Minutes - Board - 1999-01-140
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COSTA MESA SANITARY DISTRICT
Minutes of Board of Directors Regular Meeting held January 14, 1999
CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary
District met in regular session on January 14, 1999,
at 6:00 p.m., in conference room 1 -A of the Civic
Center, 77 Fair Drive, Costa Mesa.
President Perry called the meeting to order at 6:00 p.m.
Vice President Schafer led the Pledge of Allegiance.
Director Woodside gave the invocation.
ROLL CALL: Directors Present: Art Perry, Arlene Schafer, Greg Woodside,
James Ferryman
Directors Absent: Dan Worthington, absent and excused
Staff Present: Robin Hamers, Manager /Engineer; Alan
Burns, Legal Council; Lois Thompson,
Assistant Manager; Joan Revak, Clerk of
the District; Andrea Daroca, Acting
Treasurer; Diane Butler, Finance; Ron Shef,
District Ordinance Enforcement Officer
Others Present: David Ronnenberg, CR Transfer
Paul Relis, CR Transfer
CONSENT CALENDAR
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President Perry requested the Waste Diversion Report be pulled from the Consent
Calendar for review. On motion by Director Ferryman, seconded by Vice President
Schafer, and carried 5 -0, the Consent Calendar, with the exception of the Waste Diversion
Report, 5 (a),was approved.
MINUTES
• Approved Minutes of The minutes for the Recycling Committee meeting of
Recycling Committee December 8, 1998, were approved as distributed.
Meeting,
December 8, 1998
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COSTA MESA SANITARY DISTRICT 2
MINUTES -BOARD OF DIRECTORS MEETING HELD JANUARY 14, 1999
Approved Minutes of The minutes for the regular meeting of December 10, 1998,
Regular Meeting, were approved as distributed.
December 10, 1998
REPORTS
MANAGER'S REPORTS
Approved Occupancy
Report and payment of
$160,043.50 to Costa
Mesa Disposal for trash
collection services for
January 1999
REFUNDS
The Trash Occupancy Count reflected an increase of 76 units
in the occupancy report for solid waste collection as of
January 1, 1999. Therefore, the total for January is 21,146.
Board directed Staff to prepare a warrant for $160,043.50 to
Costa Mesa Disposal on February 1, 1999, for payment for
January trash collection based on the January count of
21,146.
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 Celia Little
$313.19 Parcel Address: Small strip of land on Anaheim
To Celia Little Assessor's Parcel No. 422 - 142 -54
Trash Refund: $277.75
Sewer Refund: $35.44
Total Refund: $313.19
This parcel is a small strip of land with no facilities.
Approved Payment of Refund issued to Moorefield Construction
$2,000 Parcel Address: 1890 Newport (Border Books)
To Moorefield Assessor's Parcel No. N/A
Construction Refund: $2,000
Refund of deposit for completion of work on manhole on
12 -3 -98.
RECYCLING REPORTS
Approved Contract The Board approved contract payment to CR Transfer for
• Payment to CR Transfer recycling services and disposal for the month of December
for $128,024.64 1998 in the amount of $128,024.64.
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COSTA MESA SANITARY DISTRICT 3
MINUTES -BOARD OF DIRECTORS MEETING HELD JANUARY 14, 1999
ENGINEER'S REPORTS
Project Status Report was The Project Status Report for January 1999, was accepted
received and filed. as submitted.
TREASURER'S REPORTS
Financial Report as of The Financial Report as of December 31, 1998, was accepted
December 31, 1998, was as submitted.
received and filed
Report of Monies on The Report of Monies on Deposit as of December 31, 1998,
Deposit as of was accepted as submitted.
December 31, 1998, was
received and filed
Approved Warrant 99 -07 Warrant Resolution #CMSD 99 -07 was approved, authorizing
for January 1999, in the the President and Secretary to sign the warrant and
• amount of $416,474.22 instructing the Finance Department to draw a warrant from the
Costa Mesa Sanitary District General Fund in the amount of
$416,474.22.
