Minutes - Board - 2001-05-100
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
Mav 10. 2001
CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary
District met in regular session on May 10, 2001, at
6:00 p.m., in Room 1 -A of the Civic Center, 77 Fair
Drive, Costa Mesa.
President Schafer called the meeting to order at 6:00 p.m.
Director Perry led the Pledge of Allegiance.
Vice President Woodside gave the invocation.
ROLL CALL:
CONSENT CALENDAR
Directors Present: Arlene Schafer, Greg Woodside, Art Perry,
James Ferryman, Dan Worthington
Directors Absent: None.
Staff Present: Robin Flamers, Manager /Engineer; Alan
Burns, Legal Counsel; Tom Fauth, Assistant
Manager; Joan Revak, Clerk of the District;
Marc Puckett, Finance Director; Dawn
Schmeisser, Assessment Specialist; Ron
Shef, District Ordinance Enforcement
Officer.
Others Present: None
Director Worthington initiated discussion regarding the decrease in the Occupancy Count.
Mr. Hamers reported the Costa Mesa Sanitary District provided the previous count to
Costa Mesa Disposal based on what was determined at the time to be a very accurate field
• count. Mr. Flamers reported Mr. Fauth has devised a system of checks and rechecks to
assure the accuracy of the current count.
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COSTA MESA SANITARY DISTRICT
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MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
• �ObovxROxx MAY 10, 2001
PAGE
Director Worthington suggested the Board consider having Costa Mesa Disposal mitigate
the rental fees of existing containers for residents at the end of the standardized container
distribution schedule.
Ms. Revak reported she inquired as to the number of residents currently renting containers
and will have the information by May 15.
Vice President Woodside stated he felt the rental of containers by residents and the
distribution of the new standardized containers were separate issues.
Vice President Woodside requested further information regarding the number of rental
containers versus the overcount.
The Board directed Staff to investigate and provide additional information at the next Board
meeting.
On motion by Secretary Perry and seconded by Vice President Woodside, the Consent
Calendar was approved as presented. Motion carried 5 -0.
• MINUTES
Approved Minutes of
Recycling Committee
Meeting,
April 10, 2001
Approved Minutes of
Investment Oversight
Committee Meeting
April 12, 2001
Approved Minutes of
Regular Meeting
April 12, 2001
Approved Minutes of
Special Meeting
April 26, 2001
•
The minutes for the Recycling Committee meeting of
April 10, 2001, were approved as distributed.
The minutes for the Investment Oversight Committee
Meeting of April 12, 2001 were approved as distributed.
The minutes for the regular meeting of April 12, 2001, were
approved as distributed.
The minutes for the Special Meeting of April 26, 2001, were
approved as distributed.
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COSTA MESA SANITARY DISTRICT
era a MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
• ��..a,, �' MAY 10, 2001
PAGE 3
REPORTS
MANAGER'S REPORTS
REFUNDS
OCCUPANCY REPORT
Approved Occupancy
Report and payment of
$167,433.02 to Costa
Mesa Disposal for trash
collection services for
May 2001
No refunds requested
The Trash Occupancy Count documented a decrease of 31
units in the occupancy report for solid waste collection as of
May 1, 2001. Therefore, the total for May is 20,985. Board
directed Staff to prepare a warrant for $167,433.02 to Costa
Mesa Disposal on June 1, 2001, for payment for May trash
collection based on the May count of 20,985.
RECYCLING REPORTS
Waste Diversion Report for The Waste Diversion Report for April 2001 was not received.
April 2001 was not
received.
Approved Contract The Board approved contract payment to CR Transfer for
Payment to CR Transfer recycling services and disposal for the month of April 2001 in
for$ 137,176.18 the amount of $ 137,176.18, subject to receipt of the Waste
Diversion Report for April 2001.
ENGINEER'S REPORTS
Project Status Report was The Project Status Report dated May 2001, was accepted
received and filed. as submitted.
TREASURER'S REPORTS
Financial Report as of The Financial Report as of April 30, 2001, was received and
April 30, 2001, was filed.
received and filed.
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Report of Monies on
Deposit as of
April 30, 2001, was
received and filed
Approved Warrant 2001 -11
for May 2001, in the
amount of $580,794.17
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
MAY 10, 2001
PAGE
The Report of Monies on Deposit as of Apri10, 2001, was
received and filed.
Warrant Resolution #CMSD 2001 -11 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 $580,794.17.
