Loading...
Agenda Packets - Board - 2011-04-28r Costa Mess. Sanitaq Distract ... an Independent Special District Robert Ooten President James Ferryman Vice President James Fitzpatrick Assistant Secretary Michael Scheafer Secretary Arthur Perry Director Public Comments. Any member of the public may address the Board.. Speakers on agenda items should identify themselves to the Clerk before the meeting so that their input can be provided at the time the item is considered.. Speakers on non - agenda items will be heard under Public Comments. Pursuant to State law, the Board may not discuss or take action on non - agenda items except under special circumstances.' Speakers must limit their remarks to three minutes or as decided upon by the Presiding Officer. The Presiding Officer reserves the right to declare any'speaker out of order. Obtaining Agenda Materials: The public is entitled to copies of all documents that are made part of the agenda packet. If any document or other writing pertaining, to an agenda item is distributed to all or a majority of the. Board after the packet is prepared, 'a copy of that writing may be obtained at the District offices at 628 W. 19th Street, Costa Mesa, California. The Clerk of the District may be contacted at(949) 645 -8400, ext. 223. In Compliance with ADA: Contact Joan Revak, (949) 645 - 8400,48 hours prior to meeting if assistance is needed (28 CFR 35.102.35.104 ADA Title 11). Regular Meeting - Thursday, April 28, 2011 RECOMMENDED ACTION CALL TO ORDER — 5:30 p. M. — 628 W. 19th Street, Costa Mesa II. PLEDGE OF ALLEGIANCE — Director Fitzpatrick III. INVOCATION — Director Scheafer IV. I 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.) V. Announcement of Late Communications NOTE: Unless directed otherwise by the Board of Directors, all actions shall be based on /memorialized by the latest document submitted as a late communication. VI. Closed Session to consider settlement of threatened litigation pursuant to Government Code Section 54956.9(b)(1)(D), (E) — one matter is (Protecting our community's health 6y providing solid waste and sewer collection services. wmw. crosdca.gov Costa Mesa Sanitarry District AGENDA April28, 2011 ' Page 2 RECOMMENDED ACTION • VII. CONSENT CALENDAR - All matters listed under the Consent Calendar are considered to be routine and will be enacted in one motion in the form listed below. There will be no separate discussion on these items prior to the time the Board votes on the motion, unless members of the Board request specific items to be removed from the Consent Calendar for discussion, in which event the item will be removed from the Consent Calendar and considered in its normal sequence on the agenda. Reports A. Minute Approval 1. City /Districts Liaison Committee Meeting — February 11, 2011 2. Sewer System Committee Meeting — March 15, 2011 3. Special Meeting — March 17, 2011 4. Recycling Committee Meeting — March 21, 2011 5. Regular Board of Directors Meeting — March 24. 2011 B. Engineer's Reports 6. Project Status Report C. Financial Reports 7. Refunds 8. Occupancy Report and payment to Costa Mesa Disposal — March 2011 9. Contract Payment to CR Transfer for Recycling Services & Disposal for March 2011 10. Adoption of Warrant Resolution No. CMSD 2011 -10 Ratifying Payment for the Month of March 2011 in the amount of $572,820.48 11. Directors' Compensation and Reimbursement of Expenses for the Month of March 2011 12. Investment Report as of March 31, 2011 13. Quarterly Budget Report - -END OF CONSENT CALENDAR VIII. WRITTEN COMMUNICATIONS IX. PUBLIC COMMENTS Receive & File • No Refunds Approve Ratify Payment Ratify Payments Approve Compensation & Ratify Expenses Approve Approve -------------------------- • Protecting our community's health and the environment by providing solid waste and sewer coffection services. urww. crosdca.gov Costa esa Sanitaq District AGENDA GENERAL MANAGER'S REPORTS A. Strategic Plan Quarterly Progress Report B. Reallocation of Funds for Sewer Lateral Assistance. Program C, Asset Management D. SWANA Symposium —May 16-19,2011 E. SSMP Audit by EEC F. State Legislative Report G. Aviemore Terrace Pumping Station: Possible Valve Replacement 0 April28, 2011 Page 3 RECOMMENDED ACTION Accept Report Approve Adopt Reserve Fund Approve Attendance & Budget Adjustment Accept Report Accept Reports Direct Staff to Install a Genset for Emergency Power H. Response to State Water Resources Control Board re Comments on Accept Report :Proposed SSS WDR XI. RECYCLING COMMITTEE A. Monday, April 25, 2011, 10:30 a.m. CMSD Board Room, 628 W. 19th Street, Costa Mesa (Directors Fitzpatrick and Director Perry) Note: The Recycling Committee will meet on the above date and time to discuss the matters on a separate agenda which is posted and made a part of this agenda. Members of the public should refer to that separate agenda for the items discussed and to be discussed. The Board may take action on any of those items on this agenda. XII. ENGINEER'S REPORTS A. Project No. 189, Rehabilitation of Six Sewers Transferred to CMSD 1. Bid Opening and Recommendation for Award of Construction Contract 2. Proposal for Contract Administration /Inspection Services B. Annexation of Five Parcels to CMSD v 1. Resolution No. 2011 -794 Application by the CMSD Requesting LAFCO to take Proceedings for the Annexation of Territory, Being Engineer's No. 254 Award Contract Award Contract for Administration /Inspection Services Adopt Resolution & Direct Staff to Submit to LAFCO Trotecting our community's Fieaftfi and the environment 6y providing solid waste and sewer collection services. www. crosdca.gov Costa Mesa Samtarq District AGENDA XIII. SEWER SYSTEM COMMITTEE A. Tuesday, April 19, 2011, 10:30 a.m. CMSD Board Room, 628 W. 19th Street, Costa Mesa (Directors Ferryman, Ooten and Perry) April 28, 2011:. Page 4 RECOMMENDED ACTION • Note: The Sewer System Committee will meet on the above date and time to discuss the matters on a separate agenda which is posted and made a part of this agenda. Members of the public should refer to that separate agenda for the items discussed and to be discussed. The Board may take action on any of those items on this agenda. XIV. TREASURER'S REPORTS A. Investment Oversight Committee Meeting — April 28, 2011 (Directors Ferryman and Scheafer) XV. ATTORNEY'S REPORTS A. Agreement with Newport Mesa Unified School District for Sewer Easement Span -Over of Second Floor of Building B. Settlement of Dispute With BEC Bowls Over Contract for Replacement Work for South Coast Pumping Station XVI. CLERK OF THE DISTRICT'S REPORTS Accept Report Accept Report Approve. & Execute Document Receive & File Settlement Agreemee XVII. LOCAL MEETINGS (REMINDER: In accordance with AB 1234 (Gov. Code § 53232.5), 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.) A. Orange County Sanitation District (OCSD) (Director Ferryman) Accept Report B. Santa Ana River Flood Protection Agency (SARFPA) Accept Report (Director Perry) C. Independent Special Districts of Orange County (ISDOC) Accept Report D. California Special Districts Association (CSDA) Accept Report E. California Association of Sanitation Agencies (CASA) Accept Report • Protecting our community's heafth and the environment by providing solid waste and sewer coffection services. www. crosdca.gov (,costa mesa sanitaQq District AGENDA April 28, 2011 Page 5 RECOMMENDED ACTION F. CWEA Annual Conference in Ontario — April 13, 2011 Approve Reimbursement Attended by President Ooten G. Other Meetings Qualifying for Reimbursement under CMSD Report on Matters Ordinance No. 55, Operations Code Section 3701.030 Pertaining to CMSD XVIII OLD BUSINESS XIX. NEW BUSINESS A. LAFCO Ratification of Proposed By -laws for the Orange County Approve By -Laws Special District Selection Committee B. Special District & Local Government Institute Administration Seminar Consider Attendance & Workshops - San Diego — June 9 -11, 2011 XX. ORAL COMMUNICATIONS'AND DIRECTOR COMMENTS XXI. ADJOURNMENT C. :7 Protecting our community's health and the environment by providing solidwaste andsewer collection services. u u w. crosdca.gov V • A&Adesa Consolidated Mater District CITY /DISTRICTS LIAISON COMMITTEE MEETING MINUTES FRIDAY, February 11, 2011 8:00 a.m. COSTA MESA SANITARY DISTRICT 628 W. 19th Street Costa Mesa, California 92627 City Committee Members: Gary Monahan, Mayor Jim Righeimer, Mayor Pro Tern Steve Mensinger, City Council Member .Allan Roeder, City Manager • Tom Hatch, Assistant City Manager Mesa Committee Members: Fred.Bockmiller, President James F. Atkinson, First Vice President Paul E. Shoenberger, General Manager CMSD Committee Members: Robert Ooten, President Mike Scheafer, Secretary Jim Fitzpatrick, Vice Secretary Art Perry, Director Scott Carroll, General Manager Joan Revak, Office Manager /Clerk of the District 1. Orange County Fair & Events Center Sale Update (Mesa) Mayor Gary Monahan gave an update on the Orange County Fairgrounds and noted no decision has been made by the Governor. The intent of the Fair Board is going ahead as expected with the 2011 Fair. City Manager Allan Roeder stated he expects they • will announce they are coming forward with an aggressive proposal to move forward in selecting a private operator for the Pacific Amphitheater with a potential eye on closing the facility. CITY /DISTRICTS LIAISON COMMITTEE MEETING February 11, 2011 MINUTES Page 2 2. Projects on Town Center Status (Mesa) • Mr. Roeder stated they have gone through the entitlement process, however, awaiting changes in economy, there is no activity at present. The only solid activity has been with the Irvine Company acquiring the property. Mr. Roeder does not envision a lot of changes and most gratifying in informal discussions is that they want to come in and realign things and open it up and will introduce a growth of palm trees. Mr. Roeder stated it is an area that can use some energy pumped into it and there won't be any material changes. 3. Enforcement Efforts for Garbage and Recycling Scavenging (Mesa) Director Bockmiller noted Newport Beach now has an ordinance on making scavenging a misdemeanor which means the police can arrest offenders. President Ooten noted the Costa Mesa Sanitary District had a meeting on February 10, 2011 on the subject and requested comments from Director Fitzpatrick. Director Fitzpatrick and Director Bockmiller presented an overview of the scavenging problems in Costa Mesa. Mr. Carroll reported on the newspaper coverage of the Newport Beach approach to the problem on scavengers. The CMSD has a different approach using lockable containers and Mr. Carroll demonstrated how the containers work. CR &R, the residential trash hauler for the CMSD, has agreed to purchase around 75 of the lockable containers. CR &R will do this at no cost to the District or the residents. The second aspect is enforcement and in meeting with law enforcement it was learned an administrative citation • must go through the court system and the cost is borne by the City. The CMSD Board has an administrative citation in its code which means avoiding the court system; funds go directly to the District. Director Bockmiller stated this approach will not work with the commercial bin service provided by the City. Mr. Carroll stated the CMSD has a part-time Code Enforcement Officer and he will be targeting people in trucks who are using this as a business. Director Fitzpatrick stated there are more problems with dumpsters with non- residents dumping in association's dumpsters. 4. Recycled Water Use (Mesa) Mr. Shoenberger reported on a meeting held many months ago with Newport-Mesa Unified School District, MCWD and the City about potentially expanding recycled water use mainly to Costa Mesa and Estancia High Schools. Mesa looked into grant funding and learned the State will provide grant funding up to $75,000 for studies, however, it must go through an extremely rigorous process. A retrofit could be fairly simple or it could be thousands of dollars depending upon how the irrigation /water supply system is configured. One caveat is that these are matching funds and Mesa looked into this and spoke to a provider of these kind of studies which cost around $40- 50,000. It has not yet been brought to the Mesa Board. • r CITY /DISTRICTS LIAISON COMMITTEE MEETING February 11, 2011 MINUTES Page 3 • 5. Commercial Refuse (CMSD) President Ooten stated the District and City have participated in discussions on commercial refuse and conducting a study on combining the residential and commercial refuse. Given the City's financial state, they are unable to contribute to a feasibility study and the CMSD Board's position is not to fund the $50- 75,000 study alone. Director Fitzpatrick stated, the Board voted to remove this item from its Strategic Plan and as the CMSD Recycling Committee Chair, he invites other entities to participate in the Recycling Committee to communicate why we should be doing this. Director Fitzpatrick stated he has no support from the CMSD Board in getting the CMSD evergreen contract out for bid. President Ooten stated the decision not to go out to bid comes down to. the cost of conducting a study on combining commercial and residential services and the City is unable to share such costs. 6. Share Resources (CMSD) Discussion was held on sharing resources by using each agency's newsletters, billing inserts to promote programs. 7. CMSD Accomplishments (CMSD) ® Mr. Carroll shared with the Committee the many CMSD accomplishments of the past calendar year. 8. CMSD Survey (CMSD) Mr. Carroll advised the Committee on the CMSD Survey on. its website and encouraged participation in completing the survey by the other, agencies and its constituents. Other Comments Mr. Hatch noted the increasing presence of coyotes and the method the City is dealing with the problem. Mayor Monahan mentioned the Council has now instituted something new on the agenda that is called "Announcements" at the beginning of the meeting and the Districts are encouraged to supply the City with such items. Mr. Roeder stated this would be his last City /Districts Liaison Committee meeting and his opinion that this was one of the most productive Liaison Committees in which he has participated. Public Comments • There was no p ublic resent. P CITY /DISTRICTS LIAISON COMMITTEE MEETING MINUTES i February 11, 2011 " Page 4 The next scheduled meeting of the City /Districts Liaison Committee is Friday, April 8, 2011 at Costa Mesa City Hall. President Ooten adjourned the meeting at 9:22 a.m. Mike Scheafer, Secretary Costa Mesa Sanitary District Robert Ooten, President Costa Mesa Sanitary District • • U I, Meeting Date Item Number 04128/11 VII. A. 2. COSTA MESA SANITARY DISTRICT MINUTES OF SEWER SYSTEM COMMITTEE MEETING MARCH 15, 2011 CALL TO ORDER Board members of the Costa Mesa Sanitary District met in Committee session on March 15, 2011 at 10:30 a.m. at 628 W. 19th Street, Costa Mesa. Director Ooten called the meeting to order at 10:30 a.m. DIRECTORS PRESENT: Jim Ferryman, Jim Fitzpatrick, Robert Ooten, Art Perry, Mike Scheafer STAFF PRESENT: Scott Carroll, General Manager; Sherry Kallab, ® Administrative ' Manager; Rob Harriers, District Engineer; Yefim Tsalyuk, Senior Engineer OTHERS PRESENT: None MONTHLY SPILL STATISTICS President Ooten noted no spills to report since the January 2011 meeting. SCADA — UPDATE ON NEW RADIO SYSTEM AND REGULAR .FIELD TESTING Mr. Carroll reported on the need for a permanent emergency generator at the District headquarters and the District yard. Mr. Carroll has met with two contractors and has a meeting scheduled with a third later this week. Mr. Carroll is recommending use of natural gas along with a propane gas back up in case of a catastrophic earthquake where natural gas lines may not be available. Once proposals are reviewed Mr. Carroll will meet with the City regarding permitting for the generators and obtain approval by the Air Quality Management District (AQMD). The generators will allow Staff to remain in communication with the SCADA system in the event of a power outage. Currently an outage after hours or on the weekend puts the District at risk of a sewer sanitary overflow (SSO). Director Fitzpatrick questioned if the SCADA data could be stored at Mesa Consolidated Water District (MCWD) or the City of Costa Mesa where back up • already exists and sharing of data could be accomplished. Mr. Harriers reviewed the relay set -up of the SCADA system and noted the District is on a different band width than the City. Director Ooten added a generator is also needed at the headquarters for the emergency operations center. Mr. Carroll reported Staff has been discussing how to address all 20 pump stations COSTA MESA SANITARY DISTRICT °' Fb MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING MARCH 15, 2011 PAGE 2 losing electricity concurrently. A meeting is scheduled this Friday to start work on a plan to address the issue. The district currently has two bypass pumps, two generators and a vactor truck. Director Fitzpatrick reported on a presentation by the Tahoe Sanitary District of their award winning by -pass pump program he attended at the California Association of Sanitation Agencies (CASA) conference. Director Fitzpatrick recommended staff check for information regarding the program on the Tahoe Sanitary District website. POTHOLES AND SINKING STREETS ABOVE CMSD SEWERS Mr. Hamers reported potholes and sinking streets are not the District's problem as long as the pipe portion of the District's sewer line is intact. District legal counsel, Alan Burns, has provided the District with a legal opinion on a related issue. Mr. Hamers reported Mr. Carroll made a great accomplishment when he reached an agreement with the City's Director of Public Services. The City agreed if dirt removed during a sewer project is compactable to standard it can be reused rather than hauling it away and replacing it. In addition, the City agreed to allow a cheaper material for backfill as long as a lab test is provided. Mr. Tsalyuk estimates 20% to 40% of the soil in Costa Mesa may be compactable to standard. Director Fitzpatrick recommended looking at other communities with similar soil structure to learn how they address the issue and what their standards are. Mr. Tsalyuk acknowledged he has already started on the survey. Director Fitzpatrick reported the City has conducted a study of street repairs and plans are being made for a repaving project. Director Fitzpatrick recommended the District get prepared and time our work to be consistent with the repaving project. Mr. Hamers reported the City's repave plans have been overlaid with the District's grade 5 repair plan through the GIS system. SWRCB ANNUAL REPORT Mr. Hamers referred to two graphs on page 12 of the State Water Resources Board annual report. The top graph depicts public volumes of wastewater reaching surface waters, 45 million gallons over the reporting period of one year. The bottom graph depicts private volumes, 795 thousand gallons, reaching surface waters over the same period. The average number of SSOs per 100 miles is 7.4 making the District well below the average. SOUTH COAST PLAZA PUMPING STATION INSTALLATION OF NEW PUMPS Mr. Hamers reported the contractor is removing the existing pumps for replacement at South Coast Plaza. The contractor lost a key employee right before the project started and they are struggling with the project. Tight oversight for the work is required by the District crew and they are not able to attend the sewer committee meeting today. EARTHQUAKE ASSESSMENT OF PUMPING STATIONS Mr. Carroll stated the agreement with Jerry .Tucker and Associates has been signed. A kick off meeting is scheduled for next week and a report on the assessment should be available in the near future. • • e I • r� COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING MARCH 15, 2011 PAGE 3 CMSD SSMP SELF AUDIT —PROPOSED CONSULTANT CONTRACT Mr. Carroll. reported two proposals for the Sewer System Management Program (SSMP) self - audit are included in the Committee packet. The contract was awarded to EEC due to the difference in cost and the fact they are already knowledgeable of the District's system. Staff met with EEC to go over strategies and the action plan they will be following. The report will be provided for Board review at the April 28th Board meeting. The purpose of the self -audit is to look for ways of enhancing and improving our plan so the District is ready in the event the State does conduct an audit. Staff reported budget constraints have the State behind in conducting audits and their main focus is on those agencies with a high number of SSOs. EDUCATION SEMINAR — INNOVATIONS IN SEWER MAINTENANCE, 3 716 -11 The "Innovations in Sewer Maintenance" webinar presentation was provided to the Committee. Director Fitzpatrick asked to have a discussion of garbage disposals and how they relate to the sewer. Director Ooten responded noting it has been one of the worst inventions for sewers and sewage treatment plants. Mr. Harriers agreed and stated one of the elements of a successful Fats Oils and Grease (FOG) program is to outlaw food grinders (garbage disposals). Mr. Carroll reminded the Committee the District is implementing a residential FOG program. Staff is working. with Orange Coast College Recycling .Center to have the drop, off container for grease located at their facility. Staff plans to start making the public aware of the new program around the holidays, Mr. Harriers stated he recommends no food be placed down the food grinder; instead food should either be composted or-dealt with in the food recycling stream. Director Fitzpatrick is interested in garbage disposal use and how it should be addressed in relation to zero waste. Staff will follow up with the Committee with any information they receive regarding the issue. EMERGENCY SERVICES AGREEMENTS WITH TRAFFIC CONTROL COMPANIES Mr. Hamers provided a staff report recommending two traffic control companies available to call in the event of a sewer emergency. The District began keeping various contractors on emergency contract in 1998/99.. One agreement has been signed and returned and the second company has not responded. This item will be on the upcoming Board agenda for approval. The crew carries arrow boards and cones'on their trucks and can secure an area, but when it comes to street closures it becomes a specialty. Director Perry asked if the City could provide the service. Mr. Carroll will follow up with the City and MCWD to see how they handle street closures. WDR INDIVIDUAL AGENCY PERFORMANCE REPORT MAY 2011 Within the next thirty days the public can go into the WDR website, query an agency and print out how an agency is performing and compare it to other agencies. As soon as the report is available staff will print it and make it available to the Board for review. COSTA MESA SANITARY DISTRICT ~ MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING MARCH 15, 2011 PAGE 4 • WDR TRIENNIAL REVIEW — ADOPTION BY SWRQB PRIOR TO 6/30/11 Mr. Hamers reported the proposed changes were published and then pulled back. The WDR Committee will decide if they will jointly respond to the recommended changes like was done in 2002 or if each agency will respond on their own. Staff will analyze the report and bring the changes to the Committee for review. The approved changes will go into effect sometime before July 1, 2011. CANYON PUMPING STATION FORCE MAIN - SOLICITING PROPOSALS FOR F.M. REHABILITATION Staff provided a table comparing different methods of repairing the Canyon pump station force main. The least expensive method is cured in place pipe (CIPP) with a cost estimate of around $100,000. Staff is working on a price to repair around 100 feet of pipe where three breaks occurred. Once the information is received Staff will present all options to the Committee for recommendation. Mr. Carroll voiced concern the entire pipe is in bad condition. Director Ooten recommended potholing the line in an effort to determine the pipe condition. The Committee discussed the number of potholes needed to adequately determine the pipe condition. Director Ooten asked if the $100,000 for CIPP included engineer and inspection costs. Mr. Hamers reported the total costs including engineer and inspection are estimated to be between $150,000 and $200,000. Mr. Carroll stated $5,000 to pothole certain areas of the pipe is a good idea and may save the District money. Staff will move forward with potholing and report back next meeting. is ARTICLES OF INTEREST None provided this meeting. CMSD PROJECTS: Mr. Hamers reported Project 189 is out to bid with the bid opening March 29, 2011. Director Ooten requested a report at the next sewer committee meeting. SSC MEETING SCHEDULE The next meeting is scheduled for April 19, 2011 at 10:30 a.m. Director Ooten announced he will be out of town and left it up to the Board to change the date. The Board members agreed to discuss the possible date change at the upcoming Board meeting. PUBLIC COMMENTS There were no public comments. C, '* \ COSTA MESA SANITARY DISTRICT is MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING Vl MARCH 15, 2011 PAGE 5 r ADJOURNMENT The meeting was adjourned at 11:45 a.m. SECRETARY • PRESIDENT • • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING MARCH 17, 2011 Directors Present: Robert Ooten, James Ferryman, Mike Scheafer, Jim Fitzpatrick, Art Perry Staff Present: Scott Carroll, General Manager Joan .Revak, Officer.Manager /Clerk of the District Robin B. Harriers, District Engineer Others Present: Meeting Date Item Number 04/28/11 VII. A. 3. The Board of Directors of the Costa Mesa Sanitary District met on Thursday, March 17, 2011 at 11:00 a.m., in the Board Conference Room at the Costa Mesa Sanitary District, 628 W. 19th Street, Costa Mesa, California to consider Outsourcing and Branding.. President Ooten opened the meeting at 11:00 a.m. I. Outsourcing Mr. Carroll shared the results of a street sweeping survey he obtained through CSDA resources. Mr. Carroll learned only one sanitary district — the Vallejo Sanitation Flood Control District, whose Board of Trustees is also the City Council — is' considering taking over the street sweeping services. The City would continue to do the work and the district would collect the fees and manage the contract. They would bill the residents monthly and receive no revenue from property taxes. If they choose to take it over they would seek an increase in rates. Vice President Ferryman pointed out that the city of Vallejo is bankrupt which Mr. Carroll acknowledged and stated that is the reason they are considering taking over this service. The directors are not elected at large as is the case with the CMSD. (Protecting our community's health and the environment by providing solid waste and seweir coCfection services. costamesasanitarydistrict. org Costa Mesa Sanitary District Page 2 Minutes of Special Meeting Held March 17, 2011 Mr. Carroll reported meeting with Tom Hatch, City of Costa Mesa CEO and Paul Shoenberger, General Manager of Mesa Consolidated Water District on the subject of outsourcing and stated both entities are open to any ideas on the subject. One of the services discussed was street sweeping. Mr. Carroll stated he consulted with District Counsel, Alan Burns, who researched the matter and believes the CMSD can provide the service under the Health and Safety Code. It could mean a rate increase. Director Ferryman questioned if the City was issuing an RFP for the service and stated it would be a benefit to the City. Director Scheafer stated the City receives revenue from parking violations and they most probably would not be willing to giving it up. Discussion was held on the mechanics of how it would work and the benefit to the CMSD. Mr. Carroll stated there was interest by the City and MCWD in outsourcing IT services. The Board directed the General Manager to send letter to Tom Hatch stating the District would consider being part of the dialog on sending out a RFP for street sweeping and IT services. The City wants to unburden itself from pension funding for its employees by outsourcing their services. Mr. Carroll stated in the meeting with the City CEO, he was very open to discussing any outsourcing. All entities need facts and data to assess any outsourcing. Previously, the • City was unwilling to participate in a survey on commercial trash hauling. Mr. Carroll was directed to question the City on what they want from CMSD on the commercial side — what kind of fee can City pay CMSD for administering trash hauling. It was suggested one or two CMSD Board members along with Mr. Carroll meet with the City of Costa Mesa CEO on the subject of commercial trash hauling and President Ooten suggested Vice President Ferryman and Director Fitzpatrick. Vice President Ferryman stated the need to resolve the Board's general emphasis and have a game plan before going into meeting. Mr. Carroll stated he is looking into District having its own in -house inspector and not using the services of the District Engineer's employees. Mr. Carroll will propose such at the budget meetings. It was agreed the District needs to examine benefit to residents in making any of these changes. Protecting our community's health and the environment 6y providing soWwaste andsewer collection services. costamesasanitarydistrict. org e Costa Mesa Sanitary District Page 3 Minutes of Special Meeting Held March 17, 2011 0 II. Branding • Mr. Carroll gave a PowerPoint presentation on Branding. Reputation is built by word of mouth and that is basically what Branding is. Branding is both simple and complicated; simple, because it is a mere impression and complicated. because a lot of different experiences, marketing, communications and behaviors have gone into making that impression. Branding is the process an organization embarks upon to change, refine or improve what people say about you. Branding is an understanding: Most time consuming and labor intensive research is conducted to understand your organization's physical attributes; opinion of stakeholders; determine perceptions of current and prospective customers; and identifying demographic and psychographic information such as attitudes, values, lifestyles and opinion. Understanding, plain and simple, is to know your audience and what they think of you. Insights translate all those research facts into emotional sparks that can bring your brand to life; insights are fact -based emotional truths about the District and these insights build to a conclusion that is your brand strategy. Imagination is creativity that breathes life and character into the insights and reveals a strategy ' "What is our message ?" It is not enough for creative work to be cleaver; it must also be on- strategy. Imagination is commitment — protecting the environment; serving the public and excellence. Creativity breathes life and character into the insights and reveals a strategy— "What is our message ?" It is not enough for creative work to be cleaver; it also must be on- strategy and Strategy must be relevant to the District's situation. Implementation is the most critical and sometimes the most challenging aspect of branding. Without a thoughtfully- considered plan for implementing a brand, it is often reduced to a logo and tagline. Implementation is sharing and introducing the brand to the outside world via District vehicles, CR &R trucks, bus stop shelters, OC Fairgrounds, South Coast. Plaza, business cards, letterhead, website, adopt a highway. Strategic implementation falls into four distinct categories: organization, infrastructure, community and business. Not having an organizational structure to support branding efforts is a critical mistake. Brands cannot grow and thrive if no one takes responsibility for them. Successful implementation of branding requires accountability, passion, understanding and respect for the branding effort. It also requires cooperation and partnership with other organizations and individuals within the community. Ideas are to assemble a marketing team; appoint a brand manager; create a brand presentation; take the District's show on the road. Trotecting our community's heafth and the environment 6y providing soW waste andsewer coffection services. costamesasanitarydistrict. org It y., Costa Mesa Sanitary District Page 4 Minutes of Special Meeting Held March 17, 2011 Critical is getting the community involved, such as the sewer lateral assistance • program, composting workshops, recycling and green initiatives. When the public is involved they go out and sell the District. Director Ferryman stated another opportunity is delivering the checks to the schools in the telephone book recycling program and presenting information about the District. Director Scheafer stated educating the public on our identity is making it known the District is a separate entity and not part of the City of Costa Mesa. Mr. Carroll stated this should be a continual effort to make the District visible to the public. The first step, according to Mr. Carroll, is to gather data from the stakeholders and to do that is to hire a consultant to conduct a survey and take that information to learn how the public perceives the District. From that, the District creates its "Branding ". Mr. Carroll recommended creating a "Branding Committee" to meet bi- monthly to develop and implement a plan. After the Board approves a plan, the District would have constant evaluation to ensure the plan is meeting the objectives. Vice President Ferryman asked about the budget and Mr. Carroll stated he did not have one but estimated a consultant would cost around $30,000 for a survey. Director Fitzpatrick stated it sounds a little steep and predicted the survey would come back showing the District is part of the City. • Director Perry stated it should be something permanent in the community. Director Scheafer suggested using college students to conduct such a survey by taking this on as a project. Students from OCC or UCI could be utilized and the cost to the District would be minimal. Director Scheafer suggested offering a grant to a school to enable a student to conduct a survey. Director Perry suggested a budget for Branding. Vice President Ferryman stated the District has little success in getting the press involved in promoting CMSD events and programs and needs to make personal contact with the Daily Pilot and the Register to enlist their efforts in publicizing District programs and events. Director Fitzpatrick requested a calendar of events, such as the telephone book recycling program, composting workshops, etc. so the Board is aware of the timing of these events. Director Perry suggested Director Scheafer chair a Committee on Branding. Director Fitzpatrick requested the phone number for CR &R to contact them about CMSD signage on their trucks. Mr. Hamers stated he believed the CR &R agreement calls for changing the signage quarterly. Suggestions were made for wording on signage on CR &R vehicles that service the District. • Protecting our community's Fieaftfi and the environment 6y providing solid waste and sewer collection services. costamesasanitarydistrict. org rr Or Costa Mesa Sanitary District Page 5 Minutes of Special Meeting Held March 17, 2011 • Vice President Ferryman suggested engaging an intern for the Branding project. • �J Mr. Carroll stated direction he was given is to go forward in establishing a Branding Committee; putting together an event calendar and communicating with OCC, UCI and Vanguard on involving students in conducting a survey. ADJOURNMENT President Ooten adjourned the meeting at 12:40 p.m. Approved by: Secretary President 1n'rotecting our community's health and the environment 6y providing sold waste and sewer coffection services. costamesasanitarydistrict. org • COSTA MESA SANITARY DISTRICT MINUTES OF RECYCLING COMMITTEE MEETING March 21, 2011 Meeting Date Item Number 04/28/11 VII. A. 4. The Costa Mesa Sanita7 District Recycling Committee met on March 21, 2011 at 10:30 a.m. at 628 W. 19 Street, Costa Mesa. Directors Present: Jim Fitzpatrick, Bob Ooten, Art Perry Staff Present: Scott Carroll, Joan Revak, AJ Cully, Isidro Gallardo, Teresa Gonzalez Others Present: Dean Ruffridge, Senior Vice President, CR &R; Trisha Throop, Community Relations Recycling Coordinator, CR &R; Patrick Schiavo, Consultant, CR &R; Mike Carey, Director, Orange Coast College Recycling Center; Stephanie Barger, Earth Resource Foundation • Director Fitzpatrick called the meeting to order at 10:30 a.m. I. Mr. Patrick Schiavo, CR&R Consultant Mr. Schiavo discussed the waste characterization study, diversion rate, and recycling report generated by CR &R. In order for CMSD to increase their diversion rate, efforts should be focused on removing the following materials from the waste stream: Paper - 20 %, Organic Food Waste -. 25 %, Lumber- 7 %, Leaves and Grass - 6 %. CR &R estimated approximately 60% more could be diverted by extracting these four things. Cal Recycle is implementing a new reporting system for AB 932. Commercial sector businesses that dispose of 4 cubic yards or greater of garbage each week must participate in this mandatory recycling program. It will be an annual report by jurisdiction with an emphasis on education and outreach. All cities are responsible for monitoring the activities of each business. Program is in its final planning stages and will be implemented on July 1, 2012 with first reports due August 2013. Director Fitzpatrick requested Mr. Schiavo capture all of this data in writing and • submit it to CMSD for distribution to the Board of Directors. (Protecting our community's health and the environment 6y providing sof d'waste and sewer collection services. www. crosdca.gov IM V. VI. Costa Mesa Sanitary District Minutes of Recycling Committee Meeting March 21, 2011 Page 2 CY 2011 Recycling Committee Goals Director Fitzpatrick will work with Mr. Carroll to outline new 2011 Recycling Committee goals. Quarterly Strategic Goals Review Director Fitzpatrick and President Ooten both stated they would like to combine the Recycling Committee goals with the Strategic Plan Element 2.0 Solid Waste goals and morph these two documents into one that includes updates and tracking components. Waste Diversion Report President Ooten sees this as a valuable report and would like to expand it to include a comparison over the last three years. Recycling Report — February 2011 Ms. Throop discussed the Waste Stream Comparison Report from CR &R. The populations are different for each area, but comparatively, CMSD is doing very well. Mr. Ruffridge interjected that the community of Rossmoor recently decided to focus efforts on recycling residential green waste. CR &R negotiated a reduced rate for residents to receive a 3 cubic yard bin to dispose of green waste only. This is counted toward Rossmoor's diversion numbers and has been a very successful program Ordinance Enforcement Officer's Report Mr. Gallardo reported he has witnessed scavenging occurrences in about ten different areas during the early morning hours. He participated in a ride along with Costa Mesa Code Enforcement Officer, Tim Sun and plans to schedule another ride along soon. He will document incidents with pictures and include them in his next report. Director Perry asked Mr. Gallardo what procedure he follows when confronting a suspected scavenger. • • Mr. Gallardo stated he records the offender's name, address, and vehicle information and issues a stern warning. The CMSD citation is currently being reviewed by District Council. Upon completion, a proper citation will be issued to • all suspects caught in the act of scavenging. lnrotecting our community's Hearth and the environment 6y providing sorid waste and sewer collection services. www.cmsdca.gov N • • is s10 VII. Scavenging Report Costa Mesa Sanitary District Minutes of Recycling Committee Meeting March 21, 2011 Page 3 Ms. Cully discussed the scavenging report based on the data provided by Costa. Mesa Police Department for January and February 2011. Mr. Carroll noted that CR &R is researching the lockable trash containers and they will be made available to residents as soon as possible. The. CMSD will have the lockable container on display at the Costa Mesa Community Run at Estancia High School on April 22 -23, 2011... Director Fitzpatrick requested an action plan be discussed at the next Recycling Committee meeting as to how CMSD will get the information out to the residents regarding the locking containers. Mr. Ruffridge announced a new business venture for CR &R in document destruction services. He asked if CMSD would be interested in placing a lockable bin at the District Yard or.scheduling a community event for residents to dispose of P confidential documents at no charge. Director Fitzpatrick suggested we take a look at the calendar to schedule a shredding event in conjunction with other CMSD recycling events. President Ooten stated he views this as an opportunity to serve the community. Ms. Cully shared her observations that there seems to be a spike in scavenging taking place during the summer months due to the Large Item Collection Program. Mr. Ruffridge suggested that CMSD change the seasonal program to a call in service that residents can utilize whenever necessary. Mr. Carroll noted.he will place it on the agenda for the Board to reconsider this contractual item. Mr. Carey stated he is seeing an influx in trucks collecting scrap metal driving through his neighborhood. These are unlicensed haulers that advertise on the side of their trucks and are taking advantage of homeowners. Director Fitzpatrick directed staff to refer the scrap metal business to the City of Costa Mesa. VIII. Recycling Resin Identification Codes 3 through 7 Ms. Throop discussed the information and articles of interest regarding plastics. Protecting our community's heaftFi andthe environment 6y providing soridwaste andsewercoffection services. . www. crosdca.gov IX. Developing Zero Waste Strategies Costa Mesa Sanitary District Minutes of Recycling Committee Meeting March 21, 2011 Page 4 Mr. Schiavo stated zero waste is at least a ten year plan. Director Fitzpatrick questioned how CR &R would handle organic food waste in Costa Mesa. Mr. Ruffridge stated CR &R is in the final permitting stages to construct a recycling facility in Perris, CA which will house anaerobic digesters to process food waste. Upon completion, the Board of Directors will have the option.of processing the . Costa Mesa residential waste at this plant instead of Stanton. The single act of recycling food waste will likely push diversion up to 80 -90 %. The total tonnage for the entire City of Costa Mesa is 114,000 tons per year. Out of that, the CMSD residential tonnage equates to approximately 20,000 tons of disposal. Director Fitzpatrick requested a more in depth report of how the City reports its pounds per capita disposal numbers. Director Fitzpatrick shared the District's intent to pursue partnership opportunities with the City of Costa Mesa to add value to various programs, such as recycling street sweeping waste and education outreach. Director Fitzpatrick requested the Recycling Committee establish a definition, philosophy and strategy to achieve zero waste. He would like to present an action plan to the Board of Directors for inclusion in the budget or strategic plan. Ms. Barger discussed the success of the Costa Mesa Green Task Force whose premise was centered on zero waste. She expressed her fervent desire to keep up the momentum of this group. President Ooten questioned why incineration is not counted in the goal of zero waste. Ms. Barger explained incineration is not utilizing the highest and best use. When incinerators are built, you do not eliminate waste, you have to continually feed the monster of a machine. Mr. Schiavo added that in the hierarchy of source reduction and recycling, transformation is treated like disposal in the state of California's definition. It does not eliminate waste, it changes the form of waste into hazardous air or toxic ash. Director Fitzpatrick stated his belief that the solution to zero waste in Costa Mesa lies on how we handle organics, food scraps and green waste. He proposed the next step will be a scheduled meeting with all partners to focus specifically on this issue. (Protecting our community's health and the environment 6y providing sold waste and sewer collection services. www. crosdca.gov • • • • C, X. EPS Densifiers Costa Mesa Sanitary District Minutes of Recycling Committee. Meeting March 21, 2011 Page 5 The Recycling Committee watched a video of equipment used to reduce the volume of Styrofoam. XI. Proposed Policy — Prohibiting the Use of Expanded Polystyrene (Styrofoam) Mr. Carroll discussed the staff report that would ban the use of Styrofoam from both District facilities and all District sponsored events. Staff is recommending that the Board of Directors approve this policy at the March 24, 2011 Board meeting. District Council sent an email confirming the CMSD does have the authority to regulate Styrofoam from the residential waste stream however; more. discussion is required regarding how CMSD could enforce such a policy. This proposed policy is a good first step demonstrating leadership to the community that the District is taking this issue seriously and prohibiting Styrofoam as part of District operations. President Ooten, DirectorPerry and Ms. Revak left the meeting at 12:00 p.m. XII. Public Comments Mr. Carey commended staff on going paperless for this meeting. XIII. Next Meeting Date — April 25, 2011 at 10:30 a.m. Director Fitzpatrick adjourned the meeting at 12:17 p.m. Secretary President Trotecting our community's heafth and the environment 6y providing solidwaste andsewer co&ction services. www.cmsdca.gov 0 • Meeting Date Item Number 04/28/11 VII. A. 5. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MARCH 24, 2011 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on March 24, 2011 at 5:30 p.m. at. 628 W. 19th Street, Costa Mesa. PLEDGE OF Director Ferryman led the Pledge of ALLEGIANCE Allegiance. INVOCATION A moment of silence was held. ROLL CALL DIRECTORS PRESENT: Robert Ooten, James Ferryman, Jim Fitzpatrick, Art Perry DIRECTORS ABSENT: Mike Scheafer was absent and excused. STAFF PRESENT: Scott Carroll,. General Manager; Joan Revak, Office Manager /Clerk of the District; Robin B. Harriers, District Engineer; Alan Burns, Legal Counsel;. Sherry Kallab, Administrative Manager; Jacque Rogers, Assistant to Treasurer OTHERS PRESENT Dean Ruffridge, Vice President, CR &R Inc. Patrick Schiavo, Consultant, CR &R: Inc. Thomas Fauth Costa Mesa Karin De Jauregui San Diego 11 COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD MARCH 24, 2011 • ANNOUNCEMENT OF LATE COMMUNICATIONS Ms. Revak reported there were no late communications. CONSENT CALENDAR REPORTS MINUTE APPROVAL Minutes of Sewer System Committee Meeting — February 15, 2011 The Minutes of the Sewer System Committee Meeting of February 15, 2011 were approved as corrected. Minutes of Recycling Committee Meeting The Minutes of the Recycling Committee February 22, 2011 Meeting of February 22, 2011 were approved as distributed. Minutes of Regular Board Meeting — February 24, 2011 FINANCIAL REPORTS Refunds Occupancy Report and Payment of $197,097.45 to Costa Mesa Disposal — February 2011 Contract Payment of $143,232.12 to CR Transfer — February 2011 Contract Payment of $8,352.07 to CR Transfer — Santa Ana Heights /Newport Beach — February 2011 The Minutes of the Regular Board Meeting of February 24, 2011 were approved as distributed. • There were no refund requests for the month of February 2011. The Trash Occupancy Count documented an increase of four units for the occupancy report for solid waste collection as of March 1, 2011. Therefore, the total for February is 21,528 and the payment of $197,097.45 was ratified. The contract payment of $143,232.12 to CR Transfer for recycling services and disposal for the month of February 2011 was ratified as submitted. The contract payment of $8,352.07to CR Transfer for recycling services and disposal for Santa Ana Heights /Newport Beach for the month of February 2011 was ratified as submitted. 9 i- 11 • • • COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING MELD MARCH 24, 2011 Warrant Register for the month of February 2011 in the amount of $793,610.31 Directors Compensation & Reimbursement of Expenses for the month of February 2011. Investment Report for the month of February 2011 ENGINEER'S REPORTS Project Status Report Warrant Resolution #CMSD 2011 -9 was approved, authorizing the President and Secretary to sign the warrant ratifying the payment of certain claims and demands, and specifying the funds out of which the same were paid in the amount of $793,610.31. Director Compensation and Expense Reimbursements for the month of February 2011 were approved and ratified as follows: President Ooten: $1,326.00 + $12.75 Vice President Ferryman: $1,326.00 + $4.08 Director Scheafer: $1,326.00 Director Fitzpatrick: $1,326.00 Director Perry: $1,326.00 The Investment Report for the month of February 2011 was approved as submitted. The Project Status Report dated February 2011 was accepted as submitted. END OF CONSENT CALENDAR Ms. Revak requested the February 14, 2911 Sewer System Committee meeting minutes be corrected on page 4 under "Recent % of Rain Ingress into Sewer System ", to read "OCSD's model is showing 4 —16% rain ingress. Vice President Ferryman moved to accept the Consent Calendar. Director Perry seconded the motion. Motion carried 4 -0. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD MARCH 24, 2011 • WRITTEN COMMUNICATIONS Ms. Revak presented a letter from CR &R, Incorporated dated March 15, 2011 in which it was stated they would not ask for rate adjustment this year and, therefore, will not have an increase for the fifth year. They continue to replace their collection fleet with natural gas powered vehicles and will continue to characterize the CMSD waste stream to improve the diversion from their MRF processing. Ms. Revak presented a letter from the Costa Mesa Chamber of Commerce thanking the District for their continued support and encouraged the District to contact the Chamber whenever they can be of service. Ms. Revak presented a letter from the Principal of Paularino Elementary School expressing their appreciation for the $300 earned by the school by participating in the District's telephone book recycling program. Ms. Revak also presented a letter from Kline School thanking the District for the $1,500 check for participation and being the first place winner in the District's telephone book recycling contest. PUBLIC COMMENTS President Ooten requested any public comments and asked Mr. Fauth If he would like to discuss the appeal of his dismissal. Mr. Fauth introduced Karin De Jauregui, a non - practicing (inactive) attorney. Mr. Burns stated the Board of Directors is not aware of any facts or details of Mr. Fauth's termination and they will not be heard at this time. Mr. Burns stated, as one of the vested rights' employees coming over from the City of Costa Mesa, Mr. Fauth is entitled to a hearing as he has a vested property right to his job. Mr. Burns stated some of the Board participated in a previous hearing and the length of that hearing was one day. A time estimate from each side on the length of such a hearing was requested and Mr. Carroll stated it would take at least one day and a maximum of two days. Ms. De Jauregui stated she would like to discuss the.range of options. Ms. Jauregui stated Mr. Fauth denies the allegations, and stated she is present as Mr. Fauth is not in a condition to fight at this point and would prefer not to go through the same process again for reasons of the cost of a hearing to both parties. Ms. De Jauregui stated Mr. Fauth dedicated over ten years of service to the District, he had a strong performance review record and his personal motto is to do the right thing at the right time, for the right reasons, and fully intended to serve the District as well as he could until he retired. Ms. De Jauregui requested instead of a trial that the Board hold a "mediation" and try to reach an honorable resolution of this situation. Ms. De Jauregui.stated a mediation type of process • could meet everyone's needs rather than spend the amount of time and cost as previously took place. r^ y. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD MARCH 24, 2011 r Ms. De Jauregui stated her career has included mediation type processes and in her opinion better resolutions are reached through mediation. Mr. Burns requested a time estimate if the Board chooses to go forward with a hearing and Ms. De Jauregui did not have a time estimate. Mr. Burns stated the Board needs to have a plan of whether it chooses to go forward with a hearing or a mediation. Mr. Burns explained a mediation would involve a third party who would attempt to get two people to agree, it's not binding, it is more like getting two sides to agree. There would be an outside mediator and would probably include Mr. Fauth and Mr. Carroll. Ms. De Jauregui stated she felt it should include the Board as well. Mr. Burns stated that would involve Brown Act issues, and it would have to be an open session mediation. Vice President Ferryman asked what kind of product the Board would be expected to produce. Mr. Burns said this would be working toward a settlement so then you would have to try to settle without the facts of what Mr. Fauth did or did not do wrong. Mr. Burns stated the Board could choose to set a hearing some weeks out and obtain a waiver from Mr. Fauth for any back pay. Mr. Burns stated if the Board chooses the mediation approach it will slow down the process. Mr. Harriers asked if two Board members were involved in the mediation does it ® mean the hearing body is hearing the evidence for the first time, would it take them away from being part of the hearing body and Mr. Burns answered that it could. The Board could hire a hearing officer through the State Administrative Appeals Board or hire a mediator agreed to by the Board and Mr. Fauth. Mr.. Burns stated the District does not. have. a formalized system as there were only a few employees brought over from the City of Costa Mesa. Vice President Ferryman stated, practically speaking, Mr. Carroll wouldn't have gone as far as he did, without being sure of his action. President Ooten stated in his opinion a mediation is an attempt to work out a settlement and asked if Mr. Fauth is open to a settlement. Mr. Burns did not know if Mr. Carroll and Mr. Fauth have had any settlement discussions, but that doesn't mean it couldn't happen if the Board so desires. Mr. Fauth concurred there have been no discussions of a settlement but he is open to a settlement. Ms. De Jauregui stated her opinion that It would be in the best interests of both parties at the very least to sit down and talk rather than bringing out mud - slinging to get to an end result. Mr. Burns stated he understood from Mr. Carroll that it would take about six weeks for counsel to be available to put on this matter which leaves some time for the parties to discuss a settlement. 40 COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD MARCH 24, 2011 Mr. Burns stated the Board could explore mediation while setting a hearing date for six weeks out and authorizing the Manager to meet with Mr. Fauth to explore settlement or to use his contractual authority within his limits to hire a mediator and if that does not work, a date is set for a hearing that will make findings of fact and the Board will review the record produced and after the hearing concludes on, the Board will make a decision about discipline based upon the written record. Mr. Burns stated a decision should be made about how the District will proceed. Director Fitzpatrick questioned the process — if it goes to mediation, and there is agreement, it would come back to the Board for approval and Mr. Burns replied in the affirmative and stated if it did not, the Board could then be the hearing body. Director Fitzpatrick stated he would, not be able to make a two - day commitment six weeks out. Director Fitzpatrick asked who the hearing officer would be. Mr. Burns stated a hearing officer would be a lawyer /judge -type person. It would be about evidence — a lay person with knowledge of the law and what occurred would have to be proved. The record produced and the decision is then reviewable, if there is a challenge within 90 days, by a Superior Court judge. He would review and make sure the District has the legal weight of evidence to support whatever decision has been made. If the judge were to find it was wrong, the judge can overturn the decision of the Board. If the Board hires a hearing officer, Mr. Burns would not be involved in the hearing and the District would save on his cost. Mr. Burns would then advise the Board based on the opinion of the hearing officer. The decision is whether the Board wants to hear the case or retain a hearing officer at some expense. Mr. Carroll stated if a hearing officer is retained the cost typically is $2,400 /day and typically is split by the two parties. It was proposed that Mr. Carroll and Mr. Fauth set a date to sit down and try to work out a resolution. Ms. De Jauregui .requested she be present at the meeting and the Board and Counsel agreed. Director Fitzpatrick requested an estimate on what the costs of a hearing might be. Mr. Carroll stated the cost estimate of a two -day hearing would be about $30,000. Director Ferryman moved to direct Mr. Carroll to proceed with settlement discussions, and mediation, if necessary, and if those efforts do not produce an agreement between the parties that can be submitted to the Board for approval, a hearing by the Board will be held Tuesday, May 10 and Wednesday, May 11, 2011. Director Perry seconded the motion. Motion carried 4 -0. Mr. Fauth thanked the Board and Staff for their consideration. • COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD MARCH 24, 2011 GENERAL MANAGER'S REPORTS PROHIBITING THE USE OF EXPANDED POLYSTYRENE (COMMONLY KNOWN AS STYROFOAM) IN DISTRICT FACILITIES AND DISTRICT - SPONSORED EVENTS Mr. Carroll presented a policy prohibiting the usage of expanded polystyrene (commonly known as Styrofoam) in District facilities and at District - sponsored events. Mr. Carroll explained the purpose of the proposed policy is to reduce the amount of polystyrene foam that enters the waste stream and promote zero waste strategies. By prohibiting the use of such products within District facilities and at District - sponsored events demonstrates the District's commitment and leadership to protecting the environment. Vice President Ferryman moved to adopt Administrative Regulation No. 10.00. Director Perry seconded the motion. Motion carried 4 -0. SPRINGBROOK CONFERENCE MAY 2011 Mr. Carroll recommended approval by the Board for attendance of Teresa Gonzalez and Kaitlin Tran to the 2011 Springbrook Software Client Conference May 2 -5, 2011 in Portland, Oregon. The CMSD. ® Operations Code Section 3.02.070 Staff Expenses requires prior Board approval for Staff to travel out of state for conferences, meetings, seminars or related matters. Springbrook is the District's accounting software provider and they hold an annual conference in Portland, Oregon. Director Perry moved to approve attendance by CMSD employees Teresa Gonzalez and Kaitlin Tran at the 2011 Springbrook Software Client Conference May 2 -5, 2011 in Portland, Oregon. Director Ferryman seconded the motion. Motion carried 4 -0. RECYCLING COMMITTEE Director Fitzpatrick reported on the Recycling Committee meeting held on March 21, 2011. Mr. Patrick Schiavo, CR &R Consultant presented insights in the trash industry including the waste characterization study, diversion rate and the recycling report generated by CR &R. Mr. Schiavo will capture this data in writing and submit it to the CMSD Board of Directors. Director Fitzpatrick reported the Recycling Goals will be coordinated with the Strategic Plan. Director Fitzpatrick reported the Committee discussed going to the • option of two call -in large item pickups instead of offering the summer large item collection and will consider in 2012. This should eliminate a great deal of scavenging. COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD MARCH 24, 2011 The Enforcement Officer's report was presented. 0 Director Fitzpatrick stated the next meeting date for the Recycling Committee is April 25, 2011. ENGINEER'S REPORTS PROPOSED EMERGENCY SERVICES AGREEMENTS FOR TWO TRAFFIC CONTROL COMPANIES Mr. Harriers stated the District's emergency response plans include implementing traffic control to insure workplace safety and to satisfy the requirements of the governing agencies owning the streets where District sewers are located. These agencies include the Cities of Costa Mesa and Newport Beach, the County of Orange and Caltrans. Mr. Harriers stated to properly design and implement traffic control during an emergency, Staff recommends executing the CMSD standard emergency services agreements with two local traffic control companies, Coastal Traffic Systems and California Barricade. Vice President Ferryman moved to approve the recommendation of executing the Emergency Service Agreements with Coastal Traffic Systems and California Barricade. Director Perry seconded the motion. Motion carried 4 -0. SEWER SYSTEM COMMITTEE Director Ooten reported on the Sewer System Committee meeting held March 15, 2011 with all five Directors participating. TREASURER'S REPORTS Ms. Rogers stated she had nothing to report. ATTORNEY'S REPORTS Mr. Burns stated he had nothing to report. 