Minutes - Board - 2000-06-150
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COSTA MESA SANITARY DISTRICT
Minutes of Board of Directors Regular Meeting held June 15, 2000
CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary
District met in regular session on June 15, 2000, at
6:00 p.m., in Room 5A 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:
Directors Absent:
Art Perry, Arlene Schafer, Greg Woodside,
James Ferryman, Dan Worthington
None
Staff Present: Robin Hamers, Manager /Engineer; Alan
Burns, Legal Counsel; Joan Revak, Clerk of
the District; Marc Puckett, Treasurer; Ron
Shef, District Ordinance Enforcement
Officer.
Others Present: Brian Johnson
33971 Selva Road
Suite 135
Dana Point, CA 92629
CONSENT-CALENDAR
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On motion by Vice President Schafer and seconded by Director Woodside, the Consent
Calendar was unanimously approved.
MINUTES
Approved Minutes of The minutes for the Recycling Committee meeting of May 9,
Recycling Committee 2000, were approved as distributed.
Meeting,
May 9, 2000
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COSTA MESA SANITARY DISTRICT 2
MINUTES - BOARD OF DIRECTORS MEETING HELD JUNE 15, 2000
Approved Minutes of The minutes for the regular meeting of May 11, 2000, were
Regular Meeting approved as distributed.
May 11, 2000
Approved Minutes of The minutes for the study session of May 31, 2000, were
Study Session approved as distributed.
May 31, 2000
REPORTS
MANAGER'S REPORTS
Approved Occupancy The Trash Occupancy Count documented a decrease of 11
Report and payment of units in the occupancy report for solid waste collection as of
$163,875.86 to Costa June 1, 2000. Therefore, the total for June is 21,145. Board
Mesa Disposal for trash directed Staff to prepare a warrant for $163,875.86 to Costa
collection services for Mesa Disposal on July 1, 2000, for payment for June trash
June 2000 collection based on the June count of 21,145.
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 a
signed statement from the applicants:
Approved Refund Approved refund to: Brian Williams
of 685.48 Parcel address: 787 Shalimar
to Brian Williams Assessor's Parcel Number: 424 - 054 -04
Number of Units: 4
Trash Refund: 685.48
Parcel is using a private dumpster service
Approved Refund Approved refund to: Gary Cox
of 120.00 Parcel address: 1920 Newport Blvd.
to Gary Cox Assessor's Parcel Number: N/A
Parcel was relocating fixtures, not adding additional fixtures
RECYCLING REPORTS
Waste Diversion Report The Waste Diversion Report for April 2000 showing a 51.32
April 2000 was received percent diversion rate was received and filed.
and filed.
COSTA MESA SANITARY DISTRICT 3
MINUTES - BOARD OF DIRECTORS MEETING HELD JUNE 15, 2000
• Waste Diversion Report
May 2000 was received
and filed.
Approved Contract
Payment to CR Transfer
for $145,505.72
ENGINEER'S REPORTS
The Waste Diversion Report for May 2000 showing a 51.46
percent diversion rate was received and filed.
The Board approved contract payment to CR Transfer for
recycling services and disposal for the month of May 2000 in
the amount of $145,505.72.
Project Status Report was The Project Status Report for June 2000, was accepted as
received and filed. submitted.
TREASURER'S REPORTS
Financial Report as of The Financial Report as of May 31, 2000, was accepted as
May 31, 2000, was submitted.
received and filed
Report of Monies on The Report of Monies on Deposit as of May 31, 2000, was
Deposit as of accepted as submitted.
May 31, 2000, was
received and filed
Approved Warrant 2000 -12 Warrant Resolution #CMSD 2000 -12 was approved,
for June 2000, in the authorizing the President and Secretary to sign the warrant
amount of $489,338.04 and instructing the Finance Department to draw a warrant
from the Costa Mesa Sanitary District General Fund in the
amount of $489,338.04.
END OF-CONSENT CALENDAR
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ENGINEER'S REPORTS
2100 CANYON DRIVE - SEWER SERVICE
Mr. Hamers introduced Mr. Brian Johnson who spoke to the Board regarding a 22 -unit
single family home development he is proposing to build at 2100 Canyon Drive.
