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Minutes - Board - 1999-06-100 n LJ COSTA MESA SANITARY DISTRICT Minutes of Board of Directors Reaular Meetino held June 10. 1999 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on June 10, 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, Dan Worthington 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 Hayes, Accountant, Finance Department. Others Present: Terry Schneider CR Transfer 11292 Knott Avenue Stanton, California CONSENT CALENDAR On motion by Vice President Schafer, seconded by Director Ferryman, and carried 5 -0, the Consent Calendar, with the exception of payment to CR Transfer, was approved as presented. MINUTES Approved Minutes of Recycling Committee Meeting, May 4, 1999 Approved Minutes of Regular Meeting May 13, 1999 The minutes for the Recycling Committee meeting of May 4, 1999, were approved as distributed. The minutes for the regular meeting of May 13, 1999, were approved as distributed. COSTA MESA SANITARY DISTRICT 2 MINUTES -BOARD OF DIRECTORS MEETING HELD JUNE 10, 1999 Approved report of the The report for the Study Session of June 3, 1999, was Study Session, approved as presented. June 3, 1999 REPORTS MANAGER'S REPORTS Approved Occupancy The Trash Occupancy Count documented no increase or Report and payment of decrease in the occupancy report for solid waste collection as $159,990.52 to Costa of June 1, 1999. Therefore, the total for June is 21,139. Mesa Disposal for trash Board directed Staff to prepare a warrant for $159,990.52 to collection services for Costa Mesa Disposal on July 1, 1999, for payment for June June 1999 trash collection based on the June 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 Hope Hollis of $536.89 Parcel Address: Placentia & Center (No Situs) To Hope Hollis Assessor's Parcel No. 424 - 203 -01 Tax years: 1996 -97, 1997 -98, 1998 -99 Trash Refund: 467.83 Sewer Refund: 69.06 Total Refund: $536.89 Parcel is a vacant lot, no services. RECYCLING REPORTS Waste Diversion Report The Waste Diversion Report for May 1999 showing a 41.74% May 1999 was received diversion rate was received and filed. and filed ENGINEER'S REPORTS Project Status Report was The Project Status Report for June 1999, was accepted as received and filed. submitted. • • COSTA MESA SANITARY DISTRICT 3 MINUTES - BOARD OF DIRECTORS MEETING HELD JUNE 10, 1999 TREASURER'S REPORTS Financial Report as of The Financial Report as of May 31, 1999, was accepted as May 31, 1999, was submitted. received and filed Report of Monies on The Report of Monies on Deposit as of May 31, 1999, was Deposit as of accepted as submitted. May 31, 1999, was received and filed Approved Warrant 99 -12 Warrant Resolution #CMSD 99 -12 was approved, authorizing for June 1999, in the the President and Secretary to sign the warrant and amount of $430,290.08 instructing the Finance Department to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $430,290.08. END OF CONSENT CALENDAR ------------------------- - - - - -- WRITTEN COMMUNICATIONS There were no written communications. PUBLIC COMMENTS There were no public comments made. MANAGER'S REPORTS RECYCLING COMMITTEE UPDATE ON PILOT PROGRAM Director Worthington reported the Pilot Program ended on May 25 and all containers have been picked up from the test area. Final survey letters will be sent out to residences in the pilot program area on June 17. Participants will be given information regarding the cost of renting the containers. Director Worthington stated a few cards from the mid - program survey are still coming in. A summary report will be presented at the July meeting. • Director Worthington stated a letter was received from a multi- tenant dwelling owner stating she was very pleased with the program and would COSTA MESA SANITARY DISTRICT 4 MINUTES -BOARD OF DIRECTORS MEETING HELD JUNE 10, 1999 • like containers for all of her condominium locations. The owner expressed a desire to see a "fleet' discount for landlords. Staff will prepare a memorandum and copy of the videotape for the City to notify them the District has completed a pilot program and is evaluating