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Agenda Packets - Board - 2003-03-1240 0 COSTA MESA SANITARY DISTRICT an Independent Special District AGENDA Arlene Schafer President Greg Woodside Vice President Art Perry Director Jim Ferryman 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 - Wednesday, March 12, 2003 RECOMMENDED ACTION CALL TO ORDER — 12:00 p.m. — Conference Room 1A, Costa Mesa City Hall II. PLEDGE OF ALLEGIANCE — Director Worthington 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 — February 11, 2003 • 2. Regular Meeting — February 13, 2003 (Protecting our community's health by providing sofidwaste andsewercolrection services. costamesasanitarydzstrict. org COSTA MESA SANITARY DISTRICT March 12, 2003 AGENDA Page 2 RECOMMENDED • ACTION Manager's Reports /3. Refunds Approve Occupancy Report and payment to Costa Mesa Disposal — March 2003 Approve Monthly Spill Report to Regional Water Quality Control Board (RWQCB) Receive and File Engineer's Reports 6. Project Status Report Receive and File Treasurer's Reports 7. Financial Report as of February 28, 2003 Accept Report 8. Report of Monies on Deposit as of February 28, 2003 Receive and File 9. Warrant Register for February 2003 in the amount of $355,338.76 Approve Payment 10. Directors Expenses for the Month of February 2003 Ratify Expenses �------------------------------------ - - - - -- -END OF CONSENT CALENDAR------------------------------------------- . WRITTEN -- COMMUNICATIONS -- VII. PUBLIC COMMENTS VIII. MANAGER'S REPORTS A. Anti - Scavenging and Screening of Trash Containers Enforcement Reports Consider CMSD Strategic Planning Action Items 2003 1. Item 1.2 — Institutional Issues — Committee Meeting 3/10/03 Consider Follow -up Action C. Recycling Reports 1. Waste Diversion Report — February 2003 Receive and File D. Contract Payment to CR Transfer for recycling services and disposal for February 2003 1. Payment for February 2003 Services Approve Subject to Verification of Diversion Report by Staff •E. Standardized Container Program — Bar Replacement Update Accept Report (Protecting our community's health 6y providing sob'dwaste andsewer collection services. costamesasanitarydistrict. org COSTA MESA SANITARY DISTRICT AGENDA • F. Recycling Committee — March 11, 2003 — 9:00 a.m. Director Worthington and Director Perry 1. Strategic Planning 2003 - Public Outreach — Classroom Recycling Project 2. Earth Day — Tuesday, April 22, 2003 IX. ENGINEER'S REPORTS A. Annexation No. 252 — Home Ranch, Making Application to LAFCO CMSD Resolution No. 2003 -666 B. Waste Discharge Requirements (WDR) X. TREASURER'S REPORTS Analysis of Trash Hauling Expenses B. State Budget XI. ATTORNEY'S REPORTS A. Ordinance No. 43 Establishing the Mileage Reimbursement Rate shall be as Established by the Internal Revenue Code B. Transfer Agreement of Arlington Drive Sewers from OCSD to CMSD C. Strategic Planning 2003 — Earmarking District Reserves: Legal Opinion XII. LOCAL MEETINGS ° A. Orange County Sanitation District 1. Regular Meeting — February 26, 2003 CC w 2A -fj) B. Mesa Consolidated Water District C. Independent Special Districts of Orange County (ISDOC) D. Local Agency Formation Commission ( LAFCO) E. Water Advisory Committee of Orange County (WACO) • F. Orange County Council of Governments (OCCOG) G. Costa Mesa Chamber of Commerce March 12, 2003 Page 3 RECOMMENDED ACTION Consider Consider Participation Adopt Resolution Verbal Update Verbal Update Verbal Update Adopt Ordinance Approve Agreement Verbal Progress Report Accept Report Accept Report Consider 1Trotecting our community's health 6y providing sofid waste and sewer collection services. costamesasanitarydistrict. org Consider Consider Consider Consider COSTA MESA SANITARY DISTRICT March 12, 2003 AGENDA Page 4 t RECOMMENDED • ACTION H. California Special Districts Association (CSDA) Consider 1. CSDA Governance Academy Consider