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Agenda Packets - Board - 2011-08-25C 11-11 wosta' IM, es' a Sanit Ja.ryq I'Yistrict U C"Ut , �VedaI :)I1 t i'ct AGENDA Robert Ooten t ,�;; u,,r'it Jarnes Ferryinan . i( ""e prer ✓~debit anies itzpab ck. Michael Scheafer cF, Pt? r Ch ti e, C"iire rror 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. 190' 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 li g - "I"Itursday, August 25, 2011 ,. RECOMMENDED ACTION I. CALL TO ORDER 5:30 p. n,. — 628 W. 19th Street, Costa Mesa II. 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. Q-'rohortiqg our commitni, ° 'a, hearth 6y pro viii, �g solid a,ste an,r .i'r: er co(&r6)rw sef^t)itesw 1tW csa.gry C."osta mesa Samkary District Ausidst 2,5, 2011 AGENDA Page 2 RECOMMENDED ACTION Reports A. Minute Approval 1. Sewer System Committee Meeting — July 19, 2011 2. Investment Oversight Committee Meeting —July 25, 2011 3. Regular Board of Directors Meeting —July 25, 2011 B. Engineer's Reports 4. Project Status Report Receive & File C. Financial Reports 5. Refunds No Refunds 6. Occupancy Report and payment to Costa Mesa Disposal —July 2011 Approve 7. Contract Payment to CR Transfer for Recycling Services & Disposal Ratify Payment for July 2011 8. Adoption of Warrant Resolution No. CMSD 2012 -2 Ratifying Payment Ratify Payments for the Month of July 2011 in the amount of $1,176,243.82 9. Directors' Compensation and Reimbursement of Expenses for the Approve Compensation Month of July 2011 & Ratify Expenses 10. Investment Report as of July 31, 2011 Approve 11. Budget Transfer for govDelivery Services Approve 12. Budget Transfer for Pump Station Study Approve --- - - - - -- -END OF CONSENT CALENDAR--------------------- ------- - - - - -. VII. PUBLIC COMMENTS VIII. GENERAL MANAGER'S REPORTS A. CaIPERS Update Accept Report 1. Resolution No. CMSD - 2011 -804 Adopt Resolution B. Auditor Communication Regarding 2010 -2011 Audit Accept Report C. On -Line Board Meetings Presentation by Granicus ��Ircjtect In ourewnmunit 's heafth andt e €nv r nrn,ent ky lzroviding solidwast ands�,werccZection services. Mesa Samitar,)) District EPV D. Assembly Bill 741 Augtmit 25/2011 age RECOMMENDED ACTION Accept Report E. Website Enhancements Verbal Report IX. RECYCLING COMMITTEE A. Monday, August 22, 2011, 10:30 a.m. (Directors Fitzpatrick and Perry) 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, August 16, 2011, 10:30 a.m. Accept Report CMSD Board Room, 628 W. 19'�' Street, Costa Mesa (President Ooten and Director Perry) 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. Impact of Downgrade of U. S. Credit Rating Accept Report XIII. ATTORNEY'S REPORTS XIV. CLERK OF THE DISTRICT'S REPORTS A. Resolution No. 2011 -803, Ordering that Ordinance No. 84 Has Been Adopt Resolution Published (Protcxi ing our comrrrrrrdly's,r ,ca.i hara i � environment by prDmWing sofidumisu,, ^ands s rcoffk,fionservi es, (.Xsta Mesa SamiLarN District, AGENDA Aug'a.st 25,20111 3,ag a 4 RECOMMENDED ACTION 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) — August 24, 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 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 01)latin,yi our o m unity's heafih and'the envirownent y provkfing sDhd',? avi? an dsmvercaf.ecii n services. "AWW'. s ° tflov _ Meefimg Date Ilterni 08,125/71 1 1. A. 1. COSTA MESA SANITARY DISTRICT MINUTES OF SEWER SYSTEM COMMITTEE MEETING JULY 195 2011 CALL TO ORDER Board members of the Costa Mesa Sanitary District met in Committee session on July 19, 2011 at 10:30 a.m. at 628 W. 190' 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: Scott Carroll, General Manager; Joan Revak, Office Manager /Clerk of the District, Rob Hamers, District Engineer; Yefim Tsalyuk, Senior Engineer; Joe Limon, Inspector; Steve Cano, Lead Maintenance Worker; Tim Henson, Maintenance Worker; Joel Ortiz, Maintenance Worker OTHERS PRESENT: None STANDING REPORTS There were two new sanitary sewer overflows (SSOs) to report. On July 4, 2011 a District line at 2752 San Juan Lane was clogged with grease and an estimated 5 gallons of wastewater created a wet spot outside a manhole cover. The spill was completely contained. On July 6, 2011 a mainline plugged before Harbor/Wilson pump station due to debris from a paving project with an estimated 45 gallon spill onto private property. The spill was completely contained. 135 DEL MAR Mr. Hamers reported on a video he reviewed on grinding off a sewer lateral liner that protruded into the District sewer main. The grinding was accomplished robotically from inside the main line and no excavation in the street was necessary. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING JULY 19, 2011 PAGE 2 SEWER SYSTEM MANAGEMENT PLAN (SSMP) The Committee reviewed a checklist of Staff action items. The SSMP requires various District Staff members complete various items, such as completing an inventory of equipment and vehicles stored at the Yard, staff having read the SSMP, having the SSMP inside each truck, etc. Staff will insure the items not yet complete are scheduled for completion. 636 LAKEVIEW The Committee reviewed events and a letter sent to the HOA at the complex that includes 636 Lakeview Lane, located in the Brookview development off Paularino Avenue. A private sanitary sewer overflow occurred on June 18, 2011 due to a blockage in the HOA's private sewer main along the west side of the development. The wastewater exited a sewer manhole cover and flowed directly into a storm drain and then into the Orange County Flood Control District Santa Ana Delhi Channel. The channel leads to the Upper Newport Bay (Back Bay) in Newport Beach and then to the Pacific Ocean. Various methods were used to estimate the volume of effluent and the spill ranged between 25,000 - 50,000 gallons. The property owner was informed Sanitary Sewer Overflows (SSOs) are a violation of both the United States Environmental Protection Agency's (EPA) Clean Water Act and the State of California Waste Discharge Requirements Order No. 2006 -0003, and the SSO subjects the HOA to possible fines. Additionally, spills of this magnitude cause immediate closure for three days of downstream waters, in this case, the Back Bay and Pacific Ocean. Beach closures result in a three day prohibition of water sports and swimming for both residents and visitors and negatively impact tourism. In accordance with Costa Mesa Sanitary District Ordinance No. 81, the District may recover the cost of emergency response in responding to a sewer spill and the District presented an invoice for the District's activities, including costs incurred by C &R Drains, the District's first responder. It was pointed out the HOA's plumber, Coast View Plumbing, was unable to clear the blockage and did not respond until Saturday morning after first being called on Friday evening by the HOA. The District provided advice on proper operations and maintenance of the sewer system. The total amount due to the District for expenses incurred is $2,342.63. SOUTH COAST PLAZA RESTAURANTS, INTERCEPTORS AND ODOR ISSUES Mr. Hamers presented a report from EEC on dissolved sulfide levels and provided a copy of CMSD Operations Code Section 6.02 on Sewer and Lateral Maintenance. A meeting is being arranged with South Coast Plaza management to implement the requirement to keep dissolved sulfide levels below the required threshold, which will reduce odors and corrosion. SMART COVER LOCATIONS Mr. Hamers presented Staff recommendation on Smart Covers at 11 stations if allowed by the CMSD budget. Mr. Hamers stated this extra protection maximizes CMSD's opportunity to respond immediately to a high water condition. The committee gave Mr. Carroll direction to use his purchasing authority to implement Smart Covers at the 11 pumping stations. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING 11" JULY 19, 2411 ,,,,� PAGE 3 CMSD PROJECTS Project #101 West Side Pumping Station Abandonment Status Mr. Hamers provided the following information: • Mr. Hamers reported OCSD consultant will begin Phase 1 on January 25, 2012. • OCSD Phase I to include Preliminary Alignment Study and EIR of OCSD Sewer. • CMSD was requested to attend meetings and review findings. • CMSD needs to prepare preliminary engineering design and cost estimates. • Construction will begin on March 22, 2017 and will be completed on March 25, 2019. 