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Agenda Packets - Board - 2011-06-23Ir • Costa Mesa Sa"Itaq is ict ... an Independent Special District AGENDA Robert Ooten President James Ferryman Vice President Jaynes Fitzpatrick Assistant Secretary Michael Scheafer Secretary Arthur ferry 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 II). Regular Meeting - Thursday, June 23, 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. 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. 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. Protecting our community's health 6y providing soCid'waste and sewer collection services. www.cmsdca.gov ;.�una 1viesa wYl1 ary UmY7a f! AGENDA • Reports A. Minute Approval 1. Sewer System Committee Meeting —May 17, 2011 2. Recycling Committee Meeting — May 23, 2011 3. Branding Committee Meeting - May 25, 2011 4. Regular Board of Directors Meeting —May 26. 2011 5. Special Meeting — June 2, 2011 B. Engineer's Reports 6. Project Status Report C. Financial Reports 7. Refunds 8. Occupancy Report and payment to Costa Mesa Disposal — April 2011 • 9. Contract Payment to CR Transfer for Recycling Services & Disposal for May 2011 • 10. Adoption of Warrant Resolution No. CMSD 2011 -12 Ratifying Payment for the Month of May 2011 in the amount of $612,525.19 11. Directors' Compensation and Reimbursement of Expenses for the Month of May 2011 12. Investment Report as of May 31, 2011 D. Agreements 13. Third Amendment to Agreement — TRC June 23, 2011 Page 2 RECOMMENDED ACTION Receive & File No Refunds Approve Ratify Payment Ratify Payments Approve Compensation & Ratify Expenses Approve Approve Agreement Extension 14. First Amendment to Agreement — EEC Approve Agreement Extension ------------------------------ - - - - -- -END OF CONSENT CALENDAR-------------------------------------- - - - - -- (Protecting our community's health and the environment by providing solidwaste andsewer collection services. www. crosdca.gov L.wotm,c4 iviu;5in aurtoi.L r y "vm r tii, June 23 2011 AGENDA Page 3 RECOMMENDED ACTION ,I. PUBLIC HEARING A. ADOPTION OF SOLID AND LIQUID WASTE RATES 1. CMSD Resolution No. 2011 -796 Adopting Annual Charges for Adopt Resolution Solid Waste 2. CMSD Resolution No. 2011 -797 Adopting Annual Charges for Adopt Resolution .Liquid Waste VIII. PUBLIC COMMENTS IX. GENERAL MANAGER'S REPORTS A. CalPERS Update Accept Report B. Amendment and Recertification of SSMP Approve Amendment & Recertification of SSMP C. Standing Committees Appoint Alternate Committee Members D. Amend Alternate District Engineer's Responsibilities Adopt Ordinance No.84 CMSD Ordinance No. 84 ® E. Contract Assignment & Addendum No. 3 — Waste Management Approve Contract F. Attendance at SWANA Annual Conference, Nashville, Tennessee Oral Report X. RECYCLING COMMITTEE A. Monday, June 20,2011, 10:30 a.m. CMSD Board Room, 628 W. 19th Street, Costa Mesa (Directors Fitzpatrick and Scheafer) 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. Other Board members may attend but only as observers. XI. ENGINEER'S REPORTS • (Protecting our community's health andthe environment by providing soCul waste and sewer collection services. www.cmsdcd.gov r�vc L," 1V11U0u4 OLUM cap tf A -11OUI 14A, AGENDA 011. SEWER SYSTEM COMMITTEE A. Tuesday, June 14, 2011, 10:30 a.m. CMSD Board Room, 628 W. 19'h Street, Costa Mesa (Directors Ferryman, Ooten and Perry) June 23, 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. Other Board members may attend but only as observers. XIII. TREASURER'S REPORTS XIV. ATTORNEY'S REPORTS XV. CLERK OF THE DISTRICT'S REPORTS Accept Report A. CMSD Resolution No. 2011 -798, Ordering that Publication of Ordinance Adopt Resolution No. 82 Amending Section 4.03.010 of the Operations Code has Occurred • B. CMSD Resolution No. 2011 -799, Ordering that Publication of Ordinance Adopt Resolution No. 83 has Occurred. C. Sewer Refund —Parcel #427- 291 -01 B6 Consider XVI. 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) — June 22, 2011 Accept Report (Director Ferryman) B. Santa Ana River Flood Protection Agency (SARFPA) Accept Report June 23, 2011 (Director Perry) C. Independent Special Districts of Orange County (ISDOC) Accept Report 1. ISDOC Quarterly Meeting and Luncheon Thursday, June 30, 2011 Consider Attendance • D. California Special Districts Association (CSDA) Accept Report Protecting our community's health and the environment 6y providing solid waste andsewer coffection services. www. crosdca.gov !vU.)Lt4 ivitbi4 .JGiYlmury 1J16Lr ILL r' AGENDA June 23, 2011 Page 5 1. CMSD Resolution No. 2011 -800 for the Election of Directors to the Adopt Resolution Special District Risk Management Authority Board of Directors C. Proposed CSDA Bylaws Amendments Adopt Bylaws Amendments D. Special Meeting — CalPERS Resolution to Revise Benefits for New Hires Set Meeting Date XIX. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS XX. ADJOURNMENT • (Protecting our community's health and the environment 6y providing soCul waste andsewer colrection services. www.cmsdca.gov RECOMMENDED ® ACTION E. California Association of Sanitation Agencies (CASA) Accept Report ,1. CASA 56th Annual Conference — August 10 -13, 2011 Consider. Attendance San Diego F. Special District & Local Government Institute Administration Seminar Accept Report June 9 -11, 2011 (Directors Ooten, Ferryman, Scheafer, Fitzpatrick and Perry) G. Other Meetings Qualifying for Reimbursement under CMSD Report on Matters Ordinance No. 55, Operations Code Section 3.01.030 Pertaining to CMSD XVII. OLD BUSINESS XVIII. NEW BUSINESS A. SDRMA 2011 -12 Invoice in the amount of $57,900.44 Approve Payment B. SDRMA 2011 Election 1. CMSD Resolution No. 2011 -800 for the Election of Directors to the Adopt Resolution Special District Risk Management Authority Board of Directors C. Proposed CSDA Bylaws Amendments Adopt Bylaws Amendments D. Special Meeting — CalPERS Resolution to Revise Benefits for New Hires Set Meeting Date XIX. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS XX. ADJOURNMENT • (Protecting our community's health and the environment 6y providing soCul waste andsewer colrection services. www.cmsdca.gov r 0� • • Meeting Date Extern # 06/23/11 VI. A. 1. COSTA MESA SANITARY DISTRICT MINUTES OF SEWER SYSTEM COMMITTEE MEETING MAY 179 2011 CALL TO ORDER Board members of the Costa Mesa Sanitary District met in Committee session on May 17, 2011 at 10:30 a.m. at 628 W. 191h Street, Costa Mesa. - Director Ooten called the meeting to order at 10:30 a.m. DIRECTORS PRESENT: Bob Ooten, Jim Ferryman, Art Perry, Mike Scheafer, Jim Fitzpatrick STAFF PRESENT: Scott Carroll, General Manager; Sherry Kallab, Administrative Manager; Joan Revak; Office Manager /Clerk of the District; Rob Harriers, District Engineer; Yefim Tsalyuk, Senior Engineer; Steve Cano, Lead Maintenance Worker; Tim Henson, Maintenance Worker; Joel Ortiz, Maintenance Worker; Jan Berger, Intern OTHERS PRESENT: None STREET SWEEPING SERVICES The issue of the District taking over street sweeping services for the City of Costa Mesa was discussed. An opinion from District Counsel, Alan Burns was presented. Mr. Burns analysis stated the Health and Safety Code 6512 provides, in pertinent part, that a district may construct, maintain storm water drains and storm water collection, outfall and disposal systems, as the Board deems necessary and proper. Sanitary Districts are also authorized to make and enforce necessary and proper regulations for the cleanliness of roads and streets of the District as well as other sanitary purposes. The City would have to allow the District to take over these services. COSTA MESA SANITARY DISTRICT 1 MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING MAY 17, 2011 PAGE 2 The question of payment for the service was discussed. It was stated the City pays, in part, for the service they provide from "tickets" that are issued for non - conformance with the no- parking enforcement on street sweeping days. It was assumed the City uses monies from their general fund for costs exceeding the funds from "ticketing ". Mr. Carroll noted the streets would have to be checked out periodically; enforcement of a resolution the District would have to adopt and complaints would have to be monitored. Mr. Harriers stated the possibility that LAFCO would have to approve the District's implementing one of its "latent powers ". Director Perry stated CR &R had stated they could provide the service at a competitive rate. Director Fitzpatrick suggested the General Manager meet with Mr. Hatch at the City to discuss the, CMSD taking over street sweeping. Mr. Harriers stated one of the motivations would be that it would make the District a stronger agency; and additionally, the CMSD is the only sewer service agency in the County collecting trash. The Board directed the General Manager to have a discussion with Mr. Hatch on this topic and the concerns of the District. MONTHLY SPILL STATISTICS Mr. Harriers reported no spills since the January 2011 meeting. It was agreed a Sanitary Sewer Overflow Occurrence Report Summary be included in the Sewer System Committee agenda only if a spill occurs; Mr. Harriers would give an oral report only. ADMINISTRATIVE CIVIL LIABILITY (ACL) AGAINST SANTA MARGARITA WATER • DISTRICT Mr. Harriers presented a report on the Administrative Civil Liability against the Santa Margarita Water District for violations of waste discharge requirements for sanitary sewer systems and sewage collection agencies in the San Diego Region. The potential fine is $1.7 million for their recent sewer spill. NEW CONDITION ASSESSMENT METHOD FOR FORCE MAIN INSPECTION Discussion was held on the state of the CMSD sewer system and Mr. Harriers pointed out that condition assessment is an ongoing process and there are new advances in no -dig inspection of force mains. The remaining wall thickness of force mains can now be determined by the insertion of a sensor. However, because the mobilization costs for the PICA company to perform this work is so high, Mr. Harriers will see if other local agencies also desire force main condition assessment. CIWQS PERFORMANCE REPORTS — RESULTS FOR CMSD Mr. Harriers stated CMSD results are not yet available. Director Scheafer left the meeting at 11:35 a.m. - COSTA MESA SANITARY DISTRICT r A7i77q ` "� MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING MAY 17, 2011 PAGE 3 WDR TRIENNIAL REVIEW; OPEN COMMENT PERIOD EXTENSION TO MAY 13, 2011 The Waste Discharge Requirements is up for review and modification and Mr. Harriers reported on the extension of the deadline for submission of written comments. Mr. Harriers will continue with his reports to the Board. WDR SEMINAR; NO -DIG INSTALLATIONS OF SEWERS A flyer for the Orange County Waste Discharge Requirements (WDR) Steering Committee Seminar on Thursday, May 19, 2011 was provided. The subject is "No -Dig Installation of Sewers Crossing Under Rivers, Railroad tracks, Freeways and Flood Control Channels, hosted by Glenn Hermanson, P. E." INFLOW AT OC FAIR & EVENT CENTER A letter from the OC Fair and Event Center on the subject of Sewer System Inflow Contingency Plan was presented. The Board requested Mr. Carroll contact the Fairgrounds to see if the stated inflow reduction measures were, in fact, budgeted items. ARTICLES OF INTEREST An, article on a Paris School turning to Sewers for Sustainable Heat source was presented. An article on the City of Oceanside facing possible $10 million fine for December.2010 sewage spill was. presented. REMOVAL OF STROMBOLI SEWER FROM PROPOSED 2011 -12 CIP Mr. Harriers stated it was recommended to remove the Stromboli Sewer from the proposed 2011 -12 CIP. President Ooten suggested leaving it in the budget under the title of Enhanced Maintenance Repair. ALTERNATIVE SCADA SYSTEM — AQUAVX Mr. Harriers reported on Aquavx Water and Wastewater Monitoring Solutions as an alternative to the SCADA system. Mr. Carroll reported there are a lot of problems with the present SCADA system. Recommendations are to review alternative system; direct Staff to continue discussions with Aquavx; contact other. agencies using SCADA for input on their satisfaction with the system; and return to the Board of Directors with a proposed alternative SCADA system. REVISIONS TO CMSD SSMP Mr. Carroll presented a proposed completion schedule for revisions to the Sewer System Management Plan (SSMP). Director Ferryman moved to approve the schedule and request Staff to bring back for consideration and approval on July 28, 2011. Director Perry seconded the motion. Motion carried 4 -0. COSTA MESA SANITARY DISTRICT `" ;; MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING MAY 17, 2011 PAGE 4 CMSD PROJECTS Mr. Hamers reported Project #185, System -Wide Sewer Reconstruction -Phase I, has gone out to bid and bid opening is scheduled for May 31, 2011. A Pre - construction meeting for Project #189. Rehabilitation of Six Sewers Transferred to CMSD, is scheduled for May 18, 2011 Project #171, Irvine Pumping Station Force Main Rehabilitation is in design phase. SSC MEETING SCHEDULE The next meeting is scheduled for June 14, 2011 at 10:30 a.m. PUBLIC COMMENTS There were no public comments. ADJOURNMENT The meeting was adjourned at 11:59 a.m. CHAIRMAN J • • • • Meeting Date Item # 06/23/11 VI. A. 2, COSTA MESA SANITARY DISTRICT MINUTES OF RECYCLING COMMITTEE MEETING May 23, 2011 The Costa Mesa Sanita7 District Recycling Committee met on May 23, 2011 at 10:30 a.m. at 628 W. 19. Street, Costa Mesa. Directors Present: Jim Fitzpatrick, Bob Ooten, Jim Ferryman, Mike Scheafer Staff Present: Scott Carroll, Joan Revak, AJ Cully, Isidro Gallardo Others Present: Dean Ruffridge, Senior Vice President, CR &R; Trisha Throop, Community Relations Recycling Coordinator, Mike Balliet, Consultant, City of Costa Mesa; Alma Reyes, Management Analyst, City of Costa Mesa; Debbie Morris, HF &H Consultants; Jennifer Lao, Staff Engineer, HDR Engineering, Inc.; Lisa Manfredi, Davis Magnet'School; Director Fitzpatrick called the meeting to order at 10:30 a.m. I. CY 2011 Recycling Committee Goals Mr. Carroll presented the new format for the 2011 Recycling Committee goals. Director Fitzpatrick suggested time frames be included. II. Waste Diversion Report - March 2011 Report accepted. III. Recycling Report - March 2011 Report. accepted. IV. Ordinance Enforcement Officer's Report Mr. Carroll discussed the OEO Report for the month of April. Mr. Gallardo focused on scavenging, graffiti, and tagging containers left in public view in the Mesa Verde area. (Protecting our community's health and the environment 6y providing solid waste and sewer collection services. www.cmsdca.gov V -r V. Scavenging Report Costa Mesa Sanitary District Minutes of Recycling Committee Meeting May 23, 2011 Page 2 Ms. Cully outlined the April scavenging statistics provided by the Costa Mesa Police Department. Mr. Ruffridge stated CR &R expects delivery of 132 lockable trash containers on May 24, 2011. Ms. Cully and Ms. Throop will collaborate on a public outreach plan to advertise and distribute the containers to Costa Mesa residents. VI. Quarterly Public Outreach Calendar CR &R offered to provide cardboard recycling containers for the Lions Fish Fry event being held on June 4 -5, 2011. VII. City of Costa Mesa Solid Waste Programs Director Fitzpatrick thanked the City of Costa Mesa for attending the meeting and requested a close partnership going forward to assist CMSD in achieving Zero Waste objectives. Mr. Balliet discussed the City of Costa Mesa's business recycling initiatives and current reporting practices. Costa Mesa passed an ordinance on January 1, 2011 which requires a deposit on all building permits to regulate construction and demolition waste be disposed of properly. Recycler permits must also be acquired by haulers in Costa Mesa to accept FOG, paper, bottles and cans, etc. This allows the City to quantify and capture 100% of the data to use as additional documentation for State of California reporting purposes. President Ooten asked if the City has a plan for how to increase commercial diversion to 75 %. Mr. Balliet responded the City of Costa Mesa does not dictate specific programmatic approaches, however, compliance is necessary for haulers to renew their permit. Director Fitzpatrick asked if the City of Costa Mesa currently has any other recycling programs or solid waste initiatives planned. Ms. Reyes stated Costa Mesa is applying for a City /County payment program which will subsidize the cost of publications for residents such as "One Person's Trash" or a resource manual of recycling facilities. The City is also partnering with the Chamber of Commerce on upcoming a -waste events. 4*N • • Mr. Balliet interjected when Costa Mesa went from a 25% to 50% diversion rate, they introduced aggressive strategies such as technical assistance teams to assist commercial accounts in achieving compliance. Today, it is a more mature program focused on monitoring haulers with proper disposal, recycling and • accurate reporting. (Protecting our community's health and the environment 6y providing solid waste and sewer coffection services. www. crosdca.gov r' • `�,f�16NiTq l�� VIII. Promoting Zero Waste Costa Mesa Sanitary District Minutes of Recycling Committee Meeting May 23, 2011 Page 3 Director Fitzpatrick suggested changing the name of the Recycling Committee to Zero Waste Committee. A definition of zero waste was discussed. Ms. Morris advised against too many definitives at the beginning of a zero waste plan. She favors a comprehensive definition that includes the total environmental impact of all programs in the City of Costa Mesa. Director Ferryman stated that although achieving zero waste sounds great, it also costs a lot of money and may not be practical if it requires a rate increase for the community. Ms. Morris stated that a cost benefit analysis will be necessary to tailor a zero waste program and fund it in a realistic way. President Ooten requested a workshop be scheduled to.enlighten the Board of Directors on what is actually involved in achieving zero waste as a Sanitary District and community. Directors Ferryman and Scheafer agreed. IX. OC Waste & Recycling ecy g Committee Director Fitzpatrick shared data obtained from OC Waste and Recycling trending a 15 %decrease in tonnage and revenues at OC landfills since 2007. X. Articles of Interest Mr. Carroll summarized an article from Sign on San Diego - "It's rubbish: No fairness in city trash collection." Director Scheafer left the meeting at 11:45 a.m. XI. Code Enforcement Procedures Mr. Carroll discussed past procedures for issuing administrative citations and suggested revisions for the Board to consider. President Ooten expressed opposition to levying steep fines on the community for containers in'public view as it is an aesthetic issue, not a safety issue. He is in favor of an extensive public outreach campaign to gain compliance. Director. Ferryman agreed with President Ooten. Director Fitzpatrick stated his belief that nothing'educates the public like a fine. (Protecting our community's health and the environment 6y providing solid waste and sewer collection services. www- crosdca.gov X11. Public Comments There were no public comments. X111. Discuss items for next Meeting No suggestions were made. Costa Mesa Sanitary District Minutes of Recycling Committee Meeting May 23, 2011 Page 4 Next Meeting Date — June 20, 2011 at 10:30 a.m. Director Fitzpatrick adjourned the meeting at 12:04 p.m. Chairman Protecting our community's hearth and the environment 6y providing sorurwaste and sewer correction services. www.cmsdca.gov • • �r • Meeting Date Item # 06/23/11 VI. A. 3. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS. MEETING OF BRANDING COMMITTEE MAY 25, 2011 Directors Present: Mike Scheafer, Jim Fitzpatrick, Art Perry Staff Present: Scott Carroll, General Manager Joan Revak, Officer Manager /Clerk of the District AJ Cully, Program Assistant Others Present: The Branding Committee of the Board of Directors of the Costa Mesa Sanitary District met on ® Wednesday, May 25, 2011 at 2:00 p.m., in the Board Conference Room at the Costa Mesa Sanitary District, 628 W. 19th Street, Costa Mesa, California. Mr. Carroll presented a CMSD promotional video created a couple of years ago for the Committee to review and recommend changes. . Discussion was held on potential revisions to the video. A few of the programs featured in the video are no longer offered and new programs have been added that should be included. At the next Committee meeting a final version of the video will be presented. The goal with the video is to post on the District website Contact with Monitor Video will be made to ascertain the cost of making the suggested revisions and additions. Directors Scheafer and Fitzpatrick both suggested forms of a calendar that could be created to assist in event planning. (Protecting our community's heafth and the environment 6y providing sori d waste and seiner colrection services. costamesasanitarydistrict. org Costa Mesa Sanitary District Page 2 Minutes of Branding Committee Meeting Held March 25, 2011 Director Fitzpatrick requested the Branding budget be a topic at the next Committee • meeting A meeting of the Branding Committee will be scheduled for the month of June 2011. ADJOURNMENT The meeting was adjourned at 2:55 p.m. Approved by: Chairman • Protecting our community's health and the environment 6y providing sold waste and sewer coaction services. costamesasanitarydistrict. org C Meeting Date_ Item # 06/23/11 VI. A. 4. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MAY 2% 2011 CALL TO ORDER PLEDGE OF ALLEGIANCE INVOCATION ® ROLL CALL 0 DIRECTORS PRESENT: DIRECTORS ABSENT: The Board of Directors of the Costa Mesa Sanitary District met in regular session on May 26, 2011 at 5:30 p.m. at 628 W. 19th Street, Costa Mesa. Director Perry led the Pledge of Allegiance. Director Scheafer led the Invocation. Robert Ooten, James Ferryman, Mike Scheafer, Jim Fitzpatrick, Art Perry STAFF PRESENT: Scott Carroll, General Manager; Joan Revak, Office Manager /Clerk of the District; Robin B. Harriers, District Engineer; Alan Burns, District Counsel; Teresa Gonzalez, Accountant; Marc Davis, Treasurer OTHERS PRESENT Dean Ruffridge, CR &R Inc. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD MAY 26, 2011 ANNOUNCEMENT OF LATE COMMUNICATIONS There were no late communications. CONSENT CALENDAR REPORTS MINUTE APPROVAL Minutes of Sewer System Committee The Minutes of the Sewer System Committee Meeting — April 19, 2011 Meeting of April 19, 2011 were approved as distributed. Minutes of Recycling Committee Meeting The Minutes of the Recycling Committee March 25, 2011 Meeting of April 25, 2011 were approved as distributed. Minutes of Special Meeting — April 27, The Minutes of the Special Meeting held April 2011 27, 2011 were approved as distributed. Minutes of the Investment Oversight The Minutes of the Investment Oversight Committee Meeting — April 28, 2011 Committee Meeting — April 28, 2011 were approved as distributed. Minutes of Regular Board Meeting — The Minutes of the Regular Board Meeting of March 24, 2011 April 28, 2011 were approved as corrected. FINANCIAL REPORTS Refunds There were no refund requests for the month of April 2011. Occupancy Report and Payment of The Trash Occupancy Count documented $197,115.76 to Costa Mesa Disposal — an increase of one unit for the occupancy April 2011 report for solid waste collection as of May 1, 2011. Therefore, the total for May is 21,530 and the payment of $197,115.76 was ratified. Contract Payment of $170,349.49 to The contract payment of $170,349.49 to CR Transfer —April 2011 CR Transfer for recycling services and • disposal for the month of April 2011 was ratified as submitted. r.A • 0 COSTA MESA SANITARY DISTRICT PAGE 3 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD MAY 26, 2011 Contract Payment of $8,390.71 to CR Transfer — Santa Ana Heights /Newport Beach — April 2011 Warrant Register for the month of April 2011 in the amount of $608,106.80 Directors Compensation & Reimbursement of Expenses for the month of April 2011. Investment Report for the month of April 2011 ENGINEER'S REPORTS Project Status Report The contract payment of $8,390.71 to CR Transfer for recycling services and disposal for Santa Ana Heights /Newport Beach for the month of April 2011 was ratified as submitted. Warrant Resolution #CMSD 2011 -11 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 $608,106.80. Director Compensation and Expense Reimbursements for the month of April 2011 were approved and ratified as follows: President Ooten: $1,326.00 + $382.49 Vice President Ferryman: $1,326.00 + $7.65 Director Scheafer: $1,326.00'+ $12.7.5 Director Fitzpatrick: $1,326.00 Director Perry: $1,326.00 The Investment Report for the month of April 2011 was approved as- submitted. The Project Status Report dated April 2011 was accepted as submitted. END OF CONSENT CALENDAR Director Scheafer requested the minutes of the regular meeting of April 28. 2011 be corrected to read "Director Scheafer abstained from voting to approve the regular Board of Directors meeting held on March. 24, 2011 as he was not present ". ( the minutes incorrectly read Director Fitzpatrick). Mr. Burns, District Counsel requested the minutes of all the Committees be signed by the Chairman of each Committee and not the President and Secretary of the Board. Mr. Burns requested ti COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD MAY 26, 2011 the Recycling Committee minutes be revised to delete "the Board agreed" to "the Committee agreed" on page two. Mr. Burns also requested on page 4 of the April 28, 2011 Regular meeting minutes under "Written Communications" and the approval of the sewer lateral program post -facto reimbursement, it should be noted the Board made a finding that they wanted to show a public purpose was being served in the reimbursement to Mr. James D. Reynolds. The improvements were performed after the program was officially adopted in 2006. Improvements performed before 2006 are not eligible for reimbursement, but improvements done after 2006 will be reviewed and approved by Staff on a case -by -case basis. Director Perry moved to accept the Consent Calendar with the requested changes. Director Scheafer seconded the motion. Motion carried 4 -0. WRITTEN COMMUNICATIONS PUBLIC COMMENTS There were no public comments. Mr. Carroll requested the Board await the arrival of President Ooten before going • ahead with the General Manager's Reports and instead hear the report for the Recycling Committee. Vice President Ferryman requested Director Fitzpatrick present the Recycling Committee report. RECYCLING COMMITTEE Director Fitzpatrick reported on the Recycling Committee meeting held on May 23, 2011. The Enforcement Officer's report was presented. Director Fitzpatrick stated the next meeting date for the Recycling Committee is June 20, 2011. • r COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD MAY 26, 2011 ENGINEERS REPORTS Mr. Harriers stated he had nothing to report. SEWER SYSTEM COMMITTEE Mr. Harriers reported on the. Sewer System Committee meeting held May 17, 2011 with all five Directors participating. Mr. Hamers reported on alternatives to the SCADA system and the District may be able to find a vendor to take over the existing system resulting in better operation. President Ooten arrived at 5:50 p.m.. GENERAL MANAGER'S REPORTS FISCAL YEAR 2011 -12 BUDGET Mr. Carroll noted a preliminary budget for Fiscal Year 2011 -12 was presented to the Board on April 27, 2011 at which time the Board directed Staff to make several modifications. Modifications made were: Appropriate $30,000 for a Zero Waste Implementation Plan. Remove $150,000 for the Stromboli Sewer Improvements from the CIP budget. Separate the $1 million Earthquake Reserve Fund from the. Asset Management Fund. Identify contract employees in the Organization Chart. Replace the word "Miscellaneous" in line items. Promotional positions were presented along with salary increases The proposed budget projects $13,013,250 in revenues and $13,012,335 in expenditures leaving a projected balance of $915. Staff is also looking into revisions in the District's CalPERS pension plan for new employees with 2% at 60. Discussion was held on various . pension plans and Mr. Carroll was directed to look into other plans offered ® by CalPERS and report back to the Board on his findings for a 1.675% at 57 -1/2% pension program for new employees. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD MAY 26, 2011 Director Fitzpatrick requested the reason for the increase in the budget • from 2010 -2011, and if the strategic plan impacted the increase. Mr. Davis explained last year the District was looking at $8.5 million and this year $9 million, a difference of around $500,000 and that increase compared to what actuals were is split out between an increase in salaries and benefits of $70,000, an increase in operations and maintenance of $415,000 that is comparing actuals and does not bring into play what the budget was last year. Mr. Carroll reported savings in salaries and operations and maintenance. The actual budget last year excluding capital improvements was a little over $8.7 million and will go from $8.7 million in budget to just a little over $9 million; only about a $300,000 increase comparing budget to budget. Vice President Ferryman moved to adopt Resolution No. 2011 -795 Adopting a Budget for the Fiscal Year 2011 -12, Director Perry seconded the motion. Motion carried 5 -0. FIRE DAMAGED EQUIPMENT BUDGET ADJUSTMENT Mr. Carroll requested a budget adjustment for fire damaged equipment in the Santiago Canyon fire in October 2007. Miscellaneous equipment parts stored at Jimi, the District's pump station maintenance contractor's yard. A claim was filed with the District's insurance provider, Special District Risk Management Authority (SDRMA) and in November 2008 the District received $154,369 for the actual cash value of the equipment loss. Mr. Scott explained to receive the entire replacement cost of $235,773, all of the damaged equipment must be replaced and SDRMA supplied with proof of purchase. Staff requests Board approval of a budget adjustment in the amount of $130,701 to fund the entire replacement of the fire - damaged equipment. Director Ferryman moved to approve the budget adjustment in the amount of $130,701 to fund the entire replacement of the fire - damaged equipment. Director Scheafer seconded the motion. Motion carried 5 -0. AUTHORITY TO TRANSFER FUNDS FROM ACCOUNT TO ACCOUNT CMSD ORDINANCE NO. 82 Mr. Carroll requested approval of an Ordinance giving the General Manager authority to transfer up to $50,000 from account to account within the existing adopted budget with transfers over $50,000 requiring approval by the Board of Directors. President Ooten requested • notification to the Board when such a transfer is made by the General Manager. p COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD MAY 26, 2011 • Mr. Davis stated this practice is common in other organizations. Vice President Ferryman moved to approve CMSD Ordinance No. 82, Amending Section 4.03.010 of the Operations Code to Allow. Budget Transfer. Director Perry seconded the motion. Motion carried 5 -0. TREASURER'S REPORTS Mr. Davis stated he had nothing to report. ATTORNEY'S REPORTS PROPOSED ORDINANCE ESTABLISHING LEGAL DUTIES TO MAINTAIN SEWER LATERALS SO AS TO NOT DAMAGE DISTRICT PROPERTY OR CAUSE SEWER SPILLS AND PROHIBITING DUMPING DEBRIS INTO DISTRICT'S SYSTEM Mr. Burns presented an Ordinance to strengthen existing ordinances and add additional authority to ensure that sewer spills do not occur by improper maintenance of private laterals, including roots and other_ conditions. The proposed ordinance would also make it a misdemeanor ® to damage District property or to dump debris in the District's system. Director Perry moved to approve CMSD Ordinance No. 83, Providing for the Abatement of Conditions Caused by Improperly Maintained Laterals or Dumping Debris in District's System. Director Scheafer seconded the motion. Motion carried 5 -0. CLERK OF THE DISTRICT REPORTS Ms. Revak presented a Records Management and Retention Schedule provided by Consultant Diane Gladwell, President of Gladwell Governmental Services, Inc. The retention schedule is the first step in the process of creating a records management and retention program. The Board of Directors previously approved a budget amount of $32,100 for this project and an additional $7,000 is in the 2011 -2012 budget. Director Scheafer moved to adopt the Records Management and Retention Schedule. Director Fitzpatrick seconded the motion. Motion carried 5 -0. • COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD MAY 26, 2011 LOCAL MEETINGS • ORANGE COUNTY SANITATION DISTRICT (OCSD) Director Ferryman reported on the OCSD meeting held on May 25, 2011. Incumbents Chairman Larry Crandall and Vice Chairman Troy Edgar were elected for another term. Vice President Ferryman reported on the passing of Tom Woodruff with memorial services being held on June 4, 2011 SANTA ANA RIVER FLOOD PROTECTION AGENCY (SARFPA) Director Perry reported on the meeting of the Santa Ana River Flood Protection Agency held on May 26, 2011 at 4:00 p.m. Fourteen bids were opened for the SARI line and the bids came in lower than anticipated. Two candidates were interviewed for the Executive Director position — Herb Nakasone and Carl Nelson. Director Perry reported they are both excellent candidates. 0 CWEA Annual Conference in Ontario — April 13, 2011 President Ooten attended the CWEA Annual Conference in Ontario on April 13, 2011 and requested reimbursement approval. Vice President Ferryman moved to approve President Ooten's attendance and reimbursement. Director Perry seconded the motion. Motion carried 5 -0. OLD BUSINESS There was no old business to discuss. NEW BUSINESS There was no new business to discuss. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS Director Fitzpatrick reported he completed the California Resource Recovery Association (CRRA) grant funded training and will graduate upon completion of his class project. 0 f COSTA MESA SANITARY DISTRICT PAGE 9 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD MAY 26, 2011 • Director Fitzpatrick and Scheafer reported on the Branding Committee that met on May 25, 2011. Director Perry also attended as an observer. Mr. Carroll presented the unfinished video at the meeting and discussion was held on required revisions. Director Scheafer stated the video was well done and professional with revisions required. Director Perry also attended a couple of Costa Mesa City Council meetings with outsourcing as a major topic and suggested the CMSD Board be sensitive to the citizens and employees of the City in how the CMSD approaches it. President Ooten also attended the last Costa Mesa City Council meeting. President Ooten reported on the Legislative Days in Sacramento attended by himself, Vice President Ferryman, Secretary Mike Scheafer, Director Fitzpatrick and General Manager Scott Carroll. Director Fitzpatrick complimented Mr. Carroll on his outreach in communicating the District's position. to the legislative group and observed Mr. Carroll developing relationships that could facilitate the District's business in the future. Director Scheafer reported. he and Director Fitzpatrick attended the Orange County Water Summit on May 20, 2011. The meeting was primarily a history lesson and was informative. • Director Fitzpatrick reported he and General Manager Scott Carroll well be meeting with Bob Ghirelli to discuss food waste digester on June 7, 2011. ADJOURNMENT President Ooten adjourned the meeting at 6:40 p.m. Secretary • President • Meeting Date Item # 06/23/11 VI. A. 5. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING JUNE 2, 2011 Directors Present: Robert Ooten, Jim Ferryman, Mike Scheafer, Jim Fitzpatrick, Art Perry Staff Present: Scott Carroll, General Manager Joan Revak, Officer Manager /Clerk of the District Others Present: Robert Thornton, Architect • The Board of Directors of the Costa Mesa Sanitary District met on Thursday, June 2, 2011 at 10:30 a.m., in the Board Conference Room at the Costa Mesa Sanitary District, 628 W. 19th Street, Costa Mesa, California. • President Ooten opened the meeting and turned it over to Mr. Carroll who presented diagrams of remodeling the building. One proposal is to enlarge the lobby, making the area more secure. Another proposal is to enlarge the Board conference room by knocking out the wall between the conference room and the office. Expansion of the upstairs office and patio was also mentioned. One of the drawbacks of enlarging any of the building is the requirement for parking spaces based on the size of the building and there is no more room for additional parking spaces. The placement of the District's generator is another factor and will be discussed at another meeting. Mr. Thornton reported he has spoken with the City Planning Staff with regard to using a parking space for the generator and they did not see a problem as the generator is necessary for emergency purposes. The generator could also be placed in the front of the building. Vice President Ferryman stated he did not see remodeling the conference room justifiable at the expense of losing an office; and further, in the rare instance where additional space is needed to accommodate the public, the Board can meet at the Neighborhood Community Center. ftotecting our community s health and the environment 6y providing sofid waste and sewer coffection services. costamesasanitarydistrict. org Costa Mesa Sanitary District Page 2 Minutes of Special Meeting Field June 2, 2011 The decision of the Board is not to enlarge or remodel the conference room or renovate • the upstairs; and to direct Mr. Thornton to proceed with expansion of the lobby at the design level and to inquire of the City of Costa Mesa if additional parking would be required. ADJOURNMENT The meeting was adjourned at 11:15 a.m. Approved by: Secretary President • • Protecting our community's health and the environment 6y providing sofidwaste and sewer colrection services. costamesasanitarydrstrict. org COSTA MERANITARY DISTRICT CAPITAL IMPROVEMENT PROGRAM 2010 -2011 MeetiA&Lte Stem' # 06/23/11111W VL B. 6. PROJECT: #101 West Side Pumping Station Abandonment _ PROJECT MANAGER: jRob Hamers, 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 - - - - - - - — - - -- - - -1 STATUS REPORT: -- -- - - - - - - -- - 8/26/10 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, 9123/10 - OCSD was provided with plans, maps and flow figures for their review. OCSD will be hiring a consultant to repave 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. - — -- - — - - -- - -T - -- - -- - -- - -- 11/18/10 - No change. 