Minutes - Board - 2000-07-13n
U
•
COSTA MESA SANITARY DISTRICT
Minutes of Board of Directors Regular Meeting held July 13, 2000
CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary
District met in regular session on July 13, 2000, at
12:00 noon, in Room 5A of the Civic Center, 77 Fair
Drive, Costa Mesa.
President Perry called the meeting to order at 12:00 noon.
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; Tom Fauth, Assistant
Manager; Joan Revak, Clerk of the District;
Dawn Schmeisser, Assessment Specialist;
Nita McKay, Assistant Treasurer; Ron
Hayes, Accounting; Ron Shef, District
Ordinance Enforcement Officer.
Others Present: None
Mr. Hamers introduced Mr. Tom Fauth, the new Assistant Manager of the District.
Mr. Hamers gave a brief description of Mr. Fauth's qualifications and background.
Mr. Hamers reported Mr. Fauth has assumed the Media One project and has begun
working on the standardized trash containers project and other projects for the District.
Mr. Hamers commended Mr. Fauth's organizational skills and stated Mr. Fauth has
already begun shouldering some of the load that Staff has had to carry since the
Assistant Manager position has been vacant.
CONSENT-CALENDAR
------------------------------------------------- ------ ---- ---- ------- ---- - - - - --
President Perry reported item 10, the Warrant Register for July 2000, would be reduced
from $409,461.32 to $409,081.32 with adjustment to payment from Manhole Adjusting, Inc.
from 17 manhole adjustments to 15 adjustments, causing a reduction of $380.00. Director
• Worthington requested item 8, Preliminary Financial Report as of June 30, 2000 be pulled
for discussion.
COSTA MESA SANITARY DISTRICT 2
MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 13, 2000
Director Ferryman requested a clarification of the finance report, focusing on the revenue
• versus expenses.
Ms. McKay left the meeting to retrieve further information and the Consent Calendar was
tabled.
WRITTEN COMMUNICATIONS
Ms. Revak reported there were no written communications.
PUBLIC COMMENTS
There were no public comments made.
MANAGER'S REPORTS
RECYCLING COMMITTEE
SURVEY OF ORANGE COUNTY TRASH HAULING PROGRAMS
Director Worthington reported Mr. Fauth attended the Recycling Committee
meeting.
Ms. Revak reported the Costa Mesa Sanitary District survey on Orange County
•
Residential Trash Collection was distributed to the participating cities along with a
letter explaining the District plans to update the survey on a yearly basis and will be
contacting them again in September 2000 to obtain the 2000 -2001 rates.
Mr. Hamers reported he was contacted by Jan Goss of the Orange County
Integrated Waste Management Department, inquiring as to the arrangements for
Santa Ana Heights trash hauling. Mr. Hamers explained to her that in 1989 an
agreement was reached to continue to provide curbside service to small multi - family
and single - family residences. Mr. Hamers reported the County is reexamining the
program due to multiple haulers providing service without regard to the County
franchising.
Ms. Goss will contact Ms. Revak to provide the countywide collection rates, and Ms.
Revak will mail a copy of the District survey to Ms. Goss.
PUBLIC OUTREACH PROGRAM
Mr. Fauth reported he met with Media One to review the videotape taken to date.
Mr. Fauth reported videotape has been taken of CR Transfer, a collection of
Household Hazardous Waste, large item pickup, and code enforcement. Mr. Fauth
stated the goal is to produce a 30 -45 minute tape to educate customers, schools,
is citizens, and legislators.
COSTA MESA SANITARY DISTRICT 3
MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 13, 2000
• Mr. Fauth developed a preliminary outline of topics to be covered to include an
overview of the Costa Mesa Sanitary District, responsibilities of the Board and
Manager /Engineer, definitions of the mandates, residential versus commercial
collection, generation, diversion, and disposal, Costa Mesa history and the future,
and where the District wants to go including the semi automated and automated
collection process and standardized containers. The video will look at the standard
services offered by the District as well as the special services and promote the web
site.