Attendance 2, CSDA Government Affairs Day — April 1 -2, 2003 Approve Attendance I. Special District Institute Governance Seminar & Workshop Accept Report February 26 — March 1, 2003, Attended by Director Worthington XIII. OLD BUSINESS A. CostAmazing - City of Costa Mesa 50 -Year Anniversary Update XIV. NEW BUSINESS A. Regular Meeting Time for April 2003 Consider Change of Meeting Date and Time B. June 12, 2003, 4:00 p.m. Meeting at Costa Mesa Historical Society Consider C. ISDOC Membership 2003 -2004 in the amount of $50.00 Approve Payment D. Election Expense — November 5, 2002 — County of Orange Approve Invoice in the Amount of $24,369.05 XV. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS XVI. ADJOURNMENT C, Protecting our community's health by providing soW waste and sewer collection services. costamesasanitarydistrict. org D ei N� O A V � y ,ycORPORK�.��q,2' • COSTA MESA SANITARY DISTRICT MINUTES OF RECYCLING COMMITTEE MEETING FEBRUARY 11, 2003 The Costa Mesa Sanitary District Recycling Committee met at 9:00 a.m. in conference room 1 A at the Civic Center, 77 Fair Drive, Costa Mesa. Directors Present: Dan Worthington, Arlene Schafer Staff Present: Rob Harriers, Tom Fauth, Joan Revak, Bobby Young Director Worthington called the meeting to order and requested the scheduled meeting time for future Committee meetings be 9:00 a.m. TELEPHONE BOOK RECYCLING PROGRAM Ms. Revak presented the schedule for presentation of the 2002 Telephone Book Recycling Program awards to the participating schools. Presentations have been made at three schools thus far, one of them being Kline School. President Schafer reported on the enthusiastic reception by the students and staff at Kline School. Ms. Revak reported the District is awarding $10,554 in prize money for the 2002 program. CHRISTMAS TREE RECYCLING PROGRAM Ms. Revak reported the total tonnage for the Christmas 2002 Tree Recycling program is 94.12 based on a count of 7,240 trees assuming 26 lb/tree. Reimbursement was received from the City of Costa Mesa for fees paid to CR Transfer in the amount of $4,617.53 for 94.12 tons @ $49.06 /ton. HOLIDAY CARD RECYCLING PROGRAM Mr. Fauth informed the Committee that the containers placed at seven locations in the City are being picked up and will be taken to the Mail Box Center owned by Susan Campbell in Huntington Beach for boxing and mailing to St. Jude's Ranch for Children in Boulder City, Nevada. A letter of appreciation or proclamation will be drafted for presentation to Ms. Campbell, for approval at the February 13, 2003 Board of Directors meeting. Protecting our community's hearth 6y providing soCrd waste and sewer collection sewices. costamesasanitarydutrict. org SANItIR`' �, Costa Mesa Sanitary District °® : Minutes of Recycling Committee Meeting � F �. February 11, 2003 • 4POIt Page 2 E -WASTE Mr. Fauth provided an update on a -waste and the UCI Intern Angie Buyayo who is volunteering for the District January-March 2003. Ms. Buyayo is researching current Orange County'and State a -waste programs and policies and will recommend a plan for e- waste disposal program for the District as well as drafting an interim a -waste brochure specifying a -waste disposal regulations. A report will be presented at the April 2003 Board of Directors meeting. PUBLIC COMMENTS There were no public comments. The meeting was adjourned at 10:01 a.m. • Secretary President l� Protecting our community `s heaCth 6y proviXing soWwaste andsewercodection Services costamesasanitaryd'tstrnct org 'y • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING FEBRUARY 13, 2003 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on February 13, 2003, at 6:00 p.m. Conference Room 1 -A at the Civic Center, 77 Fair Drive, Costa Mesa. President Schafer called the meeting to order at 6:00 p.m. PLEDGE OF ALLEGIANCE Costa Mesa Boy Scout Association led the Pledge of Allegiance. INVOCATION 