Agenda_2015_11_10
Costa Mesa Sanitary District
... an Independent Special District
AGENDA
Michael Scheafer
President
Arthur Perry
Vice President
Robert Ooten
Secretary
Arlene Schafer
Assistant Secretary
James Ferryman
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. 19th 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).
BOARD OF DIRECTORS STUDY SESSION
628 W. 19TH STREET, COSTA MESA 92627
Tuesday, November 10, 2015
9:30 AM
I.CALL TO ORDER
II.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.)
III.PUBLIC COMMENTS
This time has been set aside for persons in the audience to make comments on
items within the subject matter jurisdiction of the Costa Mesa Sanitary District that
are not listed on 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.
IV.ITEMS OF STUDY
1.Sewer System Management Plan (SSMP) Self Audit
Recommendation: That the Board of Directors receive the PowerPoint
presentation from Willdan Engineering and direct staff to bring back the SSMP
on the November 19, 2015 Board of Directors meeting for re-certification.
2.Recycling & Waste Diversion Reports - October 2015
Recommendation: That the Board of Directors receive and file the report.
3.Code Enforcement Officer Report - October 2015
Recommendation: That the Board of Directors receive and file the report.
4.Organics Ad Hoc Committee Update - Oral Report
Recommendation: The November meeting was canceled.
5.Health Savings Account (HSA)
Recommendation: That the Board of Directors receive and file the report.
6.CR&R Annual Performance Review
Recommendation: That the Board of Directors receive and file the report.
7.Closed Circuit Televising (CCTV) District Wastewater System
Recommendation: That the Board of Directors provide direction to staff.
8.Future Study Session Items
Recommendation: That the Board of provide staff with direction on items to
be placed on future study session agendas.
V.ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
VI.ADJOURNMENT
THE NEXT STUDY SESSION OF THE COSTA MESA SANITARY DISTRICT BOARD
OF DIRECTORS WILL BE HELD ON TUESDAY, DECEMBER 8, 2015 AT 9:30 A.M.
IN THE DISTRICTS BOARD ROOM, 628 W. 19TH STREET.
Costa Mesa Sanitary District
... an Independent Special District
Sewer System Management Plan (SSMP) Self Audit
Item Number:1.
Recommendation/Notes:
Recommendation: That the Board of Directors receive the PowerPoint presentation from
Willdan Engineering and direct staff to bring back the SSMP on the November 19, 2015
Board of Directors meeting for re-certification.
ATTACHMENTS:
Description Type
Sewer System Management Plan (SSMP) Self Audit Cover Memo
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
To: Board of Directors
Via: Scott Carroll, General Manager
From: Javier Ochiqui, Senior Management Analyst
Date: November 10, 2015
Subject: Sewer System Management Plan (SSMP) Self Audit
Summary
Per the Statewide General Waste Discharge Requirements (GWDR) for Sanitary
Sewer Systems (State Water Resources Control Board Order No. 2006-003-DWQ),
the District developed and implemented a comprehensive Sewer System Management
Plan (SSMP), with the primary objective of reducing and preventing Sanitary Sewer
Overflows (SSOs). A key requirement of the SSMP is that every two years routine
internal audits be performed to evaluate the effectiveness of the SSMP as well as the
District’s compliance with the SSMP elements. Willdan has completed the 2015 audit
and is ready to present their findings to the Board.
Staff Recommendation
That the Board of Directors receive the PowerPoint presentation from Willdan
Engineering and direct staff to bring back the SSMP on the November 19, 2015 Board
of Directors meeting for recertification.
Analysis
The last self-audit was performed in March of 2013 and the findings were presented to
the Board on June 27, 2013. In February of 2015, staff solicited proposals for
conducting an internal audit of the Distirct’s SSMP. Staff sent RFPs to the following
consultants:
1. Environmental Engineering & Consulting (EEC)
2. Willdan Engineering
3. Larson Consulting
4. Dudek
5. Willow Enterprises
6. Dexter Wilson Engineering
Board of Directors
November 10, 2015
Page 2 of 3
All the firms referenced above have demonstrated experience conducting SSMP audits
for various sanitation and sanitary agencies. However, EEC and Willdan Engineering
were the only consulting firms that submitted a proposal. CMSD entered into an
Agreement with Willdan Engineering to perform the 2015 self-audit of the District’s
SSMP.
Willdan determined that the minor nonconformance identified in 2013 were corrected
and are currently being performed. Below are the 2013 nonconformance issues that
have been corrected.
1. Standard sewer permits do not mention pretreatment requirements recognized
by OCSD.
2. All employees training related to operations and maintenance of sewer system
are not documented. Specifically, training seminars to the California Water
Environment Association are not documented.
3. CMSD does not conduct routine refresher training for staff on SSO response
procedures.
4. Reevaluate the system-wide cleaning frequency to identify the necessary
actions for CMSD to meet the sewer system cleaning commitment.
In 2015, Willdan Engineering identified only two minor nonconformance issues, which
are described below:
1. CMSD’s Sewer Master Plan is ten years old and needs to be updated, which
includes conducting a hydraulic capacity analysis.
2. A long term CIP Scheduled needs to be adopted. Currently, CMSD’s CIP
schedule does not go past 2015.
It should be noted that a hydraulic capacity analysis is budgeted in the FY 2015-16 and
2016-17 budgets. The analysis will begin in the spring of 2016 and is planned to be
completed by fall 2016
Overall, CMSD has developed a comprehensive SSMP in compliance with the State
WDR. Willdan Engineering staff will be giving a brief PowerPoint presentation to the
Board regarding their findings in the 2015 self-audit.
Strategic Plan Element & Goal
This item complies to the objective and strategy of Strategic Plan Element 1.0, Sewer
Infrastructure, which states:
“Our objective is to collect and transport wastewater to meet the needs of existing and
future customers.”
Board of Directors
November 10, 2015
Page 3 of 3
“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.”
Legal Review
Not applicable at this time.
Environmental Review
Preparation of a self-audit of the District’s Sewer System Management Plan (SSMP) is
an administrative matter, and administrative matters are exempt under CEQA and the
District’s CEQA Guidelines. The SSMP assists the District in providing comprehensive
sewer system management, including protection of the environment by eliminating
sanitary sewer overflows.
Financial Review
The contract to perform the Sewer System Management Plan Internal Audit by Willdan
Engineering for $10,584 was included in 2014-15 fiscal year adopted budget. This
budgeted amount was carryover into the current year budget, therefore suffient funds
are available.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet
for the November 10, 2015, Board of Directors Study Session meeting at District
Headquarters and posted on the District’s website.
Attachments:
A – CMSD Self-Audit performed by Willdan Engineering
B – SSMP PowerPoint Presentation by Willdan Engineering
Reviewed by:
Wendy Hooper Davis
Finance Manager
Waste Discharge Requirements
Sewer System Management Plan (SSMP)
2 Year Self Audit
October 14, 2015
Prepared for:
Costa Mesa Sanitary District
628 West 19th Street
Costa Mesa, California
Prepared by:
Willdan Engineering
2401 E. Katella Avenue; Suite 300
Anaheim, CA 92806
_________________________________
Ryan T. Moore RCE 82724
Waste Discharge Requirements Sewer System Management Plan 2015 Self Audit
Costa Mesa Sanitary District i Willdan Engineering
Table of Contents
1.0 Introduction ...................................................................................................................................... 1
2.0 Audit Methods .................................................................................................................................. 2
2.1 Performance Measures ................................................................................................................. 2
2.2 Results Reporting .......................................................................................................................... 3
3.0 2015 Audit Results ............................................................................................................................ 4
3.1 Goals ............................................................................................................................................. 4
3.1.1 Plan and Schedule for Management, Operation, and Maintenance of Sewer System ........ 4
3.1.2 Reduction and Prevention of Sewer System Overflows ....................................................... 4
3.1.3 Areas of Nonconformance to the Sewer System Management Plan ................................... 5
3.2 Organization .................................................................................................................................. 5
3.2.1 Areas of Nonconformance to the Sewer System Management Plan ................................... 6
3.3 Legal Authority .............................................................................................................................. 6
3.3.1 Areas of Nonconformance to the Sewer System Management Plan ................................... 7
3.4 Operation and Maintenance Program .......................................................................................... 7
3.4.1 CMSD Sanitary Sewer System Map ....................................................................................... 7
3.4.2 Preventative Maintenance Plan ............................................................................................ 7
3.4.3 Rehabilitation and Replacement Plan ................................................................................... 8
3.4.4 Staff Training ......................................................................................................................... 9
3.4.5 Equipment and Replacement Parts Inventory ...................................................................... 9
3.4.6 Areas of Nonconformance to the Sewer System Management Plan ................................. 10
3.5 Design and Performance Provisions ........................................................................................... 10
3.5.1 Areas of Nonconformance to the Sewer System Management Plan ................................. 10
3.6 Overflow Emergency Response Plan .......................................................................................... 11
3.6.1 Areas of Nonconformance to the Sewer System Management Plan ................................. 11
3.7 FOG Control Program .................................................................................................................. 11
3.7.1 Public Education and Outreach Program ............................................................................ 12
3.7.2 Inspection of Grease-Producing Facilities ........................................................................... 12
3.7.3 Legal Authority to Prohibit Discharges to the System ........................................................ 12
3.7.4 Grease-Removal Device Requirements .............................................................................. 12
Waste Discharge Requirements Sewer System Management Plan 2015 Self Audit
Costa Mesa Sanitary District ii Willdan Engineering
3.7.5 Cleaning Schedule for Sewer System Sections Subject to FOG Blockages and Source-
Control Measures for Enhanced Maintenance Areas ......................................................................... 12
3.7.6 FOG Disposal Plan ............................................................................................................... 13
3.7.7 Areas of Nonconformance to the Sewer System Management Plan ................................. 13
3.8 System Evaluation and Capacity Assurance Plan ........................................................................ 13
3.8.1 Evaluation............................................................................................................................ 13
3.8.2 Design Criteria ..................................................................................................................... 13
3.8.3 Capacity Enhancement Measures ....................................................................................... 14
3.8.4 Capital Improvement Plan Schedule ................................................................................... 14
3.8.5 Areas of Nonconformance to the Sewer System Management Plan ................................. 14
3.9 Monitoring, Measurement, and Program Modifications ........................................................... 14
3.9.1 Areas of Nonconformance to the Sewer System Management Plan ................................. 14
3.10 SMP Program Audit ..................................................................................................................... 14
3.10.1 Areas of Nonconformance to the Sewer System Management Plan ................................. 15
3.11 Communications Program .......................................................................................................... 15
3.11.1 Areas of Nonconformance to the Sewer System Management Plan ................................. 15
4.0 Summary ......................................................................................................................................... 16
Waste Discharge Requirements Sewer System Management Plan 2015 Self Audit
Costa Mesa Sanitary District 1 Willdan Engineering
1.0 Introduction
The Costa Mesa Sanitary District (CMSD) is an independent special district that provides sewer and solid
waste collection service to the City of Costa Mesa, portions of the City of Newport Beach, and portions
unincorporated Orange County. The CMSD headquarters are located at 628 West 19th Street and the
District Yard is located at 174 West Wilson Street in the City of Costa Mesa, California. The CMSD serves
a population of approximately 116,700, as well as residential, commercial, industrial, and retail
businesses. The CMSD’s sewer system assets consist of 224 miles of mainline sewers, 4 miles of
pressurized sewer lines (force mains), and 20 wastewater pumping stations.
In 2006, the State Water Resources Control Board adopted statewide sewer regulations, termed waste
discharge requirements (WDR), aimed at reducing the occurrence of sanitary sewer overflows (SSOs). In
an effort to create uniformity in the way sewer systems are managed across the state, the SWRCB,
through the WDR, requires any sewer agency with a sewer system of greater than 1 mile to implement a
sewer system management plan (SSMP). To comply with the WDR, the CMSD developed an SSMP
establishing policies and procedures to direct sewer system management in its service area and uphold
California water quality standards.
The SSMP must be audited every two years to assess the effectiveness of the plan and identify
improvements that could further increase the plan’s effectiveness in limiting SSOs. The CMSD conducted
an initial audit in 2011 that identified necessary revisions to the SSMP. CMSD subsequently updated the
SSMP in based on the findings of the 2011 audit. CMSD conducted a follow-up audit in June 2013.
