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Agenda Packets - Board - 2005-01-22ou O''r.► 000 y Cu^sta .mesa SanitarN District 0Rth'i w� ... an Inbepenbent Special District Board of Directors Arlene Schafer Greg Woodside James Ferryman Art Perry Dan Worthington Staff Robin B. Hamers Manager District Engineer (949) 631 -1731 Thomas A. Fauth Assistant Manager Joan Revak * g, $oard Secretary am Manager Alan R. Burns Legal Counsel Wendy Hooper Davis Treasurer Phone (949) 645 -8400 Fax (949) 650 -2253 Address 628 W. 19th Street Costa Mesa, CA 92 62 7 -2 71 8 ®` Printed on Recycled Paper NOTICE OF SPECIAL MEETING COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS JANUARY 22, 2005 The Board of Directors of the Costa Mesa Sanitary District will meet on Saturday, January 22, 2005 at 8:00 a. m. at District Headquarters, 628 W. 19"' Street, Costa Mesa, California. I. Strategic Planning II. Establish Date for Open House at new District Headquarters III. Public Comments Dated: January 18, 2005 Board Secretary /Program Manager Protecting our communAN s �ealt� bN providing sof ib waste anb sewer cof f ection services. costa mesa sanitarNbistrict.o-rq ono ° �s- "- ' Ik mesa SamtayN 6 6 6 � 00R�� ®�� ... an I- Kbepefibent Special D1StYict Board of Directors Ariene Schafer Greg ff oodS ide James Ferryman Art' ferry Dan I ordtingtora Staff Robin B. Hamers Manager Dis icl Engineer O49j 631 -1731 Thomas A. Faith Assistant Manager Joan Revak. W(InI Secretary rant Manager Alan R. Burns Legal Counsel January 3, 2005 Robert and Martin Rauch Rauch Communication Consultants 936 Old Orchard Road Campbell, CA 95008 RE: 2005 Strategic Planning for the Costa Mesa Sanitary District Dear Bob and Martin: Thank you for agreeing to hold the CMSD Strategic Planning interviews and workshop on January 21 -22, 2005. Enclosed for your review is the District's 2003 -2004 Strategic Planning Action Items status report that was prepared as a result of the 2003 strategic planning workshop hosted by you. As previously discussed with you, because the District purchased a new headquarters and was faced with continual tasks to accommodate the purchase, the Board of Directors chose to rename the 2003 Strategic Plan the 2003 -2004 Strategic Plan and forgo the 2004 strategic planning workshop. Enclosed for your review are the following documents that are pertinent to the January 2005 workshop: Hooper Danis • Strategic Planning 2003 -2004 Action Items list updated with the status of !i'cnrh: _ Treasurer each item • List of subjects proposed by the Board or Staff for consideration at the 2005 strategic planning workshop It is suggested that the interviews on Friday, January 21, 2005 be modified to (949) 64s -8400 Phone 0 decrease the interview with the Mana g er /District Engineer Rob Hamers from Fay two hours to one hour while adding a one hour interview with the District's (949) 650 -2253 Assistant Manager Thomas A. Fauth and a one hour interview with the District's Treasurer Wendy Davis. Tom is responsible for the new building as well as the daily performance of the :Address District Staff located in the building. Tom is also responsible for the daily 028 W iyih Street operation of the trash collection program as well as the various recycling Costa Mesa, CA programs. Tom and Rob work together in the performance of the District's 9-2627-2718 sewer system and Rob discusses with Tom all the sensitive issues affecting the 0 District. Q oprinted oil Protect1110 011Y c0Y1411114nit'Vs bea[tb O�9 proviibinq 50[16 waste ani) Sewey collection seyviceS. Ren-cled Paper COStC1YY1eSC1SG1111tG7 YY�(�1StY1ct,.0Y�j 2005 Strategic Planning for the Costa Mesa Sanitary District Page 2 January 3, 2005 An interview with the District Treasurer Wendy Davis is very important as the new building places additional demands on the District budget. Wendy is very experienced in public agency financial matters and she has an important role in insuring the financial health and stability of the District. Wendy is in the process of preparing a mid -year 2004 budget and her comments will be important when considering the District's 2005 budget. Please consider the financial operating parameters of the District a high priority in the Strategic Planning 2005 Workshop. Wendy will also be attending the Saturday workshop. As always, the Board and Staff look forward to the upcoming strategic planning interviews and workshop. Please continue working with Joan on the arrangements for your stay in Southern California and the interviews and workshop times. Joan is also prepared to answer questions regarding the items referenced above. Joan may be reached at (949) 645 -8400 ext. 223. Sincerely, Robin B. Hamers Manager /District Engineer (949) 631 -1731 office (714) 293 -2727 cell cc: Board, Staff 1 '0 r r.%ed oil Pvot�ctimq omj c;�l'6?}n- ""wit�WS i?C tiri3 SdiG 1' %CiSr,E C,i) selva CDIIFCiIOh seyz%iccs. !?ee_vcie: ?pupe!' CC3 t I iYi i Costa Mesa Sanitary District Year 2003/2004 Strategic Planning Action Items In accordance with Board action on November 12, 2003, Year 2003 Strategic Planning Action Items are revised to be Year 2003/2004 Strategic Planning Action Items and will be completed over a two -year period. 