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Agenda Packets - Board - 2011-02-24J� 0 Costa Mesa Sanjtqu l ... an Independent Special District Robert Ooten President James Ferryman Vice President James Fitzpatrick Vice Secretary Michael Scheafer Secretary Arthur ferry Director Public Comments. Any member of the public may address the Board. Speakers on agenda items should identify themselves to the Clerk before the meeting so that their input can be provided at the time the item is considered. Speakers on non - agenda items will be heard under Public Comments. Pursuant to State law, the Board may not discuss or take action on non - agenda items except under special circumstances. Speakers must limit their remarks to three minutes or as decided upon by the Presiding Officer. The Presiding Officer reserves the right to declare any speaker out of order. Obtaining Agenda Materials: The public is entitled to copies of all documents that are made part of the agenda packet. If any document or other writing pertaining to an agenda item is distributed to all or a majority of the Board after the packet is prepared, a copy of that writing may be obtained at the District offices at 628 W. 19th Street, Costa Mesa, California. The Clerk of the District may be contacted at (949) 645 -8400, ext. 223. In Compliance with ADA: Contact Joan Revak, (949) 645 -8400, 48 hours prior to meeting if assistance is needed (28 CFR 35.102.35.104 ADA Title II). Regular Meeting - Thursday, February 24, 2011 RECOMMENDED ACTION I. CALL TO ORDER — 5:30 p. M. — 628 W. 19th Street, Costa Mesa li. PLEDGE OF ALLEGIANCE — Director Scheafer III. INVOCATION 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. Trrotecting our community's health 6y providing solid waste and sewer collection services. www. crosdca.gov ;.. WM 4 IVICO4 OWLIUMr V IJOIJ 14,A, Febmar`y 24, 2011 AGENDA Page 2 RECOMMENDED ACTION Reports A. Minute Approval 1. Sewer System Committee Meeting —January 25, 2011 2. Recycling Committee Meeting —January 24, 2011 3. Regular Board of Directors Meeting -January 27, 2011 4. Special Board Meeting — February 1, 2011 5. Special Board Meeting —February 9, 2011 6. Special Board Meeting — January 19, 2011 B. Engineer's Reports 7. Project Status Report C. Financial Reports 8. Refunds 9. Occupancy Report and payment to Costa Mesa Disposal — January 2011 10. Contract Payment to CR Transfer for Recycling Services & Disposal for January 2011 11. Adoption of Warrant Resolution No. CMSD 2011 -8 Ratifying Payment for the Month of January 2011 in the amount of $682,530.55 12. Directors' Compensation and Reimbursement of Expenses for the 'Month of January 2011 13. Investment Report as of January 31, 2011 -------------------------------------- - - - - -- -END OF CONSENT CALENDAR- - - - - -- Receive & File No Refunds Approve Ratify Payment Ratify Payments Approve Compensation & Ratify Expenses Approve -------------------- - - - - -- VII. WRITTEN COMMUNICATIONS VIII. PUBLIC COMMENTS IX. GENERAL MANAGER'S REPORTS A. Preliminary Budget Calendar for Fiscal Year 2011 -12 Accept B. Salary Range Adjustment — Administrative Services Manager Approve • C. Anti - Scavenging Program Approve ltotecting our community's health and the environment 6y providing solid waste and sewer collection services. www.cmsdca.gov ,�vaici IYIG.�(�i JtLYIfLGii'� .uiLYII;L February 24, 2011 AGENDA Page 3 RECOMMENDED ACTION D. Revised Standby Policy Approve E. Special Board Meeting on "Branding" Verbal Report & Set Meeting Date F. Budget Adjustment — Seismic Study on Pump Stations Approve X. RECYCLING COMMITTEE A. Tuesday, February 22, 2011, 10:30 a.m. CMSD Board Room, 628 W. 19th Street, Costa Mesa (Directors Fitzpatrick and Scheafer) 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 101. SEWER SYSTEM COMMITTEE A. Tuesday, February 15, 2011, 10: 30 a.m. CMSD Board Room, 628 W. 19th Street, Costa Mesa (Directors Ferryman, 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. XIII. TREASURER'S REPORTS XIV. ATTORNEY'S REPORTS A. Manager -Board Communications and Issues XV. CLERK OF THE DISTRICT'S REPORTS 0 A. Proclamation for Allan Roeder, Costa Mesa City Manager Accept Report Endorse Proclamation rProtecting our community's heafth andthe environment 6y providing solid waste and sewer coffection services. www. crosdca.gov i �-.wust c<i .tvvesa 3ctnivary UhtimuL February 24, 2011 AGENDA Page 4 RECOMMENDED ACTION 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 D. California Special Districts Association (CSDA) . Accept Report E. California Association of Sanitation Agencies (CASA) Accept Report F. 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 XVIII. NEW BUSINESS A. SDRMA Notification of Nominations -2011 Election Board of Directors Consider Nomination XIX. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS XX. ADJOURNMENT TO CLOSED SESSION A. Conference with Labor Negotiators Pursuant to Government Code 54957.6. Agency Designated Representatives: President Ooten. Unrepresented Employee: General Manager XXI. ADJOURNMENT • Protecting our community's health andthe environment by providing soCrdwaste andsewer collection services. www.cmsdca.gov • Meeting Date Item Number 02/24/11 VI. A. 1. COSTA MESA SANITARY DISTRICT MINUTES OF SEWER SYSTEM COMMITTEE MEETING JANUARY 25, 2011 . CALL TO ORDER Board members of the Costa Mesa Sanitary District met in Committee. session on January 25, 2011 at 10:30 a.m. at 628 W. 19th Street, Costa Mesa. Director Ooten called the meeting to order at 10:30 a.m. DIRECTORS PRESENT: Jim Ferryman, Jim Fitzpatrick, Robert Ooten, Art Perry, Mike Scheafer ® STAFF PRESENT: Scott Carroll, General Manager; Sherry Kallab, Administrative Manager; Rob Hamers, District Engineer; Steve Cano, Lead Maintenance Worker; Tim Henson, Sewer Maintenance Worker; Joel Ortiz, Sewer Maintenance Worker; Joe Limon, Inspector; Harold Curtis, Intern OTHERS PRESENT: None MONTHLY SPILL STATISTICS Mr. Hamers reported two sewer spills occurred since last month's meeting. The first spill, from the Canyon pump station force main line, will be reviewed in detail in the following segment. The second spill occurred at the Irvine Pump Station on January 18, 2011 and was due to a clogged air release. The air release valve had been installed improperly. Approximately 10 gallons of water was released into the Santa Ana Delhi Channel. Mr. Hamers acknowledged the District was fortunate the volume of both spills was small. CANYON FORCE MAIN BREAK, 1 -8 -11 Mr. Hamers reported the Canyon force main spill was reported to Staff around 1:00pm on Saturday, January 8, 2011 and required emergency night response to repair the line. An ® estimated 50 gallons was lost, but none of the spill was released to the waters of the State, the Greenville Banning Channel or the Pacific Ocean. Staff could not find evidence the spill made its way into Canyon Park, but in the event it did it would have been captured in the filtration marsh located in Canyon Park. _ COSTA MESA SANITARY DISTRICT ayi 3FM P >pr ,\ �. MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING ,�- JANUARY 25, 2011 PAGE 2 • 1/1 REDUCTION PROGRAM The Committee reviewed rain data from the December 2010 storms. During the October 2010 rains the District had zero mpd into its pumping stations, as opposed to 2.69 mpd from the December 2010 rains. Mr. Guzman explained he had not been working during the November 18 to December 20th timeframe and many plugs and seals were missing when he inspected problem manholes. Mr. Hamers stated the program requires upkeep and additional money is needed in next year's budget to keep I/I low. Staff was directed to explore potential permanent solutions to plugging and sealing as part of next year's budget request. A letter written by Nick Arhontes, OCSD regarding the 1/1 problem acknowledged the District's success in reducing 1/1 and was provided in the Committee packet. SEWER CLEANING PROGRAM- AGREEMENT WITH NATIONAL PLANT SERVICES The year one cycle of sewer line cleaning was scheduled to start today but due to a slight delay will start next Tuesday. CMSD PUMPING STATIONS Mr. Hamers provided pictures of the Canyon pump station door replacement. Quarterly meetings are held with field personnel to review the needs of each pump station. Issues are round- tabled for solutions. The meetings have been very successful. Bids are being considered for the South Coast pump station and new pumps will be installed in the short term. ROOT CONTROL USING TOP HAT INSTALLATION The Committee viewed before and after pictures of six locations in the Top Hat Pilot Program. Four top hats and two short liners were installed at the sites. Staff will continue to monitor the installations for stability and root re- growth. Mr. Hamers thanked Mr. Carroll for developing the program. If the program proves to be successful Mr. Carroll will include funds in next year's budget for additional sites. CMSD SSMP AUDIT; MAY 2011; SEMINAR ON SELF AUDIT 1 -20 -11 @ CWEA EVENT, HUNTINGTON BEACH A City of Fullerton employee and a consultant for OCSD gave presentations at the January 20, 2011 WDR seminar regarding sewer system management plan (SSMP) audits. The audit looks at the agency's plan and compares to the actions of the agency to determine if the agency is in compliance with its plan. The agency can then take steps to improve performance as needed. The report will be presented to the Board of Directors. C COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING JANUARY 25, 2011 PAGE 3 iiipf)CG1�j / • TRIENNIAL WDR REVIEW Mr. Hamers reported five changes anticipated in the triennial WDR for review: • SWRCB wants to require mandatory private lateral reporting. • Anyone with one mile of sewer must have their own WDR & SSMP • Shortened notification requirements • No required operator certification • Leave WDR as an order as opposed to requiring a NPDDS permit. Changes will also be made to add additional measures to more clearly reflect the performance of the system. The estimated final adoption date is May 21, 2011. WDR MEMBER AGENCY SURVEY Karla Dillon, OCSD, is conducting a survey to determine what chemicals are being used in kitchens, interceptors and for odor control in pumping stations. Once the survey is complete a spreadsheet of the results will be provided for the benefit of all. MERCURY IN SEWERS • Mercury is on the radar screen along with other compounds. At this time mercury is a low percentage of the compounds they are concerned with. At this point in time there has been no recommendation to do anything about it. OCSD is not planning on adopting ordinances to prevent certain practices in dentist's offices; they are. encouraging dental offices to buy the amalgam separator. There are potential legislative activates that could implement permanent measures and there are various sources of mercury in addition to the dentist office. OCSD is concerned with mercury because of the partnership with Orange County Water District (OCWD) requiring water be recycled to a drinking water standard. CMSD could draft an ordinance, resolution, or policy for prevention of mercury getting into the system through dentist office. At this point in time a separator would have to be installed on every chair in the dentist office to successfully remove all the mercury. Mark Kawamoto, OCSD, will be giving a presentation on the topic at the February or March WDR meeting. EARTHQUAKE ASSESSMENT OF PUMPING STATIONS Mr. Carroll submitted four RFQs to structural engineers. Jerry Tucker was the only engineer to respond with a proposal of $29,400 to assess 14 of the District's pump stations. Mr. Carroll reported the study was not budgeted but there is money available in the contingency to cover the costs. ARTICLES OF INTEREST One article was provided regarding 26 sewer spills totaling 8 million gallons into San Diego waters between December 21 and December 28, 2011. • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING u �r JANUARY 25, 2011 PAGE 4 �j'l3F ate -.. CMSD PROJECTS: Mr. Hamers reported Projects 129, 183 and 189 are in plan check. Project 171, Irvine Force Main plans are almost finished and will be going out to bid. President Ooten requested an update on the Scada upgrade the next Committee meeting. SSC MEETING SCHEDULE The next meeting is scheduled for Tuesday, February 15, 2011 at 10:30 a.m. PUBLIC COMMENTS There were no public comments. ADJOURNMENT The meeting was adjourned at 11:50 a.m. SECRETARY PRESIDENT • C, v • COSTA MESA SANITARY DISTRICT MINUTES OF RECYCLING COMMITTEE MEETING January 24, 2011 Meeting Date I Item Number 02/24/11 1 VI. A. 2. The Costa Mesa Sanita7 District Recycling Committee met on January 24, 2011 at 10:30 a.m. at 628 W. 19 Street, Costa Mesa. Directors Present: Jim Fitzpatrick, Jim Ferryman Staff Present: Scott Carroll, Joan Revak, AJ Cully Others Present: Dean Ruffridge, Senior Vice President, CR &R; Trisha Throop, Community Relations Recycling 'Coordinator, CR &R; Mike Carey, Director, Orange Coast College Recycling Center Director Fitzpatrick called the meeting to order at 10:30 a.m. • I. Orange County Waste and Recycling Sub - Regional Meetings, Funding and Grant Program Ms. AJ Cully attended the Orange County Waste and Recycling Coordinators meeting on January 20, 2011. The CalRecycle 2009 Annual Report is completed and the per capita information will be available online in 1 -2 months. The City of Mission Viejo presented their Multi- Family Recycling Program and the Discovery Science Center's announced two new exhibits, the EcoStore and Waste Identification Game. Director Fitzpatrick encouraged staff to replicate ideas from other programs in order to strengthen the CMSD public outreach effort. II. Christmas Tree Recycling Program Mr. Carroll discussed issues experienced during the holiday collection and the necessary communication improvements to enhance the program for next year. Ms. Throop concurred a strong public outreach effort would be helpful to thoroughly explain the program to residents and avoid confusion in the future. (Protecting our community's hearth and the environment 6y providing sold waste and sewer correction services. www. crosdca.gov a a vy Costa Mesa Sanitary District Minutes of Recycling Committee Meeting January 24, 2011 Page 2 Ill. Report on 2010 School Telephone Book Recycling Program Ms. Revak provided a final report for the 2010 program. Director Fitzpatrick suggested a Best Practices report from the schools that experienced success in this program and feedback on current phonebook distribution in Costa Mesa. Ms. Throop informed the committee about a CR &R fundraising program for schools collecting bottles and cans in a roll off container. Mr. Carey stated that Orange Coast College Recycling Center also pays premium redemption values back to schools. IV. Recycling Reports Mr. Carroll requested clarification from Mr. Ruffridge regarding how CMSD recycling percentages are calculated. Mr. Ruffridge reported recycling reports do not fluctuate because waste characterization studies are very labor intensive and costly and they are fixed for at least two years. CR &R is currently conducting a CMSD. characterization study and Mr. Ruffridge is optimistic that there will be an increase. Director Fitzpatrick asked Mr. Ruffridge for a ballpark cost of conducting our own waste characterization studies to use as a measurement tool for specific programs. Mr. Carroll solicited ideas from Mr. Ruffridge for ways to increase the CMSD diversion rate to 60 %. Mr. Ruffridge stated he will give it some thought and get back to Mr. Carroll. Director Ferryman cautioned staff to wait for the state of California to mandate higher diversion rates so as to avoid any unwanted increase in trash rates. V. Scavenging Pilot Program Mr. Carroll presented options for the anti - scavenging program and sought direction from the Recycling Committee on how best to proceed. Mr. Ruffridge offered to have CR &R partner with CMSD to purchase, issue and maintain the lockable trash containers. Director Fitzpatrick requested more public outreach be utilized including a dedicated hotline number to report scavengers and a targeted enforcement strategy. (Protecting our community's heafth and the environment by providing sorid waste and sewer collection services. www. crosdca.gov • • • • / f�4ypWi s a �,�QY1S'Aiky VI. Awards for Recycling Efforts Costa Mesa Sanitary District Minutes of Recycling Committee Meeting January 24, 2011 Page 3 Ms. Cully requested consideration of special recognition certificates and /or monetary awards for community groups and schools who demonstrate outstanding recycling efforts. Director Ferryman suggested Staff establish specific criteria for awards. Mr. Carey stated Orange Coast College Recycling Center would be interested in a partnership with CMSD to assist with the funding of this effort. VII. Potential Dates for 2011 Recycling Events Ms. Cully proposed an annual calendar of all public outreach events be utilized to assist with advertising, planning and organization. Director Ferryman left the meeting at 11:35 a.m. VIII. Public Comments • Director Fitzpatrick suggested the distribution of the CMSD Strategic Plan Solid Waste Element to various city leaders and outside entities to invite feedback from the community. U Mr. Carey discussed the upcoming Costa Mesa Green Task Force Training Series: Citizens for a Greener and Healthier Costa Mesa Wednesday evenings from 6:00 -8:00 p.m. at the Neighborhood Community Center. VIII. Next Meeting Date — March 21, 2011 at 10:30 a.m. Director Fitzpatrick adjourned the meeting at 11:49 a.m. Secretary President Trotecting our community's health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov r R • Meeting Date Item Number 02/24/11 VI. A. 3. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JANUARY 27, 20.10 CALL TO ORDER PLEDGE OF ALLEGIANCE INVOCATION • ROLL CALL • DIRECTORS PRESENT: DIRECTORS ABSENT: The Board of Directors of the Costa Mesa Sanitary District met in regular session on January 27, 2011 at 5:30 p.m. at 628 W. 19th Street, Costa Mesa. Director Ferryman led the Pledge of Allegiance. Director Ferryman gave the invocation. Robert Ooten, James Ferryman, Art Perry, Jim Fitzpatrick, Mike Scheafer STAFF PRESENT: Scott Carroll, General Manager; Joan Revak, Office Manager /Clerk of the District; Robin B. Hamers, District Engineer; Alan Burns, Legal Counsel; Sherry. Kallab, Administrative Manager; Marc Davis, Treasurer; Teresa Gonzalez, Accountant OTHERS PRESENT Dean Ruffridge, CR &R ANNOUNCEMENT OF LATE COMMUNICATIONS Ms. Revak reported there were no late communications. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 27, 2010 • CONSENT CALENDAR REPORTS MINUTE APPROVAL Minutes of Sewer System Committee Meeting — December 14, 2010 Minutes of Recycling Committee Meeting December 20, 2010 Minutes of Investment Committee Meeting — December 20, 2010 Minutes of Regular Board Meeting — December 20, 2010 Refunds Occupancy Report and Payment of $197,015.05 to Costa Mesa Disposal — December 2010 Monthly Spill Report to State Water Resources Control Board Waste Diversion Report for December 2010 The Minutes of the Sewer System Committee Meeting of December 14, 2010 were approved as distributed. The Minutes of the Recycling Committee Meeting of December 20, 2010 were approved as distributed. The Minutes of the Investment Oversight Committee Meeting of December 20, 2010 were approved as distributed. The Minutes of the Regular Board Meeting of December 20, 2010 were approved as distributed. is There were no refund requests for the month of December 2010. The Trash Occupancy Count documented an increase of one unit for the occupancy report for solid waste collection as of January 1, 2011. Therefore, the total for December is 21,519 and the payment of $197,015.05 was ratified. The Monthly Spill Report to the State Water Resources Control Board (SWRCB) for January 2011 was accepted as submitted. The Waste Diversion Report dated December 2010 was accepted as submitted. C� COSTA MESA SANITARY DISTRICT MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 27, 2010 • Contract Payment of $174,745.36 to CR Transfer — December 2010 PAGE 3 The contract payment of $174,745.36 to CR Transfer for recycling services and disposal for the month of December 2010 was ratified as submitted. Contract Payment of $12,261.27 The contract payment of $12,261.27 to CR to CR Transfer — Santa Ana Transfer for recycling services and disposal Heights /Newport Beach — December for Santa Ana Heights /Newport Beach for 2010 the month of December 2010 was ratified as submitted. Ordinance Enforcement Officer's Report ENGINEER'S REPORTS Project Status Report • TREASURER'S REPORTS Warrant Register for the month of December 2010 in the amount of $914,875.87 Directors Compensation & Reimbursement of Expenses for the month of December 2010. The Ordinance Enforcement Officer's Report dated January 13, 2011 was accepted as submitted. The Project Status Report dated December 2010 was accepted as submitted. Warrant Resolution #CMSD 2011 -7 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 $914,875.87. Director Compensation and Expense Reimbursements for the month of December 2010 were approved and ratified as follows: President Ooten: $884.00 + $7.00 Vice President Ferryman: $663.00 Director Scheafer: $884.00 + $14.00 Director Fitzpatrick: $1,105.00 Director Perry: $442.00 COSTA MESA SANITARY DISTRICT MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 27, 2010 Annual Report of Expenses — Fiscal Year 09 -10 Investment Report for the Month of December 2010. PAGE 4 The Annual Report of Expenses for Fiscal Year 09 -10 was accepted. The Investment Report for the month of December 2010 was approved. END OF CONSENT CALENDAR Vice President Ferryman moved to accept the Consent Calendar as submitted. Director Perry seconded the motion. Motion carried 5 -0. WRITTEN COMMUNICATIONS Ms. Revak reported there were no written communications. PUBLIC COMMENTS Vice President Ferryman requested any public comments. There were no public comments. GENERAL MANAGER'S REPORTS SOCIAL MEDIA POLICY Mr. Carroll stated Strategic Goal No. 4.1 is to develop a Facebook page for the District and the purpose for developing a Facebook page stems from public demand and the rapid growth of social media use by other local, state and federal government entities as an indication that social media can be used effectively to enhance constituent communications. Mr. Carroll noted the use of social media presents opportunity and risk to the District. In general the District supports the use of social media technology to enhance communication, collaboration and information exchange to meet District strategic goals. Mr. Carroll provided proposed District social media use policies, protocols and procedures intended to mitigate associated risks from use of this technology where possible. The Board of Directors directed Staff to continue focusing on enhancing the District website as a priority before expending efforts on a District Facebook. r • • r� COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 27, 2010 • QUARTERLY BUDGET REPORT Ms. Gonzalez provided the Board with the Quarterly Budget Report - a brief analysis of District expenditures for the second quarter (October - December) of the fiscal year. Ms. Gonzalez reported overall, the solid and liquid waste funds are projected to have a surplus by the end of the fiscal year. The Solid Waste Fund is projected to have a surplus balance of $134,590 and the Liquid Waste Fund is projected to have a surplus balance of $317,110. Ms. Gonzalez noted some line items are projected to exceed approved budget amounts and Staff is monitoring these expenditures closely and will request budget adjustments accordingly. Ms. Gonzalez reported to date in the solid waste fund, the District has expended $2,371,401 and are projecting full year expenditures to be $5,315,910 for a projected year -end balance of $134,590 resulting primarily from the salaries and benefits projected to be approximately $21,900 below budget, special programs projected to be approximately $26,760 below budget and the projected non -use of the entire annual • contingency in the amount of $95,000 Ms. Gonzalez stated overall, personnel expenses are running under budgeted amounts by approximately $21,900 due primarily to the retirement of the permit processing specialist in the month of November and the Office Specialist II position staffed on a part-time basis during the first half of the fiscal year with temporary staffing planned for the remainder of the year. In the liquid waste fund to date the District has expended $1,320,874 and Staff is projecting full year expenditures to be $3,279,850 for a projected year -end balance of $317,110 resulting primarily from the vacant Maintenance Supervisor position and the delay in hiring the Lead Maintenance Worker. Salaries and benefits are projected to be approximately $202,950 below budget. There is also a projected non- use of the contingency budget in the amount of $154,760. Ms. Gonzalez stated overall, personnel expenses are running under budgeted amounts by approximately $202,950. Full time salaries and benefits are projected to be below budgeted amounts because of the vacant Maintenance Supervisor position, the delay in hiring of the Lead Maintenance Worker and the retirement of the permit processing • specialist. The Maintenance Supervisor position became vacant around COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 27, 2010 • mid - September and is expected to remain vacant during the remainder of the fiscal year. 'The Lead Maintenance Worker position was anticipated to be filled early in the fiscal year, however, it remained vacant until mid - November. Overtime salaries are expected to be below budget by approximately $11,550. Ms.' Gonzalez provided charts for the liquid and solid waste funds. RECYCLING COMMITTEE Director Fitzpatrick reported on the Recycling Committee meeting held on January 24. 2011 with Directors Ferryman attending. The Christmas tree recycling program was discussed. Director Fitzpatrick stated there were exceptional, success stories from the Davis Magnet School and there are plans to recognize the youth from their success. Staff will report back to the Board with regard to rewarding youth for their recycling efforts. Director Fitzpatrick stated recycling events were discussed and Staff will prepare a recycling event calendar for the year. • A scavenging pilot program was discussed whereby residents could switch out their regular containers to lockable containers. Mr. Ruffridge offered the services of CR &R to assist in purchasing the lockable containers and to deliver and switch out the containers. Mr. Carroll reported a meeting with the City is scheduled on February 9, 2011 to discuss enforcement of scavenging laws. Director Ferryman questioned Mr. Burns on the law covering scavenging and Mr. Burns replied it is a misdemeanor. Director Fitzpatrick stated the next meeting date for the Recycling Committee is February 22, 2011. ENGINEER'S REPORTS EMERGENCY REPAIR - CANYON PUMPING STATION FORCE MAIN - JANUARY 8, 2011 Mr. Hamers reported District Staff and contractors successfully responded to a force main break that caused a sewer spill on Saturday, January 8, 2011. Mr. Hamers provided the particulars of the District's force main break. • COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 27, 2010 • Mr. Hamers noted the District has spent years developing the emergency contractor list and fostering beneficial relationships so mobilizing the work force occurred without any problems. Mr. Hamers stated this item supports achieving Strategic Element No. 1.0, Sewer Infrastructure "through the careful management of the collection infrastructure" and Goal 1.6, Evaluate Force Main Conditions on a Regular Basis. Director Fitzpatrick recommended a letter of appreciation be sent to the OC Fairgrounds and Staff will draft such a letter. SEWER SYSTEM COMMITTEE Director Ferryman reported on the Sewer System Committee meeting held January 25, 2011. A three -year agreement with National Plant Services was mentioned. Mr. Hamers reported on the CMSD SSMP Audit in May 2011 and a seminar on self -audit held on January 20, 2011 at a CWEA event in Huntington Beach. TREASURER'S REPORTS • DEBRIEFING ON AUDIT OF CITY OF BELL Mr. Davis provided information on the audit of the City of Bell. In July 2010, an LA Times reporter did some digging at the City of Bell and found salaries were higher compared to other jurisdictions. The State Controller learned of this and conducted four separate audits at the City of Bell. One audit focused on a•quality control review of the financial statement audit conducted by Mayer Hoffman McCann (MHM). Mayer Hoffman McCann is related to CBIZ. There is a staffing agreement between MHM and CBIZ whereby CBIZ provides staffing assistance to MHM. The State Controller contacted MHM to obtain copies of working papers to conduct their quality control review as well as the other three audits they were conducting. MHM provided all the working papers to the State and after a three month review, the State issued a draft report to MHM on the quality of the audit. MHM responded to the draft report, provided additional information and it became very apparent that the level of review the state controller was at a much different level of skill and gave rise to the great disparity that exists between what a financial audit is and the public's perception of such. At the end of the day, during this process, the State Controller was releasing information on the results of that audit. MHM management and leadership met with the State Controller's office to discuss the findings and presented. documentation as to how those findings were satisfied by reports and working papers. The gist of the meeting was that because of COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 27, 2010 the comments made in the paper, the results needed to match, in an • election year, what was presented in the newspapers. MHM, in response, accelerated its peer review and an external firm was hired to review the quality of work of the CPA firm. The review is on- going; results and a report will be provided by the end of February 2011. All past peer reviews of MHM have been clean. MHM is reviewed by federal and state agencies and there has never. been any issue as to sub - standard work. On Friday, January 28, 2011, the leadership of MHM is going to Sacramento to meet with the State Controller's office to discuss what can be done in the industry and in public entities to close the gap between what the public perceives and what an audit actually entails. Procedures that are actually performed are not designed to uncover fraud, and when there are massive amounts of collusion, as occurred in the City of Bell, especially at city manager and city council levels, matters can easily get around the auditors and won't be detected in a normal audit. One of the things an audit does provide is reasonable assurance that the financial statements are free of material misstatement, and there are standards the auditors must follow to be able to provide that reasonable assurance. In doing that, auditors will at the beginning of the audit conduct a risk assessment . to determine where there may be risk of material misstatement in the financial statements and that will vary from agency to agency as to what the level of risk might be. The opinion also states it provides reasonable • and not absolute assurance. Auditors only examine whether the financial statements are put together appropriately, in accordance with generally accepted accounting principals, and fairly stated. President Ooten arrived at 6:15 p.m. ATTORNEY'S REPORTS CITY COUNCIL NOT IMMUNE FROM LIABILITY FOR HAVING SPEAKER EJECTED (NORSE V. CITY OF SANTA CRUZ) Mr. Burns reported in Norse v. City of Santa Cruz, the Ninth Circuit reviewed an appeal of Norse, who was the speaker ejected for giving the Nazi salute at a Council meeting in response to City Council action. Previously, the federal court upheld the action of the City in ejecting Norse for the Nazi salute as disrupting the Council meeting. This case was appealed to the Ninth Circuit and it first reviewed whether the City's summary judgment motion was properly granted. The Court found it was not properly granted and that Norse had a right to due process to prepare opposition to the judgment. As part of the procedural argument, other significant points were addressed by the Court that add to the body of law, if not reversed by the U. S. Supreme Court. 40 • COSTA MESA SANITARY DISTRICT PAGE 9 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 27, 2010 Mr. Burns further stated, the City argued that only part of the City Council meeting was a limited public forum and that certain parts of a council meeting are not public for at all. The Court ruled against the City and ruled that the entire council meeting is a public forum and the public has a right to attend and participate in the entire meeting, subject only to reasonable time, place and manner regulations; and, therefore, Norse's salute was to be analyzed based on first amendment law. Mr. Burns presented the conclusions of the case: 1. This case was simply a reversal of a summary judgment motion and not a decision on the merits. Nevertheless, significant legal points are established. 2. The entire Board meeting is a limited public forum. 3. An actual disturbance must occur before a rule of decorum can be enforced. 