12120/10 - No change. T - - - -i - - - -- - -_. -_. -- -- -- - 01/27/11 - No - - cha-- nge. - - - -- -- -- - -- - - - - ---- 02/24/11 - No change. Staff will be contacting OCSD to review their status.- 03/24/11 - 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. 5/26/11 - Staff met with another potential OCSD consultant to review OCSD's scope of work. OCSD will soon be publishing their RFP. 6/23/11 - No change. FINANCIAL STATUS through 05/31111: T _ Approved Proj June 30, 2010 Current Year _ Account Number Bud et Accumulated Expenditures ! Encumbrances Balance _ _ _a _ _ - - -- 995,052 - 20 L - - - -- Total 999;941 4,889 COSTA MESA SANITARY DISTRICT CAPITAL IMPROVEMENT PROGRAM 2010-2011 PROJECT: #129 Bristol Street Sewer Phase 11 PROJECT MANAGER: Robldwmens-,- Distri ct Engineer DESCRIPTION: DESCRIPTION: ____,Increase sewer size in Bristol Street Southbound between Irvine Ave and Birch Street. Phase 1 ;constructed the first 1,400 L.F. and this phase will be the remaining 700 L.F. using pipe bursting. The -,-Engjneer`sEstimate is $461,758. ---------- START DATE: COMPLETION DATE: -Mid 2011 STATUS REPORT: 7-- 9/23/10 - 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. 11/18110 - A meeting was held 10/27/10 at IRWD and it appears the new sewer can be pipe bursted under the existing water line at Irvine Ave thereby alleviating the necesisity to relocate the water line. Work on the plans is cqntinuing,___--_ 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 check. 03/24/11 - Staff is coordinating a soils investigation of Bristol Street where the pipe bursting excavations will occur. investigation is lete. 4/28/11 - Plans and specifications will - be completed and the project placed out to bid when the soils comp_ 5/26/11 - Staff is obtaining additional proposals to have the soils investigation performed. 6/23/11 - The General Manager is assisting in attempting to have Newport Beach allow drilling by a soils engineer with a C-57 license. Newport Beach now requires an "A" license. FINANCIAL STATUS through 05/31/11 June 30, 2010 Account Number Approved Proj Accumulated Current Year Budget j Costs Expenditures Encumbrancesil Balance #183-2 462,173 4§_ 20 - —1,-077,023 I Total 11,5E10,192 40,996 - 462,173 • • • 10-1 COSTA MESIANITARY DISTRICT CAPITAL IMPROVEMENT PROGRAM 2010 -2011 PROJECT: 1#171 Irvine Pumping Station Force Main ------- - - - - - -- T PROJECT MANAGER: Rob Harriers, 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 - - - - -- 10 -Aug START DATE: ! COMPLETION DATE: Mid 2011 i STATUS REPORT: 9/23/10 - 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. 11/18/10 -The profile of the existing force main and the location of the insertion ptits has been added_ to the plans. – — 12120/10 - The plans are approximately 50% complete and work is continuing. 01/27/11 - Proposals are being received for a soils investigation and report. Work is continuing on the plans and specs. 02/24/11 - 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. — 05/26/11 - Design is proceeding including field and office staff meeting on May 10, 2011 to discuss bypass valve arrangement at Elden Pumping Station_. 6/23/11 - The plans are 85% complete and the specs are 35 % complete. FINANCIAL STATUS through 05/31/11: —__ June 30, 2010 i Accumulated Costs Current Year I Expenditures __— Approved Proj Budget Account Number Encumbrances Balance #171 1,360,000 20, - 204,447 J� - -- 27,996 — —L -� I _ 1,127,558 Total 1,360,000 204,447 27,996 1,127,558 COSTA MESA SANITARY DISTRICT CAPITAL IMPROVEMENT PROGRAM 2010 -2011 PROJECT: #185 System Wide Reconstruction - Phase 1 - - - -- -- PROJECT MANAGER_ Rob Harriers, District Engineer DESCRIP_ TION: i 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 preliminary Engineer's Estimate for each phase if $1 million. 1 - — -- -- - -- ST— ART — DATE: � 10 -Aug ' COMPLETION DATE: iMid 2011 ' STATUS REPORT: -- -- - - - - -- 9/23/10 -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. 11118/10 -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. _ _ 12/20/10 - 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 1st 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. 5/26/11 - The project is out to bid with bid opening scheduled for 5/31/11. 6/23/11 - Bids were opened 5/31/11 and the recommendation for award is on the 6/23/11 Regular Board Agenda. FINANCIAL STATUS through 05/31/11: - __ June 30, 2010 j Account Number j Approved Proj % Accumulated Current Year I, Budget Costs Expenditures Encumbrances 'i, Balance — i -_` L #185 1,086,000 1 -- —— - -- 75,751_I 1,010,249 _ -_ zo _ - -i -- Total — 1,086,000 - 75,751 j - 1,010,249 0 0 0 'd COSTA EI&NITARY DISTRICT CAPIITAL IM EMENT PROGRAM • 2010 -11 PROJECT: #188 Conversion of Sewer Atlas to. GIS PROJECT MANAGER: Rob Hamers, District Engineer _ 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 Modeling program. DESCRIPTION: I _ Oct -09 - -- -. - - -- - - - - -- - START DATE: -- - - --_- —6- -- - -- - - -- - -- — - - -- -- -- — COMPLETION DATE: 30 -Sep11 L_ STATUS REPORT: - - - - -- 2125/10 - 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. 3125/10 - 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. 4/22/10 - 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 I 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. 6/21110 - Phase I will be completed when the District obtains the basic parcel data from the County. The District needs to authorize Phase 11 to begin by the end_ of June 2010 to remain on schedule. 7/22/10 - EEC requires the basic parcel data to complete Phase I. The notice to proceed on Phase 11 was given to EEC on 6/25/10 8/26/10 - 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. 9123/10 - 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 11 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 Il CMMS is continuing. 11/18110 -The General Manager is attempting to obtain the basic parcel data. Work on Phase II CMMS is continuing. 12/20/10 - The General Manager is still pursuing the basic parcel data for the sewer atlas while EEC remains on schedule creating the CMMS program 61/27/11 - 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. 02/241 11 - 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 11 CMMS. 4/28/11 - 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. 5/26/11 - The General Manager secured a license agreement with O.C. Public Works to obtain basic parcel data thereby allowing the GIS Atlas to move towards completion. EEC is awaiting the District's management structure to continue on the CMMS development. 6/23111 - The license agreement with the County is complete and the parcel data has been supplied to the District's consultant EEC. FINANCIAL STATUS through 05/31/11: Account Number _ Approved Proj Budget June 30, 2010 Accumulated Cost i- Current Year Expenditures �— - - Encumbrances Balance 0188 _ 194,875 62,703 211 391 _ -I j 110,483 - - - -� - -- t - _ 20 -f - -- Total 194,875 1 62,703 21,689 110,483 COSTA MESA SANITARY DISTRICT CAPITAL IMPROVEMENT PROGRAM 2010-11 PROJECT: 1#189 Rehabilitation of Six Sewers Transferred to CMSD Hamers, District Engi�neer P 6__ ROJE T MANAGER: :Rob DESCRIPTION: Rehabilitation of the Six Sewers Transferred to CMSD from MD. 0CM paid WSD $1.3 million for the work and plans and specs are being prepared. The Engineer's III START DATE: Estimate is $350,000. February 1, 2010 Mid 2011 — T COMPLETION DATE: 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. wiho - 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 _Qccurred.____ 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 mirCimahzed 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 will be recommending ad project out to bid 10126110 -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 and specs 11/18/10 - A contractor will be potholing the 10" sewer in South Coast Drive 110' 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 h e to j be reconstructed. plans are being submitted to the City Costa Mesa for first plan check. _The _9f 011271111- The project specifications are being prepared. 02/24/11 - The plans and specs are each 95% complete. The plans are still in plan check. 03/24111 - The plans and specs were out to bid on 3/1/11 and bid opening is 03/29/11. 04/28/11 m Bids were opened on 3/29/11 and award of the construction contract is on the agenda for the 4/28/11 regular Board meeting. 5/26/11 - The project was awarded to TTS Engineering and the contract is being executed. 6/23111 - Apreconstruction meeting was held 5/18/11 and the contractor is requesting additional lane closures from the City of Costa Mesa. Construction has not begun. FINANCIAL STATUS throuah 05/31/11: Approved Proj L Budget June 30, 2010 Accumulated Cost 1 Current Year I, Expenditures Encumbrances Balance �Account Number ::I� M� -- il 89 97,666 17,112 --- Total 397,666 1 17,112 54,8781, 325,676 0 A meeting udw Item tf 06/23/11 VI. C. 7. Costa Mesa Sanitary district ... an Independent SpeciafDistfict Memorandum To: Board of Directors From: I Janel Jackson Date: June 1, 2001 Subject: REFUND REQUEST FOR BOARD APPROVAL There were no refund requests for the month of May 2011. Janel Jackson Office Specialist II C-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 trict Engineer 49) 631 -1731 Alan R. Burns Legal Counsel Marcus D. Davis Treasurer .�.V V���.,y ✓Y�V O�V �.� TT 06/23/11 VI. C. 8. Costa Mesa Sanitar istrict ... an Inbepenknt Special District June 1, 2011 Board of Directors Costa Mesa Sanitary District 628 W. 19th Street Costa Mesa, CA 92627 -2716 SUBJECT: TRASH OCCUPANCY COUNT Dear Board of Directors: There is a net increase of 1 unit for the occupancy report for solid waste collection as of June 1, 2011; therefore, the total occupancy count for June 1, 2011 is 21,531. Staff recommends the following: The Board of Directors accepts the occupancy count as presented using 21,531 as the correct number of units. 2. The Board of Directors directs staff to prepare a warrant to Costa Mesa Disposal for December collection based on this occupancy report so long as the contractor fulfills the obligations of the agreement. Said payment in the amount of $197,124.92 to be ratified on the July 2011 warrant list. Phone Sincerely, (949) 645 -8400 Fax (949) 650 -2253 Sherry Kallab Administrative Manager Address 628 W. 19th Street Costa Mesa, CA 92627 -2716 4 f® ,0Printed on Recycled Paper cc: Costa Mesa Disposal Permit Processing Department Protecting our communitNIs beafth and the environment 6N providing soda waste anb sewer coffection services. www.emsbca.gov -- - - - - -- - - - -- - --- - - - - -- ... __.. meeting Llate item ; REPRINT MAIL 06/23/11 V6. C. 9 CR TR— v P. O. BOX 125 I'D o STANTON, CA 90680 -0125 avcos?P o�r�o TERMS: NET' 10 DAYS 0 ANIMISM 000177832 ' CARD, PLEASE FILL IN INFORMATION ON BACK OF REMITTANCE INVOICE #: INVOICE DATE: 17783 6/01/11 BILL TO: COSTA MESA SAKI DIST AREA 9 COSTA MESA SANI DIST AREA 9 P.O. BOX 1200 628 W 19TH ST COSTA MESA CA 92627 COSTA MESA CA 92627 CUSTOMER #: 09- 9 2 PREVIOUS AMOUNT DUE PAYMENTS CURRENT CHARGES TOTAL DUE �cc -t c-1 nc 1�� ���Y-- 1 b i I ��• �O 1�A8 -B8- E,64&953.57 Sq -1 . y C1 Please detach here and return with your payment CHECK # CR TRANSFER, INC.. 5/02/11 RESIDENTIAL WASTE 16 176.6 .52.220 9,223.10 5/03/11 RESIDENTIAL WASTE 15 147.8 52.220 7,722.29 5/04/11 RESIDENTIAL WASTE 13 128.7 52.220 6,722.80 5/05/11 RESIDENTIAL WASTE .14 148.71, 52.220 7,767.20 5/06/11 RESIDENTIAL WASTE 13 136.3 52.220 7,121.24 5/09/11 RESIDENTIAL WASTE 16 175.7 52.220 9,176.62 5/10/11 RESIDENTIAL WASTE 1s3.::; :::: :1':3.1::;5:<`i::;<:::: :::;52;; :2;2:0 ::::::.::::..: :,6, 886.25 5/11/11 RESIDENTIAL ................ WASTE ::';:::::::i;::::<::::: s:`: ?a: e:; �> �.>;':....::;..,.:::.,::::,.:..::,.:.-:.,...:,..:.,.:....:...:.. .:.... >.:�......,:.,:.:......,. 7,429.86 5/12/11 RESIDENTIAL WASTE .:- :.::.:::..::::::.:::..:.:::;:::•._::::.:.. 15, 5......: 1::.....:,. ,;....,:.:..,5.��..,..:.2 :{.::, 8,155.72 5/13/11 RESIDENTIAL WASTE ...:...::............:.:. :.:...::..:::......._......:... 13....:.....1.3.9 ._.:0 5.:2.,:;2.2.0.:: ;:,.::.::.:.: 7,258.58 5/16/11 RESIDENTIAL WASTE 16 -177.4 52.220 9,267.48 5/17/11 RESIDENTIAL :: ;.WAST:E.:;.::;::;; 14: -141.3E 52220 7,381.30 5/18/11 RESIDENTIAI,..W,STE 13 i26 :.5 52.'220.. 6,610.53 5/19/11 AESIDEN.TTAL),?WASTE 13 138;5, 52.220 7,235.08 5/20/11 RESTDENTIAli`WAST+E 14 .145.9 52.220 7,622.55. 5/23/11 RESIDENTIAL WASTE:._' 1;6!, 177 ,;9 52.220 9,290.46 5/24/11 RESIDENTIAL WASTE 14 147.4 52.220 7,697.23 5/25/11 RESIDENTIAL WASTE 13 132.5 52.2201 6,919.67 5/26/11 RESIDENTIAL WASTE 14 158.8C 52.2201 8,292.54 5/26/11 ADJUST 5/26 TO AGE : :i: ?:::r: ::::::;:;`::::: >::;:i; : :: '?: ?; s;:_.:s::.`; =;.... >;r.::4z::0; .. : °:: :::::::c.:;;;:::.:.2::'2:2 5 . . 0 208.88- 5/27/ 11 RESIDENTIAL ; 1. 49 -: .� 7,047.09 47.09 5 31 11 RESIDENTIAL . S:::. :;::;:::: `:'s:;::'::;'::;:'; `:? 6'::! s `:;::::'.....1.. . . =' 9 1 ........ 2 2 2 0 5 . . 6 TE)TALS 297 3: -5 3 . 5 7 IF YOU HAVE ANY QUESTIONS REGARDING ANY PART OF THIS INVOICE, PLEASE CALL: (-71A% o') c _ o nn o PREVIOUS AMOUNT DUE PAYMENTS CURRENT CHARGES TOTAL DUE 6-1-6-5 ' CUSTOMER #: INVOICE # 09- 9 2 17783 P.O. BOX 1200 OVERDUE AMOUNTS SUBJECT TO FINANCE CHARGE INVOICE TOTAL 164 953.571 9 I'rnled o. R ay<!,d Pup r -60 MAIL PAYMENT TO: INVOICE CR TRANSFER, INC. P. O. BOX 125 o STANTON, CA 90680 -0125 i�rcoR�iQar�a TERMS: NET 10 DAYS ',rz, • :L 0 8000177843 _� TO PAY BY CREDIT CARD, PLEASE FILL IN INFORMATION ON BACK OF REMITTANCE INVOICE #: INVOICE DATE: 17784 6/01/11 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 COSTA MESA CA 92627 CUSTOMER #: 09- 11 8 PREVIOUS AMOUNT DUE PAYMENTS CURRENT CHARGES TOTAL DUE 8,390.71 8,390.71 I 10,462.80 ` 109462.80 Please detach here and return with your payment CHECK # CR TRANSFER, INC. ®� o e ego o 5/03/11 RESIDENTIAL WASTE 1 8.8 52.2201 459.54 5/04/11 RESIDENTIAL WASTE 4 39.8 52.2201 2,080.44 5/10/11 RESIDENTIAL WASTE 1 8.2 52.2201 429.25 5/11/11 RESIDENTIAL WASTE 3 33.1 52.2201 1,731.09 5/12/11 RESIDENTIAL WASTE 1 9.3 52.2201 490.35 5/17/11 RESIDENTIAL WASTE 1 7.6 52.2201 399.48 5/18/11 5/24/11 RESIDENTIAL WASTE j RESIDENTIAL WASTE 4 1 =: -42:;6 $ 2 x.2220;. 52.22fl 2,228.75 432.38 5/25/11! RESIDENTIAL WASTE 4 42 3 5222fl .: 2,211.52 i i MEN a I I I I 1 -101462.80 I I f IF YOU HAVE ANY QUESTIONS REGARDING ANY PART OF THIS INVOICE, PLEASE CALL: ( 714) 82 6- 9049 PREVIOUS AMOUNT DUE PAYMENTS CURRENT CHARGES TOTAL DUE INVOICE TOTAL n CUSTOMER #: 09- 11 8 INVOICE # 17784 P.O. BOX 1200 OVERDUE AMOUNTS SUBJECT TO FINANCE CHARGE -60 is Meeting Date Item # 06/23/11 VI. C. 10. COSTA MESA SANITARY DISTRICT Warrant Resolution No. CMSD 2011 -12 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 $612,525.19 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 23rd day of June 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 -12 was duly adopted by the Costa Mesa Sanitary District at a regular meeting held on the 23rd day of June 2011. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Seal of the Costa Mesa Sanitary District on this 23rd day of June 2011. Clerk of the Costa Mesa Sanitary District Accounts Payable Checks for Approval User: tgonzalez Printed: 06/03/2011 - 10:20 AM CO ST4 9YESA ,S ITA T (DIST I CT - -.ass Independent 3pecial4%su*t Check Number Check Date Fund Name Account Name Vendor Name Amount 0 05/04/2011 Liquid Waste Fund Federal Withholding Taxes Internal Revenue Service 4,267.61 0 05/04/2011 Liquid Waste Fund FICA - Employee Internal Revenue Service 42.26 0 05/04/2011 Liquid Waste Fund FICA - Employee Internal Revenue Service 62.38 0 05/04/2011 Liquid Waste Fund Medicare - Employee Internal Revenue Service 463.83 0 05/04/2011 Liquid Waste Fund Medicare - Employee Internal Revenue Service 463.83 Check Total: 5,299.91 0 05/04/2011 Liquid Waste Fund State Withholding Taxes State of Cal Emp Dev Dept 1,614.29 0 05/06/2011 Liquid Waste Fund Benefit Administration Check Total: 1,614.29 0 05/04/2011 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 139.07 0 05/04/2011 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 236.21 0 05/04/2011 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 1;986.82 0 05/04/2011 Liquid Waste Fund PERS Retirement Cal Pers Employee Ret System 3,374.50 0 05/04/201.1 Liquid Waste Fund PERS Survivor Benefit Cal Pers Employee Ret System 9.30 Check Total: 5,745.90 0 05/04/2011 Liquid Waste Fund Federal Withholding Taxes Internal Revenue Service 317.94 0 05/04/2011 Liquid Waste Fund FICA - Employee Internal Revenue Service 278.45 0 05/04/2011 Liquid Waste Fund FICA - Employee Internal Revenue Service 411.05 0 05/04/2011 Liquid Waste Fund Medicare - Employee Internal Revenue Service 96.15 0 05/04/2011 Liquid Waste Fund Medicare - Employee Internal Revenue Service 96.15 Check Total: 1,199.74 0 05/06/2011 Liquid Waste Fund PERS Medical Cal PERS 6,237.61 0 05/06/2011 Liquid Waste Fund Benefit Administration Cal PERS 37.80 0 05/06/2011 Liquid Waste Fund Benefits Admin Costs Cal PERS 37.80 0 05/06/2011 Solid Waste Fund Benefits Admin Costs Cal PERS 2.95 AP - Checks for Approval ( 06/03/2011 - 10:20 AM) • • Page 1 • Inber Check Date Fund Name Account Nate Vendor Name 0 Amount 0 05/06/2011 Liquid Waste Fund 0 05/15/2011 Solid Waste Fund 0 05/18/2011 Liquid Waste Fund 0 05/18/2011 Liquid Waste Fund 0 05/18/2011 Liquid Waste Fund 0 05/18/2011 Liquid Waste Fund 0 05/18/2011 Liquid Waste Fund 0 05/18/2011 Liquid Waste Fund 0 05/18/2011 Liquid Waste Fund 0 05/18/2011 Liquid Waste Fund 0 05/18/2011 Liquid Waste Fund 0 05/18/2011 Liquid Waste Fund 0 05/18/2011 Liquid Waste Fund 0 05/18/2011 Liquid Waste Fund 0 05/27/2011 Solid Waste Fund 0 05/27/201.1 Liquid Waste Fund 0 05/11/2011 Liquid Waste Fund 0 05/11/2011 Liquid Waste Fund 8496 05/05/2011 Solid Waste Fund 8496 05/05/2011 Liquid Waste Fund Benefits Admin Costs Investment Earnings Federal Withholding Taxes FICA - Employee FICA - Employee Medicare - Employee Medicare- Employee State Withholding Taxes PERS Retirement PERS Retirement PERS Retirement PERS Retirement PERS Survivor Benefit PERS - Employer Equipment Maintenance Equipment Maintenance Medicare - Employee Medicare - Employee Regular Salaries Regular Salaries Cal PERS Bank of America Internal Revenue Service Internal Revenue Service Internal Revenue Service Internal Revenue Service Internal Revenue Service State of Cal Emp Dev Dept Cal Pers Employee Ret System Cal Pers Employee Ret System Cal Pers Employee Ret System Cal Pers Employee Ret System Cal Pers Employee Ret System Cal Pers Employee Ret System Automatic Data Processing, Inc Automatic Data Processing, Inc Internal Revenue Service Internal Revenue Service VantagePoint Transfer Agents VantagePoint Transfer Agents Check Total: Check Total: Check Total: Check Total: Check Total: Check Total: Check Total: 26.60 6,342.76 . 235.52 235.52 5,045.37 38.23 56.44 515.97 515.97 6,171.98 2,017.97 2,017.97 139.00 236.09 1,985.73 3,372.64 9.30 -0.02 5,742.74 5.73 51.50 57.23 279.55 279.55 559.10 1,900.00 17,100.00 AP - Checks for Approval ( 06/03/2011 - 10:20 AM) Page 2 Check Number Check Date Fund Name Account Name Vendor Name Amount Check Total: 19,000.00 8497 05/10/2011 Solid Waste Fund Contract Services Abbott Staffing Group 70.40 8497 05/10/2011 Liquid Waste Fund Contract Services Abbott Staffing Group 633.60 8497 05/10/2011 Solid Waste Fund Contract Services Abbott Staffing Group 70.40 8497 05/10/2011 Liquid Waste Fund Contract Services Abbott Staffing Group 633.60 8497 05/10/2011 Liquid Waste Fund Contract Services Abbott Staffing Group 633.60 8497 05/10/2011 Solid Waste Fund Contract Services Abbott Staffing Group 70.40 Check Total: 2,112.00 8498 05/10/2011 Liquid Waste Fund Employee Insurance AFLAC 729.26 Check Total: 729.26 8499 05/10/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Douglas Alani 1,069.00 Check Total: 1,069.00 8500 05/10/2011 Liquid Waste Fund Sewer Maint - Annual Sewer Maint Alhambra Foundry Co. LTD 507.33 Check Total: 507.33 8501 05/10/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Blanca Arroyo 493.25 Check Total: 493.25 8502 05/10/2011 Liquid Waste Fund Sewer Maint- Telephone AT &T 141.57 8502 05/10/2011 Liquid Waste Fund Sewer Maint - Telephone AT &T 265.81 Check Total: 407.38 8503 05/10/2011 Solid Waste Fund Investment Earnings Bank of New York 1,500.00 Check Total: 1,500.00 8504 05/10/2011 Liquid Waste Fund Sewer Maint- Material /Supplies Bank of America 64.70 8504 05/10/2011 Liquid Waste Fund Sewer Maint- Equipment Maint Bank of America 31.97 8504 05/10/2011 Liquid Waste Fund Sewer Maint- Material /Supplies Bank of America 3.87 8504 05/10/2011 Liquid Waste Fund Sewer Maint - Material /Supplies Bank of America 8.30 8504 05/10/2011 Liquid Waste Fund Sewer Maint -Bldg Maint Bank of America 182.20 8504 05/10/2011 Liquid Waste Fund Sewer Maint -Office Supplies Bank of America 55.87 AP - Checks for Approval ( 06/03/2011 - 10:20 AM) Page 3 Chec ber Check Date Fund Name Account Nat Vendor Name • Amounl 8504 05/10/2011 Solid Waste Fund Staff Development Bank of America 21.94 8504 05/10/2011 Liquid Waste Fund Staff Development Bank of America 197.46 8504 05/10/2011 Liquid Waste Fund Staff Development. Bank of America 197.46 8504 05/10/2011 Solid Waste Fund Staff Development Bank of America 21.94 8504 05/10/2011 Solid Waste Fund Travel/Meals/Lodging Bank of America 3.19 8504 05/10/2011 Liquid Waste Fund Travel/Meals /Lodging Bank of America 28.71 8504 05/10/2011 Liquid Waste Fund Travel/Meals /Lodging Bank of America 28.71 8504 05/10/2011 Solid Waste Fund Travel/Meals/Lodging Bank of America 3.19 8504 05/10/2011 Solid Waste Fund Travel/Meals/Lodging Bank of America 3.19 8504 05/10/2011 Liquid Waste Fund Travel/Meals /Lodging Bank of America 28.71 8504 05/10/2011 Liquid Waste Fund Travel/Meals/Lodging Bank of America 28.71 8504 05/10/2011 Solid Waste Fund Travel/Meals/Lodging Bank of America 3.19 8504 05/10/2011 Solid Waste Fund Travel/Meals/Lodging Bank of America -4.59 8504 05/10/2011 Liquid Waste Fund Travel/Meals/Lodging Bank of America -41.26 8504 05/10/2011 Liquid Waste Fund Travel/Meals/Lodging Bank of America -41.26 8504 05/10/2011 Solid Waste Fund Travel/Meals/Lodging Bank of America -4.59 8504 05/10/2011 Liquid Waste Fund Travel/Meals/Lodging Bank of America 115.00 8504 05/10/2011 :Liquid Waste Fund Travel/Meals/Lodging Bank of America 40.50 8504 05/10/2011 Solid Waste Fund Travel/Meals/Lodging Bank of America 4.50 8504 05/10/2011 Solid Waste Fund Travel/Meals/Lodging Bank of America 6.03 8504 05/10/2011 Liquid Waste Fund Travel/Meals /Lodging Bank of America 54.26 8504 05/10/2011 Liquid Waste Fund Postage Bank of America 44.69 8504 05/10/2011 Solid Waste, Fund Public Info/Ed/Community Promo Bank of America 15.64 8504 05/10/2011 Liquid Waste Fund Public Info/Ed /Community Promo Bank of America 15.64 8504 05/10/2011 Liquid Waste Fund Public Info/Ed/Community Promo Bank of America 11.06 8504 05/10/2011 Solid Waste Fund Public Info/Ed/Community Promo Bank of America 11.06 8504. 05/10/2011 Solid Waste Fund Capital Outlay Bank of America 9.78 8504 05/10/2011 Liquid Waste Fund Capital Outlay Bank of America 88.00 8504 0511012011 Solid Waste Fund Staff Development Bank of America 11.65 8504 05/10/2011 .Liquid Waste Fund Staff Development Bank of America 104.89 8504 05/10/2011 Solid Waste Fund Staff Development Bank of America 1.20 8504 05/10/2011 Liquid Waste Fund Staff Development Bank of America 10.78 8504 05/10/2011 Solid Waste Fund Staff Development Bank of America 30.54 8504 05/10/2011 Liquid Waste Fund Staff Development Bank of America 274.86 8504 05/10/2011 Solid Waste Fund Travel/Meals/Lodging Bank of America 39.27 8504 05/10/2011 Liquid Waste Fund Travel/Meals /Lodging Bank of America 353.42 8504 05/10/2011 Solid Waste Fund Staff Development Bank of America 53.66 8504 05/10/2011 Liquid Waste Fund Staff Development Bank of America 482.98 8504 05/10/2011 Solid Waste Fund Travel/Meals/Lodging Bank of America 9.17 8504 0511012011 Liquid Waste Fund Travel/Meals /Lodging Bank of America 82.53 8504 05/10/2011 Solid Waste Fund Equipment Maintenance Bank of America 9.00 8504 05/10/2011 Liquid Waste Fund Equipment Maintenance Bank of America 81.00 8504 05/10/2011 Liquid Waste Fund Equipment Maintenance Bank of America 94.05 8504 05/10/2011 Solid Waste Fund Equipment Maintenance Bank of America 10.45 8504 05/10/2011 Solid Waste Fund Equipment Maintenance Bank of America 68.00 AP - Checks for Approval ( 06/03/2011 10:20 AM ) Page 4 Check Number Check Date Fund Name Account Name Vendor Name Amount 8504 05/10/2011 Liquid Waste Fund Equipment Maintenance Bank of America 612.00 8504 05/10/2011 Solid Waste Fund Professional Services Bank of America 5.00 8504 05/10/2011 Liquid, Waste Fund Professional Services Bank of America 44.96 8504 05/10/2011 Solid Waste Fund Public Info /Ed /Community Promo Bank of America 125.00 8504 05/10/2011 Solid Waste Fund Capital Outlay Bank of America -91.55 8504 05/10/2011 Liquid Waste Fund Capital Outlay Bank of America - 823.87 8504 05/10/2011 Solid Waste Fund Office Supplies Bank of America 0.54 8504 05/10/2011 Liquid Waste Fund Office Supplies Bank of America 4.89 8504 05/10/2011 Facilities Revolving Fund District Yard Bank of America 145.00 8504 05/10/2011 Facilities Revolving Fund District Yard Bank of America 520.00 8509 05/10/2011 Liquid Waste Fund Sewer Maint- Equipment Maint Check Total: 3,497.19 8505 05/10/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Gerald Brown 1,800.00 Check Total: 1,800.00 8506 05/10/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Henry Bucher 1,800.00 Check Total: 8507 05/10/2011 Solid Waste Fund Legal Services Alan R. Burns 8507 05/10/2011 Liquid Waste Fund Legal Services Alan R. Burns 8507 05/10/2011 Liquid Waste Fund Legal Services Alan R. Burns 8507 05/10/2011 Liquid Waste Fund Legal Services Alan R. Burns 8507 05/10/2011 Solid Waste Fund Legal Services Alan R. Bums 8507 05/10/2011 Liquid Waste Fund Legal Services Alan R. Burns Check Total: 8508 05/10/2011 Solid Waste Fund Fiscal Services CBIZ ATA Orange County LLC 8508 05/10/2011 Liquid Waste Fund Fiscal Services CBIZ ATA Orange County LLC Check Total: 8509 05/10/2011 Liquid Waste Fund Sewer Maint- Equipment Maint City of Costa Mesa 8509 05/10/2011 Liquid Waste Fund Sewer Maint - Equipment Maint City of Costa Mesa 8509 05/10/2011 Liquid Waste Fund Sewer Maint- Equipment Maint City of Costa Mesa 8509 05/10/2011 Liquid Waste Fund Sewer Maint- Equipment Maint City of Costa Mesa Check Total: 8510 05/10/2011 Liquid Waste Fund I Sewer Maint- Water Pumps City of Newport Beach AP - Checks for Approval ( 06/03/2011 - 10:20 AM) •Page 5 1,800.00 557.48 1,035.32 1,810.00 164.71 88.69 1,067.90 4,724.10 573.72 1,065.48 1,639.20 543.47 183.00 248.15 591.35 1,565.97 27.05 Checkoher Check Date . Fund Name Account Nam Vendor Name Amount n Check Total: 27.05 8511 05/10/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Ross Clair 1,360.00 8512 05/10/2011 8512 05/10/2011 Solid Waste Fund Professional Services Computer Masters Liquid Waste Fund Professional Services Computer Masters 8513 05/10/2011 Solid Waste Fund 8513 05/10/2011 Liquid Waste Fund 8514 05/10/2011 Liquid Waste Fund 8515 05/10/2011 Solid Waste Fund 8515 05/10/2011 Solid Waste Fund Building Maintenance C &R Drains Inc. Building Maintenance C &R Drains Inc. Sewer Maint -Swr Lateral Prog Don Crocker Recycling/Disposal CR Transfer, Inc. Recycling/Disposal CR Transfer, Inc. Check Total: Check Total: Check Total: Check Total: Check Total: 1,360.00 40.00 360.00 8516 05/10/2011 Solid Waste Fund Sharps Program WM Curbside, LLC. 95.00 8516 05/10/2011 Solid Waste Fund Sharps Program WM Curbside, LLC 100.00 8516 05/10/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 22.50 8516 05/10/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 100.00 8516 05/10/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC -25.00 8516 05/10/2011 Solid Waste Fund Sharps Program WM Curbside, LLC 95.00 8516 05/10/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 144.00 8516 05/10/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC 75.00 8516 05/10/2011 Solid Waste Fund Pharmaceutical Program WM Curbside, LLC -25.00 8516 05/10/2011 Solid Waste Fund Sharps Program WM Curbside, LLC 95.00 Check Total: 676.50 8517. 05/10/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Tom Devlin 1,800.00 Check Total: 1,800.00 Page 6 AP - Checks for Approval ( 06/03/2011 - 10:20 AM) Check Number Check Date Fund Name Account Name Vendor Name Liquid Waste Fund Amount 05/10/2011 Liquid Waste Fund 8527 05/10/2011 Liquid Waste Fund 8527 8518 05/10/2011 Liquid Waste Fund Sewer Maint -FOG Prog Contract Environmental Engr & Cont, Inc 7,110.85. Check Total: 7,110.85 8519 05/10/2011 Liquid Waste Fund Sewer Maint -Bldg Maint Excel Maintenance Solutions Co 165.00 Check Total: 165.00 8520 05/10/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Eve Fletcher 1,800.00 Check Total: 1,800.00 8521 05/10/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Garciela Garcia 1,637.50 Check Total: 1,637.50 8522 05/10/2011 Solid Waste Fund Gas - Building The Gas Company 3.21 8522 05/10/2011 Liquid Waste Fund Gas - Building The Gas Company 28.85 8522 05/10/2011 Liquid Waste Fund Sewer Maint -Gas Bldg The Gas Company 23.66 8523 05/10/2011 Liquid Waste Fund 8524 05/10/2011 Solid Waste Fund 8525 05/10/2011 Liquid Waste Fund 8526 05/10/2011 Liquid Waste Fund 8527 05/10/2011 Liquid Waste Fund 8527 05/10/2011 Liquid Waste Fund 8527 05/10/2011 Liquid Waste Fund 8527 05/10/2011 Liquid Waste Fund 8527 05/10 /2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Aaron Gomez Public Info /Ed /Community Promo Senorina Gonzalez Sewer Maint -Small Tools /Eq Grainger Sewer Maint -Swr Lateral Prog Julia Hall Engineering/Architectual Sery Engineering /Architectual Sery Plan Ck/Inspection- Inside Plan Ck/Inspection- Inside Plan Ck/Inspection- Outside Robin B. Hamers & Assoc., Inc. Robin B. Hamers & Assoc., Inc. Robin B. Hamers & Assoc., Inc. Robin B. Hamers & Assoc., Inc. Robin B. Hamers & Assoc., Inc. Check Total: Check Total: Check Total: Check Total: Check Total AP - Checks for Approval ( 06/03/2011 - 10:20 AM) • •P age 7 • 55.72 270.00 270,00 25.00 25,00 41 A3 41.43 1,800.00 1,800.00 1,400.00 5,597.00 144.75 8,610.75 1,013.25 Chec er 1�►b Check Da to Fund Name Account Nap Vendor Name 8532 • Amount 8527 05/10/2011 Liquid Waste Fund Plan Ck/Inspection- Outside Robin B. Hamers & Assoc., Inc. Liquid Waste Fund 1,225.50 8527 05/10/2011 Liquid Waste Fund Plan Ck/Inspection -Swr Lateral Robin B. Hamers & Assoc., Inc. Lab Safety Supply Inc. 458.38 8527 05/10/2011 Liquid Waste Fund Plan Ck/Inspection -Swr Lateral Robin B. Hamers & Assoc., Inc. 1,257.75 8527 05/10/2011 Liquid Waste Fund Westside Aband #101 -Cont Svc Robin B. Hamers & Assoc., Inc. 144.75 8527 05/10/2011 Liquid Waste Fund Grade 5 CCTV Improvements Robin B. Hamers & Assoc., Inc. 10,470.25 8527 05/10/2011 Liquid Waste Fund Rehab of (6)Swrs Transfrd #189 Robin B. Hamers & Assoc., Inc. 627.25 Check Total: 30,949.63 8528 05/10/2011 Facilities Revolving Fund Retention Payable Howard S. Wright Constructors 30,000.00 Check Total: 30,000.00 8529 05/10/2011 Liquid Waste Fund Sewer Maint- Equipment Maint HUB Auto Supply 25.48 8529 05/10/2011 Liquid Waste Fund Sewer Maint - Equipment Maint HUB Auto Supply 40.20 8529 05/10/2011 Liquid Waste Fund Sewer Maint - Equipment Maint HUB Auto Supply 18.77 Check Total: 84.45 8530 05/10/2011 Solid Waste Fund Recycling Grant AB 939 Francene Francene E. Kaplan PH.D. 200.00 Check Total: 200.00 8531 05/10/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Brian Kay 925.00 8532 05/10/2011 Solid Waste Fund Equipment Maintenance Konica Minolta 8532 05/10/2011 Liquid Waste Fund Equipment Maintenance Konica Minolta 8533 05/10/2011 Liquid Waste Fund Sewer Maint - Material /Supplies Lab Safety Supply Inc. 8533 05/10/2011 Liquid Waste Fund Sewer Maint - Material /Supplies Lab Safety Supply Inc. 8534 05/10/2011 Liquid Waste Fund Sewer Maint-Swr Lateral Prog Frank Mancini Check Total: Check Total: Check Total: 925.00 45.22 406.98 452.20 471.34 499.16 970.50 1,800.00 Check Total: 1,800.00 8535 05/10/2011 Liquid Waste Fund Sewer Maint- Water Pumps Mesa Consolidated Water Dist 17.00 8535 05/10/2011 Liquid Waste Fund Sewer Maint- Water Pumps Mesa Consolidated Water Dist 17.00 AP - Checks for Approval ( 06/03/2011 - 10:20 AM) Page 8 Check Number Check Date Fund Name Account Name Vendor Name Amount 8535 05/10/2011 Liquid Waste Fund Sewer Maint- Water Pumps Mesa Consolidated Water Dist 17.00 8535 05/10/2011 Liquid Waste Fund Sewer Maint- Water Pumps Mesa Consolidated Water Dist 17.00 8535 05/10/2011 Solid Waste Fund Water - Building Mesa Consolidated Water Dist 22.78 8535 05/10/2011 Liquid Waste Fund Water - Building Mesa Consolidated Water Dist 205.02 8535 05/10/2011 Liquid Waste Fund Sewer Maint -Water Bldg Mesa Consolidated Water Dist 48.00 8535 05/10/2011 Liquid Waste Fund Sewer Maint -Water Bldg Mesa Consolidated Water Dist 45.20 8535 05/10/2011 Liquid Waste Fund Sewer Maint -Water Bldg Mesa Consolidated Water Dist 101.90 Check Total: 490.90 8536 05/10/2011 Solid Waste Fund Equipment Maintenance Meridian Systems Supply 44.46 8536 05/10/2011 Liquid Waste Fund Equipment Maintenance Meridian Systems Supply 400.17 Check Total: 444.63 8537 05/10/2011 Solid Waste Fund Public Info /Ed/Community Promo Amanda Moore 25.00 Check Total: 25.00 8538 05/10/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Frank Muccia 572.64 Check Total: 572.64 8539 05/10/2011 Solid Waste Fund Public Info /Ed /Community Promo Scott Neace 25.00 Check Total: 25.00 8540 05/10/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Felipe Nuezca 600.00 Check Total: 600.00 8541 05/10/2011 Liquid Waste Fund GIS System #188 Contr Svc Orange County Treasurer -Tax Co 2,658.00 Check Total: 2,658.00 8542 05/10/2011 Solid Waste Fund Office Supplies Office Depot -1.70 8542 05/10 /2011 Liquid Waste Fund Office Supplies Office Depot -15.31 8542 05/10/2011 Liquid Waste Fund Office Supplies Office Depot 12.29 8542 05/10/2011 Solid Waste Fund Office Supplies Office Depot 1.37 8542 05/10/2011 Solid Waste Fund Office Supplies Office Depot 12.38 8542 05/10/2011 Liquid Waste Fund Office Supplies Office Depot 111.38 AP - Checks for Approval ( 06/03/2011 - 10:20 AM) •Page 9 Checkober Check Date Fund Name Account NamO Vendor Name Amount AP - Checks for Approval ( 06/03/2011 - 10:20 AM) Page 10 Check Total: 120.41 8543 05/10/2011 Liquid Waste Fund Travel/Meals/Lodging Bob Ooten 344.37 8543 05/10 /2011 Liquid Waste Fund Travel/Meals/Lodging Bob Ooten 31.15 8543 05/10/2011 Solid Waste Fund Travel/Meals/Lodging Bob Ooten 3.46 Check Total: 378.98 8544 05/10/2011 Solid Waste Fund Building Maintenance Pacific Building Care, Inc. 45.38 8544 05/10/2011 Liquid Waste Fund Building Maintenance Pacific Building Care, Inc, 408.37 Check Total: 453.75 8545 05/10/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Peter Family Irrev Trust 1,800.00 Check Total: 1,800.00 8546 05/10/2011 Solid Waste Fund Professional Services RCS Investingations & Consulti 192.00 8546 05/10/2011 Liquid Waste Fund Professional Services RCS Investingations & Consulti 1,728.00 Check Total: 1,920.00 8547 05/10/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog James Reynolds 1,800.00 Check Total: 1,800.00 8548 05/10/2011 Solid Waste Fund Electric - Building Southern California Edison 47.90 8548 05/10/2011 Liquid Waste Fund. Electric - Building Southern California Edison 431.05 8548 05/10/2011 Liquid Waste Fund Sewer Maint- Electric Pumps Southern California Edison 338.33 8548 05/10/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 212.47 8548 05/10/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 304.66 8548 05/10/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 77.04 8548 05/10/2011. Liquid Waste Fund Sewer Maint- Electric Pumps Southern California Edison 41.57 8548 05/1.0/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 73.28 8548 05/10/2011 Liquid Waste Fund Sewer Maint - Electric Pumps . Southern Califomia Edison 341.74 8548 05/10/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 349.70, 8548 05/10/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 692.20 8548 05/10/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 81.32 8548 05/10/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 