Minutes - Board - 2004-12-09 (2)E
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
DECEMBER 9, 2004
CALL TO ORDER The Board of Directors of the Costa Mesa
Sanitary District met in regular session on
December 9, 2004, at 6:00 p.m. at 628 W.
19`h Street, Costa Mesa.
President Schafer called the meeting to
order at 6:00 o.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, 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: None
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[ r ° MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
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PAGE
ELECTION OF OFFICERS
ELECTION OF DISTRICT OFFICERS
President Schafer thanked the Board for the opportunity to serve as President
and commended the Board and Staff for the growth and advancements to the
District during her tenure as President of the Costa Mesa Sanitary District.
President Schafer opened nominations for Board President.
Director Woodside nominated Director Ferryman for the position of President of
the Board. Director Schafer seconded.
President Schafer closed nominations for Board President.
Motion for Director Ferryman for President as follows:
Aye: Directors Perry, Schafer, Woodside, Ferryman, Worthington.
No: None.
Motion carried 5 -0.
President Ferryman took the position as President of the Costa Mesa Sanitary
District.
President Ferryman opened nominations for the position of Vice President.
Director Schafer nominated Director Woodside for the position of Vice President.
Director Perry seconded.
President Ferryman closed nominations for Vice President.
Motion for Director Woodside for Vice President as follows:
Ayes: Directors Perry, Schafer, Woodside, Ferryman, Worthington.
No: None.
Motion carried 5 -0.
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$ `� MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
DECEMBER 9, 2004
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President Ferryman opened nominations for the position of Secretary.
Director Schafer nominated Director Perry for the position of Secretary. Director
Woodside seconded.
Motion for Director Perry for Secretary as follows:
Ayes: Directors Perry, Schafer, Woodside, Ferryman, Worthington.
No: None
Motion carried 5 -0.
APPOINTMENT OF ORANGE COUNTY SANITATION DISTRICT REPRESENTATIVE
Director Perry nominated Director Ferryman to the position of Costa Mesa
Sanitary District representative to the Orange County Sanitation District. Director
Woodside seconded.
Ayes: Directors Perry, Schafer, Woodside, Ferryman, Worthington
• No: None
Motion carried 5 -0.
APPOINTMENT OF INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY
REPRESENTATIVE
Director Woodside nominated Director Schafer as Costa Mesa Sanitary District
representative to Independent Special Districts of Orange County. Director Perry
seconded.
Motion for Director Schafer for representative to Independent Special Districts of
Orange County as follows:
Ayes: Directors Perry, Schafer, Woodside, Ferryman, Worthington
No: None
Motion carried 5 -0.
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MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
.ti., DECEMBER 9, 2004
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APPOINTMENT OF SANTA ANA RIVER FLOOD CONTROL AGENCY REPRESENTATIVE
Director Schafer nominated Director Perry as Costa Mesa Sanitary District
representative to the Santa Ana River Flood Control Agency. Director Woodside
seconded.
Motion for Director Perry as representative to the Santa Ana River Flood Control
Agency as follows:
Ayes: Directors Perry, Schafer, Woodside, Ferryman, Worthington.
No: None
Motion carried 5 -0.
APPOINTMENT OF COSTA MESA SANITARY DISTRICT RECYCLING COMMITTEE
CHAIRMAN
Director Perry nominated Director Worthington to continue as Costa Mesa
Sanitary District Recycling Committee Chairman. Director Worthington declined
• the nomination.
Director Ferryman nominated Director Woodside as Costa Mesa Sanitary District
Recycling Committee Chairman. Director Perry seconded.
Motion for Director Woodside for Costa Mesa Sanitary District Recycling
Committee Chairman as follows:
Ayes: Directors Perry, Schafer, Woodside, Ferryman, Worthington.
No: None
Motion carried 5 -0.
The Board commended Director Worthington for his past leadership of the
Committee and the programs initiated under his tenure as Recycling Committee
Chairman.
APPOINTMENT OF CSDA REPRESENTATIVE
Director Ferryman nominated Director Schafer as the Costa Mesa Sanitary
District representative to CSDA. Director Perry seconded.
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COSTA MESA SANITARY DISTRICT
MRA ' 5 MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
DECEMBER 9, 2004
• PAGE 5
Motion for Director Schafer as the Costa Mesa Sanitary District representative to
CSDA as follows:
Ayes: Directors Perry, Schafer, Woodside, Ferryman, Worthington.
No: None
Motion carried 5 -0.
BOARD CONSIDERATION OF ATTENDANCE AND REPORTING ON MEETINGS OF CITY
COUNCIL, OCCOG, WACO, AND CHAMBER OF COMMERCE
Mr. Hamers requested Board consideration on the attendance and reporting on
meetings of City Council, OCCOG, WACO and Chamber of Commerce.
