00 - agenda_2013_10_24
P rotecting our community’s health and the environment by providing solid waste and sewer c ollection 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 Arlene Schafer
Assistant Secretary Director
Public Comments. Any member of the public may address the Board. Speakers on agenda items should
identify themselves to th e 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 item s 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 i s 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 obtai ned 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 n eeded (28 CFR 35.102.35.104 ADA Title II).
R e g u lar Meeting – Thursday, October 24 , 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 President 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 – None
V I . Announcement of Late Communica tions
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.
Costa Mesa Sanitary District October 24 , 2013
AGENDA Page 2
V I I . PUBLIC COMMENTS – This time has 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 Directors 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 p ublic 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 af ter 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 con sent
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 September 9, 2013
Recommendation: That the Board of Directors approve and file.
2. Board of Directo rs Study Session Minutes of September 9 , 2013
Recommendation: That the Board of Directors approve and file .
3. Board of Directors Special Meeting Minutes of September 23, 2013
Recommendation: That the Board of Directors approve and file.
4. Board of Directors Re gular Meeting Minutes of September 26 , 2013
Recommendation: That the Board of Directors approve and file.
5 . Occupancy Report and payment to Costa Mesa Disposal
Recommendation: That the Board of Directors approves the occupancy report and payment to
Costa Mesa Dis posal for the month of September 2 013 .
6 . Contract Payment to CR Transfer for Recycling & Disposal Services
Recommendation: That the Board of Directors approves payment to CR Transfer for recycling
and disposa l ser vices for the mo nth of September 2013 .
7 . Adoption of a Warrant Resolution No. CMSD 20 13 -4 Approving District Warrant Registers
Recommendation: That the Board of Directors adopt Wa rrant Resolution No. CMSD 20 13 -4
approving District warrants for the Mont h of September 201 3 in the amount of $650,725.20.
8 . Directors’ Compensation and Re imbursement of Expenses
Recommendation: That the Board of Directors approves Directors ’ compensation and
reimbursement o f exp e nses for the month of September 2013 .
9 . Ad opt Resolution No. 2013 -844 Amending the District’s Records Retention Schedule
Recommendation: That the Board of Directors adopts Resolution No. 2013 -844 amending the
District’s records retention schedule.
10 . Adopt Resolution No. 2013 -845 Amending th e District’s Conflict of Interest Code
Recommendation: That the Board of Directors adopt Resolution No. 2013 -845 amending the
District’s Conflict of Interest Code to add a new position and make other clarifying changes in the
listing of designated employ ees.
Costa Mesa Sanitary District October 24 , 2013
AGENDA Page 3
---------------------------------------------END OF CONSENT CALENDAR -------------------------------------
IX . PUBLIC HEARING S – None
X. GENERAL MANAGER / DISTRICT CLERK REPORTS
1 1 . Reschedule November 19, 2013 Board of Directors Stu dy Session – Oral Report
Recommendation: That the Board of Direct ors cancels or reschedule the November 19, 2013
study session because it falls on the same week of the regular Board of Directors meeting .
1 2 . Reschedule December 17, 2013 Board of Directo rs Study Session – Oral Report
Recommendation: That t he Board of Directors cancels or reschedule the December 17, 2013
study session because if falls on the same week of the regular Board of Directors meeting .
1 3 . Lift Station Odor Control Plan
Recomm endation: That the Board of Directors receive and file this report.
14. Smart Covers – Ultrasound Sensors for Detecting High Water in Sewer System
Recommendation: That the Board of Director s approves appropriating $26,985 from the
undesignated unreserved Liquid Waste Fund to the Capital Outlay budget for procuring and
installing six smart covers.
15. Quarterly Budget Report
Recommendation: That the Board of Directors receive and file this report.
16 . Operati ons and CIP Carry Forward Request - FY 2013 -14
Recommendation : That the Board of Directors approves the carry forward appropriations from
fiscal year 2012 -13 in the following amounts
1. Operations $97,222.02
2. Capital Improvement Projects $3,652,884
X I . ENGINEER’S R EPORTS
1 7 . Proje ct Status Report
Recommendation: That the Boar d of Directors receive and file the report .
18 . Grant of Easement to Costa Mesa Sanitary District for a Standby Diesel Generator at Canyon
Lift Station – Project #196B
Recommendat ion: That the Board of Directors approves and executes the easement
agreement.
19 . Addendum No. 3 to National Plant Services Agreement for Annual Sewer Mainline Cleaning
Recommendation: That the Board of Directors approves Addendum No. 3 to National Plant
Services Agreement in the amount of $123,891.02
XI I . TREASURER’S REPORTS
20 . I nvestment Report
Recommendation: That the Board of Directors approves the Investment Report for the month
September 2013.
X III . ATTORNEY’S REPORTS – None
Costa Mesa Sanitary District October 24 , 2013
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X I V . LOCA L 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 for which the per diem compensation is sought, the Opera tions 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 Operati ons 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 Ferryman)
Recommendation: That the Boa rd of Directo rs 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 Districts 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 Association 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 Directors accepts oral report.
XV . OLD BUSINESS - None
XVI . NEW BUSINESS - None
XVII . ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
XVIII. CLOSED SESSION
21. August 31, 2013 Sanitary Sewer Overflows – Oral Report
To discuss anticipated litigation in the matter of the Back Bay spill occurr ing on or about Au gust 31,
2013, and any attempt to levy administrative fines arising therefrom pursuant to Gove rnment Code
Section 54956.9(b).
RECONVENE TO OPEN SESSION
REPORT ON CLOSED SESSION ACTIONS
X I V . ADJOURNMENT
THE NEXT REGULAR MEETING OF COSTA MESA SANITA RY DISTRICT BOARD OF DIRECT ORS WILL BE
HELD ON NOVEMBER 21 , 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
Board of Directors Special Meeting – CR&R Organic Recyclin g Program, Tuesday, October 29, 2013 at
9:30 am.
Costa Mesa Sanitary District October 24 , 2013
AGENDA Page 5
Free Composting Workshop – Sunday, October 20, 2013 at 10:00 am located at Fairview Park
(2501 Pla centia Avenue). Don’t forget to bring your lawn chairs.
OC Goodwill Community Donation Event – Saturday , October 26, 2013 from 9:00 am to 3:00 pm
located at Orange Coast College, Parking Lot C (Corner of Merrimac & Fairview Rd). Bring
unwanted clothes to donate for a good cause.
Free Door -to -Door Household Hazardous Waste Collection Program for Seniors and Immobile
Residents – Contact CR&R Environmental Services at (949) 646 -4617 to schedule a free collection.
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 $1,6 00. For more information visit www.cmsdca.gov or call (949)
645 -8400.
Large Item Collection Program – Residents are eligible for three (3) com plimentary 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 s chedule an
appointment.
UPCOMING CMSD & COMMUNITY EVENTS AND ACTIVITIES