END OF-CON-SENT CALENDAR
--------------------------------------------------------- ----- ----------- - - - - --
WRITTEN COMMUNICATIONS
• Mr. Hamers.reported no written communications were received.
PUBLIC COMMENTS
There was no public in attendance, no comments received.
MANAGER'S REPORTS
RECYCLING COMMITTEE
PUBLIC OUTREACH PROGRAM
COSTA MESA SANITARY DISTRICT'S "WORKING FOR YOU" VIDEO
Director Worthington reported the Committee discussed providing the Costa Mesa
Sanitary District "Working for You" on both videotape and CD -ROM due to the
greater access to computers than a videotape player and television set. The CD-
ROM cost per unit is $2.00 and the videotape is $3.00 per unit.
Director Worthington motioned to approve the content of the video and payment of
$1,644.75 to Monitor Video Productions for 250 videotapes ($750), 300 CD -ROM
• ($600), and one CD -ROM Master ($180), and tax ($114.75). Director Ferryman
seconded. Motion carried unanimously.
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
MAY 10, 2001
PAGE
PUBLIC AWARENESS PROGRAM OF DISTRICT'S SEWER FACILITIES
Director Worthington reported Mr. Hamers initiated an investigation into District
sewer spills and confirmed grease as being the major contributing factor. Director
Worthington reported the Grand Jury has made the same determination.
Mr. Hamers reported an item on the state of the District's sewer system was
included in the City's quarterly newsletter.
COSTA MESA SANITARY DISTRICT NEWSLETTER
Ms. Revak reported the Costa Mesa Sanitary District newsletter was distributed to
residents. Board members received very positive feedback from residents and
former Directors regarding the content of the newsletter.
The frequency of producing newsletters was discussed and Mr. Burns suggested
action on this item be included in the next regular Board meeting agenda.
• Director Worthington suggested Board members consider making themselves
available to provide speeches about recycling and other topics at various functions.
Mr. Hamers reported Staff is compiling a list of possible speech opportunities that
will be presented for review at the next Recycling Committee Meeting. President
Schafer suggested the Board develop a commendation for distribution on behalf of
the District. Mr. Burns suggested the Board consider developing a proclamation.
Mr. Hamers will prepare examples for the Board to review.
INFORMATION TO COSTA MESA CITY COUNCIL
Mr. Hamers provided a copy of a letter that was distributed to City Council
announcing the approved standardized trash container program with copies of the
Notification Flyer, the Benefits List, the new Trash Collection Regulations, and the
Spring 2001 Costa Mesa Sanitary District Newsletter.
CATHODE RAY TUBE (CRT) LANDFILL DISPOSAL
Director Worthington reported the State Department of Toxic Substances Control
and the California Integrated Waste Management Board declared CRTs (cathode
ray tube as in television sets and computer monitors) are a hazardous waste and
therefore cannot be disposed of in solid waste landfills.
• Director Worthington suggested the Board develop a flyer for distribution to
residents by Mr. Shef informing them of where to call to have CRTs collected.
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
MAY 10, 2001
PAGE
PUBLIC SERVICES EMERGENCY EXPO - MAY 20, 2001
Director Worthington reported the Public Services Emergency Expo will be held on
Sunday, May 20, 2001 in the Corporation Yard. Director Worthington reported the
District will host a booth.
STANDARDIZED CONTAINER PROGRAM
PROGRESS REPORT
Mr. Hamers reported everything is on target for a July 2, 2001 rollout of the
first new standardized containers.
Director Worthington reported the Committee discussed displaying signage
on the Costa Mesa Disposal trucks to educate the public about the new
. standardized containers.
SPECIAL MEETING - APRIL 26, 2001
The agreement with Roto Industries for the purchase of containers and the
agreement with Costa Mesa Disposal for the implementation program were
approved at the Special Meeting on April 26, 2001.
CITY OF COSTA MESA RECYCLING PROGRAMS
CURBSIDE TRASH COLLECTION
Director Worthington reported a Hold Harmless Agreement was prepared
and mailed to owners of facilities with five or more housing units now
requiring trash service on private property rather than curbside or in alleys.
To date, 40 out of 48 property owners have refused to sign the Hold
Harmless Agreement.
Mr. Hamers reported Staff has prepared a letter reporting the outcome of the
Hold Harmless Agreement response to Mr. Bill Morris for President Schafer's
signature.
