Loading...
Minutes - Board - 1998-04-09• CJ COSTA MESA SANITARY DISTRICT Minutes of Board of Directors Regular Meeting held April 9, 1998 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on April 9, 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 Reade gave the invocation. ROLL CALL: Directors Present: 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; Reba Coulter, Finance; Marc Davis, Acting Treasurer; Ron Shef, District Ordinance Enforcement Officer Others Present: Margaret Lindsey 2859 Hickory Place Costa Mesa CONSENT CALENDAR -------------------------------------------------------- - - - - -- Mr. Hamers requested item No. 11, Investment Oversight Committee Meeting - April 9, 1998, be pulled from the Consent Calendar. On motion by Director Perry, seconded by Director Schafer, and carried 4 -0, the remaining Consent Calendar was approved. MINUTES Approved Minutes of The minutes for the Recycling Committee meeting of Recycling Committee March 11, 1998, were approved as distributed. Meeting, March 11, 1998 Approved report of The minutes for the regular meeting of March 12, 1998, Regular Meeting, were approved as distributed. March 12, 1998 C] COSTA MESA SANITARY DISTRICT 2 MINUTES - BOARD OF DIRECTORS MEETING HELD APRIL 9, 1998 REPORTS MANAGER'S REPORTS Approved Occupancy The Trash Occupancy Count reflected an increase of Report and payment of twelve units in the occupancy report for solid waste $156,292.59 to Costa collection as of April 1998. Therefore, the total for April is Mesa Disposal for trash 21,013. Board directed Staff to prepare a warrant for collection services for April $156,292.59 to Costa Mesa Disposal on May 1, 1998, for 1998 payment for April trash collection based on the April count of 21,013. 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 Steve Giraud • $415.10 Parcel Address: 2960 Airway, #6103 To Steve Giraud Assessor's Parcel No. 936 -79 -005 Trash Refund: $472.10 Sewer Charge: ($57.87) Total Refund: $415.10 Approved Payment of Refund issued to Resco $45.00 Parcel Address: 1604 Newport To Resco Sewer Refund: $45.00 Approved Payment of Refund issued to Steve McNash $310.27 Parcel Address: 2292 Canyon To Steve McNash Assessor's Parcel No. 422 - 052 -01 Trash Refund: $310.27 RECYCLING REPORTS Waste Diversion Report The Waste Diversion Report for March 1998 showing a March 1998 was received 32.07% diversion rate was received and filed. and filed Approved Contract The Board approved contract payment to CR Transfer for Payment to CR Transfer for recycling services and disposal for the month of March $106,718.02 1998 in the amount of $106,718.02. COSTA MESA SANITARY DISTRICT 3 MINUTES - BOARD OF DIRECTORS MEETING HELD APRIL 9, 1998 • Approved report of Safety The for the Safety Committee meeting of March 31, Committee Meeting of 1998, were approved as distributed. March 31, 1998 ENGINEER'S REPORTS Project Status Report was The Project Status Report for April 1, 1998, was accepted received and filed. as submitted. TREASURER'S REPORTS Financial Report as of The Financial Report as of March 31, 1998, was accepted March 31, 1998, was as submitted. received and filed Report of Monies on The Report of Monies on Deposit as of March 31, 1998, Deposit as March 31, was accepted as submitted. 1998, was received and filed Approved Warrant 98 -10 Warrant Resolution #CMSD 98 -10 was approved, for April 1998, in the authorizing the President and Secretary to sign the amount of $284,841.80 warrant and instructing the Finance Department to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $284,841.80. END OF CONSENT CALENDAR -------------------------------------------------------- - - - - -- The Investment Oversight Committee Meeting, April 9, 1998, was canceled. WRITTEN COMMUNICATIONS Mr. Hamers presented a letter of appreciation from Bill Vu, President of I.D.C. Building and Supplies, dated March 14, 1998, commending Ms. Schmeisser for her efficiency and courtesy in assisting his company. 