Mr. Fauth is scheduling Media One to film the Sharps program and telephone book
collection program. Mr. Fauth is finalizing his outline and devising a theme to unify
the video. Mr. Fauth will then begin to develop the dialog to accompany the tape.
Mr. Fauth will also research to obtain any additional resources such as brochures or
currently existing videotape.
Vice President Schafer requested Mr. Fauth stress that the District is a separate
entity from the City of Costa Mesa.
STANDARDIZED CONTAINER PROGRAM
Mr. Hamers reported Staff, as directed by the Board at the June meeting, has held
meetings with Raul and Ramon Rangel, and investigated container pricing,
• container material, and programs currently being used in other cities. Mr. Hamers
reported Staff is still conducting research, but is very close to being able to put out
an RFP to container manufacturers.
Mr. Hamers stated Staff will prepare a fact sheet for Board members listing all the
advantages afforded the District by using standardized containers.
Staff will continue to finalize their research and return to the Board with their
recommendations.
LARGE ITEM COLLECTION
Ms. Revak reported the Large Item Collection Program began on June 19 and will
run through the week of August 21, 2000. A total of 130.46 tons were collected
during the first three weeks of the program at a cost of $2,869.00. The white goods
recycled during this three -week period totaled 28.34 tons, and garnered the District
a credit of $805.49.
Upon completion of the program, Ms. Revak will provide a comparison between the
current program and prior years collections.
Director Worthington requested the comparison reports be presented on a more
• frequent basis to better track the program.
COSTA MESA SANITARY DISTRICT 4
MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 13. 2000
• CONSENT CALENDAR (REVISITED)
Ms. McKay returned to the meeting and provided further information. Discussion was held
regarding revenue versus expenses for the trash collection.
A special meeting was requested to further explore the preliminary numbers.
Ms. McKay reported the finance department will prepare a financial report, including.the
closing entries, showing the split between the trash and sewer operation funds.
A special meeting was set for Monday, August 7, 2000, at 10:00 a.m. to discuss the
finance report.
On motion by Vice President Schafer and seconded by Director Woodside, the Consent
Calendar was approved with modification to the payment to Manhole Adjusting, Inc.
modified from $2,907.00 with a $323.00 retention to $2,850.00 with no retention (reduction
of $380.00) making the total of the warrant list $409,081.32, and that a special meeting on
August 7, 2000, at 10:00 a.m. will be held to further discuss the financial report before its
approval. Motion carried 5 -0.
MINUTES
• Approved Minutes of
Recycling Committee
Meeting,
June 13, 2000
Approved Minutes of Study
Session
June 13, 2000
Approved Minutes of
Regular Meeting
June 15, 2000
REPORTS
MANAGER'S REPORTS
Approved Occupancy
Report and payment of
$ 163,883.61 to Costa
Mesa Disposal for trash
collection services for
• July 2000
The minutes for the Recycling Committee meeting of June
13, 2000, were approved as distributed.
The minutes for the study session of June 13, 2000, were
approved as distributed.
The minutes for the regular meeting of June 15, 2000, were
approved as distributed.
The Trash Occupancy Count documented an increase of 1
unit in the occupancy report for solid waste collection as of
July 1, 2000. Therefore, the total for July is 21,146. Board
directed Staff to prepare a warrant for $163,883.61 to Costa
Mesa Disposal on August 1, 2000, for payment for July trash
collection based on the July count of 21,146.
COSTA MESA SANITARY DISTRICT 5
MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 13, 2000
• REFUNDS
RECYCLING REPORTS
Waste Diversion Report
June 2000 was received
and filed.
Approved Contract
Payment to CR Transfer
for $149,887.80
ENGINEER'S REPORTS
There were no refunds requested.
The Waste Diversion Report for June 2000 showing a 51.63
percent diversion rate was received and filed.
