Loading...
Agenda Packets - Board - 2007-08-09C6 SSt N Oise ... an Independent Special District Arlene Schafer Vice President Jim Ferryman Director Art Perry President Bob ®oten Secretary Gary Monahan Director Regular Meeting m Thursday, August 9, 2007 RECOMMENDED ACTION CALL TO ORDER — 6:00 p.m. — 628 W. 191" Street, Costa Mesa H. PLEDGE OF ALLEGIANCE — Gary Monahan 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 Recycling Committee Meeting — July 9, 2007 2. Regular Meeting — July 9, 2007 3. Sewer System Committee Meeting — July 11, 2007 Protecting our community's health 6y providing solid waste and sewer collection services. www. crosdca gov AGENDA 4. Liaison Committee Meeting — July 13, 2007 Manager's Reports 5. Refunds 6. Occupancy Report and payment to Costa Mesa Disposal — July 2007 7. Monthly Spill Report to State Water Resources Control Board 8. Additional Container Program Report Engineer's Reports 9. Project Status Report Treasurer's Reports 10. Financial Reports as of June 30, 2007 11. Financial Reports as of July 31, 2007 12. Treasurer's Reports as of July 31, 2007 13. Warrant Register for the month of July 2007 in the am ount of $687,694.19 14. Directors' Compensation and Rei mbursement of Expenses for the Month of July 2007 VI. WRITTEN COMMUNICATIONS VII. PUBLIC COMMENTS VIII. MANAGER'S REPORTS A. District Yard August 9, 2007 Page 2 RECOMMENDED ACTION No Refunds Approve Receive & File Receive & File Receive & File Receive & File Receive & File Receive & File Ratify Payments Approve Compensation & Ratify Expenses - -END OF CONSENT CALENDAR-------------------------- - - - - -- Possible Closed Session to Discuss Real Property Negotiations (Price, Terms) Pursuant to Government Code Section 54956.8 Regarding the Following Properties: 1. 174 Wilson Street with David Jackson Hester, Sr. 2. 1780 Whittier Avenue with the Ward Family Accept Report B. CMSD Strategic Plan 1. Year 2007/2008 Strategic Planning Action Items Accept Report protecting our community's heaCth 6y providing solid waste and sewer co6%ction services. www crosdca gov August 9, 2007 AGENDA Page 3 I. Update on Monitor Video Accept Report J. Update on Receptionist, Accounting Specialist, Management Analyst Accept Report and Maintenance Workers Recruitment Process K. Transmission of Yearly Sewer and Trash Charges to the County Accept Report Auditor - Controller L. Recycling Committee -- Mondg, August 6, 2007, 12:00 p.m., CMSD Board Room, 628 W. 19t Street, Costa Mesa (Director Ooten and Director Ferryman) 1. Recycling Committee Goals for 2007/2008 Receive & File 2. Large Item Collection — June 11 — August 24, 2007 Accept Report 3. IWMD Recycling & Waste Diversion Grant Program Accept Report 4. Tour of CR &R Recycling Facility & Frank R. Bowerman Landfill Accept Report 5. Guest — Donna Theriault, City of Costa Mesa Accept Report 6. Orange Coast College Recycling Center Collection of E -Waste Accept Report IX. ENGINEER'S REPORTS A. General Waste Discharge Requirements (GWDR) Update Protecting our community's health 6yprovidsing sofidwaste anal sewer collection services. u,mu -cmuka gov RECOMMENDED ACTION C. Sewer System Committee Accept Report 1. Report on Committee Meeting held July 11, 2007 Accept Report D. CR &R Annual Review Consider E. Status of CMSD Website — Launched on July 20, 2007 Accept Report F. Recycling Reports 1. Waste Diversion Report — July 2007 Receive & File G. Contract Payment to CR Transfer for Recycling Services and Disposal 1. Payment for July 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. Update on Receptionist, Accounting Specialist, Management Analyst Accept Report and Maintenance Workers Recruitment Process K. Transmission of Yearly Sewer and Trash Charges to the County Accept Report Auditor - Controller L. Recycling Committee -- Mondg, August 6, 2007, 12:00 p.m., CMSD Board Room, 628 W. 19t Street, Costa Mesa (Director Ooten and Director Ferryman) 1. Recycling Committee Goals for 2007/2008 Receive & File 2. Large Item Collection — June 11 — August 24, 2007 Accept Report 3. IWMD Recycling & Waste Diversion Grant Program Accept Report 4. Tour of CR &R Recycling Facility & Frank R. Bowerman Landfill Accept Report 5. Guest — Donna Theriault, City of Costa Mesa Accept Report 6. Orange Coast College Recycling Center Collection of E -Waste Accept Report IX. ENGINEER'S REPORTS A. General Waste Discharge Requirements (GWDR) Update Protecting our community's health 6yprovidsing sofidwaste anal sewer collection services. u,mu -cmuka gov COW es'a SGi�,�i 4.Y S'I,strict August 9, 2007 AGENDA Page 4 RECOMMENDED ACTION B. 2007 -2008 Capital Improvement Program Report- Independent Approve Report Engineer's Review C. Project #129 — Three Party Agreement between CM SD, OCDA and Update City of Newport Beach D. Memorandum of Understanding with Irvine Ranch Water District Consider X. TREASURER'S REPORTS XI. ATTORNEY'S REPORTS A. Astin 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 B. CMSD Resolution No. 2007 -739, Ordering that Publication of Ordinance Adopt Resolution No. 58 Setting Forth a Procedure for the Reimbursement of Miscellaneous Expenses has Occurred C. CMSD Resolution No. 2007 -740, Ordering that Publication of Ordinance Adopt Resolution No. 59 Increasing Director Compensation has Occurred XII. LOCAL MEETINGS (Includes Reports by all Directors Representing CMSD) A. Orange County Sanitation Di strict (OCSD) 1. Meeting Held July 25, 2007 (Director Ferryman) Accept Report B. Santa Ana River Flood Protection Agency (SARFPA) Accept Report 1. Dues for FY 2007 -2008 in the amount of $1,100.00 Approve Payment C. Independent Special Districts of Orange County (ISDOC) Accept Report (Director Schafer) 1. Quarterly Meeting — Thursday, August 30, 