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Agenda Packets - Board - 2003-10-13SAXI 17 �o. coo ®✓ �d � SanAarV D@stre Ict on� ®���° ... an Independent Special District Board of Directors Arlene Schafer Greg Woodside James Ferryman Art Perry Dan Worthington Staff Robin B. Hamers 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. O. Box 1200 Costa Mesa, CA 92628 -1200 Street Address 77 Fair Drive Costa Mesa, CA 92626 -6520 CIPrinted on Recycled Paper NOTICE OF SPECIAL MEETING COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS OCTOBER 13, 2003 The Board of Directors of the Costa Mesa Sanitary District will meet on Monday, October 13, 2003 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: I. Institutional Issues A. Opening Remarks by Manager /District Engineer B. Review of CMSD Staff Work to Date C. City Response to District Inquiries D. Upcoming Meeting Between Two Directors and Two Council Members — October 29, 2003 E. Direction to Staff II. Consideration of New Meeting Time for the Regular November Board of Directors Meeting III. Public Comments Dated: October 9. 2003 Clerk of the District Protecting our community is (eaftb bN providing sofib waste and sewer collection services. costamesasanitayv bistrict.org COSTA WESA SAjVTART(1)ISTqUCT ... an Independent Specid District Memorandum To: Board of Directors Staff //��`L From: Thomas Fauth, Assistant Managq, /� Z Z4t*- Date: October 8, 2003 Subject: ' CMSD Institutional Issues — Phase I Cover Memo Enclosed is an updated CMSD Institutional Issues Phase 1 Implementation Plan. While the Plan is provided in whole for your review, the intent of the Special Meeting scheduled October 13, 2003 is to emphasize the areas highlighted in the Plan. Specifically, presentation and discussion is geared to the following areas: Incorporation of 1994 Creative Management Solutions Final Report into Today's Plan Organization and Siting Position Descriptions Salary Schedule CMSD Administrative Regulations Lease vs Buy The referenced Exhibits are too voluminous to attach, but will be available for review during the meeting. 1 Atch, October 8, 2003 CMSD Institutional Issues— Phase I Implementation Plan Costa Mesa Sanitary District Institutional Issues May 29, 2003 Overview The Costa Mesa Sanitary District is an independent special district that provides trash collection to 21,000 residences and sewer service to a population of over 110,000 through a 326 -mile long sewer system. The District was formed in 1944 and has been successful in operating in an efficient, cost effective, manner throughout its history. Because the District remains focused on its two responsibilities — trash collection and sewer service — the District has been able to provide high quality service. The District is an industry leader in providing specialized resident - friendly recycling programs. Two examples are a free residential household hazardous waste collection program and a free used - syringe recycling program for the estimated 10% of the population that administers home injections. Two other highly successful programs are the telephone book recycling program for 30 schools that provides over $10,000 in awards, and the popular free large item collection. This is all in addition to the new standardized container program that has been well received by the community. The sewer system is in excellent condition due to a long- standing aggressive maintenance and rehabilitation program. Other components of a successful program are also in place: a current Sewer Master Plan, a set -aside fund for future sewer replacements, and an outreach program to assist property owners with maintenance of their sewer laterals. Additionally, three Staff members - the Manager, Assistant Manager, and the Attorney - sit on Steering Committees for the regional conformance to the State Water Quality Control Board's Waste Discharge Requirements. Although the District is very successful in providing excellent service through a dedicated Board and Staff, the following list of Institutional Issues identified during the 2003 strategic planning process are considered to limit the current and future capabilities of the District. 1. Current Office Location in City Hall Existing administrative office space is only 464 square feet for four staff members. Two of the staff members are sharing one office, and the third, the Assistant Manager, is in an office measuring eight feet by twelve feet. The Assistant Manager requires a second computer to monitor District field operations and bookcase area for District records and reference manuals resulting in very little desk space and a cramped environment. Institutional Issues Page 2 of 2 May 29, 2003 2. The District needs a dedicated meeting room to hold the monthly regular meetings, monthly special meetings, monthly agenda review meetings, the safety meetings with the field crews, meetings with other agencies, and meetings with the public. 