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Agenda Packets - Board - 2009-08-27Costa Mesa Sanftar--� I p District ... an Independent Special District Robert Ooten Vice President James Ferryman Director Arlene Schafer President Gary Monahan Secretary Arthur terry Director 0 Regular Meeting — Thursday, August 27, 2009 RECOMMENDED ACTION I. CALL TO ORDER — 5:30 p. M. — 628 W. 19th Street, Costa Mesa II. PLEDGE OF ALLEGIANCE — Director Ooten 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. Reports Minute Approval 1. Special Meeting — July 13, 2009 2. Sewer System Committee Meeting — July 21, 2009 Protecting our community's health d y providing solid waste and sewer collection services. www.crosdca-gov Costa Mesa Sanitaq District August 27, 2® ®9 AGENDA .Page 2 • RECOMMENDED ACTION 3. Recycling Committee Meeting — July 22, 2009 4. Regular Meeting — July 23, 2009 5. Special Meeting — July 30, 2009 6. Special Meeting — August 3, 2009 Manager's Reports 7. Refunds No Refunds 8. Occupancy Report and payment to Costa Mesa Disposal — August 2009 Approve 9. Monthly SSO Report to State Water Resources Control Board Receive & File 10. Waste Diversion Report — August 2009 Receive & File 11. Contract Payment to CR Transfer for Recycling Services & Disposal Ratify Payment for August 2009 12. Ordinance Enforcement Officer's Report Receive & File Engineer's Reports 13. Project Status Report Receive & File Treasurer's Reports 14. Financial Reports as of July 31, 2009 Approve 15. Treasurer's Reports as of July 31, 2009 Approve 16. Warrant Register for the month of July 2009 in the amount of Ratify Payments $868,851.27 17. Directors' Compensation and Reimbursement of Expenses for the Approve Compensation Month of July 2009 & Ratify Expenses ND OF CONSENT CALENDAR- - - - - -- VI. WRITTEN COMMUNICATIONS A. Confirmation Letter from Diehl, Evans & Company, LLP re Audit of Accept Report CMSD Financial Statements B. AB 1506 — Request for Letter of Support Consider RPUBLIC COMMENTS Protecting our community's health and the environment by providing soCid waste andsewer collection services. wurw.crosdca.gov Costa Mesa Sanito -q District August 27, 2009 AGENDA Wage 3 RECOMMENDED ACTION VIII. MANAGER'S REPORTS A. Proposed Reorganization Consider B. District Yard — 174 W. Wilson Street — CMSD #187 1. Status of Contract Award Consider 2. Status of Construction Discussion 3. Furniture for District Yard Approve Purchase C. Ordinance Enforcement Officer — Proposed MOU Verbal Update D. Authorization to Employ Temporary Clerical Personnel Consider E. Sewer System Committee — Tuesday, August 25, 2009, 10:30 a.m. Accept Report CMSD Board Room, 628 W. 19th Street, Costa Mesa (Directors Monahan, Ooten and Ferryman) 1. Transfer of Sewers from Orange County Sanitation District (OCSD) Accept Transfer of to the Costa Mesa Sanitary District (CMSD) Six Sewers • See separate attached Sewer System Committee Agenda F. Recycling Committee — Wednesday, August 26, 2009, 12:00 p.m., Accept Report CMSD Board Room, 628 W. 19th Street, Costa Mesa (Directors Ooten and Perry) See separate attached Recycling Committee Agenda Accept Report IX. ENGINEER'S REPORTS A. Waste Discharge Requirements (WDR) Update 1. Compliance with 2006 Waste Discharge Requirements Update Preparation of Sewer System Management Plan B. EEC FOG Annual Summary Presentation Accept Report X. TREASURER'S REPORTS XI. INTERIM DISTRICT MANAGER EVALUATION AND CONTRACT MATTERS A. Closed Session to Evaluate the Interim District Manager pursuant to Government Code §54957 XII. ATTORNEY'S REPORTS A. Claim by Back Bay Center, Ltd. For Property at 2651 -2675 Irvine Avenue Status Report (CMSD Project #168 — Irvine Pump Station Relocation) Protecting our community's health and the environment by providing solo!waste and sewer collection services. www.crosdcagov Costa Mesa S I anita-q District August 27, 2009 AGENDA Page 4 RECOMMENDED ACTION B. Ordinance No. 73, Adding Meetings which Qualify for a Day's Service Adopt Ordinance Rendered at the Request of the Board C. Ordinance No. 74, Renumbering the General Public Meeting and Agenda Adopt Ordinance Distribution Rules D. TRC Agreement for SCADA Maintenance Upgrade and Transition from Execute Agreement Cell Phones to Radios E. Proposal to Update Sewer Atlas and Master Sewer Map Consider F. GIS Development for Sewer Cleaning Activities Management Consider G. CMSD Administrative Regulation 1.2 District Computer & Internet Use and Consider Cell Phone Policy and Procedures XIII. LOCAL MEETINGS (REMINDER: In accordance with AB 1234 (Gov. Code § 53232.5), a report is required to be given by a Director for any meeting for which expense reimbursement of any kind is provided. Note: For meetings for which the per diem compensation is sought, the Operations Code provides that such compensation is authorized for each day's service rendered as a Director at the request of the Board (not to exceed six days in one month), and certain meetings are specified as being eligible as set forth in District Operations Code § 3.01.030. For meetings not so listed, the Board must approve the service for it to be eligible for the per day compensation.) A. Orange County Sanitation District (OCSD) (Director. Ferryman) Accept Report B. Santa Ana River Flood Protection Agency (SARFPA) Accept Report (Director Perry) SARFPA Dues for Fiscal Year 2009 -2010 in the amount of $1,100 Ratify Payment C. Independent Special Districts of Orange County (ISDOC) Accept Report (President Schafer) D. Local Agency Formation Commission (LAFCO) Accept Report E. California Special Districts Association (CSDA) Accept Report (President Schafer) F. California Association of Sanitation Agencies (CASA) Accept Report 1. 54'h Annual Conference in San Diego — August 12 -15, 2009 Accept Report (President Schafer and Director Perry) G. Other Meetings Qualifying for Reimbursement under CMSD Report on Matters Ordinance No. 55, Operations Code Section 3.01.030 Pertaining to CMSD V. OLD BUSINESS Protecting our community's heafth and the environment 6y providing sof d waste and sewer collection services. www.crosdcaov Costa Mesa Samta.-q District AGENDA .7 XV. NEW BUSINESS XVI. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS XVII. ADJOURNMENT • U August 27, 2009 Page 5 RECOMMENDED ACTION Protecting our community's health and the environment by providing solid waste and sewer collection sendces. www.crosdcaov • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 239 2009 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on July 23, 2009, at 5:30 p.m. at 628 W. 19th Street, Costa Mesa. President Schafer called the meeting to order at 5:33 p.m. PLEDGE OF ALLEGIANCE Director Perry 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: Don McIntyre, Interim District Manager; Robin B. Hamers, District Engineer; Alan Burns, Legal Counsel; Tom Fauth, Assistant Manager; Joan Revak, Board Secretary/Program Manager /Clerk of the District; Marc Davis, Treasurer; Teresa Gonzalez, Accountant; Sherry Kallab, Management Analyst; Denise Gilbert, Permit Processing Specialist; Karl Dulake, Maintenance Supervisor; Bruce Mattern, Alternate District Engineer OTHERS PRESENT: Gina Fauth, 1079 Visalia Drive, Costa Mesa CONSENT CALENDAR Vice President Ooten motioned to approve the Consent Calendar. Director Monahan seconded. Motion carried 5 -0. r COSTA MESA SANITARY DISTRICT MINUTES OF REGULAR MEETING HELD JULY 23, 2009 REPORTS MINUTE APPROVAL PAGE 2 Minutes of Sewer System The Minutes of the Sewer System Committee Committee Meeting -- Meeting of June 23, 2009, were approved as June 23, 2009 distributed. Minutes of Regular The Minutes of the Regular Meeting of June 24, Meeting -- June 24, 2009 2009, were approved as distributed. Minutes of Recycling The Minutes of the Recycling Committee Meeting Committee Meeting -- of June 25, 2009, were approved and distributed. June 25, 2009 Occupancy Report and The Trash Occupancy Count documented an Payment of $196,676.30 increase of 1 unit for the occupancy report for solid to Costa Mesa Disposal — waste collection as of July 1, 2009. Therefore, the July 2009 total for July is 21,482. Board directed Staff to prepare a warrant for $196,676.30 for July 2009 collection based on occupancy report. Said payment in the amount of $196,676.30 to Costa Mesa Disposal to be ratified on the August 2009 warrant register. Monthly Spill Report to The Monthly Spill Report to the State Water State Water Resources Resources Control Board (SWRCB) for July 2009 Control Board was accepted as submitted. Waste Diversion Report The Waste Diversion Report dated July 2009 was accepted as submitted. Contract Payment of $171,917.11 to CR Transfer — June 2009 Contract Payment of $10,739.55 to CR Transfer — Santa Ana Heights/ Newport Beach — June 2009 Ordinance Enforcement Officer's Report The contract payment of $171,917.11 to CR Transfer for recycling services and disposal for the month of June was ratified as submitted. The contract payment of $10,739.55 to CR Transfer for recycling services and disposal for Santa Ana Heights /Newport Beach for the month of June was ratified as submitted. The Ordinance Enforcement Officer's Report dated July 14, 2009 was accepted as submitted. COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF REGULAR MEETING HELD JULY 23, 2009 ENGINEER'S REPORTS Project Status Report The Project Status Report dated July 2009 was accepted as submitted. TREASURER'S REPORTS Financial Report as of The Financial Report as of June 30, 2009 was June 30, 2009 accepted as submitted. Treasurer's Report as of The Treasurer's Report as of June 30, 2009 was June 30, 2009 accepted as submitted. Warrant 2010 -01 for July Warrant Resolution #CMSD 2010 -01 was 2009 in the amount of approved, authorizing the President and Secretary $739,942.56 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 $739,942.56. Directors Expenses for the Director Compensation and Expense Month of June 2009 Reimbursements for the Month of June 2009 were approved and ratified as follows: President Schafer: $1,326.00 Vice President Ooten: $1,326.00 + $95.00 Director Perry: $884.00 Director Ferryman: $884.00 Director Monahan: $884.00 END OF CONSENT CALENDAR WRITTEN COMMUNICATION Ms. Revak reported the District received a letter from Robert Dickson, a Costa Mesa resident, expressing his concern regarding the website as being out of date and incomplete. Mr. Dickson requested a schedule of upcoming 2009 CMSD Board meetings, along with the agenda for the next board meeting. Ms. Revak provided Mr. Dickson a schedule of upcoming Board of Directors meetings and will send the agenda for the July Board meeting as soon as it is finalized. wThe Board of Directors expressed their displeasure with the lack of keeping the website up to date. COSTA MESA SANITARY DISTRICT MINUTES OF REGULAR MEETING HELD JULY 23, 2009 PAGE 4 Ms. Revak assured the Board the website will be updated immediately and when Ms. Jackson returns, Ms. Kallab will be cross - training to ensure the website information is complete and up to date. PUBLIC COMMENTS There were no public comments made. MANAGER'S REPORTS DISTRICT YARD — 174 W. WILSON STREET — CMSD #187 STATUS OF CONSTRUCTION Mr. Hamers reported a pre- construction meeting will be taking place with Howard S. Wright Construction to discuss the schedule and pertinent particulars. Mr. Hamers reported CMSD will not issue a Notice to Proceed until the bonds, insurance and contract are all in place prior to commencement of construction. ORDINANCE ENFORCEMENT OFFICER TRANSITION Mr. McIntyre met with Alan Roeder and received a letter that covers the ordinance enforcement officer duties and read a portion to the Board. Mr. Hamers reported that the letter mentions a takeover by the Costa Mesa Sanitary District of the issue of city tree root damage to sewer laterals. Mr. McIntyre reported the issue will be brought back at the August Board meeting following District Counsel's review and response to the letter. Mr. Burns will look into the District's possible exposure regarding the matter. SEWER SYSTEM COMMITTEE Mr. Burns stated under the Sewer System Committee agenda item there are major items with sub items listed. Mr. Burns recommended putting "Sewer System Committee Report on action of Sewer System Committee" unless discussions will be held regarding each item listed in the agenda. REPORT ON MEETING HELD ON .TUNE 23, 2009 Director Monahan reported the Sewer System Committee met on July 22, 2009 and discussed several items including the monthly spill statistics, the favorable response regarding FOG violators charged for citations and /or fees modeling the Santa Ana program, state -wide overflow compliance reports, and other CMSD projects. COSTA MESA SANITARY DISTRICT MINUTES OF REGULAR MEETING HELD JULY 23, 2009 0 TRANSFER OF SEWERS FROM OCSD TO CMSD PROPOSAL TO ACCEPT LUMP SUM PAYMENT FROM OCSD PAGE 5 The CMSD staff recommends the Board of Directors set up an agreement with OCSD for transfer of sewers and payment of $1.3 million to mitigate deficiencies in the sewer lines proposed for transfer to CMSD, and to authorize CMSD staff to implement the repairs of the deficiency areas in the sewer transfer lines utilizing the $1.3 million in payment form OCSD. Mr. McIntyre reported the Proposal will be submitted to the OCSD Operation's Committee in September but won't be approved until October. ADD PROPERTIES TO THE TAX ROLL Mr. Hamers recommended Staff to direct Ms. Bjornson to ensure that all the properties are already on the tax roll for when the tax bills are mailed out for the 2009 -10 year. Director Monahan motioned to approve adding properties to the tax roll as soon as legally possible. Vice President Ooten seconded. Motion carried 5 -0. LETTERS TO PROPERTY OWNERS Mr. Hamers presented a draft letter to be sent to property owners regarding the OCSD to CMSD Phase IV sewer transfers. Director Monahan motioned to approve the letters subject to Mr. Burns' approval with regard to the timing of disbribution to property owners. Vice President Ooten seconded. Motion carried 5 -0. OCSD AREA 7 SEWERS - OFFER FROM OCS® Mr. McIntyre reported Counsel for LAFCO recommended a JPA be created if CMSD pursued the offer from OCSD regarding Area 7 sewers. Mr. McIntyre presumed the JPA would consist of representatives from CMSD, Tustin, and the County representing unincorporated areas. President Schafer directed staff to do an analysis and explore the JPA and its functions and report back to the Board at the August 27, 2009 Board meeting with an update. i� • • COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF REGULAR MEETING HELD JULY 23, 2009 PROJECT #186 SEWER LATERAL ASSISTANCE PROGRAM Director Monahan reported an update was provided in the Board packet. Mr. Fauth reported the update includes the addition of new brown indicators representing those applications which have been completed that had roots involved. This addition is provided due to the concern, consideration and discussions with the City of Costa Mesa. Mr. McIntyre forwarded a copy to Mr. Burns for his review. RECYCLING COMMITTEE — WEDNESDAY, JULY 22, 2009 — 12:00 P.M., CMSD BOARDROOM, 628 W. 19TH STREET, COSTA MESA (VICE PRESIDENT OOTEN AND DIRECTOR MONAHAN) RECYCLING COMMITTEE GOALS FOR 2009 -2010 Vice President Ooten reported staff will be combining the current goal setting process with the Recycling Committee Goals for 2009 -2010. ORANGE COUNTY WASTE & RECYCLING SUB - REGIONAL MEETINGS AND GRANT PROGRAM REGIONAL RECYCLING AND WASTE DIVERSION GRANT FY -08 -09 Vice President Ooten reported Staff is monitoring the grant and continuing to expend the monies on the existing grant. Mr. Fauth presented a quarterly report showing the amount of money expended in the existing grant. Vice President Ooten and Mr. Fauth attended an OC Recycling Coordinator's Committee meeting and reported on the continued support and recommendation of the Committee's Board approving the proposal of $142,000. CR &R REPORT ON OTHER AGENCIES RECYCLING PROGRAMS There was no CR &R Report on Other Agencies Recycling Programs. TOURS Vice President Ooten reported Staff has been involved in numerous workshops and presentations. Vice President Ooten reported Mesa Consolidated Water District directors have requested another tour and Ms. Gilbert is working with Mesato set up the tour. COSTA MESA SANITARY DISTRICT MINUTES OF REGULAR MEETING HELD JULY 23, 2009 1* SIGNS FOR ORANGE COAST COLLEGE RECYCLING CENTER • PAGE 7 Vice President Ooten reported 20 signs for the Orange Coast College Recycling Center were purchased and will be displayed throughout the OCC campus. BANNERS SUPPORTING ESTANCIA AND COSTA MESA HIGH SCHOOLS Vice President Ooten reported on efforts Staff has made in contacting school authorities regarding the size and cost of the signs. Director Perry stated the size is three feet by five feet and the cost is $500. Director Perry will work with Ms. Revak regarding the artwork of the signs and be converted into a pdf file. The banner will be displayed at the Estancia High School stadium. As the stadium is used for Estancia and Costa Mesa High School sporting events, this year the banner will be in support of Estancia and next year in support of Costa Mesa High School. Vice President Ooten motioned to approve the purchase of banners at Estancia for the 2009 -10 school year and for Costa Mesa High School for the 2010 -11 school year. rector Ferryman seconded. Motion carried 5 -0. PHARMACY SHARPS - PHARMACEUTICALS COLLECTIONS PROGRAM RECOMMENDATION Vice President Ooten reported Staff recommends the Board of Directors approve the addition of the two pharmacies (Costa Mesa Compounding Pharmacy and Share Our Selves Clinic) to the Sharps program and add the pharmaceutical collection program at both facilities in addition to planning to change all pharmacies to the Curbside, Inc. program during FY2009 -10 from Stericycle and motioned for approval. Director Monahan seconded. Motion carried 5 -0. LARGE ITEM COLLECTION PROGRAM Ms. Revak reported the Large Item Collection Program will conclude on August 21, 2009 and as of July 10, 2009, 124.63 tons were landfilled at a total cost of $2,775.17. Recyclable White Goods collected during this period totaled 28.43 tons, for a credit of $1,421.00 ($50.00 /ton) amounting to a net credit to -date of $1,354.17. REPORT ON OTHER CMSD RECYCLING PROGRAMS There were no reports on other CMSD Recycling Programs. COSTA MESA SANITARY DISTRICT MINUTES OF REGULAR MEETING HELD JULY 2S, 2009 ENGINEER'S REPORTS WASTE DISCHARGE REQUIREMENTS (WDR) PAGE 8 Mr. Hamers reported approximately 27 million gallons of sewage spilled in the last fiscal year recorded by sewer agencies in California. Mr. Hamers reported Orange County is doing well as reported in the OCACA yearly Orange County report. INDEPENDENT ENGINEER'S REVIEW OF 2009 -2010 CIP Vice President Ooten inquired as to the engineer's estimate on what the total costs will be regarding Item 171, the Irvine Pumping Station Force Main Rehabilitation (Phase 1). Mr. Hamers reported staff is working on the engineer's estimate for Project #171. Director Perry inquired as to the allocation of funds being $200,000 or $150,000 for the sewer lateral program. Mr. Davis reported the CIP total is $150,000 with an additional $50,000 for the District engineer's time for reviewing videos and items related to inspections of the sewer lateral. The Alternate District Engineer, Bruce Mattern, reported to the Board that the CIP was appropriate and the costs reasonable. Vice President Ooten motioned to approve of the Independent Engineer's Report of 2009 -2010 CIP. Director Ferryman seconded. Motion carried 5 -0. Bruce Mattern leaves the proceedings EMERGENCY OR NON -BID SEWER WORK — SANTA ANA PUMP STATION Mr. Hamers reported on the emergency repair of the Santa Ana Pumping Station which occurred on June 8, 2009 and recommended the Board of Directors ratify the actions taken by the District Engineer by a 4/5 vote. Director Perry motioned to ratify the Emergency or Non -bid Sewer Work for Santa Ana Pump Station in the amount of $46,615. Director Ferryman seconded. Motion carried 5- 0. REVISED BUDGET FOR PLAN CHECK AND INSPECTION Mr. Hamers presented a report on how many hours a week will be for various tasks within certain budget areas and will be tracking those on a monthly basis not to exceed the budget. • COSTA MESA SANITARY DISTRICT PAGE 9 MINUTES OF REGULAR MEETING HELD JULY 23, 2009 RESOLUTION NO. 2009 -768, REVISED JOB DESCRIPTION FOR DISTRICT ENGINEER (Discussed in Closed Session.) PROJECT NO. 129 BRISTOL STREET SEWER BID OPENING AND AWARD Mr. Hamers reported Staff recommends the Board of Directors award Project No. 129 Bristol Street Sewer to Paulus Engineering, Inc. as stated in the staff report. Vice President Ooten motioned to approve the awarding of the project to the lowest responsive and responsible bidder Paulus Engineering. Director Perry seconded. Motion carried 5 -0. PROPOSAL FOR CONSTRUCTION PHASE SERVICES Mr. Hamers reported staff recommends the Board of Directors authorize approval of the Proposal from Robin B. Hamers & Associates, Inc. for Construction Phase Services. Director Perry motioned to approve the Proposal for Construction Phase Services. Director Ferryman seconded. Motion carried 5 -0. TREASURER'S REPORTS RESOLUTION NO. 2009-769 — ADOPTING THE STATEMENT OF INVESTMENT POLICY FOR FISCAL YEAR 2009 -10 Mr. Davis recommended the Board of Directors adopt Resolution No. 2009 -769 adopting a Statement of Investment Policy for fiscal year 2009 -10 and delegating certain investment functions to the District Treasurer. Director Monahan motioned to adopt Resolution No. 2009 -769. Vice President Ooten seconded. Motion carried 5 -0. DISTRICT YARD BUDGET ADJUSTMENT Mr. Davis recommended the Board of Directors approve budget adjustment in the amount of $2,403,362.00 for the construction of the District Yard building. Vice President Ooten motioned to approve the District Yard Budget Adjustment. Director Ferryman seconded. Motion carried 5 -0. • COSTA MESA SANITARY DISTRICT PAGE 10 MINUTES OF REGULAR MEETING HELD JULY 23, 2009 President Schafer suggested storing recycling supplies at the District Yard building when the construction is completed. President Schafer requested a letter be sent regarding a flag previously flown over the capitol be donated to the new facility. Mr. Fauth reported Ms. Kallab will explore the possibility of acquiring a flag. ATTORNEY'S REPORT CLAIM BY BACK BAY CENTER, LTD. FOR PROPERTY AT 2651 -2675 IRVINE AVENUE (CMSD PROJECT #168 — IRVINE PUMP STATION RELOCATION) Mr. Burns reported no new information regarding the Claim by Back Bay Center Ltd. ORDINANCE NO. 73, ADDING MEETINGS WHICH QUALIFY FOR A DAY'S SERVICE RENDERED AT THE REQUEST OF THE BOARD Mr. Burns introduced ORDINANCE NO. 73, AN ORDINANCE OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ADDING MEETINGS WHICH QUALIFY FOR A DAY'S SERVICE COMPENSATION. Director Ferryman motioned to continue the issue regarding Ordinance No. 73 until the August 27, 2009 Board meeting. Director Monahan seconded. Motion carried 5 -0. PASS THROUGH OF COSTS OF DISTRICT'S INDEPENDENT CONTRACTORS Mr. Burns recommended an Ordinance be adopted and that future developers seeking to connect to the District's system be required, in addition to paying a connection fee that defrays in -house staff time, to submit a deposit to cover the costs incurred for District's independent contractors. Director Perry motioned to have District Counsel author an ordinance regarding the Pass Through of Costs of District's Independent Contractors. Director Ferryman seconded. Motion carried 5 -0. DISTRICT MANAGER NEWSLETTERS AND OTHER "ONE -WAY" COMMUNICATIONS TO THE BOARD Mr. Burns reported to the Board of Directors one -way communications are now statutorily authorized so one -way manager newsletters and other communications are lawful; however, the Brown Act provides that the manager or other person communicating cannot communicate the comments or position of any other member of the legislative body. Mr. Burns suggested the Board be watchful with regard to this technical issue. 9 COSTA MESA SANITARY DISTRICT PAGE 11 MINUTES OF REGULAR MEETING HELD JULY 23, 2009 CHARGING FOG PERMITTEES FOR EXTRA DISTRICT COSTS Mr. Burns recommended amending the Ordinance and adopt a civil citation system regarding charging FOG permittees for extra District costs. Director Perry motioned to have District Counsel author an Ordinance regarding Charging FOG Permittees for Extra District Costs. Director Monahan seconded. Motion carried 5 -0. LOCAL MEETINGS (INCLUDES REPORTS BY ALL DIRECTORS REPRESENTATING CMSD) ORANGE COUNTY SANITATION DISTRICT (OCSD) (DIRECTOR FERRYMAN) Director Ferryman reported attending the Orange County Sanitation District meeting on July 22, 2009 and reported a $5 million exposure in the budget, settlement of a worker's compensation claim for $300,000, and discussions regarding waiving a fee for an engineering business to keep them from relocating out of the state. SANTA ANA RIVER FLOOD PROTECTION AGENCY (SARFPA) (DIRECTOR PERRY) Director Perry attending the SARFPA meeting on June 25, 2009 and reported on the following: • approved the budget with a small increase for SARFPA's advocate in Washington, the budget is $38,000 • Director Ferryman and Director Perry were selected to the Executive Committee • 52.2 million in the Recovery Act for Use • Saw a video of the 1938 flood in Orange County. INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY (ISDOC) (PRESIDENT SCHAFER President Schafer was unable to attend the meeting due to attending Florida's Special Districts Conference. LOCAL AGENCY FORMATION COMMISSION (LAFCO) (PRESIDENT SCHAFER) • President Schafer was unable to attend the meeting due to being on vacation. • COSTA MESA SANITARY DISTRICT MINUTES OF REGULAR MEETING HELD JULY 23, 2009 PAGE 12 CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA) (PRESIDENT SCHAFER) President Schafer gave a brief update on Sacramento, the budget and suspension of Proposition 1 A sent to legislators. 40TH ANNUAL CONFERENCE IN INDIAN WELLS, CA— SEPTEMBER 21 -24, 2009 President Schafer reported the CSDA 40th Annual Conference in Indian Wells, California is being held September 21 -24, 2009 and requested approval of attendance by President Schafer, Directors Ooten and Ferryman, Joan Revak and Sherry Kallab. Director Monahan motioned for approval of attendance by President Schafer, Directors Ooten and Ferryman, Joan Revak and Sherry Kallab to the 401h Annual Conference in Indian Wells, California on September 21 -24, 2009. Vice President Ooten seconded. Motion carried 5 -0. CALIFORNIA ASSOCIATION OF SANITATION AGENCIES (CASA) 54TH ANNUAL CONFERENCE IN SAN DIEGO - AUGUST 12-15,2009 President Schafer reported the 54th Annual Conference in San Diego, California will be held on August 12 -15 and requested approval of attendance by President Schafer and Director Perry. Director Ferryman motioned for approval of attendance by President Schafer and Director Perry to the 54th Annual Conference in San Diego, California on August 12 -15, 2009. Vice President Ooten seconded. Motion carried 5 -0. OTHER MEETINGS QUALIFYING FOR REIMBURSEMENT UNDER CMSD ORDINANCE No. 55, OPERATIONS CODE SECTION 3.01.030 There were no other meetings discussed. CHAMBER OF COMMERCE President Schafer did not attend the meeting. OCCOG • President Schafer did not attend the meeting. � J COSTA MESA SANITARY DISTRICT MINUTES OF REGULAR MEETING HELD JULY 23, 2009 WACO President Schafer did not attend the meeting. OLD BUSINESS There was no old business discussed. NEW BUSINESS PAGE 13 CMSD RESOLUTION NO. 2009 -770 FOR ELECTION OF DIRECTORS TO THE SPECIAL DISTRICT RISK MANAGEMENT AUTHORITY BOARD OF DIRECTORS The CMSD Board of Directors voted to cast the District's vote for the SDRMA, Board of Directors for David Aranda, Vincent Ferrante, Muril N. Clift, and John C. Yeakley. Director Ferryman motioned to adopt Resolution No. 2009 -770. Vice President Ooten seconded. Motion carried 5 -0. ALLOCATION OF FY 2009 -2010 LAFCO COSTS PURSUANT TO AB2838, GOVERNMENT CODE SECTION 56381, IN THE AMOUNT OF $13,865.26 Director Monahan motioned to approve payment for the allocation of FY 2009 -2010 LAFCO costs pursuant to AB2838, Government Code Section 56381, in the amount of $13,865.26. Vice President Ooten seconded. Motion carried 5 -0. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS President Schafer discussed the issue regarding the SDRMA dental insurance and requested clarification regarding the options. Director Ferryman suggested exploring what Midway City Sanitary District offers as far as their insurance plan. Director Perry suggested further research regarding the insurance matter. Mr. Fauth suggested Ms. Kallab put a memo together identifying the issues President Schafer is concerned about along with the specific options to be considered and readdress the issue at a future Board meeting. Vice President Ooten reported the need to schedule a Sewer System Sub - Committee and recommended moving it to early September due to conflicts of dates. Mr. Fauth will suggest three dates and possibly have it coincide with the Sewer System Committee meeting. • COSTA MESA SANITARY DISTRICT MINUTES OF REGULAR MEETING HELD JULY 23, 2009 • ADJOURNMENT President Schafer adjourned the Regular Meeting at 7:28 p.m. CLOSED SESSION PAGE 14 INTERIM DISTRICT MANAGER & DISTRICT ENGINEER PERFORMANCE AND EVALUATION AND CONTRACT MATTERS CLOSED SESSION TO DISCUSS THE PERSONNEL EVALUATION OF THE DISTRICT ENGINEER PURSUANT TO GOVERNMENT CODE SECTION 54957 CLOSED SESSION TO EVALUATE THE INTERIM DISTRICT MANAGER PURSUANT TO GOVERNMENT CODE 54957 OPEN SESSION TO DISCUSS RATE RESTRUCTURING FOR ENGINEERING WORK AND APPROVAL OF THE DISTRICT ENGINEER'S CONTRACT M Mr. Burns reported, "The Board reconvened to open session at 8:25 p.m. and announced that no final action had been taken on either the District Engineer evaluation or on the Interim District Manager evaluation, other than that additional feedback was given to the Interim District Manager. Item C, the District Engineer's contract was then considered. On motion by Director Perry, seconded by Director Monahan, the District Engineer's contract was approved 5 -0 as proposed by the version presented by District Counsel. The Board adjourned at 8:30 P.M." SECRETARY 1 ' PRESIDENT f 0 0 Meeting Date I Item Numbe 8/27/09 V.2 COSTA MESA SANITARY DISTRICT MINUTES OF SEWER SYSTEM COMMITTEE MEETING JULY 219 2009 CALL TO ORDER Board members of the Costa Mesa Sanitary District met in Committee session on July 21, 2009 at 10:30 a.m. at 628 W. 19th Street, Costa Mesa. Director Monahan called the meeting to order at 10:30 a.m. DIRECTORS PRESENT: Gary Monahan; Art Perry DIRECTORS ABSENT: Jim Ferryman, Bob Ooten, Arlene Schafer STAFF PRESENT: Don McIntyre, Interim District Manager; Thomas A. Fauth, Assistant Manager; Robin Harriers, District Engineer; Joan Revak, Board Secretary/Program Manager /Clerk of the District; Karl Dulake, Maintenance Supervisor; Paul Guzman, Inspector; Joe Limon, Inspector. OTHERS PRESENT: MONTHLY SSO STATISTICS Director Monahan noted one spill occurred since the last meeting. Mr. Fauth reported the spill occurred at the intersection of Gisler and Harbor. The source was located in a clean out in the alleyway behind the Chevron station. Mr. Fauth referred to the lateral line location on the District map and detailed the movement of the private spill to the storm drain. Mr. Dulake dye tested both the Chevron and Denny's line to correctly identify the source. Denny's restaurant was the source of the spill. The District vactor truck was in the shop due to engine ejector issues at the time and was not available for use. C &R Drains, Inc. was called to clear the line. National Plant Services, Inc. (NPSI) was called to clean up the spill area. The spill was 300 gallons with 20 gallons flowing into the storm drain. Staff will contact Denny's regarding the cost incurred due to the spill. Mr. Dulake added that Denny's does not have a grease interceptor. Mr. Fauth recommended negotiating the bill amount if the restaurant agrees to a cleaning plan. COSTA MESA SANITARY DISTRICT xe - COMMITTEE MEETING MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMM �E JULY 21, 2009 c PAGE 2 Charges for non - compliance of food service establishments were discussed noting the District is required to give residents a chance to respond to the charges. Mr. Fauth recommended a user friendly approach in an attempt to avoid legal battles with residents. Staff provided a letter from Alan Burns advising an administrative citation ordinance would be required. STATEWIDE SANITARY SEWER OVERFLOW REDUCTION PROGRAM - ANNUAL COMPLIANCE REPORT MAY 2009 Rob Hamers reported on the State Water Resource Board Annual Report to evaluate the Statewide WDR included in the packet. Mr. Hamers noted per the chart located at the bottom of page 11 of the report, 39% of agencies are not reporting spills. Per the pie chart on page 13 only 85% of agencies are filling out the Collection System Questionnaire. The report indicates Fat, Oil and Grease (FOG) programs are working. FOG dropped to the number two cause for spills with root intrusion taking the lead as the number one cause. The top twenty enrolled collection systems ranked by highest volume of sewage spilled is in the chart on the bottom of page 20. Mr. Hamers stated high volume spills occur with force main breaks. Region 8 collection systems with no reportable spills are listed on page 23 of the report. Mr. Hamers reported the District is in complete compliance with reporting and the number of District spills is small. Also included in the packet is the 2008 Annual Ocean and Bay Water Quality Report This report covers major findings at Orange County beaches. Mr. Hamers reported spills are down and water quality is better. Mr. Fauth discussed an article regarding beach closures. The 590,000 gallon spill in Laguna caused 10.6 "beach mile days" in closures. Economic losses are estimated at over $46,000 a closure; 10.6 days of closure equals an estimated half a million dollar economic loss. AB 1366 - OCSD WATER SOFTNERS SUPPORT LETTER 4 -22 -09 Mr. Fauth provided a letter from OCSD supporting AB1366 for reference. Mr. Hamers explained when water softeners are recharged salt is sent down the sewer system making it difficult for sewer treatment processes. OCSD OFFER OF AREA 7 SEWERS Mr. McIntyre met with Nick Arhontes, Orange County Sanitation District (OCSD), last week. Mr. Arhontes informed Mr. McIntyre CMSD was the only District OCSD has asked to take over the area. An estimated $4M dollars in revenue is associated with managing the lines. Mr. McIntyre requested legal advice from Alan Burns, District Legal Counsel, regarding annexation of the area. Once the ability to annex is resolved an economic study would need to be conducted. 0 • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING JULY 21, 2009 PAGE 3 CMSD LINE MAINTENANCE CLEANING -NPSI AGREEMENT Mr. Fauth reported Addendum 1 of the NPSI agreement is completed. The next step is to put Addendum 2 together. Addendum 2 will be the similar to Addendum 1 but will cover the rest of the District. EEC is preparing maps for the scheduling of frequency requirements of cleaning for each of the three years without double cleaning or missing any areas. EEC is putting together the proposal for the maps and the update to the District GIS. The updated material will be provided to NPSI to enter into the WinCan system to schedule line cleaning. UNIFORM CONSTRUCTION COST ACCOUNTING ACT The District will be changing to the uniform construction cost method after completion of the District Yard Building is complete. Mr. Fauth will remove from this item the next agenda. CLEARINGHOUSE FOR EDUCATIONAL INFORMATION Mr. Hamers reported a gentleman from El Toro Water District offered to run the ftp site for educational materials. Educational materials of the CMSD will be sent for addition to the site. All agencies' materials along with contact information will be posted so that instead of reinventing the wheel a person can peruse the site to see what other agencies already have available. Mr. Fauth validated the site is up and running and will soon be a Statewide event. TRANSFER OF SEWER LINES FROM OCSD TO CMSD Mr. Hamers reported the results of Staff review of OCSD's fix list. Staff anticipates an additional $275,000 in expenses for a total of $1.3M. Mr. McIntyre reported it would probably be two months until the OCSD Board will take action. COSTA MESA SEWER FEES TO SPIKE— AGAIN— DAILY PILOT 6 -30 -09 Mr. Fauth reported the article in the Daily Pilot regarding the District sewer fee increase came out very favorable because the reporter, Alan Blank, understood and verified the facts he was given with Larry Honeybourne, Program Manager, Orange County Health Care Agency. Mr. Honeybourne referenced how the District and overall the County is improving: "All of the agencies have been doing a better job of looking at their pipelines. ". COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING JULY 21, 2009 PAGE 4 PROJECT #129 BRISTOL STREET SEWER; UPDATE ON DESIGN PHASE Mr. Hamers advised recommendation for award of the project was delivered to Board members July 10, 2009 for consideration of approval at the July 23, 2009 Board meeting. Orange County Development Agency will reimburse CMSD for the project costs. PROJECT #164 MISCELLANEOUS SEWER WORK Mr. Dulake reported sensors and components have been installed in the last two stations. The crew implemented the maintenance schedule of turning pump station valves at regular intervals. NO CHANGE #168 IRVINE PUMPING STATION RELOCATION - UPDATE ON CONSTRUCTION & DAMAGE TO ADJOINING PROPERTY Project is complete. The party's attorneys are addressing the parking lot damage resolution. NO CHANGE PROJECT #170 PREPARE EMERGENCY RESPONSE PLANS for PUMPING STATIONS Mr. Hamers reported the emergency response plans are complete. A notebook with emergency response plans for each station (except for stations to be abandoned) was available for Staff review. Mr. Fauth added there are maps, discharge points, routing and flow details for fourteen stations. Staff will meet after everyone has had a chance to review the documents and discuss any changes. Once the document is final a Staff training session will be held. Mr. Fauth provided Staff with cds of the document. Mr. Hamers noted the plan meets WDR requirements for emergency response plans. PROJECT #171 IRVINE PUMP 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 previously completed. NO CHANGE PROJECT #175 OCSD GRANT - TELEVISING CMSD SEWER LINES Mr. Hamers is completing the I &I report and reviewing all the results for needed repairs. The report is due October 1, 2009. 0 i u • • _ COSTA MESA SANITARY DISTRICT tis,�axtt�� >� MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING JULY 21, 2009 4 PAGE 5 u�.s tig PROJECT #182 — ANALYSIS OF CCTV RESULTS Mr. Hamers introduced Joe Parker, Vice President of National Clay Pipe Institute (NCPI) at the June23, 2009 Sewer System Committee Meeting. The Committee reviewed video of calcium build up in District pipe and discussed possible causes and solutions. NCPI offered to test a 15 foot section of District pipe. The 15 foot section will be separated into three five foot sections. One section will be used for porosity testing, the second section will be used for a cross sectional analysis of the pipe wall and the third section will be used for testing removal processes. The project is scheduled for the week of the 8th through the 12t of June. NO CHANGE PROJECT #183 — SYSTEM WIDE SEWER REPAIR — NEW PROJECT ON BRISTOL Mr. Guzman reported 330 ft of main line from manhole to manhole is repaired with chain flinging and relining, including 270 feet of VCP and 63 feet of DIP. The project is complete. NO CHANGE PROJECT #186 - SEWER LATERAL ASSISTANCE PROGRAM Mr. Hamers reported Mr. McIntyre is spearheading discussions regarding root intrusion repair with the City of Costa Mesa. Mr. McIntyre and City Manager, Allan Roeder will meet July 23, 2009 to discuss the issue. Mr. Hamers reported on a news article regarding the City of Huntington Beach lateral repair program. The program was budgeted for $1.8M and an additional $500,000 was required for the fiscal year. Mr. Fauth discussed new coding added to the spreadsheet provided in the packet . Brown coding identifies root cutting as at least part of the issue for the private lateral problem. Currently there are 40 root - related cases out of 112 completed applications. Mr. Hamers recommended sending Joe Limon out to each site to determine if the root issue is a result of a city tree root, private property tree or can't be determined. PROJECT #187 - DISTRICT YARD UPDATE - LEED GOLD STANDARD Howard S. Wright is in receipt of the construction agreement. Bonds and insurance are being acquired. CMSD will issue a notice to proceed following the pre- construction meeting and receipt of all bonds and a signed agreement. OTHER COSTA MESA SANITARY DISTRICT rev, MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING uE JULY 21, 2009 PAGE 6 Mr. Fauth announced the 25th Annual Tri -State Seminar On- The -River in Primm, NV September 22nd, 23rd, and 24th. The Committee recommended approval for attendance be discussed at the July 23rd Board meeting. The packet included the seminar application and agenda. Mr. Fauth discussed EEC's proposal to update the sewer atlas and master sewer map. EEC is updating the District GIS map including all District manholes and preparing the maps to be entered into WinCan. The proposal will be discussed at the July 23, 2009 Board meeting. Staff will confirm budget funding for the updates. SSC MEETING SCHEDULE The next meeting will be Tuesday, August 25, 2009 at 10:30 a.m. PUBLIC COMMENTS There were no public comments. ADJOURNMENT Director Monahan adjourned the meeting at 11:20 a.m. SECRETARY PRESIDENT C. Meeting Date Item Numbe 8/27109 V.1 COSTA MESA SANITARY DISTRICT MINUTES OF SPECIAL MEETING JULY 139 2009 The Costa Mesa Sanitary District held a Special Meeting at 8:00 a.m. on Monday, July 13, 2009 at 628 W. 19th Street, Costa Mesa. Directors Present: Arlene Schafer, Bob Ooten, Gary Monahan, James Ferryman, Art Perry Staff Present: Donald McIntyre, Interim District Manager; Robin B. Hamers, District Engineer; Tom Fauth, Assistant Manager; Joan Revak, Board Secretary/Program Manager /Clerk of the District; Marc Davis, Treasurer; Sherry Kallab, Management Analyst; Teresa Gonzalez, Accountant; Alan Burns, Legal Counsel • Others Present: Brent H. Ives, BHI Management Consulting 2459 Neptune Ct., Suite 110, Tracy, CA President Schafer called the meeting to order at 8:00 a.m. 1. CSDA Board of Directors Nomination for Seat "A" President Schafer requested the Board of Directors consider a nomination for Seat A in Region 6 on the CSDA Board of Directors. Director Ooten moved to nominate Jo MacKenzie, Vista Irrigation District, Region 6, Seat A for the CSDA Board of Directors. Director Perry seconded the motion. Motion passed 5 -0. Ms. Revak will submit the nomination form and a minute excerpt to CSDA. II. ISDOC Quarterly Meeting — July 30, 2009 President Schafer announced the ISDOC Quarterly meeting will be held on Thursday, July 30, 2009 at 11:30 a.m. Sandra Hutchens, Orange County Sheriff - Coroner will be the guest speaker. Ms. Revak asked Board and Staff to indicate if they plan to attend the meeting. Directors attending are Arlene Schafer, Bob Ooten and Jim Ferryman. . Staff members attending are Tom Fauth and Joan Revak. Ms. Revak will make the reservations. The luncheon cost has increased from $12.00 to $16.00 with advance payment or $20 at the door. Minutes of Special Meeting July 13, 2009 Page 2 Ill. Maintenance Yard Groundbreaking • Discussion was held on holding a groundbreaking ceremony for the maintenance yard. President Schafer suggested the District forgo a groundbreaking event and wait for completion of the building to hold a ribbon - cutting ceremony, inviting the press and local dignitaries. The estimated completion for construction is January 8, 2010, however, with any change orders or other circumstances it could be February 2010. The Board agreed to host a ribbon - cutting ceremony in lieu of a ground- breaking event. IV. Resolution No. 2009 -767 Approving MOU to authorize Ancillary Health Benefits Coverages and Related Approvals & Authorization. Mr. McIntyre reported on an opportunity to obtain health benefits coverage from SDRMA and stated, in order for the coverage to go into effect on August 1, 2009, action must be taken today. The policy would save about $205.00 a month and a vote of the employees was taken with the majority in favor of the change in health benefits coverage. The health benefits coverage from SDRMA provides all coverage in one policy with the addition of vision coverage at a lower cost. Director Monahan moved to approve Resolution No. 2009 -767. Director Ooten seconded the motion and discussion was held. Director Ferryman questioned if a • Director could be enrolled in the plan and Ms. Kallab stated the Directors are eligible to participate. Ms. Kallab will investigate the cost to Directors for the coverage and advise the Directors of any cost involved. Motion to approve Resolution No. 2009- 767, authorizing ancillary health benefits coverages and related approvals and authorization, was approved by a 5 -0 vote. V. Approve Contract with BHI Management Consulting for Executive Search for a General Manager. President Schafer reported this item will be approved after the Closed Session VI. Strategic Planning Workshop President Schafer re- introduced Brent Ives and turned the meeting over to Mr. Ives. Mr. Ives advised a lot of the input is slightly dated since the original interviews with Board and Staff that took place in February 2009, and many changes at the District have occurred since that time. The process today is to consider and develop the foundational statements for strategy: Mission, Vision and Core Values. Mr. Ives stated time will be spent in the closed session developing a candidate profile for the general manager position. After the new general manager is in place in mid - November, hopefully, the Board and Staff will meet again in January 2010 to • implement the strategy. Staff will then meet and develop a strategic plan by February or March and the District will have a strategic plan in place prior to the 2010 -2011 budget process. 