Loading...
2019_04_16_studyTuesday, April 16, 2019 Board of Directors Study Session 290 Paularino Avenue, Costa Mesa at 9:30AM Public Comments: Any member of the public may address the Board. Speakers on agenda items should identify themselves to the District Clerk before the meeting so that their input can be provided at the time the item is considered. Speakers on non-agenda items will be heard under Public Comments. Pursuant to State law, the Board may not discuss or take action on non-agenda items except under special circumstances. Speakers must limit their remarks to four minutes or as decided upon by the Presiding Officer. The Presiding Officer reserves the right to declare any speaker out of order. Obtaining Agenda Materials: The public is entitled to copies of all documents that are made part of the agenda packet. If any document or other writing pertaining to an agenda item is distributed to all or a majority of the Board after the packet is prepared, a copy of that writing may be obtained at the District offices at 290 Paularino Avenue, Costa Mesa, California. In Compliance with ADA: Contact District Clerk, Noelani Middenway, at (949) 645-8400, 48 hours prior to meeting if assistance is needed (28 CFR 35.102.35.104 ADA Title II). A. OPENING ITEMS 1. Roll Call - (If absences occur, consider whether to deem those absences excused based on facts presented for the absence – such determination shall be the permission required by law.) B. PUBLIC COMMENTS - This time has been set aside for persons in the audience to make comments on items within the subject matter jurisdiction of the Costa Mesa Sanitary District that are not listed on this agenda. Members of the public will have the opportunity to address the Board of Directors about all other items on this agenda at the time those items are considered. Under the provisions of the Brown Act, the Board of Directors is prohibited from taking action on oral requests but may refer the matter to staff or to a subsequent meeting. The Board of Directors will respond after public comment has been received. Please state your name. Each speaker will be limited to four (4) continuous minutes. 1. Public Comments C. ITEMS OF STUDY 1. March 2019 Organics Tonnage Report 2. March 2019 Solid Waste Diversion Report 3. March 2019 Code Enforcement Officer report 4. Food Bank Program 5. CR&R Consumer Price Index Increase Request 6. Consider One of the Four Alternative Designs for Project #318 President Pump Station Reconstruction 7. Construction Inspection Program 8 Classification and Compensation Study D. CLOSING ITEMS 1. Oral Communications and Director Comments 2. Adjournment Tuesday, April 16, 2019 Board of Directors Study Session 290 Paularino Avenue, Costa Mesa at 9:30AM Public Comments: Any member of the public may address the Board. Speakers on agenda items should identify themselves to the District Clerk before the meeting so that their input can be provided at the time the item is considered. Speakers on non-agenda items will be heard under Public Comments. Pursuant to State law, the Board may not discuss or take action on non-agenda items except under special circumstances. Speakers must limit their remarks to four minutes or as decided upon by the Presiding Officer. The Presiding Officer reserves the right to declare any speaker out of order. Obtaining Agenda Materials: The public is entitled to copies of all documents that are made part of the agenda packet. If any document or other writing pertaining to an agenda item is distributed to all or a majority of the Board after the packet is prepared, a copy of that writing may be obtained at the District offices at 290 Paularino Avenue, Costa Mesa, California. In Compliance with ADA: Contact District Clerk, Noelani Middenway, at (949) 645-8400, 48 hours prior to meeting if assistance is needed (28 CFR 35.102.35.104 ADA Title II). A. OPENING ITEMS James Ferryman, President Robert Ooten, Vice President Arlene Schafer, Secretary Michael Scheafer, Director Arthur Perry, Director Subject 1. Roll Call - (If absences occur, consider whether to deem those absences excused based on facts presented for the absence – such determination shall be the permission required by law.) Meeting Apr 16, 2019 - Board of Directors Study Session Access Public Type Procedural B. PUBLIC COMMENTS - This time has been set aside for persons in the audience to make comments on items within the subject matter jurisdiction of the Costa Mesa Sanitary District that are not listed on this agenda. Members of the public will have the opportunity to address the Board of Directors about all other items on this agenda at the time those items are considered. Under the provisions of the Brown Act, the Board of Directors is prohibited from taking action on oral requests but may refer the matter to staff or to a subsequent meeting. The Board of Directors will respond after public comment has been received. Please state your name. Each speaker will be limited to four (4) continuous minutes. Subject 1. Public Comments Meeting Apr 16, 2019 - Board of Directors Study Session Access Public Type Procedural C. ITEMS OF STUDY To: Board of Directors Via: Scott Carroll, General Manager From: Nabila Guzman, Management Analyst I Date: April 16, 2019 Subject: Organics Tonnage Report Summary A total of 713.63 tons of organic waste were collected and recycled in March 2019. Staff Recommendation That the Board of Directors receives and file this report. Analysis Below is a graph depicting the total tonnage of organic waste collected during each month of the last three fiscal years. Subject 1. March 2019 Organics Tonnage Report Meeting Apr 16, 2019 - Board of Directors Study Session Access Public Type Action, Receive and File Recommended Action That the Board of Directors receive and file this report Goals 2.00 Solid Waste File Attachments Organics Recycling.png (17 KB) Tonnage Summary.png (20 KB) Legal Review Not applicable. Environmental Review Consideration of the Organics Tonnage Report is an administrative matter and not a disturbance of the environment similar to grading or construction and not a project under CEQA or the District’s CEQA Guidelines. Financial Review Not applicable. Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the April 16, 2019 Board of Directors Study Session meeting at District Headquarters and posted on the District’s website. C. ITEMS OF STUDY To: Board of Directors Via: Scott Carroll, General Manager From: Nabila Guzman, Management Analyst I Date: April 16, 2019 Subject: Solid Waste Diversion Report Summary A total of 2,028 tons of solid waste were collected and recycled in March 2019. Staff Recommendation That the Board of Directors receive and file this report. Analysis Using data from CR&R's Recycling Report and OCC's Recycling Center Recycling Report, staff has calculated the diversion rate for the last nine months at 61.37%. A total of 32,957.29 tons of solid waste materials have been collected, of which 20,224.89 tons have been diverted away from landfills. In addition to curbside collection from CR&R, CMSD offers a variety of other waste diversion programs including large item pickup, where white goods are collected. The total tonnage of white goods for the month of March was not available in time to include in this report. However, these numbers will be included in the May report. Attachment A is the fiscal year 2018-19 diversion rate support. Legal Review Not applicable. Environmental Review Consideration of the Solid Waste Diversion Report is an administrative matter and not a disturbance of the environment similar to grading or construction and not a project under CEQA or the District’s CEQA Guidelines. Financial Review Not applicable. Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the April 16, 2019 Board of Directors Study Session meeting at District Headquarters and posted on the District’s website. Alternative Action 1. Direct staff to report back with more information. File Attachments CRR-OCC Diversion.pdf (75 KB) Subject 2. March 2019 Solid Waste Diversion Report Meeting Apr 16, 2019 - Board of Directors Study Session Access Public Type Action, Receive and File Recommended Action That the Board of Directors receive and file this report Goals 2.00 Solid Waste C. ITEMS OF STUDY To: Board of Directors From: Ed Roberts, Code Enforcement Officer Date: April 16, 2019 Subject: March 2019 Code Enforcement Officer Report Summary Attached is the monthly report from Officer Roberts describing his enforcement activities for the month of March regarding scavenging of recyclable materials, trash carts stored in public view and graffiti on trash carts. Recommendation That the Board of Directors receive and file this report. Analysis In the month of March, Officer Roberts approached seven (7) individuals he observed scavenging from CMSD trash carts. In the same month he issued 119 warning notices to residents storing their trash carts in public view. Officer Roberts found no graffiti on trash carts in the month of March. Officer Roberts enforcement activities are described in more detail in the attached report. Legal Review Not applicable. Environmental Review Code enforcement activities and reporting are not a disturbance of the environment similar to grading or construction and do not constitute a project under CEQA or the District’s CEQA Guidelines. Financial Review Officer Roberts' activities are funded 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 April 16, 2019 Board of Directors Study Session meeting at District Headquarters and posted on the District’s website. Alternative Actions 1. Direct staff to report back with more information. File Attachments March 2019 CEO report.doc (1,316 KB) Subject 3. March 2019 Code Enforcement Officer report Meeting Apr 16, 2019 - Board of Directors Study Session Access Public Type C. ITEMS OF STUDY To: Board of Directors From: Scott Carroll, General Manager Date: April 16, 2019 Subject: Food Bank Program Summary The Board requested this item be brought back for discussion by inviting CR&R Environmental Service to give a presentation about Orange County's Food Bank Program. Joining CR&R will be Mike Learakos, Executive Director of Waste Not OC. Recommmendation That the Board of Directors receive and file this report. Analysis Waste Not OC is a public/private effort to help end hunger and reduce food waste. According to Waste Not OC website, Waste Not OC Coalition works collaboratively with hospitals, food banks, municipalities, the food industry and the waste hauling industry to reduce hunger and food waste by safely and cost effectively recovering unwanted wholesome food for distribution to local pantries serving those in our community facing food insecurity. Today, Mr. Learakos will explain more details about Waste Not OC efforts to end hunger and reduce food waste and how the public and organizations can get involved. Legal Review Not applicable Environmental Review Listening to a presentation on an Orange County food bank will not result in direct or indirect physical changes to the environment similar to grading or construction and is not considered a project under CEQA. Financial Review Not applicable Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the April 16, 2019 Board of Directors study session meeting at District Headquarters and on District website at www.cmsdca.gov Alternative Actions 1. Direct staff to report back with more information. File Attachments CMSD WNOC Presentation April 2019.pdf (2,510 KB) Subject 4. Food Bank Program Meeting Apr 16, 2019 - Board of Directors Study Session Access Public Type Action Recommended Action That the Board of Directors receive and file this report Goals 2.00 Solid Waste 2.4 Develop Strategies for 75% Waste Diversion C. ITEMS OF STUDY To: Board of Directors Via: Scott Carroll, General Manager From: Nabila Guzman, Management Analyst I Date: April 16, 2019 Subject: CR&R Consumer Price Index Increase Request Summary Per section 3.4 of the 2018 CR&R contract, hauler rates may be considered for a Consumer Price Index (CPI) adjustment every two years during the term of the agreement. The hauler may request a two-year CPI adjustment using prior years' data to be applied for the two future years. Per the contract, CPI increases are not automatic and need Board of Directors approval. Contract