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Minutes - Board - 1998-03-12r COSTA MESA SANITARY DISTRICT Minutes of Board of Directors Regular Meeting held March 12, 1998 0 • CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on March 12, 1998, at 6:00 p.m., conference room 1 -A of the Civic Center, 77 Fair Drive, Costa Mesa. Director Ferryman called the meeting to order at 6:00 p.m. Director Perry led the Pledge of Allegiance. Director Schafer gave the invocation. ROLL CALL: Directors Present: Directors Absent and Excused: James Ferryman, Art Perry, Arlene Schafer Dan Worthington, Nate Reade Staff Present: Robin Harriers, 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: Paul Schoenberger 923 Joan Street Costa Mesa, CA 92627 CONSENT CALENDAR -------------------------------------------------------- - - - - -- Director Schafer requested Item 5a, Waste Diversion Report - February 1998, be pulled from the Consent Calendar. On motion by Director Perry, seconded by Director Schafer, and carried 3 -0, the remaining Consent Calendar was approved. MINUTES Approved Minutes .of The minutes for the Recycling Committee meeting of Recycling Committee February 11, 1998, were approved as distributed. • Meeting, February 11, 1998 COSTA MESA SANITARY DISTRICT 2 MINUTES - BOARD OF DIRECTORS MEETING HELD MARCH 12, 1998 • Approved report of The minutes for the regular meeting of February 12, 1998, Regular Meeting, were approved as distributed. February 12, 1998 REPORTS MANAGER'S REPORTS Approved Occupancy The Trash Occupancy Count reflected a decrease of two Report and payment of units in the occupancy 'report for solid waste collection as $156,203.34 to Costa of March 1998. Therefore, the total for March is 21,001. Mesa Disposal for trash Board directed Staff to prepare a warrant for $156,203.34 collection services for to Costa Mesa Disposal on April 1, 1998, for payment for March 1998 March trash collection based on the March count of 21,001. 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 Florence Wakuya $325.42 Parcel Address: 2537 Orange, #A To Florence Wakuya Assessor's Parcel No. 937 -75 -034 Trash Refund: $325.42 for tax years 95/96 and 96/97 Approved Payment of $399.20 To Gene Kinum Approved Payment of $488.13 To Westport Group RECYCLING REPORTS Refund issued to Gene Kinum Parcel Address: 2243 Pacific, #A103 Assessor's Parcel No. 937 -50 -003 Trash Refund: $399.20 for tax years 94/95, 95/96, and 96/97 Refund issued to Westport Group Parcel Address: 2543. Santa Ana Assessor's Parcel No. 439 - 192 -37 Trash Refund: $488.13 for tax year 96/97 • Approved Contract The Board approved contract payment to CR Transfer for Payment to CR Transfer for recycling services and disposal for the month of February $92,124.17 1998 in the amount of $92,124.17. • COSTA MESA SANITARY DISTRICT 3 MINUTES - BOARD OF DIRECTORS MEETING HELD MARCH 12, 1998 ENGINEER'S REPORTS Project Status Report was received and filed. TREASURER'S REPORTS Financial Report as of February 28, 1998, was received and filed Report of Monies on Deposit as of February 28, 1998, was received and filed The Project Status Report for March 1, 1998, was accepted as submitted. The Financial Report as of February 28, 1998, was accepted as submitted. The Report of Monies on Deposit as of February 28, 1998, was accepted as submitted. Approved Warrant 98 -9 Warrant Resolution #CMSD 98 -9 was approved, for March 1998, in the authorizing the President and Secretary to . sign the amount of $369,515.47 warrant and instructing the Finance Department to draw a warrant from the Costa Mesa Sanitary District General • Fund in the amount of $369,515.47. END OF CONSENT CALENDAR -------------------------------------------------------- - - - - -- Director Schafer inquired whether the diversion totals on the February 1998 Waste Diversion Report reflected City, County, and District totals combined. Mr. Hamers explained the report stating the totals are divided into the City of Costa Mesa, unincorporated County areas served by the District, and a final total of the two. Director Schafer motioned to approve 5a, Waste Diversion Report for February 1998 showing a 30.81 diversion rate. Director Perry seconded. Motion carried unanimously. WRITTEN COMMUNICATIONS Mr. Hamers introduced a letter from the Wallace Area Improvement Group dated February 25, 1998. Mr. Hamers reported the letter was to property owners and managers in the Wallace area giving them a general update and inviting them to attend the meetings. Mr. Hamers reported the letter, mentioning the group's attendance at the Costa Mesa Sanitary District meetings to support trash container pick up, was sent to the District for their general information. Mr. Hamers advised the Board he received the Orange County Grand Jury Report on Solid Waste Reduction Programs. The report analyzed the various programs in the 31 • n COSTA MESA SANITARY DISTRICT 4 MINUTES - BOARD OF DIRECTORS MEETING HELD MARCH 12, 1998 cities of