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Agenda Packets - Board - 2012-01-26Jaines Ferryman, Vice Prai�cjent Jarnes Fitzpattick As lstil n,l Secretary" Michael chew er r,retary Arthur Perry DIf'ieclo,° 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). i!Lg ' , M, 1e.e in g — "I"hursdaly, cain uxi"y' i t 201.2 RECOMMENDED ACTION I. CALL TO ORDER —5:30 p. li , — 628 W. 19`h Street, Costa Mesa II. PLEDGE OF ALLEGIANCE — President Ooten 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. Vl. 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. �8­otecting our community's heaftFi by providirtg solufwaste and sewer coffection services, w. crosdca.gov AGENDA Reports A. Minute Approval 1. Sewer System Committee Meeting —December 6, 2011 2. Recycling Committee Meeting — December 12, 2011 3. Regular Board of Directors Meeting — December 15, 2011 a. Regular Board of Directors Meeting — November 30, 2011 - REVISED 4. Special Meeting —December 27, 2011 B. Financial Reports 5. Refunds jarwa:-tY 26,2012 Pale RECOMMENDED ACTION Approve 6.. Occupancy Report and payment to Costa Mesa Disposal — December 2011 Approve 7. Contract Payment to CR Transfer for Recycling Services & Disposal Ratify Payment for December 2011 8. Adoption of Warrant Resolution No. CMSD 2012 -7 Ratifying Payment for the Month of December 2011 in the amount of $662,774.95 9. Directors' Compensation and Reimbursement of Expenses for the Month of December 2011 10. Annual Report of Expenses -- Fiscal Year 2010 -11 11. Investment Report as of December 31, 2011 --- - - - - -- -END OF CONSENT CALENDAR -- VII. PUBLIC COMMENTS VIII. GENERAL MANAGER'S REPORTS A. On -Line Board Meetings B. Mid -Year Budget Report C. Strategic Plan Progress Report - 2011 -12 — 2nd Quarter D. Strategic Plan Special Board Meeting Ratify Payments Approve Compensation & Ratify Expenses Accept Report Approve Consider Accept Report Accept Report Schedule Meeting in February �Pi'otecting our cc oinpun ty Is health and the environment 6y rovuir�g sofidwaste and sewer coffection services. www.cmsdca.gov AGENDA ilk X f E. Legislative Days - May 16 -17, 2012 F. Workshop at Midway City Sanitary District RECYCLING COMMITTEE A. Monday, January 23, 2012, 10:30 a.m. (Directors Fitzpatrick and Director Scheafer) .1ativaty 265, 2012 Page tl RECOMMENDED ACTION Consider Attendance Schedule Meeting in February 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. ENGINEER'S REPORTS A. Project Status Report SEWER SYSTEM COMMITTEE A. Tuesday, January 17, 2092, 10:30 a.m. CMSD Board Room, 628 W. 19th Street, Costa Mesa (President Ooten and Director Ferryman) 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. XII. TREASURER'S REPORTS XIII. ATTORNEY'S REPORTS Receive & File Accept Report A. CMSD Ordinance No. 88, Amending the Operations Code to Delete the Requirement of Oversight Committee Review of the District's Investment Policy ftotecting our community's health andthe environnumi:t 6y providing solid waste 4ndseinerco[4(ec°tio services. "ttrurw. crosdca.gov .,last a tit s rIitar, j_ -)ist rict AGENDA XIV. CLERK OF THE DISTRICT'S REPORTS Page 4 RECOMMENDED ACTION A. Resolution No. 2012 -807 Ordering that Publication of Ordinance No. 87 Adopt Resolution Pertaining to Trash Regulations has Occurred B. Resolution No. 2012 -808 Designating Certain Persons to Authorize the Adopt Resolution Auditor - Controller for the County of Orange to Make Additions, Deletions and Corrections to Charges being Collected on the County Tax Roll and Giving Reasons Therefor C. School Telephone Book Recycling Program for 2011 Accept Final Report XV. LOCAL MEETINGS (REMINDER: In accordance with AB 1234 (Gov. Code53232.5), 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) Accept Report (Director Ferryman) B, Santa Ana River Flood Protection Agency (SARFPA) Accept Report (Director Perry) C. Independent Special Districts of Orange County (ISDOC) Accept Report D. California Special Districts Association Membership & Recruitment Committee E. California Association of Sanitation Agencies CASA Mid -Year Conference — January 18 -20, 2012, Desert Springs F. Other Meetings Qualifying for Reimbursement under CMSD Ordinance No. 55, Operations Code Section 3.01.030 XVI. OLD BUSINESS XVII. NEW BUSINESS XVIII. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS Accept Report Accept Report Report on Matters Pertaining to CMSD (Protecting our community's hwa, ri are, the environment by providing soCidwaste avid" sewer coffectiaya. Wert.,ices. unm. crnsdca.gov Costa mesa San . i . tarr Dist'xid, C) AGENDA XXIV. ADJOURNMENT TO CLOSED SESSION A. Conference with Labor Negotiators Pursuant to Government Code 54957.6. Agency Designated Representative: President Ooten Unrepresented Employee: General Manager XXV. RECONVENE TO OPEN SESSION XXVI. ADJOURN januai,11.26,2012 Pees 15, RECOMMENDED ACTION qlrotectiq our iaryrw ten ity Is heaftfi and tfie environment 6y providing solidwaste and'serrwr coffection-vemices. www.cm.sdca.gov Meeting Date Item 401112 VII A. 1I, COSTA MESA SANITARY DISTRICT MINUTES OF SEWER SYSTEM COMMITTEE MEETING DECEMBER 6, 2011 CALL TO ORDER Board members of the Costa Mesa Sanitary District met in Committee session on December 6, 2011 at 10:30 a.m. at 628 W. 19th Street, Costa Mesa. President Ooten called the meeting to order at 10:30 a. m. DIRECTORS PRESENT: Bob Ooten, Jim Ferryman, Jim Fitzpatrick, Art Perry (Directors Perry and Fitzpatrick attending as observers only and did not participate in discussions.) STAFF PRESENT: Scott Carroll, General Manager; Rob Hamers, District Engineer; Yefim Tsalyuk, Senior Engineer; Joe Limon, Senior Inspector, Joan Revak, Clerk of the District OTHERS PRESENT: STANDING REPORTS There were no sanitary sewer overflows (SSOs) to report. NEW DISCUSSION ITEMS OCSD Newport Trunk Sewer Enlargement Mr. Hamers presented a report on the OCSD Newport Trunk Sewer enlargement and OCSD's efforts to redirect flows to avoid the upsize. BIENNIAL SEWER CLEANING Cleaning maps for Biennial Sewer Cleaning for National Plant Services were provided for the last fiscal year. The maps are being revised for the 20112012 cleaning and approximately 600,000 feet of sewer lines will be cleaned. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING DECEMBER 6, 2011 PAGE 2 HYDROGEN SULFIDE ABATEMENT PROGRAM Mr. Hamers presented a report on a proposed down drain for the incoming line at Elden Pumping Station to reduce turbulence and sulfide release. This force main inlet has a high flow rate and a large drop and probably contributes the highest portion of the hydrogen sulfide odor. The cost for the field work by Schuler Engineering Corp. is $4,150.00. SEWER LATERAL ASSISTANCE PROGRAM A discussion was held on holding another Plumbers Workshop with a proposed flyer to be disseminated to CMSD single family households to educate residents so they are not over- charged for unnecessary work. ROOT CONTROL PROGRAM Mr. Hamers reported on a root control program to eliminate hot spots and problem areas. Bid opening on the project was December 5, 2011 and Staff is analyzing the bids and is ready to move forward on construction. The project will cost approximately $100,000. President Ooten applauded Staff for their proactive initiative on root control. SEA BLUFF PUMPING STATION Mr. Hamers reported the pumps at Sea Bluff have reached their life expectancy. The District has purchased two replacement pumps that a contractor will install. ARTICLES OF INTEREST An article was presented on Marines being deployed in a novel sewage treatment plan to turn the city's sewage and storm water into a resource. The on -site wastewater recycling system is gaining traction across the country. Each day 10,000 gallons of sewage at the base will be diverted, treated to state standards in an underground process that mimics a natural wetland, and pumped through irrigation lines to the roots of landscape plants. Another article presented was on Sacramento running out of time for costly fixes on aging sewers and stated, beneath its surface, Sacramento is a decrepit city with hundreds of miles of concrete and clay pipe that carries sewage and storm water to treatment plants and eventually to the Sacramento River are old, some dating back to the early 1900s. Replacing the pipe will cost an estimated $2.4 billion. The last article presented highlighted new D.C. tunnels, green solutions that aim to end sewage overflows into local waterways. The pipes will be installed along the Anacostia River, wider and deeper than anything operated by Metrorail. They are meant to end a scourge that has plagued the District for decades: raw sewage mixed with polluted storm water that overwhelms the Civil War -era combined sewer system that served a third of the city and overflows into local waterways. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING DECEMBER 6, 2011 PAGE 3 CMSD PROJECTS Project #101 West Side Pumping Station Abandonment Status Mr. Hamers reported the CMSD is awaiting kickoff meeting with OCSD Consultant Dudek Project #129 Bristol Street Sewer Phase II Status Mr. Hamers reported construction contract was awarded at the November 30, 2011 regular Board of Directors meeting. Project #171 Irvine Pumping Station Force Main Rehabilitation Status Mr. Hamers reported the project will go out to bid in December 2011 or early January 2012. Project #185 System -Wide Sewer Reconstruction Phase 1 of 4 Status Mr. Hamers reported construction continues on the project. Project #189 Rehabilitation of Six Sewers Transferred to CMSD Status Mr. Hamers reported construction is complete and Staff will request acceptance of improvements at its December 15, 2011 regular meeting. Project #190 Canyon Force Main Rehabilitation Mr. Hamers reported the design phase is continuing. Project #192 System -Wide Sewer Reconstruction Phase 2 Mr. Hamers reported the design phase is continuing. Project #193 Pumping Station Seismic Study Mr. Hamers reported the Consultant report is complete and Staff is implementing Priority I, II and III recommendations. SSC MEETING SCHEDULE The next meeting is scheduled for January 17, 2012 at 10:30 a.m. PUBLIC COMMENTS There were no public comments. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING DECEMBER 6, 2071 jN PAGE 4 ADJOURNMENT "fhe meeting was adjourned at 11:58 p.m. CHAIRMAN COSTA MESA SANITARY DISTRICT MINUTES OF RECYCLING COMMITTEE MEETING December 12, 2011 The Costa Mesa Sanita'� District Recycling Committee met on December 12, 2011 at 10:30 a.m. at 628 W. 19 Street, Costa Mesa. Directors Present: Jim Fitzpatrick, Jim Ferryman, Art Perry, Mike Scheafer Staff Present: Scott Carroll Others Present: Dean Ruffridge, CR &R; Tyler Douthitt, Community Relations Recycling Coordinator, CR &R; Mike Carey, OCC Recycling Center; Jennifer Wechsler, Mobile Compost Service Chairman Fitzpatrick called the meeting to order at 10:30 a.m. I. Recycling Report -- October 2011 Report accepted. II. Waste Diversion Report - October 2011 Report accepted. III. Ordinance Enforcement Officer's Report -- October 2011 In the absence of the Ordinance Enforcement Officer, General Manager Scott Carroll reported on major points for three ordinance enforcement topics covering scavenging, graffiti and trash container enforcement; however, there were incidents Mr. Gallardo observed directly. Mr. Gallardo contacted Costa Mesa Police Officer Julian Trevino regarding the possibility the CMSD and the Costa Mesa Police Department could team -up and work together by patrolling areas frequently targeted by scavengers and attempt to crack down on offenders. Officer Trevino indicated he was more than willing to assist the District. Mr. Gallardo and Officer Trevino will meet and lay out areas and times to patrol. There was no graffiti to report. Four complaints to the District headquarters reporting addresses where trash bins were left in public view and Mr. Gallardo made a visit to each address. Costa Mesa Sanitary District Minutes of Recycling Committee Meeting December 12, 2011 Page 2 Additionally, a resident from the 700 block of Hudson Avenue called the District to report 11 addresses in his neighborhood where trash bins are left in public view. Mr. Gallardo made site visits and tagged 8 addresses with their first notice. Mr. Gallardo will re -track the area to ensure compliance. IV. Scavenging Report The Costa Mesa Police Department scavenging statistics were provided. There were 18 calls in the month of November. VI. Community Gardens Ms. Donna Theriault, Management Analyst from the City of Costa Mesa, provided a report on Community Gardens who operates and manages the two City community gardens — one located on Del Mar Avenue and the other on Hamilton Street. The Del Mar Community Garden has been in existence for over ten years and the Hamilton Street Garden for five years. A total of 102 parcels and the parcels are rented on an annual basis by community members for growing vegetables, plants, flowers. They pay an annual fee and a fee increase is being requested by the Parks and Recreation Department. The fees presently charged are $30/year for residents and non- residents pay $60/year and there is a $20 key clean up deposit. The increase proposed is $60 for residents, $120 for non - residents and $120 key and clean up deposit. There have been difficulties in the maintenance of the gardens and, hopefully, an increase in fees will bring more dedicated gardeners into the gardening plan. There are 25 on the wait list for the gardens. Currently, the City provides trash service, portable toilet services, water services, maintenance of all water lines, fencing and trash enclosures. The gardeners are responsible for everything else. There have been composting workshops, master gardening classes and earth machines for composting provided by the CMSD. The City does not provide any group composting for the gardeners. The City tree trimmings collected by the City that are usable are provided to the gardens. Ms. Therlault stated the biggest item is maintenance of the gardens as far as the interior of the gardens; grass and weeds continue to grow there and it is difficult to get those areas maintained. The California Conservation has assisted, however, at times they charge, the City is unable to afford the services. Keeping the common areas weed -free is the biggest issue. VII. Mobile Compost Service An oral presentation from Jennifer Wechsler Owner of Mobile Compost Service was given on composting services. Ms. Wechsler proposed a pilot program for a city to capture 200 homes that would participate in an organic collection program where they would get a small bucket to collect food waste, with no meat or dairy products. L91" r, C 'gW 9ll, n,un it,,, a�;� apuf the ti, pru'vi414g y °uo4(" wast (m'd �Fet vJ" f°OQi� G tGon s n,41C,CS" (crud. °, ,Cni got" Costa Mesa Sanitary District Minutes of Recycling Committee Meeting December 12, 2011 Page 3 Mr. Carroll noted it sounds like a good program, however, the District has to consider if it would violate its franchise agreement with the waste hauler. Director Fitzpatrick stated he would like to recommend looking into the exclusive franchise and if it is a clear violation. If not, Director Fitzpatrick would like to work out a composting service. VIII. AB 341 Ms. Debbie Morris, HFH Consultants, gave an oral report on AB 341. (get handout) The Bill says Cal Recycle has to prepare a report by 2014 on getting to a statewide 75% diversion by 2020 IX. Residential FOG Recycling Kick -off Event - November 21, 2011 Committee attendees were shown a videotaped broadcast of KTLA Channel 5 morning news reporting the Residential FOG Recycling Kick -Off Event. The event received excellent news coverage, including newspaper, radio and television. X. Road to Zero Waste Conference — Austin, Texas — February 7 -9, 2012 Mr. Carroll reported on an upcoming event in Austin, Texas, February 7 -9, 2011 and recommended the Committee request approval of the CMSD Board of Directors of sending at least one CMSD official to the Zero Waste Conference. Director Fitzpatrick indicated he would like to attend. It was also recommended AJ Cully attend. The Committee will make a recommendation to the Board of Directors on December 15, 2011 at the regular Board meeting. XI. Articles of Interest An article was presented on an ordinance to ban single -use plastic bags in the city of Seattle. An article on the San Dimas City Council approves 3.4 percent hike in trash - hauling rate was presented. XII. Public Comments Director Fitzpatrick stated he would like to propose a change of name from "Recycling Committee" to "Zero Waste Committee" 41r'°;u e tilr4 f 014 C..'tl"r"Mdd "d "CoMfi? y' !i ,6111%14m aalW4" Ifi e' , prow 'A,A �vde6 te and'r'e' ^ tie°" m: n%wp es°�nr xek v4� 1n Committee Chairman Fitzpatricl�lti ip meeting at 12.23 p.m. Costa Mesa Sanitary District Minutes of Recycling Committee Meeting December 12, 2011 Page 4 Next Meeting Date — January 23, 2012 at 10:30 a.m. Chairman ypy'Di"'idinq sok anufsew,' r rolLec"timi" .!uu rv*,eu, COSTA MESA SANITARY DISTRICT Meetinm Date Item 0,11 6112 V1. A. 3. MINUTES OF BOARD OF DIRECTORS REGULAR MEETING DECEMBER 15, 2011 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on December 15, 2011 at 5:30 p.m. at 628 W. 19th Street, Costa Mesa. PLEDGE OF ALLEGIANCE INVOCATION ROLL CALL DIRECTORS PRESENT: DIRECTORS ABSENT: Director Fitzpatrick led the Pledge of Allegiance. Director Scheafer led the Invocation. Robert Ooten, James Ferryman, Mike Scheafer, Jim Fitzpatrick, Art Perry STAFF PRESENT: Scoff Carroll, General Manager; Joan Revak, Office Manager /Clerk of the District; Robin B. Hamers, District Engineer; Alan Burns, District Counsel; Marc Davis, Treasurer; Teresa Gonzalez, Accounting Manager OTHERS PRESENT Dean Ruffridge, CR &R Steve Mensinger, Resident John A. Perry, Resident Chuck Perry, 425 E. Bay Street, Costa Mesa VICE PRESIDENT FERRYMAN ARRIVED AT 5:40 P.M. ANNOUNCEMENT OF LATE COMMUNICATIONS There were no late communications. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD DECEMBER 15, 2011 CONSENT CALENDAR REPORTS MINUTE APPROVAL Minutes of Sewer System Committee The Minutes of the Sewer System Committee Meeting — November 8, 2011 Meeting of November 8, 2011 were approved as distributed. Minutes of Recycling Committee Meeting — November 14, 2011 Minutes of Regular Board Meeting — November 30, 2011 ENGINEER'S REPORTS Project Status Report Occupancy Report and Payment of $197,152.38 to Costa Mesa Disposal — November 2011 Contract Payment of $159,643.34 to CR Transfer — November 2011 The Minutes of the Recycling Committee Meeting of November 14, 2011 were approved as distributed. President Ooten motioned to continue Approval of the Regular November 30, 2011 Meeting Minutes to the February 2012 Regular Board of Directors meeting. Vice President Ferryman seconded the motion. Motion carried 5 -0. The Project Status Report dated December 2011 was accepted as submitted. The Trash Occupancy Count documented an increase of one unit for the occupancy report for solid waste collection as of December 1, 2011. Therefore, the total for December is 21,534 and the payment of $197,152.38 was ratified. The contract payment of $159,643.34 to CR Transfer for recycling services and disposal for the month of November 2011 was ratified as submitted. Contract Payment of $12,143.76 The contract payment of $12,143.76 to CR to CR Transfer— Santa Ana Transfer for recycling services and disposal for Heights /Newport Beach — November Santa Ana Heights /Newport Beach for the 2011 month of November 2011 was ratified as submitted. COSTA MESA SANITARY DISTRICT MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD DECEMBER 15, 2011 Warrant Register for the month of November 2011 in the amount of $1,250,266.62. Directors Compensation & Reimbursement of Expenses for the month of November 2011. Investment Report for the month of November 2011. PAGE 3 Warrant Resolution #CMSD 2012 -6 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 $1,250,266.62. Director Compensation and Expense Reimbursements for the month of November 2011 were approved and ratified as follows: President Oaten: $1,326.00 Vice President Ferryman: $1,326.00 + $2.22 Director Scheafer: $1,326.00 + $17.00 Director Perry: $1,326.00 Director Fitzpatrick: $1,105.00 + $27.47 The Investment Report for the month of November 2011 was approved as submitted. END OF CONSENT CALENDAR Director Ooten moved to accept the Consent Calendar with the exception of the Regular Board of Directors meeting held on November 30, 2011 and to continue it to the February 2012 regular meeting with verbatim minutes for the Compatibilitylincompatibility of office issue.. Director Ferryman seconded the motion. Motion carried 5 -0. WRITTEN COMMUNICATIONS Ms. Revak provided a letter from the California Special Districts Association appointing Director Scheafer to the 2012 CSDA Education and Membership Committees. PUBLIC COMMENTS President Ooten invited public comments. There were no public comments. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD DECEMBER 15, 2011 GENERAL MANAGER'S REPORTS AUDITED FINANCIAL STATEMENTS FOR FISCAL YEAR ENDED JUNE 30, 2011 Ms. Gonzalez addressed the Board and presented Financial Statements for Fiscal Year ended June 30, 2011, audited by White Nelson Diehl Evans LLP, along with the auditor communications as required by Statement on Auditing Standards (SAS) Number 114. Ms. Gonzalez introduced Mr. Nitin Patel of White Nelson Diehl Evans, LLP presented the audited Financial Statements for Fiscal Year Ended June 30, 2011 ANNUAL COMPLIANCE REPORT FOR REQUIREMENTS OF GOVERNMENT CODE SECTION 66013 FOR CAPACITY CHARGES Ms. Gonzalez provided the Annual Compliance Report to fulfill the information and reporting requirements of Government Code Section 66013 for capacity charges. On May 27, 2010 the Board adopted Ordinance No. 76, revising the charges collected by the District and establishing that fixture fees are capacity charges and making related clarifying changes. Fixture fees are capacity charges for public facilities in existence at the time a charge is imposed or charges for new public facilities to be acquired or constructed in the future that are of proportional benefit to the person or property being charged, including supply or capacity contracts for rights or entitlements, real property interests, and entitlements and other rights of the local agency involving capital expense relating to its use of existing or new public facilities. Upon payment of the fees, the money shall be deposited in a separate capital facilities account maintained in accordance with Government Code Section 66013(d). For each such separate account, the District shall, within one hundred eighty (180) days of the close of the fiscal year, make available to the public the following information: (1) A description of the charges deposited in the fund. (2) The beginning and ending fund balance of the fund and the interest earned from investment of moneys in the fund. (3) The amount of charges collected in that fiscal year. (4) An identification of all of the following: (A) Each public improvement on which charges were expended and the amount of the expenditure for each improvement, including the percentage of the total cost of the public improvement that was funded with those charges if more than one source of funding was used. (B) Each public improvement on which charges were expended that was completed during that fiscal year. (C) Each public improvement that is anticipated to be undertaken in the following fiscal year. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD DECEMBER 15, 2011 (5) A description of each interfund transfer or loan made from the capital facilities fund. The information provided, in the case of an interfund transfer, shall identify the public improvements on which the transferred moneys are, or will be, expended. The information, in the case of an interfund loan, shall include the date on which the loan will be repaid, and the rate of interest that the fund will receive on the loan. The Board of Directors received and filed the report. ROAD TO ZERO WASTE CONFERENCE - AUSTIN, TX - FEBRUARY 7- 9.2012 Mr. Carroll reported on a Conference sponsored by the Solid Waste Association of North America (SWANA) on "The Road to Zero Waste" on February 7 -9, 2012 in Austin, TX, and stated the Recycling Committee recommends the Board of Directors approve sending at least one CMSD official to attend the conference and one staff member. Director Fitzpatrick requested authority to attend the conference. Director Perry asked which Staff member will attend and Mr. Carroll stated it would be AJ Cully; however, Ms. Cully had foot surgery and may not be able to attend in which case Mr. Carroll would appoint another Staff member. Mr. Carroll reported the cost to send one person to the Conference for one day only amounts to $890. President Ooten moved to send Director Fitzpatrick and one Staff member to the conference for one day. Director Scheafer seconded the motion. Motion carried 5 -0. FIRST AMENDMENT TO AGREEMENT - CR &R, INC. - REVISION Mr. Carroll presented a revision to the First Amendment to Agreement with CR &R dated October 27, 2011. An error was discovered in calculating the annual payment to be received from CR &R. On October 27, 2011, the Board was informed the District would receive an annual payment from CR &R in the amount of $17.171, the total amount of white good credits the District received in 2008, 2009 and 2010. Staff made an error in this calculation in that the annual payment was to be the average white good credit received in 2008, 2009 and 2010 which is $5,723. Mr. Carroll reported CR &R has graciously agreed to pay the District an average annual payment for which goods collected in the last ten years of the program (2000- 10) which is $9,537.00 per year. Director Perry moved for approval of the revised payment. Vice President Ferryman seconded the motion. Motion carried 5 -0. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD DECEMBER 15, 2011 RECYCLING COMMITTEE The Recycling Committee meeting met on December 12, 2011. Director Fitzpatrick attended and gave a report on the meeting. ENGINEER'S REPORTS PROJECT #189 - REHABILITATION OF SIX SEWERS TRANSFERRED TO CMSD - ACCEPTANCE OF IMPROVEMENTS Mr. Hamers reported construction of improvement on Project #189 Rehabilitation of Six Sewers Transferred to CMSD was completed on November 24, 2011 and it is appropriate for the District to accept the improvements and file a notice of completion. Director Perry moved to accept improvements as completed and file a Notice of Completion; to authorize payment of 5% retention 35 days after Notice of Completion is recorded and to exonerate tabor and Material Bond after Notice of Completion is recorded and exonerate Faithful Performance Bond one year after Notice of Completion is recorded. Director Scheafer seconded the motion. Motion carried 5 -0 SEWER SYSTEM COMMITTEE President Ooten reported on the Sewer System Committee meeting held on December 6, 2011. An update on all CMSD projects was provided. TREASURER'S REPORTS Mr. Davis had nothing to report. ATTORNEY'S REPORTS COVENANT FOR FUEL DISPENSER AT DISTRICT YARD Mr. Bums presented a Covenant by and between the Costa Mesa Sanitary District and the City of Costa Mesa. The Covenant states that the District constructed an above - ground fuel tank on said property after submitting plans to the City showing its location and believing it had approval to so construct the tank. Mr. Burns continued that, sometime thereafter, the parties realized that the appropriate setbacks for the tank had not been properly provided for and that the tank installed was properly characterized as a tank with dispenser, necessitating a 15 -foot setback from any adjoining structure instead of the 7.5 feet the District originally believed. COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD DECEMBER 15, 2 011 In consideration of the above, should the adjoining property owner desire to build on its property and have a legal right to do so but for District's fuel tank and dispenser being located too close to that structure, upon reasonable notice District will cause the removal of its fuel tank and dispenser within a reasonable time thereafter and not to exceed ninety (90) days. A copy of this covenant shall be recorded by District after it is signed by the parties. Director Perry moved to approve the Covenant for Fuel Dispenser at the District Yard. Vice President Ferryman seconded the motion. CLERK OF THE DISTRICT REPORTS Ms. Revak had nothing to report. LOCAL MEETINGS ORANGE COUNTY SANITATION DISTRICT (OCSD) Director Ferryman attended an OCSD Committee meeting held on December 14, 2011 and reported the OCSD is going out for an RFP on insurance. They do so every five years. SANTA ANA RIVER FLOOD PROTECTION AGENCY (SARFPA) Director Perry reported a meeting of the Santa Ana River Flood Protection Agency was not held this month.. INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC) President Ooten reported on ISDOC and one of the most significant item to report on is "shared" services of Districts with benefits to benefit each other. LOCAL AGENCY FORMATION COMMISSION (LAFCO) President Ooten there will be a workshop in January 2012 with date to be determined, that will highlight various agencies case histories of shared services. Director Scheafer is the alternate and he has a schedule of meeting and will provide a schedule to Ms. Revak, as well. COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD DECEMBER 15, 2011 CALIFORNIA ASSOCIATION OF SANITATION AGENCIES (CASA) Vice President Ferryman moved to approve 2012 Membership Dues to CASA in the amount of $8,000. Director Perry seconded the motion. Motion carried 5 -0. WACO MEETING Board Member attended the WACO meeting. Director Scheafer requested from Ms. Gonzalez an explanation of the teeter plan and non - teeter plan. Ms. Gonzalez reported the County has two different methods of paying property taxes to agencies. The CMSD is a non - teeter plan and the County pays the District as they are collected. The teeter plan is where the County pays the agencies 100% of the assessments but the agencies are not entitled to penalties and interest. Director Scheafer questioned if the CMSD is invested in the OCIP (Orange County Investment Pool). Mr. Davis reported the District is not invested in the OCIP. Director Fitzpatrick another speaker at WACO is a teacher at Santiago Canyon College who presented his training and stated he is seeking internships within the industry. Director Fitzpatrick reported he has been taking opportunities to tour various facilities and recently visited a waste hauler in Fontana and he toured the MRF. All of the facilities he has visited are making significant investments in their infrastructure to increase their capacity and achieve higher diversion rates. He visited Athens about a month ago and this facility was not quite as high tech. Director Fitzpatrick was fascinated they had staging areas for every type of commodity — they grounded to a certain level or size as that the international domestic market wanted. They do the largest recycling of Styrofoam — they remove the air, stack on a pallet and ship overseas. OLD BUSINESS DISCUSS DISTRICT COUNSEL'S MEMO DATED DECEMBER 2010 AND REVIEW POTENTIAL COSTS TO PROCEED WITH A QUO WARRANTO ACTION Mr. Burns discussed his December 30, 2010 memo to the CMSD Board of Directors on Incompatibility of Offices and the question of whether there is incompatibility of offices of a Sanitary District Director and a City of Costa Mesa Planning Commissioner. As stated in Mr. Burns memo, it was meant to provide guidance without coming to conclusions and stated the Attorney General has provided some guidance but only a quo warranto decision would actually decide these matters. COSTA MESA SANITARY DISTRICT PAGE 9 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD DECEMBER 15, 2011 Director Perry stated his belief that Mr. Burns memo was given to provide a heads -up to Mr. Fitzpatrick that there could be a potential problem in holding both offices. Director Perry stated in the best interests of the District, the Board should go forward with a Quo Warranto Action in his opinion. Mr. Burns provided potential costs to proceed with a Quo Warranto Action as follows: To confirm legal opinion $1,500 To proceed and file application for an Undertaking (Bond) $ 500 Cost to Prepare the Application (Pleadings) $10- 15,000 Estimated Cost if Determined by Summary Judgment $25- 35,000 Estimated Cost if it Proceeds through a Full Trial $35- 50,000 Director Perry proposed the District go ahead and obtain a second opinion from an attorney and if the opinion is the same as that of Mr. Burns, that the District proceed with appropriate action. Director Fitzpatrick said he is prepared to deliver a presentation on how his fellow Directors understand this issue and how he made the decisions he previously made. Director Fitzpatrick stated he has a lot of respect for the District's legal counsel and some of the statements he will make are a professional difference of opinion. In running for office, Director Fitzpatrick stated he spent money and asked the voters to vote for him and he decided not to run for the Water District office as he found there was a clear statutory direction and he did not find that in running for the Sanitary District. He stated he has found that no one has talked about is that people who have challenged this have used it as a tool to "un- seat" an elected official. The only one who can take out an elected official is a judge. He has asked and no one has told him what the harm is. As he understands it, none of the decisions are overturnable, there is no cost, there is no fine, and he has not been able to see the harm. If anyone is recommending it, a Director at the last meeting stated he would be willing to spend whatever it takes and Director Fitzpatrick cannot see what the harm is because it seems like a lot of money to spend. Lawyers he sees looking at this is what they do is seek incompatibility, they don't seek compatibility. One of the things he is going to hinge on is that when you look at Meyers Nave, it is a peer review; and would not clear up anything and he would bet his farm that no further insights would be gleaned by that effort. COSTA MESA SANITARY DISTRICT PAGE 10 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD DECEMBER 15, 2011 When you look at the confidential memo the Board decided to make public, it attempts to equate that a School Board trustee or Water Board member and Sanitary District Board member are the same. The Water District or School Board trustee have clear case law that says specifically you can't do it. The Sanitary District Board is governed by the Sanitary District Act of 1923; they are not the same offices and they are not analogous. Here is a little bit of insight — Gary Monahan sat in these seats for four years and Gary Monahan never had any issues. A Planning Commissioner is appointed by Council and serves at the pleasure of Council and can be removed at any time by Council. They act as an advisory board and all actions are reviewable and appealable by Council. The CMSD is governed by The Sanitary District Act of 1923 and it does not handle water and does not handle the school Board. Director Fitzpatrick is of the opinion Mr. Burns should have stopped at "Health and Safety Code 64A — the one that reviews the SD Act of 1923. However, the memo, in its rush to seek incompatibility, it rushes to the Water District and the School Board. In 1962, the Attorney General said that what is occurring right now in front of you is incompatible. They went on and actually contemplated compatibility. In 9973, an urgency action, the State Legislature said that a City legislative body can serve on a Sanitary District and that is what we are looking at here; and that action right there is extraordinary. They deemed there was valuable knowledge from serving on bodies of legislative bodies and the sanitary district and that is why in an urgency action they modified the Sanitary District Act of 1923, specifically amending by a legislative action to allow the cities legislative governing body to serve on both. There is specific statutory carve -out relating to this; there is not one for the school board and there is not one for water. When Mayor Monahan served on the CMSD Board as well, Mr. Fitzpatrick stated there was tremendous value and an asset to this District and Mr. Fitzpatrick stated he believes he has demonstrated that in facilitating things Mayor Monahan has started. What the memo doesn't do is go into what the legislature meant when they had this specific carve -out. Meyers Nave is not going to deliver that to you. They will do a peer - review and reference things outside of the District's sphere of influence. The intent of the legislature, in Mr. Fitzpatrick's opinion is that they felt there are good, knowledgeable people that could serve on the Sanitary District. Everything Mr. Fitzpatrick has heard is that there have been territorial issues, personality issues, lots of different things between CMSD and the City. Since Mayor Monahan has come over and in my tenure I think we have develop a relationship with trust, and that allows for a platform for us to discuss with the City that was unheard of when I was running for office. COSTA MESA SANITARY DISTRICT PAGE 11 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD DECEMBER 15, 2011 So, is the cost $1,500? That funding only seeks to answer is that a Director went up to a CSDA conference and said yep, let's go lawyer shopping — finally somebody got a yes from a lawyer. Remember this issue had not been previously addressed. You are going down a path to extract a Board member then you are going to vote anyway. I do intend to challenge this and I do intend to ask the Board to fund the alternative path of compatibility. So what are the real costs? I have talked to lawyers who say my logic is sound. If funded, they will deliver a piece of paper to you that validates what I have just taken you through, but not for $1,500. 