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Minutes - Board - 2000-05-11• COSTA MESA SANITARY DISTRICT Minutes of Board of Directors Regular Meeting held May 11, 2000 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on May 11, 2000, at 6:00 p.m., in Room 1A 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: CONSENT CALENDAR Directors Present: Art Perry, Arlene Schafer, Greg Woodside, James Ferryman, Dan Worthington Directors Absent: None Staff Present: Robin Hamers, Manager /Engineer; Joan Revak, Clerk of the District; Marc Puckett, Treasurer; Ron Shef, _District Ordinance Enforcement Officer. Others Present: Bob Gibson, MediaOne Ms. Revak reported CR Transfer was unable to generate their report due to computer problems and will send the information for the diversion report shortly. On motion by Vice President Schafer and seconded by Director Ferryman, the Consent Calendar was unanimously approved with contract payment to CR Transfer approved subject to Staff verifying the diversion information against CR Transfer's invoice. MINUTES Approved Minutes of Recycling Committee Meeting, April 11, 2000 The minutes for the Recycling Committee meeting of April 11, 2000, were approved as distributed. Approved Minutes of the The minutes for the Investment Oversight Committee • Investment Oversight meeting of April 13, 2000, were approved as distributed. Committee Meeting April 13, 2000 COSTA MESA SANITARY DISTRICT 2 MINUTES - BOARD OF DIRECTORS MEETING HELD MAY 11, 2000 Approved Minutes of The minutes for the regular meeting of April 13, 2000, were • Regular Meeting approved as distributed. April 13, 2000 REPORTS MANAGER'S REPORTS Approved Occupancy Report and payment of $163,961.12 to Costa Mesa Disposal for trash collection services for May 2000 The Trash Occupancy Count documented no increase or decrease in the occupancy report for solid waste collection as of May 1, 2000. Therefore, the total for May is 21,156. Board directed Staff to prepare a warrant for $163,961.12 to Costa Mesa Disposal on June 1, 2000, for payment for May trash collection based on the May count of 21,156. REFUNDS There were no refunds granted. RECYCLING REPORTS Waste Diversion Report May 2000 was not • available Approved Contract Payment to CR Transfer for $ 129,009.16 11 ENGINEER'S REPORTS The Waste Diversion Report for May 2000 to be provided at a later date. The Board approved contract payment to CR Transfer for recycling services and disposal for the month of April 2000 in the amount of $129,009.16, pending verification. Project Status Report was The Project Status Report for May 2000, was accepted as received and filed. submitted. TREASURER'S REPORTS Financial Report as of The Financial Report as of April 30, 2000, was accepted as April 30, 2000, was submitted. received and filed Report of Monies on The Report of Monies on Deposit as of April 30, 2000, was Deposit as of accepted as submitted. April 30, 2000, was received and filed COSTA MESA SANITARY DISTRICT 3 MINUTES - BOARD OF DIRECTORS MEETING HELD MAY 11, 2000 • Approved Warrant 2000 -11 Warrant Resolution #CMSD 2000 -11 was approved, for May 2000, in the authorizing the President and Secretary to sign the warrant amount of $406,814.25 and instructing the Finance Department to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $406,814.25. END OF CONSENT CALENDAR WRITTEN COMMUNICATIONS Ms. Revak reported there were no written communications. PUBLIC COMMENTS There were no public comments made. MANAGER'S REPORTS RECYCLING COMMITTEE • RECYCLING PROGRAM PARTICIPATION UPDATE SHARPS Director Worthington reported $3,606.14 has been spent from the budgeted amount of $6,000 for the Sharps program. Director Worthington reported the Recycling Committee recommended the Board approve the inclusion of two more pharmacies in the program, White Front Pharmacy and College Pharmacy and Surgical Supply. Director Worthington reported he picked up a container from Steven's pharmacy that did not display the Costa Mesa Sanitary District label. Ms. Revak will investigate as to why the labels were not placed on the containers. Director Worthington suggested the Costa Mesa Sanitary District