Minutes - Board - 1998-05-14i�
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COSTA MESA SANITARY DISTRICT
Minutes of Board of Directors Regular Meeting held May 14, 1998
CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary
District met in regular session on May 14, 1998, at
6:00 p.m., conference room 1 -A of the Civic Center,
77 Fair Drive, Costa Mesa.
Director Ferryman called the meeting to order at 6:00 p.m.
Director Schafer led the Pledge of Allegiance.
Director Reade gave the invocation.
ROLL CALL: Directors Present
Directors Absent
James Ferryman, Art Perry, Arlene Schafer,
Nate Reade
Dan Worthington, excused
Staff Present: Robin Harriers, Manager /Engineer; Alan
Burns, General Counsel; Lois Thompson,
Assistant Manager; Joan Revak, Clerk of the
District; Dawn Schmeisser, Assessment
Specialist; Marc Davis, Acting Treasurer;
Ron Shef, District Ordinance Enforcement
Officer
Others Present: None
CONSENT CALENDAR
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On motion by Director Perry, seconded by Director Reade, and carried 4 -0, the
Consent Calendar was approved.
MINUTES
Approved Minutes of
Recycling Committee
Meeting,
April 8, 1998
Approved report of
Regular Meeting,
April 9, 1998
The minutes for the Recycling Committee meeting of
April 8, 1998, were approved as distributed.
The minutes for the regular meeting of April 9, 1998, were
approved as distributed.
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COSTA MESA SANITARY DISTRICT 2
MINUTES - BOARD OF DIRECTORS MEETING HELD MAY 14. 1998
REPORTS
MANAGER'S REPORTS
Approved Occupancy
The Trash Occupancy Count reflected a decrease of three
Report and payment of
units in the occupancy report for solid waste collection as
$156,270.28 to Costa
of May 1998. Therefore, the total for May is 21,010.
Mesa Disposal for trash
Board directed Staff to prepare a warrant for $156,270.28
collection services for
to Costa Mesa Disposal on June 1, 1998, for payment for
May 1998
May trash collection based on the May count of 21,010.
REFUNDS
In accordance with Resolution No. 96 -584, adopted by the
Costa Mesa Sanitary District on April 17, 1996, the
following refunds were granted subsequent to receiving
evidence of outside trash service and a signed statement
from the applicants:
Approved Payment of
Refund issued to Ahamed Salama
$555.52
Parcel Address: 783 West Wilson
To Ahamed Salama
Assessor's Parcel No. 422 - 412 -15
Trash Refund: $555.52
Total Refund: $555.52
Approved Payment of
Refund issued to Trinity Broadcasting
$270.00
Parcel Address: 3150 Bear
To Trinity Broadcasting
Fixture Fee Refund: $270.00
Approved Payment of Refund issued to Margaret Lindsey
$200.32 Parcel Address: 2859 Hickory
To Margaret Lindsey Assessor's Parcel No. 139 - 296 -18
Trash Refund: $200.32
RECYCLING REPORTS
Waste Diversion Report The Waste Diversion Report for April 1998 showing a
April 1998 was received 31.04% diversion rate was received and filed.
and filed
Approved Contract The Board approved contract payment to CR Transfer for
• Payment to CR Transfer recycling services and disposal for the month of April
for $107,977.17 1998 in the amount.of $107,977.17.
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COSTA MESA SANITARY DISTRICT
MINUTES -BOARD OF DIRECTORS MEETING HELD MAY 14, 1998
ENGINEER'S REPORTS
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Project Status Report was The Project Status Report for May 1, 1998, was accepted
received and filed. as submitted.
TREASURER'S REPORTS
Financial Report as of The Financial Report as of April 30, 1998, was accepted
April 30, 1998, was as submitted.
received and filed
Report of Monies on The Report of Monies on Deposit as of April 30, 1998,
Deposit as of April 30, was accepted as submitted.
