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Agenda Packets - Board - 2011-10-27m,i ndepel dent. Special Mstrict- . : °t Ooten °esddent Vi p Prpsidsrl Jat,nes Fitzpatrick Assistant Secrioary ef—r tart' thur, Perry D14eictor 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. 1e 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 Meefix.ig '1 t'trsil y, tober 2. , 2011, RECOMMENDED ACTION CALL TO ORDER 5: 30 (. B "hn,ii — 628 W. I 91 Street, Costa Mesa ll. PLEDGE OF ALLEGIANCE — Director Fitzpatrick III. INVOCATION — Director Scheafer IV. ROLL CALL (If absences occur, consider whether to deem those absences excused based on facts presented for the absence — such determination shall be the permission required by law.) V. Announcement of Late Communications NOTE: Unless directed otherwise by the Board of Directors, all actions shall be based on /memorialized by the latest document submitted as a late communication. VI. 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. (Prolectilrg 011 corn millaitt "s heaft:ft an,dsecver c-oi"fecti'on services. '6c,4n* r rrrs &a, ov ";oAa 3\4esa Samtay 0 c to [ wr 2 7,2 011 ACY"I';WDA Azge,2 RECOMMENDED ACTION Reports A. Minute Approval 1. Sewer System Committee Meeting —September 13, 2011 2. Recycling Committee Meeting — September 19, 2011 3. Regular Board of Directors Meeting — September 22, 2011 B. Engineer's Reports 4. Project Status Report C. Financial Reports 5. Refunds Receive & File No Refunds 6. Occupancy Report and payment to Costa Mesa Disposal —September 2011 Approve 7. Contract Payment to CR Transfer for Recycling Services & Disposal Ratify Payment for September 2011 8. Adoption of Warrant Resolution No. CMSD 2012-4 Ratifying Payment for the Month of September 2011 in the amount of $794,282.08 9. Directors' Compensation and Reimbursement of Expenses for the Month of September 2011 10. Investment Report as of September 30, 2011 11. Quarterly Budget Reports — September 30, 2011 ------------------- - - - - -- -END OF CONSENT CALENDAR VII. PUBLIC COMMENTS VIII. GENERAL MANAGER'S REPORTS A. Strategic Plan Progress Report — 2011-12 —1St Quarter B. Health Benefits for Board of Directors C. First Amendment to CR&R Agreement D. Capital Improvement Projects Carryover Request E. Reappropriation of Funds from FY- 2010 -11 to FY-2011-2012 Ratify Payments Approve Compensation & Ratify Expenses Approve Receive & File Accept Report Accept Report Approve & Authorize Signature Approve Budget Adjustment Approve Budget Adjustment Our connnvnity',q heaftf, aiuf the envimnniont 5Y pravding soRdwasre ern server , SM4 Ces. %%vtv. Costa Mesa Sanitairp Djsf',-r'tct A'J,IT'p "A C)ctobet, 2 w 20 1 ge RECOMMENDED ACTION F. Catalog Choice -- Prevent Unwanted Junk Mail Consider G. Reschedule November 17, 2011 Regular Board Meeting Consider H. Early Closing on November 23, 2011 and December 23, 2011 IX. RECYCLING COMMITTEE A. Monday, October 24, 2011, 10:30 a.m. (Directors Fitzpatrick and Scheafer) Note: The Recycling Committee will meet on the above date and time to discuss the matters on a separate agenda which is posted and made a part of this agenda. Members of the public should refer to that separate agenda for the items discussed and to be discussed. The Board may take action on any of those Items on this agenda, Other Board members may attend but only as observers. X. ENGINEER'S REPORTS XI. SEWER SYSTEM COMMITTEE A. Tuesday, October 18, 2011, 10:30 a.m. CMSD Board Room, 628 W. 19`h Street, Costa Mesa (President Ooten and Director Perry) Consider Accept Report Note: The Sewer System Committee will meet on the above date and time to discuss the matters on a separate agenda which is posted and made a part of this agenda. Members of the public should refer to that separate agenda for the items discussed and to be discussed. The Board may take action on any of those items on this agenda. Other Board members may attend but only as observers. XII. TREASURER'S REPORTS A. Investment Oversight Committee Meeting — October 27, 2011 (Vice President Ferryman and Director Fitzpatrick) XIII. ATTORNEY'S REPORTS A. Standing Committees 1. CMSD Resolution No. 2011 -805, Establishing Standing Committees Accept Report Accept Report Adopt Resolution rr r our roinmun t a1s heafth o dt ��: ��in solid��ste ververcofi,ct.i �e� �:es, ost' V,I e sa sa vulgar ii i I t, AGEAVA Octol,per 27,2011 Ptqe RECOMMENDED ACTION XIV. CLERK OF THE DISTRICT'S REPORTS XV. LOCAL MEETINGS (REMINDER: In accordance with AB 1234 (Gov. Code § 53232.5), a report is required to be given by a Director for any meeting for which expense reimbursement of any kind is provided. Note: For meetings for which the per diem compensation is sought, the Operations Code provides that such compensation is authorized for each day's service rendered as a Director at the request of the Board (not to exceed six days in one month), and certain meetings are specified as being eligible as set forth in District Operations Code § 3.01.030. For meetings not so listed, the Board must approve the service for it to be eligible for the per day compensation.) A. Orange County Sanitation District (OCSD) — October 26, 2011 Accept Report (Director Ferryman) B. Santa Ana River Flood Protection Agency (SARFPA) Accept Report (Director Perry) C. Independent Special Districts of Orange County (ISDOC) Accept Report D. California Special Districts Association (CSDA) Accept Report 1. Annual Conference in Monterey, CA — October 10 -13, 2011 Accept Report E. Other Meetings Qualifying for Reimbursement under CMSD Report on Matters Ordinance No. 55, Operations Code Section 3.01.030 Pertaining to CMSD XVI. OLD BUSINESS XVII. NEW BUSINESS XVIII. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS XIX. ADJOURNMENT QlrotecliRq our ftyr ficafth asr:e seterc:aa�ictaon s.erivice.'s. Us r4 r ,1, ?F seam ov yeti te: ite_m' Lrnber 1W7111 V1, A, 1, COSTA MESA SANITARY DISTRICT MINUTES OF SEWER SYSTEM COMMITTEE MEETING SEPTEMBER 13, 2011 CALL TO ORDER Board members of the Costa Mesa Sanitary District met in Committee session on September 13, 2011 at 10:30 a.m. at 628 W. 19'r' Street, Costa Mesa. President Ooten called the meeting to order at 10:30 a. m. DIRECTORS PRESENT: Bob Ooten, Jim Ferryman, Art Perry, Mike Scheafer, (Directors Perry and Scheafer, and attending as observers only and not participating in discussions.) STAFF PRESENT: Scott Carroll, General Manager; Joan Revak, Office Manager /Clerk of the District; Rob Harriers, District Engineer; Yefim Tsalyuk, Senior Engineer; Joe Limon, Senior Inspector OTHERS PRESENT: Ramon Gallegos, Environmental Engineering & Contracting (EEC) STANDING REPORTS There was one new sanitary sewer overflow (SSO) to report occurring on August 18, 2011 at 20291 SW Cypress. Mr. Carroll reported Staff performed a CCTV on the line and there was a large root ball in the line. Staff is obtaining estimates on fixing the problem. NEW DISCUSSION ITEMS SEWER CLEANING PROGRAM Mr. Harriers introduced Ramon Gallegos from EEC. Ramon was instrumental in developing the District's sewer cleaning maps and producing the new six -year cycles of what is cleaned each year. Two items that became prevalent with regard to the sewer spill. There is a gap between the old and new sewer cycles causing some of the lines not being cleaned between their designated cycles. Ramon analyzed this problem and will present a recommendation. The cleaning cycles may require using a root cutter in the lines having roots and the frequency of cleaning some of the lines may have to be changed. EEC is under contract to turn the sewer COSTA MESA SANITARY DISTRICT m " MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING ° SEPTEMBER 13, 2011 PAGE 2 atlas into GIS, create computerized maintenance management system and to create a hydraulic modeling program as a capacity evaluation tool. Ramon stated the District has some cleaning frequencies assigned to each pipe segment and asked if the cleaning frequency was inadequate. Mr. Hamers stated the cleaning cycles were developed before the CCTV data was analyzed. Ramon reported on the breakdown of the cleaning frequency of the lines and stated a lot of analysis is coming from CCTV that was collected in 2006, 2007, 2008 and 2009. Thirteen percent of the system does not have data. Currently, the District is cleaning 500,000 feet a year based on annual, biannual and triennial cleaning and if those segments having an issue were bumped up one cycle, the District would be cleaning an additional 55,000 feet per year. Vice President Ferryman questioned if chemicals were used along with the root cutter. Mr. Hamers stated Staff has not found a chemical product that is effective in the clearing of roots. Another possibility is yearly cleaning by CMSD crews instead of contracting out. Ramon stated another option is bumping up to annual cleaning of pipe sections having root intrusion. Mr. Hamers stated National Plant is not removing roots; the District maintenance staff needs to specify use of a root cutter to cut the roots rather than by jetting with a warthog nozzle. An option is to have the CMSD perform root cutting and National Plant would just perform cleaning. The District will have new maintenance staff to assist in this endeavor. Mr. Gallegos presented his recommendations as follows: Root Intrusion: Increase all pipes with Medium or Ball roots at least one cleaning frequency. An alternate option is to increase all pipes with medium or ball roots to annual cleaning. CCTV some of the pipe segments having significant root intrusion observations to get a better understanding of the risk. Address those pipe segments posing a significant risk Look at the pipe segments having a high weighted score to find candidates for repair /replacement Have CMSD cleaning crews address root intrusion. Cleaning Gap: Commence 2012 cleaning now. Have CMSD crews clean those pipe segments having a significant gap and that will not be cleaned during the 2012 cleaning cycle. A cost analysis of yearly cleaning by CMSD crews instead of contracting out, from an hourly standpoint, discloses it is less expensive for the District to clean than National Plant Services. A meeting for further discussion on the sewer cleaning program is scheduled for Friday, September 16, 2011 at 10:00 a.m. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING SEPTEMBER 13, 2011 .mmy PAGE 3 RISK OF LARGE SPILL IN NEWPORT BEACH UPPER NEWPORT BAY (BACK BAY) Mr. Hamers stated one of the biggest risks to the District is polluting the Back Bay and being fined by the Water Boards up to $2.00 /gallon for every gallon that makes it into the Back Bay. The District's risk is the 23rd Street pumping station that is literally across the street from the Back Bay and, should the 23rd Street pumping station have a major malfunction, water would come out of the ground, go into the storm drain, go under the road and straight to the Back Bay. Irvine pumping station — 50 feet of curb and gutter, then goes into catch basin, then across the street and it is in the Santa Ana Delhi Channel. The District has some major risks and has been considering items such as standby diesel generators, parallel force mains and plans to block storm drains. These items should be considered to keep the spill out of the waters of the state as that is where the District would be subject to a fine. The District needs to consider additional planning to block storm drains, consider standby diesel generators and consider parallel force mains. Mr. Hamers stated these are some of the items that are being considered in the District's overall plan. Mr. Hamers stated Mr. Carroll is having a consultant perform an analysis of standby diesel generators and Mr. Carroll stated the study of five pump stations should be completed in October 2011. The consultant is studying the feasibility of placing a standby generator at the pump stations. HOT SPOT ABATEMENT PROGRAM Mr. Carroll stated the Board directed Staff to focus on reducing its high frequency cleaning locations (hot spots). At the beginning of the year, Staff, with assistance from EEC, identified 94 hot spot locations, which are typically segments of the line that have structural defects, grease, roots and/or debris. Mr. Carroll stated, as of June 3, 2011, Staff was successful in eliminating 19 hot spot locations which were then placed on an annual cleaning frequency. Mr. Carroll stated some of these locations were removed after Staff performed repairs using different maintenance equipment such as warthog for cutting roots and installing grease interceptors. There are now 75 hot spot locations. Mr. Carroll stated a pilot program on Golf Course Drive was performed by Staff in February 2011 to analyze other methods for abating root intrusion. The methods included top hat and short lining. After six months, the top hats and short liners were viewed and no roots were found intruding from the laterals into the District's main line. Staff determined these two methods are indeed effective in abating root intrusion. COSTA MESA SANITARY DISTRICT 'M MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING .� SEPTEMBER 13, 2011 PAGE 4 Mr. Carroll reported of the 75 remaining hot spot locations, Staff identified 18 locations with roots. Staff determined the best methods for abating roots and avoiding potential SSOs include regular maintenance, removing trees, top hat and short liners, CIPP and the traditional remove and replace. Mr. Carroll provided a spreadsheet of the analysis and Staff estimates the District is spending over $10,000 a year to maintain the 18 hot spot locations. Over the next 50 years, Staff estimates the District will be spending close to $1M maintaining these 18 locations. Staff identified 13 locations can be resolved by removing trees, installing top hats and short liners and one location determined that CIPP is more cost effective. The total cost to perform these repairs is $80,625. The warranty for the top hat, short liner and CIPP is 50 years, and it should be much more cost effective to perform these repairs rather than continual maintenance. Mr. Carroll stated after performing these repairs, the 13 locations will be removed from the hot spot list and scheduled for regular maintenance. This reduces the total number of locations to 62, a 34% decrease from the original list when the goal was established at the beginning of the year. SEWER MASTER PLAN Mr. Hamers reported on the Sewer Master Plan and stated the next appropriate time to update it is when the third of the three items that EEC is preparing for the District, the hydraulic modeling program is complete. The hydraulic modeling program is a computer program to speed up the calculations to determine the effect of various land uses on the capacity of the sewer and determine if there is adequate sewer capacity. The Master Plan needs to be updated at appropriate intervals and probably in the next fiscal year the hydraulic modeling program will be up and running to where the Master Plan could be updated. The earliest time period would be fiscal year 2012 -2013. WDR COMPLIANCE Mr. Hamers stated the CMSD is in the Santa Ana Region of the California State Water Resources Control Board. Mr. Hamers reported on fines and violations levied on public agencies by State Water Boards. 