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 The CMSD is working with the City of Newport Beach to have soils drilling performed. Once the two holes are drilled and a soils report is received, the District can go out to bid. Project #171 Irvine Pumping Station Force Main Rehabilitation Status Plans are 95% complete and the specifications are 70% complete. Upon completion, the project will be ready to go out to bid. Project #185 System -Wide Sewer Reconstruction Phase 1 of 4 Status Construction contract is on the July 28, 2011 regular Board meeting agenda for approval. Consideration is given to adding additional Grade 5s to the project. Project #189 Rehabilitation of Six Sewers Transferred to CMSD Status The project was awarded on April 28, 2011. The pipe was received and construction will soon begin. The contractor is in the process of obtaining approval from the City of Costa Mesa for the traffic control plan. OCSD FORCE MAIN CONDITION ASSESSMENT The Committee reviewed a PowerPoint presentation on Smart Ball technology by Victoria Pilko of OCSD with a comparison of SmartBall technology vs. PICA technology. SmartBall is a free - swimming foam ball with an instrument filled aluminum alloy core capable of detecting and locating leaks and gas pockets in the pipelines and can travel up to 12 hours collecting information. The SmartBall rolls inside the pipe with the flow in the pipeline and obtains high quality recording of acoustic activity in the pipe. The device also sends out ultrasonic pulses so technicians can track the position of the ball during the survey. The information gathered is analyzed to accurately pin point the size of and location.of leaks and pockets of trapped gas. COSTA MESA SANITARY DISTRICT MINUTES of BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING JULY 19, 2011 �w PAGE 4 Mr. Flamers reported the Smart Ball technology does not provide data such as remaining pipe wall thickness, therefore, the District will continue on preparing to use the PICA technology. WDR EDUCATION SEMINAR — AUGUST 18, 2011 Mr. Hamers presented a flyer from the Orange County Waste Discharge Requirements (WDR) Steering Committee on a Sewer System Education Seminar being held on Thursday, August 18, 2011 from 9:30 -11:30 a.m. at the Courtyard Center in Garden Grove. ARTICLES OF INTEREST Mr. Carroll presented an article on dozens of Illinois towns that must curb sewer overflows. Overflows occur in 121 Illinois communities. Another article presented was from the City of Redding and the OSHA investigation into an explosion that killed a Redding wastewater worker. SSC MEETING SCHEDULE The next meeting is scheduled for August 16, 2011 at 10:30 a.m. PUBLIC COMMENTS There were no public comments. ADJOURNMENT The meeting was adjourned at 11:21 a.m. CHAIRMAN vt Meeting Date item 1 8,126111 L A, 2� COSTA MESA SANITARY DISTRICT MINUTES OF INVESTMENT OVERSIGHT COMMITTEE MEETING July 28, 2011 CALL TO ORDER The meeting was called to order at 5:00 p.m. by Treasurer Marc Davis ROLL CALL Committee Members Present: President Bob Ooten (rotating committee member) Director Art Perry (rotating committee member) Mr. Scott Carroll, General Manager Staff Members Present: Mr. Marc Davis, Treasurer Ms. Teresa Gonzalez, Accounting Manager Ms. Joan Revak, Clerk of the District Public Present: None NEW BUSINESS Review of Investment Report Mr. Davis reported that the District's portfolio was earning approximately 1.196% as of June 30, 2011. The District's weighted average interest rate was 75 basis points (0.748 %) above the daily effective yield of LAIF, which was 0.448% as of June 30, 2011, The weighted average number of days to maturity for the District's total portfolio was 755 days (2.07 years). Mr. Davis stated the average duration of the underlying securities in LAIF as of June 30, 2011, the most current information available, was 237 days. Mr. Davis reported the District's investment portfolio is in compliance with its liquidity limitations, which requires 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 June 30, 2011 was 45.35 %. As of June 30, 2011, the District has adequate operating reserves necessary to meet its obligations for the next six months. During June, two investments were called and they were reinvested at the end of the fiscal year. A Fannie Mae investment was purchased at 2.15% and it was a five year security and the second was a Federal Farm credit at 1.25% that was a three year security, both at a million dollars. Director Perry questioned whether the District could have purchased a Fannie Mae. Mr. Davis replied, yes, however, Staff typically keeps investments at the one million dollar block to be able to remain somewhat diversified. Mr. Davis agreed with Director Perry that a little more could have been earned, however, the funds would have been tied up for a longer period of time. MINUTES OF INVESTMENT OVERSIGHT COMMITTEE MEETING July 28, 2011 Page 2 Mr. Davis reported in July 2011, two more Fannie Mae securities were called. The percentages were 2,37% and the other 1.5 %. The funds were reinvested. Mr. Davis discussed the Statement of Investment Policy for Fiscal Year 2011 -12. Although California Government Code 53646 allows the District Treasurer to submit an annual investment policy to the Board of Directors for consideration, it is not a requirement to do so. However, Staff believes it is prudent to continue this practice. The Resolution adopting the Policy will be submitted to the Board at the regular July 28, 2011 meeting at 5:30 p.m. for approval. Mr. Davis stated the California Government Code, the investment authority rests with the Board and it is the Board's responsibility to direct investments, unless the Board delegates that function to the Treasurer. That authority is good for one year. Mr. Davis noted there were only a couple of changes to the present Investment Policy. One is to reduce the number of brokers /dealers that can work with the District by increasing the limitation on portfolio value from $3,000,000 to $5,000,000. Another revision limits an investment up to 30% in any single commercial bank. With regard to Bankers' Acceptances, no more than 30% of bankers' acceptances may be placed with any one commercial bank, a change from 25 %. A change in Cash Controls under Procedures that may be performed by auditors with respect to cash receipts so the District is not dictating procedures the auditors should perform. Revisions in Staff responsible for bank reconciliation preparation and approvals were made. Ms. Gonzalez suggested a change in Staff responsible for Accounting Records approval from Administrative Manager to Accounting Manager. It was agreed that revision would be made to the policy and submitted to the Board at the regular meeting. Mr. Davis stated those are the only changes to the Investment Policy that will be presented to the Board at the regular Board of Directors meeting. Director Perry questioned Mr. Davis on unfunded liabilities and its effect on the District. When accounting standard comes into play next year that liability will have to be recorded on the District's books and an offsetting expense will occur. It will not be a big deal if it is really small at this stage. PUBLIC COMMENTS There were no items discussed under public comments. ADJOURNMENT The meeting adjourned at 5:28 p.m. Approved by: Secretary, Costa Mesa Sanitary District President, Costa Mesa Sanitary District Board of Directors Board of Directors Meeting Date Item 08125/'11 V1. A. i" COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 28, 2011 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on July 28, 2011 at 5:30 p.m. at 628 W. 19th Street, Costa Mesa. PLEDGE OF Director Perry led the Pledge of Allegiance. ALLEGIANCE INVOCATION Director Scheafer led the Invocation. ROLL CALL DIRECTORS PRESENT: Robert Ooten, James Ferryman, Mike Scheafer, Art Perry DIRECTORS ABSENT: Jim Fitzpatrick 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 George Lazurak, CR &R Inc. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD .JULY 28, 2011 ANNOUNCEMENT OF LATE COMMUNICATIONS There were no late communications. CONSENT CALENDAR REPORTS MINUTE APPROVAL Minutes of Sewer System Committee The Minutes of the Sewer System Committee Meeting —June 14, 2011 Meeting of June 14, 2011 were approved as distributed. Minutes of Recycling Committee Meeting The Minutes of the Recycling Committee June 20, 2011 Meeting of June 20, 2011 were approved as distributed.. Minutes of Regular Board Meeting — June 23, 2011 ENGINEER'S REPORTS Project Status Report The Minutes of the Regular Board Meeting of June 23, 2011 were approved as distributed. The Project Status Report dated July 2011 was accepted as submitted. Occupancy Report and Payment of The Trash Occupancy Count documented no $197,124.92 to Costa Mesa Disposal — increase of one unit for the occupancy report July 2011 for solid waste collection as of July 1, 2011. Therefore, the total for July is 21,531 and the payment of $197,124.92 was ratified. Contract Payment of $179,110.43 to CR Transfer —June 2011 Contract Payment of $14,327.08 to CR Transfer — Santa Ana Heights /Newport Beach —June 2011 The contract payment of $179,110.43 to CR Transfer for recycling services and disposal for the month of June 2011 was ratified as submitted. The contract payment of $14,327.08 to CR Transfer for recycling services and disposal for Santa Ana Heights /Newport Beach for the month of June 2011 was ratified as submitted. COSTA MESA SANITARY DISTRICT MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JULY 28, 2011 Warrant Register for the month of June 2011 in the amount of $393,676.25 Directors Compensation & Reimbursement of Expenses for the month of June 2011. Investment Report for the month of June 2011 Quarterly Budget Reports PAGE 3 Warrant Resolution #CMSD 2012 -11 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 $393,676.25. Director Compensation and Expense Reimbursements for the month of June 2011 were approved and ratified as follows: President Ooten: $1,326.00 + $130.04 Vice President Ferryman: $1,326.00 + $186.71 Director Scheafer: $1,326.00 + $150.91 Director Fitzpatrick: $1,326.00 + $112.71 Director Perry: $1,326.00 + $141.86 The Investment Report for the month of June 2011 was approved as submitted. The Quarterly Budget Report were approved as submitted.. END OF CONSENT CALENDAR Director Perry moved to accept the Consent Calendar. Director Scheafer seconded the motion. Motion carried 4 -0. WRITTEN COMMUNICATIONS There were no written communications. PUBLIC COMMENTS There were no public comments. PUBLIC COMMENTS President Ooten invited public comments. There were no public comments. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JULY 28, 2011 GENERAL MANAGER'S REPORTS CALPERS PLAN AMENDMENT Mr. Carroll stated at the June 23, 2011 Board. meeting the Board of Directors directed Staff to return at the July 28, 2011 meeting with a Resolution of Intent to amend the District's contract with the California Public Employees' Retirement System (CaIPERS) to provide new Miscellaneous Employees a benefit formula of 2% @ 60. In addition, under the new plan, employees will pay their portion of the retirement contribution (7% of PERSable wages) and their retirement benefits will be computed based on the average of the thirty six highest paid consecutive months as opposed to the current plan based on the twelve highest paid consecutive periods. Mr. Carroll provided a resolution as the first step in the plan amendment process. Mr. Carroll also provided a Cal PERS actuarial study, detailing the annual dollar savings. Mr. Carroll explained the change in pension formula for miscellaneous new hires is expected to gradually decrease the District's retirement benefit expense. The District is required by law to provide public notice of the actuarial study two weeks before adopting the final contract and at least 20 days must proceed the final contract adoption. Director Perry moved to adopt the Resolution of Intention of the Board of the Costa Mesa Sanitary District, stating its intent to amend the contract between CaIPERS and the Costa Mesa Sanitary District to implement Section 20475 (2% @ 60 Full Formula) providing a second tier of a different level of benefits for new Miscellaneous Employees and at the August Board meeting adopt the final contract amendment. Director Ferryman seconded the motion. Motion carried 4 -0. CALWARN MUTUAL ASSISTANCE AGREEMENT Mr. Carroll presented a mutual aid agreement for sharing emergency resources among water and wastewater member agencies statewide. Mr. Carroll stated CalWARN stands for California Water/Wastewater Agency Response Network. The mission of CalWARN is to support and promote statewide emergency preparedness, disaster response and mutual assistance matters for public and private water and wastewater utilities. The statewide organization functions in coordination with Cal -EMA and is organized along the geographical lines established by Cal -EMA which includes six regions in the state. CMSD is located in Region 1. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JULY 28, 2011 Mr. Carroll stated the purpose for establishing CalWARN is to provide its members with: • A standard omnibus mutual assistance agreement and process for sharing emergency resources among members. • A mutual assistance program consistent with other statewide mutual aid programs and the Standardized Emergency Management Systems (SEMS) and the National Incident Management System (NIMS). • The resources to respond and recover more quickly from a disaster. • The resources to respond and recover more quickly from a disaster. • New ideas from lessons learned from disasters. Mr. Carroll explained if a catastrophic disaster occurred the District would depend on the Water Emergency Response Organization of Orange County (WEROC) to help coordinate mutual aid assistance, but if many agencies in Orange County are impacted by the same disaster mutual aid from Orange County agencies may be difficult to attain. The benefit from being a member of CalWARN is that mutual aid is available from statewide agencies. Mr. Carroll presented a standard agreement all members must agree to. It describes the procedures for requesting mutual aid and most importantly it describes the reimbursable expenses and who is responsible for paying the reimbursements which is the member requesting the mutual aid. Mr. Carroll stated there is no cost to join CalWARN as it is supported by volunteers from members across the state. However, if CMSD makes a mutual aid request from CalWARN, expenses incurred by the responding agencies must be reimbursed by CMSD. Director Perry moved to adopt CMSD Resolution No. 2011 -801, approving the California Water[Wastewater Agency Response Network (CaIWARN) 2007 Omnibus Mutual Assistance Agreement. Director Ferryman seconded the motion. Motion carried 4 -0. VOLUNTEER PROGRAM FOR LITTER REMOVAL Director Perry brought up the subject of "Litter Removal" for discussion. President Ooten suggested Staff investigate the possibility of a volunteer program for litter removal. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JULY 28, 2011 LOCKABLE CONTAINERS Mr. Carroll stated, in an effort to reduce residential reports of scavenging and to protect the privacy of residents, the Costa Mesa Police Department, CMSD and CR &R Waste Services formed a partnership resulting in improved communication and increased awareness of problem areas. Two elements of the anti - scavenging campaign are the implementation of lockable trash containers and stringent enforcement of the CMSD anti - scavenging Ordinance 27. The District ordered 120 lockable trash containers to protect discards and valuable recyclables from scavengers and to improve the cleanliness of the streets. The availability of locking bins was advertised in the CMSD newsletter, the website and on Channel 24 and the District received 128 applications for the new containers. Residents wishing to participate in the program will have one of their 60 gallon carts exchanged and will have a key to lock the cart on their service day or whenever the cart is in public view and not in use. The pull of gravity opens the lid once the automatic trash truck lifts the cart to dump it. Mr. Carroll recommends the Board approve an expansion of the anti - scavenging program to afford more residents the opportunity to benefit from the security of a lockable trash container. Under his authority the General Manager will transfer funds in the amount of $10,000 from the Capital Outlay to the Scavenging Program account. The $10,000 transfer will allow for the purchase of 120 additional lockable trash containers. President Ooten suggested the program be placed on the website. Discussion was held on the expanding the District program. Director Scheafer moved to authorize a limit of $10,000 for 120 lockable containers. Director Perry seconded the motion. SPOKESPERSON FOR THE DISTRICT Director Perry requested this item be placed on the agenda for discussion. Concern for Board members giving statements to the press was expressed. The Board gave direction for the General Manager or the President to handle communications with the press; however, if a Staff person responsible for the particular program is contacted, it is appropriate for that person to respond. COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JULY 28, 2011 UPCOMING CAR PURCHASE Director Perry stated he requested this item be placed on the agenda and suggested the District look into purchasing a vehicle from the City of Costa Mesa as they have an excess of vehicles. General Manager Carroll stated a purchase had not been made and he was looking into an electric vehicle in a step toward purchasing an alternative fuel vehicle. The vehicle the District was looking into is an electric plug -in vehicle and also uses gasoline. The vehicle gets about 40 miles per gallon on a fully- charged battery. The life - span of the vehicle is 10 -12 years. The Directors agreed the District should go "green" in their purchases where possible. The purchase of the electric vehicle is in the budget for 201 1 -12 and direction from the Board is to go ahead with the purchase of an electric vehicle. RECYCLING COMMITTEE The July 25, 2011 Recycling Committee meeting was cancelled. Vice President Ferryman requested another Director take his place for the August 22, 2011 meeting. Director Perry will switch dates with Vice President Ferryman and President Ooten will chair the meeting as Director Fitzpatrick will be at the SWANA Conference. ENGINEER'S REPORTS Project #185 System Wide Sewer Reconstruction — Phase 1 Bid Opening & Recommendation for Award of Construction Contract Mr. Hamers reported on the bid opening results for Project #185 for the first phase of reconstructing the Grade 5 deficiencies in the District's sewer system. Mr. Harriers recommended the Board of Directors award a contract to the lowest responsible bidder, Sancon Engineering, Inc. of Huntington Beach, in the amount of $455,683.00 and approve a contingency budget of $45,568. Director Ferryman moved to award a contract to Sancon Engineering, Inc., in the amount of $455,683.00. Director Perry seconded the motion. Motion carried 4 -0. Contract Administration /Inspection Services for Project #185 System Wide Sewer Reconstruction Phase 1 In addition to the construction contract, the District is required to contract out for the contract administration/inspection services to successfully administer the project. Staff obtained three informal written quotes from qualified engineering firms for contract administration/inspection services. The quotes obtained were: COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JULY 28, 2011 