Agenda Packets - Board - 2008-05-22•
I.
II.
III
Costa Mesa Sa_nita-r Disvrict
an Independent Special District
Arlene Schafer
Vice President
Jim Ferryman
Director
Art Perry
President
Bob Ooten
Secretary
Gary Monahan
Director
Public Comments. Any member of the public may address the Board. Speakers on agenda items should identify
themselves to the Clerk before the meeting so that their input can be provided at the time the item is considered.
Speakers on non- agenda items will be heard under Public Comments. Pursuant to State law, the Board may not
discuss or take action on non - agenda' items except under special circumstances. Speakers must limit their
remarks to three minutes or as decided upon by the Presiding Officer. The Presiding Officer reserves the right to
declare any speaker out of order.
Obtaining Agenda Materials: The public is entitled to copies of all documents that are made part of the agenda
packet. If any document or other writing pertaining to an agenda item is distributed to all or a majority of the Board
after the packet is prepared, a copy of that writing may be obtained at the District offices at 628 W. 19'h Street,
Costa Mesa, California. The Clerk of the District may be contacted at (949) 645 -8400, ext. 223.
In Compliance with ADA: Contact Joan Revak, (949)645 -8400, 48 hours prior to meeting if assistance is needed
(28 CFR 35.102.35.104 ADA Title II).
Regular Meeting — Thursday, May 22, 2008
CALL TO ORDER — 5:30 p.m. — 628 W. 19th Street, Costa Mesa
PLEDGE OF ALLEGIANCE — Director Schafer
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.)
RECOMMENDED
ACTION
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. Recycling Committee Meeting — April 21, 2008
2. Regular Board of Directors Meeting — April 21, 2008
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Ivy ' providing solid waste and sewer collection services.
s.
Costa Mesa SanitarN District
AGENDA
May 22, 2008
Page 2
® RECOMMENDED
ACTION
3. Sewer System Committee Meeting — May 14, 2008
4. Special Meeting — May 1, 2008
Manager's Reports
5. Refunds No Refunds
6. Occupancy Report and payment to Costa Mesa Disposal — May 2008 Approve
7. Monthly SSO Report to State Water Resources Control Board Receive & File
8. Minutes of Human Resources Meeting held May 14, 2008 Receive & File
Engineer's Reports
9. Project Status Report Receive & File
Treasurer's Reports
10. Financial Reports as of April 30, 2008 Approve
11. Treasurer's Reports as of April 30, 2008 Approve
12. Warrant Register for the month of April 2008 in the amount of Ratify Payments
$663,490.14
13. Directors' Compensation and Reimbursement of Expenses for the Approve Compensation
Month of April 2008 & Ratify Expenses
-------------------------------------- - - - - -- -END OF CONSENT CALENDAR-------------------------------------- - - - - --
VI. WRITTEN COMMUNICATIONS
VII. PUBLIC COMMENTS
VIII. MANAGER'S REPORTS
A. CMSD History of Special Meetings, Ad Hoc Committees and
Standing Committees
B. Presentation on Options for Charpginq Emolovees' CalPERS
Retirement Forp%ila
Possible Need Tor Cldsed Sessi56 Nursuarifto Gov.-Code 54957.6
to Instruct Negotiator on District's Position regarding same
Negotiator: Rob Hamers
Employees: All Unrepresented Employees
• C. District Yard — 174 W. Wilson Street — CMSD #187
1. Update on Design Phase
Verbal Report by
Manager /District Engineer
Consider Options
Accept Report
2. Temporary Lease with Contractor for Mesa Consolidated Water District Approve Agreement
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Costa Mesa Sanitar,9 District. May 22, 2008
.AGENDA Page 3
RECOMMENDED
ACTION
D. CMSD Strategic Plan
1. Year 2007/2008 Additional Strategic Planning Action Items Accept Report
a. Special District Leadership Foundation (SDLF) Accept Report
E. Sewer System Committee
1. Report on meeting held May 14, 2008 Accept Report
2. CMSD FTP !z; +- -s Potential Hnqt fnr R?nional Education Materials Consider
3. Potential Transfer of OCSD Sewers to CMSD Update
4. Project #186 Sewer Lateral Assistance Program Update
5. Presentation of CMSD Sewer Lateral Assistance Program at CWEA Approve Submittal of
Annual Conference in Palm Springs - April 28 -May 1, 2009 by Abstract to CW EA &
Assistant Manager Presentation by
Assistant Manager
F. Recycling Reports
1. Waste Diversion Report - April 2008 Receive & File
G. Contract Payment to CR Transfer for Recycling Services and Disposal
1. Payment for April 2008 Services Ratify
H. Ordinance Enforcement Officer's Report Accept Report
I. SDRMA
1. Equipment Lost in Fire Accept Report
2. Theft of Power Cables Accept Report
J. Spring 2008 Newsletter (Trash) Update
K. City /Districts Liaison Committee Meeting - Friday, May 16, 2008 Accept Report
L. Subcommittee to Liaison Committee on City Tree Roots Verbal Report
M. Recycling Committee- Monday, May 19,2008,12:00 p.m.,
CMSD Board Room, 628 W. 19th Street, Costa Mesa
(Directors Ooten and Schafer)
1. Recycling Committee Goals for 2007/2008 Receive & File
2. Partnership with Costa Mesa High School Life Science Academy; Accept Report
• Assist in Expanding Recycling Programs
Protecting our community's health by providing solid waste and sewer collection services.
