Minutes - Board - 1998-11-12COSTA MESA SANITARY DISTRICT
Minutes of Board of Directors Regular Meeting held November 12, 1998
CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary
District met in regular session on November 12,
1998, at 12:00 noon, in conference room 1 -A of the
Civic Center, 77 Fair Drive, Costa Mesa.
Director Ferryman called the meeting to order at 12:00 noon
Director Perry led the Pledge of Allegiance.
Director Reade gave the invocation.
ROLL CALL: Directors Present: James Ferryman, Art Perry, Arlene Schafer,
Nate Reade, Dan Worthington
Staff Present: Robin Hamers, Manager /Engineer; Alan
Burns, Legal Council; Lois Thompson,
Assistant Manager; Joan Revak, Clerk of
the District; Dawn Schmeisser, Assessment
Specialist; Reba Coulter, Finance; Andrea
Daroca, Acting Treasurer; Ron Shef, District
Ordinance Enforcement Officer
Others Present: Mr. Greg Woodside, 1594 Elm, Costa
Mesa, 92626
Mr. William Morris, Director of Public
Services, City of Costa Mesa
Ms. Thelma Reade, 2285 Cornell Drive,
Costa Mesa
CONSENT CALENDAR
------------------------------------------------------- - - - - --
On motion by Director Schafer, seconded by Director Perry, and carried 5 -0, the Consent
Calendar was approved.
COSTA MESA SANITARY DISTRICT
MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 12, 1998
C
MINUTES
Approved Minutes of
Recycling Committee
Meeting,
October 6, 1998
Approved Minutes of
Investment Oversight
Committee Meeting,
October 8, 1998
Approved Minutes of
Regular Meeting,
October 8, 1998
REPORTS
MANAGER'S REPORTS
2
The minutes for the Recycling Committee meeting of October
6, 1998, were approved as distributed. -
The minutes for the Investment Oversight Committee Meeting
of October 8, 1998 were approved as distributed.
The minutes for the regular meeting of October 8, 1998, were
approved as distributed.
Approved Occupancy The Trash Occupancy Count reflected an increase of 22 units
Report and payment of in the occupancy report for solid waste collection as of
$159,462.95 to Costa November 1, 1998. Therefore, the total for November is
Mesa Disposal for trash 21,070. . Board directed Staff to prepare a warrant for
collection services for $159,462.95 to Costa Mesa Disposal on December 1, 1998,
November 1998 for payment for November trash collection based on the
November count of 21,070.
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 William Lyon Homes, Inc.
$165.00 Parcel Address: Fairview and Adams - Phase 1
To William Lyon Homes, Assessor's Parcel No. N/A
Inc. Total Refund: $165.00 for overpayment of fixture fees on
Permit Number 13639 -13649
0
COSTA MESA SANITARY DISTRICT
MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 12, 1998
3
• Approved Payment of Refund issued to Ethelyn Samways
$2,325.40 Parcel Address: 1831 Orange Avenue
To Ethelyn Samways Assessor's Parcel No. 425 - 232 -06
Number of Units: Commercial Building
Trash Refund: $2,321.50
Sewer Refund: $3.90
Total Refund $2,325.40
Property is a commercial building, was charged as 5 units
Approved Payment of Refund issued to Chom Mob Investors
$1,662.24 Parcel Address: 275 Victoria Street
To Chom Mob Investors Assessor's Parcel No. 419- 231 -10
Number of Units: Commercial Building
Sewer Refund: $1,662.24
Property is 31,465 S.F. and was charged for 72,841 S.F.
RECYCLING REPORTS
Waste Diversion Report The Waste Diversion Report for October 1998 showing a
October 1998 was 37.34% diversion rate was received and filed.
received 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 October 1998
for $113,318.21 in the amount of $113,318.21.
ENGINEER'S REPORTS
Project Status Report was The Project Status Report for November 1, 1998, was
received and filed. accepted as submitted.
TREASURER'S REPORTS
Financial Report as of The Financial Report as of October 31, 1998, was accepted
October 31, 1998, was as submitted.
received and filed
Report of Monies on The Report of Monies on Deposit as of October 31, 1998, was
Deposit as of October 31, accepted as submitted.
1998, was received and
filed
r]
COSTA MESA SANITARY DISTRICT
MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 12, 1998
4
• Approved Warrant 99 -05 Warrant Resolution #CMSD 99 -05 was approved, authorizing
for November 1998, in the President and Secretary to sign the warrant and instructing
the amount of the Finance Department to draw a warrant from the Costa Mesa
$220,306.16 Sanitary District General Fund in the amount of $220,306.16.