1 don't know the exact bill but it's higher. Any number you hear now, will be doubled because it will be equal and opposite reaction, and I would be disappointed if the Board chooses today to take one course of action. That does not ever get to the intent of the law. Remember the City has looked at this and have said that is a pretty good thing to see someone doing this — we see it of value. The City could take this action. If the Board goes down this, I will renew my request to seek support on the compatibility approach and logic. The next thing and what hasn't been talked about. I've heard a Director say 'we've got to get this done cause an election is coming up, I think demonstrating clear intent. We are way past the election — this is two years to achieve this. I just want to put some perspective on the time line. My conclusion is the CMSD and the Planning Commission are compatible and should be encouraged. The next step I recommend is to assume it is compatible, go back to working hard for the ratepayers. I was elected and wasn't elected to spend $50,000 to identify some marginal, gray area and use it as a tactic to extract a Director and to save considerable budget expense Director Ferryman asked if Director Fitzpatrick ever got an opinion from the City on the compatibility. Director Fitzpatrick stated it was discussed at City Council. Wendy Leece challenged this but I don't know what was provided City Council, however, it must have led them to the decision that this was a good deal for them. Director Ferryman stated the memo written by Mr. Bums states there is a very good likelihood that there would be incompatibility and that gets my attention. I don't know all the ramifications would be but it doesn't sound to me like a pleasant path to follow. You may have issues with this other law firm and you can buy whatever opinion you want. We have our own attorney who has represented the District for 15 years and I trust him explicitly; and we should listen to what our attorney advises. Director Scheafer stated he wished to bring up a matter he and President Ooten have discussed previously regarding President Ooten's daughter who is an elected official in Chino Basin Water Conservation District and had entertained notions of becoming a planning commissioner in her town and was told she could not do it because of incompatibility of office. COSTA MESA SANITARY DISTRICT PAGE 12 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD DECEMBER 15, 2011 Director Scheafer addressed Director Fitzpatrick's statement that there has been no harm to the District — so far there has been no harm. Based on what our Counsel has provided, Director Scheafer stated there is potential harm and I do not want to see that happen to the District. Director Scheafer stated he is going to take the opinion of the District's Counsel that states his opinion that the Attorney General might find that the two offices are incompatible, rather than the opinions of Director Fitzpatrick. Director Perry moved to authorize the CMSD to hire Meyers Nave to provide a legal opinion on the incompatibility or compatibility of office between Sanitary District and the Planning Commission, not to exceed $5,000. Director Ferryman seconded the motion. Director Fitzpatrick asked "what is the Board is going to get for $5,000 — what is the expected or desired outcome. What I am hearing is the Board of Directors does not even want to pursue the possibility of compatibility and 1 am really concerned about that; and I will have to spend my own money to get second opinions." Mr. Burns was questioned on his opinion on the presentation by Director Fitzpatrick. Mr. Burns stated he prepared his opinion without any ax to grind. Each side can get any opinion they wish. Mr. Burns gave his opinion so the Board would have advice so they could act appropriately. Director Scheafer asked Director Fitzpatrick if he read Mr. Burns memo of December 30, 2010 and chose to ignore it. Director Scheafer stated his opinion that Director Fitzpatrick created this situation by ignoring the opinion of CMSD Counsel. Director Fitzpatrick stated that was a flawed opinion and that other very-well educated law firms will validate his opinion. President Ooten stated it is in public's best interest to understand whether holding the offices of City of Costa Mesa Planning Commission and Director of the Costa Mesa Sanitary District are compatible or non - compatible. The Board directed the General Manager to contact the law firm Meyers Nave to request a legal second opinion regarding the incompatibility or compatibility of office between Sanitary District Directors and Planning Commissioners, and the firm should not read District Counsel's memo regarding this issue. The fee is not to exceed $5,000. NEW BUSINESS There was no new business. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS The meeting did not adjourn to Closed Session. The General Manager evaluation will be conducted at a future date. COSTA MESA SANITARY DISTRICT PAGE 13 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD DECEMBER 15, 20'11 Fl1al9l1J:I`IJAI=I►11 President Ooten adjourned the meeting at 7:25 p.m. Secretary President Meeting Date Item Number 09/26/12 Vi. A. 3.a. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 30, 2011 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on November 30, 2011 at 5:30 p.m. at 628 W. 19th Street, Costa Mesa. PLEDGE OF ALLEGIANCE INVOCATION ROLL CALL DIRECTORS PRESENT: DIRECTORS ABSENT: Director Ferryman 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. Hamers, District Engineer; Alan Burns, District Counsel; Sherry Kallab, Administrative Manager; Marc Davis, Treasurer; Teresa Gonzalez, Accounting Manager OTHERS PRESENT ANNOUNCEMENT OF LATE COMMUNICATIONS Dean Ruffridge, CR &R Debbie Morris, HF &H Consultant/Resident Ms. Revak provided a copy of Director Fitzpatrick's October 2011 expense reimbursement form that was not included in the Board packet. COSTA MESA SANITARY DISTRICT PAGE 2 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD NOVEMBER 30, 2011 CONSENT CALENDAR REPORTS MINUTE APPROVAL Minutes of Sewer System Committee The Minutes of the Sewer System Committee Meeting — October 18, 2011 Meeting of October 18, 2011 were approved as distributed. Minutes of Recycling Committee Meeting — October 24, 2011 Minutes of Regular Board Meeting — October 27, 2011 ENGINEER'S REPORTS Project Status Report Occupancy Report and Payment of $197,152.38 to Costa Mesa Disposal — November 2011 The Minutes of the Recycling Committee Meeting of October 24, 2011 were approved as distributed. The Minutes of the Regular Board Meeting of October 27, 2011 were approved as distributed. The Project Status Report dated November 2011 was accepted as submitted. The Trash Occupancy Count documented an increase of one unit for the occupancy report for solid waste collection as of November 1, 2011. Therefore, the total for November is 21,534 and the payment of $197,152.38 was ratified. Contract Payment of $156,768.11 to CR The contract payment of $156,768.11 to Transfer — October 2011 CR Transfer for recycling services and disposal for the month of October 2011 was ratified as submitted. Contract Payment of $9,923.37 The contract payment of $9,923.37 to CR to CR Transfer — Santa Ana Transfer for recycling services and disposal for Heights /Newport Beach — October 2011 Santa Ana Heights /Newport Beach for the month of October 2011 was ratified as submitted. COSTA MESA SANITARY DISTRICT MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD NOVEMBER 30, 2011 Warrant Register for the month of October 2011 in the amount of $597,153.29. Directors Compensation & Reimbursement of Expenses for the month of October 2011. Investment Report for the month of October 2011. PAGE 3 Warrant Resolution #CMSD 2012 -5 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 $597,153.29. Director Compensation and Expense Reimbursements for the month of October 2011 were approved and ratified as follows: President Ooten: $1,326.00 Vice President Ferryman: $1,326.00 + $436.79 Director Scheafer: $1,326.00 + $308.19 Director Perry: $1,326.00 + $692.35 Director Fitzpatrick: $1,326.00 + $253.11 The investment Report for the month of October 2011 was approved as submitted. END OF CONSENT CALENDAR Director Ferryman moved to accept the Consent. Director Scheafer seconded the motion. Motion carried 5 -0. WRITTEN COMMUNICATIONS Ms. Revak presented a written communication from the Special District Risk Management Authority (SDRMA) providing the 2011 election results. The successful candidates were Ed Gray (Chino Valley Independent Fire District), Sandy Raffelson (Herlong Public Utility District) and Terry Burkhart (Bighorn - Desert View Water Agency. PUBLIC COMMENTS President Ooten invited public comments. There were no public comments. COSTA MESA SANITARY DISTRICT PAGE 4 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD NOVEMBER 30, 2019 GENERAL MANAGER'S REPORTS BOARD OF DIRECTORS' HEALTH BENEFITS Mr. Carroll reported on his research and survey of special district's cost for health benefits for Directors. Under the Public Employees' Medical and Hospital Care Act (PEMHCA), government agencies are required to pay a portion of public employees and elected officials health premiums. PEMHCA specifically states: "In order to participate, public agencies must agree to the regulations covering provisions of the benefits under PEMCHA. A key consideration is that the employer must agree to provide access to the health benefits to both active employees and annuitants on an equal basis. This means the employer is required to make specified and equal contributions towards premium costs for active employees and annuitants. The contribution levels are set in statute." Mr. Carroll provided a recent survey conducted by the Orange County Grand Jury. More than half of the eighteen special districts surveyed, are paying health insurance for their board of directors. The insurance costs ranged from a low of $3,796 (El Toro Water District) to a high of $18,077 (Trabuco Canyon Water District). The average insurance cost for directors in Orange County is $9,629, which is more that the total costs for all five CMSD Directors to enroll in the District's health insurance plan. Mr. Carroll stated the CalPERS Health Insurance Plan is available to employees enrolled in a non -PERS retirement plan. The minimum cost of the District contribution for Board members in our 457 Plan will be $1.00 per month per Board member. The total annual costs to the District will be $60.00. Each year the contribution increases 5 %. The total annual contribution in 35 years would be $315.20 and the total contribution amount over the entire 35 year period would be $5,419.22. Mr. Carroll stated there is sufficient money in the FY- 2011 -12 Budget to pay for these expenses. Director Perry moved to approve Resolution No. 2011 -806. Director Scheafer seconded the motion. Motion carried 4 -1 with Director Fitzpatrick dissenting. AMENDMENT TO EEC AGREEMENTS Mr. Carroll reported the District has two agreements with Environmental Engineering & Contracting, Inc. (EEC), one for creating a district -wide Geographical Information System (GIS) and a Computerized Maintenance Management System (CMMS) and the other for implementing and enforcing the District's Fats. Grease and Oil (FOG) program for food service establishments. COSTA MESA SANITARY DISTRICT PAGE 5 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD NOVEMBER 30, 2011 EEC has finished creating a state of the art GIS for the District in support of our sewer operations and maintenance. The system can create maps illustrating a variety of different features to support District maintenance crew in the field such as location of manholes as well as manholes that are plugged and sealed, lateral location, cleaning analysis, etc. The GIS is currently live and being utilized; however, the system is currently on EEC's network server. EEC is planning on transferring the GIS to the District network server, and staff is scheduled to receive training on the system in the near future so that staff can access the system directly from the office and eventually in the field. The GIS is a system that is a continual work in progress that always needs updates to ensure the data is accurate. The District does not have the staff or resources to support the GIS. In contrast, EEC has on staff five GIS professionals that are trained and experienced in GIS. EEC has submitted a proposal to support the District utilizing GIS on an as needed basis and for requested work that is not identified in the original agreement. The proposal also includes inputting the sewer main centerline data so that it reflects the same centerline information found in the Legacy Atlas. The CMMS is an electronic work order system that will enable staff to accurately log and maintain work history of the District's sewer system. It will also enable staff to generate new work orders and it can track staff's efficiencies in completing said work orders. The CMMS operates in conjunction with the GIS and is an integral part to ensuring our sewer system is operating effectively and efficiently. FOG Program EEC is responsible for developing and managing the District's FOG program at food service establishments (FSE), which includes enforcement procedures. For the past year, staff and EEC has been working with South Coast Plaza (SCP) management to reduce the hydrogen sulfide odors emitting from the District's pumping station located on SCP property. Preliminary results from a study conducted by EEC have demonstrated that when an FSE applies certain additives and/or chemicals into its grease interceptor, sulfide levels have diminished. Now, we want to expand the study to all restaurants at SCP to demonstrate their high sulfide levels do not comply with District code and then offer solutions to comply. The FSEs will be responsible for the monthly costs to apply additives and/or chemicals into their grease interceptors. EEC has submitted a proposal to expand the study to all restaurants at SCP. Vice President Ferryman moved to approve both the First Amendment to the GIS /CMMS Agreement and the Second Amendment to the FOG Agreement. Director Perry seconded the motion. Motion carried 5 -0. COSTA MESA SANITARY DISTRICT PAGE 6 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD NOVEMBER 30, 2011 ORDINANCE PROHIBITING UNAUTHORIZED USE OF TRASH CONTAINERS Mr. Carroll presented Ordinance No. 87, prohibiting unauthorized use of trash containers. District Staff has received numerous complaints regarding inappropriate or unauthorized use of trash containers in the community. This ordinance will allow the CMSD to assist those who wish to address the misuse through a formal process. Residents must provide proof of the violation through pictures or video submitted to the CMSD office. A citation can also be issued if the CMSD Code Enforcement Officer witnesses the incident. Vice President Ferryman moved to adopt CMSD Ordinance No. 87. Director Perry seconded the motion. Motion carried 5 -0. CONTRACT ADMINISTRATION/INSPECTION SERVICES FOR PROJECT #129 - BRISTOL STREET SEWER- PRASE 2. Mr. Carroll reported bids were opened for Project #129 — Bristol Street Sewer Phase 2 on October 25, 2011. In addition to the construction contract, the District is required to contract out for the contract administration/inspection services to successfully administer this project. Robin B. Hamers & Assoc., Inc. submitted such a proposal for $40,929. More than two years ago, the rezoning of the east Santa Ana Heights area as part of the John Wayne Airport land use plan required the District to upsize the existing sewer line to provide additional capacity. This project is the last phase to replacing the sewer main on Bristol Street. The first phase, along with all the planning and designing phases was administered by Robin B. Hamers & Associates (RBH). His history and knowledge of these improvements make RBH the ideal firm to administer the contract for Phase 2. Mr. Hamers graciously reduced his original proposal to provide administration/inspection services from $49,640 to $40,929, which is a savings of $8,711. RBH revised proposal is also below the Orange County Development Agency's (OCDA) allocation of $44,518 for administration cost of this project. OCDA is funding this project. ZERO WASTE STRATEGIES Mr. Carroll reported the Board of Directors held a special meeting on November 2, 2011 to discuss zero waste strategies. The Board identified several issues related to zero waste and directed Staff to bring back the list of issues to prioritize at a regular Board meeting. COSTA MESA SANITARY DISTRICT PAGE 7 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD NOVEMBER 30, 201'1 Issues to be prioritized are: Public Opinion Survey Formulate a Zero Waste Plan Anaerobic Digestive System Variable Rate Study Organics Program A Special meeting is scheduled for Wednesday, December 14, 2011 at 10:00 a.m. to formulate zero waste strategies. RECYCLING COMMITTEE The Recycling Committee meeting met on November 14, 2011. Director Fitzpatrick and Vice President Ferryman attended and gave a report on the meeting. ENGINEER'S REPORTS PROJECT #129 - BRISTOL STREET, PHASE 2 - BID OPENING & RECOMMENDATION Mr. Hamers reported on the bid opening and recommendation for award of the construction contract for Project #129. Staff recommendation is to award a contract to the lowest responsive and responsible bidder, Repipe -CA, Inc. in the amount of $299,700.00; to approve a 10% contingency budget of $29,970 and approve a $25,000 deposit to the City of Newport Beach to fund overtime inspection costs. Bids were opened on October 25, 2011 and the low bidder was Repipe -CA, Inc. at $299,700. The Engineer's estimate was $386,500. Staff recommended awarding the bid to Repipe -CA, Inc. Mr. Hamers stated, upon completion of the project, the Orange County Development Agency (OCDA) agreed to reimburse the District up to $449,643, with the reimbursement broken down to include up to $405,125 for construction costs and $44,518 for administration costs. No District funding will be required for this project. The District funds budgeted for this project in the amount of $134,117, will be reallocated into the District's asset management fund. Vice President Ferryman moved to award contract for