Willdan Engineering was retained to support the CMSD in developing and performing a third audit to the
Costa Mesa SSMP. This report documents the results of the third audit.
Waste Discharge Requirements Sewer System Management Plan 2015 Self Audit
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2.0 Audit Methods
Willdan’s framework for the SSMP audit consists of five key elements:
1. Audit Kick-Off Meeting – A kick-off meeting with CMSD staff was conducted to describe the
audit process, define the purpose of the audit, and set expectations for the audit.
2. SSMP Assessment – The 2015 audit focused on the conformance of the CMSD’s practices to the
policies of the SSMP. The audit especially considered changes that have been made in response
to the findings and recommendations of the 2013 audit.
3. Documentation/Data Gathering and Review – All available data and previously prepared
documents relevant to the SSMP were gathered and reviewed. Information from this review
was used to plan staff interviews regarding CMSD practices, policies, and procedures related to
the SSMP.
4. Staff Interviews – Multiple interviews with CMSD staff were conducted to assess the level of
conformance of CMSD practices with the policies and procedures identified in the SSMP (Table
2-1: Costa Mesa Sanitary District Personnel Interviewed). Personnel were asked to opine on the
performance of, and recommend improvements to, the sewer system management program.
Table 2-1: Costa Mesa Sanitary District Personnel Interviewed
Name Title Responsibility
Mr. Scott Carroll General Manager Oversight of District operations
Mr. Robin Hamers District Engineer Management of design and improvement
Mr. Steve Cano Wastewater
Maintenance
Superintendent
Supervision of maintenance activities
Mr. Joel Ortiz Wastewater
Maintenance Worker III
Operation of vacuum/jetter truck
Mr. Brandon Hickman Wastewater
Maintenance Worker I
Operation of vacuum/jetter truck
5. Report Preparation – A report was prepared documenting the audit findings and
recommendations. The report was provided to CMSD staff for review.
2.1 Performance Measures
Willdan evaluated the CMSD’s sewer system management operations against the established SSMP
policies and procedures:
1. Goal
2. Organization
3. Legal Authority
4. Operation and Maintenance Program
5. Design and Performance Provisions
Waste Discharge Requirements Sewer System Management Plan 2015 Self Audit
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6. Overflow Emergency Response Plan
7. FOG Control Program
8. System Evaluation and Capacity Assurance Plan
9. Monitoring, Measurement, and Program Modifications
10. SSMP Program Audits
11. Communications Program
2.2 Results Reporting
To enable the CMSD to focus on improving its sewer system management program, Willdan’s findings
for each performance area are described in terms of the degree of nonconformance with the SSMP:
A minor nonconformance is a minor deficiency in the CMSD’s sewer management program that
would not normally warrant issuance of a notice of violation, fine, or other enforcement action
by the regulatory oversight agency. This type of nonconformance usually occurs when an SSMP
requirement is not being met and can occur when repeated deficiencies become a trend.
A major nonconformance is a serious deficiency in the CMSD’s sewer management program that
may warrant a notice of violation, fine, or other enforcement action by the regulatory oversight
agency. This type of nonconformance is normally the result of noncompliance with an applicable
State regulation or permit.
For each identified nonconformance, Willdan recommends specific actions to correct the
nonconformance to the extent practicable.
A recommended corrective action is a recommended change to CMSD sewer system
management operations where existing practices do not conform to the SSMP. Implementation
of these actions is expected to improve the efficiency and effectiveness of the SSMP and should
be implemented as soon as practicable.
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3.0 2015 Audit Results
The following sections describe each SSMP performance category, outline performance criteria, and
document the CMSD’s conformance to each category. Corrective actions are recommended where the
CMSD’s practices do not conform to the SSMP.
3.1 Goals
Finding: CMSD is fully conformant to the SSMP in this area.
The CMSD measures the effectiveness of its sewer system management program against three goals
established by the SWRCB for the SSMP:
1. Provide a plan and schedule to properly manage, operate, and maintain all parts of the sanitary
sewer system in order to provide reliable service in the future
2. Reduce and prevent SSOs
3. Help mitigate any SSOs that do occur
3.1.1 Plan and Schedule for Management, Operation, and Maintenance of Sewer System
The CMSD has established maintenance schedules for sewer lines; pump stations; force mains; siphons;
and hot spots, or areas of the sewer that are prone to SSOs and require more frequent cleaning. CMSD
monitors the status of these maintenance activities to ensure that designated schedules are being met.
In addition, the CMSD has established and implemented a condition assessment plan, Capital
Improvement Plan, Inflow and Infiltration (I/I) Reduction Program, Hot Spot Abatement Program, Sewer
Lateral Assistance Program, and a Private Sewer Pumping Station Maintenance Program. The
combination of these plans and programs with the established maintenance efforts allows the CMSD to
keep SSO incidents consistently low. These plans and programs are discussed in detail in later sections of
this audit.
3.1.2 Reduction and Prevention of Sewer System Overflows
In 2014, the CMSD experienced a total of three public SSOs (1.3 per 100 miles of sewer) in its service
area and recovered 100% of the total volume of spilled wastewater. This is well below the 2013-14 state
average of 4.90 public SSOs per 100 miles of sewer.
In 2013, the CMSD experienced one SSO event. While one event is a very low occurrence frequency, the
event was Category 1. The overflow resulted from a pump station SCADA system failure. The overflow
reached a public storm drain connected to an OCFCD channel and the beach. Only 2.5% of the spill was
recovered. To prevent future SCADA failure, the CMSD installed a secondary SCADA alarm to the pump
station.
In 2010, the CMSD opened the new District Yard at 174 West Wilson Street in Costa Mesa. The District
Yard is a centralized storage area located in the heart of Costa Mesa. The centralized location of the
District Yard enables CMSD staff to access necessary equipment and respond quickly to SSOs. CMSD
attributes its fast SSO response times to the centralized, accessible location of the District Yard.
Waste Discharge Requirements Sewer System Management Plan 2015 Self Audit
Costa Mesa Sanitary District 5 Willdan Engineering
The CMSD uses closed-circuit television (CCTV) to inspect locations where SSOs previously occurred to
determine causes of the SSOs. The CMSD determines the need for repairs, enhances maintenance and
source-control efforts, or implements other applicable corrective actions for SSO-prone locations to
preclude repeated SSOs. If an SSO event occurs on private property, the CMSD requires the property
owner to inspect the private lateral sewer line using CCTV and then works with the property owner(s) to
ensure proper corrective actions are taken to prevent reoccurrence. If necessary, the CMSD escalates
enforcement, including requirements to clean the private sewer lateral, continued inspection of the
private lateral with CCTV, and/or repair the private lateral. The CMSD personnel follow up on
enforcement cases through phone calls or by visiting the offices of property owners to ensure that the
required actions are being implemented (Appendix A, Example Enforcement Letter).
3.1.3 Areas of Nonconformance to the Sewer System Management Plan
No nonconformances related to SSMP goals were identified.
3.1.3.1 Recommended Corrective Actions
No corrective actions are recommended at this time.
3.2 Organization
Finding: CMSD is fully conformant to the SSMP in this area.
The CMSD is in conformance with Section II, Organization, of the SSMP. The WDR requires sewer
agencies to appoint Legally Responsible Officials (LRO) to oversee the implementation of the SSMP. The
SSMP must include the names and telephone numbers of staff responsible for implementing the
elements the SSMP program and must outline the chain of communication for reporting SSOs.
The CMSD has adequately defined an organizational structure for sewer system management:
Responsible officials
Lines of authority and responsibilities for the CMSD SSMP program
Chain of Communication for Reporting SSOs
The CMSD updated the SSMP in 2011 to reflect the current organizational structure, including the
names and telephone numbers of persons responsible for managing the sewer system:
General Manager – Alternate LRO responsible for overall sewer management program and
manages SSO reporting process.
District Engineer – LRO responsible for standards and specifications of the sewer system,
creation and implementation of the Capacity Assurance Plan and Capital Improvement Plan,
reporting SSOs to the California Integrated Water Quality Control Board, and updating and
maintenance of CMSD maps.
Waste Discharge Requirements Sewer System Management Plan 2015 Self Audit
Costa Mesa Sanitary District 6 Willdan Engineering
Wastewater Maintenance Superintendent – Primary responder for SSOs; responsible for routine
operations and maintenance activities, oversight of staff training, and management of
equipment and spare parts inventories.
Maintenance Workers – Responsible for general field maintenance activities, including cleaning
of enhanced maintenance locations and maintenance of pump stations.
Inspector – Responsible for ensuring new construction meets standards, implementation of
emergency response, and oversight of contractors hired to work on CMSD facilities.
3.2.1 Areas of Nonconformance to the Sewer System Management Plan
No nonconformances related to the CMSD’s organizational structure were identified.
3.2.1.1 Recommended Corrective Actions
No corrective actions are recommended at this time.
3.3 Legal Authority
Finding: CMSD is fully conformant to the SSMP in this area. CMSD updated the sewer permit to identify
the pretreatment requirement as recognized by OCSD.
The CMSD is in conformance with Section III, Legal Authority, of the SSMP. The WDR requires that sewer
agencies have appropriate legal authority to implement and enforce certain elements of the SSMP. The
CMSD Operations Code affords the CMSD the required legal authority to implement and enforce key
elements of the SSMP:
Prevent illicit discharges into the sanitary sewer (Operations Code Section 6.07.040)
Require that sewers and connections be properly designed and constructed (Operations Code
Section 6.01.010)
Ensure access for maintenance, inspection, or repairs for portions of the lateral owned or
maintained by the CMSD; not applicable, as the CMSD does not own or maintain laterals
Limit the discharge of fats, oils, and grease (FOG) and other debris that may cause SSOs
(Operations Code Section 6.07.040 and Section 6.04.060)
Enforce any violation of its sewer ordinances (Operations Code Title I)
The CMSD reviews plumbing plans, inspects the sewer system repairs and new construction, and
enforces established policies. The CMSD has applied the necessary enforcement actions to promptly
mitigate illicit discharges. While enforcement actions are rarely required, the CMSD has been able to
effectively mitigate fats, oils, and grease discharge issues by requiring installation of grease interceptors
for several existing facilities that are considered significant contributors to SSOs. Although the CMSD
does not own or maintain lateral sewer lines, it can legally require property owners to inspect and repair
private lateral sewer lines that connect the private property to the public sewer system (Operations
Code Section 6.03).
Waste Discharge Requirements Sewer System Management Plan 2015 Self Audit
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Operations Code Section 6.8.060 states that pretreatment requirements recognized by the Orange
County Sanitation District for facilities are set forth in CMSD’s standard sewer permit (Appendix B,
Example Standard Sewer Permit).
3.3.1 Areas of Nonconformance to the Sewer System Management Plan
No nonconformances related to the CMSD’s organizational structure were identified.
3.3.1.1 Recommended Corrective Actions
No corrective actions are recommended at this time.
3.4 Operation and Maintenance Program
Finding: CMSD is fully conformant to the SSMP in this area.
The SSMP outlines five key elements of the CMSD’s sewer system operation and maintenance program:
CMSD sanitary sewer system map
Preventative maintenance plan
Rehabilitation and replacement plan
Education and training
Equipment and replacement parts inventory
3.4.1 CMSD Sanitary Sewer System Map
In 2012, CMSD completed development of a geographic information system (GIS) and transitioned hand-
drawn sewer system atlases to a GIS-based sewer atlas. The GIS-based atlas shows the location of
gravity sewer lines and manholes, pumping facilities, and force main pipelines. A separate map showing
the location of all storm water conveyance facilities is also available to field staff.
Any necessary corrections to the sewer atlas identified by CMSD staff and contractors are provided to
the District Engineer for review and, where appropriate, revision of the atlas. In the past, revisions were
made by red-lining a master copy of the paper atlas, but they are now made directly to the GIS.
3.4.2 Preventative Maintenance Plan
3.4.2.1 System-Wide Cleaning
The CMSD uses CMSD staff to clean all sewer lines as a preventive maintenance measure. CMSD divided
the service area into 62 zones based on the wastewater drainage watersheds and distributed the 62
zones evenly between CMSD staff. In previous years, the entire sewer system was cleaned once every
two years, but in the past year, CMSD increased the cleaning frequency with a target of cleaning the
entire system each year (Appendix C, Example Sewer Cleaning Work Order).
