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2017_08_24_boardThursday, August 24, 2017 Board of Directors Regular Meeting 290 Paularino Avenue, Costa Mesa 5:30PM A. OPENING ITEMS Subject 1. Call to Order Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Procedural A. OPENING ITEMS Subject 2. Pledge of Allegiance Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Procedural A. OPENING ITEMS Subject 3. Invocation Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Procedural A. OPENING ITEMS (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.) Subject 4. Roll Call Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Procedural A. OPENING ITEMS Subject 5. Ceremonial Matters and Presentations Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Procedural A. OPENING ITEMS Unless directed otherwise by the Board of Directors, all actions shall be based on/memorialized by the latest document submitted as a late communication. Subject 6. Announcement of Late Communications Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Procedural A. OPENING ITEMS This time has been set aside for persons in the audience to make the Board of 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 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. Subject 7. Public Comments Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Procedural B. CONSENT CALENDAR Subject 1. Approve Consent Calendar Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Action (Consent) Recommended Action That the Board of Directors approve the Consent Calendar as presented. B. CONSENT CALENDAR Costa Mesa Sanitary District Minutes of Board of Directors Study Session July 18, 2017 Members Present Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer Members Absent None Staff Present Scott Carroll (General Manager), Noelani Middenway (District Clerk), Wendy Davis (Finance Manager), Kaitlin Tran (Senior Accountant), Rob Hamers (District Engineer), Ed Roberts (Code Enforcement Officer), Nabila Guzman (Management Analyst I), Gina Terraneo (Management Analyst I) Others Present Joseph Jenkins (EEC Environmental), Dean Ruffridge (CR&R), Judith Marquez (Innovare Environmental), Jeff Reese (C.J. Segerstrom & Sons), Carmen Twork (C.J. Segerstrom & Sons) Meeting called to order at 9:32 AM A. OPENING ITEMS Procedural: 1. Roll Call District Clerk, Noelani Middenway, conducted roll call. All Board Members were present. Procedural: 2. Public Comments President Scheafer opened public comments. Judith Marquez of Innovare Environmental provided comments regarding a Supplemental Environmental Project (SEP) called the Ocean Friendly Restaurants program that is run by the Surfrider Foundation. President Scheafer closed public comments. B. ITEMS OF STUDY Receive and File: 1. CMSD Annual FOG Program Assessment Recommendation: That the Board of Directors receive and file the report. General Manager, Scott Carroll, introduced Joseph Jenkins of EEC Environmental to present the report. Joseph Jenkins provided a presentation of the District's Fats, Oils, and Grease (FOG) Program Annual Assessment. He described the program's education and outreach, enforcement, and inspection efforts for food service establishments (FSEs) within the District. Additionally, Mr. Jenkins provided program statistics, described the process of prioritizing FSE inspections, and provided recommendations for the continued success of the program. Discussion followed regarding food truck FOG, coordination with the City of Costa Mesa, and the use of smart manhole covers. Subject 2. Approve Board of Directors Study Session Meeting Minutes of July 18, 2017 Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Action (Consent) Recommended Action That the Board of Directors approve the meeting minutes as presented. Mr. Carroll noted that the Ad Hoc Committee proposed a Grease Trap Assistance Program, but District staff found that the program would not be cost effective. Robin Hamers, District Engineer, noted that Joseph Jenkins coordinates with District staff to plan and prioritize FSE inspections. President Scheafer opened public comments. Judith Marquez of Innovare Environmental provided additional comments regarding the Ocean Friendly Restaurants Program and its efforts to reduce restaurant waste that makes its way into the ocean. She noted that she works with Waste Management to divert commercial organic waste and provide education to residents and FSEs. There were no further questions or discussion and the report was received. Discussion: 6. Consider Vacating CMSD Sewer and Easement North of 1580-1590 Scenic Avenue Recommendation: That the Board of Directors consider placing an item on the July 27, 2017 Regular Board Meeting agenda to vacate the CMSD Sewer and Easement North of 1580-1590 Scenic Avenue. District Engineer, Robin Hamers, introduced Jeff Reese and Carmen Twork from C.J. Segerstrom & Sons. Mr. Hamers noted that the Board of Directors approved vacating the CMSD sewer and easement north of 1580-1590 Scenic Avenue last year for a new building. He explained that the third party buyer of the building withdrew, but that C.J. Segerstrom & Sons (the property owner) would like to continue the process of vacating the sewer to make way for a new building. Discussion followed regarding the need for an updated quitclaim deed and Hold Harmless Agreement. Vice President Ferryman and Director Perry requested that the item be placed on the July 27, 2017 Regular Board Meeting agenda. Finance Manager, Wendy Davis, noted that these assets were taken off the District's books last year, because staff did not realize that the contracts were not yet executed. She added that C.J. Segerstrom & Sons have agreed to reimburse the District for any attorney's and engineering services used for this process. Discussion followed regarding placing the item on the Consent Calendar at the July 27, 2017 Regular Board Meeting. Mr. Hamers suggested that he confer with District Counsel, Alan Burns, before placing it on the Consent Calendar. President Scheafer and Director Perry indicated agreement. The Board of Directors directed staff to place the item on the July 27, 2017 Regular Board Meeting agenda. There were no further questions or discussion. Receive and File: 2. June 2017 Code Enforcement Officer report Recommendation: That the Board of Directors receive and file the report. Code Enforcement Officer, Ed Roberts, provided report details. He noted that there were 5 proactive scavenging investigations and 117 noticed cases of trash carts in public view. Discussion followed regarding the increased presence of transients and scavenging activity on the east side of Costa Mesa. Additionally, discussion followed regarding the District's Lockable Cart Program. There were no further questions or discussion and the report was received. Receive and File: 3. Fiscal Year 2016-17 Organics Tonnage Report Recommendation: That the Board of Directors receive and file the report. General Manager, Scott Carroll, presented report details and noted that CR&R collected the most organic waste in the program's history in June of 2017. He added that this could be a result of water restrictions being lifted. Dean Ruffridge of CR&R provided an update regarding CR&R's anaerobic digester. He noted that Phase 2 of the digester is almost sold out and it should be operating by the end of the month. Assistant Secretary Ooten noted that the Orange County Sanitation District is working on accepting organic waste into their digester. Discussion followed regarding the progression of the Organics Recycling Program and the level of contamination seen in the District's organic waste. There were no further questions or discussion and the report was received. Receive and File: 4. Fiscal Year 2016-17 Solid Waste Diversion Report Recommendation: That the Board of Directors receive and file this report. Management Analyst I, Nabila Guzman, presented the FY 2016-2017 Diversion Report. She noted that the current diversion rate is calculated at 62.82%. Director Perry asked if the inclusion of Orange Coast College's recycling tonnage data increased the District's diversion rate. Ms. Guzman replied that it did increase the District's diversion rate. Assistant Secretary Ooten asked if Orange Coast College reports its recycling data to the state. General Manager, Scott Carroll, noted that CalRecycle gave the District permission to include Orange Coast College's recycling data in its calculation of the diversion rate. There were no further questions or discussion and the report was received. Receive and File: 5. Quarterly Legislative Update Recommendation: That the Board of Directors receive and file this report. Management Analyst I, Gina Terraneo, presented the Quarterly Legislative Report. She noted that SB 496 passed and that AB 1479 was added to the District's "Oppose" list. There were no questions or discussion and the report was received. Discussion: 7. Consider Changing CMSD Operational Hours Recommendation: That the Board of Directors receive and file this report. General Manager, Scott Carroll, presented a proposal to change the District headquarters’ operating hours to Monday through Thursday from 7:30 a.m. to 5:00 p.m. and Friday from 7:30 a.m. to 4:00 p.m. with every other Friday closed. He noted that the District's headquarters is often short-staffed on Fridays and that staff would like to implement an online permit issuing and fee payment system to accommodate customers. Additionally, Mr. Carroll noted that residents can call CR&R directly or be directed to CR&R through the District's phone system whenever they experience trash issues. Lastly, he noted that the wastewater maintenance crew would maintain the same schedule that they currently follow and that there are a total of 22 other agencies in Orange County that are closed every Friday or every other Friday. Director Perry asked if the online permit issuing and fee payment services are currently in effect. Mr. Carroll responded that they are not available yet and that staff would like to bring this item to the Board of Directors for approval before implementing the online services. Director Perry suggested that the online services be implemented before the schedule change goes into effect. Secretary Schafer indicated support for the schedule change and requested to see it on the July 27, 2017 Board Meeting agenda. Discussion followed regarding the importance of maintaining the District's wastewater maintenance schedule. Assistant Secretary Ooten suggested that the District's phone system menu have an option to transfer callers to CR&R early in the option menu. The Board of Directors directed staff to place this item on a future Board Meeting agenda. There were no further questions or discussion. C. CLOSING ITEMS Procedural: 1. Oral Communications & Director Comments President Scheafer commented that the public provided positive feedback regarding the District's booth at Concerts in the Park. Assistant Secretary Ooten noted that the Costa Mesa Foundation is utilizing a generator at Concerts in the Park this evening. Additionally, he noted that the City of Costa Mesa requires generators to have a grounding rod and suggested that staff add this requirement into the generator policy. Discussion followed regarding whether the District should provide users with a grounding rod. Vice President Ferryman