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Minutes - Board - 2002-07-110 COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 11, 2002 The Board of Directors of the Costa Mesa CALL TO ORDER Sanitary District met in regular session on July 11, 2002, at 4:00 p.m. at the Costa Mesa Historical Society, Costa Mesa. Vice President Woodside called the meeting to order at 4:00 p.m. Secretary Perry led the Pledge of Allegiance. Vice President Woodside gave the invocation. ROLL CALL • DIRECTORS PRESENT: Arlene Schafer, Art Perry, 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; Marc Puckett, Finance Director; Bobby Young, Finance; Ron Shef, District Ordinance Enforcement Officer OTHERS PRESENT: None . ............................... CONSENT CALENDAR. ............................... Mr. Hamers provided clarification regarding the payment to the Costa Mesa Historical Society. The payment, $250, reflects a $150 membership fee and a $100 payment for use of their facilities to hold the July 2002 meeting. Ms. Revak distributed an additional page to the Warrant List, Warrant 2003 -1 for • July 2002, showing an additional page to the Warrant List with the correct total Warrant List amount of $428,888.21. LJ • • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING 8 - 2 JULY 11, 2002 PAGE 2 President Schafer arrived: 4:04 Secretary Perry motioned to approve the Consent Calendar with an amendment to the warrant list, corrected to show a total amount of $428,888.21. Director Ferryman seconded. Motion carried unanimously. REPORTS MINUTE APPROVAL Minutes of Recycling The Minutes for the Recycling Committee Meeting of June Committee Meeting, 11, 2002, were approved as distributed. June 11, 2002 Minutes of Regular The Minutes for the Regular Meeting of June 13, 2002, Meeting, were approved as distributed. June 13, 2002 The Minutes for the Special Meeting of June 17, 2002, Minutes of Special were approved as distributed. Meeting June 17, 2002 Minutes of Special The Minutes for the Special Meeting of June 24, 2002, Meeting, were approved as distributed. June 24, 2002 MANAGER'S REPORTS REFUNDS There were no refunds requested. OCCUPANCY REPORT Occupancy Report and Payment of $172,843.08 to Costa Mesa Disposal — July 2002 The Trash Occupancy Count documented a decrease of 2 units in the occupancy report for solid waste collection as of July 1, 2002. Therefore, the total for July is 21,032. Board directed Staff to prepare a warrant for $172,843.08 to Costa Mesa Disposal on August 1, 2002, jor payment for July trash collection based on the July count of 21,032. �,,aaxa,�� COSTA MESA .SANITARY DISTRICT =_ �' MINUTES OF BOARD OF DIRECTORS REGULAR MEETING s ° JULY 11, 2002 • '`�'�ro...aa''� PAGE 3 ENGINEER'S REPORTS Project Status Report The Project Status Report dated July 2002, was accepted as submitted. TREASURER'S REPORTS Financial report as of The Financial Report for June 30, 2002 was accepted as June 30, 2002 submitted. Report of Monies on The Report of Monies on Deposit as of June 30, 2002, was Deposit as of June 30, received and filed. 2002 Warrant 2003 -1 for Warrant Resolution #CMSD 2003 -1 was approved, July 2002 in the authorizing the President and Secretary to sign the warrant amount of $428,888.21 and instructing the Finance Department to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $428,888.21. • Directors Expenses for Director Expenses for the Month of June 2002 were the Month of June ratified as follows: 2002 Director Ferryman: $680.00 Secretary Perry: $680.00 President Schafer: $1,020.00 Vice President Woodside: $510.00 Director Worthington: $1,020.00 .......................... END OF CONSENT CALENDAR .......................... WRITTEN COMMUNICATIONS Mr. Harriers reported receipt of a letter from Carol Hamilton, Association Chair, Girl Scouts of Costa Mesa, thanking the District for their participation in the Girl Scouts of Costa Mesa Frog Pond. PUBLIC COMMENTS There was no public in attendance, no public comments. 49 • • • �AMIt� COSTA MESA SANITARY DISTRICT F 6yA f�0 8 0 =• o MINUTES OF BOARD OF DIRECTORS REGULAR MEETING s JULY 11, 2002 ��MU4�0 PAGE 4 MANAGER'S REPORTS ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT REPORTS POLICE REPORT Mr. Hamers presented a memorandum providing the scavenging statistics for June as follows: Location Calls for Service Cite /Arrest Area 1 5 2 Area II 0 1 Area 111 0 0 Area IV 0 0 TOTAL 5 3 DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT Mr. Hamers presented the ordinance enforcement summary report for the four - week period beginning May 27, 2002 and ending June 23, 2002. Mr. Shef distributed approximately 30 courtesy flyers during this period. Mr. Shef has been working with residents