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3.4.2.2 Hot Spot and Lift Station Maintenance
CMSD staff periodically evaluate hot spot locations with CCTV and determine individual cleaning
frequencies for these locations. Since 2012, CMSD has reduced the number of hot spot locations in its
service area from 45 to 34. The reduction can be attributed to several preventive maintenance
measures that include proactive lining of locations susceptible to root intrusion, improved cleaning
practices, and detailed analysis of sources of fats, oils, and grease (FOG) discharges to the sewer system.
Staff inspect the CMSD’s 20 lift stations on a weekly basis, document pump run times and routine
maintenance activities, and further evaluate abnormalities to identify any significant issues. CMSD
contracts with JIMNI Systems for emergency response for weekends and spills during off hours. CMSD
hired a SCADA Technician/ Industrial Electrician on July 14, 2014 to conduct comprehensive pump
inspections and purchased a new utility truck ($143,318) to assist with these activities. Previously,
CMSD contracted Xylem, Inc. to conduct comprehensive pump station maintenance.
All maintenance activities are documented in journals located at each lift station, and days and times of
maintenance are logged in a separate spreadsheet. Work orders are currently not created for lift station
maintenance.
3.4.3 Rehabilitation and Replacement Plan
3.4.3.1 Rehabilitation Projects
The CMSD has a proactive rehabilitation and replacement program that includes measures for reducing
I/I. In 2009, CMSD completed the second CCTV inspection of the entire sewer system to assess the
system in detail and identify I/I issues. CMSD subsequently established eight rehabilitation projects to
address major issues identified during the CCTV study and incorporated the projects into the SSMP.
CMSD plans to conduct a CCTV inspection of the entire system in 2016. The CCTV will assess the system
in detail and identify I/I issues to be conducted in the future.
3.4.3.2 Capital Improvement Program
The CMSD has implemented an Asset Management Plan that tracks life expectancy, expected
rehabilitation and reconstruction, and costs for the sewer system. The minimum balance in the fund was
established at $5 million. Projects identified in the Asset Management Plan are completed as part of the
Capital Improvement Program (CIP).
CMSD has allocated $1,847,000 for the CIP for fiscal year 2015/2016. By law, funds from the CIP must be
used for maintenance and rehabilitation projects. The CMSD balances funding from the CIP for new
sewer system improvement projects that aim to improve the operating efficiency and life expectancy of
the entire sewer system. Based on statements from CMSD staff and past performance of the CIP, CMSD
has allocated sufficient funds to complete rehabilitation and repair projects planned for fiscal year
2015/2016. Table 3-1 lists the CIP projects for fiscal year 2015/2016.
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Table 3-1: CIP Projects for 2015/2016 Fiscal Year
No. Project Proposed Budget 2015/2016
101 Westside Pump Station Abandonment $ 1,184,000
310 Indus Relining $ 353,000
311 Manhole Cover Repairs Phase 2 $ 150,000
312 Aviemore PS Upgrade $ 100,000
N/A SMP Update $ 60,000
Total $ 1,847,000
The SSMP notes that CIP schedule will be updated upon the completion of the Sewer Master Plan (SMP)
following the integration of GIS flow modeling software. At this time, it is important that the SMP is
updated to forecast and prioritize future CIP projects. The SMP is scheduled to be updated in 2016.
3.4.3.3 Private Sewer Pumping Station Maintenance Program
In 2014 SMSD launched a Private Sewer Pumping Station Maintenance Program. SMSD recognizes that
spills from private property can have damaging effects to the environment. Because of this, SMSD is
taking the time to provide discussions and recommendations outside of their legal responsibility in order
to keep the community beaches open and waterways pollution free. Under this program, the District
offers no-cost expert technical, maintenance, and engineering discussion and recommendations for
achieving reliable service and avoiding sewer overflows.
SMSD offered this program to 28 privately owned pump stations within the district boundary. In 2014, 5
private sewer pumping stations were inspected by SMSD maintenance staff.
3.4.4 Staff Training
In accordance with SSMP requirements, CMSD staff responsible for operation and maintenance of the
sewer system actively participate in education and training activities. The CMSD’s Wastewater
Maintenance Superintendent has acquired Grade 4 certification as a collection system maintenance
operator through the California Water Environment Association. In addition one field personnel has
completed Grade 2 certification and two others have completed Grade 1 operator certification. CMSD
personnel routinely attend training seminars and events for continued education and professional
development. Since the 2013 audit, CMSD has documented these events (Appendix D, Record of
Training form). In addition, the staff is involved in quarterly mock simulations where they set up a
portable power generator and backup pumps.
3.4.5 Equipment and Replacement Parts Inventory
CMSD has developed an inventory of available equipment and replacement parts that are important for
performing operations within the CMSD service area. The inventory lists the availability, quantity, and
listing date of each part and piece of equipment. The Wastewater Maintenance Superintendent reviews
the inventory periodically and updates the inventory as parts and equipment are used or replaced.
Waste Discharge Requirements Sewer System Management Plan 2015 Self Audit
Costa Mesa Sanitary District 10 Willdan Engineering
Since the last SSMP update, CMSD has purchased a 2013 Ford Crane Service Truck and a 2015 Kenworth
Vac-All Sewer Combination Truck. The Crane Service Truck allows CMSD to remove large pumps rather
than rely on contractors for required pump maintenance. In addition, CMSD has added wireless tablets
to the fleet for mobile connection to GIS mapping and for maintenance tracking.
3.4.6 Areas of Nonconformance to the Sewer System Management Plan
No noncomformances with SSMP design and performance provisions were identified.
3.4.6.1 Recommended Corrective Actions
No corrective actions are recommended at this time.
3.5 Design and Performance Provisions
Finding: CMSD is fully conformant to the SSMP in this area.
CMSD has established design and performance provisions for the installation, rehabilitation, and repair
of sewer system assets; the provisions are established in four documents:
Title 7 of the CMSD Operations Code
Costa Mesa Sanitary District Standard Plans and Specifications for the Construction of Sanitary
Sewers
Standard Specifications for Public Works Construction (“Green Book”)
American Public Works Association Standard Plans for Public Works Construction
In addition, CMSD has standardized procedures for the use of equipment in pumping stations to
facilitate maintenance and replacement.
All new construction and rehabilitation activities must adhere to the established design standards
adopted by CMSD. CMSD tracks each project and logs the construction plans that have been created for
each project. CMSD’s written standards are made readily available and accessible to staff members, who
refer to these standards when performing repairs or inspections. CMSD is also receptive to new
construction and rehabilitation methods that may be more economical and efficient.
During interviews, CMSD staff indicated that facility installations and repairs are regularly tested and
inspected. Documentation provided by CMSD shows that installation and repair procedures are
documented and tracked. Documentation also shows that CMSD keeps records of plan reviews
conducted for new business construction and where property owners have been required to alter plans
to comply with CMSD design standards.
3.5.1 Areas of Nonconformance to the Sewer System Management Plan
No noncomformances with SSMP design and performance provisions were identified.
3.5.1.1 Recommended Corrective Actions
No corrective actions are recommended at this time.
Waste Discharge Requirements Sewer System Management Plan 2015 Self Audit
Costa Mesa Sanitary District 11 Willdan Engineering
3.6 Overflow Emergency Response Plan
Finding: CMSD is fully conformant to the SSMP in this area.
The SSMP requires six key elements for the CMSD Overflow Emergency Response Plan:
SSO notification procedures
Appropriate response to all overflows
Regulatory notification procedures
Oral notification
Written notification
Training procedures
Emergency response operations
Program to contain and prevent sewage discharges to surface waters
CMSD’s criteria for determining Category 1, Category 2, and Category 3 (level of severity) SSOs, as well
as procedures for response and reporting of each SSO, are consistent with the SSMP. CMSD has also
developed a separate emergency response plan to address sewer pumping stations.
Based on the documentation review, CMSD’s internal SSO records are consistent with the California
Integrated Water Quality Control Board’s data. For each SSO occurrence, CMSD notified the proper
authorities and submitted all reports pursuant to the documented procedure.
Based on interviews with CMSD staff, staff members keep a copy of the SSO Emergency Response Plan
in each service vehicle, have read the plan, and routinely practice SSO response procedures and volume
estimations.
3.6.1 Areas of Nonconformance to the Sewer System Management Plan
No noncomformances with SSMP design and performance provisions were identified.
3.6.1.1 Recommended Corrective Actions
No corrective actions are recommended at this time.
3.7 FOG Control Program
Finding: CMSD is fully conformant to the SSMP in this area.
The SSMP requires seven key elements for the CMSD FOG Control Program:
Public education outreach program
FOG disposal plan
Legal authority to prohibit discharges to the system
Waste Discharge Requirements Sewer System Management Plan 2015 Self Audit
Costa Mesa Sanitary District 12 Willdan Engineering
Grease removal device requirements
Inspection of grease-producing facilities
Cleaning schedule for sewer system sections subject to FOG blockages
Source control measures for enhanced maintenance areas
Based on the historically low number of FOG-related SSOs in the CMSD service area, CMSD’s FOG
Control Program is effective at preventing FOG accumulation in the sewer system and FOG-related SSOs.
In the past four years, CMSD experienced relatively few FOG-related SSOs compared to the total number
of SSOs; this ratio can be attributed to a successful FOG Control Program.
3.7.1 Public Education and Outreach Program
In 2005, CMSD began providing all identified food service establishments (FSEs) in its service area with
educational and outreach materials, including the FOG Program Rules and Regulations, regarding the
proper disposal of FOG generated in their facilities. These materials are still provided to each FSE as
needed during routine FOG inspections. The educational materials are also available on the CMSD’s
website (http://www.cmsdca.gov/index.php?option=com_content&view=article&id=114&Itemid=409).
3.7.2 Inspection of Grease-Producing Facilities
Each FSE within the CMSD service area is supposed to be inspected at least once every two years;
however, higher-risk FSEs, such as those with grease-removal equipment or those associated with
enhanced maintenance locations that are prone to sewer blockages, are inspected more frequently.
3.7.3 Legal Authority to Prohibit Discharges to the System
Where additional enforcement of the FOG Control Program is required, Sections 6.07.040 and 6.04.060
of the Operations Code provide the CMSD with the legal authority to enforce the FOG Program Rules
and Regulations. In some instances in 2014, CMSD issued enforcement letters to FSEs and required one
FSE to attend a CMSD Board of Directors hearing to discuss compliance issues. CMSD has adopted an
enforcement flow chart to guide FSE enforcement procedures (Appendix E, Enforcement Response Flow
Chart); however, CMSD does not have written enforcement procedures for responding to FOG
noncompliance.
3.7.4 Grease-Removal Device Requirements
CMSD requires all new FSEs to install a grease interceptor, which must first be approved by CMSD. In
addition, existing FSEs that have been identified to cause or contribute to sewer system blockages are
required to install a grease interceptor. CMSD is receptive to alternative grease-control technologies,
particularly for facilities with physical constraints (i.e., space, slope) that make installation of traditional
interceptors impracticable.
3.7.5 Cleaning Schedule for Sewer System Sections Subject to FOG Blockages and Source-
Control Measures for Enhanced Maintenance Areas
CMSD identifies sewer locations subject to FOG accumulation and designates the sewer in that area as a
hot spot (requires cleaning more than once per year). CMSD staff routinely monitor hot spot locations to
Waste Discharge Requirements Sewer System Management Plan 2015 Self Audit
Costa Mesa Sanitary District 13 Willdan Engineering
identify and mitigate the cause of FOG accumulation. Where applicable, structural repairs or escalated
source-control measures are implemented to reduce the maintenance frequency for hot spots.
3.7.6 FOG Disposal Plan
Once a grease interceptor is pumped, pumping companies can take grease waste to the Orange County
Sanitation District’s FOG waste receiving facility. In addition, some of the larger pumping companies
have their own treatment facilities on-site that receive FOG waste.
In 2011, CMSD implemented a residential FOG recycling program. Residents can deliver grease waste to
the Orange Coast College Recycling Center, which is open 7 days a week. In 2014, over 500 gallons of
residential grease were collected at the recycling center.