101.65 8548 05/10/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 138.63 8548 05/10/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 52.11 8548 05/10/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 549.90 AP - Checks for Approval ( 06/03/2011 - 10:20 AM) Page 10 Check Number Check Date Fund Name Account Name Vendor Name Amount 8548 05/10/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 336.95 8548 05/10/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 160.30 8548 05/10/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 1,116.60 8548 05/10/2011 Liquid Waste Fund Sewer Maint - Electric Pumps Southern California Edison 66.86 Check Total: 5,514.26 8549 05/10/2011 Solid Waste Fund Travel/Meals/Lodging Michael Scheafer 1.28 8549 05/10/2011 Liquid Waste Fund Travel/Meals/Lodging Michael Scheafer 11.47 Check Total: 12.75 8550 05/10/2011 Solid Waste Fund Travel/Meals /Lodging Special District and Local Gov 74.50 8550 05/10/2011 Liquid Waste Fund Trave]iMeals/Lodging Special District and Local Gov 670.50 8550 05/10/2011 Liquid Waste Fund Travel/Meals/Lodging Special District and Local Gov 490.50 8550 05/10/2011 Solid Waste Fund Travel/Meals /Lodging Special District and Local Gov 54.50 8550 05/10/2011 Solid Waste Fund Travel /Meals/Lodging Special District and Local Gov 54.50 8550 05/10/2011 Liquid Waste Fund Travel/Meals/Lodging Special District and Local Gov 490.50 8550 05/10/2011 Liquid Waste Fund Travel/Meals /Lodging. Special District and Local Gov 490.50 8550 05/10/2011 Solid Waste Fund Travel/Meals /Lodging Special District and Local Gov 54.50 8550 05/10/2011 Solid Waste Fund Travel/Meals/Lodging Special District and Local Gov 54.50 8550 05/10/2011 Liquid Waste Fund Travel/Meals/Lodging Special District and Local Gov 490.50 Check Total: 2,925.00 8551 05/10/2011 Liquid Waste Fund Life /AD &D Insurance Spec Dist Risk Mgt Authority 150.20 8551 05/10/2011 Liquid Waste Fund Dental Insurance Spec Dist Risk Mgt Authority 586.64 8551 05/10/2011 Liquid Waste Fund Long -Term Disability Spec Dist Risk Mgt Authority 272.38 8551 05/10/2011 Liquid Waste Fund Vision Insurance Spec Dist Risk Mgt Authority 22.65 8551 05/10/2011 Solid Waste Fund Benefits Admin Costs . Spec Dist Risk Mgt Authority 2.98 8551 05/10/2011 Liquid Waste Fund Benefits Admin Costs Spec Dist Risk Mgt Authority 26.82 Check Total: 1,061.67 8552 05/10/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog William Serr 1,800.00 Check Total: 1,800.00 8553 05/10/2011 Solid Waste Fund Public Info /Ed /Community Promo Allison Spoulos 25.00 Check Total: 25.00 8554 05/10/2011 Solid Waste Fund Professional Services Technology Resource Cntr, Inc. 90.63 AP - Checks for Approval ( 06/03/2011 - 10:20 AM) Page 11 Chec ber Check Date un • F d Name Account Nam Vendor Name Amount 8554 05/10/2011 Liquid Waste Fund Professional Services ,Technology Resource Cntr, Inc. 815.62 Check Total: 906.25 8555 05/10/2011 Liquid Waste Fund Bristol St Pump - Contract Labor Traffic Control Engineering, I 2,000.00 Check Total: 2,000.00 8556 05/10/2011 Solid Waste Fund Building Maintenance Trimco Landscape 13.10 8556 05/10/2011 Liquid Waste Fund Building Maintenance Trimco Landscape 117.90 Check Total: 131.00 8557 05/10/2011 Liquid Waste Fund Contract Services Underground Service Alert/SC 230.50 Check Total: 230.50 8558 05/10/2011 Liquid Waste Fund Deferred Compensation - 457 VantagePoint Transfer Agents 700.00 Check Total: 700.00 8559 05/10/2011 Liquid Waste Fund Deferred Medical -RHS- Employee VantagePoint Transfer Agents 567.66 Check Total: 567.66 8560 05/10/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Rory Vance 1,800.00 Check Total: 1,800.00 8561 05/10/2011 Liquid Waste Fund Sewer Maint - Annual Sewer Maint Walters Wholesale Electric Co. 249.99 8561 05/10/2011 Liquid Waste Fund Sewer Maint - Annual Sewer Maint Walters Wholesale Electric Co. 119.47 Check Total: 369.46 8562 05/10/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Robin Leffler 600.00 Check Total: 600.00 8563 05/10/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Kevin Young 75.00 Check Total: 75.00 AP - Checks for Approval ( 06/03/2011 - 10:20 AM ) Page 12 Check Number Check Date Fund Name Account Name Vendor Name Amount 8564 05/10/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog Cyril Zoerner 1,800.00 Check Total: 1,800.00 8565 05/20/2011 Solid Waste Fund Contract Services Abbott Staffing Group 70.40 8565 05/20/2011 Liquid Waste Fund Contract Services Abbott Staffing Group 633.60 Check Total: 704.00 8566 05/20/2011 Liquid Waste Fund Sewer Maint - Material /Supplies Airgas Safety 220.10 8566 05/20/2011 Liquid Waste Fund Sewer Maint - Material /Supplies Airgas Safety 220.08 Check Total: 440.18 8567 05/20/2011 Solid Waste Fund Telephone AT &T 49.34 8567 05/20/2011 Liquid Waste Fund Telephone AT &T 444.06 Check Total: 493.40 8568 05/20/2011 Solid Waste Fund Contract Services Brown and Caldwell 88.15 8568 05/20/2011 Liquid Waste Fund Contract Services Brown and Caldwell 793.35 Check Total: 881.50 8569 05/20/2011 Liquid Waste Fund Sewer Maint- Equipment Maint City of Costa Mesa 1,930.15 8569 05/20/2011 Liquid Waste Fund Sewer Maint- Equipment Maint City of Costa Mesa 577.55 8569 05/20/2011 Liquid Waste Fund Sewer Maint- Equipment Maint City of Costa Mesa 185.55 Check Total: 2,693.25 8570 05/20/2011 Liquid Waste Fund Sewer Maint -Swr Lateral Prog John Clark 1,800.00 Check Total: 1,800.00 8571 05/20/2011 Solid Waste Fund Trash Hauler Costa Mesa Disposal 197,115.76 Check Total: 197,115.76 8572 05/20/2011 Liquid Waste Fund Sewer Maint- Annual Sewer Maint Coastal Traffic Systems, Inc. 308.28 Check Total: 308.28 8573 05/20/2011 Solid Waste Fund Household Hazardous Waste WM Curbside, LLC 226.00 AP - Checks for Approval ( 06/03/2011 - 10:20 AM) • •Page 13 . Check Date Fund Name • Account Nab Vendor Name Amount 8573 05/20/2011 Solid Waste Fund 8574 05/20/2011 Liquid Waste Fund 8575 05/20/2011 Liquid Waste Fund 8576 05/20/2011 Liquid Waste Fund 8576 05/20/2011 Liquid Waste Fund 8577 05/20/2011 Solid Waste Fund 8577 05/20/2011 Liquid Waste Fund 8578 05/20/2011 Liquid Waste Fund 8578 05/20/2011 Liquid Waste Fund Household Hazardous Waste. WM Curbside, LLC Check Total: Sewer Maint -Staff Development CWEA -TCP Check Total: Engineering/Architectual Sery Environmental Engr & Cont, Inc Check Total: Sewer Maint - Material /Supplies Golden Bell Products, Inc. Sewer Maint- Material/Supplies Golden Bell Products, Inc. Staff Development Staff Development Teresa Gonzalez Teresa Gonzalez Check Total: Check Total: Sewer Maint -Small Tools/Eq Grainger Sewer Maint -Small Tools /Eq Grainger Check Total: 2,528.13 2,754.13 130.00 130.00 15,725.00 15,725:00 1,555.13 13.88 124.87 138.75 34.37 41.11 75.48 8579 05/20/2011 Liquid Waste Fund Sewer Maint- Water Pumps Irvine Ranch Water District 8.00 8579 05/20/2011 Liquid Waste Fund Sewer Maint- Water Pumps Irvine Ranch Water District 8.00 Check Total: 16.00 8580 05/20/2011 Liquid Waste Fund Sewer Maint -Pump Stn Contract Jimni Systems, Inc 1,896.61 Check Total: 1,896.61 8581 05/20/2011 Solid Waste Fund Equipment Maintenance Konica Minolta Bus Sol U.S.A., 8.64 8581 05/20/2011 Liquid Waste Fund Equipment Maintenance Konica Minolta Bus Sol U.S.A., 77.80 Check Total: 86.44 8582 05/20/2011 Liquid Waste Fund Sewer Maint- Water Pumps Mesa Consolidated Water Dist 30.50 AP - Checks for Approval ( 06/03/2011 - 10:20 AM) Page 14 Check Number Check Date Fund Name Account Name Vendor Name Amount Check Total: 30.50 8583 05/20/2011 Liquid Waste Fund Sewer Maint -Bldg Maint Orange Coast Electric 375.00 Check Total: 375.00 8584 05/20/2011 Solid Waste Fund Prof Membership/Dues County of Orange Auditor -Cont 47.50 8584 05/20/2011 Liquid Waste Fund Prof Membership/Dues County of Orange Auditor -Coat 47.50 Check Total: 95.00 8585 05/20/2011 Solid Waste Fund Public Info /Ed /Community Promo County of Orange Auditor -Cont 1.50 8585 05/20/2011 Liquid Waste Fund Public Info/Ed /Community Promo County of Orange Auditor -Cont 13.50 Check Total: 15.00 8586 05/20/2011 Liquid Waste Fund Due to OCSD Orange County Sanitation Distr 10,662.42 Check Total: 10,662.42 8587 05/20/2011 Solid Waste Fund Postage CMSD Petty Cash 1.98 8587 05/20/2011 Liquid Waste Fund Postage CMSD Petty Cash 17.82 8587 05/20/2011 Solid Waste Fund Mileage Reimbursement CMSD Petty Cash 0.58 8587 05/20/2011 Liquid Waste Fund Mileage Reimbursement CMSD Petty Cash 5.22 8587 05/20/2011 Solid Waste Fund Mileage Reimbursement CMSD Petty Cash 1.79 8587 05/20/2011 Liquid Waste Fund Mileage Reimbursement CMSD Petty Cash 16.14 8587 05/20/2011 Solid Waste Fund Staff Development CMSD Petty Cash 4.24 8587 05/20/2011 Liquid Waste Fund Staff Development CMSD Petty Cash 38.15 8587 05/20/2011 Solid Waste Fund Staff Development CMSD Petty Cash 0.87 8587 05/20/2011 Liquid Waste Fund Staff Development CMSD Petty Cash 7.82 8587 05/20/2011 Solid Waste Fund Staff Development CMSD Petty Cash 0.25 8587 05/20/2011 Liquid Waste Fund Staff Development CMSD Petty Cash 2.25 8587 05/20/2011 Solid Waste Fund Staff Development CMSD Petty Cash 3.75 8587 05/20/2011 Liquid Waste Fund Staff Development CMSD Petty Cash 33.72 8587 05/20/2011 Solid Waste Fund Mileage Reimbursement CMSD Petty Cash 6.98 8587 05/20/2011 Liquid Waste Fund Mileage Reimbursement CMSD Petty Cash 62.85 Check Total: 204.41 8588 05/20/2011 Liquid Waste Fund MultiMed/Blueprints /Copies /Sub Santa Ana Blue Print 37.58 8588 05/20/2011 Liquid Waste Fund MultiMedBlueprints/Copies /Sub Santa Ana Blue Print 274.21 8588 05/20/2011 Liquid. Waste Fund Bristol St Pump - Contract Labor Santa Ana Blue Print 38.00 AP - Checks for Approval ( 06/03/2011 - 10:20 AM) Page 15 i Check Date Fund Name Account Na* Vendor Name Amount 8588 05/20/2011 Liquid Waste Fund 8589 05/20/2011 Liquid Waste Fund 8589 05/20/2011 Liquid Waste Fund 8590 05/20/2011 Liquid Waste Fund 8591 05/20/2011 Liquid Waste Fund 8592 05/20/2011 Liquid Waste Fund 8593 05/20/2011 Liquid Waste Fund 8594 05/20/2011 Liquid Waste Fund 8595 05/20/2011 Liquid Waste Fund Irvine PS Frce Main#1 71 -Contr Santa Ana Blue Print Check Total: Sewer Maint -Elec Bldg Southern California Edison Sewer Maint - Electric Pumps Southern California Edison Check Total: Medical /Employment Services Tustin Irvine Medical Check Total: Deferred Compensation - 457 VantagePoint Transfer Agents . Check Total: Deferred Medical -RHS- Employee VantagePoint Transfer Agents Check Total: Sewer Maint - Telephone Verizon Wireless Check Total: Sewer Maint - Annual Sewer Maint Walters Wholesale Electric Co. Check Total: Sewer Maint -Small Tools /Eq West Coast Safety Supply Co, I Check Total: Report Total: 62.11 411.90 243.44 769.52 1,012.96 66.66 66.66 700.00 700.00 567.36 567.36 9.58 9.58 96.12 96.12 135.94 135.94 612,525.19 AP - Checks for Approval ( 06/03/2011 - 10:20 AM) Page 16 • Costa Mesl&nitary District Expense Reimburs ent Form for Directors Name: e I. Attach all receipts. Meeting to Item #. 06/23/1 1W VI. C. 11. DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL* MEAL EXPENSE OTHER i3fI! �v t5 o- "' 54F0-4t, 60 c ",t.c.j. i "�7 1D / j e j r � W c ri- i • Costa Mesa Sanitary District . Ex erase Reimbursement Form for Directors Name: I. Attach all receipts. DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL' MEAL EXPENSE OTHER { r f Can be used for private auto as well as taxi, limo and alr fare, II. Calculation 1. miles at 51,0 cents per mile (Current Role) 2. Total meals 3. days attendance at $_22 1, 00 per day (per Board patlw) a. Meeting 5, Other Conference /Event: Location: Per Ordinance No. 55,- "Board members shall provide brief reports on meetings ttended at public expense at the next regular Board meeting." (Operations Code, Section 3.01,035) _C ,g6 Total = $ (,r 26. 60 Significant points (earned of benefit to the District and its ratepayers: Director Signature; (rep. uar,a v CI ,,j J 6 D n 6 V a 0 ci 0 0 d ti M LL. M c11 C0 G r�- i, Costa Mesionitary District • Expense Reimbursement Form for Directors Name: MIKE SCHEAFER, DIRECTOR I. Attach all receipts. A DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL" MEAL EXPENSE OTHER MAY 02, 2011 CSDA LEGISLATIVE DAYS SACRAMENTO 12 MAY 03, 2011 CSDA LEGISLATIVE DAYS SACRAMENTO �~ MAY 04, 2011 CSDA LEGISLATIVE DAYS SACRAMENTO 12 MAY 06, 2011 WACO MWDOC 14 MAY 17, 2011 SEWER SYSTEM COMMITTEE CMSD MAY 20, 2011 OC WATER SUMMITT DISNEYLAND HOTEL 20 MAY 23, 2011 RECYCLING COMMITTEE CMSD MAY 25, 2011 BRANDING COMMITTEE CMSD MAY 26, 2011 BOARD MEETING CMSD "Can be used for private auto as well as taxi, limo and air fare. Il. Calculation 1. miles at 51.0 cents per mile (Current Kate) 2. Total meals 3. 6 days attendance at $ 221,00 per day (per Board policy) 4. Meeting 5. Other Conference /Event: Location: Per Ordinance No. 55, "Board members shall provide brief reports on meetings attended a.t public expense at the next regular Board meeting." (Operations Code, Section 3.01.035) (rev. WWI)) 1.326.00 Total= $ L32,6 Q0 Significant points learned of benefit to the District and its ratepayers: Director Signature: C`J n (0 Cl) E M ILL a� is U) v� N co 0 r` C`J CQ Costa Mesa Sanitary District Expense Reimbursement Form for Directors Blame: MIKE SCHEAFER DIRECTOR I. Attach all receipts. DATE OF EVENT PURPOSE OR OCCASION LOCATION SACRAMENTO -JOHN WAYNE TRAVEL* 12 MEAL EXPENSE OTHER MAY 02, 2011 CSDA LEGISLATIVE DAYS MAY 04, 2011 CSDA.LEGISLATIVE DAYS SACRAMENTO -JOHN WAYNE 12 11.29 TAXI 17.00 MAY 06, 2011 WACO OC WATER SUMMITT MWDOC 14 MAY 20, 2011 DISNEYLAND HOTEL 20 "Can be used for private auto as well as taxi, limo and air fare. II. Calculation = $ 29.58 1.. 58 miles at 51.0 cents per mile = 11.29 (Current Rate) 2. 1 Total meals 3. days attendance at $ 221.00 per day (per Board policy) _ 4. Meeting = 17.00 5. Other TAXI 1 57.87 Significant points learned of benefit to the District and its Conference /Event: ratepayers: 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) Director Signature: •r e • Name: Jim Fitzpatrick May 2011 I. Attach all receipts. Costa Ma nitary District • Expense Reimburse ent Form for Directors DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL* MEAL EXPENSE OTHER May 6 WACO OCWD May 23 Recycling Committee CMSD May 17 Sewer Committee CMSD May 26 Costa Mesa Sanitary District Board Meeting CMSD May 5. Cal Works CRRA Training Irvine Valley College May 19 Cal Works CRRA Training Irvine Valley College May 2,3 & 4 CSDA Conference Lg t wi- ivf Des Sacramento May 25 Branding Committee CMSD May 12 OC Waste & Recycling County, Santa Ana *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. $15 Total meals 3. 6 days attendance at $ 221.00 per day (per Board policy) 4. Meeting 5. Other 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) $1.326 Total $ o0 Significant points learned of benefit to the District and its ratepayers: Will Cover at Board Meeting Director Si (rev. 1/1/09) - $ 0 Costa mesa Sanitary District Expense Reimbursement. Form for Directors Name: Jim Fitzpatrick May 2011 1. Attach all receipts. —DATE OF EVENT PURPOSE OR OCCASION LOCATION TRAVEL* MEAL EXPENSE OTHER May 6 WACO OCWD May 23 Recycling Committee CMSD May 17 Sewer Committee CMSD May 26 Costa Mesa Sanitary District Board Meeting CMSD May 5 Cal Works CRRA Training Irvine Valley College May 19 Cal Works CRRA Training Irvine Valley College May 2,3 & 4 CSDA Conference E t f,,g pay Sacramento $40 $15 May 25 .Branding Committee CMSD May 12 OC Waste & Recycling County, Santa Ana *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. $15 Total meals 3. 6 days attendance at $ 221.00 per day (per Board policy) 4. Meeting 5. Other 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. 1/1/09) = $ $15 $20 taxi x 2 = $40 Total= $ S S- od Significant points learned of benefit to the District and its ratepayers: Will Cover at Board Meeting Director Signatu • costs Me" San ry District Expense Relmbarse-Ifflent Form for Directors I. Attach all malptz. DATE Of lvwr PURPOSE OR OCCASION LOCATION TRAVEL" ! MEAL EXPENSE OTHER C, U. U C k'_,+ -r ` I AJ G + L C c.✓- F�- R 5~ t G L 5.4•- T Jt �` w� rQ i T f3 o.t �/ .�►. E �7 .� c r�3 a.�� ac�,c�,� 'ten be u60 For p %4m aim " wed as taxi, irn c and at rare It. Cal CUWdOn 1. mites at 51.O gents per mite (CurwO Roo) 2, Total meals 3. (o days attendance at $ 221.00 per day L*W &WotW" 4. hiserti ng S. Other Total = $ !_3 .2 6. rate�yerg: m CS) LD N �s L Par Ordinance lie, 66, "Board members shall provide brief reports on rnestlnp attended at public expense at the next regular Board mo*brg." (Op*r is Gobs, motion 3.01.035`, 0 DO E: C m Q M m Director SigneWre; ,, U r� n►leeting uate item;; 06/23/11 VI. C. 12. COST,A 9VESA CONYTART(DISTRICT- ..an Memorandum To: Board of Directors Independent Specia(District Via: Scott Carroll, General Manager From: Marc Davis, Treasurer Date: June 23, 2011 Subject: Investment Report for the Month of May 2011 Summary Attached is the Investment Report for the month of May 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 May 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 May 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. Board of Directors June 23, 2011 Page 2 of 3 The weighted average stated rate of return (current yield) for the District's investment • portfolio as of May 31, 2011, was 1.076 %. The yield to maturity of the portfolio was 1.096 %. The District's weighted average interest rate was 68 basis points (0.676 %) above the daily effective yield of LAIF, which was 0.400% as of May 31, 2011. The weighted average number of days to maturity for the District's total portfolio was 669 days (1.83 years). The average duration of the underlying securities in LAIF as of May 31, 2011, which is the most current information available, was 185 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 May 31, 2011 was 50.16 %. As of May 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. Legal Review • Legal review is not required. Financial Review The portfolio was budgeted to earn an average rate of 1.250% for the year ending June 30, 2011. Through May 31, 2011, the portfolio has earned a weighted average interest rate of 1.187 %. Total budgeted interest income for fiscal year 2010 -11 is $107,000. Actual interest income through May 31, 2011 is $99,212. Although the weighted average interest rate earned is less than the budgeted rate, the actual cash balances are greater than estimated, which will result in actual interest income exceeding the budget for the year ending June 30, 2011. Committee Recommendation Review by the Investment Oversight Committee is not required this month. • E • 0 Board of Directors June 23, 2011 Page 3of3 Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the June 23, 2011 Board of Directors regular meeting at District Headquarters (628 W. 19th Street) and on the District's website at www.crosdca.gov. Alternative Actions 1. Refer the matter back to staff Attachments Treasurer's Report of Pooled Cash and Investments as of May 31, 2011 3 COSTA MESA SANITARY DISTRICT Treasurer's Report of Pooled Cash and Investments May 31, 2011 Deposits Bank Balance In Transits Active Accounts: Bank of America $ 329,074.56 Reconciling Items - Total Active Accounts 329,074.56 Outstanding Checks Book Balance 202,985.52 $ 126,089.04 202, 985.52 126, 08.9.04 • Costa Mesa Sanitary District Pooled Cash and Investments by Fund May 31, 2011 CMSD Solid Waste Activities $ 5,755,703.34 Market Adjustment 11,926,159.57 Asset Replacement Fund Market Value Increase Decrease Cost Investments: Local Agency Investment Fund $ 8,150,639.11 - - $ 8,150,639.11 Money Market/Sweep Account 712,182.44 - - 712,182.44 Federal Agency Securities 8,839,388.31 - 30,543.49 8,808,844.82 Total Investments 17,702,209.86 - 30,543.49 17,671,666.37 Total Pooled Cash & Investments $ 18,031,284.42 $ - $ 233,529.01 $ 17,797,755.41 • Costa Mesa Sanitary District Pooled Cash and Investments by Fund May 31, 2011 CMSD Solid Waste Activities $ 5,755,703.34 CMSD Liquid Waste Activities 11,926,159.57 Asset Replacement Fund 115,892.50 Total Pooled Cash & Investments $ 17,797,755.41 6/14/11 Marcus D. Davis Date Treasurer /Director of Finance • 1 t • COSTA MESA SANITARY DISTRICT Investment Activity Summary May 31, 2011 • • Total investments outstanding as of April 30, 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 LAW Total investments outstanding as of May 31, 2011 I% $ 14,848,852.75 1,000,000.00 (689,655.18) 647,468.80 1,865,000.00 $ 17,671,666.37 COSTA MESA SANITARY DISTRICT Investment and Investment Earnings May 31, 2011 "Represents the LAIF daily rate at 5/31/11 Comments i • • Interest CUSIP Purchase Maturity Coupon Investment Earned at Number Investment Date Date Rate Cost 05/31/11 n/a Local Agency Investment Fund n/a n/a 0.400% $ 8,150,639.11 n/a n/a Bank of New York -Sweep Acct n/a n/a 0.010% 712,182.44 n/a 3136FMP24 Federal National Mortgage Assn 07/07/10 07/07/15 2.370% 1,000,000.00 9,480.00 3136FM3D4 Federal National Mortgage Assn 07/28/10 07/28/15 1.500% 500,000.00 - 3134G1 TR5 Federal Home Loan Mortgage 09/30/10 09/30/15 2.000% 1,000,000.00 3,388.88 31337141_7 Federal Home Loan Bank 10/06/10 10/06/14 1.600% 31.0,344.82 3,241.34 31331,12P7 Federal Farm Credit Bank 11/17/10 11/17/14 1.250% 1,000,000.00 486.11 31331J3D3 Federal Farm Credit Bank 12/01/10 12/01/14 1.600% 1,000,000.00 8,000.00 313371 WQ5 Federal Home Loan Bank 12/09/10 06/09/14 1.375% 1,000,000.00 6,569.44 31331,16X6 Federal Farm Credit Bank 01/05/11 01/05/15 2.100% 1,000,000.00 8,516.66 3135GOAV5 Federal National Mortgage Assn 04/01/11 06/02/14 1.800% 998,500.00 4,450.00 313373MB5 Federal Home Loan Bank 05/11/11 08/11/15 2.000% 1,000,000.00 1,111.11 Totals $ 17,671,666.37 $ 45,243.54 "Represents the LAIF daily rate at 5/31/11 Comments i • • COSTA MESA SANITARY DISTRICT Summary of Policy Limitations • May 31, 2011 Current % of Market Value Description 05/31/11 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 13.11% Unlimited FHLMC 5.66% Unlimited FNMA 14.16% Unlimited FFCB 17.01% 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) LAIF (Local Agency Investment Fund) 46.04% 40,000,000 Shares of Benefical Interest 0.00% 20% Money Market/Mutual Funds (Sweep Acct) 4.02% 10% per fund (2) Total 100.00% % of portfolio maturing under one year 50.16% no less than 20% % of portfolio maturing over one year 49.84% 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 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 5/31/11 • COSTA MESA SANITARY DISTRICT Schedule of Investments by Instrument Type May 31, 2011 Purchase Date n/a Bank of New York n/a UnionBanc 10/06/10 UnionBanc 05/11/11 E.J. De La Rosa 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 0.400% $ 8,150,639.11 $ 8,150,639.11 POOL 8,150,639.11 46.12% 8,150,639.11 46.04% Continuous 0.010% 712,182.44 712,182.44 SWEEP 712,182.44 4.03% 712,182.44 4.02% 10/06/14 1.600% 310,344.82 310,393.31 FHLB 08/11/15 2.000% 1,000,000.00 1,000,180.00 FHLB 06/09/14 1.375% 1,000,000.00 1,010,120.00 FHLB 2,310,344.82 13.07% 2,320,693.31 13.11% 09/30/15 2.000% 1,000,000.00 1,001,590.00 FHLMC 1,000,000.00 5.66% 1,001,590.00 5.66% 07/07/15 2.370% 1,000,000.00 1,002,280.00 FNMA 07/28/15 1.500% 500,000.00 501,215.00 FNMA 06/02/14 1.800% 998,500.00 1,003,270.00 FNMA 2,498,500.00 14.14% 2,506,765.00 14.16% 11/17/14 1.250% 1,000,000.00 1,001,150.00 FFCB 12/01/14 1.600% 1,000,000.00 1,000,170.00 FFCB 01/05/15 2.100% 1,000,000.00 1,009,020.00 FFCB 3,000,000.00 16.98% 3,010,340.00 17.01% $ 17,671,666.37 100.00% $ 17,702,209.86 100.00% 5 • • COSTA MESA SANITARY DISTRICT Investment Portfolio May 31, 2011 . Total Investment Portfolio Total Portfolio Weighted Avg Interest Rate 1.076% Weighted Avg Yield to Maturity 1.096% Weighted Avg Days to Maturity 669 Days 1.83 Years " *Represents the LAIF daily rate at 5/31/11 • Yield to Investment Purchase Maturity Days to Coupon Broker /Dealer Type Date Date Maturity Rate Local Agency Investment Fund Pool 1.600%- 310,344.82 1 0.400% Bank of New York Sweep 1.375% 1,000,000.00 1 0.010% E.J. De La Rosa FNMA 07/07/10 07/07/15 1,498 2.370% E.J. De La Rosa FNMA 07/28/10 07/28/15 1,519 1.500% E.J. De La Rosa FHLM 09/30/10 09/30/15 1,583 2.000% UnionBanc FHLB 10/06/10 10/06/14 1,224 1.600% E.J. De La Rosa FFCB 11/17/10 11/17/14 1,266 1.250% UnionBanc FFCB 12/01/10 12/01/14 1,280 1.600% UnionBanc FHLB 12/09/10 06/09/14 1,105 1:375% UnionBanc FFCB 01/05/11 01/05/15 1,315 2.100% UnionBanc FNMA 04/01/11 06/02/14 1,098 1.800% E.J. De La Rosa FHLB 05/11/11 08/11/15 1,533 2.000% Total Investment Portfolio Total Portfolio Weighted Avg Interest Rate 1.076% Weighted Avg Yield to Maturity 1.096% Weighted Avg Days to Maturity 669 Days 1.83 Years " *Represents the LAIF daily rate at 5/31/11 • Yield to Investment Maturity Cost 0.400% $ 8,150,639.11 0.010% 712,182.44 2.370% 1,000,000.00 2.229% 500,000.00 2.000% 1,000,000.00 1.600%- 310,344.82 1.250% 1,000,000.00 1.600% 1,000,000.00 1.375% 1,000,000.00 2.100% 1,000,000.00 1.800% 998,500.00 2.000% 1,000,000.00 $ 17,671,666.37 COSTA MESA SANITARY DISTRICT For all Maturities with Market Values May 31, 2011 Purchase Maturity Intuition Investment Investment Coupon Date Date Broker /Dealer Type Par Rate n/a Continuous LAIF POOL $ 8,150,639.11 0.400% n/a Continuous Bank of New York SWEEP 712,182.44 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 09/30/15 E.J. De La Rosa FHLMA 1,000,000.00 2.000% 10/06/10 10/06/14 UnionBanc FHLB 310,344.82 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 1.375% 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% 05/11/11 08/11/15 E.J. De La Rosa FHLB 1,000,000.00 2.000% Total Investments $ 17,671,666.37 "Represents the LAIF daily rate at 5/31/11 7 40 • • Net Investment Market Accrued Gain /(Loss) Cost Value Interest If Sold 8,150,639.11 8,150,639.11 - - 712,182.44 712,182.44 - - 1,000,000.00 1,002,280.00 9,480.00 .2,280.00 500,000.00 501,215.00 - 1,215.00 1,000,000.00 1,001,590.00 3,388.88 1,590.00 310,344.82 310,393.31 3,241.34 48.49 1,000,000.00 1,001,150.00 486.11 1,150.00 1,000,000.00 1,000,170.00 8,000.00 170.00 1,000,000.00 1,000,180.00 6,569.44 180.00 1,000,000.00 1,009,020.00 8,516.66 9,020.00 998,500.00 1,003,270.00 4,450.00 4,770.00 1,000,000.00 1,010,120.00 1,111.11 10,120.00 17,671,666.37 17,702,209.86 45,243.54 30,543.49 • COSTA MESA SANITARY DISTRICT Call Schedule May 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% 3109344.82 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 FHLB 05/11/11 08/11/15 2.000% 1,000,000.00 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 310,344.82 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 1,000,000.00 Callable 5/11/12 w/5 days notice. Totals $ 8,808,844.82 $ 8,808,844.82 • i • COSTA MESA SANITARY DISTRICT MATURITIES DISTRIBUTION May 31, 2011 70% ------------------------------------------------------------ --------------------------------------------------- - - - - -- Cost so °% ° in Thousands - -- - -_ 501 — -------- — -------- ------------------- 1 - 180 Days $ 8,863 50% -- ----------------------------- - - - - -- ---- - - - - -- 181 - 365 Days - 40% 30.0 0.0 4% % 3 1 - 2 Years - 30% -- -------------------------------- - - - - -- ------- - - - - -- 19.81 2 - 3 Years - 20% ------ - - - - -- - - - - - -- ------ - - - - -- ------- - - - - -- 3 - 4 Years 5,308 10% V 0.00% o.000 4 - 5 Years 3,500 0.00% TOTAL $ 17,671 o °i° � O:O ��W- 1 -180 181 -365 1-2 2 -3 3 -4 4 -5 Days Days Years Years Years Years • i • • • Costa Mesa Sanitary District Portfolio Interest Rate Information as of May 31, 2011 2.50% 2.00% 1.50% 1.00% 0.50% 0.00% OHO O ^° NO OHO O^° O ^° O ^° OHO Off° �O �° �O ^O ^O 0 ^O O ^� Off^ O�� 10 • —3 month T -BiA - -- 6 month T -Bill 2 year T -Note ----3 year T -Note ----5 year T -Note — CMSD- monthty —LAIF- monthly —OC Pool- monthty L 13 COSZ4 9YESA SA9vz7A�,7 J�rS7RrCr To: Board of Directors ...an Independent 3'peciafDistrict From: Scott Carroll, General Manag Date: June 23, 2011 Subject: Third Amendment to Agreement - TRC Summary On July 1, 2010, the Board approved an agreement with Technology Resource Center (TRC) to maintain the District's technology system. The agreement with TRC is scheduled to expire on June 30, 2011. ® Staff Recommendation C, That the Board of Directors approves the Third Amendment to the Agreement with TRC whereby extending the term for an additional one -year period expiring on June 30, 2012 Analvsis The original agreement with TRC is to maintain the District's Information Technology system. Since implementing the original agreement, the District has approved two amendments with TRC, which are described below. 1 st Amendment: Installing and configuring new technology system hardware and transferring files from old servers. 2 d Amendment: Increase compensation to TRC to perform the technology upgrades on the weekend The 3rd Amendment is to extend the term of the original agreement by one additional year expiring on June 30, 2012. (Protecting our community's health andthe environment 6y providing sofidwaste andsewer coffection servi ces. www. crosdca.gov 1 Board of Directors N June 23, 2011 Page 2 of 2 Strategic Element and Goal • This item supports achieving Strategic Element 5.0, Administrative Management and Strategic Goal No. 5.4, IT Management. Legal Review District Counsel has reviewed and approved the Third Amendment Agreement. Financial Review The cost to continue maintaining the District's IT system will remain the same at $10,875 a year. 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 June 23, 2011 Board of Directors regular meeting at District Headquarters and on District's website. i Alternative Actions 1. Do not approve the Third Amendment Agreement and direct staff to solicit RFPs to maintain the District's IT system. 2. Refer the matter back to staff. Attachment: Third Amendment Agreement • r THIRD AMENDMENT TO AGREEMENT ® BETWEEN COSTA MESA SANITARY DISTRICT AND TECHNOLOGY RESOURCE CENTER FOR TECHNOLOGY SYSTEM MAINTENANCE THIS THIRD AMENDMENT to Agreement between the Costa Mesa Sanitary District and Technology Resource Center for technology system maintenance ( "THIRD AMENDMENT ") is made and entered into this day of , 2011, by and between the Costa Mesa Sanitary District, hereinafter referred to as DISTRICT, and Technology Resource Center, hereinafter referred to as CONSULTANT. WITNESSETH: WHEREAS, on July 1, 2010, the DISTRICT and CONSULTANT entered into an Agreement ( "AGREEMENT ") for technology system maintenance; and WHEREAS, on October 27, 2010, the DISTRICT and the CONSULTANT executed a First Amendment to AGREEMENT for performing additional services to upgrade the DISTRICT'S technology system; and • WHEREAS, on February 4, 2011, the DISTRICT and the CONSULTANT executed a Second Amendment to AGREEMENT for installing and configuring new technology system hardware and transferring files from old servers; and WHEREAS, the installation and configuration of the new system hardware and transferring the files from the old servers is now complete; and WHEREAS, the AGREEMENT is scheduled to expire on June 30, 2011; and WHEREAS, the DISTRICT and CONSULTANT now desire to amend the AGREEMENT by extending the term for an additional one -year. NOW, THEREFORE, the parties hereto agree as follows: 1. The AGREEMENT is hereby extended for an additional one -year period expiring on June 30, 2012. 2. The term of this THIRD AMENDMENT shall become effective upon adoption. ® 1 3. Except as specifically amended by the terms of this THIRD AMENDMENT, all provisions of the AGREEMENT shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this THIRD AMENDMENT" to be executed this day and year first above written. COSTA MESA SANITARY DISTRICT Bob Ooten, President Mike 5cheafer, Secretary ATTEST- District Clerk APPROVED TO FORM: District -Counsel N TECHNOLOGY RESOURCE CENTER Mark Serres, Principal 1 • • • rA owl 06123/11 VI. D. 14. To: Board of Directors ... an Independent SpeciafDu' trict From: Scott Carroll, General Manag Date: June 23, 2011 Subject: First Amendment to Agreement - EEC Summary On June 21, 2010, the Board approved an agreement with Environmental Engineering and Contracting, Inca (EEC) to develop and manage a Fats, Oil and Grease (FOG) Control Program. The agreement with EEC is scheduled to expire on June 30, 2011. 0 Staff Recommendation • That the Board of Directors approves the First Amendment to the Agreement with EEC whereby extending the term for an additional one -year period expiring on June 30, 2012 Analysis During the past year, EEC has been responsible for providing FOG control program management activities such as database and GIS management, program assessment and recommendations, FOG source investigation oversight and support as well as other related support activities. However, the primary source of service by EEC is conducting inspections at food service establishments. Listed below is the total number of inspections performed by EEC staff during the past year: Protecting our community's health and the environment 6y providing solid waste andsewer cofCection services. www. clnsdca.gov Board of Directors June 23, 2011 Paae 2 of 3 CMSD FOG Program • 2010 /2011 Statistics (thru Mav/20111 FOG Inspections Qty Permitting 40 GRE 75 BMP 110 BMP /GRE 140 Compliance 112 Tota 1 477 OCHCA Inspections Processed 380 Hot Spot Mitigation CCTV/ FOG Source Investigations 25 FOG Program Outreach Efforts - South Coast Plaza Odor Issues - Residential Food Grinder Flyer Development -Field Customer Calls re: FOG Program Requirements FOG is now the number one cause for SSOs, so it is vital that the District continues inspecting and enforcing food service establishments for implementing best management practices. As you can see in the amount of inspections performed above, • the District does not have the adequate staff or resources to manage this part of the program in- house. The active role EEC is performing is paying off. The. District did not experience an SSO caused by FOG from a food service establishment. As a result of EEC's performance, staff is recommending their contract be extended for an additional one -year. EEC's cost will remain the same at $99,733 for the year. Strategic Element and Goal This item supports achieving Strategic Element 1.0, Sewer Infrastructure and Strategic Goal No. 1.8, Fats Oil Grease (FOG) Program. Legal Review District Counsel has reviewed and approved the First Amendment Agreement. Financial Review The cost to continue the FOG Control Program is $99,733 $100,000 for this program in the FY2011 -12 Budget. Committee Recommendation Not applicable The Board approved • l7 ' Board of Directors June 23, 2011 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 June 23, 2011 Board of Directors regular meeting at District Headquarters and on District's website. Alternative Actions Do not approve the First Amendment Agreement and direct staff to solicit RFPs to manage the District's FOG Control Program. 2. Refer the matter back to staff. Attachment: First Amendment Agreement • "C FIRST ADDENDUM TO AGREEMENT BETWEEN COSTA MESA SANITARY DISTRICT AND ENVIRONMENTAL ENGINEERING AND CONTRACTING INC FOR CONSULTANT SERVICES FIRST ADDENDUM to Agreement between the Costa Mesa Sanitary District and Environmental Engineering and Contracting, Inc. for managing a FOG Control Program ( "ADDENDUM 1 ") is made and entered into this day of 2011, by and between the Costa Mesa Sanitary District, hereinafter referred to as DISTRICT, and Environmental Engineering and Contracting, Inc., hereinafter referred to as CONSULTANT. WITNESSETH: WHEREAS, on June 21, 2010, the DISTRICT and CONSULTANT entered into an Agreement ( "AGREEMENT ") for developing and managing a Fats, Oil and Grease (FOG) Program; and WHEREAS, the term of the AGREEMENT is scheduled to expire on June 30, 2011; and WHEREAS, the DISTRICT and CONSULTANT now desire to extend the term of the AGREEMENT for an additional one -year. NOW, THEREFORE, the parties hereto agree as follows: is 1. The AGREEMENT is hereby extended for an additional one -year term expiring on June 30, 2012. 2. This ADDENDUM 1 shall become effective upon its adoption. 3. Except for the extension of the term of the AGREEMENT provided for herein, all provisions of the AGREEMENT shall remain in full force and effect. 