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Minutes - Board - 1999-05-13go • • COSTA MESA SANITARY DISTRICT Minutes of Board of Directors Regular Meeting held May 13, 1999 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on May 13, 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 Directors Absent and James Ferryman, Dan Worthington Excused: Staff Present: Robin Hamers, Manager /Engineer; Alan Burns, Legal Counsel; Lois Thompson, Assistant Manager; Joan Revak, Clerk of the District; Dawn Schmeisser, Assessment Specialist; Marc Puckett, Treasurer; Ron Shef, District Ordinance Enforcement Officer; Diane Butler, Accounting Supervisor, Finance Department; .Ron Hayes, Accountant, Finance Department Others Present: CONSENT CALENDAR ------------ - - - - -- Terry Schneider CR Transfer 11292 Knott Avenue Stanton, California On motion by Vice President Schafer, seconded by Director Woodside, and carried 3 -0, the Consent Calendar was approved as presented. r, COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS MEETING HELD MAY 13, 1999 MINUTES 2 Approved Minutes of The minutes for the Recycling Committee meeting of April 13, Recycling Committee 1999, were approved as distributed. Meeting, April 13, 1999 Approved Minutes of The minutes for the Investment Oversight Committee meeting Investment Oversight of April 15, 1999, were approved as distributed Committee Meeting, April 15, 1999 Approved Minutes of The minutes for the regular meeting of April 15, 1999, were Regular Meeting, approved as distributed. April 15, 1999 REPORTS MANAGER'S REPORTS • Approved Occupancy The Trash Occupancy Count documented a decrease of 2 Report and payment of units in the occupancy report for solid waste collection as of $159,990.52 to Costa May 1, 1999. Therefore, the total for May is 21,139. Board Mesa Disposal for trash directed Staff to prepare a warrant for $159,990.52 to Costa collection services for May Mesa Disposal on June 1, 1999, for payment for May trash 1999 collection based on the May count of 21,139. 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 Refund Approved Refund to James Rimpau Seals c/o Dan Seals of $415.62 Parcel Address: 3024 Coolidge Avenue To James Rimpau Seals Assessor's Parcel No. 141 - 143 -06 c/o Dan Seals Tax year: 1998 -99 Total Trash Refund: $415.62 Parcel using private trash service for a ten -month period. • • • • COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS MEETING HELD MAY 13, 1999 RECYCLING REPORTS Waste Diversion Report April 1999 was received and filed Approved Contract Payment to CR Transfer for $124,186.80 ENGINEER'S REPORTS 7 The Waste Diversion Report for April 1999 showing a 39.21% diversion rate was received and filed. The Board approved contract payment to CR Transfer for recycling services and disposal for the month of April 1999 in the amount of $124,186.80 Project Status Report was The Project Status Report for May 1999, was accepted as received and filed. submitted. TREASURER'S REPORTS Financial Report as of The Financial Report as of April 30, 1999, was accepted as April 30, 1999, was submitted. received and filed Report of Monies on The Report of Monies on Deposit as of April 30, 1999, was Deposit as of accepted as submitted. April 30, 1999, was received and filed Approved Warrant 99 -11 Warrant Resolution #CMSD 99 -11 was approved, authorizing for May 1999, in the the President and Secretary to sign the warrant and amount of $472,355.58 instructing the Finance Department to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $472,355.58 END OF CONSENT CALENDAR ------------------------------------------------------- - - - - -- WRITTEN COMMUNICATIONS Ms. Thompson reported receiving a fax dated April 20, 1999, from Ms. Shirley Willd- Wagner, California Integrated Waste Management Board, Grants and Household Hazardous Waste Section, notifying her the District's application for the seventh cycle HHW grant will not be recommended for funding at the CIWMB's regular meeting. Ms. Thompson contacted the California Integrated Waste Management Board and was told the District made the approved list, but was not within the number of recipients allowed for COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS MEETING HELD MAY 13, 1999 4 • the seventh cycle. Ms. Thompson will apply for a new grant, the 1999/2000 HHW grant, eighth cycle, to begin in July 1999. PUBLIC COMMENTS There were no public comments made. MANAGER'S REPORTS RECYCLING COMMITTEE MEETING - SPECIAL