Minutes - Board - 2004-06-100
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
JUNE 10, 2004
CALL TO ORDER The Board of Directors of the Costa Mesa
Sanitary District met in regular session on
June 10, 2004, at 4:00 p.m. at the Costa
Mesa Historical Society.
President Schafer called the meeting to
order at 3:55 p.m.
PLEDGE OF ALLEGIANCE Director Perry led the Pledge of Allegiance
• INVOCATION Director Woodside gave the invocation.
ROLL CALL
DIRECTORS PRESENT: Arlene Schafer, Greg Woodside, Art Perry,
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, Treasurer;
Bobby Young, Finance; Debbie Bjornson,
Permit Processing Specialist; Denise
Gilbert, Permit Processing Specialist;
Wendy Davis, Treasurer; Cynthia King,
Finance
OTHERS PRESENT: Jim Atkinson, Mesa Consolidated Water
• District
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PAGE 2
• President Schafer presented Mr. Marc Puckett with an Excellence in Service
award plaque thanking him for his years of service to the Costa Mesa Sanitary
District. President Schafer also thanked Bobby Young for his service to the
District.
Mr. Hamers introduced two new Staff members Wendy Davis, Treasurer and
Cynthia King, Accountant.
. ............................... CONSENT CALENDAR . ..........:....................
Ms. Revak requested the Minutes of the Special Meeting, May 7, be corrected to
reflect attendance by Mr. Alan Burns, legal counsel.
Director Worthington motioned to approve the Consent Calendar as corrected.
Director Perry seconded. Motion carried 5 -0.
REPORTS
MINUTE APPROVAL
Minutes of Recycling
• Committee Meeting,
May 5, 2004
Minutes of Special
Meeting,
May 7, 2004
Minutes of Regular
Meeting,
May 10, 2004
Minutes of Special
Meeting,
June 2, 2004
MANAGER'S REPORTS
The Minutes of the Recycling Committee Meeting of
May 5, 2004, were approved as distributed.
The Minutes of the Special Meeting of May 7, 2004,
were approved as corrected.
The Minutes of the Regular Meeting of May 10,
2004, were approved as distributed.
The Minutes of the Special Meeting of June 2, 2004,
were approved as distributed.
REFUNDS In accordance with Resolution No. 96 -584, adopted
by the Costa Mesa Sanitary District on April 17,
1996, the following refunds were granted
subsequent to receiving a signed statement from
• the applicants:
COSTA MESA SANITARY DISTRICT
° ° a MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
o JUNE 10, 2004
PAGE
• Refund request by Refund requested by: Steve Alley, Clean Rooms
Steve Alley, Clean Rooms West Inc.
West Inc. Parcel Address: 350 Paularino Ave
of $782.50 Assessor's Parcel No. 427 - 091 -13
Number of units: 1
Refund Requested: $782.50
Applicant paid for permits up front. Job was
awarded to another contractor.
Occupancy Report and The Trash Occupancy Count documented an
Payment of $182,330.41 increase of 14 units for the occupancy report for
to Costa Mesa Disposal — solid waste collection as of June 1, 2004.
June 2004 Therefore, the total for June is 21,128.
Board directed Staff to prepare a warrant for
$182,330.41 to Costa Mesa Disposal on July 1,
2004, for payment for June trash collection based on
the June count of 21,128.
Monthly Spill Report to The Monthly Spill Report to the Regional Water
Regional Water Quality Quality Control Board (RWQCB) for May 2004 was
• Control Board (RWQCB) accepted as submitted.
ENGINEER'S REPORTS
Project Status Report The Project Status Report dated June 2004, was
accepted as submitted.
TREASURER'S REPORTS
Financial Report as of The Financial Report as of May 31, 2004, was
May 31, 2004 accepted as submitted.
Report of Monies on The Report of Monies on Deposit as of May 31,
Deposit as of 2004, was received and filed.
May 31, 2004
Warrant 2004 -12 for May Warrant Resolution #CMSD 2004 -12 was approved,
2004 in the amount of authorizing the President and Secretary to sign the
$1,343,791.06 warrant and instructing the Treasurer to draw a
warrant from the Costa Mesa Sanitary District
General Fund in the amount of $1,343,791.06.
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COSTA MESA SANITARY DISTRICT
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PAGE
• Directors Expenses for the Director Expenses for the Month of May 2004 were
Month of May 2004 ratified as follows:
Director Ferryman: $510.00
Director Perry: $680.00
President Schafer: 1020.00 + $31.50
Vice President Woodside: $510.00
Director Worthington: $1020.00 + 30.50
.......................... END OF CONSENT CALENDAR ..........................
WRITTEN COMMUNICATIONS
Ms. Revak reported there were no written communications received.
