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Agenda Packets - Board - 2007-02-07eats es � �:�t Dist is ... an Independent Special District Arlene Schafer Vice President Art Perry President Bob ®oten Secretary Jim Ferryman Gary Monahan Director Director Regular Meeting - Wednesday, February 7,2007 RECOMMENDED ACTION CALL TO ORDER — 6:00 p.m. — 628 W. 19th Street, Costa Mesa II. PLEDGE OF ALLEGIANCE — Director Ferryman III. INVOCATION — Tom Fauth IV. ROLL CALL (If absences occur, consider whether to deem those absences excused based on facts presented for the absence — such determination shall be the permission required by law.) V. CONSENT CALENDAR - All matters listed under the Consent Calendar are considered to be routine and will be enacted in one motion in the form listed below. There will be no separate discussion on these items prior to the time the Board votes on the motion, unless members of the Board request specific items to be removed from the Consent Calendar for discussion, in which event the item will be removed from the Consent Calendar and considered in its normal sequence on the agenda. Reports Minute Approval City /Districts Liaison Committee Meeting — January 12, 2007 2. Recycling Committee Meeting — January 17, 2007 3. Regular Meeting — January 17, 2007 (Protecting our community's health 6y providing solid waste and sewer coif ction services. www. crosdca. aov SLn AGENDA February 7, 2007 Page 2 RECOMMENDED ACTION 4. Special Meeting — January 22, 2007 5. Sewer Lateral Sub - Committee Meeting — January 24, 2007 6. Special Meeting — January 27, 2007 Manager's Reports 7. Refunds No Refunds 8. Occupancy Report and payment to Costa Mesa Disposal — January 2007 Approve 9. Monthly Spill Report to State Water Resources Board Receive & File 10. Additional Container Program Report Receive & File Engineer's Reports 11. Project Status Report Receive & File Treasurer's Reports 12. Financial Reports as of January 31, 2007 Receive & File 13. Treasurer's Reports as of January 31, 2007 Receive & File 14. Warrant Register for the month of January 2007 in the amount of Ratify Payments $613,334.69 15. Directors' Compensation and Reimbursement of Expenses for the Approve Compensation Month of January 2007 & Ratify Expenses -------------------------------------- - - - - -- -END OF CONSENT CALENDAR-------------------------------------- - - - - -- VI. WRITTEN COMMUNICATIONS VII. PUBLIC COMMENTS VIII. MANAGER'S REPORTS A. CMSD Strategic Plan 1. Year 2007/2008 Strategic Planning Workshop Follow -Up Comments 2. Year 2007/2008 Strategic Planning Action Items Approve 2 -Year Plan B. Sewer System Committee Re -name and Expand Scope (Formerly Sewer Lateral Sub Committee) to Include Entire Sewer System 1. Meeting Scheduled for February 21, 2007 Confirm 2. OCSD Seminar on Sewer Lateral Ownership — March 15, 2007 Accept Report Protecting our community s faealtk 6y Ping soCsd waste and sewer colrection services. www. crosdca. aov AGENDA February 7, 2® ®7 Page 3 RECOMMENDED ACTION C. District Yard Update Accept Report D. Status of CMSD Website Consider Proposals E. New District Headquarters a. Building and Grounds Ad Hoc Committee i. Update on Landscaping Accept Report F. Recycling Reports 1. Waste Diversion Report – January 2007 Receive & File G. Contract Payment to CR Transfer for Recycling Services and Disposal 1. Payment for January 2007 Services Ratify Subject to Verification of Diversion Report by Staff H. Ordinance Enforcement Officer's Report Accept Report I. Update on Monitor Video Accept Report J. Recycling Committee — Monday, February 5, 2007, 12:00 p.m., CMSD Board Room, 628 W. 19th Street, Costa Mesa) (Directors Ooten and Schafer) 1. Recycling Committee Goals for 2007/2008 Approve 2 -Year Goals 2. Telephone Book Recycling Program – November 13 through Accept Report, Approve December 29, 2006 Budget Adjustment and Approve Awards 3. E -Waste Event – February 24, 2007 at City Corporation Yard Accept Report 4. Disposal of Electronic and Universal Wastes through CR &R Accept Report 5. Source Reduction Accept Report IX. ENGINEER'S REPORTS A. Waste Discharge Requirements (WDR) 1. General Update Accept Report 41rotecting our community's hieafth 6y providing soCd waste and sewer collection services. u ww. crosdca. aov `� Lwamesa wnnand .ulstyjC February 7, 2 ® ®7 AGENDA Page 4 RECOMMENDED ACTION B. 330 W. Bay Street; Tract No. 16694; Construction of CMSD Sewer Accept Improvements; File Notice of Completion Accept Sewer Easement, Execute & Record; & Exonerate Bonds at Appropriate Intervals C. 2501 Harbor Blvd; Tract No. 16937; Construction of CMSD Sewer Accept Improvements; File Notice of Completion Accept Sewer Easemen Execute & Record; & Exonerate Bonds at Appropriate Intervals D. Project No. 181 — Newport Blvd. Sewer at 19th Street Bid Opening Award Contract 2. Proposal to Provide Inspection Services Consider X. TREASURER'S REPORTS A. Preliminary Budget Calendar for Fiscal Year 2007 -08 Consider B. Budget Adjustment for Telephone Book Recycling Program Approve XI. ATTORNEY'S REPORTS A. Public Records Act Request for Sewer Line and Pump Station Adjourn to Closed Maintenance and Service Records (Possible need for closed session Session or Schedule Pursuant to Government Code 54956.9(a)) Special Meeting on February 15, 2007 B. Astin, Locke v. CMSD (Sup. Court Case No. 06CC05755) Status Report Coverage and (Possible need for closed session Pursuant to Government Code 54956.9(a)) Defense Status Report C. Fees and Funds — State Requirements for Fee Categories Accept Report and Direction from Board D. Attorney General Opines that Staff Discussions with Trash Hauler Not Consider Subject to Brown Act; Board Determinations Regarding the Trash Franchise are Subject to the Brown Act (89 Ops.Cal.Atty.Gen 241) E. Employer Must Obtain Prosecutor's Consent before Employee Can be Consider Ordered to Cooperate in an Investigation that May Involve Criminal Conduct (Spielbauer v. Santa Clara) Trotecting our community's health 6y providing solid waste and sewer colrection services. uww, crosdca. aov AGENDA February 7, 2® ®7 Page 5 RECOMMENDED ACTION XII. LOCAL MEETINGS (Includes Reports by all Directors Representing CMSD) A. Orange County Sanitation District (OCSD) 1. Meeting Held January 24, 2007 (Director Ferryman) Accept Report B. Santa Ana River Flood Protection Agency (SARFPA) 1. January 25, 2007 Executive Committee Meeting (President Perry) C. Independent Special Districts of Orange County (ISDOC) (Director Schafer) 1. 2007 Membership Dues in the amount of $50.00 D. Local Agency Formation Commission (LAFCO) (Director Schafer) E. California Special Districts Association (CSDA) (Director Schafer) F. California Association of Sanitation Agencies (CASA) 1. Mid -Year Conference — January 18 -20, 2007 at Indian Wells (Director Ooten) G. Other Meetings Qualifying for Reimbursement under CMSD Ordinance No. 55, Operations Code Section 3.01.030 XIII. OLD BUSINESS XIV. NEW BUSINESS XV. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS XVI. ADJOURNMENT Accept Report Accept Report Authorize Payment Accept Report Accept Report Accept Report Accept Report Report on Matters Pertaining to CMSD Protecting our community's health 6y providing sofid waste and sewer coQection services. urcuw. crosdca. aov 1 -17 -07 We thank you for bringing our humble District Board members, Staff and public together to address the issues before us. We ask for your help 1. to give of ourselves in ways that maintain and improve our community; 2. to maintain our focus with determination, and with an appropriate sense of humor; 3. and, to fuel our work with vigor, stamina, and a hearty spirit. We also pray for the souls of our recently departed. For all of this, and for a few doses of good luck and grace, we thank you for your strength. In your Name, Amen. 2 -7 -07 Great and powerful creator we gather before you with respect for ourselves, our community and the tasks before us. We humbly ask for your guidance: 1. to give our best attention to the issues we are about to address; 2. to remain focused with determination and common sense in reaching our decisions; and to keep the best interests of our community as our main goal. For this, mixed with an appropriate sense of humor, we thank you for your strength. In Your Name, Amen d • CITY /DISTRICTS LIAISON COMMITTEE MEETING MINUTES FRIDAY, January 12, 2007 7:30 a.m. MESA CONSOLIDATED WATER DISTRICT 1965 Placentia Avenue Costa Mesa, California 92627 Mesa Committee Members: James F. Atkinson, 1St Vice President Trudy Ohlig -Hall, Vice President Victoria Beatley, Interim General Manager Coleen Monteleone, Interim Assistant General Manager /Administrative Services Manager Barry Carlson, Resource Efficiency Specialist City Committee Members: Eric Bever, Mayor Pro Tern Allan Roeder, City Manager CMSD Committee Members: Bob Ooten, Secretary/Director Rob Harriers, Manager /District Engineer Tom Fauth, Assistant Manager Discussion was held on the following items: 1. ET Controllers Discussion and Presentation by Mesa Staff (Mesa) Mr. Carlson and Ms. Monteleone described how ET (evapotranspiration) landscape irrigation controllers can be programmed to react to the weather through satellite or pre- programmed information. A single family residence may save approximately 37 gallons per day of water by having a more effective watering program. A city can avoid excess runoff into the streets by having each controller programmed to effectively water its designated area more evenly and in accordance with the soil conditions. Mesa is CITY /DISTRICTS LIAISON COMMITTEE MEETING January 12, 2007 MINUTES Page 2 offering rebates to encourage installation, and it appears that "smart" technology will • eventually become the standard. 2. WEROC Hazard Mitigation (Mesa) Vice President Atkinson stated that Mesa has joined WEROC, the Water Emergency Response Organization of Orange County. WEROC encourages organizations to have their emergency response plans up -to -date. 3. Desalination Information (Mesa) Mesa Vice President Jim Atkinson and Mesa Vice President Ohlig -Hall updated the committee on the Poseidon project in Huntington Beach. A private water company is proposing a desalination facility in Huntington for the purpose of providing water to South Orange County. Poseidon will either construct a new pipeline or agree with Mesa to upsize Mesa's pipeline from the west side of the City to just easterly of Newport Blvd. Ms. Ohlig -Hall suggested the focus should be more towards the positive aspects of the creation of another water source rather than the costs or benefits to the City of Costa Mesa. 4. New Capacity Charges Fee Schedule (Mesa) • Vice - President Atkinson and Ms. Beatley explained that Mesa is considering an increase in their capacity charges. Capacity charges are paid when a new development will cause an increase in water usage. The fee has not been increased since 1990 and was previously termed "development impact fee." 5. Single Meter Policy (Mesa) Vice President Atkinson described why Mesa may approve a single meter for each of the North Costa Mesa High Rise Condominium Developments. High rise construction does not lend itself to individual meters for each owner as there is no space for all the meters. Mr. Atkinson also mentioned the significant cost of constructing individual meters in the parking structure. 6. Apartment to Condominium Conversions (Mesa) Vice President Atkinson stated that the developers of apartment -to- condominium conversions are required to install separate meters for each residence in the project. Mr. Atkinson also requested the City of Costa Mesa require developers to process conversion plans through Mesa because developers may be unaware of the conversion requirements. Mr. Roeder stated he would have the City's Building Division add conditions of approval referencing Mesa's requirements. CITY /DISTRICTS LIAISON COMMITTEE MEETING January 12, 2007 MINUTES Page 3 0 7. E. 17th Street Improvement Project Overview (City) Mr. Roeder presented a poster board layout of the proposed E. 17th Street improvements that will begin in approximately 60 days. Instead of widening the street to three lanes in each direction, the City is adding bus turnouts and right turn pockets at intersections. 8. MCWD Street Cuts on Westward Way (City) Council Member Bever discussed the recent water service upgrades on Westward Way and how the construction might compromise the new petramat fabric installed in the asphalt streets. Mr. Bever stated he hoped that no problems would occur and Ms. Beatley stated Mesa would certainly correct any future problems related to the water service installations. Council Member Bever requested Mr. Hamers have the sewer contractor for the new development at 2100 Canyon Drive upgrade the temporary A.C. paving where the tie -in to the CMSD sewer occurs in Westward Way. Mr. Hamers stated he would have the contractor upgrade the temporary A.C. paving in consideration of the upcoming rains and for better drivability and aesthetics. 0 9. Sewer Laterals (CMSD) 0 Mr. Hamers described the newly formed CMSD sub - committee on sewer laterals, which includes Director Ooten and two other CMSD directors. The committee will promote regular maintenance of sewer laterals because the lack thereof oftentimes results in costly excavation and reconstruction. The committee will review the policies of Newport Beach, Santa Ana, and Fullerton, the three agencies who have accepted responsibility for the portion of the laterals located in the public right -of -way. Public Comments There was no public in attendance at the meeting. Other Mr. Hamers thanked Vice President Atkinson and Vice President Ohlig -Hall for hosting the meeting and for making informative and educational presentations on the Mesa topics. The next meeting was scheduled for Friday, April 13, 2007, 8 AM, at the Costa Mesa Sanitary District. Bob Ooten, Secretary Costa Mesa Sanitary District Arthur Perry, President Costa Mesa Sanitary District COSTA MESA SANITARY DISTRICT MINUTES OF RECYCLING COMMITTEE MEETING January 17, 2007 The Costa Mesa Sanitary District Recycling Committee met at 4:30 p.m. at 628 W. 19" Street, Costa Mesa. Directors Present: Bob Ooten, Jim Ferryman Staff Present: Rob Hamers, Tom Fauth, Joan Revak, Denise Gilbert Director Ooten, newly appointed Chairman of the Recycling Committee, called the meeting to order at 4:30 p.m. RECYCLING COMMITTEE GOALS FOR 2005/2006 The Committee reviewed the 2005/2006 recycling goals and discussed goals for 2007/2008. The following goals are proposed: Goal I — Encourage Recycling Projects by Non - Profit Organizations. The Committee recommends continuing this goal in the 2007 -2008 Recycling Committee goals with a minimum of two projects per year. Goal 11— Hosting Tours. This goal was discussed and the Committee recommends continuing the tours of the CR &R Materials Recovery Facility (MRF), the Frank Bowerman Landfill, and the Orange County Sanitation District treatment facility, with at least one tour per year for the 2007 -2008 program. Also mentioned for an additional tour was the OCSD Groundwater Replenishment Facility. Tours for high school students and residents are encouraged. Goal Ill -Electronic Waste Recycling. Residents are prohibited bylaw from placing E -Waste in the trash, so there is no alternative than to either direct the residents