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Costa Mesa Sa vl.itarN District
AGENDA
•
3. IWMD Sub - Regional Meetings and Grant Program
a. Composting Demonstration at Macy's South Coast Plaza
Home Store held April 26, 2008
b. Composting Seminar Event Hosted by the City of Costa Mesa
and CMSD
c. Status of Collection of Batteries and CFLs at Orange Coast
College Recycling Center
4. "Zero Waste"
5. Large Item Collection — June 16 — August 22, 2008
` 6. Qonversion Technologies
7. Heport on Other CMSD Recycling Programs
IX. ENGINEER'S REPORTS
A. Waste Discharge Requirements (WDR)
B. Conversion of "Fixture Fees" to "Capacity Charges"
TREASURER'S REPORTS
A. Resolution No. 2008 -752 Adopting Budget for Fiscal Year 2008 -2009
B. Investment Oversight Committee Meeting
Thursday, May 22, 2008 (Directors Ooten and Ferryman)
C. CR &R - Resolution of Contractual Interpretations
1. Fiscal Year 2007 -2008
D. County of Orange Waste & Recycling 2007 Annual Report
XI. ATTORNEY'S REPORT'S
A. District/CCM /OCC Recycling Center Agreement
B. Letter to CR &R Regarding Additional Container Money'
and Response from CR &R
C. Reimbursement of Costs for Distribution of Age _
Members of the Public
D. Ordinance No. 68 Settina Forth Conflict Avoidance Procedures for the
® District's Engineer - N -SuD)i
May 22, 2008
Page 4
RECOMMENDED
ACTION
Consider
Accept Report
Accept Report
Accept Report
Accept Report
Accept Report
Discussion
Accept Report
Update
Verbal Update
Adopt Resolution
Accept Report
Accept Report
Accept Report
Approve
Accept Report
Consider Options
Adopt Ordinance
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Costa Mesa Samta'q District May 22, 2008
• AGENDA Page 5
RECOMMENDED
ACTION
E Resolution No. 2008 -750 Ordering that Publication of Ordinance No. 66 Adopt Resolution
Adopting a Preference and Exception for Environmentally Friendly
PrAducts in Purchasing has Occurred
F Resolution No. 2008 -751 Ordering that Publication of Ordinance No. 67 Adopt Resolution
Authorizing Access to State Summary Crirginal History Information for
Employment Purposes has Occurred
XII. LOCAL MEETINGS (Includes Reports by all Directors Representing CMSD)
A. Orange County Sanitation District (OCSD) Accept Report
B. Santa Ana River Flood Protection Agency (SARFPA) Accept Report
�. Independent Special Districts of Orange County ( ISDOC) Accept Report
(Director. Schafer)
1. Quarterly Meeting at MWDOC /OCWD Joint Board Room Consider Attendance
on Thursday, May 29, 2008 — 11:30 a.m. — 1:00 p.m.
Election of ISDOC Representative to LAFCO
Local Agency Formation Commission ( LAFCO) Accept Report
-. California Special Districts Association (CSDA) Accept Report
(Director Schafer)
1. CSDA 2008 Special Districts Legislative Day — May 12, 2008 Accept Report
Sacramento
2. CSDA Board of Directors — Call for Nominations
Consider Nomination
- 11�. California Association of Sanitation Agencies (CASA)
Accept Report
1. CASA Spring Conference at Squaw Creek (April 23 -26)
Accept Report
(Attended by Directors Schafer, Ooten and Ferryman)
2. Private Lateral Task Force
Report by Director Ooten
4;. Other Meetings Qualifying for Reimbursement under CMSD
Report on Matters
Ordinance No. 55, Operations Code Section 3.01.030
Pertaining to CMSD
XIII. OLD BUSINESS
XIV. NEW BUSINESS
A. Election — November 4, 2008
Accept Report
B. Request by Director Ooten to Reschedule the Monday, July 21, 2008 Consider
Recycling Committee meeting to Monday, July 14, 2008
C. Request by Director Ooten to Reschedule the Thursday, July 24, 2008 Consider
Regular Board Meeting to Thursday, July 17, 2008
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Costa Mesa. Sanitary District
AGENDA
•
XV. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
XVI. ADJOURNMENT
•
May 22, 2008
Page 6
RECOMMENDED
ACTION
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5 -22 -08
INVOCATION
Heavenly Father,
We gather together this evening to give the best of ourselves in reaching the best decisions for our
community and the District. We solicit Your warmth, kindness and generosity to shine on those protecting
our nation and the principles guiding our group's intentions this evening.
We also take this moment in the aftermath of the Myanmar typhoon and China earthquake disasters to ask
for Your assistance to those in need. We pray for Your kindness for the victims and recovering survivors
while simultaneously expressing our deep gratitude for the continued safety You have provided our
community.
We ask this with our deepest reverence, Amen.
COSTA MESA SANITARY DISTRICT
MINUTES OF RECYCLING COMMITTEE MEETING
April 21 2008
The Costa Mesa Sanitary District Recycling Committee met at 12:00 p.m. at 628 W. 19th
Street, Costa Mesa.
Directors Present: Bob Ooten Art Perry
Staff Present: Rob Harriers, Tom Fauth, Joan Revak, Sherry Kallab,
Denise Gilbert, Janel Jackson
Director Ooten called the meeting to order at 12:00 p.m.
• I. Recycling Committee Goals
The Committee reviewed the Recycling Committee goals.
•
11. Partnership with Costa Mesa High School Life Science Academy; Assist in
Expanding Recycling Programs
Ms. Jackson reported CR &R will provide Costa Mesa High School Life Science Academy
with trash containers to collect trash on Thursday, April 22, 2008 and take it to a location
to characterize the contents. Mr. Harriers commented the basis for reducing trash is to
understand the type and amount of each waste.
III. IWMD Sub- Regional Meetings and Grant Program
Mr. Fauth provided a letter from the OC Waste & Recycling advising the District it will
receive $20,000 within the next two weeks based on the OC Board of Supervisors'
approval of the Grant. The District is required to submit quarterly and annual updates
throughout the duration of the program. The District and City plan to form a partnership'
with the Orange Coast College Recycling Center. Mr. Fauth requested Curbside to
submit a proposal to the District on collecting CFLs and batteries at the OCC Recycling
Center.
Protecting our community's health by providing solid waste and sewer col<ection services.
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IV. Unsolicited Documents
Costa Mesa Sanitary District
Minutes of Recycling Committee Meeting
April 21, 2008
Page 2
Staff provided documentation on how various cities in California deal with distribution of
unsolicited documents to residents. The District will place this item on the Agenda for the
next City /Districts Liaison Committee on May 16, 2008.