PUBLIC COMMENTS
There were no public comments made.
• MANAGER'S REPORTS
REQUEST FOR ADJUSTMENT OF COMPENSATION FOR GENERAL COUNSEL
CLOSED SESSION — PERSONNEL EXCEPTION GOVERNMENT CODE SECTION
54957
AFTER RECONVENING FROM CLOSED SESSION, TAKE ACTION WITH RESPECT TO
THE REQUEST IN OPEN SESSION.
Board determined a closed session was not necessary.
Mr. Burns requested an increase in rates as follows:
Position Former Rate Proposed Rate
Senior Attorney, Partner $135 $155
Associate Attorney $100 $115
Law Clerk $65 $75
Paralegal $60 $70
Director Perry motioned to approve the compensation adjustment for
General Counsel as requested. Director Woodside seconded. Motion
• carried 5 -0.
COSTA MESA SANITARY DISTRICT
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JUNE 10, 2004
PAGE 5
• REQUEST FOR ADJUSTMENT OF COMPENSATION FOR DISTRICT
MANAGER/ENGINEER
CLOSED SESSION — PERSONNEL EXCEPTION GOVERNMENT CODE SECTION
54957
AFTER RECONVENING FROM CLOSED SESSION, TAKE ACTION WITH RESPECT TO
THE REQUEST IN OPEN SESSION.
Board determined a closed session was not necessary.
Mr. Flamers requested a rate increase as follows:
Engineering and Management
Draftsman
Inspector
Retainer
2 -man survey crew
. Director Perry motioned
District Manager /Enginee r
Motion carried 5 -0.
U
Current Rate
$70 /hr
50 /hr
45 /hr
1,200 /mo
160 /hr
Proposed Rate
$80 /hr
60 /h r
55/h r
1,300 /mo
185/hr
to approve the compensation adjustment for
as requested. Director Woodside seconded.
ANTI- SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT
REPORTS
POLICE REPORT
Mr. Hamers presented a memorandum providing the statistics for the month
of May 2004. The scavenging statistics for May are as follows:
Location Calls for Service Cite /Arrest
Area 1
0
3
Area II
0
0
Area III
7
0
Area IV
0
0
TOTAL
7
3
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
JUNE 10, 2004
PAGE 6
• DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT
Mr. Hamers presented the ordinance enforcement summary report for the
five -week period beginning April 19, 2004 and ending May 23, 2004.
Mr. Shefs summary report contained the following information:
• 20 flyers given to residents and 12 containers oversprayed and ID
tagged.
CMSD STRATEGIC PLAN
YEAR 2003/2004 ACTION ITEMS
Mr. Hamers presented the 2003/2004 Strategic Planning Action Items,
reporting the District is on schedule for all items. Received and filed.
SEPARATION OF DISTRICT FROM CITY
FOLLOW UP ACTION TO JUNE 2, 2004 SPECIAL MEETING
TENANTIMPROVEMENTS
• Mr. Fauth reported Staff completed the software demonstrations and
has chosen and ordered a package from Springbrook Software Inc.
Staff requested a discount and all software training to be held on -site.
Mr. Fauth reported Ms. Cynthia King has been hired as accountant for
the District.
Mr. Fauth reported escrow closed on the new building and all
documentations received.
General contractor quotations were due by June 4 and were not
received because of the lack of time to put together a credible
quotation. Both potential bidders are working to ascertain what will be
needed to update the new facility and prepare a quote.
Mr. Fauth presented photographs of the facility in its current condition.
Mr. Fauth has been in contact with TRC to ensure the phone systems
will be up and running in a timely manner.
CaIPERS resolution due to be signed at the June 16, 2004 meeting.
• Mr. Fauth and Ms. Davis have been working to finalize the banking
needs for the District.
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Q�V_0711111&4aCOSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
JUNE 10, 2004
PAGE 7
Director Worthington requested a temporary Costa Mesa Sanitary
District sign be placed out front of the new building as soon as
possible.
SECOND DRAFT OF CITY OF COSTA MESA/CMSD AGREEMENT
Mr. Burns presented the second draft of the City of Costa Mesa /CMSD
Agreement modified in light of the understanding reached with Mr.
Allan Roeder. The agreement provides for the continued use of Field
Services personnel and spells out their performance standards. It
describes the compensation to be paid to the City and the fact that this
arrangement is for a one -year term, subject to renewal upon the further
agreement of the parties.
The agreement also reflects the fact that the District will not be
contracting for continued financial services with the City.
Mr. Hamers discussed the fact that the new facilities will not be ready
to move into when the District's lease with the City expires. There will
be a need to rent the current facilities from the City of Costa Mesa until
• new building is ready for occupation.