4. Board members are not immune from liability when ejecting persons from the Board chambers and can face a federal civil rights lawsuit if found to have violated a person's constitutional rights. Mr. Burns also noted the CMSD has rules of decorum and, on occasion, • has had disruptive speakers. The Board, to date, has not ever ejected a speaker.. CLERK OF THE DISTRICT REPORTS 2010 SCHOOL TELEPHONE BOOK RECYCLING PROGRAM REPORT Ms. Revak provided a final report on the 2010 School Telephone Book Recycling Program, including weekly collection data, recommended Contest. Awards for 2010, Designated Use of Awards and a History of the School Telephone Book Recycling Program through 2010. Mr. Revak noted a minimum of one - half book per student is required to qualify for the minimum $300 participation award. Sixteen of the twenty - two schools participating met the program's minimum requirement. Upon recommendation of Staff in the 2009 program, the Board voted to give a participation award of, $300 only to the schools collecting at least one -half book per student; a grand prize award to one school in each category, elementary, middle and high school, and an award to the schools collecting 10 -20 lbs. per student An Exceptional Effort Award was given to schools collecting over 20 lbs. per student. COSTA MESA SANITARY DISTRICT PAGE 10 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 27, 2010 • The same guidelines of the 2009 program were adhered to in the 2010 program. Staff recommends a grand prize in the amount of $400.00 be awarded to Monte Vista High School and Kline Elementary School. An $800 Exceptional Effort Award is recommended for Harper Preschool Center and Kline Elementary School. Director Perry brought up the guidelines of not rewarding a school if they didn't collect at least' /2 book per student. The item will be agendized for further examination of the guidelines. A suggestion was also made to perhaps combine the program with a bottle and cans recycling program. Ms. Revak stated upon approval of the Board, awards totaling $7,200.00, will be distributed to the schools. Dates will be scheduled for the Directors to present the checks. Director Perry moved to approve awards totaling $7,200.00. Director Fitzpatrick seconded the motion. Motion carried 5 -0. RESOLUTION NO. 2011 -792 - ORDERING THAT PUBLICATION OF ORDINANCE No. 81 AMENDING THE DISTRICT'S OPERATIONS CODE WITH RESPECT TO SEWER LATERAL MAINTENANCE HAS BEEN PUBLISHED • Ms. Revak presented Resolution No. 2011 -792 — Ordering that publication of Ordinance No. 81 Amending the District's Operations Code with Respect to Sewer Lateral Maintenance has been published. Director Ferryman moved to adopt Resolution No. 2011 -792. Director Perry seconded the motion. Motion carried 5 -0. LOCAL MEETINGS ORANGE COUNTY SANITATION DISTRICT (OCSD) Director Ferryman gave a report on the OCSD meeting held on January 26, 2011. The OCSD Board established a budget for the Joint GWRS Microfiltration Backwash Redirection Project and approved a reimbursement agreement with the Orange County -Water District for half the project expenditure for an estimated amount not to exceed $1,061,000. The Board adopted a resolution authorizing emergency repairs to the Santa Ana River Interceptor (SARI) Pipeline Protective Cover and Ratifying the General Manager's Use of Emergency Purchasing Authority. COSTA MESA SANITARY DISTRICT PAGE 11 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 27, 2010 SANTA ANA RIVER FLOOD PROTECTION AGENCY (SARFPA) Director Perry reported on the SARFPA meeting held at 4:00 p.m. on January 27, 2011. Director Perry advised of the passing of Don Martinson, Executive Director. Herb Nakasone of the Orange County Flood Control District will take over as Executive Director for six months as the Agency seeks a new Executive Director. Lance Natsuhara gave a presentation on the December 2010 storms. Modjeska Canyon, Aliso Viejo and Laguna Beach had greater than 100 - year rainfall; Irvine and San Juan Capistrano had greater than 50 -year rainfall and Irvine Lake, Bee Canyon, Agua Chinon and El Toro had greater than 25 -year rainfall. INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY (ISDOQ ISDOC QUARTERLY MEETING - .JANUARY 27.2011 Directors Ooten, Ferryman and Perry and General Manager Scott Carroll attended the ISDOC quarterly meeting held at 11:30 a.m. January 27, • 2011. Election of the ISDOC Regular and Alternate Representative to LAFCO was held. Charlie Wilson was elected to the Regular seat on LAFCO and Jim Fisler was elected as the Alternate. ISDOC MEMBERSHIP DUES IN THE AMOUNT OF $200.00 Director Perry moved to ratify payment of the ISDOC Membership Dues for 2011 in the amount of $200.00. Director Ferryman seconded the motion. Motion carried 5 -0. CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA) CALL FOR NOMINATIONS - BOARD OF DIRECTORS REGION 6, SEAT B CSDA is conducting a call for nominations for a Region 6, Seat B Director to replace Arlene Schafer. The CSDA Board of Directors is the governing body responsible for all policy decisions related to CSDA's member services, legislative advocacy, education and resources. The Board of Directors is crucial to the operation of the Association and to the representation of the common interests of all California's special districts before the Legislature and the State Administration. The deadline for receiving nominations is February 4, 2011. Nominated candidates will then be interviewed by the Region's existing directors and the successful candidate will be appointed by vote of the CSDA Board. . COSTA MESA SANITARY DISTRICT PAGE 12 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 27, 2010 Director Scheafer expressed an interest in becoming a nominee for the • p 9 open CSDA seat. Director Scheafer noted he is involved in legislative matters in his industry. Director Fitzpatrick moved to nominate Director Mike Scheafer for Region 6, Seat B Director of the CSDA Board of Directors. Director Ooten seconded the motion. Motion carried 5 -0. Director Scheafer will provide a letter of experience or resume to Ms. Revak who will submit the nomination form to CSDA. California Association of Sanitation Agencies (CASA) CASA Mid -Year Conference in Palm Desert — January 12 -14, 2011 President Ooten, Directors Scheafer and Perry attended the CASA Mid - Year Conference in Palm Desert January 12 -14, 2011. Other Meetings Qualifying for Reimbursement Directors Fitzpatrick and Scheafer attended the CSDA event on "How to be an Effective Board Member" and completed the AB 1234 Compliance Training for Special Districts. Director Fitzpatrick and Scheafer also attended the Delta Tour in Sacramento and toured the State Capitol among other sites. 0 Director Fitzpatrick reported he will be at Newport-Mesa High School where they have a "green" class "who are the students who got the Styrofoam ban going and will probably attend a meeting at the CMSD and champion their ideas. OLD BUSINESS There was no old business to discuss. NEW BUSINESS General Manager Scott Carroll brought up a matter that came to Staff's attention after the agenda posting. Director Ferryman moved to hear this item as the need arose to take action after preparation of the agenda. Director Perry seconded the motion. Motion passed 5 -0. General Manager Scott Carroll reported C. J. Segerstrom & Sons and the Costa Mesa Chamber of Commerce are holding a reception and dinner to celebrate the career of Allan Roeder on March 3, 2011 at the Westin South Coast Plaza Hotel. Event Sponsorship in the amount of $2,500 for a table of 10, logo and verbal recognition and an event gift are offered as • well as Table Sponsorship in the amount of $1,250 and individual tickets in the amount of $90. Proceeds will benefit Mr. Roeder's charities of r1 L J COSTA MESA SANITARY DISTRICT PAGE 13 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 27, 2010 choice. Discussion was held. Director Fitzpatrick suggested supporting individual attendance of Board members, the General Manager and certain Staff members. Director Ferryman moved to support the event with individual attendance by the Board of Directors and Staff members up to ten tickets in the amount of $90.00 or for a Table Sponsorship at $1,250 if this allows the CMSD to verbally recognize Allan Roeder and present a proclamation. Director Perry seconded the motion. Motion carried 5 -0. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS Director Perry announced he will not be present at the February 24, 2011 meeting and he was excused by the Board. Director Scheafer announced he will not be present at the March 24, 2011 meeting and he was excused by the Board. Director Scheafer asked for confirmation on who is the public information. officer for the CMSD and Staff confirmed it is the General Manager. Director Scheafer brought up the use of [-Pads for use by the Board and Staff for • District meetings. General Manager Carroll stated one of the items he plans to place in the budget is for the CMSD to go paperless with the Agenda and the subject will be discussed during budget meetings for 2011 -12. ADJOURNMENT President Ooten adjourned the meeting to Closed Session at 7:20 p.m. to discuss personnel performance evaluation pursuant to Government Code Section 54957 for the General Manager President Ooten reconvened the regular meeting at 8:00 p.m. and stated the Board gave General Manager Scott Carroll an above average performance evaluation. President Ooten adjourned the meeting to Closed Session at. 8:05 p.m. for a conference with labor negotiators pursuant to Government Code Section 54957.6 for the General Manager President Ooten reconvened the regular meeting at 8:30 p.m. and announced the Board directed President Ooten to negotiate a compensation adjustment with the General Manager. COSTA MESA SANITARY DISTRICT PAGE 14 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JANUARY 27, 2010 President Ooten adjourned the meeting at 8:35 p.m. Secretary President �J C7 s 0 • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING FEBRUARY 1, 2011. Directors Present: Robert Ooten, James Ferryman, Mike Scheafer, Jim Fitzpatrick, Art Perry Staff Present: Scott Carroll, General Manager Joan Revak, Officer Manager /Clerk of the District Sherry Kallab, Administrative Manager Robin B. Harriers, District Engineer Teresa Gonzalez, Accountant Others Present: Stephanie Barger, Earth Resource Foundation The Board of Directors of the Costa Mesa Sanitary District met on Tuesday, February 1, 2011 at 10:00 a.m., in the Board Conference Room at the Costa Mesa Sanitary District, 628 W. 19t" Street, Costa Mesa, California to consider the following: I. Strategic Planning 2010 -15, President Ooten opened the meeting to discuss the progress of the 2010 -15 Strategic Plan. Vice President Ferryman stated the Board should measure successes with the existing Strategic Plan and how many goals have been accomplished this year. He added in his experience with strategic plans of other entities, and every time money is expended, it is tied to a specific strategic plan. Mr. Hamers commented that staff reports state which item of the strategic plan have been met. Trotecting our community's health and the environment 6y providing solid waste and sewer collection services. costamesasanitarydrstrict. org Costa Mesa Sanitary District Page 2 Minutes of Special Meeting Held February 1, 2011 President Ooten turned the meeting over to General Manager Scott Carroll • who provided a Quarterly Progress Report on the Strategic Plan. The first item covered was Sewer Infrastructure and Implementation of a Calcium Abatement Program. The National Clay Pipe Institute (NCPI) has finalized an acidic solution to soften the calcium for removal with a hydro jetter. The solution and report was just delivered to Dr. Jenkins, the professor who performed the original calcium analysis to test and substantiate the findings and conclusions. No timeframe for review was provided, however, the matter should be wrapped up in 4 -6 months and at that time, the District can start the calcium removal program. Inflow Reduction Program was covered. An 1/1 kickoff meeting occurred on September 3, 2010 and the following accomplishments have occurred: 0 850 out of 4,705 manholes were plugged and sealed. o Successfully removed infiltration as a source of water by repairing the only two "gushers" found during 2006 -2009 CCTV. o Successfully reduced inflow for storms 1" ± per hour as evidenced by zero inflow from storm on February 26, 2010. o Successfully reduced inflow to 14 % -46% of peak flow as opposed to 200% of peak flow per OCSD model for east side area tributary to OCSD Dover Trunk. o Case Study of CMSD 1/1 program was presented to OC WDR General Group meeting on November 18, 2010 Successfully partnered with CCM on a grant application for eliminating flooding on 17th Street and Pomona. The grant application was considered for funding by the Santa Ana Watershed Project Authority ( SAWPA). SAWPA denied the District's and City's application for funding. Plugged and sealed a total of 1,500 manhole covers preventing 4.5 million gallons of water entering into the sewer system. 1.3 Hot Spot Abatement Program Currently analyzing the next 11 hot spots to determine the best method to structurally correct them. The following hot spot locations have been identified: 1. HS 65 Paularino at Trinity 2. HS 46 Anton at Bristol Street 3. HS 44 Bristol Street at Randolph (Project #183 -2. Bid Opening, Nikola Corporation) 4. HS 17 Country Club /Golf Course Drive 5. HS 88 Hamilton at Harbor 6. HS 10 Puente at Victoria 7. HS 54 Norse Avenue at Brentwood 8. HS 87 Sanderling /Placentia 9. HS 90 Harbor S/O Sunflower ftotecting our community's health and the environment 6y providing solid waste and sewer collection services. costamesasanitarydutrict. org • Costa Mesa Sanitary District, Page 3 . Minutes of Special Meeting Held February 1, 2011 • 10. HS 89 19th at Monrovia 11. HS 95 Randolph at Baker HS 87, 90 and 54 are recommended for removal as being hotspots. Additional locations are being considered for removal as well. 1.4 System Wide Sewer Replacement and Repair Program Design plans and specs are being prepared for first 64 Grade 5 repairs. Design plans and specs are complete and are currently under plan check review by numerous agencies. 1.5 Sewer line maintenance cleaning program CMSD will piggyback on a LACSD public bid for cleaning sewer line where NPS was low bidder at $0.28 per foot for cleaning 8" sewer main. This compares to the $0.35 per foot CMSD is now paying NPS, however, the $0.35 includes performing the 1 % CCTV check but the LACSD contract price does not include CCTV. $0.27 is the current lowest price going for cleaning work. A contract for NPS is currently being prepared for cleaning 494,000 If and will be for a three year with two one year extension options. Contract with NPS is fully executed. A Notice to Proceed has been issued in which NPS will begin services on February 1, 2011. 1.6 Evaluate Force Main Conditions on a Regular Basis Design plans and specs for the Irvine force main are currently being prepared. The District will be using a relining method called "pipe bursting ". The next force main to review and consider is Harbor/Wilson. The 8" Cast Iron Pipe (CIP) f.m. is 54 years old and carries a high flow (1,700 gallons per minute) from the west side of the Harbor /Wilson intersection to the east side of the intersection. Design plans and specs for Irvine force main are currently complete and currently under plan check review by numerous agencies. Currently Staff is reviewing relining the Canyon PS force main. Nothing to report on the Harbor/Wilson force main. 1.7 Pump Station Maintenance & Standardization Program Developed a quarterly Staff meeting to review and assess current operating features of pump station and correct any deficiencies. In addition, Staff developed a primary pump station maintenance program to help reduce private SSOs. Program will be kicked -off in spring 2011. Staff continues to meet on a quarterly basis to enhance and /or improve operational efficiencies. Developed a proposed Residential FOG Recycling Program. Sewer Committee approved the proposed program on September 14, 2010.. Proposed program presented to the Board in November 2010. Trotecting our community's health and the environment 6y providing sold waste and sewer coffection services. costamesasanitarydistrict. org Costa Mesa Sanitary District Page 4 1 Minutes of Special Meeting Held February 1, 2011 1.8 Fats, Oil & Grease Program • Revised CMSD Operations Code by giving CMSD authority to issue administrative citations for violating wastewater discharge permit. Revised code presented to the Board in November 2010. Developed a proposed Residential FOG Recycling Program. Sewer Committee approved the proposed program on September 14, 2010. Proposed program presented to the Board in November 2010. On November 18, 2010, the Board of Directors adopted an Ordinance requiring grease interceptors and /or other control devices be installed in all new commercial construction. The Board also approved a pilot Residential FOG Recycling Program. Staff is currently acquiring the equipment and supplies for the program and should begin implementation in May. 1.9 Sewer Lateral Assistance Program Since July 1, 2010, SLA applications were approved and a total of $42,275 has been reimbursed to homeowners during the three month period from July to September 2010. Since July 1, 2010, 57 SLA applications were approved and a total of $77,681 was reimbursed to homeowners during the six month period from October through December 2010. Developed a tri -gold brochure on how to manage private sewer laterals. The brochures will be kept in District vehicles where Staff will disseminate to the public when contacted regarding sewer laterals. Mr. Harriers commented on the very appreciative response from residents on the Sewer Lateral Program and the excellent programs provided by the CMSD that are not matched by any other agency in Orange County. Director Fitzpatrick stated the District should make the public aware of CMSD's .excellent services. Mr. Carroll presented a survey results from the Sewer Lateral Assistance Program. Mr. Carroll provided a list of Agency spills in 2010. There were a total of 86 SSO's and 979,771 gallons lost in the environment. The CMSD is within the 30 percentile of the fewest gallons lost in the environment. Discussion ensued on this data. 2.1 Solid Waste — Explore Commercial Collection Services Working with the City of Costa Mesa on studying current solid waste practices. Director Fitzpatrick asked if the CMSD has worked with other agencies on solid waste practices and the response was that the CMSD has always kept abreast of what others in the industry are doing. • (Protecting our community's health and the environment 6y providing sohdwaste andsewer collection services. costamesasanitarydistrict. org y Costa Mesa Sanitary District Page 5 Minutes of.Special Meeting Held February 1, 2011 Director Fitzpatrick recommended the District hire a consultant to bring back information to the CMSD on going to commercial service and go out for bid on residential hauling. President Ooten responded the District needs to define goals with regard to solid waste. Director Fitzpatrick stated he would like to announce his intentions to the General Manager to put together a budget of .$50 to $70,000 to obtain a consultant to focus on the District's zero -waste ambition. President Ooten stated the Board had previously decided not to go forward on a study on current solid waste practices. Directors Perry and Ferryman stated the City is not willing to join with the CMSD in funding such a study. Director Ferryman pointed out if the state is not ready to demand 60% recycling, he is not in favor of doing it as it would mean an increase in trash rates. Director Fitzpatrick said he would like to know why the District does not go out to bid on the residential trash contract. Director Ferryman stated he has previously gone through the reasoning for this with Director Fitzpatrick, and reiterated the District has not had a trash rate increase in five years. Director Perry stated it is historical and the District has a great relationship with CR &R and does not see any trash hauler that is any better. Director Fitzpatrick stated he would take it to the Recycling Committee and request the subject be brought back to the Board. Mr. Carroll asked for the Board's pleasure on the subject of removing the item in Solid Waste of Exploring Commercial Collection Services. Director Perry moved to remove "Strategic Element 2.0 under Solid Waste 2.1 Explore commercial collection services" from the Strategic Plan. Director Ferryman seconded the motion. Motion carried 4 -1. Mr. Carroll requested the Board's pleasure, due to the late hour, of going on with the evaluation of the quarterly progress report of the 2010 Strategic Plan or continuing it to another Special Meeting. Director Scheafer requested discussion of "2.2 Encourage the use of alternative fuel vehicles ". Mr. Carroll stated SC &R has put one new CNG vehicle in service on CMSD routes with more CNG trucks added in the coming year. Director Scheafer also requested an explanation of the "clean air vehicle" statement on the CR &R vehicles. Mr. Carroll will contact CR &R about clean air vehicles and their schedule for replacing vehicles. With regard to Budget discussions, Mr. Carroll requested direction on cameras to video the Board meetings. Director Fitzpatrick requested consideration of using alternative venues for holding the Board meetings and motioned to direct the General Manager to increase transparency by making the CMSD Board meetings available electronically. Director Scheafer seconded the motion with request for discussion. Director Ferryman agreed in certain situations, such as a rate hearing, a different venue may be desirable. Ms. Revak noted when the building was purchased the facility was remodeled and the area for the Board room was expanded to the fullest extent possible, and additionally, rate hearings have been held at different venues, (Protecting our community's health andthe environment 6y providing solidwaste andsewer colrection services. costamesasanitarydistrict. org Costa Mesa Sanitary District Page 6 Minutes of Special Meeting Held February 1, 2011 such as the Community Center to accommodate a possible need for more seating.. D • Motion carried 3 -2. With regard to the Budget, Mr. Carroll requested consideration of purchasing a CCTV truck. The Lead Maintenance Worker is trained on working a CCTV trailer. Director Ferryman requested a cost analysis. Mr. Scott also asked if the Board is in favor of offering an early retirement incentive plan for Staff. The Board would like a staff report on a succession plan as well as an early retirement incentive plan. A continuation of this meeting is scheduled for Wednesday, February 9, 2011 at 9:30 a.m. Director Scheafer requested he not receive phone calls or texts from Staff that are not related to CMSD business. III. PUBLIC COMMENTS Ms. Stephanie Barger of the Earth Resources Foundation, a local Costa Mesa group, was introduced and reported on the Costa Mesa Green Task Force Six -Part Family - Oriented, Speaker and Training Series geared towards building awareness and commitment in the areas of sustainability and healthy community. This provides an opportunity for the CMSD to host a table to provide information to the public. w President . Ooten suggested Ms. Barger work through the CMSD Recycling Committee. ADJOURNMENT President Ooten adjourned the meeting at 12:40 p.m. Approved by: Secretary President • Protecting our community's health and the environment 6y providing sofi d waste and sewer collection services. costamesasanitarydistrict. org E;' .i • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING FEBRUARY 9, 2011 Directors Present: Robert Ooten, James Ferryman, Mike Scheafer, Jim Fitzpatrick, Art Perry Staff Present: Scott Carroll, General Manager Joan Revak, Officer Manager /Clerk of the District Sherry Kallab, Administrative Manager Robin B. Harriers, District Engineer Teresa Gonzalez, Accountant Meeting Date Item Number 02/24/11 VI. A. 5. • The Board of Directors of the Costa Mesa Sanitary District met on Wednesday, February 9, 2011 at 9:30 a.m., in the Board Conference Room at the Costa Mesa Sanitary District, 628 W. 19th Street, Costa Mesa, California to consider the following: I. Strategic Planning 2010 -15 President Ooten opened the meeting and stated consideration was given to using Brent Ives as a facilitator for the Strategic Planning sessions. President Ooten then turned the meeting over to the General Manager, Scott Carroll. Mr. Carroll continued the discussion of the progress of the Strategic Plan where it was ended at the February 1, 2011 Special meeting. 2.3 Pursue Reducing Polystyrene Food packaging Pursue reducing polystyrene food packaging. Mr. Carroll noted this item was a discussion by the Board to reduce polystyrene food packaging, however, this is a commercial -type project and the Board wanted to work with the City on reducing this type of material. Mr. Carroll asked if the Board wanted to leave this item in the Strategic Plan. Protecting our community's health and the environment 6y providing solid waste and sewer collection services. costamesasanitarydistrict. org Costa Mesa Sanitary District . Page 2 Minutes of Special Meeting Held February 9, 2011 The Board requested seeking advice of the District's legal counsel on the issue of the District having the authority to regulate the use of Styrofoam. Mr. Carroll will bring back the item at the March 2011 regular Board agenda. The Board agreed on keeping the policy on Styrofoam in the Strategic Plan 2.4 Comprehensive School Education Programs Mr. Carroll noted the checks to the schools for their success in the telephone book recycling program are ready for presentation by the Directors. 10,721 telephone books were collected totaling 32,163 pounds and awards totaled $7,200. Staff is exploring the possibility of expanding this program to include plastic bottles and Staff is currently obtaining success information from the schools. 2.5 Encourage Zero Waste Mr. Carroll informed the Board that information regarding zero waste is posted on the District's website. 2.6 Monitor Advancements & Technology in the Solid Waste Industry — Mr. Carroll reported on August 26, 2010 the Board and Staff received an oral report from CR &R regarding their proposed conversion technology plant in Perris, CA. Staff is exploring using lockable trash cans to prevent scavenging recyclable materials. Staff proposed to the Board a partnership with CR &R to provide lockable trash cans on requests from residents. Staff will meet with City of Costa Mesa staff to explore enforcement options. 3.0 Partnerships Mr. Carroll stated the objective of Partnerships is to foster beneficial relationships to accomplish goals of the District by embracing strategic ties with other organizations, working closely with regulators, developing a deliberate legislative agenda and participating in professional. associations. Staff established contact with Southern California Edison (SCE) and a SCE representative was assigned to the District. The District is now enrolled in SCE electronic notifications program for planned outages giving Staff ample time to plan for planned outages to ensure no interruptions occur. The District is coordinating with SCE pump station testing program where SCE will perform testing on pump stations to determine if they are operating in peak performance. • Trotecting our community's health and the environment by providing solid waste and sewer collection services. costamesasanitarydistrict. org • • Costa Mesa Sanitary District Page 3 Minutes of Special Meeting Held February 9, 2011 3.1 Explore Partnerships with Other Utilities Mr. Carroll reported the District submitted to SCE the District's intention to participate in the "Direct Access" program where the District will have its choice in purchasing electricity from an independent Electric Service Provider. The District partnered with OCSD for secondary back up for SSO's and entered into an agreement with WEROC to assist in providing emergency response Staff will meet with Gas Company officials to discuss their program to repair sewer laterals when they intersect with gas lines. 3.2 Strengthen ties with the Cities of Costa Mesa, Newport Beach and the County of Orange Mr. Carroll reported the District entered into an agreement with the City of Costa Mesa for fleet maintenance services and is partnering with the City on solid waste issues. The City is also assisting the District with code enforcement and a meeting was held with City staff to discuss enforcement options for deterring scavenging. District Staff also worked with the City of Costa Mesa on submitting a grant application to SAWPA for inflow reduction on 17th Street and Pomona Avenue. County staff agreed to recommend to the Board of Supervisors the $2,500 cost of obtaining the parcel data for the District's GIS and Supervisor Moorlach's office was very helpful in this venture. 3.3 Strengthen ties with State and Federal Legislators Mr. Carroll reported the District has written and submitted several position letters regarding proposed legislation to the state legislature and to CSDA. The District also submitted case report to Assembly member Huffman regarding flushable wipes. 3.4 Participate in Chamber of Commerce Activities Mr. Carroll reported Staff attended CASA's annual conference in Monterey and attended CSDA's annual conference in Newport Beach. Staff participates in the Municipal Equipment Maintenance Association. Staff attended California Society of Municipal Finance Officers (CSMFO) training. 3.5 Participate in Chamber of Commerce Activities Mr. Carroll reported Staff participated in the Chamber of Commerce annual golf tournament, a fund raiser for the community. Staff attends the monthly Chamber of Commerce monthly breakfast meetings. (Protecting our community's health and the environment 6y providing solidwaste andsewer collection services. costamesasanitarydistrict. org Costa Mesa Sanitary District Page 4 Minutes of Special Meeting Held February 9, 2011 4.0 Develop a Facebook Page • Mr. Carroll reported a District Facebook page has been developed, however, the Board directed Staff to place the project on hold until the District website is fully developed. 4.2 Develop User Surveys to be Incorporated into the District Website Mr. Carroll reported a survey was incorporated into the District website and to date has received 16 responses. 4.3 Develop a Survey Card for the Sewer Lateral Assistance Program Mr. Carroll reported the survey card is complete and will be included with reimbursement check to homeowners. To date, 14 survey cards have been returned to the District. 4.4 District Branding A special meeting will be scheduled on the subject of Branding. 4.5 Ensure High Level of Customer Service through Effective Management of Contracts Mr. Carroll reported District Staff prepares contracts and submits to the District's legal counsel for review. 4.6 Submit Award Applications • Mr. Carroll reported receipt of an award from SDRMA for "No Injuries in the Workplace" for the previous year. Staff is alert to opportunities to submit applications for awards. The District was awarded the City of Costa Mesa's Green Design Award from the Planning Commission The District received the Certificate of Award for Outstanding Financial Reporting by the California Society of Municipal Finance Officers for our Comprehensive Annual Financial Report (CAFR). 5.0 Update Operations Code Mr. Carroll reported the Operations Code was revised and adopted by the Board of Directors on October 26, 2010. 5.2 Enhance Records Management Program Mr. Carroll reported a draft records retention program was prepared and the retention scheduled identified in the program is currently being reviewed by District Counsel. 5.3 Stay Informed on Applicable Federal, State and Regional Regulations Mr. Carroll reported the General Manager is on the e-mail distribution • list from Public Policy Advocates, CASA and CSDA's legislative branch; Trotecting our community's health and the environment by providing solid waste and sewer collection services. costamesasanitarydistrict. org t Costa Mesa Sanitary District Page 5 Minutes of Special Meeting Held February 9, 2011 • and, receives weekly a -mails regarding the latest news on the State budget and proposed legislation. 5.4 IT Management Mr. Carroll reported the District completed a comprehensive testing of the SCADA system at every pump station. SCADA was tested to determine if the District's first responder was notified for power outage and high water. SCADA passed at every pump station and is currently operating on radio system. The GIS system is complete except for the input of parcel data and Staff is negotiating with the County of Orange for a fair and equitable fee. County Staff is recommending to the Board of Supervisors the selling of parcel data to CMSD for $2,500 and the item will be placed on the Board of Supervisor's agenda. CMMS development is underway. 6.0 Personnel /Organizational Management Mr. Carroll reported an Emergency Operations Plan (EOP) was approved by the Board. 6.1 Enhance Existing Safety Plan Mr. Carroll reported he recently facilitated a seminar for Staff 0 6.2 Update Personnel Rules and Administrative Regulations Mr. Carroll reported a draft revision of personnel rules is complete C 6.3 Redesign Employee Performance Evaluation Forms The Board approved the new evaluation forms on July 22, 2010. 6.4 Complete Comprehensive Succession Plan Mr. Carroll will bring a draft plan to the Board by the end of the year as well as an Early Retirement proposal. 6.5 Complete Comprehensive Salary Study Mr. Carroll had nothing to report on this subject. 6.6 Periodic Organization Chart Evaluation Mr. Carroll reported this is an ongoing task and there was nothing to report at this time. 6.7 Promote High Employee Satisfaction Mr. Carroll reported a survey is being developed for Staff participation. 1Trotecting our community's health and the environment by providing sold waste and sewer coffection services, costamesasanitarydistrict. org Costa Mesa Sanitary District Page 6 Minutes of Special Meeting Held February 9, 2011 7.0 Finance • 7.1 Develop Quarterly Budget Report Mr. Carroll reported quarterly budget reports are now being presented to the Board of Directors. 7.2 Develop Financial Reports for the Website Mr. Carroll reported the financial reports are available on the website. 7.3 Implement an Asset Management Program Brown & Caldwell presented a Study to Staff on CMSD;s assets with several scenarios on how much money is required to be saved every year to ensure enough funding is available when it is time to replace the District's assets. 7.4 Develop a Comprehensive Annual Financial Report (CAFR) Mr. Carroll reported the CAFR was accepted by the Board on December 20, 2010. 7.5 Develop an Appropriate Sewer Replacement Reserve This is an ongoing subject and Mr. Carroll had nothing to report. • Director Ferryman stated he wanted to go on record of his opinion that the General Manager and Staff should be in charge of the District's Strategic Plan. President Ooten adjourned the meeting at 11:50 a.m. Approved by: Secretary President • 1totecting ourcommunity's heafth andthe environment by providing sofidwaste andsewercoffection services. costamesasanitarydiatrict. org ,,17 • • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING JANUARY 19, 2011 Directors Present: Robert Ooten, James Ferryman, Mike Scheafer, Jim Fitzpatrick, Art Perry Staff Present: Scott Carroll, General Manager Sherry Kallab, Administrative Manager Robin B. Harriers, District Engineer Teresa Gonzalez, Accountant Others Present: James R. Fisler . Ken Harlow, Brown and Caldwell Meeting Date Item Number 02/24/11 VI. A. 6. The Board of Directors of the Costa Mesa Sanitary District met on Wednesday, January 19, 2011 at 10:00 a..m., in the Board Conference Room at the Costa Mesa Sanitary District, 628 W. 19th Street, Costa Mesa, California to consider the following: I. Endorsement of James R. Fisler for the OC LAFCO Special District Alternate Seat Mr. James R. Fisler requested the Board give consideration to endorsing him as Alternate LAFCO Commissioner in the event Charley Wilson, the current Alternate, becomes the regular Special District Member. Director Perry moved to reverse the motion of December 20, 2010 supporting Ms. Cheryl Brothers for the Alternate seat and to support Mr. James Fisler for the Alternate LAFCO Commissioner seat in the event Mr. Wilson becomes the Regular Special District Member to LAFCO and to authorize President Robert Ooten to vote on behalf of the Costa Mesa Sanitary District. Director Ferryman seconded the motion. Motion carried 5 -0. ftotecting our community's health and the environment 6y providing solid waste and sewer collection services costamesasanitarydistrict. org 11, Costa Mesa Sanitary District Page 2 < Minutes of Special Meeting Held January 19, 2011 Asset Management • President Ooten turned the meeting over to Mr. Carroll to speak on asset management. Mr. Carroll introduced Mr. Ken Harlow from Brown and Caldwell, an expert in asset management, who was hired to develop an asset management program for the District. The plan involved assessing the District's assets and coming up with a plan to fund the future replacement of the District's assets. The asset management plan will require a new policy direction from the Board. Mr. Harlow introduced his presentation on asset management by explaining that the concepts of asset management are becoming increasingly recognized among utilities in the United States. Asset management is a structured program to minimize the life -cycle costs of asset ownership while maintaining required service levels and sustaining the infrastructure. His presentation titled "Funding Future Infrastructure Renewal Needs" included the following: Summary of the District's Infrastructure Assets • 224 miles of gravity sewer pipe, mostly laid before 1961. • 3 miles of force mains. • 4,782 manholes and lampholes. 