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Proposal - Hamers - 2001-04-24 ® ROBIN B. HAMERS 234 E. 17 4 Sr. sure 206 • & ASSOCIATES, INC COSTA MESA. CA 92827 CIVIL ENGINEERS • PLANNERS • SURVEYORS (949)548- 192 FAX 19491 548-8E118 April24 2001 Board of Directors Costa Mesa Sanitary District P 0 Box 1200 Costa Mesa, CA 92628 RE. PROPOSED RATE INCREASE BY MANAGER/DISTRICT ENGINEER Dear Board of Directors: Enclosed is a request for a compensation increase for work performed by Robin B. Flamers& Assoc. Inc. for management and engineering services provided to the District. Throughout the past 20 years of service, the rates charged to the District have been substantially below industry standard rates and also less than rates charged to other clients. The mutually beneficial relationship of having a long term consultant in exchange for low consulting fees has successfully been in effect • The Sanitary District benefits from using only the consulting hours needed in performance of the work. The services of the Manager, District Engineer, other Registered CivitEngirxers, Draftsman, Inspectors, and Land Surveyors, are all performed on an hourly basis. The S63 00/hr. rate charged the District for the Manager/District Engineer is well below the S110- S 125/per hour rate paid to Principals of other engineering firms. The last increase in rates was five years ago in June 1996, and the current rate and proposed structure is as follows: Average Yearly% Current Rate Proposed Rate Increase Since 1996 Engmeenng & Management S63 00/hr S70/hr 2.1% Draftsman 47 00/hr. 50/hr L3 Inspector 42..00/hr 45/hr 1 4 Retainer S 1,100/mo. S 1,200/mo. 1.8 Survey Crew (2 man) 155/hr 160/1u 6 • ®Printed ou Recycled Paper. . Board of Directors April 24, 2001 Page 2 Enclosed for reference for the Board's review are the job descriptions of the Manager and District Engineer. The documents contain a detailed description of how services are billed to the District Having been appointed as the District Engineer in 1981 and as the Manager in 1992,it has been a pleasure serving the Board of Directors. At no time in the District's history has the Board and Staff been so busy and accomplished so much month in and month out The District has always been run as a lean organization with a Staff made up of a small group of bard working,efficient,team members,and the same holds true today As a side note, in the Strategic Planning Workshop, discussion included the need for an Assistant District Fnginvor in the event the District Engineer is unavailable due to accident or other emergency Two engineers in the firm are currently sufficiently able to handle the duties • at any given time. These two key individuals have been very active in District work for quite some time. Sincerely Robin B. flamers • • RESOLUTION ND 91 ss3 A RESOLUTION OF THE BOARD OF DIRECTORS OF COSTA MESA SANITARY DISTRICT ADOPTING CLASSIFICATION CHARACTERISTICS QUALIFICATIONS AND JOB DESCRIPTION FOR DISTRICT MANAGER FOR THE DISTRICT THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT DOES HEREBY RESOLVE AS FOLLOWS That WHEREAS, DISTRICT has employed a new Manager and deans it in the best interest of MANAGER and DISTRICT to establish a job description including classifi- cation characteristics and qualification guidelines for the convenience of both DISTRICT and MANAGER, NOWTHEREFORE, BE IT RESOLVED that the document entitled Costa Mesa Sanitary District Manager attached to THIS RESOLUTION as Exhibit 'A be hereby adopted. „ 21st. PASSED AND ADOPTED this,2Cth day of August, 1992 P :sident of the Board of Directors • . _ Mesa Sanitary District "'ATTEST- '7- / Secretary //_ '= -- • arF T • COSTA MESA SANITARY DISTRICT DISTRICT MANAGER DEFINITION Under general direction of the Board of Directors plan manage and evaluate Sanitary District operations coordinate work with District and City staff and various contractors and vendors administer the integrated waste management plan and recycling programs and do other work as required REPORTS TO Sanitary District Board of Directors PROVIDES DIRECTION TO Clerk of the District Permit Specialist and contract staff provides policy direction to Sanitation employees through Streets Superintendent and Director of Public Works/City Engineer • CLASSIFICATION CHARACTERISTICS This is a contract management position which serves the Board of Directors of the Sanitary District This position oversees and coordinates District operations through the work of City staff, contractors, commercial haulers, urban recycling centers and other vendors and representatives The position establishes and revises District policies agreements, administrative practices and billing procedures given broad guidance by the Board of Directors and technical advice by contract advisors The position presents and evaluates District budget expenditures the preparation of accounting statements and investment of District revenues are the responsibility of the City' s Director of Finance/City Treasurer The District Manager represents the Board of Directors in interactions with City and intergovernmental representatives, the media, business community, customers, contractors vendors and the general public EXAMPLES OF DUTIES The duties and responsibilities include but are not limited to, • the following Develop long-term and annual plans for District construction projects sanitary maintenance and repair, hauling operations, and waste management and recycling programs DWIBIT A-1 • Page 2 Class Specification- District Manager Plan manage, organize and oversee District field operations, contract services and staff Provide technical direction to Clerk of the District and Permit Specialist Originate, coordinate and develop solid waste management and recycling programs in meeting with business and community