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Agenda Packets - Board - 2001-09-13ll • COSTA MESA SANITARY DISTRICT Greg Woodside Vice President Jim Ferryman Director AGENDA Arlene Schafer President Art Perry Secretary Dan Worthington 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 five 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, (714) 754 -5087, 48 hours prior to meeting if assistance is needed (28 CFR 35.102.35.104 ADA Title II). Regular Meeting - September 13, 2001 BOARD OF DIRECTORS MEET 2ND THURSDAY OF EACH MONTH - 77 Fair Drive RECOMMENDED I. CALL TO ORDER - 6:00 p.m. — Conference Room 5A II. PLEDGE OF ALLEGIANCE — Director Perry III. INVOCATION — Director Woodside IV. ROLL CALL /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, staff, or the public 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 — July 31, 2001 2. Regular Meeting — August 2, 2001 3. Special Meeting — August 14, 2001 COSTA MESA SANITARY DISTRICT AGENDA Manager's Reports 4. Refunds September 13, 2001 Page 2 RECOMMENDED ACTION 5. Occupancy Report and payment to Costa Mesa Disposal — September 2001 Approve (a) Revised Reports for June, July and August 2001 Approve 6. Recycling Reports (a) Waste Diversion Report — August 2001 Receive and File (b) Contract Payment to CR Transfer for recycling Approve services and disposal for August 2001 7. Safety /Loss Control Meeting Minutes — August 21, 2001 Receive and File Engineer's Reports 8. Project Status Report Receive and File Treasurer's Reports 9. Financial Report as of July 31, 2001 and August 31, 2001 Accept Report 10. Report of Monies on Deposit as of July 31, 2001 and August 31, 2001 Receive and File 11. Warrant Register for September 2001 in the amount of $600,848.71 Approve Payment -------------------------------------- - - - - -- -END OF CONSENT CALENDAR--------------------------------------- - - - - -- VIVI. WRITTEN COMMUNICATIONS VII. PUBLIC COMMENTS VIII. MANAGER'S REPORTS Anti - Scavenging and Screening of Trash Containers Enforcement Reports Consider iB. CMSD Strategic Plan _,, 1. Review of First Year Action Items a) Item 4.1 — Public Outreach Program r (1) Fall 2001 Newsletter Dedicated to Sewer Information Update (2) Circle of Service Award for Nate Reade Consider o OSTA MESA SANITARY DISTRICT AGENDA • September 13, 2001 Page 3 RECOMMENDED ACTION (3) Proclamation - Karl Kemp, General Manager, MCWD Consider (4) Proclamation - Ray Barela, Engineering Staff, MCWD iconsider f) Item 5.1 — Office Staffing /Resources 7A F Update C. Orange County Grand Jury Report "Sewage Spills, Beach Closures — Trouble in Paradise" �1. Coalition Meeting at Orange County Sanitation District $o SET-. yf% Awaiting Notice 2Z3. Action by City of Laguna Beach and City of Los Angeles Verbal Report Comments at Liaison Committee at City of Costa Mesa Consider /4. Occurrence Report Summary for 2000 and 2001 Consider D. Costa Mesa Disposal Field Update of Occupancy Report — MA) � ider Final - - eport E. Recycling Committee — September 10, 2001 — 9:30 a.m. President Schafer and Director Perry 1. Standardized Container Program — Progress Report on Distribution Consider lj 2. Large Item Collection Final Report Accept Report 3. Mini - Telephone Book Recycling Program (Yellow Pages) Accept Report 4. Update on Other Materials — CRT's, Diapers and Japanese Home Consider Grease Prevention Products -- &V* Jc (f0) IX. ENGINEEER'S REPORTS D /A. Emergency Work 1. Victoria Street Pump Station Ratify Actions by Manager /2. Elden Pump Station Ratify Actions by Manager B. Independent Engineer's Review of Capital Improvement Program Consider Report Report by Norris Repke /c � 21s` Street Pumping Station Major Emergency Response Plan Consider Edison Company Rolling Blackouts Group 1. Revised Outage 9 P Ma P Consider COSTA MESA SANITARY DISTRICT AGENDA �X. TREASURER'S REPORTS ATTORNEY'S REPORTS 1, ;1 A. Cornwell Group Settlement Agreement N° B. Claim - 363, 365, 369 Flower �-�),l1. Payment of $500.00 Deductible to SDRMA Public Meetings ✓ 1. Ordinance No. 38 Amending the District's Operations Code to Incorporate Procedures for Public Meetings 2. Annual Rate Setting Hearing Procedures September 13, 2001 Page 4 RECOMMENDED ACTION Approve & Sign Approve Payment Adopt Ordinance Consider Recommendations XII. LOCAL MEETINGS �'/A. Liaison Meeting with -City of Costa Mesa and Mesa Consolidated Consider 0 PX P/C. �r Water District - September 5, 2001 Qua A 49 ,OP. "41/wkvt Independent Special Districts of Orange County (ISDOC) :' 1. Quarterly Meeting of August 24 2001 7 -iAWE . 4 SIT Accept Report Local Agency Formation Commission (LAFCO) A LAFCO Costs in the amount of $11,243.85 for FY 2001 -2002 Pursuant to AB 2838, Government Code Section 56381 PA. Orange County Sanitation District V1. Regular Meeting -August 22, 2001 0/2. Monthly Board Letter Update S E. Water Advisory Committee of Orange County (WACO) Nom' F. Orange County Council of Governments (OCCOG) PX CSDA As V/1. Appointment of President Schafer as Director for District 6 40 2. Recognition of Nomination for "General Manager of the Year - Large District" Consider Approve Payment Consider Consider Consider Consider Accept Report Accept Report COSTA MESA SANITARY DISTRICT AGENDA 0 /X111. OLD BUSINESS XIV. NEW BUSINESS .'