1 0 (•i • IN WITNESS WHEREOF, the parties hereto have caused this ADDENDUM 1 to be executed this day and year first above written. COSTA MESA SANITARY DISTRICT EEC. INC Bob Ooten, President Mike Scheafer, Secretary ATTEST: ® District Clerk APPROVED TO FORM: District Counsel • 2 t • • Meeting Date Item # 06/23/11 VLI. A. 1. RESOLUTION NO. 2011-796 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ADOPTING ANNUAL CHARGES FOR SOLID WASTE WHEREAS, the Board provides for the collection of trash and related solid waste services through its exclusive franchisee to all residential areas within the District; and WHEREAS, pursuant to the authority granted to sanitary districts under Health and Safety Code Sections 5470 et seq., the District has determined to impose those charges for that service and collect that charge on the tax roll in the same manner as general taxes; and WHEREAS, since imposing that annual charge on the Assessment Roll, Proposition 218 was enacted, and since 1996, a mailed protest hearing was noticed and conducted before fees were imposed; and WHEREAS, the Board of Directors has determined not to raise the rates for the annual charges for solid waste this year but desires to adopt the report imposing the charges pursuant to the provisions of Health and Safety Code Sections 5470 et seq.; and WHEREAS, published notice has been duly given of this hearing as provided in Government Code Section 6066 and Health and Safety Code Section 5473.1; NOW, THEREFORE, the Board of Directors of the Costa Mesa Sanitary District does hereby RESOLVE: Section 1. That the fees, rates and charges imposed herein are the same as previously adopted and are imposed on the tax roll pursuant to the procedures provided in Health and Safety Code Section 5473. Section 2. That the appropriateness of said fees was established in accordance with California Constitution Article XIIID in previous years. Section 3. That the Board has conducted the hearing and has determined that a protest did not occur. Section 4. That the written report describing the parcels and charges provided for in Health and Safety Code Section 5473 are hereby adopted in accordance with Health and Safety Code section 5473.3 and shall be filed with the District Clerk. Section 5. That the Clerk is hereby directed to file a copy of the report with the Auditor before August 10, 2011, with a statement endorsed on the report over her signature that the report has been finally adopted by the Board of Directors, and the N Auditor shall enter the charges against the parcels as they appear on the assessor's • roll. It is acknowledged that said report will be prepared in an electronic format, which will be transmitted to the Auditor. This Resolution shall take effect upon its adoption. PASSED AND ADOPTED by the Board of Directors of the Costa Mesa Sanitary District at a regular meeting held on, the day of 2011. Mike Scheafer, Secretary . Bob Ooten, President Costa Mesa Sanitary District Costa Mesa Sanitary District • _f • 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 -796, 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. • • Meeting,Date Item # 06123/11 VII. A. 2. RESOLUTION NO. 2011-797 ® A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ADOPTING ANNUAL CHARGES FOR LIQUID WASTE WHEREAS, the Board provides transportation of sewage through its collection system and various other services related thereto, including, but not limited to, services related to complying with the State Water Resources Control Board Discharge Order and other federal Clean Water Act mandates; and WHEREAS, pursuant to the authority granted to sanitary districts under Health and Safety Code Sections 5470 et seq.., the District has determined to impose those charges for these services and collect those charges on the tax roll in the same manner as general taxes; and WHEREAS, since imposing those annual charges on the Assessment Roll, Proposition 218 was enacted, and since 1996, a mailed protest hearing was noticed and conducted before fees were imposed; and WHEREAS, the Board of Directors has determined not to raise the rates for the annual charges for liquid waste this year but desires to adopt the report imposing the charges pursuant to the provisions of Health and Safety Code Sections 5470 et seq.; • and WHEREAS, published notice has been duly given of this hearing as provided in Government Code Section 6066 and Health and Safety Code Section 5473.1; NOW, THEREFORE, the Board of Directors of the Costa Mesa Sanitary District does hereby RESOLVE: Section 1. That the fees, rates and charges imposed herein are the same as previously adopted and are imposed on the tax roll pursuant to the procedures provided in Health and Safety Code Section 5473. Section 2. That the appropriateness of said fees was established in accordance with California Constitution Article XIIID in previous years. Section 3. That the Board has conducted the hearing and has determined that a protest did not occur. Section 4. That the written report describing the parcels and charges provided for in Health and Safety Code Section 5473 are hereby adopted in accordance with Health and Safety Code section 5473.3 and shall be filed with the District Clerk. ® Section 5. That the Clerk is hereby directed to file a copy of the report with the Auditor before August 10, 2011, with a statement endorsed on the report over her signature that the report has been finally adopted by the Board of Directors, and the Auditor shall enter the charges against the parcels as they appear on the assessor's roll. It is acknowledged that said report will be prepared in an electronic format, which will be transmitted to the Auditor. This Resolution shall take effect upon its adoption. PASSED AND ADOPTED by the Board of Directors of the Costa Mesa Sanitary District at a regular meeting held on the day of 2011. Mike Scheafer, Secretary Costa Mesa Sanitary District Robert Ooten, President Costa Mesa Sanitary District 1 • is C r 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 -797, 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 P 06/23111 IX. A. , Co ST A WES ANYT .AR To: Board of Directors ... an Independent ,Specia(lDistfict From: Scott Carroll, General Manage Date: I June 23, 2011 Subject: CalPERS Retirement Plans Summary On May 26, 2011 staff recommended to the Board that the District amend its contract with CalPERS to establish a two tier pension plan. New employees hired after July 1, 2011 will receive a benefit formula of 2% at 60 while current employees would remain on the existing formula of 2% at 55. The Board directed staff to research the possibility of adopting a formula similar to Orange County Sanitation District (OCSD) employees of 1.667% at 57.5 for new District employees. Below are staff findings. 0 Staff Recommendation That the Board of Directors directs staff to prepare resolutions to amend the District's contract with CalPERS for new employees hired after July .1, 2011 to receive the benefit formula of 2% at 60. Analysis OCSD belongs to the Orange County Employees Retirement System ( OCERS) for their employee pension plan. Several public agencies belong to OCERS including: • County of Orange • Orange County Cemetery District • Orange County Fire Authority • Orange County Superior Court • Orange County Transportation Authority • City of San Juan Capistrano OCERS operate very similar to CalPERS where they have a Retirement Board that sets policies for retirement, death, disability, and cost of living benefits. When the District separated from the City of Costa Mesa, the Board agreed to provide the same retirement system to District employees as with City employees, which is CalPERS. Trotecting ona• cona7nunity's 6eaft(t 6y provid lig sofidwaste and sewer coffection services crosdca.gov Board of Directors June 23, 2011 Paae 2 of 3 CalPERS is one of the largest, if not the largest, public retirement system in the • country with more than 1.6 million members. In contrast, OCERS has almost 40,000 members. According to CalPERS website, the agency offers several benefit plans to its miscellaneous members, which are described below: 0 2% @ 55 0 2.5% @ 55 0 2.7% a@ 55 2% @ 60 0 3% @ 60 Attached is a copy of CalPERS web page that lists the formulas above. As you can see, CalPERS does not offer a formula similar to what OCSD approved for their employees. Therefore, staff is recommending the Board proceed amending our contract with CalPERS to allow new employees receive the benefit formula of 2% at 60. Strategic Element & Goal This item complies with the objective of Strategic Element 7.0, Finances, which states: "To ensure the short and long -term fiscal health of the District." Legal Review Not applicable Financial Review New employees hired after July 1, 2011 will pay his /her share of the 2% at 60 costs, which is 7% of his /her annual salary. The combination of a revised benefit plan and employees paying their share of the cost will save the District close to $20,000 annually. 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 June 23, 2011 Board of Directors regular meeting at District Headquarters and on District's website. 0 Board of Directors June 23, 2011 Page 3 of 3 Alternative Actions 1. Do not approve staff's recommendation and continue with status quo on District retirement system for new employees. 2. Refer the matter back to staff Reviewed by: a�°K Sherry Kallab Administrative Manager Attachment A: CalPERS Benefit Formulas • vNLiviiai liciiciiL 1 Uiuiuia:!, ,may r a8c; i Ui i Attachment A This information is for: Public Agency Employer C;tiP1.I.5 Employer Information > Benefit Programs & Contracting Services > Retirement Benefits Program > Contracting Agencies > Optional Benefit Formulas By Agency Optional Benefit Formulas By Agency All Miscellaneous members receive the benefit formula of 2% @ 60 unless their agency has contracted for a different benefit formula from the Optional Benefits Listing (PERS- CON -40) (PDF, 130 KB). Select from the options below for a listing of agencies that opted for that benefit. Miscellaneous Formulas • 2% @ 55 (Gov. code sec. 21354) (PDF, 96 KB) e 2.5% @ 55 (Gov. code sec. 21354.4) (PDF, 42 KB) • 2.7% @ 55 (Gov. code sec. 21354.5) (PDF, 46 KB) • 2% @ 60 (Gov. code sec. 21353) (PDF, 62 KB) • 3% @ 60 (Gov. code sec. 21354.3) (PDF, 27 KB) Safety Formulas • 2% @ 50 (Gov. code sec. 21362) (PDF, 16 KB) • 2% @ 55 (Gov. code sec. 21369) (PDF, 12 KB) • 3% @ 50 (Gov. code sec. 21362.2) (PDF, 25 KB) • 3% @ 55 (Gov. code sec. 21363.1) (PDF, 20 KB) • Additional Resources Member Booklets Contract Amendments Dated: 03 -29 -2011 0 © Copyright 2011 CalPERS Privacy Policy Conditions of Use http: / /www.calpers.ca.gov /eip /toolbar /print. j sp ?bc =/ employer /program- services /retirement /... 6/7/2011 J COSZ4 WES A SONr7AR71�zs7RIcT e To: Board. of Directors ...an Independent Specia(District From: Scott Carroll, General Managg Date: June 23, 2011 Subject: Amendment and Recertification of SSIVIP Summary On April 28, 2011, the Board of Directors received an internal audit report of the District's Sewer System Management Plan (SSMP). The audit was performed by Environmental Engineering & Contracting, Inc. (EEC). The minor nonconformance issues identified by EEC have been completed and the amendments to the SSMP have been incorporated into the document. Attached is a strike through copy of the SSMP so that you see where the amendments were made. Staff Recommendation That the Board of Directors approves the amendment and recertification of the Costa Mesa Sanitary District Sewer System Management Plan 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 was due on May 2, 2011. i Trotecting our community's (eaft( and Me environment 6y providing solid waste and sewer coCCection services. www.cmdca.gov dca.gov Board of Directors June 23, 2011 Page2of3 CMSD entered into an agreement with EEC to perform a self -audit of the Districts' • SSMP and EEC provided their findings to the Board on April 28, 2011. EEC identified several minor nonconformance issues that were easily rectified. Some of the nonconformance issues are identified below: • The Operations Code references in the SSMP are not consistent with current Operations Code section numbers. • Total miles of sewer reported in the SSMP is not consistent with the total miles reported in the CIWQS database. • The SSMP has not been revised to include recent GIS and CMMS development activities. On May 17, 2011, the Sewer System Committee approved the schedule to complete SSMP revisions, which is scheduled for July 28. The District will be ahead of schedule if you approve the amendments and recertification of the SSMP tonight. Strategic Element and Goal This item complies to the objective and strategy of Strategic Plan Element 1.0, Sewer Infrastructure, which states: "Our objective is to collect and transport wastewater to meet the needs of existing and future customers. " • "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 There are no financial impacts for revising the SSMP. All revisions were performed by in -house staff. Committee Recommendation On May 17, 2011, the Sewer System Committee approved the schedule to complete the SSMP revisions by July 28, 2011. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the June 23, 2011 Board of Directors regular meeting at District Headquarters and on District's website. Board of Directors June 23, 2011 Paqe 3 of 3 • Alternative Actions Refer the matter back to staff for revision Attachment A: CMSD Sewer System Management Plan C Attachment A SANIT�q w 1 000 a u 70 OOIJ1cc . y RAWV COSTA MESA SANITARY DISTRICT SEWER SYSTEM MANAGEMENT PLAN Prepared by Robin B. Hamers RCE 31720 Certified by the Board of Directors on 10/26/09 Amended by the Board of Directors on 12/17/09 Ratified by the Board of Directors on 1/28/10 Amended and Recertified by the Board of Directors on 6/23/11 Costa Mesa Sanitary District 628 W. 19th Street Costa Mesa, CA 92627 Pone: (949) 645 -8400 FAX: (949) 650 -2253 • • is SEWER SYSTEM MANAGEMENT PLAN COSTA MESA SANITARY DISTRICT 6/23/11 A.. SSO NOTIFICATION PROCEDURES .............................................................................. .............................20 B. APPROPRIATE RESPONSE TO ALL OVERFLOWS .............................................................. .............................20 C. REGULATORY NOTIFICATION PROCEDURES ................................................................... .............................21 1) Oral Notification ............................................................................................ .............................21 2) Written Report .......................................................................................:...... .............................22 D. TRAINING PROCEDURES ............................................................................................ .............................22 E. EMERGENCY RESPONSE OPERATIONS .......................................................................... .............................23 F. PROGRAM TO CONTAIN AND PREVENT SEWAGE DISCHARGES TO SURFACE WATERS ............ .............................24 VII. FOG CONTROL PROGRAM ............................................................................ .............................26 A. Table of Contents • I. GOAL ................................................................................................................. ..............................1 C. LEGAL AUTHORITY TO PROHIBIT DISCHARGES TO THE SYSTEM .......................................... .............................27 A. INTRODUCTION ........................................................................................................ ..............................1 GREASE REMOVAL DEVICE REQUIREMENTS .................................................................. .............................27 B. REGULATORY BACKGROUND ....................................................................................... ..............................2 F. C. PURPOSE AND GOALS OF THE SSM P ........................................................................... ..............................2 G. SOURCE CONTROL MEASURES FOR ENHANCED MAINTENANCE AREAS . ............................. .............................28 II. ORGANIZATION ................................................................................................. ..............................4 SYSTEM EVALUATION AND CAPACITY ASSURANCE PLAN ............................. .............................30 A. RESPONSIBLE OFFICIALS ...................................................................................... ..............................4 B. • B. RESPONSIBILITIES FOR THE CMSD SSMP ..................................................................... ..............................4 i C. CHAIN OF COMMUNICATION FOR REPORTING SSOS ......................................................... ..............................6 III. LEGAL AUTHORITY ............................................................................................ .............................10 A. PREVENT ILLICIT DISCHARGES INTO ITS SANITARY SEWER SYSTEM ....................................... .............................10 B. REQUIRE THAT SEWERS AND CONNECTIONS BE PROPERLY DESIGNED AND CONSTRUCTED ....... ..................,..........10 C. MAINTENANCE, INSPECTION, OR REPAIRS OF SEWER LATERALS ......................................... .............................11 D. LIMIT THE DISCHARGE OF FATS, OILS, AND GREASE AND OTHER DEBRIS THAT MAY CAUSE BLOCKAGES ....................11 E. ENFORCEMENT OF VIOLATIONS OF CMSD SEWER ORDINANCES ........................................ .............................12 IV. OPERATION AND MAINTENANCE PROGRAM ................................................... .............................13 A. THE CMSD SANITARY SEWER SYSTEM MAP .................................................................. .............................13 B. PREVENTATIVE MAINTENANCE PLAN .......................................................................... .............................13 C. REHABILITATION AND REPLACEMENT PLAN .................................................................... .............................15 D. EDUCATION AND TRAINING ....................................................................................... .............................16 E. EQUIPMENT AND REPLACEMENT PARTS INVENTORY ...........:............................................ .............................17 V. DESIGN AND PERFORMANCE PROVISIONS ....................................................... .............................18 • A. STANDARDS FOR INSTALLATION, REHABILIATION AND REPAIR ......................................... .............................18 B. STANDARDS FOR INSPECTION AND TESTING OF NEW AND REHABILITATED FACILITIES .......... .............................18 VI. OVERFLOW EMERGENCY RESPONSE PLAN ....................................................... .............................20 A.. SSO NOTIFICATION PROCEDURES .............................................................................. .............................20 B. APPROPRIATE RESPONSE TO ALL OVERFLOWS .............................................................. .............................20 C. REGULATORY NOTIFICATION PROCEDURES ................................................................... .............................21 1) Oral Notification ............................................................................................ .............................21 2) Written Report .......................................................................................:...... .............................22 D. TRAINING PROCEDURES ............................................................................................ .............................22 E. EMERGENCY RESPONSE OPERATIONS .......................................................................... .............................23 F. PROGRAM TO CONTAIN AND PREVENT SEWAGE DISCHARGES TO SURFACE WATERS ............ .............................24 VII. FOG CONTROL PROGRAM ............................................................................ .............................26 A. PUBLIC EDUCATION OUTREACH PROGRAM .................................................................. .............................26 B. FOG DISPOSAL PLAN ............................................................................................... .............................27 C. LEGAL AUTHORITY TO PROHIBIT DISCHARGES TO THE SYSTEM .......................................... .............................27 D. GREASE REMOVAL DEVICE REQUIREMENTS .................................................................. .............................27 E. INSPECTION OF GREASE PRODUCING FACILITIES ............................................................ .............................28 F. CLEANING SCHEDULE FOR SEWER SYSTEM SECTIONS SUBJECT TO FOG BLOCKAGES ............. .............................28 G. SOURCE CONTROL MEASURES FOR ENHANCED MAINTENANCE AREAS . ............................. .............................28 VIII. SYSTEM EVALUATION AND CAPACITY ASSURANCE PLAN ............................. .............................30 A. EVALUATION .......................................................................................................... .............................30 B. • DESIGN CRITERIA .................................................................................................... .............................30 i SEWER SYSTEM MANAGEMENT PLAN COSTA MESA SANITARY DISTRICT 6/23/11 C. CAPACITY ENHANCEMENT MEASURES ......................................................................... .............................30 D. CIP SCHEDULE ....................................................................................................... .............................31 • IX. MONITORING, MEASUREMENT, AND PROGRAM MODIFICATIONS .................. .............................32 X. SSMP PROGRAM AUDITS .................................................................................. .............................32 XI. COMMUNICATIONS PROGRAM ........................................................................ .............................32 • 11 • SEWER SYSTEM MANAGEMENT PLAN 6/23/11 COSTA MESA SANITARY DISTRICT • I. GOAL A. INTRODUCTION The Costa Mesa Sanitary District (CMSD) is an independent special district governed' by an independent five member Board of Directors elected at large by the residents. The District was formed in 1944, nine years before the City of Costa Mesa was incorporated, and provides sewer service and solid waste collection. The boundaries of the District include the entire City of Costa Mesa and portions of the City of Newport Beach and the unincorporated territory of the County of Orange. The District serves a residential population of approximately 116,700 plus various public, commercial, industrial and retail land uses. The District's facilities include 216 miles of mainline, 114 miles of private property sewer lateral pipelines and 20 pumping stations. A detailed list of the sizes and lengths of the District owned sewer lines can be found in the Costa Mesa Sanitary District's Sewer Master Plan. The District's headquarters is located at 628 W. 19th Street, Costa Mesa, and the District recently completed is a new District Yard at 174 W. Wilson Street, Costa Mesa. The yard facility became operational in October 2010 and in February 2011, the U.S. Green Building Council (USGBC) certified the District Yard as Platinum LEED (Leadership in Energy and Environmental Design) for demonstrating the building uses of sustainability, practices and environmental protection. Platinum LEED is the highes t certification awarded by USGBC. sheuld be in opefation in eafly 2010. In order to further the goal of a successful and comprehensive sewer system program, the CMSD Board of Directors established a Sewer System Committee that is comprised .of three Directors, engineering staff, administrative staff, and field staff. The committee meets monthly and reviews in detail all facets of the sewer program. This allows the Directors and staff to become knowledgeable and intimately involved in furtherance of the program. The Santa Ana Region of the State Water Quality Control Board oversees the water quality in the local waters of the State, particularly the Pacific Ocean and the Newport Beach Upper and Lower Bay. The beaches along the coast have been closed numerous times due to contaminated surface water runoff and sewer spills and the closures. have impacted the economy associated with summer beach activity. In response to the beach closures, the Regional Water Quality Control Board adopted new storm drain and sewer regulations. The sewer regulations, termed the Waste Discharge Requirements (WDR), were adopted on April 26, 2002, and applied to all the sewer system owners in Orange County whose lines are tributary to the Orange County Sanitation District treatment plants. Therefore, these regulations applied directly to the Costa Mesa Sanitary District. Subsequent to the regional order, on May 2, 2006 a statewide WDR was adopted and the local order was rescinded. One of the requirements of the WDR is the preparation and implementation of a comprehensive Sewer System Management Plan (SSMP). By preparing and practicing • 1 SEWER SYSTEM MANAGEMENT PLAN 6/23/11 COSTA MESA SANITARY DISTRICT the procedures in the plan, the occurrence of sewer spills should decrease.. This update to the SSMP will reflect the changes occurring at the District since the SSMP was last • revised. Along with the recommendation to the Board of Directors to certify and adopt the SSMP is to also direct District staff to continually update the plan and bring it back to the Board at appropriate intervals for approval. The Costa Mesa Sanitary District recognizes the importance of protecting ocean water quality by preventing sewer spills and has historically taken a proactive approach to comprehensive sewer system management. B. REGULATORY BACKGROUND The Costa Mesa Sanitary District lies in Region 8 of the State Water Resources Control Board. The Region 8 WDR adopted in 2002 was partially in response to the Orange County Grand Jury report that analyzed ocean water pollution and identified grease in sewer lines as a substantial cause of sanitary sewer overflows (SSOs). Along with the WDR, the Regional Water Quality Control Board (RWQCB) also adopted Monitoring and Reporting Requirements in order to insure consistent and accurate sewer spill reporting. After the State Water Resources Control Board viewed the success of the regional WDR, a statewide order was adopted and the local order rescinded. The statewide order is nearly identical to the regional order and covers all sewer system owners in the State of California who own one mile or more of sewer lines. The statewide order is Order • No. R3- 2006 - 0003 -DWQ, Statewide General Waste Discharge Requirements for Sanitary Sewer Overflows, (SSOs) and was adopted on May 2, 2006. The Costa Mesa Sanitary District Sewer System Management Plan (SSMP) is tailored to meet this order. The SWRCB developed the WDR to promote uniformity in the management of California's wastewater collection systems and reduce SSOs. The SWRCB found that cities and districts that have implemented SSMPs similar to this have been effective not only in improving spill reporting, but also in mitigating SSO impacts. Data also supported the conclusion that better collection system management will benefit water quality and prolong the life of sanitary sewer systems. The SWRCB may regulate sanitary sewer overflows based on authority in the Federal Clean Water Act (EPA 2002) and the Porter - Cologne Water Quality Control Act, Section 13263 (California Water Code of Regulation 2006). C. PURPOSE AND GOALS OF THE SSMP This document has been developed to comply with WDR R3- 2006 - 003 -DWQ and sets specific wastewater collection system requirements and upholds State water quality standards. The WDR requires permittees to prepare and implement a SSMP in order to: 2 0 SEWER SYSTEM MANAGEMENT PLAN COSTA MESA SANITARY DISTRICT 6/23/11 • Provide a plan and schedule to properly manage, operate, and maintain ® all parts of the sanitary sewer system in order to provide reliable service in the future, • • • Reduce and prevent SSOs, • Help mitigate any SSOs that do occur. Sanitary sewer overflows are overflows from sanitary sewer systems of domestic, industrial, and/or commercial wastewater. SSOs may cause a public nuisance, particularly when untreated wastewater is discharged to waters designated for contact recreation. Proactively manage the sewage system CMSD operates in a way that prevents SSOs. 3 SEWER SYSTEM MANAGEMENT PLAN 6/23/11 COSTA MESA SANITARY DISTRICT II. ORGANIZATION A. RESPONSIBLE OFFICIALS The twe Legally Responsible Officials (LRO) for the Costa Mesa Sanitary District are the District Engineer and the Maintenance Supervisor and General Manager are alternate LROs B. RESPONSIBILITIES FOR THE CMSD SSMP General Manager Alternate Legally Responsible Official (LRO) District Engineer Legally Responsible Official (LRO) Responsible for the overall operation of the regulated facility. Design and construction standards and specifications for sewer systems. Procedures and standards for inspecting and testing the installation of new and rehabilitated sewer systems. System Evaluation and Capacity Assurance Plan / Capital Improvement Program • including: • Hydraulic capacity evaluation. • Capacity enhancement measures. • Schedule. • Regular visual and TV inspections of manholes and sewer pipes. • Prioritizing and scheduling rehabilitation projects. • Rehabilitation and replacement plan to identify and prioritize system deficiencies including potential sources for future SSOs. Establishes policy for implementation. Sanitary Sewer System Map. Coordinates FOG program consultant services Collaborates with PI0 on public communications 4 • SEWER SYSTEM MANAGEMENT PLAN COSTA MESA SANITARY DISTRICT 6/23/11 Reaulatory notifications and communications (including SSO reporting on ® CIWOS) FOG (fats, oil, and grease) program enforcement, education and outreach Maintenance Supervisor Op Alternate Legally Responsible Official (LRO) Primary responder for SSOs Implements Emergency Response. Supervises field crew, including in -house cleaning. Contract manager for outside services. Routine preventive operation and maintenance activities. Allocates program resources. SCADA system manager. ® Staff training in sanitary sewers system and maintenance. Equipment and replacement part inventories. Inspector Insures new construction meets standards. Implements emergency response. Oversight of contractors hired to work on CMSD facilities. Maintenance Worker III -Super isef. Primary responder for SSOs. Implements Emergency Response. Performs rRoutine preventive operation and maintenance activities. Receives &aff-training in sanitary sewer system operations and maintenance. s...cl . 5 SEWER SYSTEM MANAGEMENT PLAN COSTA MESA SANITARY DISTRICT 6/23/11 Title: Phone Number: • General Manager 949 - 645 -8400, ext 224 District Engineer 949 - 631 -1731 Opefations Managef 949 645 8400 ext. 222 Inspector 949 - 631 -1731 Maintenance Supervisor 949- 548 - 7505645 -8409 Office Manager/ District Clerk 949- 645 -8400 ext. 223 Administrative Manager 949- 645 -8400, ext 230 The District Engineer and Maintenance Supervisor are each responsible directly to the General Manager and ultimately the CMSD Board of Directors for implementing the SSMP and supervising the other staff members responsible for certain activities. C. CHAIN OF COMMUNICATION FOR REPORTING SSOs After receiving a complaint or report of a potential SSO, the Maintenance Supervisor and the District Engineer are notified. In the case of a power failure or other emergency within a pumping station, an alarm auto - dialer system will call to inform five twee • District members of the emergency in the following order: Maintenance Supervisor, Maintenance Workers III (there are two MW III within the organization), District Engineer and then the General Manager. , and then the Distr-iet Engineer-. The first responder will report an overflow or hazard immediately to the District Engineer and then to the General Manager a ^a Distfiet Engineer- if The District's Engineer 9peratien&—Meftager is responsible for reporting the overflow to the appropriate regulatory agencies. The response process for SSOs is described in section VI in more detail. The District's Engineer is a Legally Responsible Official (LRO) and is responsible for overseeing the reporting process. The District Engineer 8pefatiens Manager-receives the spill report from the Maintenance Supervisor f°' =w and drafts up the required report. with consideration given to volume calculations, vacuum and wash down operations, cause of spill, timeliness of response, etc. After discussions are complete, the report is finalized, reviewed by the General Manager and then transmitted to the appropriate authorities b the District Engineer. The District reports all spills except private property spills where the spill is contained on -site. 6 • SEWER SYSTEM MANAGEMENT PLAN 6/23/11 COSTA MESA SANITARY DISTRICT As a first priority during a sewer spill, District staff and field crews notify the • appropriate agencies by phone that a spill has occurred instead of depending on the report as a means of notification. If the spill is significant or the result of a major emergency involving CMSD sewer lines or pumping stations, the District follows a pre- described procedure. The following page contains the Organizational Chart showing the lines of authority of all the administrative and field staff and their respective responsibilities during such an emergency. • In order to properly respond to a sewer system emergency that requires reconstruction of District sewer facilities, the District placed its long standing high quality contractors on emergency services agreements. The list contains contractors who have demonstrated expertise in pumping station construction, pipeline construction, televising, and pipeline rehabilitation utilizing trenchless technology. These contractors are staffed with well - experienced workers who are able to handle the scope of emergencies experienced in the District. 7 SEWER SYSTEM MANAGEMENT PLAN COSTA MESA SANITARY DISTRICT EMERGENCY RESPONSE PROGRAM ORGANIZATIONAL CHART AND RESPONSIBILITIES ! M &O Maintenance Supervisor Steve Cano Permit Technician Janel Jackson Maintenance Worker II] Tim Henson & Joel Ortiz Maintenance Worked Vacant Maintenance lntern i l Vacant ' 0 Planning/" ntelliaPnrP District Engineer Robin Hamers Inspector Joe Limon General Manager Scott Carroll . Office Specialist I Vacant 6/23/11 Logistics Finance/ Administration Office Mgr/Dist Clerk Administrative Manager Accounting Manager Joan Revak Sherry Kallab Teresa Gonzalez Management Analyst Accounting Specialist II AJ Cully Kaitlin Tran . Office Specialist I Vacant 6/23/11 WER SYSTEM MANAGEMENT PLAN COSTA MESA SANITARY DISTRICT General Manager: Provides overall direction and sets priorities. 6/23/11 District Engineer: Gathers and assesses information and develops an Incident Action Plan (IAP). The IAP sets the objectives for the operational period. Other duties may include reviewing engineering plans of all facilities, working with General Manager on planning and implementing strategies, authorizing outside contractors to perform services when General Manager is not present; may serve as public information officer. Inspectors: Works with field crews to handle emergencies. Provides verbal reports to District Engineer. Evaluates situation and plans strategy with District Engineer. Maintenance Supervisor: Coordinates emergency response elan with maintenance workers and contractors. Documents activities through pictures and reports. Documents for District Engineer the volume calculations, vacuum and wash down operations, cause of spill, timeliness of response, etc. Maintenance Workers: Implements emergency response plan. Mobilizes sewer cleaning trucks, by-pass equipment, and diesel- powered generators. Evaluates situation and vlans strategy with Maintenance Supervisor. Permit Technician: Assists in providing resources to staff in District Headquarters. e"ipment, and diesel powered gener-atefs. Evaluates situation and plans str-ategy with Disti-irat . Office Specialist I: Assists in providing resources to staff in District Headquarters. E SEWER SYSTEM MANAGEMENT PLAN COSTA MESA SANITARY DISTRICT III. LEGAL AUTHORITY 6/23/11 The District must demonstrate, through sanitary sewer system use ordinances, service agreements, or other legally binding procedures, that it possesses the necessary legal authority to: (A) Prevent illicit discharges into its sanitary sewer system. (B) Require that sewers and connections be properly designed and constructed. (C) Ensure access for maintenance, inspection, or repairs for portions of the lateral owned or maintained by the District. (D) Limit the discharge of fats, oils, and grease and other debris that may cause blockages, and (E) Enforce any violation of its sewer ordinances. A. PREVENT ILLICIT DISCHARGES INTO ITS SANITARY SEWER SYSTEM • The Sanitary District has the power to install sewers and enact regulations related thereto, including the prohibition of private sewer systems and requiring all inhabited property to be connected to District sewers (Health and Safety Code Section 6400 et seq.) Once exercised, a sanitary district's power is controlling over any general law city or county regulation pertaining to the same subject (Home Gardens Sanitary District v. City of Corona (2002) 116 Cal.Rptr.2d 638.) A permit from the District is required to connect to, use, or maintain a connection to the 40 District's facilities (District Operations Code Section 6.04.060 9(a)). Any person, firm or corporation that connects or discharges to the District's sewerage system without a valid permit is guilty of a misdemeanor (District Operations Code Section 6,04.060:7.05.03 0(f)). In the Costa Mesa Sanitary District, illegal connections are usually connections to the sewer system by property owners who have drainage problems due to flat areas and low spots and who solve those problems by draining those areas to an inlet that is connected to the sewer system. When instances of these illegal connections are found, the property owner is required to immediately remove the connection. B. REQUIRE THAT SEWERS AND CONNECTIONS BE PROPERLY DESIGNED AND CONSTRUCTED Results of District -wide video inspection show that vitrified clay pipe will remain in excellent condition if proper construction practices are followed. Providing continuous inspection during the installation procedure insures the proper construction practices are followed. Continuous inspection of other utilities being installed in the vicinity of the sewer lines insures proper protection methods are provided for the sewer lines and lengthens the life expectancy of the lines. 