V. Zero Waste
The concept of Zero Waste was brought up and Staff discussed the potential for adopting
a "zero waste" policy. The Committee will recommend the Board consider the concept at
the 2009 strategic planning meetings.
VI. Request from Macy's South Coast Plaza Home Store to Participate in
Composting Demonstration on April 26, 2008
The District accepted the invitation from Macy's South Coast Plaza to present a
composting demonstration at their Home Store on Saturday, April 26, 2008 at 1:00 p.m.
CMSD Staff made arrangements with Mr. Patrick McNelly of the Orange County
Sanitation District to present a composting demonstration and he will have an "Earth
Machine ". The District will provide a composting bin and will take orders from attendees
wanting to purchase a bin at a nominal charge of $20.00. Cost of the bins is $89.50 per
bin plus shipping and handling. The City of Costa Mesa is agreeable to using Grant
money on this project. Mr. Fauth presented a flyer demonstrating how a composting bin
works. Flyers and literature will be available at the event.
VII. Payment of $100 to Brownie /Junior Girl Scout Troop #226 for Recycling
Efforts
The District received a thank you letter from Brownie /Junior Girl Scout Troop #226 for
teaching the group about recycling plastics. The troop collected several pounds of plastic
bottles and aluminum cans and took them to the OCC Recycling Center. The District
offered $100 to the group for their recycling efforts with proof from the Recycling Center
of their participation.
VII. Payment of $100 to Campfire USA for Recycling Efforts
The District also received proof of participation by Campfire USA in recycling plastic
bottles and aluminum cans. The Recycling Committee will recommend the Board of
Directors approve payment to Campfire USA and the Brownie /Junior Girl Scout Troop
#226 for their efforts.
Protecting our community's Health by providing solid waste and sewer collection services.
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Costa Mesa Sanitary District
Minutes of Recycling Committee Meeting
April 21, 2008
Page 3
IX. Report on Other CMSD Recycling Programs
It was reported that Goodwill is now collecting electronics, however, they do not collect
CFLs or batteries.
Mr. Fauth provided a HHW cost breakdown as of March 1, 2008 showing invoicing from
Curbside and explained how the program is set up. The District receives a discount
through a City of Costa Mesa Used Oil Grant, which pays for collection of oil and oil filters
and HHW. However, on June 30, 2008 the program will come to a halt as the City of
Costa Mesa will eliminate curbside pickup of HHW for City residents. CMSD rates will
change because the District will no longer have reduced costs. Mr. Fauth is currently in
negotiations with Bill Anderson of Curbside.
X. Public Comments
No members of the public were in attendance.
Director Ooten adjourned the meeting at 1:10 p.m.
Secretary
President
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING_
APRIL 21, 2008
CALL TO ORDER The Board of Directors of the Costa Mesa
Sanitary District met in regular session on
April 21, 2008, at 5:30 p.m. at 628 W. 19th
Street, Costa Mesa.
PLEDGE OF ALLEGIANCE
INVOCATION
ROLL CALL DIRECTORS PRESENT:
DIRECTORS ABSENT:
President Perry called the meeting to
order at 5:30 p.m.
Director Ferryman led the Pledge of
Allegiance.
Mr. Fauth gave the invocation.
Art Perry, Bob Ooten, Arlene Schafer,
Gary Monahan, James Ferryman
None
STAFF PRESENT: Robin B. Hamers, Manager /District
Engineer; Alan Burns, Legal Counsel;
Tom Fauth, Assistant Manager; Joan
Revak, Board Secretary/Program
Manager /Clerk of the District; Marc Davis,
Treasurer; Sherry Kallab, Management
Analyst; Denise Gilbert, Public Outreach
Coordinator; Debbie Bjornson, Permit
Processing Specialist; Janel Jackson,
Office Specialist II; Ron Shef, Ordinance
Enforcement Officer
OTHERS PRESENT: Mr. Dan Worthington, 2963 Mindanao
Drive, Costa Mesa
Ms. Joyce Crosthwaite,
LAFCO Executive Officer
12 Civic Center Plaza, Santa Ana
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
APRIL 21, 2008
PAGE 2
CONSENT CALENDAR ................................
Director Schafer requested the following revisions to the Regular Board Meeting
Minutes of March 27, 2008:
1. Eliminate "the Mayor of Irvine will provide entertainment at the annual
conference" on page 18.
2. Eliminate "Director Schafer did not attend the meeting" on page 18.
3. Page 19, under Chamber of Commerce Meeting, revise to state Director Schafer
attended the Chamber of Commerce meeting on March 5, 2008 and not Director
Ooten.
Director Schafer motioned to approve the Consent Calendar with stated revisions.
Director Ooten seconded. Motion carried 5 -0.
REPORTS
MINUTE APPROVAL
Minutes of the Sewer
System Committee
Meeting —
April 9, 2008
Minutes of the Recycling
Committee Meeting —
March 24, 2008
Minutes of Regular
Meeting — March 27,
2008
MANAGER'S REPORTS
REFUNDS
The Minutes of the Sewer System Committee
Meeting of April 9, 2008, were approved as
distributed.
The Minutes of the Recycling Committee Meeting
of March 24, 2008, were approved as distributed.
The Minutes of the Regular Meeting of March 27,
2008 were approved as with stated revisions.
There were no refunds for the month of March
2008.
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COSTA MESA SANITARY DISTRICT
`sneiiaQ`:.; MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
a
APRIL 21, 2008
aoRPOa %` PAGE 3
Occupancy Report and The Trash Occupancy Count documented an
Payment of $196,401.64 increase of 18 units for the occupancy report for
to Costa Mesa Disposal — solid waste collection as . of April 1, 2008.
April 2008 Therefore, the total for April is 21,452.
Monthly Spill Report to
State Water Resources
Control Board
Minutes of Human
Resources Meeting held
March 19, 2008
Minutes of Human
Resources Meeting held
April 10, 2008
Minutes of Human
Resources Meeting held
April 14, 2008
ENGINEER'S REPORTS
Project Status Report
TREASURER'S REPORTS
Financial Report as of
March 31, 2008
•
Board directed Staff to prepare a warrant for
$196,401.64 for April 2008 collection based on
occupancy report. Said payment in the amount of
$196,401.64 to Costa Mesa Disposal to be ratified
on the May 2008 warrant register.
