Minutes - Board - 2003-02-130
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
FEBRUARY 13, 2003
CALL TO-ORDER The Board of Directors of the Costa Mesa
Sanitary District met in regular session on
February 13, 2003, at 6:00 p.m.
Conference Room 1 -A at the Civic Center,
77 Fair Drive, Costa Mesa.
PLEDGE OF ALLEGIANCE
INVOCATION
ROLL CALL
DIRECTORS PRESENT:
DIRECTORS ABSENT:
President Schafer called the meeting to
order at 6:00 p.m.
Costa Mesa Boy Scout Association led the
Pledge of Allegiance.
Vice President Woodside gave the
invocation.
Arlene Schafer, Art Perry, Greg Woodside,
James Ferryman, Dan Worthington
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: Boy Scout Troup 302
PRESENTATION TO COSTA MESA BOY SCOUT ASSOCIATION
Director Worthington presented the Costa Mesa Boy Scout Association with a
check for $100.00, a portion of monies received from the sale of a set of 1928
• model Ford rims and tires that had been brought to the Used Tire Roundup. The
Costa Mesa Boy Scout Association was chosen as a recipient of the money in
recognition of their efforts in conservation, environmental awareness, and
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recycling. Director Worthington praised scouting, stating they were an
organization that builds character in their participants.
The Boy Scouts left the meeting.
. ............................... CONSENT CALENDAR . ...............................
Vice President Woodside stated the Investment Oversight Meeting Minutes show
that he was in attendance at the January 9, 2003 meeting, He requested Ms.
Revak check the record to see who was in attendance at that meeting.
Director Worthington inquired as to the wording under Old Business, Special
Districts Institute Governance Seminar & Workshops February 26 — March 1,
2003 — Monterey, CA. The Minutes state:
Director Worthington will be attending the Special Districts Institute
Governance Seminar and Workshop for the Wednesday program only.
Director Worthington reported he will be at the seminar for three days, and will be
• attending the workshop on Wednesday, February 26, but not the Saturday,
March 1, Workshop.
Director Ferryman motioned to approve the Consent Calendar with the
modification to the Investment Oversight Meeting Minutes and clarification to Dr.
Worthington's attendance at the Special Districts Institute Governance Seminar.
Director Perry seconded. Motion carried 5 -0.
REPORTS
MINUTE APPROVAL
Minutes of Regular
Meeting,
January 9, 2003
Minutes of Special
Meeting
January 13, 2003
Minutes of Special
Meeting
• February 1, 2003
The Minutes for the Regular Meeting of January 9,
2003, were approved as corrected.
The Minutes of the Special Meeting of January 13,
2003, were approved as distributed.
The Minutes of the Special Meeting of February 1,
2003, were approved as distributed.
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MANAGER'S REPORTS
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
FEBRUARY 13, 2003
PAGE 3
Refunds There were no refunds presented for consideration.
Occupancy Report and The Trash Occupancy Count documented an
Payment of $177,965.15 increase of 7 units in the occupancy report for solid
to Costa Mesa Disposal — waste collection as of February 1, 2003.
February 2003 Therefore, the total for February is 21,051.
Board directed Staff to prepare a warrant for
$177,965.15 to Costa Mesa Disposal on March 1,
2003, for payment for February trash collection
based on the February count of 21,051.
is Monthly Spill Report to The Monthly Spill Report to the Regional Water
Regional Water Quality Quality Control Board (RWQCB) for January 2003
Control Board (RWQCB) was accepted as submitted.
ENGINEER'S REPORTS
Project Status Report
TREASURER'S REPORTS
Financial report as of
January 31, 2003
Report of Monies on
Deposit as of
January 31, 2003
Warrant 2003 -8 for
• January 2003 in the
amount of
$1,056,768.57
The Project Status Report dated February 2003,
was accepted as submitted.
The Financial Report for January 31, 2003, was
accepted as submitted.
The Report of Monies on Deposit as of January 31,
2003, was received and filed.
Warrant Resolution #CMSD 2003 -8 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
$1,056,768.57.
COSTA MESA SANITARY DISTRICT
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FEBRUARY 13, 2003
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Directors Expenses for the Director Expenses for the Month of January 2003
Month of January 2003 were ratified as follows:
Director Ferryman: $680.00 +6.33
Director Perry: $1020.00
President Schafer: $1,020.00 + 244.15
Vice President Woodside: $1020.00
Director Worthington: $1020.00 +86.25
.......................... END OF CONSENT CALENDAR ..........................