0 COSTA MESA SANITARY DISTRICT PAGE 9 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD MARCH 24, 2011 CLERK OF THE DISTRICT REPORTS RESOLUTION NO. 2011 -793, NOMINATING MICHAEL SCHEAFER AS A CANDIDATE FOR ELECTION TO THE SPECIAL DISTRICT RISK MANAGEMENT AUTHORITY (SDRMA) BOARD OF DIRECTORS Ms. Revak provided CMSD Resolution No. 2011 -793, Nominating Michael Scheafer as a Candidate for Election to the Special District Risk Management Authority (SDRMA) Board of Directors. Director Perry moved to adopt CMSD Resolution No. 2011 -793, Nominating: Michael Scheafer as a Candidate for Election to the Special District Risk Management Authority (SDRMA) Board of Directors. Vice President Ferryman seconded the motion. Motion carried 4 -0. LOCAL MEETINGS ORANGE COUNTY SANITATION DISTRICT (OCSD) Director Ferryman did not attend the OCSD meeting held on March 23, 2011. SANTA ANA RIVER FLOOD PROTECTION AGENCY (SARFPA) Director Perry reported on the March 24, 2011 meeting of the Santa Ana River Flood Protection Agency. OTHER MEETINGS QUALIFYING FOR REIMBURSEMENT Director Fitzpatrick reported attending the Huntington Beach City Council meeting, where they voted to increase the trash rate. OLD BUSINESS There was no old business to discuss. NEW BUSINESS COSTA MESA HISTORICAL SOCIETY ANNUAL MEMBERSHIP DUES IN THE AMOUNT OF $100 Vice President Ferryman moved to approve the payment to the Costa Mesa Historical Society of $100 for Annual Membership Dues. Director Perry moved to second the motion. Motion carried 4 -0. COSTA MESA SANITARY DISTRICT PAGE 10 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD MARCH 24, 2011 • Discussion was held on the idea of holding a Board meeting at the Historical Society sometime in the future as the Board has done in the past. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS ADJOURNMENT President Ooten adjourned the meeting at 6:50 p.m. Secretary President • Meetinum, Item Number • COSTA MESA NITARY DISTRICT 04/28/11 vu. B. 6. CAPITAL IMPROVEMENT PROGRAM 2010 -2011 PROJECT: #101 West Side Pumping Station Abandonment I PROJECT MANAGER: !Rob Harriers, District Engineer — DESCRIPTION: ,Abandon 6 CMSD pumping stations, abandon the CNB station in the CNB island on W. 19th Street, and abandon the private pumping station on W. 18th Street by constructing new gravity lines. The project would also alleviate the north half of the Banning Ranch. A preliminary 'engineer's estimate is $3 million. START DATE: 7/1/2012 COMPLETION DATE: 6/30/2013 ----- - - - - -- i STATUS REPORT: 8/26110 CMSD staff and two Directors met with OCSD staff on 8/4/10 to discuss the framework of the project. OCSD will be constructing its own gravity sewer to accept the CMSD and CNB flows and send it under.the Santa Ana River to OCSD Plant No. 2. OCSD 9/23110 - OCSD was provided with plans, maps and flow figures for their review. OCSD will be hiring a consultant to prepare the design for their facilities. _ 10/26/10 - OCSD requested copies of all CMSD pumping station plans, which were provided. OCSD anticipates hiring a consultant to prepare an EIR and alignment study in 2011. CMSD requested a joint EIR. - 11/18/10 - No change. 12/20/10 - No change. 01/27/11 - No change__ 02/24/11 - No change. Staff will be contacting OCSD to review their status. 03124111 - Staff met with OCSD Project Managers on 3/8/11 to review OCSD's scope of work and project timing. 4/28/11 - Staff met with 3 proposed OCSD consultants to explain the project. OCSD's first phase of work will be an EIR and alignment study and the CMSD requested the OCSD EIR cover the CMSD work. FINANCIAL STATUS throu h 03/31/11 Approved Proj Account Number Budget June 30, 2010 Accumulated 1 Current Year Expenditures Encumbrances Balance #101 999,941 - ! 3,442 - 996,499 Total 999,941 - �. 3,442 - 996,499 COSTA MESA SANITARY DISTRICT CAPITAL IMPROVEMENT PROGRAM 2010-2011 PROJECT: :1#129 Bristol Street Sewer Phase 11 PROJECT MANAGER: Rob Hamers, District Engineer D_ ESCRIPTION: i increase sewer size in Bristol Street Southbound between Irvine Ave and Birch Street. Phase 1 7constructed the first 1,400 L.F. and this phase will be the remaining 700 L.F. using pipe bursting. The 'Engineer's Estimate is $461,758. START DATE_ COMPLETION DATE: !Mid 2011 STATUS REPORT: 9123/10 - The design phase has started with survey work to identify water valves in the vicinity of the new sewer line. 10/26/10 - The Design phase is continuing including designing water line relocation plans for the portion of water line in conflict with the sewer. 11/18/10 - A meeting was held 10/27/10 at I RWD and it appears the new sewer can be pipe bursted under the existing water line at Irvine Ave thereby- alleviating the necess t to relocate the water line. Work on the plans is-continuing. 12/20/10 - The plans are being submitted for first plan check to the City of Newport Beach, OCDA, IRWD, and the Gas Company. Work on the specs is beginning. 01/27/11 - The project specifications are being prepared. 2/24/11 - The plans and specs are each 95% complete. Processing plans with other utilities is continuing and plans are still in plan 03/24/11 - Staff is coordinating a soils investigation of Bristol Street where the pipe bursting excavations will occur. 4/28/11 - Plans and specifications will be completed and the project placed out to bid when the soils investigation is complete. FINANCIAL STATUS through 03/31/11: June 30, 2010 Account Number Approved Prod Accumulated Current Year Budget i Costs Expenditures Encumbrances; Balance #183-2 1,580,192 1,077,023 3-82 9 -----4---2-- 64 ,4-0 20; --�--464,240 Total 1,580,192 1 1,077,023 36-,-9­297- COSTA MESA ATARY DISTRICT CAPITAL IMPROVEMENT PROGRAM 2010 -2011 PROJECT: - #171 Irvine Pumping Station Force Main PROJECT MANAGER: Rob Hamers, District Engineer DESCRIPTION: Rehabilitate the existing 3,000 L.F. of 14 " force main by inserting a 12" HDPE liner. The portion of 12" PVC SDR 35 force main constructed with the pumping station to remain. The Engineer's START DATE: 10 -Aug COMPLETION DATE: Mid 2011 STATUS REPORT: 9/23110 - The design phase has started with survey work and aerial photogrammetric to prepare a base. plan for design. 10/26/10 - The design phase is continuing. The base plan is complete and work on the plan and profile has begun: 11/18110 - The profile of the existing force main. and the location of the insertion ptits has been added to the plans. 12/20/10 - The plans are approximately 50% complete and work is continuing. 01/27/11 - Proposals are being received for a soils investigation and report. Mork is continuing on the plans and specs. 02/24111 - The plans are 60% complete and the specs are:10% complete. Staff obtaining information for the sliplining specs. 03/24/11 - Staff is coordinating a soils investigation at 5 locations where excavations for the slip- lining will occur. 04/28/11 - The.soils investigation is in progress and the plans are 70% complete. . FINANCIAL STATUS throu h 03/31111: Approved Proj Bud et June 30, 2010 Accumulated Costs Current Year Expend tures Account Number Encumbrances Balance #171 1,360,000 204,447 19,828 1,135,726 20 Total 1,360,000 204,447 19,828 1,135,726 COSTA MESA SANITARY DISTRICT CAPITAL IMPROVEMENT PROGRAM 2010 -2011 PROJECT: #185 System Wide Sewer Reconstruction - Phase 1 PROJECT MANAGER: Rob Harriers, District Engineer_ DESCRIPTION: Reconstruction of the Grade 5 sewer problems disclosed during the 2006 -2009 televising project. There are 4 phases to the project with each phase reconstructing approximately 64 locations and the — i preliminary Engineer's Estimate for each phase if $1 million. START DATE: 10 -Aug COMPLETION DATE: ,Mid 2011 i STATUS REPORT: 9123/10 - The design phase has begun and base maps and plans are being prepared. 10/26/10 -The design phase is continuing. Grade 5 sewer repairs that are likely to collapse are being repaired immediately under a letter of agreement with local contractors. 11/18/10 -Nearly all 64 locations for the project have been selected and videos viewed. A total of 4 Grade 5 repairs have been repaired outside the plans and specs due to possible collapsed pipes. 12120/10 -The plans are approximately 90% complete. After another review, the plans will. be submitted to the City of Costa Mesa for plan check. 01 /27/11 - The plans were submitted to the City of Costa Mesa and the City of Newport Beach for 1 st review. 02/24/11 - The plans are 90% complete and the specs are 85% complete. Certain areas in Costa Mesa and Newport Beach require traffic control plans. 03/24/11 - Plans were re- submitted to the City of Newport Beach for 2nd review. 4/28/11 - The plans were returned from Newport Beach and Costa Mesa with minor comments. Once the utility crossings for the pipe replacement sections are complete, the project will be placed out to bid. FINANCIAL STATUS through 03/31/11: j June 30, 2010 .— Account Number Approved Proj Accumulated Current Year Budget Costs Expenditures Encumbrances Balance - - - - -- - #185 1,086,000 66,068 - - - -- — � 1,019,932 - -- _ _ -- — - - -7 - -- -- Total 1,086,00 - - - - - -- - 66,068 - 1,019,932 CAP TAL IMPARTMENT PROGRAM • PROJECT: #188 Conversion of Sewer Atlas to GIS PROJECT MANAGER:. Rob Hamers, District Engineer DESCRIPTION: Conversion of hand -drawn sewer atlas to electronic GIS format; preparation of sewer cleaning maps and schedule; preparation of Computerized Maintenance Management System (CMMS); and.preparation of Hydraulic Modelin program. START DATE: 26- Oct -09 COMPLETION DATE: 30- Sep -11 STATUS REPORT: 2125110 - 100% of the GIS sewer asset data has been updated /corrected based on CMSD's lateral atlas; 40% of the data has been QA/QCd by CMSD; 100% of the wastewater drainage water sheds have been created; and 100% of the pipe segments have been updated with their appropriate cleaning frequency. Laterals are currently being created in the GIS. 3/25110 - EEC is continuing progress on finalizing sewer main and lateral information while.developing cleaning zones with annual, bi- annual, and tri- annual cleaning frequencies noted. The CMSD GM has requested the necessary parcel data from the County Assessor through a second public records request. 4122110 - Phase I of.the. project is 90% complete, plus EEC has greatly assisted the District by preparing a District wide map showing the Grade 4 and Grade 5 pipe problems to support justification for using fixture fees to perform the necessary reconstruction. 5/27/10 - Phase 1 consisting of converting the atlas to GIS, developing CMMS, and producing cleaning maps for the sewer system is 95% complete. The CMSD GM is working on obtaining the basic parcel data needed to complete the atlas. . 6121110 - Phase I will be completed when the District obtains the basic parcel data from the County. The District needs to authorize Phase II to begin by the end of June 2010 to remain on schedule. 7122110 - EEC requires the basic parcel data to complete Phase I. The notice to proceed on Phase II was given to EEC on 6/25/10. 8126110 - EEC is still waiting for the basic parcel data to complete Phase I along with a few sets of plans from the District Engineer to complete the update. The sewer cleaning maps in Phase I were completed as well. Phase II (CMMS) is underway. 9123110 - EEC has completed placing the last 3 years of construction plans into the GIS atlas while the General Manager is attempting to obtain the basic parcel data for the GIS. EEC is working on the Phase II CMMS program. 10/26/10 - The General Manager's request to obtain discounted parcel data for the atlas will be considered by the County Board of Supervisors in October or November 2010. Work on Phase II CMMS is continuing. 11/18110 - The General Manager is attempting to obtain the basic parcel data. Work on Phase II CMMS is continuing. 12120/10 - The General Manager is still pursuing the basic parcel data for the sewer atlas while EEC remains on schedule creating the CMMS program. 01/27/11 - The General Manager is still pursuing the basic parcel data for the sewer atlas while EEC remains on schedule creating the CMMS program. The General Manager contacted Supervisor Moorlach's Office for assistance. County staff is going to approve the request to purchase the data for $2,500. Needs Board of Supervisors approval. Board date with CMSD request not set yet. 02/24111 - Staff met on 2/1/11 at EEC to assist in developing the Phase II CMMS. EEC provided a matrix of the program for staff to consider. 03/24/11 - EEC is continuing work on Phase II CMMS. 4128111 - The General Manager has arranged for the County of Orange to provide basic parcel data for the GIS Atlas at a reduced rate. Approval is scheduled on the County Board of Supervisor's agenda. FINANCIAL STATUS throu h03131/11: Account Number Approved Proj Budget ,rune 30, 2010 Accumulated Cost Current Year Expenditures Encumbrances Balance #188 194,875 62,703 19,031 113,141 20 Total 194,875 1 62,703 1 19,031 1 113,141 COSTA MESA SANITARY DISTRICT CAPITAL IMPROVEMENT PROGRAM 2010 -11 PROJECT: #189 Rehabilitation of Six Sewers Transferred to CMSD PROJECT MANAGER. Rob Harriers, District Engineer DESCRIPTION: Rehabilitation of the Six Sewers Transferred to CMSD from OCSD. OCSD paid CMSD $1.3 million for the work and plans and specs are being prepared. The Engineer's Estimate is $350,000. START DATE_: February 1, 2010 I COMPLETION DATE: Mid 2011 STATUS REPORT: 4/22110 - Engineering staff has discussed the sewers and deleted non - essential items from the project scope of work. Plans and specs are 5% complete. 5/27/10 - Proposals were obtained for traffic engineering and soils investigation for removing the sag in the sewer in South Cost Drive easterly of Harbor Blvd. Plans and specs are approximately 25% complete. 6/21/10 - Traffic Control Plans are being completed for the South Coast Drive lane closure to allow drilling for the soils report.. Progress on the project plans is continuing. 7/22/10 - The design phase is continuing. The land closure plan was completed and drilling for the soils investigation on South Coast Plaza has occurred. 8/26/10 - The plans are.ready for submittal to the City of Costa Mesa for 1st plan check. Work is beginning on the specs. The scope of work on the project was minimalized to save the District as much as possible of the $1.3 Million paid by OCSD. 9/23/10 - Additional investigation is occurring into the sag on South Coast Drive, which may be longer than first anticipated. Survey work is occurring and staff will be recommending additional CCTV to final the plans and place the project out to bid. 10/26/10 -The field crew will be cleaning the sewer on South Coast Drive and observing the flows to verify the length of sewer in the sag. After this item is resolved, the plans ands ecs will be placed out to bid 11118/10 - A contractor will be potholing the 10" sewer in South Coast Drive 1 10' east of the Harbor Blvd. MH followed by surveyors shooting the elevation of the sewer. This allows the design of the sag remediation to be resolved if the elevation is lower than the manhole. 12/20/10 - The potholing results indicate the sewer in South Coast Drive is severly out of grade and the 600' reach in South Coast Drive will have to be reconstructed. The plans are being submitted to the City of Costa Mesa for first plan check. 01/27/11- The project specifications are being prepared. 02/24/11 - The plans and specs are each 95% complete. The plans are still in plan check. 03/24/11 - The plans and specs were out to bid on 3/1/11 and bid opening is 03/29/11. 04128111 - Bids were opened on 3/29/11 and award of the construction contract is on the agenda for the 4128/11 regular Board meeting. FINANCIAL STATUS throu h03/31/11: Approved Proj Budget June 30, 2010 Accumulated Cost Current Year Expenditures— Account Number Encumbrances Balance #189 75,866 17,112 53,764 4,990 20 Total 75,866 17,112 53,764 - 4,990 L To: From: Date: Subject: Me eting Date I Item Number 04/28/11 VII. C. 7. Costa Wesa Sanitav^ district . , . an Independent SpeciaC District Memorandum Board of Directors JanelJackson April 1, 2001 REFUND REQUEST FOR BOARD APPROVAL There were no refund requests for the month of March 2011. r. Janel Jackson Office Specialist II Board of Directors Robert Ooten James Ferryman Mike Scheafer James Fitzpatrick Arthur Perry Meeting Date I Item Number 04/28/11 1 VII. C. 8. Costa Mesa Saxie.tar�ist i ct ... an. Inbepenbent Special District April 1, 2011 Board of Directors Costa Mesa Sanitary District 628 W. 19" Street Costa Mesa,.CA 92627 -2716 Staff SUBJECT: TRASH OCCUPANCY COUNT Scott C. Carroll General Manager Dear Board of Directors: Joan Revak There is a net increase of 1 unit for the occupancy report for solid waste Office Manager collection as of A nl 1, 2011; therefore, the total occupancy count for April Clerk of the District p p Y P 1, 2011 is 21,529. bin B. xamers Staff recommends the following: rict Engineer 49) 631 -1731 1 The Board of Directors accepts the occupancy count as presented using 21,529 as the correct number of units. Alan R. Burns Legal Counsel 2. The Board of Directors directs staff to prepare a warrant to Costa Mesa Disposal for December collection based on this occupancy Marcus D. Davis report so long as the contractor fulfills the obligations of the Treasurer agreement. Said payment in the amount of $197,106.61to be ratified. on the. May 2011 warrant list. Phone Sincerely, (949) 645 =8400 . Fax (949) 650 -2253 Sherry Kallab Administrative Manager Address 628 w. 19th street cc: Costa Mesa Disposal Costa Mesa, 1 CA 6 92627 -271 Permit Processing Department . • 40 f®oPrinted on I Recycled Paper Protecting our WmMullity's [�eA[tb anii the environment b� prozribing solid waste and sewer co[[ection services. qov INVOICE �4QNZMEN, 0 1700174624 BILL TO: COSTA MESA SAKI DIST AREA 9 628 W 19TH.ST y Date "T7+ GL Aoot 1 INVOICE #: 17462 Meeting Date Item Number 04/28/11 VII. C. 9. MAIL PAYMENT TO: CR TRANSFER, INC. P. O. BOX 125 STANTON, CA 90680 -0125 k TERMS: NET 10 DAYS TO PAY BY CREDIT c CARD, PLEASE FILL IN INFORMATION ON BACK OF REMITTANCE : INVOICE DATE: 4/01/11 COSTA MESA SAKI DIST AREA 9 P.O. BOX 1200 COSTA MESA CA 92627 COSTA MESA CA 92627 CUSTOMER #: 09- 9 2 PREVIOUS AMOUNT DUE PAYMENTS CURRENT CHARGES . TOTAL DUE . 143,232.12 143,232.12 171,165.17 171,165.17 Please detach here and return with your payment CHECK # �. •�It A.. �i1.31R..� 1RII .IIM A• m — — a s m m 0 s s m m. m.Ap..Am'm m m — m — m m o m o —_ap � a � m m � � m v, •w.. w1..P•. 1Wi1_mR..PM. IWA..RR..Om I'm m � o CR TRANSFER, INC. i IF YOU HAVE ANY QUESTIONS REGARDING ANY PART OF THIS INVOICE, PLEASE CALL: ( 714) 826-9049 EVIOUS AMOUNT DUE PAYMENTS CURRENT CHARGES TOTAL DUE INVOICE TOTAL 143 2 2. 143,232.12 1[-171,165.17 i 1.2 111165,17 CUSTOMER* 09- 9 2 INVOICE # 17462 P.O. BOX 1200 OVERDUE AMOUNTS SUBJECT TO FINANCE CHARGE i'ri:ncJ a: Re �xh:J I'aF,cr AT DO A N 3/01/11 RESIDENTIAL WASTE 14 140.1 ✓ 52.220 7,319.68 3/02/11 RESIDENTIAL WASTE 13 121.3 ! 52.220 6,336.90 3%03/11 RESIDENTIAL WASTE 14 134.3 ✓ 52.220 7,014.19 3/04/11 RESIDENTIAL WASTE 13 120.7 ✓ 52.220 6,307.13 3/07/11 RESIDENTIAL WASTE 16 170.9 `� 52.220 8,926.49 3/08/11 RESIDENTIAL WASTE 14 138.6 `� 52.220 7,239.78 3/09/11 RESIDENTIAL WASTE :. ;.::.:.13:;: .,'.15.:...6, �2 .220.:6, 561. 97 3/10/11 RESIDENTIAL WASTE 7, 686.26 11 RESIDENTIAL WASTE <`` > :',;::'.` ::;:;` : °';:;:;::;:' :.1:: ''6 6, 690.43 ` 3/14/11 RESIDENTIAL WASTE.:::' ;: ' ':::: 52:'-220: 8,701.42 3/15/11 RESIDENTIAL WASTE 12 123.0 `� 52.220 ✓ 61424.63 3/16/11 RE$.zDENT,,;W,STE,:::,:, :::.: 15 158.2 52 .22,0 8,263.29 3/17/11 E SID=gT. ;�,T; i�j STE::' ?` '' 15 143.6 52.220 7, 503.49 3/:18/11 S LIAFNT;AIAS.T 13 132.3' 52 .220 6 , 912.3 6 3/21/11 `i2E:SIDENsAh; firIAS;E 16 169.;0 ✓ 52,.220 8,826.75 3/22/11 RESIDENTIAL WAS` E--- ..:-' :•:,. ..:_:.:;:: :14; 143.0f 52.220 7, 471.64, 3/23/11 RESIDENTIAL WASTE 12 115."4f 52.220 6,239.25 3/24/11 RESIDENTIAL WASTE 15 151.0 / 52.220 7.,885.22 3/25/11 RESIDENTIAL WASTE 13.. 130.5 v 52.220 ✓ 6,814.71 3/28/11 RESIDENTIAL WASTE:. : ;:' ' ``:,:: 16..:. .: 1..8..0..:.2. : ':. '. : ,.•52:..220 9, 411.61 3/29/11 .:; RESIDENTIAL TnT.;;::: `:'':°;::: ::::::::'.'::::.';::::::;:4.:.: :::1,a:�_',8... ::':..:,.::..52220 8,139.01 3/30/11 RESIDENTIAL ' 5:2`:`2'20 ': 6,966.67 3/31/11 RESIDENTIAL '' WASTE `:' : ; `13:` ``344:'0 : 52 :220 7,522.29 IF YOU HAVE ANY QUESTIONS REGARDING ANY PART OF THIS INVOICE, PLEASE CALL: ( 714) 826-9049 EVIOUS AMOUNT DUE PAYMENTS CURRENT CHARGES TOTAL DUE INVOICE TOTAL 143 2 2. 143,232.12 1[-171,165.17 i 1.2 111165,17 CUSTOMER* 09- 9 2 INVOICE # 17462 P.O. BOX 1200 OVERDUE AMOUNTS SUBJECT TO FINANCE CHARGE i'ri:ncJ a: Re �xh:J I'aF,cr is ICRITRANSFER�, TRANSFER- INC. I P. O. BOX 125 STANTON, CA 90680 -0125 a dl a TERMS: NET 10 DAYS ; �vCOa�RA�v 0 9300174637 1 TO PAY BY CREDIT 1q CARD, PLEASE FILL --'"" IN INFORMATION ON BACK OF RVAITTANCE INVOICE #: INVOICE DKI E: 17463 4/01/11 BILL TO: COSTA MESA SANI DIST -SA HGT COSTA MESA SANI DIST -SA HGT P.O. BOX 1200 628 W 19TH ST COSTA MESA CA 92627 i COSTA MESA CA 92627 CUSTOMER #: 09- 11 8 PREVIOUS AMOUNT DUE PAYMENTS CURRENT CHARGES TOTAL DUE ! 8,352.07 8,352.07 L 12,288.93 12,288.93 -1 Please detach here and return with your payment CHECK # I CR TRANSFER, INC. DATE 3/01/11 RESIDENTIAL WASTE 1 5.5 52.220 288.25 3/02/11 RESIDENTIAL WASTE ` 4 40.9 '✓ 52.220 2,135.80 3/08/11 RESIDENTIAL WASTE 1 6.0 ✓ 52.220 313.32 3/09/11 RESIDENTIAL WASTE 4 43.2--,/ ✓ 52.220 2,257.47 I 3/16/11 RESIDENTIAL WASTE 4 44.0 ✓ 52.220 2,297.68 3/22/11 RESIDENTIAL WASTE 1 6.2 52.220 324.81 3/23/11 RESIDENTIAL WASTE 4 ::.::.......::4.3.:..:0.., `/.....:::: 5...x:;22::..: :.:...:_..:..;:2, 246. 50 3 30/11 RESIDENTIAL WASTE AP By .7 ,� /C Ap y Date GL Acct 41315 . ......... . ............ . I y I 1 1 I......... 23 215-11 12,28 TOTALSI IF YOU HAVE ANY QUESTIONS REGARDING ANY PART OF THIS INVOICE, PLEASE CALL: ( 714) 826-9049 PREVIOUS AMOUNT DUE PAYMENTS CURRENT CHARGES TOTAL DUE INVOICE TOTAL �� I F 2 2 �,2 . 07 i L 8� 352. 02 CUSTOMER #: 09- 11 8 INVOICE # 17463 P.O. BOX 1200 OVERDUE AMOUNTS SUBJECT TO FINANCE CHARGE 1'rimc1 n:. Renel<d Paper • Meeting Date Item Number 04/28/11 VII. C. 10. COSTA MESA SANITARY DISTRICT .Warrant Resolution No. CMSD 2011 -10 A RESOLUTION OF THE COSTA MESA SANITARY DISTRICT RATIFYING THE PAYMENT OF CERTAIN CLAIMS AND DEMANDS, AND SPECIFYING THE FUNDS OUT OF WHICH THE SAME WERE PAID. THE BOARD OF DIRECTORS OF THE COSTA MESA.SANITARY DISTRICT DOES HEREBY ORDER AND RESOLVE AS FOLLOWS: Section 1. That the attached claims and demands totaling $572,820.48 have been audited as required by law and that the same were paid out of respective funds as hereinafter set forth. Section 2. That the Clerk of the District shall certify to the adoption of this Resolution and shall retain a certified copy thereof in her own records. PASSED AND ADOPTED this 28th day of April 2011. ATTEST: Secretary STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss COSTA MESA SANITARY DISTRICT ) President I, JOAN REVAK, Clerk of the Costa Mesa Sanitary District, hereby certify that the foregoing Warrant Resolution No. CMSD 2011 -10 was duly adopted by the Costa Mesa Sanitary District at a regular meeting held on the 28th day of April 2011. IN WITNESS WHEREOF, I. have hereunto set my hand and affixed the Seal of the Costa Mesa Sanitary District on this 28th day of April 2011. Clerk of the Costa Mesa Sanitary District Accounts Payable Checks for Approval User: tgonzalez Printed: 04/04/2011 - 1:58 PM Check Number Check Date Fund Name Account Name Vendor Name ... an Independent Specie! Oisn*t Amount 0 03/02/2011 Liquid Waste Fund Federal Withholding Taxes Internal Revenue Service 317.94 0 03/02/2011 Liquid Waste Fund FICA - Employee Internal Revenue Service 259.89 0 03/02/2011 Liquid Waste Fund FICA - Employee Internal Revenue Service 383.65 0 03/02/2011 Liquid Waste Fund Medicare - Employee Internal Revenue Service 89.74 0 03/02/2011 Liquid Waste Fund Medicare - Employee Internal Revenue Service 89.74 Check Total: 1,140.96 0 03/07/2011 Liquid Waste Fund PERS Medical Cal PERS 6,237.61 0 03/07/2011 Liquid Waste Fund Benefit Administration Cal PERS 37.80 0 03/07/2011 Liquid Waste Fund Benefits Admin Costs Cal PERS 37.80 0 03/07/2011 Solid Waste Fund Benefits Admin Costs Cal PERS 2.95 0 03/07/2011 Liquid Waste Fund Benefits Admin Costs Cal PERS 26.60 Check Total: 6,342.76 0 03/08/2011 Liquid Waste Fund Federal Withholding Taxes Internal Revenue Service 5,905.66 0 03/08/2011 Liquid Waste Fund FICA - Employee Internal Revenue Service 37.56 0 03/08/2011 Liquid Waste Fund FICA - Employee Internal Revenue Service 55.45 0 03/08/2011 Liquid Waste Fund Medicare - Employee Internal Revenue Service 581.06 0 03/08/2011 Liquid Waste Fund Medicare - Employee Internal Revenue Service 581.06 Check Total: 7,160.79 0 03/08/2011 Liquid Waste Fund State Withholding Taxes State of Cal Emp Dev Dept 2,078.55 Check Total: 2,078.55 0 03/09/2011 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 174.31 0 03/09/2011 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 296.07 0 03/09/2011 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 2,490.17 0 03/09/2011 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 4,229.42 AP - Chec for Approval ( 04/04/2011 - 1:58 PM) age 1 Ser Date Amount Check Check Fund Name Account Name Vendor Name 0 03/09/2011 Liquid Waste Fund PERS Survivor Benefit Cal Pers Employee Ret System 10.23 0 03/09/2011 Liquid Waste Fund PERS - Employer Cal Pers Employee Ret System -0.04 Check Total: 7,200.16 0 03/15/2011 Solid Waste Fund Investment Earnings Bank of America 306.15 Check Total: 306.15 0 03/23/2011 Liquid Waste Fund Federal Withholding Taxes Internal Revenue Service 10,042.67 0 03/23/2011 Liquid Waste Fund FICA- Employee Internal Revenue Service 37.34 0 03/23/2011 Liquid Waste Fund FICA - Employee Internal Revenue Service 55.12 0 03/23/2011 Liquid Waste Fund Medicare - Employee Internal Revenue Service 821.99 0 03/23/2011 Liquid Waste Fund Medicare - Employee Internal Revenue Service 821.99 Check Total: 11,779.11 0 03/23/2011 Liquid Waste Fund. State Withholding Taxes State of Cal Emp_ Dev Dept 3,867.14 Check Total: 3,867.14 0 03/23/2011 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 155.67 0 03/23/2011 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 264.40 0 03/23/2011 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 2,223.91 0 03/23/2011 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 3,777.18 0 03/23/2011 Liquid Waste Fund PERS Survivor Benefit Cal Pers Employee Ret System 10.23 0 03/23/2011 Liquid Waste Fund PERS -.Employer Cal Pers Employee Ret System -0.01 Check Total: 6,431.38 0 03/30/2011 Liquid Waste Fund Federal Withholding Taxes Internal Revenue Service 317.94 0 03/30/2011 .Liquid Waste Fund FICA - Employee Internal Revenue Service 278.45 0 03/30/2011 Liquid Waste Fund FICA - Employee Internal Revenue Service 411.05 0 03/30/2011 Liquid Waste Fund Medicare - Employee Internal Revenue Service 96.15 0 03/30/2011 Liquid Waste Fund Medicare - Employee Internal Revenue Service 96.15 Check Total: 1,199.74 0 03/25/2011 Solid Waste Fund Equipment Maintenance Automatic Data Processing, Inc 5.80 0 03/25/2011 Liquid Waste Fund Equipment Maintenance Automatic Data Processing, Inc 52.21 Check Total: 58.01 AP -Cheeks for Approval ( 04/04/2011 - 1:58 PM) Paget Check Number Check Date Fund Name Account Nance Vendor Name Amount 8315 03/11/2011 Liquid Waste Fund Employee Insurance AFLAC 769.46 Check Total: 769.46 8316 03/11/2011 Solid Waste Fund Contract Services Appleone Employment Services 69.52 8316 03/11/2011 Liquid Waste Fund Contract Services Appleone Employment Services 625.71 8316 03/11/2011 Solid Waste Fund Contract Services Appleone Employment Services 48.55 8316 03/11/2011 Liquid Waste Fund Contract Services Appleone Employment Services 436.91 Check Total: 1,180.69 8317 03/11/2011 Liquid Waste Fund Sewer Maint - Telephone AT &T 267.90 Check Total: 267.90 8318 03/11/2011 Liquid Waste Fund Contract Services Bruce Mattern 399.00 Check Total: 399.00 8319 03/11/2011 Liquid Waste Fund Sewer Maint-Small TooWEq Bank of America 87.73 8319 03/11/2011 Liquid Waste Fund Sewer Maint-Materiall Supplies Bank of America 119.63 8319 03/11/2011 Liquid Waste Fund Sewer Maint - Material /Supplies Bank of America 52.99 8319 03/11/2011 Liquid Waste Fund Sewer Maint- Materi at/ Supplies Bank of America 3.92 8319 03/11/2011 Liquid Waste Fund Sewer Maint-Equipment Maint Bank of America 17.40 8319 03/11/2011 Liquid Waste Fund Sewer Maint - Material /Supplies Bank of America 2.57 8319 03/11/2011 Liquid Waste Fund Sewer Maint - Equipment Maint Bank of America 28.28 8319 03/11/2011 Liquid Waste Fund Sewer Maint - Material /Supplies Bank of America 3.78 8319 03/11/2011 Liquid Waste Fund Sewer Maint - Material /Supplies Bank of America 185.83 8319 03/11/2011 Liquid Waste Fund Sewer Maint -Staff Development Bank of America 28.75 8319 03/11/2011 Liquid Waste Fund Staff Development Bank of America 199.00 8319 03/11/2011 Solid Waste Fund Public InfolEdlCommunity Promo Bank of America 10.06 8319 03/11/2011 Liquid Waste Fund Public Info /E&C'omrnunity Promo Bank of America 90.53 8319 03/11/2011 Solid Waste Fund Staff Development Bank of America 1.50 8319 03/11/2011 Liquid Waste Fund Staff Development Bank of America 13.50 8319 03/11/2011 Liquid Waste Fund Travel/Meals,11,odging Bank of America 40.50 8319 03/11/2011 Solid Waste Fund Travel/Meals/Lodging Bank of America 4.50 8319 03/11/2011 Solid Waste Fund Travel/Mealsl odging Bank of America 12.65 8319 03/11/2011 Liquid Waste Fund Travel/Meals- Todging Bank of America 113.83 8319 03/11/2011 Solid Waste Fund Building Maintenance Bank of America 11.62 8319 03/11/2011 Liquid Waste Fund Building Maintenance Bank of America 104.57 8319 03/11/2011 Liquid Waste Fund Postage Bank of America 40.77 8319 03/11/2011 Solid Waste Fund Trave]/Meals,'Lodging Bank of America 4.54 8319 03/11/2011 Liquid Waste Fund Travel/Mealsr"Lodging Bank of America 40.84 8319 03/11/2011 Liquid Waste Fund Staff Development Bank of America. 39.55 AP - Checks for Approval ( 04/04/2011 - 1:58 PM) age 3 Check Ser Check Date Fund Name Account Name• Vendor Name • Amount 8319 03/11/2011 Solid Waste Fund Staff Development Bank of America 4.39 8319 03/11/2011 Solid Waste Fund Travel/Meals/Lodging Bank of America 3.00 8319 03/11/2011 Liquid Waste Fund Travel/Meals/Lodging Bank of America 27.00 8319 03/11/2011 Liquid Waste Fund . Staff Development Bank of America 69.00 8319 03/11/2011 Solid Waste Fund Travel/Meals/Lodging Bank of America 1.18 8319 03/11/2011 Liquid Waste Fund Travel/Meals/Lodging Bank of America 10.57 8319 03/11/2011 Solid Waste Fund Staff Development Bank of America 36.76 8319 03/11/2011 Liquid Waste Fund Staff Development Bank of America 330.86 8319 03/11/2011 Liquid Waste Fund Staff Development Bank of America 330.86 8319 03/11/2011 Solid Waste Fund Staff Development Bank of America 36.76 8319 03/11/2011 Liquid Waste Fund Sewer Maint-Material/Supplies Bank of America 52.11 8319 03/11/2011 Solid Waste Fund Building Maintenance Bank of America 7.90 8319 03/11/2011 Liquid Waste Fund Building Maintenance Bank of America 71.10 8319 03/11/2011 Liquid Waste Fund Sewer Maint -Staff Development Bank of America 22.48 8319 03/11/2011 Solid Waste Fund Postage Bank of America 0.15 8319 03/11/2011 Liquid Waste Fund Postage Bank of America 1.32 8319 03/11/2011 Liquid Waste Fund Sewer Maint -Bldg Maint Bank of America 119.63 8319 03/11/2011 Solid Waste Fund Equipment Maintenance Bank of America 19.90 8319 03/11/2011 Liquid Waste Fund Equipment.Maintenance Bank of America 179.10 8319 03/11/2011 Solid Waste Fund Equipment Maintenance Bank of America 7.25 8319 03/11/2011 Liquid Waste Fund Equipment Maintenance Bank of America 65.26 8319 03/11/2011 Solid Waste Fund Travel/Meals/Lodging Bank of America 36.27 Check Total: 2,691.69 8320 03/11/2011 Solid Waste Fund Legal Services Alan R. Burns 1,095.95 8320 03/11/2011 Liquid Waste Fund Legal Services Alan R. Burns 2,035.35 8320 03/11/2011 Liquid Waste Fund Legal Services Alan R. Burns 524.90 8320 03/11/2011 Solid Waste Fund Legal Services Alan R. Burns 452.50 8320 03/11/2011 Liquid Waste Fund Legal Services Alan R. Burns 4,235.40 Check Total: 8,344.10 8321 03/11/2011 Solid Waste Fund Fiscal Services CBIZ ATA Orange County LLC 624.40 8321 03/11/2011 Liquid Waste Fund Fiscal Services CBIZ ATA Orange County LLC 1,159.60 Check Total: 1,784.00 8322 03/11/2011 Solid Waste Fund Professional Services Computer Masters 10.00 8322 03/11/2011 Liquid Waste Fund Professional Services Computer Masters 90.00 Check Total: 100.00 8323 03/11/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Kenneth Cook 1,800.00 AP -Checks for Approval ( 04/04/2011 - 1:58 PM) Page 4 Check Number Check Date Fund Name Account Name Vendor Name Amount AP - Cheor Approval ( 04/04/2011 - 1:58 PM) • age 5 Check Total: 1,800.00 8324 03/11/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract C &R Drains Inc. 176.00 Check Total: 176.00 8325 03/11/2011 Liquid Waste Fund Sewer Maint -Misc Swer Wk Creative Screen Art, LLC 193.61 Check Total 193.61 8326 03/11/2011 Solid Waste Fund Recycling/Disposal CR Transfer, Inc. 143,232.12 8326 03/11/2011 Solid Waste Fund Recycling/Disposal CR Transfer, Inc. 8,352.07 Check Total: 151,584.19 8327 03/11/2011 Liquid Waste Fund Sewer Maint -Misc Swer Wk Coastal Traffic Systems, Inc. 1,550.00 Check Total: 1,550.00 8328 03/11/2011 Solid Waste Fund Sharps Program WM Curbside, LLC 95.00 8328 03/11/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 47.25 8328 03/11/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 75.00 8328 03/11/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC -25.00 8328 03/11/2011 Solid Waste Fund Sharps Program WM Curbside, LLC 100.00 8328 03/11/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 29.25 8328 03/11/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 100.00 8328 03/11/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC -25.00 8328 03/11/2011 Solid Waste Fund Sharps Program WM Curbside, LLC 95.00 8328 03/11/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 24.75 8328 03/11/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 75.00 8328 03/11/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC -25.00 8328 03/11/2011 Solid Waste Fund Sharps Program WM Curbside, LLC 95.00 Check Total: 661.25 8329 03/11/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Judy Davison 860.00 Check Total: 860.00 8330 03/11/2011 Liquid Waste Fund GIS System #188 Contr Svc Environmental Engr & Cont, Inc 10,088.00 AP - Cheor Approval ( 04/04/2011 - 1:58 PM) • age 5 Checkber Check Date Fund Name Account Nam Vendor Name Amount ' 8331 03/11/2011 Liquid Waste Fund 8332 03/11/2011 Solid Waste Fund 8332 03/11/2011 Liquid Waste Fund 8333 03/11/2011 Liquid Waste Fund 8334 03/11/2011 Solid Waste Fund 8334 03/11/2011 Liquid Waste Fund 8334 03/11/2011 Liquid Waste Fund 8335 03/11/2011 Liquid Waste Fund Sewer Maint -Bldg Maint Travel/Meals/Lodging Travel/Meals/Lodging Sewer Maint -Swr Lateral Prog Gas - Building Gas - Building Sewer Maint -Gas Bldg Excel Maintenance Solutions Co Jim Ferryman Jim Ferryman Dale Gallow The Gas Company The Gas Company The Gas Company Sewer Maint - Material /Supplies Golden Bell Products, Inc. Check Total: 10,088.00 125.00 Check Total: 125.00 0.41 Check Total: 3.67 Check Total: 4.08 Liquid Waste Fund 1,800.00 Check Total: 1,800.00 8336 5.34 Liquid Waste Fund 48.09 Robin B. Hamers & Assoc., Inc. 25.33 Check Total: 78.76 326.25 Check Total: 326.25 8336 03/11/2011 Liquid Waste Fund Engineering/Architectual Sery Robin B. Hamers & Assoc., Inc. 1,400.00 8336 03/11/2011 Liquid Waste Fund Engineering/Architectual Sery Robin B. Hamers & Assoc., Inc. 3,835.88 8336 03/11/2011 Liquid Waste Fund Plan Ck/Inspection- Inside Robin B. Hamers & Assoc., Inc. 193.00 8336 03/11/2011 Liquid Waste Fund Plan Ck/Inspection- Inside Robin B. Hamers & Assoc., Inc. 7,820.63 8336 03/11/2011 Liquid Waste Fund Plan Ck/Inspection- Outside Robin B. Hamers & Assoc., Inc. 96.50 8336 03/11/2011 Liquid Waste Fund Plan Ck/Inspection- Outside Robin B. Hamers & Assoc., Inc. 1,902.75 8336 03/11/2011 Liquid Waste Fund Plan Ck/Inspection -Swr Lateral Robin B. Hamers & Assoc., Inc. 2,484.88 8336 03/11/2011 Liquid Waste Fund Plan Ck/Inspection -Swr Lateral Robin B. Hamers & Assoc., Inc. 2,144.63 8336 03/11/2011 Liquid Waste Fund Sewer Maint -Inflow Reduction Robin B. Hamers & Assoc., Inc. 1,096.50 8336 03/11/2011 Liquid Waste Fund . Bristol St Pump - Contract Labor Robin B. flamers & Assoc., Inc.. 1,495.75 8336 03/11/2011 Liquid Waste Fund Irvine PS Frce Main #171 -Contr Robin B. Hamers & Assoc., Inc. 4,583.75 8336 03/11/2011 Liquid Waste Fund Grade 5 CCTV Improvements Robin B. Hamers & Assoc., Inc. 2,026.50 8336 .03/11/2011 Liquid Waste Fund Rehab of (6)Swrs Transfrd #189. Robin B. Hamers & Assoc., Inc. 7,406.38 Check Total: 36,487.15 8337 03/11/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimrii Systems, Inc 1,020.00 AP - Checks for Approval ( 04/04/2011 - 1:58 PM) Page 6 Check Number Check Date Fund Name Account Name Vendor Name Amount 8337 03/11/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 870.00 8337 03/11/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 490.00 8337 03/11/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 2,485.34 8337 03/11/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 870.00 8337 03/11/2011 Liquid Waste Fund Sewer Maint -Pump Sm Contract Jimni Systems, Inc 1,450.00 8337 03/11/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 1,582.50 8337 03/11/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 340.00 8337 03/11/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 1,470.00 8337 03/11/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 1,197.50 8337 03/11/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 1,917.50 8337 03/11/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 450.00 8337 03/11/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 1,315.06 8337 03/11/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 735.00 8337 03/11/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 612.50 8337 03/11/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 735.00 8337 03/11/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 873.07 8337 03/11/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 1,153.72 8337 03/11/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 2,520.45 8337 03/11/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 1,595.00 Check Total: 23,682.58 8338 03/11/2011 Liquid Waste Fund Sewer Maint -Misc Swer Wk Mike Kilbride, LTD 1,700.00 Check Total: 1,700.00 8339 03/11/2011 Solid Waste Fund Equipment Maintenance Konica Minolta 8339 03/11/2011 Liquid Waste Fund Equipment Maintenance Konica Minolta 45.22 406.98 Check Total: 452.20 8340 03/11/2011 Solid Waste Fund Legal Services Liebert Cassidy Whitmore 15.40 8340 03/11 /2011 Liquid Waste Fund Legal Services Liebert Cassidy Whitmore 138.60 8340 03/11/2011 Liquid Waste Fund Legal Services Liebert Cassidy Whitmore 4,578.80 8340 03/11/2011 Solid Waste Fund Legal Services Liebert Cassidy Whitmore 508.75 Check Total: 5,241.55 8341 03/11/2011 Liquid Waste Fund Sewer Maint -Staff Development Lifecom 100.00 Check Total: 100.00 8342 03/11/2011 Liquid Waste Fund Sewer Maint- Water Pumps Mesa Consolidated Water Dist 19.70 8342 03/11/2011 Liquid Waste Fund Sewer Maint- Water Pumps Mesa Consolidated Water Dist 17.00 AP - Checks for Approval ( 04/04/2011 - 1:58 PM) • ®Page 7 ` Check Oer Check Date Fund Name Account Name* Vendor. Name Amount 8342 03/11/201.1 Liquid Waste Fund Sewer Maint - .Water Pumps Mesa Consolidated Water Dist 17.00 8342 03/11/2011 Liquid Waste Fund Sewer Maint- Water Pumps Mesa Consolidated Water Dist 17.00 8342 03/11/2011 Liquid Waste Fund Sewer Maint -Water Bldg Mesa Consolidated Water Dist 48.00 8342 03/11/2011 Liquid Waste Fund Sewer Maint -Water Bldg Mesa Consolidated Water Dist 45.20 8342 03/11/2011 Liquid Waste Fund Sewer Maint -Water Bldg Mesa Consolidated Water Dist 96.50 Check Total: 260.40 8343 03/11/2011 Liquid Waste Fund Sewer Maint-Swr Lateral Prog Michael Steiner 925.00 Check Total: 925.00 8344 03/11/2011 Solid Waste Fund Educational Tours Newport-Mesa Unified School Di 250.57 Check Total: 250.57 8345 03/11/2011 Liquid Waste Fund Sewer Maint - Material /Supplies Orange County Hose Co. 305.13 Check Total: 305.13 8346 03/11/2011 Liquid Waste Fund Travel/Meals/Lodging Bob Ooten 12.75 Check Total: 12.75 8347 03/11/2011 Solid Waste Fund Mileage Reimbursement CMSD Petty Cash 4.99 8347 03/11/2011 Liquid Waste Fund Mileage Reimbursement CMSD Petty Cash 44.89 8347 03/11/2011 Liquid Waste Fund Mileage Reimbursement CMSD Petty Cash 67.50 8347 03/11/2011 Solid Waste Fund Mileage Reimbursement CMSD Petty Cash 7.50 8347 03/11/2011 Solid Waste Fund Staff Development CMSD Petty Cash 6.00 8347 03/11/2011 Liquid Waste Fund Staff Development CMSD Petty Cash 54.00 8347 03/11/2011 Solid Waste Fund Staff Development CMSD Petty Cash 1.75 8347 03/11/2011 Liquid Waste Fund Staff Development CMSD Petty Cash 15.76 8347 03/11/2011 Solid Waste Fund Staff Development CMSD Petty Cash 86.00 Check Total: 288.39 8348 03/11/2011 Liquid Waste Fund Postage United States Postmaster 6,000.00 Check Total: 6,000.00 8349 03/11/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Jean Rudenski 1,217.50 AP - Checks for Approval (04/04/2011- 1:58 PM) Page 8 Check Number Check Date Fund Name Account Name Vendor Name Amount Check Total: 1,217.50 8350 03/11/2011 Liquid Waste Fund Bristol St Pump - Contract Labor Santa Ana Blue Print 42.14 8350 03/11/2011 Liquid Waste Fund Rehab of (6)Swrs Transfrd #189 Santa Ana Blue Print 269.48 8350 03/11/2011 Liquid Waste Fund Rehab of (6)Swrs Transfrd #189 Santa Ana Blue Print 227.30 8350 03/11/2011 Liquid Waste Fund MultiMed/Blueprints /Copies /Sub Santa Ana Blue Print 30.00 8350 03/11/2011 Liquid Waste Fund Bristol St Pump - Contract Labor Santa Ana Blue Print 45.54 8353 03/11/2011 Liquid Waste Fund Benefits Admin Costs Check Total: 614.46 8351 03/11/2011 Liquid Waste Fund Sewer Maint -Staff Development Safety-First 150.00 Check Total: 150.00 8352 03/11/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 302.59 8352 03/11/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 222.49 8352 03/11/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 305.67 8352 03/11/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 76.18 8352 03/11/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 58.89 8352 03/11/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 72.83 8352 03/11/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 316.09 8352 03/11/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 313.17 8352 03/11/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 698.95 8352 03/11/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 77.25 8352 03/11/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 85.64 8352 03/11/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 135.91 8352 03/11/2011 Liquid Waste Fund Sewer Maint- Electric Pumps Southern California Edison 53.44 8352 03/11/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 506.63 8352 03/11/2011 Liquid Waste Fund Sewer Maint- Electric Pumps Southern California Edison 346.16 8352 03/11/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 205.47 8352 03/11/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 878.61 8352 03/11/2011 Liquid Waste Fund Sewer Maint- Electric Pumps Southern California Edison 7146 8352 03/11/2011 Solid Waste Fund Electric - Building Southern California Edison 56.86 8352 03/11/2011 Liquid Waste Fund Electric - Building Southern California Edison 511.76 Check Total: 5,298.05 8353 03/11/2011 Liquid Waste Fund Life /AD &D Insurance Spec Dist Risk Mgt Authority 165.22 8353 03/11/2011 Liquid Waste Fund Dental Insurance Spec Dist Risk Mgt Authority 636.47 8353 03/11/2011 Liquid Waste Fund Long -Term Disability Spec Dist Risk Mgt Authority 314.55 8353 03/11/2011 Liquid Waste Fund Vision Insurance Spec Dist Risk Mgt Authority 30.20 8353 03/11/2011 Solid Waste Fund Benefits Admin Costs Spec Dist Risk Mgt Authority 3.28 8353 03/11/2011 Liquid Waste Fund Benefits Admin Costs Spec Dist Risk Mgt Authority 29.50 AP - Chec�for Approval ( 04/04/2011 - 1:58 PM) • •Page 9 Check eer Check Date Fund Name Account Name Vendor Name Amount Check Total: 1,179.22 8354 03/11/2011 Solid Waste Fund 8355 03/11/2011 Solid Waste Fund 8355 03/11/2011 Liquid Waste Fund 8356 03/11/2011 Liquid Waste Fund 8357 03/11/2011 Liquid Waste Fund 8358 03/11/2011 Solid Waste Fund 8358 .03/11/2011 Liquid Waste Fund 8359 03/11/2011 Liquid Waste Fund 8360 03/11/2011 Liquid Waste Fund 8360 03/11/2011 Liquid Waste Fund 8361 03/11/2011 Liquid Waste Fund Telephone Bk Recycling Program Sonora Elementary School Check Total: Building Maintenance Trimco Landscape Building Maintenance Trimco Landscape Check Total: Medical/Employment Services Tustin Irvine Medical Check Total: Contract Services Underground Service Alert/SC Check Total: Postage Postage Deferred Compensation - 457 Totalfunds By Hasler Totalfunds By Hasler Check Total: VantagePoint Transfer Agents Check Total: Deferred Medical -RHS- Employee VantagePoint Transfer Agents . Deferred Medical -RHS- Employee VantagePoint Transfer Agents Check Total: Sewer Maint - Telephone Verizon Wireless 300.00 300.00 11.60 104.40 116.00 66.66 66.66 185.50 185.50 50.00 450.00 500.00 1,055.00 1,055.00 331.37 331.37 662.74 7.29 Check Total: 7.29 8362 03/11/2011 Liquid Waste Fund Sewer Maint -Misc Swer Wk West Coast Fence Co. 995.00 Check Total: 995.00 AP -Checks for Approval ( 04/04/2011 - 1:58 PM) Page 10 Check Number Check Date Fund Name Account Name Vendor Name Amount 8368 03/25/2011 Solid Waste Fund Contract Services Appleone Employment Services 71.92 8368 03/25/2011 Liquid Waste Fund Contract Services Appleone Employment Services 647.28 8368 03/25/2011 Solid Waste Fund Contract Services Appleone Employment Services 68.32 8368 03/25/2011 Liquid Waste Fund Contract Services Appleone Employment Services 614.92 Check Total: 1,402.44 8369 03/25/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Claudio Arena 1,800.00 Check Total: 1,800.00 8370 03/25/2011 Solid Waste Fund Telephone AT &T 48.54 8370 03/25/2011 Liquid Waste Fund Telephone AT &T 436.83 8370 03/25/2011 Liquid Waste Fund Sewer Maint - Telephone AT &T 141.69 Check Total: 627.06 8371 03/25/2011 Liquid Waste Fund Sewer Maint -Bldg Maint Bay Alarm 264.00 8371 03/25/2011 Liquid Waste Fund Sewer Maint -Bldg Maint Bay Alarm 51.80 Check Total: 315.80 8372 03/25/2011 Liquid Waste Fund Medical /Employment Services Jan Berger 10.00 Check Total: 10.00 8373 03/25/2011 Solid Waste Fund Trash Hauler Costa Mesa Disposal 197,097.45 Check Total: 197,097.45 8374 03/25/2011 Solid Waste Fund Prof Membership/Dues Costa Mesa Historical Soc 50.00 8374 03/25/2011 Liquid Waste Fund Prof Membership/Dues Costa Mesa Historical Soc 50.00 Check Total: 100.00 8375 03/25/2011 Solid Waste Fund Professional Services Computer Masters 35.00 8375 03/25/2011 Liquid Waste Fund Professional Services Computer Masters 315.00 Check Total: 350.00 8376 03/25/2011 Solid Waste Fund Household Hazardous Waste WM Curbside, LLC 85.00 8376 03/25/2011 Solid Waste Fund Sharps Program WM Curbside, LLC 95.00 8376 03/25/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 22.50 AP - Chec for Approval ( 04/04/2011 - 1:58 PM) . age 11 Check Ater Check Date Fund Name Account Name Vendor Name Amount 8376 03/25/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 75.00 8376 03/25/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC -25.00 8376 03/25/2011 Solid Waste Fund Sharps Program WM Curbside, LLC 100.00 8376 03/25/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 27.00 8376 03/25/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 100.00 8376 03/25/2011 Solid Waste Fund Pharmaceutical Program WM Curbside; LLC - 25.00 8376 03/25/2011 Solid Waste Fund Sharps Program WM Curbside, LLC 95.00 8376 03/25/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 27.00 8376 03/25/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 75.00 8376 03/25/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC -25.00 8376 03/25/2011 Solid Waste Fund Sharps Program WM Curbside; LLC 95.00 8376 03/25/2011 Solid Waste Fund Household Hazardous Waste WM Curbside, LLC 2,237.45 8376 03/25/2011 Solid Waste Fund Sharps Program WM Curbside, LLC 95.00 8376 03/25/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 67.50 8376 03/25/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 75.00 8376 03/25/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC -25.00 8376 03/25/2011 Solid Waste Fund Sharps Program WM Curbside, LLC 100.00 8376 03/25/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 65.25 8376 03/25/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 100.00 8376 03/25/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC -25.00 8376 03/25/2011 Solid Waste Fund Sharps Program WM Curbside, LLC 95.00 8376 03/25/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 139.50 8376 03/25/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 75.00 8376 03/25/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC -25.00 8376 03/25/2011 Solid Waste Fund Sharps Program WM Curbside, LLC 95.00 Check Total: 3,791.20 8377 03/25/2011 Liquid Waste Fund Sewer Maint -Staff Development CWEA -TCP 132.00 8377 03/25/2011 Liquid Waste Fund Sewer Maint -Staff Development CWEA -TCP 132.00 Check Total: 264.00 8378 03/25/2011 Liquid Waste Fund Sewer Maint -Misc Swer Wk Darling International, Inc. 3,500.00 Check Total: 3,500.00 8379 03/25/2011 Solid Waste Fund Fiscal Services Diehl, Evans & Company LLP 300.00 8379 03/25/2011 Liquid Waste Fund Fiscal Services Diehl, Evans & Company LLP 2,700.00 Check Total: 3,000.00 8380 03/25/2011 Liquid Waste Fund Cell Phone Allowance Karl Dulake 163.20 AP - Checks for Approval ( 04/04/2011 - 1:58 PM ) Page 12 Check Number Check Date Fund Name Account Name Vendor Name Amount Check Total: 163.20 8381 03/25/2011 Liquid Waste Fund Sewer Maint - Material /Supplies Golden Bell Products, Inc. 1,555.13 Check Total: 1,555.13 8382 03/25/2011 Solid Waste Fund Office Supplies MailFinance Inc. 7.72 8382 03/25/2011 Liquid Waste Fund Office Supplies MailFinance Inc. 69.49 Check Total: 77.21 8383 03/25/2011 Liquid Waste Fund Sewer Maint- Water Pumps Irvine Ranch Water District 9.21 8383 03/25/2011 Liquid Waste Fund Sewer Maint- Water Pumps Irvine Ranch Water District 8.00 Check Total: 17.21 8384 03/25/2011 Solid Waste Fund TravellMeals /Lodging Independent Special Dist of OC 6.40 8384 03/25/2011 Liquid Waste Fund Travel/Meals /Lodging Independent Special Dist of OC 57.60 8384 03/25/2011 Liquid Waste Fund Staff Development Independent Special Dist of OC 14.40 8384 03/25/2011 Solid Waste Fund Staff Development Independent Special Dist of OC 1.60 Check Total: 80.00 8385 03/25/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 1,740.00 8385 03/25/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 1,347.50 8385 03/25/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 340.00 8385 03/25/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 2,217.50 8385 03/25/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 4,815.30 Check Total: 10,460.30 8386 03/25/2011 Solid Waste Fund Equipment Maintenance Konica Minolta Bus Sol U.S.A., 14.03 8386 03/25/2011 Liquid Waste Fund Equipment Maintenance Konica Minolta Bus Sol U.S.A., 126.29 Check Total: 140.32 8387 03/25/2011 Liquid Waste Fund Sewer Maint-Swr Lateral Prog Sylvia Leighton 1,675.00 Check Total: 1,675.00 8388 03/25/2011 Liquid Waste Fund Sewer Maint- Equipment Maint Lifecom 65.00 age 13 AP - Checks for Approval ( 04/04/2011 - 1:58 PM) Check Aer Check Date Fund Name Account Name* Vendor Name Amount AP - Checks for Approval (04/04/2011'- 1:58 PM) Page 14 Check Total: 65.00 8389 03/25/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Maybelle Allen 1,125.00 Check Total: 1,.125.00 8390 03/25/2011 Liquid Waste Fund Sewer Maint- Water Pumps Mesa Consolidated Water Dist 27.80, Check Total: 27.80 8391 03/25/2011 Liquid Waste Fund Sewer Maint - Material /Supplies Orange County Hose Co. 181.07 Check Total: 181.07 8392 03/25/2011 Solid Waste Fund Office Supplies Office Depot 4.22 8392 03/25/2011 Liquid Waste Fund Office Supplies Office Depot 38.02 Check Total: 42.24 8393. 03/25/2011 Solid Waste Fund Recycling Grant AB 939. ORBIS Corporation 11,691.05 8393 03/25/2011 Solid Waste Fund Recycling Grant AB 939 ORBIS Corporation 20.00 8393 03/25/2011 Solid Waste Fund Recycling Grant AB 939 ORBIS Corporation 1,846.03 Check Total: 13,557.08 8394 03/25/2011 Solid Waste Fund Building Maintenance Pacific Building Care, Inc. 45.38 8394 03/25/2011 Liquid Waste Fund Building Maintenance Pacific Building Care, Inc. 408.37 Check Total: 453.75 8395 03/25/2011 Solid Waste Fund MultiMed/Blueprint/Copies /Sub United States Postmaster 18.50 8395 03/25/2011 Liquid Waste Fund MultiMed/Blueprints/Copies/Sub United States Postmaster 166.50 Check Total: 185.00 8396 03/25/2011 Solid Waste Fund Equipment Maintenance Priority Mailing System 25.50 8396 03/25/2011 Liquid Waste Fund Equipment Maintenance Priority Mailing System 229.50 Check Total: 255.00 8397 03/25/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Charles Remley 1,336.57 AP - Checks for Approval (04/04/2011'- 1:58 PM) Page 14 Check Number Check Date Fund Name Account Name Vendor Name Amount Check Total: 1336.57 8398 03/25/2011 Liquid Waste Fund 8399 03/25/2011 Liquid Waste Fund 8399 03/25/2011 Liquid Waste Fund 8400 03/25/2011 Solid Waste Fund 8400 03/25/2011 Liquid Waste Fund 8400 03/25/2011 Liquid Waste Fund 8401 03/25/2011 Liquid Waste Fund 8402 03/25/2011 Liquid Waste Fund 8403 03/25/2011 Liquid Waste Fund 8403 03/25/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Rick Rodgers Sewer Maint - Electric Pumps Sewer Maint -Elec Bldg Workers' Compensation Workers' Compensation Swr Maint - Workers Comp Southern California Edison Southern California Edison Check Total: Check Total: Spec Dist Risk Mgt Authority Spec Dist Risk Mgt Authority Spec Dist Risk Mgt Authority Check Total: Sewer Maint -Swr Lateral Prog Patricia Snyder Check Total: Deferred Compensation - 457 VantagePoint Transfer Agents Check Total: Deferred Medical -RHS- Employee VantagePoint Transfer Agents Deferred Medical -RHS- Employee VantagePoint Transfer Agents Check Total: Report Total: 1,075.00 1,075.00 844.63 301.75 1,146.38 324.48 567.85 2,634.67 3,527.00 1,325.00 1,325.00 1,055.00 1,055.00 317.70 317.70 635.40 572,820.48 AP - Checks for Approval ( 04/04/2011 - 1:58 PM) •Page 15 • costa M Sanitary District Expense Reimbament Form for Directors 1. ,attach all receipts. FMPPtina Item Number N- J 04/28/11 VII. C..11. DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL* MEAL EXPENSE OTHER sit P. �v o C &0 p `? 8 S s va ?,X �Atk cc Jmo -c6q- G � 'tip �► � � ��5 t� �0 �14 CAA %%A S 10 90% O L, .0A.bVI Co cx C- ws *Can be used for private auto as well as taxi, limo. and air fare. 11. Calculation 1. miles at 51.0 cents per mile (Current Rate) 2. Total meals 3. days attendance at $ 221.00 Der day INCr ovaiu PUHUy/ . 4. Meeting 5. Other Conference /Event: Location: Per Ordinance No. 55, "Board members shall provide brief reports .on meetings attended at public - expense -at the next regular Board meeting." (Operations Code, Section 3.01.035) (rev. taros) 13 Z Total = $ t Z G7 Significant p of benefit to the Distri and its ratepayers: ants ;L.Q C� ��a. �. i " A &I �m C® ra d a e- �i GEC VAil _ Director Signature: Costa Mesa Sanitary District �P-� ``Expense Reimbursement Form for Directors Name: \ ®�b,v- J , G 4 t 441 1. Attach all receipts. DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL* MEAL EXPENSE OTHER -silk �P�v ocYJ D �1 CY C. Cis K C % 15 ®tCC� ���4 @► ta7.A��v n b Vl Co t:� C_ Can be used for private auto as well as taxi, limo and air fare. ll., Calculation 1. _ miles at 51.0 cents per mile (Current Rate) 2. Total meals 3. days attendance at $ 221.00 per day 1yc, 0.4,V P.—Y/ 4. Meeting 5. Other Conference/Event: Location: Per Ordinance No. 55, "Board members shall provide brief reports on meetings attended at public expense at the next regular Board meeting." (Operations Code, Section 3.01.035) (rev. 1 1M9) = $ 3.57 Total = $ 3,5 7 Significant points of benefit to the Distrorl and its ratepayers• to iR / a - V ?zc" °f- C a d C 14 x O 4) &,a ",A rS Director Signature: C� cs_lt� Costa Mesa Sanitary District Expense Reimbursement Form for Directors Name: I. Attach all receipts. 16 A,0 Pc 4 0 DAIE OF EVENT PURPOSE OR OCCASION Or g. Program Project Amount ,.L.Ii.J.L /_.._� MEMO Total MIA "Pay this meeting. 11. Calculation 1. miles at 51.0 cents per mile (Current Rate) 2. Total meals 3. •��_ days attendance at $_Z21.00 per day (per Board policy) 4. Meeting S. Other Calculated by: Joan Revak Date; 111, Must be submitted to District Office by the 28th of each month, 'Can be used for private auto as well as taxi. Ilmo and air tare: (, 32`,00 Total= $ 0 U Acct. Fund Or g. Program Project Amount Total Director Signature. L r r I Costa Mesa Sanitary District ExIlIdInse Reimbursement Form for Directors Name. I. Attach all receipts. �y9 ~65o -�s3 DAIE OF EVENT PURPO SE OR OCCASION Or g. Pro ram Project Amount - =_lI-/ L / A ��� /l /.AL� � _ •�'li /���.... /_.lilt[! 1 Total —Pay this meeting. II. Calculation 1. 31 miles at 51.0 cents per mile (CUrrcnt Rate) 2. Total meals 3, days attendance at $ 221.0 per day (per Board policy) 4. Meeting 5. Other Calculated by: Moan Revak Date: III, Must be submitted to District Office by the 28th of each month. 'Can be used for private auto as well as taxi, limo and air tare. = $ t3,, SI Total = $ Acct. Fund Or g. Pro ram Project Amount Total Director Signature. • WL • Costa Mesa itary District Expense Reimbursement Form for Directors Name: MIKE SCHEAFER I. Attach all receipts. DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL' MEAL EXPENSE OTHER 1( CIO 1=./ 1 -3` ko `v 3I 1 11 ��I-A, - cu,,� U�, 1 Uv ► (-S5wj _`(*Kw-- ?> I�J� \I �v�,�'`t1.1'Q- h�l• -'Nl Cptl`I��V11�� C,�v�S� .5 I C, v\,e\ -5 . 31 i 1 T570 L vr\ woo L- 4 "can be uses for private auto as well as taxi, limo and air fare. II. Calculation 1. _� miles at 51.0 cents per mile (Current Rate) 2. Total meals 3. ( days attendance at $ 221.00 per day (per Board policy) 4. Meeting 5. Other Conference /Event: Ler_a�tien� Per Ordinance No. 55, "Board members shall provide brief reports on meetings attended at public expense at the next regular Board meeting." (Operations Code, Section 3.01.035) = $ 296/,—q..6Y Total - $ 2 (,q CIOL - Significant points learned of benefit to the District and its ratepayers: Director Signature; 3 (rev. itI109i - - 1 Costa Mesa Sanitary District Expense Reirnoursernent Form for Directors Name: Sc. orrN= V- I. Attach all receipts. DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL- MEAL EXPENSE OTHER 3 �f W aL0 w\ vJ 7, c -15 // Jotal "'N. y this ineeting_ 11. Calculation 1. - .14D� miles at 51.0 cents per mile (Current Rare) 2. Total meals 3. days attendance at $ 221.00 per day (per Board policy) 4. Meeting 5. Other Calculated by: Joan Revak Date: 111. Must be submitted to District Office by the 28th of each month. 'Can be used for prlvala auto as well as tail. limo and airfare. 2-6•Lto Total = $ eD)'y0 Acct. Fund O . Pro rarn Project Amount // Jotal Director Signature: Costa Me nitary District Expense Relmbi s ent Form for Directors Name: Jim Uzpatrick MARCH 2011 I. Attach all receipts. • DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL* MEAL EXPENSE OTHER March 4. WACO OCWD March 21 Recycling Committee CMSD March 15 Sewer Committee CMSD March 24 Costa Mesa Sanitary District Board Meeting CMSD March 17 CMSD Branding CMSD March 7 Phone Book Check Presentation St Joachim's March 21 Huntington Beach Trash Rate Incr Hearing HB City Council March 10 SCE President Presentation Irvine Marriott *Can be used for private auto as well as taxi, limo and air fare. II. Calculation 1. miles at 51.0 cents. per mile (Current Rate) 2. Total meals 3. 6 days attendance at $ 221.00 per day (per Board policy) 4. Meeting 5. Other Conference /went: Location: Per Ordinance No. 55, "Board members shall provide brief reports on meetings attended at public expense at the next regular Board meeting." (Operations Code, Section 3.01.035) 1.3260 Total = $ 1.3260 Significant points learned of benefit to the District and .its ratepayers: Will Cover at Board Meeting 0 Costa IVJW Sanitary District • Expense ReIrr idWment Foy for Directors Name: 1. Attach all receipts. DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL* HEAL EXPENSE OTHER � '� -S� cs.rf� S'' s TE w• � � �. �cw�vJ /Qc„ 3A T/,- G. C. (4—A_ A. d s ; 80 Cr-*IC cl—S A, C �i �. �,g ?)t -can be used for private auto as well as taxi, iimo and air fare. Calculation 1. miles at 51.0 cents per mile (Current Rote) 2. Total meals 3. days attendance at $ 221.00 per day (per Board policy) 4. Meeting 5. Other Conference/Event: Location: Per Ordinance Rio. 53, "Board members shall provide brief reports on meetings attended at public expense at the next regular Board meeting." (Operations Code, Section 3.01.035) e$ Significant points learned of benefit to the District and Ila ratepayers: Director Signature; (rev. ,r,lDa) Costa Mesa Sanitary District Expense Reimbursement Form for Directors Dame: �f �`- I. Attach all receipts. DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL" MEAL EXPENSE OTHER � � Jn- i`+ri /J • ✓- i. �^ � �i.Ts �'�' �e 'JG/i/��J f `„'L.ti 3L? Y SAIL Jz ,- . G. G ter +'^krz S T- / �} c r S /)Cc *Can be used for private auto as well as taxi, Iimo and air fare. IL Calculation 1. miles at 51.0 cents- per mile (Current Rate) 2. Total meals 3. t, days attendance at $ 221.00 per day (per Board policy) 4. Meeting (5. Other i Conference /Event: Location: Per Ordinance loo. 65, "Board members shall provide brief reports on meetings attended at public expense at the next regular Board meeting." (Operations Code, Section 3,01.036) s $ Total= $ l Significant points learned of benefit to the District and i ratepayers: 0 (rev. 111 109� I Meeting Date Item Number 04/28111 VII. C. 12. COST .A WES A QOjAgZARTDISTRICT Memorandum To: Board of Directors Via: Scott Carroll, General Mana From: Marc Davis, Treasurer Date: April 28, 2011 ..... an Independent Special District Subject: Investment Report for the Month of March 2011 Summary Attached is the Investment Report for the month of March 2011. As required by. the • District's Statement of Investment Policy, the Investment Report delineates all investment activity during the month. Staff Recommendation Approve the Investment Report for the month of March 2011. 