the results of the program. TELEPHONE BOOK RECYCLING PROGRAM Director Worthington reported the Telephone Book Recycling program will begin June 25 and run through June 28, 1999. The District is offering Costa Mesa businesses a personalized pickup of telephone books. Once a business has received their new telephone books, the business contacts the District to deliver a bin for the old books. Director Worthington stated the Recycling Committee is investigating the possibility of obtaining funds to provide ice cream certificates to children to recognize exceptional individual efforts in the collection of telephone books. RECAP OF RECYCLING PROGRAMS Director Worthington presented a list of special programs as of June 1999 to • all Directors to be used as a reference guide. Staff will provide copies on letterhead for distribution to interested parties. 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 June 1999. The number of calls for service for scavenging are as follows: Location Calls for Service Cite /Arrest Area 1 2 1 Area II 1 0 Area III 7 0 Area IV 0 0 TOTAL 10 1 40 COSTA MESA SANITARY DISTRICT 5 MINUTES - BOARD OF DIRECTORS MEETING HELD JUNE 10, 1999 • DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT Mr. Hamers presented the ordinance enforcement summary report for the four -week period beginning April 26, 1999, and ending May 23, 1999. Mr. Shef reported he has initiated citation procedures to owners who are ignoring multiple compliance notices. Mr. Shef distributed 94 courtesy flyers to encourage compliance. Y2K UPDATE Ms. Schmeisser reported on Staffs attendance at a conference entitled Y2K Business Continuity Planning & Emergency Preparedness sponsored by the Governor's Office of Emergency Services and the Department of Information Technology. Ms. Schmeisser stated the conference was informative and presented her notes from the conference for the Board's perusal. A flier entitled Consumer Products and the year 2000: a User's Guide was distributed. Ms. Thompson discussed the possibility of manning emergency operations • with a partial staff on New Year's Eve. CR TRANSFER Mr. Hamers presented CR Transfer's payment request for the month of May for recycling services and disposal in the amount of $114,151.72. Director Ferryman motioned to approve payment to CR Transfer in the amount of $114,151.72. Vice President Schafer seconded. Motion carried 5 -0. UPDATE ON EQUIPMENT INSTALLATION Mr. Terry Schneider reported CR Transfer has received all of the new equipment, completed the electrical upgrades, and is in the final stages of the permitting process. Mr. Schneider reported plans for noise mitigation are being discussed. Mr. Schneider hopes the equipment will be installed and in operation by the middle of July. Mr. Schneider reported CR Transfer will increase manpower to enable them to reach a 45 -50% recycling goal for the month of July. • COSTA MESA SANITARY DISTRICT 6 MINUTES - BOARD OF DIRECTORS MEETING HELD JUNE 10. 1999 • PUBLIC SAFETY Expo - MAY 23, 1999 Ms. Thompson and Ms. Schmeisser attended a Public Safety Expo on May 23. The District's recycling booth had a "count the cans" contest where visitors guessed the number of aluminum cans in a bale from the recycling center. Costa Mesa Disposal and CR Transfer donated $25 each enabling the District to offer two $50 Savings Bonds as prizes. City Manager, Allan Roeder and local resident, Jeanne Moody, guessed most accurately and are the recipients of the Savings Bonds. Mr. Roeder donated his Bond to Save Our Youth (SOY) on the District's behalf. Ms. Thompson stated the day was very successful and the District plans to participate in next year's event. ENGINEER'S REPORTS PROJECT 160 - FAIRVIEW PARK SEWER BUDGET ADJUSTMENT President Perry tabled the Budget Adjustment until final figures are determined. • ACCEPT IMPROVEMENTS AND FILE NOTICE OF COMPLETION Mr. Hamers presented a Notice of Completion for Project 1112100 -160 Fairview Park Sewer, Sully - Miller Contracting Co. Director Ferryman motioned to accept the Improvements and file 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 Sully - Miller at Fairview Park on Placentia in the City of Costa Mesa. Director Ferryman seconded. Motion carried unanimously. PROPOSE DEDICATION CEREMONY Mr. Hamers reported the District will propose a dedication ceremony to be held in conjunction with the Orange County Model Engineers. Ms. Thompson will supply containers to kick off the beverage container recycling program. 