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Minutes - Board - 1999-12-08 (2)0 • COSTA MESA SANITARY DISTRICT Minutes of Board of Directors Regular Meeting held December 8, 1999 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on December 8, 1999, at 12:00 p.m., in Room 1A of the Civic Center, 77 Fair Drive, Costa Mesa. President Perry called the meeting to order at 12:00 p.m. Vice President Schafer led the Pledge of Allegiance. Director Woodside gave the invocation. ROLL CALL: CONSENT CALENDAR Directors Present: Art Perry, Arlene Schafer, Greg Woodside, James Ferryman Directors Absent: Dan Worthington, absent and excused Staff Present: Robin Hamers, Manager /Engineer; Alan Burns, Legal Counsel; Joan Revak, Clerk of the District; Dawn Schmeisser, Assessment Specialist; Marc Puckett, Treasurer; Ron Hayes, Accountant, Finance Department. Ron Shef, District Ordinance Enforcement Officer. Others Present: None On motion by Director Ferryman, seconded by Vice President Schafer, and carried 4 -0, the Consent Calendar, with the exception of Contract Payment to CR Transfer for recycling services for November, and Report of Monies on Deposit as of November 30, was approved as presented. MINUTES Approved Minutes of The minutes for the Recycling Committee meeting of Recycling Committee November 9, 1999, were approved as distributed. Meeting, November 9, 1999 Approved Minutes of The minutes for the regular meeting of November 10, 1999, Regular Meeting were approved as distributed. November 10, 1999 COSTA MESA SANITARY DISTRICT 2 MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER S, 1999 REPORTS MANAGER'S REPORTS Approved Occupancy Report and payment of $163,883.61 to Costa Mesa Disposal for trash collection services for December 1999 RECYCLING REPORTS The Trash Occupancy Count documented no increase or decrease in the occupancy report for solid waste collection as of December 1, 1999. Therefore, the total for December is 21,146. Board directed Staff to prepare a warrant for $163,883.61 to Costa Mesa Disposal on January 1, 2000, for payment for December trash collection based on the December count of 21,146. Waste Diversion Report The Waste Diversion Report for November 1999 showing a November 1999 was 50.63% diversion rate was received and filed. received and filed ENGINEER'S REPORTS Project Status Report was The Project Status Report for December 1999, was received and filed. accepted as submitted. • TREASURER'S REPORTS Financial Report as of The Financial Report as of November 30, 1999, was November 30, 1999, was accepted as submitted. received and filed Approved Warrant 2000 -06 Warrant Resolution #CMSD 2000 -06 was approved, for December 1999, in the authorizing the President and Secretary to sign the warrant amount of $327,829.19 and instructing the Finance Department to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $327,829.19. END OF CONSENT CALENDAR Mr. Hamers presented to contract payment for CR Transfer for recycling services and disposal for the month of November 1999 in the amount of $135,738.98. Vice President Schafer motioned to approve payment of $135,738.98 to CR Transfer. Director Woodside seconded. Motion carried 4 -0. Mr. Puckett stated the report for monies on deposit will be presented at the January 2000 meeting. The report was not presented to the Board because the fair value statement was • not received in time to prepare the report. COSTA MESA SANITARY DISTRICT 3 MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER 8, 1999 WRITTEN COMMUNICATIONS Mr. Hamers reported receiving a letter from Jan Debay, Chair, Board of Directors, Orange County Sanitation District, dated December 1, 1999. The letter requested the District continue to authorize Director Ferryman as the District's representative to the OCSD. Vice President Schafer directed Staff to notify the OCSD that the District will continue authorization of Director Ferryman as the Costa Mesa Sanitary District's representative for the Orange County Sanitation District. Mr. Hamers reported receiving a notice of the January 7, 2000, dedication of the Seven Oaks Dam. Directors interested in attending the dedication will contact Ms. Revak. PUBLIC COMMENTS There were no public comments made. MANAGER'S REPORTS RECYCLING COMMITTEE TELEPHONE BOOK RECYCLING PROGRAM WITH SCHOOLS Ms. Revak reported 15.42 tons (7,710 telephone books) have been collected at the 40 school sites. Kline School has collected the greatest number of pounds per student in the elementary school category, TeWinkle School at the middle school level, and Estancia is leading for the high schools. Ms. Revak reported an advertisement promoting the telephone book recycling program appeared in the Daily Pilot on December 2 and will run again on December 9. An advertisement in the Costa Mesa Breeze will also run on December 9. BEVERAGE CONTAINER GRANT Ms. Revak reported the three concrete containers have been delivered to TeWinkle Park, Goat Hill Junction, and Costa Mesa High School. Ms. Revak reported the Costa Mesa High School soccer team will be responsible