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Minutes - Board - 2000-12-14a • COSTA MESA SANITARY DISTRICT Minutes of Board of Directors Regular Meeting held December 14, 2000 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on December 14, 2000, at 12:00 p.m., in Room 5 -A 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: Directors Present: Art Perry, Arlene Schafer, Greg Woodside, James Ferryman, Dan Worthington Directors Absent: None. Staff Present: Robin Harriers, Manager /Engineer; Alan Burns, Legal Counsel; Tom Fauth, Assistant Manager; Joan Revak, Clerk of the District; Dawn Schmeisser, Assessment Specialist Marc Puckett, Finance Director; Ron Hayes, Accountant, Finance Department, Ron Shef, District Ordinance Enforcement Officer Others Present: Ernie Feeney 1154 Dorset Lane, Costa Mesa 92626 Phil Morello P.O. Box 10487 Costa Mesa 92627 ELECTION OF OFFICERS Mr. Hamers reported Directors Perry and Ferryman were reelected and sworn in on December 1. 2000. ELECTION OF DISTRICT OFFICERS The Board reviewed appointed positions. President Perry opened nominations for Board President. Director Woodside nominated Director Schafer as President. Director Ferryman seconded. Motion for Director Schafer as President as follows: Aye: Directors Perry, Schafer, Woodside, Ferryman. 0 No: Director Worthington. Motion carried 4 -1. COSTA MESA SANITARY DISTRICT 2 MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER 14, 2000 President Perry opened nominations for the position of Vice President. Director • Ferryman nominated Director Worthington. Vice President Schafer seconded. Director Worthington declined nomination. Director Schafer nominated Director Woodside for the position of Vice President. Director Ferryman seconded. Motion for Director Woodside as Vice President as follows: Ayes: Directors Perry, Schafer, Woodside, Ferryman, Worthington. Motion carried 5 -0. President Perry opened nominations for the position of Secretary. Director Ferryman nominated Director Worthington. Director Worthington declined nomination. Director Schafer nominated Director Perry. Director Ferryman seconded. Director Perry nominated Director Ferryman as Secretary. Director Ferryman declined. Motion for Director Perry as Secretary as follows: Ayes: Directors Perry, Schafer, Woodside, Ferryman, Worthington. Motion carried 5 -0. APPOINTMENT OF ORANGE COUNTY SANITATION DISTRICT REPRESENTATIVE Director Woodside nominated Director Ferryman to the position of Costa Mesa Sanitary • District representative to the Orange County Sanitation District. Director Schafer seconded. Motion carried 5 -0. Director Woodside nominated Director Arlene Schafer to the position of alternate representative of the Costa Mesa Sanitary District to the Orange County Sanitation District. Director Ferryman seconded. Motion carried 5 -0. APPOINTMENT OF INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY REPRESENTATIVE Director Worthington nominated Director Woodside as Costa Mesa Sanitary District representative to Independent Special Districts of Orange County. Director Ferryman seconded. Motion carried 5 -0. Voting was postponed until ISDOC bylaws could be reviewed. Director Schafer will continue as representative until a successor is appointed. APPOINTMENT OF SANTA ANA RIVER FLOOD CONTROL AGENCY REPRESENTATIVE Director Woodside nominated Director Ferryman to continue as Costa Mesa Sanitary District representative to the Santa Ana River Flood Control Agency. Director Worthington seconded. Motion as follows: Ayes: Directors Perry, Schafer, Woodside, Ferryman, Worthington. . Motion carried 5 -0. COSTA MESA SANITARY DISTRICT $ MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER 14, 2000 Director Schafer nominated Director Woodside to be an alternate representative to the Santa Ana River Flood Control Agency. Director Ferryman seconded. Motion as follows: Ayes: Directors Perry, Schafer, Woodside, Ferryman, Worthington. Motion carried 5 -0. APPOINTMENT OF CHAMBER OF COMMERCE LEGISLATIVE COMMITTEE REPRESENTATIVE Director Ferryman nominated Director Schafer as Costa Mesa Sanitary District representative to the Chamber of