Minutes - Board - 2001-09-130
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
SEPTEMBER 13, 2001
The Board of Directors of the Costa Mesa
CALL TO ORDER Sanitary District met in regular session on
September 13, 2001, at 6:00 p.m. in Room
5 -A of the Civic Center, 77 Fair Drive, Costa
Mesa.
President Schafer called the meeting to order at 6:00 p.m.
Secretary Perry led the Pledge of Allegiance.
Vice President Woodside gave the invocation.
ROLL CALL Directors Present: Arlene Schafer, Greg Woodside, Art
Perry, James Ferryman
Directors Absent: Dan Worthington, absent and excused
Staff Present: Robin Hamers, Manager /Engineer; Alan
Burns, Legal Counsel; Tom Fauth,
Assistant Manager; Joan Revak, Clerk
of the District; Marc Puckett, Finance
Director
Others Present:
Tom Egan
Eleanor Egan
David Egan
1893 Parkview Circle, Costa Mesa
Martin Millard,
2973 Harbor. Costa Mesa
Ernie Feeney,
1154 Dorset Lane, Costa Mesa
COSTA MESA SANITARY DISTRICT
a MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
SEPTEMBER 13, 2001
PAGE 2
• .. ............................... CONSENT CALENDAR .. ...............................
Mr. Harriers requested the Agenda be revised at "Recommended Action" under
"Manager's Reports" and "Refunds" reflect that there are no refunds.
On motion by Director Ferryman, seconded by Secretary Perry, the Consent
Calendar was approved as presented. Motion carried unanimously.
REPORTS
MINUTE APPROVAL
Approved Recycling
Committee Meeting,
July 31, 2001
Approved Minutes of
Regular Meeting,
August 2, 2001
Approved Minutes of
• Special Meeting,
August 14, 2001
MANAGER'S REPORTS
REFUNDS
OCCUPANCY REPORT
Occupancy Report and
Payment of
$172,612.97 to Costa
Mesa Disposal —
September 2001
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The Minutes for the Recycling Committee Meeting of
July 31, 2001, were approved as distributed.
The minutes for the Regular Meeting of August 2,
2001, were approved as distributed.
The minutes for the Special Meeting of August 14,
2001, were approved as distributed.
No refunds were requested
The Trash Occupancy Count documented no
increase or decrease in the occupancy report for solid
waste collection as of September 1, 2001. Therefore,
the total for September is 21,004.
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
SEPTEMBER 13, 2001
PAGE 3
Revised Reports for Staff discovered an administrative error in reported
June, July, and August number of units for the months of June, July, and
August (reported as 21,040 instead of 21,004)
June: 36 x $7.9787 = $287.23
July: 36 x $8.2181 = $295.85
August: 36 x $8.2181 = $295.85
A total reduction of $878.93
Payment less reduction: $172,612.97 - $878.93 =
$171,734.04.
Board directed Staff to prepare a warrant for
$171,734.04 to Costa Mesa Disposal on October 1,
2001, for payment for September trash collection
($172,612.97) minus the reduction of $878.93 for
June, July, and August.
RECYCLING REPORTS
Waste Diversion The Waste Diversion Report for August was not yet
Report — August 2001 received
not yet received
Contract Payment to The Board approved contract payment to CR Transfer
CR Transfer for for recycling services and disposal for the month of
recycling services and August 2001 in the amount of $ 149,743.78, pending
disposal for August verification of Waste Diversion Report.
2001
Approved Safety /Loss The minutes for the Safety /Loss Control Meeting of
Control Meeting August 21, 2001, were received and filed.
Minutes — August 21,
2001
ENGINEER'S REPORTS
Project Status Report The Project Status Report dated September 2001,
was received and filed was accepted as submitted.
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TREASURER'S REPORTS
Financial reports as of
July 31, 2001, and
August 31, 2001 were
received and filed
Reports of Monies on
Deposit as of July 31,
2001, and August 31,
2001 were received
and filed
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
SEPTEMBER 13, 2001
PAGE 4
The Financial Reports for July and August 2001 were
received and filed.
The Reports of Monies on Deposit as of August 31,
2001. were received and filed.
