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Agenda Packets - Board - 2002-04-110 • . COSTA MESA SANITARY DISTRICT an Independent Special 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 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, (714) 754 -5087, 48 hours prior to meeting if assistance is needed (28 CFR 35.102.35.104 ADA Title II). Regular Meeting - April 11, 2002 BOARD OF DIRECTORS MEET 2ND THURSDAY OF EACH MONTH - 77 Fair Drive RECOMMENDED ACTION CALL TO ORDER —12:00 p.m. — Conference Room 1A "II. PLEDGE OF ALLEGIANCE — Director Ferryman Ill. 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 — March 12, 2002 2. Regular Meeting — March 14, 2002 A I . j e COSTA MESA SANITARY DISTRICT AGENDA [7 3. Special Meeting — March 18, 2002 Manager's Reports 4. Refunds 5. Occupancy Report and payment to Costa Mesa Disposal — April 2002 Engineer's Reports 6. Project Status Report Treasurer's Reports 7. Financial Report as of March 31, 2002 8. Report of Monies on Deposit as of March 31, 2002 9. Warrant Register for April 2002 in the amount of $669,892.30 -------------------- - - - - -- ------------------END OF CONSENT CALENDAR- --- - - - - -- WRITTEN COMMUNICATIONS VII. PUBLIC COMMENTS VIII. MANAGER'S REPORTS A. Anti - Scavenging and Screening of Trash Containers Enforcement Reports vB. CMSD Strategic Plan 1. Development of 2002 Action Plan 2. Develop Mission Statement 3. Management.and Engineering Succession Plan �/C. Recycling Reports 1. Waste Diversion Report — March 2002 'Al" rRyrh CA 17 4D. Contract Payment to CR Transfer for recycling w services and disposal for March 2002 * E. Spring 2002 Newsletter April 11, 2002 Page 2 RECOMMENDED ACTION No Refunds J Approve Receive and File Accept Report Receive and File Approve Payment Consider Consider Draft Opinion Letter and Action Plan Develop Statement Accept Plan Receive and File Approve Subject to Verification of Diversion Report by Staff Receive Comments r COSTA MESA SANITARY DISTRICT April 11, 2002 AGENDA Page 3 RECOMMENDED ® i F. Air Resources Board Emissions Standards ACTION Consider Letter from �M Costa Mesa Disposal G. Special Meeting — April 24, 2002 — 12:00 p.m. Confirm Date and Review Draft Agenda p CMSD Web Site Accept Report I. Recycling Committee — April 9, 2002 — 9:30 a.m. Director Worthington and Director Ferryman (� 1. Standardized Container Program Consider 2. - CRT Disposal Options Consider V3. Survey of Residents Consider IX. ENGINEER'S REPORTS . P/Emergency Work Ratify Actions Mana 9 by Manager VB. Santa Ana Regional Water Quality Control Board Waste Update Discharge Requirements Project No. 155 — Master Plan Update Receive Comments Project No. 161 — Water Services /Agreement with Mesa Consolidated Execute Agreement Water District E. 2051 -2053 Newport Boulevard 1. New CMSD Easements Rescind Prior Approved Easement and Accept Two New Easements 2. Resolution No. 2002 -659 - Vacating Existing Easement Adopt Resolution F. Agreement with Staples, 241 E. 17th Street Execute Agreement (1 Project #162 Pilot Program — Use of Enzymes for Grease and Odor Execute Agre^ eme t � Control ro essional Servic Agreeme H. Transfer of Sewers from OCSD to CMSD at Costa Mesa High School Approve in Concept -----'- COSTA MESA SANITARY DISTRICT April 11, 2002 AGENDA Page 4 ® RECOMMENDED ACTION X. TREASURER'S REPORTS / Solid Waste Financial Forecasting Model Consider B. Budget Calendar Accept Report XI. /ATTORNEY'S REPORTS / A. CEQA Requirements for Sewer Master Plan Update Consider B. Brown Act Enforcement Consider XII. LOCAL MEETINGS . Orange County Sanitation District J 1. Regular Meeting — March 27, 2002 Accept Report AV 2. Monthly Board Letter Update Consider B. Santa Ana River Flood Protection Agency 1. Executive Committee Meeting of March 28, 2002 Accept Report C. Independent Special Districts of Orange County (ISDOC) Accept Report D. Local Agency Formation Commission (LAFCO) Consider 1. Costa Mesa and Newport Beach Annexations Consider S, E. Water Advisory Committee of Orange County (WACO) Consider CC7 �7 F. Orange County Council of Governments (OCCOG) Consider �/G Chamber of Commerce Legislation Committee , Consider CSDA