language also stipulates the District has the right to audit the hauler's revenue to check hauler's profit margin before the Board of Directors makes a decision. Recommendation That the Board of Directors authorize District Treasurer to review CR&R's profit margin with respect to services provided to the District. Analysis Per section 3.4 of the 2018 CR&R contract, hauler rates may be considered for a Consumer Price Index (CPI) adjustment every two years during the term of the agreement. The hauler may request a two-year CPI adjustment using prior years' data to be applied for the two future years. Per the contract, CPI increases are not automatic and need Board of Directors approval. CR&R submitted their first CPI increase request on Friday, March 29, 2019 via email, their request is attached to this report for your review. Contract language also stipulates that the District has the right to audit the hauler's revenue to check hauler's profit margin before the Board of Directors makes a decision. Staff is requesting that the Board of Directors authorize the District Treasurer, Mr. Marc Davis, to review CR&R's profit margin with respect to the services provided to the District and advise the Board of his findings. Per our contract, CR&R shall make available to the District documentation stating their profit margin but CR&R has requested that the report not become public record. As such, Mr. Davis will conduct his review at CR&R's offices. CR&R is requesting a CPI increase to the following rates: 1. Hauler (Occupancy) Fee — This fee includes all costs that CR&R has for collection of mixed waste/organics and all equipment used including vehicles and issuing carts to customers. The current rate is $9.7954 per unit/per month. 2. Processing Fee Recycling/Disposal — Cost per ton to process mixed solid waste. The current rate is $51.97 per ton. This is a net rate to the District and includes any recyclable revenue retained by CR&R. 3. Conversion Technology Fee (Organics) — Current rate is $71.50 per ton, cost for delivery and processing of organic tonnage at the AD Facility. The request for Board action on the CPI request will be presented to the Board of Directors at the June 27, 2019 meeting. If a CPI increase is granted, the new rates will be effective July 1, 2019. Staff is recommending waiting until the June Board Meeting because the District is holding a solid waste increase public hearing at the May 23rd meeting and it is ill-advised that the District award a CPI increase before residents have an opportunity to protest the rate increase that will ultimately cover hauler costs. Subject 5. CR&R Consumer Price Index Increase Request Meeting Apr 16, 2019 - Board of Directors Study Session Access Public Type Action, Receive and File Recommended Action That the Board of Directors authorize District Treasurer to review CR&R's profit margin with respect to services provided to the District. Goals 2.00 Solid Waste 2.2 Annual Contract Audits Legal Review Legal review is not required. Environmental Review Consideration of a consumer price index increase to hauler rates is an administrative matter and not a disturbance of the environment similar to grading or construction and not a project under CEQA or the District’s CEQA Guidelines. Financial Review The cost of the review will be incurred under the District's existing contract with the District Treasurer. The estimated range of the cost to perform the review is between $1,500 and $2,000. Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the April 16, 2019 Board of Directors Study Session meeting at District Headquarters and posted on the District’s website. Alternative Actions 1. Direct staff to report back with more information. File Attachments CPI Request.pdf (258 KB) C. ITEMS OF STUDY To: Board of Directors From: Rob Hamers, District Engineer Date: April 16, 2019 Subject: Consider One of the Four Alternative Designs for Project #318 President Pump Station Reconstruction Summary The project was initiated after the west side pumping station abandonment program was canceled and will reconstruct the President Pump Station to bring it into conformance with today’s District standards. The existing wet well-dry well pump station would be replaced by a typical submersible pump station, and in addition to the regular features of such a station, a large emergency storage vault would be added along with a permanently mounted emergency diesel generator. The District has identified four alternative designs and produced four site plans and budgets to consider. Additionally, discussion and resulting opinions have been obtained from the residents on President Place, from the District’s 11-member Citizens Advisory Committee and from the District's wastewater maintenance staff. The purpose of the study session is for the Board of Directors to take all the aforesaid information under advisement and determine a direction for the District. Staff would then return to the April 25 regular Board meeting with a budget and funding plan to continue moving forward with the project. Recommendation That the Board of Directors direct staff to bring this item back to the April 25, 2019 meeting to consider approving one of the four alternative designs for Project #318 President Pump Station Reconstruction Analysis ALTERNATIVE 1 Construction is estimated at $2.2 million and this alternative represents the best possible engineering design, but its the most expensive. The pump station will be 100% new and located in the existing easement. Retaining walls are required to handle the expanded footprint and shoring is needed to construct the underground concrete structures. The station, as designed, can sustain a downtime of 2.5 hours during peak flow and ten hours during low flow before an overflow would occur. The emergency storage vault is designed at seventeen feet deep and the wet well is designed at 26.5 feet deep. ALTERNATIVE 2 Construction is estimated at $1.5 million and this alternative is closest to the original budget and very little funding is necessary. The alternative will reuse the existing concrete pump station as the emergency storage vault assuming a thorough