2020_02_11_ssTuesday, February 11, 2020
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 Acting District Clerk, Gina Terraneo, 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. January 2020 Code Enforcement Officer Report
2. Reclassifying The Part-time Accounting Clerk Position to Full-time Status
3. Update - Communications Support and Strategy RFP
4. Refund of Wastewater and Solid Waste Assessment - APN 422-102-09 Bernard Street
5. Quarterly Legislative Update - Quarter 1
6. Robin B. Hamers & Associates, Inc. Update
D. CLOSING ITEMS
1. Oral Communications and Director Comments
2. Adjournment
Tuesday, February 11, 2020
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 Acting District Clerk, Gina Terraneo, 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 Feb 11, 2020 - 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 Feb 11, 2020 - Board of Directors Study Session
Access Public
Type Procedural
C. ITEMS OF STUDY
To: Board of Directors
From: Ed Roberts, Code Enforcement Officer
Date: February 11, 2020
Subject: January 2020 Code Enforcement Officer Report
Summary
Attached is the monthly report from Officer Roberts describing his enforcement activities for the month of January regarding
scavenging of recyclable materials, trash carts stored in public view and graffiti on trash carts.
Recommendation
That the Board of Directors receives and files this report.
Analysis
In the month of January, Officer Roberts approached five (05) individuals observed scavenging from CMSD trash carts. In the same
month he issued 107 warning notices to residents storing their trash carts in public view. Officer Roberts found no graffiti on trash
carts in the month of January.
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 February 11, 2020 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
January 2020 CEO report.doc (1,421 KB)
Subject 1. January 2020 Code Enforcement Officer Report
Meeting Feb 11, 2020 - Board of Directors Study Session
Access Public
Type Action, Receive and File
Recommended Action That the Board of Directors receives and files this report.
C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Kaitlin Tran, Finance Manager
Date: February 11, 2020
Subject: Reclassifying The Part-time Accounting Clerk Position to Full-time Status
Summary
Maintaining the reporting and accounting duties required by the Finance Department with only a part-time Accounting Clerk has
become a challenge. The District’s current part-time Accounting Clerk position is scheduled for 20 hours a week. Staff is proposing
that this classification convert from a part-time position to a regular full-time position in order to meet the accounting needs of the
District.
Recommendation
That the Board of Directors direct staff to bring this item back to the February 24, 2020 regular Board of Directors meeting to consider
approving reclassifying the part-time Accounting Clerk position to full-time status.
Analysis
From September 2015 to May 2019, the Finance Department consisted of three full-time positions: the Finance Manager, the Senior
Accountant and the Administrative Assistant II. The Administrative Assistant II position worked at the front desk while assisting the
Finance Department during the majority of their time. 2019 was a challenging year for the Finance Department. Due to unanticipated
events, the department came to consist of two full-time employees, a Finance Manager and an Accountant, along with a part-time
Accounting Clerk. It became a struggle for the Finance team to keep up with the additional activities in the department due to the
growth of the District over the last few years.
The Accounting Clerk is limited to working 20 hours a week, which does not provide adequate time to assist the Finance Department
with other duties. Within the past few years, the volume of invoices that accounts payable processes has increased. Also, to be in
compliance with current Fair Labor Standards Act (FLSA) laws, payroll processing requires an increased amount of time to complete.
In addition to accounts payable and payroll, the Finance Department also needs assistance processing accounts receivable, posting
cash receipts, generating and analyzing financial reports, scanning back-up documents to upload to Springbrook, and providing
support to the Finance Department when team members are out on leave.
Accounts Receivable:
The number of invoices being issued increased in 2019 compared to previous years; including, but not limited to, the monthly office
rental invoice, reimbursement requests, sanitary sewer overflows (SSO) back charges, grant requests, and back charges to
approximately 100 accounts for services. After an invoice is generated and issued, staff must follow up on payments and reconcile
the accounts in the General Ledger. If the invoice is still outstanding, staff then calculates the penalty and interest charge, generates
and reissues a past due invoice. The Finance Department requires additional assistance in accounts receivable.
Cash Receipts:
As previously mentioned, there has been an increase in invoices issued requiring additional assistance in recording the payments
received. In addition, there was an increase in new development within the last few years and residents have been moving into these
new homes. Residents of the newly developed properties pay a prorated amount during the year until they can be placed on the
County assessment. There were 142 new accounts in fiscal year (FY) 2016-17 and 181 new accounts in FY 2018-19 that paid a
Subject 2. Reclassifying The Part-time Accounting Clerk Position to Full-time Status
Meeting Feb 11, 2020 - Board of Directors Study Session
Access Public
Type Action, Discussion
Recommended Action That the Board of Directors direct staff to bring this item back to the February 24, 2020
regular Board of Directors meeting to consider approving reclassifying the part-time
Accounting Clerk position to full-time status.
