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Agenda Packets - Board - 2009-01-28Costa Mesa Sanitary District ... an Independent Special District Robert Ooten Vice President James Ferryman Director Arlene Schafer President Gary Monahan Secretary Arthur ferry Director Public Comments. Any member of the public may address the Board. Speakers on agenda items should identify themselves to the Clerk before the meeting so that their input can be provided at the time the item is considered. Speakers on non- agenda items will be heard under Public Comments. Pursuant to State law, the Board may not discuss or take action on non- agenda items except under special circumstances. Speakers must limit their remarks to three minutes or as decided upon by the Presiding Officer. The Presiding Officer reserves the right to declare any speaker out of order. Obtaining Agenda Materials: The public is entitled to copies of all documents that are made part of the agenda packet. If any document or other writing pertaining to an agenda item is distributed to all or a majority of the Board after the packet is prepared, a copy of that writing may be obtained at the District offices at 628 W. 19"' 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 (28CFR 35.102.35.104 ADA Title II). • Regular Meeting - Wednesday, January 28, 2009 RECOMMENDED ACTION CALL TO ORDER —12:00 P.M. — 628 W. 19t" Street, Costa Mesa II. PLEDGE OF ALLEGIANCE — Director Perry III. INVOCATION = Thomas Fauth IV. ROLL CALL (If absences occur, consider whether to deem those absences excused based on facts presented for the absence — such determination shall be the permission required by law.) V. 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. 0 Protecting our community's health dy providing solid waste and sewer collection services. www.crosdcagov Costa Mesa SanttarN District January 28, 2009 AGENDA Page 2 RECOMMENDED • ACTION Reports Minute Approval 1 City/Districts Liaison Committee — November 14 2008 2. Recycling Committee Meeting — December 8, 2008 3. Sewer System Committee Meeting — December 10 2008 4 Regular Meeting — December 19 2008 Manager's Reports 5 Refunds No Refunds 6. Occupancy Report and payment to Costa Mesa Disposal —January 2009 Approve 7 Monthly SSO Report to State Water Resources Control Board Receive & File 8 Waste Diversion Report— December 2008 Receive & File 9 Contract Payment to CR Transfer for Recycling Services & Disposal Ratify Payment • for January 2009 10 Ordinance Enforcement Officer's Report Receive & File 11 Human Resources Meeting— December 31 2008 Receive & File 12. Human Resources Meeting —January 7 2009 Receive & File Engineer's Reports 13. Project Status Report Receive & File Treasurer's Reports 14 Financial Reports as of December 31 2008 Approve 15 Treasurer's Reports as of December 31 2008 Approve 16. Warrant Register for the month of December 2008 in the amount of Ratify Payments $$454,879 90 17 Directors Compensation and Reimbursement of Expenses for the Approve Compensation Month of December 2008 & Ratify Expenses -END OF CONSENT CALENDAR- . WRITTEN COMMUNICATIONS Protecting our community's health by providing solid waste and sewer collection services. www.crosdca.ov Costa Mesa Sanitary District January 28, 2009 AGENDA Page 3 RECOMMENDED • ACTION VII. PUBLIC COMMENTS VIII. MANAGER'S REPORTS A. CLOSED SESSION 1 To provide Authority to the District's Labor Negotiator Robin Hamers, Regarding Compensation, but not limited to the CaIPERS Retirement Formula, for all Unrepresented Employees (Government Code § 54957.6) (Refer to CMSD HR Meeting Minutes dated December 31 2008 and January 7 2009) B. Request for Ad Hoc Committee with two Directors and Employees to Discuss Consider CaIPERS Retirement Program C District Yard— 174 W Wilson Street—CMSD #187 1 Update on Design Phase & Contractor Selection Process Accept Report 2. Application for Time Extension to City Planning Commission Accept Report D Year 2007/2008 Additional Strategic Planning Action Items Accept as Complete 1 Strategic Planning Facilitator for 2009-2010 Strategic Plan Award Contract • E. Grant Research Accept Report F Sewer System Committee 1 Report on Sewer System Sub-Committee Meeting held Accept Report January 9, 2009 2. Report on meeting held January 14 2009 Accept Report 3. Transfer of Sewers from OCSD to CMSD Accept Report 4 Project #186 Sewer Lateral Assistance Program Update a. Presentation to City by Assistant Manager on January 8, 2009 Accept Report G. Special Districts Leadership Foundation (SDLF) Accept Report H. Recycling Committee —Tuesday January 20, 2009 12:00 p.m. CMSD Board Room, 628 W 19'h Street, Costa Mesa (Directors Ooten and Ferryman) 1 Recycling Committee Goals for 2007 2008 Accept as Complete 2. Recycling Committee Goals for 2009-2010 Establish • 3. 2008 School Telephone Book Recycling Program Accept Report & Approve Awards Protecting our community's health by providing sold waste and sewer collection services. www.crosdca.gov Costa Mesa Sawtarp District January 28, 2009 AGENDA Page 4 RECOMMENDED • ACTION 4 Orange County Waste & Recycling Sub-Regional Meetings and Consider Grant Program 5. Disposal of Residential Grease in CMSD Trash Collection Program Accept Report 6. Tour of CR&R and Frank L. Bowerman Landfill for General Manager Accept Report and Directors of Mesa Consolidated Water District 7 Food Recycling Accept Report 8. Sewer Science Program at TeWinkle School Accept Report 9. Report on Other CMSD Recycling Programs Accept Report IX. ENGINEER'S REPORTS A. Waste Discharge Requirements (WDR) Update X. TREASURER'S REPORTS A. Audited Financial Statements by Independent Certified Accept Report Public Accountants for Period Ending June 30 2008 • B. Budget Calendar 2009-2010 Accept Report & Set Date for Special Meeting C Alternate Financing Methods for Cities Accept Report XI. ATTORNEY'S REPORTS A. New Legislation Accept Report B. Assembly Bill 3030 — Sewer Water & Trash Rate Increases Accept Report C Liebert Cassidy Whitmore Agreement for Special Services for 2009 Ratify D Resolution No. 2009-762, Ordering that Publication of Ordinance No. 72 Adopt Resolution Establishing Agenda Distribution Rules has been Published XII. LOCAL MEETINGS (Includes Reports by all Directors Representing CMSD) 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 (Director Schafer) • D Local Agency Formation Commission (LAFCO) Accept Report Protecting our community's hearth by providing solid waste and sewer collection services. www.crosdcagov Costa Mesa Sarntaq District January 28, 2009 AGENDA Page 5 RECOMMENDED • ACTION E. California Special Districts Association (CSDA) Accept Report (Director Schafer) F California Association of Sanitation Agencies (CASA) Accept Report 1 CASA Mid-Year Conference — January 21 24 2009 at Accept Report Indian Wells (President Schafer & Vice President Ooten) G. SWANA Workshop in Ontario —Thursday January 8, 2009 Accept Report (Vice President Ooten) H. Other Meetings Qualifying for Reimbursement under CMSD Report on Matters Ordinance No. 55, Operations Code Section 3.01 030 Pertaining to CMSD XIII. OLD BUSINESS XIV NEW BUSINESS A. Costa Mesa Historical Society Membership Dues for 2009 Ratify Payment in the amount of $100 00 B. Photograph of Directors and Staff Consider • C Joint Meeting with Midway City Sanitary District Update XV ORAL COMMUNICATIONS AND DIRECTOR COMMENTS XVI. ADJOURNMENT • Protecting our community's health by providing solid waste and sewer collection services. www.crosdca.ov a9 f/C s U ;4t riT4.4.4 i2 /Mesa Consolidated �a \Hater Dis trio \�O • r Ne°RPORPTEo`9y ``�rOBA�/ CITY/DISTRICTS LIAISON COMMITTEE MEETING MINUTES FRIDAY November 14, 2008 8:00 a.m. CITY OF COSTA MESA 77 Fair Drive Costa Mesa, California 92626 City Committee Members: Eric R. Bever Mayor Allan R. Mansoor Mayor Pro Tern Allan Roeder City Manager Mesa Committee Members: James Atkinson, President Lee Pearl, General Manager CMSD Committee Members: James Ferryman, Director Gary Monahan, Director Rob Hamers, Manager/District Engineer Tom Fauth, Assistant Manager Joan Revak, Board Secretary/Program Manager/Clerk of the District I. State Water Situation (Mesa) Mesa President Jim Atkinson reported on the severely reduced southern California water supply A combination of factors has led to the water shortage including less water from the north, the Colorado watershed is very low less water in reservoirs, and additional protected species requiring protection methods. The shortage is resulting in Metropolitan Water District (MWD/Met) considering an allocation plan for water delivery Mesa's foresight in building additional wells and storage capacity has resulted in importing only 15% of their water Mesa also reports their water conservation education efforts are resulting in less water used. Mr Hamers stated CMSD will assist in educating the public through its newsletter CITY/DISTRICTS LIAISON COMMITTEE MEETING November 14, 2008 MINUTES Page 2 II. Uniform Plumbing Code (Mesa) Mr Pearl requested the version of the Uniform Plumbing Code (UPC) the City currently adopts. Mr Roeder will reply Mr Pearl answered Mayor Pro Tern Mansoor `s concern regarding excessive late night watering by businesses fronting Harbor Blvd. by stating Mesa is currently performing a water audit based on the Mayor Pro Tern s previous comments regarding this subject. Mr Pearl will insure the water use review will include these specific businesses along Harbor Blvd. in the north end of the City Mr Pearl and Mr Roeder explained the cooperative effort by the City's street sweeping crews and Mesa's staff The street sweeping crews work off hours and notify Mesa when residents or businesses are using volumes of water that result in water in the streets. Mr Pearl stated he may recommend to the Mesa Board of Directors the shared use of the CMSD ordinance enforcement officer for identifying and working with water-over-users. Mr Hamers and Mr Fauth confirmed time is available in the officer's schedule and stated the CMSD is open to this arrangement. Mesa and the City are also agreeable to reviewing current City Planning requirements and standards to further water conservation Mr Roeder may arrange for a presentation on current City policy III. Westside Pumping Station Abandonment (CMSD) Mr Hamers described the cooperative project between the CMSD and Orange County Sanitation District (OCSD) to abandon six CMSD sewer pumping stations, one City of Newport Beach station, one private pumping station, and alleviate the need for a station on the north half of the Banning Ranch when it develops, by constructing a new trunk line from Costa Mesa to Fountain Valley along 19th Street extended and under the Santa Ana River The project will save significant long term energy equipment replacement, and maintenance costs. IV OCSD Efforts to Reduce Sewer Odors at Baker Street and Fairview Road (CMSD) Mr Hamers and Mr Fauth described OCSD's new hydrogen peroxide odor and corrosion control program that includes an injection station at the CMSD's Mendoza Pumping Station. The pilot program uses 1 000 gallons of 27% peroxide and 3,800 gallons of water per day Mr Fauth reported no odors are present at the intersection of Baker and Fairview a location where multiple complaints were previously received. CITY/DISTRICTS LIAISON COMMITTEE MEETING November 14 2008 MINUTES Page 3 V CMSD Yard; LEED `Gold' Accreditation (CMSD) Director Monahan gave an overview of the `green' features of the forthcoming CMSD Yard at 174 W Wilson Street. The CMSD is in the contractor selection process for the construction of the first `gold' site in Costa Mesa. Mr Fauth described the solar panel component of the project. VI. MWD Draft Model Water Conservation Ordinance Mr Roeder distributed the very restrictive draft ordinance MWD is suggesting for adoption by cities as a method to conserve water MWD did not realize Mesa is the water purveyor and did not send a copy nor contact Mesa. Provisions in the draft ordinance appear to be overly restrictive VII. Poseidon Project Update (City) Mayor Pro Tem Mansoor Mr Roeder President Atkinson, and Mr Pearl discussed the status of the project, which might result in Poseidon constructing a desalination plant in Huntington Beach and a pipeline through Costa Mesa. Mr Pearl described how the project may benefit Costa Mesa residents by providing an additional source of water while replacing an existing Mesa water line with a new line Because the project has changed from its early format and there may be some benefit to the City the Mayor Pro Tem requested Mr Roeder review and provide an update of previous City decisions on the matter Mr Pearl currently meets with the Poseidon group to discuss the project. VIII. Preparation/Approval of Liaison Committee Meeting Minutes (City) The Mayor Pro Tern and Mr Roeder suggested that because the CMSD and Mesa publish the minutes of the Liaison Committee meetings, the minutes should first come to the Liaison Committee for comments and corrections. The CMSD and Mesa agreed and Ms. Revak will assist in developing the procedure with the three agencies. IX. Sewer Laterals/Tree Roots (City) Mr Roeder and Mayor Pro Tem Mansoor discussed homeowner concerns when faced with a City parkway tree causing damage to their sewer lateral. Director Monahan reviewed the CMSD financial assistance program and Mr Hamers added information regarding the high incidence of CMSD assistance going towards repairs related to tree roots. Previous to this meeting, the attorneys from the CMSD and City discussed the legal theories involved in tree root damage Mr Roeder proposed the City offer the homeowner the choice of having the City tree removed or accepting a one-time contribution of a $1 000 towards repair work. This would be in addition to the CMSD's maximum contribution of $1 ,800. Director Monahan and Mr Hamers stated this will likely be well received by the property owners. Mr Roeder will follow through on the City side CITY/DISTRICTS LIAISON COMMITTEE MEETING November 14 2008 MINUTES Page 4 Mr Hamers and Mr Roeder also discussed the issue of on-site (private property) jurisdiction over sewer lateral work, the lateral being defined as everything outside the building. Mr Hamers stated CMSD counsel Alan Burns has opined, and tried a case establishing the precedence that when overlapping authorities exist, the first agency exercising its powers is the governing agency Because the CMSD was established in 1944 and the City in 1953, the circumstances are in place for the City to leave all private property concerns to the CMSD Mr Roeder was receptive to this idea and Mr Hamers will provide information from Mr Burns. Mr Roeder will advise on the City's decision on the matter Gary Monahan, Secretary Arlene Schafer President Costa Mesa Sanitary District Costa Mesa Sanitary District OntiF 9ANIt4 4<. s9 qsp /4 t�` ey, /mesa Consolidated 4 7.441.A011 4 ado \N eter District „gib-ZS I'P2 �4.n Di w V� / y •`J Fiji O, Tii l �+ \' 4PoRanc= REVISED cl-Pone CITY/DISTRICTS LIAISON COMMITTEE MEETING AGENDA FRIDAY JANUARY 9, 2009 8:00 A.M. MESA CONSOLIDATED WATER DISTRICT DISTRICT OFFICE— BOARDROOM 1965 Placentia Avenue Costa Mesa, California 92627 Parking is available lust inside the front gate, in the spots immediately to the left. Mesa Committee Members: Shawn Dewane President Fred Bockmiller First Vice President Lee Pearl, General Manager City Committee Members. Allan R. Mansoor Mayor Eric R. Bever Council Member Allan Roeder City Manager CMSD Committee Members: Robert Ooten, Vice President James Ferryman, Director • Rob Harriers, Manager/District Engineer Tom Fauth, Assistant Manager Joan Revak, Board Secretary/Program Manager/Clerk of the District AGENDA 1 MWD's Draft Model Water Conservation Ordinance (Mesa) 2. Poseidon (Mesa) 3. Approve Minutes of City/Districts Liaison Committee Meeting of November 14 2008 (CMSD) 4 Mutual Aid and Cooperative Projects (CMSD) 5. Inflow & Infiltration (CMSD) 6. City Tree Roots (CMSD) 7 CMSD Sewer Lateral Assistance Program (CMSD) 8 Costa Mesa Commercial Trash (CMSD) Public Comments ',Other Next Meeting: 8.00 a.m. Friday April 10 2009 — Costa Mesa Sanitary District er- y r'f, a ATV • COSTA MESA SANITARY DISTRICT MINUTES OF RECYCLING COMMITTEE MEETING December 8, 2008 The Costa Mesa Sanitary District Recycling Committee met at 12:00 p.m. at 628 W 19`h Street, Costa Mesa. Directors Present: Robert Ooten, Art Perry Staff Present: Rob Hamers, Tom Fauth, Joan Revak, Sherry Kallab Denise Gilbert Director Ooten called the meeting to order at 12:00 p.m. Recycling Committee Goals The Committee reviewed the Recycling Committee goals and updates were approved. • II. 2008 School Telephone Book Recycling Program Ms. Revak presented an update on the 2008 Telephone Book Recycling Program and provided the Weekly Collection Data 2008 chart. Kline School is leading in the collection with a total of 41 .82 lbs. — almost 14 books per student. Ms. Revak noted the invitation letter to the schools stipulated eligibility for an award required a minimum of Y2 book per student. Nineteen schools have not yet reached that goal and a letter will be sent to those schools as a reminder they will not receive a participation award unless the minimum goal is met. Ms. Revak also reported on a meeting on December 3, 2008 with Mr Jim Troup, Manager of Environmental Issues from AT&T San Francisco and Laura Wills Ochoa, Southern California Area Marketing Manager Mr Troup requested the District invoice AT&T the amount of $1 600 to offset the cost of flyers and posters this year and offered to do the printing for the CMSD next year Ms. Ochoa offered to provide giveaways to grand prize winners, such as tickets to an Angel game and other events. Staff will arrange for Ms. Ochoa to attend a future Recycling Committee meeting and perhaps accompany a Director to an award presentation ceremony with additional giveaways. Mr Troup will provide new AT&T t-shirts for students and rulers made from recycled phone books. A letter of appreciation will be sent to AT&T • Protecting our community's health by providing solid waste and sewer collation services. www.crosdcasov Costa Mesa Sanitary District Minutes of Recycling Committee Meeting ! December 8, 2008 Page 2 III. Orange County Waste and Recycling Sub-Regional Meetings and Grant Program Mr Fauth reported on the Grant program and the possibility of using funds to reduce materials going to the landfills through CR&R and applying for grant funds for the Perris facility Criteria for the next grant is being refined. The four current areas for use of grant funds are to promote and educate the public on recycling benefits; provide local methods to dispose of HHW materials, a pilot program for compost bins; and sponsorship of e-waste events. IV Partnerships with OCSD A. Biosolids B. No Drugs Down the Drain There were no updates on Biosolids or 'No Drugs down the Drain V Disposal of Residential Grease in CMSD Trash Collection Program There were no updates provided. • VI. Alternatives to Junk Mail Mr Hamers reported on a sign Mr Dan Worthington presented at the last regular Board of Directors meeting with the intent of reducing unsolicited literature delivered to residents and discussion on the subject ensued. It was pointed out that a 'no trespassing' sign may also be effective in that trespassers can be reported to the police for appropriate action. Mr Hamers reported Mr Burns, CMSD legal counsel, is communicating with the city attorney for the City of Costa Mesa to discuss the City's position on political candidates canvassing during an election. The full Board of Directors will be asked to determine a position on whether to support the sign as proposed by Mr Worthington. Another alternative to reducing junk mail is using the `800' number to be removed from mailing lists and publishing information VII. Tour of CR&R and Frank L. Bowerman Landfill for General Manager and Directors of Mesa Consolidated Water District —Tuesday January 20, 2009 Ms. Gilbert reported a tour of CR&R and the Frank L. Bowerman Landfill for the General Manager and Directors of the Mesa Consolidated Water District is scheduled for Tuesday January 20 2009 Ms. Gilbert will verify the number of • persons attending and arrange for appropriate transportation. Protecting our community's health by providing softer waste and sewer correction services. www.ansdcagov Costa Mesa Sanitary District Minutes of Recycling Committee Meeting �ii!' December 8, 2008 • Page 3 VIII. Food Recycling Ms. Gilbert and Ms. Jackson will attend a workshop on the subject of Food Recycling on Wednesday December 17 2008 at the Newport Beach Central Library IX. Report on Other CMSD Recycling Programs Director Ooten reported on a SWANA Workshop being held on Thursday January 8 2009 in Ontario The item will be placed on the agenda for the regular Board meeting on Friday December 19 2008 X. Public Comments There was no public present at the meeting. Director Ooten adjourned the meeting at 1 10 p.m. • Secretary President • Protecting our community's health by providing sollid waste and sewer collection services. www.crosdcagav ! jM M_71::iY,< • p . : COSTA MESA SANITARY DISTRICT MINUTES