2 • Minutes of Special Meeting Page 3 July 13, 2009 The workshop allows the Board to set a foundational structure and review strengths and weakness by addressing Mission, Vision and Core Values. Mr. Ives noted in closed session time will be spent developing a candidate profile for the general manager with that person being the focal point of the District. Mr. Ives stated Mission, Vision and Values are the outcome the Board desires and the Staff's job is to accomplish the goals with generalized direction from the Board. The desire is to have an integrated two -year plan with five -year goals. Discussion was held on micromanagement. Mr. Ives noted a line must be drawn so one Director does not require an inordinate amount of time by Staff and if this occurs, the item needs to be agendized. Mr. Ives went over the strengths and weaknesses of the District, as determined at meetings with Directors and Staff in February 2009. Discussion was held on the District's mission statement. Mr. Ives stated a true mission statement is a succinct statement of Why an organization exists — its' purpose. Mr. Ives provided mission statements from many special districts. A suggested • change to the current CMSD mission statement is adding "and the environment" so it reads "Protecting our community's health and the environment by providing solid waste and sewer collection services." A five -year vision for the CMSD was discussed and the following emerged: • Fair and appropriate sewer and trash rate structure • Extending the life expectancy of our infrastructure • Continue and support proactive spill mitigation & other requirements of the WDR • A strong and stable organization • Leading the way in diverting trash from landfill • Maintain a respected image in the community (PR) • Continue to provide public education • Update technologies as appropriate • Evaluate service area expansion opportunities as they emerge A break from the workshop was taken at 10:10 a.m. and the workshop continued at 10:25 a.m. VII. Approve Contract with BHI Management Consulting for Executive Search for a General Manager • Director Ooten moved to approve a basic recruiting contract with BHI Management Consulting to recruit a General Manager for the CMSD. The motion was seconded by Director Perry. Motion carried 5 -0. 3 Minutes of Special Meeting July 13, 2009 VIII. Public Comments There were no public comments as no public was present. Page 4 The meeting adjourned to closed session at 10:35 a.m. to consider the following: IX. Closed Session to Develop Candidate Profile for General Manager Pursuant to Government Code §54957 X. Closed Session to Evaluate the Interim District Manager Pursuant to Government Code §54957 The meeting adjourned from closed session at 12:00 p.m. The Board reconvened into open session at 12:00 p.m. and noted that with respect to "IX" above, the President reported that additional direction had been given on developing a candidate profile. With respect to "X ", the President reported the Interim District Manager was given feedback on his job performance. President Schafer adjourned the meeting at 12:10 p.m. Secretary M President r1 U • Meeting Date Item Nu be 8/27/09 V.5 • N COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING JULY 30, 2008 Call to Order Pledge of Allegiance Invocation Roll Call Directors Present: Directors Absent: The Board of Directors of the Costa Mesa Sanitary District met in special session on July 30, 2009, at 6:00 p.m. at 628 W. 19th Street, Costa Mesa. President Schafer called the meeting to order at 6:00 p.m. Director Monahan led the Pledge of Allegiance. Assistant Manager Tom Fauth gave the Invocation. Arlene Schafer, Robert Ooten, Gary Monahan, James Ferryman, Arthur Perry Staff Present: Donald F. McIntyre, Interim District Manager; Robin B. Hamers, District Engineer; Alan Burns, Legal Counsel; Tom Fauth, Assistant Manager; Joan Revak, Board Secretary/Program Manager /Clerk of the District; Marc Davis, Treasurer Others Present: Jitka Rollova, 2153A San Michel Drive East, Costa Mesa Geoff West, 1973 Aliso Avenue, Costa Mesa Jillian, 4386 Shasta Place, San Diego Costa Mesa Sanitary District Minutes of Board of Directors Special Meeting July 30, 2009 Page 2 i Public Hearing - Consideration of Annual Trash Collection Charges to be Collected with the General Taxes Mr. Burns gave a brief overview outlining the process for consideration of annual trash collection charges, explaining Proposition 218 procedural rules will be followed. Mr. Burns read the requirements necessary to follow Proposition 218: "Revenues derived from the fee or charge must not exceed the funds required to provide the property related service. Revenue from the fee or charge must not be used for any purpose other than that for which the fee or charge is imposed. The amount of a fee or charge imposed upon any parcel or person as an incident of property ownership must not exceed the proportional cost of the service attributable to the parcel. The fee or charge may not be imposed for service unless the service is actually used by, or immediately available to, the owner of the property in question. Fees or charges based on potential or future use of a service are not permitted. Standby charges must be classified as assessments and must not be imposed without compliance with the proportionality requirement for assessments. No fee or charge may be imposed for general governmental services such as police, fire, ambulance, or libraries, where the service is available to the public in substantially the same manner as it is to property owners. The Assistant Manager shall be presenting a report for each charge in which he will document how each of these tests have been met. This report has been made available to the public for their review. Once that report has been presented, you should ask any questions of staff that you might have, then ask the Clerk to provide the status report on whether any protests have been received. The Clerk has provided notice by mail to all parcels subject to the charges. The law provides that if written protests are presented by a majority of the owners of the parcels, the charges may not be imposed. Since only written protests can be considered, Staff has developed forms for the use of the protesting owners so that any person wishing to protest tonight can have their vote counted. There are over 17,971 parcels that are subject to the charges being considered tonight. If there is not a sufficient protest, the Board may consider whether or not to impose the charge and adopt the proposed Resolution." • Costa Mesa Sanitary District =4 `` Minutes of Board of Directors Special Meeting July 30, 2009 Page 3 1 r:q t Presentation of Report Mr. Fauth presented a report stating trash collection charges for 2009 -10 are $239.41 per dwelling unit per year. The charge meets the substantive requirements of Proposition 218 as follows: 1. Revenues derived from the fee or charges do not exceed the funds required to provide the trash collection service. The charges are calculated by adding together the cost of components necessary to provide the service and then apportioning this to those receiving trash collection services. No components other than those directly related to providing service are used to establish rates. The components include trash collection, recycling, education and special programs, and administration. 2. Revenue from the fee or charge is not used for any purpose other than for which the fee or charge is imposed. The revenue is to be used only for the components of providing trash collection service. 3. The amount of a fee or charge imposed upon any parcel or person as an incident of property ownership does not exceed the proportional cost of the service attributable to the parcel. The amount of the yearly charge is determined by dividing the cost of all the components of providing service by the number of parcels receiving service, as the vast majority of parcels produce an approximately equal amount of solid waste and all parcels enjoy the benefits of the public education and have an opportunity to participate in the special programs. The District has considered and implemented a variable charge program based on the number of trash containers at each residence and those persons utilizing additional containers will pay added charges in addition to the basic service. 4. The fee or charge is not imposed for service unless the service is actually used by, or immediately available to, the owner of the property in question. Properties not receiving trash collection service or that receive service from other entities providing trash collection, are not charged. 5. No fee or charge is imposed for general governmental services such as police, fire, ambulance, or libraries, but is only imposed for trash services. The District provides only trash collection and sewer service and all fees collected for trash collection are used only for that purpose. President Schafer verified from Joan Revak, Clerk of the District, that all required notices were duly published. Ms. Revak reported the District received no protests to date from a total of 17,971 parcels notified. Costa Mesa Sanitary District Minutes of Board of Directors Special Meeting July 30, 2009 Page 4 Open Public Hearing President Schafer opened the public hearing, requesting each speaker to limit their comments to three minutes and advising participants that, by law, only a written protest will count. There were no protests received: Ms. Jitka Rollova stated she came to the hearing to observe the process and President Schafer thanked her for attending. Mr. Geoff West acknowledged he also came to observe the process and had no comments. Close Public Hearing President Schafer closed the public hearing. Determination Regarding Protests President Schafer directed Ms. Revak, Clerk of the District, to tally the number of protests. Ms. Revak determined there were no protests filed from a total of 17,971 parcels. President Schafer determined the protest failed. Adopt Resolution No. 2009 -771 Confirming and Adopting the Report and Directing Clerk to File with County Auditor Director Monahan motioned to adopt Resolution No. 2009 -771, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT OF ORANGE COUNTY, CALIFORNIA, DETERMINING THAT A MAJORITY PROTEST DID NOT OCCUR WITH RESPECT TO THE PROPOSED CHARGES FOR TRASH COLLECTION, ADOPTING THE REPORT ON FILE WITH THE CLERK OF THE DISTRICT AND DIRECTING THE CLERK TO FILE THE REPORT WITH THE AUDITOR. Director Ooten seconded. Motion carried 5 -0. President Schafer stated the Board will now consider sewer charges. Public Hearing - Consideration of Annual Liquid Waste Charges to be Collected with the General Taxes President Schafer stated the same overview given by Attorney Burns for the solid waste charges applies to the annual liquid waste charges. President Schafer then requested from Mr. Fauth a report on the liquid waste disposal charges for 2009 -10. • • J Presentation of Report Costa Mesa Sanitary District Minutes of Board of Directors Special Meeting July 30, 2009 Page 5 Mr. Fauth presented a report on the liquid waste disposal charges for 2009 -10 showing his review of the proposed rate per category, the rates being the total of the base charge plus the fats, oils and grease (FOG) control program recovery fee as shown below: Single family residence per year Multi- family residence per year Commercial w/o food service per year Commercial w /cold food service per year Commercial w /hot food service per year Industrial per year Other per year $66.23 + $2.77 $51.00 + $2.77 $38.52/1000 sf + $2.77 $38.52/1000 sf + $72.00 $38.52/1000 sf + $180.00 $113.50/1000 sf + $2.77 $34.14/1000 sf + $2.77 The proposed charges are an increase over the previous fiscal year. The rate increase is necessary due to increases in maintenance and operational costs of the sewer system and to provide additional funding for capital replacement reserves and capital replacement projects. Additional funds are also necessary to operate and maintain the sewer system in conformance with the State Water Resources Control Board Order No. 2006 - 0003 -DWO, Statewide General Waste Discharge Requirements (WDR) for Sanitary Sewer Systems, especially with respect to the FOG program and capacity assurance plan. Additional money is also needed for the sewer lateral assistance program. Mr. Fauth outlined how the charges for liquid waste disposal meet the substantive requirements of Proposition 218 as follows: 61. Revenues derived from the annual sewer fee charges do not exceed the funds required to provide the sewer service. The base sewer charges are calculated by adding together the costs of all the components of providing the service and then apportioning the required funds to each of the properties connected to the system. The components of providing the service include the yearly capital replacement projects, the maintenance and operation costs of maintaining the system and administration costs. A variable level charge was added to each of the property categories to recover a portion of the costs of the comprehensive fats, oils and grease control program that is required under the WDR. These charges are also shown in the Engineer's Report. 2. Revenues from the charge are not used for any purpose other than for which the fee or charge is imposed. No funds collected from the charges are used for expansion or augmentation to the sewer system, only the purposes as designated in the applicable statutes. Similarly, no funds derived from the charges are used for solid waste collection, recycling or administration thereof. Costa Mesa Sanitary District Minutes of Board of Directors Special Meeting July 30, 2009 ,r Page 6 3. The amount of a fee or charge imposed upon any parcel or person as an incident of property ownership does not exceed the proportional cost of the service attributable to the parcel. Each parcel connected to the system falls into a property category type, which has a related estimated maximum sewer flow. The maximum estimated sewer flow is based on actual flow metering tests along with flow rates calculated and established by sewer engineers and adopted by other sewer agencies. These calculations were well documented in Resolution No. 94 -542 which was adopted by the Board in 1994. The total estimated maximum sewer flows and acres of property developed are used to determine the funding contribution from each property category type. Each individual parcel, based on the actual number of residential units or commercial /industrial /other square footage, is assigned its proportional share of the required funds of each property category type. In addition to the base sewer charges, a variable level charge was added to recover a portion of the costs of the new grease control program. The variable rate considers the respective burdens placed on the system by the different users. Therefore, each property contributes its proportional share. 4. The fee or charge is not imposed for service unless the service is actually used by, or immediately available to, the owner of the property in question. Properties are only charged if they are physically connected to the sewer system. Vacant land or properties with storage or other buildings not receiving sewer service are not charged. 5. No fee or charge is imposed for general governmental services such as police, fire, ambulance, or libraries, but is only imposed for sewer services. The District provides only trash collection and sewer service and all fees collected as sewer charges are used only for related expenses." President Schafer verified from ,loan Revak, Clerk of the District, that all required notices were duly published. Ms. Revak reported the District received no protests to date from a total of 25,198 parcels notified. Open Public Hearing President Schafer opened the public hearing, requesting each speaker to limit their comments to three minutes and advising participants that, by law, only a written protest will count. Two members of the public were in attendance at the public hearing with no comments or protests. Costa Mesa Sanitary District jd Mtt ,t Minutes of Board of Directors Special Meeting July 30, 2009 ,r Page 7 ff:q }4e Close Public Hearing President Schafer closed the public hearing. Determination Regarding Protests President Schafer directed Ms. Revak, Clerk of the District, to tally the number of protests. Ms. Revak reported two written protests were presented by Mr. Reginald Thatcher of 524 W. Canal Drive, Gulf Shores, AL 36542, and Mr. James Candelmo of 20431 SW Cypress Street, Newport Beach, CA 92660. Ms. Revak, noting that by law only written protests may be counted, determined there were two protests filed from a total of 25,198 parcels. President Schafer determined the protest failed. Adopt Resolution No. 2009 -772 Confirming and Adopting the Report and Directing the Clerk to File with the County Auditor Director Monahan motioned to adopt Resolution No. 2009 -772, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT OF ORANGE COUNTY, CALIFORNIA, DETERMINING THAT A MAJORITY PROTEST DID NOT OCCUR WITH RESPECT TO THE PROPOSED USER FEE FOR LIQUID WASTE DISPOSAL AND ADOPTING THE REPORT ON FILE WITH THE CLERK OF THE DISTRICT AND DIRECTING THE CLERK TO FILE THE REPORT WITH THE AUDITOR. Director Ooten seconded. Motion carried 5 -0. ORAL COMMUNICATIONS Director Ferryman stated the Board takes their job very seriously and strive to keep the rates as economical as possible. Mr. Harriers added that contractual Staff agrees and keeps their rates to the District as low as possible in furtherance of that goal. President Schafer stated she received an announcement from CSDA advising Districts have until August 7, 2009 to make nominations for awards, including President of the Year. Director Perry stated President Schafer would make a great recipient of the award given her dedication to the City, County and the State of California and moved to nominate President Schafer for the CSDA President of the Year. Director Ferryman seconded. Discussion was held. Motion passed 5 -0. • Costa Mesa Sanitary District Minutes of Board of Directors Special Meeting July 30, 2009 r Page 8 It was noted Staff is working on submission of paperwork for two other CSDA awards in the Exceptional Public Outreach category — the Sewer Lateral Assistance Program and the Recycling and Waste Diversion Grant Program. Ms. Revak stated District Staff will submit the necessary documents to CSDA prior to the August 7, 2009 deadline Ms. Revak informed the Board the CMSD website is at least 90% up -to -date and suggested the Board visit the updated site with the most current information. The Board expressed their appreciation for the efforts of Staff in making the website current. President Schafer advised of the necessity for a Closed Session Special Meeting. The meeting is scheduled for Monday, August 3, 2009 at 5:00 p.m. at CMSD Headquarters. Ms. Revak will prepare the Notice of Special Meeting and post at District Headquarters. ADJOURNMENT At 6:32 p.m., President Schafer adjourned the meeting. Secretary President • • • Meeting Date I Item Numbe 8/27/09 1 V.6 COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING AUGUST 3, 2009 The Board of Directors of the Costa Mesa Sanitary District held a duly- noticed Closed Session on Monday, August 3, 2009 at 5:00 p.m. in the Board Room of the Costa Mesa Sanitary District at 628 W. 19th Street, Costa Mesa, California 92627 to evaluate the Interim District Manager pursuant to Government Code §54957. Directors Present: Arlene Schafer, Robert Ooten, Gary Monahan, Arthur Perry, James Ferryman Staff Present: Alan Burns, Legal Counsel Donald McIntyre, Interim District Manager The Board of Directors adjourned to closed session at 5:00 p.m. I. Closed Session to Evaluate the Interim District Manager Pursuant to Government Code §54957 The Board reconvened to open session at 5:38 p.m. and President Schafer announced no action was taken at the Closed Session. II. Public Comments There were no members of the public present and no public comments made. President Schafer adjourned the meeting at 5:40 p.m. ecretary President Protecting our community's health by providing sold waste and sewer collection services. costamesasanitarydistrict. org [Meeting Date I Item Numbe 8/27109 V.7 COSTA MESA SAN, .ANY DisqRxT ... an Independent Special District Memorandum To: Board of Directors From: Debbie Bjornson Date: August 1, 2009 Subject: REFUND REQUEST FOR BOARD APPROVAL There are no refund requests for the month of July 2009. 9 Debbie Bjornson Permit Processing Specialist Protecting our community's health by providing solid waste and sewer collection services costamesasanitarydistrict. org SP5AkiTq�,` Meeting Date Item Numbe p` ! 8/27/09 V.8 stn Mesa S►anita st��ct F� o n °no an o° •► y ortat o`9aa ... an Inbepenbent Special District E Board of Directors Arlene Schafer Robert Ooten Gary Monahan Arthur Perry James Ferryman Staff Robin B. Hamers Manager District Engineer (949) 631 -1731 August 1, 2009 Board of Directors Costa Mesa Sanitary District 628 W. 19"i Street Costa Mesa, CA 92627 -2716 SUBJECT: TRASH OCCUPANCY COUNT Dear Board of Directors: Thomas A. Fa.uth Assistant Manager There has been an increase of 8 units for the occupancy report for solid waste collection as of August 1, 2009; therefore, the total occupancy count for August is 21,490. Joan Revak oard Secretary grain Manager Clerk of the District Alan R. Bruns Legal Counsel Marcus D. Davis TreasurerlDirector of Finance Phone (949) 645 -8400 Fax (949) 650 -2253 Address 628 W. 19th Street Costa Mesa, CA 92627 -2716 r � Printed on Recycled Paper Staff recommends the following: 1. The Board of Directors accepts the occupancy count as presented using 21,490 as the correct number of units. 2. The Board of Directors directs staff to prepare a warrant to Costa Mesa Disposal for August collection based on this occupancy report so long as the contractor fulfills the obligations of the agreement. Said payment in the amount of $196,749.54 to be ratified on the Septembrt 2009 warrant list. Sincerely, O4Oc2+C'- Thomas A. Fauth Assistant Manager cc: Costa Mesa Disposal Debbie Bjornson Permit Processing Specialist Protecting our communitp's W ltlj 6p proviDing soli6 waste an6 sewer collection services. www.ems6ca.gov OCCUPANCY CHANGES July, 2009 EXISTING A.P.N. No. ADDRESS STATUS CHANGE NEEDED CHANGED OCCUPANCY 439 - 372 -03 20434 Cypress St. new service 1 unit using curbside Jul -09 424 - 182 -35 874 W. l5th St. new service 1 unit using curbside Jul -09 141- 144 -04 3004 Coolidge Ave. new service 3 units using curbside Jul -09 3 141 - 144 -03 3008 Coolidge Ave. new service 3 units using curbside Jul -09 3 Total for July 2009 WDR R *-ted Spill Data OCCURRENCE ROORT SUMMARY 192009 12/30/2008 Sanitary Sewer Overflow Occurrence Report Summary, CY2008 SSO EVENT ID Private District Est Total Spill Completely Event Line Line # Gallons Contained ? Uncontained Est # Private Gallons Spilled Uncontained Est # Public Gallons Spilled Date into Storm drain into Storm drain 1/2/2008 PRIVATE PLrnp Station Failure 151 Kalmus Dr, Copper Tree Bus Park; 80025 2 000 N 1600 1/20/2008 Sea Bluff PS Air Bubbler Failure; 30 Sea Terrace Lane 80575 113 N 113 1/28/2008 Roots Blocked Main Line CCM Cleaned Site 1939 Sanderlin Ctr 81341 20 Y 2/7/2008 FOG Blocked Main Line Siphon on Paularino 3012 -3036 Enterprise; 81 171 55 N 5 2/26/2008 Debris & Roots Blocked Main Line 2040 President Place 81613 450 Y 3/18/2008 Grease blocked PRIVATE Lateral - Yardhouse - 1875A Newport Blvd 82152 2,100 N 1800 3/18/2008 Roots/Debris Blocked PRIVATE Lateral 700 W 16th St 82153 37 N 37 4/3/2008 President PS -SCE Transformer, 2034 President PI PS MH to Park 82546 360 Y 5/5/2008 PRIVATE Above Ground Clean Out Broken - AMTEK 960 W 16th St 83276 20 N 20 7/25/2008 Roots Blocked PRIVATE Lateral - Uncapped CO - 674 Park Drive 85433 20 N 10 7/26/2008 Grease /Debris Blocked PRIVATE Lateral 3400 Ave of Arts-Heritage 85463 100 N 10 8/22/2008 PRIVATE Pump Station Failure , 151 Kalmus Dr, Copper Tree Bus Park; Repeat; 86141 85 Y 9/4/2008 Roots/Debris - PRIVATE SSO - Uncapped CO - 1010 Valencia St 86477 1,050 N 52 10/24/2008 FOG & Rock Debris in Private Lateral - The Camp 2937 Bristol St 87699 1,275 N 75 12/23/2008 FOG Blocked Main Line Drop Manhole 2752 San Juan Lane 89101 30 Y 12/26/2008 FOG Blocked Lateral Line - May Gardens - 1400 Bristol St Repeat, 89158 690 Y 12/30/2008 Unknown Debris Blocked Main Line - 1895 Swan Circle 89253 10 Y KEY: GREASE 6 4 2 ROOTS 5 3 2 PUMP STN 21 2 OTHER 41 3 1 TOTALS 171 10 7 Total # Gallons 1 8,415 4,693 3,604 118 Percentages 100.00% 55.77% 42.83% 1.40% 7/11/2009 Sanitary Sewer Overflow Occurrence Report Summary, CY2009 SSO EVENT ID Private District Est Total Spill Com l tely Event Line Line # Gallons Contained ? Uncontained Est # Private Gallons Spilled Uncontained Est # Public Gallons Spilled Date into Storm drain into Storm drain 1/11/2009 Irvine PS Failure /SW - SCADAIarm Did Not Call - 2149 Anniversary Lane 90244 100 N 100 1/16/2009 FOG Debris Blocked Main - Increased Hots pot -1 /mo Bristol St & 55 Freeway; 90383 86 N 86 1/26/2009 FOG Blocked Main Line near 2831 Bristol St Italian Restaurant Upstream; 90785 10 Y 1/29/2009 Irvine PS Failure/SW - SCADAIarm Did Not Call -2149 Anniversary Lane 90922 1 50 Y 1/30/2009 PRIVATE Septic Tank Failed -Moon River Massage Parlor -2138 Newport Blvd; 90919 20 Y 3/31/2009 PRIVATE CO - Chicken Koop Restaurant - Sal: 9/645 - 6086.432 Hamilton St 92681 90 Y 4/21/2009 FOG blocked PRIVATE Lateral - Clean Out - FSE Strip Mall - 570 W Wilson St; 93618 10 Y 412112009 Diaper & Debris blocked PRIVATE lateral - 327 West Wilson St; 93619 510 N 510 7/1112009 Pa er Products blocked PRIVATE lateral - 3190 Harbor Blvd -Chevron Station 94946 300 N 20 KEY: GREASE 3 1 2 ROOTS 1 1 PUMP STN 2 2 OTHER 3 3 TOTALS 91 5 4 Total # Gallons 1,176 460 5301 186 Percenta es 100.00% 39.12% 45.07% 1 15.82% X:\CMSD Documents\ Priorities \Priorities- Occurrences 7.11 -09 CMSD Staff: 949- 6454400 N fD V rD o= m? v d rD Z c 1 of 1 tS • CR Transfer To: Joan Revak From: CR Transfer Inc. Jurisdiction: Costa Mesa Sanitary District (9) MonthNear: Jul -09 Recycling Report '* Note: This material includes food / small particulate Rec cle Tons Commodity Percentage Recycled County & Newspaper 7.88% 268.93 Cardboard 6.42% 219 Mixed Paper 5.13% 174.96 Glass 2.80% 95.54 PET 0.59% 20.05 HDPE 0.45% 15.33 Aluminum Cans 0.33% 11.4 Non - Ferrous Metal 0.44% 14.94 Tin /Metal 0.65% 22.02 Greenwaste 9.78% 333.8 Organic/ Fines '* 12.67% 432.49 Wood 1.41% 47.97 Concrete /Asphalt 1.88% 64.09 Drywall 1 0.00% 0 Totals 50.41% 1720.52 '* Note: This material includes food / small particulate and inert material. County & Newport Bch TOTAL Total Tonnage 3412.72 248.54 3661.26 Recycled Tonnage 1720.52 126.29 1846.81 Landfill Tonnage 1692.20 122.25 1814.45 Meeting Date I Item Numbe 8/27/09 1 V. 10. CR Transfer To: Joan Revak From: CR Transfer Inc. Jurisdiction: Costa Mesa Sanitary District Santa Ana Heights (11) MonthNear: Jul -09 Recycling Report ** Note: This material includes food / small particulate and inert material. Total Tonnage 248.54 Recycled Tonnage 126.29 Landfill Tonnage 122.25 • • U Recycle Tons Commodity Percentage Recycled Newspaper 10.19% 25.31 Cardboard 6.65% 16.54 Mixed Paper 7.63% 18.96 Glass 3.30% 8.19 PET 0.78% 1.93 HDPE 0.44% 1.1 Aluminum Cans 0.51% 1.26 Non - Ferrous Metal 0.27% 0.68 Tin /Metal 0.96% 2.39 Greenwaste 1.30% 3.22 Organic / Fines 11.67% 29 Wood 5.17% 12.86 Concrete/Asphalt 1.95% 4.85 Drywall 0.00% 0 Totals 50.81%1 126.29 ** Note: This material includes food / small particulate and inert material. Total Tonnage 248.54 Recycled Tonnage 126.29 Landfill Tonnage 122.25 • • U City 3.412.72 County 248.54 City 1,720.52 County 126.29 City 1,692.20 County 122.25 •A composite recycling percentage for City & County based on new characterization studies completed by CRT. Waste Diversion FY- 08 /09rjr 07i 13/09 0 is *I , Total Tonnage 3.259.28 2,772.61 3,420.21 3,391.95 1 3,420.07 t City 3,103.26 2,626.28 3,251.11 3,188.64 3,223.37 3,214.41 3,412.72 County 156.02 146.33 169.10 203.31 189.65 205.66 248.54 Recycled Tonnage 1,643.76 1,398.37 1,724.97 1,710.87 1,721.45 City 1,564.51 1,324.02 1,639.04 1,607.55 1,625.06 1,620.53 1,720.52 County 79.25 74.35 85.93 103.32 96.39 104.51 126.29 Landfilled Tonnage 1,615.52 1,374.24 1,695.24 1: 1,691.57 1,695.03 1,814A5 1 City 1,538.75 1,302.26 1,612.07 1,581.09 1,598.31 1,593.88 1,692.20 County 76.77 71.98 83.17 99.99 93.26 101.15 122.25 Recycled % 50.43% 5/ .44% 50.43% 50 1 .44% 50.44% 50.44% 1 'A composite recycling percentage for City & County based on new characterization studies completed by CRT. Waste Diversion 2009 /jr 08/13/09 INVOICE RECEIVED AUG 0 6 2049 0 2700141819 COSTA MESA SANITARY DISTRICT BILL TO: COSTA MESA SANI DIST AREA 9 628 W 19TH ST COSTA MESA CA 92627 Meeting Date Item Numbe 8/27/09 V. 11 � TO PAY BY CREDIT SSA I CARD, PLEASE FILL IN INFORMATION ON BACK OF REMITTANCE INVOICE Y: INVOICE DATE: 14181 8/01/09 COSTA MESA SANI DIST AREA 9 P.O. BOX 1200 COSTA MESA CA 92627 It'?. 70 09— CUSTOME 9 #:2 PREVIOUS AMOUNT DUE PAYMENTS CURRENT CHARGES TOTAL DUE 171, 917.11 171, 917.11 1:� °—e-2 , Please detach here and return with your payment CHECK # .--------- --.... m-- ---- - - - - -- ----------- — ------ CR TRANSFER, INC. r- DATE DESCRIPTION' LOADS TONS RATE TOTAL 7/01/09 RESIDENTIAL WASTE 14 136.6 � 52.220 7,134.30 7/02/09 RESIDENTIAL WASTE 14 142.8 `" 52.220 7,460.15 7/03/09 RESIDENTIAL WASTE 15 151.6 ✓ 52.220 7,919.69 7/06/09 RESIDENTIAL WASTE 17 175.5 f 52.220 9,169.31, 7/07/09 RESIDENTIAL WASTE 18 159.7 ✓` 52.220 8,343.71 7/08/09 RESIDENTIAL WASTE 14 135.3(w"' 35.3 52.220 7,068.50 7/09/09 RESIDENTIAL WASTE 15 16 3 ✓ 5,2 220 8,528.05 /10/09 RESIDENTIAL WASTE xh _ } i �4s. '�> k,��2 7 �' 7,483.13 /13/09 RESIDENTIAL WASTE rtr �_ l ) g' -.uaz hz x ,� 8,639.28 7/14/09 RESIDENTIAL WASTE m?la „_�iiw" }7 3U ✓;2� ,, "x 7,455.10 7/15/09 RESIDENTIAL WASTE 14 " 127.9S '� 52.220 6,683.64 7/16/09 RE NT, 15 15.4 ,6 f '� 52-220 8,076.35 7j17/09 • 14 2;0 134..." 52:220 7,039.26 7/20/09 SI S 17�' 5.2 .220 9,080.01 7/21/09 A A- .16 141.9 '! 52.220 7,413.67 7/22/09 r� R IDENTIAL WA 14:. 13-0.,,5-d 52.220 6,818.37 7/23/09 RESIDENTIAL WA . —:- 15 151:'7 52.220 7,924.39 7/24/09 RESIDENTIAL WASTE 12 124.1EVII 52.220 6,483.64 7/27/09 RESIDENTIAL WASTE 18 185.64,' 52.220 9,694.12 7/28/09 7/29/09 RESIDENTIAL E RESIDENTIAL e 15 9 13.6.3,.E 99© 52..220 52 2220 7,118.63 5,173.96 7/30/09 RESIDENTIAL' 220 10,253 .92 7/31/09 RESIDENTIAL:'; `14 18:7 "� 52 .220 7,247.09 TOTALS 350 3412. IF YOU HAVE ANY QUESTIONS REGARDING ANY PART OF THIS INVOICE, PLEASE CALL: ( 714) 826-9049 A P V�7�1917. US AMOUNT DUE PAYMENTS CURRENT CHARGES TOTAL DUE INVOICE TOTAL 11 171 917.11 CUSTOMER #: 0 9 — 9 2 INVOICE # 14181 P.O. BOX 1200 3`ri2 .�s �g� � =�17g, ($?•Zc OVERDUE AMOUNTS SUBJECT TO FINANCE CHARGE ® P6,t, I - Recycled Paler RAN-= F�l4 0 7500141823 BILL TO: COSTA MESA SANI DIST -SA HGT 628 W 19TH ST COSTA MESA CA 92627 RECEIVED AUG 0 6 2009 J, J f� X 14 AIIAO DISTRICT INVOICE #: 14182 MAIL PAYMENT TO: CR TRANSFER, INC. P. O. BOX 125 STANTON, CA 90680 -0125 TERMS: NET 10 DAYS Wi TO PAY BY CREDIT �' -- CARD, PLEASE TILL IN INFORMATION ON BACK OF REMITTANCE INVOICE DATE: 8/01/09 COSTA MESA SANI P.O. BOX 1200 COSTA MESA CA DIST -SA HGT 92627 09- CUSTOMEI #:8 PREVIOUS AMOUNT DUE PAYMENTS CURRENT CHARGES TOTAL DUE CHECK # - - - - -- 10,739.55 10,739.55 12,978.75 12,978.75 Please detach here and return with your payment -- 7----------------- CR TRANSFER, �-------------------------------- INC. r • o • • 7/01/09 RESIDENTIAL WASTE 4 42.1-i' 52.220 2,202.12 7/07/09 RESIDENTIAL WASTE 1 10.4 1, 52.220 543.61 7/08/09 RESIDENTIAL WASTE 4 42.7E,* 52.220 2,233.97 7/14/09 RESIDENTIAL WASTE 1 8.5 ' 52.220 447.53 7/15/09 RESIDENTIAL WASTE 4 40.74' 52.220 2,127.44 7/21/09 RESIDENTIAL WASTE 1 7.61" 52.220 397.39 7/22/09 RESIDENTIAL WASTE 4 41-.. 0 52.220 2,141.02 7/28/09 RESIDENTIAL WASTE 1 1 64, 52 220 335. 7/29/09 z RESIDENTIAL WASTE J 4.. 48:8, ^' S'2 22,0 2,550. TOTALS 24 248.5. 12,978.75 IF YOU HAVE ANY QUESTIONS REGARDING ANY PART OF THIS INVOICE, PLEASE CALL: ( 714) 826-9049 PREVIOUS AMOUNT DUE PAYMENTS CURRENT CHARGES TOTAL DUE INVOICE TOTA 10,739.55 F7:1:0:, 739.55 12,978.75 12,978.75 12978. CUSTOMER #: 09- 11 8 INVOICE # 14182 P.O. BOX 1200 OVERDUE AMOUNTS SUBJECT TO FINANCE CHARGE ®Pri need on Receded Paper Meeting Date I Item Numbe 8/27/09 - -1 V. 12. TO: Costa Mesa Sanitary District Board of Directors FROM: Costa Mesa Sanitary District Staff DATE: August 17, 2009 SUBJECT: ORDINANCE ENFORCEMENT SUMMARY REPORT This report is for the monthly period of July 2009. Collection schedule remained normal this month since July 4 holiday fell on a weekend. July began with multiple complaints from residents on Walnut St. where problems have existed for many years. Personal contact with residents including photos and detailed reports were submitted to staff for documentation. Many phone calls to the Ordinance Enforcement Officer on his cell and private home phone were received which was not appreciated. The large item collection program continued through the period with many residents on the Westside totally ignoring program rules and regulations. Hours available for District enforcement were reduced by staff thereby severely limiting required monitoring, patrol and reporting. n �J Meeting Date Item Numbe 8/27/09 V.13 . I / WAJ V M-0 PROJECT STATUS REPORT August 2009 Project 1112100 -101 West Side Pumpinq 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. 0 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 Sanitary District, the City of Newport Beach, and OCDA signed the agreement. The construction contract was awarded at the July 2009 regular meeting and construction will begin in August 2009. Project 1112100-159 Televising Sewer Lines Areas are televised as needed, particularly for the fats, oils, and grease (FOG) program. 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. Protecting our community's health by providing solid wash and sewer coflection sen*zs. wanu.crosdcagov Project 1112100 -170 Prepare Emergency Response Plans for Pumping Stations The plans are complete and are being reviewed by CMSD Staff. 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 complete. Project 1112100 -175 OCSD Cooperative Projects Grant - Televising CMSD Sewer Lines The televising is complete and delivery of the final CCTV reports occurred in late May 2009. The project report is being prepared. Proiect 1112100-180 WDR Grease Control Program The project is continuing. Project 1112100-182 Analysis of CCTV Results 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 40 project under this program; the Bristol Street Sewer n/o Randolph, Project #183 -2. 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. The Board also approved Project #183 -3, Maintenance Upgrade of SCADA System, at the May 2009 regular meeting. Project 1112100-186 Sewer Lateral Assistance Program The project is continuing into its third fiscal year and is very popular with the residents in the District. Calcium has been identified in a number of sewer laterals. 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. Award of the construction contract occurred at the June 2009 regular meeting and construction will begin in August 2009. • Protecting our community's health by providing solid waste and sewer collection services. www.crosdcagov t r General Ledger Expenses vs. Budget COSTA 9WES-A SAXITINV OISTYUCT as !iadependsrat ,Special oissm ict User: tgonzalez Printed: 08/04/2009 - 4 :11 P Period 1, 2010 Account Number Description Budgeted Amount Period Amount YTD Amount YTD Var Encumbered Amt Available % Available 10 Solid Waste Fund 10- 100000 Solid Administration E01 Salary & Benefits 10- 100000 -4001 Regular Salaries 88,900.00 3,954.79 3,954.79 84,945.21 0.00 84,945.21 95.55 10- 100000 -4002 Part-Time Salaries 40,500.00 1,844.76 1,844.76 38,655.24 0.00 38,655.24 95.44 10- 100000 -4003 Board Salaries 8,000.00 0.00 0.00 8,000.00 0.00 8,000.00 100.00 10-100000 -4005 Overtime 4,700.00 44.44 44.44 4,655.56 0.00 4,655.56 99.05 10- 100000 -4040 Compensated Absences 1,600.00 0.00 0.00 1,600.00 0.00 1,600.00 100.00 10- 100000 -4100 Cafeteria Plan 11,600.00 584.87 584.87 11,015.13 0.00 11,015.13 94.95 10- 1000004105 Medicare - Employer 2,300.00 91.13 91.13 2.208.87 0.00 2,208.87 96.03 10- 1000004110 FICA - Employer 500.00 0.00 0.00 500.00 0.00 500.00 100.00 10- 1000004115 PERS - Employer 17,500.00 721.76 721.76 16,778.24 0.00 16,778.24 95.87 10- 1000004120 PERS - Employee 9,700.00 400.82 400.82 9,299.18 0.00 9,299.18 95.86 10- 1000004125 Deferred Medical - RHS 900.00 39.55 39.55 860.45 0.00 860.45 95.60 10- 100000 -4130 Benefits Adman Costs 300.00 89.15 89.15 210.85 0.00 210.85 70.28 10- 100000 -4135 Unemployment 0.00 0.00 0.00 0.00 0.00 0.00 0.00 10- 100000-4140 Workers' Compensation 2,000.00 363.70 363.70 1,636.30 0.00 1,636.30 81.81 Salary & Benefits 188,500.00 8,134.97 8,134.97 180,365.03 0.00 180,365.03 95.68 E03 Professional Services 10- 100000 -4200 Professional Services 1,900.00 0.00 0.00 1,900.00 0.00 1,900.00 100.00 10- 100000 -4205 District Manager 26,000.00 3,769.50 3,769.50 22,230.50 0.00 22,230.50 85.50 t0- 100000 -4210 legal Services 33,500.00 0.00 0.00 33,500.00 0.00 33,500.00 100.00 10400000 -4220 Fiscal Services 35,890.00 700.00 700.00 35,190.00 0.00 35,190.00 98.05 10400000 -4225 Mediml /EmPloyment Services 100.00 0.00 0.00 100.00 0.00 100.00 100.00 10- 100000 -4300 Contract Services 4,900.00 0.00 0.00 4,900.00 0.00 4,900.00 100.00 10- 100000 -4320 Container Collection CoO 16,100.00 0.00 0.00 16,100.00 0.00 16,100.00 100.00 Professional Services 118,390.00 4,469.50 4,469.50 113,920.50 0.00 113,920.50 96.22° E05 Recycling & Disposal 10- 1000004310 Trash Hauler 2,362,000.00 196,676.30 196,676.30 2,165,323.70 0.00 2,165,323.70 91.67 m 10- 100000 -4315 Recycling/Disposal 2,158,000.00 0.00 0.00 2,158,000.00 0.00 2,158,000.00 100.00 i eo GL - Expenses vs Budget ( 08/04/2009 - 4:11 PM) Page 1 Account Number Description Budgeted Amount Period Amount YTD Amount YTD Var Encumbered Amt Available % Available Recycling & Disposal 4,520,000.00 196,676.30 196,676.30 4,323,323.70 0.00 4,323,323.70 95.64 E10 Other Contract Services 10- 100000 -4305 County Collection Fee 15,400.00 0.00 0.00 15,400.00 0.00 15,400.00 100.00 10- 100000 -4325 Election Costs 0.00 0.00 0.00 0.00 0.00 0.00 0.00 10- 1000004330 Building Maintenance 1,450.00 112.26 11226 1,337.74 0.00 1,337.74 92.25 10- 100000 -4335 Equipment Maintenance 2,670.00 1,373.28 1,373.28 1,296.72 0.00 1,296.72 48.56 Other Contract Services 19,520.00 1,485.54 1,485.54 18,034.46 0.00 18,034.46 92.39 E15 Materials & Supplies 10- 100000 -4400 Office Supplies 2,000.00 46.96 46.96 1,953.04 0.00 1,953.04 97.65 10- 100000 -4405 MultiMed/Blueprint/Copies /Sub 1,210.00 4.47 4.47 1,205.53 0.00 1,205.53 99.63 10- 100000 -4410 Postage 7,960.00 6,058.60 6,058.60 1,901.40 0.00 1,901.40 23.88 10-100000-4420 Public Info/Ed/Community Prom 15,725.00 3,393.67 3,393.67 12,331.33 3.042.15 9289.18 59.07 10- 100000 -4425 Small Tools /Equipment 1,000.00 0.00 0.00 1,000.00 0.00 1,000.00 100.00 Materials & Supplies 27,895.00 9,503.70 9,503.70 18,391.30 3,042.15 15349.15 55.02 E20 Professional Development 10- 1000004500 Prof Membership/Dues 9,310.00 5,506.50 5,506.50 3,803.50 0.00 3,803.50 40.85 10- 1000004505 Staff Development 1,030.00 69.76 69.76 960.24 0.00 960.24 93.22 10- 100000 -4510 Travel/Meals/Lodging 2,390.00 4.80 4.80 2,385.20 0.00 2,385.20 99.79 10- 100000 -4520 Mileage Reimbursement 1,500.00 0.00 0.00 1.500.00 0.00 1,500.00 100.00 Professional Development 14,230.00 5,581.06 5,581.06 8,648.94 0.00 8,648.94 60.78 E25 Liability Insurance 10- 1000004550 Liability Insurance 6,500.00 0.00 0.00 6,500.00 0.00 6,500.00 100.00 Liability Insurance 6,500.00 0.00 0.00 6,500.00 0.00 6,500.00 100.00 E30 Utilities 10- 100000 -4600 Telephone 750.00 53.06 53.06 696.94 0.00 696.94 92.92 10- 1000004605 Cellular Service 650.00 0.00 0.00 650.00 0.00 650.00 100.00 10- 100000 -4610 Gas - Building 75.00 1.41 1 A 73.59 0.00 73.59 98.12 10- 1000004615 Water - Building 200.00 0.00 0.00 200.00 0.00 200.00 100.00 10-100000-4620 Electric - Building 900.00 0.00 0.00 900.00 0.00 900.00 100.00 Utilities 2,575.00 54.47 54.47 2,520.53 0.00 2,520.53 97.88 E40 Fixed Assets GL - Ex ens Budget ( 09/04/2009 - 4:11 PM) Page 2 Account l er Description Budgeted Amount Period At YTD Amount YTD Var Encumbered Amt AvailableAvailable r 10- 100000 -4700 Depreciation 0.00 0.00 0.00 0.00 0.00 0.00 0.00 10- 1000004750 Gain/Loss Disposal of Asset 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Fixed Assets 0.00 0.00 0.00 0.00 0.00 0.00 0.00 E45 Debt Service 10- 100000 -4800 Principal Payment 0.00 0.00 0.00 0.00 0.00 0.00 0.00 10- 1000004850 Interest Payment 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Debt Service 0.00 0.00 0.00 0.00 0.00 0.00 0.00 E50 Other Financing Uses 10- 100000 -4900 Other Financing Uses 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Other Financing Uses 0.00 0.00 0.00 0.00 0.00 0.00 0.00 E55 Non Operating - Other 10- 100000 -4950 Non- Operating Expense 0.00 0.00 0.00 0.00 0.00 0.00 0.00 10- 100000 -4990 Contingency 125,000.00 0.00 0.00 125,000.00 0.00 125,000.00 100.00 Non Operating - Other 125,000.00 0.00 0.00 125,000.00 0.00 125,000.00 100.00 10- 100001 E60 10- 100001 4300 10- 100000 Totals Sharps Program Special Programs Sharps Program Special Programs 5,022,610.00 225,905.54 225,905.54 4,796,704.46 3,042.15 4,793,662.31 95.44 24,000.00 0.00 0.00 24,000.00 6,739.95 17,260.05 71.91 24,000.00 0.00 0.00 24,000.00 6,739.95 17,260.05 71.91 10- 100001 Totals: 24,000.00 0.00 0.00 24,000.00 6,739.95 17,260.05 71.91 10- 100002 Household Hazardous Waste E60 Special Programs 10- 100002 -4300 Household Hazardous Waste 25,000.00 1,827.80 1,827.80 23,172.20 3,251.63 19,920.57 79.68 Special Programs 25,000.00 1,827.80 1,827.80 23,172.20 3,251.63 19,920.57 79.68 GL - Expenses vs Budget ( 08/04/2009 - 4:11 PM ) Page 3 Account Number Description Budgeted Amount Period Amount YTD Amount YTD Var Encumbered Amt Available % Available 10- 100002 Totals: 25,000.00 1,827.80 3,251.63 19,920.57 79.68 1,827.80 23,172.20 10- 100003 Telephone Book Recycling E60 Special Programs 10- 100003 -4420 Telephone Bk Recycling Progm 17,000.00 0.00 0.00 17,000.00 0.00 17,000.00 100.00 Special Programs 17,000.00 0.00 0.00 17,000.00 0.00 17,000.00 100.00 10- 100003 Totals: 17,000.00 0.00 0.00 17,000.00 0.00 17,000.00 100.00 10- 100004 large Item Pick -up E60 Special Programs 10- 100004 -4310 Anti - scavenging 5,000.00 0.00 0.00 5,000.00 0.00 5,000.00 100.00 Special Programs 5,000.00 0.00 0.00 5,000.00 0.00 5,000.00 100.00 10- 100004 Totals: 5,000.00 0.00 0.00 5,000.00 0.00 5,000.00 100.00 10- 100005 Used Tire Roundup E60 Special Programs 10- 100005 -4300 Used Tire Roundup 1,200.00 0.00 0.00 1,200.00 0.00 1,200.00 100.00 Special Programs 1,200.00 0.00 0.00 1,200.00 0.00 1,200.00 100.00 10- 