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Agenda Packets - Board - 2004-04-14Board of Directors Arlene Schafer Greg Woodside James Ferryman Art Perry Dan Worthington Staff Robin B. Homers Manager District Engineer (949) 631 -1731 Thomas A. Fauth Assistant Manager (714) 754 -5043 Joan Revak Clerk of the District (714) 754 -5087 Fax (714) 432 -1436 Mailing Address P D. Box 1200 Costa Mesa, CA 92628 -1200 Street Address 77 Fair Drive Costa Mesa, CA 92626 -6520 a Costa Mesa Samitarl- � Distrid ... an Inbepenbent Special District NOTICE OF SPECIAL MEETING COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS APRIL 14, 2004 The Board of Directors of the Costa Mesa Sanitary District will meet on Wednesday, April 14, 2004 at 6:00 p.m., in Conference Room 1A at the Costa Mesa Civic Center, 77 Fair Drive, Costa Mesa, California to discuss the following matters related to the pending separation from the City of Costa Mesa. I. Public Comments II. Closed Session Pursuant to Government Code Section 54957.6 to Review Outside Contractor Rates and give authority to the District Manager to Negotiate with the following office rslemployees regarding their compensation: District Treasurer Field Crew Members III. Reconvene to Open Session IV. Update on New Administrative Offices at 628 W. 19th Street Dated: April 9, 2004 ?J-� gvttk Clerk of the District Y COmmLlnit I I D sofib waste anb sewer cof fection services. \7 Printed Oil Protecting OLL1� S �Jea[tYJ YJ p rovibin g Recycled Paper costamesasanitayNbistrict.OYg r' CONFIDENTIAL — FOR CLOSED SESSION Costa Mesa Sanitary District Separation Plan — 2004 I. Financial Services A. District Treasurer 1. By contract, part -time, on an as- needed basis 2. Two well qualified applicants are available at competitive rates 3. See attached "Responsibilities of District Treasurer" B. Accountant 1. Full time District employee , 2. Handles day -to -day financial matters; accounts payable, accounts receivable, payroll, purchasing, etc. 3. Works with new accounting software program C. Comparison with City of Costa Mesa Proposal 1. City proposal is $108,610. 2. District cost is approximately $104,000. 3. In -house services allow for faster turnaround, greater flexibility and more independence while maintaining highly professional work D. Direction to Staff 1. , Arrange for interviews with potential District Treasurers and Board of Directors gr q Pr�ssTiNld1 %dcrb w?A+�S, 2. Advertise and hire District Accountant 3. Review and purchase accounting software W1 TAVAsMCAAGou the -As m 4. Advise City of Costa. Mesa of desire for separation of financial management k dF 6-3o-A. i CONFIDENTIAL — FOR CLOSED SESSION Costa Mesa Sanitary District April 12, 2004 Separation Plan — 2004 Page 2 11. Sewer System Operation and Maintenance A. Required Services 1. Sewer line cleaning 2. Hot spot cleaning (hot spots are sections of line that require frequent cleaning due to excessive grease or pipe problems such as sags) 3. Responding to homeowner problems 4. Pump station maintenance and operation 5. Standby and overtime 6. Emergency response 01u4 k cl'.Nry B. Services currently being provided by the City of Costa Mesa PfAhgw*cz 5WS " 1. 100% of a two man cleaning crew plus vactor truck 2. 76% of another two man cleaning crew plus vactor truck 3. 100% of a supervisor who performs pump station maintenance 4. Vehicles as needed 5. Corporate yard 6. Cleaning the 1 million feet of gravity sewer each year 7. Emergency response 8. Offered to CMSD for $656,800 (includes standby but not overtime emergency response costs) C. Contract services available 1. All services required by CMSD at competitive rates 2. Cleaning entire gravity system at $0.25 per foot equals $250,000 3. Hot spot cleaning at $175 per hour at 16 hours per week equals $150,000 4. Pump station maintenance at $150,000 per year 5. No standby charges 6. Total approximate cost equals $550,000 7. Potential savings of $107,000 per year CONFIDENTIAL — FOR CLOSED SESSION Costa Mesa Sanitary District April 12, 2004 Separation Plan — 2004 Page 3 D. Other concerns 1. Ownership of vehicles; the City contends all vactor trucks and pickup trucks are owned by City. CMSD has paid $700,000 since 1998 -99 (7 years) . C c m cn46 0 `b& '16A 2. City may relinquish two standby diesel generators that District paid $66,000 in 1999 E. Direction to Staff 1. Advise the City that financial services will no longer be continued as of June 30, 2004. 