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Agenda Packets - Board - 2011-05-26• Cost. Mesa Sanitary District ... an Independent Special District AGENDA Robert Ooten President Janes Ferryman Michael Scheafer Vice President Secretary Jaynes Fitzpatrick Arthur Perry Assistant Secretary 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, May 26, 2011 RECOMMENDED ACTION CALL TO ORDER — 5:30 P. M. —.628 W. 19th Street, Costa Mesa II. PLEDGE OF ALLEGIANCE — Director Perry Ill. INVOCATION - Director Scheafer IV. ROLL CALL (If absences occur, consider whether to deem those absences excused based on facts presented for the absence — such determination shall be the permission required by law.) V. Announcement of Late Communications NOTE: Unless directed otherwise by the Board of Directors, all actions shall.be based on /memorialized by the latest document submitted as a late communication. VI. CONSENT CALENDAR -All matters listed under the Consent Calendar are considered to be routine and will be enacted in one motion in the form listed below. There will be • no separate discussion on these items prior to the time the Board votes on the motion, unless members of the Board request specific items to be removed from the Consent Calendar for discussion, in which event the item will be removed from the Consent Calendar and considered in its normal sequence on the agenda. (Protecting our community's health 6y providing solid waste and sewer collection services. urww. crosdca.gov Costa Mesa SaxitaYo District AGENDA VII. VIII. IX. C] Reports A. Minute Approval 1. Sewer System Committee Meeting — April 19, 2011 2. Recycling Committee Meeting —April 25, 2011 3. Special Meeting — April 27, 2011 4: Investment Oversight Committee Meeting — April 28, 2011 5. Regular Board of Directors Meeting — April 28. 2011 B. Engineer's Reports May 26, 2011 Page 2 RECOMMENDED ACTION 6. Project Status Report Receive & File C. Financial Reports 7. Refunds No Refunds 8. Occupancy Report and payment to Costa Mesa Disposal —April 2011 Approve 9. Contract Payment to CR Transfer for Recycling Services & Disposal Ratify Payment for April 2011 10. Adoption of Warrant Resolution No. CMSD 2011 -11 Ratifying Payment Ratify Payments for the Month of April 2011 in the amount of $608,106.80 11. Directors' Compensation and Reimbursement of Expenses for the Approve Compensation Month of April 2011 & Ratify Expenses 12. Investment Report as of April 30, 2011 Approve - -- -END OF CONSENT CALENDAR-------------------------------------- - - - - -- WRITTEN COMMUNICATIONS PUBLIC COMMENTS GENERAL MANAGER'S REPORTS A. CMSD Resolution No. 2011 -795 Adopting FY 2011 -12 Budget Adopt Resolution B. Fire Damaged Equipment Budget Adjustment Approve C. Authority to Transfer Funds from Account to Account, Ordinance No. 82 Adopt Ordinance Amending Section 4.03.010 of the Operations Code to Allow Budget Transfer (Protecting our community's health and the environment 6y providing soCcdwaste andsewer collection services. w,ww. crosdca.gov COSW Mesa Sanitaro District AGENDA • X. RECYCLING COMMITTEE A. Monday, May 23, 2011, 10:30 a.m. CMSD Board Room, 628 W. 19th Street, Costa Mesa (Directors Fitzpatrick and Vice President Ferryman) May 26, 2011 Page 3 RECOMMENDED ACTION 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. ENGINEER'S REPORTS XII. SEWER SYSTEM COMMITTEE A. Tuesday, May 17, 2011, 10:30 a.m. Accept Report 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. Ordinance No. 83, Providing for the Abatement of Conditions Caused by Adopt Ordinance .. Improperly Maintained Laterals or Dumping Debris in District's System XV. CLERK OF THE DISTRICT'S REPORTS A. Records Management and Retention Schedule Adopt Schedule 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.) (Protecting our community's health and the environment 6y providing solid waste andsewer collection services. www.cmsdca.gov Costa Mesa Sanitaro District October 26, 2010 AGENDA Page 4 RECOMMENDED ACTION 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. CWEA Annual Conference in Ontario — April 13, 2011 Approve Reimbursement Attended by President Ooten G. Other Meetings Qualifying for Reimbursement under CMSD Report on Matters Ordinance No. 55, Operations Code Section 3.01.030 Pertaining to CMSD XVII. OLD BUSINESS XVIII. NEW BUSINESS ORAL COMMUNICATIONS AND DIRECTOR COMMENTS XX. ADJOURNMENT C� Protecting our community's health 6y providing sold waste and sewer collection services. www.cmsdca.gov 0 mccan a. vaac 1ac111 m 05/26/11 VI. A. 1. COSTA MESA SANITARY DISTRICT MINUTES OF SEWER.SYSTEM COMMITTEE MEETING APRIL 19, 2011 CALL TO ORDER Board members of the Costa Mesa Sanitary District met in Committee session on March 15, 2011 at 10:30 a.m. at 628 W. 19th Street, Costa Mesa. Director Ferryman called the meeting to order at 10:30 a.m. DIRECTORS PRESENT:. Jim Ferryman, Art Perry, Mike Scheafer STAFF PRESENT: Scott Carroll, General Manager; Sherry Kal lab, Administrative Manager; Rob Harriers, District Engineer;. Yefim Tsalyuk, Senior Engineer; Steve Cano, Lead Maintenance Worker; Tim Henson, Maintenance Worker; Joel Ortiz, Maintenance Worker; Jan Berger, Intern OTHERS PRESENT: None MONTHLY SPILL STATISTICS Mr. Hamers reported no spills since the January 2011 meeting. Mr. Harriers noted the effectiveness of the newly established pump station committee implemented by Mr. Carroll. The pump station committee met this morning to round table possible solutions to pump station issues. SCADA — SYSTEM RELIABILITY REVIEW A map of the District's SCADA relay system was reviewed by the Committee. Staff .held a meeting with District SCADA consultants to discuss concerns and issues with the new system. A list of possible solutions was developed. Staff will meet again to determine progress made. I:OSTA MESA bANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING 1 APRILI3, 2011 PAGE 2 EMERGENCY RESPONSE FOR DISTRICT -WIDE POWER OUTAGE OR MAJOR • EMERGENCY Mr. Carroll reported Mr. Cano is obtaining estimates for installation of generator sets for four District pump stations so that all stations can be connected to a mobile generator. Mr. Carroll is working on installing a diesel generator at the District headquarters. Bob Thornton is working on plans to place the generator behind the building on the patio. The plans will also include expanding the patio to allow for extra storage. After the generator is installed at the headquarters Staff will begin the process for installing a generator at the District Yard location. Mr. Hamers noted a generator is needed at the yard because some of the SCADA data reports from some District pump stations relay to the yard location then to the headquarters. UPDATE ON FIRE DAMAGED EQUIPMENT Ms. Kallab reported the replacement of the equipment is progressing. Mr. Cano has conducted an inventory of previous purchases and is preparing a list of remaining items. Mr. Hamers explained the District received a portion of the insurance proceeds at the time of the claim with the remaining balance to be reimbursed after the equipment is purchased and paid receipts are submitted. The purchase was delayed until the District Yard was complete and was then further delayed due to personnel transitions. Staff is now ready to move forward with the purchases and close the claim. SOUTH COAST PLAZA PUMPING STATION INSTALLATION OF NEW PUMPS- • COMPLETION 3/22111 Mr. Hamers reported the pump station is operating well and the run times on each pump are equal. The Bec Bowls, Inc. settlement agreement is on the regular Board agenda for review. Schuler Engineering took over the project and it is complete. Mr. Hamers noted the settlement amount to Bec Bowls, Inc. along with the amount paid Schuler Engineering is almost the same amount as Schuler's original bid for the project. EARTHQUAKE ASSESSMENT OF PUMPING STATIONS Staff attended a kick off meeting with Jerry Tucker and Associates. Mr. Tucker will assess District pump stations for their ability to withstand the highest magnitude earthquake anticipated to occur on the Newport Inglewood fault. Mr. Carroll expects to have the assessment report by September and will include funds in next year's budget for recommended reinforcement of the pump stations. CMSD SSMP SELF AUDIT Mr. Carroll has received a copy of the draft audit report from EEC. The final report will be available next week and findings will be presented by EEC at the April 28th Board meeting. The May 2nd, 2011 deadline for completion of the self -audit will be met. 1�1 t:OSTA MESA SANITARY LASTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING s� APRIL19, 2011 �PAGE 3 ;n; A'. • WDR- TRIENNIAL REVIEW; ANALYSIS OF PROPOSED REVISIONS; OPEN COMMENT PERIOD Mr. Harriers provided an overview of the proposed WDR revisions. The new WDR appears to be more of an enforcement document than a goals and methods document. Agencies can commit opinions in writing during the 30 day open comment period ending April 29, 2011. OCSD will be making detailed comments back to the committee. Mr. Harriers stated the revisions will require additional costs and reporting from the District. The Committee can make a recommendation today or wait and attend workshops. Mr..Hamers does not think Staff will have time to complete a thorough analysis of the additional requirements. Director Perry recommended writing a letter stating more time is needed to analyze the additional provisions and additional costs should the revisions be adopted. The Committee approved Director Perry's request, directing Mr. Carroll to draft a letter and place the item on the Board meeting agenda for information purposes. ARTICLES OF INTEREST: PUBLIC WORKS ONLINE: NEW ZEALAND QUAKE DAMAGE PUTS PRESSURE ON SEWERS Mr. Carroll provided an article detailing the issues being experienced with sewer lines in New Zealand after the recent earthquake. Sand and silt is getting in the lines and they have to use 92 trucks to vacuum the lines day and night. EMERGENCY SERVICES AGREEMENT WITH TRAFFIC CONTROL COMPANIES Mr. Harriers reported the second emergency services agreement for traffic control emergency services with Coastal Traffic Systems is provided in the Committee packet. The agreement has been approved by the District's legal counsel. The Committee directed Mr. Carroll to sign the. agreement. The agreement will be on file so all the legal provisions are already taken care of in the event of an emergency. CANYON PUMPING STATION FORCE MAIN; CONDITION ASSESSMENT; RESULTS OF POTHOLING: Mr. Carroll reported the new technique of using a sonogram to determine the condition of the pipe worked very well. Only the area of the pipe where the three SSOs occurred appeared to be damaged. Mr. Harriers detailed the procedure which begins with digging up the pipe, exposing it, cleaning and connecting the sensor to it. The sensor then determines the thickness of the pipe walla Mr. Harriers reported exterior corrosion was visible on all three breaks. Mr. Tsalyuk worked with the contractor to determine the location of the five pothole test sites. Diagrams of the pot- hole locations were provided in the Committee packet. Mr. Hamers estimated the cost to slip line the 380 linear feet of damaged pipe will be around $50,000 to $75.000. The Committee recommend to budget funds for repair of 380 linear feet, as opposed to the entire line, in next year's budget. Mr. Carroll noted the sonogram worked well and the District will be using the technique to test other force mains in the future. • %oUSTA IVIE5A SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING ' APRILI9, 2011 PAGE 4 AVIEMORE TERRACE PUMPING STATION, POSSIBLE VALVE REPLACEMENT The Committee reviewed a proposal to replace a by -pass value at the Aviemore Terrace pumping station. The total cost is estimated to be between six and ten thousand dollars. Staff explained the Aviemore station is scheduled for abandonment. In addition, the down time for an SSO at the station is six hours. Mr. Carroll asked for direction on whether to proceed with the by- pass value and the gen set or just the gen set. A gen set should be installed at the station in the next two weeks. Director Perry recommended the item be placed on the Board agenda with a recommendation from the Committee to go with the gen set only. CMSD PROJECTS: Mr. Hamers reported the award for Project 189 is on the regular Board agenda. SSC MEETING SCHEDULE The next meeting is scheduled for May 17, 2011 at 10:30 a.m. PUBLIC COMMENTS There were no public comments. ADJOURNMENT The meeting was adjourned at 11:23 a.m. SECRETARY PRESIDENT • • • COSTA MESA SANITARY DISTRICT MINUTES OF RECYCLING COMMITTEE MEETING April 25, 2011 meeting uate item # 05/26/11 VI. A. 2. The Costa Mesa Sanita7 District Recycling Committee met on April 25, 2011 at 10:30 a.m. at 628 W. 19 Street, Costa Mesa. Directors Present: Jim Fitzpatrick, Bob Ooten, Jim Ferryman, Art Perry, Mike Scheafer Staff Present: Scott Carroll, Joan Revak, AJ Cully, Isidro Gallardo 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; Theodore Lin, Earth Resource Foundation Intern • Director Fitzpatrick called the meeting to order at 10:30 a.m. 1. CY 2011 Recycling. Committee Goals Mr. Carroll discussed the Recycling Committee goals. Director Fitzpatrick stated he would like to see the goals revised to correspond with the Strategic Plan. II. _ Waste Diversion Report . Mr. Carroll presented the Waste Diversion Report., III. Recycling Report Ms. Trisha Throop presented CR &R's special price of $50.24 for a 3 cubic yard clean up bin (CUB) specifically for green waste loads only. IV. Ordinance Enforcement Officers Report A resident of the District attended the meeting to discuss his displeasure with the issue of trash containers being left in public view. He requested stricter • enforcement of the code. Protecting our community's hearth and the environment 6y providing sorurwaste andsewer collection services. www.cmsdca.gov vs Costa Mesa Sanitary District Minutes of Recycling Committee Meeting April 25, 2011 Page 2 The Board of Directors agreed that the CMSD's current approach is not sufficient and have made plans to revise the process by which citations are issued. Mr. Ruffridge stated CR &R offers an enforcement service specifically designed for tagging visible trash containers in the Cities of Dana Point and San Clemente. V. Scavenging Report Ms. Cully discussed Scavenging Report based on the data provided by the City of Costa Mesa for March 2011. The lockable trash containers have been ordered and will be available in 3 -4 weeks. Director Fitzpatrick encouraged Isidro to continue to communicate with the City of Costa Mesa regarding any scavenging and /or graffiti activity. VI. Quarterly Public Outreach Calendar Mr. Carroll solicited feedback from the Committee regarding the new calendar. Director Fitzpatrick suggested a stronger public outreach effort should include best practices. He also provided an additional contact for composting workshops in the event Francene is not available. VII. Per Capita Disposal Rate Mr. Carroll reviewed the new disposal reporting method required by the State of California. This topic will be discussed in greater detail by the City of Costa Mesa at next month's Recycling Committee meeting. VIII. Graffiti Abatement Programs for Trash Cans Mr. Carroll highlighted CR &R's successful program to remove graffiti on trash carts which includes stenciling house numbers across the lid for identification purposes. This solution is consistent, esthetically pleasing, and discourages the use of spray painted house numbers by the public. IX. Articles of Interest Mr. Carroll discussed an opportunity for CMSD to participate in a program that reduces the amount of unwanted junk mail residents receive in an effort to cut the costs of collection and disposal which supports the zero waste concepts. Protecting our community's heafth and the environment by providing soW waste and sewer coffection services. ww w. crosdca.gov • • • • Costa Mesa Sanitary District Minutes of Recycling Committee Meeting April 25, 2011 Page 3 The second article addressed the waste -by -rail system put in place for Los Angeles due to the upcoming closure of the Puente Hills Landfill. X. Public Comments Mr. Lin requested clarification on how Costa Mesa deals with a co- mingled waste stream. Mr. Carey shared that Orange Coast College Recycling Center is considering an expansion or possible relocation. XIII. Next Meeting Date — May 23, 2011 at 10:30.a.m. Director Fitzpatrick adjourned the meeting at 11:40 p.m. Secretary President Trotecting our community's health and the environment 6y providing solidwaste andsewercollection services. www.cmsdca.gov .t PFA • —....v vuar. racui it 05126/11 VI. A. 3. COSTA MESA. SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING APRIL 27, 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. Hamers, District Engineer Teresa Gonzalez, Accountant AJ Cully, Program Assistant The Board of Directors of the Costa Mesa Sanitary District met on Wednesday, April 27, 2011 at 5:30 p.m., in the Board Conference Room at the Costa Mesa Sanitary District, 628 W. 19th Street, Costa Mesa, California to consider the 2011 -12 CMSD Budget. President Ooten opened the meeting at 5:30 p.m.. Mr. Carroll expressed his appreciation to District Staff for their diligence in preparing the draft Budget. Mr. Carroll gave a power point presentation on the proposed budget for 2011 -2012. Discussion was held on revenues, expenditures, capital improvements, succession planning, asset management, strategic plan, rates and pension reform. Total revenues equal $14,811.750. Solid Waste revenues equal an annual charge of $5,155,000 (96.72 %), a container charge of $100,000 (1.87 %); investments $45.000 (0.84 %) and contributions of $30,000 (0.57 %). Liquid Waste revenues equal an annual charge of $5,114,000 (99.18 %); investments $10,000 (0.19 %), permits $5,000 (0.09 %) and inspection fees of $28,000 (0.54 %). Mr. Carroll recommended discontinuance of the used tire program due to lack of participation and the expense of Staff time involved. 1Trotecting our community's health and the environment by providing so(d waste and sewer collection services. costamesasanitarydiistiict. org Costa Mesa Sanitary District Page 2 Minutes of Special Meeting Held April 27, 2011 Mr. Carroll also recommended discontinuance of the summer large item collection • program with the call -in program expanded to 2 large item collections per residence per year. The Board directed Staff to ensure adequate notification to residents as the annual large item collection program is a very popular program in the City. Total expenditures equal $10,486,088 including $8,394,740 for maintenance and operations; $1,401,740 for payroll; $346,000 for capital outlay; $249,108 for engineering and $94,500 for programs. Discussion on the status of the CMSD video was held. The project was halted due to concerns regarding changes in personnel. Mr. Carroll will look into its status. Another expenditure involves televising of the CMSD meetings minutes; and a new vehicle for the District is in the budget. Mr. Carroll reported on a proposal to increase the size of the Board conference room and knocking out the wall between the conference room and a staff office to make it possible to have a dais for the Board, General Manager and District Clerk; and expansion to the front office lobby for employee security concerns. Discussion was held on the expansion with differing views on the necessity for such expenditures. The Board directed Staff to schedule a study session to further discuss this item. Mr. Carroll presented Capital Improvement Projects recommended for Fiscal Year 2011 -12 totaling $2,547,250. 0 Expenditures for Solid Waste maintenance and operations equal $4,597,600. Liquid Waste expenditures for maintenance and operations equal $822,220. Administration Professional Services include IT services, records management, pump station study, branding, personnel services and wastewater engineer's report for a total of $127,780. Administration contracts equal $196,100. Engineering expenditures equal $249,108. Program expenditures equal $94,500. Succession Planning include reassigned responsibilities due to recent staffing changes and the retirement of the Administrative Manager in December 2011. Mr. Carroll reported on proposed changes to existing staff; proposed changes to existing vacant positions and proposed changes to the Administrative Manager job description. These changes would decrease payroll costs by 12.08 %. Mr. Carroll presented a proposed organizational chart. President Ooten requested the. contract positions be noted as such. Mr. Carroll spoke about pension reform and noted CalPERS is currently conducting a cost analysis of the CMSD revised pension plan with findings expected in May or June 2011. • lnrotecting our community's health and the environment 6y providing solid waste and sewer coffection services. costamesasanitarydistrict. org Costa Mesa Sanitary District Page. 3 Minutes of Special Meeting Held April 27, 2011 Mr. Carroll presented the budgeted amounts for Strategic Plan Goals. Mr. Carroll presented 10 -year expense projections for trash rates. Director Fitzpatrick challenged the Board on their reasoning for not going out to bid on the trash contract. Director Fitzpatrick questioned how he could persuade the other four Directors to go out to bid on the trash contract. Directors Ferryman and Perry stated they see no reason to go out to bid on the contract; and elaborated that CR &R is performing well. and the citizens of Costa Mesa are satisfied with the trash service. President Ooten stated a comparison on rates with other cities is not comparable as the other cities do not include administrative fees in their rates Ms. Gonzalez stated the CMSD administrative fee is 14 %. Mr. Carroll informed the Board he will conduct an analysis of the District's administrative fee. and review, CR &R's contract to.determine if the District can go out to bid after four years when the .term of the contract expires. Director Fitzpatrick requested Staff to conduct a study on going out to bid on the trash contract. Director Scheafer stated the majority of the Board does not support going out to bid and that the Board of Directors approved a 10 -year contract which the District should honor. Director Fitzpatrick stated he has not received adequate response. Director Ferryman stated the Board has responded and does not want to go out to bid. . Discussion was then held on CMSD employee CPI increases. Mr. Carroll stated there is an automatic CPI that was put into place when employees left their City jobs to work directly for the. CMSD. Another contributing factor is the employees do not have union representation. Mr. Carroll stated he is not proposing a complete elimination of CPI, but rather it should be approved by the Board annually instead of being automatically included in the budget. The Directors requested input from Staff. Ms. Cully stated she is proud to be a member of the organization and the CMSD is not in the financial position of the City of Costa Mesa or other agencies. Ms. Cully stated the Staff is the District's most important commodity and the cost for a CPI increase for CMSD employees is approximately $21,000. • Further, if the Board is considering such luxuries as enlarging the building, they should certainly not deny the CPI adjustment for its dedicated employees. Director Ferryman stated his problem with an employee getting a merit raise and a CPI increase totaling 7 %. Mr. Harriers stated Staff works hard for the District and would appreciate a pat on the back in the form of a CPI increase and the power of the agency is the production of the employees. Mr. Carroll pointed out that all employees will not receive a merit increase as they are at the top of their pay scale. It was pointed out the CPI increase is in the CMSD contractual agreement. President Ooten stated the CPI increase will remain in the contract as committed to by the Board when the employees moved from the City of Costa Mesa. The amount of the CPI increase for the year 2012 is 2.3 %. 1Protecting our community's health and the environment 6y providing solid waste and sewer coCfection services. costamesasanitarydistrict. org tk- Costa Mesa Sanitary District Page 4 Minutes of Special Meeting Held April 27, 2011 Discussion was held on pension reform. Mr. Carroll stated there are 30 bills in . Sacramento on pension reform. Staff proposes any new employees pay their share of CalPERS which is 7% of their annual salary. Currently, CMSD picks up the employees' share of CalPERS. In conclusion, Mr. Carroll summarized Fiscal Year 2011 -12 Budget is a spending plan that reduces salaries and benefits; funds strategic goals; creates an asset management fund; funds an aggressive capital improvement program; implements succession planning with NO rate increases. ADJOURNMENT President Ooten adjourned the meeting at 7:30 p.m. Approved by: Secretary President • • Protecting our community's health and the environment 6y providing sottdwaste andsewer coffection services. costamesasanitarydistrict. org • COSTA MESA SANITARY DISTRICT Meeting Date Item # 05/26/11 VI. A. 4. MINUTES OF INVESTMENT OVERSIGHT COMMITTEE MEETING April 28, 2011 CALL TO ORDER The meeting was called to order at 5:00 p.m. by Treasurer Marc Davis ROLL CALL Committee Members Present: President Bob Ooten (rotating committee member) Director Jim Ferryman (rotating committee member) Director Mike Scheafer Mr. Scott Carroll, General Manager Staff Members Present: Mr. Marc Davis, Treasurer Ms. Sherry Kallab, Administrative Manager Public Present: None • NEW BUSINESS Review of Investment Report Mr. Davis reported that the District's portfolio was earning approximately 1.185% as of March 31, 2011. Staff budgeted 1.25% for the year so we are below target from a budget standpoint. The District's cash balance is up some so total interest revenue is expected to be close to budget even though the interest rate is down. One investment-was purchased, a Fannie Mae, the first of April, a 3 % year security at 1.8% interest, callable beginning September this year. Mr. Davis explained the one year graph included in the report tracks the performance of the portfolio in relation to certain benchmarks. The,district dipped a little bit below the 3 year .T -note this month in interest rates. Mr. Davis referred to the new graph requested by President Ooten detailing the last five years of cash flow and what drives the changes in the cash balances. Analysis of the changes in cash balance will be included in next' month's Treasury report. Mr. Davis noted twice a year in the December quarter and June quarter there are spikes in the cash balance. The spikes indicate the months the District receives most of its revenue from the annual charge. The dry.period for revenue starts in the June time frame and runs through November. Mr. Davis noted the portfolio has to be positioned such that liquid resources are available to cover outflows during that period of time. Mr. Davis is forecasting the interest rate for next fiscal year at 1 %. LAW is currently only paying 0.5 %. Almost half of the portfolio is currently in LAIF. Mr. Davis plans to take some of those funds and invest them in a longer term MINUTES OF INVESTMENT OVERSIGHT COMMITTEE MEETING April 28, 2011 Page 2 securities. A security was purchased yesterday that settles on May 11, 2011. It was a Federal Home Loan Bank with a 2% interest rate, and is a 4'/2 year security with call protection of 1 year. The 2% rate is guaranteed until it is eligible to be recalled. The Investment Policy will be discussed at the next investment oversight meeting. The policy is up for Board approval at the June meeting. PUBLIC COMMENTS There were no items discussed under public comments. ADJOURNMENT The meeting adjourned at 5:18 p.m. Approved by: Secretary, Costa Mesa Sanitary District Board of Directors President, Costa Mesa Sanitary District Board of Directors • • v • Meeting Date Item a 05/26/11 VI. A. 5. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING APRIL 28, 2011 CALL TO ORDER PLEDGE OF ALLEGIANCE INVOCATION ROLL CALL The Board of Directors of the Costa Mesa Sanitary District met in regular session on March 24, 2011 at 5:30 p.m. at 628 W. 19th Street, Costa Mesa. Director Fitzpatrick led the Pledge.of Allegiance. Director Scheafer led the Invocation DIRECTORS PRESENT: Robert Ooten, James Ferryman, Mike Scheafer, Jim Fitzpatrick, Art Perry DIRECTORS ABSENT: STAFF PRESENT: Scott Carroll, General Manager; Robin B. Hamers, District Engineer; Alan Burns, Legal Counsel; Sherry Kallab, Administrative Manager; Marc Davis, Treasurer OTHERS PRESENT Dean Ruffridge &George Lazaruk, CR &R Inc. Thomas Fauth, 1079 Visalia Drive Costa Mesa, CA 92626 James D. Reynolds, 1093 Sea Bluff Drive Costa Mesa, CA 92627 Ken Harlow, Brown and Caldwell Jim Kolk, EEC COSTA MESA SANITARY DISTRICT MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD APRIL 28, 2011 PAGE 2 ANNOUNCEMENT OF LATE COMMUNICATIONS There were no late communications. CLOSED SESSION TO CONSIDER SETTLEMENT OF THREATENED LITIGATION PURSUANT TO GOVERNMENT CODE SECTION 54956.9(B)(1)(D), (E) Mr. Thomas Fauth addressed the Board and expressed his appreciation for the opportunity to serve the CMSD for the past 11 years, acknowledging the growth of the District during that period. Mr. Fauth stated he is leaving the CMSD with his head held high for his contributions to the CMSD. Mr. Fauth signed the termination agreement with the CMSD. President Ooten thanked Mr. Fauth for his service to the CMSD and stated it was a pleasure working with Mr. Fauth. Vice President Ferryman stated his appreciation to Mr. Fauth for his contributions to the CMSD and expressed his thanks for Mr. Fauth's dedication to the District. Mr. Fauth expressed his sincere appreciation for the comments. CONSENT CALENDAR REPORTS MINUTE APPROVAL Minutes of City /Districts Liaison Committee meeting — February 11, 2011 Minutes of Special Meeting — March 17, 2011 Minutes of Sewer System Committee Meeting — March 15, 2011 The Minutes of the City /Districts Liaison Committee meeting of February 11, 2011 were approved as distributed. The Minutes of the Special Meeting held March 17, 2011 were approved as distributed. The Minutes of the Sewer System Committee Meeting of March 15, 2011 were approved as distributed. Minutes of Recycling Committee Meeting The Minutes of the Recycling Committee March 21, 2011 Meeting of March 21, 2011 were approved as distributed. Minutes of Regular Board Meeting — March 24, 2011 FINANCIAL REPORTS Refunds The Minutes of the Regular Board Meeting of March 24, 2011 were approved as distributed. There were no refund requests for the month of March 2011. 0 COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD APRIL 28, 2011 • Occupancy Report and Payment of The Trash Occupancy Count documented $197,106.61 to Costa Mesa Disposal — an increase of four units for the occupancy March 2011 report for solid waste collection as of April 1, 2011. Therefore, the total for March is 21,529 and the payment of $197,106.61 was ratified. Contract Payment of $171,165.17 to CR Transfer —March 2011 Contract Payment of $12,288.93 to CR Transfer — Santa Ana Heights /Newport Beach — March 2011 Warrant Register for the month of March 2011 in the amount. of $572,820.48 0 Directors Compensation & Reimbursement of Expenses for the month of March 2011. Investment Report for the month of March 2011 • The contract payment of $171,165.17 to CR Transfer for recycling services and disposal for the month of March 2011 was ratified as submitted. The contract payment of $12,288.93 to CR Transfer for recycling services and disposal for Santa Ana Heights /Newport Beach for the month of March 2011 was ratified as submitted. Warrant Resolution #CMSD 2011 -10 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 $572,820.48.. Director Compensation and Expense Reimbursements for the month of March 2011 were approved and ratified as follows: President Ooten: $1,326.00 + $3.57 Vice President Ferryman: $1,326.00 + $15.81 Director Scheafer: $1,326.00,+ $20.40 Director Fitzpatrick: $1,326.00 Director Perry: $1,326.00 + $34.79 The Investment Report for the month of March 2011 was approved as submitted. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD APRIL 28, 2011 ENGINEER'S REPORTS Project Status Report The Project Status Report dated March 2011 was accepted as submitted. END OF CONSENT CALENDAR Director Fitzpatrick stated he would abstain from approval of Item A.5., Regular Board of Directors Meeting, March 24, 2011 as he was not present. Vice President Ferryman moved to accept the Consent Calendar. Director Perry seconded the motion. Motion carried 5 -0 with Director Fitzpatrick abstaining from approving Item A.5. WRITTEN COMMUNICATIONS A letter from Mr. James D. Reynolds was presented requesting an appeal of a recent decision to deny his application for the "Residential Sewer Lateral I and Cleanout Financial Assistance Program ". Mr. Reynolds stated he first learned of the program on March 30, 2011 after reading the March 2011 CMSD newsletter. Mr. Reynolds stated over the past 14 years of living at his Costa Mesa address and has spent $13,700.50 on .maintenance of his sewer lateral. Vice President Ferryman stated he would recommend approval of the sewer lateral reimbursement under the program upon validation of the expenditures. Vice President Ferryman moved to approve the payment to Mr. James D. Reynolds under the CMSD Residential Sewer Lateral and Cleanout Financial Assistance Program as the repairs occurred during the time frame the District adopted the financial assistance program.. Director Perry seconded the motion. Motion carried 5 -0. Director Fitzpatrick recommended Tweedy Plumbing be contacted and reminded of the CMSD program and as a public service inform Costa Mesa residents of the District's sewer lateral assistance program. The Board directed Staff to review applications on a case by case basis for repairs performed after 2007, when the Sewer Lateral Assistance Program began. PUBLIC COMMENTS There were no further public comments. U COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD APRIL 28, 2011 GENERAL MANAGER'S REPORTS STRATEGIC PLAN QUARTERLY PROGRESS REPORT Mr. Carroll presented a quarterly progress report on the Strategic Plan. Director Perry moved.to accept the report. Director Scheafer seconded the motion. Motion carried 5 -0 REALLOCATION OF FUNDS FOR SEWER LATERAL ASSISTANCE PROGRAM Mr. Carroll requested a budget adjustment of $100,000 to the Sewer Lateral Assistance Program. Mr. Carroll stated 525 residents have participated in the program to date with reimbursements for repairs of $580,000. The $150,000 budget for the program this fiscal year has been expended. Director Perry moved to approve the Sewer Lateral Assistance Program budget adjustment of $100,000 with funds coming from the System Wide Sewer Reconstruction. Director Scheafer seconded the motion. Motion carried 5 -0. ASSET MANAGEMENT Mr. Carroll stated at a special meeting on January 19, 2011 the Board of- Directors heard a presentation from District consultant, Mr. Ken Harlow from Brown and Caldwell, on developing an asset management program for the District. The Board at that time directed Staff to develop an implementation plan outlining several alternatives to achieving the goal of saving $5 million in reserves for asset replacement. Mr. Ken Harlow, consultant from Brown and Caldwell gave a summary of the District's infrastructure assets and the current renewal costs and trends and presented four scenarios for a potential renewal funding strategy. Discussion was held on the scenarios. The Board directed the General Manager is to come back with a five -year plan later in the year. SWANA Symposium — MAY 16-19,2011 Mr. Carroll recommended approval by the ' Board for, attendance of AJ Cully to the SWANA Symposium May 16 -19, 2011. The symposium topic is "Using our Past to Transform the Future: Opportunities for Getting to Zero ". Mr. Carroll requested Board approval of a budget adjustment appropriating $1,360 from the Solid Waste Contingency account to the COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD APRIL 28, 2011 r � L J Staff Development account to allow the Program Assistant to attend SWANA's 2011 Western Regional Symposium in Monterey Bay, California. Director Fitzpatrick moved to allow the Program Assistant to attend SWANA's 2011 Western Regional Symposium in Monterey Bay, California, May 16 -19, 2011. Director Scheafer seconded the motion. Motion carried 5 -0. SSMP AUDIT BY EEC Mr. Carroll introduced Mr. Jim Kolk of Environmental Engineering & Contracting (EEC) who presented a Sewer System Management Plan self- audit, a requirement of the State Water Resources Control Board. The District's SSMP was reviewed and personnel interviewed to ensure compliance with the WDR. Mr. Hamers provided background on the WDR requirements. Director Perry moved to accept the report and direct Staff to place the item on the May Sewer System Committee meeting agenda with a planning schedule to implement the recommendations of the report. Vice President Ferryman seconded the motion. Motion carried 5 -0. STATE LEGISLATIVE REPORT • Mr. Carroll provided an update on state legislation of interest to CMSD and provided some discussion points to share with the legislators representing the CMSD during Staff and Board's visit to Sacramento for CSDA's Legislative Days on May 3 -4, 2011. AVIEMORE TERRACE PUMPING STATION: POSSIBLE VALVE REPLACEMENT Mr. Carroll reported on a defective by -pass valve that exists at Aviemore Terrace Pumping Station. Staff obtained an analysis of the valve along with a replacement cost from Schuler Engineering. Mr. Carroll advised the Board to direct Staff to install a "genset" for emergency power as opposed to purchasing a new valve at a cost of from $6,500 to $10,600. The cost of a genset is less than $3,000. Director Perry moved to direct Staff to install a genset for emergency power at the Aviemore Terrace Pumping Station. Vice President Ferryman seconded the motion. Motion carried 5 -0. L' COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD APRIL 28, 2011 RESPONSE TO STATE WATER RESOURCES CONTROL BOARD RE COMMENTS ON PROPOSED SSS WDR The Board accepted the Staff report on the response to State Water Resources Control Board regarding comments on the proposed SSS. WDR. RECYCLING COMMITTEE Director Fitzpatrick reported on the Recycling Committee meeting held on April 25, 2011. The Enforcement Officer's report was presented. Director Fitzpatrick stated the next meeting date for the Recycling Committee is May 23, 2011. ENGINEER'S REPORTS PROJECT NO. 189, REHABILITATION OF SIX SEWERS TRANSFERRED TO CMSD Mr. Hamers advised the Board the District prepared plans and specifications for the rehabilitation of the six sewers transferred from the Orange County Sanitation District (OCSD) to the Costa Mesa Sanitary District in order to bring the sewers up to current operating standards. Mr. Hamers provided the results of the bid opening and made a recommendation for the award of contract. Director Perry moved to award a contract to the lowest responsive bidder,. TTS Engineering of Huntington Beach, in the amount of $267,930; approve a 10% contingency budget of $16.793; approve RBH & Associates proposal for contract administration and inspection services in the amount of $27,064 and approve a budget adjustment in the amount.of $321,800 from Reserve for Improvement to Transferred Sewer to Project #189 to fund the project. Vice President. Ferryman seconded the motion. Motion carried 5 -0. ANNEXATION OF FIVE PARCELS TO CMSD Mr. Hamers reported, at the request of the Orange County Local Agency Formation Commission ( LAFCO), the CMSD has obtained annexation consent from the owners of five parcels of land inside the overall District boundaries that have never been legally annexed to the District. The District may now proceed with adopting a resolution making application to LAFCO to annex these parcels and clean up the District boundaries. COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD APRIL 28, 2011 Vice President Ferryman moved to adopt CMSD Resolution No. 2011- 794, Application by the CMSD Requesting LAFCO to take Proceedings for the Annexation of Territory, Being Engineer's No. 254 and to direct Staff to submit to LAFCO. Director Perry seconded the motion. Motion carried 5 -0. SEWER SYSTEM COMMITTEE Director Ooten reported on the Sewer System Committee meeting held March 15, 2011 with all five Directors participating. TREASURER'S REPORTS Mr. Davis reported on the Investment Oversight Committee meeting held at 5:00 p.m. with Directors Ferryman, Scheafer and Perry attending. ATTORNEY'S REPORTS AGREEMENT WITH NEWPORT MESA UNIFIED SCHOOL DISTRICT FOR SEWER EASEMENT SPAN -OVER OF SECOND FLOOR OF BUILDING Mr. Burns presented an excerpt from the minutes of the regular meeting of the Board of Education of the Newport-Mesa Unified School District held November 9, 2010, authorizing the Deputy Superintendent to approve the agreement between Newport-Mesa Unified School District and the Costa Mesa Sanitary District. Vice President Ferryman moved to approve and execute the Agreement with the Newport Mesa Unified School District for Sewer Easement Span - Over of Second Floor of building. Director Perry seconded the motion. Motion carried 5 -0. SETTLEMENT OF DISPUTE WITH BEC BOWLS OVER CONTRACT FOR REPLACEMENT WORK FOR SOUTH COAST PUMPING STATION Mr. Burns reported the District entered into a letter agreement for certain replacement work for the South Coast Pumping Station. District Staff had concerns about the work being performed and terminated the contract. The General Manager and the company entered into a settlement agreement resolving all disputes between the parties. Vice President Ferryman moved to receive and file the Settlement Agreement with BEC Bowls. Director Perry seconded the motion. Motion carried 5 -0. • COSTA MESA SANITARY DISTRICT PAGE 9 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD APRIL 28, 2011 CLERK OF THE DISTRICT REPORTS Ms. Revak was excused from the CMSD Board of Directors meeting to attend a City Clerks Association of California Conference. LOCAL MEETINGS ORANGE COUNTY SANITATION DISTRICT (OCSD) Director Ferryman reported on the OCSD meeting held on April 27, 2011. SANTA ANA RIVER FLOOD PROTECTION AGENCY (SARFPA) Director Perry stated there was no meeting of the Santa Ana River Flood Protection Agency in April 2011. OLD BUSINESS There was no old business to discuss. • NEW BUSINESS LAFCO RATIFICATION OF PROPOSED BY -LAWS FOR THE ORANGE COUNTY SPECIAL DISTRICT SELECTION COMMITTEE Vice President Ferryman moved to approve the proposed By -laws for the Orange County Special District Selection Committee. Director Perry seconded the motion. Motion carried 5 -0. SPECIAL DISTRICT & LOCAL GOVERNMENT INSTITUTE ADMINISTRATION SEMINAR & WORKSHOPS — SAN DIEGO —.TUNE 9 -11, 2011 The Board of Directors discussed the Special District & Local Government Institute Administration Seminar & Workshops being held in San Diego June 9 -11, 2011. Director Perry will attend June 8 -10. Directors Scheafer and Fitzpatrick will attend all days. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS Discussion was held on use of the i -Pad for the agenda and agenda reports. • Director Perry requested a printed copy of the agenda packet. A printed agenda packet will be available at all meetings in the event public attends. COSTA MESA SANITARY DISTRICT PAGE 10 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD APRIL 28, 2011 ADJOURNMENT President Ooten adjourned the meeting at 8:40 p.m. Secretary President • is • 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: j 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._ 4 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. I _ _ 6121/10 - Traffic Control Plans are being completed for the South Go—astDrive lane closure to allow drilling for the soils report. Progress on the project plans is continuing. 7122/10 - The design phase is continuing. The land closure plan was completed and drilling for the soils investigation on South Coast Plaza has ^� occurred. ___ j 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 the ro'ect 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 occurring 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 and specs 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. __- 03/24/11 - The plans and specs were out to bid on 3/1/11 and bid opening is 03/29/11. 04/28/11 -Bids were opened on 3/29/11 and award of the construction contract is on the agenda for the 4/28/11 regular Board meeting. 5/26/11 - The project was awarded to TTS Engineering and the contract is being executed. FINANCIAL STATUS through 04/30/11: Approved Proj Budget June 30, 2010 Accumulated Cost Current Year Expenditures _ Account Number Encumbrances Balance #189 -— 397,6661 17,112 54,251 - 326,303 - - —� 20 _ - Total 397,666 17,112 54,251 326,303 MeetinAgkate Item # 05126/ VI.B.. COSTA MESA SANITARY DISTRICT CAPITAL IMPROVEMENT PROGRAM 2010 -11 PROJECT: #188 Conversion of Sewer Atlas to GIS _ PROJECT MANAGER: Rob Harriers, District Engineer DESCRIPTION: V Hschedule; Conversion of hand -drawn sewer atlas to ctronic GIS format; preparation of sewer cleaning maps and preparation of Computerized Maintenance Management System (CMMS); and preparation of ydraulic Modeling program. START DATE: 26- Oct -09 COMPLETION DATE: 30- Sep -11 j �- 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. 4/22/10 - 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. 6121/10 - Phase I will be completed when the District obtains the basic parcel data from the County. The District needs to authorize Phase II to begin by the end of June 2010 to remain on schedule. 7/22/10 -EEC requires the basic parcel data to complete Phase I. The notice to proceed on Phase II was given to EEC on 6/25/10. 8/26110 -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 II CMMS is continuing. 11/18/10 - The General Manager is attempting to obtain the basic parcel data. Work on Phase II 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. 03/24/11 - EEC is continuing work on Phase II CMMS. 4/28/11 - The General Manager has arranged for the County of Orange to provide basic parcel data for the GIS Atlas at a reduced rate. Approval is scheduled on the County Board of Supervisor's agenda. 5/26/11 - The General Manager secured a license agreement with O.C. Public Works to obtain basic parcel data thereby allowing the GIS Atlas to move towards completion. EEC is awaiting the District's management structure to continue on the CMMS development. FINANCIAL STATUS through 04/30/11: Account Number Approved Proj Budget I June 30, 2010 Accumulated Cost.1 1 Current Year Expenditures Encumbrances Balance I - — 1 _ #188 194,87_5 1 62,703. 19,031 113,141 _ 20 Total _ 194,875 62,703 _ 19 031 113 141 0 0 0 r COSTA MESANNITARY DISTRICT CAPITAL IMPROVEMENT PROGRAM 2010 -2011 PROJECT: #185 S stem Wide Sewer Reconstruction - Phase 1 PROJECT MANAGER: Rob Harriers, District Engineer _ - i 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: __JMid 2011 STATUS REPORT: - -_ 9123/10 - The design phase has begun and base maps and plans are being prepared. T 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. 03/24111 - Plans were re- submitted to the City of Newport Beach for 2nd review. T 4/28/11 - The plans were returned from Newport Beach and Costa Mesa with minor comments. Once the utility crossings for the pipe replacement sections are complete, the project will be placed out to bid. 5/26111 - The project is out to bid with bid opening scheduled for 5/31/11. FINANCIAL STATUS through 04/30/11: Approved Proj Budget June 30, 2010 Accumulated Costs Current Year Expenditures Encumbrances Account Number. Balance #185 1,086,000 - 66,151_ 1,019,849 20' Total 1,086,000 - 66,151? - 1,019,849 COSTA MESA SANITARY DISTRICT CAPITAL IMPROVEMENT PROGRAM 2010 -2011 PROJECT: � #171 Irvine Pumping Station Force Main _ PROJECT MANAGER_ Rob Hamers, District Engineer DESCRIPTION: Rehabilitate the existing 3,00.0 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 stimate 5._ 10 -Aug Mid 2011 � - - -- -- — - - - -- -- - _- - - I START DATE: COMPLETION DATE: 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. 1_1/18/10 - 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. 02124111 - The plans are 60% complete and the specs are 10% complete. Staff obtaining information for the sliplining specs. 03/24/11 - Staff is coordinating a soils investigation at 5 locations where excavations for the slip - lining will occur. 04/28/11 - The soils investigation is in progress and the plans are 70% complete. 05/26/11 - Design is proceeding including field and office staff meeting on May 10, 2011 to discuss bypass valve arrangement at Elden Pumping Station. FINANCIAL STATUS throw 004130/11: r 1 —L Approved Proj Bud et - - -- 0 June 3, 201Q- o_ Accumulated Costs - - -.— Current Year Expenditures — -- I Encumbrances - - - -- — —_- Balance - - -- - Account Number #171 -- — - -- - 200- 1,360,000 204,447 --- - - - - -- - -- 27,934— - - -- -- ----- - -t- 1,127,620 - -- Total — i 1,360,000 204,447 27,934 1,127,620 ® COSTA MESANITARY DISTRICT CAPITAL IMPROVEMENT PROGRAM 2010 -2011 PROJECT: 1#129 Bristol Street Sewer Phase II �- PROJECT MANAGER: Rob Harriers, District Engineer �i 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 Estimate is $461,758. !Engineer's COMPLETION DATE: jMi d 2011 -- - -�-- STATUS REPORT_ - -- - — - - -- — - - - - - -- - - -- 9/23/10 - 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 therebV alleviating the necessit to relocate the water line. Work on the plans is continuing. 12/20110 - 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. 01127/11 -The roject 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. 03/24/11 - Staff is coordinating a soils investigation of Bristol Street where the pipe bursting excavations will occur. 4/28/11 - Plans . and specifications will be completed and the project placed out to bid when the soils investigation is complete. _ 5/26/11 - Staff is obtaining additional proposals to have the soils investigation performed. FINANCIAL_ STATUS through 04130/11: Approved Proj Budget -June 30, 2010 Accumulated Costs Current Year j Expenditures Encumbrances Account Number Balance #183 -2 -- zo Total I 1,580,192 1,580, — 1,077,023 — 1,077,023 38;958 38,958 - - 464,211 464,211 COSTA MESA SANITARY DISTRICT CAPITAL IMPROVEMENT PROGRAM 2010 -2011 PROJECT: #101 West Side Pumping Station Abandonment _ PROJECT MANAGER: DESCRIPTION: Rob Harriers, District Engineer _ 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. 7/1/2012 6/30/2013 {- -� START DATE: - COMPLETION DATE: STATUS REPORT: - - - - -f —� - — - - - - -- 8126110 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 ali nment study in 2011. CMSD requested a joint EIR. 11/18/10 - No change. 0 - No change. �2120'1 27/11 - No change. 02/24/11 - No change. Staff will be contacting OCSD to review their status. 03/24/11 - Staff met with OCSD Project Managers on 3/8/11 to review OCSD's scope of work and project timing. 4/28/11 - Staff met with 3 proposed OCSD consultants to explain the project. OCSD's first phase of work will be an EIR and alignment study and the CMSD requested the OCSD EIR cover the CMSD work. 5/26/11 - Staff met with another potential OCSD consultant to review OCSD's scope of work. OCSD will soon be publishing their RFP. FINANCIAL STATUS throw cih 04/30/11: 1 Approved Proj June 30, 2010 Account Number Budget Accumulated Current Year Expenditures _ Encumbrances Balance _ #101 999,941 4,775 995,166 _ _- T0 tal 999,941 _- - '---4,775 - - 995,166 C7 Meeting Date item;; 05/26111 VI. C. 7. Costa 914esa Sanitary District ... an Independent Speciaf Distfict. Memorandum To: Board of Directors From: Janel Jackson Date: May 1, 2001 Subject: REFUND REQUEST FOR BOARD APPROVAL There were no refund requests for the month of April 2011. Janel Jackson Office Specialist 11 Board of Directors Robert Ooten James Ferryman Mike Scheafer James Fitzpatrick Arthur Perry staff`' Scott C. Carroll General Manager Joan Revak Office Manager Clerk 6f the District Robin B. Hamers 0 trict Engineer 49) 631 -1731 Alan R. Burns Legal Counsel Marcus D. Davis Treasurer IVICC�IIIl9 Va6C ��cnl m 05/26/11 Vl. C. 8. Costa Mesa Sanitar�qistrict ... an Inbepenbent Special District May 1, 2011 Board of Directors Costa Mesa Sanitary District 628 W. 19th Street Costa Mesa, CA 92627 -2716 SUBJECT: TRASH OCCUPANCY COUNT Dear Board of Directors: There is a net increase of 1 unit for the occupancy report for solid waste collection as of May 1, 2011; therefore, the total occupancy count for May 1, 2011 is 21,530. Staff recommends the following: 1. The Board of Directors accepts the occupancy count as presented using 21,530 as the correct number of units. 2. The Board of Directors directs staff to prepare a warrant to Costa Mesa 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 $197,115.76 to be ratified on the June 2011 warrant list. Phone Sincerely, (949) 645 -8400 �� Fax (949) 650 -2253 Sherry Kallab Administrative Manager Address 628 W. 19th Street Costa Mesa, CA 92627 -2716 • %4t Printed on Recycled Paper cc: Costa Mesa Disposal Permit Processing Department Protecting our communitN s bealt� anb the environment bN proviaingg sofi'b waste anb sewer cof fection services. www.emsbca.gov 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- 9 2 PREVIOUS AMOUNT DUE PAYMENTS CURRENT CHARGES TOTAL DUE 171,165.17 171,165.17 170,349.49 170,349.49 Please detach here and return with your payment -- ®- ma ® ® - CHECK # - - - - CR TRANSFER,-INC. - - - - - 4/01/11 RESIDENTIAL WASTE 13 140.0 52.220 7,313.41 4/04/11 'RESIDENTIAL WASTE 12 152..7E 52.220 7,978.17 . 4/05/11 RESIDENTIAL WASTE 17 187.8S 52.220 9,811.62 4/06/11 RESIDENTIAL WASTE 13 139.4E 52.220 7,28.3.65 4/07/11 RESIDENTIAL WASTE 14 158.1 52.220 8,257.03 4/08/11 RESIDENTIAL.WASTE 13 142.OE 52.2.20 7,419.42 4/11/11 RESIDENTIAL WASTE 15 166.4E 52.220 8,692.54 12/11 RESIDENTIAL WASTE ..15 151.3 52.220 7,900.89 13/11 RESIDENTIAL WASTE 1,3 1133.9 52 220 6,992.78 /14/11 RESIDENTIAL WASTE 14 -155.6 52 2'20 8,130.13 4/15/11 RESIDENTIAL WASTE 13 133.81 52.220 6,988.08 4/18/11 RES,I•DENTIAL WASTE. 18 202.2 52.220 10,560.97 4/19/11 RESIDENTIAL. WASTE 14 141.2 52.220 7,377.64 4/20/11 RESIDENTIAL- W'ASTE 14 156 . 2C 52.220 8,156.76 4/21/11 ,RE STDENT�IAL,WASTE 14 156.8 52.220 8,19.2.80 4/22/11 RESIDENTIAL WASTE 13 139.3 52.220 7,277.90 4/25/11 RESIDENTIAL WASTE 16 179.3 52.220 9,366.18 4/26/11 RESIDENTIAL WASTE 15 164.5 52:220 8,591.76 4/27/11 RESIDENTIAL WASTE 14 151.0 52.220 7,886.79 4/28/11 RESIDENTIAL WASTE 15 169.3 52.220 8,844.50 4/29/11 RESIDENTIAL WASTE, 13 140.33 52.220 7,326..47 RE EIVED APPS By MAY 0 5 2011 COSTA ME "A SANITARY DISTRICT GL A00t GLAcot IF YOU HAVE ANY QUESTIONS REGARDING ANY PART OF THIS INVOICE, PLEASE CALL: ( 714) 826-9049 G PREVIOUS AMOUNT DUE PAYMENTS CURRENT CHARGES TOTAL DUE INVOICE TOTAL 01 6 S. 177 1165.1 170 349.49 :17:0:3 49.4 CUSTOMER #: 09- 9 2 INVOICE #. 17627 P.O. BOX 1200 OVERDUE AMOUNTS SUBJECT TO FINANCE CHARGE Pdwed m Retycled Paper mom P. O. BOX 125 o STANTON, CA 90680 -0125 IMCONPOFUMa TERMS: NET 10 DAYS 0 7100176284 TO PAY BY CREDIT a CARD, PLEASE FILL IN INFORMATION ON BACK OF REMITTANCE INVOICE #: INVOICE DATE: 17628 5/01/11 BILL 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 12,288.93 1228893 E:8 ,390.71 8,390.71 Please detach here and return with your payment CHECK # ANSFER, INC. /05/11 RESIDENTIAL WASTE 1 6.8 52.220 358.23 4/06/11 RESIDENTIAL WASTE 4 49.4 52.220 2,579.67 4/13/11 RESIDENTIAL WASTE 3 32.2 52.220 1,683.05 4/20/11 RESIDENTIAL WASTE 3 32.3 52.220 1,688.79 4/21/11 RESIDENTIAL WASTE 1 7.7 52.220 406.27 4/26/11 RESIDENTIAL WASTE 1 8.3 52.220 433.95 4/27/11 RESIDENTIAL WASTE 2 23.7 52.220 1,240.75 DECEIVED W W DW Y!p n !} +{App +p E7` t2011 Fik�{ fy UAM GL 1 .y 1 TOTALS 1S 160.6 8 390.71 IF YOU HAVE ANY QUESTIONS REGARDING ANY PART OF THIS INVOICE, PLEASE CALL: ( 714) 826-9049 l V/ 'REVIOUS AMOUNT DUE PAYMENTS CURRENT CHARGES TOTAL DUE INVOICE TOTAL 12,288.93 12 288.93 8 390.71 8390. CUSTOMER #: 09- 11 8 INVOICE # 17628 P.O. BOX 1200 OVERDUE AMOUNTS SUBJECT TO FINANCE CHARGE Printed on Recycled Paper ill COSTA MESA SANITARY DISTRICT • Warrant Resolution No. CMSD 2011 -11 Meeting Date item;; 05/26/11 VI. C. 10. 