Robin B. Hamers & Associates, Inc, $24,003 Dudek $47,700 Lee & Ro, Inc. $51,948 Mr. Carroll reported he reviewed the quotes and based on his purchasing authority awarded the contract to Robin B. Hamers & Associates, Inc. for an amount not to exceed $24,003. Director Perry moved to approve the award of the Contract Administration /Inspection Services for Project #185 System Wide Sewer Reconstruction Phase 1 to Robin B. Hamers & Associates, Inc. Director Scheafer seconded the motion. Motion carried 4 -0. SEWER SYSTEM COMMITTEE President Ooten and Mr. Hamers reported on the Sewer System Committee meeting held July 19, 2011, TREASURER'S REPORTS INVESTMENT OVERSIGHT COMMITTEE MEETING Mr. Davis reported on the Investment Committee Meeting held July 28, 2011. President Ooten and Director Perry were the alternating Directors participating in the meeting. Mr. Davis presented a review of Investment Report as of June 30, 2011. CMSD RESOLUTION NO. 2011 -802 - INVESTMENT POLICY FOR FISCAL YEAR 2011 -12 Mr. Davis presented the Investment Policy for Fiscal Year 2011 -12. Director Perry motioned to adopt CMSD Resolution No. 2011 -802. Director Ferryman moved to second the motion. Motion carried 4 -0. ATTORNEY'S REPORTS Mr. Colin Burns stated he had nothing to report. CLERK OF THE DISTRICT REPORTS ASSIGNMENT OF DIRECTORS TO COMMITTEES Ms. Revak stated this report addresses the assignment of Directors and alternates to various CMSD Committees, as directed by the Board of Directors at the June 23, 2011 regular Board meeting, and advised: COSTA MESA SANITARY DISTRICT PAGE 9 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JULY 28, 2011 The CMSD Recycling Committee Chairman is currently Director Fitzpatrick who attends every meeting and a second Director attends on a rotating basis. CMSD Sewer System Committee members are currently President Ooten and Vice President Ferryman. CMSD Sewer System Sub - Committee members are currently President Ooten and Director Perry. CMSD Investment Oversight Committee is attended by two Directors at the quarterly meeting on a rotating basis. The quarterly City/Districts Liaison Committee is attended by President Ooten and one other Director on a rotating basis. Director Ferryman nominated Director Perry as an Alternate for the Sewer System Committee. Director Scheafer seconded the motion. Motion carried 4 -0. President Ooten nominated Director Scheafer as an Alternate to the Sewer System Sub - Committee. Director Perry seconded the motion. Motion carried 4 -0. Director Scheafer asked for confirmation that any Director can attend a meeting but may not speak or comment at such a meeting. This was confirmed by Attorney Colin Burns. Director Perry moved to reaffirm the appointments and alternates to the committees and approve all assignments. Director Scheafer seconded the motion. Motion carried 4 -0. To keep track of Directors serving on a rotating basis, the Clerk of the Board will maintain a list of Directors assigned to the Committees and the list will be provided to the Board on a monthly basis. Ms. Revak provided a sample list for the Investment Oversight and City/Districts Liaison Committees. LOCAL MEETINGS ORANGE COUNTY SANITATION DISTRICT (OCSD) Director Ferryman reported on the OCSD meeting held on July 27, 2011. Discussion was held on OCSD negotiating with Administrative Committees on changes to retirement system. A closed session was held on dismissal of two employees. COSTA MESA SANITARY DISTRICT PAGE 10 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JULY 28, 2011 SANTA ANA RIVER FLOOD PROTECTION AGENCY (SARFPA) Director Perry reported the Santa Ana River Flood Protection Agency meeting was cancelled this month. INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC) A report on the ISDOC Quarterly Meeting and Luncheon held on Thursday, June 30, 2011 was provided by attendees, Vice President Ferryman and General Manager Scott Carroll. Director Ooten was appointed to the ISDOC Executive Committee. The next ISDOC Quarterly meeting is scheduled for September 29, 2011. CALIFORNIA ASSOCIATION OF SANITATION AGENCIES (CASA) Ms. Revak reported the CASA 56th Annual Conference is being held August 10 -13, 2011 in San Diego, and requested names of those planning to attend so that hotel reservations can be made. All Board members plan to attend the CASA conference and Ms. Revak will make the reservations. CITY DISTRICTS LIAISON COMMITTEE) The City - Districts Liaison Committee met on August 29, 2011 at Mesa Consolidated Water District. Committee members attending were President Ooten and Director Perry and General Manager Carroll, MUNICIPAL WATER DISTRICT OF ORANGE COUNTY Director Scheafer attended the Water Policy Forum and Dinner on July 21, 2011. The keynote speaker was Dr. Jerry Meral, Deputy Secretary of the California Natural Resources Agency who provided an update on the development of the Bay Delta Conservation Plan (BCDP) OLD BUSINESS There was no old business discussed. NEW BUSINESS SDRMA 2011 ELECTION Ms. Revak presented CMSD Resolution No. 2011 -800 for the Election of Directors to the Special District Risk Management Authority Board of Directors. The SDRMA ballot calls for voting for three of the candidates for the position. COSTA MESA SANITARY DISTRICT PAGE 11 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD JULY 28, 2011 Vice President moved to vote for candidate Mike Scheafer and Director Perry seconded the motion. Motion carried 4 -0. LAFCO COSTS FOR 2011 -2012 IN THE AMOUNT OF $18,880.76 Director Scheafer moved to approve LAFCO costs for 2011 -2012 in the amount of $18,880.76. Director Perry seconded the motion. Motion carried 4 -0. CSDA 2011 ANNUAL CONFERENCE - OCTOBER 10 -13, 2011 IN MONTEREY Ms. Revak reported on the 2011 CSDA Annual Conference being held October 10 -13, 2011 at the Monterey Marriott Hotel & Monterey Conference Center and requested approval of Board and Staff members to attend. All five Directors, Mr. Carroll and Ms. Revak were approved to attend the conference. Ms. Revak also reminded the Board the CMSD was accredited as a Special District Leadership Foundation's District of Distinction in June 2009. This accreditation is valid for two years at which time it must be reaccredited. The CMSD Districts of Distinction designation expires on June 30, 2011 and may be renewed by submitting a renewal application, supporting documentation and a $250 renewal fee. The Governance Foundations class will be offered on October 10, 2011 during the CSDA annual conference. CSDA Executive Director Neil McCormick has generously extended the June 30, 2011 deadline to October 2011. Directors Ferryman, Scheafer and Fitzpatrick will be required to take the class at the CSDA Annual Conference on October 10, 2011 in order for CMSD's accreditation as a District of Distinction to be renewed. 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Y a) a`) 01= Qy Q (n m :tai m E 2 A p) tp N cm, C d C C C ,uUl 'O r �' m 0' m 61 E ,I = C@ C. m m m iC ,.� C O C c N c. U'a= L N c a mac'0 o:� 2 `2 u 0 m m m� ro'y: c. {' in EL t rip-• EE �6 a N 19 L9 .. 'o Cl) p •4+ al a) N - Q b@ tU . c c N v' .m a N m N N N 7 Q) N N 7 y t) - al 3 N .m O' ' U m E v N E L U.(� o :C� C7 C7 v a E N acl °acs m{ r rn O m e N O m y rn W O N N N „t_4 !Z '� U U O U` W —] I-. s? @ C m p U U C U W L O L ,,CC L c m B W a) a N W a! C U'v) E' 'tU w N L O L O L W L W . N N. F^ F- N to W L@ ' L O W ,J 7{ f T 'V N C ' O q O �.o O 4 Y O N' _O. O U. O W E ] r p 1 t'N �N O ]J= }j r C }} P'l rte- [`[ ? ` N N c p_ N N 7 t0 Er N) W:�L7r4 U {> p N N O N N p N .O O N @? 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Y a) a`) 01= Qy Q (n m :tai m E 2 A p) tp N cm, C d C C C ,uUl 'O r �' m 0' m 61 E ,I = C@ C. m m m iC ,.� C O C c N c. U'a= L N c a mac'0 o:� 2 `2 u 0 m m m� ro'y: c. {' in EL t rip-• EE �6 a N 19 L9 .. 'o Cl) p •4+ al a) N - Q b@ tU . c c N v' .m a N m N N N 7 Q) N N 7 y t) - al 3 N .m O' ' U m E v N E L U.(� o :C� C7 C7 v a E N acl °acs m{ r rn O m e N O m y rn W O N N N „t_4 !Z '� U U O U` W —] I-. s? @ C m p U U C U W L O L ,,CC L c m B W a) a N W a! C U'v) E' 'tU w N L O L O L W L W . N N. F^ F- N to W L@ ' L O W ,J 7{ f T 'V N C ' O q O �.o O 4 Y O N' _O. O U. O W E ] r p 1 t'N �N O ]J= }j r C }} P'l rte- [`[ ? ` N N c p_ N N 7 t0 Er N) W:�L7r4 U {> p N N O N N p N .O O N @? N M N O N O N CO Z U M `v a n N tv h ca N a`� ° r Z Y a U p o U t`q o to ti 00 LL Q O; 4 Cp fLl t0 � I tO of to io• o I II t Ind I.n �f1: •h m' I� rl Ir r ; co r mf r�i C U U U +L., O .@. E W N m m 7 L cc N V N B U L N Q) N N a) N @ p tT a) al i m m `1 8 0 1 c m C W Q m a C U U C O` C', L N' N m C 'L" U O al c m m q 0. o c o 'p m Luc � E v a ° N s2. .� C C C O r i r d .L-• m @ m N '� .L 'm '1(s 5 N tOj m �s m E U () U E E$ r mc�� [ Es 1 per 0) F.. C 4) n '2 2 W � `O - m.p ! C m O a .0 m ° U o m m c w w m , o v 4') S W W 2 -om' , u i ID >- U) `' "U O O L m .d fn s C to t 770 2 m W' m C Q Q o��, n'y oo !mar Z ro a3� 0 f Z5 77 m y i p m 0 m U 41 V O N C � m Q) a) 1 rO y n � V L C@ N N N ` m m r0 N ,L U n 9 7 n L cz ro m u U° a o a o o U COA ' @@ y C C a1 .N F L U C ` @ !6 m 0 L C U lU 0 -O Q N '0. 9 0.= O m °- a @ U° aL-` 2r i N , c Z N -api m �' m m u a v m 0 m m to L a m w m a w n ro m c tm/i L U 0. N co 0.r N L m m C UI [A p C U N Q) _ E L)) w a vi $ .