Director Ferryman motioned to authorize Mr. Hamers to negotiate a
reasonable rental agreement with the City of Costa Mesa to rent the
current facilities for the additional time required. Director Woodside
seconded. Motion carried 5 -0.
RECYCLING REPORTS
WASTE DIVERSION REPORT - MAY 2004
The Waste Diversion Report for May showing a 50.65% diversion rate for
the City of Costa Mesa and a 51.83% diversion rate for the County was
received and filed.
CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND DISPOSAL
PAYMENT FOR MAY 2004 SERVICES
Ms. Revak reported the CR Transfer invoice was received late and Staff is in
the process of reconciling it.
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
JUNE 10, 2004
Mr. Hamers reported a written request has not yet been received.
Discussion was held regarding the anticipated move to fully- automated
service.
PUBLIC SAFETY EMERGENCY SERVICES EXPO - SUNDAY, MAY 16, 2004
Mr. Fauth reported the 10th annual Public Safety Emergency Services Expo
was held on Sunday, May 16, 2004, at Fire Station #4, 2300 Placentia
Avenue.
Mr. Fauth reported he learned upon arrival that there was no spot reserved
for the District booth. A location was found in the rear of the Expo.
Mr. Fauth reported the truck from CR Transfer with the bales of recycled
materials did not arrive.
• Mr. Fauth suggested a reminder from Staff the day prior to the event to CR
Transfer regarding the recycled materials display as well as confirming a
better location for the booth with the fire department.
RECYCLING COMMITTEE- TUESDAY, JUNE 8, 2004 - 9:00 A.M., CR -1A
DIRECTORS WORTHINGTON AND SCHAFER
STRATEGIC PLANNING 2004 - PUBLIC OUTREACH - CLASSROOM RECYCLING
PROJECTS
Director Worthington reported they discussed accomplishments of the
prior school year and plans for the next school year.
Director Worthington suggested the program be limited to 6`h grade
classes only.
Mr. Hamers inquired as to the District's display at City Hall. Ms. Revak
reported the display was removed from the showcase to make room for
the next display.
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ENGINEER'S REPORTS
WASTE DISCHARGE REQUIREMENTS— (WDR)
GENERAL UPDATE
Mr. Hamers reported the "Legal Authority" ordinance will be, presented to
the Board at the July regular meeting. The deadline for adoption of legal
authority is July 30, 2004. After the Board reviews the ordinance, Mr.
Hamers will prepare a submission to the State Regional Water Quality
Control Board detailing how the Costa Mesa Sanitary District is meeting
legal authority.
Director Woodside thanked Mr. Hamers and Mr. Burns for helping to pave
the way for the District.
PROJECT NO; 168 — TUSTIN PUMP STATION RELOCATION AGREEMENT WITH CITY
OF NEWPORT BEACH TO CONSTRUCT DISTRICT SEWER LINES
Mr. Hamers reported the Board approved in concept for the City of
. Newport Beach to construct District sewer lines because the County Road
Department and the City of Newport Beach have decided to realign the
intersection and Irvine Avenue, to the north and south.
The agreement is not yet ready for the Board to review and will be
presented at the July regular meeting.
Mr. Hamers presented Project No.171, Tustin Pump Station Force Main
Rehabilitation, Proposal to Begin Design Phase. The project was
approved in the 2003 -2004 capital improvement program. Due to the
length of the line, the project will be divided into phases and the limits of
Phase I will be determined during the design phase.
The proposal is to complete the design phase of the project at the hourly
rates shown below, not to exceed $40,000.
Engineer $ 70 per hour
2 man survey crew $185 per hour
3 man survey crew $210 per hour
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COSTA MESA SANITARY DISTRICT
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PAGE 10
Director Perry motioned to approve Project No. 171, Tustin Pump Station
Force Main Rehabilitation Proposal to Begin Design Phase. Director
Ferryman seconded. Motion carried 5 -0.
PROJECT NO. 173 - SOUTH COAST PLAZA PUMP STATION FORCE MAIN
PROPOSAL TO BEGIN DESIGN PHASE
Mr. Hamers presented Project No.173, South Coast Plaza Pump Station
Force Main Proposal to Begin Design Phase. The project was approved
in the 2003 -2004 capital improvement program. The line ruptured on June
30, 2002, and during an inspection at that time it was found that the line
was deteriorating to a point where it should be replaced.
The proposal is to complete the design phase of the project at the hourly
rates shown below, not to exceed $15,000.
Engineer $ 70 per hour
2 man survey crew $185 per hour
3 man survey crew $210 per hour
• Director Perry motioned to approve Project No. 173, South Coast Plaza
Pump Station Force Main Proposal to Begin Design Phase. Director
Woodside seconded. Motion carried 5 -0.
