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Minutes - Board - 2000-09-140 n U COSTA MESA SANITARY DISTRICT Minutes of Board of Directors Regular Meeting held September 14, 2000 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on September 14, 2000, at 6:00 p.m., in Council Chambers of the Civic Center, 77 Fair Drive, Costa Mesa. Vice President Schafer 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 (Arrived at 6:22 p.m.), Arlene Schafer, Greg Woodside, James Ferryman, Dan Worthington Directors Absent: 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 Finance Director; Judy Vickers, Revenue Supervisor; Ron Hayes, Accountant, Finance Department. Others Present: None. On motion by Director Ferryman and seconded by Director Worthington, the Consent Calendar was approved as presented. Motion carried 4 -0. MINUTES Approved Minutes of Special Meeting, August 7, 2000 • Approved Minutes of Recycling Committee Meeting, August 8, 2000 The minutes for the Special Meeting of August 7, 2000, were approved as distributed. The minutes for the Recycling Committee meeting of August 8, 2000, were approved as distributed. COSTA MESA SANITARY DISTRICT 2 MINUTES - BOARD OF DIRECTORS MEETING HELD SEPTEMBER 14, 2000 • Approved Minutes of The minutes for the regular meeting of August 10, 2000, Regular Meeting were approved as distributed. August 10, 2000 REPORTS MANAGER'S REPORTS Approved Occupancy The Trash Occupancy Count documented a decrease of Report and payment of 13 units in the occupancy report for solid waste collection $ 168,661.74 to Costa as of September 1, 2000. Therefore, the total for Mesa Disposal for trash September is 21,139. Board directed Staff to prepare a collection services for warrant for $168,661.74 to Costa Mesa Disposal on September 2000 October 1, 2000, for payment for September trash collection based on the September 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 a signed statement from the applicants: Approved refund Approved Refund to Donald Ward of $682.68 Parcel Address: 396 Hamilton Street . to Donald Ward Assessor's Parcel No. 419 - 172 -43 Trash Refund: $664.96 Sewer Refund: $17.72 Total Trash Refund: $682.68 Parcel using private trash service, Parcel was charged for 4 units instead of 3 units. RECYCLING REPORTS Waste Diversion Report for The Waste Diversion Report for July 2000, showing a July 2000 was received 51.07% diversion rate, was received and filed. and filed Waste Diversion Report for The Waste Diversion Report for August 2000, showing a August 2000 was received 51.37% diversion rate, was received and filed. and filed Approved Contract The Board approved contract payment to CR Transfer for Payment to CR Transfer recycling services and disposal for the month of August for $147,070.12 2000 in the amount of $147,070.12. ENGINEER'S REPORTS is Project Status Report was The Project Status Report for September 2000, was received and filed. accepted as submitted. COSTA MESA SANITARY DISTRICT MINUTES • BOARD OF DIRECTORS MEETING HELD SEPTEMBER • TREASURER'S REPORTS Financial Report as of The Financial Report as of August 31, 2000, was accepted August 31, 2000, was as submitted. received and filed. Report of Monies on Deposit as of August 31, 2000, was received and filed Approved Warrant 2001 -03 for August 2000, in the amount of $748,110.09. END OF CONSENT CALENDAR The Report of Monies on Deposit as of August 31, 2000, was accepted as submitted. Warrant Resolution #CMSD 2001 -03 was approved, authorizing the President and Secretary to sign the warrant and instructing the Finance Department to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $748,110.09. WRITTEN COMMUNICATIONS Mr. Hamers reported there were no written communications. PUBLIC COMMENTS There were no public comments made. MANAGER'S REPORTS RECYCLING COMMITTEE PUBLIC OUTREACH PROGRAM Mr. Fauth reported all the videotaping has been completed with the exception of the permitting process. Mr. Fauth reported he has added the tire drop off centers and the biofilter process to the list of items to be shown on the video. Mr. Fauth received permission from the Orange County Integrated Waste Management Board to include any or all of their videotape produced depicting landfills. Mr. Fauth will begin editing the order of the videotape as soon as possible. Mr. Fauth inquired whether the Board members had a desire to appear in the video. The Board members unanimously determined a short interview with each Board • Member would not be of interest and would "date" the tape should Board Members change. The Board determined a quick shot of a meeting "in action" would be adequate. COSTA MESA SANITARY DISTRICT 4 MINUTES - BOARD OF DIRECTORS MEETING HELD SEPTEMBER 14, 2000 • STANDARDIZED