Mr. Johnson reported seven of the proposed units will utilize the existing sewer in Canyon
Drive and fifteen will gravity sewer to an existing manhole just upstream of the existing
Westbluff Sewer Lift Station. Mr. Johnson proposed to relocate an existing sewer force
main, pump station power line, and existing power pole to accommodate the development.
• Mr. Hamers reported Mr. Johnson will construct an on -site gravity sewer main to serve the
15 houses, which will be located in a new easement to the District and construct a new
force main back into Canyon Drive. Mr. Hamers reported the additional houses will not be
COSTA MESA SANITARY DISTRICT 4
MINUTES - BOARD OF DIRECTORS MEETING HELD JUNE 15, 2000
a burden for the pumping station. Mr. Harriers reported Mr. Johnson also agreed to
• provide additional improvements inside the pumping station.
Director Ferryman motioned to approve the presentation in concept subject to the
finalization of the plan and performance of the items outlined in his letter of May 25, 2000.
Vice President Schafer seconded. Motion carried unanimously.
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 labels have been delivered to Steven's Pharmacy,
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Rite Aid, and Rexall Ramsay to place on the sharps containers. A "Sharps Log"
imprinted with the Costa Mesa Sanitary District logo was also given to the three
pharmacies.
An update letter advising local hospitals /clinics of the program has been sent to
Hoag Hospital, College Hospital, and Mesa Verde Convalescent Hospital. An
update letter will also be sent to all medical facilities that were originally notified of
the program.
AGREEMENT WITH WHITE FRONT PHARMACY AND STERICYCLE
AGREEMENT WITH COLLEGE PHARMACY & SURGICAL SUPPLY AND STERICYCLE
Vice President Schafer motioned to approve the agreements between the District
and White Front Pharmacy and Stericycle, and the District and College Pharmacy &
Surgical Supply and Stericycle, subject to review and approval of the agreement by
Mr. Burns. Director Worthington seconded. Motion carried unanimously.
CITY OF COSTA MESA PUBLIC SAFETY EMERGENCY SERVICES EXPO - MAY 21, 2000
Director Worthington reported Ms. Schmeisser and Donna Theriault, City of Costa
• Mesa Management Analyst, attended the City of Costa Mesa Public Safety
Emergency Services Expo. Costa Mesa Sanitary District had a recycling booth
giving away pencils, chip clips, recycling information and a "count the cans" contest.
Director Worthington reported 200 people participated in the contest. There were
COSTA MESA SANITARY DISTRICT 5
MINUTES - BOARD OF DIRECTORS MEETING HELD JUNE 15, 2000
six winners who received either a $50 or $75 savings bond purchased with prize
• money donated by Costa Mesa Disposal and CR Transfer.
SURVEY OF ORANGE COUNTY TRASH HAULING PROGRAMS
Director Worthington reported the latest survey entitled "Costa Mesa Sanitary
Distinct Orange County Residential Trash Collection Survey - May 2000" contains a
column to designate whether the trash collection is franchised or not. Director
Worthington noted three of the 33 Cities included in the survey did not franchise.
The Board directed Staff to complete the compilation of the survey and mail copies
to the participants. Board further directed Staff to maintain the survey on an annual
basis.
PUBLIC OUTREACH PROGRAM
Director Worthington reported Media One is now part of AT &T. Director
Worthington reported the film crew accompanied him to CR Transfer to tape
approximately an hour of footage.
Director Worthington reported the film crew then went to Costa Mesa Disposal and
videotaped a demonstration of a truck handling a 60- gallon container. Director
Worthington will meet with the film crew in two weeks to obtain more footage for the
• video.
Director Worthington reported Terry Schneider will be leaving CR Transfer to pursue
another job opportunity.
FRANCHISE OF MULTI - FAMILY WASTE HAULING SERVICES
Director Worthington presented an article entitled "Why have exclusive contracts for
solid waste collection and disposal ? ", and noted the article would be informative
reading for Costa Mesa City Council members.
LARGE ITEM COLLECTION
Ms. Revak reported the Large Item Collection program would begin June 19, 2000
and end on August 21, 2000.
Ms. Revak reported the City's program would begin on July 17, 2000 to July 28,
2000 to service the multi - family residences. The City's commercial multi - family
haulers, Rainbow Disposal, South Coast Refuse, Ware Disposal and Waste
Management, have agreed to participate in the City program.
