00 - AGENDA 2013-02-27 P rotecting our community’s health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Costa Mesa Sanitary District …an Independent Special District AGENDA James Ferryman President Michael Scheafer Arthur Perry Vice President Secretary Robert Ooten Vacant Assistant Secretary Director Public Comments. Any member of the public may address the Board. Speakers on agenda items should identify themselves to the Deputy 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 obtain ed at the District offices at 628 W. 19 th Street, Costa Mesa, California. The Deputy Clerk of the District may be contac ted at (949) 645 -8400. In Compliance with ADA: Contact Noelani Middenway , (949) 645 -8400, 48 hours prior to meeting if assistance is ne eded (28 CFR 35.102.35.104 ADA Title II). Note Meeting Date Change R e g u lar Meeting – Wednesday, February 27 , 2013 I. CALL TO ORDER – 5:30 p. m. – 628 W. 19 th Street, Costa Mesa II. PLEDGE O F A LLEGIANCE – President Ferryman III. INVOCATION – Vice Pres ident Scheafer IV. ROLL CALL (If absences occur, consider whether to deem those absences excused based on facts prese nted for the absence – such determination shall be the permission required by law.) V. Ceremonial Matters and Presentations – Board of Direct or Oath of Office V I . Announcement of Late Communications
Costa Mesa Sanitary District February 27, 2013 AGENDA Page 2 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. V I I . PUBLIC COMMENTS – This time ha s been set aside for persons in the audience to make comments on items within the subject matter jurisdiction of the Costa Mesa Sanitary District that are not listed on this agenda . Members of the public will have the opportunity to address the Board of D irectors about all other items on this agenda at the time those items are considered. Under the provisions of the Brown Act, the Board of Directors is prohibited from taking action on oral requests but may refer the matter to staff or to a subsequent meeting. The Board of Directors will respond after public comment has been received. Please state your name. Each speaker will be limited to four (4) continuous minutes. VIII. CONSENT CALENDAR – All matters listed on the consent calendar are considered to be routine and may be acted upon by one motion after public comment has been received. Only Board of Directors may pull an item for discussion. Reading of resolutions is waived and they will be adopted and numbered. Now is the time for those in the audience who wish to speak to items listed on the consent calendar. Each speaker will be limited to four (4) continuous minutes of comment on the consent calendar as a whole. 1. Board of Directors Special Meeting Minutes of January 10, 2013 Recommendati on: That the Board of Directors approve and file. 2. Board of Directors Special Meeting Minutes of January 14, 2013 Recommendation: That the Board of Directors approve and file. 3. Operations Committee Minutes of January 15, 2013 Recommendation: That the Board of Directors approve and file. 4 . Board of Directors Regular Meeting Minutes of January 24 , 20 13 Recommendation: That the Board of Directors approve and file. 5 . Occupancy Report and payment to Costa Mesa Disposal Recommendation: That the Boa rd of Directors approves the occupancy report and payment to Costa Mesa Disposal for the month of January 2013. 6 . Contract Payment to CR Transfer for Recycling & Disposal Services Recommendation: That the Board of Directors approves payment to CR T ransfer for recycling and disposal services for the month of January 2013. 7 . Adoption of a Resolution Approving District Warrant Registers Recommendation: That the Board of Directors adopt a resolution approving District warrants for the Month of Janua ry 2013 in the amount of $671,187.15. 8 . Directors’ Compensation and Reimbursement of Expenses Recommendation: That the Board of Directors approves Directors ’ compensation and reimbursement of expenses for the month of January 2013. 9 . Investment Rep ort as of January 31 , 201 3 Recommendation: That the Board of Directors receive and file the report.
Costa Mesa Sanitary District February 27, 2013 AGENDA Page 3 10 . Fifth Amendment to Agreement with Technology Resource Center Recommendation: That the Board of Directors approves the Fifth Amendment to Agreem ent. 11 . Budget Adjustment – Fairview Trunk Recommendation: That the Board of Directors approves the budget adjustment of $5,000. 12 . Resolution No. 2012 -829 – Ordering that Ordinance No. 96 Has Been Published Recommendation: That the Board o f Directors adopts Resolution No. 2012 -829. 13 . Claim No. 13 -001 -Weisenberger Recommendation: Staff recommends the Board of Directors reject the claim. ---------------------------------------------END OF CONSENT CALENDAR ------------------------------------- IX . PUBLIC HEARING S – None X. GENERAL MANAGER / DISTRICT CLERK REPORTS 1 4 . CalPERS Annual Valuation Report as of June 30, 2011 Recommendation : Direct staff to implement one of the recommendations pertaining to CMSD’s unfunded liability. 15 . CR&R Environmental Services Performance Audit Recommendation: That th e Board of Directors receive and file the report regarding the General Manager awarding a contract. 1 6 . Schedule a Special Meeting for Strategic Plan Review – Oral Rep ort Recommendation: That the Board of Directo rs schedule a special meeting in the first week of March 2013 . 17 . Schedule a Special Meeting for Zero Waste Plan – Oral Report Recommendation: That the Board of Directors schedule a speci al meeting in Mar ch or April 2013. 1 8 . Adopt Ordinance No. 97 Pertaining to Records and Resolution No. 2013 -827 - Update to Records Retention Schedule Recommendation: That the Board of Directors adopt Ordinance No. 97 pertaining to Records; adopt Resolution No. 2013 -8 27 and the updated Records Retention Schedules. 19 . Telephone Book Recycling Program Recommendation: That the Board of Directors approves awarding a minimum of $300 to schools that have demonstrated a good faith effort to promoting the District’s Teleph one Book Recycling Program. 2 0 . Rewarding Ideas Program Recommendation: That the Board of Directors approves rewarding District employee Noelani Midden way $1,000 .00 for her suggestion to save over $13,000 annually on printing costs. X I . OPERATIONS COMMITTEE 2 1 . Tuesday, February 19 , 2013 , 9 :30 a.m. - (Vice Presid ent Scheafer and Director Ooten ) Rec ommendation: That the Board of Directors accepts and files report .
