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Minutes - Board - 2005-03-09 • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MARCH 9, 2005 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on March 9, 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 411) 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 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; Ron Shef, District Ordinance Enforcement Officer OTHERS PRESENT: None C COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MARCH 9,2005 PAGE 2 CONSENT CALENDAR Director Schafer motioned to approve the Consent Calendar as presented. Director Perry seconded. Motion carried 5-0. REPORTS MINUTE APPROVAL Minutes of Recycling The Minutes of the Recycling Committee Meeting Committee Meeting, of February 7, 2005, were approved as distributed. February 7, 2005 Minutes of Investment The Minutes of the Investment Oversight Oversight Committee Committee Meeting, February 10, 2005, were Meeting, approved as distributed. February 10, 2005 Minutes of Regular The Minutes of the Regular Meeting of February Meeting, 10, 2005, were approved as distributed. February 10, 2005 MANAGER'S REPORTS Refunds There were no refunds requested for the month of February 2005. Occupancy Report and The Trash Occupancy Count documented an Payment of $188,831.54 increase of 3 units for the occupancy report for to Costa Mesa Disposal — solid waste collection as of March 1, 2005. March 2005 Therefore, the total for March is 21,244. Board directed Staff to prepare a warrant for $188,831.54 to Costa Mesa Disposal on April 1, 2005, for payment for March trash collection based on the March count of 21,244. Monthly Spill Report to The Monthly Spill Report to the Regional Water Regional Water Quality Quality Control Board (RWQCB) for February 2005 Control Board (RWQCB) was accepted as submitted. ENGINEER'S REPORTS - Project Status Report The Project Status Report dated March 2005 was accepted as submitted. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MARCH 9,2005 PAGE 3 TREASURER'S REPORTS Financial Report as of The Financial Report as of January 31, 2005 was January 31, 2005 accepted as submitted. Treasurer's Reports as of The Treasurer's Reports as of February 28, 2005 February 28, 2005 was received and filed. Warrant 2005-09 for Warrant Resolution #CMSD 2005-09 was February 2005 in the approved, authorizing the President and Secretary amount of $587,308.77 to sign the warrant and instructing the Treasurer to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $587,308.77. Directors Expenses for the Director Compensation and Expense Month of February 2005 Reimbursement for the Month of February 2005 were approved and ratified as follows: Director Ferryman: $340.00 Director Perry: $761.00 Director Schafer: $1142.58 Director Woodside: $510.00 Director Worthington: $680.00 END OF CONSENT CALENDAR WRITTEN COMMUNICATIONS Mr. Hamers reported he received a communication from Jose de Jesus Martinez, P.E., CenterLine Deputy Program Manager, OCTA, reporting the CenterLine Project has been put on hold. PUBLIC COMMENTS There were no public comments, no public in attendance. C COSTA MESA SANITARY DISTRICT y MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MARCH 9,2005 0 PAGE 4 MANAGER'S REPORTS STANDARDIZED TRASH CONTAINER PROGRAM REPORTS Mr. Shef reported he has noticed containers still being put back with the lids open. A few residents living in cul-de-sacs have reported parking problems when containers are in the street. Director Schafer reported she received a phone call regarding an elderly resident being unable to move her container to the curb. Mr. Fauth has been in contact with the resident and has resolved the situation. Mr. Fauth reported he placed the order for additional containers and they are currently in production. Mr. Shef presented the ordinance enforcement summary report covering the month of February 2005. Mr. Shef's summary report