MEETING MARCH 9, 1999 STANDARDIZED CONTAINERS MID PROGRAM SURVEY RESULTS Ms. Thompson played a videotape depicting the program test area on trash pickup day both before and after the utilization of the 60- gallon and 90- gallon haulers. Ms. Thompson reported Staff mailed out 201 survey postcards to the Pilot Program participants to determine the participant's satisfaction with the • standardized containers. Ms. Thompson has received 85 responses (or 42 percent) to date. The survey results were presented in a three -part document representing responses from the Mesa Verde area of single - family homes, multi - family homes on Anaheim Avenue, and some of the written comments sent in by participants. Of the responses received to date, 85 to 87 percent of single - family participants and 87 to 96 percent of the multi - family residences indicated they were satisfied with the new containers. Ms. Thompson reported a letter will be sent out to remind participants that the containers will be picked up at the end of the program. PILOT PROGRAM TIMELINE Ms. Thompson presented a timeline depicting critical dates for the pilot program and issues to be covered including legal issues, financial statements - existing and proposed formats, pilot program timeline, and CMSD budget cycle. 11 COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS MEETING HELD MAY 13, 1999 • COSTA MESA DISPOSAL CONTRIBUTION TOWARD RECYCLING PROGRAMS PUBLIC EDUCATION FUND HOUSEHOLD HAZARDOUS WASTE RESIDENTIAL PICKUP PROGRAM • 5 Mr. Harriers presented a copy of an Addendum to Agreement between the Costa Mesa Sanitary District and Costa Mesa Disposal to show the $10,000 per year Public Education Fund and $10,000 per year Household Hazardous Waste Residential Pickup Program Funding to be contributed by Costa Mesa Disposal. Mr. Harriers will contact Costa Mesa Disposal to notify them that a request for funding is being sent to them. CITY OF COSTA MESA WASTE HAULER MEETING - "GOOD FAITH" EFFORT Mr. Harriers presented a copy of the memorandum from Bill Morris, Director of Public Services, dated April 27, 1999, containing a synopsis of the City's meeting with permitted waste haulers to discuss the City's interpretation of the "good faith' efforts provision of State law and the possible Costa Mesa Municipal Code amendment to address "good faith" efforts by the haulers. SOURCE REDUCTION AND RECYCLING ELEMENT AB 939 UPDATE ON ACTIVITIES ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT REPORTS POLICE REPORT Mr. Harriers presented a memorandum providing the statistics for the month of May 1999. The number of calls for service for scavenging are as follows: Location Calls for Service Cite /Arrest Area 1 0 0 Area II 0 0 Area III 6 0 Area IV 0 0 TOTAL 6 0 COSTA MESA SANITARY DISTRICT 6 BOARD OF DIRECTORS MEETING HELD MAY 13, 1999 • DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT Mr. Hamers presented the ordinance enforcement summary report for the five -week period beginning March 22, 1999, and ending April 25, 1999. Mr. Shef reported the pilot trash collection area was monitored and noted the 60- gallon containers were observed to be blown over during windy days. Mr. Shef attributed the instability of the 60- gallon container to its center of gravity as well as the placement of containers on uneven surfaces. Mr. Shef reported a tremendous difference in the appearance of the multi- family pilot program area. Mr. Shef distributed 175 courtesy flyers to encourage compliance. DISTRICT PARTICIPATION NEIGHBORHOOD ENHANCEMENT TEAM (NET) Ms. Schmeisser reported the Costa Mesa Sanitary District was invited to attend a Neighborhood Enhancement Team (N.E.T.) meeting. The N.E.T. is a City Council objective headed up by the police department. The goal of the N.E.T. is the improvement of specific target areas utilizing the combined • efforts of multiple departments. The Costa Mesa Sanitary District will supply five dumpsters to assist in the cleanup program. Staff will contact Costa Mesa Disposal to arrange for the five dumpsters to be delivered for the June 19, 1999, cleanup effort. BOARD EDUCATION PROGRAM SPECIAL DISTRICT INSTITUTE SEMINAR - BOARD MEMBER LEADERSHIP II "EMPHASIS IN FINANCE" - APRIL 29 -MAY 1, 1999 - PALM SPRINGS Vice President Schafer requested this item be tabled and brought back at the June meeting to allow input from Director Worthington. CR TRANSFER UPDATE ON 50% DIVERSION President Perry introduced Terry Schneider, Vice President and General Manager