6:06 - Director Worthington arrived. i • COSTA MESA SANITARY DISTRICT 4 MINUTES - BOARD OF DIRECTORS MEETING HELD APRIL 9, 1998 MANAGER'S REPORTS SOURCE REDUCTION AND RECYCLING ELEMENT AB 939 UPDATE ON ACTIVITIES ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT REPORTS POLICE REPORT Mr. Hamers presented a memorandum providing the statistics for the month of March, 1998. The number of calls for service for scavenging are as follows: Location Calls for Service Cite /Arrest Area 1 6 0 Area II 2 0 Area III 2 2 Area IV 0 0 TOTAL 10 2 DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT Mr. Hamers presented the ordinance enforcement summary report for the four - week period ending March 29, 1998. Mr. Shef reported the majority of infractions are currently occurring in multifamily dwellings. Mr. Shef has completed the PC832 course successfully and is ready for State certification. RECYCLING COMMITTEE MEETING - APRIL 8, 1998 TELEPHONE DIRECTORIES, LETTER TO EDITOR Mr. Hamers presented a suggested list of recipients for the "letter to the editor" regarding telephone directories. The list included: The Orange County Register, Daily Pilot, Los Angeles Times, Local Cable Station, Integrated Waste Management Board, Assemblywoman Marilyn Brewer, and State Senator Ross Johnson. • Director Schafer suggested including the Costa Mesa Breeze and Dana Rohrabacher as recipients of the letter. Ms. Thompson recommended the Integrated Waste Management Department. President Ferryman • COSTA MESA SANITARY DISTRICT 5 MINUTES - BOARD OF DIRECTORS MEETING HELD APRIL 9, 1998 suggested the inclusion of Jim Silva, Orange County Board of Supervisors, to the list. TELEPHONE DIRECTORIES, JUNE 1998 PROGRAM Director Worthington reported the Recycling Committee discussed the June 1998 telephone directory program and how to improve collection. Director Worthington suggested a more aggressive collection during June to offset the cost of the program in the fall. The ideas discussed included additional collection locations, commercial contributions, and involving Costa Mesa Disposal in the program. HOUSEHOLD HAZARDOUS WASTE COLLECTION FRANCHISE Director Worthington reported Staff met with Costa Mesa Disposal to discuss a household hazardous waste collection program. Costa Mesa Disposal is currently collecting small amounts of ABOP type waste and feels they are in a position to make collections in residential areas. Costa Mesa Disposal Staff will research their options and meet further with ® District Staff. RESIDENTIAL BIN SERVICE Director Worthington advised there was nothing new to report on residential bin service and the feasibility of offering a program is still being investigated. Costa Mesa Disposal proposed a meeting to discuss the ramifications of offering bin service to multifamily dwellings. A Study Session with Costa Mesa Disposal was proposed for May 7, 1998, at 12:30 p.m. to discuss household hazardous waste pickup and residential bin service. TRASH TRUCK SIGNAGE Director Worthington reported the signs on trash trucks reminding residents to remove trash containers after collection have been installed. Pictures of trucks displaying the signs were distributed to Board members for viewing. SHARPS PROGRAM UPDATE - CONTRACT RENEWAL • Director Worthington reported the Sharps Program has removed 129 pounds, or 2064 needles, out of the waste stream. Director Worthington informed the Board the contract with Stericycle will automatically extend for an additional 6 months if they do not receive a notice to terminate • • COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD APRIL 9. 1998 A before April 23, 1998. The Board had previously approved a $4,500 budget to fund the program. Total expenses to date are $1,200, leaving an unused balance of $3,300. Staff expects the level of participation to increase as the program becomes more familiar to the residents of Costa Mesa. Ms. Thompson projected a cost of $12,000 to continue the program through June 1999. Director Schafer motioned to approve a line item of $8,700 to fund the Sharps Program through June 30, 1999. Director Reade seconded. Motion carried 5 -0. 1997/98 HOUSEHOLD HAZARDOUS WASTE GRANT - SIXTH CYCLE Ms. Thompson reported receipt of a notice from California Integrated Waste Management Board informing her the grant request for funding of the Sharps Program was not recommended. OLD BUSINESS MARGARET LINDSEY, 2859 HICKORY PLACE - REPORT ON TRASH COLLECTION REFUND REJECTION President Ferryman welcomed Margaret Lindsey. Mr. Harriers presented a timeline depicting the events surrounding 2859 Hickory Place, Costa Mesa, Assessor's Parcel No. 139 - 296 -18. Mr. Harriers summarized the timeline for the Board, reporting Ms. Lindsey requested cancellation of trash service on April 17, 1995. Ms. Schmeisser sent the form and received the signed form back on May 10, 1995. Ms. Schmeisser permanently exempted the parcel on July 14, 1995 to begin July 1, 1995. During the field study, it was