✓ XV. ORAL COMMUNICATIONS /XVI. ADJOURNMENT �1 U September 13, 2001 Page 5 RECOMMENDED ACTION C7 $ANITA h r f yc�RpORA'��,� COSTA MESA SANITARY DISTRICT MINUTES OF RECYCLING COMMITTEE MEETING JULY 31, 2001 The Costa Mesa Sanitary District Recycling Committee met at 9:30 a.m. in conference room 5A at the Civic Center, 77 Fair Drive, Costa Mesa. Directors Present: Dan Worthington, Greg Woodside Observer: Arlene Schafer Staff Present: Rob Hamers, Tom Fauth, Joan Revak STANDARDIZED CONTAINER PROGRAM A. PROGRESS REPORT Mr. Fauth provided a report on the status of container orders to Roto Industries and reported the container distribution process is working well with delivery to 9% of the customer base accomplished. As of July 31, 2001, containers have been ordered and invoiced as follows: . 3,000 90 gallon $155,700.00 3,000 60 gallon $134,700.00 150 35 gallon $ 5,962.50 6,150 Total $318,589.69 District staff continues to receive many telephone calls from residents inquiring as to when they will receive their new containers. Director Worthington suggested sending a map to the newspapers with each rollout phase indicating streets that will be serviced during each distribution time frame. Assistant Manager Tom Fauth will prepare the press releases. A. FINANCING Mr. Hamers noted that the District Treasurer would be reporting on the financing of the containers at the August 2, 2001, Board of Directors Meeting. +�S,SAN /lA,p,Q Costa Mesa Sanitary District ° Minutes of Recycling Committee Meeting July 31, 2001 Page 2 LARGE ITEM COLLECTION PROGRAM Ms. Revak reported the Large Item Collection Program is in progress and as of July 20, 2001, the collection produced 254.68 tons at a total cost of $5,603.00. White Goods collected during this period totaled 43.87 tons amounting to a $960.01 credit to the District. MINI TELEPHONE BOOK RECYCLING PROGRAM Ms. Revak informed the Committee the Mini - Telephone Book Recycling Program is in progress and will run through August 27, 2001. As of July 31, 2001, a total of 1,350 books have been collected in the bins at Orange Coast College Recycling Center and City Hall. Ms. Revak advised that Pacific Bell is instrumental in providing recycling resource information to the public by providing an "800" telephone number (1- 800 - 953 -4400) which is printed on the cover of the yellow pages. Callers are prompted to enter their zip code to receive local recycling information. The District/City recycling hotline number (754- 5600) is also provided in the informational recording enabling residents to acquire more local recycling information. The meeting was adjourned at 9:50 a.m. Secretary President • ,t •3 • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING Auaust 2, 2001 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on August 2, 2001, at 6:00 p.m., in Room 5 -A of the Civic Center, 77 Fair Drive, Costa Mesa. President Schafer called the meeting to order at 6:00 p.m. Director Perry led the Pledge of Allegiance. Vice President Woodside gave the invocation. ROLL CALL: Directors Present: Arlene Schafer, Greg Woodside, Art Perry, James Ferryman, Dan Worthington Directors Absent: None Staff Present: Robin Hamers, Manager /Engineer; Alan Burns, Legal Counsel; Tom Fauth, Assistant Manager; Joan Revak, Clerk of the District; Marc Puckett, Finance Director; Others Present: None CONSENT CALENDAR President Schafer requested item 7A, Waste Diversion Report, July 2001, be removed from the August 2, 2001 Consent Calendar. The July 2001 Waste Diversion Report will be presented on the August 14, 2001 Special Meeting agenda. O�SA SANIT� COSTA MESA SANITARY DISTRICT yt °t MINUTES OF BOARD OF DIRECTORS REGULAR MEETING s — a AUGUST 2, 2001 a PAGE 2 Mr. Burns requested the Minutes of July 12, 2001, Oral Communications, be revised to reflect the following change of paragraph order to show the appropriate sequence: Mr. Burns reported he had a non - agenda item requiring immediate attention. Mr. Burns reported he was contacted by the Daily Pilot and requested to interview with them regarding legal issues about the District's bidding practices. Secretary Perry motioned to discuss an item, that the need arose after the agenda was prepared, and there was a need to take immediate action on that item. Director Ferryman seconded. Motion carried unanimously. Mr. Puckett requested items 9 and 10, Treasurer's Reports, be tabled, to be brought back at the September meeting. The Finance Department is closing the books for the fiscal year. On motion by Secretary Perry, seconded by Vice President Woodside, the Consent Calendar, with the above corrections, was approved as presented. Motion carried unanimously. MINUTES Approved Recycling The minutes for the Recycling Committee meeting of July Committee Meeting, 10, 2001, were approved as distributed. July 10, 2001 Approved Minutes The minutes for the Investment Oversight Committee Investment Oversight Meeting of July 12, 2001, were approved as distributed. Committee Meeting, July 12, 2001 Approved Minutes of The minutes for the regular meeting of July 12, 2001, were Regular Meeting approved as distributed, with the paragraph order July 12, 2001 modification under "Oral Communications" Approved Minutes of The minutes for the special meeting of July 25, 2001, were Special Meeting, July 25, approved as distributed. 