Commerce Legislative Committee. Director Woodside seconded. Motion as follows: Ayes: Directors Perry, Schafer, Woodside, Ferryman, Worthington. Motion carried 5 -0. CONFIRMATION OF COSTA MESA SANITARY DISTRICT RECYCLING COMMITTEE CHAIRMAN (DIRECTOR WORTHINGTON) Director Schafer nominated Director Worthington to continue as Costa Mesa Sanitary District Recycling Committee Chairman. Director Ferryman seconded. Motion as • follows: Ayes: Directors Perry, Schafer, Woodside, Ferryman, Worthington. Motion carried 5 -0. CONFIRMATION OF CSDA REPRESENTATIVE (DIRECTOR SCHAFER) Director Ferryman nominated Director Schafer as the Costa Mesa Sanitary District representative to CSDA. Director Woodside seconded. Motion as follows: Ayes: Directors Perry, Schafer, Woodside, Ferryman, Worthington. Motion carried 5 -0. Newly- appointed officers took their positions. CONSENT CALENDAR ---------------------------------------------------- -------- -- ---------- --- - - -- -- On motion by Vice President Woodside and seconded by Secretary Perry, the Consent Calendar, with the Treasurer's report tabled due to finalization of software upgrade, was approved as presented. Motion carried 5 -0. COSTA MESA SANITARY DISTRICT 4 MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER 14, 2000 • MINUTES Approved Minutes of The minutes for the Recycling Committee meeting of Recycling Committee November 7, 2000, were approved as distributed. Meeting, November 7, 2000 Approved Minutes of The minutes for the regular meeting of November 9, 2000, Regular Meeting were approved as distributed. November 9, 2000 REPORTS MANAGER'S REPORTS Approved Occupancy Report and payment of $168,250.32 to Costa Mesa Disposal for trash collection services for December 2000 REFUNDS RECYCLING REPORTS The Trash Occupancy Count documented a decrease of 12 units in the occupancy report for solid waste collection as of December 1, 2000. Therefore, the total for December is 21,084. Board directed Staff to prepare a warrant for $168,250.32 to Costa Mesa Disposal on January 1, 2001, for payment for December trash collection based on the December count of 21,084. None. Waste Diversion Report for The Waste Diversion Report for November 2000, showing a November 2000 was 51.04% diversion rate, was received and filed. received 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 November for $137,727.86 2000 in the amount of $137,727.86. ENGINEER'S REPORTS Project Status Report was The Project Status Report dated December 2000, was received and filed. accepted as submitted. • COSTA MESA SANITARY DISTRICT 5 MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER 14, 2000 • TREASURER'S REPORTS Financial Report as of November 30, 2000, was tabled. Report of Monies on Deposit as of November 30, 2000, was tabled. The Financial Report as of November 30, 2000, was tabled. The Report of Monies on Deposit as of November 30, 2000, was tabled. Approved Warrant 2001 -06 Warrant Resolution #CMSD 2001 -06 was approved, for December 2000, in the authorizing the President and Secretary to sign the warrant amount of $565,389.63. and instructing the Finance Department to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $565,389.63. END OF-CON-SENT CALENDAR ----------------------------------------------- ------- ------- --- -------- - --- -- WRITTEN COMMUNICATIONS Ms. Revak reported the Board received a thank you note from Jim Wahner for the holiday gathering at Director Ferryman's home. MANAGER'S REPORTS RECYCLING COMMITTEE PUBLIC OUTREACH PROGRAM Director Worthington reported the public education video being developed to acquaint the public with the District's programs has been completed to the point of final editing. Mr. Fauth scheduled a meeting to review the materials and obtain a proposal for final editing. Mr. Fauth additionally contacted a professional to bid on the pre - production and post - production distribution. Additional sources will be investigated. Director Worthington suggested contacting Peter Buffa to ascertain his expertise and availability to participate in the video completion. Mr. Hamers reported Staff is developing a response to erroneous articles