1998, was received and
filed
Approved Warrant 98 -11 Warrant Resolution #CMSD 98 -11 was approved,
for May 1998, in the authorizing the President and Secretary to sign the
amount of $665,661.61 warrant and instructing the Finance Department to draw a
warrant from the Costa Mesa Sanitary District General
• Fund in the amount of $665,661.61.
Investment Oversight Mr. Davis reported to the Board on the Investment
Committee Meeting - Oversight Committee meeting held on May 14, 1998 and
May 14, 1998 attended by Directors Schafer and Ferryman, Mr. Davis
and his staff, Mr. Hamers, and Ms. Thompson.
END OF CONSENT CALENDAR
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WRITTEN COMMUNICATIONS
Mr. Hamers presented a letter of appreciation from Mr. Larry Temple thanking the
District for their presentation of the plaque in memory of Susan Temple.
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COSTA MESA SANITARY DISTRICT 4
MINUTES - BOARD OF DIRECTORS MEETING HELD MAY 14, 1998
MANAGER'S REPORTS
SOURCE REDUCTION AND RECYCLING ELEMENT AB 939
UPDATE ON ACTIVITIES
ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT REPORTS
POLICE REPORT
Mr. Flamers presented a memorandum providing the statistics for the month of
April 1998. The number of calls for service for scavenging are as follows:
Location Calls for Service Cite /Arrest
Area 1
1
1
Area II
7
0
Area III
5
5
Area IV
0
0
TOTAL
13
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DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT
Mr. Harriers- presented the ordinance enforcement summary report for the five -
week period ending May 3, 1998.
Director Schafer reported the College Park neighborhood has scavengers and
requested Mr. Shef monitor the area.
PC -832 TRAINING - CERTIFICATES OF COMPLETION
Mr. Shef and Ms. Schmeisser both received State Certification of Completion for
the PC -832 Arrest Course.
DESIGNATION OF ADDITIONAL DISTRICT ORDINANCE ENFORCEMENT OFFICER - DAWN
SCHMEISSER
Mr. Harriers reported the District Ordinance requires a District Ordinance
Enforcement Officer to operate in the capacity of enforcement. Ms. Schmeisser
has completed the necessary training and certification to act as District
• Ordinance Enforcement Officer in Mr. Shef's absence.
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COSTA MESA SANITARY DISTRICT
MINUTES - BOARD OF DIRECTORS MEETING HELD MAY 14, 1998
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Director Reade motioned to appoint Dawn Schmeisser as an additional District
Ordinance Enforcement Officer. Director Perry seconded. Motion carried
unanimously.
RECYCLING COMMITTEE MEETING - MAY 13, 1998
Mr. Hamers reported all Directors were in attendance at the Recycling
Committee Meeting of May 13, 1998.
TELEPHONE DIRECTORIES, LETTER TO EDITOR
The telephone directories "Letter to Editor" was sent to the following list
of media and local representatives with a cover letter stating the CMSD
Board of Directors feel the information is informative and would be of
interest to the citizens of Orange County.
Valerie Mitchell, News Producer
Paul Danison, Editor
William Lobdell, Editor
Stephen Burgard, Editorial Page Editor
Letters to the Editor
Vicki L. Wilson, Director
Marilyn Brewer, Assemblywoman
Ross Johnson, State Senator
Dana Rohrabacher, Representative
Jim Silva
TELEPHONE DIRECTORIES PROGRAM
JUNE 1998 COLLECTION
Copley - Colony Communications
The Costa Mesa Breeze
The Daily Pilot
The Times Orange County
The Orange County Register
Integrated Waste Management Department
70th District
35th District
45th District.
Orange County Board of Supervisors
Ms. Revak prepared a memorandum listing bin locations for the 1998 Mini
phone Book Program featuring 5 local grocery stores, City Hall, and the
Orange Coast College Recycling Center. Also included with Ms. Revak's
memorandum was a sample letter to be sent to the program participants
providing information and thanking them for their support of the telephone
program.