WRITTEN COMMUNICATIONS
Mr. Harriers reported receiving a thank you letter from Carol Hamilton, Chair,
Costa Mesa Girl Scout Association, dated January 21, 2003, thanking the District
for the $100 contribution to their organization.
PUBLIC COMMENTS
There were no public comments made.
MANAGER'S REPORTS
ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT
REPORTS
POLICE REPORT
Mr. Hamers presented a memorandum providing the scavenging statistics
for October as follows:
Location Calls for Service Cite /Arrest
Area 1
2
1
Area II
1
0
Area III
1
1
Area IV
0
0
TOTAL
4
2
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DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT
Mr. Flamers presented the ordinance enforcement summary report for the
five -week period beginning December 23, 2002 and ending January 26,
2003.
Mr. Shef distributed approximately 40 courtesy flyers during this period.
Director Worthington stated he was pleased Mr. Shef has not encountered a
major problem with graffiti on the containers.
CMSD STRATEGIC PLAN
YEAR 2003 STRATEGIC PLANNING ACTION ITEMS
Mr. Harriers reported the Year 2003 Strategic Planning session of
February 1 was very successful and presented the Costa Mesa Sanitary
District Strategic Plan 2003 for the Board's approval.
The Board accepted the report.
• FRANCHISING TRASH HAULING
Mr. Harriers reported a letter was sent to the mayor of the City of Costa
Mesa regarding franchising trash hauling.
Mr. Puckett reported a Council Member presented a neighborhood
program and suggested franchising as a possible funding source for the
program. Staff was directed to research the cost for the suggested
program as well as research a source of funding and report back to
Council.
Mr. Harriers will update the Board as more information becomes available.
CMSD ADMINISTRATIVE OFFICE
Mr. Harriers reported the Year 2003 Strategic Planning Action Items
identified the need to consider relocating the District offices. A feasibility
committee will investigate options and report to the Board.
Mr. Harriers recommended President Schafer and Director Ferryman be
selected as committee members to investigate relocation options.
• Vice President Woodside motioned to appoint President Schafer and
Director Ferryman to the Institutional Issues Committee. President
Schafer seconded. Motion carried 5 -0.
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40
RECYCLING REPORTS
WASTE DIVERSION REPORT — DECEMBER 2002
The Waste Diversion Report for January depicted a diversion rate of 50.05
percent. Director Ferryman motioned to receive and file the Waste
Diversion Report. Director Perry seconded. Motion carried 5 -0.
CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND DISPOSAL
FOR DECEMBER 2002
PAYMENT FOR DECEMBER 2002 SERVICES
Director Perry motioned to approve contract payment to CR Transfer for
recycling services and disposal for the month of January 2003, in the
amount of $173,917.71, subject to verification of the diversion report by
Staff. Director Worthington seconded. Motion carried 5 -0.
TELEPHONE BOOK RECYCLING PROGRAM
SCHEDULE OF AWARD PRESENTATIONS
Ms. Revak reported three schools have not yet provided an availability
schedule and she will fax the list to Directors to sign up for the
remaining schools once the dates have been determined.
Ms. Revak distributed the award checks to Directors to present at their
assigned schools.
CHRISTMAS TREE RECYCLING PROGRAM
Director Worthington provided a final report for the 2002 Christmas Tree
Recycling Program. The total for 2002 program is 94.12 tons. The
tonnage has dropped since the program began in 1997. The committee
speculated that the cost of live trees has discouraged residents from
purchasing them.
Reimbursement has been received from the City of Costa Mesa in the
• amount of $4,617.53.
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HOLIDAY CARD RECYCLING PROGRAM
Mr. Fauth reported 807 pounds of cards have been collected in the 2002
Holiday Card Recycling Program and sent to St. Jude's Ranch for
Children.
Staff prepared a certificate to Susan Campbell acknowledging her
contribution in packaging the cards to send to St. Jude's Ranch.
President Schafer reported that St. Jude's Ranch accepts all types of
greeting cards gathered throughout the year.
E -WASTE
Director Worthington reported a -waste is being looked at by the state as
well as on the national level.
Mr. Fauth reported Staff is preparing an overview report for the April 2003
Board meeting.
Mr. Fauth reported he met with a Curbside Inc. representative to discuss
options for e- waste. Mr. Fauth said Curbside determined holding an event
to collect materials is very costly. They recommended a certificate
program where the customer is given a certificate when purchasing a new
television or computer. The certificate entities them to have their old
television or computer picked up at their home from Curbside at no cost to
the consumer within a certain timeframe.