printed in the newspaper regarding the Costa Mesa Sanitary District sewer system. Mr. Hamers reported the scope of the program has not yet been determined. Staff . is suggesting sending the article to the Register and Daily Pilot as well as directly to the newspaper reporters involved in the erroneous initial report. COSTA MESA SANITARY DISTRICT 6 MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER 14, 2000 Director Ferryman suggested sending a letter to the editor of the newspapers to is provide them with the correct information. Mr. Burns suggested issuing a press release for general distribution, including the information that the District has an adequately funded program. Vice President Woodside suggested developing a program to educate reporters in advance of the District's spill status to keep them apprised of the correct information. PUBLIC COMMENTS Ms. Ernie Feeney explained she is in attendance at the Costa Mesa Sanitary District meeting to obtain more information regarding the Standardized Container Program. Ms. Feeney was unaware of the pilot program and suggested the District provide a more widespread notice of a possible change in service. Ms. Feeney expressed concern about the standardized container program's ability to adequately service the diverse needs of the community. Ms. Feeney stated, due to the high rental rate in the city and numerous high- occupancy dwellings, she felt the containers would not adequately meet the needs of the fluctuating populace. Ms. Feeney suggested the trash truck drivers take additional bags of trash placed beside the standardized container for high - occupancy dwellings and seasonal • overflow. Ms. Feeney additionally inquired as to whether the residents would realize a refund due to the speed with which the new containers can be collected. Mr. Morello concurred with Ms. Feeney's comments regarding the fluctuating trash volume. Mr. Morello stated he has been aware of the container program and has spoken to Director Worthington numerous times over the past year. Mr. Morello stated he owns residential income property on the Westside and is in favor of the standardized containers to prevent trash being distributed over sidewalks and streets from stray dogs. Mr. Morello expressed concern about the surges in volume of trash due to the frequency of tenant changes and inquired as to how the District proposes to handle sporadic surges in trash in the multi- family residential units. Mr. Morello also expressed concern about the out -of -view storage of the containers on his property. Mr. Hamers responded to both Ms. Feeney's and Mr. Morello's concerns. Mr. Hamers explained that both a single - family area and a multi - family area participated in a pilot program and the response to the pilot program was very successful. Mr. Hamers explained the District is aware of the fluctuation of volume in trash and explained the system is semi - automatic, with the driver getting out of the truck to place the standardized container on the lift mechanism. Additional bags of trash placed beside the container will be picked up at that time and placed into the truck. Mr. Hamers advised the program would be initiated with residents requesting the number of containers they need. • Mr. Hamers reported the District is investigating a fully automated system in the future. COSTA MESA SANITARY DISTRICT - 7 MINUTES • BOARD OF DIRECTORS MEETING HELD DECEMBER 14. 2000 • Mr. Hamers explained the time taken to pick up the trash would not influence the cost of the program. A program may eventually be put into practice to charge residents based on volume of trash to benefit residents who practice source reduction. Mr. Hamers advised Mr. Morello that the District expects overflow trash during holidays and will make the necessary provisions to collect the increased volume. Mr. Hamers assured Ms. Feeney and Mr. Morello that all efforts would be made to make the system user - friendly. Ms. Feeney inquired as to the size of container being considered. Mr. Hamers stated a distribution of two 60- gallon containers is viewed as adequate to meet the needs of most residents. There