Minutes - Board - 2004-10-14r�
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
OCTOBER 14, 2004
CALL TO ORDER The Board of Directors of the Costa Mesa
Sanitary District met in regular session on
October 14, 2004, at 6:00 p.m. at 628 W.
19th Street, Costa Mesa.
PLEDGE OF ALLEGIANCE
INVOCATION
• ROLL CALL
is
President Schafer called the meeting to
order at 6:00 p.m.
Director Ferryman led the Pledge of
Allegiance
Director Woodside gave the invocation.
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, Board
Secretary/Program Manager; Wendy Davis,
Treasurer; Sherry Kallab, Accountant;
Denise Gilbert, Permit Processing
Specialist; Debbie Bjornson, Permit
Processing Specialist; Ron Shef, District
Ordinance Enforcement Officer
OTHERS PRESENT: Joyce Crosthwaite, Executive Officer for
LAFCO
Mike Scheafer, Costa Mesa City Council
Allan Roeder, City Manager, City of Costa
Mesa
COSTA MESA SANITARY DISTRICT
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OCTOBER 14, 2004
• PAGE 2
. ............................... CONSENT CALENDAR . ...............................
Ms. Revak reported there were no financial reports in the Consent Calendar due
to the relocation to new headquarters.
Director Ferryman motioned to approve the Consent Calendar as corrected.
Director Worthington seconded. Motion carried 4 -0.
REPORTS
MINUTE APPROVAL
Minutes of Recycling The Minutes of the Recycling Committee Meeting of
Committee Meeting, September 7, 2004, were approved as distributed.
September 7, 2004
Minutes of Investment The Minutes of the Investment Oversight Committee
Oversight Committee Meeting of September 8, 2004, were approved as
Meeting, distributed.
• September 8, 2004
Minutes of Regular The Minutes of the Regular Meeting of September 8,
Meeting, 2004, were approved as distributed.
September 8, 2004
Minutes of Special The Minutes of the Special Meeting of October 4,
Meeting, 2004, were approved as distributed.
October 4, 2004
MANAGER'S REPORTS
Refunds There were no refunds requested for the month of
September 2004.
Occupancy Report and The Trash Occupancy Count documented an
Payment of $188,360.44 increase of 5 units for the occupancy report for solid
to Costa Mesa Disposal — waste collection as of October 1, 2004. Therefore,
October 2004 the total for October is 21.191.
Board directed Staff to prepare a warrant for
• $188,360.44 to Costa Mesa Disposal on November 1,
2004, for payment for October trash collection based
on the October count of 21,191.
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v° COSTA MESA SANITARY DISTRICT
, MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
OCTOBER 14, 2004
PAGE 3
Monthly Spill Report to The Monthly Spill Report to the Regional Water
Regional Water Quality Quality Control Board (RWQCB) for September 2004
Control Board (RWQCB) was accepted as submitted.
ENGINEER'S REPORTS
Project Status Report
Safety /Loss Control
Meeting Minutes
TREASURER'S REPORTS
Financial Report as of
September 30, 2004
Report of Monies on
Deposit as of
September 30, 2004
The Project Status Report dated October 2004 was
accepted as submitted.
The Minutes of the Safety /Loss Control Meeting of
September 28, 2004, were approved as distributed.
The Financial Report as of September 30, 2004 was
continued.
The Report of Monies on Deposit as of September
30, 2004 was continued.
Warrant 2005 -04 for Warrant Resolution #CMSD 2005 -04 was approved,
October 2004 in the authorizing the President and Secretary to sign the
amount of $515,489.08 warrant and instructing the Treasurer to draw a
warrant from the Costa Mesa Sanitary District
General Fund in the amount of $515,489.08.
Directors Expenses for the Director Compensation and Expense Reimbursement
Month of September 2004 for the Month of September 2004 were approved and
ratified as follows:
Director Ferryman: $850.00 + 103.87
Director Perry: $1020.00
President Schafer: 1020.00
Vice President Woodside: $680.00
Director Worthington: $1020.00
.......................... END OF CONSENT CALENDAR ..........................
WRITTEN COMMUNICATIONS
Ms. Revak reported there were no written communications.
y COSTA MESA SANITARY DISTRICT
°v s MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
OCTOBER 14, 2004
• PAGE 4
PUBLIC COMMENTS
There were no public comments.
COMMENTS FROM CITY MANAGER ON NEW CITY /DISTRICT
AGREEMENT AND PROPOSED FRANCHISE FEE
Mr. Allan Roeder, City Manager, City of Costa Mesa spoke to the Board
regarding the City of Costa Mesa requesting a franchise fee from trash haulers in
the City.
Mr. Roeder provided a background as to the multiple avenues the City of Costa
Mesa is investigating to increase revenue to the City.
Mr. Roeder reported the City Council has continued the item to November 1,
2004, to allow City Staff to publish a new first reading of the proposed Ordinance
to address issues that developed during discussions with the haulers.
