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Minutes - Board - 2005-11-16 Alar COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 16, 2005 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on November 16, 2005, at 12:00 p.m. at 628 W. 19th Street, Costa Mesa. President Ferryman called the meeting to order at 12:00 p.m. PLEDGE OF ALLEGIANCE Director Perry led the Pledge of Allegiance INVOCATION Director Ferryman gave the invocation. ROLL CALL DIRECTORS PRESENT: James Ferryman, Greg Woodside, Art Perry, Arlene Schafer, Dan Worthington DIRECTORS ABSENT: None STAFF PRESENT: Robin B. Hamers, Manager/District Engineer; Alan Burns, Legal Counsel; Tom Fauth, Assistant Manager; Joan Revak, Board Secretary/Program Manager/Clerk of the District; Wendy Davis, Treasurer; Sherry Kallab, Accountant; Denise Gilbert, Permit Processing Specialist OTHERS PRESENT: None C t -�. s z -*.�++v 2-h -, _-.,:A,--+tt�:w�� <-�,.in .,_ Ku ,.i«M✓e:;ir 3n,.�«.�2ats=-.w-,.-,. �_:,,t ,'�«+,: � --+,=u'.eti+w.zKr°+±�<b&.a�. z...r,.ad. a�..,.:.sz s �..,- ,. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 16, 2005 PAGE 2 CONSENT CALENDAR Ms. Davis reported the memorandum in the Board packet dated November 1, 2005 - Carryover Requests FY 2005-06 was revised in a memorandum dated November 14, 2005. The revised Carryover Request was provided as a handout at the meeting. Director Schafer motioned to approve the Consent Calendar as presented, with the Revised Carryover Request. Director Worthington seconded. Motion carried 4-0. REPORTS MINUTE APPROVAL Minutes of Recycling The Minutes of the Recycling Committee Meeting Committee Meeting — of October 10, 2005, were approved as distributed. October 10, 2005 Minutes of Regular The Minutes of the Regular Meeting of October 12, Meeting, 2005, were approved as distributed. October 12, 2005 MANAGER'S REPORTS Refunds There were no refunds for the month of October 2005. Occupancy Report and The Trash Occupancy Count documented an Payment of $194,735.35 increase of 9 units for the occupancy report for to Costa Mesa Disposal — solid waste collection as of November 1, 2005. November 2005 Therefore, the total for November is 21,270. Board directed Staff to prepare a warrant for $194,735.35 to Costa Mesa Disposal on December 1, 2005, for November 2005 collection count of 21,270. Monthly Spill Report to The Monthly Spill Report to the Regional Water Regional Water Quality Quality Control Board (RWQCB) for October 2005 Control Board (RWQCB) was accepted as submitted. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 16, 2005 PAGES ENGINEER'S REPORTS Project Status Report The Project Status Report dated November 2005 was accepted as submitted. Safety Loss Control The Safety Loss Control Meeting Minutes of Meeting Minutes —October October 18, 2005, were accepted as submitted. 18, 2005 TREASURER'S REPORTS Financial Report as of The Financial Report as of September 30, 2005 September 30, 2005 was accepted as submitted. Treasurer's Report as of The Treasurer's Report as of October 31 was October 31, 2005 accepted as submitted. Warrant 2006-5 for Warrant Resolution #CMSD 2006-5 was approved, October 2005 in the authorizing the President and Secretary to sign the amount of $1,030,333.83 warrant ratifying the payment of certain claims and demands, and specifying the funds out of which the same were paid in the amount of $1,030,333.83. Directors Expenses for the Director Compensation and Expense Month of October 2005 Reimbursement for the Month of October 2005 were approved and ratified as follows: Director Ferryman: $340.00 Director Perry: $510.00 Director Schafer: $1,020.00 + 41.25 Director Woodside: $510.00 Director Worthington: $1 ,020.00 Carryover Request FY- The Carryover Request FY 2005-06 showing 2005-06 $5,058,877 