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Minutes - Board - 1997-11-130 COSTA MESA SANITARY DISTRICT Minutes of Board of Directors Regular Meeting held November 13, 1997 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on November 13, 1997, at 12:00 p.m., conference room 1 -A of the Civic Center, 77 Fair,Drive, Costa Mesa. Director Ferryman called the meeting to order at 12:00 p.m. Director Perry ,led the :Pledge of Allegiance. Director Reade gave the invocation. ROLL CALL: Directors Present: James Ferryman, Art Perry, Nate Reade, Arlene Schafer, Dan Worthington Staff Present: Robin Hamers, Manager /Engineer; Alan Burns, General Counsel; Lois Thompson, Assistant Manager; Joan Revak, Clerk of the District; Dawn Schmeisser, Assessment Specialist; Reba Coulter, Finance; Marc Davis, Acting Treasurer • Others Present: Mr. Terry Schneider, CR Transfer CONSENT CALENDAR Director Reade requested item 10, Warrant Register for November 1997, be withdrawn from the consent calendar for discussion. Director Worthington requested item 6A, Waste Diversion Report - October 1997, be withdrawn from the consent calendar for discussion. On motion by Director Schafer, seconded by Director Reade, and carried 5 -0, the remaining Consent Calendar items, after the removal of items 6A and 10, were approved as recommended. MINUTES Approved Minutes of Recycling Committee Meeting, October 8, 1997 The minutes for the Recycling Committee meeting of October 8, 1997, were approved as distributed. IS Approved Minutes of The minutes for the Investment Oversight Committee Investment Oversight meeting of October 9, 1997, were approved as distributed. Committee , October 9, 1997 • COSTA MESA SANITARY DISTRICT 2 MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 13, 1997 Approved report of The minutes for the regular meeting of October 9, 1997, Regular Meeting, were approved as distributed. October 9, 1997 REPORTS MANAGER'S REPORTS Approved Occupancy The Trash Occupancy Count reflected an decrease of 21 Report and payment of units in the occupancy report for solid waste collection as $156,344.66 to Costa of November 1997. Therefore, the total for November is Mesa Disposal for trash 21,020. Board directed Staff to prepare a warrant for collection services for $156,344.66 to Costa Mesa Disposal on December 1, November 1997 1997, for payment for November trash collection based On the November count of 21,020. REFUNDS In accordance with Resolution No. 96 -584, adopted 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 Refund issued to Julius Teske $1,418.94 Assessor's Parcel No. 422- 372 -22 To Julius Teske Trash Refund: $1,418.94 for tax years 94/95 -96/97 Approved Payment of Refund issued to Thomas Ngo $5,675.76 Assessor's Parcel No. 424 - 321 -14 To Thomas Ngo Trash Refund: $5,675.76 for tax years 94/95 -96/97 Approved Payment of Refund issued to First Step House $1,891.92 Assessor's Parcel No. 422 - 092 -12 To First Step House Trash Refund: $1,891.92 for tax years 94/95 -96/97 Approved Payment of Refund issued to DeLane Thyen $472.98 Assessor's Parcel No. 930- 68-464 To DeLane Thyen Trash Refund: $472.98 for tax years 94/95 -96/97 • Approved Payment of Refund issued to DeLane Thyen $472.98 Assessor's Parcel No. 930 - 68-465 To DeLane Thyen Trash Refund: $472.98 for tax years 94/95 -96/97 9 COSTA MESA SANITARY DISTRICT 3 MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 13, 1997 Approved Payment of Refund issued to DeLane Thyen $472.98 Assessor's Parcel No. 930 - 68-466 To DeLane Thyen Trash Refund: $472.98 for tax years 94/95 -96/97 Approved Payment of Refund issued to DeLane Thyen $472.98 Assessor's Parcel No. 930-68 -467 To DeLane Thyen Trash Refund: $472.98 for tax years 94/95 -96/97 Approved Payment of Refund issued to DeLane Thyen $472.98 Assessor's Parcel No. 930 - 68-468 To DeLane Thyen Trash Refund: $472.98 for tax years 94/95 -96/97 Approved Payment of Refund issued to DeLane Thyen $472.98 Assessor's Parcel No. 930-68 -469 To DeLane Thyen Trash Refund: $472.98 for tax years 94/95 -96/97 Approved Payment of Refund issued to DeLane.Thyen $6,148.74 Assessor's Parcel No. 439 - 281 -34 To DeLane Thyen Trash Refund: $6,148.74 for tax years 94/95 -96/97 Approved Payment of Refund issued to Judy Lisk $324.52 Assessor's Parcel No. 934 - 110 -01 To Judy Lisk Trash Refund: $324.52 for tax years 95/96, 96/97 Approved Payment of Refund issued to Gary.Alan Kidd $472.98 Assessor's Parcel No. 943 - 110 -05 To Gary Alan Kidd Trash Refund: $472.98 for tax years 94/95 -96/97 RECYCLING REPORTS Approved Contract The Board approved contract payment to CR Transfer for Payment to CR Transfer recycling services and disposal for the month of October for $105,310.32 1997 in the amount of $105,310.32. 0 ENGINEER'S REPORTS Project Status Report was The Project Status Report for November 1, 1997, was received and filed. accepted as submitted. 