100005 Totals: 1,200.00 0.00 0.00 1,200.00 0.00 1,200.00 100.00 10- 100008 Educational Tours E60 Special Programs 10- 100008 -4420 Educational Tours 2,500.00 0.00 0.00 2,500.00 0.00 2,500.00 100.00 Special Programs 2,500.00 0.00 0.00 2,500.00 0.00 2,500.00 100.00 10- 100008 Totals: 2,500.00 0.00 0.00 2,500.00 0.00 2,500.00 100.00 GL - Expensfe Budget( 08/04/2009 - 4:11 PM) Page 4 4 Account At er Description Budgeted Amount Period Aunt YTD Amount YTD Var Encumbered Amt Availabe Available 10 Totals: 5,097,310.00 227,733.34 227,733.34 4,869,576.66 13,033.73 4,856,542.93 95.27 20 Liquid Waste Fund 20- 200000 Liquid Administration E01 Salary & Benefits 20- 200000 -4001 Regular Salaries 470,900.00 20,408.48 20,408.48 450,491.52 0.00 450,491.52 95.66 20- 200000 -4002 Part -Time Salaries 4,500.00 204.97 204.97 4,295.03 0.00 4,295.03 95.44 20- 200000 -4003 Board Salaries 71,700.00 0.00 0.00 71,700.00 0.00 71,700.00 100.00 20- 200000 -4005 Overtime 30,900.00 399.96 399.96 30,500.04 0.00 30,500.04 98.70 20- 200000 -4040 Compensated Absences 8,000.00 0.00 0.00 8,000.00 0.00 8,000.00 100.00 20- 200000 -4100 Cafeteria Plan 65,200.00 3,314.25 3,314.25 61,885.75 0.00 61,885.75 94.91 20- 200000 -4105 Medicare - Employer 9,200.00 333.06 333.06 8,866.94 0.00 8,866.94 96.38 20- 200000 -4110 FICA - Employer 4,500.00 0.00 0.00 4,500.00 0.00 4,500.00 100.00 20-200000-4115 PERS - Employer 64,200.00 2,958.66 2,958.66 61,241.34 0.00 61,241.34 95.39 20- 200000 -4120 PERS - Employee 35,700.00 1,442.37 1,442.37 34,257.63 0.00 34,257.63 95.96 20- 200000 -4125 Deferred Medical - RHS 4,800.00 204.08 204.08 4,595.92 0.00 4,595.92 95.74 20- 200000 -4130 Benefits Admin Costs 1,900.00 802.26 802.26 1,097.74 887.40 210.34 11.07 20- 200000 -4135 Unemployment 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20- 2000004140 Workers' Compensation 4,000.00 691.03 691.03 3,308.97 0.00 3,308.97 82.72 Salary & Benefits 775,500.00 30,759.12 30,759.12 744,740.88 887.40 743,853.48 95.91 E03 Professional Services 20- 200000 -4200 Professional Services 27,100.00 0.00 0.00 27,100.00 0.00 27,100.00 100.00 20- 200000 -4205 District Manager 51,000.00 7,000.50 7,000.50 43,999.50 0.00 43,999.50 86.27 20- 200000 -4210 Legal Services 80,000.00 0.00 0.00 80,000.00 0.00 80,000.00 100.00 20- 200000 -4215 Engineering/Architectual Sery 18,000.00 7,383.00 7,383.00 10,617.00 0.00 10,617.00 58.98 20- 200000 -4216 Plan Ck/Inspection- Inside 150,000.00 6,965.00 6,965.00 143,035.00 0.00 143,035.00 95.35 20- 200000 -4217 Plan Ck/Inspection- Outside 10,000.00 3,514.25 3,514.25 6,485.75 0.00 6,485.75 64.85 20- 200000 -4218 Plan Ck/Inspection -Swr Lateral 40,000.00 3,401.25 3,401.25 36,598.75 0.00 36,598.75 91.49 20- 200000 -4220 Fiscal Services 66,580.00 1,300.00 1,300.00 65,280.00 0.00 65,280.00 98.04 20- 200000 -4225 Medical/Employment Services 500.00 0.00 0.00 500.00 0.00 500.00 100.00 20- 200000 -4300 Contract Services 11,100.00 0.00 0.00 11,100.00 0.00 11,100.00 100.00 Professional Services 454,280.00 29,564.00 29,564.00 424,716.00 0.00 424,716.00 93.49 E10 Other Contract Services 20- 200000 -4305 County Collection Fee 15,000.00 0.00 0.00 15,000.00 0.00 15,000.00 100.00 20- 200000 -4325 Election Costs 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20- 2000004330 Building Maintenance 13,050.00 1,010.24 1,010.24 12,039.76 0.00 12,039.76 92.25 20- 200000 -4335 Equipment Maintenance 24,030.00 12,359.19 12,359.19 11,670.81 0.00 11,670.81 48.56 Other Contract Services 52,080.00 13,369.43 13,369.43 38,710.57 0.00 38,710.57 74.32 GL - Expenses vs Budget ( 08/04/2009 - 4:11 PM ) Page 5 Account Number Description Budgeted Amount Period Amount YTD Amount YTD Var Encumbered Amt Available % Available E15 Materials & Supplies 20- 200000 -4400 Office Supplies 16,000.00 422.61 422.61 15,577.39 0.00 15,577.39 97.35 20- 200000 -4405 MultiMed/Blueprints /Copies /Su 5,840.00 40.25 40.25 5,799.75 0.00 5,799.75 99.31 20- 2000004410 Postage 15,640.00 527.32 527.32 15,112.68 0.00 15,112.68 96.62 20- 200000 -4420 Public Info /Ed/Community Prom 18,375.00 0.00 0.00 18,375.00 0.00 18,375.00 100.00 20- 200000 -4425 Small Tools/Equipment 2,000.00 0.00 0.00 2,000.00 0.00 2,000.00 100.00 Materials & Supplies 57,855.00 990.18 990.18 56,864.82 0.00 56,864.82 98.28 E20 Professional Development 20- 200000 -4500 Prof Membership/Dues 36,360.00 8,691.76 81691.76 27,668.24 0.00 27,668.24 76.09 20- 200000 -4505 Staff Development 9,270.00 87.80 87.80 9,182.20 0.00 9,182.20 99.05 20- 200000 -4510 Travel/Meals /Lodging 36,110.00 43.20 43.20 36,066.80 0.00 36,066.80 99.88 20- 200000 -4520 Mileage Reimbursement 250.00 0.00 0.00 250.00 0.00 250.00 100.00 Professional Development 81,990.00 8,822.76 8,822.76 73,167.24 0.00 73,167.24 89.23 E25 Liability Insurance 20- 200000 -4550 Liability Insurance 56,000.00 0.00 0.00 56,000.00 0.00 56,000.00 100.00 Liability Insurance 56,000.00 0.00 0.00 56,000.00 0.00 56,000.00 100.00 E30 Utilities 20- 2000004600 Telephone 6,500.00 477.64 477.64 6,022.36 0.00 6,022.36 92.65 20- 2000004605 Cellular Service 9,500.00 0.00 0.00 9,500.00 0.00 9,500.00 100.00 20- 2000004610 Gas - Building 500.00 12.73 12.73 487.27 0.00 487.27 97.45 20- 200000 -4615 Water - Building 2,000.00 0.00 0.00 2,000.00 0.00 2,000.00 100.00 20- 2000004620 Electric - Building 7,000.00 0.00 0.00 7,000.00 0.00 7,000.00 100.00 Utilities 25,500.00 490.37 490.37 25,009.63 0.00 25,009.63 98.07 F40 Fixed Assets 20- 2000004700 Depreciation 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20- 2000004750 G/L On Disposal of Fixed Asset 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Fixed Assets 0.00 0.00 0.00 0.00 0.00 0.00 0.00 E50 Other Financing Uses 20- 200000 -4900 Other Financing Uses 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Other Financing Uses 0.00 0.00 0.00 0.00 0.00 0.00 0.00 E55 Non Operating - Other GL - Expens0Budget( 08/04/2009 - 4:11 PM) 0 Page 6 GL - Expenses vs Budget ( 08/04/2009 - 4:11 PM ) Page 7 Account Aer Description Budgeted Amount Period Aot YTD Amount YTD Var Encumbered Amt AvailableAvailable 20- 200000 -4950 Non Operating Expense 100,000.00 0.00 0.00 100,000.00 0.00 100,000.00 100.00 20- 200000 -4990 Contingency 150,000.00 0.00 0.00 150,000.00 0.00 150,000.00 100.00 20- 200000 -4995 Transfer Out 400,000.00 0.00 0.00 400,000.00 0.00 400,000.00 100.00 Non Operating - Other 650,000.00 0.00 0.00 650,000.00 0.00 650,000.00 100.00 20- 200000 Totals: 2,153,205.00 83,995.86 83,995.86 2,069,209.14 887.40 2,068,321.74 96.05 20- 200001 Sewer Maint E25 Liability Insurance 20- 2000014550 Swr Liability Insurance 10,000.00 0.00 0.00 10,000.00 0.00 10,000.00 100.00 Liability Insurance 10,000.00 0.00 0.00 10,000.00 0.00 10,000.00 100.00 E41 Sewer Maint - Salary/Benefit 20- 2000014001 Swr Maint - Regular Salaries 187,600.00 9,443.36 9,443.36 178,156.64 0.00 178,156.64 94.96 20- 200001 -4002 Swr Maint - PT Salaries 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20- 200001 -4005 SwrMaint - Overtime 20,300.00 119.10 119.10 20,180.90 0.00 20,180.90 99.41 20- 200001 -4040 Compensated Absences 3,700.00 0.00 0.00 3,700.00 0.00 3,700.00 100.00 20- 200001 -4100 Swr Maint - Cafeteria Plan 28,800.00 1,605.99 1,605.99 27,194.01 0.00 27,194.01 94.42 20- 2000014105 SwrMaint - Medicare ER 3,300.00 144.97 144.97 3,155.03 0.00 3,155.03 95.60 20-2000014115 Swr Maint - PERS ER 25,300.00 1,319.93 1,319.93 23,980.07 0.00 23,980.07 94.78 20- 200001 -4120 Swr Maint - PERS EE 14,100.00 661.05 661.05 13,438.95 0.00 13,438.95 95.31 20- 200001 -4125 Swr Maint - Def Medical RHS 1,900.00 94.44 94.44 1,805.56 0.00 1,805.56 95.02 20- 2000014130 Benefit Administration 500.00 15.73 15.73 484.27 0.00 484.27 96.85 20- 2000014135 Swr Maint - Unemployment 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20- 2000014140 Swr Maint - Workers Comp 14,700.00 2,582.27 2,582.27 12,117.73 0.00 12,117.73 82.43 Sewer Maint - Salary/Benefit 300,200.00 15,986.84 15,986.84 284,213.16 0.00 284,213.16 94.67 E42 Sewer Maint Operations 20- 2000014300 Sewer Maint- Claims 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20- 200001 4305 Sewer Maint -Pump Stn Contract 100,000.00 2,912.52 2,912.52 97,087.48 0.00 97,087.48 97.08 20- 200001 -4320 Sewer Maint -Sewer Line Maint 275,000.00 0.00 0.00 275,000.00 0.00 275,000.00 100.00 20- 2000014335 Sewer Maint - Equipment Maint 75,000.00 1,927.74 1,927.74 73,072.26 0.00 73,072.26 97.43 20- 200001 4350 Sewer Maint - Property Lease 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20- 2000014359 Sewer Maint -Sewer Line Tele 25,000.00 0.00 0.00 25,000.00 0.00 25,000.00 100.00 20- 200001 -4380 Sewer Maint -FOG Prog Contract 100,000.00 0.00 0.00 100,000.00 0.00 100,000.00 100.00 20- 200001 -4405 Sewer Maint- MultiMed/Blueprin 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20- 2000014425 Sewer Maint -Small Tools/Eq 40,000.00 1,533.81 1,533.81 38,466.19 0.00 38,466.19 96.16 20- 200001-4430 Sewer Maint- Material/Supplies 40,000.00 1,666.62 1,666.62 38,333.38 0.00 38,333.38 95.83 20- 2000014505 Sewer Maint -Staff Development 5,400.00 0:00 0.00 5,400.00 0.00 5,400.00 100.00 20- 2000014510 Sewer Maint-Travel/Meals 500.00 0.00 0.00 500.00 0.00 500.00 100.00 20- 200001 -4625 Sewer Maint- Water Pumps 4,000.00 0.00 0.00 4,000.00 0.00 4,000.00 100.00 GL - Expenses vs Budget ( 08/04/2009 - 4:11 PM ) Page 7 Account Number Description Budgeted Amount Period Amount YTD Amount YTD Var Encumbered Amt Available % Available 20-200001-4630 Sewer Maint - Electric Pumps 98,000.00 0.00 0.00 98,000.00 0.00 98,000.00 100.00 Sewer Maint Operations 762,900.00 8,040.69 8,040.69 754,859.31 0.00 754,859.31 98.94 E65 Capital Improvement Program 20-200001-4995 Capital Outlay 0.00 0.00 0.00 0.00 15,281.79 (15,281.79) 0.00 Capital Improvement Program 0.00 0.00 0.00 0.00 15,281.79 (15,281.79) 0.00 20- 200001 Totals: 1,073,100.00 24,027.53 24,027.53 1,049,072.47 15,281.79 1,033,790.68 96.33 20- 200100 Capital Outlay E65 Capital Improvement Program 20- 200100 -4995 Capital Outlay 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Capital Improvement Program 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20- 200100 Totals: 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20- 200429 Bristol Pump Station E65 Capital Improvement Program 20- 2004294300 Bristol St Pump - Contract Labor 0.00 534.50 534.50 (534.50) 0.00 (534.50) 0.00 Capital Improvement Program 0.00 534.50 534.50 (534.50) 0.00 (534.50) 0.00 20- 200429 Totals: 0.00 534.50 534.50 (534.50) 0.00 (534.50) 0.00 20- 200449 Sinking Fd/Future Sewer Lines E65 Capital Improvement Program 20- 200449 -4300 Sinking Fund #149 /Swr -Contr Sv 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Capital Improvement Program 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20- 200449 Totals: 0.00 0.00 0.00 0.00 0.00 0.00 0.00 GL - Expense Budget ( 08/04/2009 - 4:11 PM) . Page 8 Account Aber Budgeted At r Description Amount Period YTD Amount YTD Var Encumbered Amt Availabo Available 20- 200456 Earthquake/Major Emer Swr Rep E65 Capital Improvement Program 20- 200456 -4300 Earthquake /Emergency -Contr Sv 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Capital Improvement Program 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20- 200456 Totals: 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20- 200459 Televising Swr Lines E65 Capital Improvement Program 20- 200459 -4300 Televising Swr#159 -Contr Svc 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Capital Improvement Program 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20- 200459 Totals: 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20- 200464 Misc. Swr Work/Manhole Adj. E65 Capital Improvement Program 20- 200464 -4300 Misc Swr Wk#164 -Cont Svc 279,600.00 3,030.87 3,030.87 276,569.13 41,215.42 235,353.71 84.17 Capital Improvement Program 279,600.00 3,030.87 3,030.87 276,569.13 41,215.42 235,353.71 84.17 20- 200464 Totals: 279,600.00 3,030.87 3,030.87 276,569.13 41,215.42 235,353.71 84.17 20- 200468 Tustin Pump Stn Remodel E65 Capital Improvement Program 20- 200468 -4300 Irvine/Tustin Pump Stn #168 -Con 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Capital Improvement Program 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20- 200468 Totals: 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20- 200470 Emerg Response Plan Pump Stn E65 Capital Improvement Program 20- 200470 -4300 Emerg Pump Plan -Contr Svc 0.00 5,080.00 5,080.00 (5,080.00) 0.00 (5,080.00) 0.00 Page 9 GL - Expenses vs Budget ( 08/04/2009 - 4:11 PM) Account Number Description Budgeted Amount Period Amount YTD Amount YTD Var Encumbered Amt Available % Available Capital Improvement Program 0.00 5,080.00 5,080.00 (5,080.00) 0.00 (5,080.00) 0.00 20- 200470 Totals: 0.00 5,080.00 5,080.00 (5,080.00) 0.00 (5,080.00) 0.00 20- 200471 Irvine PS Frce Main #171 E65 Capital Improvement Program 20- 200471 -4300 Irvine PS Frce Main# 17 1 -Contr 440,000.00 0.00 0.00 440,000.00 0.00 440,000.00 100.00 Capital Improvement Program 440,000.00 0.00 0.00 440,000.00 0.00 440,000.00 100.00 20- 200471 Totals: 440,000.00 0.00 0.00 440,000.00 0.00 440,000.00 100.00 20- 200575 OCSD Grant E65 Capital Improvement Program 20-200575-4215 OCSD Grant #175 - Eng Svc 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20- 200575 -4300 OCSD Grant # 175 - Cont Svc 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Capital Improvement Program 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20- 200575 Totals: 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20- 200601 Westside Abandonment #101 E65 Capital Improvement Program 20-200601-4300 Westside Aband# 10 1 -Cont Svc 250,000.00 0.00 0.00 250,000.00 0.00 250,000.00 100.00 Capital Improvement Program 250,000.00 0.00 0.00 250,000.00 0.00 250,000.00 100.00 20- 200601 Totals: 250,000.00 0.00 0.00 250,000.00 0.00 250,000.00 100.00 20- 200676 WDR Phase III #176 E65 Capital Improvement Program 20- 200676 -4300 WDR Ph III # 176 - Contr Svc 0.00 0.00 0.00 0.00 0.00 0.00 0.00 GL - Expens0Budget( 08/04/2009 - 4:11 PM) 0 0 Page 10 Account Aer Description Budgeted Amount Period Ai*t YTD Amount YTD Var Encumbered Amt AvailaboAvailable Capital Improvement Program 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20- 200676 Totals: 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20- 200677 Capital Facility Aq #177 E65 Capital Improvement Program 20- 200677 -4300 Capital Fac Aq #177 -Contr Svc 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Capital Improvement Program 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20- 200677 Totals: 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20- 200678 Replace Sewer Bypass #178 E65 Capital Improvement Program 20- 200678 -4300 Rep Swr Bypass #178 -Contr Svc 75,000.00 0.00 0.00 75,000.00 0.00 75,000.00 100.00 Capital Improvement Program 75,000.00 0.00 0.00 75,000.00 0.00 75,000.00 100.00 20- 200678 Totals: 75,000.00 0.00 0.00 75,000.00 0.00 75,000.00 100.00 20- 200679 Building/Grounds Fund #179 E65 Capital Improvement Program 20- 2006794300 Bld/Grds Fund #179 -Contr Svc 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Capital Improvement Program 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20- 200679 Totals: 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20- 200780 Fog #180 E65 Capital Improvement Program 20- 200780 -4300 Fog Program# 180 - Contract Svc 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Capital Improvement Program 0.00 0.00 0.00 0.00 0.00 0.00 0.00 GL - Expenses vs Budget ( 08/04/2009 - 4:11 PM) Page 11 Account Number Description Budgeted Amount Period Amount YTD Amount YTD Var Encumbered Amt Available % Available 20- 200780 Totals: 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20- 200781 Newp /19th Swr # 181 E65 Capital Improvement Program 20- 200781 -4300 Newp /19th Swr #181 Contr Svc 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Capital Improvement Program 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20- 200781 Totals: 0.00 0.00 0.00 0.00 0.00 0.00 0.00 20- 200882 Analysis of CCTV Results # 182 E65 Capital Improvement Program 20- 200882 -4300 Analysis of CCTV Results #182 0.00 18,487.50 18,487.50 (18,487.50) 0.00 (18,487.50) 0.00 Capital Improvement Program 0.00 18,487.50 18,487.50 (18,487.50) 0.00 (18,487.50) 0.00 20- 200882 Totals: 0.00 18,487.50 18,487.50 (18,487.50) 0.00 (18,487.50) 0.00 20- 200883 System Wide Repair Prog #183 E65 Capital Improvement Program 20- 2008834300 Systm Wide Repair Program #18 700,000.00 0.00 0.00 700,000.00 0.00 700,000.00 100.00 Capital Improvement Program 700,000.00 0.00 0.00 700,000.00 0.00 700,000.00 100.00 20- 200883 Totals: 700,000.00 0.00 0.00 700,000.00 0.00 700,000.00 100.00 20- 200886 Sewer Lateral Program #186 E65 Capital Improvement Program 20- 2008864300 Sewer Lateral Program #186 150,000.00 12,144.25 12,144.25 137,855.75 0.00 137,855.75 91.90 Capital Improvement Program 150,000.00 12,144.25 12,144.25 137,855.75 0.00 137,855.75 91.90 20- 200886 Totals: 12,144.25 12,144.25 137,855.75 0.00 137,855.75 91.90 150,000.00 Page 12 GL - ExpensisBudget( 08/04/2009 - 4:11 PM) GL - Expenses vs Budget ( 08/04/2009 - 4:11 PM ) Page 13 Account Aber °10 Description Budgeted Amount Period Amo'ifnt YTD Amount YTD Var Encumbered Amt Available Available 20 Totals: 5,120,905.00 147,300.51 147,300.51 4,973,604.49 57,384.61 4,916,219.88 96.00 21 Sewer Construction Fund 21- 200000 Liquid Administration E55 Non Operating - Other 21- 200000 -4995 Transfer Out 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Non Operating - Other 0.00 0.00 0.00 0.00 0.00 0.00 0.00 21- 200000 Totals: 0.00 0.00 0.00 0.00 0.00 0.00 0.00 21 Totals: 0.00 0.00 0.00 0.00 0.00 0.00 0.00 30 Facilities Revolving Fund 30- 200887 District Yard E65 Capital Improvement Program 30- 200887 -4300 District Yard 2,403,362.00 13,417.00 13,417.00 2,389,945.00 0.00 2,389,945.00 99.44 Capital Improvement Program 2,403,362.00 13,417.00 13,417.00 2,389,945.00 0.00 2,389,945.00 99.44 30- 200887 Totals: 2,403,362.00 13,417.00 13,417.00 2,389,945.00 0.00 2,389,945.00 99.44 30 Totals: 2,403,362.00 13,417.00 13,417.00 2,389,945.00 0.00 2,389,945.00 99.44 Report Totals: 12,233,126.15 70,418.34 12,162,707.81 96.36 12,621,577.00 388,450.85 388,450.85 GL - Expenses vs Budget ( 08/04/2009 - 4:11 PM ) Page 13 General Ledger Balance Sheet COSTA 9YE SA ,SA9VITA 1RT 1OI,STRICT ... an Independent Special District User: tgonzalez Printed: 08/04/2009 - 4:11 P Period Ending 1 Fiscal Period 1, 2010 Description Amount Solid Waste Fund Assets Cash in Bank 3,557,630.03 Charges /Taxes Receivable 218,155.32 Total Assets 3,775,785.35 Liabilities Compensated Absences Payable 6,378.06 Deferred Revenue 6,489.80 Total Liabilities 12,867.86 Fund- Balance Reserved for Life Insurance 25,000.00 for Operating 1,352,000.00 •Reserve Unreserved Undesignated RE 2,616,791.96 Total Fund - Balance 3,993,791.96 Retained Earnings: (230,874.47) Total Fund Balance and Retained Earnings: 3,762,917.49 Total Liabilities, Fund -Balance and Retained Earnings: 3,775,785.35 • GL - Balance Sheet ( 08/04/2009 - 4:11 PM ) Page 1 Description Amount Liquid Waste Fund 51,759.11 Assets 122,086.72 Cash In Bank 5,999,423.90 Petty Cash/Change Funds 700.00 Accounts Receivable 10,178.70 Charges /Taxes Receivable 119,234.53 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 22,412,236.00 Liabilities Compensated Absences Payable 51,759.11 Retention's Payable 122,086.72 PERS Medical 6,089.56 Life/AD &D Insurance 330.0 Long -Term Disability 404. Dental Insurance 630.7 Employee Insurance 1,548.27 Due to OCSD 5,048.47 Total Liabilities 187,897.83 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 1,859,916.69 Total Fund - Balance 22,389,491.58 Retained Earnings: (165,153.41) Total Fund Balance and Retained Earnings: 22,224,338.17 Total Liabilities, Fund - Balance and Retained Earnings: 22,412,236.00 GL - Balance Sheet ( 08/04/2009 - 4:11 PM ) Page 2 Description Amount Sewer Construction Fund • Assets Cash and Investments 100,000.00 • i 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 ( 08/04/2009 - 4:11 PM ) Page 3 Description Amnnnt Facilities Revolving Fund Assets • Cash and Investments 2,079,111.58 Land 901,691.41 Construction In Progress 167,160.90 Total Assets 3,147,963.89 Fund - Balance Reserved for Capital Outlay 96,905.69 Investment in Fixed Assets 1,068,852.31 Secured Retained Earnings 2,000,273.68 Total Fund -Balance 3,166,031.68 Retained Earnings: (18,067.79) Total Fund Balance and Retained Earnings: 3,147,963.89 Total Liabilities, Fund - Balance and Retained Earnings: 3,147,963.89 is GL - Balance Sheet ( 08/04/2009 - 4:11 PM) Page 4 General Ledger 0 Revenue Analysis COSTS MESA SIWIT -AR DISTRICT ari Indepandent Speciad Oistrict User: tgonzalez Printed: 08/04/2009 - 4:11 P Period 1, 2010 Account Number Description Budgeted Revenue Period Revenue YTD Revenue Uncollected Balance Percent Received 10 Solid Waste Fund 10- 000000 -3000 Charges for Services 3,000.00 0.00 0.00 3,000.00 0.00 10- 000000 -3001 Secured Property Tax 0.00 0.00 0.00 0.00 0.00 10- 000000 -3002 Unsecured Property Tax 0.00 0.00 0.00 0.00 0.00 10- 000000 -3003 Supplemental Property Tax 0.00 0.00 0.00 0.00 0.00 10- 000000 -3004 Homeowner Taxes 0.00 0.00 0.00 0.00 0.00 10- 000000 -3005 Misc- Delq/Penalty/PY Tx 0.00 0.00 0.00 0.00 0.00 10- 000000 -3006 Public Utility 0.00 0.00 0.00 0.00 0.00 10- 000000 -3007 Customer Refunds 0.00 0.00 0.00 0.00 0.00 10- 000000 -3100 Licenses & Permits 0.00 0.00 0.00 0.00 0.00 10- 000000 -3300 Investment Earnings 45,000.00 (21,273.59) (21,273.59) 66,273.59 -47.27 10- 000000 -3310 Fair Market Value Adjustment 0.00 (11,977.62) (11,977.62) 11,977.62 0.00 10- 000000 -3400 From Other Agencies 0.00 0.00 0.00 0.00 0.00 10- 000000 -3405 Grants 0.00 3,255.08 3,255.08 (3,255.08) 0.00 10- 000000 -3510 Additional Container Charge 115,000.00 0.00 0.00 115,000.00 0.00 10- 000000 -3525 Other Charges for Services 0.00 0.00 0.00 0.00 0.00 10- 000000 -3600 Annual Charge 5,140,000.00 0.00 0.00 5,140,000.00 0.00 10- 000000 -3700 Contributions 25,000.00 25,855.00 25,855.00 (855.00) 103.42 10- 000000 -3725 Other Reimbursements 0.00 1,000.00 1,000.00 (1,000.00) 0.00 10 Totals: 5,328,000.00 (3,141.13) (3,141.13) 5,331,141.13 -0.06 20 Liquid Waste Fund 20- 000000 -3000 Charges For Services 10,000.00 0.00 0.00 10,000.00 0.00 20- 000000 -3007 Customer Refund 0.00 0.00 0.00 0.00 0.00 20- 000000 -3100 Sewer Permits 10,000.00 330.00 330.00 9,670.00 3.30 20- 000000 -3300 Investment Earnings 85,000.00 0.00 0.00 85,000.00 0.00 20- 000000 -3310 Fair Market Adjustment 0.00 (18,751.24) (18,751.24) 18,751.24 0.00 20- 000000 -3400 From Other Agencies 0.00 0.00 0.00 0.00 0.00 20- 000000 -3500 Permits /Inspection Fees 25,000.00 320.00 320.00 24,680.00 1.28 20- 000000 -3505 OCSD Fees -CMSD Share 0.00 248.34 248.34 (248.34) 0.00 20- 000000 -3515 Sale of Maps & Publications 0.00 0.00 0.00 0.00 0.00 20- 000000 -3525 Other Charges for Services 0.00 0.00 0.00 0.00 0.00 GL - Revenue Analysis ( 08/04/2009 - 4:11 PM ) Page 1 Account Number Description Budgeted Revenue Period Revenue YTD Revenue Uncollected Balance Percent Received 20- 000000 -3600 Annual Charge 4,994,000.00 0.00 0.00 4,994,000.00 0.00 20- 000000 -3700 Contributions 0.00 0.00 0.00 0.00 0.00 20- 000000 -3725 Other Reimbursements 0.00 0.00 0.00 0.00 0.00 20- 000000 -3995 Transfer In 0.00 0.00 0.00 0.00 0.00 20 Totals: 5,124,000.00 (17,852.90) (17,852.90) 5,141,852.90 -0.35 21 Sewer Construction Fund 21- 000000 -3300 Investment Earnings 0.00 0.00 0.00 0.00 0.00 21- 000000 -3310 Fair Market Value Adj 0.00 0.00 0.00 0.00 0.00 21 Totals: 0.00 0.00 0.00 0.00 0.00 30 Facilities Revolving Fund 30- 000000 -3210 Fixture Fees 0.00 1,492.50 1,492.50 (1,492.50) 0.00 30- 000000 -3220 Sewer Connection Fees 0.00 0.00 0.00 0.00 0.00 30- 000000 -3300 Investment Earnings 0.00 0.00 0.00 0.00 0.00 30- 000000 -3310 Fair Market Value Adjustment 0.00 (6,143.29) (6,143.29) 6,143.29 0.00 30- 000000 -3340 Rental Revenue 0.00 0.00 0.00 0.00 0.00 30- 000000 -3525 Other Charges for Services 0.00 0.00 0.00 0.00 0.00 30- 000000 -3995 Residual Fund Transfer 400,000.00 0.00 0.00 400,000.00 0.00 30 Totals: 400,000.00 (4,650.79) (4,650.79) 404,650.79 -1.16 Report Totals: 10,852,000.00 (25,644.82) (25,644.82) 10,877,644.82 -0.24 GL - Revenle alysis ( 08/04/2009 - 4:11 PM ) 0 Is Page 2 Meeting Date Item Numbe 8/27109 V. 15. COST,A 9VESA SUN17AeZ,`q)zS7RIc2' Memorandum To: Board of Directors ... an Independent Specia[ Di sti ict From: Marc Davis, Treasurer /Director of Finances Date: August 6, 2009 Subject: Treasurer's Report for the Month of July 2009 Attached is the Treasurer's Report for the month of July 2009. 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 July 31, 2009. The District's investments are in compliance with the Statement of Investment Policy adopted by the Board at the July 23, 2009 regular meeting, as well as the California Government Code. The market values in this report were provided by our third party custodian, Bank of New York, except for the Local Agency Investment Fund (LAIF). The market value of LAW was provided by the State Treasurer's Office. It does not represent the value of the underlying securities within the pool, but rather the par or cost amount, which is the amount the District is entitled to withdraw. This reporting practice is consistent with industry standard practices for similar funds, The weighted average stated rate of return (current yield) for the District's investment portfolio as of July 31, 2009, was 2.065 %. The yield to maturity of the portfolio was 2.044 %. The District's weighted average interest rate was 107 basis points (1.075 %) above the daily effective yield of LAIF, which was 0.99% as of July 31, 2009. The weighted average number of days to maturity for the District's total portfolio was 658 days (1.80 years). The average duration of the underlying securities in LAW as of July 31, 2009, which is the most current information available, was 204 days. Protecting our community's hearth 6y prolong solid waste and server correction services. crosdca.gov 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 July 31, 2009 was 54.52 %. As of July 31, 2009, 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 July 31, 2009 � 1 LJ CMSD Solid Waste Activities CMSD Liquid Waste Activities Total Pooled Cash & Investments • Costa Mesa Sanitary District Pooled Cash and Investments by Fund as of July 31, 2009 Marcus D. Davis Date Treasurer /Director of Finance 3 $ 3,557,630.03 178.535.48 $ 11, 736,165.51 Deposits Outstanding Active Accounts Bank Balance In Transits Checks Book Balance Bank of America $ 57,228.86 150.00 303,383.96 $ (246,005.10) Reconciling Items - - - - Total Active Accounts 57,228.86 150.00 303,383.96 (246,005.10) Market Adjustment Investments Market Value Increase Decrease Cost Local Agency Investment Fund $ 6,505,223.27 - $ 6,505,223.27 Money Market/Sweep Account 36,507.34 - 36,507.34 Federal Agency Securities 5,456,437.50 - 15,997.50 5,440,440.00 Total Investments 11,998,168.11 - 15,997.50 11,982,170.61 Total Pooled Cash & Investments $ 12,055,396.97 $ 150.00 $ 319,381.46 $ 11,736,165.51 CMSD Solid Waste Activities CMSD Liquid Waste Activities Total Pooled Cash & Investments • Costa Mesa Sanitary District Pooled Cash and Investments by Fund as of July 31, 2009 Marcus D. Davis Date Treasurer /Director of Finance 3 $ 3,557,630.03 178.535.48 $ 11, 736,165.51 COSTA MESA SANITARY DISTRICT Investment Activity Summary as of July 31, 2009 Total investments outstanding as of June 30, 2009 $ 12,544,594.59 Additions: Gain on Sale of Investment: - Investment Purchases: 1,440,440.00 Deductions: Investment Maturity /Sale Proceeds: - Loss on Sale of Investment: - Investments Called: - Net increase (decrease) in Sweep Account (1,085,435.11) Net increase (decrease) in LAIF (917,428.87) Total investments outstanding as of July 31, 2009 $ 11,982,170.61 • n • CUSIP Number Investment n/a Local Agency Investment Fund n/a Bank of New York -Sweep Acct 3133XRGZ7 Federal Home Loan Bank 31331 GKJ7 Federal Farm Credit Bank 3133XSWG9 Federal Home Loan Bank 3133XT2W5 Federal Home Loan Bank 3136FHF59 Federal National Mortgage Assoc. 3136FHK61 Federal National Mortgage Assoc. "Represents the LAIF daily rate at 7/31/09 COSTA MESASITARY DISTRICT • Investment and Investment Earnings as of July 31, 2009 5 Interest Purchase Maturity Coupon Investment Earned at Date Date Rate Cost 07/31/09 Comments n/a n/a 0.990% $ 6,505,223.27 n/a ** n/a n/a 0.010% 36,507.34 n/a 06/24/08 06/24/11 3.550% 1,000,000.00 3,648.67 01/21/09 01/21/14 3.000% 1, 000, 000.00 833.33 02/05109 02/05/14 2.875% 1,000,000.00 14,055.55 02/26/09 02/26/13 3.050% 1,000,000.00 13,131.94 07/01/09 07/01/14 4.000% 1,000,000.00 3,333.33 07/07/09 07/07/14 4.150% 440,440.00 1,217.33 $ 11, 982,170.61 $ 36, 220.15 5 COSTA MESA SANITARY DISTRICT Summary of Policy Limitations as of July 31, 2009 Description U.S. Treasury Bills U.S. Treasury Notes Federal Agency Issues: FICB FLB FHLB FHLMC FNMA FFCB Other Banker's Acceptances Certificates of Deposit Negotiable Certificates of Deposits Commercial Paper Medium Term Corporate Notes LAIF (Local Agency Investment Fund) Money Market/Mutual Funds (Sweep Acct) Total • of portfolio maturing under one year • of portfolio maturing over one year Current % of Market Value 07/31/09 Maximum % 0.00% UNLIMITED 0.00% UNLIMITED 0.00% UNLIMITED 0.00% UNLIMITED 25.21% UNLIMITED 0.00% UNLIMITED 12.00% UNLIMITED 8.26% UNLIMITED 0.00% UNLIMITED 0.00% 25%(1) 0.00% 25% 0.00% 25%(1) 0.00% 25%(1) 0.00% 25%(1) 54.22% 40,000,000.00 0.30% 10% per fund (2) 100.00% 54.52% no less than 20% 45.48% 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 A • 1�1 • — Represents the LAIF daily rate at 7/31/09 7 COSTA MESA SANITARY DISTRICT Schedule of Investments by Instrument Type as of July 31, 2009 Purchase Maturity Coupon Investment % of Market % of Description Broker /Dealer Date Date Rate Cost Portfolio Value Portfolio Comments State Treasurer's Pool LAIF n/a Continuous 0.990% — $ 6,505,223.27 $ 6,505,223.27 POOL 6,505,223.27 54.29% 6,505,223.27 54.22% Money Market Mutual Fund Bank of New York n/a Continuous 0.010% 36,507.34 36,507.34 SWEEP 36,507.34 0.30% 36,507.34 0.30% Federal Farm Credit Bank Union Banc 01/21/09 01/21/14 3.000% 1,000,000.00 991,250.00 FFCB 1,000,000.00 8.35% 991,250.00 8.26% Federal Home Loan Notes & Bonds Morgan Stanley 06/24/08 06/24/11 3.550% 1,000,000.00 1,026,875.00 FHLB Federal Home Loan Notes & Bonds Union Banc 02105/09 02/05/14 2.875% 1,000,000.00 991,562.50 FHLB Federal Home Loan Notes & Bonds Union Banc 02/26/09 02126/13 3.050% 1,000,000.00 1,006,875.00 FHLB 3,000,000.00 25.04% 3,025,312.50 25.21% Federal National Mortgage Assoc. Union Banc 07/01/09 07/01/14 4.000% 1,000,000.00 1,001,250.00 FNMA Federal National Mortgage Assoc. Union Banc 07/07/09 07/07/14 4.150% 440,440.00 438,625.00 FNMA 1,440,440.00 12.02% 1,439,875.00 12.00% Total Investments $ 11,982,170.61 100.00% $ 11,998,168.11 100.00% — Represents the LAIF daily rate at 7/31/09 7 Broker /Dealer Local Agency Investment Fund Bank of New York Morgan Stanley Union Banc Union Banc Union Banc Union Banc Union Banc Total Investment Portfolio Total Portfolio Weighted Avg Interest Rate Weighted Avg Yield to Maturity Weighted Avg Days to Maturity COSTA MESA SANITARY DISTRICT Investment Portfolio as of July 31, 2009 Investment Purchase Maturity Days to Coupon Yield to Type Date Date Maturity Rate MaturitV Pool 1 0.990% ** 0.990% Sweep 1 0.010% 0.010% FHLB 06/24/08 06/24/11 693 3.550% 3.550% FFCB 01/21109 01/21/14 1,635 3.000% 2.978% FHLB 02105/09 02/05/14 1,650 2.875% 2.875% FHLB 02/26/09 02/26/13 1,306 3.050% 3.050% FNMA 07/01/09 07/01/14 1,796 4.000% 3.960% FNMA 07/07/09 07/07/14 1,802 4.150% 3.708% "Represents the LAIF daily rate at 7/31/09 2.065 % 2.044% 658 Days 1.80 Years Investment Cost $ 6,505,223.27 36, 507.34 1,000,000.00 1, 000, 000.00 1, 000, 000.00 1,000,000.00 1, 000, 000.00 440,440.00 $ 11, 982,170.61 0 40 0 COSTA MESA SANITARY DISTRICT For all Maturities with Market Values as of July 31, 2009 " *Represents the LAIF daily rate at 7/31/09 0 Net Purchase Maturity Intuition Investment Coupon Investment Market Accrued Gain /(Loss) Date Date Broker /Dealer Type Par Rate Cost Value Interest If Sold n/a Continuous LAIF POOL $ 6,505,223.27 0.990% 6,505,223.27 6,505,223.27 - - n/a Continuous Bank of New York SWEEP 36,507.34 0.010% 36,507.34 36,507.34 - - 01/21/09 01/21/14 Union Banc FFCB 1,000,000.00 3.000% 1,000,000.00 991,250.00 833.33 (8,750.00) 06/24/08 06/24/11 Morgan Stanley FHLB 1,000,000.00 3.550% 1,000,000.00 1,026,875.00 3,648.67 26,875.00 02/05/09 02/05/14 Union Banc FHLB 1,000,000.00 2.875% 1,000,000.00 991,562.50 14,055.55 (8,437.50) 02/26/09 02/26/13 Union Banc FHLB 1,000,000.00 3.050% 1,000,000.00 1,006,875.00 13,131.94 6,875.00 07/01/09 07/01/14 Union Banc FNMA 1,000,000.00 4.000% 1,000,000.00 1,001,250.00 3,333.33 1,250.00 07/07/09 07/01/14 Union Banc FNMA 440,440.00 4.150% 440,440.00 438,625.00 1,217.33 (1,815.00) Total Investments $ 11,982,170.61 11,982,170.61 11,998,168.11 36,220.15 15,997.50 " *Represents the LAIF daily rate at 7/31/09 0 COSTA MESA SANITARY DISTRICT Call Schedule as of July 31, 2009 Type of Purchase Maturity Coupon Investment Date Date Rate Par Value FFCB 01/21/09 01121/14 3.000% 1,000,000.00 FNMA 07/01/09 07/01/14 4.000% 1,000,000.00 FNMA 07/07/09 07/07/14 4.150% 440,440.00 FHLB 06/24/08 06/24/11 3.550% 1,000,000.00 FHLB 02/05/09 02/05/14 2.875% 1,000,000.00 FHLB 02/26/09 02/26/13 3.050% 1.000.000.00 $ 5,440,440.00 Investment Cost Call Features 1,000,000.00 Callable 4/21/09 and anytime after w/7 days notice. 1,000,000.00 Callable 10/1 /09 and anytime after w /10 days notice. 440,440.00 Callable 10/7/09 and anytime after w /10 days notice. 1,000,000.00 Callable 6/24/10 w/ 5 days notice. 1,000,000.00 Callable 2/5/10 and anytime after w/5 days notice. 1,000,000.00 Callable 2/26/10 and anytime after w/5 days notice. 5,440,440.00 0 16 0 - I 0 0 9 - - 11 COSTA MESA SANITARY DISTRICT - MATURITIES DISTRIBUTION as of July 31, 2009 70% .. ------------------------------------------------------------------------------- ------------------------------------------------------------------------- - - - - -- Cost 60%-' In Thousands 60% - - -- ----------------------------------------- - - - - -- -------------- - - - - -- 1 - 180 Days $ 6,542 50%-", 181 - 365 Days - 40% ' 28.71% 1 - 2 Years 1,000 30% - - -- --------------------------------- - - - - -- ------------------ 2 - 3 Years - 20% - - -- --------------------------------- - - - - -- ------------------- '' 3 - 4 Years 1,000 8.35% 8.35% ---------- - - - - -- --------------------------------- - - - - -- 4 - 5 Years 2,000 0.00% 0.00% TOTAL $ 10,542 1 -180 181 -365 1 -2 2 -3 3 -4 4 -5 Days Days Years Years Years Years 11 4.00% 3.50% 3.00% 2.50% 2.00% 1.50% 1.00% 0.50% Costa Mesa Sanitary District Yield Curve Data as of July 31, 2009 0.00% 1 1 1 1 1 1 000 0(JI 00�b 000 000 000 000 \rp r10 ti0 �O �O �O �O r�0 �O �O LO ,LO ti0 �O �O �O r10 ti0 \ '\ I\ �I\; 01 �\ N \7\ ^ \ ^�O\ ^ \,gyp\ ��\ ��1 41, 0\�y�\ \�0\ \ryp\ 0 \O\ O \y`l\ 6 \h\ 6\.I A \"�\ 41•�\ 12 3 month T -Bill 6 month T -Bill 2 year T -Note -3 year T -Note 5 year T -Note -CMSD- monthly - LAIF- monthly OC Pool- monthly • • Meetin Date Item Numbe 8/27109 COSTA MESA SANITARY DISTRICT Warrant Resolution No. CMSD 2010 -02 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 $868,851.27 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 27th day of August 2009. ATTEST: Secretary STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss COSTA MESA SANITARY DISTRICT ) President I, JOAN REVAK, Clerk of the Costa Mesa Sanitary District, hereby certify that the foregoing Warrant Resolution No. CMSD 2010 -02 was duly adopted by the Costa Mesa Sanitary District at a regular meeting held on the 27th day of August 2009. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Seal of the Costa Mesa Sanitary District on this 27th day of August 2009. Clerk of the Costa Mesa Sanitary District Accounts Payable Checks for Approval User: tgonzalez Printed: 08/04/2009 - 4:14 PM Check Number Check Date Fund Name Account Name COSTU MESA SjWITT ,f Y l�?IS RIC an Indepandent Special oistrict Vendor Name Amount 0 07/01/2009 Liquid Waste Fund Life/AD &D Insurance Guardian 330.00 0 07/01/2009 Liquid Waste Fund Long -Term Disability Guardian 237.75 0 07/01/2009 Solid Waste Fund Benefits Admin Costs Guardian 0.50 0 07/01/2009 Liquid Waste Fund Benefits Admin Costs Guardian 4.50 Check Total: 572.75 0 07/15/2009 Liquid Waste Fund Federal Withholding Taxes Internal Revenue Service 4,184.41 0 07/15/2009 Liquid Waste Fund Medicare - Employee Internal Revenue Service 470.36 0 07/15/2009 Liquid Waste Fund Medicare - Employee Internal Revenue Service 360.88 0 07/15/2009 Liquid Waste Fund Medicare - Employee Internal Revenue Service 109.48 Check Total: 5,125.13 0 07/15/2009 Liquid Waste Fund State Withholding Taxes State of Cal Emp Dev Dept 1,263.97 Check Total: 1,263.97 0 07/15/2009 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 110.70 0 07/15/2009 Liquid Waste Fund PERS Retirement Cal Pens Employee Ret System 34.53 0 07/15/2009 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 199.31 0 07/15/2009 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 62.18 0 07/15/2009 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 1,581.17 0 07/15/2009 Liquid Waste Fund PERS Retirement Cal Pets Employee Ret System 2 ,847.20 0 07/15/2009 Liquid Waste Fund PERS Survivor Benefit Cal Pers Employee Ret System 11.16 0 07/15/2009 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 493.32 0 07/15/2009 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 888.31 Check Total: 6,227.88 0 07/29/2009 Liquid Waste Fund Federal Withholding Taxes Internal Revenue Service 150.00 0 07/29/2009 Liquid Waste Fund FICA - Employee Internal Revenue Service 328.85 AP - CheekAmfw Approval ( 08/04/2009 - 4:14 PM) e 1 Check Ser Check Date Fund Name Account Name • Vendor Name Amount 0 07/29/2009 Liquid Waste Fund FICA - Employee Internal Revenue Service 328.85 0 07/29/2009 Liquid Waste Fund Medicare - Employee Internal Revenue Service 76.92 0 07/29/2009 Liquid Waste Fund Medicare - Employee Internal Revenue Service 76.92 Check Total: 961.54 0 07/29/2009 Liquid Waste Fund Federal Withholding Taxes Internal Revenue Service 4,048.56 0 07/29/2009 Liquid Waste Fund Medicare - Employee Internal Revenue Service 452.55 0 07/29/2009 Liquid Waste Fund Medicare - Employee Internal Revenue Service 344.80 0 07/29/2009 Liquid Waste Fund Medicare - Employee Internal Revenue Service 107.75 Check Total: 4,953.66 0 07/29/2009 Liquid Waste Fund State Withholding Taxes State of Cal Emp Dev Dept 1,228.25 Check Total: 1,228.25 0 07/29/2009 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 104.69 0 07/29/2009 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 34.53 0 07/29/2009 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 188.49 0 07/29/2009 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 62.18 0 07/29/2009 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 1,495.33 0 07/29/2009 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 2,692.65 0 07/29/2009 Liquid Waste Fund PERS Survivor Benefit Cal Pers Employee Ret System 11.16 0 07/29/2009 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 493.32 0 07/29/2009 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 888.31 Check Total: 5,970.66 0 07/15/2009 Solid Waste Fund Investment Earnings Bank of America 409.79 Check Total: 409.79 6452 07/02/2009 Solid Waste Fund Building Maintenance 949 Storage 16.00 6452 07/02/2009 Liquid Waste Fund Building Maintenance 949 Storage 144.00 Check Total: 160.00 6453 07/02/2009 Liquid Waste Fund Misc Swr Wk#164 -Cont Svc Andy Gump 100.00 Check Total: 100.00 6454 07/02/2009 Liquid Waste Fund Sewer Maint- Equipment Maint Bee Busters 125.00 AP - Checks for Approval ( 08/04/2009 - 4:14 PM) Page 2 Check Number Check Date Fund Name Account Name Vendor Name Amount 6455 07/02/2009 Liquid Waste Fund 6456 07/02/2009 Liquid Waste Fund 6457 07/02/2009 Solid Waste Fund 6458 07/02/2009 Liquid Waste Fund 6459 07/02/2009 Facilities Revolving Fund 6460 07/02/2009 Solid Waste Fund 6460 07/02/2009 Liquid Waste Fund Check Total: Sewer Maint- Water Pumps City of Newport Beach Check Total: Sewer Maint -Pump Stn Contract C &R Drains Check Total: Household Hazardous Waste Curbside, Inc. Check Total: Fog Program #180 - Contract Svc Environmental Engr & Cont, Inc Check Total: District Yard Enovity, Inc. Gas - Building The Gas Company Gas - Building The Gas Company 6461 07/02/2009 Solid Waste Fund Contract Services 6461 07/02/2009 Liquid Waste Fund Contract Services 6462 07/02/2009 Liquid Waste Fund 6462 07/02/2009 Liquid Waste Fund 6462 07/02/2009 Liquid Waste Fund 6462 07/02/2009 Liquid Waste Fund 6462 07/02/2009 Liquid Waste Fund 6462 07/02/2009 Liquid Waste Fund 6462 07/02/2009 Liquid Waste Fund 6462 07/02/2009 Facilities Revolving Fund Engineering /Architectual Sery Plan Ck/Inspection- Inside Plan Ck/Inspection- Outside Plan Ck/Inspeetion- Inside Plan Ck /Inspection- Outside Bristol St Pump - Contract Labor Emerg Pump Plan-Contr Svc District Yard Cassandra Chenevert Cassandra Chenevert Robin B. Hamers & Assoc., Inc. Robin B. Hamers & Assoc., Inc. Robin B. Hamers & Assoc., Inc. Robin B. Hamers & Assoc., Inc. Robin B. Hamers & Assoc., Inc. Robin B. Hamers & Assoc., Inc. Robin B. Hamers & Assoc., Inc. Robin B. Hamers & Assoc., Inc. Check Total: Check Total: Check Total: 125.00 9.87 9.87 198.00 198.00 5,403.15 5,403.15 700.00 700.00 1.67 15.07 16.74 291.37 541.13 832.50 1,400.00 3,145.00 595.00 15,120.00 1,260.00 5,260.50 9,880.00 807.50 AP - Chem Approval ( 08/04/2009 - 4:14 PM) ge 3 Check Aer Check Date Fund Name Account Vendor Name Name Amount Check Total: 37,468.00 6463 07/02/2009 Liquid Waste Fund Sewer Maint- Water Pumps Irvine Ranch Water District 8.57 Check Total: 8.57 6464 07/02/2009 Liquid Waste Fund Misc Swr Wk#164 -Cont Svc Mike Kilbride, LTD 3,800.00 6464 07/02/2009 Liquid Waste Fund Misc Swr Wk #164 -Copt Svc Mike Kilbride, LTD 7,100.00 6464 07/02/2009 Liquid Waste Fund Misc Swr Wk#164 -Cont Svc Mike Kilbride, LTD 300.00 Check Total: 11,200.00 6465 07/02/2009 Solid Waste Fund Equipment Maintenance Konica Minolta Bus Sol U.S.A., 5.27 6465 07/02/2009 Liquid Waste Fund Equipment Maintenance Konica Minolta Bus Sol U.S.A., 47.43 6465 07/02/2009 Solid Waste Fund Equipment Maintenance Konica Minolta Bus Sol U.S.A., 31.93 6465 07/02/2009 Liquid Waste Fund Equipment Maintenance Konica Minolta Bus Sol U.S.A., 287.35 Check Total: 371.98 6466 07/02/2009 Solid Waste Fund District Manager Donald McIntyre 3,150.00 6466 07/02/2009 Liquid Waste Fund District Manager Donald McIntyre 5,850.00 Check Total: 9,000.00 6467 07/02/2009 Solid Waste Fund District Manager Donald McIntyre 173.25 6467 07/02/2009 Liquid Waste Fund District Manager Donald McIntyre 321.75 Check Total: 495.00 6468 07/02/2009 Liquid Waste Fund Sewer Maint- Water Pumps Mesa Consolidated Water Dist 17.50 6468 07/02/2009 Liquid Waste Fund Sewer Maint- Water Pumps Mesa Consolidated Water Dist 15.00 6468 07/02/2009 Solid Waste Fund Water - Building Mesa Consolidated Water Dist 28.75 6468 07/02/2009 Liquid Waste Fund Water - Building Mesa Consolidated Water Dist 258.75 Check Total: 320.00 6469 07/02/2009 Liquid Waste Fund Sewer Maint - Equipment Maint Nextruk 2,213.49 Check Total: 2,213.49 6470 07/02/2009 Solid Waste Fund Public Info/Ed/Community Promo Norseman Plastics Ltd. 2,427.28 AP - Checks for Approval ( 08/04/2009 - 4:14 PM ) Page 4 Check Number Check Date Fund Name Account Name Vendor Name Amount Check Total: 2,427.28 6471 07/02/2009 Solid Waste Fund Office Supplies Office Depot 4.14 6471 07/02/2009 Liquid Waste Fund Office Supplies Office Depot 37.22 6471 07/02/2009 Solid Waste Fund Office Supplies Office Depot 11.01 6471 07/02/2009 Liquid Waste Fund Office Supplies Office Depot 99.05 6471 07/02/2009 Solid Waste Fund Office Supplies Office Depot 14.89 6471 07/02/2009 Liquid Waste Fund Office Supplies Office Depot 133.97 6471 07/02/2009 Solid Waste Fund Office Supplies Office Depot 0.65 6471 07/02/2009 Liquid Waste Fund Office Supplies Office Depot 5.88 Check Total: 306.81 6472 07/02/2009 Liquid Waste Fund Travel /Meals /Lodging Bob Ooten 95.00 Check Total: 95.00 6473 07/02/2009 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 582.33 6473 07/02/2009 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 202.85 6473 07/02/2009 Liquid Waste Fund Sewer Maint- Electric Pumps Southern California Edison 324.38 6473 07/02/2009 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 87.85 6473 07/02/2009 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 39.13 6473 07/02/2009 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 59.38 6473 07/02/2009 Liquid Waste Fund Sewer Maint- Electric Pumps Southern California Edison 506.19 6473 07/02/2009 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 496.86 6473 07/02/2009 