Mr. Flamers suggested the Board may want to consider limiting the reports on
those meetings to allow more time to discuss sewer matters such as the grease
control program or major construction projects
Director Ferryman suggested having an agenda item called "Other Meetings, as
• Appropriate" to be utilized if there is something of impact and interest for the
Costa Mesa Sanitary District.
Mr. Burns advised a list of the meetings that may be reported on must appear in
the agenda.
The Board determined to have an agenda item for "Other Meetings, as
Appropriate" and the listing of the meetings by name. A report will be given
should something affecting the District occur at one of the listed meetings.
Mr. Shef arrived at 6:08 p.m.
. ............................... CONSENT CALENDAR . ...............................
Ms. Davis requested the Financial Report as of November 30, 2004 be pulled
from the Consent Calendar for discussion.
Director Perry requested the Refund Report be pulled from the Consent Calendar
for discussion.
Director Schafer motioned to approve the Consent Calendar with the exception
of the Financial Report as of November 30, 2004 and the Refund Report.
Director Woodside seconded. Motion carried 5 -0.
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of-k- COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
DECEMBER 9, 2004
REPORTS
MINUTE APPROVAL
Minutes of Recycling The Minutes of the Recycling Committee Meeting
Committee Meeting, of November 9, 2004, were approved as
November 9, 2004 distributed.
Minutes of Investment The Minutes of the Investment Oversight
Oversight Committee Committee Meeting of November 10, 2004, were
Meeting, approved as distributed.
November 10, 2004
Minutes of Regular The Minutes of the Regular Meeting of November
Meeting, 10, 2004, were approved as distributed.
November 10, 2004
MANAGER'S REPORTS
Refunds The Refund Report was pulled for discussion.
Occupancy Report and The Trash Occupancy Count documented an
Payment of $188,538.21 increase of 12 units for the occupancy report for
to Costa Mesa Disposal — solid waste collection as of December 1, 2004.
December 2004 Therefore, the total for December is 21,211.
Board directed Staff to prepare a warrant for
$188,538.21 to Costa Mesa Disposal on January 1,
2005, for payment for December trash collection
based on the December count of 21,211.
Monthly Spill Report to The Monthly Spill Report to the Regional Water
Regional Water Quality Quality Control Board (RWQCB) for November
Control Board (RWQCB) 2004 was accepted as submitted.
ENGINEER'S REPORTS
Project Status Report The Project Status Report dated December 2004
was accepted as submitted.
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DECEMBER 9, 2004
TREASURER'S REPORTS
Financial Report as of The Financial Report as of November 30, 2004
November 30, 2004 was pulled for discussion.
Treasurer's Reports as of The Treasurer's Reports as of November 30, 2004
November 30, 2004 was received and filed.
Warrant 2005 -06 for Warrant Resolution #CMSD 2005 -06 was
December 2004 in the approved, authorizing the President and Secretary
amount of $573,874.75 to sign the warrant and instructing the Treasurer to
draw a warrant from the Costa Mesa Sanitary
District General Fund in the amount of
$573,874.75.
Directors Expenses for the Director Compensation and Expense
Month of November 2004 Reimbursement for the Month of November 2004
were approved and ratified as follows:
Director Ferryman: $343.38
Director Perry: $513.75
Director Schafer: $687.50
Director Woodside: $170.00
Director Worthington: $1,020.00
.......................... END OF CONSENT CALENDAR ..........................
Director Perry inquired as to the circumstances regarding the refund request.
Mr. Fauth reported this item was originally brought to the District in 1999 for
refund. A refund was granted but the correction was not made on the tax roles
resulting in monies continuing to be collected while the property was being
serviced by a private trash service.
Refund Request Refund requested by: Norm Abell (General Partner)
In the amount Johnson Family Ltd Partnership
of $1,194.78 to Parcel Address: 1922 Anaheim Avenue
Norm Abell (General Assessor's Parcel No. 422 - 141 -24
Partner) Johnson Number of units: 2
Family Ltd Partnership Refund: $1,194.78
Parcel using private trash service.
COSTA MESA SANITARY DISTRICT
@*Oq MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
DECEMBER 9, 2004
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Director Perry motioned to approve the refund. Director Schafer seconded.
Motion carried 5 -0.
Ms. Davis presented the Financial Statement and reported there was an error in
a formula. Ms. Davis provided a brief review of the statement for the Board.
Discussion was held regarding the timing of the reports to enable the Board to
have the time to review them.
Director Perry motioned to approve the Financial Report as corrected by Ms.
Davis. Director Schafer seconded. Motion carried 5 -0.
WRITTEN COMMUNICATIONS
Ms. Revak reported receiving a certificate for Honorable Mention from the CSDA
for the telephone book recycling contest for schools.