2001 0 ^` SANq��.O k it o ^= e a :s REPORTS MANAGER'S REPORTS REFUNDS OCCUPANCY REPORT COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING AUGUST 2, 2001 PAGE 3 No refunds were requested. Approved Retroactive The retroactive payment to Costa Mesa Disposal for July Adjustment of $5,036.98 to 2001 trash collection services, reflecting the new 2001 - July 2001 Payment, Costa 2001 rate. Mesa Disposal New Rate: $8.2181 per unit (an increase of $.2394 over the previous rate of $7.9787) n Approved Occupancy Report and payment of $172,908.83 to Costa Mesa Disposal for trash collection services for August 2001 RECYCLING REPORTS Waste Diversion Report for July 2001 was tabled to the August 14, 2001 Special Meeting Contract Payment to CR Transfer was tabled to the August 14, 2001 Special Meeting • Total Retroactive Payment: $5,036.98 for the occupancy of 21,040. The Trash Occupancy Count documented no increase or decrease in the occupancy report for solid waste collection as of August 1, 2001. Therefore, the total for August is 21,040. Board directed Staff to prepare a warrant for $172,908.83 to Costa Mesa Disposal on September 1, 2001, for payment for August trash collection based on the August count of 21,040. The Waste Diversion Report for July 2001 was tabled to the August 14, 2001, Special Meeting. The Contract Payment to CR Transfer was tabled to the August 14, 2001, Special Meeting a�s,sexir��o' COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING a AUGUST 2, 2001 ��groe.�� PAGE 4 0 ENGINEER'S REPORTS Project Status Report was The Project Status Report dated August 2001, was received and filed. accepted as submitted. TREASURER'S REPORTS Financial Report for The Financial Report for July 2001, was tabled to the July 2001 was tabled to September regular meeting. the September regular meeting. Report of Monies on The Report of Monies on Deposit was tabled to the Deposit was tabled to the September regular meeting. September regular meeting. Approved Warrant 2002 -2 Warrant Resolution #CMSD 2002 -2 was approved, for August 2001, in the authorizing the President and Secretary to sign the amount of $316,533.48. warrant and instructing the Finance Department to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $316,533.48 - -: -- -- :- - - -: -- - -: -- -- :---- :- - - -: -- -- :- - - -: -- - -: -- -- :- - - -: -- END OF CONSENT CALENDAR WRITTEN COMMUNICATIONS MESA CONSOLIDATED WATER DISTRICT RESOLUTION NO. 1253, IN SUPPORT OF APPOINTMENT OF ARLENE SCHAFER TO BOARD OF DIRECTORS OF CSDA REGION 6 President Schafer reported receiving a letter from Coleen Scarminach, Administrative Services Manager, Mesa Consolidated Water District, dated July 13, 2001, with a copy of Resolution No. 1253, supporting the appointment of Arlene Schafer to the Board of Directors of the California Special Districts Association. PUBLIC COMMENTS There was no public in attendance, no comments received. is �S��ANIl�t, V �Y MANAGER'S REPORTS RECYCLING COMMITTEE COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING AUGUST 2, 2001 PAGE 5 STANDARDIZED CONTAINER PROGRAM PROGRESS REPORT ON DISTRIBUTION Director Worthington reported approximately 10 percent of the standardized containers have been distributed. The Committee suggested publicizing a map depicting the order of neighborhoods to receive the standardized containers, utilizing funding set aside for publicity from Roto Industries. Mr. Harriers stated along with publicizing the next location to receive their containers, it would present an opportunity to reiterate to residents that the containers are being provided at no additional charge. Mr. Burns suggested including a few quotes from residents who have already received their container. Director Worthington reported distribution is proceeding according to plan. FINANCING Mr. Puckett reported his concerns and the concerns of Mr. Burns have been resolved and he should have a signature on the financial papers by midweek. Mr. Puckett will provide a copy to the Board. LARGE ITEM COLLECTION PROGRAM Director Worthington reported the Large Item Collection Program began on June 18, 2001 and will run through August 20, 2001. Director Worthington summarized the matrix provided by Ms. Revak depicting the tonnage collected to date: 254.68 tons were collected at a total cost of $5,603.00. White Goods collected during this period totaled 43.87 tons, amounting to a $950.01 credit to the District, modifying the cost to the District to $4,642.99. Director Worthington reported witnessing a scavenger picking up something left out for large item collection just ahead of the large item collection truck, causing the truck to wait. +�SrSANfl�go' COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING AUGUST 2, 2001 PAGE 6 OR Mr. Fauth reported a City employee related that his neighborhood was so inundated with scavenger pickup trucks during the night that it was creating a disturbance and keeping the neighborhood up. MINI - TELEPHONE BOOK RECYCLING PROGRAM (YELLOW PAGES Ms. Revak reported the Mini Telephone Book Recycling Program is in progress, running from July 16 through August 27th. As of July 31, a total of 1,350 books have been collected in the bins at Orange Coast College Recycling Center and City Hall. A sample cover from the upcoming Pacific Bell Smart Yellow Pages was distributed showing a telephone number to call for recycling information. Ms. Revak reported callers are prompted to input their zip code to receive local recycling information. ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT REPORTS POLICE REPORT Mr. Hamers reported there was no police report received. DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT Mr. Hamers presented the ordinance enforcement summary report for the four - week period beginning June 25, 2001 and ending July 22, 2001. Mr. Shef began distribution of the Guide for Grease Control during the last week of this reporting period. Mr. Shef expects to complete the distribution within the next two weeks. CMSD STRATEGIC PLAN REVIEW OF FIRST YEAR ACTION ITEMS Mr. Hamers presented the summary of the Strategic Plan. ITEM 2.2 - OFFICE SPACE AND LOCATION (1) SIGN AND PICTURES OF DIRECTORS Ms. Revak reported the District received approval to display Costa Mesa Sanitary District identification signage and pictures of the Directors in the hallway area of the new office location. Ms. Revak reported lettering has been ordered and Mr. Fauth is working on acquiring the pictures. Mr. Fauth inquired if Director Worthington would be available to take photographs of the Directors for the display. Director Worthington stated he was available `i y�yAxir�� COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING a AUGUST 2, 2001 PAGE 7 �4POlA(F.O� and suggested the Directors dress appropriately at the September Board meeting and he would take the pictures at that time. ITEM 4.1 — PUBLIC OUTREACH PROGRAM (1 ) DISTRICT'S PREPAREDNESS FOR ROLLING BLACKOUTS Mr. Hamers reported he has researched and identified areas to be affected in the event of a rolling blackout. Mr. Hamers will be providing Ms. Revak a map to reproduce and distribute to Directors. Mr. Hamers reported that of the District's 20 pumping stations, two pumping stations would be exempt, nine stations are in an additional exempt group area, one that receives power from South Coast Plaza, leaving nine stations, some of which are small and would not require immediate attention in the event of a blackout. A formal report will be presented to the Board. (2) CIRCLE OF SERVICE AWARD FOR NATE READE Mr. Hamers reported Mr. Burns suggested nominating Nate Reade for a Circle of Service Award. Director Ferryman motioned to nominate Nate Reade for a Circle of Service Award, not to exceed a cost of $500. Secretary Perry seconded. Motion carried unanimously. Director Worthington reported the area where the Circle of Service Awards is located is currently under construction. Mr. Puckett reported the area contained broken tiles and is being renovated and will be restored with the original award markers. ORANGE COUNTY GRAND JURY REPORT "SEWAGE SPILLS, BEACH CLOSURES — TROUBLE IN PARADISE" COALITION MEETING AT ORANGE COUNTY SANITATION DISTRICT Mr. Hamers reported the date for the Coalition Meeting at Orange County Sanitation District has not yet been finalized. Mr. Hamers distributed a few products designed to reduce grease in the sewer system. The items, brought to the District from a resident, are from Japan and there are no English instructions appearing on the containers. Staff will research the products and report back to the Board. SRI T,, *` COSTA MESA SANITARY DISTRICT - �� MINUTES OF BOARD OF DIRECTORS REGULAR MEETING _ AUGUST 2, 2001 ' a PAGE 8 COSTA MESA DISPOSAL FIELD UPDATE OF OCCUPANCY REPORT Mr. Fauth reported there are two major activities occurring. The first activity is finalizing the assessment data that will be sent to the County, and Staff will be reviewing the differences that exist between the County data and the City of Costa Mesa MIS Department data. The second activity will be matching the field study report occupancy count with the County assessment data. Mr. Fauth will preset the reconciliation as soon as possible. SPECIAL MEETING OF JULY 25, 2001 — 2001 -2002 TRASH COLLECTION AND SEWER SERVICE RATES As a follow up to the rates being considered by the Board, Mr. Hamers reported Ms. Revak lives in Huntington Beach and will be experiencing a sewer rate raise to a rate of $5.96 a month, $71.52 a year from a rate of zero. Mr. Hamers reported the residents of Huntington Beach are paying the fee to upgrade the system that has not received adequate maintenance. The trash fee for Huntington Beach will be over $200 per year while the City of Costa Mesa is approximately $180. This information shows the District's proposed rates compare favorably with Huntington Beach rates. ENGINEER'S REPORTS EMERGENCY WORK VICTORIA STREET PUMP STATION Mr. Hamers reported the construction is underway and almost complete. STANDARD PACIFIC DEVELOPMENT /ADAMS AND MESA VERDE — DEDICATION OF SEWER EASEMENTS Mr. Hamers presented an Easement Deed from Standard Pacific Corp. to the Costa Mesa Sanitary District. The on -site sewer will be public, owned and operated by the Costa Mesa Sanitary District. Mr. Hamers has reviewed the plans and Mr. Burns has reviewed the easement document. Secretary Perry motioned to accept the Dedication of Sewer Easement, Standard Pacific Development/Adams and Mesa Verde. Vice President Woodside seconded. Motion carried unanimously. E v +�SASANIT,�t` O� 'PPORA�` COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING AUGUST 2, 2001 PAGE 9 JOHN WAYNE AIRPORT - REQUEST FOR SEWER SERVICE TIMETABLE Mr. Hamers reported Mr. Burns had suggested the airport provide the District with a timetable. The timetable was received and filed. INDEPENDENT ENGINEER'S REVIEW OF CAPITAL IMPROVEMENT PROGRAM - REPORT BY NORRIS REPKE The item was tabled TREASURER'S REPORTS Mr. Puckett had nothing to report. ATTORNEY'S REPORTS CORNWELL GROUP VS. COSTA MESA SANITARY DISTRICT, ET AL Mr. Burns reported there has been a settlement agreement that may appear on the next Board agenda in the Cornwell v. Costa Mesa Sanitary District. CLAIM - 2094 CONTINENTAL AVENUE Mr. Burns reported the District received a claim from 2094 Continental Avenue for roots in the sewer line believed to be causing multiple backups in the owner's property. Mr. Burns reported the District's investigation shows the problem occurred in the lateral, which is the owner's