearly complete. The plans must be submitted to the City of Costa Mesa for plan check and approval prior to going out to bid._ 4/22/10 -The plans and specifications are 75% complete, and contracts for a soils engineering investigation and traffic control plans are being finalized. When this work is complete, the plans will be submitted to the City and other utilities for plan check. 5127/10 - The traffic control plan was prepared and the sewer plans and traffic control plans were submitted to the City of Costa Mesa for first plan check. The soils investigation is underway. 6121110 The City has not completed nor returned first plan check comments. The soils report is being prepared. 6121110 The City has not completed nor returned first plan check comments. The soils report is being prepared. Due to other projects in the vicinity of this project and the OC Fair, construction will occur after the OC Fair. 7/22/10 The project is ready to be placed out to bid. Construction will begin after the OC Fair. FINANCIAL STATUS throu h 5131110: r Account Number Budget Expenditures Encumbrances I Balance #183 -2 158,017 23,093 - 134,924 Total 158,017 23,093 - 134,924 • 03 J 3 0 v m <m n3 i m 1 COSTA MESA SANITARY DISTRICT CAPITAL IMPROVEMENT PROGRAM 2009-2010 PROJECT: Jf 189 Rehabilitation of Six Sewers Transferred to CMSD PROJECT MANAGER: Rob Hamers, District Engineer DESCRIPTION: Rehabilitation of the Six Sewers Transferred to CMSD from OCSD. OCSD paid CMSD $1.3 million for the work and plans and specs are being prepared. START DATE: I February 1, 2010 _1 COMPLETION DATE: 'Mid 2011 STATUS REPORT: 4122110 - Engineering staff has discussed the sewers and deleted non-essential items from the project scope of work. Plans and specs are 5% complete. —obtained W-27110 - Proposals were —for traffic engineering and soils investigation for removing the sag in the sewer in South Cost Drive easterly of Harbor Blvd. Plans and specs are approximately 25% complete. 6/21/10 - Traffic Control Plans are being completed for the South Coast Drive lane closure to allow drilling for the soils report. Progress on the project plans is continuing. 7122110 - The design phase is continuing. The land closure plan was completed and drilling for the soils investigation on South Coast Plaza has occurred. FINANCIAL STATUS through 61301110a--F Account Number Budget I Expenditures Encumbrances J Balance #189 194,875 17,112 177,763 Jotall 177,763 • 0 • COSTA MESA ITARY DISTRICT CAPITAL IMPRWEMENT PROGRAM 2009 -2010 PROJECT: #187 District Yard PROJECT MANAGER: Rob Hamers, District Engineer DESCRIPTION: #187 Construction of new District Yard at 174 W. Wilson Street, Costa Mesa START DATE: Sep -09 COMPLETION DATE: ----------._.-- - -- Early June 2010 STATUS REPORT: 2/25/10 - Construction is approximately 50% complete. HSW superintendent and project managers provide detailed advance'review of all items thereby insuring continuing successful progress. 3/25/10 - Construction is approximately 65% complete. Howard S. Wright superintendent and project managers provide detailed advanced review of all items and coupled with detailed review by the project architect and CMSD staff, the construction continues to be successful. The project has already achieved LEED Gold status with Platinum accreditation still possible. 4/22/10 -Construction is approximately 85% complete. The roof is now on the building and the. interior walls are being constructed. Staff is considering re- arranging HVAC equipment on the mezzanine level to maximize storage area. 5/27/10 - Construction is approximately 95% complete. The doors and windows were installed on the building so the building is now secure. The parking lot concrete was installed. The City of Costa Mesa will be installing the street improvements as part of their Wilson Street rehabilitation project. 6/21/10 The Yard should be complete and a C of O issued by the end of June 2010. The City will not be installing the street improvements until mid 2011 so a temporary drive 6/21/10 The Yard should be complete and a C of O issued by the end of June 2010. The City will not be installing the street improvements until mid 2011 so a temporary drive approach was constructed. 7/22/10 Construction is essentially complete. The District will learn the LEED accreditation level in mid November or early December 2010. The City street improvements will probably be constructed by then. FINANCIAL STATUS throw h 6/30/10: Account Number Bud et Ex enditures Encumbrances Balance _=A #187 _ 2,750,295 1,878,825 1 871,470 301 1 Total 1 2,750,295 1 1,878,825 - 871,470 • COSTA MESA SANITARY DISTRICT CAPITAL IMPROVEMENT PROGRAM 2009 -2010 PROJECT: #188 Conversion of Sewer Atlas to GIS _ _ PROJECT MANAGER: R�- ob Hamers, District Engineer i DESCRIPTION: -- - Conversion of hand -drawn sewer atlas to electronic GIS format; preparation of sewer cleaning maps and schedule; preparation of Computerized Maintenance Management System (CMMS)_ and preparation of Hydraulic Modeling program. START DATE: 1126- Oct-09 COMPLETION DATE: 30- Sep -11 -- - STATUS REPORT. -- - - - - -- . - -- -- -- 2/25/10 - 100% of the GIS sewer asset data has been updated /corrected based on CMSD's lateral atlas; 40% of the data has been QA/QCd by CMSD; 100% of the wastewater drainage water sheds have been created; and 100% of the pipe segments have been updated with their appropriate cleaning frequency. Laterals are currently being created in the GIS. 3/25/10 - EEC is continuing progress on finalizing sewer main and lateral information while developing cleaning zones with annual, bi- annual, and tri- annual cleaning frequencies noted. The CMSD GM has requested the necessary parcel data from the County Assessor through a second public records request. 4122110 - Phase I of the project is 90% complete, plus EEC has greatly assisted the District by preparing a District wide map showing the Grade 4 and Grade 5 pipe problems to support justification for using fixture fees to perform the necessary reconstruction. 5/27/10 - Phase I consisting of converting the atlas to GIS, developing CMMS, and producing cleaning maps for the sewer system is 95% complete. The CMSD GM is working on obtaining the basic parcel data needed to complete the atlas. 6/21110 Phase I will be completed when the District obtains the basic parcel data from the County. The District needs to authorize Phase II to begin by the end of June 2010 to remain on schedule. 7/22/10 EEC requires the basic parcel data to complete Phase 1. The notice to proceed on Phase II was given to EEC on 6/_25/10. FINANCIAL STATUS through 6130/10: Account Number ! Budget i_; Expenditures Encumbrances j Balance #188 20 194,875 44,065 - 150,8101 —- - - -- - -- -� -4,06-5 — Total - 150,810 18 0 0 • • HOWARD S. WRIGHT CONSTRUCTORS GENERAL CONTRACTORS 1901 Nancita Circle Placentia, CA 92870 INVOICE Costa Mesa Sanitary District 628 W. 19th Street, Costa Mesa, CA 92627 CMSD Corporate Yard New Bldg & Site Imp 174 W. Wilson Street Costa Mesa, CA 92627 Billing for work performed through: June 30, 2010 Meeting Date Item Number 07/22/10 VI. C. 2, Date: 6/25/2010 Invoice:. 68519 -010 HSWCC Job #: 68519 Contract Amount 2,161,546.00 ✓� C. O. Amount 71,579.06 ✓/ Total Contract Amount 2,233,125.06 t/ Grc 50 0 IV o� 4z •60j5- PaOcq. Work Completed To Date 2,094,743 01 ✓ / Less Retention @ 5% 104,737.15 ✓/ 1,990,005.85 Less Previously Billed 1,721,134.33 ✓ TOTAL AMOUNT DUE 268,671.52 Grc 50 0 IV o� 4z •60j5- PaOcq. AIA- PAYMENT APP APPLICATION AND CERTIFICATE FOR PAYMENT PAGEONEOF PAGES TO OWNER: PROJECT: APPLICATION NO.: 68519 -010 Dialdbulion lo: Costa Mesa Sanitary District CMSD Corporate Yard New Bldg & Site Irnp PERIOD TO 06130/10 X OWNER 628 W. 19th Street 174 W. Wilson Street PROJECT: 68619 O ARCHITECT Costs Mesa, CA 92627 Costa Mesa, CA 92627 X CONTRACTOR FROM CONTRACTOR: VIA DISTRICT ENGI NEER CONTRACT DATE: 08/27/09 Howard S. Wright Constructors Robin Harriers 1901 Nancita Circle Costa Mesa Sanitary District Placentia, CA 92870 628 W. 19th Street 1,990,005,85 s/ (Line 4 lase Line 5 Total) - Costa Mesa, CA 92626 7. LEW PREVIOUS CERTIFICATES FOR PAYMENT CONTRACTOR'S APPLICATION FOR PAYMENT The undensignad Contractor certifies that to the best of the Contractors imawledga, Rdomtation and belief Application is made for payment, as shown below, in connection wlth the Contract. the Work covered by thts Application for Payment has been completed in accordance with the Contract Continuatlon sheet, PJA Document G703, is attached. Documents, that all amounts have been paid by the Contractor for Work forwhich previous Certificates for Payment were issued and payments received from the Owner, and that currant payments shown herein 1. ORIGINAL CONTRACT SUM 2.161,546.00 is now due. 2. Net change by Change Orders 71,579.06 {I 3. CONTRACT SUM 7o DATE (Une 1 +!- 2) 2,233,125.06 ✓/ 4. TOTAL COMPLETED & STORED TO DATE 2,094,743.01 v (Column G on G703) $0.00 & RETAINAGE $0.00 a. 5 %, except Design Q t% 104,737.15 P/ (Colurnns D + E on G703) $0.00 b. % to Stored Material $ $0.00 (Column E on G703) Total Rslsinege (Line 5a + 5b or 104,737.15 1/ Total In coiumn I of 6703) S. TOTAL EARNEDLESSRVAINAGE 1,990,005,85 s/ (Line 4 lase Line 5 Total) - 7. LEW PREVIOUS CERTIFICATES FOR PAYMENT (Line 6 from prior Cenocate) 8. CURRENT PAYMENT DUE 268,871.52 9. BALANCE TO FINISH, INCLUDING RETAINAGE (Line 3 leas Line 6) 243,119 CHANGE ORDER SUMMARY ADDITIONS DEDUCTIONS Total changes approved in previous months by Owner $22,164.28 $0.00 Total approved the mordh $0.00 $0.00 TOTALS $0.00 $0.00 NET CHANGES by Change Order $0.00 C CTOR: 8Y. Oarrin Dalton, Project Manager State of. California County of: Orange Subscribed and n "rho before me this j- ' day of Notary Publi�- My Commission ►-. - .- J' Z c7 1 O C use �. � + #. 1810708 Mohr Pill* - ewo me Conrrq� co", �Z2 qr,�,, 23' 201 In accordance with Controcl Docurrtenls, based on cmelte obeervallons and the data comprising this application, the ArchRact certifies to the Owner that to the best of Iha Architeat's knowledge, information and belle( the Work has progressed as indicated, the qualliy of the Work is In accordance with the Contract Documents, and the Contractor is sniffed to psymerA for the AMOUNT CERTIFIED. AMOUNT CERTIFIED $ (ANach explanation Namount cerNNed dlAers from the amount appilad for. fnMaf afi tlgvres on this Application and an the Continuation Shset that am changed toconform to Nee amount certified.) ARCHITECT: By. Date: This Cenifleste is not negotiable. The AMOUNT CERTIFIED is payable ony to fhe Contractor named heroin. Issuance, payment and acceptance of payment are without prejudice to any rights of the Owner or Contractor under this Contract, . ' Page 3 • • • . ..... .... CONTINU TION SHEET 0 0 APPLICATION NO: 68519-010 CM18D Corporate Yard New BuBdfny & Site Improw eats APPLICATION DATE: 6IM2010 SCHEDULE OF VALUES PERIOD TO: 6(30/2010 ARCHITECT'S PROJECT NQ A B C D E IF G H I J K L ITEM NO. DESCRIPTION SCHEDULED VALUE, CHANGE ORDERS TO DATE REVISED VALUE WORK COMPLETED FR7MPREVIOUS APPLICATION THIS PERIOD MATERIALS PRESENTLY STORED (NOT IN Fore ) TOTAL COMPLETED ANDSTORED TO DATE (G,H) PERCEM COMPLETE (J1F) BALANCE TO FINISH (E4) RETAINAGE (5% d 1) 1 Automatic SlIdina Gates 18 287 18 287.00 0.00 18 7.00 0 18 287.00 100.00% 0.00 914.35 2 Earthwork 30,772 30,77200 30 772.00 0100 0 30,772,00 100.00% 0.00 1,536.60 3 Erosion & Sediment Control 5 913 5,913.00 5,913.00 6.00 0 5,913.00 100.00% 0.00 295.65 4 Uh round Utlllties 70 893 70 893.00 70 893.00 0.00 0 70 893.00 100.00% 0.00 3,544.65 3 Pavement Markings . 200.00 0.00 0.00 0 0.00 0.00% 2,200.00 0.00 6 Site Concrete 58,927 58 927.00 53,034.50 5 89250 0 58927.00 100,00% 0.00 2 946.35 7 Landsp & Irrigation 18.610 18 610.00 0.00 18 610.00 0 18 810.00 100.D0°k 0.00 930.50 8 Concrete & Reber 92 344 92 344,00 V, QZ344.00 0.00 Q 92 344.00 100.00°1° 0.00 4,617,20 9 Block Mason 183,535 1 183 535.00 183 535.00 0.00 Q j1/183,53&00 100.000/0 0.00 9,176.75 10 Structural Steel 56,103 58 103.00 51 027.25 V 075.75 0 VI 5e.103.00 100.000/0 0.00 2 80515 11 Omanwa ntai Metals 17,900 17,9W.00 10 053.00 V 7,847.00 0 if. 17 900.00 100.00% 0.00 895.00 12 Rough Carpmtry 118,800 118 800.00 V 1 116 800.00 0.00 0 118 800.00 100.0095 0.00 5,940.00 131 Finish Carpentry 12,100 1 100.00 7,280.00 V1, 484000 0 12 100.00 100.00% 0.00 605.00 14 BuAdI Insulation 23,450 23 450.00 11 725.00 11,725.00 0 23 450.00 100.00% 0.00 1,172.50 15 Sheet Meha1 / Siding 129,410 129 410.0D 50,M.00 0.00 0 V, 50 569.00 39.08% 78,841.00 252845 16 Membrane Rodin S em 46,731 46 731,06 46 731.00 0.00 0 48 731;00 10Q.00% 0.00 2 338.55 17 Caulk' & Sealants 2,901 2,901.00 2,180.45 0.00 0 2,180.45 75.16% 720,55 109.02 18 Doors & Frames 15,290 15,290,00 13 761.00 1,529.00 0 15,290.00 100.00% 0.00 764.50 19 Coiling Doors 8,390 8,390.00 v. 8.39D.00 0.00 0 8,390.00 100.00% 0.00 419.50 20 Skylights 18,000 18,000.00 vf 18000.00 0,00 0 16000.00 100.00% 0.00 900.00 21 Alumintsn Entrances and Curtakman 90,500 90,50D.00 it, 87 78200 2,718,00 0 90,500.001 100.00% 0.00 4,525.00 22 Metal Studs and dqwail 79 500 79,500.00 79 .00 0,00 0 jr 79 500.00 100.00% 0.00 3,975.06 23 Acoustical Callings 9,850 9 850.00 Of, 0.00 - a 850.00 0 of 9 850.00 100.00% 0.00 492.50 24 Resilient FlooriryMle 27,569 27 569.00 4 0.00 e 27 569.00 0 27 569.00 100.00% 0100 11378.45 26 PWntina 15,300 15 300.00 V. 4,590:00 V, 10.710.00 0 15,30D.00 100.00% 0.00 765.00 27 Signage, 13,000 13,000.00 V, 0.00 10 400.00 0 10 400.00 80.00% 2,600.00 520.00 28 Metal Lockers 3,000 31000.00 0.00 0.00 D 0.00 0.00% 3,000.00 0.00 29 Folding Partitions 9,000 9,000.00 3,43Z7.50 507250 01 9,000.00 100,00% 0.00 450.00 30 Fire Extinguishers 300 300.00 0.00 0.00 0 V, 0.00 0.000/0 300.00 0.00 31 Rat Accessories 2.236 Z236.00 0.00 1 0.00 0 0.DO 0.00% 2,236.0D 0.00 32 Residential Appliances 3,175 3,175.00 0.00 V 175.00 0 1 3175.00 100.00% 0.00 158.75 33 Fire Protection 17 ,763 17 783.00 Al 11,937.00, 4,940.00 0 Vv 16 877,00 95.01% 886.00 843.85 341 Plumbing 81,995 81,995.00 77,872.25 4,322.75 0 8011,,.00U 995 100.00% 0.00 4,099.75 35 Fuel Tank 54,3M 54 306.00 V, 48 876.00 5,431.00 0 V 54 306.00 100.00. 0.D0 2,715.30 36 FNAC '120,174 120,174.00 114 669.40 0.00 0 114 669.40 95.42% 5,504.60 5,733.47 37 Electrical 249,241 249 241.00 244,256A 0.00 0 244 255.13 98.00% 4,985.87 12,212.76 38 Photovokaic Panels 83,028 83,028.00'-,7 17 881.b0 48 745.00 0 68,426.00 80.00% 16,602.00 3,321.30 OCOtF'1 COP#1: Masonry bloddrebar submittal delays 8,128.04 8.128.04 W, 8,129.04 0.00 0 8,128.D4 100.00% 0.00 406.40 00M.- Increase toot - retaining wan 7,562.60 7,562.130 7,562.00 0.00 0 V. 7,562.60 100.000% 0.00 378.13 COP#3: Undocumented piping in great 2,503.73 21503.73 2,503.73 0.00 Q 50173 100.00% 0.00 125.19 COP#4: Demo unforsaan septic tar* 1448.85 1,448.86 1,448,85 0.00 0 1448.85 100,00% 0.00 72.44 COP#6: Ch in EdIson/telephorWeable 2,723.15 2 723.15 2,723.15 0.00 0 2723.15 100.00% 0.00 136.16 COP#& Value a near rain switch ' (2,592.38) 38 (2,692,38) 0.00 0 592.38 100.00% 0.00 129.62 COP#7: Added expansion t on interior slab 2,390.29 2390.29 21390.29 0.00 0 2 390.29 100.00% 0.00 119.51 %66010 JUN10.x1°x PAGE # 1 OF 2 A B C D E F G H I J K L ITEM NO. DESCRIPTION SCHEDULED VALUE CHANGE ORDERS TO DATE REVISED . VALUE WORK COMPLETED MATERIALS PRESENTLY STORED (NOT IN F or G ) TOTAL COMPLETED AND STORED TO DATE (G {H) PERCENT COMPLETE (J /F) BALANCE TO FINISH (E -1) RETAINAGE (5 %of1) FROM PR> vlous APPLICATION THIS PERIOD OCO#2 Ir COMW Staff costs for 14 rain related delays 38 688.11 36, 888.11 0.00 688.11 0 688.11 100.00°.6 0.00 1,834.41 COP#10: FC 1.3 relocation 8.8n.66 8 626.86 8,826.86 V 0.00 0 V 8 826.66 100.00% 0.00 441.33 COP#13: Airline size change 2,523.98 2,523.98 2,524,00 0.02 0 2523.98 100.00% 0.00 128.20 COP#16: Anti -graffiti coating 1,376.03 1,376.03 0.00 1,376.03 0 1,378.03 100.00°/ 0.00 68.80 Subtotal 1 790 493 71 578.06 1,86Z072.015 Y 1488 492.42 V 245 703.62 0 744 198.04 93.67% 117 876.02 87,209.80 39 General Requirements 52,883 52,883,00 Y. 43 443.38 Vz 6,092.12 0 V1 49 535.51 93.67% 3,347.49 2,476.78 40 General Conditions 218,679 218 679.00 179 644.80 25,191.82 0 V 204,836M 93.87% 13 842.38 10 241.83 41 Sub Bonds 7,912 7,912.00 7.912.00 0.00 0 791200 100.00% 0.00 395.60 42 Builders R1sk 1,200 11200-00 1 11200.00 0.00 0 1 00.00 100,00% 0.00 60.00 43 General Liability Insurance 23,818 23,818.0 23 818.00 0.00 0 23 18.00 100.00% 0.00 1,190,90 44 Overhead and Profit 52,388 52 388.00 43 036.74 V 6,035A0 0 40071.84 93.67% 3,316.16 2,453.59 4S Performance and Pa Bond 14,173 14,173.00 14,173.00 0.00 0 14 173.00 100.00% 0.00 708.65 TOTAL CONTRACT SUM 2,161,546 71,579.06 2.233.125.06 1,811 720.36 283 022.66 0 2,094,743.01 93.80% 138 382.08 104 737.15 2,094 743.01 138,382.08 104,737.16 Cordract extension of 6 workdays 18 calendars) for COP #1 Contract extension of 8 workdays (10 calendars) for rain delays through December 2009 Rain related delays: 10113109. 1011 B1D9 1 210 7/09 - 1 2108109 1211 1120 0 9 12/30/2009 The Contreot Time will be Increased by Date of Substantial Completion thru OCO#1 The Conhad Time will be increased by per Rob Hamers e-mail did 5114110; Date of Substantial Completion, OCO #2 nasi"I0 JUNt0.7du • 14 work days May 28, 2010 14 work days June 18, 2010 • • . . . . . . . . . . . PACE A20F2 • CONDITIONAL WAIVER AND RELEASE UPON PROGRESS PAYMENT Upon receipt by the undersigned of a check from Costa Mesa Sanitary District in the sum 268,871.52 payable to Howard S. Wright Constructors, and when the check . has been properly endorsed and has been paid by the bank upon which it is drawn, this document shall become effective to release any mechanic's lien, stop notice, or bond right the undersigned has on the job of: , CMSD Corporate Yard New Bldg & Site Imp located at 174 W. Wilson Street Costa Mesa, CA 92627 to the following extent. This release covers a progress payment for labor, services; equipment or material furnished toCosta Mesa Sanitary District through June 30, 2010 1 • only and does not cover any retentions retained before or after the release date; extras furnished before the release date for which payment has not been received; extras or items furnished after the release date. Rights based upon work performed or items furnished under a written change order which has been fully executed by the parties prior to the release date are covered by this release unless specifically reserved by the claimant in this release. This release of any mechanic's lien, stop notice, or bond right shall not otherwise affect the contract rights, including rights between parties to the contract based upon a rescission, abandonment, or breach of contract, or the right of the undersigned to recover compensation for furnished labor, services, equipment or material covered by this release if that furnished labor, services, equipment or material was not compensated by the progress payment. Before any recipient of this document release on it, said party should verify evidence of payment to the undersigned. Date: v Howard S. Wright. Constructors sy. �. L�tlJL3et Title: Pro; e& AA& nowe — • HOWARD S. WRIGHT CONSTRUCTORS JOB BILLING SUMMARY JOB # 68519 ITEM Lump Sum JOB TO DATE M/O ENGR, ACCT ETC. FEE OVER G. MAX RETENTION memo VACATION PENSION GIL INSURANCE SERVICE TAX EXCISE TAX SALES TAX TOTAL 68519 COMPLETE DUE DATE Date: 06/25/10 MONTH: 06130110 PREVIOS WCT TOTAL TO DATE CURRENT PREVIOUS CUMULATIVE BILLING TOTAL TOTAL 283,022.66 1,811,720.35 2,094,743,01 14,151.13 104,737.15 0.00 0 0.00 268,871.53 1,721,134 1,990,005.85 LOCATION: IRVINE CA CMSD Corporate Yard New Buildi!j & Site Improven 783.023 06125/10 07/25/10 1 1 Cost Cntr Acct # Cost Code Amount 1390 283,023 283,023 • r Meeting Date Item Number 07/22/10 1 VI. D. 1. COSTA MESA SAN, A71�`DI,SZ'RIC7 Memorandum To: Board of Directors ... an Independent Speciaf District Via: Scott Carroll, General Manager From: Sherry Kallab, Administration Manager �. Date: July 22, 2010 Subject: Financial Reports as of June 30, 2010 Summary Staff is providing the Board with the Financial Reports as of June 30, 2010. Staff Recommendation 1. Staff recommends the Board receive and file the Financial Reports as of June 30, 2010. 2. Ratify payments for the month of June 2010 in the amount of $632,206.61. 3. Ratify Director's compensation and expense reimbursements for the month of June 2010 in the amount of $4,655.50. Analvsis The financial highlights for the month of June 2010 are as follows: Revenues As of June 30,'2010 the solid waste fund had revenues of $5,513,353 which were $43,097 over the budgeted revenues of $5,470,256. Revenues over budget are due to property tax revenue of $196,415 received but not included in the budget offset by the amount of annual charges not received this fiscal year. As of June 30, 2010 the liquid waste fund had revenues of $7,111,282 which were $840,157 over the budgeted revenues of $6,271,125. Liquid Fund revenues included $1.3 million from OCSD for the transferred lines offset by $426,617 of the budgeted revenue from Orange County for the Bristol Street project not received by the reporting date. During the prior fiscal year, 2008 -09, the percentages for the annual charge received through June 2010 were 99.4% for the solid waste fund and 99.9% for the liquid waste fund. Protecting our community's health by providing solid waste and sewer co(Lcection services crosdca.gov Board of Directors July 22, 2010 Page 2 of 3 Expenditures As of June 30, 2010 the solid waste fund had expenditures of $4,634,165 leaving 11.55 %, or $605,400 of the $5,239,566 budget available. As of June 30, 2010 the liquid waste. fund operations and maintenance expenditures were $2,253,595 leaving 37.70 %, or $1,364,052 of the $3,617,647 budget available. Actual CIP expenditures were $1,468,048 of the $4,588,36709/10 fiscal year budget and prior year carry forward, leaving $3,120,319 to be expended or carried forward to fiscal year 2010- 11. In summary the revenues over expenses were $879,188 and $3,389,639 for the solid waste fund and liquid waste fund respectively. Fiscal year 2009 -10 expenditures are continuing to be received and have not been posted at this time. Audited accrual based financial statements will be available for Board review in the next few months. Board members re orted attendance at the folio win meetings for the month of Board Member. Meetin s Compensation Mileage President Schafer ISDOC Board Mtg $221 $5.00 CSDA Legislative Mtg $221 CSDA Performance Comm $221 WACO General Meeting $221 $5.00 CMSD Membership /Ed Mtg $221 CMSD Board Meeting $221 Vice President OCSD Admin Mtg $221 Ooten CMSD Sewer System $221 Ethics Training $221 Chamber Breakfast $221 CMSD Recyl /Board Mtg $221 CMSD 1/1 Mtg $221 Director Monahan CMSD Board Meeting $221 Director Ferryman CMSD District Yard Tour $221 $2.50 CMSD Sewer System $221 Chamber of Commerce $221 CMSD Board Meeting $221 $2.00 Director Perry CMSD Sewer System $221 Chamber Breakfast $221 CMSD Board Meeting $221 SARBS $221 June 2010: r� 1`.�I 1 t.J • Board of Directors July 22, 2010 Page 3 of 3 Legal Review None. Financial Review Solid Waste Revenues Expenses Expenses -CIP Revenues Over /(Under) Expenditures Liquid Waste Available/ Available/ Actual Budget Actual (Over) Revenues $ 5,470,256 $ 5,513,353 $ (43,097) Expenses $ 5,239,566 4,634,165 $ 605,401 Revenues Over /(Under) Expenditures $ 230,690 $ 879,188 Revenues Expenses Expenses -CIP Revenues Over /(Under) Expenditures Liquid Waste $(1,934,889) $ 3,389,640 Committee Recommendation Not applicable Public Notice Process Copies of this report are on file with the entire agenda packet at District Headquarters. Alternative Actions 1. Refer the matter back to staff Attachments 1. Director' compensation and expense reimbursement forms 2. Warrant Resolution No. CMSD 2011 -1 Available/ Budget Actual (Over) $ 6,271,125 $ 7,111,282 $ (840,157) $ 3,617,647 $ 2,253,595 $1,364,052 $ 4,588,367 $ 1,468,048 $3,120,319 $(1,934,889) $ 3,389,640 Committee Recommendation Not applicable Public Notice Process Copies of this report are on file with the entire agenda packet at District Headquarters. Alternative Actions 1. Refer the matter back to staff Attachments 1. Director' compensation and expense reimbursement forms 2. Warrant Resolution No. CMSD 2011 -1 r To: Board of Directors Via: Scott Carroll, General Manage From: Marc Davis, Treasurer Date: July 22, 2010 [Mee-tin Date I Item Number 07/22/10 1 VI. 0. 