noted the property, four dwelling units, was being serviced by Costa Mesa Disposal for trash collection. The parcel was added to trash assessment roles on May 15, 1997, since trash service was being provided. Ms. Lindsey again requested a refund and exemption from trash assessment. Upon investigation, photographic evidence was obtained on February 5, 1998, showing the continued use of Costa Mesa Disposal services. The refund request was denied by the Board. • Upon subsequent investigation on March 2, 1998, photographic evidence showed trash containers were removed from the alley. On March 12, 1998, one trash bag was at the site where the cans were located. The parcel was then C] COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD APRIL 9, 1998 7 reinspected after Costa Mesa Disposal trash collection and the trash bag was removed. Ms. Lindsey stated she was extremely offended that her parcel was put back on the tax assessment role without her knowledge. Mr. Hamers confirmed notice was appropriately posted. Ms. Lindsey acknowledged she did maintain trash containers in the alley until March 1998. Ms. Lindsey stated she was unaware she needed to remove the trash containers from the alleyway in addition to providing a bin for her tenants. Director Schafer motioned to approve a refund of $200.00, representing four months' service to four units, to Ms. Lindsey, 2859 Hickory Place, Costa Mesa, Assessor's Parcel No. 139- 296 -18, with no intention to establish a precedent. Director Perry seconded. Motion carried 4 -1 as follows: President Ferryman Aye Director Perry Aye Director Reade Aye Director Schafer Aye is Director Worthington No President Ferryman informed Ms. Lindsey a permanent exemption would be filed for the parcel. President Ferryman also informed Ms. Lindsey the parcel would be monitored by Mr. Shef during his route and recommended Ms. Lindsey notify her tenants to exclusively use the bin service provided. TRASH COLLECTION REFUND UPDATE Mr. Harriers presented the trash refund report. There were three refund requests processed during the month of March. • * 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. Current Month To Date Total amount of refunds for trash $782.37 $194,625.11 Total amount of refunds for sewer $57.87 $180.81 Fixture Fee Refund Not a part of the stud $45.00 $390.00 Total of all refunds $769.50 $195,195.92 Total number of units affected by refunds 0 Units 446 Units Applications pending: 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. • COSTA MESA SANITARY DISTRICT 8 MINUTES - BOARD OF DIRECTORS MEETING HELD APRIL 9, 1998 ORANGE COUNTY GRAND .JURY REPORT, "SOLID WASTE REDUCTION PROGRAMS" Mr. Hamers presented an article entitled "Solid Waste Reduction Programs" by the Orange County Grand Jury containing recommendations to various cities for compliance with AB939. Mr. Hamers also presented an article from Refuse News, March 15, 1998. CALIFORNIA ENVIRONMENTAL PROTECTION AGENCY APPLICATION FOR GOVERNOR'S ENVIRONMENTAL AND ECONOMIC LEADERSHIP AWARD Ms. Thompson reported she received information regarding an award application for the 1998 Governor's Environmental and Economic Leadership Award. Ms. Thompson suggested the District apply for the award recognizing the District's Sharps Program. Ms. Thompson reported the application requires two letters of recommendation. Mr. Hamers and Director Schafer will follow up on acquiring the letters of recommendation. NEW TELEPHONE AREA CODE 949 Mr. Hamers presented a listing and map of the areas affected by the split of the 714 area code. ENGINEER'S REPORTS EMERGENCY WORK - CANYON PUMPING STATION FINAL REPORT Mr. Hamers presented a final report on the Canyon Pump Station Emergency Repairs. Mr. Hamers reported the work came in slightly under budget and the station is up and operating. TELEVISING SEWER LINES EXAMPLE REPORT Mr. Hamers reported a video containing televised sewer lines is available for viewing by the Board. CSDOC TRANSFER OF AIR BASE TRUNK SEWERS TO CMSD Mr. Hamers presented a letter from County Sanitation Districts of Orange County, dated March 23, 1998, regarding the abandonment and rehabilitation of a portion of the Air Base Trunk Sewer in the City of Costa Mesa through the Fairview Relief Sewer, Contract No. 6 -12. Mr. Hamers also presented a letter to • the Board from his office detailing the transfer and recommending it, subject to CSDOC rehabilitating the sewer lines to the District's satisfaction. Mr. Hamers stated