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; Bobby Young, Finance, Ron Shef, District Ordinance Enforcement Officer OTHERS PRESENT: Boy Scout Troup 302 PRESENTATION TO COSTA MESA BOY SCOUT ASSOCIATION Director Worthington presented the Costa Mesa Boy Scout Association with a check for $100.00, a portion of monies received from the sale of a set of 1928 • model Ford rims and tires that had been brought to the Used Tire Roundup. The Costa Mesa Boy Scout Association was chosen as a recipient of the money in recognition of their efforts in conservation, environmental awareness, and SSSANIT��. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING FEBRUARY 13, 2003 PAGE 2 recycling. Director Worthington praised scouting, stating they were an organization that builds character in their participants. The Boy Scouts left the meeting. . ............................... CONSENT CALENDAR . ............................... Vice President Woodside stated the Investment Oversight Meeting Minutes show that he was in attendance at the January 9, 2003 meeting. He requested Ms. Revak check the record to see who was in attendance at that meeting. Director Worthington inquired as to the wording under Old Business, Special Districts Institute Governance Seminar & Workshops February 26 — March 1, 2003 — Monterey, CA. The Minutes state: Director Worthington will be attending the Special Districts Institute Governance Seminar and Workshop for the Wednesday program only. Director Worthington reported he will be at the seminar for three days, and will be attending the workshop on Wednesday, February 26, but not the Saturday, March 1, Workshop. Director Ferryman motioned to approve the Consent Calendar with the modification to the Investment Oversight Meeting Minutes and clarification to Dr. Worthington's attendance at the Special Districts Institute Governance Seminar. Director Perry seconded. Motion carried 5 -0. REPORTS MINUTE APPROVAL Minutes of Regular Meeting, January 9, 2003 Minutes of Special Meeting January 13, 2003 The Minutes for the Regular Meeting of January 9, 2003, were approved as corrected. The Minutes of the Special Meeting of January 13, 2003, were approved as distributed. Minutes of Special The Minutes of the Special Meeting of February 1, Meeting 2003, were approved as distributed. February 1, 2003 U SANI '�Y off COSTA MESA SANITARY DISTRICT ti g MINUTES OF BOARD OF DIRECTORS REGULAR MEETING ,APOR��o,,S FEBRUARY 13, 2003 PAGE 3 MANAGER'S REPORTS Refunds There were no refunds presented for consideration. Occupancy Report and The Trash Occupancy Count documented an Payment of $177,965.15 increase of 7 units in the occupancy report for solid to Costa Mesa Disposal — waste collection as of February 1, 2003. February 2003 Therefore, the total for February is 21,051. Board directed Staff to prepare a warrant for $177,965.15 to Costa Mesa Disposal on March 1, 2003, for payment for February trash collection based on the February count of 21,051. Monthly Spill Report to The Monthly Spill Report to the Regional Water Regional Water Quality Quality Control Board (RWQCB) for January 2003 Control Board (RWQCB) was accepted as submitted. ENGINEER'S REPORTS Project Status Report TREASURER'S REPORTS Financial report as of January 31, 2003 Report of Monies on Deposit as of January 31, 2003 The Project Status Report dated February 2003, was accepted as submitted. The Financial Report for January 31, 2003, was accepted as submitted. The Report of Monies on Deposit as of January 31, 2003, was received and filed. Warrant 2003 -8 for Warrant Resolution #CMSD 2003 -8 was approved, January 2003 in the authorizing the President and Secretary to sign the amount of warrant and instructing the Finance Department to $1,056,768.57 draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $1,056,768.57. bRNl +` o� COSTA MESA SANITARY DISTRICT 81 — MINUTES OF BOARD OF