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Minutes - Board - 2000-11-09LJ • n U COSTA MESA SANITARY DISTRICT Minutes of Board of Directors Regular Meeting held November 9, 2000 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on November 9, 2000, at 6:00 p.m., in 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: Directors Absent: Art Perry, Arlene Schafer, Greg Woodside, James Ferryman. Dan Worthington absent and excused. Staff Present: Robin Harriers, Manager /Engineer; Alan Burns, Legal Counsel; Tom Fauth, Assistant Manager; Joan Revak, Clerk of the District; Mr. Puckett, Finance Director; Ron Hayes, Accountant, Finance Department, Ron Shef, District Ordinance Enforcement Officer Others Present: None. CONSENT CALENDAR -------------------------------------------------- ---------------- --------- - - -- -- On motion by Vice President Schafer and seconded by Director Woodside, the Consent Calendar was approved as presented. Motion carried 4 -0. MINUTES Approved Minutes of The minutes for the Recycling Committee meeting of October Recycling Committee 10, 2000, were approved as distributed. Meeting, October 10, 2000 Approved Minutes of The minutes for the regular meeting of October 12, 2000, Regular Meeting, were approved as distributed. October 12, 2000 COSTA MESA SANITARY DISTRICT 2 MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 9. 2000 • REPORTS MANAGER'S REPORTS Approved Occupancy Report and payment of $168,318.66 to Costa Mesa Disposal for trash collection services for November 2000 The Trash Occupancy Count documented an increase of 6 units in the occupancy report for solid waste collection as of November 1, 2000. Therefore, the total for November is 21,096. Board directed Staff to prepare a warrant for $168,318.66 to Costa Mesa Disposal on December 1, 2000, for payment for November trash collection based on the November count of 21,096. REFUNDS There were no refunds RECYCLING REPORTS Waste Diversion Report for October 2000 was received and filed Approved Contract • Payment to CR Transfer for $132,897.16 ENGINEER'S REPORTS The Waste Diversion Report for October 2000, showing a 51.44% diversion rate, was received and filed. The Board approved contract payment to CR Transfer for recycling services and disposal for the month of October 2000 in the amount of $132,897.16. Project Status Report was The Project Status Report for October 2000, was accepted received and filed. as submitted. TREASURER'S REPORTS Financial Report as of The Financial Report as of October 31, 2000, was accepted October 31, 2000, was as submitted. received and filed. Report of Monies on The Report of Monies on Deposit as of October 31, 2000, Deposit as of was accepted as submitted. October 31, 2000, was received and filed Approved Warrant 2001 -05 Warrant Resolution #CMSD 2001 -05 was approved, for November 2000, in the authorizing the President and Secretary to sign the warrant amount of $409,447.99. and instructing the Finance Department to draw a warrant • from the Costa Mesa Sanitary District General Fund in the amount of $409,447.99. COSTA MESA SANITARY DISTRICT $ MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 9, 2000 • END OF CONSENT CALENDAR 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. Hamers reported the videotaping has been completed and a team of experts is being complied to provide voiceover and technical support services to finish the video. Mr. Fauth reported he would contact the three recommended professionals. • STANDARDIZED CONTAINER PROGRAM Mr. Hamers presented a document containing a summary of the request for information responses. Mr. Hamers reported Staff would conduct a series of tests to determine the physical qualifications of each sample container. Mr. Fauth will oversee the testing process that includes crushing and dragging the containers to access their durability. Staff will be able to make a recommendation to the Board upon completion of the testing process. A special meeting will be set to discuss the findings of the physical testing of the trash containers. Director Ferryman inquired as to the method planned for disposal of trash containers currently being used by residents. Mr. Flamers stated the removal of existing containers would be part of the implementation program with residents placing them at the curb for pick up. • COSTA MESA SANITARY DISTRICT 4 MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 9. 