636 LAKEVIEW LANE Mr. Hamers reported on a 25,000 to 50,000 gallon spill previously reported to the Board of Directors and reviewed a letter from the Santa Ana Region of the California Regional Water Quality Control Board. Vice President Ferryman posed the question if there are multiple HOAs that have not cleaned their systems within the last 20 years and Mr. Hamers responded the odds are that it does occur. Vice President Ferryman questioned the idea of the District contacting the HOAs in the District to determine if they are cleaning their systems. Vice President Ferryman stated the City has a list of HOAs in Costa Mesa and recommended contacting the City to determine what information they have. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING SEPTEMBER 13, 2011 PAGE 5 TOTAL FLOW FROM CMSD Mr. Hamers stated President Ooten requested additional discussion on OCSD population factors and trends and consideration of a population study of CMSD. Mr. Carroll stated a source he contacted stated the City of Costa Mesa's population is 110,000. To obtain an accurate count of the District's population, maps and other data from the District would be required and the study could cost up to $5,000. ARTICLES OF INTEREST An article on the National Clay Pipe Institute {NCPI} Calcium in Sewers featuring CMSD was presented. An article was presented on sewage contamination signs posted at Cardiff State Beach after nearly 250,000 gallons of sewage spills in North County. An article on the $3.14 - billion debt in Alabama incurred after officials borrowed money to fix the sewer system and then entered into a number of complicated and corruption -laced refinancing deals that backfired in 2007 during the mortgage - lending crisis. CMSD PROJECTS Project #101 West Side Pumping Station Abandonment Status Mr. Hamers noted there was no change in the status of Project #101. Project #129 Bristol Street Sewer Phase II Status Mr. Hamers reported the project is out to bid with bid opening on October 25, 2011. Project #171 Irvine Pumping Station Force Main Rehabilitation Status Mr. Hamers reported the City of Costa Mesa finally provided plan check comments after eight weeks. Engineering Staff is addressing comments and preparing for bidding. Project #185 System -Wide Sewer Reconstruction Phase 1 of 4 Status Mr. Hamers reported construction is underway, and Staff will recommend the Board approve additional work at the regular September Board meeting. Staff will also recommend approval of Robin B. Hamers & Associates for designing Phase 2. Mr. Carroll reported Robin B. Hamers lowered his fee by $10,000 and Mr. Carroll expressed appreciation. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING "! SEPTEMBER 13, 2011 PAGE G Project #189 Rehabilitation of Six Sewers Transferred to CMSD Status Mr. Hamers reported on a field meeting with three City officials, Peter Naghavi, Ernesto Munoz and Torn Banks on September 12, 2011. Trench walls and street paving are failing on South Coast Drive where sewer installation is occurring. The street is failing much more than previously on both sides of the trench. The City previously told CMSD to re- asphalt over all the cracks and return in a couple of months and if there is any settling to fix those small areas. Yesterday, City officials stated they want a whole new street which means they expect all the asphalt, not just in the CMSD trench area, but including the bike lane and all the way to the median. City Stff stated they expect to pay for half of it and the CMSD to pay for the remainder. Mr. Harriers stated the Contractor will finish installing the sewer this week. Sunday night, the crew will perform the minimum to put the street back in order which means to grind a few areas and temporary asphalt it in a nice way. All agreed, traffic needs to drive over it and then assess the situation and address all the final issues. SSC MEETING SCHEDULE The next meeting is scheduled for October 18, 2011 at 10:30 a.m. PUBLIC COMMENTS There were no public comments. ADJOURNMENT The meeting was adjourned at 12:07 p.m. CHAIRMAN COSTA MESA SANITARY DISTRICT MINUTES OF RECYCLING COMMITTEE MEETING September 19, 2011 91aC1119 V1. A. 2. The Costa Mesa Sanitar� District Recycling Committee met on September 19, 2011 at 10:30 a.m. at 628 W. 19 Street, Costa Mesa. Directors Present: Bob Ooten, Jim Ferryman, Jim Fitzpatrick Staff Present: Scott Carroll, Joan Revak, AJ Cully, Isidro Gallardo Others Present: Dean Ruffridge, CR &R; Trisha Throop, Community Relations Recycling Coordinator, CR &R; Debbie Morris, HF &H Consultants; Mike Carey, OCC Recycling Center Chairman Fitzpatrick called the meeting to order at 10:30 a.m. Recycling Report —August 2011 Report accepted. II. Waste Diversion Report - August 2011 Report accepted. III. Ordinance Enforcement Officer's Report - August 2011 Mr. Gallardo reported no calls to the District office related to scavenging activity. However, he indicated there were incidents he observed directly. The incidents were on Tulip Lane, Redlands Drive, Riverside Drive and Lisa Lane. Verbal warnings were issued. No citations were imposed. . The CR &R field maintenance crew completed the removal of graffiti from trash cans in the 2000 blocks of Palace Avenue and Sterling Avenue and the 700 block of W. 20" Street. The crew continues to work on the 600 -700 blocks of Hamilton and the 2000 block of Wallace Avenue. There were six complaints to the District headquarters reporting trash bins left in public sight. Site visits were made and Mr. Gallardo will return to each address to ensure compliance. It appears the courtesy notices are producing the desired results. 'TNrc'o(rd'iY°iii &"g o'llur —, omn'��',�n"t" )"s cmd fit, � 'YrOV'.dwNVv' diond v"a"ne, e N`d.d'. j "'vew°'" c F: 0"r" � on s'emi "cas, IV. Scavenging Report Costa Mesa Sanitary District Minutes of Recycling Committee Meeting September 19, 2011 Page 2 Ms. Cully presented the scavenging statistics provided by the Costa Mesa Police Department. There were 17 calls in the month of August. 264 requests for lockable trash containers were received with 25 cancelling. Nineteen deliveries remain. Staff will send out a survey to obtain feedback from residents. Ms. Cully reported a large number of residents just wanted a new container and were not aware residents could call CR &R and request a new container. Director Fitzpatrick requested the Branding Committee meet and provide a list of services provided to CMSD residents. V. Catalog Choice — Reduce Unwanted Junk Mail A conference call presentation was submitted by April Smith from Catalog Choice, a firm that manages junk mail and phone books. The effectiveness of the service is proven and 618 Costa Mesa Sanitary District households already use Catalog Choice. The mail preference registry will generate a cost savings of $1,457 in year 3 and from a resource reduction perspective; the service will remove 121,822 pounds of paper from the waste stream in year 1 and 243,645 pounds by year 3. The Catalog Choice program uses technology to connect citizens to direct mailers in order to reduce waste at the source. The program serves both residents and businesses. In short, Ms. Smith stated the Zero Waste program leverages our technology platform, a multi - faceted public outreach program and extensive direct mail industry relationships to stop waste at the source. Discussion was held on how this program would work with the District's school telephone book recycling program. The Committee will report to the Board with a recommendation at the October 2011 Board meeting. VI. Zero Waste Director Fitzpatrick discussed zero waste and the need to ensure the MCSD has all the facts and a District data summary and waste characterization results. Director Fitzpatrick suggested zero waste should focus on organic waste strategies. Also discussed was engaging with the Orange County Sanitation District (OCSD) on the tonnage of waste being diverted from the sewer waste stream such as toilet paper, organics, etc. Discussion with the full Board was suggested to craft strategies and tactics 87 u,q,0I"od";t'."ng °",Iar ronnn'uni� ", 's Maofi a iO fu�i" ptn',,idi rrP�,1 so lid vv .ste a co&,,irt icG'u'V u VI. Variable Refuse Rates Costa Mesa Sanitary District Minutes of Recycling Committee Meeting September 19, 2011 Page 3 Discussion was held on variable refuse rates. The Committee discussed variable refuse rates and how they could work for the District. Vill. Results of the 2011 Large Item Collection Program Ms. Revak presented the final report on the 2011 Large Item Collection Program that concluded on August 20, 2011. The landfill tonnage totaled 313, 78 tons at a total cost of $9,478.84. Recyclable White Goods collected totaled 29.56, amounting to a credit of $1,478.00 ($50.00 /ton) and a net cost to the District of $8,000.86. A chart of the weekly progress of the program was provided as well as a historical perspective of the program from 2000 through 2011. Action Items IX. Approve Criteria for CMSD Recycling Award Mr. Carroll presented criteria for a CMSD Recycling Award and suggested Recycling Awards be judged on the following criteria: 1. Recycling Activity: Active effort demonstrated to implement recycling programs throughout the organization. 2. Diversion Percentage: Recycling diversion percentage through cubic yard or tonnage evaluation, validated through hauler service records. 3. Waste Reduction Efforts: Demonstration of effort to buy recycled content and /or promote waste reduction in the organization. XI. Public Comments There were no public comments. XII. Discuss items for next Meeting Discussion items for the next agenda include Goodwill and Salvation Army and what they are doing on the composting grant and how the money is being allocated. Committee Chairman Fitzpatrick adjourned the meeting at 11:58 a.m. Next Meeting Date — October 24, 2011 at 10:30 a.m. Chairman Ov -h�nj our � d'7mynuA9*ik"y�'ti heah-h a'�n.t r'fio'". y;",tl'�'"�N'�"� "�a��Y�u��'�" f prov'i'dN`i� «wl duv,s"'te d'& nd',semo, c�vn JrR tit '1I "om,i mad'. MeefiUSua ", item usrw r 90/27/19 W A. I COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING SEPTEMBER 22, 2011 CALL TO ORDER PLEDGE OF ALLEGIANCE INVOCATION ROLL CALL DIRECTORS PRESENT: DIRECTORS ABSENT: The Board of Directors of the Costa Mesa Sanitary District met in regular session on August 25, 2011 at 5:30 p.m. at 628 W. 19th Street, Costa Mesa. Director Perry led the Pledge of Allegiance. Director Scheafer led the Invocation. Robert Ooten, James Ferryman, Mike Scheafer, Jim Fitzpatrick, Art Perry STAFF PRESENT: Scott Carroll, General Manager; Joan Revak, Office Manager /Clerk of the District; Robin B. Hamers, District Engineer; Alan Burns, District Counsel; Sherry Kallab, Administrative Manager; Marc Davis, Treasurer; Teresa Gonzalez, Accounting Manager; AJ Cully, Management Analyst OTHERS PRESENT ANNOUNCEMENT OF LATE COMMUNICATIONS Ms. Revak provided a revised copy of Vice President Ferryman's expense reimbursement form correctly reporting attendance at six meetings in the month of August 2011. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD SEPTEMBER 22, 2011 CONSENT CALENDAR REPORTS MINUTE APPROVAL Minutes of Sewer System Committee The Minutes of the Sewer System Committee Meeting —August 16, 2011 Meeting of August 16, 2011 were approved as distributed. Minutes of Recycling Committee Meeting The Minutes of the Recycling Committee —August 22, 2011 Meeting of August 22, 2011 were approved as distributed. Minutes of Regular Board Meeting — August 25, 2011 ENGINEER'S REPORTS Project Status Report Occupancy Report and Payment of $197,134.07 to Costa Mesa Disposal — September 2011 The Minutes of the Regular Board Meeting of August 25, 2011 were approved as distributed. The Project Status Report dated September 2011 was accepted as submitted. The Trash Occupancy Count documented an increase of one unit for the occupancy report: for solid waste collection as of September 1, 2011. Therefore, the total for September is 21,532 and the payment of $197,134.07 was ratified. Contract Payment of $183,152.27 to CR The contract payment of $183,152.27 to Transfer—August 2011 CR Transfer for recycling services and disposal for the month of August 2011 was ratified as submitted. Contract Payment of $10,660.71 The contract payment of $10,660.71 to CR to CR Transfer --- Santa Ana Transfer for recycling services and disposal for Heights /Newport Beach — August 2011 Santa Ana Heights /Newport Beach for the month of August 2011 was ratified as submitted. COSTA MESA SANITARY DISTRICT MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING MELD SEPTEMBER 22, 2011 Warrant Register for the month of August 2011 in the amount of $556,668.65 Directors Compensation & Reimbursement of Expenses for the month of August 2011. Investment Report for the month of August 2011 PAGE 3 Warrant Resolution #CMSD 2012 -3 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$556,668.65. Director Compensation and Expense Reimbursements for the month of August 2011 were approved and ratified as follows: President Ooten: $1,105.00 Vice President Ferryman: $1,326.00 + $714.77 Director Scheafer: $1,326.00 + $1,679.62 Director Fitzpatrick: Director Perry: $1,326.00 + $1,004.55 The Investment Report for the month of August 2011 was approved as submitted. Budget Transfer for Directors Attendance The Budget Transfer for Directors at SWANA Conference Attendance at SWANA Conference was approved. END OF CONSENT CALENDAR Director Perry moved to accept the Consent Calendar with the addition of Vice President Ferryman's expense reimbursement form. Director Scheafer seconded the motion. Motion carried 5 -0. WRITTEN COMMUNICATIONS There were no written communications. PUBLIC COMMENTS President Oaten invited public comments. There was no public present. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD SEPTEMBER 22, 2011 GENERAL MANAGER'S REPORTS ESTABLISH SPECIAL BOARD MEETINGS FOR RECYCLING AND SEWER SYSTEM COMMITTEES Mr. Carroll stated as it stands now, only appointed Board members can engage in discussions and take action on items on District committee agendas. Other Board members can attend the open meetings, but cannot engage in public discussions. Mr. Carroll stated establishing Special Board meetings would allow all five Directors to engage in discussions and take park in discussing recycling and sewer system items normally discussed at the committee level. Discussion ensued on the topic and a quarterly regular meeting was suggested. Vice President Ferryman stated he did not see the need for scheduling a regular quarterly meeting and, if necessary, a special meeting can be scheduled on an "as- needed" basis. Mr. Burns stated the "standing" committee rule about allowing other members to attend and sit silently and serves the purpose of absorbing material. The consensus was to continue with a Recycling Committee meeting with a Chairman and a Sewer System Committee meeting with a Chairman and another Board member rotating each month. Vice President Ferryman moved to continue the Recycling Committee Chair and a Director on a rotating basis and to modify the Sewer System Committee to the same schedule. Mr. Burns will draft a resolution to deal with the committee participants and bring it back to the Board for approval. WEBSITE ENHANCEMENTS Ms. Cully provided a demonstration of a new CMSD website created by WebCentrics, a company referred by CSDA. WebCentrics provides a low cost website solution giving Staff the ability to maintain the site through an advanced content management system. The new website can be easily modified and updated which will ensure the timely delivery of information to the Board of Directors and Costa Mesa residents. ROOT ABATEMENT COST ANALYSIS Mr. Carroll reported the Board, in the beginning of 2411, directed Staff to focus on reducing its high frequency cleaning locations ( "hot spots "). At the beginning of the year CMSD had 94 hot spot locations with a goal to reduce these locations to less than 40 Vice President Ferryman moved to authorize Staff to proceed on repairing the hot spot locations. Director Perry seconded the motion. Motion carried 5 -0. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD SEPTEMBER 22, 2011 PROJECT #192 SYSTEM WIDE SEWER RECONSTRUCTION PHASE 2 DESIGN Mr. Carroll reported construction for Phase 1 of Project #192 will be underway very soon and designs for Phase 2 should begin so that construction can begin at the same time next year. Phase 2 of this project includes repairing 64 line segments throughout the District service area. Robin B. Hamers & Associates submitted a proposal for designing Phase 2 at a cost of $59,771. The design cost for Phase 2 is $10,036 less than the design cost for Phase 1 which was $69,807, because most of the front end work for design services is already completed. Under the District's purchasing ordinance, the General Manager has approval authority for services that cost less than $125,000. Mr. Carroll determined that awarding the design services to RBH Inc. is in the best interest of the District because of their familiarity with the project and their ability to reduce the costs because of their experience preparing designs for Phase 1. Director Perry moved to approve design services to RBH, Inc. Director Scheafer seconded the motion. Motion carried 5 -0. CLAIM FOR DAMAGES Mr. Carroll reported on a claim submitted to the District by Jared Shostak for recovery of costs for damages to his vehicle after running over an open manhole on the street. The District's claims administrator, Special District Risk Management Authority (SDRMA), recommends rejection of the claim. Mr. Carroll stated Staff concurs with SDRMA's recommendation and stated rejection does not preclude the possibility of settlement of the claim but sets the statute of limitations so resolution can be reached in a reasonable time. Vice President Ferryman moved to reject the claim for damages. Director Perry seconded the motion. Motion carried 5 -0. RECYCLING COMMITTEE The Recycling Committee meeting met on September 19, 2011. Director Fitzpatrick and Vice President Ferryman attended and gave a report on the meeting. Director Fitzpatrick reported on a conference call presentation by Catalog Choice on reducing unwanted junk mail. This item will be on the October 2011 regular meeting agenda. A discussion on Zero Waste and developing key objectives within control and influence of the CMSD was discussed. A variable refuse rate was discussed and the possibility of establishing a variable rate system for refuse. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD SEPTEMBER 22, 2011 Ms. Revak provided a final report on the 2011 large item collection program. The landfill tonnage totaled 313.78 tons at a total cost of $10,596.76. Recyclable White Goods collected totaled 29.56 tons amounting to a credit of $1,227.80 ($41.53 /ton) and a net cost to the District of $9,368.96. Ms. Revak provided a historical perspective of the large item program from 2000 through 2011. ENGINEER'S REPORTS PROJECT #185 SYSTEM WIDE SEWER RECONSTRUCTION - PHASE 1 RECOMMENDATION FOR EXTRA WORK Mr. Hamers reported Project #185 performs Grade 5 sewer repairs (Grade 5s are very severe pipe or joint problems) and the District has the opportunity to take advantage of low bid prices by awarding extra work to the contractor. The District may award extra work in the form of additional Grade 5 repairs as well as substituting full length lining instead of installing small sections of liners. Mr. Hamers prepared plans for the extra work and obtained an extra work proposal from the contractor. Director Perry moved to authorize the General Manager to negotiate and award extra work up to $150,000 for an additional 38 line segment repairs based on the Phase 1 additional plans prepared by the District Engineer; and to approve extra work in the amount of $53,236 for full length lining instead of small section lining. Director Ferryman seconded the motion. Motion carried 5-0. SEWER SYSTEM COMMITTEE President Ooten reported on the Sewer System Committee meeting held on September 13, 2011. Mr. Ramon Gallegos from EEC provided reports on old and new cleaning cycles and the addition of root cutting to cleaning. Discussion on the risk of large spill in the Newport Beach Upper Newport Bay was held. A root abatement cost analysis report was presented. An update on all CMSD projects was provided. TREASURER'S REPORTS Mr. Davis stated he had nothing to report. ATTORNEY'S REPORTS Mr. Burns reported on the Brown Act's application to meetings outside the district boundaries and stated the Attorney General has recently provided guidance on these subjects. COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD SEPTEMBER 22, 2011 Mr. Burns advised the Board that any time a majority of the Board is present, it would be prudent to ensure there is appropriate authority for being present at the same time and that the Attorney General is increasingly focusing on these types of meetings. Under the Brown Act, Mr. Burns stated, all presumptions are in favor of open meetings and strict compliance with any exceptions that limit public access. Mr. Burns informed the Board that should they desire to meet with the Midway City Sanitary District, it would be considered appropriate. CLERK OF THE DISTRICT REPORTS Ms. Revak stated she had nothing to report. LOCAL MEETINGS ORANGE COUNTY SANITATION DISTRICT (OCSD) Director Ferryman attended the OCSD meeting held on August 24, 2011, however, there was nothing of importance to the CMSD to report. SANTA ANA RIVER FLOOD PROTECTION AGENCY (SARFPA) Director Perry reported on the Santa Ana River Flood Protection Agency meeting held earlier in the day. A field trip to Prado and Seven Oaks Dam is scheduled for October 6, 2011. Flood insurance requirements were discussed. INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC) The next ISDOC Quarterly meeting is scheduled for September 29, 2011. SPECIAL DISTRICTS INSTITUTE CONFERENCE - SEPTEMBER 2011 Director Perry reported on the Special District Institute he, President Ooten and Director Scheafer attended. SWANA EVENT AT BALBOA BAY CLUB Director Fitzpatrick reported on attending a SWANA event at the Balboa Bay Club that was very informative. OLD BUSINESS There was no old business discussed. COSTA MESA SANITARY DISTRICT PAGE S MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD SEPTEMBER 22, 2011 NEW BUSINESS There was no new business discussed. 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Ir E a a a - f !o T — - Lii 0 0 z =' j i i I W 'C I F iJI pl I T. � a) I° ICI �I �Iz z; o� �` j 'U-) 1 10 S? o s au co LV LU J �z W i f ID y c o` »- z N ti z CL I,m Q N Q z o ;cn' U m t v+ a j 0 0 w cm 0! 0 (.01 (D to C ! of O 0 0 0 0 I T >: �I �Iz z; o� �` j 'U-) ' S? o s au LV LU J W /� 0 y c »- z N ti z CL I,m Q N Q z o ;cn' U m t v+ a i0 To: From: Date: 10127111 vil. G, Vii. Costa Wesa Sanitary district ... an Independent Specia(1District Memorandum Board of Directors 4a' iJanel Jackson, Permit Technician �^C Ur October 1, 2011 Subject: REFUND REQUEST FOR BOARD APPROVAL There were no refund requests for the month of September 2011. 'oord ol'Directors Robert Owen James Fera°N^rpwn Mike Scheca „der AinTes Ft"izp atrick Arthur Nro, m”, Scott C ". C°aar°roll General b a.naager Jr.nin Revak Office Manage; Clerk of the District Robin B. rlamers District Engineer (949) 631 -1731 Akin R. Burns Legal' Counsel Marcus .D, Davis Treasurer " "tone (949) 645 -8400 "av (949) 650 -2253 6.78 lbw 19th Street Costa .`lpste, ("A 92627 -2716 ' "yrintedan Recycled Paper Meeti;" R,„?,dg !jgM_NyMber v Costa,,- .,Mesa Sain'tv'r, District October 1, 2011 Board of Directors Costa Mesa Sanitary District 628 W. 19t" Street Costa Mesa, CA 92627 -2716 SUBJECT: TRASH OCCUPANCY COUNT Dear Board of Directors: There is an increase of one for the occupancy report for solid waste collection as of October 1, 2011; therefore, the total occupancy count for October 1, 2011 is 21,533. Staff recommends the following: 1. The Board of Directors accepts the occupancy count as presented using 21,533 as the correct number of units. 2, The Board of Directors directs staff to prepare a warrant to Costa Mesa Disposal for October collection based on this occupancy report so long as the contractor fulfills the obligations of the agreement. Said payment in the amount of $197,143.23 to be ratified in the November 2011 warrant list. Sincerely, Sherry Kallab Administrative Manager cc: Costa Mesa Disposal CMSD Permit Processing Department 1' „r tits t 'W tlpil 9 ieA ) tt � 1 "lath A tN�EA P” tt �l t If& b mste, afib tl;" tvy )ffu,- �o rt7, is s BILL TO: COSTA MESA SAKI DIST AREA 9 628 W 19TH ST COSTA MESA CA 92627 IV Meeting Date Item Number C 10127111 Vi. C. 7. P. STANTON, CA 90580 -0125 TERMS: NET 10 DAYS TO PAY 9Y CHEDI I' .a ` CARD. PLEASE FILL iN (NFOR&JATION ON BAGI< OF REMITTANCE INVOICE #: INVOICE DATE: 18438 10/01/11 COSTA MESA SANI DIST AREA 9 P.O. BOX 1200 COSTA MESA CA 92627 CUSTOMER #o`: 09— 9 2 PREVIOUS AMOUNT DUE PAYMENT'S CURRENT CHARGES 'TOTAL DUE 161,503.42 --.go 1,185.92- 16Os,.317.50 Please detach here and return with your payment CHECK 4 CR TRANSFER, INC. pia,,, ,iuu 9 01 11 RESIDENTIAL WASTE 15 147.62"' 52.220 7,708.19 9/02/11 RESIDENTIAL WASTE 13 131.72/ 52.220 6,878.42 9/03/11 RESIDENTIAL WASTE 1 11.0 r 52.220 574.42 9/03/11 ADJUST TICKET FROM 9/03 11. oc 52 -220 574.42- 9/06/11 RESIDENTIAL WASTE 17 18B.1E 52.220 9,825.72 9/07/11 RESIDENTIAL WASTE 14 153.9C/ 52.220 8,036.66 9/08 /11 RESIDENTIAL WASTE B 78:4:2..D '4,095.61 9/09/1.1 RESIDENTIAL WASTE 1:5 1.63 7E 52..220 8,552.59 9/10/11 RESIDENTIAL WASTE 14 1.52 . 3 52 .:2:'.D -7,945.80 9/12/1.1 RESIDENTIAL WASTE 1.6. 151.5 -52.220 7,916.03 9/13/11 RESIDENTIAL WASTE 13 118.8c,- 52.220 6,203.74 9/14/11 RES-IDENTIAL 'WASTE; : 12 103.0 52.220 5,382.32 9115111 R.ESIDENT.IAL;: WASTE. 15 145.:5 52.220 7,603.75 9116111 RR S I P�PN T -T. - A Li .WAS'T'E 13 118.3.0 52.220. G,177.63 9/19/11 RESIDENTIAL WASTE 14 147 <.2 52.220 7,686.78 9/20/11 RESIDENTIAL WAS'PE .: .:`1.6: 15'x.`:6 52.220 8,336.40 9/21/11 RESIDENTIAL WASTE 13 127.52/ 52.220 6,659.62 9/22/11 RESIDENTIAL WASTE 14 146.6E/ 52.220 7,658.06 9/23/11 RESIDENTIAL WASTE 12 122.6 52.220 6,404.26 9/26/11 RESIDENTIAL WASTE 17 177.2 5.2.22'0 9,258.01 9/26/11 ADJUST TICKET FROM 9./26. 11...7 52.220 611.50- 9/27/11 RESIDENTIAL.-WASTE 13 134.2E,- 52..:220 7,010.54 9/28/11 RESIDENTIAL WASTE 13 128.2E:/ 52`.220 6,697.22 ; 9/29/11 RESIDENTIAL WASTE 15 158.1 6 � 52.220 8,257.55 i 9/30/11 RESIDENTIAL WASTE 12 131 . � 52.220 6,875.81 LL_____1 IF YOU HAVE ANY QUESTIONS REGARDING ANY PART OF THIS INVOICE, PLEASE CALL: ( 714) 826 — 904 9 PREVIOUS AMOUNT DUE PAYMENTS CURRENT CHARGES TOTAL DUE INVOICE TOTAL. . — - - -- - -- --� �_ -- — - -- -- (font._ 1 CUSTOMER P; INVOICE Y OVERDUE AMOUNTS SU>`:3,JECT TO FINANCE CHARGE PREVIOUS AMOUNT DUE PAYMENTS CURRENT CHANGES TOTAL DUE 00�_ .00 1 =961.85 Please detach here and return with your payment CHECK tt CR TRANSFER, INC. 9/07/11 RESIDENTIAL WASTE 1 9/08/11 RESIDENTIAL WASTE 2 9/13/11 RESIDENTIAL WASTE 1 9/14/11 RESIDENTIAL WASTE 3 9/15/11 RESIDENTIAL WASTE 1 9/20/11 RESIDENTIAL WASTE 1 9/21/11 RESIDENTIAL WASTE 4 9/28/11 RESIDENTIAL WASTE 4 9.5E/ 52.220 499.22 20.9 � 52.220 1,095.513 10.2 52.220 535.78 30.12/ 52.220 1,573.39 8.5 / 52.220 443.87 8.71/ 52.220 454.84 41:.04/ 52::220 2,143.11 42.& '� 52.220 .2,236. 045 TOTALSI 17 1 172.0 IF YOU HAVE ANY QUESTIONS REGARDING ANY PART OF THIS INVOICE, PLEASE CALL: PREV €4 §lp] DUE PAYMENT C- CURRENT CH aES CUSTOMER #: 0g_ 11 8 INVOICE # 18439 P.O. BOX 1200 OVERDUE AMOUNTS SUBJECT TO FINANCE CHARGE (714) 826 -9049 INVOKE �. 21- -s 0 Pri'l.I Q": .'�lV41. r Meeting Date Item Number 10/27/11 VI. C. & COSTA MESA SANITARY DISTRICT Warrant Resolution No. CMSD 2012 -4 A RESOLUTION OF THE COSTA MESA SANITARY DISTRICT RATIFYING THE PAYMENT OF CERTAIN CLAIMS AND DEMANDS, AND SPECIFYING THE FUNDS OUT OF WHICH THE SAME WERE PAID. THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT DOES HEREBY ORDER AND RESOLVE AS FOLLOWS: Section 1. That the attached claims and demands totaling $794,282.08 have been audited as required by law and that the same were paid out of respective funds as hereinafter set forth. Section 2. That the Clerk of the District shall certify to the adoption of this Resolution and shall retain a certified copy thereof in her own records. PASSED AND ADOPTED this 27th day of October 2011. ATTEST: Secretary STATE OF CALIFORNIA } COUNTY OF ORANGE ) ss COSTA MESA SANITARY DISTRICT ) President I, JOAN REVAK, Clerk of the Costa Mesa Sanitary District, hereby certify that the foregoing Warrant Resolution No, CMSD 2012 -4 was duly adopted by the Costa Mesa Sanitary District at a regular meeting held on the 27th day of October 2011. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Seal of the Costa Mesa Sanitary District on this 27th day of October 2011. Clerk of the Costa Mesa Sanitary District C7 l � h� rl Ri z C� o d Cu E W z .3 O U V M v z a f=. [- N M M O O O �O M m N O m 'n O O '� V'1 m CT �D M m �n n � ON N 00 m O N lrl CO 09 C� �c D\ V - O O 'n CT V N rs O 00 00 C-- [-- N d' �O M kn O O C-- 7 Q1 O m m N L� Ln 4n 00 0O 00 N ,-• --� m cY In — ^ N m O O [) tD v� -C 10 "a 'D b Z5 'O r� -010 'a y Cd Q 00 C C C C [� 0, P-� O d U C C C C 7 C C C C C C C '? V1 � O N wu.c,. mac:. 