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Minutes - Board - 2001-12-110 COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING DECEMBER 11, 2001 The Board of Directors of the Costa Mesa CALL TO ORDER Sanitary District met in regular session on December 11, 2001, at 12:00 noon in Room 5 -A of the Civic Center, 77 Fair Drive, Costa Mesa. President Schafer called the meeting to order at 12:00 noon. Director Worthington led the Pledge of Allegiance. President Schafer gave the invocation. ROLL CALL DIRECTORS PRESENT: Arlene Schafer, Art Perry, James Ferryman, • Dan Worthington DIRECTORS ABSENT: Greg Woodside, absent and excused STAFF PRESENT: Robin Harriers, Manager /Engineer; Alan Burns, Legal Counsel; Tom Fauth, Assistant Manager; Joan Revak, Clerk of the District; Dawn Schmeisser, Assessment Specialist; Marc Puckett, Treasurer, Ron Shef, District Ordinance Enforcement Officer Others Present: None . ............................... CONSENT CALENDAR . ............................... President Schafer called the Board's attention to the revised Trash Occupancy Report, requesting they replace the one previously distributed in the Board packet. 40 The Consent Calendar was unanimously approved. n LJ • • ' .' " "' +og COSTA MESA SANITARY DISTRICT *� MINUTES OF BOARD OF DIRECTORS REGULAR MEETING DECEMBER 11, 2001 PAGE 2 REPORTS MINUTE APPROVAL Recycling Committee The Minutes for the Recycling Committee Meeting of Meeting, November 6, 2001, were approved as distributed. November 6, 2001 Investment Oversight The Minutes for the Investment Oversight Committee Committee Meeting Meeting of November 8, 2001, were approved as November 8, 2001 distributed. Minutes of Regular The Minutes for the Regular Meeting of November 8, Meeting, 2001, were approved as distributed. November 8, 2001 MANAGER'S REPORTS REFUNDS No refunds were requested. OCCUPANCY REPORT Occupancy Report and The Trash Occupancy Count documented an Payment of increase of 21 units in the occupancy report for solid $172,629.41 to Costa waste collection as of December 1, 2001. Therefore, Mesa Disposal — the total for December is 21,006. Board directed Staff December 2001 to prepare a warrant for $172,629.41 to Costa Mesa Disposal on January 1, 2002, for payment for December trash collection based on the December count of 21,006. ENGINEER'S REPORTS Project Status Report The Project Status Report dated December 2001, was accepted as submitted. TREASURER'S REPORTS Financial report as of The Financial Report for November 30, 2001 was November 30, 2001 received and filed. U • " +., COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING DECEMBER 11, 2001 PAGE 3 Report of Monies on The Report of Monies on Deposit as of November 30, Deposit as of 2001, was received and filed. November 30, 2001 Warrant 2002 -6 for Warrant Resolution #CMSD 2002 -6 was approved, December 2001 in the authorizing the President and Secretary to sign the amount of $598,535.27 warrant and instructing the Finance Department to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $598,535.27 .......................... END OF CONSENT CALENDAR .......................... WRITTEN COMMUNICATIONS Mr. Hamers reported receipt of a Christmas card from the Midway City Sanitary District. PUBLIC COMMENTS There were no public comments, no public in attendance. MANAGER'S REPORTS ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT REPORTS POLICE REPORT Mr. Harriers presented a memorandum providing the statistics for the month of November 2001. The number of calls for service for scavenging is as follows: Location Calls for Service Cite /Arrest Area 1 1 3 Area II 1 1 Area 111 1 0 Area IV 0 0 TOTAL 3 4 DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT • Mr. Shef presented the ordinance enforcement summary report for the five - week period beginning October 22, 2001 and ending November 25, 2001. ON. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING DECEMBER 11, 2001 • PAGE 4 Mr. Shef was assisted by Mr. Johnson Wang during this period with distribution of posters and flyers regarding the telephone book recycling program. Mr. Wang also assisted Mr. Shef in verification of addresses for the finalization of the occupancy report. Director Worthington inquired as to the process for adding new development homes to the standardized container program. Ms. Schmeisser gave a brief overview of the process, reporting the containers are delivered out of the regular cycle of distribution. CMSD STRATEGIC PLAN DEVELOPMENT OF STRATEGIC PLAN FEBRUARY 6, 2002 STUDY SESSION AND FEBRUARY 15 AND 16, 2002 WORKSHOP Ms. Revak reported the.dates for the Strategic Planning Workshop of February 15 and 16, 2002, have been confirmed with Mr. Bob Rauch. Ms. Revak will contact each Director to schedule their one -hour • interview to be held on