2000 • CITY OF COSTA MESA RECYCLING PROGRAMS CURBSIDE TRASH COLLECTION Mr. Hamers reported the City's proposed amendment to Title 8 Ordinance requires multi - family residential developments to provide additional bins or more frequent service of their bins. The amendment will also require parcels with five or more residences to be serviced on site. According to a joint field study by Staff and Costa Mesa Disposal, the District has 129 of 168 parcels that can be serviced on site. The remaining 39 properties will require an exemption from the City and will continue to be serviced using curbside service. TIRE RECYCLING EVENT Mr. Hamers reported the tire recycling event was very successful, collecting 249 tires. Orange County Conservation Corps members transported the tires to a processing facility. A video recorded from an Orange County News (OCN) report was presented. • TELEPHONE BOOK RECYCLING PROGRAM WITH SCHOOLS Ms. Revak reported the 2000 Telephone Book Recycling Program is underway and will run through December 15. Bins were. placed at 26 participating schools, Orange Coast College, and City Hall. Sponsors of this year's program include: Connell Chevrolet with a $500 donation, Harbor Fair Texaco Food Mart with car wash coupons 7- Eleven donated "Slurpee" coupons and Baskin Robbins will give ice cream cone certificates for which the District will reimburse the owners $1:00 per redeemed coupon. Computer System Integrators donated $25.00 and Frank's Philadelphia donated $5.00 gift certificates. PacBell will assist the District with the cost of flyers and posters, and provide banners and publicity. Verizon reported they would not be participating this year due to a tight budget. • COSTA MESA SANITARY DISTRICT 5 MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 9, 2000 • MANAGER'S REPORTS ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT REPORTS DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT Mr. Hamers presented the ordinance enforcement summary report for the four -week period beginning September 25, 2000 and ending October 22, 2000. Mr. Shef investigated new complaints and rechecked existing ordinance complaints, reporting the results to Staff. Mr. Shef distributed 35 courtesy flyers to encourage compliance CMSD STRATEGIC PLAN MEETING WITH MIDWAY CITY SANITARY DISTRICT Midway City will be contacting the District regarding establishing a meeting date. • MEETING WITH STRATEGIC PLANNING CONSULTANT Ms. Revak distributed a list outlining Board Members availability to meet with Strategic Planning Consultant, Mr. Robert Rauch. Vice President Schafer stated she would alter her plans for February 2nd, and would be available for the meetings. The dates of February 1, 2, and 3 were set for meeting with Mr. Rauch upon confirmation of his availability by Ms. Revak. SAFETY /LOSS CONTROL COMMITTEE 3RD QUARTER SEPTEMBER 2000 MEETING 4TH QUARTER OCTOBER 2000 MEETING Mr. Hamers presented the minutes for the 3rd and 4th quarter Safety /Loss Control Committee Meeting. Vice President Schafer inquired as to the expected duration of the OCSD Sewer Transfer project. Mr. Hamers reported there are extensive studies to be done and the project would not be completed in the immediate future. • COSTA MESA SANITARY DISTRICT 6 MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 0, 2000 • COSTA MESA DISPOSAL FIELD UPDATE OF OCCUPANCY REPORT Mr. Fauth sent a letter to Mr. Ramon Rangel dated October 23, 2000, requesting Costa Mesa Disposal, Inc. prepare a plan to accomplish a verification of trash occupancy count beginning in January 2001. Mr. Fauth reported he received a response from Mr. Rangel stating they will commence the study on January 15, appoint a person to check the addresses, and estimates the project to be completed within 3 months. Mr. Fauth reported a UCI intern would be available on January 6, 2001, to assist with the program. YEARLY UPDATE OF ORANGE COUNTY