to an Orange County HHW Drop -Off facility or to hold a collection event. The Committee noted the upcoming E -Waste Recycling Event on Saturday, February 24, 2007 and recommends future collection events. Recommended as a goal is to hold one collection event per year and recommend the public dispose of their E -Waste by transporting it to one of the County HHW facilities. Protecting our community's health by providing solid waste and sewer collection services. www.crosdcaAov Costa Mesa Sanitary District Minutes of Recycling Committee Meeting January 17, 2006 Page 2 Goal IV- Food Recycling. Food recycling is still a ways off in the future but pilot programs are being held. The recommended goal is to monitor progress and support a pilot program if appropriate. Goal V - Update Award Winning "Working for You" Video. Staff is in the process of re- writing the script for updating the video, with a completion date in 2007. Goal VI - Educate Residents on One - Container Mixed Trash Recycling Program. The Committee recommends continuing this effort including placing articles in newsletters and other publications. Goal Vll — Guest Speaker Program. The Committee recommends inviting guests to Recycling Committee Meetings in order to share their knowledge in the field of recycling. Recommended guests include Mike Carey of the Orange Coast College Recycling Center; David Neiderhaus former Director of General Services of the City of Newport Beach; Mike Planck, General Manager of CR Transfer; David Ronnenberg, Division President of CR Transfer /Recycling & Transportation Division, Paul Relis, Senior Vice President Environmental & • Government Affairs Manager of CR &R; Greg Woodside, former Director CMSD; and Dan Worthington, former Director CMSD. Goal Vill - Continue to Educate Students on the Importance of Recycling. The Committee recommends continuing with the telephone book recycling contest, recycling presentations and vermin - composting presentations. Goal IX - Source Reduction Goals. The Committee recommends continuing source reduction outreach and education, starting with compiling information from neighboring cities and the County and State IWMD. The Committee noted that additional goals may come to light during the two - year program, at which time they will be added to the program. TELEPHONE BOOK RECYCLING PROGRAM - NOVEMBER 13 THROUGH JANUARY 5, 2007 Ms. Revak will present the final report for the 2006 Telephone Book Recycling Program at the February 2007 Recycling Committee meeting and the Committee will request approval from the Board of Directors on the award amounts. i Protecting our community's health by providing solid waste and sewer co(fection services. www.crosdca. :1 k Costa Mesa Sanitary District Minutes of Recycling Committee Meeting January 17, 2006 Page 3 E -WASTE EVENT - FEBRUARY 24, 2007 AT CITY CORPORATION YARD A second E -Waste collection event is scheduled for February 24 2007 co- sponsored with the City of Costa Mesa. The Contractor for the one -day collection event is ARC International Corporation and there will be no cost to the District or the City. DISPOSAL OF ELECTRONIC WASTE THROUGH CR &R A letter from CR &R dated November 7, 2006 on Options for Disposal of Electronic and Universal Wastes was presented The letter includes several pieces of literature explaining State regulations on Electronic Wastes. Additional information on a CR &R program to deal with collection of universal wastes is forthcoming. SOURCE REDUCTION Source Reduction research and outreach is part of the Recycling Committee goals and will be handled as described above. INTEGRATED WASTE MANAGEMENT DEPARTMENT MATCHING FUND OPPORTUNITY Chairman Ooten presented information from the Orange County Integrated Waste Management Department on a potential matching fund opportunity. More information is forthcoming. The next Recycling Committee meeting will be held on Monday, February 5, 2007 at 12:00 p.m. The meeting was adjourned at 5:40 p.m. Secretary President Protecting our community's health dy providing solid waste and sewer collection services. www.crosdca.ov V ( J1 r � 4 ON i� COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JANUARY 17, 2007 The Board of Directors of the Costa Mesa CALL TO ORDER Sanitary District met in regular session on January 17, 2007, at 6:00 p.m. at 628 W. 191h Street, Costa Mesa. President Perry called the meeting to order at 6:00 p.m. PLEDGE OF ALLEGIANCE Director Monahan led the Pledge of Allegiance. INVOCATION Mr. Fauth gave the invocation. ROLL CALL DIRECTORS PRESENT: Art Perry, Arlene Schafer, Bob Ooten, • James Ferryman, Gary Monahan, DIRECTORS ABSENT: None STAFF PRESENT: Robin B. Hamers, Manager /District Engineer; Alan Burns, Legal Counsel; Tom Fauth, Assistant Manager; Joan Revak, Board Secretary/Program Manager /Clerk of the District; Marc Davis, Treasurer; Sherry Kallab, Accountant; Karl Dulake, Maintenance Supervisor; Debbie Bjornson, Permit Processing Specialist; Denise Gilbert, Permit Processing Specialist OTHERS PRESENT: Mr. Dan Worthington, 2963 Mindanao Drive, Costa Mesa Ms. Elise Loeb, 2285 Columbia Drive, Costa Mesa Ms. Angie Hook, 2285 Columbia Drive, Costa Mesa Mr. Dan DeBassio, 2568 Westminster Avenue, Costa Mesa COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JANUARY 17, 2007 PAGE 2 • . ............................... CONSENT CALENDAR .......................... —oo Vice President Schafer requested item 10, Project Status Report, be pulled from the Consent Calendar for discussion. Vice President Schafer motioned to approve the Consent Calendar as presented, with the exclusion of the Project Status Report. Director Monahan seconded. Motion carried 5 -0. REPORTS MINUTE APPROVAL Minutes of Special Meeting — December 6, The Minutes of the Special Meeting of December 6, 2006 2006, were approved as distributed. Minutes of Investment Oversight Committee The Minutes of the Investment Oversight Meeting — December 14, Committee Meeting of December 14, 2006, were 2006 approved as distributed. • Minutes of Regular The Minutes of the Regular Meeting of December Meeting — December 14, 2006 14, 2006, were approved as distributed. MANAGER'S REPORTS REFUNDS There were no refunds for the month of December 2006 Occupancy Report and Payment of $195,257.21 The Trash Occupancy Count documented an to Costa Mesa Disposal — increase of 13 units for the occupancy report for January 2007 solid waste collection as of January 1, 2007. Therefore, the total for January is 21,327. Board directed Staff to prepare a warrant for $195,257.21 for January 2007 collection based on occupancy report. Said payment in the amount of $195,257.21 to Costa Mesa Disposal to be ratified on the February 2007 warrant register. • • • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JANUARY 17, 2007 PAGE 3 =' <.. Monthly Spill Report to The Monthly Spill Report to the Regional Water Regional Water Quality Quality Control Board (RWQCB) for December Control Board (RWQCB) 2006 was accepted as submitted. Minutes of Safety /Loss Control Meeting - December 19, 2006 Minutes of Office Staff Meeting - December 11, 2006 Additional Container Program Report ENGINEER'S REPORTS Project Status Report TREASURER'S REPORTS Financial Report as of December 2006 Treasurer's Report as of December 2006 The Minutes of the Safety /Loss Control Meeting of December 19, 2006 were approved as distributed. The Minutes of the Office Staff Meeting of December 11, 2006 were approved as distributed. The Additional Container Program Report showing 2,523 barrels as of January 16, 2006 was accepted as submitted. The Project Status Report dated January 2006 was pulled for discussion. The Financial Report as of