representatives resolve issues and promote approaches through media presentations Initiate meetings with community and business representatives governmental agencies and committees to evaluate and revise the City's Source Reduction Element and related recycling policies Inspect and evaluate effectiveness of hazardous waste drop-off program including pick-up sites and disposal operations Oversee operations of local haulers and regional disposal facilities for solid waste and investigate public complaints • Develop and interpret provisions of the District service fee structure and exemption policies prepare and evaluate franchise contract agreements in conjunction with the District's 'Attorney Establish District policies practices and administrative procedures prepare ordinances resolutions and legal agreements in conjunction with the District' s Attorney Monitor District bidding practices, specifications and budgetary expenditures consult with the District Engineer and Assistant Streets Superintendent regarding capital improvement projects and sanitation operations and present related recommendations Coordinate preparation of annual budget with City representatives and prepare summary findings and recommendations Attend and make presentations at Board regular meetings and study sessions Develop and administer risk management and safety plans for the District Prepare articles and oversee publication of District Newsletter • Research potential grant and private financing of District projects and prepare related proposals and program evaluation reports EXHIBIT "A-2' Page 3 • Class Specification- District Manager OUALIPICATIONS GUIDELINES Education/training Educational attainment equivalent to a Bachelor's degree in Public Administration Business Administration or a related field, supplemented by course work or training in sanitary and waste management, construction engineering, contract administration and personnel supervision Experience. Seven years of broad and progressively experience involving the management and administration of special district operations and community services programs including considerable experience in a supervisory capacity Knowledge of. • Sanitary district operations and practices and related City county state and federal regulations codes and ordinances waste management and recycling laws, regulations and community•standards theories and principles of public management principles and practices of safety risk management, personnel supervision and contract administration Skills/abilities. Plan organize and manage District operations define service goals and objectives establish and evaluate District policies, practices and procedures analyze and interpret sanitation and waste management technologies, laws, regulations codes, ordinances and requirements conceptualize, develop and implement community education programs administer risk management and safety awareness programs present operating budget and capital improvements recommendations for Board approval prepare and present a variety of reports and correspondence train supervise and evaluate the work of assigned staff and contract personnel provide policy direction to City employees to resolve fee assessment refund and exemption issues communicate clearly and concisely both orally and in writing establish and maintain effective working relationships with the Board City and District staff county • regional, state and federal representatives, commercial haulers, consultants contractors vendors business owners educators community associations and public and private representatives maintain confidentiality of sensitive District information EXHIBIT A-3" Page 4 • Class Specification- District Manager Physical Requirements. This is primarily a sedentary position which requires only occasional bending, stooping, reaching, lifting and movement of objects weighing 50 pounds or less The employee is expected to operate a motor vehicle to inspect construction projects, sanitary work, pick-up sites, recycling centers and transfer stations, and to attend various community and professional meetings Special Requirements. Possession of a Class C or Class 3 California driver's license and an acceptable driving record Class Specification Prepared 01/17/92 • • DHIBIT "A-4" _ Y ;z • STATE OF CALIFORNIA) COUNTY OF ORANGE ) SS CITY OF COSTA MESA ) I, Florine T Re_chle, Assistant Aanager and Clerk of the Costa Mesa Sanitary District, hereby certify that the attached Resolution No 92-523 was duly and regularly passed and adopted by the Board of Directors at an adjourned regular meeting thereof held on the 27th day of August, 1992 , by the following roll call vote AYES Directors - Wahner, Ferryman, Reade, NOES Directors - Sherrick ABSTAINING Directors - None IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Seal of the Costa Mesa Sanitary District, this 31st day of August, 1992 Assistant anager/Clerk • Costa Mesa Sanitary District • Amara o+RndNl y. • RESOIZA cw NO 12—S.