NOVEMBER 1998 COLLECTION WITH PUBLIC /PRIVATE SCHOOLS
Ms. Thompson presented a sample letter to be distributed to public and
private schools inviting their participation in the November 1998
Telephone Book Recycling Fundraising Opportunity. Ms. Thompson
reported the 1998 program will offer schools a participation award, based
on student population, with a minimum of $100 and a maximum of $400.
Mr. Hamers reported the letter to participants will outline the program and
COSTA MESA SANITARY DISTRICT
MINUTES - BOARD OF DIRECTORS MEETING HELD MAY 14. 1995
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notify the schools the District will be responsible the delivery and pickup
of the bins and totaling of telephone books.
Director Perry motioned to approve the funding of the 1998 Phone Book
Recycling Program, not to exceed $10,000, and approve the format of the
letter as presented. Director Schafer seconded. Motion carried 4 -0.
LARGE ITEM COLLECTION - JUNE 22 - AUGUST 28, 1998
Mr. Hamers presented a sample of the flyer to be distributed for the large
item collection.
SHARPS PROGRAM
Ms. Thompson reported the application to apply for the environmental
award was mailed on May 13. Ms. Thompson will present a report at the
June Board meeting. Ms. Thompson expected to receive notification
regarding the award in July.
• PRESENTATION AT STEVEN'S PHARMACY - APRIL 25, 1998
Ms. Thompson presented a copy of the flyer distributed from Steven's
Pharmacy.
STERICYCLE ONE -YEAR SERVICE AGREEMENT
Ms. Thompson presented a copy of the previously approved Stericycle
service agreement that will be presented for Board signature.
STUDY SESSION - MAY 7, 1998
The study session of the Costa Mesa Sanitary District held on May 7,
1998 was adjourned to the Recycling Committee meeting held on
Wednesday, May 13, 1998. Items discussed included residential bin
service and household hazardous waste pickup.
HOUSEHOLD HAZARDOUS WASTE COLLECTION
Ms. Thompson reported the City of Orange is extremely happy with
Curbside Inc. and the program is the most successful and revered
program the City of Orange offers its residents.
President Ferryman directed Staff to contact Costa Mesa Disposal and
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request the $10,000 per contract agreement.
COSTA MESA SANITARY DISTRICT 7
MINUTES - BOARD OF DIRECTORS MEETING HELD MAY 14, 1998
Mr. Hamers reported Staff will research the approximate number of
Household Hazardous Waste pickups by other cities using Curbside Inc.
Mr. Hamers requested Mr. Burns to attempt to provide a copy of an
agreement between Fountain Valley and Curbside Inc. for the Board's
informational use.
Mr. Hamers requested Ms. Thompson attempt to obtain a written proposal
from Curbside Inc. to provide more information.
RESIDENTIAL BIN SERVICE
Board directed Staff to formulate a survey form to distribute to determine
the interest in the District providing residential bin service. Staff will
present a sample survey at the June Board meeting.
TRASH COLLECTION REFUND UPDATE
Ms. Schmeisser presented the trash refund report. There were three refund
requests processed during the month of April. Ms. Schmeisser reported receipt
of one new trash refund request stemming from the May 19, 1997 notification.
Ms. Schmeisser determined the request was incomplete and will require
additional information.
Ms. Schmeisser further reported she re -sent approximately 32 letters in an
additional attempt to notify recipients of a possible refund utilizing updated
address information and has received approximately 10 returned as
undeliverable.
* The nine applications pending are all over six months old. Letters have been written to the
applicants describing what was required to process their incomplete refund requests.
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Current
Month
To Date
Total amount of refunds for trash
$755.84
$195,380.95
Total amount of refunds for sewer
$180.81
Fixture Fee Refund Not a part of the stud
$270.00
$660.00
Total of all refunds
$1025.84
$196,221.76
Total number of units affected by refunds
4 Units
450 Units
Applications pending:
9*
* The nine applications pending are all over six months old. Letters have been written to the
applicants describing what was required to process their incomplete refund requests.