Project #129, Bristol Street, Phase 2 to Repipe -CA in the amount of $299,700.00, to approve a 10% contingency budget of $29,970 and approve a $25,000 deposit to the City of Newport Beach to fund overtime inspection costs. Director Perry seconded the motion. Motion carried 5 -0. COSTA MESA SANITARY DISTRICT PAGE 8 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD NOVEMBER 30, 2011 PROJECT #189 - REHABILITATION OF SIX SEWERS TRANSFERRED TO CMSD Mr. Hamers presented an oral report on the South Coast Drive Sewer. PROJECT #193 - SEISMIC STUDY AND RETROFIT FOR PUMPING STATIONS Mr. Hamers reported the District retained structural engineer Jerry Tucker to perform a seismic study of the District's sewer pumping stations and make recommendations for retrofitting certain components to provide protection against major earthquakes. Mr. Hamers provided a review and recommendation regarding these protection measures. The District's General Manager placed out for a Request for Proposal (RFP) a seismic study and retrofit of the District's pumping stations as a means to lessen the District's vulnerability to a 6.0 magnitude or greater earthquake. The study was awarded to the only RFP submitted, long -time local structural engineer Jerry Tucker of JTA Consulting Structural Engineers of Costa Mesa. Director Perry moved to authorize the General Manager to implement Priority I (secure the above ground electrical enclosures), Priority II (provide back -up power), and Priority III (provide flexibility to withstand earth movement) now and implement Priority IV (provide additional support for pumping stations in liquefaction zones) and Priority V (secure together concrete grade rings in pumping station manhole openings) in the future. Vice President Ferryman seconded the motion. Motion carried 5 -0. SEWER SYSTEM COMMITTEE President Ooten reported on the Sewer System Committee meeting held on November 8, 2011. An update on all CMSD projects was provided. TREASURER'S REPORTS Mr. Davis had nothing to report. ATTORNEY'S REPORTS STANDING COMMITTEES Mr. Burns presented CMSD Resolution No. 2011 -805, Establishing Standing Committees. Director Perry moved to adopt CMSD Resolution No. 2011 -805, Establishing Standing Committees. Director Scheafer seconded the motion. Motion carried 5 -0. COSTA MESA SANITARY DISTRICT PAGE 9 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD NOVEMBER 30, 2011 CLERK OF THE DISTRICT REPORTS 2011 SCHOOL TELEPHONE BOOK RECYCLING PROGRAM Ms. Revak provided the Board with a report on the 2011 School Telephone Book Recycling Program. The 2011 program will run from November 14 through December 16, 2011 with eighteen public and private schools participating. LOCAL MEETINGS ORANGE COUNTY SANITATION DISTRICT (OCSD) Director Ferryman attended the OCSD meeting held on SANTA ANA RIVER FLOOD PROTECTION AGENCY (SARFPA) Director Perry reported on the Santa Ana River Flood Protection Agency held on Thursday, November 10, 2011 at 4:00 p.m. INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY (ISDOC) Vice President Ferryman moved to approve membership dues for 2012 in the amount of $200.00. Director Scheafer seconded the motion. Motion carried 5 -0. CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA) Director Perry moved to approve membership dues for 2012 in the amount of $4,581.00. Director Ferryman seconded the motion. Motion carried 5 -0. OLD BUSINESS There was no old business discussed. NEW BUSINESS INCOMPATIBILITY OF OFFICE BETWEEN COSTA MESA SANITARY DISTRICT AND MESA CONSOLIDATED WATER DISTRICT Director Perry referred to a confidential memo presented to the Board by District Counsel. Director Fitzpatrick stated the new business to discuss should be limited to the incompatibility of office between the Costa Mesa Sanitary District and Mesa Consolidated Water District. Discussion was held on the item as it relates to the Mesa Consolidated Water District. Director Perry requested an item be placed on the December regular meeting agenda titled, "Incompatibility of Office regarding the COSTA MESA SANITARY DISTRICT PAGE 10 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD NOVEMBER 30, 2011 City of Costa Mesa Planning Commission ". Mr. Perry stated he feels it is incumbent upon the Board to receive District counsel advice on this subject. Another firm has provided information on this subject. President Ooten stated he has requested information from Mr. Burns on this subject as it relates to holding office on the CMSD and the City of Costa Mesa Planning Commission. Vice President Ferryman stated his opinion that the Board would be remiss in their duties as representing the Costa Mesa Sanitary District if they did not obtain professional advice on the subject. Director Fitzpatrick reported he, the District's President and the General Manager sat down and listened the specific request by Director Perry to discuss compatibility of office between the Costa Mesa Sanitary District and the Mesa Consolidated Water District and does that give the Board the opportunity to discuss anything they want or shouldn't the discussion be limited to the agendized item. Director Fitzpatrick expressed his opinion that the item is being discussed without prior notification on the agenda and believes there is no rush to judgment here, that this is going to take a very long time, a whole lot of money and I actually think we should be thinking about what we look like outside to the City we are about to do business with and this in- fighting that is occurring is a bigger issue. Director Perry stated he doesn't know what in- fighting he is talking about and what issue the City has with this. Director Fitzpatrick stated we are talking about a street sweeping proposal with the General Manager and will be putting out in the next week to do additional business with them. We are talking about expanding our services into multi - family. Director Scheafer asked what that has to do with the District — is the City going to look down on us because we are doing this? Director Fitzpatrick stated he thinks that it is a rush to put this on the agenda in two weeks, without a balanced look at alternatives and if the rest of the Board wants to override him, he is expressing his concern. Director Fitzpatrick requested opinion from District Counsel what if any discussions occurred after this particular item can be discussed at this meeting. Mr. Burns stated to make a determination in the matter of Incompatibility of Office requires permission of the State Attorney General to file a quo warrento action which is then presented to the Superior Court. Director Fitzpatrick stated his objection to the matter of incompatibility of office as it relates to the Planning Commission. COSTA MESA SANITARY DISTRICT PAGE 11 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD NOVEMBER 30, 2011 Director Scheafer stated he was concerned about the lack of decorum. He further stated if there is a "gray' area, it should be determined by the Board to clear the area up; and it is the prudent thing to do. Mr. Burns stated that, based on the Attorney General's reasoning, there is substantial likelihood that the office of the City of Costa Mesa Planning Commission and the Costa Mesa Sanitary District Board of Directors would be found incompatible by the Attorney General but that would only confer permission to file the quo warranto action. The ultimate decision would be made by a Superior Court judge. Mr. Burns stated he has provided opinion previously on "Incompatibility" and there was a request and a series of briefings set up with Directors to go over that issue and met with some Directors and others chose not to attend that meeting. Mr. Burns stated he learned a Board member went to a Conference and received an opinion on "incompatibility of office" from Meyers Nave. Director Perry stated again his request to place the item of "Incompatibility of Office between the City of Costa Mesa Planning Commission and Director of the Costa Mesa Sanitary District" as well as possible expenditures related to the topic on the December 15, 2011 agenda. Mr. Burns stated that he has a proposal from Meyers Nave for pursuing a quo warranto action. Director Fitzpatrick motioned to receive and file the new business topic of "Incompatibility of Office between the Costa Mesa Sanitary District and Mesa Consolidated Water District." President Ooten seconded the motion. Motion carried 3 -2. Director Fitzpatrick requested approval for funds to seek his own proposals on the topic of incompatibility of office. He stated this topic is an attack on him, personally. Director Scheafer stated he is looking for a decision on whether it is an issue, and if the Board should go forward; and it is not an attack against Director Fitzpatrick. President Ooten stated the proposal is to have a discussion of Alan Burns' December 30, 2010 memo on the December agenda, and for the Board to be given an idea of cost of going forward with the topic of incompatibility of office. Mr. Burns stated if the Board decides to go forward with the topic, he would not be comfortable presenting the quo warranto action against one of the Board members. Director Fitzpatrick stated there is not sufficient time for him to get an opinion in the next two weeks and asked what action was expected from the Board and if only one legal opinion would be presented. COSTA MESA SANITARY DISTRICT PAGE 12 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD NOVEMBER 30, 2011 Director Ferryman stated Director Fitzpatrick could pick out another attorney than Meyers Nave and have them send the Board an opinion. Mr. Burns asked Director Fitzpatrick what he was proposing. Director Fitzpatrick stated alternative opinions have been presented. Director Perry stated the question is whether a person can hold a City planning commissioner office and the role of a Director on the Costa Mesa Sanitary and not an attack on Director Fitzpatrick; and this is what the Board wants to resolve. Director Fitzpatrick stated the City has the same information and they are not spending money on it and reappointing me to a commission position over there. Director Fitzpatrick stated his opinion is that this issue was never about a run for Mesa Consolidated. Director Fitzpatrick stated he was concerned hearing that time and money was being spent with Alan Burns on Director Fitzpatrick and hiring Meyers Nave for an opinion on Director Fitzpatrick's compatibility to hold offices for the City of Costa Mesa and the Costa Mesa Sanitary District. Director Scheafer stated in the election he was supported by residents who expect him to resolve a conflict and if there is a gray area Director Fitzpatrick should want the conflict resolved. Director Scheafer stated it was the prudent thing to do. Director Scheafer requested to place the item of "Incompatibility of Office between the City of Costa Mesa Planning Commission and Director of the Costa Mesa Sanitary District" as well as "possible expenditures related to the topic" on the December 15, 2011 agenda. Director Ferryman seconded the motion. Director Fitzpatrick abstained from the vote. Measure was approved 4 -1. Director Fitzpatrick stated it is his opinion that it is a rush to judgment. Director Fitzpatrick stated that he renews his concern that bringing one option by one Director, the Board is depriving themselves of a fair and unbiased and in its entirety decision to not look at other alternatives, to only look at. Director Fitzpatrick stated the City does not see it as a problem. Director Fitzpatrick stated, based on this matter, page 21 of Section 3.1 of the Operations Code warrants further review and requested it be placed on the January 2012 agenda for discussion. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS Director Perry moved to add to the December 15, 2011 regular agenda the item "Discuss Incompatibility of the City Planning Commission position and the Costa Mesa Sanitary District Director position and possible expenditure of funds to ascertain the answers to the questions regarding incompatibility and to include the Meyers Nave proposal for pursuing a quo warranto action." COSTA MESA SANITARY DISTRICT PAGE 13 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING HELD NOVEMBER 30, 2011 Director Fitzpatrick asked for additional time and that he feels it is a gray area and requires more time to explore the issue that he feels he is being called into question, and feels he is convicted before he has an opportunity to defend himself. President Ooten stated a decision of the Board to expend money to further discuss this topic is part of the agenda item. Director Scheafer stated he is looking for a discussion on December 15, 2011 of the findings on this subject at which time it would be decided to go further with the matter and costs involved. President Ooten stated the item is for the Board to have a discussion of Attorney Burns December 30, 2010 memo and given an idea of the cost of proceeding with the matter, and determine whether to go forward with this matter. President Ooten requested the item "Discussion of General Manager's Evaluation" be placed on the next agenda. President Ooten will prepare an evaluation based on input from the other Directors. Mr. Carroll informed the Board and Staff that Friday, December 9, 2011 is Sherry Kallab's last day and a breakfast is being held on Thursday, December 8, from 9:00 to 11:00 a.m. at Mimi's Cafe on Harbor Blvd. where she will be honored, and awards will be presented to Staff. ADJOURNMENT President Ooten adjourned the meeting at 9:06 p.m. Secretary President COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING DECEMBER 27, 2011 Directors Present Staff Present: Meeting.. Date Item 01126112 VL A. 4. Robert Ooten, Jim Ferryman, Mike Scheafer, Jim Fitzpatrick, Art Perry The Board of Directors of the Costa Mesa Sanitary District met on Tuesday, December 27, 2011 at 9:07 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 discussion was held on the performance evaluation of Mr. Scott Carroll, General Manager of the Costa Mesa Sanitary District for the year 2011. ADJOURNMENT The meeting was adjourned at 10:05 a.m. Approved by: Secretary President C. otecti?W our coraamunity's health and the environment 6y pr lsid4319 so(id waste and se wer co ction services. co,�tiarraesosanitc rydistrict, orgy meetinig WITO lleM 011261121 Vila B. 5 Costa .4'esa Sanita,'y (District ... an Independent Specia(1District Memorandum To: Board of Directors From: Janel Jackson, Permit Technician Date: January 1, 2012 Subject: REFUND REQUEST FOR BOARD APPROVAL There were no refund requests for the month of December 2011. Board (' ra edf rw ll obert Oo�eo "JaMf"s ,r"err,WaI(a)a hhlae &°heq er James Arthur perty St ff General blcrram ger Joan Ravwp,,ak Q,f' ce.44e' wrma car ('710?"'k of u v l X. b-ic, Robin B..d Harriers Divrict,l ral ku'�.ve (949) as x)...1'731 Alan R. 1haaws Legal Counsel A"kp.rcus D Davis Treasurer Phone ( Q49) 64 5-8400 ax (949) 650-2253 21 defresk 628 x14 "..19th ireo Costa n l'esa, FA ''12627 -271" '1 °1rinsed on Recycled Paper eeting Date tte; 01126112 "1. B c';o' "t Samtaytr, �4_" Ie r� r . 1� . lid f.i1 �, � of . ��t�� �, i �f District , r1c January 1, 2012 Board of Directors Costa Mesa Sanitary District 628 W. 19th Street Costa Mesa, CA 926272716 SUBJECT: TRASH OCCUPANCY COUNT Dear Board of Directors: There are 2 increases for the occupancy report for solid waste collection as of January 1, 2012, therefore, the total occupancy count for January 1, 2012 is 21,537. Staff recommends the following: 1. The Board of Directors accepts the occupancy count as presented using 21,537 as the correct number of units. 2. The Board of Directors directs staff to prepare a warrant to Costa Mesa Disposal for October collection based on this occupancy report so long as the contractor fulfills the obligations of the agreement. Said payment in the amount of $197,179.85 to be ratified in the February 2012 warrant list. Sincerely, `I Janel Jackson Permit Technician cc: Costa Mesa Disposal CMSD Permit Processing Department 0 Protecting Ou ooa p m ity's i al(t l n F ea-nvi ommens wlib tv as imo se stag offf'rajon '% irk wa. ��� f- „..�� 100D0189142 �DPAVOVcnmff ARD. PLEASE RA- IN INFORMATION ON SACK OF REMITTANCE INVOICE #t: fNVOICE DATE: 18914 1/01/12 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 4: 09- 9 2 PREVIOUS AMOUNT DUE PAYMENTS CURRENT CHARGES TOTAL DUE 157,630.23 .00 646.48- 156,983.75 Please detach here and return with your pa nt CHI=CK 4 CR TRANSFER, INC. Man 1.2/01/11 RESIDENTIAL WASTE 14 140.19 52.220 7,320.72 12/02/11 RESIDENTIAL WASTE 16 143.04 52.220 7,469.55 12/02/11 RESIDENTIAL WASTE 12.38- 52.220 646.48- 1.2/05/11 RESIDENTIAL WASTE 16 161.68 52.220 8,442.93 12/06/11 RESIDENTIAL WASTE 15 143.01 52.220 7,467.98 12/07/11 RESIDENTIAL WASTE 13 119.32 52.220 6,230.89 12/08/11 RESIDENTIAL WASTE 14 136.32 .52.220 7,118,63 12/09/11 RESIDENTIAL WASTE 13 123.07 52.220 6,426.72 12/12/11 RESIDENTIAL WASTE 16 152.25 52.220 7,950.50 12/13/11 RESIDENTIAL WASTE 15 130.44 52.220 6,811.58 12/14/11 RESIDENTIAL WASTE 13 117.96 52.220 6,159.87 12/15/11 RESIDENTA” WASTE ". 13 120.74 52.220 6,305.04 12/16/11 RESIDENT AL JniAS'TE 14 124.20 52,220 6,485.72 12/19/11 REBIDENT.IAL :WASTE 16 1£1.19 52.220 8,417,34 12/20/11 RESIDENTIAL�WASTE 15 139.94 52.220 7,307.67 12/21/11 RESIDENTIAL WASTE 13 122.15 52.220 6,378.67 12/22/11 RESIDENTIAL WASTE 15 159.37 52.220 8,322.30 12/23/11 RESIDENTIAL WASTE 13 132.43 52.220 6,915.49 12/26/11 RESIDENTIAL WASTE 16 160.32 52.220 8,371.91 12/27/11 RESIDENTIAL WASTE 14 133.93 52.220 6,993.82 12/28/11 RESIDENTIAL WASTE 14 132.60 52.220 6,924.37 12/29/11 RESIDENTIAL WASTE 12 129.10 52.220 6,741 60 12/30/11 RESIDENTIAL WASTE 14 139.96 52.220 7,308.71 TOTALS 314 3010.83 157,225.53 IF YOU HAVE ANY QUESTIONS REGARDING ANY PART OF THIS INVOICE, PI A- &E,C�LL ( 714 ) 82 6 - 904 9 PREVIOUS AMOUNT DUE PAYMENTS CURRENT CHARGES ZTOTAL DUE bb, INVOICE TOTAL - . H ---- -L . - - CUSTOMER #: 09 - 9 2 INVOICE # 1891T l2 P.O. BOX 1200 f Ilvl [ OVERDUE AMOUNTS SUBJECT TO FINANCE CHARGE ® P[micJ a f(ir. rfcJ Saper BILL TO: COSTA MESA SANT DIST —SA HGT COSTA MESA SANT DIST —SA HGT P.O. BOX 1200 628 W 19TH ST COSTA MESA CA 92627 COSTA MESA CA 92627 CUSTOMER 4_ 09— 11 8 PREVIOUS AMOUNT DUE PAYMENTS CURRENT CHARGES TOTAL DUE 3.1,607.98 12,143.76 , 8,698.28 8,162. 5 Please detach here and return with your payment CHECK 4 CR TRANSFER, INC. w . . 12/07/x3 RESIDEN'T'IAL WASTE 4 40.38 52.220 7,7 12/14/11. RESIDEN'T'IAL WASTE 4 35.52 52 .220 12/27 /31 RESIDENTIAL WASTE 4 41.06 52,220 12/28/11 RESIDENTIAL WASTE 4 39.35 52.220 2,054.86 TOTAL 16 156.31 8,162.50 IF YOU HAVE ANY QUESTIONS REGARDtNG ANY PART OF THIS INVOICE, PLEASE CALL ( 714) 826-9049 PREVIOUS AMOUNT DUE PAYMENTS CURRENT CHARGES 'TOTAL DUB INVOICE TOTAL E�= i Z, 143, -16 1 a l CUSTOMER #: 0 9 11 8 INVOICE # 18 915 P.O. BOX 1200 111 OVERDUE AMOUNTS SUBJECT TO FINANCE CHARGE � j of n aite Item 01/26MI,2 'l. B, COSTA MESA SANITARY DISTRICT Warrant Resolution No. CMSD 2012 -7 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 $662,774.95 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 26th day of January 2012. 