provide a binder with the District logo on the cover to contain the sign -in sheets for participants of the Sharps program. Director Woodside motioned to approve in concept the addition of the White Front and College Pharmacy locations subject to receiving agreements signed by Stericycle and each pharmacy, and the inclusion of Santa Ana Heights in the program. Vice President Schafer seconded. Motion carried unanimously. CONTRIBUTION BY GTE RECYCLING TO 1999 SCHOOL TELEPHONE BOOK RECYCLING . PROGRAM Director Worthington reported the District received a check for $1,560 from GTE as their contribution to the 1999 school Telephone Book Recycling Program. Checks COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD MAY 11. 2000 in the amount of $60.00 will be distributed to each of the 26 participating schools to • fund pizza parties for the class that collected the most books. BEVERAGE CONTAINER GRANT PURCHASE OF ADDITIONAL ITEMS Director Worthington reported additional containers and liners have been ordered for placement at City Hall, and Staff is in the process of ordering the picnic bench. Vice President Schafer suggested the District purchase signs for posting at the outdoor locations to bring attention to the beverage container receptacles and to encourage proper use. Staff is obtaining prices for purchase of the signs. The District is restricted to the scope of the grant for placement of containers. CITY OF COSTA MESA PUBLIC SAFETY EMERGENCY SERVICES EXPO MAY 21, 2000 Director Worthington reported the Annual Public Safety Emergency Services Expo would be held at the Corporate Yard on May 21, 2000, between 11:00 a.m. and 3:00 p.m. Director Worthington reported the District would provide a display containing samples of materials in bales to promote recycling. Ms. Revak reported Costa Mesa Disposal has donated $100 and CR Transfer is donated $75 to be used toward prizes awarded during the event. SURVEY OF ORANGE COUNTY TRASH HAULING PROGRAMS Director Worthington commended Ms. Revak for her work on compiling the Costa Mesa Sanitary District Container Survey - May 2000. Director Worthington reported 6 cities out of the total of 33 in the county have reached 50% recycling and 16 cities use a fully- automated system. Director Worthington suggested sending a copy of the survey to all cities in the county, City Council members, and newspapers, and consider making the survey an annual project to be distributed with the title Costa Mesa Sanitary District Residential Trash Collection Survey. Director Ferryman brought the Board's attention to the "Special Programs" portion of the survey and noted the Costa Mesa Sanitary District provides a large variety of programs while maintaining a reasonable price and meeting the recycling requirement. Mr. Puckett suggested adding a column for rate averages and noted there did not appear to be a correlation between rates and whether the service was provided by a manual or automated truck. • COSTA MESA SANITARY DISTRICT S MINUTES - BOARD OF DIRECTORS MEETING HELD MAY 11. 2000 • PUBLIC OUTREACH PROGRAM TOUR OF CR TRANSFER BY DIRECTOR WORTHINGTON AND MEDIAONE Director Worthington reported he took a tour of CR Transfer with Steve Rowe, a representative from MediaOne, to explore the options for producing a video for the Costa Mesa Sanitary District. Director Worthington reported Terry Schneider escorted them through the facility and highlighted the newest improvements to their system, including a wood chipper, system for removing aluminum cans, and scrubber. Director Worthington determined there were many aspects of the recycling system that would be of interest to the public to include in the video. PROPOSAL BY MEDIA ONE Director Worthington introduced Bob Gibson, MediaOne, who reported MediaOne is ready to assist the District in the production of a 30- minute video to provide the residents of Costa Mesa with information about the District's services and special programs and an overview of how recycling for the City takes place. Mr. Gibson explained MediaOne will provide the crew and studio facilities and the District would provide the moderator and content material. • Director