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Minutes - Board - 1997-05-08i. COSTA MESA SANITARY DISTRICT Minutes of Board of Directors Regular Meeting held May 8, 1997 40 CALL TO ORDER: The Board of Directors of the Costa Mesa Sanitary District met in regular session on May 8, 1997, 6:00 p.m., conference room 1 -A at the Civic Center, 77 Fair Drive, Costa Mesa. Director Ferryman called the meeting to order at 6:00 p.m. Director Schafer led the Pledge of Allegiance. Director Reade gave the invocation. ROLL CALL: Directors Present: James Ferryman, Art Perry, Nate Reade, Arlene Schafer, Directors Absent: Dan Worthington Staff Present: Robin Hamers, Manager/Engineer; Lois Thompson, Assistant Manager; Joan Revak, Clerk of the District; Susan Temple, Treasurer; Reba Coulter, Finance; Dawn Guastella, Permit Specialist • Others Present: Ms. Madeline Arakelian, South Coast Refuse 2021 Business Center Drive, #114 Irvine, CA 92715 Ms. Delores Otting 5 Star Rubbish P. O. Box 9278 Newport Beach, CA 92658 -9278 Mr. Mike Silva Athens Disposal CONSENT CALENDAR On motion by Director Schafer, seconded by Director Reade, and carried 3 -0, the Consent Calendar items were approved as recommended. MINUTES Approved Minutes of The minutes for the regular meeting of April 10, 1997, were Regular Meeting, approved as distributed. April 10, 1997 • • • COSTA MESA SANITARY DLSTRICT 2 MINUTES - BOARD OF DIRECTORS MEETING HELD MAY 8 1997 Approved Minutes of Special The minutes for the regular meeting of April 28, 1997, were Meeting, approved as distributed. April 28, 1997 REPORTS MANAGER'S REPORTS Approved Occupancy Report and payment of $154,662.58 to Costa Mesa Disposal for trash collection services for May 1997 REFUNDS The Trash Occupancy Count reflected a decrease of 4 units in the occupancy report for solid waste collection as of May 1, 1997. Therefore, the total for May is 21,058. Board directed Staff to prepare a warrant for $154,662.58 to Costa Mesa Disposal on June 1, 1997, for payment for May trash collection based on the May count of 21,058. Approved payment of Mr. Roger Yost submitted a trash refund request totaling $472.97 to $472.97 for fiscal years 1994 -95, 1995 -96, and 1996 -97. Mr. Roger Yost In accordance with Resolution No. 96 -584, adopted by the Costa Mesa Sanitary District on April 17, 1996, a refund was approved in the amount of $472.97 for property located at 2164 Canyon, # F, a one -unit parcel, Assessor's Parcel No. 422 - 081 -29, for fiscal years 1994 -95, 1995 -96, and 1996 -97. Mr. Yost has provided evidence of outside trash service and a signed statement as required by the Costa Mesa Sanitary District. Approved payment of Mr. Roger Yost submitted a trash refund request totaling $325.41 to $325.41 for fiscal years 1995 -96, and 1996 -97. Mr. Roger Yost In accordance with Resolution No. 96 -584, adopted by the Costa Mesa Sanitary District on April 17, 1996, a refund was approved in the amount of $325.41 for property located at 2164 Canyon, # K, a one -unit parcel, Assessor's Parcel No. 422 - 081 -33, for fiscal years 1995 -96, and 1996 -97. Mr. Yost has provided evidence of outside trash service and a signed statement as required by the Costa Mesa Sanitary District. 0 COSTA MESA SANrrARY DISTRICT 3 MINUTES - BOARD OF DDtECTORS MEETING HELD MAY 8 1997 • Approved payment of Mr. Walter Killian submitted a sewer and trash refund request $1,500.50 to totaling $1,500.50 for fiscal years 1994 -95, 1995 -96, and 1996 - Mr. Walter Killian 97. In accordance with Resolution No. 96 -584, adopted by the Costa Mesa Sanitary District on April 17, 1996, a refund was approved in the amount of $81.57 for sewer, $1,418.93 for trash, totaling $1,500.50 for property located at 443 W. Bay, a commercial parcel, Assessor's Parcel No. 419 - 191 -04, for fiscal years 1994- 95, 1995 -96, and 1996 -97. • • The property is a 1,942 square foot commercial building. RECYCLING REPORTS Waste Diversion Report April The Waste Diversion Report for April 1997 showing a 32.21% 1997 was received and filed diversion rate was received and filed. Approved Contract Payment The Board approved contract payment to CR Transfer for to CR Transfer for