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Agenda Packets - Board - 2011-09-22Costa Mesa Samn'tary? 'Dist-ric,"t an In,'t'lipendent Special District Robert ote , jaines Ferry-man James Fitzpatrick Assistaf,' y Michael Saa, Arthur erq 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. 19th 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 11). RECOMMENDED ACTION CALL TO ORDER 5:30 p. M. — 628 W. I9th Street, Costa Mesa IL PLEDGE OF ALLEGIANCE — Director Perry 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. Trotecting our community's health gy prov',AireW, salad waste and se Nve°r• collection services. wmw. cm sdca.gov Costa Mes a Sa, ni t a q Dist-Act AGENDA Reports A. Minute Approval 1. Sewer System Committee Meeting —August 16, 2011 2. Recycling Committee Meeting —August 22, 2011 3. Regular Board of Directors Meeting —August 25, 2011 B. Engineer's Reports 4. Project Status Report C. Financial Reports 5. Refunds Sep tent be ° 2 2,,2 011 Pqge 2 6. Occupancy Report and payment to Costa Mesa Disposal —August 2011 7. Contract Payment to CR Transfer for Recycling Services & Disposal for August 2011 8. Adoption of Warrant Resolution No. CMSD 2012 -3 Ratifying Payment for the Month of August 2011 in the amount of $556,668.65 9. Directors' Compensation and Reimbursement of Expenses for the Month of August 2011 10. investment Report as of August 31, 2011 11. Budget Transfer for Directors Attendance at SWANA Conference RECOMMENDED ACTION Receive & File No Refunds Approve Ratify Payment Ratify Payments Approve Compensation & Ratify Expenses Approve Receive & File -------------------------------------- - - - - -- -END OF CONSENT CALENDAR------------------------ - - - - -- VII. PUBLIC COMMENTS VIII. GENERAL MANAGER'S REPORTS A. Establish Special Board Meetings for Recycling & Sewer System Committee Consider B. Website Enhancements Accept Report C. Root Abatement Cost Analysis Consider Approving Repair Methods D. Project #192 System Wide Sewer Reconstruction Phase 2 Design Consider Approving Design Phase to RBH, Inc. E. Claim for Damages Reject Claim (Protecting our community's health an tfie environnien 6y pro idi'ng ,soar waste ands t'ver cot "ectioon seyvices. 7,v w.crosdca.gov Costa,Mesa I a,L'titIw r,' Di O yAct,,, AGENDA IX. RECYCLING COMMITTEE Septeinber 22, 20,11 Nqe 3 RECOMMENDED ACTION A. Monday, September 19, 2011, 10:30 a.m. (Directors Fitzpatrick and Ferryman) (Vote: 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 A. Project #185 System Wide Sewer Reconstruction — Phase 1 Authorize and Recommendation for Extra Work Approve Extra Work XI. SEWER SYSTEM COMMITTEE A. Tuesday, September 13, 2011, 10:30 a.m. Accept Report CMSD Board Room, 628 W. 191" Street, Costa Mesa (President Ooten and Director Perry) (Vote: 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 XIII. ATTORNEY'S REPORTS A. The Brown Act's Application to Meetings Outside the District Boundaries Accept Report 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.) ftotecting our r +rr� a pity's hea.fth and tfie., err ron -nwr:t 6y providing soli `waste ar i'sewer col ct rn services, www. cmsdca.gov District- AGENDA A. Orange County Sanitation District (OCSD) — September 21, 2011 (Director Ferryman) B. Santa Ana River Flood Protection Agency (SARFPA) (Director Perry) C. Independent Special Districts of Orange County (ISDOC) D. California Special Districts Association (CSDA) E. Special District & Local Government Institute Conference September 8 -10, 2011 - Monterey F. Other Meetings Qualifying for Reimbursement under CMSD Ordinance No. 55, Operations Code Section 3.01.030 XVI. OLD BUSINESS XVII. NEW BUSINESS XVIII. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS XIX. ADJOURNMENT Wptentber 22,2011 ge RECOMMENDED ACTION Accept Report Accept Report Accept Report Accept Report Accept Report Report on Matters Pertaining to CMSD Trotecting our community's health and the envirwwwnt by providing so% waste andsewer coftectian, services. wuw, car dca.gov Meeting Date Item Plumber 09122J11 Vl. A. 1. COSTA MESA SANITARY DISTRICT MINUTES OF SEWER SYSTEM COMMITTEE MEETING AUGUST 16, 2011 CALL TO ORDER Board members of the Costa Mesa Sanitary District met in Committee session on August 16, 2011 at 10:30 a.m. at 628 W. 13�' 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, Jim Fitzpatrick (Directors Perry, Scheafer, and Fitzpatrick attending as observers only and not participating in discussions.) STAFF PRESENT: OTHERS PRESENT STANDING REPORTS Scott Carroll, General Manager; Joan Revak, Office Manager /Clerk of the District; Steve Cano, Lead Maintenance Worker None There were no new sanitary sewer overflows (SSOs) to report. PARALLEL FORCE MAINS Discussion was held on construction cost estimate of parallel force mains. Mr. Hamers was not present at the meeting and President Ooten requested this item be placed on the September Sewer System Committee agenda. TOTAL FLOW FROM CMSD Discussion was held on OCSD population factors and trends. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING AUGUST 16, 2011 PAGE 2 TOTAL FLOW FROM CMSD As owner of the treatment plants and disposal facilities, the Orange County Sanitation District (OCSD) has developed flow coefficients for forecasting total daily dry weather (without storm water inflow or infiltration) flow from a tributary area. OCSD has converted total flows from residential and other land uses into a flow coefficient related directly to population. The flow coefficient as established in 1997 by OCSD is 118.2 gallons per capita per day (gpcd). Using a District population of approximately 116,700 the flow from the District is: CMSD total daily dry weather flow = 118.2 gpcd x 116,700 population = 1318 mgd (million gallons per day) = 86.5 x 116,700 = 10.1 mgd PIERCE STREET ANNEX, 330 E. 177" STREET A letter was presented from Attorney Matthew W. Davis, Parker Stanbury LLP, representing Douglas Adsit of Pierce Street Annex with regard to the Food Service Establishment grease interceptor conditional waiver. The objection is to the CMSD classifying them as a business emitting fats, oils and grease. The letter states they are not a restaurant and do not advertise themselves as a restaurant. The complaint was that the Pierce Street Annex was classified by the District as a business emitting fats, oils and grease. District Staff sent a response to the letter stating the background of the State of California Waste Discharge Requirements Order, and defining the District's Fats, Oils and Grease (FOG) Control Program. The response informed the attorney the District will issue a Conditional Waiver of FOG control measures at this time and should the owner still object to this classification, he may appeal the decision in writing to the CMSD Board of Directors. 819 -823 GOVERNOR Mr. Carroll provided an update on a manhole that was buried under a fence. The property owner is allowing the District to cut into the fence and make some modifications. Mike Kilbride employees will be raising the manhole and adding a gate. ELDEN PUMPING STATION ODOR CONTROL ANALYSIS Mr. Carroll noted Staff is looking at cost effective processes to control odor including scrubbers, additives, Little John Digester (pumped air through digester cylinder), superoxygenation, hydrogen peroxide, cleaning wet well, masking and blocking agents. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING AUGUST 16, 2011 PAGE 3 WDR EDUCATION SEMINAR 811812011 A WDR education seminar is scheduled for Thursday, August 18, 2011 in Garden Grove. ARTICLES OF INTEREST An article from the Seattle Times on Bill Gates "reinventing" the toilet was provided. An OC Register article on a sewage spill in San Clemente was also presented. A pressurized pipe break beneath one of the city's main thoroughfares forced as much as 7000 gallons a minute of raw sewage through the asphalt and left the street closed to all buy one lane. CMSD PROJECTS Project #101 West Side Pumping Station Abandonment Status Mr. Carroll noted there was no change in the status of Project #101. Proposed OCSD consultants are preparing proposals. Based on this information, Mr. Hamers will prepare a scope of work and proposal to work on CMSD's sewer lines to stay in parallel with OCSD and their consultant. Director Ferryman recommended the yearly funding by CMSD remain at the same level even though the project timeline has been extended. Project #129 Bristol Street Sewer Phase II Status Mr. Carroll reported the soils report is complete and the project is ready to go out to bid. Project #171 Irvine Pumping Station Force Main Rehabilitation Status Plans are 95% complete and the specifications are 80% complete. Upon completion, the project will be ready to go out to bid. A permit was issued by the County and Staff is working with the City of Costa Mesa on a permit for this project. Project #185 System -Wide Sewer Reconstruction Phase 1 of 4 Status A pre- construction meeting was held on August 9, 2011 with work scheduled to begin on September 6, 2011. Consideration is given to adding additional Grade 5s to the project. Project #189 Rehabilitation of Six Sewers Transferred to CMSD Status The first day of work on this project was July 28, 2011. Night work is occurring on South Coast Drive with 602' of new 10" sewer. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING AUGUST 16, 2011 PAGE 4 SSC MEETING SCHEDULE The next meeting is scheduled for September 13, 2011 at 10:30 a.m. PUBLIC COMMENTS There were no public comments. ADJOURNMENT The meeting was adjourned at 10:56 a.m. CHAIRMAN Meeting Date Item Number 09/22111 VI. A. 2. AA COSTA MESA SANITARY DISTRICT MINUTES OF RECYCLING COMMITTEE MEETING August 22, 2011 The Costa Mesa Sanita7 District Recycling Committee met on August 22, 2011 at 10:30 a.m. at 628 W. 19 Street, Costa Mesa. Directors Present: Bob Oaten, Art Perry Staff Present: Scott Carroll, AJ Cully, Isidro Gallardo Others Present: Dean Ruffridge, CR &R; Trisha Throop, Community Relations Recycling Coordinator, CR &R; Debbie Morris, HF &H Consultants; Jim Mosher, Newport Beach Resident President Ooten called the meeting to order at 10:30 a.m. I. CY 2011 Recycling Committee Goals Report accepted. II. Waste Diversion Report - March 2011 Report accepted. III. Recycling Report - March 2019 Report accepted. IV. Ordinance Enforcement Officer's Report Mr. Gallardo reported there were two calls to the District reporting scavenging activity on Fillmore Way and Presidlo Drive and he is monitoring the areas. Mr. Gallardo reported scavenging is an on -going problem in the 3000 block of Fillmore Way. The CR &R field maintenance crew continues removing graffiti from trash containers. During the month of July, there were five calls regarding trash containers left in public view and Mr. Gallardo issued notices to achieve compliance. Citation booklets are now available providing a means of issuing administrative citations to violators. Prc:otv .„ 'njj our, oaa aap u' it , "s hduhh a, thas en drzmnzeru ky p r�m °vi' q �ra Cid °�.��asta ��pa�f, eu�� °�� a��c�ti'c �a °l IN All" V. Scavenging Report Costa Mesa Sanitary District Minutes of Recycling Committee Meeting August 22, 2011 Page 2 Ms. Cully presented the scavenging statistics provided by the Costa Mesa Police Department. There were 10 calls in the month of June and there and 25 calls in July. 254 requests for lockable trash containers were received. VI. Bulk Item Collection Program The Large Item Collection Program is coming to an end and a final report will be presented at the September meeting. An amendment to the CR &R agreement will be executed, as the yearly program will be eliminated and residents will be able to call in for large item collection during the year. Various means of relaying this information to residents will be employed. VII. New Noticing Procedures for Trash Cans Stored in Public View New procedures were implemented where the Code Enforcement Officer issues tags for violators of storing containers out of public view. Mr. Gallardo will maintain a spreadsheet to keep track of violations and action taken. Vlll. Articles of Interest — Supreme Court Upholds City's Ban on Plastic Grocery Bags An article on "Supreme Court Upholds City's Ban on Plastic Grocery Bags" was presented. IX. Zero Waste Strategic Plan -- Discuss the City of Oakland's Zero Waste Plan The Zero Waste Strategic Plan for the City of Oakland was presented and discussion of how the plan could work for the Costa Mesa Sanitary District. X. Action Items A report on the Composting Workshop held at the Orange County Fair was presented by Ms. Cully. The workshop was very successful. XI. Public Comments There were no public comments. 0101" n" ordly'auun°htY�v li "a(1.6 anz dfe aW��" b� md" add" a' AXE S'6�7 � d��D�,k �� GN��Nm�i. � � tl ��' ti�6•° " ��8 k "�.Q� '� X11. Discuss items for next Meeting Costa Mesa Sanitary District Minutes of Recycling Committee Meeting August 22, 2011 Page 3 President Ooten adjourned the meeting at 11:20 a.m. Next Meeting Date — September 19, 2011 at 10:30 a.m. Chairman Trot 0,'!C f f, , J"�,Y our Fon,,rrwrnty !b' anil"Mic 6Y st4r,C)""waste andseu,,v Meeting Date Item Number 09/22111 VL A. 3. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING AUGUST 25, 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 Fitzpatrick 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; Colin Burns, District Counsel; Sherry Kallab, Administrative Manager; Marc Davis, Treasurer; Teresa Gonzalez, Accounting Manager OTHERS PRESENT Dean Ruffridge, CR &R Inc. Ed Burrell, Granicus Scott Williams, Costa Mesa COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD AUGUST 25, 2011 ANNOUNCEMENT OF LATE COMMUNICATIONS There were no late communications. Mr. Carroll requested continuation of Item VI II. E. to the regular September 2011 meeting as Ms. Cully is not present to give the report. Mr. Carroll requested to add item X. Engineer's Reports, item A. to the agenda, "Approval of Change Orders for Project No. 189, Rehabilitation of Six Sewers Transferred to CMSD ". Mr. Carroll reported the Contractor rehabilitating the sewer on South Coast Drive is requesting a $300,000 change order due to problems with the soil and action is being requested today so that the Contractor can proceed with the work. Mr. Carroll stated the District received $1.3M from OCSD for the sewer transfer and the contract is $267,300 so the project is under budget Mr. Carroll also stated the Contractor is already working in the street and the District doesn't want to run the risk of damages occurring if the work is halted for a month. Director Perry moved to place this item on the Agenda. Director Ferryman seconded the motion. Motion carried 5 -0. CONSENT CALENDAR REPORTS MINUTE APPROVAL Minutes of Sewer System Committee The Minutes of the Sewer System Committee Meeting — July 19, 2011 Meeting of July 19, 2011 were approved as distributed. Minutes of Regular Board Meeting — July The Minutes of the Regular Board Meeting of 25, 2011 July 25, 2011 were approved as distributed. ENGINEER'S REPORTS Project Status Report Occupancy Report and Payment of $197,124.92 to Costa Mesa Disposal — August 2011 The Project Status Report dated August 2011 was accepted as submitted. The Trash Occupancy Count documented no increase of one unit for the occupancy report for solid waste collection as of August 1, 2011. Therefore, the total for August is 21,531 and the payment of $197,124.92 was ratified. COSTA MESA SANITARY DISTRICT MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD AUGUST 25, 2011 Contract Payment of $178,883.28 to CR Transfer —July 2011 Contract Payment of $6,730.63 to CR Transfer — Santa Ana Heights /Newport Beach — July 2011 Warrant Register for the month of July 2011 in the amount of $1,176,243.82 Directors Compensation & Reimbursement of Expenses for the month of July 2011. Investment Report for the month of July 2011 Budget Transfer for govDelivery Services Budget Transfer for Pump Station Study PAGE 3 The contract payment of $178,883.28 to CR Transfer for recycling services and disposal for the month of July 2011 was ratified as submitted. The contract payment of $6,730.63 to CR Transfer for recycling services and disposal for Santa Ana Heights /Newport Beach for the month of July 2011 was ratified as submitted. Warrant Resolution #CMSD 2012 -2 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 $1,176,243.82. Director Compensation and Expense Reimbursements for the month of June 2011 were approved and ratified as follows: President Ooten: $1,326.00 Vice President Ferryman: $663.00 Director Scheafer: $1,326.00 + $9.43 Director Fitzpatrick: Director Perry: $1,326.00 The Investment Report for the month of July 2011 was approved as submitted. The Budget Transfer for govDelivery Services was approved. The Budget Transfer for a Pump Station Study was approved. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD AUGUST 25, 2011 END OF CONSENT CALENDAR Director Ferryman moved to accept the Consent Calendar. Director Perry seconded the motion. Motion carried 5 -0. WRITTEN COMMUNICATIONS There were no written communications. PUBLIC COMMENTS President Ooten invited public comments. There were no public comments. GENERAL MANAGER'S REPORTS CALPERS UPDATE Mr. Carroll stated the Board of Directors, on July 28, 2011, adopted the resolution of intention to amend the California Public Retirement System (CaIPERS) retirement formula to 2% @ 60, with retirement benefits based on the average of the thirty -six highest consecutive months of salary providing a second level of benefits for newly -hired employees. The CaIPERS actuarial study, detailing the annual dollar savings, was attached for your information and to provide public notice in accordance with Government Code Section 7507 at the July 28, 2011 Board meeting. The contract amendment could not be completed until 20 days after the adoption of the resolution of intent. Mr. Carroll reported all requirements have been met and the final resolution is available for adoption. Vice President Ferryman moved to adopt Resolution No. CMSD -2011 -804. Director Scheafer seconded the motion. Motion carried 5 -0. AUDITOR COMMUNICATION REGARDING 2010 -2011 AUDIT Mr. Carroll stated the Board approved. On July 22, 2010, a Professional Services Agreement for Independent Audit services to Diehl Evans & Company, LLP for-the total amount of $26,930 for the three fiscal years ending June 30, 2010, 2011 and 2012. Mr. Carroll presented a letter from Diehl Evans & Company, LLP disclosing their responsibilities under U. S. Generally Accepted Auditing Standards and Government Auditing Standards. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD AUGUST 25, 2011 ON -LINE BOARD MEETINGS Mr. Carroll introduced Mr. Ed Burrell, Software Sales Executive with Granicus, who gave a graphic presentation on "On -Line Board Meetings" and services offered by Granicus. Mr. Burrell stated the main agenda of the company is to serve government and provide transparency and workflow efficiency with regard to agendas and meetings. A question /answer period was held. The initial cost to the District would be $7,212 with a monthly cost of approximately $1,280.00. The Board requested information on special districts currently utilizing the services of Granicus. President Ooten requested Granicus provide the CMSD with information on increased public participation as a result of using their tools. President Ooten stated the subject could be a strategic planning item. Staff was directed to obtain more information and report back to the Board. ASSEMBLY BILL 741 Mr. Carroll presented a review of Assembly Bill 741. The Bill provides new flexibility to wastewater agencies and options for willing property owners to finance sewer improvements, which if left unrepaired, would lead to groundwater contamination and result in abatement orders for the agencies to clean up. The legislation authorizes public agencies to offer voluntary liens to property owners to finance septic and sewer improvements. The legislation that was just signed into law by the Governor expands the existing authorization under Section 5898 of the Streets and Highways Code, which currently allows public agencies to enter into contractual assessments with property owners to finance specific improvements. The expansion of the Streets and Highway Code will include the costs to private property owners associated with conversion from septic systems to sanitary sewer systems and with the replacement of aging private sewer laterals that are already served by a community sewer system. Under the contractual assessments, property owners within a designated area would choose to assess themselves for the cost of designated on -site facilities — in this case sewer conversions and private sewer lateral replacements. The local government would then provide the up -front funds for the project, and the property owners would pay an annual assessment until those funds, plus interest, are repaid. The underlying purpose of the authority is to create a means by which the following can occur: ■ Projects on private property that provide both a public and private benefit can be financed without imposing costs on property owners in other parts of the service area. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD AUGUST 25, 2011 ■ Property owners, in agreement with the local agency, can voluntarily finance costly but necessary sewer conversion and lateral replacement improvements on their property over time. The costs to customers of converting their septic systems to a community sewer system, or for replacing aging sewer laterals, are often prohibitive, costing $2,000 to $14,000 for septic conversions and $3,000 to $12,000 for laterals. If pumps or pump replacements are needed, this can be an additional $10,000. Sewer conversions costs may include, but are not limited to, the clean -up and removal or abandonment of the septic system as well as costs of building the facilities needed to connect to the community sewer system - laterals, grinder pumps, etc. Over time, septic systems and private sewer laterals can become damaged and blocked, leading to leaking of wastewater into the ground, potentially threatening water quality and public health and safety. Additionally, damaged laterals can contribute to sewage blockages and backups in the public system. Providing additional options for the financing these important projects is vital to water quality and public health protection in our communities. The District's Sewer Lateral Assistance Program offers a reimbursement program of up to $1,800 for sewer lateral improvements; however this program is not enough for lateral replacement and/or converting septic systems to the District's sewer system. Staff believes there are still eleven (11) private septic systems within the District. The passage of this legislation will give District property owners another tool to improve their sanitary system and assist the District in avoiding SSOs. Staff was directed to investigate the matter as it pertains to the District. AIR NATIONAL GUARD PROPERTY, 2651 NEWPORT BOULEVARD Mr. Carroll reported the Air National Guard wants to unload the property at 2651 Newport Boulevard. The City of Costa Mesa is unable to participate in an exchange authority program. Mr. Carroll suggested the District express an interest to the Government Services Administration (GSA). Mr. Carroll recommended authorizing him to send a letter of interest to the Air National Guard. Mr. Burns stated the item as stated on the agenda is for an oral report with no action being taken. Mr. Carroll will obtain more information on the subject and report back to the Board. COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD AUGUST 25, 2011 RECYCLING COMMITTEE The Recycling Committee meeting met on August 22, 2011. President Ooten and Director Perry attended and gave a report on the meeting. Items discussed were the lockable containers and the large item collection program. Ms. Revak will provide a final report on the 2011 large item collection program at the next Recycling Committee meeting. The subject of combining the Recycling Committee and the Sewer System Committee and holding an additional Board meeting each month to cover these topics was discussed. Director Ooten suggested the topic be deferred to the Strategic Planning meeting. ENGINEER'S REPORTS APPROVAL OF CHANGE ORDERS FOR PROJECT NO. 129, REHABILITATION OF SIX SEWERS TRANSFERRED TO CMSD Mr. Hamers reported on the situation at South Coast Drive and stated the job needs to be shut down or extra work awarded to the Contractor. Mr. Hamers recommended authorizing the General Manager to award extra work to the Contractor and stated it is an emergency situation. The cost is approximately $300,000. The Orange County Sanitation District gave the CMSD $13M to cover any costs incurred in the rehabilitation of the six sewers transferred to the CMSD. Director Ferryman moved to authorize the General Manager to approve up to $300,000 on the project and authorize the General Manager to shut the job down if necessary. Director Scheafer seconded the motion. Motion carried 5 -0. SEWER SYSTEM COMMITTEE President Ooten and Director Perry reported on the Sewer System Committee meeting held August 16, 2011. Mr. Hamers stated he believes the District should get a new estimate of the District's sewer population and suggested going to the Census Staff in Fullerton for a correct number of the District's sewer population. Director Scheafer reported he observed the sewer crew cleaning the Elden pump station and was very impressed by staff's adherence to safety measures and how well they work together. COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD AUGUST 25, 2011 TREASURER'S REPORTS IMPACT OF DOWNGRADE OF U. S. CREDIT RATING Mr. Davis reported on the impact of Standard & Poor's (S &P) downgrading the credit rating of the United States government from AAA to AA +. Mr. Davis stated the downgrade of the U. S. government credit rating marks the first time in history the credit rating has slipped below AAA. After giving an analysis of the situation, Mr. Davis stated the District will not be impacted by the U. S. downgrade as the District currently has no debt. Virtually all of the District's investments outside of the Local Agency Investment Fund (LAIF) are in federal agency securities (FHLB, FNMA, FHLMC and FFCB). ATTORNEY'S REPORTS Mr. Burns stated he had nothing to report. CLERK OF THE DISTRICT REPORTS RESOLUTION NO. 2011 -803, ORDERING THAT ORDINANCE NO. 84 HAS BEEN PUBLISHED Ms. Revak requested approval of Resolution No. 2011 -803, Ordering that Ordinance No. 84 has been published. Director Perry moved to adopt CMSD Resolution No. 201 1 -803, Director Scheafer seconded the motion. Motion carried 5 -0. LOCAL MEETINGS ORANGE COUNTY SANITATION DISTRICT (OCSD) Director Ferryman attended on 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 there was not a meeting of the Santa Ana River Flood Protection Agency meeting this month. INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC) The next ISDOC Quarterly meeting is scheduled for September 29, 2011. COSTA MESA SANITARY DISTRICT PAGE 9 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD AUGUST 25, 2011 CALIFORNIA ASSOCIATION OF SANITATION AGENCIES (CASA) The CASA 56th Annual Conference was held August 1013, 2011 in San Diego. All five members of the Board and Mr. Carroll attended the meeting and a report was given. Director Scheafer suggested a meeting of the Board with Attorney Alan Burns to discuss conflict of interest issues. SOLID WASTE ASSOCIATION OF NORTH AMERICA ( SWANA) Directors Scheafer and Fitzpatrick and Clerk of the District Joan Revak attended the SWANA Annual Conference in Nashville, Tennessee where the District was awarded the bronze public education award for its school telephone book recycling program. A report on the conference was presented by the attendees. Director Ferryman reported, on August 25, 2011, he and Mr. Carroll attended a meeting at Orange County Water District where U. S. Senator Dianne Feinstein gave a Washington Report. Director Ferryman expressed how impressed he was with the Senator. OLD BUSINESS There was no old business discussed. NEW BUSINESS There was no new business discussed. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS Mr. Scott Williams, Costa Mesa resident, raised questions about the District's pension and health care benefits. Director Ferryman informed Mr. Williams if he has questions regarding the Costa Mesa Sanitary District he should submit a public records request. ADJOURNMENT President Ooten adjourned the meeting at 8:15 p.m. Secretary President V (nn O O � �a az F- w z* Q j O w as O Iz U a U Meeting Date Item Number 09122!19 Vi. B. 