Minutes - Board - 2005-07-11 COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
JULY 11 , 2005
The Board of Directors of the Costa Mesa
CALL TO ORDER Sanitary District met in regular session on
July 11, 2005, at 6:00 p.m. at 628 W. 19th
Street, Costa Mesa.
President Ferryman called the meeting to
order at 6:00 p.m.
PLEDGE OF ALLEGIANCE Director Perry led the Pledge of
Allegiance
INVOCATION Director Woodside 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; Debbie Bjornson,
Permit Processing Specialist; Ron Shef,
District Ordinance Enforcement Officer
OTHERS PRESENT: None
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COSTA MESA SANITARY DISTRICT
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COSTA MESA DISPOSAL CPI ADJUSTMENT
Ms. Davis presented the Costa Mesa Disposal CPI Adjustment as follows:
2004-05 Trash rate per occupancy $8.8887
2005-06 Rate increase based on May to May CPI not to exceed 3% .2667
2005-06 Trash rate per occupancy effective 7/1/05 $9.1554
The estimated total contract cost is $2,334,617. The estimate is based upon the new
per occupancy rate of $9.16 and the projected increase in the number of occupants to
21,250.
Director Woodside motioned to approve the CPI Adjustment for Costa Mesa Disposal
of .2667 to $9.1554. Director Perry seconded. Motion carried 5-0.
CR TRANSFER CPI ADJUSTMENT
Ms. Davis presented the CR Transfer, Inc. CPI Adjustment of the May to May CPI not
to exceed 3% as follows:
Increase/(Decrease) Increase/(Decrease)
2005-06 2004-05 Amount Percent
Basic Rate $41.22 $40.02 $1.20 3.00%
Landfill $11.00 $11.00 $0.00 0.00%
Fee
Transfer $52.22 $51.02 $1 .20 3.00%
Rate
The estimated total contract cost is $2,219,863.99 based upon this new rate and the
revised tonnage estimates for FY 2005-06.
Director Perry motioned to approve the CPI Adjustment for CR Transfer of $1.20 (3%)
to $41.22. Director Schafer seconded. Motion carried 5-0.
CONSENT CALENDAR
Director Schafer motioned to approve the Consent Calendar as presented. Director
Perry seconded. Motion carried 5-0.
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MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
JULY 11, 2005
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REPORTS
MINUTE APPROVAL
Minutes of Recycling The Minutes of the Recycling Committee Meeting
Committee Meeting, of June 3, 2005, were approved as distributed.
June 3, 2005
Investment Oversight The Minutes of the Investment Oversight
Committee Meeting Committee Meeting of June 9, 2005, were
June 9, 2005 approved as distributed.
Minutes of Regular The Minutes of the Regular Meeting of June 9,
Meeting, 2005, were approved as distributed.
June 9, 2005
MANAGER'S REPORTS
Refunds In accordance with Resolution No. 96-584, adopted
ID by the Costa Mesa Sanitary District on April 17,
1996, the following refunds were granted
subsequent to receiving evidence of outside trash
service and a signed statement from the
applicants:
Approved payment of Applicant: Mr. John E. Aschieris
$496.46 to Parcel Address: 1925 Wallace
Mr. John E. Aschieris Assessor's Parcel No. 422-271-17
Trash refund: $451.72
Sewer refund: $44.74
Total refund: $496.46
Tax years: 2004/2005
Parcel is parking lot. There are no buildings or
sewers on this property.
Approved payment of Applicant: Mr. Bill Kuffler
$25.00 to Parcel Address: 951 Post Road
Mr. Bill Kuffler Assessor's Parcel No. 141-231-28
Cancelled order for additional container
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Approved payment of Applicant: Mr. Ali Sedghi
$2,437.50 to Parcel Address: 134 E. Wilson (Units A & B)
Mr. Ali Sedghi Assessor's Parcel No. 422-272-11
OCSD fees: $2,340.00
Fixture fees: 97.50
Total Refund: $2,437.50
OCSD and fixture fees collected for construction of
new SFD. Owner later brought in verification of
previous SFD for this site and requested credit.
Occupancy Report and The Trash Occupancy Count documented an
Payment of $188,938.21 increase of 3 units for the occupancy report for
to Costa Mesa Disposal — solid waste collection as of July 1, 2005.