Goals 6.0 Personnel/Organizational Management
7.0 Finance
prorated fee. Six months into this current fiscal year, there are 106 new accounts. Staff projects the number of new accounts will
continue to increase.
Provides Supports:
Currently, if a staff member goes out on leave, this results in one sole employee to manage all of the duties in the Finance
Department. Reclassifying the part-time Accounting Clerk position to a full-time position will provide additional support for the
department during the absence of staff and help to increase efficiency and effectiveness throughout the department on a daily
basis. Unfortunately, recruiting for the part-time Accounting Clerk position and finding a candidate that is a fit for the District has been
challenging. The full-time Accounting Clerk position will include benefits and hours that are more desirable in order to attract
candidates that are well qualified and a good fit for the District.
Legal Review
No legal review is required for reclassifying the Accounting Clerk position from part-time to full-time employment.
Environmental Review
The consideration of reclassifying the Accounting Clerk position is an administrative matter and is not a disturbance of the
environment similar to grading or construction and does not constitute a project under CEQA or the District’s CEQA guidelines.
Financial Review
If the Board approves the full-time Accounting Clerk position, the recruitment will start in March 2020 and the new incumbent will
have a target start date in May. There are sufficient funds available in both the Solid Waste and Wastewater Funds to cover the last
two months of FY 2019-20 for salary and benefits.
There is $29,000 budgeted in the FY 2020-21 Part-time Salaries and benefits accounts. An additional $45,500 is needed to cover for
the full-time Accounting Clerk fully burdened cost of $74,500.
Solid Waste Fund:
Staff is proposing to transfer from the Part-time Salaries, Anti-Scavenging, Tuition Reimbursement accounts to the Regular
Salaries account, a total of $10,500. Also, to transfer $3,810 from the Incentive Pay account to the benefits accounts.
Wastewater Fund:
Staff is proposing to transfer $21,200 from the Part-time Salaries account and $36,490 from the Contingency account to the
Regular Salaries account and the benefits accounts.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the February 11, 2020 Study Session
meeting at District Headquarters and posted on the District’s website.
Alternative Actions
Do not approve reclassifying the Accounting Clerk position from part-time to full-time employment.
C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: February 11, 2020
Subject: Update - Communications Support and Strategy RFP
Summary
The Solid Waste Ad Hoc Committee has interviewed the top three Communications Support and Strategy RFP proposals and
directed staff to revise the scope of services. All three firms were asked to provide an updated 12-month cost proposal. Attached to
this report is the revised scope of service and costs proposals submitted.
Recommendation
That the Board of Directors discuss this item and direct staff to bring this item back to the Solid Waste Ad Hoc Committee for a
recommendation to the Board.
Analysis
Per direction from the Board of Directors, staff released a Communications Support and Strategy request for proposal (RFP) on
December 17, 2019. The RFP was sent out to eight communications firms and five firms responded to the RFP on January 17, 2020.
Three raters reviewed and scored the proposals and the top three firms were invited to an interview by the Solid Waste Ad Hoc
Committee on Wednesday, January 29, 2020. After all three firms presented their proposals, the Solid Waste Ad Hoc Committee
directed staff to revise the scope of services and to request a revised 12-month cost proposal from each firm. The initial RFP listed
twenty tasks under the scope of service and staff was able to reduce these to just eleven tasks with an optional add-on. Below is a
list of the tasks.
Revised Scope of Service
1. Provide needs assessment/audit which includes interviews, audit of outreach materials and audience research
2. Develop a strategic communications plan to increase community engagement and awareness of District projects and programs
3. Provide leadership and direction for the implementation and maintenance of a District strategic communications plan
4. Gather and develop a mailing list of District residents for email blasts (25-30% of service area)
5. Develop a 12-month calendar for District social media communications which includes creating four social media posts per month
and review of local community Facebook groups that are relevant to District operations
6. Develop and implement four awareness campaigns for the District's following programs:
a. Mixed Waste Cart System
b. Organics Recycling Program
c. Sewer Inspection Rebate Program
d. Special Solid Waste Programs
7. Develop, monitor and report on communications metrics
8. Provide training and assistance to staff during quarterly in-person meetings
9. Provide videography services and create four 30-second videos on topics selected by District staff
10. Provide photography services to capture all District staff and primary services (6 hours total over the course of 2 days)
11. Provide District staff with general communication, public relations and design advice (5 hours per week)
Optional Add-On
1. Provide website re-design services and website content support
Subject 3. Update - Communications Support and Strategy RFP
Meeting Feb 11, 2020 - Board of Directors Study Session
Access Public
Type Action, Receive and File
Recommended Action That the Board of Directors discuss this item and direct staff to bring this item back to the
Solid Waste Ad Hoc Committee for a recommendation to the Board.