of homes adjoining Kaiser School to resolve parking issues due to improper placement of containers before and after collection. Mr. Shef indicated many residents stack separate bags of papers next to or on top of their container. Mr. Shef has been encouraging them to place the bags into the container and suggested a new courtesy notice highlighting proper procedures, along with other pertinent suggestions, might be worthwhile. CMSD STRATEGIC PLAN YEAR 2002 STRATEGIC PLANNING ACTION ITEMS Mr. Hamers presented the Year 2002 Strategic Planning Action Items report and stated it will appear in all Board packets for the Board's reference. Staff will take care of items as shown on the timeframe and items will be agendized as appropriate. • r1 U n U +�t,,ttxn���eA COSTA MESA SANITARY DISTRICT e == a MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 11, 2002 ��rouh°`� PAGE 5 MISSION STATEMENT Based on Director's comments made at the June 2002 Regular Meeting, the following new Mission Statement was provided for the Board's consideration: "Protecting our community's health by providing solid waste and sewer collection services" Director Worthington motioned to adopt the new Mission Statement. Secretary Perry seconded. Motion carried unanimously. RECYCLING REPORTS WASTE DIVERSION REPORT — MAY 2002 Secretary Perry motioned to receive and file the Waste Diversion Report for May 2002, showing a diversion rate of 50.04. Director Ferryman seconded. Motion carried unanimously. WASTE DIVERSION REPORT — JUNE 2002 Secretary Perry motioned to receive and file the Waste Diversion Report for June 2002, showing a diversion rate of 50.08. Director Ferryman seconded. Motion carried unanimously. CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND DISPOSAL FOR JUNE 2002 Secretary Perry motioned to approve contract payment to CR Transfer for recycling services and disposal for the month of June 2002 in the amount of $150,887.04. Director Ferryman seconded. Motion carried unanimously. CORRECTED BILLING PAYMENT FOR AUGUST 2001 — OCTOBER 2001 Mr. Hamers reported reconciling with CR Transfer regarding the incorrect billing received from August 2001 to October 2001. The amount agreed upon with CR Transfer is $8,770.63. Vice President Woodside requested to have the item continued to the August meeting when the agreement could be finalized and presented in writing. The item was continued to the August regular meeting. • • • +�A,,SAMIfj�� COSTA MESA SANITARY DISTRICT o =• MINUTES OF BOARD OF DIRECTORS REGULAR MEETING 2 s JULY 11, 2002 �0'rou+�° PAGE 6 PROFESSIONAL SERVICES AGREEMENT — TRC — ONGOING TELEMETRY MAINTENANCE Mr. Hamers provided a brief summary of the services TRC provides the District regarding the telemetry system maintenance. A professional services agreement was presented for the Board's review. Director Ferryman motioned to approve the Professional Services Agreement with TRC for Ongoing Telemetry Maintenance. Secretary Perry seconded. Motion carried unanimously. RECYCLING COMMITTEE — JULY 9. 2002 — 9:30 A.M. DIRECTOR WORTHINGTON AND DIRECTOR SCHAFER FOOD RECYCLING Director Worthington reported, according to figures from a study 12 years ago, the District processes approximately 3,000 tons of food waste. The food waste represents approximately 8% of the District's total taken to the landfill. CRT recommended the District use a composting program to take advantage of the natural process and utilize the high nitrogen content in food. Director Worthington reported the City of Laguna Woods has a food composting program, but faces restrictions due to the lack of open space and AQMD's restrictions on odors. Director Worthington suggested having Staff contact Laguna Woods and gather information about their system. President Schafer suggested the AQMD be contacted to determine regulations and codes required. Staff will contact the AQMD and Laguna Woods and report back to the Board. RESIDENTIAL TRASH SURVEY Ms. Revak reported 620 residential trash collection survey cards were distributed with a total of 98 responses received (63 single - family, 35 multi- family dwellings). The Large -Item Collection was the most well -known program provided by the District. Resident's comments were included in the report. '�y�s���� +p COSTA MESA SANITARY DISTRICT S o == MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 11, 2002 • �O+MUiN�� PAGE 7 MINI- TELEPHONE BOOK RECYCLING PROGRAM Director Worthington reported the Recycling Committee discussed whether or not the Mini - Telephone Book Recycling Program should be continued. Ms. Revak researched the effectiveness of the program and found that the Mini - Telephone Book program provided 24% of the total tonnage of telephone