3.7.7 Areas of Nonconformance to the Sewer System Management Plan
No noncomformances related to the FOG Control Program were identified.
3.7.7.1 Recommended Corrective Actions
No corrective actions are recommended at this time.
3.8 System Evaluation and Capacity Assurance Plan
Finding: Found one minor nonconformance.
SSMP outlines four key elements of the CMSD’s System Evaluation and Capacity Assurance Plan:
Evaluation
Design criteria
Capacity enhancement measures
Capital Improvement Program schedule
3.8.1 Evaluation
CMSD’s Sewer Master Plan, last updated in 2005, includes a hydraulic capacity analysis; CMSD has
addressed all deficiencies identified through this analysis. The CMSD plans to update the Sewer Master
Plan upon completion of GIS-based flow modeling development. In addition, CMSD routinely analyzes
pump station data to identify trends in sewer flow changes that have the potential to become hydraulic
capacity issues, including indicators of I/I.
3.8.2 Design Criteria
The CMSD uses industry-standard design criteria that state that sewer lines up to 18 inches in diameter
should not flow more than half full during peak wet weather and lines 21 inches in diameter or larger
should not flow more than three quarters full. CMSD is planning to use the new GIS-based flow
modeling capabilities to evaluate whether sewer lines are exceeding standard capacities. According to
interviews with the District Engineer, CMSD will conduct this analysis during the next Sewer Master Plan
update scheduled for 2016.
Waste Discharge Requirements Sewer System Management Plan 2015 Self Audit
Costa Mesa Sanitary District 14 Willdan Engineering
3.8.3 Capacity Enhancement Measures
In 2011, CMSD established a program to plug and seal manholes located in low-lying gutters and alley
areas to minimize storm-water inflow.
3.8.4 Capital Improvement Plan Schedule
The 2005 Sewer Master Plan identifies CIP projects to be completed over 10 years. As discussed in
Sections 3.4.3.1 and 3.4.3.2, CMSD has completed the majority of identified CIP projects and needs to
schedule new projects for the 2015/2016 fiscal year. According to the District Engineer, there will be an
updated SMP in 2016 which will provide a CIP schedule for the next 10 years.
3.8.5 Areas of Nonconformance to the Sewer System Management Plan
One minor nonconformance related to sewer system operation and maintenance was identified:
a) CMSD has completed the CIP improvement projects identified in the 2005 Sewer Master Plan.
CMSD does not have a scheduled CIP improvement projects past 2015.
3.8.5.1 Recommended Corrective Actions
One corrective action is recommended to remedy the identified nonconformance:
a) CMSD needs to conduct a new SMP to establish a CIP schedule. According to the District
Engineer, CMSD plans write a new SMP in 2016.
3.9 Monitoring, Measurement, and Program Modifications
Finding: CMSD is fully conformant to the SSMP in this area.
CMSD reviews all elements of the SSMP every other year and updates the SSMP document as needed.
The SSMP was last updated in 2013 to reflect the current conditions of the CMSD.
3.9.1 Areas of Nonconformance to the Sewer System Management Plan
No nonconformances related to the program monitoring, measurement, and modifications were
identified.
3.9.1.1 Recommended Corrective Actions
No corrective actions are recommended at this time.
3.10 SMP Program Audit
Finding: CMSD is fully conformant to the SSMP in this area.
CMSD has conducted the required SSMP audits. The first audit was conducted in 2011 and covered all
sections of the SSMP. Six minor nonconformances were identified in 2011:
The SSMP did not reflect the current organizational structure of CMSD.
The SSMP did not reflect the current Operations Code section numbers.
Waste Discharge Requirements Sewer System Management Plan 2015 Self Audit
Costa Mesa Sanitary District 15 Willdan Engineering
The miles of sewer reported in California Integrated Water Quality System did not match the
actual miles of sewer lines for CMSD.
The SSMP did not reflect usage of the GIS or CMMS.
Field staff had not read and signed off on the SSMP and SSO Emergency Response Plan.
The SSO Emergency Response Plan was not present in each CMSD field vehicle.
As of the 2013 audit, CMSD addressed each noncompliance identified in 2011 within the established
time frame. The 2013 audit found four minor nonconformances:
Standard sewer permits do not mention pretreatment requirements recognized by OCSD.
CMSD is not currently on pace to complete cleaning of all wastewater drainage watershed
sections scheduled for fiscal year 2012/2013 and risks falling short of the target without
immediate adjustment.
All employee training efforts are not documented.
CMSD does not conduct routine refresher training for staff on SSO response procedures.
As of the 2015 audit, CMSD addressed most of the noncompliance identified in 2013 within the
established time frame.
3.10.1 Areas of Nonconformance to the Sewer System Management Plan
No nonconformances related to the SSMP program audits were identified.
3.10.1.1 Recommended Corrective Actions
No corrective actions are recommended at this time.
3.11 Communications Program
Finding: CMSD is fully conformant to the SSMP in this area.
The CMSD posted the updated SSMP on its website (http://cmsdca.gov) and has certified the SSMP on
the State’s California Integrated Water Quality System website. The SSMP is always available to any
interested party; CMSD will consider any comments or recommendations made by outside
organizations.
3.11.1 Areas of Nonconformance to the Sewer System Management Plan
No nonconformances related to the CMSD’s communications program were identified.
3.11.1.1 Recommended Corrective Actions
No corrective actions are recommended at this time.
Waste Discharge Requirements Sewer System Management Plan 2015 Self Audit
Costa Mesa Sanitary District 16 Willdan Engineering
4.0 Summary
CMSD developed a comprehensive SSMP in compliance with the State WDR. Based on personnel
interviews, documentation review, and consistently low number of SSO events, the CMSD has effectively
implemented the SSMP to reduce and prevent SSOs within CMSD service area. CMSD continually
evaluates the condition of its sewer system assets and conducts routine preventive maintenance to
ensure the system is functioning efficiently.
However, the current audit identified one area in which the CMSD’s sewer system management
practices are not consistent with the SSMP (Table 4-1, Summary of Sewer System Management Plan
Audit Results). No major nonconformances were identified; however, 1 minor nonconformance was
identified.
To correct the minor nonconformance CMSD needs to update their SMP. The current SMP was written
in 2005 and forecasted CIP projects for 10 years. CMSD has completed the CIP projects identified in the
2005 SMP and needs to update/revise the SMP to identify future CIP projects. The SMP should be
updated in the 2015/2016 fiscal year.
For all future updates to the SSMP, WDR requires a change log. The change log tracks all changes to the
SSMP as it is a living document. The change log should include the date of the change, the SSMP
element revised, a description of the change/ revision, and the person who authorized the revision.
Table 4-1: Summary of Sewer System Management Plan Audit Results
Sewer System Management Plan Section Finding
Section 1: Goals In Conformance
Section 2: Organization In Conformance
Section 3: Legal Authority In Conformance
Section 4: Operations and Maintenance In Conformance
Section 5: Design and Performance Provisions In Conformance
Section 6: Overflow Emergency Response Plan In Conformance
Section 7: FOG Control Program In Conformance
Section 8: System Evaluation and Capacity Assurance Plan Minor Nonconformance
Section 9: Monitoring, Measurement, and Program Modifications In Conformance
Section 10: SSMP Program Audits In Conformance
Section 11: Communications Program In Conformance
Waste Discharge Requirements Sewer System Management Plan 2015 Self Audit
Costa Mesa Sanitary District Willdan Engineering
Appendix A: Example Enforcement Letter
Waste Discharge Requirements Sewer System Management Plan 2015 Self Audit
Costa Mesa Sanitary District Willdan Engineering
Appendix B: Example Standard Sewer Permit
Waste Discharge Requirements Sewer System Management Plan 2015 Self Audit
Costa Mesa Sanitary District Willdan Engineering
Appendix C: Example Sewer Cleaning Work Order
Costa Mesa Sanitary District - Work Order November 19, 2012 Work Order #16164
Clean Main Priority 3
Supervisor CANO, STEVE Location
Contractor Address
Comments Map attached, pipes to be cleaned are highlighted vibrant blue. Select CCTV observations also
appear on map, labeled with distance from downstream manhole. Legend attached.
Instructions Always clean upstream pipe segments before advancing downstream.
Projected Start Date 7/1/2012 Actual Start Date
Projected Finish Date 6/30/2013 Actual Finish Date
Associated Asset IDs
Facility Condition Assessment Notes (Debris, Grease, Roots: Zero, Light, Moderate, Heavy)
138790
138792
138793
138794
138797
Debris: Z L M H Grease: Z L M H Roots: Z L M H
Debris: Z L M H Grease: Z L M H Roots: Z L M H
Debris: Z L M H Grease: Z L M H Roots: Z L M H
Debris: Z L M H Grease: Z L M H Roots: Z L M H
Debris: Z L M H Grease: Z L M H Roots: Z L M H
Work Order Lifecycle
Requested By
Initiated By GALLEGOS, RAMON On 11/6/2012 5:01:35 PM
Submitted To ORTIZ, JOEL On 11/6/2012 5:01:36 PM
Opened By On
Work Completed By
Closed By On
Costs
Labor 0
Materials 0
Equipment 0
Permits 0
Total 0
Page 1 of 2
Costa Mesa Sanitary District - Work Order November 19, 2012
138799
138801
Debris: Z L M H Grease: Z L M H Roots: Z L M H
Debris: Z L M H Grease: Z L M H Roots: Z L M H
Labor
Estimated
Name Dates Hours / Units
-
Actual
Name Dates Hours / Units
-
Field Crew Comments
Page 2 of 2
Waste Discharge Requirements Sewer System Management Plan 2015 Self Audit
Costa Mesa Sanitary District Willdan Engineering
Appendix D: Record of Training Form
Waste Discharge Requirements Sewer System Management Plan 2015 Self Audit
Costa Mesa Sanitary District Willdan Engineering
Appendix E: Enforcement Response Flow Chart
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m
CM
S
D
Se
r
v
i
c
e
Ap
p
r
o
x
i
m
a
t
e
l
y
11
6
,
7
0
0
Pe
o
p
l
e
Re
s
i
d
e
n
t
i
a
l
,
Co
m
m
e
r
c
i
a
l
,
an
d
In
d
u
s
t
r
i
a
l
Se
w
e
r
Sy
s
t
e
m
As
s
e
t
s
22
4
mi
l
e
s
of
ma
i
n
t
e
n
a
n
c
e
se
w
e
r
s
4 mi
l
e
s
of
pr
e
s
s
u
r
i
z
e
d
se
w
e
r
li
n
e
s
20
wa
s
t
e
w
a
t
e
r
pu
m
p
i
n
g
st
a
t
i
o
n
s
11
/
1
0
/
2
0
1
5
5
Au
d
i
t
Pe
r
f
o
r
m
a
n
c
e
Me
a
s
u
r
e
s
Mi
n
o
r
No
n
c
o
n
f
o
r
m
a
n
c
e
Wo
u
l
d
no
t
wa
r
r
a
n
t
is
s
u
a
n
c
e
of
a no
t
i
c
e
of
vi
o
l
a
t
i
o
n
,
fi
n
e
,
or
ot
h
e
r
en
f
o
r
c
e
m
e
n
t
ac
t
i
o
n
.
Ma
j
o
r
No
n
c
o
n
f
o
r
m
a
n
c
e
Se
r
i
o
u
s
De
f
i
c
i
e
n
c
y
in
th
e
se
w
e
r
ma
n
a
g
e
m
e
n
t
pr
o
g
r
a
m
th
a
t
ma
y
wa
r
r
a
n
t
a no
t
i
c
e
of
vi
o
l
a
t
i
o
n
,
fi
n
e
,
or
ot
h
e
r
en
f
o
r
c
e
m
e
n
t
ac
t
i
o
n
.