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 March 31, 2011 The District's investments are in compliance with the Statement of Investment Policy adopted by the Board at the June 21, 2010 regular meeting, as well as the California Government Code. The market values in this report were provided by our third party custodian, Bank of New York, 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. r� Board of Directors April 28, 2011 Page 2 of 3 The weighted average stated rate of return (current yield) for the Districts investment portfolio as of March 31, 2011, was 1.185 %. The yield to maturity of the portfolio was 1.208 %. The District's weighted average interest rate was 69 basis points (0.685 %) above the daily effective yield of LAIF, which was 0.500% as of March 31, 2011. The weighted average number of days to maturity for the District's total portfolio was 755 days (2.07 years). The average duration of the underlying securities in LAIF as of March 31, 2011, which is the most current information available, was 193 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 March 31, 2011 was 44.93 %. As of March 31, 2011, the District has adequate operating reserves necessary to meet its obligations for the next six months. Strategic Plan Element & Goal This item supports achieving Strategic Element No. 7.0, Finances, by ensuring the short and long -term fiscal health of the District. Le al Review • Legal review is not required. Financial Review The portfolio was budgeted to earn an average of 1.25% for the year ending June 30, 2011. Committee Recommendation Review by the Investment Oversight Committee is not required this month. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the April 28, 2011 Board of Directors regular meeting at District Headquarters (628 W. 19th Street) and on the District's website at www.crosdca.gov. • 2 V Board of Directors April 28, 2011 •Page 3of3 Alternative Actions • �J 1. Refer the matter back to staff Attachments Treasurer's Report of Pooled Cash and Investments as of March 31, 2011 3 Costa Mesa Sanitary District Pooled Cash and Investments by Fund March 31, 2011 CMSD Solid Waste Activities CMSD Liquid Waste Activities Asset Replacement Fund Total Pooled Cash & Investments Marcus D. Davis Treasurer /Director of Finance 1 4/12/11 Date $ 4,648,523.88 10,513,446.51 115,892.50 $ 15,277,862.89 • is Attachment A i COSTA MESA SANITARY DISTRICT Treasurer's Report of Pooled Cash and Investments March 31, 2011 • Deposits Outstanding Bank Balance In Transits Checks Book Balance Active Accounts: Bank of America $ 33,303.11 22,602.14 210,060.10 $ (154,154.85) Reconciling Items - - - - Total Active Accounts 33,303.11 22,602.14 210,060.10 (154,154.85) Market Adjustment Market Value Increase Decrease Cost Investments: Local Agency Investment Fund $ 6,921,804.72 - - $ 6,876,804.72 Money Market/Sweep Account 56,713.02 - - 56,713.02 Federal Agency Securities 8,431,665.00 - (66,835.00) 8,498,500.00 Total Investments 15,410,182.74 - (66,835.00) 15,432,017.74 Total Pooled Cash & Investments $ 15,443,485.85 $ 22,602.14 $ 143,225.10 $ 15,277,862.89 Costa Mesa Sanitary District Pooled Cash and Investments by Fund March 31, 2011 CMSD Solid Waste Activities CMSD Liquid Waste Activities Asset Replacement Fund Total Pooled Cash & Investments Marcus D. Davis Treasurer /Director of Finance 1 4/12/11 Date $ 4,648,523.88 10,513,446.51 115,892.50 $ 15,277,862.89 • is J • COSTA MESA SANITARY DISTRICT Investment Activity Summary . March 31, 2011 :7 • Total investments outstanding as of February 28, 2011 Additions: Gain on sale of investment Investment purchases Deductions: Investment maturity /sale proceeds Loss on sale of investment Investments called Net increase (decrease) in Sweep Account Net increase (decrease) in LAIF Total investments outstanding as of March 31, 2011 $ 15,467,009.82 998,500.00 (988,492.08) (45,000.00) $ 15,432,017.74 COSTA MESA SANITARY DISTRICT Investment and Investment Earnings March 31, 2011 "Represents the LAW daily rate at 3/31/11 Comments . • 3 • Interest CUSIP Purchase Maturity Coupon Investment Earned at Number Investment Date Date Rate Cost 03/31/11 n/a Local Agency Investment Fund n/a n/a 0.500% $ 6,876,804.72 n/a n/a Bank of New York -Sweep Acct n/a n/a 0.010% 56,713.02 n/a 3136FMP24 Federal National Mortgage Assn 07/0.7/10 07/07/15 2.370 % 1,000,000.00 5,530.00 3136FM3D4 Federal National Mortgage Assn 07/28/10 07/28/15 1.500% 500,000.00 - 3134G1TR5 Federal Home Loan Mortgage 09/30/10 09/30/15 2.000% 1,000,000.00 55.55 31337141_7 Federal Home Loan Bank 10/06/10 10/06/14 1.600% 1,000,000.00 7,777.77 31331,12P7 Federal Farm Credit Bank 11/17/10 11/17/14 1.250% 1,000,000.00 4,652.77 31331J3D3 Federal Farm Credit Bank 12/01/10 12/01/14 1.600% 1,000,000.00 5,333.33 313371W05 Federal Home Loan Bank 12/09/10 06/09/14 1.375% 1,000,000.00 4,277.77 31331,16X6 Federal Farm Credit Bank 01/05/11 01/05/15 2.100% 1,000,000.00 5,016.66 3135GOAV5 Federal National Mortgage Assn 04/01/11 06/02/14 1.800% 998,500.00 1,450.00 Totals $ 15,432,017.74 $ 34,093.85 "Represents the LAW daily rate at 3/31/11 Comments . • 3 • i COSTA MESA SANITARY DISTRICT • Summary of Policy Limitations March 31, 2011 Current % of Market Value Description 03/31/11 Maximum % U.S. Treasury Bills 0.00% Unlimited U.S. Treasury Notes 0.00% Unlimited Federal Agency Issues: FICB 0.00% Unlimited FLB 0.00% Unlimited FHLB 12.94% Unlimited FHLMC 6.38% Unlimited FNMA 16.24% Unlimited FFCB 19.31% Unlimited Other * 0.00% Unlimited Banker's Acceptances 0.00% 25%(1) �. Certificates of Deposit 0.00% 25% Negotiable Certificates of Deposits 0.00% 25%(1) Commercial Paper 0.00% 25%(1) Medium Term Corporate Notes 0.00 %. 20%(1) LAW (Local Agency Investment Fund) 44.76% 40,000,000 Shares of Benefical Interest 0.00% 20% Money Market/Mutual Funds (Sweep Acct) 0.37% 10% per fund (2) Total 100.00% % of portfolio maturing under one year 44.93% no less than 20% % of portfolio maturing over one year 55.07% 100.00% (1) Further limited to 10% in any single issuer (2) Also limited to 20% in total. *These • securities are not considered for purchases: SBA, GNMA, TVA and SALLIEMAE 4 Description Broker /Dealer State Treasurer's Pool LAIF Total State Treasurer's Pool Money Market Mutual Fund Total Money Market Mutual Fund Federal Home Loan Bank Federal Home Loan Bank Total Federal Home Loan Bank Federal Home Loan Mortgage Total Federal Home Loan Mortgage Federal National Mortgage Association Federal National Mortgage Association Federal National Mortgage Association Total Federal National Mortgage Association Federal Farm Credit Bank Federal Farm Credit Bank Federal Farm Credit Bank Total Federal Farm Credit Bank . "Represents the LAIF daily rate at 3/31/11 • COSTA MESA SANITARY DISTRICT Schedule of Investments by Instrument Type March 31, 2011 Purchase Date n/a Bank of New York n/a UnionBanc 10/06/10 UnionBanc 12/09/10 E.J. De La Rosa 09/30/10 E.J. De La Rosa 07/07/10 E.J. De La Rosa 07/28/10 Union Banc 04/01/11 E.J. De La Rosa 11/17/10 UnionBanc 12/01/10 UnionBanc 01/05/11 Total Investments Maturity Coupon Investment %of Market %of Date Rate Cost Portfolio Value Portfolio Comments Continuous 0.500% $ 6,876,804.72 $ 6,876,804.72 POOL 6,876,804.72 44.56% 6,876,804.72 44.76% Continuous 0.010% 56,713.02 56,713.02 SWEEP 56,713.02 0.37% 56,713.02 0.37% 10106/14 1.600% 1,000,000.00 994,850.00 FHLB 06/09/14 1.375% 1,000,000.00 993,420.00 FHLB 2,000,000.00 12.96% 1,988,270.00 12.94% 09/30/15 2.000% 1,000,000.00 980,730.00 FHLMC 1,000,000.00 6.48% 980,730.00 6.38% 07/07/15 2.370% 1,000,000.00 996,600.00 FNMA 07128/15 1.500% 500,000.00 498,285.00 FNMA 06/02/14 1.800% 998,500.00 1,000,440.00 FNMA 2,498,500.00 16.19% 2,495,325.00 16.24% 11/17/14 1.250% 1,000,000.00 980,010.00 FFCB 12/01/14 1.600% 1,000,000.00 992,860.00 FFCB 01/05/15 2.100% 1,000,000.00 994,470.00 FFCB 3,000,000.00 19.44% 2,967,340.00 19.31% $ 15,432,017.74 100.00% $ 15,365,182.74 100.00% 5 • COSTA MESA SANITARY DISTRICT Investment Portfolio March 31, 2011 Total Investment Portfolio Total Portfolio Weighted Avg Interest Rate. Weighted Avg Yield to Maturity Weighted Avg Days to Maturity * *Represents the LAW daily rate at 3/31/11 1.185 1.208% 755 Days 2.07 Years $ 15,432,017.74 Investment Purchase Maturity Days to Coupon Yield to Investment Broker /Dealer Type Date Date Maturity Rate Maturity Cost Local Agency Investment Fund Pool 1 0.500% ** 0.500% $ 6,876,804.72 Bank of New York Sweep 1 0.010% 0.010% 56,713.02 E.J. De LaRosa FNMA 07/07/10 07/07/15 1,559 2.370% 2.370% 1,000,000.00 E.J. De La Rosa FNMA . 07/28/10 07/28/15 1,580 1.500% 2.229% 500,000.00 E.J. De La Rosa FHLM 09/30/10 09/30/15 1,644 2.000% 2.000% 1,000,000.00 UnionBanc FHLB 10/06/10 10/06/14 1,285 1.600% 1.600% 1,000,000.00 E.J. De La Rosa FFCB 11/17/10 11/17/14 1,327 1.250% 1.250% 1,000,000.00 UnionBanc FFCB 12/01/10 12/01/14 1,341 1.600% 1.600 %. 1,000,000.00 UnionBanc FHLB 12/09/10 06/09/14 1,166 1.375% 1.375% 1,000,000.00 UnionBanc. FFCB 01/05/11 01/05/15.1 1,376 2.100% 2.100% 1,000,000.00 UnionBanc FNMA 04/01/11 06/02/14. 1,159 1.800% 1.800% 998,500.00 Total Investment Portfolio Total Portfolio Weighted Avg Interest Rate. Weighted Avg Yield to Maturity Weighted Avg Days to Maturity * *Represents the LAW daily rate at 3/31/11 1.185 1.208% 755 Days 2.07 Years $ 15,432,017.74 COSTA MESA SANITARY DISTRICT For all Maturities with Market Values March 31, 2011 Purchase Maturity Intuition Investment Investment Coupon Date Date Broker /Dealer Type Par Rate n/a Continuous LAIF POOL $ 6,876,804.72 0.500 % ** n/a Continuous Bank of New York SWEEP 56,713.02 0.010% 07/07/10 07/07/15 E.J. De La Rosa FNMA 1,000,000.00 2.370% 07/28/10 07/28/15 E.J. De La Rosa FNMA 500,000.00 1.500% 09/30/10 09/3.0/15 E.J. De La Rosa FHLMA 1,000,000.00 2.000% 10/06/10 10/06/14 UnionBanc FHLB 1,000,00.0.00 1.600% 11/17/10 11/17/14 E.J. De La Rosa FFCB 1,000,000.00 1.250% 12/01/10 12/01/14 UnionBanc FFCB 1,000,000.00 1.600% 12/09/10 06/09/14 UnionBanc FHLB 1,000,000.00 1.3759% 01/05/11 01/05/15 UnionBanc FFCB 1,000,000.00 2.100% 04/01/11 06/02/14 UnionBanc FNMA 998,500.00 1.800% Total Investments * *Represents the LAIF daily rate at 3/31/11 $ 15,432,017.74 7 Net Investment Market Accrued Gain /(Loss) Cost Value. Interest If Sold 6,876,804.72 6,876,804.72 - - 56,713.02 56,713.02 - - 1,000,000.00 996,600.00 5,530.00 (3,400.00) 500,000.00 498,285.00 - (1,715.00) 1,000,000.00 980,730.00 55.55 (19,270.00) 1,000,000.00 994,850.00 7,777.77 (5,150.00) 1,000,000.00 980,010.00 4,652.77 (19,990.00) 1,000,000.00 992,860.00 5,333.33 (7,140.00) 1,000,000.00 993,420.00 4,277.77 (61580.00) 1,000,000.00 994,470.00 5,016.66 (5,530.00) 998,500.00 1,000,440.00 1,450.00 1,940.00 15,432,017.74 15,365,182.74 34,093.85 (66,835.00) U COSTA MESA SANITARY DISTRICT Call Schedule March 31, 2011 Type of Purchase Maturity Coupon 1,000,000.00 Investment Date Date Rate Par Value FNMA 07/07/10 07/07/15 2.370% $ 1,000,000.00 FNMA 07/28/10 07/28/15 1.500% 500,000.00 FHLMC 09/30/10 09/30/15 2.000% 1,000,000.00 FHLB 10/06/10 10/06/14 1.600% 1,000,000.00 FFCB 11/17/10 11/17/14 1.250% 1,000,000.00 FFCB 12/01/10 12/01/14 1.600% 1,000,000.00 FHLB 12/09/10 06/09/14 1.375% 1,000,000.00 FFCB 01/05/11 01/05/15 2.100% 1,000,000.00 FNMA 04/01/11 06/02/14 1.800% 998,500.00 Investment Cost Call Features $ 1,000,000.00 Callable 7/7/11 w /10 days notice 500,000.00 Callable 7/28/11 w /10 days notice, quarterly thereafter 1,000,000.00 Callable 3/30/11 w/5 days notice, quarterly thereafter 1,000,000.00 Callable 1/6/11 w/5 days notice and anytime after 1,000,000.00 Callable 11 /17/11 w/7 days notice and anytime after 1,000,000.00 Callable 3/1/11 w/5 days notice and anytime after 1,000,000.00 Callable 6/9/11 w/5 days notice and anytime after 1,000,000.00 Callable 1/5/12 w/7 days notice and anytime after 998,500.00 Callable 9/2/11 w /10 days notice, thereafter 12,3,6,9 Totals $ 8,498,500.00 $ 8,498,500.00 E1 0 S 0 0 ' ~ COSTA MESA SANITARY DISTRICT - MATURITIES DISTRIBUTION March 31, 2011 60% In Thousands X. TOTAL $ 15,432 Days Days Years Years Years Years 0 S 0 0 ' ~ • • Costa Mesa Sanitary District Yield Curve Data as of March 31, 2011 3.00% 2.50% 2.00% 1.50% 1.00% 0.50% 0.00% 4 O,�O Oy0 , O,�O °�O , , O,�O elp 10 Off° O0 O0 ON O�� • —3 month T -Bill -- -6 month T -Bill 2 year T -Note - - - -•3 year T -Note —5 year T -Note — CMSD- monthly --- -LAIF- monthly - ----OC Pool - monthty Costa Mesa Sanitary District 3 Year Total Cash & Investment History As of March 31, 2011 18000000 16000000 �I _ I 14000000 i 12000000 - -I i 10000000 8000000 6000000 I - i }- - i I ! I i I 4000000 i i I i 2000000 I i i i I I -- I I 1\4��'1 4\�\~O,yO • 11 • • G Meeting Date Item Number 04/28/11 VII. C. 13. Caste 9WES.A.Saa9T.A�2'q)ISqR,rcT Memorandum To: Board of Directors ... an Independent Speciaf Distfirt Via: Scott Carroll, General Manage .From: Sherry Kallab, Administrative ManagPE;?�. Date: April 28, 2011 Subject: Quarterly Budget Report Summary The following report is a brief analysis of District expenditures for the third quarter (January — March) of the fiscal. year. Staff Recommendation • That the Board of Directors receive and file this report. Analysis Overall, the solid and liquid waste funds are projected to have a surplus by the end of the fiscal year. The Solid Waste Fund is project to have a surplus balance of $171,440 and the Liquid Waste Fund is projected to have a surplus balance of $253,810. Some line items are.projected to exceed approved budget amounts, staff is monitoring these expenditures closely and will request budget adjustments accordingly. Please see attached report for more detail analysis. The next quarterly budget report will be presented to the Board on July 28, 2011. This report will be a preliminary year- end report pending the completion of the audited financial statements. Strategic Element & Goal This item supports achieving Strategic Element No. 7.0, Finance Goal No. 7.1, Develop quarterly budget reports. t Protecting ur communit 's heaftiz and the environment 6 providing solid waste and sewer coffection services. 9 y y� g UnM. crosdca.go,v Board of Directors April 28, 2011 Paae 2 of 2 Legal Review Not applicable. Financial Review See attached report. Committee Recommendation Not applicable Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the April 28, 2011 Board of Directors regular meeting at District Headquarters and on District website. Alternative Actions :7 1. Refer the matter back to staff for additional information.. • Attachments A: Quarterly Budget Report (January — March, 2011) • SOLID WASTE FUND As of March 31, 2011 • Account Name: Solid Waste Prepared by: Teresa Gonzalez EXECUTIVE SUMMARY Account # 10- 000000 Attached, please find the latest budget expenditure analysis for the Trash maintenance operating budget. The projections in this budget are based on run rates in some accounts and known or anticipated spending in others. Please see budget account information below for additional detail.. 10 -11 10 -11 10 -1 10 -11 Original Cary Adjustments Working Budget Forward Budget $5,323,110 $127,390 $0 $5,450,500 The annual working budget for this fund is $ 5,450,500 after the $127,390 carry forward of AB 939 recycling grant funds. To date we have expended $3,658,824 and are projecting full year expenditures to be • $5,279,060 for a projected year -end balance of $171,440 resulting primarily from the salaries and benefits projected to be approximately $31,000 below budget, special programs projected to be approximately $31,200 below budget, and the projected non -use of the entire annual contingency in the amount of $95,000. • The following sections provide summary information about, the status of any given account number that may need additional clarification. Please feel free to contact me if you have any questions or need additional information about this report. PERSONNEL Overall, personnel expenses are running under 'budgeted amounts by approximately $31,000: This is primarily a result of retirements and changes in staffing levels. M &O M &O accounts are expected to come in under planned budget levels, providing a total balance of $109.240. The major components of this projected year -end balance are described in more detail below: • The projected non -use of the entire annual contingency amount of $95,000. • The recycling /disposal account is projected to be equal to budget, with waste tonnage in the amount of approximately 41,000. The waste tonnage is estimated to increase by approximately 600 tons over the prior fiscal year's tonnage. The fiscal services account is projected to be below budget by $7,600 as a result of the assumption of increased fiscal responsibilities by District staff and thus less services required from outside consultants. Special programs are projected to be . below budget in total by approximately $31,200 as a result of the cost savings in the sharps, household hazardous waste and pharmaceutical programs. The sharps program account is projected to be under budget by approximately $15,000 as a result of cost savings resulting from the change of service providers from Stericycle to Curbside and as a result of the loss of program participation by Rite Aide Pharmacy. The pharmaceutical program account is projected to be under budget by $8,000 due to the delayed additions of participants to the program. Staff recommends that it is in the District's best interest to continue expanding both the sharps and pharmaceutical programs. CAPITAL OUTLAY It is projected that the entire capital outlay budget will be expensed by year -end. The capital equipment or outlays that have been expensed as of March 31, 2011 are as follows: • Website rebuild, $842 • Records management system, $77 • Server /computer replacement, $5,126 0 Office furniture, $2,552 The remaining funds are budgeted to be spent on continued website rebuild ($1,000), and records management system ($3,000). • • LIQUID WASTE FUND As of March 31, 2011 Account Name: Sewer Maintenance Prepared by: Teresa Gonzalez ]EXECUTIVE SUMMARY Account # 20- 000000 Attached, please find the latest budget expenditure analysis for the Sewer maintenance operating budget. The projections in this budget are based on run rates in some accounts and known or anticipated spending in others. Please see budget account information below for additional detail. 10 -11 10 -11 10 -1 10 -11 Original Cary Adjustments Working Budget Forward Budget $3,446,960 .$150,000 $0 $3,596,960 The annual working budget for this fund is $3,596,960 after the $150,000 carry forward of funds for the fiscal year's 2009 -10 sewer line cleaning project completed in August 2011. To date we have expended $2,083,039 and are projecting full year expenditures to be $3,343,150 for a projected year -end balance of $253,810 resulting primarily from the salaries and benefits projected to be approximately $235,150 below budget and the projected non -use of the contingency budget in the amount of $125,360. The savings in, these accounts are somewhat offset by an anticipated $100,000 over budget amount in the sewer lateral program. The following sections provide summary information about the status of any given account number that may need additional clarification. Please feel free to contact me if you have any questions or need additional information about this report. Overall, - personnel expenses are running under budgeted amounts by approximately $235,150. This is primarily a result of retirements and changes in staffing levels. M &O M &O accounts are expected to come in under planned budget levels, providing a total balance of $18,660. The major components of this projected year -end balance are described in more detail below: • The projected non -use of the annual contingency amount of $125,360. • The sewer lateral assistance program is projected to be over budget by $100,000 as a result of the success of the program. A separate budget adjustment will be presented to the Board for increased funds approval. M &O (Continued) The engineering /architectural service account is expected to be below budget by $20,000. The savings in the engineering account is offset by the $33,500 over budget in the plan check/inspection account. The adopted budget for this account was based on the assumption that the new lead maintenance worker would be responsible for 25% of the inspections. The budget for inspection services was reduced by 25% assuming that the hiring of the new lead maintenance worker would take place at the beginning of the fiscal year. Since the hiring was delayed and changes in staffing levels, the continued contracting of inspection services has been necessary. • The professional services account is projected to be over budget by $18,100 due to expenses associated with internal investigations for violations to personnel regulations. • The contract services account is projected to be over budget by $25,500 due to staffing of the Office Specialist II position with staff from a temporary agency. However, there will be a savings in the personnel costs due to the position being temporary vacant. • The fiscal services account is projected to be below budget by $11,400 as a result of the assumption of increased fiscal responsibilities by District staff and thus less services required from outside consultants. • The elections account is projected to be below budget by $15,500 as a result of reduced election costs billed by the County of Orange. CAPITAL OUTLAY It is projected that the entire capital outlay budget will be expensed by year end. The capital equipment or outlays that have been expensed as of March 31, 2011 are: • (8) Motorola two -way radios, $4,306 • Awards display corner curio cabinet, $869 • Website rebuild, phase 2 , $7,575 • Records management system, $691 • EOC equip /supplies, $4,615 • Server /computer replacement, $46,134 • Office furniture, $22,972 The remaining funds are budgeted to be spent on a CCTV Truck ($50,100), records management system ($28,000), website rebuild ($10,000), and EOC supplies ($18,000). • :7 Expenditure Analysis 10- 000000 Solid Waste Through 3131/2011 -Full Year- -Full Year- -Full Year- 0 N1. ' Finance ProJecibne reflect tie moet recent quarterly update a change from tact }ear =_» 04114111 11 '08 Original Working Expenditures Change Run -Rate Finance Finance BUDGET BUDGET YTD YTD YTD 09 -10 to Percent Full Year Projection Finance Projected Pro). % as of July 1 '10= 11 313112011 313112010 YTD 10 -11 Change '09 -'10 Full Year Projections Balance' Remainln EXPENDITURES Personnel SALARIES FULL -TIME 291,000 291,000 189,837 48,071 141,766 295% 70,256 253,116 270,000 21,000 7% SALARIES PART -TIME 22,000 22,000 15.165 15,144 21 0% 20.882 20,220 22,000 0% SALARIES BOARD 16,000 16,000 8,796 4,310 4,486 104% 6,475 11,728 16,000 - 0% OVERTIME 3,000 3,000 0 533 (533) -100% 977 0 2,600 4D0 13% Benefits 118,200 118,200 70,722 21,011 49,712 237% 28,570 127,160 94,297 379,360 108,600 419,200 9.600 8% Sub -Total Personnel 450,200 450,200 284,520 89,068 195,452 219% 31,000 7% M80 PROFESSIONAL SERVICES 2,100 2,100 1.551 4,226 (2.675) -63% 5,486 2,068 2.800 (700) -33% DISTRICT MANAGER 0 0 0 35,805 (35,805) -100% 35,805 0 0 LEGAL SERVICES 35,500 35.500 22,336 21,836 500 2% 28,086 29.782 35,500 - 0% FISCAL SERVICES 19,600 19,600 6,386 11,610 (5,223) -45% 19,061 8.515 12,000 7,600 39% MEDICALIEMPLOY SERVICES 60 60 35 35 (0) 0% 35 47 60 0% CONTRACT SERVICES 5,000 5.000 5,628 209 5,419 2597% 209 7,503 8,000 (3,000) -60% COUNTY COLLECTION FEE 15.500 15,500 15,452 15,429 24 0% 15.554 20,603 15,500 - 0% TRASH HAULER(CRaR) 2.362,000 2,362,000 1.772.907 1,771,194 1.712 0% 2,361,580 2.363,875 2,364,000 (2.000) 0% RECYCLINGMISPOSAL(CRBR) 2,141,020 2,141,020 1,403,630 1.371,768 31,862 2% 2,108,307 1,871.507 2,141,020 - 0% CONTAINER COLLECTION COST 16,100 16,100 7.552 8.310 (757) -9% 16.399 10.070 16,100 - 0% ELECTIONS 24,500 24,500 15,960 0 15.960 0% 0 21,280 16,000 8,500 35% MAINTENANCE 4,400 4,400 3,356 3,177 179 6% 4,142 4,475 4.670 (270) -6% OFFICE SUPPLIES 1,000 1,000 605 551 54 10% 784 807 1,000 - 0% MISC COPY 550 550 37 316 (279) -88% 315 49 550 0% POSTAGE 7,600 7.600 4.179 6,212 (2.033) -33% 6,283 5,572 4,500 3,100 41% COMMUNITY OUTREACH 11,000 11,000 9,011 15,055 (6,044) -40% 15,858 12,015 11,000 - 0% SMALL TOOLS/EQUIP 500 500 0 87 (87) -100% 87 0 500 - 0% PROF DEVELOPMENT ?RAINING 17,370 17,370 13,050 11,671 1,379 12% 14,856 17,401 17,670 (300) -2% LIABILITY INSURANCE 6.500 6,500 5,248 5,242 6 0% 5,242 6,997 5,300 1.200 18% TELEPHONE 640 640 445 560 (115) -21% 730 593 640 - 0% UTILITIES - BLDG 1,120 1,120 665 653 11 2% 988 886 1,010 110 10% ASSET REPLACEMENT 3,350 3,350 2,513 0 2,513 0% 0 3,350 3,350 - 0% CONTINGENCY 85,000 95,000 Q 0 0 Q% Q 0 0 95,000 100% TRANSFER OUT 0 Q 0 0 0 0% 28,314 0 Q 0% 3,290,547 3,283,946 6,601 0% 4,668,122 4,387,396 4,661,170 109,240 2% Sub -Total M 6 O 4,770,410 4,770,410 - 0% Capital Outlay FOUIPME1' 12,300 12.300 8,587 0 8,597 0% 0 11, 183 12,300 0% 8,597 0 8,597 0% - 0% Sub -Total Capital Outlay 12,300 12,300 0 11,463 12,300 Special Programs SHARPS PROGRAM 24,000 24,000 6,407 17,396 (10,989) -63% 21,747 8,542 9,000 15,000 63% HHW 30,000 30,000 15,567 21,836 (6.271) -29% 26,182 20,756 24,000 6,000 20% TELEPHONE BK RECYCLING 13,000 13,000 9,558 12,069 (2,511) -21% 12,069 12,744 9.560 3,440 26% LG ITEM PICK UP 5,000 5,000 6,241 0 6,241 0% 4,034 8,322 6.240 (1,240) -25% USED TIRE ROUNDUP 700 700 348 325 23 7% 325 464 700 0% EDUCATIONAL TOURS 2,500 2,500 251 0 251 0% 176 334 2,500 - 0% PHARMACEUTICAL 15,000 15,000 3,965 0 3,965 0% 0 5.286 7,000 8,000 53% COMPOST GRANT 0 127,390 32,823 16,182 16,641 103% 16.423 43,764 127,390 0% 75,159 67,809 7,350 11% 31,200 14% Sub -Total Special Programs 90,200 217,590 80,955 100,213 186,390 TOTAL EXPENDITURES S 5,323,110 f 5,450,500 f 3,658,824 $ 3,440,823 f 218,001 6% S 4,876,238 f 4,878,431 f 5,279,060 $ 171,440 3% N1. ' Finance ProJecibne reflect tie moet recent quarterly update a change from tact }ear =_» 04114111 11 '08 Expenditure Analysis 20- 000000 Liquid Waste Through 3/31/2011 .Full Ynar- -F,ill Yaar- -Frill Vaar. Notes ' Fire- Projections mflact the most recent quarterly update % change from test year = =» -17% • • 04114111 11:08 • Original Working Expenditure. Change Run -Rate Analyst Analyst BUDGET BUDGET YTD YTD YTD 09 -10 to Percent Full Year Projection Finance Projected Pro]. % as of July 1 10 -11 313112011 3/31/2010 YTD 10-11 Change Full Year Projections Balance' Remaining EXPENDITURES Personnel SALARIES FULL -TIME 758,000 758,000 444,203 487,718 (43,515) -9% 748,362 592,271 598,000 160,000 21% SALARIES PART -TIME 0 0 0 5,258 (5,258) -100% 6,571 0 0 - 0% SALARIES BOARD 64,000 64,000 35,183 38,786 (3.602) -9% 58,278 46,911 64,000 - 0% OVERTIME 29,550 29,550 7,195 19,017 (11,821) -62% 29,097 9,594 17,700 11,850 40% Benefits 325,990 325,990 174,834 200,245 (25,411) -13% 308,353 1,150,661 233,112 881,887 262,690 942,390 63,300 19% Su4-Total Personnel 1,177,540 1,177,540 661,415 751,023 (89,608) -12% 235,150 20% M&O PROFESSIONAL SERVICES 37,400 66,800 28,660 50,026 (21,366) -43% 63,558 38,213 84,900 (18.100) -27 DISTRICT MANAGER 0 0 0 66,495 (66,495) -100% 66,495 0 0 - 0% LEGAL SERVICES 100,000 100,000 72,250 72,344 (93) 0% 94,402 96,334 100,000 - 0% ENGINEERING /ARCHITSERV 90,000 90,000 44,203 58,871 (14,668) -25% 85,991 58,937 70,000 20,000 22% PLAN CHECKIINSPECTIONS 132,750 132,750 107,925 112,957 (5,032) -4% 186,520 143,899 166,250 (33,500) -25% FISCAL SERVICES 36,400 36,400 14,003 21,561 (7,557) -35% 35,400 18,671 25,000 11,400 31% MEDICALIEMPLOY SERVICES 540 540 864 316 548 174% 381 1,152 1,000 (460) -85% CONTRACT SERVICES 45.000 45,000 48,202 1,400 46.803 3344% 1,858 64,270 70,500 (25,500) -57% COUNTY COLLECTION FEE 17,000 17,000 15,260 15,286 (25) 0% 16,417 20,347 15,300 1,700 10% PUMP STN MAINT CONTRACT 54,060 54,060 57,491 10,700 46,790 437% 43,046 76,654 66,000 (11,940) -22% SEWER LINE MAINTENANCE 200,000 350,000 158,325 11,400 146,925 1289% 43,486 211,100 350,000 - 0% ELECTIONS 45.500 45,500 29,640 0 29,640 0% 0 39,520 30.000 15,500 34% BLDG MAINTENANCE 26,200 26,200 20,201 10,464 9,737 93% 14,642 26,935 26,630 (2,430) -9% EQUIP MAINTENANCE 75,600 75,600 51,494 48,244 3,250 7% 80,603 68,659 75,600 - 0% TELEVISING SEWER LINES 25,000 25,000 2,360 4,455 (2,095) 47% 8,655 3.147 25,000 - 0% MISC SEWER WORK 150,000 150,000 65,091 66,632 (1,541) -2% 86,044 86,788 150,000 - 0% FOG PROGRAM 100,000 100,000 67,761 58,377 9,403 16% 107,695 90,374 100,000 - 0% RESIDENT FOG PROGRAM 0 5,240 0 0 0 0% 0 0 5,240 - 0% SEWER LATERAL PROGRAM 150,000 150,000 146,047 77,302 68,745 89% 168,738 194,729 250,000 (100,000) -67% INFLOW REDUCTION PROGRAM 25,000 25,000 24,349 0 24,349 0% 0 32,465 27,000 (2,000) -8% OFFICE SUPPLIES 15,000 15,000 6,486 4,960 1,526 31% 6,986 10,108 15,000 - 0% MISC COPY 5,000 5,000 1,095 3,609 (2,514) -70% 3.672 1,460 5,000 - 0% POSTAGE 15,700 15,700 7,728 6,954 774 11% 7,613 10,304 10,000 5,700 36% COMMUNITY OUTREACH 15.100 15,100 5,477 11,983 (6,506) -54% 13,918 7,302 17,000 (1,900) -13% SMALL TOOLSIEQUIP 42,000 42,000 7,113 3.396 3,717 109% 4,167 9.484 42,000 - 0% MAINT MATERIAUSUPPLIES 40,000 40,000 24,730 15,011 9,719 65% 22,648 32,974 35,000 5,000 13% PROF DEVELOPMENTITRAINING 92,390 92,390 62,808 52,154 10,654 20% 59,909 83.744 89,490 2,900 3% LIABILITY INSURANCE 72,000 72,000 56,660 53,468 3,192 6% 53,639 75,546 56,700 15,300 21% TELEPHONE 7,000 7,000 6,791 5,472 1,319 24% 6,999 9,055 11,300 (4,300) -61% UTILITIES 18,480 18,480 10,300 5,878 4,422 75% 8,889 13,733 16,550 1,930 10% WATER PUMP MAINTENANCE 4,000 4,000 816 877 (61) -7% 1,685 1,088 2,000 2,000 50% ELECTRIC PUMP MAINTENANCE 90,000 90,000 48,413 46,768 1,645 4% 76,054 64,550 78,000 12,000 13% ASSET REPLACEMENT 189,200 189,200 141,900 0 141,900 0% 0 189,200 189,200 - 0% CONTINGENCY 160,000 125,360 0 0 0 0% 0 0 0 125,360 100% TRANSFER OUT Q Q 0 Q 1 Q Q% 71$,618 0 Q 0% Sub -Total M & O 2,076,320 2,226,320 1,334,461 897,357 437,104 49% 2,088,928 1,780,742 2,207,660 18,660 1% Capital Outlay EQUIPMENT 143,000 143,000 63.244 0 63,244 0% 0 84,326 143,000 - 0% EQUIPMENT 50,100 50,100 23,919 120,352 (96,434) -80% 127,095 31,891 50,100 0% Sub -Total Capital Outlay 193,100 193,100 87,163 120,352 (33,190) -28% 127,095 116,217 193,100 - 0% - 0% TOTAL EXPENDITURES $ 3,446,960 5 3,596,960 $3,366,684 $2,778,846 73,343,150 _T2,083,039 S 1,768,733 E 314,307 18% S 253,810 7 Notes ' Fire- Projections mflact the most recent quarterly update % change from test year = =» -17% • • 04114111 11:08 • �1 f�J $2,500,000 $2,000,000 $1,500,000 $1,000,000 $500,000 I i $- Solid Waste Fund Recycling /Disposal Costs $2,158,000 $ 2,141,020 $2,108,307 $1,371,768 j FY 2010 -11 FY 2009 -10 i ■ Mar. YTD a Estimated /Actual Budget Waste Tonnage 50,000 41,000 41,000 40,374 41,325 40,000 30,000 26,879 26,269 20,000 j 10,000 0 FY 2010 -11 FY 2009 -10 • I ■ Mar. YTD ■ Estimated /Actual Budget Occupancy Count 21,540 21,528 21,530 21,520 i 21,500 21,494 21,495 21,500 21,500 21,480 21,460 l —_ .- ­ FY 2010 -11 FY 2009 -10 a Mar. YTD ► Estimated /Actual Budget Trash Hauler Costs $3,000,000 $2,364,000 $2,362,000 $2,361,580 $2,362,000 $2,000,000 I $1,772,907 $1,771,194 $1,000,000 FY 2010 -11 FY 2009 -10 • ■ Mar. YTD r Estimated /Actual Budget Solid Waste Fund Estimated Actual FY 2010 -11 $5,279,060 Personnel, $419,200 7.9% Trash Hauler, $2,364,000 44.8% Administration, $156,150 Capital 3.0% Outlay, $12,300 _Special Programs, 0.2% $186,390 3.5% Recycling /Disposal, $2,141,020 40.6% Solid Waste Fund Working Budget FY 2010 -11 $5,450,_500 _ Personnel, Administration, $450,200 $267,390 8.3% r 4.9% Capital Outlay, $12,300 0.2% __________Special Programs, Trash Hauler, $217,590 $2,362,000 4.0% 43.3% Recycling /Disposal, $2,141,020 39.3% •1 *I 01 • • • Liquid Waste Fund Personnel Costs $1,500,000 $1,177,540 $1,177,780 $1,150,661 $1,000,000 1 $942,390 $661,415 $751,023 $500,000 i FY 2010 -11 FY 2009 -10 ■ Mar YTD ■ Estimated /Actual ► Budget Operations Costs $3,000,000 - - -- 660 $2,226,320 S2,088,928 $2,747,303 $2,207 E$2,000,000 �1,334,461 $1,000,000 $897,357 I $ I— FY 2010 -11 FY 2009 -10 I ■ Mar YTD ■ Estimated /Actual Budget Working Budget FY 2010 -11 $3,596,960 Capital Personnel, Outlay, $1,177,540 $193,100 32.7% 5.4% t; Operations, `) $2,226,320 I 61.9% Liquid Waste Fund Estimated Actual FY 2010 -12 $3,343,150 Capital Personnel, Outlay, $942,390 $193,100 °2: 28.2% 5.8% Operations, $2,207,660 66.0% Working Budget FY 2010 -11 $3,596,960 Capital Personnel, Outlay, $1,177,540 $193,100 32.7% 5.4% t; Operations, `) $2,226,320 I 61.9% ,7 • Costa Mesa Sanitary District, Board of Directors 628 West 19th Street Costa Mesa, CA 92627 -2716 Dear Sirs, Meetinq Date r Number 04/28/11 VIII. April 9, 2011 RCEVE APR 2 2011 OTA WIESA SAHIN 0 V I am writing to your attention to appeal a recent decision to deny my application for the "Residential Sewer Lateral and Cleanout Financial Assistance Program." I first learned of this wonderful assistance program on Thursday, 03/30/2011, upon arriving home from work and reading the day's collection of mail, which contained the March 2011 CMSD` Newsletter. In perusing the newsletter's topics, I read on page 2 about the above - mentioned program and its touted "reimbursements up to $1,800 per household." Needless to say, I read the entire article for its details. For you see, over the prior 14 years of living in my Costa Mesa house I have spent the following totals on maintaining my section of the sewer lateral before I connect to the city main: a) $1,250.50 - 10 plumber visits for cleanout /snaking for tree root invasion. b) $2,200.00 - installation on 12/14/2001 of (2) new cleanouts at the top and bottom of an 86 foot long hill governing the length of my sewer lateral (cleanouts never existed to completely access these touch points) c) $10,250.00 - installation on 05/29/2009 of a `cured -in -place pipe lining and rehabilitation' that spans the entire 86 feet of my sewer lateral from its inception at the house to the tie -in point where I connect to the city main. On Friday, 04/01/2011, I reviewed CMSD's website for additional details. on the program. I felt it worthwhile to call CMSD and inquire about the program's details. I spoke with one of your representatives by the name of Janelle. She educated me on the starting point for how to apply for this program as well as referred me to specific sections on CMSD's website. I then contacted Tweedy Plumbing of Costa.Mesa who performed the sewer: lateral:pipe re- lining at my place {coincidently, I utilized Tweedy Plumbing based upon multiple recommendations and never knew theywere one of CMSD's approved plumbing vendors within the financial assistance program). Page 1 of 3 The Tweedy Plumbing representative was very helpful in retrieving the required DVD video for my plumbing work that shows the before / after condition of my sewer lateral. The Tweedy representative also assisted me with completing the required application form for this financial assistance program • With my formal CMSD application complete and possessing the required videos on DVD, I stopped by the CMSD office on Monday, 04/04/2011 to drop off my application package and begin my official progress through the program's approval process. On Tuesday, 04/05/2011, Kaitlin Tran called me to provide a status update. Ms. Tran indicated that my application was under review by her supervisor and that she would contact me again when she learns of the application's next steps. On Wednesday, 04/06/2011, Ms. Tran called me to relay the decision from her supervisor on my application for financial assistance. Ms. Tran relayed that my application was denied because the actual sewer lateral work was performed prior to my application being filed. I discussed this detail further with Ms. Tran. I agreed with her supervisor's observation on the timeline of the work. As you can see from above, my most recent sewer lateral work (which also turns out to be the most significant cost) was on 05/29/2009 and I filed my application on 04/04/2011. I explained that the reason for this circumstance lies with the fact I never knew of the financial assistance program before receiving the CMSD newsletter on 03/30/2011. As a long -time Costa Mesa resident and home - owner, I place maintaining my home as a top priority. I take pride in displaying a kept home and adding to the appreciation of the overall community. Living for 14 years in the Sea Bluff Canyon community with its lush trees, extended hillsides, and canyon views, I faced routine sewer lateral maintenance on an annual basis. Having learned of the relatively new technology for sewer pipe re- lining in May 2009, I felt it a worthy expense out of my own pocket to resolve my tree root invasion and separated clay pipe section issues with a permanent solution. And now having learned of this community assistance program in light of my experiences noted above, I feel I do qualify for its benefits even though I fall into a special circumstance due to the work being previously completed. For this reason, I am petitioning the Board of Directors for CMSD to reconsider Ms. Tran's supervisor's decision to deny my application. One last thought I wish to convey to the Board lies with the foundation for good relationships and customer service. The easiest resolution is often to say "No" citing a formality or single requirement not being properly fulfilled. Valuable relationships are strengthened and achieved by taking the contrary approach. That is, working towards a "Yes" response that's fulfilled by the big picture of one's issue, in spite of a detail or two. I encourage you to consider my application for the `Residential Sewer Lateral and Cleanout Financial Assistance Program' valid and complete - and fulfills the program's overall intention for residents to properly maintain their sewer lateral from one's house up to the city main's tie -in point. On this basis, I respectively request you approve a reimbursement of the maximum $1,800.00 — or another figure if it's applicable. r� Page 2 of 3 • Thank If you have any questions, please do not hesitate to contact me. you, James D. Reynolds 1093 Sea Bluff Drive Costa Mesa, CA 92627 • • (949) 642 -2282 [H] (714),918-1310 [W] (714) 715 -3458 [Cell] JamesDReynolds47 @GMail.com [Email] Page 3 of 3 Meeting Date Item Number 04128/11 X. A. COST,X WESj4 ,5. aNyTX R'y (DISTRICT ... an Independent Special (District To: Board of Directors From: Scott Carroll, General Manage Date: April 28, 2011 Subject: Strategic Plan Quarterly Progress Report Summary On May 27, 2010, the Board of Directors adopted the Costa Mesa Sanitary District Strategic Plan for Fiscal Years 2010 -15. The Plan is a top level planning document that will set clear direction over all operational aspects of CMSD's mission. It serves as a framework for decision making over the next five years. Staff Recommendation That the Board of Directors receives and files this report. Analysis To ensure staff is remaining focus on completing the strategic elements and goals identified in the Strategic Plan, a quarterly progress report was established. The quarterly report is also helpful in determining the progress being made to achieving CMSD's mission, vision and core values. Attached for your review is a quarterly progress report that identifies the progress staff made for completing the strategic goals during the past nine months. Staff will continue moving the organization forward to achieving its mission and vision and core values. The next progress report will be presented to the Board in July 2011. Strategic Element & Goal This item supports achieving the Costa Mesa Sanitary District Strategic Plan for Fiscal Years 2010 -15. Trotecting our community's (ealtk and tfie environment 6y providing solid waste and sewer coClection services. www.crasdca.gov Board of Directors April 28, 2010 Page 2 of 2 Legal Review Not applicable Financial Review Not applicable Committee Recommendation Not applicable Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the April 28, 2011 Board of Directors regular meeting at District Headquarters and on the District's website. Alternative Actions Not applicable Attachments A: Strategic Plan Quarterly Progress Report • • • Atta nt A CMSD STRATEGIC PLAN 2010 QUARTERLY PROGRESS REPORT PageQ21 - TStrate id, Element � 9 Stmt" �cGoal' _.a T "ririelane' Cc3en' fete � Co inert €s � c July — Sept 2010 The National Clay Pipe Institute (NCPI) has finalized an acidic solution to soften the calcium so it can be removed with a hydro jetter. However, the solution and report was just delivered to Dr. Jenkins, the professor who performed the original calcium analysis so he can test and substantiate the findings and conclusions. No timeframe for review is being provided, however, the matter should probably be wrapped up in 4 -6 months. At that time, we .can start our calcium removal program. Oct — Dec 2010 1.0 Sewer Infrastructure 1.1 Implement a Calcium Abatement 2010 -11 NO Nothing new to report Program Jan — Mar 2011 The National Clay Pipe Institute (NCPI) has developed both a chemical removal and mechanical removal method for removing calcium buildup in sewer mains. The methods have been successful during lab testing and now NCPI is ready to embark on field testing a combination of the two methods. One of the areas under consideration for testing is inside the CMSD boundary. NCPI anticipates their final report will be prepared by Fall 2011 at which time the report will first be reviewed by a university level expert, then reviewed by sewer agencies, and then by ASTM July — Sept 2010 1/1 kickoff meeting occurred on Sept 3, 2010. The following 1.2 Inflow Reduction Program 2011 -12 NO accomplishments have been made: • 850 out of 4,705 manholes have been plugged and sealed. • Successfully removed infiltration as a source of water by repairing the only two ushers" found during 2006 -2009 Page 2 of 21 CCTV. • Successfully reduced inflow for storms 1" ± per hour as evidenced by zero inflow from storm on Feb 26, 2010. • Successfully reduced inflow to 14 % -46% of peak flow as opposed to 200% of peak flow per OCSD model for east side area tributary to OCSD Dover Trunk. • Case Study of CMSD 1/1 program to be presented to OC WDR General Group meeting on Nov 18, 2010. Successfully partnered with CCM on a grant application for eliminating flooding on 17th Street. and Pomona. The grant application is being considered for funding by the Santa Ana Watershed Project Authority (SAWPA). Oct — Dec 2010 SAWPA denied the District's and the City's application for funding. Plugged and sealed a total of 1,500 manhole covers preventing 4.5 million gallons of water entering into the sewer system. Jan — Mar 2011 Staff plugged an additional 61 manholes during this time period, which brings to the total manholes plugged and sealed to 1,561. July — Sept 2010 Currently analyzing the next 11 hot spots to determine the best method to structurally correct them. The following hot spot locations have been identified: 1. HS 65 Paularino at Trinity 2. HS 46 Anton at Bristol Street 3. HS 44 Bristol Street at Randolph (Project #183 -2 Bid 1.3 Hot Spot Abatement Program On -going NA Opening, Nikola Corporation) 4. HS 17 Country Club /Golf Course Drive 5. HS 88 Hamilton at Harbor 6. HS 10 Puente at Victoria 7. HS 54 Norse Ave. at Brentwood 8. HS 87 Sanderling /Placentia 9. HS 90 Harbor s/o Sunflower 10. HS 89 19th at Monrovia • - Page 3 of 21 11..HS 95 Randolph at Baker Oct — Dec 2010 HS 87, 90, and 54 above are recommended for removal as being hotspots. Additional locations are being considered for removal as well (e.g. HS 58 — Bristol /Redhill, HS2- Pomona /18th, HS50- Kalums, HS77- Susan /SC and HS97- Carnegie). Jan — Mar 2011 Staff is developing a plan to reduce the number of hotspot locations to less than 40. Plans are being prepared to repair 4 large sags in the sewer mainline at Stromboli and Rhodes. When completed, this location will be removed from the Hotspot Location List. July — Sept 2010 Design plans and specs are being prepared for first 64 Grade 5 repairs. Oct - Dec 2010 Design plans and specs are complete and are currently under plan check review by numerous agencies . • 1.4 System wide sewer replacement On -going NA and repair program Jan — Mar 2011 Staff began meeting with asset management consultant to develop an asset management program. A special Board meeting was held on January 19, 2011 to discuss asset management. Staff is currently developing several proposals for Board consideration regarding asset management. Plan checks complete CMSD will begin soliciting bids on 1St or 2 "d week of May, 2011. July — Sept 2010 CMSD will piggyback on a LACSD public bid for cleaning sewer line where NIPS was low bidder at $0.28 per foot for cleaning 8" sewer main. This compares to the $0.35 per foot CMSD is now paying NIPS, however, the $0.35 includes performing the 1% CCTV check but the LACSD contract price does not include.CCTV. $0.27 is the current lowest price going for cleaning. work. A contract for NIPS is 1.5 Sewer line maintenance cleaning On -going NA currently being prepared for cleaning 494,000 If and will be for a ro ram Page 4 of 21 • • 0 three years with two one year extension options. Oct — Dec 2010 Contract with NPS is fully executed. A Notice to Proceed has been issued in which NPS will begin services on February 1. Jan — Mar 2011 NPS is currently performing services to cleaning CMSD mainline. July — Sept 2010 Design plans and specs for the Irvine force main are currently being prepared. The District will be using a relining method called "pipe bursting ". The next force main to review and consider is Harbor/Wilson. The 8" Cast Iron Pipe (CIP) f.m. is 54 years old and carries a high flow (1,700 gallons per minute) from the west side of the Harbor/Wilson intersection to the east side of the intersection. Oct — Dec 2010 1.6 Evaluate force main conditions on Design plans and specs for Irvine force main are currently complete. a regular basis On -going NA Currently under plan check review by numerous agencies. Currently, staff is reviewing relining the Canyon PS force main. Nothing to report on the Harbor/Wilson force main. Jan — Mar 2011 Successfully pot -holed five locations of Canyon force main where staff used a meter to determine pipe wall thickness and corrosion. It was determined that most of the pipeline is in good condition. Program was so successful that funds will be budgeted in FY11 -12 to test pipe thickness and corrosion of other force mains. July — Sept 2010 Developed a quarterly staff meeting to review and assess current operating features of pump station and correct any deficiencies. In addition, staff developed a private pump station maintenance program to help reduce private SSOs. Program will be kicked -off in 1.7 Pump Station Maintenance & On -going NA Spring 2011. Standardization Program Oct — Dec 2010 Staff continues to meet on a quarterly basis to enhance and /or improve operational efficiencies. • • 0 ® Page 5 of 21 Jan — Mar 2011 Jimni completed annual inspection of pump stations. The inspection includes removing the motors to examine the impellers for wear, changing the oil, checking the motor windings and general condition of the pumps. Jimni also re- installed the pumps and test the system, which included the following functions: • The general condition of the control panel and internal components. • Run time meters are recorded and compared for correct run times and entered into onsite log. • An amperage reading is taken on each motor for correct operating amperage under load and recorded in onsite log. • Inspect all electrical connections in panel, using a Thermal Imaging Instrument. • Inspect the motor starter contact points, overloads for proper operation. • Operation and condition of the Circuit Breakers and Control Fuses. • Alarm lights and telemetry are tested. (Where applicable). • Pump well is examined for excessive debris and grease. An assessment and percentage of debris will be indicated on the service report, recommending clean out if needed. • The pumps will be observed in normal (automatic) operation and in Hand operation. • Check valves are visually inspected for operation, leaks and excessive corrosion. • Gate /plug valves are exercised. • Station is observed in a normal working operation and with all control enclosures closed. Any potential problems or recommendations are submitted in writing after each Page 6 of 21 July — Sept 2010 Revised CMSD Operations Code by giving CMSD authority to issue administrative citations for violating wastewater discharge permit. Revised code will be presented to the Board in November 2010. 1.8 Fats, Oil & Grease Program On -going NA Developed a proposed Residential FOG Recycling Program. Sewer Committee approved the proposed program on Sept 14, 2010. Proposed program will be presented to the Board in November 2010. Oct — Dec 2010 On November 18, the Board of Directors adopted an ordinance requiring grease interceptors and /or other control devices be installed in all new commercial construction. The Board also approved a pilot Residential FOG Recycling Program. Staff is currently acquiring the equipment and supplies for the program and should begin implementation in May. Jan — Mar 2011 EEC performed 32 inspections of food establishments in January and February July — Sept 2010 Since July 1, 2010, 31 SLA applications were approved and a total of $42,275 has been reimbursed to home owners during the three month period. Oct — Dec 2010 26 applications were approved during this time period bringing the total applications approved since July 1, 2010 to 57 SLA and a total of $77,681 has been reimbursed to homeowners during the six 1.9 Sewer Lateral Assistance Program On -going NA month period. Developed a tri -fold brochure on how to manage private sewer laterals. The brochures will be kept in District vehicles where staff will disseminate to the public when made contact regarding sewer laterals. Jan — Mar 2011 50 applications were approved during this time period bringing the total applications approved since July, 2010, to 107 and a total of $146,046 has been reimbursed to homeowners during the 9 month en d 0 Atta *nt A CMSD STRATEGIC PLAN 2010 'QUARTERLY PROGRESS REPORT Page921 Strategic'Elennen #t z St�ategic� oal �a Tim efine Compt ete := } .Comments a r 2.0 Solid Waste 14- No Board deleted this goal from the Strategic Plan on February 1, 2011 July - Sept 2010 CR &R has put in service one brand new CNG refuse vehicles on District routes. More CNG trucks will be added in the coming year. Oct - Dec 2010 2.2 Encourage the use of alternative fuel Nothing new to report vehicles 2012 -13 NO Jan - Mar 2011 Two new CNG refuse trucks from CR &R are scheduled to be put in service for the District in April 2011. CR &R plans on adding two CNG trucks.every year in April until all 8 trucks used for residential services in the District are CNG, which means their entire District fleet will be CNG by 2014. July - Sept 2010 Telephone Book Recycling Program begins on November 15. 2.3 Comprehensive school education Will be focusing on other programs in the coming months On -going NA (e.g. waste free lunch, composting, etc). programs, - - -- - -- - - - - - - -- = -- - - - - - - - - - . - -- — -Oct---Dec-20-10------ - - 10,721 books were collected totaling 32,163 pounds. The District awarded $7,200 to local schools. Staff is exploring the possibility of expanding this program to include plastic bottles and staff is currently obtaining Page 8 of 21 40 • • success information from the schools Jan — Mar 2011 Board accepted final report of Telephone Book Recycling Program and Directors personally delivered checks to schools during celebration ceremonies. CMSD consultant gave 3 school presentations on how to use composting machines. July — Sept 2010 Information regarding zero waste has been posted on the District's website. Since August 2010, 278 composting bins have been sold to the public resulting in 70 tons a year of kitchen and yard waste diverted from the landfill. Oct — Dec 2010 Sold 390 composting bins resulting in diverting 97.5 tons a year of kitchen and yard waste from the landfill. Jan — Mar 2011 2.4 Encourage zero waste On -going NA On March 21, the Recycling Committee discussed ideas on how to develop zero waste strategies. On March 24, the Board of Directors adopted a policy that prohibits the use of Styrofoam at CMSD facilities and special events. Sold an additional 33 composting bins bringing the total sold in FY10 -11 to 423 resulting in diverting 106 tons a year of kitchen and yard waste from the landfill. Sold 2 vermicomposting bins. In February, Program Assistant attended SWANA's Zero Waste Conference in Los Angeles. July — Sept 2010 2.5 Monitor advancements and technology in On-going oin NA On August 26, 2010, the Board and staff received an oral the solid waste industry report from CR &R regarding their proposed conversion technology plant in the Perris, CA. 40 • • Page of 21 Staff is exploring using lockable trash cans to prevent scavenging recyclable materials. Oct — Dec 2010 Staff will be proposing to the Board a partnership with CR &R to provide lockable trash cans on requests from residents. Staff will be meeting with City staff to explore enforcement options. Jan — Mar 2011 The Board approved the lockable container program. The California Energy Commission awarded CR &R $4.5 million towards the anaerobic digestion system they plan on constructing in the City of Perris. CR &R has the necessary funding to begin construction on this project. The Perris Planning Commission has approved the conversion technology and the city council is expected to approve it very soon. CR &R is very optimistic that they will break ground later this year and will go live with the system in two years. Page 10 of 21 CMSD STRATEGIC PLAN 2010 QUARTERLY PROGRESS REPORT �'�+r. ��:a" :.. ##''.�� ,.v.��,.;, ", -o.. Sfirat is Etement:� ; . , . , � u,... , 5. .... � Slf 1� ✓r. ,.'.s•. ....: w . sxw:. ...; :,,: .., <,, N:,.. !,. ..aa. , .. „y. .,, ... $^;, YI, : r ..,,.. ,b , �, ,. .u.,�>+ e .�., .., xi tin T'rne a .. d +. . .. Grp, n, �....rw.�' ;C.5�m_'��k a+�b.,�$',....%...d+Crea._....2 r'w Com ' to . fy'., .. ,. . -....NU.ri�,5i�{.wN3ds«Y...�.r r, #,,.g, p �R� rnme ,.4. >a. rA4..,�.....s �. YSV: x.�Yb'.aeoFi*�'i.w.s..b:S,.+>�i a...9.5...�?:*rMi'iu: a&� $.5.,•�",;ya .'�'°�w ,..S .ai.' July — Sept 2010 Staff established contact with Southern California Edison (SCE) in which the District now has an SCE representative assigned to it. The District is now enrolled in SCE electronic notifications program for planned outages. This will give staff ample time to plan for planned outages to ensure no interruptions occur. The District is coordinating with SCE pump station testing program where SCE will performing testing on pump stations to determine if they are operating in peak performance. The District submitted to SCE our intention to participate in the "Direct Access" program where the District will 3.0 Partnerships 3.1 Explore partnerships with other utilities 2010 -11 YES have its choice in purchasing electricity from and independent Electric Service Provider. Partnered with OCSD that will enable OCSD to provide secondary back up for SSO's. Entered into an agreement with WEROC to assist providing emergency response. Oct — Dec 2010 Staff will be meeting with Gas Company officials to discuss their program to repair sewer laterals when they intersect with gas lines. Jan — Mar 2011 On March 10, staff sent an indemnification agreement to the Gas Company to allow them to proceed with their program. • Pa g a 121 July — Segt 2010 The District entered into an agreement with the City of Costa Mesa for fleet maintenance services. The District is partnering with the City of Costa Mesa on solid waste issues. The City of Costa Mesa is assisting the District with code enforcement. Staff worked with City of Costa Mesa staff on submitting a grant application to SAWPA for inflow reduction on 17th Street and Pomona Avenue. Oct — Dec 2010 3.2 Strengthen our ties with Cities of Costa County staff has agreed to recommend to the Board of Mesa, NB and the County of Orange 2010 -11 YES Supervisors the $2,500 cost of obtaining the parcel data for the District's GIS. Supervisor Moorlach's Office was very helpful in this venture. A planned meeting is scheduled with City staff to discuss enforcement options for deterring scavenging. Jan — Mar 2011 Continued communicating with Supervisor Moorlach's Office and County staff regarding GIS parcel data. Board of Supervisors is expected to approve selling the data to CMSD for $2,500 on April 19. Costa Mesa Police Department is now sending to staff their scavenging activities report.. CMSD staff is working with City staff on outsourcing issues like IT management. CMSD. staff is working with CNB staff on approving the antenna height at pump stations. July — Sept 2010 3.3 Strengthen our ties with our state and 2010 -11 NO District was written and submitted several position letters federal legislators regarding proposed legislation to the state legislature and to CSDA. Page 12 of 21 0 0 0 Submitted case report to Assembly member Huffman regarding flushable wipes. Oct — Dec 2010 Nothing new to report Jan — Mar 2011 Nothing new to report July — Sept 2010 In August 2010, staff attended CASA's annual conference in Monterey. In September 2010, staff attended CSDA's annual conference in Newport Beach Participate in Municipal Equipment Maintenance 3.4 Participate in the activities of professional On -going NA Association. associations Attended California Society of Municipal Finance Officers (CSMFO) training. Oct — Dec 2010 Nothing new to report Jan — Mar 2011 General Manager is attending CSDA's Leadership Academy. In February, Program Assistant attended SWANA's Zero Waste Conference July — Sept 2010 Staff participated in the Chambers annual golf tournament, which is a fund raiser for the community. Staff attends the Chamber's monthly breakfast meetings. Oct — Dec 2010 3.5 Participate in Chamber of Commerce On -going NA Staff continues to attend Chamber's monthly breakfast activities meetings. Jan — Mar 2011 Staff continues to attend Chamber's monthly breakfast meetings. Also attended Alan Roeder's retirement party which was sponsored by the Chamber of Commerce 0 0 0 CMSD STRATEGIC PLAN 2010 QUARTERLY PROGRESS REPORT Page 13 of 21 StrategicEiem ®nt . Strategic Goal' ' Timeline Complete ', Comment's July — Sept 2010 Facebook page has been developed and it is ready to go live. Oct — Dec 2010 4.0 Public Relations 4.1 Develop a Facebook page 2010 -11 YES District Facebook is not live yet, but policies for public use and internal use was prepared and ready for Board approval consideration in January 2011 Jan — Mar 2011 Board decided not to go live with a District Facebook until District website is meeting ex ectations. July — Sept 2010 User survey has been developed and is incorporated into the District's website. Survey still needs to be incorporated into District Facebook. 4.2 Develop user surveys to be incorporated Oct — Dec 2010 into the District website and Facebook 2010 -11 NO The survey on the District website has received 16 responses. Jan'- Mar 2011 The survey on the District website has received 30 responses. _July — Sept 2010 Survey card is complete. Survey card will be included with reimbursement check to homeowners. 4.3 Develop a survey card for the Sewer Oct — Dec 2010 Lateral Assistance Program 2010 -11 YES 14 survey cards have been returned to the District. Jan — Mar 2011 16 survey cards have been returned to the District during this period bringing the total of 30 surveys returned, which is a 40% return ratio. Page 14 of 21 4.4 District branding 2010 -11 NO July — Sept 2010 Nothing to report. Oct — Dec 2010 Nothing to report Jan — Mar 2011 On March 17, Special Board meeting regarding Branding was held. The Board directed staff to begin developing a Branding Plan. July — Sept 2010 Nothing to report. 4.5 To ensure high level of customer service 2011 -12 NO Oct — Dec 2010 through effective management of contracts Nothing to report Jan — Mar 2011 Nothing to report July — Sept 2010 Staff submitted a 2010 award applications to CASA and CSDA for the District's Telephone Book Recycling Program. Received Honorable Mention honors from CASA for the District's Telephone Book Recycling Program. Submitted application to the CCM Planning Commission for Green Design Award for the District Yard. Oct — Dec 2010 4.6 Submit award applications On -going NA The District was awarded the City's Green Design Award from the Planning Commission. Submitted application to receive the Certificate of Award for Outstanding Financial Reporting by California Society of Municipal Finance Officers for the District's Comprehensive Annual Financial Report (CAFR) Jan — Mar 2011 Awarded Outstanding Financial Report for District's CAFR by CSMFO Page 15 of 21 Awarded Platinum LEED Certification for District Yard by USGBC. Submitted application for SWANA's 2011 Public Education Excellence Award Page 16 of 21 CMSD STRATEGIC PLAN 2010 QUARTERLY PROGRESS REPORT 'Ell- T� T, oT,, mpty July — Sept 2010 On August 26, 2010 the Board reviewed updating the Operations Code and directed staff to bring back more information. Revised update was submitted to the Board 5.0 Administrative Mgt 5.1 Update Operations Code 2010-11 YES on October 28, 2010. Oct — Dec 2010 The Board of Directors adopted the updated Operations Code on October 26, 2010. July — Sept 2010 A contract for records management has been signed. Work is expected to begin in November 2010. A new copy machine was leased that will improve the way staff scans and stores documents electronically. 