20 below -grade pump stations (14 are included in the analysis — remainder will not be replaced). • • The District administrative building and the new District yard building. • Total replacement cost of the District's infrastructure assets is about • $460 million. • 98% of the $460 million is represented by pipes and manholes. • Buildings and pump stations represent only a minor portion of • total value. • 58% of assets by value are over 50 years old. Current Renewal Costs and Trends • Recent closed- circuit TV survey of the system suggets an increasing rate of deterioration. • Renewal costs are currently about $1 million annually — indications are that these costs will increase. Forecasts produced by the Replacement Planning Model (RPM) match current experience closely and also forecast future renewal costs increases. Protecting our community's health and the environment 6y providing sofiidwaste andsewer collection services. costamesasanitarydistrict. org Costa Mesa Sanitary District Page 3 Minutes of Special Meeting Held January 19, 2011 A Potential Renewal Funding Strategy ® • One funding approach is to accumulate a renewal reserve. • Orderly annual contributions can be made to such a reserve, which services the varying renewal costs incurred each year. • Such reserves are maintained by several Orange County water and sewer agencies. • Staff has discussed such a reserve which would serve for both renewals and, if necessary, emergencies. • The reserve would be gradually accumulated and later kept at a minimum balance of $5 million, based on potential emergency needs. • The initial 2011 fund balance would be $3 million, from combining the funds. available now. Annual contributions would be $1.6 million initially, increasing with inflation. • The fund balance would reach $5 million in 2014. • Increasing renewal costs will reduce the fund balance below $5 million in 2023. • At that time, contributions will need to be further increased or the overall renewal funding strategy revisited. • A reserve approach, properly used, will avoid unpleasant rate shocks from unexpected events, as well as, the need to issue debt. • Other renewal funding strategies and approaches are possible and should be evaluated in light of the District's business objectives. The Board agreed to the $5 million renewal reserve. With the $5 million in reserves being the goal, the Board instructed staff to present an implementation plan outlining several alternatives to achieve this goal. With the annual contribution defined, a multi- year budget plan should be presented to detail out the shortfall in funds available, if any, and the mechanisms available to fund the entire annual contribution such as, rate increases and /or the issuance of debt. III. Public Comments No members of the public were present. ADJOURNMENT President Ooten adjourned the meeting at 11:34 a.m. Approved by: • Secretary President Protecting our community's hearth and the environment 6y providing sofdwaste andsewer collection services. costamesasanitarydtstrict. org • COSTA MESARNITARY DISTRICT • CAPITAL IMPROVEMENT PROGRAM 2010 -2011 PROJECT: #101 West Side Pumping Station Abandonment PROJECT MANAGER: Rob Hamers, District Engineer DESCRIPTION: Abandon 6 CMSD pumping stations, abandon the CNB station in the CNB island on W. 19th Street, and abandon the private pumping station on W. 18th Street by constructing new gravity lines. The project would also alleviate the north half of the Banning Ranch. A preliminary engineer's estimate is $3 million. - START DATE: 7/1/2012 COMPLETION DATE: - 6/30/2013 STATUS REPORT: 8/26/10 CMSD staff and two Directors met with OCSD staff on 8/4/10 to discuss the framework of the project. OCSD will be constructing its own gravity sewer to accept the CMSD and CNB flows and send it under the Santa Ana River to OCSD Plant No. 2. OCSD 9/23/10 - OCSD was provided with plans, maps and flow figures for their review. OCSD will be hiring a consultant to prepare the design for their facilities. 10/26/10 - OCSD requested copies of all CMSD pumping station plans, which were provided. OCSD anticipates hiring a consultant to prepare an EIR and alignment study in 2011. CMSD requested a joint EIR. 11/18/10 - No change. 12/20/10 - No change. 01/27/11 - No change. 02/24/11 - No change. Staff will be contacting OCSD to review their status. FINANCIAL STATUS throw h 01/31/11: Approved Proj Budget June 30, 2010 Accumulated Cost Current Year Expenditures Account Number Encumbrances Balance #101 999,941 - 3,360 - 996,581 20 Total 999,941 - 3,360 - 996,581 r o� N � i v d W3 �z C 3 Q M 1 .7 COSTA MESA SANITARY DISTRICT CAPITAL IMPROVEMENT PROGRAM 2010 -2011 PROJECT: #129 Bristol Street Sewer Phase II PROJECT MANAGER: Rob Hamers, District Engineer DESCRIPTION: Increase sewer size in Bristol Street Southbound between Irvine Ave and Birch Street. Phase 1 constructed the first 1,400 L.F. and this phase will be the remaining 700 L.F. using pipe bursting. The Engineer's Estimate is $461,758. START DATE: 10 -Aug COMPLETION DATE: Mid 2011 STATUS REPORT: j I 9123/10 - The design phase has started with survey work to identify water valves in the vicinity of the new sewer line. 10/26/10 - The Design phase is continuing including designing water line relocation plans for the portion of water line in conflict with the sewer. 11/18/10 - A meeting was held 10/27/10 at IRWD and it appears the new sewer can be pipe bursted under the existing water line at Irvine Ave thereby alleviating the necessity to relocate the water line. Work on the plans is continuing. 12/20/10 - The plans are being submitted for first plan check to the City of Newport Beach, OCDA, IRWD, and the Gas Company. Work on the specs is beginning. 01/27/11 - The project specifications are being prepared. 2/24/11 - The plans and specs are each 95% complete. Processing plans with other utilities is continuing and plans are still in plan check. FINANCIAL STATUS throw h 01/31/11: Approved Proj Budget June 30, 2010 Accumulated Costs Current Year Expenditures Encumbrances Account Number Balance #183 -2 1,580,192 1,077,023 24,093 479,076 20 Total 1,580,192 1,077,023 24,093 - 479,076 • • COSTA MESANITARY DISTRICT CAPITAL IMPROVEMENT PROGRAM 2010 -2011 • PROJECT: #171 Irvine Pumping Station Force Main PROJECT MANAGER: Rob Hamers, District Engineer DESCRIPTION: Rehabilitate the existing 3,000 L.F. of 14 " force main by inserting a 12" HDPE liner. The portion of 12" PVC SDR 35 force main constructed with the pumping station to remain. The Engineer's Estimate is $225.000- START DATE: 10 -Aug COMPLETION DATE: Mid 2011 STATUS REPORT: 9/23/10 - The design phase has started with survey work and aerial photogrammetric to prepare a base plan for design. 10/26/10 - The design phase is continuing. The base plan is complete and work on the plan and profile has begun. 11/18/10 - The profile of the existing force main and the location of the insertion ptits has been added to the plans. 12/20/10 - The plans are approximately 50% complete and work is continuing. 01/27/11 - Proposals are being received for a soils investigation and report. Work is continuing on the plans and specs. 02/24/11 - The plans are 60% complete and the specs are 10% complete. Staff obtaining information for the sliplining specs. FINANCIAL STATUS throu h 01/3.1/11: Approved Proj Budget June 30, 2010 Accumulated Costs Current Year Expenditures Account Number Encumbrances Balance #171 1,360,000 204,447 15,244 1,140,309 20. Total 1,360,000 204,447 15,244 1,140,309 0 COSTA MESA SANITARY DISTRICT CAPITAL IMPROVEMENT PROGRAM 2010 -2011 PROJECT: #185 System Wide Sewer Reconstruction - Phase 1 PROJECT MANAGER: Rob Hamers, District Engineer DESCRIPTION: Reconstruction of the Grade 5 sewer problems disclosed during the 2006 -2009 televising project. There are 4 phases to the project with each phase reconstructing approximately 64 locations and the preliminary Engineer's Estimate for each phase if $1 million. START DATE: 10 -Aug COMPLETION DATE: Mid 2011 STATUS REPORT: 9/23110 - The design phase has begun and base maps and plans are being prepared. 10/26/10 - The design phase is continuing. Grade 5 sewer repairs that are likely to collapse are being repaired immediately under a letter of agreement with local contractors. 11/18/10 - Nearly all 64 locations for the project have been selected and videos viewed. A total of 4 Grade 5 repairs have been repaired outside the plans and specs due to possible collapsed pipes. 12/20/10 - The plans are approximately 90% complete. After another review, the plans will be submitted to the City of Costa Mesa for plan check. 01/27/11 - The plans were submitted to the City of Costa Mesa and the City of Newport Beach for 1st review. 02/24/11 - The plans are 90% complete and the specs are 85% complete. Certain areas in Costa Mesa and Newport Beach require traffic control plans. FINANCIAL STATUS through 01/31/11: Approved Proj Budget June 30, 2010 Accumulated Costs Current Year Expenditures Encumbrances Account Number Balance #185 1,086,000 - 63,944 1,022,056 20 Total 1,086,000 - 63,944 - 1,022,056 0 0 l • COSTA MES ITARY DISTRICT CAPITAL IMPR EMENT PROGRAM obn4 n AA PROJECT: #188 Conversion of Sewer Atlas to GIS PROJECT MANAGER: Rob Harriers, District Engineer 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: 26- 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. 4122/10 - 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. 6/21/10 - Phase I will be completed when the District obtains the basic parcel data from the County. The District needs to authorize Phase 11 to begin by the end of June 2010 to remain on schedule. 7/22/10 - EEC requires the basic parcel data to complete Phase I. The notice to proceed on Phase II was given to EEC on 6/25/10. 8/26/10 - EEC is still waiting for the basic parcel data to complete Phase I along with a few sets of plans from the District Engineer to complete the update. The sewer cleaning maps in Phase I were completed as well. Phase II (CMMS) is underway. 9/23/10 - EEC has completed placing the last 3 years of construction plans into the GIS atlas while the General Manager is attempting to obtain the basic parcel data for the GIS. EEC is working on the Phase II CMMS program. 10/26/10 - The General Manager's request to obtain discounted parcel data for the atlas will be considered by the County Board of Supervisors in October or November 2010. Work on Phase 11 CMMS is continuing. 11/18/10 - The General Manager is attempting to obtain the basic parcel data. Work on Phase 11 CMMS is continuing. 12/20/10 - The General Manager is still pursuing the basic parcel data for the sewer atlas while EEC remains on schedule creating the CMMS program. 01127/11 - The General Manager is still pursuing the basic parcel data for the sewer atlas while EEC remains on schedule creating the CMMS program. The General Manager contacted Supervisor Moorlach's Office for assistance. County staff is going to approve the request to purchase the data for $2,500. Needs Board of Supervisors approval. Board date with CMSD request not set yet. 02/24/11 - Staff met on 2/1/11 at EEC to assist in developing the Phase II CMMS. EEC provided a matrix of the program for staff to consider. FINANCIAL STATUS throu h 01 31/11: Account Number . Approved Proj Budget ,tune 30, 2010 Accumulated Cost Current Year Expenditures Encumbrances Balance #188 194,875 62,703 2,390 129,782 20 Total 194,875 62,703 2,390 - 129,782 • COSTA MESA SANITARY DISTRICT CAPITAL IMPROVEMENT PROGRAM 2010 -11 PROJECT: #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. The Engineer's Estimate is $350,000. START DATE: February 1, 2010 COMPLETION DATE: Mid 2011 STATUS REPORT: 4/22/10 - Engineering staff has discussed the sewers and deleted non - essential items from the project scope of work. Plans and specs are 5% complete. 5/27/10 - Proposals were obtained 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. 7/22/10 - The design phase is continuing. The land closure plan was completed and drilling for the soils investigation on South Coast Plaza has occurred. 8/26/10 - The plans are ready for submittal to the City of Costa Mesa for 1st plan check. Work is beginning on the specs. The scope of work on th project was minimalized to save the District as much as possible of the $1.3 Million paid by OCSD. 9/23/10 - Additional investigation is occurring into the sag on South Coast Drive, which may be longer than first anticipated. Survey work is occurrin and staff will be recommending additional CCTV to final the plans and place the project out to bid. 10/26/10 - The field crew will be cleaning the sewer on South Coast Drive and observing the flows to verify the length of sewer in the sag. After this item is resolved, the plans andspecs will be placed out to bid 11/18/10 - A contractor will be potholing the 10" sewer in South Coast Drive 110' east of the Harbor Blvd. MH followed by surveyors shooting the elevation of the sewer. This allows the design of the sag remediation to be resolved if the elevation is lower than the manhole. 12/20/10 - The potholing results indicate the sewer in South Coast Drive is severly out of grade and the 600' reach in South Coast Drive will have to be reconstructed. The plans are being submitted to the City of Costa Mesa for first plan check. 01/27/11 -The project specifications are being prepared. 02/24/11 - The plans and specs are each 95% complete. The plans are still in plan check. FINANCIAL STATUS throw h 01/31/11: Approved Proj Budget June 30, 2010 Accumulated Cost Current Year Expenditures Account Number Encumbrances Balance #189 58,755 17,112 32,847 - 8,796 20 Total 1 58,755 1 17,112 1 32,847 1 8,796 +�SpSANdp,��y 007 COSTA 9WESA SAgaTART I ! �w •�O�POBA�`� I STRICT Meeting Date Item Numb 02/24111 VI. C. 8. er ... an Independent Spedar t To: Board of Directors From: Janel Jackson Date: February 1, 2011 Subject: REFUND REQUEST FOR BOARD APPROVAL • There were no refund requests for the month of January 2011. ti� `4447L" Janel Jackson Office Specialist H Protecting our community's health by providing sodrd waste and sewer coflection services costamesasanitarydistrict. org a Board of Directors Robert Ooten James Ferryman Mike Scheafer James Fitzpatrick Arthur Perry Staff Scott C. Carroll General Manager Joan Revak Office Manager Clerk of the.District Robin B. Aamers trict Engineer JW49) 631 -1731 Alan R. Burns Legal Counsel Meeting Date Item Number 02124/11 Vl. C. 9. Costa Mesa Sanita-qiist -rict ... an Inbepenbent Special District February 1, 2011 Board of Directors Costa Mesa Sanitary District 628 W. 19' Street Costa Mesa, CA 92627 -2716 SUBJECT: TRASH OCCUPANCY COUNT t -'_ ;M -7 There is a net increase of 5 units for the occupancy report for solid waste collection as of February 1, 2011; therefore, the total occupancy count for February 1, 2011 is 21,524. Staff recommends the following: 1. The Board of Directors accepts the occupancy count as presented using 21,524 as the correct number of units. kdre"us D. Davis 2. The Board of Directors directs staff to prepare a warrant to Costa Mesa Treasurer Disposal for December collection based on this occupancy report so long as the contractor fulfills the obligations of the agreement. Said payment in the amount of $197,060.83 to be ratified on the March 2011 wan-ant list. Phone Sincerely, (949) 645 -8400 Fax (949) 650 -2253 Sherry Kallab Administrative Manager Address 628 W. 19th Street Costa Mesa, CA 92627 -2716 is ®V ft ,0Printed 0n Recycled Paper cc: Costa Mesa Disposal Permit Processing Department Protecting our communitgs hea[t� anb tlje environment 6S provibing so(ib waste anb sewer coffection services. www.emsbea.gov rt "FEEA. 0 0 8100171499 INVOICE Meeting Date Item Number i �/ 02/24/11 VI. C. 10. TO PAY BY CREDIT 11A CARE), PLEASE FILL. IN INFORMATION ON BACK OF REMITTANCE INVOICE #: INVOICE DATE: 17149 2/01/11 BILL TO: COSTA MESA SANI DIST AREA 9 COSTA MESA SANI DIST AREA 9 P.O. BOX 1200 628 W 19TH ST COSTA MESA CA 92627 COSTA MESA CA 92627 CUSTOMER 09- PREVIOUS AMOUNT DUE PAYMENTS CURRENT CHARGES TOTAL DUE 174,745.36 174,745.36_ 1 162,676.81 1 2LJ Please detach here and return with your payment CHECK # ®.tea CR TRANSFER, INC. i 1/03/11 RESIDENTIAL WASTE 16 175.60" 52.220 9,169.83 1/04/11 RESIDENTIAL WASTE 15 151.27 52.220 7,899.32 1/05/11 RESIDENTIAL WASTE 13 137.80' 52.220 7,195.92 1/06/11 RESIDENTIAL WASTE 14 161.5,- 52.220 8,434.57 1/07/11 RESIDENTIAL WASTE 13 139.1 ✓ 52.220 7,267.98 1/10/11 RESIDENTIAL WASTE 16 185.9E/ 52.220 9,710.83 1/11/11 RESIDENTIAL WASTE 14 14 9,.9 52_.220.: 7,829.87 1/12/11 RESIDENTIAL WASTE 12 128 .6 / 52::220; 6,718.63 1/13/11 RESIDENTIAL WASTE 1, 3 137'9 '" 52:220. 7,205.84 1/14/11 RESIDENTIAL WASTE. _. ......... 15 '139...0. :. 52::220 " 7,260.67 1/17/11 RESIDENTIAL WASTE 15 176.0,'/ 52.2201 9,191.76 1/18/11 RE.SID ENT I..AL. BASTE .:..:.....:::..:. 15 145.8 � 52,220 ( 7,616.29 1/19/11 RESIDENTIP�L WAFT$ 12 116.6 52.`220 .6,091.99 1/19/11 :. RESIDEN''17�L] WASTE. ; 15 153.B S' 52.220 8,036.14 ; 1/19/11 CREDIT;DUPLI:qAT.I;QN 1-$ 8,036.14 1/20/11 RESIDENTIAL WASTE 15 1�r3'8 52.220. 8,036.14 1/21/11 RESIDENTIAL WASTE 13 '130.6 S 52.220 6,824.63 1/24/11 RESIDENTIAL WASTE 16 181.0 .1 52.220 9,453.91 1/25/11 RESIDENTIAL WASTE 14 138.1,'., 52.220 7,212.63 1/26/11 RESIDENTIAL Wl$TE 13 129.7 ....52.2.20 6,776.07 1/27/11 RESIDENTIAL T++7A$E 14 140 4 r 52::'.220 7,332.21 1/28/11 RESIDENTIAL WASTE 13 128 9 * 52;2201 6,733.77 1/31/11 RESIDENTIAL .WASTE 36 166.$ ° 52`:220 I I 8,713.95 i TOTALS 312 311522/ l 6 2 6 7 681 IF YOU HAVE ANY QUESTIONS REGARDING ANY PART OF THIS INVOICE, PLEASE CALL: ( 714) 82610 4,9/ PREVIOUS AMOUNT DUE PAY_ MENTS CURRENT CHARGES TOTAL DUE INVOICE TOTAL )K _ 174 745.36 174 745.36 F162 676.81 , = I 162676 81 CUSTOMER #: 09- 9 2 INVOICE # 17149 P.O. BOX 1200 OVERDUE AMOUNTS SUBJECT TO FINANCE CHARGE liirled a: Hccylcd Pupa IF YOU HAVE ANY QUESTIONS REGARDING ANY PART OF -t H15 INVUIUL, HLLAbr- CALL PREVIOUS AMOUNT DUE PAYMENTS _ CURRENT CHARGE_ S__l TOTAL DUE F-:L 2, 2 6 1. 2 7 2 1261.27 21 11223.12 _ X223.' CUSTOMER #: 09- 11 8 INVOICE # 17150 P.O. BOX 1200 OVERDUE AMOUNTS SUBJECT TO FINANCE CHARGE t /lqj awn -y��a INVOICE TOTAL. L- _ 11223 .4 O ICRITRANS ER^ INC. P. O. BOX 125 STANTON, CA 90680 -0125 1nic0eaPOVrrarEo - TERMS: NET 10 DAYS 0 s 1200171508 FILL. •'. t TOPAYBYCREDIT CARD, PLEASE ;N INFORMATION ON BACK OF REMITTANCE INVOICE #: INVOICE_ DATE: 17150 2/01/11 BILE. TO: COSTA MESA SANI 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 _ 12,261.27 12,261.27 11,223.12 iE 11,223.12 Please detach here and return with your payment -_ CHECK # CR TRANSFER, INC. 1/04/11 RESIDENTIAL WASTE 1 13.1 ® 52.220 684.60 1/05/11 RESIDENTIAL WASTE I 4 45.8 , 52.220, 2,396.38 1/11/11 RESIDENTIAL WASTE 1 7.51 52.220' 395.83 1/12/11 RESIDENTIAL WASTE 4 46.8 52.220 2,448.07 1/18/11 RESIDENTIAL WASTE 1 7.8 1,, 52.220 409.40 1/19/11 RESIDENTIAL WASTE 3 33.5 52.220 ,1,749.89 1/19/11 RESIDENTIAL WASTE 9,7/. 52 220 509.15 1/25/11, RESIDENTIAL WASTE 1 7::1 5,2 22Q 372.8 1/26/11j RESIDENTIAL WASTE 4 45,12 52 22,0 2,256.9 i i 19J_ 214_. 9 � I j I j 11 223. 12 TOTALS! IF YOU HAVE ANY QUESTIONS REGARDING ANY PART OF -t H15 INVUIUL, HLLAbr- CALL PREVIOUS AMOUNT DUE PAYMENTS _ CURRENT CHARGE_ S__l TOTAL DUE F-:L 2, 2 6 1. 2 7 2 1261.27 21 11223.12 _ X223.' CUSTOMER #: 09- 11 8 INVOICE # 17150 P.O. BOX 1200 OVERDUE AMOUNTS SUBJECT TO FINANCE CHARGE t /lqj awn -y��a INVOICE TOTAL. L- _ 11223 .4 i .7 Meeting Date Item Number 02/24111 VI. C. 11. COSTA MESA SANITARY DISTRICT Warrant Resolution No. CMSD 2011 -8 A RESOLUTION OF THE COSTA MESA SANITARY DISTRICT RATIFYING THE PAYMENT OF CERTAIN CLAIMS AND DEMANDS, AND SPECIFYING THE FUNDS OUT OF WHICH THE SAME WERE PAID. THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT DOES HEREBY ORDER AND RESOLVE AS FOLLOWS: Section 1. That the attached claims and demands totaling $682,530.55 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 24th day of February 2011. 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 -8 was duly adopted by the Costa Mesa Sanitary District at a regular meeting held on the 24th day of February 2011. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Seal of the Costa Mesa Sanitary District on this 24th day of February 2011. Clerk of the Costa Mesa Sanitary District Accounts Payable Checks for Approval User: tgonzalez Printed: 02/04/2011 - 7:28 AM COST A WE SA S IT -AR,TOISTRICT ... an Independent Spaded Oissrrica Check Number Check Date Fund Name Account Name Vendor Name Amount 0 01/06/2011 Liquid Waste Fund PERS Medical Cal PERS 6,237.61 0 01/06/2011 Liquid Waste Fund Benefit Administration Cal PERS 37.80 0 01/06/2011 Liquid Waste Fund Benefits Admin Costs Cal PERS 37.80 0 01/06/2011 Solid Waste Fund Benefits Admin Costs Cal PERS 2.95 0 01/06/2011 Liquid Waste Fund Benefits Admin Costs Cal PERS 26.60 Check Total: 6,342.76 0 01/07/2011 Liquid Waste Fund Federal Withholding Taxes Internal Revenue Service 4,967.47 0 01/07/2011 Liquid Waste Fund FICA - Employee Internal Revenue Service 37.34 0 01/07/2011 Liquid Waste Fund FICA - Employee Intemal.Revenue Service 55.12 0 01/07/2011 Liquid Waste Fund Medicare - Employee Internal Revenue Service 528.04 0 01/07/2011 Liquid Waste Fund Medicare - Employee Internal Revenue Service 528.04 Check Total: 6,116.01 0 01/07/2011 Liquid Waste Fund State Withholding Taxes State of Cal Emp Dev Dept 1,725.80 Check Total: 1,725.80 0 01/07/2011 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 157.57 0 01/07/2011 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 267.63 0 01/07/2011 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 2,250.96 0 01/07/2011 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 3,823.10 0 01/07/2011 Liquid Waste Fund PERS Survivor Benefit Cal Pers Employee Ret System 10.23 0 01/07/2011 Liquid Waste Fund PERS - Employer Cal Pers Employee Ret System -0.02 Check Total: 6,509.47 0 01/26/2011 Liquid Waste Fund Federal Withholding Taxes Internal Revenue Service 5,234.23 0 01/26/2011 Liquid Waste Fund FICA - Employee Internal Revenue Service 37.34 0 01/26/2011 Liquid Waste Fund FICA - Employee Internal Revenue Service 55.12 AP - Che4 Approval( 02/04/2011 - 7:28 AM) • age 1 c Check Niter Check Date Fund Name Account Name Vendor Name Amount 0 01/26/2011 Liquid Waste Fund Medicare - Employee Internal Revenue Service 545.84 0 01/26/2011 Liquid Waste Fund Medicare - Employee Internal Revenue Service 545.84 Check Total: 6,418.37 0 01/26/2011 Liquid Waste Fund State Withholding Taxes State of Cal Emp Dev Dept 1,851.49 Check Total: 1,851.49 0 01/26/2011 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 157.01 0 01/26/2011 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 266.67 0 01/26/2011 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 2,242.93 0 01/26/2011 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 3,809.46 0 01/26/2011 Liquid Waste Fund PERS Survivor Benefit Cal Pers Employee Ret System 10.23 0 01/26/2011 Liquid Waste Fund PERS - Employer Cal Pers Employee Ret System -0.01 Check Total: 6,486.29 0 01/15/2011 Solid Waste Fund Investment Earnings Bank of America 811.53 Check Total: 811.53 0 01/21/2011 Solid Waste Fund Equipment Maintenance Automatic Data Processing, Inc 5.80 0 01/21/2011 Liquid Waste Fund Equipment Maintenance Automatic Data Processing, Inc 52.21 Check Total: 58.01 8073 01/03/2011 Liquid Waste Fund Capital Outlay ABTECH 10,909.66 8073 01/03/2011 Liquid Waste Fund Capital Outlay ABTECH 4,337.22 Check Total: 15,246.88 8074 01/03/2011 Liquid Waste Fund Sewer Maint- Material /Supplies Airgas Safety 337.07 8074 01/03/2011 Liquid Waste Fund Sewer Maint - Material /Supplies Airgas Safety 53.60 Check Total: 390.67 8075 01/03/2011 Solid Waste Fund Building Maintenance Alliance Fire Protection 12.00 8075 01/03/2011 Liquid Waste Fund Building Maintenance Alliance Fire Protection 108.00 Check Total: 120.00 8076 01/03/2011 Liquid Waste Fund Contract Services Appleone Employment Services 517.82 AP - Checks for Approval ( 02/04/2011 - 7:28 AM) Page 2 Check Number Check Date Fund Name Account Name . Vendor Name Amount 8076 01/03/2011 Solid Waste Fund Contract Services Appleone Employment Services 57.54 8076 01/03/2011 Solid Waste Fund Contract Services Appleone Employment Services 71.92 8076 01/03/2011 Liquid Waste Fund Contract Services Appleone Employment Services 647.28 8076 01/03/2011 Solid Waste Fund Contract Services Appleone Employment Services 71.92 8076 01/03/2011 Liquid Waste Fund Contract Services Appleone Employment Services 647.28 Check Total: 2,013.76 8077 01/03/2011 Solid Waste Fund Telephone AT &T 48.57 8077 01/03/2011 Liquid Waste Fund Telephone AT &T 437:16 8077 01/03/2011 Liquid Waste Fund Sewer Maint - Telephone AT &T 142.65 8077 01/03/2011 Liquid Waste Fund Sewer Maint - Telephone AT &T 269.50 Check Total: 897.88 8078 01/03/2011 Liquid Waste Fund Sewer Maint -Bldg Maint Bay Alarm 264.00 8078 01/03/2011 Liquid Waste Fund Sewer Maint -Bldg Maint Bay Alarm 254.20 Check Total: 518.20 8079 01/03/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Daniel Beach 1,800.00 Check Total: 1,800.00 8080 01/03/2011 Liquid Waste Fund Contract Services Brown and Caldwell 27,524.70 8080 01/03/2011 Solid Waste Fund Contract Services Brown and Caldwell 3,058.30 Check Total: 30,583.00 8081 01/03/2011 Liquid Waste Fund Prof Membership/Dues California Assoc of Sanitation Agencies 8,000.00 Check Total: 8,000.00 8082 01/03/2011 Solid Waste Fund Office Supplies Centro Information Systems 5.88 8082 01/03/2011 Liquid Waste Fund Office Supplies Centro Information Systems 52.89 Check Total: 58.77 8083 01/03/2011 Liquid Waste Fund Sewer Maint- Water Pumps City of Newport Beach 17.41 Check Total: 17.41 8084 01/03/2011 Liquid Waste Fund Professional Services Richard S. Palmer 225.00 AP - Chec]��or Approval ( 02/04/2011 - 7:28 AM) • age 3 Check Nfer Check Date Fund Name Account Name Vendor Name Amount 8084 01/03/2011 Solid Waste Fund Professional Services Richard S. Palmer 25.00 8084 01/03/2011 Solid Waste Fund Professional Services Richard S. Palmer 15.00 8084 01/03/2011 Liquid Waste Fund Professional Services Richard S. Palmer 135.00 Check Total: 400.00 8085 01/03/2011 Liquid Waste Fund Sewer Maint- MultiMed/Blueprint Cross Media Resources 601.67 Check Total: 601.67 8086 01/03/2011 Solid Waste Fund Prof Membership/Dues California Special Dist Assoc 2,228.00 8086 01/03/2011 Liquid Waste Fund Prof Membership/Dues California Special Dist Assoc 2,228.00 Check Total: 4,456.00 8087 01/03/2011 Solid Waste Fund Household Hazardous Waste WM Curbside, LLC 2,305.66 8087 01/03/2011 Solid Waste Fund Sharps Program WM Curbside, LLC 95.00 8087 01/03/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 40.50 8087 01/03/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 75.00 8087 01/03/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC -25.00 8087 01/03/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 18.00 8087 01/03/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 100.00 8087 01/03/2011 Solid Waste Fund Sharps Program WM Curbside, LLC 95.00 8087 01/03/2011 Solid Waste Fund Sharps Program WM Curbside, LLC 95.00 8087 01/03/2011 Solid Waste Fund Sharps Program WM Curbside, LLC 95.00 8087 01/03/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 27.00 8087 01/03/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 75.00 8087 01/03/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC -25.00 8087 01/03/2011 Solid Waste Fund Sharps Program WM Curbside, LLC 100.00 8087 01/03/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 22.50 8087 01/03/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 100.00 8087 01/03/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC -25.00 8087 01/03/2011 Solid Waste Fund Sharps Program WM Curbside, LLC 95.00 8087 01/03/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 38.25 8087 01/03/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 75.00 8087 01/03/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC -25.00 8087 01/03/2011 Solid Waste Fund Sharps Program WM Curbside, LLC 95.00 8087 01/03/2011 Solid Waste Fund Sharps Program WM Curbside, LLC 50.00 8087 01/03/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 50.00 8087 01/03/2011 Solid Waste Fund Household Hazardous Waste WM Curbside, LLC 283.00 Check Total: 3,829.91 8088 01/03/2011 Solid Waste Fund Fiscal Services Diehl, Evans & Company LLP 1,330.00 AP - Checks for Approval ( 02/04/2011 - 7:28 AM ) Page 4 Check Number Check Date Fund Name 8088 01/03/2011 Liquid Waste Fund 8089 01/03/2011 Solid Waste Fund 8089 01/03/2011 Liquid Waste Fund 8089 01/03/2011 Liquid Waste Fund 8090 01/03/2011 Liquid Waste Fund 8091 01/03/2011 Liquid Waste Fund 8092 01/03/2011 Liquid Waste Fund 8092 01/03/2011 Liquid Waste Fund 8092 01/03/2011 Liquid Waste Fund 8092 01/03/2011 Liquid Waste Fund 8092 01/03/2011 Liquid Waste Fund 8092 01/03/2011 Liquid Waste Fund 8092 01/03/2011 Liquid Waste Fund 8092 01/03/2011 Liquid Waste Fund 8092 01/03/2011 Liquid Waste Fund 8092 01/03/2011 Liquid Waste Fund 8092 01/03/2011 Liquid Waste Fund 8092 01/03/2011 Liquid Waste Fund 8092 01/03/2011 Liquid Waste Fund Account Name Fiscal Services Gas - Building Gas - Building Sewer Maint -Gas Bldg Grade 5 CCTV Improvements Sewer Maint - Material /Supplies Engineering/Architectual Sery Engineering/Architectual Sery Plan Ck/Inspection- Inside Plan Ck/Inspection- Inside Plan Ck/Inspection- Outside Plan Ck/Inspection- Outside Plan Ck/Inspection -Swr Lateral Plan Ck/Inspection -Swr Lateral Sewer Maint -Inflow Reduction Bristol St Pump - Contract Labor Grade 5 CCTV Improvements Rehab of (6)Swrs Transfrd #189 Rehab of (6)Swrs Transfrd #189 8093 01/03/2011 Solid Waste Fund Postage 8093 01/03/2011 Liquid Waste Fund Postage Vendor Name Amount Diehl, Evans & Company LLP 2,470.00 Check Total: 3,800.00 The Gas Company 5.17 The Gas Company 46.57 The Gas Company 26.70 GCI Construction, Inc. Golden Bell Products, Inc. Robin B. Hamers & Assoc., Inc. Robin B. Hamers & Assoc., Inc. Robin B. Hamers & Assoc., Inc. Robin B. Hamers & Assoc., Inc. Robin B. Hamers & Assoc., Inc. Robin B. Hamers & Assoc., Inc. Robin B. Hamers & Assoc., Inc. Robin B. Hamers & Assoc., Inc. Robin B. Hamers & Assoc., Inc. Robin B. Hamers & Assoc., Inc. Robin B. Hamers & Assoc., Inc. Robin B. Hamers & Assoc., Inc. Robin B. Hamers & Assoc., Inc. MailFinance Inc. MailFinance Inc. Check Total: Check Total: Check Total: Check Total: 78.44 10,850.00 10,850.00 1,555.13 1,555.13 1,400.00 2,702.00 120.63 5,611.50 48.25 1,209.38 1,230.38 1,419.00 1,096.50 5,597.00 8,588.50 4,583.75 920.00 34,526.89 15.42 138.80 Check Total: 154.22 8094 01/03/2011 Solid Waste Fund Equipment Maintenance Konica Minolta Bus Sol U.S.A., 12.26 8094 01/03/2011 Liquid Waste Fund Equipment Maintenance Konica Minolta Bus Sol U.S.A., 110.38 AP - Chec]�or Approval( 02/04/2011 - 7:28 AM) • age 5 C' Check NQer Check Date Fund Name Account Name Vendor Name Amount 8095 01/03/2011 Solid Waste Fund 8095 01/03/2011 Liquid Waste Fund 8095 01/03/2011 Solid Waste Fund 8095 01/03/2011 Liquid Waste Fund 8095 01/03/2011 Solid Waste Fund 8095 01/03/2011 Liquid Waste Fund 8096 01/03/2011 Liquid Waste Fund 8097 01/03/2011 Liquid Waste Fund 8097 01/03/2011 Liquid Waste Fund 8097 01/03/2011 Solid Waste Fund 8097 . 