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 2012 -7 was duly adopted by the Costa Mesa Sanitary District at a regular meeting held on the 26th day of January 2012. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Seal of the Costa Mesa Sanitary District on this 26th day of January 2012. 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J U _°.1 a.oE Lai b T O v rw V � ° 0 LL .E C VJ E CO L 6 U � CL x w W Q .O V v qy Q w 4 O V w 0) z c w u. x im w EU a� IC U 0 Z O W c 0.� 0 � a. � r a j J y 1 3 C" e .O H z W as lu IL O-9 c d cc O V� O e m 4 V c im a� c O .O as c s � c fl 11 ii II it iar CL V� L a-++M o axi ` c o a) m 'g .r c as a ca p E Q. cc d ca c to 0- _0 s CL m y O CD o c CL u U U O fn Lo c E 0 N E L u (b {f} (6 7E Q O U) �_ E V CD c0 n C O O O y.2 *' m > d C m o O ma`, (D Q3 ;� O y E �a °� 0 V m c O v d ii .5 O m eg [V CO 1(? ` O 'c f L m V o L 0 -1 C Z a = d cc O V� O e m To: Board of Directors Via: Scott Carroll, General Manag From: Teresa Gonzalez, Accounting Manager," � Q Date: January 26, 2012 Subject: Annual Report of Expenses — Fiscal Year 10 -11 Summary California Government Code Section 53065.6 requires special districts to disclose, at least annually, any reimbursement paid by the District of at least $100 for each individual charge for services or products received by a Board Member or staff. The Annual Report of Expenses for Fiscal Year 10 -11 is provided as attachment A of this staff report. Staff Recommendation Staff recommends the Board accept the Annual Report of Expenses for the fiscal year 2010 -11. Analysis Attendance of seminars and meetings by Board and Staff are encouraged to monitor new legal requirements and technological advancements in the solid and liquid waste industries. CMSD Administration Rule 3.6 Employee Travel Reimbursement Policy and Operation Code, Section 3.01.090 Conferences, Travel and Expenses are followed when payment of training and travel related expenses are approved. It is a District requirement for key personnel and sewer crew staff to maintain cell phone service; each employee is provided with a monthly cell phone allowance and reimbursed for special additional fees. The District's Ordinance Enforcement Officer uses a personal vehicle when responding to trash related issues and is reimbursed for miles driven based on the annual IRS rate. protecting our community's heath by providing solid waste and sewer collection services crosdca,gov Board of Directors January 26, 2012 Page 2 of 2 Strategic Element & Goal Not applicable Legal Review Not applicable Financial Review The total amount of annual reimbursements to Board /Staff members was $6,428.67 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 January 26, 2012 Board of Directors regular meeting at District Headquarters and on District's website. Alternative Actions 1. Refer the matter back to staff Attachments A: Annual Report of Expenses Fiscal Year 2010 -11 a r- cu u a H O e-i O N L N } u V1 d N C a a. X LU a 0 Q., Gl fC Q 1 _I i1� i�II I i f i I I I I I J 1 1 f 1 V I I I I I i i I I I I a to H1 H, o o'er h n alcblh a I O N �o m'H h INI A m' h' o o;a m h a m mlol jN,l0'001, C ;m .O Li N m V H oi, �06 �f1I hSV O -�'�vq r11 '.--4 6, 00 p : LD 06 H vl N C, m ''.... (m h a �T m ul ul ;r cD Ln N Ln E.- �T �,I�.j „�H ~I �o n '+ I I ! lil iI X11 I II �i I I �lil a I I ca i I I ai c' b t` wII 'o m� m, ' 1 v Qr v T c I of , ca m ai aj ss, i I u a ofi s Iu' ul m L) u ;ui j Y Y ,co �;of 4I o'— fa aj'O m m��E1 a -,ia,�' a'ml i is �� a .0��: m-u1 ,� I U Ul' v7 N IL, O.i - Q fN, �, Q I C� QI : Q u a, Q C UI N' t N! coil vlv_ -, V V �. 01 Vn V' ' ✓11 ,U; V1� �I m, m I ml 1` oi.1' �I c m co m m1 ro� m� m ml aj a) ol H H v Q Iv v v r°v�n°�i °= Il,m� i� vi4 i v1 �i CI �,._ i._ C) co of l� u: c 00 E �I o'o �! Im rn obl, -, �i c fl Y N N h. 00 C-4 M m }o; i N co H V ^ m O o`; O 1 Q) QJ 41 Q! N j d Q] I 4! . Gl dl Q) - N I Q) QJ ` N CL) t aai co m. m nol tin' 04 on` oA: za ool au j to onl oo; oa mi ai v� a cu v a ai' a I L- �' mj Q—mi Q@i m a`°i _m f w v lw °I r �II l ca co IS 1 I p ' p I L O LL ILL V' I AD ! O 1 d' Ln M I 1 11 AR r� cc�s, �T SAXITAtx�yr A 'S"A „m CIT Memorandum To: Board of Directors Via: Scott Carroll, General Manager From: Marc Davis, Treasurer Date: January 26, 2012 Subject: Investment Report for the Month of December 2011 Summary Attached is the Investment Report for the month of December 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 December 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 December 31, 2011. The District's investments are in compliance with the Statement of Investment Policy adopted by the Board at the July 28, 2011 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 January 26, 2012 Page 2 of 3 The weighted average stated rate of return (current yield) for the District's investment portfolio as of December 31, 2011, was 1.041 %. The yield to maturity of the portfolio was 1.062 %. The District's weighted average interest rate was 66 basis points (0.663 %) above the daily effective yield of LAIF, which was 0.378% as of December 31, 2011. The weighted average number of days to maturity for the District's total portfolio was 877 days (2.40 years). The average duration of the underlying securities in LAIF as of December 31, 2011, which is the most current information available, was 254 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 December 31, 2011 was 44.72 %. As of December 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 is budgeted to earn an average rate of 1.100% for the year ending June 31, 2012. Through December 31, 2011, the portfolio has earned a weighted average interest rate of 1.201%. Staff anticipates that the District will be on budget with its estimated investment earnings. Committee Recommendation Review by the Investment Oversight Committee is not required this month. 2 Board of Directors January 26, 2012 Page 3of3 Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the January 26, 2012 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 December 31, 2011 3 COSTA MESA SANITARY DISTRICT Treasurer's Report of Pooled Cash and Investments December 31, 2011 Costa Mesa Sanitary District Pooled Cash and Investments by Fund December 31, 2011 CMSD Solid Waste Activities CMSD Liquid Waste Activities Asset Replacement Fund Asset Management Fund Total Pooled Cash & Investments Marcus D. Davis Treasurer /Director of Finance 1 1117112 Date $ 6,041,792.07 6,832,178.76 254,331.70 4,993,038.45 $ 18,121,340.98 Deposits Outstanding Bank Balance In Transits Checks Book Balance Active Accounts: Bank of America $ 90,167.52 - 59,708.30 $ 30,459.22 Total Active Accounts 90,167.52 - 59,708.30 30,459.22 Market Adiustment Market Value Increase Decrease Cost Investments: Local Agency Investment Fund $ 7,045,857.84 - - $ 7,045,857.84 Money Market/Sweep Account 1,045,323.92 - - 1,045,323.92 Federal Agency Securities 10,031,321.25 - 31,621.25 9,999,700.00 Total Investments 18,122,503.01 - 31,621.25 18,090,881.76 Total Pooled Cash & Investments $ 18,212,670.53 $ - $ 91,329.55 $ 18,121,340.98 Costa Mesa Sanitary District Pooled Cash and Investments by Fund December 31, 2011 CMSD Solid Waste Activities CMSD Liquid Waste Activities Asset Replacement Fund Asset Management Fund Total Pooled Cash & Investments Marcus D. Davis Treasurer /Director of Finance 1 1117112 Date $ 6,041,792.07 6,832,178.76 254,331.70 4,993,038.45 $ 18,121,340.98 COSTA MESA SANITARY DISTRICT Investment Activity Summary December 31, 2011 Total investments outstanding as of November 30, 2011 $ 14,120,627.68 Additions: Gain on sale of investment - Investment purchases Deductions: Investment maturity /sale proceeds - Loss on sale of investment - Investments called (1,000,500.00) Net increase (decrease) in Sweep Account 1,010,754.08 Net increase (decrease) in LAIF 3,960,000.00 Total investments outstanding as of December 31, 2011 $ 18,090,881.76 2 U) 41 O U # # r ro W LL C0 L C (U Cl) CL a) Il Y co � C? +, aocnOOaooaaOOO CD O Lr) O � ( 1 M r- rn U1 r (.4 I� Lo Lo 6 I_: 00 I� (6 O i t vim- c_d N r r Tf r- 0o p CCoo LO C C LO R� CD U E CT P, f1 * d C7 N N r r = W r r C r1 r T T T T T r r r r col T /A Y Lrt OT r ro W LL C0 L C (U Cl) CL a) Il Y co �t N O O 0 0 0 0 Co O 00 (D +, aocnOOaooaaOOO r� c I� c7007000 00000 T CU LONOOQOa 00000 00 E - 0O C7 0001-- 000000 0o p L6 l6 6 6 6 rno6 66 66 o U NT 19t o O 0 m o O O O 0 C O 0 0 0 O 0 rn O o o O a a O C r1 r T T T T T r r r r col T /A Y Lrt OT =, U C o 0 0 0 0 0 0 o a o 0 0 L (a p... 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CD O e" CD w cu cli To: Board of Directors From: Scott Carroll, General Manage .. Date: January 26, 2012 Subject: On -Line Board Meetings Summary On August 25, 2011, staff presented to the Board a program that provides transparency and workflow efficiencies with regard to agendas and Board meetings. The program, provided by a company called "Granicus ", can import agendas and index video recordings on websites to reach a broader audience and help keep the public informed on important policy decisions. Staff was directed to obtain more information, which is provided in more details below, and report back to the Board. Staff Recommendation That the Board of Directors directs staff to proceed with one of the four options identified below. Analysis On August 25, 2011, staff presented to the Board a program that provides transparency and workflow efficiencies with regard to agendas and Board meetings. The program is provided by Granicus, which is a privately held corporation in San Francisco, California that established a new vision for government and municipalities to provide public information through the Internet. Granicus provides comprehensive solutions for creating, managing and distributing live and on- demand streaming media content to support and enhance public meeting communications, internal training and public education programs for government. In addition, their legislative management solutions can improve the Clerk of the Board overall workflow by enhancing the way she record motions, votes, roil call, and speaker notes and votes. After receiving the presentation from Granius, the Board directed staff to report back with additional information. Specifically, the Board requested information on special districts currently utilizing the services of Granicus and how many people in Costa TrotecthW our community s health and the environment by providing so(idu)aste acid sewer co(kctioai services. wu w. crosdca.gov Board of Directors January 26, 2012 Page 2 of 3 Mesa are using Granicus. Also, the Board wanted to know if agencies are experiencing increased public participation from Granicus. Attachment A is a report from Granicus that shows the top ten viewed Board meetings at South Coast Water District in 2011. Viewers range from a low of 14 to a high of 32. Also in Attachment B are the top ten viewed City Council meetings in Costa Mesa. These numbers are significantly higher (low 3,685, high 5,420), which can probably be contributed to items on the agenda pertaining to outsourcing, charter city and the budget. I have also included the top ten viewed City Council meetings in Newport Beach. Viewers in Newport Beach range from a low of 141 to high of 214. Based on the viewership from these three agencies, I believe there is value in providing on -line Board meetings. Granicus initial cost to the District is $14,625 with a monthly cost of approximately $1,230 (The initial cost doubled since the proposal was first presented to the Board on August 25, 2011). See Attachment B for Granicus cost proposal along with more information about their services. Equipment costs such as a camera, microphones, cables, and internet enhancements are estimated at $2,500. Another option is to hire a technology integration company to provide broadcasting and video retrieval of Board meetings. Staff met with a representative from Digital Networks Group to obtain a proposal for said services. At the time this report was being prepared, staff has not received such proposal from Digital Networks. A third option is to hire a post - production company that can bring in their own equipment to video tape Board meetings, encode it for web streaming and then send the recording to staff to integrate into our website or we can prepare it for YouTube that is linked on our website. The cost for this option is $1,245 per meeting (Attachment C). This option is less costly and does not require the purchase of equipment; however, it will require staff time to integrate videos into our website or to a YouTube account and viewers will have to open two windows (one for the video and the other for the agenda). Also the agenda will not be bookmarked so viewers will not be able to click on the specific agenda item he/she wants to view. A fourth option is to piggy back on the City of Costa Mesa's Granicus account where the District would send Board meeting videos to the City and then they would upload the video onto the District's website. The District will still have to purchase the equipment at an estimated cost of $2,500. In addition, the agenda items will not be bookmarked. The Newport -Mesa Unified School District has this type of arrangement with the City. Strategic Element & Goal This item supports achieving Strategic Element No. 5.0, Administrative Management and Strategic Goal No. 5.4, IT Management. Legal Review Not applicable Board of Directors January 26, 2012 Page 3 of 3 Financial Review Option 1: Granicus — the total cost to subscribe to Granicus and purchase the necessary equipment is $17,125. There is an additional $1,230 monthly fee for a total of annual cost of $14,760. The total cost to subscribe to Granicus is $31,885. Option 2: Digital Networks Group — an integration company provide broadcasting and video retrieval of Board meetings. Cost proposal not received. Option 3: Monitor Video - to hire a post production company that can bring in their own equipment to video tape Board meetings, encode it for web streaming and then send the recording to staff is $1,245 per month for a total annual cost of $14,940. Option 4: Piggy back on the City of Costa Mesa's Granicus account is $2,500 (purchase and installation of necessary equipment) $8,000 is appropriated in the FY2011 -12 Budget for online Board meetings. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the January 26, 2012 Board of Directors regular meeting at District Headquarters and on District website. Alternative Actions Do not approve any of the options mentioned above and continue status quo for Board meetings. Reviewed by: Teresa Gonzalez Accounting Manager Attachments A: Granicus Viewership Report B: Granicus Proposal along with information about their services C: Monitor Video and Kevin Clark Production costs Attachment A % L, ranicus- �, City of Costa Mesa .... ..tt Top Ten Report Top 10 archives in the past 365 days viewed by all viewers City Council Meeting (Jun 21. 2011 City Council Meeting (Aug 2.2011 City Council Meeting (Oct 4, 2011 City Council Meeting (Sep 6, 2011 City Council Meeting (Oct 18, 2011 The Community Report - Shover 88 (Nov 15, 201 City Council Meeting (Dec 6, 2011 City Council Meeting (Jan 3. 201 City Council Meeting (Mar 1, 2011 City Council Meeting (May 17, 2011 Viewers 0 2000 4000 6000 11111` l ��/Sio NOW,"u !✓�i/ileff, Public Internal Top Ten Report (Job 135112) 1/10/2012 10:03 lfOp"alm'ME' ' / ' gran1CU5 Newport Beach Top Ten Report Top IO archives in the past 365 days viewed by all viewers Viewers 0 50 100 150 200 250 Cib( Council Regular Meeting (Feb 22, 2011) City Council Regular Meeting {Rug 9, 2011) City Council Regular Meeting (Jan 25, 2011) City Council Regular Meeting (Jan 11, City Council Regular Meeting (Jun 28. 2011) /1"IN����11/��flllllll�l�l�� , 1�1�i111J�1���J�J�J��IUUI����y City Council Study Session (May 10, 2011) y�yIII1W�JY�J 1111111p19f1I'l�"1 Profiles of Govt -Where Does our gash Go? (Sep 18, 200 City Council Regular Meeting (Jun 14, 2011)If'i'�J�l�'1���1�1j�1��� -0 City Council Regular Meeting (May 10.2011) IMMUNE 111111111 ,i 8��11111111 City Council Regular Meeting (Mar 22, 2011) ��1 �1���1�1111 ���' � ����1�1�1�1 J .— BEEN. Public Internal Top Ten Report (Job 134855) 1/6/2012 5:10 'o�/,/ ai Fjft"aC11CUS South Coast Water District F, , Air, Total Viewers Report View all clips in the past 30 days viewed by all viewers. Total results from date range: 42 20 15 10 5 Q f(r, IUl( /i arp'G 11 f� W 47 �f Sfl W G7 V fD •-+. C3 O G O O O N N N 1 Date Internal PRX0,1'/ Public Total Viewers Report (Job 134846) 1/6/2012 5:02 1yw granicus. connecting government G V a r i ct.,s 3i i f o' i I;. ii � ," ,,, :��i ,i �M, �.. �w,,����pi�� r s a �� � ��,�� f If � °�L. a Ir y 1") i °�� �" �'" �n �C ",: January 11th 2012 Dear Scott Carroll, US id, IQa Thank you for considering Granicus. It has been a pleasure to learn about the unique needs for the Costa Mesa Sanitary District. We look forward to establishing a rewarding, long -term relationship with you. On the following few pages, you will find a breakdown of the needs that we have uncovered, our proposed solution, some of our key differentiators, detailed pricing, and a checklist that outlines our next steps. Over 900 jurisdictions have selected Granicus as a partner to help them build trust with citizens, reduce staff time spent on processing meetings, and engage citizens in new ways. We hope that you enjoy being part of the Granicus client family. If I or any other member of the Granicus team can be of further assistance, please contact me at 949 -2$9 -401$. Most Sincerely, Ed Burrell Software Sales Executive Granicus, Inc. j9ranicus. connecting government Attachment B Your Current Situation Provide access to agendas and minutes online. No current streaming or rebroadcast of meetings Your Needs Improving overall communication and transparency with the Board. Automate your agenda and minutes process and make life easier. Reduce paper consumption and reliance on large agenda packets. Pricing: Government Transparency Suite $6,800.00 $270.00 Meeting E4iden(y,Su to $6,2'60.06 $400.00 Citizen Participation Suite $1,500.00 $140.00 Shipping $ ,2540 $0:00 Tax $0.00 $0.00 Grans Tataf $14,625'.00 $1,236,60 • All suites require the Granicus Open Platform • All Suites include hardware and software and training • Includes 1 Agenda Template to be used by all meeting bodies Sales tax may apply depending on your organization's tax status and the tax laws unique to your state, county and /or municipality. This proposal expires on April 15th 2012 Included Meeting Bodies: Board of Directors - Meeting Efficiency Suite is limited to usage of one meeting body. Additional usage of other meeting bodies for this suite will require purchase of additional licensing. * ** NOTE: The pricing in this preliminary proposal is SUBJECT -TO-CHANGE. While this preliminary proposal will provide you with our best possible estimate of what your solution will look like, it is not considered complete until a network assessment has been completed. Our goal here at Granicus is to make sure that every new will help us meet our goals and will ensure that you have client has a successful deployment and to make sure that our products exceed your expectations, We believe that spending the time to accurately conduct an assessment of your network and documents the best experience possible. * ** www,granicus,com . 