2. 7 .....can Independent Speciaf(District Subject: Investment Report for the Month of June 2010 Summary Attached is the Investment Report for the month of June 2010. 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 June 2010. 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 June 30, 2010. The District's investments are in compliance with the Statement of Investment Policy adopted by the Board at the July 23, 2009 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 LAW 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. Board of Directors July 22, 2010 Page 2 of 3 The weighted average stated rate of return (current yield) for the District's investment portfolio as of June 30, 2010, was 0.497 %. The yield to maturity of the portfolio was 0.498 %. The District's weighted average interest rate was 3 basis points (0.031%) below the daily effective yield of LAIF, which was 0.528% as of June 30, 2010. The weighted average number of days to maturity for the District's total portfolio was 131 days (0.36 years). The average duration of the underlying securities in LAIF as of June 30, 2010, which is the most current information available, was 203 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 June 30, 2010 was 76.18 %. As of June 30, 2010, the District has adequate operating reserves necessary to meet its obligations for the next six months. Strategic Plan Element & Goal Not applicable. Legal Review Legal review is not required. Financial Review • The portfolio was budgeted to earn an average of 2.00% for the year ending June 30, 2010. The earnings on the portfolio fell below 2.00% in October 2009. As discussed with the Board in December 2009, total investment earnings are projected to fall short of the budget by approximately $8,000. Committee Recommendation Review by the Investment Oversight Committee is not required this month. Public Notice Process Copies of this report are on file with the entire agenda packet at District Headquarters. 2 J I • t�J Board of Directors July 22, 2010 Page 3of3 Alternative Actions 1. Refer the matter back to staff 3 Active Accounts Bank of America Reconciling Items Total Active Accounts COSTA MESA SANITARY DISTRICT Treasurer's Report of Pooled Cash and Investments as of June 30, 2010 Deposits Bank Balance In Transits $ 21,286.99 21,286.99 Outstanding Checks 857.63 - 857.63 Book Balance $ 20,429.36 20,429.36 Market Adiustment Investments Market Value Increase Decrease Cost Local Agency Investment Fund $ 7,087,699.23 - $ 7,087,699.23 Money Market/Sweep Account 4,105,472.26 - 4,105,472.26 Federal Agency Securities 3,518,863.75 - 18,863.75 3,500,000.00 Total Investments 14,712,035.24 - 18,863.75 14,693,171.49 Total Pooled Cash & Investments $ 14,733,322.23 $ - $ 19,721.38 $ 14,713,600.85 Costa Mesa Sanitary District Pooled Cash and Investments by Fund as of June 30, 2010 CMSD Solid Waste Activities CMSD Liquid Waste Activities Total Pooled Cash & Investments ,0-00� -Z7:2� Marcus D. Davis Treasurer /Director of Finance 4 7/14/10 Date $ 5,092,724.42 9,620,876.43 $ 14,713,600.85 • 0 • J COSTA MESA SANITARY DISTRICT Investment Activity Summary as of June 30, 2010 Total investments outstanding as of May 31, 2010 Additions: Gain on Sale of Investment: Investment Purchases: Deductions: Investment Maturity /Sale Proceeds: Loss on Sale of Investment: Investments Called: Net increase (decrease) in Sweep Account 0. Net increase (decrease) in LAIF • Total investments outstanding as of June 30, 2010 5 $ 15,443,303.60 1,500.00 (4,000,000.00) 4,043,367.89 (795,000.00) $ 14,693,171.49 COSTA MESA SANITARY DISTRICT Investment and Investment Earnings as of June 30, 2010 ` *Represents the LAIF daily rate at 6/30/10 i • • Interest CUSIP Purchase Maturity Coupon Investment Earned at Number Investment Date Date Rate Cost 06/30/10 Comments n/a Local Agency Investment Fund n/a n/a 0.528% $ 7,087,699.23 n/a ** n/a Bank of New York -Sweep Acct n/a n/a 0.010% 4,105,472.26 n/a 3133XWCG2 Federal Home Loan Bank 12/24/09 12/24/13 2.550% 500,000.00 247.92 3136FMGJ7 Federal National Mortgage Assn 03/30/10 12/30/13 2.250% 1,000,000.00 62.50 3134G 1 AS3 Federal National Mortgage Assn 05/18/10 05/18/15 3.000% 1,000,000.00 3,583.33 3133XYKE4 Federal Home Loan Bank 05/27/10 05/27/15 1.000% 1,000,000.00 - $ 14,693,171.49 $ 3,893.75 ` *Represents the LAIF daily rate at 6/30/10 i • • • COSTA MESA SANITARY DISTRICT Summary of Policy Limitations as of June 30, 2010 (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 7 Current % of Market Value Description 06/30/10 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 10.20% UNLIMITED FHLMC 6.86% UNLIMITED FNMA 6.86% UNLIMITED FFCB 0.00% 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) 48.18% 40,000,000.00 Shares of Benefical Interest 0.00% 20% Money Market/Mutual Funds (Sweep Acct) 27.91% 10% per fund (2) Total 100.00% % of portfolio maturing under one year 76.18% no less than 20% % of portfolio maturing over one year 23.82% 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 7 COSTA MESA SANITARY DISTRICT Schedule of Investments by Instrument Type as of June 30, 2010 —Represents the LAIF daily rate at 6/30/10 • i • Purchase Maturity Coupon Investment % of Market % of Description Broker /Dealer Date Date Rate Cost Portfolio Value Portfolio Comments State Treasurer's Pool LAIF n/a Continuous 0.528% $ 7,087,699.23 $ 7,087,699.23 POOL 7,087,699.23 48.24% 7,087,699.23 48.18% Money Market Mutual Fund Bank of New York n/a Continuous 0.010% 4,105,472.26 4,105,472.26 SWEEP 4,105,472.26 27.94% 4,105,472.26 27.91% Federal Home Loan Bank Union Banc 12/24/09 12/24/13 2.550% 500,000.00 500,156.25 FHLB Federal Home Loan Bank E.J. De La Rosa 05/27/10 05/27/15 1.000% 1,000,000.00 1,000,312.50 FHLB 1,500,000.00 10.21% 1,500,468.75 10.20% Federal Home Loan Mortgage E.J. De La Rosa 05/18/10 05/18/15 3.000% 1,000,000.00 1,009,020.00 FHLMC 1,000,000.00 6.81% 1,009,020.00 6.86% Federal National Mortgage Assn E.J. De La Rosa 03/30/10 12/30/13 2.250% 1,000,000.00 1,009,375.00 FNMA 1,000,000.00 6.81% 1,009,375.00 6.86% Total Investments $ 14,693,171.49 100.00% $ 14,712,035.24 100.00% —Represents the LAIF daily rate at 6/30/10 • i • • Broker /Dealer Local Agency Investment Fund Bank of New York Union Banc E.J. De La Rosa E.J. De La Rosa E.J. De La Rosa Total Investment Portfolio Total Portfolio Weighted Avg Interest Rate Weighted Avg Yield to Maturity Weighted Avg Days to Maturity Investment Type Pool Sweep FHLB FNMA FHLM FHLB — Represents the LAIF daily rate at 6/30/10 COSTA MESA SANITARY DISTRICT Investment Portfolio as of June 30, 2010 Purchase Date 12/24/09 03/30/10 05/18/10 05/27/10 0.497% 0.498% 131 Days Maturity Date 12/24/13 12/30/13 05/18/15 05/27/15 Days to Ma_ turity 1 1 1,273 1,279 1,783 1,792 0.36 Years Coupon Yield to Investment Rate Maturit Cost 0.528% 0.528% $ 7,087,699.23 0.010% 0.010% 4,105,472.26 2.550% 2.560% 500,000.00 2.250% 2.250% 1,000,000.00 3.000% 3.000% 1,000,000.00 1.000% 6.000% 1,000,000.00 $ 14,693,171.49 COSTA MESA SANITARY DISTRICT For all Maturities with Market Values as of June 30, 2010 Purchase Maturity Intuition Investment Accrued Coupon Investment Date Date Broker /Dealer Type Par Rate Cost n/a Continuous LAIF POOL $ 7,087,699.23 0.528% 7,087,699.23 n/a Continuous Bank of New York SWEEP 4,105,472.26 0.010% 4,105,472.26 12/24/09 06/24/13 Union Banc FHLB 500,000.00 2.550% 500,000.00 03/30/10 12/30/13 E.J. De La Rosa FNMA 1,000,000.00 2.250% 1,000,000.00 05/18/10 05/18/15 E.J. De La Rosa FHLMC 1,000,000.00 3.000% 1,000,000.00 05/27/10 05/27/15 E.J. De La Rosa FHLB 1,000,000.00 1.000% 1,000,000.00 Total Investments $ 14,693,171.49 14,693,171.49 'Represents the LAIF daily rate at 6/30/10 10 • Net Market Accrued Gain /(Loss) Value Interest If Sold 7,087,699.23 - 4,105,472.26 - - 500,156.25 247.92 156.25 1,009,375.00 62.50 9,375.00 1,009,020.00 3,583.33 9,020.00 1,000,312.50 - 312.50 14,712,035.24 3,893.75 18,863.75 • COSTA MESA SANITARY DISTRICT Call Schedule as of June 30, 2010 Type of Purchase Maturity Coupon Investment Investment Date Date Rate Par Value Cost Call Features FHLB 12/24/09 12/24/13 2.550% 500,000.00 500,000.00 Callable 6/24/10 and anytime after w/5 days notice. FNMA 03/30/10 12/30/13 2.250% 1,000,000.00 1,000,000.00 Callable 12/30/10 w /10 days notice FHLMC 05/18/10 05/18/15 3.000% 1,000,000.00 1,000,000.00 Callable 11/18/10 w/5 days notice, thenafter 2,5,8,11 FHLB 05/27/10 05/27/15 1.000% 1,000,000.00 1,000,000.00 Callable 8/27/10 w/5 days notice, thenafter 2,5,8,11 $ 3,500,000.00 3,500,000.00 11 6 5 4 3 2 E is COSTA MESA SANITARY DISTRICT - MATURITIES DISTRIBUTION as of June 30, 2010 1 -180 181 - 1 -2 2 -3 3 -4 4 -5 Days 365 Years Years Years Years Days 12 0 CJ Cost In Thousands 1 - 180 Days $ 11,193 181 - 365 Days - 1 - 2 Years - 2 - 3 Years - 3 - 4 Years 1,500 4 - 5 Years 2,000 TOTAL $ 14,693 CJ Costa Mesa Sanitary District Yield Curve Data as of June 30, 2010 3.00% 2.50% 2.00% 1.50% 1.00% 0.50% 0.00% - R I � e � e z0 e \ Q �p \Z 010 p � \Q \Q N 010 A\` 4' J \ qP ,6 45 \ 4' 4� e �e p 4,gf 13 F_-_3 month T-Bill 6 month T-Bill 2 year T-Note 3 year T-Note 5 year T-Note CMSD-monthly -LAIF-monthly OC Pool-monthly 'III �� '�-!S_ � �_. o ...,!� , .,�, � t7l. I `[+, ... �.. ..,v,!,,,,M. ...;:� - >%t' :Y,:: ,,•.i«..YY.I. ?`0�x�`� , '�,�. Y^T'r.bl pig �° "'1"`..»r 10� 0.00% - R I � e � e z0 e \ Q �p \Z 010 p � \Q \Q N 010 A\` 4' J \ qP ,6 45 \ 4' 4� e �e p 4,gf 13 F_-_3 month T-Bill 6 month T-Bill 2 year T-Note 3 year T-Note 5 year T-Note CMSD-monthly -LAIF-monthly OC Pool-monthly 'r • • Meeting Date I Item Number 1 07/22/10 I VI. D. 3. —� COSTA MESA SANITARY DISTRICT Warrant Resolution No. CMSD 2011 -1 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 $632,206.61 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 her own records. PASSED AND ADOPTED this 22nd day of. July 2010. ATTEST: Secretary STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss COSTA MESA SANITARY DISTRICT ) President I, JOAN REVAK, Clerk of the Costa Mesa Sanitary District, hereby certify that the foregoing Warrant Resolution No. CMSD 2011 -1 was duly adopted by the Costa Mesa Sanitary District at a regular meeting held on the 22nd day of July 2010. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Seal of the Costa Mesa Sanitary District on this 22nd day of July 2010. Clerk of the Costa Mesa Sanitary District Accounts Payable Checks for Approval User: skallab Printed: 07/07/2010 - 2:51 PM COST A MESA s ITX RT (DIsTRICT . _ . an Independent Speciarf oistrkt Check Number Check Date Fund Name Account Name Vendor Name Void Amount 0 06/02/2010 Liquid Waste Fund Federal Withholding Taxes Internal Revenue Service 209.42 0 06/02/2010 Liquid Waste Fund FICA - Employee Internal Revenue Service 383.65 0 06/02/2010 Liquid Waste Fund FICA - Employee Internal Revenue Service 383.65 0 06/02/2010 Liquid Waste Fund Medicare - Employee Internal Revenue Service 89.74 0 06/02/2010 Liquid Waste Fund Medicare - Employee Internal Revenue Service 89.74 Check Total: 1,156.20 0 06/02/2010 Liquid Waste Fund Federal Withholding Taxes Internal Revenue Service 5,182.93 0 06/02/2010 Liquid Waste Fund FICA - Employee Internal Revenue Service 51.89 0 06/02/2010 Liquid Waste Fund FICA - Employee Internal Revenue Service 51.89 0 06/02/2010 Liquid Waste Fund Medicare - Employee Internal Revenue Service 573.77 0 06/02/2010 Liquid Waste Fund Medicare - Employee Internal Revenue Service 445.74 0 06/02/2010 Liquid Waste Fund Medicare - Employee Internal Revenue Service 128.03 Check Total: 6,434.25 0 06/02/2010 Liquid Waste Fund State Withholding Taxes State of Cal Emp Dev Dept 1,881.39 Check Total: 1,881.39 0 06/02/2010 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 131.98 0 06/02/2010 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 36.26 0 06/02/2010 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 237.66 0 06/02/2010 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 65.30 0 06/02/2010 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 1,885.44 0 06/02/2010 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 3,395.16 0 06/02/2010 Liquid Waste Fund PERS Survivor Benefit Cal Pers Employee Ret System 11.16 0 06/02/2010 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 517.99 0 06/02/2010 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 932.75 AP - Chq&r Approval ( 07/07/2010 - 2:51 PM ) 0 age 1 Check Obber Check Date Fund Name Account Name* Vendor Name Void Amount Check Total: 382.89 0 06/25/2010 Liquid Waste Fund Federal Withholding Taxes Check Total: 7,213.70 0 06/03/2010 Liquid Waste Fund PERS Medical Cal PERS Internal Revenue Service 5,817.17 0 06/03/2010 Solid Waste Fund Benefits Admin Costs Cal PERS Internal Revenue Service 2.50 0 06/03/2010 Liquid Waste'Fund Benefits Admin Costs Cal PERS Internal Revenue Service 22.51 Check Total: 5,842.18 0 06/16/2010 Liquid Waste Fund Federal Withholding Taxes Internal Revenue Service 5,626.78 0 06/16/2010 Liquid Waste Fund FICA - Employee Internal Revenue Service 53.13 0 06/16/2010 Liquid Waste Fund FICA - Employee Internal Revenue Service 53.13 0 06/16/2010 Liquid Waste Fund Medicare - Employee Internal Revenue Service 593.24 0 06/16/2010 Liquid Waste Fund Medicare - Employee Internal Revenue Service 471.66 0 06/16/2010 Liquid Waste Fund Medicare - Employee Internal Revenue Service 121.58 Check Total: 6,919.52 0 06/16/2010 Liquid Waste Fund State Withholding Taxes State of Cal Emp Dev Dept 2,038.89 Check Total: 2;038.89 0 06/16/2010 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 131.14 0 06/16/2010 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 36.26 0 06/16/2010 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 236.14 0 06/16/2010 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 65.30 0 06/16/2010 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System .1,873.34 0 06/16/2010 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 3,373.37 0 06/16/2010 Liquid Waste Fund PERS Survivor Benefit Cal Pers Employee Ret System 11.16 0 06/16/2010 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 517.99 0 06/16/2010 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 932.75 0 06/16/2010 Liquid Waste Fund PERS - Employer Cal Pers Employee Ret System -0.01 Check Total: 7,177.44 0 06/15/2010 Solid Waste Fund Investment Earnings Bank of America 382.89 Check Total: 382.89 0 06/25/2010 Liquid Waste Fund Federal Withholding Taxes Internal Revenue Service 157.57 0 06/25/2010 Liquid Waste Fund FICA - Employee Internal Revenue Service 342.55 0 06/25/2010 Liquid Waste Fund FICA - Employee Internal Revenue Service 342.55 0 06/25/2010 Liquid Waste Fund Medicare - Employee Internal Revenue Service 80.12 AP - Checks for Approval ( 07/07/2010 - 2:51 PM ) Page 2 Check Number Check Date Fund Name Account Name Vendor Name Void Amount 0 0 06/25/2010 06/25/2010 Liquid Waste Fund Liquid Waste Fund Medicare - Employee Medicare - Employer Internal Revenue Service Internal Revenue Service 80.12 3.38 Check Total: 1,006.29 0 06/25/2010 Solid Waste Fund Equipment Maintenance Automatic Data Processing, Inc 5.45 0 06/25/2010 Liquid Waste Fund Equipment Maintenance Automatic Data Processing, Inc 49.05 Check Total: 54.50 0 06/30/2010 Liquid Waste Fund Federal Withholding Taxes Internal Revenue Service 8,184.58 0 06/30/2010 Liquid Waste Fund FICA - Employee Internal Revenue Service 51.89 0 06/30/2010 Liquid Waste Fund FICA - Employee Internal Revenue Service 51.89 0 06/30/2010 Liquid Waste Fund Medicare - Employee Internal Revenue Service 748.22 0 06/30/2010 Liquid Waste Fund Medicare - Employee Internal Revenue Service 575.02 0 06/30/2010 Liquid Waste Fund Medicare - Employee Internal Revenue Service 173.20 Check Total: 9,784.80 0 06130/2010 Liquid Waste Fund State Withholding Taxes State of Cal Emp Dev Dept 3.115.22 Check Total: 3,115.22 0 06/30/2010 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 133.08 0 06/30/2010 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 36.26 0 06/30/2010 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 239.65 0 06/30/2010 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 65.30 0 06/30/2010 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 1,901.15 0 06/30/2010 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 3,423.43 0 06/30/2010 Liquid Waste Fund PERS Survivor Benefit Cal Pers Employee Ret System 11.16 0 06/30/2010 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 517.99 0 06/30/2010 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 932.75 0 06/30/2010 Liquid Waste Fund PERS - Employer Cal Pers Employee Ret System -0.02 Check Total: 7,260.75 7448 06/04/2010 Solid Waste Fund Building Maintenance 949 Storage 16.00 7448 06/04/2010 Liquid Waste Fund Building Maintenance 949 Storage 144.00 Check Total: 160.00 7449 06/04/2010 Liquid Waste Fund Employee Insurance AFLAC 706.78 AP - Ch *r Approval ( 07/07/2010 - 2:51 PM) Page 3 r Check Ober Check Date Fund Name Account Namle Vendor Name Voile Amount AP - Checks for Approval ( 07/07/2010 - 2:51 PM) Page 4 Check Total: 706.78 7450 06/04/2010 Liquid Waste Fund Sewer Lateral Program 4186 Andrew McNeil 800.00 Check Total: 800.00 7451 06/04/2010 Solid Waste Fund Office Supplies Ariel Supply 82.61 7451 06/04/2010 Liquid Waste Fund Office Supplies Ariel Supply 743.46 Check Total: 826.07 7452 06/04/2010 Liquid Waste Fund Building Maintenance Bay Alarm 129.60 7452 06/04/2010 Solid Waste Fund Building Maintenance Bay Alarm 14.40 7452 06/04/2010 Solid Waste Fund Building Maintenance Bay Alarm 12.86 7452 06/04/2010 Liquid Waste Fund Building Maintenance Bay Alarm 114.87 Check Total: 271.73 7453 06/04/2010 Liquid Waste Fund Sewer Lateral Program # 186 Betty Kraus 1,700.00 Check Total: 1,700.00 7454 06/04/2010 Solid Waste Fund Professional Services BHI Management Consulting 50.54 7454 06/04/2010 Liquid Waste Fund Professional Services BHI Management Consulting 454.86 Check Total: 505.40 7455 06/04/2010 Solid Waste Fund Investment Earnings Bank of America 15.00 7455 06/04/2010 Solid Waste Fund Staff Development Bank of America 27.32 7455 06/04/2010 Liquid Waste Fund Staff Development Bank of America 245.80 7455 06/04/2010 Solid Waste Fund Travel/Meals/Lodging Bank of America 1.88 7455 06/04/2010 Liquid Waste Fund Travel/Meals/Lodging Bank of America 16.90 7455 06/04/2010 Solid Waste Fund Building Maintenance Bank of America 738 7455 06/04/2010 Liquid Waste Fund Building Maintenance Bank of America 66.37 7455 06/04/2010 Solid Waste Fund Educational Tours Bank of America 16.13 7455 06/04/2010 Solid Waste Fund Travel/Meals/Lodging Bank of America 24.74 7455 06/04/2010 Liquid Waste Fund Travel/Meals/Lodging Bank of America 222.62 7455 06/04/2010 Solid Waste Fund Travel/Meals/Lodging Bank of America .24.74 7455 06/04/2010 Liquid Waste Fund Travel/Meals/Lodging Bank of America 222.62 7455 06/04/2010 Solid Waste Fund Staff Development Bank of America 24.74 7455 06/04/2010 Liquid Waste Fund Staff Development Bank of America .222.62 7455 06/04/2010 Facilities Revolving Fund District Yard Bank of America 26.26 AP - Checks for Approval ( 07/07/2010 - 2:51 PM) Page 4 Check Number Check Date Fund Name Account Name Vendor Name Void Amount 7455 06/04/2010 Solid Waste Fund Travel/Meals/Lodging Bank of America 21.04 7455 06/04/2010 Liquid Waste Fund Travel/Meals/Lodging Bank of America 189.36 7455 06/04/2010 Liquid Waste Fund Postage Bank of America 26.31 7455 06/04/2010 Solid Waste Fund Public Info/Ed /Community Promo Bank of America 11.97 7455 06/04/2010 Liquid Waste Fund Public Info/Ed /Community Promo Bank of America 107.66 7455 06/04/2010 Liquid Waste Fund Public Info /Ed /Community Promo Bank of America 107.66 7455 06/04/2010 Solid Waste Fund Public Info /Ed /Community Promo Bank of America 11.97 7455 06/04/2010 Solid Waste Fund Public Info/Ed /Community Promo Bank of America 11.20 7455 06/04/2010 Liquid Waste Fund Public Info/Ed /Community Promo Bank of America 100.81 7455 06/04/2010 Solid Waste Fund Building Maintenance Bank of America 2.76 7455 06/04/2010 Liquid Waste Fund Building Maintenance Bank of America 24.82 7455 06/04/2010 Liquid Waste Fund Travel/Meals/Lodging Bank of America 34.63 7455 06/04/2010 Solid Waste Fund Travel/Meals/Lodging Bank of America 3.85 7455 06/04/2010 Solid Waste Fund Travel /Meals/Lodging Bank of America 2.69 7455 06/04/2010 Liquid Waste Fund Travel/Meals/Lodging Bank of America 24.26 7455 06/04/2010 Liquid Waste Fund Sewer Maint- Equipment Maint Bank of America 71.34 7455 06/04/2010 Liquid Waste Fund Sewer Maint- Equipment Maint Bank of America 105.16 7455 06/04/2010 Liquid Waste Fund Sewer Maint- Equipment Maint Bank of America 205.90 7455 06/04/2010 Liquid Waste Fund Sewer Maint- Equipment Maint Bank of America 75.91 7455 06/04/2010 Liquid Waste Fund Sewer Maint- Equipment Maint Bank of America 7.59 7455 06/04/2010 Liquid Waste Fund Sewer Maint- Equipment Maint Bank of America 121.31 7455 06/04/2010 Liquid Waste Fund Sewer Maint- Equipment Maint Bank of America 100.48 7455 06/04/2010 Liquid Waste Fund Sewer Maint- Material /Supplies Bank of America 162.78 7455 06/04/2010 Liquid Waste Fund Public Info /Ed /Community Promo Bank of America 33.15 7455 06/04/2010 Solid Waste Fund Staff Development Bank of America 5.44 7455 06/04/2010 Liquid Waste Fund Staff Development Bank of America 48.94 7455 06/04/2010 Solid Waste Fund Staff Development Bank of America 3.20 7455 06/04/2010 Liquid Waste Fund Staff Development Bank of America 28.80 7455 06/04/2010 Solid Waste Fund Staff Development Bank of America 8.63 7455 06/04/2010 Liquid Waste Fund Staff Development Bank of America 77.66 7455 06/04/2010 Solid Waste Fund Staff Development Bank of America 4.40 7455 06/04/2010 Liquid Waste Fund Staff Development Bank of America 39.60 7455 06/04/2010 Solid Waste Fund Staff Development Bank of America 29.91 7455 06/04/2010 Liquid Waste Fund Staff Development Bank of America 269.15 7455 06/04/2010 Liquid Waste Fund Public Info/Ed /Community Promo Bank of America 7.50 7455 06/04/2010 Solid Waste Fund Equipment Maintenance Bank of America 1.09 7455 06/04/2010 Liquid Waste Fund Equipment Maintenance Bank of America 9.77 7455 06/04/2010 Solid Waste Fund Office Supplies Bank of America 1.09 7455 06/04/2010 Liquid Waste Fund Office Supplies Bank of America 9.77 7455 06/04/2010 Solid Waste Fund Recycling Grant AB 939 Bank of America 149.85 7455 06/04/2010 Solid Waste Fund Equipment Maintenance Bank of America 86.44 7455 06/04/2010 Liquid Waste Fund Equipment Maintenance Bank of America 777.94 7455 06/04/2010 Solid Waste Fund Recycling Grant AB 939 Bank of America 91.22 7455 06/04/2010 Solid Waste Fund Office Supplies Bank of America 5.38 7455 06/04/2010 Liquid Waste Fund Office Supplies Bank of America 48.42 AP - Ch*r Approval ( 07/07/2010 - 2:51 PM ) 10 age 5 Check itber Check Date Fund Name Account Name* Vendor Name Vois Amount Check Total: 4,433.93 7456 06/04/2010 Solid Waste Fund Legal Services Alan R. Burns 633.50 7456 06/04/2010 Liquid Waste Fund Legal Services Alan R. Burns 1,176.50 7456 06/04/2010 Liquid Waste Fund Legal Services Alan R. Burns 2,552.10 7456 06/04/2010 Solid Waste Fund Legal Services Alan R. Burns 289.60 7456 06/04/2010 Solid Waste Fund Legal Services Alan R. Burns 120.36 7456 06/04/2010 Liquid Waste Fund Legal Services Alan R. Bums 223.54 7456 06/04/2010 Liquid Waste Fund Legal Services Alan R. Bums 687.80 Check Total: 5,683.40 7457 06/04/2010 Solid Waste Fund Fiscal Services CBIZ ATA Orange County LLC 819.00 7457 06/04/2010 Liquid Waste Fund Fiscal Services CBIZ ATA Orange County LLC 1,521.00 Check Total: 2,340.00 7458 06/04/2010 Solid Waste Fund Public Info/Ed /Community Promo City of Costa Mesa 25.00 7458 06/04/2010 Liquid Waste Fund Public Info/Ed /Community Promo City of Costa Mesa 225.00 Check Total: 250.00 7459 06/04/2010 Solid Waste Fund Recycling/Disposal CR Transfer, Inc. 158,040.17 7459 06/04/2010 Solid Waste Fund Recycling/Disposal CR Transfer, Inc. 9,919.18 Check Total: 167,959.35 7460 06/04/2010 Solid Waste Fund Household Hazardous