Consider CMSD /City of Costa Mesa /Mesa Consolidated Water District Liaison Committee 1. Meeting — April 20, 2002 (President Schafer, Director Woodside, Accept Report ( Manager /District Engineer Rob Hamers ` J. SDRMA Education Da — April 4 2002 Accept Report (Director Worthington) COSTA MESA SANITARY DISTRICT AGENDA XIII. - OLD BUSINESS XIV. /EW BUSINESS A. Special District Institute Finance Seminar — Palm Springs June 26 -29, 2002 B Retirement of Larry Arruda XV. ORAL COMMUNICATIONS XVI. PERSONNEL MATTERS A. Closed Session Pursuant to Government Code Section 54957 Public Employee Performance Evaluation: Treasurer XVII. ADJOURNMENT 0 April 11, 2002 Page 5 RECOMMENDED ACTION Consider Attendance Consider Proclamation Adjourn to Closed Session h O o! n V. Y f ycORPOeAtED,� COSTA MESA SANITARY DISTRICT MINUTES OF RECYCLING COMMITTEE MEETING MARCH 12, 2002 The Costa Mesa Sanitary District Recycling Committee met at 9:30 a.m. in conference room 1 A at the Civic Center, 77 Fair Drive, Costa Mesa. Directors Present: Dan Worthington, Art Perry Staff Present: Rob Hamers, Tom Fauth, Joan Revak STANDARDIZED CONTAINER PROGRAM DISTRIBUTION PROGRESS REPORT AND CONTAINER IDENTIFICATION • Mr. Fauth provided a ' matrix on the status of container orders to Roto Industries and reported as of February 5, 2002, containers have been ordered and invoiced as follows: 12,600 90 gallon $653,940.00 25,400 60 gallon $1,140,460.00 850 35 gallon $33,787.50 38,850 Total $1,828,187.50 Mr. Fauth. reviewed the matrix depicting the Roto orders and delivery figures. A 9% increase in the total number of cans distributed is anticipated and an approximate 1.7% cost underrun for the $2.2M program. The variances are due to the decrease in the forecasted number of 60- gallon containers, the increase in the number of 90- gallon containers and the addition of the 35- gallon containers to the program. Staff has requested that Roto Industries determine the number and sizes of containers necessary to stock in inventory at the Costa Mesa Disposal yard following initial route distributions and changeouts. A test run for two different identification tags will begin at certain locations. The tags will be monitored for wear and tear during rainy weather. • Rp V H yC0'9POR Al CRT DISPOSAL OPTIONS Costa Mesa Sanitary District Minutes of Recycling Committee Meeting March 12, 2002 Page 2 Disposition of a -waste was discussed. Staff is completing an application to the State of California, to be presented for Board approval, for household hazardous waste funds to be used to implement a CRT program in Costa Mesa. The application will be a regional request with the City of Costa Mesa and the District, with the District being the lead agency. PUBLIC COMMENTS There were no public comments; no public in attendance. The meeting was adjourned at 10:33 a.m. Secretary President i 0 • • W COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MARCH 14, 2002 The Board of Directors of the Costa Mesa CALL TO ORDER Sanitary District met in regular session on March 14, 2002, at 6:00 p.m. in Room 1 -A of the Civic Center, 77 Fair Drive, Costa Mesa. President Schafer called the meeting to order at 6:00 p.m. Director Worthington led the Pledge of Allegiance. Vice President Woodside gave the invocation. ROLL CALL DIRECTORS PRESENT: Arlene Schafer, Art Perry, Greg Woodside, 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: Eileen Murphy 201 21St Street Huntington Beach, CA 92648 Jan Vandersloot 2221 E. 16th Street Newport Beach, CA 92667 Greg Jewell 8622 Laramie Circle Westminster, CA 92683 +ySNhe COSTA MESA SANITARY DISTRICT 7 MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MARCH 14, 2002 roe.no PACE 2 Don McGee 20701 Beach Huntington Beach, CA 92648 Irwin Haydock 11570 Aquamarine Circle Fountain Valley, CA Allan Beek 2007 Highland Drive Newport Beach, CA 92660 Larry Porter 1501 Westcliff Drive #201 Newport Beach, CA 92660 . ............................... CONSENT CALENDAR . ............................... Mr. Burns distributed an amendment to the Regular Minutes of February 14, 2002, Attorney's Report section. 