3. The President, Board members, and the Manager, have insufficient space to meet with the Assistant Manager and staff to discuss District business. 4. There is no storage area or storage rooms for supplies. Items are being stored under desks. 5. There are no offices for the District's intern or future staff members. Staff will have to be expanded to include a monitoring and enforcement officer to insure the food service establishments are adhering to the grease control program requirements. II. District Assets 1. The District desires to invest its funds in a headquarters as a long -term asset and to lessen the chances of the State taking the District's cash assets to solve the State budget crisis. III. Identity Developers, contractors, engineers, and the public who inquire about District services in the areas of the City of Newport Beach and unincorporated Orange County served by the District are confused trying to find the District Administrative Office because of its location at the City Hall of Costa Mesa. The District is an independent special district and there is no signage or other identification. 2. There is confusion regarding the District's identity within City Hall of Costa Mesa and within the City itself. IV. Staff Member Job Titles and Compensation The District desires to award job titles and compensation for its staff members in a manner different from the City. Under the City system, there are no job titles or commensurate compensation for Assistant Manager, Project Manager, or Administrative Assistant. V. Performance of District Responsibilities 1. The District may need two full time sewer cleaning crews in order to meet the State mandated prohibition of sewer spills. The District currently shares one of the crews with the City. The crew is responsible for cleaning storm drains. COST,A WES,4SA9U7AR7rUrS7RiCT Memorandum ... an Independent SpeciafDistrict To: Robin Hamers, Manager /District Engineer From: Thomas Fauth, Assistant Manager Date: October 8, 2003 Subject: CMSD Institutional Issues — Phase 1 implementation Plan 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." BACKGROUND: 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 intended to become a living document as the Plan details are developed. This Memo (including attachments) is intended for internal staff use only until formal CMSD Board of Directors authorization is given. 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 13 PHASE 1- 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. 1. 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. Junior Accountant — Employee — Part -Time ix. Ordinance Enforcement Officer — Contracted x. Stenography — Contracted A. 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. Junior Accountant vi. Maintenance Supervisor vii. Senior Maintenance Technician Page 2 of 13 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. 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 II.b. b. Accounting — Receivable and Payable and Reporting Systems. See Il.b. c. MIS (central server & firewall security), LAN, S/W, SCADA — Communications Center Alarm Reporting. See II.b. d. Fleet Maintenance (Vactor trucks, Pickups, Hoist truck, staff car) — Dependent on new City of Costa Mesa Agreement: i. Under new City of Costa Mesa Agreement, continue as is currently accomplished. Under other than new City of Costa Mesa Agreement: Page 3 of 13 1. Near Term (Less than one year): a. Field Crews and vehicles: Contract for vehicles and personnel to perform sewer maintenance functions. 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. 2. Mid Term (one to three years) a. Hire and train certified replacement field crews; lease or acquire vehicles. b. Mileage reimbursement 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. b. Mileage reimbursement for privately owned vehicle use OR lease a District vehicle OR purchase a District vehicle with maintenance and insurance package. e. Facility Maintenance /Housekeeping i. Under facility lease agreement: Include in agreement with facility lease ii. Under facility ownership: Contract for services f. Graphics, Mailroom, Reproduction i. Acquire black and white copier (and service agreement), scanner; ii. Establish mail service with USPS. Page 4 of 13 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 c. Establish Federal, State and CALPERS reporting processes and forms for accounting, payroll, 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. 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) iv. 2.2 Employee Terminations v. 2.3 Sick Leave vi. 2.7 Part -Time Employment vii. 2.8 Promotion Policy viii. 2.9 Leave of Absence for Non - Occupational Disabilities ix. 2.11 On the Job Injury x. 2.12 Employee Performance Evaluations A. 