recycling services and disposal for the month of April 1997 in the $113,302.91 amount of $113,302.91. TREASURER'S REPORTS Financial Report as of The Financial Report as of April 30, 1997, was accepted as April 30, 1997, was received submitted. and filed Report of Monies on Deposit The Report of Monies on Deposit as of April 30, 1997, was as of April 30, 1997, was accepted as submitted. received and filed Approved Warrant 97 -11 for Warrant Resolution #CMSD 97 -11 was approved, authorizing May 1997, in the amount of the President and Secretary to sign the warrant and instructing $ 338,361.38 the Finance Department to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $338,361.38. ENGINEER'S REPORTS Project Status Report was The Project Status Report for May 1, 1997, was accepted as received and filed. submitted. END OF CONSENT CALENDAR 40 0 COSTA MESA SANffARY DISTRICT 4 MINUTES - BOARD OF DmECTORS MEETING I D MAY 8, 1997 WRITTEN COMMUNICATIONS Mr. Hamers reported there were no written communications received. MANAGER'S REPORTS SOURCE REDUCTION AND RECYCLING ELEMENT AB939 UPDATE ON ACTIVITIES ANTI- SCAVENGING ENFORCEMENT REPORTS CODE ENFORCEMENT REPORT Mr. Hamers introduced an interoffice memorandum from Ms. Sandra M. Benson, Senior Code Enforcement Office of the City of Costa Mesa, dated May 5, 1997. Ms. Benson's memorandum advised that the Code Enforcement Officer, Officer James Beres, was not available to do any significant anti - scavenging/trash container enforcement for the Month of April due to a constrained schedule. There were 14 flyers distributed in response to citizen's requests. Of the 14 locations inspected for alleged violations of CMMC 8 -81 (C), there were 7 found to be in violation. Flyers were distributed to all 14 locations. Mr. Hamers reported the City code enforcement division is experiencing a redistribution of duties and is not able to provide an officer for the 8 hours per week previously allocated to anti - scavenging enforcement. Mr. Hamers reported that he and Ms. Thompson have a meeting scheduled with Don Lamm, Deputy City Manager/Development Services; Perry Valentine, Planning Manager; and Bill Morris, Director of Public Services, to discuss code enforcement scheduling. POLICE REPORT Mr. Hamers introduced a letter from Ms. Holly Carver of the Costa Mesa Police Department, dated May 1, 1997. Ms. Carter's memo showed the number of calls for service for scavenging for April 1997 as follows: LOCATION CALLS FOR SERVICE CITE /ARREST AREA I 1 0 AREA H 2 0 AREA III 8 0 AREA IV 0 0 TOTAL 11 0 COSTA MESA SANITARY DISTRICT 5 MINUTES - BOARD OF DIRECTORS MEETING nIIA MAY 8, 1997 • SCREENING OF TRASH CONTAINERS Mr. Hamers reported a total of 14 flyers were handed out by the Code Enforcement Officer. HOUSEHOLD HAZARDOUS WASTE GRANT ABOP EVENT - APRIL 19, 1997 Ms. Thompson reported the Antifreeze, Battery, Oil, and Paint (ABOP) Event was held Saturday, April 19, 1997. Approximately 80 vehicles arrived at the location and the following was collected: Auto batteries Antifreeze Used motor oil Latex paint Flammable solids Flammable liquids 19 each 55 gallons 215 gallons 55 gallons 200 pounds (oil -based paints) 165 pounds (paint thinner, gasoline) Ms. Thompson reported the Cla -Val facility was an excellent location and the residents • participating in the ABOP event expressed their gratitude for the program. Ms. Thompson was interviewed at the event by Channel 62 for the City of Costa Mesa's Community Report. Ms. Thompson reported she was unable to ascertain budget figures from Americlean to date, but will provide them to the Board as soon as they become available. Ms: Thompson reported paint and oil containers are emptied into 55- gallon drums and the remaining near -empty paint and oil containers are then filled with an absorbent material to remove the remaining liquid. Due to the weather conditions, the absorbent material in the cans had not soaked up enough of the remaining paint and oil, and the County inspector determined the load was unsuitable to be disposed of in the landfill. The remaining containers had to be disposed of at a recycling facility for an additional cost of $2,900. Mr. Hamers