END OF CONSENT CALENDAR
Mr. Hamers introduced David Ronnenberg and Paul Relis of CR Transfer. Mr. Hamers
expressed concern over the decreased waste diversion rate, 36.76 percent for December
1998. Mr. Hamers calculated the waste diversion rate would have to rise to 40 percent for
the remainder of the year to enable the District to meet its projected goal of a 37.5 percent
average. Mr. Hamers invited the CR Transfer representatives to explain the reduction and
confirm CR Transfer's ability to achieve the desired recycling percentage.
Mr. Relis explained that a new paper recovery system has been installed and is still in the
debugging stage. Mr. Relis announced a new piece of equipment will be delivered to CR
Transfer on January 27 enabling them to increase the recycle rate to the 40 percent
requirement for the remainder of the year and the 50 percent requirement by the year 2000.
Mr. Ronnenberg related CR Transfer is working with a company utilizing recycled paper in
the production of lumber. Mr. Ronnenberg stated that CR Transfer began working with the
• company in December, but the production number for a two -week period was not available
in time to be added to the December recycling total. Mr. Ronnenberg advised the
accounting process with the new company will reflect a six -week production total for the
month of January 1999.
COSTA MESA SANITARY DISTRICT 4
MINUTES -BOARD OF DIRECTORS MEETING HELD JANUARY 14, 1999
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Mr. Hamers suggested a meeting with CR Transfer and Costa Mesa Disposal to discuss
the current recycling process. Mr. Hamers requested CR Transfer provide a schematic of
the new piece of equipment and be prepared to discuss contingency alternatives to ensure
the District reaches a recycle rate of 50 percent by the year 2000.
The Waste Diversion Report was received and filed.
WRITTEN COMMUNICATIONS
Mr. Hamers reported there were no written communications received.
PUBLIC COMMENTS
There were no public comments made at this time.
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 December 1998. The number of calls for service for scavenging are as
follows:
Location Calls for Service Cite /Arrest
Area 1
0
1
Area II
2
0
Area III
2
0
Area IV
0
0
TOTAL
4
1
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COSTA MESA SANITARY DISTRICT 5
MINUTES - BOARD OF DIRECTORS MEETING HELD JANUARY 14. 1999
DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT
CITATION UPDATE
Mr. Hamers presented the Ordinance Enforcement Summary Report for the
five -week period beginning November 23 and ending December 27, 1998.
Mr. Shef reported there were several windy days during this period of time
causing containers, covers, and spilled contents to be blown everywhere.
Mr. Shef noted that the 90- gallon haulers still retained their lids when tipped
over, preventing trash from being spilled out.
Vice President Schafer requested Mr. Shef outline the process that occurs
when someone is given a notice. Mr. Shef explained when he tags
containers or places a notice on the door, he compiles a list of notices given
and delivers the list to Staff.
Ms. Thompson presented a memorandum from Ms. Schmeisser reporting
that Mr. David Salcido has contacted the District stating he is unhappy with
the lack of compliance with the District's trash ordinance in the Wallace Area
• Improvement Group neighborhood. Ms. Schmeisser compiled a list of
Ordinance Enforcement Officer's activities in the WAIG area:
• Since August 1998, the Ordinance Enforcement Officer has monitored
this area on four separate occasions.
• Courtesy flyers have been left at approximately 80 different addresses.
• Six letters have been mailed to owners with continued violations
requesting compliance.
Ms. Schmeisser reported Mr. Shef will continue to monitor the WAIG area.
Ms. Thompson reported a citation was issued in December. Ms. Schmeisser,
Mr. Shef, and Mr. Burns walked the citation through the court system. Mr.
Burns reported the District's current citation will require modification due to
the new format required by the Court.
Mr. Burns reported the citations will be handled directly through a judge,
without the District Attorney. Court personnel will contact District personnel
to provide witnesses in the event the case goes to trial. The Board will
• provide a bail schedule to the Court with a copy of the, Operations Code.
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COSTA MESA SANITARY DISTRICT 6
MINUTES -BOARD OF DIRECTORS MEETING HELD JANUARY 14, 1999
RECYCLING COMMITTEE MEETING - SPECIAL MEETING JANUARY 12, 1999
RESIDENTIAL TRASH COLLECTION PROGRAM
UPDATE ON PILOT PROGRAM
Vice President Schafer motioned to begin the pilot program on March 1,
1999, to test both the hauler 60s and hauler 90s. Director Woodside
seconded. Motion carried unanimously.