December 2006 was accepted as submitted. The Treasurer's Report as of December 2006 was accepted as submitted. Warrant 2007 -7 for Warrant Resolution #CMSD 2007 -7 was approved, December 2006 in the authorizing the President and Secretary to sign the amount of $552,780.25 warrant ratifying the payment of certain claims and demands, and specifying the funds out of which the same were paid in the amount of $552,780.25. Directors Expenses for the Director Compensation and Expense Month of December 2006 Reimbursements for the Month of December 2006 were approved and ratified as follows: Director Ferryman: $340.00 President Perry: $340.00 Vice President Schafer: $850.00+ 4.45 Director Ooten: $340.00 Director Monahan: $340.00 COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JANUARY 17, 2007 PAGE 4 .......................... END OF CONSENT CALENDAR ......................... Vice President Schafer requested an update on Project #171 Reconstructing Force Main for Tustin Pumping Station. Mr. Hamers reported the pumping station has been renamed Irvine Pumping Station. Mr. Hamers reported they are finishing the design of the Irvine Pumping Station and anticipate construction before summer. As a component of the pump station, the force main is also being reconstructed. Vice President Schafer motioned to approve the Project Status Report. Director Ooten seconded. Motion carried as follows: Ayes: Perry, Schafer, Monahan, Ferryman, Ooten Noes: None WRITTEN COMMUNICATIONS Ms. Revak reported there was one written communication received from Mr. Chuck Winsor thanking Mr. Hamers for his congratulatory email of January 6, 2007. Mr. Hamers informed the Board Mr. Winsor was promoted to Engineering Manager, joining OCSD Division 420 on January 5, 2007. PUBLIC COMMENTS There were no comments from the public in attendance. MANAGER'S REPORTS TRASH CONTAINER REFUND REQUEST FROM DAN DEBASSIO AT 2568 WESTMINSTER AVENUE Mr. Hamers reported Mr. Dan DeBassio is in attendance at the meeting to request the Board consider amending the refund policy regarding trash containers. The Board established the refund policy at the September 14, 2006 regular meeting. A cutoff date of January 1, 2006 was established for granting requested refunds to residents who purchased a trash container prior to the institution of the District's variable rate program. Mr. DeBassio purchased the container approximately 6 weeks prior to the cutoff date. • • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JANUARY 17, 2007 PAGE 5 • Mr. DeBassio addressed the Board and related that he p urchased his extra trash container in November of 2005 for $62.39. When the variable rate structure program was instituted, Mr. DeBassio returned his container and requested a refund. Mr. DeBassio, along with three residents who purchased containers around the same time, were denied a refund based upon the January 1, 2006 cutoff date. Mr. DeBassio requested the Board reconsider the cutoff date and grant a refund to the four applicants. Discussion regarding the refund policy was held. Director Monahan expressed he felt the requests of the four applicants were submitted in a timely manner and the applicants deserved to be refunded. Director Monahan also stated that changing the cutoff date didn't set a precedent because no one else had applied for a refund over the past year and any future applicants would be deemed not to have applied in a timely manner. Director Monahan motioned to approve a refund of fees paid for the purchase of a trash container to the four applicants who had applied and were denied based on the cutoff date of January 1, 2006. Director Ooten seconded. Motion carried as follows: • Ayes: Perry, Schafer, Monahan, Ferryman, Ooten Noes: None Mr. DeBassio, Ms. Hook, and Ms. Loeb left the meeting at 6:30 p.m. CMSD STRATEGIC PLAN YEAR 2005/2006 STRATEGIC PLANNING ACTION ITEMS Mr. Hamers reported the Strategic Planning Action Items for the year 2005 -2006 have been accomplished. YEAR 2007 -2008 STRATEGIC PLANNING WORKSHOP SCHEDULED FOR JANUARY 26 & 27, 2007 Mr. Hamers confirmed the dates of the Strategic Planning Workshop scheduled for January 26 and 27, 2007. The meeting on Saturday, January 27th will begin at 7:30 a.m. at the District Headquarters. Director Monahan requested the information be placed on the District's website. • Mr. Hamers reported the District's website was not fully operational. Director COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JANUARY 17, 2007 PAGE 6 Monahan requested the meeting information be sent to the local newspapers. Ms. Revak stated the agenda is posted at the District office, the library and three newspapers. PRE - MEETING - JANUARY 22, 2007 AT 6:00 P.M. Mr. Hamers confirmed the date of the pre- meeting of January 22, 2007 at 6:00 p.m. at District Headquarters. All Directors will attend the pre - meeting. DISTRICT YARD UPDATE Mr. Fauth contacted Mr. Doug Lofstrum to discuss the long term use of the fair grounds, including having an on -site building to house the District's hoist and other large equipment. Mr. Lofstrum will meet with Ms. Becky Bailey - Findley to ensure the District's arrangement with the fair grounds is included in their strategic plan. Staff will contact Mr. Lofstrum to arrange a meeting with Ms. Bailey - Findley at her earliest convenience. Mr. Fauth spoke with Mr. Don Gregg requesting he make a listing of all commercial i properties that would meet the needs of the District. Mr. Gregg will provide the information for the Strategic Planning Meeting. Mr. Harriers requested Mr. Fauth contact Mr. Gregg to see if the information could be available for the pre- meeting. Mr. Fauth will provide a schematic of the fair grounds to Director Monahan at the pre- meeting on January 22, 2007. NEW DISTRICT HEADQUARTERS BUILDING AND GROUNDS AD HOC COMMITTEE Update on Column Improvements, Painting, and Landscaping Mr. Fauth reported the painting and column improvements have been completed. Ms. Gilbert reported she contacted three landscape companies to obtain a bid for landscaping the District Headquarters. Ms. Gilbert reported receiving two responses to date. The two companies have been given a copy of the landscape plans previously produced for the District. Ms. Gilbert expects the bids to be presented shortly. . U COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JANUARY17,2007 PAGE 7 Staff will request bids for a landscape maintenance contract once the landscaping has been completed. RECYCLING REPORTS WASTE DIVERSION REPORT - DECEMBER 2006 Ms. Revak presented the Waste Diversion Reports for December 2006 showing a 50.51 % diversion rate. Director Ooten motioned the Waste Diversion Report be received and filed. Vice President Schafer seconded. Motion carried 5 -0. CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND DISPOSAL PAYMENT FOR DECEMBER 2006 SERVICES Ms. Revak presented the Invoices for December 2006 recycling services and disposal. • Director Monahan motioned to ratify contract payment to CR Transfer for recycling services and disposal for the month of December 2006 in the amount of $169,428.32. Vice President Schafer seconded. Motion carried as follows: Ayes: Perry, Schafer, Monahan, Ferryman, Ooten Noes: None Director Monahan motioned to ratify contract payment to CR Transfer for recycling services and disposal for Santa Ana Heights for the month of December 2006 in the amount of $10,182.89. Vice President Schafer seconded. Motion carried as follows: Ayes: Perry, Schafer, Monahan, Ferryman, Ooten Noes: None • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JANUARY 17, 2007 PAGE 8 ORDINANCE ENFORCEMENT OFFICERS REPORT Mr. Fauth stated there is no report due to the