reported there may be sufficient money remaining to hold an additional ABOP event. TELEPHONE DIRECTORY RECYCLING PROGRAM Ms. Thompson reported receiving 14 acceptance responses from the 16 schools invited to participate in the November Phone Book Recycling Program. Staff will contact the remaining two schools by phone to encourage their participation. A mini Phone Book Recycling program will take place from June 10 through July 15, 1997. There will be recycling bins located at Costa Mesa City Hall, Orange Coast College COSTA MESA SANITARY DISTRICT MEVUTE4 - BOARD OF DIRECTORS MEFITNG HELD MAY S. 1997 6 • Recycling Center, and Lion's Park. The bin locations will be advertised via the 800 number printed on the cover of the Pacific Bell phone books and through press releases to local media. Ms. Thompson reported Staff has requested that Pacific Bell Directory update the Community Services section of the phone book under the subtitle "Recycling Information ", to reflect a listing for the Costa Mesa Sanitary District in addition to the current listing for the City of Costa Mesa. RECYCLING COMMITTEE MEETING - MAY 7, 1997 Mr. Hamers reported the Recycling Committee met May 7, 1997 with Director Worthington and Staff members. Four items were discussed at the meeting. 1. Grasscycling. 2. The No Waste Anthology Manual, a program for school children to learn about recycling with projects directed at various grade levels including topics such as water conservation and recycling. 3. The new logo provided by State Integrated Waste Management promoting cutting waste by 50 percent by the year 2000. 4. The brochure from CR Transfer. David Fahrion from CR Transfer will attend the June Recycling Committee meeting to go over ideas for the brochure to be distributed to recipients of trash service. Ms. Thompson reported grasscycling, which is the process of leaving grass cuttings on the lawn, has the potential to reduce landfill waste by 18 percent during the Spring and Summer if every homeowner grasscycled. Ms. Thompson suggested placing a 4 inch by 6 inch advertisement in both the Daily Pilot and the Costa Mesa Breeze to inform the public about the benefits of grasscycling. Staff will also contact the cable network to further increase exposure for the program. Ms. Thompson provided an estimated budget for the campaign to run from May through July as follows: Five ads in the Daily Pilot $500.00 Five ads in the Costa Mesa Breeze $500.00 Ad development, artwork and typesetting $100.00 • Total estimated cost $1,100.00 COSTA MESA SANITARY DISTRICT MINVTEs - Bomm OE DIRECTORS MEETING IM n MAY 8. 1997 • Directory Schafer motioned to approve the expenditure, not to exceed $1,200.00, to design and promote the grasscycling campaign. Director Reade seconded. Motion carried 3 -0. Mr. Hamers reported Ms. Coulter will develop a line item in the budget for AB939 items such as campaigns, newsletters, and mailings. USED OIL RECYCLING PROGRAM Ms. Thompson reported the Costa Mesa Sanitary District's letter of support for the Used Oil Recycling Block Grant - 5th Cycle was presented to the City Council on May 5, 1997. The Council signed a Resolution supporting the Used Oil Recycling Block Grant - 5th Cycle. The Council Resolution will be submitted with the letter of support signed by the District to the Integrated Waste Management Board for consideration for the cooperative grant application. The grant application proposes a door -to -door, used -oil pickup program for Costa Mesa residents. Ms. Thompson reported representatives from Americlean, the City of Costa Mesa, and District Staff participated in a presentation at Orange Coast College's Future Shock program. A one -hour presentation was given to the students highlighting Costa Mesa's Used Oil Recycling Program. The program was hosted by the Associated Students, . Leadership Development and Governance Program. OPPORTUNITIES IN FRANCHISING TRASH HAULING REPORT ON ACTIVITIES Mr. Hamers gave a brief synopsis of the research Staff has done on the effects of Proposition 218 on the Costa Mesa Sanitary District. Mr. Flamers reported 500 commercial rate survey cards have been sent out. Ms. Thompson reported 