June 2005 Therefore, the total for July is 21,256.
Board directed Staff to prepare a warrant for
$188,938.21 to Costa Mesa Disposal on August 1,
2005, for July 2005 collection count of 21,256.
Monthly Spill Report to The Monthly Spill Report to the Regional Water
Regional Water Quality Quality Control Board (RWQCB) for June 2005 was
Control Board (RWQCB) accepted as submitted.
ENGINEER'S REPORTS
Project Status Report The Project Status Report dated July 2005 was
accepted as submitted.
TREASURER'S REPORTS
Financial Report as of The Financial Report as of May 31, 2005 was
May 31, 2005 accepted as submitted.
Treasurer's Reports as of The Treasurer's Reports as of June 30, 2005 was
June 30, 2005 accepted as submitted.
Warrant 2006-1 for July Warrant Resolution #CMSD 2006-1 was approved,
2005 in the amount of authorizing the President and Secretary to sign the
$522.322.17 warrant ratifying the payment of certain claims and
specifying the funds out of which the same were
paid in the amount of $522.322.17.
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
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Directors Expenses for the Director Compensation and Expense
Month of June 2005 Reimbursement for the Month of June 2005 were
approved and ratified as follows:
Director Ferryman: $510.00
Director Perry: $510.00
Director Schafer: $1,086.95
Director Woodside: $510.00
Director Worthington: $680.00
END OF CONSENT CALENDAR
WRITTEN COMMUNICATIONS
Ms. Revak reported receiving a written communication dated June 27, 2005, from
Senator Campbell to Mr. Alan Burns regarding the District's opposition to SB 926-
Florez-Sewage Sludge Management.
PUBLIC COMMENTS
There was no public in attendance, no public comments made.
MANAGER'S REPORTS
STANDARDIZED TRASH CONTAINER PROGRAM REPORTS
Mr. Shef provided a monthly report for the month of June 2005. Approximately
20 courtesy flyers were distributed to residents and nine containers sprayed to
cover graffiti markings.
Director Worthington inquired about a report of burned containers. Mr. Shef
provided a brief report on the fire damage. Director Worthington suggested
having the resident submit a claim for the containers to their insurance
company.
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Mr. Fauth provided an update regarding Director Worthington's report of items
noted during a ride-along.
• Trucks have been numbered
• Green containers have been replaced with Costa Mesa Sanitary District
containers
• Damaged containers being replaced
CMSD STRATEGIC PLAN
YEAR 2005 STRATEGIC PLANNING ACTION ITEMS
Mr. Hamers reported an updated Strategic Plan Action Items list was included in
the Board packet.
Mr. Fauth reported he and Ms. Bjornson have been working with the
Springbrook software and corrected a few data collection processes.
Mr. Fauth reported he authorized Springbrook to modify the software to perform
a global update for purposed of rate modification.
NEW DISTRICT HEADQUARTERS
BUILDING AND GROUNDS AD HOC COMMITTEE
Mr. Hamers requested the Building and Grounds Ad Hoc Committee set an
additional meeting to review the landscape plan and placement of flag pole.
The Building and Grounds Ad Hoc Committee set a meeting of 10:00 a.m.
on Monday, July 18, 2005.
Mr. Fauth provided the landscape plan for the Board's review.
VISIT FROM HOME GARDENS SANITARY DISTRICT
Mr. Burns presented a thank you note from Ms. Janey Gress, Home
Gardens Sanitary District. Ms. Gress had expressed interest in touring the
Costa Mesa Sanitary District to garner ideas for the remodel of their own
facility. Mr. Fauth provided a tour of the facility along with a contact
information list.
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RESPONSE FROM CR&R ON TRASH COLLECTION RATES
Mr. Burns reported leaving a telephone message for Mr. Ronnenberg of
CR&R requesting his response to the District regarding trash collection
rates.
RECYCLING REPORTS
WASTE DIVERSION REPORT-JUNE 2005
Ms. Revak presented the Waste Diversion Reports for June 2005 showing a
50.93% diversion rate.
CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND DISPOSAL
PAYMENT FOR MAY 2005 SERVICES
Director Schafer motioned to ratify contract payment in the amount of
$189,845.43 to CR Transfer for recycling services and disposal for the month
of May 2005. Director Perry seconded. Motion carried 5-0.
PAYMENT FOR JUNE 2005 SERVICES
Ms. Revak reported the contract payment for June is still being reconciled.
Director Perry motioned to ratify contract payment CR Transfer for recycling
services and disposal for the month of June 2005, subject to verification by
Staff. Director Woodside seconded. Motion carried 5-0.
Director Worthington requested a comparison of tonnage increase percentage
by route.
Mr. Fauth reported tracking by route of previous weight tickets would be very
labor intensive. CR&R has begun tracking tonnage by route and the
information will become available in the near future.
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JOINT MEETING WITH MIDWAY CITY SANITARY DISTRICT(MCSD)AT CMSD
HEADQUARTERS
Ms. Revak reported receiving communication from Midway City stating the
suggested dates provided by CMSD would not work for them. Midway City
provided a list of possible dates for the District to consider. Two meeting dates
were determined acceptable to the Board: First choice of November 17, 2005 at
6:00 p.m. and a backup date of October 20, 2005 6:00 p.m.
Directors with items for the agenda will contact Mr. Hamers.
Director Schafer requested the September Regular CMSD meeting date be
changed to Wednesday, September 14, 2005 at 6:00 p.m., which the Board so
directed.
RECYCLING COMMITTEE-FRIDAY,JULY 11,2005- 12:00 P.M., CMSD BOARDROOM,
628 W. 19T"STREET, COSTA MESA, DIRECTORS WOODSIDE AND FERRYMAN
The Recycling Committee meeting was postponed to later in the month.
RECYCLING COMMITTEE GOALS FOR 2005/2006
TOUR OF CR TRANSFER AND OC LANDFILL
Mr. Fauth reported two tours are scheduled for CR Transfer and the OC
Landfill.
Discussion was held regarding insurance coverage for transportation of
visitors on the tours.
Director Worthington suggested providing snacks and drinks for the
participants.
NON-PROFIT GROUP RECYCLING PROJECTS
Nothing reported due to postponement of Recycling Committee meeting.
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LARGE ITEM COLLECTION 2005
Ms. Revak reported the Large Item Collection program began June 13, 2005
and will run until August 26, 2005. As of July 1, 2005, 120.25 tons were
landfilled at a total cost of $2,645.28. Recyclable White Goods collected
during this period totaled 38.27 tons, for a credit of $4,170.67 amounting to a
net credit to date of $1,525.39.
A check from Costa Mesa Disposal for $3,766.27 was received for White
Goods for the 2004 program.
COOPERATIVE DISTRICT/CITY OF COSTA MESA HHW ADVERTISEMENT
Nothing reported due to postponement of Recycling Committee meeting.
ENGINEER'S REPORTS
WASTE DISCHARGE REQUIREMENTS-(WDR)
GENERAL UPDATE
Mr. Burns reported the WDR General Group Committee has voted to have the
WDR Attorney Group re-form to monitor Coastkeeper v. Garden Grove
Sanitary District. Mr. Burns provided a brief report to the Board regarding the
Committee's intended actions.
Mr. Hamers reported the last of the three deliverables will be sent to the Water
Quality Control Board next week.
GREASE CONTROL PROGRAM DEVELOPMENT PROJECT No. 174
PROGRAM IMPLEMENTATION EEC
Mr. Hamers reported the program is coming along well.
USE OF OCHCA INSPECTORS
Mr. Hamers reported the agreement with OCHCA is still being finalized.
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CONSIDERATION OF CHARGES TO FOOD SERVICE ESTABLISHMENTS
Mr. Hamers reported final charge amounts will be determined at the August
meeting.
PROPOSED DEVELOPMENT AT 1901 NEWPORT BOULEVARD, EXCESS SEWER
FLOWS
Mr. Hamers had no update to report to the Board.