will be 90- gallon containers available. Mr. Morello and Ms. Feeney thanked the Board and left the meeting. RECYCLING COMMITTEE (REVISITED) STANDARDIZED CONTAINER PROGRAM Staff recommended setting a special meeting to review the significant amount of analysis material. A special meeting was set for Wednesday, January 17, 2001 at noon. • CITY OF COSTA MESA RECYCLING PROGRAMS CURBSIDE TRASH COLLECTION Director Worthington reported the City approved the amendment to Title 8 Ordinance requiring multi - family residential developments to provide additional bins or more frequent service of their bins. Mr. Hamers reported Costa Mesa Disposal will be required to service parcels with five or more complexes on the property instead of on the street unless they have an exemption. Mr. Hamers reported he is working with the Director of Public Services to ascertain which properties will be serviced on site and which will be applying for exemption. TELEPHONE BOOK RECYCLING PROGRAM WITH SCHOOLS Ms. Revak reported the telephone book recycling program is nearing completion. As of December 1, 2000, there was an 8.06% decrease in books collected as compared to the 1999 program. • COSTA MESA SANITARY DISTRICT 8 MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER 14, 2000 • CHRISTMAS TREE RECYCLING PROGRAM Director Worthington reported the Christmas Tree Recycling Program would begin December 26 and run until January 6, 2001. Director Worthington explained the District collects the trees and delivers them to an assigned site where the City of Costa Mesa has contracted an organization to grind the trees into useable mulch. Ms. Revak reported the flyers advertising the Christmas Tree Recycling Program will be available at Christmas tree lots and multiple other locations. ORANGE COUNTY INTEGRATED WASTE MANAGEMENT SUB- REGIONAL GROUP MEETING - NOVEMBER 15, 2000 Mr. Hamers reported Mr. Fauth and Ms. Revak attended the Orange County Integrated Waste Management Sub - Regional Group Meeting where members gather and exchange ideas. ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT REPORTS POLICE REPORT • Mr. Hamers presented a memorandum providing the statistics for the month of November 2000. The number of calls for service for scavenging is as follows: Location Calls for Service Cite /Arrest Area 1 0 1 Area II 0 0 Area III 1 1 Area IV 0 0 TOTAL 1 2 DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT Mr. Hamers presented the ordinance enforcement summary report for the five -week period beginning October 23, 2000 and ending November 26, 2000. Mr. Shef investigated new complaints and rechecked existing ordinance complaints, reporting the results to Staff. Mr. Shef distributed 60 courtesy flyers to encourage compliance. 11 COSTA MESA SANITARY DISTRICT 9 MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER 14. 2000 • CMSD STRATEGIC PLAN MEETING WITH MIDWAY CITY SANITARY DISTRICT Ms. Revak reported the District is scheduled to meet with Midway City on January 16th at 9:00 a.m. to include a tour of their facilities and lunch. Ms. Revak sent Midway City Sanitary District a proposed agenda for their review and comment. MEETING WITH STRATEGIC PLANNING CONSULTANT - FEBRUARY 1, 2, 3 Ms. Revak reported Mr. Rauch would meet with each director on February 1, 2001 for approximately an hour. Ms. Revak will contact all directors to set the schedule of interviews. The meetings on Friday, February 2 and Saturday, February 3 will be held from 8:00 a.m. to 12:00 p.m. COSTA MESA DISPOSAL FIELD UPDATE OF OCCUPANCY REPORT Mr. Fauth met with Mr. Rangel to discuss the field occupancy report. Mr. Rangel advised each of the Costa Mesa Disposal trucks would carry a person assigned to travel the route and verify the addresses of users. The program is projected to be completed within a three -month period. Mr. Fauth reported a Costa Mesa Sanitary District intern would perform a follow -up check on the results reported by Costa Mesa Disposal. CMSD YEARLY SURVEY OF ORANGE COUNTY RESIDENTIAL TRASH COLLECTION RATES Ms. Revak provided the updated survey depicting the results received from 20 cities to date and will supply the completed survey when all replies are received. ENGINEER'S REPORTS President Schafer inquired as to the canceling of the sinking fund. Mr. Flamers explained to the Board the reasons the sinking fund was canceled. Director Ferryman requested the sinking fund be revisited in one year. EMERGENCY WORK W. 18TH STREET SEWER VICTORIA STREET PUMPING STATION IOWA STREET PUMPING STATION AVIEMORE PUMPING STATION • Mr. Hamers reported there was no additional action taken during the month. COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER 14. 