responsibility. Staff recommended rejection of the claim. Secretary Perry motioned to reject the claim at 2094 Continental Avenue. Director Ferryman seconded. Motion carried unanimously. VIDAL VALDEZ VS KENNETH L. WILLIAMS, SR., ET AL Mr. Burns reported Vidal Valdez vs. Kenneth L. Williams, Sr., et al is a case filed by a Costa Mesa Disposal worker against a property owner for a spill that splashed on him during the course of his picking up the trash at the property. The Costa Mesa Sanitary District is not a named party in the suit, the item is information only. • COSTA MESA SANITARY DISTRICT 8 i MINUTES OF BOARD OF DIRECTORS REGULAR MEETING AUGUST 2, 2001 PAGE 10 RESOLUTION NO. 2001 -649 - DESIGNATING CERTAIN PERSONS TO AUTHORIZE THE AUDITOR - CONTROLLER FOR THE COUNTY OF ORANGE TO MAKE ADDITIONS, DELETIONS, AND CORRECTIONS TO CHARGES BEING COLLECTED ON THE COUNTY TAX ROLL AND GIVING REASONS THEREFOR Mr. Burns presented Resolution No. 2001 -649 — Designating Certain Persons to Authorize the Auditor - Controller for the County of Orange to Make Additions, Deletions, and Corrections to Charges Being Collected on the County Tax Roil and Giving Reasons Therefor. Director Ferryman motioned to approve Resolution No. 2001 -649. Secretary Perry seconded. Motion carried unanimously. LOCAL MEETINGS INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC) President Schafer has not yet attended the ISDOC meeting for August, no report given. 0 LOCAL AGENCY FORMATION COMMITTEE ( LAFCO) President Schafer has not yet attended the LAFCO meeting for August, no report given. ORANGE COUNTY SANITATION DISTRICT BOARD WORKSHOP - JULY 14, 2001 President Schafer reported she attended the July 14, 2001 Board Workshop and provided notes and materials for the Board's perusal. REGULAR MEETING - JULY 18, 2001 Director Ferryman reported the OCSD is considering purchasing land in Riverside for composting Class A biosolids. Approval was given for a small pilot program and a due diligence report on the property. Additionally, a financial commitment was made to a company in Arizona as a backup provision. • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING AUGUST 2, 2001 PAGE 11 MONTHLY BOARD LETTER UPDATE The Monthly Letter to the Board of Directors was distributed to Board members. SANTA ANA RIVER FLOOD PROTECTION AGENCY MEETING JULY 26, 2001 Director Ferryman reported the budget was approved. Mr. Herb Nakasone gave a report and provided a film. Director Ferryman will obtain copies of the film for the Board. DUES IN THE AMOUNT OF $1,400.00 FOR FISCAL YEAR 2001/2002 Secretary Perry motioned to approve payment of dues to the Santa Ana River Flood Protection Agency in the amount of $1,400 for fiscal year 2001 - 2002. Vice President Woodside seconded. Motion carried unanimously. WATER ADVISORY COMMITTEE OF ORANGE COUNTY (WACO) President Schafer has not yet attended the WACO meeting. No report was given. ORANGE COUNTY COUNCIL OF GOVERNMENTS (OCCOG) President Schafer did not attend the meeting. CSDA 32ND ANNUAL CONFERENCE - SACRAMENTO - SEPTEMBER 19 -21, 2001 President Schafer reported the 32nd Annual CSDA ' Conference will be held September 19 -21 in Sacramento and requested anyone interested in attending contact Ms. Revak. 2001 CSDA DISTINGUISHED AWARDS President Schafer reported Mr. Hamers' name has been submitted to receive a 2001 CSDA Distinguished Award for Manager of the Costa Mesa Sanitary District. Mr. Hamers thanked the Board. �g�SANl1�l. ® 'moo *PORA�O`+ COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING AUGUST 2, 2001 PAGE 11 MONTHLY BOARD LETTER UPDATE The Monthly Letter to the Board of Directors was distributed to Board members. SANTA ANA RIVER FLOOD PROTECTION AGENCY MEETING JULY 26, 2001 Director Ferryman reported the budget was approved. Mr. Herb Nakasone gave a report and provided a film. Director Ferryman will obtain copies of the film for the Board. DUES IN THE AMOUNT OF $1,400.00 FOR FISCAL YEAR 2001/2002 Secretary Perry motioned to approve payment of dues to the Santa Ana River Flood Protection Agency in the amount of $1,400 for fiscal year 2001 - 2002. Vice President Woodside seconded. Motion carried unanimously. WATER ADVISORY COMMITTEE OF ORANGE COUNTY (WACO) President Schafer has not yet attended the WACO meeting. No report was given. ORANGE COUNTY COUNCIL OF GOVERNMENTS (OCCOG) President Schafer did not attend the meeting. CSDA 32ND ANNUAL CONFERENCE - SACRAMENTO - SEPTEMBER 19 -21, 2001 President Schafer reported the 32nd Annual CSDA ' Conference will be held September 19 -21 in Sacramento and requested anyone interested in attending contact Ms. Revak. 2001 CSDA DISTINGUISHED AWARDS President Schafer reported Mr. Hamers' name has been submitted to receive a 2001 CSDA Distinguished Award for Manager of the Costa Mesa Sanitary District. Mr. Hamers thanked the Board. COSTA MESA SANITARY DISTRICT °E MINUTES OF BOARD OF DIRECTORS REGULAR MEETING AUGUST 2, 2001 PAGE 12 OPFORA`, OLD BUSINESS None. NEW BUSINESS SPECIAL DISTRICT INSTITUTE SPECIAL DISTRICT ADMINISTRATION SEMINAR AND WORKSHOPS - OCTOBER 17- 20, 2001 - PALM SPRINGS President Schafer reported there will be a Special District Institute Administration Seminar and Workshop in Palm Springs on October 17 — 20, 2001. Mr. Hamers recommended Ms. Revak attend the seminar. Secretary Perry requested he be added, but arrangements not finalized for his attendance until his schedule is verified. Director Worthington also expressed desire to attend the seminar. Vice President Woodside motioned to approve attendance at