• If the revised first reading meets Council's approval, the second reading and
adoption of the resolution and application of fee will be held on November 15tH
Director Perry arrived, 6:20 p.m.
Mr. Roeder encouraged the Directors of the District to extend an offer to talk to
the Council members to convey the District's position to them.
Discussion was held.
President Schafer thanked Mr. Roeder for attending the meeting and discussing
the issues with the Board.
Mr. Roeder and Mr. Scheater and Ms. Crosthwaite left the meeting at 6:58 p.m.
MANAGER'S REPORTS
ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT
REPORTS
POLICE REPORT
• A Police Report was not received.
} COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
OCTOBER 14, 2004
• PAGE
DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT
Mr. Shef presented the ordinance enforcement summary report covering the
five -week period from August 23 to the end of September 2004.
Mr. Shef's summary report contained the following information:
• 30 flyers given to residents and 10 containers oversprayed and ID
tagged.
• 20 flyers with proper disposal instructions were distributed to
residents placing TVs, monitors, or CRTs for curbside collection.
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.
SEPARATION OF DISTRICT FROM CITY
TENANTIMPROVEMENTS
• Mr. Fauth provided an unofficial summary of the costs of acquiring
and improvingthe Costa Mesa Sanitary District Headquarters
building. The approximate total to date is $1,284,222.40. Mr.
Fauth will present an official summary after the figures are validated
with Ms. Davis and Ms. Kallab.
President Schafer commended Staff for their team effort in the
efforts to acquire the new facility.
Mr. Fauth reported the grand opening celebration will be held after
the first of the new year to give Staff time to adjust to the new
building and assure all systems are operating.
Director Ferryman suggested having an aerial map of the District
placed into the boardroom.
Ms. Revak reported arrangements will be made in the near future to
have new photographs of Directors taken.
CHANGE ORDERS TO CIRKS CONSTRUCTION CONTRACT
is There were no change orders to discuss.
RECYCLING REPORTS
COSTA MESA SANITARY DISTRICT
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'�� ..w OCTOBER 14, 2004
• PAGE
WASTE DIVERSION REPORT - SEPTEMBER 2004
Ms. Revak presented the Waste Diversion Reports for September 2004
showing a 50.78% diversion rate.
Director Ferryman motioned to receive and file the report. Director Perry
seconded. Motion carried 5 -0.
CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND DISPOSAL
PAYMENT FOR SEPTEMBER 2004 SERVICES
Director Ferryman motioned to approve contract payment to CR Transfer for
recycling services and disposal for the month of September 2004, in the
amount of $178,397.58. Director Woodside seconded. Motion carried 5 -0.
COSTA MESA DISPOSAL REQUEST FOR FULLY-AUTOMATED SERVICE AND
PRESENTATION OF MASTER PLAN
• SPECIAL MEETING - SEPTEMBER 2, 2004
Mr. Hamers reported receiving a letter from CR &R discussing the
approximate date of beginning fully- automated service. The letter was
included in the Board materials for consideration by the Directors. Staff
forwarded public relations and outreach materials to CR &R to give to their
graphics department to develop a flyer.
AND SCHAFER
STRATEGIC PLANNING 2004 - PUBLIC OUTREACH - CLASSROOM RECYCLING
PROJECTS
Director Worthington had no new information to report.
MINI - TELEPHONE BOOK PROGRAM (YELLOW PAGES)
The Mini Telephone Book Recycling Program was completed on September
20, 2004. A total of 2,180 books were collected in the bins located at City
Hall and the Orange Coast College Recycling Center.
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
OCTOBER 14, 2004
PAGE 7
USED TIRE ROUND UP - SATURDAY, OCTOBER 23, 2004
Director Worthington reported the Used Tire Round Up will begin on
Saturday, October 23, 2004. Director Worthington reported the local
newspaper advertising was cited as the most useful source of advertising for
the event. The least effective was determined to be flyers.
PUBLIC RESTROOMS
Director Worthington reported watch
outside public restrooms being installe
Worthington anticipates the company
to locate them in Orange County in the
ENGINEER'S REPORTS
ing a television program about 150
d in the City of Los Angeles. Director
providing the restrooms will be willing
near future.
WASTE DISCHARGE REQUIREMENTS —(WDR)
GENERAL UPDATE
Mr. Hamers reported he and Mr. Burns are working with the consultant on
implementing a grease control program by December 2004. A meeting
will be held for Board consideration of the parameters of the grease
control program.
REPORT ON EMERGENCY OR NON -BID SEWER WORK
Mr. Hamers presented a report on emergency or non -bid sewer work -
raising sewer manholes at Cherry Lake.
TREASURER'S REPORTS
UPDATE ON SPRINGBROOK FINANCIAL SOFTWARE
Ms. Davis reported the computers are up but there is difficulty networking the
financial software. Ms. Davis is expecting it to be up and running shortly. Ms.
Davis reported they will be processing payroll after the first of the year.