2007 Consider Attendance 11:30 a.m. at Irvine Ranch Water District D. Local Agency Formation Commission ( LAFCO) Accept Report (Director Schafer) 1. LAFCO Costs for FY- 2007 -2008 in the amount of $17,747.27 Approve Payment E. California Special Districts Association (CSDA) Accept Report (Director Schafer) F. California Association of Sanitation Agencies (CASA) Accept Report Protecting our community's health 6y providing solid waste and sewer colrection services. wzvw. cmS& gov August 9, 2007 AGENDA Page 5 RECOMMENDED ACTION G. Other Meetings Qualifying for Reimbursement under CMSD Report on Matters Ordinance No. 55, Operations Code Section 3.01.030 Pertaining to CMSD XIII. OLD BUSINESS XIV. NEW BUSINESS A. SDRMA Election of three Candidates for the Board of Directors Make Selection 1. CMSD Resolution No. 2007 -741 for the Election of Directors Approve Resolution to the Special District Risk Management Authority Board of Directors B. WEFTEC 80TH Annual Water Environment Federation Technical Approve Attendance Exhibition and Conference — October 13 - 17, 2007 by Director Ooten XV. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS XVI. ADJOURNMENT 43rotecting our community's health 6y Ong soCuf waste and sewer codiction seances. www.crosdca gov L4 -V 3! off t VS ) AN� cckk -Fgl*rTc zolocri- (V Y Or-l'?JIY �4)*VZ 511clW.9d 17-11 WVLQOVX7,- AWW& - Ava-W - -- 0,"F-T G4L �"y IPAl-gfl WT-- JYM y ostit f --? "L-d ,��- i�R� �aGz G� ply 1u wk(v fta-, �o smftf -j 6�wclol�r COL-0 OF31NKS �- IC?W� -aW 6Dk Goc 4Mk f;�Rlt4l(l Al- v s o� -.�w�e , C 8 -9 -07 Glorious Creator, We thank You for bringing our humble District Board members, Staff and public together to address the issues before us. We respectfully ask for your guidance: 1. to give our best attention to the matters on our agenda; 2. to remain focused with determination and reason in reaching our decisions; 3. and to keep the best interests of our community as our main goal. We also ask You to watch over those in danger overseas and at home, from the battlefields to the coal mines. And, we thank You for Your many Blessings. We ask this in Your name. Amen 0 COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 9, 2007 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on July 9, 2007, at 6:30 p.m. at 628 W. 19th Street, Costa Mesa. PLEDGE OF ALLEGIANCE INVOCATION ROLL CALL DIRECTORS PRESENT: President Perry called the meeting to order at 6:30 p.m. President , Perry led the Pledge of Allegiance. Mr. Fauth gave the invocation. Art Perry, Bob Ooten, Arlene Schafer, Gary Monahan, James Ferryman 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; Denise Gilbert, Public Outreach Coordinator; Ron Shef, Ordinance Enforcement Officer OTHERS PRESENT: Mr. Dan Worthington, 2963 Mindanao Drive, Costa Mesa Mr. Martin Millard, 2973 Harbor Blvd. Costa Mesa 92626 COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 9, 2007 PAGE 2 . ............................... CONSENT CALENDAR . ............................... Director Schafer motioned to approve the Consent Calendar as presented. Director Ooten seconded. Motion carried 4 -0. REPORTS MINUTE APPROVAL Minutes of Recycling Committee Meeting — June 11, 2007 Minutes of the Sewer System Committee Meeting — June 16, 2007 Minutes of the Investment Oversight Committee — June 14, 2007 Minutes of Regular Meeting — June 14, 2007 Minutes of Special Meeting — June 28, 2007 MANAGER'S REPORTS REFUNDS The Minutes of the Recycling Committee Meeting of June 11, 2007, were approved as distributed. The Minutes of the Sewer System Committee Meeting of June 16, 2007, were approved as distributed. The Minutes of the Committee Meeting of approved as distributed. Investment Oversight June 14, 2007, were The Minutes of the Regular Meeting of June 14, 2007, were approved as distributed. The Minutes of the Special Meeting of June 28, 2007, were approved as distributed. There were no refunds for the month of July 2007. • • • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING b' JULY 9, 2007 ".. _., PAGE 3 Occupancy Report and The Trash Occupancy Count documented an Payment of $195,769.91 increase of 14 units for the occupancy report for to Costa Mesa Disposal — solid waste collection as of June 1, 2007. June 2007 Therefore, the total for June is 21,383. Board directed Staff to prepare a warrant for $195,769.91 for June 2007 collection based on occupancy report. Said payment in the amount of $195,769.91 to Costa Mesa Disposal to be ratified on the July 2007 warrant register. Monthly Spill Report to The Monthly Spill Report to the State Water Regional Water Quality Resources Board (SWRB) for June 2007 was Control Board accepted as submitted. Additional Container The Additional Container Program report for June Program Report 2007 was approved as distributed. ENGINEER'S REPORTS Project Status Report The Project Status Report dated July 2007 was accepted as submitted. TREASURER'S REPORTS Financial Report as of The Financial Report as of June 30, 2007 was June 30, 2007 accepted as submitted. Treasurer's Report as of The Treasurer's Report as of June 30, 2007 was June 30, 2007 accepted as submitted. Warrant 2008 -01 for June Warrant Resolution #CMSD 2008 -01 was 2007 in the amount of approved, authorizing the President and Secretary $825,039.10 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 $825,039.10. • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 9, 2007 PAGE 4 i Directors Expenses for the Director Compensation and Expense Month of June 2007 Reimbursements for the Month of June 2007 were approved and ratified as follows: Director Ferryman: $510.00 President Perry: $340.00 Vice President Schafer: $1020.00 + $24.38 Director Ooten: $850.00 Director Monahan: $510.00 .......................... END OF CONSENT CALENDAR ......................... WRITTEN COMMUNICATION Ms. Revak reported a thank you card was received from Ms. Barbara Griffith thanking the District for assistance in resolving a sewer lateral issue. Ms. Revak reported a letter received from Mr. Michael A. Payne, General Manager, Yorba Linda Water District, dated June 28, 2007. Mr. Payne states the Yorba Linda Water District received the District's letter announcing Director Schafer's candidacy for reelection to a seat on the California Special Districts Association Board of Directors. Mr. Payne stated the Yorba Linda Water District is no longer a member of CSDA and wished Director Schafer luck in the election. Mr. Burns reported he received an email from Mr. Jim Towns, SDRMA, stating they will include an endorsement adding Inverse Condemnation coverage for the 2007 -08 program year as follows: Limits: $500,000 per occurrence /$500,000 annual aggregate (working to increase limit to $1,000,000) Coverage: Limited to third -party property damage claims /settlement resulting from sewage spills /overflow /backups Cost: No additional cost Mr. Burns thanked Director Schafer for her leadership on the matter. Director Ferryman arrived at 6:35 p.m. • PUBLIC COMMENTS COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 9, 2007 PAGE 5 Mr. Martin Millard stated he went to the District website and noted Director Monahan was not listed as a Board Member. Mr. Fauth explained the web site has been undergoing a major update and will be active as of July 18, 2007. Mr. Millard expressed concern regarding salary increases for Directors. Mr. Burns informed Mr. Millard the matter of salary increase would be discussed in public hearing, Which would occur later in the agenda and requested Mr. Millard speak to that item during at that time. Mr. Millard stated the District's website states the District maintains 225 miles of sewer lines in the City of Costa Mesa. The City's website shows 319 miles of sewer. Mr. Millard inquired if they were referring to the same sewer and stated it was very confusing to him. Mr. Hamers explained the City has not updated their website and stated that the CMSD maintains the sewers. MANAGER'S REPORTS CMSD STRATEGIC PLAN YEAR 2007/2008 STRATEGIC PLANNING ACTION ITEMS Mr. Hamers reported one of the items in the Strategic Plan is Improve Relationship with the City of Costa Mesa. Mr. Hamers recommended discussing the matter in closed session. Mr. Hamers invited questions from the Board. Director Perry inquired when the website will be launched. Mr. Hamers reported he reviewed the content and provided comments. After a few minor corrections to content, the website will be launched on July 18. SPECIAL MEETING JUNE 28, 2007 TO DISCUSS SEWER LATERAL AND CLEAN OUT ASSISTANCE PROGRAM Mr. Hamers reported the item is on the agenda to allow for additional questions Directors may have from the meeting held on June 28, 2007. Mr. Hamers reported the program is an exciting and innovative one to assist residents in sewer lateral issues. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING `1 JULY 9, 2007 PAGE 6 PROPOSED 2007 -2008 TRASH COLLECTION AND SEWER SERVICE CHARGES Mr. Hamers reported Staff has provided a synopsis of sewer rates proposed for 2007 -2008 in Orange County, based on information obtained by OCSD as part of their annual rate survey. A trash rate survey was also provided. Mr. Hamers stated the O & M budget and CIP Budget are relatively low, and the sewer rate is very low. Trash rates are going down. SEWER SYSTEM COMMITTEE REPORT ON COMMITTEE MEETING HELD JUNE 13, 2007 Director Monahan inquired about an overflow at an address on Superior Avenue. Mr. Fauth reported the location is a sandwich shop that closed and reopened with new ownership with the lateral was not properly cleaned between owners. Mr. Dulake reported the site has now been cleaned and everything is operating appropriately. DISTRICT YARD UPDATE PROPERTY AT 2973 RANDOLPH AVENUE (POSSIBLE NEED FOR CLOSED SESSION PURSUANT TO GOVERNMENT CODE 54956.9(A)) Mr. Fauth attempted to contact Mr. Don Lamm, City of Costa Mesa, to request assistance in locating a suitable property for the District Yard that would be acceptable to the City's overlay districts. Director Monahan reported he contacted Mr. Alan Roeder regarding an additional property location and suggested the subject be placed on the City /District Liaison Committee Meeting. Ms. Revak reported the item is on the agenda for the next City /District meeting. STATUS OF CMSD WEBSITE Mr. Fauth reported he is taking an additional look at the content. Mr. Fauth also reported he is arranging to have the digital atlas available on the website for residents to view their property site. 11 • a,. RECYCLING REPORTS COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 9, 2007 PAGE 7 WASTE DIVERSION REPORT - JUNE 2007 Ms. Revak presented the Waste Diversion Report for June 2007 showing a 50.44% diversion rate. Director Ferryman motioned the Waste Diversion Report be received and filed. Director Schafer seconded. Motion carried 5 -0. CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND DISPOSAL PAYMENT FOR JUNE 2007 SERVICES Ms. Revak presented the Invoices for June 2007 recycling services and disposal. Director Schafer motioned to ratify contract payment to CR Transfer for recycling services and disposal for the month of June 2007 in the amount of $179,503.67. Director Ooten seconded. Motion carried as follows: Ayes: Perry, Schafer, Ooten, Ferryman, Monahan Noes: None Director Schafer motioned to ratify contract payment to CR Transfer for recycling services and disposal for Santa Ana Heights for the month of May 2007 in the amount of $11,630.95. Director Ooten seconded. Motion carried as follows: Ayes: Perry, Schafer, Ooten, Ferryman, Monahan Noes: None ORDINANCE ENFORCEMENT OFFICER'S REPORT Mr. Shef provided a report for the period of June 2007. Mr. Shef reported more than 25 courtesy notices were distributed with several resident contacts for explanation. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING a` JULY 9, 2007 PAGE 8 Mr. Shef reported seeing Large Item Collection Program notices on residences prior to the scheduled collection for that area. Mr. Shef noted some were one week in advance, some were two weeks in advance. Mr. Shef noted there was some confusion by residents regarding collection dates. Mr. Shef is working with Costa Mesa Disposal regarding the noticing schedule. Mr. Shef stated he saw items being placed on the curb that were specifically indicated would not be picked up, according to program guidelines. UPDATE ON MONITOR VIDEO - REVISED SCHEDULE Mr. Fauth reported the completion date was originally June 30, 2007, but due to other priorities, the deadline has been revised to the end of November. UPDATE ON RECEPTIONIST, ACCOUNTING SPECIALIST, AND MANAGEMENT ANALYST RECRUITMENT PROCESS Mr. Fauth reported an ad was placed in the Orange County Register for a receptionist position with the District and approximately 20 applications have been received. 0 Ms. Revak reported approximately six applications were received for the Accounting Specialist position. Mr. Fauth stated the positions are now closed and Staff will begin the reviewing the applications. RECYCLING COMMITTEE — WEDNESDAY, JULY 09, 2007 —12:00 P.M., CMSD BOARDROOM, 628 W. 19TH STREET, COSTA MESA (DIRECTORS OOTEN AND MONAHAN RECYCLING COMMITTEE GOALS FOR 2007/2008 Director Ooten reported the Recycling Committee met on July 09, 2007, and reviewed and reprioritized their recycling goals. Director Ooten reported discussion was held regarding guest speakers and the Committee added Ms. Isabel Rios, Integrated Waste Management Commission, and Donna Theriault and Mike Balliet from the City of Costa Mesa. LARGE ITEM COLLECTION - JUNE 11, 2007 - AUGUST 24, 2007 Director Ooten reported the Large Item Collection began on June 11, 2007 and will run until August 24, 2007. As of June 29, 2007, 107.27 tons were landfilled at a total cost of $2,359.94. Recyclable White Goods collected during this period COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 9, 2007 PAGE 9 totaled 30.63 tons, for a credit of $854.05, amounting to a net credit to date of $2,909.85. REVIEW OF SPECIAL PROGRAMS & DISTRIBUTION OF OUTREACH MATERIAL Director Ooten reported the Committee reviewed the District's special programs such as e- waste, curbside pickup, and the sharps program and distributed a list of public outreach events and brochures. The Committee is assembling a list of locations to distribute brochures. Mr. Ooten reported a request from a Costa Mesa High School student requesting help in the campus beautification program. Mr. Hamers reported Mr. Dan Worthington advised the District of the Integrated Waste Management Department Identified Grant Program for all the Cities in Orange County. Mr. Hamers contacted the City of Costa Mesa to consider working on a joint program. Mr. Fauth spoke to Jim Warner, who recommended CMSD have someone at the next meeting to represent the District. Mr. Fauth will attend the meeting to represent the Costa Mesa Sanitary District. ® Mr. Worthington recommended Midway Sanitary District attend the meeting as ! well to additionally represent Special Districts. Mr. Worthington stated the funding opportunity is anticipated to be a yearly event. Director Ferryman will contact Midway Sanitary District to advise them of the upcoming meeting. Mr. Millard left the meeting at 7.00 p.m. ENGINEER'S REPORTS GENERAL WASTE DISCHARGE REQUIREMENTS (GWDR) Mr. Hamers reported he spoke with Mr. Nick Arhontes, who is looking forward to the details of the District's Sewer Lateral Assistance Program. State and Federal regulators have asked OCSD to start looking into private property sewer system overflows stemming from sewer laterals. 2007 -2008 CAPITAL IMPROVEMENT PROGRAM REPORT Mr. Hamers provided a detailed project review with cost breakdown for each project. The Capital Improvement program was sent to Mr. Bruce Mattern, BDM Consulting, for his independent review. Mr. Mattern will review the program and provide a response report. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING ® JULY 9, 2007 PAGE 10 PROJECT #129 — THREE PARTY AGREEMENT BETWEEN CMSD, OCDA, AND CITY OF NEWPORT BEACH Mr. Hamers provided a brief history on the proposed sewer improvement project at Bristol Street. Originally Bristol Street was owned by CalTrans and it is now owned by the City of Newport Beach. The City of Newport Beach is requiring their Standard Encroachment Permit and has requested CMSD to approve the legal revisions to the agreement and update the cost estimate, which is being funded by the Orange County Development Agency. Once approved, the agreement will be returned to the City of Newport Beach. Mr. Burns stated he has reviewed the agreement and has no additional comments or revisions. Director Monahan motioned to approve the Three -Party Agreement between the Costa Mesa Sanitary District, Orange County Development Agency, and City of Newport Beach regarding sewer improvements in the East Santa Ana Heights Redevelopment Area (Bristol Street Sewer Main) subject to cost estimate update by Mr. Hamers. Director Ferryman seconded. Motion carried 5 -0. MEMORANDUM OF UNDERSTANDING WITH IRVINE RANCH WATER DISTRICT Mr. Hamers will be setting up a meeting with Mr. Jones of Irvine Ranch Water District and reported he appreciated Director Ferryman's assistance on the matter. FOG PROGRAM REPORT ON 2006-2007 PROGRAM Mr. Hamers provided a copy of the FOG program for the Board's perusal and invited questions from the Board. Mr. Hamers reported Mr. Jim Kolk, Project Engineer I, Environmental Engineering and Contracting, Inc., will be in attendance at the next sewer system subcommittee meeting if any Board members would like to ask him any additional questions. Mr. Burns recommended the Board consider the report. Director Ooten stated he would like to ask Mr. Kolk for clarification on certain points of the report. L_ J n Director Ooten motioned to approve the report on Phase III. Director Schafer seconded. Motion carried 5 -0. 