1.1 Eliminate Sewer Spills • Interim FOG ordinance will be adopted at February regular meeting • Include funds for FOG program in 2003 -2004 CIP • Staff is proceeding on WDR • Apply for matching funds from OCSD • Field crew training and certification • SSMP already complete • Abandon 7 pumping stations • Examine NW Costa Mesa for additional abandonment Action: Continue expeditiously completing the above items Who: Staff • When: Continuing 1.2 Institutional Issues • Consider relocating • Recent meeting with City on potential building at City Hall • Benefits and limitations of contracting with City • City studying 4th floor layout • Comparison of costs with City versus relocated costs • Benefits of relocating now • Examine building, land, and operational costs of relocation • Benefits to identity of relocating • Inability to identify District's true costs from City • Inability to reward City staff designated to District monetarily and with titles • Relocation can include continued partnership with City • LAFCO concerns • One year notice provision _ • Employees leaving City for District given equal or better conditions • Using reserves for building protects money from State acquisition • Rev.12/30/04 FINAL 1 Action: Consider all eventualities prior to taking action. Appoint Institutional Issues Committee to study factors and report to Board. • Redistribute 1994 and 1995 study to Board and Staff Hold workshop to consider findings and determine actions. Who: Institutional Issues Committee When: Special meeting as soon as possible Status: 1994 and 1995 Study re- distributed to Board and Staff. Institutional Issues Committee, appointed at February 13, 2003 regular meeting, met on March 10, 2003. Item discussed at April 11, 2003 regular meeting. At Special meeting held on May 29, 2003, Board authorized one -year notice to City of Costa Mesa terminating Operating Agreement. Special Meeting held October 13, 2003. Meeting with two Council members and two CMSD Directors held October 29, 2003. At November 12, 2003 meeting Board directed staff to proceed in relocating District headquarters. Special Meetings were held January 15, 2004, February 23, 2004, March 8, 2004, April 14, 2004, May 7, 2004, June 2, 2004, June 23, 2004, July 26, 2004 and August 10, 2004. Relocation occurred on October 8, 2004. 1.3 Earmark Reserves • Research laws protecting earmarked funds • • Determine vulnerability of reserves • Determine options for earmarking funds • Consider purchasing headquarters • Consider paying off standardized containers • Understand options and be prepared to act Who: Legal Counsel — Legal issues Treasurer — Paying off standardized containers Director Ferryman — Cost of purchasing headquarters Manager — other options When: Legal opinion discussed at April 11, 2003 regular meeting. At special meeting on May 29, 2003, Board committed to purchasing new headquarters. 1.4 Safety of District Funds • Board desire for better understanding of safety mechanisms • Review thoroughness of District audit • Review District internal and external controls • Review spending policies for travel, credit cards, and reimbursements • District Investment Policy has worked well • District Investment Policy is updated yearly • No problems have ever occurred Rev. 12/30104 FINAL 2 Action: Have auditor explain audit process and answer questions from Board. • Who: Treasurer When: Fall 2003 Status: Auditor made presentation to Board on December 10, 2003 1.5 Review Costs of Special Recycling Programs • Perform cost/benefit analysis of each program • Identify options to decrease costs but maintain programs • Determine outreach benefit • Compare special programs to overall goals of District Action: Perform analysis Who: Assistant Manager When: May /June 2003 Status: Report presented by Assistant Manager at July 2003 regular meeting. Board concluded that the special recycling programs are low cost, very effective and well received by residents. All the programs will continue. • 1.6 Variable Trash Collection Rates • SRRE goal of variable rate structure • Reward those who leave out less trash • Variable rate satisfies proportionality requirement of Prop 218 • Residents still unsure of number of containers they need • Variable rate requires developing standards and monitoring field conditions • Affects billing mechanism necessitating computer reprogramming Action: Determine when implementation is appropriate Who: Assistant Manager When: December 2003 Status: Concept introduced at October 2003 regular meeting. Variable trash collection rates were discussed with trash hauler on January 21, 2004. A Special Meeting with trash hauler was held March 29, 2004 and trash hauler and District Staff will continue formulating a plan for variable trash collection rates. Board Ad Hoc Committee and full Board still considering method of implementation of variable rate structure as discussed at • September 2, 2004 meeting. Board approved a simplified variable rate program on October 4, 2004. Rev. 12/30/04 FINAL 1.7 Commercial Trash Collection • Can expand service to include remaining residential and commercial /industrial • Expansion requires collection from bins and dumpsters in addition to curb side • • Requires negotiation with the City • District has continued success in solid waste management • Provides simpler system for residents and business owners • Current system promotes excess traffic, air pollution, and street deterioration • Combining allows greater flexibility in recycling 50% of trash • Independent haulers loudly oppose change • Study and benefits previously transmitted to City Action: Re- introduce benefits of non - exclusive franchises to City by letter from Board. Who: Board of Directors When: February 2003 Status: Letter from CMSD President to Mayor sent on February 3, 2003 1.8 Liaison and Outreach with other Agencies • Existing Liaison Committee with City and MCWD working well • Meeting with Newport Beach held and follow -up letter sent • Results of liaison committees are beneficial • Board President is very active in many local meetings and organizations • • Board President sent congratulatory letter to newly elected officials • Consider hosting meeting with sewering agencies • Consider meeting with legislators Action: Host meeting with sewering agencies and meet with legislators Who: Board President and Manager to arrange When: 4th Quarter 2004 Completed: Based on continual meetings between Board President and agencies in Orange County and Sacramento, including IRWD, MCWD, CSDA, Orange County LAFCO, Sacramento legislators and others, the item is considered satisfied. 