0 Vice President Ferryman motioned to approve the Consent Calendar as amended. Director Worthington seconded. Motion carried unanimously. REPORTS MINUTE APPROVAL Recycling Committee The Minutes for the Recycling Committee Meeting of Meeting, February 12, 2002, were approved as distributed. February 12, 2002 Minutes of Regular Meeting, The Minutes for the Regular Meeting of February 14, February 14, 2002 2002, were approved as amended. Minutes of Special The Minutes for the Special Meeting of February 16, Meeting, 2002, were approved as distributed. February 16, 2002 0 `f 11 COSTA MESA SANITARY DISTRICT ° a MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MARCH 14, 2002 PAGE 3 REFUNDS OCCUPANCY REPORT No refunds were requested Occupancy Report and The Trash Occupancy Count documented an Payment of increase of 4 units in the occupancy report for solid $172,645.84 to Costa waste collection as of March 1, 2002. Therefore, the Mesa Disposal — total for March is 21,008. Board directed Staff to March 2002 prepare a warrant for $172,645.84 to Costa Mesa Disposal on April 1, 2002, for payment for March trash collection based on the March count of 21,008. SAFETY /LOSS CONTROL The Minutes for the Safety /Loss Control Committee COMMITTEE MINUTES Meeting of February 25, 2002, were approved as distributed. ENGINEER'S REPORTS Project Status Report TREASURER'S REPORTS Financial report as of February 28, 2002 Report of Monies on Deposit as of February 28, 2002 The Project Status Report dated March 2002, was accepted as submitted. The Financial Report for February 28, 2002 was accepted as submitted. The Report of Monies on Deposit as of February 28, 2002, was received and filed. Warrant 2002 -9 for Warrant Resolution #CMSD 2002 -9 was approved, March 2002 in the authorizing the President and Secretary to sign the amount of $650,694.23 warrant and instructing the Finance Department to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $650,694.23. .......................... END OF CONSENT CALENDAR .......................... COSTA MESA SANITARY DISTRICT e MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MARCH 14, 2002 PAGE 4 WRITTEN COMMUNICATIONS Mr. Hamers reported there were no written communications. PUBLIC COMMENTS President Schafer invited members of the public to speak. The following people spoke regarding water pollution and the treatment of ocean -bound sewage. Mr. Irwin Haydock, Fountain Valley, spoke to urge the Board to get rid of the waiver. Mr. Jan Vandersloot, Newport Beach, founder and director of the Ocean Outfall Group, provided information about his group and requested the Board set a study session to discuss the Costa Mesa City Council's resolution to oppose the 301(h) waiver. Mr. Vandersloot provided the City Council agenda of November 19, 2001 and urged the District not to apply for the waiver. Mr. Greg Jewell, Executive Committee Member, Huntington Beach Surfrider Foundation, requested the Board entertain a study session and /or supporting with the City of Costa Mesa City Council resolution in opposition of renewal of the waiver. Eileen Murphy, Huntington Beach, requested the Board oppose the waiver. Mr. Don McGee, Huntington Beach, provided statistics and urged the District to oppose the waiver. Mr. Larry Porter, Ocean Outfall Group, provided materials for the Board's review and requested the District oppose the waiver. Mr. Allan Beek, Newport Beach, requested the Board schedule a study session and oppose the waiver. President Schafer thanked the members of the public for attending the meeting and providing the printed information. Mr. Hamers told the members of the public the Board could not discuss the outfall because it was not on the agenda. • is COSTA MESA SANITARY DISTRICT e MINUTES OF BOARD OF DIRECTORS REGULAR MEETING a MARCH 14, 2002 PAGE 5 MANAGER'S REPORTS ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT REPORTS POLICE REPORT Mr. Hamers presented a memorandum providing the statistics for the month of February 2002. The scavenging statistics for February are as follows: Location Calls for Service Cite /Arrest Area 1 1 0 Area 11 1 1 Area III 1 0 Area IV 0 0 TOTAL 3 1 DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT Mr. Hamers presented the ordinance enforcement summary report for the four -week period beginning January 28, 2001 and ending February 24, 2002. Mr. Shef distributed 35 courtesy flyers during this period. CMSD STRATEGIC PLAN REVIEW OF FIRST YEAR ACTION ITEMS CIRCLE OF SERVICE AWARD FOR NATE READE Ms. Revak reported all Directors received invitations to attend the Circle of Service award 'for Nate Reade to be held Friday, March 22, 2002, at 11:30. President Schafer, Director Ferryman, and Mr. Hamers will be speaking at the ceremony. DEVELOPMENT OF STRATEGIC PLAN FEBRUARY 16, 2002 WORKSHOP Mr. Hamers reported Staff has been working with the notes from the Workshop and will provide a report in the near future. COSTA MESA SANITARY DISTRICT e MINUTES OF BOARD OF DIRECTORS REGULAR MEETING V'�•.o..na,.� MARCH 14, 2002 PACE 6 STRATEGIC PLAN DOCUMENT Mr. Hamers reported the document would be presented to the Board upon completion. RECYCLING REPORTS WASTE DIVERSION REPORT — FEBRUARY 2002 Secretary Perry motioned to approve the Waste Diversion Report for February showing a diversion rate of 50.08 percent. Director Ferryman seconded. Motion carried unanimously. CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND DISPOSAL FOR FEBRUARY 2002 Director Ferryman motioned to approve contract payment to CR Transfer for recycling services and disposal for the month of February 2002 in the amount of $125,614.56. Secretary Perry seconded. Motion carried unanimously. PROFESSIONAL SERVICES AGREEMENT — CORPORATION YARD STRUCTURAL DESIGN Mr. Hamers presented a professional services agreement for the Costa Mesa Sanitary District Corporate Yard Maintenance Facility Hoist Structural Engineering Design Analysis. Mr. Hamers reported the floor must be analyzed for capacity of the hoist and pump. Mr. Fauth contracted the services of JT Associates in Newport Beach. Mr. Fauth reported two changes in the agreement before the Board: • Item one, Paragraph 4, changed to an hourly rate of $135.00 /hour, not to exceed $1350. • Item two, Paragraph 7, the agreement shall terminate on March 28, 2002. The Board requested Mr. Hamers clarify with the City of Costa Mesa that the hoist is owned by the Sanitary District. Secretary Perry motioned to approve the professional services agreement — structural design, with the amendment regarding the District ownership of the hoist. Director Ferryman seconded. Motion carried unanimously. n C COSTA MESA SANITARY DISTRICT e MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MARCH 14, 2002 PAGE RECYCLING COMMITTEE — MARCH 12. 2002 — 9:30 A.M. DIRECTOR WORTHINGTON AND DIRECTOR PERRY STANDARDIZED CONTAINER PROGRAM Director Worthington reported a total of 90 percent of the containers have been ordered to date. Delivery of the containers has been made to 80 percent of the residents. Mr. Fauth reported there is a test program scheduled to determine how the proposed tag system will hold up with actual use. An informational brochure will be delivered with the tags to provide instructions and enable the customer to provide feedback regarding the tag. CRT DISPOSAL OPTIONS Director Worthington reported the Committee discussed CRT disposal and the uncertain magnitude of the effects on Costa Mesa. The Committee discussed conducting a poll of residents to determine the number of CRT items in the community. Director Worthington reported the four County HHW centers are currently taking computer monitors and televisions from residents. The Committee discussed the possibility of the District reaching an agreement to act as an agent of the HHW centers to provide collection services and transportation of the CRT items to the HHW facilities. Mr. Hamers reported the District is looking into possible solutions. Mr. Hamers reported the Board will be discussing a grant application at the next Special Meeting. Mr. Hamers reported Staff is also investigating a local disposal option. Mr. Hamers will be receiving a fact sheet and a list containing locations for businesses to utilize for disposal. SAN11 COSTA MESA SANITARY DISTRICT VVa MINUTES OF BOARD OF DIRECTORS REGULAR MEETING =� MARCH 14, 2002 PAGE 8 