10 • SEWER SYSTEM MANAGEMENT PLAN 6/23/11 COSTA MESA SANITARY DISTRICT Title 6-7 of the Operations Code regulates sewer construction. All sewer construction must be in accordance with District standards (Section 6-7.01.010). The type of materials and inspection requirements by District staff are provided in Chapter 6 -7.01. The Sanitary District has its Standard Plans and Specifications for the Construction of Sanitary Sewers that insures the sewer lines and connections are properly designed and constructed. The District's specifications by reference incorporate the Standard Plans and Specifications for Public Works Construction (Green Book), which assists in insuring proper design and construction of sewer facilities. C. MAINTENANCE, INSPECTION, OR REPAIRS OF SEWER LATERALS The Costa Mesa Sanitary District does not own or maintain the sewer laterals within the District boundary. By ordinance, the sewer laterals, even when located within public streets remain private and are owned and maintained by the property owner (District Operations Code Chapter 6.020. The District does require CCTV inspection and repairs of private sewer laterals under certain conditions that will assist in preventing sewer spills (District Operations Code Chapter 67.03). D. LIMIT THE DISCHARGE OF FATS, OILS, AND GREASE AND OTHER DEBRIS THAT MAY CAUSE BLOCKAGES ® Every owner, tenant and persons using property shall have a duty not to cause, permit or allow the accumulation of grease in the District's sewer line so that sewage spills may occur. Such persons shall use reasonable methods to reduce grease accumulation in the District's sewer lines including but not limited to reducing or eliminating the grease that is deposited-in the sewer and utilizing enzymes and similar products that prevent grease build -up. No person shall discharge grease into the sewer system so as to cause an accumulation in the District's lines so as to substantially contribute to the possibility of a sewage overflow (District Operations Code Section 6.07.0467.09.041). No Food Service Establishment shall discharge into the District's system without obtaining a permit from the District describing the business operations and discharge and any FOG prevention measures being undertaken or to be undertaken to reduce the discharge of FOG into the District's system in accordance with this chapter (District Operations Code Section 6.07.0507- 99-844). The District has adopted Ordinances No. 51 and 81, Requirement fef: Feed-- Sefviee -Establishments Per4aiaing to GreaseGentfe4 which controls fats, oils, and greases (FOG). Grease has been identified as the number one cause of sewer line stoppages and spills ,by the Sanitary District and by the Orange County Grand Jury who conducted a countywide study. Because of this finding, FOG has been identified as the most important first step in improving sewer system reliability. As stated earlier, the District has the legal authority to control discharges to the sewer system for all sewer facilities located on private property that are outside any structures 11 SEWER SYSTEM MANAGEMENT PLAN 6/23/11 COSTA MESA SANITARY DISTRICT located on the property. This authority allows the District to require grease interceptors, as by Code the interceptor is located outside the building. • The legal authority for plumbing fixtures inside a building rests with the local agency building department. The Sanitary District has been working with the Building Officials of the three building departments within the District's service area (Costa Mesa, Newport Beach, and Orange County) to urge adoption of FOG reduction policies, which will be consistent with the goal of removing FOG from the sewer system. The District controls the discharge of other debris into the sewer system through its ordinances and through the ordinances of the Orange County Sanitation District, whose regulations prohibit unapproved debris from being discharged into the system. Both the Costa Mesa Sanitary District and the Orange County Sanitation District only allow discharges from permanently install plumbing fixtures unless authorized by special discharge permit. E. ENFORCEMENT OF VIOLATIONS OF CMSD SEWER ORDINANCES The District has enacted an Operations Code by ordinance. Any person, firm, or corporation violating the penal provisions of this ordinance shall be guilty of a misdemeanor and punishable by a fine of up to one thousand dollars per day and /or up to six months in jail (Section 1.02.010). Violations of the connection permit provisions of the Operations Code are also subject to civil penalty (Section 1.06.010(d)7.05.030(e)). Violations of the Operations Code may result in termination of service in accordance with Health and Safety Code Section 6523.2. 12 0 SEWER SYSTEM MANAGEMENT PLAN 6/23/11 COSTA MESA SANITARY DISTRICT • IV. OPERATION AND MAINTENANCE PROGRAM A. THE CMSD SANITARY SEWER SYSTEM MAP The District has a hand -drawn Sewer Atlas that is continuously updated as new facilities are constructed. The Atlas shows the location of all sewer mains, manholes, laterals, pumping stations and pressurized sewer lines (force mains): The Atlas also has reference numbers to the particular construction plans that were used to build each portion of the. system. In addition to the Sewer Atlas, plans of the sewer system are included in the Sewer. Master Plan Update. The maps in the Master Plan are also updated as new facilities are constructed and are used in conjunction with the sewer line capacity calculations as a planning tool for the yearly Capital Improvement Program. Because the Sewer Atlas is a hand -drawn set of maps, . and because a computerized GIS system can provide multiple planning tools such as sewer main cleaning maps, computerized maintenance management system (CMMS), and hydraulic modeling, the CMSD Board of Directors directed District staff at the regular meeting held August 27, 2009, to bring back a negotiated contract with Environmental Engineering and Contracting (EEC) to convert the District's mapping system to GIS. As of June 23, 2011, the GIS Atlas is 95% and the CMMS is 70% complete. The locations of all the storm water conveyance facilities are shown on separate maps • prepared by the agencies owning the storm drains and copies of these plans in reduced size format have been distributed to the CMSD General Manager, District Engineer, Inspector, Field Crews, and Administrative Office. The District recognizes the link between a sewer spill and its travel in a storm drain facility to the receiving waters. The District has educated its Staff to understand the storm drain network and utilize it to capture a spill if it has entered the storm drain system. The District understands the NPDES regulations for storm drain system owners contain requirements prohibiting sewer system spills into the storm drains. The NPDES requires the storm drain system owners to adopt measures that will decrease the possibility of sewer spills reaching the waters of the state. C7 B. PREVENTATIVE MAINTENANCE PLAN The District has historically cleaned the sewer system between once a year and once every three years and continues to do so. Between once a year and once every three years is the industry standard for agencies with comprehensive sewer maintenance programs. Areas needing more frequent cleaning — known as hot spots or enhanced maintenance areas — are cleaned as frequently as necessary. These include the inverted siphons that run under flood control channels or commercial areas with multiple restaurants. 13 SEWER SYSTEM MANAGEMENT PLAN 6/23/11 COSTA MESA SANITARY DISTRICT The District is developing GIS maps of areas of the system requiring cleaning once per year, areas requiring cleaning once every two years, and areas requiring cleaning only • once every three years. An example of an area requiring cleaning once a year is the 15" VCP sewer main in Adams Avenue that handles a large service area. Examples of lines requiring cleaning once every three years are 8" lines in cul -de -sacs that only serve a few residences. The GIS maps and CMMS will provide an enhanced planning tool consisting of boundary lines around sewer sheds so they can be cleaned from the higher elevations to the lower elevations along with colored cleaning maps. Currently, the CMSD Maintenance Supervisor uses copies of the Sewer Atlas to plan and document cleaning activities. The District has two sewer - cleaning crews, one in -house crew and one contract crew. The contract crew performs "maintenance cleaning ", or the routine cleaning of each of the lines according to the cleaning schedule. The in -house crew works at the discretion of the Maintenance Supervisor and cleans hot spots, washes out pumping station wet wells, responds to emergencies, and assists in the pumping station preventative maintenance program. In order to alleviate the extra time involved in cleaning and maintaining hot spots and lower the risk of SSOs, the District established a Sewer System Sub - Committee that includes one or two Directors, General Manager, CMSD engineering and field staff, and the District's FOG consultant EEC. The committee meetings approximately every three months and analyzes the hot spots to determine a structural repair. Since inception of the committee, nine hot spots have been repaired and two more are currently scheduled. Due to the dynamic nature of sewer pumping stations and the risk of large spills, in • addition to the Maintenance Supervisor and one crewmember that have backgrounds in preventative maintenance of pumping stations, the District retains Jinni Systems, a pumping station maintenance firm, on yearly contracts to perform routine and special maintenance on the pumping stations. The Maintenance Supervisor keeps a spreadsheet tracking the dates and categories when preventative maintenance is performed at each pumping station. To enhance the District's SCADA alarm system for pumping stations, the District installed more reliable liquid level sensors with a backup sensor at nearly all the pumping stations. This conversion has occurred between 2006 -2009. The District is also upgrading the SCADA system and equipment. to provide more reliability in reporting. The District will no longer use cell phone towers to relay messages from pumping stations, but will use a dedicated radio frequency. These improvements are now complete . The District's preventative maintenance program for pumping stations began years ago when staff obtained the recommended pump maintenance schedule from the pump manufacturer and for the rest of the piping, valves, and other equipment in the station and valve vault, the District used the recommended maintenance schedule provided by Schuler Engineering Corporation. Bruce Schuler is both a registered civil engineer and construction contractor and was requested to provide an outline for the program because of his extensive experience in construction and rehabilitation of pumping stations. 14 • SEWER SYSTEM MANAGEMENT PLAN COSTA MESA SANITARY DISTRICT 6/23/11 Schuler Engineering Corporation is also one of the District's emergency contractors as • well as having bid and successfully constructed various District projects. The Maintenance Supervisor then captured the above. information into a comprehensive spreadsheet, including expanding the categories and parameters, which is the working document for the maintenance of the pumping stations. In order to prevent private property sanitary sewer overflows from residential properties, the Board of Directors established Project #186 Sewer Lateral Assistance Program. The program provides matching funds of up to $1,800 per parcel for residents to construct a sewer cleanout or clean, repair, rehabilitate, or replace their sewer lateral. The program is funded at a yearly level of $150,000 to $200,000 exclusive of staff costs. Since the program's inception in July 2007, over 4 -300 applicants have participated in the program with an approximate average reimbursement of costs of $1,100 per parcel. The program has prevented a significant number of backups from occurring and is very well received by the residents. The program is set to remain in the yearly budget. C. REHABILITATION AND REPLACEMENT PLAN As written in the Costa Mesa Sanitary District Sewer Master Plan Update, there are no known structural deficiencies in the sewer system. The District's 1989 -1993 video of the sewer system disclosed the few gravity line segments that necessitated point repairs and these repairs were handled in the early 1990s. Since then the District has completed small yearly televising projects to stay ahead of needed repairs and to supplement the FOG program. The District re- televised the entire system under Project #175 from 1/1/06 to 3/15/06 under a cooperative project with the Orange County Sanitation District (OCSD). The Sanitation District is concerned with the excessive rainwater and ground water arriving at their two treatment plants during the rainy season. Water may enter the sewer system through infiltration (groundwater entering the sewer system through cracks in sewer lines and manholes) and inflow (surface water, entering the sewer through the holes in manhole covers when streets become flooded or through backyard illegal connections that drain rainwater). Termed 1/I, the water places a large strain on the sewer treatment plants as the flows doubles from 240 million gallons per day (MGD) to 480 MGD. The re- televising of the District's system was performed using the standard NASSCO PACP grading system. Project #182 Analysis of CCTV results is currently in progress and the project will result in two reports: an I/I report to OCSD to describe and quantify the inflow and infiltration inside the CMSD. service area; and a report quantifying the structural and other deficiencies found with a recommended repair program based on repairing the most severe problems first. In order to address the findings in the analysis project, the Board of Directors has approved a yearly repair project in the Capital Improvement Program (CIP) noted as Project 183 System Wide Sewer Repair with a yearly funding of $700,000 to $1 million. The sewer pumping stations and pressurized sewer lines (force mains) require a more aggressive maintenance program. The 20 pumping stations have equipment that operates in short cycles throughout each hour of the day. The stations are monitored and • 15 SEWER SYSTEM MANAGEMENT PLAN 6/23/11 COSTA MESA SANITARY DISTRICT maintained daily and because of the continuous operation, any deficiencies are readily apparent. Maintenance is ongoing and on an as- needed basis. The pumping stations are upgraded or rebuilt as soon as the mMaintenance staff ef-'-se-r— believes the risk of problems begins increasing. As part of the Sewer Master Plan, a chart was prepared with installation dates, line size, pipe material, flow rate, and pressure for each of the 20 force mains. Because these lines flow under pressure, they have a shorter life expectancy than gravity sewers. Whereas gravity sewers can be video inspected while they are in operation, force mains must be totally shut down and the system by- passed in order to allow the camera to travel down the line. A replacement schedule will be prepared and will be based on the anticipated life expectancy of each force main. The District has also kept records of previous ruptures, if any, and the causes. District staff has met with a corrosion specialist to consider field- testing the force mains and soils conditions to better predict the life expectancy of each force main. The current yearly sewer charges provide approximately $1.2 million per year for the Capital Improvement Program. By law, these funds must be used for maintenance and rehabilitation projects and not for expansion projects. In addition to these funds, various other items in the budget are dedicated to sewer system maintenance and operation. The District also established an Asset Management Fund for future sewer replacement for the time when the sewer system reaches its life expectancy. The fund was established in fiscal year 2011-121995 1996 and has a current balance of $4,319,811' -8' . The Board of Directors directed staff to ensure the Asset Management Fund has enough funding to replace sewer infrastructure for the next thirty years. Dist iet Engineer- and Pir-e, ter- of F:,,,,,,, e4r -ease, ;nf ..nall , agr-e the e-Hffent goal of the fiand is $5 million at whieh time the fund will be r-ee�iaffiified b the Beafd of Dir- eeter -s mid staff -. The Board also established an Earthquake Fund to replace sewer infrastructure that mieht be damap-ed in earthquakes. The Earthquake Fund has a current balance of $1,000,000. D. EDUCATION AND TRAINING On a yearly basis, the Maintenance Supervisor and field crew attend formalized collection systems training seminars. The seminars include use of combination vacuum/jetting vehicles, hoses and nozzles, sewer cleaning procedures, and emergency response including blocking storm drains and recovering spilled effluent. The Maintenance Supervisor is certified as a Grad& -evel 24- operators under the California Water Environment Agency (CWEA) certification process and he is currently studying to be certified as a Grade 4 operator. The field crewmembers will be taking the Gradehevel 1 certification tests as well. CWEA requires a pre - determined number of education hours (contact hours) per year in order to maintain certification. 16 • SEWER SYSTEM MANAGEMENT PLAN 6/23/11 COSTA MESA SANITARY DISTRICT The Maintenance Supervisor and the maintenance workers will receive alse --has • formalized training from the ITT Flygt Corporation, the manufacturer of the pumps used in the majority of the 20 pump stations. The CMSD District Engineer is a member of the Orange County WDR Steering Committee and Orange County WDR General Group. As part of his activities, the District Engineer runs an education program consisting of a quarterly education seminar focusing on various aspects of a comprehensive sewer, system management program. Seminar topics have included design and maintenance of sewer siphons, design and maintenance of sewer pumping stations, current no -dig technology advancements, education materials, etc. E. EQUIPMENT AND REPLACEMENT PARTS INVENTORY For the Sanitary District, keeping critical replacement parts available encompasses stocking spare pumps that can be used as replacements while pumps are serviced or replaced. The District attempts to use the same model pumps in as many stations as possible to simplify maintenance and replacement. The District also attempts to use the identical equipment in each of the pumping stations, including electrical panels, liquid level sensors, back up sensors, valves, by -pass connection, etc. The District normally uses contractors to work on the sewer lines. As described under the emergency response section of this report, the District has selected high quality contractors under on -going emergency service agreements to allow the District the • ability to have contractors both on -call for normal work and on -call for emergency work. The District has the necessary equipment to work on the pumping stations with the exception of a crane large enough to remove the pumps from the pumping stations. Under a Letter of Understanding (LOU) with the local water district, the Mesa Consolidated Water District, the District's have a mutual sharing agreement. This has fostered into the Sanitary District requesting Mesa provide their crane as needed. The District may also rent a crane as it has done so in the past. In addition to small tools, the District has one combination vacuum/jetting sewer cleaning trucks; two trailers mounted emergency diesel generators, one bypass pump, and a truck with hoist .capable of lifting the small pumps. The District has recently acquired a second bypass pump similar to the primary bypass pump in order to have similar features and maintenance. The District lost its inventory of parts and equipment during the Santiago Fires of October 2007; however, with the insurance money reimbursement and the forthcoming new District Yard to be completed in early 2010, the Maintenance Supervisor will be establishing a new inventory of critical parts and equipment on hand. 0 17 SEWER SYSTEM MANAGEMENT PLAN 6/23/11 COSTA MESA SANITARY DISTRICT V. DESIGN AND PERFORMANCE PROVISIONS A. STANDARDS FOR INSTALLATION, REHABILIATION AND REPAIR The District requires all new or rehabilitated sewer installations be tested and inspected pursuant to the provisions of Title 7 of the District Operations Code and a permit is required for such connections. The primary design and performance standards the District uses in design and installations of new sewer systems are: • Title 7 of the District Operations Code • The Costa Mesa Sanitary District Standard Plans and Specifications for the Construction of Sanitary Sewers • Standard Specifications for Public Works Construction ( "Green Book ") • American Public Works Association Standard Plans for Public Works Construction The standards listed above outline construction specifications for installing new sewer systems, pump stations, and other appurtenances; and for rehabilitation and repair of existing sewer systems. Design criteria include specifications for items such as pipe materials, minimum sizes, minimum cover, strength, minimum slope, trenching and backfill, structure standards, and other related provisions. All new construction, rehabilitation, or repair of the sanitary sewer system adheres to these standards. • Additionally, the District has standardized its use of equipment in the pumping stations for ease of maintenance and replacement. This includes the pumps, liquid level indicators, electrical components, valves, piping and telemetry. The District is monitoring the field of no -dig pipeline rehabilitation as advancements are continually being made. The Sanitary District considers no -dig technology to be the future answer to pipeline rehabilitation as systems reach their life expectancy. Parts of the Sanitary District's system will be 100 years old in 2050 and although vitrified clay pipe may have a life expectancy far greater than 100 years, the District is planning on no -dig rehabilitation methods to be the standard rehabilitation practice and will be developing construction standards as methods are perfected. B. STANDARDS FOR INSPECTION AND TESTING OF NEW AND REHABILITATED FACILITIES The District's standard public works contract provides the work is not placed into service and accepted by the Board of Directors until inspection and testing is completed. Additionally, no dedication will be accepted and no tie into District facilities will be allowed where the District Engineer has not approved the plans and drawings and has not inspected the project during its course of construction (District Operations Code Section 6 -7.01.070). 18 • SEWER SYSTEM MANAGEMENT PLAN COSTA MESA SANITARY DISTRICT 6/23/11 The District provides continuous inspection during the construction of sewer facilities and believes that proper installation is the. key element to insure proper operation and maximum life expectancy. Inspection and testing of new or rehabilitated facilities ensures that the established standards are being implemented in the field. Acceptance testing for gravity sewers can include: low pressure air test or water test to identify leakage, mandrel test to identify deflection of flexible pipe, and television inspection to identify grade variations or other construction defects. CMSD adheres, to these standards for inspection and testing of new or rehabilitated facilities that are outlined in the above listed standards. • ® 19 SEWER SYSTEM MANAGEMENT PLAN COSTA MESA SANITARY DISTRICT 6/23/11 VI. OVERFLOW EMERGENCY RESPONSE PLAN The Overflow Emergency Response Plan (OERP) is developed as part of the CMSD • Sewer System Management Plan. The purpose of the plan is to establish guidelines and measures to protect public health and the environment in case of an accidental overflow. In the case of an overflow, CMSD shall dispatch the appropriate crews to investigate, identify the cause, and provide appropriate action to minimize the effects of the overflow on public health and quality of surface waters. The OERP further specifies the required notification and reporting that is necessary for local and state agencies. Appropriate CMSD personnel will be required to read the OERP and familiarize themselves with the procedures. The OERP should be kept in an easily available location for all utility personnel and public access reference. A. SSO NOTIFICATION PROCEDURES Outside of regular business hours, the District's general phone number (949) 645 -8400 has information on who to call for after -hours emergencies, and the Costa Mesa Police Department Dispatch follows District procedures for SSO's. Because the majority of after -hours emergency calls for gravity sewer SSOs pertain to private small size sewers, the first responder is C &R Drains, a local plumber. C &R Drains is under contract to the District to provide first responder service and has the ability to unclog any private sewer backup. If upon arrival at the SSO C &R Drains finds the backup to be in a District sewer main, • C &R Drains will call the CMSD Maintenance Supervisor who lives locally and who will respond with the District's combination jetting/vacuum sewer cleaning truck. If there is a sewer alarm from one of the sewer pumping stations, the hierarchy for the alarm, auto - dialer system is the CMSD Maintenance Supervisor, both Maintenance Workers III, the District Engineer and then the General Manag_gthe-- Opefati Manag . Besides C &R Drains, the District also has National Plant Services, a sewer cleaning company who is another emergency responder under contract to the District, ready to respond. All District Staff and field crews have preprogrammed cellular phones to facilitate instant communications. Should cellular phone communications be down during the emergency, the District has low band two -way F-M- radios for use to communicate between District staff, -apA-field crews and the Water Emer ency Response Organization of Orange County ( WEROC) if need be. B. APPROPRIATE RESPONSE TO ALL OVERFLOWS District policy is to respond to all spills within the District - and even provide mutual aid outside the District - whether on public or private property and to take all steps possible to prevent the spills from reaching the storm drains, flood control channels, or waters of the State, all in accordance with the waste discharge requirements. 20 0 • • SEWER SYSTEM MANAGEMENT PLAN 6/23/11 COSTA MESA SANITARY DISTRICT Organization of this document details the lines of authority and responsibilities of District personnel during an emergency. Because the .District provides only sewer service and trash collection service, the Distnct.has equipment and manpower dedicated solely to sewer system maintenance, operation, and emergency response. C. REGULATORY NOTIFICATION PROCEDURES If a SSO occurs, it is required that certain regulatory agencies be contacted. The following reporting criteria explain when notifications should be sent and the various forms that are required. Regulatory notification procedures are administered. by the District's Engineer9p ef. 1) Oral Notification As. a first priority during a Category 1 sewer spill, District staff and field crews immediately notify the appropriate agencies (not later than two hours after becoming aware of the discharge) by phone that a spill has occurred following the direction to do so, such that reporting can be provided without substantially impeding cleanup mother emergency measures. The District follows the same procedure for Category 2 spills instead of depending on a written report as a means of notification, well within the requirement for Category 2 SSOs of reporting to the Online SSO Database within 30 days after the end of the calendar month in which the SSO occurs. The District also verbally reports all private property spills that are not fully recoverable immediately upon discovery. Category 1 sewer spills are spills from the District's sanitary sewer system equal to or greater than 1,000 gallons or where the spill enters waters of the state or where the spill enters a storm drain system and is not recovered, and require notification to the appropriate State agencies. Each of the following must be notified in the case of a Category 1 and Category 2 sewage spill: Orange County Health Care Agency Environmental Health Department: After Hours — Control 1 Regional Water Quality Control Board — Santa Ana Region: 714/433 -6419 or 6281 714/628 -7008 951/782 -4130 Fax 951/781 -6288 Any discharge of sewage into or onto a waterway must also be reported to California Emergency Management Agency (CalEMA) (formerly OES): CalEMA: 800/852 -7550 Fax 916 - 262 -1677 21 SEWER SYSTEM MANAGEMENT PLAN COSTA MESA SANITARY DISTRICT 6/23/11 2) Written Report The District reports all Category 1 spills within 3 business days as required in the Monitoring and Reporting Program, and the District also reports all Category 2 spills within 3 business days. Both Category 1 and Category 2 spills are included in the monthly spill report. The District does not submit written reports of private property spills, only verbal reports when it is discovered a private property spill is not, and cannot be, fully contained. Where there are no public spills during the month, the District submits a monthly no -spill report. The District reports the spills in accordance with the on -line CIWQS reporting forms and State Water Resources Control Board Monitoring and Reporting Program No 2006 - 0003 -DWQ (As Revised by Order No WQ 2008-0002 - Exec) SSO Reporting Timeframes. The District's Engineer is responsible for overseeing the reporting process. The District Engineer receives the spill report from the Maintenance Supervisor field and drafts up the required report. The daft is the rcvicdrec�r with the consideration given to volume calculations, vacuum and wash down operations, cause of spill, timeliness of response, etc. After discussions are complete, the report is finalized and submitted to the General Manager for review. Once approved by the General Manager, the District Engineer Operations Manager-transmits the spill report to the appropriate authorities. As required in the Monitoring and Reporting Requirements, the District also completes the annual questionnaire by the end of December each year. D. TRAINING PROCEDURES . The role of each person during an emergency has been established and is clear and concise. The District has pre - established responsibilities for staff members that work concurrently with the field crews to provide an efficient response. All CMSD Eaeh S aitafy Dist -iet .,a., ,,,,trail e staff members are and fi °'a or-ewfneffibef is required to read and sign off having read and understood the sewer system management plan and spill reporting form. Maintenance workers Field °r° efflbe-s are required to keep copies of the Sewer System Management Plan and the spill reporting form in each vehicle. If the emergency is during normal working hours, all maintenance workers both fief °r-° .s and the supervisor are working as appropriate to handle the emergency. At the same time, District Staff is positioned as follows: • The General Manager will be in District Headquarters providing overall direction and setting priorities. • District Engineer will also be in District Headquarters to gather and assess information and develop an action plan to arrange various resources such as contractors, pumper trucks, and other independent contractors. The preprogrammed cell phones that the field crews and staff have allow instant communications and organization from the District office. 22 0 SEWER SYSTEM MANAGEMENT PLAN COSTA MESA SANITARY DISTRICT 6/23/11 • The CMSD Inspectors -tee is in the field and while providing direction to the maintenance workers in the field er-ews- reporting continuously to the District Engineer to insure the best possible actions are taken. TF IT, ® The Maintenance Supervisor aiid field is in the field responding to the action plan developed by the District Engineer, as well as documenting the situation with pictures and verbal reports back to the District office. . The Maintenance Supervisor will immediately verbally report any sewer spills to the re uired agencies and as soon as possible file the written report. • Maintenance Workers are in the field responding to the action plan developed by the District Engineer. + The Office Manager /Clerk of the District is keeping the Board of Directors apprised of the situation via e-mail, cellular telephone or in person. I • The Permit Technician, Management Analyst and Office Specialist I District staff-is working in the District Headquarters providing resources to staff that may • include obtaining equipment, food, water, first aide, etc. I • The Accounting A dr. mist-.°* ve Manager is tracking all costs, including staff hours, related to the operations in order 'for the District to be eligible for reimbursement in case the emergency situation is declared a disaster by the Governor. 0 • The Administrative Manager is tracking staff hours and safety procedures and assisting with the action plan. E. EMERGENCY RESPONSE OPERATIONS The District's field crews respond to all emergencies, and if needed, the District utilizes its list of pre- approved qualified contractors. The list of contractors is attached to this SSMP; and the SSMP will be carried in each field vehicle as well as being in the appropriate administrative offices and in the Sewer Master Plan. The independent contractors on the list have demonstrated exceptional workmanship over the years and the District has signed emergency services agreements on file so there will be no delays in responding to an emergency. Both the District and the emergency contractors have traffic control equipment that can be used for crowd control. 23 SEWER SYSTEM MANAGEMENT PLAN 6/23/11 COSTA MESA SANITARY DISTRICT F. PROGRAM TO CONTAIN AND PREVENT SEWAGE DISCHARGES TO SURFACE WATERS • The District shall continue to maintain one in -house two -man field crew, one contract two -man, and a supervisor who are responsible for cleaning the system and for being the first responders in the event of a sewer main spill. During normal working hours, the response time is a few minutes and after hours the contract plumber or maintenance supervisor are usually on -scene within one -half hour. The District has one combination jetting/vacuum truck, traffic control equipment, one by -pass pump and hoses, and two trailer- mounted standby generators. The District field crews are required to use mats to block the catch basin entrances to the storm drains and use the vacuum truck to vacuum up spills and the wash down water. The District also uses the storm drain system as a containment device if needed. The outlet to the storm drain is blocked and the spill and wash down water are vacuumed from the line. The impact of spills is minimized by washing the spill down with water to the maximum extent possible. The Orange County Health Care Agency has requested that only fresh water be used because disinfectants pose their own problems. The. District relies on the Orange County Health Care Agency ( OCHCA) for monitoring water quality and posting beach closures. All spills are, reported immediately to the OCHCA office. The District uses the following four -step approach to private property SSOs that are discharging to the public right -of -ways: 0 • First, field crews block the storm drains so discharges will not enter the system. If they already have, the District uses the storm drain as a containment device and extracts the discharge and water used to flush the system from a downstream point in the system. • Secondly, the District sandbags the public right -of -way to prevent further discharges from leaving the property. • Thirdly, the District notifies the property owner or management company of the spill and directs them to hire an emergency plumber to clear the system. District crews never leave the site until the problem is resolved and the spill is stopped and cleaned up. • Fourthly, in addition to the regular reporting of spills, the District requests the Orange County Health Care Agency notify the property owner of the spill and demand corrective action. The District Board has entered into contracts to perform emergency work that are preapproved with contractors that already 24 • • • SEWER SYSTEM MANAGEMENT PLAN COSTA MESA SANITARY DISTRICT 6/23/11 possess the license and insurance to perform such work. The District Board has enacted an ordinance, District Operations Code Section 4.05.010, that authori zes the District Engineer to order emergency work in accordance with Public Contracts Code Sections 2086 and 22050. Upon the District Engineer's discretion, C &R Drains will be called out to alleviate a private property backup if the property owner or property manager is unavailable. In addition, the District has also developed an Emergency Response Plan for the majority of the sewer pumping stations within the District under project #170. The stations without the emergency response plans are planned for abandonment. The Emergency Response Plans contain the procedures to be implemented to prevent an SSO should the pump station become inoperable or a major emergency, such as a downed bridge that contains a force main, occurs. The plans include calculations of the number of pumper trucks required, two different pre- determined driving routes to two disposal points while avoiding potential high traffic or disaster points such as bridges, emergency contact list, etc. These major emergency plans were completed in July 2009 and a copy is present in all the field vehicles, in the Maintenance Supervisor, General Manager ' , and in the District Engineer's offices. 