1.9 Public Restrooms • Free standing, high quality, highly attractive expensive units • Currently exist in S.F., San Jose, Palo Alto, and L.A. • Benefit to businesses and public • Requires sewer, water, electricity, and phone connections • Requires sites • Usual financing mechanism is trade for advertising space • District has Facilities Revolving Fund which may be utilized • Consider City support and participation Rev. 12/30/04 FINAL 4 Action: Update research and study feasibility Who: Assistant Manager • When: 4th Quarter 2004 Status: Director Worthington reported the City of Los Angeles is actively participating in a public restroom program and recommended staff obtain City of Los Angeles staff report and contacts for public restrooms. Director Worthington and Ferryman to meet with Newport Mesa Unified School District representatives to determine level of interest. Meeting held. Staff to make an additional contact to restroom manufacturer to determine interest in providing restrooms on school property. 1.10 Public Outreach • Extensive existing program • Two newsletters per year • Ads and press releases in newspapers and City publications • Booth at all major events: OC Fair, Public Works Expo, etc. • Distributed over 500 copies of District video 'Working for You" • Attend girl scout and other local events • Giveaways • Website up and running • Always a need for more understanding by residents of District services • Improve communication of holiday trash collection schedule Consider • a class project once a year • Consider outreach to other elected officials • Consider adult outreach • Consider survey of other agencies' efforts • Check with State Dept. of Conservation for education materials Action: Expand program to include the last seven bullet points shown above Who: Staff When: At March 11, 2003 Recycling Committee Meeting and March 12, 2003 Regular Meeting, Director Worthington and CMSD Assistant Manager selected to offer schools a half hour program and a vermicomposting program. At April 11, 2003 Regular Board Meeting, Board approved entry of CMSD Video, "Working for You "to CSDA Awards Program. Entry submitted on April 14, 2003. At April 8, 2004 Regular Board Meeting, Board approved submission of CMSD School Telephone Recycling Program for CSDA Innovative Program Award. Entry submitted on May 18, 2004. • Status: Recycling presentations by Director Worthington and Assistant Manager Tom Fauth successfully held at various schools. Rev. 12/30/04 FINAL 5 STRATEGIC PLANNING 2005 Items for Consideration 1. Need for new long -term financial plan 2. 3. 4. 5. 6. 7. • 8. 9. 10. 11. 12. 13. 14. 15. LJ Building exterior and grounds improvements Completion of interior improvements to building Manpower demands of grease control program required by Water Quality Control Board Hours of operation of new building, closing every other Friday provides better coverage and employee safety Use of new Board room by local non - profit organizations Sponsoring tours and field trips for residents and other officials Education and outreach programs Employee incentive program Human resource management Promoting waterless urinals Update Board on CMSD policies Attendance at conferences by District staff Mileage reimbursement for Directors Forthcoming Administrative Regulations; including basis for new hires, etc. • 0 CMSD Staff: 949- 645 -8400 HO Strategic Plan Phase H - Facility Exterior 1 -18 -05 HO STRATEGIC PLAN PHASE II - FACILITY EXTERIOR APPROACH - COMPETITIVE OPTIONS TO BOARD FOR APPROVAL & IMPLEMENTATION Cost Estimate Building osts - Acquisition, Furniture, MIS, ADA and Tenant Improvements: Attached External Lighting - Repair for all lights to work on building and approach Install lighting for Front Lawn Flagpole Illuminate Front of building - evening lighting Illuminate parldng lot approach Estimate due in from Crowell Electric External Motion Sensors - Front Door Entry, Rear Parldng Lot Estimate due in from Crowell Electric Repair rear door exterior lighting Estimate due in from Crowell Electric Front Door - Replace with Glass Door Install videocam feed to Servers to each computer for customer entry; Repair s rinkler system & control boxes for auto operation vs artificial turf or xerisca in 19th St ROW Vacation - in works - only SCE has an expressed conflict 1 -4 -05: Verified with Clair Flynn, 714 - 754 -5278; Postponed from 1 -10 -05 Litter Control for South and West public areas - Litter bins with City program? Repair External Columns - termite /woodrot damage-entrance & East Balcony Paint exterior? ? ? Just trim? ? ? Synthetic Lawn o tion -Cost Anal sis to be done for cost breakeven oint Backyard Golf - but only for 370 sq ft $ 2,875.00 Landscaping: Plants, shrubbery around facility - Xerisca in Lloyd's ? Flagpole Front Entrance - evening lighting AA Flag & Banner Co $ 3,776.66 Re air Roof - See Roof inspection Report and Bid $ 903.00 Flashing and missing tiles repair; Install Gutters; Replace woodrot on roof air duct outlets, repaint; Driveway Approach - 2% sidewalk with City-Tom Banks- "Redevelopment" SCE transformer in south yard of HO - screen with landscapin /Xedscaping Bird of Paradise /Jasmine etc - See example on Newport Blvd SBC - Paint and screen box on Meyer Place Double Pane window replacements - energy efficient SubTotal $ 7,554.66 INTERIOR CLEANUP As -Built Plans from RTA / KDC Organize Manager's Office WIP - Furniture/Computer Auction -Cost is TBD if any-, Open House 2- 24 -05? DMV Parking? Church Parking? Director's Photos? Ma p& Pics in Offices -Artwork, Photos -Framed - Staff Discussion and Pro osal —Larry Dreiman - Overhead ?; OCSD - Nick Ahrontes ?, Pics of District in action - Vermicom olstin , Vactors, Landscape now? SCE Vault shrubbery? Replace broken Conf Rm Window La to Projection System $ 1,200.00 White Board - Conference Room Purchased - to be installed $ 200.00 Establish Pest Control Agreement - i.e. month) Orkin /Staff use traps SubTotal $ 1,400.00 TO DO CLEAN -UP Towin Com an A greement - District Placards for windshields /mirrors Alan Bums: Approval to company er code? 21113CVC, (Requires owner to be present ? ? ? 