asked if anyone attended the City of Costa Mesa's silent firework show on July 4th. Director Perry asked if Councilman John Stevens could provide an overview of the event. Discussion followed regarding upcoming conferences. Procedural: 2. Adjournment President Scheafer adjourned the meeting at 10:47 P.M. _________________________ _________________________ Arlene Schafer Michael Scheafer Secretary President File Attachments minutes_2017_7_18_ss.pdf (47 KB) B. CONSENT CALENDAR Costa Mesa Sanitary District Minutes of Board of Directors Regular Meeting July 27, 2017 Members present Arlene Schafer, Art Perry, Bob Ooten, James Ferryman, Mike Scheafer Members absent None Staff present Scott Carroll (General Manager), Noelani Middenway (District Clerk), Alan Burns (District Counsel), Jacque Rogers (District Treasurer), Robin Hamers (District Engineer), Gina Terraneo (Management Analyst I) Others present David Vazquez (Vanguard University), Pat Courter (Newport-Mesa Schools Foundation) Meeting called to order at 5:37 P.M. A. OPENING ITEMS Receive and File: 1. Call to Order President Scheafer called the meeting to order at 5:37 P.M. Procedural: 2. Pledge of Allegiance President Scheafer led the pledge of allegiance. Procedural: 3. Invocation Vice President Ferryman led the invocation. Procedural: 4. Roll Call District Clerk, Noelani Middenway, conducted roll call and President Scheafer, Vice President Ferryman, Assistant Secretary Ooten, and Director Perry were present. Ms. Middenway noted that Secretary Schafer would be arriving late to the meeting. Procedural: 5. Ceremonial Matters and Presentations None at this time. Procedural: 6. Announcement of Late Communications None at this time. Procedural: 7. Public Comments President Scheafer opened public comments. Seeing no one from the public wishing to speak, President Scheafer closed public comments. Subject 3. Approve the Board of Directors Regular Meeting Minutes of July 27, 2017 Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Action (Consent) Recommended Action That the Board of Directors approve the meeting minutes as presented. B. CONSENT CALENDAR Action (Consent): 1. Approve Consent Calendar Recommendation: That the Board of Directors approve the Consent Calendar as presented. Action (Consent): 2. Approve the Board of Directors Study Session Meeting Minutes of June 13, 2017 Recommendation: That the Board of Directors approve the meeting minutes as presented. Action (Consent): 3. Approve the Board of Directors Special Meeting Minutes of June 22, 2017 Recommendation: That the Board of Directors approve the meeting minutes as presented. Action (Consent): 4. Approve the Board of Directors Regular Meeting Minutes of June 22, 2017 Recommendation: That the Board of Directors approve the meeting minutes as presented. Action (Consent): 5. Approve the preparation of a warrant to CR Transfer in the amount of $220,455.22 for June 2017 recycling and disposal services in the July 2017 warrant register Recommendation: That the Board of Directors approve the preparation of a warrant to CR Transfer in the amount of $220,455.22 for June 2017 recycling and disposal services to be ratified in the July 2017 warrant register. Action (Consent): 6. Approve the Directors' Compensation and Reimbursement of Expenses Recommendation: That the Board of Directors approve the compensation and reimbursement of expenses as presented. Action (Consent): 7. Approve Payroll Transparency Disclosure for June 2017 Recommendation: That the Board of Directors approve and file the report. Action (Consent): 8. Approve Sewer Lateral Assistance Program (SLAP) Update Recommendation: That the Board of Directors approve and file the report. Action (Consent): 9. Adopt Warrant Resolution No. CMSD 2018-1 Approving District Warrant Registers Recommendation: That the Board of Directors adopt Warrant Resolution No. CMSD 2018-1 approving District warrants for the month of June 2017 in the amount of $1,394,072.82. Action (Consent): 10. Accept the occupancy count as presented as 22,518 and direct staff to prepare a warrant to CR&R Environmental Services for $220,572.82 for June 2017 collection. Recommendation: That the Board of Directors accept the occupancy count as presented using 22,518 as the correct number of active units and direct staff to prepare a warrant to CR&R Environmental Services for June 2017 collection based on this occupancy report so long as the contractor fulfills the obligations of the agreement in the amount of $220,572.82 to be ratified in the July 2017 warrant list. Action (Consent): 12. Approve Investment Report for the Month of June 2017 Recommendation: That the Board of Directors approve the Investment Report for the month of June 2017. Motion: To approve the Consent Calendar as presented. Motion by Art Perry, second by Jim Ferryman. Final Resolution: Motion Carries 4-0-1 with Arlene Schafer absent. Aye: Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer Not Present At Vote: Arlene Schafer Action (Consent): 11. Approve Vacating CMSD Sewer and Easement North of 1580-1590 Scenic Avenue Recommendation: That the Board of Directors: 1. Re-approve vacating the sewer facilities and easement as shown in the attached quitclaim deed. 2. Approve and record the attached quitclaim deed with the legal description and map as attachments. 3. Require the property owner to construct a new end of line sewer manhole at the northerly terminus of the remaining sewer and easement. 4. Require the property owner to enter into a Hold Harmless Agreement, attached hereto, as prepared by attorneys for both parties. 5. At the meeting, the Board advised CJ Segerstrom that they will be charged the engineering and legal fees borne by the District for this action. District Counsel, Alan Burns, requested to pull Item B11 for discussion after a vote was already taken for the approval of the Consent Calendar. President Scheafer requested permission for further discussion from the maker of the original motion, Director Perry, and the seconder of the motion, Vice President Ferryman. Director Perry and Vice President Ferryman confirmed permission for further discussion. President Scheafer re-opened Item B11 for discussion. Mr. Burns noted that he is currently in negotiations with the attorney for CJ Segerstrom & Sons to expand the indemnification language in the agreement. President Scheafer asked if it would be appropriate to pull the item and continue it to the next Board Meeting. District Engineer, Robin Hamers, recommended that the Board of Directors approve the item, subject to Mr. Burns' negotiation of the agreement language, as the agreement will remain substantially the same. Mr. Burns concurred with Mr. Hamers' recommendation and described the nature of the expansion of the indemnification language. President Scheafer noted that the approval would be contingent upon the acceptance of the agreement by CJ Segerstrom & Sons. Mr. Burns confirmed that the agreement would be brought back to the Board of Directors if rejected by CJ Segerstrom & Sons. Motion: To approve item B11, contingent upon the acceptance of the agreement by CJ Segerstrom & Sons. Motion by Art Perry, second by Jim Ferryman. Final Resolution: Motion Carries 4-0-1 with Arlene Schafer absent. Aye: Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer Not Present At Vote: Arlene Schafer There were no further questions or discussion. C. PUBLIC HEARINGS None at this time. D. GENERAL MANAGER'S REPORTS Discussion: 1. Receive and File FY 2015-20 Strategic Plan Quarterly Update - 4th Quarter Recommendation: That the Board of Directors receive and file this report. General Manager, Scott Carroll, presented the Strategic Plan Quarterly Update. He noted that the number of sewer hotspots has decreased to 23 and that the District is being considered for a grant from Orange County Waste & Recycling (OCW&R) to supplement its Anti-Scavenging Program, Organics Recycling Program, and the Citizens' Environmental Protection Academy. Mr. Carroll added that, if awarded, the grant project covers a 5-year period and is partially funded by OCW&R and partially funded by the District. Director Perry asked how much lockable carts cost. Mr. Carroll responded that they cost approximately $75 each. President Scheafer opened public comments. Seeing no one wishing to comment, he closed public comments. There were no further questions or discussion and the report was received. Action: 2. Consider Contribution Program Application for Newport-Mesa Schools Foundation's State of the Schools Breakfast Recommendation: That the Board of Directors: 1. Establish the purpose CMSD is trying to serve as a contributor to the Newport-Mesa Schools Foundation; and 2. Describe how the expenditures will advance CMSD’s purpose; and 3. Consider contributing $1,000 for the State of the Schools Breakfast. General Manager, Scott Carroll, presented the Contribution Program Application and requested that the Board of Directors specify a District purpose that will be served if the Board of Directors wish to approve the contribution. He presented a list of potential promotional messages that applicants can share in their publications in exchange for the contribution. President Scheafer suggested that the Newport-Mesa Schools Foundation promote the District's Alkaline Battery Recycling Program at the State of the Schools Breakfast. Pat Courter, President of the Newport-Mesa Schools Foundation, shared that this will be the Foundation's fourth State of the Schools Breakfast and that it will be held at Costa Mesa High School. She noted that the Foundation can promote the Alkaline Battery Recycling Program. President Scheafer described the Alkaline Battery Recycling Program. Director Perry asked if the Foundation distributes a program for the event. Ms. Courter noted that a program is distributed and that she will coordinate with District staff to promote District programs. Vice President Ferryman suggested that the District promote the Christmas Tree Recycling Program in addition to the Alkaline Battery Recycling Program. The Board of Directors concurred that sponsoring the State of the Schools Breakfast would advance the District's purpose by utilizing the event program to promote the Battery Recycling Program and the Christmas Tree Recycling Program, as well as featuring the District's name and logo on the Foundation website and the welcome sign. Secretary Schafer entered the meeting at 5:49 P.M. President Scheafer opened public comments. Seeing no one wishing to comment, he closed public comments. Motion: To approve the contribution of $1,000 for the State of the Schools Breakfast in exchange for promotion of the District's Alkaline Battery Recycling Program and Christmas Tree Recycling Program. Motion by Bob Ooten, second by Art Perry. Final Resolution: Motion Carries 4-0-1 with Arlene Schafer abstaining. Aye: Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer Abstention: Arlene Schafer There were no further questions or discussion. Action: 3. Consider Contribution Program Application for the Harbor-Mesa Lions Club Murder 3rd Annual Mystery Dinner Recommendation: That the Board of Directors: 1. Establish the purpose CMSD is trying to serve as a contributor to the Harbor-Mesa Lions Club; and 2. Describe how the expenditures will advance CMSD’s purpose; and 3. Consider contributing $500 for