Waste Curbside, Inc. 113.00 7460 06/04/2010 Solid Waste Fund Sharps Program Curbside, Inc. 95.00 7460 06/04/2010 Solid Waste Fund Household Hazardous Waste Curbside, Inc. 99.00 7460 06/04/2010 Solid Waste Fund Household Hazardous Waste Curbside, Inc. 75.00 7460 06/04/2010 Solid Waste Fund Household Hazardous Waste Curbside, Inc. -25.00 7460 06/04/2010 Solid Waste Fund Sharps Program Curbside, Inc. 100.00 7460 06/04/2010 Solid Waste Fund Household Hazardous Waste Curbside, Inc. 31.50 7460 06/04/2010 Solid Waste Fund Household Hazardous Waste Curbside, Inc. 100.00 7460 06/04/2010 Solid Waste Fund Household Hazardous Waste Curbside, Inc. -25.00 Check Total: 563.50 7461 06/04/2010 Solid Waste Fund Travel/Meals/Lodging Jim Ferryman 4.55 7461 06/04/2010 Liquid Waste Fund Travel/Meals/Lodging Jim Ferryman 40.95 AP - Checks for Approval ( 07/07/2010 - 2:51 PM) Page 6 Check Number Check Date Fund Name Account Name Vendor Name Void Amount Check Total: 45.50 7462 06/04/2010 Solid Waste Fund Gas - Building The Gas Company 2.84 7462 06/04/2010 Liquid Waste Fund Gas - Building The Gas Company 25.58 Check Total: 28.42 7463 06/04/2010 Liquid Waste Fund Engineering /Architectual Sery Robin B. Hamers & Assoc., Inc. 1,400.00 7463 06/04/2010 Liquid Waste Fund Engineering/Architectual Sery Robin B. Hamers & Assoc., Inc. 3,232.75 7463 06/04/2010 Liquid Waste Fund GIS System #188 Contr Svc Robin B. Hamers & Assoc., Inc. 434.25 7463 06/04/2010 Liquid Waste Fund Plan Ck/Inspection- Inside Robin B. Hamers & Assoc., Inc. 386.00 7463 06/04/2010 Liquid Waste Fund Plan Ck/Inspection- Inside Robin B. Hamers & Assoc., Inc. 11,432.63 7463 06/04/2010 Liquid Waste Fund Plan Ck/Inspection- Outside Robin B. Hamers & Assoc., Inc. 723.75 7463 06/04/2010 Liquid Waste Fund Plan Ck/Inspection- Outside Robin B. Hamers & Assoc., Inc. 1,096.50 7463 06/04/2010 Liquid Waste Fund Plan Ck/Inspection -Swr Lateral Robin B. Hamers & Assoc.; Inc. 1,354.50 7463 06/04/2010 Liquid Waste Fund Bristol St Pump- Contract Labor Robin B. Hamers & Assoc., Inc. 722.50 7463 06/04/2010 Liquid Waste Fund Bristol St Pump- Contract Labor Robin B. Hamers & Assoc., Inc. 32.25 7463 06/04/2010 Liquid Waste Fund Systm Wide Swr Rcnstruct. # 183 Robin B. Hamers & Assoc., Inc. 680.00 7463 06/04/2010 Facilities Revolving Fund District Yard Robin B. Hamers & Assoc., Inc. 840.00 7463 06/04/2010 Liquid Waste Fund Rehab of (6)Swrs Transfrd #189 Robin B. Hamers & Assoc., Inc. 3,570.50 Check Total: 25,905.63 7464 06/04/2010 Solid Waste Fund Postage MailFinance Inc. 7.72 7464 06/04/2010 Liquid Waste Fund Postage MailFinance Inc. 69.49 Check Total: 77.21 7465 06/04/2010 Facilities Revolving Fund District Yard Howard S. Wright Constructors 288,977.04 Check Total: 288,977.04 7466 06/04/2010 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 2,425.86 7466 06/04/2010 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 855.00 Check Total: 3,280.86 7467 06/04/2010 Liquid Waste Fund Sewer Lateral Program #186 Lee McCullough 1,800.00 Check Total: 1,800.00 7468 06/04/2010 Solid Waste Fund Public Info /Ed/Community Promo Eric Longabardi 25.00 Oag e 7 AP - Chq&r Approval( 07/07/2010 - 2:51 PM) . Check Number Check Date Fund Name Account Name Vendor Name Void* Amount Check Total: 25.00 7469 06/04/2010 Liquid Waste Fund Sewer Lateral Program # 186 Lydia Lake 150.00 Check Total: 150.00 7470 06/04/2010. Solid Waste Fund Public Info/Ed /Community Promo Tonia Manchester 25.00 Check Total: 25.00 7471 06/04/2010 Liquid Waste Fund Sewer Maint- Water Pumps Mesa Consolidated Water Dist 18.60 7471 06/04/2010 Liquid Waste Fund Sewer Maint- Water Pumps Mesa Consolidated Water Dist 23.80 7471 06/04/2010 Liquid Waste Fund Sewer Maint- Water Pumps Mesa Consolidated Water Dist 23.80 Check Total: 66.20 7472 06/04/2010 Solid Waste Fund Public Info /Ed /Community Promo Maria Mendez 25.00 Check Total: 25.00 7473 06/04/2010 Solid Waste Fund Other Reimbursements Jack Morrison 20.00 Check Total: 20.00 7474 06/04/2010 Facilities Revolving Fund District Yard Newport Business Interiors Inc 15,367.20 0.00 Check Total: 0.00 7475 06/04/2010 Liquid Waste Fund Sewer Maint- Equipment Maint NEXTRUK, INC. 320.16 7475 06/04/2010 Liquid Waste Fund Sewer Maint- Equipment Maint NEXTRUK, INC. 839.84 Check Total: 1,160.00 7476 06/04/2010 Liquid Waste Fund Sewer Maint- Equipment Maint Orange Coast Electric 3,585.00 7476 06/04/2010 Liquid Waste Fund Sewer Maint- Equipment Maint Orange Coast Electric 325.00 Check Total: 3,910.00 7477 06/04/2010 Liquid Waste Fund Due to OCSD , Orange County Sanitation Distr 2,533.65 AP -. Checks for Approval ( 07/07/2010 - 2:51 PM) Page 8 Check Number Check Date Fund Name Account Name Vendor Name Void Amount Check Total: 2,533.65 7478 06/04/2010 Solid Waste Fund Office Supplies Office Depot 2.10 7478 06/04/2010 Liquid Waste Fund Office Supplies Office Depot 18.90 7478 06/04/2010 Solid Waste Fund Office Supplies Office Depot 12.55 7478 06/04/2010 Liquid Waste Fund Office Supplies Office Depot 112.90 7478 06/04/2010 Solid Waste Fund Office Supplies Office Depot 2.05 7478 06/04/2010 Liquid Waste Fund Office Supplies Office Depot 18.46 7478 06/04/2010 Solid Waste Fund Office Supplies Office Depot 3.95 7478 06/04/2010 Liquid Waste Fund Office Supplies Office Depot 35.53 Check Total: 206.44 7479 06/04/2010 Solid Waste Fund Travel/Meals/Lodging Bob Ooten 0.40 7479 06/04/2010 Liquid Waste Fund Travel/Meals/Lodging Bob Ooten 3.60 Check Total: 4.00 7480 06/04/2010 Solid Waste Fund Building Maintenance Pacific Building Care, Inc. 45.38 7480 06/04/2010 Liquid Waste Fund Building Maintenance Pacific Building Care, Inc. 408.37 Check Total: 453.75 7481 06/04/2010 Liquid Waste Fund Sewer Lateral Program # 186 Richard Jensen 1,800.00 Check Total: 1,800.00 7482 06/04/2010 Liquid Waste Fund Sewer Maint- Travel/Meals SARBS - CWEA 95.00 7482 06/04/2010 Liquid Waste Fund Sewer Maint -Staff Development SARBS - CWEA 140.00 Check Total: 235.00 7483 06/04/2010 Liquid Waste Fund Sewer Maint- Electric Pumps Southern California Edison 254.01 7483 06/04/2010 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 207.27 7483 06/04/2010 Liquid Waste Fund Sewer Maint- Electric Pumps Southern California Edison 311.46 7483 06/04/2010 Liquid Waste Fund Sewer Maint- Electric Pumps Southern California Edison 77.83 7483 06/04/2010 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 36.87 7483 06/04/2010 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 69.20 7483 06/04/2010 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 314.83 7483 06/04/2010 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 314.84 7483 06/04/2010 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 675.71 7483 06/04/2010 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 82.47 AP - Ch *r Approval ( 07/07/2010 - 2:51 PM ) 0 0age 9 Check Number Check Date Fund Name Account Name* Vendor Name Vois Amount 7483 06/04/2010 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 87.62 7483 06104/2010 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 140.30 7483 06/04/2010 Liquid Waste Fund Sewer Maint- Electric Pumps Southern California Edison 53.42 7483 06/04/2010 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 388.37 7483 06/04/2010 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 314.91 7483 06/04/2010 Liquid Waste Fund Sewer Maint- Electric Pumps Southern California Edison 61.82 7483 06/04/2010 Liquid Waste Fund Sewer Maint- Electric Pumps Southern California Edison 272.68 7483 06/04/2010 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 902.82 7483 06/04/2010 Solid Waste Fund Electric - Building Southern California Edison 57.73 7483 06/04/2010 Liquid Waste Fund Electric - Building Southern California Edison 519.57 Check Total: 5,143.73 7484 06/04/2010 Solid Waste Fund Office Supplies Arlene Schafer 5.22 7484 06/04/2010 Liquid Waste Fund Office Supplies Arlene Schafer 46.96 7484. 06/04/2010 Solid Waste Fund Travel/Meals/Lodging Arlene Schafer 2.30 7484 06/04/2010 Liquid Waste Fund Travel/Meals/Lodging Arlene Schafer 20.70 Check Total: 75.18 7485 06/04/2010 Liquid Waste Fund Life /AD &D Insurance Spec Dist Risk Mgt Authority 165.22 7485 06/04/2010 Liquid Waste Fund Dental Insurance Spec Dist Risk Mgt Authority 672.72 7485 06/04/2010 Liquid Waste Fund Long -Term Disability Spec Dist Risk Mgt Authority 329.76 7485 06/04/2010 Solid Waste Fund Benefits Admin Costs Spec Dist Risk Mgt Authority 3.28 7485 06/04/2010 Liquid Waste Fund Benefits Admin Costs Spec Dist Risk Mgt Authority 29.50 7485 06/04 /2010 Liquid Waste Fund Vision Insurance Spec Dist Risk Mgt Authority 29.36 Check Total: 1,229.84 7486 06/04/2010 Solid Waste Fund Sharps Program Stericycle 393.48 7486 06/04/2010 Solid Waste Fund Sharps Program Stericycle 267.34 Check Total: 660.82 7487 06/04/2010 Liquid Waste Fund Systm Wide Swr Rcnstruct. #183 Traffic Control Engineering, l 5,500.00 Check Total: 5,500.00 7488 06/04/2010 Solid Waste Fund Building Maintenance Trimco Landscape 11.40 7488 06/04/2010 Liquid Waste Fund Building Maintenance Trimco Landscape 102.60 Check Total: 114.00 AP - Checks for Approval ( 07/07/2010 - 2:51 PM) Page 10 Check Number Check Date Fund Name Account Name Vendor Name Void Amount 7489 06104/2010 Liquid Waste Fund Deferred Compensation - 457 VantagePoint Transfer Agents 1,030.00 Check Total: 1,030.00 7490 06/04/2010 Liquid Waste Fund Deferred Medical -RHS- Employee VantagePoint Transfer Agents 335.12 7490 06/04/2010 Liquid Waste Fund Deferred Medical -RHS- Employee VantagePoint Transfer Agents 261.12 7490 06/04/2010 Liquid Waste Fund Deferred Medical -RHS- Employee VantagePoint Transfer Agents 74.00 Check Total: 670.24 7491 06/04/2010 Solid Waste Fund 7492 06/18/2010 Solid Waste Fund 7492 06/18/2010 Liquid Waste Fund 7493 06/18/2010 Solid Waste Fund 7493 06/18/2010 Liquid Waste Fund 7494 06/18/2010 Liquid Waste Fund 7495 06/18/2010 Solid Waste Fund 7496 06/18/2010 Liquid Waste Fund 7497 06/18/2010 Liquid Waste Fund Public Info/Ed /Community Promo Vicky Wiekamp Office Supplies Office Supplies Telephone Telephone Sewer Lateral Program # 186 Anti- scavenging Ariel Supply Ariel Supply AT &T AT &T Charles Mooney CR &R Incorporated Sewer Maint -Pump Stn Contract C &R Drains Inc. Sewer Lateral Program # 186 W. Douglas Stewart Check Total: Check Total: Check Total: Check Total: Check Total: Check Total: Check Total: 25.00 25.00 11 Al 102.72 114.13 6.56 59.02 65.58 1,800.00 1,800.00 4,034.04 4,034.04 132.00 132.00 318.75 318.75 7498 06/18/2010 Facilities Revolving Fund District Yard Eagle Aerial Imaging 1,669.51 AP - Ch #r Approval ( 07/07/2010 - 2:51 PM) age 11 Check Number Check Date Fund Name Account Name* Vendor Name Vois Amount Check Total: 1,669.51 7499 06/18/2010 Liquid Waste Fund Sewer Maint -FOG Prog Contract Environmental Engr & Cont, Inc 7,465.50 Check Total: 7,465.50 7500 06/18/2010 Solid Waste Fund Building Maintenance F.M. Thomas Air Condittioning, 15.30 7500 06/18/2010 Liquid Waste Fund Building Maintenance F.M. Thomas Air Condittioning, 137.70 Check Total: 153.00 7501 06/18/2010 Liquid Waste Fund Sewer Maint - Material /Supplies Golden Bell Products, Inc. 1,495.31 Check Total: 1,495.31 7502 06/18/2010 Liquid Waste Fund Sewer Maint- Water Pumps Irvine Ranch Water District 7.75 7502 06/18/2010 Liquid Waste Fund Sewer Maint- Water Pumps Irvine Ranch Water District 7.75 Check Total: 15.50 7503 06/18/2010 Liquid Waste Fund Sewer Lateral Program #186 James Thomas 1,800.00 Check Total: 1,800.00 7504 06/18/2010 Liquid Waste Fund Sewer Maint -Small Tools/Eq Lifecom 65.00 Check Total: 65.00 7505 06/18/2010 Solid Waste Fund Building Maintenance The Lloyd Pest Control Co. Inc 7.00 7505 06/18/2010 Liquid Waste Fund Building Maintenance The Lloyd Pest Control Co. Inc 63.00 Check Total: 70.00 7506 06/18/2010 Liquid Waste Fund Sewer Maint- Water Pumps Mesa Consolidated Water Dist 16.00 Check Total: 16.00 7507 06/18/2010 Liquid Waste Fund Sewer Lateral Program #186 Mesa View Condo Association 812.63 Check Total: 812.63 AP - Checks for Approval ( 07/07/2010 - 2:51 PM) Page 12 Check Number Check Date Fund Name 7508 06/18/2010 Facilities Revolving Fund 7509 06/18/2010 Liquid Waste Fund 7509 06/18/2010 Liquid Waste Fund 7510 06/18/2010 Liquid Waste Fund 7511 06/18/2010 Liquid Waste Fund 7512 06/18/2010 Solid Waste Fund 7512 06/18/2010 Liquid Waste Fund 7512 06/18/2010 Solid Waste Fund 7512 06/18/2010 Liquid Waste Fund 7512 06/18/2010 Liquid Waste Fund 7512 06/18/2010 Solid Waste Fund 7512 06/18/2010 Liquid Waste Fund 7513 06/18/2010 Liquid Waste Fund 7514 06/18/2010 Liquid Waste Fund 7515 06/18/2010 Solid Waste Fund 7515 06/18/2010 Liquid Waste Fund Account Name Vendor Name District Yard Newport Business Interiors Inc Check Total: Sewer Maint- Equipment Maint NEXTRUK, INC. Sewer Maint- Equipment Maint NEXTRUK, INC. Check Total: Sewer Maint- Material /Supplies Orange County Hose Co. Check Total Sewer Maint -FOG Prog Contract Orange County Sanitation Distr Check Total Mileage Reimbursement CMSD Petty Cash Mileage Reimbursement CMSD Petty Cash Mileage Reimbursement CMSD Petty Cash Sewer Maint -Staff Development CMSD Petty Cash Public Info /Ed/Community Promo CMSD Petty Cash Mileage Reimbursement CMSD Petty Cash Mileage Reimbursement CMSD Petty Cash Check Total: Sewer Lateral Program # 186 Portsmouth Village HOA Sewer Maint- Electric Pumps Mileage Reimbursement Mileage Reimbursement Southern California Edison Ronald Shef Ronald Shef 7516 06/18/2010 Liquid Waste Fund Sewer Lateral Program #186 Thomas Morris Check Total: Check Total: Check Total: Void Amount 7,683.60 7,683.60 91.12 27.50 118.62 25.00 25.00 3,175.83 3,175.83 3.92 26.26 7.51 15.96 9.00 2.51 22.63 87.79 1,800.00 1,800.00 759.68 759.68 265.43 29.49 294.92 1,596.28 AP - Chf&r Approval ( 07/07/2010 - 2:51 PM) • age 13 Check Nu�fber Check Date Fund Name Account Name Vendor Name Void Amount Report Total: 632,206.61 AP - Checks for Approval ( 07/07/2010 - 2:51 PM) Page 14 Check Total: 1,596.28 7517 06/18/2010 Liquid Waste Fund Contract Services Underground Service AlerUSC 99.50 Check Total: 99.50 7518 06/18/2010 Liquid Waste Fund Deferred Compensation - 457 VantagePoint Transfer Agents 1,030.00 Check Total: 1,030.00 7519 06/18/2010 Liquid Waste Fund Deferred Medical -RHS- Employee VantagePoint Transfer Agents 260.21 7519 06/18/2010 Liquid Waste Fund Deferred Medical -RHS- Employee VantagePoint Transfer Agents 74.00 7519 06/18/2010 Liquid Waste Fund Deferred Medical -RHS- Employee VantagePoint Transfer Agents 334.21 Check Total: 668.42 7520 06/18/2010 Liquid Waste Fund Misc Swr W0164-Cont Svc Walters Wholesale Electric Co. 1,486.68 7520 06/18/2010 Liquid Waste Fund Misc Swr Wk #164 -Cont Svc Walters Wholesale Electric Co.. 1,327.20 7520 06/18/2010 Liquid Waste Fund Misc Swr Wk #164 -Cont Svc Walters Wholesale Electric Co. 111.88 1520 06/18/2010 Facilities Revolving Fund District Yard Walters Wholesale Electric Co. 218.89 7520 06/18/2010 Facilities Revolving Fund District Yard Walters Wholesale Electric Co. 29.68 Check Total: 3,174.33 7521 06/18/2010 Solid Waste Fund Other Reimbursements George Woolley 20.00 Check Total: 20.00 Report Total: 632,206.61 AP - Checks for Approval ( 07/07/2010 - 2:51 PM) Page 14 Costa Mesa Sanitary District Expense Reimbu"allent Form for Directors. ' Name: I. Attach all receipts. *Can be used for private auto as well as tab, limo and air fare. . _ t? � -. �b 5, / d :T ,�-�- �t —fit,% II. Calculation _ r j 1. miles at 50.0 cents per mile {0 (Cuwertt Rate) 2. Total meals 3. -6 days days attendance at $ 221.00 per day (per Board policy) 4. Meeting 5. Other Conference/Event: Location: Per Ordinance No. 55, "Board members shall provide brief reports on meetings attended at public expense at the next regular Board. meeting.." (Operations Code,, Section 3,01.6135 Total= $ . 3�.G • 0 d Significant points learned of benefit to the District and its ratepayers: O a m e <m p3 Director Signature ZI (rev. 1 /7/09) r PURPOSE OR OCCASION LOCATION 1 *Can be used for private auto as well as tab, limo and air fare. . _ t? � -. �b 5, / d :T ,�-�- �t —fit,% II. Calculation _ r j 1. miles at 50.0 cents per mile {0 (Cuwertt Rate) 2. Total meals 3. -6 days days attendance at $ 221.00 per day (per Board policy) 4. Meeting 5. Other Conference/Event: Location: Per Ordinance No. 55, "Board members shall provide brief reports on meetings attended at public expense at the next regular Board. meeting.." (Operations Code,, Section 3,01.6135 Total= $ . 3�.G • 0 d Significant points learned of benefit to the District and its ratepayers: O a m e <m p3 Director Signature ZI (rev. 1 /7/09) r Costa Mesa Sanitary District Expense Reimbursement Form for Directors Name: I. Attach all receipts. 'Can be used for private auto as well as taxi, Ilmo and air fare.. 4%0 1_ Oj_ , C_LV -Y\ -(D – I S.-1 Q ( Jr Il. Calculation _ ~ i r 1. Ad miles at 50.0 cents per mile � � _ f 0 (Current Rate) 2. Total meals 3. days attendance at $ 221.00 per day (per Board policy) 4. Meeting 5. Other Conference/Event: Location: Per Ordinance No. 55, "Board members shall provide brief reports on meetings attended at public expense at the next reguAar Board Greeting." (Operations. Corte,. Section 3,01.036), (rev.1 /1!09) 9 9 Total = $ 10 . Q U Significant points learned of benefit to the District and its ratepayers: r•. PURPOSE OR OCCASION wMarlau ME NO A - _ _ 'Can be used for private auto as well as taxi, Ilmo and air fare.. 4%0 1_ Oj_ , C_LV -Y\ -(D – I S.-1 Q ( Jr Il. Calculation _ ~ i r 1. Ad miles at 50.0 cents per mile � � _ f 0 (Current Rate) 2. Total meals 3. days attendance at $ 221.00 per day (per Board policy) 4. Meeting 5. Other Conference/Event: Location: Per Ordinance No. 55, "Board members shall provide brief reports on meetings attended at public expense at the next reguAar Board Greeting." (Operations. Corte,. Section 3,01.036), (rev.1 /1!09) 9 9 Total = $ 10 . Q U Significant points learned of benefit to the District and its ratepayers: r•. Costa M nitary District Expense Reimbu�nt Form for. Directors Name: Robert J. Ooten 'T", 20 1 I. Attach all receipts. P_j DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL° MEAL EXPENSE OTHER — !� (i U CV-0- vJ6L 9 a.t*,�L C M C o ., w�V to Itil I to ru CVj.$i ! ??o *^ N CIk SD cr '� LIV T- ! I (IC)bin ak CA %.an oe useu ror pwate aura as wen as iam, irmo arw air rare. 11. Calculation 1. miles at 50 cents per mile (Current Rate) 2. Total meals 3. (0 days attendance at $_L21.00 per day (cam eowd poW 4. Meeting o MA %MX tCX 5. Other Conference/Event: Location: Per Ordinance No. 55, "Board members shall provide brief reports on meetings attended at public expense at the next regular Board meeting." (Operations Code, Section 3.01.035) (rev. 2M) (v` —` Total = $ I �O Significant points learned of benefit to the District and its ratepayers: ►k,( o c F'0. I S4-e.- �D D r A 4 L I fk I_�► birector Signature: Costa Mesa Sanitary District Expense Reimbursement Form for Directors Name: Robert J. Ooten I. Attach all receipts. DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL* MEAL EXPENSE OTHER Co � l l b C- �, �r w��lt;�c C • �A • C o w..��Y -L.an oe usea Tor private auto as wen as taxi, wo ana air tare. II. Calculation 1. miles at 50 cents per mile (CunvM Rate) 2. Total meals 3. days attendance at $ 221.00 per day (cam 6owd Pam 4. Meeting C. "''I CX c� 5. Other Conference/Event: Location: Per Ordinance No. 55, "Board members shall provide brief reports on meetings attended at public expense at the next regular Board meeting." (Operations Code, Section 3.09.035) Zv °s Total = $ Significant points learned of benefit to the District and its ratepayers: Director Signature: i(_� _ (rr,. tioe) Costa Mes anitary District Expense Reimbursent Form for Directors Name:Gary Monahan I. Attach all receipts. f DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL* MEAL EXPENSE OTHER 6/21/10 CMSD Regular Board of Directors Meeting CMSD *Can be used for private auto as well as taxi, limo and air fare. II. Calculation 1. miles at 50.0 cents per mile (Current Rate) 2. Total meals 3. 1 days attendance at $ 221.00 per day (per Board policy) 4. Meeting 5. Other Conference/Event: Location: Per Ordinance No. 55, "Board members shall provide brief reports on meetings attended at public expense at the next regular Board meeting." (Operations Code, Section 3.01.035) 221.00 Total = $221.00 Significant points learned of benefit to the District and its ratepayers: Director Signature: (rev. 1/1/09) Costs Mesa Sa *y District .. Ex ense Reimbursement Form for Directors m Nome:,) rl f. Attach all receipts. { 0 jDA CWA& --z2SA DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL' MEAL EXPENSE OTHER - i -►v -can he used for private auto as well as taxi, Imo and alr fare. II. Calculation �? 1. miles at 50,0 Cents per mile A (Conant Ro*) z2. Total meals 3. days attendance at $ 221.00 per day L 1 Wr awrd policy) Q 4. Meeting Ln 5. Other LL! Confersnee/Event: Location: Per Ordinance No. SS,' Board members-shall provide brief N reports on meetings attended at public expense at the next regular Bowl. meeting." (Operations Coda,, Section. 3Z1.=)- N 1 z _D , `+ (rov,+nAel Total= $ 9 FI SignI scant points learned of benelit to the District and its ratepayers: Director Signet m 0 m to . 14 M Ln rn v �D m U� N 1 h Costa Mesa Sanitary District Ex ense Reimbursement Form for Directors in Name: a i_ Attach all receipts. Z� co co v t 0 IDA QVAK Ito 5-b- -Z2;:? DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL' MEAL EXPENSE OTHER v -►v -Can ue used for private auto as %yell as taxi, I)rno and a lr tare. ti II. Calculation 1. miles at 50.0 cents per mile O (Curnenr APIA) 2. Total meals 3. days attendance at $ 221.00 per day w {per Board policy) Q d. Meeting 0 5. Other M T LL Conference /Event: Location: m per Ordinance No. 55, "Board members shall provide brief m reports on meetings attended at public expense at the next regular Board meeting." (Operations Code,. Section 3- 41.035) m v _. z fraw. IAMB) c = $ '4.6 0 Total _ $ q• SO Significant points learned of benefit. to the Ristrict and its ratepayers. Director Signatu m 0 m 11 1 in CT) r7 m rn co N C_ C_ �D QI m C, N i z c r- i m m a a J J). 0 Q A D X Costa nitary District Expense Reimbursement Form for Directors Name: 1. Attach all receipts. DATE OF EVEW PURPOSE OR OCCAMN LOCATION TRAVEL' MEAL EXPENSE OTHER 2 r 4 R 'Can be used for private auto as well as taxi, lima and air fare. it.. Caicu"on Sa.a 1. miles at 38-ELaents per mile Arwa Ras) 2. Total meals 3. days attendance at $ 221.00 per day 4. Meeting 5. Other Conferonce/Event: Location: .