END OF CONSENT CALENDAR
------------------------------------------------------- - - - - --
WRITTEN COMMUNICATIONS
Mr. Hamers reported there was one written communication received on October 29, 1998,
from Donna Theriault, Management Analyst, to Ms. Barbara Gomez, Acting Operations
Manager of Tel -Phil Enterprises. Ms. Theriault's letter reports the November 15, 1998,
America Recycles Day event has been canceled due to other commitments by the Orange
County Recycling Coordinators group and difficulties in procuring the needed recycled
items for display.
PUBLIC COMMENTS
• There were no public comments made at this time.
MANAGER'S REPORTS
11
SOURCE REDUCTION AND RECYCLING ELEMENT AB 939
UPDATE ON ACTIVITIES
ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT REPORTS
POLICE REPORT
Mr. Hamers presented a memorandum providing the statistics for the month
of October 1998. The number of calls for service for scavenging are as
follows:
Location Calls for Service Cite /Arrest
Area 1
0
0
Area II
2
0
Area III
2
1
Area IV
0
0
TOTAL
4
1
COSTA MESA SANITARY DISTRICT 5
MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 12, 1998
• DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT
Mr. Hamers presented the ordinance enforcement summary report for the
five -week period beginning September 21 and ending October 25, 1998.
Mr. Shef reported the exempt status verification is nearing completion with 80
percent of addresses having been checked.
Ms. Schmeisser reported Mr. Shef will be issuing a citation to a resident for
noncompliance with the District's Ordinance regarding the screening of trash
containers. Mr. Shef has responded to approximately six complaints
regarding the property over a series of months. Mr. Shef has spoken to the
tenant numerous times and placed tags on the containers in violation. Two
letters requesting compliance have been issued to the owner of the property
with copies sent to the tenant.
A fence was installed to hide the containers from view, but the tenant is
placing the trash cans in front of the fence. Ms. Schmeisser notified the
Board a citation will be issued to the tenant and a copy sent to the owner.
Mr. Burns will advise Mr. Shef and Ms. Schmeisser regarding the issuance of
the citation.
• Mr. Shef currently uses the District's camera to document violations when
necessary. Director Worthington suggested Mr. Shef be issued a camera to
carry with him to document residences that are not in compliance with the
Ordinance. Mr. Hamers will work with Mr. Shef to arrange for a camera to be
available for ordinance enforcement use.
RECYCLING COMMITTEE MEETING - NOVEMBER 5, 1998
TRASH COLLECTION PROGRAM
Mr. Hamers reported the committee met on November 5, 1998, to discuss
the trash collection program.
Costa Mesa Disposal provided sample materials of hauler containers in
multiple colors and two thicknesses, a linear material and a thicker cross -
link material, for the Board to examine. The Board determined the gray
linear material would best suit the needs of the District.
Ms. Thompson reported she spoke with Costa Mesa Disposal about using
both the Hauler 60s and 90s.
• Ms. Thompson invited any interested Board member to tour the Costa
Mesa Disposal facility.
COSTA MESA SANITARY DISTRICT 6
MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 12, 1998
• SHARPS PROGRAM
Ms. Thompson reported there was a quarterly meeting held September 23,
1998, where several cities provided information on their Sharps programs.
The cities of Ontario, Santa Barbara, and Moreno Valley are all in the
process of investigating the possibility of implementing a Sharps program.
Fontana started their program on October 3, 1998, Clairmont is starting a
program, and Rancho Cucamonga is in its second year of their Sharps
program.
Ms. Thompson reported the Costa Mesa Sanitary District has collected 571
pounds of sharps materials as of September 30, 1998 and is operating in
three pharmacy sites.
SPECIAL EVENTS
TIRE ROUNDUP EVENT - OCTOBER 17, 1998.
Ms. Thompson reported the second annual used tire roundup occurred on
Saturday, October 17, 1998, at the City Corporation Yard where 159 tires
were collected.
Ms. Thompson's report contained a chart showing how residents found out
about the event.
HHW DOOR -TO -DOOR COLLECTION PROGRAM
Ms. Thompson reported the door -to -door pickup program provided service to 39
residents during the third month. The pickups were completed on two collection
days, October 6th and 20th, 1998. This resulted in the collection of 114 gallons of
used oil, 10 gallons of antifreeze, 15 auto batteries, and 207 gallons of latex paint.
Ms. Thompson reported residents have requested the program be expanded to
include oil -based paints, thinners, and pesticides.
Ms. Thompson reported the program has been well received and is operating within
budget.
NEWSLETTER
Ms. Thompson presented a copy of the fall newsletter to be distributed. Director
• Schafer requested Directors' names be included on future newsletters. The
newsletter received very favorable review by the Board.