Worthington will provide Ms. Revak with an outline of suggestions for the video for distribution to the Board. The final outline will be sent to MediaOne to begin the process. The Board expressed a desire to see the video completed within the next 90 to 120 days. Staff will contact Mark Anderson at MediaOne to determine if there will be any cost to the District. CITY REPORT ON FRANCHISE OF MULTI - FAMILY WASTE HAULING SERVICES Vice President Schafer attended the City Council meeting with Ms. Revak and Director Worthington and reported the Council discussed franchise of waste hauling services. Vice President Schafer reported the public was invited to write comments down to give to City staff. Director Worthington reported the Council would be focusing on code enforcement. Council suggested multi - family residential units supply larger containers or have more frequent collections to eliminate trash - overflowing containers. Director Worthington reported the Council directed City Staff to devise a code to address the trash problems in multi - family dwellings. • COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD MAY 11. 2000 . 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 April 2000. The number of calls for service for scavenging is as follows: Location Calls for Service Cite /Arrest Area 1 0 0 Area II 1 0 Area III 6 1 Area IV 0 0 TOTAL 7 1 The report contained a detailed listing of the scavenging statistics at the request of the Board. DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT • Mr. Shef presented the ordinance enforcement summary report for the four - week period beginning March 27, 2000, and ending April 23, 2000. Mr. Shef investigated new complaints and rechecked existing ordinance complaints, reporting the results to Staff. Mr. Shef distributed 50 courtesy flyers to encourage compliance. Mr. Shef reported residents are contacting him directly to notify him of possible violations. Mr. Shef distributed the redesigned courtesy notice to the Board. CMSD STRATEGIC PLAN Mr. Hamers presented proposals from Mr. Robert Rauch, Rauch Communications Consultants, and Gregg A. Lowry, Reiter•Lowry•Consultants, to provide services to facilitate the development of a strategic plan for the Costa Mesa Sanitary District. Mr. Hamers reported he spoke to Mr. Rauch and informed the Board Mr. Rauch suggested the District prepare a strategic plan, provide a Board /Manager relations workshop to outline the duties and authorities of the general manager, and prepare a resolution for the Board to adopt. Mr. Hamers reported Mr. Rauch's proposal was for $3,750 plus actual travel • expense to review materials, interview Directors, and conduct a one -day workshop to devise a strategic plan; and $1,900 plus actual travel expense to provide a workshop to review the responsibilities and authority of the general manager. COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD MAY 11. 2000 • Mr. Hamers reported he spoke with Mr. Lowry and informed the Board Mr. Lowry's scope of work outlined a detailed list of tasks to be performed. Mr. Lowry's proposal was for $8,500 to meet with the General Manager and District staff to develop background ideas, prepare workshop materials, conduct a half -day workshop with the Directors, and prepare a Summary Report on the results of the workshop. Vice President Schafer reported she has attended many classes conducted by Mr. Rauch and stated she would be in favor of working with him. Director Worthington reported he also attended classes conducted by Mr. Rauch and observed him to be very experienced and qualified in the development of strategic plans. Director Woodside motioned to approve engaging Mr. Robert Rauch to assist the District in the development of a strategic plan pending Mr. Hamers obtaining and approving a detailed scope of work outlining the various features of the proposal, ascertaining what the final product will be, setting a dollar limit on the travel expense, and pending the finance director placing the appropriate amount in the budget. Director Worthington seconded. Motion carried unanimously. Motion carried 5 -0. • TAX IMPACT OF COMPENSATION