ENGINEER'S REPORTS EMERGENCY WORK Mr. Hamers reported the telemetry system installation has been completed and TRC is performing the four -month compliance check. Secretary Perry motioned to ratify the actions of the manager for emergency work. Director Worthington seconded. Motion carried unanimously. SANTA ANA REGIONAL WATER QUALITY CONTROL BOARD WASTE DISCHARGE REQUIREMENTS Mr. Hamers reported the WDR is projected for April approval. PROJECT NO. 155 — MASTER PLAN UPDATE Mr. Hamers reported the Master Plan report has been distributed to the Board and recommended the Board accept the draft report and establish a 60 -day review period. Director Ferryman motioned to accept the draft Master Plan report as presented and establish a 60 -day review period and verification of any required environmental review. Secretary Perry seconded. Motion carried unanimously. PROJECT NO. 152 — TELEVISING SEWER LINES UPDATE Mr. Hamers presented Project No. 152, Televising Sewer Lines Update, a project to determine whether a re- televising of the gravity portion of the sewer system is warranted. Secretary Perry motioned to accept the report. Vice President Woodside seconded. Motion carried unanimously. • • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MARCH 14, 2002 PAGE 9 2051 -2053 NEWPORT BOULEVARD NEW CMSD EASEMENTS RESOLUTION NO. 2002 -659 - VACATING EXISTING EASEMENT Mr. Hamers recommended the item be continued. Director Ferryman motioned to continue the item. Secretary Perry seconded. Motion carried unanimously. EMERGENCY SERVICES AGREEMENT - PREUSSAG PIPE REHABILITATION Mr. Hamers reported he and Mr. Fauth attended a presentation on a pipe rehabilitation method that is performed without digging and while the line is in service. Mr. Hamers recommends the Board enter into an agreement for emergency services with Preussag Pipe Rehabilitation. Director Ferryman motioned to execute the agreement. Vice President Woodside seconded. Motion carried unanimously. TREASURER'S REPORTS SOLID WASTE FINANCIAL FORECASTING MODEL Mr. Puckett requested a continuance to the April regular meeting on the Solid Waste Financial Forecasting Model report. ATTORNEY'S REPORTS LIABILITY FOR DAMAGE CAUSED BY LATERALS Mr. Burns presented a document to be used by Staff as a guide in defending the District in small claims actions regarding the liability and damages issues related to sewer laterals. Mr. Hamers recommended the Board review the document to be able to answer any related questions from residents. The Board will review the item at a study session. 'SSSAMIl�, COSTA MESA SANITARY DISTRICT a MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MARCH 14, 2002 MuR° PACE 10 HOME GARDENS SANITARY DISTRICT V. CITY OF CORONA — FINAL OPINION Mr. Burns reported that the Court of Appeal determined to partially publish the Home Gardens Sanitary District v. City of Corona. Mr. Burns distributed a copy of the case with a notation showing the section not certified for publication. LIMITATION ON CONTRACTORS DAMAGES Mr. Burns introduced a case (Amelco Electric v. City of Thousand Oaks) where the Supreme Court ruled that a contractor must prove damages on public works contracts. Mr. Burns related the ruling provided three important items: 1. The abandonment theory is not applicable to public works jobs. 2. Generally, contract damages are limited to those within the contemplation of the parties or those reasonably foreseeable at the time. (This supports the District language limiting damages in District public works contracts) 3. Only in cases in which damages cannot otherwise be proven might total cost damages be applied and then only if a four -part test is met establishing causation. LOCAL MEETINGS ORANGE COUNTY SANITATION DISTRICT REGULAR MEETING — FEBRUARY 27, 2002 Director Ferryman was unable to attend the meeting on February 27, 2002. Director Ferryman reported the ocean outfall report will be received soon and suggested the Board discuss the item at a study session. Director Ferryman discussed the proposed treatment of the sewage water with bleach. Mr. Hamers suggested the Board meet for a study session to discuss the waiver after the