analysis of the station concludes the structure will be sound after removing interior walls and adding columns and beams. There are no existing plans for this structure but every concrete pump station in the District has been found to be structurally sound. The station as designed, can sustain a downtime of two hours during peak flow and 8.5 hours during low flow before an overflow would occur. The emergency storage vault will be thirteen feet deep and the wet well will be approximately eighteen to twenty feet deep. Subject 6. Consider One of the Four Alternative Designs for Project #318 President Pump Station Reconstruction Meeting Apr 16, 2019 - Board of Directors Study Session Access Public Type Action, Discussion Fiscal Impact Yes Recommended Action That the Board of Directors direct staff to bring this item back to the April 25, 2019 meeting to consider approving one of the four alternative designs for Project #318 President Pump Station Reconstruction Goals 1.0 Sewer Infrastructure 1.7 Pump Station Maintenance & Standardization Program ALTERNATIVE 3 Construction is estimated at $2.0 million and this alternative is similar to Alternative 1 except the concept is to reduce cost by relocating the emergency storage vault so the incoming sewer main does not need relocation. The station as designed can sustain a downtime of two hours during peak flow and 8.5 hours during low flow before an overflow would occur. The emergency storage vault will be fifteen feet deep and the wet well approximately twenty four feet deep. ALTERNATIVE 4 The first three alternatives are all located in the existing easement while Alternative 4 represents construction in the President Place cul-de-sac. Construction is estimated at $1.8 million. The station as designed can sustain a downtime of 2.5 hours during peak flow and over eight hours during low flow before an overflow would occur. The emergency storage vault will be eleven feet deep and the wet well approximately twenty one feet deep. This alternative found disfavor from the residents on President Place, the District’s Citizens Advisory Committee, and the District’s wastewater maintenance staff as outlined below. Neighborhood Opinion The Board and staff desired public input for the four alternative designs regarding the reconstructed station. Staff prepared 24” x 36” foam board site plans for each of the four alternatives and arranged for a neighborhood meeting on Saturday, March 2, 2019. Due to rainy weather, only two residents attended the meeting, one of which was the owner of 2034 President Place, the residence containing the District’s easement and existing President Pump Station. Although only two residents attended, significant information was provided regarding water flow during heavy rains and the adjacent storm drain system, the ability for District vehicles to park by the station, utility locations, and neighborhood dynamics. Due to the low neighborhood turn out on March 2nd, staff tried to engage the neighborhood's opinion by a mail-in survey. Twenty- four survey's were mailed to renters and property owners on President Place that included photo simulation of the potential placement of the electrical enclosure and antenna on President Place, the potential loss of one parking space and the location of the station at the end of the cul-de-sac. The survey read as follows: "Regarding constructing the underground pump station in the cul-de-sac with the above ground electrical enclosure and antenna as shown in the photo simulation with the curb painted red, I am ¨In favor of the proposal at the end of the cul-de-sac that includes constructing the electrical enclosure and antenna in front of 2043 President Place. ¨Against the proposal at the end of the cul-de-sac and would rather have the pump station constructed at its original location in the easement adjacent to the park." A prepaid stamped returned envelope to HQ was included in the survey. Of the twenty-four surveys mailed, eight were returned to HQ (33% return ratio). The following are the results: 3 In favor 5 Against Citizens Advisory Committee Recommendation On March 13, 2019, staff presented the four alternatives to the Citizens Advisory Committee (CAC) with a request to discuss the options and make a recommendation to the Board of Directors. The CAC listened to a presentation of the benefits, short comings, and cost of each alternative prior to discussion and questions and answers. Regarding the option to construct the pump station in the cul-de-sac, due to the four to five month potential construction period, the permanent loss of a parking space in the cul-de-sac, and the ongoing presence of maintenance vehicles in the cul-de-sac, the CAC believed the disruption to the neighborhood was too severe and unanimously voted against Alternative 4. The CAC voted for Alternative 2, which involves reusing the existing pump station concrete structure as the emergency storage vault subject to passing a structural analysis. The CAC unanimously approved Alternative 2 because it is the least expensive alternative and nearly fits within the existing budget. If the existing concrete vault was found to be unusable, the CAC approved Alternative 3 as the next option for this station. Wastewater Maintenance Staff Recommendation The District's wastewater maintenance staff also considers Alternative 4 to be disruptive during construction and during maintenance. The impact during maintenance consists of having a service truck idling at the red painted curb where an open parking space used to exist while the electrical enclosure is opened and the safety check accomplished. Maintenance visits may also include exercising valves, adjusting levels and sensors, checking the SCADA signal, pumping down the wet well, removing and repairing pumps, and washing down the wet well and emergency storage vault with the large vactor truck. The neighbors will also hear the back-up warning sound when the trucks are in reverse. The maintenance staff understands Alternative 1, as previously bid, represents the superior design but recognizes it is also the most expensive design. Maintenance staff understands the concern with reusing the existing concrete vault in Alternative 2 and the changes in Alternative 1 to possibly save $200,000 by using Alternative 3. Wastewater maintenance staff will be attending today's meeting and will be available to answer questions from the Board. Legal Review Not required at this time. Environmental Review The replacement of an existing pump station with a similar pump station of the same size for the same rate of flow as shown on the plans for Project #318 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 attached budget review indicates the funding needed for each alternative and the funding will occur in the forthcoming 2019- 2020 capital improvement budget. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the April 16, 2019 Board of Directors study session at District Headquarters and on the District’s website. Alternative Actions Refer the matter back to staff for additional information. File Attachments Budget Calculations Rev 2.docx (17 KB) C. ITEMS OF STUDY To: Board of Directors From: Scott Carroll, General Manager Date: April 16, 2019 Subject: Construction Inspection Program Summary On February 12, 2019, the Board of Directors considered reinstating the firm, Robin B. Hamers & Associates (RBHA) for providing construction inspection services. The Board also took into consideration the creation of a construction inspector position within CMSD. Due to concern RBHA proposal did not include prevailing wage, the Board directed staff to bring this item back for discussion after Rob Hamers has reviewed prevailing wage requirements and submit a revised proposal. Attached is RBHA revised proposal. Staff has concerns with RBHA charging the District two different rates for inspections because disputes may arise in determining the correct rate for inspection services. Staff wants to avoid significant billing disputes with RBHA regarding inspection services. Therefore, staff has developed a plan that we believe is a "win-win" for both RBHA and the District. Recommendation That the Board of Directors direct staff to bring this item back to the April 25, 2019 meeting to consider the following: 1. Enter into an agreement with County of Orange Public Works for construction inspection services for public works projects; and 2. Approve Robin B Hamers & Associates as construction inspector for private development; and 3. Approve a succession and knowledge transfer plan for inspection services where District Engineer will pass on his institutional Subject 7. Construction Inspection Program Meeting Apr 16, 2019 - Board of Directors Study Session Access Public Type Action Fiscal Impact Yes Budgeted Yes Budget Source Wastewater Fund Recommended Action That the Board of Directors direct staff to bring this item back to the April 25, 2019 meeting to consider the following: 1. Enter into an agreement with County of Orange Public Works for construction inspection services for public works projects; and 2. Approve Robin B Hamers & Associates as construction inspector for private development; and 3. Approve a succession and knowledge transfer plan for inspection services where District Engineer will pass on his institutional knowledge to CMSD's Engineering Technician; and 4. Approve amending job title from Engineering Technician to Engineering Technician/Construction Inspector that includes inspecting public works projects; and 5. Approve hiring Robin B Hamers & Associates as the Alternate Construction Inspector when CMSD Engineering Technician/Construction Inspector is on leave. Goals 1.0 Sewer Infrastructure 3.00 Partnerships 3.2 Strengthen our ties with local governments, Special districts and educational institutions 5.0 Administrative Management 6.0 Personnel/Organizational Management 6.5 Create a Development Plan 6.7 Promote high employee satisfaction knowledge to CMSD's Engineering Technician; and 4. Approve amending job title from Engineering Technician to Engineering Technician/Construction Inspector to include inspecting public works projects; and 5. Approve hiring Robin B Hamers & Associates as the Alternate Construction Inspector when CMSD Engineering Technician/Construction Inspector is on leave. Analysis Staff is recommending a hybrid approach to construction inspections. An effective construction inspection program is needed to ensure contractors are following plan designs and specifications. Without construction inspection, contractors may avoid performing tasks to save money or their workmanship may not conform to industry standards, which could potentially cause a sanitary sewer overflow. Currently, construction inspection services is performed by a private firm, AndersonPenna Partners, Inc. at $125.00 an hour, which is well above the current California prevailing wage rate for construction inspection at 74.90 an hour. Because public works inspection services is prevailing wage, AndersonPenna is required to register its services with the California Department of Industrial Relations (DIR), otherwise known as PWC 100 form. AndersonPenna assigned DIR Project ID number is 273971, and they are required to use this number when they submit certified payroll records in DIR's Electronic Certified Payroll Reporting (eCPR) database. The inspector from AndersonPenna is inspecting public works and private development projects In accordance with California Labor Code, Section 1771, prevailing wages are required to be paid by private firms to their workers on public works projects. Public works projects are defined as construction, alteration, demolition, installation or repair work done under contract and paid in whole or in part out of public funds. This means inspectors do not have to be paid prevailing wages when they are inspecting private development. RBHA's proposal of $65.00 an hour to perform private development inspections would not violate Section 1771 and the District would experience immediate savings from its current inspection contract. Furthermore, RBHA would not have to file his firm with DIR and the firm does not have to submit certified payroll records in eCPR database. Public agencies are exempt from Section 1771 and do not have to pay prevailing wages to public employees