0 0 • COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 13, 1997 TREASURER'S REPORTS Financial Report as of October 31, 1997, was received and filed Report of Monies on Deposit as of October 31, 1997, was received and filed END OF CONSENT CALENDAR The Financial Report as of October 31, 1997, . was accepted as submitted. The Report of Monies on Deposit as of October 31, 1997, was accepted as submitted. Director Worthington reviewed the Waste Diversion Report and noted the percentage of recycled material was dropping monthly starting in March of 1997. He inquired as to the, reason for the reduction. Mr. Terry Schneider, CR Transfer explained to. the Board the recent drop in recycled materials is due to the one week shut down during the end of September. Mr. Schneider advised the Board the plant was shut down to switch out screens to sort greenwaste material into a more marketable material. CR Transfer is investigating new marketplaces where this greenwaste can be taken. Mr. Schneider advised the Board they were also experimenting with grinding some material down to a smaller size to enable their acceptance at more locations. Mr. Schneider was confident the diversion rate would be back up around December or January. Director Reade requested a itemized description appear on the new summary check register to list individual meetings attended by the Directors. Mr. Davis advised the report will be modified after the .City completes its conversion, approximately the spring of 1998. Mr. Davis stated a separate attachment with a breakdown of meetings attended by Directors can be included with the report until the software can be. modified to reflect the breakdown information. President Ferryman directed Staff to include the breakdown on the summary check register as soon as the modification can be done, and include a separate sheet showing the breakdown until that modification takes place. Director Perry motioned to ,approve the Waste Diversion Report for October 1997 showing a 28.01 diversion rate and the Financial Report as of October 31, 1997, and approve the Warrant Resolution #CMSD 98 -5, authorizing the President and Secretary to sign the warrant and instructing the Finance Department to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $407,349.34. Director Schafer seconded. Motioned carried 5 -0. • COSTA MESA SANITARY DISTRICT 5 MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 13, 1997 WRITTEN COMMUNICATIONS Mr. Hamers introduced a letter from the County Sanitation Districts of Orange County, California, dated November 4, 1997, from Mr. John Collins, Chairman, Joint Boards Of Directors. Mr. Collins requests the continuity of Board membership be maintained with utilization of the current representatives who have participated in the development of the Strategic Plan. Mr. Collins explained that significant time would be needed to familiarize a new member with the .issues facing the future of wastewater management in Orange County and requested the current representative to the Sanitation Districts Board return for another term. MANAGER'S REPORTS SOURCE REDUCTION AND RECYCLING ELEMENT AB 939 UPDATE ON ACTIVITIES ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS 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 October 28, 1997. Ms. Benson's memorandum advised two flyers were distributed POLICE REPORT Mr. Hamers introduced a letter from Ms. Holly Carver of the Costa Mesa Police Department. Ms. Carter's memo showed the number of calls for service for scavenging as follows: Location Calls for Service Cite /Arrest Area 1 2 0 Area l) 3 0 Area III 4 0 Area IV 0 0 TOTAL 9 0 DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT Ms. Thompson presented a copy of the agreement for Code Enforcement Services. Ms. Thompson reported receipt of the insurance certificate from Mr. Shef's insurance company by fax and expects receipt of the originals being sent via mail in a few days. CJ COSTA MESA SANITARY DISTRICT 6 MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 13, 1997 Ms. Thompson reported magnetic signs have been produced using the Sanitary District seals for use on Mr. Shef's vehicle. Mr. Shef also will carry an identification badge that includes the District seal, and Mr. Shef's name and title. Mr. Shef will wear a long- sleeved white or light- colored shirt and tie as his working attire. Mr. Shef will complete the City of Costa Mesa' s PC832 course within sixty days. Until that time, Mr. Shef will be utilized in the community to distribute courtesy notices and public education material. Director Worthington suggested a jacket of some type be provided for Mr. Shef. Ms. Schmeisser reported she is investigating light- weight jackets for the field crew, and will look into obtaining one for Mr. Shef. Director Schafer requested the Board set an item for the next regular session agenda to discuss the amount of the fine to be assessed. RECYCLING COMMITTEE MEETING - NOVEMBER 12, 1997 "SECOND CHANCE" WEEK Director Worthington reported California's First Annual Second Chance Week was scheduled for October 18 -26, 1997. Staff