The Board approved contract payment to CR Transfer for
recycling services and disposal for the month of June 2000 in
the amount of $149,887.80.
Project Status Report was The Project Status Report for July 2000, was accepted as
received and filed. submitted.
TREASURER'S REPORTS
Financial Report as of
June 30, 2000, was tabled
• for further discussion
Report of Monies on
Deposit as of
June 30, 2000, was
received and filed
•
The Financial Report as of June 30, 2000, was tabled for
further discussion at the August 7, 2000 Special Meeting.
The Report of Monies on Deposit as of June 30, 2000, was
accepted as submitted.
Approved Warrant 2001 -01 Warrant Resolution #CMSD 2001 -01 was approved,
for July 2000, in the authorizing the President and -Secretary to sign the warrant
amount of $409,081.32. and instructing the Finance Department to draw a warrant
from the Costa Mesa Sanitary District General Fund in the
amount of $409,081.32.
EN-D OF-CONSENT CALENDAR
---------------------------------------------------- --- --- --------------- -- - - --
COSTA MESA SANITARY DISTRICT
MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 13. 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 June 2000. The number of calls for service for scavenging are as follows:
Location Calls for Service Cite /Arrest
Area 1
0
1
Area II
2
1
Area III
8
1
Area IV
0
0
TOTAL
10
3
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 five -
week period beginning May 22, 2000, and ending June 25, 2000,
Mr. Shef investigated new complaints and rechecked existing ordinance
complaints, reporting the results to Staff. Mr. Shef reported the WAIG area
was continually monitored during this period. Mr. Shef reported he has
noticed approximately the same volume of white goods as in previous years.
Mr. Shef reported he has noted more "clean -up" debris from remodeling.
Mr. Shef reported he was frustrated with the lack of police assistance in
apprehending repeat offenders. Mr. Burns advised Mr. Shef that a criminal
complaint can be mailed and arraignment can be set by letter utilizing
photographic evidence and a detailed information packet.
Mr. Burns will advise Mr. Shef and Ms. Schmeisser on the criminal complaint
process.
Mr. Shef distributed 73 courtesy flyers to encourage compliance.
•
COSTA MESA SANITARY DISTRICT 7
MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 13. 2000
• CMSD STRATEGIC PLAN
Mr. Hamers inquired as to when the Board would like to set up the initial
meeting for the Costa Mesa Sanitary District Strategic Plan. The Board
determined September would be a good month to begin the process.
UPDATE ON COSTA MESA DISPOSAUCLEANER BURNING ENGINES
Mr. Hamers reported he received a letter from Costa Mesa Disposal, Inc.
dated June 14, 2000, stating that all Costa Mesa Disposal trucks used to
service Costa Mesa have been tested for emissions and are in compliance.
The testing was completed by Truck Lubrication Company, Inc. and will be
repeated on a six -month basis.
Mr. Hamers reported receipt of a letter from Raul Rangel in response to his
letter to Costa Mesa Disposal inquiring of the use of alternative fuel for the
trucks. Mr. Rangel reported the current regulations require any business
with fifteen or more diesel trucks to begin replacing them with trucks that
burn alternative fuel. Costa Mesa Disposal currently operates twelve diesel
trucks, exempting them from the requirement.
Upon investigation, Mr. Rangel determined it would cost approximately
• $60,000 per truck to modify them for alternative fuel. Mr. Range[ reported
they will begin replacement of their current trucks in approximately two years,
and are considering the purchase of alternative fuel trucks at that time.
ENGINEER'S REPORTS
EMERGENCY WORK - W. 18TH STREET SEWER
Mr. Hamers reported the work on 18th Street required by the City of Costa Mesa
has been completed, however, a final reconciliation of costs is forthcoming.