Approved Warrant Warrant Resolution #CMSD 2002 -3 was approved,
2002 -3 for September authorizing the President and Secretary to sign the
2001 in the amount of warrant and instructing the Finance Department to
$600,848.71 draw a warrant from the Costa Mesa Sanitary District
General Fund in the amount of $600,848.71
........................... END OF CONSENT CALENDAR ...........................
WRITTEN COMMUNICATIONS
There were no written communications presented.
PUBLIC COMMENTS
President Schafer invited comments from anyone wishing to speak.
Mr. Martin Millard, 2973 Harbor, Costa Mesa, Publisher of the Costa Mesa Press,
made several inquiries as to the trash containers and the process by which they
were chosen.
President Schafer directed Mr. Millard to speak with Mr. Hamers after the
meeting for further clarification and to answer any questions.
Mr. Tom Egan inquired as to an item in the August Minutes regarding Mr. Burns'
interview with the Daily Pilot. Mr. Egan did not see the Daily Pilot article and
requested further information.
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effl_'COSTA MESA SA NITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
SEPTEMBER 13, 2001
PAGE 5
President Schafer directed Mr. Egan to speak with Mr. Burns after the meeting
for further clarification. Mr. Burns presented Mr. Egan with his contact
information.
MANAGER'S REPORTS
ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT
REPORTS
POLICE REPORT
Mr. Hamers presented a memorandum providing the statistics for the month
of August 2001. The number of calls for service for scavenging is as follows:
Location Calls for Service Cite /Arrest
Area 1
2
0
Area II
3
0
Area 111
2
0
Area IV
0
0
TOTAL
7
0
DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT
Mr. Hamers presented the ordinance enforcement summary report for the
five -week period beginning June 23, 2001 and ending August 26, 2001.
Mr. Shef reported over 30 flyers were distributed to residents in the District
relating to ordinance enforcement. Grease Control Guides were distributed
and the large item collection was monitored. Mr. Shef monitored the
distribution of new containers and reported most residents were not leaving
additional bags and /or boxes alongside the new containers.
Director Ferryman inquired whether there have been a lot of residents
requesting a change of container size. Mr. Fauth described the delivery
process and reported some seniors have expressed concern regarding their
ability to maneuver the containers. The District is offering the smaller
containers or allowing the seniors to continue to place bags at the curb for
collection.
CMSD STRATEGIC PLAN
REVIEW OF FIRST YEAR ACTION ITEMS
Mr. Hamers reported almost all First Year Action Items have been
completed.
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MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
SEPTEMBER 13, 2001
PAGE 6
• ITEM 4.1 — PUBLIC OUTREACH PROGRAM
FALL 2001 NEWSLETTER DEDICATED TO SEWER INFORMATION
Mr. Hamers reported the Fall 2001 Newsletter has been written and an
initial copy produced. The Fall Newsletter will be coming to all Board
Members for review and comment.
CIRCLE OF SERVICE AWARD FOR NATE READE
A request has been submitted and Staff is awaiting word from the City.
PROCLAMATION — KARL KEMP, GENERAL MANAGER, MCWD
Mr. Karl Kemp, General Manager, MCWD is retiring and a dinner in his
honor will be held October 12, 2001. Vice President Woodside will attend
on behalf of the District and present the Proclamation
PROCLAMATION — RAY BARELA, ENGINEERING STAFF, MCWD
Mr. Hamers reported Mr. Ray Barela, Engineering Staff, MCWD, recently
• retired.
Secretary Perry motioned to direct Staff to prepare two Proclamations in
the form of Resolutions, one for Mr. Karl Kemp and one for Mr. Ray
Barela. Vice President Woodside seconded. Motion carried unanimously.
ITEM 5.1 — OFFICE STAFFING /RESOURCES
Mr. Fauth reported Staff held seven interviews with the best qualified of
the thirty applicants for the permit processing specialist position. Three
applicants were asked to return for further interviews. Two of those
second interviews have been held and the third will be conducted on
September 17.
ORANGE COUNTY GRAND JURY REPORT "SEWAGE SPILLS. BEACH CLOSURES
— TROUBLE IN PARADISE"
COALITION MEETING AT ORANGE COUNTY SANITATION DISTRICT
Mr. Hamers reported the meeting has not yet been set.