PUBLIC COMMENTS
0 There were no public comments, no public in attendance.
MANAGER'S REPORTS
ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT
REPORTS
DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT
Mr. Shef presented the ordinance enforcement summary report covering the
four -week period of November 2004.
Mr. Shef's summary report contained the following information:
• 10 flyers given to residents and 6 containers oversprayed and ID
tagged
• Announcements of fully- automated trash collection service being
affixed to containers.
• Mr. Shef receiving many questions regarding the new rules for the
fully- automated collection.
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MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
DECEMBER 9, 2004
PAGE 9
CMSD STRATEGIC PLAN
YEAR 2003/2004 ACTION ITEMS
Mr. Hamers reported Staff is in the process of reformulating the plan to
regionalize the Newport Beach pump station and will present it to
OCSD to ask for their consideration.
NEW DISTRICT HEADQUARTERS
Ms. Davis presented a detailed report of expenditures on the
acquisition and improvement of the new building.
Mr. Fauth provided an update and list of improvements under
consideration for the building exterior, the grounds and a few
remaining areas of the interior.
RECYCLING REPORTS
• WASTE DIVERSION REPORT - NOVEMBER 2004
Ms. Revak presented the Waste Diversion. Reports for November 2004
showing a 50.78% diversion rate. Director Schafer motioned to receive
and file the Waste Diversion Report. Director Woodside seconded.
Motion carried 5 -0.
CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND
DISPOSAL
PAYMENT FOR NOVEMBER 2004 SERVICES
Director Woodside motioned to approve contract payment to CR Transfer for
recycling services and disposal for the month of November 2004, in the
amount of $179,600.59. Director Perry seconded. Motion carried 5 -0.
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
DECEMBER 9, 2004
COSTA MESA DISPOSAL REQUEST FOR FULLY - AUTOMATED SERVICE AND
PRESENTATION OF MASTER PLAN
FLYER DISTRIBUTION
Mr. Namers provided a sample of the flyer introducing the fully- automated
service. A list of the automation schedule was provided.
Mr. Burns reported the agreement for CR &R is in typing.
Mr. Fauth reported there has been discussion regarding conflicting trash
pickup and street sweeping schedule. Mr. Fauth is in contact with the City to
seek resolution to the conflicting schedules.
NEW CONTAINER DISTRIBUTION
Mr. Fauth provided an itemization of the standardized container requests.
Mr. Fauth reported he has received positive feedback from residents
requesting and being charged for additional containers.
• Mr. Fauth reported three scenarios regarding container purchase /exchange
have arisen and requested Board direction for future circumstances.
X Mr. Fauth reported upgrades from 60 to 90 gallon containers have
been granted at no charge.
X Mr. Fauth reported he was contacted by new homeowners who had
no containers at their residence when they moved in. Rather than
charge the residents for the replacement containers, Mr. Fauth
provided them at no charge.
X Mr. Fauth reported he has also received a call from a resident with
two 35- gallon containers requesting an additional 35- gallon container
because they are disabled. They requested the container at no
charge.
Discussion was held regarding a confidential declaration form to be signed
under penalty of perjury listing ADA or other limitations requiring
accommodation and income to be considered for either no- charge or
reduced - charge containers.
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MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
DECEMBER 9, 2004
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Director Perry motioned to approve the no- charge policy for residents who
move into a home where the trash containers have been removed from the
residence, for any exchange of container sizes F8sidents who tFade in 60
and the implementation of a
confidential form to assist in determining whether to impose a fee for
additional containers for disabled and low- income residents with the
Assistant Manager or Manager /District Engineer to have discretionary
authority to make the determination. Director Schafer seconded. Motion
carried 5 -0.
AND SCHAFER
STRATEGIC PLANNING 2004 - PUBLIC OUTREACH - CLASSROOM RECYCLING
PROJECTS
Director Worthington reported he was unable to find classrooms that were
• amenable to having the recycling program due to the school educational
requirements.
President Ferryman suggested pursuing the presentations and investigating
whether there is another way to provide the education to students.
The Board commended Director Worthington for his efforts regarding the
public outreach program to the students.
Director Schafer suggested discussing the item at the Strategic Plan
meeting.
TELEPHONE BOOK RECYCLING PROGRAM WITH SCHOOLS
The School Telephone Book Recycling Program will run from November 17
through December 29, 2004. Currently, 25 schools are participating in the
program.
PUBLIC RESTROOMS
Director Ferryman had a meeting with Dana Black who will promote the
restrooms to the school district.
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DECEMBER 9, 2004
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Director Ferryman requested copies of any information to forward to the
school district for their review.
ENGINEER'S REPORTS
WASTE DISCHARGE REQUIREMENTS -(WDR)
GENERAL UPDATE
Mr. Hamers reported all the agencies under the WDR must submit their
grease control programs to the RWQCB by December 31, 2004.
