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Minutes - Board - 1998-10-080 C, COSTA MESA SANITARY DISTRICT Minutes of Board of Directors Regular Meeting held October 8, 1998 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on October 8, 1998, at 4:00 p.m., in conference room 1 -A of the Civic Center, 77 Fair Drive, Costa Mesa. Director Ferryman called the meeting to order at 4:00 p.m. Director Perry led the Pledge of Allegiance. Director Reade gave the invocation. ROLL CALL: Directors Present: James Ferryman, Art Perry, Arlene Schafer, Nate Reade, Dan Worthington Staff Present: Robin Harriers, Manager /Engineer; Alan Burns, Legal Counsel; Lois Thompson, Assistant Manager; Joan Revak, Clerk of the District; Dawn Schmeisser, Assessment Specialist; Reba Coulter, Finance; Jason Simpson, Acting Treasurer; Ron Shef, District Ordinance Enforcement Officer Others Present: Allan Roeder Ms. Thelma Reade Mike Jones Desiree Jones CONSENT CALENDAR ------------------------------------------------------- - - - - -- President Ferryman directed item 12, Resignation of Acting Treasurer, Jason Simpson, be pulled for discussion from the Consent Calendar. On motion by Director Schafer, seconded by Director Worthington, and carried 5 -0, the Consent Calendar, with the exception of item 12., Resignation of Acting Treasurer, Jason Simpson, was approved. MINUTES Approved Minutes of The minutes for the Recycling Committee meeting of ® Recycling Committee September 9, 1998, were approved as distributed. Meeting, September 9, 1998 • • • COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD OCTOBER 8, 1998 2 Approved Minutes of The minutes for the regular meeting of September 10, 1998, Regular Meeting, were approved as distributed. September 10, 1998 Approved report of Study The report for the Study Session of September 29, 1998, was Session, September 29, accepted as submitted. 1998 REPORTS MANAGER'S REPORTS Approved Occupancy The Trash Occupancy Count reflected an increase of 6 units Report and payment of in the occupancy report for solid waste collection as of $159,301.78 to Costa October 1, 1998. Therefore, the total for October is 21,048. Mesa Disposal for trash Board directed Staff to prepare a warrant for $159,301.78 to collection services for Costa Mesa Disposal on November 1, 1998, for payment for October 1998 October trash collection based on the October count of 21,048. 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 Keith Hosfiel $22.50 Parcel Address: 256 Knox Street To Keith Hosfiel Assessor's Parcel No. N/A Total Refund: $22.50 for overpayment of fixture fees on permit #13580 Approved Payment of $5,206.72 To Cheng -Po Kuo RECYCLING REPORTS Waste Diversion Report September 1998 was received and filed Refund issued to Cheng -Po Kuo Parcel Address: 726 West Wilson Street Assessor's Parcel No. 422 - 372 -27 Number of Units: 16 Total Refund $5,206.72 for tax years 95/96 -96/97 The Waste Diversion Report for September 1998 showing a 35.21 % diversion rate was received and filed. COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD OCTOBER 8, 1998 Approved Contract Payment to CR Transfer for $127,464.23 Approved Minutes of Safety /Loss Control Committee Meeting - September 17, 1998 ENGINEER'S REPORTS 3 The Board approved contract payment to CR Transfer for recycling services and disposal for the month of September 1998 in the amount of $127,464.23. The minutes for the Safety /Loss Control Committee Meeting of September 17, 1998 were received and filed. Project Status Report was The Project Status Report for October 1, 1998, was received and filed. accepted as submitted. TREASURER'S REPORTS Financial Report as of The Financial Report as of September 30, 1998, was September 30, 1998, was accepted as submitted. received and filed Report of Monies on Deposit The Report of Monies on Deposit as of September 30, 1998, as of September 30, 1998, was accepted as submitted. was received and filed Approved Warrant 99 -04 for Warrant Resolution #CMSD 99 -04 was approved, October 1998, in the amount authorizing the President and Secretary to sign the warrant of $437,044.15 and instructing the Finance Department to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $437,044.15. END OF CONSENT CALENDAR ------------------------------------------------------- - - - - -- Mr. Hamers advised the Board that Mr. Jason Simpson was moving to northern California and resigning as Acting Treasurer for the Costa Mesa Sanitary District. Mr. Hamers reported the District has a mutual agreement in place with Andrea Daroca, a consulting director of finance with the City of Costa Mesa. Ms. Daroca was unable to attend the meeting due to an emergency, and Mr. Allan Roeder, City Manager attended the meeting on her behalf. Mr. Roeder informed the Board of the City of Costa Mesa's projected staffing of the finance department. Mr. Roeder informed the Board he would be requesting City Council to appoint Ms. Daroca as Acting Treasurer of the City of Costa Mesa and requesting they hire a private investment advisor to provide additional assistance. Mr. Roeder stated he expects to fill the available finance department positions before the end of the year. COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD OCTOBER 8, 1998 4 is Director Schafer motioned to accept Mr. Simpson's resignation, with regret, effective October 16, 1998. Director Perry seconded. Motion carried 5 -0. Director Perry motioned to discuss a nonagenda item due to the need to take immediate action and that the need arose after the agenda was posted. Director Reade seconded. Motion carried 5 -0. Director Perry motioned to appoint Ms. Andrea Daroca as Acting Treasurer for the Costa Mesa Sanitary District effective on October 16, 1998, subject to taking the oath of office given by Ms. Joan Revak, and having a bond in effect. Director Reade seconded. Motion carried 5 -0. WRITTEN COMMUNICATIONS Mr. Hamers reported there were no written communications. 