absence of Mr. Shef, Ordinance Enforcement Officer. Mr. Fauth anticipates his return to work in the very near future. UPDATE ON MONITOR VIDEO Mr. Fauth met with representatives from Monitor Video and reviewed the modular approach for the revised video to be placed on the website as well as DVD. The script was received and in the process of being edited. DISTRICT RECEPTIONIST AND PART -TIME ASSISTANT ACCOUNTANT Mr. Hamers reported a permanent receptionist was hired after evaluation of multiple applicants. Mr. Hamers expressed his appreciation to the Board for their suggestion of having a person as opposed to a machine answering the District telephones. Mr. Fauth expressed his satisfaction with the applicant who was hired and stated she is very pleasant, very skilled, and always looks for challenges. Mr. Fauth reported a part -time assistant accountant has been hired to assist Ms. Kallab. The applicant had been working for the District through Apple One. • Mr. Fauth stated she is familiar with the software and District procedures. The position is a permanent part -time position anticipated to be 20 hours per week. RECYCLING COMMITTEE — WEDNESDAY, JANUARY 17, 2007 — 4:30 P.M., CMSD BOARDROOM, 628 W. 19TH STREET, COSTA MESA RECYCLING COMMITTEE GOALS FOR 2005/2006 AND 2007/2008 Director Ooten reported the Recycling Committee met and established recycling goals setting a timeline for events. Discussion was held regarding providing tours of the Orange County Sanitation District and the groundwater replenishment system. The Committee discussed ways of increasing advertisement of events. Discussion was also held regarding inviting various experts to speak to the Committee about possible events and programs. TELEPHONE BOOK RECYCLING PROGRAM - NOVEMBER 13 THROUGH DECEMBER 29, 2006 The 2006 School Telephone Book Recycling Program concluded on December 29, 2006 with a total of 8,932 books (17.86 tons) collected. Twenty -seven schools participated in the program. • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JANUARY17 2007 K, a, PAGE 9 • Kline school was the winner in the elementary school category. Costa Mesa High School, 7th and 8th grades, won for the middle school category, and Estancia High School for the competition between the high schools. Ms. Revak explained the awards were presented to the schools by the Directors and she would arrange with the Directors and the schools a presentation schedule. Director Monahan suggested modifying the program in future years to award exceptional effort performance. The program will be discussed at the Strategic Planning Meeting. Vice President Schafer suggested notifying the newspaper of the program. Director Ferryman motioned to award an additional grand prize of $400 to Pomona School for their outstanding effort. Director Monahan seconded. In reviewing the collection data, it was noted that the matrix information was not complete. The motion and second were withdrawn and the item will be brought back to the February meeting for further consideration while incorporating Director Monahan's recommendations. E -WASTE EVENT - FEBRUARY 24, 2007 AT CITY CORPORATION YARD Director Ooten reported the E -Waste event to be held on February 24, 2007, will be held at the City Corporation Yard. This event is being held with a new vendor and will be at no cost to the District. Director Monahan requested information as to the advertising of the event by both the District and the City of Costa Mesa. Mr. Fauth reported the City has a moratorium on banners to advertise the event. Director Monahan stated he would attempt to negotiate with the City regarding the use of banners. DISPOSAL OF ELECTRONIC AND UNIVERSAL WASTES THROUGH CR &R Director Ooten reported the Committee discussed options for the disposal of electronic waste. SOURCE REDUCTION Director Ooten reported Staff is researching various methods of source reduction. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JANUARY 17, 2007 PAGE 10 • INTEGRATED WASTE MANAGEMENT DEPARTMENT MATCHING FUND OPPORTUNITY Director Ooten reported staff of IWMD is in the process of finalizing the matching fund opportunity and Director Ooten anticipates the unveiling of the program to occur in June or July of 2007. ENGINEER'S REPORTS WASTE DISCHARGE REQUIREMENTS — (WDR) GENERAL UPDATE Mr. Hamers reported the District is now under the new order; the original order was rescinded. Mr. Hamers reported the Orange County Sanitation District will be hosting a seminar on sewer laterals with representatives from City of Newport Beach, Santa Ana, and Fullerton speaking on maintaining sewer laterals in the public right -of -way. The seminar will be held March 15, 2007, from 9:30 a.m. to 11:30 a.m. A flyer will be distributed to managers and council persons of all agencies. Mr. Hamers encouraged attendance at the seminar. 330 W. BAY STREET; TRACT NO. 16694; CONSTRUCTION OF CMSD SEWER Mr. Hamers reported the documents are not yet complete and will bring the item back to the Board at a future meeting. 2501 HARBOR BLVD; TRACT NO. 16937; CONSTRUCTION OF CMSD SEWER Mr. Hamers reported the documents are not yet complete and will bring the item back to the Board at a future meeting. TREASURER'S REPORTS PROFESSIONAL SERVICES AGREEMENT WITH CBIZ ACCOUNTING, TAX AND ADVISORY OF ORANGE COUNTY, LLC FOR TREASURER SERVICES Mr. Davis introduced the Professional Services Agreement with CBIZ Accounting, Tax and Advisory of Orange County, LLC for Treasurer Services. 0 V COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JANUARY 17, 2007 F,;...,..' PAGE 11 • Mr. Burns gave a brief description of the agreement. Director Ooten motioned to approve the Professional Services Agreement with CBIZ Accounting, Tax and Advisory of Orange County, LLC for treasurer services. Vice President Schafer seconded. Motion carried as follows: Ayes: Perry, Schafer, Monahan, Ferryman, Ooten Noes: None RESOLUTION NO. 2007 -730 — APPOINTMENT OF DISTRICT TREASURER Mr. Davis provided a breakdown of who would be performing various financial tasks and introduced RESOLUTION NO. 2007 -730, A RESOLUTION OF THE COSTA MESA SANITARY DISTRICT APPOINTING A DISTRICT TREASURER. Director Ferryman motioned to adopt Resolution No. 2007 -730, appointment of District Treasurer. Director Monahan seconded. • Motion carried as follows: Ayes: Perry, Schafer, Monahan, Ferryman, Ooten Noes: None RESOLUTION NO. 2007 -731 AUTHORIZING INVESTMENT OF MONIES IN THE LOCAL AGENCY INVESTMENT FUND Mr. Davis introduced RESOLUTION NO. 2007 -731, A RESOLUTION OF THE COSTA MESA SANITARY DISTRICT AUTHORIZING INVESTMENT OF MONIES IN THE LOCAL AGENCY INVESTMENT FUND. Director Ferryman motioned to adopt Resolution No. 2007 -731, authorizing investment of monies in the Local Agency Investment Fund. Director Ooten seconded. Motion carried as follows: Ayes , Perry, Schafer, Monahan, Ferryman, Ooten 0 Noes: None COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING u JANUARY 17, 2007 PAGE 12 RESOLUTION NO. 207 -732 AUTHORIZING DISTRICT TREASURER AND DEPUTY DISTRICT TREASURER TO EXECUTE TRANSACTIONS IN ACCORDANCE WITH A CUSTODY AGREEMENT WITH THE BANK OF NEW YORK Mr. Davis introduced RESOLUTION NO. 2007 -732, A RESOLUTION OF THE COSTA MESA SANITARY DISTRICT AUTHORIZING DISTRICT TREASURER AND DEPUTY DISTRICT TREASURER TO EXECUTE TRANSACTIONS IN ACCORDANCE WITH A CUSTODY AGREEMENT WITH THE BANK OF NEW YORK. Director Ooten motioned to adopt Resolution No. 2007 -732, authorizing the District Treasurer and Deputy District Treasurer to execute transactions in accordance with a custody agreement with the Bank of New York. Vice President Schafer seconded. Motion carried as follows: Ayes: Perry, Schafer, Monahan, Ferryman, Ooten