issued three press releases to the local papers, but none were published. The Costa Mesa cable station did provide publicity and several residents called in to the office to request additional information. Ms. Schafer mentioned the Second Chance Week item in her column. Director Worthington reported the recycling committee would like to develop an advertising budget for next year's event to increase awareness. SHARPS PROGRAM UPDATE Director Worthington advised the Board that Stericycle, the medical waste container company, has given the District a list of guidelines for container usage. Director Worthington expressed concern over how the District will govern adherence to these guidelines at the drop -.off .locations. The Recycling Committee determined a written agreement with the pharmacies distributing the containers and notifying them of their responsibilities was needed. Mr. Harriers presented two Stericycle medical waste service agreements: Steven's Pharmacy, 1525 Mesa Verde Drive, East, Costa Mesa; and North Drugs, 1170 Baker Street, Costa Mesa. The agreement is for a six -month contract with each location. • COSTA MESA SANITARY DISTRICT 7 MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 13, 1997 Director Reade motioned to approve the six -month Stericycle medical waste service agreements, Steven's Pharmacy and North Drugs, subject to receipt of a signed agreement with each location regarding the adherence to distribution and collection guidelines. Director Worthington seconded. Motion carried unanimously. Director Worthington reported the City of Fountain Valley has offered to join in a regional grant'application with the District. Ms. Thompson reported the City of Fountain Valley utilizes a consultant, Curbside Inc., to implement their recycling programs. Staff has spoken with Curbside representatives who recommend a residential delivery and pickup of the sharps containers instead of utilizing pharmacies as collection points. Ms. Thompson expressed local businesses would benefit if the District continued with the assistance of the pharmacies. Director Worthington motioned to join with Fountain Valley in applying for a grant, but with separation for implementation. Director Reade seconded. Motion carried unanimously. IARTWORK FOR TRUCKS UPDATE Director Worthington reported there were no applicants for the artwork design contest. The City of Costa Mesa's graphic department has been given the project to complete. AMERICA RECYCLES DAY Director Worthington reported Staff has prepared a press release to local media regarding America Recycles Day with a request for a photo of school children collecting phone books. The District is promoting the event within the School Telephone Book Recycling Program. Information regarding America Recycles Day was printed on the back of the flyers for the telephone book program. The flyer also includes an entry form to win "The American Green Dream House." The Costa Mesa cable station is promoting the event for the District. Director Worthington reported many other recyclables are being mixed in with the telephone books in the elementary school recycle bins. Ms. Thompson will inquire as to whether the additional recyclable items • will cause a problem for Costa Mesa Disposal. Director Worthington reported Pac Bell is diminishing. their level of support towards recycling only the telephone books they supply. • • COSTA MESA SANITARY DISTRICT 8 MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 13, 1997 Mr. Schneider reported the mills his company utilizes do not accept large quantities of telephone books. OPPORTUNITIES IN FRANCHISING TRASH HAULING Mr. Harriers reported the City Council declined to pursue opportunities in franchising trash hauling at their November 3, 1997, meeting. TRASH COLLECTION REFUND UPDATE Ms. Schmeisser report ed receipt and processing of 12 refund applications for the Month of October. Ms. Schmeisser reported she has approximately twelve applications pending due to incorrect or . lack of information. Ms. Schmeisser provided a status report on the field study refund requests as follows: MEMORIAL TO SUSAN TEMPLE Ms. Thompson reported the City Council approved the request to participate in the Circle of Service Plaque for Susan Temple at their October 20, 1997, meeting. The City of. Costa Mesa Parks Superintendent, David Alkema, informed: District staff the City will contact the vendor and arrange for the creation and installation of the plaque. Mr. Alkema will provide a rubbing of the plaque to the District. The District's share will be $150.00, one half of the approximate total cost of $300.00. Director Reade motioned to approve the expenditure of $150.00 for the Circle of Service Plaque for Susan Temple. Director Perry seconded. Motion carried 5 -0. TIRE ROUNDUP Ms. Thompson reported the District and City sponsored Costa Mesa's first Tire Collection Event on October 18th. Director Worthington assisted at the event. Ms. Thompson circulated photographs