TRASH COLLECTION RATES Ms. Revak reported a letter was sent to all Orange County cities on October 27, 2000, advising the District is updating the May 2000 CMSD Orange County Residential Trash Collection Survey. Recipients are requested to update their information and return the data to the District. Ms. Revak will distribute an updated survey once all responses have been received and processed. ENGINEER'S REPORTS EMERGENCY WORK • W. 18TH STREET SEWER Mr. Hamers reported that invoices for the completed work are being processed. VICTORIA STREET PUMPING STATION IOWA STREET PUMPING STATION AVIEMORE PUMPING STATION Mr. Hamers reported that construction was completed and invoices are being approved. Vice President Schafer motioned to ratify the manager's actions in the above emergency repair. Director Woodside seconded. Motion carried - unanimously. ANNIVERSARY LANE SEWER AGREEMENT Mr. Hamers presented a sample agreement allowing the District to enter someone's property to install a backflow device and diversion line. Mr. Hamers explained the agreement was prepared to allow the District to install the devices for three residences on Anniversary Lane. The Anniversary Lane residences have a history of backup when the Tustin station has a power outage. • COSTA MESA SANITARY DISTRICT 7 MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 9, 2000 • Mr. Hamers reported the properties in question are at a level lower than the sewer line, and during a power outage, the sewage runs downhill to their residences. The original builders should have put a backflow device in place. Mr. Hamers reported the agreement would allow the District to install the backflow device and give the District rights to service and maintain the device. Director Ferryman motioned to authorize the President and Secretary of the Costa Mesa Sanitary District to sign and execute the agreement for the property at 2107 Anniversary Lane. Director Woodside seconded. Motion carried unanimously. SANTA ANA AVENUE PUMPING STATION - REQUEST FOR SCREEN WALL Mr. Hamers presented a letter from Mr. Dominic Sharpe- Brash, 274 Brentwood Street, requesting a brick wall be built around the pumping station located near his home. The Board determined the City Public Works Department would need to approve a brick wall surrounding the pumping station. Mr. Hamers suggested a vegetation screen would be more appropriate. Mr. Hamers will work with Mr. Sharpe -Brash to negotiate screening the pumping station and report the outcome to the Board. ATTORNEY'S REPORTS . INCORPORATION OF COSTA MESA SANITARY DISTRICT FINANCIAL POLICIES INTO OPERATIONS CODE COSTA MESA SANITARY DISTRICT RESOLUTION NO. 2000.641 ORDERING THAT PUBLICATION OF ORDINANCE NO. 34 AMENDING THE DISTRICT'S OPERATIONS CODE TO INCORPORATE ITS FINANCIAL POLICIES HAS OCCURRED. Mr. Burns presented Resolution No. 2000 -641, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ORDERING THAT PUBLICATION OF ORDINANCE NO. 34 AMENDING THE DISTRICT'S OPERATIONS CODE TO INCORPORATE ITS FINANCIAL POLICIES HAS OCCURRED. Director Ferryman motioned to approve Resolution No. 2000 -641. Vice President Schafer seconded. Motion carried unanimously. TREASURER'S REPORTS INVESTMENT OVERSIGHT COMMITTEE MEETING - NOVEMBER 9, 2000 Mr. Puckett reported the Investment Oversight Committee Meeting was held on November 9, 2000 and will present minutes at the December regular meeting. No additional discussion was held regarding the investments. • COSTA MESA SANITARY DISTRICT 8 MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 9, 2000 • ATTORNEY'S REPORTS (REVISITED) DUTY WITH RESPECT TO ACCEPTING SURETY BONDS Mr. Burns reported the Court of Appeal has rendered its decision in Rankin v City of Murrieta after reconsidering its original opinion. The decision affirms that the District's current practice satisfies the District's duties under the law so there need not be any changes in procedures. LOCAL MEETINGS INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC) EXECUTIVE COMMITTEE MEETING - NOVEMBER 6, 2000 Vice President Schafer attended the ISDOC meeting and reported the Committee set the agenda for the November 30"' Quarterly Meeting and