Noes: None ATTORNEY'S REPORT CMSD ORDINANCE NO. 57 REGARDING TRASH CONTAINERS Mr. Burns introduced Ordinance No. 57, AN ORDINANCE OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT REGARDING TRASH CONTAINERS. Director Ferryman motioned to adopt Ordinance No. 57. Director Ooten seconded. Motion carried as follows: Ayes: Perry, Schafer, Monahan, Ferryman, Ooten Noes: None • • • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING ® JANUARY 17, 2007 z., PAGE 13 SELECTED LAWS ALL PUBLIC OFFICERS SHOULD KNOW Mr. Burns presented a memorandum providing a brief synopsis of laws pertinent to Board members. Mr. Burns encouraged Board members to review the memo and invited them to contact him should they have any questions. PUBLIC RECORDS ACT REQUEST FOR SEWER LINE AND PUMP STATION MAINTENANCE AND SERVICE RECORDS Mr. Burns reported sewer maintenance was contracted through the City of Costa Mesa. Upon severing that agreement and beginning maintenance using District Staff, it was discovered that previous maintenance had not been performed as expected. The District is in the process of performing a condition assessment. Under the Public Records Act, Mr. Burns requested the sewer maintenance records from the City of Costa Mesa. Mr. Burns received a response letter dated January 4, 2007, from Mr. William Morris, Director of Public Services, stating all records had been placed in a box, and the box was no longer in the City's possession. Mr. Burns expressed his concern and suggested an in -depth discussion be held at a closed session. Mr. Hamers distributed photos documenting the debris pulled from various lines in the District. The Board will continue discussion at a Special Meeting on February 15, 2007 at 6:00 p.m. ASTIN, LOCKE V CMSD (SUP COURT CASE NO. 06CCO5755) STATUS REPORT (POSSIBLE NEED FOR CLOSED SESSION PURSUANT TO GOVERNMENT CODE 54956.9(A) Discussion will be held in a closed session. AGREEMENT FOR E -WASTE EVENT ON FEBRUARY 24, 2007 Mr. Burns introduced an Agreement between the Costa Mesa Sanitary District and ARC International for a no -cost a -waste collection event to be held on February 24, 2007. Director Ferryman motioned to accept the agreement. Vice President Schafer seconded. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING e• JANUARY 17, 2007 PAGE 14 Motion carried as follows: Ayes: Perry, Schafer, Monahan, Ferryman, Ooten Noes: None LOCAL MEETINGS (INCLUDES REPORTS BY ALL DIRECTORS REPRESENTATING CMSD) ORANGE COUNTY SANITATION DISTRICT (OCSD) — DECEMBER 20, 2006 (DIRECTOR FERRYMAN) Director Ferryman attended the December 20, 2006 OCSD meeting and reported the following: ❑ Mr. Jim Ruth will continue as Interim General Manager C =I Appointed a new Steering Committee ❑ Groundwater replenishment project scheduled to be unveiled in December 2007 SANTA ANA RIVER FLOOD PROTECTION AGENCY (SARFPA) (PRESIDENT PERRY President Perry stated the meeting for the Santa Ana River Flood Protection Agency has not yet taken place for the month of January. INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY (ISDOC) (VICE PRESIDENT SCHAFER) Vice President Schafer attended the December 12, 2006 and the January 9, 2007 meetings and reported the following: ❑ New Board members introduced ❑ Dates given for Quarterly Lunch Meetings ❑ Vice President Schafer provided reports on LAFCO and CSDA ❑ Next Quarterly Meeting to be held on March 29, 2007 at IRWD • I COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING a " JANUARY 17 2007 PAGE15 • LOCAL AGENCY FORMATION COMMISSION LAFCO VICE PRESIDENT SCHAFER Vice President Schafer attended the January 10, 2007 meeting and reported the following: ❑ Discussion of "supercity" including Los Alamitos, Seal Beach, (including Surfside) Rossmoor, and Sunset Beach. ❑ MSR review for CMSD has been moved from February to March 2007 CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA) (VICE PRESIDENT SCHAFER Vice President Schafer attended the January 11 -12, 2007 meeting and reported the following: ❑ CSDA Chairpersons presented goals ❑ Vice President Schafer presented on Membership and Recruitment ❑ Government Affairs day to be held in March 2007 CALIFORNIA ASSOCIATION OF SANITATION AGENCIES (CASA) No report provided OTHER MEETINGS QUALIFYING FOR REIMBURSEMENT UNDER CMSD ORDINANCE N. 55, OPERATIONS CODE SECTION 3.01.030 WACO Vice President Schafer attended the January 5, 2007 meeting and reported the following: ❑ 2007 Children's Water Education Festival ❑ Dave Cordero reported on SBS ❑ Emergency contact ❑ WEROC COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING ,. JANUARY 17, 2007 PAGE 16 CHAMBER OF COMMERCE Vice President Schafer attended the Chamber of Commerce meeting and reported the following: ❑ Members provided reports ❑ Legislative meetings changed to Wednesday at 8:00 a.m. ❑ New Chairperson appointed CITY /DISTRICTS LIAISON COMMITTEE MEETING Director Ooten, Mr. Hamers, and Mr. Fauth attended the meeting on Friday January 12, 2007 and reported the following: ❑ Presentations from Mesa Staff continuing the rebate program for controlling irrigation systems ❑ Desalinization program ❑ Revising fee schedule U Mr. Hamers presented on proposed sewer lateral committee OLD BUSINESS There was no Old Business presented. NEW BUSINESS REGULAR BOARD MEETING SCHEDULED FOR APRIL 12, 2007 President Perry requested a change in the April 12, 2007 meeting date. The April regular meeting was changed to April 19, 2007 at 6:00 p.m. The February regular meeting was changed from February 8, 2007 to February 7, 2007 at 6:00 p.m. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS Director Monahan suggested the meetings remain as scheduled as the second Thursday of each month. President Perry reported the Newport Mesa School District is installing waterless urinals in all schools. 10 COSTA MESA SANITARY DISTRICT K, MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JANUARY 17, 2007 PAGE 17 • ADJOURNMENT At 8:00 p.m., President Perry recessed the meeting to closed session, Pursuant to Government Code 54956.9(a) Closed session convened at 8:01 p.m. ASTIN, LOCKE V CMSD (SUP COURT CASE NO. 06CCO5755) STATUS REPORT (POSSIBLE NEED FOR CLOSED SESSION PURSUANT TO GOVERNMENT CODE 54956.9(A) The regular meeting reconvened at 8:17 p.m. No action was taken in the closed session. President Perry adjourned the meeting at 8:18. p.m. • SECRETARY • PRESIDENT 1. COSTA MESA SANITARY DISTRICT MINUTES OF SPECIAL MEETING JANUARY 22, 2007 The Costa Mesa Sanitary District held a Special Meeting at 6:00 p. m. on Monday, January 22, 2007 at 628 W. 19th Street, Costa Mesa. Directors Present: Art Perry, Arlene Schafer, Bob Ooten, Gary Monahan, James Ferryman Staff Present: Robin B. Hamers, Manager /District Engineer; Tom Fauth, Assistant Manager; Joan Revak, Board Secretary/Program Manager /Clerk of the District; Sherry Kallab, Accountant; Marc Davis, Treasurer /Director of Finance /CBIZ; Karl Dulake, Maintenance Supervisor; Desiree Reyes, Office Specialist; Trang Le, Accounting Specialist Secretary Art Perry called the meeting to order at 6:00 p.m. and turned the meeting over to Mr. Hamers. I. Strategic Planning 2007 -2008 Mr. Hamers opened the meeting by welcoming the Board of Directors and explaining the purpose of the pre- meeting was to provide a relaxed forum for the Board of Directors to discuss the short term, medium term, and long term goals of the District. Mr. Hamers emphasized the Directors should consider the long -term horizon of the District. Mr. Hamers explained the forthcoming Strategic Planning interviews and workshop that will occur on Friday, January 26, 2007 and Saturday, February 27, 2007, respectively. Mr. Hamers also presented the District's Mission Statement. Director Ooten arrived at 6:11 p.m. Mr. Hamers reviewed the Orange County LAFCO's favorable comments regarding the District's preparation of the spectrum of elements of a successful independent special district. Mr. Hamers then requested the Board of Directors, beginning with newly elected Directors Ooten and Monahan, provide their comments regarding the appropriate areas of concentration for the Strategic Plan. Minutes of Special Meeting Page 2 t January 22, 2007 • The Directors recommended the following areas be included in the Strategic Plan: Director Ooten: 1. Due to resident concern over the cost of the standardized containers, explain the use of the term "free" in the outreach for the program during the container roll -out. 2. Insure that CMSD sewer facilities are odor free. 3. When the receptionist is unavailable, improve the recorded message in providing CR &R's phone number. 