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 $608,106.80 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 26th day of May 2011. ATTEST: Secretary President STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss COSTA MESA SANITARY DISTRICT ) I, JOAN REVAK, Clerk of the Costa Mesa Sanitary District, hereby certify that the foregoing Warrant Resolution No. CMSD 201.1 -11 was duly adopted by the Costa Mesa Sanitary District at a regular meeting held on the 26th day of May 2011. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Seal of the Costa Mesa Sanitary District on this 26th day of May 2011. • Clerk of the Costa Mesa Sanitary District Accounts Payable Checks for Approval COSTA 9YESA SjWITART DISTRICT an Independent Special (District User: tgonzalez Printed: 05/06/2011 - 2:15 PM Check Number Check Date Fund Name Account Name Vendor Name Amount .0 04/06/2011 Liquid Waste Fund Federal Withholding Taxes Internal Revenue Service 4,236.42 0 04/06/2011 Liquid Waste Fund FICA - Employee Internal Revenue Service 37.34 0 04/06/2011 Liquid Waste Fund FICA - Employee Internal Revenue Service 55.12 0 04/06/2011 Liquid Waste Fund Medicare - Employee Internal Revenue Service 461.35 0 04/06/2011 Liquid Waste Fund Medicare - Employee Internal Revenue Service 461.35 Check Total: 5,251.58 0 04/06/2011 Liquid Waste Fund State Withholding Taxes State of Cal Emp Dev Dept 1,574.12 Check Total: 1,574.12 0 04/06/2011 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 137.79 0 04/06/2011 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 234.05 0 04/06/2011 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 1,968.55 0 04/06/2011 Liquid Waste Fund PERS Retirement Cal Pets Employee Ret System 3,343.48 0 04/06/2011 Liquid Waste Fund PERS Survivor Benefit Cal Pers Employee Ret System 9.30 0 04/06/2011 Liquid Waste Fund PERS - Employer Cal Pers Employee Ret System -0.01 Check Total: 5,693.16 0 04/07/2011 Liquid Waste Fund PERS Medical Cal PERS 6,237.61 0 04/07/2011 Liquid Waste Fund Benefit Administration Cal PERS 37.80 0 04/07/2011 Liquid Waste Fund Benefits Admin Costs Cal PERS 37.80 0 04/07/2011 Solid Waste Fund Benefits Admin Costs Cal PERS 2.95 0 04/07/2011 Liquid Waste Fund Benefits Admin Costs Cal PERS 26.60 Check Total: 6,342.76 0 04/15/2011 Solid Waste Fund Investment Earnings Bank of America 413.09 AP - Checks for Approval ( 05/06/2011 - 2:15 PM) age I v Check Ni*r Check Date Fund Name Account Name 0 Vendor Name Check Total: 0 04/19/2011 Liquid Waste Fund Federal Withholding Taxes Internal Revenue Service . 0 04/19/2011 Liquid Waste Fund FICA - Employee Internal Revenue Service 0 04/19/2011 Liquid Waste Fund FICA - Employee Internal Revenue Service 0 04/19/2011 Liquid Waste Fund Medicare - Employee Internal Revenue Service 0 04/19/2011 Liquid Waste Fund Medicare - Employee Internal Revenue Service Check Total: 0 04/19/2011 Liquid Waste Fund State Withholding Taxes State of Cal Emp Dev Dept Check Total: 0 04/19/2011 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 0 04/19/2011 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 0 04/19/2011 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 0 04/19/2011 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 0 04/19/2011 Liquid Waste Fund PERS Survivor Benefit Cal Pers Employee Ret System Check Total: 0 04/22/2011 Solid Waste Fund Equipment Maintenance Automatic Data Processing, Inc 0 04/22/2011 Liquid Waste Fund Equipment Maintenance Automatic Data Processing, Inc Check Total: 8404 04/08/2011 Liquid Waste Fund Employee Insurance AFLAC Check Total: 8405 04/08/2011 Solid Waste Fund Contract Services Appleone Employment Services 8405 04/08/2011 Liquid Waste Fund Contract Services Appleone Employment Services 8405 04/08/2011 Liquid Waste Fund Contract Services Appleone Employment Services 8405 04/08/2011 Solid Waste Fund Contract Services Appleone Employment Services Check Total: 8406 04/08/2011 Liquid Waste Fund Sewer Maint- Telephone AT &T <. ® } Amount 413.09 4,329.49 37.79 55.78 468.82 468.82 5,360.70 1,610.49 1,610.49 138.38 235.04 1,976.95 3,357.74 9.30 5,711.41 5.73 51.50 57.23 769.46 769.46 71.92 647.28 639.19 71.02 1,429.41 265.44 Check Total: 265.44 AP - Checks for Approval ( 05/06/2011 - 2:15 PM.) Page 2 Check Number Check Date Fund Name Account Name Vendor Name Amount 8407 04/08/2011 Liquid Waste Fund Sewer Maint - Office Supplies Bank of America 42.68 8407 04/08/2011 Liquid Waste Fund Sewer Maint- Equipment Maint Bank of America 28.82 8407 04/08/2011 Liquid Waste Fund Sewer Maint - Material /Supplies Bank of America 95.40 8407 04/08/2011 Liquid Waste Fund Sewer Maint - Material /Supplies Bank of America 69.69 8407 04/08/2011 Liquid Waste Fund Sewer Maint -Staff Development Bank of America 75.00 8407 04/08/2011 Liquid Waste Fund Sewer Maint- Material /Supplies Bank of America 13.05 8407. 04/08/2011 Liquid Waste Fund Sewer Maint- Material /Supplies Bank of America 31.42 8407 04/08/2011 Liquid Waste Fund Sewer Maint- Material /Supplies Bank of America 100.66 8407 04/08/2011 Liquid Waste Fund Sewer Maint - Material /Supplies Bank of America 104.88 8407 04/08/2011 Liquid Waste Fund Sewer Maint - Annual Sewer Maint Bank of America 245.38 8407 04/08/2011 Solid Waste Fund Public.Info /Ed /Community Promo Bank of America 4.34 8407 04/08/2011 Liquid Waste Fund Public Info /Ed /Community Promo Bank of America 39.09 8407 04/08/2011 Liquid Waste Fund Public Info/Ed /Community Promo Bank of America 49.91 8407 04/08/2011 Solid Waste Fund Public Info /Ed /Community Promo Bank of America 5.54 8407 04/08/2011 Solid Waste Fund Prof Membership /Dues Bank of America 75.00 8407 04/08/2011 Liquid Waste Fund Prof Membership /Dues Bank of America 75.00 8407 04/08/2011 Solid Waste Fund Travel/Meals /Lodging Bank of America 4.28 8407 04/08/2011 Liquid Waste Fund Travel/Meals /Lodging Bank of America 38.49 8407 04/08/2011 Liquid Waste Fund Staff Development Bank of America 5.43 8407 04/08/2011 Liquid Waste Fund Staff Development Bank of America 35.94 8407 04/08/2011 Solid Waste Fund Postage Bank of America 17.03 8407 04/08/2011 Liquid Waste Fund Postage Bank of America 153.25 8407 04/08/2011 Liquid Waste Fund Rehab of (6)Swrs Transfrd #189 Bank of America 11.71 8407 04/08/2011 Liquid Waste Fund Rehab of (6)Swrs Transfrd #189 Bank of America 11.71 8407 04/08/2011 Solid Waste Fund Building Maintenance Bank of America 7.48 8407 04/08/2011 Liquid Waste Fund Building Maintenance Bank of America 67.34 8407 04/08/2011 Liquid Waste Fund Travel /Meals /Lodging Bank of America 43.60 8407 04/08/2011 Solid Waste Fund Travel /Meals /Lodging Bank of America 4.85 8407 04/08/2011 Solid Waste Fund Travel/Meals /Lodging Bank of America 1.50 8407 04/08/2011 Liquid Waste Fund Travel/Meals /Lodging Bank of America 13.50 8407 04/08/2011 Liquid Waste Fund Travel /Meals /Lodging Bank of America 5.39 8407 04/08/2011 Solid Waste Fund Travel/Meals /Lodging Bank of America 0.60 8407 04/08/2011 Solid Waste Fund Travel/Meals /Lodging Bank of America 3.75 8407 04/08/2011 Liquid Waste Fund Travel/Meals /Lodging Bank of America 33.70 8407 04/08/2011 Solid Waste Fund Recycling Grant AB 939 Bank of America 87.50 8407 04/08/2011 Solid Waste Fund Travel/Meals /Lodging Bank of America 1.58 8407 04/08/2011 Liquid Waste Fund Travel/Meals /Lodging Bank of America 14.17 8407 04/08/2011 Solid Waste Fund Public Info /Ed /Community Promo Bank of America -1.63 8407 04/08/2011 Liquid Waste Fund Public Info /Ed /Community Promo Bank of America -14.67 8407 04/08/2011 Solid Waste Fund Travel /Meals/Lodging Bank of America 1.90 8407 04/08/2011 Liquid Waste Fund Travel /Meals /Lodging Bank of America 17.11 8407 04/08/2011 Solid Waste Fund Building Maintenance Bank of America 17.65 8407 04/08/2011 Liquid Waste Fund Building Maintenance Bank of America 158.87 8407 04/08/2011 Solid Waste Fund Travel /Meals /Lodging Bank of America 21.34 8407 04/08/2011 Liquid Waste Fund Travel/Meals /Lodging Bank of America 192.06 AP - Checks or Approval ( 05/06/2011 - 2:15 PM) • �ge 3 Check Nr Check Date Fund Name Account Name • • Vendor Name Amount 8407 04/08/2011 Liquid Waste Fund Travel/Meals /Lodging Bank of America 192.06 8407 04/08/2011 Solid Waste Fund Travel/Meals /Lodging Bank of America 21.34, 8407 04/08/2011 Solid Waste Fund Travel/Meals /Lodging Bank of America 21.34 8407 04/08/2011 Liquid Waste Fund Travel/Meals/Lodging Bank of America 192.06 8407 04/08/2011 Liquid Waste Fund Travel /Meals/Lodging Bank of America 206.46 8407 04/08/2011 Solid Waste Fund Travel/Meals /Lodging Bank of America 22.94 8407 04/08/2011 Solid Waste Fund Staff Development Bank of America 4.80 8407 04/.08/2011 Liquid Waste Fund Staff Development Bank of America 43.20 8407 04/08/2011 Solid Waste Fund Travel/Meals /Lodging Bank of America 9.45 8407 04/08/2011 Liquid Waste Fund Travel/Meals /Lodging Bank of America 85.08 `8407 04/08/2011 Liquid Waste Fund Postage Bank of America 26.30 8407 04/08/2011 Solid Waste Fund Capital Outlay Bank of America 45.53 8407 04/08/2011 Liquid Waste Fund Capital Outlay Bank of America 409.81 8407 04/08/2011 Solid Waste Fund Equipment Maintenance Bank of America 107.74 8407 04/08/2011 Liquid Waste Fund Equipment Maintenance Bank of America 969.62 8407 04/08/2011 Liquid Waste Fund Equipment Maintenance Bank of America 449.55 8407 04/08/2011 Solid.Waste Fund Equipment Maintenance . Bank of America 49.95 8407 04/08/2011 Solid Waste Fund Public Info /Ed /Community Promo Bank of America 87.80 8407 04/08/2011 Liquid Waste Fund Public Info /Ed /Community Promo Bank of America 790.23 8407 04/08/2011 Solid Waste Fund Capital Outlay Bank of America 35.96 8407 04/08/2011 Liquid Waste Fund Capital Outlay Bank of America 323.63 8407 04/08/2011 Solid Waste Fund Capital Outlay Bank of America 3.91 8407 04/08/2011 Liquid Waste Fund Capital Outlay Bank of America 35.22 8407 04/08/2011 Liquid Waste Fund Capital Outlay Bank of America 823.87 8407 04/08/2011 Solid Waste Fund Capital Outlay Bank of America 91.54 8407 04/08/2011 Solid Waste Fund Professional Services Bank of America 9.50 8407 04/08/2011 Liquid Waste Fund Professional Services Bank of America 85.45 8407 04/08/20.11 Liquid Waste Fund Staff Development Bank of America 111.00 8407 04/08/2011 Solid Waste Fund Office Supplies Bank of America 0.27. 8407 04/08/2011 Liquid Waste Fund Office Supplies Bank of America 2.44 8407 04/08/2011 Liquid Waste Fund Capital Outlay Bank of America 489.36 8407 04/08/2011 Liquid Waste Fund Capital Outlay Bank of America. - 489.36 Check Total: 7,269.34 8408 04/08/2011 Solid Waste Fund Contract Services Brown and Caldwell 262.25 8408 04/08/2011 Liquid Waste Fund Contract Services Brown and Caldwell. 2,360.25 Check Total: 2,622.50 8409 04/08/2011 Solid Waste Fund Legal Services Alan R. Burns 1,076.95 8409 04/08/2011 Liquid Waste Fund Legal Services Alan R. Burns 2,000.05 . 8409 04/08/2011 Liquid Waste Fund Legal Services Alan R. Burns 2,063.40 8409 04/08/2011 Solid Waste Fund Legal Services Alan R. Burns 54.30 8409 04/08/2011 Liquid Waste Fund Legal Services Alan R. Burns 1,429.90 AP - Checks for Approval ( 05/06/2011 - 2:15 PM) Page 4 Check Number Check Date Fund Name 8409 04/08/2011 Liquid Waste Fund 8409 04/08/2011 Liquid Waste Fund 8409 04/08/2011 Solid Waste Fund 8409 04/08/2011 Solid Waste Fund 8410 04/08/2011 Liquid Waste Fund 8410 04/08/2011 Liquid Waste Fund 8410 04/08/2011 Liquid Waste Fund 8411 04/08/2011 Liquid Waste Fund 8411 04/08/2011 Liquid Waste Fund 8412 04/08/2011 Solid Waste Fund 8412 04/08/2011 Liquid Waste Fund 8413 04/08/2011 Liquid Waste Fund 8413 04/08/2011 Liquid Waste Fund 8414 04/08/2011 Liquid Waste Fund 8415 04/08/2011 Solid Waste Fund 8415 04/08/2011 Liquid Waste Fund 8416 04/08/2011 Solid Waste Fund 8416 04/08/2011 Solid Waste Fund 8417 04/08/2011 Liquid Waste Fund AP - Check: Approval ( 05/06/2011 - 2:15 PM ) Account Name Vendor Name Amount Legal Services Alan R. Burns 1,266.50 Legal Services Alan R. Burns 138.12 Legal Services Alan R. Burns 7438 Legal Services Alan R. Burns 552.50 Check Total: 8,656.10 Capital Outlay CDW Government 102.23 Capital Outlay CDW Government 203.37 Capital Outlay CDW Government 6,818.63 Check Total: 7,124.23 Sewer Maint- Equipment Maint City of Costa Mesa 2,123.45 Sewer Maint - Equipment Maint City of Costa Mesa 219.50 Check Total: 2,342.95 Professional Services Computer Masters 20.00 Professional Services Computer Masters 180.00 Check Total: 200.00 Sewer Maint -Pump Stn Contract C &R Drains Inc. 176.00 Sewer Maint -Pump Stn Contract C &R Drains Inc. 440.00 Check Total: 616.00 MultiMed /Blueprints /Copies /Sub Creative Screen Art, LLC 177.77 Check Total: 177.77 MultiMed /Blueprint/Copies /Sub Cross Media Resources 60.62 Public Info /Ed /Community Promo Cross Media Resources 8,917.50 Check Total: 8,978.12 Recycling /Disposal CR Transfer, Inc. 171,165.17 Recycling /Disposal CR Transfer, Inc. 12,288.93 Check Total: 183,454.10 Sewer Maint - Annual Sewer Maint C. Wells Pipeline Material Inc 12,702.00 • �ge 5 Check Nfer Check Date Fund Name Account Name Vendor Name Liquid Waste Fund Amount 8417 04/08/2011 Liquid Waste Fund Sewer Maint - Material /Supplies C. Wells Pipeline Material Inc 8423 379.32 Liquid Waste Fund 8423 04/08/2011 Liquid Waste Fund 8423 Check Total: 13,081.32 8418 04/08/2011 Liquid Waste Fund Sewer Maint -FOG Prog Contract Environmental Engr & Cont, Inc Liquid Waste Fund 8,501.20 04/08/2011 Liquid Waste Fund 8423 04/08/2011 Liquid Waste Fund Check Total: 8,501.20 8419 04/08/2011 Solid Waste Fund Recycling Grant AB 939 Enrecos 652.50 Check Total: 652.50 8420 04/08/2011 Solid Waste Fund Travel/Meals/Lodging Jim Ferryman 1.58 8420 04/08/2011 Liquid Waste Fund Travel/Meals/Lodging Jim Ferryman. 14.23 Check Total: 15.81 8421 04/08/2011 Solid Waste Fund Mileage Reimbursement Isidro Gallardo 791.01 Check Total: 791.01 8422 04/08/2011 Solid Waste Fund Gas - Building The Gas Company 5.48 8422 04/08/2011 Liquid Waste Fund Gas : Building The Gas Company 49.22 8422 04/08/2011 Liquid Waste Fund Sewer Maint -Gas Bldg The Gas Company 24.50 8423 04/08/2011 Liquid Waste Fund 8423 04/08/2011 Liquid Waste Fund 8423 04/08/2011 Liquid Waste Fund 8423 04/00011 Liquid Waste Fund 8423 04/08/2011 Liquid Waste Fund 8423 04/08/2011 Liquid Waste Fund 8423 04/08/2011 _ Liquid Waste Fund 8423 04/08/2011 Liquid Waste Fund 8423 04/08/2011 Liquid Waste Fund 8423 04/08/2011 Liquid Waste Fund 8423 04/08/2011 Liquid Waste Fund 8423 04/08/2011 Liquid Waste Fund 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 Westside Aband# 10 1 -Cont Svc Irvine PS Free Main #171 -Contr Rehab of (6)Swrs Transfrd #189 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. Check Total: 79.20 1,400.00 3,667.00 2,026.50 8,385.00 772.00 467.63 1,423.38 1,870.50 1,096.50 1,302.75 8,106.00 3,908.25 Check Total: 34,425.51 8424 04/08/2011 Liquid Waste Fund Sewer Maint- Equipment Maint HUB Auto Supply 48.49 AP - Checks for Approval ( 05/06/2011 - 2:15 PM) Page 6 Check Number Check Date Fund Name Account Name Vendor Name Amount 8424 04/08/2011 Liquid Waste Fund Sewer Maint- Equipment Maint HUB Auto Supply 11.97 8424 04/08/2011 Liquid Waste Fund Sewer Maint- Equipment Maint HUB Auto Supply 57.47 8424 04/08/2011 Liquid Waste Fund Sewer Maint - Equipment Maint HUB Auto Supply 12.56 Check Total: 130.49 8425 04/08/2011 Solid Waste Fund Recycling Grant AB 939 Francene Francene E. Kaplan PH.D. 200.00 8425 04/08/2011 Solid Waste Fund Recycling. Grant AB 939 Francene Francene E. Kaplan PH.D. 200.00 Check Total: 400.00 8426 04/08/2011 Solid Waste Fund Public Info/Ed /Community Promo King Badge & Button Co, Inc. 2.97 8426 04/08/2011 Liquid Waste Fund Public Info/Ed /Community Promo King Badge & Button Co, Inc. 26.70 Check Total: 29.67 8427 04/08/2011 Solid Waste Fund Equipment Maintenance Konica Minolta 117.94 8427 04/08/2011 Liquid Waste Fund Equipment Maintenance Konica Minolta 1,061.44 Check Total: 1,179.38 8428 04/08/2011 Solid Waste Fund Legal Services Liebert Cassidy Whitmore 29.76 8428 04/08/2011 Liquid Waste Fund Legal Services Liebert Cassidy Whitmore 267.84 Check Total: 297.60 8429 04/08/2011 Liquid Waste Fund Sewer Maint- Water Pumps Mesa Consolidated Water Dist 17.00 8429 04/08/2011 Liquid Waste Fund Sewer Maint- Water Pumps Mesa Consolidated Water Dist 19.70 8429 04/08/2011 Liquid Waste Fund Sewer Maint- Water Pumps Mesa Consolidated Water Dist 25.10 Check Total: 61.80 8430 04/08/2011 Solid Waste Fund Equipment Maintenance Meridian Systems Supply 10.50 8430 04/08/2011 Liquid Waste Fund Equipment Maintenance Meridian Systems Supply 94.50 Check Total: 105.00 8431 04/08/2011 Liquid Waste Fund Sewer Maint -Bldg Maint Orange Coast Electric 395.00 Check Total: 395.00 8432 04/08/2011 Liquid Waste Fund Sewer Maint -FOG Prog Contract Orange County Sanitation Distr 3,141.50 �ge 7 AP - Checks for Approval ( 05/06/2011 - 2:15 PM) AP — Checks for Approval( 05/06/2011 - 2:15 PM) Page 8 Check N C heck Date Fund Name Acc ount Name • V end or Name Amount Check Check Total: 3,141.50 8433" 04/08/2011 Liquid Waste Fund Due to OCSD Orange County Sanitation Distr 2,387.35 Check Total: 2,387.35 8434 04/08/2011 Solid Waste Fund Office Supplies Office Depot 9.24 8434 04/08/2011 Liquid Waste Fund Office Supplies Office Depot 83.13 Check Total: 92.37 8435 04/08/2011 Solid Waste Fund Travel/Meals/Lodging Bob Ooten 0.36 8435 04/08/2011 Liquid Waste Fund Travel/Meals/Lodging Bob Ooten 3.21 Check Total: 3.57 8436 04/08/2011 Solid Waste Fund Office Supplies Art Perry 3.48 8436 04/08/2011 Liquid Waste Fund Office Supplies Art Perry 31.31 Check Total: 34.79 8437 04/08/2011 Solid Waste Fund Office Supplies Priority Mailing System 17.09 8437 04/08/201.1 Liquid Waste Fund Office Supplies Priority Mailing System 153.83 Check Total: 170.92 8438 04/08/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 292.08 8438 04/08/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 201.04 8438 04/08/2011 Liquid Waste Fund Sewer Maint- Electric Pumps Southern California Edison 312.24 8438 04/08/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 81.11 8438 04/08/2011 Liquid Waste Fund Sewer Maint - Electric Pumps . Southern California Edison 68.75 . 8438 04/08/2011 Liquid Waste Fund . Sewer Maint - Electric Pumps . Southern California Edison 74.74 8438 04/08/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 319.28 8438 04/08/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 343.56 8438 04/08/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 711.05 8438 04/08/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 77.23 8438 04/08/2011 Liquid Waste Fund Sewer Maint- Electric Pumps Southern California Edison 89.85 8438 _ 04/08/2011 ,Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 137.48 8438 04/08/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 53.48 8438 04/08/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 475.30 8438 04/08/2011 Liquid Waste Fund Sewer Maintt- Electric Pumps Southern California Edison 394.70 8438 04/08/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 170.07 AP — Checks for Approval( 05/06/2011 - 2:15 PM) Page 8 Check Number Check Date Fund Name Account Name Vendor Name Amount 8438 04/08/2011 Liquid Waste Fund Sewer Maint- Electric Pumps Southern California Edison 959.90 8438 04/08/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 66.17 8438 04/08/2011 Solid Waste Fund Electric - Building Southern California Edison 48.99 8438 04/08/2011 Liquid Waste Fund Electric - Building Southern California Edison 440.94 Check Total: 8439 04/08/2011 Solid Waste Fund Travel /Meals /Lodging Michael Scheafer 8439 04/08/2011 Liquid Waste Fund Travel /Meals /Lodging Michael Scheafer Check Total: 8440 04/08/2011 Liquid Waste Fund Systm Wide Swr Rcnstruct. #183 Schuler Engineering Corp. 5,317.96 2.04 . 18.36 20.40 15,411.95 Check Total: 15,411.95 8441 04/08/2011 Liquid Waste Fund Life /AD &D Insurance Spec Dist Risk Mgt Authority 150.20 8441 04/08/2011 Liquid Waste Fund Dental Insurance Spec Dist Risk Mgt Authority 586.64 8441 04/08/2011 Liquid Waste Fund Long -Term Disability Spec Dist Risk Mgt Authority 272.38 8441 04/08/2011 Solid Waste Fund . Benefits Admin Costs Spec Dist Risk Mgt Authority 2.98 8441 04/08/2011 Liquid Waste Fund Benefits Admin Costs Spec Dist Risk Mgt Authority 26.82 8441 04/08/2011 Liquid Waste Fund Vision Insurance Spec Dist Risk Mgt Authority 22.65 Check Total: 1,061.67 8442 04/08/2011 Solid Waste Fund Recycling Grant AB 939 Sign Depot 154.43 8442 04/08/2011 Solid Waste Fund Public Info /Ed /Community Promo Sign Depot 19.42 8442 04/08/2011 Liquid Waste Fund Public Info /Ed /Community Promo Sign Depot 174.79 Check Total:. 348.64 8443 04/08/2011 Liquid Waste Fund Sewer Maint- Material /Supplies Skyline Safety and Supply 73.77 Check Total: 73.77 8444 04/08/2011 Solid Waste Fund Staff Development Springbrook Software 49.50 8444 04/08/2011 Liquid Waste Fund Staff Development Springbrook Software 445.50 8444 04/08/2011 Liquid Waste Fund Staff Development Springbrook Software 445.50 8444 04/08/2011 Solid Waste Fund Staff Development Springbrook Software 49.50 Check Total: 990.00 8445 04/08/2011 Liquid Waste Fund Sewer Maint - Material /Supplies Trench Plate Rental Co 231.00 AP - Checks for Approval ( 05/06/2011 - 2:15 PM) age 9 Check NtOr Check Date Fund Name Account Name Vendor Name Amount Check Total: 231.00 8446 04/08/2011 Solid Waste Fund Building Maintenance Trimco Landscape 11.60 8446 04/08/2011 Liquid Waste Fund Building Maintenance Trimco Landscape 104.40 Check Total: 116.00 8447 04/08/2011 Liquid Waste Fund Contract Services Underground Service Alert/SC 303.00 Check Total: 303.00 8448 04/08/2011 Solid Waste Fund Postage Totalfunds By Hasler 30.00 8448 04/08/2011 Liquid Waste Fund Postage Totalfunds By Hasler 270.00 Check Total: 300.00 8449 04/08/2011 Liquid Waste Fund Deferred Compensation - 457 VantagePoint Transfer Agents 655.00 Check Total: 655.00 8450 04/08/2011 Liquid Waste Fund Deferred Medical -RHS- Employee VantagePoint Transfer Agents 562.44 Check Total: 562.44 8451 04/08/2011 Liquid Waste Fund Sewer Maint - Annual Sewer Maint Walters Wholesale Electric Co. 233.16 Check Total: 233.16 8452 04/22/2011 Solid Waste Fund Contract Services Abbott Staffing Group 56.32 8452 04/22/2011 Liquid Waste Fund Contract Services Abbott Staffing Group 506.88 Check Total: 563.20 8453 04/22/2011 Solid Waste Fund Contract Services Appleone Employment Services 44.05 8453 04/22/2011 Liquid Waste Fund Contract Services Appleone Employment Services 396.46 Check Total: 440.51 8454 04/22/2011 Solid Waste Fund Telephone AT &T 47.01 8454 04/22/2011 Liquid Waste Fund Telephone AT &T 423.10 Page 10 AP - Checks for Approval ( 05/06/2011 - 2 :15 PM) Check Number Check Date Fund Name Account Name Vendor Name Amount Check Total: 470.11 8455 04/22/2011 Solid Waste Fund Recycling Grant AB 939 BioContractors, Inc. 2,528.94 8455 04/22/2011 Solid Waste Fund Recycling Grant AB 939 BioContractors, Inc. 216.50 8455 04/22/2011 Solid Waste Fund Recycling Grant AB 939 BioContractors, Inc. 113.66 8455 04/22/2011 Solid Waste Fund Recycling Grant AB 939 BioContractors; Inc. 21.65 Check Total: 2,880.75 8456 04/22/2011 Solid Waste Fund Contract Services Brown and Caldwell 415.10 8456 04122/2011 Liquid Waste Fund Contract Services Brown and Caldwell 3,735.90 Check Total: 4,151.00 8457 04/22/2011 Liquid Waste Fund Public Info /Ed /Community Promo City of Costa Mesa 250.00 Check Total: 250.00 8458 04/22/2011 Solid Waste Fund Trash Hauler Costa Mesa Disposal 197,106.61 Check Total: 197,106.61 8459 04/22/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract C &R Drains Inc. 861.00 Check Total: 861.00 8460 04/22/2011 Solid Waste Fund Sharps Program WM Curbside, LLC 95.00 8460 04/22/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 22.50 8460 04/22/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 75.00 8460 04/22/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC -25.00 8460 04/22/2011 Solid Waste Fund Sharps Program WM Curbside, LLC 100.00 8460 04/22/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 27.00 8460 04/22/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 100.00 8460 04/22/2011 Solid Waste Fund . Pharmaceutical Program WM Curbside, LLC -25.00 8460 04/22/2011 Solid Waste Fund Sharps Program WM Curbside, LLC 95.00 8460 04/22/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 49.50 8460 04/22/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 75.00 8460 04/22/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC -25.00 8460 04/22/2011 Solid Waste Fund Sharps Program WM Curbside, LLC 95.00 8460 04/22/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 9.00 8460 04/22/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC. 75.00 8460 04/22/2011 Solid Waste Fund Sharps Program WM Curbside, LLC 100.00 �ge 11 AP - Checks or Approval (05/06/2011 - 2:15 PM) • AP - Checks for Approval( 05/06/2011 - 2:15 PM) Page 12 Name `� Vendor Name Amount Check Nur Check Date Fund Account Name 8460 04/22/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 36.00 8460 04/22/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 100.00 8460 04/22/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC -25.00 8460 04/22/2011 Solid Waste Fund Sharps Program WM Curbside, LLC 95.00 8460 04/22/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 292.50 8460 04/22/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 75.00 8460 04/22/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC -25.00 8460 04/22/2011 Solid Waste Fund Sharps Program WM Curbside, LLC 95.00 Check Total: 1,486.50 8461 04/22/2011 Liquid Waste Fund Sewer Maint -Staff Development CWEA -TCP 175.00 8461 04/22/2011 Liquid Waste Fund Sewer Maint -Staff Development CWEA -TCP 130.00 Check Total: 305.00 8462 04/22/2011 Liquid Waste Fund Medical /Employment Services Department of Justice 51.00 Check Total: 51.00 8463 04/22/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Greg Deshay 1,800.00 Check Total: 1,800.00 8464 04/22/2011 Liquid Waste Fund Public Info /Ed /Community Promo Estancia Athletics 250.00 8464 04/22/2011 Solid Waste Fund Public Info/Ed /Community Promo Estancia Athletics 250.00 Check Total: 500.00 8465 04/22/2011 Solid Waste Fund Building Maintenance F.M. Thomas Air Condittioning, 15.30 8465. 04/22/2011 Liquid Waste Fund Building Maintenance F.M. Thomas Air Condittioning, 137.70 Check Total: 153.00 8466 04/22/2011 Liquid Waste Fund Systm Wide Swr Rcnstruct. #183 Godwin Pumps of America, Inc. 986.72 8466 04/22/2011 Liquid Waste Fund Systm Wide Swr Rcnstruct. #183 Godwin Pumps of America, Inc. 5,012.56 Check Total: 5,999.28 8467 04/22/2011 Liquid Waste Fund Sewer Maint - Material /Supplies Golden Bell Products, Inc. 1,555.13 Check Total: 1,555.13 AP - Checks for Approval( 05/06/2011 - 2:15 PM) Page 12 Check Number Check Date Fund Name Account Name Vendor Name Amount 8468 04/22/2011 8468 04/22/2011 Solid Waste Fund Liquid Waste Fund Office Supplies Office Supplies MailFinance Inc. MailFinance Inc. 7.72 69.49 Check Total: 77.21 8469 04/22/2011 Liquid Waste Fund Sewer Maint- Water Pumps Irvine Ranch Water District 8.00 8469 04/22/2011 Liquid Waste Fund Sewer Maint- Water Pumps Irvine Ranch Water District 8.00 Check Total: 8474 Check Total: 16.00 8470 04/22/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 224.38 8470 04/22/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 408.22 8470 04/22/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 573.58 8470 04/22/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 269.08 8470 04/22/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 167.59 Check Total: 1,642.85 8471 04/22/2011 Solid Waste Fund Recycling Grant AB 939 Francene Francene E. Kaplan PH.D. 200.00 8471 04/22/2011 Solid Waste Fund Recycling Grant AB 939 Francene Francene E. Kaplan PH.D. 200.00 8471 04/22/2011 Solid Waste Fund Recycling Grant AB 939 Francene Francene E. Kaplan PH.D. 200.00 Check Total: 600.00 8472 04/22/2011 Liquid Waste Fund Sewer Maint - Annual Sewer Maint Mike Kilbride, LTD 4,900.00 Check Total: 8473 04/22/2011 Solid Waste Fund Equipment Maintenance Konica Minolta Bus Sol U.S.A., 8473 04/22/2011 Liquid Waste Fund Equipment Maintenance Konica Minolta Bus Sol U.S.A., Check Total: 8474 04/22/2011 Liquid Waste Fund Legal Services Liebert Cassidy Whitmore 8474 04/22/2011 Solid Waste Fund Legal Services Liebert Cassidy Whitmore 8474 04/22/2011 Solid Waste Fund Legal Services Liebert Cassidy Whitmore 8474 04/22/2011 Liquid Waste Fund Legal Services Liebert Cassidy Whitmore 8474 04/22/2011 Solid Waste Fund Legal Services Liebert Cassidy Whitmore 8474 04/22/2011 Liquid Waste Fund Legal Services Liebert Cassidy Whitmore 4,900.00 6.58 59.23 65.81 59.40 6.60 4.40 39.60 185.27 1,667.46 Check Total: 1,962.73 8475 04/22/2011 Liquid Waste Fund Sewer Maint - Equipment Maint Lifecom 660.64 AP - Checks for Approval ( 05/06/2011 - 2:15 PM) • �ge 13 is Ch eck N� r Check Date Fund Name Ac coun t N ame • Vendor Name Amount AP - Checks for Approval ( 05/06/2011 - 2:15 PM) Page 14 Check Check Total: 660.64 . 