Minutes - Board - 1999-07-12•
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COSTA MESA SANITARY DISTRICT
Minutes of Board of Directors Regular Meeting held July 12, 1999
CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary
District met in regular session on July 12, 1999, at
9:30 a.m., in conference room 3 -A of the Civic
Center, 77 Fair Drive, Costa Mesa.
President Perry called the meeting to order at 9:30 a.m.
Vice President Schafer led the Pledge of Allegiance.
Director Woodside gave the invocation.
ROLL CALL: Directors Present: Art Perry, Arlene Schafer, Greg Woodside,
James Ferryman, 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; Ron Shef, District Ordinance
Enforcement Officer; Marc Puckett,
Treasurer; Ron Hayes, Accountant,
Finance Department.
Others Present:
ANNUAL CPI INCREASE PER AGREEMENT
COSTA MESA DISPOSAL
Mr. Terry Schneider
CR Transfer
11292 Knott Avenue
Stanton, California
Mr. David Ronnenberg
CR Transfer
11292 Knott Avenue
Stanton, California .
Mr. Puckett 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 st each year. The twelve -month CPI as of May 1999 was calculated to be 2.4 %. This
will increase the District's monthly rate per occupancy payable to Costa Mesa Disposal as
follows:
1998 -99 Trash rate per occupancy $7.5685
1999 -00 Rate adjustment based on May CPI 0.1816
1999 -00 Trash rate per occupancy effective July 1, 1999 $7.7501
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COSTA MESA SANITARY DISTRICT 2
MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 12. 1999
Director Worthington motioned to approve the CPI rate adjustment of 2.4 %. Vice President
Schafer seconded. Motion carried 5 -0.
CR TRANSFER
Mr. Puckett presented a memorandum to the Board outlining the District's provision for
annual adjustment to the basic rate paid to CR Transfer, Inc. 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 st
each year. The twelve -month CPI as of May 1999 was calculated to be 2.4 %. This will
increase the District's monthly rate per occupancy payable to CR Transfer, Inc. as follows:
1999 -00
Basic Rate 34.89
Landfill Fee 11.00
Transfer Fee 45.89
1998 -99
27.31
13.75
41.06
Amount
7.58
(2.75)
4.83
Director Worthington motioned to approve the CPI rate adjustment
President Schafer seconded. Motion carried 5 -0.
CR TRANSFER - UPDATE ON EQUIPMENT INSTALLATION
Increase /Decrease
Percent
27.8%
(20.0 %)
11.8%
of 2.4 %. Vice
Mr. Terry Schneider, CR Transfer, reported both the electrical and installation permits
have been received and the foundation for the new equipment is currently underway.
Mr. Schneider expects the conveyer system to be installed on July 22 and the grinder
during the first week of August. Mr. Schneider expects the system to be down for the
upgrade procedures twice, once during July and once in August, dropping the diversion
rate total for those two months. Mr. Schneider expects the new system to enable CR
Transfer to obtain the required 50 percent recycle rate as well as make up for the
reduced percentages occurring during the installation time.
CONSENT CALENDAR
------------------------------------------- ------------ - - - - --
On motion by Vice President Schafer, seconded by Director Woodside, and carried 5 -0, the
Consent Calendar was approved as presented.
MINUTES
Approved Minutes of The minutes for the Recycling Committee meeting of June 8,
Recycling Committee 1999, were approved as distributed.
Meeting,
June 8, 1999
COSTA MESA SANITARY DISTRICT
MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 12. 1999
3
• Approved Minutes of The minutes for the regular meeting of June 10, 1999, were
Regular Meeting approved as distributed.
June 10, 1999
REPORTS
MANAGER'S REPORTS
Approved Occupancy The Trash Occupancy Count documented an increase of 50
Report and payment of units in the occupancy report for solid waste collection as of
$164,216.87 to Costa July 1, 1999. Therefore, the total for July is 21,189. Board
Mesa Disposal for trash directed Staff to prepare a warrant for $164,216.87 to Costa
collection services for Mesa Disposal on August 1, 1999, for payment for July trash
July 1999 collection based on the July count of 21,189.
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 a
signed statement from the applicants:
Approved Refund Approved Refund to Storage Equities c/o Public Storage
• of $5,506.61 Parcel Address: 1725 Pomona
To Storage Equities Assessor's Parcel No. 424 - 081 -23
Tax years: 1996 -97, 1997 -98, 1998 -99
Sewer Refund: $5,506.61
Parcel was charged for 48,161 SF and should have been
charged for 1,624 SF, the office area only.