4. Review the CMSD number of sewer spills versus those of other sewer collection system owners. Director Monahan: 1. Explain to the residents how the publicized term "free" relates to the actual cost of the trash container program. 2. Conduct better public relations regarding the reasons for the extra container cost of $8 per month. 3. Invite CR &R to a meeting to explore avenues of improving service and reducing costs. 4. Consider methods and the participation of the City of Costa Mesa in defraying the substantial costs of sewer lateral repairs. Director Schafer: 0 1. Improve Public Relations. 2. Improve the working relationship with the City of Costa Mesa. 3. Publicize the CMSD Special Recycling Programs. 4. Increase readership of the CMSD Newsletter, and consider whether a resident's concern over two - colored ink in the newsletter is a significant expense versus black and white. 5. Consider the monetary value of the documented insufficient cleaning of the CMSD gravity lines and the documented substandard maintenance of the 20 CMSD pumping stations by the City of Costa Mesa. Director Ferryman: 1. Consider a back -up Ordinance Enforcement Officer to provide continuous service in the absence of the OEO. 2. Attempt to abandon Westside Costa Mesa sewer pumping stations in order to achieve long term savings and system reliability. 3. Work with the OC Fairgrounds to implement a long term cooperative agreement where the Fairgrounds provides CMSD Yard area in exchange for the District providing sewer system management, including sewer cleaning, televising of sewers, consulting, services by a registered civil engineering, and general support. • r� • Minutes of Special Meeting Page 3 January 22, 2007 President Perry: 1. Explain the standardized container program including the significant increase in tonnage and the resulting increase in costs in relation to the publicized "free" container program. 2. Provide a backup person for key employee Maintenance Supervisor Karl Dulake who is working overtime in bringing the gravity system and pumping stations up to industry standard. 3. Finalize the District Yard, preferably with a mutually beneficial relationship with the Orange County Fairgrounds. CMSD Staff provided the following comments: Treasurer /Finance Director Marc Davis: 1. Mr. Davis provided a mid -year budget review. 2. Mr. Davis agreed with the recommendation for a Long Term Financial Plan 3. Mr. Davis acknowledged the positive comments regarding the successful transition to himself as Treasurer /Finance Director, including Mr. Hamers explanation that Mr. Davis was previously the Director of Finance of the City of Costa Mesa and the CMSD Treasurer. 4. Mr. Davis stated he will continue to be active in planning for the long term future of • the District. Board Secretary/Program Manager Joan Revak: 1. Ms. Revak affirmed that the pertinent topics have been discussed. Director Ferryman left the meeting at 7:00 p.m. Assistant Manager Tom Fauth: 1. Continue to effort to secure a District Yard. 2. Consider the operational efficiencies of having a CMSD crew comprised of employees. 3. Upgrade the CMSD Website. Maintenance Supervisor Karl Dulake: 1. Mr. Dulake emphasized the need for dedicating funds for the operation and maintenance (O &M) of the sewer system, including funds for the extra cleaning needed for the gravity system and the extra funds needed for replacement of pumping station equipment based on previous substandard maintenance by the City of Costa Mesa. Staff member Desiree Reyes added that residents should be better educated on the operations and programs of the District. Staff member Debbie Bjornson added that the IS relationship between the City of Costa Mesa and the Costa Mesa Sanitary District should be more cooperative and friendly. Minutes of Special Meeting Page 4 January 22, 2007 Mr. Hamers provided additional comments and thanked the Board and Staff for their participation in the Pre - Meeting. Mr. Hamers recommended the Board members review the results of the Pre - Meeting and the comprehensive list of potential strategic planning topics prepared by Staff prior to their Friday interviews and participation in the Saturday workshop. II. Public Comments No members of the public were present. ADJOURNMENT Director Perry adjourned the meeting at 7:42 p.m. Secretary 0 President • r� I� • The Board of Directors of the Costa Mesa Sanitary District attended a duly noticed Special Meeting on January 27, 2007 at 7:30 a.m., at District Headquarters, 628 W. 19th Street, Costa Mesa. Directors Present: Art Perry, Arlene Schafer, Bob Ooten, Jim Ferryman, Gary Monahan Staff Present: Robin Hamers, Manager /District Engineer; Tom Fauth, Assistant Manager; Joan Revak, Board Secretary/Program Manager /Clerk of the District; Marc Davis, Treasurer /Director of Finance Others Present: Robert Rauch, Martin Rauch Rauch Communication Consultants, LLC 1086 Diamond Crest Ct. Santa Barbara, CA 93110 The Special Meeting on Strategic Planning was an extension of the sessions held in previous years with facilitators, Messrs. Robert Rauch and Martin Rauch, assisting Directors and Staff in addressing key issues confronting the District. Issues identified were: 1. Acquire District Yard 2. Improve relationship with the City of Costa Mesa 3. Improve trash collection program service level 4. Improve public perception 5. Develop a sewer system financial master plan 6. Upgrade District website 7. Insure adequate staffing levels 8. Beautification of the City 9. Sewer system management 10. Continue emergency response planning 11. Expand current Strategic Plan into Integrated Strategic Plan The Board directed staff to bring back Year 2007 -2008 Strategic Planning action items • reflecting the specific goals and actions set forth in the Strategic Planning meeting. There were no public comments. The Special Meeting adjourned at 1:10 p.m. Secretary Minutes of Special Meeting January 27, 2007 Page 2 President • • COSTA MESA SANITARY DISTRICT MINUTES OF SPECIAL MEETING JANUARY 24, 2007 The Costa Mesa Sanitary District held a Special Meeting at 10:30 a. m. on Monday, January 22, 2007 at 628 W. 19th Street, Costa Mesa. Directors Present: Bob Ooten, Gary Monahan, James Ferryman Staff Present: Robin B. Hamers, Manager /District Engineer; Tom Fauth, Assistant Manager; Joan Revak, Board Secretary/Program Manager /Clerk of the District; Joe Limon, Inspector • Selection of Sub - Committee Chairman Director Monahan volunteered to become the Committee Chairman. Attending Committee Directors and Staff agreed to rename the Committee the Sewer System Committee to better address all aspects of the District Sewer System including main lines, pump stations and laterals and not remain limited to just the topics of sewer