DIRECTORS REGULAR MEETING FEBRUARY 13, 2003 PAGE 4 Directors Expenses for the Director Expenses for the Month of January 2003 Month of January 2003 were ratified as follows: Director Ferryman: $680.00 +6.33 Director Perry: $1020.00 President Schafer: $1,020.00 + 244.15 Vice President Woodside: $1020.00 Director Worthington: $1020.00 +86.25 .......................... END OF CONSENT CALENDAR .......................... WRITTEN COMMUNICATIONS Mr. Harriers reported receiving a thank you letter from Carol Hamilton, Chair, Costa Mesa Girl Scout Association, dated January 21, 2003, thanking the District for the $100 contribution to their organization. PUBLIC COMMENTS There were no public comments made. MANAGER'S REPORTS ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT REPORTS POLICE REPORT Mr. Hamers presented a memorandum providing the scavenging statistics for October as follows: Location Calls for Service Cite /Arrest Area 1 2 1 Area 11 1 0 Area III 1 1 Area IV 0 0 TOTAL 4 2 • • • !�,lANI f. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING FEBRUARY 13, 2003 • PAGE 5 DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT Mr. Hamers presented the ordinance enforcement summary report for the five -week period beginning December 23, 2002 and ending January 26, 2003. Mr. Shef distributed approximately 40 courtesy flyers during this period. Director Worthington stated he was pleased Mr. Shef has not encountered a major problem with graffiti on the containers. CMSD STRATEGIC PLAN YEAR 2003 STRATEGIC PLANNING ACTION ITEMS Mr. Hamers reported the Year 2003 Strategic Planning session of February 1 was very successful and presented the Costa Mesa Sanitary District Strategic Plan 2003 for the Board's approval. The Board accepted the report. 0 FRANCHISING TRASH HAULING Mr. Hamers reported a letter was sent to the mayor of the City of Costa Mesa regarding franchising trash hauling. Mr. Puckett reported a Council Member presented a neighborhood program and suggested franchising as a possible funding source for the program. Staff was directed to research the cost for the suggested program as well as research a source of funding and report back to Council. Mr. Hamers will update the Board as more information becomes available. CMSD ADMINISTRATIVE OFFICE Mr. Hamers reported the Year 2003 Strategic Planning Action Items identified the need to consider relocating the District offices. A feasibility committee will investigate options and report to the Board. Mr. Hamers recommended President Schafer and Director Ferryman be selected as committee members to investigate relocation options. Vice President Woodside motioned to appoint President Schafer and Director Ferryman to the Institutional Issues Committee. President Schafer seconded. Motion carried 5 -0. S*SANI t, COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING FEBRUARY 13, 2003 PAGE 6 RECYCLING REPORTS WASTE DIVERSION REPORT - DECEMBER 2002 The Waste Diversion Report for January depicted a diversion rate of 50.05 percent. Director Ferryman motioned to receive and file the Waste Diversion Report. Director Perry seconded. Motion carried 5 -0. CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND DISPOSAL FOR DECEMBER 2002 PAYMENT FOR DECEMBER 2002 SERVICES Director Perry motioned to approve contract payment to CR Transfer for recycling services and disposal for the month of January 2003, in the amount of $173,917.71, subject to verification of the diversion report by Staff. Director Worthington seconded. Motion carried 5 -0. RECYCLING COMMITTEE - FEBRUARY 11, 2003— 9:30 A.M. DIRECTOR WORTHINGTON AND DIRECTOR SCHAFER TELEPHONE BOOK RECYCLING PROGRAM SCHEDULE OF AWARD PRESENTATIONS Ms. Revak reported three schools have not yet provided an availability schedule and she will fax the list to Directors to sign up for the remaining schools once the dates have been determined. Ms. Revak distributed