2. Offer the City the opportunity to provide complete field crew services r for the price of $550,000 per year for five years with a yearly price increase of 2.5% with a Performance Standard that requires one sewer cleaning crew to clean 20,000 lineal feet of gravity sewer per week in accordance with industry cleaning standards with the second sewer cleaning crew to clean hot spots a minimum of 16 hours per week. The remaining 14 hours of work per week dedicated to the District shall be by agreement between the District Manager, Assistant Manager, and City Maintenance Supervisor. The agreement shall be for five years at which time the City shall turn over to the District the newest of the two vactor trucks, the service truck, the pickup truck, the two diesel generators and trailers, the two Barnes pumps, the monies collected to that time in the vehicle replacement fund for the above described vehicles, and all equipment in the Corporate Yard related to the sewer system such as manhole frames and covers, pumps, valves, etc. The City should be given until May'3, 2004 to reach agreement with the District. R CONFIDENTIAL — FOR CLOSED SESSION Costa Mesa Sanitary District Separation Plan — 2004 April 12, 2004 Page 4 3. Should the City decide against an agreement with the District, it is recommended the Board direct the Manager and Assistant Manager to negotiate the above mentioned sewer system maintenance and operation agreements to begin in force July 1, 2004. i Costa Mesa Sanitary District Responsibilities of District Treasurer The District Treasurer is a part time position, either by contract or as an employee of the District, the determination being made with consideration of the best interests of both parties. The District Treasurer is senior level position requiring responsible experience in government finance. The District Treasurer is responsible for the following activities along with any other related activities. 1. Investment of District Funds The Treasurer is responsible for investing District funds, currently near $11 million, in LAIF or corporate obligations in conformance with the District's Statement of Investment Policy and in conformance with government agency investment objectives of safety, liquidity, and yield. The Treasurer prepares a monthly summary report that is reviewed and approved by the Board of Directors at its regular meeting. 2. Yearly Budget Preparation and Presentation With the assistance of the District's Assistant Manager and mid level accountant, the Treasurer shall prepare the yearly District budget. The Treasurer shall review the budget at a study session with the Board and Staff, and then present the budget for formal adoption at a regular meeting. The District's total budget is approximately $6.6 million. 3. Preparation and Presentation of Financial Reports The Treasurer prepares a monthly report of monies on deposit for Board consideration at the monthly regular meeting. The Treasurer, with the assistance with the District's on -staff mid level accountant, prepares a monthly financial report showing the year to date activity along side the budgeted funds for each line item. The report is presented to the Board for their consideration at the monthly regular meetings. 4. Long Term Financial Planning The Treasurer shall prepare as appropriate long -term financial plans to assist the District in achieving rate stability in its trash collection and sewer collection system operations. The District separated its trash collection program and the Responsibilities of District Treasurer Page 2 sewer system operation in 2001 and the rate for each, must support its operations. The District is an independent special district and receives the majority of its funding through charges to the residents and businesses in the District. 5. Attendance at Board of Directors Meetings and Staff Meetings The District holds its regular Board of Directors meetings on the second Thursday of the month at 6 PM. The Treasurer is required to attend the regular Board meetings and also attend any special Board meetings during the month that involve financial matters or other matters deemed appropriate for the Treasurer to attend. The Treasurer attends the monthly agenda- review meetings held the second Monday prior to the regular meeting at 8:30 AM. The agenda- review meeting date and time may be adjusted depending on the Treasurer's work outside the District. 6. Statement of Investment Policy The Treasurer shall recommend yearly revisions to the District's Statement of Investment Policy to conform to new or pending legislation. The Treasurer shall comment on current institutional controls insuring the safety of District funds and shall recommend appropriate improvements to the Board of Directors. . 7 Investment Oversight Committee The Treasurer shall hold quarterly Investment Oversight Committee meetings and shall prepare the agenda and minutes of those meetings. Investment Oversight Committee meetings are normally held 30 minutes immediately prior to the regular monthly Board meetings and the committee is comprised of two Board members on a rotating basis, the Manager /District Engineer, the Assistant Manager, and the Treasurer. The subject matter for the meetings is as recommended by the Treasurer, Staff, or as requested by the Board of Directors. 8. Yearly Audit The Treasurer is responsible for soliciting proposals and recommending a firm to prepare the yearly audit and for assisting the auditor in acquiring the necessary information to perform the audit. The auditor is requested to attend a Board meeting and present the audit. Responsibilities of District Treasurer Page 3 9. Special Projects The Treasurer works on an as- needed basis for special projects such as when the District purchased $2.2 million of standardized trash containers, then refinanced the debt to take advantage of lower interest rates. The Treasurer is responsible for understanding the various methods of government financing of capital improvements and the implementation of such activity if so desired by the Board. Other examples of special projects are the conversion of the District's accounting system to conform to the requirements of GASB Statement No. 34 or analyzing a company's financial data for stability. 