11
/
1
0
/
2
0
1
5
✔
Fu
l
l
y
Co
m
p
l
i
a
n
t
✘
Mi
n
o
r
No
n
c
o
n
f
o
r
m
a
n
c
e
✘
Ma
j
o
r
No
n
c
o
n
f
o
r
m
a
n
c
e
6
Au
d
i
t
Pe
r
f
o
r
m
a
n
c
e
Me
a
s
u
r
e
s
Go
a
l
s
Or
g
a
n
i
z
a
t
i
o
n
Le
g
a
l
Au
t
h
o
r
i
t
y
Op
e
r
a
t
i
o
n
an
d
Ma
i
n
t
e
n
a
n
c
e
Pr
o
g
r
a
m
De
s
i
g
n
an
d
Pe
r
f
o
r
m
a
n
c
e
Pr
o
v
i
s
i
o
n
s
Ov
e
r
f
l
o
w
Em
e
r
g
e
n
c
y
Re
s
p
o
n
s
e
Pl
a
n
FO
G
Co
n
t
r
o
l
Pr
o
g
r
a
m
Sy
s
t
e
m
Ev
a
l
u
a
t
i
o
n
an
d
Ca
p
a
c
i
t
y
As
s
u
r
a
n
c
e
Pl
a
n
Mo
n
i
t
o
r
i
n
g
,
Me
a
s
u
r
e
m
e
n
t
,
an
d
Pr
o
g
r
a
m
Mo
d
i
f
i
c
a
t
i
o
n
s
SS
M
P
Pr
o
g
r
a
m
Au
d
i
t
s
Co
m
m
u
n
i
c
a
t
i
o
n
s
Pr
o
g
r
a
m
11
/
1
0
/
2
0
1
5
7
Go
a
l
s
CM
S
D
’
s
SS
M
P
Go
a
l
s
:
Pr
o
v
i
d
e
a pl
a
n
an
d
sc
h
e
d
u
l
e
to
pr
o
p
e
r
l
y
manage,
op
e
r
a
t
e
,
an
d
ma
i
n
t
a
i
n
al
l
pa
r
t
s
of
th
e
sa
n
i
t
a
r
y
se
w
e
r
sy
s
t
e
m
in
or
d
e
r
to
pr
o
v
i
d
e
re
l
i
a
b
l
e
service
in
th
e
fu
t
u
r
e
Re
d
u
c
e
an
d
pr
e
v
e
n
t
SS
O
s
He
l
p
mi
t
i
g
a
t
e
an
y
SS
O
s
th
a
t
do
oc
c
u
r
11
/
1
0
/
2
0
1
5
✔
CM
S
D
Fu
l
l
y
Compliant
8
Or
g
a
n
i
z
a
t
i
o
n
De
f
i
n
e
d
or
g
a
n
i
z
a
t
i
o
n
a
l
st
r
u
c
t
u
r
e
fo
r
se
w
e
r
sy
s
t
e
m
ma
n
a
g
e
m
e
n
t
Ch
a
i
n
of
Co
m
m
u
n
i
c
a
t
i
o
n
fo
r
Re
p
o
r
t
i
n
g
SS
O
s
11
/
1
0
/
2
0
1
5
✔
CM
S
D
Fu
l
l
y
Compliant
Le
g
a
l
Au
t
h
o
r
i
t
y
CM
S
D
ha
s
ap
p
l
i
e
d
th
e
ne
c
e
s
s
a
r
y
en
f
o
r
c
e
m
e
n
t
ac
t
i
o
n
s
to
pr
o
m
p
t
l
y
mi
t
i
g
a
t
e
il
l
i
c
i
t
di
s
c
h
a
r
g
e
s
.
✔
CM
S
D
Fu
l
l
y
Compliant
9
Op
e
r
a
t
i
o
n
an
d
Ma
i
n
t
e
n
a
n
c
e
Pr
o
g
r
a
m
CM
S
D
Sa
n
i
t
a
r
y
Se
w
e
r
Sy
s
t
e
m
Ma
p
GI
S
Ba
s
e
d
Se
w
e
r
At
l
a
s
–
2
0
1
2
Se
w
e
r
an
d
Pu
m
p
Sy
s
t
e
m
s
St
o
r
m
Wa
t
e
r
Co
n
v
e
y
a
n
c
e
Sy
s
t
e
m
.
Re
v
i
s
i
o
n
s
Ma
d
e
Di
r
e
c
t
l
y
to
GI
S
11
/
1
0
/
2
0
1
5
10
Op
e
r
a
t
i
o
n
an
d
Ma
i
n
t
e
n
a
n
c
e
Pr
o
g
r
a
m
(C
o
n
t
i
n
u
e
d
)
Re
h
a
b
i
l
i
t
a
t
i
o
n
an
d
re
p
l
a
c
e
m
e
n
t
Pl
a
n
Cl
e
a
n
i
n
g
Fr
e
q
u
e
n
c
y
In
c
r
e
a
s
e
d
to
On
c
e
a Ye
a
r
Pr
i
v
a
t
e
Se
w
e
r
Pu
m
p
i
n
g
St
a
t
i
o
n
Ma
i
n
t
e
n
a
n
c
e
Program
No
‐Co
s
t
Ex
p
e
r
t
ad
v
i
c
e
fo
r
pr
i
v
a
t
e
pu
m
p
i
n
g
st
a
t
i
o
n
s
to help
av
o
i
d
SS
O
s
fr
o
m
pr
i
v
a
t
e
pu
m
p
st
a
t
i
o
n
s
.
Pr
e
v
e
n
t
a
t
i
v
e
Ma
i
n
t
e
n
a
n
c
e
Pl
a
n
(2
0
1
1
)
97
Ho
t
s
p
o
t
s
(2
0
1
3
)
45
Ho
t
s
p
o
t
s
(2
0
1
5
)
34
Ho
t
s
p
o
t
s
11
/
1
0
/
2
0
1
5
11
11
/
1
0
/
2
0
1
5
012345678910
06
/
0
7
0
7
/
0
8
0
8
/
0
9
0
9
/
1
0
1
0
/
1
1
1
1
/
1
2
1
2
/
1
3
1
3
/
1
4
1
4
/
1
5
N
u
m
b
e
r
o
f
P
u
b
l
i
c
S
S
O
s
Op
e
r
a
t
i
o
n
s
an
d
Ma
i
n
t
e
n
a
n
c
e
Pr
o
g
r
a
m
Total Public SSOs FOG Related Public SSOs
12
Op
e
r
a
t
i
o
n
an
d
Ma
i
n
t
e
n
a
n
c
e
Pr
o
g
r
a
m
(C
o
n
t
i
n
u
e
d
)
Ed
u
c
a
t
i
o
n
an
d
Tr
a
i
n
i
n
g
St
a
f
f
ro
u
t
i
n
e
l
y
at
t
e
n
d
tr
a
i
n
i
n
g
se
m
i
n
a
r
s
,
an
d
do
c
u
m
e
n
t
s
st
a
f
f
’
s
at
t
e
n
d
a
n
c
e
.
Gr
a
d
e
4 ‐
Co
l
l
e
c
t
i
o
n
Sy
s
t
e
m
Ma
i
n
t
e
n
a
n
c
e
Op
e
r
a
t
o
r
Ce
r
t
i
f
i
c
a
t
i
o
n
Co
n
d
u
c
t
s
re
f
r
e
s
h
e
r
tr
a
i
n
i
n
g
(9
/
5
/
1
3
,
9/
2
5
/
1
4
,
1/
1
2
/
1
5
,
1/
2
6
/
1
5
)
Eq
u
i
p
m
e
n
t
an
d
Re
p
l
a
c
e
m
e
n
t
pa
r
t
s
In
v
e
n
t
o
r
y
20
1
3
Fo
r
d
Cr
a
n
e
Se
r
v
i
c
e
Tr
u
c
k
20
1
5
Ke
n
w
o
r
t
h
Va
c
‐Al
l
Se
w
e
r
Co
m
b
i
n
a
t
i
o
n
Tr
u
c
k
CM
S
D
Re
m
o
v
e
La
r
g
e
Pu
m
p
s
fo
r
Ma
i
n
t
e
n
a
n
c
e
.
Wi
r
e
l
e
s
s
ta
b
l
e
t
s
in
fl
e
e
t
11
/
1
0
/
2
0
1
5
13
Op
e
r
a
t
i
o
n
an
d
Ma
i
n
t
e
n
a
n
c
e
Pr
o
g
r
a
m
(C
o
n
t
i
n
u
e
d
)
CI
P
Pr
o
j
e
c
t
s
As
s
e
t
Ma
n
a
g
e
m
e
n
t
Pl
a
n
Mi
n
i
m
u
m
Ba
l
a
n
c
e
$5
Mi
l
l
i
o
n
Ma
i
n
t
e
n
a
n
c
e
an
d
Re
h
a
b
i
l
i
t
a
t
i
o
n
Pr
o
j
e
c
t
s
$1
,
8
4
7
,
0
0
0
fo
r
th
e
20
1
5
/
2
0
1
6
FY
We
s
t
s
i
d
e
Pu
m
p
St
a
t
i
o
n
Ab
a
n
d
o
n
m
e
n
t
In
d
u
s
Re
l
i
n
i
n
g
Ma
n
h
o
l
e
Co
v
e
r
Re
p
a
i
r
s
SS
M
P
Up
d
a
t
e
11
/
1
0
/
2
0
1
5
✔
CM
S
D
Fu
l
l
y
Compliant
14
De
s
i
g
n
an
d
Pe
r
f
o
r
m
a
n
c
e
Pr
o
v
i
s
i
o
n
s
CM
S
D
ha
s
st
a
n
d
a
r
d
i
z
e
d
Pr
o
c
e
d
u
r
e
s
fo
r
the use
of
eq
u
i
p
m
e
n
t
in
pu
m
p
i
n
g
st
a
t
i
o
n
s
to
fa
c
i
l
i
t
a
t
e
ma
i
n
t
e
n
a
n
c
e
an
d
re
p
l
a
c
e
m
e
n
t
.
11
/
1
0
/
2
0
1
5
✔
CM
S
D
Fu
l
l
y
Compliant
15
Ov
e
r
f
l
o
w
Em
e
r
g
e
n
c
y
Re
s
p
o
n
s
e
Plan
Re
s
p
o
n
s
e
an
d
Re
p
o
r
t
i
n
g
of
SS
O
s
Ca
t
e
g
o
r
y
1,
Ca
t
e
g
o
r
y
2,
an
d
Ca
t
e
g
o
r
y
3
pr
o
c
e
d
u
r
e
s
ar
e
co
n
s
i
s
t
e
n
t
wi
t
h
th
e
SS
M
P
.
Se
p
a
r
a
t
e
em
e
r
g
e
n
c
y
re
s
p
o
n
s
e
pl
a
n
to
ad
d
r
e
s
s
se
w
e
r
pu
m
p
i
n
g
st
a
t
i
o
n
s
.
St
a
f
f
Me
m
b
e
r
Ac
c
e
s
s
to
SS
O
SS
O
Em
e
r
g
e
n
c
y
Re
s
p
o
n
s
e
Pl
a
n
in
ea
c
h
se
r
v
i
c
e
ve
h
i
c
l
e
Ro
u
t
i
n
e
l
y
pr
a
c
t
i
c
e
SS
O
re
s
p
o
n
s
e
pr
o
c
e
d
u
r
e
s
and
vo
l
u
m
e
es
t
i
m
a
t
i
o
n
s
.
11
/
1
0
/
2
0
1
5
✔
CM
S
D
Fu
l
l
y
Compliant
16
FO
G
Co
n
t
r
o
l
Pr
o
g
r
a
m
FO
G
Co
n
t
r
o
l
Pr
o
g
r
a
m
Ed
u
c
a
t
i
o
n
an
d
Ou
t
r
e
a
c
h
Fo
o
d
Se
r
v
i
c
e
Es
t
a
b
l
i
s
h
m
e
n
t
(F
S
E
)
En
f
o
r
c
e
m
e
n
t
Co
o
r
d
i
n
a
t
i
o
n
FO
G
Di
s
p
o
s
a
l
Pl
a
n
20
1
4
‐
Ov
e
r
50
0
ga
l
l
o
n
s
of
re
s
i
d
e
n
t
i
a
l
gr
e
a
s
e
were
co
l
l
e
c
t
e
d
at
th
e
re
c
y
c
l
i
n
g
ce
n
t
e
r
.
11
/
1
0
/
2
0
1
5
✔
CM
S
D
Fu
l
l
y
Compliant
17
Sy
s
t
e
m
Ev
a
l
u
a
t
i
o
n
an
d
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5
Costa Mesa Sanitary District
... an Independent Special District
Recycling & Waste Diversion Reports - October 2015
Item Number:2.