Orange County and the County landfill situation. The report will be mailed to Board members and placed on the April Costa Mesa Sanitary District agenda. MANAGER'S REPORTS SOURCE REDUCTION AND. RECYCLING ELEMENT AB 939 UPDATE ON ACTIVITIES ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT REPORTS POLICE. REPORT Ms. Schmeisser presented a memorandum providing the statistics for the month of February, 1998. The number of calls for service for scavenging are as follows: Location Calls for Service Cite /Arrest Area 1 1 1 Area II 0 2 Area III 4 4 Area IV 0 0 TOTAL 5 7 DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT Ms. Thompson presented Mr. Shef s summary report covering the 4 -week period from February 2 to March 1, 1998. Mr. Shef's report notes many large items are being left at the curb. Mr. Shef placed notices informing the residents about the large item collection service. Ms. Thompson reported Mr. Shef is monitoring problem areas and stated she is happy with the volume and quality of work Mr. Shef is performing. RECYCLING COMMITTEE MEETING - MARCH 11, 1998 TELEPHONE DIRECTORIES, LETTER TO EDITOR Mr. Hamers presented a draft letter to the editor composed by Director ® Worthington. Mr. Harriers reported Staff has reviewed the letter and calculated the support data showing the approximate cost of $754,286 to the residents of Orange County for disposal of distributed telephone books. E COSTA MESA SANITARY DISTRICT S MINUTES - BOARD OF DIRECTORS MEETING HELD MARCH 12, 1998 Director Schafer suggested Director Worthington do a spotlight synopsis for Media One. The letter to the editor will be tabled due to Director Worthington's absence. HOUSEHOLD HAZARDOUS WASTE COLLECTION FRANCHISE Mr. Hamers reported Staff has continued to investigate whether the program proposed by Curbside Inc. is beneficial to the District. The Recycling Committee discussed CR Transfer and Costa Mesa Disposal and their potential for household hazardous waste collection. The Committee determined CR Transfer provides a pickup program for used oil for the City of Lake Elsinore. Staff reviewed the contract with Costa Mesa Disposal and noted the provision for a contribution of $10,000 per year for a household hazardous waste residential pickup program. The provision assumes the ® first pickup will be in the year 2003, with $60,000 available to the District at that time. Mr. Hamers explained the Board can request the $10,000 per year to be utilized for a program commencing before 2003. President Ferryman suggested encouraging the hauler to provide the service. Mr. Hamers will have Staff contact Costa Mesa Disposal to obtain feedback from them regarding their plans for household hazardous waste programs. RESIDENTIAL BIN SERVICE Ms. Thompson reported Staff is continuing to investigate the possibility of providing multifamily residential bin service. Staff has compiled some preliminary information and will research further and report to the Board when the data collection is complete. • • COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD MARCH 12. 1998 TRASH COLLECTION REFUND UPDATE A Ms. Schmeisser presented the trash refund report. There were three refund requests processed during the month of February. * The nine applications pending are all over six months old. Letters have been written to the applicants describing what was required to process their incomplete refund requests. SCHOOL TELEPHONE BOOK RECYCLING PROGRAM • Ms. Thompson reported the presentation dates to award the recycling incentive checks have been scheduled at all participating schools. A total of $7,800 will be awarded to schools. Ms. Thompson reported a press release was issued but not picked up by the local media. Ms. Thompson presented a letter for President Ferryman to sign requesting Pacific Bell pay for the promotional costs (e.g., flyers, posters) for the telephone book recycling program. Ms. Thompson's letter also requested Pacific Bell accept other publisher's telephone books for the 1998 program. PLACEMENT OF TRASH CONTAINERS FOR COLLECTION Mr. Hamers presented a memorandum including language from District Ordinance No. 2, stating: "SECTION 5. PLACEMENT OF CONTAINERS: The rubbish containers shall be placed where the same is ordinarily accessible to be collected and arranged in a manner so as to facilitate the loading on the collection truck. Except where practical difficulties exist, all rubbish containers shall be placed on the alley or street right -of- way." • Mr. Hamers advised the Board the Ordinance does not require a trash container be placed on the curb instead of the street. Staff recommended the inclusion of language in the encouragement program flyers to request residents place trash containers on the curb. Current Month To Date Total amount of refunds for trash $1,212.75 $193,842.74 Total amount of refunds for sewer -0- $238.68 Fixture Fee Refund Not a part of the stud -0- $345.00 Total of all refunds $1,212.75 $194,426.42 Total number