the Special District Administration Seminar and Workshop by Ms. Revak, President Schafer, Director Worthington, and Secretary Perry, subject to their confirmation. Director Ferryman seconded. Motion carried unanimously. ORAL COMMUNICATIONS President Schafer thanked Ms. Revak for providing the monthly calendar listing all pertinent dates and meetings. Mr. Hamers discussed the 5- minute limitation for public comment speakers. The Board discussed modifying the limit. President Schafer stated she chairs many meetings and when someone requests more time, she leaves it to the Board to determine if they want to extend the limit for that speaker. Mr. Burns advised the Board the President has ruling authority to make a determination as to whether or not to extend a time limit for an individual speaker, but recommended a Board consensus for an across - the -board determination. Mr. Burns stated the Presiding Officer can also reduce the time limit based on the number of speakers and lateness of hour, not on content. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING - Q AUGUST 2, 2001 s PAGE 13 ® 'OPPORA�,' President Schafer pointed out the calendars distributed by Ms. Revak contain the payroll dates to assist directors in turning in their expense reports. Mr. Puckett stated the calendar is structured to provide 12 pay periods per year as allowed by State law. ADJOURNMENT At 7:05 p.m., President Schafer adjourned the meeting. SECRETARY • PRESIDENT s. ® l C] C] gANIl��yQ h! m8 s �� 0 yc�'PPOBA�,� COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING AUGUST 14, 2001 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in special session on August 14, 2001, at 6:00 p.m., in Council Chambers of the Civic Center, 77 Fair Drive, Costa Mesa. Vice President Woodside called the meeting to order at 6:00 p.m. Director Ferryman led the Pledge of Allegiance. Director Woodside gave the invocation. ROLL CALL: Directors Present: Arlene Schafer, Greg Woodside, James Ferryman Directors Absent: Art Perry, Dan Worthington Staff Present: Robin Flamers, Manager /Engineer; Alan Burns, Legal Counsel; Tom Fauth, Assistant Manager; Joan Revak, Clerk of the District; Marc Puckett, Treasurer. Others Present: Tom Egan 1893 Parkview Circle Costa Mesa, CA Martin Millard, 2973 Harbor Blvd., #264 Costa Mesa, CA Clara H. Szeliga, 1781 Anaheim Ave. #3 Costa Mesa, CA a�b�SANll,�,P�' 0 H! peen yC�'4pORK�`� COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING AUGUST 14, 2001 PAGE 2 CONSENT CALENDAR --------------------------------------------------------------------------- - - - - -- On motion by Director Ferryman and seconded by President Schafer, the Consent Calendar, was approved. Motion carried 3 -0. REPORTS MANAGER'S REPORTS RECYCLING REPORTS Waste Diversion Report The Waste Diversion Report for July 2001 was accepted. July 2001. Approved Contract The Board approved contract payment to CR Transfer for Payment to CR Transfer recycling services and disposal for the month of July 2001 in for $149,074.70 the amount of $149,074.70 as shown on CR Transfer invoice. END OF-CONSENT CALENDAR -------------------------------------------------------------------------- - - - - -- PUBLIC HEARING - CONSIDERATION OF ANNUAL TRASH COLLECTION CHARGES TO BE COLLECTED WITH THE GENERAL TAXES Mr. Burns gave a brief overview outlining the process for consideration of annual trash collection charges, explaining Proposition 218 procedural rules will be followed for the proposed increase. Mr. Burns read the requirements necessary to increase the trash rate: 1. Revenues derived from the fee or charge must not exceed the funds required to provide the property related service. 2. Revenue from the fee or charge must not be used for any purpose other than that for which the fee or charge is imposed. 3. The amount of a fee or charge imposed upon any parcel or person as an incident of property ownership must not exceed the proportional cost of the service attributable to the parcel. LJ SANIT,I�` ono �o s QN� COSTA MESA SANITARY DISTRICT ® u MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING AUGUST 14, .2001 cO'PPoBA�`9 PAGE 3 4. The fee or charge must not be imposed for service unless the service is actually used by, or immediately available to, the owner of the property in question. 5. No fee or charge can be imposed for general governmental services such as police, fire, ambulance, or libraries, where the service is available to the public in substantially the same manner as it is to property owners. PRESENTATION OF REPORT Mr. Hamers presented a report on trash collection charges for 2001 -02 showing his review of the proposed rate of $184.62 per dwelling unit for the 2001/02 annual trash collection charge. The charge meets the substantive requirements of Proposition 218 as follows: 1. Revenues derived from the fee or charge do not exceed the funds required to provide the trash collection service. The charges are calculated by adding together the cost of components necessary to provide the service and then apportioning, this to those receiving trash collection services. No components other than those directly related to providing service are used to establish rates. The components ® include trash collection, recycling, education and special programs, and administration. Specifically excluded from the proposed trash collection rate is the cost for the new standardized containers which are being provided free of charge. 