0 COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 9, 2007 PAGE 11 • AGREEMENT WITH EEC FOR FOG PROGRAM - PHASE IV Director Schafer motioned to approve the Agreement with EEC for FOG Program- Phase IV, not to exceed $100,000. Director Ooten seconded. Motion carried as follows: Ayes: Perry, Schafer, Ooten, Ferryman, Monahan No: None TREASURER'S REPORTS STATEMENT OF INVESTMENT POLICY FOR FISCAL YEAR 2007 -2006 CMSD RESOLUTION NO. 2007 -726 Mr. Davis presented Resolution No. 2007 -736, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ADOPTING A STATEMENT OF INVESTMENT POLICY FOR FISCAL YEAR 2007- 08, AND AUTHORIZING THE TREASURER TO INVEST AND REINVEST IDLE MONIES OF THE COSTA MESA SANITARY DISTRICT IN ACCORDANCE WITH THE STATEMENT OF INVESTMENT POLICY, AND FURTHER AUTHORIZING THE SAID TREASURER TO DELEGATE TO A DEPUTY THE CARRYING OUT OF ANY SUCH TASKS. Director Ferryman motioned to adopt Resolution No. 2007 -726. Director Ooten seconded. Motion carried 5 -0. ATTORNEY'S REPORT ASTIN, LOCKE V CMSD (SUP. COURT CASE NO. 06CC05755) STATUS REPORT (POSSIBLE NEED FOR CLOSED SESSION PURSUANT TO GOVERNMENT CODE 54956.9(A) Mr. Burns recommended adjourning to a closed session to discuss the issue. President Perry suggested moving the item to the end of the meeting to discuss in closed session. c: COSTA MESA SANITARY DISTRICT Li .. MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 9, 2007 PAGE 12 CMSD ORDINANCE NO. 58 SETTING FORTH A PROCEDURE FOR THE REIMBURSEMENT OF MISCELLANEOUS EXPENSES Mr. Burns introduced Ordinance No. 58, AN ORDINANCE OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT SETTING FORTH A PROCEDURE FOR THE REIMBURSEMENT OF MISCELLANEOUS EXPENSES. Director Ferryman motioned to adopt CMSD Ordinance No. 58. Director Ooten seconded. Motion carried as follows: Ayes: Perry, Schafer, Ooten, Ferryman, Monahan No: None INCREASING DIRECTOR COMPENSATION CMSD ORDINANCE NO. 59 INCREASING DIRECTOR COMPENSATION Mr. Burns provided background on Director Compensation and reported Directors would be increasing their compensation from $170 to $221 per meeting, with a limitation of six days compensation per month. Mr. Burns stated the last adjustment occurred in 2001. Mr. Burns reported the compensation increase was duly published according to Government Code Section 6066. President Perry opened the Public Hearing. Mr. Dan Worthington stated he approved of the compensation increase. President Perry closed the Public Hearing. Director Monahan motioned to adopt Ordinance No. 59. Director Ooten seconded. Motion carried as follows: Ayes: Perry, Schafer, Ooten, Ferryman, Monahan No: None • r1 n lJ COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 9, 2007 PAGE 13 RENTAL AGREEMENT BETWEEN CMSD AND THE 32ND DISTRICT AGRICULTURAL ASSOCIATION — JUNE 1, 2007 THROUGH MAY 319 2008 Mr. Burns provided the rental agreement with the 32nd District Agricultural Association. Director Ferryman motioned to approve the agreement with the 32nd District Agricultural Association. Director Schafer seconded. Motion carried 5 -0. LOCAL MEETINGS (INCLUDES REPORTS BY ALL DIRECTORS REPRESENTATING CMSD) ORANGE COUNTY SANITATION DISTRICT (OCSD) MEETING HELD JUNE 20, 2007 (DIRECTOR FERRYMAN Director Ferryman attended the June 20, 2007 OCSD meeting and reported they discussed the following: ❑ Director Ferryman elected for a second term as Chairman • ❑ SARI line will be added to the Santa Ana Watershed project and will be funded SANTA ANA RIVER FLOOD PROTECTION AGENCY (SARFPA) President Perry and Director Ferryman attended the June 28, 2007 meeting and reported they discussed the following: ❑ Review and approval of Fiscal Year 2007 -08 SARFPA budget ❑ Election of officers ❑ Status of Seven Oaks and Prado Dam projects ❑ Status of State Subvention Program INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY (ISDOC) (DIRECTOR SCHAFER Director Schafer attended the ISDOC meeting on June 5, 2007 and provided reports on LAFCO and CSDA. • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING �u JULY 9, 2007 PAGE 14 • LOCAL AGENCY FORMATION COMMISSION (LAFCO) (DIRECTOR SCHAFER) APPROVAL OF CMSD.MSR BY LAFCO - JUNE 20, 2007 Director Schafer attended the June 20, 2007, LAFCO meeting and reported the following: ❑ Approved CMSD MSR ❑ Director Schafer motioned to continue the MSR for the Municipal Water District of Orange County for 90 days CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA) (DIRECTOR SCHAFER) Director Schafer attended the June 8, 2007 and June 15, 2007 CSDA meetings and reported the following: ❑ June 8, attended a meeting in Sacramento for all CSDA committee chairs and Executive Board meeting ❑ June 15, attended a meeting in Sacramento for a legislative meeting. • Updates on bills and voted on which ones to support, watch, or delete. OTHER MEETINGS QUALIFYING FOR REIMBURSEMENT UNDER CMSD ORDINANCE N. 55, OPERATIONS CODE SECTION 3.01.030 CHAMBER OF COMMERCE Director Schafer reported the Legislative Committee met on June 6, 2006 with representatives from