10. Proposition 218 and other Legislation The Treasurer is expected to participate in discussions regarding Proposition 218 and other existing or future legislation related to the legality of charges, fees, user fees, standby charges, and assessments. 1111111 111 Fill I I 1 1111 ... an Independent ,Specza[Dist -r ct Memorandum' To: Robin Hamers, Manager/District Engineer From: Thomas Fauth, Assistant Manager Date: April 14, 2004 Subject: CMSD Institutional Issues — Phase I Implementation Plan Update REFERENCES: 1. 2 -18 -03 Manager Memo to Board & Staff, "Public Dissemination of Information." 2. 2 -1 -03 Strategic Planning Workshop 3. 9 -8 -94 Creative Management Solutions Final Report: "Implementation Status." 4. 4 -12 -04 District Schedule BACKGROUND: Reference 4 is the listing of major schedule activities supporting the separation -of the District from the City of Costa Mesa. Reference 3 documented analysis considering whether City administrative and field operations services might be directly provided by District employees, private contractors and /or vendors rather than using City staff. Reference 2 provided direction to District Staff to further pursue Institutional Issues for a potential District relocation and associated factors. Reference 1 provided two informational papers outlining the District's position on Institutional Issues and Franchising Trash Collection. This Memo builds on these references to establish a current baseline of options and their impacts where possible. DISCUSSION: The attached document, titled "Phase I Implementation Plan ", is a living document incorporating Plan details and developments such as the District HQ acquisition at 628 W 191h St. This Memo (including attachments) is intended for internal staff use only until formal CMSD Board of Directors authorization is given to release it. The Paper addresses the following areas: CMSD Organization (staff and field) and Siting Contracted Services Operational Constraints Operational Assets Cost Estimates Attachment: Phase I Implementation Plan" Page 1 of 14 PHASE I - IMPLEMENTATION PLAN The District is responsible for providing two primary services — 1) Residential Trash Collection and 2) District Wide Sewer System Ownership, Operations and Maintenance. This Paper addresses the District impacts and requirements to meet these responsibilities in a completely autonomous manner in a separate facility with District only personnel and contracted services. I. CIVISD Organization (staff and field) and Siting a. Staffing — Organization Chart — Exhibit A i. Manager /District Engineer - Contracted ii. Assistant Manager - Employee iii. Board Secretary/Project Manager -. Employee iv. Two Permit Processing Specialists - Employees v, Receptionist/Call Center Administrator - Employee vi. General Counsel — Contracted vii. Treasurer — Option to retain Treasurer in new CMSD - City of Costa Mesa Agreement viii. Mid -Level Accountant — Employee — Full -Time ix. Ordinance Enforcement Officer — 55% Part -Time x. Stenography — Contracted xi. Rotational Intern — Agreement b. New Responsibilities i. Manager /Assistant Manager 1. Personnel Management (Position Descriptions, Steps, Grades, Hire, Relieve, Performance Evaluations, Promotions) a. Position Descriptions for the following CMSD permanent employee positions are completed and available for review (Exhibit B): i. Assistant Manager ii. Board Secretary iii. Permit Processing Specialist iv. Receptionist (Office Specialist II) v. Mid -Level Accountant vi. Maintenance Supervisor vii. Senior Maintenance Technician Page 2 of 14 viii. Senior Maintenance Worker ix. Lead Maintenance Worker x. Maintenance Worker xi. Construction Inspector b. The recommended Salary Schedule was extensively researched and uniquely tailored to meet the needs of the District. Specifics include a seven -step approach from entry-level to senior - experienced level and are based on multiple sources including the City of Costa Mesa guidelines, neighboring jurisdictions and recent surveys for parallel positions wherever possible. (Exhibit C) c. Corresponding Administrative .Regulations are selected and drafted as reflected in 1.C. d. Salary Schedule is completed and available for review with the CMSD job descriptions. e. Recommended California Water Environment Association Certification Level Awards: 1.5% of base salary for each of the four levels of certification an employee earns. 