Ms. Revak reported the Recycling Committee Meetings will be held at 9:00
a.m. instead of 9:30 a.m. from this point forward.
ENGINEER'S REPORTS
ANNEXATION NO. 252 — HOME RANCH, MAKING APPLICATION TO LAFCO
Mr. Harriers reported the application has not been received from the
applicant.
WASTE DISCHARGE REQUIREMENTS— FOG STUDY
Mr. Hamers provided a general update for the Board.
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TREASURER'S REPORTS
MILEAGE REIMBURSEMENT
Mr. Puckett reported he was requested to review the current mileage
reimbursement of 27.5 cents per mile. The current Internal Revenue Code
standard mileage rate to figure the deductible cost of operating a personal
vehicle for business purposes is 36.0 cents per mile.
Mr. Burns recommended that if the Board desires to modify the rate that an
amendment to Operations Code Section 3.01.030 be prepared. Mr. Burns
will work with Mr. Puckett to prepare the amendment.
Director Worthington motioned to direct Mr. Burns to amend 3.01.030 to
adjust the mileage reimbursement to link to the IRC rate, currently 36.0 cents
per mile. Vice President Woodside seconded. Motion carried 5 -0.
TWO PERCENT ASSESSMENT APPEALS CASE
Mr. Puckett provided a synopsis of the two percent assessment appeals case
(Robert Pool v Orange County) and the impact of the case on all affected
governmental agencies in Orange County, including the District.
INVESTMENT OVERSIGHT COMMITTEE ROSTER
Mr. Puckett provided an Investment Oversight Committee roster as requested
by Mr. Hamers at the January 9, 2003 Investment Oversight Committee
Meeting.
ATTORNEY'S REPORTS
ORDINANCE NO. 41 — ENACTING GREASE CONTROL REGULATIONS
Mr. Burns provided an update on Ordinance No. 41, Enacting Grease Control
Regulations. Mr. Burns reported Mr. Hamers attended a meeting with City
officials on January 17, 2003, to discuss the Ordinance. The Ordinance was
revised to remove the potential requirement for a developer of a new building
to record a covenant against the property requiring a grease control device to
be installed at a later date if the use of the property changed to where grease
control devices were necessary.
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Mr. Burns introduced Ordinance No. 41, AN ORDINANCE OF THE BOARD
OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ENACTING
GREASE CONTROL REGULATIONS.
Secretary Ferryman motioned to adopt Ordinance No. 41, Enacting Grease
Control Regulations. Director Perry seconded. Motion carried 5 -0.
ORDINANCE NO. 42, REQUIRING CONTRACTORS TO POST BONDS
Mr. Burns presented Ordinance No. 42, AN ORDINANCE OF THE BOARD
OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT REQUIRING
CONTRACTORS TO POST PERFORMANCE AND LABOR AND
MATERIALS BOND.
Secretary Ferryman motioned to adopt Ordinance No. 42, Requiring
Contractors to Post Bonds. Director Perry seconded. Motion carried 5 -0.
REVISED AGREEMENT WITH CR TRANSFER
Mr. Burns presented the Agreement between the District and CR Transfer
and outlined the revisions. The agreement was previously approved but
brought back to show the format changes.
Secretary Ferryman motioned to ratify the agreement with CR Transfer. Vice
President Woodside seconded. Motion carried 5 -0.
LOCAL MEETINGS
ORANGE COUNTY SANITATION DISTRICT
REGULAR MEETING — JANUARY 22, 2003
Directors Schafer and Perry attended the January 22, 2003, Orange
County Sanitation District meeting.
Secretary Ferryman reported the following:
• Going forward with 38 million dollar contract with a firm to conduct
an asset management program over the next 10 years.
• Scott Baugh working with Kern County to sponsor a bill to set
standards for biosolids
• Chris Cox and Loretta Sanchez cosponsoring a letter to the
congressional committee asking for additional 2 million dollars to
comply with secondary treatment.
COSTA MESA SANITARY DISTRICT
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SANTA ANA RIVER FLOOD PROTECTION AGENCY
MEETING - JANUARY 23, 2003
Director Perry attended the Santa Ana River Flood Protection Agency
meeting and reported the following:
• Replacement of vacating executive committee members. Lou Bone
from City of Tustin was recommended for appointment.