25 SEWER SYSTEM MANAGEMENT PLAN COSTA MESA SANITARY DISTRICT 6/23/11 VII. FOG CONTROL PROGRAM Studies by the District have identified the main causes of SSOs within the District and 40 efforts have been prioritized to eliminate the causes. The Pen-nit Technician Operations Manager-keeps a running spreadsheet of the sewer spills that includes the causes of the spills and the District's management team that consist of the General Manager, Maintenance Supervisor and Engineer aLonod with the field crews use the causes to plan activities, programs and policies to eliminate the causes. The District has identified restaurant grease as the number one cause of sewer line blockages and spills. The District has retained the firm of Environmental Engineering and Contracting (EEC) to manage its FOG program at a yearly cost of $100,000. Approximately five staff members from EEC perform functions in the FOG program including engineers, administrators, and inspectors. In addition to EEC, the District contracts with the Orange County Health Care Agency (OCHCA) to perform a FOG BMP inspection one -time per year at each of the food service establishments (FSEs) inside the District. The cost per inspection is slightly less than $20 per location. These inspections complement the EEC inspections giving the District a two - pronged approach for insuring the FSEs follow the prescribed practices in the FOG notebook developed for each FSE. A. PUBLIC EDUCATION OUTREACH PROGRAM The District's contractor EEC has prepared and distributed a FOG notebook to each FSE inside the District. The notebook includes log sheets for interceptor cleaning, employee • education, BMPs, guidelines, and posters. Additionally, the District has made available, on its internet site, educational materials regarding Fats, Oils and Grease (FOG) and the sewer system. The site contains the following fourtl&ee educational brochures that can be downloaded by the public: • Homeowner's Guide to Sewer Lateral Maintenance. • Proper Disposal of Food • Sewage Spill Reference Guide. • OCHCA Environmental Health Bulletin Grease Control Devices. The District also issues a semi - annual newsletter with information regarding keeping Fats, Oils and Grease (FOG) out of the sewer system. In 2011, the District plans implementing its residential FOG Recycling Program m to coincide with traditional holidays (e.g. Thanksgiving, Passover, Christmas, etc.) where residents will be able to properly dispose their grease. Approved by the Board of Directors on November 18, 2010, residents can receive up to two one-gallon plastic jugs along with one FOG funnel free of charge. Residents will then deliver the jug filled with grease to the Orange Coast College (OCC) Recycling Center, which is open to the public seven days a week. A vendor will periodically arrive at OCC to remove the grease and transport it to a recycling facility acility where it will be recycled for reusable products such as bio -fuel, candles, soap, etc. • 26 SEWER SYSTEM MANAGEMENT PLAN COSTA MESA SANITARY DISTRICT 6/23/11 B. FOG DISPOSAL PLAN The District requires all new commercial construction and existin g commercial properties that have been found responsible for previous SSOs to install appropriate grease- reducing devices, including grease interceptors. The interceptors are required to be inspected and pumped out by a licensed company on a regular basis, normally on a quarterly basis. C. . LEGAL AUTHORITY TO PROHIBIT DISCHARGES TO THE SYSTEM A permit from the District is required to connect to, use or maintain a connection to the District's facilities (District Operations Code Section. 6.04.060 7.85.030-(a)). Any person, firm or corporation that connects or discharges to the District's sewerage system without a valid permit is guilty of a misdemeanor (District Operations Code Section 6.04.060 7.05.030(f)). The District also has the right to terminate a property from District's service (District Operations Code Section 6.07.0807.A9.070). Every owner, tenant and persons using property shall have a duty not to cause, permit or allow the accumulation of grease in the District's sewer line so that sewage spills may occur. Such persons shall use reasonable methods to reduce grease accumulation in the District's sewer lines including but not limited to reducing or eliminating the grease that is deposited in the sewer and utilizing enzymes and similar products that prevent grease build -up. No person shall discharge grease into the sewer system so as to cause an accumulation in the District's lines so as to substantially contribute to the possibility of a ® I sewage overflow (District Operations Code Section 6.07.040$9:941). D. GREASE REMOVAL DEVICE REQUIREMENTS The District's Operation Code requires that all new commercial construction shall have appropriate grease- reducing devices, including sewer interceptors, unless the developer demonstrates, to District Engineer's satisfaction, that such devices are not necessary (Section 6.07.0307.09.030). The District also requires that no Food Service Establishment shall discharge into the District's system without obtaining a permit from the District describing the business operations and discharge and any FOG prevention measures being undertaken or to be undertaken to reduce the discharge of FOG into the District's system in accordance with this chapter (Section 6.07.050 09.044). Furthermore, in cases in which a property is a source of sewer spills on more than one occasion such that recurrence is likely, or in cases in which there is an imminent danger of future sewer spills, the District may order that a property install a sewer interceptor or other appropriate device to protect the District's system (Section 6.07.0707-.09-.OW). • 27 SEWER SYSTEM MANAGEMENT PLAN 6/23/11 COSTA MESA SANITARY DISTRICT In addition, the Orange County Sanitation District, which is the sewer treatment agency for all the sewage generated within the CMSD boundaries, has adopted Ordinance No. OCSD -25 regarding FOG control which requires the installation of interceptors on all food service establishments, including existing establishments, to install appropriate grease- reducing devices, including sewer interceptors. E. INSPECTION OF GREASE PRODUCING FACILITIES The District has adopted three twe- grease control. ordinances, Ordinance 41, in 2003 and, Ordinance 51, in 2005, and Ordinance 81 in 2010 codified as Section 6.07 09 of the District's Operations Code, giving the District legal authority to implement a comprehensive grease control program. The District retained Environmental Engineering and Contracting (EEC) to prepare program documents and the Board of Directors adopted these in 2004. The District began its grease control program on January 2, 2005 and has issued a permit to each of the 393 food service establishments inside the District. All 393 food service establishments have been prioritized for inspection with concentration on the heavy grease producing FSEs or those FSEs upstream of hotspots. EEC has produced a GIS map identifying all the FSEs and the hot spots for the Maintenance Supervisor's use in cleaning the system. Notebooks have been distributed to the FSEs and contain posters, BMPs and other materials for reducing grease discharges into the sewer system. Televising the sewer main lines at point of entry of the food service establishment's sewer laterals occurs to • gather support evidence for compliance with the grease control ordinances. The follow - up inspections have disclosed a reduction of grease discharged by food service establishments. F. CLEANING SCHEDULE FOR SEWER SYSTEM SECTIONS SUBJECT TO FOG BLOCKAGES The District has identified a number of problem areas that are more prone to blockages and SSOs. These areas are typically inverted sewer siphons and areas with excess grease build -up. These enhanced cleaning areas, or `hot spots', are shown on the GIS map prepared by EEC. G. SOURCE CONTROL MEASURES FOR `ENHANCED MAINTENANCE AREAS' CMSD and Orange County Sanitation District, which is the sewer treatment agency for all the sewage generated within the CMSD boundaries, have adopted ordinances requiring installation of appropriate grease- reducing devices, including sewer interceptors, on all new commercial developments and , existing food service establishments. Furthermore, CMSD has adopted an ordinance allowing the District to require the installation of appropriate grease- reducing devices, including sewer 28 • SEWER SYSTEM MANAGEMENT PLAN 6/23/11 COSTA MESA SANITARY DISTRICT interceptors, on existing properties that are found to be causing or potentially causing SSOs. Additional source control measures for the `Enhanced Maintenance Areas'. identified by the District consist of a public education and awareness program that includes distribution of the District's pamphlets for restaurant and homeowner grease control, and a newsletter. The District has also distributed its grease control notebooks to all 393 food service establishments inside the District. The notebook contains a poster, BMP list, and other information relative to the District's grease control program. Since inception of the FOG program, the District has required three FSEs to retroactively install gravity grease interceptors. This was based on the evidence found from CCTV monitoring of the point the sewer lateral enters the sewer main. The FSEs were contributing to a hot spot and were unable to reduce their FOG discharges through BMPs. ..• • 29 SEWER SYSTEM MANAGEMENT PLAN COSTA MESA SANITARY DISTRICT 6/23/11 VIII. SYSTEM EVALUATION AND CAPACITY ASSURANCE PLAN The District has a Sewer Master Plan that assesses the capacity of the sewer system. The • main purpose of a Master Plan is to compare the projected peak flow from the land uses adopted in the General Land Use Plan with the carrying capacity of the sewer lines. New parallel lines or by -pass lines supplement lines identified as unable to handle the maximum flows. The construction of proposed sewer lines is included in the District's capital improvement projects. The Sewer Master Plan was last updated in 2005 and will be next updated when the GIS flow modeling software is installed, which will be approximately in 2011. A. EVALUATION The District's Sewer Master Plan incorporates a hydraulic analysis of the sewer mains in the system. The peak flow estimates are estimated using flow coefficients developed by the District based on land usage. The flow coefficients used by the District have been compared to the coefficients used by Orange County Sanitation District and the City of Los Angeles and found to be reasonable. Special cases, such as high -rise office buildings, hotels and high volume industrial uses are evaluated separately using a peak flow estimate for the individual parcels. The capacity of each line is determined and those lines unable to handle future master planned flows are identified. The current system capacity is able to handle, without surcharge, the current dry weather and wet weather peak sewer flows. B. DESIGN CRITERIA • The district has adopted the industry standard of designing new sewer lines up to 18 inches in diameter to be flowing no more than half full at peak wet weather flow. Lines 21 inches or larger are designed to be flowing no more than three quarters full at peak wet weather flow. However, when analysis of existing conditions are completed for the purposes of determining when additional capacity is required, flows above these limits, but less than completely full are accepted. At no time are sewers allowed to flow in a surcharged or pressurized condition. C. CAPACITY ENHANCEMENT MEASURES The District's Sewer Master Plan includes the short and long term CIP to address identified hydraulic deficiencies. Funding for the Capital Improvement Plan is from fees collected from new construction. The District is also active in reducing Inflow and Infiltration (I /1). The District has ruled out Infiltration as a source of water in the system but has identified Inflow as a source of water and has begun plugging and sealing manhole covers; particularly manhole covers located in gutters and alley flow lines. The District will be considering completely sealing all manholes in alley flow lines and completely sealing manholes in the vicinity of gutters or curb and gutter. The District is working with the City of Costa Mesa; 30 • SEWER SYSTEM MANAGEMENT PLAN COSTA MESA SANITARY DISTRICT 6/23/11 owners of the local storm drain system, to identify the means by which Inflow enters the • system. The District will begin a program to identify illegal connections and the number of backyard swimming pools directly connected to the system. • • D. CIP SCHEDULE The District's Sewer Master Plan was last updated in 2005 and will be next updated when the GIS flow modeling software is installed, which will be approximately in 2011. 31 SEWER SYSTEM MANAGEMENT PLAN 6/23/11 COSTA MESA SANITARY DISTRICT IX. MONITORING, MEASUREMENT, AND PROGRAM MODIFICATIONS • The SSMP will be reviewed yearly to insure all the provisions are implemented and the effectiveness discussed at a meeting of all field and engineering staff. Updates will occur as appropriate but will occur no longer than once every five years. Performance evaluations are ongoing because the daily operation of the District includes all the elements of the program. District Staff will request the Board of Directors include a yearly or regular appropriation to fund the updating. A recommendation was made to the Board of Directors of the District to consider the Sewer Master Plan Update and its three elements; the Master Plan, the Sewer System Management Plan, and the Emergency Response Program as on -going concerns that will be continually reviewed and updated. X. SSMP PROGRAM AUDITS The District will perform an internal audit evaluating its SSMP and its compliance with the WDR every two years year and will report the results of the audits along with recommendations and suggested improvements to the CMSD Board of Directors. XI. COMMUNICATIONS PROGRAM The District Engineer will provide interested parties with status updates on the implementation of the components of the SSMP and will also consider comments made 40 by interested parties. 32 0 vGaa -i TT 06/23/11 IX. C. COST .A WESjq .S./��I2.� ��Y I�IS�IRIC�. To: Board of Directors ... an Independent Specia(1District From: Scott Carroll, General Manag Date: June 23, 2011 Subject: Standing Committees Summary The Board has established several standing committees that meet on a regular basis and these committees must comply with the Brown Act. Most committees have two appointed Board members, but in the past as much as three Board members have been appointed to a committee such as the Sewer System Committee. ® Staff Recommendation • That the Board of Directors: 1. Appoints an alternate Board member to the Sewer System, Recycling and Branding Committees; and 2. Withdrawal the appointments to the Sewer System Sub - Committee. Analysis The Board of Directors has established the following standing committees. Board appointments are listed as well. • Sewer System — President Ooten, Chair and Director Ferryman and Perry • Recycling - Director Fitzpatrick, Chair and President Ooten • Investment Oversight — Any two directors can attend this quarterly meeting on a rotating basis Trotecting our community's health and the environment by providing solid waste andsewer collection services. www. crosdca.gov Board of Directors June 23, 2011 Page 2 of 3 The Branding Committee was established at the Board Special Meeting on March 17, 2011 as an ad hoc for achieving branding distinctions and will meet as determined by committee members. This committee will eventually disband after achieving its objective. During committee meetings only appointed Board members can engage in discussions and take action on items on the committee agenda. Other Board members can attend the open meetings, but cannot engage in public discussions. Alternate appointments are needed in case appointed Board members are absent. This would allow other Board members to take part in the committee, but only if the regular appointed Board member is absent. On December 20, 2010, President Ooten and Director Perry were appointed to serve on the Sewer System Sub - Committee. This committee typically meets on a quarterly basis to review high frequency (hot spots) maintenance cleaning and determines the best solutions to eliminate locations as hot spots. Staff recommends that this committee be a staff working group because the meeting frequency is changing and due to other standing meetings (Sewer System, Recycling, Board of Directors) preparing agendas, staff reports and minutes is time consuming. Attached is a memo from District Counsel regarding Brown Act's application to standing committees. Strategic Element and Goal This item complies with the objective of Strategic Element 5.0, Administrative Management, which states: "To create, maintain and implement policies and procedures to ensure sound management of the District." Legal Review District Counsel has reviewed this report and will available to answer questions at tonight's meeting. Financial Review There are no financial impacts for approving staff's recommendation. Committee Recommendation Not applicable • Board of Directors June 23, 2011 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 June 23, 2011 Board of Directors regular meeting at District Headquarters and on District's website. Alternative Actions 1. Replace the standing committees by establishing Special Board meetings where all Board members can participate in the subject meetings. 2. Refer the matter back to staff. Attachment: Memo from District Counsel • • Attachment LAW OFFICES OF HARPER & BURNS LLP A LIMITED LIABILITY PARTNERSHIP INCLUDING A PROFESSIONAL CORPORATION JOHN R. HARPER' ALAN R. BURNS COLIN R. BURNS Of counsel JUDI CURTIN• MICHAEL MONTGOMERY' •A PROFESSIONAL CORPORATION To: General Manager From: District Counsel Date: June 10, 2011 453 SOUTH GLASSELL STREET ORANGE. CALIFORNIA 92866 TELEPHONE (714) 771.7728 FACSIMILE (714) 744 -3350 Re: Brown Act – Standing Committee Rules RIVERSIDE / SAN BERNARDINO (951) 674 -0698 Alan R: Bums arbutus harperburns.com To further provide guidance on the Brown Act's application to committees, the following is provided. THE BROWN ACT "Advisory committees" are the same as any legislative body, and full compliance with the Brown Act is generally required. So whether one of our subcommittees is advisory or decision - making does not create a legal distinction under the Brown Act for our purposes. The Brown Act also prohibits the collective acquisition of information as well as decision - making outside a proper meeting. The real distinctions are whether an advisory committee is a "standing committee" or an "ad hoc" committee. A standing committee is one with continuing subject matter jurisdiction or which meets at set times set by the legislative body by formal action. The California Attorney General has opined that a legislative body's statement in establishing a committee —that it does not have "continuing subject matter jurisdiction " —is not determinative, and such statements may not be used to thwart the Brown Act. By contrast, an ad hoc committee would be one which is charged with accomplishing a specific task in a short period of time. (See 79 Ops.Cal.Atty.Gen. 69 (1996).) Previously, the Attorney General considered that if a member of the legislative body attended any committee meeting of which s/he was not a member, a Brown Act violation had occurred. The Brown Act has now been amended to provide that such members may attend standing committees as observers. ANALYSIS (I am unaware if any of our committees have their meeting times set by formal action of the Board, so for purposes of this memo, I have assumed those facts do not exist. If I am wrong about that, please let me know. My analysis may change.) • • .` r' :d • Costa Mesa Sanitary District Brown Act - Standing Committee Rules June 10, 2011 Page 2 Our "branding committee" seems likely to be an ad hoc committee. Although I do not believe I was present when it was created, it appears to be for a specific purpose, and that purpose is to be accomplished in a short time frame. As such, the Brown Act provisions would not apply notice, agenda, minutes, etc. That does not mean a majority (quorum) of the Board could attend, however. If a majority attended and it was not noticed as a full Board meeting, there would be a violation of the Brown Act as no exception applies, at least according to the Attorney General. Exceptions to the Brown Act are construed narrowly, so the exception for standing committees would not apply to ad hoc committees. Our sewer, recycling, and investment oversight committees clearly are standing committees. They have continuing subject matter jurisdiction and meet regularly. As such, they are required to fully comply with the Brown Act — notice, agenda, minutes, etc. A member of the Board not on the committee may attend as an observer but must not participate in any way. (Gov. Code § 54952.2(c)(6).) The FOG committee's status is not as clear in that it does not meet regularly, but as it does have continuing subject matter jurisdiction, I am confident that the Attorney General would find this committee would be a standing committee, and all of the rules applying to the sewer and recycling committees would apply equally. CONCLUSION ' • The above is provided as a guide for your recommendations. I will comment separately on your agenda report. I look forward to discussing this with you further. • Alan R. Burns District Counsel Harper & Burns LLP 1 453 South Glassell Street, Orange, California 92866 Telephone (714) 771 -7728 1 Facsimile (714) 744 -3350 1 www.harperbums.com J To: From: Date: Subject: Summary rJ''' �/�(�' (� IYIGCIIIII� IJQIC IlClll ft C ®s l� `/ I L � —�sJ.� ��✓ � 1 �� � 11 ... an Independent ,Specia(1District Board of Directors Scott Carroll, General Manage June 23, 2011 Amend Alternate District Engineer's Responsibilities Attached is a proposed ordinance that will amend the responsibilities of the alternate district engineer. If the proposed ordinance is approved tonight, the general manager will have the flexibility of reviewing the District's Capital Improvement Plan (CIP) himself /herself or use an alternate district engineer of his /her choosing to advice on the proposed CIP's appropriateness and reasonableness of cost. Staff Recommendation That the Board of Directors adopts s the attached ordinance Analysis According to District's Operations Code, Section 3.01.045, the Board of Directors may appoint an outside civil engineer as the District's Alternate District Engineer (ADE). The ADE may review district engineer's proposals for appropriateness and reasonableness of cost, which would also include the District's Capital Improvement Plan. In the past, the ADE would give an annual presentation to the Board on the proposed CIP. The purpose for appointing an ADE was to assure public trust that the district engineer, who is a private consultant and not a CMSD employee, cost proposals are reasonable. When the Board hired a general manager in 2010, the newly created position is responsible for preparing and submitting an annual CIP budget; however, the general manager may seek advice from another private consulting engineer if he /she believes such a review is warranted. Amending Section 3.01.045 by adopting the attached ordinance will give the general manager this flexibility. Also amended in the ordinance is ensuring the district engineer does not recommend engineering work be awarded to his firm. Such recommendation to the Board of Directors must be made by the general manager to avoid potential conflict issues. Protecting our community's health 6y providing solid waste and sewer coffection services crosdca.gov Board of Directors June 23, 2011 Page 2 of 2 Strategic Element & Goal Not applicable Legal Review District Counsel has reviewed and approved the attached ordinance Financial Review There are no financial impacts to the District if this ordinance is approved tonight. 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 June 23, 2011 Board of Directors regular meeting at District Headquarters and on District's website. Alternative Actions 1. Do not adopt the ordinance. 2. Refer the matter back to staff. Attachment A: Code amendment ordinance °•x is 40 • r 5 Attachment A ORDINANCE NO. 84 AN ORDINANCE OF THE COSTA MESA SANITARY DISTRICT AMENDING SECTION 3.01.045 OF THE OPERATIONS CODE PERTAINING TO THE ALTERNATE DISTRICT ENGINEER WHEREAS, the Board was previously. served by a Manager- District Engineer who fulfilled both roles of manager of the District and engineer for the District; and WHEREAS, the previous Manager- District Engineer was required to prepare and recommend the District's capital improvement plan (CIP); and WHEREAS, the previous Manager- District Engineer was the principal in his own engineering firm, creating the potential for conflict issues and public perception concerns with any attempt to recommend a CIP which increased the paid work for his firm; and WHEREAS, to ensure that conflicts would not occur, the Board established an independent review process that required an independent Alternate District Engineer to review those CIPs for appropriateness and reasonableness of cost; and • WHEREAS, as a result of a reorganization of the District, the manager and engineer functions are now separate, and the District now employs a full -time General Manager while continuing to retain a private engineer as its District Engineer; and WHEREAS, the District's General Manager is experienced in public works matters and is competent to independently review the CIP from a management perspective and make recommendations to the Board regarding the same; and WHEREAS, the Board does hereby desire to eliminate the need for the Alternate District Engineer's review of the CIP; NOW, THEREFORE, the Board of Directors of the Costa Mesa Sanitary District does hereby ORDAIN as follows: Section 1. That Section 3.01.045 of the Costa Mesa Sanitary District Operations Code is hereby amended to read as follows: "Section 3.01.045. Alternate District Engineer. (a) District engineering work. A private .civil engineer may serve as the District's Engineer and is authorized to perform civil engineering work on behalf of the District. District Engineer's proposals may be reviewed by • an outside private civil engineer who shall review said proposals for Ordinance No. 84 Page 2 of 3 appropriateness and reasonableness of cost. The Board may appoint such outside civil engineer as Alternate District Engineer. Such outside civil • engineer shall report directly to the General Manager and shall submit any bill for services directly to the General Manager. The District Engineer shall not recommend that engineering work be awarded to his firm, but such proposals shall be made to the General Manager, who shall make such recommendations. (b) Private engineering work within District boundaries. Should the District Engineer perform civil engineering work for a private client that requires District approval, the District Engineer shall not approve those plans in his capacity as District Engineer. Should engineering review be required, it shall be referred by the General Manager to the Alternate District Engineer or other civil engineer having authority to approve such plans on behalf of the District and in accordance with the procedure as described above." Section 2. Should any part, clause or section of this Ordinance be declared by any Court of competent jurisdiction to be invalid, the remaining provisions of this Ordinance shall nevertheless be and remain in full force and effect and the Board of Directors of the Costa Mesa Sanitary District of Orange County, California, hereby declares that each and every section, clause, provision or part of this Ordinance would have been adopted and made a part of this Ordinance without the adoption of any portion thereof and that the invalidity of any part or provision hereof shall not in any way affect the validity or enforcement of the • remaining provisions of this Ordinance that may stand on their own. Section 3. Pursuant to Health and Safety Code Sections 6490 and 6491.3, the District Clerk shall cause this ordinance or a summary thereof to be published in a newspaper of general circulation printed and published in the District according to law. PASSED and ADOPTED this day of 2011. Secretary APPROVED AS TO FORM District Counsel President • 1 Ordinance No. 84 Page 3 of 3 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 Ordinance No. 84 was duly and regularly passed and adopted by said Board of Directors at a regular meeting thereof, held on the 23rd day of June 2011 by the following vote: AYES: NOES: ABSENT: 0 ABSTAIN: IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seal of the Costa Mesa Sanitary District, this 23rd day of June 2011. Clerk of the Costa Mesa Sanitary District • r4 "11TITM 0 1 R4. To: Board of Directors Meeting Date item # 06/23/11 IX. E. ;�l ii iiiiipi i 111 i � I I i;iii 11 pil 11111`11111 q FEW. ...an Independent Specia(District From: Scott Carroll, General Managglr� Date: June 23, 2011 Subject: Contract Assignment & Addendum No. 3 — WIM Curbside, LLC Summary On October 12, 2005, the District entered into an agreement with Curbside, Inc. for a Door -to -Door Household Hazardous Waste (HHW) Operational Plan. In October 2010, Waste Management purchased Curbside, Inc. and assumed the current role as WM Curbside. On June 30, 2011, the Agreement for an HHW Operational Plan expires. Staff Recommendation That the Board of Directors: 1. Approves the Assignment Contract; and 2. Approves Addendum No. 3 to the Agreement with WM Curbside, LLC whereby extending the term for an additional one -year period expiring on June 30, 2012 Analvsis The original agreement with Curbside, Inc. is to provide door -to -door HHW collection services to senior citizens. Since implementing the original agreement, the District has approved two addendums with Curbside, which are described below. Addendum No. 1: Approved on August 14, 2006, provides battery recycling services Addendum No. 2: Approved on June 21, 2010, extended the term of the agreement for additional year and changed certain pricing. Protecting our community's (eafth and the environment by providing solid waste andsewer coffection servi ces. www.cnudca.gov 60 Board of Directors June 23, 2011 Page 2 of 2 On October 11, 2010, Waste Management successfully purchased the assets of • Curbside and assumed the role of door -to -door HHW collection services as WM Curbside, LLC. An Assignment Contract between CMSD; Curbside and WM Curbside has been prepared (Attachment A). Due to District Counsel diligent work, the contract provides additional assurance to CMSD that WM Curbside is not just taking the assets of Curbside and disavowing the liabilities (e.g. claims for illegal dumping of hazardous materials). The contract protects CMSD of such liabilities. As mentioned earlier, the term of the agreement expires on June 30, 2011. Attached is Addendum No. 3 (Attachment B) that would extend the term for an additional one year expiring on June 30, 2012. Strategic Element and Goal This item supports achieving the objective of Strategic Element 2.0, Solid Waste, which states: "Our objective is to manage the collection and recycling of residential trash in the most economical and environmentally friendly way." Legal Review District Counsel has reviewed and approved the Assignment Contract and Addendum • No. 3. Financial Review In FY 2011 -12, the District budgeted $30,000 for HHW collection services. 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 June 23, 2011 Board of Directors regular meeting at District Headquarters and on District's website. Alternative Actions 1. Do not approve the Contract Assignment and Addendum No. 3 and authorize staff to begin discussions with CR &R for HHW collection services. 2. Refer the matter back to staff. Attachments A: Assignment Contract B: Addendum No. 3 rM Attachment A • Assignment of Contract This Assignment of Contract (this "Assignment ") is entered into on [date] by Curbside, Inc., a California Corporation ( "Assignor "), WM Curbside, LLC, a Delaware limited liability company (Assignee), and Costa Mesa Sanitary District(the "Customer "). Background: A. Assignor and the Customer are parties to a Service Agreement effective October 12, 2005 (the "Contract ") relating to Assignor's provision of hazardous and other waste collection, transportation and /or disposal services to the Customer. B. Assignee and Assignor have entered into an Asset Purchase Agreement dated as of October 11, 2010 (the "Asset Purchase Agreement ") pursuant to which Assignor will sell and Assignee will purchase substantially all of Assignor's assets. This transaction will include Assignor's assignment of its interest in the Contract to Assignee. C. The Customer is willing to consent to Assignor's assignment of its interest in the Contract to Assignee upon the terms and subject to the conditions of this Assignment. • Now, therefore, in consideration of their mutual promises and intending to be legally bound, the parties agree as follows: 1. Assignment and Modification Assignor hereby sells, assigns, transfers and conveys to Assignee, its successors and assigns, effective as of the Closing Date (as "Closing Date" is defined in Paragraph 8 of this Assignment), all of Assignor's rights, title and interest in and under the Contract; provided however, that Assignee shall not provide collection, transportation, disposal or treatment of pharmaceutical waste under the Contract and Customer agrees to modify and amend the Contract such that the provision of such services related to pharmaceutical waste is removed from the Contract, effective as of the Closing Date: - 2. Assumption Assignee, for itself and its successors and assigns, hereby accepts Assignor's assignment and assumes and agrees to be bound by and perform, effective as of the Closing Date, all of the obligations, liabilities and duties of Assignor under the Contract that arise or accrue as of the Effective Date of the Contract. Assignee's assumption shall run directly in favor of the Customer and shall be enforceable by the Customer against Assignee as if Assignee were the original party to the Contract instead of Assignor. 3. Customer's Consent The Customer hereby consents, effective as of the Closing Date, to Assignor's assignment of its interest under the Contract to Assignee, and to Assignee's assumption of Assignor's interest under the Contract, upon the terms and subject to the conditions of this Assignment. Prior to the Closing Date, the Customer's consent shall be of no effect whatever. 4. Customer's Certification The Customer certifies to Assignee that, as of the date of this Assignment: a. the Contract is in full force and effect in the form attached as Exhibit A and has not been modified, amended or otherwise supplemented or altered in anyway; and b. there are no claims by or against Assignor or any defaults or liabilities by Assignor under the Contract. The Customer agrees to confirm the continuing accuracy of its certification (or disclose any inaccuracies that may have arisen) upon Assignee's written request at any time prior to the Closing Date. 5. Governing Law This Assignment shall be governed in accordance with the laws of the state whose laws govern the Contract. 6. Counterparts This Assignment may be signed in any number of counterparts, all of which together shall constitute one and the same instrument. 7. Binding Effect If and when this Assignment becomes effective, this Assignment shall be binding upon Assignor and the Customer, and their respective successors and assigns, and shall inure to the benefit of Assignee, its successors and Assigns. 8. Closing Date is ;�J e • This Assignment shall not be or become effective until the date of closing of the Asset Purchase Agreement takes place (the "Closing Date "), when this Assignment shall become effective without the necessity of any notice or other action by any party. In witness whereof, the parties have executed this Assignment. Costa Mesa Sanitary District By: Name: Title: WM Curbside, LLC By: Name: C V' A4k \—JMfL.1 Title: 4t' W&&r Curbside, Inc. By: Name: l� Title: V7r�••.