2000 10 Secretary Perry motioned to ratify the manager's actions in the emergency • repair of West 18th Street, Victoria Street, Iowa Street, and Aviemore pumping stations. Director Ferryman seconded. Motion carried unanimously. ANNIVERSARY LANE SEWER AGREEMENT Mr. Hamers reported the project is complete, surface improvements were restored and landscaping repaired. PROJECT NO. 165 - REHABILITATE CANYON PUMPING STATION FORCE MAIN PROPOSAL TO BEGIN DESIGN PHASE Secretary Perry motioned to approve Project 1112100 -165, Rehabilitate Canyon Pumping Station Force Main. Director Ferryman seconded. Motion carried unanimously. PROJECT NO. 166 - MANHOLE AND PUMP STATION COATING AND MISCELLANEOUS WORK PROPOSAL TO BEGIN DESIGN PHASE Secretary Perry motioned to approve Project 1112100 -166, Manhole and Pump Station Coating and Miscellaneous Work. Director Ferryman seconded. Motion carried unanimously. • PROJECT NO. 167 - EMERSON STREET SEWER RELOCATION PROPOSAL TO BEGIN DESIGN PHASE Secretary Perry motioned to approve Project 1112100 -167, Emerson Street Sewer Relocation. Vice President Woodside seconded. Motion carried unanimously. TREASURER'S REPORTS GOVERNMENTAL ACCOUNTING STANDARDS BOARD STATEMENT NO. 34 (GASB 34) Mr. Puckett presented an article from the November issue of Western City magazine relating to GASB 34 for the Board's information. Mr. Puckett will present an implementation plan to the Board during budget deliberations for the 2001 -2002 fiscal year. ATTORNEY'S REPORTS DIRECTOR'S COMPENSATION Mr. Burns provided the Board with a copy of Chapter 86 of the 2000 Statutes which will authorize a 5% per year increase provided the procedure set forth in Water • Code, Section 20200 et seq. is followed. Mr. Burns reported the Statute is somewhat ambiguous. COSTA MESA SANITARY DISTRICT MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER 14, 2000 • President Schafer suggested Mr. Burns contact Mr. Ralph Heim for information regarding the statute. The Board authorized Mr. Burns to purchase a full copy of the legislative intent report at his discretion and contact Mr. Heim for his input. Director Ferryman motioned to set a public hearing at the January 2001 meeting. Secretary Perry seconded. Motion carried unanimously. LOCAL MEETINGS INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC) QUARTERLY MEETING AND ELECTION OF EXECUTIVE COMMITTEE OFFICERS - NOVEMBER 30, 2000 President Schafer reported she was voted in as First Vice President of ISDOC. President Schafer reminded Board members the next quarterly meeting of ISDOC would be March 29, 2001. • LOCAL AGENCY FORMATION COMMITTEE ( LAFCO) President Schafer reported she attended and chaired the LAFCO meeting. The Strategic Planning meeting will be held on January 26, 2001. President Schafer reported elections for LAFCO positions would be held at the next meeting. AB -2838 - LAFCO FUNDING BY CITIES, COUNTIES AND SPECIAL DISTRICTS Mr. Hamers reported LAFCO would soon be funded by cities, counties and special districts. President Schafer stated no actual amount has been set, but the cost would be split in thirds between cities, counties and special districts. COSTA MESA CHAMBER OF COMMERCE LEGISLATION COMMITTEE President Schafer reported the Chamber of Commerce was dark. ORANGE COUNTY SANITATION DISTRICT REGULAR MEETING - NOVEMBER 15, 2000 MONTHLY BOARD LETTER UPDATE • Director Ferryman attended the November 15th meeting and reported the following: COSTA MESA SANITARY DISTRICT 12 MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER 14, 2000 • • The ground water replenishment system will be voted upon next