The URL can be used to link to this page

Agenda Packets - Board - 2007-11-08Costa Mesa Sancta -q District ... an Independent Special District AGENDA Art Perry President Arlene Schafer Vice President Jim Ferryman Director Bob Ooten Secretary Gary Monahan Director Public Comments. Any member of the public may address the Board. Speakers on agenda items should identify themselves to the Clerk before the meeting so that their input can be provided at the time the item is considered. Speakers on non - agenda items will be heard under Public Comments. Pursuant to State law, the Board may not discuss or take action on non - agenda items except under special circumstances. Speakers must limit their remarks to three minutes or as decided upon by the Presiding Officer. The Presiding Officer reserves the right to declare any speaker out of order. In compliance with ADA, contact Joan Revak, (949)645 -8400, 48 hours prior to meeting if assistance is needed (28 CFR 35.102.35.104 ADA Title Iq. Regular Meeting - Thursday, November 8, 2007 (a I. CALL TO ORDER — 6:00 p.m. — 628 W. 19th Street, Costa Mesa I1. PLEDGE OF ALLEGIANCE — Gary Monahan III. INVOCATION — Tom Fauth HIV. 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 sepprate 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 1. Recycling Committee Meeting — October 8, 2007 2. Sewer System Committee Meeting — October 10, 2007 3. Regular Meeting — October 11; 2007 RECOMMENDED ACTION (Protecting our community's health 6y providing solid waste and sewer collection services. www.cmsdca.gov Costa Mesa SaM1taq District AGENDA 10 4. Liaison Committee Meeting — October 26, 2007 Manager's Reports 5. Refunds 6. Occupancy Report and payment to Costa Mesa Disposal — October 2007 7. Monthly Spill Report to State Water Resources Control Board Engineer's Reports 8. Project Status Report Treasurer's Reports 9. Financial Reports as of October 31, 2007 10. Treasurer's Reports as of October 31, 2007 November 8, 2007 Page 2 RECOMMENDED ACTION No Refunds Approve Receive & File Receive & File Move to December meeting Move to December meeting 11. Warrant Register for the month of October 2007 in the amount of Ratify Payments $832,320.86 12. Directors' Compensation and Reimbursement of Expenses for the Approve Compensation Month of October 2007 & Ratify Expenses -------------------------------------- - - - - -- -END OF CONSENT CALENDAR-------------------------------------- - - - - -- VI. WRITTEN COMMUNICATIONS VII. PUBLIC COMMENTS VIII. MANAGER'S REPORTS A. Date and time of Regular Board of Directors Meetings Consider Year 2008 Move to Third Thursday of Month at 6:00 p.m Decision in December, 2007 1. Review of new Agenda document distribution rules (SB343) Accept Report B. District Yard — 174 W. Wilson Street Accept Report .,Q 1. Possible Closed Session to Discuss Real Property Negotiations (Price, Terms) Pursuant to Government Code Section 54956.8 Regarding the Following Property: 174 W. Wilson Street with David Jackson Hester, Sr. 2. Update on Purchase Verbal Report Tf 3. Update on CUP Application Verbal Report a. Attendance at November 26, 2007 Planning Commission meeting Consider Attendance by 2 Directors Protecting our community's heafth 6y providing solid waste and sewer collection services. www. crosdca.gov Costa Mesa Sahltaq Distijet AGENDA • C. CMSD Strategic Plan 1. Year 2007/2008 Strategic Planning Action Items .// D. Sewer System Committee PRn.0V Review Agenda for meeting on November 14, 2007 a-al -(a8 -COG MT-6 Accept Report Potential Transfer of OCSD Sewers to CMSD Update Project #101 Westside Pumping Station Abandonment Arrange Meeting with OCSD ,�N 4. Project #175 OCSD Grant Program Approve Televising Schedule November 8, 2007 Page 3 RECOMMENDED ACTION ccept Repo E. cycling Reports / CQNr�vut To �� 1. Waste Diversion Report September & O obey 2007 Receive & File F. / Contract Payment to CR Transfer for cling Services and Disposal 1. Payment for October 2007 Services SGOTEcr- TO -5-Off 4Peo #V.A Ratify Subject to 4 V191PrgtKoN OF 504 Verification of Diversion Report by Staff PS a 1✓G. Ordinance Enforcement Officer's Report ✓J71� �,UPtPry,q��,gy� Accept Report � ✓ H. Fall Newsletter (sewer) Accept Report If–Z Update on Monitor Video Accept Report J. Subcommittee to Liaison Committee on City Tree Roots AC9VP Appoint Subcommittee / la- H /17 /a1 - 07 %RUNE GAMY * sy4h K. Recycling Committee — Mondy November 5, 2007, 12:00 p.m., ✓ ✓✓ CMSD Board Room, 628 W. 19 Street, Costa Mesa (Director Ooten and Director Monahan) 1. Recycling Committee Goals for 2007/2008 Receive & File 2. School Telephone Book Recycling Contest Accept Report November 14- December 21, 2007 p� ✓ 3. Used Tire Round -Up – Saturday, October 20, 2007, Accept Final Report 10:00 a.m. to 2:00 p.m. at City of Costa Mesa Corporation Yard ✓ 4. America Recycles Day November – 15, 2007; event at Kline School Accept Report 5. IWMD Subregional Meetings and Grant Program Accept Report 6. Orange Coast College Recycling Center Collection of E -Waste Accept Report Protecting our community's health 6y providing sofrd waste and sewer colrection services. www. crosdca.gov Costa mesa Sa.nitarN District AGENDA Sp 7. Emergency Services Expo — Saturday, October 13, 2007 /8. Report on other CMSD Recycling Programs /IX. ENGINEER'S REPORTS /A. Waste Discharge Requirements (WDR) /X. B. Memorandum of Understanding with Irvine Ranch Water District TREASURER'S REPORTS 1A. Update on Annual Audit B. Update on Springbrook upgrade and new modules November 8, 2007 Page 4 RECOMMENDED ACTION Accept Report Accept Report Update Consider Verbal Report Verbal Report ATTORNEY'S REPORTS ✓ A. Astin v. CMSD (Sup. Court Case No. 06CC05755) Status Report Coverage & Defense (Possible need for closed session pursuant to Government Code 54956.9(a)) Status Report CMSD Dismissed from Case /B. Conversion of "Fixture Fees" to "Capacity Charges" A0, ; , I W—t-8 Verbal Update Agreement with Stericycle adding CVS Pharmacy to Sharps Program -Tf Ratify Interim Agreement with Nextruck for Vehicle Maintenance C"- WK xv; cr-r- ?`Approve E. Agreement with R2H for structural engineering; Project #168 Irvine Pumping Station Ratify F. AB 715 (Laird) - Iowflow water closets Verbal Report G. Public Construction Damages Review legal opinion H. Oath of Office for various Staff members Opinion XII. LOCAL MEETINGS (includes Reports by all Directors Representing CMSD) A. Orange County Sanitation District (OCSD) Wzsr 3w- 44wowmmF AT ,1;4 OU6 S- YR 61AOR , 1. Meeting held October 24, 2007 (Director Ferryman) Accept Report B. Santa Ana River Flood Protection Agency (SARFPA) Accept Report • 1. Meeting held Thursday, , 2007 q / p (President Perry) I kve t'48f2 g; ' Va Trotecting our community's heafth 6y providing sofud waste and sewer collection services. www.crosdcmgov Casts Mesa Sanitary District November 8, 2007 AGENDA Page 5 XIV. NEW BUSINESS A. Date for CMSD Christmas Party Confirm Date of 12/6/07 XV. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS qVI. ADJOURNMENT • Protecting our community's health 6y providing solid waste and sewer collection services. www. crosdca.gov RECOMMENDED ACTION C. Independent Special Districts of Orange County (ISDOC) Accept Report (Director Schafer) D. Local Agency Formation Commission (LAFCO) Accept Report (Director Schafer) E. California Special Districts Association (CSDA) Accept Report (Director Schafer) F. California Association of Sanitation Agencies (CASA) Accept Report G. Other Meetings Qualifying for Reimbursement under CMSD Report on Matters rations Code Section 3.01.030 Ordinance No. 55AWCam Pertaining to CMSD 021k MM 3 Inifr ��T XIII. OLD BUSINESS XIV. NEW BUSINESS A. Date for CMSD Christmas Party Confirm Date of 12/6/07 XV. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS qVI. ADJOURNMENT • Protecting our community's health 6y providing solid waste and sewer collection services. www. crosdca.gov 11 -8 -07 Let us bow our heads: Grand Creator: We ask You to look kindly on this gathering and grant us the wisdom to see events and issues in their true perspective — that we may learn in thought, and for the benefit of all we serve. We ask You to grant us the wisdom and understanding necessary to accomplish our goals this evening; And note, We are grateful for Your help in quenching the raging fires in Southern California. In Your Name, Amen. n u COSTA MESA SANITARY DISTRICT MINUTES OF RECYCLING COMMITTEE MEETING October 8, 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, Arlene Schafer Staff Present: Rob Harriers, Tom Fauth, Joan Revak, Janel Jackson Director Ooten called the meeting to order at 12:00 p.m. 1. RECYCLING COMMITTEE GOALS FOR 2007/2008 The Committee reviewed the detailed 2007/2008 Recycling Goals and decided to move "Earth Day" to Item VII on the "Goals" document and to add "America Recycles Day" as well. The Committee also suggested adding OCC Recycling Center now accepting E- Waste to Item X1. II. SCHOOL TELEPHONE BOOK RECYCLING CONTEST- NOVEMBER 14- DECEMBER 21, 2007 Ms. Revak presented the invitational letter sent to Costa Mesa Schools, public and private, for the School Telephone Book Recycling Contest and reported responses from about 70% of the schools have been received. Connell Chevrolet has again offered to be a sponsor of the event. Ill. KIDS DAY AMERICA - SEPTEMBER 22, 2007 The District was contacted to participate in an event called Kids Day America held to promote health, safety and environmental awareness in children. Ms. Gilbert and Ms. Jackson represented the District with a table of informational brochures and promotional items. The Police Department hosted a table and provided safety tips and fingerprinting kits for kids. The Fire Department provided information to kids and parents on fire safety. A free health screening was available to the children after visiting all the tables. Attendance was low due to rainy weather. IV. USED TIRE ROUND -UP - SATURDAY, OCTOBER 20, 2007 The annual Used Tire Round -Up, sponsored by the Costa Mesa Sanitary District and the City of Costa Mesa, will be held on Saturday, October 20, 2007 from 10:00 a.m. to 2:00 p.m. Ms. Gilbert and Ms. Jackson will work the event. Arrangements were made for advertising on radio stations and in the PennySaver. . I 1 1, 1 r r, r r r. r rr Costa Mesa Sanitary District Minutes of Recycling Committee Meeting October 8, 2007 Page 2 V. AMERICA RECYCLES DAY — THURSDAY, NOVEMBER 15, 2007 Ms. Jackson provided a flyer on America Recycles Day — November 15, 2007 suggesting the District observe the day by sponsoring a Waste -Free Lunch Day. Ms. Revak contacted Kline Elementary School and they were enthusiastic about participating in the event. Students will be asked to bring lunches that include as many items as possible that can be eaten, reused, recycled or composted with as few items as possible that must be thrown away. Ms. Revak and Ms. Jackson are meeting with Ms. Kline to go over details of the Waste Free Lunch Day. VI. IWMD RECYCLING & WASTE DIVERSION GRANT PROGRAM The Committee recommended to the CMSD Board of Directors, at its September 13, 2007 meeting, that CMSD send a letter to the Orange County IWMD encouraging a 50/50 split of the allocation of funds and Staff sent a letter. A response has not yet been received. Ms. Gilbert represented the District at the OC IWMD Sub - Regional meeting held on September 30, 2007. State, County and Legislation updates were presented. The Board of Supervisors will review requests for grant money from cities and sanitary districts on October 23, 2007. The next Sub - Regional Group meeting is scheduled for November 15, 2007. VII. ORANGE COAST COLLEGE RECYCLING CENTER — COLLECTION OF E -WASTE Mr. Fauth reported the Orange Coast College Recycling Center is now accepting E -Waste at their facility. VIII. TOURS — EDUCATIONAL MATERIALS DISTRIBUTED TO ATTENDEES A packet of materials to be distributed to attendees on District tours of CRBR and the Landfill was presented. In the future tours will be scheduled to depart from CMSD Headquarters at 8:00 a.m. and return to the parking lot no later than 11:30 a.m. IX. SHARPS PROGRAM An update of the estimate of Sharps use in the general population of Orange County estimated usage between 7% and 10% with 6.2% for diabetics, .5% for fertility usage and 3.3% other. X. PUBLIC COMMENTS There were no public comments. The meeting was adjourned at 1:02 p.m. Secretary President • F-7 LJ • r1 COSTA MESA SANITARY DISTRICT MINUTES OF SEWER SYSTEM COMMITTEE MEETING OCTOBER 10, 2007 CALL TO ORDER Board members of the Costa Mesa Sanitary District met in Committee session on October 10, 2007, at 10:30 a.m. at 628 W. 190' Street, Costa Mesa. Director Ooten called the meeting to order at 10:30 a.m. DIRECTORS PRESENT: Jim Ferryman ; Bob Ooten; Art Perry; 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; Debbie Bjornson, Permit Processing Specialist; OTHERS PRESENT: None CMSD SANITARY SEWER OVERFLOW (SSO) STATISTICS, RISKS, LEVEL SENSOR UPGRADES AND MAINTENANCE UPDATE Mr. Fauth presented the overall SSO statistics for 2007 which added two spills from grease blockages on October 5 and 6, 2007 — grease caused seven SSOs, tree roots caused one SSO and Other issues such as debris blockage and a pump station bubbler failure caused four SSOs. Data continued to show zero SSOs have occurred in areas National Plant Services, Inc. (NPSI), has cleaned District main lines. TRC corrected previously encountered telemetry issues from select pump stations. Alternative telemetry backup options may still need to be explored with TRC including the feasibility of_ using land - lines. Staff will follow -up on Mr. Hamers' suggestion to research the possibility of TRC incorporating a signal indicating a "COMMUNICATION ERROR" to first responders, if possible, especially for catastrophic failures. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING t=' OCTOBER 10, 2007 PAGE 2 rrw Mr. Fauth presented a revised "Prioritized Pump Station Retention Times" chart identifying the criticality and hours of wastewater retention per PS and the highest risk pump station (PS) concerns including a prioritized list to back -up and replace PS bubbler systems. The approach identified the prioritized list of PS wastewater level sensors and the planned PS upgrades. Canyon PS remained the most critical with a one -hour retention time and 21 st St PS is the least critical with a 10 -hour retention time. Staff noted the two most recent SSOs at 3030 Harbor Blvd resulted from an improperly cleaned private lateral line and a delay in cleaning out the grease interceptor. JIMNI Systems; Inc. completed the wastewater level sensor upgrades for Victoria PS, Harbor PS and South Coast Drive PS from a wastewater level sensor consisting of a only a bubbler system to a combination Pressure Sensor with Float Switch backup. JIMNf Systems completed the upgrades within the $12,000 budget to increase PS reliability. Staff re- categorized the factors in the "CMSD Pump Station Risk Analysis" chart and placed them objectively on the chart. Staff will continue to research Director Ooten's suggestion to employ a thermography (Infrared Thermal Imaging) technique to detect heat in control panels. Staff will follow -up on Mr. Guzman's recommendation to identify PSs with and without surge protection. 0 Staff noted large pieces of rubber were found in the Elden PS, causing a pump failure — the source was unknown but appeared to be casing from a tire. SEWER LATERAL ASSISTANCE PROGRAM AND SURGE FLYERS The Committee briefly reviewed the program status noting the press release, website advertisement, and the rate of application, totaling approximately three per week. The application notes "CMSD will contribute up to 50% of the residents' costs in four areas, up to a maximum of $1,800 per parcel ". The purpose is to encourage residents to maintain (clean and CCTV) their laterals on a regular basis to achieve zero SSOs. The Lateral Assistance program remains in the 5 -Year Capital Improvement Program for FY 2007 -08 Through FY 2011 -12 at a level $100,000 per FY. The District plans to distribute the "Sewer Lateral "Surge' "' flyer to facilities with a history of experiencing or potentially experiencing a surge during CMSD main line cleaning. Staff will plan to attend one of the next Real Estate Community meetings to explain the program to realtors and property managers. Mr Fauth plans to schedule the presentation through Mr Tom Sutro at the next Chamber of Commerce Breakfast and to set up a presentation to the Chamber of Commerce. Director Perry recommended a direct mail program to the residents on Royal Palm, an area main line CCTV revealed as having • numerous wye connections stuffed with root balls. Mr Harriers suggested initiating a joint program with the City of Costa Mesa to coincide efforts with street and sidewalk repairs. Mr Harriers noted he recommended the City review its tree root policy with respect to f • • n U COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER;SYSTEM COMMITTEE MEETING OCTOBER 10, 2007 •ltr PAGE 3 lateral line issues. Mr Harriers plans to send a letter to Mr Allan Roeder to set up a meeting to discuss the issue with CMSD representatives and included the topic as an agenda item on the next Liaison Committee Meeting, scheduled for October 26, 2007. Staff met with C &R Drains to clarify the Sewer Lateral Assistance Program process as C &R Drains is a recommended contractor to perform lateral line cleaning, CCTV, cleanout. installation and lateral line repairs. POTENTIAL TRANSFER OF SEWER LINES FROM OCSD TO CMSD Staff noted there are eight potential sewer line transfers from OCSD to CMSD. Before acceptance, OCSD would need to clean and CCTV the lines and rehabilitate any deficiencies. Staff arrived at the following summary status: 1. APPROVED: Avenue of the Arts (S -192); Anton to Sunflower; Built in 1987; Sewer line is in acceptable condition; Six MHs need to be reconditioned; Staff needs to calculate the expected revenue CMSD will collect for the line; 2. APPROVED: Park Center Drive and Anton Blvd. from the West (S -192); Built in 1967; Sewer line is in acceptable condition; Northernmost MH needs to be located and raised; 12" line; 3. APPROVED: Bear Street, in front of Crystal Court — the western line only (S- 193); Sewer line is in acceptable condition; 15" line; 4. APPROVED: Smalley Road trunk line (S -194); Sewer line is in acceptable condition; One MH in the middle of the park needs repair; 15" line on San Leandro Lane; 5. APPROVED: LA Times and South Coast Drive (S -196); Sewer line is in acceptable condition; Need to clarify how IKEA connects to the main line; 12" line; 6. NOT APPROVED: Pullman St (S -165A and S- 165C); Sewer line is in acceptable condition; Needs MH cover repairs and a MH relocation; only two CMSD connections. 7. UNDER EVALUATION: Pine Creek and Adams (S -181 and S -180); Sewer line is in acceptable condition; 18" line; 8. NOT APPROVED: Pomona Ave (S -152); Sewer line is in acceptable condition; Line is a cut - through only; 18" line; no CMSD connections. More specific details are planned to be discussed at the Sewer Subcommittee meetings. The transfers would effectively transfer these lines from a regional large diameter pipe agency to a local agency. A regional agency generally owns and maintains sewer lines with large diameters (greater than 30 inches) that serve two or more jurisdictions. Local agencies generally transport sewage in smaller lines to these trunk lines and the lines under consideration meet the test as local sewers. Following cleaning, CCTV and any required rehabilitation, the transfers result in additional revenue for CMSD at little cost for CMSD to maintain the lines. Many locations have Food Service Establishments (FSEs) -- COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING it t�• a! :l.. OCTOBER 10, 2007 PAGE 4 and require Fats Oils and Grease (FOG) management within the CMSD. If the lines are not transferred, there will be confusion between OCSD and CMSD as to FOG management. Staff will follow -up on Director Ooten's recommendation to notify the site owners of the transfers while the transfer documentation is in development. Mr Hamers plans to request General Counsel Alan Burns to research the feasibility of collecting fees from facilities on the proposed transfer lines without actually transferring the OCSD lines. Possible rationale includes the following: 1. OCSD considers local agencies as permittees for local lines including private sewers into OCSD lines; 2. CMSD provides engineering oversight into the sewer lines; 3. The CMSD FOG program covers FSEs currently feeding into OCSD lines; 4. CMSD monitors land use planning; 5. CMSD provides newsletters to all FSEs within the District boundary; 6. CMSD is responsible for /funds reconstruction of sewer lines when, for example, storm drains are replaced or streets are widened (reference Mr Hamers Memo to Mr Burns); and 7. OCSD lines were built to small diameter plans to handle the capacities; FOG PROGRAM The WDR Steering Committee arranged for various agencies to have Orange County Health Care Agency ( OCHCA) representatives inspect the Food Service Establishments for compliance with the FOG program once per year during their three yearly site visits. During one of the annual visits, the OCHCA inspector will inspect specifically for BMPs and FOG compliance. Each FOG inspection takes up to 20 minutes and costs CMSD approximately $20. EEC is coordinating inspections schedules and reporting with OCHCA. CMSD PROJECT #101 - WESTSIDE PUMP STATION ABANDONMENT The Committee supported sending a letter to OCSD to formally propose the project in the OCSD budget, estimated to occur in the FY2012 -2013 timeframe. Mr. Hamers is completing the projected CMSD costs. The two options OCSD costed are as follows: 1. Option 1: $9.0 M for a gravity flow system, or 2. Option 2: $6.6 M to rebuild the City of Newport Beach Pump Station and the force main. Mr Hamers sent a letter to OCSD requesting OCSD make Project #101 a firm project in the multi -year budget. Director Ooten recommended a follow -up meeting with OCSD regarding Project #101. • • • r� • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SEWER SYSTEM COMMITTEE MEETING OCTOBER 10, 2007 " rt PAGE 5 MENDOZA GRAVITY LINE CONCEPT OVERVIEW Staff presented the implications of modifying the Mendoza PS to include an increased storage capacity and gravity flow options in the event of a pump station failure. Discussions determined the risk of an SSO was too great to pursue this option due to the large area served, the slow flow rates, the frictions encountered for turns and blockages when compared to the depth of the lines and manholes and noting Mendoza PS currently has a 2 -hour retention time. The Subcommittee may further review the topic. DISTRICT YARD UPDATE CMSD entered a 90 -day escrow for the two vacant parcels at 174 West Wilson Street on August 31, 2007 for a total cash purchase price of $900,000.00 including a. $75,000.00 deposit into escrow. The Phase I Environmental Site Assessment (ESA) Report, dated September 26, 2006, documents the site is clean .of hazardous waste chemicals - Non - Detectible (ND). Mr. Fauth presented the draft architectural site, floor plans and site renderings from Mr. Bob Thornton of RTA, Inc., the site architect.. The site is envisioned as having a 5,116 SF building on an 18,200 SF lot. Staff will follow -up on Director • Ooten's recommendation to identify additional "District -owned Yard" cost savings such as fuel savings from contractor co- located equipment parking and document storage savings from the current storage facility. CMSD submitted the CUP to the City of Costa Mesa on October 3, 2007 and included plans to design a green facility (Leadership in Energy and Environmental Design (LEED)) to Gold building standards. The District will evaluate green building costs versus non -green building costs, roughly estimated to be 8% for a LEED Gold construction. Directors plan to discuss the Yard with City'officials. NEXT MEETING The next meeting is scheduled for November 14, 2007 at 10:30 a.m. The next Sewer System Subcommittee meeting is scheduled for October 31, 2007 at 09:30 a.m. PUBLIC COMMENTS There were no public comments. ADJOURNMENT Director Ooten adjourned the meeting at 11:25 a.m. SECRETARY PRESIDENT w , u • • es4i ,rkF COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 11, 2007 The Board of Directors of the Costa Mesa CALL TO ORDER Sanitary District met in regular session on October 11, 2007, at 6:00 p.m. at 628 W. 19th Street, Costa Mesa. PLEDGE OF ALLEGIANCE INVOCATION ROLL CALL DIRECTORS PRESENT: DIRECTORS ASSENT: President Perry called the meeting to order at 6:00 p.m. Director Monahan led the Pledge of Allegiance. Mr. Fauth gave the invocation. Art Perry, Arlene Schafer, Bob Ooten, Gary Monahan James Ferryman , absent and excused STAFF PRESENT: Robin B. Hamers, Manager /District Engineer; Alan Burns, Legal Counsel; Tom Fauth, Assistant Manager; Marc Davis, Treasurer; Sherry Kallab, Accountant; Karl Dulake, Maintenance Supervisor; Debbie Bjornson, Permit Processing Specialist; Janel Jackson, Office Specialist 1 OTHERS PRESENT: Ms. Gina Fauth Mr. Phil Morello Mr. Dan Worthington COSTA (MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 11, 2007 PAGE 2 ... ............................... CONSENT CALENDAR ... ............................... Director Schafer inquired on Item 8, Project Status Report, stating the report lists 60 percent completion for televising the sewer lines. Director Schafer requested an approximate date of completion for televising. Mr. Hamers reported the televising is to be completed by January 1, 2009. 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 - September 10, 2007 Minutes of the Sewer System Committee Meeting — September 12, 2007 Minutes of the Investment Oversight Committee Meeting — September 13, 2007 Minutes of Regular Meeting — September 13, 2007 MANAGER'S REPORTS REFUNDS The Minutes of the Recycling Committee Meeting of September 10, 2007, were approved as distributed. The Minutes of the Sewer System Committee Meeting of September 12, 2007, were approved as distributed. The Minutes of the Investment Oversight Committee Meeting of September 13, 2007, were approved as distributed. The Minutes of the Regular Meeting of September 13, 2007, were approved as distributed. There were no refunds for the month of October 2007. • 0 .a 4 COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 11, 2007 PAGE 3 Occupancy Report and The Trash Occupancy Count documented an Payment of $196,035.42 increase of 6 units for the occupancy report for to Costa Mesa Disposal — solid waste collection as of October 1, 2007. October 2007 Therefore, the total for October is 21,412. Monthly Spill Report to State Water Resources Control Board ENGINEER'S REPORTS Project Status Report ® TREASURER'S REPORTS Board directed Staff to prepare a warrant for $196,035.42 for October 2007 collection based on occupancy report. Said payment in the amount of $196,035.42 to Costa Mesa Disposal to be ratified on the November 2007 warrant register. The Monthly Spill Report to the State Water Resources Control Board (SWRCB) for September 2007 was accepted as submitted. The Project Status Report dated October 2007 was accepted as submitted. Financial Report as of The Financial Report as of September 30, 2007 September 30, 2007 was accepted as submitted. Treasurer's Report as of The Treasurer's Report as of September 30, 2007 September 30, 2007 was accepted as submitted. Warrant 2008 -04 for Warrant Resolution #CMSD 2008 -04 was September 2007 in the approved, authorizing the President and Secretary amount of $730,390.50 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 $730,390.50. Directors Expenses for the Director Compensation and Expense Month of September 2007 Reimbursements for the Month of September 2007 were approved and ratified as follows: Director Ferryman: $221.00 President Perry: $884.00 Vice President Schafer: $1105.00 Director Ooten: $1699.25 + 66.79 COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 11, 2007 PAGE 4 • ............................ END OF CONSENT CALENDAR ..•.... ................... . WRITTEN COMMUNICATION Mr. Harriers reported receipt of a letter from Katrina Foley, Costa Mesa City Councilmember, thanking Mr. Fauth for the recycling boxes donated to the Costa Mesa Community Foundation. Mr. Hamers reported there was an article in the Daily Pilot about the Sewer Lateral Assistance Program, a letter to the presiding judge regarding Grand Jury Report, and letter from OCTA to Director Jim Ferryman. PUBLIC COMMENTS There were no public comments made. MANAGER'S REPORTS DATE AND TIME OF REGULAR BOARD OF DIRECTORS MEETINGS DATE AND TIME OF REGULAR BOARD OF DIRECTORS MEETINGS MOVE TO THIRD • THURSDAY OF MONTH AT 6:00 P.M. Mr. Harriers reported that the if the Board should consider moving the regular Board meeting to the third Thursday of the month to allow time for all reports to be completed and distributed in the Board packets, a good time to move the regular meeting date would be in January when the yearly calendar is distributed. Director Perry requested postponing discussion of the topic until all Directors could be present to discuss schedules. Director Schafer requested discussing the topic in December after her Strategic Planning Session for CSDA so she would be sure of her schedule for the upcoming year. The item will be brought back to the December Regular Meeting. DISTRICT YARD POSSIBLE CLOSED SESSION TO DISCUSS REAL PROPERTY NEGOTIATIONS (PRICE, TERMS) PURSUANT TO GOVERNMENT CODE SECTION 54956.8 REGARDING THE FOLLOWING PROPERTIES: 174 WILSON STREET WITH DAVID JACKSON HESTER, SR. • Q COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 11, 2007 PAGE 5 Mr. Fauth reported the District is approaching the 45th day of escrow, Monday October 15, 2007, and reported all documentation has been submitted and everything is on schedule. Mr. Fauth reported the seller and their agent are being kept apprised of all submittals. The CUP package was submitted to the City of Costa Mesa on October 3, 2007. Mr. Harriers reported the architect has met with City planning staff and made it clear the District would like to build a "gold level" green building, the same standard the City adopted for their future buildings. Mr. Harriers stated Staff would like to put together an information packet for Board Directors to discuss with Planning Commissioners, either for a telephone meeting or more in -depth in- person meeting. Director Monahan recommended waiting until after Planning Staff has made a recommendation before discussing the project with Planning Commissioners. Discussion was held regarding which Board Member would contact the various Planning Commissioners. Director Monahan motioned to accept the report and to ratify all actions taken to seek possession of the property at 174 Wilson Street to date. Director Ooten seconded. Motion carried 4 -0. 