OF SEWER SYSTEM COMMITTEE MEETING DECEMBER 10, 2008 CALL TO ORDER Board members of the Costa Mesa Sanitary District met in Committee session on December 10 2008 at 10:30 a.m. at 628 W 19th Street, Costa Mesa. Director Monahan called the meeting to order at 10:30 a.m. DIRECTORS PRESENT' Gary Monahan, Bob Ooten, Art Perry DIRECTORS ABSENT STAFF PRESENT' Robin Hamers, Manager/District Engineer' • Thomas A. Fauth, Assistant Manager Sherry Kallab Management Analyst; Karl Dulake, Maintenance Supervisor Joe Limon, Inspector Debbie Bjornson, Permit Processing Specialist; Paul Guzman Inspector OTHERS PRESENT' None MONTHLY SSO STATISTICS Mr Fauth presented the Sanitary Sewer Overflow (SSO) statistics for 2008 noting no new additions since the last meeting November 8 2008 Mr Fauth discussed two items attached to the overflow handout. The first was a no spill certification report the California Integrated Water Quality System (CWIQS) requires for each month without spills. The second document specified the CMSD WDR update requirements for SSMP compliance to be updated December of every year COMPLIANCE WITH WASTE DISCHARGE REQUIREMENTS (WDR) Per Director Ooten's request the second item documented District compliance with all WDR requirements effective July 2004 The information was entered in the (CWIQS) database in 2006 and 2007 and Mr Fauth will update the information in December 2008. an" COSTA MESA SANITARY DISTRICT 1 MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING DECEMBER 10, 2008 PAGE 2 • CALCIUM DEPOSITS IN THE SEWER LINES The Committee reviewed a video of calcium formation in a lateral line located at 2301 Anniversary Lane The beginning formation of the calcium appears in the form of small white spots seen on the upper half of the lateral pipe These same spots appeared in the District main lines in 1992 and are now showing up in lateral lines. Mr Dulake reported, per Joe Parker with National Clay Pipe Institute (NCPI) a change in pH is the cause of the calcium build up. Mr Parker believes the water is leeching through the gaps in the pipe. A lateral located at 180 E. 19th Street has more progressive calcium than the Anniversary Lane location. Staff distributed photographs of calcium buildup to the Committee. El Toro Water District chose to dig up and replace pipe with large calcium deposits because they did not have equipment available to remove the build up within the line Mr Fauth warned the District should address the issue before it becomes a much larger problem Mr Fauth reviewed the method used by the Leucadia Water District of removing sewage upstream with a vacuum truck, plugging the pipeline from manhole to manhole and filling the pipe with an acid cleaning solution to loosen the calcium compounds. This method is very expensive and is more difficult to use on residential lines. Mr Fauth directed Staff to ask National Plant to identify the manhole to manhole locations that have calcium deposits. Mr Fauth informed the Committee the videos of 180 E. 19th Street lateral calcium deposits and the Fair and Harbor chain fling repair could be available at the January meeting for review • JURISDICTION OF ON-SITE PRIVATE SEWER LATERALS The Committee was provided with a copy of a memo from Alan Burns, CMSD Counsel, confirming the District's jurisdiction in the regulation of sewer laterals and prohibiting the City of Costa Mesa in specifying construction standards of sewer laterals. Mr Hamers sent a letter regarding CMSD jurisdiction to Allan Roeder City Manager City of Costa Mesa, and he agrees with the recommendations. An agreement with the City is forthcoming. Director Ooten acknowledged there are regulations being proposed in State of California bills at the Senate and Assembly level to make local agencies responsible for private lateral lines. Mr Fauth directed Staff to follow up on bills being discussed regarding private lateral lines. TRANSFER OF SEWER LINES FROM OCSD TO CMSD Mr Hamers, Mr Fauth and Mr Winsor are working on the details of the responsibilities of the lines to be transferred. POWER POINT PRESENTATION OF SEWER LATERAL ASSISTANCE PROGRAM • Mr Fauth is scheduled to present the District's Sewer Lateral And Clean Out Financial Assistance Power Point Presentation at the Santa Ana River Basin Section (SARBS) of COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING '' - DECEMBER 10,2008 iiir i PAGE 3 the California Water Environment Association (CWEA) Collection Training Seminar on January 22, 2008 Ms. Jackson will assist with the presentation. Mr Fauth will also contact Mr Sutro regarding a program presentation to realtors and property managers to update them on the District's assistance program to homeowners and renters. DISTRICT YARD SAVINGS BY DESIGN The Committee reviewed a copy of the SCE Savings By Design Agreement with the District. The Estimated Project Incentive the District will receive is $2,189 00 The project architect and Leadership in Energy and Environmental Design (LEED) contractors also have a separate agreement with SCE and will receive a separate check for the project. The latest e-mail shows the District has 52 credits in the platinum level with a possible 3 additional credits. The District also plans to purchase renewable energy credits to provide additional points to the District for the project. Staff met with Robert Thornton to review and tailor the Department of Industrial Relations (DIR) `Recommended Guidelines for Pre-Qualification of Contractors' in preparation for the bidding of the contract for the new District Yard LEED Building located at 174 W Wilson. District Counsel reviewed the revised document. A memo regarding the • guidelines will be in the Board Packet for the December 19 2008 meeting. IAPMO STANDARDS FOR SIZING GREASE INTERCEPTORS There has been a drive to require oversized grease interceptors for food service establishments. The Committee reviewed the Uniform Plumbing Code Table 10-3 list of interceptor volumes needed per the size of the restaurant. Director Ooten commented the current Table 10-3 list was going to be reduced to just a limited number of volumes. John Schaffer of EEC represented the District and recommended retaining the current limits. Mr Hamers is sending a thank you from the District. FOG PROGRAM UPDATE FROM SEWER SYSTEM SUB COMMITTEE The sewer system sub-committee conducted a review of the progress of the District FOG Program and provided the Committee with a summary of the review The Committee discussed an interceptor that cannot be located for the Mesa Restaurant. Director Monahan recommended contacting the prior owner Mr Dulake will contact the prior owner to see if he has any information regarding the interceptor If that fails, Mr Fauth recommended having the new owner televise the line to determine if there is an interceptor installed. Mr Fauth will have Mr Kolk follow up with the new owner Mr Fauth advised the Committee that Staff is working on a program with the Orange Coast College Recycling Center for residential grease drop-off gli DISPOSAL OF SCRAP METAL FROM FIRE DAMAGED EQUIPTMENT 9F1^6 COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING �y DECEMBER 10, 2008 v A' PAGE 4 • The District had a significant amount of fire damaged material on the premises of JIMNI. Irvine Ranch owns the land where JIMNI is located and JIMNI's contract was coming up for renewal at the end of the month. The equipment had to be removed before that time. Golden Bear Recycling charged $2,500.00 to remove the equipment less the sale of the residuals of $1 000.00 for a total cost to the District of $1,500 00 Mr Dulake contacted a number of scrap metal companies regarding the disposal and was not able to find any buying scrap at this time Mr Dulake took photos of the site after the removal and plans to provide those at the next Committee meeting. PROJECT #129 BRISTOL STREET SEWER, DESIGN PHASE UPDATE Mr Hamers reported the project is moving along. The intent is not to put a pump station at the Bristol Street location but to replace the pipe to increase the line volume The Irvine pump station was sized for the economic growth of the Bristol area. PROJECT #164 MISCELLANEOUS SEWER WORK Mr Dulake reported parts have been ordered for the last two stations being upgraded and they will be completed as soon as the parts arrive The crew will start the maintenance schedule again turning the valves at the stations in mid-January 2009 • #168 IRVINE PUMPING STATION RELOCATION — UPDATE ON CONSTRUCTION & DAMAGE TO ADJOINING PROPERTY Project is complete Damage to the parking lot is being handled by the party's attorneys. PROJECT #170 PREPARE EMERGENCY RESPONSE PLANS for PUMPING STATIONS Joe Sinacori and Paul Guzman are working on emergency response plans for all 20 pump stations. The project will take at least another 6 months to complete PROJECT #171 IRVINE PUMPING STATION FORCE MAIN REHABILITATION Mr Guzman reported the design and timing are being reviewed for replacement of an additional 2000 ft section all the way to the Elden pump station, with 450 ft currently completed. PROJECT #175 OCSD GRANT — TELEVISING CMSD SEWER LINES • A total of 9 144 72 LF of line inspection occurred in November The November 30 2008 status for televising is 90.2% complete (1 018,846.28LF/1 129 420LF) with an estimated COSTA MESA SANITARY DISTRICT alb MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING : P �.' ; DECEMBER 10, 2008 PAGE 5 • project completion date of Mid May 2009 Mr Fauth referred to the program contract stating all project deliverables, invoices and requests for reimbursement must be made to OCSD by October 1 2009 Mr Fauth directed Staff to identify the deliverables OCSD requires and request those from National Plant. PROJECT #183 - SYSTEM WIDE SEWER REPAIR - FAIR AT HARBOR Mr Guzman reported on replacement of 175 ft of main line from manhole to manhole to remove the sags. The project will probably start in January 2009 after the moratorium is lifted. Mr Dulake reported a hole in the line at 770 W 18th Street was repaired before the moratorium went into effect. PROJECT #186 - SEWER LATERAL ASSISTANCE PROGRAM The spreadsheet was last updated 12/02/08 and there have been 5 to 10 additional requests come in that are not included on the spreadsheet. As of December 2, 2008 $50,000 00 has been reimbursed, 42 requests have been completed, 28 are in progress and 2 are waiting for review The Committee reviewed a graph of the history of the number of applicants per month. al PROJECT #187 - DISTRICT YARD UPDATE - LEED GOLD STANDARD The District is currently at 52 credits with 3 additional pending and will keep us in the platinum area but we are definitely in for gold. Mr Limon mentioned Mesa Water has a contractor interested in renting the District Yard to store equipment while working on a Mesa project. Mr Fauth will follow up. NEXT MEETING The next meeting is scheduled for January 14 2008 at 10:30 am. PUBLIC COMMENTS There were no public comments. ADJOURNMENT Director Monahan adjourned the meeting at 11 :32 a.m. • SECRETARY PRESIDENT • 0p SAKI 74 f\ S.% COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING DECEMBER 19, 2008 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on December 19 2008 at 12:00 p.m at 628 W 19`h Street, Costa Mesa. President Perry called the meeting to order at 12:00 p.m. PLEDGE OF ALLEGIANCE Director Ferryman led the Pledge of Allegiance • INVOCATION Mr Fauth gave the invocation. ROLL CALL DIRECTORS PRESENT' Art Perry Arlene Schafer Bob Ooten James Ferryman, Gary Monahan DIRECTORS ABSENT None STAFF PRESENT' Robin B. Hamers, Manager/District Engineer Alan Burns, Legal Counsel; Tom Fauth, Assistant Manager Joan Revak, Board Secretary/Program Manager/Clerk of the District; Marc Davis, Treasurer Teresa Gonzales, Accountant; Sherry Kallab, Management Analyst; Debbie Bjornson, Permit Processing Specialist; Janel Jackson, Office Specialist II Kaitlin Tran, Accounting Specialist I; Karl Dulake, Maintenance Supervisor OTHERS PRESENT' None • CMSD BOARD OF DIRECTORS MEETING December 19, 2008 Page 2 • ELECTION OF OFFICERS ELECTION OF DISTRICT OFFICERS (PRESIDENT, VICE PRESIDENT & SECRETARY) Director Ooten motioned to nominate Arlene Schafer as President of the Board of Directors of the Costa Mesa Sanitary District. Director Ferryman seconded. Motion carried 5-0 (Wherein Director Schafer further conducted the Board Meeting as President.) Director Ferryman motioned to nominate Robert Ooten as Vice President of the Board of Directors of the Costa Mesa Sanitary District. Director Perry seconded. Motion carried 5-0. Director Perry motioned to nominate Gary Monahan as Secretary of the Board of Directors of the Costa Mesa Sanitary District. Director Ooten seconded. Motion carried 5-0 APPOINTMENT OF CMSD RECYCLING COMMITTEE CHAIRMAN (CURRENTLY DIRECTOR OOTEN) President Schafer motioned to appoint Robert Ooten as CMSD Recycling Committee • Chairman. Director Perry seconded. Motion carried 5-0 APPOINT THREE DIRECTORS TO SEWER SYSTEM COMMITTEE (CURRENTLY DIRECTORS MONAHAN, OOTEN AND FERRYMAN). APPOINT ONE OR TWO DIRECTORS TO SEWER SYSTEM SUB-COMMITTEE (CURRENTLY DIRECTOR OOTEN) President Schafer motioned to appoint Gary Monahan, Robert Ooten and James Ferryman to the Sewer System Committee Director Perry seconded. Motion carried 5- 0 President Schafer motioned to appoint Robert Ooten and Art Perry to the Sewer System Sub-Committee Director Perry seconded. Motion carried 5-0 Mr Hamers suggested the time of the Sewer System Sub-Committee meetings be changed to 11:30 a.m. Ms. Revak will notify Jim Kolk, EEC and Staff as to the revised time. • CMSD BOARD OF DIRECTORS MEETING December 19, 2008 Page 3 • APPOINTMENT OF REGULAR REPRESENTATIVE TO CITY/DISTRICTS LIAISON COMMITTEE (CURRENTLY DIRECTOR MONAHAN) Director Perry motioned the appointment of a regular representative to the City/Districts Liaison Committee be open to all directors that can attend. Director Ooten seconded. Motion carried 5-0 APPOINTMENT OF ORANGE COUNTY SANITATION DISTRICT REPRESENTATIVE (CURRENTLY DIRECTOR FERRYMAN) Director Ooten motioned to appoint Jim Ferryman as the Orange County Sanitation District Representative Director Perry seconded. Motion carried 5-0 Director Perry motioned to appoint Robert Ooten as the alternate Director Ferryman seconded. Motion carried 5-0 APPOINTMENT OF INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY REPRESENTATIVE (CURRENTLY DIRECTOR SCHAFER) • Director Monahan motioned to appoint Arlene Schafer as the Independent Special Districts of Orange County Representative Director Perry seconded. Motion carried 5-0 APPOINTMENT OF SANTA ANA RIVER FLOOD CONTROL AGENCY REPRESENTATIVE (CURRENTLY DIRECTOR PERRY) Director Ferryman motioned to appoint Director Perry as the Santa Ana River Flood Control Agency Representative Director Ooten seconded. Motion carried 5-0 APPOINTMENT OF CSDA REPRESENTATIVE (CURRENTLY DIRECTOR SCHAFER) Director Ooten motioned to appoint Director Schafer as the CSDA Representative. Director Perry seconded. Motion carried 5-0 BOARD CONSIDERATION OF ATTENDANCE & REPORTING ON MEETINGS OF COSTA MESA CITY COUNCIL, OCCOG, WACO AND COSTA MESA CHAMBER OF COMMERCE Director Perry motioned to support attendance at all local and statewide meetings • where representation of the District is appropriate. Director Ooten seconded. Motion carried 5-0 CMSD BOARD OF DIRECTORS MEETING December 19, 2008 Page 4 CONSENT CALENDAR • Director Schafer motioned to approve the Consent Calendar Director Ferryman seconded. Motion carried 5-0 REPORTS MINUTE APPROVAL Minutes of Sewer System The Minutes of the Sewer System Committee Committee Meeting Meeting of November 12, 2008, were approved as November 12, 2008 distributed. Minutes of Recycling The Minutes of the Recycling Committee Meeting Committee Meeting of November 17 2008 were approved as November 17 2008 distributed. Minutes of Strategic The Minutes of the Strategic Planning Pre-Meeting Planning Pre-Meeting — of November 17 2008 were approved as November 17 2008 distributed. Minutes of Investment The Minutes of the Investment Oversight Oversight Committee Committee Meeting of November 20 2008 were Meeting November 20, approved as distributed. 2008 Minutes of Regular The Minutes of the Regular Meeting of November Meeting November 20, 2008 were approved as distributed. 20 2008 Minutes of Special The Minutes of the Special Meeting of December 2, Meeting — December 2, 2008, were approved as distributed. 2008 MANAGER'S REPORTS REFUNDS There were no refunds for the month of December 2008. • CMSD BOARD OF DIRECTORS MEETING December 19, 2008 Page 5 • Occupancy Report and The Trash Occupancy Count documented an Payment of $196,575.59 increase of 2 units for the occupancy report for to Costa Mesa Disposal - solid waste collection as of December 1 2008. December 2008 Therefore the total for December is 21 471 Board directed Staff to prepare a warrant for $196,575.59 for December 2008 collection based on occupancy report. Said payment in the amount of $196,575.59 to Costa Mesa Disposal to be ratified on the January 2009 warrant register Monthly Spill Report to The Monthly Spill Report to the State Water State Water Resources Resources Control Board (SWRCB) for December Control Board 2008 was accepted as submitted. Minutes of Staff Human The Minutes of the Staff Human Resources Resources Meeting - Meeting held on November 25 2008 were November 25 2008 accepted as submitted. Waste Diversion Report The Waste Diversion Report dated December 2008 was accepted as submitted. • Contract Payment of The contract payment of $152,526 79 to CR $152,526.79 to CR Transfer for recycling services and disposal for the Transfer- November month of November 2008 was ratified as 2008 submitted. Contract Payment of The contract payment of $8,758.34 to CR Transfer $8 758.34 to CR Transfer for recycling services and disposal for Santa Ana - Santa Ana Heights/ Heights/Newport Beach for the month of November Newport Beach - 2008 was ratified as submitted. November 2008 Ordinance Enforcement The Ordinance Enforcement Officer's Report dated Officer's Report December 2008 was accepted as submitted. ENGINEER'S REPORTS Project Status Report The Project Status Report dated December 2008 was accepted as submitted. • CMSD BOARD OF DIRECTORS MEETING December 19, 2008 Page 6 • TREASURER'S REPORTS Financial Report as of The Financial Report as of November 30 2008 November 30 2008 was accepted as submitted. Treasurer's Report as of The Treasurer's Report as of November 30 2008 November 30 2008 was accepted as submitted. Warrant 2009-06 for Warrant Resolution #CMSD 2009-06 was November 2008 in the approved, authorizing the President and Secretary amount of $588,549 72 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 $588,549 72. Directors Expenses for the Director Compensation and Expense Month of November 2008 Reimbursements for the Month of November 2008 were approved and ratified as follows. President Perry- $663.00 Vice President Schafer $1 ,326.00 Director Ooten. $884.00 + $16.38 • Director Ferryman: $884 00 Director Monahan. $663.00 END OF CONSENT CALENDAR WRITTEN COMMUNICATION There were no written communications. (Director Monahan arrived at 12:05 p.m.) PUBLIC COMMENTS There were no public comments made. CMSD BOARD OF DIRECTORS MEETING December 19, 2008 Page 7 • MANAGER'S REPORTS LAFCO PRESENTATION BY CAROLYN EMERY, SENIOR PROJECT MANAGER Carolyn Emery Senior Project Manager of Orange County LAFCO presented an update on LAFCO Ms. Emery reported LAFCO is currently working on the Maddox Study and the Governance Study of South County Ms. Emery also reported LAFCO is preparing for the second round of Municipal Service Reviews. Ms. Emery reported on March 20 2009 LAFCO is hosting a workshop. LAFCO is inviting all districts and cities to send an elected official to participate in the workshop The purpose of the workshop is to receive input from all stakeholders regarding regional issues. The location and time of the workshop will be determined at a later date Ms. Emery reported LAFCO's budget has held steady through conservative and frugal management. Ms. Emery reported Joyce Crosthwaite initiated a reorganization and down-sizing of staff CLOSED SESSION • Mr Hamers recommended a Closed Session with regard to Compensation for all Unrepresented Employees be held following the adjournment of the regular meeting. DISTRICT YARD— 174 W. WILSON STREET— CMSD #187 UPDATE ON DESIGN PHASE Mr Hamers reported the construction plans are now approved at the city The design team met and discussed the complexity of the construction and meeting the LEED standard. Mr Burns reported the District Yard is not a sewer project under the Public Contract Code, therefore no competitive bid process is required, but the District's purchasing policy for non-sewer projects does apply Mr Hamers reported due to complex construction requirements for building a LEED building, Staff recommends using a prequalification process for contractors interested in bidding for the construction contract. Mr Fauth presented a CMSD Yard Contractor Prequalification Selection Schedule to the Board. The schedule contains pre-qualification based