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
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MAY 10, 2001
PAGE
ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT REPORTS
POLICE REPORT
Mr. Hamers presented a memorandum providing the statistics for the month
of April 2001. The number of calls for service for scavenging is as follows:
Location Calls for Service Cite /Arrest
Area 1
0
0
Area II
0
0
Area III
2
1
Area IV
0
0
TOTAL
2
1
DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT
Mr. Hamers presented the ordinance enforcement summary report for the
four -week period beginning March 26, 2001 and ending April 22, 2001.
Mr. Shef distributed 30 courtesy flyers to encourage compliance.
Ms. Schmeisser left the meeting - 6:45 p.m.
CMSD STRATEGIC PLAN
REVIEW OF FIRST YEAR ACTION ITEMS
Mr. Hamers presented the summary of the Strategic Plan.
ITEM 2.2 - OFFICE SPACE AND LOCATION
OFFICE SPACE SUB - COMMITTEE
Mr. Hamers reported a meeting is scheduled with Bill Morris on May
21, 2001 to resolve office space issues.
ITEM 1.2 PROPERTY TAX ALLOCATION
The item was tabled.
ITEM 1.4 - ANALYSIS OF DISTRICT'S ELECTRICAL COSTS
The item was tabled.
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` MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
• V 'eroXn� MAY 10, 2001
PAGE
ITEM 2.3 - PREVENTING SEWER SPILLS
ORANGE COUNTY GRAND JURY REPORT "SEWAGE SPILLS, BEACH
CLOSURES, TROUBLE IN PARADISE"
PROPOSED RESTAURANT GUIDE FOR GREASE CONTROL
At the suggestion of Vice President Woodside, Mr. Hamers held a
meeting with field crew, office staff and Directors Schafer and
Woodside to discuss the prevention of sewer spills. The group
determined the major contributing factor to be grease.
A brochure is being developed to educate restaurant owners of the
grease problem and a survey of the restaurants being conducted to
determine who has grease interceptors and the maintenance
schedule for those interceptors.
Mr. Hamers reported the brochure will be completed and given to Mr.
Shef to distribute door -to -door to the restaurants and made available
• as a handout at the District office.
SURVEY OF LOCAL RESTAURANTS
Mr. Hamers reported 157 restaurants were surveyed and 65 percent
of those have grease traps. Of the restaurants having grease traps,
39 percent perform regular sewer maintenance on the traps. Of the
35 percent without grease traps, 22 percent perform regular sewer
lateral line maintenance.
Mr. Hamers reported the Grand Jury has completed an investigation
into the cause of sewer spills and also determined the cause to be
grease.
Mr. Hamers reported the City of Costa Mesa apparently has
jurisdiction as to whether or not grease interceptors are a requirement
for restaurants. Mr. Hamers reported Staff requested Mr. Burns to
develop an opinion on overlapping jurisdictions to enable the District
to enforce the implementation of a District -wide grease ordinance.
Mr. Hamers reported Mr. Allan Roeder, City Manager, is investigating
• the grease interceptor requirement based on the Water District,
Sanitary District, City Liaison Committee meeting.
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
• �ero.Nr°- MAY 10, 2001
PAGE
Mr. Burns is in the process of completing his research but reported
the District can adopt and enforce an ordinance to require grease
interceptors. Mr. Burns is investigating related sub issues and will
provide his report soon. Mr. Hamers reported the District is required
to reply to the Grand Jury within 90 days.
ITEM 5.1 - OFFICE STAFFING
Mr. Fauth reported Vivian Cayme, an Apple One temp, has been with the
District for the last few months. Mr. Fauth reported Ms. Cayme has been
very helpful in compiling the information on restaurant grease interceptors
and assisting in other clerical duties.
REPORT FROM RAUCH COMMUNICATIONS
Mr. Flamers reported Staff has not yet received the report.
COSTA MESA DISPOSAL FIELD UPDATE OF OCCUPANCY REPORT
• Mr. Fauth reported the checks and balances system is running smoothly. All routes
have been completed. Ms. Schmeisser will work with Ms. Chen to resolve the
remaining 20 to 25 issues.
DISTRICT SPOKESPERSON
DESIGNATE SPOKESPERSON
REPORTS TO THE BOARD IN ADVANCE OF MEDIA COVERAGE
Mr. Flamers reported the District had previously discussed appointing a District
Spokesperson for sensitive issues, however, a check of the Minutes disclosed
action had not been taken.