�d.q� • Attachment B ADDENDUM NO.3 • This Addendum to Agreement is made and effective as of , 2011, between the Cost Mesa Sanitary District, a sanitary district ( "District "), and WM Curbside, LLC, a Delaware limited liability company ( "Contractor "). RECITALS WHEREAS, the District and Contractor entered into an agreement dated October 12, 2005, which provides for Contractor to perform the tasks described and set forth in the Door -to -Door Household Hazardous Waste (HHW) Operational Plan, Exhibit A to the Agreement; and WHEREAS, the parties amended the Agreement by Addendum No. 1 to provide battery recycling services, Exhibit B; and WHEREAS, the parties amended the Agreement by Addendum No. 2 to extend the Agreement dated October 12, 2005, including Addendum No. 1, for an additional term and desire to change certain pricing contained therein, Exhibit C; and WHEREAS, the parties do hereby desire to extend the Agreement dated October 12, 2005, including Addendum No. 1 and Addendum No. 2 for an additional term NOW THEREFORE the parties hereto do hereby agree as foll ows: • 1. That the Agreement dated October 12, 2005, as amended to include the battery collection services set forth in Addendum No. 1, and to include the change in certain pricing set forth in Addendum No. 2, is hereby extended until June 30, 2012. 2. That the collection locations shall be as mutually agreed by the parties in writing. 3. That, except as specifically amended above, the terms and conditions of the Agreement and Addendum No. 1 and Addendum No. 2 shall remain in effect. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed this day and year first above written. 1 • Y ® COSTA MESA SANITARY DISTRICT WM CURBSIDE, LLC Bob Ooten, President By Mike Scheafer, Secretary Name ATTEST: District Clerk APPROVED TO FORM: • District Counsel • Title � �gP ANI - n -j ' Ma ��O'PPORATE��� • STANDING REPORTS Meeting Date Item # 06/23/11 X. A. CMSD BOARD OF DIRECTORS RECYCLING COMMITTEE AGENDA Monday, June 20, 2011- 10:30 a.m. Costa Mesa Sanitary District, 628 W 191h Street I. CY 2011 Recycling Committee Goals 0 Review CY 2011 Goals II. Recycling Report — May 2011 • Update on how CMSD is meeting AB 939 goals III. Waste Diversion Report — May 2011 • 1 Update on the amount of recycling materials diverted from the landfill IV. Ordinance Enforcement Officer's Report • Review OEO enforcement activities for trash cans, graffiti and scavenging V., Scavenging Report • Review scavenging activities reported to CMPD • Update on the lockable containers — Oral Report NEW DISCUSSION ITEMS ® VI. Promoting Zero Waste • Zero Waste Presentation by Debbie Morris, HF &H Consultants — Oral Report VII. Reliable source of worms for VermiComposting — Oral Report VIII. Education/ Outreach Program • Review and comment on flyer for proper disposal of food IX. Trash Can Cleaning • Discuss attached flyer regarding CleanACan.com X. Discuss Dates for Document Shredding Event XI. Articles of Interest - None ACTION ITEMS XII. None PUBLIC COMMENTS XIII. This is the time to receive any comments from members of the public. XIV. Discuss items for next Recycling Committee meeting. Next Meeting Date — July, 25, 2011 • Dated: June 16, 2011 Clerk of the District Meeting Date Item # 06/23/11 XII. A. i n C ! • tY?rA'z'g f SEWER SYSTEM COMMITTEE AGENDA June 14, 2011, 10:30 a.m. Costa Mesa Sanitary District 628 W. 19th Street Costa Mesa, California. Directors Ooten and Ferryman STANDING REPORTS I. Monthly Spill Statistics • No new sanitary sewer overflows (SSOs) to report NEW DISCUSSION ITEMS II. Sewer Cleaning Program • Cleaning Cycle Justification; review handout and discussion 111. New Condition Assessment Method for Force Main Inspection • Meeting scheduled 6/15/11 11 a.m. with PICA • Other invitees IV. • CIWQS Performance Reports Review for CMSD report V. WDR Triennial Review; Open Comment Period Extension to May 13, 2011 • Review list of agencies submitting written comments VI. Education /Outreach Program • New flyer; Proper Disposal of Food VII. Gas Co. Sewer Lateral CCTV Project • Review email and receive oral report from General Manager VIII, Development Update — receive oral report on proposed new development and redevelopment • 1640 Monrovia Ave; Vivante on the Coast, 290 unit senior housing • 1901 Newport Ave; Phase II of Plaza Townhomes, 113 units • 3115 -3161 Harbor Blvd; Chick- Fil -A, Fresh n' Easy, and other new buildings • 3095 Harbor Blvd; Sonic Restaurant (previously Long John Silvers) • Irvine Co. purchases and TI remodels 0 3200 Park Center Drive; TI 15 floors 0 3200 Bristol Street; TI 7 floors 0 611 Anton Blvd; TI 4 floors IX. Articles of Interest: s New York City Sewer Telemetery Page 1 of 2 Sewer System Committee June 14, 2011 ACTION ITEMS X. Smart Cover • • Redundant Sensor for High Water Condition • Staff Implementation at Selected Pumping Stations CMSD PROJECTS: XI. A. Project #101 — Westside Pumping Station Abandonment Status: OCSD finalizing RFP for consulting services. B. Project #129 — Bristol Street Sewer Phase II Status: Working with CNB to find an approved soils engineer C. Project #171 — Irvine Pumping Station Force Main Rehabilitation Status: Pfans are 85% complete and bid specifications are 35% complete D. Project #183 — System -Wide Sewer Reconstruction — Phase I of 4 Status: Award contract on June 23, 2011 (tentatively). Consider adding additional Grade 5 locations to the awarded contract. E. Project #189 —Rehabilitation of Six Sewers Transferred to CMSD Status: Awarded contract on April 28, 2011. PUBLIC COMMENTS XII. This is the time to receive any comments from members of the public Next Meeting Date: July 19, 2011 Dated: June 5, 2011 • qu-a� &�,� Clerk of the District Page 2 of 2 • • Meeting Date Item # 06/23/11 XV. A. RESOLUTION NO. 2011 -798 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ORDERING THAT PUBLICATION OF ORDINANCE NO. 82 AMENDING SECTION 4.03.010 OF THE OPERTIONS CODE TO ALLOW BUDGET TRANSFER HAS OCCURRED WHEREAS, the Board of Directors on May 26, 2011 adopted Ordinance No. 82 Amending Section 4.03.010 of the District's Operations Code to Allow Budget Transfer has been published WHEREAS, that Ordinance was published in the Newport Beach /Costa Mesa Daily Pilot on June 3, 2011, and WHEREAS, Health and Safety Code Section 6490 provides that an order of the Board that publication has occurred is conclusive evidence that publication has properly been made; NOW, THEREFORE, the Board of Directors does hereby resolve: That it is hereby ordered and decreed that publication of Ordinance No. 82 Amending the District's Operations Code with Respect to Sewer Lateral Maintenance has occurred. PASSED and ADOPTED on this 23rd day of June 2011. Secretary, Costa Mesa Sanitary District President, Costa Mesa Sanitary District Board of Directors Board of Directors STATE OF CALIFORNIA ) COUNTY OF ORANGE ) SS CITY OF COSTA MESA ) I, Joan Revak, Clerk of the Costa Mesa Sanitary District, hereby certify that the above and foregoing Resolution No. 2011 -798 duly and regularly passed and adopted by said Board of Directors at a regular meeting thereof held on the 23rd day of June 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 • • 0 Meeting Date Item # 06/23/11 XV. B. RESOLUTION NO. 2011-799 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ORDERING THAT PUBLICATION OF ORDINANCE NO. 83 ADDING SECTION 6.02.050, SECTION 6.02.060, SECTION 6.02.070, SECTION 6.02.080, SECTION 6.02.090, AND CHAPTER 6.09 DAMAGE TO DISTRICT PROPERTY HAS OCCURRED WHEREAS, the Board of Directors on May 26, 2011 adopted Ordinance No. 83 Adding Section 6.02.050, Section 6.02,060, Section 6.02.070, Section 6.02.080, Section 6.02.090 and Chapter 6.09 to the District's Operations Code has been published; WHEREAS, that Ordinance was published in the Newport Beach /Costa Mesa Daily.Pilot on June 3, 2011, and WHEREAS, Health and Safety Code Section 6490 provides that an order of the • Board that publication has occurred is conclusive evidence that publication has properly been made; NOW, THEREFORE, the Board of Directors does hereby resolve: That it is hereby ordered and decreed that publication of Ordinance No. 83 Amending the District's Operations Code Providing for the Abatement of Conditions Caused by Improperly Maintained Laterals or Dumping Debris in District's System has occurred. PASSED and ADOPTED on this 23rd day of June 2011. Secretary, Costa Mesa Sanitary District President, Costa Mesa Sanitary District Board of Directors Board of Directors 0 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 -799 duly and regularly passed and adopted by said Board of Directors at a regular meeting thereof held on the 23rd day of June 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 • r� IenCCUrey UMV nUon ft 06/23/11 XV. C. COSr" MESA S�7A�,r�IS�c�' ... an Independent Specia[District To: Board of Directors Via: Scott Carroll, General Manages From: Joan Revak, Office Manager /Clerk of the District Date: June 23, 2011 Subject: Refund of Sanitary Assessment Overpayment Summary The sanitary assessment charged on parcel number 427- 291 -01, 3158 Red Hill Avenue, Costa Mesa has been incorrectly calculated using the land area instead of the structure improvement area for the past nine years ® -Staff Recommendation dat on Staff recommends the Board of Directors approve a refund for the previous year assessment 2010/2011 only in accordance with the District Operations Code and State Law. Analysis Attached is a request to the CMSD Board of Directors to refund erroneously calculated sanitary assessment fees charged on assessor's parcel number 427 - 291 -01, using the calculation of the land area instead of the structure improvement area. The land area, 56.541 square feet, is more than twice the structure improvement area of 21,328 square feet. The property owner provided backup documentation and it is attached. The District's policy for refunds as stated in Chapter 9.02 of the Operations Code states: "For all claims for refunds for sewer or trash service for which a special rule set forth below) does not apply, refund procedures and time limitations will be governed by the Tort Claims Act (Government Code Section 900 et seq.) including; but not limited to, the requirements that the claimant present a written request for a refund from the Board within one year of the accrual of the cause of action. Refunds will be allowed if the claimant's request satisfies the procedures of the Tort Claims Act and if the claimant • establishes that his or her claim is meritorious. . (Protecting our community's heafth 6y providing sold waste and sewer coffection services. www. crosdca.gov Board of Directors May 26, 2011 Page 2 of 2 (b) For amounts "paid under protest ", refunds may be allowed for up to four • years provided that the procedures of the Health and Safety Code and Revenue and taxation Code were followed. (See Health and Safety Code Section 5472; Revenue and Taxation Code Sections 5097 and 5140 et seq.) (c) Persons who have paid sewer service fees but who have received no service and have not been connected to the District's system shall be eligible for a refund depending on when the fees were collected as follows: (1) If the fees were collected before January 1, 1992, there is no statute of limitations and the claimant may submit a claim for such amount that he can prove that he paid and for which he received no service. (2) If the fees were paid after January 1, 1992, a claim must have been filed within 180 days of the date of the payment." Legal Review District Counsel concurs that the 2010/2011 sanitary assessment should be refunded. District Counsel opines that since the statute of limitations ran on previous years, refunds of overpayments for years prior to 2010/2011 could constitute a gift of public funds and should not be issued. • Financial Review The total overpayment for the past nine years is $8,192.64. The refund for property tax year 2010/2011 in the amount of $1,356.41 is being processed by the County. The remaining total overpayment, $6,836.23 for property tax years 2002 -2010, is requested by Ms. Kincaid. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the June 23, 2011 Board of Directors regular meeting at District headquarters and on District's website. Alternative Actions Refer the matter back to Staff. Attachments • Janet Jackson om: nt: To: Cc: Subject: Attachments: Dear Board of Directors, Kristen Kincaid <tkkincaid @sbcglobal.net> Wednesday, May 11, 20119:49 AM Janel Jackson Lloyd Warman Refund of overpayments Sanitary Assessment overpayments.xlsx I am writing to request a refund of overpayment on the Sanitary Assessment charged on parcel number 427 - 291 -01, 3158 Red Hill Avenue, Costa Mesa. It has come to my attention that the Sanitary Assessment fee has, for many years now, been erroneously calculated using the land area instead of the stucture improvement area. The land area, 56,541 square feet, is more than twice that of the structure improvement area of 21,328 square feet. I have been speaking with Janel Jackson and it is my understanding that a refund of the overpayment for the 2010/2011 Sanitary. Assessment fee is being processed. Attached please find a historical account of overpayments since 2002, which I'm also submitting for refund. Over the past nine years the erroneous calculation has resulted in overpayments exceeding $8,100.00. Thank you for your attention to this matter Sincerely, Lloyd Warman and Kristen Kincaid 707.337.6611 1�1 • 5� gANtT,tIt Costa Wesa Sanita ' .� ly " stnct ... an Independent Specia[Distnc)b OR ELLATI To: Mary Manson, Senior Accounting Supervisor County of Orange - Property Tax Department From: Janel Jackson, Office Specialist II Costa Mesa Sanitary District . Date: May 10, 2011 Parcel Number: Tax Year. Original Amount: 427 -291 -01 B6 2010/2011 $2,180.73 (3158 Redhill Avenue) Additional Comments: T Correction: $824.32 (0 1, '56,.4 E The Board of Directors of the Costa Mesa Sanitary District at their regular meeting on August 2, 2001, by their Resolution No. 2001 -649, authorized the Manager or the Assistant Manager to approve the Trash of Sewer Charges co�ctionsfcanceNations as shown above. Investigated Bv: Name: & �i a4JSs o n, eciaiist II Approved By: Name: s _ Sherry Kalla Administrative Manager Date: VI o 11 Date: -/_ i -r ( r� r L_J Historical Sanitary Assessment Overpayment Parcel Number 427- 291 -01 3158 Red Hill Avenue, Costa Mesa, CA 0 .10 Property Tax yr structure improvement area sq ft Assessment fee per sq ft misc charges correct charge amount paid overpayment Comments 2010/2011 21328 $ 38.52 $ 2.77 $ 824.32 $ 2,180.73 $ 1,356.41 refund being processed 2009/2010 21328 $ 38.52 $ 2.77 $ 824.32 $ 2,180.73 $ 1,356.41 2008/2009 21328 $ 35.31 $ 2.77 $ 755.86 $ 1,999.22 $ 1,243.36 2007/2008 21328 $ 32.85 $ 2.77 $ 703.39 $ 1,860.14 $ 1,156.75 2006/2007 21328 $ 21.90 $ 2.77 $ 469.85 $ 1,241.02 $ 771.17 2005/2006 21328 $ 18.25 $ 2.31 $ 391.55 $ 1,034.18 $ 642.63 2004/2005 21328 $ 16.90 $ - $ 360.44 $ 955.54 $ 595.10 2003/2004 21328 $ 15.65 $ - $ 333.78 $ 884.86 $ 551.08 2002/2003 21328 $ 14.76. $ - $ 314.80 $ 834.55 $ 519.75 Total overpaymentl $ 8,192.64 Janet Jackson From: Kristen Kincaid <tkkincaid @sbcglobal.net> Sent: Tuesday, May 17, 201110: , 31 AM To: Janel Jackson 41 Subject: Re: 3158 Red Hill Overpayment refund Attachments: Property tax info.tif Hi Janel, Attached please find the back up you requested. Sincerely, Kristen From: Jane[ Jackson <jjackson @crosdca.gov> To: Kristen Kincaid <tkkincaid @sbcglobal.net> Cc: Joan Revak <jrevak @crosdca.gov> Sent: Wed, May 11, 2011 12:10:13 PM Subject: RE: 3158 Red Hill Overpayment refund Hi Kristin: The sooner you provide the Board members paid backup documentation, the sooner your item can be added to the Board packet. Jane A. ,Jackson I Permit Processing Department • Costa mesa Sanitaiy District 628 W. 19th Street, Costa Mesa, CA 92627 Ph. 949 - 645 -8400 I Fax 949 - 650 -2253 Website: www.crosdca.gov From: Kristen Kincaid [ mailto:tkkincaid @sbcglobal.net] Sent: Wednesday, May 11, 2011 10:40 AM To: Jane[ Jackson Subject: Re: 3158 Red Hill Overpayment refund Thank you Janet. I will ask the tax collectors office for payment receipts. I'm not sure I will get them in time for the Board meeting, but, I'll put in the request. Thanks again, Kristen From: Janel Jackson <jackson@crosdca.gov> To: Kristen Kincaid <tkkincaid @sbcglobal.net> Sent: Wed, May 11, 2011 10:14:38 AM Subject: RE: 3158 Red Hill Overpayment refund Hi Kristin: 1 You may want to consider obtaining copies of paid receipts showing you paid your tax bill for the years you are asking for a refund. Just a suggestion. Janet q. Jackson I Permit Processing Department Costa esa Sanitary District • 628 W. 19th Street, Costa Mesa, CA 92627 Ph. 949 - 645 -8400 1 Fax 949 - 650 -2253 Website: www.crosdca.gov From: Kristen Kincaid [ mailto:tkkincaid @sbcglobal.net] Sent: Wednesday, May 11, 2011 9:53 AM To: Janel Jackson Subject: 3158 Red Hill Overpayment refund Hi Janel, I have sent to you an email and spreadsheet for the Board meeting agenda on May 26th. If any further documentation is needed please let me know. Thank you for your help I really appreciate it.. Kristen 707.337.6611 cell • • 2 e: 1 Document Name: FW ID - PURGED /17/11 ASSESSMENT TAX SYSTEM CURR PA11 IC101 TCIC101 CURRENT YEAR SECURED BILL INFO / HISTORY NEXT PA10 • X -YR 2002 PARCEL 427 -291 -01.00 ROLL DATE 09/20/02 REV 09/20/02 RSTN HA40 SESSEE WARMAN, LLOYD CNTRL 00159062 TUS 3158 RED HILL AV COSTA MESA 1S:C' PAID 12/05/2002 HER BILLS YR10 2ND PAID 12/10/2002 FO AVAIL NAD 00L 904 ------------------------ SECURED BILL INPORMATION ------------------------- 'T' 9,399.18 BASIC 0.00 1ST FEE 0.00 2ND FEE 0.00 D 9,399.18 BASIC 0.00 COST 0.00 TOT -TX -PEN 1$;798.36 NXNRT 0 PER$ 0 PENAL 0 IMPS 874,366 XMP 0 A 15 -161 RATE TRA 15 -161 RATE YR 2002 TRA RATE 1.04198 ALL PROP AV TAX 17178.90 744 VECTOR CONTROL CHG 4.80 '757 SANITARY ASMT 834.55 8 2 0 MWD WA'T'ER S TDBY CHC 15.0 8 916 OCSD SEWER USER F 765.03 R DATE NC ASON SC MSG KEY: 3:END 4:PRT 5:TAXES BATCH RSN CDE GRACE 9:AGENCY 11:9NO PRTR 12:RETN 47729101 *WARMA* • 05/16/2011 22:03 7148345780 e: 1 Document Name: FW PAGE 02/09 (#PURGED /11 ASSESSMENT TAX SYSTEM CURB PAII 10-1 TCIC101 CURRENT YEAR SECURED BILL INFO / HISTORY NEXT PA10 X -YR 2003 PARCEL 427- 291 -01.00 ROLL DATE 09/22/03 REV 09/22/03 RETN HA40 SFISSFE WARMAN LLOYD CNTRL C0155322 TUS 3158 RED HILL AV COSTA MESA 1ST PAID 12/08/2003 HER BILLS YR10 2ND PAID 12/1.0/2003 FO ,AVAIL NAD COL 904 --- - - - - -- - -- SECURED BILL INFORMATION. ------------------------- T 9,847.716 BASIC 0.00 1ST FEE 0.00 2ND FEE 1 0.00 D 9,847.16 BASIC 0.00 COST 0.00 TOT -TX -PEN 19,694.32 L /EXEMP LAND 789,799 OTHS 0 NET 1,681,652 MINRT 0 PERS 0 PENAL 0 IMPS 891,853 XMP 0 A 15- -161 RATE TRA 15 -161 RATE YR 2003 TRA RATE 1.06533 ALL PROP AV TAX 17915.14 744 VECTOR CON'T'ROL CMG 4.80 757 SANITARY ASMT 884.86 820 MWD WATER STDBY CHG 15.08 916 OCSD 82WER USER F 874.44 R DATE, NO ASON SC MSG KEY: 3:END 4:PRT 5:TAXES rl • EATCH RSN CDE GRACE 9:AGENCY 11:SHO PRTR 12:RETN 42729101 *WARMA* e: 1 Document Name: FW ID - PURGED /17/11 ASSESSMENT TAX SYSTEM CURB PA11 IC101 TCIC101 CURRENT YEAR SECURED BILL INFO / HIS'T'ORY .NEXT PA10 X -YR 2004 PARCEL 427- 291 -01.00 ROLL DATE 091120/04 REV 09/20/04 RETN HA40 SESSEE WARMAN, LLO'Y'D A TR CNTRL 00159500 TUS 3158 RED TiILL AV COSTA MESA IST PAID 12/08/2004 HER BILLS YR10 2ND PAID 04/06/2005 FO AVAIL NAD COL 904 ------------------ - - - - -- SECURED BILL INFORKATION ------------------------- T 10,273.32 BASIC 0.00 1ST FEE 0.00 2ND FEE 0.00 D 110y,2��73.32 BASIC �pp Cp ery� ♦0.00 COST 0.00 TOT -TX -PEN 20,546.64 MINRT 0 PERS 0 PENAL 0 IMPS 908,503 XMP 0 A 15 -161 RATE TRA 15 -161 RATE YR 2004 TRA RATE 1.08267 ALL PROP AV TALC 18546.64 744 MOSQ,FIRE ANT ASSMT 18:96 744 VECTOR CONTROL CSI 4.80 757 SANITARY ASMT 955.54 820E MWD WATER STDBY C 15.08 916H OCSD SEWER USER FEE 1005.62 R DATE ASON SC MSG KEY: 3:END 4:PRT NO BATCH RSN CDE GRACE S:TAXES 9:AGENCY ll:SHO PRTR 12:RETN 42729101 *WARMA* • • 05/16/2011 22;03 7148345780 e: 1 Document Name: FW PAGE 04/09 �PURGED /11 ASSESSMENT TAX SYSTEM: CURB PA11 IC =01 TCIC101 CURREl'i'I' YEAR ;SECURED BILL INFO / HISTORY NEXT PA10 X -YR 2005 PARCEL 427 -291 -01.00 ROLL DATE 09/19/05 REV 09/19/05 RETN HA40 SESSEE WARMAN, LLOYD A TR CNTRL 00100484 TUS.3158 RED HILL AV COSTA MESA 1ST PAID 11/30/2005 HER BILLS YR10 2ND PAID 04/03/2006 FO AVAIL NAD EVE COL 904 ------------------ - - - - -- SECURED BILL INFORMATION --- ----------------- - - --- .T 10,506.51 BASIC 0.00 1ST FEE 0.00 2ND FEE 0.00 D 10,S06.51 BASIC 0.00 COST 0.00 TOT -TX -PEN 21,01.3.02 L .p .,. B 8�V,635 -9I�a n NET 1,747,308 lr 11t'SLV L MINRT 0 PERS 0 PENAL 0 IMPS 926,673 XMP 0 A 15 -161 RATE TRA 15 -161 RATE YR 2005 TRA RATE 1.06564 ALL PROP AV TAX 18620.00 744 MOSQ,FIRE ANT P_SSMT 18.54 744 VECTOR CONTROL CH 4.80 757 SANITARY ASMT 1034.18 820E MWD WATER STDEY C 15.08 916H OCSD SEWER USER FEE 1320.42 R DATE NO ASON SC MSG KEY: 3:END 4:PRT 5 :TAXES n r� BATCH RSN CDR GRACE 9:AGENCY 11:SHO PRTR 12:RETN 4272 91.01 *WARMA* e: 1 Document Name: FW ID - PURGED ' /17/11 ASSESSMENT TAX SYSTEM CURB PA11 IC101 TCIC101 CURRENT YEAR SECURED BILL INFO / HIS'TORY NEXT PA10 X -YR 2006 PARCEL 427 -291 -01.00 ROLL DATE 09/18/06 REV 09118106 RETN RA40 SESSEE WARMAN, LLOYD A TR ClTrRL 00100383 TUS 3158 RED HILL AV COSTA MESA 1ST PAID 12/06/2006 HER BILLS YR10 2ND PAID 12/07/2006 FO AVAIL NAD COL 904 ------------------ -- - - -- SECURED BILL INFORM.ATION ------------------- - - -- -- T 10,836.87 BASIC 0.00 1ST FEE 0.00 2ND FEE 0.00 D 10,836.87 BASIC 0.00 COST 0.00 TOT -TX -PEN 21,673.74 L /EXEMP LAND 837,048 OTHS 0 NET 1,782,254 MINRT 0 PERS 0 PENAL 0 2MPS 945,206 XMP 0 A 15 -161 RATE TRA 15 -161 RATE YR 2006 TRA RATE 1,06296 ALL PROP AV TAX 18944.64 744 MOSQ,FIRE ANT ASSMT 18.38 744 VECTOR CONTROL CH 4.80 757 SANITARY ASMT 1241.02 820E MWD WATER STDBX C 15.06 91614 OCSD SEWER USER FEE 1449.82 R DATE NO ASON SC MSG KEY: 3:ENT 4 :PRT 5:TAXES BATCH RSN CDE GRACE 9:AGENCY 11:SHO PRTR 12:RETN 42729101 *WARMA* i • 05/16/2011 22:03 7148345780 PAGE 06/09 e: 1 Document Name: FW - PURGED /11 ASSESSMENT TAX SYSTEM CURB PA7.1 X-YR 2007 PARCEL 427 -291 -01.00 ROLL DATE 10 /01/07 REV 10 /01/07 RETN HA40 SESSEE WARMAN, LLOYD A TR CNTRL C0100631 TUS 3158 RED HILL AST COSTA MESA 1ST PAID 1/21/2007' HER BILLS YR10 2ND PAID 2/31/2007 FO AVAIL NAD COL 904 ------------------------ SECURED BILL INFORMATION -------------------------- T 11,.416.69 BASIC 0.00 1ST FEE 0.00 2ND FEE 0.00 D 11,416.69 BASIC 0.00 COST 0.00 TOT -TX -PEN 22,833.38 7. /tgvvrAn T T1ATT1 nr_ -S -In n ^MITT Lt n .1 h 01 7 Olin MINRT 0 PERS 0 PENAL IMF$ 964,110 XMP 0 A 15 -161 RATE TRA 15 -161 RATE YR 2007 TRA RATE 1.06408 ALL PROP AV TAX 19343.88 744 MOSQ,FIRE ANT ASSMT 744 VECTOR CONTROL CH 4.80 757 SANITARY ASMT 820E MWO WATER STDBY C 15.08 916H OCSD SEWER USER FEE R DATE NO "ON SC MSG KEY: 3:END 4:PRT 5:TAXE8 • C7 BATCH RSN CDE GRACE 17.98 1860.14 1591.50 9 :.A.GENCY 11 : SH0 PR R 12 : RETN 4272 101 *WARMA* e: 1 Document Name: PW ID - PURGED /17/12 ASSESSMENT TAX SYSTEM CURR PA1.1 IC101 TCIC10l CURRENT YEAR SEOZMED BILL INFO / HISTORY NEXT PA.10 • X -YR 2008 PARCEL 427 - 291 -01.00 ROLL DATE 09,/24/08 REV 09/29/08 RETN 14A40 SESSEE WARMAN, LLOYD ,A, TR CNTRL A0104768 TUS 3158 RED HILL AV COSTA MESA 1ST PAID 12/05/200$ HER BILL$ X310 2ND PAID 03/09f2009 FO AVAIL NAD COL 904 ------------------ - - - - -- SECURED BILL INFORMATION ------------------------- T 11,715.11 BASIC 0.00 1ST FEE 0.00 2ND FEE 0.00 D 11,715.11 BASIC 0.00 COST 0.00 TOT -TX -PEN 23,430.22 7 /RXEMP LAND 870,864 0=9 0 —NET 9:, 654,256 MINRT 0 PERS 0 PENAL 0 IMPS 983,392 XMP 0 A 15 -161 RATE TRA 15 -161 RATE YR 2008 TRA RATE 1.05895 ALL PROP AV TAX x.9635.64 744 MOSQ,FIRE ANT ASSMT 17.84 744 VECTOR CONTROL CH 4.80 757 SANITARY ASMT 1999.22 820E MWD WATER STDSY C 15.08 9169 OCSD SEWER USER FEE 1757.64 R DATE NO BATCH RSN CDE GRACE ASSN SC MSG KEY: 3:8ND 4:PRT 5:TAXES 9:AGENCY ll:SHO PRTR 12:RETN 4 2 7 2 9101 * W,A,RMA,* • C-_lj 05/16/2011 22:03 7148345780 e: 1 Document Name: FW PAGE 08/09 PURGED /11 ASSESSMENT TAX SYSTEM CURR PA11 NEXT X -YR 2009 PARCEL 427 -291 -01.00 ROLL DA'Z'E 10/02/09 REV 10/02/69 REIN HA40 SESSEE WARMAN, LLOYD A TR CNTRL A0105328 TUS 3158 RED HILL AV COSTA MESA 1ST PAID 12/10/2009 HER BILLS YR10 2ND PAID 12/10/2009 FO AVAIL NAD COL 904 -- - - - - -- ---------------- - SECURED BILL INFORMATION ------------------------ T 12,530.09 BASIC 0.00 IST FEE 0.00 2ND FEE 0.00 D .12,530.09 BASIC 0.00 COST 0.00 TOT -TX -PEN 25,060.18 L /EXEMP LANJD 888,282 OTHS 0 NET 1,891,341 MINRT 0 PERS 0 PENAL 0 IMP$ 11003,059 XMP 0 A 15-161 RATE TPA 15-161 RATE YR 2009 TRA. RATE 1.10 5 5 3 ALL PROP AV TAX 20909.34 744 MOSQ,FIRE ANT ASSMT 17.70 744 VECTOR. CONTROL CH 4.80 757 SANITARY ASMT 2180.73 820E MWD WATER STDBY C 15.08 916H OCSD SEWER USER FEE 1932.53 R DATE NO HATCH RSN CDE GRACE ASON SC MSG KEY: 3:END 4:PRT 5:TAXES 9:AGENCY ll:SHO PRTR 12:RETN 42729101 *WARMA* • • e: 1 Document Name: FW /17/11 ASSESSMENT TAX SYSTEM CURB PAII IC-101 TCICIO► CURRENT YEAR SECURED BILL 1 ?4F9 / 111SmGlZ „mom TA9 X -Y?, 2010 PARCEL 427- 291 -01.00 ROLL DATE 10/07/10 REV 10/07/10 RE'I'N HA40 SESSEE WARMAN, LLOYD A TR CNTRL A0105215 TUS 3158 RED HILL AV COSTA. MESA 1ST PAID 12/02/2010 HER BILLS 2ND PAID 12/02/2010 FO AVAIL NAD COL 904 SECURED BILL INFORMATION ------------------------- T 12,617.58 BASIC 0.00 1ST FEE 0.00 2ND FEE 0.00 D 12,617.58 BASIC 0.00 COST 0.00 TOT -TX -PEN 25,235.16 L /EXEMP LAND 886,176 OTHS 0 NET 1,886,857 MINRT 0 PER° 0 PENAL 0 IMPS 1, 000, 681. XMP 0 A 15 -191 RATE TRA 15 -161. RATE 'YR 2010 TRA RATE 1.10678 ALL PROP AV TAX 20883.34 744 MOSQ,FIRL ANT ASSMT 17.56 744 VECTOR CONTROL CH 4.80 757 SANITARY ASMT 2180.73 820E MWD WATER STDBY C 15.08 916H OCSD SEWER USER PEE 2133.65 R DATE NO ASON SC MSG KEY: 3:END 4:PRT 5:TAXES BATCH RSN CDE GRACE 9:AGENCY 11:SHO PRTR 12:RETN 42729101 *WARMA* • • 1Z51JUU - Quarterly meeting (June su, zul 1) Meeting Date Item # 06/23/11 XVI. C. is, : r Independent Spedal Districts of Orange County ISDOC Quarterly Meeting Thursday, June 30, 2011 11:30 a.m. - 1:00 p.m. Where: Dear Arlene, MWDOC /OCWD Board Room 18700 Ward Street The next meeting of the Independent Special Districts of Fountain Valley CA 92708 Orange County (ISDOC) is Thursday, June 30.2011 from _.( a .. °fit' 11:30am - 1:OOpm in the MWDOC /OCWD Board Room WameT:Ave'. (18700 Ward Street, Fountain Valley). oValley z t We are pleased to have as our featured program: s Government Transparency & Accountability: -EEIis eve ��� sr LL L The Changing Dynamics of Public Service +yH6ald~Ave G�ster nwR: • ' an Beach L featuring erns Av`e ' � � Cy:� A L 1 TODD SPITZER 6 9 2010. Navte blrl°. :if o E _:p 2599 Mir ksot, former State Assemblyman, • Driving Directions County Supervisor, When: and Assistant District Attorney Thursday June 30, 2011 from Online registration is available by clicking on the link 11:30 AM to 1:00 PM PDT below. Lunch is $17 per person with advance reservation Add to my calendar and payment by June 24th, and $20 per person at the door. Please note, ISDOC now accepts credit card payment via PayPal. Register Now! We look forward to seeing you on Thursday, June 30, 2011. Sincerely, David J. Cordero dcordero6d)mwdoc.com (714) 593 -5012 Forward email t/Safe> r s alfscr'i9re ° CvnsftWConWd This email was sent to jrevak @crosdca.gov by dcorderoCalmwdoc.com Uodate Profile /Email Address I Instant removal with SafeUnsubscribeTM � Privacy Policy. Municipal Water District of O.C. 1 18700 Ward Street I Fountain Valley I CA 192708 http: // campaign .r20.constanteontact.com /render ?llr= xr8waecab &v =001 EXWmPNxFGZvu... 6/6/2011 V4ater for California 'jean California Association of Sanitation Agencies CASH 56TH ANNUAL CONFERENCE August 10-13,2011 San Diego, Mission Bay Hilton 1775 East Mission Bay Drive San Diego, CA 92109 Phone: 619.276.4010 Guest fax: 619.275.8944 Toll free: 877.313.6645 (reservations) /�1r Meeting,&&te Item 061233 VI. E. Our Mission Statement The mission of the California Association of Sanitation Agencies is to provide leadership, advocacy and information to our members, legislators, and the public, and to promote partnerships on clean water and beneficial reuse issues that protect public health and the environment. President's Message Education remains one the best investments anyone can make, and there is no better organization than CASA for continued awareness and understanding about water quality issues in California. August 2011 marks CASA's 56th annual conference; I look forward to welcoming you to the Mission Bay Hilton in San Diego. The schedule will run from Wednesday, August 10 through Saturday, August 13, 2011. The California Sanitation Risk Management Authority will be celebrating its 25th anniversary with us during the conference. Once again, our dedicated committee chairs and staff have worked hard to put together sessions with topics and speakers that will provide technical and current affairs updates on issues of interest to water quality professionals and governing officials. Through our conferences, our goal is to educate local leaders in a wide range of water quality areas as CASA builds understanding with decision - makers about our regulatory and advocacy endeavors. Take a look at the preliminary program where you will find the full schedule of events, including 20 hours of educational instruction. I hope to see you in San Diego for our annual conference where we can network with fellow colleagues and share information about your local agency. Until then, best regards and please don't hesitate to call the CASA office with questions about the conference. Sincerely, 4414414-11� .fig a- Barbara D. Hockett, RN, MS Ed President • • 7 0 Hotel Information Please make your reservations as soon as possible. Mission Bay Hilton 1775 East Mission Bay Drive San Diego, CA 92109 Phone: 619.276.4010 Guest fax: 619.275.8944 Toll free: 877.313.6645 (reservations) www.SanDiegoHilton.com Room Reservations • CASA room rate: $247 for single /double occupancy without tax. • Cut -off date for hotel reservations: Friday, July 1. • Check -in: 4:00 p.m. Check -out: 12:00 p.m. • Complimentary parking for overnight guests. • 15% discount on spa services for guests. • Early departure fee $50: Guests who check out prior to the reserved checkout date will be charged an early checkout fee of $50. • Location The Hilton San Diego Mission Bay is located off Interstate 5, just 10 minutes from the San Diego International Airport and right in the center of many popular attractions. Hotel Waiting List The CASA office maintains a "Waiting List' for members who are not able to obtain a room reservation at a conference hotel. It is very important that any member cancelling a reservation contact Debbie Wlelch at the CASA office before contacting the hotel, so that she may re- assign your reservation to another member on the list. Registration Late Cancellation Policy CASA initiated a Late Cancellation Policy because of the large number of cancellations in the final days approaching each conference. Our contractual obligations with the hotel hold CASA liable when we do not meet our room guarantees. Please note CASNs Late Cancellation Policy on the bottom of the registration form. If you cannot attend, send a colleague in your place by notifying the CASA office. • $25 cancellation fee on or before Monday, August 1. • No refund for late cancellations after August 1. • If you cannot attend, please send a colleague and notify the CASA office. Overflow Hotel For special rates for hotels in close proximity to the Mission Bay Hilton, please contact San Diego Concierge Michael Hall at 800.979.9091 or visit www.sandiegoconcierge.com. WEDNESDAY AUGUST 10, 2011 8:00 a.m. —12:00 p.m. (Breakfast at 7.00 a.m.) CSRMA Training Seminar: Managing the Unexpected ..................................................... ............................... 12:00 p.m. — 5:00 p.m. Registration ..................................................... ............................... 1:00 P.M. — 5:00 p.m. Executive Board Meeting ..................................................... ............................... 3:00 p.m. — 5:00 p.m. SDLF Special District Administrator Exam By the Special District Leadership Foundation ..................................................... ............................... 6:00 p.m. — 7:00 p.m. Welcome Reception in Celebration of the California Sanitation Risk Management Authority's 250, Anniversary Sponsored by CSRMA THURSDAY AUGUST 11, 2011 7:30 a.m. — 4:00 p.m. Registration ............................ 7:30 a.m. — 9:00 a.m. Continental Breakfast 7:30 a.m. — 8:30 a.m. Federal Legislative Committee Meeting Chair Ann Farrell, Central Contra Costa Sanitary District Vice Chair Michael Gold, Orange County Sanitation District ....................................... ............................... 8:30 a.m. — 9:45 a.m. WATER ISSUES FORUM Chair Ben Horenstein, East Bay Municipal Utility District Vice Chair E.J. Shalaby, West County Wastewater District • Current Water Issues ....................................................... ............................... 10:00 a.m. —10:45 a.m. AIR ISSUES FORUM Chair Lisa Rothbart, Orange County Sanitation District • Is Global Warming the Real Deal And What Should We Expect? Dr. Bill Patzert, Jet Propulsion Laboratory, California Institute of Technology invited .................................................... ............................... • 11:00 a.m. —12:00 p.m. LAND ISSUES FORUM Chair Michael Sullivan, Los Angeles County Sanitation Districts Vice Chair Ruben Robles, Sacramento Regional County Sanitation District • Biosolids Report Greg Kester, CASA Biosolids Program Manager • City of Tacoma Community Garden Kristen Mclvor, Community Garden Coordinator, University of Washington, Seattle ................................................... ............................... 12:00 p.m. —1:45 p.m. - OPENING CONFERENCE LUNCHEON • President's Welcome and Executive Board Report Barbara D. Hockett, Contra Costa Sanitary District • Introduction of the Slate of Officers Ronald E. Young, Chair Nominations Committee • Past Presidents Hall of Fame Moderators: Harry T. Price and Ronald E. Young .. . .. . .......................... ............................... 2:00 p.m. - 4:00 p.m. Directors and Managers Joint Meeting Directors Chair Scott Goldman, South Orange County Wastewater Authority Managers Chair Paul Bushee, Leucadia Wastewater District • Wastewater Districts vs. Statewide Initiatives — Challenges and Opportunities Invited Panel. - Fred Silva, Senior Fiscal Policy Advisor, CA Forward - Bill Chiat, Executive Director, CALAFCO - Mayor Peter Herzog, City of Lake Forest - Keith Israel, General Manager, Monterey Regional Water Pollution Control Agency ................................................... ............................... 4:00 p.m. — 5:30 p.m. Associates Committee Meeting Chair Joe Lauria, P.E., Malcolm Pirnie, Inc. ................................................... ............................... 4:30 p.m. — 6:30 p.m. CSRMA Executive Board Meeting ................................................... ............................... F� FRIDAY AUGUST 12, 2011 7:30 a.m. — 9:00 a.m. CSRMA Board of Directors Meeting ............ ............................... 8:00 a.m. — 3:00 p.m. Registration 8:00 a.m. — 9:30 a.m. Continental Breakfast Registered guests invited ........... ...I.......................................................... 8:00 a.m. — 9:00 a.m. State Legislative Committee Meeting Chair Jeff Moorhouse, Carpinteria Sanitary District Vice Chair Terrie Mitchell, Sacramento Regional County Sanitation District .......................................................... ............................... 8:00 a.m. —10:00 a.m. Communications Committee Meeting Chair Michele McKinney Underwood, Public Affairs Supervisor, Western icipal Water District Chair Greg Chan, East Bay Municipal Utility District . ..................................................... .I............................. 9:00 a.m. —12:00 p.m. - GENERAL SESSION 1st Vice President Gary W. Darling presiding 9:15 a.m. —10:00 a.m. What's a Nice Public Official Like You Doing With a Conflict Like This? Betty Burnett, Counsel, South Coast Water District Brad Hogin, Counsel, Orange County Sanitation District 10:00 a.m. —10:30 a.m. CSRMA Highlights 25 Years of Success 10:45 a.m. —12:00 p.m. introduction of CASA's New Website Celebrating a Milestone: Ways to Educate and Connect With the Community Presented by the Communications Committee 12:00 p.m. —1:15 p.m. Lunch on your own .......................................................... ............I.................. 12:00 p.m. — 4:00 p.m. Attorneys Committee Meeting and Luncheon CASA is a State Bar of California MCLE approved provider Chair Carl P.A. Nelson, Bold, Polisner, Madow, Nelson & Judson 4pe Chair Bradley R. Hogin, Woodruff Spradlin & Smart ...................................................... ............................... j A' .... ....................... ............................... 1:30 p.m. — 4:30 p.m. - GENERAL SESSION 2nd Vice President John E. Hoagland presiding P, 1:30 p.m. — 2:30 p.m. Keynote: U.S. Representative Brian P. Bilbray invited 2:30 p.m. — 4:15 p.m. Indirect Potable Reuse: State of the State Associates Technology and Innovation Panel 4:15 p.m. — 4:45 p.m. Climate Change Report Jackie Kepke, CWCCG Program Manager ..................... . ............................................................. . 5:00 p.m. — 5:30 p.m. Program Planning Meeting Chair James Kelly, Central Contra Costa Sanitary District Vice Chair Grace Chan, County Sanitation Districts of Los Angeles .......... ............................... 