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 827.15 6473 07/02/2009 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 75.51 6473 07/02/2009 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 93.19 6473 07/02/2009 Liquid Waste Fund Sewer Maint- Electric Pumps Southern California Edison 125.17 6473 07/02/2009 Liquid Waste Fund Sewer Maint- Electric Pumps Southern California Edison 46.00 6473 07/02/2009 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 424.79 6473 07/02/2009 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 401.40 6473 07/02/2009 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 1,037.29 6473 07/02/2009 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 71.43 6473 07/02/2009 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 328.92 6474 07/02/2009 Solid Waste Fund Building Maintenance Trimco Landscape 6474 07/02/2009 Liquid Waste Fund Building Maintenance Trimco Landscape Check Total: 5,729.82 11.40 102.60 Check Total: 114.00 AP - Chec0 Approval ( 08/04/2009 - 4:14 PM ) • # 5 Check Neer Check Date Fund Name 6475 07/02/2009 Solid Waste Fund 6475 07/02/2009 Liquid Waste Fund 6476 07/02/2009 Solid Waste Fund 6476 07/02/2009 Liquid Waste Fund 6477 07/02/2009 Solid Waste Fund 6477 07/02/2009 Liquid Waste Fund 6478 07/02/2009 Solid Waste Fund 6478 07/02/2009 Liquid Waste Fund 6479 07/02/2009 Facilities Revolving Fund Account Name Vendor Name Benefits Admin Costs Ca1PERS Fiscal Services Division Benefits Admin Costs Ca1PERS Fiscal Services Division Check Total: Fiscal Services Fiscal Services Prof Membership/Dues Prof Membership /Dues Postage Postage District Yard Diehl, Evans & Company LLP Diehl, Evans & Company LLP Check Total: Government Finance Officers Association Government Finance Officers Association Check Total: Hasler Hasler Mesa Consolidated Water Dist Check Total: Amount 77.76 699.84 777.60 700.00 1,300.00 2,000.00 15.00 135.00 150.00 4.30 38.66 42.96 13,417.00 AP - Checks for Approval ( 08/04/2009 - 4:14 PM ) Page 6 Check Total: 13,417.00 6480 07/02/2009 Solid Waste Fund Prof Membership/Dues National Notary Associati 42.00 6480 07/02/2009 Liquid Waste Fund Prof Membership/Dues National Notary Associati 42.00 Check Total: 84.00 6481 07/02/2009 Solid Waste Fund Building Maintenance Pacific Building Care, Inc. 45.38 6481 07/02/2009 Liquid Waste Fund Building Maintenance Pacific Building Care, Inc. 408.37 Check Total: 453.75 6482 07/02/2009 Solid Waste Fund Workers' Compensation Spec Dist Risk Mgt Authority 363.70 6482 07/02/2009 Liquid Waste Fund Swr Maint - Workers Comp Spec Dist Risk Mgt Authority 2,582.27 6482 07/02/2009 Liquid Waste Fund Workers' Compensation Spec Dist Risk Mgt Authority 691.03 Check Total: 1,637.00 6483 07/02/2009 Solid Waste Fund Equipment Maintenance Springbrook Software 79.65 6483 07/02/2009 Liquid Waste Fund Equipment Maintenance Springbrook Software 716.82 6483 07/02/2009 Solid Waste Fund Equipment Maintenance Springbrook Software 126.00 AP - Checks for Approval ( 08/04/2009 - 4:14 PM ) Page 6 Check Number Check Date Fund Name Account Name Vendor Name Amount 6483 07/02/2009 Liquid Waste Fund Equipment Maintenance Springbrook Software 1,134.00 6483 07/02/2009 Solid Waste Fund Equipment Maintenance Springbrook Software 121.72 6483 07/02/2009 Liquid Waste Fund Equipment Maintenance Springbrook Software 1,095.40 6483 07/02/2009 Solid Waste Fund Equipment Maintenance Springbrook Software 121.72 6483 07/02/2009 Liquid Waste Fund Equipment Maintenance Springbrook Software 1,095.40 6483 07/02/2009 Solid Waste Fund Equipment Maintenance Springbrook Software 157.50 6483 07/02/2009 Liquid Waste Fund Equipment Maintenance Springbrook Software 1,417.50 6483 07/02/2009 Solid Waste Fund Equipment Maintenance Springbrook Software 292.11 6483 07/02/2009 Liquid Waste Fund Equipment Maintenance Springbrook Software 2,628.98 6483 07/02/2009 Solid Waste Fund Equipment Maintenance Springbrook Software 121.72 6483 07/02/2009 Liquid Waste Fund Equipment Maintenance Springbrook Software 1,095.40 6483 07/02/2009 Solid Waste Fund Equipment Maintenance Springbrook Software 217.22 6483 07/02/2009 Liquid Waste Fund Equipment Maintenance Springbrook Software 1,954.98 6483 07/02/2009 Solid Waste Fund Equipment Maintenance Springbrook Software 26.07 6483 07/02/2009 Liquid Waste Fund Equipment Maintenance Springbrook Software 234.59 6483 07/02/2009 Solid Waste Fund Equipment Maintenance Springbrook Software 25.31 6483 07/02/2009 Liquid Waste Fund Equipment Maintenance Springbrook Software 227.76 Check Total: 12,889.85 6484 07/02/2009 Liquid Waste Fund Deferred Compensation - 457 VantagePoint Transfer Agents 305.00 Check Total: 305.00 6485 07/02/2009 Liquid Waste Fund Deferred Medical -RHS- Employee VantagePoint Transfer Agents 278.81 6485 07/02/2009 Liquid Waste Fund Deferred Medical -RHS- Employee VantagePoint Transfer Agents 208.33 6485 07/02/2009 Liquid Waste Fund Deferred Medical- RHS - Employee VantagePoint Transfer Agents 70.48 Check Total: 557.62 6486 07/16/2009 Solid Waste Fund Travel/Meals /Lodging Bank of America 11.55 6486 07/16/2009 Liquid Waste Fund Travel/Meals /Lodging Bank of America 103.91 6486 07/16/2009 Solid Waste Fund Building Maintenance Bank of America 16.18 6486 07/16/2009 Liquid Waste Fund Building Maintenance Bank of America 145.57 6486 07/16/2009 Liquid Waste Fund Sewer Maint - Equipment Maint Bank of America 197.70 6486 07/16/2009 Liquid Waste Fund Sewer Maint - Equipment Maint Bank of America 79.93 6486 07/16/2009 Solid Waste Fund Staff Development Bank of America -1.00 6486 07/16/2009 Liquid Waste Fund Staff Development Bank of America -9.00 6486 07/16/2009 Solid Waste Fund Staff Development Bank of America 1.50 6486 07/16/2009 Liquid Waste Fund Staff Development Bank of America 13.50 6486 07/16/2009 Liquid Waste Fund Sewer Maint - Equipment Maint Bank of America 29.04 6486 07/16/2009 Liquid Waste Fund Sewer Maint - Equipment Maint Bank of America 72.16 6486 07/16/2009 Solid Waste Fund Travel /Meals /Lodging Bank of America 13.92 6486 07/16/2009 Liquid Waste Fund Travel/Meals /Lodging Bank of America 125.28 AP - Checl0 Approval ( 08/04/2009 - 4:14 PM ) • & 7 Check Nar Check Date Fund Name Account Name i Vendor Name ® Amount 6486 07/16/2009 Solid Waste Fund Travel/Meals/Lodging Bank of America 17.20 6486 07/16/2009 Liquid Waste Fund Travel/Meals/Lodging Bank of America 154.80 6486 07/16/2009 Liquid Waste Fund Sewer Maint- Equipment Maint Bank of America 192.62 6486 07/16/2009 Liquid Waste Fund Sewer Maint- Equipment Maint Bank of America 1,451.68 6486 07/16/2009 Liquid Waste Fund Sewer Maint - Equipment Maint Bank of America 75.00 6486 07/16/2009 Liquid Waste Fund Sewer Maint - Equipment Maint Bank of America 30.11 6486 07/16/2009 Liquid Waste Fund Sewer Maint - Material /Supplies Bank of America 24.45 6486 07/16/2009 Liquid Waste Fund Sewer Maint - Equipment Maint Bank of America 64.06 6486 07/16/2009 Solid Waste Fund Travel/Meals/Lodging Bank of America 18.72 6486 07/16/2009 Liquid Waste Fund Travel/Meals/Lodging Bank of America 168,48 6486 07/16/2009 Solid Waste Fund Travel/Meals/Lodging Bank of America. 4.05 6486 07/16/2009 Liquid Waste Fund Travel/Meals/Lodging Bank of America 36.41 6486 07/16/2009 Solid Waste Fund Building Maintenance Bank of America 6.85 6486 07/16/2009 Liquid Waste Fund Building Maintenance Bank of America 61.60 6486 07/16/2009 Solid Waste Fund Equipment Maintenance Bank of America 6.52 6486 07/16/2009 Liquid Waste Fund Equipment Maintenance Bank of America 58.72 6486 07/16/2009 Solid Waste Fund Staff Development Bank of America 1.50 6486 07/16/2009 Liquid Waste Fund Staff Development Bank of America 13.50 6486 07/16/2009 Liquid Waste Fund Sewer Maint - Equipment Maint Bank of America 332.62 Check Total: 3,519.13 6487 07/16/2009 Solid Waste Fund Legal Services Alan R. Burns 3,078.81 6487 07/16/2009 Liquid Waste Fund Legal Services Alan R. Burns 5,717.79 6487 07/16/2009 Liquid Waste Fund Legal Services Alan R. Burns 1,176.50 6487 07/16/2009 Solid Waste Fund Legal Services Alan R. Burns 144.80 6487 07/16/2009 Solid Waste Fund Legal Services Alan R. Burns 823.55 6487 07/16/2009 Liquid Waste Fund Legal Services Alan R. Burns 1,529.45 6487 07/16/2009 Solid Waste Fund Legal Services Alan R. Bums 11.69 6487 07/16/2009 Liquid Waste Fund Legal Services Alan R. Burns 21.71 Check Total: 12,504.30 6488 07/16/2009 Liquid Waste Fund Sewer Maint -Pump Stn Contract C &R Drains 132.00 6488 07/16/2009 Liquid Waste Fund Sewer Maint -Pump Sm Contract C &R Drains 176.00 Check Total: 308.00 6489 07/16/2009 Solid Waste Fund Recycling/Disposal CR Transfer, Inc. 171,917.11 6489 07/16/2009 Solid Waste Fund Recycling/Disposal CR Transfer, Inc. 10,739.55 Check Total: 182,656.66 6490 07/16/2009 Facilities Revolving Fund District Yard Enovity, Inc. 640.00 AP - Checks for Approval ( 08 /04/2009 - 4:14 PM ) Page 8 Check Number Check Date Fund Name Account Name Vendor Name Amount Check Total: 640.00 6491 07/16/2009 Liquid Waste Fund Sewer Maint -Small Tools/Eq Home Depot Credit Services 205.31 6491 07/16/2009 Liquid Waste Fund Sewer Maint - Material /Supplies Home Depot Credit Services 108.28 6491 07/16/2009 Liquid Waste Fund Sewer Maint - Material /Supplies Home Depot Credit Services 54.08 6491 07/16/2009 Solid Waste Fund Office Supplies Home Depot Credit Services 16.10 6491 07/16/2009 Liquid Waste Fund Office Supplies Home Depot Credit Services 144.85 Check Total: 528.62 6492 07/16/2009 Liquid Waste Fund Systm Wide Repair Prog. #183 ITT Water & Wastewater U.S.A. 67,472.64 Check Total: 67,472.64 6493 07/16/2009 Liquid Waste Fund Sewer Lateral Program #186 Kristen Allen Van 1,800.00 Check Total: 1,800.00 6494 07/16/2009 Liquid Waste Fund Misc Swr Wk #164 -Cont Svc Manhole Adjusting Inc. 6,480.00 Check Total: 6,480.00 6495 07/16/2009 Solid Waste Fund District Manager Donald McIntyre 2,520.00 6495 07/16/2009 Liquid Waste Fund District Manager Donald McIntyre 4,680.00 Check Total: 7,200.00 6496 07/16/2009 Solid Waste Fund District Manager Donald McIntyre 134.75 6496 07/16/2009 Liquid Waste Fund District Manager Donald McIntyre 250.25 6497 07/16/2009 Liquid Waste Fund 6497 07/16/2009 Liquid Waste Fund 6498 07/16/2009 Solid Waste Fund 6498 07/16/2009 Liquid Waste Fund Sewer Maint- Water Pumps Sewer Maint- Water Pumps Equipment Maintenance Equipment Maintenance Check Total: Mesa Consolidated Water Dist Mesa Consolidated Water Dist Check Total: Meridian Systems Supply Meridian Systems Supply 385.00 15.00 15.00 30.00 21.00 189.00 Check Total: 210.00 AP - Check pproval ( 08/04/2009 - 4:14 PM) 9 Check Niser Check Date Fund Name Account Name • Vendor Name Amount 6499 07/16/2009 Solid Waste Fund MultiMed/Blueprint/Copies /Sub Monitor Video Production Svc 22.00 6499 07/16/2009 Liquid Waste Fund MultiMedBlueprints /Copies/Sub Monitor Video Production Svc 198.00 6502 07/16/2009 Liquid Waste Fund Travel/Meals/Lodging Check Total: 220.00 6500 07/16/2009 Liquid Waste Fund Sewer Maint - Material /Supplies Orange County Hose Co. 17.36 6502 07/16/2009 Liquid Waste Fund Building Maintenance Check Total: 17.36 6501 07/16/2009 Solid Waste Fund Office Supplies Office Depot 0.82 6501 07/16/2009 Liquid Waste Fund Office Supplies Office Depot 7.38 Check Total: 8.20 6502 07/16/2009 Solid Waste Fund Mileage Reimbursement CMSD Petty Cash 28.15 6502 07/16/2009 Solid Waste Fund Travel/Meals/Lodging CMSD Petty Cash 0.50 6502 07/16/2009 Liquid Waste Fund Travel/Meals/Lodging CMSD Petty Cash 4.50 6502 07/16/2009 Solid Waste Fund Building Maintenance CMSD Petty Cash 1.37 6502 07/16/2009 Liquid Waste Fund Building Maintenance CMSD Petty Cash 12.38 6502 07/16/2009 Solid Waste Fund Mileage Reimbursement CMSD Petty Cash 27.34 6502 07/16/2009 Solid Waste Fund Mileage Reimbursement CMSD Petty Cash 1.28 6502 07/16/2009 Liquid Waste Fund Mileage Reimbursement CMSD Petty Cash 11.47 6502 07/16/2009 Solid Waste Fund Staff Development CMSD Petty Cash 1.00 6502 07/16/2009 Liquid Waste Fund Staff Development CMSD Petty Cash 9.00 6502 07/16/2009 Solid Waste Fund Mileage Reimbursement CMSD Petty Cash 2.60 6502 07/16/2009 Liquid Waste Fund Mileage Reimbursement CMSD Petty Cash 23.40 6502 07/16/2009 Liquid Waste Fund Mileage Reimbursement CMSD Petty Cash 9.38 6502 07/16/2009 Solid Waste Fund Mileage Reimbursement CMSD Petty Cash 25.42 Check Total: 157.79 6510 07/16/2009 Liquid Waste Fund Bristol St Pump - Contract Labor Santa Ana Blue Print 1,295.19 6510 07/16/2009 Liquid Waste Fund Bristol St Pump - Contract Labor Santa Ana Blue Print 224.20 Check Total: 1,519.39 6511 07/16/2009 Solid Waste Fund Electric - Building Southern California Edison 81.99 6511 07/16/2009 Liquid Waste Fund Electric - Building Southern California Edison 737.92 Check Total: 819.91 6512 07/16/2009 Liquid Waste Fund Misc Swr Wk#164 -Cont Svc Schuler Engineering Corp. 80,246.27 AP - Checks for Approval ( 08/04/2009 - 4:14 PM ) Page 10 Check Number Check Date Fund Name Account Name Vendor Name Amount Check Total: 80,246.27 6513 07/16/2009 Liquid Waste Fund Sewer Lateral Program 9186 Shawn Cowles 173.00 Check Total: 173.00 6514 07/16/2009 Solid Waste Fund Sharps Program Stericycle 238.32 6514 07/16/2009 Solid Waste Fund Sharps Program Stericycle 228.82 6514 07/16/2009 Solid Waste Fund Sharps Program Stericycle 145.89 6514 07116/2009 Solid Waste Fund Sharps Program Stericycle 291.84 6514 07/16/2009 Solid Waste Fund Sharps Program Stericycle 125.39 Check Total: 1,030.26 6515 07/16/2009 Solid Waste Fund Professional Services Technology Resource Cntr, Inc. 90.63 6515 07/16/2009 Liquid Waste Fund Professional Services Technology Resource Cntr, Inc. 815.62 6515 07/16/2009 Liquid Waste Fund Professional Services Technology Resource Cntr, Inc. 815.62 6515 07/16/2009 Solid Waste Fund Professional Services Technology Resource Cntr, Inc. 90.63 6515 07/16/2009 Solid Waste Fund Professional Services Technology Resource Cntr, Inc. 90.63 6515 07/16/2009 Liquid Waste Fund Professional Services Technology Resource Cntr, Inc. 815.62 6515 07/16/2009 Solid Waste Fund Professional Services Technology Resource Cntr, Inc. 90.63 6515 07/16/2009 Liquid Waste Fund Professional Services Technology Resource Cntr, Inc. 815.62 6515 07/16/2009 Solid Waste Fund Professional Services Technology Resource Cntr, Inc. 90.63 6515 07/16/2009 Liquid Waste Fund Professional Services Technology Resource Cntr, Inc. 815.62 6515 07/16/2009 Solid Waste Fund Professional Services Technology Resource Cntr, Inc. 225.00 6515 07/16/2009 Liquid Waste Fund Professional Services Technology Resource Cntr, Inc. 2,025.00 6515 07/16/2009 Liquid Waste Fund Professional Services Technology Resource Cntr, Inc. 580.00 6515 07/16/2009 Liquid Waste Fund Professional Services Technology Resource Cntr, Inc. 1,160.00 6515 07/16/2009 Liquid Waste Fund Professional Services Technology Resource Cntr, Inc. 1,232.50 Check Total: 9,753.75 6516 07/16/2009 Solid Waste Fund Cellular Service Verizon Wireless 25.92 6516 07/16/2009 Liquid Waste Fund Cellular Service Verizon Wireless 512.18 Check Total: 538.10 6517 07/16/2009 Liquid Waste Fund Employee Insurance AFLAC 922.22 Check Total: 922.22 6518 07/16/2009 Liquid Waste Fund Sewer Lateral Program #186 Diane Keegan 1,800.00 e 1 1 AP - Chec10 Approval ( 08/04/2009 - 4:14 PM) Check *er Check Date Fund Name Account Name is Vendor Name 40 Amount Check Total: 1,800.00 6519 07/16/2009 Liquid Waste Fund Sewer Maint- Material/Supplies Golden Bell Products, Inc. 1,495.31 6519 07/16/2009 Liquid Waste Fund Misc Swr Wk#164 -Copt Svc Golden Bell Products, Inc. 652.50 Check Total: 2,147.81 6520 07/16/2009 Solid Waste Fund Benefits Admin Costs Horizon Health EAP 1.40 6520 07/16/2009 Liquid Waste Fund Benefits Admin Costs Horizon Health EAP 12.60 6521 07/16/2009 Liquid Waste Fund 6522 07/16/2009 Liquid Waste Fund 6523 07/16/2009 Liquid Waste Fund 6523 07/16/2009 Liquid Waste Fund Misc Swr Wk#164 -Cont Svc Sewer Lateral Program #186 Check Total: ITT Water & Wastewater U.S.A. Check Total: Jerry Peek Sewer Maint -Pump Stn Contract Jimni Systems, Inc Sewer Maint -Pump Stn Contract Jimni Systems, Inc 6524 07/16/2009 Liquid Waste Fund Sewer Maint - Equipment Maint Nextruk 6525 07/16/2009 Solid Waste Fund Public Info /Ed/Community Promo Norseman Plastics Ltd. Check Total: Check Total: Check Total: Check Total: 6526 07/16/2009 Solid Waste Fund Prof Membership /Dues County of Orange Auditor -Cont 6526 07/16/2009 Liquid Waste Fund Prof Membership /Dues — County of Orange Auditor -Cont Check Total: 6527 07/16/2009 Liquid Waste Fund Due to OCSD Orange County Sanitation Distr AP - Checks for Approval ( 08/04/2009 - 4:14 PM ) 14.00 2,378.37 2,378.37 1,800.00 1,800.00 1,315.44 1,197.32 2,512.76 33.00 33.00 2,427.28 2,427.28 5,400.00 8,465.26 13,865.26 8,970.85 Page 12 Check Number Check Date Fund Name Account Name Vendor Name Amount Check Total: 8,970.85 6528 07/16/2009 Solid Waste Fund Office Supplies Office Depot -3.36 6528 07/16/2009 Liquid Waste Fund Office Supplies Office Depot -30.20 6528 07/16/2009 Solid Waste Fund Office Supplies Office Depot 11.43 6528 07/16/2009 Liquid Waste Fund Office Supplies Office Depot 102.89 6528 07/16/2009 Solid Waste Fund Office Supplies Office Depot 1.70 6528 07/16/2009 Liquid Waste Fund Office Supplies Office Depot 15.33 Check Total: 97.79 6529 07/16/2009 Liquid Waste Fund Sewer Lateral Program #186 Peter Arant 864.75 Check Total: 864.75 6530 07/16/2009 Liquid Waste Fund Sewer Lateral Program #186 Ray Skinner 1,800.00 Check Total: 1,800.00 6531 07/16/2009 Liquid Waste Fund Sewer Lateral Program #186 Steven Ketmer 1,800.00 Check Total: 1,800.00 6532 07/16/2009 Solid Waste Fund Staff Development Solid Waste Association of Nor 60.00 Check Total: 60.00 6533 07/16/2009 Liquid Waste Fund Deferred Compensation - 457 VantagePoint Transfer Agents 305.00 Check Total: 305.00 6534 07/16/2009 Liquid Waste Fund Deferred Medical -RHS- Employee VantagePoint Transfer Agents 275.88 6534 07/16/2009 Liquid Waste Fund Deferred Medical- RHS - Employee VantagePoint Transfer Agents 205.40 6534 07/16/2009 Liquid Waste Fund Deferred Medical -RHS- Employee VantagePoint Transfer Agents 70.48 Check Total: 551.76 6540 07/21/2009 Solid Waste Fund Building Maintenance 949 Storage 5.50 6540 07/21/2009 Liquid Waste Fund Building Maintenance 949 Storage 49.50 Check Total: 55.00 13 AP - Chec Approval ( 08/04/2009 - 4:14 PM)e Check Aer Check Date Fund Name Account Name is Vendor Name Amount 6541 07/30/2009 Solid Waste Fund MultiMed/Blueprint/Copies/Sub American Solutions for Business 20.69 6541 07/30/2009 Liquid Waste Fund MultiMed/Blueprints /Copies /Sub American Solutions for Business 186.16 Check Total: 206.85 6542 07/30/2009 Solid Waste Fund 6543 07/30/2009 Solid Waste Fund 6543 07/30/2009 Liquid Waste Fund 6544 07/30/2009 Solid Waste Fund 6544 07/30/2009 Liquid Waste Fund 6545 07/30/2009 Solid Waste Fund 6545 07/30/2009 Liquid Waste Fund 6546 07/30/2009 Liquid Waste Fund 6546 07/30/2009 Liquid Waste Fund 6547 07/30/2009 Liquid Waste Fund 6548 07/30/2009 Liquid Waste Fund 6549 07/30/2009 Liquid Waste Fund 6549 07/30/2009 Liquid Waste Fund 6549 07/30/2009 Liquid Waste Fund 6549 07/30/2009 Liquid Waste Fund 6549 07/30/2009 Liquid Waste Fund 6549 07/30/2009 Liquid Waste Fund AP - Checks for Approval ( 08/04/2009 - 4:14 PM ) Investment Earnings Bank of New York i —A nn Check Total: Fog Program#180 - Contract Svc Orange County Sanitation Distr Check Total: Sewer Maint - Electric Pumps Sewer Maint - Electric Pumps Sewer Maint - Electric Pumps Sewer Maint - Electric Pumps Sewer Maint - Electric Pumps Sewer Maint - Electric Pumps Southern California Edison Southern California Edison Southern California Edison Southern California Edison Southern California Edison Southern California Edison 1,425.59 1,425.59 2,392.61 811.27 205.42 313.32 97.73 41.32 Page 14 Check Total: 1,500.00 Fiscal Services CBIZ ATA Orange County LLC 2,818.20 Fiscal Services CBIZ ATA Orange County LLC 5,233.80 Check Total: 8,052.00 Legal Services Filarsky & Watt LLP 511.51 Legal Services Filarsky & Watt LLP 949.96 Check Total: 1,461.47 Contract Services Cassandra Chenevert 244.13 Contract Services Cassandra Chenevert 453.37 Check Total: 697.50 Sewer Maint- Water Pumps Irvine Ranch Water District 7.75 Sewer Maint- Water Pumps Irvine Ranch Water District 7.75 Check Total: 15.50 Sewer Maint- Water Pumps Mesa Consolidated Water Dist 17.50 Check Total: Fog Program#180 - Contract Svc Orange County Sanitation Distr Check Total: Sewer Maint - Electric Pumps Sewer Maint - Electric Pumps Sewer Maint - Electric Pumps Sewer Maint - Electric Pumps Sewer Maint - Electric Pumps Sewer Maint - Electric Pumps Southern California Edison Southern California Edison Southern California Edison Southern California Edison Southern California Edison Southern California Edison 1,425.59 1,425.59 2,392.61 811.27 205.42 313.32 97.73 41.32 Page 14 Check Number Check Date Fund Name Account Name Vendor Name Amount 6549 07/30/2009 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 58.63 6549 07/30/2009 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 373.37 6549 07/30/2009 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 458.13 6549 07/30/2009 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 874.92 6549 07/30/2009 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 79.21 6549 07/30/2009 Liquid Waste Fund Sewer Maint- Electric Pumps Southern California Edison 90.67 6549 07/30/2009 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 120.60 6549 07/30/2009 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 50.06 6549 07/30/2009 Liquid Waste Fund Sewer Maint- Electric Pumps Southern California Edison 444.12 6549 07/30/2009 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 312.09 6549 07/30/2009 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 1,071.17 6549 07/30/2009 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 75.31 6549 07/30/2009 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 396.38 Check Total: 8,266.33 6550 07/30/2009 Liquid Waste Fund Bristol St Pump - Contract Labor Traffic Control Engineering,1 12,500.00 Check Total: 12,500.00 6551 07/30/2009 Liquid Waste Fund Contract Services Underground Service Alert/SC 124.50 Check Total: 124.50 6552 07/30/2009 Solid Waste Fund Public Info /Ed /Community Promo 4imp 966.39 Check Total: 966.39 6553 07/30/2009 Solid Waste Fund Building Maintenance 949 Storage 16.00 6553 07/30/2009 Liquid Waste Fund Building Maintenance 949 Storage 144.00 Check Total: 160.00 6554 07/30/2009 Liquid Waste Fund Sewer Maint -Small Tools/Eq All American Sewer Tools 1,194.67 6554 07/30/2009 Liquid Waste Fund Sewer Maint -Small Tools/Eq All American Sewer Tools 104.60 6554 07/30/2009 Liquid Waste Fund Sewer Maint -Small Tools/Eq All American Sewer Tools 7.71 6554 07/30/2009 Liquid Waste Fund Sewer Maint -Small Tools/Eq All American Sewer Tools 193.03 Check Total: 1,500.01 6555 07/30/2009 Solid Waste Fund Telephone AT &T 6.01 6555 07/30/2009 Liquid Waste Fund Telephone AT &T 54.14 6555 07/30/2009 Solid Waste Fund Telephone AT &T 47.05 AP - Cheep Approval ( 08/04/2009 - 4:14 PM ) is 4 15 Check N(Oer Check Date Fund Name Account Name is, Vendor Name Amount 6555 07/30/2009 Liquid Waste Fund Telephone AT &T 423.50 Check Total: 530.70 6556 07/30/2009 Liquid Waste Fund Sewer Lateral Program #186 Kathy Beckman 1,800.00 Check Total: 1,800.00 6557 07/30/2009 Solid Waste Fund Trash Hauler Costa Mesa Disposal 196,676.30 Check Total: 196,676.30 6558 07/30/2009 Liquid Waste Fund Sewer Maint -Pump Stn Contract C &R Drains 132.00 6558 07/30/2009 Liquid Waste Fund Accounts Receivable C &R Drains 907.00 Check Total: 1,039.00 6559 07/30/2009 Solid Waste Fund Prof Membership/Dues California Special Dist Assoc 49.50 6559 07/30/2009 Liquid Waste Fund Prof Membership/Dues California Special Dist Assoc 49.50 Check Total: 99.00 6560 07/30/2009 Solid Waste Fund Household Hazardous Waste Curbside, Inc. 1,827.80 Check Total: 1,827.80 6561 07/30/2009 Liquid Waste Fund Sewer Lateral Program #186 Donna Hedrick 1,207.25 Check Total: 1,207.25 6562 07/30/2009 Solid Waste Fund Gas - Building The Gas Company 1.41 6562 07/30/2009 Liquid Waste Fund Gas - Building The Gas Company 12.73 Check Total: 14.14 6563 07/30/2009 Liquid Waste Fund Sewer Maint -Small Tools/Eq Gempler's 33.80 Check Total: 33.80 6564 07/30/2009 Liquid Waste Fund Engineering/Architectual Sery Robin B. Hamers & Assoc., Inc. 1,400.00 6564 07/30/2009 Liquid Waste Fund Engineering/Arcbitectual Sery Robin B. Hamers & Assoc., Inc. 5,983.00 6564 07/30/2009 Liquid Waste Fund Plan Ck/Inspection- Inside Robin B. Hamers & Assoc., Inc. 6,965.00 6564 07/30/2009 Liquid Waste Fund Plan Ck/Inspection- Outside Robin B. Hamers & Assoc., Inc. 3,514.25 AP - Checks for Approval ( 08/04/2009 - 4:14 PM ) Page 16 Check Number Check Date Fund Name 6564 07/30/2009 Liquid Waste Fund 6564 07/30/2009 Liquid Waste Fund 6564 07/30/2009 Liquid Waste Fund 6564 07/30/2009 Liquid Waste Fund 6565 07/30/2009 Solid Waste Fund 6565 07/30/2009 Liquid Waste Fund 6566 07/30/2009 Solid Waste Fund 6566 07/30/2009 Liquid Waste Fund 6566 07/30/2009 Solid Waste Fund 6566 07/30/2009 Liquid Waste Fund 6567 07/30/2009 Liquid Waste Fund 6568 07/30/2009 Liquid Waste Fund 6569 07/30/2009 Solid Waste Fund 6569 07/30/2009 Liquid Waste Fund 6569 07/30/2009 Solid Waste Fund 6569 07/30/2009 Liquid Waste Fund 6570 07/30/2009 Liquid Waste Fund 6571 07/30/2009 Solid Waste Fund 6571 07/30/2009 Liquid Waste Fund Account Name Vendor Name Amount Bristol St Pump - Contract Labor Robin B. Hamers & Assoc., Inc. Emerg Pump Plan -Contr Svc Robin B. Hamers & Assoc., Inc. Analysis of CCTV Results #182 Robin B. Hamers & Assoc., Inc. Plan Ck/Inspection -Swr Lateral Robin B. Hamers & Assoc., Inc. Check Total Postage Hasler Postage Hasler Check Total: Travel/Meals/Lodging Independent Special Dist of OC Travel/Meals/Lodging Independent Special Dist of OC Staff Development Independent Special Dist of OC Staff Development Independent Special Dist of OC Check Total Sewer Maint -Pump Stn Contract Jimni Systems, Inc Check Total: Sewer Lateral Program #186 Joan Skinner Equipment Maintenance Equipment Maintenance Equipment Maintenance Equipment Maintenance Konica Minolta Bus Sol U.S.A., Konica Minolta Bus Sol U.S.A., Konica Minolta Bus Sol U.S.A., Konica Minolta Bus Sol U.S.A., Check Total Check Total: Sewer Maint- Material /Supplies Lab Safety Supply Check Total: Staff Development Liebert Cassidy Whitmore Staff Development Liebert Cassidy Whitmore 1,354.50 5,080.00 18,487.50 3,401.25 46,185.50 4.30 38.66 42.96 4.80 43.20 1.60 14.40 64.00 267.76 267.76 1,072.25 1,072.25 5.82 52.37 43.31 171.31 171.31 8.16 73.40 Check Total: 81.56 AP - Checle Approval ( 08/04/2009 - 4:14 PM) a 17 Check *er Check Date Fund Name Account Name, Vendor Name Amount 6572 07/30/2009 Solid Waste Fund District Manager Donald McIntyre 3,596.25 6572 07/30/2009 Liquid Waste Fund District Manager Donald McIntyre 6,678.75 Check Total: 10,275.00 6573 07/30/2009 Solid Waste Fund District Manager Donald McIntyre 173.25 6573 07/30/2009 Liquid Waste Fund District Manager Donald McIntyre 321.75 Check Total: 495.00 6574 07/30/2009 Liquid Waste Fund Sewer Maint - Equipment Maint Nextruk 245.07 6574 07/30/2009 Liquid Waste Fund Sewer Maint - Equipment Maint Nextruk 10.85 6574 07/30/2009 Liquid Waste Fund Sewer Maint - Equipment Maint Nextruk 1,638.82 Check Total: 1,894.74 6575 07/30/2009 Solid Waste Fund MultiMed/Blueprint/Copies /Sub The Orange County Register 4.47 6575 07/30/2009 Liquid Waste Fund MultiMed/Blueprints /Copies/Sub The Orange County Register 40.25 Check Total: 44.72 6576 07/30/2009 Solid Waste Fund Office Supplies Office Depot 0.96 6576 07/30/2009 Liquid Waste Fund Office Supplies Office Depot 8.60 6576 07/30/2009 Solid Waste Fund Office Supplies Office Depot 36.23 6576 07/30/2009 Liquid Waste Fund Office Supplies Office Depot 325.99 Check Total: 371.78 6577 07/30/2009 Solid Waste Fund Building Maintenance Pacific Building Care, Inc. 45.38 6577 07/30/2009 Liquid Waste Fund Building Maintenance Pacific Building Care, Inc. 408.37 Check Total: 453.75 6578 07/30/2009 Solid Waste Fund Postage United States Postmaster 6,000.00 Check Total: 6,000.00 6579 07/30/2009 Solid Waste Fund Postage USPS -Hasler 50.00 6579 07/30/2009 Liquid Waste Fund Postage USPS -Hasler 450.00 Check Total: 500.00 6580 07/30/2009 Liquid Waste Fund Deferred Compensation - 457 VantagePoint Transfer Agents 305.00 AP - Checks for Approval ( 08/04/2009 - 4:14 PM) Page 18 Check Number Check Date Fund Name Account Name Vendor Name Amount Report Total: 868,851.27 AP - ChecI Approval( 08/04/2009 - 4:14 PM) �e 19 Check Total: 305.00 6581 07/30/2009 Liquid Waste Fund Deferred Medical -RHS- Employee VantagePoint Transfer Agents 268.92 6581 07/30/2009 Liquid Waste Fund Deferred Medical- RHS - Employee VantagePoint Transfer Agents 198.44 6581 07/30/2009 Liquid Waste Fund Deferred Medical- RHS - Employee VantagePoint Transfer Agents 70.48 Check Total: 537.84 6582 07/30/2009 Solid Waste Fund Equipment Maintenance Xerox Copier Products Gro 35.13 6582 07/30/2009 Liquid Waste Fund Equipment Maintenance Xerox Copier Products Gro 316.12 Check Total: 351.25 Report Total: 868,851.27 AP - ChecI Approval( 08/04/2009 - 4:14 PM) �e 19 n V d 4 �6 d n d - ��1�_�el �� / i �i�� II�I,IIIIIIIIIIIIIIII' i / K7PI&VW,'UJ,_1 oWM<•AIMEW, ►.:�i1ti� .. ■.�rwsw�.r �� .��Jri♦ft! Or I 'Can be used for private auto as wall as taxi, limo and air tare. ?.. �3 — 0 � C I S ]D L F''-¢ dL�f' IL Calcullation 7, 3 d �`� k4 � -�-r+` °� C- "A S0 SS C�J 1. 3n miles at JQ&ye,Ms par mile _ $ 16,50 �.M+�., i 2. Total meals _ z n 3, clays athendanoe at a 221.80 per day (W Bwd poky) JU z 4. Meeting _ L , J i 5. Other = Total = $ lio,So CoMwencelEvent: ftnithmnt points learned of beneft to the Diarist and its n V v LocaRlon: ralapeyera: Per 0g4harce No. 55. "Bow d members dug provWs brief 4 `reports an m modres sttwided at publlie mpsrm at the next -- i 3.Eti-oM Section ,49 C v 3 z 3 ,-, a, WIT a7 IN7, 'C- , '. , - -- -%'-Y Z, I v .-. -.7-"Lim J, j .1 its 1:4V Costa Mesa Sanitary District S' Expense Reimburse0t Form for Directors Name Rober J Ooten Tai. U q 1. Attach all recala9s. L� DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL* MEAL EXPENSE OTHER J T. LJ 401,A 0 $A 0, wA C 0 tt • S a.,& 4- w 0, C.v (9 C U) t> `1, c 22 ci.,¢ C ti� s .i • 2 3 C_ M J V 15DoL CsGwi,U J o S D t2 -s�Ci 1� Q C tics U Can be used for private auto as weu as taxi, limo and air tare. It. Calcula�tion�`�� 1. mites at 55 cents per mile (Current Raft) 2. Total meals 3. days attendance at $ 221.00 per day (per Board poliay) 4. Meeting 5. Other Conference/@vent: Location: Per Ordinance No. 55, "hoard members shall provide brief reports on meetings attended at public expense at the next regular Board meeting." (Operations Code, Section 3.01.035) (rev. 2106) 1'32 G Total = $ 132- Significant points learned of benefit to the District and its ratepayers: CC Director Signature: Costa Mesa Sanitary District Expense Reimbursement Form for Directors Name Rober J Ooten 1. Attach all receipts. DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL* MEAL EXPENSE OTHER c w t> 7 J a 500 w r> 7 'can oe used for private auto as weH as taxi, limo ana air tare. II. Calculation 1. miles at 55 cents per mile (CU-0m Raw) 2. Total meals 3. days attendance at $ 22 1.00 per day (W aMb pakv) 4. Meeting 5. Other Conference /Event: Location: Per Ordinance No. 55, "Board members shall provide brief reports on meetings attended at public expense at the next regular Board meeting." (Operations Code, Section 3.01.036) (rev, 21W) 0 =$ tS.(so Total = $ Significant points learned of benefit to the District and its ratepayers: " ZX,. { . Director Signature: Costa Mesa Sanitary District ® Expense ReimburseOWt Form for Directors Name: Gary Monahan I. Attach all receipts. 0 DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL* MEAL EXPENSE OTHER 7/1/09 Meeting with Interim Manager CMSD 7/13/09 Special Meeting CMSD 7/21/09 Sewer System Committee Meeting CMSD 7/23/09 Regular CMSD Board Meeting CMSD 7/30/09 Special CMSD Meeting — Adopt Rates 2009 -2010 CMSD uan De uses Tor private auto as well as taxi, Irmo ana air tare. II. Calculation 1. miles at 55.0 cents per mile (Current Rate) 2. Total meals 3. 5 days attendance at $_221.00 per day (per Board policy) 4. Meeting 5. Other Conference/Event: Location: Per Ordinance No. 55, "Board members shall provide brief reports on meetings attended at public expense at the next regular Board meeting." (Operations Code, Section 3.01.035) (rev. 1/1 /09) Total= $1,105.00 Significant points learned of benefit to the District and its ratepayers: Director Signature: • Costa Mesa Sanitary District Expense Reimbursem, Form for Directors Name: / s t'Z- lkz4n I. Attach all receipts. DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL' MEAL EXPENSE OTHER (- L,-JA C L-Tl.. C, S,0 7.1 t C +4v"r 4 "A- IA 4A I* ir-4 r C- - k4- e,-5.,*- 4'-1, Ljv— ,.,t..s 5 ?CI 'Can be used for private auto as well as taxi, limo and air fare. 11. Calculation 1. miles at 56.5 cents per mile (Gument Rate) 2. Total meals 3. (,.4 _, days attendance at $ 221.00 per day (W Board policy) 4. Meeting 5. Other Conference/Event: Location: Per Ordinance No. 55, "Board members shall provide brief reports on meetings attended at public expense at the next regular Board meeting." (Operations Code, Section 3,01.035) (rev 2M s $ = 1,3 %,00 Total = $ 1 T3 -�24. 06 Significant points learned of benefit to the District and its ratepayers; C 0.11, . m a m m m m N m m CD ry J ti i s • Costa Meswanitary District Expense Reimbursement Form for Directors Name: I. Attach all receipts. • DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL' MEAL EXPENSE OTHER -7 ,� • -Of 'Can be used for private auto os well as laxl, limo and air fore. II. Calculation t. miles at 55.0 cents per mile (Current Pale) 2. Total meals 3.._ days attendance at $ 221,00 per day (per Baard policy) 4. Meeting 5. Other Conference/Event! Location; _ - -- Per Ordinance No. 53, "Board members shall provide brief L reports on meetings attended at public expense at the next regular Board meeting." (Operations Code, Section 3.01.035) n twn. 10,1591 = '8Y, 6o Total = $ Y Sly. d o Significant points learned of benefit to the District and Its ratepayers: Director Signature- IL N A m A 71 X 3 Y! V! V) Lr1 r-s m Ln M m N v C_ 0 3 M N V ti m m tl N Lh m m 0 Q DIEHL, EVANS SZ COMPANY, LLP CERTIFIED PUBLIC ACCOUNTANTS 6T CONSULTANTS A PARTNERSHIP INCLUDING ACCOUNTANCY CORPORATIONS 5 CORPORATE PARK SUITE 100 IRVINE, CALIFORNIA 92606 -5165 (949) 399 -0600 • FAX (949) 399 -0610 www diehlems com To the Board of Directors Costa Mesa Sanitary District Costa Mesa, California August 5, 2009 Meeting Date Item Numbe 8/27/09 VI. A MICHAEL. R. LUDIN. CPA CRAIG W. SPRAKER, CPA NITiN P. PATEL, CPA ROBERT 1, C.ALLANAN, CPA 'PHILIP H. HOLTKAMP, CPA `THOMAS M. PERLAWSKI, CPA 'HARVEY L SCHROEDER, CPA KENN TH R AMES, CPA 'WILUAM C. PENTZ, CPA •A PROIT -WOWAL CORPORATION We are engaged to audit the financial statements of the Costa Mesa Sanitary District for the year ended June 30, 2009. Professional standards require that we provide you with the following information related to our audit. Our Responsibilities under U.S. Generally Accepted Auditing Standards As stated in our engagement letter dated February 4, 2009, our responsibility, as described by professional standards, is to express an opinion about whetber the financial statements prepared by management with your oversight are fairly presented, in all material respects, in conformity with U.S. generally accepted accounting principles. 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 will consider the internal control of the Costa Mesa Sanitary District. Such considerations will be 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 judgment, 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 An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements; therefore, our audit will involve judgment about the number of transactions to be examined and the areas to be tested. 9 OTHER OFFICES AT: -1- 2965 ROOSEVELT STREET 613 W. VALLEY PARKWAY, SUITE 330 CARLSBAD, CALIFORNIA 92008 -2389 ESCONDIDO, CALIFORNIA 92025 -2598 (760) 729 -2343 • FAX (760) 729 -2234 (760) 741 -3141 • FAX (760) 741 -9890 Planned Scope and Timing of the Audit (Continued) Our audit will include obtaining an understanding of the District and its environment, including internal control, sufficient to assess the risks of material misstatement of the financial statements and to design the nature, timing and extent of further audit procedures. Material misstatements may result from (1) errors, (2) fraudulent financial reporting, (3) misappropriation of assets, or (4) violations of laws or governmental regulations that are attributable to the District or to acts by management or employees acting on behalf of the District. We will communicate our significant findings at the conclusion of the audit. We expect to begin our audit on approximately September 28, 2009 and issue our report on approximately November 30, 2009. This information is intended solely for the 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. r1 �J • -2- e Memo 0 To: CONTACT: Manager. • From: Assemblyman Joel Anderson Date: August 11, 2009 Re: Assembly Bill 1506 AB 1506 - Request for Letter of Support Meeting Date I Item Numbe 8/27/09 1 A B. AB 1506 would allow recipients of state - issued IOUs to endorse and return the IOUs to the state as payment for any obligations they owe to the state (state taxes, DMV fees, public university tuition, etc.). For example, if you are a government agency and you receive an IOU for $100,000 from the state, and you also owe the state $1,000, in payroll taxes, you may send the IOU to the Franchise Tax Board as payment for your tax obligation. State Controller Jonathan Chiang has recently sent a letter of support for AB 1506, as IOU's continue to be issued, despite the passage of a state budget. Attached for your review are several background articles, a white paper and a sample letter of support. AB 1506 is headed for a crucial vote in the Assembly Appropriations Committee on August 29"'. It is critical to the success of the bill that the committee members know you are a supporter of AB 1506 before this hearing Letters may be faxed, emailed or mailed to my office. Thank you for your consideration. Fact Sheet http://repalerdaresites /member /77 /pdf /FactSheet AB1506 v4.pdf Background Articles http://arc.asm.ca.gov/member/77/pdf/AB1 506BackgroundArticies.pd f Sample Letter of Support http: / /arc.asm.ca.gov /member[77 /pdf /AB1506supportlgtterFINAL V1 090526.pdf m • Tune 22, 2009 To: Assemblyman Joel Anderson From: Re: AB 1506 — Support AB 1506 fixes a serious flaw in the state's IOU system. The concept is simple: if an individual or company has money due them from the state, the entity may use that credit towards any payment owed to the state. In the event of a fiscal crisis, your bill would save many businesses and individuals from severe financial hardships by stopping the State from charging taxes and fees while withholding payments. Under current state law, the public is required to accept registered warrants, or IOUs, under certain emergency circumstances. However, the state itself will not accept such securities as payment. This is a double standard that harms those hardworking public employees, taxpayers and contracted businesses caught in the middle. Not only does receiving an IOU create serious short term cash -flow problems, it also places an onerous tax burden on many individuals and companies. While issuing IOUs may become a painful necessity at some point, the problem should not be exacerbated by requiring taxes to be paid to the state on income that the state is simultaneously withholding. AB1506 alleviates these problems by requiring the state to accept its own credit as payment for taxes and fees. With continuing economic uncertainty and erosion of state revenues, it is important for Californians the state have a fair system of payment of its debts and obligations. I write in support of AB 1506. Sincerely, XXXXXXX 0 THE SACRAMENTO V BE i � s ac t:ce.ca3z Without a budget, California could issue IOUs 4y Steve Wiegand, Bee Capitol Bureau Published Sunday, Jun. 14, 2009 June 15 is usually recognized around the Capitol as the day on which the Legislature thumbs its collective nose at a constitutional deadline that a state budget be passed. That's how it's been celebrated on 29 of the past 33 June 15ths. This year, however, there's a twist: Lawmakers have already approved a budget for the fiscal year that starts July 1 - in fact, they did it in February. But they've been unable to mend a $24 billion rip that has appeared in it since then - and that could cause as much trouble as if they were still squabbling over the budget itself. That's because without a budget patch in place by the end of this month, state finance officials say there's a chance state government might have to do what it hasn't done in 17 years: issue IOUs instead of paying its bills. "This week I sat down with the controller and also with the treasurer," Gov. Arnold Schwarzenegger told a Southern California audience on Friday, "and we all agreed that after June 15, every day of inaction jeopardizes our state's solvency, and our ability to pay schools and teachers, and to keep hospitals and ERs open." The actual fiscal jeopardy is neither that dire nor that simple, but it's still serious. 