13 - SWANA Wastecon Protecting our community's health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Costa Mesa Sanitary District ….an Independent Special District Memorandum T o: Board of Directors Via : Scott Carroll , General Manager From: Javier Ochiqui, Management Analyst Date: June 17, 2014 Subject: Sol id Waste Association of North America (SWANA ) W ASTECON – August 26 -28, 2014, Dallas, Texas, Gaylord Texan – Travel Expense Estimate Report Summary For over 50 years, the Solid Waste Assoc iation of North America (SWANA) has been the leading professional association in the solid waste field. Every year, SWANA puts together a conference that focuses on the latest industry news, education, and technological advancements. This year’s conference will be in Dallas, Texas from August 26 -28, 2014. Staff is providing the Board of Directors with a per person cost estimate travel expense report should CMSD staff or the Board wish to attend . Staff Recommendation That the Board of Directors consider attendance by the Board and/or staff . Analysis Below are the four registration packages available for the SWANA conference: 1. Premium Package (F ee: $1,299 per person) – Includes VIP Concierge Registration; VIP Lounge at Opening Reception; Reserved seating at Awards Breakfast, all Mega Sessions and Technical Sessions; Wednesday Night Networking Event; Premium Buffet Lunch each day; Tradeshow Exhibit Hall; Online Proceedings; Official WASTECON Golf Shirt; Official WASTECON Hat. 2. Elected Officials (Fee: $800 per person) – Includes General Admission to Opening Reception; General Admission seating at ITEM NO. 13
Board of Directors June 17 , 201 4 Page 2 of 4 Awards Breakfast, all Mega Sessions and Technical Sessions; Wednesday Night Networking Event; Box Lunch each day; Tradeshow Exhibit Hall; and Online Proceedings 3. Full Conference Package (Fee: $1,1 50 per person - General Admission) – I ncludes General Admission to Opening Reception; General Admission seating at Awards Breakfast, all Mega Sessions and Technical Sessions; Wednesday Night Networking Event; Box Lunch each day; Tradeshow Exhibit Hall; and Online Proceedings. 4. YP Conference Pa ckage (Fee:$650 per person – Membership required) Includes General Admission to Opening Reception; General Admission seating at Awards Breakfast, all Mega Sessions and Technical Sessions; Wednesday Night Networking Event; Box Lunch each day; Tradeshow Exhi bit Hall; and Online Proceedings. HOTEL REBATE - If we make our hotel reservations through VIP Meetings before registering for WASTECON , we get a $300 rebate on our Full Confe rence or 2 - and 3 -day Training Package. The rebate ends June 30, 2014. Therefore, it will cost approximately $2,200 per Board Member and about $2,500 per staff person to attend this event (this includes airfare, hotel, transportation and meal allowance). Strategic Plan Element & Goal This item complies with the objective and strategy of Strategic Element 2.0, Solid Waste, which states: “Objective: Our objective is to manage the collection and recycling of residential trash in the most economical and en vironmentally friendly way.” “Strategy : We will do this by looking for ways to improve efficiencies, achieve high customer satisfaction, and considering prudent new recycling methods.” Legal Review Not applicable at this time . Environmental Review Co nsidera tion of whether the District should send a representative to the SWANA conference is an administrative matter, and administrative matters are exempt under CEQA and the District’s CEQA Guidelines.
Board of Directors June 17 , 201 4 Page 3 of 4 Financial Review The f iscal y ear 2014 -15 budge t includes $4,45 0 in Board Development (10 -100000 -4510) monies for attendance at the SWANA Conference in Dallas, Texas. Base on costs shown below, this is suff ic ient for two Board members to attend . An additional appropriation from Retained Earnings woul d be required for additional Board members attendance. There is $3,000 budgeted in the fiscal year 2014 -15 Staff Development (10 -100000 -4505) account, which is sufficient for one staff member to attend the SWANA Conference. If additional staff were to at tend than an additional appropriation from Retained Earnings would be required. Below is the cost breakdown per person: Full Conference Package (Elected Officials) $800 Hotel Rebate* -$300 Hotel (approx. $220 per night) $660 Airfare (round trip) $500 Transportation $200 per person (round trip) $200 Meal Allowance ($65.00 per day) $260 Total per person $2,120 Full Conference Package (General Admission) $1,150 Hotel Rebate* -$300 Hotel (approx. $220 per night) $660 Airfare $500 Tran sportation $200 per person (round trip) $200 Meal Allowance ($65.00 per day) $260 Total per person $2,470 *Rebate ends June 30, 2013 Public Notice Process Copies of this report are on file and will be included with the complete a genda packet for the June 17, 2014 , Board of Directors Study Session meeting at District Headquarters , and posted on the District’s website . Attachments: 1 - Attendee Registration Form Reviewed by:
Board of Directors June 17 , 201 4 Page 4 of 4 Wendy H. Davis Interim Finance Manager