Total CIP Carryover Budget Request and $310,591 Total Revenue Carryover Budget Request was approved as submitted. END OF CONSENT CALENDAR C COSTA MESA SANITARY DISTRICT TS MINUTES OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 16,2005 CPAGE 4 WRITTEN COMMUNICATIONS Ms. Revak reported receiving written communication from Mr. Arthur T. Leahy, Chief Executive Officer, OCTA, requesting participation in a Measure M presentation. Discussion was held. Staff will investigate the details of the program and report back to the Board. Director Woodside arrived- 12:06 p.m. PUBLIC COMMENTS There was no public in attendance, no public comments made. MANAGER'S REPORTS CFIELD MAINTENANCE SERVICES Mr. Hamers provided an update on implementation. Staff is holding regular meetings to prepare for Option A, as discussed at the October meeting — hiring a supervisor, contracting out sewer maintenance cleaning and pump station maintenance. Mr. Hamers reported he is waiting to hear back from Mesa Consolidated Water District on leasing temporary yard space. CLOSED SESSION TO CONSIDER EMPLOYMENT OF MAINTENANCE SUPERVISOR PURSUANT TO GOVERNMENT CODE SECTION 54957 The Board went into closed session at 12:10 p.m. The Board reconvened to Regular Session at 12:50 p.m. with no reportable action. 0 COSTA MESA SANITARY DISTRICT Vd 44 MINUTES OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 16,2005 0 PAGE 5 CMSD STRATEGIC PLAN YEAR 2005 STRATEGIC PLANNING ACTION ITEMS NEW DISTRICT HEADQUARTERS BUILDING AND GROUNDS AD HOC COMMITTEE UPDATE ON IMPROVEMENTS Mr. Fauth reported the flag pole has been installed and final inspection requested, the doors are in and scheduled to be installed on November 22, 2005, and the vendor for the roof has been contacted but has not made an inspection to provide an estimate. RESPONSE FROM CR&R ON TRASH COLLECTION RATES Mr. Hamers reported meeting with representatives from CR&R to Cdiscuss trash collection rates. Mr. Hamers presented a memo dated October 18, 2005, from David Ronnenberg and Dan Oiling stating they would provide an official response letter no later than November 1, 2005. Mr. Hamers recommended having a special meeting with CR&R to discuss the issue with the Board. Mr. Hamers stated he would contact Mr. Ronnenberg again requesting a response, RECYCLING REPORTS WASTE DIVERSION REPORT-OCTOBER 2005 Ms. Revak presented the Waste Diversion Reports for October 2005 showing a 50.90% diversion rate. Director Perry motioned to receive and file the report. Director Schafer seconded. Motion carried 5-0. 0 COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 16, 2005 CPAGE 6 CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND DISPOSAL PAYMENT FOR OCTOBER 2005 SERVICES Director Perry motioned to ratify contract payment to CR Transfer for recycling services and disposal for the month of October 2005 in the amount of $180,149.97. Director Schafer seconded. Motion carried 5- 0. STANDARDIZED TRASH CONTAINER PROGRAM REPORTS Mr. Fauth reported the District is out of 90-gallon containers and requested the Board approve purchasing additional containers. Ms. Davis requested additional information before placing a large order and obtaining a budget adjustment. Discussion was held. Board provided direction to Mr. Fauth to order 100 additional 90-gallon containers. Mr. Fauth will attempt to revise a previous 60-gallon order to Roto Industries to 90-gallon containers. Mr. Fauth will provide a revised Standardized Container Distribution List for future meetings. Mr. Fauth presented the Ordinance Enforcement Summary Report highlighting the monitoring by Mr. Shef on Placentia Avenue. Mr. Fauth presented a CR Transfer Tonnage Comparison chart and provided a review. The increase in tonnage is a factor causing the increase in trash