2. Services Agreements /Contracts Management a. Payroll & Benefits, CALPERS, Insurances Payroll functions are scheduled to be managed by the Assistant Manager. Following due diligence, INTUIT was selected as the contractor to provide an integrated financial software package. This package is selected to effectively and efficiently process payrolls while establishing and maintaining user friendly, fully integrated budgeting and accounting software modules. See Il.b. b. Accounting — Receivable and Payable and Reporting Systems. Functions the Accountant will perform. Option: See Il.b. c. MIS (central server & firewall security), LAN, S/W, SCADA — Communications Center Alarm Reporting. See Il.b. d. Fleet Maintenance-(Vactor trucks, Pickups, Hoist truck, staff car) - Dependent on new City of Costa Mesa Agreement: Page 3 of 14 i. Under new City of Costa Mesa Agreement, continue as is currently accomplished. ii. Under other than new City of Costa Mesa Agreement: 1. Near Term (Less than one year): a. Field Crews and vehicles: Contract for vehicles and personnel to perform sewer maintenance and repair functions. Additional options under separate cover for 4 -14- 04 CMSD Special Board mtg. b. Staff vehicle: Mileage reimbursement for privately owned vehicle use OR lease a District vehicle OR purchase a District vehicle with maintenance and insurance package — preferably a low emission vehicle such as a hybrid. 2. Mid Term (one to three years) a. Hire and train certified replacement field crews; lease or acquire vehicles. Additional options under separate cover for 4 -14 -04 CMSD Special Board mtg. b. Mileage reimbursements for privately owned vehicle use OR lease a District vehicle OR purchase a District vehicle with maintenance and insurance package. 3. Long Term: (Greater than three years) a. Hire and train certified replacement field crews; lease or acquire vehicles. Additional options under separate,cover for 4 -14 -04 CMSD Special Board mtg. b. Mileage reimbursements for privately owned vehicle use OR lease a District vehicle OR Page 4 of 14 purchase a District vehicle with maintenance and insurance package. e. Facility Maintenance /Housekeeping i. Under facility ownership: Contract for services f. Graphics, Mailroom, Reproduction i. Acquire black and white copier (and service agreement), ii. Establish mail service with USPS. iii. Establish agreement with local reprographics organization for large projects. 3. Regulatory Compliance (Fed, State, County, Local) a. Continue coordinated compliance with City of Costa Mesa National Pollutant Discharge Elimination System (NPDES) Manager for known sewer discharges into storm drains. b. Continue Sanitary Sewer Overflow (SSO) Reporting (Assistant Manager). c. Establish Federal, State and CALPERS reporting processes and forms for accounting, payroll, and benefits. 4. Training (CWEA, field crews, staff admin): Continue in- house tailgate meetings for CMSD crews and staff as appropriate. 5. Safety Management (Field Crews, Evacuation, Emergencies). Continue in -house — site specific for facility emergencies and evacuations — post emergency evacuation routes. Assistant Manager is assigned as the District Safety Officer and primary point of contact with Special District Risk Management Agency (SDRMA). c. CMSD Administrative Regulations establish a set of guidelines for District policies for all employees to follow and which are not covered in any memoranda of understanding or in the Personnel Rules and Regulations. (Exhibit D). i. 1.0 Purpose ii. 1.5 Contract Administration Policy iii. 1.6 Acquisition of Microcomputers and Personal Computer Policy (includes 6.1) Page 5 of 14 iv. 2.2 Employee Terminations v. 2.3 Sick Leave vi. 2.7 Part-Time Employment vii. 2.8 Promotion Policy and Bonuses viii. 2.9 Leave of Absence for Non - Occupational Disabilities ix. 2.11 On the Job Injury x. 2.12 Employee Performance Evaluations xi. 2.21 Harassment in Employment xii. 2.22 Vacation Accrual and Cash -Out Program xiii. 2.23 Employment Offers xiv. 2.26 Layoff and Reemployment xv. 2.28 Family Care and Medical Leave xvi. 2.14 Employee Assistance Program — Employee Support Systems Company xvii. 3.15 Payroll Direct Deposit Program xviii. 3.16 Employee Payroll Withholding Allowance xix. 3.4 Budget Adjustments xx. 3.5 Capital Improvement Projects xxi. 3.9 Time Cards, Core Hours and Adjustments xxii. 3.10 Expense Advances and /or Overnight Travel xxiii. 3.11 Expense Reimbursements xxiv. 3.12 Petty Cash xxv. 3.13 Procurement Card Program xxvi. 5.5 Vehicle use Policy xxvii. 6.4 District Web Page xxviii. 6.2 Liability Claim procedures d. CMSD Operations Code — In Place e. Personnel Handbook / Personnel Regulations i. (30 page document in draft) f. Field Crews Page 6 of 14 i. District Employees or under new CMSD - City of Costa Mesa Agreement or by contract with private companies. g. Facility Siting i. Buy — The District is purchasing a facility 1. 