8476 04/22/2011 Solid Waste Fund Building Maintenance The Lloyd Pest Control Co. Inc 7.00 8476 04/22/2011 Liquid Waste Fund Building Maintenance The Lloyd Pest Control Co. Inc 63.00 Check Total: 70.00 8477 04/22/2011 Liquid Waste Fund Sewer Maint- Water Pumps Mesa Consolidated Water Dist 17.00 Check Total: 17.00 8478 04/22/2011 Solid Waste Fund Recycling Grant AB 939 The Orange County Register 220.00 Check Total: 220.00 8479 04/22/2011 Solid Waste Fund Office Supplies Office Depot 3.01 8479 04/22/2011 Liquid Waste Fund Office Supplies Office Depot 27.12 8479 04/22/2011 Solid Waste Fund Office Supplies Office Depot 3.60 8479 04/22/2011 Liquid Waste Fund Office Supplies Office Depot 32.42 8479 04/22/2011 Liquid Waste Fund Office Supplies Office Depot 15.31 8479 04/22/2011 Solid Waste Fund Office Supplies Office Depot 1.70 8479 04/22/2011 Solid Waste Fund Office Supplies Office Depot 2.54 8479 04/22/2011 Liquid Waste Fund Office Supplies Office Depot 22.83 Check Total: 108.53 8480 04/22/2011 Liquid Waste Fund Sewer Maint -Sewer Line Maint Santa Ana Blue Print 29.68 8480 04/22/2011 Liquid Waste Fund MultiMedBlueprints /Copies /Sub Santa Ana Blue Print 80.25 8480 04/22/2011 Liquid Waste Fund Bristol St Pump - Contract Labor Santa Ana Blue Print 29.27 8480 04/22/2011 Liquid Waste Fund Grade 5 CCTV Improvements Santa Ana Blue Print 82.86 Check Total: 222.06 8481 04/22/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 759.67 8481 04/22/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 271.47 Check Total: 1,031.14 8482 04/22/2011 Liquid Waste Fund Professional Services Technology Resource Cntr, Inc. 5,000.00 8482 04/22/2011 Liquid Waste Fund Professional Services Technology Resource Cntr, Inc. 815.63 8482 04/22/2011 Solid Waste Fund Professional Services Technology Resource Cntr, Inc. 90.63 8482 04/22/2011 Solid Waste Fund Professional Services Technology Resource Cntr, Inc. 90.63 AP - Checks for Approval ( 05/06/2011 - 2:15 PM) Page 14 Check Number Check Date Fund Name Account Name Vendor Name Amount 8482 04/22/2011 Liquid Waste Fund Professional Services Technology Resource Cntr, Inc. 815.63 Check Total: 6.812.52 8483 04/22/2011 Solid Waste Fund 8483 04/22/2011 Liquid Waste Fund 8484 04/22/2011 Liquid Waste Fund 8485 04/22/2011 Liquid Waste Fund 8486 04/22/2011 Liquid Waste Fund 8487 04/22/2011 Liquid Waste Fund Recycling Grant AB 939 Times Community News Rehab of (6)Swrs Transfrd #189 Times Community News Check Total: Systm Wide Swr Rcnstruct. #183 Trench Plate Rental Co Check Total: Deferred Compensation - 457 VantagePoint Transfer Agents Check Total: Deferred Medical -RHS- Employee VantagePoint Transfer Agents Check Total: Sewer Maint - Telephone Verizon Wireless Check Total: 8488 04/22/2011 Liquid Waste Fund Sewer Maint - Annual Sewer Maint Walters Wholesale Electric Co. 8488 04/22/2011 Liquid Waste Fund Sewer Maint - Annual Sewer Maint Walters Wholesale Electric Co. 8488 04/22/2011 Liquid Waste Fund Sewer Maint- Equipment Maint Walters Wholesale Electric Co. Check Total: 8489 04/27/2011 Liquid Waste Fund Systm Wide Swr Rcnstruct. #183 BEC Bowls Inc Check Total: Report Total: 215.00 487.50 702.50 231.00 231.00 680.00 680.00 564.84 564.84 9.60 9.60 386.59 1,143.87 2,881.88 4,412.34 17,000.00 17,000.00 608,106.80 AP - Checks Approval ( 05/06/2011 - 2:15 PM) age 15 6 or • Costa Mes nitary District. 0 Expense Reimburs nt Form for Directors Name Rober J Ooten I. Attach all receipts. MeetinciAlate Item 05/26/1 VI. C. 11 DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL* MEAL EXPENSE OTHER. i\- tlwk W v (L CA-a�e-vri c eA4 7 /� c IA e) to 't s M0 v ' 7S ClLo J-c C t, ju Z *Can be used for private auto as well as taxi, limo and air fare. 11. Calculation 1. miles at 55 cents per mile (Current Rate) .2. Total meals 3. days attendance at $ 221.00 per day 4. Meeting_ 5. Other Conference /Event: Location: C UJ � P 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. 2/06) t 57, Lv Total = $ ` Z Significant points learned of benefit to the District and its ratepayers: ,a R — Q lLw.�,nt bad r- CL Director Signature: L 1 Costa Mesa Sanitary District Expense Reimbursement Form for Directors Blame: Robert J Ooten 1. Attach all receipts. DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL* MEAL EXPENSE OTHER 7 Jlhj'�> 41- S CWJ. L oc- 10 7 d'z� C kAlciP\ v 0 *Can be used for private auto as well as taxi, limo and air fare. II. Calculation 1. �_ miles at 55.0 cents per mile (Current Rate) 2. Total meals 3. days attendance at $ 221.00 per day (per Board policy) 4. Meeting C W 'O A C Ce 5. Other Conference /Event: Location: C U3 C 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. 1/1ro9) �= Total = $ Significant points learned benefit to the District and ratepayers: Director Signature: • .r, ft,, 0 Costa Mesa Mary District Expense Reimburset Form for Directors Name: 1. Attach all receipts.. DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL* MEAL EXPENSE OTHER 3z� G S D4 U �s� S�, � t ati►�L «fin *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. l t Total meals 3. days attendance at $ 221.00 per day (per Board policy) 4. Meeting 5. Other 1 w'M �40 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. 111/09) _ $ 1�(1 Z 3 Total= $ _ Significant p, w.�► w � benefit to the District and. its ratgpayers: c}-r• g o� �-� C99�115fl S �� Director Signature: L I L J Costa esa Sanitary District. Ex ease Reimbursement Form for Directors Name: j l�lN I. Attach all receipts. DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL* MEAL EXPENSE OTHER Z- -7-1 2- i� C - —#-- 'Gan 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. -P days attendance at $ 221.00 per day (per Board policy) 4. Meeting 5. Other ConferencelEvent: 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) (,N. IWI1) Total Significant points learned of benefit to the District and its ratepayers: Dire ctor'Signature; C E 0- u CT S R n 6 cc 01 01 R r J L Costa Mesa eitary District • Expense Reimbursement Form for Directors Name: MIKE SCHEAFER DIRECTOR 1. Attach all receipts. `T (oL?b 1 •2.CO DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL' MEAL EXPENSE OTHER 04/01/11 WACO MWDOC 14 04/08 CITY /DISTRICT CM CITY HALL 6 04/19 04/21 SEWER SYSTEM CMSD CHAMBER, BREAKFAST. CMCC 5 04/25 RECYCLING COMM, CMSD 04/27 BUDGET STUDY SESSION CMSD 04/28 BOARD MEETING CMSD '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. 6 days attendance at $ 221.00 per day (per Board policy) 4. Meeting 5. Other Conference /Event: I ncatinn- 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) = S1.326,00 Total = $ 1.326.00 Significant points learned of benefit to the District and its ratepayers: G Costa Mesa Sanitary District Expense Reimbursement Form for Directors Name: MIKE SCHEAFER. DIRECTOR I. Attach all receipts.. DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL' MEAL EXPENSE OTHER Lk ICS C 11 D,t>T <2AL. - C 01 CA`s I1h�� `-j �IJl-L ��vQ• C,w�S GtMS 'Can be used for private auto as well as taxi, Ilmo and airfare. II. Calculation 1. J miles at 51.0 cents per mile (CUrrent Rate) 2. Total meals 3. days attendance at $ 221.00 per day (per Board polity) 4. Meeting 5. Other ConferencelEvent: 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) $ « -)S Total= $ 12 Significant points learned of benefit to the District and its ratepayers: Director Signatu ;rev. uv�o) � � • • Costa Mes4bnitary District • Expense ReimburseMent Form for Directors Name: Jim Ntzpatrick APRIL 2011 I. Attach all receipts. ./1 • , DATE OF EV €NT PURPOSE OR OCCASION LOCATION TRAVEL* MEAL EXPENSE OTHER April 1 WACO OCWD April 25 Recycling Committee CMSD April 26 Costa Mesa City Council Meeting City Hall April 28 Costa Mesa Sanitary District Board Meeting CMSD April 8 City Liaison Meeting City Hall April 7 Cal Works CRRA Training Irvine Valley College April 27 CMSD Special Meeting - Budget CMSD *Can be used f@f private auto as well as taxi, limo and air tare. II. Calculation miles at 51.0 cents per mile (Current Rate) 2. Total meals 3. 6 days attendance at $ 221.00 per day (d— ®Poard policy) 4. Meeting 5. tither Conferenclffivent: Location: Per Ordinance No. 55, "Board members shall provide brief reports on njeetings attended at public expense at the next regular BOard meeting." (Operations Code, Section 3.01.035) $ $1.326 Total = $ 1.326 Significant points learned of benefit to the District and its ratepayers: Will Cover at Board Meeting C (r�ev..I /1/09) Costa Mesa Stary District • Expense Reimbursem nt Form for Directors _ p Name: I. Attach all receipts. DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL* MEAL EXPENSE OTHER IIT o S i t1._'�L r 1 ��" G c °f`._�'1^ r�-f`� � v �%!J /1 i�� !,(, - *Can be used for private auto as well as taxi, limo and air fare. 11. Calculation 1. 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) _ $ = /, 39 o o Total= $ ( 3 ;L C . yU Significant points learned of benefit to the District and ft ratepayers: Director Signature:, (rev. 1/1109) � R Meeting Date Item # 05/26/11 VI. C. 12 COST,X 9VESA SAjN77AR2' zS2RzCT Memorandum To: Board of Directors ..... an Independent Speciaf District Via: Scott Carroll, General Manager From: Marc Davis, Treasurer Date:. May 26, 2011 Subject: Investment Report for the Month of April 2011 Summary • Attached is the Investment Report for the month of April 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 April 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 April 30, 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 May 26, 2011 Page 2 of 3 The weighted average stated rate of return current yield) for the District's investment r 9 9 ( Y ) t portfolio as of April 30, 2011, was 1.249 %. The yield to maturity of the portfolio was 1.273 %. The District's weighted average interest rate was 66 basis points (0.661 %) above the daily effective yield of LAIF, which was 0.588% as of April 30, 2011. The weighted average number of days to maturity for the District's total portfolio was 768 days (2.10 years). The average duration of the underlying securities in LAIF as of April 30, 2011, which is the most current information available, was 175 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 April 30, 2011 was 42.77 %. As of April 30, 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 and will be included with the entire agenda packet for the May 26, 2011 Board of Directors regular meeting at District Headquarters (628 W. 19th Street) and on the District's website at www.crosdca.gov. • 2 • • Board of Directors May 26, 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 April 30, 2011 Cl COSTA MESA SANITARY DISTRICT Treasurer's Report of Pooled Cash and Investments April 30, 2011 • 0 Costa Mesa Sanitary District Pooled Cash and Investments by Fund April 30, 2011 CMSD Solid Waste Activities $ 6,107,277.64 Deposits Outstanding 12,109,275.73 Asset Replacement Fund Bank Balance In Transits Checks Book Balance Active Accounts: Bank of America $ 3,709,200.49 - 225,607.37 $ 3,483,593.12 Reconciling Items - - - - Total Active Accounts 3,709,200.49 - 225,607.37 3,483,593.12 Market Adjustment Market Value Increase Decrease Cost Investments: Local Agency Investment Fund $ 6,285,639.11 - - $ 6,285,639.11 Money Market/Sweep Account 64,713.64 - - 64,713.64 Federal Agency Securities 8,491,560.00 - (6,940.00) 8,498,500.00 Total Investments 14,841,912.75 - (6,940.00) 14,848,852.75 Total Pooled Cash & Investments $ 18,551,113.24 $ - $ 218,667.37 $ 18,332,445.87 0 Costa Mesa Sanitary District Pooled Cash and Investments by Fund April 30, 2011 CMSD Solid Waste Activities $ 6,107,277.64 CMSD Liquid Waste Activities 12,109,275.73 Asset Replacement Fund 115,892.50 Total Pooled Cash & Investments $ 18,332,445.87 5/11/11 Marcus D. Davis Date Treasurer /Director of Finance • 1 • • COSTA MESA SANITARY DISTRICT Investment Activity Summary April 30, 2011 Total investments outstanding as of March 31, 2011 $ 15,432,017.74 Additions: Gain on sale of investment - Investment purchases - Deductions: Investment maturity /sale proceeds - Loss on sale of investment - Investments called - Net increase (decrease) in Sweep Account 8,000.62 Net increase (decrease) in LAIF (591,165.61) Total investments outstanding as of April 30, 2011 $ 14,848,852.75 2 COSTA MESA SANITARY DISTRICT Investment and Investment Earnings April 30, 2011 CUSIP Purchase Maturity Number Investment Date Date n/a Local Agency Investment Fund n/a n/a n/a Bank of New York -Sweep Acct n/a n/a 3136FMP24 Federal National Mortgage Assn 07/07/10 07/07/15 3136FM3D4 Federal National Mortgage Assn 07/28/10 07/28/15 3134G1TR5 Federal Home Loan Mortgage 09/30/10 09/30/15 31337141_7 Federal Home Loan Bank 10/06/10 10/06/14 311331,12P7 Federal Farm Credit Bank 11/17/10 11/17/14 31331 J3D3 Federal Farm Credit Bank 12/01/10 12/01/14 313371 WQ5 Federal Home Loan Bank 12/09/10 06/09/14 31331,16X6 Federal Farm Credit Bank 01/05/11 01/05/15 3135GOAV5 Federal National Mortgage Assn 04/01/11 06/02/14 Totals $ 14,848,852.75 $ 37,839.70 " *Represents the LAIF daily rate at 4/30/11 3 Comments Interest Coupon Investment Earned at Rate Cost 04/30/11 0.588% $ 6,285,639.11 n/a 0.010% 64,713.64 n/a 2.370% 1,000,000.00 7,505.00 1.500% 500,000.00 - 2.000% 1,000,000.00 1,722.22 1.600% 1,000,000.00 1,111.11 1.250% 1,000,000.00 5,694.44 1.600% 1,000,000.00 6,666.66 1.375% 1,000,000.00 5,423.61 2.100% 1,000,000.00 6,766.66 1.800% 998,500.00 2,950.00 Totals $ 14,848,852.75 $ 37,839.70 " *Represents the LAIF daily rate at 4/30/11 3 Comments COSTA MESA SANITARY DISTRICT Summary of Policy Limitations April 30, 2011 Current % of Market Value Description 04/30/11 Maximum % U.S. Treasury Bills 0.00% Unlimited U.S. Treasury Notes 0.00% Unlimited Federal Agency Issues: FICB 0.00% Unlimited FL13 0.00% Unlimited FHLB 13.43% Unlimited FHLMC 6.69% Unlimited FNMA 16.90% Unlimited FFCB 20.19% Unlimited Other * 0.00% Unlimited Banker's Acceptances 0.00% 25%(1) Certificates of Deposit 0.00% 25% Negotiable Certificates of Deposits 0.00% 25%(1) Commercial Paper 0.00% 25%(1) Medium Term Corporate Notes 0.00% 20%0) LAIF (Local Agency Investment Fund) 42.35% 40,000,000 Shares of Benefical Interest 0.00% 20% Money Market/Mutual Funds (Sweep Acct) 0.44% 10% per fund (2) Total 100.00% % of portfolio maturing under one year 42.77% no less than 20% % of portfolio maturing over one year 57.23% 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 COSTA MESA SANITARY DISTRICT Schedule of Investments by Instrument Type April 30, 2011 Purchase Description Broker /Dealer Date State Treasurer's Pool LAIF n/a Total State Treasurer's Pool Money Market Mutual Fund Bank of New York n/a Total Money Market Mutual Fund Federal Home Loan Bank UnionBanc 10/06/10 Federal Home Loan Bank UnionBanc 12/09/10 Total Federal Home Loan Bank Federal Home Loan Mortgage Total Federal Home Loan Mortgage Federal National Mortgage Association 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 4/30/11 • E.J. De La Rosa 09/30/10 E.J. De La Rosa 07/07/10 E.J. De La Rosa 07/28/10 Union Banc 04/01/11 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 0.588% " $ 6,285,639.11 $ 6,285,639.11 POOL 6,285,639.11 42.33% 6,285,639.11 42.35% Continuous 0.010% 64,713.64 64,713.64 SWEEP 64,713.64 0.44% 64,713.64 0.44% 10/06/14 1.600% 1,000,000.00 1,000,080.00 FHLB 06/09/14 1.375% 1,000,000.00 993,270.00 FHLB 2,000,000.00 13.47% 1,993,350.00 13.43% 09/30/15 2.000% 1,000,000.00 993,460:00 FHLMC 1,000,000.00 6.73% 993,460.00 6.69% 07/07/15 2.370% 1,000,000.00 1,003,200.00 FNMA 07/28/15 1.500% 500,000.00 501,440.00 FNMA 06/02/14 1.800% 998,500.00 1,004,210.00 FNMA 2,498,500.00 16.83% 2,508,850.00 16.90% 11/17/14 1.250% 1,000,000.00 991,390.00 FFCB 12/01/14 1.600% 1,000,000.00 1,000,090.00 FFCB 01/05/15 2.100% 1,000,000.00 1,004,420.00 FFCB 3,000,000.00 20.20% 2,995,900.00 20.19% $ 14,848,852.75 100.00% $ 14,841,912.75 100.00% i • COSTA MESA SANITARY DISTRICT Investment Portfolio . April 30, 2011 • Total Investment Portfolio Total Portfolio Weighted Avg Interest Rate Weighted Avg Yield to Maturity Weighted Avg Days to Maturity "Represents the LAIF daily rate at 4/30/11 1.249% 1.273% 768 Days a 2.10 Years $ 14,848,852.75 Investment Purchase Maturity Days to Coupon Yield to Investment Broker /Dealer Type Date Date Maturity Rate Maturity Cost Local Agency Investment Fund Pool 1 0.588% *' 0.588% $ 6,285,639.11 Bank of New York Sweep 1 0.010% 0.010% 64,713.64 E.J. De La Rosa FNMA 07/07/10 07/07/15 1,529 2.370% 2.370% 1,000,000.00 E.J. De La Rosa FNMA 07/28/10 07/28/15 1,550 1.500% 2.229% 500,000.00 E.J. De La Rosa FHLM 09/30/10 09/30/15 1,614 2.000% 2.000% 1,000,000.00 UnionBanc FHLB 10/06/10 10/06/14 1,255 1.600% 1.600% 1,000,000.00 E.J. De La Rosa FFCB 11/17/10 11/17/14 1,297 1.250% 1.250% 1,000,000.00 UnionBanc FFCB 12/01/10 12/01/14 1,311 1.600% 1.600% 15000,000.00 UnionBanc FHLB 12/09/10 06/09/14 1,136 1.375% 1.375% 1,000,000.00 UnionBanc FFCB 01/05/11 01/05/15 1,346 2.100% 2.100% 1,000,000.00 UnionBanc FNMA 04/01/11 06/02/14 1,129 1.800% 1.800% 998,500.00 Total Investment Portfolio Total Portfolio Weighted Avg Interest Rate Weighted Avg Yield to Maturity Weighted Avg Days to Maturity "Represents the LAIF daily rate at 4/30/11 1.249% 1.273% 768 Days a 2.10 Years $ 14,848,852.75 COSTA MESA SANITARY DISTRICT For all Maturities with Market Values April 30, 2011 * *Represents the LAIF daily rate at 4/30/11 i • • Net Purchase Maturity Intuition Investment Coupon Investment Market Accrued Gain /(Loss) Date Date Broker /Dealer Type Par Rate Cost Value Interest If Sold n/a Continuous LAW POOL $ 6,285,639.11 0.588% ** 6,285,639.11 6,285,639.11 - - n/a Continuous Bank of New York SWEEP 64,713.64 0.010% 64,713.64 64,713.64 - - 07/07/10 07/07/15 E.J. De La Rosa FNMA 1,000,000.00 2.370% 1,000,000.00 1,003,200.00 7,505.00 3,200.00 07/28/10 07/28/15 E.J. De La Rosa FNMA 500,000.00 1.500% 500,000.00 501,440.00 - 1,440.00 09/30/10 09/30/15 E.J. De La Rosa FHLMA 1,000,000.00 2.000% 1,000,000.00 993,460.00 1,722.22 (6,540.00) 10/06/10 10/06/14 UnionBanc FHLB 1,000,000.00 1.600% 1,000,000.00 1,000,080.00 1,111.11 80.00 11/17/10 11/17/14 E.J. De La Rosa FFCB 1,000,000.00 1.250% 1,000,000.00 991,390.00 5,694.44 (8,610.00) 12/01/10 12/01/14 UnionBanc FFCB 1,000,000.00 1.600% 1,000,000.00 1,000,090.00 6,666.66 90.00 12/09/10 06/09/14 UnionBanc FHLB 1,000,000.00 1.375% 1,000,000.00 993,270.00 5,423.61 (6,730.00) 01/05/11 01/05/15 UnionBanc FFCB 1,000,000.00 2.100% 1,000,000.00 1,004,420.00 6,766.66 4,420.00 04/01/11 06/02/14 UnionBanc FNMA 998,500.00 1.800% 998,500.00 1,004,210.00 2,950.00 5,710.00 Total Investments $ 14,848,852.75 14,848,852.75 14,841,912.75 37,839.70 (6,940.00) * *Represents the LAIF daily rate at 4/30/11 i • • COSTA MESA SANITARY DISTRICT Call Schedule April 30, 2011 Type of Purchase Maturity Coupon 1,000,000.00 Investment Date Date Rate Par Value FNMA 07/07/10 07/07/15 2.370% $ 1,000,000.00 FNMA 07/28/10 .07/28/15 1.500% 500,000.00 FHLMC 09/30/10 09/30/15 2.000% 1,000,000.00 FHLB 10/06/10 10/06/14 1.600% 1,000,000.00 FFCB 11/17/10 11/17/14 1250% 1,000,000.00 FFCB 12/01/10 12/01/14 1.600% 1,000,000.00 FHLB 12/09/10 06/09/14 1.375% 1,000,000.00 FFCB 01/05/11 01/05/15 2.100% 1,000,000.00 FNMA 04/01/11 06/02/14 1.800% 998,500.00 Investment Cost Call Features • $ 1,000,000.00 Callable 7/7/11 w /10 days notice 500,000.00 Callable 7/28/11 w /10 days notice, quarterly thereafter 1,000,000.00 Callable 3/30/11 w/5 days notice, quarterly thereafter 1,000,000.00 Callable 1/6/11 w/5 days notice and anytime after 1,000,000.00 Callable 11/17/11 w/7 days notice and anytime after. 1,000,000.00. Callable 3/1/11 w/5 days notice and anytime after 1,000,000.00 Callable 6/9/11 w/5 days notice and anytime after 1,000,000.00 Callable 1/5/12 w/7 days notice and anytime after 998,500.00 Callable 9/2/11 w /10 days notice, thereafter 12,3,6,9 Totals $ 8,498,500.00 $ 8,498,500.00 9 COSTA MESA SANITARY DISTRICT MATURITIES DISTRIBUTION April 30, 2011 70% --------------------------------------------------- - - - - -- Cost so °% ° In Thousands 50% ------------------------------------------------------ - - - - -- 1 - 180 Days 40.39% $ 6,351 42.77% -- -------- ------- ---------------- - - - - -- ------- - - - - -- 181 - 365 Days - 40 1 - 2 Years - 30% 16.84% 2 - 3 Years - 20% -- ------------------------------- - - - - -- ------- - - - - -- 3 - 4 Years 5,998 10% _. --------------------- ------ - -- -- - - - --`- ° 0.00% o.00 °i° 4 - 5 Years 0.00% 2,500 TOTAL $ 14,849 U' /° qua ,®.rte a,, ��,,,,,® 1 -180 181 -365 1 -2 2 -3 3 -4 4 -5 Days Days Years Years Years Years 9 Costa Mesa Sanitary District Portfolio Interest Rate Information as of April 30, 2011 2.50% 2.00% 1.50% 1.00% 0.50% 0.00% o y y y yo �,yo �,yo do yo o ,yo ,yo �o ,yo o o o o o o o Ica \-p yy \y�yy 0 CO\ 10 • -3 month T -Bill --- 6 month T -Bill 2 year T -Note -- -----3 year T -Note ---- -5 year T -Note —CMSD- monthly —LAIF- monthly ----OC Poo�monthty .N.A.-emorandum To: Board of Directors meeuny vale mein * 05/26/11 IX. A. III w Oil ... an Independent ,Specia[District From: Scott Carroll, General Manag� Date: May 26, 2011 Subject: Fiscal Year 2011 -12 Budget Summary On April 27, 2011, the Board was presented the preliminary budget for Fiscal Year 2011 -12. The preliminary budget consisted of a spending plan that included no rate increases. During the meeting, the Board directed staff to make several modifications to the budget,. which are described in more details below. Staff Recommendation That the Board of Directors approve Resolution No. 2011 -795 adopting the Fiscal -Year 2011 -12 Budget Analysis The following modifications were made to the FY2011 -12 Budget: • Appropriate $30,000 for a Zero Waste Implementation Plan • Remove $150,000 for the Stromboli Sewer Improvements from the CIP Budget. Staff determined that it will be. more cost effective to continue its preventive maintenance program on Stromboli. • Separate the $1 million Earthquake Reserve Fund from the Asset Management Fund. • Identify contract employees in the Organization Chart. • Replace the word "Miscellaneous" in line items. In addition, the Board requested to view the salary ranges for the promotional positions identified in the budget. These positions are being promoted because of the Protecting our community's health by providing soiidwaste andsewer coffection services crosdca.go,v Board of Directors May 26, 2011 Page 2 of 3 additional assigned duties and tasks as result of the staffing change that occurred this • past year. FY10 -11 Lead Maintenance Worker 58,060 77,806 FY11 -12 Maintenance Supervisor 67,800 90,858 FY10 -11 Accountant 1 60,291 80,796 FY11 -12 Accounting Manager 71,190 95,401 FY10 -11 Program Assistant 39,342 52,722 FY11 -12 Management Analyst 61,700 82,684 FY10 -11 Accounting Specialist 1 40,743 54,600 FY11 -12 Accounting Specialist II 48,027 64,361 FY10 -11 Permit Processing Specialist 38,971 52,225 FY11 -12 Permit Technician 44,928 60,208 FY10 -11 Maintenance Worker 41,349 55,412 FY11 -12 Maintenance Worker III 47,400 63,521 Currently, there are two vacant positions that will be reclassified to a lower salary range. These two positions are identified below. • FY10 -11 Operations Manager 84,811 129,846 FY11 -12 Maintenance Worker 37,900 50,790 FY10 -11 Office Specialist II 39,345 52,726 FY11 -12 Office Specialist 1 32,662 43,770 Finally, the role of the Administrative Manager's position is being revised for next fiscal year. Currently, the Administrative Manager is responsible for finance, personnel and some risk management activities. When the current Administrative Manager retires in December, the duties for this position will be revised to include personnel, risk management, emergency preparedness and public communications. The new salary range is below. FY10 -11 Administrative Manager 67,517 90,479 FY11 -12 Administrative Manager 78,200 104,795 In conclusion, the District's Fiscal Year 2011 -12 Budget is a spending plan that will strive to meet the organization's goals and objectives for moving forward to achieving its vision, mission and core values. Some of the key features of the budget are below: • Funds Strategic Goals • Creates an Asset Management Fund for replacing aging infrastructure • Funds nearly $2.4 million dollars in capital improvements A. • • Board of Directors May 26, 2011 Page 3 of 3 • Implements succession planning • Enacts pension reform • Improves transparency • Enhances the District's image through new branding efforts • NO RATE INCREASES Strategic Element & Goal This item complies with Strategic Plan Element 7.0., Finances by ensuring the short and long -term fiscal health of the District. Legal Review District Counsel has reviewed and approved the resolution: Financial Review The proposed budget is projecting $13,013;250 in revenues and $13,012,335 in expenditures leaving a projected balance of $915. 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 May 26, 2011 Board of Directors regular meeting at District Headquarters and on District's website. Alternative Actions 1. Do not adopt the budget and refer the matter back to staff Attachment A: Resolution No. 2011 -795 B: Proposed Budget — Fiscal Year 2011 -12 Reviewed by: 4< __QQ �s Sherry Kallab Administrative Manager RESOLUTION NO. 2011 -795 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE • COSTA MESA SANITARY DISTRICT, ADOPTING A BUDGET FOR THE FISCAL YEAR 2011 -12 THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT DOES HEREBY RESOLVE AS FOLLOWS: THAT, WHEREAS, the Proposed Budget for the 2011 -12 fiscal year has been prepared by order of the Board of Directors. NOW, THEREFORE, BE IT RESOLVED as follows: SECTION 1: The Annual Budget for the Costa Mesa Sanitary District for the fiscal year beginning July 1, 2011 and ending June 30, 2012, is hereby adopted as set forth in the 2011 -12 Proposed Budget, subject to minute action of any changes made to the Proposed Budget at the time of its adoption. PASSED AND ADOPTED this 26th day of May 2011, by the following roll call vote. AYES: NOES: ABSENT: ATTEST: Secretary, Costa Mesa Sanitary District Board of Directors STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss COSTA MESA SANITARY DISTRICT ) President, Costa Mesa Sanitary District Board of Directors I, JOAN REVAK, Clerk of the District, hereby certify that the above and foregoing Resolution No. 2011 -795 was duly and regularly passed and adopted by the said Board of Directors at a regular meeting thereof held on the 26th day of May 2011. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Seal of the Costa Mesa Sanitary District this 26th day of May 2011. Clerk of the Costa Mesa Sanitary District 40 • RESOLUTION NO. 2011 -795 ® A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT, ADOPTING A BUDGET FOR THE FISCAL YEAR 2011 -12 THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT DOES HEREBY RESOLVE AS FOLLOWS: THAT, WHEREAS, the Proposed Budget for the 2011 -12 fiscal year has been prepared by order of the Board of Directors. NOW, THEREFORE, BE IT RESOLVED.as follows: SECTION 1: The Annual Budget for the Costa Mesa Sanitary District for the fiscal year beginning July 1, 2011 and ending June 30, 2012, is hereby adopted as set forth in the 2011 -12 Proposed Budget, subject to minute action of any changes made to the Proposed Budget at the time of its adoption. PASSED AND ADOPTED this 26th day of May 2011, by the following roll call vote. AYES: NOES: ABSENT: ATTEST: Secretary, Costa Mesa Sanitary District Board of Directors STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss COSTA MESA SANITARY DISTRICT ) President, Costa Mesa Sanitary District Board of Directors I, JOAN REVAK, Clerk of the District, hereby certify that the above and foregoing Resolution No. 2011 -795 was duly and regularly passed and adopted by the said Board of Directors at a regular meeting thereof held on the 26th day of May 2011. IN.WITNESS WHEREOF, I have hereunto set my hand and affixed the Seal of the Costa Mesa Sanitary District this.26th day of May 2011. Clerk of the Costa Mesa Sanitary District Costa Mesa Sanitary District Proposed Budget Fiscal Year 2011 -12 • • 40 Expenses: Salaries & benefits Operations & maintenance Programs Capital improvement projects Transfer Out Total Fund Expenses Net Income (Loss) 1,431,740 1,361,590 70,150 5.15% 7,488,845 Costa Mesa Sanitary District 414,615 5.86% 94,500 Summary. Budget (91,890) - 49.30% 2,397,250 1,428,14.8 for Solid Waste and Liquid Waste Funds 1,600,000 - 1,600,000 0.00% Preliminary Estimated 13,012,335 10,050,358 2,961,977 Budget Actual Increase (- Decrease) FY 2011 -12 FY 2010 -11 Amount Percent Revenues: Annual charge $ 10,269,000 $ 10,261,910 $ 7,090 0.07% Property taxes - 119,461 (119,461) - 100.00% Investment earnings 184,000 94,000 90,000 95.74% Additional container charge 100,000 107,000 (7,000) - 6.54% Other 63,000 92,006 (29,006) - 31.53% Capital Contributions - - - 0.00% Transfer In 2,397,250 28,520 2,368,730 8305.50% Total Revenues 13,013,250 10,702,897 2,310,353 8263.25% Expenses: Salaries & benefits Operations & maintenance Programs Capital improvement projects Transfer Out Total Fund Expenses Net Income (Loss) 1,431,740 1,361,590 70,150 5.15% 7,488,845 7,074,230 414,615 5.86% 94,500 186,390 (91,890) - 49.30% 2,397,250 1,428,14.8 .969,102 67.86% 1,600,000 - 1,600,000 0.00% 13,012,335 10,050,358 2,961,977 29.570/6 $ (6511624) - 99.86% $ 915 $ 652,539 • COSTA MESA SANITARY DISTRICT 427,800 1,003,940 1,431,740 Operations & maintenance Fund Balance Summary (Accrual Basis) 2,662,505 7,488,845 Programs 94,500 Asset Asset Solid Waste Liquid Waste Replacement Management • Fund I Fund Fund Fund 2,397,250 Retained Earnings, June 30, 2010 $ 4,767,478 $ 28,913,410 $ - $ - $ 33,680,888 Estimated Revenues 360 1,697,805 177,500 (797,250) 1,078,415 Estimated Fund Balance, June 30, 2012 Annual charge 5,144,840 5,117,070 $ 36,304,010 Reserves 10,261,910 Property taxes 119,461 Investment in fixed assets 119,461 Investment earnings 25,000 69,000 (25,000) 94,000 Additional container charge 107,000 (1,345,000) 107,000 Charges for service (1,000,000) 192,540 (1,000,000) 192,540 Other 58,247 33,759 (1,170,000) Estimated Available Fund Balance, June 30, 2012 92,006 Transfer in 341,520 $ 4,977,750 28,520 28,520 Total Estimated Revenues 5,454,548 5,248,349 192,540 - 10,895,437 Estimated Expenses Salaries .& benefits 419,200 942,390 1,361,590 Operations & maintenance 4,673,470 2,400,760 7,074,230 Programs 186,390 186,390 Capital improvement projects - Depreciation 700,000 700,000 Transfer out 28,520 28,520 Total Estimated Expenses 5,279,060 4,043,150 28,520 - 9,350,730 Estimated Net Income (Loss) 175,488 1,205,199 164,020 - 1,544,707 Estimated Fund Balance, June 30, 2011 $ 4,942,966 $ 30,118,609 $ 164,020 $ - $ 35;225,595 Transfer to newly established fund, July 1, 2011 (5,775,000) 5,775,000 - Estimated Revenues Annual charge 5,155,000 5,114,000 10,269,000 Property taxes - Investment earnings 64,000 120,000 184,000 Additional container charge 100,000 100,000 • Charges for service 177,500 177,500 Other 30,000 33,000 63,000 Transfer in 2,397,250 1,600,000 3,997,250 Total Estimated Revenues 5,349,000 7,664,250 177,500 1,600,000 14,790,750 Estimated Expenses Salaries & benefits 427,800 1,003,940 1,431,740 Operations & maintenance 4,826,340 2,662,505 7,488,845 Programs 94,500 94,500 Capital improvement projects - Depreciation 700,000 700,000 Transfer out 1,600,000 2,397,250 3,997,250 Total Estimated Expenses 5,348,640 5,966,445 - 2,397,250 13,712,335 Estimated Net Income (Loss) 360 1,697,805 177,500 (797,250) 1,078,415 Estimated Fund Balance, June 30, 2012 $ 4,943,326 $ 26,041,414 $ 341,520 $ 4,977,750 $ 36,304,010 Reserves Investment in fixed assets (22,780,000) (22,780,000) Reserved for life insurance (25,000) (25,000) Reserved for capital outlay (1,345,000) (1,345,000) Reserved for earthquake /emergency (1,000,000) (1,000,000) Reserved for operating (803,000) (367,000) (1,170,000) Estimated Available Fund Balance, June 30, 2012 $ 4,115,326 $ 549,414 $ 341,520 $ 4,977,750 $ 9,984,010 • COSTA MESA SANITARY DISTRICT Adopted Line Item Budget Fiscal Year 2011 -12 273,690 421,300 • Part -time salaries 23,800 - 23,800 Solid Liquid 63,650 79,560 Waste Waste 5,730 8,890 Fund Fund Total Revenues: Tuition Reimbursement - - Annual charge $ 5,155,000 5,099,000 10,254,000 Additional container charge 100,000 - 10.0,000 Investment earnings 64,000 120,000 184,000 Contributions 30,000 - 30,000 Charges for services Cafeteria plan 15,000 15,000 Sewer permits - 5,000 5,000 Inspection fees - 28,000 28,000 Total revenues 5,349,000 5,267,000 10,616,000 Expenses: Salaries and benefits (administrative): Regular salaries 273,690 421,300 694,990 Part -time salaries 23,800 - 23,800 Board salaries 15,910 63,650 79,560 Overtime 3,160 5,730 8,890 ® Auto allowance 2,400 2,400 4,800 Tuition Reimbursement - - - Technology Program 3,000 27,000 30,000 Cell phone allowance 2,210 5,480 7,690 Incentive Pay - - - Compensated absences 2,990 5,310 8,300 Cafeteria plan 32,600 53,700 86,300 Medicare 5,020 6,620 11,640. Social security 2,530 3,950 6,480 Retirement - employer 34,850 48,710 83,560 Retirement - employee 20,500 28,650 49,150 Deferred medical 2,740 3,830 6,570 Benefits administration 300 4,000 4,300 Workers' compensation 2,100 3,470 5,570 Subtotal administrative 427,800 683,800 1,111,600 Salaries and benefits (sewer maintenance): Regular salaries - 187,250 187,250 Part time salaries - - - ® Overtime - 20,260 20,260 COSTA MESA SANITARY DISTRICT Adopted Line Item Budget Fiscal Year 2011 -12 Compensated absences Cafeteria plan Medicare Retirement - employer . Retirement - employee Deferred medical Benefits administration Workers' compensation Subtotal sewer maintenance Total salaries and benefits Operations and maintenance (administrative): Professional services Engineering /architectural services Plan check /inspection - inside Plan check /inspection - outside Plan check /inspection - sewer lateral Legal services Fiscal services Medical /employment services Contract services Container collection costs County collection fee Trash hauler Recycling /disposal Election Costs Building maintenance Equipment maintenance Office supplies Multi media /copy /blueprint Postage Public info /education /promo Small tools /equipment Memberships /dues Staff development Travel /meals /lodging 320,140 320,140 427,800 1,003,940 1,431,740 36,150 r Solid Liquid - Waste Waste 57,900 Fund Fund Total - 1,800 1,800 - 43,160 43,160 - 3,920 3,920 - 28,780 28,780 - 16,930 16,930 - 2,260 2,260 - 500 500 - 15,280 15,280 320,140 320,140 427,800 1,003,940 1,431,740 36,150 123,850 160,000 - 57,900 57,900 - 99,564 99,564 - 27,312 27,312 • - 26,832 26,832 35,000 100,000 135,000 17,500 32,500 50,000 60 540 600 - 2,000 2,000 14,000 - 14,000 15,500 15,300 30,800 2,375,000 - 2,375,000 2,209,000 - 2,209,000 1,500 12,000 13,500 2,500 22,600 25,100 800 7,200 8,000 250 10,950 11,20.0 9,900 12,400 22,300 11,700 13,700 25,400 200 2,000 2,200 12,560 40,400 52,960 5,700 37,000 42,700 2,540 38,960 41,500 • COSTA MESA SANITARY DISTRICT Adopted Line Item Budget Fiscal Year 2011 -12 Mileage reimbursement Liability insurance Telephone Gas - building Water - building Electric. - building Asset Replacement Asset Management Capital Outlay Contingency Total operations and maintenance (administrative) Operations and maintenance (sewer maintenance): Pump station contract Sewer line maintenance contract Fats, oils and grease contract Televising sewer lines contract GIS Annual Sewer Maintenance Inflow reduction program Sewer lateral program Equipment maintenance Small tools /equipment Materials and supplies Office Supplies Bldg maint - yard bldg Telephone - yard bldg Gas - yard bldg Water - yard bldg Electric - yard bldg Water pumps Electric pumps Staff development Travel /meals /lodging Capital Outlay Solid Waste Fund 1,500 6,000 500 50 160 1,000 1,520 57,100 8,650 Liquid Waste Fund 1,200 56,000 5,800 450 1,440 8,190 175,980 1,600,000 198,900 285,117 Total 2,700 62,000 6,800 500 .1,600 9,190 177,500 . 1,600,000 256,000 293,767 4,826,340 3,016,085 7,842425 - 58,000 58,000 - 185,000 185,000 - 100,000 100,000 - 25,000 25,000 - 30,000 30,000 - 250,000 250,000 = 29,220 29,220 - 200,000 200,000 - 66,500 66,500 - 35,000 35,000 - 40,000 40,000 - 7,200 7,200 - 6,600 6,600 - 5,500 5,500 - 400 400 - 1,500 1,500 - 7,500 7,500 - 4,000 4,000 - 80,000 80,000 - 3,000 3,000 - 100,000 100,000. COSTA MESA SANITARY DISTRICT Adopted Line Item Budget Fiscal Year 2011 -12 Liability insurance Total operations and maintenance (sewer maintenance) Total operations and maintenance Programs: Sharps Program Household hazardous waste Telephone book recycling Educational tours Pharmaceutical Scavenging Total programs Solid Liquid Waste Waste 1,246,420 1,246,420 4,826,340 4,262,505 9,088,845 24,000 - 24,000 30,000 - 30,000 13,000 - 13,000 2,500 - 2,500 15,000 - 15,000 10,000 - 10,000 94,500 - 94,500 0 7 is • • is COSTA MESA SANITARY DISTRICT Adopted Line Item Budget Fiscal Year 2011 -12 Capital improvement projects: #101 - Westside abandonment #171 - Irvine pump station force main #190 - Canyon force main rehabilitation #191 - Condition assessment force mains #192 - System wide sewer reconstruction #193 -Seismic refurbish #194 - Sewer manhole rehab Total capital improvement projects Total expenses Net revenue Transfer from asset management fund Net revenue Solid Liquid Waste Waste Fund Fund 350,000 293,750 75,000 50,000 1,175,000 - 100,000 353,500 2,397,250 Total 350,000 293,750 75,000 50,000 1,175,000 100,000 353,500 2,397,250 5,348,640 7,663,695 13,012,335 $ 360 (2,396,695) (2,396,335) 0.00 2,397,250 2,397,250 360 555 915 COSTA MESA SANITARY DISTRICT Budget Details for Selected Accounts Fiscal Year 2011 -12 Description Professional services: TRC computer cons ulting /maint contract Bldg TRC telemetry computer /maint contract Yard TRC telemetry computer /maint contract Records management Website maintenance Granicus open platform Pump station study Branding consultant LCW personnel /admin Rules Zero waste study Wastewater rate. study-engineer's report Total professional services Fiscal services: Treasurer /Financial services contract Audit contract Solid Liquid 17,500 Waste Waste Fund Fund Total $ 1,100 9,900 11,000 - 5,000 5,000 - 13,500 13,500 700 6,300 7,000 200 1,800 2,000 150 1,350 1,500 20,000 20,000 3,000 27,000 30,000 1,000 9,000 10,000 30,000 1,200 30,000 - 30,000 30,000 $ 36,150 123,850 160,000 $ 14,000 26,000 40,000 3,500 6,500 10,000 Total fiscal services $ 17,500 32,500 50,000 Contract services: Dig alert services $ - 2,000 2,000 Total contractual services $ - 2,000 2,000 Building maintenance: Janitorial contract $ 600 5,400 6,000 Janitorial supplies 120 1,080 1,200 Building security 160 1,440 1,600 Backflow testing 70 120 190 Landscape maintenance 300 2,700 3,000 Pest control 160 450 610 Air conditioning maintenance 90 810 900 is Total Building Maintenance $ 1,500 12,000 13,500 • COSTA MESA SANITARY DISTRICT Budget Details for Selected Accounts Fiscal Year 2011 -12 Solid Liquid Waste Waste Description Fund Fund Total Building maintenance Yard: Janitorial contract $ - 1,100 1,100 Janitorial supplies - 500 500 Building security - 2,500 2,500 Backflow testing - 1,500 1,500 Landscape maintenance - 500 500 Pest control - - - Air conditioning maintenance - 500 500 Total Building Maintenance $ - 6,600 6,600 0 COSTA MESA SANITARY DISTRICT Budget Details for Selected Accounts Fiscal Year 2011 -12 Total equipment maintenance Equipment maintenance - sewer maintenance: Truck maintenance Propane Diesel Total equipment maintenance - sewer maintenance Staff development: MS Office training CASA mid -year (1) CSDA conference (3) CCAC conference (1) Diehl Evans tax seminar (2) CAPPO meetings (2) CSMFO meetings (3) CSMFO conference (2) CalPERS conference (1) Liebert Cassidy Whitmore Enhance safety plan Springbrook conference (2) ISDOC (4) CSDA legislative days (1 ) CASA annual conference (1 ) EOC Training ICMA - periodicals SWANA conference $ 2,500 22,600 25,100 50,000 50,000 500 500 16,000 16,000 66,500 66,500 is • $ 164 Solid Liquid - 1,500 Waste Waste 3,240 Description Fund Fund Total Equipment maintenance: 540 600 30 Konica Minolta copier maint & copies $ 500 4,500 5,000 Phone updates /maintenance 140 1,360 1,500 Computer equipment maintenance 100 900 1,000 SpringBrook annual maintenance fees 1,500 13,500 15,000 SpringBrook database maintenance 180 1,620 1,800 ADP Timeclock 80 720 800 Total equipment maintenance Equipment maintenance - sewer maintenance: Truck maintenance Propane Diesel Total equipment maintenance - sewer maintenance Staff development: MS Office training CASA mid -year (1) CSDA conference (3) CCAC conference (1) Diehl Evans tax seminar (2) CAPPO meetings (2) CSMFO meetings (3) CSMFO conference (2) CalPERS conference (1) Liebert Cassidy Whitmore Enhance safety plan Springbrook conference (2) ISDOC (4) CSDA legislative days (1 ) CASA annual conference (1 ) EOC Training ICMA - periodicals SWANA conference $ 2,500 22,600 25,100 50,000 50,000 500 500 16,000 16,000 66,500 66,500 is • $ 164 1,476 1,640 - 1,500 1,500 360 3,240 3,600 130 1,170 1,300 60 540 600 30 270 300 60 540 600 120 1,080 1,200 100 900 1,000 300 2,700 3,000 500 4,500 5,000 240 2,160 2,400 6 54 60 120 1,080 1,200 150 1,350 1,500 500 4,500 5,000 50 450 500 • 2,400 2,400 COSTA MESA SANITARY DISTRICT Budget Details. for Selected Accounts Fiscal Year 2011 -12 Solid Waste Description . Fund Chamber breakfast (12) 10 Finance periodicals 40 Supervisory training 360 Total staff development _ • 0 . . Liquid Waste Fund Total 90 100 360 400 9,040 9,400 $ 5,700 37,000 42,700 COSTA MESA SANITARY DISTRICT Budget Details for Selected Accounts Fiscal Year 2011 -12 Description Staff development - sewer maintenance: CWEA renewal (4) Computer Training (2) CWEA training (4) Total staff development - sewer maintenance Travel /Meetings /Lodging: CASA - mid -year (4) CASA - spring (3) CASA conference (5) CSDA GAD (4) CSDA conference (4) CWEA conference (1) WEF conference (1) SWANA chapter meetings (4) ISDOC quarterly meetings (4) Chamber breakfast (12) Refreshments - Board meetings (12) Refreshments - special Board meetings (8) Mileage SWANA/SWRCB seminar Solid Liquid Waste Waste Fund Fund Total - 600 600 - 500 500 - 1,900 1,900 - 3,000 3,000 - 5,200 5,200 - 4,500 4,500 - 7,500 7,500 600 5,400 6,000 650 5,850 6,500 - 1,500 1,500 - 1,000 1,000 400 - 400 50 450 500 80 720 800 160 1,440 1,600 200 1,800 2,000 100 900 1,000 300 2,700 3,000 Total travel /meetings /lodging $ 2,540 38,960 41,500 0 • COSTA MESA SANITARY DISTRICT Budget Details for Selected Accounts for Fiscal Year 2011 -12 • , Solid Liquid Waste Waste Description Fund Fund Total Capital Outlay Admin & Operations Granicus Open Platform $ 800 $ 7,200 $ 8,000 Enhance EOC 3,800 .34,200 38,000 Energy efficient auto 35,000 35,000 Headquarter remodel 17,500 157,500 175,000 Subtotal Admin & Operations Capital Outlay $ 57,100 $ 198,900 $ 256,000 Capital Outlay Sewer Maintenance Standby generators pump stations 100,000 100,000 Total Capital Outlay $ 57,100 $ 298,900 $ 356,000 1 40 C Costa Mesa Sanitary District 11 -12 Budget Worksheet Budget Accounts Worksheet Public Info /Ed /Promo Newsletters Fund 10 Fund 20 Total Multi -Media 600 600 1,200 Subscriptions: 50 450 500 Directory of City Clerks 10 90 100 Postmaster 40 360 400 Total Subscription 50 450 500 Rate card notice - Stationary - Count Cans Promo 100' Stationary/Envelopes 100 900' 1,000 Business Cards Names (4) 100 900 1,000 Total Stationary 200 1,800 2,000 13,700 25,400 Miscellaneous Sewer Atlas - 1,200 1,200 Blueprints - 7,500 7,500 Total miscellaneous - 8,700 8,700 Total Multi Media 250 10,950 11,200 Public Info /Ed /Promo Newsletters 9,000 9,000 18,000 City of CM Rec Ad (2) 600 600 1,200 Corr Tax Roll Fee 50 450 500 Times Pub Notice Ord 300 2,700 3,000 Worms 100 - 100 Calendars /Promo 50 450 500 Rate card notice - - - Count Cans Promo 100' - 100 Newspaper Recycling Ad 1,000 - 1,000 Scholarships 500 500 1,000 Total Pub Info 11,700 13,700 25,400 • • CJ Po —_2 • Meter Rental 170 1,530 1,700 Postage 200 1,800 2,000 Postage Newsletter 9,000 9,000 18,000 Rate Card Notice - - - Certified postage /Surveys 530 70 600 Total Postage 9,900 12,400 22,300 • COSTA MESA SANITARY DISTRICT Budget Details for Memberships /Dues Fiscal Year 2011 -12 Description Local Agency Formation Commission (LAFCO) Santa Ana River Flood Protection Agency (SARFPA) California Special Districts Association (CSDA) Costa Mesa Chamber of Commerce California Association of Sanitation Agencies (CASA) Independent Special Dist of OC (ISDOC) Costa Mesa Historical Society National Notary Association Notary renewal Calif Society of Municipal Finance Officers (CSMFO) Government Finance Officer Association (GFOA) Calif Assoc of Public Purchasing Officers (CAPPO) Liebert Cassidy WDR Annual Permit Fee City Clerks Association of Calif (CCAC) OC Tax Assessor CWEA MEMA SpringBrook Users Group Solid Waste Association of North America (SWANA) Water Environment Federation (WEF) ICMA Solid Liquid Waste Waste Fund Fund Total $ 8,800 16,300 25,100 - 1,100 1,100 2,350 2,350 4,700 250 250 500 - 8,000 8,000 100 100 200 50 50 100 50 50 100 40 360 400 20 180 200 20 180 200 300 2,700 3,000 - 6,600 6,600 100 100 200 150 150 300 - 600 600 - 100 100 30 30 60 200 - 200 - 300 300 100 900 1,000 Total Professional Memberships /Dues $ 12,560 40,400 52,960 0 • • • CMSD ORGANTLATION CHART • Accounting Manager Accounting Specialist II Administrative Manager Contract Employees — Managment Analyst - Office Specialist I Board of Directors General Manager Maintenance Permit Technician Mantenance Worker III (Z) Maintenance Worker Maintenance Intern District Counsel District Treasurer District Engineer Clerk of the Board /Office Manager L Ordinance Enforcement Officer (PT) Inspector meeting gate _item 05/26/11 IX. B. COST.9WES'ASAm7AR,2'J�IS7RIC7 ...an Independent Specia(District Memorandum To: Board of Directors Via: Scott Carroll, General Manager-----� From: Sherry Kallab, Administration Manager Date: May 26, 2011 Subject: Fire Damaged Equipment Budget Adjustment Summary The Santiago Canyon fire in October 2007 destroyed miscellaneous equipment and • parts the District had stored at Jimni, the District's pump station maintenance contractor's yard. A claim was filed through the District's insurance provider, Special District Risk Management Authority ( SDRMA). In November 2008 the District received a check in the amount of $154,369 for the actual cash value of the equipment loss. To receive the entire replacement cost of $235,773 all of the damaged equipment must be replaced and SDRMA supplied with proof of purchase. • Staff Recommendation Staff recommends the Board approve a budget adjustment in the amount of $130,701. to fund the entire replacement of the fire damaged equipment. Account Account Number Debit Credit Capital Outla 20- 200001 -4995 $130,701 Other Reimbursement 20- 000000 -3725 $81,404 Unreserved Retained Earnings 20- 000000 -2990 $49,297 Protecting our community's fieaft6 6y providing solidwaste andsewercoffection services cnisdca.gov Board of Directors May 26, 2011 Page 2 of 2 Analysis By taking advantage of the replacement cost option offered by SDRMA the District will return its floating equipment inventory to the level it was before the fire. Having replacement pumps and parts on hand is important in the event of pump failure. The District will be reimbursed $81,404 by SDRMA once proof of purchase is provided. Strategic Element & Goal This item complies with Strategic Plan Element 1.0., Sewer Infrastructure and Strategic Goal No. 1.7., Pump Station Maintenance and Standardization Program. Legal Review Not applicable Financial Review • The District received $154,369 from SDRMA for the actual cash value of the parts and equipment lost in the Santiago Fire. To date $105,072 of the $154,369 has been spent on replacement pumps with the remainder of the funds held in retained earnings. In order to receive the full reimbursement of $235,773 all fire damaged • equipment must be replaced and proof of purchase provided to SDRMA. 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 May 26, 2011 Board of Directors regular meeting at District Headquarters and on District's website. Alternative Actions 1. Refer the matter back to staff �J 1 A meeting Date Item # 05/26/11 Ix. C. COSTO .9KESA SA9v77ARY D1S7RIL7 Memorandum ... an Independent Specia[District To: Board of Directors From: Scott Carroll, General Manag� Date; May 26, 2011 Subject: Authority to Transfer Funds from Account to Account Summary Attached is a proposed ordinance that would give the General Manager authority to transfer up to $50,000 from account to account within the existing adopted budget. Transfers over $50,000 would be approved by the Board of Directors. • Staff Recommendation That the Board of Directors adopts the attached ordinance • Analysis To address funding resources as needed, staff recommends, amending the financial policies of Chapter 4.03 to give the General Manager the authority to transfer funds from account to account within the existing adopted budget. The maximum amount the General Manager could transfer from account to account is $50,000. Transfers over $50,000 would still need to be approved by the Board. If approved tonight, the General Manager would be authorized to transfer funds between personnel, M &O, capital outlay and contingencies. However, funds from these accounts will not be transferred to CIP funds and funds will not be transferred between solid and liquid waste accounts. Currently, the Board approves all transfer of funds. Because the Board meets once a month, the current procedure prevents staff from being able to act swiftly to address shifting priorities and /or unanticipated expenditures, enhance service delivery or address a pressing need that was not anticipated at the time the annual budget was prepared. Protecting our community's 6eaft6 6y providing solid waste and sewer coffection services crosdca.gov Board of Directors May 26, 2011 Page 2 of 2 Strategic Element & .Goal Not applicable Legal Review District Counsel has reviewed and approved the attached ordinance Financial Review There are no financial impacts to the District if this ordinance is approved tonight. 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 May 26, 2011 Board of Directors regular meeting at District Headquarters and on District's website. Alternative Actions 1. Do not adopt the ordinance. 2. Refer the matter back to staff. Attachment A: Budget Transfer Ordinance • • • • Attachment A ORDINANCE NO. 82 AN ORDINANCE OF THE COSTA MESA SANITARY DISTRICT AMENDING SECTION 4.03.010 OF THE OPERATIONS CODE TO ALLOW BUDGET TRANSFER WHEREAS, the Board of Directors is required to adopt an annual budget; and . WHEREAS, the Board desires to provide the General Manager with flexibility to transfer certain amounts without Board approval; NOW, THEREFORE, the Board of Directors of the Costa Mesa Sanitary District does hereby ORDAIN as follows: Section 1.. That Section 4.03.010. of the Costa Mesa Sanitary District Operations Code is amended by adding subsection (h) to read as follows: (h) The general manager shall have the authority to transfer up to fifty thousand dollars ($50,000) from savings, from account to account or between personnel, maintenance & operations and capital outlay unless otherwise: prohibited by law. Funds shall not be transferred between the solid and liquid waste funds. Transfers over fifty thousand dollars must be approved by the Board of Directors." Section 2. Should any part, clause or section of this Ordinance be declared by any Court of competent jurisdiction to be invalid, the remaining provisions of this Ordinance shall nevertheless be and remain in full force and effect and the Board of Directors of the. Costa Mesa Sanitary District of Orange County, California, hereby declares that each and every section, clause, provision or part of this Ordinance would have been adopted and made a part of this Ordinance without the adoption of any portion thereof and that the invalidity of any part or provision hereof shall not in any way affect the validity or enforcement of the remaining provisions of this Ordinance that may stand on their own. Section 3. Pursuant to Health and Safety Code Sections 6490 and 6491.3, the District Clerk shall cause this ordinance or a summary thereof to be published in a newspaper of general circulation printed and published in the District according to law. PASSED and ADOPTED this day of • Secretary President 2011.. Budget Transfer Ordinance Page 2 of 2 APPROVED AS TO FORM 'a. District Counsel • • • J STATE OF CALIFORNIA ) • COUNTY OF ORANGE ) SS CITY OF COSTA MESA ) I, JOAN REVAK, Clerk .of the Costa Mesa Sanitary District, hereby certify that the above and foregoing Ordinance No. 82 was duly and regularly passed and adopted by said Board of Directors at a regular meeting thereof, held on the 26th day of May 2011 by the following vote: AYES: NOES: ABSENT: ® ABSTAIN: IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seal of the Costa Mesa Sanitary District, this 26th day of May 2010. Clerk of the Costa Mesa Sanitary District • meeting uate item 05/26/11 X. A. COSTA MESA SANITARY DISTRICT RECYCLING COMMITTEE y AGENDA Monday, May 23, 2011- 10:30 a.m. Costa Mesa Sanitary District. 628 W. 19th Street (Director Fitzpatrick and President Ooten) All Directors are welcome. STANDING REPORTS I. CY 2011 Recycling Committee Goals • Review CY 2011 Goals II. Waste Diversion Report — March 2011 • Update on how CMSD is meeting AB 939 goals III. Recycling Report — March 2011 • Update on the amount of recycling materials diverted from the landfill IV. Ordinance Enforcement Officer's Report • Review OEO enforcement activities for trash cans, graffiti and scavenging V. Scavenging Report • Review scavenging activities reported to CA1PD . • Update on the lockable containers - Oral Report VL Qtly Public Outreach Calendar • Review upcoming community events NEW DISCUSSION ITEMS VII. City of Costa Mesa Solid Waste Programs • Discuss solid waste and recycling issues with City officials — Oral Report VIII. Code Enforcement Procedures • Review and discuss existing procedures for issuing administrative citations and consider revisions to procedures IX. Promoting Zero Waste • Review Zero Waste Communities handout • Discuss rotating composters from Home Depot • Review and discuss City of 1ivi ne Zero Waste Program X. Articles of Interest • Sign On San Diego — It's rubbish: No fairness in cite trash collection ACTION ITEMS • XI. None Page.1 of 2 Recycling Committee May 23, 2011 Paqe 2 of 2 PUBLIC COMMENTS XII. This is the time to receive an}, comments from members of the public. Next Meeting Date — June 20, 2011 Dated: May 19, 2011 �.I R V'/ Clerk of the District • • • • Meeting Date Item # 05/26/11 XI I. A. SEWER SYSTEM COMMITTEE AGENDA May 17, 2011, 10:30 a.m. Costa Mesa Sanitary District 628 W. 19th Street Costa Mesa, California Directors Ooten and Ferryman All Directors Welcomed STANDING REPORTS I. Monthly Spill Statistics • Review Sanitary Sewer Overflow Occurrence Report Summary, CY2011 NEW DISCUSSION ITEMS II. Administrative Civil Liability (ACL) against Santa Margarita Water District • Review report on $1.7 million fine and cause of force main failure III. New Condition Assessment Method for Force Main Inspection • Review handouts IV. CIWQS Performance Reports —.Results for CMSD — Oral Report by District Engineer V. WDR Triennial Review; Open Comment Period Extension to May 13, 2011 • Review City of Orange response VI. WDR Seminar; No -Dig Installations of Sewers • Review seminar flyer VII. Inflow at OC Fair & Event Center • Review response letter from OC Fair & Event Center VIII. Articles of Interest: • A Paris School Turns to Sewers for Sustainable Heat Source • Oceanside Facing Possible $10 Million Fine for December Sewage Spill ACTION ITEMS IX. Removal of Stromboli Sewer from Proposed 2011 -2012 CIP •, Review handouts and recommendations from Sewer Subcommittee X. Alternative SCADA System — Aquavx • Review alternative system; and • Recommends staff continues having discussions with Aquavx; and • Return to the Board of Directors with a proposed alternative SCADA system XI. Revisions to CMSD SSMP • Approve schedule for revisions to SSMP Page 1 of 2 Sewer System Committee May 17, 2011 XII. Street Sweeping Services — Oral Report CMSD PROJECTS: XIII. 