Minutes - Board - 2010-09-23i
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
SEPTEMBER 23, 2010
CALL TO ORDER
PLEDGE OF
ALLEGIANCE
INVOCATION
ROLL CALL
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DIRECTORS PRESENT:
DIRECTORS ABSENT:
The Board of Directors of the Costa Mesa
Sanitary District met in regular session on
STember 23, 2010 at 5:30 p.m. at 628 W.
19t Street, Costa Mesa.
President Schafer led the Pledge of
Allegiance.
Mr. Fauth gave the invocation.
Arlene Schafer, Robert Ooten, Gary
Monahan, James Ferryman, Art Perry
STAFF PRESENT: Scott Carroll, General Manager; Joan Revak,
Office Manager /Clerk of the District; Robin B.
Hamers, District Engineer; Alan Burns, Legal
Counsel; Tom Fauth, Operations Manager;
Marc Davis, Treasurer
OTHERS PRESENT Jim Fitzpatrick
449 Broadway
Costa Mesa, CA 92627 -2318
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COSTA MESA SANITARY DISTRICT PAGE 2
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD SEPTEMBER 23, 2010
ANNOUNCEMENT OF LATE COMMUNICATIONS
Ms. Revak reported there were no late communications.
CONSENT CALENDAR
Ms. Revak announced an addition to the Minutes of the Regular Board Meeting held
August 26, 2010 on page 13, OLD BUSINESS to read as follows: "The regular December
2010 meeting of the Board of Directors will be held on Monday, December 20, 2010 at 5:30
p.m. at CMSD Headquarters."
Director Ooten moved to approve the Consent Calendar with the addition of "Old Business"
as stated by Ms. Revak. Director Perry seconded the motion. Motion passed 5 -0.
REPORTS
MINUTE APPROVAL
Minutes of Sewer System Committee
Meeting —August 17, 2010
Minutes of Regular Board Meeting —
August 26, 2010
Refunds
Occupancy Report and Payment of
$196,987.58 to Costa Mesa Disposal —
August 2010
Monthly Spill Report to State Water
Resources Control Board
The Minutes of the Sewer System Committee
Meeting of August 17, 2010 were approved as
distributed.
The Minutes of the Regular Board Meeting of
August 26, 2010 were approved with the
revision as noted by Ms. Revak.
There were no refund requests for the
month of August 2010.
The Trash Occupancy Count documented
an 8 unit increase for the occupancy report
for solid waste collection as of September 1,
2010. Therefore, the total for August is
21,516 and the payment of $196,987.58 was
ratified.
The Monthly Spill Report to the State Water
Resources Control Board (SWRCB) for
September 2010 was accepted as submitted.
COSTA MESA SANITARY DISTRICT
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD SEPTEMBER 23, 2010
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Waste Diversion Report for August
2010
Contract Payment of $169,956.77 to
CR Transfer — August 2010
PAGE 3
The Waste Diversion Report dated
August 2010 was accepted as submitted.
The contract payment of $169,956.77 to
CR Transfer for recycling services and
disposal for the month of August 2010 was
ratified as submitted.
Contract Payment of $8,830.40 The contract payment of $8,830.40 to CR
to CR Transfer — Santa Ana Transfer for recycling services and disposal
Heights /Newport Beach — August 2010 for Santa Ana Heights /Newport Beach for
the month of August 2010 was ratified as
submitted.
Ordinance Enforcement Officer's
Report
ENGINEER'S REPORTS
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Project Status Report
Howard S. Wright Contractors Invoice
in the amount of $27,820.85
TREASURER'S REPORTS
Financial Report as of August 31, 2010
Treasurer's Report as of August 31,
2010
Warrant Register for the month of
August 201.0 in the amount of
$602,008.54
The Ordinance Enforcement Officer's Report
dated September 16, 2010 was accepted as
submitted.
The Project Status Report dated August
2010 was accepted as submitted.
The Howard S. Wright Invoice for work
performed through August 31, 2010 in the
amount of $27,820.85 was ratified as
submitted.
