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Minutes - Board - 1998-12-104 COSTA MESA SAt1 Minutes of Board of Directors hula iY DISTRICT 3eting held December- 10, 1998 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on December 10, 1998, at 6:00 p. rm, in 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 Perry led the Pledge of Allegiance. Director Woodside gave the invocation. ROLL CALL: ELECTION OF OFFICERS Directors Present: James Ferryman, Art Perry„ Adene Schafer, Greg Woodside, Dan Worthington Staff Present: Robin Harriers, Manager /Engheer; Alan Burns, Legal Counsel; Lois ThmVson, Assistant Manager; Joan Revak, Clerk of the District; Dawn Schmeisser, assessment Specialist; Carol Jacobs, Fir>amm; Ron Shef, District Ordinance Enforcement Officer Others Present: None ELECTION OF DISTRICT OFFICERS President Ferryman nominated Art Perry as President of-the Costa Mesa Sanitary District Board. Director Worthington seconded the nomination : ' Nominatlon to elect' Art Perry as President of the Costa Mesa Sanitary Di§trJ4.6 arried 5 0 President Perry took his position as presiding - President of the Costa Mesa. Sanitary District. Director Ferryman motioned to nominate Dkec for Schafer, : the office : �of Vice President of the Costa Mesa Sanitary District. Director Worthington motioned to nominate hirnself as Vice President of the Costa Mesa Sanitary District. 0 COSTA MESA SANITARY DISTRICT 3 MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER 10, 1998 APPOINTMENT OF CHAMBER OF COMMERCE LEGISLATIVE COMMITTEE REPRESENTATIVE There were no new nominations for a representative to the Chamber of Commerce Legislative Committee. Director Schafer will remain the representative for the District. ATTENDANCE AT LOCAL MEETINGS CITY OF COSTA MESA CITY COUNCIL MEETINGS President Perry recommended a representative, in successive rotation, be sent to the City of Costa Mesa City Council Meetings on an as- needed basis. ORANGE COUNTY SANITATION DISTRICT President Perry recommended continuing the current procedure of sending a Director on a rotating basis as a representative to the Orange County Sanitation District. LAFCO President Perry suggested Director Worthington attend LAFCO meetings as an observer. Director Worthington declined, suggesting Director Woodside be selected. Director Woodside agreed to attend LAFCO meetings as an observer. Ms. Revak will provide Director Woodside with the LAFCO meeting schedule information. CONSENT CALENDAR ------------------------------------------------------- - - - - -- On motion by Director Ferryman, seconded by Director Schafer, and carried 5 -0,, the Consent Calendar was approved. MINUTES Approved Minutes of Recycling Committee Meeting, November 5, 1998 Approved Minutes of Regular Meeting, November 12, 1998 The minutes for the Recycling Committee meeting of November 5, 1998, were approved'as dis"teibuted: The minutes for the regular meeting of November 12, 1998, were approved as distributed. COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER 10, 1998 REPORTS MANAGER'S REPORTS Approved Occupancy The Trash Occupancy Count reflected no increase or Report and payment of decrease in the occupancy report for solid waste collection as $159,462.95 to Costa of December 1, 1998. Therefore, the total for December 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 January 1, 1999, for December 1998 payment for December trash collection based on the December 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 College Hospital of Costa Mesa $2,357.04 Parcel Address: 301 Victoria Street To College Hospital of Assessor's Parcel No. 419- 021 -13 Costa Mesa Sewer Refund: $2,357.04 RECYCLING REPORTS Waste Diversion Report The Waste Diversion Report for November 1998 showing a November 1998 was 37.53% 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 November for $112,774.99 1998 in the amount of $112,774.99. ENGINEER'S REPORTS Project Status Report was The Project Status Report for December 1998, was received and filed. accepted as submitted. • 4 • • • COSTA MESA SANITARY DISTRICT 5 MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER 10, 1998 TREASURER'S REPORTS Financial Report as of The Financial Report as of November 30, 1998, was accepted November 30, 1998, was as submitted. received and filed Report of Monies on The Report of Monies on Deposit as of November 30, 1998, Deposit as of was accepted as submitted. November 30, 1998, was received and filed Approved Warrant 99 -06 Warrant Resolution #CMSD 99 -06 was approved, authorizing