Edison, Gas, Waste Management, Sanitary District, City of Costa Mesa representatives, and the Supervisor's office. Reports were given and updates provided. OCTA Director Schafer decided to step down after many terms on the OCTA Advisory Committee. Director Schafer was given a proclamation from OCTA. WACO Director Schafer attended the June 1, 2007 meeting and reported the following: ❑ CSDA • [I Legislation ❑ Santa Ana Watershed Project Authority General Manager, Celeste Cantu, was the speaker. Director Schafer was impressed with the presentation • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING ` JULY 9, 2007 -° PAGE 15 and recommended she present at the Annual CSDA Conference in October. OLD BUSINESS REQUEST FOR ROUTE DAY CHANGES FROM CR&R Mr. Fauth reported he did not have an update on the route day change request from CR &R. NEW BUSINESS There was no new business discussed. President Perry adjourned the meeting to closed session at 7:48 p.m. ASTIN, LOCKE V CMSD (SUP. COURT CASE NO.. 06CC05755) STATUS REPORT (POSSIBLE NEED FOR CLOSED SESSION PURSUANT TO GOVERNMENT CODE 54956.9(A) Out of closed session at 8:00 p.m. No action was taken in closed session. Re- opened regular meeting at 8:01 p.m. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS Director Ooten reported Mike Carey of the Orange Coast College Recycling Center brought in $1M of revenue into the Center and suggested it could be something Huell Howser might be interested in. ADJOURNMENT President Perry adjourned the meeting 8:05 p.m. SECRETARY PRESIDENT COSTA MESA SANITARY DISTRICT MINUTES OF SEWER SYSTEM COMMITTEE MEETING JULY 11, 2007 CALL TO ORDER Board members of the Costa Mesa Sanitary District met in Committee session on July 11, 2007, at 10:30 a.m. at 628 W. 19th Street, Costa Mesa. Director Monahan called the meeting to order at 10:40 a.m. DIRECTORS PRESENT: Jim Ferryman, Gary Monahan, Bob Ooten, Arlene Schafer DIRECTORS ABSENT: STAFF PRESENT: Robin B. Hamers, Manager /District Engineer; Thomas A. Fauth, Assistant Manager; Joan Revak, Board Secretary/Program Manager /Clerk of the District; Karl Dulake, Maintenance Supervisor; Paul Guzman, Inspector; Joe Limon, Inspector; OTHERS PRESENT: None CMSD SEWER SPILL STATISTICS AND MAINTENANCE UPDATE Mr. Fauth presented the overall Sanitary Sewer Overflow (SSO) statistics for 2007 — grease caused five SSOs, tree roots caused one SSO and Other issues such as debris blockage and a pump station bubbler failure caused two SSOs. Of note, zero SSOs have occurred in areas National Plant Systems, Inc., (NPSI) have cleaned District main lines. Mr Fauth and Mr Hamers presented the details revolving around the June 21, 2007 internal backup at Wraps, 250 E 17th St. The Committee agreed to continue with the policy of not reporting internal backups into facilities if wastewater does not exit the facility and as allowed in the State Water Resources Control Board Monitoring and Reporting Program No 2006 - 0003 -DWQ. Specifically, paragraph A.6. specifies COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING JUNE 11, 2007 PAGE 2 C7 "Private Lateral Sewage Discharges — All sewage discharges that meet the above criteria for Private Lateral sewage discharges may be reported to the Online SSO Database based upon the Enrollee's discretion." Staff continues to evaluate options to address the highest risk concerns such as to back- up or potentially replace pump station bubbler systems. More detailed Risk Analysis for preventing SSOs will be presented at the July 17, 2007 Sewer System Subcommittee meeting. The results will be evaluated and plotted using a classic Risk - Frequency Analysis technique. Contractor representative Jim Kolk from EEC is scheduled to attend to assist in quantifying the effectiveness of the Fats, Oils and Grease (FOG) program on CMSD SSO prevention. CMSD PROJECT #101 - WESTSIDE PUMP STATION ABANDONMENT The two options OCSD costed are as follows: 1. Option 1: $9.0 M for a gravity flow system. 2. Option 2: $6.6 M to rebuild the City of Newport Beach Pump Station and the force main. 0 Mr Hamers Is updating the projected CMSD costs. Mr. Hamers stated four pump stations (19th St, President, Westbluff and the City of Newport Beach pump station) could be abandoned if CMSD built a 600 foot gravity line and if the Regional Station could be built today. SEWER LATERAL ISSUES Mr Hamers presented a draft "Sewer Lateral and Clean Out Assistance Program" and accompanying Application to assist residents requiring lateral repairs and clean out installations. The draft states "CMSD will contribute 50% of the residents' costs up to a maximum of $1,800 ". The applicants would be considered on a "first- come - first - served" basis and must employ reputable contractors. District assistance will support up to 50% of lateral televising, lateral cleaning, clean out installation and lateral reconstruction with a clean out, with a not -to- exceed cost of $1,800. The purpose is to encourage residents to maintain (clean and CCTV) their laterals on a regular basis to achieve zero SSOs. The City of Costa Mesa Planning Division verified a plumbing permit ($48.15) is required to install a clean out. Mr Hamers stated owners must CCTV their lines for condominium conversions. Mr Hamers also submitted his findings for condominium conversions to District General Counsel. Staff included the Lateral Assistance program in the 5 -Year Capital Improvement Program for FY 2007 -08 Through FY 2011 -12 at a level $100,000 per FY. A V • n LJ • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING JUNE 11, 2007 PAGE 3 CMSD EMERGENCY RESPONSE - DISTRICT YARD UPDATE Staff is coordinating meetings with City of Costa Mesa representatives to reach an agreement on suitable locations for a CMSD yard within the City of Costa Mesa. The minimum District Yard requirements to respond to SSO emergencies remain as follows: a. Location: Centralized District location for equalized response; b. Lot Size: 9,000 to 12,000 sq ft for outside storage and parking; c. Building Size: 2,500 to 5,000 sq ft for office, hoist repairs and storage; Siting issues include the availability of property, the property zoning (MG needed), the City of Costa Mesa requirement for conditional use permits (CUPS requiring 10 -12 weeks to obtain approval) and the four zoning overlays in place. The overlays are: 1. South of Bristol Entertainment, Culture and Arts Urban Plan (SoBECA); 2. Mesa West Bluffs Urban Plan; 3. 