working on public projects. In attempt to reduce the District's current hourly rate for construction inspection, staff contacted officials at Orange County Sanitation District (OCSD) to inquire their interest to providing temporary construction inspection services. Unfortunately, OCSD declined to provide construction inspection services because they do not have the resources to assist CMSD. In fact, OCSD is supplementing their construction inspection with private firms. Staff contacted officials at the County of Orange Public Works Department to inquire their interest to providing temporary construction inspection services. Attached is a letter from OC Public Works along with position descriptions and the hourly labor rate for each position. The hourly rate for a construction inspector is $97.62, which is an immediate savings from the District's current inspection contract. Staff is recommending a contract with the County because of the savings and resources they can provide to the District such as personnel, technology, tools, vehicles, etc. Attached is a copy of a sample agreement from the County that would be executed if the Board approves staff's recommendation. To reduce inspection costs even further staff is recommending the job description for the District's Engineering Technician be amended to include construction inspection services. An analysis performed by District consultant, Ralph Anderson & Associates, found it appropriate to amend the Engineering Technician's job description by including construction inspection to the position's existing duties. The consultant is recommending the Engineering Technician title be changed to Engineering Technician/Construction Inspector and the maximum salary range increase from $41.7144 to $43.8262 an hour. By including District benefits the maximum fully burden hourly rate for the Engineering Technician/Construction Inspector position is $56.9741. If approved by the Board, the amended position and salary range will be in the FY 2020-21 Budget. As mentioned in the February 12, 2019 staff report, The District's Engineering Technician has expressed interest performing construction inspection services. A professional development plan has been created for him that includes enrolling at Santiago Canyon College to earn a Public Works Certificate with an emphasis on construction inspection and signing up using American Public Works Association (APWA) eLearning portal for APWA Construction Inspection 201 webinar, which is a 24-course program. The program includes an array of information for the Engineering Technician, including: communication; contractor relations; plans and specifications; construction meetings; progress meetings; scheduling; documentation; negotiations; and project close-out. In addition, the Engineering Technician is going on ride along with the current inspector from AndersonPenna to gain firsthand knowledge and experience as a construction inspector. If the Board approves a contract with OC Public Works for inspection services, the Engineer Technician would go on ride along with the inspector. When CMSD's inspector is on leave due for vacation or sick time, RBHA would serve as the District's Alternate Inspector for public works project at 98.00 an hour. This will ensure inspection services is continued on a regular basis. RBHA would be required to register with the California Department of Industrial Relations (DIR) for public works inspection services and the firm would be required to submit certified payroll records in DIR's Electronic Certified Payroll Reporting (eCPR) database. In an effort to continue our partnership with RBHA, staff is recommending Rob Hamers continues meeting with the Engineering Technician to mentor and transfer his institutional knowledge to him. This is good succession planing and its already occurring as the Engineering Technician is preparing to take his public engineer's test within a few years. In RBHA proposal, Mr. Hamers identified six proper procedures for inspections and indicated the District is not performing steps 3, 4, 5 and 6. The following is staff's response to Mr. Hamer's claim. The procedures below will continue with the County inspector and when inspections are performed by the Engineering Technician/Construction Inspector. 3. Prior to inspection, Rob reviews the plans with the inspector to explain the work, the contractor’s procedure, the critical steps, and other fine points. The District Engineer uses each project as a “teaching moment” to explain contractor techniques, advances in the industry, no dig technologies, and other important points to educate the inspector. The District's Engineering Technician has a Mechanical Engineering degree and knows how to review plans. The Engineering Technician can review approved sewer plans with Mr. Hamers at the time he delivers plans to the District for upcoming projects and will note the critical steps and procedures required to inspect. The Engineering Technician can also review with Mr. Hamers before inspections for specific pointers to inspect each project and relay the message to the inspector. The Engineering Technician will keep a list of approved sewer plans with notes from Mr. Hamers to relay to inspector. As Mr. Hamers mentions above, this procedure is used as a "teaching moment." This procedure will conform to Recommendation Number 3 above by having Mr. Hamers transfer his institutional knowledge to the District Engineering Technician as he develops and trains to become the District's inspector. 4. During the construction work by the contractor, the inspector calls the district engineer with updates and visits the district engineer to review situations and discuss problems. The AndersonPenna inspector has kept in contact with both Mr. Hamers and the Engineering Technician of changes in the field that needs to be addressed before inspection can continue. The inspector has requested project engineers to revise sewer plans for Mr. Hamers to approve before proceeding with inspections. For private sewer developments, Mr. Hamers informs AndersonPenna inspector that work can continue and changes can be made in the field as long as the changes are noted on the plans to keep the work flowing. 