COSTA MESA SANITARY DISTRICT
MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 12, 1998
• BEVERAGE CONTAINER GRANT
7
Ms. Thompson presented the previously approved beverage grant agreement for
signature.
INDEPENDENT REVIEW OF INTEGRATED WASTE MANAGEMENT DEPARTMENT ANNUAL
FINANCIAL REPORT 1997 -98
4
Mr. Hamers presented a copy of the Independent Review of Integrated Waste
Management Department Annual Financial Report 1997 -98 completed by Laith
Ezzet of Hilton Farnkopf & Hobson, LLC.
CLAIMS UPDATE
1993 ANAHEIM AVENUE - SMALL CLAIMS ACTION
Mr. Hamers reported he will be representing the District in court on
November 16, 1998, on the 1993 Anaheim Avenue claim previously rejected
by the District. Mr. Hamers reported extensive investigation has been done
regarding the occurrence.
• TOOFAN BLINSKY HEDJAZI
Mr. Hamers reported receiving a claim from Mr. Toofan Blinsky Hedjazi
regarding an injury he claims he sustained from a sign. Mr. Hamers
recommended the Board reject the claim.
Director Perry motioned to reject the claim of Toofan Blinsky Hedjazi.
Director Schafer seconded. Motion carried 5 -0.
710 WEST 16TH STREET
Mr. Hamers reported receiving a claim from 710 West 16th Street regarding a
sewer backup. Mr. Hamers explained that a resident had roots removed from
their lateral that subsequently lodged in the sewer main, causing a backup to
the 710 West 16th Street residence across the street. Mr. Hamers reported
the District had an offset joint that may have added to the problem. The
offset joint has been repaired. Mr. Hamers recommended paying the claim of
$200.
Director Schafer motioned to approve payment of $200 on the 710 West 16th
• Street claim, subject to the resident signing a release form. Director Perry
seconded. Motion carried unanimously.
COSTA MESA SANITARY DISTRICT
MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 12, 1998
• ENGINEER'S REPORTS
FAIRVIEW PARK SEWER LINE - PROJECT NO. 160
RIGHT OF ENTRY AGREEMENT
8
Mr. Hamers presented the Right of Entry Agreement between the City of Costa
Mesa and the Costa Mesa Sanitary District for the Board's consideration.
Director Perry motioned to approve the Right of Entry Agreement. Director Schafer
seconded. Motion carried unanimously.
CALTRANS ENCROACHMENT PERMIT
Mr. Hamers presented a Caltrans Encroachment Permit application to enable the
District to perform routine repair and maintenance of sewer lines and manholes.
Director Schafer motioned to ratify the Caltrans Encroachment Permit. Director
Perry seconded. Motion carried unanimously.
• GREASE INTERCEPTOR REGULATIONS
Mr. Hamers presented a letter to the Board regarding grease interceptor regulations.
Mr. Hamers reported the current statutes, under which the District operates, enable
the District to adopt an ordinance requiring all new restaurants to install interceptors.
The City of Costa Mesa and County of Orange are currently studying adopting an
ordinance to require grease interceptors for restaurants.
Mr. Hamers explained that the number one cause of sewer backups and line
problems results from restaurant grease. The District currently is required to clean
certain areas weekly as compared to normal line cleaning of once per year due to
grease in the lines. The District would incur a cost savings associated with grease
trap requirements.
Director Schafer motioned to direct Staff to begin research on the development of an
ordinance and return to the Board with the information. Director Perry seconded.
Motion carried unanimously.
TREASURER'S REPORTS
ORANGE COUNTY BANKRUPTCY
Ms. Daroca presented a letter from Mr. Paul Brady, Jr. Chairman, Orange County
Investment Pool Committee, dated November 2, 1998. Mr. Brady's letter related that
since June 1998 there have been a series of settlements with a total of $740 million
COSTA MESA SANITARY DISTRICT 9
MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 12, 1998
• in recoveries. The letter contained a list of remaining settlements. Mr. Brady
estimated the proceeds from the $740 million will be distributed in the first quarter of
1999.
ATTORNEY'S REPORTS
SDRMA SUGGESTED BOARD POLICY MANUAL
Mr. Burns presented a Proposed Board of Directors Policy from the SDRMA.
Mr. Burns reviewed the document and determined some of the items in the policy
were not appropriate for the Costa Mesa Sanitary District. Mr. Burns contacted
Mr. Townsend, Executive Director and Risk Manager of SDRMA, who stated the
manual was to be used as an example and the District was free to modify the
document to fit the District's needs. Mr. Burns reported adoption of the policy will
save the Board approximately $1,800 per year in insurance premiums.
The Board resolved to hold a study session to modify the Board Policy Manual and
submit it to the SDRMA before adoption.