month. • Biosolids - Kings County has approved banning biosolids. OCSD owns property in Kings County with the intent to use biosolids. • SAWPA is to fund 70 %D of the cost of moving the Santa Ana River Interceptor Line. SAWPA reported they cannot fund their portion. WATER ADVISORY COMMITTEE OF ORANGE COUNTY (WACO) President Schafer attended the WACO meeting and reported they discussed the CALFED legislation and the Metropolitan Water rate structure. CSDA President Schafer attended the CSDA meeting in Napa Valley consisting of an orientation, a planning session, and board meeting. President Schafer reported CSDA discussed the following: • Merging some organizations (e.g., risk management, finance) to make it easier for special districts. • Little Hoover Commission. • Special Task Force • President Schafer will chair the Annual Conference in 2001. 2001 MEMBERSHIP DUES IN THE AMOUNT OF $2,093.00 Mr. Harriers reported the membership dues in the amount of $2,093.00 are due and recommended approval. Vice President Woodside motioned to approve payment of membership dues to CSDA in the amount of $2,093.00. Director Worthington seconded. Motion carried unanimously. SANTA ANA RIVER FLOOD PROTECTION AGENCY FULL AGENCY MEETING - NOVEMBER 9, 2000 Director Ferryman reported he had no additional input and was available to answer any questions the Board had regarding the minutes of the Santa Ana River Flood Protection Agency meeting. SPECIAL DISTRICT INSTITUTE GOVERNANCE SEMINAR -FEBRUARY 22 -23, 2001, MONTEREY, CA • Interested Board members will contact Ms. Revak to make arrangements to attend the February 22 -23 seminar. Director Worthington expressed interest in attending. COSTA MESA SANITARY DISTRICT 13 MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER 14, 2000 • OLD BUSINESS There was no old business discussed. NEW BUSINESS OFFICE STAFFING Mr. Hamers reported there has been a significant increase in Staff responsibilities and Staff feels an additional position is required to adequately meet the needs of Costa Mesa Sanitary District customers. Mr. Fauth prepared a workload analysis and Mr. Puckett provided a budget impact report for the Board's review. Mr. Fauth presented his analysis showing the programs Staff is currently involved in, both ongoing and one -time projects. Mr. Fauth reported permit processing has increased by 25% in the last year. Based upon the analysis, Mr. Fauth recommended the hiring of a permit specialist. Mr. Harriers proposed the hiring of a temporary person to complete the 2000 -2001 fiscal year and determine the feasibility of adding a permanent staff member. • Director Ferryman expressed concern regarding whether the level of expertise required would be met by utilizing a temporary assistant. Mr. Puckett reported the newly created position would be compensated at the Permit Processing Specialist level of $36,780 (top step) and fringe benefits of $11,034, totaling $47,814. Mr. Puckett reported both the City and District budgets would require amendment to approve the position. Director Ferryman inquired as to the physical room to locate an additional employee in the District's current offices. Mr. Harriers reported Director of Public Services, Mr. Bill Morris is investigating relocating the District's office to a larger office, utilizing the District's current furnishings in the larger offices. Secretary Perry motioned to approve the addition of a temporary employee to fill the position of Permit Processing Specialist, and the moving ahead with the formalization of hiring a permanent Permit Processing Specialist, subject to evaluation and approval. Vice President Woodside seconded. Motion carried 5 -0. ORAL COMMUNICATIONS Mr. Harriers reported the greeting card program is currently in effect. • President Schafer inquired as to whether the reserves are earmarked for specific uses. COSTA MESA SANITARY DISTRICT 14 MINUTES - BOARD OF DIRECTORS MEETING HELD DECEMBER 14, 2000 • Mr. Puckett responded the reserves are segregated and marked for specific types of contingencies. ADJOURNMENT At 2:28 p.m. President Schafer adjourned the meeting. SECRF,TARV 1, • (2L c� PRESIDENT