Costa Mesa Sanitary District February 27, 2013 AGENDA Page 4 Note: The Operations Committ ee 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 fo r 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 . ENGINEER’S REPORTS 2 2 . Proje ct Status Report Recommendation: That the Boar d of Directors receive and file the report . XIII . TREASURER’S RE PORTS - None X IV . ATTORNEY’S REPORTS - None XV . LOCAL MEETINGS : In accordance with AB 1234 (Gov. Code 53232.3 ), 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 fo r 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 specif ied 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) – (President Fer ryman) Recommendation: That the Boa rd of Directors accepts oral report. B. Santa Ana River Flood Protection Agency (SARFPA) – (Secretary Perry) Recommendation: That the Boa rd of Directors accepts oral report. C. Independent Special District s of Orange County (ISDOC) – (Vice President Scheafer ) Recommendation: That the Boa rd of Directors accepts oral report. D. California Special Districts Association (CSDA) Recommendation: That the Boa rd of Directors accepts oral report. E. California As sociation of Sanitation Agencies (CASA) Recommendation: That the Boa rd of Directors accepts oral report. F. Other Meetings Qualifyin g for Reimbursement under CMSD Ordinance No. 55, Operations Code Section 3.01.030 Recommendation: That the Boa rd of Director s accepts oral report. XV I . OLD BUSINESS - None XVII . NEW BUSINESS - None XVIII . ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
Costa Mesa Sanitary District February 27, 2013 AGENDA Page 5 XIX . ADJOURNMENT TO CLOSED SESSION 2 3 . Public Employee Perf ormance Evaluation (Gov. Code §54957) - Title: General Mana ger Conference with Labor Negotiator (Gov. Code §54957.6 ) Agency Negotiator : President Ferryman Unrepresented Employee: General Manager XX. RECONVENE TO OPEN SESSION X X I . ADJOURNMENT THE NEXT REGULAR MEETING OF COSTA MESA SANITARY DISTRICT BOARD OF DIRECT ORS WILL BE HELD ON March 28 , 2013 AT 5:30 P.M. IN THE DISTRICTS BOARD ROOM, 628 W. 19 TH STREET. A LOOK AHEAD – Upcoming Meetings , Events and Tentative Agenda items Strategic Pl an Review & Update – March , 2013 Sewer Rate Study Public Worksh op – March 14, 2013 Establishing guiding principles and goals for Zero Waste Plan – Special Board meeting: March or April 2013, tentatively Present two year preliminary spending plan for Operations – March 28, 2013 Review Asset Management Plan and present pro posed CIP projects – March 28, 2013 Review rates and other reven ue sources – April 18 , 2013 Public hearing to consider adoption of proposed sewer rates – April 18 , 2013 Draft FY2013 -14/2014 -15 Budget – May 23, 2013 Adopt FY2013 -14/2014 -15 Budget – June 27, 2013 Adopting Zero Waste Plan – June 27, 2013, tentatively Saturday, March 2 at 10 :00 a.m. – Free Composting Workshop at Fairview Park (next to Estancia High School). Don’t forget to bring your lawn chairs. Sewer Lateral Assistance Program (SLAP) – The SLAP is a financial incentive program to encourage residents to maintain their lateral sewer line. The program will contribute 50% of the resident’s cost up to a maximum of $1,800. For more information visit www.c msdca.gov or call (949) 645 -8400. Large Item Collection Program – Residents are eligible for three (3) complimentary pick -ups per year. There is a limit of ten items per call or collections can be combined for a total of thirty items per calendar year. For more information visit www.cmsdca.gov or call (949) 646 -4617 to schedule an appointment. UPCOMING CMSD EVENTS AND ACTIVITIES