the award checks to Directors to present at their assigned schools. CHRISTMAS TREE RECYCLING PROGRAM Director Worthington provided a final report for the 2002 Christmas Tree Recycling Program. The total for 2002 program is 94.12 tons. The tonnage has dropped since the program began in 1997. The committee speculated that the cost of live trees has discouraged residents from purchasing them. Reimbursement has been received from the City of Costa Mesa in the amount of $4,617.53. yASANIf,1�P ♦° c� COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING FEBRUARY 13, 2003 +PORAIE� PAGE 7 HOLIDAY CARD RECYCLING PROGRAM Mr. Fauth reported 807 pounds of cards have been collected in the 2002 Holiday Card Recycling Program and sent to St. Jude's Ranch for Children. Staff prepared a certificate to Susan Campbell acknowledging her contribution in packaging the cards to send to St. Jude's Ranch. President Schafer reported that St. Jude's Ranch accepts all types of greeting cards gathered throughout the year. E -WASTE Director Worthington reported a -waste is being looked at by the state as well as on the national level. Mr. Fauth reported Staff is preparing an overview report for the April 2003 Board meeting. Mr. Fauth reported he met with a Curbside Inc. representative to discuss options for e- waste. Mr. Fauth said Curbside determined holding an event to collect materials is very costly. They recommended a certificate program where the customer is given a certificate when purchasing a new television or computer. The certificate entitles them to have their old television or computer picked up at their home from Curbside at no cost to the consumer within a certain timeframe. Ms. Revak reported the Recycling Committee Meetings will be held at 9:00 a.m. instead of 9:30 a.m. from this point forward. ENGINEER'S REPORTS ANNEXATION NO. 252 — HOME RANCH, MAKING APPLICATION TO LAFCO Mr. Hamers reported the application has not been received from the applicant. WASTE DISCHARGE REQUIREMENTS — FOG STUDY 0 Mr. Hamers provided a general update for the Board. SRI COSTA MESA SANITARY DISTRICT s — MINUTES OF BOARD OF DIRECTORS REGULAR MEETING t '4ro.la�,'S FEBRUARY 13, 2003 PAGE 8 TREASURER'S REPORTS MILEAGE REIMBURSEMENT Mr. Puckett reported he was requested to review the current mileage reimbursement of 27.5 cents .per mile. The current Internal Revenue Code standard mileage rate to figure the deductible cost of operating a personal vehicle for business purposes is 36.0 cents per mile. Mr. Burns recommended that if the Board desires to modify the rate that an amendment to Operations Code Section 3.01.030 be prepared. Mr. Burns will work with Mr. Puckett to prepare the amendment. Director Worthington motioned to direct Mr. Burns to amend 3.01.030 to adjust the mileage reimbursement to link to the IRC rate, currently 36.0 cents per mile. Vice President Woodside seconded. Motion carried 5 -0. TWO PERCENT ASSESSMENT APPEALS CASE Mr. Puckett provided a synopsis of the two percent assessment appeals case (Robert Pool v Orange County) and the impact of the case on all affected governmental agencies in Orange County, including the District. INVESTMENT OVERSIGHT COMMITTEE ROSTER Mr. Puckett provided an Investment Oversight Committee roster as requested by Mr. Hamers at the January 9, 2003 Investment Oversight Committee Meeting. ATTORNEY'S REPORTS ORDINANCE NO. 41 — ENACTING GREASE CONTROL REGULATIONS Mr. Burns provided an update on Ordinance No. 41, Enacting Grease Control Regulations. Mr. Burns reported Mr. Hamers attended a meeting with City officials on January 17, 2003, to discuss the Ordinance. The Ordinance was revised to remove the potential requirement for a developer of a new building to record a covenant against the property requiring a grease control device to be installed at a later date if the use of the property changed to where grease control devices were