69 replies to the survey cards. Ms. Thompson prepared a comparison chart with the information derived from the survey card respondents to date. The most common service utilized by the businesses who chose to respond to the survey was a 3 -yard bin, once a week, with a cost range from $44 to $160.00 per month. Ms. Thompson reported 20.75 percent of the respondents have received recycling information from their hauler and 1.89 percent received a rate decrease after the April 1, 1996, fee reduction at the landfill. Mr. Flamers reported Staff is continuing to receive response cards from the survey and • will compile the results for the June Board meeting. • COSTA MESA SANrrARY DISTRICT MINUTES - BOARD OF DMECTORS MFErING HELD MAY 8. 1997 PUBLIC COMMENTS 8 Mr. Mike Silva, previously associated with CR &R Incorporated, informed the Board he has taken a position with' Athens Disposal in San Gabriel Valley as Chief Executive Officer. Mr. Silva expressed his gratitude to the District for the many years of providing service to the District. President Ferryman wished Mr. Silva luck in his new endeavor and requested he remain in contact with the Board through Mr. Hamers. Ms. Delores Otting expressed concern regarding the Waste Commission being comprised of City Council members and City Managers, with no representation from members of the industry. Ms. Otting requested the Board's input on the situation. President Ferryman thanked Ms. Otting for bringing the matter to the Board's attention. ENGINEER'S REPORTS PROJECT NO. 150 - UPDATE PUMPING STATION RADIO ALARM SYSTEM PROPOSAL FOR INSPECTION PHASE A proposal was introduced to perform the inspection phase of Project No. 150 - Update Pumping Station Radio Alarm System, at the rate of $63.00 per hour for engineering, not to exceed $11,000. When the purchase and installation costs for the new equipment were identified, $7,500 was transferred from each of the design phase and inspection phase budgets into the construction fund thereby reducing both the design phase and inspection phase budgets from $18,500 to $11,000 respectively. Therefore, it is proposed to compete the inspection phase of the project at the rate of $63.00 per hour, including the cost of utilizing City personnel, not to exceed the revised budget amount of $11,000. Included with the proposal is an excerpt of the 1996 -97 Capital Improvement Program explaining the project along with Boyle Engineering Corporation's independent review of the project stating the project is warranted and costs are reasonable. Director Reade motioned to approve Proposal No. 150, begin the inspection • phase, at $63.00 per hour, not to exceed $11,000. Director Schafer seconded. Motion carried 3 -0. lI ,J u COSTA MESA SAmTARY DISTRICT 9 MINUTES - BOARD OF DIRECTORS MEErING HIIA MAY 8, 1997 ATTORNEY'S REPORTS EFFECTS OF PROPOSITION 218 ON DISTRICT'S BILLING METHOD Mr. Hamers presented Mr. Burns' report to the Board. Mr. Hamers recommended the Board maintain current rates and monitor the litigation attributable to Proposition 218's interpretation. Ms. Thompson prepared a report demonstrating the annual billing cost for the Costa Mesa Sanitary District to directly bill residents on a quarterly basis for trash and sewer collection services. Ms. Thompson utilized the figure of $1.20 per month/per bill for direct billing as was quoted to the City of Laguna Beach. Ms. Thompson calculated the cost to the District would be $117,226 (24,422 parcels x $1.20 per quarter x 4 quarters). The current annual cost for trash and sewer direct assessment billing by the County of Orange is $15,726. Ms. Thompson obtained a list of other agencies who bill their residents for refuse collection via a property tax special assessment. Those Cities include Irvine, Tustin, Laguna Beach, Placentia, and the Midway City Sanitary District. Ms. Thompson spoke with representatives from each of the Cities and Districts and was informed Irvine and Tustin anticipate having their waste contractor begin monthly billing in July 1997. Laguna Beach received an estimate of $1.20 per month, per service address for billing costs from their hauler. In the interim, the City of Laguna