� Per Ordinance No. 55, "Board members shall provide brief reports on meetings attended at public expense at the next regular Board meeting." (Operations Code, Section 3.01.035) ir., . Zoe) Total= $ T0.06 Significant prints learned of bemfit to the District and its ratepayers: Director Signature: m m N Q0 m N N a v m m A CJ1 m m m ke D m m 4- • Meeting Date Item Number 07/27110 1 VII. Joan Revak From: Susan Kline [kiineCklineschool.com] Sent: Wednesday, June 30, 2010 4:51 PM To: Joan Revak Cc: Butler, Sean; Rhodes, Christopher; Stuart, Todd; Odell, Shylda Subject: Phone Book Drive Attachments: Phone Books - Joan.jpg Hi. Joan! My thank you to the Sanitary District is long, long, long overdue. Your gift made it possible for us to buy a high definition digital camera for our "Studio ". Our students make documentaries, tape an annual news magazine, and even produce sitcoms.. In addition to our green screen and teleprompter, we now have a first rate video camera thanks to,you! Please be assured my neglect to thank you was no reflection of our on -going support and enthusiasm for your program. Look what's growing in my closet! Over the past six months, we've collected almost 500 books! I have always had a contest when the Phone Book Drive starts, but this year I decided to keep score all year long. We're trying to get the idea across that recycling is not "seasonal ". And it's working! We're also role models for recycling all kinds of plastics, bottles, jars, aluminum cans, cardboard and paper. Our students know that we don't always get a monetary reward for our effort, but they learn by example that it is the right thing to do. I hope all is well with you and the Board of Directors. Kind regards, Susan Susan Kline Kline School 1620 Adams Avenue Costa Mesa, CA 92626 -4954 714.421.4700 www.klineschool.com 7/6/2010 Meeting Date Item Number 07/22/10 COSTA `MESA Q!ffUWTAQD\(v�DIS?RiCT Memorandum To: Board of Directors ... an Independent SpeciarDistrict From: Scott Carroll, General Manage Date: July 22, 2010 Subject: Legislation Summary Staff works closely with California Special Districts Association (CSDA) on monitoring proposed . state legislation and the impacts proposed laws will have on the District. Often, CSDA will request its members to voice our concerns to legislators on the benefit or detriment affects proposed legislation will have on special districts. Sometimes there is, an urgency to contact our legislators before staff can obtain approval from the Board. Staff is proposing new procedures to streamline the current process for submitting the District's positions on proposed legislation. Staff Recommendations That the Board of Directors authorizes the President of Costa Mesa Sanitary District to submit opposition and support letters regarding proposed legislation on behalf of the Board of Directors. Analysis Staff works closely with California Special Districts Association (CSDA) on monitoring proposed state legislation and the impacts proposed laws will have on the District. Often, CSDA will request its members to voice our . concems to legislators on the benefit or detriment affects proposed legislation will have on special districts. Sometimes there is an urgency to contact our legislators before staff can obtain approval from the Board. z, Staff is seeking Board support and. approval to allow the President to submit support and opposition letters on behalf of the Board of Directors instead of obtaining approval at regular Board meetings. This will greatly streamline the process and will ensure the District can voice our support or opposition .in time before key legislator votes. The new process is described below. ftotecting our community s health and the environment by providing solid waste and sewer co(%ction services. unm. crosdca.gov Board of Directors July 22, 2010 Page 2 of 2 • During their one -on -one meetings, the Manager and President will review together the Enrollment Report prepared by CSDA. Attachment A is a copy of a report dated June 25, 2010. • The General Manager and President will find and discuss proposed bills in the Enrollment Report that will have an impact on the District. • If needed, the General Manager and /or the President will consult with CSDA's legislative advocates to strategize lobbying efforts for any particular bill. • The Board of Directors will receive copies of support and opposition letters signed by the President. • At the end of every fiscal year, a staff report will be prepared for a regular Board meeting that will briefly describe the District's lobbying efforts and results regarding proposed legislation. Strategic Plan Element & Goal This item supports achieving Strategic Element No. 5.0, Administrative Management,. and Strategic Goal No. 5.3, Stay informed on applicable federal, state and regional • regulations. Legal Review Not applicable Financial Review There are no financial impacts. Committee Recommendation Not applicable Public Notice Process Copies of this report are on file with the entire agenda packet at District Headquarters. Alternative Actions 1. Remain status quo by obtaining Board approval before the President submits opposition or support letters to legislators on behalf of the Board of Directors. 2. Refer the matter back to staff. Attachment A: CSDA Enrollment Report, Dated June 25, 2010 ENROLLMENT REPORT Report Date: 6/25/2010 AB 419 (Caballero) Local government: change of organization or reorganization: elections. (E -06123/2010 html pf) Status:06/23 /2010 - Enrolled and to the Governor at 2:30 p.m. Current Location:06 /23/2010 -A ENROLLED Calendar Events: Summary: Existing law requires a local agency, formation commission to inform a board of supervisors or a city council when the commission makes a determination that will require an election to be conducted by that board or council, and requires the board of supervisors or the city council to direct the elections official to conduct the necessary election, as specified. This bill would, beginning January 1, 2011, require the board of supervisors or the city council to take action, to order and place the item on the ballot, within 45 days of notification by the local agency formation commission, and would require the elections official to place the item on the ballot at the next regular election if the board of supervisors or the city council fails to take action within 45 days of the notification. This bill would also make conforming changes. Organization Assigned Position Priority Subject Groups CSDA RHeim Support .2 LAFCosBoundary (Herrera Changes AB 1677 (Caballero) Sacramento -San Joaquin Delta. (E- 06/23/2010 html Pdf) Status:06 /2312010 - Enrolled and to the Governor at 2:30 p.m. Current Location:06 /23/2010 -A ENROLLED Calendar Events: Summary: Existing law establishes in the Natural Resources Agency the Sacramento-San Joaquin Delta Conservancy, to act as a primary state agency to implement ecosystem restoration in the Sacramento-San Joaquin Delta (Delta) and to support efforts that advance environmental protection and the economic well -being of Delta residents. Existing law species the composition of the board of the conservancy, including 10 liaison advisers who serve in an advisory, nonvoting capacity, including one representative of the United States National Marine Fisheries Service, which is within the United States Department of Commerce. This bill would delete the Secretary of the Interior as the appointing entity and would, instead, designate the Secretary of Commerce as the appointing entity. This bill contains other related provisions and other existing laws. Organization. Assigned Position Priority Subject Groups CSDA RHeim Watch KPackham AB 2184 (Arambula) Public contracts: local agency: alternative bidding procedures: notice. (E -06/24/2010. html Ddf) Status:06 /2412010 -In Assembly. To enrollment. Current Location:06/24 /2010 -A ENROLLMENT Calendar Events: Summary: The Uniform Public Construction Cost Accounting Act provides for alternative bidding procedures for public projects let by contract by a public agency when the public agency has voluntarily elected to become subject to the accounting procedures set forth in that law. That law sets forth publishing requirements for notices inviting formal bids to let contracts, including a requirement to mail the notice to all construction trade journals at least 30 calendar days before the date of opening the bids. This bill would also require the notice to be sent electronically, if available, by either facsimile or electronic mail to all construction trade journals, and would instead require notice to be sent at least 15 calendar days before the date of opening the bids. Organization Assigned Position Priority Subject Groups CSDA RHeim Support 2 Public KPackham Contracting AB 2409 (Nestande) Urban water suppliers: water shortage contingency analysis. (E- 06/23/2010 html 2ddf) Status: 06/23/2010- Enrolled and to the Governor at 2:30 p.m. Current Location:06 /2312010 -A ENROLLED Calendar Events: Summary: Existing law, the Urban Water Management Planning Act, requires an urban water supplier, as defined, to prepare and adopt an urban water management plan for submission to the Department of Water Resources and other entities, in accordance with prescribed requirements. The act requires each urban water supplier to update its urban water management plan at least once every 5 years on or before December 31, in years ending in 5 and zero. The act requires an urban water management plan to include, among other things, an urban water shortage contingency analysis. The urban water shortage contingency analysis is required to include various elements relating to water supply availability during water shortages and interruptions. This bill, commencing with the urban water management plan update due on December 31, 2015, would require an urban water supplier, for purposes of developing a water shortage contingency analysis, to analyze and define water features that are artificially supplied with water, including ponds, lakes, waterfalls, and fountains, separately from swimming pools and spas, as defined. Organization Assigned Position Priority Subject Groups CSDA RHeim AB 2488 (Ruskin) City and County of San Francisco: regional water system. (E- 06/24/2010 html pdf) Status:06 /24/2010 -In Assembly. To enrollment. Current Location:06 /24/2010 -A ENROLLMENT Calendar Events: Summary: (1) Under existing law, the City and County of San Francisco operates the Hetch Hetchy Project as a regional water delivery system, supplying water to persons and entities in San Francisco and the Counties of Alameda, San Mateo, and Santa Clara. This bill would modify the definitions of "public entities" and "eligible public entities," as specked, and the reference to "master water sales contract," as set forth in the acts, to reflect changes in the membership of the authority and agency and a recent water supply agreement, dated July 2009, between the City and County of San Francisco and certain wholesale customers. This bill contains other related provisions and other existing laws. Organization Assigned Position Priority Subject Groups CSDA RHeim Watch Natural RHeim ResourcevEnvironment AB 2795 (Committee on Local Government) Local government: organization. (E -06/23/2010 html 2df) Status: 06/23/2010-Enrolled and to the Governor at 2:30 p.m. Current Location:06/23 /2010 -A ENROLLED Calendar Events: Summary: Existing law, the Cortese - Knox - Hertzberg Local Government Reorganization Act, provides the authority and procedure for the organization and reorganization of cities and districts. This bill would define "divestiture of power" as used in the act and would make additional changes to clarify and maintain the consistency of the act. This bill contains other related provisions and other existing laws. Organization Assigned Position Priority Subject Groups CSDA RHeim Support 2 .7 • ACR 135 (Smyth) West Nile Virus and Mosquito and Vector Control Awareness Week. (E- 06/24/2010 html pdf) Status:06/24/2010 -In Assembly. To enrollment. Current Location:06/24 /2010 -A ENROLLMENT Calendar Events: Summary: This measure would declare April 26 through April 30, 2010, as West Nile Virus and Mosquito and Vector Control Awareness Week. Organization Assigned Position Priority Subject Groups CSDA RHeim . Support 2 GMaciel SB 1023 (Wiggins) Special districts: consolidation and reorganization. (E- 06/24/2010 htmi Pdf) Status: 06124/2010 -In Senate. To enrollment. Current Locatlon:06 12412010 -S ENROLLMENT Calendar Events: Summary: The Cortese - Knox - Hertzberg Local Government Reorganization Act of 2000 requires a local agency formation commission to approve, without an election, a consolidation or reorganization of 2 or more local agencies, if a majority of the members of each of the legislative bodies of the agencies adopt substantially similar resolutions of application making proposals either for the consolidation of districts or for the reorganization of all or any part of the districts into a single local agency, as specified. This bill would, until January 1, 2018, authorize the local agency formation commission to approve or conditionally approve an expedited reorganization of specified districts into a Community services district, with the same powers, duties, responsibilities, obligations, liabilities, and jurisdiction of the district proposed to be dissolved, unless the governing body of the district proposed to be dissolved files a resolution of objection with the commission, as specified. This bill contains other related provisions and other existing laws. Organization Assigned Position Priority Subject Groups ® CSDA RHeim Support 2 LAFCos/Boundary /Herrera Changes SB 1458 (Cogdill) Hospital districts. (E -06/24/2010 html pdf) Status:06 124/2010 -In Senate. To enrollment. Current Location:06 /24/2010 -S ENROLLMENT Calendar Events: Summary: Existing law, The Local Health Care District Law, provides for the formation of hospital districts, provides for appointments of their governing boards, and sets forth their powers and duties. This bill would recast these provisions to apply the $2,000,000 maximum only to the Consolidated line of credit incurred after January 1,2010. This bill contains other related provisions and other existing laws. Organization Assigned Position Priority Subject Groups CSDA RHeim Watch Budget/Finance/Tax RHeim Xristine N. Gross Public Poticy Advocates, LLC 1015 X Street, Suite 200 Sacramento, Cpl 95814 916 -441 -0702 (office) 916-441-3549 (fax) ® emaiG kriss @ppairc.com web. ppalrc.com Meeting Data Item Number. 07/22/10 IX. B. COSTA WESAS��K7(DIS'TRTCT Memorandum To: Board of Directors .. .. an Independent Specia(District From: Scott Carroll, Board of Directo Date: July 22, 2010 Subject: Water Emergency Response Organization of Orange County ( WEROC) Summary Many water districts and OCSD are using the Water Emergency Response Organization of Orange County ( WEROC) to communicate with each other during emergencies and /or disaster conditions. Staff has made contact with WEROC officials to inquire CMSD participation in the program in which they have agreed to allow us to participate in said program. Staff Recommendations The Board of Directors approves the Indemnification Agreement allowing the District to participate in the WEROC program. Analvsis Our current communication method during emergencies an disaster conditions is cellular. While cellular communications works well for single emergencies like an SSO they cannot be depended on during a catastrophic emergency like a major earthquake where numerous jurisdictions will be impacted. Past incidents have taught us that during a major disaster like an earthquake, cellular communications become inundated with calls and will overload the system requiring communications to shut. down. Many essential public services rely on two -way radios as their primary source of communications during an emergency. In 1983, the Orange County Volunteer Emergency Preparedness Organization (VEPO) was formed by water and wastewater agencies for the purpose of coordinating resources, communications and recovery efforts in the event of a catastrophic disaster. VEPO was later renamed to WEROC. WEROC has an integrated communications system that links with the County of Orange Emergency Operations Center (EOC) and with OCSD's EOC. Currently thirty- three agencies are participating in the WEROC program. Attachment A is a list of participating agencies. (Protecting our community's health and the environment 6y providing solid waste and sewer collection services. www. crosdca.gov Board of Directors July 22, 2010 Page 2 of 3 WEROC uses a low band mobile radio system that is presently programmed to 49.46 MHz. Radios on the WEROC system may not be used during day -to -day operations, but for emergencies only. Participating in WEROC will improve our internal communications, but just as important is the availability of additional resources if needed during a major spill. One of the responsibilities of WEROC is to coordinate with other agencies on providing additional resources. In return, the District may be asked to do the same of providing assistance to other agencies, but we are under no obligation to do so. Attached is an indemnification agreement that every participating agency must sign. The District Counsel has reviewed and approved the agreement for signature. If the Board decides to approve the agreement WEROC will notify all participating agencies that the Costa Mesa Sanitary District is now a participant in the program. If approved tonight, staff will also purchase eight (8) Motorola PR860 two way radios at a total cost of approximately $4,100. Attachment C is a copy of a flyer describing the features of the PR860. Strategic Plan Element & Goal This item supports achieving the following Strategic Elements and Goals: No. 3.0, Partnerships No. 3. 1, Explore partnerships with other utilities No. 6.0, Personnel /Organizational Management No. 6. 1, Enhance existing safety plan Legal Review District Counsel has reviewed and approved the agreement for signature Financial Review There is no cost to participate in the WEROC program. The cost to purchase eight (8) radios is approximately $4,100. Necessary funds are in the budget for this purchase. Maintenance costs of the radios will be minimal. Each radio will have a two -year warranty and because the radios can only be used for emergency purpose usage will be limited and therefore the District will experience less maintenance costs. Committee Recommendation Not applicable Public Notice Process s Copies of this report are on file with the entire agenda packet at District Headquarters. Board of Directors July 22, 2010 Page 3 of 3 Alternative Actions 1. Do not approve the Indemnification Agreement for participation in the WEROC program. 2. Refer the matter back to staff. Reviewed by: Sherry Kallab Administrative Manager Attachments A: WEROC, formally called VEPO, Participants B: WEROC Indemnification Agreement C: Motorola PR860 Two -Way Radio Flyer • • EXHIBIT "A" VEPO PARTICIPANTS • This list constitutes a complete list of VEPO Participants (We will obviously need to adjust this list as well, as I would need to remove or change the titles of some agencies.) City of Anaheim City of Brea City of Buena Park City of Fountain Valley City of Fullerton City of Garden Grove City of Huntington Beach City of La Habra City of La Palma City of Newport Beach City of Orange City of San Clemente City of San Juan Capistrano City of Santa Ana City of Seal Beach City of Tustin City of Westminster East Orange County Water District El Toro Water District Golden State Water Company Irvine Ranch Water District Laguna Beach County Water District Mesa Consolidated Water District Moulton Niguel Water District Municipal Water District of Orange County Orange County Sanitation District Orange County Water District Santa Margarita Water District Serrano Water District South Coast Water District South Orange County Wastewater Authority Trabuco Water District Yorba Linda Water District • -73- 0 ORANGE COUNTY VOLUNTEER EMERGENCY PREPAREDNESS ORGANIZATION INDEMNIFICATION AGREEMENT THIS INDEMNIFICATION AGREEMENT is entered into on the day of , 2010, by and between Municipal Water District of Orange County (MWDOC), Coastal Municipal Water District (Coastal), Orange County Water District (OCWD), and the undersigned participants in the Orange County Volunteer Emergency Preparedness Organization (VEPO), (All parties are collectively referred to as "VEPO Participants ".), pursuant to California Government Code §895.4. WHEREAS, VEPO was formed in 1983 by the Orange County water community for the purposes of coordinating an emergency response by all Orange County water agencies in the event of an earthquake, flood, fire, or other regional disaster; and WHEREAS, to accomplish this purpose each of the VEPO Participants has or will • contribute the use of certain of its facilities and equipment and the services of certain of its personnel, both in preparation for an emergency and in response to any emergency situation pursuant to an Emergency Response Plan prepared by VEPO; and WHEREAS, the VEPO Participants desire to indemnify and hold each other harmless from any liability for injury or property damage incurred by any VEPO Participant or its employees, officers or agents or to third parties in the course of or as a result of their participation in VEPO activities; NOW, THEREFORE, in consideration of the mutual promises and covenants herein, the VEPO Participants agree as follows: 1. VOLUNTARY PARTICIPATION Neither this Agreement, nor the VEPO Emergency Response Plan creates, or shall be deemed to create, any contractual or implied duty on the part of any signatory to provide, or • attempt to provide, any real property, structures, facilities, tools, vehicles, equipment, 0 machinery, materials, personal property or personnel to any other VEPO Participant or third party. No signatory shall be liable for its failure to provide, or attempt to provide, assistance to any other party. It is the intent of the parties that assistance under the VEPO Emergency Response Plan be provided on a strictly voluntary basis, and that no joint venture be created. 2. LIABILITY FOR JOINING Notwithstanding Government Code S895.2. it is the intent of the signatories to this Agreement that there shall be no liability assumed by, or imposed upon, any signatory solely by reason of such signatory executing the VEPO Emergency Response Plan or this Agreement." In the event of any liability, claim, demand, action or proceeding of whatever kind or nature arising out of the rendering of assistance through VEPO, the parties involved in rendering or receiving assistance through VEPO agree to indemnify and hold harmless, to the fullest extent i allowed by law, each signatory to the VEPO Emergency Response Plan whose only involvement, in the transaction or occurrence which is the subject of such claim, action, demand or other proceeding, is the execution and approval of the VEPO Emergency Response Plan and this Agreement. Such indemnification shall include indemnity for all claims, demands, liability, damages and costs, including reasonable attorneys' fees and other costs of defense, for personal injury and property damage and is not waived as a result of the uninvolved party's negligent or willful failure to respond in accordance with the VEPO Emergency Response Plan. 3. COVENANT NOT TO SUE OTHER PARTICIPANTS Each VEPO Participant agrees to assume the entire risk of loss and to indemnify and hold each of the remaining VEPO Participants harmless from any and all claims, liability, or damages for personal injury or property damage incurred by that VEPO Participant or its agents, employees 0 or officers as a result of any defect or dangerous condition of any real property, structures, 0 facilities, tools, vehicles, equipment, machinery, materials, personal property or other items supplied or contributed for the use of VEPO by itself or any other VEPO Participant. The right to indemnification shall not be barred by the passive negligence of the VEPO Participant which supplies or contributes the real or personal property for use by VEPO, including, but not limited to, the failure to warn of or take action to correct any defect or dangerous condition if the defect or dangerous condition was not the result of active negligence on the part of that VEPO Participant or its agents, employees or officers. 4. COVENANT TO INDEMNIFY OTHER PARTICIPANTS AGAINST CLAIMS BY THIRD PARTIES Each VEPO Participant agrees to assume the entire risk. of loss and to indemnify and hold • each of the, remaining VEPO Participants harmless from any and all claims, demands, liabilities, costs and damages (including reasonable attorneys' fees and costs of defense) for personal injury or property damage incurred by any third person, or entity, not a party to this Agreement as a result of any defect or dangerous condition of any real property, structures, facilities, tools, vehicles, equipment, machinery, materials, personal property or other items, supplied or contributed for the use of VEPO by that VEPO Participant. 