Recommendation/Notes:
Recommendation: That the Board of Directors receive and file the report.
ATTACHMENTS:
Description Type
Recycling & Waste Diversion Reports - October 2015 Cover Memo
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FY
15
/
1
6
Costa Mesa Sanitary District
... an Independent Special District
Code Enforcement Officer Report - October 2015
Item Number:3.
Recommendation/Notes:
Recommendation: That the Board of Directors receive and file the report.
ATTACHMENTS:
Description Type
Code Enforcement Officer Report - October 2015 Cover Memo
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
To: Board of Directors
Via: Scott Carroll, General Manager
From: Edward Roberts, Code Enforcement Officer
Date: November 10, 2015
Subject: Code Enforcement Officer Report – October 2015
This report summarizes major points for three ordinance enforcement topics covering
scavenging, graffiti, and trash container enforcement. For the month of October, the
CMSD Code Enforcement Officer focused his efforts on patrols in various parts of the
community. The goal was to identify and deter instances of scavenging and residential
trash carts left within the public view.
In the month of October we saw a reduced number of complaints filed with CMSD
Code Enforcement staff regarding scavenging activity in the city. As with most
scavenging complaints, the alleged violations take place in the early morning hours. In
order to address resident concerns, the Code Enforcement Officer investigated all
complaints and adjusted his schedule to accommodate requests for early morning or
weekend enforcement. Included below are instances of scavenging that were detected
while the Officer was investigating specific complaints.
Proactive Scavenging Investigations: 09
1952 Arnold Avenue- While patrolling the 1900 block of Arnold Avenue, Officer
Roberts observed a female subject, rummaging through CMSD trash carts in front of
the residence at 1952 Arnold Avenue. Officer Roberts contacted the subject in front of
the location and asked if her if she was scavenging recyclable material from CMSD
carts. The female subject admitted to scavenging recyclable material from CMSD
carts. Based on the female’s admission and level of cooperation, she was admonished
regarding CMSD policy and instructed to return all recyclable material to a nearby
trash cart.
Board of Directors
October 2015
615 W. Bay Street- While patrolling the 600 block of West Bay Street, Officer Roberts
observed a male subject, rummaging through a few CMSD trash carts in front of 615
West Bay Street. Officer Roberts contacted the subject in front of the location and
determined that he was scavenging recyclable material from CMSD trash carts. The
subject was counseled and admonished regarding CMSD policy. All recyclable
material was returned to a nearby trash cart and the subject was sent on his way.
671 Darrell Street- While patrolling the W/B lanes of the 600 block of Darrell Street,
Officer Roberts observed a female scavenging through a trash cart located on the
street directly in front of 671 Darrell Street. Officer Roberts contacted the female and
she was identified verbally. Officer Roberts directed the female to return all material to
a nearby CMSD trash cart and then advised her regarding her scavenging activity. The
female was sent on her way with a verbal admonishment.
2097 Maple Avenue- While patrolling the 2000 block of Maple Avenue, Officer
Roberts observed a male subject, rummaging through CMSD trash carts in front of
2097 Maple Avenue. Officer Roberts contacted the subject in front of the location and
determined that he was scavenging recyclable material from one of the CMSD carts.
The male subject admitted to scavenging recyclable material from CMSD carts. The
subject was subsequently admonished regarding CMSD policy and instructed to return
all recyclable material to a nearby trash cart.
2204 Meyer Place- While on patrol in the 2200 block of Meyer Place, Officer Roberts
observed a male and female rummaging through CMSD trash carts in front of 2204
Meyer Place. Based on his observations, Officer Roberts contacted the subjects
regarding their scavenging activity. During the course of the contact, the subjects were
advised that scavenging is prohibited activity and their actions could result in citation if
observed scavenging again. Both subjects stated that they understood and were sent
on their way.
2104 Monrovia Avenue- While patrolling the N/B lanes of the 2000 block of Monrovia
Avenue, Officer Roberts observed a male subject pushing a shopping cart with plastic
bags affixed to the basket portion. As Officer Roberts drove closer to the subject, he
noted that the bags contained what appeared to be recyclable material within. Officer
Roberts contacted the subject in front of 2104 Monrovia Avenue and asked him if he
had obtained the recyclable items from within CMSD carts. The subject admitted that
he had been scavenging prior to being contacted by Roberts. Based on the subject’s
admission, Officer Roberts directed him to return all recyclable material to a nearby
trash cart. The male stated that he understood and left the scene without further
incident.
Board of Directors
October 2015
2224 Raleigh Avenue- While patrolling the 2200 block of Raleigh Avenue, Officer
Roberts observed a male rummaging through CMSD trash carts in front of 2224
Raleigh Avenue. Based on his observation of scavenging, Officer Roberts contacted
the subject. During the course of the contact, the subject was cooperative and advised
that scavenging is prohibited activity. The subject stated that he understood and was
sent on his way.
409 Victoria Street- While patrolling the 400 block of Victoria Street, Officer Roberts
observed a male subject, rummaging through CMSD trash carts in front of 409 Victoria
Street. Officer Roberts contacted the subject in front of the location and asked if he
was scavenging recyclable material from CMSD carts. The male subject admitted to
scavenging recyclable material from CMSD carts. Based on the subject’s admission,
he was admonished regarding CMSD policy and instructed to return all recyclable
material to a nearby trash cart. The subject was sent on his way.
2048 Wallace Avenue- While patrolling the 2000 block of Wallace Avenue, Officer
Roberts observed a male subject rummaging through a CMSD trash cart. Officer
Roberts made contact with the subject and asked him what he was doing. During the
course of the contact, the subject admitted that he was scavenging through CMSD
carts in order to obtain recyclable material. At the time of contact, the subject did not
have any recyclable material on his person. The subject was admonished about CMSD
policy pertaining to scavenging and sent on his way.
END OF SCAVENGING ENFORCEMENT REPORT
Board of Directors
October 2015
Trash Container Enforcement:
In the month of October, there were a few customer complaints reported to the District
Headquarters regarding trash carts in public view. The following is a list of locations
where trash cart violations were found and addressed by the Courtesy Notice process.
Total Cases: 61
The following locations received First Warnings:
(1) Albert Place - Storage of carts in public view.
(1) Azalea Drive - Storage of carts in public view.
(3) Baker Street - Storage of carts in public view.
(2) Bay Street - Storage of carts in public view.
(2) Cabrillo Street - Storage of carts in public view.
(2) Capital Street - Storage of carts in public view.
(1) Colgate Drive-Storage of carts in public view
(2) College Avenue-Storage of carts in public view
(2) Concord Street - Storage of carts in public view.
(1) Costa Mesa Street - Storage of carts in public view.
(1) Dakota Avenue - Storage of carts in public view.
(1) Fordham Drive - Storage of cart in public view.
(2) Fullerton Avenue- Storage of carts in public view.
(2) Governor Street- Storage of carts in public view.
(2) Iowa Street - Storage of carts in public view.
(1) Knox Street - Storage of carts in public view.
(1) Minnesota Avenue - Storage of carts in public view.
(2) Monrovia Avenue-Storage of carts in public view.
(2) Molokai Place - Storage of carts in public view.
Board of Directors
October 2015
(1) Orange Avenue- Storage of carts in public view.
(2) Pomona Avenue - Storage of carts in public view.
(1) Raleigh Street- Storage of carts in public view.
(1) Redwood Avenue - Storage of carts in public view.
(4) Santa Ana Avenue- Storage of carts in public view.
(2) Senate Street - Storage of carts in public view.
(3) Tustin Avenue - Storage of carts in public view.
(2) Wallace Avenue - Storage of carts in public view.
(2) Watson Avenue - Storage of carts in public view.
(4) Wilson Street - Storage of carts in public view.
(1) 16th Place - Storage of carts in public view.
(3) 17th Street - Storage of carts in public view.
(2) 18th Street - Storage of carts in public view.
(2) 19th Street - Storage of carts in public view.
END OF TRASH CONTAINER ENFORCEMENT REPORT
No cases of graffiti on a trash carts were opened in the month of October.
Costa Mesa Sanitary District
Scavenging Report – October 2015
Locations:
1952 Arnold Ave
615 W. Bay St
671 Darrell St
2097 Maple Ave
2204 Mayer Pl
2104 Monrovia Ave
2224 Raleigh Ave
409 Victoria St
2048 Wallace Ave
Costa Mesa Sanitary District
... an Independent Special District
Health Savings Account (HSA)
Item Number:5.
Recommendation/Notes:
Recommendation: That the Board of Directors receive and file the report.
ATTACHMENTS:
Description Type
Health Savings Account (HSA)Cover Memo
Costa Mesa Sanitary District
…an Independent Special District
Protecting our community’s health and the environment by providing solid waste and sewer collection services.
www.cmsdca.gov
Memorandum
To: Board of Directors
Via: Scott Carroll, General Manager
From: Dyana Bojarski, Management Analyst I
Date: November 10, 2015
Subject: Health Savings Account
Summary
The Board is requesting information about Health Savings Accounts (HSA). A HSA is
defined as a tax-sheltered savings account for the purpose of paying for medical expenses
that is funded by employees, employers, or both. To qualify for a HSA, an individual must
be covered by a qualifying high-deductible health plan. Contribution limits are set by law.
Staff Recommendation
It is recommended that the Board receive and file this report.
Analysis
Health-care costs have risen significantly in the United States, with the average employee
spending over $1,000 more per year on out-of-pocket expenses than he/she did three
decades ago. Employers are feeling this burden with the real cost of providing health care
also increasing substantially over that same time frame. A HSA could benefit both the
employer and the employee. A HSA is an account that is designated for use with a high
deductible health plan. High deductible health insurance plans are more affordable on a
monthly basis, but have very high deductibles that must be met before coverage begins.
Board of Directors
November 10, 2015
Page 2 of 4
How HSA’s work:
Money currently spent on a traditional health plan is used to purchase a low-cost
high-deductible policy
All or a portion of the savings is deposited as an employer contribution into a tax-
deductible HSA
Employees may contribute additional dollars
The HSA should be used to help pay unreimbursed medical expenses until the
deductible is met (or can be used for any purpose with significant tax consequences.)
The high-deductible insurance policy takes care of covered medical expenses that
exceed the deductible
Advantages of an HSA:
Contributions to HSAs are deductible from taxable income (or can be made through
payroll deductions with pretax dollars), and distributions for qualified medical
expenses are not counted as taxable income. Any interest or other capital earnings
from the account build up tax free as well.
Funds roll over from one year to the next and continue to build over time with no
maximum
Funds are portable. They stay with the individual if they change employers (assuming
the new employer has a HSA) or leave the work force
Account holders can withdraw funds from HSA’s for any expense after age 65 without
a tax penalty, although withdrawals for non-health-care expenditures are subject to
regular income tax, much like an IRA. Funds deposited in a HSA can also be used to
pay for Medicare premiums.
Disadvantages of an HSA:
Plan can only be used if using a high deductible health plan. If individual is under age
65 and withdraws money for a non-medical use, they will have to pay taxes and
penalties on the money used. If over age 65, there are no penalties, but taxes will still
have to be paid on money used
There are limits on how much can be invested each year. The 2015 limits are $3,350
per year for an individual and $6,650 for a family plan. For 2016, the limits are $3,350
for an individual and $6,750 for a family
Because many health savings accounts are invested in stocks, bonds and mutual
funds, account values can decline over time.
Board of Directors
November 10, 2015
Page 3 of 4
HSA’s cannot be used to pay health plan premiums, except for qualified long-term
care insurance (coverage that includes the cost of nursing home care, home health
care or assisted living), health insurance while receiving unemployment
compensation under federal or state law, health care continuation coverage such as
Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) plans and
Medicare and other health care coverage if you are 65 or older
The District’s health plan provider is CalPERS. At this time, CalPERS does not offer any
High Deductible Health Plans (HDHP). The 2016 HDHP minimum deductible amount for
individuals is $1,300 and for families it is $2,600. CalPERS currently offers three health
plans that have deductibles, PERS Choice, Pers Select, and PersCare. All three plans have
a $500 deductible for individuals and $1,000 for family. This makes the District ineligible to
add an HSA to employee benefits.