he has maps and detailed plans for the Board's perusal. • COSTA MESA SANITARY DISTRICT 9 MINUTES - BOARD OF DIRECTORS MEETING HELD APRIL 9, 1998 CSDOC requested the Board approve the transfer in concept, to be followed up with a three -party agreement including the City of Costa Mesa due to the sewer location on the City's new soccer complex parcel. Before the District can formally accept the lines, the City of Costa Mesa and the School District must finalize where the changes will be made. The Board recognizes local sewers are best served by the Costa Mesa Sanitary District. The Board discussed the transfer and determined there were outstanding issues to be finalized regarding the position of the School District and the City of Costa Mesa before approval could be given. Director Schafer motioned to approve the transfer, subject to finalizing of the concept. Director Reade seconded. Motion carried unanimously. TREASURER'S REPORTS ORANGE COUNTY BANKRUPTCY Mr. Davis stated he had nothing to report to the Board. • ATTORNEY'S REPORTS EXEMPTIONS FOR ANNUAL SEWER CHARGES Mr. Burns discussed a confidential report previously distributed to Board members regarding the appropriateness of charges and exemptions for property directly connected to the County Sanitation Districts. Mr. Burns' opinion was that the District should not charge a fee since service is not provided. APPENDIX TO CONFLICT OF INTEREST CODE, RESOLUTION NO. 95 -579 Mr. Burns presented a report summarizing the District's conflict of interest code adopted in 1995. To remain in compliance with state requirements, the District is required to designate the employees and the categories of disclosure in an appendix to that code. Due to the change in District employee structure that occurred when the positions of Clerk and Assistant Manager were separated, adoption of a new appendix is necessary. Director Perry motioned to adopt Exhibit "A" appendix to Resolution No. 95 -579. Director Schafer seconded. Motion carried 5 -0. • COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD APRIL 9. 1998 10 Mr. Burns advised the Board a notice was received from the county tax collector regarding a tax sale and giving the Board until May 6, 1998, to object or consent. Director Perry motioned to entertain a non - agenda item due to the need arising after the general agenda was posted and a need for immediate action due to the time frame involved in issuing a response. Director Schafer seconded. Motion carried unanimously. Mr. Burns advised, the Board a letter of response consenting to the tax sale would be required. Director Reade motioned to send a letter of consent to the County tax collector regarding the tax sale. Director Perry seconded. Motion carried unanimously. LOCAL MEETINGS INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC) Director Schafer attended the Executive Committee meeting and discussed • instigating a program of deregulation. Director Schafer reported the ISDOC meeting will -be held on April 30, 1998, and she will provide a report. LOCAL AGENCY FORMATION COMMITTEE ( LAFCO) REGULAR MEETING OF MARCH 11, 1998 Director Schafer attended the LAFCO meeting of April 8 and reported the main topic covered concerned Dana Point and the South Coast Water District. Director Schafer reported the issue has multiple applications and is rather involved. Director Schafer provided the agenda packet for the Board's review. REQUEST FROM MIDWAY CITY SANITARY DISTRICT RE LAFCO ELECTION Director Schafer reported the practice of ballot by mail was discussed at. the ISDOC meeting. Midway City expressed opposition to the ballot by mail method proposed for the open special district seats on LAFCO. After discussion during the ISDOC meeting, it was determined to have the candidates speak and better inform the voters during the open meeting on May 30, 1998. SPECIAL DISTRICT ADVISORY COMMITTEE Director Schafer reported the meeting for April has not yet occurred and she will bring a report to the May meeting. • COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD APRIL 9, 1998 COSTA MESA CHAMBER OF COMMERCE LEGISLATION COMMITTEE 11 Director Schafer reported attending the Costa Mesa Chamber of Commerce Legislation Committee meeting and giving a full report to the Committee on the Sharps Program, the recycling of telephone books, and efforts of the Costa Mesa Sanitary District. COUNTY SANITATION DISTRICTS OF ORANGE COUNTY REGULAR MEETING OF MARCH 25, 1998 President Ferryman