16 - Operating and CIP Carry Forward Request - FY 2013-14 Costa Mesa Sanitary District
…an Independent Special District
Protecting our community’s health and the environment by provi ding solid waste and sewer collection services.
www.cmsdca.gov
Memorandum
To: Board of Directors
Via: Scott Carroll, General Manager
From: Stacey Cuevas, Finance Manager
Date: October 24, 2013
Subject: Operations and CIP Carry Forward Request – Fiscal Year 2013-14
Summary
Each year the Board of Directors approves operating and capital improvement project
(CIP) budgets . 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. In addition, the District was awarded a grant in April
2010 to enhance recycling programs that has been spent over the last three years and will
expire December 31, 2013. All appropriations lapse at the end of each fiscal year, and
therefore it is necessary to request the unspent appropriations for these projects be
carried over in to the subsequent fiscal year.
Staff 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
Analysis
The OC Waste & Recycling Grant is in its last year where grant money is used to spend
on composting machines, FOG funnels, composting workshops, giveaways made of
ITEM NO. 16
Board of Directors
October 24 , 2013
Page 2 of 2
recycled mat erials, and creating educational flyers and pamphlets. Available grant money
in the amount of $31,455.02 needs to be carry forward to continue District recycling
programs. Staff will be applying for the next grant cycle when it becomes available.
In add ition, staff needs to carry forward $65,767 to perform piping and valve replacement
at 21 st Street Pump Station. The piping and valves at this station has reached the end of
their useful life and therefore needs replacement. Staff has solicited bids for this project
and an agreement has been prepared for the contractor. Work is ready to begin, but
funding is needed, which is why staff is recommending the carry forward.
The capital improvement projects described below are underway and need their approv ed
appropriation to be carry forward to ensure money is available for completion. All the
projects identified below, except for Project No. 101 and 198 , will be complete in FY 2013 -
14. Expenses have incurred for Project 198, but a full analysis of force mains using the
PICA technology may not be necessary. Any funding balance after completion of the
projects will be transferred back into the Asset Management Fund.
Project No. Description Carry forward FY 13 -14
101 Westside Pumping Station
Abandonment
$ 1,741,625.00
193 Pump Station Seismic Retrofit . $ 34,175.00
196 Pump Station Emergency Equipment $ 1,030,899.00
197 System Wide Sewer Reconstruction –
Phase III
$ 670,000.00
1 98 PICA Analysis $ 176,185.00
Total $ 3,652,884.00
Strategic Plan Element & Goal
This item supports achieving Strategic Element No. 7.0, Finances , by providing financial
resources to fund current and planned operations and projects.
Legal Review
Not applicable
Environmental Review
Subject activity is exempt from the requirements of the California Environmental Quality
Act (CEQA) (Public Resources Code Section 21000 et. seq.). Section 15300.4 of CEQA
allows an agency while establishing its own procedures “to list those specific acti vities
which fall within each of the exempt classes”, and the District has adopted “CEQA
Guidelines and Implementing Procedures” that state on page 6 “”Projects” does not
include …. C. Continuing administrative or maintenance activities.”
Board of Directors
October 24, 2013
Page 3 of 3
Financia l Review
The total amount to be carried forward for CIP is $3,652,884 . The total amount to be
carried forward for Operations is $97,222.02 . The funding for the projects listed above
was app roved in the Fiscal Year 2012 -13 Budget.
Public Notice Process
C opies of this report are on file and will be included with the entire agenda packet for the
October 24 , 2013 Board of Directors regular meeting at District Headquarters and on
District’s website.
Alternative Actions
1. Refer the matter back to staff