Mr. Harriers advised the Board that Staff has always made it a priority to keep the
Board informed during day -to -day issues as well as emergency situations. This
information, along with the intended course of action to mitigate the emergency
situation, is provided to Board members to enable them to discuss any particular
incident with the public. Mr. Flamers suggested the Board might want to consider
setting up a formal policy.
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
MAY 10, 2001
PAGE 10
The District Spokesperson would offer "one voice" to the public to inform them of the
Board's actions or direct the question to the Board member most appropriate to
handle the inquiry. Board members may defer questions to the District
Spokesperson at their discretion. Individual Board members would keep the District
Spokesperson apprised of information given to the public and it would be the
Spokesperson's responsibility to keep the rest of the Board updated.
Secretary Perry motioned to appoint Mr. Hamers as District Spokesperson and
direct Staff to develop an operating policy regarding the District Spokesperson's
dissemination of information. Vice President Woodside seconded. Motion carried
4 -1 as follows:
Schafer, Woodside, Perry, Ferryman - Ayes
Worthington - No
SAFETY /LOSS CONTROL MEETING MINUTES - MAY 2, 2001
• The minutes of the Safety /Loss Control Committee Meeting of May 2, 2001, were accepted
as submitted.
ENGINEER'S REPORTS
EMERGENCY WORK
VICTORIA STREET PUMP STATION
Mr. Hamers reported there is a small leak at the Victoria Street Pump Station. Mr.
Hamers reported there is no sewage spill at that location and planning is underway
to repair the leak.
Vice President Woodside motioned to ratify the Manager's actions for the Victoria
Street Pump Station emergency. Director Ferryman seconded. Motion carried
unanimously.
Low FLOW DIVERSION PROGRAM
Mr. Hamers reported the telemetry system required to provide data for analysis
of the County proposal is not working properly. Mr. Hamers will provide a report
as soon as the information is available.
• The Board tabled the report.
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
MAY 10, 2001
PAGE 11
PROJECT 129 - BRISTOL STREET PUMP STATION
A Study Session will be held May 15 at noon to discuss the Bristol Street Pump
Station.
STANDARD PACIFIC DEVELOPMENT /ADAMS AND MESA VERDE - DEDICATION OF SEWER
EASEMENTS
The Board tabled the report.
JOHN WAYNE AIRPORT - REQUEST OR SEWER SERVICE
PROPOSED SEWER EASEMENT AT 3184 AIRWAY AVENUE
The Board tabled the report.
TREASURER'S REPORTS
STANDARDIZED CONTAINER PROGRAM
FINANCING PLAN
The Board requested Mr. Puckett present a report depicting a recommended
financial implementation plan. Mr. Puckett is in the process of gathering the
information and is waiting for possible rate reductions. Mr. Puckett will
provide the information in the Board packets for the June meeting.
The Board tabled the report.
COSTA MESA SANITARY DISTRICT 2001 -02 BUDGET TIMETABLE
Mr. Puckett requested the Board set a Study Session to discuss the Budget. A
Study Session was set for Thursday, June 7, 2001, at 4:00 p.m.
Ms. Revak will notify all Board members.
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
MAY 10, 2001
PAGE 11
PROJECT 129 - BRISTOL STREET PUMP STATION
A Study Session will be held May 15 at noon to discuss the Bristol Street Pump
Station.
STANDARD PACIFIC DEVELOPMENT /ADAMS AND MESA VERDE - DEDICATION OF SEWER
EASEMENTS
The Board tabled the report.
JOHN WAYNE AIRPORT - REQUEST OR SEWER SERVICE
PROPOSED SEWER EASEMENT AT 3184 AIRWAY AVENUE
The Board tabled the report.
TREASURER'S REPORTS
STANDARDIZED CONTAINER PROGRAM
FINANCING PLAN
The Board requested Mr. Puckett present a report depicting a recommended
financial implementation plan. Mr. Puckett is in the process of gathering the
information and is waiting for possible rate reductions. Mr. Puckett will
provide the information in the Board packets for the June meeting.
The Board tabled the report.
COSTA MESA SANITARY DISTRICT 2001 -02 BUDGET TIMETABLE
Mr. Puckett requested the Board set a Study Session to discuss the Budget. A
Study Session was set for Thursday, June 7, 2001, at 4:00 p.m.