necessary. • • • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING FEBRUARY 13, 2003 PAGE 9 Mr. Burns introduced Ordinance No. 41, AN ORDINANCE OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ENACTING GREASE CONTROL REGULATIONS. Secretary Ferryman motioned to adopt Ordinance No. 41, Enacting Grease Control Regulations. Director Perry seconded. Motion carried 5 -0. ORDINANCE NO. 42, REQUIRING CONTRACTORS TO POST BONDS Mr. Burns presented Ordinance No. 42, AN ORDINANCE OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT REQUIRING CONTRACTORS TO POST PERFORMANCE AND LABOR AND MATERIALS BOND. Secretary Ferryman motioned to adopt Ordinance No. 42, Requiring Contractors to Post Bonds. Director Perry seconded. Motion carried 5 -0. REVISED AGREEMENT WITH CR TRANSFER Mr. Burns presented the Agreement between the District and CR Transfer and outlined the revisions. The agreement was previously approved but brought back to show the format changes. Secretary Ferryman motioned to ratify the agreement with CR Transfer. Vice President Woodside seconded. Motion carried 5 -0. LOCAL MEETINGS ORANGE COUNTY SANITATION DISTRICT REGULAR MEETING - JANUARY 22, 2003 Directors Schafer and Perry attended the January 22, 2003, Orange County Sanitation District meeting. Secretary Ferryman reported the following: • Going forward with 38 million dollar contract with a firm to conduct an asset management program over the next 10 years. • Scott Baugh working with Kern County to sponsor a bill to set standards for biosolids • Chris Cox and Loretta Sanchez cosponsoring a letter to the congressional committee asking for additional 2 million dollars to comply with secondary treatment. SANITY ♦�'� �`a COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING ' ' OR , FEBRUARY 13, 2003 PAGE 10 SANTA ANA RIVER FLOOD PROTECTION AGENCY MEETING — JANUARY 23, 2003 Director Perry attended the Santa Ana River Flood Protection Agency meeting and reported the following: • Replacement of vacating executive committee members. Lou Bone from City of Tustin was recommended for appointment. • Don Martinson provided overview of organization • Status of Prado Dam Project INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC) ANNUAL MEETING — JANUARY 30, 2003 President Schafer attended the ISDOC meeting and reported the following: • Arlene Schafer voted as president of ISDOC for a 2 -year term. • Speaker Phil Anthony, newly elected President of OCCOG - Orange County Council of Governments • Chris Norby gave a presentation LOCAL AGENCY FORMATION COMMISSION (LAFCO) President Schafer attended the January 31, 2003, meeting and reported the following: • Adoption of Strategic Plan (President Schafer passed the document around for the Board's perusal) • Municipal Service Reviews (Mr. Harriers recommended Staff send a copy of code section requirements to Board members) • LAFCO Public Hearing • Report on Proposed Planning Area 8A Annexation to the City of Irvine (400 homes to be built on 77.6 acres) The project is an RHNA (Regional Housing Needs Assessment) WATER ADVISORY COMMITTEE OF ORANGE COUNTY (WACO) President Schafer did not attend the WACO meeting but provided the agenda for the Board's perusal. The program was "The Effects of Changing Demographics on Water Management" and Santa Ana Watershed Project Authority 'What's on Tap in 2003." • • • ♦° o� COSTA MESA SANITARY DISTRICT g MINUTES OF BOARD OF DIRECTORS REGULAR MEETING ,' *oORArt�` FEBRUARY 13, 2003 PAGE 11 ORANGE COUNTY COUNCIL OF GOVERNMENTS ( OCCOG) President Schafer attended the February 30, 2003 meeting and reported the following: • Phil Anthony elected President of OCCOG • Discussion on quorum and increasing attendance at meetings CHAMBER OF COMMERCE President Schafer attended the February 4, 2003 meeting and reported the following: • Update on budget • Legislation update on representatives • Recommended bills to go to Chamber