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COSTA MESA SANITARY DISTRICT 8
MINUTES - BOARD OF DIRECTORS MEETING HELD MAY 14. 1998
ENGINEER'S REPORTS
FAIRVIEW REGIONAL PARK
RECOMMENDATION AGAINST SEPTIC TANKS
Mr. Hamers reported the circumstances surrounding the Goat Hill Junction
railroad have changed to where the railroad may become a long -term, possibly
permanent facility and other ideas are surfacing for developing the remaining
areas of the park. The City has included the installation of the gravity sewer in
its master plan.
Mr. Hamers recommended the Board rescind the previous approval granted to
the City and go on record against the installation of septic tanks and that all
requests to the contrary be brought to the District for consideration by the Board
at a duly- noticed regular or special meeting.
Director Perry motioned to rescind the District's approval to install a septic tank
in Fairview Park and the requirement that requests for future septic tanks be
• brought to the Board for consideration. Director Schafer seconded. Motion
carried 4 -0.
CONSIDER FUNDING DISTRICT SEWER LINE
Mr. Hamers reported the City and railroad are not in a position to fund the
necessary sewer line for the proposed Fairview Regional Park project.
Mr. Hamers reported the City Council offered up to $20,000 and the railroad
offered $25,000 toward the cost of installing a holding tank and rest room facility.
Staff believes the funds should be put toward the installation of a permanent
gravity sewer system that would benefit the entire park and be more cost
effective in the future.
Mr. Hamers presented a letter to the Board outlining the conditions that would
have to be met to approve the inclusion of this project.
Mr. Burns presented a report on the District's Authority to pay for the City park
sewer line. Mr. Burns' report concluded the District would be authorized to fund
the sewer line if the required conditions were met.
Director Schafer motioned to recommend conceptual approval of the installation
of the Fairview Regional Park sewer line, the stub out to Estancia High School,
the inclusion of the sewer line installation in the upcoming the 1998 -99 budget,
and authorize a letter to the City stating the District's conceptual approval and
requesting a one -time participation cost of $20,000 from the City and $25,000
from the railroad. Director Reade seconded. Motion carried 4 -0.
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COSTA MESA SANITARY DISTRICT 9
MINUTES - BOARD OF DIRECTORS MEETING HELD MAY 14, 1998
PROJECT NO. 140 AND 150 - RECONSTRUCTING VARIOUS SEWER LINES
ACCEPT IMPROVEMENTS AND FILE NOTICE OF COMPLETION
Mr. Hamers presented a report showing the completion of Project 1112100 -140
& 145 and recommended the Board accept the improvements as completed and
file a Notice of Completion.
Director Schafer motioned to accept the improvements as completed and
authorize the filing of a Notice of Completion. Director Perry seconded. Motion
carried unanimously.
PAYMENT OF RETENTION AND EXONERATE BONDS
Director Perry motioned to authorize payment of 5% retention 35 days after
Notice of Completion is recorded and exonerate faithful performance bond one
year after Notice of Completion is recorded. Director Schafer seconded. Motion
carried 4 -0.
• TREASURER'S REPORTS
ORANGE COUNTY BANKRUPTCY
Mr. Davis reported he received correspondence that the LeBoeuf agreement has
been approved, but must be drafted and approved by the Court and may take up
to two years before any monies are distributed.
Mr. Davis additionally reported Tom Hayes has been- assigned to negotiate
certain claims for the school districts.
Mr. Davis reported a settlement has been reached with First Boston and also
must be drafted and approved by the Court.
1998 -99 DISTRICT BUDGET - TIMELINE FOR APPROVAL
Mr. Davis requested setting a study session on June 4, 1998, to discuss the
District Budget for possible adoption on June 11, 1998.
IWMD ANNUAL FINANCIAL REPORT FOR FISCAL YEAR 1997 -98 - ORANGE COUNTY
LANDFILL DISPOSAL SYSTEM
• Mr. Davis resented the Annual Financial Report for Fiscal Year 1997 -98 from
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Vicki L. Wilson, Director, Integrated Waste Management Department. The
report provided information regarding the financial status and planning activities.