7:30 p.m. — 9:30 p.m. Bayside Bonfire Bash Come enjoy the bay breeze, sand and fire. Indulge in campfire'treats with your colleagues on our last night in San Diego. SATURDAY AUGUST 13, 2011 7:30 a.m. — 9:00 a.m. Executive Board and Committee Chair Meeting .............................................. ............................... 8:00 a.m. — 9:00 a.m. All- American Breakfast Buffet Registered guests invited 9:00 a.m. —11:00 a.m. - CLOSING GENERAL SESSION t` President Barbara D. Hockett presiding •. 2011 CASA Achievement Awards Announcement j, Chair Jeff Reinhardt, Las Virgenes Municipal Water District • Washington Report Eric Sapirstein, CASA Federal Legislative Advocate • State Legislative News Mike Dillon, CASA Lobbyist ® Legal & Regulatory Outlook r Roberta Larson, CASA Director of Legal & Regulatory Affairs Closing Business • 2011 -2012 Election of Officers and Directors -At -Large • 2011 Proposed Dues Resolution • Last Order of Business - Passing of the Gavel • Closing remarks • �J • P:sk 1112 1 Street, Suite 300 Sacramento, California 95814 -2865 T 916.231.4141 Maximizing Protection T 800.537.7790 Minimizing Risk. F 916.231.4111 Meeting Date Item # www.sdrma.org 06/23/11 XVI11. B. Notification of nominations for three (3) seats on the Special District Risk Management Authority's (SDRMA's) Board of Directors was mailed to the membership in January 2011. On May 10, 2011, SDRMA's Election Committee reviewed the nomination documents submitted by the candidates in accordance.with SDRMA's Policy No. 2011 -02 Establishing Guidelines for Director Elections. The Election Committee confirmed that seven (7) candidates met the qualification requirements and those names are included on the Official Election Resolution and Ballot. Enclosed is the Official Election Resolution and Ballot along with a Statement of Qualifications as submitted by each candidate. Election instructions are as follows: 1. The enclosed combined Official Election Resolution and Ballot must be used to ensure the integrity of the balloting process. 2. After selecting up to three (3) candidates, your agency's governing body must approve the enclosed Official Election Resolution and Ballot. Ballots containing more than three (3) candidate selections will be considered invalid and not counted. 3. The signed Official Election Resolution and'Ballot MUST be sealed and received by mail or hand delivery at SDRMA's office on or before 5.00 p.m. on Friday September 16 2011 to the address below. Faxes or electronic transmissions are NOT acceptable. A self- addressed, stamped envelope is enclosed. Special District Risk Management Authority Election Committee. 1112 "1" Street, Suite 300 Sacramento, California 95814 5. The four -year terms for newly elected Directors will begin on January 1, 2012 and terminate on December 31, 2015. 6. Important balloting and election dates are: September 16, 2011 - Deadline for members to return the signed Official Election Resolution and Ballot September 20, 2011 - Ballots are opened and counted September 21, 2011 - Election results are announced and candidates notified October 12, 2011 - Newly elected Directors are introduced at the SDRMA Annual Meeting/Breakfast to be held in Monterey at the CSDA Annual Conference November 2, 2011 — Invite newly elected Board members to attend SDRMA Board meeting (Sacramento) January 2012 - Newly elected Directors are seated and Board officer elections are held Please do not hesitate to call SDRMA's Chief Executive Officer Greg Hall at 800.537.7790 if you have any questions regarding the election and balloting process. California Special Districts Association CSDA Finance Corporation 1112 1 Street, Suite 200 1112 1 Street, Suite 200 Sacramento, California 95814 -2865 Sacramento, California 95814 -2865 T 877.924.CSDA (2732) T 877.924.CSDA (2732) F 916.4.42.7889 F 916.442.7889 4 SDRW' RESOLUTION NO. 2011 -500 A RESOLUTION OF THE GOVERNING BODY OF THE Costa Mesa Sanitary District FOR THE ELECTION OF DIRECTORS TO THE SPECIAL DISTRICT RISK MANAGEMENT AUTHORITY BOARD OF DIRECTORS WHEREAS, Special District Risk Management Authority (SDRMA) is a Joint Powers Authority formed under California Government Code Section 6500 et seq., for the purpose of providing risk management and risk financing for California special districts and other local government agencies; and WHEREAS, SDRMA's Sixth Amended and Restated Joint Powers Agreement specifies SDRMA shall be governed by a seven member Board of Directors nominated and elected from the members who have executed the current operative agreement and are participating in a joint protection program; and WHEREAS, SDRMA's Sixth Amended and Restated Joint Powers Agreement Article 7 - Board of Directors specifies that the procedures for director elections shall be established by SDRMA's Board of Directors; and 40 WHEREAS, SDRMA's Board of Directors approved Policy No. 2011 -02 Establishing Guidelines for Director Elections specifies director qualifications, terms of office and election requirements; and WHEREAS, Policy No. 2011 -02 specifies that member agencies desiring to participate in the balloting and election of candidates to serve on SDRMA's Board of Directors must be made by resolution adopted by the member agency's governing body. NOW, THEREFORE, BE IT RESOLVED that the governing body of the Costa Mesa Sanitary District selects the following candidates to serve as Directors on the SDRMA Board of Directors: (continued) • SPRMA, OFFICIAL 2011 ELECTION BALLOT SPECIAL DISTRICT RISK MANAGEMENT AUTHORITY • BOARD OF DIRECTORS VOTE FOR ONLY THREE (3) CANDIDATES Mark each selection directly onto the ballot, voting for no more than three (3) candidates. Each candidate -may receive only one (1) vote per ballot. A ballot received with more than three (3) candidates selected will be considered invalid and not counted. All ballots must be sealed and received by mail or hand delivery in the enclosed self- addressed, stamped envelope at SDRMA on or before 5:00 p.m., Friday, September 16, 2011. Faxes or electronic transmissions are NOT acceptable. ❑ SANDY RAFFELSON District Clerk, Herlong Public Utility District ❑ EMERY ROSS Director, Mariposa County Resource Conservation District ❑ MIKE SCHEAFER Director /Secretary, Costa Mesa Sanitary District • C7 ❑ EDMUND K. SPRAGUE (INCUMBENT) Board President, Olivenhain Municipal Water District ❑ ED GRAY (INCUMBENT) Director, Chino Valley Independent Fire District ❑ BETHZABE YANEZ Board President, East Palo Alto Sanitary District ❑ TERRY BURKHART Board President, Bighorn -Desert View Water Agency ADOPTED this _ day of 2011 by the Costa Mesa Sanitary District by the following roll call votes listed by name: AYES: NOES: ABSTAIN: ABSENT: ATTEST: Official 2011 Election Ballot e SDRMA Board of Directors Page 2 of 2 APPROVED: Speciat District Risk Management authority Board of Directors Candidates' State of Qualifications This Information will be distributed to the membership with the ballot, "exactly as submitted' by the candidates — no attachments will be accepted. No statements are endorsed by SDRMA 0 Nominee /Candidate: Sandy Raffelson District/Agency: Herlong Public Utility District Work Address: 448 -805 Pole Line kd, P O Box 515, Herlong CA 56113 Work Phone: (530) 827 -3150 Home Phone: (530) 254 -0234 Why do you want to serve on the SDRMA Board of Directors? I think it would be a great experience to serve on the Board and I could give Northern California and Small District's a voice on the Board. I feel I would be an asset to the Board with my degree in business and my 25 years experience in accounting and auditing. I have audited small districts and know what they need and what they can afford. I understand the challenges that small District face every day when it comes to managing liability insurance and worker's compensation for a few employees with limited revenues and staff. My education and experience gives me an appreciation of the importance of risk management services and programs, especially for smaller district's that lack expertise among staff because of not dealing with claims on a day to day basis to be proficient in it. I feel I could be an asset to this Board and would love a chance to try. What Board or committee experience do you have that would help you to be an effective Board Member? (SDRMA or any other organization) i am currently the District Clerk for the Herlong PUD Board of Directors for the last 3 years, before that serving.ss the Secretary to the Board of Herlong Utilities, Inc. I worked directly with the formation of our District which included working for 2 separate Board's of Directors and the transfer of assets from a public benefit corporation to a special district. As part of the team that worked to form the District I was directly involved with LAFCo, Lassen County Board of Supervisors and County Clerk to establish the District's initial Board of Directors as well as the transfer of multiple permits and closure procedures from multiple agencies for the seamless transition of our District operations. I closed out the Corporation books and established the books for the District transitioning to fund accounting. I have also administered the financial portion of a large capital improvement project as well as worked on the first ever successful water utility privatization project with the US Army and Department of Defense. I also am the primary administrator of a federal contract for utility services with the Federal Bureau of Prison. In the last 15 years I have served on several Boards in Logan and Lassen County. 1 have served 4 years on a Preschool Board that during that time the school purchase property and moved the Preschool to a better location, hired a new Director and 2 new teachers. • I have served as PTA President for 2 years for a private K-8th grade school. After resigning from PTA President, I accepted a Board member position for 4 years during which time we hired 1 principal and 2 teachers, purchased computer lab equipment enough for all student, upgraded water system in building and purchased insulated windows to keep children warm and heating cost down. • Special District Risk Management Authority Hoard of Directors Candidates' State of Qualifications ® I was nominated for Treasurer for Lassen County 4H Council, at which time I was also on several committees including Fair, Scholarship, Grant and Fundraising: I served as Treasurer for 3 years, paying all bills, reimbursing funds, making all deposits and did all bookkeeping for the Board. I also transformed the books from the 60's to the current age by setting the Council books up on a Bookkeeping Software and designing Financial Statements everyone could understand. I am currently Lassen County Horse Show Manager for a 2 day horse show with over 100 classes. Also this is my 9th year putting together the Lassen County 4H /FFA Horse Show for the Community. This includes all fundraising /donations to run the shows, purchasing all awards, getting staff to help with shows, and managing the show on the event date. What special skills, talents, or experience (including volunteer experience) do you have? I have my Bachelors Degree in Business with a minor in Sociology. I have audited Small Districts for 5 years, worked for a Small District for 4 years and have 25 years of accounting experiences. I am a good communicator and organizer. I have served on several Boards and feel I work well within. groups or special committees. I am willing to go that extra mile to see things get completed. I believe in recognition for jobs well done. I encourage Incentive programs that get members motivated to participate and strive to do their very best to keep all losses at a minuim and reward those with no losses. I have completed my Certificate for Special District Board Secretary /Clerk Program through CSDA and co- sponsored by SDRMA and California Special District Alliance. I have completed several of the • SDRMA's Target Safety courses and CSDA courses. 1 am currently working on my completion of the CSDA Special District Leadership Academy and will complete these courses on April 28th, 2011. I work for a District in Northeastern California that has under gone major changes from a Cooperative Company to a 501c12 Corporation, to finally a Public Utility District. I have worked with LAFCo to become a District. Through past experience I hope to make a great Board member representing the small districts of Northern California and their growing pains and make decisions that would help all rural /small districts. What is your overall vision for SDRMA? I appreciate the way the Board and staff has worked hard to make SDRMA programs affordable for small district and I would like to help continue in this direction. I would also like to grow the education program to help keep claims down and if claims are down than each district would benefit by less cost. I certify that I meet the candidate qualifications as outlined in the SDRMA election policy. I further certify that I am willing to serve as director on S®RMA's Board of Directors. I will commit the time • and effort necessary to serve. Please consider my application for nomination/candidacy to the Board of Directors. Candidate Sits Date: � �0 Special District Risk Management Authority Board of Directors Candidate's Statement of Qualifications This information will be distributed to the membership with the ballot, „exactly as submitted" by the candidates — no attachments will be accepted. No statements are endorsed by SDRMA. Nominee /Candidate Emery Ross District /Agency Mariposa County Resource Conservation District Mork Address 5009 Fairgrounds Road, P. 0. Box 746, Mariposa, CA 95338 Work Phone 209- 966 -3431 Horne Phone 209- 852 -2606 Why do you want to serve on the SDRMA Board of Directors? - To gain more knowledge about the SDRMA and what factors affect the decisions it renders. - To assist in maintaining SDRMA as a top -notch organization, from a Board member perspective. What Board or committee experience do you have that would help you to be an effective Board member? (SDRlv4A or any other organization) - Appointed to the Board of Directors of the Mariposa County Resource Conservation District in June 2010; served as an Associate Director for 1 -1/2 years. • - Currently President of the Board of Directors of the Lake Don Pedro Community Services District, have served on the LDPCSD Board since 2008. What special skills, talents or experience (including volunteer experience) do you have? 15 years experience working for a public agency with 250 employees where there was much exposure to risk management from ail sides. During ray years as a manager, worked with County District Attorney, judges and County Counsel. - Work experience with family law firm. - Independent columnist for local newspaper for past 7 years; ag editor. - . Cattle rancher in Mariposa County for past 18 years. 'hat is your overall vision for SDRMA? See SDRMA broaden its existing resource capability in the area of training for elected officials and special district staff in order to reduce future exposure. 0 Special District Risk Management Authority Board of Directors • Candidate's Statement of Qualifications I certify that I meet the candidate qualifications as outlined in the SDRIWA election policy. I further certify that I am willing to serge as a director on SDRIVA's Board of Directors. I will commit the time and effort necessary to serge, Please consider my application for nomination /candidacy to the Board of Directors. Candidate Signature Date -st is • Special District Risk Management authority Board at Directors Candidate's Statement of Qualifications This information will be distributed to the membership with the ballot, "exactly as submitted" by the candidates - no attachments will be accepted. No statements are endorsed by SDRMA. Nominee /Candidate Mike Scheafer District/Agency Costa Mesa Sanitary District Work Address 1551 -B Baker St, Costa Mesa, CA 92626 Work Phone 714 -435 -0300 Home Phone 714_549.4961 Why do you want to serve on the SDRMA Board of Directors? (Response Required) I believe I have the qualifications and experience that enable me to asses the needs of Special Districts in risk management areas. I enjoy being able to help manage the risks of my customers, and would look forward to bringing that attitude and ability to Special Districts. I fell a commitment to serving a broad base of constituents and being able to provide a service if I can. Personally I enjoy examining the issues faced by Districts and then being able to provide help with solutions. I believe serving on the SDRMA Board of Directors presents challenges and opportunities that will help me grow as a Director of my Special District. What Board or committee experience do you have that would Delp you to be an effective Board Member? (SDRMA or any other organization) (Response Requirtied) Former and current Special District Director, former City Councilmember City of Costa Mesa. Active in Lions Clubs international as a Past District Governor and member of several local, state and international committees. Service on several non profit boards of directors: Boys and Girts Clubs, Little League Baseball, AYSO, Costa Mesa Sensor Center, others. Have served as President of all boards that I have been a member of. Former member of Western Insurance information Service, having served as a public speaker for that organization. i hold a community college teaching credential in Insurance Education. Former instructor for AD Banker, Insurance Education. Taught California pre licensing classes as well as California Department of Insurance Continuing Education classes. Participant and speaker for the insurance industry in both Sacramento and Washington DC. Served as political liaison for State Farm Insurance. Page t of November2010 0 C Special District Risk Management Authority Board of Directors Candidate's Statement of Qualifications What special skills, talents, or experience (including volunteer experience) do you have? (Response Required) , In almost every board that I have associated with I have been asked to take a leadership role, either on the board or as a speaker for that organization. I possess a skill in public speaking and interaction with people: I enjoy public speaking, especially for organizations and causes where I feel I can provide a service. I have years of volunteer experience in insurance, sports, youth activities, public service and other areas. What is your overall vision for .SDRMA? (Response Required) I would look forward to continuing the excellent work that SDRMA currently does. I would like to ®be a part of expanding and marketing the work of SDRMA. As a Director I appreciate the need to manage the risk that we all face. My vision would be to continue that work, but look for ways to make sure that all Special Districts are aware of the service provided by SDRMA. i certify that l meet the candidate qualifications as outlined in the SDRMA election policy. l further certify that 1 am willing to serve as Wdirector on SDRMA's Board of Directors. i will commit the time and effort necessary to serve. Please consider my application for nomination/candidacy to the Board of Directors. Candidate Signature • Page 2 of 2 91 ti 11 Movember2010 i District Management Board of Directors Candidate's Statement of ! o This information will be distributed to the memberships with the ballot, "exactly as submitted" by the candidates no aft.chments will be accepted. No statements are endorsed by SDRMA. Nominee /Candidate Edmund K. Sprague District/Agency 06ivenhain Municipal Water District Mork Address 1966 Olivenhain Road, Encinitas, CFA 92024 Work Phone (760) 753 -6466 Home Phone (760) 464 -4404 Why do you want to serve on the SDRMA Hoard of Directors? (Response Required) I have made a career-long commitment to safety and risk management, as a firefighter since 1988, emergency planner since 1993, and president of Olivenhain Municipal Water Districts Board of Directors for the last three years, to which I was recently named to another tens as president, My experience developing oversight standards and risk management assessment programs across several public agencies, combined with 14 years of leadership experience, is invaluable to a greater understanding of the field of risk management and my ability to properly navigate challenges faced by those in the industry. Thankfully, I have.been able to share my extensive knowledge and give back to the community in my capacity serving the customers of OMWD, A founding member of SDRMA, OMWD's commitment to safety far exceeds simply meeting minimum requirements, and this commitment has been renewed annually by the Board of Directors as part of our "Safety Has No Quitting Time` program, We have taken advantage of the Target Safety program since its inception, and have found it a cost-effective and valuable too! in providing employees with the training that they need to continually operate as safely as possible. Board members and management also routinely attend SDRMA trainings and events. Our commitment has yielded an unmatched lost -time injury rate and an exceptional experience modification factor —among the best in the state -- proving that SDRMA has acted wisely in rewarding agencies such as ours with discounted premiums. OMWD has invested its trust in SDRMA, and SDRMA has most prudently returned the favor, rI - SDRMA's commitment to safety and risk management is just as extraordinary as at OMWD, and my successful track record of managing risk across agencies and disciplines provides me with a unique opportunity to positively contribute to the guidance of an organization as committed to risk management as I am. 0 What Hoard or committee experience do you have that would helps you to be are effective Hoard Member? (SDRMA, or any other organization) (Response Required) The lion's share of my board -level experience is as president of OMWD's Board of Directors. During my tenure, OMWD has responded to the economic crisis of the last several years by dedicating ourselves like never before to the efficient expenditure of public funds. The board enacted policies such as the "Holding the Line` program, a unique cost- containing initiative that recently earned CSDA's Innovative Program of the Year award. The Special District Leadership Foundation recognized OMWD as a District of Distinction based on our sound fiscal and administrative policies, also recognized by the Government Finance Officers Association of the US and Canada for Excellence in Financial Reporting. Further, I serve as an elected ooundknember of the La Costa Heights School Site Council, which oversees budgets and planning for supplemental educational programs, I am proud of my successes in leading such fiscally prudent public organizations, and I look forward to sharing these same principles at SDRMA. Page 1 of 2 November 2010 • v Special District Risk Management Authority Board of Directors Candidate's Statement of Qualifications What special skills, talents, or experience (including volunteer experience) do you have? (Response let- ullired) Teamwork is critical when working together as a board, and I have proven as a member of Carlsbad Fire Department and OMWD's Board of Directors that my exemplary ability to work as part of a larger team is a valuable resource in pursuit of common goals. Compromise in the boardroom, however, is only effective when balanced with the ability to communicate one's informed position. This never - ceasing desire for maintaining my willingness to loam on behalf of my constituents is evidenced through my pursuit of a masters degree in Public Administration, as well as Special District Administrator certification through the Special District Leadership Academy, Just as important is sharing this knowledge with others; I ably convey lessons as a Battallon Chief with Carlsbad Fire, as a fire service Instructor at Palomar College, as an Assistant Scoutmaster with Boy Scout Troop 2000, and as a volunteer with the Carlsbad Boys & Girls Club and Elfin Forest Recreational Reserve. What is your overall vision for SDRMA? (Response Required) SDRMA is widely respected in the special district community for its commitment to risk management, insurance, safety, and service to its members. Even during my relatively •brief tenure on OMWD's Board of Directors, I have witnessed SDRMA constantly striving to improve the services that It offers, and I hope to assist SDRMA in continuing and enhancing the level of service that it provides. This is not to say that SDRMA shouldn't continue to explore opportunities to improve; streamlining of the CIP program by which to offer more competitive base -level premiums is one area that may be examined. Another area is ensuring that the package of services SDRMA provides is competitive with that of other providers; SDRMA may consider a program through which instructors visit job sites for specific trainings when a Target Safety module may not be sufficient However, the groundwork for effective administration of SDRMA has dearly already been set by the board, and I hope to continue the strong tradition of exemplary service to its members. I certify that I meet the candidate qualifications as outlined in the SDRMA election policy. I further certify that I am willing to serve as a director on SDRMA's Board of Directors. I will commit the time and effort necessary to serve. Please consider my application for nomination/candidacy to the Board of Directors. l Candidate Signature Page 2 of 2 November 2010 Special District s Management Authority P Candidate's Statement Qualifications This information will be distributed to the membership with the ballot; "exactly as submitted" by the candidates — no at chments will be aempted. No statements are endorsed by SDRMA. Nominee /Candidate Ed Gray District/Agency Chino Valley Independent Fire District Work Address 14011 City Center Drive Chino Hills; Califomia 91709 Work Phone (909) 902 -5260 Home Phone (909) 627 -4621 Why do you avant to serve on the SDRM,,A Board of Directors? (Response R ui When appointed to the Board of Directors of SDRMA in November of 2010, i made a commitment to be an effective member of the SDRMA team and to work hard to ensure the continued success of the organization. Although I have been on the Board a short time, I believe I have shown that I seek to understand issues and use common sense when making decisions. I wish to continue my service to SDRMA as I can be a positive member of the SDRMA team and an asset to the members, board and staff. What Board or committee experience do you have that would help you to be an effective Board Member? (SDRMA or any other organization) (Response Roquired) I currently serve on the Board of Directors of the SDRMA. I have been an elected Director of the Chino Valley Independent Fire District since 2004. During my tenure, I have served multiple terms as President and Vice - President, and as a member of our Finance, Planning and Personnel Committees. I have served as Liaison to the City Councils of Chino and Chino Hills and to the San Bernardino County Board of Supervisors. I am also the District's representative and current Chairman of the Citizens Advisory Committee for the California Institution for Men in Chino. I serve on the Citizens Oversight Committee to the Chino Valley Unified School District and am a member of the Chino Valley Lions Club. Rage 1 of 2 November 2010 • • • U • Special District Risk Management Authority Board "d • Directors Candidate.'s Statement of Qualifications What special skills, talents, or experience (including volunteer experience) do you have? (Response Reigpked) After serving in the US Army, I enjoyed a lengthy career in tarn enforcement retiring In 2004 as a Police Lieutenant. I learned early in my career, that to be an effective individual and leader, it was important to actively listen to people; to seek understanding of all sides of an issue; and make decisions based on common sense and "rightness". My experience as an elected official has broadened my knowledge and reinforced my belief that decisions must be made based on what is right, and not on what is a personal preference. What is your overall vision for S®RMA? (Response Required) I see S®RMA as continuing its' journey as a successful, effective and efficient service provider through innovation, right thinking and conservative business strategies. I can visualize the. organization exploring other avenues of financial endeavors that will benefit our customers. I certify that I most the candidate qualifications as outlined in the S ®RMA election policy. I further. certify that I am willing to serve as a director on SDR 's Board of Directors. I will commit the time and effort necessary to serve. Please consider my application for nomination /candidacy to the Board of Directors. Candidate Signature Page 2 of 2 kovefter =O Special District Risk Management Authority Board of Directors Candidate's Statement of Qualifications This information will be distributed to the membership with the ballot, "exactly as submitted" by the candidates - no attachments will be accepted. No statements are endorsed by SDRMA. Nominee /Candidate Bethzabe Yanez District/Agency East Palo Alto Sanitary District Work Address 901 Weeks Street, East Palo Alto, CA 34303 Work Phone 650 - 325.9021 Home Phone Why do you want to serve on the SDRMA Board of Directors? (Response Required) I want to serve on the SDRMA Board because risk management is one of the most important challenges facing our agency today. I've been involved in public service in various capacities in my community for the past ten (10) years and I've come to understand the importance of transparency, accountability, and fiscal responsibility. Managing risk is crucial to the success or failure of any Public Agency. • What Board or committee experience do you have that would help you to be an effective Board Member? (SDRMA or any other organization) (Response Required). I'm currently serving as Board President on the East Palo Alto Sanitary District Board of Directors. In my position, I'm responsible for agenda preparation and the conduct of Regular Board meeting. I also serve on the District Finance Committee responsible for approving all district warrants and advising District !Management on issues coming before the board. In these positions I have learned the art of negotiations and compromise to get projects developed and implemented that serve the best interest of our community. If selected, I brine my skills and commitment to the SDRMA Board. is Page 1 of 2 November2090 Special District Risk Management Authority Board of Directors Candidate's Statement of Qualifications That special skills, talents, or experience (including volunteer experience) do you have ?. (Response Required) I offer the following skill set, that I feel will benefit the SDRMA Board if selected: Past President of the East Palo Alto YMCA, City of East Palo Alto Traffic & Transportation Commission, Board Member of the Mouton Mental Health Center, Owner Operator of Gaston & Betsy Catering Service. Also, I'm bilingual and have used my skills as an interpreter for various city agencies. 'hat is your overall vision for SDRMA? (Response Required) •l see the future of SDRMA as a primary source of education to member agencies leading the way in developing strategies that we can use to meet the risk management challenges of the future. While I believe the services currently being offered both crucial and important, I feel the ability to identify future agency needs and the education of member agencies is priority number one. I certify that I meet the candidate qualifications as outlined In the SDRMA election policy. I further certify that I am willing to serve as a director on SDRMA's Board of Directors. I Will commit the time and effort necessary to serve. Please consider my application for nomination /candidacy to the Board of Directors. n Candidate Signa is Date-- n. // November2010 Special District Risk Management Authority Board of Directors • Candidate's Statement of Qualifications Nominee /Candidate: Terry Burkhart District/Agency: Bighorn -Desert View Water Agency Mork Address: 622 Jemez Trail, Yucca Valley, CA 92284 Why do you want to serve on the SDRIVA Board of Directors.? I believe my thirty four years experience in the insurance industry, primarily in agency commercial departments, can be of value to SDRMA. I enjoy working with my current Board of Directors and expect SDRMA to be interesting, challenging, and educational. What Board or committee experience do you have that would help you to be an effective Board Member? (SDRMA or any other organization) Currently I am President, Bighorn -Desert View Water Agency Board of Directors, in the second year of a two year term. Other Boards include Johnson Valley Improvement Association, nine years as board member or officer; Business and Professional Women • (BPW), North Orange County BPW, board member and all offices; BPW Regional board - secretary. Instructor for Insurance Educational Association for twelve years. Completed Special District Leadership Academy Completed Special District Institute three part course. Committees: BDVWA - Planning, Legislative, Engineering, Grants & Security - chair Various ad hoc committees: Reche Basin Recharge Project Financial /Budget Commissioner, Mojave Pipeline Commission Representative to Mojave Water Agency Technical Advisory Committee • What special skills, talents or experience (including volunteer experience) do you have? • 34 years in insurance industry, much as agency Commercial Department Manager. Did policy analysis for risk management consultant for large. international company. Experience noted above. What is your overall vision for SDRIVEA? The name speaks for itself: "Risk Management" must be the essential goal. Providing education to clients on avoidance of loss, mitigation of loss, as a means of achieving safety goals. Prompt response to client loss situations, working with the client to control /minimize loss, and where applicable prevent future loss is vital. Satisfied clients are apt to pay more attention to loss prevention information provided them. I certify that I meet the candidate qualifications as outlined in the SDRMA election policy. I further certify that I am willing to serve as a director on SDRMA's Board of Directors. • I will commit the time and effort necessary to serve. Please consider my application for nomination /candidacy to the Board of Directors. Candidate Sig • 2 U • • MEMORANDUM DATE: June 1, 2011 n1ccL111! vac ILVIII ft 06/23/11 XVIII.C. RECEIVED JUN O 8 2011 COSTA MESA SANfTARYDISTRICT TO: California Special Districts Association (CSDA) Voting Members FROM: Jo MacKenzie, CSDA Board President Neil McCormick, CSDA Executive Director SUBJECT: Proposed CSDA Bylaws Amendments The CSDA Board of Directors has approved that attached recommended changes to the CSDA Bylaws to bring forward to CSDA voting members for consideration. These recommended changes only affect one section of the bylaws (Article VIII Local Chapters) as indicated in the attached document. The main reason for the proposed change to the bylaws is to require all newly formed chapters to have 100% of their members as dues paying members of the state association (CSDA) as well. Approving this bylaws change will not affect any existing CSDA chapter or its members. This is for newly. formed chapters only. CSDA strongly encourages all chapters to promote membership in CSDA at the statewide level as it significantly helps in supporting the wide variety of efforts by the association throughout California and delivered on behalf of all districts. Ultimately, CSDA is trying to build and strengthen the relationship and connection between the statewide organization and chapters so we can better work together, communicate and have consistency in membership which makes us stronger. The proposed changes are indicated in mark -up form on the attached excerpt from the Bylaws. A full version of the current CSDA bylaws can be found online at www:csda.net/bylaws. Once your district has reviewed the proposed CSDA bylaws updates, please use the enclosed official ballot with the prepaid postage to cast your vote by mail in favor or not in favor of the changes. Completed ballots must be received by Friday July 29 2011 at 5.00 pm to be counted. Only official and fully completed ballots returned via regular mail will be counted. The results of the Bylaws ballot will be announced in the CSDA a -News and on the CSDA website -- www.csda.net. If approved, the updated bylaws will take effect on August 1, 2011. If you have any questions or require hard copies of any of any of these documents, you may contact Charlotte Lowe, Executive Assistant at charlottel(a)csda.net or (916) 442 -7887. Thank you for your participation and continued support of CSDAI Califomia Spacial Districts Association WOOD Districts ShongerTogedwr Shall the 2011 Proposed CSDA Bylaws Amendments be Adopted? ❑ Yes ❑ No CSDA Member District Authorized Signature: (OM of Board Presidand View current 2010 CSDA Bylaws at csda.net /bylaws View proposed new bylaws also at csda.net/bylaws (If you require a hard copy of either of the above listed bylaws or have questions, please call Charlotte Lowe, CSDA Executive Assistant at (877) 924- CSDA.) If approved, bylaws will become effective August 1, 2011. • •