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Minutes - Board - 1998-07-09C] • • COSTA MESA SANITARY DISTRICT Minutes of Board of Directors Regular Meeting held July 9, 1998 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on July 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: Directors Absent: James Ferryman, Art Perry, Arlene Schafer, Nate Reade, Dan Worthington None Staff Present: Robin Hamers, Manager /Engineer; Lois Thompson, Assistant Manager; Joan Revak, Clerk of the District; Dawn Schmeisser, Assessment Specialist; Reba Coulter, Finance; Marc Davis, Acting Treasurer Others Present: Paul Shoenberger 923 Joann Street Costa Mesa COSTA MESA DISPOSAL CPI INCREASE Mr. Davis presented a memorandum to the Board outlining the District's provision for annual adjustment to the basic rate paid to Costa Mesa Disposal. The rate is adjusted annually by an amount equal to the percentage change in the Consumer Price Index (CPI) for the twelve -month period ending in May of each year. The new rate becomes effective July 1 each year. The twelve -month CPI as of May 1998 was calculated to be 1.755 %. This will increase the District's monthly rate per occupancy payable to Costa Mesa Disposal as follows: 1997 -98 Trash rate per occupancy $7.4379 1998 -99 Rate adjustment based on May 1998 CPI 0.1306 1998 -99 Trash rate per occupancy effective July 1, 1998 $7.5685 Director Perry motioned to approve the CPI rate adjustment of 1.755 %. Director Reade seconded. Motion carried 5 -0. COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 9, 1998 N CONSENT CALENDAR ------------------------------------------------------- - - - - -- Mr. Harriers distributed a replacement page for the June 11, 1998 minutes of the regular meeting reflecting a revision as follows: Public Comments (Revisited) Mr. Salcido inquired whether the District was within their authority to punish offenders of the trash can Ordinance by placing a lien on property or taking the offender to small claims court. Mr. Bums responded that neither option was available to the District. Mr. Salcido further inquired on placing signs regarding illegal dumping. Mr. Burns advised Mr. Salcido to contact the City regarding illegal dumping. On motion by Director Reade, seconded by Director Schafer, and carried 5 -0, the Consent Calendar was approved. MINUTES Approved Minutes of Recycling Committee Meeting, June 9, 1998 Approved Minutes of Regular Meeting, June 11, 1998 REPORTS MANAGER'S REPORTS Approved Occupancy Report and payment of $159,165.56 to Costa Mesa Disposal for trash collection. services for July 1998 • The minutes for the Recycling Committee meeting of June 9, 1998, were approved as distributed. The minutes for the regular meeting of June 11, 1998, were approved as distributed. The Trash Occupancy Count reflected an increase of 20 units in the occupancy report for solid waste collection as of July 1998. Therefore, the total for July is 21,030. Board directed Staff to prepare a warrant for $159,165.56 to Costa Mesa Disposal on August 1, 1998, for payment for July trash collection based on the July count of 21,030. COSTA MESA SANITARY DISTRICT 3 MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 9, 1998 • 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 $416.64 To David and Linda Gross RECYCLING REPORTS Refund issued to David and Linda Gross Parcel Address: 253 Cabrillo Assessor's Parcel No. 425 - 461 -03 Trash Refund: $416.64 Waste Diversion Report June The Waste Diversion Report for June 1998 showing a 1998 was received and filed 34.94% diversion rate was received and filed. Approved Contract Payment to The Board approved contract payment to CR Transfer for CR Transfer for $107,098.98 recycling services and disposal for the month of June 1998 in the amount of $107,098.98. Approved Minutes of Safety /Loss The minutes for the Safety /Loss Control Committee Meeting Control Committee Meeting - of June 16, 1998 were received and filed. June 16, 1998 ENGINEER'S REPORTS Project Status Report was The Project Status Report for July 1, 1998, was accepted received and filed. as submitted. TREASURER'S REPORTS Financial Report as of The Financial Report as of June 30, 1998, was accepted as June 30, 1998, was submitted. received and filed Report of Monies on Deposit The Report of Monies on Deposit as of June 30, 1998, was as June 30, 1998, was accepted as submitted. received and filed C] • • COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 9. 