5. COVENANT TO INDEMNIFY OTHER PARTICIPANTS FOR ACTS OF OFFICERS AND EMPLOYEES Except as provided in Paragraph 6 hereof, while carrying out their functions and activities under the Emergency Response Plan, each agent, employee and officer of a VEPO Participant shall continue to act within the scope and duties of his employment or relationship with that VEPO iParticipant and shall not be deemed to be, or act in the capacity of, an agent, employee or officer of VEPO or of any of the remaining VEPO Participants. Except as provided in Paragraph 6 hereof, each VEPO Participant agrees to assume the entire risk of loss and to indemnify and hold the • remaining VEPO Participants harmless from any and all claims, liabilities or damages for personal injury incurred by any VEPO Participant, its officers, employees or agents or any third person, not a party to this Agreement as a result of the active negligence or intentional, willful or malicious acts of that VEPO Participant's officers, employees, or agents while engaged in carrying out their duties, functions or activities pursuant to the VEPO Emergency Response Plan. 6. EMPLOYEE CLAIMS. Any employee, officer or agent of a VEPO Participant who is acting under the direction, supervision or control of an employee, officer or agent of another VEPO Participant pursuant to the VEPO Emergency Response Plan shall, except as otherwise provided under Labor Code § §3600.2 through 3600.6, be considered to be the special employee of the VEPO Participant which is directing, supervising or controlling the activity and the general employee of his or her is regular employer while engaged in carrying out duties, functions or activities pursuant to the VEPO Emergency Response Plan. The special employer, if any, and general employer, shall indemnify and hold all other VEPO Participants harmless from any and all claims, liabilities or damages for personal injury incurred by such officers, employees or agents while engaged in carrying out their duties, functions or activities pursuant to the VEPO Emergency Response Plan, notwithstanding any passive negligence of other VEPO Participants. It is the intent of the parties that personnel made available through VEPO be insured against loss or injury through the Workers Compensation insurance of those who controlled and directed their work through VEPO. 7. COVENANT TO MAINTAIN INSURANCE OR SELF -INSURE Each VEPO Participant agrees to obtain and maintain insurance policies naming the r remaining VEPO Participants as additional insureds or participate in a self - insurance pool, or maintain a reasonably adequate self - insurance fund as appropriate for general liability, workers' compensation, automobile and property owners' liability which will cover all activities, personnel, vehicles, equipment, real property, tools, machinery and personal property of that VEPO Participant while engaged in the VEPO Program. The ability to respond in damages shall be in the following minimum amounts: a. General Liability (including bodily injury): $1,000,000 per occurrence. b. Workers' Compensation: $200,000 per occurrence c. Automobile Coverage: Compliance with Vehicle Code Section 16430 for vehicles owned or leased by the VEPO Participant. d. Property Owner's Liability, if applicable: $1,000.000 per occurrence 8. ARBITRATION The parties to this Agreement acknowledge that in the event of a claim for personal injury or property damage arising out of a VEPO activity, it would probably be in the best interests of the VEPO Participants and their insurers to submit the issue, of which VEPO Participant or Participants has the ultimate duty to indemnify the others, to binding arbitration and that the party or parties determined to be ultimately responsible conduct the defense of the claim on behalf of the other VEPO Participant defendants in the event of a lawsuit. It is the intent of the parties to encourage the use of binding arbitration to effectuate the terms of this Agreement whenever possible. Therefore, each VEPO Participant agrees that, as soon as possible after receiving notice of any claim arising out of a VEPO activity, that VEPO Participant will notify all VEPO Participants in writing of the existence of the claim or potential claim. 0 Upon receipt of notice of a claim or potential claim arising out of a VEPO activity from a claimant or another VEPO Participant, each VEPO Participant, which is not self - insured, will notify its insurance carrier of the existence of the claim and of the terms of this Agreement. If the is insurance carriers of VEPO Participants and self - insured VEPO Participants agree to submit the issue of the obligation to indemnify under this Agreement to binding arbitration, the parties hereto agree not to object to arbitration. Nothing herein shall be construed as a consent or undertaking on the part of any insured VEPO Participant to pay all or any portion of the costs of arbitration or other costs which it would not otherwise be obligated to pay under its insurance policy in the absence of this Agreement. 9. EXECUTION IN COUNTERPARTS " This Agreement shall be executed by each VEPO Participant in duplicate originals, each of which shall be considered an original Agreement. This Agreement shall not become effective as to any VEPO Participant until all VEPO Participants have executed this Agreement and have 0 delivered an executed original to the VEPO Coordinator who will provide each VEPO Participant with a photocopy of all executed signature pages and a list of all Participants. Prior to the admission of any additional agencies to the VEPO Program, such agency shall be required to execute this Agreement and comply with this provision. 10. SUCCESSORS AND ASSIGNS This Agreement shall be binding upon and inure to the benefit of the original Participants and all parties who may subsequently enter into this Agreement, and their officers, agents, employees, successors and assigns. The names of the VEPO Participants, all of which are signatories to this Agreement, are and shall be set forth on the list attached hereto as Exhibit "A" and incorporated herein by reference. Additional Participants may be added to the list from time to time upon execution of this Agreement and compliance with Paragraph 5 hereof. Such additions 0 shall automatically constitute an amendment of this Agreement without further action by existing 0 Participants and shall not void or invalidate this' Agreement. 11. MARS PROGRAM It is the understanding and intention of the VEPO Participants that the VEPO program will. be coordinated with the MARS program established by Metropolitan Water District of Southern California and that the terms and conditions hereof shall apply with equal force and effect to activities performed under the MARS program. 12. CAPTIONS The Captions heading the various paragraphs of this Agreement are for convenience only and shall not be considered to limit, expand, or define the contents of the respective paragraphs. IN WITNESS WHEREOF, each of the VEPO Participants has caused this instrument to be executed by its authorized agent or official evidencing the consent of the legislative body hereto. DATED: ATTEST: MUNICIPAL WATER DISTRICT OF ORANGE COUNTY (MWDOC) DATED: COSTA MESA SANITARY DISTRICT ATTEST: 0 L-0 EXHIBIT "A" 0 VEPO PARTICIPANTS This list constitutes a complete list of VEPO Participants. City of Anaheim City of Brea City of Buena Park City of Fountain Valley City of Fullerton City of Garden Grove City of Huntington Beach City of La Habra City of La Palma City of Newport Beach City of Orange City of San Clemente City of San Juan Capistrano City of Santa Ana City of Seal Beach City of Tustin City of Westminster 0 East Orange County Water District 0 El Toro Water District Golden State Water Company Irvine Ranch Water District Laguna Beach County Water District Mesa Consolidated Water District Moulton Niguel Water District Municipal Water District of Orange County Orange, County Sanitation District Orange County Water District. Santa Margarita Water District Serrano Water District South Coast Water District South Orange County Wastewater Authority Trabuco Water District Yorba Linda Water District is PR860 Professional Series iwo-\Nay Radios and Accessories Strengthening The Link.- Two -Way Radios for a Stronger, More Secure Community I "ll -I AA Ak a PR860 Professional Serie Two-Way Radios and Accessories 31 Welcome to the Community! In large and small communities alike, people rely on police and fire departments to keep their families safe and their properties secure. In times of ernergency and severe weather, they coup -It on critical first responders and public utility workers. It's for these safety professionals that Motorola has designed the PR860 Professional Series two-way radio. The combination of durability and performance also make the PR860 a strong option for construction and manufacturing firms as well as any organization concerned with security and quick response. 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C� E Motorola, Inc CID cp CID C) 0 CO Jv O 4-1 C 0 E Q(O 21 CO _I_- 'i U') ui Cc C (0 C) X a) 70 Q) :3 a Exceptional Durability • There's a reason why Motorola two -way radios are so rugged and reliable. Each radio undergoes rigorous testing in the design process, so your customers can be assured Motorola radios will hold up under demanding conditions. These tests are designed to simulate very harsh environments, including: 5% receive, 5% transmit, 90% standby Specification Specification tow Sony ; ``' VNIF 1 -6 W 1 -5 W 1 -4 W AAH45BEC9AA3_N AAH45KDC9AA3_N AAH45RDC9AA3_N Model Numbers AAH45CEC9AA3_N 3% Typical AAH45SDC9AA3_N Frequency Range 29.7 -42.0 MHz 136 -174 MHz 403-470 MHz FM Hum and Noise 35.0 -50.0 MHz 450 -512 MHz Frequency Stability t5 PPM 0 25 kHZ (-30 °C to +60 °C, 25 °C Re(.) t10 PPM t2.5 PPM 0 12.5 kHZ Channel Capacity 16 Channels Channel Spacing 12.5/20/25 kHz 12.5120/25 kHz Power Supply 7.5 volts rechargeable battery Dimensions: H x W x D With IMPRES NiMH Battery 5.40 in. x 2.26 in. x 1.60 in. (137mm x 57.5mm x 40mm) With IMPRES NiMH FM Battery 5.40 in. x 2.26 in. x 1.60 in. (137mm x 57,5mm x 40mm) With IMPRES LilonBattery 5.40 in. x 2.26 in. x 1.60 in. (137mm x 57.5mm x 40mm) Weight With IMPRES NiMH Battery 17.5 ounces (488 grams) With IMPRES NiMH FM Battery 17.5 ounces (488 grams) With Impres Lilon Battery 12.8 ounces (358 grams) Average Battery Life ® 5390 Duty Cycle' Low Power High Power Low Power High Power With IMPRES NiMH Battery 17 hours 11 hours 17 hours 13 hours With IMPRES NiMH FM Battery 16 hours 10 hours 16 hours 13 hours With IMPRES Lilon Battery 18 hours 11 hours 18h us 14 hours Sealing Passes rain testing per IP54 and MIL -STD810E Shock Meets MIL - STD - 810 -C,D & E and TIA/EIA 603 Vibration Meets MIL - STD - 810 -C,D & E and TIA/EIA 603 Dust Meets MIL- STD - 810 -C,D & E andIP54 Humidity Meets MIL - STD - 810 -C,D & E and TIA/EIA 603 FCC Descriptions 29.7 -50 MHz: AZ489FT1625 136 - 174 -MHz: AZ489FT3794 403 -470 MHz: AZ489FT4826 450 -512 MHz: AZ489FT4834 5% receive, 5% transmit, 90% standby FM Modulation 11KOF3E, 16KOF3E Specification TRANSMITTEK ; '.Lbar Band VHF hlN Power Output NiMH 0 7.5V 1 -6 W 1 -5 W 1 -4 W Spurs/Harmonics -36 dBM < 1 GHz -30 dBM > 1 GHz Audio Response (from .6 dB /oct Pre - Emphasis, 300 to 3000 Hz) +1 to -3 dB Audio Distortion ® 1000 Hz, 60% Rated Max. Dev. 3% Typical Modulation Limiting t5.0 kHz 0 20 kHz t2.5 kHz 0 12.5 kHz t4.0 kHz 0 20 kHz 5.0 kHz @ 25 kHz Conducted/Radiated Emissions 66 dBw FM Hum and Noise 40 dB FM Modulation 11KOF3E, 16KOF3E . w r in - steady rainfall and wind for 30 minutes on every surface. Ideal for I agriculture, light construction, utility and public administration personnel 95% RH ® 8 Hr. who work outdoors in any type of weather. 6 Salt Fog - 48 hours of exposure to an atomized salt solution. Hospitality staff," IP54 utility workers and public administration personnel working near oceans or around - 60 d6 ® 12.5 kHz 70 dB ® 25 kHz winter salt applications will appreciate our radios' resistance to salt corrosion: Dust - 6 hours of blowing dust on all surfaces. Ideal for agriculture, light 70 dB construction, utility and public administration workers who are exposed to 0.5 W a variety of dusty environments. - 3% Typical Vibration - up to 9 hours of exposure to vibration that simulates the rigors 45 dB ® 20/25 kHz -45 dB ® 12.5 kHz/ -50 dB ® 25 kHZ that a radio could undergo white being transported. Because these portables +1 to -3 dB are carried by the radio user, it's important they hold up to extensive vibration -57 dBm < 1 Ghz -47 dBm > 1 Ghz tests. Light construction and industrial workers, agriculture, utility and public 2 administration staff expect a radio to withstand any vibrations. 2 Shock -18 shocks with a minimum G force of 40 Gs each makes these 501.1 portables ideal for light construction and light industrial, agriculture, public 501.2 administration, utilities and anyone who has ever dropped a radio. 501.3 ENVIRONMENTAL Operating Temperature -30 °C / +60 °C Storage Temperature -55 °C / +85 °C Humidity 95% RH ® 8 Hr. ESD IEC 801 -2KV Water Intrusion IP54 The PR860 is Factory Mutual approved and Canadian Standard Association approved as intrinsically safe for use in Classes I, II, and III, Division 1, Groups C, D, E, F and G, as well as non- incendive use in Class I, Division 2, Groups A, B, C and D on models ordered with the Factory Mutual option, and battery. Accelerated Lire Test Motorola's Accelerated Life Test (ALT) is a developmental process of rigorous laboratory testing that simulates years of field use. Motorola has a firm commitment to quality and reliability. These radios have been designed, manufactured and tested to achieve high levels of component and workmanship quality. Motorola radios are designed to minimize costly repairs and downtime. Specifications subject to change wnhout notice. All electrical specifications and methods refer to EIAITIA 603 srendards. Professional Series radios meet w exceed requirements of MIL STD 810 C, D, E RECEIVER Specification tow $WW VHF Sensitivity (12 dB SINAD) EIA 0.30 pV Typical 0.35 pV Typical _Sensitivity (20 dB SINAD) ETS 0.5 pV Typical IftLimodula per EIA -65 dB Went Channel Selectivity ETS - 60 d6 ® 12.5 kHz 70 dB ® 25 kHz Spurious Rejection 70 dB Rated Audio 0.5 W Audio Distortion ® Rated Audio - 3% Typical Hum and Noise (with LLE enabled) 45 dB ® 20/25 kHz -45 dB ® 12.5 kHz/ -50 dB ® 25 kHZ Audio Response (0.3 - 3 kHz) +1 to -3 dB Conducted Spurious Emission per FCC Part 15 -57 dBm < 1 Ghz -47 dBm > 1 Ghz Specifications subject to change wnhout notice. All electrical specifications and methods refer to EIAITIA 603 srendards. Professional Series radios meet w exceed requirements of MIL STD 810 C, D, E • 9 Motorola, Inc. PORTABLE MILITARY STANDARD 1 Applicable MIL -STD a10G _ E81011) '` ,, _ : - _ 7, . Methods Procedures Methods Procedures Methods Procedures Low Pressure 500.1 1 500.2 2 500.3 2 High Temperature 501.1 1,2 501.2 1,2 501.3 1,2 Low Temperature 502.1 2 502.2 1,2 502.3 1,2 Temperature Shock 503.1 1 503.2 1 503.3 1 Solar Radiation 505.1 1 505.2 1 505.3 1 Rain 506.1 1,2 506.2 1,2 506.3 1,2 Humidity 507.1 2 507.2 2,3 507.3 2,3 Salt Fog 509.1 1 509.2 1 509.3 1 Dust 510.1 1 510.2 1 510.3 1 Vibration 514.2 8,10 514.3 1 514.4 1 Shock 516.2 1,2,5 516.3 1,4 516.4 1,4 • 9 Motorola, Inc. 0 r 1 LJ • Meeting bate Item Number 07/22/10 IX. C. COST .A 9YESA SAJaZARTDISTRICT Memorandum To: Board of Directors From: Scott Carroll, Board of Directo Date: July 22, 2010 Subject: Committees ... an Independent Speciaf Distfirt Summary The Board has established three standing committees; Sewer System, Committee, Recycling Committee and the Investment Oversight Committee to help guide the Board in the decision making process. Sewer and Recycling Committees meet monthly while the Investment Oversight Committee meets quarterly to discuss related items and makes recommendations to the Board for final actions. This report is intended to begin an open dialogue of the District's committee system and to consider changes to the system such as rescheduling meeting dates and the possibility of establishing new committees. Staff Recommendations The Board of Directors provides direction to staff regarding the existing committee system. Analysis The following is an overview of the committees along with a brief synopsis of their roles. Sewer System Committee This committee meets on the second or third Tuesday of every month at 10:30 a.m. Directors Monahan, Ooten and Ferryman serve on this committee, but other Board members attend when they don't have conflicting schedules. Because three Board members are selected to serve on this committee, staff must follow the Ralph M. Brown Act for open meetings. An agenda is posted in the outside display case at headquarters 72 hours before meetings and minutes are transcribed and made available to the public. Members of the public can attend this meeting as well. Various sewer related topics are discussed such as monthly spill statistics, FOG Program, Sewer Lateral Assistance Program, and C.I.P. projects. Protecting our community's heafth and the environment 6y providing solid waste and sewer coffection services. www. crosdca.gov i Board of Directors July 22, 2010 Paqe 2 of 3 Because of the District's important responsibility of the sewer system, I am not recommending any changes to this committee. Recycling Committee This committee meets on the third Monday of every month at noon. Director Ooten is the Board selected Committee Chairperson. The remaining Directors rotate on serving this committee every month, but generally it consists of two Directors. Since there are two Board members serving on this committee the District does not have to follow the Ralph M. Brown Act for open meetings; however, staff believes its good practice to continue following open meeting procedures by posting the agenda 72 hours before the meeting and transcribing minutes. The Recycling Committee is open to the public. While encouraging and promoting recycling in the community is an important function of the District, very little changes in the recycling industry occurs on a monthly basis. I do not see a need for this committee to meet monthly and suggest the following schedule change. The Recycling Committee will meet on a quarterly basis at 10:30 a.m. The following meeting dates for FY 2010 -11 are proposed: • September 20, 2010 • December 20, 2010 • March 21, 2011 • June 20, 2011 The proposed schedule will save money such as less paper printed and save staff hours for preparing agendas and minutes. The staff hours saved can be spent on other matters such as performance measurements and achieving the strategic goals. Investment Oversight Committee This meeting meets on a quartedy basis (four times a year) and begins thirty minutes before regular Board meetings. The Directors rotate serving this committee, which generally consists of two Directors. The committee receives a report from the District Treasurer regarding the District's investments portfolio. Because of mismanagement of investment portfolios from other public agencies occurring in the past, I believe this committee should continue and recommend no changes. Other Committees There have been suggestions made by Board members to create another committee like an Administrative Committee. This committee would review financial reports and personnel policies. I do not recommend the formation of another committee for several reasons: Time consuming — Preparing agendas along with their attachments and transcribing minutes is a time consuming process. Adding a fourth committee will diminish time spent performing other tasks such as strategic goals, performance measurements, contract administration, etc. Board of Directors July 22, 2010 Page 3 of 3 2. Cost — Increase costs will occur such as copying paperwork for agendas, attachments and minutes. t 3. Limited Resources — Large to medium size organizations have the resources to staff committees and provide the support committees often need. Because the District is such a small organization, I am concerned staff will be unable to provide the necessary resources (e.g. research, analysis, studies, etc.) needed for such committees. Strategic Plan Element & Goal Not applicable Lenal Review Not applicable Financial Review The District will save money and staff hours if the meeting schedule for the Recycling Committee is reduced to quarterly meetings. However, if the Board decides to create another committee the costs and staff hours saved from the Recycling Committee would be a wash. Committee Recommendation Not applicable Public Notice Process Copies of this report are on file with the entire agenda packet at District Headquarters. Alternative Actions 1. Create another Committee and designate Board members to serve on said committee. 2. Refer the matter back to staff. • '1 Meeting Date Item Number 1 07/22/10 IX. D. COSTA M� SANiTAxy DisnicT Memorandum ...an Independent Specia[District To: Board of Directors Via: Scott Carroll, General Manager From: Sherry Kallab, Administrative Manager Date: July 22, 2010 Subject: Repealing CMSD Administrative Regulation (2.7 Employee Performance Evaluations) and Adopting a New Administrative Regulation 2.7 (Employee Performance Evaluations) Summary Attached is a new Administrative Regulation 2.7 for Employee Performance Evaluations, along with a redesigned employee performance evaluation form. The new regulation provides for a sliding scale merit increase. Employees will be rated in 16 areas on a point based system. A merit increase between 2% and 5% will be possible .dependent upon the number of points earned by the employee. Employees with below average point totals will not be eligible for a merit increase. Staff Recommendations The Board of Directors approves repealing Administrative Regulation 2.7 (Employee Performance Evaluation) and adopting a new Administrative Regulation 2.7 (Employee Performance Evaluation), which is attached hereto Analysis Performance evaluations help to motivate and improve employee performance. The District's current evaluation form is cumbersome and does not provide incentives for .employees to perform at their highest level. Staff reviewed several evaluation forms and policies and found the City of Fountain Valley's to be user friendly and to provide employee incentive. Previously, employees receiving. a satisfactory rating were eligible for a 5% merit increase. Under the new regulation an employee with a satisfactory rating receives a 2% merit increase. The revised form includes an innovative rating category in an effort to encourage employees to think "outside the box" in co ordination with the new `Thinking Outside the Box" incentive bonus program. Also, the Protecting our community's Health and the environment by providing solid waste and sewer collection services. www.cwdcagov Board of Directors July 22, 2010 Page 2 of 2 new form is a two page, easy to read, document as opposed to the prior six page form. AR 2.7 is the first section of the District's administrative policies to be revised. Staff is currently in the process of reviewing and updating all of the polices, and in the very near future, staff will submitting a new set of Administrative Regulations to the Board for your approval consideration. Strategic Plan Element & Goal This item supports achieving Strategic Element No. 6, Personnel /Organizational Management, and Strategic Goal No. 6.3, Redesign Employee Performance Evaluation Forms. Legal Review The revised regulations was reviewed and approved by District Counsel. Financial Review There are no financial impacts for repealing CMSD AR 2.7 and redesigning the employee performance evaluation forms. Committee Recommendation Not applicable Public Notice Process Copies of this report are on file with the entire agenda packet at District Headquarters. Alternative Actions 1. Continue status quo by not repealing CMSD AR 2.7 and approving the redesign performance evaluation form. 2. Refer matter back to staff. Attachment A: New CMSD AR 2.7 Employee Performance Evaluations B: Redesign employee performance evaluation form 0 • f CMSD Administrative Regulations • CMSD AR 2.7 Employee Performance Evaluations 1.. Purpose: This regulation provides a consistent procedure for evaluating employee performance. The purpose of evaluating performance is to provide formal feedback to the employees through written and oral communications and discussions. Methods for improving employee performance are through interim verbal and written communications, including performance improvement plans, and through the annual evaluation. 