OPERATIONS CODE - STATUS REPORT
Mr. Burns presented an Operations Code Manual developed to coordinate the
various State laws with the District's ordinances, resolutions, and policies into one
user - friendly document. Mr. Burns requested Board members, review the document
and inform him, or Mr. Hamers, of any modification requirements.
LOCAL MEETINGS
INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC)
CORTESE -KNOX WORKSHOP - OCTOBER 29, 1989
Director Schafer and President Ferryman attended the ISDOC meeting of October
29, 1998 where the Cortese -Knox Bill was examined. Director Schafer provided
materials from the meeting for the Board's perusal.
Director Schafer reported attending the November 4, 1998, Executive Committee
Meeting. Director Schafer requested the Board's approval to run for the position of
Third Vice President of the Executive Committee.
Director Perry motioned to approve Director Schafer running for the position of Third
Vice President of the ISDOC Executive Committee. Director Worthington seconded.
• Motion carried unanimously.
President Ferryman directed Staff to prepare a letter for Director Schafer to include
with her bid for the Executive Committee position.
•
COSTA MESA SANITARY DISTRICT
MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 12, 1998
LOCAL AGENCY FORMATION COMMITTEE ( LAFCO)
10
Director Schafer attended the LAFCO meeting of October 14, 1998, and reported
the major topic of the meeting revolved around protests from residents of Portola
Hills against the annexation into Lake Forest.
SPECIAL DISTRICT TECHNICAL ADVISORY COMMITTEE (SDTAC)
Director Schafer reported there was no Special District Technical Advisory
Committee meeting held for the month of November.
COSTA MESA CHAMBER OF COMMERCE LEGISLATION COMMITTEE
Director Schafer reported she attended the mixer hosted by the Costa Mesa
Chamber of Commerce Legislation Committee. Discussion was held about
presenting an award to Mr. Peter Buffa. Director Schafer updated the Committee on
the District's involvement and will present a copy of the current newsletter at the next
Chamber of Commerce Legislation Committee meeting.
0 COUNTY SANITATION DISTRICTS OF ORANGE COUNTY
REGULAR MEETING OF OCTOBER 28, 1998
President Ferryman reported the Orange County Sanitation District of is in the
process of determining who will be the next chairman.
President Ferryman serves on the Operations Maintenance Committee and reported
on their activities. The committee reviewed a proposal to purchase a section of land
in Bakersfield for the purpose of depositing sludge, and will recommend OCSD enter
into an option period for purchase of the land.
President Ferryman provided a packet on the OCR project for the Board's perusal.
Mr. Harriers reported OCSD is having an open house on December 1st to review the
ground water system and encouraged Board members to attend.
SANTA ANA RIVER FLOOD PROTECTION AGENCY
President Ferryman stated there was nothing significant to report.
C:
COSTA MESA SANITARY DISTRICT
MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 12, 1998
RESOLUTIONS OF SUPPORT FOR STATE AND FEDERAL FUNDING
Mr. Harriers presented the Board with a letter of acknowledgment.
OLD BUSINESS
ELECTION UPDATE
11
ADMINISTER OATH OF OFFICE AT DISTRICT OFFICE ON FRIDAY, DECEMBER 4, 1998 AT
11:00 A.M.
President Ferryman congratulated Directors Worthington and Schafer and
welcomed new Board Member Greg Woodside. President Ferryman reported the
Oath of Office will be administered on December 4, 1998, at 11:00 a.m. at the
District office.
President Ferryman requested Staff fax a list of committees to all Directors. The
Directors will review the list and inform President Ferryman which committees they
would like to serve on.
0 Mr. Woodside gave the Board a brief overview of his background.
NEW BUSINESS
Director Worthington reported receiving a listing of a series of seminars entitled
Introduction to Governance and expressed interest in attending them'. Staff will provide
information regarding the seminar in the December agenda.
Director Schafer expressed an interest in attending a November -20, 1998, seminar
sponsored by LAFCO to be held at the Atrium Hotel.
RECOGNITION OF SERVICE - DIRECTOR NATE READE
President Ferryman presented a recognition of service plaque to Director Nate Reade
thanking him for his eight years of dedication and service to the Costa Mesa Sanitary
District. President Ferryman further presented Director Reade with a gift from Directors and
Staff.
Director Reade thanked the Board and Staff for their assistance with special
acknowledgment to Director Schafer for her assistance reading the agenda.
0
COSTA MESA SANITARY DISTRICT 12
MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 12, 1998
iORAL COMMUNICATIONS
Staff thanked Director Reade for being a wonderful Director for the Costa Mesa Sanitary
District.
ADJOURNMENT
At 1:40 p.m. President Ferryman adjourned the meeting.
J0
SEtRETAP- _,'-
•
LJ