the 3rd Annual Murder Mystery Dinner. General Manager, Scott Carroll, presented the Contribution Program Application and requested that the Board of Directors specify a District purpose that will be served if the Board of Directors wish to approve the contribution. He presented a list of potential promotional messages that applicants can share in their publications in exchange for the contribution. Secretary Schafer asked District Counsel, Alan Burns, if she is required to abstain from the vote since she is a member of the Harbor-Mesa Lions Club. Mr. Burns noted that there is no legal requirement for her to abstain from the vote. Secretary Schafer indicated that she would not abstain from the vote. Director Perry indicated concern with the amount requested. Secretary Schafer noted that the event is a fundraiser for local organizations and that the Harbor-Mesa Lions Club could publicize the District. President Scheafer commented that the Contribution Application did not indicate that the event would have a program or publication. Secretary Schafer noted that the event will have a program. Mr. Burns and Mr. Carroll reiterated the recommendation to include a promotional message in the event program if the Board of Directors wishes to approve the contribution. President Scheafer recommended using the following message if the Board of Directors approves the contribution: "Please do your part to protect the environment. Recycle your food scraps. Visit www.cmsdca.gov to learn more." Vice President Ferryman commented that the District should promote the Organics Recycling Program. Director Perry indicated concern that the contribution would not advance the District's purpose and that approving the contribution may set a precedent for approving vague contribution applications. President Scheafer opened public comments. Seeing no one wishing to comment, he closed public comments. Motion: To approve a contribution of $350 for the 3rd Annual Murder Mystery, contingent upon District messaging being included in the event program. Motion by Jim Ferryman, second by Arlene Schafer. Final Resolution: Motion Fails 2-3 Aye: Arlene Schafer, Jim Ferryman No: Art Perry, Bob Ooten, Mike Scheafer There were no further questions or discussion. Action: 4. Consider Contribution Program Application for Vanguard University's 21st Annual Christmas Fantasia Concerts Recommendation: That the Board of Directors: 1. Establish the purpose CMSD is trying to serve as a contributor to Vanguard University; and 2. Describe how the expenditures will advance CMSD’s purpose; and 3. Consider contributing $2,500 for the 21st Annual Christmas Fantasia Concerts. General Manager, Scott Carroll, presented the Contribution Program Application and requested that the Board of Directors specify a District purpose that will be served if the Board of Directors wish to approve the contribution. He presented a list of potential promotional messages that applicants can share in their publications in exchange for the contribution. President Scheafer asked if the District contributed to this event last year. Mr. Carroll confirmed that the District contributed to the event last year. Secretary Schafer indicated support for contributing to the event due to the numerous attendees. President Scheafer noted that the application does not appear to be filled out in the item attachment. District Clerk, Noelani Middenway, presented the completed application on the projector screen. David Vazquez, Vanguard University Director of External Relations, introduced himself and described the Christmas Fantasia Concert event. Discussion followed regarding the religious tone of the event and whether the District can contribute to a faith-based organization. District Counsel, Alan Burns, noted that as long as the message of the university is not adopted as the message of the District, the District can contribute. Discussion followed regarding utilizing the concert program, Vanguard Magazine, social media, and printed and digital materials to promote the District's programs. President Scheafer asked if Mr. Vazquez would coordinate with District staff to put together a promotional message. Mr. Vazquez confirmed that he would coordinate with District staff to incorporate District messaging into the promotional materials. Director Perry asked what the sponsors would receive at the $1,500 sponsorship level. Mr. Vazquez described the $1,500 and $2,500 sponsorship levels. President Scheafer suggested that Vanguard students be invited to participate in the District's upcoming Citizen's Environmental Protection Academy. Mr. Vazquez added that Vanguard University would be interested in a larger partnership with the District. The Board of Directors concurred that sponsoring the Christmas Fantasia Concert would advance the District's purpose by utilizing the event program, digital and printed promotional materials, Vanguard Magazine, and social media postings to promote the Christmas Tree Recycling Program. Motion: To approve a contribution of $2,500 for the 21st Annual Christmas Fantasia Concerts, contingent upon District messaging being included in the concert's promotional materials. Motion by Jim Ferryman, second by Arlene Schafer. Final Resolution: Motion Carries 4-1 Aye: Arlene Schafer, Bob Ooten, Jim Ferryman, Mike Scheafer No: Art Perry There were no further questions or discussion. Action: 5. Consider Changing CMSD Operational Hours at Headquarters Recommendation: That the Board of Directors approve changing the operational hours at Headquarters to Monday through Thursday from 7:30 A.M. to 5:00 P.M. and Friday from 7:30 A.M. to 4:00 P.M. with every other Friday being closed to the public. General Manager, Scott Carroll, noted that staff was directed to place this item on the Board Meeting agenda during the July 18, 2017 Study Session. He noted that the Board of Directors directed staff to research the possible implementation of e-plan check and online payment functions. Mr. Carroll shared that the City of Newport Beach is in the process of implementing an e-plan check process, but District staff is unsure how long it will take to implement. He added that the parent company of the District's accounting and permitting software, Accela, has an e-plan check function, and that staff will do further research about the function once Finance Manager, Wendy Davis, returns from vacation. Lastly, Mr. Carroll recommended that the Board of Directors provide direction as to whether the District hours will remain the same (7:30 A.M. to 4:30 P.M. Monday through Thursday and 7:30 A.M. to 3:30 P.M. every other Friday) or be extended by one half hour daily to account for closing every other Friday (7:30 A.M. to 5:00 P.M. Monday through Thursday and 7:30 A.M. to 4:00 P.M. every other Friday). Director Perry indicated support for the e-plan check and online payment processes. The Board of Directors directed staff to maintain the current operational hours, but to close Headquarters every other Friday once the e-plan check and online payment processes are implemented. President Scheafer requested that staff give the public ample notice before implementing the change. Mr. Carroll noted that if the Board of Directors approve the recommended change in operational schedule, then District staff will contact Accela to obtain a proposal on the e-plan check system and then notify the public about the change. He added that the process may take several months to implement before the change would take place. Director Perry suggested that the change be publicized in the District's Quarterly Newsletter. Discussion followed regarding the proposed operational hours. Motion: To approve maintaining the operational hours at Headquarters (Monday through Thursday from 7:30 A.M. to 4:30 P.M. and Friday from 7:30 A.M. to 3:30 P.M.) and changing the operational schedule to be closed to the public every other Friday. Motion by Bob Ooten, second by Art Perry. Final Resolution: Motion Carries 5-0 Aye: Arlene Schafer, Art Perry, Bob Ooten, Jim Ferryman, Mike Scheafer There were no further questions or discussion. E. ENGINEER'S REPORTS Action, Receive and File: 1. Receive and File Capital Improvement Projects Status Report Recommendation: The Board of Directors receive and file this report. District Engineer, Robin Hamers, presented the Capital Improvement Projects Status Report and offered to answer any questions. Director Perry asked how the District has reduced the number of hotspots to 23. Mr. Hamers noted that hotspots are different from Grade 5 sewer pipe sections. He noted that the District is in Phase 9 of fixing Grade 5s. Vice President Ferryman suggested that the District create a press release or an article in the Quarterly Newsletter about the District's improvement and maintenance of wastewater infrastructure. President Scheafer complimented District staff on the recent Daily Pilot article about pump station art wraps and the District's Facebook page. There were no further questions or discussion and the report was received. F. TREASURER'S REPORTS Nothing to report at this time. G. ATTORNEY'S REPORTS District Counsel, Alan Burns, asked if the Board of Directors are receiving e-mails through their District accounts. Director Perry noted that the Board of Directors will utilize their District accounts once they are able to take their iPads home. Discussion followed regarding the Board of Directors' iPads. H. LOCAL MEETINGS: In accordance with AB 1234 (Gov. Code 53232.3), a report is required to be given by a Director for any meeting for which expense reimbursement of any kind is provided. Note: For meetings for which the per diem compensation is sought, the Operations Code provides that such compensation is authorized for each day’s service rendered as a Director at the request of the Board (not to exceed six days in one month), and certain meetings are specified as being eligible as set forth in District Operations Code § 3.01.030. For meetings not so listed, the Board must approve the service for it to be eligible for the per day compensation. Information: 1. Orange County Sanitation District (OCSD) - (Vice President Ferryman) Vice President Ferryman noted that he attended an OCSD Board Meeting. He added that OCSD purchased a building and is in the process of purchasing another building for the construction of their new administrative offices. Director Perry shared that OCSD's State of the District will take place on Friday, November 17 at 8:00 A.M. at Milesquare Golf Course. Vice President Ferryman added that OCSD hired Brent Ives to update their Strategic Plan. Assistant Secretary Ooten noted that OCSD has made progress in their negotiations with Orange County Transportation Authority (OCTA). Information: 2. Santa Ana River Flood Protection Agency (SARFPA) - (Director Perry) Director Perry noted that there was no SARFPA meeting this month. Information: 3. Independent Special Districts of Orange County (ISDOC) - (President Scheafer) President Scheafer noted that he was not able to attend the last ISDOC meeting. Secretary Schafer noted that ISDOC has a new Board Secretary. Information: 4. California Special Districts Association (CSDA) - (Secretary Schafer) Secretary Schafer shared information about the CSDA Annual Conference in Monterey. She noted that she is running for re- election on the CSDA Executive Board and that the election results will be available on August 7. Lastly, she added that she plans to meet with the Costa Mesa Fire Chief to discuss legislation and provide a tour of the District's headquarters. President Scheafer shared that he attended the Special Districts Leadership Foundation's (SDLF) workshop in Napa and noted that they did not offer refresher courses like they did in the past. He added that CSDA is staying updated on the proposed consolidation effort by Mesa Water District. Information: 5. Special District Risk Management Authority (SDRMA) - (President Scheafer) President Scheafer noted that the SDRMA Board Meeting will take place next week. He added that he is up for re-election and the results will not be available until August. Information: 6. Other Meetings Qualifying for Reimbursement under CMSD Ordinance No. 55, Operations Code Section 3.01.030 President Scheafer noted that he and Director Perry attended a Water Advisory Committee of Orange County (WACO) Meeting. Director Perry shared that he will report on the WACO Meeting at the next meeting because he did not have his notes present. I. OLD BUSINESS None at this time. J. NEW BUSINESS None at this time. K. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS Procedural: 1. Oral Communications and Director Comments Director Perry asked how the Board of Directors plan to travel to Monterey for the CSDA Conference. Discussion followed regarding the Board of Directors' travel plans for the CSDA Conference and the conference schedule. President Scheafer asked District Counsel, Alan Burns, if it would be appropriate to speak about the public records request submitted to the District by Mesa Water District. Mr. Burns noted that it was not included in the agenda, but that the Board of Directors could make comments on the subject. President Scheafer commented that he found it odd that a request was made for any correspondence between himself and his personal attorney. He noted that he does not discuss District business with his personal attorney. Discussion followed regarding the process of replacing Mesa Water Board President, Ethan Temianka. L. CLOSING ITEMS Procedural: 1. Adjourn President Scheafer adjourned the meeting at 6:35 P.M. _________________________ _________________________ Arlene Schafer Michael Scheafer Secretary President File Attachments minutes_2017_7_27_rm.pdf (76 KB) B. CONSENT CALENDAR Summary The following is a summary of the CCTV (Closed Circuit TV) Pilot Program activity for the 2017-2018 fiscal year as of July 31, 2017: Adopted CCTV Budget $50,000 FY 16-17 Carryover Budget 0 Total Budget $50,000 FY 17-18 New Applications Received = 20 Applications Processed for Payment = 0 $ 0 Applications In Process = 20 5,000 Available Spots Based on Funding = 180 45,000 Total Projected Cost $50,000 Subject 4. Receive and file CCTV (Closed Circuit TV) Program Report Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Action (Consent) Recommended Action That the Board of Directors receive and file the report. Goals 1.9 Sewer Lateral Assistance Program (SLAP) B. CONSENT CALENDAR Summary Attached is the Payroll General Ledger Distribution Report summarizing each payroll during the month. Legal Review Not Applicable Environmental Review Subject activity is exempt from the requirements of the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.). Section 15300.4 of CEQA allows an agency while establishing its own procedures “to list those specific activities which fall within each of the exempt classes”, and the District has adopted “CEQA Guidelines and Implementing Procedures” that state on page 6 “”Projects” does not include …. C. Continuing administrative or maintenance activities.” Financial Review Sufficient funds are available in the adopted budget. Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for the August 24, 2017 Board of Directors Regular meeting at District Headquarters and posted on the District’s website www.cmsdca.gov Alternative Actions Refer item back to staff with further instructions. File Attachments Payroll Transparency Disclosure July 2017.pdf (919 KB) Subject 5. Approve Payroll Transparency Disclosure for July 2017 Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Action (Consent) Recommended Action That the Board of Directors approve and file the report. Goals 7.0 Finance B. CONSENT CALENDAR a. Directors' compensation for the month of July 2017 b. Directors' reimbursement of expenses for the month of July 2017 File Attachments directors_compensation.pdf (127 KB) director_expense.pdf (122 KB) Subject 6. Approve the Directors' Compensation and Reimbursement of Expenses Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Action (Consent) Recommended Action That the Board of Directors approve the compensation and reimbursement of expenses as presented. B. CONSENT CALENDAR File Attachments WARRANT RESO Per2-2018.pdf (393 KB) Subject 7. Adopt Warrant Resolution No. CMSD 2018-02 Approving District Warrant Registers Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Action (Consent) Recommended Action That the Board of Directors adopt Warrant Resolution No. CMSD 2018-2 approving District warrants for the month of July 2017 in the amount of $1,196,088.13. Goals 7.0 Finance B. CONSENT CALENDAR Summary This payment to CR Transfer is for the sorting of recyclables from the mixed waste and disposal of the remaining waste at the landfill. With the implementation the Organics Recycling Program adopted by the Board, this payment also includes the diverting of the organics waste to the Anaerobic Digestion facility to be recycled into fertilizer or renewable natural gas to fuel the refuse trucks. Recommendation That the Board of Directors approve the preparation of a warrant to CR Transfer in the amount of $205,571.09 for July 2017 recycling and disposal services to be ratified in the August 2017 warrant register. Analysis Below is a chart depicting the total tonnage and payments due for residential and organic waste collected in Costa Mesa and Newport Beach. Please note there was a discrepancy with billing this month, CR&R's billing system inaccurately calculated invoice totals and under billed us $52.89 but CMSD will be paying what is reflected in the invoice. Costa Mesa Newport Beach Total Residential Waste $143,163.08 $5,114.62 $148,277.70 Organics $54,615.99 $2,677.40 $57,293.39 Total Payment $205,571.09 Tonnage Residential Waste 2755.41 98.74 2854.15 Organics 763.86 37.67 801.53 Total Tonnage 3655.68 Legal Review Not Applicable Environmental Review Subject activity is exempt from the requirements of the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.). Section 15300.4 of CEQA allows an agency while establishing its own procedures “to list those specific activities which fall within each of the exempt classes”, and the District has adopted “CEQA Guidelines and Implementing Procedures” that state on page 6 “”Projects” does not include …. C. Continuing administrative or maintenance activities.” Financial Review Sufficient funds are available in the adopted budget to pay for the services provided. Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for the August 24, 2017 Board of Directors regular meeting at District Headquarters and posted on the District’s website at www.cmsdca.gov. Alternative Actions Refer item back to staff with further instructions. Subject 8. Approve the preparation of a warrant to CR Transfer in the amount of $205,571.09 for July 2017 recycling and disposal services in the August 2017 warrant register Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Action (Consent) Preferred Date Aug 24, 2017 Absolute Date Aug 24, 2017 Recommended Action Approve the preparation of a warrant to CR Transfer in the amount of $205,571.09 for July 2017 recycling and disposal services to be ratified in the August 2017 warrant register. B. CONSENT CALENDAR Summary The occupancy count is the number of residential customers that the District pays CR&R for the trash truck to stop and pick-up trash. The District pays CR&R $9.7954 per occupant per month. Each month, new residential customers in brand new developments contact the District to establish new trash service. District staff contacts CR&R to approve the drop-off of carts at the residence, which results in an increase in the occupancy count as shown on the attached list. Over the years, some discrepancies have occurred in the number of total occupancies. District staff has been working with CR&R to reconcile the entire list of service addresses for the past few months. While this process in underway, the District and CR&R have agreed to freeze the occupancy count at the March 2017 level. District staff will continue to track the number of new service addresses, but the District will only pay for the total occupancy count of 22,518 until the total address list is verified. Six (6) accounts have been added since the last billing period. The payment calculation is based on the following: District's Current Rate for July of 2017: 22,518 x $9.7954 = $220,572.82 Recommendation That the Board of Directors accept the occupancy count as presented using 22,518 as the correct number of active units and direct staff to prepare a warrant to CR&R Environmental Services for July 2017 collection based on this occupancy report so long as the contractor fulfills the obligations of the agreement in the amount of $220,572.82 to be ratified in the August 2017 warrant list. Analysis Accept the occupancy count as presented using 22,518 as the correct number of active units and direct staff to prepare a warrant to CR&R Environmental Services for July 2017 collection based on this occupancy report so long as the contractor fulfills the obligations of the agreement in the amount of $220,572.82 to be ratified in the August 2017 warrant list. Legal Review Not Applicable Environmental Review Subject activity is exempt from the requirements of the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.). Section 15300.4 of CEQA allows an agency while establishing its own procedures “to list those specific activities which fall within each of the exempt classes”, and the District has adopted “CEQA Guidelines and Implementing Procedures” that state on page 6 “”Projects” does not include …. C. Continuing administrative or maintenance activities.” Financial Review Sufficient funds are available in the adopted budget to pay for the services provided. Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for the August 24, 2017 Board of Directors Regular meeting at District Headquarters and posted on the District’s website. Alternative Actions Subject 9. Accept the occupancy count as presented as 22,518 and direct staff to prepare a warrant to CR&R Environmental Services for $220,572.82 for July 2017 collection. Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Action (Consent) Preferred Date Aug 24, 2017 Absolute Date Aug 24, 2017 Recommended Action Accept the occupancy count as presented using 22,518 as the correct number of active units and direct staff to prepare a warrant to CR&R Environmental Services for July 2017 collection based on this occupancy report so long as the contractor fulfills the obligations of the agreement in the amount of $220,572.82 to be ratified in the August 2017 warrant list. Goals 2.2 Annual Contract Audits 2.4 Develop Strategies for 75% Waste Diversion Refer item back to staff with further instructions. File Attachments CMSD Occupancy Report July 2017.pdf (100 KB) B. CONSENT CALENDAR RESOLUTION NO. 2017-903 RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ORDERING THAT PUBLICATION OF ORDINANCE NO. 118 CONFIRMING ANNUAL CHARGES FOR SOLID WASTE AND WASTEWATER FOR 2017-18 HAS OCCURRED WHEREAS, the Board of Directors on June 22, 2017 adopted Ordinance No. 118 confirming annual charges for solid waste and wastewater for 2017-18; and WHEREAS, that Ordinance was published in the Newport Beach/Costa Mesa Daily Pilot on July 7, 2017; and WHEREAS, Health and Safety Code Section 6490 provides that an order of the Board that publication has occurred is conclusive evidence that publication has properly been made; NOW, THEREFORE, the Board of Directors does hereby resolve: That it is hereby ordered and decreed that publication of Ordinance No. 118 confirming annual charges for solid waste and wastewater for 2017-18 has occurred. PASSED and ADOPTED on this day of 2017. _______________________________ _______________________________ Secretary, Costa Mesa Sanitary District President, Costa Mesa Sanitary District Board of Directors Board of Directors STATE OF CALIFORNIA ) COUNTY OF ORANGE ) SS CITY OF COSTA MESA ) I, NOELANI MIDDENWAY, Clerk of the Costa Mesa Sanitary District, hereby certify that the above and foregoing Resolution No. 2017-903 was duly and regularly passed and adopted by said Board of Directors at a regular meeting thereof, held on the day of August, 2017 by the following votes: AYES: NOES: ABSENT: ABSTAIN: Subject 10. Adopt Resolution No. 2017-903 Ordering that Publication of Ordinance No. 118 has Occurred Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Action (Consent) Recommended Action That the Board of Directors adopt Resolution No. 2017-903 ordering that publication of Ordinance No. 118 confirming annual charges for solid waste and wastewater for 2017-18 has occurred. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seal of the Costa Mesa Sanitary District, this ____ day of ___________________ 2017. _________________________________ Noelani Middenway Clerk of the Costa Mesa Sanitary District File Attachments publication_ord118.pdf (467 KB) RESOLUTION NO. 2017-903 ORDERING THAT PUBLICATION OF ORDINANCE NO. 118 HAS OCCURED.pdf (13 KB) B. CONSENT CALENDAR RESOLUTION NO. 2017-904 RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ORDERING THAT PUBLICATION OF ORDINANCE NO. 119 REVISING THE DISTRICT'S CAPITAL IMPROVEMENTS FUNDING REQUIREMENTS HAS OCCURRED WHEREAS, the Board of Directors on June 22, 2017 adopted Ordinance No. 119 revising the District's capital improvements funding requirements; and WHEREAS, that Ordinance was published in the Newport Beach/Costa Mesa Daily Pilot on July 7, 2017; and WHEREAS, Health and Safety Code Section 6490 provides that an order of the Board that publication has occurred is conclusive evidence that publication has properly been made; NOW, THEREFORE, the Board of Directors does hereby resolve: That it is hereby ordered and decreed that publication of Ordinance No. 119 revising the District's capital improvements funding requirements has occurred. PASSED and ADOPTED on this day of 2017. _______________________________ _______________________________ Secretary, Costa Mesa Sanitary District President, Costa Mesa Sanitary District Board of Directors Board of Directors STATE OF CALIFORNIA ) COUNTY OF ORANGE ) SS CITY OF COSTA MESA ) I, NOELANI MIDDENWAY, Clerk of the Costa Mesa Sanitary District, hereby certify that the above and foregoing Resolution No. 2017-904 was duly and regularly passed and adopted by said Board of Directors at a regular meeting thereof, held on the day of August, 2017 by the following votes: AYES: NOES: ABSENT: ABSTAIN: Subject 11. Adopt Resolution No. 2017-904 Ordering that Publication of Ordinance No. 119 has Occurred Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Action (Consent) Recommended Action That the Board of Directors adopt Resolution No. 2017-904 ordering that publication of Ordinance No. 119 revising the District's capital improvements funding requirements has occurred. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seal of the Costa Mesa Sanitary District, this ____ day of ___________________ 2017. _________________________________ Noelani Middenway Clerk of the Costa Mesa Sanitary District File Attachments publication_ord119.pdf (451 KB) RESOLUTION NO. 2017-904 ORDERING THAT PUBLICATION OF ORDINANCE NO. 119 HAS OCCURED.pdf (125 KB) D. GENERAL MANAGER'S REPORTS Summary This report serves as a summary of the District’s spending through June 30, 2017 as well as staff’s best estimate of balances for the year- ended June 30, 2017. Analysis The books for fiscal year 2016-17 are not entirely closed, however, based on the actual spending through June 30, 2017, staff is projecting savings in both the Solid Waste and Wastewater Funds. As of June 30, 2017, a total of 96.1% of the Solid Waste budget for the 2016-2017 fiscal year has been expended. At this time, staff anticipates a budgetary savings of $225,247 at fiscal year-end. A total of 88.2% of the Wastewater Fund’s operating budget has been expended as of June 30, 2017. Staff anticipates a budgetary savings of $674,564 at fiscal year-end less any requests for encumbrances or carryovers into the 2017-18 fiscal year. Encumbrance and carryover requests will be presented to the Board at either the September or October Board meeting. The Capital Projects accounts is projected to be within budget. Please see the attached report for a more detailed analysis. Legal Review Not applicable. Environmental Review Subject activity is exempt from the requirements of the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.). Section 15300.4 of CEQA allows an agency while establishing its own procedures “to list those specific activities which fall within each of the exempt classes”, and the District has adopted “CEQA Guidelines and Implementing Procedures” that state on page 6 “”Projects” does not include …. C. Continuing administrative or maintenance activities.” Financial Review See attached report. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the April 27, 2017 Board of Directors regular meeting at District Headquarters and on District website at www.cmsdca.gov. Alternative Actions 1. Refer the matter back to staff for additional information. Attachments A: FY 2016-17 Fourth Quarter Budget Analysis File Attachments FY2016-17 Q4-Budget Analysis.pdf (231 KB) Subject 1. Receive and File the Preliminary FY 2016-17 Fourth Quarter Budget Review Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Action (Consent) Recommended Action The Board of Directors receive and file this report. Goals 7.0 Finance D. GENERAL MANAGER'S REPORTS Summary On May 25, 2017 the Board of Directors authorized the General Manager to make an offer on the real property at 2252 Fairview Road. The property owner at 2252 Fairview Road accepted the General Manager's offer of $1,690,000 for the acquisition of his property. An appraisal report on the property found the property's current market value to be $1,400,000 to $1,800,000. A copy of the Appraisal Report is attached. Recommendation That the Board of Directors direct staff: 1) To open escrow with First American Title Insurance Company for the acquisition of real property at 2252 Fairview Road, and 2) Appropriate $1,695,000 in the Wastewater Fund Capital Outlay account to purchase 2252 Fairview Road and pay for related costs. 3) Approve the transfer of $193,000 and $291,800 from the Facilities Revolving Fund and Asset Management Fund, respectively, to the Wastewater Fund. Analysis The real property at 2252 Fairview Road is located adjacent to CMSD's Corporate Yard at 174 W Wilson Street. The property at 2252 Fairview Road will allow the expansion of the Corporate Yard to be used for equipment storage. Currently, CMSD uses several locations to store equipment such as generators, by-pass pumps, manhole covers and scrap metal. Said equipment and materials are stored at the City of Costa Mesa's Corporate Yard, Orange Coast College Yard, and at several CMSD pump stations. Centralizing all equipment and materials at one location will enhance CMSD's response time to emergencies. Copy of environmental report was obtained and found no soil contamination or other hazards on the property. A building inspection report was prepared and found minor repairs needed on the roof and building exterior. A copy of both reports are attached hereto. Improvements to the property will be minimal. It will require removing the block wall between the two properties and then erecting a new perimeter wall around the Fairview property. A sliding exit gate will be installed on the Fairview side of the property. The existing building will remain and used as storage, which will protect hoses and other materials from weather elements. Staff has met with City officials to discuss the improvements and the plan review process. Because the proposed improvements are minimal, the City can approve plans internally and without Planning Commission approval. Plans are currently being designed by Robin Hamers & Associates, Inc. Staff is recommending CMSD open an escrow account with First American Title Insurance Company, of Santa Ana. First American Title Insurance Company is a proven leader in title insurance industry with over 120 years of experience. The attached ratings portfolio of First American Title supports they are a proven leaders in the industry. If the Board approves opening an escrow account with First American Title, the account will open on or near September 1, 2017 and closing thirty days later. Legal Review Not applicable at this time; however, District Counsel will review and approve escrow documents before signed by President Scheafer. Environmental Review Subject 2. Approve opening escrow with First American Title Insurance Company for the acquisition of real property at 2252 Fairview Road, Appropriating $1,695,000 to purchase 2252 Fairview Road and pay for related costs, and approve the transfer of $193,000 and $291,800 from the Facilities Revolving Fund and Asset Management Fund, respectively, to the Wastewater Fund. Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Action Fiscal Impact Yes Dollar Amount $1,690,000.00 Recommended Action That the Board of Directors direct staff: 1) To open escrow with First American Title Insurance Company for the acquisition of real property at 2252 Fairview Road, and 2) Appropriate $1,695,000 to purchase 2252 Fairview Road and pay for related costs. 3) Approve the transfer of $193,000 and $291,800 from the Facilities Revolving Fund and Asset Management Fund, respectively, to the Wastewater Fund. Goals 5.0 Administrative Management 5.1 Develop a future plan for operational facilities adequacy The purchase of the property at 2252 Fairview Road, which has a garage type building on it and is presently used as a trailer hitch assembly facility, is similar to what District desires the property for, namely to store vehicles and other equipment, and therefore is exempt from CEQA as a reconstruction of an existing facility or structure with the same purpose as the original structure. It is also exempt as a conversion of an existing structure from one use to another with only minor exterior modifications, and exempt as an infill project. Financial Review The purchase price to acquire the property at 2252 Fairview Road is $1,690,000 plus $5,000 to cover other costs, such as escrow. Staff is requesting the appropriation of $1,695,000 be approved in the Wastewater Fund Capital Outlay account. The source of funds would be as follows: 1)Use the $1,000,000 previously identified as the Earthquake Reserve in the Wastewater Fund. As discussed at the June 13, 2017 Study Session, where it was determined that the $5 million reserve in the Asset Management Fund is sufficient in case of earthquake. 