628 W 19th St, Costa Mesa, Parcel 422 - 142 -22, 15 parking spaces, 1 ADA stall, 1 motorcycle stall; a. 4200 Sq Ft, wood frame and stucco i. First floor: Reception lobby, counter, three offices, kitchen, public conference room, two bathrooms, permits, atlas maps; ii. Second floor: Eight offices, two balconies, one bathroom, b. .Cost: $730,000.00, cash. c. Availability: Goal is to move in before June 30, 2004, Dependent on Tenant Improvement (TI) progress and schedules. d. Robert Thornton Architects, Inc (RTA) is the Architect hired by Agreement on 4 -8 -04 to deliver plans (including material specification callouts) for a fee not to exceed $9,000.00 e. Building Inspection completed 3 -23 -04 (Al Property Inspections - 949 - 361 -2666 - Peter Walker) and report is on file; ($630.00) also provided to RTA f. Termite Inspection completed 3 -24 -04 and report is on file. (Antimite Termite Inspection at Bldg: 628 W 19th St - Craig - Heather 714 - 546 -5570) — Drywood termites and damaged wood found. Free inspection, Fumigation cost: $2,880.00 g. Orkin Termite Fumigation Bid: $3,825.00; 10% reduction with monthly treatment service; h. HVAC Inspection completed 4 -7 -04 (Sunwest Heating AC inspection (John 949 - 650 - 5061)) and report is on file. Inspection cost: $82.00. i. Roofing Inspection completed 4 -8 -04 (Crank Brothers Roofing 949 - 548 -5569 (Eduardo Fonseca, Orma Crank)) j. Building Inspection performed basic Electric and Plumbing inspections; Detailed electric and plumbing should be accomplished with Tenant Improvements (Tis) during June 2004. Page 7 of 14 k. Vertex representative Tom Harold meeting with Asst Mgr and Board Secretary (4- 15 -04) for site visit, initial layout overview, furniture planning. ii. Size: Original 5000 Square Footage based on: 1. District Manager's Office — half time occupancy a. 16x16 = 256sf 2. Assistant Manager (2 desks, work table) full time occupancy a. 16x16 = 256sf 3. Board Secretary (1 desk, work table) a. 16x16 = 256sf 4. Two Permit Processing Specialists (2 desks, 2 work tables) a. 20 x 20 = 400sf 5. Reception ist/CalI Center /Intern (2 desks, 1 work table) a. 12 x 12 = 144sf 6. Storage Rooms /Audio - Visual /Copier a. 20 x 20 = 400sf 7. Director's Chambers /Offices (2 desks, 2 work tables) a. 20 x 20. = 400sf 8. District Board Public Meeting Room a. 32 x 24 = 768sf 9. Two Conference Rooms (one large, one small), Tables, Chairs, video - teleconference a. 20 x 20 = 400sf b. 12 x 12 = 144sf 10. Library /Files /Atlases /Plans /Sharps /Public Outreach videos /brochures /Supplies Storage a.. 20 x 20 = 400sf 11. Lunchroom /Breakroom (Table, Chairs, refrigerator, microwave, sink, coffee pot) a. 16 x 16 = 256sf 12. Dedicated climate controlled Computer Server Room /Uninterruptible Power Supply (UPS). Potential Supervisory Control and Data Acquisition (SCADA) center to replace unit at City of Costa Mesa Communications Center. Page 8 of 14 a. 12x12 =144sf 13. Reception Area (Couch, Chairs, End Tables, Lamps) a. 20 x 20 = 400 14. Code Enforcement/Accounting Work Station a. 8x12 =96 15. Restrooms and Lounge a. Ladies and Lounge: 16 x 16 = 256 i. Resting Lounge to be identified if facility restrooms are community assets with the property manager for rental sites, or built in for owned facility. b. Gents: 12 x 12 = 144 16. Yard Area and Hoist Garage — Contract or Relocate a. Continue current operations with new CMSD - City of Costa Mesa agreement. 17. Total Estimated square footage for above = 5216sf. II. Contracted Services a. Ongoing Services and Contracts i. Residential Trash .Collection - Costa Mesa Disposal (CMD) contract 1. Continue CMD contract. ii. Recycling Services — CR Transfer (CRT) contract 1. Continue CRT contract. iii. Sewer System Maintenance — Crews and emergency contractors 1. Continue current operations with new CMSD -City of Costa Mesa Agreement. 2. Eventual transition to new field crews — five -year transition plan. iv. Customer Service — All aspects — Service 1. Continue in -house service as currently performed, adding receptionist to Staff service. v. SCADA telemetry & Reporting — TRC Contract and City of Costa Mesa Motorola contract Service 1. Continue TRC PSA Agreement. 2. Continue current telemetry service /operations with new CMSD - City of Costa Mesa Agreement. Page 9 of 14 3. Decision to be made: Retain as above or transition to District facility — Recommend continue with new CMSD - City of Costa Mesa Agreement in the near term. vi. Permits Processing - Need Permits Plus SW — Service 1. Per discussions with Rick Kirkbride, CMSD can continue to access Sierra Permits Plus beginning in the July 2004 timeframe over a high speed data line from a remote site. 2. Option: Establish a separate, simplified, reliable CMSD Permit Processing database (import data from Sierra Permits Plus into MS Excel) and permit form generation program (MS Word). Other Districts use: a. b. C. vii. Board Meetings — Packets — Service 1. Board Meetings will be scheduled in the District Board. Public Meeting Room identified in I.d.B. viii. Code (Ordinance) Enforcement Officer (CEO) - Agreement 1. Service continues as is currently performed — Board may consider CEO as half -time District Employee. ix. Newsletters — Service 1. Continue in -house publication. x. Special Projects — Service and Contracts 1. Continue in -house management. xi. Public Information — Public Outreach — Service 1. Continue in -house management and preparation. xii. Budgeting — Service 1. Near Term: Transition to Intuit (Quicken) OR Paychex OR Prime Pay accounting system to correlate with selected Payroll system. Near Term Option: Continue current process with new CMSD - City of Costa Mesa Agreement. b. New Services and Contracts i. Payroll 1. Near Term: Continue current process with new CMSD - City of Costa Mesa Agreement. During April — July 2004, transition to Intuit (Quicken) or Paychex or Prime Pay accounting system to correlate with selected Payroll system. Near Term Option: Continue current process with new CMSD - City of Costa Mesa Agreement. Page 10 of 14 2. Board Decision: Consider Part-time Junior Accountant for Data Entry and Report Generation; Otherwise, overloads Permit Processing Specialist data entry requirement to enable Contractor and Staff to generate reports. ii. Accounting Near Term: Continue current process with new CMSD - City of Costa Mesa Agreement. Mid Term: Transition to Intuit (Quicken) or Paychex or Prime Pay accounting system to correlate with selected Payroll system. A software package such as QuickBooks or Peachtree would meet District needs. 