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 September 1998. The number of calls for service for scavenging are as follows: Location Calls for Service Cite /Arrest Area 1 1 0 Area II 0 0 Area III 1 2 Area IV 0 0 TOTAL 2 2 Director Perry motioned to accept the Police Report. Director Schafer seconded. Motion carried 5 -0. DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT ® Mr. Hamers presented the ordinance enforcement summary report for the our -week period beginning August 24 and ending September 20, 1998. Mr. Shef divided his time between the exempt status verification and the continued monitoring of ordinance enforcement in the five collection areas. COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD OCTOBER 8, 1998 5 Mr. Shef's report advised there was negligible scavenger activity during this monitoring period. The report was accepted as submitted. RECYCLING COMMITTEE MEETING - OCTOBER 6, 1998 TRASH COLLECTION PROGRAM Director Worthington reported the committee determined a pilot program offered by Costa Mesa Disposal to ascertain the feasibility of the Hauler 60 would be beneficial. The pilot program would begin in January. Director Worthington further recommended the Board revisit the issue of trash collection for multifamily residences in the City. Director Worthington suggested the revenue realized from the multifamily residences would possibly enable the District to finance the cost of the Hauler 60s. Director Schafer motioned to direct Staff to research and develop a pilot • program for instituting the use of Hauler 60s and return an implementation report for consideration by the Board. Director Perry seconded. Motion carried 5 -0. TELEPHONE BOOK RECYCLING PROGRAM Director Worthington reported the Telephone Book Recycling Program will begin November 11, 1998, and continue through December 23, 1998. There will be 23 sites participating in the 1998 program, comprised of 17 public schools and 6 private schools. Director Worthington reported the District's budget is approximately $7,000. Ms. Thompson reported there were two elementary schools that have chosen not to participate in the 1998 program. The participating schools will be given posters and flyers to be distributed to the students. Ms. Thompson reported the awards will be based on a pound -per- student basis to afford all schools an equal participation opportunity. Ms. Thompson reported Staff has activated the recycling hotline and the Pacific Bell Directory 800 number will refer Costa Mesa callers to the hotline. Daishowa will provide a trailer to transport the telephone books • and pay the District $50 per ton for Pacific Bell telephone books. COSTA MESA SANITARY DISTRICT 6 MINUTES - BOARD OF DIRECTORS MEETING HELD OCTOBER 8, 1998 0 SHARPS PROGRAM Ms. Thompson advised the Board the total of sharps collected from 209 residents as of August 31, 1998, is 524 pounds. Ms. Thompson reported the newly -added Ramsey Rexall location and RiteAid are up and operating and she expects to see the collection numbers increase now that there are three collection points in operation. SPECIAL EVENTS TIRE ROUNDUP EVENT - OCTOBER 17, 1998. Ms. Thompson reported the second annual used tire roundup will take place on Saturday, October 17, 1998, at the City Corporation Yard. The Orange County Conservation Corps will be distributing flyers to businesses throughout Costa Mesa. Media One will also advertise the event. CR TRANSFER TOUR BY AUSTRALIAN ENGINEERS - SEPTEMBER 11, 1998. • Ms. Thompson reported she and Ms. Coulter escorted the Australian engineers on a tour of CR Transfer. Ms. Thompson reported CR Transfer presented a very nice tour of the facility for the Australian guests, although newer technology was not featured. Ms. Thompson reported the engineers were very pleased with the tour and the cleanliness of the facility, and Ms. Thompson noted they seemed exceptionally interested in the weight station. 0 HHW DOOR -TO -DOOR COLLECTION PROGRAM Ms. Thompson reported the door -to -door pickup program provided service to 30 residents during the second month. This resulted in the collection of the following for the month of September: .............................. ............................... ..... ............................... .............................. ............................... .............................. ............................... .............................. ............................... .............................. ............................... Material Type Used Oil Antifreeze Auto Batteries Latex Paint Pounds Collected 808 48 450 1369 Gallons Collected 95 6 161 The totals collected to date are as follows: .............................. ............................... ........ ....... .............................. ............................... .... .............................. - Material Type Used Oil Antifreeze Auto Batteries Latex Paint Pounds Collected :: 1531 104 1070 4081 Gallons Collected 170 11 411 COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD OCTOBER 8, 1998 • Ms. Thompson reported residents have requested the program be expanded to include oil -based paints and pesticides. Ms. Thompson has an alternative to offer residents who are requesting used oil pickup through another program. Ms. Thompson noted the Costa Mesa Sanitary District door -to -door Household Hazardous Waste Collection Variance has been received. NEWSLETTER Ms. Thompson reported the final draft of the newsletter has been received and is expected to be mailed within three weeks. BEVERAGE CONTAINER GRANT Ms. Thompson reported the Beverage Container Recycling and Litter Reduction Nonprofit Grant was received by the District in the amount of $18,350. Ms. Thompson requested the Board approve the draft grant agreement, subject to Counsel's approval. Ms. Thompson reported an intern from the University of Irvine will be working with Staff starting in January and may be utilized in this project. Director Schafer motioned to accept the Beverage Container Recycling and Litter Reduction Nonprofit Grant and enter into the grant agreement, and appoint Ms. Lois Thompson as a representative for the District, authorizing her to sign the invoices to be forwarded to the State for -reimbursement. Director Perry seconded. Motion carried 5 -0. ENGINEER'S REPORTS FAIRVIEW PARK SEWER LINE - PROJECT NO. 160 AGREEMENT LETTER WITH CITY Mr. Hamers presented a letter to Mr. William Morris, Director of Public Services /City Engineer, City of Costa Mesa, dated September 23, 1998, regarding funding for the new gravity sewer in Fairview Park. The letter recaps the understanding and previous correspondence to memorialize both the City's and District's responsibilities in providing a new sewer system through Fairview Park. SUPPORT LETTER FROM FAIRVIEW PARK CITIZENS ADVISORY COMMITTEE • Mr. Hamers presented a letter from Mr. Richard J. Mehren, Chairman, Fairview Park Citizens Advisory Committee, dated September 21, 1998, thanking the District for the proposed installation of the sewer line in Fairview Park. COSTA MESA SANITARY DISTRICT 8 MINUTES - BOARD OF DIRECTORS MEETING HELD OCTOBER 8, 1998 • TREASURER'S REPORTS ORANGE COUNTY BANKRUPTCY Mr. Simpson reported there have been no additional settlements to report to the Board. Mr. Burns reported legislation was passed to negate the lawsuit of Mr. Fine, who was challenging the Orange County Bankruptcy Plan. INVESTMENT OVERSIGHT COMMITTEE MEETING - OCTOBER 8, 1998 Mr. Hamers reported the investment oversight committee meeting was held on October 8, 1998, where the committee members examined the internal controls of the finance department to determine the number of people looking at invoices, records, cash in and cash out, wire in and wire out, to obtain a better understanding of the system. ATTORNEY'S REPORTS • CONSTRUCTION WORK Mr. Burns reported holding discussions with Staff concerning the previous procedures utilized by the District regarding construction work performed. AGREEMENT FOR EMERGENCY SERVICES Mr. Burns reported the District Manager currently has authority to implement an emergency repair followed by a report to the Board. Mr. Burns stated a purchase order was normally used to accomplish this emergency repair. Mr. Burns developed an Agreement for Emergency Services that contains protections, insurance requirements, and places performance requirements on the contractor. Mr. Burns suggested having contractors on board who have previously signed the Emergency Services Agreement and have insurance information on file. Director Perry motioned to approve the format of the Agreement for Emergency Services and direct Staff to obtain signatures. Director Schafer seconded. Motion carried 5 -0. NONPUBLIC WORKS AND NONEMERGENCY WORK CONTRACTS • Mr. Burns presented a standard form contract containing a performance standard to be used in lieu of a purchase order when entering into an agreement for nonpublic works and nonemergency work contracts. COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD OCTOBER 8, 1998 9 Director Schafer motioned to approve the format of the Nonpublic Works and Nonemergency Work Contracts. Director Perry seconded. Motion carried 5 -0. WORK ON OCSD FACILITIES BY OTHERS Mr. Burns reported the Orange County Sanitation District requires the District to be the applicant, whether the District has involvement or not, for work done on OCSD facilities by others. Mr.' Burns reported, there is an indemnification agreement that shifts the responsibility to the contractor involved, protecting the District from liability WORK UNDER CITY OF COSTA MESA ENCROACHMENT PERMIT Mr. Burns reported that when the City of Costa Mesa gives an Encroachment Permit, the District is the permitee. Mr. Burns reported there is an indemnification agreement to insure that the contractor performing the work is properly insured in the event of a problem. Mr. Harriers