results of the monitoring are in and the Board can make an informed decision based on the facts. i 1-1 U COSTA MESA SANITARY DISTRICT a MINUTES OF BOARD OF DIRECTORS REGULAR MEETING =� MARCH 14, 2002 ��roun°• PAGE 11 MONTHLY BOARD LETTER UPDATE The Monthly Board Letter was provided in the Board packets. SANTA ANA RIVER FLOOD PROTECTION AGENCY APPOINTMENT OF DIRECTOR AS ALTERNATE Director Ferryman reported there was no meeting held. Ms. Revak contacted the Santa Ana River Flood Protection Agency with regard to the necessity for an alternate member and was informed the Agency did not require the appointment of an alternate. The Board determined they would send an alternate in the event Director Ferryman was unable to attend the meetings. INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC) President Schafer attended the ISDOC meeting of March 5 and reported Ken Lee and Dana Smith ( LAFCO) were present at the meeting. Items discussed included: • Better Communications between LAFCO and Special Districts/ • Government Affairs Day - March 11, 2002 • CALAFCO "Clean up Bill" concerns • ISDOC Quarterly Meeting • ISDOC Newsletter begin developed by Trudy Ohlig -Hall LOCAL AGENCY FORMATION COMMISSION ( LAFCO) President Schafer attended the LAFCO meeting on March 13, 2002, and reported the following: • LAFCO will study El Toro and Moulton Niguel Water Districts for the next 9 months to a year to determine whether they could successfully consolidate. • President Schafer attended a budget meeting where she received a handbook for the financial aspects of LAFCO • Tour of Bay area to be held • Workshop COSTA MESA SANITARY DISTRICT e MINUTES OF BOARD OF DIRECTORS REGULAR MEETING =s MARCH 14, 2002 �ro.no` • PAGE 12 COSTA MESA AND NEWPORT BEACH ANNEXATION President Schafer reported the Costa Mesa and Newport Beach annexation would be discussed at the next LAFCO meeting. President Schafer will provide report to the Board. WATER ADVISORY COMMITTEE OF ORANGE COUNTY (WACO) President Schafer did not attend the March 1, 2002, WACO meeting due her attendance at the Special District Institute Governance Seminar. ORANGE COUNTY COUNCIL OF GOVERNMENTS ( OCCOG) President Schafer did not attend the OCCOG meeting due to a conflicting schedule. CHAMBER OF COMMERCE LEGISLATION COMMITTEE President Schafer did not attend the Chamber of Commerce Legislation Committee meeting due to a conflicting schedule. CSDA CSDA GOVERNMENT AFFAIRS DAY — SACRAMENTO — MARCH 11, 2002 (PRESIDENT SCHAFER) President Schafer attended the CSDA Government Affairs Day and reported the event was very well organized. President Schafer provided a packet of information from the event for the Board's perusal. President Schafer attended a CSDA Board meeting following the Government Affairs Day events where the Board discussed the following: • Statement of responsibilities • Future planning discussion • Public policies • Ralph Heim spoke • Legislative responsibilities • CSDA at crossroads • President Schafer on two committees • Home Gardens Sanitary District • COSTA MESA SANITARY DISTRICT = a $ MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MARCH 14, 2002 1 *rouno� PAGE 13 SPECIAL DISTRICT INSTITUTE GOVERNANCE SEMINAR — FEBRUARY 27, 2002 — MARCH 2, 2002 — SAN DIEGO (PRESIDENT SCHAFER, DIRECTORS PERRY AND WORTHINGTON AND MS. REVAK, CLERK OF THE DISTRICT Director Worthington reported the workshop on Making Better Decisions provided helpful advice. Director Worthington enjoyed the leadership course and brought quotes from the course that impressed him: "If there's a problem, you own it. Begin immediately the process to solve it." "Financial statements are counting the dead, there's nothing you can do about it." The Board discussed some of the things they learned from the seminar. Ms. Revak reported useful information was acquired from the workshops on The Brown Act and Conflict of Interest. Mr. Hamers reported that Ms. Revak received a letter from SDI commending her for completing two sections of the program and recommending she attend the third seminar in the- series enabling her to 01 "graduate" from the Institute. President Schafer advised the next