2. Procedures: The General Manager and Department Manager shall evaluate employee performance annually on all employees in written format. All employees shall be assigned to a salary range consisting of seven steps. The first step is the normal hiring rate, although employees may be hired at a higher step within the range subject to approval of the General Manager. The seventh step is the maximum base salary rate for the classification. Progression from one step to another within the approved salary range shall be as follows: a. The employee shall have a salary anniversary date established, which date shall be the first pay day of the pay period which is one year from the employee's date of employment. b. Effective the first day of the pay period closest to one year from the date of employment, the employee's supervisor shall certify in writing to the General Manager or his /her designated representative whether or nor the employee's performance has been satisfactory and higher, if so the employee shall receive the appropriate portion of merit increase unless the employee is already at the seventh step. c. Employees shall be eligible for subsequent merit (step) increases annually on the first day of the pay period closest to their anniversary date, until they reach their seventh step. d. Employees shall receive merit increases based on their overall score on the employee's annual performance evaluation. Based on the 16 rating areas listed below, an employee must receive at least 63 points to receive a one -step (5 %) merit increase, at least 56 points to receive a 4% merit increase, and at least 49 points to receive a 2% merit increase. Employee's with points below 49 will not be eligible to receive an increase. Supervisors must receive at least 85.5 points to receive a one -step merit increase, at least 76 points to receive a 4% merit increase, and at least 66.5 to receive a 2% merit increase. Supervisor's with points below 66.5 will not be eligible for an increase. Points shall be awarded as follows: "Unsatisfactory," one point; "Below average," two points; "Competent," three points; "Above Average, "four points; and "Superior," five points. 0 The 16 rating areas and total possible points in each area are as follows: 23 CMSD Administrative Regulations Observation of hours Appearance Compliance with Rules and Regulations Safety Practices Attendance Job Knowledge Public Contacts Cooperation and Attitude Rate of Learning Efficiency Effectiveness Under Stress Dependability Innovativeness Self Improvement Initiative Other: Report Writing, Equipment Maint/Care -3 points -3 points -3 points -3 points -3 points -5 points -5 points -5 points -5 points -5 points -5 points -5 points -5 points -5 points -5 points -5 points Supervisors will be rated in the following areas in addition to those areas listed above. • Leadership -5 points Productivity -5 points Evaluating Subordinates -5 points Supervisory Abilities . -5 points Encourages Suggestions -5 points If an employee has not been approved for a merit (step) increase, he /she maybe reconsidered for such merit (step) increase at any subsequent time. Special Merit Advancement In such cases where an employee demonstrates exceptional ability and proficiency in the performance of his /her duties, the employee's Supervisor may recommend to the General Manager a special merit (step) increase without regard to the length of service provisions contained in this policy. Merit (step) increases approved under this section shall not change the employee's salary anniversary date. The granting of any leave of absence without pay in excess of 30 calendar days shall result in a new salary anniversary date being established for the employee for purposes of determining eligibility for merit (step) increases. The new anniversary date shall be based on the employee's original date of hire, plus the number of calendar days of his /her leave in excess of 30 calendar days. e. All District employees hired after July 1, 2004 are at -will employees. Each employee will be evaluated for suitability in the position on a continual basis. All new District employees shall be given a six -month performance evaluation conducted with the supervisor and reviewed annually thereafter. An employee 24 \, CMSD Administrative Regulations • may be dismissed from further District employment for failure to correct documented deficiencies. f. After rating an employee on the written form, the immediate supervisor will meet with the evaluated employee to review the evaluation, giving. the employee an opportunity to discuss his /her performance with the supervisor in depth. g. The employee's Department Manager and the General Manager shall sign and comment on each employee evaluation. A final copy of the written evaluation shall be given to the employee for his /her personal file and reference. The Administrative Manager shall maintain all personnel folders, including copies of the written performance evaluations. Employees shall have access to their personnel files upon reasonable notice. h. Part-time employees may be evaluated annually using the same procedures and may be considered for merit step increases. i. Merit increases will be effective at the beginning of the pay period including the employee's merit review date. Merit increases will be applied retroactively in the event a performance evaluation is not completed within the appropriate pay period. j. Approved merit increases based on performance evaluations shall be documented on a Personnel Action Form and forwarded to the accounting department for processing. 25 COSTA MESA SANITARY DISTRICT PERFORMANCE EVALUATION 1 SUPERIOR: 63 -70 ABOVE AVERAGE: 56 -62 COMPETENT: 49 -55 BELOW AVERAGE 42 -48 UNSATISFACTORY: 41 and below Well above average for the position Above the standards for the position Adequate performance /meets standards of the position Requires improvement to meet standards for the position Not fulfilling requirements of the position 3 POINT FACTORS 1 2 3 1. Observance of Hours 2. Appearance 3. Compliance with Rules and Regulations 4. Safety Practices 5. Attendance 5 POINT FACTORS 1 2 3 4 f 5 6. Job Knowledge 7. Public Contacts 8. Cooperation and Attitude 9. Rate of Learning 10. Efficiency 11. Effectiveness Under Stress 12. Dependability 13. Innovative 14. Self- Improvement 15. Initiative 16 Other: Report Writing, Operation & Care of Equipment ATTACH COMMENTS — REQUIRED ON 1, 2,4 OR 5 RATINGS TOTAL POINTS COMPLETE RATING ON PAGE 2 FOR EMPLOYEES WHO SUPERVISE INCREASES FOR EMPLOYEES REQUIRE A MINIMUM OF 49 POINTS TOTAL PERSONNEL WILL SEND A COPY OF COMPLETED EVALUATION TO EMPLOYEE i 4 FOR EMPLOYEES WHO SUPERVISE 1 2 3 4 5 Leadership 2. Productivity 3. Evaluating Subordinates 4. Supervisory Abilities 5. Encourages Suggestions ATTACH COMMENTS — REQUIRED ON 1, 2,4 OR 5 RATINGS TOTAL POINTS bUP1r- KV1,UK, UummtN I5 ITEM NO. COMMENTS REQUIRED ON 1, 2,4 OR 5 RATINGS PAY FOR PERFORMANCE GOALS EMPLOYEE: I certify that this evaluation has been discussed with me. I . understand my signature does not necessarily indicate agreement: SUPERVISOR: Prepare this rating carefully and accurately. Its value depends on the impartial and sound judgment used by the rater. COMMENTS: Supervisor's Signature /Date • Employee's Signature /Date General Manager Signature Supervisor's Title Date COS W S.A S.,MTART 0I,SMCT ... an Independent Speciaf District Memorandum To: Board of Directors From: Scott Carroll, General Manag Date: July 22, 2010 Subject: Competitive Bidding and Purchasing Summary Meeting bate I Item Number 07/22/10 1 IX. E. District staff has prepared amended options to the District's existing operational procedures for competitive bidding and purchasing. The amended options have its benefits and detriments, which are described in more detail below. Staff Recommendation The Board of Directors consider approving Option 2a and Option 2b to amend the iDistrict's existing operational procedures for competitive bidding and purchasing and direct staff to bring back a revised ordinance for Board approval. Analysis A public works project is defined as all work, construction, alteration, repair or improvement other than ordinary maintenance. For instance, replacing or relining an existing sewer line, remodeling or constructing a building, installing a new pump station, repairing a deteriorated rooftop, constructing a new park, street resurfacing, etc are considered public works projects. Ordinary maintenance is defined as work performed on a regularly scheduled basis (e.g. daily, weekly, monthly, seasonally, semiannually, annually) to service items that are not broken. For instance, the Districts sewer lining cleaning program is considered maintenance. Differentiating public works and maintenance projects is important to know because it establishes procedures to follow for bidding and awarding contracts. Option 1: Current Purchasing Procedures: Public Works Projects Most California public agencies are governed by the California Public Contract Code, Section 22030 -22045 when they elect to become subject to the uniform construction accounting procedures set forth in Article 2. The code sets parameters for public. agencies to follow such as maintaining a list of qualified contractors, all mailing notices Protecting our community's health and the environment 6y providing sofid waste andsewer colrection services. www.cmsdca.gov Board of Directors July 22, 2010 Pape 2 of 7 shall be completed not less than 10 calendar days before bids are due, projects less than $100,000 can be awarded using informal bidding procedures, four -fifth vote required to award contract over $125,OOO,etc. However, sanitary districts adhere to a different section of the California Public Contract Code. Section 20800 -20806 applies specifically to sanitary districts. Chapter 4.05, Section 4.05.010 of CMSD's Operation Code mirrors California code which states: "For public works projects in excess of $95,000 in value, the project shall be let to the lowest responsive bidder in accordance with the procedures set forth in Public Contract Code Section 20800 et seg." In accordance to the Public Contract Code, staff must issue a notice inviting bids for public works projects costing more than $15,000. The notice must be published at least twice, but not less than five days apart. Bids must be submitted under a seal cover and must be accompanied by one of several bidder security forms such as cash, cashier's check, certified check or a bidders bond. The District is obligated to award a contract to the lowest responsive bidder in which case the Board of Directors gives final approval authorization to award said contract. For public works projects under $15,000 staff adheres to CMSD Operations Code, Section 4.05.020(b), which states: (i) The Manager /District Engineer shall use his best efforts to have the work done in the best interests of the District. (ii) The Manager /District Engineer shall report at the next regular Board meeting, or as soon thereafter as practical, the fact that the work had been authorized and shall report on the general nature of the work performed, which firm or person was awarded the work, and regarding his efforts to secure a favorable price for the District. (iii) "Related services" shall include, but not be limited to, televising of sewer conditions, engineering services to outside companies, and other services directly related to the sewer system and its appurtenances. (Ord. 45, 2004) The General Manager has authority to sign contracts up to $15,000. Non Public Works and /or Maintenance Projects For non public works projects, such as equipment purchases or maintenance projects, staff adheres to CMSD Operations Code, Section 4.05.020(a), which states: (i) Under $5,000 - The Manager, Assistant Manager or person formally authorized by the Board by resolution, shall attempt to obtain the best price for the District but will not be required to competitively bid the contract or purchase. is • • Board of Directors July 22, 2010 Page3of7 (ii) $5,000 to $15,000 - The Manager and Assistant. Manager shall jointly approve the purchase or contract and will together attempt to obtain the best price for the District but will not have to formally bid the job. (iii) Over $15,000 - The job shall be competitively bid in a manner that ensures competitive bidding by qualified bidders and the Board shall make the award. Purchases and maintenance contracts that are valued more than $15,000 are approved by the Board of Directors. A purchase order is issued for purchases that are less than $15,000 and the General Manager will sign maintenance contracts that do not exceed $15,000. Option 2a: Uniform Public Construction Cost Accounting Act ( UPCCAA) Public Works Projects Established in 1983, the UPCCAA gives public agencies more leeway in the execution of public works projects; speeds -up the award process; will improve timeliness of project completion and will greatly reduce bureaucratic red tape and cumbersome paperwork. The Act allows public agencies to conduct the following bidding procedures: $30,000 or less may be performed by negotiated contract or by purchase order. Generally, staff must obtain quotes when possible and negotiate contracts or issue purchase orders. 2. $30,001 to $125,000 may be performed by the informal bid process procedures set forth in the Act (PCC 22032(b)).. Some of the features in the informal bid process are as follows: a) Contractors' bid lists established based on qualifications and experience. Staff can reject persons from being on the list if good cause is shown. b) Staff prepares scope of work which describes what needs to be built. Contractors on list are notified by email or fax about the job. They are sent scope of work and sketch. Notices are also sent to local trade journals. Standard specifications govern construction. c) When staff deems necessary, a pre -bid meeting is held. d) Bids are opened and the lowest responsive bidder is awarded by the General Manager. 3. $125,001 and above must be performed by the formal bid process procedures set forth in the Act (PCC 22032(c)). Some of the features in the formal bid process are as follows: a) Formal plans, designs and specifications are prepared. Board of Directors July 22, 2010 Page 4 of 7 b) Notice inviting formal bids shall state the time and place for the receiving and opening of sealed bids and distinctly describe the project. The notice shall be published at least 14 calendar days before the date of opening the bids in a newspaper of general circulation. The notice inviting formal bids shall also be mailed to all construction trade journals. The notice shall be mailed at least 30 calendar days before the date of opening the bids. c) A formal bid opening must occur, which means the District Clerk will open, read and record all submitted bids in an open public meeting. d) All bids are reviewed to ensure contractors submitting bids are responsive to the information requested from staff. Contractors can submit a formal protest. e) The lowest responsive contractor references are checked. f) The lowest responsive bidder is awarded by the Board of Directors. The UPCCAA is not mandatory for local public agencies. The Act is a voluntary program. However, the Board of Directors must elect by resolution to become subject to the Act and file a copy of the resolution with the State Controller's Office. As of May 27, 2010, a total .of 278 special districts in California have adopted UPCCAA as their competitive bidding and purchasing procedures. Attachment A is a list naming all the special districts who are participating in the program. If the Board wants to utilize this process I am recommending several modifications, which are more stringent than the UPCCAA and are described below. 1. $5,000 or less may be performed by negotiating the best price for the District and then issue a purchase order. 2. $5,001 to $30,000 — staff must obtain at least three bids in writing from qualified contractors. The results of the bids received will be attached and recorded on a quote sheet (Attachment B). All companies being awarded a bid must sign a District model Agreement. 3. $30,001 to $125,000 — Competitive bidding and purchasing procedures will remain the same as specified in the UPCCAA. 4. $125,001 and above — Competitive bidding and purchasing procedures will remain the same as specified in the UPCCAA. 5. Change Orders — The General Manager will have the authority to approve change orders that do not exceed the total signature authority amount of an informal bid contract ($125,000). For contracts exceeding $125,000, the Board of Directors July 22, 2010 Paae5of7 General Manager will have the authority to approve change orders up to 10% of the contingency amount. Change orders exceeding the 10% contingency must be approved by the Board of Directors. Listed below are some the advantages and disadvantages to the new bidding procedures for public works contracts. Advantages • Improves transparency and public's trust; • Improves efficiencies by allowing the General Manager to sign contracts up to $125,000; • Creates a paper trail and documentation for being fair and treating all contractors equal; • Does not give a perception of favoritism and /or special treatment to a specific contractor; f • Improves efficiencies by allowing the General Manager greater authority to approving change orders; • Protects the District of liability exposure by having a contract signed for work exceeding $5,000. Disadvantages • Obtaining bids -over $5,000 requires additional staff hours; • The District may experience more bid protests from contractors; • Maintaining a contractor's list and /or submitting notices . to trade journals requires additional staff hours; • The District may end up working with a contractor who is unfamiliar with our systems and infrastructure; • Working with unfamiliar contractors. Option 2b: `Best Value" Evaluation Method Non Public .Works and /or Maintenance Projects As mentioned earlier, non public. works and /or maintenance projects do not have to follow the California Public Contract Code or the UPCCAA. As such, the District does not have to award a bid solely on low bid. Other criteria can. be used such as contractor's financial stability, quality of product or effectiveness of service, years of operational experience of company or personnel, etc. to award a bid. I am recommending the bidding process for non public works and /or maintenance projects over $30,000 uses the "Best Value" evaluation method. The "Best Value" evaluation method will work as follows: • "Best Value" evaluation criteria must be determined before bids /quotes are published or distributed to potential bidders. Evaluation, after bids /quotes are received will be based only on predetermined criteria. Attachment C is a sample evaluation criteria Board of Directors July 22, 2010 Page 6 of 7 • Cost will normally be weighted at least equally with the most highly weighed criteria. • Select the evaluator(s) best able'to judge the criteria and defend a decision if challenged. • The completed evaluation form will be approved by the General Manager. Attachment D is a sample evaluation sheet. The bidder who receives the highest score is considered "Best Value" and should be recommended award of contract with the District. Currently, staff has identified five specific services that would require the proposed "Best Value" methodology, which are: FOG program, currently being performed by EEC; Sewer line cleaning program, currently being performed by National Plant Services; Sewer pump station maintenance program, currently be performed by Jimni Systems; Emergency services, currently being performed by C &R Drains; and Sharps and electronic waste collection, currently being performed by Curbside. I am also recommending that no service agreement or contract shall extend for a period of more than five (5) years, including any authorized extensions, unless otherwise approved by the Board of Directors. The "Best Value" method would not apply for purchasing supplies and equipment such as vehicles, HVAC systems, pumps, etc. These materials will be awarded based on lowest responsive bid. Strategic Element & Goal This item supports achieving Strategic Element No. 5.0, Administrative Management, and Strategic Goal No. 5.1, Update Operations Code. Legal Review District Counsel has reviewed this report and approved to form the model agreements attached hereto. Financial Review Implementing Option 2a and Option 2b will have no financial impact to the District. Committee Recommendation . Not applicable Board of Directors July 22, 2010 Paae 7 of 7 0 Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the July 22, 2010 Board of Directors regular meeting at District Headquarters. Alternative Actions 1. Continue using the current purchasing procedures 2. Refer the matter back to staff for additional information. Attachments A: List of Special Districts B: Quote Sheet C: Sample Best Value Evaluation Criteria D: Sample Best Value Evaluation Form • • Attachment A Participating Special Districts Special District Type: Conservation Total: 2 San Joaquin Regional Rail Commission Special District Type: County Service Area Total: 0 Lake County Service Area # 1 Special District Type: Air Pollution Control Lake County Service Area #13 Lake County Air Quality Management District Lake County Service Area #16 Air Pollution Control Total: 1 Lake County Service Area #18 Lake County Service Area #19 Special District Type: Airport Monterey Peninsula Airport District Lake County Service Area #2 Airport Total: 1 Lake County Service Area #20 Lake County Service Area #21 Special District Type: Community Services Brooktrails Community Services Lake County Service Area #22 Descanso Community Water Lake County Service Area #3 Elk Grove Comunity Service Lake County Service Area #6 Golden Hills Community Services Lake County Service Area #7 Groveland Community Services District Madera County Service Area No. 1 Happy Camp Community Services Madera County Service Area No. 10 Manila Community Services Madera County Service Area No. 12 McCloud Community Services District Madera County Service Area No. 13 McKinleyville Community Services Madera County Service Area No. 14 Moreno Valley Community Services Madera County Service Area No. 15 Plumas Eureka Community Services District Madera County Service Area No. 16 Point Dume Community Service Madera County Service Area No. 18 Quincy Community Services District Madera County Service Area No. 19 Simi Valley Community Development Agency Madera County Service Area No. 20 Smith River Community Resources District Madera County Service Area No. 21 Templeton Community Services Madera County Service Area No. 22 Community Services Total: 16 Madera County Service Area No. 2A Madera County Service Area No. 3 Special District Type: Conservation Madera County Service Area No. 5 Florin Resource Conservation District Madera County Service Area No. 6 Riverside- Coloma Resource Conservation District Madera County Service Area No. 7 1 6 5/27/2010 Page of • • Madera County Service Area No. 8 Madera County Service Area No. 9 San Bernardino County Special & County Service Areas County Service Area Total: 32 Special District Type: Drainage Gilsizer Drainage District Drainage Total: 1 Special District Type: Fire Protection American River Fire Protection Bethel Island Fire Protection Contra Costa County Fire Protection Crockett- Carquinez Fire Protection East Diablo Fire Protection Hamilton Branch Community Services Keyes Fire Protection District Los Altos Hills County Fire District Los Altos Hills County Fire District Moraga Fire Protection Oakley Fire Protection Orange County Fire Authority Orinda Fire Protection Southern Marin Fire Protection District Ventura County Fire Protection Fire Protection Total: 15 Special District Type: Flood Control American River Flood Control District Cameron Estates Community Services Contra Costa County Flood Control & Water Conservation Fresno Metro Flood Control Lake County Flood Control District #5 Lake County Flood Control District Zone #1 Lake County Flood Control District Zone #4 