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O W I� {L. C m m is 2 n d n o. r a m N W _ n E l IN iy D U i m a 0 c Ery .m a a r' : I O c 0 co o V Q - __ C �i �•E - -w U rnlo ?i,W lm n m'ic c $ ) IE WAY m ° m v m O IlL m Il 1,a 1'M m 1, 1 1 wi a l m .... W L a m. r a i m rn ma' ° m rnm:m c� nllu 5:� N ;�I 0. rL m Ito ti w n O = m C m m W O 8 M f P1 m 0 m I� IaO m cow tr } Nj O a M` m O -pp C ca C 8� 1pu� Q m CL i I� y �� 0 z !1' W G 1A y 0 m N a o- "I m W ` o Q C W C r1I NIc -c o V o 6 -tLr� N W u °2 y zi c II10a m F O W V 3 G 2 G V C m-• ll E Il! ia_ V v w ° �L ° '` iw n m w ~ z ID lu O U d E 'U ` i.- v o 2 v 4 V Z I O I R' R' W F O H 11I N 3 [V U O SAC n N ti N N iN `m 4 0. ❑ tlJ U tD In N w w E rn UIr y O o 0 o Ui w n m u.,' Q *1 F- To: From: Date: Meeting Date item Costa Mesa Sanitary D istrict . an Independent ,Specia(District Memorandum Board of Directors Janet Jackson, Permit Technician September 1, 2011 Subject: REFUND REQUEST FOR BOARD APPROVAL There were no refund requests for the month of August 2011. Board r J' P h•r cror°s Roboq , Ooten James P "erryman Mike Scheafer James Fitzpatrick Arthur, Ferry Staff General ,44anager Joa;,i Revak a ce. "fimager Clerk of the Distrh,,:t Robin B. A'+ ners District Eng;! n, eer (949) 631 -1731 Alan fl. Burns Legal Counsel Marcus D. Davis Treasurer Phone (949) 64j-8400 Far (949) 650 -2253 Address 628 MY I 9ih Stmet Costa Mesa, Cpl 92627-2116 !'limed on Rt ,xycled Paper Costa September 1, 2011 Board of Directors Meeting Date I Item Number Sanita-r;r, I""' 08/22!11 VI. C.fi. . "' �_ ' x 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 September 1, 2011; therefore, the total occupancy count for September 1, 2011 is 21,532. Staff recommends the following: 1. The Board of Directors accepts the occupancy count as presented using 21,532 as the correct number of units. 2. The Board of Directors directs staff to prepare a warrant to Costa Mesa Disposal for September collection based on this occupancy report so long as the contractor fulfills the obligations of the agreement. Said payment in the amount of $197,134.07 to be ratified in the October 2011 warrant list. Sincerely, Sherry Kallab Administrative Manager CC' Costa Mesa Disposal CMSD Permit Processing Department Prou'ain our eiwiil'11mm41its bud 11n pm,*r mb$ ent ' riruvibinq sofib �wisrx ai'tb iv now.cttilsbe a , ov REPRINT MAIL I Meeting Uaie Item ft CIS TF- 09/22/11 VI. C. 7. IMEMEMMM P. 0- o a STANTON, CA 90680 -D125 �nrcom -O A TERMS -. NET 10 DAYS 0 0000182675 r TO FAY BBY 09EO CARD Y LL 1 IN INFORMATION ON SACK OF REMITTANCE INVOICE #: INVOICE DATE: 18267 9/01/11 BILL TO: COSTA MESA SAKI DIST AREA 9 COSTA MESA SAKI DIST AREA 9 P.O. BOX 1200 628 W 19TH ST COSTA MESA CA 92627 COSTA .MESA CA 92627 CUSTOMER #; 09- 9 2 PREVIOUS AMOUNT DUE PAYMENTS CURRENT CHARGES TOTAL DUE _ -- _� -- ---- -- .00 -. - -- 241. 7 a - 183,152.27, Please detach Here and retom with your payment CHECK # CR 'TRANSFER., INC. ��II��r u�� A u . o�� . we d or 8/01./11 RESIDENTIAL WASTE 16 185.30' 52.220 9,676.37 8/02/11 RESIDENTIAL WASTE 14 149.98,-,- 52.220 7,831.96 8/03/11 RESIDENTIAL WASTE 14 153.57' 52.220 8,019.43 8/04/11 RESIDENTIAL WASTE 13 148.55-, 52.220 7,757.28 8/05/11 RESIDENTIAL, WASTE 15 155.741- 52.220 8,132.74 8/08/11 RESIDENTIAL WASTE 16 177.16,-- 52.220 9,251.30 8/09/11 RESIDENTIAL WASTE 14.. 146.20 .52 :'220 :, 7, 634. 56 8/10/11 RESIDENTIAL WASTE 14 15.aa 5:,220 8,146.32 8/11/11 RESIDENTIAL WASTE 13. 149.21 "` 52 .2:2:0 7,582.87 8/12/11 RESIDENTIAL WASTE ..15 "15.8.05 `r ::52 22b 8,253.37 8/15/11 RESIDENTIAL WASTE 16 176.16 52.220 9,199.08 8/16/11 RES-1DENTIAL WASTE ' :, 14 , � 150. 01 52_2-20 7,833.52 8/17/11 RESIDENTZAL..WASTE. 13" 133.41 52:.220 6,966.67 8/18/11 k-ESIDENTIAL ,WASTE' '14 152 , 62 52,.220 7,969.82 8119111 RISTDENT1IAL` WASTE 13 137 92r' 52.220 7,202.18 8/22/11 RESIDENTIAL WASTE. ,: ' :..7 7 , .. 18b`."153 - S2.220 9,432.50 8/22/11 ADJUST TICKET 1569031 -4.63- 52.220 241.78- 8/23/11 RESIDENTIAL WASTE 14 1 144.91. 52.220 7,567.20 8/24/11 RESIDENTIAL., WASTE 13 128.71- 52.220 6,721.24 � 8/25/11 RESIDENTIAL WASTE 3 :.,� 35.. 06 > 52::,2.2;0 7,209 .49 t 8/26/11 RESIDENTIAL WASTE 14 T, 14.5.05"" $2.220 7,574.51 1 8/29/11 RESIDENTIAL :WA.9TB 1,.6' 172 .8..1: "" 52 ::220 9,024.14 1 8/30/11 RESIDENTIAL WASTE 14 "`1'46.62 52'.220 7,656,50 8/31/11 RESIDENTIAL WASTE 13 129.28 52.220 6,751.00 TOTALS 328 3507.32 183,152.27 IF YOU HAVE ANY QUESTIONS REGARDING ANY PART OF THIS INVOICE, PLEASE CALL: (714) 826 -9049 PRr-' "-- _ - _ F'AVIViENT CURB - GE5 T�} �? [—IN11V— ICE TOTAL_ CUSTOMER W:09- 9 2 1NVOICF- # 18267 P.O. BOX 1200 OVERDUE AMOUNTS SUBJECT TO FINANCE CI- IAAGE, I "W"'I nn Rrt ['M Y:w� , BILE. TO: COSTA MESA SANI DIST —SA HGT 628 W 19TH ST COSTA MESA CA 92627 MAIL PAYMENT Tit: CR TRANSFER, INC, RO. BOX 125 STANTON, CA 90680.0125 TERMS: NET 10 DAYS CUSTOMER #: 09- 11 s PREVIOUS AMOUNT DUE _ PAYMENTS CHARGES TOTAL DUE �30,b60.71�� .00 .00 —1 10 560.71 Please detach Here and return with your payment CHECK # CR TI?ANFPER, INC - 52-220 64 �d dig ��%% a To PAY BY CREDrr ..., °..., CARD, PLCASE FU dill IN INFORMATION ON BACK W I a OF REMITTANCE INVOICE 4: INVOICE DATE: 18268 9/01/11 COSTA MESA SANI DIST —SA HGT P.O. BOX 1200 COSTA MESA CA 92627 CUSTOMER #: 09- 11 s PREVIOUS AMOUNT DUE _ PAYMENTS CHARGES TOTAL DUE �30,b60.71�� .00 .00 —1 10 560.71 Please detach Here and return with your payment CHECK # CR TI?ANFPER, INC - 52-220 64 �d dig ��%% m 9 t I I rui ii.' ME uuu dill W I a 8/02/11 RESIDENTIAL WASTE 2 9.5 52.220 499.75 8/03/11 RESIDENTIAL WASTE 2 24.72-- 52.220 1,290.88 8/09/11 RESIDENTIAL WASTE 1 7 . 83 52.220 408.88 8/10/11 RESIDENTIAL WASTE 2 i 23.9E-- 52,220 1,251.19 8/16/11 RESIDENTIAL WASTE 1 I 7.04 52.220 367.63 6/17/11 RESIDENTIAL WASTE I 4 f 42.311. 52.220 2,209.43 6/23/11 RESIDENTIAL GdASTE 1 8.;5 52;220 ,: 444.39 8/24/11 RESIDENTIAL WASTE 31.0. <'' 5Z-2.20 '' 1,623.52 8/30/11 RESIDENTIAL WASTE � 7::2: f 5.2:..220:... 378.07 8/31/11 RESIDENTIAL WASTE "4" 41. 8 ' ,• `52.220 2,186.97 TOTALS' 21 204.15,,-' I 10,660.71 IF YOU HAVE ANY QUESTIONS REGARDING ANY PART OF THIS INVOICE, PLEASE CALL: � ( 714) 626-904.9 PREV14PHS AkqpUll DUI" PAYMENT Q___- CURRENT CH ES O U CUSTOMER it: 09— 11 8 INVOICE. it 18268 P.O. BOX 1200 OVERDUE AMOUNTS SUBJECT TO FINANCE' CHARGE INV 1 F 'I" c Pnmcd on RrcyN no Paprr Meeting Date Item Number 09/22119 1 VI. C. 8. COSTA MESA SANITARY DISTRICT Warrant Resolution No. CMSD 2012 -3 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 $556,668.65 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 22nd day of September 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 -3 was duly adopted by the Costa Mesa Sanitary District at a regular meeting held on the 22nd day of September 2011. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Seal of the Costa Mesa Sanitary District on this 22nd day of September 2011. 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C. 10. 3 plipi 2, r e, To: Board of Directors Via: Scott Carroll, General Manager From: Marc Davis, Treasurer Date: September 22, 2011 Subject: Investment Report for the Month of August 2011 Summary Attached is the Investment Report for the month of August 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 August 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 August 31, 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 September 22, 2011 Pace 2 of 3 The weighted average stated rate of return (current yield) for the District's investment portfolio as of August 31, 2011, was 1.280 %. The yield to maturity of the portfolio was 1.293 %. The District's weighted average interest rate was 87 basis points (0.870 %) above the daily effective yield of LAIF, which was 0.410% as of August 31, 2011. The weighted average number of days to maturity for the District's total portfolio was 901 days (2.47 years). The average duration of the underlying securities in LAIF as of August 31, 2011, which is the most current information available, was 227 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 August 31, 2011 was 37.36 %. As of August 31, 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 August 31, 2011, the portfolio has earned a weighted average interest rate of 1.202 %. With only being two months into the new 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. Board of Directors September 22, 2011 Page 3of3 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 August 31, 2011 3 Active Accounts: Bank of America Reconciling Items Total Active Accounts COSTA MESA SANITARY DISTRICT Treasurer's Report of Pooled Cash and Investments August 31, 2011 Bank Balance $ 18,552.90 Deposits In Transits 24,174.21 Outstanding Checks Book Balance 204,777.40 $ (162,050.29) 18,552.90 24,174.21 204,777.40 (162,050.29) Market Adjustment Costa Mesa Sanitary District Pooled Cash and Investments by Fund August 31, 2011 CMSD Solid Waste Activities CMSD Liquid Waste Activities Asset Replacement Fund Asset Management Fund Total Pooled Cash & Investments Marcus D. Davis Treasurer /Director of Finance 1 8112111 Date $ 4,612,429.16 6,043,360.12 164,696.05 4,977,750.00 $ 1 5,798,235.33 Market Value Increase Decrease Cost Investments: Local Agency Investment Fund $ 5,959,760.15 - - $ 5,959,760.15 Money Market/Sweep Account 1,825.47 - - 1,825.47 Federal Agency Securities 10,037,457.50 - 38,757.50 9,998,700.00 Total Investments 15,999,043.12 - 38,757.50 15,960,285.62 Total Pooled Cash & Investments $ 16,017,596.02 $ 24,174.21 $ 243,534.90 $ 15,798,235.33 Costa Mesa Sanitary District Pooled Cash and Investments by Fund August 31, 2011 CMSD Solid Waste Activities CMSD Liquid Waste Activities Asset Replacement Fund Asset Management Fund Total Pooled Cash & Investments Marcus D. Davis Treasurer /Director of Finance 1 8112111 Date $ 4,612,429.16 6,043,360.12 164,696.05 4,977,750.00 $ 1 5,798,235.33 COSTA MESA SANITARY DISTRICT Investment Activity Summary August 31, 2011 Total investments outstanding as of July 31, 2011 $ 16,767,212.65 Additions: Gain on sale of investment - Investment purchases 1,999,700.00 Deductions: Investment maturity /sale proceeds - Loss on sale of investment - Investments called (1,000,000.00) Net increase (decrease) in Sweep Account (566,627.03) Net increase (decrease) in LAIF (1,240,000.00) Total investments outstanding as of August 31, 2011 $ 15,960,285.62 2 F U � FE E m Q W � � d Q N V/ V, � c a> O� U � H CU E E O U U) T i C11 r i Co O W r- i y E dU 00 r CD O r o f- CD N o0 r CD C) M t'- co N o6, 66, N N r N CU Ctt M r CD Lo r 0 Lii m It C) CD N r N r r- co c m m -ci l c6 N Lo fl- OO O000a OOO r"It 0 0 0 0 O O O O O O O Ln 0 0 0 0 O O 0 0 O C� CD N 0D0OOOOOOOO � w O Co O LA O LC) O O O L- mr 6 6 CT C6 006 000 LO OOO rn OOOOOrn m OOOm OO CaOOm y+ r T T r r r T T C \ 0 0 0 0 0 \ 0 0 0 0 0 0 0 \ \ \ \ \ \ \ \ \ \ do 0 0 0 a 0 0 0 0 0 0 0 Cl E L I r O O L(') O O O LLi LC) Lf7 O� O lt � O O N r 10D O r N N CD UC (} O O N r N r N N r r r r Lo 4tu- ) Lnm.t (Dww ��♦♦ T T r r r r s� T r 7 t+ co cz O P- Lo N r M m CD IZ �G CC��O��L-INN�N mr ComCom N Ln CO r 0 0 0 a O O O O y .i r T T T r r T r r W coati U') MMMf.0 h OO�N N N =N 3 m m CD CD co co d OroOOOOOOCo C d E N 41 a C C U Cll N CV CU Li Q ca co a co cz �- Q CD - O Y CD x O E 32mmtoPmt?)m2mf N Ln C: 1= O C: O- C C C N Y w y W2,0 CIS m 0 C O J U U w C[1 U J J J U 3 E E €° E° E E E E awoLuc�Cn01�8000 Z 2 LL LL Z T Z LL 2 2 I Q a-Ea F ia ca r E � Y a� U G"Oaaaaa"Oaaa p Ld O O O O N {V iV O CV N J m LL LL LL LL LL LL LL U- LL LL L LO r., a �NcD¢2 of 3: CD� T�LnN r r m m �} U Z M m M M m _M m m m m r co N m C h L' 7 m m C' 7 m m m CD t- co f- N N In tl0 N O cD rn U") T m 0 O H r r Ch 00 a u_ (ll c Q m m COSTA MESA SANITARY DISTRICT Summary of Policy Limitations August 31, 2011 Description U.S. Treasury Bills U.S. Treasury Notes Federal Agency Issues: FICB FLB FHLB FHLMC FNMA FFCB Other Banker's Acceptances Certificates of Deposit Negotiable Certificates of Deposits Commercial Paper Medium Term Corporate Notes LAIF (Local Agency Investment Fund) Shares of Benefical Interest Money Market/Mutual Funds (Sweep Acct) Total % of portfolio maturing under one year % of portfolio maturing over one year Current % of Market Value 08/31/11 Maximum % 0.00% Unlimited 0.00% Unlimited 0.00% Unlimited 0.00% Unlimited 12.59% Unlimited 18.81% Unlimited 12.54% Unlimited 18.79% Unlimited 0.00% Unlimited 0.00% 25%(1) 0.00% 25% 0.00% 25%(1) 0.00% 25%(1) 0.00% 20%(1) 37.25% 40,000,000 0.00% 20% 0.01% 10% per fund (2) 100.00% 37.36% no less than 20% 62.64% 100.00% (1) Further limited to 10% in any single issuer (2) Also limited to 20% in total. 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C. 11. Cosh 9WES.A SA.VTxr�D1s2�RTCZ' ... an .Independent Special oistria Memorandum To: Teresa Gonzalez, Accounting Manager From: Scott Carroll, General Manager —.— Date: August 29, 2011 Subject: Budget Transfer for Directors attendance at the SWANA conference This memo is to request a transfer of funds to provide funds for attendance at the SWANA conference by Directors Michael Scheafer and Jim Fitzpatrick. The decision to attend the conference was made subsequent to the budget preparation. Please transfer the funds as follows: Account Account Number Increase Decrease Trash — Travel/meaUlodging 10- 100000 -4510 $4,400 Trash — Contingency 10- 100000 -4990 $4,400 Trotecting our community's health andthe environment 6y providing sol dwaste andsewer collection services. unvu. crosdca.gov Memorandum To: The Board of Directors From: Scott Carroll, General Manager, Date: September 22, 2011 Subject: Establish Special Board Meetings for Recycling and Sewer System Committees Summary 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. Establishing Special Board meetings will allow all five directors to engage in discussions and take part of recycling and sewer system items normally discussed at the committee level. Staff Recommendation That the Board of Directors considers eliminating the Recycling and Sewer System Committees by combining the two committees into one Special Board Meeting that meets once a month. Analysis The Recycling and Sewer System Committees meet once a month to discuss and recommend to the Board certain related topics. The committee meetings are open to the public and must comply with the Brown Act; however, only appointed Board members, which consist of two directors, can engage in discussions and take action on committee agenda items. For more than two directors to participate in the discussions, the only legal remedy is to establish a Special Board meeting. A minimum of three Board members would have to attend otherwise the meeting lacks a quorum therefore requiring the meeting to be canceled. In contrast, if only one Board member attends a committee meeting it is no longer considered a committee, but the meeting can continue to proceed with one Board member. lnrotecting our community's health andthe environment Gy providing solidwaste andsewer collection services. www.cnudca.gov Board of Directors September 22, 2011 Paae 2 of 2 If the Board desires to establish Special Board meetings, staff recommends recycling and sewer related items to be placed on one agenda for the special meetings. The advantage for one agenda is that it will save staff time and money on preparing multiple agendas. For instance, instead of preparing three agendas a month (Recycling Committee, Sewer System Committee and Regular Board of Directors), only two agendas would need to be prepared. The disadvantage to having recycling and sewer related items on one agenda is that the Special Board meeting may be too long for Board members to attend. Typically, a single committee meeting may last for an hour to an hour and a half. Strategic Element & Goal Not applicable Legal Review District Counsel has reviewed this report and will be available to answer questions at tonight's meeting. Financial Review There may be some cost savings from preparing and printing fewer agendas, but the cost is unknown at this time. 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 and on the District's website. Alternative Actions 1. Do not establish Special Board meetings for recycling and sewer related items and continue with status quo. 2. Request more information from staff. To: The Board of Directors From: Scott Carroll, General Manage/ ri -;,:w Date: September 22, 2011 Subject: Root Abatement Cost Analysis Summary in the beginning of 2011, the Board 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 in which the goal is to reduce these locations to less than 40. Staff Recommendation That the Board of Directors approve authorizing staff to proceed on repairing the hot spot locations identified in this report. Analysis High frequency cleaning locations or "hot spots ", are locations that requires more than once a year cleaning to avoid potential SSOs. Staff, along with the assistance from EEC, identified 94 hot spot locations, which are typically segments of the line that have structural defects, grease, roots, and/or debris. As of June 3, 2011, staff was successful in eliminating 19 hot spot locations, which were put on an annual cleaning (once a year) frequency. Some of these locations were removed after staff performed repairs, used different maintenance equipment (e.g. warthog for cutting roots), had grease interceptors installed, etc. There are now 75 hot spot locations. In February 2011, staff performed a pilot program on Golf Course Drive to analyze other methods for abating root intrusion. The methods included top hat and short lining. After six months we viewed the top hats and short liners installed on Golf Course Drive and noticed no roots were intruding from the laterals into the District's mainline. Staff determined that these two methods are indeed effective to abating root intrusion. Trotecting our community's health and the environment by providing so(dwaste andsewer co(lection services. www. crosdca.go v Board of Directors September 22, 2011 Page 2 of 3 Of the 75 remaining hot spot locations staff identified 18 locations with roots. Staff performed a thorough and detailed cost analysis to determine the best method for abating the roots and avoid potential SSOs. The methods included regular maintenance (keeping the locations on the hot spot list), removing trees, top hat & short liners, CIPP and the traditional remove and replace. Attached is a spreadsheet of our analysis. Staff estimates we are 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 $1 million 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, so staff believes it will be much more cost effective to perform these repairs rather than continual maintenance. After performing these repairs, the 13 locations will be removed from the hot spot list and scheduled for regular maintenance. The total number of locations will be reduced to 62, which is a 34% decrease from the original list when the goal was first established at the beginning of the year. Strategic Element & Goal This item supports achieving Strategic Element No. 1.0, Sewer Infrastructure, and Strategic Goal No. 1.3, Hot Spot Abatement Program. Legal Review Not applicable Financial Review The cost to perform these repairs is estimated at $80,625. The cost may be reduced through normal bidding procedures because of the quantity number of top hats and short liners. There' is approximately $280,000 in the Sewer Contingency Budget to perform these repairs. Committee Recommendation On September 13, 2011, the Sewer System Committee unanimously recommended that the Board of Directors approve authorizing staff to proceed on repairing the hot spot locations identified in this report. 