of units affected by refunds 6 Units 446 Units Applications ending: 9* * The nine applications pending are all over six months old. Letters have been written to the applicants describing what was required to process their incomplete refund requests. SCHOOL TELEPHONE BOOK RECYCLING PROGRAM • Ms. Thompson reported the presentation dates to award the recycling incentive checks have been scheduled at all participating schools. A total of $7,800 will be awarded to schools. Ms. Thompson reported a press release was issued but not picked up by the local media. Ms. Thompson presented a letter for President Ferryman to sign requesting Pacific Bell pay for the promotional costs (e.g., flyers, posters) for the telephone book recycling program. Ms. Thompson's letter also requested Pacific Bell accept other publisher's telephone books for the 1998 program. PLACEMENT OF TRASH CONTAINERS FOR COLLECTION Mr. Hamers presented a memorandum including language from District Ordinance No. 2, stating: "SECTION 5. PLACEMENT OF CONTAINERS: The rubbish containers shall be placed where the same is ordinarily accessible to be collected and arranged in a manner so as to facilitate the loading on the collection truck. Except where practical difficulties exist, all rubbish containers shall be placed on the alley or street right -of- way." • Mr. Hamers advised the Board the Ordinance does not require a trash container be placed on the curb instead of the street. Staff recommended the inclusion of language in the encouragement program flyers to request residents place trash containers on the curb. 0 COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD MARCH 12, 1998 MEETING WITH COUNTY ASSESSOR ON FEBRUARY 19, 1998 WITH REGARD TO SHARING DATABASE Mr. Hamers reported he attended the meeting with the County Assessor along with Ms. Schmeisser and Mr. -Davis. Staff determined the data on tax bills has the potential of being at least 18 months old. Staff recommended continuing to purchase the information from Experian (TRW REDI). SHARPS PROGRAM UPDATE Ms. Thompson reported the Sharps program is gaining momentum, especially at the North Drugs location. To date, North Drugs has collected 55 pounds of sharps. Steven's Pharmacy has not yet collected enough filled containers to warrant a collection as of the end of February. Ms. Laura Fabrego, District Intern, has been promoting the program in the Latino community and has received very positive comments. The Sharps brochure has been translated into Spanish and will be printed for distribution. • Ms. Schmeisser reported Steven's Pharmacy will be hosting a diabetic seminar on March 18, 1998, from 10:00 a.m. to 3:00 p.m. Ms. Schmeisser and Ms. Thompson may attend a portion of the seminar to distribute information. Ms. Schmeisser reported she recommended Steven's Pharmacy contact North Drugs to share ideas about promoting the program. ENGINEER'S REPORTS MESA VERDE COUNTRY CLUB NEW RESTROOM BUILDINGS Mr. Harriers reported he has not yet heard from the Mesa Verde Country Club regarding their new restroom buildings. Mr. Harriers felt Staff directed the Country Club in the correct direction with the recommendation of. a gravity sewer. TELEVISING SEWER LINES EXAMPLE REPORT Mr. Harriers supplied a video tape of a televised sewer line to show the Board. Due to Director Worthington's absence, the tape will be shown at the April meeting. • Ll COSTA MESA SANITARY DISTRICT 8 MINUTES - BOARD OF DIRECTORS MEETING HELD MARCH 12, 1998 1515 MESA DRIVE (LANGE DRIVE APARTMENTS) RESOLUTION NO. 98 -606 - VACATE SEWER EASEMENT Mr. Hamers advised the Board the property at 1515 Mesa Drive has been slated for redevelopment into an apartment project. The new development will utilize an on -site private sewer maintained by the property owner. The existing District sewer line and easement will have to be abandoned due to the configuration of the new buildings. This will relieve District crews from having to maintain a sewer system on private property. Mr. Hamers presented Resolution No. 98 -606, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT, COSTA MESA CALIFORNIA, ORDERING THE VACATION OF SEWER EASEMENTS. Director Schafer motioned to vacate the easement and adopt Resolution 98 -606 - Vacate Sewer Easement. Director Perry seconded. Motion carried 3 -0. DEVELOPER AND ENGINEER'S REIMBURSEMENT Mr. Hamers presented a letter to Mr. Jesse Green, Southwest Civil Engineering, outlining the vacating and reconstruction of the 8 -inch sewer line between 1515 Mesa Drive and the Riverside Drive cul -de -sac. The letter proposes to reimburse the developer in the form of progress payments as work is completed on reconstruction of a new 8 -inch vitrified clay pipe sewer main. Director Schafer motioned to approve the letter in concept to reimburse Southwest Civil Engineering for replacement of sewer line. Director Perry seconded. Motion carried unanimously. TREASURER'S REPORTS ORANGE COUNTY BANKRUPTCY Mr. Davis reported receipt