5/27/2010 Lake County Flood Control District Zone #6 Lake County General Flood Control District Madera County Flood Control & Water Conservation Madera County. Maintenance District No. 1 Marin County Flood Control & Water Conservation Riverside County Flood Control & Water Conservation San Benito County Water District San Bernardino Flood Control San Luis Obispo County Flood Control and Water Conservation District Ventura County Flood Control Yolo County Flood Control & Water Conservation District Flood Control Total: 18 Special District Type: Harbor and Port Crescent City Harbor District Port of San Diego Unified Port District Harbor and Port Total: 2 Special District Type: Highway Lighting Anderson Springs Lighting District Clearlake Oaks Lighting District Glenhaven Lighting District Kelseyville Lighting District Lower Lake Lighting District Lucerne Lighting District Middletown Lighting District Upper Lake Lighting District H ighway Lighting Total: 8 Special District Type: Hospital Palomar Pomerado Health Hospital Total: 1 Special District Type: Irrigation Tranquility Irrigation Page 2 of 6 Irrigation Total: 1 Special District Type: Joint Exercise of Powers California Fair Services Authority Public Agency Risk Sharing Authority of California Joint Exercise of Powers Total: 2 Special District Type: Maintenance Madera County Maintenance District No. 10 Madera County Maintenance District No. 100 - Cattle Way Madera County Maintenance District No. 101 - Old Corral Madera County Maintenance District No. 11 Madera County Maintenance District No. 13 Madera County Maintenance District No. 14 Madera County Maintenance District No. 15 Madera County Maintenance District No. 16 Madera County Maintenance District No. 17 Madera County Maintenance District No. 18. Madera County Maintenance District No. 19 Madera County Maintenance District No. 2 - Oakhurst Area Madera County Maintenance District No. 20 Madera County Maintenance District No. 21 Madera County Maintenance District No. 22 Madera County Maintenance District No. 23 Madera County Maintenance District No. 24 Madera County Maintenance District No. 25 Madera County Maintenance District No. 26 Madera County Maintenance District No. 27 Madera County Maintenance District No. 28 Madera County Maintenance District No. 29 Madera County Maintenance District No. 30 Madera County Maintenance District No. 31 Madera County Maintenance District No. 32 Madera County Maintenance District No. 33 Madera County Maintenance District No. 35 Madera County Maintenance District No. 36 Madera County Maintenance District No. 37 - La Vina Madera County Maintenance District No. 38 Madera County Maintenance District No. 39 Madera County Maintenance District No. 40 Madera County Maintenance District No. 41 Madera County Maintenance District No. 42 Madera County Maintenance District No. 43 Madera County Maintenance District No. 44 - Stillmeadow Road Madera County Maintenance District No. 45 - River Knolls Madera County Maintenance District No. 46 - Ahwahnee Country Club Madera County Maintenance District No. 47 - Spook Lane Madera County Maintenance District No. 48 - Thornberry Estates Madera County Maintenance District No. 49 Madera County Maintenance District No. 5 Madera County Maintenance District No. 50 - Morava Madera County Maintenance District No. 51 - Quail Ridge Madera County Maintenance District No. 52 - Lindy Lane Madera County Maintenance District No. 53 - Knolls Junction Madera County Maintenance District No. 54 - Happy Hollow Madera County Maintenance District No. 55 - Woodland Pond Madera County Maintenance District No. 56 - River Crest Madera County Maintenance District No. 57 - Adobe Madera County Maintenance District No. 58 - Sierra Highlands Madera County Maintenance District No. 59 - Eagle Madera County Maintenance District No. 6 Madera County Maintenance District No. 60 - Dillon Estates Madera County Maintenance District No. 61 - Vista Del Rio • 5/27/2010 Page 3 of 6 • 0 • Madera County Maintenance District No. 62 - Jennifer Lane Madera County Maintenance District No. 63 - Coarsegold South Madera County Maintenance District No. 64 - Little Creek Madera County Maintenance District No. 65 Madera County Maintenance District No. 66 - Bushy Knob Madera County Maintenance District No. 67 - Whiskey Creek Madera County Maintenance District No. 68 - Bisset Station Madera County Maintenance District No. 69 - Oak Junction Madera County Maintenance District No. 7 Madera County Maintenance District No. 70 - Blueberry Hill Madera County Maintenance District No. 71 - Thornberry Mountain Madera County Maintenance District No. 72 :- North Oakhurst Madera County Maintenance District No. 73 - Quartz Mountain Madera County Maintenance District No. 74 - Munson. Lane Madera County Maintenance District No. 75 - Fairlane Court Madera County Maintenance District No. 76 - River Falls Road Madera County Maintenance District No. 77 - Whittenburg Road Madera County Maintenance District No. 78 - San Ramone Madera County Maintenance District No. 79 - Serpa Canyon Madera County Maintenance District No. 8 Madera County Maintenance District No. 80 - City. View Madera County Maintenance District No. 81 - Blue Oak Madera County Maintenance District No. 82 - Poison Switch Madera County Maintenance District No. 83 - Lone Olive Madera County Maintenance District No. 84 - Mill Creek Madera County Maintenance District No. 85 - Valeta Madera County Maintenance District No. 86 - Hidden Meadow Madera County Maintenance District No. 87 - Madera South - East Madera County Maintenance District No. 88 - Safari World Madera County Maintenance District No. 89 - Silver Spur Madera County Maintenance District No. 9 Madera County Maintenance District No. 90 - Raymond North Madera County Maintenance District No. 91 -Hensley East Madera County Maintenance District No. 92 Madera County Maintenance District No. 93 - Wilcox Madera County Maintenance District No. 94 - Deadwood Madera County Maintenance District No. 95 - Ranchos East Madera County Maintenance District No. 96 - Garnel Creek Madera County Maintenance District No. 97 - Cascadel Heights Madera County Maintenance District No. 98 - Pine Meadows Maintenance Total: 95 Special District Type: Memorial Ebbetts Pass Veterans Memorial District Memorial Total: 1 Special District Type: Mosquito Abatement Moorpark Mosquito Abatement Mosquito Abatement Total: 1 Special District Type: Municipal Improvement Estero Municipal Improvement District Municipal Improvement Total: 1 Special District Type: Public Utility Calveras Public Utilities Chester Public Utilities Tahoe City Public Utility Truckee Donner Public Utility Valley Springs Public Utility Public Utility.Total: 5 Special District Type: Recreation and Park Arden Manor Recreation and Park District 5/27/2010 Page 4 of 6 Arden Park Recreation & Park Carmichael Recreation & Park Conejo Recreation & Park District Cordova Recreation and Parks District Fair Oaks Recreation & Park Fulton-El Camino Recreation & Park District Isla Vista Recreation & Park Livermore Area Recreation & Park Marin County Open Space District Maxwell Parks & Recreation McFarland Recreation & Park Mission Oaks Recreation & Park North Highlands Recreation & Park Orangevale Recreation & Park Rio Linda Elverta Recreation and Pack District Southgate Recreation & Park Sunrise Recreation & Park Recreation and Park Total: 18 Special District Type: Redevelopment City of Galt, Redevelopment Agency Moreno Valley Community Redevelopment Orange Redevelopment Agency Pico Rivera Redevelopment Riverside County Redevelopment Agency Redevelopment Total: -5 Special District Type: Resource Conservation Alameda County Resource Conservation District Honey Lake Valley Resource Conservation Mission Resource Conservation Trinity County Resource Conservation Western Shasta Resource Conservation District Resource Conservation Total: 5 Special District Type: Sanitary Castro Valley Sanitary District East Palo Alto Sanitary Marin County Sanitary District Mokelumne Hill Sanitary Novato Sanitary District Oro Loma Sanitary District Sanitary Total: 6 Special District Type: Sanitation Central Marin Sanitation Agency Contra Costa County Sanitation #19 Contra Costa County Sanitation #5 Contra Costa County Sanitation #6 Corinthian Bay Sanitation District Lake County Sanitation District Lands End Sanitation District Middletown Sanitation Napa Sanitation District Occidental County Sanitation District Orange County Sanitation #1 Orange County Sanitation #11 Orange County Sanitation #13 Orange County Sanitation #2 Orange County Sanitation #3 Orange County Sanitation #5 Orange County Sanitation #6 Orange County Sanitation #7 Sonoma Valley County Sanitation District South Park County Sanitation District Sanitation Total: 20 Special District Type: Solid Waste Del Norte Solid Waste Management Authority 5/27/2010 Page 5 of 6 is C • Solid Waste Total: 1 5/27/2010 Page 6 of 6 Special. District Type: Waste Management Alameda County Waste Management Authority Humboldt Waste Management Authority Victor Valley Wastewater Reclamation Authority Waste Management Total: 3 Special District Type: Water Desert Water Agency Irish Beach Water Kelseyville County Waterworks District Kern County Water Sacramento County Water Agency Sky View County Water District Solano County Water Agency Sonoma County Water Agency Ventura River County Water . • Ventura Waterworks District #1 Ventura Waterworks District #16 Ventura Waterworks District #17 Ventura Waterworks District #19 Ventura Waterworks District #8 Willow County Water Yuba County Water Water Total: 16 Total Special Districts: 278 5/27/2010 Page 6 of 6 �s4sol Attachment B s L' a PRICING QUOTE Vendor /Contractor Use for Purchases > $5,000 #1 #2 #3 Company Name: Location: Phone: Contact: Date Contacted: Qtv Product /Service Price �. VENDOR/CONTRACTOR RECOMMENDED: Supplies /Equipment — If the low bidder is not recommended, give reason(s) below: Services — Attach a summary of qualifications of person /company selected. Authorized Signature Date General Manager Signature Date • • Attachment C SAMPLE BEST VALUE EVALUATION CRITERIA Costa Mesa Sanitary District Memorandum TO: JOAN REVAK, OFFICE MANAGER/CLERK OF THE DISTRICT FROM: DATE: SUBJECT: BEST VALUE EVALUATION CRITERIA The following is the weighted scale criteria for evaluating bids of the services program. Bids are due to your office on , 20_ at a.m. /p.m. Cost: Cost will be scored on a scale of 1 to 5, with the high score being a 5. The bidder that has the lowest total cost, as indicated on the Bid Form, will be awarded 5 points as will any other bidder within 5% of the total cost. Bidders not within this range will be scored as follows: 1. 5.1% to 15% above the lowest total cost bidder will receive 4 points. . 2. 15.1% to 25% above the lowest total cost bidder will receive 3 points. 3. 25.1 % to 35% above the lowest total cost bidder will receive 2 points. 4. 35.1 % to 45% above the lowest total cost bidder will receive 1 point 5. Bidders in excess of 45% above the lowest total cost bidder will receive O.points. Responsiveness to Specifications: This rating will be determined by an evaluation of the Bidder's ability to comply with all the requirements stipulated in the specifications. For instance, is the contractor in compliance with the insurance requirements? Does the contractor meet the minimum qualifications? Was the bid form completed correctly? Were all documents signed whereas needed and are all the required documents submitted on District forms? Was a bid guarantee submitted? References /Previous Performance: This rating will be based on staffs analysis of the bidder's past performance with the District and with other public and /or private entities. The analysis will include, but is not limited to the quality of work, experience performing the work, number of complaints received, good customer service,. the competency of bidder's staff, and any other information to assist staff in its analysis. 1 Ability to Provide Service: This rating will be based on several factors. These factors • include but are not limited to the skills and training of the bidder's staff, including proper communications, professional associations, equipment, materials, supplies or any other criteria that would indicate the bidder's ability or inability to perform as required. Does the management plan offer real world solutions tailored to meet the needs of the District? How fast can they respond to emergency call -outs? The ratings will be based upon the District's analysis of all data and information available. Consistency with Current Equipment and Standards: This rating will be based on staffs analysis of the Bidder's list of equipment, materials and supplies that will be used during the term of this contract to determine the Bidder's commitment to quality of service. For instance, will the equipment listed in Exhibit B be adequate to perform the required services? Is the equipment alternative fuel? Unspecified Value Added Offerings: This rating will be determined by an evaluation of the Bidder's offering of unspecified value. These factors include any offers that the District considers monetarily valuable or services that will provide the community with enhanced services. The ratings will be based upon the District's analysis of all data and information available. Delivery Wait Time: This rating will be based on the delivery time specified by the • Bidder. For instance, if the delivery time is five days or less, the bidder will receive 5 points; if the delivery time is ten days or less, the bidder will receive 4 points. N 0 0 • Attachment D SAMPLE "BEST" VALUE EVALUATION FORM Choose weights within listed ranges. Recommend that sum of weights equal 100 %. For scoring, enter numbers from 1 through 5, 5 being the best. Totals on each line equals score times weight. MINMUM CRITERIA WEIGHT SUPPLIER A SUPPLIER B SUPPLIER C Score Total Score Total Score Total Cost 40% 5 200 4 160 1 40 Responsiveness to Specifications 25% 4 100 4 100 5 125 References /Previous Performance 10% 5 50 5 50 5 50 Ability to Provide Service 10% 4 40 5 50 5 50 Consistency with Current Equipment or Standards 5% 3 15 5 25 4 20 Unspecified Value Added Offerings 5% 2 10 0 0 3 15 Delivery Wait Time 5% 4 20 4 20 4 20 TOTAL SCORES 435 405 320 Approved: Supplier A Other Possible Criteria: • Vendor's Financial Stability • Quality of Product or Effectiveness of Service • Years of Operational Experience of Company or Personnel • Life -cycle cost evaulation (purcahse, financing, maintenance, operational costs, upgrades, disposal) • Return Policy • Existence of proven methods or goods 1 Meeting Date Item Number 07/22/10 X. COSTA MESA SANITARY DISTRICT RECYCLING COMMI'T'TEE AGENDA Monday, July 19, 2010 12:00 p.m. Costa Mesa Sanitary District 628 W. 191h Street Costa Mesa, California (Director's Ooten and Monahan) I. Orange County Waste & Recycling Sub - Regional Meetings, Funding & Grant Program II. Recycling Committee Goals for CY -2010 III. CR &R Report on Other Agencies Recycling Programs III. Report on Other CMSD Recycling Programs IV. Public Comments V. Next Meeting Date — August 23, 2010 Dated: June 15, 2010 Clerk of the District • CY 2010 Recycling Committee Goads I. Encourage Non - Profit Organizations and schools to implement Recycling Projects and /or Programs II. Monitor advancements and technology in the solid waste industry III. Promote recycling at community events IV. Encourage Zero Waste practices among residents and schools V. Advocate sustainable practices to ensure precious resources are saved VI. Implement a Community Awareness Program emphasizing District programs and special events -'C Meeting Date Item Number 07/22/10 XI. A COST A 9K�s� S�7A�.7 DIS7�,rc�' Memorandum To: Board of Directors ... an Independent Special District Via: Scott Carroll, General Manage From: Rob Harriers, District Engineer Date: July 22, 2010 Subject: NMUSD Request to Span Over CMSD Sewer Easement w /2nd Floor of New Building at Costa Mesa High School, 2650 Fairview Road, Costa Mesa Summary ® Staff has determined the proposed 2nd floor span of a new building over the CMSD sewer easement will not adversely affect the sewer main or easement. or the District's ability to maintain, access, or reconstruct the District's 18" sewer main in the easement, if necessary in the future. • Staff Recommendations Staff supports the approval in concept for the Newport Mesa Unified School District (NMUSD) to construct the contemplated building at Costa Mesa High School with the 2nd floor spanning over the CMSD easement subject to the following conditions: 1. CMSD District Engineer verifying the proposed building footings are designed not to surcharge the District sewer main. 2. The District Engineer and Maintenance Supervisor verifying access is provided to the sewer main and .easement in and around the proposed building. 3. The CMSD Maintenance Supervisor verifying maintenance activities will not be compromised by the building location or design. Protecting our community's (eaft( and the environment 6y providing solidwaste andsewer coffection services. www. crosdca.go u Sewer System Committee July 22, 2010 Paae 2 of 3 4. NMUSD agrees to reimburse CMSD for any maintenance and /or repair work that requires work underneath the proposed building and /or the proposed asphalt walkway located on CMSD easement. 5. The Attorney for the CMSD bringing back a formal agreement for approval and execution by the CMSD and NMUSD. Analysis CMSD staff met with the project architect and the NMUSD representative on 6/18/10 to discuss the project. The middle school on Costa Mesa High School campus is being upgraded with new buildings to create a larger enclave for the 7th and 8th grade students. The new buildings will provide classrooms for expanding teaching methods in the history/English relationship and math /science relationship. Additionally, the location of the new buildings will assist in creating a programmed quad area while also improving campus security. The CMSD sewer and easement are located in the center of the school campus thereby restricting development over the 20' width of the easement. The request is to have a 2nd floor span over the CMSD easement for a length along the easement of approximately 40'. Should the school district be denied the ability to span the 2nd floor over the easement, there will be additional costs for stairs, an elevator, and utility runs (in the ground, directly over the CMSD sewer) amounting to approximately $400,000 in estimated costs. . The CMSD District Engineer, Senior Inspector, and Maintenance Supervisor related the District's responsibilities and concerns regarding the 2nd floor span. The District's concerns for maintenance, cleaning, CCTV, access, and reconstruction if necessary, were all addressed and District staff is confident there will be little, if any, impact to the District if the building concept is approved. Strategic Plan Element & Goal This item supports achieving Strategic Planning Element 3.0, "To foster beneficial relationships to accomplish the goals of the District." Legal Review The Attorney for the District will either prepare the agreement with NMUSD allowing the 2nd floor span over the District's easement or will review the agreement as prepared by NMUSD. Financial Review There is no financial impact to the Sanitary District. • • y ®/t Sewer System Committee July 22, 2010 • Page 3 of 3 • C] Public Notice Process Copies of this report are on file with the entire agenda packet at District Headquarters. Alternative Actions 1. Deny NMUSD request to span the 2nd floor building over CMSD easement. 2. Refer the matter back to staff for further review. Meetina Date Item Number .� 07/22110 A B. .fit IT I I 9WE-S.A S ...an Independent S eda[District To: Board of Directors Via: Scott Carroll, General Manage From: Rob Hamers, District Engineer Date: July 22, 2010 Subject: Revised Plan Check, Inspection, Permit and Annexation Charges Summary The Board of Directors updated the plan check, inspection, permit, and annexation fees at the April 22, 2010 Board meeting. Additional review of the fees has resulted in minor adjustments and the need to adopt a new Resolution for the adjusted fees. Staff Recommendations The Board of Directors adopts Resolution No. 2010 -788 attached hereto, revising the sewer permit fee, swimming pool fee and the annexation fee. Analysis Three fees are proposed for adjustment; sewer permit fee, swimming pool inspection fee, and annexation fee. Upon additional . review of the sewer permit fee, staff determined the CMSD Accountant, Accounting Specialist, and Maintenance Supervisor also play a role (in addition to Permit Processing Specialist) in issuing the permit. Therefore, in order to recover the actual cost of service, the sewer permit fee was revised from $55 to $120. Even though the permit fee is increasing by 118 %, the new rate of $120 is within the range of fees from neighboring jurisdictions: Westminster $ 30.00 Fullerton $ 47.00 iSouth Coast Water District $ 50.00 Protecting our community's hea,,th aruf the env7rnn'nent Gri prnvndinq solid waste and sewer collection services. uWa- I.rn1sdcagov Board of Directors July 22, 2010 Page 2 of 3 Huntington Beach $ 90.00 Garden Grove $135.00 Costa Mesa Sanitary District $120.00 Newport Beach $180.00 Midway City Sanitary District $235.00 The following jurisdictions do not have sewer permit fees: City of Santa Ana, Orange County Sanitation District, Irvine Ranch Water District, City of Laguna Beach, City of Fountain Valley, City of Tustin and City of Orange. In order to better reflect the actual cost of service provided for a swimming pool connection, plan check hours were removed and inspection hours increased to three hours. The swimming pool fee is being revised by decreasing the fee from $257.50 to $190.00. The CMSD Annexation. fee is being reduced from $2,940 to $2,500 due to transposition of numbers. Strategic Plan Element & Goal The item supports achieving Strategic Element No. 7.0, `To ensure the short and long- term fiscal health of the District." 0 Legal Review The original ordinance and resolution updating these fees was reviewed by the attorney for the District. Financial Review The proposed adjustments is projected to generate a net increase of revenues in the amount of $6,500 per year based on the current economic condition. Committee Recommendation N/A Public Notice Process Copies of this report are on file with the entire agenda packet at District Headquarters. Alternative Actions 1. Do not approve the adjustments. 2. Refer the matter back to staff for further review. • Board of Directors July 22, 2010 Page 3 of 3 Reviewed by: 4�� Sherry Kallab Administrative Manager n U • RESOLUTION NO. 2010-788 • A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ESTABLISHING PLAN CHECK, INSPECTION, PERMIT AND ANNEXATION FEES WHEREAS, the District incurs costs for the benefit of property owners that should not be borne by the general rate payers but instead by those owners and others that directly benefit from these services; and WHEREAS, Government Code Section 66016 and general law provide that charges for services should not exceed the estimated reasonable costs for providing the service; and WHEREAS, the District staff has participated in a study with the District Treasurer to justify fees charged for certain services; and WHEREAS, that study, which is attached hereto and incorporated herein as Attachment A, analyzed District costs, including, but not limited to, hourly fully- burdened rates and estimated times to perform tasks and supports the fees established herein; NOW, THEREFORE, the Board of Directors of the Costa Mesa Sanitary District does hereby RESOLVE as follows: • 1. That the attached Attachment B shall be the District fees for the services described therein. 