01/03/2011 Liquid Waste Fund 8098 01/03/2011 Liquid Waste Fund 8099 01/03/2011 Solid Waste Fund 8099 01/03/2011 Liquid Waste Fund 8100 1 01/03/2011 Liquid Waste Fund 8101 01/03/2011 Liquid Waste Fund Prof Membership /Dues Prof Membership /Dues Legal Services Legal Services Legal Services Legal Services Liebert Cassidy Whitmore Liebert Cassidy Whitmore Liebert Cassidy Whitmore Liebert Cassidy Whitmore Liebert Cassidy Whitmore Liebert Cassidy Whitmore Sewer Maint - Material /Supplies Lab Safety Supply Inc. Sewer Maint- Water Pumps Sewer Maint- Water Pumps Water - Building Water - Building Grade 5 CCTV Improvements Mesa Consolidated Water Dist Mesa Consolidated Water Dist Mesa Consolidated Water Dist Mesa Consolidated Water Dist Nikola Corporation Check Total: Check Total: Check Total: Check Total: Check Total: Public Info /Ed/Community Promo Noack Awards Engraving & Promo Public Info/Ed/Community Promo Noack Awards Engraving & Promo Check Total: Sewer Maint- Material/Supplies Medical /Employment Services Orange County Hose Co. Occu -Med, Ltd Check Total: Check Total: 122.64 275.90 2,483.10 50.00 450.00 1,199.19 10,792.67 15,250.86 40.82 40.82 17.00 17.00 21.43 192.87 248.30 7,505.00 7,505.00 14.66 131.94 146.60 78.95 78.95 45.00 45.00 8102 01/03/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Dana Odell 337.00 AP - Checks for Approval ( 02/04/2011 - 7:28 AM) Page 6 Check Number Check Date Fund Name Account Name Vendor Name Amount AP - Ch ecks 40 r Approval ( 02/04/2011 - 7:28 AM) • age 7 Check Total: 337.00 8103 01/03/2011 Solid Waste Fund Office Supplies Office Depot 9.17 8103 01/03/2011 Liquid Waste Fund Office Supplies Office Depot 82.50 Check Total: 91.67 8104 01/03/2011 Solid Waste Fund Building Maintenance Pacific Building Care, Inc. 45.38 8104 01/03/2011 Liquid Waste Fund Building Maintenance Pacific Building Care, Inc. 408.37 Check Total: 453.75 8105 01/03/2011 Solid Waste Fund Public Info /Ed/Community Promo The Pin Center 26.95 8105 01/03/2011 Liquid Waste Fund Public Info /Ed/Community Promo The Pin Center 242.55 Check Total: 269.50 8106 01/03/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Dwight Rice 1,125.37 Check Total: 1,125.37 8107 01/03/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 819.77 8107 01/03/2011 Liquid Waste Fund Sewer Maint -Elec Bldg Southern California Edison 366.65 8107 01/03/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 307.48 8107 01/03/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 329.25 8107 01/03/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 350.19 8107 01/03/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 70.50 8107 01/03/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 48.60 8107 01/03/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 75.78 8107 01/03/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 321.18 8107 01/03/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 325.01 8107 01/03/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 806.80 8107 01/03/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 78.38 8107 01/03/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 84.82 8107 01/03/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 141.69 8107 01/03/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 53.41 8107 01/03/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 403.13 8107 01/03/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 464.81 8107 01/03/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 177.25 8107 01/03/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 934.28 8107 01/03/2011 Liquid Waste Fund Sewer Maint- Electric Pumps Southern California Edison 147.35 AP - Ch ecks 40 r Approval ( 02/04/2011 - 7:28 AM) • age 7 i Check Nter Check Date Fund Name Account Name is Vendor Name Amount Check Total: 1,150.72 8115 01/14/2011 Solid Waste Fund Investment Earnings Bank of America Check Total: 6,306.33 8108 01/03/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Casey Squier 8115 262.50 Liquid Waste Fund Sewer Maint -Bldg Maint Bank of America 55.54 8115 Check Total: 262.50 8109 01/03/2011 Solid Waste Fund Building Maintenance Trimco Landscape Liquid Waste Fund 142.30 8109 01/03/2011 Liquid Waste Fund Building Maintenance Trimco Landscape Sewer Maint -Small Tools /Eq 1,280.70 -10.84 8115 01/14/2011 Liquid Waste Fund Sewer Maint -Bldg Maint Check Total: 1,423.00 8110 01/03/2011 Liquid Waste Fund Deferred Compensation - 457 VantagePoint Transfer Agents 1,055.00 Check Total: 1,055.00 8111 01/03/2011 Liquid Waste Fund Deferred Medical -RHS- Employee VantagePoint Transfer Agents 322.60 8111 01/03/2011 Liquid Waste Fund Deferred Medical -RHS- Employee VantagePoint Transfer Agents 322.60 Check Total: 645.20 8112 01/14/2011 Liquid Waste Fund Employee Insurance AFLAC 609.68 Check Total: 609.68 8113 01/14/2011 Liquid Waste Fund Sewer Maint - Material /Supplies Airgas Safety 621.84 Check Total: 621.84 8114 01/14/2011 Solid Waste Fund Contract Services Appleone Employment Services 57.54 8114 01/14/2011 Liquid Waste Fund Contract Services Appleone Employment Services 517.82 8114 01/14/2011 Liquid Waste Fund Contract Services Appleone Employment Services 517.82 8114 01/14/2011 Solid Waste Fund Contract Services Appleone Employment Services 57.54 Check Total: 1,150.72 8115 01/14/2011 Solid Waste Fund Investment Earnings Bank of America - 105.00 8115 01/14/2011 Liquid Waste Fund Sewer Maint -Bldg Maint Bank of America 154.85 8115 01/14/2011 Liquid Waste Fund Sewer Maint -Bldg Maint Bank of America 55.54 8115 01/14/2011 Liquid Waste Fund Sewer Maint -Small Tools /Eq Bank of America 30.36 8115 01/14/2011 Liquid Waste Fund Sewer Maint -Small Tools /Eq Bank of America 55.67 8115 01/14/2011 Liquid Waste Fund Sewer Maint -Small Tools /Eq Bank of America -10.84 8115 01/14/2011 Liquid Waste Fund Sewer Maint -Bldg Maint Bank of America 55.89 AP - Checks -for Approval ( 02/04/2011 - 7:28 AM ) Page 8 Check Number Check Date Fund Name Account Name Vendor Name Amount 8115 01/14/2011 Liquid Waste Fund Sewer Maint -Office Supplies Bank of America 12.02 8115 01/14/2011 Liquid Waste Fund Sewer Maint - Material /Supplies Bank of America 16.14 8115 01/14/2011 Liquid Waste Fund Sewer Maint- Equipment Maint Bank of America 98.07 8115 01/14/2011 Liquid Waste Fund Sewer Maint - Material /Supplies Bank of America 62.92 8115 01/14/2011 Facilities Revolving Fund District Yard Bank of America 866.91 8115 01/14/2011 Facilities Revolving Fund District Yard Bank of America 620.97 8115 01/14/2011 Facilities Revolving Fund District Yard Bank of America 460.02 8115 01/14/2011 Solid Waste Fund Public Info /Ed/Community Promo Bank of America 31.89 8115 01/14/2011 Liquid Waste Fund Public Info/Ed/Community Promo Bank of America 286.97 8115 01/14/2011 Solid Waste Fund Building Maintenance Bank of America 6.36 8115 01/14/2011 Liquid Waste Fund Building Maintenance Bank of America 57.23 8115 01/14/2011 Liquid Waste Fund Building Maintenance Bank of America 152.12 8115 01/14/2011 Solid Waste Fund Building Maintenance Bank of America 16.90 8115 01/14/2011 Solid Waste Fund Building Maintenance Bank of America 2.08 8115 01/14/2011 Liquid Waste Fund Building Maintenance Bank of America 18.75 81.15 01/14/2011 Solid Waste Fund Travel/Meals /Lodging Bank of America 3.40 8115 01/14/2011' Liquid Waste Fund Travel/Meals /Lodging Bank of America 30.55 8115 01/14/2011 Liquid Waste Fund Travel/Meals/Lodging Bank of America 48.28 8115 01/14/2011 Solid Waste Fund Travel/Meals /Lodging Bank of America 5.36 8115 01/14/2011 Solid Waste Fund Travel/Meals /Lodging Bank of America 2.60 8l 15 01/1412011 Liquid Waste Fund Travel/Meals /Lodging Bank of America 23.37 8115 01/14/2011 Liquid Waste Fund Sewer Maint -Bldg Maint Bank of America 27.46 8115 01/14/2011 Solid Waste Fund Travel/Meals /Lodging Bank of America 9.40 8115 01/14/2011 Liquid Waste Fund Travel/Meals /Lodging Bank of America 84.61 8115 01/14/2011 Solid Waste Fund Public Info /Ed/Community Promo Bank of America 3.22 8115 01/14/2011 Liquid Waste Fund Public Info/Ed/Community Promo Bank of America 29.02 8115 01/14/2011 Solid Waste Fund Office Supplies Bank of America 29.87 8115 01/14/2011 Liquid Waste Fund Office Supplies Bank of America 268.78 8115 01/14/2011 Liquid Waste Fund Office Supplies Bank of America 19.51 8115 01/14/2011 Solid Waste Fund Office Supplies Bank of America 2.17 8115 01/1412011 Liquid Waste Fund Travel/Meals /Lodging Bank of America 1,275.00 8115 01/14/2011 Facilities Revolving Fund District Yard Bank of America -15.23 8115 01/14/2011 Solid Waste Fund Public Info /Ed/Community Promo Bank of America 90.99 8115 01/14/2011 Liquid Waste Fund Public Info /Ed/Community Promo Bank of America 818.89 8115 01/14/2011 Liquid Waste Fund Sewer Maint-Material/Supplies Bank of America 191.67 8115 01/14/2011 Liquid Waste Fund Sewer Maint - Material /Supplies Bank of America 315.13 Check Total: 6,209.87 8116 01/14/2011 Solid Waste Fund Legal Services Alan R. Burns 1,564.75 8116 01/14/2011 Liquid Waste Fund Legal Services Alan R. Burns 2,905.95 8116 01/14/2011 Liquid Waste Fund Legal Services Alan R. Burns 1,991.00 8116 01/14/2011 Solid Waste Fund Legal Services Alan R. Burns 310.42 8116 01/14/2011 Liquid Waste Fund Legal Services Alan R. Burns 576.48 8116 01/14/2011 Liquid Waste Fund Postage Alan R. Burns 48.28 AP - Check: Approval (02/04/2011 - 7:28 AM) • age 9 Check Nfer Check Date Fund Name Account Name Vendor Name Amount AP - Checks for Approval ( 02/04/2011 - 7:28 AM) Page 10 Check Total: 7,396.88 8117 01/14/2011 Solid Waste Fund Fiscal Services CBIZ ATA Orange County LLC 505.12 8117 01/14/2011 Liquid Waste Fund Fiscal Services CBIZ ATA Orange County LLC 938.08 Check Total: 1,443.20 8118 01/14/2011 Liquid Waste Fund Sewer Maint - Material /Supplies Chemsearch 356.38 Check Total: 356.38 8119 01/14/2011 Liquid Waste Fund Sewer Maint- Equipment Maint City of Costa Mesa 2,538.29 8119 01/14/2011 Liquid Waste Fund Sewer Maint - Equipment Maint City of Costa Mesa 329.40 8119 01/14/2011 Liquid Waste Fund Sewer Maint- Equipment Maint City of Costa Mesa 73.20 Check Total: 2,940.89 8120 01/14/2011. Solid Waste Fund Staff Development California Municipal Treasurer 10.50 8120 01/14/2011 Liquid Waste Fund Staff Development California Municipal Treasurer 94.50 Check Total: 105.00 8121 01/14/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract C &R Drains Inc. 264.00 8121 01/14/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract C &R Drains Inc. 396.00 8121 01/14/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract C &R Drains Inc. 308.00 Check Total: 968.00 4'8122 01/14/2011 Liquid Waste Fund Sewer Maint- MultiMedBlueprint Cross Media Resources 133.23 Check Total: 133.23 8123 01/14/2011 Solid Waste Fund Recycling/Disposal CRTransfer, Inc. 174,745.36 8123 01/14/2011 Solid Waste Fund Recycling/Disposal CR Transfer, Inc. 12,261.27 Check Total: 187,006.63 8124 01/14/2011 Solid Waste Fund Building Maintenance F.M. Thomas Air Condittioning, 15.30 8.124 01/14/2011 Liquid Waste Fund Building Maintenance F.M. Thomas Air Condittioning, 137.70 Check Total: 153.00 AP - Checks for Approval ( 02/04/2011 - 7:28 AM) Page 10 Check Number Check Date Fund Name Account Name Vendor Name Amount 8125 01/14/2011 Solid Waste Fund Mileage Reimbursement Isidro Gallardo 561.60 8125 01/14/2011 Liquid Waste Fund Mileage Reimbursement Isidro Gallardo 62.40 Check Total: 624.00 8126 01/14/2011 Liquid Waste Fund Sewer Maint -Small Tools /Eq Grainger 1,999.92 Check Total: 1,999.92 8127 01/14/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Chad Hall 1,800.00 Check Total: 1,800.00 8128 01/14/2011 Solid Waste Fund Other Reimbursements Worth Houghton 20.00 Check Total: 20.00 8129 01/14/2011 Solid Waste Fund Travel/Meals /Lodging Independent Special Dist of OC 6.40 8129 01/14/2011 Liquid Waste Fund Travel/Meals /Lodging Independent Special Dist of OC 57.60 8129 01/14/2011 Solid Waste Fund Staff Development Independent Special Dist of OC 1.60 8129 01/14/2011 Liquid Waste Fund Staff Development Independent Special Dist of OC 14.40 Check Total: 80.00 8130 01/14/2011 Liquid Waste Fund Sewer Maint -Misc Swer Wk Jimni Systems, Inc 1,347.50 8130 01/14/2011 Liquid Waste Fund Sewer Maint -Misc Swer Wk Jimni Systems, Inc 1,894.42 8130 01/14/2011 Liquid Waste Fund Sewer Maint -Misc Swer Wk Jimni Systems, Inc 130.94 8130 01/14/2011 Liquid Waste Fund Sewer Maint -Misc Swer Wk Jimni Systems, Inc 30.45 8130 01/14/2011 Liquid Waste Fund Sewer Maint -Misc Swer Wk Jimni Systems, Inc 1,592.50 Check Total: 4,995.81 8131 01/14/2011 Solid Waste Fund Equipment Maintenance Konica Minolta 133.69 8131 01/14/2011 Liquid Waste Fund Equipment Maintenance Konica Minolta 1,203.18 Check Total: 1,336.87 8132 01/14/2011 Liquid Waste Fund Sewer Maint- Water Pumps Mesa Consolidated Water Dist 17.00 8132 01/14/2011 Liquid Waste Fund Sewer Maint- Water Pumps Mesa Consolidated Water Dist 17.00 8132 01/14/2011 Liquid Waste Fund Sewer Maint -Water Bldg Mesa Consolidated Water Dist 48.00 8132 01/14/2011 Liquid Waste Fund Sewer Maint -Water Bldg Mesa Consolidated Water Dist 45.20 8132 01/14/2011 Liquid Waste Fund Sewer Maint -Water Bldg Mesa Consolidated Water Dist 64.10 AP - Che Approval (02/04/2011 - 7:28 AM) • age 11 AP - Checks for Approval ( 02/04/2011 - 7:28 AM) Page 12 Check N*r Check Date Fund Name Account Name Vendor Name Amount Check Total: 191.30 8133 01/14/2011 Solid Waste Fund Office Supplies Noack Awards Engraving & Promo 5.11 8133 01/14/2011 Liquid Waste Fund Office Supplies Noack Awards Engraving & Promo 46.00 Check Total: 51.11 8134 01/14/2011 Liquid Waste Fund Sewer Maint - Material /Supplies Orange County Hose Co. 14.25 Check Total: 14.25 8135 01/14/2011 Solid Waste Fund Public Info/Ed/Community Promo County of Orange Auditor -Cont 1.50 8135 01/14/2011 Liquid Waste Fund Public Info/Ed/Community Promo County of Orange Auditor -Copt 13.50 Check Total: 15.00 8136 01/14/2011 Liquid Waste Fund Medical/Employment Services Occu -Med, Ltd 223.00 Check Total: 223.00 8137 01/14/2011 Liquid Waste Fund Due to OCSD Orange County Sanitation Distr 8,087.35 Check Total: 8,087.35 8138 01/14/2011 Solid Waste Fund Office Supplies Office Depot 4.54 8138 01/14/2011 Liquid Waste Fund Office Supplies Office Depot 40.87 Check Total: 45.41 8139 01/14/2011 Liquid Waste Fund Travel/Meals/Lodging Bob Ooten 7.00 Check Total: 7.00 8140 01/14/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Donald Paige 1,638.19 Check Total: 1,638.19 8141 01/14/2011 Liquid Waste Fund Sewer Maint -Small Tools/Eq Plumbers Depot Inc. 186.20 Check Total: 186.20 AP - Checks for Approval ( 02/04/2011 - 7:28 AM) Page 12 Check Number Check Date Fund Name Account Name Vendor Name Amount 8142 01/14/2011 Solid Waste Fund Professional Services RCS Investingations & Consulti 586.75 8142 01/14/2011 Liquid Waste Fund Professional Services RCS Investingations & Consulti 5,280.75 Check Total: 5,867.50 8143 01/14/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Ruben Romero 1,800.00 Check Total: 1,800.00 8144 01/14/2011 Solid Waste Fund Electric - Building Southern California Edison 49.45 8144 01/14/2011 Liquid Waste Fund Electric - Building Southern California Edison 445.03 Check Total: 494.48 8145 01/14/2011 Solid Waste Fund Travel/Meals/Lodging Michael Scheafer 1.40 8145 01/14/2011 Liquid Waste Fund Travel/Meals/Lodging Michael Scheafer 12.60 Check Total: 14.00 8146 01/14/2011 Liquid Waste Fund Life /AD &D Insurance Spec Dist Risk Mgt Authority 180.24 8146 01/14/2011 Liquid Waste Fund Dental Insurance Spec Dist Risk Mgt Authority 636.47 8146 01/14/2011 Liquid Waste Fund Long -Term Disability Spec Dist Risk Mgt Authority 357.81 8146 01/14/2011 Solid Waste Fund Benefits Admin Costs Spec Dist Risk Mgt Authority 3.58 8146 01/14/2011 Liquid Waste Fund Benefits Admin Costs Spec Dist Risk Mgt Authority 32.18 8146 01/14/2011 Liquid Waste Fund Vision Insurance Spec Dist Risk Mgt Authority 30.20 Check Total: 1,240.48 8147 01/14/2011 Solid Waste Fund Building Maintenance Trimco Landscape 13.10 8147 01/14/2011 Liquid Waste Fund Building Maintenance Trimco Landscape 117.90 Check Total: 131.00 8148 01/14/2011 Liquid Waste Fund Contract Services Underground Service Alert/SC 103.50 Check Total: 103.50 8149 01/14/2011 Liquid Waste Fund Deferred Compensation - 457 VantagePoint Transfer Agents 1,055.00 Check Total: 1,055.00 8150 01/14/2011 Liquid Waste Fund Deferred Medical -RHS- Employee VantagePoint Transfer Agents 321.56 8150 01/14/2011 Liquid Waste Fund Deferred Medical -RHS- Employee VantagePoint Transfer Agents 321.56 AP - Checkt Approval( 02/04/2011 - 7:28 AM) �ge 13 Check Aer Check Date Fund Name Account Name Vendor Name Amount AP - Checks for Approval ( 02/04/2011 - 7:28 AM ) Page 14 Check Total: 643.12 8156 01/28/2011 Liquid Waste Fund Capital Outlay ABTECH 6,544.41 Check Total: 6,544.41 8157 01/28/2011 Liquid Waste Fund Sewer Maint - Material /Supplies Airgas Safety 562.79 8157 01/28/2011 Liquid Waste Fund Sewer Maint- Material/Supplies Airgas Safety 272.54 Check Total: 835.33 8158 01/28/2011 Liquid Waste Fund Sewer Maint -Bldg Maint Alliance Fire Protection 325.00 Check Total: 325.00 8159 01/28/2011 Solid Waste Fund Contract Services Appleone Employment Services 71.92 8159 01/28/2011 Liquid Waste Fund Contract Services Appleone Employment Services 647.28 Check Total: 719.20 8160 01/28/2011 Solid Waste Fund Office Supplies Ariel Supply, Inc. 92.93 8160 01/28/2011 Liquid Waste Fund Office Supplies Ariel Supply, Inc. 836.39 Check Total: 929.32 8161 01/28/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Katherine Arthur 1,800.00 Check Total: 1,800.00 8162 01/28/2011 Solid Waste Fund Telephone AT &T 47.97 8162 01/28/2011 Liquid Waste Fund Telephone AT &T 431.76 8162 01/28/2011 Liquid Waste Fund Sewer Maint - Telephone AT &T 141.69 8162 01/28/2011 Liquid Waste Fund Sewer Maint - Telephone AT &T 269.63 Check Total:. 891.05 8163 01/28/2011 Solid Waste Fund Investment Earnings Bank of New York 1,500.00 Check Total: 1,500.00 8164 01/28/2011 Solid Waste Fund Contract Services Brown and Caldwell 662.00 8164 01/28/2011 Liquid Waste Fund Contract Services Brown and Caldwell 5,958.00 AP - Checks for Approval ( 02/04/2011 - 7:28 AM ) Page 14 Check Number Check Date Fund Name Account Name Vendor Name Amount Check Total: 6,620.00 8165 01/28/2011 Solid Waste Fund Public Info/Ed/Community Promo BSA Pack 711 50.00 Check Total: 50.00 8166 01/28/2011 Solid Waste Fund Benefits Admin Costs Ca1PERS Fiscal Services Division 56.16 8166 01/28/2011 Liquid Waste Fund Benefits Admin Costs Ca1PERS Fiscal Services Division 505.44 Check Total: 561.60 8167 01/28/2011 Solid Waste Fund Trash Hauler Costa Mesa Disposal 197,015.05 Check Total: 197,015.05 8168 01/28/2011 Solid Waste Fund Equipment Maintenance Copier Products Group 33.00 8168 01/28/2011 Liquid Waste Fund Equipment Maintenance Copier Products Group 297.00 Check Total: 330.00 8169 01/28/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract C &R Drains Inc. 308.00 8169 01/28/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract C &R Drains Inc. 352.00 Check Total: 660.00 8170 01/28/2011 Solid Waste Fund Office Supplies Cross Media Resources 50.70 8170 01/28/2011 Liquid Waste Fund Office Supplies Cross Media Resources 456.35 8170 01/28/2011 Solid Waste Fund MultiMed/Blueprint/Copies /Sub Cross Media Resources 6.06 8170 01/28/2011 Liquid Waste Fund MultiMed/Blueprints /Copies /Sub Cross Media Resources 54.56 Check Total: 567.67 8171 01/28/2011 Solid Waste Fund Travel/Meals /Lodging California Special Dist Assoc 70.00 8171 01/28/2011 Liquid Waste Fund Travel/Meals /Lodging California Special Dist Assoc 630.00 8171 01/28/2011 Liquid Waste Fund Staff Development California Special Dist Assoc 157.50 8171 01/28/2011 Solid Waste Fund Staff Development California Special Dist Assoc 17.50 Check Total: 875.00 8172 01/28/2011 Solid Waste Fund Sharps Program WM Curbside, LLC 95.00 8172 01/28/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 54.00 8172 01/28/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 75.00 AP - Chec Approval (02/04/2011 - 7:28 AM) • age 15 4. • Check Aer Check Date Fund Name Account Name • Vendor Name Amount 8172 01/28/2011 Solid Waste Fund 8172 01/28/2011 Solid Waste Fund 8172 01/28/2011 Solid Waste Fund 8172 01/28/2011 Solid Waste Fund 8172 01/28/2011 Solid Waste Fund 8172 01/28/2011 Solid Waste Fund 8172 01/28/2011 Solid Waste Fund 8172 01/28/2011 Solid Waste Fund 8172 01/28/2011 Solid Waste Fund 8172 01/28/2011 Solid Waste Fund 8173 01/28/2011 Liquid Waste Fund 8174 01/28/2011 Facilities Revolving Fund 8175 01/28/2011 Liquid Waste Fund 8176 01/28/2011 Solid Waste Fund 8176 01/28/2011 Liquid Waste Fund 8177 01/28/2011 Liquid Waste Fund 8178 01/28/2011 Liquid Waste Fund 8178 01/28/2011 Liquid Waste Fund 8179 01/28/2011 Solid Waste Fund 8179 01/28/2011 Liquid Waste Fund AP - Checks for Approval ( 02/04/2011 - 7:28 AM ) Pharmaceutical Program WM Curbside, LLC -25.00 Sharps Program WM Curbside, LLC 100.00 Pharmaceutical Program WM Curbside, LLC 18.00 Pharmaceutical Program WM Curbside, LLC 100.00 Pharmaceutical Program WM Curbside, LLC -25.00 Sharps Program WM Curbside, LLC 95.00 Pharmaceutical Program WM Curbside, LLC 49.50 Pharmaceutical Program WM Curbside, LLC 75.00 Pharmaceutical Program WM Curbside, LLC -25.00 Sharps Program WM Curbside, LLC 95.00 Check Total: 681.50 Sewer Maint -Swr Lateral Prog Michael Doughty 1,800.00 Check Total: 1,800.00 District Yard Enovity, Inc. 2,179.00 Check Total: 2,179.00 Sewer Maint - Material /Supplies Golden Bell Products, Inc. 1,555.13 Check Total: 1,555.13 Postage MailFinance Inc. 7.72 Postage MailFinance Inc. 69.49 Check Total: 77.21 Sewer Maint- Equipment Maint HUB Auto Supply 12.56 Check Total: 12.56 Sewer Maint- Water Pumps Irvine Ranch Water District 8.00 Sewer Maint- Water Pumps Irvine Ranch Water District 8.00 Check Total: 16.00 Prof Membership /Dues Independent Special Dist of OC 100.00 Prof Membership/Dues Independent Special Dist of OC 100.00 Page 16 Check Number Check Date Fund Name Account Name Vendor Name Amount Check Total: 200.00 8180 01/28/2011 Liquid Waste Fund Sewer Maint -Misc Swer Wk Mike Kilbride, LTD 5,068.37 8180 01/28/2011 Liquid Waste Fund Sewer Maint -Misc Swer Wk Mike Kilbride, LTD 419.00 Check Total: 5,487.37 8181 01/28/2011 Solid Waste Fund Equipment Maintenance Konica Minolta Bus Sol U.S.A., 14.37 8181 01/28/2011 Liquid Waste Fund Equipment Maintenance Konica Minolta Bus Sol U.S.A., 129.34 Check Total: 143.71 8182 01/28/2011 Solid Waste Fund Legal Services Liebert Cassidy Whitmore 48.00 8182 01/28/2011 Liquid Waste Fund Legal Services Liebert Cassidy Whitmore 432.00 8182 01/28/2011 Solid Waste Fund Legal Services Liebert Cassidy Whitmore 258.20 8182 01/28/2011 Liquid Waste Fund Legal Services Liebert Cassidy Whitmore 2,323.80 8182 01/28/2011 Solid Waste Fund Legal Services Liebert Cassidy Whitmore 56.00 8182 01/28/2011 Liquid Waste Fund Legal Services Liebert Cassidy Whitmore 504.00 Check Total: 3,622.00 8183 01/28/2011 Solid Waste Fund Staff Development Liebert Cassidy Whitmore 44.50 8183 01/28/2011 Liquid Waste Fund Staff Development Liebert Cassidy Whitmore 400.50 Check Total: 445.00 8184 01/28/2011 Liquid Waste Fund Sewer Maint- Water Pumps Mesa Consolidated Water Dist 17.00 Check Total: 17.00 8185 01/28/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Jack Morrison 1,800.00 Check Total: 1,800.00 8186 01/28/2011 Liquid Waste Fund Sewer Maint -Office Supplies Office Depot 127.09 8186 01/28/2011 Solid Waste Fund Office Supplies Office Depot 5.99 8186 01/28/2011 Liquid Waste Fund Office Supplies Office Depot 53.88 8186 01/28/2011 Solid Waste Fund Office Supplies Office Depot 9.17 8186 01/28/2011 Liquid Waste Fund Office Supplies Office Depot 82.54 Check Total: 278.67 AP - Checks or Approval( 02/04/2011 - 7:28 AM) • �ge 17 ` Check Aer Check Date Fund Name Account Name Vendor Name Amount 8187 01/28/2011 Solid Waste Fund Building Maintenance Pacific Building Care, Inc. 45.38 8187 01/28/2011 Liquid Waste Fund Building Maintenance Pacific Building Care, Inc. 408.37 Check Total: 453.75 8188 01/28/2011 Liquid Waste Fund Sewer Maint-Swr Lateral Prog Jonas Persson 1,100.00 Check Total: 1,100.00 8189 01/28/2011 Liquid Waste Fund Travel/Meals/Lodging Art Perry 112.20 8189 01/28/2011 Liquid Waste Fund Travel/Meals/Lodging Art Perry 40.42 Check Total: 152.62 8190 01/28/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Charles Piccuta 772.50 Check Total: 772.50 8191 01/28/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Andrea Pizzorni 1,385.63 Check Total: 1,385.63 8192 01/28/2011 Liquid Waste Fund Westside Aband# 10 1 -Cont Svc Santa Ana Blue Print 81.51 8192 01/28/2011 Liquid Waste Fund Sewer Maint -Misc Swer Wk Santa Ana Blue Print 32.08 8192 01/28/2011 Liquid Waste Fund Bristol St Pump - Contract Labor Santa Ana Blue Print 20.83 8192 01/28/2011 Liquid Waste Fund Bristol St Pump - Contract Labor Santa Ana Blue Print 252.51 Check Total: 386.93 8193 01/28/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 869.15 Check Total: 869.15 8194 01/28/2011 Liquid Waste Fund Sewer Maint - Material /Supplies Skyline Safety and Supply 366.35 Check Total: 366.35 8195 01/28/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Mary Sola 1,800.00 Check Total: 1,800.00 8196 01/28/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Eric Swope 1,275.00 AP - Checks for Approval ( 02/04/2011 - 7:28 AM ) Page 18 Check Number Check Date Fund Name Account Name Vendor Name Amount Report Total: 682,530.55 AP - Checks for Approval ( 02/04/2011 - 7:28 AM) • dFe 19 •i I Check Total: 1,275.00 8197 01/28/2011 Liquid Waste Fund Deferred Compensation - 457 VantagePoint Transfer Agents 1,055.00 Check Total: 1,055.00 8198 01/28/2011 Liquid Waste Fund Deferred Medical -RHS- Employee VantagePoint Transfer Agents 323.24 8198 01/28/2011 Liquid Waste Fund Deferred Medical -RHS- Employee VantagePoint Transfer Agents 323.24 Check Total: 646.48 8199 61/28/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Wayne Leffler 342.50 Check Total: 342.50 Report Total: 682,530.55 AP - Checks for Approval ( 02/04/2011 - 7:28 AM) • dFe 19 •i I • Costa Mesa S ry District Expense ReimbursemForm for Directors Name: Q-6-W I. 'Attach all receipts. DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL* MEAL EXPENSE OTHER (111 11 W A L ip O C trr) 4 + 1+ 11 C N%k 1 k,.} r r l .S D O C 0 G rJ T:> "Gan be used for private auto as well as taxi, limo and air tare. 11. Calculation 1. Z ZF, 2 miles at 51.0 cents ' per mile (Current Rate) Total meals 3. & days attendance at $ 221.00 per day (per Board policy) 4. Meeting 5. Other Conference /Event: At S 4 W t Z�u e! ": Cj Location: tLt.o.e Sal�ntio' 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. 1 N 109) 1:5 2 (o Total = $ 12 2-&.— Significant points of benefit to the District and its rate avers: c Pr - vo -e -i Spa J -- , 1 tot .� � 1 SA�A r t «n O S P J r v l a &I-AA S D o c -&P-P c L A a e7 c Of Y-. 7 c s� -� t\vt�•�w Director Signature: R4,a7l CCVJ�� .�. IS, u .SS IAAP eAL,( . t�-e.&A,3 �-ro LA Cd-� 1.w at gut, i Costa Mesa Sanitary District T Expense Reimbursement Form for Directors Name: 1. Attach all receipts. DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL* MEAL EXPENSE OTHER (per Board policy) 4. Meeting_ 5. Other k, << t�4 *Can be used for private auto as well as taxi, limo and air fare. Calculation 1. Z20b 2. 3. (per Board policy) 4. Meeting_ 5. Other miles at 51.0 cents per mile (Current Rate) Total meals days attendance at $ 221.00 per day Conference /Event: C kS A 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. 1/1/09) • 21Z Total = $ 14-7-69 Significant points of benefit to the District and its ratepayers: Director Signature • 1 00 Z m Z ti w Go E oc z Q r U • Gosh Mesa SaNtarXDistrict VA n xpense Reimbursement Form for Directors Name: C 4 11 . Attach all rtiecelpta, • qy�- 65� -ZZS� DATE OF EVENT PURPOSE LOCATION TRAVEL` MEAL EXPENSE OTHER 11O/IR��OCCASION Uhl I—MACV 5'EU 'Can be used tor private eLU as Well as Wd, I,= and airfare. II. Calculation 1. miles at 51.0 cents per mile (n.Rert Aare} 2. Talal meai5 3. �_ days attendance at S 22 1,00 per day cDw eaasc v) 4. Meeting 5. Other a U- Conference/Event: '765 y' Total= $ Slgnfcartt pcirits Wanrred of benefit to the District and its ratepayers: �;, Locatfon_ Per Ordinance No. SS, "Board members shall provide brief o rU bli �tSh . non- ©� regular Board meeting.. (Operations Code, Section 3.01.035) r-' M Director Signature: (rev. in,utt fta, Q a. 0 F- Costa Mesa Atary District Expense Reimbursement Form for Directors Name: n `)\Y-! 1. Attach all receipts. q DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL" MEAL EXPENSE OTHER �t wte0 z G rnI p P -+�n 17�.� i 2 : Li0.3S '\ j zo 2S �2 C YNA 'Can be used for private autos well as taxi, limo and air fare. II. Calculation 1. 3 �` _ miles at 51.0 cents per mile (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. 65, "Board members shall provide brief reports on meetings attended at public expense at the next regular Board meeting." (Operations Code, Section 3.01.035) (re v. ijIAM) C y I—Dk-;zI_ $ C) Total = $ 1.3 2 a- L7) T, m m r7 v cl- Significant points learned of benefit to the District and its ratepayers: D m Director Signature; a� T S Costa Mesa Sanitary District Expense Reimbursement Form for Directors Name: MI11-' '�l✓,� K— I. Attach all receipts. DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL" MEAL EXPENSE OTHER "Can be used for private auto as well as taxi, limo and air fare. 11. Calculation 1. 3 S miles at 51.0 cents per mile (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 regular Board meeting." (Operations Code, Section 3,01.035) (rev. 1111001 $ tigC) 5" y0 3s Total = $ 2 2-0 `9`i Significant points learned of benefit to the District and its ratepayers: Director Signature: m �i m rn C- U7 rat Costa M* Sanitary District • • Expense Reimbursement Form for Directors Name: Jim Fitzpatrick 5Re4A,Lkq % I. Attach all receipts. DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL* MEAL EXPENSE OTHER 1-11,11 WACO OCWD t 1-(Iif Recycling Committee CMSD l 4 ayrffn Sewer Committee CMSD L -ZI7, I ti i Costa Mesa Sanitary District Board Meeting CMSD + 1q It CpgA oigm 1. S '1114L 1 + CAW faWia CvV ss k0-VwY 10►- 5 �+ p� L 21 ki the w+act�t o k'urt£ ` • 1. Z2 l! �r�P�tns� w %*A- ¢$!n T&%4_ "Can be used for private auto as well as taxi, limo and air fare. II. Calculation 1. miles at 51.0 cents per mile (Current Rate) 2. Total meals 3. to days attendance at $ 221.00 per day (per Board policy) 4. Meetino 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) Total = $ 1,32% Significant points learned of benefit to the District and its ratepayers: Will Cover at Board Meeting D (rev. Costa Moss Sa rnFta Dia � tact Expense Reimbursement Form for Directors 1. Attach all receipt&. DATE OF EVENT PURPOSE OR OCCANOW LOCAr*N TRAVEL$ DEAL EXPENSE OTHER 1 l i W •� C U Gd 4 G -///1j ! 1 S CC «l ✓v Z� ✓M �^. GR✓✓ A`Gcw� t z G C ,%� c,/t2 a i'�•� j -� C. rn�, G. L r 5 ,C L'-. V S -i`T ,1 R G a,��i C o its y A 0'4-"-A ,h - 6 Cr4,4 ..L *Can be used for prtmty wto as Wd as mod, imo ffi AIr bra. It. Gatcutstion = 1. miles at 51.0 cants permits (CLAW = 2. Total meais 3. �QR days attendance at $x,21.00 per day ^/ (;w Bowd a00* a dip •!JQ 4. Meeting 5. Other Total ratepayers: I ��:• Per Ordinenca No. 56, "Board members shall provide brief reports on mewirap att oded at public expense at the next regular Board mating." (Operations Code, Section 3.01.039) s; m m v CD CD m m I0 I Z Costa Mesa Sanitary District Expense Reimbursement Form for Directors Name: I. Attach all receipts. DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL* MEAL EXPENSE OTHER - /,aj 13, aar C/45 Co "Can be used for private auto as well as taxi, limo ana air rare. Il. Calculation = $ 1 miles at 51.0 cents per mile _ % C� ; 2o (Current Rate) 2. i Total meals 3. days attendance at $ 221.00 per day (per Board policy) _ 4. Meeting 5. Other Total= $ Significant points learned of benefit to the District and Conference /Event: ratepayers: Location: Per Ordinance No. 55, "Board members shall provide brief reports on meetings attended at public expense at the next regular Board meeting." (Operations rode, Section 3.01.035) (rep 1/1109) • ') I "—n I , .: I ter I � .. Director Signature: l • ff .. F Meeting Date Item Number 02/24/11 VI. C. 13. COST.A 9VESA (1!3jrWT.ARTq)1STR1CT Memorandum To: Board of Directors Via: Scott Carroll, General Manag From: Marc Davis, Treasurer Date: February 24, 2011 ..... an Independent Specidf Disti ict Subject: Investment Report for the Month of January 2011 Summary Attached is the Investment Report for the month of January 2011. As required by the District's Statement of Investment Policy, the Investment Report delineates all investment activity during the month. Staff Recommendation Approve the Investment Report for the month of January 2011. Analysis This report lists the types of securities held in the District's portfolio, the institutions from which the securities were purchased, maturity dates and interest rates as of January 31, 2011. The District's investments are in compliance with the Statement of Investment Policy adopted by the Board at the June 21, 2010 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 February 24, 2011 Page 2 of 3 • The weighted average stated rate of return (current yield) for the District's investment portfolio as of January 31, 2011, was 1.070 %. The yield to maturity of the portfolio was 1.093 %. The District's weighted average interest rate was 55 basis points (0.555 %) above the daily effective yield of LAIF, which was 0.538% as of January 31, 2011. The weighted average number of days to maturity for the District's total portfolio was 689 days (1.89 years). The average duration of the underlying securities in LAW as of January 31, 2011, which is the most current information available, was 180 days. The District's investment portfolio is in compliance with its liquidity limitations, which requires that a minimum of 20.00% of the portfolio must mature within one year. The percentage of the portfolio maturing in less than one year as of January 31, 2011 was 52.79 %. As of January 31, 2011, the District has adequate operating reserves necessary to meet its obligations for the next six months. Strategic Plan Element & Goal This item supports achieving Strategic Element No. 7.0, Finances, by ensuring the short and long -term fiscal health of the District. Legal Review • Legal review is not required. Financial Review The portfolio was budgeted to earn an average of 1.25% for the year ending June 30, 2011. 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 IW I Board of Directors February 24, 2011 • Page 3 of 3 • • Alternative Actions 1. Refer the matter back to staff Attachments Treasurer's Report of Pooled Cash and Investments as of January 31, 2011 3 Active Accounts: Bank of America Reconciling Items Total Active Accounts COSTA MESA SANITARY DISTRICT Treasurer's Report of Pooled Cash and Investments January 31, 2011 • Bank Balance $ 371,137.74 Deposits In Transits Outstanding Checks Book Balance 229,992.03 $ 141,145.71 371,137.74 - 229,992.03 141,145.71 Market Adiustment Costa Mesa Sanitary District Pooled Cash and Investments by Fund January 31, 2011 CMSD Solid Waste Activities Market Value Increase Decrease Cost Investments: 96,275.00 Total Pooled Cash & Investments $ 16,028,147.33 Local Agency Investment Fund $ 7,341,804.72 - - $ 7,341,804.72 Money Market/Sweep Account 1,045,196.90 - - 1,045,196.90 Federal Agency Securities 7,471,422.50 - (28,577.50) 7,500,000.00 Total Investments 15,858,424.12 - (28,577.50) .15,887,001.62 Total Pooled Cash & Investments $ 16,229,561.86 $ - $ 201,414.53 $ 16,028,147.33 Costa Mesa Sanitary District Pooled Cash and Investments by Fund January 31, 2011 CMSD Solid Waste Activities $ 5,113,774.20 CMSD Liquid Waste Activities 10,818,098.13 Asset Replacement Fund 96,275.00 Total Pooled Cash & Investments $ 16,028,147.33 Marcus D. Davis Treasurer /Director of Finance 1 2/15/11 Date r� U • C9 41 ® COSTA MESA SANITARY DISTRICT Investment Activity Summary January 31, 2011 r � U r1 U Total investments outstanding as of December 31, 2010 $ 16,501,992.08 Additions: Gain on sale of investment Investment purchases 1,000,000.00 Deductions: Investment maturity /sale proceeds _ Loss on sale of investment Investments called (1,000,000.00) Net increase (decrease) in Sweep Account 29,350.87 Net increase (decrease) in LAW (644,341.33) Total investments outstanding as of January 31, 2011 $ 15,887,001.62 2 COSTA MESA SANITARY DISTRICT Investment and Investment Earnings January 31, 2011 *''Represents the LAIF daily rate at 1/31/11 0 Comments • Interest CUSIP Purchase Maturity Coupon Investment Earned at Number Investment Date Date Rate Cost 01/31/11 n/a Local Agency Investment Fund n/a n/a 0.538% $ 7,341,804.72 n/a n/a Bank of New York -Sweep Acct n/a n/a 0.000% 1,045,196.90 n/a 3136FMP24 Federal National Mortgage Assn 07/07/10 07/07/15 2.370% 1,000,000.00 1,580.00 3136FM3D4 Federal National Mortgage Assn 07/28/10 07/28/15 1.500% 500,000.00 - 3134G1TR5 Federal Home Loan Mortgage 09/30/10 09/30/15 2.000% 1,000,000.00 6,722.22 31337141_7 Federal Home Loan Bank 10/06/10 10/06/14 1.600% 1,000,000.00 5,111.11 31331,12P7 Federal Farm Credit Bank 11/17/10 11/17/14 1.250% 1,000,000.00 2,569.44 31331J3D3 Federal Farm Credit Bank 12/01/10 12/01/14 1.600% 1,000,000.00 2,666.66 313371 WQ5 Federal Home Loan Bank 12/09/10 06/09/14 1.375% 1,000,000.00 1,986.11 31331,16X6 Federal Farm Credit Bank 01/05/11 01/05/15 2.100% 1,000,000.00 1,516.66 Totals $ 15,8872001.62 $ 22,152.20 *''Represents the LAIF daily rate at 1/31/11 0 Comments • COSTA MESA SANITARY DISTRICT Summary of Policy Limitations January 31, 2011 Current % of Market Value Description 01/31/11 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 12.57% Unlimited FHLMC 6.21% Unlimited FNMA 9.50% Unlimited FFCB 18.84% Unlimited Other 0.00% Unlimited Banker's Acceptances 0.00% 25%(1) r. 