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COSTA MESA SANITARY DISTRICT
MINUTES - BOARD OF DIRECTORS MEETING HELD MAY 14, 1998
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Mr. Hamers reported Hilton, Farnkopf and Hobson was hired by Kevin Murphy,
City Manager of Newport Beach, to do an independent review of the financial
report providing a system of checks and balances.
ATTORNEY'S REPORTS
PROPOSED OPERATIONS CODE
Mr. Burns presented a letter dated May 7, 1998, reviewing the necessity for
development of an operations code for the District. Mr. Burns advised the Board
an operations code would integrate many of the District laws and procedures
into one code book creating a user - friendly tool for Directors and Staff.
Mr.. Hamers expressed his concurrence with developing an operations code. Mr.
Hamers explained the current system of Ordinances is filed by date, not by
subject matter, creating a difficult and time - consuming research process.
Mr. Burns estimated approximately $2,000 in attorney time. Mr. Burns
anticipated it would take approximately 2 to 3 months to prepare the document.
Director Reade motioned to approve $5,000 to initiate the production of an
operations code document. Director Perry seconded. Motion carried 4 -0.
ORDINANCE NO. 29 - EXEMPTION FOR YEARLY CMSD SEWER CHARGES
Mr. Burns presented Ordinance No. 29, AN ORDINANCE OF THE COSTA
MESA SANITARY DISTRICT EXEMPTING PROPERTY DIRECTLY
CONNECTED TO THE COUNTY SANITATION DISTRICT'S TRUNK SEWER
LINE FROM DISTRICT CHARGES.
Director Schafer motioned to accept Ordinance No. 29, Exemption for Yearly
CMSD Sewer Charges. Director Perry seconded. Motion carried 4 -0.
CLAIM - 2101 AND 2107 ANNIVERSARY LANE
Mr. Hamers presented a letter from SDRMA, dated May 2, 1998, advising the
claims from Jeff Jordan in the amount of $3,518.39 and Lydia Goodell in the
amount of $4,052.84 have settled. The District is responsible for the $500 third -
party general liability property deductible.
t Director Perry motioned to approve the payment of the $500 deductible.
Director Schafer seconded. Motion carried 4 -0.
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COSTA MESA SANITARY DISTRICT 11
MINUTES - BOARD OF DIRECTORS MEETING HELD MAY 14, 1998
LOCAL MEETINGS
INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC)
QUARTERLY MEETING - APRIL 30, 1998
Director Schafer attended the quarterly meeting of April 30, 1998, and reported
the meeting was successful.
Director Schafer reported attendance at the Executive Board meeting for ISDOC
and discussed an upcoming meeting to be held July 30. Director Schafer
reported her term on the LAFCO Advisory Committee will be up in June. Bill
Goodwin attended the meeting and will be very vocal regarding special districts.
LOCAL AGENCY FORMATION COMMITTEE ( LAFCO)
Director Schafer was unable to attend the LAFCO meeting but provided the
agenda and materials for Board review.
Mr. Harriers presented a report from McCormick, Kidman & Behrens, Lawyers,
is detailing the Court ruling that LAFCO must give reasons for the decisions they
make.
Mr. Burns reviewed the report and stated LAFCO will now be required to make
sure they have statutory ground when.making decisions.
Director Schafer reported the Advisory Committee will be required to meet
monthly.
SPECIAL DISTRICT ADVISORY COMMITTEE
Director Schafer reported the Special District Advisory Committee had a large
agenda and discussed terms for Committee members, review of the Dana Point -
Laguna Beach applications, and Costco policy of contacting applicants.
COSTA MESA CHAMBER OF COMMERCE LEGISLATION COMMITTEE
Director Schafer reported there will be a mixer held in the fall for the people
running in November. Director Schafer reported items discussed were PacBell,
the El Toro reuse plan, AB2526, a bill to eliminate license fees, and an update
from Committee members.