for collection of the cans at the school and TeWinkle Park. 50% BY 2000 - PRESS RELEASE CAMPAIGN Ms. Revak presented a draft of an advertisement to notify the residents of Costa Mesa that the District has achieved the goal of recycling 50 percent of the trash in the City of Costa Mesa and Santa Ana Heights. Director Ferryman motioned to approve the placement of the advertisement, 1/8 page, to appear two times in the Daily Pilot and one time in the Breeze. Vice President Schafer seconded. Motion carried 4 -0. n U COSTA MESA SANITARY DISTRICT 4 MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER 8, 1999 • Mr. Burns suggested preparing a press release in addition to the advertisements. • Director Woodside reported he was very impressed with a book on recycling developed by the State for school students. Ms. Revak will obtain a copy of the book for Director Ferryman. 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 October 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 1 1 Area IV 0 0 TOTAL 3 1 DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT Mr. Hamers presented the ordinance enforcement summary report for the four -week period beginning October 25, 1999, and ending November 21, 1999. Mr. Shef investigated new complaints and rechecked existing ordinance complaints, reporting the results to Staff. Mr. Shef reported emphasis was placed in area monitoring of multi - family neighborhoods. Ten letters were sent to property owners who were in violation of District ordinances. Mr. Shef distributed 72 courtesy flyers to encourage compliance. Mr. Shef suggested a sign stating the scavenging ordinance be posted near the new beverage containers in TeWinkle Park and recommended locks be placed on the containers to discourage scavenging. Ms. Revak will obtain locks for the containers. COSTA MESA SANITARY DISTRICT 5 MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER B. 1999 • STAFF CLASSIFICATION AND COMPENSATION REVIEW Mr. Hamers reported he received a letter from Howard Perkins, Personnel Manager, City of Costa Mesa, regarding the District's administrative personnel proposal. Mr. Perkins explained the District's proposal would create a significant labor problem for the City and suggested alternatives for Costa Mesa Sanitary District. Mr. Hamers presented options for Board member's review. Discussion was held. Director Ferryman motioned to accept and document the report, prepare an implementation plan to compensate the positions of Ms. Revak and Ms. Schmeisser beginning January 1, 2000, and to contact the City to initiate the recruitment of the Assistant Manager's position. Vice President Schafer seconded. Motion to institute a monthly bonus program for Ms. Revak and Ms. Schmeisser carried 4 -0. REVIEW OF TRASH AND SEWER OPERATIONS AND FUNDS REVIEW BY REITER*LOWRY CONSULTANTS Mr. Hamers reported the Reiter•Lowry report has been received and • distributed to Director Worthington and Mr. Puckett. Mr. Hamers reported Staff will meet and prepare a final report for the Board. Mr. Hamers presented a letter from Reiter•Lowry dated November 12, 1999, regarding their fee for the review. Reiter•Lowry originally bid $8,500 to complete the review, but agreed to do the work for the Board - approved amount of $7,500. The letter stated due to the fluid nature of the analytical work, a precise estimate is difficult. Reiter•Lowry's letter requests that the original bid of $8,500 be reconsidered. Mr. Burns determined the work was done on a purchase order rather than the standard contract. Mr. Puckett stated he was in agreement that a precise estimate would be difficult for the consultant to determine because the scope of the information needed to review to prepare the work is not known to him in advance. Mr. Hamers stated he supported the additional amount due to the thorough work product and the fact that there is still a meeting at staff level and a final report to be produced. 40 COSTA MESA SANITARY DISTRICT 6 MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER 8, 1999 • Director Woodside motioned to approve the additional compensation of $1,000 to bring the total payment to $8,500. Vice President Schafer seconded. Motion carried 3 -1 as follows: Perry, Schafer, Woodside Aye Ferryman No CMSD STRATEGIC PLAN Mr. Hamers recommended tabling the item. HOUSEHOLD HAZARDOUS WASTE RESIDENTIAL PICKUP PROGRAM - CURBSIDE, INC. UPDATE AND NOVEMBER INVOICE Ms. Schmeisser distributed a memorandum containing a summary of the Household Hazardous Waste pick up program. To date, there have been 53 stops for service with a total expense of $4,225. The 1999 -2000 budgeted amount was $20,000, leaving a remaining balance of $35,775. Staff recommended acceptance of the report and payment of the invoice of $955. • Director Ferryman motioned to approve the payment of invoice of $955. Vice President Schafer seconded. Motion carried 4 -0. ENGINEER'S REPORTS MESA VERDE CENTER- STANDARD PACIFIC HOMES - ENGINEER'S #253 ANNEXATION RESOLUTION #99 -629 - MAKING APPLICATION TO LAFCO Mr. Hamers presented Resolution #99 -629, A