0 most years, state government has to borrow money during the first part of the fiscal year to tide it over until tax revenue catches up with the bills in the last half of the year. Also in most years, legislators and the governor drag out the fight over adopting a new state budget until after the fiscal year has started. Until a budget is in place, the state can't borrow money. Instead, the controller's office is forced to delay payments to various creditors. The decisions on who gets paid and who doesn't are determined in part by the state constitution (schools and bondholders get paid first); in part by federal law (state employees can't be paid in IOUs), and in part by any court edict that has ordered the state to pay someone. Everyone else - companies that do business with the state, students who get state aid, local governments, taxpayers awaiting refunds - has to wait. But this is not a normal year, for a number of reasons. One is that the major banks and Wall Street investors that California usually borrows from have been so battered by the worldwide recession that just having a budget in place isn't good enough for them to lend the state money: they want it balanced, too. Tom Dresslar, spokesman for Treasurer Bill Lockyer, said the state could probably squeak through the first few months of the fiscal year by borrowing from $7 billion to $9 billion. "But to do that will take a credible $24 billion solution by the end of June, and the solution should include the governor's reserve number" of $4.5 billion, Dresslar said. Onother reason the cash vise is tighter this year is that the state has already maxed out its internal borrowing from funds set aside for special state programs. In addition, tax revenue continues to come in at lower- than - expected levels, a sign that California's economic woes have yet to hit bottom. State Controller John Chiang has forecast that absent a budget deal that allows borrowing, the state will be in • the red by July 28. And last week, the governor took one stopgap tool off the table, saying he would not approve the issuance of revenue anticipation warrants, or RAWs, if the budget is not balanced by July 1. The warrants are costly financial mechanisms that allow the state to borrow even when the money can't be repaid in the same fiscal year. The last time California issued RAWs was in June 2003, in the midst of another bitter budget fight. Schwarzenegger said that issuing RAWs would only prolong the hard decisions on program cuts that legislators are facing. "I've heard accusations that I tried to shut down state government," the governor said Friday. "I don't have to shut down state government, because when they don't produce a budget on time we will run out of cash and therefore our government will shut down by itself." Absent either a budget deal or the sale of RAWs, said Hallye Jordan, spokewoman for state Controller Chiang, the options are to delay payments, or issue the equivalent of IOUs, called registered warrants. In February, Chiang withheld $4.1 billion in payments for 30 days, while legislators and the governor hammered out a deal that temporarily closed a gaping budget gap. But the state is even more strapped for cash now than it was in February. That, Jordan said, "means we may have to go straight to registered warrants. That's something that we are looking at daily." The last time the state issued registered warrants - and the only time since the Great Depression - was 1992, when the state handed out 1.6 million warrants worth a total of $3.8 billion over a two -month period. State financial officers say that issuing registered warrants would make it even harder to borrow from commercial markets and private investors - and nearly impossible without a balanced budget in place. "If we are without a budget," said Mike Genest, the governor's director of finance, "we would be going to the market and saying 'well, we're still haggling over the budget, there's no political agreement, we're still spending $24 billion more than we're going to have and we don't know what we are going to do about it, and oh by the way, the year after that is going to be worse ... so in reality our chances of paying you back are murky at best ... but hey we'd like you to loan us the money anyway.' "Now, there is probably somebody out there who would lend us the money, but there are only so many suckers in the world, so we'd probably only end up with a billion or so." • REUTERS 4falifornia set to issue IOUs as fiscal crisis weighs Wed Jun 24, 2009 10:00pm EDT By Dan Whitcomb and Ciara Linnane LOS ANGELES /NEW YORK (Reuters) - California's controller said on Wednesday that he would have to issue IOUs in a week. if lawmakers can't quickly solve a $24 billion budget deficit, and the state's treasurer plans to tap a reserve fund to meet debt service costs. The measures came as a budget crisis deepened in the most populous U.S. state and the gridlocked legislature failed to pass a proposed $11 billion in cuts. "Next Wednesday we start a fiscal year with a massively unbalanced spending plan and a cash shortfall not seen since the Great Depression," Controller John Chiang said in a statement announcing that he would be forced to use IOUs to pay the state's bills beginning on July 2. "The state's $2.8 billion cash shortage in July grows to $6.5 billion in September and after that we see a double digit freefall," Chiang said. "Unfortunately, the state's inability to balance its checkbook will now mean short- changing taxpayers, local governments and small businesses." State Treasurer Bill Lockyer, meanwhile, is planning to draw on reserves for economic recovery sales tax bonds, according to a spokesman. Rating agency Standard & Poor's warned it may downgrade the bonds, given the problems California is likely to face in replenishing its emergency funds. We state is expecting to file a material event notice on Thursday to alert bondholders to the move that comes in response to plunging sales tax receipts, said spokesman Tom Dresslar. "The senior coverage account will be drawn on and debt service on all economic recovery bonds will be paid in full on July 1," Dresslar said. California has been in crisis since the housing slump and credit crunch caused a severe decline in revenues. The state has seen its unemployment rate climb steadily to 11.5 percent in May from 6.8 percent a year earlier, according to labor department data. LAWMAKERS REJECT CUTS The government dipped into the same reserve fund in December to make a principal payment on economic recovery bonds, but was able to top the reserve back up within days. The California Legislature on Wednesday voted down $11 billion in proposed cuts to state services, sending members seeking a budget deal back to the drawing board. The vote failed largely along party lines in both houses, with the Republicans saying it falls short of the savings needed and amounted to posturing by Democrats. Standard & Poor's said it will review its economic recovery bond, or ERB ratings "after further evaluation of state projections as to the size and timing of potential draws on the ERBs' reserves." The bonds, which were approved by voters in 2004 to help the state through another fiscal crisis, are secured Oly a sales tax and a general obligation pledge of the state. California has about $8.6 billion of the bonds outstanding, although some have credit support and will not be affected by any rating change, S &P analyst David Hitchcock said. S &P rates the bonds at A -plus, or fifth - highest investment grade and six notches above speculative, or "junk" status. That's one notch above the A rating assigned to California's $57 billion of general obligation debt, the lowest rating of any U.S. state. S &P has the GO debt on alert for a downgrade. ' Moody's also has the state on review and has warned of a potential multi -notch downgrade. Draws on debt service reserve funds are rare and will likely make waves in the bond market, said Dick Larkin, director of credit analysis at the Iselin, New Jersey, office of broker Herbert J. Sims & Co. "I am not aware of a situation where an issuer has drawn on a debt reserve for sales tax bonds," he said in emailed comments. "I am also not aware of a situation where a unit needed to draw on a formal debt reserve fund to pay normal debt service on general obligation bonds," he said. Larkin said the latest developments reflect the strain on California's cash flow and may signal a situation that leads to a temporary disruption of normal debt service payments. "In the end, though, I still believe that California debt holders would be paid in full, even if there is a temporary disruption because of this financial crisis," he said. • k t v •. Meetin Date Item Numbe 8/27/09 1 VIII. A. TDISTgUCIT COST., SANYT.AW, t� r ✓ ...are rzde enr� t , pe da(District Memorandum To: Board of Directors From: Donald F. McIntyre, Interim District Manager Date: 8/17/09 Subject: COSTA MESA SANITARY DISTRICT PROPOSED REORGANIZATION In May of this year the District Board of Directors decided to appoint a full time General Manager. This action signaled the need to reevaluate the organizational structure that had been in place in the District for several years. The management structure of the District combines the duties of the manager with those of the contract District Engineer. With the availability of a full ® time General Manager, some of the duties of the Manager/Engineer and many of the duties of the Assistant Manager will become the responsibility of the new GM. Over the years, the day to day management of the District has become centralized under the Assistant who directs most of the functions of the District with only limited oversight by the District Manager /Engineer. The public policy leadership of the District is provided by a Board of five Directors elected at large. The Board Clerk provides a wide variety of support services for the Board including preparing and administering agendas and minutes of Board and Board Committee meetings as well as administering several public outreach programs. She also serves as the Board Secretary. Although none of these duties are expected to change under the proposed reorganization, some significant additional duties have been negotiated which would include administration of the headquarters office and staff as well as assuming recordation and transcription duties of the Court Clerk. While the Office Manager part of her duties would be under the aegis of the GM, the duties associated with the Board would continue to be under their purview. Obviously this is not a clear cut accountability arrangement. It is the kind of organizational compromise required in small organizations and the dual accountability is not different from the present situation. The proposed job title for this position is Office Manager /Clerk of the District. The Job Description is attached. As Office Manager, the position would supervise 3 support staff. By almost any standard the Sanitary District is a small governmental operation with only 12 employees and an annual operating budget of just over $10 million. As a Special District under 'T' otectinrg our community's freaftfi and the ctruironmen.t 1;y pr'oviXrty sofid'tvaste and sesffercoffi•ctio n sovice.:. Vn (( tr.�.Omsdi-a.goo K California law it has very specific duties and responsibilities and for that reason focuses only on the two functions described below. One of those functions, the sewer maintenance, is operated with a staff of three field personnel who monitor sewer line and pump station performance. This effort is supplemented by contracts for periodic line cleaning and line televising with those companies specializing in this work. The solid waste program is performed entirely by contract. There are public outreach efforts for both programs and associated staff support for other services such as financial and office management. One of the keys to this reorganization is to determine how best to redistribute the substantial duties of the Assistant in a way that would improve the operational effectiveness of the organization. This means insuring that the basic functions of the District, namely sanitary sewer maintenance and residential solid waste pick up and disposal continue to be carried out effectively and without interruption. While the Assistant Manager has a variety of disparate duties, the essential part of his work focuses on supervision of the sewer maintenance operation and the management of the solid waste contract. These two operational functions are the reason the District exists. As one looks at the opportunity to redefine the Assistant's role, these duties need to take first consideration. For that reason it is recommended that an Operations Manager position be created to assume these two vital functions of the District. The attached job description emphasizes these duties but includes, as well, building, grounds and equipment maintenance. This position is a direct report to the GM and is responsible for the supervision of the 3 District field personnel. isLike the Assistant Manager function the finance operation is highly centralized with budget and accounting functions under the purview of the contract treasurer. Specifically, the duties of the Treasurer now include: long -term financial planning; ensuring GASB 34 compliance; placing and tracking District's investments; preparing monthly Treasurer's report; preparing the annual statement of investment policy; attending agenda review and Board meetings and other financial support as determined by the District. This comprehensive contract for financial management has served the District well. However, with the appointment of a GM, one of whose important responsibilities will be the preparation and management of the budget, the scope of the contract services needs to be reevaluated. With District personnel providing general accounting, accounts receivable and payroll and the treasurer (consultant) providing internal controls, the supervision of personnel at times has proven to be somewhat awkward. With the new GM taking over the budget and its attendant accounting needs, this offers an opportunity to consolidate (in house) the finance officer duties now being performed by the Treasurer. The Treasurer would continue, under contract, to provide the duties associated with managing the District's investment portfolio. Although consideration has been given to the creation of the position of Finance Director, the limited size of the budget dictated a more moderate approach. This has resulted in a recommendation to establish the position of Administrative Manager which combines the responsibility for accounting, purchasing and human resources. The need for an HR person is clear. Even in a small organization the ever- changing laws and regulations governing personnel management requires careful and constant attention. This role demands more care than the present structure can provide. This position would be a direct report to the GM and a copy of the Job Description is attached. The Accountant and Accountant Specialist would report to this position. Kl These proposed changes to the organization are meant to provide a logical structure for the new, first full time GM of the District. The attached organization charts represent the recent and proposed structure going forward. The changes outlined above neither add nor delete personnel from the organization — except for the part time OEO whose duties will soon be transferred to the City under an MOU now being developed. Since a new contract with the District Engineer has just been approved, which outlines his duties, no changes are recommended for that relationship. It is perhaps worth noting that (like the Clerk) he is necessarily positioned in such a way as to be required to serve two masters. One final consideration, which is not really an organization issue, has to do with the Board committee system. There are now two standing committees, Sewer and Recycling. The other committee, which is required by law, is the "Investment Oversight Committee." The Board may wish to consider the idea of aligning their committee structure with the proposed staff structure. That is, a committee with oversight of the Operations function and one that would be over the Administrative function. Finance and personnel matters are areas where more Board attention could be constructive. A summary of the fiscal impact of the reorganization is provided in order for the Board to have a complete picture of these changes for both this fiscal year and next. In the current year it is assumed that, if approved, the reorganization would become effective on September 28. Therefore, costs and savings are calculated from that date. The GM annual salary and benefits are estimated $195,000. With an expected start date of January that cost is reduced by' /z and the $77,000 budgeted for the position reduces the total for the current year to about $20,000. Other miscellaneous salary adjustments are estimated to be $10,000. bringing the total expenses to $30,000. On the savings side are the following: Court Clerk; overtime; treasurer and OEO which is estimated at $137,000. This represents a net savings from the reorganization of $105,000. However, the one -time cost for the Interim Manager and for recruiting the GM is about $115,000. This makes the estimated cost for the current fiscal year $10,000. Annualizing these numbers in order to project next year's expenses and saving looks like this: GM salary and benefits $195,000. Other salary adjustments are $15,000. This totals $210,000. The annualized savings from Court Clerk, overtime, treasurer and OEO Officer are estimated to be $168,000. Based on what we know now about the organization and how it could be restructured the net cost increase is about $41,000. per year. This proposal to reorganize is not a radical departure from the present organization. It does, however, better utilize the time and talent of the people presently employed. It is recommended that the Board give serious consideration to these recommendations which are based on a careful analysis of the Districts mission and its present operation. If you choose to approve the recommended reorganization it is further recommended that the effective date be Monday September 28th (the beginning of a payroll period) which follows my return from vacation. My availability may be helpful in providing for a smooth transition. COSTA MESA SANITARY DISTRICT CLASS 1000 • TITLE: GENERAL MANAGER JOB DESCRIPTION Under the direction of the Board of Directors: 1. Manage all aspects of the sanitary sewer collection and solid waste operations, as well as special programs of the District; 2. Be the chief administrative officer of the District, responsible to the Board of Directors; 3. Recommend to the Board (from time to time) adoption of such policies as may be necessary or expedient for the health, safety or welfare of the community or for part in the discussion of all matters coming before the Board; 10. Supervise the purchase of all materials, supplies and equipment for which funds are provided in the budget; 11. See that all applicable laws and ordinances are fully enforced; 12. Devote all working time to the discharge of official duties; and 13. Perform such other duties as may be required by the Board, consistent with state law or ordinances. SPECIFIC DUTIES AND RESPONSIBILITIES Prepare proposed District policy and recommend such policy for action to the District Board of Directors. Implement policy and procedural decisions of the Board; evaluate and execute the strategic vision, plans, goals and objectives of the Board. 2. Analyze, forecast, prepare, propose and manage the District annual budget and prepare and present financial reports and initiatives according to Board policy the improvement of administrative services; 4. Prepare the budget annually, submit it to the Board, together with a message describing the important features and be responsible for its administration after adoption; 5. Prepare and submit to the Board at the end of the fiscal year a complete report on the preceding year's finances and administrative activities; 6. Keep the Board advised of the financial condition and future needs of the District, and make such recommendations as may be necessary; 7. Recommend to the Board a standard schedule of pay for all employee levels and types; 8. Appoint, and when necessary for the good of the District, suspend or remove officers and employees of the District under his /her direction and to direct and supervise their work; 9. Attend all meetings of the Board of Directors, unless excused there from, and take part in the discussion of all matters coming before the Board; 10. Supervise the purchase of all materials, supplies and equipment for which funds are provided in the budget; 11. See that all applicable laws and ordinances are fully enforced; 12. Devote all working time to the discharge of official duties; and 13. Perform such other duties as may be required by the Board, consistent with state law or ordinances. SPECIFIC DUTIES AND RESPONSIBILITIES Prepare proposed District policy and recommend such policy for action to the District Board of Directors. Implement policy and procedural decisions of the Board; evaluate and execute the strategic vision, plans, goals and objectives of the Board. 2. Analyze, forecast, prepare, propose and manage the District annual budget and prepare and present financial reports and initiatives according to Board policy CMSD- General Manager guidance. Manage the District's capital improvements and associated finance plans. 3. Manage the SSO reporting process and the Sanitary Sewer Management Plan. 4. Assure an appropriate sanitary sewer management plan is in place, current, and fully meets all requirements and regulations. 5. Manage all aspects of the provisions and contracts of the District's solid waste enterprise. 6. Provide well- organized staff reports to the District Board of Directors to assist and prepare them in the decision making process. 7. Forecast, propose and implement additions and improvements to the infrastructure and equipment of the District. 8. Develop and manage construction, consultant, engineering contracts and special service agreements to meet budget requirements, State law and District policy. 9. Proactively manage District personnel to assure an efficient operation. Evaluate personnel needs, needed organizational enhancements through training and by other means, manage personnel performance, assess needed skills and recommend and present organizational structure and adequacy. 10. Represent the District at the local, State and Federal levels on matters of current and future importance to the District. Represent the District with stakeholder groups, regulators and the media. 11. Assure District conformance with applicable sanitary sewer and solid waste regulations, codes and ordinances. JOB QUALIFICATIONS AND EVALUATION DOCUMENTATION Qualifications: Knowledge of and experience in: 1. principles and techniques of organization, management, personnel administration, budgeting, cost control, staff development including and understanding of the importance of authority, responsibility, accountability, motivation and delegation. 2. advanced principles of financial management budgeting, grants administration, and cost control. 3. principles and practices related to design, construction, operation and administration of wastewater collection and solid waste, systems and facilities. 4. principles of the determination of rates and charges. 5. relevant materials, procedures and equipment used in construction, operation, and maintenance of sewerage and solid waste facilities and equipment. 6. project management, contract and construction management of complex sanitary sewer collection systems and solid waste practices and methods. 0 7. local, regional, state, and federal - related organizations and programs. 2 • CMSD- General Manager PRE - REQUISITE TRAINING, EDUCATION AND EXPERIENCE A Bachelor's degree from an accredited college or university in an engineering discipline, public administration, or management. Demonstrated technical experience with a publicly owned wastewater or water utility, construction firm, environmental related industry, engineering consulting firm, regulatory agency or similar organization is preferred. Top - level management experience in the public sector is desired. Demonstrated success in integrating into a community, further an agency's reputation and initiatives is also preferred. Experience in sewer collection systems, solid waste disposal techniques and options, source control, pretreatment and pollution prevention and environmental education programs are highly desirable. C COSTA MESA SANITARY DISTRICT JOB DESCRIPTION OPERATIONS MANAGER JOB SUMMARY: This full -time salaried /FLSA exempt position plans, directs, and coordinates the operations, maintenance, and repair of the District's wastewater facilities, maintenance equipment, and vehicles; performs related duties as required. To manage the Costa Mesa Sanitary District (District) Operations Department involving District facilities, equipment and vehicle operations, maintenance and customer service programs, services in using a combination of in -house and contractor resources for wastewater and solid waste management; serve as a member of the District's management team; and provide highly responsible and professional staff assistance to the General Manager. SUPERVISION RECEIVED AND EXERCISED: Receive administrative direction from the General Manager. Exercises direct formal supervision over Operations Department personnel. The General Manager assigns work and evaluates performance through conferences, reports, and performance results. ESSENTIAL DUTIES: Duties may include, but are not limited to, the following: • Plan, direct, and review the operation, services and activities of the Operations Department; administer the overall implementation of the District -wide capital improvements program; oversee a wide range of consulting/construction contract and grants; assess and address community service expectations and service requirements; ensure the most efficient blend of employee and contractor resources; • Develop and implement departmental goals and objectives to meet strategic goals and objectives; develop, recommend and administer approved policies and procedures; coordinate departmental activities with other District departments and outside agencies; provide professional and technical advice to the General Manager and District Board of Directors; prepare and present staff reports and answer questions; • Plan, organize, select and supervise the work of departmental staff, lead, coach, motivate, monitor and evaluate staff performance; serve as the second level supervisor of staff supervised by department subordinates and review performance evaluations prepared by subordinates; develop and implement staff training programs and plans; recommend employee recognition, discipline and termination; ensure District personnel policy is implemented and applied consistently within the department; • Supervise development of the departmental budget; participate in the forecast of revenue, expenses and additional funds needed for facilities, staffing, vehicles, equipment, materials, and supplies; administer the approved departmental budget; • Represent the District and participate in professional and public meetings and organizations; attend staff meetings; participate in mandated training and staff development; respond to and meet with property owners, homeowner groups, and the public; meet with and provide information to regulatory agencies; • Manage District Wastewater Programs; On -Call 24/7; Responsible for Sanitary Sewer Overflow (SSO) Management and Reporting, Telephonic and Internet, internally and to OCHCA, RWQCB, CaIEMA; manage the Sewer Review Committee Process; manage the Supervisory Control and Data Acquisition (SCADA) Sewer Management System and upgrade programs; manage, review, evaluate and report contractor performances for main line cleaning, pump station maintenance and upgrades, California mandated state -wide waste discharge requirements (WDR) and sewer line FOG (fats, oils and grease) management; manage the District vehicle maintenance contracts; ensure adherence to safe work practices; • Manage District Solid Waste Programs; manage the solid waste collection contract including contractor direction, performance, customer service and performance evaluation; manage household hazardous waste collections contracts; represents the District to the public for customer service issues; -Serve as District Emergency Operations Manager; plan, coordinate and conduct annual District -wide Emergency Evacuation Drills; document and report and improve emergency responses; plan and program necessary District -wide emergency response funds, equipment, supplies and training; 8 -07 -09 1 of 2 • Direct the general maintenance and repair of the District buildings and grounds; Oversee and direct departmental office operations; manage District information technology contracts and processes; maintain appropriate records and files; coordinate workflow; prepare reports, agenda items memoranda, staff reports, letters and other forms of correspondence; and • Perform related duties as assigned. 16 QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each function. The requirements listed below are representative of the knowledge, skill, and /or ability required. KNOWLEDGE OF: Principles and practices of wastewater management, solid waste management, emergency preparedness; Principles and practices of organization, administration and personnel management, leadership, supervision, training and performance evaluation; Principles and techniques of budget development and administration; Applicable Federal, State and local laws, ordinances, codes and regulations; Current technological and communication equipment and software for departmental services; and Modern office practices, procedures, methods and equipment including use of a PC and software. ABILITY TO: Direct, plan, staff, schedule and organize the activities of a Sanitary District Operations Department; Analyze problems; identify and evaluate alternative solutions, and implement goal related solutions; Interpret and apply District policies, procedures, rules and regulations; Develop and administer sound departmental policies and procedures; . Stay abreast of new trends, innovations, standards and guidelines in the fields of wastewater management, solid waste management, emergency preparedness, and contract administration; Select, supervise, train and evaluate personnel and establish and maintain cooperative working relationships with those contacted in the course of work; Prepare and administer a departmental budget; and Communicate clearly and concisely, both orally and in writing. EXPERIENCE & TRAINING AND LICENSE /CERTIFICATES: A combination of experience and training that would likely provide the required knowledge and abilities may be qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Ten years of increasingly responsible professional government operations experience, inc u� least ten combined years of responsible wastewater and solid waste management, and supervisory level experience in wastewater operations. Training: An awarded Bachelor of Science (BS) degree in any related field, including environmental science. A master's degree in public administration, contract management or a related field is highly desirable. License /Certificate: Possession of a valid and appropriate California driver's license is required. Possession of current California Water Environment Association (CWEA) Grade I Collection System Maintenance Certification upon employment and attainment of a minimum CWEA Grade 11 Collection System Maintenance Certification within one year of hire. ADDITIONAL REQUIREMENT: Prior to employment, the candidate must successfully complete a thorough background review, including being fingerprinted by City of Costa Mesa Police Department. 8 -07 -09 2 of 2 Costa Mesa Sanitary District Class: 1003 0 OFFICE MANAGER/CLERK OF THE DISTRICT JOB SUMMARY Under limited supervision, performs a variety of specialized and complex administrative, management and clerk duties as prescribed by law. Directs office operations and services. Performs essential duties as required. CLASS CHARACTERISTICS This full -time salaried /FLSA exempt position works under the direction of the General Manager and the Board of Directors of the Costa Mesa Sanitary District. The incumbent is expected to independently carry out administrative, management and clerk assignments, including preparation of Board agendas, packets and meeting minutes. The incumbent directs the work of support staff and excersies considerable independent judgment and discretion in the performance of duties. ESSENTIAL FUNCTIONS These functions may not be present in all positions in this class. When a position is to be filled, the essential functions will be noted in the announcement of position availability. Management reserves the right to add, modify, change or rescind work assignments as needed. Oversees and assists in preparation of the Board Agenda; supervises preparation of the Agenda package and correspondence to parties involved in Board actions; ensures posting of Board Agendas in accordance with legal requirements; Attends regular, special and committee meetings; records actions taken and distributes minutes; Serves as Notary Public for the District; certifies and validates all District documents; administers oath of office to newly- elected Directors. Serves as Filing Officer; processing and monitoring documents including conflict of interest and campaign disclosure filings ensuring timely compliance; Performs administrative duties and follows through on Board and General Manager directives in accordance with established District policies and procedures. Assists with development of new policies and procedures; Maintains official District records for public, private and government use; initiates, organizes, maintains and controls access to files and records including Board of Director and District documents; Receives and opens sealed bids on behalf of the District for public works projects; Responds to difficult and sensitive inquiries and complaints; Manages and co- ordinates District programs, including the School Telephone Book Recycling program and Large Item Collection program. Co- ordinates the Strategic Planning Workshop and the production/mail out of the District Newsletter. Serves as office manager providing supervision to office support staff, reviews work of subordinates; and Performs other duties as required. r: Costa Mesa Sanitary District QUALIFICATIONS GUIDELINES Class: 1003 A typical way to obtain the requisite knowledge and abilities to perform the duties and responsibilities of this classification is as follows: Education Training and /or Experience High school graduation, supplemented by college course work in secretarial science, records management, or closely related field. Progressively responsible experience providing administrative, management and executive support. Experience with a Special District is preferable. License and /or Certificate Class C California Driver's License. Revocation of license during employment may result in disciplinary action or reassignment. Notary Public Requisite Knowledge and Skill Levels Sanitary District ordinances, codes and resolution processes. Modern office practices, procedures and equipment. Record - keeping and filing techniques and procedures. Skill in utilizing word processing and other applicable software programs. Requisite Abilities Establish and maintain effective and co- operative working relationships with the Board of Directors, District, contractors, vendors, consultants, City officials and employees, and the general public. Communicate effectively, both orally and in writing. Understand and follow complex oral and written instructions with a minimum of supervision. Learn and interpret specific laws and policies and apply them in a variety of procedural situations. Perform responsible and difficult administrative work with accuracy, speed and initiative. PHYSICAL TASKS AND ENVIRONMENTAL CONDITIONS Ability to sit, reach, twist, turn, lean, reach to access supplies and use equipment; operate a computer keyboard, typewriter, calculator; lift files and reports from desktops or file drawers. Exposure to vibration, pitch and glare from a computer. Employee accommodations for physical or mental disabilities will be considered on a case -by -case basis. (SK 7/09) 0 Costa Mesa Sanitary District • JOB SUMMARY Administrative Manager CLASS CODE: 1009 Under supervision of the General Manager, plans, directs and oversees a broad range of administrative services and personnel programs in the District; and to perform related duties as required. CLASS CHARACTERISTICS This full -time salaried /FLSA exempt position provides principal assistance to the General Manager in the preparation of the annual budget, supervision of accounting department personnel, and serve as human resource advisor. ESSENTIAL FUNCTIONS These functions may not be present in all positions in this class. When a position is to be filled, the essential functions will be noted in the announcement of position availability. Management reserves the right to add, modify, change or rescind work assignments as needed. Prepares District budget expenditure and revenue estimates and submits them in preliminary form to the General Manager and Board of Directors; Supervises and oversees accounting functions; participates in review of all financial transactions; Request quotations for purchase of District services and products; oversee purchase order processing Recommends improved accounting procedures and implements appropriate procedures to minimize vulnerability to fraud, waste or abuse; Administers employee health, welfare, retirement benefits; advises departments on employee relations practices and disciplinary actions; Participates and plans recruitment/selection activities; Analyzes and determines effective allocation of staffing and financial resources given organizational needs and community priorities; Provide highly responsible and complex administrative support to the General Manager; Attends conferences and meetings to remain informed of trends, practices and issues effecting District personnel and finance matters; Participates in employer - employee relations activities; Reviews the effectiveness of policy and procedures in concert with department managers; Attends Board and Committee meetings and provides reports as required; and Performs related work as required; • Costa Mesa Sanitary District QUALIFICATIONS GUIDELINES CLASS CODE: 1009 A typical way to obtain the requisite knowledge and abilities to perform the duties and responsibilities of this classification is as follows: Education, Training and /or Experience Graduation from a four year college or university with major course work in public administration, business administration, personnel administration or a related field. Graduate level coursework, training or certification in the principles of management, organizational development, budgeting and strategic planning. Ability to communicate effectively orally and in writing; establish and maintain effective and cooperative working relationships. License and /or Certificate Valid California Driver's License. Revocation of license during employment may result in disciplinary action or reassignment. Requisite Knowledge and Skill Levels Principles of budget preparation, administration and control; Applicable federal, state, and local laws, ordinances, codes and regulations; Principles and techniques of supervision, training, budgeting, record keeping, statistical measurements and applications. Operation of a variety of office equipment including automated word processing, spreadsheet and database management equipment in the preparation of documents. Requisite Abilities Define problem areas; collect and evaluate data; define and select alternatives; draw conclusions and develop recommendations; plan and implement .recommendations; Analyze trends and problems and develop long range plans; Interpret applicable laws, rules and regulations; Establish and maintain effective working relationship with subordinates, District officials and the public. PHYSICAL TASKS AND ENVIRONMENTAL CONDITIONS Ability to sit, reach, twist, turn, lean, reach to access supplies and use equipment; operate a computer keyboard, typewriter, calculator; lift files and reports from desktops or file drawers. Exposure to vibration, pitch and glare from a computer. Employee accommodations for physical or mental disabilities will be considered on a case -by -case basis. (SK7 /09) 0 • Present: Organization Charts CMSD Board of Directors, 1 I I 1 I 1 ManagedDistrict District Clerk/ Board - Treasurer District Engineer En meer, Secrets : _ Attorney Proposed: CMSD Board of Directors , I Treasurer I General Manageh,. 1, 1 District Engineer. _ District Clerk: I Admin Manager :., District Engineer Operations Manager_., Office Manager Swe y Kallab ' Hob Hamers Tom'Fauth "' Joan Ravek` Accountant. ., Teresa.Gonzalez; Robiri B. Hamers?& Acsodates,.inc. Sewer Maintenance PerrTiWProcessin-g Supervisor Specialist ; Karl Dulake Debbie Bjornson Accounting specrahsti t• Sewer aintenarice Permit Processing ., Kai - iin TraW ' . Worker , Specialist - Joel Ortiz I Denise Gilbert .. Sewer Maintenance Worker` 1 Office Speclalista l . Tim' Henson JanelJacksorr is Attorney Meeting Date Item Numbe F 8/27109 VIII. A. —� r �+ f ... an Independent SpeciafTgsti ict To: Board of Directors From: Donald F. McIntyre, Interim District Manager �I Date: 8/17/09 Subject: COSTA MESA SANITARY DISTRICT PROPOSED REORGANIZATION In May of this year the District Board of Directors decided to appoint a full time General Manager. This action signaled the need to reevaluate the organizational structure that had been in place in the District for several years. The management structure of the District combines the duties of the manager with those of the contract District Engineer. With the availability of a full time General Manager, some of the duties of the Manager/Engineer and many of the duties of the Assistant Manager will become the responsibility of the new GM. Over the years, the day to day management of the District has become centralized under the Assistant who directs most of the functions of the District with only limited oversight by the District Manager /Engineer. The public policy leadership of the District is provided by a Board of five Directors elected at large. The Board Clerk provides a wide variety of support services for the Board including preparing and administering agendas and minutes of Board and Board Committee meetings as well as administering several public outreach programs. She also serves as the Board Secretary. Although none of these duties are expected to change under the proposed reorganization, some significant additional duties have been negotiated which would include administration of the headquarters office and staff as well as assuming recordation and transcription duties of the Court Clerk. While the Office Manager part of her duties would be under the aegis of the GM, the duties associated with the Board would continue to be under their purview. Obviously this is not a clear cut accountability arrangement. It is the kind of organizational compromise required in small organizations and the dual accountability is not different from the present situation. The proposed job title for this position is Office Manager /Clerk of the District. The Job Description is attached. As Office Manager, the position would supervise 3 support staff. By almost any standard the Sanitary District is a small governmental operation with only 12 employees and an annual operating budget of just over $10 million. As a Special District under 41 otectr'tg ourcomnauaitys fieaftl and'the 1;>, pw lidilrg S06f'uVste a services. •r4 rc (11.CMsd<7. fioV f. 2 California law it has very specific duties and responsibilities and for that reason focuses only on the two functions described below. One of those functions, the sewer maintenance, is operated with a staff of three field personnel who monitor sewer line and pump station performance. This effort is supplemented by contracts for periodic line cleaning and line televising with those companies specializing in this work. The solid waste program is performed entirely by contract. There are public outreach efforts for both programs and associated staff support for other services such as financial and office management. One of the keys to this reorganization is to determine how best to redistribute the substantial duties of the Assistant in a way that would improve the operational effectiveness of the organization. This means insuring that the basic functions of the District, namely sanitary sewer maintenance and residential solid waste pick up and disposal continue to be carried out effectively and without interruption. While the Assistant Manager has a variety of disparate duties, the essential part of his work focuses on supervision of the sewer maintenance operation and the management of the solid waste contract. These two operational functions are the reason the District exists. As one looks at the opportunity to redefine the Assistant's role, these duties need to take first consideration. For that reason it is recommended that an Operations Manager position be created to assume these two vital functions of the District. The attached job description emphasizes these duties but includes, as well, building, grounds and equipment maintenance. This position is a direct report to the GM and is responsible for the supervision of the 3 District field personnel. Like the Assistant Manager function the finance operation is highly centralized with budget and accounting functions under the purview of the contract treasurer. Specifically, the duties of the Treasurer now include: long -term financial planning; ensuring GASB 34 compliance; placing and tracking District's investments; preparing monthly Treasurer's report; preparing the annual statement of investment policy; attending agenda review and Board meetings and other financial support as determined by the District. This comprehensive contract for financial management has served the District well. However, with the appointment of a GM, one of whose important responsibilities will be the preparation and management of the budget, the scope of the contract services needs to be reevaluated. With District personnel providing general accounting, accounts receivable and payroll and the treasurer (consultant) providing internal controls, the supervision of personnel at times has proven to be somewhat awkward. With the new GM taking over the budget and its attendant accounting needs, this offers an opportunity to consolidate (in house) the finance officer duties now being performed by the Treasurer. The Treasurer would continue, under contract, to provide the duties associated with managing the District's investment portfolio. Although consideration has been given to the creation of the position of Finance Director, the limited size of the budget dictated a more moderate approach. This has resulted in a recommendation to establish the position of Administrative Manager which combines the responsibility for accounting, purchasing and human resources. The need for an HR person is clear. Even in a small organization the ever- changing laws and regulations governing personnel management requires careful and constant attention. This role demands more care than the present structure can provide. This position would be a direct report to the GM and a copy of the Job Description is attached. The Accountant and Accountant Specialist would report to this position. 