on DIR guidelines, interviews, questions and answers, and sealed bids followed by Board award of the contract. • CMSD BOARD OF DIRECTORS MEETING December 19, 2008 Page 8 Mr Hamers recommended Board approval of the selection process. Director Monahan • motioned for approval of the Selection Process for Contractors for the CMSD Yard. Director Ooten seconded. Motion carried 5-0 Director Ooten requested a matrix be prepared listing the criteria and how the contractors are found. YEAR 2007/2008 ADDITIONAL STRATEGIC PLANNING ACTION ITEMS PRE-STRATEGIC PLANNING SPECIAL MEETING HELD ON MONDAY, NOVEMBER 17, 2008 AT 11 :30 A.M. Mr Hamers reported on the Pre-Strategic Planning Special Meeting held on Monday November 17 2008 at 11:30 a.m. Mr Hamers reported Staff sent an RFP to three strategic planning firms. Mr Hamers recommended Staff and two Board members discuss the proposals in a sub-committee meeting to be held on December 31 2008 at 10:30 a.m. Directors Schafer and Ferryman will be in attendance at the sub-committee meeting. GRANT RESEARCH • Mr Hamers reported he appointed Sherry Kallab as grant coordinator with Ms. Gonzalez providing back-up assistance Ms. Kallab has been in contact with Orange County agencies regarding grant opportunities at the federal, state and local levels. Director Monahan suggested Mr Hamers contact Art Levy from OCTA regarding sewer projects with federal public works. SEWER SYSTEM COMMITTEE REPORT ON MEETING HELD DECEMBER 10, 2008 Director Monahan reported the Sewer System Committee met on December 10 2008 and discussed several items including the City's tree policy grease interceptors, FOG update and CMSD projects. TRANSFER OF SEWERS FROM OCSD TO CMSD Mr Hamers reported OCSD and CMSD staffs are in agreement and Mr Burns will be reviewing the transfer agreement being prepared by OCSD general counsel. • CMSD BOARD OF DIRECTORS MEETING December 19, 2008 Page 9 • CALCIUM BUILDUP IN SEWER LINES Director Monahan reported viewing a sewer lateral video regarding the buildup of calcium deposits in sewer laterals. PROJECT #186 SEWER LATERAL ASSISTANCE PROGRAM Mr Fauth distributed a handout showing that as of December 2, 2008 $50,000 has been expended for the 2008/09 year Ms. Jackson reported there are 79 applicants. CR&R EVALUATION Mr Fauth reported on the Contractor Performance Evaluation Report 2007-08 sent to CR&R in which the majority of the ratings were `satisfactory" and that the contractor met the District's requirements. SPECIAL DISTRICTS LEADERSHIP FOUNDATION (SDLF) Ms. Revak reported all directors are up-to-date with the ethics training and the governance classes for the SDLF district of distinction program. Ms. Revak also reported Mr Hamers took the General Manager's Training Course Mr Hamers will • attend a governance class on March 17 2009 in Sacramento. CITY/DISTRICTS LIAISON COMMITTEE MEETING -- NOVEMBER 14, 2008 Director Monahan reported the City/Districts Liaison Committee Meeting was held on November 14 2008 and gave a brief overview and update of the meeting RECYCLING COMMITTEE — MONDAY, DECEMBER 8, 2008 — 12:00 P.M., CMSD BOARDROOM, 628 W. 19TH STREET, COSTA MESA (DIRECTORS OOTEN AND PERRY) RECYCLING COMMITTEE GOALS FOR 2007/2008 Director Ooten reported there were no revisions to the Recycling Committee Goals for 2007/2008. 2008 SCHOOL TELEPHONE BOOK RECYCLING PROGRAM Ms Revak reported there are 19 schools that do not meet the half-pound per student requirement in the 2008 School Telephone Book Recycling Program even though reminder letters were sent. Ms. Revak was contacted by representatives from AT&T • who offered $1600 to offset the cost of the flyers and posters and offered T-shirts and CMSD BOARD OF DIRECTORS MEETING December 19, 2008 Page 10 giveaways to grand prize winners. Ms. Revak reported a letter of appreciation was sent • to AT&T ORANGE COUNTY WASTE & RECYCLING SUB-REGIONAL MEETINGS AND GRANT PROGRAM Mr Fauth reported CMSD Accountant Teresa Gonzalez is maintaining expenses and encumbrances toward the objective of spending the $20 000 grant to CMSD The total expenditures as of December 20 2008 were nearly $6300 Mr Fauth reported having three composting presentations and several vermicomposting presentations. Mr Ooten reported staff had discussions on expending grant monies with regard to other educational opportunities which include improving the Web site, public outreach and district newsletters. PARTNERSHIPS WITH OCSD Biosolids There were no updates on Biosolids. No Drugs Down the Drain There were no updates on the `No Drugs Down the Drain' Program • DISPOSAL OF RESIDENTIAL GREASE IN CMSD TRASH COLLECTION PROGRAM Director Ooten reported a discussion was held on various options for disposal of residential grease in the District's trash collection program and will discuss the options with CR&R. ALTERNATIVES TO JUNK MAIL Director Ooten reported Staff discussed several ways to deter unwanted junk mail being delivered to residents by suggesting if a resident doesn't want to have soliciting material delivered to their residences, to place a `no soliciting' or `no trespassing' sign at their residence or call the 1-800 number Director Perry suggested a correspondence be sent to Dan Worthington explaining the Board's decision to educate people through the District's Web site of what is available to residents regarding unsolicited junk mail. • CMSD BOARD OF DIRECTORS MEETING December 19, 2008 Page 11 • TOUR OF CR&R AND FRANK L. BOWERMAN LANDFILL FOR GENERAL MANAGER AND DIRECTORS OF MESA CONSOLIDATED WATER DISTRICT — TUESDAY, JANUARY 20, 2009 The Tour of CR&R and Frank L. Bowerman Landfill for General Manager and Directors of Mesa Consolidated Water District scheduled for Tuesday January 20 2009 will be rescheduled sometime in February due to scheduling conflicts with Mesa Consolidated Water District. Ms. Jackson and Ms. Gilbert attended a presentation on Wednesday December 18 2008 in which food recycling methods were discussed including Newport Beach's Styrofoam ban, Zero Waste programs and wet recycling. Ms. Jackson will report further at the next Recycling Committee Meeting once she obtains additional information. REPORT ON OTHER CMSD RECYCLING PROGRAMS There were no reports on other CMSD Recycling Programs. ENGINEER'S REPORTS • WASTE DISCHARGE REQUIREMENTS (WDR) Mr Hamers reported WDR education seminars are scheduled to occur in February and May Mr Hamers reported the WDR Steering Committee is working with the Orange County Health Care Agency regarding grease interceptors. REPORT ON EMERGENCY OR NON-BID SEWER WORK— FAIR DRIVE SEWER AT HARBOR BOULEVARD Mr Hamers reported emergency work was necessary on the Fair Drive Sewer at Harbor Boulevard due to a corroding ductile iron pipe The inside pipe diameter was virtually closed due to the build-up and needed to be re-opened. Mr Hamers reported Sancon Engineering used a state-of-art method to remove the buildup by chain-flinging the inside of the DIP line then installing a CIPP liner Mr Hamers reported the work is complete and the system is operating properly Mr Hamers recommended the Board of Directors ratify the actions by the Manager/District Engineer and the contractor by a 4/5 vote Director Monahan motioned to ratify the actions by the Manager/District Engineer and the contractor Director Ooten seconded. Motion carried 5-0. • CMSD BOARD OF DIRECTORS MEETING December 19, 2008 Page 12 PROJECT #183-2 - BRISTOL STREET SEWER NORTH OF RANDOLPH REPORT BY ALTERNATE DISTRICT ENGINEER Mr Hamers presented a Report of an Independent Review from the Alternate District Engineer regarding the Design Proposal for Project #183-2 and requested consideration by the Board. Director Ooten motioned for approval of the Independent Review performed by the Alternate District Engineer Director Monahan seconded. Motion carried 5-0 PROPOSAL TO BEGIN DESIGN PHASE Mr Hamers presented a Proposal to Begin Design Phase of Project #183-2 and requested approval Director Monahan motioned for approval of the Proposal to Begin Design Phase of Project #183-2 with the hourly rates as shown and a not-to-exceed cost of $15,440 for civil engineering design and approximately $10 000 for soils engineering and approximately $10,000 for traffic engineering as shown in the proposal. Director Perry seconded. Motion carried 5-0 • TREASURER'S REPORTS CALPERS INVESTMENT UPDATE Mr Davis gave a brief update of the CaIPERS Investment. Mr Davis reported Staff will continue to monitor the CaIPERS financial condition and report to the Board as needed. ATTORNEY'S REPORT CLOSED SESSION Mr Burns recommended a Closed Session with regard to the Back Bay Center Ltd. Project. The closed session was moved to the end of the agenda. • CMSD BOARD OF DIRECTORS MEETING December 19, 2008 Page 13 RESOLUTION No. 2008-761 - A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ORDERING THAT PUBLICATION OF ORDINANCE No. 71 REVISING THE DISTRICT'S OPERATING RESERVE REQUIREMENTS HAS BEEN PUBLISHED Mr Burns presented Resolution No 2008-761 — A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ORDERING THAT PUBLICATION OF ORDINANCE NO 71 REVISING THE DISTRICT'S OPERATING RESERVE REQUIREMENTS HAS BEEN PUBLISHED Director Ooten motioned to adopt Resolution No 2008-76 Director Perry seconded. Motion carried 5-0 SELECTION PROCESS FOR CONTRACTORS FOR CMSD YARD Mr Burns recommended the use of Department of Industrial Relations forms and guidelines which includes requests for qualifications and contractor interviews. Mr Burns reported that state law allows for certain prequalification of bidders for construction projects. Mr Burns noted this item had been discussed and acted on under Manager's Reports. • JURISDICTION OVER ON-SITE SEWER LATERALS Mr Burns reported on the progress of the jurisdiction over On-Site Sewer Laterals and will report any further information as it becomes available. DOOR-TO-DOOR CANVASSING BY CANDIDATES FOR ELECTION Mr Burns reported Municipal Code Section 9-137 only applies to written, not verbal, communication with regard to door-to-door canvassing by candidates for election Mr Burns reported a correspondence was sent to the Costa Mesa City Attorney asking for the City's position regarding political canvassing and clarification of the ordinance. Mr Burns will report the City's response as he receives it. • CMSD BOARD OF DIRECTORS MEETING December 19, 2008 Page 14 LOCAL MEETINGS (INCLUDES REPORTS BY ALL DIRECTORS • REPRESENTATING CMSD) ORANGE COUNTY SANITATION DISTRICT (OCSD) (DIRECTOR FERRYMAN) Director Ferryman reported four new directors were appointed to the OCSD and were brought up-to-speed. Director Ferryman reported on the concept of `branding' the ground water replenishing system for the Orange County Sanitation District. Director Ooten indicated he will be reviewing the proposal of the proposed improvement of the Newport force main. SANTA ANA RIVER FLOOD PROTECTION AGENCY (SARFPA) (DIRECTOR PERRY). There was no meeting in December 2008. INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY (ISDOC) (DIRECTOR SCHAFER) There was no meeting in December 2008 LOCAL AGENCY FORMATION COMMISSION (LAFCO) (DIRECTOR SCHAFER) • Director Schafer attended the November 17 2008 LAFCO meeting and reported the following: • Conflict of Interest Code amendments were discussed • Update on southwestern Anaheim island, meeting date changed to January 20 2009 • Results of the Rossmoor incorporation election • Calendar changes for LAFCO • Sphere of Influence studies of Orange County agencies CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA) (DIRECTOR SCHAFER) Director Ferryman motioned to approve payment in the amount of $4 088.00 for CSDA 2009 dues. Director Monahan seconded. Motion carried 5-0 I CMSD BOARD OF DIRECTORS MEETING December 19, 2008 Page 15 CALIFORNIA ASSOCIATION OF SANITATION AGENCIES (CASA) CASA MID-YEAR CONFERENCE — JANUARY 21-24, 2009 AT INDIAN WELLS Director Monahan motioned to approve attendance of Directors Schafer and Ooten to attend the CASA Mid-Year Conference to be held on January 21-24 2009 at Indian Wells. Director Ooten seconded. Motion carried 5-0. Director Ferryman will be attending with Orange County Sanitation District. CASA 2009 MEMBERSHIP DUES RENEWAL IN THE AMOUNT OF $8,000.00 Director Ooten motioned to approve payment in the amount of $8,000 00 for CASA 2009 Membership Renewal Dues. Director Monahan seconded. Motion carried 5-0 OTHER MEETINGS QUALIFYING FOR REIMBURSEMENT UNDER CMSD ORDINANCE N. 55, OPERATIONS CODE SECTION 3.01 .030 CHAMBER OF COMMERCE • Director Schafer did not attend the meeting. OCCOG Director Schafer did not attend the meeting. WACO Director Schafer attended the November 7 2008 meeting and gave a presentation for LAFCO and a CSDA update. OC WASTE & RECYCLING Director Ooten attended the OC Waste & Recycling meeting and discussed the criteria for the next round of grants coming in January 2009 Director Ooten reported Staff will be meeting with the City and OC Waste & Recycling to discuss possible projects meeting the criteria for the grants. • CMSD BOARD OF DIRECTORS MEETING December 19, 2008 Page 16 OLD BUSINESS • ELECTION 2008 Ms. Revak reported she administered the Oath of Office to Directors Ferryman and Perry on December 5 2008 NEW BUSINESS SWANA WORKSHOP IN ONTARIO—THURSDAY, JANUARY 8, 2009, Director Monahan motioned to approve attendance by Board and Staff to attend the SWANA Workshop in Ontario on Thursday January 8 2009 Director Perry seconded. Motion carried 5-0 JOINT MEETING WITH MIDWAY CITY SANITATION DISTRICT A joint Meeting with Midway City Sanitary District will be scheduled on February 18th or 19th 2009 at 6:00 p.m. at CMSD pending confirmation of date and time with Midway City Sanitary District. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS • The January Regular Board Meeting has been rescheduled for January 28, 2009 at 12:00 p.m. ADJOURNMENT President Schafer adjourned the meeting 2:25 p.m. CLOSED SESSION The Board of Directors went into Closed Sessions at 2:33 p.m. President Schafer adjourned to the Regular Meeting at 3:29 p.m. No action was taken in the Closed Sessions. President Schafer adjourned the Regular Meeting at 3:30 p.m. SECRETARY PRESIDENT • tesour44, O MESA �� COST ,S�INIrI�l�'' �� w` CO'L'OR&fl DISTYUC1-' an Independent Special-District- Memorandum To: Board of Directors From: Debbie Bjornson Date: January 1 2009 Subject: REFUND REQUEST FOR BOARD APPROVAL There are no refund requests for the month of December 2008. • Debbie Bjornson Permit Processing Specialist • Protecting our community's health by providing soli&waste and sewer collection services costamesasanitanq&utrict.org �gP SANfT�g� O �� Costa Mesa Santa District tij MO4POAAZE an InbepenOent Specla( Dlstrlct Board of Directors Art Perry, January 1 2009 Arlene Schafer Bob Oaten James Ferryman Gary Monahan Board of Directors Costa Mesa Sanitary District 628 W 191h Street Costa Mesa, CA 92627 2716 Stuff Robin B Homers Manager SUBJECT TRASH OCCUPANCY COUNT lhen in F_7iguieer (949)6. / /7 / Dear Board of Directors: Thomas A.Fatah There has been an increase of 2 units for the occupancy report for solid 4ssisuoa A9nnager waste collection as of January 1 2008, therefore, the total occupancy count for January is 21 473 man Ronk inf l secretan Staff recommends the following: gram Manager Clerk of the Dun RI 1 The Board of Directors accepts the occupancy count as presented using 21 473 as the correct number of units. Alan I? Burns Legal C" gel 2. The Board of Directors directs staff to prepare a warrant to Costa Mesa Disposal for January collection based on this occupancy report so Marcus D Davis long as the contractor fulfills the obligations of the agreement. Said Ta„surer/Dnecuir of payment in the amount of$196,593.90 to be ratified on the February 2009 Finance warrant list. Phone Sincerely (949)645-5403 Fax (9-99)65517- 53 Thomas A. Fauth Debbie Bjornson Assistant Manager Permit Processing Specialist Address 628 11 19th Street Costa Mesa, C4 9262"716 cc: Costa Mesa Disposal • ♦s al* P „ed Protecting our connnunity's I altb ko lrroviiling solid waste and sewer collection services. 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N (D (T co O) G (, O o 0 °- a A cCn Nom) 0 0 0 - 0 C °- 0. 3 p C> G) Z ET ED M n g m o (n ° '. O I (A ° O O 3 at 3 {��ss, 3 xt _ O Cn C q O y D) o a co Cc 7 22�= a-0 a 3 0 C �. W ° tZ m (p O 1Z 0 O 7 G CO In 03 a 0 w O 0 0 CR Transfer To: Joan Revak From: CR Transfer Inc. Jurisdiction: Costa Mesa Sanitary District (9) Month/Year. Dec-08 Recycling Report Recycle Tons Commodity Percentage Recycled Newspaper 7.88% 256.77 Cardboard 6.42% 209.1 Mixed Paper 5.13% 167.05 Glass 2.80% 91.22 PET 0.59% 19.15 HDPE 0.45% 14.64 Aluminum Cans 0.33% 10.89 Non-Ferrous Metal 0.44% 14.27 Tin/Metal 0.65% 21.02 Greenwaste 9.78% 318.71 Organic/ Fines ** 12.67% 412.94 Wood 1 41% 45.8 MIConcrete/Asphalt 1.88% 6119 Drywall 0.00% 0 Totals 50.41% 1642.75 Note: This material includes food /small particulate and inert material. County& Newport Bch Total Total Tonnage 3258.46 193.68 3452.14 Recycled Tonnage 1642.75 98.44 1741 19 Landfill Tonnage 1615.71 95.24 1710.95 • • CR Transfer To: Joan Revak From: CR Transfer Inc. Jurisdiction: Costa Mesa Sanitary District Santa Ana Heights (11) Month/Year. Dec-08 Recycling Report Recycle Tons Commodity Percentage Recycled Newspaper 10.19% 19 73 Cardboard 6.65% 12.89 Mixed Paper 7.63% 14 78 Glass 3.30% 6.38 PET 0.78% 1.51 HDPE 0.44% 0.86 Aluminum Cans 0.51% 0.98 Non-Ferrous Metal 0.27% 0.53 Tin/Metal 0.96% 1.87 • Greenwaste 1.30% 2.51 Organic/ Fines 11.67% 22.6 Wood 5.17% 10.02 Concrete/Asphalt 1.95% 3.78 Drywall 0.00% 0 Totals 50.81% 98.44 Note: This material includes food /small particulate and inert material. Total Tonnage 193.68 Recycled Tonnage 98.44 Landfill Tonnage 95.24 • a d , a n o o ,c , T t • O b p W L og ti . W C r in cz {�eJ]J9j W a 8 N VO n 9 f C 8 V CO W N m mW al 2 ma o `d�' OD m 0 O m mm a 8 m i m y e vo CA A in O co a g :; a A N O N Vmi / 1 M E • u, a m uro � O O p WWp °m 0 In co o i ' g m °m g tO Z v `a n z Q... 3 m m m • m o D D 1'c p 9 w3 . na 0 0 3c L'2_ aZ z • Dn n n v ym i0 F 0 n m C . m o 2 • E 0 D r | 0 o $� � -� 7 �� 7 o co / / f 2 � ( § D\ 2 .4\ § D 2 [\ § §) 2 \\ lb op 0 on 2 �\ d ,k k -.\ § E }\ o \\ ) \\ \) 2 Vi \ !! _ o _ 5 - o - e . / \ {§ \ § \ t § \ ] ] \ \ r / \ ) \ ) \ § 1 n 1 1 • 2 )\ ( n) § )\ § 2 ] \ B �\ k NI ea\ 2 �\ ( �\ a a, 2 /\ ) §\ t \\ § �) t �\ t ro) to )/ \ � t {/ ) ;kn 2 1 1 1 0 • INVOICE CR MAIL TRANSFER, INC iliMillieff P 0. BOX 125 STANTON, CA 90680-0125 CR alNS-FEW TERMS: NET 10 DAYS 09 700130663 LCEIVED 0 TOD.PLEAREFIL li CARD,PLEASE FILL IN INFORMATION ON BACK JAN 0 72009 OF REMITTANCE INVOICE it INVOICE DATE: LEIS TA MESA SANITARY DISTRICT 13066 1/01/0 9 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 8 758 34 8 758 34 10 113 97 1 10 113 97 Please detach here and return withJour q ment CHECK# - CR TRANSFER INC DATE DESCRIPTION LOADS 1 TONS RATE TOTAL 12/02/08 RESIDENTIAL WASTE 1 4 78 52 220 249 61 12/03/08 RESIDENTIAL WASTE 3 31 92 52 220 1 666 86 12/09/08 RESIDENTIAL WASTE 1 4 17 52 220 217 76 12/10/08 RESIDENTIAL WASTE 4 36 01 52 220 1 880 44 12/17/08 RESIDENTIAL WASTE 4 33 64 52 220 1 756 68 12/24/08 RESIDENTIAL WASTE 4 34 91 52 220 1 823 00 "/30/08 RESIDENTIAL WASTE -*4. P1.,r,. 0 0 ,. 52,.,22,0 523 77 •31/08 RESIDENTIAL WASTE '1 r ,, 4 - .� 4;jt, 3 !I!a�t..t, _.52x.:24t 1 995 85 aA t' , JX441P2LI14, COSTA MESA;AN TAYI C.3TRICl TOTALS 22 193 . 681 10 , 113 . 97 IF YOU HAVE ANY QUESTIONS REGARDING ANY PART OF THIS INVOICE, PLEASE CALL. (714) 826 9049 Virus AMOUNT DUE PAYMENTS CURRENT CHARGES TOTAL DUE INVOICE TOTAL r8 , 758 . 34 8 , 758 . 34 10 , 113 . 97 10 .113 97 10113 . 97 CUSTOMER#.09 11 8 INVOICE# 13066 P 0 BOX 1200 OVERDUE AMOUNTS SUBJECT TO FINANCE CHARGE Pr Sn rIM Papal MAIL PAYMENT TO: \ INVOICE CR TRANSFER, INC. SI P 0. BOX 125 �c� STANTON, CA 90680-0125 CR RA F�14 ,No, , TERMS. NET 10 DAYS 09 900130657 0 TO PAY BY CREDIT ice' RECEIVED CARD,PLEASEFlLL 5 IN INFORMATION ON BACK OF REMITTANCE JAN 0 7 2009 INVOICE#• INVOICE DATE: CEM ML SAkildRt DlS1Rq,"t 13065 1/01/09 BILL T0: COSTA MESA SANI DIST AREA 9 COSTA MESA SANI DIST AREA 9 P 0 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 152 526 79 152 526 79 170 156 79 170, 156 79 Please detach here and return withJours amen CHECK# CR TRANSFER INC DATE ' DESCRIPTION 1 LOADS TONS RATE TOTAL ' 12/01/08 RESIDENTIAL WASTE 18 184 31 52 220 9 624 67 12/02/08 RESIDENTIAL WASTE 18 156 41 52 220 8 167 73 12/03/08 RESIDENTIAL WASTE 17 151 35 52 220 7 903 50 12/04/08 RESIDENTIAL WASTE 17 146 43 52 220 7 646 57 12/05/08 RESIDENTIAL WASTE 15 126 42 52 220 6 601 65 12/08/08 RESIDENTIAL WASTE 20 162 02 52 220 8 460 68 12/09/08 RESIDENTIAL WASTE .,,w, ,'1• y3 .cG;&y _�.. -2•,2. 0 7 241 8 12/10/08 RESIDENTIAL WASTE 44= - ': '`7+m5 2 4'�F°"� y 'i�i'2 0 zi 6 361 12/11/08 RESIDENTIAL WASTE :,'SY�• -. 17. 16.x ° ',; '3`22Y0. ' . 7 135 3 12/12/08 RESIDENTIAL WASTE 1$" 2,�.- 2- 52 '22'0' . 