Goals 4.0 Community Outreach & Communications
4.4 District branding
Below is a graph comparing all three firms.
CV
Strategies
JPW
Communications
Tripepi
Smith
12-Month Cost $55,000 $133,750.00 $81,620.00
Optional Add-On Cost $10,000 $78,200.00 $30,605.00
Firm Location Palm Desert Carlsbad Tustin
Firm Size 14
Employees 7 Employees 20
Employees
Number of Employees Assigned to
CMSD
13
Employees 5 Employees 4 Employees
Years of Experience 13 Years 5 Years 20 Years
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
The estimated costs to hire a Communications Support and Strategy firm are between $82,000-$134,000 a year and it was not
budgeted in the fiscal year 2019-20. If the Board of Directors decide to hire a consultant, funds will need to be appropriated from the
Solid Waste Fund Balance and Wastewater Contingency account. The costs will be allocated evenly between the two funds.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the February 11, 2020 Board of Directors
Study Session meeting at District Headquarters and posted on the District's website.
Alternative Actions
Refer item back to staff with further instructions.
File Attachments
Revised Scope of Service.pdf (81 KB)
JPW Communications.pdf (65 KB)
Tripepi Smith.pdf (1,081 KB)
CV Strategies.pdf (74 KB)
C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: February 11, 2020
Subject: Refund of Wastewater and Solid Waste Assessment - APN 422-102-09 Bernard Street
Summary
The Board of Directors has previously reviewed Mrs. Soffer's request for a wastewater and solid waste assessment refund on parcel
APN 422-102-09 and requested this item be brought back with additional information. Staff was able to confirm charges placed
through fiscal year 2005-06 and determined that a total of $7,962.26 was overpaid over fifteen years.
Recommendation
That the Board of Directors provide direction to staff on a refund for APN 422-102-09.
Analysis
On January 27, 2020, the Board of Directors reviewed the attached request from Mrs. Michiko Soffer requesting a refund of the
District's wastewater and solid waste assessment fees charged to her home. Over the years, the assessor's parcel number 422-102-
09, located at 540 Bernard Street, has been overcharged for solid waste and wastewater services. This home had been classified as
a multi-family home with three units based on information provided by the City of Costa Mesa. CMSD staff has confirmed that the City
of Costa Mesa continues to classify this parcel as a multi-family home with three units although it is a single-family home.
At the January Board Meeting, the Board of Directors requested this item be brought back for review because Mrs. Soffer did not
clearly state in her letter the number of years she was requesting a refund for. The Board of Directors also wanted to know how far
back this home had been incorrectly charged. Below is a breakdown of the overpayment. Staff was only able to go back fifteen years
and confirm charges placed, but staff believes this property has always been overcharged because the records were taken from the
City of Costa Mesa. Staff contacted the Orange County Treasurer Tax-Collector to obtain copies of annual property taxes, but the
County only keeps records of the previous eleven years. Additionally, staff searched through CMSD assessment records but only
found records through fiscal year 2005-06. If Mrs. Soffer has kept copies of her property taxes going back further than fiscal year
2005-06, it could show overpayment of fees for longer than fifteen years.
FY Wastewater
Charge Placed
Actual Charge
Owed Difference Solid Waste
Charge Placed
Actual Charge
Owed Difference
19-20 $162.63 $92.38 $70.25 $674.64 $224.88 $449.76
18-19 $162.63 $92.38 $70.25 $648.00 $216.00 $432.00
17-18 $162.62 $92.38 $70.24 $648.00 $216.00 $432.00
16-17 $159.45 $90.57 $68.88 $648.00 $216.00 $432.00
15-16 $156.33 $88.79 $67.54 $648.00 $216.00 $432.00
14-15 $156.23 $87.05 $66.21 $648.00 $216.00 $432.00
13-14 $150.27 $85.34 $64.93 $648.00 $216.00 $432.00
12-13 $161.31 $69.00 $92.31 $684.00 $228.00 $456.00
11-12 $161.31 $69.00 $92.31 $718.23 $239.41 $478.82
10-11 $161.31 $69.00 $92.31 $718.23 $239.41 $478.82
Subject 4. Refund of Wastewater and Solid Waste Assessment - APN 422-102-09 Bernard
Street
Meeting Feb 11, 2020 - Board of Directors Study Session
Access Public
Type Action, Discussion
Recommended Action That the Board of Directors provide direction to staff on a refund for APN 422-102-09.