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COSTA MESA SANITARY DISTRICT 12
MINUTES - BOARD OF DIRECTORS MEETING HELD MAY 14, 1998
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COUNTY SANITATION DISTRICTS OF ORANGE COUNTY
REGULAR MEETING OF APRIL 22, 1998
President Ferryman provided the agenda and reported $833,000 was spent on
maintenance painting. An RFP was sent out regarding the ocean monitoring
program resulting in a $984,000 contract for a 20 -month program to measure the
impact of the outfall four to five miles out in the ocean. President Ferryman
reported that, after a 10 -year endeavor, a waiver was received.
President Ferryman reported attendance at the strategic plan workshop. The
strategic plan workshop is a series of workshops held to provide information on
numerous items (e.g., inflow /infiltration studies, water conservation collection
system, groundwater collection system, proposed rate structure impacts) to
interested parties. President Ferryman provided a brochure to Board members
and welcomed their attendance at any of the workshops.
CITY OF COSTA MESA COUNCIL MEETING REPORT
APRIL 20, 1998
Director Schafer attended the April 20, 1998, City of Costa Mesa Council
meeting. The Council voted to approve $20,000 toward the rest rooms at Goat
Hill station. Director Schafer further reported the Council set a public hearing on
an unsupervised skateboard park. The Council further considered the relocation
of the Marrakech restaurant and approved the Costa Mesa Farms Force
Complex.
MAY 4, 1998
There were no directors in attendance.
NEIGHBORS FOR NEIGHBORS - APRIL 25, 1998 EVENT
Ms. Thompson attended the event as a volunteer and was in charge of
monitoring dumpsters. Ms. Thompson reported Ms. Laura Fabrego manned the
recycling booth providing Spanish information.
President Ferryman directed Staff to send a letter of appreciation to Laura
thanking her for her assistance during her internship with the District.
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COSTA MESA SANITARY DISTRICT
MINUTES - BOARD OF DIRECTORS MEETING HELD MAY 14. 1998
CALIFORNIA SPECIAL DISTRICTS ASSOCIATION
SACRAMENTO GOVERNMENT AFFAIRS DAY - APRIL 27, 1998
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Director Schafer reported the event was very informative and felt that Ralph
Heim did an excellent job regarding legislation. Director Schafer provided
materials from the event for the Board's perusal.
CRRA "BUILDING BRIDGES" CONFERENCE - MAY 4 -5, 1998
Ms. Thompson attended the California Resource and Recycling Association
"Building Bridges" conference in San Diego. Ms. Thompson reported she came
away with many new ideas for upcoming programs to be implemented in the
future.
OLD BUSINESS
There was no old business discussed.
. NEW BUSINESS
NOVEMBER 3, 1998 ELECTION OF DISTRICT DIRECTORS
Mr. Hamers presented a letter from Suzanne Slupsky, Election Section
Supervisor, providing information on the November 3, 1998, election of District
directors and directing the District to determine whether or not they will pay for
Statements of Qualification by candidates and the number of words the District
authorizes those statements to contain.
LENGTH OF CANDIDATE'S STATEMENT
President Ferryman suggested the Statement of Qualification be maintained at
200 words as in prior elections.
COST OF CANDIDATE'S STATEMENT
Ms. Revak reported the cost of the candidate's statement is determined by the
printing cost for the statements and further affected by the number of registered
voters.
Director Schafer motioned to Limit the Statement of Qualification to 200 words
and require each candidate to provide their own funding for the Statement.
Director Perry seconded. Motion carried unanimously.
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COSTA MESA SANITARY DISTRICT 14
MINUTES - BOARD OF DIRECTORS MEETING HELD MAY 14, 1998
PUBLIC COMMENTS
There were no public comments.
ORAL COMMUNICATIONS
President Ferryman advised he will be unable to attend the Orange County
Sanitation District meeting for May 27, 1998. Director Perry will attend.
President Ferryman reminded everyone about the upcoming Fish Fry on May 29,
30, and 31 at Lyons Park.
Mr. Hamers reported he felt Board and Staff were working very well together.
ADJOURNMENT
At 7:30 p.m. President Ferryman adjourned the meeting.
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P ESIDENT