2. Board Decision: Consider Part -time Mid -Level Accountant for Data Entry and Report Generation; This volume of work is too much to add to the responsibilities of a Permit Processing Specialist for data entry requirement, document processing, invoicing, et al. to enable Contractor and Staff to generate reports. 3. Accounting reports must correlate with Budgets and incorporate the following as a minimum for each account: a. Budget b. Monthly Expenditures c. Accrued Expenditures d. Incumbrances e. Remaining- Balances iii. Purchasing. Near Term: Continue current process with new CMSD - City of Costa Mesa Agreement. Mid Term: Transition to Intuit (Quicken) or Paychex or Prime Pay accounting system to correlate with selected Payroll system. 2. Board Decision: Consider Part -time Mid -Level Accountant for Data Entry and Report Generation; This volume of work is, too much to add to the responsibilities of a Permit Processing Specialist for data entry requirement, document processing, invoicing, et.al, to enable Contractor and Staff to generate reports. iv. Management Information Systems (MIS) 1. Facility configuration will require the following: a. Dedicated climate controlled room to host the following equipment: Dedicated air conditioning services for climate control 24x7 Page 0 of 14 ii. Computer Server #1 for Authentication and file storage. iii. Computer Server #2 for e-mail (each user requires a license) iv. Internet Firewall & support v. Router for network traffic vi. Uninterruptible power supply (UPS) vii. Internet connections via T1 line (i.e. Sprint) viii. Virtual Private Network (VPN) connection to City of Costa Mesa network for new operations using City of Costa Mesa systems and software ix. Cable management system with ladder racking x. Data Backup capability (DLT) and provisions rotations of media for off -site storage xi. Non - Dry- Chemical fire extinguishers (Halon 1301, FM -200, CO2) xii. Physical security lock for server room b. Storage for the following- i. Rotational (weekly), mid -term (monthly) and long -term (annual and multi -year) data backup 2. Contract agreement for MIS server maintenance 3. Contract agreement for MIS software maintenance 4. Network computer systems using Cat 5 cable (i.e. from the router to the desktop units) 5. District must have the following software and licenses: a. Server licenses (Server 2003) b. E -mail user licenses c. Security software d. MS Office e. NT Client Access Licenses for each PC on the network v. Fleet Maintenance: See I.b.i.2.d. vi. Facility Maintenance /Housekeeping: See I.b.i.2.e. vii. Facility Landscape contract Page 12 of 14 Ill. Operational Constraints a. Vehicle Lease vs Own i. Near Term: See I.b.i.2.d. 1. Two vactor trucks 2. One Pickup truck 3. One Hoist truck 4. One Staff Car — vs Mileage Reimbursement ii. Mid Term and Long Term: See I.b.i.2.d. 1. Three vactor trucks 2. One Pickup truck 3. One Hoist truck 4. One Staff Car — vs Mileage Reimbursement b. Crews — size and number i. One Supervisor — contracted or employee ii. Two or three two -man crews — contracted or employee IV. Operational Assets, District Owned a. Pump Repair Hoist i. Near Term: Continue current process with new CMSD - City of Costa Mesa Agreement. The following District owned equipment would continue to be stored at the City of Costa Mesa Corporate Yard. 1. GR85 Generator 2. GR190 Generator 3. Barnes Pumps ii. Under Other than new City of Costa Mesa Agreement: 1. Contract, Relocate or sell hoist to the City of Costa Mesa. The following equipment would be relocated to another site TBD. a. GR85 Generator b. GR190 Generator c. Barnes Pumps b. Pumps, manhole covers, tools, i. "Yard" storage area Page 13 of 14 ii. Contract or Relocate — Possible use of Mesa Consolidated Water District Yard; c. Staff Office Computer Systems and SW (4), printers, Office furniture, SCA ®A computer systems (3), fax, printers: See Il.b.iv V. Cost Estimates a. Contracted Options under separate cover for presentation during 4 -14- 04 Special Board Meeting covering: i. Financial Services: 1. District Treasurer 2. Accountant 3. Accounting Software ii. System Operation & Maintenance 1. Required Services 2. Current City of Costa Mesa provided Services a. Field Crews b. Pump station maintenance c. Vehicles (and ownership issue) d. Storage at Corporate Yard e. Emergency response 3. Available contract services a. Cleaning Gravity system b. Cleaning — Hot spots c. Pump station maintenance 4. Telemetry system — continue, but modify iii. Sierra Permits Plus software or equivalent capability