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%0) LAIF (Local Agency Investment Fund) 46.30% 40,000,000 Shares of Ben efical Interest 0.00% 20% Money Market/Mutual Funds (Sweep Acct) .6.59% 10% per fund (2) Total 100.00% % of portfolio maturing under one year 52.79% no less than 20% % of portfolio maturing over one year 47.21% 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 4 Description Broker /Dealer State Treasurer's Pool LAIF Total State Treasurer's Pool Money Market Mutual Fund Total Money Market Mutual Fund Federal Home Loan Bank Federal Home Loan Bank Total Federal Home Loan Bank Federal Home Loan Mortgage Total Federal Home Loan Mortgage Federal National Mortgage Association Federal National Mortgage Association Total Federal National Mortgage Association Federal Farm Credit Bank Federal Farm Credit Bank Federal Farm Credit Bank Total Federal Farm Credit Bank *Represents the LAIF daily rate at 1/31/11 • COSTA MESA SANITARY DISTRICT Schedule of Investments by Instrument Type January 31, 2011 Purchase Date n/a Bank of New York n/a UnionBanc 10/06/10 UnionBanc 12/09/10 E.J. De La Rosa 09/30/10 E.J. De La Rosa 07/07/10 E.J. De La Rosa 07/28/10 E.J. De La Rosa 11/17/10 UnionBanc 12/01/10 UnionBanc 01/05/11 Total Investments Maturity Coupon Investment % of Market °% of Date Rate Cost Portfolio Value Portfolio Comments Continuous 0.538% $ 7,341,804.72 $ 7,341,804.72 POOL 7,341,804.72 46.21% 7,341,804.72 46.30% Continuous 0.000% 1,045,196.90 1,045,196.90 SWEEP 1,045,196.90 6.58% 1,045,196.90 6.59% 10/06/14 1.600% 1,000,000.00 999,240.00 FHLB 06/09/14 1.375% 1,000,000.00 993,520.00 FHLB 2,000,000.00 12.59% 1,992,760.00 12.57% 09/30/15 2.000% 1,000,000.00 985,510.00 FHLMC 1,000,000.00 6.29% 985,510.00 6.21% 07/07/15 2.370% 1,000,000.00 1,006,130.00 FNMA 07/28/15 1.500% 500,000.00 499,935.00 FNMA 1,500,000.00 9.44% 1,506,065.00 9.50% 11/17/14 1.250% 1,000,000.00 984,340.00 FFCB 12/01/14 1.600% 1,000,000.00 999,687.50 FFCB 01/05/15 2.100% 1,000,000.00 1,003,060.00 FFCB 3,000,000.00 18.88% 2,987,087.50 18.84% $ 15,887,001.62 100.00% $ 15,858,424.12 100.00% 5 • • COSTA MESA SANITARY DISTRICT Investment Portfolio January 31, 2011 0 Total Portfolio Weighted Avg Interest Rate 1.070% Weighted Avg Yield to Maturity 1.093% Weighted Avg Days to Maturity 689 Days 1.89 Years "Represents the LAW daily rate at 1/31 /11 Investment Purchase Maturity Days to Coupon Yield to Investment Broker /Dealer Type Date Date Maturity Rate Maturity Cost Local Agency Investment Fund Pool 1 0.538% * 0.538% $ 7,341,804.72 Bank of New York Sweep 1 0.000% 0.000% 1,045,196.90 E.J. De La Rosa FNMA 07/07/10 07/07/15 1,618 2.370% 2.370% 1,000,000.00 E.J. De La Rosa FNMA 07/28/10 07/28/15 1,639 1.500% 2.229% 500,000.00 E.J. De La Rosa FHLM 09/30/10 09/30/15 1,703 2.000% 2.000% 1,000,000.00 UnionBanc FHLB 10/06/10 10/06/14 1,344 1.600% 1.600% 1,000,000.00 E.J. De La Rosa FFCB 11/17/10 11/17/14 1,386 1.250% 1.250% 1,000,000.00 UnionBanc FFCB 12/01/10 12/01/14 1,400 1.600% 1.600% 1,000,000.00 UnionBanc FHLB 12/09/10 06/09/14 1,225 1.375% 1.375% 1,000,000.00 UnionBanc FFCB 01/05/11 01/05/15 1,435 2.100% 2.100% 1,000,000.00 Total Investment Portfolio $ 15,887,001.62 Total Portfolio Weighted Avg Interest Rate 1.070% Weighted Avg Yield to Maturity 1.093% Weighted Avg Days to Maturity 689 Days 1.89 Years "Represents the LAW daily rate at 1/31 /11 COSTA MESA SANITARY DISTRICT For all Maturities with Market Values January 31, 2011 Purchase Maturity Intuition Investment 7;341,804.72 Coupon Investment Date Date Broker /Dealer Type Par Rate Cost n/a Continuous LAIF POOL $ 7,341,804.72 0.538% 7,341,804.72 n/a Continuous Bank of New York SWEEP 1,045,196.90 0.000% 1,045,196.90 07/07/10 07/07/15 E.J. De La Rosa FNMA 1,000,000.00 2.370% 1,000,000.00 07/28/10 07/28/15 E.J. De La Rosa FNMA 500,000.00 1.500% 500,000.00 09/30/10 09/30/15 E.J. De La Rosa FHLMA 1,000,000.00 2.000% 1,000,000.00 10/06/10 10/06/14 UnionBanc FHLB 1,000,000.00 1.600% 1,000,000.00 11/17/10 11/17/14 E.J. De La Rosa FFCB 1,000,000.00 1.250% 1,000,000.00 12/01/10 12/01/14 UnionBanc FFCB 1,000,000.00 1.600% 1,000,000.00 12/09/10 06/09/14 UnionBanc FHLB 1,000,000.00 1.375% 1,000,000.00 01/05/11 01/05/15 UnionBanc FFCB 1,000,000.00 2.100% 1,000,000.00 Total Investments $ 15,887,001.62 15,887,001.62 "Represents the LAW daily rate at 1/31/11 Market Accrued Value Interest 7;341,804.72 - 1, 045,196.90 - 1,006,130.00 1,580.00 499,935.00 - 985,510.00 6,722.22 999,240.00 5,111.11 984,340.00 2,569.44 999,687.50 2,666.66 993,520.00 1,986.11 1,003,060.00 1,516.66 15,858,424.12 22,152.20 Net Gain /(Loss) If Snid 6,130.00 (65.00) (14,490.00) (760.00) (15,660.00) (312.50) (6,480.00) 3,060.00 (28,577.50) f COSTA MESA SANITARY DISTRICT Call Schedule January 31, 2011 Type of Purchase Maturity Coupon Investment Investment Date Date Rate Par Value Cost Call Features FNMA 07/07/10 07/07/15 2.370% $ 1,000,000.00 $ 1,000,000.00 Callable 7/7/11 w /10 days notice FNMA 07/28/10 07/28/15 1.500% 500,000.00 1,000,000.00 Callable 7/28/11 w /10 days notice, quarterly thereafter FHLMC 09/30/10 09/30/15 2.000% 1,000,000.00 1,000,000.00 Callable 3/30/11 w/5 days notice, quarterly thereafter FHLB 10/06/10 10/06/14 1.600% 1,000,000.00 1,000,000.00 Callable 1/6/11 w%5 days notice and anytime after FFCB 11/17/10 11/17/14 1.250% 1,000,000.00 1,000,000.00 Callable 11/17/11 w/7 days notice and anytime after FFCB 12/01/10 12/01/14 1.600% 1,000,000.00 1,000,000.00 Callable 3/1 /11 w/5 days notice and anytime after FHLB 12/09/10 06/09/14 1.375% 1,000,000.00 1,000,000.00 Callable 6/9/11 w/5 days notice and anytime after FFCB 01/05/11 01/05/15 2.100% 1,000,000.00 1,000,000.00 Callable 1/5/12 w/7 days notice and anytime after. Totals $ 7,500,000.00 $ 8,000,000.00 IJ COSTA MESA SANITARY DISTRICT - MATURITIES DISTRIBUTION January 31, 2011 70% ----------------------------------------------- _ Cost so °% ° In Thousands 52.79% -- ----------------------------------------------- - - - - -- 1 - 180 Days $ 8,3850% 50 -- -------------------------------- - - - - -• - - - - -- 181 - 365 Days - 40% o---- 31.47 /o 1 - 2 Years - 30% -- ---------------------------- - - - - -- ------ - - - - -- 2 - 3 Years - 15.74% 20% -- -------- --------- --- --- --- - - ---- --- --- - - --- 3 - 4 Years 5,000 10% --------------- - - - - -- -- - - - - - — - - -- -- 0.00% 0.00% 4 - 5 Years 2,500 0.00% , TOTAL $ 15,887 0% 1-180 181-365 1-2 2 -3 3 -4 4 -5 Days Days Years Years Years Years 3.00% 2.50% 2.00% 1.50% 1.00% 0.50% 0.00% 74. "' , I I ! I • Costa Mesa Sanitary District Portfolio Interest Rate Information as of January 31, 2011 \ryO ♦��° LO \tiO 10 e ��O X10 � lO �yO yO 10 °gyp "s • --3 month T -BIN 6 month T -13111 I 2 year T -Note —3 year T -Note ----5 year T -Note I I —CMSD- monthly -LAIF- monthly OC Pool-monthy Meeting Date Item Number 02/24/11 IX. A. 17A VVE ZOMI, �. To: Board of Directors ...an Independent Special1District Via: Scott Carroll, General Manager From: Sherry Kallab, Administrative Manager Date: February 24, 2011 Subject: Preliminary Budget Calendar for Fiscal Year 2011 -12 Summary The schedule below represents the outline for the fiscal year 2011 -12 budget calendar. Staff will be working on different aspects of the budget from, now until the May Study Session and will update the Board as necessary. • Staff Recommendation UJ Staff recommends the Board approve and accept the 2011 -12 Budget Calendar and set the date for a Special Meeting to review the preliminary budget. Analysis In order to transmit sewer and trash charges to the County Accessor's office by the August 10, 2011 Staff recommends the following target dates: Action Item Target Date Department Budgets due from Staff 02/21/11 February 2010 Consumer Price Index released 03/20/11 General Manager Review 03/22/11 Survey of trash rates completed 03/26/11 Preliminary budget document submitted to Board 04/19/11 Special meeting to review preliminary budget Set by Board (1) Budget adoption at regular Board meeting 05/26/11 Notice of public hearing (postcard mail out) 06/14/11 Public hearing to adopt sewer and trash charges 07/28/11 Protecting our community's health 6y providing sotiidwaste andsewercollection services crosdca.gov Board of Directors Preliminary Budget Calendar for Fiscal Year 2011 -12 February 24, 2011 Page 2 of 2 Strategic Element & Goal This issue supports achieving the objective of Strategic Element 7.0, Finance, "To ensure the short and long -term fiscal health of the District." Legal Review None. Financial Review None Committee Recommendation Not applicable Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the February 24, 2011 Board of Directors regular meeting at District Headquarters (628 W. 19th Street) and on the District's website at www.crosdca.aov. Alternative Actions 1. Refer the matter back to staff • INC 1 • �. To: Board of Directors Meeting Date J Item Number 02!24111 IX. B. l�� 1 1 i i � imi From: Scott Carroll, General Manager Date: February 24, 2011 ..... an Independent Specia(1Di.strict Subject: Salary Range Adjustment — Administrative Services Manager Summary When the Board approved the restructuring of the organization in 2009, it included the creation of a new position, Administrative Services Manager. This position is responsible for personnel and finances, and more recently it has taken on a larger role in risk management. Staff Recommendation That the Board approves adjusting the salary range for the Administrative Services Manager position Analysis The Administrative Services Manager position serves as a department head of the District overseeing personnel and financing. functions. More recently, it has taken on risk management roles such as being the administrator for the District's Injury Illness and Prevention Program. Many organizations have individuals serving the same three roles the administrative services manager is currently providing. Furthermore, the salary ranges for these positions in other organizations are substantially higher than the salary range for the administrative services manager, as seen below. Irvine Ranch Water District 108,420 169,620 Dir of Admin Svcs 108,420 169,620 Dir of Human Svcs 108,420 169,620 Average • Protecting ourcomm.unity's (eafth and t(e environment dy providing solid-waste andsewercoffection services, www.cmsdca.gov Board of Directors ` v Salary Range Adjustment — Administrative Services Manager February 24, 2011 Page 2 of 3 • Mesa Consolidated Water District 111,948 154,320 Admin Svcs Mgr 103,956 143,304 HR Manager 107,952 148,812 Average Yorba Linda Water District 108,130 131,746 Finance Director 102,981 125,472 HR Manager 105,556 128,609 Average South Coast Water District 100,824 144,036 Finance Director 82,752 118,224 HR Manager 91,788 131,130 Average Moultan Niguel Water District 138,840 173,664 Finance Director 79,632 105,120 HR Manager 109,236 139,392 Average Costa Mesa Sanitary District 66,564 86,170 Admin Svcs Mgr Staff acknowledges that the total budget and the number employees in the organizations mentioned above are much larger than the Districts. For instance, Moultan Niguel Water District has a budget over, $66 million and a staff of 98 • employees. Therefore, a five percent adjustment to the Administrative Services Manager salary range is being recommended. The General Manager does not have authority to adjust salary ranges. The new range, if approved by the Board will be as follows: Low High Administrative Services Manager 69,892 90,479 Strategic Element & Goal This item supports achieving Strategic Element No. 6.0, Personnel /Organizational Management, and Strategic Goal No. 6.7, Promote High Employee Satisfaction. Legal Review Not applicable Financial Review The current annual salary for the administrative services manager is $86,170, the top end of the salary range. The five percent increase would be an additional $4,309 an • entire year. However, because the administrative services manager's annual 1, Board of Directors Salary Range Adjustment — Administrative Services Manager February 24, 2011 •Page 3of3 performance evaluation is in September, the additional cost in FY10 -11 will be $3,231. Of this amount, $1,795 will be retroactive from October through February. There are adequate funds in the budget for this additional expense. Committee Recommendation Not applicable Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the February 24, 2011 Board of Directors regular meeting at District Headquarters (628 W. 19th Street) and on the District's website at www.crosdca.gov. Alternative Actions 1. Approve a lesser salary range adjustment 2. Do not approve the salary range adjustment • r L 1 Meeting Date Item Number 02/24/11 IX. C. COST.9 9VESASA�vr7AR71niS7RrCT To: Board of Directors ... an Independent ,Special 1District From: Scott Carroll, General ManaQ&' Date: February 24, 2011 Subject: Anti - Scavenging Program Summary Staff has developed a program as an attempt to deter scavenging from occurring within District boundaries. Scavenging recyclable materials from the residential automated carts can have a negative impact on the community in two different and distinct ways. • 1. Unstable Rates: Recyclable material is a commodity. The revenues received from the recyclables help stabilize costs for providing collection services. Fewer recyclables collected and processed means fewer revenues to offset expenditures, which can result in cost increases that are passed on to residents in the rate structure. 2. AB 939 Compliance: Cities in California are required to divert 50% of waste from the landfills. In 2007, the State changed its reporting requirement to comply .with AB 939 by establishing a per capita disposal rate. The State establishes a specific target for each city to achieve. For example, the City of Costa Mesa's target is an annual per capita disposal rate of 8.5 pounds per resident. The City depends on District data to help achieve this target. In 2009, the City's annual per capita disposal rate is 5.1 pounds per resident, which is well below the State's target. Fewer recyclables received could result an increase of refuse tonnage being reported to the City, thus increasing its' per capita disposal rate per resident and jeopardizing the State mandated target. In addition, the District has a goal in our Strategic Plan to divert annually 60% of residential waste from the landfills. Currently, the District is achieving a 54% annual diversion rate. Fewer recyclables received could increase refuse tonnage delivered to the landfills, which could result in decreasing the District's ® diversion rate. (Protecting our community's health andthe environment by providing sotidwaste andsewer collection services. maw. crosdca.gov Board of Directors Anti- Scavenging Program February 24, 2011 Page 2 of 5 To ensure the community does not experience the negative impacts described above, staff has developed an anti - scavenging program, which is described in more details below. Staff Recommendation Staff recommends that the Board of Directors approves the proposed Anti - Scavenging Program. Analysis On September 2, 2010, staff met with City of Costa Mesa and CR &R staff to discuss the level of scavenging that is occurring in the community and then' work together on developing a program to deter such activity. At the meeting, it was determined that scavenging of recyclable materials is a problem in the community where the Police Department is receiving an average of 120 scavenging reports a year in the last two years. After the meeting, staff explored using lockable containers where it has proven successful at a homeowner association located in the City of Santa Ana. On collection day, residents would lock their containers with a key and when CR &R's refuse trucks arrive to empty said containers, the lid will open from the weight of materials being emptied into the truck. The driver does not need to exit his vehicle to unlock the container before emptying it. At last month's District Recycling Committee, the use of lockable containers was discussed at length. During the discussion, CR &R graciously offered.their assistance to the program by offering these types to containers to District residents. CR &R has agreed to purchase the lockable containers, deliver the new containers to homeowners, switch out the old containers and CR &R has agreed to maintain the lockable containers. Attached to the report is a letter from CR &R that demonstrates their commitment and assistance to this program. The cost for the lockable containers is described in more detail in the Financial Review section of this report. The lockable containers will be available on request only. Residents who wish to receive lockable containers will be required to call the District office for such a request. District staff will then coordinate with CR &R on a delivery date to homeowners. When a delivery date is selected, staff will contact homeowners to relay this information. To advertise the new containers, staff will post information on the District's website and there will be information in our next newsletter. In addition, staff will seek permission from City staff to display flyers about the lockable containers at City Hall as well as other city facilities and we may consider advertising the program in the City's newsletter and /or the Daily Pilot Newspaper. Another promotional opportunity is to have a lockable container on display at community events such as the Community Run. J Board of Directors Anti - Scavenging Program February 24, 2011 Page 3 of 5 The second part of this program deals with the enforcement aspect. Staff has had discussions with Costa Mesa Police Department officials regarding enforcement methods. If a police officer witnesses a person taking recyclables out of District containers the officer will write the person a misdemeanor citation. However, staff has learned that the City will incur costs associated with a misdemeanor citation. For instance, the Orange County District Attorney's Office prosecutes misdemeanor offenses. If the DA decides to file a misdemeanor case in court it will cost $250 to file the paperwork and if. the court does decide to hear the case another $250 is required. The $500 court fee is eventually passed on to the City to pay. In fact, court fees can reach in the thousands of dollars if jail time is warranted, so it may not be cost effective to deter scavenging through the court system. Furthermore, staff believes the DA will not accept scavenging cases because of the many Part 1 crimes he has to prosecute on a daily basis. Therefore, staff is proposing an enforcement program where the District's code enforcement officer would issue an administrative citation to violators. There are two benefits using the District's administrative citation procedures. 1. It avoids using the court system. Individuals receiving an administrative Citation from the District would have 15 calendar days to submit in writing a request to • appeal the citation through an administrative hearing process. The administrative hearing would occur at District offices where the hearing officer is a District staff member. Before a hearing is scheduled, the fine issued on the citation will have to be paid in full. 2. The revenues from the citations would go directly to the District. The first offense is $250, the second offense is $500* and the third offense is $995. Under this program, the District's code enforcement officer will not target homeless and /or mentally disabled individuals. If he sees these individuals scavenging recyclable materials he will give him /her verbal warnings and. require the person to move on and away from District containers. The District's code enforcement officer will, however, be targeting individuals who are running a business from his /her vehicle by taking recyclable materials out of District containers and redeeming the value of the material at buy back centers. The Costa Mesa Police Department has agreed to provide back up for the District's code enforcement officer if he believes his safety is in jeopardy and /or he is not receiving cooperation from scavengers. The Police Department has also agreed to follow behind the code enforcement officer's vehicle at times. • In conclusion, staff believes this two pronged approach of using lockable containers and issuing administrative citations to violators will decrease the scavenging activity in Board of Directors Anti - Scavenging Program February 24, 2011 Page 4 of 5 Costa Mesa. While there is no such thing as having a full proof deterrent program that will completely eliminate scavenging, we believe the program presented to you tonight will have the best chance for success. Staff will continue to monitor scavenging activities and will give the Board periodic updates on the progress made to deterring scavenging in Costa Mesa. Strategic Element & Goal This program supports achieving Strategic Element No. 2.0, Solid Waste, and Strategic Goals No. 2.5, Encourage Zero Waste and 2.6, Monitor advancements and technology in the solid waste industry (lockable containers). Legal Review Before going to print, staff will be requesting counsel to review the District's administrative citation template. Financial Review \V In the Franchise Agreement with CR &R, the District receives $5,000 annually from CR &R for anti - scavenging programs. Staff is proposing we use this funding to purchase the lockable containers. CR &R has graciously agreed to match this funding • by contributing another $5,000 for purchasing the new containers, which will bring the total funding to $10,000. The lockable containers are estimated at $65.00 per container. With each homeowner receiving two containers, the funding for this program will allow 77 homeowners a year to receive lockable containers. If more than 77 homeowners are requesting lockable containers, the Board may want to consider transferring funds from the District's Solid Waste Reserve Funds to pay for additional containers. There are adequate funds in the Solid Waste Reserve account to pay for additional containers. Other costs that will be incurred are the citation booklets. In an effort to continue our partnership and strengthening our ties with the City of Costa Mesa, staff is working with city staff on creating an administrative citation template and then the City will print the citation booklets on behalf of the District. Before the booklets are printed, the template will be reviewed by District Counsel. Staff estimates this cost will be less than $250. An additional revenue source will be created as a result of issuing administrative citations. How much revenues will be generated from administrative citations is unknown. However, there may be costs associated when trying to collect unpaid fines through civil court and /or liens and /or special assessments against properties. How much costs will be incurred for trying to collect unpaid fines is unknown at this time. • f Board of Directors Anti - Scavenging Program February 24, 2011 Page 5 of 5 Committee Recommendation On February 22, 2011, the Recycling Committee reviewed the proposed Anti - Scavenging Program. The committee's recommendation and /or. comments will be presented at tonight's meeting. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the February 24, 2011 Board of Directors regular meeting at District Headquarters (628 W. 19th Street) and on the District's website at www.crosdca.aov. Alternative Actions 1. Do not approve the proposed Anti - Scavenging Program and refer the matter back to staff to bring back additional information. Attachment A: Letter from CR &R, dated January 24, 2011 C7 Attachment A January 24, 2011 Mr. Scott C. Carroll, • General Manager Costa Mesa Sanitary District 628 West 19th Street Costa Mesa, California 92627 -2718 Re: Anti- Scavenging Program Proposal Dear Mr. Carroll: At the Costa Mesa Sanitary District Monthly Recycling meeting today, we discussed issues relative to recyclable scavenging from the residential refuse carts in the City of Costa Mesa. CR &R would like to assist the Board in providing options for residents that report occurrences of this nature at their properties. Please accept the following for consideration: • CR &R and the Costa Mesa Sanitary District Board would mutually agree to provide lockable 67 gallon carts to residents requesting an exchange of regular carts for lockable carts up to an agreed upon number annually. • Residents would not be charged any added fee for these carts. • Funding would be split equally by CR &R contributing $5,000 annually, and the CMSD contributing $5,000 (as adjusted) annually from the Anti- Scavenging Program funds provided in the Franchise Agreement (Section 38). • CR &R will retain ownership and maintenance responsibilities of the new lockable carts under the same procedures as the existing carts. • The annual $10,000 would be attributed to cart purchases only, with delivery labor and other expenses absorbed by CR &R. • CR &R would quarterly report to the Board activity in the Anti - Scavenging Program. We believe this procedure will provide the Board compliance to the goal of limiting scavengers and providing residents with options to protect their waste from others. Thank you for allowing CR &R the opportunity to be part of this solution. As always, it's a pleasure to be of service to the Costa Mesa Sanitary District and the residents of Costa Mesa and Santa Ana Heights. Sincerely, Dean A. Ruffridge, Senior Vice President CR &R INCORPORATED 11292 WESTERN AVE. P.O. BOX 125 STANTON, CA 90680 • 800.826.9677 714.826.9049 714.890.6347 Fax CRRWASTESERVICES.COM recycled poper f J_ Meeting Date Item Number 02/24/11 IX. D. To: Board of Directors From: Scott Carroll, General Manager Date: February 24, 2011 Subject: Revised Standby Policy Summary ... an Independent Specia[ District Due to a recent restructuring of staff responsibilities, the District's Standby Policy needs to be revised. The revisions are described in more details below. Staff Recommendation ® That the Board of Directors approves revising Administrative Regulations No. 2.14 regarding standby procedures and protocols Analysis Currently, C &R Drains is the District's first responder when an emergency arises during non - regular business hours for incidents such as a failed pump station or an SSO. C &R Drains has been in the sewer business for. thirty years and they are located locally in Costa Mesa. Per the terms of the agreement, C &R Drains must respond immediately to after hour service calls and they must be on -site within thirty minutes or less after receiving the call. Because they have staff living in or near Costa Mesa, C &R Drains is able to meet this requirement of the contract. After arriving to the emergency scene, CR &R will sometimes rely on staff's expertise and knowledge on the system so C &R will call staff on their day off seeking advice and /or to receive directions. The previous maintenance supervisor did not charge the District for after hour telephone conversations with C &R Drains; however, the District did pay him overtime for responding to emergencies during non - regular work hours. The previous supervisor was the only non - exempt employee who would receive after hour phone calls from C &R Drains and he was usually the only person responding to incidents if it required him to do so. The District's Lead Maintenance Worker is now • responsible for receiving after hour phone calls from C &R and responding to Protecting our community's reaftr and the environment 6y providing solid waste and sewer co&ction services. www. crosdca.gov Board of Directors Revised Standby Policy February 24, 2011 Page 2 of 3 emergencies Monday through Thursday, but during the weekends and holidays, the District will have three non - exempt employees available to assist C &R Drains (Lead Maintenance Worker and 2 Maintenance Workers). The three District employees will be available to C &R on rotating weekend shifts and holidays. According to Fair Labor Standards Act (FLSA), if employees are restricted and are effectively "engaged to wait" then compensation is required. However, the amount of compensation is determined by the employer. Therefore, the following standby compensation is being proposed tonight for the Board's consideration. A flat fee of $50.00 per day while on standby status. If C &R Drains calls the standby person, he will be paid his standard hourly rate with a guarantee of at least one hour of pay. The standard hourly rate varies from $24.16 to $28.75 an hour. If the emergency cannot be resolved over the phone and the standby person needs to respond to the scene, he will be paid the overtime rate of one and one -half times his hourly rate. Standby compensation varies from organization to organization because of collective bargaining rights with the various unions. Below is a sample of standby compensation from other organizations • City of Costa Mesa - employees are paid 13 straight time hours for each week • assigned to standby plus overtime for handling incidents by phone and /or being called out. If a holiday falls within the assigned standby week, an employee will be compensated an additional 4 hours at his /her regular rate. • Mesa Consolidated Water District — employees are paid $350 week ($50 a day) plus regular hourly rate of pay at time and one half of actual time worked. • City of Huntington Beach — employees are paid at an hourly rate equal to 0.180 of their base hourly rate of pay for the entire period he /she is on standby status. • Midway City Sanitary District — employees are paid ten hours a week and a minimum of two hours of overtime (one and one -half of his /her hourly rate) for each time the employee is called out. Strategic Element & Goal This issue supports achieving Strategic Element No. 6.0, Personnel /Organizational Management, and Strategic Goals No. 6.2, Update personnel rules and administrative regulations and 6.7, Promote high employee satisfaction. E Board of Directors Revised Standby Policy February 24, 2011 Page 3 of 3 • Le al Review This District Counsel has reviewed and approved the revised Standby Policy, which is attached hereto. Financial Review The flat fee for standby compensation will cost the District $9,550 a year. The costs for handling incidents by phone and the cost for overtime is difficult to estimate because these costs will fluctuate year by year depending on how many emergencies arises. Committee Recommendation 1111-1 Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the February 24, 2011 Board of Directors regular meeting at District Headquarters (628 W. 19th Street) and on the District's website at www.crosdca.gov. 40 Alternative Actions • 1. Refer the matter back to staff 2. Do not approve the revised Standby Policy Attachment: Revised Standby Policy Financial Reviewed by: Sherry Kallab Administrative Manager Attachment A N Costa Mesa Sanitary District Administrative Regulations No. 2.14 Date Board Approved SUBJECT: STANDBY POLICY PURPOSE: To establish procedures for personnel who are assigned standby status I. Purpose The purpose of this policy is to establish administrative and procedural guidelines and ensure compliance with Fair Labor Standards Act (FLSA) regulations regarding the compensation of classified (non- exempt) employees who are required to perform duties during non - scheduled, non regular hours. II. Scope This policy supersedes and replaces Rule 13, Section 2 of the District's Personnel Rules and Regulation and applies to all classified employees who are required to be on standby and are called out to work in order to respond to emergencies during non - regular work hours. • III. Policy • The District will compensate employees who are required by the District to be on standby or respond to a call for service, which is received after normal working hours within a required response time. IV. Definitions A. FLSA Requirements According to FLSA employees who "...are not required to remain on their employer's premises, but are merely required to leave word at their home or with company officials where they may be reached, are not working ..." However, if employees are restricted and are effectively "engaged to wait" then compensation is required. Based on FLSA regulations, "...the requirement that an employee not report to work while under the influence of alcohol is a common requirement that does not trigger FLSA overtime." B. Standby Duty Classified employees who are responsible for responding to emergency locations that occur after regular normal working hours from Friday to Monday shall be considered on standby duty if memorialized in a writing or e-mail signed by the General Manager. • r CMSD Standby Policy Page 2 of 3 V. Procedure A. Scheduling Special assignment (as determined by the employee supervisor or the General Manager) may be given to classified employees in order to make them available for work during non- regularly scheduled hours. 2. Standby personnel may trade scheduled standby time with other employees only with prior approval of their supervisor or the General Manager. B. Responsibilities Standby personnel shall wear a cellular phone for District communication purposes during the entire standby period. 2. While on standby duty, personnel shall immediately answer his /her cellular phone and respond if necessary. 3. If standby personnel are required to respond to an incident the employee shall notify his /her supervisor of their arrival at the location. 4. Standby personnel must not be under the influence of alcohol and /or be ® on prescription and /or over the counter medication that -would impair his /her ability to perform call out duties. If the employee is taking prescription medication(s), he /she will provide a doctor's note to his /her supervisor that releases the employee to work while taking the prescription medication. 5. Standby personnel must be located (while driving in District or private vehicle) within one -hour (1) travel time distance of District boundaries while on standby duty. Such one -hour (1) response time shall take into account the day of the week and time of day for gauging a one -hour (1) response time. VI. Compensation A. Standby Pay For each day on standby duty, employee will be paid a flat rate of Fifty Dollars ($50.00) per day. If the employee is called for advice or called out during the standby period, the employee receives "Phone Advice Pay or Call Out Pay" in addition to Standby Pay. • CMSD Standby Policy c Page 3 of 3 B. Phone Advice Pav • Standby personnel handling incidents by the phone during a standby period will be paid at his /her regular hourly rate of pay for a minimum of one (1) hour for each hour he /she is required to be on the phone to troubleshoot or otherwise provide phone advice. Personnel shall be entitled to one (1) full hour's pay at straight time for any hour in which he is required to be on the phone for such purposes. Said phone advice pay is in addition to standby pay. C. Call Out Pav If standby personnel are "called out" during a standby period, they will be compensated in accordance with overtime for the hours worked during the "call out," with the clock starting at the time of the call out and terminating upon clock out. 2. Such call out pay is in addition to standby pay and any phone advice pay if personnel separately try to provide advice by phone to fix the problem but are then required to respond in person. D. Failure to Respond If contact cannot be made with an employee who is on standby status or if that employee fails to perform the work required, that employee is ineligible for standby pay. • Meetinq Date Item Number 02124/11 IX. F. COST. �IV1 ,S.� .Q Ua `Y lI,ST ICS' a R� W RIM Me 1� ... an Independent SpeciaCDistrict To: Board of Directors Via: Scott Carroll, General Manager-4---� From: Sherry Kallab, Administration Manager Date: February 24, 2011 Subject: Budget Adjustment — Seismic Study on Pump Stations Summary Funds in the amount of $29,400 are required for a study to evaluate the District Pump Station's ability to withstand a major earthquake. ® Staff Recommendation Staff recommends the Board approve a budget adjustment of $29,400 to provide adequate funding for the study. Analvsis A recommendation was made by the sewer committee to follow Orange County Sanitation District's lead and conduct an evaluation of the effect of a large earthquake on the District's pump stations. Requests for proposals were sent to four structural engineers. One of four engineers, Jerry Tucker, responded with a proposal in the amount of $29,400. A transfer from the contingency account to professional services will be required to fund the study. Liquid Waste Fund. Account Account Number Increase Decrease Professional Services 20- 200000 -4200 $29,400 Contingency 20- 200000 -4990 $29,400 Protecting our community's (earth by providing sofidwaste andsewercoCCection services crosdca.gov Board of Directors Budget Adjustment — Seismic Study on Pumps Stations Page 2 of 2 Strategic Element & Goal This item supports achieving Strategic Element No. 1.0, Sewer Infrastructure, Goal 1.7, Pump Station Maintenance and Standardization Program Legal Review Not applicable Financial Review Funds of $154,760 are available in contingency. A transfer of $29,400 for the study will leave a balance of $125,360 in the contingency budget. Committee Recommendation Not applicable Public Notice Process • Copies of this report are on file and will be included with the entire agenda packet for • the February 24, 2011 Board of Directors regular meeting at District Headquarters (628 W. 19th Street) and on the District's website at www.crosdca.gov. Alternative Actions 1. Refer the matter back to staff r� r i COSTA MESA SANITARY DISTRICT RECYCLING COMMITTEE AGENDA Tuesday, February 22, 2011 10:30 a.m. Costa Mesa Sanitary District 628 W. 191h Street (Directors Fitzpatrick and Scheafer) STANDING REPORTS I. Waste Diversion Report — January 2011 • Update on how CMSD is meeting AB 939 goals II. Recycling Report —January 2011 • Review recycling tonnage collected from homeowners III. Ordinance Enforcement Officer's Report • Review OEO enforcement activities for trash cans, graffiti and scavenging IV. Scavenging Report • Review scavenging activities reported to CMPD V. Orange County Waste & Recycling Grant Program NEW DISCUSSION ITEMS VI. Vanguard University Green Conference — February 4, 2011 • Update from staff's attendance VII. 2011 Waste Characterization Study • Review study performed by CR &R VIII. Best Practices for Telephone Book Recycling Program • Receive report from Clerk of the District IX. SWANA Conference — The Road to Zero Waste — February 16 -17, 2011 • Receive oral report from Program Assistant X. Articles of Interest • Contra Costa Times, "Tehama County Landfill Diverting Waste ACTION ITEMS XI. Proposed Anti- Scavenging Program • Consider approving program and recommending approval to the Board of Directors XII. Public Comments XIII. Next Meeting Date — March 21, 2011 Dated: February 17, 2011 Clerk of the District If City 3,115.22 County 214.92 ad�fla o 0 0 0 0 0 o e a o 0 9. city 1,570.53 County 109.21 9. ono 0 0 0 0 o a o 0 0 0 9. 1 • 1 �. _.__,.�_...City..�.__- ._�..� 1.544.69 County 105.71 Q� Mm •D 0 MM •0 0 •D 0 MM QM 59M OM OM OM i 1•' "A composite recycling percentage for City & County based on new characterization studies completed by CRT. Waste Diversion 2010 /jr 02124111 City County .._ ..