@ 0. p a av 2 0 � �° a c �` m o � i cu �_ � � � .m. o a E m n E wp [�O o m om op Nc.S @ @umc U me E °u ` ) -(,-D of m p () L E N m m C c S? a1 a1 a) @, U m LO j a,) v N (i --p m 0) T G� L O cm a) � = U Q N 17 �;'• N '. O I N m C C:) L 1 y p @ N O- O q U C @ NC y=O L - Q O h ` om Up C Lr OL mC .. 'Cu; 0 Z N o m 3 m rna U. L aa C M, U m U C L ] W O N:� m-C:M O N Q-zi lU m l6 0 L 061 m O C. m O C7 o N o n " o m° c m@ o) m to a 3 `m m. Y a) a`) 01= Qy Q (n m :tai m E 2 A p) tp N cm, C d C C C ,uUl 'O r �' m 0' m 61 E ,I = C@ C. m m m iC ,.� C O C c N c. U'a= L N c a mac'0 o:� 2 `2 u 0 m m m� ro'y: c. {' in EL t rip-• EE �6 a N 19 L9 .. 'o Cl) p •4+ al a) N - Q b@ tU . c c N v' .m a N m N N N 7 Q) N N 7 y t) - al 3 N .m O' ' U m E v N E L U.(� o :C� C7 C7 v a E N acl °acs m{ r rn O m e N O m y rn W O N N N „t_4 !Z '� U U O U` W —] I-. s? @ C m p U U C U W L O L ,,CC L c m B W a) a N W a! C U'v) E' 'tU w N L O L O L W L W . N N. F^ F- N to W L@ ' L O W ,J 7{ f T 'V N C ' O q O �.o O 4 Y O N' _O. O U. O W E ] r p 1 t'N �N O ]J= }j r C }} P'l rte- [`[ ? ` N N c p_ N N 7 t0 Er N) W:�L7r4 U {> p N N O N N p N .O O N @? N M N O N O N CO Z U M `v a n N tv h ca N a`� ° r Z Y a U p o U t`q o to ti 00 LL Q O; 4 Cp fLl t0 � I tO of to io• o I II t Ind I.n �f1: •h m' I� rl Ir r ; co r mf r�i O; 4 Cp fLl t0 � I tO of to io• o I II t Ind I.n �f1: •h m' I� rl Ir r ; co r mf r�i v� �a rF- L� Z r W T .Z W r r 0 N CL w C r 0 Q' �a U I j I L `v I (a m In _m 3 a f k ❑ to N > m N m m $i m N - n m i a rn � V5 a O U a Y _ ° m O E to O U j U CL ° co L o o a�i a °c N c° o m w rn c h ° m T m o E� ° U m cn e+i IM .Q L F o .N O o N U QI o a) c $ E .m M, D dt N m c C U 0 m o r� c m o m m r N N C� m m P N o P c o w y 2 C] C U w a) o co m m > N C . E U L m M .` (p V Q N C 'C° .+ °> P N L m N . Q m OI 'p N m m j 0 m �+ N c O LS C r D 0 N 3 w n O CI ° O o C ° N 'U f l Q m ° N�° U? n m m a I v O 0 cn m opa n m P ; —El I I a G7 N N ,_ C� ' a1 W P C E Y m m 'O a C D O . C IW F Y C c , E d O a v Q..L - O °. [L.i r 41 CI N, O C m m? m 0_'m al j >' ` m O m oo, Lo N C (0 C m a p m --` ai a O O O G1 'C LL N N V PI N m 7 in d� } hl0 C N j U C yr U N N a.. N X tn. m X Y m c in p� cJ y7 N m? N O m o a.'c 7 '2 G o C C 15 'pl'_ o_ .O a} O. cl U K i "I , �., W >i o O > m � o.o❑ y, C O .O W O N ay .A.. d O a7O N U Qi 3 F a] OL _ a7 o m 0 U �0 N U m U ti. CP '6 a N Y co! m; ~ .0 O u� o O M v m N y, o 'n Q. a m m W t o a! U 0 E LI N . C N c N r a {n m E N C Q U fl. ° O O,� 7 L ~ C m 'C w m a N fL- d ' _�I �h N m == al r m �1 �o - P ° m U C 7, C m'{°n W a w � � E � u) °O . � � � U o o a� a) o. � ° c '0 r c E co _' O '� N C N q7 C C, U C 47 UJ .L.. � E C m Cpp co -�i # d' .- O 69 W LL N C� N O E C O N m O N Q Oo In m a! m OQ E L N ._ U N Q p c N O m O) N m C o a m°I n C m Co -P Y cD' ED `• P c1 F^ u C m m .N r A rn b m m W m a i0 w � � , m N co O O. C 01 ' j cn O U=i ) E =p 'C 3 C m (� m U m 7 O- '� m (O] r m v P .- '8 a1 m co 0I o a'm 4Qo c N' —� c m m, c` a 3 >v c1l M fU o E N. O m .L '6 'U7 CL a I I N c m -N U N W O aI °_ �/ >+ >' n a•O N m m. _ m [a C �i o m. o m m �A N a u m�'�m3N L m r w 0 c ro �.m z� °cam p NI N va°1 O Q 6 m n _ro 3 rn a sz C N o. co m a, n y m C m N.,E U q° N .0 >� m m O A m a fn Q Q ❑ ~ m N- O C m C U O a 'y N l6, '". 'O a' L F N C E C d] m 0 O C N C m m U o O L N �. C C ry N~ 17 I z 2 fl C o d ° N n Q .�,'Q ti O N Q Q 4 C1 N O. U Ip Q i F O W W O N C m L m E t7 "o L j o �. r O a1 L o m F- Q H L N L v F- C9 m L L O u) p' O L m ''� ; I I fL d' a j m N. O 0 H m Q N i i N , I-- _3 Q CP Q. . .2 U � U �I F-i. W J Cn 61 O N m i R O O , "6 >i m O d) O C C1 C r O ak 4 O O p r {. rr- t.1 r UZ C! i O O Q, LL a a�.� . N a°i N' m m o r. ^ V `a o`0 r r mI� IY lli H' O E F- N O'N �p N O 'i U E >'N �.. N N N O N U' O d) N a7 N N N N'f0 m V' '� N O N' N I Q -d ❑ (A U!n U u'o 2.RD d h W •G� O'r r Nr n O O O O hrn :tO U h' W LL -Q ' #N I Costa 9Wsa Sanitary District ... an Independent Speciaf Dzstrict Memorandum To: Board of Directors From: Janel Jackson, Permit Technician o Date: August 1, 2011 Subject: REFUND REQUEST FOR BOARD APPROVAL There were no refund requests for the month of July 2011. Board of D r°edors Robert Ooten James Fervvman Make Scheafer James Fitzpaer ick Ar1hor Perry a'rlf Scott C. 'Corrall General Afa:rnager Joan Revak Office Maan ager G ; °lerk of the DAB rr"e,,�'t Robin P. Il arrsers District Engineer (949) 631 -1731 Akan R. Ila „c,,.ras Legal Counsel Marcus D. Davis Treasurer ;Meeting (Date Item 08/251111 I!. C. 6'w . 0 co,ci'tci, mesa. San-'it(",3T"r I-Xstylct August 1, 2011 Board of Directors Costa Mesa Sanitary District 628 W. 19"' Street Costa Mesa, CA 92627 -2716 SUBJECT: TRASH OCCUPANCY COUNT Dear Board of Directors: There is no increase for the occupancy report for solid waste collection as of August 1, 2011; therefore, the total occupancy count for August 1, 2011 is 21,531. Staff recommends the following: 1. The Board of Directors accepts the occupancy count as presented using 21,531 as the correct number of units. 2. The Board of Directors directs staff to prepare a warrant to Costa Mesa Disposal for August collection based on this occupancy report so long as the contractor fulfills the obligations of the agreement. Said payment in the amount of $197,124.92 to be ratified in the September 2011 warrant list. A rltIre,s°s 628 kV 19th Street Costa Mesa, CA 92 62 7 -2 71 6 ;Printed on Recycled Paper cc: Costa Mesa Disposal CMSD Permit Processing Department ' t'dItcaivy, (I r anb tIv, CmA ran:Pw n t (3 °PtV 661', "N y wh'8 wstz a1 t,2N set' e'r cz f.eaiX )''11' w Sincerely, Phone (949) 645-8400 Pax (949) 650-2253 Sherry Kaliab Administrative Manager A rltIre,s°s 628 kV 19th Street Costa Mesa, CA 92 62 7 -2 71 6 ;Printed on Recycled Paper cc: Costa Mesa Disposal CMSD Permit Processing Department ' t'dItcaivy, (I r anb tIv, CmA ran:Pw n t (3 °PtV 661', "N y wh'8 wstz a1 t,2N set' e'r cz f.eaiX )''11' w 1M•CORPL I AT P 0 SAINNIMINOW4 800181018 SILL TO- COSTA MESA SAKI DIST AREA 9 628 W 19TH ST COSTA MESA CA 92627 Meeting Data Item 08125111 V1. c. 7 TERMS: NET 10 DAYS TO PAY BY CREDIT GARD, PLEASE FILL, IN INFORMATION ON [SACK OF REMITTANCE INVOICE #: INVOICE DATE: 18101 8/01/11 COSTA MESA SANI DIST AREA 9 P.O. BOX 1200 COSTA MESA CA 92627 CUSTOMER #: 09- 9 2 PREVIOUS AMOUNT DUE PAYMENTS CURRENT CHARGES TOTAL DUE `- 178,435.23 179,110.43 179,558.48 178,883.28 Please detach here and return with your payment CHECK #� CR TRANSFER, INC. 7/01/11 RESIDENTIAL WASTE 13 145.9 7/05/11 RESIDENTIAL WASTE 16 207.1 7/06/11 RESIDENTIAL WASTE 14 160.6 7/07/11 RESIDENTIAL WASTE 19 195.8 7/08/11 RESIDENTIAL WASTE 17 1 183.5 7/09/11 RESIDENTIAL WASTE 16 180.9 7/11/11 RESIDENTIAL WASTE 7,785.48 :•52.220` 7/12/11 RESIDENTIAL WASTE 16 1:56 ".,9 7/13/11 RESIDENTIAL WASTE 15 149.0 7/14/11 RESIDENTIAL WASTE 14 143.5 7/15/11 RESIDENTIAL WASTE 13 131.1 7/18/11 RESIDENTIAL, .WAS TE 15.174.2 7,344.74 7119111 T_E:' RESIDErNTZAL: WAS: 15 161.6 7/20/11. nSIDENT. A— TASTE 15 :.157.1 7/21/11 RESIDENTIAL` In7ASTE 16 174 .8 7/22/11 RESIDENTIAL WA6:TE.:::' :;'' .:..::...:.:: 14 140' "6 7/25/11 RESIDENTIAL WASTE 17 153.8 7/26/11 RESIDENTIAL WASTE 15 160.5 7/27/11 RESIDENTIAL WASTE 12 129.4 7/28/11 RESIDENTIAL WASTE :` 16. 1.70•:,1 7/29/11 RESIDENTIAL WASTE 13., 144:..5 fF YOU HAVE ANY QUESTIONS REGARDING ANY PART OF THIS 52.220 7,623.08 52.220 10,814.76 52.220 8,388.62 52.220 10,227.81 52.220 9,582.37 52.220 9,446.60 52:220 9,083.15 8,195.41 52 22:0.. 7,785.48 :•52.220` 7,495.14 52.220 6,848.65 52.220 9,101.42 :52.220 8,440.84 52.220 8,204.81 52.220 9,130.14 52.220 7,344.74 52.220 9,598.04 52.220 8,382.88 52.2201 6,759.36 :52,2205 8,882.62 52 '220 7,547.36 EASE CALL: PREVIOUS nAMOUNT � DUE: �7PAYMENTS C-IU�R(RENT CHAR�}GES TOTAL DUE CUSTOMER 4: 09- 9 2 INVOICE # 18101 P.O. BOX 1200 OVERDUE AMOUNTS SUBJECT TO RNANCE CHARGE (714) 826 -9049 INVOICE TOTAL 1 -748-8- 3--2 -8y I'��.;rd �m Rrc�xir.J 1'npes PREVIOUS AMOUNT DUE _ PAYMENTS CURRENT CHARGES TOTAL DUE INVOICE TOTAL CUSTOMER � 09- 11 8 INVOICE # 18102 F.O. BOX 1200 OVERDUE AMOUNTS SUBJECT TO FINANCE CHARG7E INVOICE CRlTRANS ER� NOC. P. O. BOX '125 n STANTON, CA 90680 -0125 e �✓aa,�� TERMS: NET 10 DAYS 10-11 PAY BY IT i r ED o 9AVISHNIEW6300181022 PLEASE L IN INFORMATION ON BACK OF SrMITTANCE INVOICE #: INVOICE DATE: 15102 8/01/11 PREVIOUS AMOUNT DUE _ PAYMENTS CURRENT CHARGES TOTAL DUE INVOICE TOTAL CUSTOMER � 09- 11 8 INVOICE # 18102 F.O. BOX 1200 OVERDUE AMOUNTS SUBJECT TO FINANCE CHARG7E Meeting! Date Itern 08/25/1 I. C. a. . COSTA MESA SANITARY DISTRICT Warrant Resolution No. CMSD 2012 -2 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 $1,176,243.82 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 25th day of August 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 -2 was duly adopted by the Costa Mesa Sanitary District at a regular meeting held on the 25th day of August 2011. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Seal of the Costa Mesa Sanitary District on this 25th day of August 2011. 