GREASE CONTROL PROGRAM DEVELOPMENT
PROJECT NO. 174 - AGREEMENT WITH EEC
Mr. Hamers reported EEC (Environmental Engineering and Contracting,
Inc.) is planning the Grease Control Program implementation after having
• finished the grease control program documents.
Mr. Hamers has prepared a submittal letter to the Water Quality Control
Board with the District's grease control program documents and the
alternatives to grease disposal as required in the WDR.
Discussion was held regarding method of charging for grease discharge and
proportionality of the charges. Staff was requested to prepare a potential
schedule of charges for Board review.
TREASURER'S REPORTS
BOARD OF DIRECTORS EXPENSE REIMBURSEMENT ORDINANCE
Ms. Davis presented the proposed Conferences, Travel, and Expenses policy
with the updated sections underlined for Board review. The Board discussed
the proposed revisions and made no changes.
Mr. Burns will bring the item back in Ordinance form.
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COSTA MESA SANITARY DISTRICT
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DECEMBER 9, 2004
PAGE 13
ATTORNEY'S REPORTS
CITY OF COSTA MESA CONSIDERATION OF SANITATION FRANCHISE FEE
Mr. Burns provided a copy of the City of Costa Mesa City Council agenda
showing the second reading and adoption of Ordinance No. 04 -12, AN
ORDINANCE OF THE CITY COUNCIL OF THE CITY OF COSTA MESA,
CALIFORNIA ADOPTING A SOLID WASTE HAULING FRANCHISE FEE,
amending the Costa Mesa Municipal Code Chapter IV of Title 8. for the
Board's review. The Ordinance exempts the Costa Mesa Sanitary District
and its current hauler from the payment of franchise fees.
CITY /DISTRICT OPERATING AGREEMENT
Mr. Burns reported receiving the latest version of the proposed City /District
agreement for review and contacting the City with minor changes to which the
City Attorney's office agreed. Mr. Burns provided a brief review of the
updates for the Board.
RESOLUTION NO. 2005 -697, ADOPTING A REVISED APPENDIX TO THE DISTRICT'S
CONFLICT OF INTEREST CODE
Mr. Burns presented Resolution No. 2005 -697, A RESOLUTION OF THE
COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS ADOPTING
A REVISED APPENDIX TO THE DISTRICT'S CONFLICT OF INTEREST
CODE.
Mr. Hamers requested his title be corrected to Manager /District Engineer from
Manager /Engineer.
Director Woodside motioned to adopt Resolution No. 2005 -697 as modified.
Director Perry seconded. Motion carried 5 -0.
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B� MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
DECEMBER 9, 2004
PAGE 14
LOCAL MEETINGS
ORANGE COUNTY SANITATION DISTRICT (OCSD)
REGULAR MEETING - NOVEMBER 17, 2004 DIRECTOR FERRYMAN
Director Ferryman attended the OCSD meeting and reported the following:
• Reception for Wes Bannister
• Discussion regarding heavy user fees
• Temporary Ocean Discharge Waiver
• $800,000 for Secondary Treatment
• 2.5 million for SARI line
President Ferryman will work with Staff to draft letters to be sent to the OCSD
Congressional Delegation CONGRATULATING THEM ON RECEIVING
FEDERAL FUNDING.
INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC)
President Schafer attended the December 7, 2004, ISDOC meeting and
reported the following:
• Year -end review and suggestions for year 2005
• John Dudley, El Toro Water District, for Chair
• Bob Moore, South Coast Water District, for Vice Chair
• Elizabeth Minter from Placentia Library District for Secretary
• Joan Finnegan, Treasurer
LOCAL AGENCY FORMATION COMMISSION ( LAFCO)
President Schafer will attend the December 15, 2004, LAFCO meeting and
provide a report.
CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA)
2005 MEMBERSHIP DUES IN THE AMOUNT OF $2,672.00
Director Schafer motioned to approve membership dues to CSDA in the
amount of $2,672.00. Director Woodside seconded. Motion carried 5 -0.
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DECEMBER 9, 2004
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OLD BUSINESS
ELECTION 2004
Ms. Revak reported receiving certification from the Registrar of Voters
confirming the reelection of Directors Ferryman and Perry. The Oath of
Office has been administered by Ms. Revak as required by law on the first
Friday in December.
NEW BUSINESS
STRATEGIC PLANNING WORKSHOP -JANUARY 21 AND 22. 2005
President Schafer reported the Strategic Planning Workshop will be held on
January 21 and 22, 2005.
ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
• Director Worthington reported he spoke to former CMSD President Jim Wahner
regarding visiting the Orange County landfill operation. Mr. Wahner is arranging
for a tour for all interested Board members.
Mr. Burns recommended noticing the tour once a date is established.
ADJOURNMENT
At 7:55 p.m., President Ferryman adjourned the meeting.
SECRETARY
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PRESIDENT