laterals, inspections and lateral insurance. Establish Goals Mr. Hamers gave an overview of the Sub - Committee meeting Agenda and the District Sewer System to assist in establishing goals. Mr. Hamers emphasized the need for the District to educate residents to regularly maintain their sewer laterals and understand operations and maintenance responsibilities. Mr. Hamers reviewed the City of Costa Mesa's policy on sewer lateral damage caused by City tree roots and the District's policy on main line blockages caused by City tree roots. To date, the District has yet to seek reimbursement from the City for City tree root damage to sewer mains. Over the years, the District has watched as residents repair sewer lateral damage caused by City tree roots and then have their claims rejected by the City, with their only recourse being to file in small claims or civil court. Mr. Hamers stated the City theorizes that root intrusion would not occur in a lateral unless defective • construction caused an opening in a joint, which then allowed the root intrusion. The City rejects the claim based on defective construction by others. Mr. Hamers stated that tree roots are strong enough to buckle sidewalks and driveways and these same forceful roots can easily cause an offset joint, which will allow root intrusion. Minutes of Special Meeting January 24, 2007 Page 2 C7 Mr. Hamers drew a typical scenario diagram on the white board to clarify the points. Mr. Hamers noted the property owner is responsible for the lateral lines within the District and the District pays for repairs through the Special District Risk Management Agency if a main line is blocked and causes a spill in a facility. Mr. Fauth will research funding for sewer lateral repairs through insurance and the status of California legislature covering Point of Sale sewer lateral inspection requirements in preparation for the next Sewer System Committee Meeting. Typical costs for sewer lateral inspections are scheduled to be reviewed for the City of Newport Beach and the City of Santa Ana during the March 15, 2007 Orange County Sanitation District (OCSD)- hosted seminar. Sewer Lateral Basics Mr. Hamers provided an overview of preferred sewer system main line materials, properties, wyes, life expectancies, slopes, cleanouts and compression and mechanical joints, as described in the Mission Clay Pipe brochures. The District's preference is to use vitrified clay pipe (VCP). Mr. Fauth described the hierarchy of sewer emergency responses. During business hours, Staff responds to sewer emergencies. After hours, C &R Drains is the first • responder to sewer emergencies. Mr. Hamers described the typical locations for cleanouts in response to Director Monahan's inquiry, depending on whether the facility owner is responsible for the lateral or if a jurisdiction such as the City of Newport Beach retains the responsibility. Other cities retaining lateral responsibilities include Santa Ana and Fullerton. Mr. Hamers gave examples of Inflow and Infiltration (1 /1), illegal sewer connections and the concept of plugging manhole covers. CMSD is addressing the issue of Inflow with an OCSD closed circuit television (CCTV) grant. Mr. Hamers explained the District approach to Hotspots and identified some areas where iron pipe has deteriorated. Mr. Hamers noted 1/1 has never caused a CMSD SSO. Mr. Fauth reviewed highlights from the first meeting on Point of Sale programs held August 17, 2006 with local area realtors and property managers. Director Ooten detailed some history and background on the nationwide Environmental Protection Agency Clean Water Act and the General Waste Discharge Requirements. Mr. Hamers reviewed the events leading to establishing the District's Grease Ordinance, noting CoastKeepers sued Garden Grove Sanitary District for $53 million. Directors Monahan and Ooten recommended the District research the feasibility of • providing welcome packages to new residents through the Chamber of Commerce, realtors and property management companies as is done with the Welcome Wagon. 2 • Minutes of Special Meeting Page 3 January 24, 2007 The District has two standby diesel generators, two very old portable pumps and one new portable pump to respond to emergencies. Pump Station site limitations prevent the use of on -site backup diesel generators. Director Ooten suggested pre - positioning equipment where feasible to minimize the effects of sanitary sewer overflows (SSOs), decrease response times and revisit the vault and main line storage capacities as was done at OCSD. Director Monahan emphasized the need to prevent and contain SSOs, the need to educate District customers and restated the issues concerning lateral repairs and the City of Costa Mesa tree root policy. Mr. Hamers noted the west side pump station abandonment project would save money over time, but millions of dollars would be required to accomplish this goal. Director Ferryman suggested exploring if there is any available grant money to fund the project. Mr. Hamers stated OCSD and the CMSD should meet again to discuss participation by OCSD. Director Ooten inquired as to the potential reduction in SSOs if water -free urinals became standard. Lateral Inspections Members briefly discussed the Plumbing Survey and CCTV Cost Survey, noting some plumbing companies now offer trenchless sewer repairs. Staff will expand the list of local plumbers to include those offering trenchless sewer repairs and specific techniques within the District and refine the CCTV Cost Survey for individual capabilities. Mr. Fauth will verify the number of parcels and laterals within the District and the spill history of the District and other Orange County sewer agencies. The next meeting was scheduled for February 21, 2007 at 10:30 a.m. Public Comments No members of the public were present. Adjournment Chairman Monahan adjourned the meeting at 12:15 p.m. SECRETARY PRESIDENT February 7, 2007 Report from CR &R on Containers As of today, 02/07/2007, there are 2397 barrels being charged the Additional Barrel rate of $8.00 per month. The total number of customers being billed for these 2397 additional barrels is 1959. CJ • U TO: Costa Mesa Sanitary District Board of Directors FROM: Ron Shef, Ordinance Enforcement Officer DATE: January 30, 2007 SUBJECT:- ORDINANCE ENFORCEMENT SUMMARY REPORT This report is the first report since returning to the Enforcement duties of the District on December 12, 2006. Minimum hours were used in monitoring and patrol with special resident complaints checked out and called into staff. A few of these were from a very small backlog which occurred during my surgical leave. The Christmas and New Years Day Holiday resulted in trash collection to be delayed one day for each week. Because of this anomaly, courtesy notices were suspended until normal collection schedules are resumed. During the holiday season and early January, additional trash set out for collection seemed to be the norm and it was noticed that not all of this excess was collected. The same holds true for the tree collection after the holidays. Excess trash plus the trees were eventually collected, but a day or two later. Also during the reporting period, container spraying for graffiti was suspended. During the month of January, Enforcement hours were increased to approximately 75% of previous usage. All previous complaints were investigated and no backlog exists. Distribution of courtesy notices and regulations are being continued with the regulation being under revision. In conclusion, due to the previous monitoring and patrol duties performed by the Enforcement Officer, minimal negative impact occurred while on surgical leave.