of a small, unanticipated distribution from the County. Mr. Davis' office is working with the County to determine the origin of the claim regarding the reimbursement. Mr. Davis further reported on the LeBoeuf; Lamb, Greene & McRae settlement which will result in some pool monies to the District. • COSTA MESA SANITARY DISTRICT 9 MINUTES - BOARD OF DIRECTORS MEETING HELD MARCH 12, 1998 ATTORNEY'S REPORTS Mr. Burns stated he had nothing to report. LOCAL MEETINGS INDEPENDENT,SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC) FEBRUARY 26, 1998, QUARTERLY MEETING Director Schafer reported Councilman Peter Hertzog, Lake Forest, was the speaker at the ISDOC meeting and was well received and informative. MARCH 3, 1998, EXECUTIVE COMMITTEE MEETING Director Schafer reported the Committee discussed future meetings and increasing the membership. Director Schafer reported the Committee also discussed the Pringle bill, SB 256. rLOCAL AGENCY FORMATION COMMITTEE (LAFCO) Director Schafer provided Staff reports for the Board's perusal. Director Schafer reported the Coastal Municipal Water District and the Municipal Water District of Orange County consolidated. Director Schafer reported the Home Depot near San Juan Capistrano and Dana Point was discussed to determine who would benefit from the tax revenues. There will be an opening for a regular member and an alternate. Director Schafer presented a project list containing priority and nonpriority items. The list showed outstanding items and successful activities for 1997, major projects underway for 1998, and possible future projects. The list also featured the proposals, applicants, and description of each project. SPECIAL DISTRICT ADVISORY COMMITTEE Director Schafer reported there is no meeting to report on this month. COSTA MESA CHAMBER OF COMMERCE LEGISLATION COMMITTEE Director Schafer reported the Costa Mesa Chamber of Commerce Legislation Committee meeting will be held later this month. Topics on the agenda include Proposition 223, school spending limits on administration initiative statute; Proposition 224, design and engineering services; state - funded cost analysis of • COSTA MESA SANITARY DISTRICT 10 MINUTES - BOARD OF DIRECTORS MEETING HELD MARCH 12, 1998 civil service competitor bidding contract responsibility; and Proposition 226, political contributions, employers, labor unions, foreign entities initiative statute. COUNTY SANITATION DISTRICTS OF ORANGE COUNTY REGULAR MEETING OF FEBRUARY 25, 1998 President Ferryman reported the County Sanitation Districts of Orange County is in the process of changing their refund policy from four years to one year. The District is in the process of revising the manner in which their customers are charged. CITY OF COSTA MESA COUNCIL MEETING REPORT FEBRUARY 17, 1998 Director Schafer reported Fairview Park and the "bark park" were topics of discussion. . MARCH 2, 1998 Director Worthington attended the March 2, 1998, Council Meeting. The report will be tabled. SPECIAL DISTRICT RISK.MANAGEMENT AUTHORITY SAFETY /CLAIMS WORKSHOP, FEBRUARY 18, 1998 Ms. Thompson and President Ferryman attended the safety /claims workshop concerning the appropriate way to handle an incident where private property is damaged. Ms. Thompson reported the Costa Mesa Sanitary District is in good shape regarding the appropriate forms and policies. Ms. Thompson reported the City of Costa Mesa will provide a safety program for the field crew to make sure they have all the equipment and safety precautions available to them in order to take care of public as well as themselves in the event of an incident. EDUCATION DAY, FEBRUARY 19, 1998 Ms. Thompson reported Board ethics and the Brown Act were the featured topics • at the February 19, 1998, Education Day. 1] COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD MARCH 12, 1998 OLD BUSINESS 11 Mr. Hamers reported the Canyon Drive pumping station repair is complete and the station is in operation. The final report to the Board will be presented at the April meeting. NEW BUSINESS CSDA SACRAMENTO GOVERNMENT AFFAIRS DAY, APRIL 27, 1998 Mr. Harriers reported Staff assembled a cost breakdown for attendance at the Sacramento Government Affairs Day to be held April 17, 1998, at the Sacramento Convention Center. Director Schafer expressed an interest in attending the convention. Director Perry motioned to approve sending Director Schafer to the CSDA Sacramento Government Affairs Day, April 27, 1998. Director Schafer seconded. Motion carried unanimously. • PUBLIC COMMENTS There were no public comments. • ORAL COMMUNICATIONS Director Perry requested verification of the date of the April meeting to make sure it did not conflict with Easter vacation. Director Schafer advised the Board that Marilyn Rath is retiring and requested the District place an item on the April agenda to consider presenting Ms. Rath with a certificate of appreciation. ADJOURNMENT At 7:10 p.m. President Ferryman adjourned the meeting. P E (DENT