contained the following information: • 10-15 flyers given to residents • Mr. Shef reported the combination of wind and rain made for many overturned containers CMSD STRATEGIC PLAN YEAR 2005 STRATEGIC PLANNING ACTION ITEMS Mr. Hamers reported the District is proceeding with Strategic Plan Action Items as scheduled. The Strategic Plan Action Items was received and filed. NEW DISTRICT HEADQUARTERS PURCHASE OF SOFTWARE FOR YEARLY TRASH AND SEWER CHARGES AND IMPLEMENTATION SCHEDULE Mr. Hamers reported the software purchase was successfully negotiated with Springbrook. Mr. Fauth reported he authorized the initiation of the conversion process. OPEN HOUSE-THURSDAY, MARCH 31,2005 Mr. Fauth reported the DMV will be closed the entire day of March 31, 2005, and the permit application has been received. Mr. Fauth will submit the application for parking on the DMV lot to the California Highway Patrol. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MARCH 9,2005 PAGE 5 The open house flyer will be modified to remove the wording "Parking available at DMV" and signs will be posted the evening of the event once the parking permit situation has been finalized. Wording will be added stating "light refreshments" and the hours changed to 4:00 to 7:00 p.m. Ms. Revak faxed the invitation list to Directors. Director Schafer suggested calling the Chamber of Commerce to arrange a ribbon-cutting ceremony. Mr. Fauth provided a list of items to be installed prior to the Open House event (i.e., maps, lighting, landscaping improvements). RECYCLING REPORTS WASTE DIVERSION REPORT-FEBRUARY 2005 Ms. Revak presented the Waste Diversion Reports for February 2005 showing a 49.26% diversion rate. The report was received and filed. CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND DISPOSAL PAYMENT FOR FEBRUARY 2004 SERVICES Director Perry motioned to ratify contract payment in the amount of $154,167.12 to CR Transfer for recycling services and disposal for the month of February 2004. Director Woodside seconded. Motion carried 5-0. RECYCLING COMMITTEE-MONDAY, MARCH 8. 2005-9:00 A.M., CMSD BOARDROOM, 628 W. 19TH STREET, COSTA MESA, DIRECTORS WOODSIDE AND PERRY RECYCLING COMMITTEE GOALS FOR 2005/2006 Director Woodside provided an updated list of Recycling Committee Goals and highlighted the ongoing discussions with the Girls Club and Boys and Girls Club. C COSTA MESA SANITARY DISTRICT c)i) MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MARCH 9,2005 PAGE 6 CLASSROOM RECYCLING PROJECTS Director Woodside gave a brief update on a new project called Sewer Science. Classes for Vermiculture are scheduled in April. Discussion was held regarding a bus field trip to CR&R for high school students. PUBLIC RESTROOMS Director Woodside reported the Committee has been researching the possibility of implementing a public restroom program in the City of Costa Mesa. The Committee is investigating a possible revenue stream to offset the cost of the facilities. ANYTHING INTO OIL-A TRASH DISPOSAL ALTERNATIVE Director Woodside provided a flyer from Discover magazine. HOUSEHOLD HAZARDOUS WASTE (HHW) DISPOSAL REQUIREMENTS DATA Director Woodside distributed a matrix of effective dates of recycling batteries and other electronic waste. IWMD HHW COLLECTION CENTER DATA-COSTA MESA Director Woodside distributed a matrix depicting the number of trips to the four local Household Hazardous Waste facilities from July 2003 to June 2004. Director Woodside suggested including maps to the HHW sites be included on the District's website. ENGINEER'S REPORTS WASTE DISCHARGE REQUIREMENTS(WDR) GENERAL UPDATE Mr. Hamers reported grease control programs are being implemented. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MARCH 9,2005 PAGE 7 GREASE CONTROL PROGRAM DEVELOPMENT PROGRAM IMPLEMENTATION BY EEC Mr. Hamers reported Staff is meeting with EEC to discuss the best places to start to reduce grease. A separate report has been prepared for structural problems. USE OF OCHCA INSPECTORS Mr. Hamers reported the issue is still in negotiations. CONSIDERATION OF CHARGES TO FOOD SERVICE ESTABLISHMENTS Mr. Hamers had no update report. COOPERATIVE PROJECTS GRANT APPLICATION TO OCSD OCSD COOPERATIVE PROJECTS CONTRACT No. 0403 Mr. Hamers presented the Cooperative Project Contract No. 0403. Mr. Hamers reported the District has very little infiltration, but has experienced inflow during the rains. Mr. Hamers reported OCSD grant will fund 50% of the televising of the system. Director Perry motioned to approve Contract No. 0403 with OCSD. Director Schafer seconded. Motion carried 5-0. REPORT ON EMERGENCY AND NON-BID SEWER WORK Mr. Hamers reported an emergency repair to the Tustin Pumping Station. TREASURER'S REPORTS BOARD OF DIRECTORS EXPENSE REIMBURSEMENT ORDINANCE No. 52 Ms. Davis presented two versions of Ordinance No. 52 for the Board's review. Discussion was held regarding whether to keep the Board of Directors' Expense Reimbursement Ordinance as it has been or modify it to remove automobile mileage reimbursement. COSTA MESA SANITARY DISTRICT . MINUTES OF BOARD OF DIRECTORS REGULAR MEETING V MARCH 9,2005 PAGE 8 Director Perry motioned to approve Ordinance No. 52 retaining automobile mileage reimbursement at the current standard mileage rate established by the Internal Revenue Service. Director Schafer seconded. Motion as follows: Ayes: Directors Perry, Schafer, Ferryman Noes: Directors Woodside and Worthington RESOLUTION No. 2005-704, IMPLEMENTING THE PROVISIONS OF SECTION 414(H)(2) OF THE INTERNAL REVENUE CODE (IRC) PROVIDING THAT PART-TIME EMPLOYEES CONTRIBUTE EMPLOYEE SHARE TO PERS Ms. Davis introduced Resolution No. 2005-704, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ESTABLISHING THE EMPLOYER PICK-UP FOR THE PUBLIC EMPLOYEES' RETIREMENT SYSTEM. Director Schafer motioned to adopt Resolution No. 2005-704. Director Woodside seconded. Motion carried 5-0. Ms. Davis requested discussion of a non-agenda item, stating there was a need to take immediate action on the item due to the need arising after the agenda was prepared. Director Schafer motioned that the need arose to discuss an item after the agenda was prepared and that there was a need to take immediate action. Director Worthington seconded. Motion carried 5-0. Ms. Davis provided a brief review of Resolution 2005-705 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ESTABLISHING EMPLOYER PAID MEMBER CONTRIBUTIONS. Director Perry motioned to adopt Resolution 2005-705. Director Schafer seconded. Motion carried 5-0. 2005-2006 BUDGET CALENDAR Ms. Davis reported Staff is on schedule with the 2005-06 budget calendar. ATTORNEY'S REPORTS CITY/DISTRICT OPERATING AGREEMENT Mr. Hamers provided a brief review of the remaining item to reach consensus on the City/District Operating Agreement. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING ve) MARCH 9,2005 PAGE 9 Discussion was held regarding outsourcing the service. Board directed the Manager/District Engineer to investigate outsourcing sewer cleaning services. ORDINANCE No. 53 ESTABLISHING PLACE OF REGULAR MEETINGS Mr. Burns introduced Ordinance No. 53 - AN ORDINANCE OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT CHANGING THE DISTRICT HEADQUARTERS. Director Perry motioned to adopt Ordinance No. 53, Changing the District Headquarters. Director Woodside seconded. Motion carried 5-0. ORDINANCE No. 54 AMENDING OPERATIONS CODE TO ESTABLISH PERSONNEL RULES AND TO AUTHORIZE MANAGER TO PROMULGATE ADMINISTRATIVE REGULATIONS Mr. Burns introduced Ordinance No. 54 - AN ORDINANCE OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT AMENDING THE DISTIRCT'S OPERATIONS CODE TO ESTABLISH PERSONNEL RULES AND TO AUTHORIZE THE MANAGER TO PROMULGATE ADMINISTRATIVE REGULATIONS. Director Schafer motioned to adopt Ordinance No. 54. Director Woodside seconded. Motion carried 5-0. RECORDS DESTRUCTION POLICY Mr. Burns reported Staff is working on a records destruction policy in accordance with the new law. GIFTS Mr. Burns provided an article on gifts and the Political Reform Act from Western Cities magazine for the Board's review. RESOLUTION No. 2005-700 ORDERING THAT PUBLICATION OF ORDINANCE No. 48 HAS OCCURRED. Director Woodside motioned to approve Resolution No. 2005-700. Director Schafer seconded. Motion carried 5-0. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MARCH 9,2005 PAGE 10 RESOLUTION No. 2005-701 ORDERING THAT PUBLICATION OF ORDINANCE No. 49 HAS OCCURRED. Director Perry motioned to approve Resolution No. 2005-701. Director Schafer seconded. Motion carried 5-0. RESOLUTION No. 2005-702 ORDERING THAT PUBLICATION OF ORDINANCE No. 50 HAS OCCURRED. Director Woodside motioned to approve Resolution No. 2005-702. Director Schafer seconded. Motion carried 5-0. RESOLUTION NO. 2005-703 ORDERING THAT PUBLICATION OF ORDINANCE No. 51 HAS OCCURRED. Director Perry motioned to approve Resolution No. 2005-703. Director Schafer seconded. Motion carried 5-0. ® LOCAL MEETINGS ORANGE COUNTY SANITATION DISTRICT(OCSD) REGULAR MEETING-FEBRUARY 23, 2005(DIRECTOR FERRYMAN) Director Ferryman attended the OCSD meeting and reported the following: • Funding for full secondary treatment • Mr. Hamers reported congratulations letters were sent to congressional delegation members INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY(ISDOC) Director Schafer attended the February 1, 2005 meeting and reported the following: • Secretary letter regarding including Vector Control District and cemetery districts in the 1/3 formula QUARTERLY MEETING-THURSDAY, MARCH 31,2005, 12:00 P.M. Director Schafer announced the quarterly meeting will be March 31, 2005. Directors Schafer, and Ferryman will attend. Director Perry will check his schedule and let Ms. Revak know of his attendance. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING T • MARCH 9,2005 PAGE 11 MEMBERSHIP DUES FOR 2005-2006 IN THE AMOUNT OF$50.00 Director Schafer motioned to approve payment of membership dues in the amount of $50.00. Director Perry seconded. Motion carried 5-0. LOCAL AGENCY FORMATION COMMISSION (LAFCO) Director Schafer attended the February 9, 2005, LAFCO meeting and reported the following: • MSRs (2 sets) discussed CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA) Director Schafer attended the CSDA meeting on February 25, 2005, and reported they discussed the following: • Legislative meeting • Director Schafer named Woman of the Year — presentation ceremony upcoming CALIFORNIA ASSOCIATION OF SANITATION AGENCIES(CASA) 2005 SPRING CONFERENCE-APRIL 28-30.2005, NAPA VALLEY MARRIOTT Director Worthington expressed an interest in attending the April 28-30, 2005 Spring Conference and will represent the Board. Director Schafer motioned to approve attendance for Director Worthington at the CASA 2005 Spring Conference. Director Perry seconded. Motion carried 5-0. CHAMBER OF COMMERCE MEMBERSHIP INVESTMENT FOR 4/1/05 - 4/1/06 IN THE AMOUNT OF$400 Director Perry motioned to approve membership in the Chamber of Commerce in the amount of $400.00. Director Woodside seconded. Motion carried 5-0. C COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING MARCH 9,2005 PAGE 12 MEETINGS OF: COSTA MESA CITY COUNCIL, OCCOG, WACO, CHAMBER OF COMMERCE WACO Director Schafer attended and reported the following: • Jan Debay elected as new Chairman • Guest speaker Joseph Grindstaff OLD BUSINESS There was no old business discussed. NEW BUSINESS There was no new business discussed. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS Director Ferryman reported he and Director Schafer attended the Orange County Leadership Symposium in Arrowhead and reported it was a very valuable experience. Mr. Hamers commended Board and Staff for the successful move to the new headquarters facility. ADJOURNMENT At 7:44 p.m., President Ferryman adjourned the meeting. 94°4' n°1111-- SECRETARY' RESIDE