Strategic Plan Element & Goal
This item supports achieving the objective and strategy for Strategic Element No. 6.0,
Personnel / Organizational Management, which states:
Objective: To employ and retain a high quality motivated workforce.
Strategy: “We will do this by utilizing sound policies and personnel practices, offering
competitive compensation and benefits, providing opportunities for training,
development and professional growth, while ensuring a safe and secure workforce.”
Legal Review
Not applicable
Environmental Review
The establishment of an HSA is not a disturbance of the environment and does not constitute
a project under CEQA or the District’s CEQA Guidelines.
Financial Review
A Full-Administered HSA plan (third party administration) will cost the District a $300 set-up
fee and up to $50 a month. There is no annual fee.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the
November 10, 2015 Board of Directors study session at District Headquarters and on
District’s website at www.cmsdca.gov.
Board of Directors
November 10, 2015
Page 4 of 4
Alternative Actions
1. Direct staff to report back on a Flex Spending Plan.
Attachment: CalPERS Health Plans
Costa Mesa Sanitary District
... an Independent Special District
CR&R Annual Performance Review
Item Number:6.
Recommendation/Notes:
Recommendation: That the Board of Directors receive and file the report.
ATTACHMENTS:
Description Type
CR&R Annual Performance Review Cover Memo
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
To: Board of Directors
Via: Scott Carroll, General Manager
From: Javier Ochiqui, Senior Management Analyst
Date: November 10, 2015
Subject: CR&R Environmental Services – Annual Performance Review for FY 14-15
Summary
Per Section 40 of the Agreement, the “DISTRICT shall complete a yearly performance
review of the trash collection and recycling program on a yearly basis and
CONTRACTOR and DISTRICT shall meet to discuss and resolve problems that may
be occurring in the programs. DISTRICT shall prepare a performance review form that
allows for evaluation of services provided at the residences as well as administrative
services including report preparation, accuracy, and timeliness of transmittal,
responsiveness to inquiries, database management, service levels and helpfulness.”
Staff is providing the Board of Directors with the results of the yearly performance
review for FY 2014-15.
Staff Recommendation
That the Board of Directors receive and file the report.
Analysis
The evaluation term was from July 1, 2014 to June 30, 2015. Staff evaluated CR&R
Environmental Services (CR&R) using the following four ratings: Excellent,
Satisfactory, Unsatisfactory and Not Applicable (N/A). CR&R’s overall quality of service
is “Excellent.” The District’s $17.24 net-to-hauler rate for FY 2014-15 is $0.35 per unit
less than the maximum level allowed, which is the county-wide average.
CR&R responded to two hydraulic leaks between July 1, 2014 and June 30, 2015.
Once notified, they promptly dispatched crews to power wash and clean up the spills.
The spill that occurred on May 7, 2015, was not caused by a CR&R truck, but CR&R
decided to clean it anyway. CR&R’s overall quality of service and commitment to the
Board of Directors
November 10, 2015
Page 2 of 3
District is excellent. However, there were a few times when the District received more
than three missed pick-ups calls per month. Below are possible reasons for missed
pick-ups:
1. Driver error
2. Carts not placed at curbside by 6:30AM
3. Carts blocked by vehicles or placed too close to an obstruction (i.e., trees,
buildings, mailboxes, fire hydrants, etc.)
In addition, as part of the yearly performance review process, staff hired Michael Balliet
from Michael Balliet Consulting, LLC to provide a partial compliance review the
following areas of the Agreement:
Additional Container Payments
Rate Survey and Appropriate Rate Confirmation
Composting Facility Agreement
Required Use Stanton MRF
Master Manifest & Diversion Requirements
Administrative Compliance
Education and Outreach
Equipment and Personnel Requirements
Support Service
For each review area listed above, Mr. Balliet found CR&R to be in compliance with
agreement requirements (Attachment 2). Staff will continue to complete a yearly
performance review of CR&R. In addition, staff recommends that CR&R continue to
complete the Master Manifest report every August 1st and submit it to CMSD in order
to facilitate CMSD’s annual review process.
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 environmentally friendly way.”
“Strategy: We will do this by looking for ways to improve efficiencies, achieve high
customer satisfaction, and considering prudent new recycling methods.”
Legal Review
Not applicable at this time.
Environmental Review
A performance review of CR&R in and of itself is an administrative matter and is not a
disturbance of the environment similar to grading or construction and is not a project
under CEQA or the District’s CEQA Guidelines. The programs of CR&R, such as the
organics programs, receive individual CEQA review when they are initiated or revised.
Board of Directors
November 10, 2015
Page 3 of 3
Financial Review
The cost to perform the partial compliance audit review by Michael Balliet is $3,990.
This cost was approved in the FY 2015-16 Budget.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet
for the November 10, 2015, Board of Directors Study Session meeting at District
Headquarters and posted on the District’s website.
Attachment:
1 – Annual Performance Review of CR&R Environmental Services
2 – Annual Review Assistance Report by Michael Balliet Consulting, LLC
Attachment 1
Costa Mesa Sanitary District
(CMSD)
Yearly Performance Review of
CR&R, Environmental Services
Evaluation Term: July 1, 2014 – June 30, 2015
Prepared by Javier Ochiqui, Senior Management Analyst
Attachment 1
YEARLY PERFORMANCE REVIEW OF CR&R, INCORPORATED
(Per Section 40 of the Agreement)
Per Section 40 of the Agreement, the “DISTRICT shall complete a yearly performance
review of the trash collection and recycling program on a yearly basis and
CONTRACTOR and DISTRICT shall meet to discuss and resolve problems that may be
occurring in the programs. DISTRICT shall prepare a performance review form that
allows for evaluation of services provided at the residences as well as administrative
services including report preparation, accuracy, timeliness of transmittal, responsiveness
to inquiries, database management, service levels and helpfulness.”
Agreement Between the Costa Mesa Sanitary District of Orange County, California,
hereinafter called “DISTRICT”, and CR&R, Environmental Services. A California
corporation hereinafter called “CONTRACTOR” for Trash Collection, Hauling, Special
Service, Support of DISTRICT programs and recycling services.
Service Description: CONTRACTOR furnishes all labor, material and equipment
necessary for the collection of all solid waste as hereinafter defined from single family
dwellings and multi-family dwellings using curbside service within the boundaries of the
DISTRICT except certain residences in the geographical limits of the City of Newport
Beach, as said boundaries now exist or may hereinafter exist and the disposal of such
solid. CONTRACTOR provides containers for all single-family and small multi-family
residents utilizing curbside collection inside the DISTRICT . CONTRACTOR provides
transfer station services for the acceptance of Solid Waste from DISTRICT for the
purpose of recovery and reclamation of recyclable materials and the transfer of un-
recyclable residue to Orange County landfill sites or otherwise as the DISTRICT may
direct.
Name of Contractor Address of Contractor
CR&R, Environmental Services________ 11292 Western Avenue______________
__________________________________ Stanton, CA 90680_________________
__________________________________ 714-826-9049______________________
__________________________________ __________________________________
__________________________________ __________________________________
Evaluation Term: July 1, 2014 – June 30, 2015
Attachment 1
PART I - EVALUATION OF CONTRACTOR'S PERFORMANCE
The contractor should be evaluated using the following ratings:
E = Excellent: Contractor exceeded the requirements. Explain how.
S = Satisfactory: Contractor met the requirements. If the contractor had difficulty meeting
the requirements, explain why.
U = Unsatisfactory: Contractor did not meet all of the requirements. Explain all
noncompliance’s or unsatisfactory performance, and whether and how the contractor was
at fault, where applicable.
N/A = Not Applicable.
EXPECTATION = DISTRICT’S expected corrective action or recommendation or
notice for continued Excellent performance.
Attachment 1
1. Cost/Price Control (Para 2, 11 and Exhibit “A”).
Rating: E: S: U: N/A: Trash Revenue Accounting (Para 28, 34)
Rating: E: S: U: N/A: Most Favorable Net to Hauler Rate (Para 31)
Rating: E__ __ S_ U____ N/A____. Consider: Did the contractor complete the
contract within the contract amount or did the contractor experience cost growth? Were
unnecessary cost/price change proposals submitted?
Comments: Per the Second Amendment to the Agreement, “the District’s goal is to
maintain net-to-hauler rates that do not exceed ten percent (10%) of the County average
(less the AD project costing or other special charges making the rate comparison
inequitable) during the term of this Agreement. District net-to-hauler rates shall be
calculated each calendar year by taking the total compensation paid to Contractor and
dividing it by the total number of units serviced (excluding the Organics Recycling
Program charges)…” We found CR&R to be in compliance.
CR&R’s $17.24 net-to-hauler compensation for the audit period is $0.35 per unit less
than the maximum level allowed. Therefore they are in compliance.
2. Schedule Control (Para 7, 8, 9, 10). Rating: E____ S_ U____ N/A____.
Consider: Did the contractor meet the original performance schedule for route
collections? Did the reported number of missed collections exceed three per month?
Comments: There were a few times when CMSD received more than three missed pick-
ups calls per month. Below are reasons for missed pick-ups:
1. Driver error
2. Carts not placed at curbside by 6:30AM
3. Carts blocked by vehicles or placed too close to an obstruction (i.e., trees,
buildings, mailboxes, fire hydrants, etc.)
3. Contract Administration (Para 11 C). Rating: E__ __ S_ U____ N/A____.
Consider: Did the contractor respond to Government correspondence in a timely manner?
Were contract modifications promptly executed? Were weight tickets submitted on time
to validate invoicing? Did contractor submit the occupancy report within the first three
days of the month (Para 4, 17)? Were invoices submitted correctly? Were contract
discrepancies/problems reported promptly?
Rating: E: S: U: N/A: Corporate Structure Changes Communicated (Articles,
Bylaws, stock register/ownership, Statements) (Para 5)
Rating: E: S: U: N/A: Timely Weight Ticket Submittals (Para 16)
Rating: E: S: U: N/A: Contractor shall record and provide a log of complaints
on a monthly basis (Para 22)
Attachment 1
Rating: E: S: U: N/A: Information Cards (Para 25)
Rating: E: S: U: N/A: Transfer Station and/or AD Service (Para 27)
Rating: E: S: U: N/A: Annual Facility Tours Provided (Para 32A)
Rating: E: S: U: N/A: Annual Seminar Conducted (Para 32B)
Rating: E: S: U: N/A: Biennial Brochure Mail out (Para 32C)
Rating: E: S: U: N/A: Est. $10,000 Public Edu. Fund (Para 32D)
Rating: E: S: U: N/A: Provided $500 Recycling Cash Donation (Para 32E)
Rating: E: S: U: N/A: Annual $10,000.00 Cash or Services (Para 32F)
Rating: E: S: U: N/A: Full Expenditure by end of FY (Para 32I)
Rating: E: S: U: N/A: Annual Audited Financial Statements Provided with
Audit Trails and All Recycled Materials Revenue (Para
34)
Rating: E: S: U: N/A: $5,000 Anti-Scavenging Provided (Para 36)
Rating: E: S: U: N/A: Master Manifest Availability (Para 37)
Rating: E: S: U: N/A: Master Manifest Delivered Upon Request (Para 37)
Rating: E: S: U: N/A: Tonnage Documentation by Truck Identification
Number, Route and Date Electronically on the First Day
of Each Month (Para 37)
Rating: E: S: U: N/A: Master Manifest Completeness (Para 37)
Rating: E: S: U: N/A: Annual Performance Review Participation (Para 40)
Rating: E: S: U: N/A: DISTRICT Indemnification/Defense/Hold Harmless
(Para 42)
Rating: E: S: U: N/A: $50,000 Performance Bond Maintained (Para 44)
Rating: E: S: U: N/A: $5,000,000 Public Liability Policy (Para 45)
Rating: E: S: U: N/A: Worker’s Compensation Insurance Maintained (Para 46)
Rating: E: S: U: N/A: Federal, State and Local Law Compliance (Para 47)
Rating: E: S: U: N/A: Appropriate Licenses and Permits Maintained (Para 48)
Rating: E: S: U: N/A: Employment/ Non-Discrimination (Para 49)
Rating: E: S: U: N/A: Drug Awareness Program Established and Maintained
(Para 50)
Rating: E: S: U: N/A: 40% or Greater Stock Assignment (Para 51)
Comments: CR&R provided three facility tours and did a great job. They also attended
several Town Hall meetings regarding our new Organics Recycling Program. CR&R also
attended the OCC Recycling Day on April 15, 2015.