40 COSTA MESA SANITARY DISTRICT 7 MINUTES - BOARD OF DIRECTORS MEETING HELD JUNE 10. 1999 • TREASURER'S REPORTS ORANGE COUNTY BANKRUPTCY Mr. Puckett reported Mr. Marc Davis will be deposed in June for the Orange County bankruptcy matter. Attorney Ed Richards will be appearing with Mr. Davis for his deposition focusing on the Redevelopment Authority and the reliance on Standard and Poors for bond ratings. Mr. Puckett will present an update at the July meeting. RESOLUTION NO. 99 -619 - 1999 -2000 DISTRICT BUDGET Mr. Puckett presented Resolution No. 99-619 - 1999 -2000 District Budget, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT, ADOPTING A BUDGET FOR THE FISCAL YEAR 1999 -00. Discussion was held regarding the adequacy of the current trash rate. Mr. Harriers recommended the District mail out notices of rate review to ensure the District is in compliance with Proposition 218. Vice President Schafer motioned to adopt Resolution No. 99 -619. Director Woodside seconded. Motion carried unanimously. • Vice President Schafer motioned to direct Staff to investigate the job classifications provided by the City of Costa Mesa. Director Woodside seconded. Motion carried unanimously. INVESTMENT AUDIT REPORT FOR YEAR ENDED DECEMBER 31, 1998 Mr. Puckett presented the Investment Audit Report for the year ended December 31, 1998. Mr. Puckett reported he just received the Investment Audit Report and would distribute it at the July meeting. Mr. Puckett will also distribute the financial statements at the July meeting. Mr. Ken AI -Imam from Conrad and Associates will be in attendance at the meeting to present the report and answer questions about its contents. RESOLUTION NO. 99 -620 - 1999 -2000 INVESTMENT POLICY Mr. Puckett presented Resolution No. 99 -620 - 1999 -2000 Investment Policy, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT, ADOPTING THE 1999 -00 STATEMENT OF INVESTMENT POLICY, AND AUTHORIZING THE TREASURER TO INVEST AND REINVEST IDLE MONIES OF THE COSTA MESA SANITARY DISTRICT IN ACCORDANCE WITH THE 1999 -00 STATEMENT OF INVESTMENT POLICY, AND • AUTHORIZING THE SAID TREASURER TO DELEGATE TO HIS DEPUTY THE CARRYING OUT OF ANY SUCH TASKS. Director Woodside requested Resolution No. 99-620 be tabled for further review. COSTA MESA SANITARY DISTRICT 8 MINUTES - BOARD OF DIRECTORS MEETING HELD JUNE 10, 1999 • REVISE BOARD TRAVEL AND EXPENSE POLICY Mr. Puckett requested direction from the Board regarding the travel and expense policy. Directors discussed the feasibility and practicality of a credit card for Board hotel and airline reservations. A revised travel and expense policy will be drafted and presented to the Board for review. ATTORNEY'S REPORTS RESOLUTION No. 99 -621 ORDERING THAT PUBLICATION OF ORDINANCE No. 30 AMENDING THE OPERATIONS CODE HAS OCCURRED Mr. Burns introduced Resolution No. 99 -621, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ORDERING THAT PUBLICATION OF ORDINANCE NO. 31 INCREASING THE BIDDING LIMIT FOR PUBLIC WORKS PROJECTS AND AMENDING THE OPERATIONS CODE HAS OCCURRED. Vice President Schafer motioned to adopt Resolution No. 99 -621. Director Worthington seconded. Motion carried unanimously. • AGREEMENT FOR EMERGENCY SERVICES MIKE KILBRIDE, LTD. Mr. Burns presented an agreement for emergency services with Mike Kilbride, Ltd. Director Ferryman motioned to approve the agreement for emergency services with Mike Kilbride Ltd. Director Woodside seconded. Motion carried unanimously. LOCAL MEETINGS BOARD EDUCATION PROGRAM SPECIAL DISTRICT INSTITUTE SEMINAR - BOARD MEMBER LEADERSHIP II "EMPHASIS IN FINANCE" - APRIL 29 -MAY 1, 1999 - PALM SPRINGS Directors Worthington and Schafer attended a seminar entitled "Emphasis in Finance" presented by the Special District Institute. Director