The Monthly Spill Report to the State Water
Resources Control Board (SWRCB) for March
2008 was accepted as submitted.
The minutes of the Human Resources meeting
held March 19, 2008 were accepted as submitted.
The minutes of the Human Resources meeting
held April 10, 2008 were accepted as submitted.
The minutes of the Human Resources meeting
held April 14, 2008 were accepted as submitted.
The Project Status Report dated April 2008 was
accepted as submitted.
The Financial Report as of March 31, 2008 was
accepted as submitted.
COSTA MESA SANITARY DISTRICT
Hwy' gyp' MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
y
APRIL 21, 2008
c PAGE 4
Treasurer's Report as of
March 31, 2008
Warrant 2008 -10 for
March 2008 in the amount
of $905,643.83
The Treasurer's Report as of March 31, 2008
was accepted as submitted.
Warrant Resolution #CMSD 2008 -10 was
approved, authorizing the President and Secretary
to sign the warrant ratifying the payment of certain
claims and demands, and specifying the funds out
of which the same were paid in the amount of
$905,643.83.
Directors Expenses for the Director Compensation and Expense
Month of March 2008 Reimbursements for the Month of March 2008
were approved and ratified as follows:
Director Ferryman: $1326.00
President Perry: $663.00
Vice President Schafer: $1326.00 + $10.10
Director Ooten: $1326.00 + $13.33
Director Monahan: $442.00
.......................... END OF CONSENT CALENDAR .........................
WRITTEN COMMUNICATION
Ms. Revak reported no written communications were received.
PUBLIC COMMENTS
MANAGER'S REPORTS
UPDATE ON ANNEXATION APPLICATIONS IN NEWPORT BEACH AND COSTA
MESA
Ms. Joyce Crosthwaite of LAFCO presented an update on the status of annexing
the unincorporated islands in and around Costa Mesa. Property owners of the
Santa Ana Country Club, and in nearby areas of Costa Mesa, and LAFCO are at
a stalemate at this point. 0
COSTA MESA SANITARY DISTRICT
Axrgw' s MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
APRIL 21, 2008
PAGE 5
DISTRICT YARD —174 W. WILSON STREET — CMSD #187
Mr. Hamers reported the design .phase is presently planned to have the building
accredited at the "Gold" level and the building will be state of the art in the area of
energy savings such as the use of light and air as well as solar, and through the
use of recycled materials.
Director Schafer arranged for a consultant from Southern California Edison to visit
the District and the representative was very impressed with the energy issues
already resolved due to the implemented integrated design. SCE has an
incentive program the design team is considering.
CMSD STRATEGIC PLAN
YEAR 2007/2008 ADDITIONAL STRATEGIC PLANNING ACTION ITEMS
SPECIAL DISTRICT LEADERSHIP FOUNDATION (SDLF)
Ms. Revak reported a Governance class will be held in conjunction with the
CSDA Conference in Irvine in September. Ms. Revak will provide details to
Director Monahan.
SEWER SYSTEM COMMITTEE
REPORT ON MEETING HELD APRIL 9, 2008
Director Monahan presented the discussion from the April 9, 2008
meeting.
CMSD FTP SITE AS POTENTIAL HOST FOR REGIONAL EDUCATION MATERIALS
Mr. Hamers reported Director Ferryman suggested OCSD be considered
to host the Regional Education Materials. Mr. Hamers stated he is
investigating the cost and there are some software programs available and
he is assembling for the Board's information.
POTENTIAL TRANSFER OF OCSD SEWERS TO CMSD
Director Monahan stated he had no new information on the sewer transfer
and Mr. Burns stated he did not have an update. Director Ferryman stated
the transfer of sewers will go through and it requires time for the process.
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
APRIL 21, 2008
PAGE 6
CMSD SEWER CREW WORK SCHEDULE
Mr. Hamers reported the field crew is working very well and handling hot
spots among other responsibilities. The crew is set up to go through
CWEA training and it will be beneficial in the long -term by reducing
contractor costs as well as providing better service. Director Ooten
inquired of the work hours of the crew and Mr. Hamers stated the crew
works a 9/80 schedule.
RECYCLING REPORTS
WASTE DIVERSION REPORT - MARCH 2008
Ms. Revak presented the Waste Diversion Report for March 2008 showing a
50.41% diversion rate.
Director Monahan motioned the Waste Diversion Report be received and filed.
Director Schafer seconded. Motion carried 5 -0.
CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND
DISPOSAL
PAYMENT FOR MARCH 2008 SERVICES
Ms. Revak presented the invoices for March 2008 recycling services and
disposal.
Director Ferryman motioned to ratify contract payment to CR Transfer for
recycling services and disposal for the month of March 2008 in the amount of
$175,906.73. Director Schafer seconded.
Motion carried as follows:
Ayes: Perry, Schafer, Ooten, Ferryman, Monahan
Noes: None
Director Schafer motioned to ratify contract payment to CR Transfer for recycling
services and disposal for Santa Ana Heights for the month of March 2008 in the
amount of $6,810.01. Director Ooten seconded.
Motion carried as follows:
Ayes: Perry, Schafer, Ooten, Ferryman, Monahan
Noes: None
,
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
APRIL 21, 2008
PAGE 7
ORDINANCE ENFORCEMENT OFFICER'S REPORT
Mr. Shef provided a report for the period of March 2008. Mr. Shef reported he
informed residents all recyclables should go inside the containers, with nothing left
on the outside, to discourage scavenging; and if residents wanted to leave items fore
pickup to do so on their property near the garage.
Mr. Shef reported he is following various trucks in various routes on a Monday
through Friday schedule. Although Mr. Shef does not have all the data, he reported
most of the drivers are complying with the District's requirements.
Mr. Hamers explained the new route - monitoring program includes keeping track of
complaints of certain drivers in the event complaints regarding the same driver. recur
there will be a record of that driver's work habits.