for December 1998, in the the President and Secretary to sign the warrant and amount of $590,673.72 instructing the Finance Department to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $590,673.72. END OF CONSENT CALENDAR ------------------------------------------------------- - - - - -- WRITTEN COMMUNICATIONS Mr. Hamers reported there were two written communications received, the first on December 10, 1998, from Terrie Medeiros, Chief, Project Administration, Program Development Division of the County of Orange. Ms. Medeiros' letter is to inform SARFPA members of two upcoming tours of the Seven Oaks Dam. The dates for the tour are January 14, 1999, and February 18, 1999. Mr. Hamers advised interested Board members to notify Ms. Revak if they are interested in attending. Mr. Hamers reported the second written communication, dated November 19, 1998, from Mr. Charles Guenther, Facilities Coordinator, Advanced Sterilization Products, advises the Board of an available donation of waste hydrogen peroxide, one 40- gallon drum and one 1/3 full 55- gallon drum, for use in sanitizing operations for the District. PUBLIC COMMENTS There were no public comments made at this time. Ll COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER 10, 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. Hamers presented a memorandum providing the statistics for the month of November 1998. The number of calls for service for scavenging are as follows: Location Calls for Service Cite /Arrest Area 1 3 0 Area II 0 0 Area III 2 1 Area IV 0 0 TOTAL 5 1 0 DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT • Ll Mr. Hamers presented the ordinance enforcement summary report for the four -week period beginning October 26 and ending November 22, 1998. Mr. Shef noted the volume of trash is increasing due to the approaching Christmas holiday. RECYCLING COMMITTEE MEETING - DECEMBER 8, 1998 RESIDENTIAL TRASH COLLECTION PROGRAM UPDATE ON PILOT PROGRAM Director Worthington reported the 90 -day pilot program area consisting of approximately 90 single - family dwellings and a section of multi - family dwellings on Anaheim Avenue will begin in February. Director Worthington requested the Board set a study session to discuss the residential trash collection program, Costa Mesa Disposal's participation in the programs, and multi - family dwelling service. The Board set a Special Meeting to take place on Tuesday, January 12, 1999, at 12:00 p.m. 0 COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER 10. 1998 7 Ms. Thompson photographed representative multi - family dwellings and Mesa Verde dwellings slated to participate in the pilot program and distributed the photographs to Board members. Director Worthington suggested having a local television station film the pilot neighborhoods both before and after the usage of the new test containers. Director Worthington advised the Board of the need to discuss the Christmas Card Program. Director Worthington motioned that the need arose after the agenda was prepared, and there is an urgent need to take action before the next meeting in January. Director Schafer seconded. Motion carried 5 -0. Director Worthington reported the program brought in 151 pounds of cards in 1997, during the four -day event, and was very well received by residents. Ms. Thompson reported residents are beginning to call to inquire about the program for 1998. Ms. Schmeisser reported she spoke to Ms. Campbell, who donated her labor and most of the shipping costs for last year's program and confirmed her participation in the 1998 program. Mr. Hamers suggested the Board send a thank you letter to Ms. Campbell for her help with the Christmas Card Program. Ms. Thompson provided a picture of the St. Jude's warehouse where card donations filled the building to capacity and were spilling out the doorway. Ms. Thompson noted the cards are "reborn" into new cards that are then sold. Ms. Thompson will place the order form for the St. Jude's cards near the drop - off box to acquaint people with St. Jude's program for resale of the donated cards. Mr. Burns suggested the stationery for the Costa Mesa Sanitary District reflect that it is printed on recycled paper. Mr. Hamers reported Staff has recently redesigned the letterhead and it has been ordered. MULTI - FAMILY DWELLING SERVICE This item will be discussed at the study session of January 12, 1999. COSTA MESA DISPOSAL PARTICIPATION IN PROGRAMS This item will be discussed at the study session of January 12, 1999. FJ COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER 10, 1998 TELEPHONE BOOK RECYCLING PROGRAM Ms. Thompson reported the Telephone Book Recycling Program has collected 12.57 tons as of December 4, 1998. During the same period of time last year the program had collected 18 tons. Ms. Thompson felt the lower tonnage was due to the sporadic delivery of the new telephone books. Ms. Thompson reported Killybrooke School is leading the collection -per- student rate to date. Ms. Thompson reported one school has requested' their bin be removed due to people placing trash in it. CHRISTMAS TREE RECYCLING PROGRAM Ms. Thompson distributed a copy of the new Christmas Tree Recycling flyer to be distributed to Christmas Tree lots, grocery stores, banks, and convenience markets. Ms. Thompson provided source reduction ideas for wrapping paper, cards, and boxes on the back of the flyer. HHW DOOR -TO -DOOR COLLECTION PROGRAM Ms. Thompson reported a total of 41 residential pickups resulting in 65 gallons of used . oil, 16 gallons of antifreeze, 37 auto batteries, and 223 gallons of latex paint. Curbside Inc. has reported an increase in customer calls for service after the District's newsletter contained an article about the program. Ms. Thompson reported the program has expended $10,335 of its $40,000 budget during the four months of operation. Staff will continue to monitor the funds available for the program. Ms. Thompson distributed brochures from the Integrated Waste Management Department introducing a program to Stop, Drop & Swap where residents can bring household hazardous materials to drop off and select from usable paints, pesticides, chlorine, and cleaning products. Ms. Thompson played a video excerpt of news coverage at the used oil collection event held in conjunction with Power 106, Pepsi, and Pep Boys. BEVERAGE CONTAINER GRANT Ms. Thompson reported she is working on the grant for beverage containers. She provided a sample of lumber made from recycled plastic that has been used in decking and park benches. Ms. Thompson showed photographs of containers that will be placed in the City's parks and offices for the collection of beverage containers. 10 • -COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER 10, 1998 CLAIMS UPDATE SMALL CLAIMS ACTION - 1993 ANAHEIM AVENUE /NEWMAN V. CMSD 9 Mr. Hamers represented the District at Harbor Court where the judge found in favor of the District in the 1993 Anaheim Avenue /Newman V. CMSD claim. BOARD EDUCATION PROGRAM CMSD DIRECTOR ORIENTATION Mr. Hamers presented an outline of an orientation program to acquaint new Board members with the Costa Mesa Sanitary District. Mr. Hamers suggested this orientation would be beneficial to Director Woodside as well as any other Directors who wish to review the program. CSDA TRAINING WORKSHOP JANUARY 14 & 15, 1999 IN SACRAMENTO 0 FEBRUARY 4 & 5, 1999 IN PALM SPRINGS AREA Mr. Hamers provided a flyer outlining the CSDA training opportunities. SPECIAL DISTRICT INSTITUTE 111999 BOARD MEMBER LEADERSHIP" SEMINAR - FEBRUARY 18 -20, 1999 IN HUNTINGTON BEACH Mr. Hamers advised that Director Woodside would find this seminar very beneficial. Directors interested in attending any of the seminars will contact Ms. Revak to make reservations. The Directors expressed an interest in attending the CMSD Director Orientation. Ms. Revak will notify interested Directors as to the date for the orientation. ENGINEER'S REPORTS FAIRVIEW PARK SEWER LINE - PROJECT NO. 160 Mr. Hamers reported the design phase of the Fairview Park Sewer Line is nearing 80 • percent completion. • COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER 10, 1998 GREASE INTERCEPTORS FOR RESTAURANTS 10 Mr. Hamers presented a report on grease interceptors for restaurants as requested by the Board at the November meeting. The report covered the following areas: • Review status of OCSD consideration of grease interceptor regulations • Research appropriate laws and prepare to assemble draft ordinance • Determine which agencies in Orange County have ordinance. The Board directed Staff to draft a grease interceptor ordinance for review at the January meeting. OCSD COOPERATIVE PROJECTS PROGRAM Mr. Hamers presented a report on the Orange County Sanitation District Cooperative Projects Program. Mr. Hamers outlined the program and recommended the District not apply for a formal grant or loan under the OCSD program at this time. In lieu of applying for the loan, Mr. Hamers recommended the following: is • For manholes subject to inflow, use putty supplied at no charge by OCSD