Board • Spending Cap • Elections CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA) President Schafer will be attending the February 14, 2003 meeting in Sacramento and attending a legislation meeting on February 27, 2003 with Ralph Heim as speaker. OLD BUSINESS COSTAMAZING - CITY OF COSTA MESA 50 -YEAR ANNIVERSARY Mr. Harriers reviewed the potential packages for becoming a sponsor for CostAmazing. Mr. Hamers reported none of the packages offered an opportunity to educate the public about the District. Mr. Harriers spoke to Diana Leach from Mesa Water who reported they were considering sponsoring a 'Taste of Costa Mesa /Congratulations to the City" at Fairview Park. Mr. Harriers suggested the Board consider attending the Taste of Costa Mesa event to meet the people of the District. Secretary Ferryman suggested Staff continue to investigate opportunities for the District to participate in the event. �5AN1)•��, COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING FEBRUARY 13, 2003 PAGE 12 CSDA GOVERNANCE SERIES WORKSHOPS - RANCHO MIRAGE - JANUARY 16, 2003 Ms. Revak introduced a report prepared by President Schafer for the Board on the CSDA Governance Series Workshops. President Schafer, Director Worthington and Ms. Revak attended the workshops. Ms. Revak distributed a few of the District's videotapes at the workshop. NEW BUSINESS REGULAR MEETING TIME FOR MARCH, APRIL, AND MAY The regular Board meetings for March, April, and May will be moved to the following dates at noon: • March 12 - noon • April 9 - noon • May 7 — noon Director Ferryman motioned to reschedule the regular meetings of March, April, and May 2003 to occur at noon on March 12, April 9, and May 7, 2003. Vice President Woodside seconded. Motion carried 5 -0. Mr. Burns discovered he would have difficulty attending the May 7 meeting. May 14 was suggested as an alternate. Secretary Ferryman amended his motioned to move the May regular meeting to noon on May 14, 2003. Vice President Woodside seconded. Motion carried 5 -0. CSDA GOVERNANCE ACADEMY Ms. Revak introduced a pamphlet on the CSDA Special District Governance Academy courses. CSDA recommends the courses be taken in order. President Schafer and Director Ferryman indicated they would like to attend the series of classes. Discussion was held regarding the cancellation policy. Mr. Harriers indicated the item will be brought back to the March meeting for further discussion. • C� +��SANIfj�.O COSTA MESA SANITARY DISTRICT g �a MINUTES OF BOARD OF DIRECTORS REGULAR MEETING - •►fib *POeA�o`f- FEBRUARY 13, 2003 PAGE 13 COSTA MESA CHAMBER OF COMMERCE MEMBERSHIP INVESTMENT IN THE AMOUNT OF $380.00 FOR THE PERIOD 4/01/03 TO 4/01/04 , Director Perry motioned to approve payment of membership in the Costa Mesa Chamber of Commerce in the amount of $380.00. Vice President Woodside seconded. Motion carried as follows: Ayes: Schafer, Perry, Woodside, Worthington Abstain: Ferryman ORAL COMMUNICATIONS AND DIRECTOR COMMENTS Director Ferryman invited everyone to his company's open house on Thursday, 5:30 to 7:00 p.m. ADJOURNMENT At 7:55 p.m., President Schafer adjourned the meeting. • SECRETARY • PRESIDENT SAN17,�,�y' D � Costa Mesa Sanitary District ycO'�pORK1��`�w Memorandum To: District Board of Directors and StaffG From: Thomas Fauth, Assistant Manager Date: March 6, 2003 Re: Standardized Container Bar Replacement Status Update BACKGROUND: Roto Industries (Roto). is in the process of replacing the existing lift bars on all 45,000 District -owned standardized containers as a result of the failures noted in the field and tabletop discussions between District Staff and Roto management. • DISCUSSION: The daily standardized container rework results are included in attachment 1 for the period of February 10, 2003 through February 27, 2003. The monthly chart reflects the routes and numbers of containers repaired in -place at the