5. When project is complete, the inspector provides his red lined set of plans to the district engineer for review. After any clarifications are made, the construction plans are as-built and go into the “atlas update bin.” Since AndersonPenna has started inspections in September 2018, there has not been any major improvement projects in the right of way that has been completed. CMSD has recently started requesting for four copies instead of three copies of sewer plans to be approved so that AndersonPenna inspector can have a set when he goes out to the field to inspect and mark any changes. 6. Periodically, the plans in the “atlas update bin” are used to update the GIS atlas and a portion of the plans are saved. The saved plans are given a reference number, such as S-2018-1.1 to 1.5, and then added to the permanent records of the District. Once a project is completed, CMSD will have the inspector turn in the red lines and notes. Legal Review District Counsel has reviewed and approved the sample agreement from the County. Environmental Review Job classification and compensation for an Inspector position is an administrative matter, which will not result in direct or indirect physical changes to the environment similar to grading or construction and is not considered a project under CEQA. Financial Review Staff estimates the annual cost for the County to provide construction inspection services for public works projects is $97,620. The average annual inspection hours accrued in the last three years for inside inspections (e.g. CIP and public works projects) was 1,161 hours. Staff is assuming the County will spend 1,000 hours inspecting public works projects. Staff estimates the annual cost for RBHA to provide construction inspection services for private development is $58,500. The average annual inspection hours accrued in the last three years for outside inspection was 900 hours. The cost to the FY 2020-21 Budget to amend the Engineering Technician position to Engineering Technician/Construction Inspector is an additional $3,541. The Engineering Technician/Construction Inspector will not be at the maximum salary range in FY 2020-21 and will not reach the maximum range for at least four years. Additional one-time expenses for the Inspector position would include a vehicle. To support the District's mission of protecting the community's health and the environment, staff recommends acquiring an electric vehicle like the Ford Focus Electric at an estimated cost of $53,000, which includes outfitting the vehicle with exterior warning lights. Other expenses would include procuring and installing a vehicle charger for $6,000 and a wireless tablet, mount and router for $2,700 so the inspector can take pictures and use an electronic inspection log while in the field. If approved by the Board, these expenses will be budgeted in the FY 2020-21 Budget. By having RBHA perform outside inspections services the duties for the Engineering Technician/Construction Inspector can be performed by one person, which means the District would not have to hire another person if the Board approves the amended position. Public Notice Process Copies of this report are on file and will be included in the complete agenda packet for the April 16, 2019 Board of Directors Study Session meeting at District Headquarters and posted on the District’s website at www.cmsdca.gov. Alternative Actions 1. Direct staff to report with more information. File Attachments Inspection Request rev 1.pdf (230 KB) Letter to Scott Carroll with Costa Mesa Sanitary District from Khalid Bazmi regarding Municipal Services Construction Management Costa Mesa Sanitar.pdf (292 KB) County Agreement.pdf (90 KB) C. ITEMS OF STUDY To: Board of Directors Via: Scott Carroll, General Manager From: Dyana Bojarski, Management Analyst II Date: April 16, 2019 Subject: Classification and Compensation Study Summary In December 2018, the District contracted with Ralph Andersen and Associates, to conduct a comprehensive classification and compensation study for all full-time and part-time employees. It is a recommended practice, as an industry standard, to periodically review and update personnel classifications and adjust compensation levels as necessary. This meets the District's Strategic Plan objective of employing and retaining a high quality, motivated workforce while offering competitive compensation and benefits. The study also included a survey of surrounding agencies compensation and benefits for Board Members. As a result of the classification segment, the Consultant recommended position title changes that align better with the market and reclassifications that allocate staff to more applicable positions. For the compensation segment of the study, adjustments to the current salary schedule were recommended based on market data and the internal relationships. Recommendation That staff bring this back to the April 25, 2019, Board meeting for consideration of approving new classifications and bring existing classifications into the recommended salary ranges. Analysis The District contracted with Consultant, Ralph Andersen and Associates, to perform a comprehensive classification and compensation study. A comprehensive salary and job classification study helps to ensure the District is offering a salary and benefits package that is competitive with the private and public sector labor market and has the ability to attract and retain well-qualified employees. It also helps to assure that job descriptions consistently reflect actual work duties. The components of the Classification and Compensation Study include: Conducting orientation kickoff session with employees Job analysis questionnaires completed by employees Job analysis interviews with employees to follow-up with questionnaire Preparation of classification specifications Management/employee review process and finalization of classification study recommendations Identifying comparison agencies and collecting and analyzing compensation data Developing salary recommendations for all job classes Developing implementation strategy options and