February 15. The Board will meet at the Community Center on February 16 for the Workshop. Ms. Revak reminded the Board there will be a meeting on February 6, 2002, to discuss the Strategic Planning Workshop. REVIEW OF FIRST YEAR ACTION ITEMS ITEM 4.1 — PUBLIC OUTREACH PROGRAM CIRCLE OF SERVICE AWARD FOR NATE READE Ms. Revak reported the Parks, Recreation Facilities and Parkways Commission met on November 5, 2001, and unanimously recommended Nate Reade for induction into the "Circle of Service." The Agenda Report goes to the City Council on December 17, 2001, and, if approved, induction will occur in February 2002. RETIREMENT OF JIM MORRISON, CENTRAL SERVICES MANAGER Ms. Revak reported staff prepared a Proclamation for Mr. Jim Morrison, Central Services Manager, expressing appreciation for Jim's • valuable service over the past 30 years. The Proclamation will be 2NIIAI COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING °pro. DECEMBER 11, 2001 . PAGE S presented to Mr. Morrison at a City Retirement Potluck Luncheon on December 12, 2001. Secretary Perry motioned to ratify the Proclamation for Mr. Jim Morrison, Central Services Manager. Director Ferryman seconded. Motion carried unanimously. ITEM 5.1 — OFFICE STAFFING /RESOURCES Mr. Fauth reported Staff re- released the Employment Opportunity advertisement to restart the selection process for the position of Permit Processing Specialist. Personnel released the advertisement on November 14, 2001, with a closeout application date of December 7, 2001. Interviews are projected to be completed in January 2002. Staff will continue using Apple One's temporary, Denise Gilbert, until the selection process is completed. COSTA MESA DISPOSAL FIELD UPDATE OF OCCUPANCY REPORT Mr. Hamers reported Costa Mesa Disposal logs the addresses for • residences serviced as they drive each route. The Costa Mesa Sanitary District determines residences by assessor parcel numbers. A plan to reconcile the two databases is being formulated. Mr. Fauth will be providing the results of the Field Update at the January 2002 meeting. RECYCLING REPORTS WASTE DIVERSION REPORT — OCTOBER 2001 The Waste Diversion Report for October showing a diversion rate of 50.11 percent was received and filed. WASTE DIVERSION REPORT — NOVEMBER 2001 The Waste Diversion Report for November has not yet been received. CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND DISPOSAL FOR NOVEMBER 2001 Director Ferryman motioned to approve contract payment to CR Transfer for recycling services and disposal for the month of November 2001 in the •amount of $148,193.34, pending verification of diversion report by Staff. Secretary Perry seconded. Motion carried unanimously. OWN, COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING DECEMBER 11, 2001 • PAGE 6 RECYCLING COMMITTEE - DECEMBER 10, 2001 - 9:30 A.M. DIRECTOR WORTHINGTON AND DIRECTOR FERRYMAN STANDARDIZED CONTAINER PROGRAM DISTRIBUTION PROGRESS REPORT Director Worthington reported delivery is currently at 60 percent. Mr. Fauth reviewed the matrix depicting the Roto orders and delivery figures. The matrix reflects the figures at 50 percent delivery and has used a total of 48 percent of the funds budgeted. PUBLIC RELATIONS CAMPAIGN Mr. Worthington reported the Committee discussed the fact that some drivers are not picking up bagged trash sitting outside the standardized containers. Mr. Fauth will contact Costa Mesa Disposal to request all bags be picked up. • Mr. Shef reported many homeowners have gardening services that leave the bagged clippings at the curbside instead of placing it in the standardized container. Director Worthington suggested residents be advised to have their gardening service place clippings in the standardized container instead of leaving them at the curb. Mr. Hamers suggested Mr. Shef place a notice on all clipping bags placed at the curb before trash collection day advising the resident that the trash was placed curbside too early. PRESS RELEASE Director Worthington presented a press release sent out December 5, 2001, announcing the next scheduled delivery of standardized containers for Route 16 with a listing of the affected streets. MARKING ON CONTAINERS Director Worthington reported Staff is looking at various types of tags to • distribute to help residents identify their standardized containers. eup INUTES OF OARD OF IRECTORS COSTA MESA SANITARY DISTRICT M B D REGULAR MEETING DECEMBER 11 2001 • PAGE Mr. Shef will be receiving the matching spray paint to cover any graffiti markings on containers. TELEPHONE BOOK RECYCLING PROGRAM Ms. Revak reported 8,225 telephone books have been collected as of December 5, 2001. A press release was sent to local newspapers to elicit greater participation in the final weeks of the program. GREASE PREVENTION PRODUCTS Director Worthington