5.2 Enhance Records Management Program 2011-12 NO Oct — Dec 2010 A draft records retention program has been prepared. The retention schedule identified in the program is currently being reviewed by District Counsel. Jan — Mar 2011 A retention schedule will be presented to the Board for approval consideration on May 26, 2011. July — Sept 2010 The General Manager is on the e-mail distribution list from Public Policy Advocates, CASA and CSDA's legislative branch. The GM receives weekly emails 5.3 Stay informed on applicable federal, state, regarding the latest news on the State budget and and regional regulations On-goin g NA proposed legislation. Oct — Dec 2010 Nothing to report • • Page 021 Jan — Mar 2011 Staff continues to receive legislative updates on a.weekly basis from CSDA, July — Sept 2010 The District completed a comprehensive testing of the SCADA system at every pump station. SCADA was tested to determine if the District's first responder was notified for power outage and high water. SCADA passed at every pump station. The District is also preparing to switch from a cellular to a radio communication system that will greatly improve SCADA's reliability. The radio system will go live by the end of 2010. 5.4 IT Management On -going NA The GIS system is complete except for the input of parcel data. Staff is negotiating with the County of Orange for a fair and equitable fee. CMMS development is underway. a. SCADA 2010 -11 Oct - Dec 2010 SCADA is currently operating on radio system b. GIS 2012 -13 County staff is recommending to the Board of c. CMMS Supervisors the selling of parcel data to CMSD for 2012 -13 $2,500. Waiting for item to be placed on Board of Supervisor's agenda. Meeting with EEC to discuss CMMS development and workflow. Jan — Mar 2011 Staff is working with City to possibly have both agencies under one contract for IT management outsourcing Page 18 of 21 CMSD STRATEGIC PLAN 2010 QUARTERLY PROGRESS REPORT aStraiegic Element. Strategic Goal #me Time ' � °Complete` ComrYients July — Sept 2010 On August 26, 2010 the Board approved an Emergency Operations Plan (EOP). Staff is ordering supplies for the District's EOC and the GM is developing and preparing training sessions for staff to attend. 6.0 Personnel / Organizational Mgt 6.1 Enhance existing safety Ian g y p 2010 -11 YES Oct —Dec 2010 Preparing training seminar on SEMS, NIMS and ICS functions. Developed power point presentation on the subject.. Jan — Mar 2011 On February 16, staff received training on SEMS, NIMs and ICS. July — Sept 2010 Draft revision of personnel rules complete. Ready for Administrative Manager to review and comment. 6.2 Update personnel rules and administrative Oct — Dec 2010 regulations 2010 -11 NO Nothing to report Jan — Mar 2011 Draft personnel rules and regulations are ready for legal review. 6.3 Redesign employee performance Board approved the new evaluation forms on July 22, evaluation forms 2010 -11 YES 2010 July — Sept 2010 2011 -12 NO Nothing to report. 6.4 Complete comprehensive succession plan • • • • • Page 11021 Oct — Dec 2010 Nothing to report Jan — Mar 2011 Succession Plan will be presented to the Board at a special Board meeting for the budget. Special Board meeting is scheduled for April 27. July — Sept 2010 Nothing to report. Oct — Dec 2010 6.5 Complete comprehensive salary study 2011 -12 NO Nothing to report Jan — Mar 2011 Salary study will be part of preliminary budget proposal presented to the Board at the special meeting on April 27. July — Sept 2010 Nothing to report. Oct — Dec 2010 6.6 Periodic Organization chart evaluation On -going NA Nothing to report Jan — Mar 2011 Revised organization chart will be presented to the Board at the special budget meeting on April 27. July — Sept 2010 Nothing to report. Oct — Dec 2010 Nothing to report 6.7 Promote high employee satisfaction On -going NA Jan — Mar 2011 Conducted an employee satisfaction survey where 92% of staff gives the District an overall approval rating and 80% of staff believes the District is heading in the right direction. 90% of staff said the District is a good place to work. Page 20 of 21 CMSD STRATEGIC PLAN 2010 QUARTERLY PROGRESS REPORT Strategic EI ernent Strategic Goal ' Ti I�ne me Comple toy ; omment C .. ,. .r _ r July — Sept 2010 GM met Finance staff on August 25, 2010 to review new budget report. New reports will be available in October 2010. 7.0 Finance 7.1 Develop quarterly budget report 2010 -11 YES Oct — Dec 2010 Quarterly budget reports are now being presented to the Board of Directors. 7.2 Develop financial reports for the 2011 -12 YES Reports are available on the website website July — Sept 2010 Agreement with Brown & Caldwell is complete. B &C its authorized to proceed. Oct — Dec 2010 Brown & Caldwell, presented to staff their study on CMSD's assets. Staff looked at several scenarios on how much money needs to be saved every year to 7.3 Develop an asset management program 2012 -13 NO ensure enough funding is available when it's time to replace District assets. Staff and consultant will present the study to the Board in January. Jan — Mar 2011 A special Board meeting was held on January 19, 21011 to discuss asset management. Staff is currently developing several proposals for Board consideration regarding asset management. July — Sept 2010 CAFR will be submitted in 2011 -12. 7.4 Develop a Comprehensive Annual Financial Report (CAFR) 2012 -13 YES July — Sept 2010 CAFR is complete and accepted by the Board on December 20, 2010. 0 0 0 • Page 2 of 21 Jan — Mar 2011 District's CAFR was awarded for Outstanding Financial Report by CSMFO July — Sept 2010 Nothing to report. Oct — Dec 2010 'Nothing to report 7.5 Develop an appropriate sewer On -going NA replacement reserve Jan — Mar 2011 As per directions from the Board of Directors, staff is developing a sewer replacement reserve fund as part of the District's Asset Management Program. The proposed replacement reserve fund will be presented to the Board at the special budget meeting on April 27. 0 Meeting Date Item Number 04/28/11 X. B. COST-A 9Y&A -%-Q;.1!-ALjVT.AR(Y(D1STR1CT Memorandum To: Board of Directors .. an Independent Special 1District Via: Scott Carroll, General Manage From: Sherry Kallab, Administration Manager K Date: April 28, 2011 Subject: Sewer Lateral Assistance Program Budget Adjustment Summary The Board of Directors implemented the "Sewer Lateral Assistance Program (SLAP) July 15, 2007. The program serves as an. incentive to property owners to properly maintain their sewer lateral line and prevent Sanitary Sewer Overflows (SSOs). The California Water Resource Control Board identified private SSOs as a significant source of contamination to the Pacific Ocean and waters of the state. Over 525 residents have participated in the.program to date with reimbursements for repairs of $580,000. The $150,000 budget for the program this fiscal year has been expended. Staff Recommendation Staff recommends the Board approve a. budget adjustment of $100,000 to the SLAP program. Analysis There are currently forty seven open SLAP applications this fiscal year. In the event all forty seven applicants are . eligible for an $1,800 reimbursement the cost to the program will be $84,600. Staff reviewed various accounts and after discussion with the District Engineer came to the decision $100,000 could be transferred from Project 183. Project 183 has a current balance of $524,000 and it is not anticipated all funds will be expended this fiscal year. Account Account Number Increase Decrease Swr Maint - SLAP 20- 200001 -4386 $100,000 System Wide Swr Reconstruction 20- 200883 -4300 $100,000 Protecting our community's fieaftFi by providing solid waste andsewer collection. services crosdca.gov Board of Directors April 28, 2011 Paae 2 of 2 Strategic Element & Goal This item complies with Strategic Plan Element 1.0, Sewer Infrastructure and Goal No 1.9., Sewer Lateral Assistance Program. Goal No. 1.9 further states: "The CMSD Board of Directors became concerned at the significant cost of sewer lateral repair, particularly if the problem is located in the street. Because many property owners are unable to service their laterals due to the lack of a sewer cleanout, the Board approved an incentive program where the District would financially assist the property owner." Legal Review Not applicable Financial Review There are appropriate funds in Project 183 — System Wide Sewer Reconstruction to support the transfer of $100,000 to the SLAP program. Committee Recommendation Not applicable Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the April 28, 2011 Board of Directors regular meeting at District Headquarters and on District's website. Alternative Actions 1. Refer the matter back to staff • • • r Meeting Date Item - Number 04/28/11 X. C. . J COSTA MESX SUNYT-9XI(DISTRICT Memorandum To: . Board of Directors ... an Independent Specia[District From: Scott Carroll, General Manage Date: April 28, 2011 Subject: Asset Management Summary On January 19, 2011, the Board of Directors scheduled a special meeting regarding asset management. The Board heard a presentation from the District's consultant, Mr. Ken Harlow from Brown and Caldwell, on developing an asset management program for the District. At the conclusion of the meeting, the Board directed staff to develop an implementation plan outlining several alternatives to achieving the goal of saving $5 • million in reserves for asset replacement. Tonight, Mr. Harlow will be presenting those alternatives to the Board. Staff Recommendation That the Board of Directors approves adopting a reserve fund for asset replacement that is sustainable for the next 30 years Analysis Attached is a copy of the minutes from the Special Board of Directors meeting on January 19, 2011. Since the special Board meeting, staff has had several meetings with Mr. Harlow on developing a plan that will enable the District to save $5 million in reserves for asset replacement. The Board will hear several alternatives to achieving a sustainable reserve fund for asset replacements. • . Protecting our community's health and the environment by providing solid waste andsewer collection services, www. crosdca.gov Board of Directors. April 28, 2011 Page 2 of 2 Strategic Plan Element & Goal This item complies to Strategic Plan Element 7.0, Finance, Strategic Goal No. 7.3., Develop an asset management program. Legal Review Not applicable Financial Review The cost to develop an asset management by Brown and Caldwell is $44,858. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the April 28, 2011 regular Board of Directors meeting at District Headquarters and on the District website. Alternative Actions 1. Refer the matter back to staff for additional information. Exhibit A: Board of Directors Special Meeting Minutes, dated January 19, 2011 Reviewed by: Z4--� -� QQ'-& Sherry Kallab Administrative Manager .I*,- • • - EXHIBIT "A" 1 of 2 Costa Mesa Sanitary District Page 2 Minutes of Special Meeting Held January 19, 2011 II. Asset Management President Ooten turned the meeting over to Mr. Carroll to speak on asset: management.. Mr. Carroll introduced Mr. Ken Harlow from Brown and Caldwell, an expert in asset management, who was hired. to. develop an asset management program for the District. The plan involved assessing the District's assets and coming up with a plan to fund the future replacement of the District's assets. The asset management plan will require a new policy direction from the Board. Mr. Harlow introduced his presentation on asset management by explaining that the concepts of asset management are becoming increasingly recognized among utilities in the United States. Asset management is a structured program to minimize the life -cycle costs of asset ownership while maintaining required service levels and sustaining the infrastructure. His presentation titled "Funding Future Infrastructure Renewal Needs" included the following: Summary of the District's Infrastructure Assets • 224 miles of gravity sewer pipe, mostly laid before 1961. • 3 miles of force mains. • .4,782 manholes and lampholes. • 20 below -grade pump stations (14 are included in the analysis — remainder will not be replaced). • The District administrative building and the new District yard building. • Total replacement cost of the District's infrastructure assets is about • $460 million. • 98% of the $460 million is represented by pipes and manholes. • Buildings and pump.stations represent only a minor portion of • total value. • 58% of assets by value are over 50 years old. i Current Renewal Costs and Trends • Recent closed- circuit TV survey of the system suggets an increasing rate of deterioration. • Renewal costs are currently about $1 million annually — indications are that these costs will increase. Forecasts produced by the Replacement Planning Model (RPM,) match current experience closely and also forecast future renewal costs increases. (Protecting our community's health andthe environment 6y providing solid waste andsewer collection services. costamesasanitarydzstrict. org EXHIBIT "A" 2 of 2 Costa Mesa Sanitary District Page 3. Minutes of Special Meeting Held January 19, 2011 A Potential Renewal Funding Strategy • One funding approach is to accumulate a renewal reserve. • Orderly annual contributions can be made to such a reserve, which services the varying renewal costs incurred each year. • Such reserves are maintained by several Orange County water and sewer agencies. • Staff has discussed such a reserve which would serve for both renewals and, if necessary, emergencies. • The reserve would be gradually accumulated and later kept at a minimum balance of $5 million, based on potential emergency needs. • The initial 2011 fund balance would be $3 million, from combining the funds available now. • Annual contributions would be $1.6 million initially, increasing with inflation. • The fund balance would reach $5 million in 2014. • Increasing renewal costs will reduce the fund balance below $5 million in 2023. • At that time, contributions will need to be further increased or the overall renewal funding strategy revisited. • A reserve approach, properly used, will avoid unpleasant rate shocks from unexpected events, as well as, the need to issue debt. • Other renewal funding strategies and approaches are possible and should be evaluated in light of the District's business objectives. The Board agreed to the $5 million renewal reserve. With the $5 million in reserves being the goal, the Board instructed staff to present an implementation plan outlining several alternatives to achieve this goal. With the annual contribution defined, a multi- year budget plan should be presented to detail out the shortfall in funds available, if any, and the mechanisms available to fund the entire annual contribution such as, rate increases and /or the issuance of debt. III. Public Comments No members of the public were present. ADJOURNMENT President Ooten adjourned the meeting at 11:34 a.m. Approved by: Secretary President Protecting our community's keaftk and the environment 6y providing soCuf waste and sewer coffection services. costamesasanitary� iistrict. org • C, ;0 Meeting Date Item Number 04/28/11 X. D. To: Board of Directors ... an Independent Special District From: Scott Carroll, General Manage Date: April 28, 2011 Subject:. SWANA Symposium Summary The Solid Waste Association of North American (SWANA) is holding its annual Western Regional Symposium in Monterey Bay, California on May 16 -19, 2011. The theme of the symposium is "Using our Past to Transform the Future: Opportunities for Getting to Zero." I believe it would be advantageous for a staff member to attend this • conference because it promotes achieving CMSD Strategic Goal No. 2.5., Encouraging Zero Waste. Staff Recommendation That the Board of Directors approve a budget adjustment appropriating $1,360 from the Solid Waste Contingency account to the staff development account_ to allow the Program Assistant to attend SWANA's 201.1 Western Regional Symposium in Monterey Bay, California. Account Account Number Increase Decrease Staff Development 10- 100000 -4505 $1,360 -Contingency 10- 100000 -4900 $1,360 Analysis SWANA is a leading professional organization that focuses on the solid waste.and recycling industry. Every year it sponsors a Western Regional Symposium on hot topics that are impacting the industry. This year, SWANA is focusing on zero waste and the symposium is offering several sessions that could provide beneficial ® Protecting our community s health and the environment by providing solid waste andsewer collection services. www. crosdca.gov 1. Board of Directors April 28, 2011 Page 2 of 3 information for the District. Below are just some of the topics that will be discussed at • the symposium. • How to Finance Zero Waste • Refuse Collection Management Issues • Recycling & Diversion Program Management • Solid Waste Program Evaluation • Zero Waste & School Programs • Innovative Uses of Computer Technology Attached is a brochure for the 2011 Western Regional Symposium. Staff attending this conference also promotes networking opportunities and professional growth to ensure staff is successful in his /her endeavors, assignments and career path. Strategic Plan Element & Goal This item complies to Strategic Plan Elements 2.0, Solid Waste, 3.0., Partnerships and Strategic Goals No. 2.5., Encourage Zero Waste and No. 3.4., Participate in the activities of professional associations. This item also complies with the Strategy for achieving Strategic Element 6.0., Personnel /Organizational Management, which states: "We will do this by utilizing sound policies and personnel practices, offering • competitive compensation and benefits, providing opportunities for training, development and professional growth, while ensuring a safe and secure workplace." Legal Review Not applicable Financial Review The cost for one staff member to attend the 2011 Western Regional Symposium in Monterey Bay is $1,360, which includes costs for registration, airfare, hotel and meals. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the April 28, 2011 regular Board of Directors meeting at District Headquarters and on the District website. Board of Directors April 28, 2011 Page 3 of 3 ® Alternative Actions 1. Do not appropriate funds for staff to attend the 2011 Western Regional Symposium in Monterey Bay, California Attachment A: 2011 Western Regional Symposium Brochure Reviewed by: Sherry Kallab Administrative Manager • • Attachment A • • • I GENERAL INFORMATION ® The Gold Rush Chapter is excited to be hosting the 40th Annual Western Regional Symposium. Our conference theme this year is "Using our Past to Transform the Future: Opportunities for Getting to Zero ". This symposium provides an opportunity to celebrate years of innovation that started back with the formation of the Governmental Refuse Collection Disposal Association (GRCDA) in 1961. The solid waste industry has changed significantly over the years and this spirit of innovation will be the foundation that enables the new generation of solid waste professionals to transition toward zero waste. ACCOMMODATIONS The Western Regional Symposium has reserved a block of rooms at the Embassy Suites - Monterey Bay - Seaside, located at: 1441 Canyon Del Rey; Seaside,, CA 93955.. Each room is comprised of a two room suite and comes with complementary breakfast and evening reception, airport shuttle to and from the Monterey Peninsula Airport, and onsite parking. Check -in time is guaranteed after 4:00 P.M. Early • arrivals may make arrangements to have their luggage stored until the 4:00 p.m. check -in time. The room rate is $147.00 per night, plus applicable sales taxes and assessments for both single and double occupancies. Reservations must be made by April 14, 2011 in order to guarantee this rate. • After April 14th, reservations will be filled on a space available basis. Contact the Embassy Suites Monterey Bay- Seaside at (831) 393 -1115 or 1- 800 - Embassy to reserve your room. Please be sure to mention that you are attending the SWANA Western Regional Symposium to obtain the $147.00 per night rate. You can also reserve a room online at: http:/ /embassysuites.hilton.com /en /es /groups /personalized/ MRYESES -SWA- 20110514 1index. jhtml ?WT.mc_id =POG REGISTRATION BOOTH The symposium registration booth will be located in the main lobby area, adjacent to the Laguna Grande Ballroom. Upon arrival to the hotel, please pick -up your registration packet at the registration booth. This packet will contain all Symposium information and a name badge. This badge will be your admission to all technical sessions and trade show areas. Please contact Dave Staub at (408) 615 -3086 or email "dstaub@santaclaraca.gov" if you have questions or need additional information about the Symposium. TECHNICAL SESSIONS A broad spectrum of technical sessions will be offered. This is your opportunity to see presentations on trash load reduction from stormwater systems, extended producer responsibility, product restrictions, organics and composting, landfill diversion programs, greenhouse gas issues, landfill operations, closure and engineering. A complete list of scheduled technical sessions is included later in this brochure. Continuing Education Units (CEU's) may be earned that count toward SWANA Certification Programs by attending each day's technical sessions. CEU Report Forms will be available at technical sessions. BREAKFAST ROUNDTABLE DISCUSSIONS Each morning, breakfast roundtable discussions have been scheduled to stimulate networking, information sharing, and innovation. Topics to be discussed include "Zero Waste Collection Rates ", "Refuse Collection Management Issues ", and "Greening of Special Events ". Each informal roundtable discussion will have a moderator to frame the topic. Participants can add their viewpoints or just listen and learn. TRADE SHOW The Western Regional Symposium trade show will open on Monday night, May 16th with a Welcome Reception. The trade show will also • be open on May 17th and 18th. Approximately 40 exhibitors will be on hand to provide. information on some of the most relevant products and services for the solid waste industry. Many of the • exhibitors have been long -time supporters of SWANA and truly make this symposium possible. Make sure you take advantage of this opportunity to meet and talk to so many dynamic solid waste professionals in the same room at the same time! 1�1 GOLF TOURNAMENT The 2011 Western Regional Symposium Golf Tournament will be held at the Pacific Grove Golf Links on Monday, May 16th. Located within minutes of the Embassy Suites, the Pacific Grove Golf Links will provide many opportunities for great conversation and networking with old and new friends. Join us for a great day of golf and fantastic scenery. Prizes will be awarded for the 1 st, 2nd, and 3rd place teams, longest drive, and closest to the pin. Registration includes green fees, cart rental, lunch and the chance to win some great prizes for $100 per player. Contact Tim Flanagan at (831) 384 -5313 or via email at "tflanagan@mrwmd.org" for additional information about the golf tournament. Make sure to indicate all players who will be signing up for the golf tournament on the Advance Registration Form. THURSDAY TOUR On Thursday, May 19th the Gold Rush Chapter will be presenting a tour of the Monterey Regional Waste Management District facility. The tour will include a zero -waste luncheon. After lunch, participants will tour the district's "Small Planet" Garden which features a compost demonstration area, outdoor classroom with picnic seating, green house, native plant area *and butterfly garden, pond, organic vegetable garden, and agricultural display. The "Small Planet" garden gives educators ideas on how to install outdoor learning areas made from recycled and salvaged materials. Additional tour highlights will include a visit to the Last Chance Mercantile, the resale shop operated by the District that offers used merchandise at affordable prices. It's ® a magic place where trash turns to treasure. Every trip here is an adventure. The cost of the tour will be $40. 2011 WESTERN REGIONAL SYMPOSIUM AND TRADE SHOW REGISTRATION FORM There are two ways to register for the 2011 Western Regional Symposium. If you are paying by credit card, you must register electronically. Go to www.swananorcal.org and click the 2011 Western Regional Symposium icon. You will be directed to the registration site. If you are paying by check or money order, please complete the registration form and submit it along with the payment made out to SWANA Western Regional Symposium to: SW Ramey Management Group; 21520 Yorba Linda Boulevard, Suite G -428; Yorba Linda, CA 92887. Last Name: Name to be Printed on Registration Badge: Title: Mailing Address: City: Phone: Fax: First Name: Agency /Company: State: Zip: E -mail: SWANA Member: Yes/ No Membership No. & Chapter: I am registering for the following: (Circle those that apply) Full Registration SWANA members Non - SWANA members By 4/15/11 After 4/15/11 $450 $525 $500 $575 Full registration includes Monday night welcome reception, all technical sessions held Tuesday thru Thursday, and the Wednesday night banquet. The golf tournament and Thursday tour are not included in the full registration. Exhibit booth rental includes one Full Registration. Single Event Registration By 4/15/11 After 4/15/11 Monday Night Welcome Reception $40 each $45 each Tuesday, May 17 Single -Day Registration $175 $210 Wednesday, May 18 Single -Day Registration $175 $210 Wednesday Night Banquet $75 each $80 each Thursday, May 19 Single -Day Registration (technical sessions only, must register for tour separately) $85 $85 Extra Lunches: Tue. Wed. at $30 per day per person = $ Full -Time (12+ units) Student Registration Rates Tuesday, May 17 Single -Day Registration $85 $95 Wednesday, May 18 Single -Day Registration $85 $95 Thursday, May 19 Single -Day Registration (tour not included) $40 $50 Special Events (not included in full or daily registration prices) Golf Tournament ($100.00 per player) # of player(s) at $100.00 ea. _ $ Player Name: Handicap: Player Name: Handicap: Thursday Tour Registration: $40 (per person) # at $40.00 ea. _ Names of tour attendees if different from person registering Grand Total: $ Cancellations and Refunds: Notice of cancellation must be made in writing to SW Ramey Management Group by April 29, 2011. An administrative fee of $50.00 will be deducted from the amount to be refunded. Registration fees will not be refunded if request is not received by April 29, 2011. • C7 • �-N 111 2011 SWANA Western Regional Symposium SCHEDULE OF EVENTS (The following schedule and programs are tentative and subject to change) Sunday, May 15 12:00 p.m. - 5:00 p.m. Registration and Exhibitor Move -in • Monday, May 16 7:00 a.m. - 5:00 P.M. 8:00 a.m. - 2:00 p.m. 8:00 a.m. - 4:00 p.m. 5:30 p.m. - 7:30 p.m. 8:00 P.M. - 10:00 P.M. Tuesday, May 17 8:00 a.m. - 4:00 p.m. 7:00 a.m. - 8:15 a.m. 8:30 a.m. - 9:45 a.m. 10:00 a.m. - 12:30 p.m. 11:30 a.m. - 12:30 p.m. General Registration Golf Tournament at Pacific Grove Golf Links Exhibitor Move -in Welcome Reception at Exhibit Hall California Chapters Joint Board of Directors Meeting General Registration �Breakfast,zRoundtable7Disc ssion HoWt6�F nance `hero wis"Ve Plenary Session I - Ocean Conservancy Trade /Equipment Show Lunch in the Trade /Equipment Show Room 12:45 p.m. - 2:15 p.m. .Concurrent Technical Sessions Linkage of Trash and Stormwater Issues - Track lA What's in Your Stormwater Catchbasin, Richard Gertman, Cascadia Consultant Group Stormwater Trash Reduction - Sources, Loads &Control Measures, Chris Sommers, EOA, Inc. Sediment Control Skimmers Thomas D. Wright, P.E., OC Waste & Recycling ® Landfill Gas Control & Monitoring Issues - Track 1B AB32 Enhanced Surface Emissions Monitoring, Jason Nettleton, Golder Associates, Inc. Limited Influence Gas Extraction, Mark Erickson, EIT, SCS Engineers Criteria for Evaluating the Performance of Landfill Gas Well Systems, Evan Griffiths, CH2MHill 40 2:20 p.m. - 3:20 p.m. Concurrent Technical Sessions Extended Producer Responsibilty /Product Stewardship - Track 2A California's Early Success and Next Steps with Product Stewardship, Heidi Sanborn, California Product Stewardship Council Paint Care - The Product Stewardship Program for Paint in the U.S., Alison Keane & Mark Kurschner, American Coatings Associates and Paint Care Organics and Composting - Track 2B Wps andTDownsiof E)rganic »Ter-mitting - Janet,§Goodrich; CH2MHill, Right to Landfill and Compost, Mark Whittlesey, County of San Luis Obispo California Bay Area's Newest Landscaping Products, Rebecca Jewell & Ken Lewis, Waste Management of Alameda 3:20 p.m. - 3:30 p.m. Break 3:30 p.m. - 5:30 p.m. Concurrent Technical Sessions Codleetlon ^5ysi firs 1'la n g fii'Fra '�iions '-fack ID San Jose's Sustainable Residential Service Transitions, Laura McEwen, City of San Jose • Nobody Likes Change But a Wet Baby - Transitioning Your Solid Waste Hauler or Services, Debbie Morris, HF &H Consultants, LLC Diversion & Conversion - Driving Commercial Solid Waste Systems to Zero, Bill Roth, City of San Jose Zero Waste Collection & Processing Procurements, Clay Reigel, City of Palo Alto Landfill Closure & Environmental Mitigation Measures - Track 3B Cray Horse Sanitary Landfill Closure with an Exposed Geomembrane "Hybrid ", Chris Richgels, P.E., Golder Associates, Inc. Biroremediation Pilot Program at the Crazy Horse Class III Landfill, John Hower, CEG, Geo -Logic Associates Monitoring and Performance of an ET Capped Biosolids Disposal Area, Tim Crandall, Kleinfelder Turn Your Landfill Closure System into an Asset, Ron Sturgeon, Carlisle Energy Services, Inc. 6:00 p.m. - 9:00 p.m. Hospitality Suites Wednesday, May 18 7:00 a.m. - 8:15 a.m. Breakfast Roundtable Discussion Refe elGollectio ate. Managementslssues ,,: • 8:00 a.m. - 4 :00 p.m. General Registration 8:30 a.m. - 10:00 a.m. Plenary Session II - Project Kaisei 10:00 a.m. - 12:45 p.m. Trade /Equipment Show 11:30 a.m. - 12:45 p.m. Lunch in the Trade /Equipment Show Room • 1:00 p.m. - 2:50 p.m. Concurrent Technical Sessions �Recyrcling &,cDiver -siatt =Program- Man.aggWgnt — Trask 1 , Getting the Most of What You've Got, Peter M. Deibler, HF &H Consultants, LLC High Diversion Plan: Case Study for City of San Leandro, Tracy Swanborn, HF &H Consultants, LLC San Jose's Multi- Family Program - Counting Down to Zero Waste, Laura McEwen, City of San Jose Greenhouse Gas Issues - Track 4B Closing The Loop to Reduce GHG Emissions, Charles A. White, P.E., Waste Management Regulatory Climate Change, Tim Dolan, RKMB Greenhouse Gas Regulatory Overload, Patrick S. Sullivan, SCS Engineers 2:50 p.m. - 3:00 p.m. Break 3:00 p.m. - 3:55 p.m. Concurrent Technical Sessions Solid Waste Program Planning - Track 5A Mono-�County Solid!Waste rdgram Evaluation ' Mark Urquhart, P.E., HDR Engineering Strategic Planning: The Salinas Valley Solid Waste Authority Approach, Jose Gamboa, Salinas Valley Solid Waste Authority ® Product Bans - Track 5B Reducing Single -Use Carryout Bags, Emy Mendoza, City of San Jose Restricting Use of Expanded Polystyrene Food Containers in Los Angeles County Operations, Coby Skye, County of Los Angeles 4:00 p.m. - 5:15 p.m. Legislative Task Force Meeting 5:30 p.m. - 8:30 p.m. Dinner Banquet Thursday, May 19 7:00 a.m. - 8:15 a.m. Breakfast Roundtable Discussion - Zero Waste Special Events 8:30 a.m. - 10:00 a.m. Concurrent Technical Sessions Landfill Operations - Track 6A Using Value Stream Mapping to Improve Efficiency and Reduce Costs at Solid Waste Landfills, Neal Bolton, P.E., Blue Ridge Services Reducing Wildfire Risks at Solid Waste Landfills, Jason C. Todaro, Terra -Track Heat Vents at Frank R. Bowerman Landfill, Thomas D. Wright, P.E., OC Waste & Recycling Z- erici�Waste��r�ciro1 =P'r ptr s��- -Track�6B Collection Rate Structures that Work in a Zero Waste World, Richard Gertman, Cascadia Consultant Group Implementing a Zero Waste Schools Program with Limited Resources, Reena Brilliot, City of San Jose Zero Waste & Schools: Successful District -Wide Adoption of Services, Clay Reigel, City of Palo Alto 10:00 a.m. - 10:15 a.m. Break 10:15 a.m. - 11:45 a.m. Concurrent Technical Sessions 12:00 p.m. - 4:30 p.m �J linno,vative --Uses ofiCoo"illuter"- Techrr®log—)y W— 7Mck 7A Zero Waste Community Outreach in a "Facebook" World, Clay Reigel, City of Palo Alto Catching Up with the 21st Century - Online Geographic Information Systems, Lori Wallace, City of San Jose Landfill Engineering Solutions - Track 7B Tire Derived Aggregate in Landfill Engineering Applications, Stacey Patenaude & Joaquin Wright, CalRecycle/Kennec Leachate Evaporation Technology, Robert Johnston, LFG Specialties CNG Production at Landfills, Tim Hurst, Labrie Tour of the Monterey Regional Waste AdIti Management District Facility N • 0 • Meeting Date Item Number 04/28/11 X. E. COST .A `MESA S�7Nl7AR,2' I�IIS7RIL7 Memorandum, To: Board of Directors ... an Independent Speciaf District From: Scott Carroll, General Manage Date: April 28, 2011 Subject: SSMP Self Audit Summary CMSD entered into an agreement with Environmental Engineering & Contracting (EEC) to perform a self -audit of the Districts' Sewer System Management Plan (SSMP). EEC has completed the audit and is reading to present their findings to the Board at tonight's meeting. • Staff Recommendation That the Board of Directors accepts the SSMP self -audit performed by EEC. Analysis In compliance with the Statewide General Waste Discharge Requirements (GWDR) for Sanitary Sewer Systems (State Water Resources Control Board Order No. 2006 - 003-DWQ), the District developed and implemented a comprehensive Sewer System Management Plan (SSMP), with the primary objective of reducing and preventing Sanitary 'Sewer Overflows (SSOs). A key requirement of the SSMP is that routine internal audits be performed to evaluate the effectiveness of the SSMP as well as the District's compliance with the SSMP elements. The'next internal audit is due on May 2, 2011. Strategic Plan Element & Goal This item complies to the objective and strategy of Strategic Plan Element 1.0, Sewer Infrastructure, which states: • Protecting our community's heaftg and tge environment by providing sofid waste and sever collection. services. unvw. crosdca.go v Board of Directors April 28, 2011 Paqe 2 of 2 "Our objective is to collect and transport wastewater to meet the needs of existing and • future customers. " "We will do this by the careful management of the collection infrastructure using prudent planning and maintenance, with financial strategies to maintain sufficient capacity and respond to changing regulatory demands." Legal Review Not applicable Financial Review The cost to perform the self -audit by EEC is $15,725. Public. Notice Process Copies of this report are on file and will be included with the entire agenda packet for the April 28, 2011 regular Board of Directors meeting at District Headquarters and on the District website. Alternative Actions 1. Refer the matter back to staff for additional information. Attachment A: SSMP Self Audit Final Report (Draft) Reviewed by: Sherry Kallab Administrative Manager • C • • Attachment A COSTA MESA SANITARY DISTRICT WASTE DISCHARGE REQUIREMENTS INTERNAL SSMP AUDIT May 2, 2011 . EEC Project # W1425.008 Prepared for: Costa Mesa Sanitary District 628 W 19" St Costa Mesa, California Prepared by: Environmental Engineering & Contracting, Inc. 501 Parkcenter Drive. Santa Ana, California92705 Jim Kolk Project Engineer Joseph Jenkins Staff Costa Mesa Sanitary District Internal Audit May 2 2011 , Table of Contents • 1.0 INTRODUCTION ...............................................................................................:...................... ..............................4 2.0 SSMP AUDIT RESULTS ............................................................................................................ ..............................5 2.1 Goals ....................................................................................................................................... ..............................6 2.1.1 Areas of Nonconformance ............................................................................................. ..............................7 2.1.2 Recommended Follow -up Actions ................................................................................. ..............................7 2.2 Organization ........................................................................................................................... ..............................8 2.2.1 Areas of Nonconformance ............................................................................................. ..............................8 2.2.2 Recommended Follow -up Actions .................................................................................. ..............................8 2.3 Legal Authority ....................................................................................................................... ..............................9 2.3.1 Areas of Nonconformance ............................................................................................. ..............................9 2.3.2 Recommended Follow -up Actions ................................................................................. ..............................9 2.4 Operation and Maintenance Program ................................................................................... .............................10 2.4.1 Areas of Nonconformance ............................................................................................ .............................14 2.4.2 Recommended Follow -up Actions ................................................................................ .............................14 2.5 Design and Performance Provisions ...................................................................................... .............................16 2.5.1 Areas of Nonconformance ............................................................................................ .............................16 2.5.2 Recommended Follow -up Actions ................................................................................ .............................16 2.6 Overflow Emergency Response Plan ..................................................................................... .............................17 2.6.1 Areas of Nonconformance ............................................................................................ .............................18 2.6.2 Recommended Follow -up Actions ................................................................................ .............................18 2.7 FOG Control Program ............................................................................................................ .............................19 2.7.1 Areas of Nonconformance ............................................................................................ .............................20 2.7.2 Recommended Follow -up Actions ................................................................................ .............................20 2.8 System Evaluation and Capacity Assurance Plan ................................................................... .............................21 2.8.1 Areas of Nonconformance ............................................................................................ .............................21 2.8.2 Recommended Follow -up Actions ................................................................................ .............................21 2.9 Monitoring, Measurement, and Program Modifications ...................................................... .............................22 2.9.1 Areas of Nonconformance ............................................................................................ .............................22 2.9.2 Recommended Follow -up Actions ................................................................................ .............................22 2.10 Communications Program ..................................................................................................... .............................22 2.10.1 Areas of Nonconformance ........................................................................................ .............................22 2.10.2 Recommended Follow -up Actions ............................................................................ .............................22 3.0 SUMMARY OF RESULTS ........................................................................................................ .............................23 • 2 Costa Mesa Sanitary District Internal Audit May 2, 2011 1.0 INTRODUCTION • The Costa Mesa Sanitary District (District) is an independent special district providing sewer service and solid waste collection to the City of Costa Mesa and portions of Newport Beach and unincorporated Orange County.. The District's headquarters is located at 628 W. 19th Street with the recently completed District Yard located at 174 W. Wilson Street. The District serves a population of approximately 116,700 as well as public, commercial, industrial and retail businesses. The District's sewer system assets consist of 227 miles of mainline sewers, 4 miles of force mains and 20 wastewater pumping stations. • In accordance with Regional and State Waste Discharge Requirements (WDR), the District developed and implemented a comprehensive Sewer System Management Plan (SSMP) that identifies the policies and procedures utilized by the District in managing its sewer system assets. Pursuant to the District's SSMP, routine internal audits of SSMP are to be conducted to assess the effectiveness of the SSMP and to identify program improvements that could help to further increase its effectiveness. For this initial internal audit effort, Environmental Engineering and Contracting, Inc. (EEC) was utilized to support the District in developing and performing the audit. The following audit process was utilized to assess the performance and effectiveness of the District's SSMP and program, 0 Audit Kick -Off Meeting — A kick -off meeting was held with District staff to discuss the audit process and inform the District of the intent of the internal audit and what the District should expect from the audit. • SSMP and WDR Assessment — A review of the District's SSMP and supporting program documentation Was conducted to evaluate the level of conformance to the requirements of the WDR. • Documentation /Data Gathering and Review — All identified program related documentation and data were gathered and reviewed. Based on this review, an interview plan was developed for the District Staff. A complete list of the documentation and data reviewed is provided in Appendix A. • Conducted Staff Interviews - Multiple interviews with District Staff were scheduled and conducted. The purpose of the interviews was to assess.the level of conformance of staff practices with the policies and procedures identified in the.SSMP. Additionally, opinions on the performance of the District's program as well as recommendations for program improvements were also solicited from District staff. • Report Preparation — A report summarizing the findings of the program assessment and providing recommendations for program improvements was prepared by EEC and reviewed by District staff. The findings and recommendations were also presented to the District's Board of Directors. Personnel Interviewed Name Title Duties arid'-Responsibilities Scott Carroll District Manager District operations oversight Rob Harriers District Engineer Design and improvement management Steve Cano Maintenance Supervisor Supervision of maintenance activities Tim Henson Field Staff Pump station maintenance Joel Ortiz Field Staff Vacuum /letter truck operations n Costa Mesa Sanitary District Internal Audit May 2 2011 2.0 SSMP. AU ®IT RESULTS • The details of the results identified, from the review of the documentation and the interviews conducted, were categorized into three key performance measures. The three performance measures include the following: • Major Nonconformance — A deficiency that could result in an NOV, a fine, or other enforcement action if discovered by a regulatory agency. Major Nonconformances are normally the result of noncompliance with an applicable State regulation or permit. • Minor Nonconformance — A deficiency that would normally not result in an NOV, a fine, or other enforcement action if discovered by a regulatory agency. Minor Nonconformances usually result from not following the requirements established in the SSMP. Also Minor Nonconformances can occur when repetitive deficiencies are established as part of a trend. • Recommended Enhancements — Are Opportunities for enhancements in efficiency or overall operations. Enhancements do not require immediate implementation; however, the installation of the Recommended Enhancements would improve the efficiency of operations and help to prevent future nonconformances from occurring. The following sections identify key performance measures within the SSMP, provide criteria for measuring system performance /plan conformance and document the effectiveness of the program. Areas where practices differ from .documented policies /procedures are also provided and include recommended follow-up actions. C� 5 • 0. • Costa Mesa Sanitary District Internal Audit I May 2, 2011 2.1 Goals The District is in conformance with this section of the WDR /SSMP. The District has developed goals in accordance with the GWDR and measures the effectiveness of their program against the accomplishments of these established goals. The SSMP goals of the District consist of three general goals which are the building blocks of a successful sewer management program. The three goals include: • Provide a plan and schedule to properly manage, operate and maintain all parts of the sanitary sewer system in order to provide reliable service • Reduce and prevent Sanitary Sewer Overflows (SSOs) • Help mitigate any SSOs that do occur The District has established a Sewer System Committee comprised of Directors, engineering staff, field staff, administrative staff. and contractors. The Committee meets routinely and discusses the detailed facets of the sewer system. This allows all individuals involved to remain up -to -date and informed on the maintenance and repair schedules and any other issues affecting the District's sewer system assets. The District has established maintenance schedules for sewer lines, pump stations, force mains, siphons, and hot spots and monitors the status of these maintenance activities to ensure that designated schedules are being met. Additionally, the District has established and implemented a condition assessment plan, Capital Improvement Plan (CIP), Inflow, and Infiltration (1 /1) Elimination Plan, and a Sewer Lateral Assistance Program (SLAP). These plans and programs are discussed in further detail in later sections of this audit; however, it is the combination of these plans and programs along with the established maintenance efforts that allows the District to achieve the goals of providing reliable service to their customers. The District programs have been successful in reducing and preventing SSOs. In 2010 the District had a total of 4 public SSOs (1.7 per 100 miles of sewer) with an 84% recovery rate. This SSO rate is not only an improvement over the previous years, but it is also well below the state average of 6.2 SSOs /100 miles of sewer. The graph below illustrates the continued trend in SSO occurrences, attributed primarily to the District's programs. io 8 0 N `^ 6 0 a 4 3 z 2 0 Public SSOs 2007 2008 2009 2010 6 —+ —Total Public SSOs Costa Mesa Sanitary District Internal Audit May 2, 2011 With implementation of key SSO Response procedures, the District has improved its response times to SSO events which has resulted in an increase in the percentage of volume recovered when SSOs do occur. The graph below illustrates how the District has improved their spill recovery percentage. 90% 80% 70% 60 %, m 50% C v 40% a� a 30% 20% 10% 0 %, Percent Recovered 2007 2008 2009 2010 Percent Recovered The addition of the new District Yard should assist in maintaining the District's desired SSO response times. The District performs CCTV activities in locations where SSOs previously occurred to determine causes of the SSOs. The need for repairs, enhanced maintenance activities, source control activities, or other applicable corrective actions for these locations are determined and implemented to ensure that the SSO event is not repeated. If a SSO event occurs on private property, the District works with the property owners to ensure proper corrective actions are taken to prevent reoccurrence. The District issues enforcement letters which may require routine lateral line cleaning, CCTV activities, and /or require repairs if necessary. The District performs follow -up activities to ensure the private property owners are implementing the requirements established in the letters. An example of an SSO enforcement letter is available for review in Appendix B. 2.1.1 Areas of Nonconformance None identified 2.1.2 Recommended Follow -up Actions Recommended Enhancements — the District should consider developing and utilizing additional measurable goals to further evaluate the performance and effectiveness of the SSMP programs. Examples of measurable goals include • Maintain a SSO rate below the state average • Maintain a SSO recovery rate below the state average • Maintain a SSO response time of less than 30 minutes • Reduce the number of hot spot locations from year to year • Reduce the 0 within the sewer system • Complete specific classroom and training hours for Staff The SSMP should be updated the SSMP to include any identified program goals. 7 is • • Costa Mesa Sanitary District Internal Audit May 2. 2011 2.2 Organization • The District is in partial conformance with this section of the W.DR /SSMP; however,. Minor Nonconformances were identified. The SSMP includes the key information required for the Organization section. The SSMP identifies: • Responsible Officials • Lines of authority and responsibilities for the CMSD SSMP program • Chain of Communication for Reporting SSOs While there have been recent changes to the organization not yet reflected in the SSMP, District staff . have discussed and reassigned key roles and responsibilities, including those .relating to emergency response. The organization structure of current District operations. includes, • General Manager — Responsible for overall sewer management program and also manages the SSO reporting process. • District Engineer Responsible for standards and specifications of the . sewer system, creating and implementing the Capacity Assurance Plan and Capital Improvement Plan, and is responsible for updating and maintaining District.maps. • Maintenance Supervisor — Responsible for routine operations and maintenance activities, is the primary responder for SSOs, oversees staff training, and manages the equipment and spare parts inventories. • Field Staff — Responsible for general field. maintenance activities including cleaning • enhanced maintenance locations and pump station maintenance. 2.2.1 Areas of Nonconformance The following Minor Nonconformances were identified: a) Recent changes in the District's organization that impact SSMP program roles and responsibilities have been made; however, the SSMP has not been updated to reflect these changes. A The SSMP identifies the District Engineer and Operations Manager as Legally Responsible Officials (LRO). CIWQS identifies Scott Carroll (GM), Rob Hamers (District Engineer) and Steve Cano (Maintenance Supervisor) as LROs; • There are several key responsibilities identified for the Operations Manager; however, there is no current* Operations Manager on staff; • The SSMP includes position. titles and contact information in identifying key District personnel; however, the WDR requires that the personnel names also be provided. 2.2.2 Recommended Follow -up Actions The. Following corrective actions need to be implemented:. a) Update the SSMP to reflect the current organizational structure and current roles /responsibilities. Staff names should also be included. 8 Costa Mesa Sanitary District Internal Audit May 2 2011 2.3 Legal Authority The Districts in conformance with this section of the WDR /SSMP • The District possesses the necessary legal authority to: • Prevent illicit discharges into its sanitary sewer (Operation Code Section 7.05.030(a) and (f)) • Require that sewers and connections be properly designed and constructed (Operation Code Section 7.01.010) • Ensure access for maintenance, inspection, or repairs for portions of the lateral owned or maintained by the District (Operation Code Chapter 7.03) • Limit the discharge of fats, oils, and grease (FOG) and other debris that may cause SSOs (Operation Code Section 7.09.041 and Section 7.09.044) • Enforce any violation of its sewer (Operation Code Section 1.02.010) The District operational codes provide the legal authority to effectively manage its sewer system. The District reviews plans, performs inspections of the sewer system repairs and new construction, and enforces the established policies. Where illicit discharges have been identified, the District has applied the enforcement actions necessary to mitigate the issue promptly. While rarely required, the District has been able to effectively mitigate FOG discharge issues, including requiring installation of grease interceptors for several existing facilities. 2.3.1 Areas of Nonconformance None Identified • 2.3.2 Recommended Follow -yap Actions None identified. E Costa Mesa Sanitary District Internal Audit May 2, 2011 2.4 Operation and Maintenance Program • The District is in P artial conformance with this section of the WDR /SSMP; however, Minor Nonconformances were identified. The District has adequately addressed the operation and maintenance program in their SSMP. The .key items identified in the Operation and Maintenance Program includes: • CMSD Sanitary Sewer System Map • Preventative Maintenance Plan • Rehabilitation and Replacement Plan • Education and Training • Equipment and Replacement Parts Inventory Sanitary Sewer Mapping The District has developed a Geographic Information System (GIS) and is currently transitioning from the use of hand drawn sewer system atlases to the GIS based sewer atlas. The process of converting the maps into GIS has been completed and transition to District staff is due to be completed in 2011. The GIS includes gravity sewer lines and manholes, pumping facilities, and force main pipelines. A separate map detailing the stormwater conveyance facilities is also available to field staff. Following is a composite rendering of the legend from the new sewer system atlas generated from CMSD's new GIS. • ` c� Manhole Pump tation Costa Mesa Idx•kd wIH+: f a HAy II) p t.+bckd wre+: Pin t4mber unitary District CMSD Standard Active 4 CMSD Box Private lsexver A las ® Proposed t'; Abandoned Other Agency c' Other Agency Sox --_ -- ,�: -3 • Private t' i Q Pressurized Main Abandoned +t m 16etrd wltl,:,R +•. +. Plug t.i„nia. r•,nuria� Clean Out Active 1A*,k•d WHO,: 1,K Oft ID ----- Abandoned Cleanout Larnphole Easement Private Cleanout Gravity Main Easement IA'e" ww+: 1.. tut, Io ccrvs.Ylio.+u)C> Parcels .�.n.p CMSD {p i ► CMSD Siphon Costa Mesa City of Newport Beach Newport Beach OCSD Irvine City of Santa Ana Private FF'I CMSD Boundary Proposed s Abandoned Repair . _.._.. _. I dxw wan: RoUxl.EWt7AlOn h tie O• f l) t11:;• . • Kvifatnim Link Pipe the 20. 2010 Lateral atlas Sheet N(,). 180 10 Costa Mesa Sanitary District Internal Audit May 2 2011 Corrections to the sewer atlas identified by field staff and contractors are provided to the District Engineer for review and where appropriate, revision to the atlas. This has traditionally been performed • through red - lining of a master copy of the paper atlas; however, with development of the sewer GIS, these corrections will be made directly to the GIS. Preventative Maintenance The District currently utilizes a contractor to provide maintenance line cleaning and CCTV services, with District staff used to perform routine cleaning of enhanced maintenance locations. A cleaning frequency has been designated for each pipe segment which results in cleaning of the entire District system at least once every three years (a summary of the cleaning frequencies for the various pipe sizes is provided below). A schedule of cleaning locations (and corresponding maps) are generated through the GIS, utilizing last cleaned dates and current cleaning frequency data, and provided to the line cleaning contractors. The contractors provide line cleaning observations and completion status to the District for entry into the GIS. Sewer Cleaning Frequencies Pipe Size Annual Biennial Triennial 6 2 0 5 8 285 652 3499 10 115 40 60 12 71 37 63 15 26 81 55 18 11 45 45 21 11 26 16 24 3 2 5 30 0 1 1 33 0 0 4 Total 524 884 3753 The District has implemented a Sewer Lateral Assistance Program (SLAP) to encourage private property owners to repair and rehabilitate their private laterals. The District has experienced good participation in the program and as a result, reducing the potential for 1 /I. The graph below illustrates the number of SLAP participants on a month to month basis in 2010. 11 • r1 �J Costa Mesa Sanitary District Internal Audit May 2. 2011 • 25 Sewer Lateral Assistance Program -CMSD 2010 C7 RE x,15 u a10 Q O 2k 5 Jan -10 Feb -10 Mar -10 Apr -10 May -10 Jun -10 Jul -10 Aug -10 Sep -10 Oct -10 Nov -10 Dec -10 Rehabilitation and Replacement The District has a proactive rehabilitation and replacement program including measures for reducing 1 /I. CCTV inspection of the entire system was completed in 2009. These CCTV activities were used to perform a detailed system assessment including identification of 1/1 issues. The table below illustrates the 1/1 findings from the CCTV activities. Infiltration Summary Category PACP Grade Description Number of Occurrences Weeper M2 Very slight leak, trickle 45 Dripper M3 Consistent drop 13 Runner M4 Continuous, moderate flow 9 Gusher M5 Significant stream or gush 2 The District immediately performed the repairs of the two grade M5 locations and added the grade M3 and M4 locations to list of priority sewer repair locations. The District has an annual budget of $700,000 allocated to system wide repairs, and prioritizes the repairs based on a variety of risk and consequence factors including the structural ratings identified through CCTV inspections. The District has allocated portions of the budget to repair high priority locations that require enhanced maintenance. These repairs have resulted in the reduction of the total number of enhanced maintenance locations within the District. The map below provides an example of how the District has utilized the GIS to support development of repair priorities. 12 I'e1E1lYt "1119 i Iluntin�t r Bead 1 ' - — FV A. Costa I �•r ' Heach ?w..K `� \ I +.ef9 Legend Combined Structural and Maintenance 5 Structural, 5 Maintenance 5 Structural, 4 Maintenance 4 Structural, S Maintenance 4 Structural, 4 Maintenance 5 Structural 4 Structural -- 5Maintenance 4 Maintenance Other CMSD - Other Agency CMSD Boundary �� o.nucr.rc File: ri, Cartog Nassco11X17.mxd K RG NASSCO RESULTS CMSD SEWER ATLAS Project Number: W1425 Figure Date: April 12, 2011 X • Costa Mesa Sanitary District Internal Audit Mav 2, 2011 The District has allocated a total budget of $1,840,000 for the entire CIP. The District balances out the • projects on a year to year basis, and aims at improving the operating efficiency and life expectancy of the entire sewer system. As indicated during interviews with District staff and the past performance of the CIP, the District has allocated the necessary funds to complete the planned rehabilitation and repair projects. Each project is detailed out in the CIP and the proper funds needed are distributed to those projects. The graph below illustrates how the District has distributed the CIP budget for the 2010/2011 fiscal year. 25,000 ■ Westside Pump Station Abandonment ■ Miscellaneous Sewer Work Irvine Pump Station Force Main Replacement it System Wide Repair Program 0 Sewer Lateral Program Inflow Reduction Program • Staff Training District Operations and Maintenance staff actively participate in education and training activities. The Maintenance Supervisor has acquired Grade 2 Certification as Collection System Maintenance Operators (certification through CWEA), and the field staff are currently working to acquire their Grade 1 Certification. Staff routinely attends training seminars and events for continued education and professional development. The District Engineer actively directs WDR Steering Committee meeting and events, providing education opportunities for District staff as well as other agency's staff. • 2.4.1 Areas of Nonconformance The following areas of nonconformance were identified: b) The total miles of sewer reported in the SSMP is not consistent with the total mile reported in the CIWQS database. c) The SSMP has not been revised to include recent GIS and CMMS development activities. `+ '- Recommended Follow -up Actions The following corrective actions should be implemented in order to conform with the elements established in this section of the WDR /SSMP: b) Update the SSMP and CIWQS with accurate miles of sewer. c) Update the SSMP to reflect the use of the newly established GIS and CMMS. 14 Costa Mesa Sanitary District Internal Audit May 2 2011 Recommended Enhancement — The following enhancements are recommended for the Operations and Maintenance Program: • • Utilize the newly developed CMMS to implement work orders for all tasks performed within the sewer system; • Create a more extensive inventory of critical equipment and spare parts to support the District. Include the items age, location of storage, and specific dates of addition to the inventory and when the item is actually used, • Track and document maintenance activities at pump stations; • Perform and document completion of training on Flygt pumps; • Complete Grade 1 Operator Certifications for the field staff; • Create and implement standard operating procedures (SOPS) for the following key processes • Sewer line cleaning • Pump station maintenance • Force main maintenance/condition assessment • Vacuum /letting Truck Maintenance • • 15 Costa Mesa Sanitary District Internal Audit May 2. 