customers' residences. The total for the 14 -day period is 13,401 containers refitted with the new bars for an average of 957 containers /day. This period covers a severe rain timeframe and customer confusion over a perceived Presidents Day holiday, which is not a holiday for Costa Mesa Disposal collections. This rate of 957 containers /day will probably adjust to around 1000+ containers /day resulting in Roto completing the project in approximately 45 working days — the estimated completion date would be approximately April 11 -18, 2003, allowing for completion of missed containers. The existing lift bars were actually hollow aluminum tubes, subject to deformation from maladjusted truck lifting mechanisms. The new bars are actually thicker steel 5/8" pipes believed to be capable of withstanding much greater stresses. Since the replacement tubes were not subjected to any testing, Roto and District staff will monitor performance over the next year at specific addresses. Roto continues to honor their warranty for these replacements and is performing the work at Roto's expense. The second attachment is the first monthly record documenting the process of testing and adjusting the truck lift mechanism, which is reported to be a primary cause of the bending of the original lift bars in addition to the use of the thin - walled aluminum lift tubes. The testing is conducted twice monthly on each truck and will continue as such for approximately six months after which the testing and adjustment process will be reduced to once per month when the new bars are proven to not deform under this process. Standardized Container Bar Replacement Status Update March 6, 2003 Page 2 Manufacturer recommendations for testing and adjustment have been stated as once per month, which previously was not conducted, contributing significantly to deforming the lift bars. SUMMARY: Roto is honoring their warranty to replace all 45,000 standardized container lift bars on District owned containers at their expense. The hauler truck lifting mechanism testing and adjustment process is in place and appropriate records are maintained now to document the process, which should have been in place at the onset. RECOMMENDATION: District Staff will continue to update the status to the District Board over the next six months. 2 Atchs, 1. Roto Rework Calendar Statistics 2. CMD Lift Mechanism Test Documentation • n U • N Q_ E tL m V � m 1 I+'1 9 (V N v LL m m m w NT G) z C LL i r U! c L C � f N_ O 0. N nc N Q1 R �.l N u i 0 LL A *'QUESTBD !%HNnAY MMMAY • UhHHUARY ZUU; TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY I i 2 3 S 8 d 10 1t 12 13 14 15 /D - -5-10 ® ►D sty f — 7 p, 3q J tem - 3&!i Via- 39 % 17 1t T z 8sS T = P3? -- tt5ka 16 1T iB 19 20 29 22 /3- 72 2 0 11.3 - loot 6111 13 - 9dtg - I J 25 -- X23 24 26 - � - 3'-1►4 ��{ - ca �Z �'�..�_ 7� q �!!�{ _ sew �I� '`r FROM : Costa Mesa Disposal, Inc • FRX NO. : 949 646 0990 Feb. 28 2003 11:41PM P1 Costa Mesa Disposal, Inc. Lifting Mechanism Adjustment Report Report for the month of FEBRUARY , 2003 I personally witnessed a test of the lifting mechanism on the trucks shown below. The lifting mechanism was in proper adjustment as recommended by the manufacturer. signature Printed Name RATION RA.NGEL , Date 2/28/03 • When complete, please fax this form to the Costa Mesa Sanitary District at (714) 432 -1436. For questions, please call (714) 754 -5043. Truck No. Vehicle ID. 1 101 4V2HCFAD8LN627208 2 103 4V2HCFADXLN627209 • 3 108 4V2HCFHD4NU511681 4 110 4V2HCFHD8PN665890 5 111 4V2HCFHD7RN668640 6 113 4V2HCFH06RN683050 7 116 4V5HCFHD4TR717800 g 124 4V2HC6HE22N330867 g 125 4V2HCSHE72N331366 10 127 4V2HC6HE32N333079 11 128 4V2HC6HE12N333078 12 129 4V2HC6HEX2N333080 signature Printed Name RATION RA.NGEL , Date 2/28/03 • When complete, please fax this form to the Costa Mesa Sanitary District at (714) 432 -1436. For questions, please call (714) 754 -5043.