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COSTA MESA SANITARY DISTRICT
MINUTES - BOARD OF DIRECTORS MEETING HELD JUNE 15, 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 May 2000. The number of calls for service for scavenging are as follows:
Location Calls fnr Sarvira rita /Arract
Area 1
3
0
Area II
1
0
Area III
15
0
Area IV
0
0
TOTAL
19
0
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 April 24, 2000, and ending May 21, 2000.
Mr. Shef investigated new complaints and rechecked existing ordinance
complaints, reporting the results to Staff.
Mr. Shef distributed 45 courtesy flyers to encourage compliance. Mr. Shef
reported the new courtesy notice was easy and convenient to use.
CMSD STRATEGIC PLAN
Mr. Harriers presented a letter from Mr. Robert Rauch dated May 23, 2000
containing clarification to Mr. Rauch's proposal letter of April 27, 2000. The
Board reviewed the clarification letter. Mr. Harriers reported Mr. Rauch is
ready to begin work on the strategic plan process in August after the new
Assistant Managerjoins the Staff.
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COSTA MESA SANITARY DISTRICT 7
MINUTES - BOARD OF DIRECTORS MEETING HELD JUNE 15, 2000
• ENGINEER'S REPORTS - REVISITED
EMERGENCY WORK - W. 18TH STREET SEWER
Mr. Hamers reported the City of Costa Mesa is in the process of rehabilitating West
18th Street between Anaheim Avenue and Whittier Avenue. Prior to the City's
work, the Water District replaced their water line and the services to each residence.
During their construction, they discovered voids, or pockets with no soil, in the
District's sewer line trench. Reconstruction of these areas was included in the City's
bid documents and has been completed. The District will be reimbursing the City
for the work. Mr. Hamers reported the item of work was competitively bid in the
City's bid documents.
During reconstruction of the voids, excess ground water was found, particularly in
the District's sewer trenches. The ground water caused the sewer trenches,
installed in the 50s and 70s, to be below the required 90 percent compaction level.
The City is requiring the District to remove three feet of soil in the trenches and
replace it with City- approved crushed miscellaneous base (CMB). The District has
approximately 6,000 feet of sewer where this applies.
The City's contractor proposed a fee of $66 per linear foot. The District negotiated a
price of $18 per linear foot, saving the District $288,000. The District will also be
responsible for delay costs for the City's prime contractor and for compaction testing
of the work done by Atlas Underground, the District's contractor.
Mr. Puckett prepared a budget adjustment of $215,000 to cover the emergency
work on West 18th Street.
Vice President Schafer motioned to ratify Mr. Hamer's actions in the emergency
situation and approval of the $215,000 budget adjustment. Director Ferryman
seconded. Motion carried 5 -0.
CLAIM - 614 MICHAEL PLACE /DOUGLAS PRICHARD
Mr. Hamers presented a letter from SDRMA from April 8, 2000, that
accompanied a check for $5,288.53 payable to Douglas Prichard as final
settlement of his claim against the District for property damage caused by a
sewer blockage. Mr. Hamers reported the District's share is $500.
Director Woodside motioned to authorize payment of the $500 deductible.
Director Ferryman seconded. Motion carried 5 -0.
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COSTA MESA SANITARY DISTRICT
MINUTES - BOARD OF DIRECTORS MEETING HELD JUNE 15, 2000
TREASURER'S REPORTS
COMPENSATION POLICY RE TAX IMPACT ADJUSTMENTS
Mr. Puckett reported he contacted Mr. Graichen, tax consultant, to discuss
Mr. Graichen's findings regarding the treatment of compensation bonus monies.
Mr. Puckett determined the bonus payments put an additional tax burden on the
employee and recommended the District adopt a practice of setting the bonus
amount and then "grossing up" the payments by 13.2% of the base amount to
make the employee whole as if the bonus payments had been treated as
reportable earnings on their W -2.
Further, Mr. Puckett asked the Board to determine if such policy would be made
retroactive to the date of the bonus payments to Ms. Revak and Ms. Schmeisser,
January 1, 2000.