2011 2.5 Design and Performance Provisions • The District is in conformance with this section of the WDR /SSMP. The District has established design and performance provisions for the installation, rehabilitation and repair of District assets. Those design and performance provisions include: • Standards for Installation, Rehabilitation and Repair include: o Title 7 of the District Operations Code o The Costa Mesa Sanitary District Standard Plans and Specifications for the Construction of Sanitary Sewers o Standard Specifications for Public Works Construction ( "Green Book ") o American Public Works Association Standard Plans for Public Works Construction Additionally, the District has standardized its use of equipment in the pumping stations for ease of maintenance and replacement. All new construction and rehabilitation must adhere to the established design standards adopted by the District. The District tracks each project and logs the construction plans which have been created for each project. The District's standards are readily available and accessible to staff members, and staff members refer to the standards when performing repairs or inspections.. The District is also open minded to new construction and rehabilitation methods which allows for potentially more cost effective and efficient installations. ® During staff interviews the District indicates that all testing and inspections are performed on facility installations and repairs. The District has documented and tracts the procedures and instances where plan reviews were performed for new business construction and the District can show where they have required property owners to change plans in order to comply with the design standards. 2.5.1 Areas of Nonconformance None Identified 2.5.2 Recommended Follow -up Actions None identified. Recommended Enhancement - Update standards to include new technology such as accommodations for trenchless repairs. 16 Costa Mesa Sanitary District Internal Audit May 2 2011 2.6 Overflow Emergency Response Plan This section of the SSMP is in conformance with the requirements of the WDR; however, Minor Nonconformances were. The SSMP includes the necessary elements for an Overflow Emergency Response Plan. The elements described in the SSMP include: • SSO Notification Procedures • Appropriate Response to All Overflows • Regulatory Notification Procedures • Oral Notification • Written Notification • Training Procedures • Emergency Response Operations • Program to Contain and Prevent Sewage Discharges to Surface Waters The District criteria for determination of Category 1 and Category 2 SSOs, as well as the procedures for response and reporting to each SSO are consistent with the WDR. The District has also developed a separate Emergency Response Plan to address sewer pumping stations. The District's internal SSO records are consistent with the CIWQS data. For each SSO occurrence the proper authorities were notified and all reports were submitted pursuant to the documented procedure. The District has been increasingly effective in containing spills and preventing sewage from reaching surface waters as illustrated in the graph below. 70% 60% 50% 40% 30% 20% 10% 0% Percent Reached Surface Waters i _. 2007 2008 2009 2010 17 Percent Reached Surface Waters • • • Costa Mesa Sanitary District Internal Audit May 2. 2011 2.6.1 Areas of Nonconformance The following areas of Nonconformance were identified: d) Interviews with staff indicated that review and sign off of the SSMP and spill reporting requirements has not been completed by all field staff; e) . The SSMP and associated emergency response documents were not available in all District vehicles as indicated in the SSMP; 2.6.2 Recommended Follow-up Actions The following corrective actions should be implemented in order to conform with the procedures established within the SSMP: d) Ensure that all field staff have read and understand the SSMP and spill response requirements and document this training. Routine "refresher" training should also be conducted. e) Ensure that SSMP and emergency response documents are kept in each District vehicle; Recommended Enhancement — Consider tracking of customer calls, and corresponding follow -up actions, for calls received at the District office. The District's CMMS could potentially be configured to provide this functionality. 18 Costa Mesa Sanitary District Internal Audit May 2 2011 2.7 FOG Control Program The District is in conformance with this section of the WDR /SSMP. The key elements of the FOG Control Program in the SSMP include: • Public Education Outreach Program • FOG Disposal Plan • Legal Authority to Prohibit Discharges to the System • Grease Removal Device Requirements • Inspection of Grease Producing Facilities • Cleaning Schedule for Sewer System Sections Subject to FOG Blockages • Source Control Measures for Enhanced Maintenance Areas In 2005 all identified Food Service Establishments (FSEs) were initially provided with education and outreach materials to educate them on the proper disposal of FOG generated in their facilities. These materials are provided to each FSE as needed during routine FOG inspection activities. Additionally these education materials are available on the District's Website. Each FSE within the District is inspected a minimum of once every two years; however, higher risk FSEs, such as those with grease removal equipment or those associated with enhanced maintenance locations, are inspected on a more frequent basis. The current . inspection frequency for the District's FSEs is described in the table below. Inspection Frequencies Quarter) Semi - Annual Annual Bi- Annual 59 50 1 125 248 In addition to routine FOG program facility inspections, the District contract with the Orange County Health Care Agency (OCHCA) to conduct cursory FOG.program screening at each FSE on an annual basis. The District's FSEs are increasingly more aware of the FOG Control Program as indicated by the improved compliance with FSE employee training Requirements illustrated in the graph below. 19 • r � U Costa Mesa Sanitary District Internal Audit May 2. 2011 • FSE BMP (Employee Training) Nora - Compliance Rate 100 r - - - -- - -_- - - -- - - - All new FSEs are required to install a District approved grease interceptor. The District remains open to new grease control device, technologies, particularly for facilities with physical limitations that make installation of traditional interceptor impracticable. The District identifies sewer locations subject to FOG accumulation and requiring enhanced maintenance (cleaning more than once per year).. These locations are routinely reviewed by District ® staff to identify and mitigate the root cause of the accumulation. Structural repairs or appropriate source control measures are applied to reduce the maintenance frequency where possible. 2.7.1 Areas of Nonconformance None Identified 2.7.2 Recommended Follow -up Actions None identified. Recommended Enhancement — Continued enhancement of residential education, particularly for those areas associated with enhanced maintenance locations. • Pic Costa Mesa Sanitary District Internal Audit May 2 2011 2.8 System Evaluation and Capacity Assurance Plan The District is in conformance with this section of the WDR /SSMP. • The System Evaluation and Capacity Assurance Plan section of the SSMP addresses the following key elements: • Evaluation • Design Criteria • Capacity Enhancement Measures • CIP Schedule The District's Sewer Master Plan, last updated n 2005, incorporates a hydraulic capacity analysis and all deficiencies identified through this analysis have been addressed. The District plans to update this analysis upon completion of GIS based flow modeling capabilities, scheduled for 2011. Additionally, the District routinely analyzes pump station data to identify potential sewer flow changes with the potential to become hydraulic capacity issues, including 1 /I. As discussed in Section 2.4 the District's CIP addresses the reduction of 1/1 and has allocated funds to address hydraulic deficiencies. As part of the newly developed GIS, the District will also be able to utilize flow modeling software to analyze the flows within the District. 2.8.1 Areas of Nonconformance None identified. 2.8.2 Recommended Follow -up Actions None Identified. Recommended Enhancement — The following enhancements are recommended for the System Evaluation and Capacity Assurance Plan: • Implement the program to identify where backyard swimming pools are directly connected to the sewer system • Complete and utilize the GIS flow modeling software • 21 Costa Mesa Sanitary District Internal Audit May 2. 2011 • 2.9 Monitoring, Measurement, and Program Modifications The District is In conformance with this section of the WDR /SSMP. The Sewer System Committees established by the District meet on a routine basis to evaluate the operating effectiveness of the Sewer System Programs. Preventative maintenance activities, SSO data, and funding issues are discussed during these meetings. The SSMP was reviewed and updated in,2010 and based on this internal audit, will be revised in 2011. 2.9.1 Areas of Nonconformance None Identified 2.9.2 Recommended Follow -up Actions None identified. 2.10 Communications Program This section of the SSMP is in conformance with the requirements of the WDR, and the operating conditions of the District are in conformance with the elements established in the SSMP. • The District has posted the updated SSMP on the Districts website and has certified the SSMP on the State's website. The SSMP is always available to any interested party, and will consider any comments or recommendations made by outside organizations. 2.10.1 Areas of Nonconformance None Identified 2.10.2 Recommended Follow-up Actions None identified. • 22 Costa Mesa Sanitary District Internal Audit May 2 2011 3.0 SUMMARY OF RESULTS The District has succeeded in developing a comprehensive SSMP and implementing the elements of the • SSMP. During the audit No Major Nonconformances were. identified, 5 Minor Nonformances were identified, and 11 Recommended Enhancements were identified. A complete list of the Minor Nonconformances and Recommended Enhancements, including time frames for completion, is available in Appendix C. Most areas where Minor Nonconformances were identified are the result of recent personnel turnover within the District. Additionally, the district is in the process of upgrading their mapping and work order system from a paper to a digital a GIS /CMMS. This upgrade that is in process is not complete, which accounts for the other Minor Nonconformances that were identified. The Minor Nonconformances resulting from these changes will be corrected once the SSMP is updated. The Costa Mesa Sanitary District has an effective SSMP and program as demonstrated by the consistent reduction in the number and volume of SSO events. The District continually assesses the condition of its sewer system assets and conducts routine preventative maintenance to ensure the system is functioning as efficiently as possible while preventing SSOs. The following table summarizes the results of the internal SSMP audit results SSMP Audit Results SSMP Section WDR /SSMP Conformance Status Recommended Enhancements Section 1— Goals In Conformance Yes Section II — Organization Partial Conformance Minor Nonconformance (a) No Section III — Legal Authority In Conformance No Section IV — Operations and Maintenance Partial Conformance Minor Nonconformance (b), (c) Yes Section V — Design and Performance Provisions In Conformance Yes Section VI — Overflow Emergency Response Plan Partial Conformance Minor Nonconformance (d), (e) Yes Section VII — FOG Control Program In Conformance Yes Section VIII — System Evaluation and Capacity Assurance Plan In Conformance Yes Section IX — Monitoring, Measurement, and Program Modifications In Conformance No Section XI - Communications Program In Conformance No 23 • • • SSMP Audit Program Requested Documents Hard Copy • Sewer System Master Plan o 2009 -2010 o 2005 • CIPP 1992 -2010 • Project No. 182 — Capital Improvement Projects Based On CCTV Inspection Videos and Reports • Sewer System INI Evaluations • SSO data o Slideshow o Reporting guidelines o Emergency call list o Reporting figures. • Emergency Response Plan o Sewer Pumping Stations • Pumping Station Information, Private Pumping Station Information, Sewer Lateral Financial Assistance Program, Subsurface Lines and Operating Plant Fixed Assets Summary • Sewer System Committee Meeting Minutes • Flow Monitoring Data or Capacity Evaluations for Pump Stations • • Certificates Updated Hot Spot List • Plan Review Procedures and Documents • Operations Code Digital Copy • Cleaning History • FOG Inspection Information o FOG Control Program Manual (2004) o Ordinance o Slides and Healthcare Data • Strategic Plan 2010 -2015 • Education materials (No More Wipes letters, etc.) • Updated Hot Spot List • Plan Review Procedures and Documents • Operations Code • Equipment and Spare Parts Inventory • Annual Report (2010) • Plans and Specs for Construction /Rehab • • lemini Pump Station Maintenance Invoices 40 • S.L.A.P. Participation Spreadsheet • • �SpSANIlq�y tb O � h� pone a� � • • • y Costa Mr.,Cie oa SanitandDstr�ct • lycORpORAT�O ... an Independent Special District Board of Directors Arlene Schafer Robert 06ten Gant Monahan Arthur Pern• James Fernanan Staff Robin B. Hamers Manager. District Engineer (949) 631- 1,'.31 Thomas , t. Fatah Assistant Manager Jocur Revak Board Sec•renny Owgram $land {per. rk o/ the nisirier :'Ilan R. Burns l.eyal Collawl Alan is D. Da ris TreasrrrervDirecror cf Finance Phone (949) 645 -8400 Fax 1 9491 6.50-2253 Address 628 VE 19th Street CoSIL2 :Hest?, G1 92627 -2716 *If* 16 Printed ar; Rcrrrird Pape, January 13, 2009 Jennifer White . Camp Project LLC 2937 Bristol St. Costa Mesa, CA 92627 Re: Costa Mesa Sanitary District Fats, Oils and Grease Program Dear Ms. White: The Costa Mesa Sanitary District (District) is the owner of the public sewer system serving your business and is responsible for keeping the sewer system functioning properly. The State of California required the District to implement a Fats, Oils, and Grease Control Program (FOG Control Program) to prevent blockages in the sewer lines that can cause overflows and spills. The District adopted Ordinances No. 41 and 51 establishing regulations for a FOG Control Program. On October 24, 2008, the District was contacted to respond to a reported sewer system overflow (SSO) at The Camp Shopping Mall at 2937 Bristol St., Costa Mesa, CA; further identified as Assessor's Parcel No 418 - 162 -09. In responding to the SSO, CMSD Staff and a private contractor (AB &R Plumbing) identified and relieved a blockage in the private sewer line serving the shopping center. CMSD Staff and AB &R Plumbing identified the cause of the blockage as grease accumulation, likely, originating from the restaurant facilities located within the center. The District was also contacted to respond to SSO events at this center on January 13, 2004 and April 10, 2006, with the cause of both events again identified as grease accumulation. The District appreciates your efforts to date, which includes scheduled cleaning of the private lateral sewer line. However, due to the seriousness of SSO events in our service . area, including impacts to the environment and the potential for substantial fines, the District is requesting your continued cooperation to ensure that the potential for future SSOs related to this location is eliminated. The District requests immediate implementation of the following preventative measures: Protecting our communitNIs beaft bN provibing sofib waste and sewer coffectim services. wwwcrosaca.gov I ita N District Costa Mesa Sa �,�.. .can Inbepedent SP ecial District Conduct hydrojet line cleaning of the private sewer lateral on a quarterly basis. Line cleaning activities shall be conducted for the private sewer line from the start of the line at the private manhole (where the October 24, 2008 SSO was observed), to its connection to the District's main sewer line on Bristol Street (see diagram). a. Notify the District a minimum of 24 hours in advance of any planned private sewer line cleaning activities (Contact Karl Dulake at 714 - 337 - 3535). b. Provide a copy of the hydrojetting service receipt/log for each quarterly sewer line cleaning event (Fax to 714 -667 -2310, Attention: Ramon Gallegos). 2. Meet with the managers of the Old Vine, Native Foods, and the Aire facilities to reinforce the CMSD FOG Control Program requirements including: a. Strict adherence to prescribed Kitchen Best Management Practices, and b. Strict adherence to grease interceptor maintenance requirements • J If you have any questions regarding this issue or would like to discuss the requirements in more detail, please contact the District at (949) 645 -8400 extension 222 at your earliest convenience. Sincerely, Thomas A. Faututt /hh Assistant Manager Enclosures cc: Rob Hamers, Manager/District Engineer Alan Bums, CMSD General Counsel Joan Revak, Board Secretary/Program Manager /Clerk of the District Jim Kolk, EEC Project Manager C7 protecting our community's _hwttb 6,9 prozv Sing sofa waste amb senler co[f ection ser2iices. 1v1V11).crosDc4.gov 9NEfT 780 I m 60 r. ,. JW 1,71 r tt t1 121 \1 715 to 709 p bbb 688 ' >7 1 952 691 I 1.73 �e1 �E t I 771 765 ± • ^' TRAC \; \t troe (s \6 751 I a-e0*'6.4 763 755 743 739 731 N MI \T 2T YreY to IS `ree arse to 3 +32 q e) A 4440. 10 N m 4149 A \9 t 4131 N N stow 1• 4197 a 10 -- N 5+00 T � sie9 =\ ^ �t7Y 6 6.97.5 0 N 10 Owl N zsooiaa 1irv. • "33 m N 1 s 6130 I 6 ?41 p � �b¢�'I se 3 3 + B w m N N ;i 7100 a' 7r 03 N0.3721 N 10 • 7 70 766 782 754 7= 0 G Q >c 3 \ ss 37 . er Ix s+eY Y • b o f ` SI • 4 00 9•ea (32.08) N0.3631 � N LM t4"4 2927 ° 1!3 ag,roe«m SEVU OX 7.4 29 -60 1757 o It \ • \P923 .4 1ag� 11 rl s• Ll Ro° ms y�2 7 i/ i 1 3173 r. 720 06 O 696 69E A 4 e ACT 2 e 6 6 n y ZI ,. JW 1,71 r tt t1 121 \1 715 to 709 p bbb 688 ' >7 1 952 691 I 1.73 �e1 �E t I 722 ± • ^' ► °' GNU a-e0*'6.4 667 13 I %J NJ zsooiaa 1irv. A) ' 2470 2975 �b¢�'I 2966 3 3 • b o f ` SI • 4 00 9•ea (32.08) J 1 1 720 06 O 696 69E A 4 e ACT 2 e 6 6 n y ZI V� ,. o x r tt t1 121 \1 715 to 709 9 703 NQ 97 952 691 V� A10, /9/ 666. 688 ' „ 1 gNEET p y I O 780 760 I O 4 w 8 M VENUE —'—" 6 MK e�fOraA — ♦ ,'d' OOSD 91 N.OD } ! 173ST' -�� + 8 Ti I _tie r I C.O. • _ 05 _ R� i o,e3 * ores { . N W m ` T 7 11 765 wN TRAC 14 tb , l I - `6 16 751 I __j I cl) ;� •J J 2108 � ♦ .00 N 743 739 7 35 +I i+ ao �.00 I i:v. �} 763 755 N n 2•9v "' ?T� \o , 6, . 1 2476 2970 N M \ \ N 3Y] I � .o 2966 6¢I. / 3Y55 3152 9 3 3t 59 lD \6 N I 956 n O § 4'Ng o 3151 v\ 4 0 t0 4iP9 4t]I 0 N f I O • _\ µw tD O! 19 a. c .i 4♦e65 L M N w N to e I ~ Q St0] on () 4191— 3Y00 T N b 3 -- n y^ 4 « ° bo ° I ise.DO J N aa N E 4 • 9.54 132.0e1 N 2 5,69 ` w 71 6 On1 N 1 Q 1 V eY33 N a 4 et3e � 044I 6 N � p ' 1 • 01 Z W N 9.5 Pa. £ � ♦ . a � aY e6 n I 7f13 '4 � *•�� a 26 7, 11 ei m 6 a N = C N 4 7r80 Q' 7Yez 'i+ t 9 ,yam NO. 5721 'O v N oz. < / 754 750 7 70 766 762 D , 'y1 of is a' areiy / 8 No. 3631 n ;E e y o.,po e 9 '(Rrc , 2927 „yt� e Y.BNMDVM SEVKX L91E OT 1 5 • .0"3 JL z4tss•aol 7OB 70 696 698 1 757 c 720 714 6 p i i \ d6D r w °o TRACT o 2 } ♦49 \2925 « ° OMRMO'NM III \ S Y P 7 i'� .♦ RAN OLPH 5 AVE. �fi b /�\(\ 'PIS " �� � �'�a g � 9 • NQ 952 T27 721 715 .709 703 97 691 V tr �/ tie a C. D. " Follow -up Actions Report Section Section Title WDR Requirements SSMP Section Conformance Follw -up Action Date for Correction Date Corrected 2.1 S Goal Create goals specific to system operations and SSO reduction I.C. Yes N/A N/A N/A a) Update the SSMP to reflect the current 2.2 Organization Identify LROs, management personnell, and chain of 11 Patial Conformance organizational structure and current July 2011 communication for reporting SSOs roles /responsibilities. Staff names should Legal Authority to prevent illicit discharges to the sewer 2.3 Legal Authority system. Sewer connections are properly designed and III Yes N/A N/A N/A constructed. Ensure access to laterals. Limit the discharge of FOG. Enforce violations of its sewer ordinances. Maintain an up- to-date map, develop a preventative b) Update the SSMP and CIWQS with July 2011 2.4 Operation and Maintenance maintenance plan, develop a rehabilitation and replacement accurate miles of sewer. _ c) Update the SSMP to reflect the use of the July 2011 Program plan. Provide education and training. Provide equipment IV Patial Conformance and spare parts inventory newly established GIS and CMMS. Design and Performance Create standards for installation, rehabilitation and repair; 2.5 Provisions and for the inspection and testing of new and rehabilitated V Yes N/A N/A N/A facilities - d) Ensure that all field staff have read and understand the SSMP and spill response Provide SSO notification procedures, appropriate response requirements and document this training. June 2011 2.6 Overflow Emergency to all overflows, regulatory notification procedures, training Routine "refresher" training should also be Response Plan procedures, emergency response operations, program to, VI Patial Conformance conducted. contain and prevent sewage discharge to surface waters e) Ensure that SSMP and emergency response documents are kept in each June 2011 District vehicle Enrollees must implement a FOG source control program in 2.7 FOG Control Program order to reduce the accumulation of FOG in the sewer VII Yes N/A N/A N/A system and FOG related SSOs System Evaluation and Create a system evaluation and capacity assurance plan 2.8 which includes; evaluation, design criteria, capacity VIII Yes N/A N/A N/A Capacity Assurance Plan enhancement measures, and CIP schedule - Mainain relevant information to prioritize SSMP activities. Monitoring, Measurement, Monitor the implementation and effectiveness of the SSMP. 2.9 and Program Modifications Assess the success of the preventative maintenance IX Yes N/A N/A N/A program. Update program elements as necessary. Identify and illustrate SSO trends. Enrollees shall communicate with the public on the 2.10 Communication Program development, implementation, and performance of the XI Yes N/A N/A - N/A SSMP Recommended Enhancements Report Section Section Title Recommended Enhancements 2.1 Goal Add more specific more measurable goals 2.2 Organization N/A 2.3 Legal Authority N/A Utilize the newly established CMMS to create work orders for all tasks performed within the sewer system. Create a more extensive inventory of the equipment and spare parts available to the District. Include the items age, location of storage, and 2.4 Operation and Maintenance specific dates of addition to the inventory and.when the item is actually Program used.. Track and document maintenance activities at pump stations. Complete Grade 1 Operator Certifications for the field staff. Perform and document training on Flygt pumps. Create and implement standard operating procedures (SOPS) 2.5 Design and Performance Update standards to include new technology such as trenchless repairs . Provisions Overflow Emergency Response Consider tracking of customer calls, and corresponding follow -up actions, 2.6 Plan for calls received at the District office. The District's CMMS could potentially be configured to provide this functionality. 2.7 FOG Control Program Continued enhancement of residential education, particularly for those areas associated with enhanced maintenance locations. System Evaluation and Implement the program to identify where backyard swimming poola are 2.8 Capacity Assurance Plan directly connected to the sewer system Complete and utilize the GIS flow modeling software 2.9 Monitoring, Measurement, and Program Modifications . N/A 2.10 Communication Program N/A • • V lJy tis.�� ns ,A vdly Meeting Date Titem Number 04/28/11 1 X. F. COSTA MESA S119J77A�h',Y 1n75`iKiC7" ... an Independent Specaa[District To: Board of Directors From: Scott Carroll, General Manage Date: April 28, 2011 Subject: State Legislative Report Summary This report provides an update on state legislation of interest to CMSD and provides some discussion points to share with our legislators during our visit in Sacramento for CSDA's Legislative Days on May 3 -4, 2011. Staff Recommendation ® That the Board of Directors receives and files this report. Analvsis State Budget Update: Governor Brown signed approximately $14 billion in budget cuts into law on March 24, leaving a budget deficit of approximately $15.4 billion to be negotiated. A few days later, on March 29, Governor Brown announced that he had ended budget negotiations with Republican Legislators after the Republicans requested 53 demands before supporting the Governor's tax extension ballot measures. Recently, the Governor has been traveling throughout California on a budget campaign to gather public support that could help persuade four Republicans to support the tax extensions. While it. appears all Republicans are united and will not waiver, it remains unclear how the Governor and the Legislature will proceed to bridge the remaining $15.4 billion deficit. California Forward: California Forward was created in 2008 by the California Endowment and other prominent foundations to promote state and local government reforms, with the intention of enacting them into law either through the Legislature or the ballot box. Recently, they produced a draft report, which can be downloaded at www.cafwd.org Protecting our C071177Zd(712ty i l6a.lt %1 and the C17.vwolt11 ent by providing solid waste and se wer co(fectton services. ulww. cntsdca.gov Board of Directors April 28, 2010 Paae2of4 on state and local government realignment that frankly has caused great concerns among special districts. The draft report makes a number of ill- informed recommendations about special districts such as: • Revising the property tax allocation formulas to take local funding control away from special districts. • More authority to counties and cities to consolidate special districts solely within their jurisdictions. • Promoting new forms of regional governance and problem solving through COG's and other vehicles that have no input or representation from special districts The good news is that CSDA is leading the way as the voice for special districts and is reaching out to California Forward to ensure special districts have a role in this movement. Attachment A to this report is a copy of a letter from CSDA to California Forward. Coincidentally, California Forward's Executive Director, Jim Mayer will be one of the keynote speakers at CSDA's Legislative Days. State Assembly Committee on Accountability and Administrative Review (AAR): This committee is an oversight committee charged with looking for efficiencies in state government, and it has also taken an interest in the potential for efficiencies and consolidation in local government. At one of its hearing, the committee chair, Assemblymember Roger Dickenson (D- Sacramento), made it clear that consolidation of special districts will be a major interest of the committee. Looking at ways for local government to operate more efficiently and better use of taxpayer and ratepayer dollars is something that everyone can support; however, consolidation just for the sake of arbitrarily reducing the numbers of the special districts does not support the objective of being efficient. Again, CSDA is being the active voice for special districts at AAR hearings. On April 6, AAR postponed its vote on the recommendations, which is attached hereto as Attachment B, until its next hearing on April 27th. You will notice that many of the recommendations in Attachment B look like the same recommendations from California Forward. AAR has asked that CSDA and other stakeholders continue working with them and to bring additional comments and recommendations to the next hearing. Attachment C to this report is a copy of the joint response to AAR from several organizations. 2011 Legislation: AB 1354 (D- Huber): Public Works Contracts: Payments Retention This bill will prohibit the retention of any amount with respect to all contracts entered into on or after January 1, 2012, between a public entity and an original contractor, between an original contract and a subcontractor, and between all subcontractors. • • • 1. Board of Directors April 28, 2010 . Page 3 of 4 Payment retention is an effective method of keeping contactors on the job until it is fully complete. Withheld funds are a financial loss to contractors if a project is abandoned, and the retained funds can help the agency pay for the cost to finish the work. Withholding money from payments to a contractor is a traditional practice in managing construction .projects, both in the public and private sector. AB 1354 would weaken an important tool needed for safeguarding public money and ensuring that public works are completed in a timely and satisfactory manner. The bill is in the Assembly Committee on Business Professions & Consumer Protection. Staff recommends that CMSD is OPPOSE to this bill. AB 741 (D- Huffman): Sewer Improvement Financing This bill is sponsored by Irvine Ranch Water District (IRWD) and would expand existing law to allow property owners to voluntarily enter into agreements with local wastewater agencies to finance needed sewer improvements such as septic tanks and lateral replacements. The proposed legislation will assist private property owners to converting from septic systems to sanitary sewer systems and with the replacement of aging private sewer laterals that are already served by a community sewer system. Last year, Sewer Improvement Financing (AB 2182) was vetoed by Governor Schwarzenegger and its being reintroduced in the 2011 Legislative Session as AB 741. It is scheduled to be heard in the Assembly Local Government Committee on April 27. Last year, CMSD supported AB 2182 and staff recommends we continue the position of SUPPORT for AB 741. Local Government Transparency /Reform Proposals After many transparency and local government reform bills failed in last year's session, many believed these bills would turn up again in the 2011 legislative session. Sure enough, more than 30 bills related to local government transparency and reform have been introduced in the 2011 legislative session on topics including compensation reporting, audits and financial reports, meetings, and financial interests.. Staff is closely monitoring these bills through the assistance from CSDA and will determine the impact these bills have on the special districts. The Assembly Local Government Committee will be hearing Assembly bills on this topic on April 27. Strategic Element & Goal This item supports achieving the Costa Mesa Sanitary District Strategic Plan Elements 3.0., Partnerships and . 5.0., Administrative Management, along with Strategic Goal Numbers. 3.3., Strengthen our ties with our state and federal legislators and 5.3.,Stay informed on applicable federal, state, and regional regulations. Legal Review • Not applicable Board of Directors April 28, 2010 Paae 4 of 4 Financial Review Not applicable Committee Recommendation Not applicable Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the April 28, 2011 Board of Directors regular meeting at District Headquarters and on the District's website. Alternative Actions 1. Refer the matter back to staff for more information. Attachments A: Letter from CSDA, dated March 15, 2011 B: AAR Updated Special Districts Recommendations C: Letter from CSDA and stakeholders, dated April 11, 2011 • • Attachment A !VC March 15, 2011 Mr. Jim Mayer Executive Director, California Forward 1107 9"' Street, Suite 650 Sacramento, CA 96814 RE: California Forward Draft Framework Dear Mr, yer: Jim On behalf of the Board of Directors of the California Special Districts Association (CSDA), I would like to thank you for the opportunity to offer a short presentation as part of your March 11 meeting concerning California Forward's draft framework, "Making California Work Again: Restructuring State -Local Relationships." As I mentioned at the meeting, we appreciate the chance to comment on the report and look forward to participating in the ongoing discussion regarding state -local reform. One of the first impressions we had in going over the draft report was that it seemed there was a fundamental misunderstanding concerning the role of special districts as a provider of local government services. Special districts provide water and treat wastewater for more than 30 million • people. We're the fire department for 11 million Californians. We're the ride to work for the millions of people who use mass transit every day to get to and from their jobs. If government can provide a service —trash collection, flood protection, mosquito and vector control, etc —the odds are it's being provided by a special district. Special districts exist because voters have repeatedly said that they want it that way. They want a focused set of services performed well and without distractions. They want the ability to serve regions and neighborhoods without regard to arbitrary city or county boundaries. And they want urgently needed infrastructure that can be built and operated without straining city, state or county balance sheets. The reality is, if.we didn't have special districts, we would probably have to invent them: To that end, I would like to offer some observations on major concerns that we have identified within the draft California Forward framework as I reviewed in -part last week: PRINCIPLE #2 CSDA agrees with California Forward's principle that the level of government responsible for delivering services should have control of its funding and have it constitutionally guaranteed. In fact, special districts are the level of government responsible for delivering core services throughout much of California, and we believe that it is critical that they have control of the revenues that funds those services. For this reason, we propose that California Forward add special districts to the list of local agencies that should be granted control of funding, programming and decision - making for locally delivered services in draft Recommendation #2. • California Special Districts Association 1112 I Street, Suite 200 Sacramento, CA 95814 toll -free: 877.924.CSDA (2732) t. 916.442.7887 f: 916.442.7889 www.csda.net A proud California Special Districts Alliance partner Special District Risk Management Authority CSDA Finance Corporation 11121 Street, Suite 300 1112 1 Street, Suite 200 Sacramento, CA 95614 Sacramento, CA 95814 10114f ree: 600 537.7790 toll -free: 877124 CSDA (2732) 1 916.231 4111 t 916.442.7889 PRINCIPLE #3 CSDA believes in regional collaboration. One of the basic advantages special districts provide to their constituents is the fact that special districts are the only form of local government that can be organized regionally based on need and without regard to more arbitrary city or county boundaries. For this reason, we propose that California Forward consider an alternative to Recommendation #3, which currently relies upon Councils of Government (COGs) for regional collaboration. Not every region is represented by a COG, they do not typically include special districts, and they primarily focus on transportation issues and federal funding. Regardless of the form that a collaborative planning group of local government stakeholders within a region would take, it is essential that special districts have an equal role along with other local government partners. PRINCCPLE #4 Consolidation has never been an issue feared by special districts —in fact, most consolidations are proposed by districts. Consolidations that promote the best use of taxpayer and ratepayer dollars, local choice, and a data - driven process are worth pursuing. However, consolidations just for the sake of arbitrarily reducing numbers don't help any of the people and families we serve. Similar to Recommendation #3, CSDA proposes that California Forward consider an alternative to Recommendation #4 that does not rely upon COGs as currently composed. In addition to the suggestions above, CSDA would like to provide California Forward with a list of special district collaboration examples that can be added to pages four and five of the draft framework. We would also ask that the number of special districts on page 15 of the framework be adjusted to more accurately represent the government landscape. It would be more appropriate to list the number as 2,189 independent special districts, since the number currently listed, 3,294, • includes almost 900 county service areas. While this letter does not capture every agreement and disagreement that CSDA may have with California Forward's draft framework, we thought it would be beneficial to summarize some of the key issues that we have identified for your consideration. Primarily, CSDA seeks to inform this process and facilitate inclusion of special districts, where appropriate, as a valuable tool in local governance. CSDA is prepared to work with California Forward to make that happen. California Forward should be commended for taking on state and local government reform. I thank you, once again, for your invitation to comment on California Forward's draft framework. Should you have any questions regarding this letter or my testimony, or should you wish to obtain any additional information from CSDA, please do -not hesitate to contact me. Best Regards, Neil McCormick Executive Director C7 Attachment B r AAR Updated Special District Recommendations The Committee may wish to consider the following actions to develop information to inform future policy- making decisions: 1. Request that the Legislative Analyst make recommendations to the Committee on: a. The desirability of special district reorganization including incentives for reorganization and consolidation, and i. If desirable, recommendations to the Committee for approaches to implementation. b. Whether the State should provide technical assistance to special districts and LAFCO's for analysis of potential consolidation. c. The advantages and disadvantages of funetronal consolidation, as opposed to special district reorganization. d. Whether the State should encourage direct election of special district boards even ® when seats are uncontested. 2. Request that the Legislative Analyst make recommendations to the Committee regarding the feasibility, arguments in favor and against reallocating property taxes from independent,. enterprise special districts to cities and counties. • 3. Request that the Legislative Analyst assess and report to the Committee: a. The extent to which special districts are transparent and accountable to the public, b. The extent to which special districts are efficient and cost effective, and c. The extent to which compensation for special district employees is adequate, appropriate, reflective of responsibilities, and size of the jurisdiction. d. The extent to which the Legislature can compel (either by incentive or requirement) special districts to hold regularly scheduled elections. e. Whether there is evidence that special districts are being formed or continued in lieu of forming or joining general purpose governments. f What agency or agencies are responsible in the event that a special district cannot meet its financial obligations? 03.08.11 i. Is there any oversight mechanism to monitor the extent to which special • districts are at risk for failing to meet these obligations? 4. Request the Legislative Analyst assess the feasibility of requiring special districts to publish and annually update accountability report cards, similar to the School Accountability Report Card required of California's public, K -12 schools. 5. Request that a public policy organization conduct public opinion research to determine: a. The extent to which Californians are aware of special districts, b. Their attitudes regarding special districts, c. Their attitudes toward continuation and consolidation of special districts, and d. The information they want or need regarding special districts. G. Request that a governmental association, such as the California Special Districts Association, conduct a survey of special districts to identify: a. The advantages and disadvantages of reorganization and consolidation, b. Any incentives or impediments for reorganization or consolidation, and c. The desirability of special district reorganization or consolidation. • • 03.08.11 I; o ©ao ,46! C-H-D ASSOCIATION OF CKIFORNIA NEALTNCARS DISTRICTS April 11, 2011 0, I,`'. p`� X972 i a wwlion Df GlifwnN M V C A C The Honorable Roger Dickinson Chair, Assembly Committee on Accountability and Administrative Review State Capitol Sacramento, CA 95814 RE: Requested Input for Committee Recommendations Dear Assembly Member Dickinson: This letter is in response to your committee's request for additional feedback regarding the recommendations drafted by the Assembly Accountability and Administrative Review Committee on March 8, and presented at your last hearing on April 6. We appreciate the opportunity to. participate in this process. As you know, we have been working proactively with multiple committees, stakeholders and independent organizations to continually examine and promote the most efficient, effective, and locally- driven delivery of core services like water, sewer, healthcare, fire protection; parks, and others: The special district community was pleased to participate in your March 2 joint hearing, and in fact, we support much of the testimony offered by the expert witnesses called by the committee to testify at the hearing. We believe in a comprehensive approach to investigating state and local efficiencies, and our commitment to these issues is demonstrated by our efforts already underway. This letter seeks to provide additional commentary, per the committee's request, as to how the special district community can continue to work together with our state and local government partners to deliver the services that our residents, customers and • constituents desire. Some of the key points from the March 2 joint hearing that.we felt were most constructive: • At the conclusion of his testimony, the lead witness, Prof. Eric Zeemering of San Francisco State University, stated that he would, "encourage [members] to think of special district governments as tools for the delivery of local public goods and services." He went on to say that residents should have better access to information on how all their local public services are delivered —not just those delivered by special districts —and that technical help should be available to local managers and., policymakers to develop a neutral and professional analysis of government consolidation proposals. Prof. Zeemering further testified that, "While incentives to consolidate might reduce the number of existing special districts, we should also be aware that government efficiency might come about by expanding the number of special districts in California." In fact, it is not the number of special districts that is most relevant, but rather the most desirable local service delivery. And. CALAFCO, the experts on coordinating local service delivery and implementing the Cortese - Knox - Hertzberg Act, testified at the joint hearing that they are in the process of reviewing this issue and. preparing recommendations for next spring: Perhaps the most frequently mentioned recommendation, repeated consistently throughout the joint hearing, was the request for centralized online information and resources related to service delivery. It should be. noted that the California Special Districts Association is already in the process of developing such a webpage for special districts. We are also committed to undertaking the witness recommendation to survey special district professionals in search of feedback from the practitioners on the ground as to what barriers and incentives exist to providing more effective and efficient core local services. • Given these key points derived from the expert witness feedback at the March 2 joint hearing, we support the following steps, which the committee may wish to consider approving as committee recommendations: 1. Coordinate a survey of special districts, through special district associations, regarding effectiveness and efficiency in core local services, and what additional incentives may improve effectiveness and efficiencies. We believe it would be of value to conduct this simple first step prior to determining what, if any, additional extensive new research may be necessary. Such a survey would provide an inexpensive, efficient, and effective opportunity to tap the most potentially viable ideas for improvement in these areas, and would establish a foundation that would be critical to informing any further efforts. 2. Request that CALAFCO share, upon completion of its work, the results of its review concerning local • government reorganization laws and practice. LAFCOs have independent expert staff that conduct thousands of municipal service reviews and sphere of influence studies annually and they are already in the process of a thorough study of these matters. It seems most appropriate to first consider their results, as it could guide what, if any further actions are recommended. 3. Review the outcome of the more than two -dozen bills currently before the Assembly Local Government Committee and Senate Governance and Finance Committee concerning transparency and accountability. Many of these bills were sponsored or proposed by the State Controller and State Auditor's offices in the wake of the City of Bell scandal. This legislation impacts cities, counties, and special districts and is directly related to many of the items in the March 8 draft committee recommendations. 4. Reschedule the committee's hearing on, "State and Local Government Efficiencies: Improving Efforts to Cut Costs ". Such a hearing may serve as a continuation point for a more comprehensive dialogue on overall government efficiency in the delivery of core local services. This could facilitate a constructive discussion on overall service delivery, set within the full context of state laws, local interests, and other conditions that impact core services. Furthermore, it may allow for the inclusion of perspectives from all stakeholders, such as cities, counties, and even schools. The steps outlined above offer an intentional approach to securing the most complete picture of core service delivery, where special districts are one component or "tool ". Given limited time and resources, these recommendations focus on some of the. most central questions to improving service delivery for all Californians in the midst of trying economic and budgetary times. Moreover, it is clear from the expert testimony at the March 2 joint hearing and from ongoing efforts throughout the Legislature and elsewhere, that much work in this area is underway. This intentional approach recognizes those efforts and does not duplicate them. Again, thank you for including the special district community as stakeholders in these important deliberations. • We look forward to the continued work ahead with you and your colleagues. Respectfully, Kyle Packham, Legislative Director Amber Wiley, Legislative Advocate California Special Districts Association Association of California Healthcare Districts Mike Dillon, Lobbyist Robert Gay, President California Association of Sanitation Agencies Mosquito and Vector Control Association of California Tim Unruh, President Tim Quinn, Executive Director California Association of Public Cemeteries Association of California Water Agencies Cherie Rita, President Al McGreehan, President Fire Districts Association of California California Association of Recreation and Park Districts CC: Members, Assembly Accountability and Administrative Review Committee The Honorable Cameron Smyth, Chair, Assembly Local Government Committee Ms. Nancy Chaires, Consultant, Accountability. and Administrative Review Committee Mr, Daniel Ballon, Consultant, Assembly Republican Caucus Ms. Katie Kolitsos, Chief Consultant, Assembly Local Government Committee Mr. William Webber, Consultant, Assembly Republican Caucus r Meeting Date Item Number 04/28/11 X. G. C WESA SA7v77AR(Y(DtS7RiC7 Memorandum To: Board of Directors ... an Independent Speciaf District From: Scott Carroll, General Manage Date: April 28, 2011 Subject: Aviemore Terrace Pumping Station: Possible Valve Replacement Summary A defective by -pass valve exists at Aviemore Terrace Pumping Station. Staff obtained an analysis of the valve along with a replacement cost from Schuler Engineering, which is attached hereto as Attachment A. • Staff Recommendation That the Board of Directors denies replacing the defective by -pass valve and directs staff to install a "genset" for emergency power. Analvsis Aviemore Terrace Pumping Station is a low flow pump station that is scheduled for abandonment in a few years. Staff noticed it had a defective by -pass. valve and requested Schuler. Engineering to inspect the valve and give a cost estimate for replacing said valve. Attachment A is a copy of Schuler's report. The cost to replace the defective valve ranges from $6,500 to $10,600. However, if this valve was replaced, staff believes it does not .have a hose long enough to reach the nearest manhole from the pump station. Because this is a low flow station (estimated six hour downtime before an SSO occurs due to power outage) and it's scheduled for abandonment, staff believes it will be more cost :effective to install a genset at the station. The genset will allow staff to hook up a mobile generator to the station in the event of a power outage. The cost for the genset should be less than $3,000 • T otecting our.community s heaftfi and the environment by providing soCid waste aildsewer coffection services. www. crosdca.gov Board of Directors i April 28, 2011 Page 2 of 2 Strategic Plan Element & Goal • This item complies to Strategic Plan Elements 1.0, Sewer Infrastructure, and Strategic Goal No. 1.7. Pump Station Maintenance & Standardization Program. Committee Review On April 19, 2011. the Sewer System Committee reviewed and discussed this item and recommends that the Board of Directors denies replacing the defective by -pass valve and directed staff to install a "genset" for emergency power. Legal Review Not applicable Financial Review The cost to replace the by -pass valve ranged from a low $6,500 to a high of $10,600. A genset was recently installed at the South Coast Plaza that cost less than $3,000. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for • the April 28, 2011 regular Board of Directors meeting at District Headquarters and on the District website. Alternative Actions 1. Approve replacing the defective by -pass valve Attachment A: Report from Schuler Engineering CJ WI Attachment A chuler engineering core. April 12, 2011 Costa Mesa Sanitary District 628 West 191' Street Costa Mesa, CA 92627 Attention: Scott, Rob, Steve Reference: Aviemore Terrace Pump Station Subject: Estimate to Repair Broken Valve Gentlemen, 564 W. Bateman Circle Corona, CA 92880 -2011 (951) 738 -9215 Fax: (951) 738 -0162 Contractor's License No, 389852 On.April 9, 2011 we looked at the above referenced.pump station in response to a complaint about a broken operating nut on the force main shut off valve. We found that the operating nut was detached with a portion of the valve shaft still lodged in the operating nut. The appearance of the broken shaft appeared to us to have been sheared off by force (there was no indication of deterioration of the metal); we therefore assume that the valve was frozen in the open position prior to an attempt to operate it. ® We also opened and inspected the valve vault and bypass manhole. The exterior of the valves in the valve vault appear to be in good condition and the check valves appeared to be of a more recent vintage than the plug valves. We assume these plugs, valves have been exercised and should be in good working order. The piping in the bypass manhole showed definite signs of long term corrosion. This pump. station is built into the slope of a hill utilizing a retaining wail to provide working area. The surface around the pump station and valve vault is completely covered with a concrete surface that extends from the retaining wall to the street. To effect a replacement of the defective valve: one, a majority of the concrete surface will be removed; two, the valve will have to be excavated by hand; three, the piping from the valve vault discharge to the defective valve will have to be removed in order to effect a replacement. Our opinion of the existing piping is guarded given the corrosion and age we saw; it may be necessary to replace the piping from the valve vault up to the new. valve. It is also our opinion that the outlet valve and piping to the bypass connection is also suspect. We thank that once you spend the money to demo. and excavate the site it only makes sense to repair everything that is.suspect at the time`it is exposed. The District has-and has had plans to eliminate some of the lift stations in this area; it may well be that this station will not need to function for a long period of time, This station could be bypassed (but only if the. 'bypass valve functions) using the valve vault valves as the line shutoff, You might be able to limp through this immediate. problem by doing nothing at all: The risk is not so obvious — if something breaks or malfunctions it will truly, bean emergency. with emergency costs. We spoke briefly with Rob Hammers about the conditions we saw and to make certain of the pipe diameters we were dealing with. The information about the life expectancy of the station (3 years or longer) and the extent of necessary repairs was in part from this conversation. We suggest that you pay a field visit to this site to verify what we have observed and to determine what you want to replace. The range of costs is in the order of $6,500 to $10600 dependent on what you decide. ReeeA lly, Bru chule r President 0 • • • Aviemore Terrace TO.xlsx Item # Description Quan Unit Cost Extension . 4"FxFxV0 "Spool 1 115 115 4" 90 Deg Ell FI 'd 1 115 115 41.' F x F x 3' 0" Spool 1 160 160 4" Plug Valve 1- 650 650 Millken, Dezurik 4 "FxFxFTee 1 165 165 4" Plug Valve 1 650 650 4 "FxFx4'6 "Spool 1 175 175 4" F x 6" F Reduc Ell 1 135 135 4" 316 SS BNG Sets 8 30 240 611316 SS BNG Set. - 1 36 36 Biumastic to Coat FI s - Gal 1 45 45 Vis ueen to wrap Figs 100 0.5 50 Valv Can Mat'l 3 5 15 0 0 0 0 0 Page Total 2551 Tax 8.75% 223.2125 Page Total w/ Tax 1 2774.2125 Page 1. Aviemore Bid.)dsx Description I Quan Crew IShft Outside iSEC STS Labor Lab. U.P. Field Subs IParms Total Mlhrs Move On / Set Fence 100.0 3 0.15 0 8 4 126 1.261 137 137 24(1 Sawcut Conc 15.0 3 0.15 0 8 41 126 8.39 137 137 2.40 Remove Conc 40.0 3 0.25 0 13 6 210 5.24 228 45 273 4.00 Remove MH 100.0 3 0.15 0 8 4 126 126 137 137 2.40 Hand Exc for valve & Pipe 3.0 3 1 0 50 24 839 279.87 913 913 16.00 Measure 1.0 3 0.051 0 3 1 42 41.96 46 46 0.80 Drain Force Main 100.0 3 0.1 0 5 2 84 0.84 91 91 1.60 Remove E)dg 8.0 3 0.5 0 251 12 420 52.441 457 457 8.00 Piping 8.0 3 0.75 0 381 18 629 78.66 685 685 12.00 .Replace Coat Fl s 9.0 3 0.15 0 81 4 12e 13.98 137 137 2.40 Reset Valve Cans 2.0 3 0.16 0 81 4 126 62.93 137 137 2.40 Reset Manhole 1.0 3 0.15 0 81 4 126 125.65 137 137 2.40 Backfili 3.0 3 0.85 0 33 16 545 181.78 593 593 10.40 Re laps Conc Pvmt 40.0 6 0.5 0 73 24 647 16.18 743 195 938 12.00 Remove Fence & Move Off 1.0 1 0.15 0 0 0 0i 0.00 0 0 0.00 1.0 1 0 0 0 0 0.00 0 0 0.00 1.0 1 0 0 0 0 0.00 0 0 0.00 Penns 1.0 1 0 0 0 0 0.00 0 2774 2774 0.00 1.0 1 0 0 0 0 0.00 0 0 0.00 E ui ment 1.0 1 0 0 0 0 0.00 0 0 0.00 Air Com nassnr 890 # 1.0 27 5 0 40 0 O 0.00 40 40 0.00 1.0 1 0 0 0 0 0.00 0 0 0.00 1.0 1 0 0 0 0 0.00 0 0 0.00 1.0 1 0 0 0 0 0.00 0 0 0.00 1.0 1 0 0 0 0 0.00 0 0 0.00 1.0 1 0 0 0 0 0.00 0 0 0.00 Subtotal Sheet 0 315 121 4045 4481 0 3014 7495 77 Overhead 3% 0 9.45 3.621 121.35 134 0 90.43 225 Subtotal 0 324 124 4166 4615 0 31051 T720 Burden 15.50% 0 50.29 19.27 645.78 715 0 481.21 1197 Subtotal 0 375 144 4812 5330 0 3586 8916 Markup 1750 Total Bid 10666 Labor 4812 0.5 2406 Field 53301 1 0.35 1865.6 Total 1 89161 1 0.21 1783.3 i Page 1 • .. 10 r' 1p )f • • C1 Aviemore Terrace MJ TO.xlsx Item # Description Quan Unit Cost Extension 4" 90 Deg Ell Ff 'd 1 115 .115 4"FxFx6'0 "Spool 1 209 209 4" Plug Valve 1 650 650 Miliken, Dezudk 4 "FxFxFTee 1 165 165 4" Plug Valve 1 650 650 4" F x pe x 5' Spool 1 156 156 4" F x MJ Adapter Restrained 31 85 255 4" MJ Kit 31 0 4" F x 6" F Reduc Ell 1 136 135 4"316 SS BNG Sets 8 30 240 6" 316 SS BNG Set 1 36 36 Biumastic to Coat FO - Gel 1 45 45 Vs ueen to wrap Figs' 100 0.5 50 Valv Can Marl 31 5 15 0 0 0 0 0 Page Total 2721 Tax . 238.08751 i Page Totai w/ Tax 1 2959.08751 1 Page 1 Board of Directors Robert Ooten James Ferryman Mike Scheafer James Fitzpatrick Arthur Perry Staff Scott C. Carroll General Manager Joan Revak Office Manager Clerk of the District Robin B. Hamers 0 49 zct Engineer ) 631 -1731 Alan R. Burns Legal Counsel Marcus D. Davis Treasurer Phone (949) 645 -8400 Fax (949) 650 -2253 Address 628 W. 19th Street Costa Mesa, CA 9262 7 -2 71 6 • t. 4tPrinted on Recycled Paper Meeting Date Item Number 04/28/11 X. H. Costa Mess Sam.-itar� is -riot ... an Inbepenbent Special District April 20, 2011 Ms. Jeanine Townsend Clerk of the Board State Water Resources Control Board 10011 Street, 241h Floor Sacramento, CA 95814 Fax 916 - 341 -5620 Re: Comments Regarding Proposed SSS WDR Honorable Board Members: The Costa Mesa Sanitary District (District) is located in the Costa Mesa /Newport Beach area of Southern California, has a population of 116,700 residents, and owns and operates a collection system with over 220 miles of sewer mains and 20 sewer pumping station. The District has been in conformance with the regional WDR adopted, in 2002 and the statewide WDR adopted in 2006 by judiciously following the requirements and provisions of the WDR and the District's SSMP. The District is committed to, and supports, comprehensive sewer system management including working with over 20 neighboring cities and sewer agencies in a regional effort to better the performance.of mid and northern Orange County agencies. The District hereby submits the following comments on the proposed SSS WDR that would replace the existing statewide SSO WDR (Order No. 2006 - 0003 -DWQ): 1. The proposed order was published on March 24, 2011 and written comments must be submitted by April 29, 2011. This period should be lengthened to allow sufficient time to analyze the impact on sewer agencies. The District's fiscal year budget for 2011 -2012 has already been prepared while analysis on the proposed SSS WDR is just beginning. Protecting our community's heaftl and the environment b� provifing solid waste and sewer coffection services. www.emsbea.gov 2. The proposed provisions of the SSS WDR have never been previously discussed at any of the state sponsored committees dedicated to improving the WDR and the MRP. There should be a guidance committee formed similar to 2005 -2006 to provide dialogue and open discussion to truly understand the impact of the proposed provisions. 3. The requirements for reporting private lateral discharges should continue to be voluntary. 4. Although not included in the proposed WDR, the concept of having an agency change from coverage under the state order to an NPDES permit due to a spill reaching surface waters would take away the uniformity of agencies complying with the order. This two- tiered approach will discourage agencies from working in groups to share knowledge and programs. In summation, the Costa Mesa Sanitary District urges the state to expand the comment period to allow in -depth analysis and comments on the proposed SSS WDR to insure the final document is clear and reasonable. Sincerely, Scott C. Carroll General Manager cc: Board of Directors Staff • • Meeting Date Item Number 04128/11 XII. A. COST,X 9YESA S�7ARZ�Y9�zs7�L7 Memorandum To: Board of Directors ... an Independent Speciaf District Via: Scott Carroll, General Manage From: Robin B. Harriers, District Engineer Date: April 28, 2011 Subject: #189 Rehabilitation of Six Sewers Transferred to CMSD Bid Opening and Recommendation for Award of Construction Contract Summary The District prepared plans and specifications for the rehabilitation of the six sewers transferred from the Orange County Sanitation District (OCSD) to the Costa Mesa • Sanitary District (CMSD) in order to bring the sewers up to . current operating standards. The results of the bid opening are shown below with a recommendation for award. Staff Recommendation That the Board of Directors: 1. Award a contract to the lowest responsive bidder, TTS Engineering of Huntington Beach, in the amount of $267,930 2. Approve a 10% contingency budget of $26,793; and 3. Approve RBH & Associates proposal for contract administration and inspection services in the amount of $27,064. 4. Approve a budget adjustment in the amount of $321,800 from Reserve for Improvement to Transferred Sewer to Project 189 to fund the project. Analysis ® (Protecting our community's health and the environment by providing sorid waste and sewer coffection services. www.cnisdca.gov Board of Directors April 28, 2011 Page2of4 The Costa Mesa Sanitary District and the Orange County Sanitation District entered into a transfer agreement that was recorded on 10/15/09 whereby six sewers were transferred from OCSD to CMSD. The reasons for the transfer were many, and include: 1. OCSD is a large regional sewer agency that owns wastewater treatment plants in Fountain Valley and Huntington Beach. OCSD also owns trunk sewers as large as 96" in diameter (8 -feet inside diameter.) 