600 Harrison Street, Suite 120, San Francisco, CA 94107 • (415) 357 -3618 granicus. connecting government i/ e/„////%/✓/ l/ l///%//%%%%%%/////! O„/%%%%%%/% O�%///, �///////%// O// �/ O///,,,///„ i%// / /G / / / %� % %O % / // % / % /l / /.6 / / / /i %/ / /,r, / / / / / % % / % % / / / / % /%/ ,/„/%//// i// O/ O,%//%//////l,,, f/ ii//%%%// a%/////%/ O%%%/ / / / / / / / /, / / / / / /O % % / /� /� / / / % /i // / %l%/%//% Gi/„/,,,,/////%/%//// r0%%% G///%/%////%% G// l% i/ %i / %l / /G! / / / / / / / % /� / / / / / / % / / /0, Proposed Solution The Granicus® Open Platform allows you to stream an unlimited number of meetings and events online and over mobile devices — play video in Flash, HTML5 and Silverlight. Publish all of your content online with indefinite retention schedules. Rely on the Open Platform's Unified Encoder to give you unlimited bandwidth, storage, and intelligent routing. You can also access a library of community content and start publishing videos immediately. Finally, leverage an open architecture and connect in -house or third -party solutions to Granicus. • Stream unlimited meeting bodies and events • Indefinite retention schedules • Intelligent media routing • Community content library • Open architecture and SDK What this can do for you... - Create a powerful website experience for citizens. - Increase convenience with access any time, from anywhere. - Simplify media management through automation. - Unparalleled streaming performance and reliability. - Unlimited bandwidth, unlimited storage, and intelligent routing. - Available to your entire organization. SUPERIo 11w MUM rath w MMOP IN owe 0r Meamat, aNavrpa<i nieaaeays elry!OUranrarlenl�e. Attltlre0 .0 m Ve aoarged by tlam, WM Ine mW mMd at IN WP 01 the fat sneft Vow ewvstl wT. nom.... CIV COUea JuYM 2010.690 PM �j www.granicus.com e 600 Harrison Street, Suite 120, San Francisco, CA 94107 a (415) 357 -3618 M.w.w [MM 0.naen Nbo Qty CW'd an 1, 2010 022 Y Qg co0 dl May18,2010 020 v Specal C"XH WMWV May 11, 2010 021 YIN chycoura May 4. 2010 00 Z& My CO nci AK20.20M 021 Mft M CWd W7.2010 0:31 Yft Qly Coma Mar 15, 2010 120 Y my C=r d Mae212010 022 Y9ss �j www.granicus.com e 600 Harrison Street, Suite 120, San Francisco, CA 94107 a (415) 357 -3618 agranicus. connecting government The Government Transparency Suite gives your citizens access to public meetings and records online. Take the next step towards greater transparency and link related documents to your video, offer your full agenda packet, and provide advanced searching of archives. Reach a broader audience through downloadable formats (MP3, MP4) and make video available offline. Granicus' reporting tools give you a detailed analysis of visitor statisticsto help you better understand viewership trends. • Publish agenda packets with video • Link relevant materials • Build reports and analytics • 1 Legislate for the I Pad* • Index videos live • Offer downloadable formats (MP3 & MP4) Yi'�.mindMwb= 1.a.�p.e Wru an 4 ,a aopmw matl�, A Mn C WOWrdpr A s. aof 6r�C.ra �w+.ln. BY mt�+vb. 16, Camel rt�YMM+Me �RrP�/ N xwtMM1 I -. �R- f?:r[.Y�21u: �tf 1 www.granicus.com • 600 Harrison Street, Suite 120, San Francisco, CA 94107 a (415) 357 -3618 ,jqranicus. connecting government "' (included with Government Transparency Suite) What this can do for you... Generate and publish an agenda packet that is linked to video. - Save hours of time by importing agendas and indexing video in real -time. - Measure and analyze public interest through a reporting dashboard. Proactively inform citizens with agenda and keyword subscriptions. Maximize public access with a searchable integrated public record. 6 • w Mr 6..Irq' .-.IYU vw kM.X�' wywd.�. a+,..�ama a �owsa wawa sn.,. r..rmiA,a,..yw.rA�a�.r a uw Ar..w.w.w P r o 6�ur www.granicus.com ® 600 Harrison Street, Suite 120, San Francisco, CA 94107 • (415) 357 -3618 �Dqranicus, connecting government /�� i / , /ii , , , f� ,iii ✓/ / � / // /ii /// /� / /� The Meeting Efficiency Suite is an automated solution that combines minutes with a meeting's recording. Capture and publish minutes, saving staff time and cutting administrative costs. Record roll -call, agenda items, speakers, motions, votes, and notes through a simple interface. After the meeting, finalize minutes quickly and easily in Microsoft Word"". With VoteLog, allow the public to track legislation, ordinances and even voting member records through your website. This Suite you can seamlessly integrate with agenda solutions already in place, • Meeting preparation tools • Live minutes automation • Quick notes and text expansion • Minutes editing and publishing • Generate linked minutes What this can do for you... - Streamline meetings. Easily record roll call, motions and votes. - Save time and ensure accuracy - capture meeting actions directly into the public record. - Run more productive meetings with touch- screen voting displays for elected members. - Easily publish minutes and supporting materials into a comprehensive public record. - Help the audience follow fast -paced meetings with a public display. Save hours of post - meeting Mork. All actions are automatically documented for you as they occur. 0 www.granicus.com • 600 Harrison Street, Suite 120, San Francisco, CA 94107 • (415) 357 -3618 agranicus, connecting government Pr 0,R Ci[tlz l,r" Fla II �c I (i 11 S GEI The Citizen Participation Suite allows you to collect feedback from citizens on items tied to upcoming meetings. Reduce the administrative overhead of collecting, organizing, and managing citizen feedback through an online form available on your website. Automatically produce and distribute a consolidated report of comments to help elected members better understand the opinions of citizens before making policy decisions. • Online comment form with related documents • Website integration • Get text and video comments on agenda items • Build and distribute a consolidated report • Agenda integration What this can do for you... • Add new voices to the democratic process in a productive way. • Collect constructive feedback from citizens on the issues at hand. • Measure public opinion and understand the views and concerns of your citizens. • Allow elected officials to make more informed decisions. • Be more responsive to community needs and build public trust. AMMIIDA Te O"Y. MY 1$. 1010 n10'MMN- uo SrXwwrr.rM!rmr�ww.5neure+e+..�x naw rr, ri :�+aoo•brQ. sar.m.do r..� can .w„�w.«nam Iliu71'J10YOL =MdiM s.e{yv_il.dy w�eu,v,vivwsuixwrvWUrnou M .:�v! �4 � ,� iMdWy N��Y,IIMIIW.N11YeWdY ��w� ".S ���uf fflf it "i111�10 DW.AAW- Ste•,. _ �t rW r.t,hi +a. 7 m01 o �NUff d. ✓f 01uf<m „iJk ib.'6 ! rvlr;; kh �, m"xavvvvvuvuv I I L ? M..iywe,M9.v.ka�>a pw+., nNrr.wcwrrour, pia W..a.af 14�.�Mrep,wl' -n ahuw W�MMwl w,n l.�c�dlrvw. �N tiM www.granicus.com o 600 Harrison Street, Suite 120, San Francisco, CA 94107 0 (415) 357 -3618 granicus, �,��� n' ii..� � 0 S Wry! connecting government Granicus Differentiators • World's most experienced provider of government transparency, citizen participation, meeting efficiency, legislative management, and training management solutions with: o Over 900 clients in all 50 states, at every level of government o Over 31 million government webcasts viewed o More than 265,350 government meetings online • Open API architecture and SDK allow for seamless integrations with systems already in place • Certified integrations provide flexibility and choice of agenda workflow solutions • Oniy government webcasting service to provide encoding, minutes annotation, transcription, and closed captioning services • Truly unlimited storage and distribution for all meeting bodies and non - meeting content • Indefinite retention schedules for all archived meeting and non - meeting content • only provider of both government webcasting and citizen participation services • Oniy provider of both government webcasting and training management services • Access a library of peer- created government media content from over 900 Granicus users • 97% customer satisfaction rating, 99% client retention rating • Ranked 185 on Deloitte 500 fastest growing companies • Ranked 419 on Inc 500 fastest growing companies • Client Success stories are available here htliG JJV,y;��,grµ,bi�c'wsµcru'wr'C ile,ir°i • Client list page. I °�tt � � g( °� ni tr.:. r n� C UR nt.S Cwlis air 14 w �i Client Examples: City of Costa Mesa, CA: !3jt, ; ; :w i 1a: : : � he wµ,p y �vu ° t W City of Newport Beach, CA: L ,/ " , :r j� APA South Coast Water District; lid Next Steps • Engage other Stakeholders • Complete Network Assessment form and Network Assessment call E. www.granicus.com o 600 Harrison Street, Suite 120, San Francisco, CA 94107 • (415) 357 -3618 Monitor Video Production Service 2054 Ridgeview Terrace Corona, CA 92882 714 -258 -7262 Attachment C Estimate Date Estimate # 1/17/2012 1161 Prepared for Costa Mesa Sanitary District 628 W. 19th Street Costa Mesa, CA 92627 Attn:Scott Carroll Monitor Contact Terms Tom Net 30 Description Cost Qty Total Editing & encoding CMSD board meetings & special event meetings for integration into CMSD web site (2 - 2.5 hour programs) Non - Linear Editing - hourly rate 100.00 4 400.00 Encoding - Encode edited program for Internet media 120.00 1 120.00 streaming (format to be determined) Sales Tax July 12011 reduction 7.75% 0.00 This estimate is based on supplied information. Any changes, additions or deletions may affect the final cost. Please review and contact us if you have any questions. Phone # Fax # 714 - 258 -7262 Total $520.00 Company Address Monitor Video Kevin Clark 218 SAPPHIRE AVENUE 8800 IRMI)y (A 92661 (949) 135 -3800 K[Y1NQRK1Y @QU1L(OA Production Estimate Bid Date Estimate # 1/13/2012 93 Project Production Date Costa Mesa SD 1/28/2012 Description Qty/Days Rate Total For Costa Mesa Sanitation District Meetings Kevin Clark (half day) 1 350.00 350.00 JVC GYHM790L17 HD Camera Package (discount rate) 1 250.00 250.00 8 channel automatic mixer plus cables 1 100.00 100.00 Microphones plus table stands 1 25.00 25.00 We will match or beat any competitive offer using similar equipment. Total $725.00 To: Board of Directors Via: Scott Carroll, General ManagWr?_,7', ___ From: Teresa Gonzalez, Accounting Manager,/ o��, Date: January 26, 2012 Subject: Mid -Year Budget Report Summary The following report is a brief analysis of District expenditures for the second quarter (October — December) of the fiscal year. Staff Recommendation That the Board of Directors receive and file this report. Analysis Overall, the solid and liquid waste funds are projected to have a surplus by the end of the fiscal year. The Solid Waste Fund is projected to have a surplus balance of $4,439 and the Liquid Waste Fund is projected to have a surplus balance of $177,117. The total current appropriations for capital improvement projects are $5,851,506. The total appropriations are composed of the original budget for fiscal year 2011 -12 in the amount of $2,397,250, plus current fiscal year's budget adjustments and transfers in the amount of $457,500 and the carryover of funds in the amount of $2,996,756. As of December 31, 2012, a total of $1,094,727 has been spent, leaving a balance of $4,756,779 of unspent CIP funds. The nature of capital improvement projects is such that their scope and size inherently precludes them from being completed within the fiscal year in which funding was initially appropriated. Please see attached report for more detail analysis. The next quarterly budget report will be presented to the Board on April 23, 2012. Protecting our community s (eafth andt(e environment by providing solidwaste andsewer coCCection services. www. cin sdca.gov Board of Directors January 26, 2012 Page 2 of 2 Strategic Element & Goal This item supports achieving Strategic Element No. 7.0, Finance Goal No. 7.1, Develop quarterly budget reports. Legal Review Not applicable. Financial Review See attached report. Committee Recommendation Not applicable Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the January 26, 2012 Board of Directors regular meeting at District Headquarters and on District website. Alternative Actions 1. Refer the matter back to staff for additional information. Attachments A: Quarterly Budget Report (October — December, 2012) SOLID WASTE FUND As of December 31, 201 Account Name: Solid Waste Prepared by: Teresa Gonzalez EXECUTIVE SUMMARY Account # 10 -000000 Attached, please find the latest budget expenditure analysis for the Trash maintenance operating budget. The projections in this budget are based on run rates in some accounts and known or anticipated spending in others. Please see budget account information below for additional detail. 11 -12 11 -12 11 -12 11 -12 Original Carry Adjustments Working Budget Forward Budget $5,348,640 $101,545 $0 $5,450,185 The annual working budget for this fund is $ 5,450,185 after the $97,675 and $3,870 carry forward of funds for the AB 939 recycling grant and records management system, respectively. To date we have expended $2,228,328 and are projecting full year expenditures to be $5,445,746 for a projected year -end balance of $4,439 resulting primarily from salaries and benefits projected to be approximately $8,480 below budget, with an offset in savings in the contract services and anti- scavenging accounts, which are projected to be approximately $13,491 over budget in total. The following sections provide summary information about the status of any given account number that may need additional clarification. Please feel free to contact me if you have any questions or need additional information about this report. Overall, personnel expenses are estimated to be under budgeted amounts by approximately $8,480. This is primarily a result of the delay in hiring of the Office Specialist I position, pending completion of the administrative proceedings in establishing a 2nd tier pension plan. M &O M &O accounts are expected to come in over planned budget levels, in the amount of $5,040. The major components of this projected year -end deficit are described in more detail below: • The savings in the personnel expenses is somewhat offset by an over budget in the contract services account in the amount of $5,490 due to the need to staff the Office Specialist I position with temporary staff. • The annual contingency account has a remaining adjusted balance of $1,750, which is expected to be exhausted by the year -end. The original budget of $8,650 was reduced with budget transfers to provide funding for attendance at the SWANA conference ($4,400) and for govDelivery consulting services ($2,500). SPECIAL PROGRAMS The anti - scavenging program is projected to be over budget by approximately $8,001. The original budget was $10,000 with a subsequent budget transfer from the capital outlay account in the amount of $10,000 for a total current budget of $20,000. The $20,000 only appropriates funds for the purchase of lockable containers. During the final year of the annual large item pickup, the program incurred trash hauling expenses of $8,001 paid to CR &R. These trash hauling expenses were charged and posted to the anti - scavenging program. At the time of the budget preparation an approximate amount of trash hauling expenses was unknown due to the pending discontinuance of the annual summer large item pickup. CAPITAL OUTLAY it is projected that the entire capital budget in the amount of $50,300 will be expensed by year end. The capital equipment or outlays that have been expensed as of December 31, 2011 are: • Energy efficient auto — Chevrolet Volt, $42,960 • Conference room visual board, $210 LIQUID WASTE FUND As of Decernber 31, 2 Account Name: Sewer Maintenance Account # 20- 000000 Prepared by: Teresa Gonzalez EXECUTIVE SUMMARY Attached, please find the latest budget expenditure analysis for the Sewer maintenance operating budget. The projections in this budget are based on run rates in some accounts and known or anticipated spending in others. Please see budget account information below for additional detail. 11 -12 11 -12 11 -12 11 -12 Original Carry Adjustments Working Budget Forward Budget $5,266,445 $68,050 ($157,500) $5,176,995 The annual working budget for this fund is $5,176,995 after the $33,100 and $34,950 carry forward of funds for the purchase of fire damaged equipment and records management system, respectively. A budget transfer in the amount of $157,500 transferred the appropriated funds for the headquarter remodel project from the capital outlay account to a capital project account. To date we have expended $2,957,106 and are projecting full year expenditures to be $4,999,878 for a projected year -end balance of $177,117 resulting primarily from the salaries and benefits projected to be approximately $16,850 below budget and the projected non -use of the adjusted annual contingency budget in the amount of $151,217. The following sections provide summary information about the status of any given account number that may need additional clarification. Please feel free to contact me if you have any questions or need additional information about this report. Overall, personnel expenses are estimated to be under budgeted amounts by approximately $16,850. This is primarily a result of the delay in hiring of the Office Specialist I and Maintenance Worker positions, pending completion of the administrative proceedings in establishing a 2nd tier pension plan. •: M &O accounts are expected to come in under planned budget levels, providing a total balance of $160,267. The major components of this projected year -end balance are described in more detail below: • The savings in the personnel expenses is somewhat offset by an over budget in the contract services account in the amount of $5,490 due to the need to staff the Office Specialist I position with temporary staff. • The liability insurance account is projected to be below budget by $15,000 due to conservative premium estimate calculations used during budget preparation. • The annual contingency account has a remaining adjusted balance of $151,217. The original budget of $285,117 was reduced with budget transfers to provide funding for root abatement and hot spots repairs ($121,400), feasibility study of installing generators at selected pump stations ($10,000), and for govDelivery consulting services ($2,500). CAPITAL OUTLAY It is projected that the entire capital outlay budget in the amount of $203,400 will be expensed by year end. The capital equipment or outlays that have been expensed as of December 31, 2011 are: • (2) Motorola two -way radios, $3,480 • Fire damaged equipment replacement, $24,282 • Backup generator - construction in progress, $62,989 • Records management system equipment, $14,733 • Conference room furniture, $6,054 CAPITAL IMPROVEMENT PROJECTS Project FY 11 -12 Appropriation Carryforward Total Appropriation FY 11 -12 Expenses Balance #101 West Side P.S. Abandonment 350,000 994,521 1,344,521 (2,075) 1,342,446 9129 Bristol St. Sewer 589,522 589,522 (5,937) 583,585 9171 Irvine P.S. Force Main 293,750 293,750 (4,247) 289,503 #185 System Wide Swr Recon. Phase 1 1,000,738 1,000,738 (433,583) 567,155 4188 Conversion of Swr Atlas to GIS 87,663 87,663 (26,022) 61,641 #189 Rehab, Of Six Sewers Trnsfrd. 