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00 - Agenda 2013-12-19 Costa Mesa Sanitary District AGENDA James Ferryman President Michael Scheafer Arthur Perry Vice PresidentSecretary Robert Ooten Arlene Schafer Assistant Secretary Director Public Comments. Any member of the public may address the Board. Speakers on agenda items should identify themselves to the Deputy 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. th 19 Street, Costa Mesa, California. The Deputy Clerk of the District may be contacted at (949) 645-8400. In Compliance with ADA: Contact Noelani Middenway, (949) 645-8400, 48 hours prior to meeting if assistance is needed (28 CFR 35.102.35.104 ADA Title II). Regular Meeting Thursday, December 19, 2013 5:30 p. m. th I. CALL TO ORDER 628 W. 19 Street, Costa Mesa II. PLEDGE OF ALLEGIANCE President Ferryman III. INVOCATION Vice President 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.Ceremonial Matters and Presentations None VI.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. P www.cmsdca.gov Costa Mesa Sanitary DistrictDecember 19, 2013 AGENDA Page 2 VII. PUBLIC COMMENTS This time has been set aside for persons in the audience to make comments are not listed on on items within the subject matter jurisdiction of the Costa Mesa Sanitary District that this agenda . Members of the public will have the opportunity to address the Board of Directors about all other items on this agenda at the time those items are considered. Under the provisions of the Brown Act, the Board of Directors is prohibited from taking action on oral requests but may refer the matter to staff or to a subsequent meeting. The Board of Directors will respond after public comment has been received. Please state your name. Each speaker will be limited to four (4) continuous minutes. VIII. CONSENT CALENDAR All matters listed on the consent calendar are considered to be routine and may be acted upon by one motion after public comment has been received. Only Board of Directors may pull an item for discussion. Reading of resolutions is waived and they will be adopted and numbered. Now is the time for those in the audience who wish to speak to items listed on the consent calendar. Each speaker will be limited to four (4) continuous minutes of comment on the consent calendar as a whole. 1. Board of Directors Special Meeting Minutes of November 8, 2013 Recommendation: That the Board of Directors approve and file. 2. Board of Directors Study Session Minutes of November 12, 2013 Recommendation: That the Board of Directors approve and file. 3. Board of Directors Regular Meeting Minutes of November 21, 2013 Recommendation: That the Board of Directors approve and file. 4. Occupancy Report and payment to Costa Mesa Disposal Recommendation: That the Board of Directors approves the occupancy report and payment to Costa Mesa Disposal for the month of November 2013. 5. Contract Payment to CR Transfer for Recycling & Disposal Services Recommendation: That the Board of Directors approves payment to CR Transfer for recycling and disposal services for the month of November 2013. 6. Adoption of a Warrant Resolution No. CMSD 2013-6 Approving District Warrant Registers Recommendation: That the Board of Directors adopt Warrant Resolution No. CMSD 2013-6 approving District warrants for the Month of November 2013 in the amount of $794,018.86. 7. imbursement of Expenses Recommendation: That the Board of Directors approves Directors compensation and reimbursement of expenses for the month of November 2013. 8. Investment Report Recommendation: That the Board of Directors approves the Investment Report for the month of November 2013. ---------------------------------------------------------------------------------- END OF CONSENT CALENDAR IX. PUBLIC HEARINGS None Costa Mesa Sanitary DistrictDecember 19, 2013 AGENDA Page 3 X. GENERAL MANAGER / DISTRICT CLERK REPORTS 9. Approve District Clerk Salary Range and Amended Job Description Recommendation: That the Board of Directors: 1. Approve the District Clerk salary range and amended job description. 2. Approve the General Manager no longer serves as District Clerk. 3. Approve a budget adjustment in the amount of $12,800 to fund the new salary range and associated benefits of the District Clerk. 10. Review of District Engineer/Alternate District Engineer Procedures Recommendation: That the Board of Directors receive and file this report. 11. 2014 Costa Mesa Sanitary District Meeting Schedule Recommendation: That the Board of Directors approves the 2014 Costa Mesa Sanitary District meeting schedule. 12. Project #194 - Agreement with Xylem, Inc. for Pump Station Maintenance Recommendation: That the Board of Directors: 1. Approve the agreement with Xylem, Inc. for $169,182.82 for performing a variety of maintenance and repair work on eleven pump stations. 2. Approve a contingency budget in the amount of $16,918, which is 10% of the agreement amount. 3. Approve appropriating $35,000 from retained earnings in the Liquid Waste Fund to the sewer line maintenance account. XI. 13. Project Status Report Recommendation: That the Board of Directors receive and file the report. 14. Project #196-A Installation of Backup Power and Backup Pumping Capability Recommendation: The Board of Directors: 1. Award a contract to the lowest responsive and responsible bidder, GCI Construction, Inc. of Costa Mesa, California, in the amount of $485,200. 2. Approve a 10% contingency budget of $48,520. XII. - None XIII. - None XIV.LOCAL MEETINGS: In accordance with AB 1234 (Gov. Code 53232.3), 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 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.) Costa Mesa Sanitary DistrictDecember 19, 2013 AGENDA Page 4 A.Orange County Sanitation District (OCSD) (President Ferryman) Recommendation: That the Board of Directors accepts oral report. B. Santa Ana River Flood Protection Agency (SARFPA) (Secretary Perry) Recommendation: That the Board of Directors accepts oral report. C. Independent Special Districts of Orange County (ISDOC) (Vice President Scheafer) Recommendation: That the Board of Directors accepts oral report. D. California Special Districts Association (CSDA) Recommendation: That the Board of Directors accepts oral report. E. California Association of Sanitation Agencies (CASA) Recommendation: That the Board of Directors accepts oral report. F. Other Meetings Qualifying for Reimbursement under CMSD Ordinance No. 55, Operations Code Section 3.01.030 Recommendation: That the Board of Directors accepts oral report. XV.OLD BUSINESS - None XVI.NEW BUSINESS - None XVII. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS XVIII. ADJOURNMENT THE NEXT REGULAR MEETING OF COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS WILL BE TH HELD ON JANUARY 23, 2014 AT 5:30 P.M. IN THE DISTRICTS BOARD ROOM, 628 W. 19 STREET. UPCOMING CMSD & COMMUNITY EVENTS AND ACTIVITIES Free Door-to-Door Household Hazardous Waste Collection Program for Seniors and Immobile Residents Contact CR&R Environmental Services at (949) 646-4617 to schedule a free collection. Sewer Lateral Assistance Program (SLAP) The SLAP is a financial incentive program to encourage residents to maintain their lateral sewer line. The program will contribute 50% of the residenwww.cmsdca.gov or call (949) 645-8400. Large Item Collection Program Residents are eligible for three (3) complimentary pick-ups per year. There is a limit of ten items per call or collections can be combined for a total of thirty items per calendar year. For more information visit www.cmsdca.gov or call (949) 646-4617 to schedule an appointment.