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 and on the District's website. Board of Directors September 22, 2011 Paae 3 of 3 Alternative Actions Do not approve the repairs and direct staff to continue with the hot spot cleaning frequencies. Attachment A: Root Abatement Cost Analysis Q C- u Q L IG T "!gym O L2 ri CC) N O N n3 w T L ) tx C � v N � C � N N U � N O c Q � O O N y , 2 N U O C rmi r y M — �? a N O p :u 4A a E � as T E E 2 m 1i W ii m ri Cn h N rl LO N LD M l0 �eggj 0) w O0 U N � O U L Z V {p QJ L O CL O u 0 4 U / C e-i G z L +� O O 20 O O 0 f m v rn CL QS L 6 "O — N N /C Q1 IO 7 m �' > f6 fO r r^- — 12- Y o 0 o a o o m o V E o o N N q l�� i.. N N 2 f9 r-I n'. N m d' w�Y N'" m 1 041 U 1 ri 1 0 0 �% 0 0 0 0 O O 0 0 0 0 0 O O O O O O O O Mill ri F N N LOO ri m N n N ri ' ii! 0 In 0 0 C:, 0 t0 C p C3 o o O a 0 0 0 0 Ln 0 Ln 0 O / Cr j O r-i N � 00 w fv t` m 11 ' M N O N 4 O d 4 O Lf) �n ul rn Ln' N N t n N Ln N m 0�1 01 N M n to O1 N 61 Qi V e-1 N fi f� it N o an 0 0 0 o 0 o O O L m 4 r m 00 m 00 in lq m cO n n Ln w U-� CD m O0 Im w 4 V Ln C) m 00 m CO 00 00 .-1 V. CO CO sy M W n w n m 14 lfl L Ln r- m m %D "iidi"9 oO 8 LO w r- 0o t� oG 00 00 n 00 IZt ri n ,i T u) OO oO dq 00 NLf) * ti co U) 00 m N N 11 m N m w V �t m (3) kd r i lfl m 01 m a1 cD IT t4 a m N r i r-i td V �6 V M m "i N N m Lr m a L � „; [O LD [O LL) N m lD Lc� 00 0o N m N m w Ui l m h LD w .ff) V q w m V o CO 00 lO 000 � LD W W Kp4 'T N Ow0 0w0 N � ' N a '7 V 61 V l0 G}1 O1 �f 'CT N r-4 V V m ?�4 m N u NMI O Q L 21, U CL ? N E O E u E N @ @ v a 'r 0 Lw a a m C v 11 — +mom 0 E3 C O 0 0 l7 � U LL 0 '., N 7 � ta0 J21 7 w U n o m ri M en ap M ni w a� N to is m m L IG T ri O L2 ri CC) N O N n3 w T L ) tx C � v N � C � N N U � N O c Q � O O N y , 2 N U O C rmi r y M — �? a N O p :u 4A a E � as T E E 2 m 1i W ii m ri Cn h N rl LO N LD M l0 i a) 00 00 0) w > N > 16 V r C ro J C C E oO N v� c fv ro y F F U) r°r, Q zm Meetin Date Item Number 09!221! ! M. D. C0ST.A �AIESASAXIT 1 0WfY`(D STgUCT r To: Board of Directors From: Scott Carroll, General Managg Date: September 22, 2011 an a Subject: Design Services — Project #192 System Wide Sewer Reconstruction (Grade 5 Repairs) - Phase 2 Summary Construction for Phase 1 on this project is underway very soon. Designs for Phase 2 should begin so that construction can begin at the same time next year. Staff Recommendation That the Board of Directors receive and file this report. Analysis The District televised its entire sewer system from January 2006 to March 2009 and found 255 Grade 5 sewer deficiencies. Grade 5 deficiencies require immediate attention as the risk of failure is high and failures may result in sanitary sewer overflows (SSOs). The Board of Directors chose to reconstruct these deficiencies in a four -year period with an approximate $1 million per year construction cost. It is time to begin creating designs for Phase 2 of this project, which 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 ($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. 1 am determining that awarding the design services to RBH is in the best interest of the District because of their familiarity of the (Protecting our community's health andthe environment by providing solidwaste andse-wer coffection services. wurw, crosdca.gov Board of Directors September 22, 2011 Page 2 of 2 project and their ability to reduce the costs because of their experience preparing designs for Phase 1. Strategic Element and Goal This item complies with Strategic Plan Element 1.0, Sewer Infrastructure and Goal No. 1.4, System Wide Sewer Replacement and Repair Program. Legal Review District Counsel has reviewed this report and will available to answer questions at tonight's meeting. Financial Review The total cost for design services is $59,771, which is 5% of the total budget amount for this project. The budget amount for this project is $1,175,000. Committee Review On September 13, 2011, the Sewer System Committee reviewed RBH's proposal and directed staff to proceed with designs for Phase 2. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the ,dune 23, 2011 Board of Directors regular meeting at District Headquarters and on District's website. Alternative Actions 1. Direct the General Manager to reject Robin B. Hamers & Associates and to seek proposals from other engineering firms. �Reviewed by: Teresa Gonzalez Accounting Manager Attachment A: Robin B. Hamers & Associates Proposal I To: The Board of Directors From: Scott Carroll, General Manager, �' Date: September 22, 2011 Subject: Claim for Damages Summary One claim has been submitted to the District for recovery of costs. The Special District Risk Management Authority ( SDRMA), the District's claims administrator, recommends rejection of the claim. Staff Recommendation That the Board of Directors rejects the claim as recommended by SDRMA, the District's claims administrator. Analvsis The following claim has been filed with the District to recover costs for damages allegedly caused by the District: • Jared Shostak claims damages to his vehicle after running over an open manhole on the street. Staff concurs with the claims administrator's recommendation to reject the claim. 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. Strategic Element & Goal Not applicable Legal Review SDRMA will represent the District if the claimant pursues to recover costs for damages after the Board rejects the claim. T otecting our community's health and the environment by providing sotid waste and sewer colTection services. www. crosdca.gov Board of Directors September 22, 2011 Page 2 of 2 Financial Review There is no financial impact in rejecting the claim. 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 and on the District's website. Alternative Actions 1. Do not reject the claim. 2. Request more information from staff. CMSD BOARD OF DIRECTORS RECYCLING COMMITTEX AGENDA Monday, September 19 -10:30 a.m. Costa 'Mesa Sanitary District,, 628 W 190 Street I. Recycling Report — August 2011 Update on how CMSD is meeting _1B 939 goals II. Waste Diversion Report �- August 2011 Update on the amount of recycling materials diverted from the landfill ITT. Ordinance E.nfincement Officer's August Repno;rt. 0 Review OEO enforcement activities for trash cans, graffiti and scavenging IV. Scavenging lTeport Review scavenging activities reported to CIfPD Update on the lockable containers — Oral Report Meeting Date {tern Number 0912511 i V�A, V. Catalog, Choice — Reduce Unwanted jun k Mlail a Conference call and presentation V1. Zero Waste qF Develop key objectives within control & influence of CAISD - -- Oral Report VII. Variable ltefi;tse bates a Discuss the possibihn7 of establishing a variable rate system for refuse — Oral Report VIII.. 2011 Results of Large Item Collection Prograrn 0 Review report prepared by District staff A, I-QN-11001 IX. A11,.,nove Criteria for CMSD Recycling Award ,'t3I3LIC CCIKNI;N'„",�`5 X. This is the time to receive anv comments from members of the public. XT. Discuss items for next Recycling Committee meeting. Next Meeting Date a, October 24, 2011 Dated. September IS, 2�0�11 9�� Y` -v-cr+a�.s�� Clerk of the District Memorandum To: Board of Directors Via: Scott Carroll, General Manage° From: Robin B. Flamers, District Engineer Date: September 22, 2011 Subject: #185 System Wide Sewer Reconstruction — Phase 1 Recommendation for Extra Work Summary This project 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. The District Engineer prepared plans for the extra work (Phase 1 Additional) and obtained an extra work proposal from the contractor. Staff Recommendation That the Board of Directors: 1. 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. 2. Approve extra work in the amount of $53,236 for full length lining instead of small section lining as shown in the attached proposal dated 912111. Trotecting our community's heaCth and the environment by providing solidwaste andsewer cofkction services, www.cmsdca.gov Board of Directors September 22, 2011 Page 2 of 3 Analysis The District televised its entire sewer system from January 2006 to March 2009 and found 255 Grade 5 sewer deficiencies. Grade 5 deficiencies require immediate attention as the risk of failure is high and failures may result in sanitary sewer overflows (SSOs). The Board of Directors chose to reconstruct these deficiencies in a four -year period with an approximate $1 million per year construction cost. Due to severe economic conditions, the Phase 1 bids came in very low and the Board awarded the contract to Sancon Engineering Inc. As is evident from the low bid, there are sufficient funds available for extra work. The bids are shown below: Engineer's Estimate $1,038,975. Sancon Engineering, Inc. $ 455,683 RePipe- California $ 563,583 Southwest Pipeline $ 642,600 Additionally, Sancon has submitted a proposal to fully line from manhole to manhole 21 segments instead of installing a partial liner or installing multiple short liners as specified in the contract documents. Sancon's proposal for this work is attached hereto and there is only an incremental cost increase to achieve manhole -to- manhole lining versus the shorter repairs. Engineering staff agrees with Sancon's stated reasoning that full - length lining adds stability to the joints and pipe and will prevent future problems from occurring in the unlined portions. There are multiple lower level deficiencies, such as Grade 3s, that will be repaired by the full length lining. An analysis of Sancon's proposal discloses Sancon is requesting a total of $53,236 to line an additional 4,913 feet of sewer, which equates to a per foot price of $10.84 per foot. This is a very low and very competitive cost (industry rate is closer to $30 per foot) and engineering staff recommends approval of this option. By approving the additional work, 123 Grade 5 line segments out of the original 255 will be complete. Approving the additional work will also expedite the phasing of this project by completing all the Grade 5 repairs in three years instead of four years. Strategic Plan Element & Goal This item complies with Strategic Plan Element 1.0, Sewer Infrastructure and Goal No. 1.4, System Wide Sewer Replacement and Repair Program. Legal Review District Counsel participated in a discussion regarding the extra work and stated the District may award extra work as proposed. Board of Directors September 22, 2011 Page 3 of 3 Financial Review The total additional construction cost of $203,236 ($150,000 + $53,236) can be adequately funded from the unencumbered balance in the project. The original cost for this project is $501,251, which includes a 10% contingency. The additional cost will bring the total cost to $704,487. $1 million is budgeted for this project, so there are sufficient funds for the additional construction cost. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the September 22, 2011 regular Board of Directors meeting at District Headquarters and on the District website. Alternative Actions 1. Do not award extra work to Sancon Engineering and repair the Grade 5 locations in Phase 2 of the project. 2. Refer the matter back to staff for additional information. Attachments: Sancon proposals Reviewed by: N-3 - Teresa Gonzalez Accounting Manager Attachment A: Sancon's Proposal for full length lining SANCON ENGINEERING, INC._ GENERAL ENGINEERING CONTRACTOR Tel: (714) 891 -2323 STATE CONTRACTORS LICENSE #731797 Fax: (714) 891 -2524 Costa Mesa Sanitary District 628 W. 19 "' St. Costa Mesa, Ca 92627 RE: System Wide Sanitary Sewer Subject: Alternative Lining Solutions Rob & Yefim, During the Pre - Construction meeting held on the 9t' of August, we discussed full length lining In lieu of the proposed CIPP spot repairs for some locations on the System Wide Sanitary Sewer Project. Due to the number of spot repairs required in each segment, the overall length of spot repairs being proposed, or the close proximity of spot repairs in certain segments in conjunction with the current unknown conditions of the pipes since last being videoed, Sancon would like to suggest the attached segments be reviewed and considered by the District for full length lining. The benefits of full length lining over CIPP spot repairs are the elimination of joints in the host pipe, preventing root intrusion and ground water infiltration, and ultimately saving the district money from having to conduct additional repairs in the future as roots may migrate and ground water will move to the next weakest location over time. Attached is a table listing 21 runs where we are suggesting you consider full length lining instead of the specified multiple short liners. The A column shows the cost increases associated with the change in approach to lining. The District may elect to choose any or all of the segments shown for full length lining. We will gladly review any of the particular lines with you should you have any questions. Thank you for your consideration of this matter. Sincerely, Dan Chronister Project Manager Sancon Engineering, Inc. 5841 Engineer Drive Huntington Beach, CA 92649 C Wi 3 .i J I 0 C i7 3 w S a C N w a C S $ 8 8$ 8 8 8 8 8 8 8$$ 8$ g$$ 8 8 N u0 +A v9� NN N N of VV) 'Ir N Vy�f N 1n 4^ N apR Cpl Vl V1 p pN �V% QA d8 L7 4 L a yS� O O Oo fV1V 0 p in f� yN� N ei (��j O O O� pQO O lM0 O n H o d 't N {O a I� O d m N o d (y rl ni �yi d o +pA d m a 00 Vp� tpoo m N m o Vpo� m Vpoi V44Y m +p/� Vp� o� V� Vp� V� Vp! N% N 8 pN O pN C] pN Ctl pN tl O Q O pN O O O 4 O O pN O S O S S N 1' Vi m In v1 N 1ppA �1�1pp1 Ln �+1 N (cfyy N NON 1D rV;. O O m O O 10 NO �yp� evO� b ✓hi �o.} 0�0 'i Qi O O O ��ll N N N N N V1 N N N V1 VF N N N N N N N N N N N 7 Lo v N N m O V ih M M 14 Q Say a a S V U b. 11 n `1 U U U U U U U 7 l�1 > u > a U 7 n. U ? ? 7 ? > 7 > 7 > N M co co e0 m m m O m 00 DD m o0 m m m m m m m m m C N d c N V d W C V N a cL m v c m �'". n n a 1p �? a o. c n n v a a w v v n a a ii v d cc w ea a u ¢ u 0. d 0 v + r4 wt O O O pQp N N yO M {On yO7 M Im�1 N m M N [V m M Ar� �V N f`! Rml .-1 N t�7 S i fyy' n rmi n ul ',-1 P ao m h n n C rII N �1 14 Q S hOdOdFiYi r- vii v ocd r L^ u�i n n to r n v1 u�' n �n �n G vs Np M m H aH H eY 'i ei rl 'i �i H ci O x cL ryry o ,g C GG¢ y m g (ijBgYY c� Lyo dp yyy Q O Z gym h .�-[ °m m m [*n9 e�i a a a V pp O tbii W vni api N .Ni .1Or . -� m m m a (ny '�f rmn V aa V e v L°n in ap m I 0 C i7 3 w S a C N w a C 0 S Member 13, 2 0111 , 10 ': 30, a. m. Costa Mesa Sanitary District. 628, W. 119"" Street I st;a Resa, California 'jT AI 'P!NG REPORTS 1, M o n t1i ly S p I I I Statistics 6 One new sanitary sewer overflow on 8118111 to aeport Meeting Date Item Number 09/25/11 X1. A. I III. sewer cNanifrig P'rograimi a. Gap bebweert old and new cleaning cycles; report by EEC b. Addition of root cutting to cleaning; report by EEC C. Possible yearly cleaning by CMSD crews instead of contracting out - Orall Report d. Update on GIS Sewer Atlas, CIMMS, Hydraulic Modeling, -- Oral Report III, Risk of Lmrge Spill in Newport Seach U:pper Newport Say (Back Bay) - Oral Discussion a. 23rd p.S., Irvine P.S., Elden P,S, b. Large potential fines of $2 per gallon c. Consider additional planning to block storm drains d. Consider standby diesel generators 0. Consider parallel force mains - Cost Estimate Report 1V Hot Spot Abatemeint PrograrTi 41 Discuss Root Abatement Cost Analysis Report V. Sewer Master Plan- Oral Report 0 Last updated in 2005 9 Next update in 2012-2013 subject to Hydraulic Modeling being completed VL WD R Cornpli anice - P rese ntati o,n by ID Istrict Engineer 0 Oral report on fines and violations levied on public agencies by state water boards V'1111. 636 Lakeview Lane a. 25,000 to 50,000 gallon spill previously reported to Board of Directors - Oral Report b. Review letter from Santa Ana Region (Region 8) Page 1 of 2 Sewer System Committee September 13, 2011 VIII. Totai Flow from CMSD a. Additional discussion on OCSD population factors and trends b. Consider population study of CMSD — Oral Repori I. Articles of Interest a. National Clay Pipe Institute (NCPI) Calcium in Sewers (featuring CMSD) b. Cardiff State Beach Sewer Spill G. Alabama County with $3.14 Billion Debt Cli'S;D POJEECTS X. rho Project #1101 West Side Prrmping Station Abara dontrrent — Status—, Orap Report OCSD evaluating consultant proposals S, Project 129 Bristol ;Street fewerµ Phase 111 — States — Oral Report Project out to bid on 9112111 'm Bid opening is 10125111 C, Project. #171 Irvine lPurnpr'ing Station Force Main R ohatrlPtation ,. Status OraI IRelport. Costa Mesa finally provided plan cfr„eck comin"rr rats after 8 weeks. Engineering staff is addressing comments and preparing for blrlrling. R,t,. Project X155 Sy^s4ern- fide Sewer Reconstrr Ilion Phase 1 of 4 ® 'S1:,atu;s 1. Construction is underway 2. Consider recommending to the Board approving additional work 3. Consider recommending to the Board approving Robin H. Hamers & Associates for designing Phase 2 P. Pr rm.ot X111 ti el "tabilitation of Sig. Sewers Transferred to C'M'SFJ .. Status Trench walls and street paving in South Coast Drive where sewer installation is occurring are failing. Contractor installing only 28' per day. PUBLIC COMMENTS a., This is the time to r°eoeive any comments from mornbers of the fatiblic. Next meetit q Cate: October Ia, 2 11 Dated'r Sept Tmt)er i, 2011 Clerk of the Di strict Page 2 of 2 LAW OFFICES OF HARPER & BURNS LLP A LIMITED LIABILrrY PARTNERSHIP INCLUOINO A PROFESSIONAL CORPORATION JOHN R. HARPER' 453 SOUTH GLASSELL STREET ALAN R. BURNS ORANGE, CALIFORNIA 92W COLIN R. BURNS TELEPHONE (714) 771 4728 OFC.ounsel FACSIMILE (714) 744 -3350 JUDICURTIN• MICHAEL MONTGOMERY' •A PROFESSIONAL CORPORATION To: Honorable President and Board of Directors From: District Counsel Date: September 12, 2011 Meeting Date Item Number 09/22/11 X114. A. R.3VERSIDE I SAN BERNARDINO (951) 674 -0698 Alan RL Burns arburns@harperburns.com Re: The Brown Act's Application to Meetings Outside the District Boundaries The Board may desird to meet with other government entities at their Iocation outside the District or may desire to tour facilities or otherwise make information gathering trips. The Attorney General has recently provided guidance on these subjects so a review of the law may be appropriate. FACTS In the past, the District has met with the Midway City Sanitary District at their facility outside the Costa Mesa Sanitary District to exchange ideas and share approaches. Board Members have also taken tours of various facilities outside the District's boundaries. It is possible that a majority of our Board may also attend other meetings outside the District boundaries. The following are guidelines for such meetings. THE BROWN ACT The Brown Act defines a meeting to include any congregation of a majority of the members of the body at the same time and location to hear, discuss, deliberate or take action on an item. It is well - settled that "meetings" include deliberative and fact- finding sessions, in addition to those in which action is taken. Roberts v. City of Palmdale (1993) 5 CalAth 353, 375 -376. Deliberation, as well as action, is required to occur openly and publicly: The Act's intent is that "deliberation as well as action occur openly and publicly. Recognition of deliberation and action as dual components of the collective decision - making process brings awareness that the meeting concept cannot be split off and confined to one component only, but rather comprehends