6 601 65 12/15/08 RESIDENTIAL WASTE 18 158 26 52 220 8 264 34 12/16/08 RES SENT Ai•WASE,E,, 17 - 135 94 52 220 7 098 79 12/17/08 RESI5ENTt "4ASTE 16 121- 06 -52 220 6 321 75 12/18/08 RESIDEN T iW'ASTE0 15 120 82 52 220 6 283 11 12/19/08 RN''c `i'DEN 'LIAL4ASt. 16 121 23 52 220 6 329 59 12/22/08 RESIDENTIAL WAS�t T. 1-& , 7156 .57 52 220 8 176 09 12/23/08 RESIDENTIAL WASTE' 19 ;'143 78 52 220 7 508 19 12/24/08 RESIDENTIAL WASTE 15 117 18 52 220 6 119 14 12/26/08 RESIDENTIAL WASTE 18 146 31 52 220 7 640 31 12/27/08 RESIDENTIAL Wt�S, ' , ,1�73; , d,�.9 53, 52 ;20 7 286 26 12/29/08 RESIDENTIAL TiU S %'d .1r 6 >172•. ;O5 " 52 220 8 983 41 12/30/08 RESIDENTIAL WAS6„ ,' 'T7 ;; ^1.3;8 2.P. X52 220 7 220 46 12/31/08 RESIDENTIAL WASTE 15 137 50 52 220 7 180 25 RECEIVED JAN 0 7 2009 CLI ,mi aARICl TOTALS 393 3258 . 46 170 , 156 . 79 IF YOU HAVE ANY QUESTIONS REGARDING ANY PART OF THIS INVOICE, PLEASE CALL. l'14 ) 8 2 6 9049 PREVIOUS AMOUNT DUE PAYMENTS CURRENT CHARGES TOTAL DUE INVOICE TOTAI 152 . 526 . 79 152 . 526 . 79 170 , 156 . 79 170 156 . 79 170156 . 71 CUSTOMER# 09 9 2 INVOICE# 13065 P O BOX 1200 OVERDUE AMOUNTS SUBJECT TO FINANCE CHARGE (� tT'l Pnn Re ckd flat • TO Costa Mesa Sanitary District Board of Directors FROM: Ron Shef Ordinance Enforcement Officer DATE. January 14 2008 SUBJECT ORDINANCE ENFORCEMENT SUMMARY REPORT This report covers the monthly period of December 2008 During this period, due to considerable rain, several days were not available for monitoring. Also the Christmas holiday resulted in trash collection being delayed one day in the District. Following the holiday during the last week of the month, trash collection of spent Christmas trees also began. Although, it looked as though most residents complied with the proper procedures of placing the trees at the curb for disposal. The CR&R Collection Route Evaluation report was completed by the Ordinance Enforcement Officer and submitted to staff for documentation. Finally during this period, approximately twenty addresses were checked and monitored, submitted to District by a concerned resident in the Mesa Verde area. This resident rides his bicycle through the area looking for visible trash containers. Appropriate courtesy notices were placed at those residences deemed necessary • • /£S p s P. 1144 \ u _ T1-3, �r� COSTA MESA SANITARY DISTRICT MINUTES OF HUMAN RESOURCES MEETING DECEMBER 31, 2008 The Costa Mesa Sanitary District Staff met at 9.30 a.m. at 628 W 19th Street, Costa Mesa. Staff Present: Rob Hamers, Tom Fauth, Joan Revak, Sherry Kallab Teresa Gonzalez, Kaitlin Tran CMSD Staff met to discuss personnel issues. CaIPERS Mr Hamers advised employees the Board held a closed session on December 19 2008 and did not make a decision with regard to changing the CaIPERS formula. • Mr Hamers explained the Board is looking toward the long-term costs to the District and feels there should be assistance from employees to lower those costs in exchange for a higher retirement formula. Ideas discussed were a two-tier retirement formula and a two- tier salary structure to save the District long-term costs. Also discussed was a cap on the COLA and elimination of the 2% increase after employee reaches the 7th step of salary range A change from 7 steps to 5 steps in the salary range was also discussed. CMSD employees expressed their desire to meet with two Directors in an ad-hoc committee setting so employees could clearly express their reasons and opinions for the requested change in the retirement formula. Mr Fauth will draft a letter in this regard and it will be placed on the agenda for the regular meeting on January 28 2009 Mr Hamers advised the employees the Board stated they are willing to keep this item on the agenda until the issue is resolved. The meeting was adjourned at 10:25 a.m • //.4 SANtigQP Ta tiG oR• L1.vA KEiiirj...art Q) COSTA MESA SANITARY DISTRICT MINUTES OF HUMAN RESOURCES MEETING JANUARY 7, 2008 The Costa Mesa Sanitary District Staff met at 9:30 a.m. at 628 W 19th Street, Costa Mesa. Staff Present: Rob Hamers, Tom Fauth, Joan Revak, Sherry Kallab Teresa Gonzalez, Kaitlin Tran, Debbie Bjornson, Denise Gilbert, Karl Dulake Joel Ortiz, Tim Henson CMSD Staff met to discuss personnel issues. City of Costa Mesa Office of Emergency Services 2009 Training Schedule Mr Fauth distributed a Draft Training Schedule for 2009 from the City of Costa Mesa Office of Emergency Services. It was determined CMSD Staff has participated in the • classes offered and it is not necessary for District Staff to attend. Base courses are available on-line CaIPERS Mr Fauth provided copies of the June 16 2004 memorandum on CMSD Benefits Summary Update, approved by the Board of Directors, outlining the CaIPERS Retirement benefits. Mr Fauth also provided copies of an April 15 2008 memorandum to the Board of Directors on CMSD Employees CaIPERS Retirement Program Upgrade. A memorandum dated December 18 2008 on Annual Salary Increases was also distributed. The Human Resources meeting held on December 31 2008 was discussed and Mr Fauth presented a draft memorandum to the Board of Directors on the subject of Employees'request to Establish Ca/PERS Ad Hoc Committee After discussion, CMSD employees unanimously voted (11-0) to recommend the Board of Directors establish an Ad Hoc Committee and appoint two Directors to participate in the `CaIPERS Retirement Ad Hoc Committee The next Human Resources meeting is scheduled for Wednesday January 14 2009 at 1 .00 p.m. • The meeting was adjourned at 12:50 p.m IA fie-;� / 1 COSSA MESA SANI7W.CI S' , er 40c,:,,,5 o4Ii os.t,.(3A PROJECT STATUS REPORT January 2009 Project 1112100-101 West Side Pumping Station Abandonment Directors Ferryman and Ooten along with Manager/District Engineer Rob Hamers, Assistant Manager Tom Fauth and Inspector Paul Guzman met with OCSD General Manager Jim Ruth and executive engineering staff on March 29 2007 to discuss OCSD's participation in the project. It was agreed that the two agencies would work together to determine an approximate project cost for a regional facility and then meet again to discuss the feasibility The cost estimate has been prepared and is being considered by both agencies. The CMSD updated its costs of the local sewer lines and confirmed the ability to fund the projects. A letter was sent to OCSD requesting the regional facility become a formal OCSD project and the letter was favorably received. The project appears in OCSD's planning documents. Project 1112100-129 Bristol Street Sewer • The County of Orange plans on widening Irvine Avenue from Bristol Street to University Drive, which will cause relocation of the CMSD Irvine Pumping Station. The District can upgrade the station to a level able to serve the redevelopment of the area. The upgrade alleviates the need for the Bristol Street Pump Station and the project can be reduced to construction of a new gravity sewer only These findings were submitted to the Orange County Development Agency (OCDA) and as requested the Sanitary District prepared a new three party agreement reflecting these findings. The agreement has been signed by the Sanitary District, the City of Newport Beach, and OCDA. The design phase is in progress. Project 1112100-135 Reconstructing Force Main for Elden Pumping Station (Phase II) Construction was completed in 1995 and the State Department of General Services (DGS) transmitted the sewer easement. The easement has been recorded and distributed to all parties. Project 1112100-159 Televising Sewer Lines Areas are televised as needed, particularly for the fats, oils, and grease (FOG) program. • Protecting our community's health by providing softer waste and sewer collection services. www.anstcagov Project 1112100-168 Irvine Pumping Station Relocation Construction of the pumping station is 100% complete although the adjacent parking • lot asphalt paving, wall, and slope were damaged by the contractor during construction. Once the repair is resolved, the project will be completed. Project 1112100-170 Prepare Emergency Response Plans for Pumping Stations Now that the location of the District Yard has been resolved as well as the makeup of the CMSD field crews, the emergency response plans may be completed. Work is progressing. Project 1112100-171 Irvine Pumping Station Force Main Rehabilitation-Phase I The Board of Directors awarded Phase I construction consisting of 450 linear feet at the June 2008 regular meeting. Construction is now complete Project 1112100-175 OCSD Cooperative Projects Grant-Televising CMSD Sewer Lines The televising is continuing and is scheduled for completion by June 30 2009 Project 1112100-180 WDR Grease Control Program The project is continuing. • Project 1112100-183 System-Wide Sewer Repair The Board of Directors authorized the District Engineer to begin design of the second project under this program; the Bristol Street Sewer n/o Randolph. The sewer contains three sags and is a hot spot requiring increased maintenance by the CMSD field crews. Construction cannot begin until late 2009 when the City of Costa Mesa street cut moratorium is lifted. Project 1112100-186 Sewer Lateral Assistance Program The project is continuing into its second fiscal year and is very popular with the residents in the District. Project 1112100-187 New Corporate Yard at 174 W. Wilson Street The construction plans are approved and ready for permits. The contractor selection process has been tailored to finding an experienced contractor in LEED construction and was approved by the Board at the December 2008 regular meeting. The process is in progress. • Protecting our community's Health by proviuling solid waste aril sewer collection services. www.ansicagav d en el P M 0 ^ ^ ! 0 M P CCC. 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Q �C �E {L 5> 8 > d c > rO t • Y 8 rn V ' a ..d A 2 va t o. a t U m , U = m • c c :3 v E 3 c s H H � " & o 0 N ° N D UO tn � � i o r C . = li a0 a 00 0 0 T 0 L C O N O - 0 0 co 0 O O N Q E .D N N M M N N tel M M VI .> M M M M M M M M M M M 'Z, O O O O O 0 0 0 0 0 0 O C 0 0 0 0 0 0 0 0 0 > 0 0 0 0 0 0 0 0 0 0 0 0 O O o 0 O O 0 0 0 0 0 0 [q D O O O 0 0 0 0 0 0 0 0 co 0 0 0 0 0 0 0 0 0 0 0 't( O O O N N N 0 0 0 0 0 0 0 C General Ledger Balance Sheet COSTA !MESA SAW1-TAtY-®IS?fPIC"I .an Independent Special'District • User:tgonzalez Printed:01/08/2009 9:33 A Period Ending 6 Fiscal Period 6,2009 Description Amount Solid Waste Fund Assets Cash in Bank 4,054,196.24 Accounts Receivable 1,600.00 Charges/Taxes Receivable 113,244.14 Total Assets 4,169,040.38 Liabilities Accounts Payable 22,516.06 Compensated Absences Payable 5,569.98 Deferred Revenue 12,980.11 Total Liabilities 41,066.15 Fund-Balance . Reserved for Life Insurance 25,000.00 Reserve for Operating 1,352,000.00 Unreserved Undesignated RE 1,916,626.57 Total Fund-Balance 3,293,626.57 Retained Earnings: 834,347.66 Total Fund Balance and Retained Earnings: 4,127,974.23 Total Liabilities,Fund-Balance and Retained Earnings: 4,169,04038 • GL Balance Sheet(01/08/2009 9:33 AM) Page 1 Description Amount Liquid Waste Fund Assets Cash In Bank 5,834,457.24 Petty Cash/Change Funds 700.00 Accounts Receivable 1,094.70 Charges/Taxes Receivable 44,371 24 Due From Other Governments 310,591.00 Land 77,964.00 Property Rights 4,025.00 Building&Structures 1,340,797.29 Subsurface Sewer Lines 24,026,497.53 Office Furniture&Equipment 299,853.45 Machinery&Equipment 618,203.35 Vehicles 182,275.00 Construction In Progress 2,322,856.65 Accumulated Deprec Vehicles (49,066.28) Accumulated Deprec Buildings (415,571.51) Accum Deprec Subsurface Line (12,077 709.86) Accumulated Deprec Office Eq (59,970 63) Accumulated Deprec Equipment (298,046.12) Total Assets 22,163,322.05 Liabilities Compensated Absences Payable 42,557.36 Retention's Payable 122,086.72 PERS Medical 5,670.79 Life/AD&D Insurance 330.00 Long-Term Disability 257 7 Dental Insurance 188.1 MP Employee Insurance 1,319.23 Deferred Compensation 457 305.00 Deferred Medical-RHS-Employee 548.94 Due to OCSD 21,860.50 Total Liabilities 195,124.44 Fund-Balance Reserved for Capital Outlay 3,939,067.02 Investment in Fixed Assets 15,972,107.87 Reserve for Operating 618,400.00 Unreserved Undesignated RE 607,813.10 Total Fund-Balance 21,137,387.99 • GL Balance Sheet(01/08/2009 9:33 AM) Page 2 Description Amount • Retained Earnings. 830,809.62 Total Fund Balance and Retained Earnings: 21,968,197.61 Total Liabilities,Fund-Balance and Retained Earnings: 22,163,322.05 • • GL Balance Sheet(01/08/2009 933 AM ) Page 3 Description Amount Sewer Construction Fund Assets • Cash and Investments 100,000.00 Total Assets 100,000.00 Liabilities Deposits Payable 100,000.00 Total Liabilities 100,000.00 Retained Earnings: 0 00 Total Fund Balance and Retained Earnings: 0.00 Total Liabilities,Fund-Balance and Retained Earnings: 100,000.00 • . GL Balance Sheet(01/08/2009 9:33 AM ) Page 4 Description Amount Facilities Revolving Fund • Assets Cash and Investments 2,061,398.60 Land 901,691 41 Construction In Progress 167,160.90 Total Assets 3,130,250.91 Fund-Balance Reserved for Capital Outlay 96,905.69 Investment in Fixed Assets 1,068,852.31 Secured Retained Earnings 1,992,285.28 Total Fund-Balance 3,158,043.28 Retained Earnings: (27 792.37) Total Fund Balance and Retained Earnings: 3,130,250.91 Total Liabilities,Fund-Balance and Retained Earnings: 3,130,250.91 • • GL Balance Sheet(01/08/2009 9:33 AM ) Page 5 �S0ANIt4B). ee Tray =4 COSTA MESA SANITARY DM/CT an Independent Special-District Memorandum To: Board of Directors From: Marc Davis, Treasurer/Director of Finance Date: January 9 2008 Subject: Treasurer's Report for the Month of December 2008 Attached is the Treasurer's Report for the month of December 2008 As required by the District's Statement of Investment Policy the Treasurer's report delineates all investment activity during the month. • 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 December 31 2008 The District's investments are in compliance with the Statement of Investment Policy adopted by the Board at the June 23 2008 regular meeting, as well as the California Government Code The market values in this report were provided by our third party custodian, Bank of New York, except for the Local Agency Investment Fund (LAIF) The market value of LAIF was provided by the State Treasurer's Office It does not represent the value of the underlying securities within the pool, but rather the par or cost amount, which is the amount the District is entitled to withdraw This reporting practice is consistent with industry standard practices for similar funds. The weighted average stated rate of return (current yield) for the District's investment portfolio as of December 31 2008 was 2.499%. The yield to maturity of the portfolio was 2.492%. The District s weighted average interest rate was 35 basis points (0.349%) above the daily effective yield of LAIF which was 2.150% as of December 31 2008 The weighted average number of days to maturity for the District's total portfolio was 326 days (0.89 years) The average duration of the underlying securities in LAIF as of December 31 2008 which is the most current information available was 223 days. • Protecting our community's health by providing solid waste and sewer collection services. crosrlca.yov 1 Compliance Reporting • The District's investment portfolio is in compliance with its liquidity limitations, which requires that a minimum of 20% of the portfolio must mature within one year The percentage of the portfolio maturing in less than one year as of December 31 2008 was 66.38%. As of December 31 2008 the District has adequate operating reserves necessary to meet its obligations for the next six months. • • 2 COSTA MESA SANITARY DISTRICT Treasurer's Report of Pooled Cash and Investments as of December 31 2008 • Deposits Outstanding Active Accounts Bank Balance In Transits Checks Book Balance Bank of America $ 119,351 14 62,544.39 $ 56,806.75 Reconciling Items Total Active Accounts 119,351 14 62,544.39 56,806.75 Market Adjustment Investments Market Value Increase Decrease Cost Local Agency Investment Fund $ 6,929 105.37 $ 6,929 105.37 Money Market/Sweep Account 1,064 139.96 1 064 139.96 Federal Agency Securities 4,048,750.00 48,750.00 4,000,000.00 Total Investments 12,041,995.33 48,750.00 11,993,245.33 Total Pooled Cash & Investments $ 12,161,346.47 $ $ 111,294.39 $ 12,050,052.08 • Costa Mesa Sanitary District Pooled Cash and Investments by Fund as of December 31 2008 CMSD Solid Waste Activities $ 4,054 196.24 CMSD Liquid Waste Activities 7,995,855.84 Total Pooled Cash & Investments $ 12,050,052.08 Marcus D Davis Date Treasurer/Director of Finance • 3 COSTA MESA SANITARY DISTRICT • Investment Activity Summary as of December 31 2008 Total investments outstanding as of November 30, 2008 $ 8 443,894.51 Additions: Gain on Sale of Investment: Investment Purchases: Deductions: Investment Maturity/Sale Proceeds: Loss on Sale of Investment: Investments Called: (1,000 000 00) Net increase (decrease) in Sweep Account 1 054,350.82 Net increase (decrease) in LAIF 3,495,000.00 • Total investments outstanding as of December 31 2008 $ 11,993,245.33 • 4 a c C C) • E E O U co "' CO r-- 0 0 (00 m O ND 0 0N 0) r ` M C (p C C r (n r N a W r N S N- 0 0 0 0 0 CO "„ CO CO 0 0 0 0 CO C 10 0) O O O O In G) co co 0 0 0 0 <Y E NI O O O O CV p 0) V (5 0 0 0 CO U N 0 0 0 O O 0) 0) O co O O O 0) C (O r r r I— o EA U C S E - p o 0 0 o 0 o co co_ 0. 1 00000005 0 W O Op O M 0 O ),- C N U CV 0 CO CO V V' IX E r Q E M F dN Y O r r CV a r r c E t. m �° ° - v � r 5 N co ti c C \ N Q C C) 2 O O r O CO R 0 W 2 - - Co d Fc° N CO 0 CO CO CO N .0 wI ro R O 0 R 9 3 C c (. 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C a o N CO LL Q Q 0 CL Y Y c Y 4-I C N C C (0 C N G) E m as as m �m r E 3 r E (n c c o m R c -o W > o O N N > c o J JTo 0 ES C C 0 EE °E >' C o 0 o m `m FS 22Zu -o a o is m m m LL TO Y 0 C) 0 C) J O C -O -O -o a J m CO LL LL LL LL _C • O d N N C CO U) a m RCCCCCa0 C) c c U2 co co co co co co a o 0 c0 C7 (0 C') cE COSTA MESA SANITARY DISTRICT Summary of Policy Limitations as of December 31 2008 • Current % of Market Value Description 12/31/08 Maximum % U.S. Treasury Bills 0 00% UNLIMITED U.S. Treasury Notes 0.00% UNLIMITED Federal Agency Issues: FICB 0.00% UNLIMITED FLB 0.00% UNLIMITED FHLB 17 01% UNLIMITED FHLMC 0.00% UNLIMITED FNMA 8.31% UNLIMITED FFCB 8.31% 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% 25% (1) LAIF (Local Agency Investment Fund) 57.54% 40,000 000 00 Money Market/Mutual Funds (Sweep Acct) 8.84% 10% per fund (2) Total 100.00% of portfolio maturing under one year 66.38% no less than 20% % of portfolio maturing over one year 33.62% _ 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 • 6 m m m m K co CL a n n o w (D 0 0 (D m m 0 FL; m m CT) -) 17 al I o m d I • O 0 3 o y c 7' r r 0 m K m �O O 0 0 N C co 0 D o o a o c o m Z Z co . . 2 o O 0 w tO T - p paj m m' 0 Imp C o m co 0 Q K W 9> D N co W to O 0 0 j o = m a a to w N co m o C 0 D > m D o a o r m F m o m o 0 o 3 m 0 m m DC 3 n SD CD Z CD 0 0 0 0 j 0 0 £ CD -< CD N 0 0 0 MI O) m CO O C -) N - - = o O O) A V 0 N N D) S o o O O o w Co CO W 0 D) 0 ODm > 0(C) 0 IO C 0 it Cm A \ N C C N d 0 _ _ -, c _ D 0 -A Co c c 'C o f E 0 0 N m w CO (.) 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O IS�s�00 cp0 WI c• '°° S'r 8 0 MIL 41111111 . ..Jo, 1 r _ CI cDo I "gar% - 0 co 6> 0,9 ______ I411111119 0 la to -?-- 6... -L (9> 00 i 3 gi g) • cDo 1 _, 0 7... 0 : a - W 0 v 2° � �G so,, c9 J ■[ oDo 0 IM21 111 ' 70 oc9 Wilikin . ..-41 1 0 jr/ °e j''% 4l IT .7c 3,,,,N 9 r A ,gisi • rZ X00 0 (..8, :WI I—---4I — I r 0 cn w ry O) w -n CD D m v 0 0 >_ a 0 71 71 71 0 o z z z —+ • O �' � O O O OJ W O 'G 5" (D (D (D = 5 COSTA MESA SANITARY DISTRICT • Warrant Resolution No. CMSD 2009-07 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 $454,879.90 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 28th day of January 2009 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 2009-07 was duly adopted by the Costa Mesa Sanitary District at a regular meeting held on the 28th day of January 2009 IN WITNESS WHEREOF I have hereunto set my hand and affixed the Seal of the Costa Mesa Sanitary District on this 28th day of January 2009 • Clerk of the Costa Mesa Sanitary District C O .D .D O N 'D 'D in P 1N 0 P 1` b N N N P 0 0 0 C C V 7 V 0 0 0 M 00 00 O 00 00 .D b in — vs .D O N O 'o vi un '0 — O v1 r- N vi - O O P N O M 1� N - P o0 0 .D O '0 O R - V W E t` P r- N 1- P P o M .0 .n — '0 0 r M M r- N f� Q M — M M — N V1 O V P en M N v) 00 V h - rl .O vi [_�] U 6.1 01 V' Vol V. bl b .. ti ° co To �d F 0 -D C U V U Y 0 U 0 0 ) V) V) ) VD(/) T T T 0 fn V) V) VI V1 Vl Cl)1 V1 Cl) czc4a eazz1z iv° 88 8 8 83 8 83 83 8 88 3 0 0 0 0 0 0 0 0 0 0 vj m v 0 v w D. n. aa00. 0aafl. z g g g g j wwwwwwwwww • Ts 71 7 71 o 6' 6 6 G 6' g g g G g w e "8 "8 U tt 0 as a O. aaa ca 0. 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C nv ¢ m _ O 1 a z 4-.<4-,....„..„. x i ,...\\\l �\ W N m V W ' I C Z r I Jo 4 N j o HJ� 1 y -0 '\ c 4 \ ice to N 0 d _I ED U W Or j o = m L T 7 D a y U c r C C fn N <A CO m m C U E 0 `� H II 4 II H 0 to CI -' ' C co N E>4 0 L 2 3 , I d 1 I 77 E iii T In X c ' A m tJ U q CI_ CV L 0. 0 A( n � o c In 7 'n � u' 171 £ a .°. v �� a U E a m y 0 , 3 m m m o c ``\. a rV_ �i o E Fo- a C�1 W CU a V .9 Lr 5 h La y -y _ I L mZj E a, 713 lo w ::-.. 3 ° 2 O • a c a G ■ p N IS �M I = cN ai v' y C cam m Q d U O U m `m a �I � :�, r c 2 o `a3 n Z _ 0� ��— t ■ 0 o m N Cr) a Ci a . 