CONTAINER PROGRAM - BID OPENING Director Worthington reported samples of trash containers were in the Corporate Yard and encouraged Board Members to view the containers to acquaint themselves with the differences in construction and materials. Director Worthington reported a container manufactured from rotationally molded, crosslink, high - density polyethylene creates a container with increased longevity. Director Worthington reported the Committee determined there was enough information requiring investigation that a special meeting should be held to discuss the merits of each container and the variances in container style (handles, wheel size and material, etc.). Mr. Fauth also suggested they consider the recyclability of the containers once they reach the end of their performance period. President Perry arrived (6:22 p.m.) Mr. Burns reported one bid was found in the City's mailroom after the deadline and instructed the Board that a determination needed to be made as to whether to include the late proposal for consideration. Mr. Hamers advised the Board that prior to the bid opening deadline, staff retrieved several bids from the City Clerk's office. The Board determined a special meeting would be held on October 4, 2000, at • 12:00 p.m. to discuss whether to include the late proposal and to discuss the merits of each container. Ms. Revak will send each Board Member a set of container specifications to review prior to the special meeting. LARGE ITEM COLLECTION - FINAL REPORT Director Worthington presented the Large Item Collection Final Report and reported a total of 507 tons of Large Items was collected and taken to the landfill at a cost of $11,148.00. The District received a credit for 136.08 tons of white goods in the amount of $3,691.00, resulting in a total program cost of $7,457.00. Ms. Revak provided a chart displaying a historical perspective and cost factors on the Large Item Collection Program. Director Worthington reported the District receives an enthusiastic response from the residents regarding the Large Item Collection. TIRE RECYCLING EVENT Director Worthington reported the 3rd Annual Tire Recycling Event will take place at the Corporate Yard on October 14, 2000. 11 • • • COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD SEPTEMBER 14. 2000 5 CITY OF COSTA MESA'S 1999 ANNUAL REPORT TO INTEGRATED WASTE MANAGEMENT BOARD Director Worthington presented the City of Costa Mesa's 1999 Annual Report to Integrated Waste Management Board. Discussion was held regarding the method of percentage computation. COSTA MESA CHAMBER OF COMMERCE "2000- 2001" MAP Director Worthington reported the Costa Mesa Chamber of Commerce authorizes the production of a Costa Mesa City Map, every three to four years, containing advertising opportunities around the perimeter of the map. The last publication was in 1997. The Board discussed participation in the map advertising at a cost of $800.00. Director Worthington motioned to place an ad in the Chamber of Commerce "2000- 2001" Map at a cost not to exceed $800.00. President Perry seconded. Motion carried unanimously. SOURCE REDUCTION AND RECYCLING ELEMENT AB939 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 August 2000. The number of calls for service for scavenging are as follows: Location Calls for Service Cite /Arrest Area 1 1 0 Area II 2 0 Area III 4 0 Area IV 0 0 TOTAL 7 0 The report contained a detailed listing of the scavenging statistics. DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT Mr. Hamers presented the ordinance enforcement summary report for the five -week period beginning July 24, 2000 and ending August 27, 2000. COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD SEPTEMBER 14, 2000 • Mr. Shef investigated new complaints and rechecked existing ordinance complaints, reporting the results to Staff. Mr. Shef monitored the large item pickup areas to enforce proper disposal of approved large items. Mr. Shef contacted a gardener for a residence on Anaheim Avenue to tell him not to leave bags at the curb too early. Mr. Shef distributed 63 courtesy flyers to encourage compliance. Ms. Schmeisser reported 4 letters have been sent out to property owners requesting them to comply within 30 days or receive a citation. CMSD STRATEGIC PLAN CONTACT WITH MIDWAY CITY SANITARY DISTRICT Ms. Revak reported a meeting with Midway City had been tentatively scheduled but did not take place due to the absence of two of their Directors. Ms. Revak reported Midway City has placed an item on their September 19, 2000 agenda to set a meeting date with the District and will contact Ms. Revak to coordinate. MEETING WITH STRATEGIC PLANNING CONSULTANT Ms. Revak reported she is working with the consultant to organize the meetings into • three meetings, a session of one -on -one with each Director and two group meetings with all Directors. Ms. Revak is awaiting response from Mr. Rauch with his availability schedule. Ms. Schmeisser left the meeting (7:00 p.m.) ORANGE COUNTY EMERGENCY MANAGEMENT ORGANIZATION MEETING - ( OCEMO) SEPTEMBER 7, 2000 Mr. Hamers reported the District is a member of a 70- agency organization, Orange County Emergency Management Organization Meeting - ( OCEMO), formed to provide emergency response services. Mr. Harriers reported the organization has requested increased member participation. Mr. Fauth will attend their meetings and report back to the Board. Mr. Fauth attended a meeting with OCEMO and reported they are working on their strategic plan. Mr. Fauth reported they are attempting to make the meetings meet the needs of the members to increase the participation. Mr. Fauth reported OCEMO is focusing on four basic committees: planning, communications, administration, and training. • COSTA MESA SANITARY DISTRICT 7 MINUTES - BOARD OF DIRECTORS MEETING HELD SEPTEMBER 14, 2000 • CITY OF NEWPORT BEACH RESOLUTION OF INTENT TO REORGANIZE TERRITORY Mr. Hamers presented a resolution from the City of Newport Beach stating their intent to reorganize their territory. Mr. Hamers reported Newport Beach plans to annex the eastern portion of Santa Ana Heights, which would affect the District's trash collection but not sewer services. Mr. Hamers suggested Mr. Burns investigate the annexation and report back to the Board. Mr. Burns will inform the City of Newport Beach of the District's concerns. ENGINEER'S REPORTS EMERGENCY WORK - W. 18TH STREET SEWER Mr. Hamers reported there was an invoice that should have appeared on the August Warrant list, but was inadvertently overlooked. The invoice is on the current Warrant list. Director Ferryman motioned to ratify the invoice. President Perry seconded. Motion carried unanimously. EMERGENCY WORK - VICTORIA STREET PUMPING STATION • Mr. Hamers reported there was a small hole in a discharge pipe that has been clamped and authorization has been given to order parts to change out the spool of pipe. OCSD SPILL PREVENTION AND RESPONSE WORKSHOP 2000 - TUESDAY, SEPTEMBER 26, 2000 Mr. Hamers presented a flyer announcing a Spill Prevention and Response Workshop 2000 to be held on September 26, 2000. Mr. Hamers will be speaking at the workshop. Ms. Revak has registered six staff members to attend the workshop and will register any Board member interested in attending. CAPACITY, MANAGEMENT, OPERATIONS, AND MAINTENANCE (CMOM) SEMINAR FOR OCSD MEMBER AGENCIES Mr. Hamers reported there would be a seminar to present the proposed Capacity, Management, Operations, and Maintenance (CMOM) regulations, which may have significant impact on sewer operations. Mr. Hamers and Mr. Puckett will attend the seminar. Mr. Hamers reported the Costa Mesa Sanitary District has already instituted a number of the proposed requirements. Mr. Hamers invited interested Board • members to attend the seminar. COSTA MESA SANITARY DISTRICT 8 MINUTES - BOARD OF DIRECTORS MEETING HELD SEPTEMBER 14, 2000 • TREASURER'S REPORTS INVESTMENT OVERSIGHT COMMITTEE MEETING - SEPTEMBER 14, 2000 Ms. McKay reported the Investment Oversight Committee Meeting was held prior to the September 14, 2000 Board meeting and made herself available for further questions. Ms. McKay, Ms. Vickers and Mr. Hayes left the meeting (7:30 p.m.) ATTORNEY'S REPORTS Mr. Burns had nothing to report. LOCAL MEETINGS INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC) QUARTERLY MEETING AND ' ELECTION OF EXECUTIVE COMMITTEE OFFICERS - NOVEMBER 30, 2000 . Vice President Schafer attended the ISDOC meeting and reported ISDOC will be electing Executive Committee Officers on November 30, 2000, at the Quarterly Meeting. Vice President Schafer expressed her desire to run for the office of First Vice President of ISDOC and asked for the Board's approval. Director Woodside motioned to approve Vice President Schafer's placing her name on the ballot to run for First Vice President of ISDOC. President Perry seconded. Motion carried unanimously. Vice President Schafer provided a report to ISDOC on LAFCO, CSDA, and the Costa Mesa Sanitary District. Vice President Schafer reported ISDOC discussed SB 283 and will be conducting a technical workshop to review the bill. LOCAL AGENCY FORMATION COMMITTEE ( LAFCO) Vice President Schafer attended the LAFCO meeting and reported on a workshop regarding Aliso Viejo and Laguna Hills she attended with respect to Aliso Viejo's bid for cityhood. Vice President Schafer reported she attended a meeting to discuss the merging of Los Aliso and Irvine Ranch Water District where conditions were added to precede the annexation. I. Vice