TREASURER'S BOND
Ms. Davis reported she obtained a Master Bond for $400,000. Mr. Burns
• reported there will be a system of checks and balances put in place.
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
..w OCTOBER 14, 2004
• PAGE
Director Ferryman motioned to receive and file the report. Director Woodside
seconded. Motion carried 5 -0.
ATTORNEY'S REPORTS
PROPOSITION 59 ON NOVEMBER 2. 2004 BALLOT
Mr. Burns reported he was asked to review Proposition 59. Mr. Burns
reported the proposition makes it a Constitutional right to have open meetings
and access to public records.
LOCAL MEETINGS
ORANGE COUNTY SANITATION DISTRICT (OCSD)
REGULAR MEETING -SEPTEMBER 22, 2004 (DIRECTOR FERRYMAN
Director Ferryman attended the OCSD meeting and reported the following:
• No additional Grant Money until January
• • Emergency action regarding SARI line — two areas of reduced
coverage over the line in Santa Ana River
• Groundwater replenishment ground breaking ceremony
SANTA ANA RIVER FLOOD PROTECTION AGENCY
Director Perry attended the September 23rd meeting and reported the
following:
• Funding undetermined for Prado Dam in 2005 -2006 fiscal year
• Property costs for purchase of remaining land has doubled
INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY (ISDOC)
President Schafer did not attend the October 5, 2004, ISDOC meeting but
reported the following:
• Discussion on General Meeting and CSDA
• Special Meeting on Friday, November 12th, Election of officers
• Catherine Smith, CSDA, will speak at the November 12'h meeting
LOCAL AGENCY FORMATION COMMISSION ( LAFCO)
• President Schafer attended the October 13, 2004, LAFCO meeting and
reported the following:
<<• _ •. COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
»' OCTOBER 14, 2004
• PAGE 9
• MSR update
• Staff to provide recommendations on 20 -year vision plan
• Update on Newport Beach /Costa Mesa annexation
• Leadership Symposium scheduled for Friday, January 14, 2005 in
Arrowhead
CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA)
CONFERENCE - SEPTEMBER 27-30,2004
• President Schafer and Director Ferryman attended the CSDA
Governance class in Palm Springs where Director Ferryman received
his graduation certificate.
• Chapter Roundtable
• Overview of Proposition 1A by President Bill Miller, CSDA and
Geoffrey Neil, Public Affairs Specialist
• President Schafer won CSDA election
• Honorable Mention Award to Costa Mesa Sanitary District for
Telephone Recycling Program
• RESOLUTION NO. 2005-697 SUPPORTING PROPOSITION 1 A
President Schafer introduced Resolution No. 2005 -697, A RESOLUTION
OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY
DISTRICT SUPPORTING PROPOSITION 1A.
Director Woodside motioned to adopt Resolution No. 2005 -697 supporting
Proposition 1A. Director Ferryman seconded. Motion carried 5 -0.
Ms. Revak will fax the Resolution to Sacramento.
OLD BUSINESS
No old business was discussed
NEW BUSINESS
STRATEGIC PLANNING WORKSHOP- YEAR 2005
Ms. Revak requested Directors to ascertain availability to attend the
• Strategic Planning Workshop. Directors Schafer, Woodside, Perry, and
Ferryman confirmed their availability for January 21 -22, 2005. Director
Worthington was unsure of his schedule at this time.
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STATUS OF FALL 2004 NEWSLETTER
Mr. Harriers reported Staff would like to place the Fall Newsletter on hold until
an outside graphics consultant has been acquired and to combine with
announcements for new headquarters.
Director Perry suggested utilizing the school district to handle the printing
process. Director Perry will provide the contact information to Ms. Revak.
ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
Director Worthington suggested allowing the boardroom to be used during the
day for public meetings. President Schafer recommended discussing the item
during the Strategic Planning meeting.
President Schafer adjourned the meeting to closed session at 8:15 p.m.
Mr. Fauth presented a communications diagram to show new e-mail addresses
and phone numbers.
• New business cards will be ordered after the election.
TENANT IMPROVEMENTS (REVISITED)
Mr. Fauth conducted a walk through with the general contractor and Mr. Pete
Tenace, City Inspector, to obtain a Certificate of Occupancy. A temporary
Certificate of Occupancy was obtained.
Two items were not approved during the walk through:
• The entrance and exit of the building must be modified to reduce the
height of the tile at the doorways.
• Trash enclosure must be provided
Discussion was held regarding the possibility of utilizing twice -a -week pickup of
containers in lieu of bin service.
At 8:15 p.m., President Schafer adjourned to closed session.
CLOSED SESSION PURSUANT TO GOVERNMENT CODE
SECTION 54956.9 SUBSECTION C TO DISCUSS ANTICIPATED
LITIGATION WITH LEGAL COUNSEL (1 CASE)
At 8:45 p.m. the Board came out of closed session.
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No formal action was taken at the closed session.
ADJOURNMENT
At 8:47 p.m., President Schafer adjourned the meeting.
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