-2 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ESTABLISHING THE DUTIES AND OBLIGATIONS AS A JOB DESCRIPTION FOR THE DISTRICT'S ENGINEER. THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT DOES HEREBY RESOLVE AS FOLICWS That WHEREAS, the DISTRICT employs an Engineer as an independent contractor for general engineering services and WHEREAS, for the oonvenenience of both the Board and the Engineer, it is deemed desirable that a job description be adopted by the Board, NOW, THEREFORE, there is hereby adopted the job description for the District Engineer as attached to THIS RESOLUTION marked Ekhibit A and by this reference made a part hereof PASSED AND ADOPTED this 20th day of August 1992 Pr Uttic-i-the Board of Directors Ali Mesa Sanitary District ATTEST• fib c Secretary - • -' • JOB DESCRIPTION COSTA MESA SANITARY DISTRICT DISTRICT ENGINEER I RETAINER FEE SERVICES A. AdministrAtive Functions 1 Provide engineering counsel for the Board of Directors, staff, other public agencies, and the public 2 Attend regularly scheduled District agenda and Board meetings 3 Prepare letters in response to questionnaires surveys or inquiries regarding District operations procedures, regulations or existing facilities from county federal and other local agencies 4 Confer with District s staff and maintenance personnel for daily engineering and reference assistance • 5 Confer with contractors developers engineers public agencies and the public about existing sewer location and proposed sewer construction 6 Prepare and submit on a year-end basis fixed asset and inventory reports Assist in maintaining a fixed asset record file and an inventory of facilities Assist staff and auditors with fixed asset audit. 7 Prepare and submit required information in a timely fashion 8 Prepare and submit cash flow analysis for District projects 9 Prepare and submit Capital Improvement Action Request forms for all approved projects 10 Prepare and submit two weeks prior to May meeting, proposed Capital Improvement Program with detailed descriptions and justifications for inclusion in the next years Preliminary Budget. 11 Prepare and submit two weeks prior to August meeting, • final Capital Improvement Program incorporatiing all changes ordered by the Board for inclusion in the Final Budget EYHIBIT A-1 • B Engineering Functions • 1 Prepare and maintain up-to-date District boundary records including District map showing current boundary 2 Maintain and update an overall District annexation map showing annexation number and area 3 Maintain and update engineering data records pump station information and CMS() Standard Plans and Specifications for the Construction of Sanitary Sewers 4 Prepare responses to mandatory requests from state, county, and federal agencies and respond in writing to other local agencies regarding sewer availability 5 Review proposed developments for effect on District facilities and submit to staff appropriate conditions to be placed on those developments by subsequent action of the Costa Mesa Planning Commission and City Council 6 Review annually and update as necessary the Capital Improve ent Program Master Plan through but not limited to flow characteristics major private developments, and land use changes in effect. • 7 Prepare and submit to Board a monthly Project Status Report briefly detailing the status of each District capital project Respond to public inquiry over the purpose scope and timing of each capital project. 8 Respond to sewer emergencies such as main line breakage or private lateral stoppage II HOURLY FEE SERVICES A. Plan Checking 1 Review check and sign plans for all sewer construction proposed by developers or other entities within public right-of-way or public easements Upon completion of construction as-built sewer plans and add sewer information to District s sewer atlas 2 Determine inspection plan check and connection charges for all new development • CQIIBIT A-2 r 3 Receive review and process right-CT-way descriptions, maps and easements for public and private developments. Preparation of right-of-way documents easements and right of way acquisitions for District projects are a • separate cost and are charged against the particular capital improvement project when budgeted and authorized by the Board 4 Prepare District annexation documents maps and descriptions and submit them to District staff for processing new annexations B Construction Inspection 1 Review inspect and approve all main line sewer construction in District by City County State and private developer construction projects 2 Review inspect and approve all sewer lateral construction in District from the property line to the main line for all new development. 3 Review and inspect all utility or street construction projects in the vicinity of or that impacts District facilities 4 Field mark the location of all District owned pressure sewer mains as required in response to Underground . Service Alert notification 5 Assist contractors and homeowners in locating existing sewer laterals 6 Respond to emergency sewer problems and assist in controlling emergencies C District Initiated Capital Improvement Projects 1 Upon authorization by Board on a per project basis complete design phase of each capital improvement project including providing the necessary engineering services to prepare complete project plans and specifications assisting in advertising said projects for bid reviewing bids and making recommendations to Board for award of project 2 Upon authorization by Board on a per project basis, administer inspect and review the construction phase of each capital project as completed by District selected contractor including but not limited to holding pre- construction meetings reviewing contractors schedule and performance inspecting and reviewing contractors work reviewing and approving monthly progress payments • and performing liason with public DQ-IIBIT A-3 1 it .t • STATE OF CALIFORNIA) COUNTY OF ORANGE ) SS CITY OF COSTA MESA ) I, Florine T Reichle, Assistant Manager and Clerk of the Costa Mesa Sanitary District, hereby certify that the attached Resolution No 92-524 was duly and regularly passed and adopted by the Board of Directors at an adjourned regular meeting thereof held on the 27th day of August, 1992, by the following roll call vote AYES Directors - Wahner, Ferryman, Reade, NOES Directors - Sherrick ABSTAINING Directors - None IN WITNESS WHEREOF I have hereunto set my hand and affixed the Seal of the Costa Mesa Sanitary District, this 31zt aay of Augus` 1992 p Assistant Mahag rk • Costa Mesa Sanitary District • Awed a Rn elwl Ran