Minutes - Board - 2001-02-080
•
COSTA MESA SANITARY DISTRICT
Minutes of Board of Directors Reqular Meetinq held February 8, 2001
CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary
District met in regular session on February 8, 2001,
at 6:00 p.m., in Room 1 -A of the Civic Center, 77
Fair Drive, Costa Mesa.
President Schafer called the meeting to order at 6:00 p.m.
Secretary Perry led the Pledge of Allegiance.
Vice President Woodside gave the invocation.
ROLL CALL: Directors Present:
Directors Absent:
Art Perry, Arlene Schafer, Greg Woodside,
James Ferryman, Dan Worthington
None.
Staff Present: Robin Hamers, 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
Others Present: Gordon Cantonwine, Monitor Video
Production Services
Harold Hunt, 3128 Lincoln Way, Costa Mesa
Ned Hall, 1719 Samar Drive, Costa Mesa
Harvey Cochran, 2111 Doctors Circle,
Apt. A101, Costa Mesa
CONSENT CALENDAR
On motion by Vice President Woodside and seconded by Secretary Perry, the Consent
Calendar was approved as presented. Motion carried 5 -0.
• Ms. Revak reported the January 2001 Waste Diversion Report was not received by Staff
and requested the motion be revised to reflect that payment of the CR Transfer Invoice
should be held until receipt of the Waste Diversion Report.
COSTA MESA SANITARY DISTRICT 2
MINUTES - BOARD OF DIRECTORS MEETING HELD FEBRUARY 8, 2001
• On motion by Secretary Perry and seconded by Vice President Woodside, the Consent
Calendar, pending receipt and Staffs verification of the January 2001 Waste Diversion
Report, was approved as presented. Motion carried 5 -0.
MINUTES
Approved Minutes of The minutes for the Recycling Committee meeting of
Recycling Committee January 9, 2001, were approved as distributed.
Meeting,
January 9, 2001
Approved Minutes of The minutes for the Investment Oversight Committee
Investment Oversight meeting of January 11, 2001, were approved as distributed.
Committee Meeting
January 11, 2001
Approved Minutes of The minutes for the regular meeting of January 11, 2001,
Regular Meeting were approved as distributed.
January 11, 2001
Approved Minutes of The minutes for the special meeting of January 16, 2001,
Special Meeting were approved as distributed.
January 16, 2001
• Approved Minutes of The minutes for the Study Session of January 17, 2001, were
Study Session approved as distributed.
January 17, 2001
REPORTS
MANAGER'S REPORTS
Approved Occupancy
Report and payment of
$168,318.66 to Costa
Mesa Disposal for trash
collection services for
February 2001
The Trash Occupancy Count documented no change in the
occupancy report for solid waste collection as of February 1,
2001. Therefore, the total for February is 21,096. Board
directed Staff to prepare a warrant for $168,318.66 to Costa
Mesa Disposal on March 1, 2001, for payment for February
trash collection based on the February count of 21,096.
REFUNDS No Refunds were issued.
RECYCLING REPORTS
Waste Diversion Report for The Waste Diversion Report for December 2000, showing a
• December 2000 was 50.89 percent diversion, was received and filed.
received and filed.
I
COSTA MESA SANITARY DISTRICT 3
MINUTES - BOARD OF DIRECTORS MEETING HELD FEBRUARY 8, 2001
• Waste Diversion Report for The Waste Diversion Report for January 2001, was not
January 2001 was not received.
received.
Approved Contract The Board approved contract payment to CR Transfer for
Payment to CR Transfer recycling services and disposal for the month of January
for $143,517.47 2001, in the amount of $143,517.47, pending receipt and
verification of waste diversion report.
ENGINEER'S REPORTS
Project Status Report was The Project Status Report dated February 2001, was
received and filed. accepted as submitted.
TREASURER'S REPORTS
Financial Report as of
January 31, 2001, was
received and filed.
Report of Monies on
• Deposit as of
January 31, 2001, was
received and filed
•
The Financial Report as of January 31, 2001, was received
and filed.
The Report of Monies on Deposit as of January 31, 2001,
was received and filed.
Approved Warrant 2001 -08 Warrant Resolution #CMSD 2001 -08 was approved,
for February 2001, in the authorizing the President and Secretary to sign the warrant
amount of $496,992.07 and instructing the Finance Department to draw a warrant
from the Costa Mesa Sanitary District General Fund in the
amount of $496,992.07.
END OF-CON-SENT CALENDAR
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WRITTEN COMMUNICATIONS
a
No written communications were received.
COSTA MESA SANITARY DISTRICT 4
MINUTES - BOARD OF DIRECTORS MEETING HELD FEBRUARY 8, 2001
• PUBLIC COMMENTS
Mr. Ned Hall expressed concern regarding the Standardized Container Program, and
requested more information about the program. Mr. Hall stated he was told the program
would provide a single container per household and carry with it a 10 percent assessment.