b. Management Information Systems Contract c. Fleet Maintenance: See I.b.i.2.d. d. Facility Maintenance /Housekeeping: See I.b.i.2.e. e. Facility Landscape contract f. Staff vehicle: See I.b.i.2. g. Payroll service: See I.b.i.2. Page 14 of 14 CMSD STAFF: 714-754 -5043 628 W 19TH ST CONCEPTS 04114/2004 REQUIREMENTS All Customer Service Accesses on 1st FI= Receptionist, 2 Permit Processing, Board Secretary, Asst Mgr Conference Room - for Public Meetings - ADA Compliant Atlas Access, Tabletop Availability, Customer waiting area; Staff Vehicle - Lease OVERALL Est Cost Carpet - Replace - Est 3500 sq It, padding, Repaint interior Refinish doors False Ceiling Tile replacement - leak from 4?? Reception Area - remodel TV, VCR /DVD /CD Player, Stand Office Layout - Draft - Architect/Space Planner - Bob Thornton 10 Computers stems, 4 printers Replacement/New Furniture (Mgr, AsstMgr, Bd Secy, 2Permits, Recept, Acct) 7 Work Stns, Chairs, Tables (Use existing work stns on 2d floor Part -Time Offices) 14 File Cabinets 1 Copier 4 Reception Chairs, 2 nightstands 2 lounge couches, coffee table Kitchen: Refrigerator, microwave, coffeemaker, Table, 4 Chairs $ 2,000.00 ADA Upgrades - Ramps, sidewaks, rails, doors, bathrooms Housekeeping Service; Pest Control Service; Landscape / Lawncare Service - biweekly MIS Contractor - outlet in each office, 2 for Asst Mgr (1 for SCADA - PC Anywhere) FIRST FLOOR - 3 Rooms, 1 Kitchen, 2 Storage Rooms, 1 Counter, Large Open Area Receptionist - Ph, Computer, Work Stn, 1 chair Board Secretary's Office - Ph, Computer, Work Stn, 3 chairs Asst Manager's Office - Ph, Computer, Work Stn, 3 chairs Permit Processing Office #1 - Ph, Computer, Work Stn, 2 chairs, table, 2 file cabs Permit Processing Office #2 - Ph, Computer, Work Stn, 2 chairs, table, 2 file cabs Board Conference Room - Public Meetings - Table 20 chairs Atlas Maps - EZ- files, Storage - Office supplies Inspections Roof - Bob Whitney - Whitney Roofing 949- 548 -0769 HVAC - John Knrtsingers 909 -393 -3815 Termite - Antimite (Craig deBeauvieres) 3 -24-04 714-046 45570 $ 2,880.00 ORKIN (Rusty) 949 -032 -1008 $ 3,830.00 Al Property Inspections - (Bldg, Roof xtra) Peter Walker 949361 -2666; 800 - 219-0000 $ 630.00 (plugs, research, wiring year), conforming,] 3 -23-04 Roof - Crank Brothers Roofing (Costa Mesa) 4-0-04 (Eduardo Fonseca) - Repair: 90-W-4175 $ 903.00 Roof - Ross B HVAC - Sun West Heating Air Conditioning - Mark Dalessi 949 -050.5061 $ 82.00 Robert Thornton Architects (mlthomt netzero.net) - 3 -23-04 - 4-8 -04 949 -0403876 $ 9,000.00 Mgt Info Sys - TRC - responding with Proposal to meet CMSD requirements 714 -542 -1004 SECOND FLOOR - 8 Rooms, 1 Open area to Balcony Directors Office/Conf Room - Work Stn, Table 8 chairs, ph Managers Office - Work Stn, Table, 6 chairs, phone, computer Senior Accountant - Work Stn, 2 chairs Table, File Cabs, ph, computer, Ord Enforce Officers Office/Field Crew Conf Rm -Table 8 chairs Information Technology Room - Env Control, See separate list Storage Room #1 - Archives, 6 File cabs, Storage Room #2 Treasurer - Work Stn, 2 chairs, 2 computers, Lounge - 2 couches, coffe table, Add Shower Room OTHER Sprinkler System - Not Required 45,000.00 Emergency Lighting Exit Lights Panic bars on exit doors Architect - Interior Planner - Segnage out front - illuminated Grand Opening - Press Release - Dignitaries - Caterer Custodial Service - Weeldy Internet Service - Monthly Dumpster Service - Build enclosure - Weeldy Desktop phone service - Monthly 1 of1 CMSD Stall. 714"7544NO CMSD HQ Schedule 0411412M 02/04/2004 Don Gregg Appt - re: 628 W 19th Property site visit: Asst Mgr & Board Secretary 02/05/2004 Don Gregg Fax - re: 628 W 19th Pro - $756,000 price and District Ltr of Intent 02/18/2004 Asst Mgr signs "Std Offer, Agreement & Escrow Instructions for Purchase of Real Estate: $700K 0211 8/2 004 Asst Mgr: Site visit The Lighthouse in Costa Mesa church Pastor Dale A. Fitch, 949 -548 -7161 02/23/2004 Seller Counter Offer: $760,000.00 02/23/2004 CMSD Special Mt g: $716,000.00 Buyer Counter - Counter Offer 02/24/2004 Asst Mgr signs " Gregg Itr " with $716,000.00 buyer offer 02/24/2004 Asst Mgr signs Unsolicited Offer for 1914 Meyer Place 02/25/2004 Seller signs reply to 2124104 buyer offer: $740,000.00 02/27/2004 Asst Mgr signs Buyer final offer: $730,000.00 - "AS IS "; ADA Survey included with offer; 03/0112004 Seller and Buyer Asst Mgr) sign Agreement "AS IS" for $730,000.00 03/0312004,628 W 19th St Escrow Begins 03/04/2004 $20,000.00 escrow check prepared; given to Don Gregg 3 -8 -04 S cl Mt 03/08/2004 CMSD Special Mt - Negotiating Team Authority $730,000.00 price RECAP of Status; 03/08/2004 Don Gregg Ltr: Buying "As is ", "Seller maintains Bldg until closing, including HVAC, plumbing, electrical" 03/15/2004 Seller gave 30 day Notice to First floor tenant law office: Kirk Macintosh 949 -650 -2827 03/17/2004 CMSD Board & Asst Mgr signed & returned "Supplemental Escrow Instructions" 03/17/2004 CMSD President signed & returned "Vesting Instructions" & "Preliminary Change of Ownership Report" 03/23/2004 Al Property Inspections - 949 -361 -2666 - Peter Walker - Bldg Inspection $630.00 Note basic electrical and plumbing covered in Al Property Inspection 03/23/2004 Robert Thornton Architect, Inc., RTA Walk-through Mt9 at 628 W 19th St - Gave basic District R mts 03/24/2004 Antimite Termite Inspection at Bldg: 628 W 19th St - Craig - Heather 714 - 546 -5570 03/24/2004 Received Al Prop Insp Report - Copies for All made 03/25/2004 Received 1st Am Title Ins Co "Prelim Title R t /Commitment for Title Ins" 03/27/2004 Received Antimite Insp Report - Copy for Rob Harriers $2,880.00 03/29/2004 Received RTA Proposal 03/30/2004 CalPERS Actuarial Valuation Contract executed at C8IPERS 03/30/2004 Received 1st Am Title Ins Co "Underlying Docs & Plotted Easements" 03/30/2004 Don Greeg Itr to Seller broker Brad Rodgers) 1. Ph s Ins by 4 -8 -04; 2. Tenant is month -to- month; 3. Building Plans? 