19 West Urban Plan; and 4. Mesa West Residential Ownership Urban Plan. Mr Fauth plans to meet with Mr Don Lamm, City of Costa Mesa Development Services Director to pursue flexibility in obtaining a yard in the City of Costa Mesa. The primary example of the issue is the inability of CMSD to acquire the property at 2973 Randolph Ave, Costa Mesa, with attractive terms including an all cash purchase and close of escrow in 30 days. Other sites reviewed included Hamilton and Charle Street corner lot, Wilson property lot east of Fairview, and Logan Ave property. NEXT MEETING The next meeting is scheduled for August 8, 2007 at 10:30 a.m. PUBLIC COMMENTS There were no public comments. ADJOURNMENT Chairman Monahan adjourned the meeting at 11:40 a.m. SECRETARY PRESIDENT C] /14esa Consolidated �� # mater District 0 CITY /DISTRICTS LIAISON COMMITTEE MEETING MINUTES FRIDAY, July 13, 2007 8:00 a.m. COSTA MESA SANITARY DISTRICT HEADQUARTERS 628 W. 19th Street Costa Mesa, California 92627 Mesa Committee Members: James Atkinson, 1 st Vice President Trudy Ohlig -Hall, Vice President Lee Pearl, General Manager City Committee Members: Allan Mansoor, Mayor Allan Roeder, City Manager 40 Absent Eric Bever, Mayor Pro Tem CMSD Committee Members: Art Perry, Vice President Jim Ferryman, Director Gary Monahan, Director Rob Hamers, Manager /District Engineer Tom Fauth, Assistant Manager Joan Revak, Board Secretary/Program Manager/ Clerk of the District Costa Mesa Sanitary District President Art Perry and Manager /District Engineer Rob Hamers welcomed the attendees including new Mesa General Manager Lee Pearl. Discussion on the agenda topics followed. 1. Residential and Non - Residential Common Interest Development Conversions (City) Mr. Roeder presented a draft of the proposed City standards for condominium conversions. The standards will insure the condominiums meet code and have adequate • parking. The standards include provisions for separate utility meters unless the utility provider waives the requirement. Mesa requires separate water meters for conversions CITY /DISTRICTS LIAISON COMMITTEE MEETING July 13, 2007 MINUTES Page 2 • while the Sanitary District allows a single sewer lateral due to the creation of an association that will maintain the lateral. 2. Sanitary District Search for Corporate Yard (City) Mr. Hamers explained that the City's four overlay zoning areas encompass almost the entire City area where a yard might be located but the overlay zoning prohibits the use of property as a yard. Mr. Roeder stated he would assign a Planner to the District to assist in determining whether there are any potential exceptions and to explain the Conditional Use Permit (CUP) process. 3. City MSR (MCWD) Director Ohlig -Hall recommended the City urge its citizens to attend the LAFCO hearings and speak in favor of the City's position on the City of Mesa /City of Newport Beach annexation conflict. Mr. Hamers stated the Sanitary District is in support of Costa Mesa's position and had previously filed a letter with LAFCO stating this support. 4. Mesa's Garden at the Orange County Fair (MCWD) Directors Atkinson and Ohlig -Hall reviewed Mesa's yearly contribution to the Fair of • presenting a drought resistant garden and landscaping. Director Ohlig -Hall stressed the need for reducing the volume of landscape and irrigation water used at homes and businesses. 5. Apartment to Condominium Conversions (MCWD) Director Atkinson expressed his gratitude towards Mr. Roeder for the inclusion of the "separate metering requirement" in the City's draft condominium conversion standards. 6. Banning Ranch (MCWD) Mr. Roeder reviewed the lack of progress in the talks with Newport Beach regarding an agreeable annexation plan for each city. It appears Newport Beach desires to annex all possible property regardless of the creation of haphazard boundary lines. Future Banning Ranch residents will have to drive all the way through Costa Mesa along W. 19th Street to reach the ranch property. 7. Sewer Lateral and Cleanout Assistance Program Mr. Hamers explained the new CMSD program where the CMSD will contribute up to 50% of the cost, not to exceed $1,800, for a resident to televise, clean or reconstruct their sewer lateral, or for installing a cleanout. Director Monahan provided additional • details and suggested the City consider a joint project on Royal Palm where the City tree roots are invading the sewer laterals. • • CITY /DISTRICTS LIAISON COMMITTEE MEETING July 13, 2007 MINUTES Page 3 8. City Policy on Tree Roots (CMSD) Mr. Hamers requested Mayor Mansoor and Mr. Roeder revisit the City's policy on tree root damage to sewer laterals caused by City trees. Mr. Hamers provided a few engineering details and opinions as to the cause of tree roots entering sewer lines. Mr. Roeder will discuss with his staff and will arrange a meeting with Mr. Hamers. 