Director Ferryman motioned to approve a practice of determining a bonus
amount and then "grossing up" that amount by 13.2 percent and making the
payments to Ms. Revak and Ms. Schmeisser retroactive to January 1, 2000.
Director Worthington seconded. Motion carried 5 -0.
RESOLUTION NO. 2000 -637 - 2000 -2001 DISTRICT BUDGET
Mr. Puckett presented Resolution No. 2000 -637, A RESOLUTION OF THE BOARD OF
DIRECTORS OF THE COSTA MESA SANITARY DISTRICT, ADOPTING A BUDGET
FOR THE FISCAL YEAR 2000 -01.
Vice President Schafer motioned to adopt Resolution No 2000 -637 - 2000 -2001, District
Budget. Director Ferryman seconded. Motion carried 5 -0.
RESOLUTION No. 2000 -636 - 2000 -2001 INVESTMENT POLICY
Mr. Puckett presented Resolution No 2000 -636, A RESOLUTION OF THE BOARD OF
DIRECTORS OF THE COSTA MESA SANITARY DISTRICT, ADOPTING THE 2000 -01
STATEMENT OF INVESTMENT POLICY, AND AUTHORIZING THE TREASURER TO
INVEST AND REINVEST IDLE MONIES OF THE COSTA MESA SANITARY DISTRICT
IN ACCORDANCE WITH THE 2000 -01 STATEMENT OF INVESTMENT POLICY, AND
AUTHORIZING THE SAID TREASURER TO DELEGATE TO HIS DEPUTY THE
CARRYING OUT OF ANY SUCH TASKS.
Director Ferryman motioned to adopt Resolution No. 2000 - 636- 2000 -2001 Investment
Policy. Director Woodside seconded. Motion carried 5 -0.
COSTA MESA SANITARY DISTRICT Y
MINUTES • BOARD OF DIRECTORS MEETING HELD JUNE 15, 2000
• STANDARDIZED CONTAINER PROGRAM
Mr. Puckett presented a proposed trash container implementation timeline. Mr. Puckett
estimated the purchase of trash containers for the entire District to be approximately
$1,600,000.
The financial policy requires an operating reserve to be a minimum of 25 percent, or
$1,010,500. Mr. Puckett reported the current trash operating reserves in the 2001 budget
to be $2,382,936. This would leave $1,372,436 available to the District to utilize for the
purchase of trash containers while maintaining an operating reserve of 25 percent.
Mr. Puckett reported an additional transfer of $220,000 from the Sewer fund operating
reserves would need to be transferred to the Trash fund operating reserves to fully fund the
purchase price of standardized trash containers and allow the District to move forward with
implementation of this program.
Mr. Puckett recommended allowing for depreciation of the containers and possible
increased operating costs. Mr. Puckett recommended increasing the trash rates over a
five- to seven -year period to make certain the operation is self- sustaining and the District is
funding a replacement of the trash containers for damage, loss, or theft.
Mr. Puckett reported he has not yet investigated the variety of options for implementation of
is the standardized container program available to the District and their associated costs.
Vice President Schafer requested the discussion be continued at the July meeting.
Director Ferryman requested Staff investigate leasing of the containers and the possibility
of implementation in stages.
The Board directed Staff to continue their investigation from the financial and purchase
standpoint of the implementation program to be brought back to the Board for
consideration.
ATTORNEY'S REPORTS
DUTY TO INVESTIGATE SURETY
Mr. Burns presented a letter to the Board outlining Rankin v. City of Murrieta making
Districts responsible for conducting their own investigation before accepting a surety bond.
Mr. Burns reported the Court of Appeals has granted a rehearing on the case due to the
volume of concerned feedback. Mr. Burns will update the Board when the new results are
available.
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COSTA MESA SANITARY DISTRICT 10
MINUTES - BOARD OF DIRECTORS MEETING HELD JUNE 15, 2000
• LOCAL MEETINGS
INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY (ISDOC)
EXECUTIVE COMMITTEE MEETING
Vice President Schafer attended the Independent Special District of Orange
County (ISDOC) meeting and reported the Committee discussed the following:
• Resignation from CSDA of Mr. Russell Paris
• Current legislation
• June 29, 2000 Special Districts Selection Committee meeting to vote on the
open LAFCO seat
President Perry will attend the meeting and vote on the LAFCO seat and
alternate seat opening should Vice President Schafer be elected to the LAFCO
seat.