MULTI - FAMILY DWELLING SERVICE
Mr. Hamers reported multi - family dwelling service will be discussed in greater
detail further into the fiscal year.
COSTA MESA DISPOSAL PARTICIPATION IN PROGRAMS
A meeting will be scheduled with Staff, CR Transfer, and Costa Mesa
• Disposal.
TELEPHONE BOOK RECYCLING PROGRAM
Ms. Thompson reported a total of 20,580 telephone books, 41.16 tons, was
collected during the 1998 Telephone Book Recycling Program. A total of $8,833.00
will be awarded to the participating schools. Staff will be contacting schools to
schedule the presentation of the award checks.
The awards given are as follows:
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COSTA MESA SANITARY DISTRICT 7
MINUTES -BOARD OF DIRECTORS MEETING HELD JANUARY 14, 1999
School Name
Participation
Award
Grand
Prize
Total
Award
Adams School
$400.00
$400.00
Alternative Education Center
$400.00
$400.00
California School
$400.00
$400.00
Charles TeWinkle School
$400.00
$250.00
$650.00
College Park School
$400.00
$400.00
Costa Mesa High School
$400.00
$400.00
Costa Mesa High School 7& 8
$400.00
$400.00
Davis School 5th & 6th
$400.00
$400.00
Estancia High School
$400.00
$250.00
$650.00
Kaiser Elementary School
$400.00
$400.00
Kaiser Primary Center
$400.00
$400.00
Kill brooke School
$330.00
$330.00
Paularino School
$400.00
$400.00
Pomona School
$400.00
$400.00
Rea Elementary 4-0
$400.00
$400.00
Sonora School
$400.00
$400.00
Whittier School
$400.00
$400.00
Christian Montessori K -1
$100.00
$100.00
Montessori Harbor Mesa K-0
$100.00
$250.00
$350.00
Page School of Costa Mesa K-0
$260.00
$260.00
Port Mesa Christian K-0
$180.00
$180.00
St. Joachim Elementary K -8
$313.00
$313.00
St. John The Baptist K -8
$400.00
$400.00
A load of Pacific Bell telephone books has been sorted and prepared for shipment
by Costa Mesa Disposal. Pacific Bell is supporting the purchase of the recycled
directories at a rate of $50 per ton.
Director Ferryman motioned to approve the awards to the participating schools as
presented. Vice President Schafer seconded. Motion carried 4 -0.
Ms. Thompson suggested possibly requesting CR Transfer to separate out the
telephone books for the 1999 Telephone Book Recycling Program.
CHRISTMAS TREE RECYCLING PROGRAM
• Ms. Thompson reported Costa Mesa Disposal collected 9,524 trees, approximately
123.81 tons, for delivery to the Orange County Fairgrounds. The City does not have
any data available regarding the number of trees that were delivered to the
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COSTA MESA SANITARY DISTRICT
MINUTES -BOARD OF DIRECTORS MEETING HELD JANUARY 14. 1999
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Fairgrounds site by the commercial haulers. The trees were processed and chipped
by the City's very efficient contractor, West Coast Arborist. Ms. Thompson reported
Costa Mesa Disposal did an outstanding job in collecting the trees and cheerfully
accommodated residents who had forgotten to put their trees out on time.
GREETING CARD RECYCLING PROGRAM
Ms. Thompson reported the Greeting Card Recycling Program was very well
received again this year. Ms. Thompson provided a videotape the of St. Judes
program for viewing by interested Board members.
BOARD EDUCATION PROGRAM
CSDA TRAINING WORKSHOP - FEBRUARY 4 -5, 1999
Ms. Revak reported Director Worthington will be attending the CSDA training
workshop of February 4 -5.
• CSDA TRAINING WORKSHOP - MARCH 10, 1999
Ms. Revak reported Director Worthington will be attending the CSDA training
workshop of March 10. Director Ferryman also expressed an interest in attending
the CSDA Workshop of March 10.