3 These proposed changes to the organization are meant to provide a logical structure for the new, first full time GM of the District. The attached organization charts represent the recent and proposed structure going forward. The changes outlined above neither add nor delete personnel from the organization — except for the part time OEO whose duties will soon be transferred to the City under an MOU now being developed. Since a new contract with the District Engineer has just been approved, which outlines his duties, no changes are recommended for that relationship. It is perhaps worth noting that (like the Clerk) he is necessarily positioned in such a way as to be required to serve two masters. One final consideration, which is not really an organization issue, has to do with the Board committee system. There are now two standing committees, Sewer and Recycling. The other committee, which is required by law, is the "Investment Oversight Committee." The Board may wish to consider the idea of aligning their committee structure with the proposed staff structure. That is, a committee with oversight of the Operations function and one that would be over the Administrative function. Finance and personnel matters are areas where more Board attention could be constructive. A summary of the fiscal impact of the reorganization is provided in order for the Board to have a complete picture of these changes for both this fiscal year and next. In the current year it is assumed that, if approved, the reorganization would become effective on September 28. Therefore, costs and savings are calculated from that date. The GM annual salary and benefits are estimated $195,000. With an expected start date of January that cost is reduced by' /z and the $77,000 budgeted for the position reduces the total for the current year to about $20,000. Other miscellaneous salary adjustments are estimated to be $10,000. bringing the total expenses to $30,000. On the savings side are the following: Court Clerk; overtime; treasurer and OEO which is estimated at $137,000. This represents a net savings from the reorganization of $105,000. However, the one -time cost for the Interim Manager and for recruiting the GM is about $115,000. This makes the estimated cost for the current fiscal year $10,000. Annualizing these numbers in order to project next year's expenses and saving looks like this: GM salary and benefits $195,000. Other salary adjustments are $15,000. This totals $210,000. The annualized savings from Court Clerk, overtime, treasurer and OEO Officer are estimated to be $168,000. Based on what we know now about the organization and how it could be restructured the net cost increase is about $41,000. per year. This proposal to reorganize is not a radical departure from the present organization. It does, however, better utilize the time and talent of the people presently employed. It is recommended that the Board give serious consideration to these recommendations which are based on a careful analysis of the Districts mission and its present operation. If you choose to approve the recommended reorganization it is further recommended that the effective date be Monday September 28th (the beginning of a payroll period) which follows my return from vacation. My availability may be helpful in providing for a smooth transition. COSTA MESA SANITARY DISTRICT CLASS 1000 TITLE: GENERAL MANAGER JOB DESCRIPTION Under the direction of the Board of Directors: 1. Manage all aspects of the sanitary sewer collection and solid waste operations, as well as special programs of the District; 2. Be the chief administrative officer of the District, responsible to the Board of Directors; 3. Recommend to the Board (from time to time) adoption of such policies as may be necessary or expedient for the health, safety or welfare of the community or for the improvement of administrative services; 4. Prepare the budget annually, submit it to the Board, together with a message describing the important features and be responsible for its administration after adoption; 5. Prepare and submit to the Board at the end of the fiscal year a complete report on the preceding year's finances and administrative activities; 6. Keep the Board advised of the financial condition and future needs of the District, and make such recommendations as may be necessary; 7. Recommend to the Board a standard schedule of pay for all employee levels and types; 8. Appoint, and when necessary for the good of the District, suspend or remove officers and employees of the District under his /her direction and to direct and supervise their work; 9. Attend all meetings of the Board of Directors, unless excused there from, and take part in the discussion of all matters coming before the Board; 10. Supervise the purchase of all materials, supplies and equipment for which funds are provided in the budget; 11. See that all applicable laws and ordinances are fully enforced; 12. Devote all working time to the discharge of official duties; and 13. Perform such other duties as may be required by the Board, consistent with state law or ordinances. SPECIFIC DUTIES AND RESPONSIBILITIES Prepare proposed District policy and recommend such policy for action to the District Board of Directors. Implement policy and procedural decisions of the Board; evaluate and execute the strategic vision, plans, goals and objectives of the Board. 2. Analyze, forecast, prepare, propose and manage the District annual budget and prepare and present financial reports and initiatives according to Board policy CMSD- General Manager guidance. Manage the District's capital improvements and associated finance plans. 3. Manage the SSO reporting process and the Sanitary Sewer Management Plan. 4. Assure an appropriate sanitary sewer management plan is in place, current, and fully meets all requirements and regulations. 5. Manage all aspects of the provisions and contracts of the District's solid waste enterprise. 6. Provide well- organized staff reports to the District Board of Directors to assist and prepare them in the decision making process. 7. Forecast, propose and implement additions and improvements to the infrastructure and equipment of the District. 8. Develop and manage construction, consultant, engineering contracts and special service agreements to meet budget requirements, State law and District policy. 9. Proactively manage District personnel to assure an efficient operation. Evaluate personnel needs, needed organizational enhancements through training and by other means, manage personnel performance, assess needed skills and recommend and present organizational structure and adequacy. 10. Represent the District at the local, State and Federal levels on matters of current and future importance to the District. Represent the District with stakeholder groups, regulators and the media. 11. Assure District conformance with applicable sanitary sewer and solid waste regulations, codes and ordinances. JOB QUALIFICATIONS AND EVALUATION DOCUMENTATION Qualifications: Knowledge of and experience in: 1. principles and techniques of organization, management, personnel administration, budgeting, cost control, staff development including and understanding of the importance of authority, responsibility, accountability, motivation and delegation. 2. advanced principles of financial management budgeting, grants administration, and cost control. 3. principles and practices related to design, construction, operation and administration of wastewater collection and solid waste, systems and facilities. 4. principles of the determination of rates and charges. 5. relevant materials, procedures and' equipment used in construction, operation, and maintenance of sewerage and solid waste facilities and equipment. 6. project management, contract and construction management of complex sanitary sewer collection systems and solid waste practices and methods. 7. local, regional, state, and federal - related organizations and programs. 2 CMSD- General Manager PRE - REQUISITE TRAINING, EDUCATION AND EXPERIENCE A Bachelor's degree from an accredited college or university in an engineering discipline, public administration, or management. Demonstrated technical experience with a publicly owned wastewater or water utility, construction firm, environmental related industry, engineering consulting firm, regulatory agency or similar organization is preferred. Top - level management experience in the public sector is desired. Demonstrated success in integrating into a community, further an agency's reputation and initiatives is also preferred. Experience in sewer collection systems, solid waste disposal techniques and options, source control, pretreatment and pollution prevention and environmental education programs are highly desirable. 3 COSTA MESA SANITARY DISTRICT JOB DESCRIPTION OPERATIONS MANAGER JOB SUMMARY: This full -time salaried /FLSA exempt position plans, directs, and coordinates the operations, maintenance, and repair of the District's wastewater facilities, maintenance equipment, and vehicles; performs related duties as required. To manage the Costa Mesa Sanitary District (District) Operations Department involving District facilities, equipment and vehicle operations, maintenance and customer service programs, services in using a combination of in -house and contractor resources for wastewater and solid waste management; serve as a member of the District's management team; and provide highly responsible and professional staff assistance to the General Manager. SUPERVISION RECEIVED AND EXERCISED: Receive administrative direction from the General Manager. Exercises direct formal supervision over Operations Department personnel. The General Manager assigns work and evaluates performance through conferences, reports, and performance results ESSENTIAL DUTIES: Duties may include, but are not limited to, the following: • Plan, direct, and review the operation, services and activities of the Operations Department; administer the overall implementation of the District -wide capital improvements program; oversee a wide range of consulting/construction contract and grants; assess and address community service expectations and service requirements; ensure the most efficient blend of employee and contractor resources; • Develop and implement departmental goals and objectives to meet strategic goals and objectives; develop, recommend and administer approved policies and procedures; coordinate departmental activities with other District departments and outside agencies; provide professional and technical advice to the General Manager and District Board of Directors; prepare and present staff reports and answer questions; • Plan, organize, select and supervise the work of departmental staff; lead, coach, motivate, monitor and evaluate staff performance; serve as the second level supervisor of staff supervised by department subordinates and review performance evaluations prepared by subordinates; develop and implement staff training programs and plans; recommend employee recognition, discipline and termination; ensure District personnel policy is implemented and applied consistently within the department; o Supervise development of the departmental budget; participate in the forecast of revenue, expenses and additional funds needed for facilities, staffing, vehicles, equipment, materials, and supplies; administer the approved departmental budget; • Represent the District and participate in professional and public meetings and organizations; attend staff meetings; participate in mandated training and staff development; respond to and meet with property owners, homeowner groups, and the public; meet with and provide information to regulatory agencies; • Manage District Wastewater Programs; On -Call 24/7; Responsible for Sanitary Sewer Overflow (SSO) Management and Reporting, Telephonic and Internet, internally and to OCHCA, RWQCB, CalEMA; manage the Sewer Review Committee Process; manage the Supervisory Control and Data Acquisition (SCADA) Sewer Management System and upgrade programs; manage, review, evaluate and report contractor performances for main line cleaning, pump station maintenance and upgrades, California mandated state -wide waste discharge requirements (WDR) and sewer line FOG (fats, oils and grease) management; manage the District vehicle maintenance contracts; ensure adherence to safe work practices; • Manage District Solid Waste Programs; manage the solid waste collection contract including contractor direction, performance, customer service and performance evaluation; manage household hazardous waste collections contracts; represents the District to the public for customer service issues; -Serve as District Emergency Operations Manager; plan, coordinate and conduct annual District -wide Emergency Evacuation Drills; document and report and improve emergency responses; plan and program necessary District -wide emergency response funds, equipment, supplies and training; 8 -07 -09 1 of 2 Costa Mesa Sanitary District Class: 1003 OFFICE MANAGEFJCLERK OF THE DISTRICT JOB SUMMARY Under limited supervision, performs a variety of specialized and complex administrative, management and clerk duties as prescribed by law. Directs office operations and services. Performs essential duties as required. CLASS CHARACTERISTICS This full -time salaried/FLSA exempt position works under the direction of the General Manager and the Board of Directors of the Costa Mesa Sanitary District. The incumbent is expected to independently carry out administrative, management and clerk assignments, including preparation of Board agendas, packets and meeting minutes. The incumbent directs the work of support staff and excersies considerable independent judgment and discretion in the performance of duties. ESSENTIAL FUNCTIONS These functions may not be present in all positions in this class. When a position is to be filled, the essential functions will be noted in the announcement of position availability. Management reserves the right to add, modify, change or rescind work assignments as needed. Oversees and assists in preparation of the Board Agenda; supervises preparation of the Agenda package and correspondence to parties involved in Board actions; ensures posting of Board Agendas in accordance with legal requirements; Attends regular, special and committee meetings; records actions taken and distributes minutes; Serves as Notary Public for the District; certifies and validates all District documents; administers oath of office to newly - elected Directors. Serves as Filing Officer; processing and monitoring documents including conflict of interest and campaign disclosure filings ensuring timely compliance; Performs administrative duties and follows through on Board and General Manager directives in accordance with established District policies and procedures. Assists with development of new policies and procedures; Maintains official District records for public, private and government use; initiates, organizes, maintains and controls access to files and records including Board of Director and District documents; Receives and opens sealed bids on behalf of the District for public works projects; Responds to difficult and sensitive inquiries and complaints; Manages and co- ordinates District programs, including the School Telephone Book Recycling program and Large Item Collection program. Co- ordinates the Strategic Planning Workshop and the production /mail out of the District Newsletter. Serves as office manager providing supervision to office support staff, reviews work of subordinates; and Performs other duties as required. r Costa Mesa Sanitary District CLASS CODE: 1009 Administrative Manager JOB SUMMARY Under supervision of the General Manager, plans, directs and oversees a broad range of administrative services and personnel programs in the District; and to perform related duties as required. CLASS CHARACTERISTICS This full -time salaried/FLSA exempt position provides principal assistance to the General Manager in the preparation of the annual budget, supervision of accounting department personnel, and serve as human resource advisor. ESSENTIAL FUNCTIONS These functions may not be present in all positions in this class. When a position is to be filled, the essential functions will be noted in the announcement of position availability. Management reserves the right to add, modify, change or rescind work assignments as needed. Prepares District budget expenditure and revenue estimates and submits them in preliminary form to the General Manager and Board of Directors; Supervises and oversees accounting functions; participates in review of all financial transactions; Request quotations for purchase of District services and products; oversee purchase order processing Recommends improved accounting procedures and implements appropriate procedures to minimize vulnerability to fraud, waste or abuse; Administers employee health, welfare, retirement benefits; advises departments on employee relations practices and disciplinary actions; Participates and plans recruitment/selection activities; Analyzes and determines effective allocation of staffing and financial resources given organizational needs and community priorities; Provide highly responsible and complex administrative support to the General Manager; Attends conferences and meetings to remain informed of trends, practices and issues effecting District personnel and finance matters; Participates in employer- employee relations activities; Reviews the effectiveness of policy and procedures in concert with department managers; Attends Board and Committee meetings and provides reports as required; and Performs related work as required; Organization Charts Present: Proposed: Adn+l tcaila"K Rog � Tom Esutli kccgyn�rd .: 8eler=m�ce Robin:B tieniera & Teresa Caohsolez Ilssadafes; Ilia. A�aurttlnS:$pafeY 1; ewer einunlu e ,4 Keiffin Tren ', '.. Worker . feel: Grfk i Soper Tim Henson tilstrlot Glel�t } Atti m e Pordnit�isroa�sat�jg - "ry Gikmrt: i .#ufm st ►1 • • LAW OFFICES OF HARPER & BURNS LLP A LIMITED LIABILITY PARTNERSHIP INCLUDING APROFESSIONAL CORPORATION JOHN R. HARPER' ALAN R. BURNS COLIN R. BURNS OF COUNSEL JUDI A. CURTIN- MICHAEL MONTGOMERY' THOMAS W. ALLEN 'A PROFESSIONAL CORPORATION To: District Engineer From: Associate District Counsel Date: August 10, 2009 Re: Substitution of Subcontractors Introduction 453 S. GLASSELL STREET ORANGE, CALWORNIA 92866 (714) 771 -7728 FAX(714)744-3350 Meeting Date Item Numb e 8/27/09 VIII. B. 1 RIVERSIDE / SAN 13ERNARDINO (951) 674-0698 CMSD performed a competitive, prequalified bid for the construction of the new district yard. Howard S. Wright ( "HSW') was the successful bidder. HSW is concerned about the fact that it is substituting subcontractors after bid opening. The substitution was the result of value engineering that was performed at the request of CMSD. Issue This memorandum addresses the propriety of substituting subcontractors after bid opening. It is our opinion that HSW's worries may have substance as such substitutions might be considered "bid shopping" and subject HSW to statutory and administrative penalties. Analysis The Public Contract Code requires certain public works projects to be competitively bid. Pursuant to Article 52, which addresses sanitary districts, competitive bidding is required for any "district project" that exceeds $15,000. (Public Contract Code § 20803.) For purposes of Article 52, "district project ... means any construction ... of sewer facilities[.]" (Public Contract Code § 20801.) Therefore, it is our opinion that competitive bidding and the procedural steps that are typically attached to the bidding process are not required for the district yard since the yard is not part of the District's "sewer facilities." Unlike the laws addressing when a sanitary district must perform competitive bidding contained in Article 52 of the Public Contract Code, the laws that govern subcontracting are contained in the generally applicable "Subletting and Subcontracting Fair Practices Act" ( "SSFPA ") (Chapter 4, Public Contract Code §§ 4100 et seq.). District Engineer Substitution of Subcontractors Page 2 of 2 August 10, 2009 Pursuant to the SSFPA, any public agency taking bids for any public improvement must require bidders to specify the name of each subcontractor who will perform work on the project in an amount in excess of one -half of one percent of the prime contractor's bid. (Public Contract Code § 4104.) Thereafter, a prime contractor whose bid is accepted by the public agency may not substitute a person as subcontractor in the place of the subcontractor listed in the original bid except in certain very limited scenarios, such as when the subcontractor was listed in error, becomes bankrupt, or refuses to perform. (Public Contract Code § 4107.) Unlike Article 52, the SSFPA's reference to "public improvement" is not limited to sewer facilities but includes any public improvement. Therefore, while the District is not required by the Public Contract Code to competitively bid the yard, if the District performs a bid on a public improvement, which it is required by its Operations Code (§ 4.05.020(a)(iii)) to do, bidders must list subcontractors in their bid and cannot, after the award of the contract, substitute subcontractors except in the limited situations referred to in Section 4107 (none of which are applicable here). The purpose of the SSFPA is to address perceived problems with subcontractor financial solvency and quality of subcontractor work on public projects by ensuring that the awarding public agency has an opportunity to investigate and approve initial subcontractors and any proposed substitutions, and to prevent "bid shopping" by the general contractor to pressure subcontractors to submit lower bids than listed subcontractors or "bid peddling" by unlisted subcontractors to undercut known bids of listed subcontractors in order to procure a job. E. F. Brady Co. v. M. H. Golden Co. (1997) 67 Cal.Rptr.2d 886. "Value engineering" in public works projects usually takes the form of substituting materials or changing the work to be performed by the contractor and listed subcontractors where to do so would cut costs. For example, in a contract for the construction of a building, the plans and specifications may list a certain type of window at a height of 6.5 feet. It may be discovered after bidding that the manufacturer would have to prefabricate a 6.5 -foot window but already makes a standard 6.4 -foot window. In that case, the specifications could be changed to incorporate the 6.4 -foot window and cut the additional cost of prefabrication. Because the same window supplier and window - installing subcontractors would be used, there would be no violation of the SSFPA. Conclusion The substitution of subcontractors after bid award may violate the SSFPA and should be avoided. It is best to inform HSW to use the subcontractors listed in its original bid. Colin Burns Associate District Counsel cc: District Manager • U Meeting Date Item Numbe 8/27/09 VIII.6.3. COSTA MESA ,$i791(I7�'DI,SZ'I�ICT Memorandum To: Board of Directors ... an Independent Special District From: Sherry Kallab, Management Analyst Date: August 11, 2009 9 Subject: District Yard Office Furniture Proposal BACKGROUND: Staff met with representatives from Steelcase, Vertex and Newport Business Interiors last November to obtain office furniture proposals for the District Yard Facility. All three vendors carry sustainable lines of furniture. DISCUSSION: Newport Business Interiors was the lowest bidder of the three. Staff visited the National showroom located in Irvine and was impressed with the quality of the product. Below is a review of the proposals received. Please note the Steelcase quote does not include a price for hallway storage cabinets. RECOMMENDATION: In order to guarantee the November 08 pricing (with the exception of the sales tax increase) and process the order for Karl's desk chair, for immediate use, Staff recommends approval of the proposal from Newport Business Interiors, Inc. in the amount of $31,378.90. Steelcase Vertex NBI Office 101 $ 6,894.30 $ 6,986.00 $ 6,614.40 Office 102 (103 Steelcase $ 6,772.51 $ 6,986.00 $ 6,614.40 Conference Room $ 6,726.49 $ 7,103.00 $ 7,205.85 Lunch Room $ 1,608.09 $ 1,908.00 $ 1,325.70 Office 108 $ 3,841.07 $ 3,811.00 $ 3,226.95 Hallway $ 1,633.00 $ 1,357.20 Total Product $25,842.46 $28,427.00 $26,009.55 Labor /Deliver /Install $ 2,000.00 $ 1,950.00 $ 2,789.33 Product Surcharge $ 690.14 $ 60.00 Sales Tax $ 2,436.22 $ 2,657.99 $ 2,520.02 Total Proposal $30,968.82 $33,034.99 $31,378.90 RECOMMENDATION: In order to guarantee the November 08 pricing (with the exception of the sales tax increase) and process the order for Karl's desk chair, for immediate use, Staff recommends approval of the proposal from Newport Business Interiors, Inc. in the amount of $31,378.90. Meeting Date Item Numbe ,t 1 8/27/09 J VIII. E. SEWER SYSTEM COMMITTEE AGENDA August 25, 2009,10:30 a.m. Costa Mesa Sanitary District 626 W. 19th Street Costa Mesa, California Directors Monahan, Ooten and Ferryman 1. Monthly Spill Statistics II. OCSD Offer of Area 7 Sewers Update & Map Ill. OCSD Dover Trunk - IA Tracking IV. CMSD Line Maintenance Cleaning - NPSI Agreement - Addendum 2 Preparation/Rates A. Cockroach Spraying - 2 ManHole Rule V. CMSD Map Upgrades /Geographical Information System (GIS) Discussion VL Root intrusion Repair Coordination with Costa Mesa City Sidewalk/Curb /Gutter Repairs VII. Transfer of Sewer Lines from OCSD to CMSD - Requires $1.3 Million in Repairs - Update Vlll. MME CCTV Quotation - $175.2K; Plumbers Depot, Inc Quotation - S172.9K; Used Systems; IX. `Don't Flush Trouble' - King County Commentary 7.29 -09 X. CMSD Projects: A. Project #129 - Bristol Street Sewer - Update B. Project #164 - Miscellaneous Sewer Work - Manhole Adjusters - All 23 ManHoles Completed 1. 20 New ManHole Rings & Covers Delivered; 33 in Inventory; 10 ManHoles to Raise C. Project #168 - Irvine Pumping Station Relocation - Update on Damage to Adjoining Property D. Project #170 - Major Emergency Response Plans far Pumping Stations - Project Completed E. Project #171 - Irvine Pumping Station Force Main Rehabilitation F. Project #175 - OCSD Grant - Televising CMSD Sewer Lines - 03/09 Completion G. Project #182 - Analysis of CCTV Results H. Project #183 - System -Wide Sewer Repair - Now Project on Bristol Street; 55 Freeway CIP Chain Flailing Cleaning - $475/hr I. Project #186 - Sewer Lateral Assistance Program - Update J. Project #187 - District Yard Update - Pre - Construction Meeting 7 -29 -OAS XL Other X11, Next Meeting:9 -15 -09, 10 :30 a.m. X111. Public Comments Dated: August 10, 2009 Clerk of the District BOARD OF DIRECTORS 9ANIT,� d h� STAFF REPORT A. DATE: July 14, 2009 Meetin Date Item Numbe 8/27/09 VIII. E. SUBJECT: ORANGE COUNTY SANITATION DISTRICT (OCSD) SEWER TRANSFER TO COSTA MESA SANITARY DISTRICT (CMSD) AGREEMENT BETWEEN OCSD AND CMSD PREPARED BY: ROBIN B. HAMERS, PE JOSEPH P. SINACORI n, PE SI11VIlUARY: The project involves the sewer lines proposed for transfer by OCSD to CMSD located in the City of Costa Mesa per attached Exhibit "A ". The CMSD staff reviewed the video inspection and reports for these areas prepared in March 2008 by Performance Pipeline Technologies to assess the condition of the sewer lines and manholes. Based on the CMSD evaluation, a report was prepared in September 2008 summarizing the deficiencies in these lines with recommendations for repair. The OCSD prepared a rough cost estimate in February 2009 to mitigate these deficiencies based on the report prepared by CMSD. Refer to the table below for the location and summary of costs for each transfer area. 1 Avenue of the Arts 170,964.74 2 Park Center Drive and Anton Boulevard 267,345.01 3 Bear Street 108,965.86 4 Smalley Road, San Leandro Lane, Wakeham Park 304,332.71 5 Sunflower Avenue Easement, South Coast Drive 169,542.08 6 Fairview Road to Adams Avenue 54,526.99 Total 1,075,677.39 Budget Range 1.0 M to 1.3 M In June 2009, the CMSD engineering and operations staff reviewed in detail the cost estimate prepared by OCSD to mitigate deficiencies in sewer lines proposed for transfer. Based on this review, it was Costa Mesa Sanitary District BOARD OF DIRECTORS Staff Re ort concluded that the OCSD cost estimate was conservative since it was rough order magnitude. The cost estimate included a fifty -four percent (54 %) mark -up on each item for contingency. The cost estimate provided a range for the total from $1.0 to $1.3 million dollars. The CMSD staff agreed that the $1.3 million dollar estimate (high end) more accurately represents the deficiency areas because the OCSD did not include in the estimate a few key items as follows: AAA 512 TC.FD IVY, �i "IN CC;►�TT� TlvO 1tiIITfGA' I�EF�CAtCI1S ],. N/A N/A 2 N/A N/A 3 N/A N/A 4 Easement in Wakeham Park (Engineering & Mgmt) 20,000 5 Sag in South Coast Drive (Under Estimated) 100,000 5 CCTV line in Sunflower Easement (Not Included) 1,000 5 Replace cast iron manhole cover (38" Diameter) 500 5 Adjust frame and cover to grade 1,500 5 Repair 2' deep sink hole (5' wide x 8' long) 2,000 6 Easement in Private. Property (Engineering & Mgmt) 20,000 Overall Prepare Engineering Plans & Specs @ 10% 130,000 Total 275,000 CONTRACT INFORMATION: The CMSD first requested that the OCSD repair the deficiency areas prior to the transfer. However, OCSD then requested a five (5) year window after the transfer to perform the repairs. Subsequently, OCSD asked if CMSD would take the sewer lines in current condition along with reimbursement to mitigate deficiencies per the cost estimate discussed herein. It appears this would be a one time payment with CMSD assuming the risk that the payment would cover the cost for repairs. The CSMD engineering and operations staff agreed that it is acceptable to take the sewer lines in current condition along with reimbursement from OCSD for $1.3 million dollars to implement the repairs and bring the sewer lines up to CMSD standards. RECOMMENDED ACTION: The CMSD staff recommend that the Board of Directors: • Setup an agreement with OCSD for transfer of sewers and payment of $1.3 million dollars to mitigate deficiencies in the sewer lines proposed for transfer to CMSD. • Authorize CMSD staff to implement the repairs of the deficiency areas in the sewer transfer lines utilizing the 1.3 million dollars in payment from OCSD. Costa Mesa Sanitary District • • Meeting Date Item NumUer 8/27109 V111. F. • COSTA MESA SANITARY DISTRICT RECYCLING COMMITTEE AGENDA Wednesday, August 26, 2009 12:00 p.m. Costa Mesa Sanitary District 628 W. 191h Street Costa Mesa, California (Directors Ooten and Perry) I. Recycling Committee Goals for 2009 -2010 II. Orange County Waste & Recycling Sub - Regional Meetings and Grant Program A. Regional Recycling and Waste Diversion Grant Fiscal Year 2008/09 III. CR &R Report on Other Agencies Recycling Programs IV. Stadium Banners at Estancia High School Stadium V. Large Item Collection Program VI. CR &R Contract Performance Evaluation VII. Report on Other CMSD Recycling Programs VIII. Public Comments • Dated: August 20, 2009 Clerk of the District is To: From: Meeting Date Item Numbe 8/27/09 VIII. F.4. COSTA MESA SANITAPy Di STRICT ... an Independent Special District emorandum Board of Directors Joan Revak, Board Secretary/Program Manager /Clerk of the District Date: August 19, 2008 Subject: Stadium Banner at Estancia High School Stadium Attached is a draft of the 3'x5' banner submitted to Estancia High School for placement at the Jim Scott Stadium. Staff worked with Director Perry on the project to ensure banner specifications were met. As both Estancia and Costa Mesa High Schools use the stadium, this year the banner will support Estancia High School and Costa Mesa High School will be supported in the 2010 -11 school year. The $500 cost will be funded with money provided through the grant from Orange County Waste & Recycling, and the project was approved by the Board of Directors at the July 23, 2009 meeting. 1'rotectituj our comtnuttity's health by providing solid waste and sewer collection services. unurv.ansdcagov n' Costa Mesa Sanitary District Protecting our community's health and the environment by providing solid waste and sewer collection services. Contact the Costa Mesa Sanitary District for information on our recycling, household hazardous waste and composting programs. www.crosdca.gov (949) 645 -8400 Estancia High School has been granted permission to allow school supporters to advertise in the Jim Scott Stadium for the 2008 -2009 school year. All sports programs and their affiliated booster clubs will be able to participate in this revenue generating activity, provided that the following expectations are met: Cost Per Banner A universal, flat charge of $500.00 for a 3'x5' banner. Revenue Distribution In an effort to maximize the enhancement of revenue streams for both the entire EHS athletic program and individual sports, banner revenue will be distributed as follows: 60% to the individual Sport or $300 per banner guaranteed to your sport 40% to the Athletic Department or $200, with athletics to pay for the cost of the banner Approved Banner Company ContactJim Huffman at graphicdecisions @ me.com (714"856-,0571) - Approvals • All Banners must be pre- approved by an Athletic Director before ordering. • Approval from the athletic director will also be required if your sponsor would like a custom size or design for their banner. • Banner locations will be determined on a first come first serve basis. Get your banner requests into the athletic department as soon as possible! Eligibility All sport programs are eligible to participate in the project. Banner Specifications There will be a common template Sponsor can supply artwork to be placed on the banner There will be room for a saying as well to be place on the banner O O O Proud Supporter of Estanaa's Eagle Athletics! t } a s t i ) ) t � t is a 1 Each banner is 3'x S' (landscape) Six Grommets for hanging Banner Material is Scrim Vinyl. Each banner will display the Athletic Departments Header Each Banner has approximately 30"x 46 "of "Print- able Space" Please keep in mind the distance each venue will be viewed bom when considering your design. An example of the most viewable banner would consider - simple designs with large logos, letters & numbers. Clear high res digital artwork should be provided (pdf, eps, or..)pg) or our designer can layout your art -work if it includes only text, numbers, and a provided logo. In all cases, a pdf will be provided far your final approval. ,t is Meeting Date Item Numbe 8/27/09 VIII. F.5. COSTA MESA SANiTAP..YDISTRICT Memorandum To: Board of Directors ... an Independent Specia[District From: Joan Revak, Board Secretary/Program Manager /Clerk of the District Date: August 18, 2009 Subject: Large Item Collection Program - 2009 The Large Item Collection Program began on June 22 and will conclude on August 21, 2009. As of August 14, 2009, 321.29 tons were landfilled at a total cost of $7,101.69. Recyclable White Goods collected during this period totaled 67.64 tons, for a credit of $3,297.00 amounting to a net cost -to -date of $3,804.69. The weekly progress of the collection is illustrated on the attached chart. Attachment Protecting our community's heath by providing solid waste and sewer coffection services wuw.crosdca.gov 0 0 (1 COSTA MESA SANITARY DISTRICT LARGE ITEM COLLECTION PROGRAM - 2009 Landfilled Tonnage 52.31 36.17 36.15 29.87 35.38 43.51 46.37 41.53 321.29 Cost $1,181.07 $795.74 $798.36 $657.14 $778.36 $957.22 1,020.14 $913.66 $7,101.69 Recycled White Goods 12.20 8.57 $7.66 5.20 6.37 8.96 9.58 9.10 67.64 Credit $610.00 $428.00 $383.00 $260.00 $318.50 $ 448.00 $394.50 $455.00 $3,297.00 Net Cost $571.07 $367.74 $415.36 $397.14 $459.86 $509.22 $625.64 $458.66 $0.00 53,804.69 08/18/09 jr 53 128 0` r rr U owl L - Aim] • r--- 11% I] Contractor Performance Evaluation Para 40 Meetin Date Item Nu — 8/27/09 VIII. F. 6. Agreement between the Costa Mesa Sanitary District of Orange County California hereinafter called "DISTRICT" and CR &R Incorporated a California Corporation hereinafter called "CONTRACTOR" for Trash Collection, Hauling Special Service Support of District Programs and Recycling Services Agreement Type: Ten -Year First Term Cost Reimbursement Contract Reverting to a Six -Year "Evergreen" Contract Upon The Expiration of the Fourth Year of the Basic Six Year Term Award Date: July 20, 2006 Example Contract Value Per Contract Appendix A: FY2006 -07 FY2007 -08 FY2008 -09 Trash Hauler $2,340,120 $2,340,120 $2,340,120 Recycling Disposal $2,412,564 $ 2,485,672 $2,558,780 (Recycling Tonnage based on forecasted tonnage) Service Description: CONTRACTOR furnishes all labor, material and equipment necessary for the collection of all solid waste as hereinafter defined from single family dwellings and multi-family dwellings using curbside service within the boundaries of the DISTRICT except certain residences in the eo ra hical limits of the City of Newport Beach as said boundaries now exist or may hereinafter exist and the disposal of such solid. CONTRACTOR provides containers for all single-family and small multi - family residents utilizing curbside collection inside the DISTRICT CONTRACTOR provides transfer station services for the acceptance of Solid Waste from DISTRICT for the Purpose of recovery and reclamation of recyclable materials and the transfer of un- recyclable residue to Orange County landfill sites or otherwise as the DISTRICT may direct Name of CONTRACTOR: CR &R, Incorporated Evaluation Term: Interim Address of CONTRACTOR: 11292 Western Avenue Stanton. CA 90680 714 826 -9049 X Final for the period: July 1, 2008 -June 30, 2009 Page 1 Contractor Performance Evaluation (Para 40) PART I - EVALUATION OF CONTRACTOR'S PERFORMANCE The CONTRACTOR should be evaluated using the following ratings: E = Excellent: CONTRACTOR exceeded the requirement. Explain how. S = Satisfactory: CONTRACTOR met the requirement. If the contractor had difficulty meeting the requirements, explain why. U = Unsatisfactory: CONTRACTOR did not meet all of the requirement. Explain all noncompliance or unsatisfactory performance, and whether and how the CONTRACTOR was at fault, where applicable N/A = Not Applicable. Does not apply to the contract performance evaluation period. EXPECTATION = DISTRICT'S expected corrective action or recommendation or notice of continued Excellent performance. Page 2 • 0 Ll Contractor Performance Evaluation Continued 1. Cost/Price Control (Para 2, 11 and Exhibit "A "). Rating: E S X U N/A Consider: Did the contractor complete the contract amount or did the contractor experience cost growth? Were unnecessary cost/price change proposals submitted? Rating: E S U X N/A Trash Revenue Accounting (Para 28) Rating: E S X U N/A CMSD Has Most Favorable Rate (Para 31) Comments: 1. CONTRACTOR has not been providing accounting of recycled material revenue to the DISTRICT during this performance period. CONTRACTOR has taken measures to ensure DISTRICT has the Most Favorable Rate given to any customer using service similar to the DISTRICT. EXPECTATION: CONTRACTOR to provide accounting of recycling revenue in a timely manner. 2. Schedule Control (Para 7, 8, 9, 10). Rating: E S X U N/A Consider: Did the CONTRACTOR meet the original performance schedule for route collections? Did the reported number of missed collections exceed three per month? Comments: 1. Missed collection complaints were below three per month for all months with the exception of Aug 08 when there were three missed collection complaints. EXPECTATION: Missed collections of less than 3 per month every month. 3. Contract Administration (Para 11C) Rating: E S X U N/A Consider: Did the CONTRACTOR respond to Government correspondence in a timely manner? Were contract modifications promptly executed? Were weight tickets submitted on time to validate invoicing? Did CONTRACTOR submit the occupancy report within the first three days of the month (PARAS 4,17)? Were invoices submitted correctly? Were contract discrepancies /problems reported promptly? Were Rate Stabilization reports submitted quarterly for additional containers (Para. 11 C)? Rating: E S U N/A X Corporate Structure Changes Communicated (Articles, Bylaws, Stock Register /Ownership, Statements) (Para 5) Rating: E S X U N/A Timely Weight Ticket Submittals (Para 16) Rating: E S X U N/A Justification of Contractor Rates (Para 18) Rating: E S U N/A X $500 District Service Calls Paid (Para 23) Rating: E S X U N/A Green Card Edit Submissions (Para 25) Rating: E S U N/A X All Contracts provided to CMSD (Para 27) Rating: E S X U N/A Annual Facility Tours Provided (Para 32A) Rating: E S U N/A X Annual Seminar Conducted (Para 326) Rating: E S U N/A X Biennial Brochure Mail out (Para 32B) Rating: E S X U N/A Establish $10,000. Public Education Fund (Para 32D) Rating: E S X U N/A Provide $500. Recycling Cash Donation (Para 32E) Rating: E S U N/A X Triennial HHW Pickup (Para 32F) Rating: E S X U N/A Annual $10,000 Cash or Services (Para 32F) Rating: E S U N/A X Annual Safety EXPO Displays - $200. (Para 32B) Rating: E S X U N/A Full Expenditure by end of FY (Para 321) Rating: E S X U N/A Annual Audited Financial Statements (Para 34) Rating: E S X U N/A $5,000. Anti - Scavenging Provided (Para 36) Rating: E S U N/A X Master Manifest Availability (Para 37) • Page 3 Contractor Performance Evaluation Continued Rating: E S U N/A X Master Manifest Delivered Upon Request (Para 37) Rating: E S X U N/A Tonnage Documentation by Truck, ID #, Rte, Date . By the 1 st Day of the Month (Para 37) Rating: E S X U N/A 50 Year Record Maintenance (Para 37) Rating: E S X U N/A Master Manifest Completeness (Para 37) Rating: E S X U N/A Annual Performance Review Participation (Para 40) Rating: E S X U N/A DISTRICT Indemnify /Defense /Hold Harmless (Para 42) Rating: E S X U N/A $50,000 Performance Bond Maintained (Para 44) Rating: E S X U N/A $5,000,000 Public Liability Policy (Para 45) Rating: E S X U N/A Worker's Comp Insurance (Para 46) Rating: E S U X N/A Occupancy Addresses /Parcel #s (Para 4A, 4B, 4C) Rating: E S X U N/A Federal /State /Local Law Compliance (Para 47) Rating: E S X U N/A Appropriate Licenses /Permits (Para 48) Rating: E S X U N/A Lack of Employment Discrimination (Para 49) Rating: E S X U N/A Drug Awareness Program Established (Para 50) Rating: E S U N/A X 40% Or Greater Stock Assignment (Para 51) Comments: 1. Response to District correspondence by CR &R staff has improved this fiscal year, with the exception of occupancy and additional barrel revenue reporting. EXPECTATION: Timely responses to all correspondence. 2. Documentation deliveries including weight tickets has been Satisfactory, however, invoices have required correction. DISTRICT staff requested e- mailing of monthly invoices instead of faxing and CONTRACTOR Staff has not complied. Improvement needed in reporting of additional container sales and cash receipts. Reports for additional container revenue were not received for Jan -Jun 09. EXPECTATION: CONTRACTOR to provide accurate invoices via e -mail. CONTRACTOR should submit additional revenue reports within the first week of the month following each quarterly period resulting in four reports annually. • 3. The monthly Occupancy Report has not been submitted to CMSD since November 2008. The DISTRICT has been relying on the changes we are aware of as a basis of payment. CR &R's occupancy count discrepancy was resolved in May 08 to within 10 of the District count. The DISTRICT did not receive the promised combination database in November 2008. EXPECTATION: CONTRACTOR should submit complete and accurate monthly reports for new and discontinued service addresses and parcel numbers with the monthly Occupancy Report and maintain low discrepancy. CONTRACTOR should address the reason for the discontinuation of the occupancy report. CONTRACTOR should provide an updated database to the DISTRICT from the combination of the DISTRICT database and the CONTRACTOR databases on an annual basis. 4. CONTRACTOR did not meet the intent of paragraphs 4A, 413 and 4C by submitting verified Occupancy data including addresses and parcel numbers. EXPECTATION: CONTRACTOR is expected to submit occupancy data to the DISTRICT including parcel number, address and unit number (as applicable). 