RECYCLING REPORTS
Waste Diversion Report The Waste Diversion Report for June 1999 showing a
June 1999 was received 41.40% diversion rate was received and filed.
and filed
Approved Contract The Board approved contract payment to CR Transfer for
Payment to CR Transfer recycling services and disposal for the month of June 1999 in
for $137,460.26 the amount of $137,460.26
Approved Minutes of The minutes for the Safety /Loss Control Committee meeting
Safety /Loss Control of June 9, 1999, were approved as distributed.
Committee Meeting
June 9, 1999
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COSTA MESA SANITARY DISTRICT
MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 12. 1999
• ENGINEER'S REPORTS
9
Project Status Report was The Project Status Report for July 1999, was accepted as
received and filed. submitted.
TREASURER'S REPORTS
Financial Report as of The Financial Report as of June 30, 1999, was accepted as
June 30, 1999, was submitted.
received and filed
Report of Monies on The Report of Monies on Deposit as of June 30, 1999, was
Deposit as of accepted as submitted.
June 30, 1999, was
received and filed
Approved Warrant 2000 -01 Warrant Resolution #CMSD 2000 -01 was approved,
for July 1999, in the amount authorizing the President and Secretary to sign the warrant
of $477,064.80 and instructing the Finance Department to draw a warrant
from the Costa Mesa Sanitary District General Fund in the
amount of $477,064.80.
• END OF CONSENT CALENDAR
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WRITTEN COMMUNICATIONS
Mr. Hamers presented a letter from the Santa Ana Watershed Project Authority dated July
2, 1999, advising the District of a meeting to be held July 28, 1999, at 7:30 a.m. in Irvine.
The Santa Ana Watershed Project Authority will discuss a Groundwater Replenishment
System. Interested Directors will contact Ms. Revak for reservations.
Mr. Hamers presented a letter from Lieutenant Tom Winter, City of Costa Mesa Police
Department, dated July 1, 1999, commending Dawn Schmeisser for her excellent work and
participation in neighborhood clean -up day and her regular attendance at the Neighbor
Enhancement Team meetings.
Mr. Hamers presented a letter from the City of Costa Mesa to Estancia High School
thanking them for the opportunity to provide Costa Mesa residents with information about
recycling through advertisement space in their football game program.
PUBLIC COMMENTS
0 There were no public comments made.
COSTA MESA SANITARY DISTRICT S
MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 12. 1999
• MANAGER'S REPORTS
RECYCLING COMMITTEE
PILOT PROGRAM FINAL REPORT
Director Worthington reported there were 201 survey cards mailed to
participants of the Pilot Program for Standardized Containers. The
District has received a return of 31 percent of the survey cards to date.
The survey results show the multi - family test area has a 92- percent
response supporting the use of the containers. The single - family test
area had a 79- percent response supporting the use of the containers.
There were some people in the single - family test area who considered the
containers to be too large to handle and would prefer 30- gallon
containers.
A special meeting will be held to determine the District's available
financial avenues for funding the standardized containers.
Vice President Schafer motioned to accept the final report on the Pilot
Program. Director Woodside seconded. Motion carried unanimously.
• TREASURER'S REPORTS
REVISED BUDGET FORMAT WITH RESERVE BALANCES IDENTIFIED BY FUND
Mr. Puckett presented the Financial Statements. Mr. Puckett reported he
reviewed the amounts in the General Fund to identify their origin to determine
future uses for the funds. The final analysis of the information is not complete at
this time.
Director Worthington motioned to accept the report. Director Woodside
seconded. Motion carried unanimously.
Due to the depth of discussion required to fully review the General Fund, Staff
will set a special meeting to analyze the revised budget format and reserve
balances.
MANAGER'S REPORTS (REVISITED)
RECYCLING COMMITTEE
• TELEPHONE BOOK RECYCLING PROGRAM
Ms. Thompson reported the Telephone Book Recycling Program resulted
in a total of 7.84 tons of telephone books turned in for recycling.
COSTA MESA SANITARY DISTRICT
MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 12. 1999
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• Ms. Thompson reported she has begun preparation for the November
program. Director Worthington motioned to accept the report. Vice
President Schafer seconded. Motion carried unanimously.
HOUSEHOLD HAZARDOUS WASTE PROGRAM
DOOR -TO -DOOR PROGRAM UPDATE
Director Worthington reported that the District has completed its first year
utilizing the Door -To -Door Recyclable Household Hazardous Waste
Collection Program. The District budgeted $40,000 for the Household
Hazardous Waste Collection Program. A total of 277 pick ups were
completed at a cost of $65.00 per stop for a total cost of $18,005.