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
SEPTEMBER 13, 2001
PAGE 7
• ACTION BY CITY OF LAGUNA BEACH AND CITY OF LOS ANGELES
Laguna Beach gave restaurant owners and other food establishments an
18 -month deadline to install grease control technology to combat sewer
spills.
Los Angeles has enacted a law forbidding the City's restaurants from
pouring grease, oil, or other waste down the drain.
COMMENTS AT LIAISON COMMITTEE AT CITY OF COSTA MESA
Mr. Hamers reported the Committee members inquired as to the status of
the Coalition Meeting at Orange County Sanitation District regarding
reduction of grease in sewer lines.
Mr. Hamers reported the Regional Water Quality Control Board and the
Orange County Sanitation District and all satellite collection system
owners are meeting and discussing the Water Quality Board's proposed
regulations which are CMOM regulations combined with regulations the
San Diego Water Quality Control Board adopted.
• Mr. Hamers reported the Orange County Board of Supervisors is in the
process of preparing their own countywide grease ordinance.
Staff recommended the District wait a few weeks before making a decision
as to whether to draft a grease ordinance independently until after
attending the Regional Water Quality Control Board meeting to determine
what they want the District to implement. The recommended procedures
may have grease control regulations in it.
OCCURRENCE REPORT SUMMARY FOR 2000 AND 2001
Mr. Hamers reported Staff prepared an Occurrence Report Summary for
the years 2000 and 2001. Director Ferryman noted grease is clearly the
cause of the bulk of sewer spills.
COSTA MESA DISPOSAL FIELD UPDATE OF OCCUPANCY REPORT
Mr. Fauth reported the UCI Intern will be finalizing the report and he will
present it to the Board upon completion.
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OWN COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
.SEPTEMBER 13, 2001
PAGE 8
• RECYCLING COMMITTEE — SEPTEMBER 10, 2001 — 9:30 A.M. PRESIDENT
SCHAFER AND DIRECTOR PERRY
STANDARDIZED CONTAINER PROGRAM — PROGRESS REPORT ON DISTRIBUTION
Mr. Hamers presented a matrix depicting a breakdown of sizes of new
containers delivered. Mr. Fauth summarized the matrix for Board
members.
LARGE ITEM COLLECTION FINAL REPORT
Ms. Revak reported the Large Item Collection Program ran from June 18
to August 24. A total of 529 tons were collected and taken to the landfill at
a cost of $11,634.00. The District received a credit for 110.14 tons of
white goods in the amount of $2,519.66, resulting in a total program cost
of $9,114.34. The 2001 program showed a decrease of 19.06 percent
decrease in white goods tonnage over last year's program. Ms. Revak
reported the program is very well received by residents.
Tom Egan, Eleanor Egan, David Egan, and Martin Millard left the meeting
at approximately 6:35 p.m.
• MINI TELEPHONE BOOK RECYCLING PROGRAM (YELLOW PAGES)
Ms. Revak reported on the final totals from the Mini Telephone Book
Recycling Program, which ran from July 16 through August 27, 2001, with
collection bins placed in front of City Hall and at the Orange Coast College
(OCC) Recycling Center. A total of 4,500 yellow page directories were
collected (9.00 tons) which compares with 2,870 books (5.72 tons)
collected in last year's program. Ms. Revak noted the bulk of the collected
directories were deposited at the OCC Recycling Center.
UPDATE ON OTHER MATERIALS — CRT's, DIAPERS, AND JAPANESE HOME
GREASE PREVENTION PRODUCTS
Mr. Hamers reported Staff is continuing to determine a solution for the
disposal of CRTs.
Staff is still working on the translation of the information on the Japanese
home grease prevention products. Mr. Fauth reported Staff member
Stephanie Perample will take the products to her college instructor to have
them translated. Mr. Puckett reported he has an employee in the Finance
Department who can have them translated.
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" 5 MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
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• Mr. Hamers reported Ms. Revak will be attending a Household Hazardous
Waste Information Exchange meeting on September 19, where CRTs will
be one of the items discussed.
ENGINEER'S REPORTS
EMERGENCY WORK
VICTORIA STREET PUMP STATION
ELDEN PUMP STATION
Mr. Hamers reported the Victoria Station pump bases need to be
replaced. The pump bases are in stock and will be coordinated to be
installed at the same time as repairs made on the leak at Elden pump
station.