300,000 324,312 624,312 (569,119) 55,193 #190 Canyon Force Main Rehab. 75,000 75,000 (3,619) 71,381 #191 Condition Assessmnt. Force Mains 50,000 50,00D 0 50,000 #192 System Wide Swr Recon. Phase 2 1,175,000 1,175,000 (12,256) 1,162,744 4193 Seismic Refurbish 100,000 100,000 (22,020) 77,980 #194 Sewer Manhole Rehab. 353,500 353,500 0 353,500 #195 CMSD Headqtr. Lobby Expansion 157,500 157,500 (15,849) 141,651 Total $ 2,854,750 $ 2,996,756 $ 5,851,506 $ (1,094,727) $ 4,756,779 y � •y y r R aa� �d o x M W o Z b S a v V e e at ," a a" ae e e o e e ae ae ae L Y - ° E LL a m m� c � m � w cymrnrti�n � A [ m w Q a � mrn ngoo�w��pm mm�ioom vm�ioo new w m - N N _ } j '65 a w m o°cpnao °n `ri vivo °Om fq N mml 4�i r N A M N N O� M m N A cim tC mn�n a°yyp ��nyyvm d �O O O N M �Sl V W W H A T N r o p N O A N m v iii v v 6i uJ c� N Q m ry 3 � LL N N V K C m �° a of a°• 3 o w 2e de a A' a ✓r d� �A..� a e a ag° d° 2°•...e 3� e e e e R e de YF L a U m oN rrr �N mr F' d�.-ry r=m uai `vyi i °�n�`v'i u`"swN OC�mw�op4i p$m nn N �� Vh oaQ .-y�em ��i w oo a �vN him °�a' °v � •- v,NA�i dmv, Ir O r 0 w mr`°i rAi °mimn m °a�m�vNi om000 0ro;;¢¢ N^oo� NQO mono car o. r moa N V v rnr me rm 05 ua�? aQ NQ V W w 0QN 0 �i � r w C m Q� fm+ O� cp tO ° N S 1� f� W N° C3 m N N S N W r m N t°C ° O V N Y] 6i N N b A ap� tP0 N N W rp 0 0 0 ul V Q n P �P W nP N m M m m N v °j CI O r pj N H. � m^ N w �0 'S O� P N 0 0 �➢ O O O O OQ O N ap pf O N W e0 H M M iYi r - 00 pM� O I(] N O n O [� n° to N f� T C)_ O O O O �1'i O IO f� l'9 m r N m O Q V m 07- ro rNNr rnN m O m m c w o p 0 O S N 6? 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U m pN1_ cq q r M N N W N n �D N r r N v N M W r M N M 00 �- 16 O O N P w O N O n ° mU cnp a V O O O W b M N r W W W N O d N O O tNO Q c0 t°p N 7° W M O M m N f� W cc d y m { � � n p� N m N N r'i � N m W N n W r M 7 a N p1 O M l0 Ih � N w m V' � d N i %� r N O O� Grrp O P �D O m V m m N M 0 fO 0 0 0 0 uri N d' O N E O C o GNG n o w W R^ O? m r O N C•; O N m H N n W 00 N W T N Ni o O ¢¢mmm11 N N Ili N Qi O �i r r N � Qp 1 0 OV 0 0i 00 0 0 r o° IR p�1 f� _ m0 O Oo OP W � O W n lf> N O c7 O d M N O N r o O c2 � m N O N r r M N W r T W r O O O h N W^ h m 6? O O O O m O 0 0 OQ PO OP 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 4 0 0 0 n IlJ O O O O V N 0 0 0 0 0 0 9 0 0 0 O N O N O O OP OP m 0 0 OD 0 0 0p r 8 0 0 0 TT G1 O W h N O M O O tD O O O O O y 6l � n Iq O 11 Q_ O O O� c 7 m M N �[1 O n N O ei cri a r N c m vi m ai d vi o 0 o a> a o N ri r o o m r W v a vi iri as o o w Oo N O N N M N m Ff N O W N O 9 N r r r r M d' m �- •- W n [p W O O d� N m N N w LLj lo W, o 50; LLd z w - a� a N _ ~ u�au 7 D a q a m ¢ x w m W p O- w w t7 d w u u U U z W K ¢ a o W 7 w u y Q W W O ❑ z¢ c a a_ z a w W o s r z z a o W o a s w r o s e va LL Q m ° a z z u 4 w¢ g w a 3 a o �" g a j> O r Y p= a w W t�7 Vi N z¢ '> Z ul W W rc a O W p °- w N U 06 Z Z R X m o_ U 0 Z z a z W�Q^^ K g a W r z W y o W z a �a W w w w W a U a 0 4 g rG' in w 0Fi vii O v f U ° ro U U Y O W K Z p a a d a H N w z w a 6 4 Q> N N y m O W Z¢ W F 0 0 H O O O a fS N w O w LL 0 0 `� ¢ a a w Y d D .� W 6 u. E U U w m W [7 r `c k Q �/1 ? O d U lei E n 3 w w w �- H IZI.I m r 0 m 3 0 X a N f � v w' W zl g N U v a Solid Waste Fund Estimated Actual FY 2011 -12 $5,445,746 Solid Waste Fund Working Budget FY 2011 -12 $5,450,185 FY 11 -12 Working Budget Personnel Administration 8% 3% Capital Outlay IJ11 �� 1 ,�I�lllll //l�l�yfl,� ° � ~Special4 ograms Recycling/Disposal 40% Solid Waste Fund Actuals FY 2010 -11 $5,157,724 Liquid Waste Fund Estimated Actual FY 2011 -12 $4,999,878 Liquid Waste Fund Working Budget FY 2011 -12 Liquid Waste Fund Actuals FY 2010 -11 $3,040,741 Memorandum To: Board of Directors From: Scott Carroll, General Manag2r. Date: January 26, 2012 Subject: Strategic Plan Progress Report — 2011 -12 2nd QTR Summary On May 27, 2010, the Board of Directors adopted the Costa Mesa Sanitary District Strategic Plan for Fiscal Years 2010 -15. The Plan is a top level planning document that will set clear direction over all operational aspects of CMSD's mission. It serves as a framework for decision making over the next five years. Staff Recommendation That the Board of Directors receives and files this report. Analysis To ensure staff is remaining focus on completing the strategic elements and goals identified in the Strategic Plan, a quarterly progress report was established. The quarterly report is also helpful in determining the progress being made to achieving CMSD's mission, vision and core values. Attached for your review is the second quarterly progress report for Fiscal Year 2011- 12 that identifies the progress staff made for completing the strategic goals during October through December 2011. This report, along with the quarterly reports for Fiscal Year 2010 -11, is now available on the District's website for public review. The reports can be found in the "Strategic Plan" page of the website. Staff will continue moving the organization forward to achieving its mission and vision and core values. The next progress report will be presented to the Board in April 2012. Strategic Element & Goal This item supports achieving the Costa Mesa Sanitary District Strategic Plan for Fiscal Years 201015. (Protecting our community's lealth and the environment by providing solidwaste andsewer co(Zection services. ww•w. crosdca.gov Board of Directors January 26, 2011 Page 2 of 2 Legal Review Not applicable Financial Review Not applicable Committee Recommendation Not applicable Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the January 26, 2012 Board of Directors regular meeting at District Headquarters and on the District's website. Alternative Actions Not applicable Attachments A: Strategic Plan Progress Report — 2011 -12 2nd QTR } c O n 1 Q1 � r m � v a o a z° ^ O 0 a, u a 2 CH CL <c V Ml +-I N 1-) di N Ln N -i Q H O � r N fu Q } cr r < a kn LLJ Q Z O L!) 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Waste Ditversiou Report – December 2011 Z Updare on the amount of recycling materials diverted from the Landfill III. Ord3mance Enforcement Officers December Deport ® Review OEO enforcement activties for trash cans, graffiti and scavenging IV. Scavenging Report s Review scavenging activities reported to C:1TPD V. Events Calendar �► Review epcoming commutt:ity events Meeting ate Item 12612 X A. V1. ?em Waste AwaWs (Dovis Magmt School, Orange Coast CAW & Gctr dwili of (3C) 111. Ftrecos – Oral Report Im Receive an oral presentation from.-Van Piercy oa how to improve reaching out to schools Vill, Wegal Dwmping Task Force Up&te - Omd Report Ix Junk Mail Program Upda'tt, — Oral R'r ttttC X Ca Recyck v Receive and discuss written report regarding CalRect•cle X1. CMSD Vacts and Filgums e Review and discuss facts and figures regarding solid waste in C.M AgnabLaXw X11. Cotsmmaitwe Name Change -- 0"I Report 6 Consider changing name of Recycling Committee to Zero Waste Committee X111. reschedule February Recycling Commifte ltde'etiug – Oral Report • The February 2011, meeting is on a holiday, Presidents Day MICLIES D ' IN"t'EM —ST X11V. A. The No Ttasb family S. North SD County Trasb is WeR- Traveled i]AUGSlMM &M X'V_ 71tis is the time to receive any comments from members of the public. XVI. Discuss items for next Recycling Committee meeting. Clem Meeting Date d To be determined Dated: January 19, 2012 qra�� a'� Clerk of the District CMSD BOARD OF DIRECTORS RECYCLING COMMITTEE Boa d of Directors Schedule for Attendance Chairman Fitzpatrick and Director Scheafer Alternate: Director Perry AGENDA Monday, jmutazy 23, 2012 - 10.30 a.m. Cosh Mesa Sanitary District, 628 W 19tb Street ��lal>`ls��r xs 3. RecycHng Report – December 2011 8 Update on how OMSD is meeting AB 939 goals 11. Waste Ditversiou Report – December 2011 Z Updare on the amount of recycling materials diverted from the Landfill III. Ord3mance Enforcement Officers December Deport ® Review OEO enforcement activties for trash cans, graffiti and scavenging IV. Scavenging Report s Review scavenging activities reported to C:1TPD V. Events Calendar �► Review epcoming commutt:ity events Meeting ate Item 12612 X A. V1. ?em Waste AwaWs (Dovis Magmt School, Orange Coast CAW & Gctr dwili of (3C) 111. Ftrecos – Oral Report Im Receive an oral presentation from.-Van Piercy oa how to improve reaching out to schools Vill, Wegal Dwmping Task Force Up&te - Omd Report Ix Junk Mail Program Upda'tt, — Oral R'r ttttC X Ca Recyck v Receive and discuss written report regarding CalRect•cle X1. CMSD Vacts and Filgums e Review and discuss facts and figures regarding solid waste in C.M AgnabLaXw X11. Cotsmmaitwe Name Change -- 0"I Report 6 Consider changing name of Recycling Committee to Zero Waste Committee X111. reschedule February Recycling Commifte ltde'etiug – Oral Report • The February 2011, meeting is on a holiday, Presidents Day MICLIES D ' IN"t'EM —ST X11V. A. The No Ttasb family S. North SD County Trasb is WeR- Traveled i]AUGSlMM &M X'V_ 71tis is the time to receive any comments from members of the public. XVI. Discuss items for next Recycling Committee meeting. Clem Meeting Date d To be determined Dated: January 19, 2012 qra�� a'� Clerk of the District M a�Ei �C ar N I W N 7 � a N O N U`° NN LL L:L F- � Q Z �z Q LU 02 W ; 0 N d 09 Ca Q. 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T O C w N I (U m a� Q E CL Z N Q) w°; rh � � [n M I° E �� E� �� C) LL! f N O C I U j c -, � 0- M CD M 0� Fn �a ! _ (� i M U O N .�-� •O L O Co Q O• (U i I Q �O h�' N I I Q 1 N C_ (� d b O O O E, L' i� OU j N �� �' O 0 b O t4 ; (� iD I O O O > cm _a OII O IQ CL I W L) I �O. ;Ol 71 , U zl 10 O " �' CL 1w CoI �I E r j I--I N N O i N N C1 CJl O' a o f M N � j (B ' L b l r j U ( ' � a i O o' o V � �¢ Z � Z l � 1-� I CA 'O • � a i � ¢ L as Z z O�= CO � 'W � '`' ;a Z a io ��� o` E� olr..r n N OL? 0 10 0 l 0 m w p CL ♦� SEWER SYSTEM COMMITTEE AGENDA Jarivary 17, 20,12, 10:30 a,m Costo Wles,a'Sanitary'District 626 W., I 9'h Street C"osta Mesa, California NA "PLUJUPPRU I. Monthly Spill StatislicS - No sanitar� sewer overflows j(SSOr;) to report It. III Update a. (344 Map kDm EEC - Orai J Zepoft b OCS0 Yearly [etter C. National Plant Servie,�e,,, pjiujqglnq and SOalilfag rnanlioles — ch'alt RepoA d' C'MS,t) Inspector pluggkig ari,d, scaling rnanholesj — Cra,',, Report 111. Private SSO @ 690 iHarn illon Street RGWew backcharge ieotor tv. CNASD Plumber's Seminar — Sewer L#erW Assistance Program 91 DiQcws,$ upcornirig sepainars scheduled for Jainvary 18 wid February 9_2012 V. Sanitary Sewer sys"tems; Waste Wscharge Requirernent (WDR') TrieninJal, Review 0, Workshop 1124112 b, Pre-invm-mtkin Questionnoiro K Segerstrotn, Horne Ranch Development 6 Area belvoeon 4,05, f4rvlew, SOuth "'-'cast DrNe, WI Patential of 405 widerflng q GC SID trkn n o( pa rvie^ Sewer to C MS D 0 "rrans(er tc, jrj aqkportian underfire-away Consi,(jor approval in concepi Vill. Countywida, Ares Spill' (CASC)� Update — Oral Report 0 CASC = Courflywide Area Spi[l Containrneri't Hoo6 z vATDr , ctzrvwels, rzft. May 2010 revi&ed to all of Orange County New version O'MOUs forthcoming CMSD irmy utdize Orange CourAy's contractors (for environmentaI clean-up, for example) Vill., tinternationat Aqsacfatlon of Plumbing & MechanlcM Off owl's (1APIVO) lProposed Language a, Requires food to be disposed of in sewers — OrW Roport L OCSD position on disposal of food waste IQN_l kgg Ix. Ptrnrmnent By-Pass Pugnp,s vs. Permanent Generators Sewer System Committee January 17, 2012 Review staff report and make recommendation to the Board of Directors in purchase and install permanent by-pass pumps or generators at critical pump -stations gM§ A,. ProJect #101 West Side Purnping Station Mari d oil mont ­ Status Kickoff meeting for OCSD's consultant Dudek scheduled for 1/11/12. Consultant has placed flow meters in CMSD lines to confirm fiows. El, Project # 11219 Bristol Street Sewer Phase 11 - Status 11 Construction scheduled to begin 1123/12 C. Project #171 Irvine Pignpirtg Station Foroe Main - Status Beoln soliciting bids on January 13, 2012, Bid oponl-,ng date Isacheduled for February 14, 2012 at '10:00 a.m. D. Project #185 System V)Ode Sewer Reconsituption -, Phase I - Stattis a Construct on ig schedUlf3d for completion In mid Joriu,,�ry201,2. Rehabilitata�rf N4 a4rdine segrnerits. E, Project #188 Construction (A Sewer Atlas to G1S • statlij5 Slot( Is rr'QeiWpnq tr;ArVng on GIS, Atlas air d Ctrl' AS vvarR urdert,,, l ­fydraullc ivi,odehng set to begin F'. Proj"00#190 Canyon Force Main, Rehabilitation - Status, District Staff and City Staff discussilng traffic irnpoci Of wojoct, wNch may dote�rrnlne type, of sewer bypass operatior'i, G� PTOJect #192 System Wide Sewer Reconstroctlon - Phase 2 -- Shitas vhii� llev4 )gn ykeasb l's 'SU114 curm:w %-W4 H. Projeet,#193Pump,lirig'SSta�tlon�Se,is:nijic Stu ,dyandIRetc,ofilt ... Status, The design pha e 1s '10% complete, kjreemei it with structural engineering consult b M, Jerry I uckeir &Assoc. is lully execvted to prepare constrvc4lion drawings for anchohru Oe n q i: r cabinets 1. Project #1 64'Tirele Root Abatement Program - Statwis, Contrad is fully exe(;uted. Pre-conSITLPCUon, meelfnq vAll tae :sche�doled In January With a 5fart date soon. after. RO'W' MA11 .ill. T'his is the time to rece'we any comn"ients from FTIRFF-lbers & the public. Next' toOlOn Date: February 14, 2012 Oa,ted: January 9, 20112 Clerk of um Vistrict Memorandum To: The Board of Directors From: Scott Carroll, General Managers Date: January 26, 2012 Subject: Delete the Requirement of Oversight Committee Review of the District's Investment Policy Summary With the Board's recent disbanding of the Investment Oversight Committee, it is now appropriate to delete the requirement that the Investment Oversight Committee review investments on a quarterly basis. The proposed ordinance will take care of this housekeeping matter. Staff Recommendation Staff recommends that quarterly review by the Oversight Committee of investments be deleted since the Board has disbanded the Committee. Analysis Recently, the Board updated its Standing Committees. As part of that process, it was determined that the Investment Oversight Committee was really unnecessary as each Board Member reviewed the investments on a quarterly basis and reviewed the Investment Policy on an annual basis, in accordance with state law. The elimination of this Committee and the required work to prepare for those meetings will save the District money while the public's interest will still be maintained. Strategic Plan Element and Goal This action will implement Element 6.7, "Periodic Organization Chart Evaluation," in that it will assure that the organization is structured for efficient operations and proper organizational flow and function. Trotcah,g our corm unity's heaCth and the environment by providing soCidwaste andsewer coCCxetion services. ul7, w. crosdca.gov Board of Directors January 26, 2012 Page 2 of 2 Legal Review The District Counsel has reviewed and approved the attached ordinance. Financial Review Both the Treasurer and Accounting Manager concur in the recommendation. Committee Recommendation Since the applicable committee was the Investment Oversight Committee, and since each Director is a member, the Committee approved of its own abolition and hence this action. Public Notice Process This proposed action has been noticed with standard regular meeting notice procedures. Alternative Actions Since the Investment Oversight committee has been abolished, no other alternatives have been identified. Financial Review Approved Legal Review Approved ORDINANCE NO. 88 AN ORDINANCE OF THE COSTA MESA SANITARY DISTRICT AMENDING THE OPERATIONS CODE TO DELETE THE REQUIREMENT OF OVERSIGHT COMMITTEE REVIEW OF THE DISTRICT'S INVESTMENT POLICY WHEREAS, the Board of Directors had established an oversight committee as a result of the Orange County Bankruptcy to provide a further level of review of District investments; and WHEREAS, all Board Members review the Investment Policy on a yearly basis and review the District investment portfolio with the Treasurer on at least a quarterly basis; and WHEREAS, the Investment Oversight Committee has now been abolished by the Board, having been found to no longer be necessary in light of the above; and WHEREAS, the Board does hereby desire to delete the requirement that an oversight committee also review the District investments on at least a quarterly basis; NOW, THEREFORE, the Board of Directors of the Costa Mesa Sanitary District does hereby ORDAIN as follows: Section 1. That Section 4.02.010 of the Costa Mesa Sanitary District Operations Code is hereby amended to read as follows: "Section 4.02.010. District Investment Policy. Pursuant to the provisions of Government Code Section 53630 et seq., the Board shall adopt an Investment Policy Statement that shall be consistent with State law and the Board's wishes. Said Investment Policy shall be reviewed annually and approved at an annual meeting. The Board shall further review the District's investments on at least a quarterly basis." 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. Oversight Committee Review Deletion Ordinance Page 2 of 2 Section 3. Pursuant to Health and Safety Code Sections 6490 and Clerk shall cause this ordinance or a summary thereof to be published general circulation printed and published in the District according to law PASSED and ADOPTED this day of Secretary APPROVED AS TO FORM 6L� District Counsel President 6491.3, the District in a newspaper of 2012. Meeting Date Item # 01/26112 XIV. A. RESOLUTION NO. 2012 -807 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ORDERING THAT PUBLICATION OF ORDINANCE NO. 87 AMENDING CHAPTER 7.01 OF THE DISTRICT'S OPERATIONS CODE PERTAINING TO TRASH REGULATIONS HAS BEEN PUBLISHED WHEREAS, the Board of Directors on November 30, 2011 adopted Ordinance No. 87 Amending Chapter 7.01 of the District's Operations Code Pertaining to Trash Regulations has been published WHEREAS, that Ordinance was published in the Newport Beach /Costa Mesa Daily Pilot on December 24, 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. 