04/01/2004 Drafted RTA PSA 04/05/2004 Rob Hamers Reviewed "Underlying Documents & Plotted Easements" with Asst Mgr 04/05/2004 Revised RTA PSA and send to Rob Hamers, Alan Burns 04/06/2004 Refined options for crews with Rob Hamers 04/07/2004 Sunwest Heating AC inspection John 949-650-5061), report on file; Cost: $82.00 04/07/2004 Requested corrected legal doc from Escrow Officer (Dave Neal 04/07/2004 Confirmed RTA PSA edits with Alan Burns 04/08/2004 Confirmed legal doc from Escrow Officer Dave Neal in "Underlying Docs" was correct 04/08/2004 Orkin Termite Fumigation estimate due to CMSD (Rusty 949 - 632 -1008 04/08/2004 Faxed MIS R mts to TRC for proposal Mark Serres 04/08/2004 Crank Brothers Roofing 949 -548 -5569 Eduardo Fonseca, Orma Crank Re lace missing tiles, Apply edge metal, mastic: $903.00 04108/2004 Verbal Authority to Proceed ATP given to RTA for Architectural services at a not -to- exceed cost to District of $9,000.00 04/08/2004 Met Don Gregg 628 W 19; Water Heater, Get tenant month -to -month doc, early escrow (60 days) 04/08/2004 CMSD Board ratified RTA Agreement, Executed CMSD Signatures; 04/08/2004 CMSD Board signed "Approval Letter for Commitment fot Title Insurance Report" 04/09/2004 Faxed Board signed "Approval Letter for Commitment fot Title Insurance Report" 04/09/2004 Rescheduled ICMA appt with RH, JR for 04/09/2004 Update Implementation Plan - CMSD HQ purchase, IT r mts 04/09/2004 Arrange for RTA to make drawings from Planning Dept microfiche for HQ - to be enterred into AutoCAD 04/12/2004 Mailed Board signed "Approval Letter for Commitment fot Title Insurance Report" 04/12/2004 Pricing meeting with Pa chex rep Tina Roman, 1400 hrs 04/12/2004 Receive Orkin Fumigation offer: $3,830.00 without service agreement, 10% less with service agreement; 04/1212004 Don Gregg: Inspections Not required: Haz Substances, Soil, Survey raw land), Existing leases, Financing; 04/12/2004 Don Gregg: 1914 Meyer owner OK on parking a reement > 5 m ; may sell in a trade at a later date; did not like trade offer; 04/12/2004 Don Gregg: Property Information Sheet? Where is it? Also Don to meet with Kirk Macintosh to find another rental/bldg; 04/13/2004 0900 hrs, Asst Mgr meets with RTA at HQ to measure facility 04/14/2004 Personnel Regulations - Draft 04/14/2004 "Phase I Implementation Plan Update": "CMSD HQ Schedule Update"; "628 W 19th St Concepts Update"; 04/14/2004 CMSD Special Mt - Move to CMSD HQ 04/14/2004 RTA faxed initial AutoCAD floor plans for Special Board Meeting 04/15/2004 Vertex Mtg at CMSD HQ - plannerifurniture 04116/2004 RTA delivers floor plans, by Agreement 04/29/2004 RTA completes plans ready for submittal for permits 05/06/2004 Last day within schedule for RTA to complete plans ready for submittal for permits CMSD Staff: 714- 754.6043 CMSD HQ Schedule 04/14/2004 06/07/2004 Setup Payroll s stem through contractor if not done in -house 06/07/2004 Arrange for phone service in HQ - Have service agreement ready for 6 -10 -04 Board Mt 06107/2004 Arrange for security service in HQ - Have service agreement ready for 6 -10 -04 Board Mt 06/07/2004 Arrange for landscaping contractor service at HQ - Have service agreement ready for 6 -10 -04 Board Mt 06/07/2004 Arrange for housekeeping service at HQ - Have service agreement ready for 6 -10 -04 Board Mtg 06/07/2004 Arrange for moving company services for 6 -28 -30 -2004 move to HQ - Have service agreement ready for 6 -10 -04 Board Mt 06/08/2004 Finalize furniture order - Have purchase agreement ready for 6 -10 -04 Board Mt 06/15/2004 Schedule IT wiring in HQ _ 06116/2004 Obtain all District licensed software, CDs, licenses, 06/28/2004 District staff paid as City employees submit letter of resignation to City of Costa Mesa Personnel 06/28- 30/2004 Move into District HQ 07/01/2004 Internet service starts at new HQ - new e-mail addresses; 07/06/2004 Order new business cards with new phone numbers, HQ address, e-mail address 07/07/2004 Plan to Lease low- emissions Vehicle (hybrid?) 08102/2004 Begin Vehicle lease 08/05/2004 Press Release: Grand Opening, Schedule for Thursday 6 m, 8- 19 -04, Invite dignitaries, Special Districts, City Officials, 08/19/2004 6 m CMSD HQ Grand Opening `l. • ,� f` 'I` 491 •• Wow- Df -D X G r%j CS) (Ii kD ON kD lD F;,,•-n" 1. FIRST FLOOR PLAN EXISTING SCALE. 1/8 " =1' -0 � �• M 1 N r N 0 © 1 �O A iD L A r t!7 n n O 14' -0* 11' -6° I1' -fi- 14. -n" 2. SECOND FLOOR PLAN °w EXISTING SCALE: 1/8"=l'-O"