The Financial Report as of August 31,
2010 was accepted as submitted.
The Treasurer's Report as of August 31,
2010 was accepted as submitted.
Warrant Resolution #CMSD 2011 -3 was
approved, authorizing the President and
Secretary to sign the warrant ratifying the
payment of certain claims and demands, and
specifying the funds out of which the same
were paid in the amount of $602,008.54.
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COSTA MESA SANITARY DISTRICT
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD SEPTEMBER 23, 2010
Directors Compensation &
Reimbursement of Expenses for the
month of August 2010.
WRITTEN COMMUNICATIONS
PAGE 4
Director Compensation and Expense
Reimbursements for the month of August
2010 were approved and ratified as
follows:
President Schafer: $1,326.00 + $515.74
Vice President Ooten: $1,326.00
Director Monahan: $442
Director Ferryman: $1,326.00 + $560.65
Director Perry: $1,326.00 + $454.26
END OF CONSENT CALENDAR
Ms. Revak reported on one written communication from Diane Groh of the OCOG Club
expressing the gratitude for the compost bins provided by the CMSD and for the personal
time of Mr. Tom Fauth.
PUBLIC COMMENTS
President Schafer requested any public comments.
Mr. Fitzpatrick requested to address items B. 4 and 6 on the Consent Calendar
Mr. Fitzpatrick questioned the value of the recycling services provided by CR &R Mr.
Hamers responded the District does not receive the value of the recyclables collected by
CR &R. The CR &R /District agreement states the District pays a constant rate to CR &R
for services and CR &R owns the recyclables and receives the fair market value. The
District has never had a contract with CR &R or CR Transfer where the District receives a
credit or the value of the recyclables. When originally negotiating the agreement with CR
Transfer, a CR &R subsidiary, the CMSD Board of Directors chose to pay a slightly higher
constant rate for budgeting purposes rather than having a fluctuating revenue stream that
might cause the rates to constantly change.
On item B. 6. Mr. Fitzpatrick stated he thinks it is great the Code Enforcement Officer's
report has information on scavenging, he suggests a measurement element of how many
calls come in. Mr. Fitzpatrick suggested the Board /Staff sit down with CR &R and discuss
scavenging and graffiti and how they can track and identify what areas of the city this is
occurring. Mr. Fitzpatrick stated a constant theme of his will be to pull up the contract
with CR &R for review.
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COSTA MESA SANITARY DISTRICT PAGE 5
MINUTES OF THE BOARD OF DIRECTORS REGULAR.MEETING
HELD SEPTEMBER 23, 2010
GENERAL MANAGER'S REPORTS
BUDGET APPROPRIATION ENGINEERING PHASE PROJECT #189 OCSD 6 LINES
Mr. Carroll reported a budget appropriation .in the amount of $27,065 is needed
to complete the design phase of Project #189 OCSD 6 Lines. Mr. Carroll stated
Staff will provide a report for the construction phase of the project when designs
are complete and costs are finalized. In October 2009 the Board approved a
proposal in the amount of $66,865 from RBH. Inc. for engineering design service
to mitigate deficiencies in the six OCSD sewer lines transferred to the District.
The approval was followed up with a budget appropriation in the amount of
$48,700 for estimated work to be completed in the 2009 -10 fiscal year knowing
this project will be carried forward in FY2010 -11. Mr. Carroll stated a budget
appropriation in the amount of $18,165 is needed to complete the design phase
of this project. An additional appropriation of $2,900 for soils engineering and
$6,000 for traff ic control is also needed, bringing the total appropriation to
$27,065.
Director Ferryman moved to approve the budget appropriation for the
Engineering Phase of Project #189 for the six OCSD Sewer Lines: Director
. Perry seconded the motion. Motion carried 4 -0.