seminar would be held in Palm Springs in June 2002 and will focus on Special District finance. OLD BUSINESS There was no old business reported. NEW BUSINESS There was no new business. ORAL COMMUNICATIONS Mr. Hamers advised the Board that Monday's meeting would be a held as a special meeting at 12:00 at City Hall. Ms. Revak inquired if any directors, besides Director Worthington, were interested in attending the SDRMA Education Day on April 4, 2002 in Clovis. +4S'lINO� COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING e, MARCH 14, 2002 round PAGE 14 Ms. Revak will include the following items on the agenda for the March 18, 2002, Special Meeting: • Director Worthington attendance at the SDRMA Education Day • Set Study Session date for April. ADJOURNMENT At 7:38 p.m., President Schafer adjourned the meeting. SECRETARY PRESIDENT 10 • 7- �S�,SANIT,Iq. o � n �pAPpRA��`4 COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS SPECIAL MEETING MARCH 18, 2002 The Board of Directors of the Costa Mesa Sanitary District attended a duly noticed Special Meeting on March 18, 2002 at 12:00 p.m., in Conference Room 1A at the Civic Center, 77 Fair Drive, Costa Mesa. Directors Present: Arlene Schafer, Arthur Perry, Greg Woodside, James Ferryman, Dan Worthington Staff Present: Robin Hamers, Manager /Engineer; Tom Fauth, Assistant Manager; Joan Revak, Clerk of the District; Marc Puckett, District Treasurer; Alan Burns, Legal Counsel Others Present: Michael Benesh, Robin B. Hamers & Associates, Inc. Yefim Tsalyuk, Robin B. Hamers & Associates, Inc. Paul Guzman, Robin B. Hamers & Associates, Inc. The Special Meeting was held for the purpose of discussing action items related to strategic planning for the District and other topics. CMSD Management and Engineering Succession Plan Mr. Hamers explained that as a result of the Strategic Planning Workshop, the issue of how the District would respond to losing a key employee was pinpointed as one of the items to address in the forthcoming year. In particular, how would the District function should Mr. Hamers no longer be able to work for the District? Mr. Hamers presented the existing staff manpower arrangement including an Organization Flow Chart, the present Agreement between CMSD and Robin B. Hamers & Associates, Inc., job descriptions for the Manager and District Engineer; and the City /District Agreement. The City of Costa Mesa and the District have an agreement whereby the City is responsible for providing services of an Assistant Manager, Clerk of the District and Permit Processing Specialists and the City has responsibility for these employees. Time spent by Manager is restricted to 20 hours per week per Board direction in 1992. Mr. Hamers recommended that the engineering responsibilities continue to be performed by the present engineering staff of Robin B. Hamers & Associates, Inc. and ® the Board would have to appoint an acting Manager and make decision as to obtaining a full -time or part-time manager. The Board could issue an RFP, allowing the Board ,to contract with another firm or could request that City provide a new Manager or Assistant Manager. The consensus of the Board is to issue an RFP and select a manager. Costa Mesa Sanitary District Page 2 Minutes of Special Meeting Held March 18, 2002 Mr. Hamers presented an outline of how the District would continue to function should he be unable to work for the District. Mr. Burns brought up legal ramifications of future contractual relationships. Director Ferryman expressed the opinion that Board should explore what is available in the event something should happen to Rob and questioned how District would technically contract with Rob's current employees. It was determined the District should have contingency plans in the event of Rob's departure and map out a course of action to take care of initial need and institute temporary measures. There are provisions in the law that allow another engineer to take over responsibility for engineering plans. President Schafer stated that the Board should be able to appoint an acting manager and engineer. Rob will make changes to the proposed flow chart, put