PROJECT 129 - BRISTOL STREET PUMPING STATION
THREE -PARTY AGREEMENT AMENDMENT
Mr. Hamers reported a three -party agreement is on file with the County between
The Orange County Development Agency, the Costa Mesa Sanitary District, and
the City of Newport Beach. Mr. Hamers reported the amendment has been
reviewed by both himself and Mr. Burns and recommends approval. Director
Woodside motioned to approve Amendment No 1 to Agreement No. D96 -162.
Director Ferryman seconded. Motion carried unanimously.
•
COSTA MESA SANITARY DISTRICT 8
MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 13. 2000
. PROJECT 162 - USE OF ENZYMES FOR THE GREASE AND ODOR CONTROL
Mr. Harriers reported the billing from Ennix Bio Service would normally appear on
the warrant list as it is a routine item, but arrived too late for inclusion.
Mr. Harriers reported the enzyme is working very well and recommended
payment of $2,250.00.
Director Ferryman motioned to approve payment to Ennix Bio Service in the
amount of $2,250.00. Vice President Schafer seconded. Motion carried 5 -0.
TREASURER'S REPORTS
RESOLUTION No, 2000 -638 - ADOPTING FINANCIAL POLICIES FOR THE 2000 -2001
FISCAL YEAR
Ms. McKay presented Resolution No. 2000 -638, A RESOLUTION OF THE BOARD
OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ADOPTING
FINANCIAL POLICIES FOR THE 2000 -2001 FISCAL YEAR.
Vice President Schafer motioned to adopt Resolution No. 2000 -638. Director
Woodside seconded. Motion carried unanimously.
• ATTORNEY'S REPORTS
RECENT CASES OF INTEREST
Mr. Burns reported there were two recent cases of interest he wanted to bring to the
Board's attention.
The first case concerned a wrongful bid award. In Kajima v MTA, a determination
was made that MTA improperly calculated points given for the use of disadvantaged
minority subcontractors, resulting in incorrectly awarding the bid to another
company. Kajima sued for damages including $93,400 for bid preparation
expenses, $1,298.589 in unabsorbed overhead expenses, $350,000 in lost profits
and $139,829 in prejudgment interest. Kajima was awarded the damages for bid
preparation and MTA appealed. The Supreme Court held that an unsuccessful
bidder wrongly denied a contract by a public entity can be awarded its costs in
preparing the bid, but not its lost profits.
The second case concerned Pacific Bell v City of San Diego, and the Court of
Appeal determined that a public entity is strictly liable for inverse condemnation
damages. The City's water pipe burst due to corrosion, making the City liable
although it was not negligent.
•
COSTA MESA SANITARY DISTRICT 9
MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 13, 2000
• LOCAL MEETINGS
INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC)
EXECUTIVE COMMITTEE MEETING
Vice President Schafer attended the ISDOC meeting and reported she was not
elected to the LAFCO board and will retain her position as an alternate.
Vice President Schafer reported ISDOC voted to back her on her CSDA
nomination.
LOCAL AGENCY FORMATION COMMITTEE ( LAFCO)
SPECIAL DISTRICTS SELECTION COMMITTEE MEETING - THURSDAY, JUNE 29, 2000
Vice President Schafer attended the June 29th LAFCO meeting and reported the
Committee discussed the following:
• Laguna Hills /Aliso Viejo vying for two pieces of property, a residential section
and Laguna Hills Mall.
• Seventy unincorporated islands must be annexed to surrounding cities.
• COSTA MESA CHAMBER OF COMMERCE LEGISLATION COMMITTEE
Vice President Schafer attended the Costa Mesa Chamber of Commerce
Legislation Committee meeting and presented a report on the services the Costa
Mesa Sanitary District is currently providing the residents of the City.
ORANGE COUNTY SANITATION DISTRICT
REGULAR MEETING - JUNE 28, 2000
Director Ferryman attended the June 28th meeting where an election was held.
Director Ferryman reported Norman Eckenrode won for Chairman and Peter Green
for Vice Chairman.