of CR Transfer, who gave an update on CR Transfer's current diversion program status. Mr. Schneider stated CR Transfer has been able • to meet the targeted commitment rate made to the District at the December 1998 meeting. Mr. Schneider reported CR Transfer has ordered a new processing system and is currently in the permitting process with the City of Stanton. Repairs and modifications have been made to the existing trommel COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS MEETING HELD MAY 13, 1999 7 • in anticipation of the installation. Southern California Edison is increasing the service level to accommodate the electrical requirements of the new equipment. Mr. Schneider stated approximately 80 percent of the new equipment has been delivered and once the permit is obtained, installation will begin. Mr. Schneider reported a long -term agreement has been reached utilizing alternative daily cover to market the organic material created. Mr. Schneider reported CR Transfer has an agreement with a local agricultural composting operation to test the viability of the new organic product for compost use. Mr. Schneider stated that with the new technology and market commitments to support the product, CR Transfer is confident they will be capable of meeting the 50 percent recycling goal. President Perry requested Mr. Schneider give Mr. Hamers an update to be presented at the June regular meeting. MINI TELEPHONE BOOK RECYCLING PROGRAM Ms. Thompson reported the Mini Phone Book Recycling Program will be • implemented May 25 to June 30, 1999. Drop -off bins will be provided at Costa Mesa City Hall and Orange Coast College Recycling Center. Staff is also offering free personalized pickup of 100 or more directories at one location and has contacted the fifty largest delivery sites in Costa Mesa to offer this service. The District intends to participate in the closed -loop recycling program with PacBell and Daishowa America. Daishowa is again paying $50 per ton for the PacBell telephone books. Ms. Thompson reported she has been in contact with GTE for possible participation in the telephone recycling program for the fall. ENGINEER'S REPORTS PROJECT 160 - FAIRVIEW PARK SEWER Staff will contact the Orange County Model Engineers to determine the estimated date of completion of the new snack bar and rest room facility and obtain information about an opening ceremony for the new addition. • CHANGE ORDER NO. 2 Mr. Hamers reported Sully - Miller Contracting Company discovered an abandoned four -inch water line in Canyon Drive that required removal before trenching for the COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS MEETING HELD MAY 13, 1999 8 • new sewer line could continue. Construction was delayed for approximately two hours per day for each day's work in Canyon Drive resulting in a change order for $8,205.86. PROJECT 163 - UPGRADE EMERGENCY RESPONSE EQUIPMENT Mr. Hamers presented the bid tabulation for item No. 1033, purchase of two portable emergency diesel generators, as prepared by Mr. Marc Puckett, Director of Finance. Mr. Hamers reported Power Systems Associates, LLC, was the lowest responsive and responsible bidder with a bid of $66,681.08. Director Woodside motioned to award the bid for the purchase of two diesel generators to Power Systems Associates, LLC, the lowest responsive and responsible bidder with a bid of $66,681.08. Vice President Schafer seconded. Motion carried 3 -0. AGREEMENT WITH COUNTY FOR ADJUSTING MANHOLES TO GRADE (MESA DRIVE, WILLOW LANE BAY, FARM PLACE, ETC.) AGREEMENT D99 -034 • Mr. Hamers presented Agreement D99 -034 for Overlay 1998 -99 Contract. The agreement is between the Costa Mesa Sanitary District and the County of Orange and allows the County's contractor to adjust to grade the existing manholes located within the limits of the proposed street resurfacing. Vice President Schafer motioned to execute the agreement. Director Woodside seconded. Motion carried unanimously. DEPOSIT OF $2,450 FOR ADJUSTING MANHOLES Director Woodside motioned to approve the $2,450 deposit for adjusting the manholes. Vice President Schafer seconded. Motion carried unanimously. 