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G 10. r ( To: Board of Directors ...w Special0istfict Via: Scott Carroll, General Manager From: Marc Davis, Treasurer Date: October 27, 2011 Subject: Investment Report for the Month of September 2011 Summary Attached is the Investment Report for the month of September 2011. As required by the District's Statement of Investment Policy, the Investment Report delineates all investment activity during the month. Staff Recommendation Approve the Investment Report for the month of September 2011. Analysis This report lists the types of securities held in the District's portfolio, the institutions from which the securities were purchased, maturity dates and interest rates as of September 30, 2011. The District's investments are in compliance with the Statement of Investment Policy adopted by the Board at the July 28, 2011 regular meeting, as well as the California Government Code. The market values in this report were provided by our third party custodian, Bank of New York, except for the Local Agency Investment Fund (LAIF). The market value of LAIF was provided by the State Treasurer's Office. It does not represent the value of the underlying securities within the pool, but rather the par or cost amount, which is the amount the District is entitled to withdraw. This reporting practice is consistent with industry standard practices for similar funds. Board of Directors October 27, 2011 Paae2of3 The weighted average stated rate of return (current yield) for the District's investment portfolio as of September 30, 2011, was 1.212 %. The yield to maturity of the portfolio was 1.252 %. The District's weighted average interest rate was 83 basis points (0.834 %) above the daily effective yield of LAIF, which was 0.378% as of September 30, 2011. The weighted average number of days to maturity for the District's total portfolio was 1,043 days (2.86 years). The average duration of the underlying securities in LAIF as of September 30, 2011, which is the most current information available, was 236 days. The District's investment portfolio is in compliance with its liquidity limitations, which requires that a minimum of 20.00% of the portfolio must mature within one year. The percentage of the portfolio maturing in less than one year as of September 30, 2011 was 34.05 %. As of September 30, 2011, the District has adequate operating reserves necessary to meet its obligations for the next six months. Strategic Plan Element & Goal This item supports achieving Strategic Element No. 7.0, Finances, by ensuring the short and long -term fiscal health of the District. Legal Review Legal review is not required. Financial Review The portfolio is budgeted to earn an average rate of 1.100% for the year ending June 30, 2012. Through September 30, 2011, the portfolio has earned a weighted average interest rate of 1.205 %. With only one quarter into the fiscal year, staff anticipates that the District will be on budget with its estimated investment earnings. Committee Recommendation Review by the Investment Oversight Committee is not required this month. 2 Board of Directors October 27, 2011 Page 3 of 3 Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the September 22, 2011 Board of Directors regular meeting at District Headquarters (628 W. 19th Street) and on the District's website at www.crosdca.gov. Alternative Actions 1. Refer the matter back to staff Attachments Treasurer's Report of Pooled Cash and Investments as of September 30, 2011 3 COSTA MESA SANITARY DISTRICT Treasurer's Report of Pooled Cash and Investments September 30, 2011 Costa Mesa Sanitary District Pooled Cash and Investments by Fund September 30, 2011 CMSD Solid Waste Activities $ 4,196,455.28 Deposits Outstanding 5,616,748.96 Asset Replacement Fund Bank Balance In Transits Checks Book Balance Active Accounts: Bank of America $ 44,473.33 - 215,063.16 $ (170,589.83) CalPERS Payment - - (6,199.38) 6,199.38 Total Active Accounts 44,473.33 - 208,863.78 (164,390.45) Market Adjustment Market Value Increase Decrease Cost Investments: Local Agency Investment Fund $ 4,144,760.15 - - $ 4,144,760.15 Money MarkeVSweep Account 1,019,455.59 - - 1,019,455.59 Federal Agency Securities 10,010,310.00 - 10,110.00 10,000,200.00 Total Investments 15,174,525.74 - 10,110.00 15,164,415.74 Total Pooled Cash & Investments $ 15,218,999.07 $ - $ 218,973.78 $ 15,000,025.29 Costa Mesa Sanitary District Pooled Cash and Investments by Fund September 30, 2011 CMSD Solid Waste Activities $ 4,196,455.28 CMSD Liquid Waste Activities 5,616,748.96 Asset Replacement Fund 209,071.05 Asset Management Fund 4,977,750.00 Total Pooled Cash & Investments $ 15,000,025.29 10/14/11 Marcus D. Davis Date Treasurer /Director of Finance 1 COSTA MESA SANITARY DISTRICT Investment Activity Summary September 30, 2011 Total investments outstanding as of August 31, 2011 Additions: Gain on sale of investment Investment purchases Deductions: Investment maturity /sale proceeds Loss on sale of investment Investments called Net increase (decrease) in Sweep Account Net increase (decrease) in LAIF Total investments outstanding as of September 30, 2011 2 $ 15,960,285.62 3,000,000.00 (2,000,000.00) 19,130.12 (1,815,000.00) $ 15,164,415.74 c a� E E O L) 'D i y O � C M W u O I L r- 10 1'- O IN L� CV CD T-� C lfj Lo cA C2 Ca A t- CD CD O LO (m M Co C C cF Lo N L() N r N I C C: c U N O a) 2 0 N LL ¢ CL Y Q CD 1 C: c 0 aim CO ca co ocz a �O E 3mmco mf.V- E 0 � co 0 2 cl (z cl 2 co � c ° -i J - U -J __j zLLLL =z = = =z =z ¢o�czivi�m�m�mia f... L L L L L L � -O -� ..., J m L L� LL LL LL LL LL LL LL LL LL n(DLoLOM"tt`r COr d as cm (o d3: N Lid !_ � r M m N Ln N m N Li n LL LL 3 C C M M Cj C(D "t M Nt O� CD U Z r r M [`) M V) co CT M co M CO M M M M L j M M Cf) r C) rn ed a) m LL a Cll L C a� CA N a) M m m 0 0 0 0 0 0 0 0 0 0 d ++ r 0 0 0 0 0 C O O C7 Q Q n C 0 0 0 O O O O O O O O O LO a) (00007000no000 r E m r,'q�QQQLnoQL",,o00 tr + O d O) o CD o 0 o C� m 0 0 0 It ;U vt- 0000000000 (D r_ O O O O C7 C CL O O O O d T T T r r T r T T T �r Lo T N H C) C C 0 0 0 0 0 0 0 0 0 0 0 0 H CL .r 0 0 0 0 0 0 0 0 0 LO Q O N M W nQLn00LOLOCD*ItN LC)O W O CO O N r Cl +- N C) Ln cD N O a T ' r (m) O CD r N N N d N Eo a N Ch `!+ d' LO LO Q (D CD (D CD (D (D Z � a) W � '�' r r r T T cu co Ln r co Op CD CD M O N co N C C C= 0 N N N N N N d r r co C_Q n C� Lo O M O {Q to C. ra00000000 W a n' C Q a1 E a) U) CD N d T T T T T T T r T 1- co n LA r 00 CO CD M O N CAD O U c c r c— N N N N N N U c To`nOOO00000 CL L C C: c U N O a) 2 0 N LL ¢ CL Y Q CD 1 C: c 0 aim CO ca co ocz a �O E 3mmco mf.V- E 0 � co 0 2 cl (z cl 2 co � c ° -i J - U -J __j zLLLL =z = = =z =z ¢o�czivi�m�m�mia f... L L L L L L � -O -� ..., J m L L� LL LL LL LL LL LL LL LL LL n(DLoLOM"tt`r COr d as cm (o d3: N Lid !_ � r M m N Ln N m N Li n LL LL 3 C C M M Cj C(D "t M Nt O� CD U Z r r M [`) M V) co CT M co M CO M M M M L j M M Cf) r C) rn ed a) m LL a Cll L C a� CA N a) M COSTA MESA SANITARY DISTRICT Summary of policy Limitations September 30, 2011 % of portfolio maturing under one year % of portfolio maturing over one year 34.05% 65.95% 100.00% Maximum % Unlimited Unlimited Unlimited Unlimited Unlimited Unlimited Unlimited Unlimited Unlimited 25%(1) 25% 25%(1) 25%(1) 20%(1) 40,000,000 20% 10% per fund (2) no less than 20% (1) Further limited to 10% in any single issuer (2) Also limited to 20% in total. *These securities are not considered for purchases: SSA, GNMA, TVA and SALLIEMAE 4 Current % of Market Value Description 09/30/11 U.S. Treasury Bills 0.00% U.S. Treasury Notes 0.00% Federal Agency Issues: FICB 0.00% FLB 0.00% FHLB 13.27% FHLMC 19.77% FNMA 19.73% FFCB 13,21% Other * 0.00% Banker's Acceptances 0.00% Certificates of Deposit 0.00% Negotiable Certificates of Deposits 0.00% Commercial Paper 0.00% Medium Terra Corporate Notes 0.00% LAIF (Local Agency Investment Fund) 27.31% Shares of Benefical Interest 0.00% Money Market/Mutual Funds (Sweep Acct) 6.72% Total 100.00% % of portfolio maturing under one year % of portfolio maturing over one year 34.05% 65.95% 100.00% Maximum % Unlimited Unlimited Unlimited Unlimited Unlimited Unlimited Unlimited Unlimited Unlimited 25%(1) 25% 25%(1) 25%(1) 20%(1) 40,000,000 20% 10% per fund (2) no less than 20% (1) Further limited to 10% in any single issuer (2) Also limited to 20% in total. *These securities are not considered for purchases: SSA, GNMA, TVA and SALLIEMAE 4 d T F U = d } � 4 N Q � o F m CO) a E N � a > N iC1r17 a c Q o F U r v m 0 O E U m C C C O 0 O N CA 0 == J J J p a �t7 U) LL LL COd LL LL LL m 0 LL LL LL LL LL LL Li C m 0 0 0 cn Owl C N m (D 0)com tm v m $ a T) 0 c m ca Cd s ¢9a O O Y Y O r 'C r m m m ql O7 07 C C O OI LL r2 C7 J ti O J N f4 /d Ld n N °o o a N r r 6 m m U r j m m m a M a X 2 2 m S edd co 0 L=d � N d O y Ln LO rn rn o 0 0 0 0 0 0 O O 0 0 0 0 o v r LQ Ln C? q C O C� O 0 0 0 0 0 0 0 o r• m m m O (D 0 LO LO 0 0 LL? 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SAS y� Ott t ��! t 0 °! doe "A r !o ZO W G �0% i r y° of 2e - - o. 2� oe �i 2 oW o r % i e, 0'. oz e O O d O p 1(1 O In O � p -01 N N Y r o 6 G Meet to Item Number Memorandum To: Board of Directors Via: Scott Carroll, General Mana From: Teresa Gonzalez, Accounting Manager -f �" Date: October 27, 2011 Subject: Quarterly Budget Report Summary The following report is a brief analysis of District expenditures for the first quarter (July — September) of the fiscal year. Staff Recommendation That the Board of Directors receive and file this report. Analysis Overall, the solid and liquid waste funds are projected to have a surplus by the end of the fiscal year. The Solid Waste Fund is projected to have a surplus balance of $1,509 and the Liquid Waste Fund is projected to have a surplus balance of $231,942. Please see attached report for more detail analysis. The next quarterly budget report will be presented to the Board on January 26, 2012. Stratecic Element & Goal This item supports achieving Strategic Element No. 7.0, Finance Goal No. 7.1, Develop quarterly budget reports. Legal Review Not applicable. 1Trotecting our community's health and the environment by providing soCdwaste andsewer coffection services uw w. crosdca.gov Board of Directors October 27, 2011 Page2of2 Financial Review See attached report. Committee Recommendation Not applicable Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the October 27, 2011 Board of Directors regular meeting at District Headquarters and on District website. Alternative Actions Refer the matter back to staff for additional information. Attachments A: Quarterly Budget Report (July — September, 2011) SOLID WASTE FUND As of September 30, 2011 Account Name: Solid Waste Prepared by: Teresa Gonzalez EXECUTIVE SUMMARY Account # 10- 000000 Attached, please find the latest budget expenditure analysis for the Trash maintenance operating budget. The projections in this budget are based on run rates in some accounts and known or anticipated spending in others. Please see budget account information below for additional detail. 11 -12 11 -12 11 -12 11 -12 Original Carry Adjustments Working Budget Forward Bud at $5,348,640 $0 $0 $5,348,640 The annual working budget for this fund is $ 5,348,640, To date we have expended $1,131,060 and are projecting full year expenditures to be $5,347,131 for a projected year -end balance of $1,509 resulting primarily from salaries and benefits projected to be approximately $10,660 below budget, with an offset in savings in the contract services and anti - scavenging accounts, which are projected to be approximately $11,600 over budget. There is a projected non -use of the adjusted annual contingency in the amount of $1,750. The following sections provide summary information about the status of any given account number that may need additional clarification. Please feel free to contact me if you have any questions or need additional Information about this report. PERSONNEL Overall, personnel expenses are estimated to be under budgeted amounts by approximately $10,660. This is primarily a result of the delay in hiring of the Office Specialist I position, pending completion of the administrative proceedings in establishing a 2"d tier pension plan. M &O M&O accounts are expected to come in over planned budget levels, in the amount of $1,150. The major components of this projected year -end deficit are described in more detail below: • The savings In the personnel expenses is somewhat offset by an over budget in the contract services account in the amount of $3,600 due to the need to staff the Office Specialist I position with temporary staff. The annual contingency account has a remaining adjusted balance of $1,750. The original budget of $8,650 was reduced with budget transfers to provide funding for attendance at the SWANA conference ($4,400) and for govDelivery consulting services ($2,500). SPECIAL PROGRAMS The anti - scavenging program is projected to be over budget by approximately $8,001. The original budget was $10,000 with a subsequent budget transfer from the capital outlay account in the amount of $10,000 for a total current budget of $20,000. The $20,000 only appropriates funds for the purchase of lockable containers. During the final year of the annual large item pickup, the program incurred trash hauling expenses of $8,001 paid to CR &R. These trash hauling expenses were charged and posted to the anti - scavenging program. At the time of the budget preparation an approximate amount of trash hauling expenses was unknown due to the pending discontinuance of the annual summer large item pickup. CAPITAL OUTLAY It is projected that the entire capital budget in the amount of $47,100 will be expensed by year end. The capital equipment or outlays that have been expensed as of September 30, 2011 are: • Conference room visual board, $210 LIQUID WASTE FUND As of SepternbeT 30, 2101 Account Name: Sewer Maintenance Prepared by: Teresa Gonzalez EXECUTIVE SUNIMARY Account # 20- 000000 Attached, please find the latest budget expenditure analysis for the Sewer maintenance operating budget. The projections in this budget are based on run rates in some accounts and known or anticipated spending in others. Please see budget account information below for additional detail. 