SUBCOMMITTEE TO LIAISON COMMITTEE ON CITY TREE ROOTS
Mr. Hamers suggested sending another email to City of Costa Mesa, City Manager,
Allan Roeder, due to the lack of response from the City. Director Monahan
suggested it be signed by a Board member and to send a copy to the Mayor.
Director Monahan reported Commissioner Harris contacted him regarding a tree
removal request at the Parks Commission.
Mr. Hamers reported he sits on a regional committee and is aware of city policies
throughout central and northern Orange County and reported that every city takes
responsibility for city tree roots.
Mr. Hamers inquired if the Board chooses to pursue the issue and President Perry
affirmed. Director Ferryman suggested, and it was agreed, to place the item on the
City /Districts Liaison Committee meeting in May.
Director Monahan suggested, for a more expeditious response, sending a letter to
the Mayor and copy City Manager Allan Roeder. Mr. Hamers will draft the letter.
SDRMA
EQUIPMENT LOST IN FIRE
Mr. Fauth reported a case file was established and submitted for the equipment
lost in the fire. The replacement value is $255,000.
COSTA MESA SANITARY DISTRICT,
s�3 �7Fk` MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
a
APRIL 21, 2008
dpi
¢ PAGE 8
THEFT OF POWER CABLES
Mr. Fauth reported a case file was established and submitted for the theft of the
power cables at the Orange County Fairgrounds, which amounted to
approximately $6,000.
SPRING 2008 NEWSLETTER (TRASH)
Mr. Hamers reported production of the spring newsletter is on schedule and will
go to press shortly. Ms. Jackson, with oversight from Mr. Hamers and Ms. Revak,
drafted the articles and designed the newsletter with an updated appearance.
With Ms. Jackson's graphics capabilities and the ability to design in- house, the
District will realize a cost savings.
INCREASE IN DISTRICT'S MONTHLY CONTRIBUTION TO EMPLOYEES' FLEXIBLE
BENEFIT ACCOUNTS RETROACTIVE TO .JANUARY 1, 2008
Ms. Revak reported the City of Costa Mesa in negotiations with the Employee's
Association increased their contribution to the flexible benefit account. It was
increased effective January 1, 2008 in the amount of $125 per employee. District
Staff requests an increase in their-flexible benefit account to maintain the same or
equal benefits of the City. Director Ferryman questioned if medical coverage
costs have increased commensurate with the City's. Mr. Davis stated there is
some debate as to whether $799 fully covers employee's medical benefits. Mr.
Hamers stated Staff researched the subject and believes the increase is
appropriate and Staff verified there are sufficient funds budgeted to cover the
increase.
Ms. Revak reported Staff will also revisit the issue in September 2008, similar to
the City of Costa Mesa, when notification of increased rates is provided from
insurance carriers.
Director Ooten motioned to approve the increase. Director Monahan seconded.
Motion carried as follows:
Ayes: Perry, Schafer, Ooten, Ferryman, Monahan
Noes: None
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
APRIL 21, 2008
"A PAGE 9
PRESENTATION ON OPTIONS FOR CHANGING EMPLOYEES' CALPERS
RETIREMENT FORMULA
Mr. Hamers presented options for changing CMSD employees' retirement formula
to increase the benefits as he believes District employees deserve the equivalent
of the state -wide majority of newly revised retirement plans. Mr. Hamers stated
when this was considered at Staff level, Mr. Fauth adopted a very conservative
approach to any increases, and even .though Mr. Fauth is subject to the program,
he is half of personnel management of the District and the Board may want to
consider his presence in the closed session.
Mr. Burns requested moving the agenda item to the end of the meeting. Mr.
Hamers will be the employees' representative and Mr. Burns stated Mr. Fauth
should not be present in the closed session in compliance with the Brown Act.
RECYCLING COMMITTEE — MONDAY, APRIL 21, 2008 —12:00 P.M., CMSD
BOARDROOM, 628 W. 19T" STREET, COSTA MESA (DIRECTOR OOTEN)
RECYCLING COMMITTEE GOALS FOR 2007/2008
Director Ooten reported the Recycling Committee met on April 21, 2008, and
there are no changes in the Recycling Committee goals.
PARTNERSHIP WITH COSTA MESA HIGH SCHOOL LIFE SCIENCE ACADEMY; ASSIST IN
EXPANDING RECYCLING PROGRAMS
Mr. Burns researched partnering with Orange Coast College with the grant funds
and confirmed it would not present a problem. Mr. Burns reported it would be the
same as using a contractor.
UNSOLICITED DOCUMENTS
Director Ooten recommended an approach for residents to not receive
unsolicited documents is to post a "No Soliciting" sign at their property, which
may deter people from leaving soliciting documents. Director Ooten reported the
item is appropriate for the upcoming Liaison Committee meeting and Ms. Revak
noted the item has been included on the May 16, 2008 City /Districts Liaison
Committee meeting.
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
APRIL 21, 2008
PAGE 10
"ZERO WASTE"
Director Ooten reported Mr. Hamers met with CR &R regarding conversion
technologies available that, for an additional cost, could provide substantial
additional reduction in materials going to the landfills.
Director Ooten requested Staff bring a recommendation back to determine if
there are any intermediate steps Staff could recommend, with a cost attached, to
improve the CMSD recycling rate.
REQUEST FROM MACY'S SOUTH COAST PLAZA HOME STORE TO PARTICIPATE IN
COMPOSTING DEMONSTRATION ON APRIL 26, 2008
At the request of Macy's South Coast Plaza Home Store, District Staff will
provide a composting demonstration on Saturday, April 26, 2008 at 1:00 p.m.
Mr. Patrick McNelly of the Orange County Sanitation District will present a
composting demonstration and will have an Earth Machine. Composting bins are
being provided and Staff will take orders to purchase composting containers to
interested residents. There will be a $20.00 charge to residents desiring a bin to
ensure they are serious about recycling /composting and not just wanting a
"freebee ". Mr. McNelly will be paid $100 /hour with funds from the Grant. Staff
will also make available CDs and other District publications.