reported the installation of a tank to contain liquefied gas to fuel sludge trucks was postponed due to refusal of delivery on the part of the manufacturer. CITY MANAGERS AND SANITARY DISTRICTS GENERAL MANAGERS - MEETING OF MARCH 26, 1998 Mr. Hamers reported he, Ms. Thompson, and Ms. Schmeisser attended a meeting at the Sanitation District to review storm water infiltration into the sewer system. Mr. Flamers reported the meeting was very informative. Mr. Hamers explained the District was using plugs in select vents on some manhole covers. CITY OF COSTA MESA COUNCIL MEETING REPORT MARCH 2, 1998 Director Worthington was out of town and unable to attend the meeting. MARCH 16, 1998 Director Perry attended the March 16, 1998, City Council meeting and provided a copy of the minutes. Director Perry stated there was nothing noteworthy involving the District. APRIL 6, 1998 President Ferryman was out.of town and unable to attend the meeting. Director Schafer attended the April 6 meeting and reported the Pacific Federal building was discussed. Director Schafer further reported topics included grant allocations and the police housing program whereby police officers receive financial assistance to purchase a home. • COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD APRIL 9. 1998 SANTA ANA RIVER FLOOD PROTECTION AGENCY W RESOLUTION NO. 98 -607 IN SUPPORT OF FUNDING OF THE STATE FLOOD CONTROL SUBVENTION FUNDING FOR FISCAL YEAR 1998 -99 Mr. Hamers presented Resolution No. 98 -607, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT IN SUPPORT OF FUNDING OF THE STATE FLOOD CONTROL SUBVENTION FUNDING FOR FISCAL YEAR 1998 -99. Director Perry motioned to adopt Resolution No. 98 -607. Director Schafer seconded. Motion carried 5 -0. RESOLUTION NO. 98 -608 IN SUPPORT OF INCREASED FUNDING FOR THE FISCAL YEAR 1998 -99 OF THE ARMY CORPS OF ENGINEERS CIVIL WORKS CONSTRUCTION PROGRAM Mr. Hamers presented Resolution No. 98 -608, A RESOLUTION OF THE • BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT IN SUPPORT OF INCREASED FUNDING FOR THE FISCAL YEAR 1998 -99 OF THE ARMY CORPS OF ENGINEERS CIVIL WORKS CONSTRUCTION PROGRAM. Director Perry motioned to adopt Resolution No. 98 -608. Director Schafer seconded. Motion carried 5 -0. NEW BUSINESS CLAIM - 1993 ANAHEIM AVENUE, COSTA MESA 12 -6 -97 Mr. Hamers presented a claim for property at 1993 Anaheim Avenue, Costa Mesa, on December 6, 1997. Mr. Hamers recommended denial of the claim and forwarding it to SDRMA for investigation. Director Schafer motioned to reject the claim and forward it to SDRMA. Director Perry seconded. Motion carried unanimously. OCCURRENCE - 401 NORTH NEWPORT BOULEVARD, NEWPORT BEACH - 1 -22 -98 Mr. Hamers presented a claim for property at 401 North Newport Boulevard, Newport Beach, occurring on January 22, 1998. Mr. Hamers reported damage was done to downstairs carpeting. The claim requests replacement of downstairs carpeting and upstairs carpeting. Mr. Hamers noted investigation determined there was no backflow prevention device installed at the location. • • • COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD APRIL 9, 1998 13 Mr. Harriers recommended denying the claim as a procedural necessity and forwarding the claim to SDRMA for investigation. Director Perry motioned to reject the claim noting that there was no backflow prevention device installed and forwarding of the claim to SDRMA. Director Schafer seconded. Motion carried unanimously. RETIREMENT DINNER FOR MARILYN RATH, THURSDAY, APRIL 16, 1998 Ms. Thompson reported Ms. Rath is retiring and a dinner in her honor is being held at the Neighborhood Community Center April 16, 1998. CERTIFICATION OF APPRECIATION AND CEREMONY ATTENDANCE Ms. Thompson presented a copy of the Certificate of Appreciation to be awarded to Marilyn Rath for her dedication, integrity, and enthusiasm. Ms. Thompson inquired of Mr. Burns whether the Board could attend the dinner as a Board meeting. Mr. Burns determined the Board could attend and be paid for attendance as a meeting if a service were rendered for the Board. Director Perry motioned to request presentation at the dinner for Marilyn Schafer seconded. Motion carried 5 -0. PUBLIC COMMENTS There were no public comments. ORAL COMMUNICATIONS the available Directors render the Rath on behalf of the Board. Director President Ferryman wished all in attendance a safe and happy Easter. ADJOURNMENT At 7:40 p.m. President Ferryman adjourned the meeting. 1A V SECRETARY P A IDENT