2. Revenue from the fee or charge is not used for any purpose other than for which the fee or charge is imposed. The revenue is used only for the components of providing trash collection service as outlined in Paragraph 1 above and as identified in the District's yearly budget. 3. The amount of a fee or charge imposed upon any parcel or person as an incident of property ownership does not exceed the proportional cost of the service attributable to the parcel. The amount of the yearly charge is determined by dividing the cost of all the components of providing service by the number of parcels receiving service, as the vast majority of parcels produce an approximately equal amount of solid waste and all parcels enjoy the benefits of the public education and have an opportunity to participate in the special programs. 4. The fee or charge is not imposed for service unless the service is actually used by, or immediately available to, the owner of the property in question. Properties not ® receiving trash collection service or that receive service from other entities providing trash collection, are not charged. S&NIt,� COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING s AUGUST 14, 2001 OR PAGE 4 5. No fee or charge is being imposed for general governmental services such as police, fire, ambulance, or libraries, but is only imposed for trash collection services. The District provides only trash collection and sewer service and charges collected for trash collection are used only for that purpose. Mr. Hamers stated he determined the rate increase is necessary due to the required increase in the contractual agreement to contractors regarding the Consumer Price Index increase. Vice President Woodside verified from Joan Revak, Clerk of the District, that all required notices were duly published. Ms. Revak reported the District received 1 protest to date from a total of 20,985 parcels notified. OPEN PUBLIC HEARING Vice President Woodside opened the public hearing, requesting each speaker to limit their protest to three minutes and advising participants that, by law, only a written protest will count. The following protests were received: Mr. Martin Millard, 3973 Harbor Blvd., #264. Mr. Millard protested the increase in trash rates stating that he was unaware of the meeting and didn't believe there was reason enough for the increase. Ms. Clara H. Szeliga, 1781 Anaheim Ave., #3. Ms. Szeliga protested the increse stating that the District needs to do a better job in its business affairs and avoid any increase and that the citizens should vote to determine if an increase is necessary. Mr. Tom Egan, 1893 Parkview Circle. Mr. Egan protested the increase stating that it was not necessary and that people should be rewarded for leaving out less trash. CLOSE PUBLIC HEARING Vice President Woodside closed the public hearing. • 0 n • V � �1 q DETERMINATION REGARDING PROTESTS COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING AUGUST 14, 2001 PAGE 5 Vice President Woodside directed Ms. Revak, Clerk of the District, to tally the number of protests. Ms. Revak determined there were 3 protests filed from a total of 20,985 parcels. Vice President Woodside determined the protest failed. ADOPT RESOLUTION NO. 2001 -649 CONFIRMING AND ADOPTING THE REPORT AND DIRECT CLERK TO FILE WITH COUNTY AUDITOR Director Ferryman motioned to adopt Resolution No. 2001 -650, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT OF ORANGE COUNTY, CALIFORNIA, DETERMINING THAT A MAJORITY PROTEST DID NOT OCCUR WITH RESPECT TO THE PROPOSED CHARGES FOR TRASH COLLECTION, ADOPTING THE REPORT ON FILE WITH THE CLERK OF THE DISTRICT AND DIRECTING THE CLERK TO FILE THE REPORT WITH THE AUDITOR. President Schafer seconded. Motion carried 3 -0. • PUBLIC HEARING - CONSIDERATION OF ANNUAL LIQUID WASTE CHARGES TO BE COLLECTED WITH THE GENERAL TAXES Mr. Burns gave a brief overview outlining the process for consideration of annual liquid waste charges. Mr. Burns explained the substantive requirements of Proposition 218 will be met. Mr. Burns read the requirements of Proposition 218: 1.. Revenues derived from the fee or charge must not exceed the funds required to provide the property related service. 2. Revenue from the fee or charge must not be used for any purpose other than that for which the fee or charge is imposed. 3. The amount of a fee or charge imposed upon any parcel or person as an incident of property ownership must not exceed the proportional cost of the service attributable to the parcel. 4. The fee or charge must not be imposed for service unless the service is actually used by, or immediately available to, the owner of the property in question. Fees or is charges based on potential of future use of a service are not permitted. Standby charges must be classified as assessments and must not be imposed without compliance with the proportionality requirement for assessments. o COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING r = AUGUST 14, 2001 • ��PnoTGO�� PAGE 6 5. No fee or charge can be imposed for general governmental services such as police, fire, ambulance, or libraries, where the service is available to the public in substantially the same manner as it is to property owners. PRESENTATION OF REPORT Mr. Hamers presented a report on the liquid waste disposal charges for 2001 -02 showing his review of the proposed rate per category, the rates being: Single family residence $24.17 Multi- family residence $18.61 Commercial $14.06/1000 sf Industrial $41.41/1000 sf Other $12.46/1000 sf The charges will be increased for the 2001 -02 fiscal year, the increase being the first in eight years. Mr. Hamers outlined how the charges for liquid waste disposal meet the substantive requirements of Proposition 218 as follows: Revenues derived from the annual sewer fee charges do not exceed the funds required to provide the sewer service. The charges are calculated by adding together the costs of all the components of providing the service and then apportioning the required funds to each of the properties connected to the system. The components of providing the service include the yearly capital replacement projects, the maintenance and operation costs of maintaining the system and administration costs. 