President Perry requested an alternate be named to vote on the District's behalf
should he be unable to attend the meeting.
Director Woodside motioned to appoint Director Ferryman as voting alternate at
the June 29, 2000 Special Districts Selection Committee meeting. Vice
President Schafer seconded. Motion carried 5 -0.
LOCAL AGENCY FORMATION COMMITTEE ( LAFCO)
SPECIAL DISTRICTS SELECTION COMMITTEE MEETING - THURSDAY, JUNE 29, 2000 AT
12:30
Board members Perry, Ferryman, Schafer, and Worthington are planning on
attending the Special Districts Selection Committee Meeting on June 29, 2000.
Ms. Revak will distribute a meeting reminder notice to Directors.
Vice President Schafer attended the Local Agency Formation Committee meeting
and reported the committee discussed the following:
• various annexations
• Hertzberg bill
• Don Lamm spoke
• July meeting has been canceled
Vice President Schafer provided the agenda for the Board's review.
COSTA MESA SANITARY DISTRICT I I
MINUTES - BOARD OF DIRECTORS MEETING HELD JUNE 15, 2000
• 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 the following:
• IRS
• FEMA
• Expanded flood plan map
• Affordable housing
• Transportation
• Senior center
• Election
• OCTA
• Update on the Costa Mesa Sanitary District
• Various bills
ORANGE COUNTY SANITATION DISTRICT
REGULAR MEETING - MAY 24, 2000
Director Ferryman attended the Orange County Sanitation District meeting and
• reported OCSD closed escrow on the King's County property.
Director Ferryman inquired as to the status of the City's grease ordinance.
Mr. Harriers suggested OCSD give a presentation to the District and the City of
Costa Mesa's building department.
Director Ferryman reported there would be an election of chairman in July.
WATER ADVISORY COMMITTEE OF ORANGE COUNTY (WACO)
Vice President Schafer attended the Water Advisory Committee of Orange County
meeting and reported the committee discussed the following:
Current legislature
• Orange County's 100 years of flood protection
Kelly Bill 5095
• 15- member water district
• 200 million acquisition for Prado Dam
• Joint Powers Agency
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COSTA MESA SANITARY DISTRICT 12
MINUTES - BOARD OF DIRECTORS MEETING HELD JUNE 15, 2000
COUNCIL OF GOVERNMENTS (COG)
• Vice President Schafer attended the Council of Governments meeting and reported
the Council discussed the following:
• Supporting the Marilyn Brewer bill
• Provided a list of agencies that are members
• Regional transportation plan update
• Air quality update
• Regional housing needs assessment
• Orange County COG platform
Vice President Schafer distributed notes for the Board's perusal.
CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA)
PROPOSED APPOINTMENT OF DIRECTOR SCHAFER TO BOARD OF DIRECTORS
Vice President Schafer reported, with the resignation of CSDA Director Russell C.
Paris, she is being considered for a seat on the CSDA Board of Directors.
SANTA ANA RIVER FLOOD PROTECTION AGENCY
• EXECUTIVE COMMITTEE MEETING OF MAY 25, 2000
Director Ferryman attended the Santa Ana River Flood Protection Agency
Executive Committee Meeting of May 25, 2000 and reported the committee
discussed the following:
• The release of the new flood zone map showing most of Costa Mesa is exempt
with the exception of a few small portions.
• A new Board of Directors was elected.
• Approved the budget
• State Subvention Funding
OLD BUSINESS
There was no old business discussed.
NEw BUSINESS
There was no new business discussed.
ORAL COMMUNICATIONS
• President Perry requested the July meeting be changed to a lunch meeting.
COSTA MESA SANITARY DISTRICT 13
MINUTES - BOARD OF DIRECTORS MEETING HELD JUNE 15, 2000
Director Worthington inquired as to the best date to have a summer gathering of Board
members and staff at his home. July 9, 2000, at 5:00 p.m. was determined to be the best
date for the potluck.
ADJOURNMENT
At 8:00 p.m. Vice President Schafer adjourned the meeting.
SECRC A ^Y
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