Worthington stated he felt the seminar was very informative and would be a benefit to all Directors. Director Worthington reported the seminar pointed out the importance of a yearly strategic plan meeting. Director Worthington reported the District may be required to use proportional rating and individual billing at • some point in the future and should consider options during strategic planning. • COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD Vice President Schafer reported she needs to complete one remaining session of the series before receiving her certificate. Vice President Schafer presented her notes from the seminar for the Board's perusal and stated the meeting was a very good opportunity to brainstorm with other special district representatives. BREAKFAST BRIEFING SPONSORED BY REITER LOWRY CONSULTANTS FRIDAY, MAY 14, 1999 - INDIAN WELLS Director Worthington reported the main item impressed upon him at the meeting was the Attorney General's opinion that a uniform per - parcel assessment is impermissible under Proposition 218 and the assessment must be proportional to the benefit conferred on each parcel. Director Worthington provided Mr. Burns with materials from the meeting. CSDA GOVERNMENT AFFAIRS DAY - MAY 17, 1999 - SACRAMENTO Vice President Schafer provided the agenda for the Board's perusal along with her notes. Director Worthington reported Ralph Heim impressed upon . the audience the importance of interacting with government officials to update them on the benefits of special districts. Vice President Schafer and Director Worthington both expressed they felt it would have been beneficial to arrive at the meeting a day before to meet with legislators. INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC) Vice President Schafer attended the ISDOC meeting on June 1st and reported ISDOC is in the process of producing a brochure. LOCAL AGENCY FORMATION COMMITTEE (LAFCO) Vice President Schafer reported she attended a special meeting at Rancho Santa Margarita on May 26 to discuss the incorporation of the community and the feasibility of including Dove Canyon and Robinson Ranch in their application. Vice President Schafer attended the LAFCO regular meeting and reported there was lengthy discussion held with the Irvine Company and building developers. The meeting was continued. E COSTA MESA SANITARY DISTRICT 10 MINUTES - BOARD OF DIRECTORS MEETING HELD JUNE 10. 1999 • COSTA MESA CHAMBER OF COMMERCE LEGISLATION COMMITTEE Vice President Schafer reported a representative from the Orange County Transportation Authority was present and discussed the extension of the Toll Road. The John Wayne Parking structure dedication was also discussed. ORANGE COUNTY SANITATION DISTRICT REGULAR MEETING OF APRIL 28, 1999 REGULAR MEETING OF MAY 26, 1999 Director Ferryman reported funding for the EIR regarding the groundwater replenishment project was approved. Director Ferryman reported 2.2 million dollars was allocated to projects based on the recommendations of the guidance committee. ANNUAL LEGISLATOR'S DAY- JUNE 25, 1999 Director Ferryman reported the Orange County Sanitation District is hosting an Annual Legislators' Day on June 25 and invited all Directors to attend. Directors interested in attending the Legislator's Day event will contact • Ms. Revak. OLD BUSINESS There was no old business discussed. NEW BUSINESS SDRMA RENEWAL IN THE AMOUNT OF $35,737.97 Mr. Hamers presented the SDRMA renewal to include flood protection and personal liability for Board members. Director Ferryman motioned to approve the SDRMA renewal in the amount of $35,737.97. Director Worthington seconded. Motion carried 5 -0. ORAL COMMUNICATIONS Mr. Burns attended a league conference and received updates on Proposition 218. Mr. Burns will study the updates and bring back new information to the Board. Vice President Schafer provided a newspaper article regarding diesel fuel and the resulting pollutants. • • • 49 COSTA MESA SANITARY DISTRICT 11 MINUTES - BOARD OF DIRECTORS MEETING HELD JUNE 10, 1999 ADJOURNMENT At 8:03 p.m. President Perry adjourned the meeting. V'b SECRET. f Y .aA PRESIDENT