ANNEXATION OF FOUR ISLANDS WITHIN THE CMSD SERVICE AREA
Mr. Carroll reported on the September 15, 2010 Orange County LAFCO meeting
he attended to request a waiver of the annexation fee for the property at 789
Paularino Avenue. The Commission tentatively approved Staff's request on the
condition the District agree to annex all four islands within the District service
area; and, remit the annexation fee to LAFCO and once all four islands are
officially annexed LAFCO will return the fee to the District. Director Ferryman
moved to approve annexation of the last four islands within the District service
and approve appropriating $3,200 for OC LAFCO annexation fees. Director
Ooten seconded the motion. Motion carried 4 -0.
RECYCLING COMMITTEE
Director Ooten presented a report on the September 20, 2010 Recycling
Committee meeting. Director Ooten stated the District has expended $32,839.97
from the Second cycle of the 2009 -09 Grant for $142,256 and the composting
bins have been very well received by the community.
The first quarter progress report for the Strategic Plan Solid Waste Elements 2.1
through 2.5 was discussed.
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COSTA MESA SANITARY DISTRICT PAGE 6
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD SEPTEMBER 23, 2010
Director Ooten reported Ms. Throop of CR &R, Inc. reported the South County
food waste program collected and diverted 112.27 tons during the month of
August. A new disposal site in Irvine called Tierra Verde Industries (TVI) was
issued a temporary permit to receive 3000 tons per day including green waste for
3 -5 years and CR &R hopes to work with TVI at the conclusion of the pilot
program instead of trucking the food waste to Thermal.
Director Ooten reported the feasibility of a residential FOG program in the City of
Costa Mesa is being investigated.
Ms. Revak noted Ms. Norma Fernandez is no longer assigned to the CMSD and
has been replaced by Mr. Frank Campos.
President Schafer mentioned it has been brought to her attention that many
containers are very dirty and questioned if the containers could be replaced by
CR &R. Mr. Fauth indicated Staff would look into the matter with CR &R.
Director Monahan arrived at 6:00 p.m.
ENGINEER'S REPORTS
PROJECT No. 168 - IRVINE PUMPING STATION RELOCATION
• Mr. Hamers requested the item be continued to the October 28, 2010 meeting.
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Director Monahan moved to continue Project No. 168 — Irvine Pumping Station
Relocation to the October 28, 2010 meeting. Director Ooten seconded the
motion. Motion carried 5 -0.
PROJECT NO. 183 -2 - BRISTOL STREET NORTH OF RANDOLPH BID OPENING
Mr. Hamers reported on the bid opening of Project #183 -2 Bristol Street Sewer
North of Randolph and the lowest responsive bidder is Nikola Corporation with a
bid of $63,909. Director Perry moved to accept and file the report. Director
Monahan seconded the motion. Motion carried 5 -0.
SEWER SYSTEM COMMITTEE
The Sewer System Committee met on Tuesday, September 14, 2010 and Director
Monahan provided the report on the meeting. Director Monahan reported on spill
statistics and the Edison Company was requested to notify the CMSD when there are
outages: On the oversight of private pumping stations, Director Monahan reported it was
decided to delay until spring of 2011. Director Monahan confirmed with Ms. Revak that
she has a complete WDR Compliance Library in her office as required. Staff will be
evaluating pump stations earthquake preparedness. A report on CMSD projects was
• provided at the Committee meeting. It was noted the certificate of occupancy was issued
for the District Yard. The Grand Opening and Dedication Ceremony is planned for
Saturday, October 30, 2010 from 11:00 a.m. to 1:00 p.m.
COSTA MESA SANITARY DISTRICT PAGE 7
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD SEPTEMBER 23, 2010
TREASURER'S REPORTS
Mr. Davis reported on the quarterly Investment Oversight Committee meeting held prior to
the regular Board of Directors meeting. There were two items on the agenda — the
investment report status as of August 31, 2010, and the annual sewer and trash charges.
Mr. Davis also reported on the safekeeping process with the custodian and discussion
was held on putting the safekeeping services out to bid.
ATTORNEY'S REPORTS
Mr. Burns stated he had no items to report on at this meeting.