PROJECT #175 - OCSD COOPERATIVE PROJECTS GRANT - TELEVISING OF
CMSD SEWER LINES
Mr. Hamers provided a report on the OCSD Cooperative Projects Grant —
Televising CMSD Sewer Lines. Mr. Hamers reported the District piggybacked
on the recent City of Fullerton RFP, then negotiated directly with National
Plant Services, Inc. for a favorable price. Mr. Hamers reported that according
to a legal opinion from the CMSD General Counsel, cleaning, televising and
other maintenance and investigative work need not be bid. Mr. Hamers
recommended the contract be awarded to National Plant Services.
Director Perry motioned to approve and execute the agreement subject to Mr.
Burns' review and approval of the agreement. Director Schafer seconded.
Motion carried 5-0.
2004-2005 AND 2005-2006 CAPITAL IMPROVEMENT PROGRAM
Mr. Hamers provided an outline of the 2004-2005 and 2005-2006 Capital
Improvement Program.
Mr. Hamers requested the Board approve the appropriations of the projects
subject to the Board approval of the independent engineer's review.
Director Perry motioned to approve the 2004-2005 Capital Improvement
Budget subject to the approval of the independent engineer's review. Director
Schafer seconded. Motion carried 5-0.
Director Perry motioned to approve the 2005-2006 Capital Improvement
Budget subject to the approval of the independent engineer's review. Director
Schafer seconded. Motion carried 5-0.
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COMPENSATION ADJUSTMENT FOR MANAGER/DISTRICT ENGINEER
The Board recommended a compensation increase for Manager/District Engineer
in two categories as follows:
Current Rate Proposed Rate
Management $80/hr $82.40/hr
Engineering $80/hr $80/hr
Draftsman $60/hr $60/hr
Inspector $55/hr $55/hr
Retainer $1,300/mo $1,339/mo.
2-man survey crew $185/hr $185.hr
Director Woodside motioned to approve the compensation adjustment for
Management to $82.40 per hour and the retainer to $1,339 per month. Director
Perry seconded. Motion carried 5-0.
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TREASURER'S REPORTS
RESOLUTION No. 2005-710—2005-2006 STATEMENT OF INVESTMENT POLICY
Ms. Davis presented Resolution No. 2005-710 A RESOLUTION OF THE BOARD
OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT, ADOPTING THE
2005-2006 STATEMENT OF INVESTMENT POLICY, AND AUTHORIZING THE
TREASURER TO INVEST AND REINVEST IDLE MONIES OF THE COSTA
MESA SANITARY DISTRICT IN ACCORDANCE WITH THE 2005-2006
STATEMENT OF INVESTMENT POLICY, AND AUTHORIZING THE SAID
TREASURER TO DELEGATE TO A DEPUTY THE CARRYING OUT OF ANY
SUCH TASKS.
Director Schafer motioned to adopt Resolution No. 2005-710 — 2005-2006
Statement of Investment Policy. Director Woodside seconded. Motion carried 5-0.
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CMSD AUDITED FINANCIAL REPORT FOR FISCAL YEAR ENDED 2003-04
Ms. Davis provided a copy of the CMSD Audited Financial Report for Fiscal Year
Ended 2003-04 to the Board. The District received a clean audit opinion and no
management letter comments.
Director Schafer motioned to accept the report. Director Woodside seconded.
Motion carried 5-0.
PROPERTY TAX SHIFT
Ms. Davis provided a report on the Property Tax Shift. Ms. Davis stated the
District had a larger reallocation of funds from the Property Tax than originally
anticipated. Ms. Davis reported she will anticipate the same percentage for the
2005-06 fiscal year.
ATTORNEY'S REPORTS
CITY/DISTRICT OPERATING AGREEMENT
Mr. Hamers reported meeting as directed by the Board with Mr. Fauth and Costa
Mesa City Manager Allan Roeder.
Mr. Hamers provided a brief update on that meeting, reporting Mr. Roeder
expressed that he was ready to approve the agreement upon consensus of the
indemnification issue.
Discussion was held.
Board directed Staff to prepare a memo to SDRMA in addition to a telephone
conversation regarding acceptable terms of liability.
COSTA MESA DISPOSAL AND CR TRANSFER CONSOLIDATED AGREEMENT
Mr. Burns reported he has not yet received a response from CR Transfer.
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PREVAILING WAGE RULING
Mr. Burns presented a report on the new ruling of the Director of the Department of
Industrial Relations establishing that street sweeper work is not subject to the
prevailing wage laws. Mr. Burns reported this may impact the District with regard
to sewer cleaning.