reported the Committee discussed the District's current policy of requesting homeowners place grease in a container to be put into the trash instead of pouring it down the drain. President Schafer suggested an article be put in the newsletter advising homeowners of the products available for grease absorption. CRT SUMMIT WORKSHOP - THURSDAY, NOVEMBER 15, 2001 • Director Worthington and Ms. Revak attended the CRT Summit Workshop on November 15, 2001, hosted by the County of Orange Integrated Waste Management Department. Director Worthington reported the meeting was very informative and they discussed the formulation of drop off locations where people would pay a fee to dispose of their monitor and television set. Director Worthington reported a projection of 6 million monitors and old television sets will be thrown out next year with no definitive answer as to their proper disposal. There is a facility near Fresno set up to receive CRTs, but the items are bulky, resulting in a costly transportation fee. Ms. Revak advised that Representatives from various charities were in attendance at the meeting and reported they are currently overwhelmed with monitors and television sets and are not desirous of any more e- waste donations. The next meeting is scheduled for February 2002. CHRISTMAS TREE RECYCLING Ms. Revak reported Mr. Shef has been distributing the Christmas Tree Recycling flyer to Christmas tree lots and grocery stores to advise the • public of the December 26, 2001 to January 5, 2002 recycling program. 'y0. 2 COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING o DECEMBER 11, 2001 . PAGE 8 Mr. Fauth reported the Christmas Tree Recycling Program will be conducted differently than in previous years where a dedicated truck delivered the trees to the Orange County Fair Grounds for mulching. The current program will consist of the trees being picked up during the regular trash collection with CR Transfer separating out the trees for recycling. CMSD ANNUAL COUNTYWIDE TRASH COLLECTION PROGRAM SURVEY Ms. Revak presented the CMSD Annual Countywide Trash Collection Program Survey, reporting three new cities were incorporated since the last survey, Aliso Viejo, Laguna Woods, and Rancho Santa Margarita. However, data was unattainable for the new cities. The survey, conducted annually by the District Clerk, showed an increase of an average of $.83 a month in 20 cities /districts for single - family residence trash rates; 15 reported an increase in their diversion rate; 8 reported offering residents additional special programs. ENGINEER'S REPORTS • EMERGENCY WORK PUMPING STATION TELEMETRY SYSTEM Mr. Hamers reported the telemetry system became inoperable on October 5, 2001, and a consultant, Technology Resource Center (TRC), was hired to work through the weekend to repair the system. Subsequent to the temporary repairs made, it was determined the system needed immediate thorough repairs or would continue to malfunction, thereby possibly causing sewer backups because of inadequate pumping station reporting. Because the system was in jeopardy, the Manager /District Engineer awarded an emergency repair contract to TRC. The Manager attempted to contact other consultants, but none were available and none had sufficient knowledge to work on the District's system. To date, TRC has completed 70 percent of its work including programming the three new computers and having them ready for the start up. Upon receipt of the last software program from the District, the new equipment will be installed and the transition to the new equipment completed. Director Ferryman motioned to ratify Mr. Hamers' actions in the emergency repair of the telemetry system. Director Worthington • seconded. Motion carried unanimously. '�.• " "" "off COSTA MESA SANITARY DISTRICT g °° , a MINUTES OF BOARD OF DIRECTORS REGULAR MEETING DECEMBER 11, 2001 �O�rouR° • PAGE 9 SANTA ANA REGIONAL WATER QUALITY CONTROL BOARD WASTE DISCHARGE REQUIREMENTS Mr. Hamers provided an update report and presented a copy of the Orange County Sanitation District ocean outfall report by Ernesto Munoz, Assistant City Engineer of Costa Mesa. As results of the ocean water testing become available, the District may have a study session to determine if the District should take a position on the issue. PROJECT NO. 155 — MASTER PLAN UPDATE Mr. Hamers reported the Sewer Master Plan will be prepared with three main sections: a Capacity Analysis, the Sewer System Management Plan, and the Emergency Response Program. The proposed plan will be presented in a three -ring binder to allow updates and changes to the plan. President Schafer suggested the plan be presented at a special study session after the Strategic Planning Workshop. Mr. Hamers stated he is • prepared to present the draft in its entirety or in