ADJUSTMENTS Mr. Hamers presented a letter from Mr. Ronald L. Graichen, EA, Graichen Tax & Financial Services. Mr. Graichen's letter outlined the self - employment tax requirements on the additional compensation given to Ms. Revak. Ms. Revak will be viewed as a consultant to the District on the additional compensation figure and required to pay a tax of 18% on that additional compensation. Mr. Puckett will contact Mr. Graichen to discuss the self - employment tax ramifications and return to the Board with a recommendation. CITY OF NEWPORT BEACH PROPOSED SPHERE OF INFLUENCE ADJUSTMENT Mr. Hamers reported a group of West Santa Ana Heights homeowners filed a Sphere of Influence adjustment from the City of Costa Mesa to the City of Newport Beach. The Board directed General Manager to write a letter disagreeing with the proposed Sphere of Influence adjustment. • COSTA MESA SANITARY DISTRICT 8 MINUTES - BOARD OF DIRECTORS MEETING HELD MAY 11. 2000 ENGINEER'S REPORTS • CONSTRUCTION PROJECTS LESS THAN $15,000 Mr. Hamers presented a letter to the Board outlining the expense of $4,159.28 for repair to a broken section of sewer pipe due to roots. Mr. Hamers reported $1,381.96 of the $4,159.28 total will be backcharged to Mesa Consolidated Water District for incorrectly marking a water line, which was damaged during the repair, resulting in flooding of the sewer trench. PROJECT NO. 161 - CONSTRUCT WATER SERVICE TO PUMP STATIONS PROPOSAL TO BEGIN DESIGN PHASE Mr. Hamers introduced Project 1112100 -161 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. Mr. Hamers reported this project would supply running water to enhance worker safety due to the continued use of various chemicals at the stations and allow a hose -down of the station interior. It was recommended the Board authorize the design phase of the project at the standard hourly rates as shown below, not to exceed $7,500. Engineer $63.00 /hr. Field Crew (2 man) $155.00/hr. Field Crew (3 man) $185.00/hr. Director Woodside motioned to approve Project 1112100 -161, not to exceed $7,500. Director Worthington seconded. Motion carried unanimously. TREASURER'S REPORTS ORANGE COUNTY BANKRUPTCY Mr. Puckett presented the final analysis of the Orange County Bankruptcy settlement. Mr. Puckett determined the District recovered 94.92 percent of substantiated claims filed. The recovery percentage does not take into account the opportunity cost associated with lost investment earnings. BUDGET CALENDAR AND HANDOUT OF PRELIMINARY 20000 -01 CMSD BUDGET Mr. Puckett requested the presentation of the Preliminary 2000 -01 Budget Calendar be tabled to allow additional time to finalize the report. Mr. Puckett estimated the document • will be finalized by May 26, 2000 and will distribute it to the Board. The Board set a May 31 study session to review the Preliminary 2000 -01 Budget Calendar. The regular meeting for June was rescheduled to June 15, 2000. COSTA MESA SANITARY DISTRICT 9 MINUTES - BOARD OF DIRECTORS MEETING HELD MAY 11. 2000 • ANALYSIS OF GENERAL AND ADMINISTRATIVE EXPENSES 199E AND 1999 Mr. Puckett presented an outlined reconciliation of the differences in the General and Administration expenditures for FY98 and FY99 as requested by the Board. Mr. Puckett reported the differences were mostly due to reclassifications between how expenditures were accounted for in FY98 and FY99. Mr. Puckett reported the differences in the General and Administrative expenditures occurred due to reclassifications between project expenditures and new operating expenditure accounts. Several new accounts were created to provide increased disclosure of the total amount of G&A expenditures incurred by the District. As a result, expenditures were re- categorized from the major expenditure categories of Solid waste disposal, Liquid waste disposal, and Dump charges to General and Administration in the presentation of the financial statements. Director Ferryman suggested an explanatory notation be included in the budget report to reflect the reclassification. Mr. Hamers requested Mr. Puckett provide the notation to the Board for their approval. ATTORNEY'S REPORTS REVISED BIDDING REGULATION • RESOLUTION