1 7C1 Wlf E1 !SIG It'S 171S3 diSDJ AGd7; EC ST 8:+.J'.-E =_ RECEIVED DEC 3 0 2008 ,JslA MESA SANITARY DISTRICT • Robin B. Hammers 628 West 19th Street Costa Mesa, CA 92627 2716 December 29 2008 Dear Rob; Unfortunately I did a poor job of presenting information regarding unsolicited and unwanted materials to residential homes. The ordinance that covers this control is already on the books. (See attachment) The problem is, and so far has been, that the ordinance enforcement refuses to enforce this ordinace until these see proof the property owner does not want materials dropped off. It was with the agreement of the City Attorney a representative of the • Police department, the City Manager a code enforcement officer, a City Council member and myself, that an agreement, I did not want, was crafted. The sign now being placed block by block is specific and meets what all of the group agreed to use so code enforcement felt comfortable to enforce the existing code. Without this sign they will not take action. As you know both Newport Beach and Menlo Park have an existing Code they carefully enforce which simply put is "you cannot place advertising on residential property " The title of your letter to me was Reducing Unsolicited Mail. Of course this has nothing to do with Mail, that is a Federal matter However it has all do do with helping make our city cleaner safer and reducing paper to process in trash collection. The City sees advertising dispersal by unqualified solicitors as: (1) Uninvited potential crime development. Most solicitors are not American Nationals and there presently are no background checks made before they traverse the City (2) An additional source of trash I adding to the problem litter over the City The Sanitary District should view this dispersal of advertising materials • for what it really is, unwanted paper that adds to the waste stream (approximately 256 tons annually) Additionally the unwanted yellow page books (usually six per household) add 256 more tons to the waste stream. 512 tons of waste adds to the ever increasing costs of curbside collection. Supporting this reduction is a positive way you show the taxpayer you want to begin reducing the waste stream and the trash bill, Finally, neither of the two cities controlling this unwanted advertising seems to have any problem electing officials simply because candidates are welcomed to make house calls or leave election materials. Our present code could easily be restructured to cover this need before the next election period in two years. Hopefully we can all get on the same page, Dan Worthington • • AST • Costa Mesa Municipal Ordnance perrniting residences to restrict unwanted advertising to their homes and on their property SECTION 9-137 Distributing on private property prohibited No person, either directly or indirectly, shall distribute, deposit, place, throw, scatter, or cast any handbill or any other printed or written advertising matter in or upon any private yard, grounds, walk, porch steps, mail box, • vestlibule, driveway, house residence, building or private property where the owner or occupant of such property has expressed an objection to such distribution. EXCEPTIONS; Distribution of the U S Mail Those who request advertising matter Does not apply to any newspaper delivery Utility notices Package Delivery service and notices City of Costa Mesa notices CONTACT DAN WORTHINGTON WITH ANY QUESTIONS @ (714) 545-2643 41 "! ) COSTA MESA SA SANITAI RI-CT o ' n 4, a� ww ycb"PoRta an Independent Special District- Memorandum To: Board of Directors Staff From: Thomas A. Fauth, Assistant Manager Date: January 7 2009 Subject: Employee s Request to Establish CaIPERS Retirement Ad Hoc Committee INTRODUCTION: The Costa Mesa Sanitary District (CMSD) established the District's employees' CaIPERS Retirement Program in July 2004 when the District separated from the City CMSD Employees request establishing a 'CaIPERS Retirement Ad Hoc Committee' with two Board Directors to evaluate and • recommend potential upgrades to the CaIPERS Retirement Program. BACKGROUND. Staff provided numerous Memos to the Board of Directors addressing the concept and rationale The Board of Directors continues to meet in closed sessions regarding the topic. The topic continues to be unresolved after one year of consideration. DISCUSSION. Employees believe a more open and informative exchange of information is possible by establishing an ad hoc committee with two members of the Board of Directors to clarify and resolve the issue In an ad hoc committee environment, employees will be provided the opportunity to present the topic, opinions, costs, benefits and rationale for upgrading the CaIPERS retirement formula. RECOMMENDATION: Employees unanimously voted (11-0) to recommend the Board of Directors establish an ad hoc committee and appoint two members of the Board of Directors to participate in the `CaIPERS Retirement Ad Hoc Committee • Protecting our community's health by providing solid waste and sewer collection services crosdca.gov • (9 9) Contractor Selection Process Construction of District Yard 174 W Wilson Street, Costa Mesa 1 Make contact and compile a list of 10 to 15 contractors to inquire if they would be interested in the project. Anticipated completion date of 12-12-08. 2. Send contractors `Pre-qualification Questionnaire based on Department of Industrial Relations guidelines and ask interested contractors to forward their qualifications (RFQ) and answered questionnaire to CMSD HQ Anticipated submission deadline is 12-29-08. 3 The selection team consisting of CMSD Staff RTA, and LEED consultant will review the qualifications and score the findings. Date of completion scheduled for 1-08-09 4 Qualified responders will be asked to meet with CMSD staff RTA, and LEED consultant • to conduct a question and answer interview Anticipated completion date is 1 13-09 5 Successful candidates will be issued plans and specifications. Upon issuance of plans and specifications the contractor will be given a time period of two weeks (14 calendar days) in which to complete the written bid proposal form and construction schedule for the construction of the site and building. Anticipated completion date is 2-3-09 6. Upon receipt of the bids, CMSD staff RTA, and LEED consultant will review bids and produce a list of the three most qualified and competent contractors. Anticipated completion date is 2 10-09 7 Successful bidding contractors will be asked to one additional question and answer interview to qualify their bids and discuss their concept and methodology in the construction of the building and site. Anticipated completion date is 2-19-09 S. The three most qualified bids will be presented to the Board of Directors along with a recommendation from the selection team for consideration by the Board. Anticipated completion date is 3-10-09 • 9 The Board of Directors will make the award, preliminarily scheduled for the regular meeting of 3-26-09 12/24/08 \ CO c e2 @c G c o 0"m • 0 0 0 0 0 0 0 0 0 0 0 $ o 0 0 0 0 0 0 o c o c cts _a a a g a a a a a A a 2 0 � � � / / 9 \ ƒ / ƒ \ w & � xwww $ 2 & m « ' a a Co co Co .= W 1- C m o / / o / / 3 00 0 0 0 0 0 0 0 0 0 0 0 0 0 \ & m A a & a a _a m _a a 0 rr \ 0 / ƒ : / / \ / 2 \ / & - - ■ ~ & ■ 2 ■ m T1- - ± C / C \ E m .-.L.- 2 U) a "6 / c \ ? / g 0 Ts / IP \ / m % o co U I ? _ \ f / / g % I \ / »co co - / c = f _m c 2 § / 7 / / ® _ / £ 2 c \ / / o § g f = e n n o m \.t / © \ § o / 3 / ± c a 75 g n o = / \ \ / ƒ / / )cn \ .$ f E o § 2 6 = § $ o \ g CO 2 2 8 0 © \ 2 § ƒ E / CO cy o — o ) ® § / / 0 w / § \ - / / / / (.0 ) / 2 CS c / / / \ § k / \ o al o 's O $ = 0 2 $ f ± 0 m 0 [ § 3 § \ § 33 & 0 Z 2 0 - E E E m E E E - k •R </ k / / / ƒ \ H \ >- 2@000o000 _ 0 a $ c c 2 ± ± _ ± ± ± o m C/) m o o u ± ± m 2 ± ± 3 o c R o o a a 2 3 a a a@ 3 0 U # U ƒ .- a CO t J e CO w c / m \ .__ I- . ® } a ° / CO/ a- 4- © 0 t co o o 0 o o c o 0 9 0 p 0 0 \ ¢ % \ 6 a 6 2 6 6 / 2 / E m o $ / / I hi % e ƒ 2 k 11111, o E « @@ 9 c m m 0 0 y e e CO / E / a 6 0 & m a 6 / 2 / F- © . -- - Sanriir 4 qep,i* se j.; Goal: • Continue educating residents to practice source reduction. The District's source reduction flyer may be placed in mail being sent to residents. Continue educating residents that C&D material is prohibited from being placed in the containers. Consider studying residents' habits to determine where the excess trash is disposed when the extra container is not available. III. Pursue Grant Funding Issue: Grant funding for trash collection and sewer service may be available. Goal. Determine whether additional funding through the Orange County Sanitation District (OCSD) Cooperative Projects Program or other sources is available for sewer matters. Stay abreast of grant opportunities for the trash collection program. • IV Website Information Issue: Provide the public with the opportunity to learn more about the District. Goal. Consider the following items for inclusion on the website • Mission and Purpose • Financial information • Policy on the accumulation and use of reserves • Plans for the future and the effect on rates • Per capita tax contribution by property owners • Performance and quality of service indicators • Board member benefits and compensation • 1/15/09 2 V Comprehensive Sewer System Management • Issue: As required in the State Water Resources Control Board's Waste Discharge Requirements (WDR) the District is required to have a comprehensive sewer system management plan (SSMP) containing the specific elements described in the WDR. The purpose is to increase the reliability of the sewer system while eliminating sanitary sewer overflows (SSOs.) Also, the District has a grant from OCSD to televise the sewer system to identify sources of underground water infiltrating into the sewer lines and surface water runoff entering the sewer system at the surface level (I/1 ) Goal: 1 Continue upgrading the liquid level sensing system in the pumping stations so all stations have reliable equipment with backup sensors. 2. Continue evaluating the risk of pumping station SSOs using the risk analysis chart. Continue updating the pumping station maintenance chart. Test odor control methods that introduce oxygen into the water rather than using chemical neutralization. • 3. Continue the `clean and televise' project and analyze the results for sources of I/I. SSOs have usually occurred in areas not yet cleaned as part of this project. 4 Eliminate the maintenance-intensive hot spots and perform the critical pumping station and system upgrades identified by the Maintenance Supervisor 5. Continue the planned force main replacement program 6 Insure grease interceptors at the food service establishments are regularly cleaned as required in the Fats, Oils, and Grease (FOG) Program. 7 Update the Sewer System Management Plan (SSMP) as appropriate VI. Special District Leadership Foundation (SDLF) District of Distinction Issue: The SDLF offers an accreditation program enabling districts to demonstrate to their communities, the media and legislators their commitment to operate in a sound and responsible manner • 1/15/09 3 Goal: • The CMSD desires to attain the SDLF District of Distinction. As required by the SDLF the District must demonstrate that all directors and executive staff have received training in governance as well as compliance with Assembly Bill 1234 relating to ethics. CMSD Directors mush take six hours of basic governance training within the past five years. CMSD Directors must complete a new ethics course by the end of CY 2008 The District Manager is required to complete six hours of basic governance training. • • 1/15/09 4 °=a `' 17 COSTA `4ITSA SANITAKY DISTRICT yC°RPOe� an Independent Specza(cDistnct Memorandum To: Board of Directors From: Sherry Kallab, Management Analyst Date: January 12, 2009 Subject: Grant Update The U S Environmental Protection Agency has solid waste assistance grants currently available. Funds are anticipated to range in size from approximately $20 000 to $100 000 The grants are to fund projects that address solid waste reduction and management. Priorities for the funds should fit into one or more of the following categories: • 1 Provide education and outreach, technical assistance or spur innovative approaches to promote a. Green building practices, b Construction and demolition debris recycling and reuse c. Environmentally preferable purchasing, consumer education and lifecycle assessments, d. Green building practices for hospitality sector e. Climate change reductions related to resource and materials management; f Recycling and materials management tools and strategies for local governments; g. Industrial byproduct reuse and recycling. 2. Reduce the generation and disposal of the following materials and waste streams through reuse, recycling, composting, anaerobic digestion or market development: a. Construction and demolition debris, b Green waste, paper food waste and the remaining organic portion of the solid waste stream. All projects should have an anticipated start date of October 1 2009 Proposed project periods are for two years. The deadline for submission is 5:00 p.m. Pacific Standard Time February 20 2009 O N 0'3 rshNi74 - i ti COSTA II E SA SflIcr y InnsT ur rn eAtpoRAi °�� an Independent Special pstrrct Memorandum To: Board of Directors From: Sherry Kallab, Management Analyst Date: January 12, 2009 Subject: Economic Stimulus Package Funds Director Ooten informed staff of a possibility of funds for wastewater infrastructure projects to be included in the Economic Stimulus Package to be signed by our new President after he takes office Fund priorities are expected to focus on shovel- ready' projects that would create jobs immediately The California Clean Water State Revolving Fund (CWSRF) expects to receive an • amount in excess of $450 million. CWSRF is hosting workshops to discuss the Bill's objectives, provisions, project priorities and funding mechanism. Staff plans to attend the January 21 2009 workshop to be held in Riverside CA to gain additional information • • SEWER SYSTEM COMMITTEE AGENDA January 14, 2009, 10:30 a.m Costa Mesa Sanitary District 628 W 19th Street Costa Mesa, California Directors Monahan, Ooten and Ferryman Monthly Spill Statistics II Jurisdiction of On-Site Private Sewer Laterals III Transfer of Sewer Lines from OCSD to CMSD IV PowerPoint Presentation of Sewer Lateral Assistance Program• 1-8-09, 1-22-09 V District Yard Contractor Selection Process/Schedule VI FOG Program Update from Sewer System Sub-Committee Meeting VII CASA Private Sewer Lateral(PSL)Task Force Conference-Director Ooten-1 13-09 VIII Sewer Science Workshop-Director Ooten IX. CMSD Projects. A Project#129-Bristol Street Sewer, Update on Design Phase B Project#164-Miscellaneous Sewer Work C Project#168-Irvine Pumping Station Relocation-Update on Damage to Adjoining Property D Project#170-Prepare Emergency Response Plans for Pumping Stations E Project#171 -Irvine Pumping Station Force Main Rehabilitation F Project#175-OCSD Grant-Televising CMSD Sewer Lines-06/09 Completion• 12/31/08 Status=91.8%(1,036,416 1LF/1,129,420LF), 17,569.82LF Inspected in December 2008.93,003.9LF Remain Run-Out Rate of 20,668LF/Mo=Completion By Mid-May,2009 G Project#183-System-Wide Sewer Repair-New Project on Bristol Street H Project#186-Sewer Lateral Assistance Program- Update I Project#187-District Yard Update-LEED Gold Standard-CUP Extension Approved January 12,2009 X Other XI Public Comments Dated January 13,2008 • Clerk of the District a, ° N 41,.. 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O := ca � o= m D < a, 0 a) m— U p > m m ` c ) CT_ Si.) �� aia "- a 03 E'6 53 p(� mcoZ -.cc U E 6 -a t� =E co co E'c r) E'a N a) 8 o > • ro c o5 °)UNaI-NCO() -- a' m°)v 0 rnaCNVCC CO w NaocH- cODr, OD co 0) 000OODDCAOOOO)O)00 m Ea .ccf F 0 O,OO CO O N CA OP N lb CO N C)OD N N CD CO C7 N J U c 3 r 00 Ch CV 01 -AO COP O)NN tD C) CO CL COSTA MESA SANITARY DISTRICT RECYCLING COMMITTEE • ;N. - ` !� ..,�t =QS J� AGENDA January 20, 2009 12:00 p.m. Costa Mesa Sanitary District 628 W 19th Street Costa Mesa, California (Directors Ooten and Ferryman) 1. Recycling Committee Goals for 2007 2008 II. Recycling Committee Goals for 2009-2010 III. 2008 School Telephone Book Recycling Program IV Orange County Waste & Recycling Sub-Regional Meetings and Grant Program • V Disposal of Residential Grease in CMSD Trash Collection Program VI. Tour of CR&R and Frank L. Bowerman Landfill for General Manager and Directors of Mesa Consolidated Water District VII. Food Recycling VIII. Report on Other CMSD Recycling Programs IX. Public Comments Dated: January 15, 2009 U Clerk of the District • Protecting our community's health by providing solid waste and sewer collection services. www.crostica.ov Recycling Committee Goals ±14� � for 2007 and 2008 Calends 1 �6.0r Years I. Encourage Recycling Projects by Non-Profit Organizations • $100 awards given to non-profit organizations that complete recycling projects • Utilize $500 Recycling Support from Costa Mesa Disposal • Create two projects in 2007 and 2008 • Contact Girls Club and Boys and Girls Club • Promote CMSD projects at Earth Day Event at Orange Coast College on April 26 2007 and provide sign-up sheets. Status: Campfire USA collected plastics & aluminum cans & delivered to OCC Recycling Center 1/12/08. CMS() will reward with $100 Plastics education event for Girl Scout Troop from Paularino School held on January 23 2008. Troop #226 collected plastics & aluminum cans & delivered to OCC Recycling Center 3/21/08 CMSD will reward with $100 Staff hosted a booth at Earth Day Event at Orange Coast College on April 26 2007 Plastics education event for Girl Scout Troop held on September 25 2008 II. Research Food Recycling • • Staff to contact Orange County Integrated Waste Management Department and other resources with regard to food recycling • Review programs in Northern California III. Update Award Winning Working for You' Video • Obtain cost and timeframe from Monitor Video • Total 2005-06 Budget was $2,500: Expenditures Totaled $2,000 while the 2006-07 Budget is $11,500 • Write new script Completion date is rescheduled for 2008 Status: Videotaping in progress (October 2008) IV Educate Residents on One-Container Mixed Trash Recycling Program • Include articles in newsletter and other publications Status: Article included in spring 2008 & spring 2007 newsletter V Establish High School Recycling Programs and Education and Continue Educating Students on the Importance of Recycling • Hold an educational event with Estancia High School in April or May 2008 • • Review Department of Conservation Manual • Continue with telephone book recycling contest recycling presentations, and vermi- composting presentations 2 • Reevaluate formula for prize awards in School Telephone Book Recycling Program with larger award for schools collecting greater than two lbs/per student and less than 400 students. Issue press release. • • Include notices in District and Chamber of Commerce newsletters & websites, public service announcement opportunities and City of Costa Mesa and local Cable TV stations. • Contact OCSD with regard to providing bus for transportation to sites • Promote Waste Free Lunch on America Recycles Day November 15 2007 or at other times during the year Status: Staff working with Costa Mesa High School Life Science Academy on expanding their recycling programs. A meeting was held at CMSD headquarters on January 31, 2008. Formula for prize awards in School Telephone Book Recycling Program revised with participation award raised from $200 to $300 and a minimum of one-half book per student required to be eligible for prize money VI. Continue to host tours of CRT OC Landfill and OCSD for Costa Mesa residents including students and social service groups • Continue tours of CRT OC Landfills & OCSD • Sponsor Tour of OCSD Groundwater Replenishment Facility in November 2007 Status: Tour to CR&R and OC Landfill held on July 11, 2007 • Tour of Frank R. Bowerman Landfill by 18 Japanese UCI engineering students held on March 6 2008. Estancia High School Special Ed students toured CR&R facility and Bowerman Landfill on April 3 2008 VII. Water Conservation • Encourage reduction in water usage • Promote use of waterless urinals • Research available products for low water usage • Refer residents to Mesa Consolidated Water District website VIII Source Reduction Goals • Continue source reduction outreach and education • Included in 2007 & 2008 spring newsletters Status: Pamphlet on Source Reduction completed April 16 2007 Pamphlet distributed at Earth Day event on April 26 2007 • Protecting the Environment by Increasing*cycling and Awareness www.onsrfrngov 1/15/09 i7 3 IX. E Waste Events • a. Promote OCC Recycling Center's acceptance of e-waste. b Track emerging disposal options for e-waste and recommend residents take their e-waste to County centers. Status: Event held with ARC on February 24 2007 Earth Resource Foundation held event on March 3 2007 CMSD planning a joint E Waste project with the City of Costa Mesa using IWMD grant funds in the amount of $40,000. OCC Recycling Center accepting e-waste as of March 2008 c. Implement 2006 Battery and Electronic Waste Recycling Requirements • Acquire information • Included in Spring 2005 Newsletter • Monitor Progress of CR Transfer Program • Battery Buckets Status: Battery Buckets located at CMSD Headquarters, Royal Palm Fire Station, two at Estancia High School and two at Costa Mesa High School. • X. CRT Conducted Seminars Status: XI. Invite the following individuals to Recycling Committee meetings: • Mike Carey OCC Recycling Center (March 2007 meeting) • Katrina Foley City of Costa Mesa Councilperson • Donna Theriault City of Costa Mesa Management Analyst (August 2007 m meeting) • Melanie Eustice, City of Costa Mesa Management Analyst • Mike Belliet Consultant to City of Costa Mesa • Mike Planck, CR&R • David Ronnenberg, CR&R (May 2007 meeting) • Paul Relis CR&R (May 2007 meeting) • Greg Woodside, former CMSD Director • Dan Worthington, former CMSD Director • Sue Gordon, Rainbow Disposal (formerly w/IWMD) • Tim Grogan, IWMD • Maria Kakutani CIWMB • Protecting the Tinvimn ment by Increasing lf.cycti g arid Awareness www.crosdcagav 1/15/08 r 4 Status: Mike Carey attended March 5 2007 Recycling Committee meeting. • Mike Carey attended February 25 2008 Recycling Committee meeting. Paul Relis David Ronnenberg and Dean Ruffridge of CR&R attended May 7 2007 Recycling Committee meeting. Donna Theriault of the City of Costa Mesa attended the August 6 2007 Recycling Committee meeting, Mike Balliet invited to September 10 2007 Recycling Committee meeting and attended with Donna Theriault from the City of Costa Mesa. Melanie Eustice & Mike Balliet attended July 14 2008 Recycling Committee Meeting. XII. Regional Recycling and Waste Diversion Grant Program in Partnership with the City of Costa Mesa • A cooperative effort to elevate community awareness of the need to 1. Promote and educate the public on recycling benefits and methods 2. Provide door to-door collections or drop off programs to recycle household hazardous waste materials emphasizing batteries and fluorescent tubes (mercury), compact fluorescent light bulbs (CFLs) (mercury) and incandescent bulbs (lead). 