sections, one at a time, for the Board's review. TREASURER'S REPORTS Mr. Puckett reported he is working on the draft of the financial statement and will be finalizing the report in approximately a week. Mr. Puckett reported the finished report will be posted to the District's website as well as be made available to other agencies. ATTORNEY'S REPORTS ORDINANCE NO. 39 — ESTABLISHING A LOCAL CLAIMS PROCEDURE Mr. Burns presented Ordinance No. 30 — AN ORDINANCE OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ESTABLISHING A LOCAL CLAIMS PROCEDURE. Mr. Burns reported the Ordinance supplements the State claims - presentation requirements by mandating that additional types of claims be presented to the Board of Directors before a lawsuit can be filed. Secretary Perry motioned to adopt Ordinance No. 39. Director Ferryman • seconded. Motion carried unanimously. • • 11 ".,rA# s COSTA MESA .SANITARY DISTRICT o MINUTES OF BOARD OF DIRECTORS REGULAR MEETING k„,ro " "nd DECEMBER 11, 2001 PAGE 10 ADDENDUM No. 3 TO AGREEMENT WITH COSTA MESA DISPOSAL TO PROVIDE ANNUAL OCCUPANCY COUNT AND ROTO INDUSTRIES TO PROVIDE ADDITIONAL YEAR OF CONTAINER MAINTENANCE Mr. Burns presented Addendum No. 3, an agreement with Costa Mesa Disposal to provide annual occupancy count and Roto Industries to provide additional year of container maintenance. Secretary Perry motioned to approve Addendum No. 3. Director Worthington seconded. Motion carried unanimously. LOCAL MEETINGS ORANGE COUNTY SANITATION DISTRICT REGULAR MEETING — NOVEMBER 21, 2001 Director Ferryman attended a committee meeting on November 21, 2001. • Crow Winthrop filed for dismissal of case. • Extended time to do due diligence in Colton for bio- solids plant. MONTHLY BOARD LETTER UPDATE The Monthly Board Letter was provided in the Board packets. SANTA ANA RIVER FLOOD PROTECTION AGENCY Director Ferryman attended the Santa Ana River Flood Protection agency and reported the budget was approved. INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY (ISDOC) President Schafer attended the December 4th Executive Board Meeting and chaired half the meeting. President Schafer reported the Executive Board expressed concern with representatives to LAFCO from ISDOC. They requested information on the Technical Advisory Committee to LAFCO. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING DECEMBER 11, 2001 • PAGE 11 LOCAL AGENCY FORMATION COMMISSION ( LAFCO) President Schafer reported the next LAFCO meeting will be held December 12, 2001. There will be an Orange County Leadership Symposium in Arrowhead "Leading Our Communities" — UCLA Conference Center. WATER ADVISORY COMMITTEE OF ORANGE COUNTY (WACO) President Schafer reported Adam Ortega, Vice President, Metropolitan Water District of Southern California, spoke on the Palos Verdes Land Fallowing Program. Bill Vardoulis, President, BV Engineering, spoke on the Cleveland Tunnel Transportation Utilities Corridor. The tunnel project is estimated to cost 3 billion dollars and would charge a $2 to $3 fee. ORANGE COUNTY COUNCIL OF GOVERNMENTS (OCCOG) President Schafer did not attend the meeting but provided the agenda and information for the Board's perusal. . CHAMBER OF COMMERCE LEGISLATION COMMITTEE President Schafer reported the Chamber of Commerce Legislation Committee is dark in December. CSDA President Schafer attended the Annual Planning Meeting for the year. The meeting was an evaluation wrap up and focused on goals and planning for 2002. An orientation manual was presented. President Schafer presented the agenda and membership survey for the Board's perusal. President Schafer was appointed to two committees: The Education Committee and Membership and Recruitment Committee. SDRMA - NOMINATION OF DIRECTOR WORTHINGTON ACCEPTANCE OF NOMINATION AND INTERVIEW Director Worthington attended the interview and reported he was • interviewed for approximately half an hour. • • • 'o` " " "'•• COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING DECEMBER 11, 2001 PAGE 12 SPECIAL DISTRICT INSTITUTE GOVERNANCE SEMINAR — FEBRUARY 27 TO MARCH 2 2002 — SAN DIEGO (FIRST IN SERIES OF THREE) President Schafer reported the Special District Institute Governance Seminar at the Catamaran Resort in San Diego is the first in a series of three and highly recommended. President Schafer will attend as well as Directors Perry, Ferryman, Worthington, and the District Clerk, Ms. Revak. OLD BUSINESS There was no old business. NEW BUSINESS CSDA MEMBERSHIP DUES FOR 2002 IN THE AMOUNT OF $2,184.00 Director Ferryman motioned to authorize payment of membership dues for CSDA for 2002 in the amount of $2,184.00. Secretary Perry seconded. Motion carried unanimously. ORAL COMMUNICATIONS There were no oral communications. ADJOURNMENT At 1:38 p.m., President Schafer adjourned the meeting. -�- � M SECRETARY