1998 4 Approved Warrant 99 -01 for Warrant Resolution #CMSD 99 -01 was approved, July 1998, in the amount of authorizing the President and Secretary to sign the warrant $633,069.76 and instructing the Finance Department to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $633,069.76. Investment Oversight Committee Meeting July 9, 1998 Mr. Davis reported to the Board on the Investment Oversight Committee meeting held on July 9, 1998 and attended by Directors Perry and Schafer, Mr. Davis, Mr. Simpson (Finance), Mr. Hamers, and Ms. Thompson. END OF CONSENT CALENDAR ------------------------------------------------------- - - - - -- WRITTEN COMMUNICATIONS Mr. Hamers presented a letter from Ms. Andrea Lewis, Assistant for Quality Programs, California Environmental Protection Agency dated June 26, 1998. Ms. Lewis' letter informed applicants that the initial application indicated winners would be notified by July 1, 1998, but due to unforeseen circumstances, winners will not be notified until August 14, 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 June 1998. The number of calls for service for scavenging are as follows: Location Calls for Service Cite /Arrest Area 1 0 1 Area II 2 0 Area III 4 0 Area IV 0 0 TOTAL 6 1 • • • COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 9, 1998 DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT Mr. Hamers presented the ordinance enforcement summary report for the four - week period beginning May 25 and ending June 21, 1998. Mr. Shef began verification of exemption status on properties that appeared to be utilizing curbside service. The District has increased its occupancy by seven units due to the verification of report data. Mr. Shef distributed flyers and followed up on complaints. WALLACE AVENUE UPDATE Ms. Schmeisser prepared a memorandum for the Board showing ten locations were tagged for both containers in view and placing large items at the curb for collection. District Staff mailed 16 letters to homeowners regarding repeat violations of District Ordinances. Response to the letters by the homeowners has been positive. RECYCLING COMMITTEE MEETING - JULY 8,1998 TELEPHONE DIRECTORIES PROGRAM JUNE 1998 COLLECTION Director Worthington reported approximately 4.5 tons of directories have been collected as of June 29, 1998. A bin at one of the grocery store collection sites has been removed due to construction at the facility. LARGE ITEM COLLECTION - JUNE 22 - AUGUST 28, 1998 Director Worthington reported the Large Item Collection began June 22, 1998. The total tonnage collected to date is as follows: TIME PERIOD TONS COLLECTED 1998 - Week 1 35.18 1997- Week 1 36.41 TONS RECYCLED 6.7 4.4 LANDFILL COST $383.82 $544.77 Director Worthington stated the total volume of large items is lower than last year's collection, but the amount of white goods is greater. Director Worthington attributed the volume increase of white goods to effective scavenger monitoring. is COSTA MESA SANITARY DISTRICT 6 MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 9, 1998 SHARPS PROGRAM UPDATE Director Worthington reported the Sharps has taken in 234 pounds as of May 30, 1998. Director Worthington suggested a possible third location for pickup in the southern area of the City. Ms. Thompson reported she spoke to Mr. Taylor at North Drugs and he informed her he has sold his pharmacy to Rite Aid. Mr. Taylor suggested contacting the Rexall Drug Store on Newport Boulevard as a possible collection site. Ms. Thompson said Rite Aid would probably continue the Sharps collection at the North Drug location. Staff will investigate whether the contract with North Drugs will be assignable to Rite Aid. HOUSEHOLD HAZARDOUS WASTE RESIDENTIAL PICKUP PROGRAM Director Worthington reported Curbside, Inc. has agreed to all revisions to the contract. Staff anticipates the Household Hazardous Waste Residential Pickup • Program will begin the last week of July. An informational brochure will be created and printed and a press release sent. Staff will monitor the budget for the program closely. • TRASH COLLECTION REFUND UPDATE Ms. Schmeisser presented the trash refund report. There was one refund request processed during the month of June. Ms. Schmeisser reported no additional requests for refunds have come in. Ms. Thompson reported the refund for Andrea Coulson, A. P. No. 419 - 043 -13, was inadvertently left off the report for the June 1998 meeting. The Board approved the refund request. * The seven 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 $579.35 $197,860.98 Total amount of refunds for sewer $70.62 Fixture Fee Refund Not a part of the stud $660.00 Total of all refunds $579.35 $198,591.60 Total number of units affected by refunds 1 Unit 455 Units Applications pending: 7* * The seven 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 MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 9. 