11 -12 11 -12 11 -12 11 -12 Original Garry Adjustments Working Budget Forward Budget $5,266,445 $0 $0 $5,266,445 The annual working budget for this fund is $5,266,445. To date we have expended $2.260,766 and are projecting full year expenditures to be $5,034,503 for a projected year -end balance of $231,942 resulting primarily from the salaries and benefits projected to be approximately $29,950 below budget and the projected non -use of the adjusted annual contingency budget in the amount of $191,992. The following sections provide summary information about the status of any given account number that may need additional clarification. Please feel free to contact me if you have any Questions or need additional information about this report. PERSONNEL Overall, personnel expenses are estimated to be under budgeted amounts by approximately $29,950. This is primarily a result of the delay in hiring of the Office Specialist I and Maintenance Worker positions, pending completion of the administrative proceedings in establishing a 2 "d tier pension plan. M &O accounts are expected to come in under planned budget levels, providing a total balance of $201,992. The major components of this projected year -end balance are described in more detail below: The savings in the personnel expenses is somewhat offset by an over budget in the contract services account in the amount of $5,000 due to the need to staff the Office Specialist I position with temporary staff. The liability insurance account is projected to be below budget by $15,000 due to conservative premium estimate calculations used during budget preparation. • The annual contingency account has a remaining adjusted balance of $191,992. The original budget of $285,117 was reduced with budget transfers to provide funding for root abatement and hot spots repairs ($80,625), feasibility study of installing generators at selected pump stations ($10,000), and for govDelivery consulting services ($2,500). CAPITAL OUTLAY It is projected that the entire capital outlay budget in the amount of $298,900 will be expensed by year end. The capital equipment or outlays that have been expensed as of September 30, 2011 are: (2) Motorola two -way radios, $3,480 • Architectural design services -- Headquarter remodel, $14,831 • Architectural design services — Backup generator, $300 • Records management system equipment, $13,560 • Fire damaged equipment replacement, $21,260 T G � N Qm 4 a a o0 C p 8 8 L K O sit Qy� S N d QQ �ffimEW RQ R 5�5� y� 55�� 55�� 55�� 5r�� gg 55�� pS a�'gS�S�2525 °�aS��KKi��tSry� °p� S ss qq 5s� $ g S g V R6 °� W ry ry 6 `i 1�.j Inns �tOj N R b N A m m N r A e Po w 2 m ��y m ~ N •- p R. a4 d r lti r o IVV acv poi AN r+ V r e['VO N N r Y] r r � LL [V Y n y� ts.3 �1 ';+IP+YINN WWr [c,VV "�Y/ S V 1 Y iVy 54 1 .O l Ifi h OI � n M° Q � N O� O O O O g P G m tG p O� p' �� m m° ° S *S ♦ D 1� ° YY,( °° W�� qP Cq w p�p� r S LD N r T N YF �ya�6n$gry��$rr id °�`$ °�5�� °u�i3�K,KiK�t6' �F °n 8 $ 25252525 °�S� °� i3 m T p s 8 pO S pp pp S g o pp S p S S S �y pp p S S Gp pp p6 8 S N R� O O O E'b N O! 1� N tlj O 10 H Yf � ° � '• C O O O p N O ° H m N —V p° p� 7 f W' M- W 1p N 9i r p W- 01 N N y n N all a tl� N T7 O � � N Q � M gm J 9 CD a W N c d g N dr a N s moo/ yO� Spp py 8 pp pp p 8(�8 pp qp 8S8pQ pQ pp S O CIE O t SSS N �Oi O pN pp 10 ^L Le M q; ggQQ�� u�u�gg if °.ra id no �o 1 2S °inovm.nvv.gi o n GS25Kmm R o v Q 4CL 0. ao H» .a .- r 4 M a e o m o w .- N q tr] m f+ N l'i of lD (� n N r N K� m t0 8 f] N• Ci o 1}•L N N $ g �� e N e3 �N V m di `S to N le uS ° v ICE °vio� go��' O°�o �Y4�v`a�m'q�"�`�° r N + 5 r s7 M � emi eYi�in iym�„'e�a°�i° gg QQ �M W W n m.- h w a m ri vtim mcJ t,f nS m e m � N S n °mM "�r 9OHM��8 '0 m9cfi _ g -Vs -9 u`i pi fir A..9$ N M r � rrWpp g a! 0 m c Solid Waste Fund Estimated Actual FY 2011 -12 $5,347,131 FY 11 -12 Estimated Actuals Personnel Administration $% 4% Capital Outlay ,I j 1% Special Programs 2% Recycling/Disposal 41% Solid Waste Fund Working Budget FY 2011 -12 $5,348,640 FY 11 -12 Working Budge�Personnel nistration 4% Capital Outlay 1% Programs 2% Recycling/Disposal 42% Solid Waste Fund Actuals FY 2010 -11 $5,157,729 Liquid Waste Fund Estimated Actual FY 2011 -12 $5,034,503 Liquid Waste Fund Working Budget FY 2011 -12 Liquid Waste Fund Actuais FY 2010 -11 $3,040,741 NJ etlna &i. r rtgr N er To: Board of Directors From: Scoff Carroll, General Manage,, - Date: October 27, 2011 Subject: Strategic Plan Progress Report — 2011 -12 15t QTR Summary On May 27, 2010, the Board of Directors adopted the Costa Mesa Sanitary District Strategic Plan for Fiscal Years 201015. The Plan is a top level planning document that will set clear direction over all operational aspects of CMSD's mission. It serves as a framework for decision making over the next five years. Staff Recommendation That the Board of Directors receives and files this report. Analysis To ensure staff is remaining focus on completing the strategic elements and goals identified in the Strategic Plan, a quarterly progress report was established. The quarterly report is also helpful in determining the progress being made to achieving CMSD's mission, vision and core values. Attached for your review is the first quarterly progress report for Fiscal Year 2011 -12 that identifies the progress staff made for completing the strategic goals during July through September 2011. This report, along with the quarterly reports for Fiscal Year 2010 -11, is now available on the District's website for public review. The reports can be found in the "Strategic Plan" page of the website. Staff will continue moving the organization forward to achieving its mission and vision and core values. The next progress report will be presented to the Board in January 2012, Strategic Element & Goal This item supports achieving the Costa Mesa Sanitary District Strategic Plan for Fiscal Years 2010 -15. Trotecting our cond,munity's health and the environment by providing sotidwaste arndsewe -r coflection services, www, crosdca.gov Board of Directors October 27, 2011 Page 2 of 2 Legal Review Not applicable Financial Review Not applicable Committee Recommendation Not applicable Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the October 27, 2011 Board of Directors regular meeting at District Headquarters and on the District's website. 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Q Q Q C - � m U v �J Ll L7 UO N 31 Q o 0 0 0 C, ` � U to to hq by O u t s s O m CL n, 0 z 0 z a z 0 z v co r 3 Q/ r CD c o aj i LL w to a L n N a c u m �( v 0 n o CP CL cu m O m CU �. 0 a C 4= C m _ V _@ m U C N m 40 CL CLI L 41 + aj r-1 "pp y j N j E j LL H N N +�+ �j °1 C n 0° a M > Lu U ` © 0 Q oA m Ln �n N d N cu ['q 0 V C Lfl Q- a v~i w >- � J a l/l C Q W 0 Q' N LL Z p w O VQT Q c J n s 0 [aJ U J m ) C C7 w a H ci € UU c~i7 C7 D r To: Board of Directors From: Scott Carroll, General Manager" Date: October 27, 2011 Subject: Board of Directors Health Benefits Summary Currently, the Board of Directors does not receive health benefits from the District. Recently, the Board directed staff to research and report back the costs to add Board members to the District's health plan. Staff Recommendation That the Board of Directors gives staff direction regarding health benefits for the Board Analysis Under the Public Employees' Medical and Hospital Care Act ( PEMHCA), government agencies are required to pay a portion of public employees and elected officials health premiums. Specifically, PEMCHA states: "In order to participate, public agencies must agree to the regulations covering provisions of the benefits under PEMCHA. A key consideration is that the employer must agree to provide access to the health benefits to both active employees and annuitants on an equal basis. This means the employer is required to make specified and equal contributions towards premium costs for active employees and annuitants. The contribution levels are set in statute." The District covers more than the minimum for staff due to the Cafeteria Plan allowance of $799 to $1199 per month. If the Board desires to participate in the District's health plan, the District must make the minimum contribution. The minimum contribution amount is adjusted annually to reflect any change in the medical care component of the CPI. The minimum employer contribution for 2011 was $108. In January 2011 the annual percentage change in the CPI medical care component was 3.4 %, so the minimum contribution rate for 2012 will be $112.00. Trotecting our community s heafth and the environment by prong sofidwaste andsewer coffection services. wu)w. cnzsdca.gov Board of Directors October 27, 2011 Paae 2 of 2 If the Board wants to proceed by participating in the District's health plan, a resolution must be adopted by the Board in which staff will present for approval consideration on November 17, 2011. Strategic Element & Goal Not applicable Legal Review Not applicable Financial Review The minimum annual cost for the Board of Directors to participate in the District's health plan ranges from $1,344 to $6,720 depending on how many Board members participate. However, based on a conservative 3% CPI increase for the medical care component, the cost will increase to $1,754 to $8,770 in ten years (2021). If the Board prefers the same Cafeteria Plan for District employees the annual cost will range from $9,588 to $52,740. Attached is the CaIPERS 2012 Health Care Premiums for the District. There is sufficient money in the FY 2011 -12 Budget to pay for these expenses. Committee Recommendation Not applicable Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the October 27, 2011 Board of Directors regular meeting at District Headquarters and on the District's website. Alternative Actions 1. Refer the matter back to staff. Reviewed by: 4 Sherry Kallab Administrative Manager Attachments A: 2012 Health Premium CaIPERS Attachment A CaIPERS 2012 Health Rates Health Care Provider 2011 Mthly 2012 Mthly Dollar % Prem Prem Difference Difference Blue Shield - 1 Party 3041 $ 567.87 $ 583.60 $ 15.73 2.77% Blue Shield - 2 Party 3042 $ 1,135.74 $ 1,167.20 $ 31.46 2.77% Blue Shield - 2+ Party 3043 $ 1,476.46 $ 1,517.36 $ 40.90 2.77% Blue Shield Net Value - 1 Party 0641 $ 488.62 $ 501.93 $ 13.31 272% Blue Shield Net Value - 2 Party 0642 $ 977.24 $ 1,003.86 $ 26.62 2.72% Blue Shield Net Value - 2+ Party 0643 $ 1,270.41 $ 1,305.02 $ 34.61 2.72% Kaiser - 1 Party 3081 $ 477.95 $ 512.76 $ 34.81 7.28% Kaiser - 2 Party 3082 $ 955.90 $ 1,025.52 $ 69.62 6.79% Kaiser - 2+ Party 3083 $ 1,242.67 $ 1,333.18 $ 90.51 6.79% PERS Choice - 1 Party 3231 $ 516.28 $ 526.19 $ 9.91 1.92% PERS Choice - 2 Party 3232 $ 1,032.56 $ 1,052.38 $ 19.82 1.92% PERS Choice - 2+ Party 3233 $ 1,342.33 $ 1,368.09 $ 25.76 1.92% PERS Select - 1 Party 0821 $ 451.48 $ 446.68 $ (4.80) -1.06% PERS Select - 2 Party 0822 $ 902.96 $ 893.36 $ (9.60) -1.06% PERS Select - 2+ Party 0823 $ 1,173.85 $ 1,161.37 $ (12.48) -1.06% To: Board of Directors From: Scott Carroll, General Manager, Date: October 27, 2011 Subject: First Amendment to Agreement — CR &R, Inc. Summary The Board of Directors recently approved revising the District's Large Item Collection Program by discontinuing the summer event and replacing it by allowing residential customers three (3) large item pickups per calendar year. An amendment to the existing agreement with CR &R is required. Staff Recommendation That the Board of Directors approves the First Amendment to Agreement with CR &R Analysis It is evident from the 2011 Large Item Collection Program that scavengers are keen to the timeframe of this event as the District experienced the lowest credit for white goods in the past ten years. In 2011, the District received a credit of $1,478, which is far below to offsetting the cost of this program, which was $9,478 bringing the net cost to $8,000. To discourage scavenging, increase participation of the program, as well as increasing the District's revenues for recycled goods, the Board decided to discontinue the summer event, which runs from June 24 through August 20, and instead offer residents 3 large item pickups at any time throughout the calendar year. Residents can place up to ten (10) large items at each pickup. In regards to the credit for recycled goods, CR &R has agreed to pay the District an annual payment for the salvage value of metallic and white goods collected in 2008, 2009 and 2010 of the program, which totals $17,171. The value for the last ten years averaged $9,537 per year. T�'otecting our community s health and the environment by providing solidwaste andsewer co[fection services. www. crosdca.gov Board of Directors October 27, 2011 Page2of2 Attached is an amendment to the Agreement that changes the scope of work for large item collections. The amendment also changes the delivery charge for additional containers. Currently, if a resident wants an additional container, a delivery charge of $55 to $70 (depending on the container size) is applied. The amendment stipulates that a delivery charge will not be applied for additional and/or new and/or replacement containers. A rate of $8 per month will still apply for a third or more containers. Strategic Element & Goal This item complies with the objective and strategy of Strategic Element 2.0, Solid Waste, which states: Objective: "Our objective is to manage the collection and recycling of residential trash in the most economical and environmentally friendly way." Strategy: "We will do this by looking for ways to improve efficiencies, achieve high customer satisfaction, and considering prudent new recycling methods." Legal Review District Counsel has reviewed and approved the First Amendment to Agreement with CR &R. Financial Review Actual cost is unknown at this time. The total combined cost for 2008, 2009 and 2010 was $9,565; however, because residents can now dispose up to 30 large items per year, the costs may likely increase. The revenues received from CR &R ($17,171) will help offset the cost of the program. Committee Recommendation Not applicable Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the October 27, 2011 Board of Directors regular meeting at District Headquarters and on the District's website. Alternative Actions 1. Refer the matter back to staff. Attachments A: First Amendment to Agreement with CR &R, Inc. FIRST AMENDMENT TO AGREEMENT BETWEEN COSTA MESA SANITARY DISTRICT AND CR &R INCORPORATED FOR SOLID WASTE AND RECYCING SERVICES FIRST AMENDMENT to Agreement between the Costa Mesa Sanitary District and CR &R Incorporated (CR &R) for collecting residential solid waste ( "AGREEMENT ") is made and entered into this day of , 2011, by and between the Costa Mesa Sanitary District, hereinafter referred to as DISTRICT, and CR &R, hereinafter referred to as CONTRACTOR. WITH ESSETH: WHEREAS, on JuJy 20, 2006, the DISTRICT and CONTRACTOR entered into AGREEMENT for collecting residential solid waste within DISTRICT service area boundaries; and WHEREAS, the DISTRICT desires to amend the services provided by CONTRACTOR and amend the charges for containers; and WHEREAS, the CONTRACTOR has agreed to the amendment as provided hereinafter; and WHEREAS, by this First Amendment, the DISTRICT and CONTRACTOR hereby amend the Agreement as provided hereinafter; NOW, THEREFORE, the Agreement Is amended as of the date hereof as follows: 1. The Agreement is hereby amended by adding Section 4.E, to said Agreement to read as follows: E= 'Large Items' means solid waste that cannot and/or would not typically be accommodated within a trash container including specifically: furniture (including chairs, sofas, mattresses, and rugs); appliances (including refrigerators, ranges, washers, dryers, water heaters, dishwashers, plumbing, small household appliances and other similar items, commonly known as 'white goods'); yard debris, green waste and small pieces of wood limited to one cubic yard of contained material; scrap metal including but not limited to aluminum, Iron, stainless steel and copper; and clothing. Large Items do not include car bodies, tires, construction and demolition debris or items requiring more than two persons to remove. Other items not specifically included or excluded above will be collected provided that they are not more than eight feet in length, four feet in width, or more than 150 pounds. In the event a question ever arises as to whether a specific item or category of items meets the definition of Large Items, the 1 DISTRICT shall be responsible to determine when said definition shall apply, which determination shall be final and binding on the Parties." 