2)Use the $193,000 of Fixture Fees in the Facilities Revolving Fund. 3)Use $291,000 of excess earnings above the $5 million balance in the Asset Management Fund. 4)The remaining $210,800 need would come from the Wastewater Fund Unreserved Undesignated Net Position. The account transfers are as follows: Wastewater Fund Capital Outlay 20-200000-4795 $1,695,000 Unreserved Net Position 20-000000-2990 1,695,000 Earthquake Reserve 20-000000-2906 $1,000,000 Unreserved Net Position 20-000000-2990 1,000,000 Cash 20-000000-1001 484,800 Transfer In 20-000000-3995 484,800 Facilities Revolving Fund Transfer Out 30-300000-4995 193,000 Cash 30-000000-1001 193,000 Asset Management Fund Transfer Out 50-500000-4995 291,800 Cash 50-000000-1001 291,800 Property improvements are still being estimated, but preliminary costs are less than $75,000. At the time the property improvements are submitted for Board approval, staff will request the funding approval. Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for the July 27, 2017 Board of Directors regular meeting at District Headquarters and posted on the District’s website. Alternative Actions 1. Refer the matter back to staff with additional instructions. File Attachments Appraisal Report.pdf (22,111 KB) BI.pdf (8,211 KB) Phase I Environmental Report.pdf (6,663 KB) First American Title Ratings.pdf (332 KB) D. GENERAL MANAGER'S REPORTS Summary On October 26, 2009, the District entered into an agreement with EEC for the development of a Geographical Information System (GIS) and Computerized Maintenance Management System (CMMS) to manage and coordinate maintenance and operation activities of the Wastewater Maintenance Division. After the development of both systems, EEC has been providing support services to District staff by updating maps, creating cleaning work orders, using GIS maps during hotspot committee meetings, creating key performance indicators, and making sure the systems are available and usable on tablets while staff is working in the field. Recommendation That the Board of Directors Approve the Fifth Amendment to Agreement with EEC for GIS and CMMS Support Services and Asset Management Database Analysis EEC uses Esri ArcGIS as its server platform and provides cloud-base hosting for the District’s GIS and CMMS in EEC’s private cloud built on Amazon Web Services. EEC has also partnered with Cityworks for CMMS. Due to EEC’s knowledge of the District’s system and expertise using Cityworks, staff believes it would be in the District’s best interest to waive bidding procedures and continue using EEC for GIS and CMMS support services for another year. Attachment 1 is a copy of EEC proposal for support services. The support services is for two years at a cost of $45,000 per year. In addition to support services, staff is requesting EEC to incorporate CMSD's asset management database into the GIS so staff can conduct asset management analysis of CMSD's infrastructure. The analysis will assist staff in determining when assets need replacement as well as replacement costs. CMSD's current asset management database is maintained on a spreadsheet and must be manually updated. Having the database on GIS will allow staff to access asset information from the field and the system will provide them with other relevant information that the spreadsheet can't provide such as current condition, maintenance history, cost to maintain, cost to build in today's dollars, etc. The cost to incorporate CMSD's asset management database into the GIS is $14,625. Attachment 2 is a copay of EEC proposal for the asset management database. Legal Review District Counsel has reviewed and approved the Fifth Amendment. Environmental Review The consideration of contracts with a firm that performs computer related services such as GIS or CMMS 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. Financial Review The proposed amendment is for two years totaling $104,625. Of this amount, $59,625 will be encumbered in FY 2017-18 and $45,000 will be encumbered in FY 2018-19. Funds are budgeted in the biennial budget for this expense. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the August 24, 2017 Board of Directors regular meeting at District headquarters and on District’s website at www.cmsdca.gov. Subject 3. Consider Approving Fifth Amendment to Agreement with EEC for GIS and CMMS Support Services and Asset Management Database Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Action Fiscal Impact Yes Dollar Amount $104,625.00 Recommended Action That the Board of Directors Approve the Fifth Amendment to Agreement with EEC for GIS and CMMS Support Services and Asset Management Database Goals 1.0 Sewer Infrastructure 7.0 Finance 7.2 Develop a long term CIP 7.6 Monitor the asset management program Alternative Actions 1. Direct staff to report back with more information. File Attachments GIS CMMS 5th Amendment.pdf (81 KB) D. GENERAL MANAGER'S REPORTS Summary District staff is required to obtain approval from the Board of Directors in order to attend out-of-state conferences. (Employee Handbook Training and Travel Policy No 2.4). The 2017 NEOGOV Annual Training Conference takes place in Las Vegas, Nevada on October 25 – 27. NEOGOV is the Human Resources (HR) software that the District has utilized for its Applicant Tracking System (ATS) since 2011. NEOGOV is a public sector focused HR software that automates the entire hiring process. Modules include online job application and career portal; auto-scoring and advanced screening; interview and exam scheduling; applicant tracking; eligible lists; online hiring managers’ portal; and reports. Along with interactive training sessions, staff will have the opportunity to share best practices and network with other HR professionals from across the country. Staff has not attended this training conference since 2014. Recommendation That the Board of Directors approve sending Dyana Bojarski, Management Analyst II to Las Vegas, Nevada for attending the NEOGOV Annual Training Conference Analysis For several years CMSD has been using NEOGOV to assist with the recruitment process. NEOGOV is an Applicant Tracking Software (ATS) that automates the entire hiring and selection process from requisition to hire. NEOGOV’s ATS enables efficiency in the recruiting process through its ability to pre-screen applicants automatically as they apply; create and manage screening questions bank; utilize education and experience scoring; implement panel interview scoring; and perform subject matter expert reviews. NEOGOV hosts a training conference annually where attendees learn best practices from other organizations as well as break-out session topics such as, e-references for applicants, on-line tests, system administration and performance evaluations. Attached are the topics being discussed at the 2017 Conference that are beneficial to staff's professional development. It has been three years since staff last attended a NEOGOV conference. Legal Review No legal review is required for out-of-state conference attendance by staff. Environmental Review The consideration of out-of-state conference attendance is an administrative matter and is not a disturbance of the environment and does not constitute a project under CEQA or the District's CEQA guidelines. Financial Review The fiscal year 2017-18 budget includes $1,900 in Staff Development monies for attendance at the NEOGOV Annual Conference. Two-day Conference Conference Registration $500 Airfare $150 Hotel $322 Transportation $50 Meal Allowance $70 Total $1,092 Subject 4. Consider Approving to send Dyana Bojarski, Management Analyst II to Las Vegas, Nevada to attend the NEOGOV Annual Training Conference Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Action Fiscal Impact Yes Budgeted Yes Recommended Action That the Board of Directors approve sending Dyana Bojarski, Management Analyst II to Las Vegas, Nevada for attending the NEOGOV Annual Training Conference Goals 5.0 Administrative Management 6.5 Create a Development Plan 6.7 Promote high employee satisfaction Three-day Conference Conference Registration $975 Airfare $150 Hotel $481 Transportation $50 Meal Allowance $70 Total $1,726 Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for the August 24, 2017 Board of Directors meeting at District Headquarters, and posted on the District's website. Alternative Actions 1. Do not approve staff attendance at the 2017 Annual NEOGOV Training Conference. File Attachments 2017 NEOGOV Conference.pdf (58 KB) D. GENERAL MANAGER'S REPORTS Summary Tri-State Seminar is a group of water and wastewater professionals from Arizona, Nevada and California that meet once a year to share the latest information and technology in the industry. The conference is supported by the California Water Environment Association (CWEA), Nevada Water Environment Association (NWEA) and Arizona Water Association (AWA). Recommendation That the Board of Directors approve sending Steve Cano, Wastewater Superintendent and Brandon Hickman, Wastewater Maintenance Worker II to the Tri-State Seminar in Las Vegas, Nevada on September 26-28, 2017. Analysis This three day conference focuses on the water and wastewater industry. For wastewater collections, some of the topics that will be discussed include the following: Odor Control Using Acoustic Inspections Asset Management Root Control Confine Space Rescue Reducing Corrosion, Infiltration, Inflow and Odors in Manholes In addition, there will be 300 exhibitors showcasing the latest technologies in the wastewater industry. Board approval is needed because this conference is being held out of California. Legal Review Not applicable Environmental Review Attendance at a seminar 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. Financial Review The total cost for both employees to attend the seminar is $1,500.00, which includes airfare, hotel, registration and food. There is sufficient funding for this conference is available in the budget. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the August 24, 2017 Board of Directors study session at District Headquarters and on District’s website at www.cmsdca.gov. Alternative Actions 1. Do not approve sending Steve Cano and Brandon Hickman to the seminar. 