NO. 2000 -635 - ORDERING THAT PUBLICATION OF ORDINANCE NO. 33 AMENDING THE DISTRICT BIDDING, PURCHASING, AND CONTRACT APPROVAL PROVISIONS HAS OCCURRED. Mr. Harriers presented Ordinance No. 33, AN ORDINANCE OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ORDERING THAT PUBLICATION OF ORDINANCE NO. 33 AMENDING THE DISTRICT BIDDING, PURCHASING, AND CONTRACT APPROVAL PROVISIONS HAS OCCURRED. Vice President Schafer motioned to adopt Resolution No. 2000 -635. Director Woodside seconded. Motion carried unanimously. LOCAL MEETINGS INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY (ISDOC) EXECUTIVE COMMITTEE MEETING Vice President Schafer attended the Executive Committee Meeting and reported the Committee discussed the following: • Consolidation of 13 water districts • • Little Hoover Commission • Hertzberg Bill 2138 COSTA MESA SANITARY DISTRICT 10 MINUTES - BOARD OF DIRECTORS MEETING HELD MAY 11, 2000 Vice President Schafer advised the Board she will not be running for the City • Council position due to her interest in running for the LAFCO seat. Vice President Schafer reported a Special District Selection Committee Meeting would be held June 29, 2000 at 12:30 to elect representatives. LOCAL AGENCY FORMATION COMMITTEE ( LAFCO) Vice President Schafer attended the LAFCO meeting where the discussion centered on the spheres of influence of Mission Viejo, Dana Point, Aliso Viejo, and Lake Forest. Vice President Schafer distributed her notes on current projects for the Board's perusal. COSTA MESA CHAMBER OF COMMERCE LEGISLATION COMMITTEE Vice President Schafer attended the Costa Mesa Chamber of Commerce Legislation Committee meeting where the Committee discussed the following: • Measure A • $1,500 contribution toward the support of Measure A AB1880 • FEMA • • John Wayne Airport expansion ORANGE COUNTY SANITATION DISTRICT REGULAR MEETING - APRIL 26, 2000 Director Ferryman attended the April 26, 2000, meeting and reported the consolidation of the nine districts has been accomplished and the rates are currently being blended. Director Ferryman reported he is on the Special Projects Committee that will be distributing 2.3 million dollars for special projects. Director Ferryman reported Jan Debay is recovering from her illness. WATER ADVISORY COMMITTEE OF ORANGE COUNTY (WACO) Vice President Schafer attended the WACO meeting and reported the Committee had a representative from the Irvine Ranch Water District in attendance who discussed Special Districts. • COSTA MESA SANITARY DISTRICT I MINUTES - BOARD OF DIRECTORS MEETING HELD MAY 11, 2000 • COUNCIL OF GOVERNMENTS (COG) Vice President Schafer attended the Council of Governments meeting where the following was discussed: • Natural gas • Opposition to 1190 • Conceptual support for 1191 • Urban runoff in Orange County CALIFORNIA ASSOCIATION OF SANITATION AGENCIES (CASA) SPRING CONFERENCE - MAY 4 -6, 2000 Director Ferryman attended the conference and reported Richard Terzian, Chairman of the Little Hoover Commission, spoke to the group and stressed Special Districts focus on public visibility. Director Ferryman reported he felt the conference was very valuable and will continue to attend and provide information to the Board. LITTLE HOOVER COMMISSION • An Executive Summary of the Little Hoover Commission was distributed to the Board for their perusal. OLD BUSINESS There was no old business discussed. NEW BUSINESS NOVEMBER 7, 2000 BOARD OF DIRECTORS ELECTION LENGTH OF CANDIDATE'S STATEMENT Ms. Revak reported the District must notify the Registrar of Voters as to the length of Candidate's statements. The Board determined the statements would be limited to 200 words. COST OF CANDIDATE'S STATEMENT The Board determined the District would not pay for the cost of the Candidate's statement. L� COSTA MESA SANITARY DISTRICT 12 MINUTES - BOARD OF DIRECTORS MEETING HELD MAY 11, 2000 • ORAL COMMUNICATIONS Director Worthington discussed the potential impact of the passing of Measure F on the. John Wayne airport. Mr. Hamers distributed a packed with information on John Wayne airport. ADJOURNMENT At 8:31 p.m. Vice President Schafer adjourned the meeting. SECREV+R�u' - I : = �. ; • •