9. City /Districts Relationships (CMSD) Mr. Hamers expressed the commitment by the CMSD Board of Directors to continue building positive relationships with Council persons and City staff members. Mr. Hamers stated he hoped the CMSD's opinion on City tree roots would be taken in an engineering framework and practical sense and not affect the relationship between the agencies. 10. MSR for MWDOC (CMSD) Mr. Hamers suggested the City and CMSD understand the details of the South County desire to control portions of the groundwater basin and how it has delayed the Municipal Service Review (MSR) for MWDOC. Orange County LAFCO is delaying the MSR for MWDOC for 90 days while the parties in question discuss their respective concerns. Director Ohlig -Hall suggested the CMSD invite MWDOC General Manager Kevin Hunt to a meeting to explain the issues. Public Comments No members of the public were present. Other The next Liaison Committee meeting was scheduled for Friday, October 19, 2007 at 8 a.m. at the Mesa Consolidated Water District. The meeting was adjourned at 9:40 a.m. Public Comments There were no members of the public present. Next Meeting The next meeting was scheduled for July 13, 2007 at 8 :00 a.m. at the Costa Mesa Sanitary District. Robert Ooten, Secretary Costa Mesa Sanitary District Arthur Perry, President Costa Mesa Sanitary District COSTA MESA SANITARY DISTRICT MINUTES OF RECYCLING COMMITTEE MEETING July 9, 2007 The Costa Mesa Sanitary District Recycling Committee met at 12:00 p.m. at 628 W. 19th Street, Costa Mesa. Directors Present: Bob Ooten, Gary Monahan Staff Present: Rob Hamers, Tom Fauth, Joan Revak, Denise Gilbert Director Ooten .called the meeting to order at 12:00 p.m. I. RECYCLING COMMITTEE GOALS FOR 2007/2008 The Committee reviewed the detailed 2007/2008 recycling goals and suggested adding to the list of invitees to future Recycling Committee meetings Donna Theriault, Management Analyst for the City of Costa Mesa, and Mike Balliet, City Consultant on Recycling as well as Isabel Rios, Integrated Waste Management Department. Ms. Revak will invite Ms.Theriault to the August 6, 2007 meeting. II. LARGE ITEM COLLECTION - JUNE 11 - AUGUST 24, 2007 Ms. Revak reported on the status of the 2007 Large Item Collection Program, running from June 11 to August 24, 2007. As of June 29, 2007, 107.27 tons were landfilled at a total cost of $2,359.94. Recyclable White Goods collected during this period totaled 30.63 tons for a credit of $854.05, amounting to a net credit -to -date of $2,909.85. Ms. Revak provided a chart showing the weekly status of the program. III. REVIEW OF SPECIAL PROGRAMS & DISTRIBUTION OF OUTREACH MATERIAL Ms. Revak provided a list of all CMSD Special Programs and locations for distribution of outreach material. Ms. Gilbert presented a chart outlining costs of the Stericycle "Sharps" program with data from each of the participating pharmacies. Director Ooten reported the Board of Supervisors recently approved funding in the amount of $1,000,000 for IWMD's inaugural Regional Recycling and Waste Diversion Grant Program. Each City has an opportunity to receive grant funding up to $40,000 for large cities with populations, of more than 100,000. A meeting will be held on July is 12, 2007 for discussion on allocating these funds. CMSD Staff will attend the meeting. Protecting our community's health by providing solid waste and sewer collection services. ,qov V. PUBLIC COMMENTS There were no public comments. The meeting was adjourned at 12:20 p.m. Secretary Costa Mesa Sanitary District Minutes of Recycling Committee Meeting July 9, 2007 Page 2 President • Protecting our community's health by providing solid waste and sewer collection services. www.crosdcagov U TO: Costa Mesa Sanitary District Board of Directors FROM: Ron Shef, Ordinance Enforcement Officer DATE: July 31, 2007 SUBJECT: ORDINANCE ENFORCEMENT SUMMARY REPORT This report covers the monthly period of July 2007. More then twenty courtesy notices and regulation sheets were left with residents due to non - compliance. Construction workers on Santa Isabel have consistently placed construction debris into standardized containers (no dumpsters on premises). Costa Mesa Disposal picked up the twelve containers at the request of the District Assistant Manager. Other various remodels projects show similar noncompliance and are being monitored with photos, notices and resident communication. Addresses are periodically called into CMD where containers had damage, no lids or graffiti. These are normally changed out on collection day. A six year update on the Restaurants Owner's Guide for Grease Control was completed with data on sources products and prices. This date was submitted to District staff in order to generate new revised brochures and for the website. Follow -up on Large Item Collection Program was continued with monitoring throughout the District relative to all the routes on the five collection days. It was determined that Thursday Route 13 where Director Perry and the Code Enforcement Officer reside, notices were not placed when schedule and collection did not occur. The Enforcement Officer notified CMD and arranged for notices and collection, although three weeks late. Residents were not given notices two weeks prior to collection and only had three days to prepare. This short notice resulted in a very minimal collection of large items as observed. This type of event may have also occurred in other area of the District which could greatly degrade the results of this successful yearly program. As a final note, Costa Mesa City Council member Ms. Leece informed the Enforcement Officer that a CMD collection truck, she was driving behind had debris being lost on the road due to wind or overfill. Confirmation with CMD was made to inform them about this circumstance based upon identification from vehicle license number.