computing implementation cost Classification Recommendations As a result of the study, the Consultant recommended the following classification changes that align better with the market and allocate staff to more applicable positions. Subject 8. Classification and Compensation Study Meeting Apr 16, 2019 - Board of Directors Study Session Access Public Type Discussion Goals 6.2 Job Description Updates 6.0 Personnel/Organizational Management District Wide Classifications Office Specialist It is recommended that a new classification of Office Specialist be created to provide general clerical and office support duties to assigned areas Administration - Human Resources Management Analyst II In order to more accurately reflect the duties and responsibilities assigned to this position, it is recommended that it be re-allocated to Administrative Services Manager. This position is responsible for planning, organizing, managing, and providing oversight for all functions and activities related to human resources administration, risk management, and employee relations. This position is also responsible for overseeing facilities maintenance activities. District Clerk District Clerk In order to more accurately reflect the duties and responsibilities assigned to this position, it is recommended that the title be changed to District Clerk/Public Information Officer. This position is responsible for planning, organizing, managing, and providing oversight for all functions and activities of the District Clerk office, as well as overseeing the public information activities, emergency operations management and coordination, and the information technology contract for the District. Maintenance Maintenance Assistant It is recommended that the title of this position be changed to Facilities Maintenance Worker. This position is responsible for performing a variety of custodial and general facility maintenance duties including minor painting, carpentry, electrical, and plumbing work. In order to more accurately reflect the duties and responsibilities assigned to this position. Engineering Engineering Technician In order to more accurately reflect the duties and responsibilities assigned to this position, it is recommended that the title be changed to Engineering Technician/Construction Inspector. This position is responsible for performing technical/paraprofessional engineering tasks related to the issuance and processing of sewer permits including plan checking and calculating and collecting associated fees, as well as field engineering work involved in inspecting construction activities on assigned District projects. It is important to note that these title changes would become effective 2019-20 Fiscal Year with the exception of the Engineering Technician classification which would take effect 2020-21 Fiscal Year. Compensation and Benefits Consultant collected and analyzed compensation data from surrounding labor market agencies. Source documents included position control documents, job descriptions, salary schedules, benefit summaries and MOUs. The agencies utilized in the survey were: South Coast Water District Santa Margarita Water District Mesa Water District Orange County Sanitation District Yorba Linda Water District City of Newport Beach City of Irvine Irvine Ranch Water District City of Fountain Valley El Toro Water District Orange County Water District City of Huntington Beach Moulton Niguel Water District City of Costa Mesa City of Orange City of Tustin After careful analysis, that included pay structure trends and base salary analysis, the calculation of the survey data mean, median, and selected percentiles was calculated. Internal pay relationships were also analyzed in order to attain sound and equitable relationships for the compensation. In assessing classifications with comparable agencies, classifications with similar duties and responsibilities were matched. However, not all classifications were matched, only those that are most common in the market, also known as benchmarks. Using benchmarks is a common practice and it enables agencies to determine pay for non-matched classifications using benchmark salary findings. Based on the results of the analysis and labor market survey, the following salary recommendations have been made. Board Member Per Diem/Meeting Survey The same survey agencies, with the addition of Midway City Sanitary District, were used for the Board Member per diem/meeting survey as was used for the full-time and part-time employee survey. The average rate of the surveyed agencies for per diem/meeting is $229 and the median rate is $216. The current rate for District Board Members is $295 per meeting with a maximum of six eligible monthly meetings. Legal Review Not applicable. Environmental Review A classification and compensation study 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 Incorporating the recommended salary ranges would result in a total annual increase to personnel salaries in the amount of $81,863.19. This is due to the new Office Specialist classification; the amended job classification title from Maintenance Assistant to Facilities Maintenance Worker and from Management Analyst II to Administrative Services Manager; and the adjustment to bring the Management Analyst I and the Finance Manager classifications into the recommended salary ranges. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the April 16, 2019, Board of Directors Study Session meeting at District Headquarters and on District's website. Alternative Actions 1. Refer the matter back to staff. File Attachments Costa Mesa SD Base Survey Data 2019-04-11.pdf (261 KB) Costa Mesa SD Total Comp Survey Data 2019-04-11.pdf (583 KB) D. CLOSING ITEMS Subject 1. Oral Communications and Director Comments Meeting Apr 16, 2019 - Board of Directors Study Session Access Public Type D. CLOSING ITEMS THE NEXT STUDY SESSION OF THE COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS WILL BE HELD ON TUESDAY, MAY 14, 2019 AT 9:30 A.M. IN THE DISTRICTS BOARD ROOM, 290 PAULARINO AVENUE, COSTA MESA. Subject 2. Adjournment Meeting Apr 16, 2019 - Board of Directors Study Session Access Public Type Procedural