PAYMENT OF $100 TO BROWNIE/JUNIOR GIRL SCOUT TROOP #226 FOR RECYCLING
EFFORTS
The District received a thank you letter from Brownie /Junior Girl Scout Troop
#226 for teaching the group about recycling plastics. The troop collected several
pounds of plastic bottles and aluminum cans and took them to the OCC Recycling
Center. The District offered $100 to the group for their recycling efforts with proof
from the Recycling Center of their participation.
Director Schafer motioned to approve the $100 payment. Director Monahan
seconded. Motion carried as follows:
Ayes: Perry, Schafer, Ooten, Ferryman, Monahan
Noes: None
PAYMENT OF $100 TO CAMPFIRE USA FOR RECYCLING EFFORTS
Director Ooten reported the District also received proof of participation by
Campfire USA in recycling plastic bottles and aluminum cans. The Recycling
Committee recommends the Board of Directors approve payment to Campfire
USA and the Brownie /Junior Girl Scout Troop #226 for their efforts.
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`POgan�',f, PAGE 11
Director Schafer motioned to approve the $100 payment. Director Monahan
seconded. Motion carried as follows:
Ayes: Perry, Schafer, Ooten, Ferryman, Monahan
Noes: None
REPORT ON OTHER CMSD RECYCLING PROGRAMS
Director Ooten reported Goodwill is now accepting electronic waste
Mr. Fauth reported a conversation with Mike Carey of the OCC Recycling Center
informing him of their celebration of Earth Day that took place. Approximately 180
visitors came through and Mr. Carey distributed flyers provided by the District.
ENGINEER'S REPORTS
WASTE DISCHARGE REQUIREMENTS (WDR)
Mr. Hamers reported an upcoming seminar on May 15, 2008 on CIP installation
and setting up a bypass. Mr. Hamers is in charge of the Education Committee
and makes arrangements to locate speakers and give presentations. Mr.
Hamers encouraged Staff members to attend.
CONVERSION OF "FIXTURE FEES" TO CAPACITY CHARGES"
Mr. Hamers will meet with Mr. Burns, Mr. Davis and Mr. Fauth to continue work
on the nomenclature of the fees, their usage and reporting requirements and will
eventually present a resolution to change the fee structure.
TREASURER'S REPORTS
DISTRIBUTION OF PRELIMINARY BUDGET FOR FISCAL YEAR 2008 -2009
Mr. Davis distributed the Preliminary Budget for Fiscal Year 2008 -2009 to be
discussed at the May 1, 2008 Special Meeting being held at the CMSD at 5:30
p.m.
BUDGET ADJUSTMENT FOR PROJECT #186 — SEWER LATERAL PROGRAM
Mr. Davis requested an additional appropriation of $50,000 from the Operating
Reserve to continue the Sewer Lateral Program.
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
APRIL 21, 2008
PAGE 12
rea,•^ -
Mr. Davis reported the Operating Reserve is at 11 % and Mr. Burns stated the
CMSD policy states the reserve should be at least 25 %.
Directors Monahan and Ferryman recommended the issue be added to the May
1, 2008 Special Meeting Agenda.
Director Monahan motioned to appropriate $50,000 out of the operating reserve
to continue the sewer lateral assistance program. Director Ooten seconded.
Motion carried as follows:
Ayes: Perry, Schafer, Ooten, Ferryman, Monahan
Noes: None
Director Monahan recommended a press release be distributed on how the budget
was increased due to the popularity of the program. Mr. Hamers concurred and Ms.
Revak will draft and issue the press release.
Director Ferryman inquired if the District has actively pursued any kind of grant
money for the lateral program and Mr. Hamers stated he believes there is no grant
money but will look into the matter. 40
SDRMA 2008 -2009 WORKERS' COMPENSATION PROGRAM
Mr. Davis reported notification from SDRMA was received informing the District the
average workers' compensation rate for members will be decreased by ten percent.
Three new people were added to the payroll and the net effect is zero and will not
have any impact on the decrease.
SDRMA SAFETY LOSS PREVENTION POLICY
Mr. Davis reported SDRMA recently passed a new policy effective July 1, 2008, that
SDRMA will be monitoring anyone driving vehicles covered under CMSD's policy for
license suspensions or other types of violations through the DMV, and notifying the
District if such incidents occur.
ATTORNEY'S REPORT
DISTRICT LIABILITY FOR A SEWAGE SPILL FROM A PRIVATE LATERAL
Mr. Burns presented a paper prepared by Associate District Counsel Colin Burns as
requested by Mr. Hamers in his role on the WDR Steering Committee. The CMSD
Board had previously authorized Mr. Burns to participate as part of the WDR "legal
committee" to handle legal issues that arise. The request for Mr. Burns' work came
as a result of discussions from various districts and cities regarding liability for sewer
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
" APRIL 21, 2008
'boy r PAGE 13
spills from private laterals. Mr. Burns stated the paper is a good source document for
guiding future action and could possibly be helpful in future lawsuits.
Mr. Hamers reported a number of agencies received the paper and are greatly
appreciative, one being the Southern California Alliance of Publicly -Owned
Treatment Works (SCAP.)
Mr. Harriers recommended sharing the paper with CASA. Ms. Revak will forward
the paper to the CASA legal affairs representative.
REIMBURSEMENT OF COSTS FOR DISTRIBUTION OF AGENDA MATERIALS TO
MEMBERS OF THE PUBLIC
Mr. Burns reported there is no CMSD written policy regarding the distribution of
agenda materials to members of the public. Ms. Revak stated when past agendas
were requested from public or private entities, self- addressed, stamped envelopes
were provided from the requesting parties to mail the agendas, however, presently
there are no requests.
Mr. Burns reported a request for such documents is good for up to one year
according to the Brown Act.
President Perry requested Mr. Burns look into a policy for the District and provide
recommendations. Mr. Burns will provide various options for a written policy.
Mr. Worthington requested an exception to anybody holding an office with a County
agency.