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 Page 5 of 13 xvi. 3.15 Payroll Direct Deposit Program xvii. 3.16 Employee Payroll Withholding Allowance xviii. 3.3 Commitment Limits on Purchases xix. 3.4 Budget Adjustments xx. 3.5 Capital Improvement Projects xxi. 3.9 Time Card 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. 6.2 Liability Claim procedures xxviii. 6.4 District Web Page d. Field Crews i. District Employees or under new CMSD - City of Costa Mesa Agreement. e. Facility Siting i. Lease or Buy — Leasing a facility for an estimated $8,500 / mo versus a Purchase of a facility for an estimated $1.2M, 30 year loan, yields a principal /interest/taxes /insurance (PITT) payment in an estimated range of $12,000 / mo to $15,000 /mo depending on numerous factors including interest rate, annual taxes, insurance levels and the like (Exhibit E). 1. 1700 Adams, Costa Mesa, former bank facility: a. DRR — Dan Ray Realty (Dan Ray — 714 - 444 -3510) b. Size: 4750 — 5500SF; depends on addition of drive -thru improvement under air. c. Cost: Rental fee of $1.45/SF equating to a rental range of $6887.50/mo to $7975/mo. d. Availability: Earliest availability to the District was given as November 1, 2003. e. Earliest District availability to move in was given as April, 2004 — Board approval required. f. Improvements: DRR will make all tenant improvements to meet District needs including retaining or removing the vault. Page 6 of 13 g. Lease Duration: DDR prefers a 5 -10 year lease. h. DDR to provide a floor schematic for District review and planning. ii. Size: 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/Ca I I 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. Lunch room/B reakroom (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 7 of 13 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 8 of 13 3. Decision to be made: Retain as above or transition to District facility — Recommend continue with new CMSD- City of Costa Mesa Agreement. 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 April 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. 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. A. 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 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 9 of 13 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 Junior Accountant for Data Entry and Report Generation; Otherwise, becomes a Permit Processing Specialist data entry requirement 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 1. 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 Junior Accountant for Data Entry and Report Generation; Otherwise, becomes a Permit Processing Specialist data entry requirement 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 247 ii. Computer Server #1 for Authentication and file storage. Page 10 of . 13 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 A. 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. III. Operational Constraints a. Vehicle Lease vs Own Page 11 of 13 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 ii. Contract or Relocate Page 12 of 13 c. Staff Office Computer Systems and SW (4), printers, Office furniture, SCADA computer systems (3), fax, printers: See Il.b.iv V. Cost Estimates (under study) Page 13 of 13 SNNIV I? 0 000 sA s"'- Mesa Sanmtaq uistrict 4 os� ®� ... an Inbepenbent Special District Board of Directors Arlene Schafer Greg Woodside James Ferryman Art Perry Dan Worthington Staff Robin B. Hamers Manager District Engineer (949) 631 -1731 Thomas A. Fauth Assistant Manager (714) 754 -5043 Institutional Issues Timeline: May 29, 2003 Board sends one -year termination letter to City Council, City Manager. (no response) Rob sends memo request for reclassification of CMSD Clerk to City Manager. (no response) July 2, 2003 Board receives response to "Termination Letter" from Mayor Gary Monahan. Joan Revak July 10, 2003 Clerk of the District Board responds to Mayor's letter requesting response from Council as a (714) 754 -5087 whole. (no response) August 12, 2003 Fax District Manager leaves telephone message with City Manager advising of (714) 432 -1436 CMSD Regular meeting on August 14, 2003 and inquiring if City Manager has anything to report to the Board. (no response) Mailing Address September 22, 2003 P o. Box 1200 Rob sends email to City Manager re proposed meeting of Council Costa Mesa, CA members and President Schafer and Director Ferryman. (no response) 92628 -1200 October 7, 2003 Email from City Manager's Secretary proposing dates for a meeting Street Address between two Council members and President Schafer and Director Ferryman. 77 Fair Drive Meeting scheduled for Thursday, October 29, 2003. Costa Mesa, CA 92626 -6520 4r (37 Printed on Protecting our communitNls health b� providing solid waste and sewer collection services. Recycled Paper costamesasanitarNbistrict.org