to plug all but two holes in the manhole covers and seal the space between the ring and cover. • Provide OCSD with a copy of the District's large sewer atlas with the manholes subject to inflow highlighted. • Transmit a copy of this report to OCSD to update them on the status of the Sanitary District's efforts in reducing inflow and infiltration. • Continue to work with OCSD in a cooperative manner. • Apply for a grant in the future if the situation is warranted. Director Schafer motioned to approve the recommendations for reducing inflow and infiltration. Director Worthington seconded. Motion carried unanimously. LETTER OF APPRECIATION TO OCSD Mr. Hamers presented a draft letter to OCSD to express the Board's appreciation to OCSD for its commitment to developing and implementing forward- thinking outreach • programs. Director Ferryman motioned to approve the letter of appreciation. Director Schafer seconded. Motion carried unanimously. COSTA MESA SANITARY DISTRICT 11 MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER 10, 1998 TREASURER'S REPORTS ORANGE COUNTY BANKRUPTCY Ms. Carol Jacobs gave a brief update on the Orange County bankruptcy. Ms. Jacobs worked with Mr. Burns to respond to requests for interrogatories regarding the case against Standard and Poors. Mr. Burns reported there has been tentative approval of all of the settlements subject to implementation orders. Mr. Burns expressed his appreciation to Ms. Jacobs for her help with the interrogatories. ATTORNEY'S REPORTS SDRMA SUGGESTED BOARD POLICY MANUAL UPDATE OPERATIONS CODE UPDATE Mr. Burns reported he incorporated some of the policy matters into the operations code and sent it to the SDRMA and is waiting for their response. Mr. Burns will update the Board at the next regular meeting. AB 2084 - PUBLIC WORKS CONTRACTS MODIFIES BIDDING REQUIREMENTS Mr. Burns reported this Bill will have minor impact on the Board. Mr. Burns presented a copy of the Bill and outlined the modifications such as revising the amount of a payment bond required of a contractor, shortening the maximum time allowed for the public entity's payment of retention proceeds, allows for electronic transfer of funds, and provides that the percentage of retention proceeds withheld by a contractor from a subcontractor may not exceed the overall retention percentage specified in the public works contract between the contractor and the public agency builder. Mr. Burns reported the changes in the legislation will be implemented in the bidding process and contracts. AGREEMENTS FOR EMERGENCY SERVICES RECOMMENDATION FOR DELETION OF CERTAIN COVERAGES Mr. Burns reported the contractors requested to enter into the Agreements for Emergency Services related they couldn't get pollution coverage or employment coverage without paying exorbitant fees for insurance. Mr. Burns reported the District 'COSTA MESA SANITARY DISTRICT 12 MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER 10, 1998 r has pollution coverage. Mr. Burns determined that the District has adequate coverage and it is an acceptable risk to delete the two coverage requirements for contractors. Director Ferryman motioned to delete the requirement of pollution coverage and employment liability. Director Schafer seconded. Motion carried 5 -0. ATLAS UNDERGROUND COMPANY President Perry presented the Agreement for Emergency Services for Atlas Underground Company. Director Ferryman motioned to approve the Agreement, deleting the requirement for pollution coverage and employment liability. Director Woodside seconded. Motion carried 5 -0. SCHULER ENGINEERING CORPORATION President Perry presented the Agreement for Emergency Services for Schuler Engineering Corporation. Director Schafer motioned to approve the Agreement, deleting the requirement for pollution coverage and employment liability. Director Ferryman seconded. Motion carried 5 -0. KENNEDY PIPELINE COMPANY President Perry presented the Agreement for Emergency Services Kennedy Pipeline Company. Director Ferryman motioned to approve the Agreement, deleting the requirement for pollution coverage and employment liability. Director Schafer seconded. Motion carried 5 -0. LOCAL MEETINGS INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC) Director Schafer reported she attended the December 8, 1998, ISDOC meeting. Director Schafer reported the election meeting was rescheduled to January 14, 1999, at the request of Dana Smith, LAFCO Executive Director, to enable LAFCO to have a strategic planning workshop in the latter part of January. Director