0 FILING OF CONDITIONAL USE PERMIT AND RELATED APPLICATIONS Director Ooten motioned approve the filing of a Conditional Use Permit and related applications for the property at 174 Wilson Street. Director Monahan seconded. Motion carried as follows: Ayes: Perry, Schafer, Ooten, Monahan Noes: None REVIEw ARCHITECTURE, ENGINEERING & CONDITIONAL USE PERMIT APPLICATIONS Director Schafer motioned to approve the review of Architecture, Engineering, and Conditional Use Permit Applications. Director Monahan seconded. Motion carried 4-0. CMSD STRATEGIC PLAN YEAR 2007/2008 STRATEGIC PLANNING ACTION ITEMS Mr. Hamers presented the Strategic Plan for Board comments. Director Ooten noted that almost all items have been achieved. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 11, 2007 PAGE 6 i Director Monahan inquired as to the website update capabilities. Mr. Fauth reported that some items will be updated by the website service provider and explained there are several components that Ms. Jackson will be updating and maintaining to keep costs down. SEWER SYSTEM COMMITTEE REPORT ON COMMITTEE MEETING HELD OCTOBER 10, 2007 Director Monahan reported the Committee met on October 10, 2007 and reviewed the following: it Spill in the north end of Costa Mesa d Pumping Station Sensor Upgrade Program - hope to have upgrades within the next six months. 4k Sewer Lateral Assistance Program Update - a few applications have been received and are being processed 4k Outreach to Real Estate Community regarding new CMSD Lateral Policies RECYCLING REPORTS 40 WASTE DIVERSION REPORT - SEPTEMBER 2007 Mr. Fauth reported the Waste Diversion Report for September 2007 was not yet available for review. CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND DISPOSAL PAYMENT FOR SEPTEMBER 2007 SERVICES Mr. Fauth presented the Invoices for September 2007 recycling services and disposal. Director Monahan motioned to ratify contract payment to CR Transfer for recycling services and disposal for the month of September 2007 in the amount of $162,191.12, subject to verification of the Waste Diversion Report. Director Ooten seconded. Motion carried as follows: Ayes: Perry, Schafer, Ooten, Monahan • ,v is COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 11, 2007 PAGE 7 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 September 2007 in the amount of $9,007.40, subject to verification of the Waste Diversion Report. Director Ooten seconded. Motion carried as follows: Ayes: Perry, Schafer, Ooten, Monahan Noes: None ORDINANCE ENFORCEMENT OFFICERS REPORT Mr. Shef provided an ordinance enforcement report for the month of September 2007. More than 20 courtesy notices were distributed to residents as necessary. Mr. Shef reported he is occasionally requested to dispose of a hazardous waste item by elderly residents and will provide assistance when requested. Many residents were not aware of the Labor Day trash schedule. Director Perry requested Mr. Shef investigate the property at 452 Swathmore for possible trash violations. Director Perry was contacted by a resident concerned with old vehicles and trash accumulating on the property. Mr. Shef will investigate the location and provide a report to the Board. UPDATE ON MONITOR VIDEO Mr. Fauth reported he has received the latest version for the four of the five modules, reflecting the most recent updates. Monitor Video is in the process of scheduling various action shots with Staff at CMSD headquarters. Mr. Fauth estimated the completion date to be around the first of the year. RECYCLING COMMITTEE — MONDAY. OCTOBER 8. 2007 —12:00 P.M., CMSD BOARDROOM, 628 W. 19.. STREET, COSTA MESA (DIRECTORS OOTEN AND SCHAFER RECYCLING COMMITTEE GOALS FOR 200712008 Director Ooten reported the Recycling Committee met on October 8, 2007, and reviewed the recycling goals for 2007/2008 with minor modifications recommended to the goals. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 11, 2007 PAGE 8 Director Oaten reported Staff has been very active in both participation in events and researching future possible events for District recycling opportunities. SCHOOL TELEPHONE BOOK RECYCLING CONTEST NOVEMBER 14- DECEMBER 21, 2007 Director Ooten reported the School telephone book recycling contest will begin on November 14 and run through December 21, 2007. During the past 17 years, over 399,100 telephone books have been collected and recycled. Mr. Phil Morello arrived of 6:38 p.m. KIDS DAY AMERICA EVENT HELD ON SATURDAY, SEPTEMBER 22, 2007 AT NEWPORT CHIROPRACTIC Director Ooten reported Ms. Gilbert and Ms. Jackson represented the Costa Mesa Sanitary District at Kids Day America on September 22, 2007. The event is held to promote health, safety, and environmental awareness. Ms. Gilbert received a letter from B. Robert Shahrestani, Event Coordinator for Kids Day America, thanking the District for their participation in the program. Director Ooten reported Staff has determined a few items that can improve next year's participation experience: ik Advance notice for better preparation ok Additional promotional items and informational brochures it District Canopy 4k Purchase table and chairs to be used in future events USED TIRE ROUND -UP - SATURDAY, OCTOBER 20, 2007 10:00 A.M. TO 2:00 P.M. AT CITY OF COSTA MESA CORPORATION YARD Director Ooten reported the Used Tire Round -up will take place on Saturday, October 20, 2007 from 10:00 a.m. to 2:00 p.m. at the City Corporation Yard. Director Oaten encouraged Directors to attend. /AMERICA RECYCLES DAY - NOVEMBER 15, 2007 Director Ooten reported he and Ms. Jackson will attend America Recycles Day to be held on November 15, 2007. Ms. Jackson reported Kline Elementary will be participating in a pilot program for a waste -free lunch day. Ms. Jackson will visit the school a week prior to the event to provide a demonstration which will include a sample of a waste -free lunch. Ms. Jackson will then attend the waste -free lunch event to evaluate the :l • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 11, 2007 PAGE 9 efforts by the students. Ms. Jackson hopes to develop the program to include additional schools in the future and educate the children on source reduction. Director Monahan suggested contacting the press to let them know about the event. Director Ooten informed the Board Ms. Jackson has started a vermicomposting bin at the District headquarter offices to dispose of lunch leftovers from District employees. IWMD RECYCLING & WASTE DIVERSION GRANT PROGRAM Director Ooten reported the Board of Supervisors will be reviewing recommendations from the Commission on October 23, 2007. The City and CMSD Board is in favor of a 50/50 split of the Grant Award. Director Ooten reported CMSD Staff has met with the City of Costa Mesa Staff to discuss the development of additional recycling programs to utilize the Grant Award monies. ORANGE COAST COLLEGE RECYCLING CENTER COLLECTION OF E -WASTE Director Ooten reported the Orange Coast College Recycling Center- is now collecting e- waste. The residents of Costa Mesa no longer need to drive to Irvine or Huntington Beach to dispose of their e- waste. ORANGE COUNTY INTEGRATED WASTE MANAGEMENT DEPARTMENT SUB - REGIONAL MEETING - SEPTEMBER 20, 2007 Director Ooten reported Ms. Gilbert represented the District at the Integrated Waste Management Department Sub - Regional meeting held on September 20, 2007. State, County, and Legislation updates were presented. TOURS - EDUCATIONAL