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 PUBLIC COMMENTS XIV. This is the time to receive any comments from members of the public Next Meeting Date: June 14, 2011 Dated: May 12, 2011 Clerk of the District Page 2 of 2 :7 is 6 05/26/11 A --o" XIV. A. a � W 6�4 - !M11 To: Board of Directors ... an Independent Specia(1Di.stfict Via: Scott Carroll, General Manag From: Alan R. Bums, District Counsel Date: May 26, 2011 Subject: Proposed Ordinance Establishing Legal Duties to Maintain Sewer Laterals so as to Not Damage District Property or Cause Sewer Spills and Prohibiting Dumping Debris into District's System Summary ® The proposed ordinance would strengthen existing ordinances and add additional authority to ensure that sewer spills do not occur by improper maintenance of private laterals, including roots and other conditions. The proposed ordinance would also make it a misdemeanor to damage District property or to dump debris in the District's system. Staff Recommendation That the Board of Directors adopt the proposed ordinance. Analysis The proposed ordinance makes the following changes to the Operations Code with respect to the- condition of sewer laterals: 6.02.050 — establishes a legal duty to maintain your sewer lateral so that sewage. spills do not occur. The duty extends to owners and tenants and includes roots and other conditions. 6.02.060 — establishes. that if the District can prove that a "person" caused or allowed a condition to exist in a lateral so that a District line is damaged or a spill occurs, such person shall be liable for the District's damage or abatement costs. Due process must first be given. • (Protecting our community's (eafth and the environment by providing solidwaste andsewe.r coCCection services, www. crosdca.gov Board of Directors May 26, 2011 Paae 2 of 3 • 6.02.070 — establishes that if a property is a source of spills. on more than one occasion or in cases of imminent danger of future spills, the Board may order that the property owner reconstruct the line or other device to protect the District's system or to prevent sewer spills. Due process must be given first. 6.03.080 — sets forth that in addition to the above consequences, the District may order that the property be disconnected from the District's system for violation of District's rules in accordance with the provisions of Health and Safety Code section 6523.2. 6.03.090 — establishes that the above violations, including the failure to take corrective action after notice, are misdemeanors. Pursuant to the Health and Safety Code and Costa Mesa Sanitary District Operations Code section 1.02.010, misdemeanors are punishable by up to a $1,000 fine and up to six months in jail. In addition, a new Chapter 6.09 is proposed to be added pertaining to damage to District Property. The pertinent provisions: 6.09.010 — establishes a basic prohibition on damaging District property. 6.09.020 — provides that persons who damage the District's system shall be liable to the District for the costs of the response, including damage or abatement. Damage includes • dumping debris in the District's system that causes the District expense. District Counsel has personal experience with contractors dumping concrete down sewer lines, and the District Engineer has also experienced similar damages. 6.09.030 — further provides that persons causing the damage or condition are liable for the full costs of the abatement or repair. 6.09.040 — provides that it is a misdemeanor to intentionally or negligently damage District property or dump unauthorized materials into District's system. Strategic Element and Goal This item complies with Strategic Plan Element 1.0., Sewer Infrastructure and the objective for this element is as follows: "To collect and transport wastewater to meet the needs of existing and future customers." Legal Review District Counsel prepared and approved the attached ordinance. • N Board of Directors May 26, 2011 Page 3 of 3 • Financial Review No costs have been identified, to the. District by implementing this ordinance. The ordinance could save the District significant money if compliance prevents a spill or damage, and the District will save money by being able to recoup response time and abatement costs. 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 May 26, 2011 Board of Directors regular meeting at District Headquarters and on District's website. Alternative Actions 1. Not approve the ordinance and provide that the District will absorb the costs of response, abatement and damage to the District's system. • 2. Refer the matter back to staff for revision Attachment A: Ordinance No. 83 Attachment A N ORDINANCE NO. AN ORDINANCE OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT PROVIDING FOR THE ABATEMENT OF CONDITIONS CAUSED BY IMPROPERLY MAINTAINED LATERALS OR DUMPING DEBRIS IN DISTRICT'S SYSTEM WHEREAS, the District is authorized to adopt regulations related to its sewer system and connections thereto; and WHEREAS, the District is subject to an Order of the State Water Resources Control Board, which requires that the District have a sewer system management plan to prevent sewer system overflows that might pollute state and federal waters and the Pacific Ocean; and WHEREAS, the District has previously adopted an ordinance prohibiting grease accumulation in food service establishments and which required grease interceptors, other devices and diligent maintenance so that sewer system overflows do not occur; and WHEREAS, the District is also concerned about sewer system overflows from other lateral conditions, including, but not limited to, root intrusion; and • WHEREAS, the District has already mandated that property owners are responsible for the maintenance of their laterals; and WHEREAS, the Board does hereby determine that the costs of abatement of sewer spills and other occurrences requiring a District abatement response because of a failure to maintain a sewer lateral should be borne by the property owner; NOW, THEREFORE, the Board of Directors of the Costa Mesa Sanitary District does hereby ORDAIN as follows: Section 1. That Section 6.02.050 is hereby added to the Costa Mesa Sanitary District Operations Code to read: "Section 6.02.050. Prohibition. Every owner, tenant and persons using property shall have a legal duty not to cause, permit or allow roots or other conditions to exist in sewer laterals so that sewage spills or damage to District lines occur." Section 2. That Section 6.02.060 is hereby added to the Costa Mesa Sanitary District Operations Code to read: • "Section 6.02.060. Abatement. Provided District can prove that a person, firm • or corporation caused or allowed, by failure to take effective maintenance measures, . roots or other conditions to occur in the sewer lateral so that a District line or appurtenance is damaged or so that .a sewer overflow occurs, District may charge the responsible person for that damage and for the abatement costs of any response necessary. District shall first provide the ostensibly responsible person with a copy of the evidence that forms the basis of the proof, a copy of the District Engineer's tentative conclusions about the condition of the sewer lateral and any causes for that condition, and a copy of this Chapter. Said responsible person shall have an appropriate amount of time to respond to said charges in a hearing in which due process will be provided. Generally, at least ten days notice of the hearing shall be given. If possible, the responsible person shall be given notice at the time of the sewer overflow or damage if the person is believed to be the cause at that' time. The responsible person shall also be provided with a copy of the charges incurred to date before the hearing if those are available." Section 3. That Section 6.02.070 is hereby added to. the Costa Mesa Sanitary District Operations Code to read: "Section 6.02.070. Reconstruction. In cases in which a property is a source of sewer spills on more than one occasion, such that recurrence is likely, or in cases in which there is an imminent danger of future sewer spills, the Board may order that a responsible person reconstruct the sewer lateral or other appropriate device to protect • the District's system or to protect against sewer system overflows that would be a violation of federal, state or local law. Said order shall not be made unless the property owner and other appropriate persons have been given notice of the proposed action and an opportunity to address the Board of Directors regarding the proposed action. Any order to reconstruct shall contain a finding that the action was necessary to protect the public health, safety and welfare, which are threatened by future sewer spills that are otherwise likely." Section 4. That Section 6.02.080 is hereby added to the Costa Mesa Sanitary District Operations Code to read: "Section 6.02.080. Termination of Service. The District shall also have the right, in addition to any other rights that it may have, to terminate the property from District's .service. Before such termination shall occur, District shall provide the due process required by Health and Safety Code Section 6523.2." Section 5. That Section 6.02.090 is hereby added to the Costa Mesa Sanitary District Operations Code to read: "Section 6.02.090. Violations. Any person violating any provisions of this Chapter, including failing to take corrective action after being provided with a hearing thereon, shall be guilty of a misdemeanor and punished as provided in Section 1.02.010 of this Code." K NO Section 6. That Chapter 6.09 is hereby added to the Costa Mesa Sanitary District Operations Code to read: • "Chapter 6.09 Damage to District Property Section 6.09.010. Damage to District Propert y. No person shall damage District property, including, but not limited to, sewer lines and appurtenances. Section 6.09.020. Liability for Damage. Every person who damages District property by intentional or negligent act shall be liable to the District for the costs thereof. "Damage" shall include, but not be limited to, dumping debris into the District's sewer system and the costs to remove said debris and to restore District's system. Such liability shall also include, but not be limited to, liability for failure to maintain property or by actions taken which cause a sewer spill or sewer backup or other occurrence that requires a District response. Responsible persons shall be liable for response costs related to such damage, whether by District personnel or by District's independent contractors. Section 6.09.030. Liability for Abatement/Repair Costs. Persons responsible for causing damage or conditions requiring abatement or repair costs shall be liable to the District for the full costs thereof. Section 6.09.040. Penalty. It shall be unlawful for any person to intentionally or. is negligently damage District property or dump unauthorized materials into District's sewage system." Section 7. Any person, firm or corporation violating the provisions of this ordinance shall be guilty of a misdemeanor and punishable as provided in Chapter 1.02 of the District's Operations code. Section 8. Should any part, clause or section of this ordinance be declared by any court of competent jurisdiction to be invalid, the remaining provisions of this ordinance shall nevertheless be and remain in full force and effect and the Board of Directors of the Costa Mesa Sanitary District of Orange County, California, hereby declares that each and every section, clause, provision or part of this ordinance would have been adopted and made a part of this ordinance without the adoption of any portion thereof and that the invalidity of any part or provision hereof shall not in any way affect the validity or enforcement of the remaining provisions. of this ordinance that may stand on their own. Section 9. Pursuant to Health and Safety Code Sections 6490 and 6491.3, the District Clerk shall cause this ordinance or a summary thereof to be published in a newspaper of general circulation printed and published in the District according to law. • 3 PASSED and ADOPTED this day of , 2011. • Secretary APPROVED AS TO FORM I 64-)t e- �� ---- DISTRICT COUNSEL • • 4 President ,4 STATE OF CALIFORNIA ) COUNTY OF ORANGE ) SS • CITY OF COSTA MESA ) I, JOAN REVAK, Clerk of the Costa Mesa Sanitary District, hereby certify that the above and foregoing Ordinance No. 83 was duly and regularly passed and adopted by said Board of Directors at a regular meeting thereof, held on the 26th day of May 2011 by the following vote: AYES: NOES: ABSENT: ABSTAIN: • IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seal of the Costa Mesa Sanitary District, this 26th day of May 2011. Clerk of the Costa Mesa Sanitary District 5 Meeting Date Item # 05/26/11 XV. A. COST.9 WES X S07V77AR2'rU1STR1cT • . 1 To: Board of Directors ... an Independent S'peciafDistrict Via: Scott Carroll, General Managwls� From: Joan Revak, Office Manager /Clerk of the District Date: May 26, 2011 Subject: Records Management and Retention Summary The District hired consultant, Diane R. Gladwell, to assist in preparing a Records Management and Retention Program. Staff Recommendation Staff recommends the Board of Directors adopt the attached Records Retention Schedule. Analysis The purpose of a records management and retention program is to establish a timetable (retention period) for a records life cycle and provide authorization for a record's ultimate disposition. A record's ultimate disposition is either destruction or permanent preservation. Upon adoption by the Board, staff will undertake the process of organizing all District records and a temporary employee will be hired to appropriately scan the documents requiring retention. Staff will return to the Board with a Resolution recommending a list of documents to be destroyed. Protecting our community's health by providing solid waste and sewer collection services. www. crosddca.gov Board of Directors May 26, 2011 Paae 2 of 2 • Strategic Element and Goal This item complies with Strategic Plan Element 5.0, Administrative Management and Strategic Goal No. 5.2, Enhance Records Management Program. Legal Review The schedules were reviewed by District Counsel. Financial Review To date, the District has spent $768 for consulting services out of the 2010 -2011 budgeted amount of $32,100. An additional $7,000 is in the 2011 -2012 Budget, Quotes from various document imaging vendors run from $12,000 to $25,000. The project will also require services of a temporary employee at an estimated cost of $3,500. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the May 26, 2011 Board of Directors regular meeting at District headquarters and on • District's website. Alternative Actions Refer the matter back to Staff. Attachment • HOW TO USE RETENTION SCHEDULES ©1995 -2010 Gladwell Governmental Services,.Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining. the information presented in the retention schedule has been printed on,the back of each page for your easy reference; an index to locate records is also provided. The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specified period of.time has elapsed. Copies or duplicates of records should never be retained longer than the prescribed period for the original record. STRUCTURE: DISTRICTWIDE, DEPARTMENTS & DIVISIONS The District -wide retention schedule includes those records all. departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the original record, for the prescribed length of time. Each department has a separate retention schedule that describes the records that are unique to- their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to ,the District -wide retention schedule. An index will be provided for your reference. BENEFITS This retention 'schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the District with the following benefits: • Reduce administrative expenses, expedite procedures • Free filing cabinet and office space • Reduce the cost of records storage • Eliminate duplication of effort within the District • Find records faster • Easier purging of file folders • Determine what media should be used to store records For questions, please contact the Records Manager Authorization to Destroy Records: All original records that have exceeded their retention period must be authorized according to District Policies & Procedures prior to destroying them. Copies, drafts, notes and non - records do NOT require authorization, and can be destroyed "When No Longer Required." • If there is a minimum retention ( "When No Longer Required - Minimum 2 years "), it must be authorized before it is destroyed, as it is an original record. • If there is NOT a minimum retention ( "When No Longer Required "), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / transitory record or a copy. • RECORDS RETENTION SCHEDULE LEGEND ©1995 - 2010 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the original or "record copy." Usually it is the department that originates the record, unless the item is for a Board of Director's meeting (then it is the District Clerk) Records Description: The record series (a group of like records). Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra- agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a "trusted system ", etc. Non - Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business. Retention /Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off -site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P = Permanent Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated. . Vital? = Those records that are needed for basic operations in the event of a disaster. Media Options (guideline) — the form of the record: Mag = Computer Magnetic Media (hard drive, disks, tapes, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper OD = Optical Disk, CD, DVD or other media which does not allow changes Scan / Import (guideline): "S" indicates the record should be scanned into the document imaging system; "I" indicates the record should be electronically imported into the document imaging system; . "M" indicates the record should be microfilmed Destroy Paper after Imaged & QC'd (guideline, if record is imaged): QC'd= Quality Checked. "Yes" indicates the paper version may be destroyed if the document has been imaged (microfilmed, scanned or imported onto Optical Disk — CD -R, WORM or DVD -R), and both the images and indexing Quality Checked ( "QC'd "). Legend for legal citations ( §: Section) B &P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H &S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Atty. Gen.: Attorney General Opinions (CA) PC: Penal Code (CA) R &T: Revenue & Taxation Code (CA) UAC: Uniform Administrative Code UBC: UniioBuilding Code UFC: Uniform Fire Code UPC: Uniform Plumbin CQ6e 9 USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA) Ver.2.0 RECORDS RETENTION SCHEDULE: DISTRICT -WIDE STANDARDS Page DW -1 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. Image: Destroy Inactive • • • • • • Paper Active •'•Tdtdl'•' Media 1= Import (OFR) (Off -site, Vital? after (in office) Rgtgritibri• Options M =Mfr OD or Mfr) S =Scan Imaged & Retentions aDDIV to the department that is NOT the Office of Record (OFR) or the "Lead Department" ff you are the OFR refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e. q. last document + 2 ears since destruction is normally Performed by file folder. L/ti ation complaints, claims public records act requests, audits and /or investi ations sus end normal retention er- s retention resumes after settlement or completion). Finance / Accounts Payable (Invoices, Copies - When No . j;opies = ; 'Wheh-NO • Yes: Until Also see Grants. copies; GC Accounts DW -001 Petty Cash, Travel Expense Longer • •' L'. . • ; Paid Mag, Ppr §60200. Payable Reimbursements, etc.) Required . Regilired • Cbpie's L. ' Agendas, Agenda Packets & Copies - District DW -002 Action Summaries (Board of When No *I en •Nc3 . Longer Yes Mag, Ppr copies; GC §60200 Clerk Directors) Longer . Required . ' Required . . Copies =. •WhV n.NQ. District Copies - When No Send all original agreements or Clerk DW -003 Agreements & Contracts Longer L n6Qr. Yes Mag, Ppr contracts to the District Clerk Required . (copies); GC §60200 Department preference; Most do not have E &O. E &O Statute of Limitations (insurance certificates are filed with Agreements & Contracts - ALL: agreement); Published Audit Lead ADMINISTRATIVE RECORDS Completion + ' ' . ' ' ' C6nipfeflon Mag, Mfr, Yes: After Standards =4 -7 years; Statute of Department DW -004 5 years + 5•years; OD, Ppr S / I QC Limitations: Contracts & Correspondence, project Spec's =4 years, Wrongful schedules, etc. Death =comp. + 5 years, Developers must retain their records for completion + 10 years; CCP § §336(a), 337 et. seq., GC §60201 Special Districts are required to Lead DW -005 Agreements & Contracts: Bid Opening Bit1 O(nln$ Ma Ppr g' keep public works unaccepted Department Unsuccessful bids + 2 years . + 2'years . bids for 2 years; GC 60201 d)(11) COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 is • Adopted: • ® i Ver. 2.0 RECORDS RETENTION SCHEDULE: DISTRICT -WIDE STANDARDS 0 Page DW -2 Office of Record Retention No. Records Description Retention / Disposition . Image: Destroy Comments / Reference (OFR) Inactive • • • • • • Paper. Active T(jtdt' • - Media 1 =Import (Off -site, • • • • • Vital? after (in office) Reteritibri• Options M =Mfr OD or Mfr) Imaged A S =Scan Retentions apply to the department that is NOT the Office of Record (OFR) or the "Lead Department". ff you are the MR, refer to your department retention schedule. Retentions be in when the act is completed, and imply a full file folder (e. q. last document + 2 ears since destruction is normally performed by file folder. Liti ation complaints, claims public records act requests, audits and /or investigations sus end normal retention pe riods retention resumes after settlement or completion). Association Records (external When No DW -006 associations - e.g., ACWA, etc.) Longer �4nger. • Mag, Ppr Non- records; GC §60201`et seq. Required Re gir�ei} ; Copies =•' DW -007 Bids: See Agreements Mag, Ppr DW -008 Brochures: See Reference Manuals Mag, Ppr Copies - Yes: Finance DW -009 Budgets - Finals, Drafts, Reports, Worksheets When No .'VVh:;n.Na • Longer.: Current Mag, Ppr GC § §60200, 53901 Longer Fiscal Year Required . • Required• . Copies - Human Resources DW -010 Claims / Litigation When No Longer : tjV(n.Np: Yes: Before Mag, Ppr GC § §60200, 60201 et seq. longer -, Settlement Required RegiH�ec} •'Whbfi'-No When No Lead Dept. DW -011 Clippings / Newspaper Clippings Longer Longer • : Mag, Ppr Non= records; GC §60201 et seq. Required •'RequirQq . Wheri No Committees, Task Forces, When No Lead Dept. DW -012 Associations, Commissions, & Longer Longer • : Mag, Ppr Non- records Boards: External Organizations Required Required e. . CSDA, etc. Copies DW -013 Contracts: See Agreements Mag, Ppr Copies - DW -014 Copies or duplicates of any When No When -No Mag, Ppr. GC §60200 record Longer Lbriger • : Required Required V1►hra'No" When No District preference; some Lead Dept. P DW -015 , Correspondence - Regulatory Longer Required - q Lein cr.'. Re .. iirre� �' eW Yes: While Active Mag, Ppr correspondence from Regulatory Agencies Minimum 10 • • Minimum.l� Issues Agencies need to be retained for long periods of time; GC §60201 years COSTA MESA SANITARY DISTRICT 01995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver.2.0 RECORDS RETENTION SCHEDULE: DISTRICT -WIDE STANDARDS Page DW -3 Office of Retention Reco rd No. Records Description Retention / Disposition Image: Destroy Comments / Reference Inactive Paper Active •' •Tdwt. •' Media 1= Import (OFR) (Off -site, • • • • • • Vital? after (in office) Reteritiorn• Options M =Mfr OD or Mfr) S =Scan Imaged & Retentions apply to the department that is NOT the Office of Record (OFR) or the "Lead Department". If you are the OFR refer to our department retention schedule. Retentions be in when the act is com leted and imply a full file folder (e.g. last document + 2 ears since destruction is normallvperformed by file folder. Liti ation complaints, claims public records act requests, audits and /or investi ations sus end normal retention periods retention resumes after settlement or completion). Dept. that Correspondence - Routine Authors Document (e .g. Administrative, Chronological, When No .Wh�rj IVq or Communications, General Files, Longer ,Longer, I�gquileiJ Department preference; GC Receives DW -016 Letters, Memorandums, Required - = Mag, Ppr §60201 Miscellaneous Reports, Reading Minimum 2 Miriimiirri •2 the District's Files, Working Files, etc. Does NOT years � r5 Original include Regulatory Agency Document Correspondence) Correspondence - TRANSITORY / PRELIMINARY DRAFTS, Interagency and Intraagency Dept. that Memoranda not retained in the Authors ordinary course of business E -mails that have a material Document (e.g. calendars, checklists, e-mail that When No - •' •' N. • •When•No •. impact on business are saved by or Receives DW -017 does not have a material impact on Longer L'origer • ; Mag, Ppr printing them out and placing them in a file folder, or saving the conduct of business, invitations, Required .' KegUir2d . the District's instant messaging, leave requests, them electronically; GC Original logs, mailing lists, meeting room § §60201, 6252, 6254(a) Document registrations, supply inventories, transmittal letters, thank yous, requests from other districts, undeliverable envelopes, visitors logs, voice mails, absence slips, etc.) Wheri•No When No _ As long as the drafts and notes Lead Dept. DW -018 Drafts & Notes: Drafts that are Longer : Loonger Mag, Ppr are not retained in the "Regular ". revised (retain final version) Required •'Requir ed Course of Business GC 60201, GC §6254 COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 is Adopted: is Ver. 2.0 RECORDS RETENTION SCHEDULE: DISTRICT -WIDE STANDARDS • Page DW-4 Office of. Retention Records Description Retention I Disposition Comments / Reference Record No. Image: Destroy Inactive Paper Active Tdtal.: • : Media 1 =Import (OFR) (Off -site, • • • Vital? after (in office) Retention• Options M =Mfr OD or Mfr) S =Scan Imaged & Retentions. appIv to the department that is NOT the Office of Record (OFR) or the "Lead Department". If you are the OFR refer to your department retention schedule. Retentions be in when the act is completed, and implv imp/v a full file folder e.. last document + 2 ears since destruction is normallyperformed by file folder. Liti ation complaints, claims public records act requests, audits and /or investi ations sus end normal retention pe riods retention resumes after settlement or completion). District Preference (may include records pertaining to independent contractor's compensation, or expense reimbursement); Meets auditing After after.'. standards; Uniform GM Funding . farrdirig. Requirements for Grants to Grants: SUCCESSFUL - all Agency ..Ageni. . Local Governments is 3 years Lead Dept. DW -019 records, including - state & 2 years Audit, if . -Audit; if ; Mag, Ppr from expenditure report or final eder. al . Required - . •required.. payment of grantee or Minimum 5 '041mum.5 subgrantee; 21 CFR 1403.36 & years : -yews. . 