Application for funding through Orange County Sanitation District was
discussed.
TREASURER'S REPORTS
Mr. Puckett provided a brief report regarding investments. Mr. Puckett thanked
the District for the recognition from the Board.
ATTORNEY'S REPORTS
RESOLUTION NO. 2004 -681, ORDERING THAT PUBLICATION OF ORDINANCE NO. 45
PROVIDING PURCHASING AUTHORITY FOR AN INDEPENDENT PURCHASING SYSTEM
HAS OCCURRED
Mr. Burns introduced Resolution No. 2004 -681, A RESOLUTION OF THE
BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT
ORDERING THAT PUBLICATION OF ORDINANCE NO. 45 PROVIDING
• PURCHASING AUTHORITY FOR AN INDEPENDENT PURCHASING
SYSTEM HAS OCCURRED.
COSTA MESA SANITARY DISTRICT
a1 MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
JUNE 10, 2004
PAGE 11
• Director Woodside motioned to adopt Resolution No. 2004 -681. Director
Ferryman seconded. Motion carried 5 -0.
Director Woodside motioned to discuss an item not on the agenda
determining the need arose after the agenda was prepared and there is a
need to take immediate action. Director Ferryman seconded. Motion
carried 5 -0.
President Schafer reported the 2004 CASA Annual Conference is going to
be held on August 4 through August 7, 2004, at the Hyatt Regency in
Monterey, California. Directors Schafer, Perry, and Ferryman expressed
an interest in attending the conference.
Director Perry motioned to approve attendance at the 2004 CASA Annual
Conference for Directors Schafer, Perry, and Ferryman. Director
Ferryman seconded. Motion carried 5 -0.
Ms. Revak will make the reservations for the three directors.
LOCAL MEETINGS
• ORANGE COUNTY SANITATION DISTRICT (OCSD)
REGULAR MEETING — MAY 26, 2004 (DIRECTOR FERRYMAN
Director Ferryman attended the May 26, 2004, meeting and reported the
following:
d• Steve Anderson nominated as Chairman for next year
d• Nominations for Vice Chair next meeting – Director Ferryman to be
nominated
SANTA ANA RIVER FLOOD PROTECTION AGENCY (SARFPA)
MEETING — MAY 27, 2004 (DIRECTOR PERRY)
❖ Budget approved
❖ Funding request — $58 million request for Prado Dam, $13 million
received
❖ Final negotiations for Green River golf course
INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC)
• President Schafer attended the June 1s` ISDOC meeting and reported the
following:
�°'"`� COSTA MESA SANITARY DISTRICT
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PAGE 12
• ❖ President Schafer won the reelection to LAFCO held on May 27
d• Discussion held on having an ethics workshop and program for the
July 29th quarterly meeting
LOCAL AGENCY FORMATION COMMISSION ( LAFCO)
President Schafer attended the June 9th LAFCO meeting and reported the
following:
❖ Irvine annexation to City of Irvine from County of 1,662 acres of
unincorporated County territory in Irvine sphere of influence. Will
continue on July agenda.
Selection Committee new representative Dr. Bob Bower and Patsy
Marshall named as Alternate.
❖ Lawsuit on Great Park
❖ LAFCO to host conference in Anaheim
FINAL BUDGET FOR FY 2004 -2005
Mr. Hamers received a letter from Mr. Bob Aldrich, Acting Executive
Director, Local Agency Formation Commission, dated May 14, 2004,
• stating the final LAFCO budget for FY 2004 -2005 was adopted.
CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA)
President Schafer attended the CSDA Government Affairs Day and Local
Coalition as well as CSDA Board meeting (May 11, 12, and 13, 2004).
d• President Schafer will attend Chapter Roundtable on June 11, 2004.
❖ President Schafer will attend legislation meeting June 18, 2004.
OLD BUSINESS
Discussion on property tax revenue and special districts.
NEW BUSINESS
MEMBERSHIP IN COSTA MESA HISTORICAL SOCIETY
Director Ferryman motioned to renew the District's membership in the Costa
Mesa Historical Society and meeting room fee in the amount of $250.00.
Director Perry seconded. Motion carried 5 -0.
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014 COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
JUNE 10, 2004
PAGE 13
ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
Director Ferryman suggested having a barbeque for the Rangels. Director
Ferryman will discuss details with Ms. Revak.
Director Woodside will be unable to attend the June 23, 2004, OCSD
meeting. Director Perry will attend.
President Schafer thanked Mr. Jim Atkinson for attending the meeting.
ADJOURNMENT
At 5:21 p.m., President Schafer adjourned the meeting.
SECF ETARY ",
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