__._..City County .._._ ..City .,. County Waste Diversion FY- 09 /10jr 02/24111 3,405.18 3,254.63 3,106.05 2,987.76 3,291.36 3,346.33 3,115.22 208.25 169.10 238.88 186.65 217.24 234.80 214.92 1,716.71 1,640.81 1.565.91 1,506.27 1,659.33 1,687.04 1,570.53 105.83 85.93 121.40 94.85 110.40 119.30 109.21 90 • off'•' 9�Q,� 9�W133 9 9afl�lOr7 9ofhK.lfiD 9 . o - o 1,688.47 1,613.82 1,540.14 1,481.49 1,632.03 1,659.29 1,544.69 102.42 83.17 117,48 91.80 106.84 115.50 105.71 o e o 0 0 "A composite recycling percentage for City & County based on new characterization studies completed by CRT. n U • CR Transfer To: Joan Revak From: CR Transfer Inc. Jurisdiction. Costa Mesa Sanitary District (9) MonthNear: Jan -11 Recycling Report ** Note: This material includes food / small particulate and inert material. Total Tonnage Recycled Tonnage Landfill Tonnage County & Newport Beach Total 3115.22 214.92 3330.14 1570.53 109.21 1679.74 1.544.69 105.71 1650.40 Recycle Tons Commodity Percentage Recycled Newspaper 7.88% 245.49 Cardboard 6.42% 199.91 Mixed Paper 5.13% 159.71 Glass 2.80% 87.21 PET 0.59% 18.30 HDPE 0.45% 14.00 Aluminum Cans 0.33% 10.41 Non- Ferrous Metal 0.44% 13.64 Tin /Metal 0.65% 20.10 Greenwaste 9.78% 304.70 Or anic / Fines ** 12.67% 394.79 Wood 1.41% 43.79 Concrete/Asphalt 1.88% 58.50 Drywall. 0.00% 0.00 Totals 50.41%1 1570.53 ** Note: This material includes food / small particulate and inert material. Total Tonnage Recycled Tonnage Landfill Tonnage County & Newport Beach Total 3115.22 214.92 3330.14 1570.53 109.21 1679.74 1.544.69 105.71 1650.40 To: Joan Revak • From: CR Transfer Inc. Jurisdiction: Costa Mesa Sanitary District Santa Ana Heights (11) MonthNear: Jan -11 Recycling Report ** Note: This material includes food / small particulate and inert material. Total Tonnage 214.92 Recycled Tonnage 109.21 Landfill Tonnage 105.71 0 n U Recycle Tons Commodity Percentag4 Recycled Newspaper 10.19% 21.89 Cardboard 6.65% 14.3 Mixed Paper 7.63% 16.4 Glass 3.30% 7.08 PET 0.78% 1.67 HDPE 0.44% 0.96 Aluminum Cans 0.51% 1.09 Non - Ferrous Metal 0.27% 0.58 Tin /Metal 0.96% 2.07 Greenwaste 1.30% 2.79 Organic / Fines 11.67% 25.07 Wood 5.17% 11.12 Concrete/Asphalt 1.95% 4.19 Drywall 0.00% 0 Totals 50.81%! 109.21 ** Note: This material includes food / small particulate and inert material. Total Tonnage 214.92 Recycled Tonnage 109.21 Landfill Tonnage 105.71 0 n U 02�01& ROM# , 3 To: Scott Carroll, General Manager . an Independent SpeciafDistfict From: Isidro Gallardo, Ordinance Enforcement Officer (..40*"~ Date: February 15, 2011 Subject: Ordinance Enforcement Report This report summarizes major points for three ordinance enforcement topics covering Trash Container Enforcement, Graffiti, and Scavenging. Trash Container Enforcement: The Ordinance Enforcement Officer (OEO) increased surveillance on Orange Ave. (between 22nd St. and Mesa Dr.), Mesa Drive, and neighboring streets. There are several residents in the area who continue to leave their trash containers out on the street curb well after trash pick -up day; thus in some cases preventing streets from being cleaned by the street sweepers, blocking mail boxes, and fire hydrants. Residents were given a friendly reminder to place their trash containers out of sight in a timely manner. Also, three calls came in to the District HQ to report residents who fail to store their trash containers out of public sight. All three complaints were addressed by the OEO. Residents were given a 1St notice to correct violation and all three residents were in compliance after a seven day correction period. Still, OEO will continue to follow up on these addresses to insure they do not go back to their old habits. A summary of the courtesy notice process for the District OEO is provided in the following chart and demonstrates the effectiveness of a 1st Notice ": January 1 -31, 2011 1 Notice 2 nd Notice Courtesy Letter South of Wilson St. .13 2 0 Wilson St. to Adams Ave. 16 0 0 Adams Ave. to Sunflower Ave. 11 1 0 • Protecting our community's health and the environment 6y providing solid waste and sewer co(Zection services, www. crosdca.go o Ordinance Enforcement Report February 15, 2011 Page 2 of 2 Graffiti: OEO continues to document and /or take pictures of trash containers with • graffiti and forwarding them to Frank Campos from CR &R. Mr. Campos has been very cooperative and timely when addressing the issue of graffiti on trash containers; sending documentation and pictures back to the OEO once CR &R has removed the graffiti from the trash containers. For example, he sent pictures and documentation of 112 trash containers that had graffiti removed from them in the area of Joann St., Wilson, Shalimar St, Anaheim Ave., and surrounding neighborhoods. For the upcoming month of February, the OEO has submitted to Mr. Campos about seven more addresses (for a total of approx. 80 trash containers), along with pictures, on Victoria St. that need attention in regard to graffiti on trash containers. Scavenging: Two calls came in directly to the District HQ to report scavenging activity. One call came in on January 5, 2011 to report scavenging activity on Virginia Place. Wednesday is trash pick up day in this area; OEO patrolled the area for any scavenging activity on January 5, January 12, and January 19 between the hours of 8:00am and 12:00pm. Unfortunately, there was no scavenging activity observed by the OEO. The second call came in on January 26, 2011 to report scavenging activity on 23d St. Wednesday is also trash pick up day in this area. OEO patrolled the area on February 2, 2011 between the hours of 9:00am and 11:00am and did not observe any scavenging activity. Nevertheless, the OEO will continue to patrol both streets and surrounding neighborhoods for any scavenging activity. • Other: Administrative citation template is complete and ready for District Counsel review. On February 8, 2011, 1 met with CR &R Route Manager, Frank Campos and a resident on Palmer Avenue alley to observe a CR &R refuse truck in operations so that we can find where it was leaking fluids. Sure enough, when the vehicle was emptying a trash can all three of us found the leak's point of origin. It appeared it was coming from the hydraulic system. The vehicle was taken out of service to repair the leak. I will be scheduling another on site meeting with CR &R's Route Manager Frank Campos and the resident to determine if the leak has been repaired or not. • Costa M olice Department • Sging Report Jan -11 Feb -11 Mar -11 Location. —',-Tate '„ . _ T;me "' Location. Date Time Location Date Time 1 ORANGE AV &KNOX PL 1/7/2011 11:05:11 2 540 W 19TH ST 1/3/2011 12:54:30 3 1955 WALLACE AV 1/23/2011 22:04:47 4 23RD ST &ELDEN AV 1/26/2011 14:24:06 5 WAKE FOREST RD&FAIRVIEW RD 1/5/2011 6:42:58 6 JOHNSON AV &CHEYENNE ST 1/7/2011 9:00:50 7 8 9 10 11 12 13 14 15 16 17 18 19 20 Michael S. Giancolo, Director • O R A N G C C O U N T Y 300 N. Flower Street, Site 400 d 1 C � s t e. P cIi n Santa Ana, CA 92703 www.oclandfills.com o�, comm,�;ty. o�. c�mm tm�nr. Telephone: (714) 834 -4000 Fax: (714) 8344183 February 8, 2011 Mr. Scott Carroll General Manager Costa Mesa Sanitary District 628 West 19'h Street Costa Mesa, CA 92627 -2716 COSTA MESA SANITARY fl; p .r RE: AB 939 Regional Waste Reduction and Environmental Education Grant Program Funding Assistance Agreement D09 -7 — Project Extension Dear Mr. Carroll: This letter is to inform the Costa Mesa Sanitary District that OC Waste & Recycling has approved the three (3) year extension request that authorizes the Costa Mesa Sanitary District to fully utilize the $142,256.00 awarded grant funds to fully execute and properly document the . implementation of the Composting and Vermicomposting Bin Distribution and Public Outreach Program as described the City's Funding Assistance Agreement D09 -7. The original terms of the City's Funding Assistance Agreement D09 -7 required the City to complete their project and to fully utilize program funds no later than twelve (12) months following the award the program grant funding. however, the funding agreement allows for an extension on a case -by -case basis, therefore, this letter of extension is for an additional three (3) years, to December 31, 2013. Also, as stipulated in the funding agreement, the Costa Mesa Sanitary District will also be required to complete the Grant Recipient Fulfillment Report, attached herein. This report must be submitted no later than 30 days after completion of the project. Failure to complete and return the Grant Recipient Fulfillment Report in a timely manner may affect future County grant funding eligibility. Should you have any questions or concerns regarding this approval notification, please do not hesitate to contact the Manager of Recycling and Environmental Programs, Isabel Rios at (714) 834 -4118. S cere Michael B. Giancola, Direc or OC Waste & Recycling • cc: Isabel Rios, Manager of Recycling and Environmental Programs Enclosed: Grant Recipient Fulfillment Report ® Michael B. Gioncolo, Director O R A N G C C O U N T Y 300 N. Flower Street, Suite 400 W P, AT. t Santa Ana CA 92703 www.oclandfills.com Our Community. Our Commitment. Telephone: (714) 834 -4000 Fax: (714) 834 4183 . ATTACHMENT 1 Regional Recycling and Waste Diversion Grant Program Grant Fulfillment Form Name of Organization: Address: Supervisorial District: 1). 1. Project Title: 2. Project Description: 3. Re -State Anticipated Outcome: 4. Describe Actual Outcome: 2) 3) 4) _ 5) 5. Describe Method Used to Measure and Evaluate Program Outcome: 6. Explain How the Project/Activity Met the Program Mission: 7. Did the Project/ Activity Generate Media Attention? 8. Will you continue this Program / Activity? Applicant Signature Print Name Date • Please submit to Isabel Rios, Manager, Regional Recycling and Waste Diversion Grant . Program at (714) 834 -4118 or via email at Isabel.Rios @ocwr.ocgov.com. • February 4, 2011 Mr. Scott C. Carroll, General Manager Costa Mesa Sanitary District 628 West 19th Street Costa Mesa, California 92627 -2718 Re: CMSD Waste Characterizations Completed Dear Mr. Carroll: Periodically; CR &R re- characterizes waste streams collected and processed through the CRTransfer Material Recovery Facility. CR &R would like to inform you that waste characterizations were performed on the mixed solid waste collected from January 25th through February 2nd for the Costa Mesa and Santa Ana Heights Districts. As we had previously discussed, CR &R performs random sampling of routes from our various partner municipalities to establish waste characterizations for incoming loads to the CR Transfer processing plant. The random sampling and corresponding diversion levels of the samples from each load establish a new diversion percentage for each municipality. This procedure has been approved by the Cal Recycle Board and is accomplished under the direction of Erik Nelson, a consultant specializing in waste characterizations. We are happy to report a significant increase in diversion going forward for both communities of the Costa mesa Sanitary District as follows: Community Previous Characterization New Characterization Costa Mesa 50.46% Santa Ana Heights 50.82% 54.14% 51.97% The attached reports summarize the loads characterized by the day. We are very excited to present this great news to you and your Board. These new diversion percentages will be utilized for the two areas until a re- characterization is again completed. Should you have any questions, please feel free to contact either myself of Trisha Throop. As always, it's a pleasure being of service to the Costa Mesa Sanitary District. Respectfully, Q� Dean A. Ruffri� 9� Senior Vice President CR &R INCORPORATED 11292 WESTERN AVE. P.O. BOX 125 STANTON, CA 90680 826.9677 826.9049 4:890.6347 Fax CRRWASTESERVICES.COM ec; -cied poper Waste Characterization Summary Chart/ Usta para la Caracterlzacl6n de Basura City / Ciudad COSTA MESA Facility / Facifidad: CRT Sector/Route / Sector 0 Date / Fecha 1/25/2011 1/27/2011 1/28/2011 POUNDS Recyclables Newspaper / Periodicos 23.26 19.86 28.78 126.22 Cardboard / Carton e K 4' ',,Z3;$4-; 13.44 18.58 25.54 96.92 Mixed Paper/ Papeles mixtas 36.64 ba iZE 30.26 38.70 164.54 Glass/ Vidrio ',.,.-3341, 18.44 SOS86a 10.16 11.90 54.80 PET (#1) "Op 2.31 -111�11-�-11,2 41, 1.38 4.68 12.41 HDPE (#2) 1.841861: O.' -"21,861. 1.86 2.48 10.98 Aluminum 1.44 O 01:6 Z 0.90 0.70 3.58 Metal /Metal - - 8.94 Tin / Estano ''3CC 6 01 2.94 4.48 7.80 23.86 Green Waste 6� --3 881 27.70 dd� 24.68 23.34 132.64 Wood Madera 1.96 C42D 9.16 - 39.54 Mixed Plastic (3-7) Plastico mixtos 6.60 7.41 7.90 36.38 TOTAL RECYCLED 136.57 128.73 151.82 710.81 TOTAL RESIDUE -(10�' 126.00 92 00.IL, 122.00. '602 00 Total Weight /Peso en total 262.57 220.73 1 273.82 1,312.1131 Daily Diversion% '100/6 52.01% 58.32 %1 55.45% Daily Residue % 4 "46%, 47.99% 41.68%1 44.55%-,, • • TOTAL SAMPLES Waste Characterization Summary Chart/ Lista para la Caracterizac16n de Basura City Ciudad SANTA ANA HEIGHTS Facility Facilidad : CRT Sector /Route / Sector 0 Date / Fecha 1/26/2011 1 26 2011 1/1/1904 1 1 1904 1/1/1904 POUNDS Recyclables Newspaper / Periodicos 11.04 9.50 - - - 20.54 Cardboard / Carton 16.70 12.56 - - - 29.26 Mixed Paper Pa eles mixtas 24.46 23.19 - - 47.65 Glass/ Vidrio 20.32 8.04 - - - 28.36 PET #1 2.20 2.08 - - - 4.28 HDPE #2 1.74 4.60 - - 6.34 Aluminum 0.88 0.86 - - - 1.74 Metal I Metal - - - - - Tin Estano 6.00 5.12 - - - 11.12 Green Waste 36.60 36.98 - - - 73.58 Wood Madera 2.34 24.06 - - 26.40 Mixed Plastic (3 -7) / Plastico mixtos 16.72 6.70 - - 23.42 TOTAL RECYCLED 139.00 133.69 - - - 272.69" TOTALRESIDUE ; 154.00; 98:00 - - - 252. -6W, Total Weight / Peso en total 293.00 231.69 - - - 524.69 Dail Diversion %. 47.44% 57.70% #DIV /0! #DIV 0! #DIV 0! i3 x;53 87 °k. Daily Residue % 52.56%1 42.30% #DIV 0! #DIV 0! #DIV 0! TOTAL SAMPLES • • • To: Recycling Committee Via: Scott Carroll, General Manager ... an Independent Special Distrzct From: Joan Revak, Office Manager /Clerk of the District Date: December 20, 2010 Subject: Best Practices for Telephone Book Collection Summary Many of the schools participating in the 2010 School Telephone Book Recycling Program did not collect enough books required (one -half book per student) to earn a monetary award. As directed by the Board of Directors, Staff contacted school representatives for the program, who were successful in their collection efforts, to learn what tactics were used to achieve adequate results. The following information was obtained: 1. The collection of phone books is a year -long process. 2. Reaching out, via e-mail distribution lists, to parents, grandparents, friends, work places, local businesses, even to those living outside the area. 3. A very large sign is placed on the collection dumpster as a reminder to parents and to attract attention from people passing the schools who wish to participate . in recycling. 4. Students and teachers make telephone calls to friends. 5. Offering to personally pick up the phone books from any location. 6. Flyers 7. E -mail 8. School website 9. Word of mouth Schools that did not participate gave reasons such as difficulty in involving .the students in the program; inadequate space for a collection dumpster. . Protecting our community's heafth and the environment 6y providing sapid waste andsewer collection services. www. crosdca.gov Recycling Committe February 24, 2411 Paoe 2 of 2 Staff contacted phone companies with regard to distribution of telephone books and learned there definitely a downturn in use of telephone directories. White and yellow pages are being combined in one book by many distributors. Reasons include: a large amount of numbers are cell phone and they aren't listed in a directory; unlisted numbers; consumers are relying more and more on online directories; many hotels no longer carry phone books and opt to offering guests internet access to local information, and point out phone books aren't good for the environment. However, there is a large segment of the population, especially baby boomers, senior citizens and those without computers, who expect a printed copy of their new phone book every year from their local telephone company. Staff also contacted schools to determine if they would be interested in expanding the program to include plastic bottles and cans. The majority of schools were not interested at this time. General concerns were: More work for school staff How to secure collection container Frequency of collection and how long the program would run More information needed on program X40k [&=:I 111,11 ContrnCostaTimesxom Tehama County Landfill diverting waste By ANDREA WAGNER -DES Staff Writer Posted: 02/1512011 11:23:28 AM PST Mountains of garbage and a lot of diligent work have compacted into an alliance between businesses and recycling efforts. The Tehama County Sanitary Landfill Agency has been combining grant funding, ingenuity and economic sensitivity to make waste management and recycling valuable and convenient for businesses. One project has the Landfill Agency staff doing a one -month study, starting Feb. 15, to see how much expanded polystyrene, or plastic foam, is collected locally, said Kristina Miller, manager. GreenFreak, LLC, a company based in Yuba City, has proposed creating a new manufacturing site in Tehama County to recycle used Styrofoam and other plastic foams into-custom bobble -head cake toppers, skateboard decks, Hygenique baths and professional tool sets. The study will determine whether there is enough plastic foam brought into the landfill, and other nearby landfills, to justify a potential loan through a CalRecycle Recycled Market Development Zone program, Miller said. CalRecycle offers low- interest loans and other tools to give incentives to businesses that divert waste from landfills, according to the website, www. calrecycle.ca.gov. of the Recycled Market Development Zone in October 2009, making it possible for local businesses to p articipate in the loan programs and other benefits. "It's extremely exciting to bring business to Tehama County and reduce waste going into the waste stream," Miller said. The company is applying for a $365,000 loan that would fund up to 75 percent of the project costs at a 4 percent interest rate over seven years. Along those same lines, the agency is in the process of creating a Green Business Guild program to give local businesses incentives and awards for recycling and waste reduction. Interim Recycling Coordinator Brin Greer is the muscle behind the program, which will offer free waste audits, free employee training and recycling containers and marketing for businesses that commit to the program. A proposal is to be presented to the Joint Powers Association for approval in March. The landfill itself is distinctly organized. Gulls circle and squawk above one hill as trucks painted mostly dark green dart to and from the mound like bees to a hive. Driving closer to the top of the hill, to the open face of the landfill, plastic grocery bags that spin and jump in the wind like flies are confined by fencing to catch debris. Downhill, in the Material Recovery Center, a large garage contains machines, conveyer belts and large bins that are used to sort and bale recyclables brought in from curbside bins throughout the county. Outside, areas are designated for particular types of waste, such as leaves and grasses or hazardous wastes. Bring in any old printer N LOCATIONS NEAR YOU: Kodak to Best Buy and save an additional $50 off any AM � yNewW. SESTBUY .COM /KODA-KSWAPfORSAVINGS new Kodak Printer. � 1.888.REST.BUY VISIT WWW. BESTBt1Y .C.OWKIDDAKSwAPFORSAVINGS FOR MORE INFORMATION OFFER EXPIRES 2/19/2011 Print Powered By rNij http:// www. contracostatimes. com /califomia/ci_17393825 ?nclick check =l 2/16/2011 CONTRA COSTA TIMES ContraCosta4inros.Com "It's a very scientific construction project," Miller said. Miller, who took the management role in 2008, has been implementing projects to make waste collection more effective. "We try to keep all the programs convenient and free," Miller said. The thought is that people will more willingly discard their waste in an environmentally - friendly way if it is affordable and easy to do, she said. Some of the programs include the collections of old batteries, used motor oil and fluorescent lights. Batteries are collected in orange bags, which are available free at nine locations in the county. Residents can put the bags inside their curbside recycling bins, Miller said. The landfill collects about 18 containers of old batteries, at 55 gallons each, every six months, she said. Each drum weighs about 700 pounds. This is more than many urban areas collect because of the availability and convenience of the orange bags, Miller said. For each kind of recyclable item, there is a place at the landfill it is collected and stored or taken to facilities to be recycled. Mattresses are trucked off three trailers at a time by St. Vincent De Paul to be refurbished. Electronic items are baled and loaded on a tractor trailer in pallets to be hauled to a dismantling facility. Medical waste - needles, lancets and medical sharps - are collected separately as well to avoid injuring waste management employees on the job and to keep dirty needles out of the hands of illegal drug users. Advertisement Feb. 14 through Feb. 28, farmers and ranchers can get rid of up to six agricultural tires each during a collection event. Farmers and ranchers save up to $200 disposal fees on each tire, depending on the grade of tires, Miller said. The Agricultural Tire Collection event is funded by a grant from CalRecycle, and participants must obtain a voucher from either the landfill office, Tehama C ounty Farm Bureau, the Agriculture Commissioner's office, Bull & Gelding Sale office or Coming City Hall. The event is one of a few tire collection events this year. Dumped tires are a blight to the community and harbor mosquitoes, Miller said. Miller announced the event to the Board of Supervisors Tuesday. It is more effective to give people the right choices to make than to force them to do these things, Miller said. Andrea Wagner can be reached at 527 -2153, extension 114 or or at awagner @redbluffdailynews. com I T RECTV has more ay what you want to,. 01REGTV° �J�(� \� /� �'�; [ /(j} .L, p y, y f� � �'•+' 3g:�-/a�Tte)�rBgl�lt'.tr�p: `tl �� / � ]:� f� �k y�5 � � �t �L� £�• L }I��t 'F� ��5 lVV 3ARI��T c.+JJ � 4. '�e� �' } a-�' fi �. � 'rz7� �S •,�rs'� ��`'^^pFF:; V:G ��GSST��:, _:^' cten: i. 7, 91. .Cn�:irccar.I.- q.ur;.�;.r.��t -t u; 6'. :l,o.N.•:' ;atr, ,. �el�rstl •- rr.- :.�n7;lcos,.n7,tir.: "I•a �.,a,rr.`C:- i- ryr,,;t. ryal:.! tv• �. r{.• �. al. :et,::-.,r.�etr.�rn_itrns�ts�iv orvl' +..� •�; r c�dur :.`t:,• ,r1n:::li�.,. i -,d' I� rt �w:.ril�. Print Powered By http: / /www.contracostatiines. con ealifornia/ci_17393825 ?nclick check =l 2/16/2011 • To: Recycling Committee From: Scott Carroll, General Mana Date: February 22, 2011 Subject: Anti.-Scavenging Program Summary Staff has developed a program as an attempt to deter scavenging from occurring within District boundaries. Scavenging recyclable materials from the residential automated carts can have a negative impact on the community in two different and distinct ways. 1. Unstable Rates: Recyclable material is a commodity. The revenues received from the recyclables help stabilize costs for providing collection services. Fewer recyclables collected and processed means fewer revenues to offset expenditures, which can result in cost increases that are passed on to residents in the rate structure. 2. AB 939 Compliance: Cities in California are required to divert 50% of waste from the landfills. In 2007, the State changed its reporting requirement to comply with AB 939 by establishing a per capita disposal rate. The State establishes a specific target for each city to achieve. For example, the City of Costa Mesa's target is an annual per capita disposal rate of 8.5 pounds per resident. The City depends on District. data to help achieve this target. In 2009, the City's annual per capita disposal rate is 5.1 .pounds per resident, which is well below the State's target. Fewer recyclables received could result an increase of refuse tonnage being reported to the City, thus increasing its' per capita disposal rate per resident and jeopardizing the State mandated target. In addition, the District has a goal in our Strategic Plan to divert annually 60% of residential waste from the landfills. Currently, the District is achieving a 54% annual diversion rate. Fewer recyclables received could increase refuse tonnage delivered to the landfills, which could result in decreasing the District's diversion rate. (Protecting our community Is t eadth and tfie environment by providing solid waste and sewer coffection,services. many. crosdca.gov Recycling Committee Anti - Scavenging Program February 24, 2011 Page 2 of 5 To ensure the community does not experience the negative impacts described above, staff has developed an anti - scavenging program, which is described in more details below. Staff Recommendation Staff recommends that the Board of Directors approves the proposed Anti - Scavenging Program. Analvais On September 2, 2010, staff met with City of Costa Mesa and CR &R staff to discuss the level of scavenging that is occurring in the community and then work together on developing a program to deter such activity. At the meeting, it was determined that scavenging of recyclable materials is a problem in the community where the Police Department is receiving an average of 120 scavenging reports a year in the last two years. After the meeting, staff explored using lockable containers where it has proven successful at a homeowner association located in the City of Santa Ana. On collection day, residents would lock their containers with a key and when CR &R's refuse trucks arrive to empty said containers, the lid will open from the weight of materials being emptied into the truck. The driver does not need to exit his vehicle to unlock the container before emptying it. At last month's District Recycling Committee, the use of lockable containers was discussed at length. During the discussion, CR &R graciously offered their assistance to the program by offering these types to containers to District residents. CR &R has agreed to purchase the lockable containers, deliver the new containers to homeowners, switch out the old containers and CR &R has agreed to maintain, the lockable containers. Attached to the report is a letter from CR &R that demonstrates. their commitment and assistance to this program. The cost for the lockable containers is described in more detail in the Financial Review section of this report. The lockable containers will be available on request only. Residents who wish to receive lockable containers will be required to call the District office for such a request. District staff will then coordinate with CR &R on a delivery date to homeowners. When a delivery date is selected, staff will contact homeowners to relay this information. To advertise the new containers, staff will post information on the District's website and there will be information in our next newsletter. In addition, staff will seek permission from City staff to display flyers about the lockable containers at City Hall as well as other city facilities and we may consider advertising the program in the City's newsletter and /or the Daily Pilot Newspaper. Another promotional opportunity is to have a lockable container on display at community events such as the Community Run. Recycling Committee Anti- Scavenging Program February 24, 2011 Page 3 of 5 The second part of this program deals with the enforcement aspect. Staff has had discussions with Costa Mesa Police Department officials regarding enforcement methods. If a police officer witnesses a person taking recyclables out of, District containers the officer will write the person a misdemeanor citation. However, staff has learned that the City will incur costs associated with a misdemeanor citation. For instance, the Orange County District Attorney's Office prosecutes misdemeanor offenses. If the DA decides to file a misdemeanor case in court it will cost $250 to file the paperwork and if the court does decide to hear the case another $250 is required. The $500 court fee is eventually passed on to the City to pay. In fact, court fees can reach in the thousands of dollars if jail time is warranted, so it may not be cost effective to deter scavenging through the court system. Furthermore, staff believes the DA will not accept scavenging cases because of the many Part 1 crimes he has to prosecute on a daily basis. Therefore, staff is proposing an enforcement program where the District's code enforcement officer would issue an administrative citation to violators. There are two benefits using the District's administrative citation procedures. 1. It avoids using the court system. Individuals receiving an administrative citation from the District would have 15 calendar days to submit in writing a request to appeal the citation through an administrative hearing process. The administrative hearing would occur at District offices where the hearing officer is a District staff member. Before a hearing is scheduled, the fine issued on the citation will have to be paid in full. 2. The revenues from the citations would go directly to the District. The first offense is $250, the second offense is $500 and the third offense is $995. Under this program, the District's code enforcement officer will not target homeless and /or mentally disabled individuals. If he sees these individuals scavenging recyclable materials he will give him /her verbal warnings and require the person to move on and away from District containers. The District's code enforcement officer will, however, be targeting individuals who are running a business from his /her vehicle by taking recyclable materials out of District containers and redeeming the value of the material at buy back centers. The Costa Mesa Police Department has agreed to provide back up for the District's code enforcement officer if he believes his safety is in jeopardy and /or he is not receiving cooperation from scavengers. The Police Department has also agreed to follow behind the code enforcement officer's vehicle at times. In conclusion, staff believes this two pronged approach of using lockable containers and issuing administrative citations to violators will decrease the scavenging activity in Costa Mesa. While there is no such thing as having a full proof deterrent program that will completely eliminate scavenging, we believe the program presented to you tonight Recycling Committee Anti - Scavenging Program February 24, 2011 Page 4of5 will have the best chance for success. Staff will continue to monitor scavenging • activities and will give the Board periodic updates on the progress made to deterring scavenging in Costa Mesa. Strategic Element & Goal This program supports achieving Strategic Element No. 2.0, Solid Waste, and Strategic Goals No. 2.5, Encourage Zero Waste and 2.6, Monitor advancements and technology in the solid waste industry (lockable containers). Legal Review Before going to print, staff will be requesting counsel to review the District's administrative citation template. Financial Review In the Franchise Agreement with CR &R, the CR &R for anti - scavenging programs. Staff purchase the lockable containers. CR &R has by contributing another $5,000 for purchasing total funding to $10,000. District receives $5,000 annually from is proposing we use this funding to graciously agreed to match this funding the new containers, which will bring the The lockable containers are estimated at $65.00 per container. With each homeowner receiving two containers, the funding for this program will allow 77 homeowners a year to receive lockable containers. If more than 77 homeowners are requesting lockable containers, the Board may want to consider transferring funds from the District's Solid Waste Reserve Funds to pay for additional containers. There are adequate funds in the Solid Waste Reserve account to pay for additional containers. Other costs that will be incurred are the citation booklets. In an effort to continue our partnership and strengthening our ties with the City of Costa Mesa, staff is working with city staff on creating an administrative citation template and then the City will print the citation booklets on behalf of the District. Before the booklets are printed, the template will be reviewed by District Counsel. Staff estimates this cost will be less than $250. An additional revenue source will be created as a result of issuing administrative citations. How much revenues will be generated from administrative citations is unknown. However, there may be costs associated when trying to collect unpaid fines through civil court and /or liens and /or special assessments against properties. How much costs will be incurred for trying to collect unpaid fines is unknown at this time. • • Recycling Committee Anti- Scavenging Program February 24, 2011 Page 5 of 5 0 Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the February 22, 2011 Recycling Committee regular meeting at District Headquarters (628 W. 19th Street) and on the District's website at www.crosdca.aov. Alternative Actions 1. Do not approve the proposed Anti - Scavenging Program and refer the matter back to staff to bring back additional information. Attachment A: Letter from CR&R, dated January 24, 2011 CJ January 24, 2011 Mr. Scott C. Carroll, General Manager Costa Mesa Sanitary District 628 West 19th Street Costa Mesa, California 92627 -2718 Re: Anti- Scavenging Program Proposal Dear Mr. Carroll: At the Costa Mesa Sanitary District Monthly Recycling meeting today, we discussed issues relative to recyclable scavenging from the residential refuse carts in the City of Costa Mesa. CR &R would like to assist the Board in providing options for residents that report occurrences of this nature at their properties. Please accept the following for consideration: C7 • CR &R and the Costa Mesa Sanitary District Board would mutually agree to provide lockable 67 gallon carts to residents requesting an exchange of regular carts for lockable carts up to an agreed upon number annually. • Residents would not be charged any added fee for these carts. • Funding would be split equally by CR &R contributing $5,000 annually, and the CMSD contributing $5,000 (as adjusted) annually from the Anti - Scavenging Program funds provided in the Franchise Agreement (Section 38). • CR &R will retain ownership and maintenance responsibilities of the new lockable carts under the same procedures as the existing carts. • • The annual $10,000 would be attributed to cart purchases only, with delivery labor and other expenses absorbed by CR &R. • CR &R would quarterly report to the Board activity in the Anti - Scavenging Program. We believe this procedure will provide the Board compliance to the goal of limiting scavengers and providing residents with options to protect their waste from others. t i _ aik you f or allowing C n3R the opportunity to be Hart of t1is Svluu on.rw >S al-ways, it's a pleasure to be of service to the Costa Mesa Sanitary District and the residents of Costa Mesa and Santa Ana Heights. Sincerely, Dean A. Ruffridge, Senior Vice President CR &R INCORPORATED 11292 WESTERN AVE. P.O. BOX 125 STANTON, CA 90680 800.826.9677 714.826.9049 714.890.6347 Fox CRRWASTESERVICES.COM rec�cied poper • l • • SEWER SYSTEM COMMITTEE AGENDA February 15, 2011, 10:30 a.m. Costa Mesa Sanitary District 628 W. 191h Street Costa Mesa, California Meeting Date Item Number 02/24111 XII. A. Directors Ooten and Ferryman All Directors Welcomed I. Monthly Spill Statistics 11. SCADA — Update on New Radio System & Regular Field Testing 111. Proposed Requirement for Marking Gravity Sewer' Mains & Laterals IV. Southern California Gas Company — Reconciliation of Sewer Lateral Damage V. South Coast Plaza Pumping Station Installation of New Pumps VI. WDR Regional Meeting — Roots Workshop, 2 -17 -11 VII. Earthquake Assessment of Pumping Stations VIII. CMSD SSMP Self Audit — Proposed Consultant Contract IX. Education Seminar— Innovations in Sewer Maintenance, 3 -16 -11 X. Regional FOG Survey XI. Regional Additives