3 A pilot sponsorship and subsidization project to provide composting bins to common residents to process kitchen and yard green waste into valuable nutrient rich soil amendments. • 4 Sponsorship of need-based e-waste collection events. Status: Grant application submitted to the County of Orange Integrated Waste Management Department on January 25 2008 CMSD and City of Costa Mesa joint Waste Diversion Grant Program application approved by the Orange County Waste Management Department Composting Demonstration at Macy's South Coast Plaza Home Store held April 26 2008. CCM/CMSD/OCC Three Party Agreement approved to fund $10,000 for collection Of batteries and CFLs at OCC Recycling Center Fifty additional composting bins purchased to support resident program. Vermicomposting Workshop held at Davis Elementary School on October 20 2008 Vermicomposting Presentation held at St Joachim School o November 14 2008 Composting Seminar Event hosted by the City of Costa Mesa and CMSD on America Recycles Day - November 15 2008 XIII. Other Recycling Events Used Tire Roundup held October 11, 2008 Staff and Directors participated in Emergency Services Expo on October 12, 2008• Protecting the Paz*onment 6y Increasing Recycling anti Awareness www.crosdcagov 1/15/08 eh, . Recycling Committee Goals for 2009 and 2010 Calendar Years I. Encourage Recycling Projects by Non-Profit Organizations • ; page Ad in City of Costa Mesa Publication • $100 awards given to non-profit organizations that complete recycling projects • Utilize $500 Recycling Support from Costa Mesa Disposal • Create two projects in 2009 and 2010 • Contact Girls Club and Boys and Girls Scouts Past Participants include. Girl Scouts, Boy Scouts, Cub Scouts Boys and Girls Club Potential Participants include. Schools, Sports Teams Status: II. Research Food Recycling • Continue Research from 2007-2008 • Consider CR&R Wet Recycling Method III. Participate in special days and events: such as: • • National Environmental Education Week - April 12 18 • Earth Day - April 22 • International Composting Awareness Week - May 3-9 • Kids Day - August 2 • California Coastal Clean-Up Day - September 19 • America Recycles Day - November 15 • Waste Free Lunch Day (any day) Status: IV New District Video • Discuss Distribution Strategy Status. V Educate Residents • Educate Residents on One-Container Mixed Trash Recycling Program • Include articles in newsletter and other publications • Educate Residents or. Achieving 85% Recycling rate • Educate Residents on HHW and other proper disposal. • CRT-Conducted Seminars • Status: 2 VI. Continue School Recycling Programs • Telephone Book Recycling Program • • Plastics Presentations • Vermi-Composting • Composting • Waste-Free Lunch Day • Sewer Science Status: VII Continue to host tours of CRT OC Landfill and OCSD for Costa Mesa residents including students and social service groups • Continue tours of CRT OC Landfills & OCSD • Tour of OCSD Groundwater Replenishment Facility • Tours of LED Gold Yard Status: VIII. Water Conservation • Encourage reduction in water usage • Promote use of waterless urinals • Research available products for low water usage Refer residents to Mesa Consolidated Water District website Status: • IX. Source Reduction Goals • Distribute CMS() Flyers/ • Post information on Website • Promote OCC Recycling Center as One Stop Recycling Center • Continue source reduction outreach and education Status: X. Invite the following individuals to Recycling Committee meetings: • Mike Carey OCC Recycling Center (March 2007 meeting) • Melanie Eustice City of Costa Mesa Management Analyst & Mike Balliet • Maria Kakutani CIWMB Status: XI Pursue Grant Funding • Pursue OC Waste and Recycle Grants • Other Grants Status: Protecting the'Environment by Increasing Recycling antMwareness www.anstkagov 1/15/09 3 XII. Other Recycling Events • • Used Tire Roundup • Emergency Services Expo Status: • • Protecting the Environnsent by Increasing.Recycling and Awareness www.ansdcagov 1/15/09 �s SAN/liR� aS o9 40, N tit' n n oo , . CaSTA MESA S2NIT2L1?y Dialer •SycDvi/44 `� an Independent Special District Memorandum To: Board of Directors From: Joan Revak, Program Manager 9rzw-/ Date: January 15, 2009 Subject: SCHOOL TELEPHONE BOOK RECYCLING PROGRAM 2008 The 2008 School Telephone Book Recycling Program concluded on December 26, 2008, with a total of 11 126 books (16.69 tons) collected. This compares with 8 752 books (15.32 tons) collected in the 2007 Program. Twenty-seven schools participated in the program. • Due to the lackluster performance of many of the schools in the 2007 program, the Board of Directors requested a revision of the participation awards. The 2008 invitation letter specified the school must collect a minimum of one-half book per student to qualify for the minimum $300 award ($100 increase from previous years) Two weeks prior to the end of the collection period, it was evident many schools would not meet the minimum requirement and a letter was faxed to those schools reiterating the minimum qualification for a participation award (copy attached) Disappointingly only eleven schools met the program's minimum requirement. Staff met to discuss how the schools should be rewarded and, in keeping with the Board's desire requiring a minimum participation to qualify for the award, Staff recommends only the schools collecting at least one-half book per student receive a participation award of $300 Staff also recommends a grand prize award to one school in each category elementary middle and high school, and those schools are Kline Elementary School and Estancia High School In the middle school category neither TeWinkle nor Costa Mesa High School -7m & 8th grades — collected the minimum number of books. An extra award in the amount of $300 is recommended for schools collecting 10-20 lbs. per student (Harper Preschool Center and St. Joachim Elementary School) and an Exceptional Effort award of $500 to schools collecting over 20 lbs. per student (Kline School) • Protecting our community's health by providing solid waste and sewer collection services crosdca.gov Upon approval of the Board, awards totaling $5,200.00 will be distributed to the • schools. This compares with $13,743.00 awarded in the 2007 program. After Board approval, presentation dates will be scheduled. A summary of the program totals from inception is included. The following charts are attached: 1 Telephone Book Recycling Contest Awards for 2008 2. Telephone Book Recycling Program Weekly Collection Data — 2008 3. Telephone Book Recycling Program 2008 Designated Use of Award 4 History of School Telephone Book Program Through 2008 • S Protecting our community's health by providing solid waste and sewer collection service.. crosdcagov • CMSD Telephone Book Recycling Contest Awards for 2008 10-20 lbs. >20 lbs./Student School Name Participation Grand Per Exceptional Total Award Prize* Student* Effort Award* Award Adams School $300.00 $300.00 California School Charles TeWinkle School Christ Lutheran (K-8) College Park School Costa Mesa High School Costa Mesa High School (7 & 8) Davis School (5th & 6th) $300.00 $300.00 Estancia High School $300.00 $400.00 $700.00 Harper Preschool Center $300.00 $300.00 $600.00 Kaiser Elementary School $300.00 $300.00 Killybrooke School • Kline School (K-8) $300.00 $400.00 $500.00 $1,200.00 Mariners Christian (K-6) $300.00 $300.00 Monte Vista High School Newport Heights Elementary Orange Coast Middle College H.S. Page School Paularino School $300.00 $300.00 Pomona School Port Mesa Christian (K-6) $300.00 $300.00 Rea Elementary (4-6) Sonora School St. Joachim Elementary School $300.00 $300.00 $600.00 St. John The Baptist (K-8) $300.00 $300.00 Whittier School Wilson School Woodland Elementary School Total Awards $3,300.00 $800.00 $600.00 $500.00 $5,200.00 *Grand Prize Award to one school in each category elementary middle and high school, collecting the greatest#of lbs. per student. Neither middle school met the minimum qualifications. *10-20 lbs. per student. *Exceptional Effort Award given to schools who collect over 20 lbs. per student. • 01/15/09/a • December 15 2008 VIA FACSIMILE URGENT PLEASE READ IMMEDIATELY Mr Allen Harrison Back Bay & Monte Vista Schools 390 Monte Vista Avenue Costa Mesa, CA 92627 Dear Allen. Thank you for agreeing to participate in the Costa Mesa Sanitary District 2008 Telephone Book Recycling Contest between public and private schools in Costa Mesa. The invitation letter stipulated: To qualify for the minimum $300 award, your school must collect a minimum of one-half book per student (1.50 lbs. per student = ,/s telephone book). Your school's • total pounds per student as of December 12, 2008 is only 0.75 lbs per student and does not meet the requirement. The object of the program is to encourage recycling by collecting outdated phone directories that can be recycled and rewarding the schools that meet the minimum requirement. If the total books collected do not total one-half book per student, your school WILL NOT receive a participation award. There are only two weeks left in the program, so please encourage the students to bring in outdated phone books immediately so we can reward your school with at least a participation award of $300 00 Sincerely l Joan Revak Program Manager • Enclosures • c "d .-ld p CV n r fl Cp Cr aN D O s cr o Cr N Lf) O LfV r Ln Cr O LfO) U t o tCO` O OJ 8 .(Q V N CD .�. 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(� 4) d O•t�/o/\11111 :0 jc� ° W ° o CO ct3 O uo i coo °) cn m U o U U '3 II O 2 _ L c 0 - w _C O c CO O m 0 - QE) = c _c _ __ U N c-15 o O _C cn E O U °' o co cn o ° E ° ro a Y C Ns...1' ��N �o� c c� .� � CL � o W p cn � U O L`°n E � E ~ CO u) , a) {— as a) v) a°i O O so� �� o o Cn c —' o o cn o o a) c cts m a, m ro _c a`) c ro 2 .( 2 > cc m a � O .(is E O 0.co Q a) _0 N _C 0 p as o W O O 0 -.7, 0 -0 CO i C CD -c U co - > co >, c c, E -L co c —3 —J " co O co }s c 0 -6 B :a 1 -J QUUU0 = YYYZOCLa° a° cccnifiei5 � UU W U2 0 F-- F-- 0) O Co co LCD LO O 0 O r Co Co CO CD 0 O LO r co N 0 0 0 N 0 0 0 0 N 0 N (9 CO 0) N LC) LO CO N CO N N 0) CO 0) N C9 10 00 CO LC) O O co CU cc) d' co LO CO CO - CO LO CO LO N LO Co LC) CD N 'dr CO C9 N N r r-O r c (7) O • h O- a) O cc 1 • 2008 SCHOOL TELEPHONE BOOK RECYCLING PROGRAM DESIGNATED USE OF AWARD Adams School Instructional Supplies California School Accelerated Reader Quizzes College Park School Materials/Supplies for Recycling&Garden Davis School(5th&6th) Library Books Harper Preschool Center School Supplies Kaiser Elementary School Classroom Instructional/Supplies Killybrooke School Library Books Newport Heights Elementary Classroom Supplies Orange Coast Middle College H.S. Student Leadership& Recognition Paularino School Technology Pomona School Library Technology& Enrichment Activities Rea Elementary(4-6) Library Books&Classroom Supplies Sonora School Classroom Supplies Charles TeWinkle School Student Activities&Awards Whittier School Library Books&Subscriptions Wilson School Instructional Materials Woodland Elementary School Instructional Supplies Monte Vista High School Improve Technology Costa Mesa High School Awards,Assemblies&Student Based Activities Costa Mesa High School(7&8) Student Incentives& Rewards Estancia High School Leadership Camp Christ Lutheran Elementary(K-8) Computer Technology Kline School(K-8) Smart Board Mariners Christian(K-6) Library Books Page School of Costa Mesa(K-6) Class Trips Port Mesa Christian(K-6) Library Books St.Joachim Elementary New Computers St.John The Baptist(K-8) Technology Improvement Use of Award/2008/0 co N N O (o O co N co i '7 ba 0 N CO CO 6 O N- o) 6 r 69 N co O co V N - - 69 /'✓ CO co - co N W O O co Co EA O __ O 1� N 11) N - N (NI rn _ , - CO N o O v N o O 6 D H O N in ° r in U = N co CV N CC CC I— co co 6g 4 N /cc�e� U") V M O co oj 6 o to L T 0 CC Y N N 00 In II a O ; 0 I r aD °o LO m O N o Z Z N CO I CO in co crC r CL ea CS) CO - r W F Ea W J co cv of N N. cri- ' c • co 2 co O °f N 0 "? �' o O r' I Q ta N- r c) 'n 0 V) ,� , r 0 0 O n 6� V CC ID CA - O O O v°'i N o in ~ r r . cn N_ 69 iit-ICT' P> t� • 'o I': C\ . p : '4:7 4 ,A L �ts�� ((i3 . G; is 0 _ N 8 C U V C o ct n • • M o H ms oct to CL , to ti o a O ¢ H bs J$at„, • o ,3iL" Lf U EM'i m OC Waste & Recycling QuFir tcrly Giant Status Report Reg toi al Rccychng and Waste°Diversion Giant A �= _ . ..,,`,)41 _; e Date: December 31 2008 Quarter (Check One) o 4th (Apr Jun) o 1st (July-Sept) x 2nd (Oct-Dec) 0 3rd (Jan-Mar) Name of Organization: Costa Mesa Sanitary District and the City of Costa Mesa Contact Person. Thomas A. Fauth or Melanie Eustice Address: 628 West 19th St, Costa Mesa, CA 92627 and 77 Fair Drive PO Box 1200, Costa Mesa, CA 92626 Email. tfauth@cmsdca.gov meustice@ci.costa-mesa.ca.us Phone: (949) 645-8400, x222 or (714) 754-5024 • Project/Program Title: Costa Mesa Sanitary District and City of Costa Mesa Recycling and Waste Diversion Grant Program Project/Program Goals: 1 Increase public outreach education to the public on recycling benefits and methods. 2. Provide local methods and locations to dispose of household hazardous waste. 3 Promote residential composting. 4 Promote need-based e-waste events. Project/Program Start Date: April 2008 Project/Program Status: Accomplishments. 1 The Costa Mesa Sanitary District and the City of Costa Mesa delivered composting and vermicomposting demonstrations on October 18, and November 15 2008 at the Neighborhood Community Garden, Costa Mesa, CA. Thomas Fauth and CMSD Staff presented the composting workshops, distributed composting and recycling literature and sponsored Earth Machines for backyard composting. • 2. The Costa Mesa Sanitary District Staff delivered a vermicomposting presentation on October 20, 2008 to Newport Mesa Unified School District teachers to educate teachers on methods do divert green waste (kitchen waste). • 3 Delivered a vermicomposting presentation on November 14 2008 at St Joachim's Elementary School Cub Scouts to explain the method for diverting Kitchen waste (green waste) from the waste stream. 4 Ongoing: Coast Community College District (CCCD) Board of Trustees signed the Agreement for AB 939 Regional Recycling and Waste Diversion Grant Funded Recycling Services August 8, 2008 This three-party agreement finalized the foundation for a multi-year, grant funded recycling program between the District, City and CCCD The agreement specified the District and City will fund the collection and recycling of household batteries, fluorescent tubes, compact fluorescent tubes (CFLs) and incandescent bulbs collected at the Orange Coast College (OCC) Recycling Center with no cost to the CCCD 5 The District and City finalized the agreement with Curbside. Inc. to collect the waste specified in 2. above from CCCD's OCC Recycling Center 6. November 6, 2008. Ordered an additional 50 Earth Machines and 52 Kitchen Buckets for District and City residential customers. This continues the,pilot program distribution of bins to residents desiring to participate in backyard composting. The program will continue with the purchase and distribution of larger quantities of the Earth Machines, vermicomposting bins and presentations at local park events. • Project/Program Units of Measurement (please report on any delivered units of measurement, whether it is pounds diverted, containers purchased, outreach mailers, etc.): 1 During this period (Oct 1 2008 through December 18, 2008), Curbside, Inc. collection activities from OCC Recycling Center diverted the following household quantities, volumes or weights of household batteries, fluorescent tubes, CFLs and incandescent bulbs from illegal landfill disposal. a. Household batteries: 984 pounds; b. Fluorescent Tubes: 1,845 linear feet of four and eight foot tubes; 2. Total Program Collections to date: Curbside. Inc. collection activities from OCC Recycling Center diverted the following household quantities, volumes or weights of household batteries. fluorescent tubes, CFLs and incandescent bulbs from illegal landfill disposal. c. Household batteries: 1,568 pounds. d. Fluorescent Tubes: 3,265 linear feet of four and eight foot tubes, e. CFLs: 25 3 Purchased 125 Earth Machines; • 4 Purchased 130 Kitchen Buckets: • 5 Distributed 98 Earth Machines to residential customers: 6. Distributed 100 sets of composting, vermicomposting and recycling brochures, 7 Finalized two multi-organizational agreements. Other information. Comments: The CMSD and City of Costa Mesa Staff appreciate the grant opportunity on behalf of our residents. Please submit form to: Christine Knap. at Christine.Knapp @iwmd.ocgov.com • 110 N COSTA ESA SANITARY Dialer itb.POIATE�9`�. an Independent Special District Memorandum To Board of Directors From Janet Jackson, Office Specialist II id/Le E i Date: January 13, 2009 Subject: FOOD RECYCLING WORKSHOP, DECEMBER 17 2008 The food recycling workshop held December 17 2008 at the City of Newport Beach (CNB) Central Library attended by Janel Jackson and Denise Gilbert, featured speakers on zero waste principals handling community discards food recycling in San Diego County food composting, and Resource Recovery Parks. • The City of Newport Beach speaker provided an overview of the City's ban on Styrofoam products. A speaker on zero waste gave a list of agencies with zero waste programs and suggested other agencies obtain and use this information rather than starting from scratch. An emphasis on packaging products in recyclable material was also discussed. Repair and Reuse was a topic and involves sharing and donating items to obtain the maximum life expectancy of all goods produced. A Resource Recovery Park exists in Crescent City and one is being constructed in England where a swap meet atmosphere of recyclable items are available to the public. This could work at the Orange County Fair Grounds. Also discussed was requiring the United States manufacturers to take back products after use as a way of guarantying recycling. In India, education starts early in school and residents are required to compost food waste because it is prohibited in the trash. Staff will follow up on the progress and ideas discussed at the workshop and report to the Recycling Committee. • Global Recycling Council — CRRA EARTH RESOURCE and ‘appe Earth Resource Foundation present .'4 "Making your Waste a Resource for the 21st Century Resource Recovery Parks and Food Scrap Composting" Wednesday December 17 2008 8 am to 1 pm City of Newport Beach Central Library Friends Meeting Room 1000 Avocado Ave Newport Beach, CA 92660 Agenda 8:00 am Coffee and Registration 8 30— 10:30 Welcome— Stephanie Barger Earth Resource Foundation Presentations • Portia Sinnott. `Zero Waste Principles Rick Anthony Zero Waste San Diego: `New rules for Handling Community Discards and Organics Wayne Williams, PhD County of San Diego: The Present State of Food Recycling in San Diego County Alexa Kielty San Francisco Dept of Environment: `San Francisco Food Scrap Composting Program Dan Knapp. Urban Ore `Resource Recovery Parks— A New Revenue Source 10:30 10.45 