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J w 'a 46S T x V O O am CO L uU Ua N N ci mo M o U) CJ itf E '-- L. a a -5 0 Lo 0 U M y 1 CL C O L A,�` W 7 Z Al E m r ni co ui m c O = O U � O t: c� r 0. U -j a U w 0 F Z w 7 w u.. � ` y w Lo s II II Il II II N V ca Cam? N O d O O G .Q a Q) c a — ,q CL a+ N � V A II = R Q � � R f� ip 0 LD LO O y � e7 O m Q 01 M N W '4) N V! 46S T x V O O am CO L uU Ua N N ci mo M o U) CJ itf E '-- L. a a -5 0 Lo U M y 1 CL C O L A,�` W 7 Z Al E m r ni co ui m c O = O U � O t: c� 0. U -j a f� ip 0 LD Meeting Date Iteni # C OSTA CIE SA SANl7AriZYnIS7�7C7 Memorandum To: Board of Directors ..an pie ,5 ' "' � M ' Via: Scott Carroll, General Manama,µ From: Marc Davis, Treasurer Date: August 25, 2011 Subject: Investment Report for the Month of July 2011 Summary Attached is the Investment Report for the month of July 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 July 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 July 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 August 25, 2011 Page 2 of 3 The weighted average stated rate of return (current yield) for the District's investment portfolio as of July 31, 2011, was 1.127 %. The yield to maturity of the portfolio was 1.139 %. The District's weighted average interest rate was 75 basis points (0.746 %) above the daily effective yield of LAIF, which was 0.381% as of July 31, 2011. The weighted average number of days to maturity for the District's total portfolio was 745 days (2.04 years). The average duration of the underlying securities in LAIF as of July 31, 2011, which is the most current information available, was 260 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 July 31, 2011 was 46.33 %. As of July 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, 2011. Through July 31, 2011, the portfolio has earned a weighted average interest rate of 1.127 %. With only being one month 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. 2 Board of Directors August 25, 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 August 25, 2011 Board of Directors regular meeting at District Headquarters (628 W. 19'� 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 July 31, 2011 3 COSTA MESA SANITARY DISTRICT Treasurer's Report of Pooled Cash and Investments July 31, 2011 Costa Mesa Sanitary District Pooled Cash and Investments by Fund July 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 8115111 Date $ 5,028,224.97 6,162,762.07 164,030.00 4,977,750.00 $ 16,332,767.04 Deposits Outstanding Bank Balance In Transits Checks Book Balance Active Accounts: Bank of America $ 35,157.81 - 469,603.42 $ (434,445.61) Reconciling Items - - - - Total Active Accounts 35,157.81 - 469,603.42 (434,445.61) Market Adjustment Market Value Increase Decrease Cost Investments: Local Agency Investment Fund $ 7,199,760.15 - - $ 7,199,760.15 Money Market/Sweep Account 568,452.50 - - 568,452.50 Federal Agency Securities 9,034,360.00 - 35,360.00 8,999,000.00 Total Investments 16,802,572.65 - 35,360.00 16,767,212.65 Total Pooled Cash & Investments $ 16,837,730.46 $ - $ 504,963.42 $ 16,332,767.04 Costa Mesa Sanitary District Pooled Cash and Investments by Fund July 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 8115111 Date $ 5,028,224.97 6,162,762.07 164,030.00 4,977,750.00 $ 16,332,767.04 COSTA MESA SANITARY DISTRICT Investment Activity Summary July 31, 2011 Total investments outstanding as of June 30, 2011 $ 17,381,979.47 Additions: Gain on sale of investment - Investment purchases 1,000,000.00 Deductions: Investment maturity /sale proceeds - Loss on sale of investment - Investments called (500,000.00) Net increase (decrease) in Sweep Account (473,887.86) Net increase (decrease) in LAIF (640,878.96} Total investments outstanding as of July 31, 2011 $ 16,767,212.65 I! r N U c cr i U? c� W 0 .. C cc d r i— N N a >� V N O � W «. LL O Y/ U C H C G1 E E O U x = 0 0 0 0 0 0 0 0 0 0 0 x 0 0 0 0 0 0 0 0 0 0 m M 00 0 0 LO 0 0 0 0 LO LO LO O m c? 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O r � c r � N N C Q t7 Cd _ � w O M � O 15 �o U 0 CL T � P P `m m ii a m fi N m Fn 0 C 0 0 0 tq 4 U O � N RI r O L( O� O� L !( mss!/ (( 9 o /.9 !{ O� {( 3 O� !( O- (L Off/ O( (O Or {! L! Or !( ! { t0 Z� L1 0 o{ 01- /e of ?i ON? o� 0'. Ze p! o� OZ. dpi e ! O!o /oz .e- .e 6 O� p (O r 1e O a !p� CD (/8 6 0 Meeting Date Item # 08/25/11 VI. C. 11 COST-A 9VES.9SA9vr7A�7DrsTRICl' Memorandum ... an Independent Specia[Oi a ict To: Teresa Gonzalez, Accounting Manager From: Scott Carroll, General Manager Date: August 9, 2011 Subject: Budget Transfer for govDelivery Services This memo is to request a transfer of funds to appropriate funds to engage the services of a communication and outreach consultant, govDelivery. govDelivery will utilize automated email and text messaging technology to deliver important alerts, announcements, and updated information to residents. Please transfer the funds as follows: Account Account Number Increase Decrease Trash — Professional Svcs 10- 100000 -4200 $2,500 Trash — Contingency 10- 100000- 4990 $2,500 Sewer — Professional Svcs 20- 200000 -4200 $2,500 Sewer — Contingency 20- 200000 -4990 $2,500 Trotecting our community's health and the environment by providing sofidwaste andsewer collection services, u,ww, crosdca.gov ®��yg �gge�J'�e9�dr�t��pp��Yp �„��p�, Date 1�te - Cosh 9YESA S��R2'q)IsTqUCT Memorandum ... an Independent SpeciafElistriet To: Teresa Gonzalez, Accounting Manager From: Scott Carroll, General Manager Date: August 9, 2011 Subject: Budget Transfer for Pump Station Study This memo is to request a transfer of funds to appropriate additional funds to engage the services of a consultant to provide a pump station study. The consultant will determine the feasibility of installing generators at five selected pump stations. The original budget appropriation in the amount of $20,000 is insufficient conduct the study at the five pump stations. Please transfer the funds as follows: Account Account Number Increase Decrease Sewer — Professional Svcs 20- 200000 -4200 $10,000 Sewer — Contingency 20- 200000 -4990 $10,000 Trotecting our community's heafth and the enviromnent 6y providing sofidwaste and sewer coffection services, www. crosdca.go v I To: Board of Directors Via: Scott Carroll, General Manager From: Sherry Kallab, Administration Manager Date: August 25, 2011 Subject: CaIPERS Plan Amendment - Final Resolution Summary On July 28, 2011, the Board 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. All requirements have now been met and the final resolution is available for adoption, Staff Recommendation Adopt the attached Final Resolution of the Board of the Costa Mesa Sanitary District amending the contract between CaIPERS and the Costa Mesa Sanitary District to implement Section 20475 (2.0% @ 60 Full Formula) with retirement benefits based on the average of the thirty six highest consecutive months of salary. This second tier of a different level of benefits will apply to employees hired after adoption of the final resolution. Analysis Public employee pensions have recently been the focus of attention. The Costa Mesa Sanitary District in an effort to be proactive regarding this issue moved to amend its contract with the (CaIPERS) per Government code Section 20475 and add a second tier of benefits for new hires. New hires will be offered the 2% @ 60 retirement Trotecting our community's health 6y providing sofidwaste andsewer coffection services crosdca.gov Board of Directors July 28, 2011 Paae 2 of 2 formula based on the 36 highest paid consecutive months and these employees will pay their own member contribution. Strategic Element & Goal This item complies with Strategic Plan Element 7.0., Objective: To ensure the short and long -term fiscal health of the District. Legal Review District Counsel has reviewed this report and the final resolution. Financial Review In Fiscal Year 2011 -12 the District will be recruiting for three positions. The estimated savings from the three positions under the amended plan is $14,100 for the fiscal year. 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 August 25, 2011 Board of Directors regular meeting at District Headquarters and on District's website. Alternative Actions 1. Refer the matter back to staff To: Board of Directors Via: Scott Carroll, General Manag ,','. From: Teresa Gonzalez, Accounting Manager- 1(g Date: August 25, 2011 Subject: Auditor Communication Letter for 2010 -11 Financial Statement Audit Summary On July 22, 2010 the Board approved 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. In preparation of the start of the June 30, 2011 audit, the auditors have issued an Auditor Communication Letter disclosing their responsibilities under U.S. Generally Accepted Auditing Standards and Government Auditing Standards. The audit will begin on approximately October 3, 2011 and the report will be issued on approximately November 30, 2011. Staff Recommendation That the Board of Directors receive and file this report. Analysis The District has contracted for annual audit services with the firm Diehl, Evans & Company, LLP since its separation from the City. The first agreement covered the fiscal years ended June 30, 2005 through June 30, 2009. The current agreement covers the fiscal years ending June 30, 2010 through June 30, 2012, plus an option to extend the term for two additional one -year periods at the sole discretion of the District. We are currently on the second year of the agreement. At the completion of the third year, staff will be reviewing its satisfaction with the audit services provided by Diehl, Evans & Company and will determine whether or not to recommend to the Board the option to extend the term for two additional one -year periods. 