The residents served expressed overwhelming satisfaction with the
convenience of the program, but many expressed a desire to have all
household hazardous waste materials collected.
Director Ferryman motioned to accept the report. Vice President Schafer
seconded. Motion carried unanimously.
• NEW AGREEMENT TO EXPAND SERVICES
In response to resident request, Staff presented an expanded Door -To -Door
Recyclable Household Hazardous Waste Collection Program to include more
"typical" household hazardous materials such as pesticides, aerosol cans,
cleaners, weed killer, and latex paint.
The agreement was tabled for further discussion to obtain more information
regarding the disposal of nonrecyclable hazardous materials.
LARGE ITEM COLLECTION PROGRAM
Director Worthington reported the Large Item Collection Program began June
22 and it will continue to September. Approximately 77 tons have been
collected to date. Director Worthington circulated photographs taken by Ms.
Thompson of items placed out for large item collection. Mr. Hamers
presented an information sheet from Royal Metals regarding California
regulations in conjunction with metallic discards.
Vice President Schafer motioned to accept the Large Item Collection
Program report. Director Worthington seconded. Motion carried
• unanimously.
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COSTA MESA SANITARY DISTRICT i
MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 12, 1999
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 July 1999. The number of calls for service for scavenging are as follows:
Location Calls for Service Cite /Arrest
Area 1
0
0
Area II
2
0
Area III
8
0
Area IV
0
0
TOTAL
10
0
• DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT
Mr. Hamers presented the ordinance enforcement summary report for the
four -week period beginning May 24, 1999, and ending June 20, 1999.
Mr. Shef reported he is continuing to monitor the Wallace Avenue area and
reports fewer courtesy notices are necessary to ensure residential
compliance. Mr. Shef investigated new complaints and rechecked existing
ordinance complaints and reported the results to Staff.
Mr. Shef distributed 113 courtesy flyers to encourage compliance.
Director Woodside motioned to accept the Police Report and District
Ordinance Enforcement Report. Director Worthington seconded. Motion
carried unanimously.
COSTA MESA DISPOSAL LEVEL OF SERVICE
Ms. Thompson reported the 4th of July fell on a weekend in 1999 and
therefore did not disrupt trash pick up schedules. Numerous residents
became confused as to their trash collection schedule. Ms. Thompson
reported receiving approximately 45 calls per day for special service from
• residents who did not put their trash out on the normal pick up day in
anticipation of a holiday schedule. Ms. Thompson referred all special pick up
requests to Costa Mesa Disposal who cheerfully handled all pick ups.
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COSTA MESA SANITARY DISTRICT
MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 12. 1999
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Ms. Thompson suggested the Board acknowledge this helpful effort by
sending a letter to Costa Mesa Disposal.
Director Worthington motioned to direct Staff to prepare and send a letter to
Costa Mesa Disposal expressing the gratitude of the Board for their effort in
prompt attention to the special collections. Vice President Schafer seconded.
Motion carried unanimously.
Director Worthington motioned to accept the Level of Service Report. Vice
President Schafer seconded. Motion carried unanimously.
STAFF CLASSIFICATION AND COMPENSATION REVIEW
Mr. Hamers reported having a discussion with Mr. Allan Roeder regarding the
classification and compensation of Staff. Mr. Roeder is currently discussing
the classification with the personnel director. Staff Classification and
Compensation Review was tabled for further discussion.
BOARD OF DIRECTORS TRAVEL AND REIMBURSEMENT POLICY
• Mr. Hamers presented a draft of the Board of Directors Travel and
Reimbursement Policy. The policy will assign budget amounts as follows:
Each Director $1,000 per year
CSDA Government Affairs Day $1,500 per year (total for two Directors)
SDRMA Education Day $1,500 per year (total for two Directors)
District Staff will have an appropriate credit card or account to facilitate direct
payment for airline tickets, hotel rooms, or registration fees.
Director Ferryman motioned to approve the draft Board of Directors Travel
and Reimbursement Policy. Director Woodside seconded. Motion carried
unanimously.
ENGINEER'S REPORTS
PROJECT 160 - FAIRVIEW PARK SEWER
BUDGET ADJUSTMENT
The Budget Adjustment was tabled.
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COSTA MESA SANITARY DISTRICT 9
MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 12, 1999
• DEDICATION CEREMONY
Mr. Hamers reported the Dedication Ceremony will be held on Saturday, July 17,
1999, at Goat Hill Junction Station and will include representatives from the City of
Costa Mesa. Directors Worthington and Schafer will attend on behalf of the District.