taken at the event to the Board members. • Ms. Thompson reported 84 tires were collected, flyers for America Recycles Day and Second Hand Week were distributed. Ms. Thompson reported two tire stores in the City will accept old tires for recycling and has developed a brochure for distribution to interested parties. Current Month To Date Total amount of refunds for trash $18,771.64 $ 159,426.47 Total amount of refunds for sewer $241.64 Fixture Fee Refund Not a part of the stud $67.50 Total Of all refunds $18,771.64 $ 159,735.61 Total number of units affected by refunds 40 Units 376 Units MEMORIAL TO SUSAN TEMPLE Ms. Thompson reported the City Council approved the request to participate in the Circle of Service Plaque for Susan Temple at their October 20, 1997, meeting. The City of. Costa Mesa Parks Superintendent, David Alkema, informed: District staff the City will contact the vendor and arrange for the creation and installation of the plaque. Mr. Alkema will provide a rubbing of the plaque to the District. The District's share will be $150.00, one half of the approximate total cost of $300.00. Director Reade motioned to approve the expenditure of $150.00 for the Circle of Service Plaque for Susan Temple. Director Perry seconded. Motion carried 5 -0. TIRE ROUNDUP Ms. Thompson reported the District and City sponsored Costa Mesa's first Tire Collection Event on October 18th. Director Worthington assisted at the event. Ms. Thompson circulated photographs taken at the event to the Board members. • Ms. Thompson reported 84 tires were collected, flyers for America Recycles Day and Second Hand Week were distributed. Ms. Thompson reported two tire stores in the City will accept old tires for recycling and has developed a brochure for distribution to interested parties. • COSTA MESA SANITARY DISTRICT 9 MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 13, 1997 SCHOOL TELEPHONE BOOK RECYCLING PROGRAM Ms. Thompson reported the School Telephone Book Recycling Program began on November 6,, 1997, and will run through December 31, 1997. There are eighteen sites designated for collection bins, and sixteen Of the sites are. schools. Costa Mesa Disposal reported two tons of telephone books have been collected during the first week. OIL RECYCLING PROGRAM Ms. Thompson presented a brochure for the Residential Recycling Service for Used Motor Oil and Filters. This program• has been funded through the regional grant application submitted jointly with the City of Costa Mesa. Americlean, the City's consultant, is implementing the program. Approximately 6,100 residents in a target neighborhood received a brochure at the end of October explaining the program. Residents wishing to participate will call an 800 number and Americlean vehicles will pick up the resident's used oil and /or filters. Ms. Thompson explained Americlean is in the process of relocating their offices to Costa Mesa and program data is unavailable at the present time. • CR TRANSFER/BROCHURE Mr. Harriers reported the District has received 25,000 brochures from CR Transfer for distribution to trash customers. The brochures will be delivered via bulk mail at a cost of 20.9 cents each. CR Transfer paid for the production and printing of the brochure and will reimburse the District for the mailing costs that will be approximately $4,500.00. Staff and volunteers will be applying the mailing labels and sealing dots to each of the brochures. The brochures should be ready for mailing November 26, 1997. President Ferryman suggested obtaining assistance for future mailouts as a work program fund raiser. Director Perry suggested using a group of high school students. SDRMA - .PROPOSED JPA AMENDMENT Mr. Harriers introduced a letter dated October 14, 1997, . from Ken Sonksen, President, Special District Risk Management Authority Board of Directors. The letter proposed an amendment to the Third Amended Joint Powers Agreement to allow SDRMA to operate more efficiently. Staff reviewed the agreement and recommended approval. • Director Schafer motioned to approve the amendment. Director Perry seconded. Motion carried unanimously. • COSTA MESA SANITARY DISTRICT 10 MINUTES. - BOARD OF DIRECTORS MEETING HELD NOVEMBER 13, _1997 NEW LEGISLATION AB 1484 - CREATES COMMISSION OF LOCAL GOVERNMENTS Ms. Revak reported this legislation establishes a statewide 15- member Commission to examine local government reorganization. It was approved by the Gov_ ernor on October 12, 1997. Ms. Revak's memorandum contained a copy of the Legislative Counsel's Digest. Director Schafer will obtain more information at the next legislative meeting she attends. SB1066 - AB 939 REFORM Ms. Revak reported SB 1066 was signed into law on October 3, 1997. The bill makes several important changes to the enforcement provisions of AB 939 and enacts several modest measures to enhance the markets for recycled materials. The Legislative Counsel's Digest was attached for the Board's information. COMMUNITY EVENTS • ORANGE COUNTY