SPECIAL DISTRICT INSTITUTE "1999 BOARD MEMBER LEADERSHIP" SEMINAR - FEBRUARY
18-20,1999 IN HUNTINGTON BEACH
Vice President Schafer expressed an interest in attending the 1999 Board Member
Leadership seminar.
SAFETY /LOSS CONTROL COMMITTEE
MINUTES OF MEETING HELD DECEMBER 22, 1998
Mr. Hamers presented the minutes from the December 22, 1998, Safety /Loss
Control Committee meeting. President Perry inquired about the Super IQ Roach
Prevention Program. Mr. Hamers explained 147 manholes will be coated using a
latex paint application containing an agent that kills roaches.
Vice President Schafer motioned to approve the minutes of the Safety /Loss Control
• Committee meeting. Director Woodside seconded. Motion carried unanimously.
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COSTA MESA SANITARY DISTRICT 9
MINUTES -BOARD OF DIRECTORS MEETING HELD JANUARY 14, 1999
HHW GRANT RESOLUTION No. 99 -615
Ms. Thompson reported she will be submitting a Household Hazardous Waste Grant
application to gain funding to expand the HHW pickup program to include oil -based
paints, pesticides, and pool chemicals. Ms. Thompson introduced Resolution No.
99-615 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA
SANITARY DISTRICT, AUTHORIZING SUBMITTAL OF AN APPLICATION FOR
CALIFORNIA INTEGRATED WASTE MANAGEMENT BOARD HOUSEHOLD
HAZARDOUS WASTE GRANT, SEVENTH CYCLE.
Director Ferryman motioned to adopt Resolution No. 99 -615. Vice President
Schafer seconded. Motion carried unanimously.
DAILY PILOT ANNUAL ALMANAC ADVERTISEMENT
Ms. Thompson requested the Board approve placement of an ad in the Daily Pilot
Fourth Annual Almanac. Vice President Schafer motioned to approve placement of
• an ad in the Daily Pilot Almanac. Director Woodside seconded. Motion carried 4-0.
ENGINEER'S REPORTS
PROJECT 149 - SINKING FUND FOR FUTURE SEWER REPLACEMENT
Mr. Hamers presented Project 149, Sinking Fund for Future Sewer Replacement,
stating the District's sewer system is in excellent shape, was well built, and the
current program for inspection and maintenance will allow the maximum life
expectancy. Mr. Hamers suggested approval of the recommendations listed in the
report.
Vice President Schafer motioned to approve Project 149 - Sinking Fund for Future
Sewer Replacement and all recommendations in the report. Director Ferryman
seconded. Motion carried unanimously.
PROJECT 163 - UPGRADE EMERGENCY RESPONSE EQUIPMENT
PROPOSAL TO COMPLETE PROJECT
Mr. Hamers presented Project 163 - Upgrade Emergency Response Equipment as
included in the approved 1998 -99 Capital Improvement Program (CIP). The Boyle
Engineering independent review states the project is warranted and the budget
• reasonable.
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COSTA MESA SANITARY DISTRICT 10
MINUTES - BOARD OF DIRECTORS MEETING HELD JANUARY 14, 1999
The report recommended the following purchases:
2 emergency backup generators @ $44,000 $88,000
Electrical Modifications 11 stations @ $2,500 $27,500
Root Cutter $5,000
Contingencies at approximately 15% $19,500
Total $140,000
Director Ferryman motioned to approve Project 163 - Upgrade Emergency
Response Equipment. Vice President Schafer seconded. Motion carried 4 -0.
PROJECT 151 - RECONSTRUCTING VARIOUS SEWER LINES
PROPOSAL TO BEGIN DESIGN PHASE
Mr. Harriers presented Project 151 - Reconstructing Various Sewer Lines, Proposal
to Begin Design Phase. The Proposal is to reconstruct two sewer lines in Fairview
Road and abandon two existing sewer siphons. The siphons are a maintenance
• problem and currently require weekly cleaning. The project was approved in the
1996 -97 Capital Improvement Program. The Boyle Engineering independent review
of the project states the project is warranted and the budget is reasonable.