ACCEPTANCE OF EASEMENT
Mr. Hamers requested the Acceptance of Easement be tabled.
INDEPENDENT REVIEW OF CAPITAL IMPROVEMENT PROJECT REPORT
Mr. Hamers reported the outside consultant has not completed the Independent
Review of Capital Improvement Project Report. The Independent Review of Capital
Improvement Project Report was tabled.
TREASURER'S REPORTS (REVISITED)
ORANGE COUNTY BANKRUPTCY
Mr. Puckett stated there was nothing new to report regarding the Orange County
• Bankruptcy.
RESOLUTION NO. 99 -620 - 1999 -2000 INVESTMENT POLICY
Mr. Puckett presented Resolution No. 99 -620, A RESOLUTION OF THE BOARD
OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT, ADOPTING THE
1999 -00 STATEMENT OF INVESTMENT POLICY, AND AUTHORIZING THE
TREASURER TO INVEST AND REINVEST IDLE MONIES OF THE COSTA MESA
SANITARY DISTRICT IN ACCORDANCE WITH THE 1999 -00 STATEMENT OF
INVESTMENT POLICY, AND AUTHORIZING THE SAID TREASURER TO
DELEGATE TO HIS DEPUTY THE CARRYING OUT OF ANY SUCH TASKS. Vice
President Schafer motioned to adopt Resolution No. 99.620, 1999 -00 Investment
Policy. Director Worthington seconded. Motion carried 5 -0.
INVESTMENT AUDIT REPORT FOR YEAR ENDED DECEMBER 31, 1998
Mr. Puckett presented the Investment Audit Report for year ended December 31,
1998.
Mr. Puckett had invited a representative from Conrad and Associates, L.L.P.,
certified public accountants, to attend the meeting but the representative was unable
• to attend due to a scheduling conflict.
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COSTA MESA SANITARY DISTRICT 10
MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 12. 1999
Mr. Puckett reported the review suggested the District obtain updated certificates
from its broker /dealers documenting that the broker /dealer has read and
understands the new investment policy. The report also recommended the
investment schedules be modified to include the special characteristics information.
Director Ferryman motioned to accept the Investment Audit Report for year ended
December 31, 1999. Vice President Schafer seconded. Motion carried
unanimously.
FINANCIAL STATEMENTS FOR YEAR ENDED JUNE 30, 1997 AND 1998
The Financial Statements for year ended June 30, 1997 and 1998 will be discussed
in detail at the Special Meeting to be scheduled by Staff.
INVESTMENT OVERSIGHT COMMITTEE MEETING - JULY 12, 1999
Mr. Puckett presented a report from the Investment Oversight Committee Meeting
held July 12, 1999, and attended by Vice President Schafer and Director
Worthington.
• Director Worthington suggested the District consider investing in the Orange County
Pool again. The Board directed Mr. Puckett to obtain a letter from Mr. Moorlach
regarding the current investment philosophies of the Orange County Pool and
outlining possible investment opportunities for the District.
Vice President Schafer motioned to accept the Investment Oversight Committee
Meeting report. Director Worthington seconded. Motion carried unanimously.
ATTORNEY'S REPORTS
TAX SALE OF PROPERTY - 334 E. 19TH STREET
Mr. Burns reported he has been notified by the tax collector that property within the
District is going to be sold for delinquent taxes. Mr. Burns recommended the Board
consent to the sale.
Director Woodside motioned to consent to the tax sale of property at 334 E. 19th
Street. Director Worthington seconded. Motion carried unanimously.
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COSTA MESA SANITARY DISTRICT L L
MINUTES -BOARD OF DIRECTORS MEETING HELD JULY 12, 1999
• LOCAL MEETINGS
BOARD EDUCATION PROGRAM
SPECIAL DISTRICT INSTITUTE SEMINAR - BOARD MEMBER LEADERSHIP III
"EMPHASIS IN ADMINISTRATION" - OCTOBER 20-22,1999 - LAKE TAHOE
Mr. Hamers presented information on the Special District Institute Seminar -
Board Member Leadership III, Emphasis in Administration, to be held on
October 20 -22, 1999, in Lake Tahoe. The seminar is a portion of a three -part
series currently being completed by Vice President Schafer and Director
Worthington.
Vice President Schafer will attend the seminar, completing her attendance in
the Board Member Leadership series. Director Worthington will attend to
complete his second seminar in the series. Director Ferryman expressed an
interest in attending the seminar.