containers. Director Worthington suggested a population factor be included in the tonnage comparison chart. JOINT MEETING WITH MIDWAY CITY SANITARY DISTRICT(MCD)AT CMSD HEADQUARTERS Ms. Revak reported she contacted Midway City but has not been given a meeting date. • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING V NOVEMBER 16,2005 0 PAGE7 Director Schafer suggested Ms. Revak contact Bill Nakasone, General Manager, to receive a response regarding a joint meeting. RECYCLING COMMITTEE-MONDAY, NOVEMBER 14, 2005- 12:00 P.M., CMSD BOARDROOM, 628 W. 19TH STREET, COSTA MESA, DIRECTORS WOODSIDE AND PERRY RECYCLING COMMITTEE GOALS FOR 2005/2006 Director Woodside provided a brief update on current programs. 2005 SCHOOL TELEPHONE BOOK RECYCLING PROGRAM Director Woodside reported the Telephone Book Recycling Program will begin on November 14 and run through December 16, 2005. Director Woodside recommended raising the award presented to the top schools by using the money allocated to the two schools who are not ® participating. UNIVERSAL WASTE-REQUIREMENTS EFFECTIVE FEBRUARY 9, 2006 Director Woodside reported the Committee will invite Donna Theriault from the City of Costa Mesa to discuss the City's handling of Universal Waste. The Committee would like the Board to request a letter from CR&R as to how they comply with hazardous materials recycling requirements. Mr. Hamers will prepare the letter on behalf of the Board President. ENGINEER'S REPORTS WASTE DISCHARGE REQUIREMENTS-(WDR) GENERAL UPDATE Mr. Hamers provided a brief update on the Steering Committee, the General Committee, and the State WDR. Mr. Burns reported receiving a response from CASA stating they are working on the matrix and will provide it to the District as soon as it is completed. COSTA MESA SANITARY DISTRICT . MINUTES OF BOARD OF DIRECTORS REGULAR MEETING rd NOVEMBER 16,2005 PAGE 8 PROJECT No. 174-GREASE CONTROL PROGRAM DEVELOPMENT Mr. Hamers reported the Grease Control Program is working well. Mr. Fauth reported 51% of establishments have returned permits. DEVELOPMENT AGREEMENT AT 1901 NEWPORT BLVD. - EXCESS SEWER FLOWS Mr. Hamers reported the agreement will be signed as soon as the developer is ready to connect to the sewer. TRACT No. 16600, NORTHERLY CORNER ORANGE AVENUE AND 23RD STREET Mr. Hamers presented the sewer easement, Tract No. 16600, Northerly Corner Orange Avenue and 23rd Street, for acceptance. Director Schafer motioned to approve acceptance of sewer easement for Tract No. 16600, Northerly Corner Orange Avenue and 23rd Street. Director Woodside seconded. Motion carried 5-0. VACATION OF CMSD SEWER EASEMENT AT 330 W. BAY STREET & 2075 NEWPORT BOULEVARD Mr. Hamers presented a report on the sewer easement at 330 W. Bay Street and 2075 Newport Boulevard, recommending vacation in concept pending appropriate requirements and documents. The developer of 330 W. Bay Street has represented that both the owner of 330 W. Bay Street and Public Storage at 2075 Newport Boulevard request vacation of the District's sewer easements and agrees to the District's construction requirements for the vacation. Director Perry motioned to accept the vacation of CMSD Sewer Easement at 330 W. Bay Street & 2075 Newport Boulevard in concept. Director Woodside seconded. Motion carried 5-0. TREASURER'S REPORTS RESOLUTION No. 2005-717 — PAYING & REPORTING THE VALUE OF EMPLOYER PAID MEMBER CONTRIBUTIONS Ms. Davis presented Resolution No. 200-717 — Paying & Reporting the Value of Employer Paid Member Contributions. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 16, 2005 CPAGE 9 Director Perry motioned to adopt Resolution No. 2005-717 - Paying & Reporting the Value of Employer Paid Member Contributions. Director Woodside seconded. Motion carried 5-0. ATTORNEY'S REPORT COSTA MESA DISPOSAL AND CR TRANSFER CONSOLIDATED AGREEMENT Mr. Burns provided a copy of an additional letter dated November 10, 2005, to David Ronnenberg, CR&R, requesting a response on the consolidated agreement. RESOLUTION No. 2005-716— IN SUPPORT OF "No TIME TO WASTE: A BLUEPRINT FOR CALIFORNIA WATER" Mr. Burns presented Resolution No. 2005-716 — In Support of "No Time to Waste: A Blueprint for California Water." Director Schafer motioned to adopt Resolution No. 2005-716. Director Woodside seconded. Motion carried 5-0. AB 1234—THE NEW"LOCAL GOVERNMENT SUNSHINE LAW" Mr. Burns presented a memorandum on AB 1234. TRC AGREEMENT-WEBSITE UPDATE Mr. Burns presented a standard professional services agreement for the Board's consideration. Mr. Fauth reported the contract will modify the website to enable Staff to modify specific items on the website. Director Schafer motioned to approve contract to Technology Resource Center for website modifications and to appropriate funds in the amount of $3,870.00. Director Perry seconded. Motion carried 5-0. C COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING r d NOVEMBER 16,2005 cPAGE 10 LOCAL MEETINGS (INCLUDES REPORTS BY ALL DIRECTORS REPRESENTING THE DISTRICT) ORANGE COUNTY SANITATION DISTRICT(OCSD) REGULAR MEETING-NOVEMBER 16, 2005(PRESIDENT FERRYMAN) Director Ferryman reported the following: • Jim Ruth hired as interim general manager SANTA ANA RIVER FLOOD PROTECTION AGENCY EXECUTIVE COMMITTEE MEETING - NOVEMBER 9, 2005 (PRESIDENT FERRYMAN/DIRECTOR PERRY) 0 Directors Perry and Ferryman attended the meeting and reported the following: • Prado Dam Project - 40 properties have been acquired with 140 additional properties scheduled to be acquired. • Green River Golf Course in the process of being purchased. INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY(ISDOC) QUARTERLY MEETING-FRIDAY OCTOBER 28,2005 Director Schafer attended the Quarterly Meeting and reported they discussed the following: • Election • Governor's staff member present LOCAL AGENCY FORMATION COMMISSION (LAFCO) Director Schafer attended the October 12 LAFCO meeting and reported they discussed the following: C • MSRs — 60% by the end of the year • Three water districts to merge with Irvine Ranch Water District • Leadership Conference - January 13-15, 2006, in Arrowhead COSTA MESA SANITARY DISTRICT Te) MINUTES OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 16, 2005 0 PAGE 11 CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA) Director Schafer reported she participated in multiple conference calls, and reported there is an upcoming Strategic Planning Conference. CALIFORNIA ASSOCIATION OF SANITATION AGENCIES(CASA) 2006 CASA MID-YEAR CONFERENCE IN INDIAN WELLS JANUARY 18-21, 2006 President Ferryman reported there is a Mid-Year Conference scheduled for January 18 through January 21, 2006 in Indian Wells. All interested Board members will contact Ms. Revak to make arrangements before December 17, 2005. MEETINGS OF: COSTA MESA CITY COUNCIL, OCCOG, WACO, CHAMBER OF COMMERCE CHAMBER OF COMMERCE 0 Director Schafer reported the Chamber of Commerce held a luncheon instead of a meeting. OCCOG Director Schafer attended a closed session of OCCOG as an alternate for Phil Anthony. OLD BUSINESS There was no old business discussed. NEW BUSINESS COSTA MESA HISTORICAL SOCIETY Director Worthington motioned to approve membership in the Costa Mesa Historical Society in the amount of $150. Director Schafer seconded. Motion carried 5-0. C ORAL COMMUNICATIONS AND DIRECTOR COMMENTS Discussion was held regarding scheduling a holiday celebration. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING NOVEMBER 16,2005 PAGE 12 ADJOURNMENT At 1:51 p.m., President Ferryman adjourned the meeting. P""5Th '4/.- 1 - .1 SECRETARY PRESIDEN • C C