2. Section 11,C, of the Agreement is hereby amended by deleting this section in its entirely and rep[ac€ng It with the following: C. Container Charges. A container charge shall be implemented for 'additional' containers (three or more) at a rate of $8 per container per month, or as the parties may later agree, said charge includes the cost, collection, and delivery of the containers, CONTRACTOR will not charge a dellvery fee for additional containers nor will the CONTRACTOR charge a delivery fee to existing and /or new customers that are requesting new and /or replacement containers. CONTRACTOR will comply with DiSTRICT'S Operations Code, Section 7.01.054. Bi][Ing for additional containers shall be by CONTRACTOR or an independent bonded billing service, as DISTRICT may direct. CONTRACTOR is entitled to fourteen percent (14%) of the money collected for the additional container charge. The DISTRICT will retain the remaining elghty -six percent (860) of the revenues generated from the additional container charge and said revenues will be used at the DISTRICT's discretion. Prior to the end of each fiscal year throughout the term of this Agreement, DISTRICT and CONTRACTOR shall review in good faith the status of the Additional Container Charge Program. This review shall include, but is not limited to the following: total revenues generated and distributed between parties relative to establishing rate stabilization and the stated goal of charging an average rate for customers that are charged within the County; o CONTRACTOR costs of administering and operating the Program; and Rev €ew of customer overall satisfaction. 3. Section 15.D. of the Agreement is hereby amended by deleting this section in its entirely and replacing it with the following: D. Lame Item Pickup. CONTRACTOR shall provide Large Item Pickup service to all DISTRICT residential customers subscribing to service. Each residential customer shall be entitled to three (3) Large item pickups per calendar year at no additional charge. Customers may put out up to ten (10) Large Items at each pickup. CONTRACTOR may Instruct customers to provide CONTRACTOR with a minimum of one business day's notice for the items which shall be collected on the customer's regular collection day, CONTRACTOR shall collect all Large items as defined in Section 4.E. The following provisions shall apply to this program: • No single item that cannot be handfed by two workers will be accepted. • The Following items will not be picked up: tires, asphalt, car bodies, chemicais, hazardous waste, concrete, oii drums, paint cans, building materials or soil, The DISTRICT shall receive an annual payment from CONTRACTOR for the remainder of the term of this Agreement and any extensions of said Agreement thereafter for the salvage value for metallic and white goods collected in the summers of 2008, 2009 and 2010 (17, 171).° 4. The term of this First Amendment shall become effective upon its adoption. 5. Except as specifically amended by the terms of this First Amendment, all provisions of the original AGREEMENT shall remain In full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this First Amendment to be executed this day and year first above written. COSTA MESA SANITARY DISTRICT CR &R INCORPORATED Robert 1.Ooten, President Dean Ruffridge, Senior Vice Wsldb Mike 5cheafer, Secretary ATTEST: District Clerk APPROVE AS TO FORM: District Counsel 3 Memorandum, To: Board of Directors Via: Scott Carroll, General ManaF" From: Teresa Gonzalez, Accounting Manager mm Date: October 27, 2011 Subject: Capital Improvement Projects Carryover Request — Fiscal Year 11 -12 Summary Each year, in conjunction with the approval of the operating budget, the Board of Directors approves a capital improvement project (CIP) budget. The nature of capital improvement projects is such that their scope and size inherently precludes them from being completed within the fiscal year in which funding was initially appropriated. Additionally, all appropriations lapse at the end of each year. Therefore it is necessary to request the unspent capital improvement project appropriations be carried over in the subsequent fiscal year. Staff Recommendation Staff recommends the Board approve the carryover of capital improvement project appropriations in the amount of $2,996,756 from fiscal year 2010 -2011. Analysis Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Description . Car forward FY 11 -12 200429 Bristol Street Pump Stn $ 589,522.00 200601 Westside Pump Stn $ 994,521.00 200885 Systm Wide Repair Grade 5 — Phase 1 $1,000,738.00 200888 GIS System $ 87,663.00 200889 Rehab of 6 Swrs $ 324,312.00 Total $2,996,756.00 (Protecting our community's health and the environment by pwvirl'i ffig so1idv,,' Ts"r andseiver collection services. zryarw. crosdl: a.gov Board of Directors October 27, 2011 Page 2 of 2 All projects with the exception of the Westside Pump Station Abandonment and System Wide Repairs are anticipated to be completed in the Fiscal Year 2011 -12. Strategic Element & Goal This item supports achieving Strategic Element No. 7.0, Finances, by providing financial resources to fund current and planned operations and projects. Legal Review Not applicable Financial Review The total amount to be carried over is $2,996,756. The funding for the projects listed above was approved in the Fiscal Year 2010 -11 Budget. Committee Recommendation Not applicable Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the October 27, 2011 Board of Directors regular meeting at District Headquarters and on District website. Alternative Actions 1. Refer the matter back to staff Memorandum To: Board of Directors Via: Scott Carroll, General Manage w� From: Teresa Gonzalez, Accounting Manager a' Date: October 27, 2011 Subject: Re- appropriation of Funds from FYI 0-11 to FY 11 -12 Summary Last fiscal year several District projects were not completed. All appropriations lapse at the end of each year, therefore it is necessary to request the unspent budget appropriations be carried over into Fiscal Year 2011 -12. Staff Recommendation Staff recommends the Board approve the following expenditure carryovers: • $ 33,100 for the balance of the fire damaged equipment to be replaced. • $ 6,720 for consulting services for the completion of the Records Management System. • $ 32,100 for purchase of equipment for the Records Management System. • $ 97,675 for unspent AB939 grant funds. In addition, staff recommends the Board approve the following revenue carryovers: • $449,643 to be received from the Orange County Development Agency upon the completion of Project 129 - Bristol Street, and • $ 97,675 of AB 939 recycling grant revenue to be received for the joint agency agreement to provide compost bins and presentations to schools and the community. J rotecting ourco�rrrir u-nity's health andifiv r ^�nviroirttr� ^��ut by providing soldwaste andsewercoliktion services. www, r nisdca.go•v Board of Directors October 27, 2011 Page 2 of 3 Account Account Number Increase Decrease Capital Outlay 20- 200001 -4795 $ 33,100 Retained Earnings 20- 000000 -2990 $ 97,675 $ 33,100 Account Account Number Increase Decrease Professional Services 10- 100000 -4200 $ 670 Retained Earnings 10- 000000 -2990 $ 97,675 $ 670 Professional Services 20- 200000 -4200 $ 6,050 Retained Earnings 20- 000000 -2990 $ 6,050 Account Account Number Increase -Decrease— Capital Outlay 10- 100000 -4795 $ 3,200 Retained Earnings 10- 000000 -2990 $ 97,675 $ 3,200 Capital Outlay 20- 200000 -4795 $ 28,900 Retained Earnings 20- 000000 -2990 $ 28,900 Account Account Number Increase Decrease Grants 10- 000000 -3405 $ 97,675 Recycling Grant AB 939 10- 100010 -4420 $ 97,675 . . . . . . . . . . . . . . . . . . . . . . . Account Account Number Increase Decrease From Other Agencies 20- 000000 -3400 $449,643 Retained Earnings 20- 000000 -2990 $449,643 . . . . . . . . . . . . . . . . . . . . . . . Analysis The requested appropriations were approved as part of the 10111 Fiscal Year Budget for projects that were delayed beyond the 10111 fiscal year. All funds should be expended and all projects completed in the current fiscal year with the exception of the AB 939 recycling grant. Strategic Element & Goal This item supports achieving Strategic Element No. 7.0, Finances, by providing financial resources to fund current and planned operations and projects. Legal Review Not applicable Financial Review The total amount to be carried over is $169,595 of budgeted expenditures and $547,318 in carryover revenues. Board of Directors October 27, 2011 Page 3of3 Committee Recommendation Not applicable Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the October 27, 2011 Board of Directors regular meeting at District Headquarters and on District's website. Alternative Actions 1. Refer the matter back to staff NA Z'' 0 M, Was M M, M, To: Via: From: Date: Subject: Summary Board of Directors Scott Carroll, General Manage "' AJ Cully, Management Analyst;',ws October 27, 2011 Catalog Choice — Prevent Unwanted Junk Mail Junk mail is an issue that affects every one of us. It comes at a tremendous cost to the environment, endangers our sense of privacy, shares personal information and puts us at risk for identity theft. More than 109 billion pieces of junk mail are produced and distributed in the United States every year with 44% discarded prior to being read. Even though most junk mail can be recycled, one -third of it still ends up in our landfills. Catalog Choice has developed an innovative online service that allows residents to reduce the amount of unwanted junk mail delivered to their homes. They are the largest independent mail preference registry in the U.S. servicing over 1.4 million households. Since its launch in 2007, Catalog Choice has delivered 19 million opt out requests to over 4100 companies for catalogs, credit card and financial offers, coupons, circulars, phonebooks and other advertising mail. Their process is easy, secure, and effective. To sign up for the program, residents will be directed to the CMSD website. There they will click on a mailbox linked to Catalog Choice, create a consumer account and select the companies they do not want to receive mail from. Catalog Choice will work on the resident's behalf to deliver opt out notices and keep track of the company's confirmation to ensure requests are honored. If a specific title is not included in the Catalog Choice database, the resident can suggest it and it will be added to the service. (Protecting our coca imun.ity s health 6y providing soLicfwaste andsewer coffection seances crosdca.gov Board of Directors October 27, 2011 Page 2 of 3 Staff Recommendation Staff recommends the Board approve the proposal from Catalog Choice to implement a junk mail management program for CMSD residents. Analysis Entering into a partnership with Catalog Choice is a tremendous step on the road to achieving Zero Waste objectives. By promoting a program for unwanted mail, the CMSD has the opportunity to facilitate a change in behavior and dramatically reduce waste by stopping it at the source. The program will cost the District $4,000 per year. Currently, there are 640 households participating, which reflect 1.6% of all households within the City of Costa Mesa, including multi- family. At a 5% participation rate or 2,036 households, the program will break even. This goal should be easy to achieve in one year with a strong public outreach effort. Catalog Choice will work closely with the CMSD to drive awareness and promote the program through a variety of outreach materials. From a resource perspective, this program will remove approximately 122,822 pounds of paper from the waste stream by the end of Year 1 and 243,645 pounds by the end of Year 3, thereby offsetting disposal costs by $3,200 after the first year. If approved, the "Stop .funk Mail for GOOD! Good for you. Good for the planet." campaign will be launched and available to residents by November 15, 2011. The dedicated web page is developed and maintained by Catalog Choice and will consist of our new banner, CMSD logo, relevant local information and two customizable advertising slots to promote other CMSD programs. Other benefits of working with Catalog Choice include: Citizen engagement: Provides a free and easy way for Costa Mesa residents to reduce their ecological footprint and set a good example for their children. CMSD Website Exposure: Greatly increases the traffic to our new website where we can promote other sustainability programs, highlight new website features, and make important announcements pertaining to our community. Customer Service: Catalog Choice operates their website 24 hours a day, seven days a week. They will manage and respond to all customer service inquiries submitted by users through the website. There will be no IT costs involved or CMSD staff time required. Accountability: Catalog Choice expects all companies to honor opt out requests and files complaints directly with the Federal Trade Commission regarding companies who are non - compliant. Board of Directors October 27, 2011 Page 3 of 3 Cost Savings: Reduction in solid waste collection and disposal costs by removing unwanted mail from the distribution channel altogether. Measurable Results: District staff will have access to detailed reports on participation including number of accounts and opt out requests, solid waste diversion and prevention statistics, and related environmental benefits. Strategic Element & Goal This program supports two objectives of the Strategic Plan: Element 2.0, Solid Waste, which states: "Our objective is to manage the collection and recycling of residential trash in the most economical and environmentally friendly way." Element 4.0, Public Relations, which states: "Our objective is to inform and establish beneficial relations with the community." Legal Review Not applicable Financial Review For Fiscal Year 2011 -12, there is a budget of $30,000 for Zero Waste programs. The Catalog Choice program will cost the District $4,000 annually. Committee Recommendation On September 19, 2011, the Recycling Committee approved this program and recommends it for approval from the Board of Directors. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the October 27, 2011 Board of Directors regular meeting at District Headquarters and on District's website. Alternative Actions 1. Refer the matter back to staff. Attachment: Proposal from Catalog Choice Attachment A Municipal Zero -Waste Program to Reduce Unwanted Mail and Phone Books A proposal for the Costa Mesa Sanitary District Prepared by Catalog Choice catalog aice October 5, 2011 �VNify M � is pleased to submit this proposal to the Costa Mesa Sanitary District to deploy the Catalog Choice for Communities Program. Our program addresses a unique waste stream — unwanted advertising mail and phone books. The effectiveness of the service is proven, and 640 Costa Mesa Sanitary District households already use Catalog Choice. The mail preference registry will break even above 5% household participation and will generate a cost savings of $2,457 at a household participation level of 10 %. From a resource reduction perspective, our service will remove 243,645 pounds of paper from the waste stream at the 10% participation level. The Return on Investment and Environmental Benefits analysis included at the end of this proposal describes the benefits and related assumptions. This proposal describes our innovative service in detail and sets forth the work that we will execute in collaboration with the Costa Mesa Sanitary District to drive user adoption. In short, our zero waste program leverages our technology platform, a multi - faceted public outreach program, and extensive direct mail industry relationships to stop waste at the source. Background: Americans receive more than 100 billion pieces of unsolicited mail each year, equating to about 100 pounds of advertising mail for every household. EPA estimates that more than 800,000 phone books are delivered annually, equivalent to five pounds of paper for every man, women and child. Nearly 60 percent of unwanted mail and about 80 percent of phone books end up in the landfill or incinerated. Local governments are responsible for waste management solutions and many municipalities are seeking non- regulatory approaches to reduce unwanted advertising materials delivered to their communities. Catalog Choice: Citizens deserve a convenient one -stop portal to make choices about the amount of direct mail and phone books they receive. Catalog Choice is the nation's leader working to reduce paper waste and promote best practices in the direct mail industry. Our nonprofit organization has developed an innovative online service, allowing people to reduce unwanted mail and phone books delivered to their home and workplace. The organization serves 1.3 million households and delivers requests to more than 4,100 companies. Since its launch in 2007 Catalog Choice has delivered 20 million opt -out requests. The service has expanded beyond catalogs to include credit card and financial offers, coupons, phone books, and other advertising mail, including business -to- business (13213) catalog titles. Catalog Choice maintains a positive relationship with the direct mail industry and telephone directory publishers to ensure that consumer requests are honored. Catalog Choice has made the process of opting out of direct mail and phonebooks, once a time consuming effort for only the most dedicated environmentalist, an easy process embraced by mainstream America. Research and testimonials from our members shows that it takes five to seven minutes to opt -out of a company's direct mail if you do it by yourself, but 10 to 30 seconds per company if you use Catalog Choice. Zero Waste Program Proposal 2 Confidential rzw mce These two videos tell the story extremely well. 1. Santa Monica resident, Jonny Hal, documents the effort that it takes to get off mailing lists by phone in this short, entertaining video: ittvV �yvuiulbk ° -r orr wiri': E 2. Ann Curry of the Today Show goes in depth on the topic and shows how Catalog Choice makes the process "so much easier": N�r�pe ww y�puxub cn'� , ?atj7y pw "t,,Jg�it;:; This Today Show segment aired in January 2008. Since then, Catalog Choice has expanded to include phone books and other forms of advertising mail and enhancements make the service even easier to use. Our service touches a broad spectrum of Americans in every state, from school -aged children participating in their first hands -on conservation project, to households eager to stop the flood of unwanted mail, to the elderly who are besieged by marketing solicitations, to businesses that want to be more sustainable. Zero Waste Program Overview: Catalog Choice has proven that we can facilitate a change in human behavior through the use of technology to reduce waste in communities. This zero waste program is designed to increase the adoption of the service in the Costa Mesa Sanitary District to achieve waste reduction and cost savings. The program is configured to meet the regional needs of the Sanitary District and engages citizens to take simple steps to improve the environment. To evaluate success, the program gives the Sanitary District detailed reporting on local participation, solid waste prevention, and equivalent environmental benefits. These waste prevention statistics can be used to fulfill climate action plan and zero waste goals. By promoting a zero -waste program for unwanted mail and phone books, the Sanitary District and Catalog Choice have the opportunity to significantly increase participation in the service, thereby dramatically reducing waste at the source. Currently, the following communities participate in the program: Chicago, Seattle, Kansas City, Berkeley, Marion County (Salem, OR area), Tompkins County (Ithaca, NY area), San Jose, Santa Fe, Portland (ME), and Boulder County, among others. The initial results show communities with a dedicated mail preference registry reduce Zero Waste Program Proposal 3 Confidential cata4 Bite three times the amount of junk mail and phone books compared to without a dedicated opt -out site. Seattle alone reduced 320 tons of phone books and advertising mail at the source in three weeks. Benefits: Catalog Choice will deploy its industry - leading preference solution with a co- branded user interface that provides the following benefits: 1. Citizen engagement: A hands -on solution that fosters progress toward zero waste goals. 2. Leadership and Credit: Join leading cities and counties as national leaders by offering a zero waste program for advertising mail and phone books. 3. Website Traffic: Increased use of your website and ability to promote other sustainability programs sponsored by the Costa Mesa Sanitary District. 4. Accountability: Give residents away to submit complaints to any company that does not honor a resident's opt -out request and forward the complaints to federal oversight agencies. 5. Cost Savings., Further reduce solid waste disposal costs by removing unwanted mail and phonebooks from the distribution channel and ultimately helping to extend the longevity of local waste facilities. 6. Service: Catalog Choice operates the site on a 24 -hour, seven days a week basis, subject to normal and customary down times for updates and maintenance. Catalog Choice will manage and respond to all customer service inquiries submitted by users through the website. 7. Measurable Results: We will provide the Costa Mesa Sanitary District staff with a website login to access detailed reporting on local participation (number of accounts), number of opt -out requests, solid waste diversion and related environmental benefits. The data will be reported at the zip code level. No personal information will be provided. Currently, 640 Costa Mesa Sanitary District households use Catalog Choice, equivalent to 1.6% of all service district households. The goal of the program is to drive participation to 5% or more by the end of the first year. How the Program Works: The Catalog Choice program uses technology to connect citizens to direct mailers in order to reduce waste at the source. The program targets all forms of advertising mail including catalogs, financial solicitations, coupons as well as telephone directories. The program serves both residents and businesses. If a specific title is not included in the database, the individual can suggest it and Catalog Choice will add it to the service. Our service features include: • The Consumer Account is used to create and track opt -out choices, including responses from companies. Member authorizes `agent' status to Catalog Choice to deliver opt -out. A consumer member can have multiple names and mailboxes per account. Mailboxes can include company name so citizens can use the service at home and work. • Our Compliance monitoring process documents outcomes and addresses non - compliant companies. • The Company Account provides participating companies full control over site presence and access to a suppression file. A participating company has signed a license agreement stating that they will honor the opt -out request. • Our private email service and opt -out tools provide convenient and secure ways for members to opt -out of nonparticipating companies. We deliver and track the opt -out request per the terms of the company's privacy policy. Program Outreach: Ultimately, this community partnership will be successful if residents and businesses are aware of the program and actively participate. Catalog Choice will work hand -in -hand Zero Waste Program Proposal 4 Confidential catalog nice with the Costa Mesa Sanitary District to drive awareness and adoption in the community. We provide an array of outreach materials to assist with public education and outreach. Catalog Choice manages the following efforts: 1. Dedicated Website: We will develop and maintain a dedicated website for the Costa Mesa Sanitary District that includes your logo, relevant local information and a 300 x 250 customizable ad slot. The screen shot below shows the areas of the homepage that will be customized. V. G`u0 :2 `V: 3_d 4 7 ixeeI uVU ur,tlu 'v ; , I auo ?icli "'e(ereate Se•sice po.,�rrar7 c�3w °� ANAGI MAIL & PHONE ROOKS �i�, i, eN��h i zarch by company slam., of yodr zip code, � ... oanr rh4tbe cata'ogs eoupems c.®ort Dilefs. pi ants, ayere � raf.ula.5 nen^yleeer5 #cw!. o9�kr un�«nwrr Ftl; -mad vneq receive Erma Passrord M EFEEMMEMOM 2 GET' U LISTED 14 ?UYild:Ut6,u1t'W Stop marketers from sharing yaur name, AnwW dorxi 6 al i?l: 04 More jneJV our y{y,UWa Wrr�gg %VWh p.ow.Nelyremnw YM 17MI "ts fought aria W,r6w miWre9ers. More Stop Rat t:1e$44r6p '. fCi(thrtta'y"P?'Inenjita<n Fie.us ril4Are aboO hggA Let's m �1�X g��gy�*y�1 {y�pg�wyy ,,,�yya ®®��ggyyWW / i Let ,s Igo green YyM gett9e r. D � Lramrty�dn,�Gq„rq,4N,t1a� �InIIERUgYtY �y �'u iili ✓�M yu y ", t �,koNmoo¢ czr�Tool yce 2s n9' bale 1�ffiGW 'IdIIfR'Sd'S.a's'fi49�&4.i1i.. Our communr[y Is sRonsanng lnrs sernce In netp reslganla ndiu2lnuun;em: anC reduce unrranleo mail and pnone e0a16 Help us make it a E paolect Ww privacy success spreadmearord 2. Email Marketing: We will email Catalog Choice users who live in the Costa Mesa Sanitary District, direct them to the website and encourage them to invite their friends in the area to visit the site and join. 3. Social Media: We will use our presence on Twitter and ';aree bonk to promote the Costa Mesa Sanitary District mail preference site. 4. Local Fliers: We will prepare fliers to be posted at popular community information boards. The flier will be available for download on your dedicated website so that it can be referenced in outreach efforts, printed online, and posted at popular local gathering places and kiosks. 5. Adwords: We will advertise on searches related to the towns, this program, and waste reduction. We will work with the Sanitary District to manage the following efforts: 1, Local Blog, TV, Radio, & Newspaper Coverage: The Costa Mesa Sanitary District will reach out to local press contacts and influential bloggers. Catalog Choice Executive Director Chuck Teller will be available for comment or interviews. 2. One -Time PR Release: Costa Mesa Sanitary District will publish a press release. Catalog Choice will provide a draft press release for the Sanitary District to customize. 3. Utility Bill Insert: Costa Mesa Sanitary District will determine the feasibility of inserting a program announcement into residential utility bill mailings. Catalog Choice will provide copy and /or consultation, as requested. 4. Distribution of Program Cards: Costa Mesa Sanitary District can distribute small program cards for at events, government offices, in government mailings. Catalog Choice will design the cards. Zero Waste Program Proposal 5 Confidential ME rr ■ ' Email Campaign: Costa Mesa Sanitary District will email its constituency. Catalog Choice will provide copy and /or consultation. Newsletters: Catalog Choice will provide an announcement for inclusion in online and offline newsletters from City officials, community groups, and other stakeholders. The Sanitary District will manage the stakeholder database. Cost Proposal and Cost Benefit Analysis: The Zero Waste program costs $4,000 per year to promote, service and maintain for a service area the size of the Costa Mesa Sanitary District. The Cost Benefit analysis below shows that at a 5% household participation rate (2,036 households), the program will nearly break -even and about 121,822 pounds of solid waste will be removed from the waste stream. Through ourjoint marketing and outreach, participation can increase to more than 4,072 in future years -10% of Costa Mesa Sanitary District households - and remove about 243,645 pounds from the waste stream each year. Based on the Environmental Paper Network Paper Calculator, the program will result in the savings of 975 trees, 411,000 pounds of CO2i almost a million gallons of water and a total of 145,699 pounds of solid waste associated with the production and disposal of the paper at the 5% household participation rate. The annual benefits increase significantly at the 10% household participation rate. Mall 9, Phone Book Preference Registry Return on investment and Environmental Cast Benefit Analysis Costa Mesa Sanitary District _Household Participation Rate (Bt� Per Ana"Is Household Current! t.6% Goal. 5.