A preliminary engineer's estimate of the sewer work is $130,000.
Engineer $63.00/hr
Survey Crew (2 men) $155.00/hr
Survey Crew (3 men) $185.00/hr.
Vice President Schafer motioned to approve Project 151 - Reconstructing Various
Sewer Lines, Proposal to Begin Design Phase. Director Woodside seconded.
Motion carried unanimously.
TREASURER'S REPORTS
ORANGE COUNTY BANKRUPTCY
Ms. Daroca stated there has been no additional distribution of monies in the Orange
County Bankruptcy.
INVESTMENT OVERSIGHT COMMITTEE MEETING - JANUARY 14, 1999
• Mr. Hamers postponed the Investment Oversight Committee Meeting until the new
Finance Director takes his position.
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COSTA MESA SANITARY DISTRICT 1 L
MINUTES - BOARD OF DIRECTORS MEETING HELD JANUARY 14, 1999
ANNOUNCEMENT OF NEW FINANCE DIRECTOR
Mr. Hamers reported the City has hired a new Finance Director, who is in the
process of relocating to the area to begin his new position.
ATTORNEY'S REPORTS
SDRMA SUGGESTED BOARD POLICY MANUAL UPDATE
Mr. Burns reported the SDRMA suggested the incorporation of various District rules
and policies to receive a reduction on the District's insurance premium. Mr. Burns
completed inserting the provisions in the Code and submitted it to the SDRMA for
their review. The SDRMA not only approved of the District's Code, but are planning
to use it as a model for other agencies.
OPERATIONS CODE UPDATE
• ORDINANCE NO. 30 - ADOPTING AN OPERATIONS CODE
Mr. Burns, with the assistance of Mr. Hamers and Staff, has completed the
Operations Code, organizing the District's rules into a concise, user - friendly
document. No attempt was made to change the substance of any policy, rule, or
regulation. The SDRMA suggestions appear as new provisions in the Code.
Director Ferryman suggested a modification to Section 4.05.045, Change Orders, to
increase the sum from one thousand dollars to ten thousand dollars.
Director Ferryman motioned to adopt the Operations Code, Ordinance No. 30, AN
ORDINANCE OF THE BOARD OF DIRECTORS OF THE COSTA MESA
SANITARY DISTRICT ADOPTING AN OPERATIONS CODE, with the modification
to Section 4.05.045, Change Orders, to grant the District Manager the authority to
approve of a change order to a contract provided that the change order does not
exceed the greater of 2 percent of the total contract sum or ten thousand dollars.
Vice President Schafer seconded. Motion carried 4 -0.
DRAFT GREASE INTERCEPTOR ORDINANCE
Mr. Burns presented a draft Grease Interceptor Ordinance for the Board's review.
Mr. Hamers suggested circulating the draft Ordinance to the City for their review,
• stating the District intends to adopt a final Ordinance at the March regular meeting.
COSTA MESA SANITARY DISTRICT 12
MINUTES -BOARD OF DIRECTORS MEETING HELD JANUARY 1 Q. 1999
AGREEMENTS FOR EMERGENCY SERVICES
NATIONAL PLANT SERVICES
SANCON ENGINEERING II, INC.
Mr. Burns reported National Plant Services, Inc., has made a modification to the
Agreement for Emergency Services. Mr. Burns will review the modification with
National Plant Services, Inc.
Director Ferryman motioned to approve the Agreements for Emergency Services,
subject to Mr. Burns' review and approval. Director Woodside seconded. Motion
carried unanimously.
LOCAL MEETINGS
INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC)
. QUARTERLY MEETING / ISDOC ELECTION / LAFCO ELECTION JANUARY 14, 1999
Vice President Schafer reported she attended the January 5, 1999, ISDOC meeting.
Vice President Schafer provided Staff with information from the Y2K workshop.
Vice President Schafer reported ISDOC discussed and reviewed the following:
• financial report
• the LAFCO election
• Government Affairs Day to be held May 17, 1999, in Sacramento
• the CSDA Report was canceled for lack of quorum on January 8
• seven items are suggested for reorganization
• linking water to new development
Vice President Schafer attended the WACO meeting and provided a copy of the
report for the Board's review.