books collected. The Committee determined the program is a benefit and well worth continuing. The Mini - Telephone Book Recycling Program will begin July 17 and run through August 28, 2002. Bins will be located in front of City Hall and at the Orange Coast College Recycling Center for collection of old directories. ENGINEER'S REPORTS SANTA ANA REGIONAL WATER QUALITY CONTROL BOARD WASTE DISCHARGE REQUIREMENTS (WDR) — CMSD SEWER SYSTEM MANAGEMENT PLAN (SSMP) • Mr. Hamers reported a draft of the proposed Sewer System Management Plan was distributed to the Board. Mr. Hamers provided a Memorandum reviewing the Sewer Master Plan Update with recommendations. Vice President Woodside motioned to approve the Sewer System Management Plan as presented, incorporating Mr. Burns' recommended changes, and offering the document as a public document. Director Ferryman seconded. Motion carried unanimously. PROJECT NO. 155 — MASTER PLAN UPDATE Mr. Hamers provided the Independent Engineer's Report for the Board's review. Mr. Hamers provided Staff recommendations: • Accept Alan Burns' opinion that the Sewer master Plan Update is not a "project" and, therefore, exempt from further CEQA requirements. • Accept the comments from the independent engineer and direct the • Manager /District Engineer to incorporate the comments into an update in the 2002 calendar year. Establish the Master Plan Update as an ongoing '��sa "'r +e� COSTA MESA SANITARY DISTRICT o =• MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 11, 2002 0 �arouh° � PACE 8 concern to be updated continually by the Manager /District Engineer with the updates being presented to the Board for approval at appropriate timeframes. • Continue holding Study Sessions with Board and Staff as an educational program for staying abreast of sewer matters. • Recognize the Sewer Master Plan Update as a public record and provide the Plan to interested parties upon request. • Continue with the administrative policies, planning, engineering, and maintenance and operation schedules described in the Plan that have resulted in having a sewer system that is in excellent condition. Vice President Woodside motioned to approve the Sewer Master Plan subject to the 6 bullet points. Director Ferryman seconded. Motion carried unanimously. 2051 -2053 NEWPORT BOULEVARD NEW CMSD EASEMENTS • RESOLUTION NO. 2002 -659 — VACATING EXISTING EASEMENT Mr. Hamers requested the item be continued to the next meeting. Director Ferryman motioned to continue the item to the next meeting. Secretary Perry seconded. Motion carried unanimously. 2002 -2003 CAPITAL IMPROVEMENT PROGRAM REPORT — INDEPENDENT ENGINEER'S REVIEW Vice President Woodside motioned to approve the 2002 -2003 Capital Improvement Program Report — Independent Engineer's Review. Secretary Perry seconded. Motion carried unanimously. PROJECT NO. 162 — PILOT PROGRAM FOR GREASE CONTROL PROFESSIONAL SERVICES AGREEMENT — ENNIX INC., TESTING ENZYMES AND BACTERIA Mr. Hamers provided a brief review of the pilot program for grease control. Secretary Perry motioned to execute the professional services agreement • with Ennix Inc., subject to final review by Mr. Burns. Director Ferryman seconded. Motion carried unanimously. +�,,s�x�r,�r COSTA MESA SANITARY DISTRICT "° �' MINUTES OF BOARD OF DIRECTORS REGULAR MEETING - a JULY 11, 2002 • ��roRAT�' PAGE 9 EMERGENCY WORK — BEAR STREET SEWER LINE REHABILITATION Mr. Flamers reported the Bear Street sewer line was cracked and in need of repair. The services of Preussag Pipe Rehabilitation were used at a cost of $7,728 ($28 LF). Mr. Harriers reported the repair took less than an hour utilizing the Preussag technology. Mr. Hamers reported the cost of repair with excavation would have been over $100 per foot. Director Ferryman motioned to ratify the Manager's actions for the emergency repair of the Bear Street sewer line, approving payment of $7,728 to Preussag Pipe Rehabilitation. Secretary Perry seconded. Motion carried unanimously. TREASURER'S REPORTS COSTA MESA DISPOSAL CPI ADJUSTMENT . Mr. Puckett presented the Costa Mesa Disposal CPI adjustment, scheduled to take effect July 1, 2002. Staff calculated the 12 -month CPI factor as of May 2002 to be 2.87 %. The maximum annual increase is contractually limited to 3 %. Since the CPI factor of 2.87% is less than the maximum annual rate increase of 3 %, the 2.87% CPI factor will be used as the rate increase and will increase the District's monthly rate per occupancy payable to Costa Mesa Disposal as follows: 2001 -02 Trash rate per occupancy $ 8.2181 2002 -03 Rate adjustment based on May 2002 CPI 0.2359 2002 -03 Trash rate per occupancy (Effective July 2002) $8.4540 Mr. Puckett recommended the budget be adjusted at the August Board Meeting to account for the expected cost increases (budget variance of $12,152) to stay on track with reaching a breakeven point for the fund's operations within the next three years. Director Ferryman motioned to approve the rate increase to Costa Mesa Disposal. Secretary Perry seconded. Motion carried unanimously. • COSTA MESA SANITARY DISTRICT s o == MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 11, 2002 • '`° +ro+.