Survey X11, WDR Triennial Review- Adoption by SWRQB prior to 6130111 XIII. Canyon Pumping Station Force Main — Soliciting Proposals for F.M. Rehabilitation XIV. Recent % Rain Ingress into Sewer System XV. Articles of Interest XVI. CMSD Projects: A. Project #101— Westside Pumping Station Abandonment B. Project #129 — Bristol Street Sewer Phase II C. Project #164 — Miscellaneous Sewer Work D. Project #171 — Irvine Pumping Station Force Main Rehabilitation E. Project #183 — System -Wide Sewer Reconstruction F. Project #186 — Sewer Lateral Assistance Program G. Project #189 — Rehabilitation of Six Sewers Transferred to CMSD XVII. Next Meeting: March 15, 2011, 10:30 a.m. XVIII. Public Comments Dated: February 11, 2011 — '�� P. Clerk of the District • OPR: CMSD, Thomas A. Fauth 714393 -4433 • CMSD Occurrences CYOO -11 • Prepared 2/8/11 12/3012006 Date Sanitary Sewer Overflow Occurrence Re rt Summa g, CY2008 SSO EVENT ID Private District Est Total Spill Completely Event Line Line 6 Gallons Contained 7 Uncontained Eat III Private Gallons Spilled Into Storm drain Uncontained Est * Public Gallons Spilled Into Storm drain 1/2/2008 PRIVATE Pump Station Failure,151 Kalmus Dr, CopperTree Bus Park 80025 90244 2,000 N 1600 100 1/20/2008 Sea Bluff PS Air Bubbler Failure, 30 Sea Terrace Lane; 80575 113 N 113 1/28/2008 Roots Blocked Main Line, CCM Cleaned Site, 1939 Sanderling Ctr, 81341 1 20 Y 2/7/2008 FOG Blocked Main Line Siphon on Paularino, 3012 -3036 Enterprise: 81171 55 N 5 2/26/2008 Debris & Roots Blocked Main Line, 2040 President Place; 90919 81613 450 Y 3/18/2008 Grease blocked PRIVATE Lateral - Yardhouse - 1875A Newport Blvd 82152 2,100 N 1800 3118/2008 Roots/Debris Blocked PRIVATE Lateral, 700 W 16th St 82153 37 N 37 4/3/2008 President PS -SCE Transformer, 2034 President PI, PS MH to Park 93619 82546 360 Y 510 5/512008 PRIVATE Above Ground Clean Out Broken - AMTEK, 960 W 16th St 83276 20 N 20 7125!2008 Roots Blocked PRIVATE Lateral - Uncapped CO - 674 Park Drive 85433 20 N 10 7/2612008 Grease /Debris Blocked PRIVATE Lateral 3400 Ave of Arts-Heritage 85463 100 N 10 8/22/2008 PRIVATE Pum p SWw Fallen, 151 Kehus Dr, Copper Tree Bub Park, Repeat 86141 85 Y 9/4/2008 R00%/Debris - PRIVATE SSO - Uncapped CO -1010 Valencia St 86477 2 1,050 N 52 10/24/2008 FOG & Rock Debris in Private Lateral - The Camp 2937 Bristol St 87699 1,275 N 75 12/2312008 FOG Blocked Main Line Drop Manhole, 2752 San Juan Lane; 89101 30 Y 12/26/2008 FOG Blocked Lateral Line - May Gardens - 1400 Bristol St; Repeat; 89158 690 Y 12/3012008 Unknown Debris Blocked Main Line -1895 Swan Circle 6 89253 10 Y Total * Gallons 1,476 760 1 5301 lag Percents es KEY: 51.49% 1 35.91% 1 12.60% GREASE 6 4 2 ROOTS 5 3 2 PUMP STN 2 2 OTHER 4 3 1 TOTALS 17 10 7 Total * Gallons 8,415 4,693 3,604 118 Percentages 100.00% 1 55.77% 42.83% 1 1.40% 10/20/2009 Date Sanitary Sewer Overflow Occurrence Re port Summa g, CY2009 SSO EVENT ID Private District Est Total Spill Completely Event Line Line 6 Gallons Contained 7 Uncontained Est 6 Private Gallons Spilled into Storm drain Uncontained Est 0 Public Gallons Spilled Into Storm drain 1/11/2009 Irvine PS Failure/SW - SCADAlarm Did Not Call - 2149 Anniversary Lane; 90244 100 N 100 1/16/2009 FOG Debris Blocked Main - Increased Hots pot -1 /mo; Bristol St & 55 Freeway, 90383 86 N 86 1 /26/2009 FOG Blocked Main Line near 2831 Bristol St; Italian Restaurant Upstream; 90785 1 10 Y 1/2912009 Irvine PS Failure/SW - SCADAIarm Did Not Cell - 2149 Anntvarsary Lane, 90922 50 Y 1/30/2009 PRIVATE Septic Tank Failed -Moon River Massacie Parka -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 Malt - 570 W Wilson St: 93618 10 Y 4/2112009 Diaper & Debris blocked PRIVATE lateral - 327 West Wilson St 93619 510 N 510 7/112009 Paper Products blocked PRIVATE lateral - 3190 Harbor Blvd - Chevron Station 94946 300 N 20 10120/2009 Grease Blocked GI at 7 -11, RoundTable, FtameBroiler - 204 E 17th St 97151 300 Y KEY: GREASE 4 2 2 ROOTS 1 1 PUMP STN 2 1 2 OTHER 3 3 TOTALS 10 6 4 Total * Gallons 1,476 760 1 5301 lag Percents es 100.00% 51.49% 1 35.91% 1 12.60% 1of2 OPR: CMSO, Thomas A. Fauth CMS® Occurrences CYOO -11 Prepared 2 /8 /11 714393 -4433 612912010 Date Sanitary Sewer Overflow Occurrence Re port 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 8 Vactored - 1616 Iowa St 102953 15 Y 0 6/27!2010 Woven WipestRoots Blocked Main Line - Soaked Into Ground 1021 Sea Breeze Dr 103995 40 Y 0 7/15/2010 FOG Debris Blocked Main Line - Fully Contained - 2037 National Ave 104377 435 Y 0 8/29/2010 SCE Power Outa - Transformers Failed - 1099 Sea Bluff (Pump Station 105307 100 Y 0 KEY: GREASE 2 2 ROOTS 0 PUMP STN 0 OTHER 2 t4EO 2 TOTALS 4 0 4 Total # Gallons 590 590 0 0 Percents es 100.00% 1 100.00% 0.00% 0.00% 1MB12011 Date Sanitary Sewer Overflow Occurrence Re ort Su mary,CY2011 SSO EVENT ID Private District Eat Total Spill Completely Event Line Line # Gallons Contained 7 Uncontained Est # Private Gallons Spilled Into Storm drain Uncontained Est # Public Gallons Spilled into Storm drain 1/8/2011 Canyon PS Force Main Failure Q 951 W Wilson St - Repaired 1-8-11 50 evaporated 110144 50 Y 0 1/18/2011 Irvine P S Air Release Valve Clogged 110345 15 N 10 KEY: GREASE 2 2 ROOTS 0 PUMP STN OTHER t4EO 2 TOTALS 4 Total # Gallons 65 55 0 10 Percentages 100.00% $4.62% 0.00% 1 15.30% • • • 2of2 01 ® Another in a series of Sewer System Education Seminars sponsor by the Orange County Waste Discharge Requirements (OC MDR) Steering Committee.... a O 9 O �y iI A f' Cn 8 THE �J`a� SPEAKERS.- Michael Hut`f, Dudek Subject. Trees: • How they grove • Hove roots attack sewer lines • Which trees are most aggressive ® Tom Edwards, Duke's Root Control Subject: 9 Methods of root control: Mechanical and Chemical Implementing a Chemical Root Control Program • Chemical Selection • Contract or In -House • Job Preparation • Application • Evaluating Effectiveness Questions and Answers Attendance by staff engineers, maintenance & parks staff, and WDR general group members recommended CWEA contact hours have been approved for this seminar /workshop Date &Time: Thursday, February 17, 2011 from 9:30 -11:30 AM ® Locati ®n: Courtyard Center 12732 Main Street, Garden Grove, CA (West of Euclid, between Garden Grove Blvd & Lampson) , vcn,,% Rob Harriers <robh2@cox.net> u „e, r! innovations in Sewer Maintenance February 4, 2011 7:39:23 AM PST ”. Rob Hamers <robh2 @cox.neb Innovations in Sewer Maintenance AUDIO CONFERENCE I March 16, 2011 1pm ET (12pm CT, 11am MT, 10am PT) Live Audio $199 _? Reaister Conference Now! Live Audio '�? Register Conference + $266 Now! *Best CD !Value* Can't Attend? CD /Manual Package $199 'W Add to Cart! (387481TMX) Learn more about this program Help keep your agency or client ahead of the curve and away from the EPA consent decree steamroller when it comes to the operation and maintenance of the sanitary sewer systems by becoming aware of recent innovations on the subject. Many agencies are at a crossroads when they look at their sewer systems. On the one hand, the federal agencies, such as the EPA, are issuing consent decrees for overflows at an accelerating rate; the funds that agencies have are shrinking and much of the experienced staff of these agencies are leaving the work force for a variety of reasons. As sewer systems continue to age, they are faced with higher loading rates, greater incidence of blockages and failures due to collapse. This live audio conference helps the people responsible for the Subscribe I Unsubscribe Public- Works resource LBAOR11 J0`7 Creel :s Sponsored by Lorman Education AIA 1.5 CC 0.5 ENG 1.5 PMI 1.5 Detailed Credit Information "Informational, straightforward, useful and relevant to our broad based group. I feel much more confident in my level of understanding. Thanks!. - Jessica Fletcher r � n � • �i71.yCAT10N�:>E�j'2VIC'S?. Share ' • v i • planning, design, and operations and maintenance of sanitary sewer systems stay up to date on recent innovations in the field of sewer condition assessment, operation and maintenance. The program also explains the recent interest in looking at sanitary sewers in terms of asset management. Proactive measures in the areas of condition assessment, operation and maintenance of sanitary sewers will place the agencies or clients in a very strong position to respond to regulatory agencies should an incident occur. Learning Objectives • You will be able to review best practices of sewer maintenance past and present. • You will be able to identify recent innovations in the field of sewer condition assessment, operation and maintenance. • You will be able to describe proactive measures in the areas of condition assessment, operation and maintenance of sanitary sewers. • You will be able to explain the recent interest in looking at sanitary sewers in terms of asset management. Key Agenda Points • Documentation of Condition and Data Retrieval • Asset Management • Operation and Maintenance View Complete Agenda Who Should Attend This live audio conference is designed for public works managers, engineers, utility directors, city officials, project managers, contractors, subcontractors, planners, building owners, inspectors, hydrologists, surveyors, developers, architects and consultants. Faculty Jose L. Villalobos, P.E., V&A Consulting Engineers Inc. Live Audio Conference $199Reaister Now! 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To ensure that all our mailings get to you safely, we recommend you add publicworksresource. net to your whitelist in your email client. Learn more about how to add publicworksresource. net to your whitelist. This mailbox is unattended, so please do not reply to this message. (G) 2011 Public Works Resource, owned and operated b y Loi man Business Center, Inc,. • • ORANGE COUNTY O o y a CO) N V � w FOG PROGRAM ? z 2 a SURVEY °- a chi o An January 2011 0 LL. m co z O.. Ix O o C7 y c0.� W Anaheim x ✓ ✓ ✓ x b ✓ ✓ ✓ new FSE / remodel Brea ✓ V/ ✓ Ito/ x x ✓ ✓ new FSE / remodel Buena Park ✓no -fee ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ Costa Mesa Sanitary ✓annual ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ District Cypress ✓annual ✓ ✓ x ✓ x ✓ ✓ new FSE / remodel Fountain Valley x ✓ ✓ ®/ x ✓ ✓ ✓ new FSE / remodel Fullerton /annual ✓ Vol' ✓ ✓ x new FSE / remodel Garden Grove x ✓ ✓ ✓ x x ✓ ✓ ✓ Huntington Beach x ✓ ✓ ✓ x x ✓ ✓ new FSE / remodel Irvine IRWD IRWD IRWD IRWD IRWD IRWD IRWD IRWD new FSE / remodel Irvine Ranch Water ✓no -fee ✓ ✓ ✓ V/ x �/ new FSE / District �/ remodel La Habra /annual ✓ ✓ ✓ x ✓ o/ ✓ new FSE / remodel a Palma ✓ ✓ ✓ ✓ ✓ x ✓ ✓ ✓ Los Alamitos ✓annual ✓ ✓ x ✓ x ✓ x new FSE / remodel Midway City Sanitary x �/ ✓ . x ✓ only 9 Y ✓ ✓ x N/A District .i. Newport Beach x ✓ ✓ x ✓ x ✓ ✓ new FSE / remodel Orange x new FSE/ remodel OCSD ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ N/A Placentia ✓annual ✓ ✓ ✓ ✓ new FSE / remodel Santa Ana x waiver ✓ ✓ x ✓ ✓ new FSE / remodel Seal Beach ✓ ✓ ✓ x ✓ x ✓ ✓ V/ Stanton ✓no -fee ✓ ✓ x ✓ x new FSE / remodel Sunset Beach Sanitary x ✓ ✓ x x ✓ ✓ new FSE / District x remodel Tustin OCSD / OCSD / OCSD / OCSD / OCSD / OCSD / OCSD / OCSD / new FSE / IRWD IRWD IRWD IRWD IRWD IRWD IRWD IRWD remodel Villa Park x x x x x ✓ x x new FSE / remodel jjkrba Linda ✓annual ✓ ✓ ✓ ✓ ✓ ✓ ✓ new FSE / remodel orba Water 7 Linda District ✓annual ✓ ✓ x ✓ �/ x new FSE / remodel WDR Survey Results FOG, Odor And Insect Control Odor And Corrosion Agency FOG Control /Removal •Odor And Corrosion Insect Control Anaheim No bio- additives, but they do use Simple Green Golden Bell Insecta, also Terminix EcoExempt or Dawn dish soap during hydrojetting. IC2 pesticide; for a quick fix, field staff use Dawn detergent and water spray to foam a manhole with good results. Brea Golden Bell Insecta; reports good results. Buena Park Jetbugs, a microbial degreaser (Helix Biofresh (Helix) used for local "hot spot" Golden Bell Insecta Laboratories) for use with jetting equipment. No treatment in response to odor complaints. other products recommended due to possible interactions, or unknown agents used. Clark County WRD Uses line cleaning, not bio- additives Bioxide at lift stations and some interceptors, also manhole inserts for air phase control. Costa Mesa Additives not used by agency, but private Agency does use the Bio Extra product in Golden Bell Insecta, @ approximately $18 per parties may use approved products like Golden odor /corrosion control, and the same MH Bio Extra. company's "Big Time" odor masking agent. Cypress Golden Bell Insecta, reporting roach reductions for up to five years after treatment. EI Toro Enviro Clean, eliminating customer complaints Sodium Hypochlorite at one lift station. Golden Bell Insecta at shopping centers. Fountain Valley Golden Bell Lift Station Degreaser Golden Bell Insecta, after testing "a wide range of self-applied products" Fullerton Bioxide, Biomagic, at problem interceptors. Golden Bell Insecta, 1000 MH per year, Dosage controlled by the private party @$17.50 per MH generators, to achieve downstream performance goals. Hayward Hayward uses Ferrous Chloride and is evaluating Hydrogen Peroxide. Huntington Beach Golden Bell Insecta @$18.50 per MH; service calls for roaches went from 10 per month, to zero. 0 40 a Ah Ag nW FOG Control /Removal Odor Corrosion Insect Control IRWD Biomagic for sewer and FOG- related odors in Golden Bell Insecta manholes, grease interceptors, lift stations.. Private parties may use other products, if they comply with. local ordinances. King County King County discontinued bacteria and enzyme use 10 years ago. However Bioxide and Caustic Soca are used at PS wet wells. Sodium Hypochlorite used at one PS, and in plant influent as needed. LA County "Grease Release" under test at this time in LA Aerate wet wells and force mains. Vapex Boric Acid dust, repeated annually @$14 per County. Hydroxyl Ion system at one station with good MH. results. Odor blocks in PS wetwells, reporting poor results. Los Alamitos Golden Bell Insecta "Insecta" used near restaurants, $18 per MH. Mill Valley Ferric Chloride added upstream of the headworks, produce_ s zero H2S readings at the hdwks. Mountain View "We do not recommend" Newport Beach Float Away, in small wet wells and nuisance Golden Bell Insecta @ $18 -$20 per manhole. laterals. Effective, @$50 /gal Orange Isn't used for grease remediation. Allowed, but they don't specify any products. Boron Zone Defense Insecticide prior to cleaning /video work. This is a knock -down insecticide, rather than residual like Golden Bell Insecta. Pima County Enzymes /Bacteria "mostly snake oil" and often Thiogard, Ferroius Chloride, Sodium Treat half of their system each year with have filler ingredients, but they do allow Hypochlorite, applications include interceptors, Golden Bell Insecta. restaurants to use them. pump stations, siphons and other trouble areas. Santa Ana - Golden Bell Insecta -- lasts two years before re- spraying is needed; positive customer feedback; worth the $16.50 per MH. Santa Clara Prohibited by ordinance Yorba Linda Tried biological /chemical additives, with no Tested at a lift station, with no effect. Golden Bell Insecta effect. INFLOW SUMMARY AND % RAIN INGRESS CHART A B C D E F----T G 1 Date Rain Total Inflow @ 20 P.S. Highend Projected Inflow Potential Cost Savings to OCSD if : District -Wide ;Total Rain 2 District -Wide Inflow Eliminated @ $0.90 /Gal % Rain Ingress ;District -Wide q(MGD) 3 4 Sat. 3/15/03 3.00 " /24 HR. - 1.77 MGD-- - - - - -- ------------ - - - - -- -6.66 MGD - - - -- - $ ...... - 5,994,000 0.80% 830.9 5 6 Tues. 12/08/09 ; 1.30 " /24 HR. 0.37 MGD 1.32 MGD 0.37% 360.0 7 8 ----------------------- ------------ Mon. 01/18/10 i..____.------- ._.___.____._....__.....___._..._..__...___.._____. ___._.______..__i__......___._. _._. _________ ___.___..._. .____.....__...__.. 2.44 " / 24 HR. 1.62 MGD 5.87 MGD Y._....__...._._.._____.._......_.__._._...___.._..________._._._..______._...._._.:._.._...______..._.____._...__.... Y__._....__..__._ .....__...___.__.-- _.__._ -._._. 0.87% 675.8 9 10 Wed. 01/20/10 1.40 " /24 HR. 0.75 MGD 2.57 MGD 0.66% 387.7 11 --- - - - - -- ----------- -- ---------------- - - - - -- ----------- - - - - -- ------------------ - - - - -- --------------------------------- - - - - -- ------------------------------------ .------- - - - - -- - - - - -- ------------------------------ 12 --------- ------- - - - - -- - - - - - -- - --i- - - -- -- Sat. 02/06/10 1.97 " /24 HR. 1.76 MGD 6.39 MGD -- - - - :-- 1.17% 545.6 13 14 -------- Fri. 02/26/10 + i ...................... ------- ---- ------ --------- ........... ......... ------ ....................... 1.18 " /24 HR. 0.00 MGD 0.00 MGD -•---------------------------------------- ------------- ------------------ ------ ----------- --------------------¢-------------------•-----•-•----------------- 0% 326.8 15 16 Tues. 10/19/10: ___ Y . .........................------------------ ......................................................... . .... 1.83 " /24 HR. 0.48 MGD 1.47 MGD ------- ------------------------- -------------------------------- -------- --------------------- .......... ...--..-_--....---..___..._..------------------- 0.29% 506.8 17 ----------------------------------- f------------------------ .------------ ._._........._._.__......__.____.__._._.... t. ----------------------- --- .......... .------------------------ ....... -------------- ----------------------------------------- ..----------------------------- .--.-...__....__ y.-_.._...--. __-- ._-- _.----- .- ._......_.____ 18 Sat. 12/18/10 1.04 " /24 HR. 1 0.49 MGD 1.51 MGD 0.52% 288.0 19 ------------------- _ -------- _------- L------------- .------------- .. -------- f------------------------------------------- ,.....-__--_.-.__.-_..._._.-.-._._---.._._--....-.-_-._._..---..-.____...-.__.__._--_-_.__._._._.-__.....-._.._.._._______.__.-..___..---._. ..--- .- f---- ..--- .- ._.... - - - - -- --------- _ .--_-___.--. .___.._._..._-- _.-- .--- .- - - - - -. _ 20 - - -- - -- --------------------------- Mon. 12/20/10 --------------------------- ---- - - - - - -- -- - - - - -- ; *1.96 " /24 HR. ; 2.44 MGD 8.92 MGD ------------------- - - - - -- ---------------------------------------------------- -- ----------------------------------------------- 1.64% 542.8 21 22 --------------------------- - - - - -- - -- ........ ----------------------------------------- A-------------- - - - - -- Another 2.69 rain fell over the three days prior to 12/20/10 ------------------------------------------ Area of District = '; 10,200 Acres± 23 24 ----------- • --------- --- -- ---- - - - - -- -- - - - - -- ---- - - - - -- 0% Rain Ingress Formula = ; -------------- • ------------ - - - - -- --------------------- - - - - -- --------------- - - - - - -- :Note for Dover Trunk 25 ------------------------------ - - - - -- ---------------------------------------------------------------------------------- Y--------------------- - - - - -- ---------------- •------------------ I----- - - - - -- --------------------- - - - - -- ------------------------- - - - - -- - - - - -- - -------------------------------------------- OBS&J found Ingress during small storm = 26 ;10,200 AC x 43,560 = Area of District ; ;0% and 20% during 100 year storm, while OCSD model; 27 --------------- - - - - -- i - - ----------- - - - - -- ----------------------------------------- - - -• -- - •-------- - - - - -• --------------------- - - - - -- - - - -- Y - r --r ----------------------------------------------- - - -- -- --- - - - - -- --- - - - - -- --------- - - - - -- :shows rain Ingress = 64% 28 -------------------------- - - - - -- ---------- ------------------- - - - - -- s-------------------------------------- - - - - -f ------------------ - - - - -- - ------------------------ - - - - -- ;Area x inches of rain = C.F. of Rain; --------- - - - - -- ---- - - - - -- ---------------------------- - - - - -- -------- - - - - -- 29 12! 30 ---------- - - - - -- ------ - - - - -- {-------------------------------------;---------------------------...-------------- `---------------------- - - - - -- ---------------- - - - - -- ------ - - - - -- - - - - -- --------- .- ...- . - - - -- ---------------------------- - - - - -- ----- - - - - -- ................... }----------------------------------------------- 31 ';C.F. Rain x 7.48 Gal 32 ------ - - - - -- ----------- --- --------- ---------------- - - - - -- ---- - - -- ------------------------------- - - - - -a ---------- - - - - -- ---------------------------- - - - - -- C.F. =MGD of Rain ` ----------------- --- -------------------------------- ------------------------ - - -- -I-------------------------- - - - - -- ----------- - - - - -- - - - - -- 33 - - -• -- ------- - - - - -- -------------- - - -- -- --------- -------------- - - - - -- - - -- ------------------------------------- +------------------------ - - - - -- --------------------------------- - - - - -- - - - - -- ----------------- 1,000,0001 34 --------- •--- •--------- - ---------- - --p -- ---------- --- - - - - -- - - - - - -- ------------------------------- ...------------------ - - - - -- ------------- - ----------- - - - - -- ................ -------------------- ' 1% Ingress 'District -Wide Inflow ;I 35 36 ;Total MGD • JOHN R. HARPER* ALAN R. BURNS COLIN R. BURNS OFCOUNSEL AMI A. CUR77NO MICHAEL MONTOOMERY• LAW OFFICES OF HARPER & BURNS LLP A LIAR7FD IJABILM PARTNERSHIP INCLUDING A PROFESSIONAL CORPORATION 453 S. GLASSELL STREET ORANGE, CALIFORNIA 92866 (714)771 -7728 FAX (714) 744-3350 W W WJ=PMtWW.COID •A PROFESSIONAL CORPORATION To: Honorable President and Board of Directors From: District Counsel Date: February 7, 2011 Re: Manager -Board Communications and Issues Meetinq Date Item Number 02/24/11 XIV. A. RIVERSIDE / SAN BERNARDM (951) 674 -0698 I have been advised by the General Manager that the Board would like legal guidance on the subject of General Manager communications to the Board with regard to the Brown Act and other District rules. The Brown Act Issues This was a hot topic recently and had produced an appellate decision, Wolfe v. City of Fremont, which had generally held that a city manager could lobby his council members with what he wanted to accomplish as long as he did not advise any council member what another council member's position was. That produced a quick legislative abrogation of the Wolfe case, and Government Code Section 54952.2 was enacted. That section clarified that no person should use a series of communications (think faxes or emails also) to discuss subject matter. within the agency's jurisdiction. It provided, however, that it would not be a violation for an employee (think General Manager) or any official (Board Member, etc.) from engaging in separate conversations or communications to answer questions or provide information (think newsletters or similar emails) if that person does not communicate the comments or positions of. other members of the legislative body. This would allow the General Manager (or myself) to send a communication to all Board Members, as long as the communication did not mention the comments or positions of other Board Members. It would not be appropriate for a Board Member to respond with "reply all" because then a Board Member would have communicated his position with the others. A copy of my 2009 memo on-this subject is attached. Copying One Board Member with Information Provided to Other Board Members Another issue the Board desired guidance on was whether it was appropriate to, provide other Board Members with information provided in response to one Board Member's inquiry. The District actually has a rule directly on- point. (That rule was adopted when one previous Board Member was requiring an inordinate amount of staff time.) The rule provides that the Manager Costa Mesa Sanitary District Manager -Board Communications February 7, 2011 Page 2 • shall respond to individual Board Member inquiries unless the Manager determines it would take an inordinate amount of time, in which case full Board approval is to be sought. It was further provided that copies of materials prepared for one Director shall be distributed to all Directors. (This was so other Board Members would know what the individual Board Member was asking of staff and so one Director would not have an advantage over the others.) A copy of the rule is set forth in District Operations Code Section 3.01.100. Please let me know if I can provide further assistance. Respectfully submitted, RL Alan R. Burns District Counsel cc: General Manager • ,f f • From: District Counsel RIVEASME I SAN BERNARD (931) 674-0691 Date: June 26, 2009 Re: District Manager Newsletters and Other "One -Way" Communication to the Board Here is a trap to avoid. You may remember that in Wolfe v. City of Fremont (2006) 50 Cal.Rptr.3d 524, there was an issue about whether a city manager's one- on-one communications with council members violated the Brown Act. Government Code section 54952.2 was enacted thereafter to oven -We Wolfe and to establish what is a permissible communication by a city manager (or other person) to the legislative body. That section provides as follows: (1) A majority of the members of a legislative body shall not, outside a meeting ® authorized by this chapter, use a series of communications of any kind, directly or through intermediaries, to discuss, deliberate, or take action on any item of business that is within the subject matter jurisdiction of the legislative body. (2) Paragraph (1) shall not be. construed as preventing an employee or official of a local agency, from engaging in separate conversations or communications outside of a meeting authorized by this chapter with members of a legislative body in order to answer questions or provide information regarding a matter that is within the subject matter jurisdiction of the local agency, if that person does not communicate to members of the legislative body the comments or position of any other member or members of the legislative body. As you can see, one -way communications are now statutorily authorized so one -way manager newsletters and other communications are lawful; however, as written, the Brown Act provides that the manager or other person communicating cannot communicate the comments or position of any other member of the legislative body. Therefore, the District Manager cannot mention that "the President would like to establish a subcommittee" because he would have disclosed one board member's opinion on a subject. We actually received a challenge in one of my client organizations on this basis so watch out for this technical issue. aL • Alan R. Burns . District Counsel 4 LAW OFFICES OF HARPER & BURNS LLP A Id1I}RD LANVJM 9AR9119ap P INCLUDING A PROPASMON LCORPORATION 4S7 S. GLASSELL STREET JOHN R. HARPER• ORANGE, CALWORMA 91566 ALAN R. BURNS COLM L BURNS (714) 771 -7711 PAIL (714)744.33SO OFCOUNM S13131 A. CURTIN' N'w •wm. MICAABL MONTGOMERY' THOMAS W. AMEN . 'A gtl�C8S1011AL OORPOIy1110N To: Honorable President and Board of Directors From: District Counsel RIVEASME I SAN BERNARD (931) 674-0691 Date: June 26, 2009 Re: District Manager Newsletters and Other "One -Way" Communication to the Board Here is a trap to avoid. You may remember that in Wolfe v. City of Fremont (2006) 50 Cal.Rptr.3d 524, there was an issue about whether a city manager's one- on-one communications with council members violated the Brown Act. Government Code section 54952.2 was enacted thereafter to oven -We Wolfe and to establish what is a permissible communication by a city manager (or other person) to the legislative body. That section provides as follows: (1) A majority of the members of a legislative body shall not, outside a meeting ® authorized by this chapter, use a series of communications of any kind, directly or through intermediaries, to discuss, deliberate, or take action on any item of business that is within the subject matter jurisdiction of the legislative body. (2) Paragraph (1) shall not be. construed as preventing an employee or official of a local agency, from engaging in separate conversations or communications outside of a meeting authorized by this chapter with members of a legislative body in order to answer questions or provide information regarding a matter that is within the subject matter jurisdiction of the local agency, if that person does not communicate to members of the legislative body the comments or position of any other member or members of the legislative body. As you can see, one -way communications are now statutorily authorized so one -way manager newsletters and other communications are lawful; however, as written, the Brown Act provides that the manager or other person communicating cannot communicate the comments or position of any other member of the legislative body. Therefore, the District Manager cannot mention that "the President would like to establish a subcommittee" because he would have disclosed one board member's opinion on a subject. We actually received a challenge in one of my client organizations on this basis so watch out for this technical issue. aL • Alan R. Burns . District Counsel 4 .y Health and Safety Code • 1367.8. No plan issuing, providing, or administering any individual or group health care service plan entered into, amended, or issued on or after January 1, 1981, shall refuse to cover, or refuse to continue to cover, or limit the amount, extent or kind of coverage available to an individual, or charge a different rate for the same coverage solely because of a physical or mental impairment, except where the refusal, limitation or rate differential is based on sound actuarial principles applied to actual experience, or, if insufficient actual experience is available, then to sound underwriting practices. This section shall not apply to a health maintenance organization qualified pursuant to Title XIII of the federal Public Health Service Act if such organization gives public notice 30 days in advance, in a newspaper of general circulation published in the area served by the health maintenance organization, of its open enrollment period required by such act. Insurance Code 10604.5. An insurer shall annually disclose to the governing board of a public agency that is the policyholder of a group health insurance policy, the name and address of, and amount paid to, any . agent, broker, or individual to whom the insurer paid fees or commissions related to the public agency's group health insurance policy. As part of this disclosure, the insurer shall include the name, address, and amounts paid to the specific agents, brokers, or individuals involved in transactions with the public agency. The compensation disclosure required by this section is in addition to any other compensation disclosure requirements that exist under law. • r' f • • (g) District staff shall maintain a credit card or other account that allows for the direct payment of airline tickets, hotel rooms, registration fees and other expenses. The General Manager shall establish policies and procedures for utilization of the credit cards and/or other accounts. (h) Nothing stated herein is meant to be a limitation on a Board member's right to attend any event at the Board member's own expense. (1) Board members shall be cognizant of the Brown Act and any exceptions thereto whenever a quorum of the Board is present at the same location. (Ord. 52, 2005) (Ord. 55, 2006) Section 3.01.092. Miscellaneous expense reimbursement. The Board of Directors recognizes that Board members will incur other expenses on behalf of the District for which reimbursement may be appropriate.. To substantiate that such reimbursement is appropriate; Directors should establish that the expenses were actual, reasonable and necessary in service to the District. Certain expenses for supplies may be reimbursed by substantiating that the item or a portion of the item was used for District business. Such items include, but are not limited to, toners, cartridges, paper and related material involved in electronic processing of information by facsimile, copier, email, computer and other technological devices. To be eligible for reimbursement, a District- provided form should be used, which substantiates the purchase and documents the use or a portion of the use for District business. (Ord. 58, 2007) Section 3.01.100. Interaction with Staff. Requests for information may be made by individual Board members and will be responded to unless the General Manager determines that it would involve an inordinate amount of time, in which case he may ask that the item be placed on the agenda for full .Board. action. Copies of materials prepared for one Director shall be distributed to all Directors. Board members should. only direct staff to take action when done as part of Board action during a meeting. Any Board member shall have the right to have such matters placed on the agenda for discussion. (Policy Statement 11/14/1991) Chapter 3.02 - Officers and Employees Section 3.02.010. General Manager. The Hoard may appoint a General Manger to plan, manage, and operate the District and to report to the Board.. Said duties may be more fully set forth in the District's job description for said position and in any employment contract with said person which shall be kept with the District's official records. (Reso. 92- 523, 1992) Section 3.02.020. District Engineer. The General Manager may appoint an engineer to design various projects for the District and to render engineering advice to the General Manager. The District Engineer is authorized to approve designs as to 0 20 11 4 A wd Cah`omia Special Di;Licts California Special Districts Association CSDA Finance Corporation ®)R�® rr.e Alliance pai. 1112 ( Street, Suite 200 Special District Risk 1112 I Street, Suite 300 Meeting Date Item Number Sacramento, California 95814 -2865 Sacramento, California 95814 -2865 lanageinem A.dherify Sacramento, California 95814 -2865 02/24/11 XVIII. SDRMA ` Fax 916.442.7889 T 916.231.4141 Maximizing Protection. F 916.231.4111 Minimizing Risk. Toll -free 800.537.7790 www.sdrma.org C E I VE D Notification of Nominations — 2011 Election JAN ®� SDRMA Board of Directors COSTA MESA SANITARYDISTRICT January 19, 2011 Mrs. Arlene Schafer Board President Costa Mesa Sanitary District 628 West 19th Street Costa Mesa, California 92627 -2716 Dear Mrs. Schafer: Notice of Nominations for the Special District Risk Management Authority (SDRMA) Board of Directors 2011 Election is being provided in accordance with the SDRMA Sixth Amended and Restated Joint Powers Agreement. The following nomination information is enclosed: Nomination Packet Checklist, Board of Director Fact Sheet, Nomination /Election Schedule, SDRMA Election Policy No. 2011 -02, Candidate Nomination Resolution and Candidate Statement of Qualifications. Genera/ Election Information - Three.