luncheon. QUARTERLY MEETING AND ELECTION OF EXECUTIVE COMMITTEE OFFICERS - NOVEMBER 30, 2000 Vice President Schafer requested a representative of the Board attend the • November 30th meeting to vote on behalf of the District. President Perry motioned to appoint Director Woodside as the District's representative for the November 30th ISDOC meeting and Director Ferryman alternate. Vice President Schafer seconded. Motion carried unanimously. LOCAL AGENCY FORMATION COMMITTEE ( LAFCO) Vice President Schafer reported she attended the LAFCO meeting of November 8th where the Committee discussed the future options for the El Toro Water District. A special training session workshop will be held on November 30th in Sacramento to acquaint the Technical Committee with AB2383. COSTA MESA CHAMBER OF COMMERCE LEGISLATION COMMITTEE Vice President Schafer reported she attended the Chamber of Commerce where they reviewed candidates for the election. ORANGE COUNTY SANITATION DISTRICT REGULAR MEETING - OCTOBER 25, 2000 • Director Ferryman presented the newsletter from OCSD highlighting the strategic goals and objectives. COSTA MESA SANITARY DISTRICT 9 MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 9, 2000 • Director Ferryman reported Groundwater Replenishment System workshops will be held in November and invited any interested Board member to attend. Director Ferryman reported OCSD allocated funds to the Back Bay sewer system project at Jamboree and Newport Beach Boulevard and the Sunflower Drive replacement trunk line. Director Ferryman reported a long -term flow- monitoring program was approved to add 150 monitoring stations to help determine infiltration locations. Director Ferryman provided a report on the monitoring program for the Board's perusal. Mr. Harriers presented a letter from Deirdre Hunter, Senior Environmental Specialist, County Sanitation Districts of Orange County, thanking him for speaking at the Spill Prevention and Response Workshops. WATER ADVISORY COMMITTEE OF ORANGE COUNTY (WACO) Vice President Schafer did not attend the WACO meeting for October. ORANGE COUNTY COUNCIL OF GOVERNMENTS ( OCCOG) • Vice President Schafer did not attend OCCOG due to a conflicting CSDA meeting. CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA) Vice President Schafer provided a notebook for the Board's review. The next CSDA Board meeting will be held in Napa Valley. Vice President Schafer was assigned to the Special Task Force Committee and the Conference Awards Committee. Vice President Schafer will chair the next CSDA meeting. SPECIAL DISTRICT INSTITUTE ADMINISTRATION SEMINAR - OCTOBER 26 -28, 2000 Vice President Schafer attended the seminar and distributed a notebook for the Board's perusal. Ms. Revak attended the session for Board secretaries and reported the seminar was very informative. GOVERNANCE SEMINAR - FEBRUARY 22 -23, 2001, MONTEREY, CALIFORNIA Ms. Revak reported the next Special District Governance Seminar would be held in Monterey on February 22 -23. Interested Board members will contact Ms. Revak for • reservations. COSTA MESA SANITARY DISTRICT 10 MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 9, 2000 . SANTA ANA RIVER FLOOD PROTECTION AGENCY Director Ferryman attended the Santa Ana River Flood Protection Agency meeting where they discussed the Clean Water Act recently signed by the President, awarding $18 million to local projects. OLD BUSINESS ELECTION 2000 The Board congratulated President Perry and Director Ferryman for their reelection to the Costa Mesa Sanitary District Board. Ms. Revak will administer the oath on December 1, 2000. NEW BUSINESS CMSD REGULAR MEETING - THURSDAY, DECEMBER 14, 2000 President Perry suggested Board members may want to discuss changing Board positions at the December 14, 2000 regular Board meeting. Director Woodside requested the Board change the meeting time to noon. The December 40 14, 2000 meeting was rescheduled to noon. ORAL COMMUNICATIONS The Board set December 10, 2000 for a Christmas gathering. Mr. Hamers and Board members expressed appreciation for Ms. Revak's excellent work. ADJOURNMENT At 7:22 p.m. President Perry adjourned the meeting. SECRETARY r'• •