Ms. Revak will notify all Board members.
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ATTORNEY'S REPORTS
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
MAY 10, 2001
PAGE 12
ORDINANCE NO. 37 - AMENDING TRASH COLLECTION REGULATIONS
Mr. Burns presented Ordinance No. 37, AN ORDINANCE OF THE COSTA MESA
SANITARY DISTRICT AMENDING THE DISTRICT'S TRASH REGULATIONS
FOR THE STANDARDIZED CONTAINER PROGRAM.
Director Ferryman motioned to adopt Ordinance No. 37. Director Worthington
seconded. Motion carried unanimously.
LOCAL MEETINGS
INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC)
President Schafer attended the May 1, 2001 ISDOC meeting and reported the
following was discussed:
• • LAFCO funding - The issue will be determined on June 1, 2001.
• ISDOC Quarterly meeting will be held May 31, 2001, Dana Rorbacher, speaker -
All Board members were invited to attend.
• The annexation of County territory involving Newport Beach and Costa Mesa.
• CSDA report from President Schafer.
LOCAL AGENCY FORMATION COMMITTEE ( LAFCO)
President Schafer reported she attended the May 9, 2001 meeting and provided the
agenda for the Board's perusal.
COSTA MESA CHAMBER OF COMMERCE
President Schafer reported the Chamber canceled the May meeting.
President Schafer reported the Chamber spoke about the following at the April
meeting:
• Power situation
• John Campbell spoke on AB 853, a bill to simplify taxes on energy alert systems
• Class action suits
• Postcard tax
• President Schafer provided her notes for the Board's perusal.
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
uArouRO! MAY 10, 2001
• PAGE 13
ORANGE COUNTY SANITATION DISTRICT
REGULAR MEETING - APRIL 25, 2001
MONTHLY BOARD LETTER UPDATE
Director Ferryman attended the April 25 meeting and provided the monthly
update for review.
Director Ferryman reported a recommendation was made to the OCSD
Board to purchase a vessel for approximately a million dollars to provide
ocean monitoring services.
Director Ferryman also reported $2.7 million was approved for the OCSD's
portion of monitoring the ocean this summer.
Director Worthington suggested the Board send a letter to Mr. Blake
Anderson, General Manager, Orange County Sanitation District, thanking
• him for providing the informative monthly update report. Mr. Hamers agreed
to prepare the letter.
WATER ADVISORY COMMITTEE OF ORANGE COUNTY (WACO)
President Schafer attended the WACO meeting on Friday, April 13, 2001 and
reported they discussed the following:
• Relationship between gas and the power crisis.
• Mr. Mike Safranski spoke about California Power Liability.
• State investigation into special districts.
ORANGE COUNTY COUNCIL OF GOVERNMENTS (OCCOG)
President Schafer reported she did not attend the meeting.
CSDA
President Schafer provided information from the CSDA meeting for the Board's
perusal and reported the CSDA discussed the following:
• • Redistricting.
• Ballot election.
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GOVERNMENT AFFAIRS DAY
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
MAY 10, 2001
PAGE 14
President Schafer reported the meeting was very informative and distributed the
information from Government Affairs Day for the Board's perusal.
Director Worthington reported he delivered the first draft Costa Mesa Sanitary
District videotape to each of the Assembly members representing Orange County
Districts.
OLD BUSINESS
There was no old business discussed.
NEW BUSINESS
LIAISON COMMITTEE MEETING WITH CITY OF NEWPORT BEACH
Mr. Hamers presented a copy of a letter to Mr. Dave Kiff, Deputy City Manager, City
of Newport Beach, proposing as- needed liaison meetings to discuss items such as
protecting water quality in the Back Bay, proposed Newport Beach annexations of
areas served by the District, and other current items considered important.
ORAL COMMUNICATIONS
The Board thanked Ms. Revak for her efforts and keeping the Board informed.
Director Worthington reported the City of Huntington Beach is going to be purchasing a fuel
cell to provide energy for City Hall.
Mr. Hamers discussed the Districts planned strategy to deal with the blackouts for the
summer.
Director Worthington reported there is a code on your electric bill to tell you the number
designation of your area to assist in determining when your area may experience a
blackout.
Director Ferryman wished all mothers a Happy Mother's Day.
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MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
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PAGE 15
ADJOURNMENT
At 8:00 p.m., President Schafer adjourned the meeting.
SECRETARY
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