Beach has contracted with a consultant to process updates to the existing assessment districts. The City of Placentia and the Midway City Sanitary District plan to continue using special assessment district to collect trash fees. Midway City Sanitary District is reviewing the possible effects of Proposition 218 at the present time. RICHARD SHIREY CLAIM - PAYMENT BY SDRMA Mr. Hamers presented a letter from Ms. Karen Covington, Claims Examiner, Special District Risk Management Authority, dated April 23, 1997. Ms. Covington's letter confirms Mr. Richard Shirey's claim of $5,040.00 has been settled. The District has been invoiced for the applicable $500 third -party deductible. LOCAL MEETINGS INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC) Director Schafer reported ISDOC will not meet until May 29, 1997. Director Schafer • reported Mr. Mike Gotch will be in attendance at the luncheon meeting. Mr. Hamers requested interested Directors contact Ms. Revak for reservations. COSTA MESA SANITARY DISTRICT 10 MINUTES - BOARD OF DIRECTORS MEETING HELD MAY S, 1997 iLOCAL. AGENCY FORMATION COMMISSION (LAFCO) Director Schafer discussed an item on the LAFCO agenda, Consideration of the Successor Agency to the Tri- Cities Dissolution. Director Schafer reported the City of San Clemente and Coastal Municipal Water District were scheduled to speak at the meeting. Director Schafer reported Tri- Cities presented an unexpected Resolution stating their intention to go forth as successor. Director Schafer provided the agenda and her notes from the meeting for the Board's perusal. COUNTY SANITATION DISTRICTS OF ORANGE COUNTY President Ferryman reported the rates will increase. President Ferryman expressed concern that District One will experience a considerable rate increase. Districts Six and Seven will see a minimal rate increase. President Ferryman reported District 11, Huntington Beach, will also experience a considerable increase. CITY OF COSTA MESA COUNCIL MEETING REPORT APRIL 21, 1997 Director Reade attended the April 21, 1997, City of Costa Mesa Council meeting. Director Reade reported the main discussion concerned vendors. Director Schafer was also in attendance at the April 21, 1997, Council meeting and reported the Council discussed giving a contract to an organization that holds teen dances to be held at the Neighborhood Center. MAY 5, 1997 Director Worthington attended the May 5, 1997, City of Costa Mesa Council meeting and advised Mr. Hamers there was nothing pertaining to the District to report to the Board. OLD BUSINESS TRASH COLLECTION FIELD SURVEY ' UPDATE ON FINAL REPORT Ms. Thompson reported Staff compiled a list of potential refund recipients and determined 1,127 dwelling units may be eligible for refunds. Ms. Thompson reported if all of the 1,127 residences were mischarged, the total refund amount would total $533,000.00. COSTA MESA SANITARY DISTRICT 11 Mwums - BOARD OF DIRECTORS MEETING HELD MAY 8, 1997 40 Ms. Thompson reported the mail -outs to notify the owners of residences possibly mischarged will be sent out within approximately ten days. DISCUSSION OF PRINGLE BILL - AB 556 Ms. Revak reported the consolidation bill is now in the Water, Parks, and Wildlife Committee. A hearing date has not been set. There were four amendments made to the bill in the Local Government Committee. 1. The first amendment deals with ballot disclosure. The bill requires, if a proposed consolidation goes on the ballot, the annual administrative costs of the District or City, and the amount of money, if any, that the District or City invested in the Orange county Investment Pool be disclosed on the ballot. This amendment was made to ensure those financial disclosures also apply to the Cities in question. 2. The second amendment stipulates, if a proposed reorganization goes to the voters in a given District or City, the District or City shares the costs associated with that election. 