RESOLUTION OF APPLICATION BY THE COSTA MESA SANITARY DISTRICT REQUESTING THE LOCAL AGENCY FORMATION COMMISSION TO TAKE PROCEEDINGS FOR THE ANNEXATION OF TERRITORY, BEING ENGINEER'S NO. 253. Vice President Schafer motioned to adopt Resolution #99 -629. Director Ferryman seconded. Motion carried unanimously. TREASURER'S REPORTS ORANGE COUNTY BANKRUPTCY Mr. Puckett reported the attorney's bonus issue has been settled with a three million • dollar additional compensation award. Mr. Puckett will report on the final distribution schedule once it has been determined by the County. COSTA MESA SANITARY DISTRICT 7 MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER 8, 1999 • REVISED BUDGET FORMAT WITH RESERVE BALANCES IDENTIFIED By FUND Mr. Puckett requested this item be tabled. Mr. Puckett was excused from the remainder of the meeting to attend a year -end Y2K meeting. ATTORNEY'S REPORTS AGREEMENT FOR EMERGENCY SERVICES - ABHOR PLUMBING Mr. Burns presented an agreement for emergency services from AB &R Plumbing. Mr. Burns noted the section of the agreement pertaining to the type of license was not completed and advised the Board they could approve the agreement and have the contractor complete and initial that portion of the agreement. Director Ferryman motioned to approve the agreement for emergency services for AB &R Plumbing contingent upon the contractor's completion of the license portion of the form. Director Woodside seconded the motion. Motion carried unanimously. LOCAL MEETINGS INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC) • Vice President Schafer attended the ISDOC meeting and reported they discussed the following items: • COG • Approved discussion on water district issues and recommendations. • Russ Paris from CSDA stated the next meeting in Sacramento will ratify goals. • Discussion of AB 56001. • John Schatz will present a report at the January meeting. • LAFCO will have discretionary authority to act on items coming before them. • Future meeting dates. LOCAL AGENCY FORMATION COMMITTEE ( LAFCO) Vice President Schafer reported LAFCO will hold a strategic planning workshop on January 22, 2000. Vice President Schafer reported a workshop will be held on February 9 to discuss the Tri Cities Water District and Coastal Municipal Water District. Vice President Schafer provided a year -end summary of bills for the Board's perusal. • COSTA MESA SANITARY DISTRICT 8 MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER 8, 1999 • COMMISSION ON LOCAL GOVERNANCE FOR THE 21 ST CENTURY MEETING IN SAN DIEGO - NOVEMBER 18-19,1999 Director Woodside attended the meeting and reported there was difficulty in reaching a consensus due to the wide range of views. Director Woodside reported a number of cases were discussed. COSTA MESA CHAMBER OF COMMERCE LEGISLATION COMMITTEE Vice President Schafer reported on the District and passed out pins celebrating the 50 percent recycling of trash to members of the Chamber of Commerce. ORANGE COUNTY SANITATION DISTRICT REGULAR MEETING OF NOVEMBER 17, 1999 Director Ferryman distributed an executive summary of the budget to Board members. Director Ferryman reported the Orange County Sanitation District approved the Yakima contract regarding biosolids and the purchase of the Tule Ranch. • Director Ferryman reported there is a backup plan should the clean water initiative not be passed on the March ballot. • Director Ferryman reported 28 million dollars was allotted to the Santa Ana River project when Clinton signed the energy and water appropriation bill in September. Five million dollars of that allotment will go towards the Prado Dam project. OLD BUSINESS There was no old business discussed. NEW BUSINESS CSDA ANNUAL MEMBERSHIP DUES Mr. Hamers presented the CSDA Annual Membership dues. Staff recommended approval. Vice President Schafer motioned to approve the payment of membership dues in the amount of $2,020.00 to the CSDA. Director Woodside seconded. Motion carried 4 -0. COSTA MESA SANITARY DISTRICT 9 MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER S, 1999 • JANUARY 2000 REGULAR BOARD MEETING Mr. Hamers stated that Director Worthington will be unable to attend the January 13, 2000 meeting and requested the Board consider alternate dates. Ms. Revak will determine Director Worthington's schedule and contact Board members to reschedule the meeting date. ORAL COMMUNICATIONS Mr. Hamers distributed the flyer for the Christmas tree recycling program. Mr. Burns stated he saw the program discussed on cable television and the reporter credited the City of Costa Mesa for the program and did not mention the Costa Mesa Sanitary District. Mr. Hamers presented the winter newsletter that has• been completed and will be distributed to residents. President Perry inquired as to the possibility of using the soccer team to assist in the labeling of the flyers. Mr. Hamers reported a sewer emergency at 354 Avocado. Director Ferryman wished all a Merry Christmas and Happy New Year. ADJOURNMENT • At 1:29 p.m. President Perry adjourned the meeting. SEC !ARY_ -`� PRESIDENT , •