President Schafer reported she was contacted by Laguna Beach Water District representatives regarding the November 1st annexation and reported citizens COSTA MESA SANITARY DISTRICT 9 MINUTES - BOARD OF DIRECTORS MEETING HELD SEPTEMBER 14, 2000 attended a meeting in support of keeping the Laguna Beach Water District a . separate entity. The issue will be on the October LAFCO agenda. Vice President. Schafer attended a conference at CAL LAFCO and provided materials for the Board's review. COSTA MESA CHAMBER OF COMMERCE LEGISLATION COMMITTEE Vice President Schafer attended the Costa Mesa Chamber of Commerce Legislation Committee meeting on August 16, 2000 and provided an update on the Costa Mesa Sanitary District. ORANGE COUNTY SANITATION DISTRICT REGULAR MEETING - AUGUST 23, 2000 Director Ferryman reported the contract with one of the unions has been approved. Director Ferryman reported the number of closures in Huntington Beach was approximately half of what it was last year, attributed to running the urban runoff through the system. Director Ferryman reported Talbert Marsh continues to be a hot spot. WATER ADVISORY COMMITTEE OF ORANGE COUNTY (WACO) Vice President Schafer reported she did not attend the WACO meeting. ORANGE COUNTY COUNCIL OF GOVERNMENTS (OCCOG) COSTA MESA SANITARY DISTRICT MEMBERSHIP Vice President Schafer suggested the Costa Mesa Sanitary District join the Orange County Council of Governments as a regular member, and informed the Board there is no fee charged for membership. Director Ferryman motioned to approve application for membership for the Costa Mesa Sanitary District in the Orange County Council of Governments (OCCOG). President Perry seconded. Motion carried unanimously. Ms. Revak will initiate required paperwork. CSDA BOARD OF DIRECTORS MEETING - AUGUST 11, 2000 - SACRAMENTO Vice President Schafer attended her first meeting as a CSDA Director in • Sacramento and reported it was well attended. Vice President Schafer is the only representative from Orange County. Vice President Schafer reported there would be a meeting in Monterey with three entities to discuss combining their efforts to help special districts. COSTA MESA SANITARY DISTRICT 10 MINUTES - BOARD OF DIRECTORS MEETING HELD SEPTEMBER 14. 2000 • BOARD OF DIRECTORS ELECTION 2000 Vice President Schafer reported Mr. Harry Ehrlich of the Olivenhain Municipal Water District, is running for office and stated she was in favor of his reelection. Mr. Hamers reported the voting would be by mail and the Board should make a determination of which candidate to support. Director Ferryman motioned to support the election of Mr. Harry Ehrlich. President Perry seconded. Motion carried unanimously. SANTA ANA RIVER FLOOD PROTECTION AGENCY DUES FOR FISCAL YEAR 2000/2001 . $1,400.00 Director Ferryman reported dues for SARFPA, in the amount of $1,400, were due for fiscal year 2000/2001. President Perry motioned to approve the payment of dues in the amount of $1,400 to Santa Ana River Flood Protection Agency (SARFPA). Director Woodside seconded. Motion carried unanimously. OLD BUSINESS . CLAIM - LYDIA GOODELL - 2107 ANNIVERSARY LANE Mr. Hamers presented an invoice for $500 representing the District's deductible on a claim from Lydia Goodell for damage to carpeting due to a sewer spill. Director Ferryman motioned to approve payment of the $500 deductible. President Perry seconded. Motion carried unanimously. ELECTION 2000 Ms. Revak reported Directors Perry and Ferryman have filed their forms for candidacy in addition to Mr. Douglas Scribner, a teacher. Director Ferryman will be holding a rally on October 5 at his home and invited all Board members and Staff to attend. NEW BUSINESS There was no new business discussed. ORAL COMMUNICATIONS Discussion was held regarding whether to have the agenda state "Oral Communications" • or "Board Member Comments" and the determination was made to remain with "Oral Communications." COSTA MESA SANITARY DISTRICT 11 MINUTES • BOARD OF DIRECTORS MEETING HELD SEPTEMBER 14, 2000 Vice President Schafer reported she went to a Solid Waste Association of Orange County • meeting and reported it was well attended. Director Worthington reported he felt the video that Mr. Fauth was working on would benefit many other special districts and suggested the District plan to make it available to them. Mr.. Hamers reported Staff appreciates the Board and their direction and feels a good choice was made in hiring of Mr. Fauth. Mr. Hamers also commended Ms. Revak for her efficient and productive executive -level work. Vice President Schafer commended Ms. Revak for keeping the Board updated with newspaper articles. ADJOURNMENT At 8:08 p.m. Vice President Schafer adjourned the meeting. SECRETA Y , •