File Attachments
Mrs. Soffer Request.pdf (105 KB)
09-10 $161.31 $69.00 $92.31 $718.23 $239.41 $478.82
08-09 $148.56 $63.48 $85.08 $718.23 $239.41 $478.82
07-08 $138.78 $59.24 $79.54 $718.23 $239.41 $478.82
06-07 $95.28 $40.41 $54.87 $718.23 $239.41 $478.82
05-06 $79.41 $33.68 $45.73 $718.23 $239.41 $478.82
Total $2,214.46 $1,101.70 $1,112.76 $10,274.25 $3,424.75 $6,849.50
The table above shows a wastewater assessment overpayment of $1,112.76 and a solid waste assessment overpayment of
$6,849.50 from fiscal year 2005-2006 through 2019-2020.
Legal Review
This matter is governed by the Tort Claims Act, Government Code Section 53082, the gift of public funds doctrine (Cal Constit. Art.
16, Section 6), and Costa Mesa Sanitary District Operations Code Chapter 9.02. Generally, the Board adopted a policy that for sewer
charges paid for which no service was provided (after 1992), that recovery was limited to the period of 180 days from the date of
payment if a claim was filed within that time period.
With regard to trash overcharges, Government Code Section 53082 would not apply, so the claimant would be entitled to refund of
amounts paid within one year of filing the claim, pursuant to the Tort Claims Act.
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 total amount overpaid for the last 15 years for both solid waste and wastewater is $7,962.26. If the Board of Directors approve an
amount to be refunded, it would be paid from the solid waste and wastewater assessments collected in the current fiscal year. Staff
has corrected the District's records to update the property from "a multi-family home with three units" to "a Single Family" for Fiscal
Year 2020-21 solid waste and wastewater assessments.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the February 11, 2020 Board of Directors
Study Session meeting at District Headquarters and posted on the District's website.
Alternative Actions
Refer item back to staff with further instructions.
C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Gina Terraneo, Acting District Clerk & Management Analyst II
Date: February 11, 2020
Subject: Quarterly Legislative Update - Quarter 1
Summary
The Quarterly Legislative Update provides the Board of Directors with analyses of measures pending in Sacramento that are of
interest to the District. On July 22, 2010, the Board of Directors gave authority to the President to write support and/or opposition
letters on behalf of the Board if that position has been taken by an agency the District is a member of. For all other bills, staff
recommendations for formal District positions on legislation will be agendized and presented for Board action at their regular Board of
Directors meetings. When the Board takes formal action on a piece of legislation, the President will advocate the support or
opposition of individual bills as approved by the Board. This Legislative Analysis also provides the Board of Directors with informative
updates on State issues.
Recommendation
That the Board of Directors receive and file the Quarterly Legislative Update.
Analysis
As of February 5, 2020, the following bills of interest have been identified and are summarized in the attached Quarterly Legislative
Report:
SUPPORT:
AB 1672 – Solid waste: nonwoven disposable products
OPPOSE:
None.
WATCH:
AB 161 – Solid waste: paper waste: proofs of purchase
AB 291 – Local Emergency Preparedness and Hazard Mitigation Fund
AB 352 – Wildfire Prevention, Safe Drinking Water, Drought Preparation, and Flood Protection Bond of 2020
AB 992 – Open meetings: local agencies: social media
AB 1416 – Business: collection and disclosures of consumer personal information
AB 1509 – Solid waste: lithium-ion batteries
AB 1567 – Organic waste: scoping plan
AB 1839 – Climate change: California Green New Deal
AB 1840 – Recycling: reports
AB 1844 – Paid sick leave: behavioral health conditions
SB 424 – Tobacco products: single-use and multiuse components
SB 667 - Greenhouse gases: recycling infrastructure and facilities
Subject 5. Quarterly Legislative Update - Quarter 1
Meeting Feb 11, 2020 - Board of Directors Study Session
Access Public
Type Action, Receive and File
Recommended Action That the Board of Directors receive and file the Quarterly Legislative Update.