reported an attachment to the City's Encroachment Permit is being drafted to clarify the agreement. • OPERATIONS CODE - STATUS REPORT Mr. Burns reported the Operations Code has been prepared and will be submitted to the Board for consideration following final review and input from Staff. CLAIM - ORANGE COAST ASSOCIATION OF REALTORS Mr. Harriers informed the Board the SDRMA has issued a settlement check for $25,880.41 to the Orange Coast Association of Realtors for damages done to their property from a backup of black water. The District was presented with an invoice for the deductible in the amount of $500. LOCAL MEETINGS INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC) CORTESE -KNOX WORKSHOP - OCTOBER 29, 1989 Director Schafer attended the ISDOC meeting of October 6, 1998, and reported a workshop to understand Cortese -Knox will be presented on October 29. Director Schafer reported the topic of LAFCO charging a fee for their Staff report and agenda • was discussed. Director Schafer noted the LAFCO members in attendance at the ISDOC meeting were unaware Committee members were being charged to receive an agenda and Staff report and would investigate the matter. COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD OCTOBER 8, 1998 10 • Director Schafer reported the East Orange and South Coast Water Districts were discussed. Director Schafer advised all Directors interested in attending the workshop to inform Ms. Revak. LOCAL AGENCY FORMATION COMMITTEE ( LAFCO) Director Schafer reported the meeting for LAFCO will be held on the 14th of October. SPECIAL DISTRICT TECHNICAL ADVISORY COMMITTEE (SDTAC) Director Schafer reported the Technical Advisory Committee meeting was canceled, therefore, she has nothing to report. CSDA 29TH ANNUAL CONFERENCE - SEPTEMBER 23 -25, 1998 Director Schafer thanked the Board for allowing her to attend the 29th Annual CSDA Conference and stated she found the Conference very beneficial. Director Schafer's attendance at the meetings earned points going towards a reduction in the annual premium for insurance coverage with SDRMA. Director Schafer provided materials from the Conference for the Board's perusal. Director Schafer campaigned for Russell Perry who was subsequently elected. 1998 ELECTRIC UTILITY PROPOSITION Director Schafer reported she spoke to Mr. Ralph Heim regarding the 1998 Electric Utility Proposition and it was recommended she advise the District to oppose the proposition. Director Schafer motioned to draft a letter in opposition to the 1998 Electric Utility Proposition. Director Perry seconded. Motion carried 5 -0. COSTA MESA CHAMBER OF COMMERCE LEGISLATION COMMITTEE Director Schafer reported she attended the Costa Mesa Chamber of Commerce Legislation Committee meeting and spoke on the various programs instituted by the District. COUNTY SANITATION DISTRICTS OF ORANGE COUNTY REGULAR MEETING OF SEPTEMBER 23, 1998 • President Ferryman attended the September 23, 1998, meeting and provided an operational report for the Board's perusal. President Ferryman reported a vote was taken to allow the Staff to begin the separation of the Strategic Plan Draft Program Environmental Impact Report. COSTA MESA SANITARY DISTRICT 11 MINUTES - BOARD OF DIRECTORS MEETING HELD OCTOBER 8, 1998 iSANTA ANA RIVER FLOOD PROTECTION AGENCY EXECUTIVE COMMITTEE MEETING - SEPTEMBER 24, 1998 President Ferryman provided a videotape of the Santa Ana River Mainstream Project for interested Directors or Staff members. President Ferryman provided the minutes for the Executive Committee Meeting of the Santa Ana River Flood Protection Agency for the Board's review. President Ferryman reported the Seven Oaks Project will be completed by 1999, and there was an allocation made for Prado Dam. President Ferryman reported there is lobbying underway in Washington for legislation changes regarding Prado Dam. OLD BUSINESS ELECTION UPDATE Ms. Revak reported the October 8, 1998, meeting will be the last regular Board meeting prior to the General Election on November 3, 1998. Ms. Revak reminded the Board pre - election campaign disclosure statements are due October 22 covering the period ending October 17. The official canvass of election returns will commence on November 5 and must be completed by December 1, 1998. A certificate of election, signed by the elections official, shall be delivered to each person elected on December 1, 1998. NEW BUSINESS There was no new business discussed. PUBLIC COMMENTS Mr. Jones expressed his appreciation to the Board for allowing him to attend the meeting. ORAL COMMUNICATIONS Director Worthington suggested the Board relocate the public comments section to the beginning of the agenda near written communications. Director Worthington suggested moving the item to the beginning of the meeting would enable the public to speak on a matter without the necessity of sitting through an entire Board meeting before having the opportunity to address the Board. Staff will relocate the public comments portion of the agenda to a position earlier in the meeting. 0 • 0 COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD OCTOBER 8, 1998 12 Mr. Hamers reported there has been a panic button installed for use in an emergency situation. ADJOURNMENT At 5:15 p.m. President Ferryman adjourned the meeting. 4SIPDENT