% Goal: 10.0% Average cost to collect and dispose of household and business solid waste is assumed to be $.027 per pound (1) $0.027 Households using the Service 1 640 2,036 4,072 Annual Pounds of Solid Waste Created by Advertising Mail 120 76,800 244,296 488,592 and Telephone Directories (2) pounds Annual Cost to collect & dispose of Advertising Mail and Phonebooks $3.18 $2,035 $6,474 $12,948 Percentage of Advertising Mail and Phonebooks that are not recycled (3) 62% Pounds of Unwanted Material 75 47,872 152,278 304,556 Annual Collection & Landfill Cost of Unwanted Advertising Mail & Phonebooks $1.98 $1,269 $4,035 $8,071 Average Participation Rate per Household (4) 80% Pounds of Unwanted Material Eliminated by Preference Registry 60 38,298 121,822 243,645 Collection and Disposal Cost Savings attributed to Preference Registry $1,015 $3,228 $6,457 Financial Benefit of Mai{ Preference Reg(stny at annual cost of $4,000 -5772 $2,457 Pry earn Cost per Ton of Solid tito••aste Saverd X65.67 MORE ;11!lli Max jgjippgigilffi�gl ; a.83, Annual Global Environmental Benefits (5) Trees Saved 0.48 306 975 1,949 Greenhouse Gases Ibs CO2 equivalent 202 129,216 411,G28 822,057 Gallons of Water 486 311,206 989,928 1,979,856 Pounds of Solid Waste 72 45,804 145,699 291,399 (1) Average of collection, landfill tipping fees and net recycling processing fees. Assumes cost is $53 per tan. (2) USPS Household Diary Study, 2008. Figures based on National averages. Advertising mail volume is higher in higher income households. Telephone directories estimated at 20 pounds per household based on interviews with directory publishers. (3) EPA 2008 Municipal solid Waste Generation study estimates that 41%* of unwanted mail and 21% of telephone directories are recycled (4) Participation rate is based on analysis of Catalog Choice Member data. (5) Based on environmental impacts measured by the Environmental Paper Network's Paper Calculator. Reflects the global benefits of reduced demand for paper. Includes full life -cycle benefits through the paper life cycle, from harvest to disposal. (6) Based on household /unit estimate of 40,716. Source; CA DOF t_ -5 report Zero Waste Program Proposal 6 Confidential t Y E ,A Alci day, Otto ,et '24, r IUD aut „ Costa Mesa, &',witttty District,, 628 W191h, Street aM08"NSLAB" Ala 1. Recycling Rejllort- St.twt,'etnber201. "l, 0 Update on how CAISD is meeting .aB 939 goals I1. " astc 11iversion Report, - Srptrinbe^r 2011 Update on the amount of recyclIng materials diverted from the landfill &11, Ordinance Enforcennew, Officer's S,eptt;inbcr Repctrt 0 Review OFO enforcement activities for trash cans, graffiti and scavenging IV, Scavenging H'eporl Review scavenging activities reported to C \IPD Upd -atc on the lockable containers - Oral Re[.-Port ", Goodwill ltndtistHes a Prv.sentation, Pooja 1hobalia 1.. Update on tDC WasuL Recyclirng Grant 0 Status and action plan for 201 2 "11.1. t. SD Board of Directorss ZeroWaste W rksti ip - i^w overobtt 2, 2011 at 11 ;00, arri V Discuss potential iteerns for the workshop 11I. Banning Ilaumch, Discuss proposed development in the City of Newport Beach - Oral Report AC-110N ITEM IX. Draft ordinance 1ttoltibiting unauadwrm tad use of auutnrmated mash containers Consider recommends. -ig to the Board the adoption of an ordinance that is intended to prevent and /or discourage unauthorized use of automated trash containers :. This is the time to receive any comments from members of the public. L Discuss items for nest Recycling Committee meeting. Next Mect1ng 1,,,1a t° ry November 14, 2011 Dated., October 15, 2011 011 90-1� I Cl;erb, of the District to jLgPyp _NLAwt&1 10127 tl 41 XL A•, N SEWER SYSTEM COMMITTEE AGENDA 0 ctobe r 118, 2,011, 1101:30 a , rn. Costa Mesa Sanitary District 628 W. 'inn; Street Street Costa Mesa, California �j'TA ADIqgREPORTS 11. MonNy Spill Statistics, 6 One new sanitary sewer overflow (SSO) on 9127111 to report I —IS SSlOt�l U Sewer Cleaning Program - 'Oral ,epod 7,562 foot gap between old and new cleaning cycles to be cleaned by CNtS() crew Yearly root cutting of 141,791 feet and hot spot cleaning by CMSD crew Contractor (NPS) to perform yearly line cleaning only UpdMe on GIS Sewer Atlas, CIMMS, Hydraulic ModeHng 11L Hydrogen Suffide Odor Abatement Testing - Oral, Report Golden Bio from Golden Bell at South Coast Plaza grease inlemepiors No Amp from Chemsearch at South Coast Plaza grease interceptors Bk)-Orgasi�ic Catalyst at Elden Purnping Station Meeting with South Coast iP1 aza Manaigeirtent 10/19/11 at I I a.m, IV. Ad min istrat live Civil Liability (ACC Actian: by State Water ftards a. Resolution of Santa Margarita Water District action b, El Pollo Loco action V. WDR Compliance a. Statewide SSO Annual Compliance Report\ b. FY 2010-11 Orange County SSO Report C. State Water Board's expectation of having backup power at all CMSD pumping stations and SCADA computers vl, WDR Serninars, 0 Spiral Wound Liners 10/20/11 9:30 a.m. - 11:30 a.m. Page 1 of 2 Sewer System Committee October 18, 2011 Vill. Miscellaneous Topics -- Oral Discussion Staff procedures to avoid City trees from being planted over sewer mains and laterals; limited effectiveness of root barriers How regular cleaning of wet wells prevents odors and protects pump impellers a Zero waste concepts applied to sewers !q1R§Q_k1Q)kU§_i V M. A. Naie:a#101 WesVSWe Pumpint'Station Abandonment - Status a OCSD selected Dudek as consultant for EIR and Alignment Study; kickoff meeting to occur B. Project #1,29l 130stol Street Sewer, Phase It -, Status Project out to bid on 9112111 Bid opening on 10125/11 C. Project #171 Irvine Plumping Stallon Farce Main Rehabil(it,"Alon, - Status Awaiting soils investigation report and then finalizing 01an and specs for bidding 0, Project #185 Systern-Wide Slower Reconstri,tiction Phase I - Status, # Constniction is continuing and 22 addfttonal Grade 5 repairs added to project E, Project #189 Rehabilitation of' Six Sewers Transferre-d to CMS,D - Status Gravity sewer main on South Coast Drive is installed-, contractor now rehabilitating manhole interiors and gnnding off "0CSD` from manhole covers P. Project #190 Canyon Force Main Rohabifiltation 0, Design phase is underway ,G.. Project #192 Systerni.wide Sawer Reconstruction, Phase 2 - Status 0 Design phase, is underway H. Project #1913 Pumping Station Seitijnic to - Status Consultairit draft report discussed at staff level! on 101`5111, report contains analysis of the potential affects on pumping stations from a 6.0 magnitude earthquake-, meeting with consultant to occur to discuss and finalize recommendations Ix. This is the flime to, receive any comments from members of the Public. Next Meeting Date: November, 8, 2011 Dated: 000belt Vil, 21) 1, 1 Cferk of the District Page 2 of 2 COSTA MESA SANITARY DISTRICT INVESTMENT OVERSIGHT COMMITTEE LOCATION: Conference Room DATE AND TIME: Thursday, October 27, 2011 at 5:00 p.m. CONTACT: Marc Davis, Treasurer &- Call to Order 2. Roll Call A. Vice President Ferryman (rotating Committee member) B. Director Fitzpatrick (rotating Committee member) C. Scott Carroll, General Manager 3. New Business A. Review of Investment Report as of September 30, 2011 4. Public Comments 5. Adjournment Meeting Date Item Number 10127111 X11. A. It is the intention of the Costa Mesa Sanitary District to comply with California Government Code Section 54961 and the Americans with Disabilities Act ( "ADA ") in all respects. If as an attendee or participant at this meeting, you will need special assistance beyond what is normally provided, the Costa Mesa Sanitary District will attempt to accommodate you in every reasonable manner. Please contact Joan Revak, Clerk of the Sanitary District, (949) 645 -8400 ext. 223; at least forty -eight (48) hours prior to the meeting to inform us of your particular needs and to determine if accommodation is feasible. Please advise us at the time you will need accommodations to attend or participate in meetings on a regular basis." Meeting Date Item dumber 10/27/11 XIII. A RESOLUTION NO. 805 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ESTABLISHING STANDING COMMITTEES WHEREAS, the District provides both (1) liquid waste collection and (2) solid waste collection, recycling and disposal services; and WHEREAS, the District is also required to manage its money in accordance with the "prudent investor rule" and is required to have an investment policy for money not immediately needed by the District; and WHEREAS, the District also interacts with the City of Costa Mesa and the Mesa Consolidated Water District; and WHEREAS, the Board has determined that, in light of the significant issues the Board acts on at each monthly meeting, it would be beneficial to have issues studied and recommendations made at the committee level, which would consist of less than a quorum of the full Board; and WHEREAS, state law allows, and the Board has created, both ad hoc advisory committees and standing committees to study those issues and to provide recommendations; and WHEREAS, "standing committees" are those that are formally created and which have continuing subject matter jurisdiction over certain subjects, while "ad hoc advisory committees" are those that are created for a limited short term purpose; and WHEREAS, standing committees must fully comply with the Brown Act while ad hoc committees need not comply if composed of less than a quorum; and WHEREAS, the Board does hereby desire to formally create its standing committees and provide for the procedures under which those committees are to operate; NOW, THEREFORE, the Board of Directors of the Costa Mesa Sanitary District does hereby RESOLVE as follows: 1. Standing Committees created. The Board does hereby create standing committees as follows: (1) Recycling Committee, (2) Sewer System Committee, (3) Investment Oversight Committee; and (4) participation in the City - District Liaison Committee. 2. The Recycling Committee: (a) Composition. The Recycling Committee shall be established with one regular member who will serve as Chairman of the Committee and one rotating member. All committee members shall serve a two -year term to coincide with Director elections and shall serve until a successor is appointed. The rotating member shall serve in accordance with an alphabetized listing, which is attached hereto. The District Clerk will remind each rotating member when his/her rotation period is so that attendance can be properly calendared. In addition, the Board shall appoint an alternate member who shall only participate in the committee meeting if a regular committee member cannot attend. Listings may be changed by formal action of the Board. (b) Charge. The purpose of the Recycling Committee is to provide advice to the full Board on recycling and related solid waste matters. 3. Sewer Svstem Committee: (a) Composition. The Sewer System Committee shall be established with one regular member who will serve as Chairman of the Committee and one rotating member. All committee members shall serve a two -year term to coincide with Director elections and shall serve until a successor is appointed. The rotating member shall serve in accordance with an alphabetized listing, which is attached hereto. The District Clerk will remind each rotating member when his/her rotation period is so that attendance can be properly calendared. In addition, the Board shall appoint an alternate member who shall only participate in the committee meeting if a regular committee member cannot attend. Listings may be changed by formal action of the Board. (b) Charge. The Sewer System Committee shall review all sewer system capital improvement projects, sewer system management plan matters, and other sewer system and treatment matters and report to the full Board on the same. 4. Investment Oversight Committee. (a) Composition. The Investment Oversight Committee is composed of two rotating members of the Board who shall serve in accordance with a schedule established by Board action with alternates in case of calendar conflicts. At each meeting a Chairman will be elected to conduct the meeting. (b) Charge. The Investment Oversight Committee is charged with reviewing the District's investments with the General Manager and District Treasurer and determining if those are being invested in a prudent manner and in accordance with the District's adopted investment policy. As all members attend on a rotating basis, no formal report to the full Board is required, but an oral report shall be made at the next regular Board meeting. 6. City- District Liaison Committee. (a) Composition. The City - District Liaison Committee is created by action of the District, City of Costa Mesa and the Mesa Consolidated Water District. The District shall send the Board President and one rotating member. The rotating member shall serve in accordance with an alphabetized listing, which is attached hereto. The District Clerk will remind each rotating member when his /her rotation period is so that attendance can be properly calendared. In addition, the Board shall appoint an alternate member who shall only participate in the committee meeting if a regular committee member cannot attend. Listings may be changed by formal action of the Board. (b) Charge. The City- District Liaison Committee shall meet with the City of Costa Mesa and the Mesa Consolidated Water District and discuss items of mutual interest. 6. Brown Act compliance. All standing committees require full Brown Act compliance and require noticed agendas. No matters not on the agenda may be discussed unless appropriate findings are made in the written minutes. The public must have access to the meetings and be provided an opportunity to speak. Only two Board members who constitute the Committee may participate in such a meeting. Other Board members may attend as an observer but may not speak or participate other than by listening. 7. Minutes /reports. The Recycling and Sewer System standing committees shall report on their proceedings at the next regular Board meeting. Such report may be an oral presentation or written minutes may be provided. 8. District resources. Committees should not direct staff to commit any substantial expenditure of staff time or other resources unless full Board approval has been obtained. 9. No term provided. Committee members serve at the pleasure of the Board and may be removed without cause at any time by majority vote of the Board. PASSED AND ADOPTED by the Board of Directors of the Costa Mesa Sanitary District at a regular meeting held on the day of 2011. Robert Ooten President of the Board of Directors Mike Scheafer Secretary of the Board of Directors STATE OF CALIFORNIA) COUNTY OF ORANGE ) SS CITY OF COSTA MESA ) I, Joan Revak, Clerk of the Costa Mesa Sanitary District, hereby certify that the above and foregoing Resolution No. 2011 -805, was duly and regularly passed and adopted by said Board of Directors at a regular meeting thereof held on the day of 2011. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seal of the Costa Mesa Sanitary District, this day of 2011. Clerk of the Costa Mesa Sanitary District