AUTO SHOW Ms. Thompson reported she will be representing the District at the Orange County Auto Show on November 25, 1997. ENGINEER'S REPORTS ANNEXATION NO. 251 - 101 KALMUS DRIVE, HART'S RUGS Mr. Harriers introduced a proposed agreement to provide temporary service and irrevocable consent to annexation. Hart's Rugs is developing property at 101 Kalmus and is ready to connect to the sewer. Hart's Rugs had not previously contacted the District regarding connecting to the sewer system. Mr..Hamers explained a portion Of the property is within the boundaries Of the District, but not yet annexed to the District. The agreement stipulates the property owner consent to annexation and pay all fees for annexation and processing. Director Reade motioned to approve the agreement. Director Perry seconded. Motion carried unanimously. TREASURER'S REPORTS 0 ORANGE COUNTY BANKRUPTCY Mr. Davis presented a bankruptcy update and reported the District anticipates receiving $31,788.34 as payment toward its B -12 claims under the Plan of is COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 13, 1997 11 Adjustment. Receipts of these monies will satisfy all outstanding B -12 claims that the District filed. SDRMA ANNUAL REPORT Mr. Davis reviewed the - annual report from SDRMA and his review resulted in the following findings: SDRMA,is not highly leveraged; SDRMA has generated a profit over the last two years; and SDRMA has adequate liquid assets to meet its current obligator. ATTORNEY'S REPORTS RESOLUTION NO. 97 -603 Mr. Burns presented Resolution No. 97 -603, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT DESIGNATING . CERTAIN PERSONS TO AUTHORIZE THE AUDITOR- CONTROLLER FOR THE COUNTY OF ORANGE TO MAKE ADDITIONS, DELETIONS, AND CORRECTIONS TO SPECIAL CHARGES BEING COLLECTED ON THE COUNTY TAX ROLL AND GIVING REASONS THEREFOR. Director Schafer motioned to adopt Resolution No. 97 -603. Director Perry seconded.. Motion carried 5 -0. LOCAL MEETINGS INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY (ISDOC) Director Schafer was unable to attend the ISDOC meeting. Director Worthington attended the meeting and reported he met Todd Spitzer and was impressed with his candor. Ms. Thompson reported Tri- Cities representatives were in attendance and Mr. Spitzer stated he felt they were doing a disservice to the public by spending their funds on legal fees and advertising. LOCAL AGENCY FORMATION COMMITTEE (LAFCO) Director Schafer reported she attended the LAFCO meeting and the major topic was the Southern County Issues Discussion Group. Director Schafer felt the report given by the group was very thorough. There will be a study session held in January and Director Schafer will bring the Board more information after that study session. • COSTA MESA SANITARY DISTRICT 12 MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 13, 1997 Director Schafer further reported the Coastal Municipal Water District and Municipal Water District of Orange County ( MWDOC) takeover was discussed. Director Schafer offered the agenda and notes for the Board's perusal. SPECIAL DISTRICT ADVISORY COMMITTEE Director Schafer reported the Advisory Committee covered the MWDOC and Coastal Municipal Water District situation. Director Schafer provided her notes and a copy of the agenda for the Board's perusal. COSTA MESA CHAMBER OF COMMERCE LEGISLATION COMMITTEE Director Schafer reported she gave an update of all the programs the District provides to residents of Costa Mesa. COUNTY SANITATION DISTRICTS OF ORANGE COUNTY President Ferryman reported the draft of the permit for the EPA for the Ocean outfall was received. Director Ferryman further reported the reapproval of the allocation to rebuild the College Avenue pump station. CITY OF COSTA MESA COUNCIL MEETING REPORT OCTOBER 20, 1997 Director Perry attended the October 20, 1997, . meeting and reported the memorial for Susan Temple was approved. NOVEMBER 3, 1997 President Ferryman attended the November 3, 1997, meeting and reported Lions Park will be redeveloped and the City approved moving forward with option one. President Ferryman reported the new configuration would remove the stage area where the fish fry has been historically held. OLD BUSINESS Director Worthington suggested sending a letter to the. Daily Pilot commending them for their accuracy in reporting the commercial trash franchising. Staff will • prepare a letter. Director Schafer showed a hat she received at the California Special Districts Association Annual Meeting. COSTA MESA SANITARY DISTRICT 13 MINUTES - BOARD OF DIRECTORS MEETING HELD NOVEMBER 13, 1997 is NEw BUSINESS There was no new business. PUBLIC COMMENTS There-were no public comments made. ORAL COMMUNICATIONS Mr. Hamers reported Staff is working well together and doing a great job. Director Perry. reminded Staff to contact the schools regarding assistance for any future mailouts the District may have. ADJOURNMENT At 1:28 p.m. President Ferryman adjourned the meeting. • r� ECRETARY RESIDENT 41