ORDINANCE NO. 66 ADOPTING A PREFERENCE AND EXCEPTION FOR
ENVIRONMENTALLY FRIENDLY PRODUCTS IN PURCHASING
Mr. Burns introduced Ordinance No. 66, AN ORDINANCE OF THE BOARD OF
DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ADOPTING A
PREFERENCE AND EXCEPTION FOR ENVIRONMENTALLY FRIENDLY
PRODUCTS IN PURCHASING.
Director Monahan motioned to adopt CMSD Ordinance No. 66. Director Schafer
seconded. Motion carried 5 -0.
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MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
� n APRIL 21, 2008
PAGE 14
e„
ORDINANCE NO. 67 AUTHORIZING ACCESS TO STATE SUMMARY CRIMINAL
HISTORY INFORMATION FOR EMPLOYMENT PURPOSES
Mr. Burns introduced Ordinance No. 67, AUTHORIZING ACCESS TO STATE
SUMMARY CRIMINAL HISTORY INFORMATION FOR EMPLOYMENT
PURPOSES.
Director Monahan motioned to adopt CMSD Ordinance No. 67. Director Ooten
seconded. Motion carried 5 -0.
LOCAL MEETINGS (INCLUDES REPORTS BY ALL DIRECTORS
REPRESENTATING CMSD)
ORANGE COUNTY SANITATION DISTRICT (OCSD)
MEETING HELD JUNE 20, 2007 (DIRECTOR FERRYMAN)
Director Ferryman reported attending an OCSD Committee meeting where
the budget for CIP projects was reviewed. The Committee approved $12.6
million for the Southwest Costa Mesa Trunk project and it will be voted on at
the next OCSD Board meeting.
Director Ferryman noted he will report on the April 23, 2008 meeting at the
next CMSD Regular Board meeting.
SANTA ANA RIVER FLOOD PROTECTION AGENCY (SARFPA)
There was no meeting of the Santa Ana River Flood Protection Agency in
April.
INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY (ISDOC) (DIRECTOR
SCHAFER
Director Schafer attended a Groundwater Tour given by the Orange County
Water District on March 27, 2008 and provided materials to share with the Board.
QUARTERLY MEETING AT MWDOC /OCWD JOINT BOARD ROOM ON THURSDAY, MAY
29, 2008 AT 11:30 A.M. ELECTION OF ISDOC REPRESENTATIVE TO LAFCO
Ms. Revak reported the District's President or a designated Alternate must attend
the meeting to vote on the ISDOC Representative to LAFCO. In the event
President Perry is unable to attend, Director Ferryman was selected as the voting
COSTA MESA SANITARY DISTRICT
+�ST'SGX114gf�.:
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
APRIL 21, 2008
``•��'rcna'ctie''' PAGE 15
member for the CMSD. In the absence of Director Ferryman, Director Monahan
will be the designated voter for the CMSD.
Directors and Staff planning to attend the May 29, 2008 ISDOC meeting were
requested to inform Ms. Revak in order to place the lunch reservations.
LOCAL AGENCY FORMATION COMMISSION ( LAFCO) (DIRECTOR SCHAFER)
PROPOSED LAFCO BUDGET FOR FISCAL YEAR 2008-2009; CMSD SHARE
IN THE AMOUNT OF $15,332.75
Staff presented the proposed LAFCO budget for Fiscal Year 2008 -2009. The
CMSD share is $15,332.75.
Director Schafer reported Executive Officer Joyce Crosthwaite has been
performing very well.
CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA) (DIRECTOR SCHAFER)
Director Schafer attended a Legislative meeting followed by a Finance Corporation
meeting in Sacramento on March 13, 2008.
On March 14, 2008, Director Schafer attended a regular Board meeting and
presented an update on the CSDA Conference in September 2008.
Director Schafer discussed information regarding CSDA's 2008 Special Districts
Legislative Day on May 12, 2008
Ms. Revak requested consideration by the Board for attendance at the Legislative
Day as well as the Annual Conference.
Director Monahan motioned to approve attendance by any of the Board members at
the Legislative Day. Director Ferryman seconded. Motion carried 5 — 0.
CSDA ANNUAL CONFERENCE - SEPTEMBER 22-25,2008 IN IRVINE
Mr. Hamers requested Board approval to make a Presentation on Fats, Oils and
Grease (FOG) at the Annual Conference on September 24, 2008. Mr. Hamers
was requested by CSDA to make the presentation. Director Monahan motioned
to approve Mr. Hamers' attendance and presentation on September 24, 2008.
Director Schafer seconded. Motion approved 5 -0.
COSTA MESA SANITARY DISTRICT
yR rqr,` MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
�u n; APRIL 21, 2008
PAGE 16
CALIFORNIA ASSOCIATION OF SANITATION AGENCIES (CASA)
Ms. Revak reported the Board attendees at the CASA conference in Squaw
Creek on April 23 -26, 2008 will present a report at the next regular meeting.
OTHER MEETINGS QUALIFYING FOR REIMBURSEMENT UNDER CMSD
ORDINANCE N. 55, OPERATIONS CODE SECTION 3.01.030
CHAMBER OF COMMERCE
Director Schafer reported the Legislative Committee met on March 3, 2008
where she spoke with an Edison Company representative on the District's new
building and the possibility of the District obtaining reduced energy rates as the
structure is being built to the "Gold" standard.
OCCOG
Director Schafer did not attend the meeting.
WACO
Director Schafer gave a presentation on the upcoming CSDA Annual Conference
at the WACO meeting. Director Schafer reported there were two guest
presentations from the Metropolitan Water District with information on water.
OLD BUSINESS
There was no old business discussed.
NEW BUSINESS
There was no new business discussed.
ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
There were no oral communications or Director comments.
President Perry adjourned the meeting to closed session at 7:40 p.m.
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MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
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PAGE 17
PRESENTATION ON OPTIONS FOR CHANGING EMPLOYEES' CALPERS
RETIREMENT FORMULA (POSSIBLE NEED FOR CLOSED SESSION PURSUANT TO
GOVERNMENT CODE 54957.6)
Mr. Burns stated the Board is adjourning to closed session under Government Code
Section 54957.6 to meet with negotiator Mr. Hamers pertaining to all unrepresented
employees of the District.