2. OCSD has a policy whereby small sewers that serve only one jurisdiction are more appropriately owned by the local sewer agency. OCSD usually only owns sewers that serve two or more agencies or are very large. The sewers to be transferred are small, ranging from 10 " -18 ", and only serve the Costa Mesa Sanitary District. The CMSD has confirmed it can properly own and maintain these sewers. 3. Similar transfers between OCSD and CMSD have occurred with the Arlington sewer rehabilitation and transfer, the Watson sewer transfer, and the California sewer transfer. 4. The CMSD has been assisting OCSD in monitoring these lines, requiring sewer capacity. studies when necessary and working with developers to understand how to connect to these lines. 5. Transfer of the sewers will eliminate an extra processing step that developers, owners, engineers and contractors currently have to follow as it will remove one agency from the approval process. 6. Transfer of the sewers will simplify the state mandated fats, oils, and grease (FOG) control program as restaurants and food service establishments connected directly to these lines will be under local control. As part of the transfer agreement, OCSD paid the CMSD $1.3 million to cover full rehabilitation of the sewers, however, at this time CMSD staff only recommends a portion of the work be completed with the remainder delayed into the future until fully necessary. The plans and specifications were prepared with this limited scope of work in mind. The main problem being addressed at this time is the replacement of 602' of sewer in South Coast Drive to remove multiple sags that are causing excessive time by the field crew to keep the sewer clean and operating properly. Bids were opened on 3/29/11 and the results are as follows: Engineer's Estimate $347,620 is • • • Board of Directors April 28, 2011 Page 3 of 4 TTS Engineering $267,930 Paulus Engineering $283,320 GCI $284,944 Atlas Underground $289,976 Garcia Juarez Construction $297,960 VCl Telecom $299,906 West Coast Public Works $322,400 Staff is recommending that the Board approve the original bid item 9 instead of alternate bid item 9A. TTS Engineering bid the' alternate backfill material at the same price as the original backfill material and the District prefers the better backfill material specified in original bid item 9. Staff checked the licensing requirements Engineering, and found everything in order, bid is being made. Strategic Plan Element R Goal and references for the low bidder, TTS therefore, a recommendation to award the This item complies with Strategic Plan Element 1.0, Sewer Infrastructure and Goal No. 1.4., System Wide Sewer Replacement and Repair Program. The strategy for this Strategic Element states: "We will do this be the careful management of the collection infrastructure using prudent planning and maintenance, with financial strategies to maintain sufficient capacity and respond to changing regulatory demands." Legal Review District counsel has reviewed and updated the 1998 version of the agreement and has signed the proposed agreements attached hereto. Financial Review The total cost for this project is $321,787, which includes construction, contingency and contract administration and inspection services. Of the $1.3 million received from .00SD for line rehabilitation $70,875 has been expended to date. Staff recommends the Board approve a budget adjustment in the amount of $321,800 from Reserve for Improvement to Transferred Sewer to Project 189 to fund the project. Account Account Number Increase Decrease Rehab of (6) Swrs Transfrd #189 20- 200889 -4300 $321,800 Rsvd for Impvmnt to Trsnf Swr 20- 000000 -2907 $321,800 Board of Directors April 28, 2011 Page 4 of 4 Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the April 28, 2011 regular, Board of Directors meeting at District Headquarters and on the District website. Alternative Actions 1. Do not award the project to TTS Engineering. 2. Refer the matter back to staff for additional information. Attachment A: Bid Tabulation Sheet B: Contract between TTS Engineering and CMSD: C: RBH & Associates Proposal Reviewed by: 4K--QO'-JJ • Sherry Kallab • Administrative Manager Engineer's Estimate 8, Bid Tabulation Client/0—er: COSTA MESA SANITARY DISTRICT Project: REHABILITATION OF SIX SEWERS TRANSFERRED TO CMSD PROJECT NO. 189 Bid Date 3,2912011 Attachment A • #1 #2 #3 #4 #5 #6 File: C:\Us-\spmlDAppDam\Lws]%MiQ oft\Windms\T=pomry Internet Film\Cmtmt.outikk734RYABC\CMSDI 89 Bid Ttib COSTA MESA SANITARY DISTRICT Werksheet: CMSD Budget Print: 412412011 7- e-:1 L Ufiit,C6st o �T -Cost," ,�n _,!Xfiit,C0§t, �,f�kTot@ C6str ',,T6Q- uriioz�n 'p; "T Cakr bisit -Cst T oi, Tota, x 'Tt5tal,C6st: Schedule A 1 Bonds, Insurance, and Permits I LS 5,000.00 S 5,000.00 $ 14,335.00 $ $ 14,335.00 $ 7,500.00 $ 7,500.00 $ 8,000.00 $ 8,000.00 $ 47,662.00 $ 47,662.00 $ 10,000.00 $ 10,000.00 $ 2,050.00 $ 2,050.00 2 Mobilization, Demobilization, & Cleanup I LS $ 8,000.00 $ 8,000.00 $ 12,200.00 $ 12,200.00 $ 9,600.00 S 9,600.00 $ 11,000.00 $ 11,000.00 $ 22,855.00 $ 22,855.00 $ 3,000.00 $ 3,000.00 $ 9,000.00 $ 9,000.00 3 Traffic Control I LS $ 12,000.00 $ 12,000.00 $ 7,200.00 $ 7,200.00 $ 9,000.00 $ 9,000.00 $ 19,000.00 $ 19,000.00 $ 5,134.00 $ 5,134.00 $ 5,000.00 $ 5,000.00 $ 16,000.00 $ 16,000.00 4 lGeotechnical Evaluation During construction I LS $ 2,000.00 $ 2,000.00 $ 6,700.00 $ 6,700.00 $ 6,500.00 $ -6,-50000 $ 6,500.00 $ 6,500.00 $ 5,806.00 $ 5,806.00 $ 3,000.00 $ 3,000.00 $ 4,900.00 $ 4,900.00 5 Sewage Flow Diversion Plan I LS $ 17,000.00 $ 17,000.00 $ 21,000,00 $ 21,000.00 $ 17,000.00 $ 17,000.00 $ 20,000.00 $ 20,000.00 $ 11,612.00 $ 11,612.00 $ 5,000.00 $ 5,000.00 r$ 28,300.00 $ 28,300.00 6 Replace Pavement Striping I LS $ 3,000.00 $ 3,000.00 $ 2,440.00 $ 2,440.00 $ 2,000.00 $ 2,000.00 $ 3,000.00 $ 3,000.00 $ 4,645.00 $ 4,645.00 $ 3,000.00 $ 3,000.001 $ 3,000.00 $ 3,000.00 7 Recoat existing manholes 5 EA $ 10,000.00 $ 50,000.00 $ 8,906.00 $ 44,530.00 $ 5,900.00 $ 29,500.00 $ 6,800.00 $ 34,000.00 $ 6,503.00 $ 32,515.00 $ 6,000.00 $ 30,000.001 $ 6,300.00 $ 31,500.06 8 Grind "OCSD" off sewer manhole covers 52 EA $ 1,000.00 $ 52,000.00 $ 171.73 $ 8,930.00 $ 110-00 -i 5,720.00 $ 265.00 $ 13,780.00 $ 117.00 $ 6,084.00 $ 100.00 $ 5,200.001 $ 168.00 $ 8,736.00 9 Remove Existing 10-inch VCP sewer and Install New 10-inch PVC SDR 26 Sewer Main 602 LF $ 310.00 $ 186,620.00 $ 176.00 $ 106,195.00 $ 250.00 $ 150,500.00 $ 232.00 $ 139,664.00 $ 188.00 $ 113,176.00 $ 380.00 $ 228,760.00 $ 210.00 $ 126,420.00 10 Pavement Replacement I LS $ 12,000.00 $ 12,000.00 $ 44,400.00 $ 44,400.00 $ 46,000.00 $ 46,000.00 $ 30,000.00 $ 30,000.00 $ 40,487.00 $ 40,487.00 $ 5,000.00 $ 5,000.00 $ 70,000.00 $ 70,000.00 TOTAL AR-0-UR—T $347,620.00 $267,930.00 $283,320.00 $284,944.00 $289,976.00 $297,960.06 $299,906.00 9A Identical to Bid Item 9 except using imported dirt meeting SE30 176 $ 106,195.00 253 $ 152,306.00 232 $ 139,664.00 190 $ 114,380.00 3801 $ 228,760.00 216 $ 129,743.04 TOTAL AMOUNT $267,930.00 _ $285,126.00 $284,944.00 $291,180.00 _ 1 $297,960.001 $303,229.04 File: C:\Us-\spmlDAppDam\Lws]%MiQ oft\Windms\T=pomry Internet Film\Cmtmt.outikk734RYABC\CMSDI 89 Bid Ttib COSTA MESA SANITARY DISTRICT Werksheet: CMSD Budget Print: 412412011 Attachment B ® CONTRACT CON - PROJECT -189 THIS AGREEMENT is made and entered into this day of , . , by and between the COSTA MESA SANITARY DISTRICT, hereinafter referred to as "DISTRICT" and, TTS Engineering, Inc, a California corporation, hereinafter referred to as "CONTRACTOR." WITNESSETH That for and in consideration of the promises and agreements hereinafter made and exchanged, DISTRICT and CONTRACTOR mutually agree as follows: 1. Scope of the Work. That CONTRACTOR shall perform all the work and shall provide and furnish all the labor, materials, necessary tools, expendable equipment, and all utility and transportation services required to construct: Rehabilitation of Six Sewers Transferred to CMSD. 2. Labor and Materials. All of said work to be performed and materials to be furnished shall be in strict accordance with the plans and specifications entitled Specifications for Rehabilitation of Six Sewers Transferred to CMSD, and CONTRACTOR agrees to do everything required by this Contract and the Contract Documents including the plans and specifications and any general conditions. All labor, materials, tools, equipment and services shall be furnished on work performed, and under the direction, administration and subject to the approval of DISTRICT or its authorized ® representatives. CONTRACTOR warrants that it will not purchase mined construction material for this PROJECT except from a mining operation that is currently identified in the list published pursuant to subdivision (b).of Section 2717 of the Public Resources Code. Refer to the current 3098 list for qualified mining operations at www.consrv.ca.gov/OMR/ab-3098—list/c-urrent—list. 3. Time of Completion. CONTRACTOR agrees to commence the work to be performed under this Contract within fifteen (15) days of receipt of the "Notice to Proceed" and to diligently prosecute the work to completion before the expiration of SIXTY (60) WORKING DAYS from the date of commencement. "Working days" means all calendar days except Saturdays, Sundays, and legal holidays. 4. Time of the Essence. Time is of the essence of this Contract. 5. Liquidated Damages /Delay aes /Delay Damages. It is agreed by the parties hereto that in case the total work called for hereunder in all parts and requirements is not finished or completed within the number of working days as set forth herein, damage will be sustained by the DISTRICT, and that it is and will be impractical and extremely difficult to ascertain and determine the actual damage which the. DISTRICT will sustain in the event of and by reason of such delay; and it is therefore agreed the CONTRACTOR will pay to the DISTRICT the sum of TWO HUNDRED FIFTY and 00/100 Dollars ($250.00) per calendar day for each and every day of delay in finishing the work in excess of the number of days prescribed in paragraph 3 and the CONTRACTOR agrees to pay said liquidated damages herein provided for, and further agrees that the DISTRICT may deduct the amount thereof from any monies due or that may become due the CONTRACTOR hereunder. Contract No. CON - PROJECT -189 Page 2 • The CONTRACTOR will be granted an extension of time and will not be assessed with liquidated damages for any portion of the delay in completion of the work beyond the time named herein for the completion of the work due to unforeseeable causes beyond the control and without the fault or negligence of the CONTRACTOR, including but not restricted to acts of God or of the public enemy, fire, floods, epidemics, quarantine restrictions, strike, and unsuitable weather, or delays of subcontractors due to such causes, provided CONTRACTOR submits timely notification and a written Request for Change Order as required herein. The CONTRACTOR shall within ten (10) days from the beginning of any such delay (unless the DISTRICT shall grant a further period of time prior to the date of final settlement of the Contract) notify the District Engineer in writing of the cause of the delay, and the District Engineer shall extend the time for completing the work if in the District. Engineer's judgment the cause so merits. The District Engineer's determination on this matter shall be final and conclusive on the parties hereto. CONTRACTOR shall also be required to submit a written Request for Change Order to District Engineer within fifteen (15) days of the date of such delay. No adjustment shall be allowed for such delay unless strict compliance with this contractual provision is effected. CONTRACTOR's remedy shall be limited to the extra days granted and to any damages that he may be entitled to using the formula agreed to by the parties for all damages as provided in Paragraph 28. 6. The Contract Sum. DISTRICT agrees to pay and CONTRACTOR agrees to accept in full payment for the work above agreed to be done the sum of: Two hundred sixty seven thousand nine hundred thirty Dollars ($267,930). 7. Progress Payments. Prior to the fifteenth day of the month next following the • commencement of the work, there shall be paid to CONTRACTOR a sum equal to 90 percent of the value of the work completed since the commencement of the work as determined by the District Engineer and thereafter prior to the fifteenth day of each successive month as the work progresses. CONTRACTOR shall be paid such sum as will bring the payments up each month to 90 percent of the value of the work completed since the commencement of the work as determined by the District Engineer, less all previous payments, provided that CONTRACTOR submits his request for payment prior to the last Wednesday of each preceding month. DISTRICT shall make the final payment, if unencumbered, or any part thereof unencumbered, 35 days after the acceptance of the work and the filing of a Notice of Completion. Payments shall be made on demands drawn in the manner required by law, accompanied by a certificate signed by the District Engineer, stating that the work for which payment is demanded has been performed in accordance with the terms of the Contract, and that the amount stated in the certificate is due under the terms of the Contract. Partial payments on the Contract price shall not be considered as.an acceptance of any part of the work. 8. Prompt Payments. DISTRICT agrees to promptly make progress payments on undisputed and properly submitted payment requests within thirty (30) days and to comply with the provisions of Public Contract Code Section 20104.50. 9. Retention Securities. Pursuant to California Contract Code . Section 22300, CONTRACTOR will be entitled to post approved securities with the DISTRICT or an approved financial institution in order to have the DISTRICT release funds retained by the DISTRICT to insure performance of the Contract. 10. Specifications. The Standard Specifications for Public Works Construction, also • Contract No. CON - PROJECT -189 • Page 3 known as the Greenbook, latest edition, shall be controlling unless a different specification is called out in the Contact Documents, including the Costa Mesa Sanitary District's Standard Plans and .Specifications for the Construction of Sanitary Sewers and the Specifications for Rehabilitation of Six Sewers Transferred to CMSD. 11. Change Orders. Change order requests shall be submitted to the District Engineer in writing who shall have discretion to determine the merit of the change order request. The District Engineer may approve or disapprove change orders in his discretion except that any change order resulting in an increase of the Contract price shall be co- signed by the District Manager and /or approved by the Board of, Directors. No amendments, modifications, or waivers of Contract terms or the Contract Documents, including additional compensation for extra work, will be allowed absent a written Change Order signed by both parties. 12. Prevailing Wage Rates. DISTRICT has ascertained the general prevailing rate of per diem wages and the general prevailing rate for legal holidays and overtime work in the locality in which the work is to be performed for each craft or type of work needed to execute this Contract, and the same has.been placed on file with the District Clerk at the District's principal office. Said per diem wages can be obtained on the Internet at http: / /www. dir. ca .gov /dIsr /DPreWageDetermination htm. Said per diem wages are deemed to include employer payments for health and welfare, pension, vacation, and travel time and subsistence pay, all in accordance with sections 1773.1 and 1773.8 of the Labor Code of the State of California. 13. Discrimination, Minorities, Aliens. The CONTRACTOR shall not unlawfully • discriminate nor allow its employees, agents, principals, or subcontractors to unlawfully discriminate against any employee or applicant for employment on the basis of race, religious creed, national origin or sex. 14. Compliance with Davis -Bacon Act. This provision does not apply to this Contract. 15. Payroll Records. The provisions of section 1776 of the Labor Code of the State of California regarding the preparation, maintenance and filing of payroll records. are applicable to this Contract. Specifically, each CONTRACTOR and subcontractor shall keep an accurate payroll record, showing the name, address, social security number, work classification, straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice or worker employed by him in connection with the public work. THE CONTRACTOR'S AND SUBCONTRACTOR'S PAYROLL RECORDS SHALL BE SUBMITTED TO THE DISTRICT ENGINEER FOR REVIEW ON A WEEKLY BASIS. THE CONTRACTOR SHALL BE RESPONSIBLE FOR SUBMITTAL OF SUB - CONTRACTOR'S PAYROLL RECORDS. 16. Penal . CONTRACTOR shall, as a penalty to the DISTRICT, forfeit,up to $50.00 for each calendar day or portion thereof for each workman paid (either by him or any subcontractor under him) less than the prevailing rate set forth herein on the work provided for in this Contract, all in accordance with section 1775 of the Labor Code of the State of California. 17. Apprentices. If applicable, the provisions of Labor Code Section 1777.5 requiring the.use of apprentices in certain ratios to journeymen are hereby imposed upon CONTRACTOR. • 18. Legal Davis Work. In the performance of this Contract, not more than. eight (8) Contract No. CON - PROJECT -189 Page 4 hours shall constitute a day's work, and the CONTRACTOR shall not require more than eight (8) hours of labor in a day from any person unless the CONTRACTOR complies will all applicable Labor laws. CONTRACTOR shall conform to Article 3, Chapter 1, Part 7 (section 181 0, et seq.) of the Labor Code of the State of California, and it is agreed that the CONTRACTOR shall forfeit to the DISTRICT as a penalty the sum of $25.00 for each workman employed in the execution of this Contract by the CONTRACTOR or any subcontractor for each calendar day during which any workman is required or permitted to labor more than eight (8) hours in any one calendar day and forty (40) hours in any one week in violation of said article. 19. Subcontracting. CONTRACTOR acknowledges that he is aware of the provisions of the "Subletting and Subcontracting Fair Practices Act" (Public Contract Code Section 4100 et seq.) and that he agrees to comply with all applicable provisions thereof. If any part of the work to be done under this Contract is subcontracted, the subcontract shall be in writing and shall provide that all work to be performed thereunder shall be performed in accordance with this Contract. Upon request, certified copies of any or all subcontracts shall be furnished to the District Engineer or DISTRICT. The subcontracting of any or all of the work to be done will in no way relieve the CONTRACTOR of any part of his responsibility under the Contract. Breach of any of the above provisions will be considered a violation of the Contract, and the DISTRICT may: cancel the Contract, assess the CONTRACTOR a penalty of not more than 10 percent of the subcontract involved, or cancel the Contract and assess the penalty. • All persons engaged in the work, including subcontractors, will be considered employees of the CONTRACTOR. He will be held responsible for their work. The DISTRICT will deal directly with • and make all payments to the CONTRACTOR. 20. Workers' Compensation. CONTRACTOR shall cary Workers' Compensation Insurance and require all subcontractors to carry Workers' Compensation Insurance as required by the Labor Code of the State of California. CONTRACTOR, by executing this Contract, hereby certifies: "I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for Workers' Compensation or to undertake self- insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this Contract." 21. Drug -Free Work. CONTRACTOR agrees to provide a drug -free workplace in accordance with 24 CFR part 24, sub -part F. Under 24 CFR part 24 sub -part F., the CONTRACTOR will provide certification in writing that it will provide a drug -free workplace by: (a). Publicizing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the workplace and specifying the action it will take against employees for violation of such prohibition; (b). Establish an ongoing drug -free awareness program to inform employees about - 1. Degrees of drug abuse in the workplace; 2. The policy of maintaining a drug -free workplace; 3. Any available drug counseling, rehabilitation and employee assistance programs; 4. The penalties which may be imposed on employees for drug abuse violations occurring in the workplace. Contract No. CON - PROJECT -189 ® Page 5 (c). Making it a requirement that every employee to be engaged in the performance of the Contract be given a copy of the statement required by paragraph (a); (d). Notifying employees in the statement required by paragraph (a) that as a condition of employment under the Contract the employee will - 1. Abide by the term of the statement; and 2. Notify the employer in writing of any conviction for a violation of a criminal drug statute occurring in the workplace no later than five (5) calendar days after such conviction. (e). Notify the DISTRICT in writing, within ten (10) calendar days after receiving notice under subparagraph (d) (2) from an employee or otherwise receiving actual notice of such conviction. Employer of said convicted employee must provide notice, including conviction title, to the DISTRICT; (f). Taking one of the following actions, within thirty (30) calendar days of receiving notice under subparagraph (d) (2), with respect to any employee who is so convicted - 1..Taking appropriate action against such an employee, up to and including termination, consistent with the requirements of the Rehabilitation Act of 1973, as amended; or 2. Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State or local health, law enforcement; or other appropriate agency. (g). Making a good faith effort to continue to maintain a drug -free workplace through implementation of paragraphs (a), (b), (c), (d), (e) and (f). 22. Bonds. CONTRACTOR shall, prior to the execution of the Contract, furnish bonds approved by DISTRICT, one in the amount of one hundred percent (100 %) of the Contract price, to guarantee the faithful performance of the work, and the other in the amount of one hundred percent (100 %) of the Contract price .to.guarantee payment of all claims for labor and materials furnished. This Contract ,shall not become effective until such bonds are supplied to and approved by DISTRICT. All bonds shall be issued by an admitted surety insurer and the DISTRICT reserves the right to object to any such surety, 'in accordance with Code of Civil Procedure Section 995.660. 23. CONTRACTOR'S Affidavit. After the completion of the work contemplated by this Contract; CONTRACTOR shall file with the District Engineer his affidavit stating that all workmen and persons employed, all firms supplying materials, and all subcontractors upon the project have been paid in full, and that there are no claims outstanding against the project for either labor or material, except certain items, if any, to be set forth in an affidavit covering disputed claims, or items in connection with a Notice to Withhold, which have been filed under the provisions of the statutes of the State of California. 24. CONTRACTOR'S Waiver. CONTRACTOR agrees to execute a Final Close Out Agreement and Release of All Claims. The execution by CONTRACTOR of the Final Close Out Agreement and Release of All Claims shall constitute a waiver of all claims against DISTRICT under or arising out of this Contract unless otherwise stated in said document. 25. Notice to Proceed. No work, services, material or equipment shall be performed or furnished under this Contract unless and until a "Notice to Proceed has been given to the ® CONTRACTOR by the District Engineer and all bonds and certificates of insurance required Contract No. CON- PROJECT -189 Page 6 • pursuant hereto have been furnished to and approved by DISTRICT. 26. Termination. A. If CONTRACTOR should fail to comply with any of the provisions hereof, or in the event CONTRACTOR should become the subject of a proceeding under state or federal law for relief of debtors, or if CONTRACTOR makes an assignment for the benefit of creditors, DISTRICT shall have the right to hold CONTRACTOR in default and cancel this Contract in whole or in part. B. Should CONTRACTOR, at any time during the progress of the work, refuse or neglect to supply sufficient material or labor, or fail to comply with any provision of this Contract, DISTRICT shall.have the right, without prejudice to any other right or remedy it may have, to provide such materials and labor, or make good such deficiencies as DISTRICT may deem expedient after three (3) days notice in writing, delivered or mailed to CONTRACTOR at his last address on file with DISTRICT, and CONTRACTOR shall be liable for the cost and expense thereof which may be deducted by DISTRICT from any money that may be due CONTRACTOR. C. Without limiting any rights which DISTRICT may have by reason of any default by CONTRACTOR hereunder, DISTRICT reserves the right to terminate this Contract in whole or in part at its convenience. In such event DISTRICT shall compensate CONTRACTOR, subject to deduction for previous payments (i) by reimbursing CONTRACTOR for all actual expenditures and costs incurred in performing under this Contract (ii) by reimbursing CONTRACTOR for all expenditures made and costs incurred with DISTRICT'S prior written approval in settling or discharging outstanding commitments entered into by CONTRACTOR in performing under this • Contract and (iii) by paying CONTRACTOR as a profit, insofar as a profit is realized hereunder, an amount equal to the profit on the entire Contract estimated at the time of termination, multiplied by the percentage of completion of the work. In no event, however, will the compensation to CONTRACTOR exceed the total Contract price less payments previously made and less the Contract price of work not terminated. Upon receipt of any notice of termination, CONTRACTOR shall, unless the notice otherwise directs, (i) immediately discontinue the work and the placing of all orders and subcontracts in connection with this Contract, (ii) immediately cancel all existing orders and subcontracts made hereunder and (iii) immediately transfer to DISTRICT all materials, supplies, work -in- process, appliances, facilities, equipment, machinery and tools acquired by CONTRACTOR in connection with the performance of this Contract. 27. CONTRACTOR'S Independent Investigation. No plea of ignorance of conditions that exist or that may hereafter exist, or of conditions or difficulties that may be encountered in the execution of the work under this Contract, as a result of failure to make the necessary independent examinations and investigations, and no plea of reliance on initial investigations or reports prepared by District Engineer and /or DISTRICT for purposes of letting this Contract out to bid, will be accepted as an excuse for any failure or omission on the part of the CONTRACTOR to fulfill in every detail all requirements of the Contract Documents. Nor will such reasons be accepted as a basis for any claims whatsoever for extra compensation or for an extension of time. • • 28. Damages /Extra Work Compensation. The parties have agreed to modify the formula for damages set forth in the Standard Specifications for Public Works Construction. The parties agree that the damage formula shall be used to measure all of CONTRACTOR's damages or extra work required by this job. CONTRACTOR shall be limited to the following: Direct costs Mark -up Labor 20% Materials 15% Equipment Rental 15% Other Items 15% Subcontracted work 10% (first $5000) Subcontracted work 5% (work in excess of first $5000) Specialty Subcontracting (required by extra work) 5% (Provided at least three competitive bids are obtained and contractor selected the lowest bidder) Excluded from recovery shall be so- called "Eichleay damages" including, but not limited to, home office overhead, insurance and bonding costs, lost bonding capacity, lost profits, and lost interest. . CONTRACTOR acknowledges that his recovery for damages or extra work is limited as provided in this paragraph. CONTRACTOR's Initials 29. Other Documents Included. It is further agreed by the parties hereto that the following documents are incorporated into this Contract by reference and are to be read and construed together as the full, complete and integrated terms of this Contract: A. Notice Inviting Bids B. Supplementary . Bid Addenda or Bulletins, if applicable C. Proposal Packet D. Standard Specifications for Public Works Construction "Greenbook," latest edition E. Costa Mesa Sanitary District Standard Plans and Specifications for the Construction of Sanitary Sewers F. Construction Plans and Specifications for Rehabilitation of Six Sewers Transferred to CMSD G. Standard Drawings (Costa Mesa Sanitary District Drawings and City of Costa Mesa Drawings) H. Soils Report I. City of Costa Mesa Encroachment Permit J. Faithful Performance Bond K. Payment Bond L. Approved Change Orders, if applicable M. Contractor's Affidavit N. Final Closeout Agreement and Release of All Claims The documents listed in this Paragraph, including this Contract, shall be known and referred to collectively as the "Contract Documents." • 30. Interpretation. In the event of any conflict, inconsistency or incongruity between the provisions of this Contract and the provisions of any of the Contract Document(s) referenced in Paragraph 29 hereof, or amendments thereto, the provisions of this Contract shall control in all respects. 31. Attorney's Fees. If any action at law or in equity is necessary to enforce or interpret the terms of this agreement, the prevailing party shall be entitled to reasonable attorney's fees, costs and necessary disbursements in addition to any other relief to which he may be entitled. If any action is brought against the CONTRACTOR or any subcontractor to enforce a Stop Notice or Notice to Withhold, which names the DISTRICT as a party to said action, DISTRICT shall be entitled to. reasonable attorney's fees, costs and necessary disbursements. 32. Additional Costs. CONTRACTOR shall be responsible to reimburse DISTRICT a sum equal to the expenses of administration and legal services required to be expended by DISTRICT in processing Notices to Withhold, Stop Notices, or similar legal documents arising out of a failure of the CONTRACTOR to pay for labor or materials. Said obligation shall be provided for in the payment bond required by the CONTRACTOR. The DISTRICT shall further have the right to offset any such costs and expenses incurred by DISTRICT against any sums owing to CONTRACTOR. 33. Insurance. CONTRACTOR agrees to provide insurance in accordance with the requirements set forth herein. If CONTRACTOR uses existing coverage to comply with these requirements and that coverage does not meet the requirements set forth herein, CONTRACTOR agrees to amend, supplement or endorse the existing coverage to do so. The following coverages will be provided by CONTRACTOR and maintained on behalf of the DISTRICT and in accordance with the requirements set forth herein. Commercial General Liability /Umbrella Insurance. Primary insurance shall be provided on ISO - CGL form No. CG 00 01 1.1 85 or 88 or equivalent, as determined by District Counsel. Total limits shall be no less than one (1) million dollars per occurrence for all coverages and three (3) million dollars general aggregate. DISTRICT and its employees and agents shall be added as additional insured using ISO additional insured endorsement form CG 2010 with an edition date prior to 1992 or equivalent, as determined by District Counsel. Coverage shall apply on a primary non - contributing basis in relation to any other insurance or self- insurance, primary or excess, available to DISTRICT or any employee or agent of DISTRICT. Coverage shall not be limited to the vicarious liability or supervisory role of any additional insured. Umbrella Liability Insurance (over primary) shall apply to bodily injury/property damage, personal injury/advertising injury, at a minimum, and shall include a "drop down" provision providing primary coverage above a maximum $25,000.00 self- insured retention for liability not covered by primary policies but covered by the umbrella policy. Coverage shall be on the following form to any underlying coverage. Coverage shall be provided on a "pay on behalf' basis, with defense costs payable in addition to policy limits. There shall be no cross liability exclusion. Policies shall have concurrent starting and ending dates. District Counsel shall have the authority to make determinations on the acceptability of forms of insurance coverage. A determination that the form of coverage is not acceptable shall cause the award to go to the next lowest responsible bidder. Business Auto /Umbrella Liability Insurance. Primary coverage shall be written on ISO Business Auto Coverage form CA 00 0106 92 including symbol 1 (Any Auto) or equivalent, as determined by • District Counsel. Limits shall be no less than one (1) million dollars per accident. Starting and ® ending dates shall be concurrent. If CONTRACTOR owns no autos, a non -owned auto endorsement to the General Liability policy described above is acceptable. Workers' Compensation /Employers' Liability shall be written on a policy form providing workers' compensation statutory benefits as required by law. ,Employers' liability limits shall be no less than one (1) million dollars per accident or disease. Employers' liability coverage shall be scheduled under any umbrella policy described above. Unless otherwise agreed, this policy shall be endorsed to waive any right of subrogation as respects the DISTRICT, its employees or agents. CONTRACTOR and DISTRICT further agree as follows:. 1. This Section supersedes all other sections and provisions of this Contract to the extent that any other. section or provision conflicts with or impairs the provisions of this Section. 2. Nothing contained in this Section is to be construed as affecting or altering the legal status of the parties to this Contract. The insurance requirements set forth in this Section are intended to be separate and distinct from any other provision in this Contract and shall be interpreted as such. 3. All insurance coverage and limits provided pursuant to this Contract shall apply to the full extent of the policies involved, available or applicable. Nothing contained in this Contract or any other agreement relating to the DISTRICT or its operations limits the application of such insurance coverage. 4. Requirements of specific coverage features or limits contained in this Section are not intended as. a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage • feature is for purposes of clarification only and is not intended by any party to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. 5. For purposes of insurance coverage only, this Contract will be deemed to have been executed immediately upon any.party hereto taking any steps that can be deemed to be in furtherance of or towards, performance of this Contract. 6. All general or auto liability insurance coverage provided pursuant to this Contract, or any other agreements pertaining to the performance of this Contract, shall not prohibit CONTRACTOR, and CONTRACTOR'S employees, or agents, from waiving the right of subrogation prior to a loss. CONTRACTOR hereby waives all rights of subrogation against DISTRICT. 7. Unless otherwise approved by DISTRICT, CONTRACTOR'S insurance shall be written by insurers authorized to do business in the State of California and with a minimum "Best's" Insurance Guide rating of "AMI ". Self- insurance will not be considered to complywith these insurance specifications. 8. In the event any policy of insurance required under this Contract does not comply with these requirements or is canceled and not replaced, DISTRICT has the right but not the duty to obtain the insurance it deems necessary and CONTRACTOR will promptly reimburse any premium paid by DISTRICT. 0 9. CONTRACTOR agrees to provide notarized evidence of the insurance required herein, satisfactory to DISTRICT, consisting of certificate(s) of. insurance evidencing all of the coverages required and an additional insured endorsement to CONTRACTOR'S general • liability and umbrella liability policies (if any) using ISO form CG 20 10 with an edition prior to 1992 or equivalent, as determined by the District Counsel. Certificate(s) are to reflect that the insurer will provide 30 days notice of any cancellation of coverage. CONTRACTOR agrees to require its insurer to modify such certificates of any cancellation of coverage. CONTRACTOR agrees to require its insurer to modify such certificates to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, and to delete the word "endeavor" with regard to any notice provisions. CONTRACTOR agrees to provide complete copies of policies to DISTRICT upon request. 10. CONTRACTOR shall provide proof that policies of insurance required herein expiring during the term of this Contract have been renewed or replaced with other policies providing at least the same coverage. Such proof will be furnished within 72 hours of the expiration of the coverages. 11. Any actual or alleged failure on the part of DISTRICT or any other additional insured under these requirements to obtain proof of insurance required under this Contract in no way waives any right or remedy of DISTRICT or any additional insured, in this or any other regard. 12. CONTRACTOR agrees to require all subcontractors or other parties hired for this project to provide general liability insurance naming as additional insured all parties to this Contract. CONTRACTOR agrees to obtain certificates evidencing such coverage and make reasonable efforts to ensure that such coverage is provided as required here. CONTRACTOR agrees to require that no contract used by any subcontractor, or contracts • CONTRACTOR enters into on behalf of DISTRICT, will reserve the right to charge back to DISTRICT the cost of insurance required by this Contract. CONTRACTOR agrees that upon request, all agreements with subcontractors or others with whom CONTRACTOR contracts with on behalf of DISTRICT, will be submitted to DISTRICT for review. Failure of DISTRICT to request copies of such agreement will not impose any liability on DISTRICT, or its employees. 13. If CONTRACTOR is a Limited Liability Company, general liability coverage must be amended so that the Limited Liability Company and its managers, affiliates, employees, agents, and other persons necessary or incidental to its operation are insured. 14. CONTRACTOR agrees to provide immediate notice to DISTRICT of any claim or loss against CONTRACTOR that includes DISTRICT as a defendant. DISTRICT assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve DISTRICT. 34. Indemnification. CONTRACTOR and DISTRICT agree that DISTRICT should, to the fullest extent permitted by law, be fully protected from any loss, injury, damage, claim, lawsuit, cost, expense, attorneys fees, litigation costs, defense costs, court costs or any other cost arising out of or in any way related to the performance of this Contract. Accordingly, the provisions of this indemnity provision are intended by the parties to be interpreted and construed to provide the fullest protection possible under the law to the DISTRICT, except for liability attributable to the DISTRICT'S active negligence. CONTRACTOR acknowledges that DISTRICT would not enter into this Contract in the absence of this commitment from CONTRACTOR to indemnify and protect DISTRICT as set • forth here. To the fullest extent permitted by law and excepting only the active negligence of DISTRICT, established by a court of competent jurisdiction or written agreement between the parties, CONTRACTOR shall defend, indemnify and hold harmless DISTRICT, its employees, agents and officials, from any liability, claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, actual attorney fees incurred by DISTRICT, court costs, interest, defense costs including expert witness fees and any other costs or expenses of any kind whatsoever without restriction or limitation incurred in relation to, as a consequence of. or arising out of or in any way attributable actually, allegedly or impliediy, in whole or in part to the performance of this Contract. All obligations under this provision are to be paid by CONTRACTOR as incurred by DISTRICT. Without affecting the rights of DISTRICT under any provision of this Contract or this Section, CONTRACTOR shall not be required to indemnify and hold harmless DISTRICT as set forth above for liability attributable to the active negligence of DISTRICT, provided such active negligence is determined by agreement between the parties or the findings of a court of competent jurisdiction. This exception will apply only in instances where the DISTRICT is shown to have been actively. negligent and not in instances where CONTRACTOR is solely or partially at fault or in instances where DISTRICT'S active negligence accounts for only a percentage of the liability involved. In those instances, the obligation of CONTRACTOR will be for that portion or percentage of liability not attributable to the active negligence of DISTRICT as determined by written agreement between the parties or the findings of a court of competent jurisdiction. The obligations of CONTRACTOR under this or any. other provision of this Contract will not be limited by the provisions of any workers' compensation act or similar act. CONTRACTOR expressly waives its statutory immunity under such statutes or laws as to DISTRICT, its employees and officials. CONTRACTOR agrees to obtain executed indemnity agreements with provisions identical to those set forth in this section from each and every subcontractor, sub -tier contractor or any other person or entity involved by, for, with, or on behalf of CONTRACTOR in the performance of the subject matter of this Contract. In the event CONTRACTOR fails to obtain such indemnity obligations from others as required here, CONTRACTOR agrees to be fully responsible according to the terms of this section. Failure of DISTRICT to monitor compliance with these requirements imposes no additional obligations on DISTRICT and will in no way act as a waiver of any rights hereunder. This obligation to indemnify and defend DISTRICT as set forth herein is binding on the successors, assigns, or heirs of CONTRACTOR and shall survive the termination of this Contract or this section. 35. Permits. The CONTRACTOR shall obtain from DISTRICT, City, County, State, Federal or other responsible public agencies all licenses and permits, and pay all.fees related thereto, necessary to complete the job. 36. Assignment. No assignment by the CONTRACTOR of this Contract or any part hereof, or of funds to be received hereunder, will be recognized by the DISTRICT unless such assignment has had prior written approval and consent of the DISTRICT and the Surety: 37. Safety and Site Condition. CONTRACTOR shall perform all operations with due regard for safety and in strict compliance with all applicable laws relating thereto. It shall be CONTRACTOR'S responsibility to keep the site in a clean, neat and orderly condition. It shall also be CONTRACTOR'S duty to dust - palliate all working areas and access routes, if applicable. All operations shall be conducted by CONTRACTOR so that no fire hazards are created. 38. Utility Location. DISTRICT acknowledges its responsibilities with respect to locating facilities pursuant to California Government Code Section 4215. 39. Trenching. If this Contract involves digging trenches or other excavations that extend deeper than four feet below the surface, CONTRACTOR shall promptly, and before the following conditions are disturbed, notify the District Engineer in writing, of any: (a) Material that the CONTRACTOR believes may be material that is hazardous waste, as defined in Section 25117 of the Health and Safety Code, that is required to be removed to a Class I, Class II, or Class III disposal site in accordance with provisions of existing law. (b) Subsurface or latent physical conditions at the site differing from those indicated. (c) Unknown physical conditions at the site of any unusual nature, different materially from those ordinarily encountered and generally recognized as inherent in work of the character provided for in the Contract. (d) The District Engineer shall promptly investigate the conditions, and if he finds that the conditions do materially so differ, or do involve hazardous waste, and cause a decrease or increase in the CONTRACTOR'S cost of, or the time required for, performance of any part of the work, shall issue a change order in accordance with the procedures described in this Contract. • (e) In the event that a dispute arises between District Engineer and the CONTRACTOR whether the conditions materially differ, or involve hazardous waste, or cause a decrease or increase in the CONTRACTOR's cost of, or time required for, performance of any part of the work, the CONTRACTOR shall not be excused from any scheduled completion date provided for by the Contract, but shall proceed with all work to be performed under the Contract. The CONTRACTOR shall retain any and all rights provided either by contract or by law, which pertain to the resolution of disputes and protests between the contracting parties. 40. Notices. The parties hereto agree that all formal notices required by this Contract may be provided to the following persons at the following addresses by sending the same by certified or registered mail as follows: DISTRICT: District Engineer Costa Mesa Sanitary District 628 W. 19th Street Costa Mesa, California 92627 -2716 CONTRACTOR: TTS Engineering, Inc. 16835 Algonquin Street, #435 Huntington Beach, CA 92649 41. Effect of Invalidity. The invalidity in whole or in part of any provisions hereof shall not affect the validity of any other provision. 0 • 42. Gratuities. CONTRACTOR warrants that neither it nor any of its employees, agents or representatives has offered or given any gratuities to DISTRICT'S employees, agents or representatives with a view toward securing this Contract or securing favorable treatment with respect thereto. 43. Conflict of Interest. CONTRACTOR warrants that he has no blood or marriage relationship, and that he is not in any way associated with any architect, engineer or other preparer of the plans and specifications for this project. 44. Copeland "Anti- Kickback" Act. If applicable to this Contract, CONTRACTOR and its subcontractors shall comply with the provisions of the Copeland "Anti- Kickback" Act (18 USC Section 874), as supplemented in Department of Labor regulations, which Act provides. that each Contractor shall be prohibited from requiring, by any means, any person employed in the construction, completion or repair of any public work, to give up any part of the compensation to which he 'is otherwise entitled. 45. Final Closeout Agreement and Release of All Claims. Prior to filing the Notice of Completion the CONTRACTOR and DISTRICT shall execute and record a Final Closeout Agreement and Release of All Claims. 46. Guarantees. CONTRACTOR shall and hereby does guarantee all work fora period of one (1) year after the date of filing of the Notice of Completion and shall repair and replace any and all such work, together with any other work which may be displaced in so doing that may prove defective in workmanship and /or materials within the one (1) year period from date of the filing of the Notice of Completion, without expense whatsoever to the DISTRICT, ordinary wear and tear and usual abuse or neglect excepted. In the event of failure to comply with. the aforementioned conditions within.five (5) days after being notified in writing, the DISTRICT,is hereby authorized to proceed to have the defects repaired and made good at the expense of the CONTRACTOR, who shall pay the cost and charges therefor immediately on demand. 47. Job Progress. CONTRACTOR agrees to maintain a critical path analysis throughout the project. CONTRACTOR agrees to meet with the District Engineer on a weekly or other periodic basis, or as requested by the District Engineer to review job progress. CONTRACTOR agrees to provide District Engineer with critical path .analysis documentation whenever job progress is impacted so that the completion date may be affected or whenever delays or other impacts may give rise to CONTRACTOR'S claim for additional days or additional damages. Delay and other claims of damages based on CONTRACTOR'S planned early completion are prohibited. 48. Resolution of Claims. For all claims that are less than Three Hundred and Seventy Five Thousand Dollars ($375,000.00), the provisions of Public Contracts Code Section 20104 et seq. (Article 1.5 — Resolution of Construction Claims) shall be followed. 49. Notice to Contractor of Claims. DISTRICT shall provide notice to CONTRACTOR upon receipt of any third -party claim related to the Contract. IN WITNESS WHEREOF, the parties hereto have entered into this agreement the date and year ® first above written. ATTEST: Joan Revak Clerk of the District APPROVED AS TO FORM: Colin R. Burns Associate District Counsel APPROVED AS TO CONTENT: Robin B. Hamers District Engineer STATE OF CALIFORNIA) COUNTY OF ) COSTA MESA SANITARY DISTRICT 0 Robert Ooten President of the Board of Directors CONTRACTOR Name: Address: By: ss. (INDIVIDUAL) /(CORPORATION) On , 2011, before me, the undersigned, a Notary Public in and for said state, personally appeared who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is /are subscribed to the within instrument and acknowledged to me that he /she /they executed the same in his /her /their authorized capacity(ies), and that by his /her /their signature(s) on the instrument the person(s), or the entity on behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. (Notary Public) • • ® PAYMENT BOND PAGE 1 Bond No. COSTA MESA SANITARY DISTRICT PAYMENT BOND (LABOR AND MATERIAL BOND) KNOW ALL MEN BY THESE PRESENTS: THAT, WHEREAS, the COSTA MESA SANITARY DISTRICT, a municipal corporation and sanitary district; by minute order of the Board of Directors, adopted on , has awarded to .CONTRACTOR (NAME AND ADDRESS OF CONTRACTOR) hereinafter designated as the "Principal", Contract No. CON- PROJECT -189 for the work described as .follows:. Rehabilitation of Six Sewers Transferred to CMSD. Said Contract and all of its obligations, covenants, terms and conditions are fully incorporated herein by reference. WHEREAS, said Principal is'required by the provisions of said Contract and of the Civil Code to furnish a bond in connection with said Contract, as hereinafter set forth. • NOW, THEREFORE, WE, the undersigned CONTRACTOR, as Principal and (Name and Address of Surety) Duly authorized to transact business under the laws of the State of California, as Surety, are held and firmly bound unto the Costa Mesa Sanitary District, in the penal sum of: XXX and 00/100 Dollars ($XXX,XXX.00), said sum being not less than one hundred (100 %) percent of the estimated amount payable under the terms of the Contract for which payment well and truly be made, we bind ourselves, our heirs, executors and administrators, successors and assigns, jointly and severally, firmly by these presents. THE CONDITION OF THIS OBLIGATION. IS SUCH that, if said Principal or his subcontractors, or the heirs, executors, administrators, successors or assigns thereof, shall fail to pay any of the persons named in Section 3181 of the Civil Code of the State of California for any materials, provisions, provender or other supplies used in, upon, for or about the performance of the work contracted to be done, or for any work or labor performed by any such claimant or any amounts required to be deducted, withheld, and paid over to the Franchise Tax Board from the wages of employees of the CONTRACTOR and his subcontractors pursuant to Section 18806 of the Revenue and Taxation Code, with respect to such work and.labor, then said Surety will pay for the same, in an amount not exceeding the sum set forth hereinabove, and in addition, in case suit is brought upon the bond, will pay a reasonable attorney's fee to be fixed by the court. This bond shall inure to the benefit of any and all persons named in the aforesaid Civil, Code Section 3181 so as to give a right of action to them or their assigns in any suit brought upon the bond. PAYMENT BOND • PAGE 2 Bond No. Further, the said Surety, for value received, hereby stipulates and agrees that no change, extension of time, alteration or modification of the Contract Documents or of the work to be performed thereunder shall in any way affect its obligation on this bond; and it hereby waives notice of any and all such changes, extensions of time, and alterations or modifications of the Contract Documents and /or of the work to be performed thereunder. IN WITNESS WHEREOF, we have hereunto set our hands and seals this day of , 2011. Contractor Name Street Address City, State, Zip Code PRINCIPAL By: Company Representative In accordance with the Contract for Rehabilitation of Six Sewers Transferred to CMSD, all • bonds shall be issued by an admitted surety insurer and the DISTRICT reserves the right to object to any such surety, in accordance with Code of Civil Procedure Section 995.660. By signing below, Surety certifies that the bonds are issued by an admitted surety. Name Street Address City, State, Zip Code SURETY By: Company Representative APPROVED AS TO FORM: Colin R. Burns, Associate District Counsel Costa Mesa Sanitary District By /s/ • ® FAITHFUL PERFORMANCE BOND PAGE 1 Bond No. COSTA MESA SANITARY DISTRICT FAITHFUL PERFORMANCE BOND KNOW ALL MEN BY THESE PRESENTS: THAT, WHEREAS., the COSTA MESA SANITARY DISTRICT, a municipal corporation and sanitary district, by minute order of the Board of Directors, adopted on , has awarded to CONTRACTOR .(NAME AND ADDRESS OF CONTRACTOR) hereinafter designated as the "Principal ", Contract No. CON - PROJECT -189 for the work descri bed as follows: Rehabilitation of Six Sewers Transferred to CMSD. Said Contract and all of its obligations, covenants, terms and conditions are fully incorporated herein by reference. WHEREAS, the said Principal is required under the terms of said Contract to furnish a bond for the faithful performance of said Contract, including a one year guarantee of the work performed. NOW, THEREFORE, WE, the undersigned CONTRACTOR, as Principal and (NAME AND ADDRESS OF SURETY) Duly authorized to transact business under the laws of the State of California, as Surety, are held and firmly bound unto the Costa Mesa Sanitary District, in the penal sum of: XXX and 00/100 Dollars ($XXX,XXX.00), said sum being not less than one hundred (100 %).percent of the Contract price for the payment of which sum well and truly to be made, we bind ourselves, our heirs, executors, administrators, and successors, jointly and severally, firmly by these presents.. THE CONDITION OF THIS OBLIGATION IS SUCH that, if the above burdened Principal, his or its heirs, executors, administrators, successors or assigns, shall in all things stand to and abide by, and well and truly keep and perform all the undertakings, terms, covenants, conditions and agreements in the said Contract and any alteration thereof made as therein provided, on his or their part, to be kept and performed, at the time and in the manner therein specified, and in all respects according to their true intent and meaning, and shall indemnify and save harmless the Costa Mesa Sanitary District, its offices and agents, as therein stipulated, then this obligation shall become null and void, otherwise it shall be and remain in full force and virtue. This obligation covers a one year guarantee on work performed after said work has been completed. The one year period shall commence on the date the Notice of Completion has been recorded. Incase suit is brought upon this bond, Surety further agrees to pay all court costs and reasonable attorneys' fees as fixed by the court. • FAITHFUL PERFORMANCE BOND PAGE 2 Bond No. And the said Surety, for value received, hereby stipulates and agrees that no change, extension of time, alteration or addition to the terms of the Contract Documents or to the work to be performed thereunder shall in any way affect its obligations on this bond, and it does hereby waive notice of any such change, extension of time, alteration or addition to the terms of the Contract Documents or to the work. IN WITNESS WHEREOF, we have hereunto set our hands and seals this day of 2011. Contractor Name Street Address City, State, Zip Code PRINCIPAL By: Company Representative In accordance with the Contract for Rehabilitation of Six Sewers Transferred to CMSD, all bonds shall be issued by an admitted surety insurer and the District reserves the right to object to any such surety, in accordance with Code of Civil Procedure Section 995.660. By signing below, Surety certifies that the bonds are issued by an admitted surety. Name Street Address City, State, Zip Code SURETY By: Company. Representative APPROVED AS TO FORM: Colin R. Burns, Associate District Counsel Costa Mesa Sariitary District By /s/ • • r ROBIN B. HAMERS & ASSOC., INC. NCIVIL ENGINEERS.* PLANNERS ° SURVEYORS ... since 1981 Attachment C April 28, 2011 Board of Directors COSTA MESA SANITARY DISTRICT 628 West 19th Street Costa Mesa, CA 92627 RE: #189 Rehabilitation of Six Sewers Transferred to CMSD Proposal for Contract Administration/Inspection Services Dear Directors: 234 E. 17TH ST., SUITE 205 COSTA MESA, CA 92627 Phone 949/548 -1192 Fax 949/548 -6516 RBH, Inc. is pleased to submit this proposal for Contract Administration/Inspection Services for the project work which consists of the replacement of 602' of 10" sewer that has multiple large sags, rehabilitating manholes, and grinding off "OCSD" from sewer manhole covers: The project will have a 60 working day construction period. The attached proposal includes all services necessary to successfully administer the project including project management, engineering, surveying, and inspection. Services for the District are typically billed on an hourly basis with the not to exceed total as shown in the attached fee table. Thank you for the opportunity to prepare this proposal. Please call me at (714) 293 -2727 (cell) if there_ are questions or comments. Sincerely, Robin B. Hamers, PE RCE 31720 SCOPEOF WORK s TABLE 7 so Robin B. Harriers, PE Client: Costa Mesa Sanitary District (CMSD) I District Engineer Project: CMSD #189 Rehabilitation of Six Sewers Transferred to CMSD 7717 Contract Administration (60 working days) Job No. None 1 Date: April 28, 2011 Task Description Pre - Construction PI SC In-liouse Fee Fotal Fee 1.0 Arrange Preconstruction Meeting 1 2 1.1 Process Contract, Insurance, Bonds 2 2 1.2 Prepare Progress Payment Spreadsheet 1 2 1.3 Attend Preconstruction Meeting 2 2 1 1.4 Prepare and Distribute Notice of Construction 1 2 2 1.5 Issue Notice to Proceed 1 2 Engineering and Management 2.0 1 Review and respond to shop drawings 2 8 2.1 Periodic site visits 8 8 2.2 Prepare written correspondence as appropriate 8 2 2.3 Reveiew and prepare monthly progress payments 2 4 2.4 Prepare updates for Board of Directors 1 8 4 2.5 Liaison with and reports to City of Costa Mesa 2 2 2.6 Liaison with and reports to Mesa Consolidated Water District 1 1 2.7 Prepare As -Built Plans 2 16 2.8 Prepare Staff Report for Board of Directors acceptance of improvements 2 Survey Work 3.0 Pre -Calcs for Sewer Staking 8 3.1 Establish Control and Stake Sewer Main 1 1 8 3.2 Check grades during construction (2 trips) 1 2 4 3.3 Check final grades 1 2 4 Inspection 4. 01 Construction Observation (60 working days x 3 hours per day) 180 4.1 As -built plan 1 1 4.2 Organize notes and daily reports 1 1 21 1 In -House Labor I Project Team Class Rate Total Cost 1) Managing Engineer Rob Harriers ME 47 96.5 4,535.50 2) Project Engineer Yefim Tsalyuk PE 71 96.5 6,851.50 3) Project Inspector Paul Guzman, Joe Limon PI 186 64.5 11,997.00 4 Survey Crew Tim Fetti , Rich Dupree SC 16 230 3,680.00 Dear Contractor: In entering into an agreement with the Costa Mesa Sanitary District, you must designate yourform of business entity. There are three basic types of business entities. They are: 1. A Sole Proprietorship (with or without a "dba ") 2. A Partnership 3. A Corporation In entering into contracts with the Costa Mesa Sanitary District, please indicate the complete name of your business in one of the following acceptable formats: 1. John Smith, Sole Proprietor; or John Smith, Sole Proprietor, Doing business as "Acme Roofing" 2. Smith and Dokes, a California Partnership; 3. Smith Corporation, Inc. A California Corporation In signing the agreement with the Costa Mesa Sanitary District, you or your agent must sign in one of the following manners so the capacity in which you or your agent is signing is clear: 1. 2. 3 John Smith, Sole Proprietor Smith and Dokes By: John Smith, Partner Smith Corporation, Inc. By: Vice President Your Public Notary must indicate your capacity when acknowledging your signature. 