• Don Martinson provided overview of organization
• Status of Prado Dam Project
INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC)
ANNUAL MEETING - JANUARY 30, 2003
President Schafer attended the ISDOC meeting and reported the
following:
• • Arlene Schafer voted as president of ISDOC for a 2 -year term.
• Speaker Phil Anthony, newly elected President of OCCOG - Orange
County Council of Governments
• Chris Norby gave a presentation
LOCAL AGENCY FORMATION COMMISSION (LAFCO)
President Schafer attended the January 31, 2003, meeting and reported
the following:
• Adoption of Strategic Plan (President Schafer passed the document
around for the Board's perusal)
• Municipal Service Reviews (Mr. Hamers recommended Staff send
a copy of code section requirements to Board members)
• LAFCO Public Hearing
• Report on Proposed Planning Area 8A Annexation to the City of
Irvine (400 homes to be built on 77.6 acres) The project is an
RHNA (Regional Housing Needs Assessment)
WATER ADVISORY COMMITTEE OF ORANGE COUNTY (WACO)
• President Schafer did not attend the WACO meeting but provided the
agenda for the Board's perusal. The program was "The Effects of
Changing Demographics on Water Management" and Santa Ana
Watershed Project Authority 'What's on Tap in 2003."
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ORANGE COUNTY COUNCIL OF GOVERNMENTS ( OCCOG)
President Schafer attended the February 30, 2003 meeting and reported
the following:
• Phil Anthony elected President of OCCOG
• Discussion on quorum and increasing attendance at meetings
CHAMBER OF COMMERCE
President Schafer attended the February 4, 2003 meeting and reported
the following:
• Update on budget
• Legislation update on representatives
• Recommended bills to go to Chamber Board
• Spending Cap
• Elections
CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA)
President Schafer will be attending the February 14, 2003 meeting in
Sacramento and attending a legislation meeting on February 27, 2003
with Ralph Heim as speaker.
OLD BUSINESS
COSTAMAZING - CITY OF COSTA MESA 50 -YEAR ANNIVERSARY
Mr. Hamers reviewed the potential packages for becoming a sponsor for
CostAmazing. Mr. Hamers reported none of the packages offered an
opportunity to educate the public about the District.
Mr. Hamers spoke to Diana Leach from Mesa Water who reported they were
considering sponsoring a 'Taste of Costa Mesa /Congratulations to the City" at
Fairview Park. Mr. Hamers suggested the Board consider attending the
Taste of Costa Mesa event to meet the people of the District.
Secretary Ferryman suggested Staff continue to investigate opportunities for
the District to participate in the event.
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CSDA GOVERNANCE SERIES WORKSHOPS — RANCHO MIRAGE — JANUARY 16,
2003
Ms. Revak introduced a report prepared by President Schafer for the Board
on the CSDA Governance Series Workshops. President Schafer, Director
Worthington and Ms. Revak attended the workshops.
Ms. Revak distributed a few of the District's videotapes at the workshop.
NEW BUSINESS
REGULAR MEETING TIME FOR MARCH, APRIL, AND MAY
The regular Board meetings for March, April, and May will be moved to the
following dates at noon:
• • March 12 - noon
• April 9 - noon
• May 7 — noon
Director Ferryman motioned to reschedule the regular meetings of March,
April, and May 2003 to occur at noon on March 12, April 9, and May 7, 2003.
Vice President Woodside seconded. Motion carried 5 -0.
Mr. Burns discovered he would have difficulty attending the May 7 meeting.
May 14 was suggested as an alternate. Secretary Ferryman amended his
motioned to move the May regular meeting to noon on May 14, 2003. Vice
President Woodside seconded. Motion carried 5 -0.
CSDA GOVERNANCE ACADEMY
Ms. Revak introduced a pamphlet on the CSDA Special District Governance
Academy courses. CSDA recommends the courses be taken in order.
President Schafer and Director Ferryman indicated they would like to attend
the series of classes.
Discussion was held regarding the cancellation policy.
• Mr. Hamers indicated the item will be brought back to the March meeting for
further discussion.
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COSTA MESA SANITARY DISTRICT
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Director Perry motioned to approve payment of membership in the Costa
Mesa Chamber of Commerce in the amount of $380.00. Vice President
Woodside seconded. Motion carried as follows:
Ayes: Schafer, Perry, Woodside, Worthington
Abstain: Ferryman
ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
Director Ferryman invited everyone to his company's open house on
Thursday, 5:30 to 7:00 p.m.
ADJOURNMENT
At 7:55 p.m., President Schafer adjourned the meeting.
SECRETARY i