Vice President Schafer was elected to the ISDOC Board as Third Vice President.
iMr. Hamers presented a handout outlining the District and its responsibilities to be
included in the ISDOC directory along with an updated roster.
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COSTA MESA SANITARY DISTRICT
MINUTES - BOARD OF DIRECTORS MEETING HELD JANUARY 14. 1999
LOCAL AGENCY FORMATION COMMITTEE ( LAFCO)
13
Vice President Schafer reported attending the LAFCO meeting where a
workshop was discussed to develop a three -year plan for the future of
LAFCO and discussion held regarding the Karl Kemp Reservoir.
Vice President Schafer reported a policy meeting will be held to discuss
enabling LAFCO members to attend the meetings of various communities. A
new mapping system will be operational in February. Vice President Schafer
provided the LAFCO agenda for the Board's perusal.
Vice President Schafer was elected as an Alternate to the LAFCO Board.
Mr. Hamers reported Vice President Schafer gave a fantastic speech at the
LAFCO meeting.
SPECIAL DISTRICT TECHNICAL ADVISORY COMMITTEE (SDTAC)
Vice President Schafer reported the meeting was canceled.
• COSTA MESA CHAMBER OF COMMERCE LEGISLATION COMMITTEE
Vice President Schafer reported the meeting was canceled.
ORANGE COUNTY SANITATION DISTRICT
REGULAR MEETING OF DECEMBER 16, 1998
Director Ferryman reported he was elected as Vice Chairman to the
Operations, Maintenance and Technical Services Committee. Director
Ferryman attended the strategic conference designed to inform new Directors
and reported it was a good refresher course.
Director Ferryman reported Mr. George Osborn passed away.
NEW INFORMATION VIDEO - PROTECTING THE ENVIRONMENT
Mr. Hamers presented a new video from the Orange County Sanitation
District describing how wastewater is treated. The video is intended to
answer questions about wastewater - treatment processes and the importance
of environmentally safe practices.
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COSTA MESA SANITARY DISTRICT I4
MINUTES - BOARD OF DIRECTORS MEETING HELD JANUARY 14, 1999
CITY OF COSTA MESA CITY COUNCIL MEETING
STUDY SESSION OF JANUARY 11, 1999
President Perry, Director Ferryman, and Ms. Thompson attended the Study
Session of January 11, 1999.
OLD BUSINESS
There was no old business to discuss.
NEW BUSINESS
Director Ferryman suggested the District examine the feasibility of revising the Arlington
Avenue ditch area. The City, Orange County Fairgrounds, and the school district are jointly
devising a Master Plan for the TeWinkle area. Director Ferryman suggested the District
coordinate with the City at this time to develop an alternative to the open ditch. Mr. Hamers
reported he has spoken to Bill Morris about the ditch.
SORAL COMMUNICATIONS
Director Ferryman reported Eric Johnson, a previous Board member, is critically ill. Board
directed Staff to handle any necessary arrangements for a floral arrangement.
Vice President Schafer reported seeing Roy June, former Attorney for the District, and
related he wanted to say hello to everyone.
President Perry stated he will be out of town during the April regular meeting and requested
another date be considered. The meeting will be moved to April 15, 1999, at 6:00 p.m.
ADJOURN TO CLOSED SESSION
President Perry adjourned the meeting to Closed Session at 7:55 p.m. pursuant to
Government Code Section 54956.9 (b) (3) (c) to discuss Inquiries by Revenue
Enhancement Group.
INQUIRIES BY REVENUE ENHANCEMENT GROUP
This item was discussed in Closed Session, Pursuant to Government Code Section
54956.9 (b) (3) (c)
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COSTA MESA SANITARY DISTRICT 15
MINUTES - BOARD OF DIRECTORS MEETING HELD JANUARY 14. 1999
•
RECONVENE TO REGULAR MEETING
President Perry ended the closed session and reconvened the regular meeting at 7:56 p.m.
ADJOURNMENT
At 7:56 p.m. President Perry adjourned the meeting.
SECRE ARY -
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