1403.42(b); 24 CFR 85.42, 91.105(h), 92.505, & 570.502(b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A- - When 'Mb' 133; GC §60201 Grants: UNSUCCESSFUL When No Lead Dept. DW -020 (Applications, Correspondence, Longer _' . t anger. ` : Mag, Ppr GC §60201 etc. ) Required •..Required - - .: DW -021 Invoices - see Accounts Payable Mag, Ppr Copies - Originals maintained. by Clerk of District DW -022 Ordinances When No . �1N(ren;No. Yes Mag; Ppr the Board Permanently; GC Clerk Longer Longer ; • §60201. Required Pequifeif ' • Do •Not- ' - R2 takl4h•' Huma n DW -023 Personnel Files - Department - Do Not Retain in Before Mag, Ppr Copies; GC §60200 Resour ces level Copies Departments De 0drttn' i3rits Separation COSTA MESA SANITARY DISTRICT 01995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: . Ver. 2.0 RECORDS RETENTION SCHEDULE: DISTRICT -WIDE STANDARDS Page DW -5 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. • Image: Destroy � ' Inactive • • • • • • Paper Active •' •T46tdt * - ' Media 1 =Import (OFR) (Off -site, - Vital? after (in office) - Reteritabri- Options M =Mfr OD or Mfr) S =Scan Imaged & Retentions apply to the department that is NOT the Once of Record (OFR) or the "Lead Department". If you are the OFR refer to your department retention schedule. Retentions be in when the act is completed, and imply a full file folder e.. last document + 2 ears since destruction is hormally performed by rile folder. Liti ation complaints, claims public records act requests, audits and /or investi ations suspend normal retention pe riods retention resumes after settlement or completion). Supervisors notes should maintained in a separate folder Destroy Destroy; ; and be incorporated in the Human DW -024 Personnel Files - Department- Notes After •Ndtes;After• Before Ma Ppr g' employee's annual performance Resources level Supervisor's Notes Performance Pdrfori l3he' Separation review; 29 CFR 1602.31 & Review •RdvieW'. 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC -.When -No §§12946,60201 When No Lead Dept. DW -025 Photographs Longer ; ;Longer. Meg, Ppr GC §60201 Required • ; Required DW -026 Policies & Procedures - See Meg, Ppr Reference Manuals 'ids , ; Copies - Finance DW -027 Purchase Orders When No Wheh -Nd - Yes Meg, Ppr Copies; GC §60200 Longer Lbrlgef • : Required Kegtfr2d Copies =• ' Copies - District DW-028 Records Destruction Lists When No .'Wh7an.Na. . Longer. Meg, Ppr Copies; GC §60200 Clerk Longer Required ; •Requiredt. .VI%hen Nq: Reference Materials: Policies, When No Authoring Procedures, Brochures, Manuals, Longer ; ; L;orjger. Documents of historical DW -029 Required - Required = Meg, Ppr significance should be retained Dept. &Reports: Produced by YOUR Minimum of Miniuiuin ;of longer; GC §60201 Department Su erseded S;ukrje04d . * . . .rj •NQ - Reference Materials: Policies, When No Lead Dept. DW -030 Procedures, Brochures, Manuals, Longer : Longer. ; Meg, Ppr Copies; GC §60200 & Reports: Produced by OTHER Required •'Required Departments COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver.2.0 RECORDS RETENTION SCHEDULE: DISTRICT -WIDE STANDARDS • Page DW -6 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. Image: Destroy Inactive Paper Active Tdtdt' •' Media [=Import (OFR) (Off -site, Vital? after in office) Reterittbri• Options M =Mfr OD or Mfr) S =Scan Imaged & Retentions apply to the department that is NOT the Office of Record OFR or the "Lead Department". If you are the OFR refer to your department retention schedule. Retentions be in when the act is completed, and implv a full file folder le.a. last document + 2 ears since destruction is normally performed bv rile folder. Liti ation complaints, claims public records act requests, audits and /or investi ations sus end normal retention periods retention resumes after settlement or completion . Reference Materials: Policies, When No .Vl. . .too' Lead Dept. DW -031 Procedures, Brochures, Manuals, Longer .' . LiInger.:. Mag, Ppr Non- Records & Reports: Produced by Required .Required UTSIDE ORGANIZATIONS Reports and Studies - White Lead Dept. DW -032 Papers, Issue Papers, Position Minimum 2 •MihiNLwh2• Mag, Ppr GC §60201 Papers, Scientific Studies (other years yeer'; than Annual Reports Copies =. Copies - Yes, District DW -033 Resolutions When No :•11When.No.. depending Mag, Ppr copies; GC §60200 Clerk Longer Lgngsr. . _ upon Required .-Ngiri eo' subject Surveys / Questionnaires (that the District issues). When No WMn'Nb' Lead Dept. DW -034 If a summary of the data is compiled, Longer Ldnger• : • Mag, Ppr GC § §60200, 60201 the survey forms are considered a Required RegWfed.: draft or transitory record, and can be destroyed when no longer required. . Copies =. Copies - Finance / Payroll DW -035 Time Sheets When No Longer . •1lbhen.Nu . Cringer Mag, Ppr GC §60201 Required . . Iglri�ei> Training (In -house training - Attendance Rosters, Outlines Lead Dept. DW -036 and Materials) years years ' Mag, Ppr Send originals to GM I Safety; . ... GC §60200 Except Information Technology Trainin . COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver.2.0 RECORDS RETENTION SCHEDULE: DISTRICT -WIDE STANDARDS Page DW -7 Office of Retention Records Description Retention / Disposition Comments / Reference Record No. Image: Destroy Inactive Paper Active Tdtdl'•' Media 1= Import (OFR) (Off -site, Vital? after (in office) Reteritibri• Options M =Mfr OD or Mfr) S =Scan Imaged 8 Retentions aDDIV to the department that is NOT the Office of Record (OFR) or the "Lead De artment ". /f you are the OFR refer to vour department retention schedule. Retentions be in when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is norrnaffv Derforme d by rile folder. Liti ation com laints claims public records act requests, audits and /or investigations sus end normal retention peri ods retention resumes after settlement or completion). Copies = ; Copies Finance DW -037 Travel Authorizations When No ;V�heo • Mag, Ppr GC §60200 Longer Longer; ; Required Required - When Mb' When No Department preference; GC Lead Dept. DW -038 Visitor Logs / Registers Longer Ldnger• ' • Re Mag, Ppr §60201 et. seq. Required Ured . COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 • • Adopted: • Ver. 2.0 RECORDS RETENTION SCHEDULE: DISTRICT CLERK i Page DC -1 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Off-site, ... .' Vital? Media 1= Import Paper after (in office) -Retention • Options M =Mfr Imaged & OD or Mfr) If the record is not listed here refer to the Retention for District -Wide Standards. Retentions be in when the act is completed, and implv a full file folder e.. last document + 2 ears since destruction is normally performed by file folder. Liti ation complaints, claims ublic records act requests, audits and /or investi ations sus end normal retention periods retention resumes after settlement or completion). District DC -001 Abandonments 2 years P P' • ' • ' • Mag, Mfr, S / I No Department Preference; GC Clerk ;Yes: OD, Ppr §60201 Agendas & Agenda Packets - Before District DC -002 District Board of Directors 2 years P .P. Meeting Mag, Mfr, S / I Yes: After Department preference; GC Clerk OD, Ppr QC §60201 (Includes Agenda Staff Reports Date Agreements & Contracts - INFRASTRUCTURE- Architectural, Engineering, JPAs, etc. Agreement or Contract, Department Preference; All Insurance Certificates & Notices infrastructure, JPAs, & Mutual Aid of Completion.. Agreement or :.:.:.: contracts are permanent for Board Services DC -003 Contract includes all contractual Completion P �' Yes: Before Mag, Mfr, S / I Yes: After emergency preparedness; Statute obligations (e.g. RFP, -' •' Completion OD, Ppr QC of Limitations is 4 years; 10 years & GM Specifications, Successful for Errors & Omissions; CCP Proposal / Scope of Work, § §337.337.1(a), 337.15, 343; GC Certificates of Insurance, and §60201 et seq. amendments) Examples of Infrastructure: Architects, Treatment Plants, Lines, Buildings, etc. COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: DISTRICT CLERK Page DC -2 Office of Record Retention No. Records Description Retention / Disposition Inactive Image: Destroy Comments / Reference (OFR) Active . • . Tota)• . Media 1 =Import Paper after (Off -site, • • Vital? (in office) Retention • Options M =Mfr Imaged & OD or Mfr) If the record is not listed here refer to the Retention for District -Wide Standards. Retentions be in when the act is completed, and impIv a full file folder e.. last document + 2 ears since destruction is normal1v performed bv file folder. Litigation, complaints, claims public records act frequests, audits and /or investi ations sus end normal retention periods retention resumes after settlement or completion). Agreements & Contracts - NON INFRASTRUCTURE - Equipment Purchases, Consulting Services, Leases, Vehicle Purchases, etc. Department Preference; Covers E &O Statute of Limitations; Agreement or Contract, Published Audit Standards =4 -7 Insurance Certificates & Notices years; Statute of Limitations: Board of Completion. Agreement or Completion• Yes: Before Mag, Mfr, Yes: After Contracts & Spec's =4 years, Services DC -004 Contract includes all contractual Completion 10 years + 10jr ars: Completion OD, Ppr S / I QC Wrongful Death =comp. + 5 years, & GM obligations (e.g. RFP, Developers =comp. + 10 years; Specifications, Successful Statewide guidelines propose Proposal / Scope of Work, termination + 5 years; CCP Certificate of Insurance, and § §336(a), 337 et. seq., GC §60201 amendments) et seq. Examples of Non - Infrastructure: Consultants, Painting, Maintenance, Franchise Agreements, etc. • Board Mag, Mfr, Services DC -005 Annexations / Redistricting 2 years P •P• ' • OD, Ppr S / I No GC §60201 et. seq. & GM P' • District DC -006 Appointments / Resignations of 2 years P Mag, Mfr, S / I Yes: After Department preference; GC Clerk Board of Directors • • P' .' • : • OD, Ppr QC §60201 District DC -007 Assessment District Formation 2 years P Mag, Mfr, S / 1 No Department Preference; GC Clerk . . . . . . ' 'Lbrig6r: OD Ppr §60201 District Association Records (external When No Clerk DC -008 associations - e.g., ACWA, etc.) Longer • • : Mag, Ppr Non - records; GC §60201 et seq. Required Rawtrd' • . ' • P District DC -009 Code of Operations / Operations 2 years P Mag, Mfr, S / I No Department preference (historical. Clerk Code OD, Ppr ur ses ); GC §60201 COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: • • Ver. 2.0 RECORDS RETENTION SCHEDULE: DISTRICT CLERK Page DC-3 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive. (OFR) (Off ite Vital? Image: Destroy Active ,oiai' : Media 1= Import. Paper after (Off- office) OD or Mfr) .Retention Options M =Mfr Imaged 8 If the record is not listed here refer to the Retention for District -Wide Standards. Retentions begin when the act is completed. and imply a full file folder (e. a. last document + 2 vears). since destruction is normally performed by rile folder. Litigation, complaints, claims Public records act re uests audits and /or investi ations sus end normal retention Periods retention resumes after settlement or com tetion . District DC -010 District Formation Records, 2 years P' . . ' Mag, Mfr, S / NO Department preference (historical Clerk Acquisition of other Districts P'.•' OD, Ppr purposes); GC §60201 District DC -011 Elections - Historical (Sample 2 P Mag, Mfr, S / I Yes: After Department preference (historical Clerk Ballot, Election Results) years •' • • • • • � • � • � OD, Ppr QC purposes); GC §60201 District Elections: Correspondence, Department preference (historical Clerk DC -012 Notifications & Publications, 2 years 2 wars... Mag, Ppr purposes); GC §60201 Certificate of Election; eta • • . . ; 6 years•. • District DC -013. Ethics Training Certificates 5 years Mag, Mfr, S / I Yes: After GC § §12946, 29 USC 1113 Clerk OD, Ppr 1 year . FPPC 700 Series Forms District DC -014 (Statement of Economic Interests): DESIGNATED 7 years . y years• . Mag, Ppr District maintains original Clerk statements; GC §81009(e)(g) EMPLOYEES (specified in the District's Conflict of Interest code FPPC 700 Series Forms preference (only (Statement of Economic [Department uired for 4 years);. District District DC -015 Interests): PUBLIC OFFICIALS 7 years • • • • • • . -7, y.ear$• ; Mag, Ppr intains copies only; original Clerk (elected & not elected. Includes tements are filed with FPPC; District Board Members, General GC §81009(f)(g) Manager .:. . . . . ' • District DC -016 FPPC Form 801 (Gift to Agency 4 years Mag, Ppr Must post on website; 2 CCR Clerk Report) . . .:.7.years.'. 18944.2(c )(3)(G) District DC -017 FPPC Form 802 (Tickets 7 years Mag, Ppr Must post on website for 4 years; Clerk Provided by Agency Report) GC §81009(e). District Secretary Determines District Clerk DC -018 Historical Records 2 years P P•' •' •' Mag; Mfr, OD, Ppr S / I No Historical.Signifcance; GC P. •. • . §60201 District DC -019 Legal Opinions 2 years P Mag, Mfr, Department Preference; GC Clerk . • • • •' • F' •' •' • OD, Ppr §60201 District DC -020 Minutes: Board of Directors 2 years P Yes (all) Mag, Mfr, S / I No GC §60201(d)(3) Clerk OD, Ppr COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: DISTRICT CLERK Page DC-4 Office of Retention No. Records Description ption .Retention /Disposition Comments /Reference Inactive Image: Destroy Active : : Total.. Media I =Import Paper after (OFR) (Off -site, (in office) •Retention • Options M =Mfr Imaged & ODorMfr)i"'**"***'** ••••••••••••• � —c - -- �,...�� District DC -021 Newsletter (District Newsletter) 2 years P Clerk filed within 30 or 90 days of action; • 2 yeas. : District DC -022 Notices: Affidavits of Postings 2 years No Clerk S / I and Publications Yes (all) Mag, Mfr, OD, Ppr District DC -023 Oaths of Office 2 years P Clerk Mag, Ppr purposes); GC §60201 2 years:' : Department Preference; GC District DC -024 Ordinances 2 years P Clerk . 5 yeas: •P•: : Yes (all) Mag, Mfr, OD, Ppr District DC -025 Policy Statements 2 years P Clerk Mag Michev' is District DC -026 Public Records Act Requests 2 years Clerk ODaPpr S / I District DC -027 Real Estate / Deeds, Easements 2 years P Clerk and Rights of Way :f3aquiced•. District DC -028 Records Destruction Lists 5 years Clerk District DC -029 Resolutions 2 years P Clerk 30 days, or After District Tapes & Recordings (Audio) Minutes are Clerk DC -030 District Board meetings Approved, whichever is District DC -031 Telephone Book Recyciing 5 ears Clerk Program 5 y ears - Finance DC -032 Travel / Conference Travel When No Longer • 2 years), since destruction is normally perfe )end normal retention Deriods retention resu : :: ;P; : ; ::: 60201 Mag, Mfr, OD, Ppr S / I filed within 30 or 90 days of action; • 2 yeas. : Yes: After Mag, Ppr QC • : p:::::: No Mag, Mfr, OD, Ppr S / I P' • : : Yes (all) Mag, Mfr, OD, Ppr S / I Department Preference; GC Mag, Mfr, OD, Ppr S / I ::R :::::: Department preference (historical Mag, Ppr purposes); GC §60201 2 years:' : Department Preference; GC Mag, Mfr, OD, Ppr S / I Mag, Ppr . 5 yeas: •P•: : Yes (all) Mag, Mfr, OD, Ppr S / 30-days,- or :After: Minutes: ale: '%�RPfoYftd. ' Mag Michev' is • longer ODaPpr S / I : 4 years• : . Coples = • ' : When No, •Longer• . Mag, Ppr :f3aquiced•. No Department Preference; GC 60201 Brown Act challenges must be filed within 30 or 90 days of action; GC §§60201, 54960.11(c)(1) Yes: After Department Preference; GC QC §130201 No GC §60201 et. seq. No Department Preference; GC 60201 Department Preference; GC 60201 Yes: After Department preference (historical QC purposes); GC §60201 Department Preference; GC No UGC §60201 et. seq. Department Preference; legally required for 30 days (or adoption of the minutes); GC §54953.5(b) Yes (after 2 1 Department preference; GC Drafts or copies; GC §60200 COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Govemmental Services Inc all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: • • • Ver. 2.0 RECORDS. RETENTION SCHEDULE: FINANCE Page FIN -1 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active Tdtal' •' Media 1= Import Paper after (Off -site, • • . • Vital? (in office) OD or Mfr) RetbrftibA: Options M =Mfr Imaged & !f the record is not listed here refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full rile folder (e.g. last document + 2 ears since destruction is normally per1formed by file folder. Litigation, complaints, claims public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). ADMINISTi2AT. ION ` /:.GENERAL ACCOUNTfNG. -_, : ; -r . .. Finance / Assessed Valuations (of Property When No Wtiert•Nd. Mag, Department Preference (Non - General FN -001 within the District- from the County) Longer :. Longer . Ppr records) Accounting Required fiequi[ed' . Finance / Assessment District Financial Mag' Department Preference; Meets General FN -002 Records / CFD (Community Facilities 2 years 5 years : 6 years; • . Ppr municipal government auditing Accounting Districts) standards; GC §60201 Audit Annual Reports / Audited Finance / Financial Statements / • • • • Mag, Mfr, Yes: After Department Preference; GC General . FN -003 Comprehensive Annual Financial- 5 years P • F? • • • OD, Ppr S/ I Annual §60201 et seq. Accounting Report (CAFR) with Audit Audit . Management Letters / Audit Reports Finance / Audit Work Papers (Finals) Department Preference; GC General FN -004 5 years ; 6 yearn: • . Mag, Ppr §60201 Accounting Includes Depreciation Schedules Finance / Department Preference; Meets General FN -005 Audits - Single Audits 5 years . 5,ypars.. Mag, Ppr municipal government auditing Accounting ' ' ' ' ' ' $tipgr$eded standards; GC §60201 Finance / Superseded Department Preference; Meets Accounts FN -006 Bank Signature Cards + 5 years .. years ; Mag, Ppr municipal government auditing Receivable- standards; GC §60201 Finance / Department Preference; Meets General FN -007 Bank Statements /Checking Account 2 years 3 years 5year'- : • Mag, Ppr municipal government auditing Accounting Reconciliation standards; GC §60201 Department Preference; Statute of Limitations for bonds, mortgages, trust deeds, notes or Finance / Bonds / Certificates of Participation / Cancellat., 'CaricdUaV, debentures is 6 years; Bonds General FN -008 Transcripts /Disclosure Reports / 2 years Redemption kdem ptictn Yes: Until Mag, Mfr, S / I No issued by local governments are or Maturity + or Wla)rJ�itjr•± Maturity OD, Ppr 10 years; There are specific Accounting Registers /Issue Records 10 years 10 years; • requirements for disposal of unused bonds; CCP § §336(a)(1) & (2), 337.5(2); GC §43900 et seq. GC §60201 et seq. COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -2 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy Active Tdt�4' Media 1 =Import Paperafter (OFR) (Off -site, • • • • • • Vital? (in office) R'eti�tititxt • Options M =Mfr Imaged $ OD or Mfr) +2 Finance / Yes: Current Fiscal Year Mag, Mfr, OD, Ppr S/ General FN -009 Budgets: Adopted 5 years P Accounting Required. ' Finance / Budgets: Proposed, Drafts, Work When No General FN -010 Papers Longer Accounting : Longer . • Required Finance / Cancelled Payroll Checks, Including General FN -011 Voided copies for Automatic Deposits 2 years 5 years Accounting 4:06ger: • : Mag, Ppr Finance / When No lnfiriite' : General FN -012 Equipment Inventory Longer Accounting 5 mar' : • Required years , Financial Reports: Journals, Finance / Ledgers, Reconciliations, Registers, When No General FN -013 Reports, Transaction Histories, Longer Accounting Balance Sheets, Budget Required Adjustments, (MONTHLY OR PERIODIC Finance / Financial System Database / ERP General FN -014 Database Indefinite Finance / General Accounting Finance / General Accounting Finance / General FN -015 Fixed Assets - Auction / Disposal / Sales / Surplused FN -016 I Fund Transfers / Adjustments FN -017 Inventory Reports 2 years 1 3 years 2 years When No Longer Required 3 years •'•'•' • W�n'No ' Yes: Current Fiscal Year Mag, Mfr, OD, Ppr S/ Lorage�• ; • Mag, Ppr Required. ' yew;; . Mag, Ppr Wtial'i-No . : Longer . • Mag, Ppr • �e4uiCed' Vjltien •IVo 4:06ger: • : Mag, Ppr ' Required' . lnfiriite' : Mag 5 mar' : • Mag, Ppr years , Mag, Ppr Wherl A : Longer : Mag, Ppr .)Rr UW-: as: After Department Preference; GC Annual §60200 Audit Department Preference; Preliminary drafts; GC §60200 GC §60201(d)(12), CCP § 337 Preliminary drafts (the Financiz Database is the original); GC Draft / Preliminary documents used to produce final year -end general ledger (financial database is the original); GC §60201 Data is interrelated; system qualifies as a "trusted system "; GC § §60201, 12168.7 Consistent with Accounts Receivable; Statute of limitations is 3 years; statewide guidelines propose 2 - 4 years; published articles show 3 - 6 years; GC 60201, CCP §337 Department Preference; Meets municipal government auditing standards; GC 560201 Preliminary drafts (the Financial Database is the original); GC 660200 COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: • Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE C Page FIN -3 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image:. Destroy (OFR) Active TdtaG' •' Media 1 =Import Paper after (Off -site, • • Vital? (in office) 'Retbrltiiul • Options M =Mfr Imaged & OD or Mfr) If the record is not listed here refer to the Retention for District -Wide Standards. Retentions be in when the act is completed, and imply a full file folder e.. last document + 2 ears since destruction is normally Performed by file folder. Liti ation complaints, claims ublic records act requests, audits and/or investi ations sus end normal retention pedods retention resumes after settlement or completion). Finance / Yes: Until Department Preference; GC General FN -018 Investment Files 2 years 3 years 5. ye'aM = Maturity Mag, Ppr §60201 Accounting When.NQ. When No Finance / Investment Oversight Committee - Longer • 14rager•' • Mag, Mfr, Yes: After Department Preference; GC General FN -019 Agenda Packets Required - .Required �' 2 OD, Ppr S! I Annual §60201 Accounting Minimum 2 Ailinimvm Audit ears . %years P Finance / General FN -020 Investment Oversight Committee- P Mag, Mfr, S/ I Yes: After Annual Department Preference; GC Accounting Minutes OD, Ppr Audit §60201 Depart ment Preference; Statute Finance / of Limitations is 4 years; General FN -021 Journal Vouchers / Journal Entries 2 years 3 years .5, year;.. Mag, Ppr Published articles show 6 -7 Accounting .6years, years; GC §60201, CCP §337 Finance / General FN -022 LAIF (Local Agency Investment 2 years 3 years Yes: Until Mag, Ppr Department' Preference; GC Accounting Fund) .' . • p ; • : • : Maturity §60201 Finance / General FN -023 Organization Charts - In Budgets and 5 years P Mag, Mfr, S/ I Yes: After Annual GC §60201 et seq. Accounting CAFRs ... • • • .5.yeam'-. OD, Ppr Audit Finance / General FN -024 SB 90 / Mandated Cost 2 years 3 years Yes: Until Mag, Ppr Department Preference; GC Accounting Reimbursement Claims - Maturity §60201 Finance / District Preference; Meets General FN -025 State Controller's Report 2 years 3 years 5 years : • Mag, Ppr auditing standards; GC §60201 Accounting . Pon Pale o Finance ! "Pink ") Upon Sale of Given to the new owner upon sale General FN -026 Vehicle Titles ( Slips the Vehicle the Vehicle. Yes Mag, Ppr of the vehicle; GC §60201 at seq. Accountin COSTA MESA SANITARY DISTRICT 01995 -2010 Gladwell Governmental Services Inc. all rights reserved Do nof duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active TotaG'•' Media I =Import Paper after (OFR) (Off -site, • • • • • Vital? (in office) 'RetMtibri • Options M =Mfr Imaged & OD or Mf r ) If the record is not listed here refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full rile folder e.. last document + 2 ears since destruction is normally performed by file folder. Litigation, complaints, claims public records act re nests audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion) . £.. ;.•: _u_ _ COUNTS.-PAYABLE, IRS: 4 years after tax is due or paid (longer for auditing & Finance / contractor delinquency); Ca. FTB: Accounts FN -027 1099's Issued 2 years 5 years ; 7 years• . • Mag, Ppr 3 years; Published articles show Payable permanent; ; IRS Reg §31.6001 - 1(e)(2), R &T §19530, GC §60201(d)(12) Meets municipal government auditing standards; Sewage Finance / Accounts Payable Source Records / Sludge is required for 5 years; Accounts FN -028 Invoices & Purchase Orders 2 years 5 years . 7. ?ears ' . Yes: Until Mag, Ppr Published articles show 3 - 7 Payable Paid years; 40 CFR 122.410)(2); WC ALL §13263.2(b) et seq.; GC §60201(d)(12 May contain independent ; ; ; ; contractor's compensation; Finance / Check Copies / Cancelled Checks • • • • • Statute of Limitations is 4 years; Accounts FN -029 (on CDs) 2 years 5 years .7.yetim' . Mag, Ppr Meets municipal government Payable auditing standards; GC §60201(d)(12), CCP § 337 The Financial Database is the Finance / When No Wtien•No original; Reports can be recreated Accounts FN -030 Check Register Longer Mag, Ppr on demand and are considered a Payable Required Required' . copy or preliminary draft; GC §60201 District Preference (may include Finance / records pertaining to independent Accounts FN -031 Expense Reports (Accounts Payable) 2 years 5 years 7•years . • Mag, Ppr contractor's compensation, or Payable expense reimbursement); Meets auditing standards; GC §60201 COSTA MESA SANITARY DISTRICT 01995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 0 Adopted: • 0 Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE • Page FIN -5 Office of Retention No. Records Description Retention / Disposition Comments I Reference Record Inactive Image: Destroy (OFR) Active Tcta4" •' Media 1 =Import Paper after (Off -site, Vital . (in office) 'Retbrititmi. Options M =Mfr Imaged & OD or Mfr) _ If the record is not listed here refer to the Retention for District -IMde Standards. Retentions begin when the act is completed, and imply a full rile folder (e. q. last document + 2 ears since destruction is normall b file folder. Litigation, complaints, claims records act requests, audits and/or investi ations suspend normal retention retention resumes after settlement or completion). District Preference (may include Finance / Petty Cash /Reconciliation /Reports records pertaining to independent Accounts FN -032 /Vouchers 2 years 5 years . 7:year; • Mag, Ppr contractor's compensation, or Payable expense reimbursement); Meets ; • : • ; • : • ; • auditing standards; GC §60201 Finance / District preference for drinking Refunds & Backup (Sewer Permit 7.ye . water regulations; CCP § §338 et Accounts FN -033 Processing) 2 years 5 years . .. Mag, Ppr seq., 340 et seq., 342, GC Payable §60201. District Preference; Related to independent contractor's Finance / compensation; IRS: 4 yrs after tax Accounts FN -034 W -9's 7 years , •7•ye�rp Mag, Ppr is due or paid; Ca. FTB: 3 years; Payable , Articles show 7 years; IRS Reg §31.6001- 1(e)(2), R &T §19530; 29CFR 516.5 - 516.6, 29USC 436 GC 60201 d 12 �dACCOUNTS RECEIVABLE" Finance /. Bank Deposit Receipts / Cash .' •' • . •' • Department Preference; Meets Accounts FN -035 Receipts 2 years 3 years "S.ytaalrs' •' Mag, Ppr municipal government auditing Receivable standards; GC §60201 Finance / Department Preference; Meets Accounts FN -036 Billing Records: Billing Ledgers 2 years 3 years . ; 5 years: Mag, Ppr municipal government auditing Receivable standards; GC 60201 COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -6 Office of Retention No. Records Description Retention / Disposition Comments I Reference Record Inactive . . . . . . Image: Destroy (OFR) Active T46W4 •' Media 1 =Import Paper after (Off -site, Vital? (in office) 'Stetbrttitxt • Options M =Mfr Imaged & OD or Mfr) If the record is not listed here refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full rile folder e.. last document + 2 ears since destruction is normaltv Performed bv file folder. Liti ation complaints, claims public records act requests, audits and /or investi ations suspend normal retention periods retention resumes after settlement or completion). c F x _ a _ �_ sx_ 4 �PAY,ROLL •� �; Department Preference; IRS: 4 years after tax is due or paid Finance / (longer for auditing & contractor General FN -037 DE-6 & 941 Forms - Quarterly Payroll 5 years 5 year§ ' • Mag, Ppr delinquency); Ca. FTB: 3 years; Accounting Tax Returns Published articles show permanent; ; IRS Reg §31.6001 - I(e)(2), 26 CFR §1.6001 -1, R &T §19530, GC §60201 Employee Payroll File Finance / FN -038 Includes automatic payroll deposit Separation 5 years •SWaratiOR Mag, Ppr Department preference (W4's are required for 4 years); GC Payroll authorizations, computer loans, + 1 year + 6.y�srs. §60201 et Seq. deductions, voluntary deductions, W-4s, etc. dally. ; Fully Finance / FN -039 Garnishments Satisfied or Safisfied br Mag, Ppr Department preference; GC Payroll Separated + Sepacated't §60201 et seq. 2 years 2 years . Wtieri•No; • When No Draft / Preliminary documents Finance / FN -040 Payroll Registers / Payroll Reports Longer Loonger'.' Mag, Ppr used to produce final year -end Payroll Required • )ieq ... general ledger (financial database . • 7• years* is the original); GC §60201 Finance / FN -041 Time Sheets 2 years 5 years Mag, Ppr Department preference; GC Payroll . . §60201(d)(12) Department preference for PERS buy -back purposes; IRS: 4 yrs Yes: After after tax is due or paid; Ca. FTB: Finance / FN -042 W -2's / W -2 Report 50 years 50•ye9rs• ' Mag, OD, S / 1 Annual 3 years; Articles show 7 years; Payroll Mfr, Ppr Audit IRS Reg §31.6001- 1(e)(2), R &T §19530; 29CFR 516.5 -516.6, 29USC 436, GC §60201 (d)(1 2) COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 is • Adopted: 0 • Ver. 2.0 • RECORDS RETENTION SCHEDULE: FINANCE • Page FIN -7 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active . TdtaG' •' Media 1 =Import Paper after (Off -site, (in office) Rbtbdtibrl � Vital? Options M =Mfr Imaged & OD or Mfr) If the record is not listed here refer to the Retention for District -Wide Standards. Retentions begin when the act is completed and implv a full rile folder (e.g. last document + 2 ears since destruction is normally performed by file folder. Liti ation complaints, claims public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion) . Finance / Department preference (Clean Permit FN -043 Customer Correspondence, Appeals, 2 years 3 years : S.yLiars: • : Mag, Ppr Water Act actions are 5 years); Processing etc. (letters from and to customers) GC §60201 Meets municipal government Finance ! : • : • ; • ; • : Yes: Until auditing standards; Statewide Permit FN-044 Returned Checks (NSF, etc.) 5 years .:' S'years' . Paid Mag, Ppr guidelines propose audit + 4 Processing • • . • . years; GC §60201 Finance / Sewer Permits / Occupancy Mag, Mfr, Yes: After Department Preference; GC Permit FN -045 Releases _ P ; P, Yes OD, Ppr S/ I Annual §60201 Processing .' Wtfeil.Ncr . ' Audit City of When No Costa Mesa FN -046 Sewer Plans Longer Longer . Ppr Non- records Required C OSTA MESA SANITARY DISTRICT 01995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted; Ver. 2.0 RECORDS RETENTION SCHEDULE: GENERAL MANAGER Page GM -1 Office of Retention No. Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active ( -site, ' #ot�•'•' Vital? Media I =Import Paper after (in office) Retention Options M =Mfr Imaged & OD or Mfr) If the record is not listed here refer to the Retention for District -Wide Standards. Retentions be in when the act is completed, and im 1 a full file folder e.. last document + 2 ears since destruction is normaHv Performed bv file folder. Liti ation complaints, claims public records act requests, audits and /or investi ations sus end normal retention periods retention resumes after settlement or completion). Department preference; Most do not have E &O. E &O Statute of Limitations (insurance certificates Agreements & Contracts - are filed with agreement); MAINTENANCE CONTRACTS: Published Audit Standards =4 -7 General GM -001 ADMINISTRATIVE RECORDS Completion Completion' Mag, Mfr, S / I Yes: After years; Statute of Limitations: Manager + years Ppr 3 years' . OD, QC Contracts & Spec's =4 years, Correspondence, project Wrongful Death =comp. + 5 years, schedules, etc. Developers must retain their records for completion + 10 years; CCP § §336(a), 337 et. seq., GC §60201 General GM Historical Studies (Consolidation, P '. • • ' Yes Mag, Mfr, S Yes: After Department preference; GC Manager -002 etc. . . . . OD, Ppr QC §60201 et seq. Project Files / Job Files / CIP (Capital Improvement Project) Files - Administration File: 10 years or CoTtt Ibtloh. years' Statute of Limitations for written After . +.I- a After. ' contracts are four years from the Project Administration, Advertising, Funding nr. . Funding date of breach; errors and General Certified Payrolls, Confined Space p Upon Agency . Yes: Until Mag, Mfr, Yes: After omissions is 10 years; Death Manager GM -003 Entries, Complaints (project - related), Completion Audit, if . Agency.'. Completed OD, Ppr S QC during construction is 10 years; Cost of Construction, Insurance required, �iuc}it; if . CCP § §337., 337.1(a), 337.15 GC Certificates from Contractors, Labor Compliance, Logs, Performance whichever is requjr�d', §60200, Contractor has retention longer whoFieyer• is requirements in 48 CFR 4.703 Bonds /Sure Project Security files, Bonds/Surety, 1 b 16nger• Project Schedules, Real Estate Appraisals, etc. COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 0 • Adopted: • Ver.2.0, RECORDS RETENTION SCHEDULE: GENERAL MANAGER v Page GM -2 Office of Retention No. Retention / Disposition Comments / Reference Record Inactive Image: Destroy L(OF�R) Active . Total• . ' : Vital? Media 1 =Import Paper after (�- site,tentiori. (in office) OD or M Options M =Mfr Imaged & fr) If the record is not listed here refer to the Retention for District -Wide Standards. Retentions be in when the act is completed, and imply a full file folder fe.g. last document + 2 ears ), since destruction is normaltv Performed bv file folder. Liti ation complaints, claims public records act requests, audits and /or investi ations sus end normal retention periods retention resumes after settlement or completion). Project Files / Job Files / CIP (Capital Improvement Project) Files - Administration File: Project Administration, Advertising, General Certified Payrolls, Confined Space Upon Yes: Until Mag, Mfr, Yes: After For disaster preparedness Manager GM-004 Entries, Complaints (project- related), Completion P P• •' Completed OD, Ppr S QC purposes; GC §60201 et seq. Cost of Construction, Insurance Certificates from Contractors, Labor Compliance, Logs, Performance Bonds/Surety, Project Security files, Project Schedules, Real Estate Appraisals, etc. W.hef No. •- General When No Department preference; GC Manager GM -005 Subject Files /Project Files Longer ;Lcjriggr; Yes •aired'" Mag. §60201 et seq. Required R• COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR -1 Office of Record Retention No. Records Description Retention / Disposition Inactive Image: Destroy Comments I Reference (OFR) Active (Off -site Vital? Total • ' • Media I =Import Paper after , (in office) Rdtdptida' Options M =Mfr Imaged & OD or Mfr) If the record is not listed here refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder e.. last document + 2 ears since destruction is normally performed by file folder. Liti ation complaints, claims ublic records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). t r . Department preference (same as Affirmative Action Complaints - the Personnel File); All State and Human Department of Fair Employment & Separation + Separation's Federal laws require retention until Resources HR -001 Housing (DFEH) or Equal 3 years Years Mag, Ppr final disposition of formal Opportunity Commission (EEOC) . complaint; State requires 2 years after action is taken; GC § §12946, 60201 Applications for Employment / Department preference; EEOC / Recruitment Files: FLSA /ADEA (Age) requires 1 -3 Solicited (Not Hired) years; State Law requires 2 - 3 Human HR -002 (Includes Applications, 3 years After Hiring ..3 years , -4fter HiFing Mag, Ppr years; 29 CFR 1602 et seq & Resources Advertisements, Job Brochures, Test Decision DeciW6n • 1627.3(a)(5) and (6), 2 CCR 7287.0(c)(2), 8 CCR Data, Rating Sheets, Questions, §11040(7.( c)), GC § §12946, Eligibility Lists, Reference Checks, 34090 etc.) No positions open; therefore not Applications for Employment, When No • ' ' • Wh6n*KO • Human HR -003 Interest Cards or Resumes: Longer ' ...6. . . Mag, Ppr practices; considered a transitory Resources Non - Solicited /Unsolicited / No Required .'Required record not materially impacting the open position (not hired) conduct of the public's business; *.When. No. .Lgng�r GC §60201 Human HR -004 Classification and Compensation When No Longer Mag, Ppr Department Preference; GC Resources Studies / Surveys / Salary Surveys Required • :Recjuireii ; §60201 EEOC / ADEA (Age) requires 1 District Benefit Contracts & Benefit Plan year after benefit plan termination; Human HR -005 Plans / Insurance Policies (Health, Termination . •Plan. • . • Tetmfnwrorl Mag, Ppr State Law requires 2 years after Resources Dental, Deferred Compensation, + 2 2 action; 9 CFR 1627.3(b)(2); 29 Pension, etc.) years year USC 1027; 11 CCR 560; 28 CCR 1300.85.1; GC §60201 COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: • Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES 7 Page HR -2 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active " Total •' • Media I =Import Paper after (Off -site, vital? (in office) OD or Mfr) ;Rdtentidn'. Options M =Mfr Imaged & If the record is not listed here refer to the Retention for District -Wide. Standards. Retentions begin when the act is completed and imply a full rile folder (e. q. last document + 2 ears since destruction is normally performed bv file folder. Liti ation complaints, claims, public records act requests, audits and/or invest: ations suspe nd normal retention periods retention resumes after settlement or completion). Human EEO-4 Reports and records required ; . ; . ; . ; . Resources HR -006 to generate EEO-4 report (Self - 3 years .':3 years. Mag, Ppr 29 CFR 1602.30 Identification Form, etc.) . 2 years Human HR -007 Employee Events 2 years Mag, Ppr GC §60201 Resources Department Preference; EEOC /FLSA/ADEA (Age) requires 3 years for promotion, demotion, Human HR -008 Grievances Separation 5 years Separratidn Mag, Ppr transfer, selection, or discharge; Resources + 1 year ; •t 6 years' State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(ii), GC §§12946,,112960, 34090; 29 USC Superseded 1113, LC 1174 Human HR -009 Job Descriptions Superseded Yes: Before Mag, Mfr, S / 1 Yes: After Department Preference; GC Resources + 3 years 3 years Superseded OD, Ppr QC §60201 Personnel Files - Medical File Files maintained separately; . Human HR -010 (Includes pre - employment physicals, Separation + Separation.+ Yes: Until Mag, Mfr, 3/ I Yes: After Claims can made for years for toxic subsstt ance exposuu re; 8 Resources hazmat exposure records, pulmonary 29 years ,3b yeaars ; Separation OD, Ppr QC CCR §3204(d)(1) et.seq., GC tests, Class B medicals, medical leaves, §§12946,60201 Respiratory Fit Tests, etc. Personnel Files - Official Personnel Department Preference; statue of. file limitations for retirement benefits is (Includes Application, Awards, 6 years from last action; Backgrounds, DMV Reports, Disciplinary EEOC /FLSA/ADEA (Age) requires Human HR -011 Actions, Certifications, Commendations, Separation Sepa[atiorr ; Yes: Until Mag, Mfr, S / I Yes: After 3 years for promotion, demotion; Resources Employment Verifications, Evaluations, +.6 years 6 years ; Separation OD, Ppr QC transfer, selection, or discharge; Grievances, 1 -9s, Licenses, Personnel State Law requires 2.3 years; 29 Action Forms, Policy acknowledgements, CFR 1602.31 & 1627.3(b)(ii), 8 Waiver of responsibility for voluntary CCR §3204(d)(1) at seq., GC activities, Supplemental Life Insurance, § §12946, 60201; 29 USC 1113 etc. - Excludes Medical Records) COSTA MESA SANITARY DISTRICT 01995 -2010 Gladwell Governmental Services Inc. all rights reserved_ Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR -3 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active 'Total • ' . Media IzImport Paper after (Off -site • • • • Vital? (in office) OD or Mfr) Retentidn' Options M =Mfr Imaged & If the record is not listed here refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full rile folder e.. last document + 2 ears since destruction is normally performed by file folder. Liti ation complaints, claims public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). ,. c nom: 71!`• < RISWMANAGEM ENT AN KYS AF ETY., Department Preference; Calif. Human Labor Division is required to keep Resources / their records 7 years; OSHA Cal -OSHA Inspections & Citations, requires 5 years; State law Risk HR -012 Log 200, 300, 300A, 301, etc. 5 years 3 yt 2. .' Mag, Ppr requires 2 years; 8 CCR Manag. & 14300.33(a); 29 CFR 1904.33, 29 Safety CFR 1904.44; GC §60201 et seq.; •' •Fkiar •' LC §6429c Human Resources / Department Preference; Covers Risk HR -013 Claims Final 5 years Resolution.+ Yes: Until Mag, Ppr various statute of limitations; CCP Resolution • • Manag. & • .. years • . 945.6, 60201, 60201.6; PC §832.5 Safety District preference (DMV record Human that the District considers a non - Resources / Superseded StSepiiriiei record used for reference); DMV Risk HR -014 DMV Pull Notices Separated Separate Mag, Ppr audits every 2 years; Bureau of Manag. & or or National Affairs recommends 2 Safety years for all supplementary Personnel records; GC §60201 Department preference; D.O.T. Requires 5 years for positive tests, Human Drug and Alcohol Testing / D.O.T refusals, annual summaries, etc, 1 Resources / files (ALL Files - Random, Post- year for negative tests; EEOC / Risk HR -015 Accident & Reasonable Suspicion 5 years years. • Mag, Ppr FLSA / ADEA (Age) requires 3 Manag. & Tests, refusals, annual summaries, years physical examinations; State Safety etc.) Law requires 2 years; 29 CFR 1627.3(b)(v), 49 CFR 382.401 et seq.; GC § §12946, 60201, 49 CFR 653.71 et seq. COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: • Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record . • ' • ' • ' • ' Image: Destroy Inactive (OFR) Active '.'Total • • • Media 1 =Import Paper after (Off -site ' Vital? Options . (in office) Rdtdntida M =Mfr Imaged & OD or Mfr) If the record is not listed here refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full rile folder e.. last document + 2 ears since destruction is normal/ erformed bv file folder. Litigation, complaints, claims ublic records act requests, audits and/or invest' tions sus end normal retention periods retention resumes after settlement or completion . Human Resources / Illness and Injury Prevention Minimum of Minimum'of Consistent with District -wide Risk HR -016 Program Superseded �upefs ea ' Mag, Ppr standards; GC §60201 Manag. & + 2 years 2 years Safety ' Human Department Preference; Covers Resources / Insurance Policies - General Expiration + :. .' • ' ' Mag, Mfr, Yes: After various statute of limitations; CCP Risk HR -017 Liability Workers Compensation, p 2 years P p; Yes OD, Ppr S/I QC §§ 337. et seq.; GC §§ 911.2, Manag. tx etc. 945.6, 60201, 60201.6; PC §832.5 Safety Human Resources / Insurance Policies - Pro Fire Expiration + Expiration`* Yes: Until Department Preference; GC Risk HR -018 Theft, etc. 2 years • 2 jars Expired Mag, Ppr §60201 Manag. & . . Safety Human Department Preference; Covers Resources / Final Firiaf •' • Yes:. Until various statute of limitations; CCP Risk HR -019 Lawsuits / Litigation Resolution 5 years Resorutioh.+ . . . . Mag, Ppr Manag. & y. , 945.6, 60201, 60201.6; PC §832.5 Safety Human Resources / Loss Runs - SDRMA, Workers Department Preference (actuary Risk HR -020 2 years 3 years .'B years .' Mag, Ppr wants 10 years of data); GC Manag. & Compensation, etc. §60201 at seq. Safety Human Resources / Risk HR -021 Safety Committee / Safety Steering 5 years jpars Mag, Ppr Department preference; 8 CCR Manag. & Committee ..5 . §3203 et seq.; GC §60201 et seq. Safe COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR -5 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active . • ' Total • • • Media 1 =Import Paper after (Off -site Vital? , (in office) RBtdatida' Options M =Mfr Imaged & OD or Mfr) If the record is not listed here refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full rile folder e.. last document + 2 ears since destruction is normally performed by file folder. Litigation, complaints, claims public records act requests, audits and/or investi ations sus end normal retention periods retention resumes after settlement or completion). Department Preference; Calif. Human Labor Division is required to keep their records 7 years; OSHA Resources / requires 5 years; State law Risk HR -022 Safety Inspections 5 years . 5 years Mag, Ppr requires 2 years; 8 CCR Manag. & 14300.33(a); 29 CFR 1904.33, 29 Safety CFR 1904.44; GC §60201 et seq.; LC §6429c Department preference; Claims can be made for 30 years for toxic Human Separation + Wafafioh } Yes: Until Mag, Mfr, Yes: After substance exposure; 8 CCR Resources HR -023 Worker's Compensation Claims Files Close 30 years 30 years . Separation OD, Ppr S / I QC 10102; 8 CCR 15400.2, 8 CCR §3204(d)(1) et seq., 29 CFR 1910.1020, GC § §12946, 60201. CCP §337 et se g. COSTA MESA SANITARY DISTRICT 01995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 0 . • 0 ver. 2.0 1 1 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page ITA Office of Record Retention No. Retention I Disposition Inactive Image: Destroy Comments I Reference (OFR) Active ( -site, TOta)•' •' Vital? Media 1= Import Paper after (in office) Retention - Options M =Mfr Imaged & OD or Mfr) If the record is not listed here refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder e: .last document + 2 ears since destruction is normally performed by rile folder. Liti atiori complaints, claims public records act requests, audits and /or investi ations sus end normal retention periods retention resumes after settlement or completion). Used for Disaster Recovery Information When No When N6.' Purposes Only; Considered a copy Technology IT -001 Backup Tapes ! Disks - Daily Longer L'o'ngeF• : • Yes Mag. and can be destroyed when no Required Required•; longer required; GC §60200 et seq. Used for Disaster Recovery Information When No When ho.. Purposes Only; Considered a copy Technology IT -002 Backup Tapes I Disks - E -mail Longer . •Lorrger• . - Yes Mag. and can be destroyed when no Required . Required•. longer required; GC §60200 et seq. Used for Disaster Recovery Information Backup Tapes ! Disks - Weekly When No Whir fro' ' Purposes Only; Considered a copy IT -003 Longer Longer: • : Yes Mag. and can be destroyed when no Technology or Monthly Required •Required; • longer required; stored off -site; GC • �lllljep Nq• . §60200 et seq. Information IT -004 Software. Licenses, Warrantees, When No Mag, Mfr, S/ Yes: After Department preference; GC Technology Installation Media Longer Used Lpnger;Used OD, Pp; QC §60201 et seq. COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior.wriften consent 909.337.3516 Adopted. Ver 2.0 RECORDS RETENTION SCHEDULE: LIQUID WASTE Page LW -1 Office of Record Retention No. Records Description Retention / Disposition Image: Destroy Comments / Reference (OFR) Inactive Paper Active • T'ofaf • ' • Media 1 =Import (Off -site, Vital? after (in office) Reteinf on' Options M =Mfr OD or Mfr) Imaged & S =Scan g If the record is not listed here refer to the Retention for District -Wide Standards. Retentions be in when the act is com leted and im I a full rile folder e. .last document + 2 ears since destruction is normally performed b file folder. Liti ation complaints, claims ublic records act requests, and /or investi ations suspend normal retention periods retention be ins after settlement or completion). Department preference; Most do not have E &O. E &O Statute of Limitations (insurance Agreements & Contracts - LIQUID certificates are filed with WASTE MAINTENANCE agreement); Published Audit Liquid CONTRACTS: Completion •Cdrripfetioh Mag, Yes: Standards =4 -7 years; Statute of Waste LW -001 ADMINISTRATIVE RECORDS + 5 years ' • +•5•jears' Mfr, OD, S / I After QC Limitations: Contracts & Ppr Spec's =4 years, Wrongful Correspondence, project Death =comp. + 5 years, schedules, etc. Developers must retain their records for completion + 10 years; CCP § §336(a), 337 et. Ex�ir'atioh bf seq., GC §60201 Liquid LW -002 Air Quality Permits - Collections Expiration of Mag Ppr Department preference; GC Waste (Generators, etc Permit Paatrxlit'.' ' •' •' •' •' 460201 Liquid Collection System Line Cleaning Mag, Yes: District preference to cover two Waste LW -003 Services 6 years 6 years .12 .years.' Mfr, OD, S / I A QC complete system cycles; GC Ppr §60201 §60201 Liquid Code of Federal Regulations Waste LW -004 Confined Space Entries 3 years Xyears. Mag, Ppr requires 3 years; 40 CFR 122.410)(2) COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 0 . 0 Adopted: 0 • • Ver 2.0 RECORDS RETENTION SCHEDULE: LIQUID WASTE Page LW -2 Office of Record Retention No. Records Description Retention / Disposition Image: Destroy Comments / Reference (OFR) Inactive Paper Active 'Tofaf •' Media 1= Import (Off -site, vital? after (in office) Retenton'. Options M =Mfr OD or Mfr) • . Imaged & g S =Scan If the record is not listed here refer to the Retention for District -Wide Standards. . Retentions begin when the act is completed. and imply. a full file folder e. g. last document + 2 ears since destruction is normally performed by rile folder. Litigation, complaints claims gublic records act re nests and /or investi ations suspend normal retention eriods retention be ins after settlement or completion). District preference to cover one complete system cleaning cycle; Statute of Limitations for public official misconduct is discovery Liquid Customer Issues and Concerns - Mag, Yes: Before of offense + 4 years ; State and Yes: Waste LW -005 6 years includes Private Laterals .'6.yearrs' .' Mfr, OD, Resolution S / I Fed laws is until final disposition After-QC Ppr of formal complaint; State requires 2 years after action; EVC § 1045, GC § §12946, 60201; PC § §801.5, 803(c), VC Mag' §2547 Yes: District preference to cover one Liquid Waste LW -006 Daily Work Assignment Forms 2 years 4 years :6:ygers: • Mfr, OD, S / I complete system cleaning cycle; After QC Ppr GC §60201 Liquid LW -007 Incidents / Collection System Spill Last Corrective P Mag' Yes: Department preference; 3 years Waste Reports /Overflows Action + 3 R ; Mfr, OD, S / After QC is required; 40 CFR 122.410)(2) Ppr years . .:.� .: ; . , Liquid LW -008 Maintenance Files: Pump P Mag, Sit Yes: District preference; GC §60201 Waste Stations / Wet Wells Mfr, OD, After QC Previous MSDS may be obtained from a service; MSDS may be MSDS Masters (Material Safety destroyed as long as a record of Liquid q Data Sheets) / Chemical Use Superseded ' e r seded •' . ' So p Mag, Yes: the chemical / substance / agent, Waste LW -009 Report Form (or records of the + 2 28 years Mfr, OD, S When where &when it was used is chemical / substance / agent, years years. Ppr Inactive maintained for 30 years; Applies where & when it was used) to qualified employers; 8 CCR 3204(d)(1)(B)(2 and 3), GC 60201 COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Govemmental Services Inc. all rights reserved Do not duplicate or distribute without prior wriften consent 909.337.3516 Adopted: Ver 2.0 RECORDS RETENTION SCHEDULE: LIQUID WASTE Page LW -3 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Paper Active ' • 'Tbfar • ' • Media 1 =Import (OFR) (Off -site, • • • • • • Vital? after (in office) • Retenfdn' Options M =Mfr OD or Mfr) S =Scan Imaged & If the record is not listed here refer to the Retention for District -Wide Standards. Retentions begin when the act is com leted and im 1 a full file folder (e. a. last document + 2 ears since destruction is normaltv Performed bv file folder. Litigation, complaints, claims public records act requests, and /or investigations suspend normal retention periods retention be ins after settlement or completion). Considered a copy and can be Liquid Less Than Lt ss•Tlian• destroyed when no longer Waste LW -010 SCADA Backup Tapes 30 Days 30-Days Mag required; retention based on administrative value; recycle tapes; GC §60200 et seq. Liquid SCADA: Supervisory Control and .. . . . .. . Data is interrelated; system "trusted "; LW -011 Indefinite . •Indefnite'. Yes Mag qualifies as a system Waste Data Acquisition Database GC § §60201, 12168.7 When No •When.No. Yes: Liquid LW -012 Sewer System Committee - Longer Required - [singer . • , fegtjir -. Mag, Mfr, OD, S/ I After Department Preference; GC Waste Agenda Packets Minimum 2 i►Ai�►ijnjurj� Z Ppr Annual §60201 Audit years : •years . • . P.:.' •' Liquid LW -013 Sewer System Committee - P Mag, Mfr, OD, S/ I Yes: After Department Preference; GC Waste Minutes Ppr Annual §60201 TV Collection Line Inspection Mag, District preference to cover two Liquid LW -014 Tapes / Video Inspections / Video 6 years 6 years i� Bears• : Mfr, OD, S / I Yes: complete system cycles; GC Waste Tapes or Digital Recordings - Ppr After QC §60201 Regular Inspections s.years' • Liquid LW -015 Underground Service Alerts 5 years Mag, Ppr Department preference; GC Waste (USA): Utility Cuts, etc. Sale of•' 60201 Sale of Liquid LW -016 Vehicle & Equipment - Vehicle or Vehicle•or' Mag Ppr District preference; GC §60201 Waste Maintenance Collections Only) ( Y) Equipment + E ui : merit:+ .q.P. 1 year I U .'.T year, •' COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: • • • • Ver 2.0 • • RECORDS RETENTION SCHEDULE: SOLID WASTE Page SW -1 Office of Record Retention No. Records Description Retention / Disposition Image: Destroy Comments / Reference (OFR) Inactive Paper Active • •'.Tofar •' • Media 1 =Import (Off -site, Vital? after (in office) Retention' Options M =Mfr OD or Mfr) Imaged & g S =Scan If the record is not listed here refer to the Retention for District -Wide Standards. Retentions be in when the act is co m leted and imply a full rile folder e.. last document + 2 ears since destruction is normal) Performed b rile folder. Litigation, com laints claims ublic records act requests, and /or investi ations suspend normal retention periods retention be ins after settlement or completion). Department preference; Most do not have E &O. E &O Statute of Agreements & Contracts - Limitations (insurance CURBSIDE COLLECTION, certificates are filed with HOUSEHOLD HAZARDOUS agreement); Published Audit Solid Waste SW WASTE, RECYCLING, ETC.: Completion Corripfetion Mag, Yes: Standards =4 -7 years; Statute of -001 ADMINISTRATIVE RECORDS + 5 years +•5•ye'ars : Mfr, OD, S / I After QC Limitations: Contracts & Ppr Spec's =4 years, Wrongful Correspondence, project Death =comp. + 5 years, schedules, etc. Developers must retain their records for completion + 10 years; CCP § §336(a); 337 et. ;.5.years. seq., GC §60201 Solid Waste SW -002 Programs / Projects: Large Item 5 years Mag, S / Yes (after Department preference; GC Collection, Recycling ..Whan.Ncr. OD, Ppr 2 years) §60201 When No Solid Waste SW -003 Recycling Committee - Agenda Longer Required - :. Longer . • Required =. Mag; Mfr, OD, S/ I Yes: After Department Preference; GC Packets Minimum 2 fJlfimmum 2 Ppr Annual §60201 Audit years . years . • • • • Mag, Yes: Solid Waste SW -004 Recycling Committee - Minutes P P Mfr, OD, S/ I After Department Preference; GC -WhenNo'• Ppr Annual §60201 When No Solid Waste SW -005 Tonnage Reports / Weights & Longer Required - Ldn er•'• Regrlir2d �`: Ma g' Mfr, OD, S ! I Yes: After 1 Department preference; GC Measures Minimum 5 nhimum'5 Ppr year §60201 years 0. :5:ysars: • : Solid Waste 5W -006 Weight Tickets /Weight Measures 5 years Mag; 'S /I I Yes (after Department preference; GC OD, Ppr 2 ears ) §60201 COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Joan Revak From: Scott Carroll Sent: Thursday, April 14, 20111:27 AM Joan Revak object: . FW: SCADA System FYI regarding President Ooten's reimbursement Scott Carroll, General Manager Costa Mesa Sanitary District (949) 645 -8400 www.crosdca.aov 1nccu11y'9.Faac 1ac111 rr 05/26/11 XVI. F. From: Bobbyooten @aol.com [mailto:Bobbyooten @ aol.com) Sent: Thursday, April 14, 20117:54 AM To: Scott Carroll Subject: Re: SCADA System Two things. Please agendize reimbursement for me attending one day at CWEA Annual conference in Ontario The cost was $300 plus mileage. Secondly I caught up with an old friend named Gene Heyer presently of Tesco. Controls, Inc at CWEA: He is an Instrumentation /Controls engineer who used to work for Carollo Engineering. His cell is 951 440 1924. Also SAGE Designs, Inc local rep for the company SCADA and Security Products. The local prep is Ken Vandereer telephone 1 888 ASK SAGE. Ken is in NB, I believe. The conference was enlightening in that I learned more about compliance tactics the state and EPA may take and that the compliance audits target for Sewer spills is 3 SSOs /100 miles. The NGOs remain active in lawsuits against all sizes of agencies above the target of 3 SSOs /100 miles with some very large fines for small and medium size agencies as well as the regulators performing compliance activities. There will be more speakers on this topic, but I cannot afford the time to attend. i