22659CVC; CMPD: 714- 754 -5255 Post Required Posters Partial complete -Need to add in data - i.e. dates TAF ACTION: WRITE OUT SPECS - SITE PLAN, FLAGPOLE, TRASH CANS; 1 of 2 40 i CMSD Staff: 949- 645 -8400 HQ Strategic Plan Phase ll - Facility Exterior 1 -18 -05 2of2 Deadbolts after Final sign -off of building - use during office hours only??? $ _ Mini-fridge for 1st floor Conference Room Home Depot) $ 150.00 KDC - Straighten crooked T -Bars in conference room sub otal $ 150.00 COMPLETED FOLLOWUP Install Permitting Office Blinds Debbie's office 11/16/2004 $ 328.00 Paint Law Offices block in grey on front of building 11/12/2004 $ 150.00 Cir to touch-up carpet installation Done - Warranty coverage $ - Microwave & Stand in kitchen Oct -04 $ 150.00 Move boxes to storage 11/23/2004 $ - Decision - Cost - effective to not buy District Staff vehicle SDRMA Insurance 11/23/2004 $ Install Ke box in Safe Closet 11/29/2004 $ Move 4 lateral files upstairs 5- drawers each 11/30/2004 $ Repair HVAC condensation drain - 12/21/2004 $ from window to down side of window- functions ro eri -check in summer; Tx 9' trash enclosure pad and fence screening 12/8/2004 $ Concrete Ideas 12/8/2004 $850.00 Surefit Screens - Privacy Screen - White Blockout 12/8/2004 $1,346.87 Trim front tree covering 628 address sin on building 12/07/04 - No Charge - Asst Mgr completed $ KDC: repaired Meyer Placesprinkler-broken when ADA sidewalk installed 12/23/2004 - No charge $ Bottom Rear Entry Door Edge Guard - Home Depot 1/4/2005 $ 12.00 KDC to reattach ADA sign on rear of building Done - No charge - Asst Mgr $ Conference Room - Flag, Pole, Stand, US & CA State - Nikkis Flags; 12/9/2004 $ 349.17 Install Vertex shelving in Permitting Room Debbie's office/Wend s Office Completed $ 600.00 SDRMA Walk -Thru for Safe -Risk Assessment Review Ground Safety) 1-10-05&2-11-05 - No charge $ - Curb in Parkin Lot (trivial defect), ADA sidewalk, Front sidewalk, grass, $ Meyer Handrails vs Skateboarders $ SDRMA Loss Prevention Review - Aldan Tanse - Reasonable Rvw 2 -11 -05 - No charge $ Karen Lafferty 916 - 231 -4141 No Cost to inspect) $ Staff Reviews: 11-23-04,11-30-04, 1 -03 -05 SubTotal BLUE = REVISED DATA 2of2 • • • CMSD Staff: 949 - 645 -8400 PROPOSED HQ STAFF OPERATIONS 1 -04 -05 OPERATIONS HQ closed every other Friday T- Chart: Pros Cons 9 hrs /day x 8 days plus one 8 hour day Closed to Public every other Friday Full Staff 9 days, 9 hours /day every two weeks Closed to Directors every other Friday Engineering continues unchanged (Engineer) Inspections continue unchanged (Paul Guzman) Sewer Crews /Maintenance continues unchanged Gerry Vasquez and Crews continue - always there Ordinance Enforcement Officer continues (Ron Shef) CMD continues primary customer service role (removed CMSD phone # from green card) Saves utility costs additional 26 days / year West side of town, no PD next door, small staff Small CMSD HQ Staff - See list of other Jurisdictions closed every other Friday Supports AQMD Rideshare guidelines Public Service Hours Remain: 8AM - 5PM Publicize with Public Notice: PSA/Newsletter Original plans Required Receptionist- Suggest for Core Hours only 9/80 Plan Options 1 - HQ closed every other Friday - See T -Chart above 2 Half staff = 2 112 people every Friday, split two floors 3 Status Quo - Only Asst Mgr has every other Friday Off �i Cities /Districts that are closed every other Friday: City of Tustin City of Orange City of San Clemente City of Irvine City of Fullerton City of Placentia City of Buena Park City of La Palma City of Westminster City of Garden Grove City of Yorba Linda City of Brea LAFCO Cities /Districts that are closed every Friday: City of Stanton Cities /Districts with Half Staff on Friday: City of San Jaun Capistrano City of Cypress OCSD MCW D City of La Habra City of Los Alamitos City of Seal Beach City of Costa Mesa City of Anaheim • • • 6 CMSD Staff: 949 - 645 -8400 Proposed Staff Work Schedule 1/11/2005 HC CORE Tom Fauth Joan Revak Denise Gilbert Debbie B'ornson Sh—erry Kallab DUTY HRS HRS 6:30 AM 7:00 AM 7:30 AM 8:00 AM 8:30 AM 9:00 AM 9:30 AM 10:00 AM 10:30 AM 11:00 AM 11:30 AM _ 12:00 PM 12:30 PM 1:00 PM 1:30 PM 2:00 PM 2:30 PM 3:00 PM 3:30 PM 4:00 PM 4:30 PM 5:00 PM A Coverage ensures there will be a minimum of three Staff members other than Tom on HQ dutV du ina normal duty hours at all times except when Tom is on duty; B HQ Business Hours are 8AM - 5PM; C Schedule is proposed for Monday throu h Frida with the following exceptions: D Every other Friday District is closed; E On District Open Fridays, Staff members work one hour less, closing the District @ 4 PM; F Core Work Hours are 9 AM to 3 PM, M -F: Core Hours are defined as the hours everyone must be in place to be responsive to Customer needs; G I Ron Shef is available to assist as needed - i.e. Delivery of Board Packets, Site visits, HQ Staff requests; H