The Board adjourned from Closed Session at 8:04 p.m.
President Perry announced there was no action taken in the Closed Session.
ADJOURNMENT
President Perry adjourned the meeting 8:05 p.m.
SECRETARY
PRESIDENT
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COSTA MESA SANITARY DISTRICT
MINUTES OF SPECIAL MEETING
MAY 19 2008
The Costa Mesa Sanitary District held a Special Meeting at 5:30 p.m. on Monday, May 1,
2008 at 628 W. 19th Street, Costa Mesa.
Directors Present: Art Perry, Arlene Schafer, Bob Ooten, Gary Monahan, James Ferryman
Staff Present: Robin B. Hamers, Manager /District Engineer; Tom Fauth, Assistant
Manager; Joan Revak, Board Secretary/Program Manager /Clerk of the
District; Marc Davis, Treasurer /Director of Finance /CBIZ; Alan Burns,
Legal Counsel
President Art Perry called the meeting to order at 5:30 p.m. and turned the meeting over
to Mr. Davis.
I. Proposed CMSD Fiscal Year 2008 -2009 Budget
Mr. Davis gave a presentation on the proposed Fiscal Year 2008 -2009 budget. There are
four funds included in the budget:
Solid Waste Fund (trash)
Liquid Waste Fund (sewer)
Sewer Construction Fund
Facilities Revolving Fund
Salaries and benefits are anticipated to increase by $30,350 or 17.92% over the prior
year's amended budget. This increase is attributable to the full year of the Management
Analyst position, full year of a two - person maintenance crew, an increase in the "cafeteria"
plan and a reduction of $10,000 in overtime. There is also a reduction in the PERS
employer rate from 14.11 % to 13.538 %.
Significant increases include election expenses estimated at $80,000 and a sewer
operating reserve of $174,000.
Minutes of Special Meeting Page 2
May 1, 2008
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Significant decreases are:
Trash Hauler /Recycler $82,000
Pump Station Maintenance Contract $75,000
Sewer Line Maintenance Contract $50,000
Special Programs are budgeted to increase by $20,900 (36.80 %) over the prior year's
budget. The increase is due to additional allocations for the Sharps Program ($9,000) in
order to include additional pharmacies and the household hazardous waste program
($12,000) for fluorescent bulbs and the battery recycling program. Discussion was held
and Mr. Davis stated he would present a final version for approval at the May 22, 2008
meeting.
11. Select Date for Sewer & Trash Public Hearing
The date of Wednesday, August 6, 2008 at 5:30 p.m. was set for the Sewer and Trash
Public Hearing. The meeting will be held in the CMSD conference room at 628 W. 19th
Street, Costa Mesa. The postcard notification to the ratepayers will occur prior to June 20,
2008.
111. Closed Session
The Board of Directors adjourned to a closed session at 7:15 p.m., pursuant to •
Government Code Section 54957, to discuss public employee performance evaluations
and pursuant to Government Code 54957.6 to confer with the District's Labor Negotiator
to discuss all unrepresented employees of the District. At 8:04 p.m., the Board
reconvened to open session and President Perry announced in closed session the Board
of Directors directed the Manager /District Engineer to provide certain financial information
for the Closed Session scheduled on May 22, 2008; and to obtain a proposal from BHI for
strategic planning.
IV. Public Comments
No members of the public were present.
ADJOURNMENT
Director Perry adjourned the meeting at 8:05 p.m.
Secretary President •
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COSTAMESA SAN, -9Z7aYDisz�icz'
PROJECT STATUS REPORT
May 2008
Proiect 1112100 -101 West Side Pumping Station Abandonment
Directors Ferryman and Ooten along with Manager /District Engineer Rob Hamers,
Assistant Manager Tom Fauth and Inspector Paul Guzman met with OCSD General
Manager Jim Ruth and executive engineering staff on March 29, 2007 to discuss
OCSD's participation in the project. It was agreed that the two agencies will work
together to determine an approximate project cost for a regional facility and then meet
again to discuss the feasibility. The cost estimate has been prepared and is being
considered by both agencies. The CMSD updated its costs of the local sewer lines
and confirmed the ability to fund the projects. A letter was sent to OCSD requesting
the regional facility become a formal OCSD project and the letter was favorably
received. The project appears in OCSD's planning documents.
Project 1112100 -129 Bristol Street Sewer
The County of Orange plans on widening Irvine Avenue from Bristol Street to
University Drive, which will cause relocation of the CMSD Irvine Pumping Station. The
District can upgrade the station to a level able to serve the redevelopment of the area.
The upgrade alleviates the need for the Bristol Street Pump Station and the project
can be reduced to construction of a new gravity sewer only. These findings were
submitted to the Orange County Development Agency (OCDA) and as requested the
Sanitary District prepared a new three party agreement reflecting these findings. The
agreement has been signed by the Sanitary District, the City of Newport Beach, and
OCDA. The design phase is underway.
Project 1112100 -135 Reconstructing Force Main for Elden Pumping Station (Phase II)
Construction was completed in 1995 and the State Department of General Services
(DGS) transmitted the sewer easement. The easement has been recorded and
distributed to all parties.
Proiect 1112100-159 Televising Sewer Lines
Areas are televised as needed, particularly for the fats, oils, and grease (FOG)
program.
Project 11.12100 -168 Irvine Pumping Station Relocation
. Bid opening was June 4, 2007, and the Board awarded the construction contract to
Vadnais Corporation. Construction is approximately 90% complete.
Project 1112100-171 Irvine Pumpina Station Force Main Rehabilitation -Phase I
The design phase is continuing. I
Project 1112100 -175 OCSD Cooperative Projects Grant - Televising CMSD Sewer
Lines
The televising is continuing and is scheduled for completion by June 30, 2009.
Project 1112100-180 WDR Grease Control Program Phase IV
The project is continuing.
Proiect 1112100-186 Sewer Lateral Assistance Program
The project is continuing. Additional funding was approved by the Board of Directors
at the April 2008 regular meeting.
Project 1112100-187 New Corporate Yard at 174 W. Wilson Street
The design kickoff meeting was February 13, 2008.
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