3. Amendment three deleted a provision in the bill stipulating the Districts would be prohibited from raising their service charges or fees for fixed periods of time. 4. The fourth amendment deleted a provision that stipulated district property tax revenues be held in escrow until completion of consolidation. After the hearing in the Water, Parks, and Wildlife Committee, AB 556 will go to the Appropriations Committee before going to the Assembly floor. TREASURER'S REPORTS ORANGE COUNTY BANKRUPTCY UPDATE Ms. Temple determined there is nothing to report to the Board regarding the bankruptcy. NEW BUSINESS CSDA GOVERNMENTAL AFFAIRS DAY Mr. Flamers presented a letter from Mr. Sterling Fox, President of ISDOC, dated April 18, 1997. Mr. Fox's letter urges the District to send at least one Board member to participate in CSDA's Governmental Affairs Day, May 19, 1997. • COSTA MESA SANITARY DISTRICT 12 MINUTES - BOARD OF DIRECTORS MEETING HELD MAY 8, 1997 ADDITIONAL SERVICES BY COSTA MESA DISPOSAL Mr. Hamers directed the Board's attention to an excerpt from the existing agreement between Costa Mesa Sanitary District and Costa Mesa Disposal, "Specifically, CONTRACTOR will participate in the education program required by AB939 either in money or services at the option of the DISTRICT with the level of participation to be set by the DISTRICT and will provide such reports as are required of the DISTRICT by the city. Director Reade suggested requiring Costa Mesa Disposal to maintain accurate records of the trash service count. Mr. Hamers suggested Costa Mesa Disposal bear the cost of a Field Survey once every five years. President Ferryman suggested formalizing an amount of money Costa Mesa Disposal contributes to education, not to exceed $10,000 per year. Director Reade suggested requiring Costa Mesa Disposal participate in a Household Hazardous Waste pickup once every three to five years of recyclable hazardous waste materials such as batteries, oil and paint. Ms. Thompson presented a memorandum containing suggestions to expand Costa Mesa Disposal's current education participation. Suggestions included: • Mini Telephone Recycling program for June 1997 distribution of yellow pages. • Periodic new signage on trucks including: Screening of trash containers, anti - scavenging messages, etc. • Large Item Collection Program, free call -in service, once per year, per dwelling unit. This program is in addition to District -wide Large Item Collection Program. • General improvement of container handling. • Provide containers to any nonprofit group (Boy Scouts, churches, etc.) for recycling projects. • Contractor to provide free of charge, assist and cooperate with Costa Mesa Sanitary District in the organizing of clean up days. Provide annually a total of • fifteen containers and bin transportation. District shall pay all tipping fees only. COSTA MESA SANITARY DISTRICT 13 MINUTES - BOARD OF DIRECTORS MEEMG ITF7A MAY 8, 1997 • Establish Public Education Fund for the sole purpose of supplying public education and information about source reduction, recycling, and composting. Funds can be used for purchasing small giveaway items such as pencils, stickers, activity books, or publishing informational brochures. • Provide Recycling Information Booth to use at community events. • Provide cash donation to support local recycling efforts, in an amount not to exceed $500 annually. The Board directed Staff to prepare an addendum to the contract with Costa Mesa Disposal containing the above revisions and additions for the Board's consideration at the June 1997 regular Board meeting. ORAL COMMUNICATIONS Director Perry apologized for being late to the meeting. Mr. Hamers reported President Ferryman contacted him and requested information • regarding what happens to the residual material obtained when cleaning a sewer line. Mr. Hamers advised the Board the material is diluted and placed back into the sewer system at a location on California Street near the treatment plant. Mr. Flamers further reported that President Ferryman contacted him and inquired as to having a Board member attend the once -a -month agenda meetings with Staff and Bill Morris. The Board determined Staff is doing a very adequate job of preparing the agenda to the Board's satisfaction and didn't feel a Board member's attendance would be required at this time. At 7:25 p.m. President Ferryman adjourned the meeting. RETARY PRESIDENT