ITreasurer Wendy Davis is present for duty at HO on a flexible basis, expected to reduce to approximately 5 -10 hours per week during CY 2005; 0 0 CMSD Simple Cost Benefit Analvsis Summary of Special Programs C] CMSD Staff, 949 -645 -8400 1/11/2005 Cost Benefit Analysis Guidance Options: 1. Financial Justification - Justification based on CMSD objectives and needs; Decision Criteria include ROI, IRR, Payback period, Total Cost, Capital Costs, Cost/customer; 2. Return on Investment - Return from a program / cost of the program 3. Cost of Ownership - System Life Cycle Costs including Acquisition, Operation, Maintenance & Disposal - Looks for lowest costs, and assumes benefits are constant among alternatives _ _ Recommended Method: Services based on Cost/Customer Unit _ Customer Units: If Trash Customers: 21,090 (Residential Units) # Sewer Customers: 45,000 Sewer Connections District Mission Statement "Protecting our community's health by providing solid waste and sewer collection services." ANNUAL ANNUAL DIRECT COSTS Average Cost/ Month PROPOSED BUDGET Average Cost / Month PROPOSED BUDGET / TARGET PROGRAMS NOTE 2002 -03 2002 -03 2003 -04 2003 -04 CUST UNIT CUSTOMERS BENEFIT 1. TRASH SPECIAL PROGRAMS CHRISTMAS TREE RECYCLING (CMD) (Incl Flyers & Posters $300.82) $ 4,918.35 $ 409.86 $ 5,000.00 416.67 0.24 All SFR, MFR CMD Services Recycling - Public Service GREETING CARD RECYCLING (Mail Box Ctr) 800 Ibs mailed in 2003 $ 177.54 $ 14.80 $ 200.00 $ 16.67 $ 0.01 All SFR, MFR Recycling - Public Service HHW (CURBSIDE) On -Going Service $ 23,365.00 $ 1,947.08 $ 24,000.00 $ 2,000.00 $ 1.14 All SFR, MFR Environmental - Public Service LARGE ITEM PICKUP (CMD Collect/Transport) Twice Yearly / Customer Included in ktr) $ - $ - $ - $ - All SFR, MFR CMD Services Environmental - Public Service LARGE ITEM PICKUP - Net Landfill Costs Twice Yearly / Customer $ 9,089.59 $ 757.47 $ 12,500.00 $ 1,041.67 $ 0.59 All SFR, MFR CMD Services Environmental - Public Service PHONEBOOK RECYCLING (CMD) PACBELL Reimb $510.60 Included in ktr) $ - $ - $ - $ - All SFR MFR Public Service - School Outreach PHONEBOOK RECYCLING (AWARDS) School Awrds $ 10,554.00 $ 879.50 $ 10,500.00 $ 875.00 $ 0.50 All School Children Public Service - School Outreach SHARPS (STERICYCLE) On -Going Service $ 2,773.00 $ 231.08 $ 2,800.00 $ 233.33 $ 0.13 Sharps Users Environmental - Public Service SHARPS CONTAINERS 25 CASES' 36 /CS' 1.25 $ 3,14618 $ 262.23 $ 3,150.00 $ 262.50 $ 0.15 Sharps Users Environmental - Public Service USED TIRE ROUNDUP (Cal Conservation Corp) Split Weighted Cost with CCM $ 221.85 $ 18.49 $ 250.00 $ 20,83 $ 0.01 All SFR, MFR Environmental - Public Service SUBTOTAL $ 54,246.11 $ 4,520.51 $ 58,400.00 $ 4,866.67 $ 277 2. SEWERS Sewers Special Programs are included in Flyers listed below. 3. COMBINED TRASH & SEWERS SPECIAL EVENTS: SCHOOL RECYCLING PRESENTATIONS (27) Promotionals (Tootsie Pops) $ 30.00 2.50 $ 540.00 $ 45.00 $ 0.01 All School Children Public Service - School Outreach SCHOOL VERMICOMPOSTING PROGRAM (27) 1 Worm Bin & 2lbs worms /school $ 1,000.00 $ 83.33 $ 1,000.00 $ 83.33 $ 0.02 All School Children Public Service - School Outreach SAFETY EXPO BOOTH (May) Promotionals (CDs, Magnets) $ 600.00 $ 50.00 $ 600.00 $ 50.00 $ 0.01 All Residential /Comm/Indust Public Service - Outreach Note: CR &R provides a flathed display vdth bales of compacted recyclables, enhancing public education Note: CMD and CR &R each provide $100, funding 8 US Savings Bonds for the SAFETY EXPO "Count the Cans" Contest COUNTY FAIR BOOTH (July) Booth Labor only $ - $ - $ - $ - $ - All Residential /Comm /Indust Public Service - Outreach SUBTOTAL $ 1,630.00 $ 135.83 $ 2,140.00 $ 178.33 $ 0.05 PUBLIC OUTREACH NEWSLETTERS Reprographics - Mailing Costs $ 15,252.97 $ 1,271.08 $ 16,000.00 $ 1,333.33 $ 0.36 All SFR MFR Public Service - Outreach FLYERS HomeOwner's Guide to Sewer Lateral Maint Reprographics Costs $ 3,383.39 $ 281.95 $ 3,500.00 $ 291.67 $ 0.08 All Homeowners /Renters Public Service - Outreach Restaurant Owner's Guide for Grease Control Reprographics Costs Included above Restaurant Owners Public Service - Outreach CMSD Electronic Waste Reprographics Costs Included above All SFR MFR Public Service - Outreach Home Generated Sharps Recycling Program Reprographics Costs Included above Sharps Users Public Service - Outreach CMSD Vermicomposting Guide Reprographics Costs - 5000 $ 130.00 $ 10.83 $ 130.00 $ 10.83 $ 0.00 All School Children Public Service - Outreach ADVERTISEMENTS Public Service - Outreach Parks & Recreations Quarterly Publication Cost $ 1,250.00 $ 104.17 $ 1,250.00 $ 104.17 $ 0.03 All SFR MFR Public Service - Outreach Monthly notices Publication Cost Included above All Residential /Comm /Indust Public Service - Outreach SUBTOTAL $ 20,016.36 $ 1,668.03 $ 20,880.00 $ 1,740.00 $ 0.46 4. TOTALS TRASH $ 54,246.11 $ 4,520.51 $ 58,400.00 $ 4,866.67 $ 237 SEWERS $ 21,646.36 $ 1,803.86 $ 23,020,00 $ 1.918.33 $ 0.51 TOTALS $ 75,892.47 $ 6,324.37 $ 81,420.00 $ 6,785.00 $ 328 CMSD Staff, 949 -645 -8400 1/11/2005 • COSTA 9WESA SA99TART(Z)ISTRIICT Memorandum To: Board of Directors From: Wendy H. Davis, Treasurer Date: January 18, 2005 Subject: Financial Strategic Plan The attached Financial Reports include: ... an Independent Specia( strict 1. Solid Waste Fund Statement of Revenues and Expenses. 2. Liquid Waste Fund Statement of Revenues and Expenses. 3. Liquid Waste Fund Capital Project Expenditures as of 12/31/04. 4. FY 2004 -05 Adopted Dues & Professional Organizations. 