1998 NOTIFICATION OF PROPOSED TRASH RATE INCREASE Ms. Thompson reported 25,000 notifications regarding the trash rate increase were sent out and approximately 1,200 notifications returned as undeliverable. Ms. Thompson said Staff will attempt to locate an updated address for each of the 1,200 returned notices. Ms. Thompson reported one written complaint response has been received to date and approximately 5 telephone calls. Ms. Thompson further reported she received a telephone call from a man living in Aspen, Colorado who owns property in Costa Mesa. The caller expressed his pleasure with both the rates and services provided by the District. Mr. Hamers reported the notification procedure being followed by Staff complied with the law, regardless of undeliverable notifications. Mr. Hamers reported the returned notifications will be filed as proof of attempted notification. • ENGINEER'S REPORTS FAIRVIEW PARK SEWER LINE Mr. Hamers presented a letter from Mr. Bill Morris, Director of Public Services, dated June 29, 1998, and a letter from Mr. Kenneth Matassa, Secretary, Orange County Model Engineers, dated June 23, 1998. Mr. Hamers also presented a letter he sent to Mr. Alan Roeder on May 15, 1998. Mr. Hamers reported the Model Engineers have stated they have no available funds to put toward the sewer line. Mr. Hamers reported the City would be able to commit $15,000 toward the sewer line. Director Reade motioned to have a representative of the Model Engineers attend the August regular meeting to discuss the issue. Director Schafer seconded. Motion carried as follows: Ayes:, Directors Reade, Schafer, Worthington. Noes: President Ferryman, Director Perry. 0 • • COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 9. 1998 TREASURER'S REPORTS ORANGE COUNTY BANKRUPTCY Mr. Davis presented a comprehensive update on the Orange County bankruptcy with three schedules attached. Schedule one portrays all litigation to date with a hypothetical distribution. Schedule two portrays the Orange County Investment Pool bankruptcy. Schedule three portrays the Orange County bankruptcy and claims filed on behalf of the District. CR TRANSFER - CPI INCREASE Ms. Coulter presented a report on the CPI adjustment for CR Transfer. Ms. Coulter explained Staff calculated the 12 -month CPI as of May 1998 to be 1.755% which translates to a $0.35 per ton increase. The waste diversion percentage increases to 37.5% requiring an addition of $6.92 to the basic rate along with the CPI percentage increase. Application of the diversion percentage to the $22 per ton landfill fee results in a $1.65 decrease. The net result is an increase of $5.62 in the transfer rate. 1998 -99 1997 -98 Increase Decrease Amount Percent Basic rate $27.31 20.04 7.27 36.3% Landfill fee 13.75 15.40 1.65 10.7% Transfer rate $41.06 35.44 5.62 15.9% Director Perry motioned to approve the CPI increase. Director Schafer seconded. Motion carried 5 -0. CITY INDIRECT COSTS Mr. Davis requested this report be continued to the August regular meeting due to time constraints impeding report preparation. ATTORNEY'S REPORTS ATTENDING A MEETING OF A STANDING COMMITTEE AS AN OBSERVER Mr. Harriers presented a memorandum from Mr. Bums to the Board offering a clarification of how the Attorney General's Office views the recent exception to the Brown Act that allows members of the governing body to attend a meeting of its standing committee as "observers." COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 9, 1998 Mr. Bums memorandum contains the Attorney General's interpretation of this exception to mean that the member attending as an observer must not ask questions, must not make statements, and must not sit on the dais but in the area available to the public. LOCAL MEETINGS INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC) Director Schafer attended the ISDOC meeting of July 8, 1998. Director Schafer distributed an informational packet on Assembly Bill 556. Director Schafer advised the Board to watch the Hertzberg Bill, which currently encompasses Los Angeles County only. The Governor appointed a commission to investigate Special Districts and return with a report by the year 2000. Director Schafer reported the meeting was comprised of discussions regarding opposing opinions on the various bills. Director Schafer reported Bob Huntley has drafted a certification program on Special is District Leadership Foundation. LOCAL AGENCY FORMATION COMMITTEE ( LAFCO) Director Schafer attended the LAFCO meeting of July 8, 1998. Director Schafer reported Bay Knolls request to be part of Newport Beach and a fee waiver. Director Schafer reported Dana Point, San Juan Capistrano, Laguna Beach, and Laguna Beach County Water District are