2. Revenues from the charge are not used for any purpose other than for which the fee or charge is imposed. No funds collected from the charges are used for expansion or augmentation to the sewer system, only the purposes as designated in the applicable statutes. Similarly, no funds derived from the charges are used for solid waste collection, recycling, or administration thereof. 3. The amount of a fee or charge imposed upon any parcel or person as an incident of property ownership does not exceed the proportional cost of the service attributable to the parcel. Each parcel connected to the system falls into a property category type, which has a related estimated maximum sewer flow. The maximum estimated sewer flow is based on actual flow metering tests along with flow rates calculated and established by other sewer agencies. n U • ` ,SANIT' 0 0 cpBPORA,�� COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING AUGUST 14, 2001 PAGE 7 The total estimated maximum sewer flows and acres of property developed are used to determine the funding contribution from each property category type. Each individual parcel, based on the actual number of residential units or commercial /industrial /other square footage, is assigned its proportional share of the required funds of each property category type. Therefore, each property contributes its proportional share. 4. The fee or charge is not imposed for service unless the service is actually used by, or immediately available to, the owner of the property in question. Properties are only charged if they are physically connected to the sewer system. Vacant land or properties with storage or other buildings not receiving sewer service are not charged. 5. No fee or charge is imposed for general governmental services such as police, fire, ambulance, or libraries, but is only imposed for sewer services. The District provides only trash collection and sewer service and all fees collected as sewer charges are used only for related expenses. ® Vice President Woodside verified from Joan Revak, Clerk of the District, that all required notices were duly published. Ms. Revak reported the District received 0 protests to date from a total of 25,559 parcels notified. OPEN PUBLIC HEARING Vice President Woodside opened the public hearing, requesting each speaker to limit their protest to three minutes and advising participants that, by law, only a written protest will count. Mr. Martin Millard, 3973 Harbor Blvd., #264, protested the $0.10 /month increase for a single family residence stating that any increase was too much. Ms. Clara H. Szeliga, 1781 Anaheim Ave., #3, protested the rate stating it was not necessary. Mr. Tom Egan, 1893 Parkview Circle, protested the sewer fees and suggested the District tie the rate to water bills as done in the City of Los Angeles. ® CLOSE PUBLIC HEARING Vice President Woodside closed the public hearing. SANIt�R`' 0 C o mp n U � N yC0'PpORN�,9w DETERMINATION REGARDING PROTESTS COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING AUGUST 14, 2001 PAGE 8 Vice President Woodside directed Ms. Revak, Clerk of the District, to tally the number of protests. Ms. Revak determined there were three protests filed from a total of 25,559 parcels. Vice President Woodside determined the protest failed. ADOPT RESOLUTION NO. 2001 -651 CONFIRMING AND ADOPTING THE REPORT AND DIRECTING THE CLERK TO FILE WITH THE COUNTY AUDITOR Director Ferryman motioned to adopt Resolution No. 2001 -651, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT OF ORANGE COUNTY, CALIFORNIA, DETERMINING THAT A MAJORITY PROTEST DID NOT OCCUR WITH RESPECT TO THE PROPOSED USER FEE FOR LIQUID WASTE DISPOSAL AND ADOPTING THE REPORT ON FILE WITH THE CLERK OF THE DISTRICT AND DIRECTING THE CLERK TO FILE THE REPORT WITH THE AUDITOR. President Schafer seconded. Motion carried 3 -0. WRITTEN COMMUNICATIONS Mr. Hamers reported there were no written communications. PUBLIC COMMENTS Mr. Millard asked for a copy of the District Articles of Incorporation. Ms. Szeliga stated there should be an election. Ms. Egan stated there should be more public outreach by the District so citizens know the business going on. ORAL COMMUNICATIONS No oral communications were stated. OLD BUSINESS • Mr. Hamers reported there was no old business. 0 ICJ 0 a�S�gANIt,IRp ♦ o to u. yc�'PpOBA��`9 NEW BUSINESS COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING AUGUST 14, 2001 PAGE 9 Ms. Revak reported the ISDOC Quarterly Meeting will be held on Friday, August 24, 2001, at 11:30 a.m. at the Municipal Water District of Orange County in Fountain Valley. Mr. Paul Jones, General Manager of the Irvine Ranch Water District will be the guest speaker and the topic is "Special District Reserve Policies ". Directors Schafer, Woodside, Worthington, and Ms. Revak will attend. ADJOURNMENT At 7:10 p.m. Vice President Woodside adjourned the meeting. SECRETARY PRESIDENT