Goals 5.3 Stay informed on applicable federal, state and regional regulations
Important upcoming dates on the legislative calendar:
February 21, 2020: last day for bills to be introduced during this legislative session
May 19-20, 2020: Special District Legislative Days (hosted by the California Special Districts Association)
May 29, 2020: last day for each house to pass bills introduced in that house
August 31, 2020: last day for each house to pass bills
September 30, 2020: last day for the Governor to sign/veto bills
Legal Review
Not applicable
Environmental Review
Consideration of pending legislation is an administrative matter and 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
Not applicable.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the February 11, 2020 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
Q1 Legislative Report.pdf (199 KB)
C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: February 11, 2020
Subject: Robin B. Hamers & Associates, Inc. Update
Summary
Vice President Ooten requested that this item be placed on the agenda for discussion.
Recommendation
That the Board of Directors receive and file this report.
Analysis
On Monday, February 3rd, the General Manager and District Counsel met with Michael Benesh, President of Robin B. Hamers &
Associates, Inc. (RBHA), to discuss standard procedures to follow while representing CMSD as District Engineer, as well as
upcoming projects that will be assigned to RBHA. The following is a brief summary of the meeting:
Preparing the Sewer Master Plan will be RBHA's top priority. At the Board's March 10, 2020 study session meeting, RBHA
will describe the methods and strategies used for creating the Plan.
Project #318, President Pump Station Reconstruction, is currently being designed by RBHA.
Project #324, Brick Manhole Rehabilitation, is currently underway. RBHA will provide contract administration and inspection
services for this project.
Project #331, Sewer Siphon Evaluation, is being awarded to the lowest bidder, Tunnelworks Services, Inc. for $74,100. RBHA
will submit a proposal for contract administration and inspection services for this project.
Air Release Valve Replacement Project. This project is being awarded to the lowest bidder, GCI Construction, for $16,500.
RBHA will assist with providing contract administration and inspection services for this project.
Conflict of Interest. Michael Benesh will complete these forms when he is the engineer on record for private developments
within CMSD's service area and said forms will be placed on Board agendas. Mr. Benesh was made aware that RBHA
cannot approve these plans as a representative of CMSD and therefore, the plans must be reviewed and approved by
CMSD's Alternate District Engineer, which is Rudy Davila from Orange County Sanitation District.
Michael Benesh will attend Board study session meetings when sewer items are on the agenda, and he will attend all regular
Board of Directors meetings.
RBHA will prepare "will-serve" letters on behalf of CMSD for City of Costa Mesa and City of Newport Beach development
projects. Copies of will-serve letters will be sent to the District Clerk's office for filing.
Michael Benesh was informed about possible future development on the Costa Mesa Fairview Developmental Center and
CMSD would require receiving a CCTV video of the entire sewer system on the property, as well as receiving a sewer flow
study before any development occurs. Mr. Benesh said that he has already been approached by developers inquiring about
the property.
Michael Benesh had a meeting with Steve Cano, CMSD's Wastewater Maintenance Superintendent.
Michael Benesh is getting familiar with CMSD's Sewer System Management Plan and Standard Operating Procedures for
responding to sanitary sewer overflows.
Legal Review
District Counsel attended the February 3rd meeting with the General Manager and Michael Benesh of RBHA.
Subject 6. Robin B. Hamers & Associates, Inc. Update
Meeting Feb 11, 2020 - Board of Directors Study Session
Access Public
Type Action, Receive and File
Fiscal Impact Yes
Recommended Action That the Board of Directors receive and file this report.
Goals 1.0 Sewer Infrastructure
3.00 Partnerships
Environmental Review
Discussing standard procedures to follow while representing CMSD as District Engineer as well as upcoming projects that will
assigned to RBHA are administrative matters that will not result in direct or indirect physical changes in the environment and are not
considered a "project."
Financial Review
Typically, RBHA's cost for contract administration and inspection services is below ten percent of the project's construction cost. For
now, Michael Benesh will honor the current contract with a monthly retainer fee of $1,530 and hourly rates for engineering and
inspection services set by Robin Hamers, which is $105.00 an hour for engineering services, $65.00 an hour for inspecting non-
public works projects, and $98.00 an hour for inspecting public works projects, but those rates may change in the future.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the February 11, 2020 Study Session
meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Direct staff to report back with more information.
D. CLOSING ITEMS
Subject 1. Oral Communications and Director Comments
Meeting Feb 11, 2020 - 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, MARCH 10, 2020 AT 9:30 A.M. IN THE DISTRICT'S BOARD ROOM, LOCATED AT 290 PAULARINO AVENUE,
COSTA MESA.
Subject 2. Adjournment
Meeting Feb 11, 2020 - Board of Directors Study Session
Access Public
Type Procedural