1pr t"" tfilg our 1` iminity "S fl n'11 6 and t~h tmv rtmottP t fir, ; Board of Directors July 28, 2011 Paqe 2 of 2 Strategic Element & Goal This item supports achieving Strategic Element No. 7.0, Finances and Strategic Goal No. 7.4, Develop a Comprehensive Annual Financial Report. Legal Review Not applicable. Financial Review The audit fee for the fiscal year ending June 30, 2011 is $8,975, which is within the budgeted amount for fiscal year 2011 -12. 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 August 25, 2011 Board of Directors regular meeting at District Headquarters and on District website. Alternative Actions 1. Refer the matter back to staff for additional information. Attachments A: Auditor Communication Letter E C E'611,/ L, DIEHL, EVANS & COMPANY, LLP AU`,,,,,`-,,,, CERTIFIED PUBLIC ACCOUNTANTS & CONSULTANTS COSTA MESA SAWARY DISTRICT MICHAEL. IL LUOK CPA A PARTNERSHIP 7NCLUDIFdG ACCOUNTANCY CORPORATIONS CRAIG W. SPRAKEP, CPA NTFINP. PATEL, CPA ROBERT I CALLANA]N, CPA 5 CORPORATE PARX, SUITE 100 - PHII.IP x HOLTKANe, CPA IRVINE, CALIFORNIA 92606 -5165 HARVEY 3. C ROED R, P A "T-iARVEY 7. SCHRDIDER, CPA (949) 399 -0600 • FAX (949) 399 -0610 KENNBTH R. AMBS, CPA www.dieMevaas.00m A PROFESSIONAL CORPORATION To the Board of Directors Costa Mesa Sanitary District Costa Mesa, California We are engaged to audit the financial statements of the Costa Mesa Sanitary District for the year ended June 30, 2011. Professional standards require that we provide you with the following information related to our audit. Our Responsibilities under U.S. Generally Accepted Auditing Standards and Government Auditing Standards As stated in our professional services agreement dated July 30, 2010, our responsibility, as described by professional standards, is to express an opinion about whether the financial statements prepared by management with your oversight are fairly presented, in all material respects, in conformity with U.S. generally accepted accounting principles. Our audit of the financial statements does not relieve you or management of your responsibilities. Our responsibility is to plan and perform the audit to obtain reasonable, but not absolute, assurance that the financial statements are free of material misstatement. As part of our audit, we will consider the internal control of the Costa Mesa Sanitary District. Such considerations are solely for the purpose of determining our audit procedures and not to provide any assurance concerning such internal control. As part of obtaining reasonable assurance about whether the financial statements are free of material misstatement, we will also perform tests of the District's compliance with certain provisions of laws, regulations, contracts, and grants. However, the objective or our tests is not to provide an opinion on compliance with such provisions. We are responsible for communicating significant matters related to the audit that are, in our professional judgment, relevant to your responsibilities in overseeing the financial reporting process. However, we are not required to design procedures specifically to identify such matters. -1- Or= OFFICES AT: 2965 ROOSEVELT STREET 613 W. VALLEY PARKWAY, SUITE 330 CARLSBAD, CALIFORN A 92005 -2389 ESCONDIDO, CALIFORNIA 92625 -2598 (760) 729 -2343 • FAX (760) 729.2234 (760) 741 -3141 • FAX (760) 741 -9890 Planned Scope and Timing of the Audit An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements; therefore, our audit will involve judgment about the number of transactions to be examined and the areas to be tested. Our audit will include obtaining an understanding of the District and its environment, including internal control, sufficient to assess the risks of material misstatement of the financial statements and to design the nature, timing and extent of further audit procedures. Material misstatements may result from (1) errors, (2) fraudulent financial reporting, (3) misappropriation of assets, or (4) violations of laws or governmental regulations that are attributable to the District or to acts by management or employees acting on behalf of the District. We will communicate our significant findings at the conclusion of the audit. We will also communicate any internal control related matters that are required to be communicated under professional standards. We expect to begin our audit on October 3, 2011 and issue our report on approximately November 30, 2011. This information is intended solely for the use of the Board of Directors and management of the Costa Mesa Sanitary District and is not intended to be and should not be used by anyone other than these specified parties. July 27, 2011 Irvine, California -2- f To: Board of Directors From: Scott Carroll, General Manage � Date: August 25, 2011 Subject: Online Board Meetings Summary Granicus, Inc. provides comprehensive solutions for creating, managing and distributing live and on- demand streaming media content to support and enhance public meeting communications. A representative from Granicus will be available at tonight's meeting to give a demonstration of their media solution programs. Staff Recommendation That the Board of Directors directs staff to continue discussions with Granicus for the implementation of online Board meetings and other potential technological advancements for increasing CMSD's transparency Analysis Founded in 1999, Granicus, Inc. is a privately held corporation in San Francisco, California that established a new vision for government and municipalities to provide public information through the Internet. Granicus provides comprehensive solutions for creating, managing and distributing live and on- demand streaming media content to support and enhance public meeting communications, internal training and public education programs for government. In addition, their legislative management solutions can improve the Clerk of the Board overall workflow by enhancing the way she record motions, votes, roll call, and speaker notes and votes. Granicus already provides their media solutions to hundreds of cities, towns districts, and counties throughout the United States, including the Cities of Costa Mesa and Newport Beach. ( rode Tara ourcco"W1r1'anity' af.h and'the rrntiranma , n a y , nviding, p fid'u,us ss,d,�etvercoflWtivn vivic s. Board of Directors August 25, 2011 Page2of2 Strategic Element & Goal This item supports achieving Strategic Element No. 5.0, Administrative Management and Strategic Goal No. 5.4, IT Management. Legal Review Not applicable. Financial Review $8,000 is appropriated in the FY2011 -12 Budget for online Board meetings. The cost includes Granicus set up fees and programs along with the purchase of a video camera and tripod. 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 August 25, 2011 Board of Directors regular meeting at District Headquarters and on District website. Alternative Actions 1. Do not approve the online media programs from Granicus and continue with status quo for conducting public Board meetings. 2. Refer the matter back to staff for additional information. Reviewed by: �°� +,/ � Sherry Kallab Administrative Manager Meeting Date Item Mein.oralidum, To: Board of Directors From: Scott Carroll, General Manag r, ' Date: August 25, 2011 Subject: AB 741 Summary Governor Jerry Brown has signed a key piece of legislation authored by Assemblymember Jared Huffman (D -San Rafael), and co- sponsored by Irvine Ranch Water District (IRWD) and North Bay Watershed Association, that will prevent sewage spills and protect surface and groundwater from contamination. AB 741 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. Staff Recommendation That the Board of Directors directs staff to report back with written procedures and a proposed budget for implementing a Sanitary Sewer Conversion and Sewer Lateral Replacement Program Analysis 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. (Protecting our community's heaCth andthe environment by providing solidwaste andsewercoffection services. u ww. rmsdca.gov Board of Directors August 25, 2011 Paae 2 of 3 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. ■ 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. Overtime, 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. Strategic Element & Goal This item supports achieving the strategy for Strategic Element No. 1.0, Sewer Infrastructure, which states: "We will do this by the careful management of the collection infrastructure using prudent planning and maintenance, with financial strategies to maintain sufficient capacity and respond to changing regulatory demands." This item also supports achieving Strategic Goal No. 1.9, Sewer Lateral Assistance Program. Board of Directors August 25, 2011 Pace 3 of 3 Legal Review Not applicable. Financial Review There is no financial impact for drafting written procedures; however, a budget for this new program will have to be approved. The budget amount has not been determined at this time, but will be presented to the Board at a future date. 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 August 25, 2011 Board of Directors regular meeting at District Headquarters and on District website. Alternative Actions 1. Do not expand the District's Sewer Lateral Assistance Program. 