*+0'a* PAGE 10 CR TRANSFER CPI ADJUSTMENT Mr. Puckett presented the proposed rate increase for CR Transfer. Mr. Puckett provided a letter from CR Transfer accepting the rate increase of 2.87. Mr. Puckett recommended the budget be adjusted at the August Board Meeting to account for the expected cost increases (budget variance of $21,528) to stay on track with reaching a breakeven point for the fund's operations within the next three years. Mr. Harriers provided a memorandum recommending the following actions: Accept the negotiated rate increase of 2.87% as agreed to by letter from CR Transfer and as calculated by Marc Puckett, District Treasurer, in the enclosed report. • Subject to the recommendations of Alan Burns, Attorney for the District, • either prepare a contract amendment for the one year increase or include the provision in the amendment to be prepared that will cover the next six years. Direct the District Treasurer, Manager, and Staff to prepare a recommendation for Board consideration for a rate increase structure for the next six years with specific consideration of Mr. Puckett's suggestion of capping the total increase over the period. Hold additional meetings with President Schafer, Director Ferryman, District Staff, and CR Transfer as necessary. • Consider Mr. Puckett's findings of his review of CR Transfer's audited financial statements when complete. Director Ferryman motioned to approve the adjustment for CR Transfer and four bullet points, subject to future negotiations and modify bullet point two to have the President and Secretary sign the acceptance letter from CR Transfer and return a copy to them. Secretary Perry seconded. Motion carried unanimously. ATTORNEY'S REPORTS Mr. Burns is currently working on various items for the District, but had no report. n U '�� +�^ r +�� COSTA MESA SANITARY DISTRICT =_ MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 11, 2002 �� PAGE 11 LOCAL MEETINGS ORANGE COUNTY SANITATION DISTRICT REGULAR MEETING -.TUNE 26, 2002 Director Ferryman reported Shirley McCracken was selected as Chairperson and Steve Anderson as Vice Chair. A contract was approved for the ground water replenishment project. There will be a joint session on August 2151 with Orange County Water District. The vote on the waiver will be held on the 17th of July. SANTA ANA RIVER FLOOD PROTECTION AGENCY FULL AGENCY MEETING - JUNE 27, 2002 An agreement with the Army Corps of Engineers was signed. • INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC) President Schafer chaired the July 2 ISDOC Board Meeting and reported they discussed whether to have a newsletter versus brochure. The ISDOC Quarterly Meeting will be held on September 26, 2002, with Lisa Murphy as guest speaker. LOCAL AGENCY FORMATION COMMISSION (LAFCO) COSTA MESA AND NEWPORT BEACH ANNEXATIONS President Schafer attended the July 10th meeting and reported they discussed the following: • updated on goals • annexation and service reviews • LAFCO proposed Personnel Policy and Procedure Guidelines were adopted. WATER ADVISORY COMMITTEE OF ORANGE COUNTY (WACO) • President Schafer reported the meeting will be held on July 12. • , 0 � � + " "�r+ - COSTA MESA SANITARY DISTRICT V ,= a MINUTES OF BOARD OF DIRECTORS REGULAR MEETING .L = JULY 11, 2002 `�+bl"1f��, PAGE 12 ORANGE COUNTY COUNCIL OF GOVERNMENTS ( OCCOG) President Schafer did not attend the OCCOG meeting. The next meeting will be August 15th at El Niguel Country Club in Laguna Niguel. CHAMBER OF COMMERCE LEGISLATION COMMITTEE The meeting will be held on July 17. CSDA President Schafer stated she has no report on CSDA. They are remaining in communication through telephone and fax. OLD BUSINESS There was no old business discussed. NEW BUSINESS Director Ferryman reported there will be a field trip to the Prado Dam site on July 25 at 10:00 a.m. He suggested interested Directors let Ms. Revak know by July 19tH PUBLIC COMMENTS There was no public in attendance, no comments made. ORAL COMMUNICATIONS President Schafer thanked the Historical Society for allowing the District to hold their meeting at the Society's facilities. Director Ferryman distributed a grease flyer from the City of Los Angeles. ADJOURNMENT At 5:30 p.rm;,.Nresident Schafer adjourned the meeting. PRESIDENT