1890 NEWPORT BOULEVARD - BORDERS BOOKS ACCEPT NEW SEWER EASEMENTS Vice President Schafer motioned to accept the new sewer easements for 1890 Newport Boulevard. Director Woodside seconded. Motion carried unanimously. VACATE OLD SEWER EASEMENTS • RESOLUTION No. 99 -617 COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS MEETING HELD MAY 13, 1999 G • Mr. Hamers presented RESOLUTION NO 99 -617, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT, COSTA MESA, CALIFORNIA, ORDERING THE VACATION OF SEWER EASEMENTS. Director Woodside motioned to adopt Resolution 9917. Vice President Schafer seconded. Motion carried unanimously. RESOLUTION NO. 99 -618 Mr. Hamers presented RESOLUTION NO 99 -618, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT, COSTA MESA, CALIFORNIA , ORDERING THE VACATION OF THE DISTRICT'S INTEREST IN AN EASEMENT FOR PUBLIC UTILITIES. Vice President Schafer motioned to adopt Resolution 99 -618. Director Woodside seconded. Motion carried unanimously. WILLIAM LYON HOMES - NORTHWEST CORNER OF FAIRVIEW AND ADAMS FILE NOTICE OF COMPLETION Mr. Hamers presented a Notice of Completion for Tract No. 15570, M.M. 768/22 -23, Orange County, 2865 Fairview Road, Costa Mesa. Vice President Schafer • motioned to approve the filing of the notice of completion. Director Woodside seconded. Motion carried unanimously. EXONERATE FAITHFUL PERFORMANCE BOND AND LABOR AND MATERIALS BOND Director Woodside motioned to exonerate the Faithful Performance Bond for William Lyon Homes, Inc. on property located at 2865 Fairview Road, Costa Mesa. Vice President Schafer seconded. Motion carried unanimously. TREASURER'S REPORTS ORANGE COUNTY BANKRUPTCY Mr. Puckett stated there was nothing new to report. CANCELLATION OF SUPPLEMENTAL TAX APPORTIONMENT BY COUNTY Mr. Puckett presented a memorandum outlining the cancellation of the supplemental tax apportionment by the County. Mr. Puckett reported the County did send the $309.40 assessment with interest. Mr. Puckett reported he spoke with Mr. Neil Gruber of the County Controller's office and was told the County sent an • apportionment schedule to all of the County units stating that schedule may be changed or subject to change based on unforeseen problems. Mr. Puckett expressed concern that actions were taken which may not have been legally COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS MEETING HELD MAY 13. 1999 10 • authorized. Mr. Puckett has requested an opinion of the City Attorney's office and will report back to the Board regarding the final disposition of the matter. 1997 -98 COUNTY IWMD REPORT ON LANDFILLS Mr. Puckett reviewed the IWMD Annual Financial Report, Fiscal Year End June 30, 1998, from the County of Orange, Integrated Waste Management Department. Mr. Puckett reported a significant highlight is the update of the IWMD 15 -Year Financial Plan. 1999 -2000 DISTRICT BUDGET Directors determined the 1999 -2000 District Budget study session would be held June 3, 1999, at noon. ATTORNEY'S REPORTS REVISE BIDDING LIMIT ON PUBLIC WORKS PROJECTS ORDINANCE NO. 31 - INCREASING THE BIDDING LIMIT FOR PUBLIC WORKS PROJECTS AND • AMENDING THE OPERATIONS CODE Mr. Burns presented Ordinance No. 31 - AN ORDINANCE OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT INCREASING THE BIDDING LIMIT FOR PUBLIC WORKS PROJECTS AND AMENDING THE OPERATIONS CODE. Director Woodside motioned to adopt Ordinance No. 31. Vice President Schafer seconded. Motion carried 3 -0. AGREEMENT FOR EMERGENCY SERVICES MIKE KILBRIDE, LTD. Mr. Harriers reported the agreement with Mr. Kilbride has not been finalized and will be tabled and brought back at the June regular meeting. LOCAL MEETINGS INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY (ISDOC) Vice President Schafer attended the ISDOC meeting and reported a newsletter is being developed to facilitate communication with special districts and keep them • informed regarding what ISDOC can do for them. Vice President Schafer reported various bills were discussed. Vice President Schafer and Director Worthington will be flying to Sacramento on Monday, May 17, and will report back to the Board with information learned. • COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS MEETING HELD MAY 13, 1999 QUARTERLY MEETING - APRIL 29, 1999 II Director Woodside attended the Quarterly ISDOC meeting and reported the speaker, Marion Bergeson, encouraged special districts to work among themselves. LOCAL AGENCY FORMATION COMMITTEE ( LAFCO) Vice President Schafer reported LAFCO is in the process of reviewing Southern County areas such as Rancho Santa Margarita for possible cityhood. Vice President Schafer will be attending a workshop on. May 26 in Rancho Santa Margarita. Vice President Schafer stated she requested a report on the South Coast Water District consolidation. COSTA MESA