In regards to the biennial brochure, CMSD and CR&R decided to postpone mailing the
brochure since we were revising it to include the Organics Recycling Program. The new
brochure will be ready by January 2016. Therefore, we still gave them a “Satisfactory”
rating since they were ready to mail out the old version.
Attachment 1
To our knowledge, CR&R did not hire an independent Certified Public Accountant to
render an opinion about their financial statements. However, we reviewed the CMSD
Master Manifest document prepared by CR&R and established its accuracy by a review
of the tons in the various waste categories. All reconciled to facility totals provided
therein. Therefore, CR&R is found to be accurate and in compliance. In total CR&R’s
diversion rate reporting is very accurate and deemed to be in compliance.
4. Responsiveness to Government. Rating: E____S_ U____N/A____. Consider: Were
complaints from the District resolved in a reasonable and cooperative manner? Were
telephone calls responded promptly? Were controversial issues resolved amicably? Was
the contractor reasonable and responsive to the District’s needs?
Rating: E: S: U: N/A: Public Outreach (Para 25, 32)
Rating: E: S: U: N/A: Special Programs- Battery Recycling Program (Para
15W)
Rating: E: S: U: N/A: Christmas Tree Collection (Para 15B)
Rating: E: S: U: N/A: Holiday Collections (Para 10)
Rating: E: S: U: N/A: Special/Humanitarian Requests (Para 15C)
Rating: E: S: U: N/A: Residue/Flow Control (Para 29)
Rating: E: S: U: N/A: Site Access to DISTRICT (Para 38)
Rating: E: S: U: N/A: Plant Tours On Request (Para 39)
Rating: E: S: U: N/A: DISTRICT Audit Rights Honored(Para41)
Comments: CR&R did an excellent job with public outreach. CR&R provided three
tours of their recycling plant. They also provided one tour to their AD facility in Perris,
CA. They attended and presented at several different Town Hall Meeting regarding the
new Organics Recycling Program. Hundreds of CMSD residents attended and CR&R
helped answer questions. Keep up the great work!
CR&R also collected 278 tons of large items within CMSD boundaries. In addition,
CR&R will continue to produce “green cards” free of charge to the District. The green
cards are cart hangers that are left at a residence to explain why a cart was not serviced.
Below are the reasons green cards are placed on carts:
Construction materials in carts
Hazardous materials or liquids in carts
Overfilled trash carts – all trash must fit inside the cart with the lid closed.
Large items placed inside the carts – CMSD residents can call (949) 646-4617 to
schedule a large item pick-up
5. Contract Compliance with Operational Requirements.
Rating: E__ __S____U____N/A____. Consider: Were all of the contract requirements
met? Were problems resolved? Are the delivered items or services used for the purpose
intended? Specifically rate the following operational subcategories:
Attachment 1
Rating: E: S: U: N/A: Overall Quality of Service:
Rating: E: S: U: N/A: Prompt Weekly Collection (Para 7)
Rating: E: S: U: N/A: Contractor Equipment/Identification
List/Environmentally Friendly Fuel Program (Para 12)
Rating: E: S: U: N/A: Vehicle Waste Leak Prevention (Para 12)
Rating: E: S: U: N/A: Vehicle Waste Leak Clean-Up (Para 12)
Rating: E: S: U: N/A: Accumulated Trash Reported (Para 14)
Rating: E: S: U: N/A: Vehicle Cleanliness (Para 12)
Rating: E: S: U: N/A: Quarterly Signage Rotation (Para 12)
Rating: E: S: U: N/A: Customer Satisfaction is Number 1 (Paras 20, 22, 36)
Rating: E: S: U: N/A: Customer Change out Requests
Rating: E: S: U: N/A: Accuracy, Thoroughness and Timeliness
Rating: E: S: U: N/A: Adherence to Approved Schedules (Paras 7, 8, 9, 10)
Rating: E: S: U: N/A: Resolution of Delays (Para 10)
Rating: E: S: U: N/A: Notice of Labor Disputes/Resolutions (Para 10D)
Rating: E: S: U: N/A: Provide and Maintain the Containers (Para 11B)
Rating: E: S: U: N/A: 8AM-5PM Office Hours (Para 21)
Rating: E: S: U: N/A: After Hours Voice-mail/Replies (Para 21)
Rating: E: S: U: N/A: Monthly Complaint Log Delivery (Reports, Complaints
and Pleadings) (Para22)
Rating: E: S: U: N/A: AB939 Compliance (Para 27)
Rating: E: S: U: N/A: AB939 Education Program Provided (Para 32, 6)
Rating: E: S: U: N/A: Controllable Waste Delivered to MRF (Para 28)
Rating: E: S: U: N/A: Waste Diversion (Para 30)
Rating: E: S: U: N/A: Residue Sent to Designated Disposal Facility (Para 28)
Rating: E: S: U: N/A: 50% Diversion Rate Met (Para 30)
Rating: E: S: U: N/A: Maintained Graffiti-Free Containers (Para 36)
Rating: E: S: U: N/A: Master Manifest (Para 37)
Comments: CR&R responded to two hydraulic leaks between July 1, 2014 and June 30,
2015. Once notified, they promptly dispatched crews to power wash and clean up the
spills. The spill that occurred on May 7, 2015, was not caused by a CR&R truck, but
CR&R decided to clean it anyway in support of good customer service. CR&R purchased
a new product on the market to remove hydraulic stains but the product was ineffective.
The District would like to see CR&R continue to take initiatives.
CR&R’s overall quality of service and commitment to the District is excellent. However,
there were a few times when the District received more than three missed pick-ups calls
per month. Below are possible reasons for missed pick-ups:
Attachment 1
1. Driver error
2. Carts not placed at curbside by 6:30AM the day of collection
3. Carts blocked by vehicles or placed too close to an obstruction (i.e., trees,
buildings, mailboxes, fire hydrants, etc.)
6. Key Personnel (Paras 5, 24). Rating: E____S_ __U____N/A____. Consider: Did
the personnel have the knowledge and expertise necessary to perform the operational and
management requirements? Were changes in key personnel made? How often were they
made?
Rating: E: S: U: N/A: District Approved Ops Mgr. (Para 20)
Rating: E: S: U: N/A: Liaison/Interfaces Appointed (Para 24, 54)
Rating: E: S: U: N/A: Driver Conduct/Uniforms (Para 26)
Rating: E: S: U: N/A: Evidence of Driver Scavenging (Para 26)
Rating: E: S: U: N/A: Driver Solicitation of Gratuities (Para 26)
Rating: E: S: U: N/A: Employee Handbook (Para 26)
Comments: None noted.
7. Recommendation: Would you recommend this contractor for future contracts?
Yes_ __No___. If no, please fully explain.
Name of Evaluator: Javier Ochiqui Phone Number: (949) 645-8400 ext. 222
Title of Evaluator: Senior Management Analyst
Signature: __________ Date: 11/5/15
PART II -EVALUATION OF CONTRACTOR'S PERFORMANCE
CONTRACTOR’S Review.
I have reviewed the performance evaluation of CR&R under the July 20, 2006 Agreement
and Amendments. I do concur__ __ I do NOT concur____ with it. The attached
comments consisting of ___ number of pages are returned herewith for review by an
individual at a level above the contract management officer responsible for this contract.
Name of Authorized Reviewer:_______________Phone Number:_______________
Title of Reviewer:_________________________________________________________
Attachment 1
Signature:___________________________Date:____________________________
PART III-EVALUATION OF CONTRACTOR'S PERFORMANCE
DISTRICT Review of CONTRACTOR’S Comments.
I have considered the comments submitted on the performance evaluation of CR&R
under the July 20, 2006 Agreement and Amendments. The attachment to this form,
consisting of ____ number of pages, is my final decision on this evaluation.
Name of Reviewer:________________Phone Number:_______________
Title of Reviewer:________________________________________
Signature:_________________________________Date:______________________
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Attachment 2
Costa Mesa Sanitary District
... an Independent Special District
Closed Circuit Televising (CCTV) District Wastewater System
Item Number:7.
Recommendation/Notes:
Recommendation: That the Board of Directors provide direction to staff.
ATTACHMENTS:
Description Type
Closed Circuit Televising (CCTV) District Wastewater System Cover Memo
Costa Mesa Sanitary District
…an Independent Special District
Protecting our community’s health and the environment by providing solid waste and sewer collection services.
www.cmsdca.gov
Memorandum
To: Board of Directors
From: Scott Carroll, General Manager
Date: November 10, 2015
Subject: Closed Circuit Televising (CCTV) District Wastewater System
Summary
The last time the District CCTV its entire wastewater system was in 2006-09. 2016 will be
ten years since a portion of the system was CCTV, so it’s time to CCTV the system again
to evaluate the condition of said system and start planning for improvements.
Staff Recommendation
That the Board of Directors provide direction to staff.
Analysis
Televising and recording the current condition of a wastewater system ensures service
reliability to the public, assists meeting life cycle projections, and identifies immediate
improvements. For instance, the 2006-09 CCTV identified 255 Grade 5 (eminent failure)
sewer sections. Armed with this information, the District completed rehabilitating all 255
sections within three years and cost the District over one million dollars to complete.
The 2006-09 CCTV also identified 1,600 Grade 4 sections. The next CCTV project will
identify how many Grade 4s are now Grade 5s and then staff can create an action plan for
the Board to consider. A Request for Proposal (RFP) has been prepared in which the entire
system will be CCTV in three years (2016-19). However, staff believes the cost per year
will be substantially more than the budget amount. In the FY 2015-16 Budget is $70,000 for
this service.
Board of Directors
November 10, 2015
Page 2 of 3
Recently, the City of Newport Beach received proposals for CCTV services in which the City
received a very good proposal from a private vendor at a cost of $0.288 per foot. CMSD
has 1,158,432 feet of gravity sewer mains, so preliminary costs for CMSD would be
$111,209 a year, but Newport Beach’s CCTV program is for five years, which helps the low
cost because the program is spread out longer. Staff believes a three year program will
result in a higher cost per foot.
To keep costs low CMSD could implement a five year program like Newport Beach, but staff,
including the District Engineer, does not recommend a CCTV program longer than three
years because the risk to system failure increases substantially and a five year program
might not be viewed favorably by state regulators.
Finally, one of the performance goals the Board assigned me is to “CCTV the entire sewer
system”. Due to a late start on this program and based on staff findings to CCTV the entire
system in three years this goal will not be met. Therefore, I am recommending making this
goal a two year goal where the goal is to begin the CCTV Program before June 30, 2016.
Strategic Plan Element & Goal
This item complies with Strategic Element 1.0., Sewer Infrastructure, and Strategic Goal No.
1.5, Sewer Line Cleaning & CCTV Program.
Legal Review
Not applicable at this time. District Counsel will review and approve a contract with the
recommended vendor.
Environmental Review
The proposed CCTV project is categorically exempt under the California Environmental Quality Act
(CEQA) (Public Resources Code Section 21000 et. seq.) under Section 15309 Inspections as a
“Class 9” activity described as: Class 9 consists of activities limited entirely to inspections, to
check for performance of an operation, or quality, health, or safety of a project, including
related activities such as inspection for possible mislabeling, misrepresentation, or
adulteration of products.
Financial Review
There is $70,000 in FY 2015-16 and FY 2016-17 Budgets, but staff believe the budget
amounts will be insufficient and the Board will have to approve appropriating additional funds
when a proposed contract is presented. How much more is needed for appropriation is not
known at this time until proposals are received, analyzed and recommended for approval.
Public Notice Process
Board of Directors
November 10, 2015
Page 3 of 3
Copies of this report are on file and will be included with the entire agenda packet for the
November 10, 2015 study session meeting at District headquarters and on District’s website.
Alternative Actions
1. Direct staff to implement a five year CCTV Program.
2. Do not approve amending the General Manager’s performance goal.
Reviewed by:
Wendy Davis
Finance Manager