LOCAL MEETINGS
ORANGE COUNTY SANITATION DISTRICT(OCSD)
REGULAR MEETING-JUNE 22, 2005 (DIRECTOR FERRYMAN)
Director Ferryman attended the OCSD meeting and reported the following:
• Steve Anderson elected Chairman
• Director Ferryman elected Vice Chairman
® • RFQ for legal services
SANTA ANA RIVER FLOOD PROTECTION AGENCY
FULL AGENCY MEETING-JUNE 23, 2005(DIRECTOR PERRY)
Director Perry was unable to attend the meeting. Director Ferryman attended
the meeting and reported the following:
• $42 million for Prado Dam
• Jerry Lewis recommending funds to repair Seven Oaks
• Directors Perry and Ferryman reelected to Executive Committee
• Jim Wahner elected as Chairman
DUES FOR FISCAL YEAR 2005-2006 IN THE AMOUNT OF$1,400
President Ferryman motioned to approve $1 ,400 for Santa Ana River Flood
Protection Agency dues for 2005-06. Director Woodside seconded. Motion
carried 5-0.
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INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY(ISDOC)
QUARTERLY MEETING-THURSDAY,JUNE 30, 2005
Director Schafer attended the meeting on June 30, 2005 and reported Joyce
Crosthwaite, LAFCO Executive Officer was the guest speaker.
INDEPENDENT SPECIAL DISTRICTS LAFCO COST ALLOCATION - CMSD
RESOLUTION No. 2005-711, APPROVING AN ALTERNATIVE FORMULA FOR
DISTRIBUTING LAFCO FEES AMONG THE INDEPENDENT SPECIAL DISTRICTS IN
ORANGE COUNTY
Director Schafer introduced Resolution No. 2005-711, A RESOLUTION OF
THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT
APPROVING AN ALTERNATIVE FORMULA FOR DISTRIBUTING LAFCO
FEES AMONG THE INDEPENDENT SPECIAL DISTRICTS IN ORANGE
COUNTY.
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Director Schafer reported CMSD would pay $11,781.73 (5.6 percent).
Director Perry motioned to adopt Resolution No. 2005-711, Approving an
Alternative Formula for Distributing LAFCO Fees Among the Independent
Special Districts in Orange County. Director Schafer seconded. Motion carried
5-0.
CALIFORNIA ASSOCIATION OF SANITATION AGENCIES (CASA) ANNUAL CONFERENCE -
AUGUST 17-20,2005 MISSION BAY HILTON. SAN DIEGO CALIFORNIA
Director Ferryman motioned to approve attendance at the August 17-20 CASA
Annual Conference for Directors Schafer, Worthington, and Perry. Director
Woodside seconded. Motion carried 5-0.
LOCAL AGENCY FORMATION COMMISSION (LAFCO)
Director Schafer attended the June 8, 2005, LAFCO meeting and reported the
following:
• Strategic Plan update
• Review of Rancho Santa Margarita incorporation
• South County/Rancho Mission Viejo MSR update
• Tonner Hills annexation to City of Brea
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The next LAFCO meeting will be held on July 13 discussing a Rancho Mission
Viejo update.
CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA)
Director Schafer attended the June 16-17, 2005, CSDA meeting and reported
they discussed the following:
• Update on Ortiz bill
• Annual Conference September 26-29 in Long Beach at the Westin Hotel
MEETINGS OF: COSTA MESA CITY COUNCIL, OCCOG, WACO, CHAMBER OF
COMMERCE
WACO
Director Schafer attended the WACO meeting on July 8, 2005 and reported the
following:
0 • Discussed formula for Special Districts
Chamber of Commerce
Director Schafer attended the Chamber of Commerce meeting and reported they
provided updates on events in the area. Director Schafer provided materials for
the Board's perusal.
OLD BUSINESS
There was no old business discussed.
NEW BUSINESS
There was no new business discussed.
ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
There were no Director's Comments.
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ADJOURNMENT
At 7:53 p.m., President Ferryman adjourned the meeting.
SECRETARY. 7W/wt./
91(414 PRESID NT
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