both and either." Thus, a "meeting" is not limited to those legislative sessions in which a legislative body decides upon a particular course of action, but also includes sessions conducted for the "collective acquisition and exchange of facts preliminary to the ultimate decision." For example, a session between a school board and a consortium of three real estate brokers in which the board garnered Costa Mesa Sanitary District The Brown Act's Application to Meetings Outside the District Boundaries September 12, 2011 Page 2 information about the brokers' qualifications to perform future services constituted a "meeting" for Brown Act purposes, even though the board did not commit to retain any of the brokers. Nor is the lack of a conventional meeting format determinative. "As operative criteria, formality and informality are alien to the law's design, exposing it to the very evasions it was designed to prevent. Construed in the light of the Brown Act's objectives, the term `meeting' extends to informal sessions or conferences... designed for the discussion of public business." Thus, where a quorum of a school board viewed a "censorship film" that pertained to a pending curriculum controversy, and did not conduct any follow -up discussion about the film or the controversy, the viewing of the film "was itself an act of collective acquisition of information" relating to the controversy" and therefore constituted a meeting subject to the provisions of the Act. (Ops.Cal.Atty.Gen. No. 10 -702) The Attorney General was requested to opine on whether the Act allowed a majority of the members to go on a water facility tour outside the jurisdiction of the agency. The Attorney General presumed that the tour would involve the acquisition of information relevant to the services the District provided. The Attorney General had no trouble determining that such a trip was a meeting and found that the meeting could not occur without compliance with the Brown Act. The Attorney General then analyzed if such a tour could occur if it was properly conducted in accordance with the Brown Act. The Attorney General first noted that generally all regular and special meetings must occur within the jurisdiction of the agency but noted there were some exceptions. One such exception is when the real or personal property that is to be examined cannot be brought within the jurisdiction for inspection. A water tour would certainly meet this criterion, so the Attorney General opined that such a meeting could occur at the extraterritorial location if the meeting was noticed and open to the public and the topics raised and discussed at the meeting were limited to the facilities being inspected. The Brown Act allows meetings outside the boundaries of the agency for the following purposes: (b) Regular and special meetings of the legislative body shall be held within the boundaries of the territory over which the local agency exercises jurisdiction, except to do any of the following: (1) Comply with state or federal law or court order, or attend a judicial or administrative proceeding to which the local agency is a parry. (2) Inspect real or personal property which cannot be conveniently brought within the boundaries of the territory over which the local agency exercises jurisdiction provided that the topic of the meeting is limited to items directly related to the real or personal property. Harper & Burns LLP 1 453 South Glassell Street, Orange, California 92866 1 Telephone (714) 771 -7728 1 Facsinniie (714) 744 -3350 1 www.harperburns.com Costa Mesa Sanitary District The Brown Act's Application to Meetings Outside the District Boundaries September 12, 2011 Page 3 (3) Participate in meetings or discussions of multiagency significance that are outside the boundaries of a Iocal agency's jurisdiction. However, any meeting or discussion held pursuant to this subdivision shall take place within the jurisdiction of one of the participating local agencies and be noticed by all participating agencies as provided for in this chapter. (4) Meet in the closest meeting facility if the local agency has no meeting facility within the boundaries of the territory over which the Iocal agency exercises jurisdiction, or at the principal office of the local agency if that office is located outside the territory over which the agency exercises jurisdiction. (5) Meet outside their immediate jurisdiction with elected or appointed officials of the United States or the State of California when a local meeting would be impractical, solely to discuss a legislative or regulatory issue affecting the local agency and over which the federal or state officials have jurisdiction. (6) Meet outside their immediate jurisdiction if the meeting takes place in or nearby a facility owned by the agency, provided that the topic of the meeting is limited to items directly related to the facility. (7) Visit the office of the local agency's legal counsel for a closed session on pending litigation held pursuant to Section 54956.9, when to do so would reduce legal fees or costs. Applying these rules to the meeting with the Midway City Sanitary District, the Board might be able to justify such meetings if it were to view real or personal property or to meet or have discussions of a multiagency significance. It does not seem like much of a stretch to imagine such a meeting with Midway. Of course, the meeting would need to be noticed and open to the public, and topics discussed would be limited to the real or personal property being inspected or to the multiagency issues that were at the purpose of the meeting. CONCLUSION Board Members occasionally will attend meetings in which a majority of the Board is present. Any time a majority of the Board is present, it would be very prudent to make sure you have appropriate authority for being present at the same tune. You should also be aware of what rules and parameters are involved in being present, and those will vary with the setting. The Attorney General is increasingly focusing on these types of meetings. Under the Brown Act, all presumptions are in favor of open meetings and strict compliance with any exceptions that limit public access. Harper & Bums LLP 1 453 South Glassed Street, Orange, California 92966 1 Telephone (714) 771 -7728 1 Facsimile (714) 744.3350 1 www,harperbums.com Costa Mesa Sanitary District The Brown Act's Application to Meetings Outside the District Boundaries September I2, 2611 Page 4 If you have any questions, please feel free to contact myself, the General Manager or District Clerk for guidance. To the extent a majority of the Board's participation in certain events is recurring, it would probably be prudent to have specific written advice for each type of meeting. These include Standing Committee meetings, Chamber of Commerce meetings, tours, meetings at otheragencies, ISDOC meetings, conferences, seminars, car trips to seminars, etc. Alan R. Burns District Counsel cc: General Manager Office Manager -Clerk of the District Sharper & Dums LLP 1 453 South Glaseell Street, Orange, California 92966 } Telephone (714) 771 -7728 1 Facsimile (714) 744 -3350 1 www.harperburns.com Special Districts Conference Highlights Sept. 2 011 Meeting Date {iem Number 09/22/11 XV, E, Attended By Bob Ooten, Nlike Scheafer, and Art Perry 1. Public Budgeting: 2. Budget reflects: 3. 2 to 5 year plan: j f r (Survey). Is all about policy and political choices. Mission Statement, Strategic plan, business plan and annual operating budget possible consideration Give citizens a $ 500.00 Dollar Virtual Bank To spend on the goals of the district. 5. A budget is a communication tool. 6. Must have formal policies before setting budgets. 7. Have we been receiving tax revenues at the proper levels? S. Budgets: Begins with revenue available Identify Priorities Funds services in order of priority 9. Look at Human resources costs: Compensation, Benefits, Salaries And post employment benefits 10. District must have oversight & control: possible committee 11. Cost Centers: Look at work schedule & compute hours 12. Look at reserve funds: Every fund has a purpose. Do we have a resolution for each fund? 13. Get tour of Assets: Directors 14. Directors: Get a little card to keep in wallet about reserves and assets. 15. Do we get electronic checks for deposits? 16. Banking services very completive now: We should look at this. 17. Outsourcing: We should look at. 18. Unclaimed Property: Look at website ww va-sco. . ov g.. '41tr l„ 19. Lowering costs: Look at private contractors. 20. Board policies: Should review 21. Job Costing: Directors should look at facilities once a year. 22. Overhead: With every person hired there are other overhead costs. 23. Tiered rates: Look at very very carefully for legality. 24. Rate setting: Look at long term 20 -50 years Short term 2 -5 years 25. Before raising rates: Make a multi -year rate plan- sell it once. 26. Raising rates: Have a master plan to fix the system. 27. Newsletters: Every Quarter Part of Action plan to raise rates. 28. Give information: to residents before the 218 notice goes out if you plan on raising rates 29. Adequate Reserves: 3 -6 months of operating reserves Emergency reserves Enough growth needs 30. Why use debt: to accelerate projects 31. Grants & loans: Are they out there for CMSD? 32. Lease Pledge: Can we use this tool? 33. Look at 3 -year compensation vs. One year which is an option 34. Cal -Pers- final compensation based on 1. Pay Rate and Special Compensation 35. We do not want new hires to have Sick Leave Added to Cal -Pers Retirement. 36. Look at going and coming to work rule for employees driving home district vehicles. (Mike And Bob Can Add to this.)