in document form and submit to Board to memorialize. The Board would appoint an acting manager and RFP or RFQ would be issued to fill the position. Identify CMSD as Independent Special District Mr. Hamers presented a chart listing reasons for and against a name change for the District and advised that Staff has held discussions on the means of changing names on the 40,000 containers now distributed District -wide. President Schafer stated that it is important the District be known as an independent special district. It was determined that a name change be a long -term goal in strategic planning process. Director Worthington expressed desire for the District to be identified in front of City Hall and all Directors concurred. The topic will be added to the April 11, 2002, agenda'. Resolution Supporting E -Waste Regional Grant Funding Mr. Hamers reported that the Integrated Waste Management Department of Orange County will now allow CRT disposal at its four Household Hazardous Waste sites, however this applies to residents and not the commercial sector. CMSD Resolution No. 2002 -658 was presented supporting grant funding from the State of California for the disposal of E -Waste along with an application to Curbside, Inc. to provide services to the District and the City. Director Ferryman motioned to approve Resolution No. 2002 -658 subject to the provision that the Board must see and approve all contracts before submission. Director Perry seconded the motion and the motion passed 5 -0. C Costa Mesa Sanitary District Page 3 Minutes of Special Meeting Held March 18, 2002 Director Perry motioned, and Director Woodside seconded, to approve the application. Motion passed 5 -0. SDRMA Education Day — Thursday, April 4, 2002 Mr. Hamers reported SDRMA Education Day will be held on Thursday, April 4, 2002 in Clovis, California and Director Worthington expressed interest in attending. Director Perry motioned to approve attendance of Director Worthington at the SDRMA Education Day in Clovis, California and Director Ferryman seconded. Motion passed 5 -0. Ms. Revak will register Director Worthington for the event and investigate travel options. Change of Regular Meeting Time for April 11, 2002, Board of Directors Meeting President Schafer advised that Director Woodside requested the April 11, 2002, Regular Meeting time be changed to 12:00 p.m. Director Perry motioned to change the April 11, 2002, Regular Board of Directors Meeting time to 12:00 p.m. Director Woodside seconded and the motion passed 5 -0. Schedule Study Session for April 2002 President Schafer requested that a date be set for an April 2002 Study Session and the date of Wednesday, April 24, 2002, at 12:00 p.m. was set. One of the topics for the Study Session is ownership and maintenance of sewer laterals. The Special Meeting adjourned at 1:38 p.m. Secretary President E sh ... Costa Mesa Sanitary District ycORpORALE���w Memorandum To: BOARD OF DIRECTORS From: DEBBIE BJORNSON, PERMIT PROCESSING SPECIALISI(O Date: APRIL 2,2002 Re:, REFUND REQUEST FOR BOARD APPROVAL Attached is a refund request for your approval. Proof of service and back up material have been received. Attachment Db L z -1 C71 7F- 7t 1-- LY1-_.._ -- U COSTA MESA SANITARY DISTRICT REFUND REQUEST FORM 0 Permit Number: SDCR -00069 TYPE: ❑ Connection ❑ Trash Approved Amount $ ❑ Sewer ® Permit Fees ❑ Other Assessor's Parcel Number: 422- 211 -10 Parcel Address: 657 Victoria St. Owner's Name: Page Private School Mailing Address: 657 Victoria St., Costa Mesa, CA 92627 Telephone Number: 714- 381 -0269 Number Units on Parcel: 1 Commercial Square Feet: Industrial Square Feet: Please state briefly the reason for request: Credit for fixtures fees. Fixture fees not properly credited upon permit issuance.. • ❑ Request Investigated, Full Refund Recommended ❑ Permanent Exemption Recommended ❑ Field Checked ❑ Request Investigated, Partial Refund Recommended Additional Comments: L� Requested Amount of Refund: $ 705.00 REFUND APPROVED By Board of Directors on: Computer Changes Made: Administrative Cost Applied ❑ Yes No 2379-68 ON -LINE Recommended Amount of Refund: $ 705.00 $ _ -- ---- -- Trash $ Sewer