MATERIALS DISTRIBUTED TO ATTENDEES Director Ooten reported Mr. Dan Worthington suggested the District provide educational materials to residents participating in the District's educational tours. Staff has developed a packet that will be provided on future tours. SHARPS PROGRAM - ESTIMATES OF SHARPS USE IN GENERAL POPULATION (7 %- 10%) Director Ooten reported the District is currently providing Sharps containers for the disposal of syringe needles at four locations in the City of Costa Mesa. Approximately 7% to 10% of the District uses syringe needles for diabetic usage ® (6.2 %) fertility (.5 %) and other uses (3.3 %). COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 11, 2007 PAGE 10 Director Ooten reported the District will be expanding the program to additional pharmacies. Mr. Fauth reported the CVS pharmacy on Harbor and Newport Boulevard was contacted as a possible distribution location. Mr. Fauth reported they are very enthusiastic about the opportunity of becoming a distributor for sharps containers to their customers. Mr. Fauth is in negotiations with SteriCyc:le regarding the cost of the program. ENGINEER'S REPORTS WASTE DISCHARGE REQUIREMENTS (WDR) SEMINAR ON INVERTED SEWER SIPHON DESIGN & MAINTENANCE HOSTED BY MANAGER/DISTRICT ENGINEER - SEPTEMBER 20, 2007 Mr. Hamers reported he is in charge of the education program for the Orange County Waste Discharge Requirements (WDR) Steering Committee. Mr. Hamers hosted a successful Sewer Siphon Design and Maintenance Seminar on September 20, 2007, with over 80 people in attendance. Speakers included Mr. Zeki Kayiran, P.E., AKM Consulting Engineers; Chuck Winsor, P.E., Engineering Manager, OCSD; Karl Dulake, Maintenance Supervisor, Costa Mesa Sanitary District; and Ralph Palomares, El Toro Water District. Mr. Hamers reported the next seminar, to be held in February 2008, will cover the topic of educational materials. MEMORANDUM OF UNDERSTANDING WITH IRVINE RANCH WATER DISTRICT Mr. Hamers reported Mr. Burns spoke with the IRWD attorney who stated she will follow up with the IRWD General Manager to determine the status of the agreement. 2100 CANYON DRIVE — TRACT NO. 10670 Mr. Hamers reported the improvements at 2100 Canyon Drive were completed on May 9, 2007, and recommended the following action be taken: f Accept improvements as completed and file a Notice of Completion. 4k Exonerate Labor and Material Bond 35 days after Notice of Completion is recorded. 4k Exonerate Faithful Performance Bond one year after Notice of Completion is recorded. • • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 11, 2007 PAGE 11 Director Schafer motioned to accept improvements as completed and file a Notice of Completion, Exonerate Labor and Material Bond 35 days after Notice of Completion is recorded, and Exonerate Faithful Performance Bond one year after Notice of Completion is recorded for the property at 2100 Canyon Drive. Director Ooten seconded. Motion carried 4 -0. TREASURER'S REPORTS CAPITAL IMPROVEMENT PROJECT CARRYOVER REQUESTS — FISCAL YEAR 2007 -08 Mr. Davis requested the Board approve the carryover of capital improvement project appropriations in the amount of $4,433,738 from fiscal year 2006 -2007 to fiscal year 2007 -2008. Director Ooten motioned to approve the carryover of $4,433,738 from fiscal year 2006 -2007 to fiscal year 2007 -2008. Director Monahan seconded. Motion carried 4- 0. PUBLIC COMMENTS (REVISITED) rMr. Phil Morello spoke to the Board regarding trash pickup and requested clarification on the disposal and pick up of bags and items left outside the container that are not being picked up on trash day. Mr. Morello stated he attended a meeting when the containers were first being introduced where the District stated items left outside the containers would be picked up. Mr. Morello reported he owns five rental units with a total of 10 containers. Mr. Morello is being billed for an extra container and has tried unsuccessfully to resolve the issue. Mr. Morello reported one of his containers was stolen quite some time ago and he continues to be billed for it. Additionally, Mr. Morello reported he requested a large item pickup and expected the items to be picked up during his next trash day. The items were not picked up for a week until the following trash day. Mr. Morello stated he was dissatisfied with the delayed pickup because it deteriorated the look of the neighborhood as well as encouraged neighbors to place their large items out with his. Mr. Morello requested the District provide assistance with his issues. Mr. Fauth requested Mr. Morello's contact information and a copy of the billing and stated he would work to resolve the issues on Mr. Morello's behalf. The Board thanked • Mr. Morello for bringing the issues to their attention. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 11, 2007 PAGE 12 Mr. Monello left the meeting at 7.00 p.m. ATTORNEY'S REPORT ASTIN V. CMSD (SUP. COURT CASE NO. 06CC05755) STATUS REPORT (POSSIBLE NEED FOR CLOSED SESSION PURSUANT TO GOVERNMENT CODE 54956.9(A)) Mr. Burns reported the issue has been terminated completely and the cross complaint has been dismissed as well. Mr. Burns reported the Costa Mesa Sanitary District is officially out of the case. Mr. Burns provided the Request for Dismissal to the Board. CONVERSION OF "FIXTURE FEES" TO "CAPACITY CHARGES" Mr. Burns reported he has begun researching Converting fixture fees to capacity fees and will provide updates to the Board at future meetings. STATUS OF BROWN ACT BILLS 0 Mr. Burns provided status on two Brown Act bills that CASA has been tracking. it SB 964 (Romero) - passed Senate and Assembly, not yet signed by the Governor. This bill provides that if one member of a legislative body is given a writing, all members of the legislative body must have access to the writing. it SB 343 (MacLeod) - passed Senate and Assembly, not yet signed by the Governor. This bill would go into effect on July 1, 2008, requiring materials distributed for a Board meeting in a time frame of less than 72 hours be made available to the public over the intemet or available for pick up at a named location. Mr. Burns will provide an update as information is available. DAMAGES & RELATED ISSUES IN PUBLIC WORKS CONTRACTS Mr. Burns reported in BEGL v LAUSD, the Court of Appeal has rendered a decision providing guidance on a number of public works issues for which there was no • previous precedent. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 11, 2007 PAGE 13 1] Mr. Burns discussed a few highlights of the case and offered the case for review if the Board would like to read it. LEAGUE PAPER ON ITEMS OF INTEREST Mr. Burns provided numerous items of information from the 2007 League of California Cities Conference. E- Discovery discusses the requirement to produce not only the final product, but also "metadata" which includes earlier drafts and other information on what revisions were made, who made them, etc. Mr. Burns stated the District needs to be ready to put "litigation holds" on subjects when the District becomes aware that electronic information is likely to be requested in a litigation matter. Mr. Burns reminded the Board and Staff to be cautious of anything being written while using a computer and the internet. LAND USE EXACTIONS ARE NOT REQUIRED TO BE "COMPARATIVELY EQUITABLE" STATE ROUTE 4 BYPASS AUTHORITY V. SUPERIOR COURT (MORIMOTO) Mr. Burns provided an overview of State Route 4 Bypass Authority v. Superior Court. Mr. Bums stated an exaction required by the government in exchange for a requested land use entitlement does not have to be "comparatively equal' to exactions imposed on other entitlements. RESOLUTION NO. 2007 -743 - ORDERING THAT PUBLICATION OF ORDINANCE No. 61 MODIFYING ITS PROHIBITION ON EXISTING SINGLE FAMILY DWELLINGS BEING CONNECTED TO A SINGLE SEWER LATERAL HAS OCCURRED Mr. Burns introduced Resolution No. 2007 -743, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ORDERING THAT PUBLICATION OF ORDINANCE NO. 61 MODIFYING ITS PROHIBITION ON EXISTING SINGLE FAMILY DWELLINGS BEING CONNECTED TO A SINGLE SEWER LATERAL HAS OCCURRED. Director Monahan motioned to adopt Resolution No. 2007 -743. Director Schafer seconded. Motion carried 4-0. RESOLUTION NO. 2007 -744 - ORDERING THAT PUBLICATION OF ORDINANCE NO. 62 ADDING CHAPTER 7.04 TO THE COSTA MESA SANITARY DISTRICT OPERATIONS CODE PERTAINING TO THE REQUIREMENT FOR TELEVISING & REPAIRING SEWER LATERALS HAS OCCURRED • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING l OCTOBER 11, 2007 PAGE 14 Mr. Burns introduced Resolution No. 2007 -744, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ORDERING THAT PUBLICATION OF ORDINANCE NO. 62 ADDING CHAPTER 7.04 TO THE COSTA MESA SANITARY DISTRICT OPERATIONS CODE PERTAINING TO THE REQUIREMENT FOR TELEVISING & REPAIRING SEWER LATERALS HAS OCCURRED Director Monahan motioned to adopt Resolution No. 2007 -744. Director Ooten seconded. Motion carried 4 -0. RESOLUTION NO. 2007 -745 — ORDERING THAT PUBLICATION OF ORDINANCE NO. 63 APPROVE ADOPTING A SEWER LATERAL ASSISTANCE PROGRAM HAS OCCURRED Mr. Burns introduced Resolution No. 2007 -745, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ORDERING THAT PUBLICATION OF ORDINANCE NO. 63 ADOPTING A SEWER LATERAL ASSISTANCE PROGRAM HAS OCCURRED. Director Monahan motioned to adopt Resolution No. 2007 -745. Director Schafer seconded. Motion carried 4 -0. LOCAL MEETINGS (INCLUDES REPORTS BY ALL DIRECTORS REPRESENTATING CMSD) ORANGE COUNTY SANITATION DISTRICT (OCSD) MEETING HELD SEPTEMBER 19, 2007 (DIRECTOR FERRYMAN Director Perry attended the September 19, 2007 OCSD meeting and reported they went into executive session to discuss a number of items. Director Perry provided the agenda for the Board's perusal. SANTA ANA RIVER FLOOD PROTECTION AGENCY (SARFPA) MEETING HELD THURSDAY, SEPTEMBER 27, 2007 (PRESIDENT PERRY) President Perry attended the September 27, 2007 meeting and discussed the following: ft Land below Seven Oaks Dam being sold to pay for land behind Prado Dam 44 Land to be purchased by 2012 . COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 11, 2007 PAGE 15 ® f Homeland Security looking at levees and dams for higher security against terrorist attacks f Importance of water supply d Army Corps of Engineer has security officers for all their projects INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY (ISDOC) (DIRECTOR SCHAFER Director Schafer reported ISDOC was dark in September. LOCAL AGENCY FORMATION COMMISSION (LAFCO) (DIRECTOR SCHAFER) Director Schafer reported she attended the September 12, 2007 LAFCO meeting where they discussed the following: d Newport Heights, Santa Ana Country Club, and Banning Ranch. Banning Ranch will be on the public hearing in January 2008. d MWDOC completion of MSR study # Attended the CAL -LAFCO Conference in Sacramento, October 25 -28, and met with Assemblyman Jim Silva CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA) (DIRECTOR SCHAFER Director Schafer attended the September 14, 2007 CSDA meeting and reported the following: 4k Conference call with Board of Directors it Discussion of Annual Meeting in Monterey d Director Schafer voted to Finance Corporation REELECTION OF DIRECTOR SCHAFER TO CSDA REGION 6 lk Director Schafer was reelected to CSDA Region 6. 6 The CSDA election resulted in the following positions; Jim Acosta, President; Arlene Schafer, Vice President; Mark Brandt, Secretary; Peggy Shirrel, Treasurer. 38TH ANNUAL CONFERENCE & EXHIBITER SHOWCASE OCTOBER 1-4, 2007, MONTEREY, CALIFORNIA (DIRECTORS SCHAFER AND FERRYMAN Director Schafer reported the CSDA 38th Annual Conference was held October 1-4, 2007, in Monterey COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 11, 2007 PAGE 16 SWANA WORKSHOP ON "THE NEED FOR NEW RECOVERY FACILITIES 09 SEPTEMBER 13, 2007 (DIRECTOR OOTEN) Director Ooten attended the Solid Waste Association of North America, (SWANA) Workshop entitled 'The Need for New Recovery Facilities" on September 13, 2007. Speakers included Cara Morgan, Paul Relis, and Reina Pereira. The workshop discussed the direction in which recycling efforts are headed. OTHER MEETINGS QUALIFYING FOR REIMBURSEMENT UNDER CMSD ORDINANCE NO. 55, OPERATIONS CODE SECTION 3.01.030 WACO Director Schafer attended the September 7, 2007 meeting and reported the following: of Reported on CSDA and upcoming annual conference d Encouraged attendance and voting in the election 411 Tim Quinn was the Guest Speaker PLANNING COMMISSION MEETING Director Schafer attended the City of Costa Mesa Planning Commission meeting of September 118, 2007. OCCOG Director Schafer will be placed on the mailing list and begin attending the OCCOG meetings. CHAMBER OF COMMERCE Director Schafer attended the September 5, 2007 Chamber of Commerce meeting and reported she provided an update on CMSD and LAFCO. PUBLIC COMMENTS `REVISITED) Mr. Dan Worthington provided an update on Integrated Waste Management's position on incineration of trash. Mr. Worthington will be hosting a two -hour tour of the incineration facility located east of Hemet and invited interested Board and Staff to attend. Discussion was held regarding available times and dates. • ��tov� 0 COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 11, 2007 PAGE 17 OLD BUSINESS There was no old business discussed. NEW BUSINESS COUNTY OF ORANGE 2007 LEGISLATIVE PRIORITIES AND POLICY STATEMENTS Mr. Hamers introduced a letter from Chris Norby, Chairman of the Board, Orange County Board of Supervisors dated September 4, 2007, requesting a review of attached legislative priorities and providing feedback by October 11, 2007. Director Schafer recommended sending a letter to Chris Norby supporting items 1, 3, 9, 10, 12, 15, and 17. Director Monahan motioned to have Staff draft a letter stating the CMSD Board has reviewed the package and agree with the goals of the County, especially items 1, 3, 9. 12, 15, and 17. Director Schafer seconded. Motion carried 4 -0. 0 DATE FOR CMSD CHRISTMAS PARTY Mr. Hamers initiated discussion of a date for the CMSD Christmas Party. December 6, 2007 at 6:00 was set for the CMSD Christmas Party. Invitations will be sent. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS There were no comments made. ADJOURNMENT President Perry adjourned the meeting at 7:45 p.m. SECRETARY PRESIDENT .4 0 A4-Ajsa Consolidated mater District CITY /DISTRICTS LIAISON COMMITTEE MEETING MINUTES Mesa Committee Members: City Committee Members Friday, October 26, 2007 8:00 a.m. Mesa Consolidated Water District 1965 Placentia Avenue Costa Mesa, California 92627 James Atkinson, 1St Vice President Trudy Ohlig -Hall, Vice President Lee Pearl, General Manager Allan Mansoor, Mayor Allan Roeder, City Manager 0 Absent Eric Bever, Mayor Pro Tern CMSD Committee Members: Arlene Schafer, Vice President Gary Monahan, Director Rob Hamers, Manager /District Engineer Tom Fauth, Assistant Manager 1St Vice President Jim Atkinson opened the meeting at 8:05 AM and discussion on the agenda topics followed. 