CLERK OF THE DISTRICT REPORTS
JOINT MEETING WITH MIDWAY CITY SANITARY DISTRICT
President Schafer pulled the item.
LOCAL MEETINGS
• ORANGE COUNTY SANITATION DISTRICT (OCSD)
Director Ferryman provided a report on the OCSD meeting held September 22,
2010. The most significant issue was an agreement with one of OCSD's
bargaining units with changes to the retirement and wage increases for OCSD's
employees.
SANTA ANA RIVER FLOOD PROTECTION AGENCY (SARFPA)
Director Ferryman reported on the SARFPA meeting held at 4:00 p.m. on this date.
Reports were provided on the SARI line and the timeline.
INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY (ISDOC)
President Schafer attended a Board meeting on September 7, 2010 and was
nominated for the position of 2nd Vice President; Richard Freschi, was nominated
for President; 1St Vice President nominee is John Withers and 3rd Vice President
nominee is Bob Moore from South Coast Water District. Nominations from the
floor will be taken at the September 30, 2010 meeting.
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COSTA MESA SANITARY DISTRICT PAGE 8
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD SEPTEMBER 23, 2010
Quarterly Meeting on September 30, 2010
Ms. Revak requested names of Directors and Staff who plan to attend the ISDOC
Quarterly Meeting and Luncheon on September 30, 2010. President Schafer,
Directors Ooten, Director Ferryman and General Manager Scott Carroll plan to
attend. Director Ferryman motioned to give President Schafer authority to vote on
behalf of the Costa Mesa Sanitary District Board of Directors at the ISDOC
election. Director Monahan seconded the motion. Motion carried 5 -0.
LOCAL AGENCY FORMATION COMMITTEE ( LAFCO)
President Schafer reported on the LAFCO meeting of September 15, 2010. The
CMSD was on the agenda requesting a waiver of fees for an annexation of four
properties in Costa Mesa. LAFCO agreed to return the annexation fees paid by
the CMSD after completion of the annexation.
CHAMBER OF COMMERCE
President Schafer reported on the September 1, 2010 meeting of the Chamber of
Commerce where legislative reports were discussed.
• CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA)
President Schafer reported on the CSDA Annual Conference held September 20-
23, 2010 at the Newport Beach Marriott. President Schafer was the Chair for the
conference with 500 attendees. A tour of the Orange County Sanitation District
Groundwater Replenishment System was offered and a golfing event was held at
the Costa Mesa Golf Course. The Mayor of Newport Beach gave the welcoming
speech. John Moorlach spoke at the event as well. Directors and Staff agreed the
breakout sessions were excellent.
Director Ferryman reported on one of the breakout sessions he attended at the
conference on using the social media as an outreach tool in districts and provided
a brochure on the "do's and don'ts" of utilizing Facebook and Twitter as a District.
The 2010 Annual Conference will be held in Monterey.
WACO
President Schafer attended the WACO meeting on September 10, 2010 and was
brought up to date on the water supply and other information. Speaker Deven
Upadhyay gave an update on the Metropolitan Water District 2010 Integrated
• Resources Plan.
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COSTA MESA SANITARY DISTRICT PAGE 9
MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING
HELD SEPTEMBER 23, 2010
CALIFORNIA ASSOCIATION OF SANITATION AGENCIES (CASA)
President Schafer, Directors Ooten, Ferryman and Perry and General Manager
Scott Carroll attended the CASA Annual Conference in Monterey. The CMSD
received Honorable Mention for its submittal of the Telephone Book Recycling
Program for Schools.
OLD BUSINESS
There was no old business to discuss.
NEW BUSINESS
LAFCO INVOICE IN THE AMOUNT OF $18,880.76
Director Monahan moved to ratify payment to LAFCO in the amount of $18,880.76.
Director Ooten seconded the motion. Motion carried 5 -0.
ADJOURNMENT
• President.Schafer adjourned the meeting at 7:03 p.m.
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