17 - Sept 17 Board of Directors Study SessionITEM NO. 17
Costa Mesa Sanitary District
Memorandum
To: Board of Directors
...an Independent Special District
From: Scott Carroll, General Manager
Date: July 31, 2013
Subject: September 17, 2013 Board of Directors Study Session
Summary
The regularly scheduled September 17, 2013 Board of Directors Study Session is in
conflict with the California Special Districts Association's (CSDA) annual conference. The
Board will need to reschedule or cancel the September study session.
Staff Recommendation
That the Board of Directors approves canceling or rescheduling the September 17, 2013
Board of Directors Study Session to attend CSDA annual conference in Monterey.
Analysis
CMSD is a member of CSDA that promotes good governance and improved core local
services through professional development, advocacy, and other services for all types of
independent special districts. The biggest event of the year is their annual conference that
provides a variety of breakout sessions on many relevant topics such as media relations,
public meeting law, ethics training and health care reform.
This year, CSDA's annual conference is from September 16 -19, 2013 in Monterey,
California. The conference conflicts with the September 17, 2013 Board of Directors
Study Session in which the study session will need to be canceled or rescheduled.
Strategic Plan Element & Goal
This item complies with Strategic Element 3.0., Partnerships, and Strategic Goal No. 3.4,
Participate in activities of professional associations.
Protecting our community's health and the environment by providing solid waste and sewer collection services.
www.crosdca.gov
Board of Directors
July 31, 2013
Page 2 of 2
Legal Review
Not applicable
Financial Review
The Board of Directors, general manager and administrative services manager are
scheduled to attend CSDA's conference. The total registration cost is $3,675 ($525 per
person). Hotel accommodations are estimated at $3,811.50 ($165 plus tax per night).
Roundtrip airfare from John Wayne Airport to San Jose International Airport is $188.80 per
person (Southwest Airlines). Car rental for the four day event is estimated at $188.64 or if
transportation is from personal vehicle the 2013 standard mileage rate issued by the
Internal Revenue Service (IRS) is $0.56.5 cents per mile. It is approximately 362 miles
from Costa Mesa to Monterey. Roundtrip cost using a personal vehicle would be $409.06.
Meals for employees cannot exceed $65.00 a day, as per the Employee Handbook.
Staff estimates the total cost to attend the 2013 CSDA conference in Monterey is $10,072.
In the FY 2013 -14 Budget, $9,000 is budgeted for the CSDA conference. Staff's estimate
is $1,072 over the budget amount. A budget transfer will have to occur if actual costs are
over the budget amount.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the
July 31, 2013 Board of Directors regular meeting at District headquarters and on District's
website.
Alternative Actions
1. Direct staff to report back with more information.
Reviewed by:
Stacey Cuevas
Finance Manager