0 Meeting Date I Item Number 04/28/11 1. XII. B. COST .A 9YESA 'Q0 %_,,r Memorandum To: Board of Directors ... an Independent ,Speciaf 1District Via: Scott Carroll, General Manage From: Robin B. Harriers, District Engineer Date: April 28, 2011 Subject: Annexation of 5 Parcels to CMSD Summary At the request of the Orange County Local Agency Formation Commission ( LAFCO), • the Costa Mesa Sanitary District has obtained annexation consent from the owners of five parcels of land inside the overall District boundaries that have never been legally annexed to the District. The District may now proceed with adopting a resolution making application to LAFCO to annex these parcels and clean up the District boundaries. Staff Recommendation The Board of Directors adopts the attached resolution and directs staff to complete and submit application to LAFCO for annexation of the five parcels in question. Analvsis In June 2010, District staff discovered an illegal sewer connection from property at 789 Paularino. Avenue. The property had never been annexed to the District but a sewer lateral from the property was connected to the private sewer lateral on. adjoining property at 795 Paularino Avenue owned by the same individual. Corrective measures were taken to peroperly install the sewer system and during the preliminary steps of the annexation process through LAFCO, LAFCO stated the annexation fees for this property and the other four unannexed islands inside the District would be waived if all five parcels were concurrently annexed to the District. Protecting our community's (eaftfi and the environment by providing sotidwaste an dsewer cofiection services. www. crosdca.gov Board of Directors April 28, 2011 Page 2 of 3 However, LAFCO required the District to pay the fees upfront and will reimburse CMSD after the properties have been annexed. The annexation fees are approximately $3,200. Attached is a staff report to the Board of Directors, dated September 23, 2010, recommending the Board approves annexing the last four islands within the District service area and appropriating funds for the annexation fees in which the Board unanimously approved staff's recommendation. Attached is a copy of the Board minutes for this issue. District staff has contacted all the property owners and obtained signed consent forms thereby agreeing to the annexation process. At this time it is prudent for the Board of Directors to take the next step in the annexation process and adopt the resolution and submit the resolution and application to LAFCO. Strategic Plan Element & Goal This item complies to the objective of Strategic Plan Element 1.0, Sewer Infrastructure, which states: • "Our objective is to collect and transport wastewater to meet the needs of existing and • future customers." Legal Review District Counsel has prepared the attached resolution being considered by the Board of Directors. Financial Review Annexation fees are being paid by the owner of 789 Paularino Avenue that cover District staff time in performing this work. CMSD is waiving the annexation charges to the remaining four parcel owners in exchange for their consent to annexation. LAFCO will reimburse CMSD $3,200 when the annexation of the five parcels is complete. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the April 28, 2011 regular Board of Directors meeting at District Headquarters and on the District website. is Board of Directors April 28, 2011 Page 3of3 • Alternative Actions 1. Do not adopt the resolution at this time. 2. Refer the matter back to staff for additional information. Attachment A: Resolution No. 2011 -794 B: CMSD Staff Report, dated September 23, 2010 C: CMSD Board of Directors meeting minutes for September 23, 2010 D. Project Application Form to LAFCO Reviewed by: Sherry Kallab Administrative Manager • 0 Attachment A RESOLUTION NO. 2011 -794 A RESOLUTION OF APPLICATION BY THE COSTA MESA SANITARY DISTRICT REQUESTING THE LOCAL AGENCY FORMATION COMMISSION TO TAKE PROCEEDINGS FOR THE ANNEXATION OF TERRITORY, BEING ENGINEER'S NO. 254 RESOLVED, by the Board of Directors of the Costa Mesa Sanitary District, that: 1. The Costa Mesa Sanitary District desires to initiate proceedings pursuant to the Cortese - Knox - Hertzberg Local Government Reorganization Act of 2000, Division 3, commencing with Section 56000 of the California Government Code, for the annexation of territory and therefore does hereby adopt this resolution of application pursuant to Government Code Section 56654 et seq. 2. The territory proposed to be annexed consists of five parcels as shown in the Exhibit "A" attached hereto and by this reference incorporated herein. 3. The proposed terms and conditions of the annexation are as follows: (a) Property owner to conform to all Costa Mesa Sanitary District Ordinances, Policies, Rules and Regulations. (b) Connection to the Costa Mesa Sanitary District sewer system to meet all District standards. (c) Applicable charges for sewer and trash collection services shall apply. 4. The reasons for the proposed annexation are to provide liquid waste and solid waste disposal for users within the territory to be annexed. 5. That pursuant to Government Code Section 56800 subsection (c) and Government Code Section 56653 this resolution is submitted with a plan for services as included in the attached LAFCO application. 6. The Board of Directors does hereby request the Local Agency Formation Commission of Orange County to take proceedings for the annexation of territory as described in Exhibit "A ", according to the terms and conditions stated above and in the manner provided by the Cortese - Knox- Hertzberg Local Government Reorganization Act of 2000. 7. That this proposal is consistent with the District's sphere of influence. • • 8.. All of the owners of land within the affected territory have given their written consent to the annexation, and the District does hereby consent to waive conducting authority proceedings pursuant to Government Code Section 56663. 9. The Clerk of the Board is directed to file a certified copy of this resolution with the Executive Officer of the Local Agency Formation Commission pursuant to Government Code Section 56756. PASSED AND ADOPTED by the Board of Directors of the Costa Mesa Sanitary District at a regular meeting thereof held on the day of 2011. • • 2. President Secretary STATE OF CALIFORNIA) • COUNTY OF ORANGE ) SS CITY OF COSTA MESA ) I, Joan Revak, Clerk of the Costa Mesa Sanitary District, hereby certify that the above and foregoing Resolution No. 2011 -794, was duly and. regularly passed and adopted by said Board of Directors at a regular meeting thereof held on the day of 2011. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seal of the Costa Mesa Sanitary District, this day of 2011. Clerk of the Costa Mesa Sanitary District 3 n U • Attachment B Mee tin Date Item Number ,,. 1 09123/10 IX. B. CosTAMEsASANiTA_WYDisTRicT ... an Independent Speciai?Distrrct To: Board of Directors Via: Scott Carroll, General Manager. Date: September 23, 2010 Subject: Annexation Fee Summary On September 15, 2010, staff went before the OC LAFCO Commission to request waiving the annexation fee for the property at 789 Paularino Avenue. The Commission tentatively approved staff's request on the condition the District agrees to the following terms. 1. Annex all four islands within the District service area 2. Remit the annexation fee to LAFCO and once all four islands are officially annexed LAFCO will return the fee to the District. Staff Recommendation That the Board of Directors approves annexing the last four islands within the District service area and approves appropriating $3,200 for OC LAFCO annexation fees. Analysis Earlier this year, LAFCO brought to our attention four islands exist within the District service area. After further investigation by staff, we learned one of the four islands consists of a single - family residence, which is located at 789 Paularino Avenue. We also learned that this property is illegally connected ,to the private school property located adjacent to 789 Paularino. at 795 Paularino Avenue. The private school property is owned by the same owner as 789 Paularino Avenue. The person who performed the illegal connection is now deceased and we believe his widow had no knowledge of the illegal connection. After meeting with the property owner, she has agreed to allow her property to be annexed into our service area and she has agreed to pay for construction costs to connect her sewer system to our sewer main. Protecting ur community's heafth and the environment 6 providing soCul waste and sewer collection services. 'g � .�P rg www.crosdcagov Board of Directors September 23, 2010 Page 2 of 3 The remaining three islands are located below: Harbor Island APN# 140- 041 -63 Harbor /Baker Island APN# 418- 101 -03 McCormick Island APN# 427 - 190 -01 These islands consist of parking lots, vacant land, and in one case, a portion of a building, so they do not require new sewer and /or new refuse collection services. Attached are aerial maps depicting the island properties. However, staff believes it is good business to clean up our records by .annexing the remaining islands within our service area. If you approve annexing these islands, staff will contact the property owners and attempt to obtain their approval to allow for annexation. There is a chance a property owner may be uncooperative and will not agree to annexation and in which case OC LAFCO may not return the $3,200 annexation fee to the District. However, staff will inform the property owners that it will be in their best financial interest to annex now in order to receive annexation fee waivers, otherwise they will have to pay all annexation fees at a later date when they perform any level of work on the property. The property owners will be required to pay an annexation fee to the State Board of Equalization, but that fee is minimal at approximately $300 per parcel. Strategic Element & Goal Not applicable Legal Review Not applicable. Financial Review The fee to annex all four islands is $3,200. OC LAFCO has agreed to return this money to the District after all four islands are officially annexed into the CMSD service area. Committee Recommendation Not applicable 0 Board of Directors September 23, 2010 Page 3 of 3 Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the September 23, 2010 Board of Directors regular meeting at District Headquarters and on the District's website. . Alternative Actions 1. Deny staff's recommendation and refer the matter back to staff for additional information. Reviewed by: Sherry Kallab Administrative Manager • 0 Attachment C COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD SEPTEMBER 23, 2010 0 GENERAL MANAGER'S REPORTS BUDGET APPROPRIATION ENGINEERING PHASE PROJECT #189 OCSD 6 LINES Mr. Carroll reported a budget appropriation in the amount of $27,065 is needed to complete the design phase of Project #189 OCSD 6 Lines. Mr. Carroll stated Staff will provide a report for the construction phase of the project when designs are complete and costs are finalized. In October 2009 the Board approved a proposal in the amount of $66,865 from RBH. Inc. for engineering design service to mitigate deficiencies in. the six OCSD sewer lines transferred to the District. The approval was followed up with a budget appropriation in the amount of $48,700 for estimated work to be completed in the 2009 -10 fiscal year knowing this project will be carried forward in FY2010 -11. Mr. Carroll stated a budget appropriation in the amount of $18,165 is needed to complete the design phase of this project. An additional appropriation of $2,900 for soils engineering and $6,000 for traffic control is also needed, bringing the total appropriation to $27,065. Director Ferryman moved to approve the budget appropriation for the Engineering Phase of Project #189 for the six OCSD Sewer Lines. Director Perry seconded the motion. Motion carried 4 -0. is ANNEXATION OF FOUR ISLANDS WITHIN THE CMSD SERVICE AREA Mr. Carroll reported on the September 15, 2010 Orange County LAFCO meeting he attended to request a waiver of the annexation fee for the property at 789 Paularino Avenue. The Commission tentatively approved Staffs request on the condition the District agree to annex all four islands within the District service area; and, remit the annexation fee to LAFCO and once all four islands are officially annexed LAFCO will return the fee to the District. Director Ferryman moved to approve annexation of the last four islands within the District service and approve appropriating $3,200 for OC LAFCO annexation fees. Director Ooten seconded the motion. Motion carried 4 -0. RECYCLING COMMITTEE Director Ooten presented a report on the September 20, 2010 Recycling Committee meeting. Director Ooten stated the District has expended $32,839.97 from the Second cycle of the 2009 -09 Grant for $142,256 and the composting bins have been very well received by the community. The first quarter progress report for the Strategic Plan Solid Waste Elements 2.1 through 2.5 was discussed. • Attachment D ail Submit byfm Print Form QRANGE COUNTY`LAFCO ProiectApporm J t: Page 1 of 13 s�. APR [CATION IF r , L, AGENCY FORMA7TION COMMISSION Orange County Local Agency Formation Commission 12 Civic Center Plaza, Room 235 Santa Ana, CA 92701 TEL (714) 834 -2556 FAX (714) 834 -2643 This form is to be used for applying to the Orange County Local Agency Formation Commission for a city or district annexation, reorganization, detachment, or a sphere of influence amendment. To facilitate your preparation of the required materials, a pre - application meeting with LAFCO staff is encouraged. The meeting can be used to address applicant questions, Commission polices, timing, boundaries, and other application issues. LAFCO staff looks forward to assisting you with your project. Please fill out this application completely. If a question does not apply to your proposal, indicate "N /A" Orange County LAFCO is a "paperless" office. It is important that you list all email addresses where indicated on the application. Correspondence, staff reports, resolutions and other LAFCO forms and mailings, whenever possible, will be distributed electronically. APPLICATION FOR: (check all that apply) ✓❑ Annexation to: Costa Mesa Sanitary District ❑ Detachment from: ❑ Reorganization (2 or more changes of organization) of: ❑ Other (explain): ❑ "Sphere of Influence Amendment for: *If requesting a sphere of influence amendment. "only", please answer the following three questions: 1. Why is a sphere of influence amendment needed? .2. How would a sphere of influence affect the present and future need for services in the project area? 3. How would a sphere of influence amendment impact social and economic communities of interest in the project area? i� ORANGE'COUNTY LAFCO Project Application Form Page '2.of 13 . GENERAL DESCRIPTION OF PROPOSAL: What changes of organization are included? What agencies are involved? Etc. Annexation of non contiguous "islands" within the District. STATEMENT OF JUSTIFICATION: Explain the purpose of each request or change of organization. Explain how the proposal provides more logical boundaries or improves the provision of service. Annexations to formalize informal arrangements of service provision and clean up District boundary. WHO INITIATED THIS PROPOSAL? Please select one from the drop -down list: 5% land owner petition Applications can be initiated by either. (1) a petition signed by five percent of the affected landowners or five percent of the affected registered voters from the annexing area, or(2) a resolution by the legislative body of an affected city, county or special district. • The following is attached to this application form: ❑✓ Resolution (please attach) ❑ Landowner Petition (please attach) ❑ Registered Voter Petition (please attach) S LOCATION AND ADDRESS OF PARCEUS): See attached maps. LIST OF ASSESSOR PARCEL NUMBERS: (Available from the Orange County Assessor) Attached maps include parcel numbers. MAP AND LEGAL DESCRIPTION: A map and legal description of the proposal, even if prepared by a private engineering firm, must be submitted directly to the Orange County Surveyor for review and final approval. An application can be filed with LAFCO without a map and legal, but a proposal cannot be scheduled for LAFCO hearing prior to receipt of a County Surveyor- approved map and legal description. You may contact the County Surveyor at the Resources and Development Management Department, Geomatics /Land Information Systems Division, at (714) 834 -4378. Additionally, the map and legal description must meet the State Board of Equalization's requirements. The BOE's "Change of Jurisdictional Boundary" requirements are available for download at http:// www. boe .ca.4ov /proptaxes /sprdcont.htm. Please note, the BOE requires an additional vicinity map that shows the project area in relation to a larger geographic area. 0 • • I�1 frJ ORANGE COUNTY. LAFCO Project Application Form Page 3 of 13 A map and legal description has been: ❑ Certified by the County Surveyor and is attached to this application. El - Submitted for review to the County Surveyor. 0 Other (please explain) APPLICANT'S REPRESENTATIVE (if any): Name: Costa Mesa Sanitary District Address: 628 W. 19th Street, Costa Mesa, CA 92619 Phone: 949.645.8400 FAX: 949.650.2253 email: scarroll @crosdca.gov Contact Person: Scott Carroll Title: General Manager PROPERTY OWNER(S): If more than two property owners for proposal area, please provide the name, address and contact information, on a separate page. Property ownership is subject to verification by the Orange County Assessor. Name: Address: Phone: FAX: email: Name: Address:. Phone: FAX: email: SUBJECT AGENCIES THAT WILL GAIN OR LOSE TERRITORY: A "subject agency" means each city or district for which a change of organization or reorganization is proposed. If more than three subject agencies, please provide the names and information on a separate page. Name: Address: Phone: Contact Person: Name: Address: Phone: Contact Person: Name: Address: Phone: Contact Person: FAX: email: Title: FAX: Title: email: FAX: email: Title: ORANGE COUNTY LAFCO . ProjectApplicahon Form Page 4 of 13 AFFECTED AGENCIES IN PROPOSAL AREA: An affected agency is a city or district with overlaying boundaries or spheres of influence. If more than three affected agencies, please provide the names and information on a separate page. Name: City of Costa Mesa Address: 77 Fair Drive, Costa Mesa, CA 92626 Phone: FAX: email: Contact Person: Tom Hatch Title: City Manager Name: Mesa Consolidated Water District Address: 1965 Placentia, Costa Mesa, CA 92627 Phone: 949.631.1200 FAX: email: Contact Person: Paul Schoenberger Title: General Manager Name: Address: Phone: FAX: email: Contact Person: Title: INTERESTED AGENCIES: Interested agencies are cities or districts which provide the same facilities or services in the proposal area that a subject agency will provide. If more than two interested agencies, please provide name and information on a separate page. Name: Address: Phone: FAX: email: Contact Person: Title: Name: Address: Phone: Contact Person: FAX: Title: email: PERSONS REQUESTED TO BE NOTIFIED: If more than two names, please provide the names and information on a separate page. Name: Address: Phone: Name: Address: FAX: email: Phone: FAX: email: REGISTERED VOTERIPROPERTY OWNER MAILING LIST: Government Code Section 56661 requires that landowners within the proposal area, and registered voters both within the proposal area and within 300 feet of the exterior boundary of the property, be notified of a LAFCO hearing at least 21 days in advance of the hearing for applications proposing a reorganization (two or more actions). Orange LAFCO policy requires • • 0 ORANGE COUNTY LAFCO ProjectApplicq on'Form Page'S of 13 the applicant to provide mailing labels, envelopes and appropriate postage as part of the application submittal. The following notification information has been provided (check all that apply): ❑ ✓ Address labels affixed to mailing envelopes with appropriate postage for registered voters /property owners within proposal area and within 300 feet of exterior boundary ❑✓ Applicant requests that LAFCO produce registered voter /property owner notification. NOTE: Applicant will be charged for all associated costs. ❑ Application does not require registered voter /property owner notification Explanation: SCHOOL DISTRICTS: Please list school district(s) affected by the proposal. School District: Newport Mesa Unified School District Address: Phone: FAX: Contact Person: Jeffrey Hubbard email: Jhubbard @nmusd.us Title: Superintendent . School District: Orange County Department of Eduqfi Address: Phone: FAX: email: rhormuth @ocde.us Contact Person: Rosalee Hormuth Title: Manager, Business Services QUESTIONNAIRE: Please respond to all items in the following questionnaire. Indicate N/A when a question does not apply. Any additional information pertinent to the application should be included with the application at the time of submittal. I. LANDOWNER CONSENT Have all property owners involved with the proposal given their written consent? 9 YES (If yes, please complete Property Owner Consent form, Attachment 1.) ❑ NO (If no, please provide the name, address, and Assessor's Parcel Numbers of those property owners not consenting.) 11. . LAND USE Acreage of Proposal: acres ORANGE COLTNTY. LAECO Project Application Form Page 6 of 13 Sites_ Infnrmatinn- Sy y �.a35`"sc t d' ^.'+�` a '; 7" d�Y �s # 'F P )� E �. 1 4� pC •� �' ' � F � • }L x. ; ,� E� yS,. Y ai k; e�`iT �. ��,y' � + JP, dw.k2.` ve NT %d �a5sv -Ht '7i. uYxs c'E" r1r3� 'T7 Y q s r ..• County: County: NORTH: City: County: County: CURRENT: Residential City: City: City: NA City: EAST: County: County: PROPOSED: No Change County: County: WEST: City: City: Currnunrlinn I and llcac- ,�! ad„�K,"�r, +�fl �``3' i, •, „a� � T: at dy Y �k'Y'�b i ` 6 +� 3�0-,} pY�6 � ',.. �,�j` .� a 3�"z9 g,`T` �" .,�'S sp��. f �a5sv -Ht '7i. uYxs c'E" r1r3� 'T7 County: County: NORTH: City: City: County: County: SOUTH: City: City: County: County: EAST: City: City: County: County: WEST: City: City: A. The proposal area is entirely or partially within the sphere of influence of all of the following: CITY: City of Costa Mesa SPECIAL DISTRICTS: Costa Mesa Sanitary District, Mesa Consolidated Water District B. Describe any land use entitlements or permits approved or pending for the proposal area: C. Describe any public easements /oil well operations /major highways /watercourses/ topographical features: D. Number of acres considered Prime Agricultural Land *: acres *As defined by the Soil Conservation Services (i.e., being prime, unique, or of statewide importance) AND by Government Code Section 51201(c) and 56064. • ORANGE COUNTY LAFGO Prl? Application Porm Page 7 of 13' E. Number of acres considered Agricultural Lands *: 0.00 acres *As defined by Government' Code Section 56016 III. DEMOGRAPHICS A. Number /Type of Dwelling Units within.the proposal area: Existing: TBD Proposed: No Change B. Is the proposal area considered "inhabited" (i.e. do more than 12 registered voters reside on the territory/property)? E YES ❑ NO IV. FACTORS FOR COMMISSION CONSIDERATION There are 15 factors that are required by State Law to be considered by LAFCO in the review of a proposal (Government Code §56668). With respect to factors listed below, please provide any project- specific information (not already addressed in your application) that may be helpful in the Commission's review of your project. You may attach additional pages to this application if you need additional space. • Population and population density; land area and land use; per capita assessed valuation; topography, natural boundaries, and drainage basins; proximity to other populated areas; the likelihood of significant growth in the area, and in adjacent incorporated areas, during the next 10 years. • Need for organized community services; the present cost and adequacy of governmental services and controls in the area; probably future needs of those services and controls in the area; probable effect of the proposed incorporation, formation, annexation, or exclusion and of alternative courses of action on the cost and adequacy of services and controls in the area and adjacent areas. "Services," as used in this subdivision, refers to governmental services whether or not the services are services which would be provided by local agencies subject to this division, and includes the public facilities necessary to provide those services. • The effect of the proposed action and of alternative actions, on adjacent areas, on mutual social and economic interests, and on the local governmental structure of the county. • The conformity of both the proposal and its anticipated effects with both the adopted commission policies on providing planned, orderly, efficient patterns of urban development, and the policies and priorities set forth in Section 56377. ® The effect of the proposal on maintaining the physical and economic integrity of agricultural lands, as defined by Section 56016. J ORANGE COUNTY LAFCO Project Application Form Page 8 6 0 3 The definiteness and certainty of the boundaries of the territory, the nonconformance of proposed boundaries with lines of assessment or ownership, the creation of. islands or corridors of unincorporated territory, and other similar matters affecting the proposed boundaries. c Consistency with city or county general and specific plans. The sphere of influence of any local agency which may be applicable to the proposal being reviewed. The comments of any affected local agency or other public agency. The ability of the newly formed or receiving entity to provide the services which are the subject of the application to the area, including the sufficiency of revenues for those services following the proposed boundary change. Timely availability of water supplies adequate for projected needs as specified in Section 65352.5. The extent to which the proposal will affect a city or cities and the county in achieving their respective fair shares of the regional housing needs as determined by the appropriate council of governments consistent with Article 10.6 (commencing with Section 65580) of Chapter 3 of Division 1 of Title 7. Any information or comments from the landowner or owners. Any information relating to existing land use designations. The extent to which the proposal will promote environmental justice. As used in this subdivision, "environmental justice" means the fair treatment of people of all races, cultures, and incomes with respect to the location of public facilities and the provision of public services. V. PLAN FOR PROVIDING SERVICES i)accriha the carvir_ac that are nrnvided nr are to be nrovided to subiect nrnnerty �� 7 4 iFE-pt �. 'h' �°' V 9 •! �'*e.�e� #��# � �. �Y �' � E ® '��' ��",%- 3`'_.f "fie '�. • '�: a � � ' a • ! °ice • a� � �.; A ,� :"�� �' j � �4 �� . f� JC��Fi ?..� k + �, .. �..T,�€ ky�o �{ t%?� -"Y'i 4 %�k5n .��kt, y;.'�,' SC.� Y�:'r.'u Y _ { �,�� :1� ���, Y•i.�.., �i.: ' K�S+ � ��{:,.. Water MCWD MCWD No Change Sewer CMSD CMSD No change Police Costa Mesa Costa Mesa No Change • • ORANGE COUNTY'LAFCO Piro�ectlpplrcaton poem Page 9 of 13. Fire Costa Mesa City Costa Mesa city No change Public Costa Mesa City Costa Mesa city No change Works Parks Costa Mesa City Costa Mesa No change Recreation City Other Services (list) What effect will this proposal have on the type or level of services both within and outside the proposal area? None VI. SPECIAL REVENUES A. Do agencies whose boundaries are being changed have existing bonded debt? Q YES ❑ NO If yes, please describe: ? B. Will the territory be subject to any new or additional special taxes, benefit charges, or fees? ❑ YES ❑ NO If yes, please describe: C. Is the city/district requesting an exchange of property tax revenues as the result of this proposal? ❑ YES Q NO If yes, is a master property tax exchange agreement applicable to this jurisdictional change? 0 YES ❑ NO VII. ENVIRONMENTAL ANALYSIS A. Who is the "lead agency" for this proposal? Costa Mesa Sanitary D l B. What type of environmental document has been prepared? ❑Notice of Exemption — Categorically or Statutory Exemption — Class: 19 - Existing Facilities ❑ Environmental Impact Report (If an EIR has been prepared, attach the lead agency's resolution listing significant impacts anticipated from the project, mitigation measures adopted to. reduce or avoid significant impacts, and a Statement of Overriding Considerations, if adopted.) ❑ Negative Declaration (please attach) ❑ Mitigated Negative Declaration (please attach) ❑ Subsequent Use of Previous EIR: ❑ California Fish & Game Filing & Receipt (please attach; required before hearing date is set) ORANGE COUNTY LAFCO - ProjectApplicadon Form Page 10 of 13 40 VIII. FINAL COMMENTS A. Describe any terms and /or conditions that should be included in LAFCO's resolution of approval. Standard B. Provide any other comments or justifications regarding this proposal. C. Note any changes in the approved project that are not reflected in these materials. Attach any pertinent staff reports and supporting documentation related to this proposal. The following supplemental documentation is attached: XI. DISCLOSURE OF POLITICAL EXPENDITURES Orange County LAFCO requires applicants to report all expenditures for political purposes 40 related to an application and proceedings to be reported to the Commission's Executive Officer in compliance with Government Code Sections 56700.1 and 57009. The following is attached to this application form: ❑ LAFCO Disclosure Form (please complete LAFCO Disclosure of Political Expenditures, Attachment 3); copy of Financial reports and disclosures submitted to FPPC (please attach) ❑ Please check here if you have no related financial reports or disclosures. XII CERTIFICATION I certify, under penalty of perjury by the laws of the State of California, that the information contained in this application is true and correct. I acknowledge and agree that the Orange County Local Agency Formation Commission is relying on the accuracy of the information provided and my representations in order to process this application proposal. Signature: Name: Title: Date: 0 ID • ORANGE,COL NTY LAFCO Project Application Form Page 11 f13 ATTACHMENT 1 Property Owner Consent Form (All legal owners must sign a consent form or submit a letter of signed consent.) consent to the annexation /reorganization of my property located at (or Assessor Parcel Numbers ) to the [agency(ies)]. Signature: Address: City, State, Zip: Date: ORANGE COUNTY LAECO Project Application Forst Page 12 6f13 ATTACHMENT 2 Indemnification Agreement As part of this application, applicant and real party in interest, if different, agree to defend, indemnify, hold harmless, and lease the Orange County Local Agency Formation Commission, its agents, officers, attorneys, and employees from any claim, action, or proceeding brought against any of them, the purpose of which is to attack, set aside, void, or annul the approval of this application or adoption of the environmental document which accompanies it. This indemnification obligation shall include, but not be limited to, damages, costs, expenses, attorney fees, or expert witness fees that may be asserted by any person or entity, including the applicant, arising out of or in connection with the approval of this application, whether or not there is concurrent passive or active negligence on the part of the Orange County Local Agency Formation Commission, its agents, officers, attorneys, or employees. Executed at , California on the . day of , 2 APPLICANT By: Title: Mailing Address: REAL PARTY IN INTEREST (if different from Applicant) By: Title: Mailing Address: • • ORANGE COUNTY LAFCO ProjectApp1 radon .Form Page 13 of 13 ATTACHMENT 3 LAFCO Disclosure of Political Expenditures Effective January 1, 2008, political expenditures related to a proposal for a change of organization or reorganization that will be or has been submitted to LAFCO are subject to the reporting and disclosure requirements of the Political Reform Act of 1974 and the Cortese -Knox- Hertzberg Act of 2000. Please carefully read the following information to determine if reporting and disclosure provisions apply to you. • Any person or combination of persons who, for political purposes, directly or indirectly contributes $1,000 or more, or expends $1,000 or more in support of, or in opposition to a proposal for a change of organization or reorganization that will be submitted to the Commission, shall disclose and report the contribution to the Commission pursuant to the requirements of the Political Reform Act of 1974 (Government Code Section 81000 et seq.) as provided for local initiative measures, and Section 56700.1 of the Cortese -Knox- Hertzberg Act of 2000. Pursuant to Government Code Section 57009, any person or combination of persons who directly or indirectly contributes $1,000 or more, or expends $1,000 or more in support of, or in opposition to, the conducting authority proceedings for a change of organization or reorganization, must comply with the disclosure requirements of the Political Reform Act of 1974, (Government Code section 81000 et seq.). Applicable reports must be filed with the Secretary of the State and the appropriate city or county clerk. Copies of the report must also be filed with the Orange County Executive Officer. Evaluation Checklist for Disclosure of Political Expenditures The following checklist is provided to assist you in determining if the requirements of Government Code Sections .81000 et seq. apply -to you. For further assistance contact the Fair Political Practices Commission at 428 J Street, Suite 450, Sacramento, CA 95814, (866) 275 -3772 or at http: / /www.fppc.ca.gov . • 1. Have you directly or indirectly made a contribution or expenditure of $1,000 or more related to the support or opposition of a proposal that has been or will be submitted to LAFCO? ❑ Yes ❑ No Date of contribution Amount $ Date proposal was submitted to LAFCO Name/ Ref. No of LAFCO Proposal _ 2. Have you, in combination with other person(s), directly or indirectly contributed or expended $1,000 or more related to the support or opposition of a proposal that has been or will be submitted to LAFCO? ❑ Yes ❑ No Date of contribution Amount $ Date proposal was submitted to LAFCO Name/ Ref. No of LAFCO Proposal 3. If you have filed a report in accordance with FPPC requirements, has a copy of the report been filed with Orange County LAFCO? ❑ Yes ❑ No ORANGE COUNTY iAFC® Pro,* 8 AApficadon Po Page 11 x7f 13 I located Number ATTACHMENT I Property Owner Consent Form (All legal owners must sign a consent form or submit a letter of signed consent.) signatures � �t�`�./L � j 4��� � ��ljt� �� Date: 1 !r City, State, Zip: Q • • • • • C. 'l'l'�J lr���y'i►'' y x y o x $r ��jelJ'��4,y° t. y a ,7i3 F /F'y y .a ♦L 2�, x ''� � t r 4'�'"� � w a x �y r r k. r � � u i' !+, � � ' y 9 :.E �.: n }i q�.. �s1�Jt�rt"�r,}'4 � ♦P, � y ;, a -.r„ J � r. t 'ATTACHMENT 2 Indemnification Agreement As part of this application, applicant and real party in interest, if different, agree to defend, indemnify, hold harmless, and lease the Orange County Local Agency Formation Commission,, its agents, officers, attorneys, and employees from any claim, action, or proceeding brought against any of them, the purpose of which is to attack, set aside, void,. or annul the approval of this application or adoption of the environmental document which accompanies it. This indemnification obligation shall include, but not be limited to, damages, costs, expenses, attorney fees, or expert witness fees that may be asserted by any person or entity, including the applicant, arising out of or in connection with the approval of this application, whether or not there is concurrent passive or active negligence on the part of the Orange County Local Agency Formation Commission, its agents, officers, attorneys, or employees. Executed at %�'`��l�ix,k!Califomia on the day of _, 2 APPLICANT dl- By Title: Mailing Address: 7c� ` �>eta-L- et L,, REAL PARTY IN INTEREST (if different from Applicant) By: _ Title: Mailing Address: CERTIFICATION OF TRUST BY TRUSTEE (California Probate Code § 18100.5) TO WHOM IT MAY CONCERN: The undersigned, trustee of The Park Family Trust Survivor's Trust, hereafter the "Trust ", as it has been amended, certifies as follows: 1. Creation of Trust. The Trust was created on August 9, 2006, and amended on March 3, 2011. 2. Trustee. The currently acting trustee of the Trust is Susan C Thurman. 3. Revocability of Trust. The Trust is irrevocable 4. Powers of Trustee. The attached true and correct copy of seven (7) pages of the trust instrument which list relevant powers of the trustee. 5. Tax Identification Number. The tax identification number of this trust is: 87- 6281283. 6. Manner in Which Title To Assets Should Be Taken. Title to trust assets should . be taken in the following form: Susan C Thurman, Trustee of The Park Family Trust Survivor's Trust. 7. No Revocations, Modifications or Amendments. The Trust has not been revoked, modified or amended in any manner that would cause the representations contained in this certification of trust to be incorrect. S. Signed by All Currently Acting Trustees. This certification is being signed by all of the currently acting trustees of the Trust. 9. Accuracy. This certification of trust is a true and accurate statement of the matters referred to herein. 10. Signature Authority. The signature of the sole trustee is required to exercise the powers of the trustee under the Trust. 11. Reliance on This Certification. This certification is made in accordance with California Probate Code Section 18100.5. Any transaction entered into by person acting in reliance on this certification shall be enforceable against the trust assets. Anyperson may act in reliance upon this certification and is not liable to any person for so acting unless the person • has actual knowledge that the representations contained herein are incorrect. The person executing this certification of trust agrees to indemnify and hold any person or institution, its directors, officers and employees free and harmless from any and all claims, demands or damages resulting from reliance upon this certification including the payment of costs and attorneys' fees. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Date: April L-� 2011 usan unman, rustee Notary Acknowledgment State of California ) County of Orange ) On April 0, 2011; before me, k�� e- , a Notary Public in and for said County and State, personally appeared SUSAN C T.HURMAN, who . ® proved tome on the basis of satisfactory evidence to be the person whose name�)� -�. subscribed to the within instrument and acknowledged to me that4 �i y executed the same in er theme uthorized capacity and that bye,! er t ignatureXon the instrument e person or the entity-upon behalf of which the person cted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.. WITNESS myhand and official seal.CaEI COfii�Ei�fl t} 1927035 N poft - cavoriwe • n H,tnp Coq Signature r g �X (Seal) Cam. E e� Isar 27.2015 s' 746 44 t .4 Costa Mesa Sanitary District Paularino/Randolph Island SOI Originally Adopted: 5/19/76 Last Reviewed: 11/12/08 919 i SO --------- -- FuA 3/3/10 M41 0 • • ORANGE COUNTY LAFCO Project Applicadon Fora Page 11 of 12 ATTACHMENT 1 Property Owner Consent Poryn (All legal owners must sign a consent form or submit a letter of signed consent.) j J ea ,l --.t'. consent to the annexation /reorganization of my property located at 1 Re(jI� c I r\07 P �I�i t ee o. CA ]- I_j Eu (or Assessor Parcel Numbers X12-7 - I (ao 0,2 ) to the. 0,- IL Ht; -�c� `i`c :]` [agency(ies)]. Si ,gnature: Date: 3 zy� � . Address: n'1 t c.►�c' I tryi .fin, t-' -- '-six City, State, Zip: tr I ( � roll r. C1 �Lv 12_ f t. � � ,�. ; k.l.i 1 �� • The information contained in this application may be subject to disclosure under the California Public Records Act (Government Code §6250 et seq). ORANGE COUNT' LAFCO Project Appdicaataon Form Page 12 of 12 ATTACHMENT 2 Indemnification Agreement As part of this application, applicant and real parry in interest, if different, agree to defend, indemnify, hold harmless, and lease the Orange County Local Agency Formation Commission, its agents, officers, attorneys, and employees from any claim, action, or proceeding brought against any of them, the purpose of which is to attack, set aside, void, or annul the approval of this application or adoption of the environmental document which accompanies it. This indemnification obligation shall include, but not be limited to, damages, costs, expenses, attorney fees, or expert witness fees that may be asserted by any person or entity, including the applicant, arising out of or in connection with the approval of this application, whether or not there is concurrent passive or active negligence on the part of the Orange County Local Agency Formation Commission, its agents, officers, attorneys, or employees. Executed at i V-6 N-1. , California on the. -)--V � day of br. �c ct , 2ol, APPLICANT 40 By: Title: Gi«GE� Mailing Address: • REAL PARTY IN INTEREST (if different from Applicant) By: Title: Mailing Address: The information contained in this application may be subject to disclosure under the California Public Records Act (Government Code §6250 et sect. Costa Mesa Sanitary District McCormick Island SOI Originally Adopted: 5/19/76 Last Reviewed* 11/12/08 "/10 ORANGE COLNTY LAFOO Pft*crAprUmUn Form Page 11 of 13 ATTACHMENT 1 Property Owner Consent Form (All legal owners must sign a consent form or submit a letter of signed consent.) �'' ✓rte. , C ] • • Cs v DL 14carkao -,,, t consentrto the annexation /reorganization of my property located at 3j ; Cc, 4-u- rAAksca C-) (or Assessor Parcel Numbers ,U 1 - to a ) to the ('r-I5 rY Sa .7_�knn ;t -ncg [agency(ies)]. Q C_ t +f+0 5X) e , L P U i�y'�'-S L l l, Df S+r l CT St r lk t C l- I Z v i 1ti-i U Signature: I A ✓X ��- Date: Address: c/a C�_�_CL _I" Pe-),.N t "i- i yr t , -% , i [ ; r , •c) C t-n +r PI'n Ck LI J b City, State, Zip:#rs r-) , • • • • • ANNE COUNTY LAFCCD Fom Page 12 q(13 ATTACHMENT 2 Indemniffcation Agreement As part of this application, applicant and real party in interest, if different, agree to defend, indemnify, hold harmless, and lease the Orange County Local Agency Formation Commission, its agents, officers, attorneys, and employees from, any claim, action, or proceeding brought against any of them, the purpose of which is to attack, set aside, void, or annul the approval of this application or adoption of the environmental document which accompanies it. This indemnification obligation shall include, but not be limited to, damages, costs, expenses, attorney fees, or expert witness.fees that may be asserted by any person or entity, including the applicant, arising out of or in connection with the approval of this application, whether or not there is concurrent passive or active negligence. on the part of the Orange County Local Agency Formation Commission, its agents, officers, attorneys, or employees. � / - Executed at �3 S , r�� on the V day of &C- , 2 b I o APPLICANT DjjC By: 1116C IV,4n c.s 66 C Title: G� ' Mailing Address: REAL PARTY IN INTEREST (if different from Applicant) By: Title: Mailing Address: ATTACHMENT 1 Property Owner Consent Form (All legal owners must sign a consent form or submit a letter-of signed consent.) 1, , consent to the annexation /reorganization of my property located at (or Assessor Parcel Numbers ) to the fagency(ies)]. C. J. SEGERSTROM & SONS, a California general partnership By:. Henry T. Segerstrom Management LLC, a California limited liability company, Manager. By Manager OR M. Alternate Manager MR By: HTS Management Co., Inc., a Cali rnia corpora 'on, Manager By Title: Senior Vice President riot , Dated: Q _ 2,311 v Approve^ad as to Form, W • • • • 0 EN �yy� n L'���7 h ,'u Y4 tom,! t� �y lx x3;}'c;nr�tiy'�. ATTACHMENT 2 Indemnification Agreement As part of this application, applicant and real party in interest, if different, agree to defend, indemnify, hold harmless, and lease the Orange County Local Agency Formation Commission, its agents, officers, attorneys, and employees from any claim, action, or proceeding brought against any of them, the purpose of which is.to attack, set aside, void, or annul the approval of this application 'or adoption of the environmental document which accompanies it. This indemnification obligation shall include, but not be limited to, damages, costs, expenses, attorney fees, or expert witness fees that may be asserted by any person or entity, including the applicant, arising out of or in connection with the approval of this application, whether or not there is concurrent passive or active negligence on the part of the Orange County Local Agency Formation Commission, its agents, officers, attorneys, or employees. Executed at California on the day of 2�]_. APPLICANT C. J. SEGERSTROM & SONS, a California general partnership By: Henry T. Segerstrom Management LLC, a California limited liability company, ManageOr By Manager W• By: Alternate Manager AND c` By: HTS Management Co., Inc., Co., a Cal' ornia corpora on, Manager BY Title: Senior Vice President APProved as to Form, - MT., - - A ; wl, AP E 7 { m f F E:1 i f . # es9 Satn61ta1W,0QlisliIct Jk- Costa Mesa Sanitary District Harbor Island SOI Originally Adopted: 5/19/76 I� Last Reviewed: 11/12/08 110 <<, 440 -- Tr-- - -- - - - -- -- — " - : °'cn° 3/3/10 • • • ATTACHMENT 1 . r Property Owner Consent Form (All legal owners must sign a consent form or submit a letter of signed consent.) consent to the annexation /reorganization of my property located at (or Assessor Parcel Numbers ) to the [agency(ies)]: C. J. SEGERSTROM & SONS, a California general partnership By: Henry T. Segerstrom Management LLC, a California limited liability company, Manager By Manager OR an Alternate Manager AND By: HTS Management Co., Inc., a Calif o 'a corporati0 Manager �ko4Go`'yy By Title: Senior Vice President Dated: Approved as to Fora yy;�} �gq��,t l�y}� �[' ]/� _ [y1T.�.FL�p� '� "%�`� -�J�� •�?; :.��::5: ?'i.,r.;L`..ii ; �.,�y•,� �`�,� � „1i'� ifa: t� � �t,': .:'C �' ?y �:��ll'li3L:,tT>W.37' - :'F✓�'h• /t%ti'f•I.J��". �•} h %7�Y �: .M,l.': �''•.• ji• `y }�}y h h _ ,may •k•�a�..•• :T� .£t ;- �•�:�``.C�':�L':�':'; i'.• y,$�.TSYY.•YsF,.r +':'. -t `<:- " ;i,,, ;fit , k�b` :;':cf_; r* 3`6= c ^••,•,!';.'r}:,:;r' ,tr. T . i.y'. .:� <v _? R�__,,� �' •7'� 5' �rl��.r .. '• I'Z'r {t; ... ..� ,:1. �.�`FF�Y' 3. = ;b.,x,'•.r :A "k• ,.7i,�':v..�� a- rt!;'±�x'�:A•3- ''.J�i. �-„ mss,;;? .�'-. 1"- CrJ4r::- :,.R "�=:' ?�J_t�y h.l:S�. ,..: ,�:�i..�._'v': ... _ ; Xt. ��, ATTACHMENT 2 indemnification Agreement As part of this application, applicant and real parry in interest, if different, agree to defend, indemnify, hold harmless, and lease the Orange County Local Agency Formation Commission, its agents, officers, attorneys, and employees from any claim, action, or proceeding brought against any of them, the purpose of which is.to attack, set aside, void, or annul the approval of this application 'or adoption of the environmental document which accompanies it. This indemnification obligation shall include, but not be limited to, damages, costs, expenses, attorney fees, or expert witness fees that may be asserted by any person or entity, including the applicant, arising out of or in connection with the approval of this application, whether or not there is concurrent passive or active negligence on the part of the Orange County Local Agency Formation Commission, its agents, officers, attorneys, or employees. Executed at Coj&ONV , California on the day of _, APPLICANT C. J. SEGERSTROM & SONS, a California general partnership By: Henry T. Segerstrom Management"LLC, a California limited liability company, Manager By Manager OR By: Alternate Manager AND By: HTS Management Co., Inc,, eA a Cal' ornia corpor ion, Manager By Title: Senior Vice President Approved as to F°om. is Costa Mesa Sanitary District Harbor /Baker Island SOI Originally Adopted: 5/19/76 � 1 Last Reviewed: 11/12/08 �! "J 55 110 220 Feey w.o�a�aes.�anwabusocusra�craso N.,w SAW'" 3/3/10 is • Meeting Date Item Number 04/28/11 XIII. A. SEWER SYSTEM COMMITTEE AGENDA April 19, 2011, 10:30 a.m. Costa Mesa Sanitary District 628 W. 19'h Street Costa Mesa, California Directors Cloten and Ferryman All Directors Welcomed STANDING REPORTS I. Monthly Spill Statistics • Review Sanitary Sewer Overflow Occurrence Report Summary, CY2011 NEW DISCUSSION ITEMS II. SCADA System Reliability Review • Review handouts and receive oral report on how staff is working to improve system reliability III. Emergency Response for District -Wide Power Outage or Major Emergency • Receive oral report from General Manager IV. Update on Purchase of Fire Damaged Equipment • Receive oral report from Administrative Manager V. South Coast Plaza Pumping Station Installation of New Pumps— Completion on 3/22/11 • Receive oral report from District Engineer VI. Earthquake Assessment of Pumping Stations; Kickoff Meeting with JTA 3/31/11 • Review handouts and receive oral report from General Manager VII. CMSD SSMP Self Audit Update • Receive oral report from General Manager VIII. WDR Triennial Review; Analysis of Proposed Revisions; Open Comment Period • Review handouts and receive oral report from District Engineer IX. Articles of Interest: Public Works Online: New Zealand Quake Damage Puts Pressure on Sewers ACTION ITEMS X. Emergency Services Agreements with Traffic Control Companies • Seeking directions from Committee to execute agreements XI. Canyon Pumping Station Force Main; Condition Assessment; Results of Potholing • Seeking directions from Committee to reline the entire Canyon mainline or just a smaller section XII. Aviemore Terrace Pumping Station; Possible Valve Replacement • Seeking directions from Committee to replace bypass valve Page 1 of 2 Sewer System Committee April 19, 2011 CMSD PROJECTS: A. Project #101 — Westside Pumping Station Abandonment • B. Project #129 — Bristol Street Sewer Phase 11 C. Project #164 — Miscellaneous Sewer Work D. Project #171 — Irvine Pumping Station Force Main Rehabilitation E. Project #183 — System -Wide Sewer Reconstruction F. Project #186 — Sewer Lateral Assistance Program G. Project #189 — Rehabilitation of Six Sewers Transferred to CMSD PUBLIC COMMENTS XIII. This is the time to receive any comments from members of the public Next Meeting Date: May 17, 2011 Dated: April 14, 2011 Clerk of the District Page 2 of 2 • is • u C7 COSTA MESA SANITARY DISTRICT INVESTMENT OVERSIGHT COMMITTEE LOCATION: DATE AND TIME CONTACT: 1. Call to Order 2. Roll Call Conference Room Thursday, April 28, 2011 at 5:00 p.m. Marc Davis, Treasurer, AGENDA A. Vice President Ferryman (rotating Committee member) B. Secretary Scheafer (rotating Committee member) C. Scott Carroll, General Manager 3. New Business A. Review of Investment Report as of March 31, 2011 4. Public Comments 5. Adjournment Meeting Date Item Number 04/28011 XIV. A. It is the intention of the Costa Mesa Sanitary District to comply with California Government Code Section 54961 and the Americans with Disabilities Act ( "ADA ") in all respects. If as an attendee or participant at this meeting, you will need special assistance beyond what is normally provided, the Costa Mesa Sanitary District will attempt to accommodate you in every reasonable manner. Please contact Joan Revak, Clerk of the Sanitary District, (949) 645 -8400 ext. 223; at least forty -eight (48) hours prior to the meeting to inform us of your particular needs and to determine if accommodation is feasible. Please advise us at the time you will need accommodations to attend or participate in meetings on a regular basis." Meeting Date I Item Number d 1 04/28/11 Xv. A. NEWPORT -MESA Unified School District 1 2985 -A Bear Street • Costa Mesa • California 92626 • (714) 424 -5050 ® BOARD OF TRUSTEES Karen Yelsey, President Walt Davenport, Vice President Dave Brooks, Clerk Dana Black, Member Michael Collier, Member Martha Fluor, Member Judy Franco, Member Jeffrey C. Hubbard, Ed. D., Superintendent and Secretary of the Board EXCERPT FROM THE MINUTES OF THE REGULAR MEETING OF THE BOARD OF EDUCATION OF THE NEWPORT -MESA UNIFIED SCHOOL DISTRICT HELD November 9, 2010 18. CONSENT CALENDAR a. Consent Calendar It was recommended that the Board of Education approve the Consent Calendars for Business Services, Elementary Education, Human Resources, Secondary Education, Special Education, and Superintendent. Motion made bv: Martha Fluor Seconded by: Judy Franco • Votes Unanimously Approved 19. CONSENT - BUSINESS SERVICES a. Agreement A— Underground Service Alert of Southern California Associate Membership Authorize the Deputy Superintendent to enter into an Associate Member Agreement with Underground Service Alert of Southern California (USA -SC) for the period of November 10, 2010 through June 30, 2020. b. Support and Maintenance Service Agreement - Edupoint/Genesea California Authorize the Deputy Superintendent to approve the Maintenance and Support Service Agreement between EdupointJGenesea California and Newport-Mesa Unified School District for the period of September 29, 2010 through September 28, 2010 in the amount not to exceed $5,356. c: Agreement Costa Mesa Sanitary District and Newport -Mesa Unified School District for Sewer' ,Easement:Span Authorize the Deputy Superintendent to approve the agreement between Newport-Mesa Unified School District and the Costa Mesa Sanitary District. d. DocuSource - Contract Renewal Authorize the Deputy Superintendent to renew the professional services agreement with DocuSource LLC for electronic document management services in an amount not to exceed $66,500 through October 31, 2011. e. Renewal of Contract #102-08 Electrical and Related Systems -Time and Materials District Wide with Gilbert and Stearns, Year 2010 -201 Authorize renewal of Contract #102 -08, with Gilbert and Stearns Inc. for electrical and related systems A— district wide A— time and materials for the period of November 22, 2010 through November 21, 2011 with no rate increase. f. Reject All Bids #100 -11 Paving District -wide Time and Material and Authorize Rebid of Project Reject all bids and authorize advertisement of a new bid for Paving District -wide Time and Materials. g. Settlement Agreement with. Air Plus Corporation ( "Air Plus ") ® Authorize the Deputy Superintendent to enter into a Settlement Agreement with Air Plus Corporation ( "Air BOARD OF EDUCATION 4 RECORDING REQUESTED BY: Costa Mesa Sanitary District 628 West 19th Street Costa Mesa, California 92627 -2716 AFTER RECORDING RETURN TO: Colin R. Burns, Esq. Harper & Burns LLP 453 South Glassell Street Orange, California 92866 COSTA MESA SANITARY DISTRICT NEWPORT MESA UNIFIED SCHOOL DISTRICT SPAN -OVER COVENANT This Covenant is made on 2010, by and between the COSTA MESA SANITARY DISTRICT (hereafter referred to as "CMSD ") and the NEWPORT MESA UNIFIED SCHOOL DISTRICT (hereafter referred to as "NMUSD "). • RECITALS WHEREAS, CMSD is a California sanitary district and a public entity organized and existing under the authority of the Sanitary District Act; and WHEREAS, NMUSD is a California school district and a public entity organized and existing under the laws of the State of California; and WHEREAS, CMSD currently maintains sewer system infrastructure, including pipes, conveyances, lift stations, and appurtenances, throughout its district which includes the City of Costa Mesa; and WHEREAS, NMUSD owns and operates Costa Mesa High School located at 2650 Fairview Road, Costa Mesa, California; and • Page 1 of 4 IN t ® WHEREAS, CMSD owns and operates a sewer and owns a sewer easement located approximately in the center of and running through the Costa Mesa High School; and WHEREAS, CMSD's sewer and easement located in the Costa Mesa High School campus restrict development over the twenty.foot (20') width of the easement; and WHEREAS, NMUSD desires to develop certain improvements to the Costa Mesa High School campus including the construction of a second floor for a theater and enclave that will span over the CMSD sewer easement; and WHEREAS, should NMUSD be denied the ability to span the second floor over the CMSD easement, NMUSD will incur additional costs for stairs, an elevator and utilities approximating $400,000; and WHEREAS, CMSD supports the concept of improving the Costa Mesa High School • campus but must ensure that its sewer infrastructure and access to that sewer infrastructure for • and including maintenance, cleaning, CCTV, and reconstruction, when necessary, is protected and not impeded so that CMSD ratepayers are not required to incur additional costs; and WHEREAS, CMSD is agreeable to allowing improvements to the Costa Mesa High School campus to span over its easement provided NMUSD agrees to compensate CMSD for any additional costs in accessing the sewer infrastructure which are incurred as a result of said improvements; and WHEREAS, NMUSD agrees to compensate CMSD for any additional costs incurred accessing the sewer infrastructure that arise out of or are caused by the second story improvements to the Costa Mesa High School spanning over the CMSD sewer easement,• NOW, THEREFORE, the parties hereto agree to the following terms: Page 2 of 4 1. Premises: This Covenant concerns the property located at 2650 Fairview Road, Costa .Mesa, California; more commonly referred to as Costa Mesa High School. 2. Legal Description: The legal description of the premises is included in Exhibit "A" attached to this Covenant and incorporated herein by reference. A plot plan showing the land, proposed construction, and sewer easement is attached as Exhibit `B." 3. Improvements: CMSD and NMUSD agree that NMUSD may construct those improvements shown in Exhibit B at the Costa Mesa High School, including a second story structure that will span over the CMSD's sewer easement. NMUSD shall construct the building footings in a manner so as to not place any load on the sewer main or the area two feet on either side of the pipe from one foot below the bottom of the pipe extending upwards to the ground surface. 4. Indemnification and Hold Harmless: If CMSD is caused any extra expense or is damaged in any way by allowing NMUSD to construct the improvements shown in Exhibit B, NMUSD agrees to indemnify and hold CMSD harmless from any additional expenses or damage 40 caused thereby. Such expenses shall include, but are not limited to, extra costs in accessing the sewer infrastructure for testing or maintenance, extra CCTV or other inspection costs, and any extra repair costs, such as the need for a different method of repair or reconstruction. 5. Run With the Land: This Covenant shall run with the land and shall be binding on and shall inure to the benefit of the heirs, successors, executors, administrators, assigns, and personal representatives of the respective parties. 6. Attorneys' Fees: If either party brings any action or proceeding to enforce, protect, or establish any right or remedy under this Covenant, the prevailing party shall be entitled to recover reasonable attorneys' fees. 7. Interpretation: This Covenant shall be construed as drafted by both parties and shall not be construed for or against either of the parties. Page 3 of 4 C7 .r • 8. Entire Agreement: This Covenant contains the entire agreement between the parties. No promise, representation, or warranty not included in this Covenant has been or is relied on by either party. Each party has relied on his own examination of this Covenant and the counsel of his own advisors. 9. Severability: The invalidity or illegality of any provision hereof shall not affect the remainder of this Covenant. 