2. Do not approve sending Steve Cano or Brandon Hickman to the seminar. Subject 5. Consider Approving to send Steve Cano, Wastewater Superintendent and Brandon Hickman, Wastewater Maintenance Worker II to the Tri-State Seminar in Las Vegas, Nevada Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Action Fiscal Impact Yes Dollar Amount $1,500.00 Budgeted Yes Recommended Action That the Board of Directors approve sending Steve Cano, Wastewater Superintendent and Brandon Hickman, Wastewater Maintenance Worker II to the Tri-State Seminar in Las Vegas, Nevada Goals 3.00 Partnerships 3.4 Participate in the activities of professional associations File Attachments 11 - Attachment A.pdf (60 KB) Tri-State Sessions.pdf (1,154 KB) E. ENGINEER'S REPORTS Summary Attached is a summary of the Capital Improvement Project activities during the month. Legal Review Not Applicable. Environmental Review Subject activity is exempt from the requirements of the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.). Section 15300.4 of CEQA allows an agency while establishing its own procedures “to list those specific activities which fall within each of the exempt classes”, and the District has adopted “CEQA Guidelines and Implementing Procedures” that state on page 6 “”Projects” does not include …. C. Continuing administrative or maintenance activities.” Financial Review Sufficient funds are available in the adopted budget. Public Notice Process Copies of this report are on file and will be included with the complete agenda packet for the August 24, 2017 Board of Directors Regular meeting at District Headquarters and posted on the District’s website www.cmsdca.gov Alternative Actions Refer item back to staff with further instructions. File Attachments CIP Updates August 2017.pdf (25 KB) Subject 1. Receive and File Capital Improvement Projects Status Report Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Action, Receive and File Recommended Action The Board of Directors receive and file this report. Goals 1.4 System Wide Sewer Replacement and Repair Program 1.1 Manhole Cover Maintenance Program 1.0 Sewer Infrastructure E. ENGINEER'S REPORTS Summary Construction of the improvements was completed on August 8, 2017, therefore, it is appropriate for the District to accept improvements, file a notice of completion, and exonerate bonds. When the west side pump station abandonment program was cancelled, it caused the 19th Street Pump Station to permanently remain in service. This project upgraded the electrical equipment and included installation of a permanent backup generator and a general facelift for the station. Staff Recommendation The Board of Directors approves the following action: 1. Accept improvements as completed and file a Notice of Completion. 2. Authorize payment of 5% retention 35 days after Notice of Completion is recorded. 3. Exonerate Labor and Material Bond 35 days after Notice of Completion is recorded and exonerate Faithful Performance Bond one year after Notice of Completion is recorded. Analysis The 19th Street pump station was originally scheduled for abandonment as part of the west side pump station abandonment program, however, the project was cancelled due to Orange County Sanitation District's share of the abandonment work doubling in cost to almost $30 million. Because the abandonment project had been in consideration since 1989, work on the 19th Street Pump Station was kept to a minimum throughout the years. At this time, the mechanical portion of the station (pumps and valves) is in relatively good condition so this project did not include any mechanical work. However, the existing electrical enclosure was too small and hard to access and needed a complete upgrade to bring it to current District standards. Today’s standards also include a permanent standby generator whenever there is adequate space. The general face lift included a new wrought iron perimeter fence and new concrete paving. The station is located in a CMSD easement in the City's Marina View Park so the city was involved in the approval and inspection process. Legal Review District Counsel prepared and signed the construction contract for the project. Environmental Review The electrical upgrade and general facelift is categorically exempt under the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.) under Section 15301 as a “Class 1” “minor alteration of existing public or private structures”, as further described in Section (b) as “Existing facilities of both investor and publicly-owned utilities used to provide .... sewerage ...”. Financial Review The total budget for project #315, Relocation of HQ Generator to 19th Street Pump Station is $213,300. The project to date expenses total $175,851. The remaining budget of $37,449 is available to cover expenses incurred but not yet billed. The original contract for the project was $150,900. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the August 24, 2017 Board of Directors meeting at District Headquarters and on District’s website at www.cmsdca.gov. Alternative Actions Refer the matter back to staff for additional information. Subject 2. Project No. 315 19th Street Pump Station Electrical Improvements - Accept Improvements, File Notice of Completion, Exonerate Bonds Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Action Recommended Action The Board of Directors approves the following action: 1) Accept improvements as completed and file a Notice of Completion. 2) Authorize payment of 5% retention 35 days after Notice of Completion is recorded. 3) Exonerate Labor and Material Bond 35 days after Notice of Completion is recorded and exonerate Faithful Performance Bond one year after Notice of Completion is recorded. Goals 1.7 Pump Station Maintenance & Standardization Program File Attachments Notice of Completion #315.docx (15 KB) Executive File Attachments Notice of Completion #315.docx (15 KB) E. ENGINEER'S REPORTS Summary Construction of the improvements was completed on August 4, 2017, therefore, it is appropriate for the District to accept improvements, file a notice of completion, and exonerate bonds. As a result of this project, field crews can now take a portable generator to 2043 Calvert Avenue and hook it into an electrical panel that is wired from there to the Adams Pump Station located on Adams Avenue. The hook up can now be accomplished very quickly and in a safe manner because the crew does not have to be at the pump station on fast moving Adams Avenue to provide temporary power to the pump station. Analysis Prior to this project, when District field crews responded to an electrical outage at the Adams Pump Station, use of the portable generator was delayed due to the crew having to first institute traffic control measures along Adams Avenue westerly in order to close the lane closest to the curb. Only then was the area safe enough for the field crew and for the generator to be safely located in front of the pump station. Due to the heavy traffic volume on Adams Avenue coupled with the lack of a shoulder, transporting and connecting a mobile generator to the Adams Pump Station is dangerous for staff. To improve safety conditions for staff, an electrical panel was placed on Calvert Avenue and a conduit run in an easement over property at 2043 Calvert Avenue to the Adams Pump Station. Additional electrical improvements were added at the pump station so the District crew can remain at Calvert Avenue while providing temporary power to the pump station. The contractor for the project was GCI Construction, who has successfully completed quite a few projects for the District. Legal Review District Counsel prepared and signed the construction contract for the project. Environmental Review The electrical upgrade is categorically exempt under the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.) under Section 15301 as a “Class 1” “minor alteration of existing public or private structures”, as further described in Section (b) as “Existing facilities of both investor and publicly-owned utilities used to provide .... sewerage ...”. Financial Review The total budget for project #316, Adams Pump Station Electrical Improvements is $178,000. The project to date expenses total $174,072. The remaining available budget is $3,928 to cover expenses incurred but not yet billed. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the August 24, 2017 Board of Directors special meeting at District Headquarters and on District’s website at www.cmsdca.gov. Alternative Actions Refer the matter back to staff for additional information. File Attachments Notice of Completion #316.docx (15 KB) Notice of Completion #316.docx (15 KB) Subject 3. Project No. 316 Adams Pump Station Electrical Improvements - Acceptance of Improvements, File Notice of Completion, Exonerate Bonds Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Action Recommended Action The Board of Directors approves the following action: 1. Accept improvements as completed and file a Notice of Completion. 2. Authorize payment of 5% retention 35 days after Notice of Completion is recorded. 3. Exonerate Labor and Material Bond 35 days after Notice of Completion is recorded and exonerate Faithful Performance Bond one year after Notice of Completion is recorded. Goals 1.7 Pump Station Maintenance & Standardization Program E. ENGINEER'S REPORTS Summary The project will install a new sewer force main (pressurized sewer main) for the President Pump Station as part of the District’s force main rehabilitation and replacement program. The existing force main was constructed in 1953 making it 64 years old, which is the approximate life expectancy of a cast iron force main. The pump station and force main were previously scheduled for abandonment until the west side abandonment project was recently cancelled. The new force main will be installed by horizontal directional drilling in order to minimize noise and disturbances within the neighborhood. Analysis Bids were opened on March 1, 2016 and the results are as follows: Engineer’s Estimate $719,700 GCI Construction, Inc. $673,530 Staff checked the licensing requirements and references for the low bidder, GCI Construction, and found everything in order, therefore, a recommendation to award the contract is being made. Surprisingly, only one bidder submitted a bid for the project. There was a mandatory pre-bid meeting on July 14, 2017 and ten reputable and well qualified construction firms were in attendance. The likely reason for receiving only one bid was the required use of advanced no-dig technology in the form of horizontal directional drilling (HDD). The use of HDD requires the joint use of both a traditional dig and replace pipeline installation company for a limited number of excavations along with a drilling contractor. The scope of work for the traditional pipeline company is relatively small but includes important coordination between the two types of companies. Horizontal directional drilling minimizes noise, dust, and other impacts to residents and has been successfully used by the District on two previous force main projects. Because of a number of small breaks in the existing force main, the District installed a temporary repair in 2012 consisting of a liner in the portion of the force main where the small breaks occurred. The liner is not strong enough to be considered a permanent repair. Legal Review District Counsel prepared and signed the construction contract being considered. Environmental Review The replacement of a force main with a new force main of the same size for the same rate of flow as shown on the plans for Project #317 is categorically exempt under the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.) under Section 15302 as a “Class 2” project as stated under 15302(c) “Replacement or reconstruction of existing utility systems and/or facilities involving negligible or no expansion of capacity“. Financial Review The total budget for project #317, President Pump Station Force Main Replacement is $1,464,000. The project to date expenses total $63,781.73. The remaining available budget of $1,400,218 is sufficient to cover approval of the contract and contingency. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the August 24, 2017 Board of Directors regular meeting at District Headquarters and on District’s website. Alternative Actions Subject 4. Project No. 317 President Pump Station Sewer Force Main Replacement; Bid Opening and Award of Contract Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Action Recommended Action The Board of Directors: 1. Award a contract to the lowest responsive and responsible bidder, GCI Construction, Inc., in the amount of $673,530. 2. Approve a contingency of 10% in the amount of $67,353. 1. Do not award the project to GCI Construction. 2. Refer the matter back to staff for additional information. F. TREASURER'S REPORTS Summary Attached is the Investment Report for the month of July 2017. As required by the District’s Statement of Investment Policy, the Investment Report delineates all investment activity during the month. Analysis This report lists the types of securities held in the District’s portfolio, the institutions from which the securities were purchased, maturity dates and interest rates as of July 31, 2017. The District’s investments are in compliance with the Statement of Investment Policy adopted by the Board at the June 22, 2017 regular meeting, as well as the California Government Code. The market values in this report were provided by our third party custodian, Pershing, LLC, except for the Local Agency Investment Fund (LAIF). The market value of LAIF was provided by the State Treasurer’s Office. It does not represent the value of the underlying securities within the pool, but rather the par or cost amount, which is the amount the District is entitled to withdraw. This reporting practice is consistent with industry standard practices for similar funds. The weighted average stated rate of return (current yield) for the District’s investment portfolio as of July 31, 2017, was 1.415%. The yield to maturity of the portfolio was 1.419%. The District’s weighted average interest rate was 36 basis points (0.364%) above the LAIF average monthly rate for July 2017 of 1.051%. The weighted average number of days to maturity for the District’s total portfolio was 892 days (2.44 years). The average duration of the underlying securities in LAIF as of July 31, 2017 was 192 days. The District’s investment portfolio is in compliance with its liquidity limitations, which requires that a minimum of 20.00% of the portfolio must mature within one year. The percentage of the portfolio maturing in less than one year as of July 31, 2017 was 27.62%. The District has adequate cash reserves necessary to meet its obligations for the next six months. A majority of the District’s cash and investments is reserved or set aside for specific purposes. A description of the various classifications of the District’s cash and investments are as follows: Classification Description Solid Waste Fund: Operating reserve Equal to 30% of the operations budget of the Solid Waste Fund per Operations Code Section 4.030.020. The Operating Reserve can only be accessed with prior Board approval. Designated for revenue dry period Equal to 5 months of budgeted expenditures for the fiscal year to cover the cash deficit during the period in which the District does not receive any revenue. Undesignated Currently used for rate stabilization and payment of organics recycling costs. Wastewater Fund: Operating reserve Equal to 25% of the operations budget of the Wastewater Fund per Operations Code Section 4.030.020. The Operating Reserve can only be accessed with prior Board approval. Reserved for capital outlay Set aside for capital improvement projects approved and budgeted by the Board, but which Subject 1. Approve Investment Report for the Month of July 2017 Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Action Recommended Action That the Board of Directors Approve the Investment Report for the Month of July 2017. Goals 7.0 Finance have not yet been completed. Designated for revenue dry period Equal to 5 months of budgeted expenditures for the fiscal year to cover the cash deficit during the period in which the District does not receive any revenue. Undesignated Wasterwater funds available to be appropriated by the Board. Facilities Revolving Fund Collection of fixture fees which is a restricted revenue source and can only be used for new sewer facilities. Asset Replacement Fund Accumulation of funds for replacement of vehicles, equipment and computers. Asset Management Fund Accumulation of funds in accordance with asset management model for long-term replacement of sewer pipes and related infrastructure. Legal Review Legal review is not required. Environmental Review Subject activity is exempt from the requirements of the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.). Section 15300.4 of CEQA allows an agency while establishing its own procedures “to list those specific activities which fall within each of the exempt classes”, and the District has adopted “CEQA Guidelines and Implementing Procedures” that state on page 6, “”Projects” does not include….C. Continuing administrative or maintenance activities.” Financial Review The portfolio was budgeted to earn an average rate of 0.900% for the year ending June 30, 2018. Through July 31, 2017, the portfolio has earned a weighted average interest rate of 1.415%. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the April 27, 2017 Board of Directors regular meeting at District Headquarters (290 Paularino Avenue) and on the District’s website at www.cmsdca.gov. Alternative Actions Refer the matter back to staff. File Attachments Investment Report - July 2017.pdf (599 KB) G. ATTORNEY'S REPORTS Subject 1. Attorney's Reports Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type H. LOCAL MEETINGS: In accordance with AB 1234 (Gov. Code 53232.3), a report is required to be given by a Director for any meeting for which expense reimbursement of any kind is provided. Note: For meetings for which the per diem compensation is sought, the Operations Code provides that such compensation is authorized for each day’s service rendered as a Director at the request of the Board (not to exceed six days in one month), and certain meetings are specified as being eligible as set forth in District Operations Code § 3.01.030. For meetings not so listed, the Board must approve the service for it to be eligible for the per day compensation. Subject 1. Orange County Sanitation District (OCSD) - (Vice President Ferryman) Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Information H. LOCAL MEETINGS: In accordance with AB 1234 (Gov. Code 53232.3), a report is required to be given by a Director for any meeting for which expense reimbursement of any kind is provided. Note: For meetings for which the per diem compensation is sought, the Operations Code provides that such compensation is authorized for each day’s service rendered as a Director at the request of the Board (not to exceed six days in one month), and certain meetings are specified as being eligible as set forth in District Operations Code § 3.01.030. For meetings not so listed, the Board must approve the service for it to be eligible for the per day compensation. Subject 2. Santa Ana River Flood Protection Agency (SARFPA) - (Director Perry) Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Information H. LOCAL MEETINGS: In accordance with AB 1234 (Gov. Code 53232.3), a report is required to be given by a Director for any meeting for which expense reimbursement of any kind is provided. Note: For meetings for which the per diem compensation is sought, the Operations Code provides that such compensation is authorized for each day’s service rendered as a Director at the request of the Board (not to exceed six days in one month), and certain meetings are specified as being eligible as set forth in District Operations Code § 3.01.030. For meetings not so listed, the Board must approve the service for it to be eligible for the per day compensation. Subject 3. Independent Special Districts of Orange County (ISDOC) - (President Scheafer) Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Information H. LOCAL MEETINGS: In accordance with AB 1234 (Gov. Code 53232.3), a report is required to be given by a Director for any meeting for which expense reimbursement of any kind is provided. Note: For meetings for which the per diem compensation is sought, the Operations Code provides that such compensation is authorized for each day’s service rendered as a Director at the request of the Board (not to exceed six days in one month), and certain meetings are specified as being eligible as set forth in District Operations Code § 3.01.030. For meetings not so listed, the Board must approve the service for it to be eligible for the per day compensation. Subject 4. California Special Districts Association (CSDA) - (Secretary Schafer) Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Information H. LOCAL MEETINGS: In accordance with AB 1234 (Gov. Code 53232.3), a report is required to be given by a Director for any meeting for which expense reimbursement of any kind is provided. Note: For meetings for which the per diem compensation is sought, the Operations Code provides that such compensation is authorized for each day’s service rendered as a Director at the request of the Board (not to exceed six days in one month), and certain meetings are specified as being eligible as set forth in District Operations Code § 3.01.030. For meetings not so listed, the Board must approve the service for it to be eligible for the per day compensation. Subject 5. Special District Risk Management Authority (SDRMA) - (President Scheafer) Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Information H. LOCAL MEETINGS: In accordance with AB 1234 (Gov. Code 53232.3), a report is required to be given by a Director for any meeting for which expense reimbursement of any kind is provided. Note: For meetings for which the per diem compensation is sought, the Operations Code provides that such compensation is authorized for each day’s service rendered as a Director at the request of the Board (not to exceed six days in one month), and certain meetings are specified as being eligible as set forth in District Operations Code § 3.01.030. For meetings not so listed, the Board must approve the service for it to be eligible for the per day compensation. Subject 6. Other Meetings Qualifying for Reimbursement under CMSD Ordinance No. 55, Operations Code Section 3.01.030 Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Information K. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS Subject 1. Oral Communications and Director Comments Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type L. CLOSING ITEMS THE NEXT REGULAR MEETING OF COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS WILL BE HELD ON SEPTEMBER 28, 2017 IN THE DISTRICT'S BOARD ROOM, 290 PAULARINO AVE, COSTA MESA, CA 92626. Subject 1. Adjourn Meeting Aug 24, 2017 - Board of Directors Regular Meeting Access Public Type Procedural