Break 10.45 — 11 45 Breakout Session 11 45 —noon Break and lunch delivered 12 — 1pm Presentations by groups and Next Steps for Orange County Working Lunch 2:00 pm Tour of Orange County Landfills—please RSVP separately for tour to zerowaste @earthresource.ora,or 949-645-5163 Special thanks for the City of Newport Beach for providing the space and • SGA, Inc.for providing the lunch 0SAN/T4B w-' " r-� COSTA MESA S V T 1DISTRICT tPORA0 an Independent SpeciafcDistrut Memorandum To: Board of Directors From: Marc Davis, Treasurer/Finance Director,1---"4. Date: January 7 2009 Subject: Financial Statements for Fiscal Year Ended June 30 2008 Recommended Action Receive and file. • Executive Summary Enclosed are the financial statements of the District for the year ended June 30 2008, which were audited by Diehl, Evans & Company LLP along with the auditor communications as required by Statement on Auditing Standards (SAS) Number 114 The District has received an unqualified audit opinion on its financials and there were no management letter comments. Nitin Patel, the Engagement Partner with Diehl, Evans & Company LLP on the District's audit, will be present at the Board meeting of January 28, 2009 to present the financial statements to the Board. Attachments: 1 Financial Statements for the Year Ended June 30 2008 2. SAS 114 Letter • (Protecting our community's health by providing soluf waste and sewer collection services. crosdca.gov DDIEHL, EVANS & COMPANY, LLP CERTIFIED PUBLIC ACCOUNTANTS& CONSULTANTS • MICHAELR LUDIN.CPA A PARTNERSHIP INCLUDING ACCOUNTANCY CORPORATIONS CRAIG W SPRAKER CPA NITIN P PATEL.CPA ROBERT CALLANAN.CPA •PHILIP H HOLTKAMP CPA 5 CORPORATE PARK.SUITE 100 'THOMAS M PERLOWSKI.CPA IRVINE,CALIFORNIA 92606-5165 'HARVEY) SCHROEDER.CPA (949)399-0600 FAX(949)399-0610 KENNETH R AMES.CPA www.diehlevans coin 'WILLIAM C.PENiz CPA November 21 2008 RO15510N .CO ONAT To the Board of Directors Costa Mesa Sanitary District Costa Mesa, California We have audited the financial statements of Costa Mesa Sanitary District for the year ended June 30, 2008, and have issued our report thereon dated November 21 2008. Professional standards require that we provide you with the following information related to our audit. Our Responsibility Under Auditing Standards Generally Accepted in the United States of America: As stated in our engagement letter dated March 14, 2008, our responsibility as described by • professional standards, is to express an opinion about whether the financial statements prepared by management with your oversight are fairly presented, in all material respects, in conformity with accounting principles generally accepted in the United States of America. Our audit of the financial statements does not relieve you or management of your responsibilities. Our responsibility is to plan and perform the audit to obtain reasonable, but not absolute, assurance that the financial statements are free of material misstatement. As part of our audit, we considered the internal control of Costa Mesa Sanitary District. Such considerations were solely for the purpose of determining our audit procedures and not to provide any assurance concerning such internal control. We are responsible for communicating significant matters related to the audit that are, in our professional judg cent, relevant to your responsibilities in overseeing the financial reporting process. However we are not required to design procedures specifically to identify such matters. Planned Scope and Timing of the Audit: We performed the audit according to the planned scope and timing previously communicated to you in our meeting about planning matters on October 23 2008. • 1 OTHER OFFICES AT. '965 ROOSEVELT STREET 613 W VALLEY PARKWAY SUI PL 330 CARLSBAD.CALIFORNIA 92008-7389 ESCONDIDO.CALIFORNIA 92025-'598 (760)729-'343 FAX(760)729- '34 (760)741-1141 FAX(760)741-9890 r r Significant Audit Findings: Qualitative Aspects of Accounting Practices Management is responsible for the selection and use of appropriate accounting policies. The • significant accounting policies used by Costa Mesa Sanitary District are described in Note 1 to the financial statements. No new accounting policies were adopted and the application of existing policies was not changed during the year ended June 30, 2008. We noted no transactions entered into by Costa Mesa Sanitary District during the year for which there is a lack of authoritative guidance or consensus. There are no significant transactions that have been recognized in the financial statements m a different period than when the transaction occurred. Accounting estimates are an integral part of the financial statements prepared by management and are based on management's knowledge and experience about past and current events and assumptions about future events. Certain accounting estimates are particularly sensitive because of their significance to the financial statements and because of the possibility that future events affecting them may differ significantly from those expected. The most sensitive estimates affecting the financial statements were: a. Management s estimate of the fair market value of investments which is based on market values by outside sources. b. The estimated useful lives for capital assets which are based on industry standards. We evaluated the key factors and assumptions used to develop these estimates in determining that they were reasonable in relation to the financial statements taken as a whole. • Difficulties Encountered in Performing the Audit We encountered no significant difficulties in dealing with management in performing and completing our audit. Corrected and Uncorrected Misstatements Professional standards require us to accumulate all known and likely misstatements identified during the audit, other than those that are trivial, and communicate them to the appropriate level of management. As a result of our audit related testwork, we proposed no corrections of the financial statements that, in our judgment, had a significant effect on the Costa Mesa Sanitary District s financial reporting process. Disagreements with Management For purposes of this letter, professional standards define a disagreement with management as a financial accounting, reporting, or auditing matter, whether or not resolved to our satisfaction, that could be significant to the financial statements or the auditors report. We are pleased to report that no such disagreements arose during the course of our audit. 411 S Significant Audit Findings (Continued): Management Representations • We have requested certain representations from management that are included in the management representation letter dated November 21 2008. .Management Consultations with Other Independent Accountants In some cases, management may decide to consult with other accountants about auditing and accounting matters, similar to obtaining a `second opinion on certain situations. If a consultation involves application of an accounting principle to Costa Mesa Sanitary District s financial statements or a determination of the type of auditor's opinion that may be expressed on those statements, our professional standards require the consulting accountant to check with us to determine that the consultant has all the relevant facts. To our knowledge, there were no such consultations with other accountants. Other Audit Findings or Issues We generally discuss a variety of matters, including the application of accounting principles and auditing standards, with management each year prior to retention as Costa Mesa Sanitary District s auditors. However these discussions occurred in the normal course of our professional relationship and our responses were not a condition to our retention. • This information is intended solely for the information and use of the Board of Directors and management of the Costa Mesa Sanitary District and is not intended to be and should not be used by anyone other than these specified parties. L Q-2-x i_ I-L-P • 3 �S�,ssxir,�gr oV im_OPORA ,, COSTA WEsA SAN7A DISTRICT an Independent SpecialDistrict Memorandum To: Board of Directors From: Marc Davis, Treasurer/Finance Director�C Date: January 12, 2009 Subject: Preliminary Budget Calendar for Fiscal Year 2009-10 The schedule below represents the outline for the fiscal year 2009-10 budget calendar Staff will be working on different aspects of the budget from now until the May Study Session and will update the Board as necessary Action Item Target Date • Mid-year budget review for 2008-09 February 26 2009 Personnel budgets due from staff March 6 2009 February 2009 CPI released March 20 2009 Operations & maintenance budgets due from staff March 20 2009 Meet with CR&R regarding split of additional container March 24 2009 (1) revenue for 2009-10 Survey of trash rates completed March 27 2009 Capital improvement budget due from District Engineer March 27 2009 Preliminary budget to Board April 23, 2009 Special meeting to review preliminary budget Set by Board (2) Budget adoption at regular Board meeting May 28 2009 Notice of public hearing (postcard mailout) June 15-19 2009 Public hearing to adopt sewer and trash charges July 27 31 2009 Transmit sewer and trash charges to County August 10 2009 (1) Date to be set with CR&R (2) The date for the special meeting will be set by the Board • Protecting our community's health by providing sothiwaste and sewer collection services. crosdca.gav , ,SANtl,,„ s u,,`r E4�w" CosTA MESA Sf iaTil � iDiserverr' • an Independent Spend District Memorandum To: Board of Directors From: Marc Davis, Treasurer/Finance DirectorA,--"C Date: January 12, 2009 Subject: Alternate Finance Methods for Cities Recommended Action This item is for information only No action is required. Executive Summary • Attached is an article from the December 31 2008 edition of the Los Angeles Times, Business Section. This article documents a creative financing mechanism cities are using in order to issue debt without voter approval. • California cities, counties and other agencies borrowed $54 billion in bonds in 2007 nearly twice that which was borrowed in 2000 • More than 10 000 bonds and other debt vehicles were issued between 1998 and 2007 yet only 700 went to a public vote. • Economic downturn has forced 24 cities and public agencies to miss scheduled debt payments, which is up from 9 cities and public agencies in 2006 • City of Vallejo filed for bankruptcy protection in May 2007 Other cities and counties are in deficit positions. (Protecting our community's hearth by providing solid waste and sewer collection services. crosdca.gav P • Eros Angeles tirnes Business Creative borrowing catches up with California cities a ,i t �'N 6�. �s n - 3� .Gs @� arki ,._.a--n+w...-...r . f rear\ -uY I rr,,,"-<. ' r' k �'� .: t d r - • ,r�" III :ice a 3t 1 '1' _.vi::.-..:. in " i Brian Vander Drug'Los Angeles 7 i 'They're circumventing the intent of the law, says Larry Stein, an Oxnard accountant and longtime activist of the city's sale and lease-back of its streets "They're indebting the taxpayers using future revenue streams that may or may not pan out in the long run But the taxpayers have no say. Financing schemes that sidestepped voter approval have put local governments deeper in hock. By William Heisel December 31, 2008 One in a series of occasional stories Oxnard was in a bind, facing a $150-million bill to fix cracking and crumbling streets and no way to pay for the work without cutting other services. The city had tried, and failed, to get voters to approve a bond measure for street repair And it had borrowed money against almost all of its public property including a soccer stadium, three fire stations and its library even the Police Department's evidence-storage building. With virtually nothing left to hock, the city came up with an ingenious way to take on more debt: It borrowed against future revenue by 'selling' its streets to a city-controlled financing authority 'We had way too much construction work to do and way too little money said Ken Ortega, • Oxnard's public works director We really pulled every creative financing string we could to come • up with the money Desperate for cash in a sputtering economy local governments throughout California are digging themselves deeper into debt, and many are doing so through exotic financing schemes designed to sidestep the need for voter approval. California cities, counties and other agencies borrowed $54 billion last year nearly twice as much as in 2000, and governments are straining under the load. Statewide, 24 cities and public agencies missed scheduled debt payments this year or were forced to tap reserves or credit lines to stay current, records show That's up from nine in 2006, according to the bond industry's self-regulatory agency The city of Vallejo, burdened with huge debt obligations, in May became the largest city in California history to file for bankruptcy protection Chula Vista, Orange County and Palmdale are among the other cities and counties staring at red ink. Much of this borrowing binge was made possible by complex financial schemes such as the one Oxnard used. These nontraditional debt vehicles cost more over the long run because they are considered riskier than general-obligation bonds, which governments stand fully behind. Investors • therefore demand higher interest rates. 'There are many cities and counties engaging in complex financial deals that they don't really understand, said Michael Greenberger former head of the trading division of the Commodity Futures Trading Commission And now it's starting to catch up with them. Government officials say such measures were necessitated by Proposition 13 the 1978 initiative that limited property taxes and required a two-thirds vote for future property tax hikes. Local governments can raise various fees or cut costs to reduce their need for borrowing, but many are reluctant to do so, fearing a voter backlash. 'Instead of saying we don't have enough income to do what we need to do, we've resorted to debt, said Jean Ross, executive director of the California Budget Initiative, a nonpartisan group that studies the state's budget priorities. 'It's time for elected officials to have an honest conversation with voters about what their tax dollars can buy Sleight of hand Oxnard's sale of its streets in December 2007 was a variation on a borrowing technique known as • a lease-back. In a typical example in the private sector a business sells a property to raise money then leases • it back from the buyer In the public sector lease-backs are more a financial sleight of hand A city council that needs to raise money might sell its city hall to a council-controlled finance authority The council would then rent, or lease back, the building from the finance authority The authority meanwhile, would issue bonds using the city hall as collateral It would pay back the bondholders with the 'rent' it collects from the city The sale of the building is a legal abstraction, a shuffling of paper whose purpose is to keep the debt off the city's books. That way officials can circumvent the state Constitution's requirement of voter approval for government borrowing. 'The reason they enter into these leases is so that they don't have to get the debt voter approved, said John Kim, an advisor with Los Angeles investment bank De La Rosa & Co who has set up lease-back deals for a number of California cities. 'They're so popular that a lot of cities then run out of assets to lease. Oxnard is one of Kim's clients. In 2007 the city wanted to issue bonds to finance part of its$150- million street repaving project, using its share of state gas tax revenue to repay the debt. But the state Constitution says local governments can't issue debt against that revenue. • That's where Kim came in. His plan: The Oxnard City Council would sell the streets to the Oxnard Finance Authority which consists of the council and mayor The Finance Authority would issue bonds to raise money for the improvements and repay the bondholders by selling the streets back to the city Where would the city get the money to buy the streets? From its gas tax revenue. 'If you had to get a vote on everything, it would take a lot of time and there would be no guarantee that the voters would approve the debt, Oxnard financial services manager Michael More said. 'Otherwise we would have to use a pay-as-you-go approach to every project, and we could never come up with enough money Recognizing the novelty of the approach, and facing some local opposition, Oxnard ran the strategy past state Atty Gen. Jerry Brown. Brown gave the green light, and De La Rosa & Co. which collected $300,000 in fees from Oxnard had a winning formula. The investment bank has since helped the cities of Santa Ana, Coachella and Indio come up with similar street deals, none of which went to a public vote. 411 ,4 'They're circumventing the intent of the law said Larry Stein, an Oxnard accountant and • longtime city activist. 'They're indebting the taxpayers using future revenue streams that may or may not pan out in the long run. But the taxpayers have no say Of more than 10,000 bonds and other debt vehicles issued between 1998 and 2007 fewer than 700 went to a public vote, according to the state treasurers office. Legal trouble It isn't just voters who are often left in the dark. The investors who lend to local governments are not always given a clear picture of the borrower's finances. In April, the Securities and Exchange Commission accused the city of San Diego of misleading investors about its finances when selling more than $260 million in bonds. The SEC has asked a federal judge to fine the city without specifying an amount. San Diego officials have denied the charges and are fighting the case in federal court. 'The fictions that are put together to fund the construction of public buildings and to cover these budget gaps are astounding, said Matte Scott, a Monterey attorney who was hired by the Richmond School District to help it untangle its legal problems before it filed for bankruptcy protection in 1991 • Many cities pass their bond funds through technically separate public financing authorities, housing authorities, utility authorities or special taxing districts. The use of such entities makes it difficult for the public to assess a city's debt load. Whether it's such a pass-through deal or a lease-back, bond buyers demand a higher rate of return for complicated deals. The California Legislative Analyst's Office has estimated that the state government's use of lease- back deals costs as much as $370 million more for every $1 billion in debt than the use of general-obligation bonds. The report was issued in 1995, and finance experts say the added cost is probably greater now because the deals have become more complicated. Chula Vista is an example of what happens when a city gets hooked on debt. Between 2000 and 2007 the city in San Diego County took on $648 million in new and refinanced debt to build a city hall, a police headquarters and other projects, including a segregated dog park to keep the terriers from nipping at the Dobermans. 