Schafer was nominated to the position of third vice president of ISDOC. Director Schafer reported ISDOC will require builders to show long -term water requirements before giving approval. Director Schafer provided information on ground water for the Board's perusal. • • .COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER 10, 1998 LOCAL AGENCY FORMATION COMMITTEE ( LAFCO) SPECIAL DISTRICTS, CITIES AND CONSOLIDATING MUNICIPAL SERVICES FORUM - NOVEMBER 20, 1998 13 Director Schafer reported there were many changes instituted in the LAFCO process. Director Schafer reported the audience was given the opportunity to speak regarding their view of LAFCO and Special Districts. Director Schafer provided a copy of the Cortese -Knox Bill to be shared with Staff. Director Schafer attended the December 8, 1998, LAFCO meeting and reported the meeting had an abbreviated agenda covering amendments regarding Consultant Ralph Anderson, adoption of conflict of interest code, adoption of a six -month schedule for LAFCO meetings, an update on the incorporation progress report, establishing a task force, and ended with a reception for Bob Huntley. Director Schafer was asked to run for a LAFCO seat. Mr. Hamers reported receiving an urgent fax from LAFCO regarding the need to submit nominations for the available seat by January 4, 1999. ® Director Ferryman motioned that the need arose after the agenda was re ared p p and there is an urgent need to take action before the next meeting in January. President Perry seconded. Motion carried 5 -0. Director Ferryman motioned to approve the nomination of Director Arlene Schafer to the vacant LAFCO Board seat or alternate position. Director Woodside seconded. Motion carried 5 -0. Director Schafer motioned to authorize Director Woodside to vote at the January 14, 1999 ISDOC Quarterly meeting, in President Perry's absence, pending approval from his employer. In the event Director Woodside is unable to appear as a voting member, Director Ferryman will vote in President Perry's absence. Director Ferryman seconded. Motion carried 5 -0. SPECIAL DISTRICT TECHNICAL ADVISORY COMMITTEE (SDTAC) Director Schafer reported the meeting was canceled. COSTA MESA CHAMBER OF COMMERCE LEGISLATION COMMITTEE is Director Schafer reported the meeting was canceled. • COSTA MESA SANITARY DISTRICT 14 MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER 10, 1998 ORANGE COUNTY SANITATION DISTRICT REGULAR MEETING OF NOVEMBER 18, 1998 Director Ferryman attended the November 19, 1998, Orange County Sanitation District meeting and reported Jan Duvet is now chairman. Director Ferryman reported the OCSD Board approved the option on the purchase of a section of land in Bakersfield for the purpose of depositing sludge. Director Ferryman reported the OCSD Board is also investigating other options. CITY OF COSTA MESA CITY COUNCIL MEETING MEETING OF NOVEMBER 16, 1998 Director Ferryman attended the November 16, 1998, City of Costa Mesa Council meeting and reported the City 'approved the right -of -entry agreement with the Costa Mesa Sanitary District for the Fairview Park sewer improvements. OLD BUSINESS Ms. Thompson reported the Council is considering an Ordinance to revoke a trash hauler's permit for inability to meet the recycling requirements or inability to provide service and transfer their accounts to another hauler. Ms. Thompson reported the Ordinance was pulled from the agenda to be reviewed at a study session with the Costa Mesa Sanitary District in attendance. Ms. Thompson reviewed the District's contract with its trash hauler and reported the District's contract could be terminated for cause within 48 hours. Ms. Thompson will advise the Directors on the date of the study session. NEW BUSINESS CSDA MEMBERSHIP RENEWAL Mr. Hamers presented the CSDA Membership Renewal statement with annual membership dues of $1,975. Director Ferryman motioned to approve the CSDA Membership Renewal for $1,975. Director Schafer seconded. Motion carried 5 -0. SDRMA ANNUAL REPORT 0 Mr. Hamers presented the SDRMA Annual Report which was received and filed. 'COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER 10, 1998 • ORAL COMMUNICATIONS 15 Director Ferryman attended the California School Board meeting in San Diego where Integrated Waste Management spoke to school districts about recycling. Director Ferryman requested they send him an information package which he will share with the Board. ADJOURNMENT At 7:50 p.m. President Perry adjourned the meeting. SECRETAP.',Y '> 1] • PRESIDENT