5. Trash Container Lease Schedule.. I would like to start off by staying the Revenue and Expense Reports included are very preliminary. We are just now able to run reports, but have not yet reconciled them. The attached Revenue and Expense Reports show where we are as of December 31, 2004, show the projection of where we think we will be at June 30, 2005 and show a Proposed 2005 -06 Budget. The Proposed 2005 -06 Budget is a very rough estimate and will be updated every month as we go through the budget process. The Liquid Waste Fund Capital Projects Expenditures Report reflects where we are as of December 31, 2004. At the next Board meeting we will request the Prior Year's Capital Projects balances be carried forward. The Adopted Dues and Professional Organizations chart is included for your information. A Copy of the Trash Container Lease is also attached so.that the Board may look at paying off the debt early. According to the schedule it would cost $1,501,906.89 to pay it off in the 2005 -06 Fiscal Year. The interest rate on the debt is 3.65% which is more than we earn on our portfolio, therefore it may be a good idea to look further into this. Rob has mentioned that there maybe a prepayment penalty. 4'Wecting our community's health 6y providing soCidu aste andsewercollection'services. costamesasanitarydrstrict. org 4� COSTA MESA SANITARY DISTRICT Solid Waste Fund Statement of Revenues and Expenses Mid -Year Review 2004 -06 12/31104 Percent 6/30/06 Percent 2005 -06 REVENUES Budget Actual of Budget Projected of Budget Proposed Solid Waste Charges 4,771,979 27673,844 56.03% 4,771,979 100.00% 4,771,979 Other Charges for Services 225 0.00% - 0.00% 200 Other Reimbursements 2,200 57 2.60% 150 6.82% 500 Sale of Maps, Plans & Specs - - 0.00% - 0.00% - Investment Income 51,500 28,235 54.82% 50,000 97.09% 50,000 Property Taxes 92,910 16,407 17.66% 85,000 91.49% 85,000 New Trash Container Fees 15,000 8,902 59.35% 15,000 100.00% 25,000 Contributions 25,500 25,000 98.04% 25,500 100.00% 25,500 Total Revenues 4,959,314 2,752,445 288.50% 4,947,629 495.39% 4,958,179 OPERATING EXPENSES varies Salaries & Benefits 84,190 40,410 48.00% 80,000 95.02% 85,000 10% Professional Services 2,000 80 4.00% 1,000 50.00% 1,000 10% Strategic Planning 600 - 0.00% 600 100.00% 600 35% District Manager 17,500 5,271 30.12% 11,000 62.86% 15,000 35% Legal Services 25,200 5,622 22.31% 20,000 79.37% 15,000 35% Finance/Treasury Services 31,500 14,147 44.91% 30,000 95.24% 30,000 35% Auditing Services 2,205 - 0.00% 2,205 100.00% 3,000 35% Contractual Services 2,275 2,396 105.31% 5,000 219.78% 5,000 Trash Hauler 2,258,600 1,129,807 50.02% 2,260,000 100.06% 2,345,000 Recycling & Disposal 2,121,620 894,996 42.18% 2,160,000 101.81% 2,210,000 50% Other Contract Services (Election Expense) 13,750 - 0.00% 13,750 100.00% - 10% Building Maintenance 840 206 24.56% 1,000 119.05% 1,000 1i&Equipment Maintenance 750 574 76.48% 1,500 200.00% 1,000 1 Office Supplies 805 571 70.95% 2,000 248.45% 2,000 Multi -Media Promotion /Subscriptions 1,600 375 23.45% 1,600 100.00% 3,000 10% Postage 1,100 73 6.66% 1,000 90.91% 1,000 10% Public Info /Education /Community Promotion 1,900 363 19.12% 1,900 100.00% 1,500 Small Tools & Equipment 1,100 6 0.50% 300 27.27% 500 varies Professional Memberships /Dues 9,475 5,894 62.20% 11,000 116.09% 11,000 10% Staff Development 700 84 12.04% 500 71.43% 500 10% Travel /Meals /Lodging /Meetings /Mileage ReimbL 1,320 1,059 80.21% 2,000 151.52% 2,000 10% General Liability 5,130 5,263 102.60% 5,263 102.59% 5,500 10% Telephone /Cellular Service 2,050 775 37.83% 2,050 100.00% 2,000 10% Utilities - Building 1,000 161 16.08% 800 80.00% 800 10% Rent & Related Costs 400 323 80.64% 800 200.00% 800 Sharps Program 10,000 1,637 16.37% 6,000 60.00% 6,000 Household Hazardous Waste Program 20,000 7,845 39.23% 20,000 100.00% 30,000 Telephone Book Recycling Program 10,500 122 1.16% 10,500 100.00% 10,500 Large Item Pick -Up 10,000 - 0.00% - 0.00% - Used Tire Roundup Program 600 149 24.83% 149 24.83% 600 Christmas Tree Program 500 - 0.00% - 0.00% - Greeting Card Program 500 - 0.00% - 0.00% - Non- operating Expense - Other 1,000 - 0.00% - 0.00% 1,000 Container Replacement Program 35,000 25,130 71.80% 80,000 228.57% 80,000 Debt Service- Principal Payment 210,913 - 0.00% 210,913 100.00% 218,682 Debt Service- Interest Payment 63,229 34,441 54.47% 63,229 100.00% 55,460 Contingency 2,500 - 0.00% - 0.00% 2,500 Total Operating Expenses 4,952,352 2,177,780 43.97% 5,006,059 101.08% 5,146,942 EXCESS (DEFICIENCY) OF REVENUES OVER EXPENDITURES 6,962 574,665 (58,430) (188,763) • 3 COSTA MESA SANITARY DISTRICT Liquid Waste Fund Statement of Revenues and Expenses Mid -Year Review OPERATING EXPENSES varies Salaries & Benefits 90% Professional Services 90% Strategic Planning 65% District Manager 65% Legal Services Engineering /Architectural Services 65% Finance/Treasury Services 65% Auditing Services 65% Contractual Services 50% Other Contract Services (Election Expense) Other Contract Services (Sewer Expense) 90% Building Maintenance 90% Equipment Maintenance 90% Office Supplies Multi -Media Promotion /Subscriptions 90% Postage 90% Public Info /Education /Community Promotion Small Tools & Equipment varies Professional Memberships /Dues 90% Staff Development 90% Travel /Meals /Lodging /Meetings /Mileage Reimb 90% General Liability 90% Telephone /Cellular Service 90% Utilities - Building Utilities -Pumps 90% Rent & Related Costs Contractual Services -City Contractual Services -Other Contingency Total Operating Expenses 450,185 23,400 32,500 46,800 190,000 58,500 2,662 4,225 13,750 1,000 7,560 6,800 7,245 18,900 9,900 17,100 4,500 15,525 6,300 11,880 46,170 18,400 6,900 68,100 3,600 550,000 8,300 22,500 1,652,702 192,558 720 15,690 12,801 63,918 35,415 7,977 1,006 1,857 4,656 5,141 2,862 659 2,941 820 12,083 2,018 6,769 47,368 6,509 1,451 32,436 2,903 184,333 2,249 647,138 42.77% 3.08% 0.00% 48.28% 27.35% 33.64% 60.54% 