10. Authority to Sign. Each individual signing this Covenant represents and warrants that he /she has the authority to bind the parties on whose behalf he /she is signing. Dated this day of , 2010 ® Approved as to form t Alan R. Burns CMSD General Counsel Approved as to form NMUSD General Counsel • COSTA MESA SANITARY DISTRICT Lo President Secretary NEWPORT MESA iJNIFIED SCHOOL DISTRICT By: / Deputy Superintendent Page 4 of 4 Attachment "A" Property Description - Costa Mesa High School Real property in the City of Costa Mesa, County of Orange, State of California, described as follows: THAT PORTION OF THE SANTA ANA ARMY AIR BASE BEING A PORTION OF LOTS 8 AND 11 Of BERRY RANCHO AS SHOWN ON A MAP RECORDED IN BOOK 9, PAGE 7 OF MISCELLANEOUS RECORDS, OF LOS ANGELES COUNTY, CALIFORNIA, MORE PARTICULARLY DESCRIBED AS FOLLOWS: BEGINNING AT THE POINT OF INTERSECTION OF THE CENTER LINE OF THAT CERTAIN COUNTY ROAD OF VARIABLE WIDTH, KNOWN AND CALLED SANTA ANA ROAD, AS SAID SANTA ANA ROAD IS SHOWN ON A MAP ATTACHED TO A LEASE TO THE UNITED STATES OF AMERICA RECORDED SEPTEMBER 27, 1941 -IN BOOK 1107, PAGE 536 OF OFFICIAL RECORDS WITH THE SOUTHERLY LINE OF SAID LOT 11 OF BERRY RANCHO, SAID POINT OF BEGINNING BEING LOCATED AT COORDINATE STATION NORTH 1000.00 AND EAST 967.50 AS PER PLANE COORDINATE SYSTEM ESTABLISHED BY THE UNITED STATES ARMY ENGINEERS FOR THE SANTA ANA ARMY AIR BASE; THENCE EAST ALONG THE SOUTHERLY LINE OF SAID LOT 11 AND ALONG THE GRID LINE NORTH 1000.00 OF SAID COORDINATE SYSTEM 1533.00 FEET TO COORDINATE STATION NORTH 1000.00 AND EAST 2500.50; FEET NORTH 00 21'30" EAST ALONG A LINE PARALLEL WITH SAID CENTER LINE OF SANTA ANA ROAD, 2030.00 FEET TO COORDINATE STATION NORTH 3029.96 AND EAST 2513.20; THENCE WEST ALONG A LINE PARALLEL WITH THE SAID SOUTHERLY LINE OF LOT 11, 1533.00 FEET TO THE CENTER LINE OF SAID SANTA ANA ROAD AND COORDINATE STATION NORTH 3029.96 AND EAST 980.20; THENCE SOUTH 00 21'30" WEST ALONG SAID CENTER LINE OF SANTA ANA ROAD 2030.00 FEET TO THE POINT OF BEGINNING. EXCEPTING THEREFROM THE WESTERLY 50.00 FEET. ALSO EXCEPTING THEREFROM THAT PORTION CONVEYED TO THE CITY OF COSTA MESA IN THE DEED RECORDED JANUARY 7, 1997 AS INSTRUMENT NO. 1997 - 0008430 OFFICIAL RECORDS. APN: 141-342 -46 • 0 41, Meeting Date Item Number 04/28/11 XV. B. COSTS �sA S��r� XT (DISTX1, �T Memorandum To: Board of Directors . an Independent Specaa(Disoict Via: Scott Carroll, General Managel;--;::� From: . Alan R. Bums, District Counsel Date: April 28, 2011 Subject: Settlement of Dispute with BEC Bowls over Contract for Replacement Work for South Coast Pumping Station Summary The District entered into a letter agreement for certain replacement work for the South Coast Pumping Station. District staff had concerns about the work being performed and terminated the contract. The General. Manager and the company have entered into a settlement agreement resolving all disputes. between the parties. . Staff Recommendation That the Board receive and file this settlement agreement. Analysis Pursuant to the General Manager's contracting authority, he let a contract to BEC Bowls to perform some rehabilitation work on the South Coast Pumping Station for the sum of . $21,940. (A copy of the contract is attached.) District staff and the District Engineer became concerned with the performance of the work and determined that termination of the contract was necessary. The District Engineer can provide. any further factual information at the Board meeting, if necessary. A copy of the termination notice is attached and describes the reasons for the termination. BEC Bowls initially disagreed, and the District thereafter provided more detailed 'information as to the .reasons the work was being performed improperly (attached). The parties thereafter determined. to resolve their differences, and District agreed to pay BEC Bowls the sum of $17,000 and to change the termination from "for cause" to Protecting our community's health andthe environment by providing solid•waste andsewer collection. services. www. crosdca.gov Board of Directors April 28, 2011 Paae 2 of 3 "mutual convenience ". The settlement was negotiated by the General Manager, and we • understand that the matter is settled. At the time of preparation of this agenda report, we still do not have a signed contract. A takeover contractor (Schuler Engineering) was hired and promptly completed the job to the complete satisfaction of the District. We were required to pay Schuler $15,412 to complete the work. CMSD has an existing emergency services agreement with Schuler Engineering. Schuler also. submitted a bid for this project at $29,997, but because this project is considered a public contract, the District had a legal obligation to award a contract to the responsive low bidder, which in this case was Bec Bowls. Strategic Element and Goal By promptly completing this project it complies with Strategic Plan Element 1.0., Sewer Infrastructure, Strategic Plan Goals 1.4., System wide Sewer Replacement and Repair Program and 1.7., Pump Station Maintenance & Standardization Program. Legal Review District Counsel was in the loop at all times and worked with the General Manager, • District Engineer and other staff as a team to bring this matter to closure promptly. District Counsel prepared the letter notices and settlement agreement. Financial Review The total cost for this project is $32,412, which is broken down as follows: Bec Bowls Settlement: $17,000 Schuler Engineering: $15,412 Committee Recommendation Not applicable Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the April 28, 2011 regular Board of Directors meeting at District Headquarters and on the District website. C7 Board of Directors April 28, 2011 Page 3 of 3 • Alternative Actions 1. As this is a "receive and. file" item there are no alternative actions proposed. Attachments A: Original Contract with Bec Bowls B: Termination Notice C: Backup information supporting termination of contract with Bec Bowls D: Settlement Agreement Reviewed by: Sherry Kallab Administrative Manager • Mr. James Slaughter, III BEC Bowls, Incorporated 333 East Stuart Avenue, Suite B1 Redlands, CA 92374 Re: Letter Agreement for Public Works Project; Replacement of Discharge Bases, Installing New Pumps, Installing New Piping at South Coast Plaza Pumping Station Dear Mr. Slaughter: By signing this letter agreement you agree to perform the following work for the Costa Mesa Sanitary District: install construction fencing with green screening at work site; provide and install bypass pump and bypass pumping station flows during work; remove existing pumps and discharge bases, install new District - supplied discharge bases and District - supplied pumps; provide and install new stainless steel discharge piping from • discharge bases to back of check valves in valve vault; re -plumb air release discharge line to wet well; and restoration of site conditions as appropriate at a lump sum cost of $21,940.00 in accordance with your proposal dated December 2, 2010, at South Coast Plaza Pumping Station at south parking structure, South Coast Plaza, 3333 Bristol Street, Costa Mesa, California. No extra work or additional compensation is permitted without a written change order signed by the District. You agree that you have the license required to do this job or as requested by the District and that License No is the following: "A" and "C -42; 761363. You understand that this job, if over $1,000 in value and not exempt, requires compliance with the prevailing wage law. (Labor Code § 1720 et. seq. and California Code of Regulations, Title 8, Section 1600 et seq.) As such, the District will ascertain the prevailing wages to be paid on this job from the Director of Industrial Relations. You understand that you are required to pay prevailing wages and are required to maintain prevailing wage records regarding those payments. You are also required to comply with the apprentice requirements. The District will enforce state penalties of $50 per day for failure to pay any worker in accordance with the prevailing wage law. Contractor recognizes that state law makes eight hours a day's work and any worker working in excess of that time must be paid overtime. (Labor Code § 1813) • You must have workers compensation insurance and by signing this contract you acknowledge this requirement in accordance with Labor Code § 1861. You will provide a certificate of insurance evidencing this coverage. If this contract is for over $25,000, you must post a labor and materials bond on District's form. (Civil Code §§ 3247, 3248) The District acknowledges that if it provides you with locations of underground pipelines, and we are incorrect and those utilities must be relocated, the District will pay for those relocation costs in accordance with statutory requirements. (Government Code § 4215) You agree to provide the District with notice of any hazardous materials, subsurface or latent physical site conditions if encountered if this work involves excavations deeper than 4 feet. If this work exceeds $25,000 and the excavations exceed 5 feet, you must provide a detailed trenching plan. (Penal Code § 7104, Labor Code § 6705) If this contract is for at least $5,000 and progress payments are made, District will to retain 10% of the contract until 60 days after notice of completion is filed: (Public Contract Code §9203, §7107) Progress payments may be authorized if this job will take in excess of 30 days. If you bid for this job and were required to submit a subcontractor's list, you may only substitute one of those bidders by complying with that Act. (See Public Contract Code § • 4100 et. seq.) Contractor shall be required to maintain GCL insurance policies of at least $500,000. District shall be named as an additional insured. Contractor shall indemnify, defend and hold the District harmless from any and all claims or litigation or loss arising out of the work performed pursuant to this contract save and except any proportionate share caused by District's sole or active negligence. If you submitted a bid, you declare by signing this contract that you did not collude to obtain this job (Public Contract Code §7106) You agree that all work will be performed in a workmanlike manner and guarantee such work for a one year period. Said one year period shall commence on the date of filing of the Notice of Completion. No work shall be performed until all insurance and bonds are on file and this letter agreement has been properly executed. No work shall be performed until a "Notice to Proceed" is given by District. District reserves the right to terminate this contract upon giving you 10 days notice. You • will be entitled to payment for work performed up until the notice of termination unless you were in default in your performance. In the event of a conflict between this agreement and any other document, this agreement shall control in all respects. If you agree with the above, please sign below. DISTRICT CONTRACTOR Approved by: Reviewed and Accepted by: ommw General Manager Si ature Name 0"C-v \' Approved to Form: Title Harper & Burns LLP District Counsel Date 0 • • C� Attachment B March 18, 2011 James W. Slaughter, III CEO - President BEC Bowls, Inc. 333 East Stuart Avenue, B -1 Redlands, California 92374 -4440 Facsimile (909) 335 -6385 ceo @becbowls.com. Sent via Facsimile, Electronic Mail and U.S. Mail Re: NOTICE OF TERMINATION Contract with the Costa Mesa Sanitary District South Coast Plaza Pumping Station Work Mr. Slaughter: RIVERSIDE / SAN BERNARDINO (951) 674.0698 Notice is hereby given that your contract with the. District involving the South Coast Plaza Pumping Station is terminated for cause. The specific grounds for the termination will be detailed in a subsequent letter but involves failure to competently perform the work in accordance with the law. Please discontinue all work on this project and clear the site so that we may have a takeover contractor finish the work. ' To mitigate your damages, the District proposes to take over and pay you for certain rentals and materials, including the following: 1. Three sewer plugs, 2. A Goodwin bypass pump rental, 3. Chain link fence and portable outhouse, and 4. Certain materials related to the installation you purchased: stainless steel bolts, piping and flanges. We may need to discuss other items after the job is complete. If you have immediate concerns about the status of equipment or supplies, please feel free to contact the District Manager or District Engineer. LAW OFFICES OF HARPER & BURNS LLP A LINMED LIABILITY PARTNERSHIP INCLUDING A PROFESSIONAL CORPORATION 453 S. GLASSELL STREET IOHN R. HARPER' ORANGE, CALEFORNIA 92866 ALAN R BURNS COLIN R. BURNS (714) 771 -7728 FAX (714) 744 -3350 OF COUNSEL MICHAEL MONTGOMERY- wwwlarperbums.com 'A PROFESSIONAL CORPORATION March 18, 2011 James W. Slaughter, III CEO - President BEC Bowls, Inc. 333 East Stuart Avenue, B -1 Redlands, California 92374 -4440 Facsimile (909) 335 -6385 ceo @becbowls.com. Sent via Facsimile, Electronic Mail and U.S. Mail Re: NOTICE OF TERMINATION Contract with the Costa Mesa Sanitary District South Coast Plaza Pumping Station Work Mr. Slaughter: RIVERSIDE / SAN BERNARDINO (951) 674.0698 Notice is hereby given that your contract with the. District involving the South Coast Plaza Pumping Station is terminated for cause. The specific grounds for the termination will be detailed in a subsequent letter but involves failure to competently perform the work in accordance with the law. Please discontinue all work on this project and clear the site so that we may have a takeover contractor finish the work. ' To mitigate your damages, the District proposes to take over and pay you for certain rentals and materials, including the following: 1. Three sewer plugs, 2. A Goodwin bypass pump rental, 3. Chain link fence and portable outhouse, and 4. Certain materials related to the installation you purchased: stainless steel bolts, piping and flanges. We may need to discuss other items after the job is complete. If you have immediate concerns about the status of equipment or supplies, please feel free to contact the District Manager or District Engineer. James W. Slaughter, III Notice of Termination March 18, 2011 Papze 2 We will be in contact with you to resolve any outstanding issues in the near future. Sincerely, HARP R & BURNS LLP C. Alan R. Burns District Counsel cc: General Manager District Engineer • • • • JOHN R. HARPER- ALAN R. BURNS COLIN R. BURNS OF COUNSEL MICHAEL MONTGOMERY- 'A PROFESSIONAL CORPORATION March 25, 2011 is Attachment C LAW OFFICES OF HARPER & BURNS LLP A LRATIED LIABILITY PARTNERSHIP INCLUDING A PROFESSIONAL CORPORATION James W. Slaughter, III CEO - President BEC Bowls, Inc. 333 East Stuart Avenue, B -1 Redlands, California 92374 -4440 ceo @becbowls.com 453 S. GLASSELL STREET ORANGE, CALIFORNIA 92866 (714) 771 -7728 FAX (714) 744 -3350 www.barperbums.com Sent via Electronic Mail and U.S. Mail Re: Backup for 'Termination for Cause Contrkct with the Costa Mesa Sanitary District South' Coast Plaza Pumping Station Work LU=IDE / SAN BERNAWIHO (951) 674 -0698 Mr. Slaughter: In response to your letter advising the District that we had not yet provided you with the details of the reasons for your termination for cause, the following is provided which will supplement the recent communication frdm District Engineer Hamers: 1. You appeared not to understand about the requirements of space work, and your workers did not have the certification required, nor did they have the proper safety equipment (e.g., gas sniffer, boots, Tyvek suit). This set the job back until you complied with these safety protections. Your foreman's first reaction to this situation was the idea of taking an on -line confined space certification course overnight during the project, which would have resulted in no experienced confined space personnel on site when entering a permit required confined space. 2. You did not .have the correct sewer plug that would have allowed you to enter the wet well and perform the repairs. This also added to the delays. 3. You did not have the proper hardware and anchor bolts. 4. You did not have a blower. 5. You did not have a hoist, and you were required to have District forces do this portion of the job for you using the District hoist and labor. 6. You were going to lift and handle the pumps with a backhoe, which may. have damaged the pumps, guide rails and other appurtenances. 7. You contracted for a subcontractor for concrete coring when you probably needed concrete breakup. James W. Slaughter, III Backup for Termination for Cause March 25, 2011 Paae 2 8. Your workers were attempting to jackhammer concrete from a ladder, which was dangerous. 9. You incorrectly rented scaffolding that was too short and lost valuable time assembling and disassembling the scaffolding. 10. Your confined space supervisor became impatient with how long the job was taking and left the site. 11. One of the batteries for the bypass pump was dead, and your personnel did not appear to understand that fact or how the equipment worked. 12. The job was supposed to take about a week, but after 4 and one -half days, it was only half done. 13. District personnel lost confidence in your company's competence to perform the work, apparently due to the fact a key employee left your employment. For these reasons and others the District needed to terminate the contract. Notwithstanding this termination "for cause," we are amenable to paying certain of your costs and settling this matter with your company, which could change the termination to one "for mutual convenience." We need your invoices to accomplish that so we can have a global settlement of all disputes. For your information, the takeover contractor, Shuler, was able to promptly finish the job. Our settlement with you will have to take into account the costs to the District to have the takeover contractor finish the project. Sincerely, HARPER & BURNS LLP Alan R. Bums District Counsel cc: General Manager District Engineer • 0 Attachment D • SETTLEMENT AGREEMENT This Settlement Agreement is made and entered into this day of 2011, by and between the Costa Mesa Sanitary District (hereinafter "District ") and BEC Bowls (hereinafter "Contractor") with reference to the following facts: RECITALS WHEREAS, District and Contractor entered into Letter Agreement for Public Works Project for Replacement of Discharge Bases, Installing New Pumps, Installing New Piping at South Coast Plaza Pumping Station (hereinafter referred to as "Letter Agreement "); and WHEREAS, a dispute arose about the performance of that Letter Agreement and District provided Contractor a Notice of Termination dated March' 18, 2011; and WHEREAS, the parties disagree about whether that termination should have been for.cause; and WHEREAS, the District hired a takeover contractor to finish the work and has paid that contractor in full; and WHEREAS, as part of that takeover work District agreed to pay certain invoices for equipment and materials that Contractor incurred prior to being terminated; and WHEREAS, the parties do hereby desire to settle their dispute and resolve all their differences without admitting fault; In consideration of the above, the parties do now AGREE as follows: 1. Payment to Contractor. District agrees to pay Contractor the total sum of Seventeen Thousand Dollars ($17,000.00) as full settlement of all amounts due owing and unpaid or that might be claimed in the, future arising out of the work described in the Letter Agreement (hereinafter the "project ") and all arrangements and obligations arising therefrom. Contractor agrees that this sum shall settle all known and unknown claims and is knowledgeable with Civil Code Section 1542, which provides as follows: A general release does not extend to claims which the creditor does not know or suspect to exist in his or her favor at the time of executing the release, which if known by him or her must have materially affected his or her settlement with the debtor. • Contractor intends to release and waive known and unknown claims. 2. District's obligations. In addition to paying the above amount, District shall also • pay for obligations arising out of certain rentals beginning on March 18, 2011, when the District took over the project, including the following: a. rental of three sewer plugs, b. rental of two Godwin bypass pumps, c. rental of chain link fence and portable outhouse Other than the above items, each party shall be responsible for its own obligations incurred related to the project. District's payment of Seventeen Thousand Dollars ($17,000.00) in compensation to Contractor includes payment for stainless steel bolts, piping and flanges originally purchased by Contractor but used by District's takeover contractor. 3. Payment of materialmen and laborers. (a) Contractor represents that it has paid all materials providers, laborers and other subcontractors and that all of its employees and agents have been paid for work performed on this job. Contractor shall indemnify, defend and hold District harmless from any claim or litigation arising from its obligations with respect to the project. (b) District shall indemnify, defend and hold Contractor harmless from any claims for money from obligations District has agreed to takeover, including, but not • limited, to the items described in Section 2, above. 4. Termination for convenience. In consideration of the above, and the remaining provisions of this Settlement Agreement, the parties agree that this termination shall be considered for the convenience of the District. 5. Authority. Each person signing warrants that they have the authority to bind the party on whose behalf they are signing. IN WITNESS WHEREOF, the parties hereto have caused this Amendment to Agreement to be executed the day and year first above written. COSTA MESA SANITARY DISTRICT BEC BOWLS General Manager 2 Signature By: • ® APPROVED AS TO FORM: District Counsel • 0 3 Meeting Date Item Number 04/28/11 XVIL F. Joan Revak From: Scott Carroll �ent: Thursday, April 14, 20118:27 AM To: Joan Revak Subject: FW: SCADA System FYI regarding President Ooten's reimbursement Scott Carroll, General Manager Costa Mesa Sanitary District (949) 645 -8400 www.crosdca.gov �SA.I Ua From: Bobbyooten @aol.com [mailto:Bobbyooten @aol.com] Sent: Thursday, April 14, 20117:54 AM To: Scott Carroll Subject: Re: SCADA System Two things. Please agendize reimbursement for me attending one day at CWEA Annual conference in Ontario The cost was $300 plus mileage. Secondly I caught up with an old friend named Gene Heyer presently of Tesco Controls, Inc at CWEA: He is an Instrumentation /Controls engineer who used to work for Carollo Engineering. His cell is 951 440 1924. Also SAGE Designs, Inc local rep for the company SCADA and Security Products. The local prep is Ken - Vandereer telephone 1 888 ASK SAGE. Ken is in NB, I believe. The conference was enlightening in that I learned more about compliance tactics the state and EPA may take and that the compliance audits target for Sewer spills is 3 SSOs /100 miles. The NGOs remain active in lawsuits against all sizes of agencies above the target of 3 SSOs /100 miles with some very large fines for small and medium size agencies as well as the regulators performing compliance activities. There will be more speakers on this topic, but I cannot afford the time to attend. 40 V CHAIR JOHN MOORLACH Supervisor Z District VICE CHAIR CHARLEY WILSON Director Santa Margarita Water District PAT BATES Supervisor 5'" District PETER HERZOG Councilmember City of Lake Forest SUSAN WILSON Representative of General Public N WITHERS for Ranch Water District ALTERNATE BILL CAMPBELL Supervisor 3` District ALTERNATE JAMES FISLER Director Mesa Consolidated Water District April 11, 2011 Meeting Date Item Number 04128/11 XIX. A. LOCAL AGENCY FORMATION COMMISSION ORANGE COUNTY RECEIVED Bob Ooten APR 1 1.2011 Costa Mesa Sanitary District 628 W. 19th Street COSTA MESA SANITARY UlSTR1CT Costa Mesa, CA 92677 -2716 SUBJECT: Ratification of Proposed By -laws for the Orange County Special District Selection Committee Dear Mr. Ooten, The Orange County Special. District Selection Committee is responsible for selecting special district members to the Local Agency Formation Commission ( LAFCO) for Orange County. For the past 17 years, the Orange County Special District Selection Committee has successfully operated under the "Independent Special Districts Selection Committee Rules of Procedure" (attached). Due to issues arising at the January 27, 2011 election, a working group was convened at the request of the Executive Committee of the Independent Special Districts of Orange County (ISDOC). This working group was tasked with drafting new .by -laws for the Orange County Special District Selection Committee. The draft by -laws, as developed by the working group, are attached. Your district is asked to vote on the proposed by -laws through the enclosed mail -in ballot. The ballots must be received by LAFCO by 3:00 pm on Thursday, May 26, 2011. Please return the ballots by certified mail, Fed -Ex or another delivery service which provides proof of receipt. ALTERNATE Also enclosed is information regarding the proposed by -laws and a copy of the 1994 DEREK J. MCGREGOR "Independent Special Districts Selection Committee Rules of Procedure." If you have any Representative of General Public questions, please feel free to call me at 714 - 834 -2556. ALTERNATE BOB RING Sincerely, Councilmember City of Laguna Woods " JOYCE CROSTHWAITE Executive Officer Joy a Crsthwaite Executive Officer Enclosures: 1. `Independent Special Districts Selection Committee Rules of Procedure" (1994) • 2. Proposed Bylaws for Orange County Special District Selection Committee (2011) 3. Ballot 4. FAQs 12 Civic Center Plaza, Room 235, Santa Ana, CA 92701 (7 14) 834 -2556 • FAX (7 14) 834 -2643 http: / /vwvw. oclafco. org S� • • Enclosure 1 INDEPENDENT SPECIAL DISTRICT SELECTION COMMITTEE RULES OF PROCEDURE adopted February 10, 1994 A. Registration Each member of the Selection Committee shall be entitled to one vote for each independent special district of which he or she is the presiding officer (or alternate board member selected.by the district's board). Each member shall provide written authorization (such as resolution or minute excerpt) at the time of registration. Each voting member shall register and sign a declaration of qualification. The member will then be given ballots and other voting materials. B. Quoru m Members representing a majority of the eligible districts shall constitute a quorum. Before calling the meeting to order, the chair shall verify that a quorum has registered and is present. C. Nomination Independent special districts may submit nominations for the regular member positions and the alternate-'Eosition. Such Nominations shall be submitted on forms to be prepared by the Executive Officer and may be accompanied by resumes [and other written material] if desired. ALL NOMINATION FORMS MUST BE RECEIVED BY THE EXECUTIVE OFFICER ON OR BEFORE 5:00 P.M. ON THE 10TH DAY PRIOR TO THE DATE OF THE ELECTION MEETING. The Executive Officer will distribute a copy of the nominations and accompanying materials to each member at least five (5) days prior to the date of the election meeting. D. Votinq Voting shall be conducted separately for each position. A • candidate must receive a majority of the votes cast in order to be elected. In the event no candidate receives a majority, run -off balloting shall be conducted between the two candidates receiving the highest number of votes. In the case of a tie in the second highest total, the tied candidates will all be included in the runoff. Balloting will continue until one candidate receives at least a majority of the votes cast. The above process shall be conducted to elect the first regular member from among all regular member nominees. To elect the second regular member, the above process will then be repeated among all remaining nominees for the regular member positions. The above process will then be followed to elect the alternate member from the alternate member nominees. E. Selection of Terms The candidates elected for the two regular member positions shall draw lots for the four -year term and the two -year term. jca/ 9326/ 020894 • • J Enclosure 2 1 ARTICLE I Name and Location Section A Name '.ti 1 3 7 �... � 1 li `i7f. ,, This organization is the Orange County Special District i," ;i� �'u !t4 +i1i ' °9 , .�li i Committee, ,heremireferred to as The Special Di "strict Selection w. Committee { , 0" ,y ilft fill. P r AkTICLEIIIi + Nature;a'nd Purpo se ill ,'', + i" + , t j� +•� ,�i + Section A General Function, ; �! 01 t +, y: y, ;, r "p "�l +. iii fit i{ t.1 V i f TheSpeciali istrictSelection'��°o' ffiittee'`shall coi ' st of td�l1 �� 1t��� +i +s`tt +i, ' +�1� 1 . , L representafives from each independent special district in Orange vii li 11",1 41WIJ' 3,fi +i ; +N" +ii. �. iisounty for,purposes oftthe special districtsl�actingljolntly to appoint i t' Special District representatives to the Orange County Local Agency ; ' Formation Commission (LAFCO). Section B Selection Responsibilities The Special Districts Selection Committee shall select two regular commissioners and one alternate commissioner from the special districts within the County ( §5633.2). Such appointments shall be made in accordance with these bylaws as established by the Special Districts Selection Committee. 1. Orange County Local Agency Formation Commission Two (2) regular members One (1) alternate member ARTICLE III f, • Membership and Government Section A Presiding Officer as Members The membership of the Special District Selection Committee shall consist of the presiding officer of each independent special district within Orange County (Government Code 56332 {a}). The Orange County LAFCO Executive Officer or designee shall provide a list of independent special districts to the Special District Selection Committee upon request. Section B Presiding Officer's Representatives If the Presiding Officer of an independent special district is unable to. attend a Special District Selection Committee meeting, the legislative body of the ; district may appoint one' of its members to attend the meeting of the special districts selection committee in the presiding officer's place (Government Code 563321a }). Section C Declaration of Qualification The ,presiding officer,.or Board: Secretary ,of each independent special district shall; sign a 'Declarati'on of Quali,fi;cation" „(attached prior to receiving a copy of the ballot'' No other written authorization to vote shall be required. Section D Necessary Quorum Representatives of a majority of the independent special districts shall constitute a quorum (Government Code 56332 {a }. If a quorum is not present at a meeting of the Special District Selection Committee, the meeting shall be adjourned or postponed to a time and place determined by the Chair. Section E Voting and Other Actions All votes and actions of the Special District Selection Committee shall be recorded in writing by the Orange County LAFCO Executive Officer or designee. The record is public and ballots shall include the name of agency and of the member voting. Section F Election in Writing If the Orange County LAFCO Executive Officer or designee determines that a meeting of the Special District Selection Committee, for the purpose of selecting the special district representatives or for filling a vacancy, is not feasible, the Orange County LAFCO Executive Officer or designee may conduct the business of the Special District Selection Committee in writing (Government Code 56332 {c}). (1) The Orange County LAFCO Executive Officer or designee may call for nominations to be submitted in writing within 30 days. At the end of the nominating period, the Orange County LAFCO Executive Officer or designee shall prepare and deliver, or send by certified mail, to each independent special district one ballot and voting instructions. If only one candidate is nominated for a vacant seat, that candidate shall be deemed selected, with no further proceedings. (2) As an alternative to the delivery by certified mail, the Orange County Executive Officer or designee, with the prior concurrence of the II'�.IiI d voting I,district, mayf{transmit the ballot an,, instruct�onst;by eleetromcl, l l mail, providje�d "' tliati;Ethe Orange , ICounty LAFCO;?, Executive Office �or.'t r i' +;lllii!i l' .I I'h.. t tli �iFl� ltll I' designee shi�lall retain w bitten evidencelof the receipt,of that material. (31),,The ballot shall include the nameslof all nominees and the office fors whiWfi each,fwas nominated. Th6Mistric'ts shall ret6r`n the ballots to tH'e` Orange Countyt,i LAFFCO Executive Of lb r or d'esigne,e l y the date; specified m4 the voting instructions, which {shall beat least 30 days froim. I the 3date on llwhichi; the Orange =,County LAFC0 11Executive Officer ior' 'I f f t ??'� f: +� (t3t l�INifl�llti f }h � ,;;,ir I designee ma�!led the bal {lots to thetd��str�cts' +�j , 51 :y' 4 (i 11 R ;f l.y t rlsfe4` f ill: ! t t.i ') If thejbrange County L1AFCO Executive Officer or designee lias !ItransmittedG?;the ballot'; and noting instructi °o;ns b�" "olectronic mail, th'e districts may return the ballots to the Orange County LAFCO Executive Officer or designee by electronic mail, provided that the Orange County LAFCO Executive Officer or designee retains written evidence of the receipt of the ballot. (5) Any ballot received by the Orange County LAFCO Executive Officer or designee after the specified date is invalid. The Orange County LAFCO Executive Officer or designee shall announce the results of the election within seven days of the specified date. Section G Compensation Members of the Special District Selection Committee shall serve without compensation. Section H Dues or Assessments No fixed dues or assessments shall be regularly levied on any Independent Special District for operation for the Special District Selection Committee. ARTICLE IV Officers Section A Positions The elected officers of the Special District Selection Committee shall be a Chair and a Vice Chair. Both shall be Presiding Officers when elected. The Orange County LAFCO Executive Officer or designee shall act as the permanent Secretary and Recording Officer for the Special District Selection Committee. Section B Election The Chair acid Vice: Chair shall be elected at a Special District Selection Committee;meeting to be held concurrently with the lndependentSpecial,Districts of Orange County (I$DOC) second quarterly meeting of bild- numbered years or whenever a vacancy occurs. The;election of!officers shall b6 by a majority vote of the members present. Section C Terms The terms of the Chair;.and Vice Chair shall be for ra period of two years. A Chair or Vice;thair no;.longer serving as Presiding Officer of a6 Orange County special district shall be removed.-, Section D Duties The Chair shall preside at all meetings of the Special District Selection Committee, and perform all duties required by law or specified herein to facilitate the purposes of the Special District Selection Committee. The Vice Chair shall act in the place and stead of the Chair in the Chair's absence. If both the Chair and Vice Chair are absent from a meeting, a Chair Pro Tem shall be selected from the members present to conduct the proceedings. The Orange County LAFCO Executive officer or designee shall be present at all meetings and maintain the records of the Special District Selection Committee and transmit to each member notices and minutes of all meetings. ARTICLE V J Meetings Section A Regular Meetings The only scheduled regular meetings of the Special District Selection Committee shall be held concurrently with the Independent Special Districts of Orange County (ISDOC) second quarterly meeting of odd- numbered years. All other meetings shall be considered special meetings. Section B Special Meetings The Orange County LAFCO Executive Officer, or designee shall call and give written notice of all special meetings of the Special District . Selection Committee (Government Code 56332 {b }). A meeting shall be called and held under-one of the following circumstances: �1 � ���t �� If+ { 1i I 11! 1rj r �11ii Si 1 �1� j 9 '11 lr11 I111 {1r t 5;� WHO: 1 r�J.l � 1�rr k i }1 Ml•' 4 � 1 dlir i +tl3,G11�1[ �Ia Wheneverfth`e,0�range County�LI�FCO Exeeutwe''Officer or !''�� +� " },'�y designee anticipates,that a vacancyiwill occur within the next 90 i' it�,11l, i1 1111,11 !;;l1 1 11111 �f11i, ,rf days! amonlg ;the members or alternate: memberhre'presenting I "I 11 i li 1111 {si 111fil � ;I;� + independent special.d<stricts ornahe eommitteeli1111, u1, memner re,presenty 11,1;' . !!1111li 11111fl Orange County LAFI 11 fi� i, !(3) Uponl,r','eceipt o l�, 1rt, � 1� ,the SpeciallDistrict 'jl 11�!' 1 .l;h'aving 10 percent o property within the assessment roll. ncy exists.amongiltne me independent sp'e`cial dist 1 ,, Comm ssion� ,'i '1t 1�'jJ1,111i11�1 lkii!110! 1' hill" lr�iu, written request byione c 11t1�}' :111'1 ection Commilrepres 11, i'jI111 ttee i "1,,; lore of the assessedlvalu 11:1 iq1 w i11r�1i unty, as shown on the la: Section C Meetings Notices ternate ore members of111� ng districts 1j'1'1 taxable ,ualized county u�u At least six weeks prior to a regular or special meeting of the Special District Selection Committee, the Chair shall notify the Orange County LAFCO Executive Officer or designee of the date, time, and place of the meeting. At least three weeks prior to each meeting, the Orange County LAFCO Executive Officer or designee shall give written notice to each special district of the date, time and place of the meeting. The Orange County LAFCO Executive Officer or designee shall also give electronic notice to each member of the date, time and place to which any meeting of the Special District Selection Committee is continued. Section D Conduct of Meetings Unless otherwise specified herein, all meetings shall be conducted in • accordance with prevailing parliamentary law. ARTICLE VI Selection of Special District Representatives Section A Nominations Any special district may submit nominations for the regular or alternate position on Orange County LAFCO. Such nominations shall be submitted on the attached forms. Nominations may be accompanied by resumes and any other written material if desired. All nominations shall be received by the Orange County Executive Officer or designee on or lj;efore 3:00 P.M. on the twentieth (20th) day prior to the date''bf;the meeting'of the Special District Selection Committee. The Orange County LAFCO Executive Officer or designee;shall distribute a copy of the nominations and aiy accompanying material to each special district at least five (5) days prior' to the meeting of the Special DistHet•Selection Committee. Each s'peci,al ;district . shall! be responsible for distributing the nominations and accompanying material to its presiding officer and board. Section B Balloting Selection of Special District representatives shall be by written ballots which show the name and Special District of the member voting and the name of the nominee for whom the vote is cast. The completed ballots for each appointment shall be presented concurrently to the Orange County LAFCO Executive Officer or designee. When all ballots are in the hands of the Orange County LAFCO Executive Officer or designee, the results shall be tallied and announced to the membership. A separate balloting shall be held for each appointed position. Section C Appointment Requirements 1. All appointees shall be elected or duly appointed officials and serve terms of four years, except as otherwise provided by law. Appointees no longer serving as elected or duly appointed officials are removed. 2. A majority vote of the representatives of the special districts present at the Special District Selection Committee meeting is necessary for appointments. If there are three or more nominees and none receives -a majority vote of the special districts present, the two nominees with the highest number of votes shall be the candidates for a run -off vote and the balloting repeated. In case of a tie, the tied candidates shall be included in the run -off election. If neither receives the required majority of the special districts present, after two additional ballots the meeting shall be continued to a subsequent time for further consideration. This rule limiting the number of ballots to a total of three (3) may be suspended upon a two- thirds vote of eligible special districts present. Section D '.,; 'All,Special;D District Sele duties of the regard forth citie`si,withig, I!1 ii! to rep,ort regu concern to the +I A11.8!pecial Diis ngyt bd meetii Section E Responsibilities of Special District Representatives strrcti..r�epresentat»es tion Committee arei n l!!i !. •' r positions with d igi publicltrust andithe j rangeilCounty. Represen arlyi,to the special idistri 11100" til;ii z, l t! u mb meer district§101 trict re'presew �1gs of th&,LAFi Removal'bf i ppointe ponsiblc ,ce, inte€ nt intere, tives are 'sign mat �sishalli'enc ommissia ?cial Distr' -exercising the'!; and the highesi the citizens of tl f ected periodically ioeiIb attend all duly Wlfl T:;,, Representative Any Special District representative appointed by the Special District Selection Committee to LAFCO can be removed by.the Special District Selection Committee through the same balloting procedure and majority vote required for appointment. ARTICLE VII Amendments Section A Authority These bylaws may be amended at a meeting of the Special District Selection Committee where two- thirds of the members are present, and then by majority vote of those members present. Section B Notice Proposed amendments to these bylaws must first be submitted in writing to all members at least four weeks prior to the meeting at • which adoption is considered. ARTICLE VIII Conduct of Meeting Section A Notice of Meetings Notice of all regular and special meetings of the Special Districts Selection Committee shall be provided in accordance with the "Open Meeting Law ", Section 54954.1 of the Government Code, and other applicable provisions of existing law. Section B Order of Business Though the order of business may.vary slightly per; the Chair of the Special District Selection Committee direction, conduct of the Special District Selection Committee meetings for the purpgses of selecting "' representatives to the'Orange County LAFCO Commission shall generally adli'ere to;tli'e following order of business: 1. Call t'dOrder :.. 2. PledgeiofAlleg►dnce 3. Roll C611 4.Appro yal of Minutes S. Public Comment 6. Candidate Statements 7. Distribution of Ballots 8. Counting of ballots 9. Run -off ballots (if necessary) 10. Announcement of results 11. Other Business 12. Adjournment U DECLARATION OF QUALIFICATION TO VOTE NAME OF DISTRICT Address. City, State, Zip Code I, ,* hereby attest that * *has been authorized by the. Board of (name of district) to Vote in the Or D eIectto"n l';16M" mittee�' 2 ki Boar'dJals mate Vibbi ne ail Signature *: Date: esi nge County Special (section. f�nated �,. {, �� ,�, � : * * *as the !I+ Aber. `Must be signed by either Board President or Board Secretary ** Must be a member of the Board ** *Must be a member of the Board Enclosure 3 BALLOT ORANGE COUNTY SPECIAL DISTRICT SELECTION COMMITTEE RATIFICATION OF PROPOSED BY -LAWS Instructions To vote for ratification of the proposed Orange County Special District Selection Committee By- laws, check the box to the left of your selection, complete the information and sign below. Does the Costa Mesa Sanitary District approve the proposed bylaws for the Orange County Special District Selection Committee? ❑ Yes, the Costa Mesa Sanitary District approves the proposed bylaws for the Orange County Special District Selection Committee No, the Costa Mesa Sanitary District does not approve the proposed bylaws for the Orange County Special District Selection Committee Signature of Board President Date of Board Action LAFCO must receive ballots by 3:00 Pm Thursday, May 26, 2011 LAFCO 12 Civic Center Plaza, Room 235 Santa Ana, CA 92701 Enclosure 4 Frequently Asked Questions I. Who is the Orange County Special District Selection Committee? The Orange County Special District Selection Committee is established by Government Code Section 56332 which states: (a) The independent special district selection committee shall consist of the presiding officer of the legislative body of each independent special district. 2. What is the function of the Orange County Special District Selection Committee? The Orange County Special District Selection Committee appoints two regular members and one alternate member to the LAFCO Commission. (Government Code 56332 151.d) 3. How is the Orange County Special District Selection Committee different from the Independent Special Districts of Orange County ( ISDOC)? The Special District Selection Committee is comprised of the presiding officer (President or Chair) of each independent special district. It is established by the Government Code. The Independent Special Districts of Orange County ( ISDOC) is a membership association representing Orange County's independent special districts. ISDOC is the affiliated Orange County chapter of the California Special District Association (CSDA). 4. Who wrote the new bylaws? The Executive Committee of ISDOC established a working group comprised of the following individuals to revise the by -laws for the Special Districts Selection Committee: • David Cordero — MWDOC / ISDOC • Patricia J. Quilizapa - -- ISDOC • Robert Ennis— OCWD / ISDOC • Joyce Crosthwaite— Orange County LAFCO • John Schatz —Santa Margarita Water District • Scott Smith— Orange County LAFCO The ISDOC Executive Committee is comprised by: Rich Freschi (Serrano Water District), John Withers (Irvine Ranch Water District), Bob Moore (South Coast Water District), • Patty Quilizapa (McCormick, Kidman & Behrens), Joan Finnegan (Municipal Water District of Orange.County), and Saundra Jacobs (Santa Margarita Water District). • S. How are the proposed bylaws different from the 1994 "Rules of Procedure "? The proposed bylaws: • Specify that ballots shall be public with the name of special district voting on each ballot. • Provide a form to be signed by the Presiding Officer or Secretary of the district attesting that the person voting has been designated by the district's governing body. No other authorization will be required. • Provide a process for mail -in ballots. • Clarify the voting process. 6. What is the process for approval of the bylaws? Ballots were sent to the presiding officer of each independent special district via certified mail. The board of each independent special district will be asked to meet, • discuss, and vote on the proposed by -laws. LAFCO must receive the ballots before 3:00 pm, Thursday, May 26, 2011. Districts may use certified mail, Fed -Ex or another delivery service that provides proof of receipt. Adoption of the proposed bylaws requires the approval of a majority (14 or more) of the districts. • ,r rm atwwaw•wrwsw� Q k 47. rte`. Meeting Date Item Number 04/28/11 xx B. NI San Diego Hotel San Diego, California • June 9 -10, 2011 06. 11u��d ysny 01`dd bal-d 's'(1 piepueas pey�osejd Loa Va'0bai0 un 5VZ 'aiS ''pnjg MUON S£5Z afrrfflsul Ju91HuMA09 rg007 Pug 1a!4s!0 I813aas o<; ,t' r PLUS SPECIAL SATURDAY WORKSHOPS - JUNE 11, 2011 'I. BOARD SECRETARIES WORKSHOP 2. BROWN ACT & CONFLICT OF INTEREST WORKSHOP 3. FINANCIAL COST CONTROL WORKSHOP SEE INSIDE FOR MORE DETAILED INFORMATION Brown Act Workshop approved for 5.5 MCLE credits by the State Bar of California. Provider certifies that an application is pending for 11 fresh water distribution and fresh water treatment continuing education units for this seminar. ABOUT SPECIAL DISTRICT AND LOCAL GOVERNMENT INSTITUTE With over 43 years of experience and graduates from over 1,000 local government agencies, SDI is the premier special district and local government training institute. "These seminars are the most organized, best run educational' r forums Pve ever . '��. attended.„ Y F a R.M., Crescenta Valley Water District THE ADMINISTRATION SEMINAR BRINGS YOU: Top -notch speakers, comprehensive handbook, and 43 years of experience by the premier local government training institution. Learn the latest techniques for run- ning lean, efficient operations. WHO WILL BENEFIT? EXPERIENCED DIRECTORS AND MANAGERS, an updated refresher on running an effective agency. NEWLY - ELECTED OFFICIALS — a must -attend seminar to develop essential knowledge and skills. SENIOR MANAGERS AND STAFF — practicing experts provide tested techniques for your organization. WHAT WILL YOU LEARN? Provides proven tools and methods for dealing with the difficult challenges facing your local government agency. This seminar incorporates the latest information, techniques and insights for solving today's leadership challenges. SEMINAR VALUE PACKAGE: TOP -NOTCH SPEAKERS, experts in their respective fields, chosen for their working knowledge of California local government. CAREFULLY PLANNED CURRICULUM, packed with up -to -date topical information needed by local government officials. COMPREHENSIVE HANDBOOK containing materials from each presentation. Retail value $100. CERTIFICATE PROGRAM in Special District Leadership and Management, representing over four decades of continuing education experience. QUALITY HOTELS AND AMENITIES continental breakfast, luncheons, and refreshment breaks daily included in seminar registration. "Excellent presenters, good materials, excellent staff support and facilities." R. W, Brooktrails ]ownship Community Services District SATURDAY WORKSHOPS OFFERED ON SATURDAY, JUNE 11, 2011 Registration /Continental Breakfast: 8:00 -8:30 a.m. WORKSHOP 1. BOARD SECRETARIES WORKSHOP, 8:30 am -2:00 pm Arlene Tavani, Monterey Peninsula Water Management District • Guidelines for compliance with Brown Act • Understanding the types of Board /Committee meetings • Preparing and facilitating controversial board meetings • Carrying out the board clerk's role in elections • Assisting with new board member orientation • Handling difficult situations /ethics law • Responding to Public Records Act request • Understanding mass mailing law requirement WORKSHOP 2*: BROWN ACT & CONFLICT OF INTEREST WORKSHOP *Workshop 2 qualifies for 5.5 MCLE credits and meets AB1234 requirements BROWN ACT & PUBLIC RECORDS ACT 8:30 am - 12:00 noon Janet Morningstar, a Law Corporation CONFLICT OF INTEREST LAWS 1:00 pm -3:30 pm Dean Derleth, Best Best & Krieger, LLP • Adjourned, committee and special meetings • Rules for closed sessions, recording meetings and agendas • Your liability as a public official • How to live within current laws WORKSHOP 3: FINANCIAL COST CONTROL WORKSHOP 8:30 am -2:00 pm Speaker, TBA • Learn tools of budget preparation • Capital Improvement projects cost forecasting • Operations and maintenance cost control • Purpose, functions, funding and control of reserve funds • The power and value of budget and audit statement comparison • Tools for rate setting • Finances that elected officials need to understand • is • s THURSDAY, JUNE S, 2011 Registration & Breakfast • 8:00 -8:30 a.m. INTRODUCTION TO ADMINISTRATION: PRINCIPLES FOR RUNNING A SUCCESSFUL AGENCY GLENN M REITER, Glenn Reiter and Associates • Profile of a successful agency • How do you compare with the best: a self - assessment exercise • Key signs to watch for to avoid trouble • Steps to correct problems MANAGEMENT: STAFF AND BOARD PERSPECTIVES PRACTICAL TOOLS FOR BUILDING COMMUNITY UNDERSTANDING AND SUPPORT MARTIN RAUCH, Rauch Communication Consultants, Inc. • How to gain public support when you really need it • Tricks of the trade for cost - effective outreach • Proven guidelines for dealing with vocal opponents and the press • Right roles for staff, governing board and consultants DEVELOPING A LEAN, MEAN ORGANIZATION ROBERT DELOACH, DeLoach and Associates • Assess your organizational effectiveness: operational and regulatory performance; weak and strong spots • Match the right employees and number of employees with the skills required to provide your service • Management and organization techniques to increase efficiency • Use appropriate technology to improve your service and lower your costs • How to identify when outsourcing and insourcing is appropriate DEVELOPING A STRONG MANAGEMENT TEAM KEITH LONDON, Kennedy /Jenks Consultants • Developing core values • Maintaining collaborative and cooperative communication • Building an effective team • Role of the management team EFFECT'IV'ELY PLANNING FOR THE UNEXPECTED MARK MARSHALL, Golden State Risk Management • Succession planning and mentoring for key positions. • Fast rehabilitation and reliability after a disaster • Mutual aid and regional cooperation — communication across agencies and services • Deciding what to do and what not to do in order to implement your plan a FRIDAY, JULIE 10, 2011 a, Breakfast • 8:00 -8:30 a.m. r BETTER BOARD MEETINGS AND POLICIES: MAKING YOUR BOARD MEETINGS PRODUCTIVE — BOARD AND STAFF ROLES k` MARTIN RAUCH, Rauch Communication Consultants, Inc. • Simple things count: agendas, packets, and minutes • Governing Board and staff roles at the meeting • Making the meeting a positive experience • Dealing with problem elected officials DEVELOPING AND ORGANIZING EFFECTIVE AGENCY POLICIES MARK MEYERHOFF, Liebert Cassidy Whitmore • Do you know your agency's policies? • Policies drive.agency actions and costs • Sample policy manuals • Guidance for effective staff and board policies YOUR AGENCY'S PLACE IN LOCAL GOVERNMENT: A LAFCO PERSPECTIVE BOB BRAITMAN, Braitman and Associates • LAFCO's job: what the law says • Taking a regional view • Advice to local agencies HUMAN RESOURCES: HIRING AND KEEPING GREAT EMPLOYEES JUDITH S. ISLAS, Liebert Cassidy Whitmore • Your agency's success depends on your employees • Hiring the right candidate • Retaining good employees • Maintaining good morale with consistent personnel policies EFFECTIVE ADMINISTRATION: HOW TO PROVIDE OUTSTANDING CUSTOMER SERVICE STEPHANIE REIMER, Monte Vista Water District Create the culture you want • Providing the right tools for the team • 9 critical behaviors • How to measure success WRAP UP 4:00 -4:15 p.m. FACULTY EXPERT SPEAKERS SHARE PRACTICAL KNOWLEDGE AND EXPERIENCE The instructors' mission is to utilize expert experience with real world problems, and provide practical information about your responsibilities and ways to resolve issues. "These sessions have helped me enormously to understand and clarify my role, limtations and expectations as a newly elected official. " J. S., East Palo Alto Sanitary Cistricr BOB BRAITMAN has been the Executive Officer of the Santa Barbara Local Agency Formation Commission (or LAFCO) since 1992. As a consultant to public agencies and private parties, Bob specializes in local government reorganizations, jurisdictional relations, provision of public services, land use planning and fiscal analysis. ROBERT A. DELOACH is President of DeLoach & Associates LLC, a management consulting firm specializing in targeted management and consulting services to public utility and public works organizations. His expertise is directed in two specific areas: organizational development and utility asset management Mr. DeLoach concluded his 27 -year public agency career as the General Manager /CEO of the Cucamonga Valley Water District, with prior experience as the Director of Public Works for the Cities of Pomona and Azusa. He has also served as President of Fontana Union Water Company and Chairman of the Chino Basin Watermaster Advisory Committee. DEAN DERLITH is a Partner in Best Best & Krieger LLP. Dean oversees all of the firm's municipal attorneys in its 8 offices throughout California. In his practice, he represents municipal and public agencies in all aspects of general municipal and public agency law, and is the City Attorney for the Cities of Corona and Colton. JUDITH S. ISLAS of Counsel is with Liebert Cassidy Whitmore. She has practiced in labor, education and employment law for more than 20 years. She has an extensive background in all types of employment litigation at the trial and appellate levels, including discrimination, harassment, discipline and wrongful termination, and other employment based claims on behalf of public entities. KEITH LONDON is the President/CEO of Kennedy /Jenks Consultants. Keith has over 24 years of experience in water, wastewater, and reclamation projects. His wide range of project responsibilities have involved planning, analysis and design, preparation of plans and specifications, permit coordination, technical review, and construction review and management. MARK MARSHALL is Safety Officer for Golden State Risk Management Authority, and is responsible for safety training and loss prevention services for Golden State's 180 public agencies. In 2007 the Safety Center of Sacramento awarded Mark the Safety Professional of the Year. Mark also holds a certificate from the Federal Emergency Management Agency (FEMA). Previously Mark was a Fire Chief, and served as the Office of Emergency Services Director for the City of Williams. MARK MEYERHOFF is a Partner in the Los Angeles office of Liebert Cassidy Whitmore. He represents clients in all types of civil litigation, administrative proceedings and arbitrations. He regularly advises and represents clients in all aspects of employment and labor relations matters. He develops and updates personnel rules, policies and ordinances, and presents training programs for supervisors and managers. JANET MORNINGSTAR is in private practice, DBA as Janet Morningstar, a Law Corporation. Janet serves as General Counsel for Rowland Water District and Special Counsel to Municipal Water District of Orange County. Janet has over 16 years experience advising governing bodies in areas such as the Ralph M. Brown Act, the Public Records Act, and the California Environmental Quality Act MARTIN RAUCH is President of Rauch Communication Consultants, leading a team that develops and conducts customized strategic • outreach programs for local governments across the state, as well as strategic planning and facilitation services. STEPHANIE REIMER has over fifteen years of professional experience in both internal and external customer service. She received her Bachelor of Science degree in Business Administration and a Master of Business Administration degree. She is currently the Customer Service Supervisor /Accountant for the Monte Vista Water District where she received the 2010 Employee of the Year award. GLENN M. REITER is President of Glenn M. Reiter & Associates, a financial consulting and advisory firm. He has over 45 years experience in local government as a Director, General Manager, and Chief Engineer. He specializes in financial planning, the setting of rates and fees, and financing of capital improvements. A co- founder of the California Special District Association and the Special District Institute, Glenn is a registered engineer and a Life Member of the American Water Works Association. ARLENE TAVANI has served as Board Secretary and Executive Assistant to the General Manager of the Monterey Peninsula Water Management District for 21 years. She is a founding member of the Association of Board Clerks and Executive Assistants, that meets quarterly to exchange professional information and build intera- gency cooperation. She was a member of the Monterey County Commission on the Status of Women for six years. "The intimate setting provides a very comfortable atmosphere to learn in." • J. C., valley County 14/ater District I e f ' " g and Program Wormation ACCT NOW FOR SPECIAL LOW RATE OMNI San Diego Hotel - 675 L Street, San Diego, CA 92101 A special rate of $141 single /double per room per day has been negotiated for accommodations during the event and for three days before and after the event for reservations made by Friday, May 20, 2011. THERE AREA LIMITED NUMBER OF ROOMS AVAILABLE - please reserve early.. Reservation Telephone Numbers: 1- 800=THE-OMNI (843 -6664) SDI Administration Seminar 2011 - Website address: www.sdbmi.com /OMNI Group Booking Code: 1730010255 SEMINAR INFORMATION: EACH PARTICIPANT RECEIVES: Comprehensive Handbook, all class materials, breakfast, breaks and lunch during . Seminar. Lodging and other meals are not included. CERTIFICATE PROGRAM: You are automatically enrolled as a candidate for the Certificate Program in Special District Leadership and Management. Seminars can be taken in any order and completed within a three -year period. TEAM DISCOUNTS: Attendance of groups of four or more from the same organization, enrolling in the seminar at the same time, are entitled to a $50 discount off the semi nar rate. Not good with any other discounts (including early registration discount). All four roust be enrolled in the seminar. Not good on workshops only. GUEST MEAL PACKAGE: Guest may join you for all meals. A separate meal package for guests must be purchased. CANCELLATIONS AND REFUNDS: Written cancellation received on or before May 19, 2011 will receive a refund, less a $50 processing fee. Full payment is equired if cancellation is received on or, after May 20, 011 — no refunds and no credits for a future event will be granted. However, substitutions may be made at any time. $25 fee charged for checks-returned for insufficient funds or for credit cards denied. SDI reserves the right to make changes in programs and speakers, or to cancel programs, when conditions beyond its control prevail. Every effort will be made to contact each enrollee if a program is cancelled. If a program is not held,,SDI's liability is limited to the refund of the program fee only. . z, t X11 ra �) Special District and Local Government Institute 2535 Kettner Blvd., Ste. 2A5, San Diego, CA 92101 Phone: 800/457 -0237 Fax: 619/696 -1225 www.sdbmi.com • spcdistint@aol.com PLEASE FILL OUT COMPLETELY Name: Title: Agency: Mailing Address: ADMINISTRATION SEMINAR + SATURDAY BOARD SECRETARIES City: State: Zip: Phone: Fax: E -mail: Website: Guest Name: $ SPECIAL NEEDS: ❑ Wheelchair Access ❑ Visually Impaired ❑ Hearing Impaired ❑ Vegetarian Meals Other (D) METHOD OF PAYMENT: Payable to: Special District Institute ❑ Check Enclosed for $ ❑ Please Invoice PO# ❑ Charge: ❑ Visa ❑ M/C Card # ADMINISTRATION SEMINAR + FINANCIAL COST CONTROL (16 numbers + 3 numbers listed in the signature area on back of credit card) Billing Address for Card: City: State: Zip: Signature: Expiration Date: FOR OFFICIAL USE ONLY Date R'vd Verify DB Code # Cert? Inv. Of (G) Paid Ur. Sent - DB Final 2011 ADMINISTRATION SEMINAR ENROLLMENT FORM Seminar: June 9 -10, 2011 • Workshops: June 11, 2011 . OMNI San Diego Hotel, San Diego, CA • ADMINISTRATION SEMINAR AND WORKSHOPS: (A) ❑ $595 SPECIAL DISTRICT ADMINISTRATION SEMINAR (Two days) (B) ❑ $795 ADMINISTRATION SEMINAR + SATURDAY BOARD SECRETARIES (Must receive payment by May 20, 2011. WORKSHOP (Three-days) (C) El $795 ADMINISTRATION SEMINAR+ SATURDAY BROWN ACT WORKSHOP TOTAL REGISTRATION FEE: $ (Three days) (D) ❑ $795 ADMINISTRATION SEMINAR + FINANCIAL COST CONTROL WORKSHOP (Three days) (E) F-1$220 WORKSHOP 1 ONLY: BOARD SECRETARIES WORKSHOP (F) ❑ $220 WORKSHOP 2 ONLY: BROWN ACT WORKSHOP (G) ❑ $220 WORKSHOP 3 ONLY: FINANCIAL COST CONTROL WORKSHOP ORDER HANDBOOKS ONLY — Shipped the week after the event. Your local sales tax + actual shipping amount will be added to your total. (H) ❑ $65 Board Secretaries Workshop (1) ❑ $65 Brown Act, Public Records Act and Conflict of Interest Workshop (J) [] $65 Financial Cost Control Workshop (K) ❑ $100 Special District Administration Seminar MEAL PACKAGES: (L) ❑ $25 Saturday Lunch for Attendee (optional -not included) (M) ❑ $35 Guest Meal Package for Workshop (N) ❑ $120 Guest Meal Package for Seminar • DISCOUNTS — If applicable: $50 Discount off seminar for attendance of 4 or more from the same District registering at the same time (for options A, B, C or D only - all 4 must include seminar) not good with any other discounts. $25 Early registration discount for options A, B, C or D including seminar only. (Must receive payment by May 20, 2011. Not valid on Workshop only). SUBTOTAL OF REGISTRATION - FROM ABOVE: $ SUBTRACT $50 (Discount for 4 or more) $ SUBTRACT $25 (Discount for Early Registration) $ (Must receive payment by May 20, 2011. Not valid on Workshops only.) CERTIFICATION FEE ($35) (only if applicable) $ TOTAL REGISTRATION FEE: $ HANDBOOK PURCHASES: $ Shipping and sales tax will be added Also= Atte`nd-Aelvanced' Studies Seri roar r' THE "EXCEPTIONAL AGENCY Where polecy� makers and managers learn what it : • r takes to be the blest) rtl F28 29:2011." For Information or to register: www sdbmr:com,.or.800 /457_ - 0237,,