Director Ferryman reported the Committee approved the Guidance Review
Committee's recommendation for infiltration reduction.
Director Ferryman reported an ad hoc committee has been formed to study urban
runoff diversion and formulate a policy.
Director Ferryman presented the final EIR on the Santa Ana River pipe
• replacement.
COSTA MESA SANITARY DISTRICT 10
MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 13, 2000
WATER ADVISORY COMMITTEE OF ORANGE COUNTY (WACO)
• Vice President Schafer attended the WACO meeting and reported they discussed
water quality and legislative bills. Vice President Schafer presented her notes from
the meeting for the Board to review.
COUNCIL OF GOVERNMENTS (COG)
Vice President Schafer did not attend the COG meeting.
CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA)
APPOINTMENT OF DIRECTOR SCHAFER TO BOARD OF DIRECTORS
Vice President Schafer reported she was elected to the CSDA Board of Directors.
The term of this seat will expire in 2001. Vice President Schafer will attend her first
CSDA Board of Directors meeting on August 11, 2000 in Sacramento.
Vice President Schafer will provide Staff with a calendar of the dates she will be
required to be in Sacramento.
Costa Mesa Sanitary District will purchase the flight ticket for Vice President Schafer
and the invoice will then be submitted to CSDA for reimbursement.
• SANTA ANA RIVER FLOOD PROTECTION AGENCY
EXECUTIVE COMMITTEE MEETING OF JUNE 22, 2000
Director Ferryman reported he was elected to the Executive Board. Director
Ferryman reported the subvention fund is on track, and the Santa Ana River Flood
Protection Agency is beginning to purchase land behind Prado Dam.
Director Ferryman reported that there are still areas of Fountain Valley, Huntington
Beach, and Westminster that are still in the flood zone despite the completion of
Prado Dam.
SPECIAL DISTRICT INSTITUTE
SPECIAL DISTRICT ADMINISTRATION SEMINAR - OCTOBER 26 -27, 2000, AND BOARD
SECRETARIES WORKSHOP - OCTOBER 28, 2000, ANAHEIM
Mr. Harriers reported the Special District Administration is conducting a Board
Secretaries Workshop to be held on October 28, 2000 at the DoubleTree Hotel in
Anaheim. Ms. Revak will attend the Workshop.
• Directors will notify Ms. Revak if they are interested in attending the seminar to be
held October 26 - 27, 2000.
r 1
U
11
`J
COSTA MESA SANITARY DISTRICT 11
MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 13, 2000
OLD BUSINESS
There was no old business discussed.
NEW BUSINESS
SDRMA RENEWAL CONTRIBUTION IN THE AMOUNT OF $35,737.76
Mr. Hamers presented the SDRMA renewal contribution in the amount of $35,737.76.
Director Ferryman motioned to approve payment to SDRMA in the amount of $35,737.76.
Director Worthington seconded. Motion carried 5 -0.
ORAL COMMUNICATIONS
Director Worthington suggested the Board consider meeting with Midway City Sanitary
District Board to view their facilities and discuss their approach to different subjects as a
precursor to the Costa Mesa Sanitary District development of a strategic plan. Director
Worthington reported Midway City's volume is similar to Costa Mesa Sanitary District's and
they have instituted many programs that the Board would be interested in. Staff will
contact Midway City to discuss possible meeting dates.
ADJOURNMENT
SECIR-
At 2:00 p.m. President Perry adjourned the meeting.
Approximately 30 seconds after adjournment, with all members still in the room,
Director Ferryman motioned to reconsider adjournment. Vice President Schafer
seconded. Motion carried unanimously.
The meeting time for the special meeting to discuss the financial report on August 7,
2000 was changed from 10:00 a.m. to 9:30 a.m. on August 7, 2000.
Vice President Schafer motioned to adjourn the meeting. Director Ferryman
seconded. Motion carried unanimously.
At 2:02 p.m. President Perry adjourned the meeting.
i
PRESIDENT