CSDA
A) 30TH ANNUAL CONFERENCE, SAN DIEGO - SEPTEMBER 22 -24, 1999
• Vice President Schafer expressed an interest in attending the CSDA
30th Annual Conference in San Diego.
B) ELECTION 1999 - BOARD OF DIRECTORS
Mr. Hamers provided nomination forms to interested Directors.
SDRMA ANNUAL MEETING, SACRAMENTO -OCTOBER 20, 1999
Mr. Hamers presented a letter dated June 22, 1999, from the Special District Risk
Management Authority announcing their annual meeting to be held Wednesday,
October 20, 1999, at the Radisson Hotel in Sacramento. Ms. Schmeisser will attend
the SDRMA Annual Meeting. Director Woodside will check his schedule to
determine his availability to attend the SDRMA Annual Meeting.
INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC)
Vice President Schafer attended the meeting on July 6, 1999, and reported there is
an upcoming lunch meeting at MWDOC. Vice President Schafer reported ISDOC is
investigating the hiring of a consultant to perform a cost study of the effectiveness of
special districts. Vice President Schafer will provide Mr. Hamers with the list of
committees currently reviewing special districts.
COSTA MESA SANITARY DISTRICT 12
MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 12, 1999
• LOCAL AGENCY FORMATION COMMITTEE ( LAFCO)
Vice President Schafer was on vacation and did not attend the June LAFCO
meeting. Vice President Schafer will attend the July LAFCO meeting and provide a
report at the August regular Board meeting.
COSTA MESA CHAMBER OF COMMERCE LEGISLATION COMMITTEE
Vice President Schafer reported the Chamber of Commerce Legislation Committee
will not hold a meeting until September.
ORANGE COUNTY SANITATION DISTRICT
REGULAR MEETING OF JUNE 23, 1999
Director Ferryman reported Jan Debay was re- elected as a joint chairman for
another term.
Director Ferryman reported the Orange County Sanitation District has been
involved in two lawsuits. The outcome of one was favorable to the District
and the second was decided in favor of the opposing party.
• Director Ferryman reported there will be a public hearing on July 21, 1999.
ANNUAL LEGISLATOR'S DAY - JUNE 25, 1999
Director Ferryman reported the Annual Legislator's Day was a very
informative event to educate attendees on the groundwater replenishment
system and strategic plan.
1999 STRATEGIC PLAN PROGRAM EIR
Director Ferryman reported the Orange County Sanitation District is in the
process of approving the EIR. Director Ferryman provided the document to
Board members for their review. Mr. Hamers suggested the Board draft a
letter in support of the EIR.
SANTA ANA RIVER FLOOD PROTECTION AGENCY
FULL AGENCY MEETING - JUNE 24, 1999
Director Ferryman reported an election for officers was held. Director Ferryman was
• elected to the Executive Board. Director Ferryman reported the funding for the
subvention fund will be provided by the State.
COSTA MESA SANITARY DISTRICT 13
MINUTES - BOARD OF DIRECTORS MEETING HELD JULY 12, 1999
• OLD BUSINESS
Vice President Schafer reported she will be unable to attend the Orange County Sanitation
District meeting of July 28, 1999. President Perry will attend the meeting in Vice President
Schafer's place.
NEW BUSINESS
Ms. Thompson reported post cards have been mailed regarding the rate increase. Ms.
Thompson reported receiving a call from a resident who said he was very pleased with the
service and would support a rate increase. Ms. Thompson received approximately 15 calls
from residents with questions and two calls from people who were not in support of the
increase. Ms. Thompson has received one written protest.
Director Worthington requested the development of a formal strategic plan be placed on
the agenda for discussion.
ORAL COMMUNICATIONS
Director Worthington inquired as to the postage on the post cards announcing the rate
increase. Ms. Thompson reported she chose a bulk mailer to enable the return of
undeliverable post cards so she could make an attempt to re -send the cards.
• Ms. Thompson introduced a new intern, Jeeandy Morales, who will be a freshman at
Estancia High School in September, and is working for the District through the Youth
Employment Service (YES) of the Newport Mesa School District.
Director Worthington introduced a newspaper article about a portable rest room company
that dumped the rest room residue into a rain water collection drain instead of the proper
sewer location, contaminating public beaches. Director Worthington inquired as to the
possibility of a similar mishap occurring in the City of Costa Mesa. Mr. Hamers reported
there is no dumping into sewer manholes allowed at all in the District.
ADJOURNMENT
At 12:02 p.m. President Perry adjourned the meeting.
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