(3) Directors seats are up for election. The nomination filing deadline is Wednesday, May 4, 2011. Ballots will be mailed to all SDRMA member agencies in mid -May. Mail -in ballots will be due September 16, 2011. Nominee Qualifications- Nominees must be a board member or full -time management employee (see SDRMA Election Policy 2011 -02, Section 4.1) and be an active member agency of either SDRMA's property /liability or • workers' compensation programs. Candidates must be nominated by resolution of their member agency's governing body and complete and submit a "Statement of Qualifications ". Nomination Documents and Information - Nomination documents (Nominating Resolution and Candidates Statement of Qualifications) and nomination guideline information may also be obtained on SDRMA's website at www.sdrma.org. To obtain documents electronically: From the SDRMA homepage, click on the 2011 Nomination & Election Information" button. All necessary nomination documents and election information may be downloaded and printed. Term of Office — Directors are elected to 4 -year terms. The term of office for the newly elected Directors will begin January 1, 2012 and expire December 31, 2015. Nomination F /I/n,�,Deadline— Nomination documents must be received in SDRMA's office no later than 5:00 P.M. on Wednesday, May 4, 2011. Please do not hesitate to contact me at 800.537.7790, if you have any questions regarding the 2011 SDRMA Board of Director Nominations or the election process. Sincerely, Special District Risk Management Authority r AR4& Chief Executive Officer • A wd Cah`omia Special Di;Licts California Special Districts Association CSDA Finance Corporation rr.e Alliance pai. 1112 ( Street, Suite 200 1112 ( Street, Suite 200 Sacramento, California 95814 -2865 Sacramento, California 95814 -2865 Toll -free 877.924.CSDA (2732) Toll -free 877.924.CSDA (2732) Fax 916.442.7889 Fax 916.442.7889 2011 Nomination Packet Checklist SDRMA • SDRMA BOARD OF DIRECTORS NOMINATION AND ELECTION GUIDELINES January 5, 2011, marked the official commencement of nominations for the SDRMA Board of Directors. Three seats on the Board of Directors are up for election in September 2011. For your convenience we have enclosed the necessary nomination documents and election process schedule. Please note that some items have important deadlines. All document contained in this packet, as wells as additional information regarding SDRMA Board elections are available on our website www.sdrma.org and /or by calling SDRMA Chief Executive Officer Greg Hall at 800.537.7790. Attachment One: SDRMA Board of Directors Fact Sheet: SDRMA Board of Directors has established a policy that requires candidates seeking election to the SDRMA Board of Directors to be: 1) a Board member or full -time management employee (per SDRMA Election Policy 2011 -02, Section 4.1) of their respective member agency, and 2) nominated by resolution of the Board of Directors of their respective member agency. This document also reviews the Board of Directors' Role and Responsibilities along with additional information. Attachment Two: SDRMA Board of Directors 2011 Election Schedule: Please review this document for important deadlines. Attachment Three: SDRMA Election Policy No. 2011 -02: A Policy of the Board of Directors of the Special District Risk Management Authority establishing guidelines for Director elections. Attachment Four: Resolution for Candidate Nomination: A resolution of the Governing Body of the Agency nominating a candidate for the Special District Risk Management Authority Board of Directors. Attachment Five: Candidate Statement of Qualifications: Please be advised that no statements are endorsed by SDRMA. Candidate statements of qualification will be distributed to the membership with the SDRMA election ballot, "exactly as submitted" by the candidate. Please complete and return all required nomination and election documents to: SDRMA Election Committee C/O Paul Frydendal, CFO Special District Risk Management Authority 1112 "1" Street, Suite 300 Sacramento, California 95814. 800.537.7790 • Special District Risk Management Authority 1 A Property, Liability, Workers' Compensation and Health Benefits Program i r� U Attachment One SDRMA BOARD OF DIRECTORS FACT SHEET Special District Risk Management Authority s A Property, Liability, Workers' Compensation and Health Benefits Program Fact Sheet SDRMA BOARD OF DIRECTORS ROLE AND RESPONSIBILITIES Special District Risk Management Authority (SDRMA) is a public entity Joint Powers Authority established to provide cost - effective property, liability and worker's compensation coverages and comprehensive risk management programs for special districts and other public agencies and providers of municipal services throughout California. SDRMA is governed by a Board of Directors elected from the membership by the programs' members. Number of Board Members 7 -Board Members: SDRMA Board of Directors consists of seven (7) Board Members, who are elected at -large from members participating in either program. Board of Directors' Role SDRMA Board of Directors provide effective governance by supporting a unified vision, and ensuring accountability, setting direction based on SDRMA's mission and purpose, as well as establishing and approving policy to ensure SDRMA meets its obligations and commitment to its members. Board of Directors' Board Member responsibilities include a commitment to: serve as a part of a Responsibilities unified governance body; govern within Board of Directors' policies, standards and ethics; commit the time and energy to be effective; represent and make policy decisions for the benefit, and in the best interest, of all SDRMA members; support collective decisions; communicate as a cohesive Board of Directors with a common vision and voice; and operate with the highest standards of integrity and trust. Three (3) Seats 3- Seats: Elections for Directors are staggered and held every two years, four For this Election seats during one election and three seats in the following election. Three seats are up for election this year. Term of Directors 4 -Year Terms: Directors are elected for 4 -year terms. Terms for directors elected this election begin January 1, 2012 and end on December 31, 2015. Board Member Travel Board Members are reimbursed for reasonable travel and lodging in accordance Reimbursement with SDRMA Board Policy Manual 2006 -04 and applicable laws. Number of Meetings per Year 12 -Board Meetings Annually: Generally not more than one (1) meeting per month, with an average of nine (9) meetings per year. Meeting Location SDRMA office in Sacramento, California. Meeting Dates Typically the first Wednesday of each month (overnight stay recommended the night prior to the meeting). Meeting Starting Time 8:30 a.m.: Meetings begin promptly. Meeting Length 6 - 8 hours: Length of meetings on average. Average Time Commitment 15 - 20 hours: Commitment per month. "The mission of Special District Risk Management Authority is to provide renewable, efficiently priced risk financing and risk management services through a financially sound pool to CSDA member districts, delivered in a timely, cost efficient manner, responsive to the needs of the districts." • Special District Risk Management Authority I A Property, Liability, Workers' Compensation and Health Benefits Program C • • Attachment Two SDRMA BOARD OF DIRECTORS 2011 ELECTION SCHEDULE Special District Risk Management Authority 1 A Property, Liability, Workers' Compensation and Health Benefits Program 2011 Election Schedule 4011A, Y FEBRUARX WIMEMENIM S -M f '11'--W, T F S 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24. 25 26 27 28 29 30 : 31, NO S I M I T W M 1, :F 1 S. 2 3 4 5 6 7 1 8 t 9 10 11 22,E 13 14 15 16 17 18 19 20 21 22 221 �24 31' 2.5 26 27 28 29 30 S I-M T W T IF t S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 --1 S m T W —T F 1 P 2,7,3 4 5. 6 7 8 9 10 11 12 13 14 15 16 17 18 19.-, 20 21 22 23 24 25 26 27 28 29 30 tk tP-Tt' I— T Wi -TT s M I T S q 1 2 3 4 5 6 7' 8 9 ! 10 i 11 12 13 14 15 16 17 18 i 19 2 21 22 23 24 i 25 i 26 27 28 29 30 S M T I.W T' -F- S 1 2 3 4 5 6 7 8 9 i 1 11;12 t 1314 15 16 s 17 18 19 20 21 22 23 24 25 1 26 27 28 1 29 30 31 TASK TIMELINE 1/5 Board approved Election Schedule 1/18-21 Mail Notification of Election and Nomination Procedure to Members in January 90 days prior to mailing Ballots (118 actual days) 05/04 Deadline to return Nominations 5/10 Election Comm. Reviews Nominations 05/16-17 Mail Ballots 60 days prior to ballot receipt deadline (123 actual days) 9/16 Deadline to Receive Ballots 9/20 Election Committee Counts Ballots 9121 Election Committee Notifies Successful Candidates and Provides Them With Upcoming Board Meeting Schedule 10/12 Directors' Elect Invited to CSDA Annual Conf/SDRMA Breakfast/Super Session 11/2 Directors' Elect Invited to SDRMA Board Meeting 1/2012 Newly Elected Directors Seated and Election of Officers 1 2 3 4 5 1 2 3 4 5 2 3 4 6 7 8 6 7 8 9 10 11 12 1 6 7 8 9 10 11 12 9 10 11 12 13 14 15± 13 14 15 16 17 18 19 13 14 15 ±16 17 18 1 19 16 8 20 1�-' 2 2 17 'L 20 21 22 23 24 25 26 20 21 22 23 24 2.5 26 �23 3 0 ;24 ' 25 26 27 28 29 31' 27 28 27 28 29 • 30 31 M— W, ' T 11 T S Sl M �T W T F S F & I T WI T IF -S 1 2 1 2- 3 4 5 6 7 1 2 3 4 3 4 5. 6 7 8 9 8 9 —110 1 11 12 13 14 5 6 7 8 9 10 11 10 11 12 13 14 15 16 15 16 18 19 20 21 i 12 131 14 15 16 17 7 18 17 18 19 20 21 22 23 22 23 24 25 26 27 28 19 20 21 22 23 24 25 24 25 26 27 28 29 30 29 30 31 • 26 27 28 29 ± 30 WIMEMENIM S -M f '11'--W, T F S 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24. 25 26 27 28 29 30 : 31, NO S I M I T W M 1, :F 1 S. 2 3 4 5 6 7 1 8 t 9 10 11 22,E 13 14 15 16 17 18 19 20 21 22 221 �24 31' 2.5 26 27 28 29 30 S I-M T W T IF t S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 --1 S m T W —T F 1 P 2,7,3 4 5. 6 7 8 9 10 11 12 13 14 15 16 17 18 19.-, 20 21 22 23 24 25 26 27 28 29 30 tk tP-Tt' I— T Wi -TT s M I T S q 1 2 3 4 5 6 7' 8 9 ! 10 i 11 12 13 14 15 16 17 18 i 19 2 21 22 23 24 i 25 i 26 27 28 29 30 S M T I.W T' -F- S 1 2 3 4 5 6 7 8 9 i 1 11;12 t 1314 15 16 s 17 18 19 20 21 22 23 24 25 1 26 27 28 1 29 30 31 TASK TIMELINE 1/5 Board approved Election Schedule 1/18-21 Mail Notification of Election and Nomination Procedure to Members in January 90 days prior to mailing Ballots (118 actual days) 05/04 Deadline to return Nominations 5/10 Election Comm. Reviews Nominations 05/16-17 Mail Ballots 60 days prior to ballot receipt deadline (123 actual days) 9/16 Deadline to Receive Ballots 9/20 Election Committee Counts Ballots 9121 Election Committee Notifies Successful Candidates and Provides Them With Upcoming Board Meeting Schedule 10/12 Directors' Elect Invited to CSDA Annual Conf/SDRMA Breakfast/Super Session 11/2 Directors' Elect Invited to SDRMA Board Meeting 1/2012 Newly Elected Directors Seated and Election of Officers 0 • • Attachment Three. SDRMA BOARD OF DIRECTORS ELECTION POLICY NO. 2011 -02 SDRMA Special District Risk Management Authority ! A Property, Liability, Workers' Compensation and Health Benefits Program Policy No. 2011 -02 -SDRMA • A POLICY OF THE BOARD OF DIRECTORS OF SPECIAL DISTRICT RISK MANAGEMENT AUTHORITY ESTABLISHING GUIDELINES FOR DIRECTOR ELECTIONS, DIRECTOR APPOINTMENTS, AND CREATION OF A SUPERVISING ELECTION COMMITTEE WHEREAS, SPECIAL DISTRICT RISK MANAGEMENT AUTHORITY (SDRMA) is a joint powers authority, created pursuant to Section 6500, et. seq. of the California Government Code; and WHEREAS, the Board of Directors recognizes that it is in the best interest of the Authority and its members to adopt a written policy for conducting the business of the Board; and WHEREAS, establishing guidelines for Director elections and appointments will help ensure a process that is consistent for all nominees and candidates, will promote active participation by SDRMA members in the election /appointment process, and will help ensure election /appointment of the most qualified candidate(s); and WHEREAS, the Bylaws provide the Board with the option of conducting the election using a mail -in ballot process; and WHEREAS, the Board of Directors of SDRMA has an overriding and compelling interest in insuring the accuracy of the election /appointment process of its Board members through the creation of an election committee; NOW, THEREFORE, it is the policy of the Board of Directors of SPECIAL DISTRICT RISK MANAGEMENT AUTHORITY, until such policy shall have been amended or rescinded, that the following procedures shall be followed when conducting Director elections or filling a Director vacancy by appointment: 1.0. Election Schedule 1.1. Not later than the first Board meeting of each election year, the Board of Directors shall approve an election schedule based on the following criteria and time frames. 2.0. Election Committee 2.1. The Board of Directors herein establishes an election committee with the following composition, duties and responsibilities; The five (5) members of the Election Committee shall include two presently sitting members of the Board of Directors of SDRMA whose seats are not up for election, the Chief Financial Officer of SDRMA, and the CPA /auditor regularly used and'retained by SDRMA at the time of counting ballots of and for an election to the Board of Directors. For good reason found and stated, the Board of Directors of SDRMA may appoint any CPA /auditor who, in the discretion of the Board of Directors, would appropriately serve the Election Committee. The General Counsel for SDRMA shall also sit as a member of the Election Committee with the additional obligation of providing legal advice to the balance of the Committee as legal questions may arise. 3.0. Member Notification of Election 3.1. Authority staff shall provide written notification, of an election for the Board of Directors, to all member agencies during March of each election year. Such Written notification shall be provided a minimum of ninety (90) days prior to the distribution of ballots and shall include; (1) the number of Director seats to be filled by election; (2) a copy of this nomination and election procedure; and (3) an outline of nomination /election deadline dates. 4.0. Qualifications 4.1. A candidate seeking election, re- election or appointment to SDRMA's Board of Directors must be a member of the Governing Body or a full -time management employee of an SDRMA member. To qualify as a "full- Special District Risk Management Authority Page 1 of 6 Director Election and Appointment Policy January 5, 2011 Policy No 2011 -02 SDRMA time management employee," the candidate must be a full -time, management -level (as determined by the • Governing Body) employee whose wages are reported to the IRS on a V -2" form. Only one (1) representative from any Member may serve on the Board of Directors at the same time. [Per Bylaws, Article ll, (2) (b)] 4.2. Each nominated candidate must submit a properly completed and signed "Statement of Qualifications" (required form attached) on or before the filing deadline in June in order for the candidate's name to be placed on the official ballot. A candidate shall provide responses to all questions on the candidate's "Statement of Qualifications ". Each nominated candidate's "Statement of Qualifications" must be filed on or before the aforementioned deadline by (1) personal delivery to SDRMA's office; or (2) by U.S. mail received by the SDRMA office. When ballots are mailed to the membership, each candidate's "Statement of Qualifications" form will be distributed to the membership exactly as submitted by the candidate to SDRMA. However, any attachments submitted by the candidate(s) with the Statement of Qualifications will not be sent by SDRMA with the ballots to any members. 4.3. If a nominated candidate elects not to use the provided form "Statement of Qualifications," and prepares instead the candidate's own completed form, the candidate's form must include the title "Statement of Qualifications" and contain exactly all information required and requested by the provided form. NOTE: The candidate's "Statement of Qualifications" form must be submitted as a part of the nominating process. When ballots are mailed to the membership, each candidate's "Statement of Qualifications" form will be distributed "exactly as submitted" to SDRMA, except that any attachments submitted by the candidate will not be sent to any SDRMA members. 4.4. A candidate that does not submit a Candidate's Statement of Qualifications which complies with Section 4.2 or 43 wilt be disqualified by the SDRMA Election Committee. 5.0. Nominating Procedure 5.1. Candidates seeking election or reelection must be nominated by action of their respective Governing Body. Only one (1) candidate may be nominated per member agency and one (1) candidate shall not represent more than one (1) member agency. A resolution from the candidate's district/agency Governing Body nominating the candidate must be received by the Authority on or before the scheduled date in June. (A sample of the resolution is enclosed). Actual receipt by the Authority on or before the scheduled deadline date in June is required. The resolution nominating the candidate may be hand - delivered to the Authority or sent by U.S. mail. In the event a candidate is nominated by two (2) or more member agencies, he or she shall represent the member agency whose nominating resolution is first received by the Authority. The other member agency or agencies that nominated the candidate shall be entitled to select a replacement nominee as long as a resolution nominating the replacement is received by the Authority prior to the scheduled deadline date. 5.2. A member may not nominate a candidate unless that member is in "good standing" on the date the nominations are due. "Good standing" is defined as no accounts receivable more than ninety (90) days past due. 5.3. The Election Committee, as hereinabove defined and comprised, shall review all nominations received from members and will reject any nominations that do not meet all of the qualifications specified and set forth in this policy. Following the Election Committee's review of all nominations, the Election Committee shall direct that a ballot be prepared stating and listing all of the qualified nominees. The ballot of qualified nominees shall be distributed to the membership for election by mail as described below. 5.4. Upon verification or rejection of each nominee by the Election Committee, staff will mail acknowledgment to both the nominee and the district/agency of its acceptance or rejection as a qualified nominee for election. • Special District Risk Management Authority Page 2 of 6 Director Election and Appointment Policy January 5, 2011 4k Policy No. 2011 -02 SDRMA • 5.5. A nominee requesting that his /her nomination be withdrawn prior to the election, shall submit such requests in writing to SDRMA's office a minimum of three (3) days prior to the scheduled date for mailing the ballots. After that date, all qualified nominees names shall appear on the ballot mailed to the membership. • 6.0. Terms of Directors 6.1. The election of directors shall be held in each odd - numbered year. The terms of the directors elected by the Members will be staggered. Four directors will serve four -year terms, to end on December 31 of one odd - numbered year. Three directors will serve four -year terms, to end on December 31 of the alternate off - numbered year. [Per Bylaws, Article II, (3), paragraph 11. 7.0. Campaigning 7.1. SDRMA staff will mail each qualified candidate's "Statement of Qualifications ", "exactly as submitted" by the candidate with the ballots to the membership. 7.2. Candidates, at their own expense, may distribute additional information to member agency(s) after the ballots have been mailed and prior to the election. 7.3. SDRMA staff is prohibited from actively promoting a candidate or participating in the election process while on Authority premises, 7.4. SDRMA staff may provide member information, mailing lists, financial reports or operational data and information, that is normally available through the Public Records Act, to candidates to assist them in their research and campaigning. In addition to obtaining such information under the Public Records Act, candidates may request SDRMA staff prepare mailing labels for the distribution of campaign materials to member agencies. Under existing policy, charges will apply for this service. The SDRMA logo is trademarked for use by SDRMA only. Neither the logo, nor any other Trademark of SDRMA may be used in any campaign literature. No campaign literature is to imply support of any candidate by SDRMA. 7.5. SDRMA election mailings to the membership, including ballots and candidates' "Statement of Qualifications ", shall be sent via first class mail. 8.0. Limitations on Campaigning 8.1. As used in this section the following terms have the following meanings: "Campaign Activity" means any activity that expressly advocates the election or defeat of a candidate or provides direct support to a candidate for his or her candidacy. "Campaign activity" does not include the incidental and minimal use of public resources, such as equipment or office space, for campaign purposes or the use of public resources to nominate a candidate or vote in any Board of Directors election. "Candidate" means an individual who has been nominated by the Member Agency to have his or her name listed on the ballot for election to the Board of Directors. "Expenditure" means a payment of Member Agency funds that is used for communications that expressly advocate the election or defeat of a clearly identified candidate. "Expenditure" does not include the use of public funds to nominate a candidate or vote in any Board of Directors election. "Public resources" means any property or asset owned by the Member Agency, including, but not limited to, land,, buildings, facilities, funds, equipment, supplies, telephones, computers, vehicles, travel, and Member Agency- compensated time. 5peciai uistrict Risk Management Authority Page 3 of 6 Director Election and Appointment Policy January 5, 2011 A Policy No 2011 -02 S 8.2. An officer, official, employee, or consultant of a Member Agency may not expend or authorize the • expenditure of any of the funds of the Member Agency to support or oppose the election or defeat of a candidate for the Board of Directors. 8.3. No officer, official, employee, or consultant of a Member Agency shall use or permit others to use public resources for campaign activity. 8.4. At any time during an election campaign, if a Member Agency or its officers, officials, employees or consultants violate this section, that Member Agency shall be ineligible to nominate a candidate for the Board of Directors election in which the violation occurred. Any candidate of an offending Member Agency shall be deemed to have withdrawn his or her candidacy. Prior to declaring a Member Agency ineligible to nominate a candidate or a specific candidate's candidacy withdrawn, the Elections Committee shall hold a hearing to determine whether or not a violation of this section occurred. The hearing shall be conducted pursuant to reasonable procedures that the Elections Committee shall prescribe, provided that the affected Member Agency or candidate shall have an opportunity to dispute the violation. At the conclusion of the hearing, the Elections Committee shall determine by a majority vote whether the violation occurred. 9.0. Ballotin 9.1. A ballot containing nominees for the Board of Directors, accepted and approved by the Election Committee, shall be mailed by first class mail, to each SDRMA member agency, except as provided in Section 9.2 below, no less than sixty (60) days prior to the deadline for receiving ballots and the closing date for voting. Ballots shall show the date and time the ballots must be received in SDRMA's office. A self- addressed, stamped, return envelope shall be mailed with each ballot. 92. In the event that the number of qualified /approved nominees is equal to or less than the number of director seats up for election, the mailing of the ballots as outlined in Section 9.1 shall be waived. 9.1 Only those qualified nominees approved by the Election Committee will be eligible candidates on the ballot. Write -in candidates shall not be accepted. 9.4. It is required that the Governing Body of each member vote on behalf of their agency (sample Resolution enclosed) and the ballot MUST be signed by the agency's Presiding Officer. 9.5. A member may not vote unless the member was a member of the Authority in "good standing" on or before the nomination due date for the pending election. "Good standing" is defined as no accounts receivable more than ninety (90) days past due. 9.6. A member may cast only one (1) vote for the same candidate. By way of example, if there are four (4) candidates on the ballot, a member may not cast two (2) to four (4) votes for any single candidate. Any ballot casting more than one (1) vote for the same candidate will be considered void. 9.7. A member may vote by using the official ballot provided by SDRMA, or a copy of SDRMA's original ballot, or a reasonable duplicate prepared by the member agency. Whichever of the three foregoing formats is used, the ballot must contain an original signature and confirmation that the ballot was approved at a public meeting of the agency's Governing Body. Ballots submitted without an original signature and /or without confirmation that the form of the ballot was approved at a public meeting of the agency's Governing Body will be considered void. 9.8. Ballots may be returned using either hand - delivered or mailed in ballots - faxed or e- mailed ballots will not be accepted. Mailed in ballots must be addressed to, and hand - delivered ballots must be delivered to, the Special District Risk Management Authority office presently located at 1112 1 Street, Suite 300, Sacramento, California 95814 -2865. 9.9. Any ballot received after the specified deadline will not be counted and will be considered void. • Special District Risk Management Authority Page 4 of 6 Director Election and Appointment Policy January 5, 2011 Policy No. 2011 -02 SDRMA 10.0. Election Results 10.1. All ballots will be opened and counted at SDRMA's office only after the deadline for receiving ballots. Ballots will be opened by SDRMA's Election Committee, no more than five (5) days after the closing deadline. Candidates receiving the highest number of votes shall be declared the elected director(s).' 10.2. In the event of a tie, a coin toss shall be used to determine the elected director. The coin toss shall be conducted by the Election Committee at the time and place of the conclusion of counting ballots. PROCEDURE: In the event more than two (2) candidates tie, the coin toss shall be between two (2) candidates at a time based on the order in which their name appeared on the ballot This process shall be repeated, as needed, in cases where there are more than two (2) candidates. 10.3. Excluding tie votes, within five (5) days after the ballots are opened and tabulated Authority staff shall advise the candidates and their respective agency in writing of the final election results. Copies of the results shall also be mailed /distributed to SDRMA's Board of Directors, staff and consultants and published in the first available CSDA newsletter. 10.4. If a director -elect withdraws after the election or fails to accept the Director seat prior to December 31, the Board shall name a new director -elect by going back to the ballots and awarding the seat to the candidate receiving the next highest number of votes during the election. 10.5. Staff shall invite newly elected director(s) to attend the Annual Membership meeting and all scheduled Board meeting(s) after confirmation of election results until the director(s) elect assume office. Director(s) elect will be reimbursed for expenses, except for director stipends, in accordance with approved director reimbursement policy (copy of policy shall be provided to newly elected directors). 10.6. A member or candidate dissatisfied with the election result may, within ten (10) days after the ballots are opened and tabulated, file with the Authority a written challenge and appeal. The challenge and appeal must clearly set forth the complaint and any and all facts in support of the challenge and appeal. Within ten (10) days, after the ballots are opened and tabulated, the challenge and appeal shall be delivered and received by the Authority. Within five (5) days of receipt of the challenge and appeal, the Authority shall deliver the same to the Election Committee for decision. The Election Committee shall have absolute authority for deciding the challenge and appeal. Notice of the decision of the Election Committee shall be provided to the party filing the challenge and appeal within ten (10) days. 11.0. Director Vacancy 11.1. If a director vacancy(s) occurs (Note 1), appointment of a replacement director for the balance of the unexpired term will be made by the remaining members of the SDRMA Board. In order to accomplish this in an orderly and- consistent manner, when a vacancy(s) of an elected Director(s) occurs, the SDRMA Board of Directors, after discussion and consideration, shall, when deemed appropriate, instruct staff to: a) notify all then member entities that a vacancy has occurred; and b) said notice shall refer to the applicable Article in the By -laws in advising member entities and their eligible candidates of the steps to take to apply for appointment; and c) the SDRMA Board shall establish the closing date for the receipt of applications; and d) candidates shall submit the following, by the date specified in the notice: i) a letter of interest; and ii) a resume, with particular emphasis on the candidate's knowledge of special districts and risk management; and iii) a resolution from, or a letter approved by, the candidate's Governing Body nominating the candidate; and e) the Election Committee shall review all applications received, and shall reject any that do not meet all of the qualifications specified and set forth in this policy; and Special District Risk Management Authority Page 5 of 6 Director Election and Appointment Policy January 5; 2011 Policy No, 2011 -02 SDRMA f) upon verification or rejection of each application by the Election Committee, staff will mail acknowledgement to both the applicant and the district/agency of its acceptance or rejection of the applicant as a qualified candidate for appointment; and g) candidates shall be interviewed at the next regularly scheduled meeting of the SDRMA Board of Directors following the date of closure for the applications. Interviews shall be in person, or if an unforeseen emergency arises, the interview may be by telephone at the same scheduled time; and h) the SDRMA Board shall make the appointment without undue delay, but need not act at the same meeting. Note 1: If the Director vacancy occurs within nine (9) months after the date the candidates were certified by the Election Committee or within nine (9) months after a candidate was appointed to fill a vacancy, then the Board shall have the option to interview and appoint the candidate(s) who did not receive sufficient votes to be elected OR to interview and appoint from the pool of candidates from 11.l.g) above. If the Board determines in its sole discretion that neither of these two options is appropriate, then staff shall be instructed to proceed with the process described above in steps 11.1 a) to h). Revised and adopted this 511 day of January 2011, by the Board of Directors of Special District Risk Management Authority, at a regular meeting thereof. This policy rescinds existing Policy No. 2009 -07 and all other policies inconsistent herewith. APP VED: ATTEST: �, . D I" � 4, Z�7� "I', David A4 -nda, President Gregory S. Hall, ARM Board of Directors Chief Executive Officer r� L� • Special District Risk Management Authority Page 6 of 6 Director Election and Appointment Policy January 5, 2011 0 n U Attachment Four SAMPLE RESOLUTION FOR CANDIDATE NOMINATION Available for download in Microsoft Word file format visit our website at www.sdrma.org Special District Risk Management Authority I A Property, Liability, Workers' Compensation and Health Benefits Program [AGENCY NAME] RESOLUTION NO. • A RESOLUTION OF THE GOVERNING BODY OF THE IfAGENCY NAME] NOMINATING LcA ND TE'S NAME I AS A CANDIDATE FOR ELECTION TO THE SPECIAL DISTRICT RISK MANAGEMENT AUTHORITY BOARD OF DIRECTORS WHEREAS, the Special District Risk Management Authority ( SDRMA) is a Joint Powers Authority formed under California Government Code, Section 6500 et.seq., for the purpose of providing risk management and risk financing for California Special Districts and other local government agencies; and WHEREAS, the Joint Powers Agreement (JPA) and Bylaws of SDRMA set forth director qualifications, terms of office and election requirements; and . WHEREAS, the Board of Directors of SDRMA established procedures and guidelines for the Director Election process; and WHEREAS, the Board of Directors of SDRMA established a policy requiring candidates seeking election to the SDRMA Board of Directors to be: 1) a board member or full -time management employee per SDRMA Election Policy 2011-02, Section 4.1 and be an active member agency of either SDRMA's property /liability or workers' compensation programs, and 2) be nominated by resolution of their member agency's governing body, and 3) each nominated candidate must submit a completed and signed "Statement of Qualifications" on or before the filing deadline in June in order for the candidate's name to be placed on the official ballot. NOW, THEREFORE, BE IT RESOLVED the governing body of (AGENCY` NAME] nominates ([CANDIDATE'S .NAME] its I[POSITION-.TITLE], as a candidate for the Board of Directors of the Special District Rick Management Authority; and further directs that a copy of this resolution be delivered to SDRMA on or before the May 4, 2011 filing deadline. ADOPTED this ! DATE of IfMONTH/YEARI by the Governing Body of jAGENCY NAMEI by the following roll call votes: AYES: ILIST NAMES of GOVERNING.BOARD VOTES] NAPES: i ABSTAIN: I! ABSENT: APPROVED President Board of Directors ATTEST Secretary • • Attachment Five CANDIDATE'S STATEMENT OF QUALIFICATIONS SD. Special District Risk Management Authority I A Property, Liability, Workers' Compensation and Health Benefits Program • Special District Risk Management Authority Board of Directors Candidate's Statement of Qualifications This information will be distributed to the membership with the ballot, "exactly as submitted" by the candidates - no attachrnents,w�ll be acceptec9. No statements are endorsed by SDRMA. Nominee /Candidate District /Agency Work Address Work Phone Home Phone Why do you want to serve on the SDRMA Board of Directors (Response Required) Q What Board or committee experience do you have that would help you to be an effective Board Member? (SDRMA or any other organization) ,(ResponseRequiresl) Page 1 Of 2 November 2010 Special District Risk Management Authority Board of Directors Candidate's Statement of Qualifications What special skills, talents, or experience (including volunteer experience) do you have? ;(Response: Required,) What is your overall vision for SDRMA? Response Required] I certify that I meet the candidate qualifications as outlined in the SDRMA election policy. I further certify that I am willing to serve as a director on SDRMA's Board of Directors. I will commit the time and effort necessary to serve. Please consider my application for nomination /candidacy to 16 he Board of Directors. Candidate Signature Date Page 2 of 2 November 2010 Meeting Date I Item Number 02124111 COSTA MESA SANITARY DISTRICT PROCLAMATION A PROCLAMATION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT OF ORANGE COUNTY, CALIFORNIA HONORING ALLAN ROEDER UPON HIS RETIREMENT FROM THE CITY OF COSTA MESA THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT, ORANGE COUNTY, CALIFORNIA, DO HEREBY PROCLAIM THE FOLLOWING: IN APPRECIATION of many fine years as City Manager of the great City of . Costa Mesa, both in leading the City in becoming a desireable place to reside with its shopping districts, arts and theater areas, and enhanced parks, as well as involving the citizens and business community through having a voice in the meetings of the City Council; and IN APPRECIATION of fostering a vibrant business and housing environment attracting innovative and creative businesses; IN APPRECIATION of building mutually beneficial relationships with the Costa Mesa Sanitary District and Mesa Consolidated Water District through outreach and recognition of the opportunity for further bettering services to residents and businesses; IN APPRECIATION of assisting the Costa Mesa Sanitary District in fulfilling its mission by respecting its enabling statutes while promoting cooperation; IN APPRECIATION of supporting and regularly attending the City /Districts Liaison Committee; and IN APPRECIATION of dedicating yourself to each and every individual crossing • your path in a professional, friendly and courteous manner and serving as a role model to all. PROCLAIMED this 21" day of February 2011._ ATTEST Secretary of the Board of Directors COSTA MESA SANITARY DISTRICT President of the Board of Directors COSTA MESA SANITARY DISTRICT