attempting to merge. SPECIAL DISTRICT TECHNICAL ADVISORY COMMITTEE (SDTAC) Director Schafer reported the advisory committee was established in June of 1996 to review the technical aspects of items brought before LAFCO. The committee is comprised of three representatives from water districts with two alternates, two representatives from sewer with one alternate, one community services director, and one from the library district. Director Schafer distributed a listing of members and alternates. Director Schafer reported the Special District Technical Advisory Committee reviews all controversial matters before LAFCO receives them. Director Schafer advised the. Board there will be a luncheon at the ISDOC meeting of • July 30, 1998, to vote for Special District Technical Advisory Committee members. • COSTA MESA SANITARY DISTRICT 10 MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 9, 1998 COSTA MESA CHAMBER OF COMMERCE LEGISLATION COMMITTEE Director Schafer reported there was a speaker from the Orange County Transportation Authority updating the Committee on the transportation corridors. Director Schafer presented information to the Committee about the Costa Mesa Sanitary District programs. Director Schafer advised the Board the next Costa Mesa Chamber of Commerce Legislation Committee will consist of a tour of the John Wayne Airport. COUNTY SANITATION DISTRICTS OF ORANGE COUNTY REGULAR MEETING OF JUNE 24,1998 Director Perry attended the County Sanitation Districts of Orange County meeting. Director Perry advised the Board there will be a quarterly Board workshop on August 22, 1998. Director Perry further advised the Board the CSDOC will have a hearing on July 29, 1998, to discuss a rate change. 0 President Ferryman attended the special meeting where resolutions were passed to unite the individual districts into one district. President Ferryman further reported attendance at a meeting where a 5- million - dollar fund will be created to grant or make low- interest loans to cities and special districts for projects. A committee has been established to review and make recommendations to CSDOC regarding the loans. CITY OF COSTA MESA COUNCIL MEETING REPORT JUNE 15, 1998 Director Worthington attended the June 15, 1998, City Council meeting and reported there was no discussion held that pertained to the District. JuLY 6,1998 Director Perry attended the July 6, 1998, City Council meeting which was adjourned to executive session and reported there was no discussion held that pertained to the District. President Ferryman suggested reviewing the City Council meeting agenda to determine • if there is an item of interest to warrant sending a Director. • COSTA MESA SANITARY DISTRICT. I I MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 9. 1998 SANTA ANA RIVER FLOOD PROTECTION AGENCY FULL COMMISSION MEETING OF JUNE 25, 1998 Director Perry attended the Full Commission Meeting of the Santa Ana River Floor Protection Agency. Director Perry reported the almost all of the funding for the Seven Oaks Dam is in place. Director Perry reported there is no money for the Prado Dam completion. President Ferryman has been voted in to the Executive Committee. Director Perry further reported the Agency approved their budget. Director Perry advised the Board an invitation to take a tour of the Dam was offered to interested Board members. Ms. Schmeisser advised the Board she has a video of the Seven Oaks Dam construction progress that was filmed in March 1998. Ms. Schmeisser advised interested Board members to contact her to obtain the tape for viewing. OLD BUSINESS There was no old business discussed. • NEW BUSINESS 1998 ELECTION Ms. Revak presented a memorandum advising the candidate filing for the November 3, 1998, election is July 13 through August 7, 1998, 5:00 p.m. Ms. Revak advised the Board the candidate's statements are to contain no more than 200 words and will cost each candidate $1,000. PUBLIC COMMENTS There were no public comments made. ORAL COMMUNICATIONS Director Reade stated there is a truck in his neighborhood that is very large and damaging the street when it makes a U -turn at the end of the street. Director Reade inquired what the weight limit was of a truck in an R -1 zone. Mr. Hamers will investigate and give Director Reade the weight limit. Director Worthington inquired when the next newsletter would be distributed. • Mr. Hamers responded Staff has been working on it. Ms. Thompson stated the District has been receiving a lot of coverage in the City of Costa Mesa Community Report. COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 9, 1998 1� u ADJOURNMENT At 7:09 p.m. President Ferryman adjourned the meeting. • is VICE 12