0.00% 188.81% 0.00% 100.60% 24.56% 68.46% 70.95% 15.14% 6.66% 17.20% 18.23% 77.83% 32.03% 56.97% 102.60% 35.37% 21.03% 47.63% 80.64% 33.52% 27.09% 0.00% 39.16% 400,000 3,000 5,000 32,500 28,000 125,000 70,000 5,000 11,000 13,750 3,000 4,000 9,500 10,000 6,000 7,000 10,000 2,000 17,000 4,000 12,000 48,000 16,000 5,000 68,000 3,000 550,000 6,000 1,473, 750 88.85% 12.82% 0.00% 100.00% 59.83% 65.79% 119.66% 187.83% 260.36% 100.00% 300.00% 52.91% 139.71% 138.03% 31.75% 70.71% 58.48% 44.44% 109.50% 63.49% 101.01% 103.96% 86.96% 72.46% 99.85% 83.33% 100.00% 72.29% 0.00% 89.17% • 2005 -06 Proposed 2,050,000 14,000 10,000 500 500 100 250,000 10,000 2,335,100 450,000 10,000 5,000 34,000 30,000 130,000 70,000 5,000 10,000 3,000 6, 10, 8,000 13,000 10,000 10,000 2,500 18,000 6,000 12,000 48,000 16,000 6,000 68,000 578,000 6,000 22,500 1,587,000 CAPITAL PROJECTS 2004 -05 12131/04 Percent 6/30/05 Percent REVENUES Budget Actual of Budget Projected of Budget Liquid Waste Charges 1,906,147 999,333 52.43% 1,906,147 100.00% Permits & Inspection.Fees 27,700 6,030 21.77% 14,000 50.54% OCSD Fees -CMSD Share 5% 25,500 - 0.00% 10,000 39.22% Other Charges for Services 1,375 - 0.00% 500 36.36% Other Reimbursements 650 515 79.19% 1,000 153.85% Sale of Maps, Plans & Specs 100 24 24.00% 100 100.00% Investment Income 236,700 159,997 67.59% 275,000 116.18% Property Taxes - - 0.00% - 0.00% Sewer Permits 10,000 5,500 55.00% 12,000 120.00% Contributions - - 0.00% - 0.00% Total Revenues 2,208,172 1,171,400 53.05% 2,218,747 100.48% OPERATING EXPENSES varies Salaries & Benefits 90% Professional Services 90% Strategic Planning 65% District Manager 65% Legal Services Engineering /Architectural Services 65% Finance/Treasury Services 65% Auditing Services 65% Contractual Services 50% Other Contract Services (Election Expense) Other Contract Services (Sewer Expense) 90% Building Maintenance 90% Equipment Maintenance 90% Office Supplies Multi -Media Promotion /Subscriptions 90% Postage 90% Public Info /Education /Community Promotion Small Tools & Equipment varies Professional Memberships /Dues 90% Staff Development 90% Travel /Meals /Lodging /Meetings /Mileage Reimb 90% General Liability 90% Telephone /Cellular Service 90% Utilities - Building Utilities -Pumps 90% Rent & Related Costs Contractual Services -City Contractual Services -Other Contingency Total Operating Expenses 450,185 23,400 32,500 46,800 190,000 58,500 2,662 4,225 13,750 1,000 7,560 6,800 7,245 18,900 9,900 17,100 4,500 15,525 6,300 11,880 46,170 18,400 6,900 68,100 3,600 550,000 8,300 22,500 1,652,702 192,558 720 15,690 12,801 63,918 35,415 7,977 1,006 1,857 4,656 5,141 2,862 659 2,941 820 12,083 2,018 6,769 47,368 6,509 1,451 32,436 2,903 184,333 2,249 647,138 42.77% 3.08% 0.00% 48.28% 27.35% 33.64% 60.54% 0.00% 188.81% 0.00% 100.60% 24.56% 68.46% 70.95% 15.14% 6.66% 17.20% 18.23% 77.83% 32.03% 56.97% 102.60% 35.37% 21.03% 47.63% 80.64% 33.52% 27.09% 0.00% 39.16% 400,000 3,000 5,000 32,500 28,000 125,000 70,000 5,000 11,000 13,750 3,000 4,000 9,500 10,000 6,000 7,000 10,000 2,000 17,000 4,000 12,000 48,000 16,000 5,000 68,000 3,000 550,000 6,000 1,473, 750 88.85% 12.82% 0.00% 100.00% 59.83% 65.79% 119.66% 187.83% 260.36% 100.00% 300.00% 52.91% 139.71% 138.03% 31.75% 70.71% 58.48% 44.44% 109.50% 63.49% 101.01% 103.96% 86.96% 72.46% 99.85% 83.33% 100.00% 72.29% 0.00% 89.17% • 2005 -06 Proposed 2,050,000 14,000 10,000 500 500 100 250,000 10,000 2,335,100 450,000 10,000 5,000 34,000 30,000 130,000 70,000 5,000 10,000 3,000 6, 10, 8,000 13,000 10,000 10,000 2,500 18,000 6,000 12,000 48,000 16,000 6,000 68,000 578,000 6,000 22,500 1,587,000 CAPITAL PROJECTS Waste Discharge Req /FOG 142,279 9,148 6.43% 142,279 100.00% 142,279 Capital Projects -To Be Determined 411,758 - 0.00% - 0.00% 411,758 Carryover CIP 5,088,608 351,011 6.90% 1,200,000 23.58% 3,888,608 Total Capital Projects 5,642,645 360,159 6.38% 3,696,279 65.51% 4,442,645 TOTAL EXPENSES 7,295,347 1,007,297 13.81% 5,170,029 70.87% 6,029,645 EXCESS (DEFICIENCY) OF REVENUES OVER EXPENDITURES (5,087,175) 164,103 (2,951,282) 3,694,5 u 2004 -05 Budget 174 Waste Discharge Req /FOG TBD Capital Projects Total 2003 -04 Budget 149 Sinking Fund /Swr Replacement 159 Televising Sewer Lines 164 Misc Sewer Work/Manhole 172 Waste Discharge Req/WDR Ph 1 173 SC Plaza Pump St Force Main Carryover Budgets 129 Bristol St. Pump 147 Update Early Warning System 149 Sinking Fund /Swr Replacement 156 Earthquake /Emergency 159 Televising Sewer Lines 161 Construction Water Svc 11 Stns 162 Use of Enzymes Pilot Program 164 Misc Sewer Work/Manhole 165 Rehab Canyon Pump Stn crr 166 Manhole & Pump Stn Coat crr 167 Emerson St Sewer Reloc crr 168 Tustin Pump Remodel Mesa/Irvine 169 Telemetry System Upgrade 170 Emer Response Plan -Pump Stns 172 Waste Discharge Req/WDR Ph 1 173 SC Plaza Pump St Force Main Emergency Capital Replmt Res Total Total Capital Improvement Projects • • Costa Mesa Sanitary District Liquid Waste Fund Capital Project Expenditures as of 12/31104 Adopted Budget Tsfrs Amended Prior Years Expenditures Available Budgets In/ Out Budget Expenditures as of 12/31104 Balance - 142,279 142,279 - (9,147.50) 133,131.50 554,037 (142,279) 411,758 - - 411,758.00 554,037 - 554,037 - (9,147.50) 544,889.50 100,000 (100,000) - - - - 18,000 (10,686) 7,314 (7,313.69) - - 90,000 (45,910) 44,090 (44,090.33) - - 250,000 (128,681) 121,319 (121,318.70) - - 190,000 (190,000) - - - - 131,487 - 131,487 (177,004.91) - (45,517.91) 98,225 (88,544) 9,682 (9,681.91) - 0.00 1,395,805 100,000 1,495,805 - 1,495,805.00 1,000,000 - 1,000,000 - 1,000,000.00 71,000 10,686 81,686 (39,635.63) (1,760.00) 40,290.68 - 320 320 (320.47) - - 60,000 - 60,000 (35,021.26) - 24,978.74 327,960 45,910 373,870 (237,483.65) (67,216.23) 69,169.79 240,000 (227,091) 12,910 (12,909.50) - - 540,000 100,000 640,000 (14,789.71) (239,161.34) 386,048.95 110,000 - 110,000 (6,950.00) - 103,050.00 1,140,000 - 1,140,000 (4,340.00) - 1,135,660.00 50,000 (10,390) 39,610 (39,610.00) - - 26,600 - 26,600 - - 26,600.00 - 128,681 128,681 - (37,686.00) 90,995.30 - 190,000 190,000 - (5,187.38) 184,812.62 - 225,704 225,704 - - 225,704.00 5,839,077 0 5,839,078 (750,470) (351,011) 4,737,597 6,393,114 0 6,393,115 (750,470) (360,158) 5,282,487 r- COSTA MESA SANITARY DISTRICT FY 2004 -2005 Adopted Dues & Professional Organizations C] 40/60 50/50 50/50 50/50 50/50 50/50 50/50 50/50 10/90 50/50 • r� �J J Solid Liquid Combined Membership Fund Fund Total Local Agency Formation Commission (LAFCO) 4,500 6,750 11,250 Santa Ana River Flood Protection Agency (SARFPA) 1,400 1,400 California Special Districts Association (CSDA) 1,200 1,200 2,400 CSDA - Local Ballot Initiative 150 150 300 Costa Mesa Chamber of Commerce 200 200 400 California Association of Sanitation Agencies (CASA) - 2,400 2,400 ISDOC 25 25 50 Costa Mesa Historical Society 125 125 250 National Notary Association 40 40 80 Calif Society of Finance Officers 50 50 100 Calif Municipal Treasurer Association 60 60 120 Other 3,125 3,125 6,250 Total 9,475 15,525 25,000 C] 40/60 50/50 50/50 50/50 50/50 50/50 50/50 50/50 10/90 50/50 • r� �J J -A, • PREPARED BY MUNICIPAL FINANCE CORPORATION DATE: July 3, 2003 PROPOSED LEASE PURCHASE FOR: Costa Mesa Sanitary District RE: Refinancing of Lease #01- 074 -AF on 8/28/03 NOTE: TERMS ARE BASED UPON LEASE BEING BANK QUALIFIED Purchase Option amount is exclusive of the rental payment due on same date. Interest rate quote is valid for an acceptance within 30 days and lease funding within 60 days. Payments: Semi - annually in ARREARS 8 years 3.65% PMT Due Date Rent Purchase To To # Payment Option Principal Interest 1 2/28/2004 $ 137,070.99 $1,829,154.24 $ 102,630.12 $ 34,440.87 2 8/28/2004 137,070.99 1,722,038.54 104,503.12 32,567.87 3 2/28/2005 137,070.99 1,612,967.98 106,410.30 30,660.69 4 8/28/2005 137,070.99 1,501,906.89 108,352.29 28,718.70 5 2/28/2006 137,070.99 1,388,818.92 110,329.72 26,741.27 6 8/28/2006 137,070.99 1,273,667.10 112,343.24 24,727.75 7 2/28/2007 137,070.99 1,156,413.76 114,393.50 22,677.49 8 8/28/2007 137,070.99 1,037,020.55 116,481.18 20,589.81 9 2/28/2008 137,070.99 915,448.41 118,606.97 18,464.02 10 8/28/2008 137,070.99 791,657.58 120,771.54 16,299.45 11 2/28/2009 137,070.99 665,607.57 122,975.62 14,095.37 12 8/28/2009 137,070.99 537,257.14 125,219.93 11,851.06 13 2/28/2010 137,070.99 406,564.32 127,505.19 9,565.80 • 14 8/28/2010 137,070.99 273,486.36 129,832.16 7,238.83 15 2/28/2011 137,070.99 137,979.72 132,201.60 4,869.39 16 8/28/2011 137,070.99 0.00 134,614.36 2,456 63 • TOTALS: $ 2,193,135.84 $ 1,887,170.84 $ 305,965.00 Approved and agreed to: Costa Mesa Sanitary District By: Title: Date: COSTA MESA SANITARY DISTRICT RECYCLING PROGRAMS Free Services Available to Residents Using Curbside Service SUMMER LARGE ITEM COLLECTION ONE -TIME ADDITIONAL LARGE ITEM COLLECTION BY CALL -IN CHRISTMAS TREE RECYLING PROGRAM EDUCATION MATERIALS TOUR OF MATERIALS RECYCLING FACILITY IN STANTON ® Free Services Available to All Residents in Costa Mesa, Santa Ana Heights and Limited Portions of Newport Beach . 1/10/05 DOOR -TO -DOOR HOUSEHOLD HAZARDOUS WASTE COLLECTION SCHOOL TELEPHONE BOOK RECYCLING CONTEST WITH MONETARY AWARDS SCHOOL RECYCLING AND MAGIC SHOW PRESENTATION WORM -FARM COMPOSTING PROGRAM FOR SCHOOLS USED SPRINGS RECYCLING CONTAINERS AT DESIGNATED PHARMACIES USED TIRE RECYCLING PROGRAM RECYCLING PROJECTS FOR NON - PROFIT GROUPS COPIES OF 15 MINUTE AWARD WINNING VIDEO Protecting the E.nammnent by Increasing *gc(ng andAwarmw (949) 645 -84W crosdeagov COSTA MESA SANITARY DISTRICT RECYCLING COMMITTEE GOALS FOR 2005 -2006 Encourage Recycling Projects by Non - Profit Organizations Establish High School Recycling Programs and Education Utilize $500 Recycling Support from Costa Mesa Disposal Prepare for Year 2006 Mandatory Household Battery and Electronic Waste Recycling Research Food Recycling i Update District's Award - Winning "Working for You" Video Educate Residents on One Container Mixed Trash Recycling Program Provide Tours of CR Transfer Materials Recovery Facility Continue to Educate Students on the Importance of Recycling 0 1/10/05 Protecting the Environment by Increasing *cycling andAwareness (949) 64544M crosdcagov 0 USE OF CMSD BOARD ROOM The Board of Directors of the Costa Mesa Sanitary District understands there is a shortage of meeting rooms available for non - profit local groups. Although the Board uses its Conference Room on a frequent basis, the Board is making the Conference Room available on an experimental basis for use by various groups provided the following requirements are met. Requirements for Use of CMSD Board Room 1. There is no charge for use of the room. 2. Groups using the room must be headquartered in Costa Mesa or Santa Ana Heights and must be a not - for - profit local group. is 3. A maximum of 20 people are allowed in the room. 4. No food or drink except for water may be brought into the room. 5. Meetings may last up to one and one -half (1 -1/2) hours. 6. Meeting arrangements must be made 72 hours in advance of the meeting time by calling 949/645 -8400, extension 1. 7. Meetings may be held Monday- Friday between the hours of 9:00 a.m. and 4:30 p.m. 8. The CMSD reserves the right to decline the use of the room to any group and may require the room be cleared without warning. 9. Damage caused to the room will be billed to the group's representative. 10. Meeting attendees shall conduct themselves in a quiet and professional manner. •