2. That this Resolution shall supersede Resolution No. 2010 -777 and any other resolution in conflict herewith. This Resolution shall take effect upon its adoption. PASSED AND ADOPTED by the Board of Directors of the Costa Mesa Sanitary District at a regular meeting held on the day of 2010. Gary Monahan Secretary, Costa Mesa Sanitary District Arlene Schafer President, Costa Mesa Sanitary District n U J STATE OF CALIFORNIA) COUNTY OF ORANGE )SS CITY OF COSTA MESA ) I, Joan Revak, Clerk of the Costa Mesa Sanitary District, hereby certify that the abov=e and foregoing. Resolution No. 2010 7788 was duly and regularly passed and adopted by said Board of Directors at a regular meeting thereof held on the day of IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seal of the Costa Mesa Sanitary District, this day of 2010. Clerk of the Costa Mesa Sanitary District • 1�1 ATTACHMENT "B" TO COSTA MESA SANITARY DISTRICT RESOLUTION NO. 2010 -788 DISTRICT FEES Tie -in to Existing Lateral $570 Construction of New Lateral $640 Construction of New Manhole $1,415 Construction of New Facilities $10 /linear foot, maximum fee of $20,000 Annexation $2,500 Sewer Permit $120 Sewer. Lateral Assistance No Charge Small New Development $545 Swimming Pool Connection $190 Minor On -Site Plumbing Work $120 Large New Development $1,160 Cap Lateral and Demolition $90 • • C: • :7 COSTA MESA SANITARY DISTRICT Sewer User Fee Study April 2010 Employee Classification Hourly Rate Benefit Rate General Manager $ 73.92 $ 22.44 Operations Manager 61.54 17.61 Clerk of the District/Office. Manager 52.16 15.70 Maintenance Supervisor 43.65 13.97 Administrative Manager 42.37 13.71 Accountant 35.16 11.78 Maintenance Worker 26.44 10.46 Permit Processing Specialist 26.27 9.96 Program Specialist 24.59 9.62 Accounting Specialist 23.38 9.37 Receptionist 22.04 9.10 Ordinance Enforcement Officer 20.84 0.46 District Counsel n/a n/a District Engineer n/a n/a Treasurer n/a n/a Inspector n/a n/a Total cost 2 Attaciftnt A District Overhead Fully Burdened Hourly Rate Tie -in to Existing Lateral Hours Construction of New Lateral Sewer Lateral Assistance 63.62% $ 157.66 - - - 63.62% 129.50 - - - 63.62% 111.03 - - 63.62% 94.28 - - - 63.62% 91.76 - - - 63.62% 76.80 - - - 63.62 %. 60.37 - - - 63.62% 59.28 1.00 - - 63.62 % 55.97 - - - 63.62% 53.58 - - - 63.62% 50:95 - - - 63.62% 34.85 - - - n/a 181.00 - - - n/a 96.50 4.00 4.00 2.00 n/a 112.00 - - - n/a 64.50 2.00 4.00 1.00 $ 574.28 $ 644.00 $ 257.50 i_ COSTA MESA SANITARY DISTRICT Sewer User Fee Study April 2010 Total cost Hours Construction Construction of New of New Manhole Facilities Attachment A Minor On- Site Plumbing Large New Work Development 0.005 1.00 - 4.00 0.01 - 4.00 16.00 0.14 1.00 12.00 $ 547.50 $ 193.50 $ 1,418.00 $ 10.29 $ 123.78 $ 1,160.00 0 0 - 0 Swimming Small New Pool Employee Classification Development Connection General Manager - - Operations Manager - - Clerk of the District/Office Manager - - Maintenance Supervisor - - Administrative Manager - - Accountant - - Maintenance Worker - - Permit Processing Specialist - - Program Specialist - - Accounting Specialist - - Receptionist - - Ordinance Enforcement Officer - - District Counsel - - District Engineer 3.00 - Treasurer - - Inspector 4.00 3.00 Total cost Hours Construction Construction of New of New Manhole Facilities Attachment A Minor On- Site Plumbing Large New Work Development 0.005 1.00 - 4.00 0.01 - 4.00 16.00 0.14 1.00 12.00 $ 547.50 $ 193.50 $ 1,418.00 $ 10.29 $ 123.78 $ 1,160.00 0 0 - 0 • Attachot A COSTA MESA SANITARY DISTRICT Sewer User Fee Study April 2010 Hours Employee Classification Cap Lateral " and Demolition Annexation Sewer Permit General Manager - 4.00 - Operations Manager - - Clerk of the District/Office Manager - 4.00 - Maintenance Supervisor - - 0.50 Administrative Manager - - - Accountant - 1.50 0.25 Maintenance Worker - - - Permit Processing Specialist 0.50 0.25 0.75 Program Specialist - - - Accounting Specialist - - 0.25 Receptionist - - - Ordinance Enforcement Officer - - - District Counsel - 3.00 - District Engineer - 8.00 - Treasurer - - - Inspector 1.00 - - Total cost lI $ 94.14 $ 2,519.78 $ 124.20 0 C Meeting Date Item Number 07/22/10 XII. A. SEWER SYSTEM COMMITTEE AGENDA July 13,2010,10:30 a.m. Costa Mesa Sanitary District 628 W. 19th Street Costa Mesa, California Directors Monahan, Ooten and Ferryman I. Monthly Spill Statistics II. NMUSD Request to Span Over CMSD Easement With 2d Floor at CMHS A. Presentation by Architect and School District III. Oversight of Private Pumping Stations A. Staff Report, List of 26 Stations, Flyer, Maintenance Chart IV.. #171 Irvine Pumping Station Force Main Rehabilitation - Additional Discussion V. #183 System Wide Sewer Repair - Grade 5 Repairs Vi. Conversion of Sewer Atlas to GIS - Atlas 98% Complete; NTP on CMMS 6 -30 -10 VII. CMSD Sewer Cleaning Program - Update - Annual, Biennial, Triennial VIII. Little Corona Sewer Spill IX. Letter to Sewer Lateral Assistance Program Private Plumbers X. CMSD Projects: A. Project #101 - Westside Pumping Station Abandonment B. Project #129 - Bristol Street Sewer C. Project #164 - Miscellaneous Sewer Work D. Project #171 - Irvine Pumping Station Force Main Rehabilitation E. Project #183 - System -Wide Sewer Reconstruction F. Project #183 -2 - Bristol Street North of Randolph G. Project #186 - Sewer Lateral Assistance Program H. Project #187 - District Yard I. Project #189 - Rehabilitation of Six Sewers Transferred to CMSD XI. Other XII. Next Meeting: TBD, 10:30 a.m. XIII. Public Comments Dated: July 7, 2010 .1 1 � Clerk of the District 91 _Meeting Date Item Number 07/22/10 1 XIII. A. COSTA MESA S�aCrrz�7' DISqRICT Memorandum ... an Independent Special District To: Board of Directors Via: Scott Carroll, General Man From: Marc Davis, Treasurer Date: July 22, 2010 Subject: Agreement for Independent Audit Services Summary The District is required to undergo an audit of its financial statements on an annual basis. The existing agreement for audit services expired with the completion of the annual audit for the year ended June 30, 2009. Staff has solicited proposals for audit services from qualified certified public accounting firms Staff Recommendations Award a Professional Services Agreement for Independent Audit Services to Diehl, Evans & Company, LLP in the amount of $26,930 for the fiscal years ending June 30, 2010, 2011 and 2012. Analysis The District last contracted for audit services when it separated from the City. That agreement covered the fiscal years ended June 30, 2005 through June 30, 2009. Diehl, Evans & Company, LLP was awarded that contract. Staff has been satisfied with the services provided by Diehl, Evans & Company, LLP. Given the economic climate and the competitive nature of audit services, staff prepared and issued a Request for Proposals (RFP) for Independent Audit Services and provided the RFP to eight certified public accounting firms in Southern California who have previous governmental audit experience. Firms were asked to propose on the annual audit of the District's financial statements for the fiscal years ending June 30, 2010, 2011 and 2012, plus an option to extend the term for two additional one -year Protecting our community's health and the environment by providing solidwaste andsewer collection services. www.crosdcagov Board of Directors July 22, 2010 Page 2 of 3 periods at the sole discretion of the District. Included within the scope of the RFP was the request for assistance from the audit firm with the development of a Comprehensive Annual Financial Report, in accordance with the District's strategic plan. The District received proposals from three firms. A summary of the proposals received and associated cost proposed is as follows: Firm Diehl, Evans & Company, LLP Lance, Soll & Lunghard, LLP Charles Z. Fedak & Company Total Proposed Fixed Fee For Base Period $26,930 30,180 31,290 Staff reviewed the proposals and determined that Diehl Evans & Company, LLP provided the best technical proposal at the lowest cost. The agreement for services will be on the District's standard Professional Services Agreement (Agreement). Diehl, Evans & Company, LLP has requested a deviation from the Agreement. The potential firm has requested that the District modify Section 4 of the Agreement to allow for a deductible of $50,000 for the errors and omissions insurance. Staff has no objections to this request. Strategic Plan Element & Goal This item supports the first step toward achieving Strategic Element No. 7, Finances, and Strategic Goal No. 7.4, Develop a Comprehensive Annual Financial Report. Legal Review The Professional Services Agreement under review by District Counsel. Staff will provide an update at the Board meeting. Financial Review The audit fee for the fiscal year ending June 30, 2010 is $8,800, which is within the budgeted amount. Diehl, Evans & Company, LLP proposed a total cost in the amount of $26,930 for the fiscal years ended June 30, 2010, 2011 and 2012. The audit fees for the optional fiscal years ended June 30, 2013 and 2014 were proposed at $9,340 and $9,525, respectively. Adequate funding for each year of the Agreement will be provided in the applicable year's budget of the District. The request by Diehl, Evans & Company, LLP to allow for a $50,000 deductible to the errors and omissions insurance has no fiscal impact. 0 • Board of Directors July 22, 2010 Page 3of3 0 Committee Recommendation Not applicable Public Notice Process Copies of this report are on file with the entire agenda packet at District Headquarters. Alternative Actions 1. Refer the matter back to staff 2. Award the contract to another firm 3. Reject all proposals and issue a new RFP Attachments Attachment I — Professional Services Agreement for Independent Audit Services n LJ Reviewed by: Sherry Kallab Administrative Manager C7 Attachment 1 • PROFESSIONAL SERVICES AGREEMENT FOR COSTA MESA SANITARY DISTRICT THIS AGREEMENT is made and entered into this 30th day of July 2010, by and between the COSTA MESA SANITARY DISTRICT, a California Sanitary District, hereinafter referred to as "DISTRICT" and Diehl, Evans and Company, LLC hereinafter referred to as "CONSULTANT ". WITNESSETH WHEREAS, CONSULTANT is an independent contractor and DISTRICT desires to utilize the services of CONSULTANT to conduct an investigation of allegations of misconduct against an employee or employees of the DISTRICT; NOW, THEREFORE, the parties agree as follows: 1. Scope of the Work - Audit services for the fiscal years ending June 30, 2010, 2011 and 2012, with the option to extend the agreement for two additional one -year ,periods. Auditor will • advise District staff on how to best implement both current and proposed GASB statements. In addition,. auditor will provide ongoing, infrequent consulting services for financial issues that may occur throughout the year. The audit examination should not include a detailed audit of all the transactions recorded in the accounts of the District, unless otherwise herein specified, but will be based upon tests of accounting records and other supporting evidence for selected periods during the fiscal year under review sufficient to enable the contracting independent auditor to express an informed written opinion on the financial statements of the District. The contracting independent auditor shall review the financial records and all the various funds of the District and prepare all the financial statements in conformance with generally accepted auditing standards as set forth by the American Institute of Certified Public Accountants, the standards for financial audits set forth in the U. S. Government Accountability Office's Government Auditing Standards (2007 revision). Following the completion of the audit of the fiscal year's financial statements, the auditor shall issue: A report on the fair presentation of the financial statements in conformity with generally accepted accounting principles. 2. A report in accordance with Statement on Auditing Standards (SAS) 115 identifying any significant deficiencies or material weaknesses. • 01 J' I- - I ® 3. Written communication in accordance SAS 114 addressed to the Board of Directors (Board). The District does not have an audit committee. The Board serves as those charged with governance. The auditor is expected to print and bind 30 copies of the financial statements. The auditor is expected to provide 30 stapled copies each of its SAS 115 and SAS 114 reports. In addition to the hard copies, the auditor is to provided an electronic copy in Adobe format, plus one unbound master of each deliverable. The District does plan to prepare a Comprehensive Annual Financial Report (CAFR) and submit it for award to CSMFO for the year ended June 30, 2010, and to GFOA in subsequent years. The auditor will be required to assist the District in the preparation of an award - winning CAFR. All working papers and reports must be retained, at the auditor's expense, for a minimum of five (5) years, unless the firm is notified in writing by the District of the need to extend the retention period. The auditor will be required to make working papers available to the District, upon request. In addition, the firm shall respond to the reasonable inquiries of successor auditors and allow successor auditors to review working papers relating to matters of continuing accounting significance. 2. Reportinq a. CONSULTANT shall report to Sherry Kallab, Administrative Manager and • provide weekly updates on progress of assignments. follows: 3. Compensation CONSULTANT fees for audit services to Diehl, Evans & Company, LLP will be as • FY 2009 -10 $8,800. • FY 2010 -11 $8,975 • FY 2011 -12 $9,155 for a total of $26,930 for the three fiscal years. In addition, there will be no charge for infrequent consulting services for financial issues that may occur throughout the year. CONSULTANT shall submit an invoice to the District for time worked. Invoices shall be paid with in 15 business days of receipt. 4. Insurance. Time for Compliance CONSULTANT shall not commence Work under this Agreement until it has provided evidence satisfactory to the District that it has secured all insurance required under this section. In addition, CONSULTANT shall not allow any subcontractor to commence work on any subcontract until it has provided evidence satisfactory to the District that the subcontractor has secured all insurance required under this section. • Minimum Requirements CONSULTANT shall, at its expense, procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or 2 s damages to property which may arise from or in connection with the performance of the • Agreement by the CONSULTANT, its agents, representatives, employees or subcontractors. CONSULTANT shall also require all of its subcontractors to procure and maintain the same insurance for the duration of the Agreement. Such insurance shall meet at least the following minimum levels of coverage: Minimum Scope of Insurance Coverage shall be at least as broad as the latest version of the following: (1) General Liability: Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001); (2) Automobile Liability: Insurance Services Office Business Auto Coverage form number CA 0001, code 1 (any auto); and (3) Workers' Compensation and Employer's Liability: Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance. Minimum Limits of Insurance CONSULTANT shall maintain limits no less than: (1) General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with general aggregate limit is used, either the general aggregate limit shall apply separately to this Agreement/location or the general aggregate limit shall be twice the required occurrence limit; (2) Automobile Liability: $1,000,000 per accident for bodily injury and property damage; and (3) Workers' Compensation and Employer's Liability: Workers' Compensation limits as required by the Labor Code of the State of California. Employer's Liability limits of $1,000,000 per accident for bodily injury or disease. Insurance Endorsements The insurance policies shall contain the following provisions, or CONSULTANT shall provide endorsements on forms supplied or approved by the • District to add the following provisions to the insurance policies: General Liability The general liability policy shall be endorsed to state that: (1) the District, its directors, officials, officers, employees, agents and volunteers shall be covered as additional insured with respect to the Work or operations performed by or on behalf of the CONSULTANT, including materials, parts or equipment furnished in connection with such work; and (2) the insurance coverage shall be primary insurance as respects the District, its directors, officials, officers, employees, agents and volunteers, or if excess, shall stand in an unbroken chain of coverage excess of the CONSULTANT's scheduled underlying coverage. Any insurance or self- insurance maintained by the District, its directors, officials, officers, employees, agents and volunteers shall be excess of the CONSULTANT's insurance and shall not be called upon to contribute with it in any way. Automobile Liability CONSULTANT shall provide DISTRICT with proof of automobile insurance coverage. Workers' Compensation and Employers Liability Coverage The insurer shall agree to waive all rights of subrogation against the District, its directors, officials, officers, employees, agents and volunteers for losses paid under the terms of the insurance policy which arise from work performed by the CONSULTANT. Ail Coverage Each insurance policy required by this Agreement shall be endorsed to state that: (A) coverage shall not be suspended, voided, reduced or canceled except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the District; and (B) any failure to comply with reporting or other provisions of the • policies, including breaches of warranties, shall not affect coverage provided to the District, its 3 • directors, officials, officers, employees, agents and volunteers. Separation of Insured; No Special Limitations All insurance required by this Section shall contain standard separation of insured provisions. In addition, such insurance shall not contain any special limitations on the scope of protection afforded to the District, its directors, officials, officers, employees; agents and volunteers. Deductibles and Self- Insurance Retentions Any deductibles or self- insured retentions must be declared to and approved by the District. CONSULTANT shall guarantee that, at the option of the District, either: (1) the insurer shall reduce or eliminate such deductibles or self- insured retentions as respects the District; its directors, officials, officers, employees, agents and volunteers; or .(2) the CONSULTANT shall procure a bond guaranteeing payment of losses and related investigation costs, claims and administrative and defense. expenses. Acceptability of Insurers Insurance is to be placed with insurers with a current A.M. Best's rating no less than A- :VIII, licensed to do business in California, and satisfactory to the District. Verification of Coverage CONSULTANT shall furnish District with original certificates of insurance and endorsements effecting coverage required by this Agreement on forms satisfactory to the District. The certificates and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf, and shall be on forms provided by the District if requested. All certificates and endorsements must be received and approved by the District before work commences. The District reserves the right • to require complete, certified copies of all required insurance policies, at any time. Modifications District agrees to allow CONSULTANT a deductible of $50,000 for the errors and omissions insurance. 5. Independent CONTRACTOR The parties agree that CONSULTANT is an independent contractor who is being paid to produce a result. CONSULTANT is in no way an employee of DISTRICT. CONSULTANT controls the means of accomplishing the work. CONSULTANT shall pay all Federal and State payroll taxes for employees of CONSULTANT and said employees shall in no way be deemed or construed to be employees of DISTRICT for any purpose. 6. Term The period of performance begins July 30, 2010 through December 31, 2013. 7. Assignment No assignment of this AGREEMENT may be made without the express written consent of DISTRICT. 8. Termination iEither party shall have the right to terminate this AGREEMENT at a date earlier than specified in paragraph 6 without cause, by giving 10 days written notice. 9. Notice The parties may give notice under this AGREEMENT by sending such notice certified mail addressed as follows: TO DISTRICT: COSTA MESA SANITARY DISTRICT 628 W. 19'h Street Costa Mesa, CA 92627 ATTN: Joan Revak, Clerk of the District, CMSD TO CONSULTANT: Diehl, Evans & Company, LLP Certified Public Accountants and Consultants 5 Corporate Park, Suite 100 Irvine, CA 92606 -5165 Attn: Nitin P. Patel, Engagement Partner Such notice shall be deemed received five (5) days after mailing whether signed for or not. 10. Integration This AGREEMENT constitutes the entire AGREEMENT and understanding between the parties hereto, and it shall not be considered modified, altered, changed or amended in any respect • unless in writing and signed by the parties hereto. '11. No Waiver The failure of the DISTRICT at the time to require performance by the CONSULTANT of any provisions hereof shall in no way affect the right of the DISTRICT thereafter to enforce same. Nor shall waiver by the DISTRICT of any breach of any provisions hereof be taken or held to be a waiver of any succeeding breach of such provision or as a waiver of any provision itself. 12. Indemni CONSULTANT agrees to indemnify, defend and hold harmless the DISTRICT, its officers, agents, employees and volunteers from any claims or liability arising out of the performance of this AGREEMENT, save and except that caused by DISTRICT's sole active negligence. 13. Attorney's Fees The parties agree that should any dispute arise concerning the interpretation of this AGREEMENT, or regarding the performance or non - performance of this AGREEMENT, that the prevailing parry shall be entitled to reasonable attorney's fees. L� 5 0 • WITNESS WHEREOF, the parties hereto have set their hands and seals the day and year first above written. �1 • COSTA MESA SANITARY DISTRICT An CONSULTANT General Manager Meeting Date I Item Number 07/22/10 XV. A. CosTA ME-sA SANiTmky DisqRicT Memorandum To: Board of Directors ... an Independent Special District Via: Scott Carroll, General Manag G From: Joan Revak, Office Manager /Clerk of the District Date: July 22, 2010 Subject: 2010 Large Item Collection Summary The annual. Large Item Collection Program began on June 21 and will conclude on August 20, 2010. Staff Recommendations Accept this report. Analysis As of July 10, 2010, 88.26 tons were landfilled at a total cost of $2,123.29. Recyclable White Goods collected during this period totaled 27.31 tons, for a credit of $1,092.40 ($40.00 /ton) amounting to a net debit to -date of $1,030.89. The weekly progress of the collection is illustrated on the attached chart. Strategic Plan Element & Goal This item supports the District's Strategic Element No. 2, Solid Waste and managing the collection and recycling of residential trash in the most economical and environmentally friendly way by achieving high customer satisfaction in providing this service to assist residents in disposing of large items. Legal Review Not applicable. Protecting our community's health and the environment by providing solid waste andsewer collection services. www.cwdcagov 4, Board of Directors July 22, 2010 Page 2 of 2 Financial Review The Large Item Pick Up is in the 2010 -11 budget. Committee Recommendation Not applicable Public Notice Process Copies of this report are on file with the entire agenda packet at District Headquarters. Alternative Actions Reviewed by: Sherry Kallab Administrative Manager • • 0 0 t+ COSTA MESA SANITARY DISTRICT LARGE ITEM COLLECTION PROGRAM - 2010 Week Ending 25-Jun-09 2-Jul-09 9-Jul-09 18-Jul-09 23-Jul-09 30-Jul-09 6-Aug-09 13-Aug-09 20-Aug-09 TOTALS Landfilled Tonnage 35.16 30.63 22.47 88.25 Cost $773.52 $751.78 $597.99 $2,123.29 Recycled White Goods 9.43 9.21 $8.67 27.31 Credit $377.20 $368.40 $346.80 $1,092.40 Net Cost $396.32 $383.38 $251.19 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $11030.89 1171 /f iV .I G 0, rimin, • of .I G 0, rimin, •