1. Sewer Lateral Assistance Program (CMSD) . Mr. Hamers reviewed the new Sewer Lateral Assistance Program where the CMSD will fund up to 50% of a residential property owner's costs, up to a maximum of $1,800 per parcel, for installation of a cleanout, televising the lateral interior, cleaning the line, or rehabilitating the line. The goal is to encourage residents to properly maintain their laterals to avoid expensive repairs and sewer spills. Mr. Hamers also stated quite a . F4-17 few applications have already been received and approved. Mr. Roeder suggested the(,,,g flyers be made available at the second floor Building Department at the City. r� L _J CITY /DISTRICTS LIAISON COMMITTEE MEETING October 26, 2007 MINUTES Page 2 2. City Policy on Tree Roots (CMSD) Mr. Harriers requested an update from the City on reviewing its policy on tree roots, particularly as it relates to the new CMSD sewer lateral assistance program. Mr. It ' Roeder suggested a subcommittee to the Liaison Committee be formed with City and District representatives, including legal counsels, to discuss the policy. Mr. Harriers e6� will be contacting Mr. Roeder with proposed dates for the first meeting. 3. Location of Corporate Yard (CMSD) Mr. Harriers and Mr. Fauth explained the status of the CMSD purchase and construction of a corporate yard at 174 W. Wilson Street. The CUP application will be heard by the City Planning Commission on November 26, 2007. The CMSD proposes to construct a "green" building to the LEEDs "Gold" standard. Mayor Mansoor reviewed the street side rendering and the District's intention to make the streetscape visually pleasing by using wrought iron fencing with landscape and special screening materials. 4. Poseidon Project Update (Mesa) 1St Vice President Atkinson and Mr. Pearl gave an overview of Poseidon's intentions to construct a desalination plant in Huntington Beach and a new or joint water line through the City of Costa Mesa to connect to an existing Mesa water line at Newport Blvd. and Del MarAvenue. Poseidon is a private company without the right of construction unless either partnering with Mesa or upon agreement with the City. Mesa intends to partner with Poseidon and construct a joint water line as a replacement to an existing 40 -year old water line. The City and Mesa will form a subcommittee of the Liaison Committee to continue discussing the project. 5. Upcoming Street Rehabilitation Projects (City) Mr. Roeder provided a map showing the current street rehabilitation projects funded under the AHRP program. The 13 projects constitute $20 million of construction and will improve the City's arterial highways. Mr. Roeder noted the map only contains the AHRP projects and the City has numerous other ongoing and proposed projects. 6. Report on Fluoride in Drinking Water (Mesa) Vice President Ohlig -Hall explained the Metropolitan Water District's (MWD) intention to add fluoride into the drinking water supply in their service area, which includes all of Southern California. 1St Vice President Atkinson explained Mesa obtains a maximum of 25% of their water from MWD and the fluoride will be reduced in concentration due to the mixing with Mesa's other water that does not contain fluoride. Mesa does not support the addition of fluoride. 0 r1 l� �J CITY /DISTRICTS LIAISON COMMITTEE MEETING October 26, 2007 MINUTES Page 3 7. Water Crisis (Mesa) Vice President Ohlig -Hall gave an overview of the water problems at the Northern California delta and the subsequent water shortage being created in Southern California. 1St Vice President Atkinson believes the Southern California water agencies should be increasing their outreach and education regarding the importance of water conservation. Mr. Pearl gave an outline of Mesa's newly established industrial water conservation program. Director Schafer stated CMSD Director Bob Ooten is aware of the water shortage and suggested the Liaison Committee agencies work together. Mr. Roeder suggested a Director address the issue under public comments at a City Council meeting. Public Comments Ila Johnson, 2583 Westminster Avenue, Costa Mesa, spoke on the issue of fluoride in drinking water and thanked Mesa for their explanation. Next Meeting The next meeting was scheduled for Friday, January 18, 2008 at the City of Costa Mesa. 1St Vice President Atkinson adjourned the meeting at 10:05 AM. Robert Ooten, Secretary Costa Mesa Sanitary District Arthur Perry, President Costa Mesa Sanitary District `i { / \ / \/ \ - /ALL //� %(�J/ / /� {f-J MES-X SAWIqA �p /'- // / /. //��[ \y!��q).,/, (C�i A // C9 V Vas PROJECT STATUS REPORT November 2007 Proiect 1112100 -101 West Side Pumping Station Abandonment Study Directors Ferryman and Ooten along with Manager /District Engineer Rob Harriers, Assistant Manager Tom Fauth and Inspector Paul Guzman met with OCSD General Manager Jim Ruth and executive engineering staff on March 29, 2007 to discuss OCSD's participation in the project. It was agreed that the two agencies will work together to determine an approximate project cost for a regional facility and then meet again to discuss the feasibility. The cost estimate has been prepared and is being considered by both agencies. The CMSD updated its costs of the local sewer lines and confirmed the ability to fund the projects. A letter was sent to OCSD requesting they make the regional facility a formal project. of Protect 1112100 -129 Bristol Street Sewer The County of Orange plans on widening Irvine Avenue from Bristol Street to University Drive, which will cause relocation of the CMSD Irvine Pumping Station. The District can upgrade the station to a level able to serve the redevelopment of the area. The upgrade alleviates the need for the Bristol Street Pump Station and the project can be reduced to construction of a new gravity sewer only. These findings were submitted to the Orange County Development Agency and as requested the Sanitary District prepared a new three party agreement reflecting these findings. The agreement has been signed by the Sanitary District and the City of Newport Beach. Proiect 1112100 -135 Reconstructing Force Main for Elden Pumping Station (Phase II) Construction was completed in 1995 and the State Department of General Services (DGS) transmitted the sewer easement. The easement has been recorded and distributed to all parties. Proiect 1112100 -159 Televising Sewer Lines Areas are televised as needed, particularly for the yearly fats, oils, and grease (FOG) program. Proiect 1112100 -168 Irvine Pumping Station Remodel or Relocation Bid opening was June 4, 2007, and the Board awarded the construction contract to Vadnais Corporation. Construction is underway. Project 1112100 -171 Irvine Pumping Station Force Main Rehabilitation -Phase I The . design phase is continuing. 9 Project 1112100 -175 OCSD Cooperative Proiects Grant - Televising CMSD Sewer Lines The televising is continuing and is approximately 60% complete. Project 1112100 -180 WDR Grease Control Program Phase IV The project is continuing. LJ • Protecting our community's hearth by providing sorid waste and sewer correction services. crosdca.gov v TO: Costa Mesa Sanitary District Board of Directors FROM: Ron Shef, Ordinance Enforcement Officer DATE: October 31, 2007 SUBJECT: ORDINANCE ENFORCEMENT SUMMARY REPORT This report covers the monthly period of October 2007. Fifteen courtesy notices and regulations were distributed to residents due to non - compliance with District Ordinances. Complaints called in to the District were investigated by the Ordinance Enforcement Officer. Those addresses requiring letters from the District were sent by staff indicating the ordinance, so as to ensure compliance. During this period the Ordinance Enforcement Officer helped distribute flyers to Auto Supply Stores and several other retail stores to inform the public of the Used Tire Round -Up event. The extremely high winds experienced during the month knocked over many containers on collection day making it difficult for collection drivers. Me PUKwt 1'7-- CANS QEhP Q 0TALP- C4K, 1 ? ?1 LEsT~jtFX AVE