CHAMBER OF COMMERCE LEGISLATION COMMITTEE Vice President Schafer attended the Costa Mesa Chamber of Commerce Legislation Committee meeting and reported the Committee discussed Prado Dam, AB676, and El Toro. Vice President Schafer provided notes and information for the Board's perusal. Vice President Schafer stated AB1094 regarding voting registration was • discussed. ORANGE COUNTY SANITATION DISTRICT REGULAR MEETING OF APRIL 28, 1999 President Perry tabled this item until the June regular meeting. ANNUAL LEGISLATOR'S DAY - JUNE 25, 1999 Ms. Thompson reported the Orange County Sanitation District is hosting the Annual Legislators' Day on June 25, 1999, in Fountain Valley. Staff will provide more information as it becomes available. NEWPORT -MESA UNIFIED SCHOOL DISTRICT MAINTENANCE & OPERATIONS AND WARE DISPOSAL CO. WOOD WASTE RECYCLING DEMONSTRATION - APRIL 28, 1999 Director Woodside attended the demonstration and reported he found the efforts to recycle the greenwaste material locally in Costa Mesa very interesting. Vice President Schafer reported she spoke to Judy Ware and the school district about the possibility of being involved in the Christmas tree recycling program. Staff will follow up on the possibility of • Ware Disposal's participation in the Christmas tree program. COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS MEETING HELD MAY 13, 1999 • OLD BUSINESS There was no old business discussed. NEW BUSINESS TRASH COLLECTION AGREEMENT BETWEEN CITY OF ORANGE AND USA OF CALIFORNIA 12 Mr. Hamers reported Mr. Burns has provided Staff with a copy of the very thorough 60 -page agreement between the City of Orange and USA of California for the Board's perusal. DIRECTOR - RELATED SEMINARS CMSD 1998 -99 BUDGET Ms. Thompson presented the Costa Mesa Sanitary District Statement of Revenues and Expenses Budget Vs. Actual General Fund for the Month Ended April 30, 1999. Ms. Thompson advised the Board the item "Travel and Meetings" was budgeted for $1,000 and has currently been charged with $4,972.52, resulting in an overage of $3,972.52. Ms. Thompson will process a budget adjustment. • MILEAGE REIMBURSEMENT RATE FOR USE OF PERSONAL VEHICLE Mr. Puckett reported he reviewed the mileage reimbursement rate for Board members. The current rate is 27.5 cents per mile. Mr. Puckett reported Pursuant to Section 3.03.060 of the Sanitary District's Operations Code, the District has adopted and ratified the City of Costa Mesa's policies, personnel rules, and provisions regarding benefits and compensation as its own. Mr. Puckett has initiated the procedure necessary to change the City's mileage reimbursement rate, and therefore the District's rate, to the current Internal Revenue Code of 31.5 cents per mile. Mr. Puckett advised Board members that until the revision occurs, any qualifying mileage can be deducted for the 4 cents per mile difference as an unreimbursed employee business expense on form 2106. Vice President Schafer inquired about the use of charge cards to reduce the need for Directors to pay for large expenses such as hotels and flights out of pocket. Mr. Hamers reported that historically, credit cards have never been issued to Board members due to the possibility of misapplication. • Mr. Puckett reported he has had experience with the utilization of an administrative aid who booked hotels and air travel for Board members with the credit card, enabling the Finance Department to ensure the lowest fare possible was obtained and frequent flyer miles accrued to the benefit of the City. • COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS MEETING HELD MAY 13, 1999 13 BREAKFAST BRIEFING SPONSORED BY REITER LowRY CONSULTANTS FRIDAY, MAY 14, 1999 - INDIAN WELLS Mr. Hamers reported Director Worthington contacted him with a request for approval to attend a breakfast briefing sponsored by Reiter Lowry Consultants. There will be no expense incurred for the breakfast meeting. Director Woodside motioned to approve Director Worthington's attendance at the breakfast briefing. Vice President Schafer seconded. Motion carried 3-0. Ms. Revak will contact Director Worthington to notify him of the Board's approval for the meeting attendance. Mr. Burns reminded Directors of the provision to California law that Board members may not use their position as a public official to obtain any discount for transportation. ORAL COMMUNICATIONS There were no oral communications. ADJOURNMENT • At 8:03 p.m. President Perry adjourned the meeting. Y - -