11111 None of this debt was issued with voter approval. The City Council presumed that rising revenue would allow it to pay the debt. Then came the economic downturn, and Chula Vista now is cutting furiously to meet its obligations. • It has shrunk the budget by $30 million, or 17%, since mid-2006. Lost were library hours, senior programs, 200 jobs. Even the popular Fourth of July festivities were crossed off the calendar More cutbacks may be on the way The city is looking at a $20-million shortfall in the current fiscal year "We were growing so rapidly that the need to build these facilities happened quicker than people had anticipated, said Maria Kachadoorian, the city's finance director 'But now the growth has stopped, and we don't have the money coming in to cover a lot of our costs. • • LAW OFFICES OF HARPER& BURNS LLP A UNTIED LIABILITY PARTNERSHIP 1N01309 3 A PROFESSIONAL CORPOPATION • 53 S GLASSELL STREET IOHNR HARPER* ORANGE,CALIFORNIA 92866 RIVERSIDE/SAN BERNARDINQ ALAN R BURNS (951)674.0698 COLR4 R BURNS (714)771-7728 FAX(714)7443350 OF COUNSEL BR31 A CURTIN• WHIN haulm-bums cols MICHAEL MONTGOMERY' THOMAS W Al I FN A P8OFESSIONAL CORPORATION To: Manager/District Engineer From: District Counsel • Date: December 29 2008 Re: New Legislation Global Warming—General There are a series of requirements we must comply with including AB 32 (passed in 2006)and SB 375 which was recently adopted which imposes specific requirements for reducing greenhouse gas emission. This will be the subject of much regulation so I will not attempt to cover it in this memo but the Air Resources Board (ARB) will adopt standards and we must • comply We should consider alternative fuels,green buildings, etc. in anticipation of those standards. Global Warming—Transportation A city must, beginning in 2011 modify its circulation element to plan for a balanced intermodal transportation network that meets the needs of all users and includes motorists,bicyclists, children, the disabled, seniors, movers of commercial goods, users of public transportation, in a manner suitable for the general plan. State Guidelines are coming. (Chs. 657 2008) Trash, Sewer and Water Rates The law now allows government entities to adopt a schedule of fees or charges authorizing automatic adjustments that pass through increases in wholesale water charges or adjustments based on CPI. To be eligible, we must: a) Adopt a schedule of fees for a period not exceeding 5 years. b) Include a schedule of fess that includes a defined formula for inflationary adjustments(may not exceed actual cost). c) We may include a pass-through of other(wholesale) water agencies' increases. • d) Notice of rate increases must be given 30 days in advance. (Ch. 611 —Stats 2008) Costa Mesa Sanitary District New Legislation • December 29 2008 Page 2 Solid Waste Diversion The way solid waste is reported has changed and it is now per capita. If you meet your 50% diversion rate,you are good for four years. (Chs. 343-2008) Building Permits—Green Standards The California Commission is to adopt Green Building Standards. This bill requires each city to collect a fee from a building permit applicant, at the rate of$4 per$100,000 valuation, to be sent to the State Building Standards Commission for an inspector certification program. A city is authorized to keep not more than 10%for related administrative costs and code enforcement education. (Chs. 719-2008) Health Insurance Broker Fees We are now required to report to the Board the amount that our health care brokers/agents make on the deal. (Chs. 331 2008) If you ve any questions,please let me know • Alan R. Bums District Counsel cc. Assistant Manager Board Secretary/Program Manager/Clerk of the District • 4- LAW OFFICES OF HARPER & BURNS LLP ITED LT RTYE LUDING ROFESSIOU LCORPOR TIOU S3S GLASSELL STREET • BORN R HARPER' ORANGE.CALIFORNIA 9389 IF RS!DE SAN BERN ARDINO ALAN R BURNS (94)67 0698 COLIN R BURNS 014)7719128 FAX 111.4)7.4 -3350 OF COUNSEL JUDI A CURTIN• w harperbums om MICHAEL MONTGOMERY THOMAS W ALLEN RECEIVE ROFE55IG ORPOR RECEIVED JAN 13 2009 To. Honorable President and Board of Directors C JA ILA oANITARY DISTRICT From. District Counsel Date: January 12, 2009 Re: New Diversion Requirements—Chapter 343 —2008 Statutes The legislature has enacted new standards for solid waste diversion reporting. Existing law the California Integrated Waste Management Act of 1989 administered by the Integrated Waste Management Board, requires each city to develop a source reduction and recycling element of an integrated waste management plan. Each city was required to reduce its waste by 50%. Annual reports are required. The Board is required to review that plan every two • years. Chapter 343 of the 2008 Statutes makes changes to the law and revises the definitions. The new law changes the complex formula used to determine the diversion rate and instead uses a per capita disposal rate. The goal is to hit 50% of the previous per capita disposal rate. The baseline is an average of per capita generation rates in 2003-2006 by jurisdiction. (The actual measurement is per capita disposal rate per day or PPD If the rate was 10 lbs per person per day the goal would be 5 lbs per person per day ) If you are meeting the 50% reduction, you will only be reviewed every four years. The law was allegedly written to address 'stakeholder concerns and supposedly simplifies the process. It is more complicated than this but the website (http://www.ciwmb.ca.gov/LGCentral/Events/SB1016Oview/Presentation.pdf) explains it better than the law itself. If you h any questions, please let me know Alan R. Burns District Counsel cc: Manager/District Engineer Assistant Manager • LAW OFFICES OF HARPER & BURNS LLP IITED LI LIT\ RThE SHI 'CLUD PROFLS)IONAL CORPOR DON 451 S E A .STREET JOHN R HARPERS ORAM1GE,CALIFORNIA IFO 66 RIVERSIDE I SAN BERNARDINO • ALAN R BURNS H) 0698 COLIN R BURNS /714)771-7728 FAX 1714)74 3350 OF COUNSEL JUDI A CURTIN harperbums am MICHAEL MONTGOMERY THOMAS W ALLEN OFES NAL CORPORATIO To Honorable President and Board of Directors From. District Counsel Date: January 12, 2009 Re: AB 3030—Five Year Sewer and Trash Rate Adjustments The following is a more detailed description of what AB 3030 entails so you can begin thinking about it in conjunction with the budget cycle and process. As you know Prop 218 requires that the District conduct a hearing every year to confirm the charges for sewer and trash do not exceed the cost of providing the service and does not exceed the proportional cost of the service attributable to the parcel. We are required to send out notice 45 days in advance of the hearing and have our analysis ready for the public before that date. ID The cost for mailing to each parcel is about $7,800 AB 3030 (Ch. 611 —2008 Stats) allows water, sewer and trash rates to be set so that automatic adjustments can occur based on either wholesale cost increases (applicable to water) or based on CPI. (Gov Code § 53755 ) We may want to consider an automatic CPI increase. To be in compliance with the law we are required to adopt a schedule of fees for a period not exceeding five years. It would need to have a clearly defined formula for adjusting for inflation. Any inflation adjustment must not cause the rate to exceed the cost of providing the service. Notice of any adjustment must be given in accordance with Government Code section 53755 which means that it can be part of any other regular mailing. Since the law requires a notice of mailing of the rate adjustment, it appears that we may not save any money on mailing. You might have less protesting citizens at the annual event in which one or more persons may come to the meeting to complain about the rates. Lately your critics have become less strident so this is no longer such an adversarial event. On the negative side, living with only a CPI increase may not allow for any special expenses that we may incur in a given year We may yet have another SSMP type requirement imposed on us, although none is on the horizon. Of course, nothing locks you in to only accepting the CPI increase and it is assumed that you could always do a full protest hearing. • Costa Mesa Sanitary District AB 3030 —Five Year Sewer and Trash Rate Adjustments • January 12, 2009 Page 2 The above constitutes the outline of the law Staff will have further comment but this will give you the basics so further discussion can occur. The law is brief and I will attach a copy for your review. Alan R. Bums District Counsel cc: Manager/District Engineer Assistant Manager • • BILL NUMBER AB 3030 CHAPTERED BILL TEXT • CHAPTER 611 FILED WITH SECRETARY OF STATE SEPTEMBER 30 2008 APPROVED BY GOVERNOR SEPTEMBER 30 2008 PASSED THE SENATE AUGUST 5 2008 PASSED THE ASSEMBLY AUGUST 12 2008 AMENDED IN SENATE JULY 7 2008 AMENDED IN SENATE JUNE 11 2008 AMENDED IN ASSEMBLY MAY 5 2008 AMENDED IN ASSEMBLY APRIL 22 2008 INTRODUCED BY Assembly Member Brownley FEBRUARY 22 2008 An act to add Section 53756 to the Government Code relating to local government LEGISLATIVE COUNSEL S DIGEST AB 3030 Brownley Local publicly owned water utility rate cases Articles XIII C and XIII D of the California Constitution generally require that assessments fees and charges be submitted to property owners for approval or rejection after the provision of • written notice and the holding of a public hearing Existing law the Proposition 218 Omnibus Implementation Act prescribes specific procedures and parameters for local jurisdictions to comply with Articles XIII C and XIII D of the California Constitution Existing law provides notice protest and hearing procedures for the levying of new or increased fees and charges by local government agencies pursuant to Articles XIII C and XIII D of the California Constitution This bill would authorize an agency providing water sewer or refuse collection service to adopt a schedule of fees or charges that authorize automatic adjustments that pass through increases in wholesale charges for water or adjustments for inflation, if prescribed conditions are met including but not limited to that the schedule of fees or charges not exceed a period of 5 years and that the schedule be adopted pursuant to existing law providing notice protest and hearing procedures for the levying of new or increased fees and charges by local government agencies THE PEOPLE OF THE STATE OF CALIFORNIA DO ENACT AS FOLLOWS SECTION 1 Section 53756 is added to the Government Code to read 53756 An agency providing water sewer or refuse collection service may adopt a schedule of fees or charges authorizing automatic adjustments that pass through increases in wholesale charges for water or adjustments for inflation if it complies with all of the following (a) It adopts the schedule of fees or charges for a • property-related service for a period not to exceed five years pursuant to Section 53755 (b) The schedule of fees or charges may include a schedule of adjustments including a clearly defined formula for adjusting for inflation Any inflation adjustment to a fee or charge for a property-related service shall not exceed the cost of pro"iding that service (c) The schedule of fees or charges for an agency that purchases wholesale water from a public agency may provide for automatic adjustments that pass through the adopted increases or decreases in the wholesale charges for water established by the other agency (d) Notice of any adjustment pursuant to the schedule shall be given pursuant to subdivision (a) of Section 53755 not less than 30 days before the effective date of the adjustment • r LIEBERT CASSIDY WHITMORE A PROFESSIONAL LAW CORPORATION 6033 W Ce may Boulevard,Suite 500 Lo Angele California 90045 RECEIVE() Tel: (310)981-2000 Fax: (310)337-0560 • wxm.lrnwlegal. um DEC 1 6 2008 December 8, 2008 COSTA MfSASANITA?vMae! Thomas A.Fauth Assistant Manager Costa Mesa Sanitary District 628 West 19th Street Costa Mesa, CA 92627 Re. Orange County Employment Relations Consortium Dear Mr Fauth: We are looking forward to another successful year with the Orange County Employment Relations Consortium. The consortium committee has selected a wide variety of topics for your managers and supervisors. We are pleased to provide the consortium with six full days of training, our monthly Client Update, and telephone consultation. The workshops chosen for the upcoming training are listed on the enclosed planning meeting notes. We will send a detailed schedule of the workshops in the next few weeks. • Enclosed is an Agreement for Special Services. Please execute and return a copy to our office. Additionally you will note that the group did select 'Preventing Workplace Harassment training for two of the workshops this year This workshop does meet the requirements of AB 1825 The firm also provides this training through our customized training program. You may schedule training with us for your agency or invite a group of agencies to join in the training session to share the cost. If you have any questions about the consortium or our other training programs, please contact Cynthia Weldon, Director of Training & Marketing at(310) 981 2055 or cweldonnU Icwlegal.com. We thank you for your membership and we look forward to another successful training year Sincerely LIEBERTCASSII‘D�YfWI-i1 MORE BY i< Melanie M. Poturica _ Managing Partner Enclosures • Los ANGELES SAN FRANCISCO FRESNO AGREEMENT FOR SPECIAL SERVICES • This Agreement is entered into between the COSTA MESA SANITARY DISTRICT hereinafter referred to as 'District, and the law firm of LIEBERT CASSIDY WHITMORE, A Professional Corporation, hereinafter referred to as Attorney WHEREAS District has the need to secure expert training and consulting services to assist District in its relations and negotiations with its employee organizations; and WHEREAS District has determined that no less than forty (40) public agencies in the Orange County area have the same need and have agreed to enter into identical agreements with Attorney and WHEREAS Attorney is specially experienced and qualified to perform the special services desired by the District and is willing to perform such services; NOW THEREFORE, District and Attorney agree as follows: Attorney's Services: During the year beginning January 1 2009 Attorney will provide the following services to District (and the other aforesaid public agencies): Six (6) days of group training workshops covering such employment relations subjects as • management rights and obligations, negotiation strategies, employment discrimination and affirmative action, employment relations from the perspective of elected officials, performance evaluation (administering evaluations), grievance and discipline administration for supervisors and managers, planning for and responding to concerted job actions, current court, administrative and legislative developments in personnel administration and employment relations, etc. with the specific subjects covered and lengths of individual workshop presentations to be determined by District and the other said local agencies. It is expressly understood that the material used during these presentations, including written handouts and projected power points are provided solely for the contracted workshops. This agreement warrants there will be no future use of Liebert Cassidy Whitmore material in other trainings or formats without the expressed written permission of Liebert Cassidy Whitmore. Any such use will constitute a violation of this agreement and copyright provisions. 2. Availability of Attorney for District to consult by telephone. 3 Providing of a monthly newsletter covering employment relations developments. Fee: Attorney will provide these special services to District for a fee of Two Thousand Seven Hundred '.'tea^r. Fifty Nine Dollars ($2,759.00), payable in one payment prior to February 1 2009 !!)E ee jpar ei • Said fee will cover Attorney's time in providing said training and consultative services and the development and printing of written materials provided to attendees at the training programs. Additional Services: Attorney shall, as and when requested by District, make itself available to District to provide representational, litigation, and other employment relations services. The District will be billed for the actual time such representation services are rendered, including reasonable travel time, plus any necessary costs and expenses authorized by the District. The range of hourly rates for Attorney time is from One Hundred Sixty to Two Hundred Ninety Dollars ($160.00 $290.00) per hour for attorney staff and from One Hundred to One Hundred Thirty Dollars ($100.00- $130.00) per hour for services provided by paraprofessional staff. Attorneys and paraprofessional staff bill their time in-minimum units of one-tenth of an hour Communications advice (telephone, voice-mail, e-mail) is billed in a minimum increment of three-tenths (.30) of an hour Independent Contractor: It is understood and agreed that Attorney is and shall remain an independent contractor under this Agreement. Term: The term of this Agreement is twelve (12) months commencing January 1 2009 The term may be 40xtended for additional periods of time by the written consent of the parties. Condition Precedent: It is understood and agreed that the parties' aforesaid rights and obligations are contingent on no less than forty (40) local agency employers entering into a substantially identical Agreement with Attorney on or about January 1 2009 Dated: 1 Z 'I I I)? LIEBERT CASSIDY WHITMORE A Professional Corpora 'e • By �� /2�� ! � Dated: 1 ' 19 '62 COSTA MESA SANITARY DISTRICT • B Ard , ii IP ,u LIEBERT CASSIDY WHITMORE EMPLOYMENT LAW I LABOR RELATIONS I EDUCATION LAW I MANAGEMENT TRAINING Orange County ERC • 2009 Planning Meeting Notes November 5, 2008 1. Comments • LCW tracked workshop evaluation comments and attendance over the course of the training year It was decided that the group would not split, but would instead split the locations of where the workshops are held. o Half of the workshops will be held at Costa Mesa o The other half will be split between Anaheim and Cypress • Consortium liked the A No Hoies Barred Approach to Employee Body Piercing, Tattoos and Dress Codes' workshop. It was one of the most popular • Regarding the 'Public Sector Employment Law Update workshop, the group felt there was too much information presented in a short period of time. Three hours is not sufficient. o A lot of material was presented at an uneven pace and the cases were very technical during the first hour o The presenter Brian Walter was not as dynamic as the other presenters. • • The workshop announcements are distributed in a timely manner • The Consortium does a good job submitting registration forms by the deadline. II. Services Explained • Consortium calls can be placed to any of the LCW offices: Los Angeles, Fresno or San Francisco. Members may ask for a specific attorney such as Peter for FLSA questions, or any available attorney Questions may also be submitted by email directly to the attorney or to info@lcwlegal.com. • LCW has multiple monthly newsletters: Client Update, The Briefing Room (geared towards law enforcement) and Fire Watch (geared towards Fire Safety Personnel). Consortium members may request to receive any or all of these publications. • LCW provides a guide as to who should attend the workshops and requests that agencies use their best discretion when registering employees for the session as the composition of the audience can impact the message and tone of the workshop. • Consortium Workshops across the State: ERC members are able to attend other Consortiums' workshops. If you are interested in attending, you must contact Crystal Tinoco two weeks prior to the scheduled workshop. Once all the registration sheets are received from the members of that Consortium, members • from other Consortiums may attend, space permitting. There is no cost to attend another Consortium's workshop, unless they require a per person/refreshment fee. Los Angeles (310) 981 2000 • Fresno (559) 256-7800 • San Francisco (41 5)512-3000 www.lcwlegal.com LIEBERT CASSIDY WHITMORE EMPLOYMENT LAW LABOR RELATIONS EDUCATION LAW I MANAGEMENT TRAINING Orange County ERC • 2009 Planning Meeting Notes November 5 2008 • Workshop scheduling: o The group prefers to hold half of the workshops on the 3rd Wednesdays and half on the 3rd Thursdays. • Workshop hosts: o The City of Costa Mesa will continue hosting the Thursday workshops. All workshops will be held at the Neighborhood Community Center in Costa Mesa. o The Cities of Anaheim and Cypress will host the Wednesday workshops. o Hosting requires the agency representative(s)to arrive early distribute material, staff the registration table, box up any extra material to give to the presenter and collect evaluation forms and sign-in sheets. IV Rate • Membership fee is $2,759 This total includes the $60 refreshment fee. • A $100 late fee applies after February 1, 2009 • • Los Angeles(310) 981 2000 • Fresno (559) 256-7800 • San Francisco(415) 512-3000 www.lcwlegal.com RESOLUTION NO 2009-762 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ORDERING THAT PUBLICATION OF ORDINANCE NO 72 ESTABLISHING AGENDA DISTRIBUTION RULES HAS BEEN PUBLISHED WHEREAS, the Board of Directors on October 23 2008 adopted Ordinance No. 72 Establishing Agenda Distribution Rules, adding Section 3 01 075 to the Operations Code of the Costa Mesa Sanitary District; and WHEREAS, that Ordinance was published in the Newport Beach/Costa Mesa Daily Pilot on November 28, 2008, and WHEREAS, Health and Safety Code Section 6490 provides that an order of the • Board that publication has occurred is conclusive evidence that publication has properly been made; NOW, THEREFORE, the Board of Directors does hereby resolve. That it is hereby ordered and decreed that publication of Ordinance No. 72 amending the Operations Code by establishing Agenda Distribution Rules has occurred. PASSED and ADOPTED on this 28th day of January 2009 Secretary Costa Mesa Sanitary District President, Costa Mesa Sanitary Distract Board of Directors Board of Directors S S STATE OF CALIFORNIA ) COUNTI OF ORANGE ) SS CITX OF COSTA MESA ) I, Joan Revak, Clerk of the Costa Mesa Sanitary District, hereby certify that the above and foregoing Resolution No. 2009-762 duly and regularly passed and adopted by said Board of Directors at a regular meeting thereof held on the 28th day of January 2009 IN WITNESS WHEREOF 1 have hereunto set my hand and affixed the seal of the Costa Mesa Sanitary District, this day of 2009 S Clerk of the Costa Mesa Sanitary District S JUST A REMINDER • Application for Membership Name Ce5-1, Mesa SanrLry f clvi<4 street bas W. 1441 S-4rrs.+ City C and u)1esc State, Zip c A R 2 6 ?7 Telephone Q4 g— &'S S E-mail JYev4k onitlea.5(V Annual Membership Fees: Individual $ 15.00 Family 20,00 Student (under 16) 5.00 Contributing 50.00 Business & Professional 100.00 Public Agency Cf6�0 Benefactor 250.00 Life Membership 1.000.00 • Please make check payable to: Costa Mesa Historical Society P.O Box 1764 Costa Mesa, CA 92628-1764 * • * * * * * • * * * * • * * * * * * * * * * * # * * • •