INDEPENDENT ENGINEER'S REVIEW OF CAPITAL IMPROVEMENT PROGRAM,
REPORT BY NORRIs REPKE
Mr. Hamers presented the Independent Engineer's Review of Capital
• Improvement Program, by Norris Repke. The report is on a project -by-
project basis and provides an analysis of the project, commenting on the
cost and the overall adequacy of the program.
Secretary Perry motioned to accept the report and the findings. Director
Ferryman seconded.
Discussion was held.
Motion carried 4 -0. Mr. Puckett and Staff will bring back
recommendations and comments on incorporating the Norris - Repke
recommendations to the Board.
21ST STREET PUMPING STATION MAJOR EMERGENCY RESPONSE PLAN
Mr. Hamers presented a detailed report on the Major Emergency
Response Plan for the 21St Street pumping station. Mr. Hamers and Staff
are working on Response Plans for all the pumping stations. Director
Ferryman motioned to approve the Emergency Response Plan as
submitted. Vice President Woodside seconded. Motion carried
unanimously.
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
SEPTEMBER 13, 2001
PACE 10
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EDISON COMPANY ROLLING BLACKOUTS
REVISED OUTAGE GROUP MAP
Mr. Harriers presented the revised Edison Company rolling blackout map.
The map has been distributed to the appropriate Staff and field crew. Vice
President Woodside motioned to receive and file the map. Secretary
Perry seconded. Motion carried unanimously.
TREASURER'S REPORTS
Mr. Puckett had no report.
ATTORNEY'S REPORTS
CORNWELL GROUP SETTLEMENT AGREEMENT
Mr. Burns presented the final settlement agreement with the Cornwell
Group. SDRMA will pay $13,750 in a favorable settlement for the District.
Director Ferryman motioned to approve the settlement agreement. Vice
• President Woodside seconded. Motion carried unanimously.
CLAIM — 363, 365, 369 FLOWER
PAYMENT OF $500.00 DEDUCTIBLE TO SDRMA
Mr. Harriers presented a claim for property damage to 363, 365, and 369
Flower. There was a backup due to roots in the line. The total claim was
for $3,139.28. The deductible to SDRMA is $500. Secretary Perry
motioned to approve the payment of the $500 deductible to SDRMA.
Director Ferryman seconded. Motion carried unanimously.
PUBLIC MEETINGS
ORDINANCE No. 38 AMENDING THE DISTRICT'S OPERATIONS CODE TO
INCORPORATE PROCEDURES FOR PUBLIC MEETINGS
Mr. Burns presented Ordinance No. 38, AN ORDINANCE OF THE
BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT
AMENDING THE OPERATIONS CODE AND ESTABLISHING
PROCEDURES FOR PUBLIC MEETINGS. Secretary Perry motioned to
adopt Ordinance No. 38, Amending the District's Operations Code to
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ONE. COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
SEPTEMBER 13, 2001
PACE 11
Incorporate Procedures for Public Meetings. Director Ferryman
seconded. Motion carried unanimously.
ANNUAL RATE SETTING HEARING PROCEDURES
Mr. Burns presented an annual rate setting hearing checklist for Staff to
refer to yearly when preparing for the rate setting hearing.
LOCAL MEETINGS
LIAISON MEETING WITH CITY OF COSTA MESA AND MESA CONSOLIDATED
WATER DISTRICT - SEPTEMBER 5, 2001
President Schafer reported she attended the Liaison Meeting with the City
of Costa Mesa and Mesa Consolidated Water District with Mr. Harriers.
The group discussed the possibility of joint ventures, sharing databases,
and coordinating projects.
Ms. Feeney left the meeting at 7:05 p.m.
INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNT ( ISDOC)
QUARTERLY MEETING OF AUGUST 24, 2001
President Schafer reported she, Directors Woodside, Perry and
Worthington and Ms. Revak attended the August 24th Quarterly ISDOC
meeting. Paul Jones, General Manager of the Irvine Ranch Water District
was the guest speaker and gave a presentation on "Special Districts and
Reserves ".
President Schafer attended the September 4, 2001, Executive meeting
where the Committee members evaluated the Quarterly meeting.