2. Refer the matter back to staff for additional information. MSD BOARD OFDIREcrows RECYCLING ING AGENDA Moxuhty, Auguist 22, 20,11 -1030 am, Costa Mesa Sanitary District, 0128 W 1901 Street I. CY 2011 1;1ecycling Committee Goals 0 Reviev., CY 2011 Goals II. Recycling Report _ june and July 2011 0 Update on how CMSD is meeting AB 939 goals I'll. Waste Diversion 11.epoart — June and July 20111 Update on rite amount of recycling materials diverted from the landfill IV. Ordinance Enforcement Offaeo�tls inw- Jul- Rept s � Reviema 01`10 enfor.cemenTr activities for tras.la cans, graffiti and scavenging V. Scavenging Report: 0 Review scavenging, activi.ties reported to C \IPD Update on the containers — Oral, Report V1. Bulk Rena Collection Program - Update 4 Receive an update from staff regarding this program — Oral Report VI 1. New Noticir^ag Procedures for Trash Cans Stored in Ptblic View f Receive" r:el c.irt on new procedures for OF(), — Oral Report VIII. Articles Of Iauterest ..- Smuupreine Court Upholds City's Ban on p"l stic (:;rocer :Bags 1 . Zert, Waste Strategic flan Discuss the City of Oakland's, Zero Waste Plan) 0 , 1,l„ 'rl X. N ane 1MAJI L �(Omlmhm '.1. This is the time to receive any comments from members of the public. X11. Discuss items for next Recycling Committee meeting. Next Meeting Date — Septeue"rber 19, );11 Dated: Aiigusi 16, 2011 Clerk of tlee^ llustrk t Meeting Date 1-tern # 628 VV, 19"'Street ,Costa Mesa, California T, t QjNA,RE F.QLK§, L Montlilly Spill Stafist:[Cs, a No new sanitary sewer overflows (SSOs) to report bkK 15P-9N,—S19-1N'j , 1EM—S Il. Parallel Foroe Mains M, Discuss Benefits & Review Costs Ill, Total Flow from CMS,D s Discuss OCSD Population Factors and Trends IV, Plerce Street Annex, 330 E.1 7"" Strav;t 0 Letter from Attorney and Reply letter from District V. 819.823 Governor - Oral (Report; CIVISE) Easement with bw led N/11-1 under fence Mike Kilbride to raise MH and add gate Homeowner cooperation upon explanation 1A. Uden 'Purnping St lions Gdos CorAtO Anzlysls — Oro) keprxrt 0 Scrubbers 6 Additives Little John Digester (pumped air through digester cylinder) Superoxygenation lip Hydrogen Peroxide a Cleaning Wet Well • Masking Agents 6 Blocking Agents VIL WDR Education Seminar 0 8121011 a SSO Response and Building the Right Image Vill. Articles of Interest a Bill Gates "reinventing the toilet" 0 Sewage Spill in San Clemente 0MAPIERPA �CTS, 1X_ A, Project #10-1 Wast Side) PLAMPiVIg Station Abaridonment - Status a No change in status; proposed OCSD consultants preparing proposals Page 1 of 2 Sewer System Committee August 16, 2011 B. Project #1;29 Bristol Strcml Sewer Phase II - Status • Soils report complete Project ready for bidding C. Project #171 Irvine Pumping Station Force Main Rehabilitation - Status Plans are 95% complete and the specifications are 80% complete • Permit issued by County; working with City of Costa Mesa on Permit D. Project #185 System -Wide Sewer Deconstruction Phase I of 4 - Status 0 Pre- construction meeting held 819111; Work to begin on 916111 • Additional Grade 5s being analyzed . Project #189 Rehabilitation of Six Sewers "transferred to C +t'SD . Stato 0 151 day of work was 7128111 • Night work on South Coast Drive; 602' of new 10" Sewer IC COMMEWT§ X This is the tirne to rec elve any Ooirnrnents, from menib,e+rs of, the public Next Meeting Date; September 113, 2011 Dated: august 0,, 20,1 t Clerk of the District Page 2 of 2 Meeting Date, Item 0812511 II. A,.. COSTA �VIES� .S��VITA1�,YI�7IS2�12IC'rl' g, any In , n ,� d Dishict To: Board of Directors Via: Scott Carroll, General Manage,,, .rrf From: Marc Davis, Treasurer Date: August 25, 2011 Subject: Impact of Downgrade of U.S. Credit Rating Summary On August 5, 2011, Standard & Poor's (S &P) downgraded the credit rating of the United States government from AAA to AA +. On August 8, 2011, S &P downgrading the credit rating of Federal Home Loan Bank (FHLB), Federal National Mortgage Association (FNMA) and the Federal Home Loan Mortgage Corporation (FHLMC) and Federal Farm Credit Bank (FFCB) from AAA to AA +. Staff Recommendation This item is for informational purposes only. Receive and file. Analysis The downgrade of the credit rating of the U.S. government and its related agencies marks the first time in history that the credit rating has slipped below AAA. S &P was of the opinion that the U.S. Treasury debt and the related agencies no longer deserved to be considered among the safest investments. According to S &P, the primary reason for the downgrade is that the budget deal, in S &P's opinion, did not reach far enough to address the gloomy economic outlook in the United States. The downgrade placed the U.S. on par with the credit worthiness of other countries such as Belgium and New Zealand, and below such countries as Lichtenstein. S &P also marked the new rating with a negative outlook, which means that the U.S. has little hope of regaining an AAA rating in the near future. It should be noted that the downgrade was only made by S &P. Board of Directors August 25, 2011 Paqe 2 of 3 Moody's Investors Service did not downgrade the credit rating of the United States. However, S &P is considered to be the premier rating agency. U.S. Treasury securities have long been viewed as the safest, most conservative investments available, as they are backed by the full faith and credit of the United States. While they continue to be backed by the U.S., the downgrade will make the cost of borrowing funds increase over the long term. Estimates of the increased cost of borrowing will be 0.50 basis points. The increased cost of U.S. borrowing will also filter down into the interest rates for home mortgages. In the one week subsequent to the downgrade, the U.S. stock market experienced wide swings on a daily basis of 400+ points. Of interest during the first day's drop in the market of 634 points was that investors were moving out of stocks and into U.S. Treasuries, gold and oil. This move to U.S. Treasuries demonstrated that even with the downgrade, investors continue to view U.S. Treasuries in a favorable light. A key concern of the U.S. downgrade is what will follow with the ratings of states and local governments. Investment management companies are anticipating that the ratings of states and local governments will also be downgraded as their ratings cannot be greater than that of the sovereign debt to which the state and local governments depend. A downgrade in the creditworthiness of state and local governments will also increase their borrowing costs, which will only add to their ongoing budget difficulties. On August 9, 2011, the Federal Open Market Committee met and stated that it will keep short term rates at their record low until at least mid 2013 in an effort to help revive the struggling economy. The Federal Reserve pledged to keep its Federal Funds rate at 0.00% to 0.25% during this time. The Federal Funds rate is a key interest rate that drives much of the short -term borrowing and rates that banks lend funds, including the prime rate. Impact to Costa Mesa Sanitary District The District will not be impacted by the U.S. downgrade as it currently has no debt. Virtually all of the investments made by the District, outside of the Local Agency Investment Fund (LAIF) are in federal agency securities (FHLB, FNMA, FHLMC and FFCB). Staff anticipates that as the cost of long -term borrowing increases for these federal agencies, the interest rates earned on new investments should also start to increase minimally. The downgrade was to long -term borrowing, which would be described as 10+ years. According to the District's investment policy and the California Government Code, the District can only place investments out to a maximum maturity of 5 years. -thus, we will expect to see a very slight increase in the 5 -year securities, and virtually no change in the short-term securities. 2 Board of Directors August 25, 2011 Page3of3 Stratealc 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 Financial review is not required. Committee Recommendation The Investment Oversight Committee has not reviewed this item. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the August 25, 2011 Board of Directors regular meeting at District Headquarters (628 W. 19th Street) and on the District's website at www.emsdca.gov. Alternative Actions 1. Refer the matter back to staff 3 RESOLUTION NO. 2011-803 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ORDERING THAT PUBLICATION OF ORDINANCE NO. 84 AMENDING SECTION 3.01.045 OF THE OPERTIONS CODE PERTAINING TO THE ALTERNATE DISTRICT ENGINEER HAS OCCURRED WHEREAS, the Board of Directors on June 23, 2011 adopted Ordinance No. 84 Amending Section 3.01.045 of the District's Operations Code Pertaining to the Alternate District Engineer has been published WHEREAS, that Ordinance was published in the Newport Beach /Costa Mesa Daily Pilot on August 5, 2011, and WHEREAS, Health and Safety Code Section 6490 provides that an order of the Board that publication has occurred is conclusive evidence that publication has properly been made; NOW, THEREFORE, the Board of Directors does hereby resolve: That it is hereby ordered and decreed that publication of Ordinance No. 84 Amending the District's Operations Code Pertaining to the Alternate District Engineer has occurred. PASSED and ADOPTED on this 25th day of August 2011. Secretary, Costa Mesa Sanitary District President, Costa Mesa Sanitary District Board of Directors 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 -803 duly and regularly passed and adopted by said Board of Directors at a regular meeting thereof held on the 25" day of August 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