87 Amending the District's Operations Code Pertaining to Trash Regulations has occurred. PASSED and ADOPTED on this 26th day of januga 2012. 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. 2012 -807 was duly and regularly passed and adopted by said Board of Directors at a regular meeting thereof held on the 26th day of January 2012. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seal of the Costa Mesa Sanitary District, this day of 2012. Clerk of the Costa Mesa Sanitary District ivieeung Date item iF 01/26/12 XIV.B RESOLUTION NO. 2012 -808 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT DESIGNATING CERTAIN PERSONS TO AUTHORIZE THE AUDITOR- CONTROLLER FOR THE COUNTY OF ORANGE TO MAKE ADDITIONS, DELETIONS AND CORRECTIONS TO CHARGES BEING COLLECTED ON THE COUNTY TAX ROLL AND GIVING REASONS THEREFOR. THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT OF ORANGE COUNTY, CALIFORNIA, HEREBY RESOLVES AS FOLLOWS: WHEREAS, the Costa Mesa Sanitary District, by appropriate ordinance or resolution, has authorized the addition of certain charges and directed the Auditor - Controller for the County of Orange to add the same to the tax roll; and WHEREAS, it is periodically necessary to request the Auditor to make certain corrections or cancellations of said charges; and WHEREAS, the Auditor has determined that no correction or cancellation of charges may be made to the tax roll without authorization of the Board of Directors of the Costa Mesa Sanitary District or its designee or designees of the Costa Mesa Sanitary District; and WHEREAS, in existing Resolution 2001 -649 the Board designated certain persons as authorized to approve charges, corrections and cancellations on the tax roll; and WHEREAS, the named persons and job titles have changed and an update is necessary to establish the authority for changes, corrections and cancellations; NOW, THEREFORE, BE IT RESOLVED AND ORDERED that the Costa Mesa Sanitary District's designees for the correction and /or cancellation of charges are as follows: A. Trash Collection B. Liquid Waste Disposal PASSED and ADOPTED on this Secretary, Costa Mesa Sanitary District Board of Directors Scott C. Carroll, General Manager and A. J. Cully, Management Analyst Scott C. Carroll, General Manager and A. J. Cully, Management Analyst day of January 2012. President, Costa Mesa Sanitary District 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. 2012 -808, was duly and regularly passed and adopted by said Board of Directors at a regular meeting thereof held on the day of 2012. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seal of the Costa Mesa Sanitary District, this day of 2012. Clerk of the Costa Mesa Sanitary District 1 To: Via: From: Date: Subject: Summary Board of Directors Scott Carroll, General Manag; W ;?! ` Joan Revak, Office Manager /Clerk of the District January 26, 2012 2019 School Telephone Book Recycling Report qnt_�A,,� Staff is providing the Board with a final report on the 2011 School Telephone Book Recycling Program. Staff Recommendation Staff recommends the Board of Directors approve awards to the schools in the amount of $5,100.00 as detailed in the attached "Awards for 2011 ". Analysis A minimum of one -half book per student is required to qualify for the minimum $300 participation award. Sixteen of the twenty -two schools participating met the program's minimum requirement. Upon recommendation of Staff in the 2009 program, the Board voted to give a participation award of $300 only to the schools collecting at least one -half book per student; a grand prize award to one school in each category, elementary, middle and high school, and an award to the schools collecting 10 -20 lbs. per student An Exceptional Effort Award was given to schools collecting over 20 lbs. per student. The same guidelines of the 2010 program were adhered to in the 2011 program. Staff recommends a grand prize in the amount of $400.00 be awarded to Kline Elementary School. Additionally, an $800 Exceptional Effort Award is recommended for Kline School where telephone books totaling 116.04 lbs. per student were collected. Trotecting our community's heaftfii by providing soldwaste andsewercoffection services crosdca.gov Board of Directors January 26, 2012 Page 2 of 2 Upon approval of the Board, awards totaling $5,100.00, presentation dates will be scheduled and the checks will be distributed to the schools. This compares with $7,500.00 awarded in the 2010 program. A summary of the program totals from inception is included. Legal Review None. Financial Review Funds were budgeted and are available to fund the monetary awards of the 2011 program. Public Notice Process Copies of this report are on file with the entire agenda packet at District Headquarters. Alternative Actions 1. Refer the matter back to staff Attachments 1. Telephone Book Recycling Contest Awards for 2011 2. Telephone Book Recycling Program Weekly Collection Data — 2011 3. Telephone Book Recycling Program 2011 Designated Use of Award 4. History of Telephone Book Program through 2011 �c 01�Jj+`) •J Telephone Book Recycling Contest Awards for 2011 10 -20 lbs. >20lbs. /Student School Name Participation Grand Per Exceptional Total Award Prize* Student'"* Effort Award*** Award Adams School $300.00 $300.00 California School $300.00 $300.00 Christ Lutheran K -8 $300.00 $300.00 College Park School $0.00 Davis School 5th & 6th $0.00 Estancia High School $0.00 Kaiser Elementary School $300.00 $300.00 Kill brooke School $300.00 $300.00 Kline School (K -8 ) $300.00 $400.00 $800.00 $1,500.00 Mariners Christian K -fi $300.00 $300.00 Newport Heights Elementary $0.00 Paularino School $0.00 Pomona School $300.00 $300.00 Sonora School $300.001 300.00 St. Joachim Elementary School $300.00 $300.00 St. John The Ba fist K -8 $300.00 $300.00 Wilson School $300.00 $300.00 Woodland Elementary School $300.00 $300.00 Total Awards $3,900.00 $400.00 $0.00 $800.00 $5,100.00 *Grand Prize Award to one school in each category, elementary, middle and high school, collecting the greatest # of lbs. per student. Estancia High School & the middle schools did not meet the minimum qualifications. * 10 -20 lbs. per student. 'Exceptional Effort Award given to schools who collect over 20 lbs. per student. W M N 0 M r r CD RT CO M M CO r4' ti d' O O -O Il- MOM O a O Z, r C\! ci O Cl) CO CO N It r CO U L J in co C D M 0 O. d' M f` m N N 1,- 0 L() m co 0 !, 0_ r W M N 0 M r r CD RT CO M M CO r4' ti d' O O -O Il- MOM O a O Z, r C\! ci O Cl) CO CO N It r CO U L J m co r U O U C O NCO LC) V r l� O h .O V T r O N O co d• M O d' CO f` m N N 1,- CO L() m co CO !, d' M _i O O ti ti M LO O CD O C` P- LC) N N O C) O O O O /{ N It N N r d' d' O CD N N r CD CO r- d' d' et CA 0) F T 0) O N U M O N T O (.00 0 C3) O O r CO O O) O CO O CO �fi Cl) r N r N LO M 00 CO Q M r a0 N N U C) (D CO O CO O CD O CO (D CO O CO CD N CD CD O N qt (1) c') M M o') M M M M M M M M 1- co C) M f- CO ❑ T r r T r r r r T r r N r T T N LS) N r U O O (D O O CO CD CD (D a s O O N LO N O CD N CA N co M M M co co M f- fl- f- M f- r r T Y T r T C14 LO N T N Itt N r U co O a O (.O O O N O (O O (D N L() O O co N M fU M M M f� M M ti !` M co N- d ❑ r T r N r r N LC) r r N M N C; O O Z N o m - o ioO �ti Y)m m�DO Z r T r LC) r r r N CD N T N � O 0 C7 C L O Q) U) '6 CD E 0 O C LJ C L Ql O LJ U �n M o 0 00 :- 0 w 0 co U U _ o U o c� — � o Y �' L r o o o m C V w O U( L 0 0 (!] 0 � U L U O L O O w (] N Y 'C7 L DUh �� C C� 'C J C!3 LU O U i co- m U C U) CU 0 0 O (A L y O 0- to (U O a •` N C O CiS L C C� .� C �' m a. .O N O _N O L O�� T O U !C !C j QUUC)0 Z Qdn U}[��� ILLJ H e O FQ - y O 0) N Lo O LC) O LO O M O a O 00 co C) 0 O co r- N M LO r10 (N CO r C) (N I-- O O O a LO O R d• N CD Nt CO d' It (D LO CD LO M Lf) (D LL) N � r y-' co m co r U O U C O NCO LC) V r l� O h .O V T r O N 2011, SiC BOOK RECYCIII INN IPdROGRANA DESIGNA"rED USE,OF AWARD Ad@ iris: Schoo) Supplies califoolia schod Aoceliera�od MMI,,i Program Colkogic, Fark $rhiaM Acxelerated' Reading Rrognim Davis KA girtel "School S, u rppo rl f, o r Ll"'! a r°0 i n 9 rd en a m id G i, o le n Te a ii"6 Kai,ser Elemoniry Sdio*l (Dassroom Supplies Kiflyhrooke SeN:)O F"I ysicaIJ Eduical:ici,n SuppWn Or 50-iod $tudb Lohling K�� N,ffwpojTt Heights EI�Plmentary SOool voids RRO","WiNK) S4`00 4`1001 instra,tioriai Matefiais andkn- Technoiog, Pomona Schoo� kripo(werrienl Sonora SrN)M stkldRrd suppfle's Wdsan schcio,,'p Ins,,vtkr;flor4i Classroom Sippiges woodlarid Elonlo•awy ch")0 hqmractiono� Supplu,es Estanda Hdri Schiuo L-eadershig) Camp 016,81, 1.4,41wran ElemortU],ry Parenti'Teachor League f`or Recyding Effort, KiDe Sr-hool (K-8) Strafabgica, Wei) Based Maps, 13k els, & Aliases r`6 4 Nr'Bq Mcoiffttivo Program, 81 JDarhJM Element dry rec�mnoiogy SI Johrk'1114,1 Bap�)st �K-B) CW;s Gft lo CWau, of 20 t 2 Uso of hward)Rll 1djr wu, Y 9 a r iJ m n N � H O N N m N f�- M Cl) M n N N C'Y O Cl) (D N Cl) m m cc �. co rn 0 n N N cl Cl) Iq n o CV N' d' n C, N C] m n O N co N (A GO N O co ap N (4 <S" co n Cl) N c� n o (ra n rn o N 0 r Cl) Meeting Date Item # 01/26112 XV.D.1. CALIFORNIA SPECIAL DISTRICTS ASSOCIATION Membership & Recruitment Committee Earl F. Sayre Conference Room 1112 1 Street, Suite 380 Sacramento, CA 95814 January 6, 2012 9:OOAM — Noon DRAFT — Meeting Minutes — DRAFT In Attendance Absent Norman Shopay, Vice -Chair Pete Kampa, Chair Mark Bryant Bobbi Belton Stanley Caldwell, Ex- Officio John DeMonaco Debbie Dunn Brent Ives John Fox (conference call) Stephen Fraher Staff Jo MacKenzie Neil McCormick Scot Moody Cathrine Lemaire Al Morrissette Charlotte Lowe Jane Rozanski Travis Wills Mike Scheafer Kathy Tiegs 1. Welcome Membership Committee Vice -Chair Norman Shopay called the January 6, 2012 Membership Committee meeting to order at 9:04AM. Roll call was taken to establish a quorum and Kathy Tiegs led the committee in the pledge of allegiance. Committee members and staff in attendance and on the phone introduced themselves. 2. Consent Calendar MOTION: Jo MacKenzie moved to approve the 9/09111 Membership Committee minutes with amendments (include action items update in minutes). SECOND: Al Morrissette VOTE. Mark Bryant abstained; the motion carried. 3. Committee Member Orientation 3a. Expectations and Responsibilities — Membership Director Lemaire reviewed the 2012 meeting schedule as presented and stated that another meeting might need to be added if discussion from the committee generates the need. All committee members must be current on their CSDA membership dues, which have been verified. 3b. CSDA Member Benefits Overview — In order for committee members to become familiar with CSDA member benefits and programs, Membership Director Lemaire reviewed a power point presentation including items such as. legislative representation, cost - saving member programs, professional development and information sharing. John Fox joined the meeting via conference call at 9 :15 AM. Debbie Dunn joined the meeting at 9:16 AM. The power point presentation also included background on Alliance partners, the CSDA Finance Corporation and the Special District Risk Management Authority ( SDRMA). Executive Director Neil McCormick spoke on the Special District Leadership Foundation (SDLF) which included the recent governance shift in the Foundation, with CSDA and SDRMA now funding the program for 2012. 4. 2011 Membership Recruitment & Retention: Year End Report Membership Director Lemaire reviewed the 2011 Membership Summary as presented. There was a net increase of 18 members from the previous year, since the association implemented several new recruitment activities in 2011 and 65 new members joined. In 2011, 46 agencies cancelled membership, mostly due to budgetary restrictions. Currently, the association has 1,000 members and a 95.2% renewal rate. Staff is also continuing to track trial members from 2010 and do outreach with those. 5. 2012 Recruitment and Retention Programs 5a. 2012 Recruitment Incentives — Membership Director Lemaire stated that staff has identified several programs that should either be reintroduced or launched in 2012. The first of those is the Member - Get -A- Member program, where a district who brings in a new member to the association will earn credits (up to $3001year— dependent on how many new members they refer that join) to use towards dues, bookstore items, workshops, etc. MOTION: Jo MacKenzie moved to recommend to the CSDA Board of Directors to maintain the Member - Get -A- Member program and to eliminate the cap of $300 /district and give districts a $100 credit from the 3rd district recruited up. SECOND: Al Morrissette VOTE. unanimous Additional ideas from the committee regarding potential incentives included: • Giving new members free or discounted registration for the CSDA Annual Conference. • Incentives for small districts which are generally restrained due to budgetary restrictions from travel to events. • Assigning a committee member as a host for a potential or new district to guide them through a day at the annual conference — Ambassador Program • New member reception at the annual conference or introducing them at an event • Including a "CSDA 101" class at the annual conference for new members — include SDRMA as well. • If a new member attends conference they may receive two free workshops or webinars to use the next year • Encouraging CSDA Board members to sit at various tables at conference so that they mingle more with other districts. • Recognize members who have sustained a long membership with the association — plaquelcertificate for 5, 10, 15, 20 years -- include mention in magazine or send press release. • Would like to see the 20% discount and trial membership programs to come back — also the 15 months for 12 paid is an easy incentive to put in place also. • Including SDRMA and CSDA Finance Corporation marketing pieces with what CSDA send out as well to create a bigger marketing package — include a list of free SDRMA classes a new member would have access to and other SDRMA incentives. Membership Director Lemaire reviewed the 2012 Recruitment Calendar as presented. MOTION: Jo MacKenzie moved to extend the 20% discount to July 31, 2012. SECOND: Debbie Dunn VOTE: unanimous 5b. 2012 Retention Efforts — Membership Director Lemaire reviewed the Ambassador Program application as presented and asked that more committee members please sign up. The program will match up a committee member to a new district, follow -up with them on a regular basis, answer questions and meet them at the annual conference or other events. Staff will send out sample emails and timelines to those participating in the program so that they may utilize for communication with their assigned district. Membership and Chapters Coordinator Travis Wills gave an overview of the Google doc program committee members and staff will be using to track the renewal follow -ups. A list of districts which have not yet paid dues was handed out to the committee and staff stated they have sent emails out to all Board member and committee member districts whose dues are currently outstanding. Membership Director Lemaire also stated that districts who are also members of SDRMA are not a priority to contact because they will most likely pay in June when SDRMA premiums are due. 6. Chapters Update 6a. Chapter Affiliation Agreement — Membership Director Lemaire stated that currently there is no formal agreement between chapter members and the association. As new chapters are being developed, staff and legal counsel advise that an agreement should be in place defining the relationship between both parties, further protecting them from any liability. A new agreement was proposed last year and concepts were introduced at the Chapter Roundtable Discussion at the 2011 Annual Conference. A revised agreement is included in the packet for review. Executive Director McCormick stated that the agreement does need to go back to the Board of Directors for final approval. Jo Mackenzie stated that the agreement might be too convoluted and she would recommend that her chapter's legal counsel also review the language. Debbie Dunn stated that it would be beneficial for staff should include a cover letter with the agreement outlining the key points to make it appear less intimidating. Membership Director Lemaire asked committee members to not present the agreement to their chapters yet. MOTION: Jane Rozanski moved to recommend the approval of the Chapter Affiliation Agreement by the CSDA Board of Directors. SECOND: Mark Bryant VOTE: Jo MacKenzie, Al Morrissette and Kathy Tiegs opposed; the motion carried. 7. Additional Items /Comments There were none. 8. 2012 Meeting Schedule Membership Director Lemaire stated that the next scheduled committee meeting is June 15th and asked for feedback from the committee on potentially adding another meeting before then. The committee asked staff to determine if an additional meeting will be needed, based on the discussion at the CSDA Board meeting on January 27. The committee suggested a tentative date of March 23, 2012 9. Adjourn MOTION: Stanley Caldwell moved to adjourn the January 6, 2012 Membership Committee meeting at 12:00 PM. SECOND: Kathy Tiegs VOTE: unanimous ACTION ITEMS: • Jane Rosanski volunteered to share her district's recently done policy manual "Legally Correct" to the sample policy section on the CSDA website. • Jo MacKenzie asked committee members to please submit their district's capital improvement budgets to staff in the event that the CSDA Finance Corporation could be of assistance. • Staff to email committee a copy of the member benefits and programs power point. • Staff to calculate current average dues amount and compare with previous years. • Staff to determine renewal numbers for specific incentive programs • Staff to email out "thank you /free ethics training" to all districts who paid dues prior to January 1, 2012. • Staff to develop additional recruitment/retention ideas based off of committee discussion. • Staff to generate list of members who have sustained a long membership with CSDA (5, 10, 15, 20, etc. years) and see which ones have not yet renewed their dues for 2012. • Staff mention at next Board meeting the idea of including meeting agendas and/or draft minutes in their district's board packets for information. • Staff to send Board and committee members updates and announcements for their board packets (i.e. screen shot of an e- blast, etc.) • Email Google doc link to committee • Staff asked committee to commit to 3 districts and update the Google doc spreadsheet accordingly.