4. Responsiveness to Government Rating: E S X U N/A Consider: Were complaints from the DISTRICT resolved in a reasonable and cooperative manner? Were telephone calls responded to promptly? Were controversial issues resolved amicably? Was the contractor reasonable and responsive to the DISTRICT'S needs? Rating: E S X U N/A Public Outreach (Paras 25,32) Rating: E S X U N/A Large Item Pick Up (Para 15D) Rating: E S X U N/A Large Item Pick Up Notices (Para 15D) Rating: E S X U N/A 5 Additional Large Item Pick Ups /Month (Para 15D) Rating: E X 5 U N/A Special Programs (Para 15) n Page 4 Contractor Performance Evaluation Continued Rating: E S X U N/A Christmas Tree Collection (Para 15B) Rating: E S X U N/A Holiday Collections (Para 10) Rating: E S X U N/A Special /Humanitarian Requests (Para 15C) Rating: E S X U N/A Up to 12 Excess Trash Pick- UpsNear (Para 15C) Rating: E S X U N/A Transfer Station (Para 29) Rating: E S X U N/A Full -Time Green Waste Processing (Para 33) Rating: E S U N/A X Site Access to DISTRICT (Para 38) Rating: E S X U N/A Telephone Directory Collection (Para15A) Rating: E X S U N/A Plant Tours On Request (Para 39) Rating: E S U N/A X DISTRICT Audit Rights Honored (Para 41) Comments: N/A 1. CONTRACTOR Staff continued to provide polite, knowledgeable and courteous customer service to the DISTRICT and residents. Trisha Throop represents CONTRACTOR at DISTRICT Recycling Committee meetings. X EXPECTATION: Continue excellent customer service and reprsentation at recycling 2. Timely responses to DISTRICT calls and a -mails were less than desired at times, mostly in regards to the areas of additional revenue reporting and response to DISTRICT Ordinance Enforcement Officer's requests. CONTRACTOR Staff communications to the DISTRICT have improved, but more improvement is needed. EXPECTATION: CONTRACTOR should provide more timely communications reply acknowledgements to DISTRICT in selected areas. 5. Contract Compliance with Operational Requirements. Rating: E S X U N/A Consider: Were all of the contract requirements met? Were problems resolved? Are the delivered items or services used for the purpose intended? If not useable, why not? ® Specifically rate the following operational subcategories: Rating: E S X U N/A Overall Quality of Service Rating: E S X U N/A Fully Automated Collection (Para 6) Rating: E S X U N/A Prompt Weekly Collection (Para 7) Rating: E S X U N/A Contr Eq /ID List/Environment Friendly Fuel (Para 12) Rating: E S X U N/A Vehicle Waste Leak Prevention (Para 12) Rating: E S X U N/A Inventory Management - Deliveries (Para 11) Rating: E S X U N/A Customer Changeout Requests Rating: E S X U N/A Accuracy, Thoroughness and Timeliness Rating: E S X U N/A Adherence to Approved Schedules (Paras 7,8,9,10) Rating: E S X U N/A Resolution of Delays (Para 10) Rating: E S U N/A X Notice of Labor Disputes /Resolutions (Para 1013) Rating: E S X U N/A Container Maintenance (Para 11 B) Rating: E S X U N/A Rate Stabilization Mgmt/Cust Satisfied/ Add1 Cont Rev (Para 11C) Rating: E S X U N/A 8am - 5pm Office Hours (Para 21) Rating: E S X U N/A Qualified Personnel Avail All Bus Hrs (Para 21) Rating: E S X U N/A After Hours Voice - mail /Replies (Para 21) Rating: E S X U N/A Monthly Complaint Log Delivery (Para 22) Rating: E S X U N/A AB939 Compliance (Para 27) Rating: E S X U N/A AB939 Ed Prog Provided (Para 32, 6) Rating: E S X U N/A Controllable Waste Delivered to MRF (Para 29) Rating: E S X U N/A Waste Diversion (Para 30) Rating: E S X U N/A Residue Sent to Designated Disposal (Para 29) Rating: E X S U N/A 50% Diversion Rate Met (Para 30) Page 5 Contractor Performance Evaluation Continued Rating: E S U X N/A Maintained Graffiti -Free Containers (Para 36) Rating: E S X U N/A Vehicle Cleanliness (Para 12) Rating: E S U X N/A Quarterly Sign Rotation (Para 12) Rating: E S X U N/A Customer Satisfaction is #1 (Para 11C, 20, 22, 36) Comments: 1. Documentation deliveries including weight tickets, invoices and corrections has been Satisfactory. Additional container sales and cash receipts reports are past due for the entire year. EXPECTATION: CONTRACTOR should submit additional container sales and cash receipt reports within the first week of the month following each quarterly period resulting in four reports annually. 2. CONTRACTOR did not propose quarterly changes to signage on trucks. EXPECTATION: CONTRACTOR should propose new signage quarterly. 3. CONTRACTOR can improve the maintenance of Graffiti -Free Containers. During the performance period DISTRICT Staff observed the same containers with missing lids or graffiti remain uncorrected by CONTRACTOR Staff. EXPECTATION: CONTRACTOR should emphasize to drivers the need to report/maintain Graffiti -Free Containers throughout the DISTRICT. CONTRACTOR should emphasize drivers need to be more conscious of locations where standardized containers are marked with non - standard identification. CONTRACTOR should encourage drivers to call in addresses with graffiti containers or provide matching green spray paint to the drivers to cover the graffiti during the route. In both examples a long- lasting identification tag system should be implemented without distracting from the container appearance. 6. Key Personnel (Paras 5, 24) Rating: E S X U N/A Consider: Did the personnel have the knowledge and expertise necessary to perform the operational and management requirements? Were changes in key personnel made? How often were they made? Rating: E S X U N/A DISTRICT Approved Ops Mgr (Para 20) Rating: E X S U N/A Liaison /Interfaces Appointed (Para 24, 54) Rating: E S X U N/A Driver Conduct/Uniforms /IDS (Para 26) Rating: E S X U N/A Evidence of Driver Scavenging (Para 26) Rating: E S X U N/A Driver Solicitation of Gratuities (Para 26) Rating: E S X U N/A Employee Handbook (Para 26) Comments: 1. CONTRACTOR and DISTRICT liaison representatives have effectively and efficiently interacted to resolve many issues before the issues became problems and in support of special requests. In February 2008 CONTRACTOR established a DISTRICT customer service representative and setup an e-mail address specifically for the DISTRICT to assist in resolving issues. DISTRICT Staff is very pleased to work with Dean Ruffridge, who is always willing to work towards resolution of any issues that may arise. Trisha Throop assigned as representative to DISTRICT Recycling Committee meetings. EXPECTATION: CONTRACTOR should continue Excellent coordination and cooperation. 7. Recommendation: Would you recommend award to this CONTRACTOR for future contracts? Yes X No Name of Evaluator: Thomas Fauth Phone #: (949) 645 - 8400 x222 Title of Evaluator: Assistant Manager Signature: Date Page 6 8/18/2009 • • Contractor Performance Evaluation Continued PART II - EVALUATION OF CONTRACTOR'S PERFORMANCE CONTRACTOR'S REVIEW I have reviewed the performance of evaluation of CR &R under the July 20, 2006 Agreement. do concur I do not concur with the evaluation. The attached comments consisting of pages are returned herewith for review by an individual at a level above the contract management officer responsible for this contract. Authorized Reviewer Name: Title of Reviewer: Signature: PART III - EVALUATION OF CONTRACTOR'S PERFORMANCE DISTRICT Review of CONTRACTOR'S Comments. Phone # Date I have considered the comments submitted on the performance evaluation of CR &R under the July 20, 2006 Agreement The attachment to this form, consisting of pages • is my final decision on this evaluation. Reviewer Name: Title of Reviewer: Signature: Page 7 Phone # Date 1 0 Meeting Date Item Numbe 8/27) 109 IX. A. 1 � . a C0,5TAMT-SASANiTAY,,YDisqRicT July 29, 2009 Board of Directors Costa Mesa Sanitary District 628 W. 19'b Street Costa Mesa, CA 92627 RE: Compliance with 2006 Waste Discharge Requirements Preparation of Sewer System Management Plan Dear Board of Directors: This letter will serve to provide an update on the status of the District's compliance with the State of California Water Resources Control Board Order No. 2006 -0003 Waste Discharge Requirements (WDR), specifically with respect to preparation and certification of the Sewer System Management Plan (SSMP) and the schedule for the self- audits. Enclosed please find page 16 of said WDR, which provides the schedule for completion of the required elements. The Sanitary District has an approximate population of 116,700, therefore, the implementation schedule is shown in column one. In accordance with the schedule and the actions previously taken by the District, the following is provided: Final SSMP incorporating all elements Approval and Certification by Board of Directors I" Self Audit (required every 2 years) I" SSMP Update and Recertification (required every 5 years) Completion Deadline Date of CMSD Completion 5/2/09 Rev. 7/15/05 5/2/09 7/11/02 5/2/11 In progress 5/2/14 In progress 1 Costa Mesa Sanitary District Regarding the Sanitary District's SSMP, the document was written well ahead of the required date in the 2002 regional order for use as an example by other agencies. As shown in the attached e -mail dated July 24, 2007, Ken Theisen of the Santa Ana Regional Water Quality Control Board stated the SSMP was an "excellent example" for use by other agencies. As shown in the table above, the Sanitary District's SSMP is being updated and revised to reflect the forthcoming construction of the new District Yard at 174 W. Wilson Street, Costa Mesa. Upon completion of the update, the SSMP will be placed on the regular meeting agenda for approval and recertification by the Board of Directors. Sincerely, &,a Robin B. Harriers District Engineer cc. Staff w /attach C7 I"1 0 J From: Rob Hamers <robh2C9cox.neb esubject: O &M plans for pumping stations Date: July 24, 2007 8 :38:08 AM PDT To: Alan R. Burns <arburns@harperburns.com> Cc: Joan Revak <irevak@crosdca.gov>, Tom Fauth <tfauth@crosdca.gov>, Rob Hamers <robh29cox.net> Alan, Here are some comments from Ken Theisen from the Regional Water Quality Control Board. He was the one who we submitted all our WDR documents to. Rob Begin forwarded message: From: "Ken Theisen" <ktheisen @waterboards.ca.gov> Date: July 24, 2007 8:17:41 AM PDT To: <robh2 @cox.net> CC: < jrevak@ crosdca .gov>,<kdu lake @crosdca.gov>, <tfauth @crosdca.gov>, <narhontes @ocsd.com >, <rbhinc@pacbell.net> Subject: Fie: O &M plans for pumping stations Thank you Rob, a hard copy of the O &M plan and the excel spreadsheet via email would be great. I can scan the plan to get it in electronic format so I have a PDF file to give to people who ask. 1 have given your original and amended SSMP to many agencies, as well, as an excellent example they can follow to meet the new State requirements. Everything you and OCSD and others did in OC is being used by a lot of folks. Good ideas just seem to catch on. Ken Ken Theisen Staff Environmental Scientist California Regional Water Quality Control Board Santa Ana Region 3737 Main Street, Suite 500 Riverside, CA 92501 Tel: (951) 320 -2026 Fax: (951) 781 -6288 Email: ktheisenQwaterboards.ca.gov I I I Rob Hamers <robh2@cox.net> 07/24/07 7 :55 AM >>> Hi Ken, In the mid 1990's I had my top pumping station contractor prepare an O &M plan for pumping stations that we still follow today at our 20 pumping stations. It is not in electronic format but if you would like, I can have someone scan the report and email it to you. Since then, we developed our own excel matrix that has categories for noting the date when all the routine maintenance items are complete. It is extremely useful. If you have a few days to wait, I can scan the report and email you a copy along with our matrix, or 1 can send you a hard copy today. Please advise and we are pleased to accommodate State Water Resources Control Board Order No. 2006 -0003 Page 16 of 20 Statewide General WDR For Wastewater Collection Agencies 5/2106 Sewer System Management Plan Time Schedule Task and Completion Date Associated Section Population > Population Population Population < f 100,000 between 100,000 between 10,000 2,500 and 10,000 and 2,500 Application for Permit Coverage 6 months after WDRs Adoption Section C Reporting Program 6 months after WDRs Adoption' Section G SSMP Development 9 months after 12 months after 15 months after 18 months after Plan and Schedule WDRs Adoption WDRs Adoption WDRs WDRs No s ecific Section Ado tion2 Ado tion2 Goals and Organization Structure 12 months after WDRs Adoption 18 months after WDRs Adoption Section D 13 8 fi Overflow Emergency Response Program Section D 13 vi Legal Authority Section D 13 iii 24 months after 30 months after 36 months after 39 months after Operation and Maintenance Program WDRs Adoption I WDRs Adoption2 i , WDRs 2 Adoption WDRs 2 Adoption Section D 13 tv 4 Grease Control Program Section D 13 (vi Design and Performance Section D 13 (v) System Evaluation and Capacity Assurance j Plan 36 months after 39 months after 48 months after 51 months after Section D 13 viii WDRs Adoption WDRs Adoption WDRs Adoption WDRs Adoption Final SSMP, incorporating all of the I�I SSMP requirements I Section D 13 • 0 • t, K,.r. . F nq,r r,., a,ing 4,2705 7 I, t;prnrv,: 714 f;67 1.+1C, o 4x 0 Overview r FOG Program Inspection - Related Support Provided by EEC ® inspection Summary 4 Other FOG Program Support Provided by EEC 't SSO Trends I Residential Outreach i Summary a Look Ahead FOG Program Inspection Support The EEC Team 5 Staff Members Providing a Suite of FOG Program Services: ■Develop FSE Education Materials ■Conduct Routine FSE Inspections /FSE Education ■Conduct Follow -up Compliance Inspections ■Inspection Data Entry/QA ■FSE Inspection Prioritization /Coordination ■ Utilizing FSE and GIS Databases VI tm CMS® FOG Control Program • • • 2 9/27/09 I w , 2 9/27/09 FSE Inspection Results 2008/2009 471 FSEs in FSE Database +383 "Potential FOG Dischargers" - Hot Food Preparation ■106 Connected to Grease Interceptors 03 Total Grease Interceptors ■31 Connected to Grease Traps 164 "Limited Food Preparation" - Cold Food Preparation Q4 "Out of Business" FSE Inspections to Date I Approximately 3250 Inspections Conducted ■ -1800 BMPs m -1000 GREs ■ -450 Compliance Follow -ups -I An Additional 750 Inspections by OCHCA rik Kitchen BMPs Grease Interceptors a Gravity Groase Interceptors t:c,n;moWy known UnrtSy�o, +nr Gram,•° Jnf,Z,!doc; s Hydromecham,,al Grease lnteree {moss ■ rurmerlY »onie;�1 Grea -:�, Tral+a i Grease Removal Devices ■ CemruonW kn w, ss ArJom=�bc Grra e R.Mrwal Grease Interceptors Other FOG Program Support r Coordinate Enhanced Maintenance Location Characterization Activities with CMSD Staff and CMSD Contractors A Participate in Sewer System Sub - Committee (SSSC) Assessment and Repair Prioritization Activities with CMSD Staff — 9 hot spot repairs (2007 - present) — 2 additional hot spot repairs planned for 2009 �i Other FOG Program Support. I Support Engineering Plan Review Process - Including car wash /water reuse systems +Support FSEs with Interceptor Design Issues — Including evaluation /consideration of alternate, grease removal technologies Z. 5 Removal Technologies Public SSOs -1, Private SSOs 4C. Residential Outreach Target medium density dwellings in vicinity of enhanced maintenance locations r Draft materials developed — Letter, magnet, door hanger, and scraper i Discussions in process with OCC on potential residential FOG collection/ recycling program m Pilot test one or two areas first v � \ a.,,, ...,:1: R-.0 j! .. - Summary I Continued FSE FOG education resulting in improved BMP compliance i Elevated enforcement potentially needed for repeat non - compliance j SSSC activities resulting in mitigation of enhanced maintenance and SSO locations i Framework for residential outreach developed Z *C Look Ahead to 2009/2010 a Continued FSE education j Potential for elevated enforcement for repeated non - compliance I Continued enhanced maintenance location and SSO mitigation Increased emphasis on residential FOG outreach and education Increased utilization of GIS tools Meeting Date I Item Numbe 8/27/09 1 XII. B ORDINANCE NO. 73 • AN ORDINANCE OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ADDING MEETINGS WHICH QUALIFY FOR A DAY'S SERVICE COMPENSATION WHEREAS, Health and Safety Code Section 6489 sets forth that members may be paid for each day's attendance at meetings and for each day's service rendered at the request of the Board; and WHEREAS, the Board has set forth the meetings which qualify for such per diem compensation in District Operations Code Section 3.01.030; and WHEREAS, the Board does hereby desire to expand the list of qualifying meetings to include those with Mesa Consolidated Water District, Irvine Ranch Water District, City of Newport Beach, and Costa Mesa Sanitary District/Mesa Consolidated Water District/Costa Mesa liaison meetings; NOW, THEREFORE, the Board of Directors of the Costa Mesa Sanitary District does hereby ORDAIN as follows: Section 1. That Section 3.03.050 is hereby amended to the Costa Mesa Sanitary District Operations Code to read as follows: 113.01.030 Compensation. Pursuant to the provisions of Health and Safety Code Section 6489, compensation is set for each day's attendance at a Board meeting, or for each day's service rendered as a Director at the request of the Board, the sum of two hundred twenty -one dollars per day, not to exceed a total of six days in any calendar month. The following meetings shall be eligible for such per diem service: 1. Board meetings 2. Advisory committee meetings such as subcommittees 3. Approved conferences or organized education activities 4. Orange County Sanitation District (OCSD) meetings 5. Santa Ana River Flood Protection Agency (SARFPA) meetings 6. Independent Special Districts of Orange County (ISDOC) meetings 7. Orange County Local Agency Formation Commission (LAFCO) meetings 8. California Special Districts Association (CSDA) meetings 9. California Association of Sanitation Agencies (CASA) meetings 10. Orange County Council of Governments (OCCOG) meetings 11. WACO meetings 12. Costa Mesa Chamber of Commerce meetings 13. Educational outreach and presentations 14. City of Costa Mesa Council meetings 15. Mesa Consolidated Water District meetings 16. Irvine Ranch Water District meetings 17. City of Newport Beach meetings 18. Costa Mesa Sanitary District/Mesa Consolidated Water District/Costa Mesa liaison committee meetings 19. Waste Discharge Regulation Meetings (WDR) 20. Water Environment Association (WEF), California Water Environment Association (CWEA) and the local section Santa Ana River Basin Section (SARBS) 21. Solid Waste Association of North America (SWANA) 22. Integrated Waste Management Commission (IWMC) The Board member shall also be entitled to his reasonable expenses incident thereto." Section 2. Should any part, clause or section of this Ordinance be declared by any Court of competent jurisdiction to be invalid, the remaining provisions of this Ordinance shall nevertheless be and remain in full force and effect and the Board of Directors of the Costa Mesa Sanitary District of Orange County, California, hereby declares that each and every section, clause, provision or part of this Ordinance would have been adopted and made a part of this Ordinance without the adoption of any portion thereof and that the invalidity of any part or provision hereof shall not in any way affect the validity or enforcement of the remaining provisions of this Ordinance that may stand on their own. Section 3. Pursuant to Health and Safety Code Sections 6490 and 6491.3, the Clerk shall cause this ordinance or a summary thereof to be published in a newspaper of general circulation printed and published in the District according to law. PASSED and ADOPTED this day of Secretary 2 President 2009. to • STATE OF CALIFORNIA) COUNTY OF ORANGE ) SS CITY OF COSTA MESA ) I, JOAN REVAK, Clerk of the Costa Mesa Sanitary District, hereby certify that the above and foregoing Ordinance No. 73 was duly and regularly passed and adopted by said Board of Directors at a regular meeting thereof, held on the 27th day of August 2009 by the following vote: AYES: NOES: ABSENT: ABSTAIN: IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seal of the Costa Mesa Sanitary District, this 27th day of August 2009. Clerk of the Costa Mesa Sanitary District 3 • Meeting Date Item Numbe 8127/09 XII. C ORDINANCE NO. 74 AN ORDINANCE OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT RENUMBERING THE GENERAL PUBLIC MEETING AND AGENDA DISTRIBUTION RULES WHEREAS, the Board has previously adopted rules pertaining to public meetings and agenda distribution; and WHEREAS, through inadvertence, two separate ordinances adopting those rules used the same code section to incorporate their provisions; and WHEREAS, the Board does hereby desire to take care of this housekeeping measure so that both sections are properly codified; NOW, THEREFORE, the Board of Directors of the Costa Mesa Sanitary District does hereby ORDAIN as follows: Section 1. That Section 3.01.074 is hereby added to the Costa Mesa Sanitary District Operations Code to read as follows: "3.01.074 General Public Meeting Rules. (a) Any person desiring to address the Board shall only speak when recognized by the presiding officer. Persons should address their comments to the presiding officer and not to other Board members or staff. The Board and staff should likewise not engage in a dialogue with a member of the public without first securing the permission of the presiding officer. Cross - examination of the Board or staff is not allowed. If a speaker has questions, he should state those questions as part of his presentation. After he has completed his presentation the presiding officer shall determine if a response is required and who should respond. Alternatively, the presiding officer may direct that a staff person meet with the speaker at a later time to address the areas of inquiry. (b) A public meeting is a limited public forum and remarks must be related to the subject matter over which the District has jurisdiction. Irrelevant speech may be ruled out of order. (c) Time limits for speakers may be established. (d) All speakers and the Board must preserve order and decorum and no profanity or indecorous language or personalities shall be allowed. (e) No person shall be allowed to approach the Board dais but shall submit materials to the Board by handing those items to the District Clerk. (f) The Board may appoint a sergeant at arms. The presiding officer may clear the meeting for disruptions to the meeting, in accordance with the Brown Act. Additionally, Penal Code Section 403 makes it a misdemeanor to willfully disrupt a public meeting." Section 2. That Section 3.01.075 of the Costa Mesa Sanitary District Operations Code is hereby amended to read as follows: "3.01.075 Agenda distribution. Agenda materials shall be made available to the public in accordance with the Brown Act. The District shall normally charge for copies. Notwithstanding the foregoing, the District Clerk may make copies available without charge to public officials who might have a position with another public agency that interfaces with the District and its functions." Section 3. Should any part, clause or section of this Ordinance be declared by any Court of competent jurisdiction to be invalid, the remaining provisions of this Ordinance shall nevertheless be and remain in full force and effect and the Board of Directors of the Costa Mesa Sanitary District of Orange County, California, hereby declares that each and every section, clause, provision or part of this Ordinance would have been adopted and made a part of this Ordinance without the adoption of any portion thereof and that the invalidity of any part or provision hereof shall not in any way affect the validity or enforcement of the remaining provisions of this Ordinance that may stand on their own. Section 4. Pursuant to Health and Safety Code Sections 6490 and 6491.3, the Clerk shall cause this ordinance or a summary thereof to be published in a newspaper of general circulation printed and published in the District according to law. PASSED and ADOPTED this day of 2009. Secretary 2 President • • STATE OF CALIFORNIA) COUNTY OF ORANGE ) SS CITY OF COSTA MESA ) I, JOAN REVAK, Clerk of the Costa Mesa Sanitary District, hereby certify that the above and foregoing Ordinance No. 74 was duly and regularly passed and adopted by said Board of Directors at a regular meeting thereof, held on the 27th day of August 2009 by the following vote: AYES: NOES: ABSENT: ABSTAIN: IN WITNESS WHEREOF, I have hereunto set my hand and aff ixed the seal of the Costa Mesa Sanitary District, this 27th day of August 2009. Clerk of the Costa Mesa Sanitary District 3 • Meeting Date Item Numbe 8/27/09 _ XII. D. AGREEMENT FOR COSTA MESA SANITARY DISTRICT CENTRAL SUPERVISORY CONTROL AND DATA ACQUISITION ( SCADA) SYSTEM FOR MAINTENANCE YARD AND RADIO SYSTEM UP -GRADE THIS AGREEMENT is made and effective as of , 2009, between the Costa Mesa Sanitary District, a sanitary district ( "District ") and Technoloay Resource Center, a Califomia Corporation, ( "Contractor"). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows: Recitals WHEREAS, District currently operates a SCADA system by cellular service and desires to convert to radio telemetry for improved reliability; and WHEREAS, District is also constructing a new Maintenance Yard and desires to connect said Maintenance Yard to the new SCADA telemetry system; and WHEREAS, District is also upgrading its operating system from Windows 98 to Windows XP on a new platform; and WHEREAS, District also desires that other conforming equipment be installed, including new antennae for District's pump stations to make all systems compatible and to allow all to interface with each other; and WHEREAS, the entire system is to be made accessible on the Intemet with remote access from any computer; and WHEREAS, both the Headquarters site and the Maintenance Yard site shall have identical redundant backup systems thereby adding to the reliability of said systems; and WHEREAS, District has used Contractor for its computer hardware, software and systems maintenance; and .WHEREAS, Contractor has represented that it is qualified to perform the services described herein and is willing to perform all of those services for the prices specified; and WHEREAS, Contractor has agreed to install and demonstrate that all of said systems and work described herein are operating to District's reasonable satisfaction; NOW, THEREFORE, the parties agree as follows: 1. T_ This Agreement shall commence on July 1. 2009, and shall remain and continue in effect until tasks described herein are completed, but in no event later than March 31: 2010, unless sooner terminated pursuant to the provisions of this Agreement. 2. SERVICES Contractor shall perform the tasks described set forth in the recitals and set forth in Exhibit A , attached hereto and incorporated herein as though set forth in full. Contractor shall complete the tasks according to the above recitals and schedule of performance which is also set forth in Exhibit A . a. The Contractor shall ensure the SCADA System continues to perform at full operational capability (FOC), throughout the Up -Grade and at completion of the agreement. b. The Contractor shall ensure Data collection continues including compiling hourly pump station statistics, including but not limited to, run time for each pump station (two pumps per pump station), and starts per hour for each pump at the 20 DISTRICT pump stations. c. By the 15th of every month, Contractor shall submit a monthly progress reporVinvoice for the prior month to the DISTRICT documenting services performed and appropriate SCADA system performance improvements and recommendations. 3. PERFORMANCE Contractor shall at all times faithfully, competently and to the best of his/her/its ability, experience, and talent perform all tasks described herein. Contractor shall employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing similar services as are required of Contractor hereunder in meeting its obligations under this Agreement. 4. DISTRICT MANAGEMENT District's Assistant Manager shall represent District in all matters pertaining to the administration of this Agreement, review and approval of all products submitted by Contractor, but not including the authority to enlarge the Tasks to be Performed or change the compensation due to Contractor. The District Manager shall be authorized to act on District's behalf and to execute all necessary documents which enlarge the Tasks to be Performed or change Contractors compensation, subject to Section 5 hereof. 5. PAYMENT (a) The District agrees to pay Contractor monthly based on oercentagg of comuletion with a 10% retention, in accordance with the payment rates, terms and schedule of payment as set forth in Exhibit A (Section 7), attached hereto and incorporated herein by this reference as though set forth in full, based upon actual time spent on the above tasks. This amount shall not exceed One hundred sixty thousand two hundred two dollars ($160.202.0 for the total term of the Agreement unless 41 additional payment is approved as provided in this Agreement. 2 (b) Contractor shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to those set forth herein, unless such additional services are authorized in advance and in writing by the District Manager. Contractor shall be compensated for any additional services in the amounts and in the manner as agreed to by District Manager and Contractor at the time District's written authorization is given to Contractor for the performance of said services. The District Manager may approve additional work not to exceed the greater of fifteen - thousand dollars ($15,000.00) or two percent (2 %) of the total contract sum. Any additional work in excess of this amount shall be approved by the Board of Directors. (c) Contractor will submit invoices for actual services performed. Invoices shall be submitted on or about the first business day of each month, or as soon thereafter as practical, for services provided in the previous month. Payment shall be made within thirty (30) days of receipt of each invoice as to all non - disputed fees. If the District disputes any of Contractor's fees it shall give written notice to Contractor within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice. 6. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE (a) The District may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the Contractor at least ten (10) days prior written notice. Upon receipt of said notice, the Contractor shall immediately cease all work under this Agreement, unless the notice provides otherwise. If the District suspends or terminates a portion of this Agreement such suspension or • termination shall not make void or invalidate the remainder of this Agreement. (b) In the event this Agreement is terminated pursuant to this Section, the District shall pay to Contractor the actual value of the work performed up to the time of termination, provided that the work performed is of value to the District. Upon termination of the Agreement pursuant to this Section, the Contractor will submit an invoice to the District pursuant to Section 5. 7. DEFAULT OF Contractor (a) The Contractor's failure to comply with the provisions of this Agreement shall constitute a default. In the event that Contractor is in default for cause under the terms of this Agreement, District shall have no obligation or duty to continue compensating Contractor for any work performed after the date of default and can terminate this Agreement immediately by written notice to the Contractor. If such failure by the Contractor to make progress in the performance of work hereunder arises out of causes beyond the Contractor's control, and without fault or negligence of the Contractor, it shall not be considered a default. (b) If the District Manager or his /her delegate determines that the Contractor is in default in the performance of any of the terms or conditions of this Agreement, he /she shall cause to be served upon the Contractor a written notice of the default. The Contractor shall have three (3) days after service upon it of said notice in which to cure the default by rendering a satisfactory performance. In the event that the Contractor fails to cure its default within such period of time, the District shall have the right, notwithstanding any other provision of this Agreement, to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement. 8. OWNERSHIP OF DOCUMENTS • (a) Contractor shall maintain complete and accurate records with respect to the District sewer system radio network communications modifications and the Central SCADA System for Maintenance Yard inventories, installation and testing and other such information required by District that relate to the performance of services under this Agreement. All licenses, manuals, operating instructions, guarantees and manufacturer literature shall be provided. Contractor shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Contractor shall provide free access to the representatives of District or its designees at reasonable times to such books and records; shall give District the right to examine and audit said books and records; shall permit District to make transcripts therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment. (b) Upon completion, termination or suspension of this Agreement all installed equipment, description, "as- built" diagrams, licenses, training and service manuals and system documentation and other documents prepared in the course of providing the services to be performed pursuant to this Agreement shall become the sole property of the District and may be used, reused or otherwise disposed of by the District without the permission of the Contractor. With respect to computer files, Contractor shall make available to the District, at the Contractor's office and upon reasonable written request by the District, the necessary computer software and hardware for purposes of accessing, compiling, transferring and printing computer files. 9. INDEMNIFICATION (a) Indemnification for Professional Liability. When the law establishes a professional standard of care for Contractor's Services, to the fullest extent permitted bylaw, Contractor shall indemnify, protect, defend and hold harmless District and any and all of its officials, employees and agents ( "Indemnified Parties ") from and against any and all losses, liabilities, damages, costs and expenses, including attorney's fees and costs to the extent same are caused in whole or in part by any negligent or wrongful act, error or omission of Contractor, its officers, agents, employees or subcontractors (or any entity or individual that Contractor shall bear the legal liability thereof) in the performance of professional services under this Agreement. (b) Indemnification for Other Than Professional Liability. Other than in the performance of professional services and to the full extent permitted by law, Contractor shall indemnify, defend and hold harmless District, and any and all of its employees, officials and agents from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, 4 loses, expenses or costs of any kind, whether actual, alleged or threatened, including attorneys fees and costs, court costs, interest, defense costs and expert witness fees), where the same arise out of, are -a consequence of, or are in any way attributable to, in whole or in part, the performance of this Agreement by Contractor or by any individual or entity for which Contractor is legally liable, including but not limited to officers, agents, employees or subcontractors of Contractor. Contractor agrees to indemnify and hold harmless the District from any and all claims for copyright infringement unless caused by District. (c) General Indemnification Provisions. Contractor agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this section from each and every subcontractor or any other person or entity involved by, for, with or on behalf of Contractor in the performance of this Agreement. In the event Contractor fails to obtain such indemnity obligations from others as required here, Contractor agrees to be fully responsible according to the terms of this section. Failure of District to monitor compliance with these requirements imposes no additional obligations on District and will in no way act as a waiver of any rights hereunder. This obligation to indemnify and defend District as set forth here is binding on the successors, assigns or heirs of Contractor and shall survive the termination of this Agreement or this section. 10. INSURANCE Contractor shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit B attached to and part • of this Agreement. U 11. INDEPENDENT Contractor (a) Contractor is and shall at all times remain as to the District a wholly independent Contractor. The personnel performing the services under this Agreement on behalf of Contractor shall at all times be under Contractor's exclusive direction and control. Neither District nor any of its officers, employees, or agents shall have control over the conduct of Contractor or any of Contractor's officers, employees, or agents, except as set forth in this Agreement. Contractor shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the District. Contractor shall not incur or have the power to incur any debt, obligation, or liability whatever against District, or bind District in any manner. (b) No employee benefits shall be available to Contractor in connection with the performance of this Agreement. Except for the fees paid to Contractor as provided in the Agreement, District shall not pay salaries, wages, or other compensation to Contractor for performing services hereunder for District. District shall not be liable for compensation or indemnification to Contractor for injury or sickness arising out of Contractor's employees performing services hereunder. Contractor shall indemnify, defend and hold District harmless from any claim by Contractor's employees to seek benefits. 5 12. LEGAL RESPONSIBILITIES The Contractor shall keep itself informed of State and Federal laws and regulations which in any manner affect those employed by it or in any way affect the performance of its service pursuant to this Agreement. The Contractor shall at all times observe and comply with all such laws and regulations. The District, and its officers and employees, shall not be liable at law or in equity occasioned by failure of the Contractor to comply with this Section. 13. UNDUE INFLUENCE Contractor declares and warrants that no undue influence or pressure is used against or in concert with any officer or employee of the Costa Mesa Sanitary District in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement or financial inducement. No officer or employee of the Costa Mesa Sanitary District will receive compensation, directly or indirectly, from Contractor, or from any officer, employee or agent of Contractor, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. Violation of this Section shall be a material breach of this Agreement entitling the District to any and all remedies at law or in equity. 14. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES No member, officer, or employee of District, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the Project during his /her tenure or for one year thereafter, shall have any interest, direct or indirect, in any agreement or sub - agreement, or the proceed thereof, for work to be performed in connection with the Project performed under this Agreement. 15. RELEASE OF INFORMATION / CONFLICTS OF INTEREST (a) All information gained by Contractor in performance of this Agreement shall be considered confidential and shall not be released by Contractor without District's prior written authorization. Contractor, its officers, employees, agents or subcontractors, shall not without written authorization from the District Manager or unless requested by the District Counsel, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this Agreement or relating to any project or property located within the District. Response to a subpoena or court order shall not be considered "voluntary" provided Contractor gives District notice of such court order or subpoena. (b) Contractor shall promptly notify District should Contractor, its officers, employees, agents or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, requests for admissions, or other discovery request, court order, or subpoena from any person or party regarding this Agreement and the work performed thereunder or with respect to • any project or property located within the District. District retains the right, but has no obligation, to represent Contractor and /or be present at any deposition, hearing, or 6 similar proceeding. Contractor agrees to cooperate fully with District and to provide the opportunity to review any response to discovery requests provided by Contractor. However, District's right to review any such response does not imply or mean the right by District to control, direct, or rewrite said response. 16. NOTICES Any notices which either party may desire to give to the other party under this Agreement must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice: To District: Costa Mesa Sanitary District 628 West 19th St Costa Mesa, CA 92627 Attn: District Clerk To Contractor: Technology Resource Center 2101 E. 4th Street Santa Ana, CA 92705 ATTN: Mark Serres 0 17. ASSIGNMENT The Contractor shall not assign the performance of this Agreement, nor any part thereof, nor any monies due hereunder, without prior written consent of the District. Because of the personal nature of the services to be rendered pursuant to this Agreement, only Contractor, its officers, employees, agents or subcontractors shall perform the services described in this Agreement. Contractor, its officers, employees, agents or subcontractors may use assistants, under its direct supervision, to perform some of the services under this Agreement. Contractor shall provide District fourteen (14) day's notice prior to the departure of Mark Serres from Contractor's employ. Should he /she leave Contractor's employ, the District shall have the option `to immediately terminate this Agreement, within three (3) days of the close of said notice period. Upon termination of this agreement, Contractor's sole compensation shall be payment for actual services performed up to, and including, the date of termination or as may be otherwise agreed to in writing between the Board of Directors and the Contractor. 18. LICENSES At all times during the term of this Agreement, Contractor shall have in full force and effect, all licenses required of it by law for the performance of the services described in this Agreement. 19. GOVERNING LAW The District and Contractor understand and agree that the laws of the State of California shall govern the rights, obligations, duties and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the superior or federal district court with jurisdiction over the Costa Mesa Sanitary District. 20. ENTIRE AGREEMENT This Agreement contains the entire understanding between the parties relating to the obligations of the parties described in this Agreement. All prior or contemporaneous agreements, understandings, representations, and statements, oral or written, are merged into this Agreement and shall be of no further force or effect. Each party is entering into this Agreement based solely upon the representations set forth herein and upon each party's own independent investigation of any and all facts such party deems material. 21. WORK SCHEDULED/ TIME OF COMPLETION Contractor agrees to complete all tasks as agreed to during the Customer Kickoff Meeting but no later than March 31. 2010 unless the District authorizes a mutually agreed upon extension to complete existing or added tasks. 22. CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL 0 Contractor is bound to perform the services specified in Exhibit A 23. AUTHORITY TO EXECUTE THIS AGREEMENT The person or persons executing this Agreement on behalf of Contractor warrants and represents that he /she has the authority to execute this Agreement on behalf of the Contractor and has the authority to bind Contractor to the performance of its obligations hereunder. 24. INTERPRETATION In the event of conflict or inconsistency between this Agreement and any other document, including any proposal or Exhibit hereto, this Agreement shall control unless a contrary intent is clearly stated. 25. MODIFICATION This Agreement may not be modified except as provided in Paragraph 5 unless the Board of Directors approves such modification and a written amendment executed. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written. COSTA MESA SANITARY DISTRICT Contractor / �l t 2 ?.c>- Z.._ President tibnafure Secretary APPROVED AS TO FORM: District Counsel • • 9 Typed Name L/, r� . Title ROBIN B. HAMERS & ASSOC., INC. CIVIL ENGINEERS • PLANNERS', SURVEYORS ... since 1981 July 3, 2009 Mr. Tom Fauth Assistant Manager Costa Mesa Sanitary District 628 W. 19th Street Costa Mesa, CA 92627 RE: Proposal to Update Sewer Atlas & Master Sewer Map Dear Tom: Meeting Date Item Number 8/27/09 XII. E. 234 E. 17TH ST., SUITE 205 COSTA MESA, CA 92627 Phone 949/548 -1192 Fax 949/548 -6516 Thank you for the discussion on June 26, 2009 at my office with Maintenance Supervisor Karl Dulake, Inspector Paul Guzman, Inspector Joe Limon and Senior Engineer Joe Sinacori regarding the Costa Mesa Sanitary District sewer maps. The consensus of the group is in agreement with. your opinion that the Sewer Atlas, the Master Sewer Map, and the GIS Map should all be updated as they each serve different purposes and are valuable assets for CMSD staff and contractors. Accurate and up -to -date maps are a key element of successful sewer management. A review of each of the maps and their purpose is as follows: A. Sewer Atlas Consists of approximately 75 sheets of hand drawn atlas sheets that accurately show all CMSD main lines, sewer laterals, line depths, invert elevations, sewer stationing, references to construction plans, CMSD easements, OCSD trunk lines, property lines and addresses. Last updated in 2006 and all sewer plans since then are secured and ready for updating. Is used by all CMSD employees, other agencies, engineers, planners, and the public to locate sewer mains and laterals. B. Master Sewer Map This contains the overall sewer system on one very large mylar hand drawn at 1" = 600', last updated in 1989. The Maintenance Supervisor, the District's televising contractor, the CMSD inspectors, and the District Engineer use this map for planning and presentation purposes as the flow directions, manholes, and OCSD lines are shown in a manner to easily Identify sewersheds and tributary areas (all lines flowing to a low point), which facilitates cleaning and planning. (oil ROBIN B. HAMERS & ASSOC., INC. CIVIL ENGINEERS • PLANNERS • SURVEYORS ... since 1981 C. GIS Maps 234 E. 17TH ST., SUITE 205 COSTA MESA, CA 92627 Phone 949/548 -1192 Fax 949/548 -6516 These maps were created by OCSD's consultant CDM when they performed the OCSD 1/1 study throughout mid and northern Orange County, which became the basis for their sewer modeling and Cooperative Projects program. The consultant compiled the CMSD sewer system without any back - checking, resulting in inaccuracies in a number of areas. CMSD consultant EEC is using this version to manage the CMSD FOG program and hot spot management program while also using these maps to prepare maps to support the District's cleaning efforts. The consensus regarding the GIS mapping is the maps are appropriate for use as stated above but adding addresses, property lines, sewer stationing, invert elevations, references to construction plans, CMSD easements, and the 30,000+ sewer laterals should be considered in the future. Upon completion of the GIS update, the map may be used for sewer capacity studies and other hydraulic modeling. Proposal Based on the discussion above, Robin B. Hamers & Associates, Inc. is providing a proposal for items A and B above while the District's consultant EEC is providing a proposal for the GIS Maps described in item C. The CMSD Sewer Atlas was last updated in 2006 and approximately 736 hours were spent just on the Atlas. It is anticipated the current effort to update both the Sewer Atlas and the Master Sewer Map would be smaller in size. Therefore, it is proposed to update the Sewer Atlas and the Master Sewer Map hourly as follows: Draftsman 425 hours @ $65.00 /hr = District Engineer 24 hours @ $96.50/hr = Not to exceed Thank you for consideration of the above. Sincerely, Robin B. Hamers, PE President $ 27,625. 2,316. $ 29,941. • Meeting Date Item Nmnber 8/27/09 XII. F. AGREEMENT FOR CONSULTANT SERVICES This Agreement is made and effective as of 2009, between the Costa Mesa Sanitary District, a sanitary district ( "District "), and Environmental Engineering & Contracting, Inc., a corporation ( "Consultant"). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows: Recitals WHEREAS, Consultant is an engineering firm that currently provides FOG inspection services for the District, including utilizing the District's GIS database to provide hotspot maps in support of the District's maintenance efforts; and WHEREAS, Consultant has previously utilized the District's GIS database to produce sewer cleaning maps similar to those desired in this agreement; and WHEREAS, Consultant has represented that it is capable of providing the GIS services described in the attached proposal, having provided GIS services to other governmental agencies; and WHEREAS, Consultant has a familiarity with the District by having maintained the FOG program, and is aware of the portions of the District's sewer system in the GIS database that are incorrectly shown and require correction; and WHEREAS, time is of the essence for District to maintain its indust ry standard of cleaning the sewer system at various intervals but no longer than once every three years, the maps resulting from this agreement being the guiding document for the sewer cleaning program; and WHEREAS, because Consultant is an engineering firm with familiarity with the District and has proposed a fair and reasonable price to the District for such work, District is willing to award the contract to Consultant without seeking other proposals; and WHEREAS, Consultant is willing to provide District with a "turnkey" product unless otherwise indicated in the proposal; NOW, THEREFORE the parties hereto do hereby agree as follows: 1. TERM This Agreement shall commence on September 1, 2009, and shall remain and continue in effect until tasks described herein are completed as stated in the proposal dated July 3, 2009, unless sooner terminated pursuant to the provisions of this Agreement. 2. SERVICES Consultant shall perform the tasks described and set forth in Exhibit attached hereto and incorporated herein as though set forth in full. Consultant shall complete the tasks according to the schedule of performance which is also set forth in Exhibit 3. PERFORMANCE Consultant shall, at all times, faithfully, competently and to the best of his /her /its ability, experience, and talent perform all tasks described herein. Consultant shall employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing similar services as are required of Consultant hereunder in meeting its obligations under this Agreement. 4. DISTRICT MANAGEMENT District's Manager shall represent District in all matters pertaining to the administration of this Agreement, review and approval of all products submitted by Consultant, but not including the authority to enlarge the Tasks to be Performed or change the compensation due to Consultant. The District Manager shall be authorized to act on District's behalf and to execute all necessary documents which enlarge the Tasks to be Performed or change Consultant's compensation, subject to Section 5 hereof. 0 5. PAYMENT (a) The District agrees to pay Consultant in accordance with the tasks as set forth in Exhibit A, attached hereto and incorporated herein by this reference as though set forth in full, upon completion of the task. This amount shall not exceed Seventy Thousand Dollars ($70,000.00) for the total term of this Agreement unless additional payment is approved as provided in this Agreement. Said sum includes travel and other costs. (b) Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to those set forth herein, unless such additional services are authorized in advance and in writing by the District Manager. Consultant shall be compensated for any additional services in the amounts and in the manner as agreed to by District Manager and Consultant at the time District's written authorized is given to Consultant for the performance of said services. The District Manager may approve additional work not to cumulatively exceed the greater of Fifteen Thousand Dollars ($15,000.00) or ten percent (10 %) of the original contract sum. Any additional work in excess of this cumulative amount shall be approved by the Board of Directors. 2 0 (c) Consultant will submit invoices upon task completion. Payment shall be made within thirty (30) days of receipt of each invoice as to all non- disputed fees. If the District disputes any of Consultant's fees, it shall give written notice to Consultant within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice. 6. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE (a) The District may, at any time, for any reasons, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the Consultant at least ten (10) days prior written notice. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise. If the District suspends or terminates a portion of this Agreement, such suspension or termination shall not make voice or invalidate the remainder of this Agreement. (b) In the event this Agreement is terminated pursuant to this Section, the District shall pay to Consultant the actual value of the work performed up to the time of termination, provided that the work performed is of value to the District. Upon termination of the Agreement pursuant to this Section, the Consultant will submit an invoice to the District pursuant to Section 5. 7. DEFAULT OF CONSULTANT (a) The Consultant's failure to comply with the provisions of this Agreement shall constitute a default. In the event that Consultant is in default for cause under the terms of this Agreement, District shall have no obligation or duty to continue compensating Consultant for any work performed after the date of default and can terminate this Agreement immediately by written notice to the Consultant. If such failure by the Consultant to make progress in the performance of work hereunder arises out of causes beyond the Consultant's control, and without fault of negligence of the Consultant, it shall not be considered a default. (b) If the District Manager or his/her delegate determines that the Consultant is in default in the performance of any of the terms or conditions of this Agreement, he /she shall cause to be served upon the Consultant a written notice of the default. The Consultant shall have ten (10) days after service upon it of said notice in which to cure the default by rendering a satisfactory performance. In the event that the Consultant fails to cure its default within such period of time, the District shall have the right, notwithstanding any other provision of this Agreement, to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement. • 3 8. OWNERSHIP OF DOCUMENTS (a) Consultant shall maintain complete and accurate records with respect to the professional services required by this Agreement and will produce the work product specified in Exhibit A and other such information required by District that relate to the performance of services under this Agreement. Such work product shall be fully usable by District. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of District or its designees at reasonable times to such books and records; shall give District the right to examine and audit said books and records; shall permit District to make transcripts therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment. (b) Upon completion, termination or suspension of this Agreement, all work produce reduced to any medium and other documents prepared in the course of providing the services to be performed pursuant to this Agreement shall become the sole property of the District and may be used, reused or otherwise disposed of by the District without the permission of the Consultant. With respect to computer files, Consultant shall make available to the District, at the Consultant's office and upon reasonable written request by the District, the necessary computer software and hardware for purposes of accessing, compiling, transferring and printing computer files. is 9. INDEMNIFICATION (a) Indemnification for Professional Liability. When the law establishes a professional standard of care for Consultant's services, to the fullest extent permitted by law, Consultant shall indemnify, protect, defend and hold harmless District and any and all of its officials, employees and agents ( "Indemnified Parties ") from and against any and all losses, liabilities, damages, costs and expenses, including attorney's fees and costs to the extent same are caused in whole or in part by any negligent or wrongful act, error or omission of Consultant, its officers, agents, employees or subconsultants (or any entity or individual that Consultant shall bear the legal liability thereof) in the performance of professional services under this Agreement. (b) Indemnification for Other than Professional Liability. Other than in the performance of professional services and to the full extent permitted by law, Consultant shall indemnify, defend and hold harmless District, and any and all of its employees, officials and agents from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including attorney's fees and costs, court costs, interest, defense costs and expert witness fees), where the same arise out of, are a consequence of, or are in any way attributable to, in whole or in part, the performance of this Agreement by Consultant or by any individual or entity for which Consultant is legally liable, including, but not limited to, officers, agent, employees or subconsultants of Consultant. 10. INSURANCE Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit B attached to and part of this Agreement. Such coverage shall provide automotive, commercial general liability and professional error coverage, if appropriate. Existing coverage may suffice if coverage limits are acceptable. District must be named an additional insured on the endorsement. 11. INDEPENDENT CONSULTANT (a) Consultant is and shall at all times remain as to the District a wholly independent Consultant. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant's exclusive direction and control. Neither District nor any of its officers, employees, or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the District. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatever against District, or bind District in any manner. (b) No employee benefits shall be available to Consultant in connection with the performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, District shall not pay salaries, wages, or other compensation to Consultant for performing services hereunder for District. District shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder. 12. LEGAL RESPONSIBILITIES The Consultant shall keep itself informed of State and Federal laws and regulations which in any manner affect those employed by it or in any way affect the performance of its service pursuant to this Agreement. The Consultant shall at all times observe and comply with all such laws and regulations. The District, and its officers and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this Section. 0 5 13. UNDUE INFLUENCE Consultant declares and warrants that no undue influence or p ressure has been used • against or in concert with any officer or employee of the Costa Mesa Sanitary District in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement or financial inducement. No officer or employee of the Costa Mesa Sanitary District will receive compensation, directly or indirectly, from Consultant, or from any officer, employee or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. Violation of this Section shall be a material breach of this Agreement entitling the District to any and all remedies at law or in equity. 14. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES No member, officer, or employee of District, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the Project during his /her tenure or for one year thereafter, shall have any interest, direct or indirect, in any agreement or sub - agreement, or the proceed thereof, for work to be performed in connection with the Project performed under this Agreement. 15. RELEASE OF INFORMATION / CONFLICTS OF INTEREST (a) All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without District's prior written authorization. Consultant, its officers, employees, agents or subconsultants, shall not without written authorization from the District Manager or unless requested by the District Counsel, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this Agreement or relating to any project or property located within the District. Response to a subpoena or court order shall not be considered "voluntary" provided Consultant gives District notice of such court order or subpoena. (b) Consultant shall promptly notify District should Consultant, its officers, employees, agents or subconsultants be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, requests for admissions, or other discovery request, court order, or subpoena from any person or parry regarding this Agreement and the work performed thereunder or with respect to any project or property located within the District. District retains the right, but has no obligation, to represent Consultant and /or be present at any deposition, hearing, or similar proceeding. Consultant agrees to cooperate fully with District and to provide the opportunity to review any response to discovery requests provided by Consultant. However, District's right to review any such response does not imply or mean the right by District to control, direct, or rewrite said response. C: • (c) Consultant covenants that neither he /she nor any officer or principal of their firm have any interest in, or shall acquire any interest, directly or indirectly, which will conflict in any manner or degree with -the performance of their services hereunder. Consultant further covenants that in the performance of this Agreement, no person having such interest shall be employed by them as an officer, employee, agent or subconsultant. Consultant further covenants that Consultant has not contracted with nor is performing any services, directly or indirectly, with any developer(s) and /or property owner(s) and/or firm(s) and/or partnership(s) owning property in the District or the study area and further covenants and agrees that Consultant and/or its subconsultants shall provide no service or enter into any agreement or agreements with a/any developer(s) and /or property owner(s) and/or firm(s) and /or partnership(s) owning property in the District or the study area prior to the completion of the work under this Agreement. 16. NOTICES Any notices which either party may desire to give to the other party under this Agreement must be in writing and may be given by: (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later • designate by notice: To District: Costa Mesa Sanitary District 628 West 19th St Costa Mesa, CA 92627 Attn: District Clerk To Consultant: Environmental Engineering & Contracting, Inc. 501 Parkcenter Drive Santa Ana, CA 92705 Attn: Jim Kolk 17. ASSIGNMENT The Consultant shall not assign the performance of this Agreement, nor any part thereof, nor any monies due hereunder, without prior written consent of the District. Because of the personal nature of the services to be rendered pursuant to this Agreement, only Jim Kolk, Ramon Gallegos or Sharon Guilliams shall perform the services described in this Agreement. 0 Jim Kolk, Ramon Gallegos or Sharon Guilliams may use assistants, under its direct supervision, to perform some of the services under this Agreement; however, all client contact and interaction regarding professional services shall be provided by Jim Kolk, Ramon Gallegos or Sharon Guilliams. Consultant shall provide District fourteen (14) day's notice prior to the departure of Jim Kolk from Consultant's employ. Should he /she leave Consultant's employ, the District shall have the option to immediately terminate this Agreement, within three (3) days of the close of said notice period. Upon termination of this agreement, Consultant's sole compensation shall be payment for actual services performed up to, and including, the date of termination or as may be otherwise agreed to in writing between the Board of Directors and the Consultant. 18. LICENSES At all times during the term of this Agreement, Consultant shall have in full force and effect, all licenses required of it by law for the performance of the services described in this Agreement. 19. GOVERNING LAW The District and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the municipal, superior or federal district • court with jurisdiction over the Costa Mesa Sanitary District. 20. ENTIRE AGREEMENT This Agreement contains the entire understanding between the parties relating to the obligations of the parties described in this Agreement. All prior or contemporaneous agreements, understandings, representations, and statements, oral or written, are merged into this Agreement and shall be of no further force or effect. Each party is entering into this Agreement based solely upon the representations set forth herein and upon each party's own independent investigation of any and all facts such party deems material. 21. CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL Consultant is bound by the contents of Exhibit A hereto and incorporated herein by this reference. In the event of conflict, the requirements of District's Request for Proposals and this Agreement shall take precedence over those contained in the Consultant's proposals. • • • 22. MODIFICATION No modification to this Agreement g t shall be effective unless it is in writing and signed by authorized representatives of the parties hereto. 23. AUTHORITY TO EXECUTE THIS AGREEMENT The person or persons executing this Agreement on behalf of Consultant warrants and represents that he /she has the authority to execute this Agreement on behalf of the Consultant and has the authority to bind Consultant to the performance of its obligations hereunder. 24. INTERPRETATION In the event of conflict or inconsistency between this Agreement and any other document, including any proposal or Exhibit hereto, this Agreement shall control unless a contrary intent is clearly stated. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed this day and year first above written. COSTA MESA SANITARY DISTRICT ENVIRONMENTAL ENGINEERING & CONTRACTING, INC. District Manager ATTEST: District Clerk APPROVED AS TO FORM: District Counsel 9 Signature Typed Name Title r 1 Meeting Date I Item Numb e 8127/09 X11. F. August 13, 2009 Mr. Tom Fauth Costa Mesa Sanitary District 628 West 19th Street Costa Mesa, California 92627 ENGINEERING & CONTRACTING, INC. 501 Parkcenter Drive, Santa Ana, CA 92705 Phone (714) 667 -2300 Fax (714) 667 -2310 Subject: GIS Development for Sewer Cleaning Activities Management Dear Mr. Fauth, Environmental Engineering & Contracting, Inc. (EEC) is pleased to present this proposal to provide engineering services related to development of a Geographical Information System (GIS) for the Costa Mesa Sanitary District (District). EEC is aware that the District is interested in development of a functional Sewer System GIS, initially to facilitate management of District - wide line cleaning activities. Currently the District has GIS data for sewer mains, manholes, and county trunk lines that was generated several years ago for Orange County Sanitation District (OCSD) as part of a county-wide sewer study. This existing GIS data is incomplete and contains many inaccuracies; however, the data can be corrected and migrated into a functional GIS, representative of the District's sewer system assets. A functional GIS will also enhance operation and maintenance capabilities for the District's key sewer system assets. EEC has the demonstrated GIS and integration expertise required to complete these complex GIS development tasks. Background The District plans to implement a District -wide line cleaning program to ensure that all District sewers are cleaned within a three year period. Based on historic observations and District understanding of the sewer system, some pipelines will need to be cleaned on an annual basis, some on a bi- annual basis, and others on a tri- annual basis. The District is interested in utilizing a GIS system to manage and coordinate these operations and maintenance (O &M) activities. To serve this purpose, the existing GIS must be upgraded to accurately depict the District's sewer assets such as manholes and sewer pipe segments. To facilitate O &M activity scheduling and monitoring, key assets must be assigned with attribute data such as pipe sizes, lengths, flow direction, manhole IDs, elevations, cleaning frequency and cleaning history. The pipe segment's cleaning history will ensure required line cleaning does not lapse beyond that segment's specified cleaning frequency. Additionally, wastewater drainage watershed (WDW) and pipe segment predecessor(s) information for each pipe segment and manhole will be graphically displayed. Collectively, these elements will give the District a powerful tool to manage and schedule line cleaning activities while avoiding resource inefficiencies, which could include: A EEC - GIS Development Proposal, Costa Mesa Sanitary District August 13, 2009 0 • Sending cleaning crews haphazardly from one location to another across the District, • Cleaning pipe segments out of flow order, rendering downstream segments susceptible to dislodged waste, • Cleaning pipe segments more often than necessary, and • Not cleaning pipe segment(s) often enough. EEC proposes to address each of these potential inefficiencies with a comprehensive GIS with the ability to: • Graphically view pipe segments based on real -time cleaning status (Figure 1); • Graphically view the WDWs of the sewer system (Figure 2); • Graphically view pipe segments based on their cleaning frequency or last cleaned date (Figure 3); • Run analysis to determine WDW cleaning prioritization; • Run analysis to determine optimum pipe segment cleaning sequence based on flow direction; • Include each pipe segment's cleaning frequency in the analysis process, • Create a system wide, efficient cleaning schedule that considers: • Pipe segment cleaning history, • Pipe segment cleaning frequency, • Downstream pipe segment cleaning schedule, • Pipe segment WDWs. • 1 i 0 0 EEC - GIS Development Proposal, Costa Mesa Sanitary District August 13, 2009 Figure 1 (Actual existing GIS data, last cleaning date simulated for illustration purposes.) EEC - GIS Development Proposal, Costa Mesa Sanitary District August 13, 2009 hG '4 -n+ I _-- Al — A4 A7 — A10 A13 # Tributary Point of Entry –� A2 — A5 A8 — All A14 Sewer Trunks A3 -- A6 A9 Al2 A15 CMSD Boundary Figure 2 (Actual existing GIS data, including wastewater drainage watersheds.) 4 s • 0 EEC - GIS Development Proposal, Costa Mesa Sanitary District August 13, 2009 A , °Eb t-> s 777 s ETA �- A. { ,may= a Pipe Segments Cleaning Frequency Annualy 20% _ = Bi- Annualy 30% Tri- Annualy 50% I Figure 3 (Actual existing GIS data, cleaning frequency simulated for illustration purposes.) :7 EEC - GIS Development Proposal, Costa Mesa Sanitary District August 13, 2009 • Scone of Work Development of A GIS to Serve as a Management Tool for Sewer Cleaning Activities Tasks and associated deliverables: Develop an accurate and up -to -date GIS containing District sewer system assets based on industry standards, including sewers, manholes and lift stations (Task 1). • GIS manhole and sewer line locations will be revised, updated and verified based on existing District paper atlases (lateral atlas - — 75 pages) and as -built drawings. • Append key attribute data extracted from District paper atlases (lateral atlas) and as -built drawings. • Include in the GIS the following items (Task 2): • Defined pipe segment cleaning frequencies (determined by District staff) • Defined pipe segment cleaning precursors • Defined WDW designators (defined by District staff) Develop and provide sewer system atlases for field crews and line cleaning contractors (four complete sets) (Task 3): • Depicting key asset data (pipe segment ID, pipe material, diameter, flow direction). • Illustrating cleaning cycles, pipe segment cleaning frequencies, and a cleaning schedule (specifics to be determined at project kick -off meeting). • Identifying WDWs. Development and Implementation of a Line Cleaning Schedule Methodology (Task 2) To provide a cleaning schedule that will distribute the monthly work orders in a balanced manner throughout each three year cycle, EEC plans to partition the sewer system into 12 approximately equally sized zones made up of complete WDWs. Using these partitioned areas, line cleaning will be scheduled such that, by the end of each year, all of the annual pipe segments, half of the bi- annual pipe segments and a third of the tri- annual pipe segments will have been cleaned. Based on input from the District, the approximate percentage of the sewer system falling into the specific cleaning frequency is: Annual = 20% of the sewer system Bi- Annual = 30% of the sewer system Tri- Annual = 50% of the sewer system Using these estimations, approximately 52% of the system will be cleaned each year 100% of annuals (20% of the sewer system), 50% of bi- annuals (15% of the sewer system), and 33% of tri- annuals (17% of the sewer system). By the end of the three year cycle, all of the pipe I ]l EEC - GIS Development Proposal, Costa Mesa Sanitary District August 13, 2009 segments will have been cleaned at least once, and by the end of six years, the complete cycle will repeat itself. The cleaning regiment will proceed approximately as follows: Cleaning Year Frequency Zones 1 Annual 1 to 12 1 Bi- annual 1 to 6 1 Tri - annual 1 to 4 Cleaning Year Frequency Zones 2 Annual 1 to 12 2 Bi- annual 7 to 12 2 Tri - annual 7s �r 0 Cleaning Year Frequency Zones 3 Annual 1 to 12 3 Bi- annual 1 to 6 3 Tri - annual 9 to 12 Cleaning Year Frequency Zones 4 Annual 1 to 12 4 Bi- annual 7 to 12 4 Tri- annual 1 to 4 Cleaning Year Frequency Zones 5 Annual 1 to 12 5 Bi- annual 1 to 6 5 Tri - annual Cleaning Year Frequency Zones 6 Annual 1 to 12' 6 Bi- annual 7 to 12 6 Tri - annual 9 to 12 The chronological sequence of each zone will be determined by the prevalent last cleaning date of the pipe segments within each zone to minimize the potential for pipe segments to exceed their designated cleaning frequency. Also, throughout initial implementation of the cleaning schedule, the last cleaned date for individual pipe segments will be monitored to identify individual pipe segment at risk of exceeding its cleaning frequency. GIS Maintenance and Cleaning Schedule Reports (Task 3) EEC will continually update, revise, correct and maintain the District's GIS (based on reports from the field), and generate the cleaning work orders on a quarterly basis or a frequency determined by the District. In order to develop an effective GIS maintenance and cleaning schedule report procedure, EEC will conduct a kick -off meeting with District staff and the cleaning contractor. The objectives of this meeting will be to: Develop a cleaning work order and cleaning results format. Develop a procedure for EEC to receive data corrections from field observations and implement those corrections in the GIS. Develop a method for EEC to analyze results from the field and deliver up to date information to the cleaning crews. • EEC - GIS Development Proposal, Costa Mesa Sanitary District August 13, 2009 Cost Estimate The aforementioned scope of work will be performed by EEC on a time and materials basis, in accordance with our most current fee schedule (2009 Fee Schedule attached for reference). For the purpose of this proposal, the Estimated Cost (Not to Exceed) is $70,000. The estimated cost is broken down as follows: Project Tasks Estimated Hours Est. Cost Principal Sr. Proj. Proj. Proj. GIS /IT Staff GIS Total Eng.11 Eng.II Eng.I Sup. Eng. Analyst Task PE Proj. Mgr. PE Hours Hourly Rate $195 $170 $125 $115 $115 $90 $90 Task 1 GIS Update/ Development 1 1 12 18 40 190 140 402 $38,235 Task 2 Process Development 0 3 1 10 9 80 1 32 135 $12,900 Task 3 Implementation/ Atlas Production 1 3 9 12 21 70 75 191 $18,675 Total 1 2 7 22 40 70 340 247 728 $69,810 This cost includes updates, revisions, corrections and maintenance of the District's GIS, production of the sewer system atlases (four complete sets), and generation of the cleaning work orders during the first year of implementation. EEC is prepared to begin this work upon acceptance of this budget and scope of work. Thank you again for this opportunity to provide these professional services to the Costa Mesa Sanitary District. • 17J a 0 • EEC - GIS Development Proposal, Costa Mesa Sanitary District August 13, 2009 If you have any questions, please call Jim Kolk, Ramon Gallegos, or myself at (714) 667 -2300. Sincerely, Environmental Engineering & Contracting, Inc. Sharon Guilliams PE Project Engineer Acceptance If the proposed scope of work and costs of services stated herein meet with your approval, please acknowledge acceptance of same and initiate authorization to proceed by signing and faxing a copy of this document to 714 - 667 -2310. Print Name Signature Print Title Date Meetin DateItem Numbe 8/27/09 XII. G CMSD AR 1.2 District Computer and Internet Use and Cell Phone Policy and 0 Procedures 1. Purpose: The District makes every effort to provide its employees with technology -based resources in order to conduct official business more effectively. In this regard, the District has installed personal computers, local area networks (LANs), electronic mail (e -mail) and access to the Internet. The purpose of the District's Computer and Internet Use and Cell Phone Policy and Procedures is to establish uniform guidelines for computer usage including the use of Internet and e-mail applications and to establish an employee cell phone allowance policy. 2. District Computer, Facsimile (Fax) and Internet Connections Policy: a. District computers, fax machines and internet licenses are District property and are provided for District business and are not to be used for personal gain, private purposes (except as described in paragraph f), or to support or advocate non- District — related business or purposes. All data and electronic messages, including information accessed via the Internet and sent or received through electronic mail (e -mail) systems, are the property of the District. All records whether paper or electronic, may be subject to the disclosure requirements of the Public Records Act and are not considered private. Notwithstanding the foregoing, e-mail should only be used for the transmission of information and should not be used for preserving information for future reference. Information to be retained may be stored electronically on the system/network and/or may be converted to a hard copy and archived in a District physical file cabinet. b. There is no expectation of personal privacy in any use of District faxes, computer systems and software, including e-mail and Internet usage. The District may, at any time, review the contents of all records, data and communication transmitted, received and stored by its electronic systems. Any indication of a violation of this policy is subject to management review. This review may include accessing and disclosing all electronic documents, information and messages including e-mail and Internet records. c. The District purchases, owns and administers the necessary software and licenses to provide access to e-mail and Internet services. Users may not rent, copy or loan District software or its documentation, nor provide alternative software to access the system. Users may be subject to discipline for any damages caused by negligence, and unauthorized software or viruses they introduce in the system. d. The District is not responsible for items originating from the Internet and reserves the right to restrict employee access to the Internet or to certain Internet content. 40 e. Examples of Prohibited Uses i. Using the Internet to post, view, obtain or disseminate any sexually ` oriented material, images or messages. 0 ii. Using the Internet and /or e-mail systems to send or distribute disruptive, offensive, abusive, threatening, slanderous, racial or sexually harassing materials. iii. Using District computer systems for private purposes, personal gain, solicitation of commercial ventures, religious or political causes, chain letters, or other non - job - related purposes (except as described in paragraph f). iv. Downloading or installation of software that has not been approved by the District and scanned for viruses. v. Sending unencrypted confidential documents via the Internet. vi. Any other use that may compromise the integrity of the District and its business in any way. vii. E -mail should not be used for sensitive attorney - client communications. viii. A good rule of thumb when using the computer and e-mail is "never put anything in an e-mail that you would not want to see on the front page of the newspaper." To promote employee computer and Internet proficiency and as an employee benefit, certain employee private use is allowed. This use is only permitted during employee personal time. Examples include educational enhancement and personal communications, which are not in violation of the above prohibited uses. g. The acquisition of personal computer hardware and software - shall follow the normal budgetary and purchasing procedures, ensuring budget authorization is in place. Requests for acquiring hardware and software shall be recommended to the Assistant Manager for evaluation and recommendation. h. Equipment operation and maintenance: i. The authorized Management Information Systems (MIS) person (in- house or agreement/contract) shall assist in evaluating District functional needs and recommend options if appropriate. ii. MIS shall maintain an on -site office automation library of proven and reliable software and hardware requiring minimum technical support that maintains a user - friendly concept, is easy to use and enhances District productivity. iii. MIS shall maintain an on -site inventory control of all workstation hardware and software. 11 iv. MIS shall provide on -site training and consulting advice on approved software and make recommendations as appropriate. v. MIS shall maintain the District automation system including all personal computer workstations and client server network for the purpose of retrieving data files, sharing licensed applications and nightly data backup. vi. MIS shall periodically review the District automation system for adherence to operating standards and implement approved upgrades. vii. MIS shall backup District databases daily, weekly, monthly, quarterly and annually for archival and retrieval purposes. i. Security: The Assistant Manager and MIS (in -house or agreement /contract) must approve dial -in access from home systems and businesses to District systems in advance for valid business needs. All computer systems users are responsible for data residing on their systems. 3. Procedures for Computers and E -mail Access: a. Passwords i. Users dealing in confidential matters will define their own confidential password. Users should be aware that this does not imply that the system may be used for personal communication or that e-mail is the property of the user. ii. To ensure the security of the e -mail system, the system will prompt the user to routinely change their password. Should the user forget their password, and attempt to input a password they are not sure of, the system may lock them out after three failed attempts. iii. Users should not share their passwords. The Assistant Manager and MIS (in -house or agreement /contract) shall maintain a master list of all computer access passwords in a secure location. b. Internet and E -mail Access i. Access to the Internet and e-mail is restricted to those employees who have been provided the necessary software and hardware and who have been authorized by the District to access e-mail and the Internet. The District may deny or restrict Internet and /or e-mail access to any employee at any time. ii. When using e-mail and the Internet, employees are cautioned to remember they represent the District. Employees may not speak for the District unless they are authorized to do so. iii. E -mail and Internet messages can be forwarded without the r express permission of the original author. Users must use caution in the transmission and dissemination of messages outside the r District and must comply with all State and Federal laws, rules and • regulations as well as with District policy. c. Electronic Document, Software and Mail Storage: i. Electronic mail is backed -up on a regular basis — it is synchronized with the server on every start -up and shut -down. The District back- up procedures allow the District to restore current software, documents and electronic mail in the event of a system failure. ii. Electronic mail is not intended to be a permanent storage medium. Electronic in -boxes and out -boxes should be archived or purged on a regular basis. The District may, in its discretion, purge long -term mail on an automatic basis. iii. To save critical electronic mail as a permanent record, employees should print out a hard copy for permanent filing or save the file on the "C" drive of the desktop or laptop computer assigned to them. d. Information Block: E -mail sent outside the District should include an information block at the end of all transmitted messages. The block should include the sender's name, title, company name, direct telephone number, FAX number and e-mail address. 4. District Cell Phone Policy: Unlike the District policy for computers, faxes, and internet communications, District provides an allowance for cell phones, but the cell phone and any license to connect to electronic transmission lines (telephone, email, etc.) are not the property of District but of the employee. As cell phones are not the property of the District, the rules for cell phones and their use are different from those for computers, faxes and regular internet access. The District's rules on cell phones are as follows: a. District has established a cell phone allowance and shall pay an amount to employees for cell phone acquisition and maintenance. b. District employees must have their cell phones on during working hours and during nonworking hours if required by their supervisor for District purposes. c. District employees may choose to have a telephone -only cell phone or a telephone with text, internet, photo and other features. d. Although District employees are to have their cell phones activated for work purposes, cell phone use is not limited to District purposes, and employees may use cell phones for any lawful purpose. e. Cell phone use must be in conformance with other District rules, including that employees shall not commit theft of public time by having long personal conversations while on the District "clock." Lunch time and break time uses are considered personal time. • A • f. Cell phone plans must provide for a minimum of 450 minutes coverage for work communications and must have coverage with a carrier that provides acceptable coverage in employee's work areas. g. Unlike computer, fax and regular internet communications, cell phone records are only public records to the extent they involved work communications. Thus District may request to see logs or texts if District has a compelling need and the communications were made for District business but shall not inquire nor demand disclosure of private communications or the bill for the same. h. As employees will receive a personal benefit from such cell phone .allowance, there may be a taxable consequence to the employee. 5. Effective Date: The effective date of this Administrative Regulation Is August 29, 2009. DON MCINTYRE INTERIM DISTRICT MANAGER, • COSTA MESA SANITARY DISTRICT U • r L To Santa Ana River Flood Protection Agency P. O. Box 4048 Santa Ana, CA 92702 -4048 (714) 834 -5142 FAX: (714) 834 -4572 Costa Mesa Sanitary District Accounts Payable 628 W. 19`h Street Costa Mesa, CA 92627 alln! !7 1 umbe RECEIVED AUG - 3 2009 COSTA MESA SANITARY DISTRICT DATE: July 29, 2009 Representative: Arthur R. Perry 628 W. 19th Street Costa Mesa, CA 92627 -2716 QUANTITY DESCRIPTION UNIT PRICE AMOUNT 1 SARFPA dues for Fiscal Year 2009 -2010. $1,100.00 $1,100.00 Your agency is a member of the Santa Ana River Flood Protection Agency ( SARFPA). At the SARFPA Full Agency meeting on June 25, 2009 an annual assessment of $1,100.00 for dues for Fiscal Year 2009- 2010 was approved. SUBTOTAL $1,100.00 SALES TAX 0.00 SHIPPING & HANDLING 0.00 TOTAL DUE $1,100.00 Make all checks payable to: Santa Ana River Flood Protection Agency If you have any questions concerning this invoice, please see your representative listed above or call: Don Martinson, Executive Director, at (714) 834 -5142 THANK YOU 10 Invoicesllnv 0910 WIDOC