President Schafer reported the next Quarterly meeting will be held
October 25, 2001. Rancho Santa Margarita representatives will talk about
their water district and Mr. Hamers will be in attendance to discuss the
Sanitary District and present the District video.
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e °` 3 MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
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PAGE 12
LOCAL AGENCY FORMATION COMMISSION ( LAFCO)
LAFCO COSTS IN THE AMOUNT OF $11,243.85 FOR FY 2001 -2002 PURSUANT
TO AB 2838, GOVERNMENT CODE SECTION 56381
President Schafer inquired as to why the LAFCO bill had not yet been
paid. Ms. Revak reported the bill was date - stamped into the finance
department on July 5 and the CMSD did not receive it for approval until
September 4. Mr. Puckett was unaware as to a reason for the delay.
Director Ferryman motioned to approve the payment to LAFCO of
$11,243.85 for FY 2001 -2001 pursuant to AB 2838, Government Code
Section 56381, based on the ISDOC formula. Secretary Perry seconded.
Motion carried unanimously.
President Schafer passed the LAFCO agenda around for the Board's
perusal.
ORANGE COUNTY SANITATION DISTRICT
REGULAR MEETING — AUGUST 22, 2001
President Schafer attended the meeting and provided a copy of a book
received at the meeting. President Schafer distributed the agenda for the
Board's perusal.
Director Ferryman distributed an informational packet to Board members
and reported he had some delivered to City Council as well. Director
Ferryman reported 5 million dollars was approved to perform a study on
the outfall plume.
MONTHLY BOARD LETTER UPDATE
The Monthly Board Letter was provided in the Board packets.
WATER ADVISORY COMMITTEE OF ORANGE COUNTY (WACO)
President Schafer attended the August To WACO meeting and reported
the Committee discussed water bills and supporting various other bills.
Mr. Paul Jones, General Manager, IRWD, spoke at the meeting.
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s °'° MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
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PAGE 13
• President Schafer attended the September 10th WACO meeting and
reported the Committee discussed the "nuts and bolts" of running a water
facility, CMOM, and various legislation items.
ORANGE COUNTY COUNCIL OF GOVERNMENTS (OCCOG)
President Schafer attended the August 23rd OCCOG meeting and
reported they are studying the rate at which Orange County is growing.
President Schafer distributed materials for the Board's perusal. Mr. Allan
Roeder spoke at the meeting. A summit meeting will be held in January in
Carlsbad.
CSDA
President Schafer reported she will attend the CSDA Annual conference in
Sacramento, September 18 -21, 2001.
APPOINTMENT OF PRESIDENT SCHAFER AS DIRECTOR FOR DISTRICT 6
President Schafer ran unopposed for the seat representing District 6 and
was appointed to another three -year term on the CSDA Board.
Trudy Ohlig -Hall, President, Board of Directors, Mesa Consolidated Water
District sent a congratulatory letter to President Schafer.
RECOGNITION OF NOMINATION FOR "GENERAL MANAGER OF THE YEAR —
LARGE DISTRICT"
President Schafer presented Mr. Harriers with a certificate of nomination in
recognition of the Costa Mesa Sanitary District's submittal for CSDA's
General Manager of the Year.
OLD BUSINESS
There was no old business to discuss.
NEW BUSINESS
President Schafer reported Vice President Woodside will not be able to attend
the October 11 regular meeting. The meeting was changed to Monday, October
15, at noon.
President Schafer initiated discussion on the photographs of Directors for display
• in the new office facilities. Staff is researching the cost with local photographers
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
SEPTEMBER 13, 2001
PAGE 14
• and Ms. Revak will investigate the source used by the City for the Council
members photographs on display at City Hall.
Director Ferryman suggested contacting a teacher at the high school to take the
photographs. Secretary Perry stated he can have the film processed and
suggested Staff purchase frames, Ms. Revak reported the hallway walls are
going to be re- wallpapered soon so there is time to make a determination on the
photographs.
Mr. Puckett reported the paychecks for Board Members contain an adjustment
for social security withholding retroactive to January 1, 2001. There is not a
retroactive adjustment for Federal withholding. Board Members can request
additional monies be withheld by instructing the Finance department to do so.
ORAL COMMUNICATIONS
There were no oral communications.
ADJOURNMENT
• At 7:45 p.m., President Schafer adjourned the meeting.
�ECRETNRY
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