Mr. Hamers advised Mr. Hall that residents will receive as many containers as they require
and that the District has the funds to purchase and implement the Standardized Container
Program. Mr. Hamers invited Mr. Hall to attend the Study Session to be held on February
15, 2001, at noon where the Standardized Container Program will be discussed in detail.
Mr. Harold Hunt stated he was also in attendance at the meeting to inquire about the
Standardized Container Program. Mr. Hunt currently pays $2.50 per quarter to rent a
container from Costa Mesa Disposal. Mr. Hamers advised Mr. Hunt that he would no
longer need to rent the container from Costa Mesa Disposal, and that the standardized
containers will be provided at no additional cost to residents. Mr. Hunt was also invited to
attend the Study Session on February 15, 2001, at noon.
MANAGER'S REPORTS
RECYCLING COMMITTEE
PUBLIC OUTREACH PROGRAM
• (A) VIDEO OF DISTRICT'S OPERATIONS & SERVICES
Mr. Fauth reported approximately 90 percent of the videotaping has been
completed and accompanying narratives are close to completion. Mr. Fauth
projected the videotape will be completed within the month.
Mr. Gordon Cantonwine, Monitor Video Production Services, was in attendance at
the meeting to videotape portions of the meeting for the video.
(B) PUBLIC AWARENESS PROGRAM OF DISTRICT'S SEWER FACILITIES
Mr. Hamers presented a copy of an article appearing in the Daily Pilot on January
13, 2001, outlining the excellent condition of the City of Costa Mesa's sewer system.
Mr. Hamers presented copies of letters sent to Ms Joan Finnegan, Vice President,
Municipal Water District of Orange County; State Senator Ross Johnson; and State
Assemblyman John Campbell congratulating them on their newly elected positions
and advising them of the District's programs and upcoming videotape.
Staff complied a list of public outreach ideas and requested Director's review the list
and add any additional items.
• Mr. Hamers distributed a suggested advertisement for the Public Outreach Program
on the CMOM program for the Board's review.
COSTA MESA SANITARY DISTRICT 5
MINUTES - BOARD OF DIRECTORS MEETING HELD FEBRUARY 8, 2001
Vice President Woodside suggested meeting with the individual reporters to update
them on the District's programs.
President Schafer thanked Staff for their prompt compilation of the list and
requested the Public Awareness item remain on the agenda.
(C) PRESENTATION TO COSTA MESA CITY COUNCIL
Director Worthington requested the item be tabled.
STANDARDIZED CONTAINER PROGRAM
Director Worthington advised there would be a Study Session held on February 15,
2001, at noon to discuss the findings of the container testing.
CITY OF COSTA MESA RECYCLING PROGRAMS
CURBSIDE TRASH COLLECTION
Mr. Hamers reported the District would be changing service to parcels with
five or more units requiring service on the property.
• TELEPHONE BOOK RECYCLING PROGRAM WITH SCHOOLS
Ms. Revak reported the award presentations are underway with a few
schools remaining. Sonora Elementary School wrote a letter of appreciation
to the District for the program. Ms. Revak reported many verbal "thank you"
messages have been received.
GREETING CARD RECYCLING PROGRAM
Ms. Schmeisser presented a press release regarding the 901 pounds of
greeting cards collected at five drop -off locations throughout the City and
sent on to St. Judes Ranch for Children in Nevada. The Orange County
Register ran an article about the program. Ms. Schmeisser reported the
program has been enthusiastically received.
A letter of appreciation to Susan Campbell, owner of Mail Box Center in
Huntington Beach, was provided for Board signature, for Ms. Campbell's
donation of packing and shipping of all donated greeting cards.
Ms. Revak presented a Certificate of Appreciation to Ms. Campbell from the
District to be issued to Ms. Campbell. Ms. Revak will have the certificate
appropriately framed.
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COSTA MESA SANITARY DISTRICT 6
MINUTES - BOARD OF DIRECTORS MEETING HELD FEBRUARY 8. 2001
• Ms. Schmeisser will contact St. Judes Ranch for Children to assess their
future need for card materials to determine the District's expansion of the
program.
President Schafer suggested in the future the District issue Certificates to
acknowledge the contributions of additional community members, as
appropriate.
ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT REPORTS
POLICE REPORT
Mr. Hamers presented a memorandum providing the statistics for the month
of January 2001. The number of calls for service for scavenging are as
follows:
Location Calls for Service Cite /Arrest
Area 1
0
0
Area II
1
0
Area III
2
0
Area IV
0
0
TOTAL
3
0
• DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT
Mr. Hamers presented the ordinance enforcement summary report for the
four -week period beginning December 25, 2000 and ending January 21,
2001.
Mr. Shef advised residents of the Christmas Tree Recycling Program.
Mr. Shef distributed 35 courtesy flyers to encourage compliance.
Mr. Hamers requested an emergency item be placed on the agenda to discuss a
request made by the City of Costa Mesa for the District's participation in a liaison
committee with the Water District. Mr. Hamers reported the first meeting would take
place before the Costa Mesa Sanitary District's next regular Board meeting,
requiring immediate consideration and action by the Board.
Director Ferryman motioned that the need to take action arose after the agenda was
prepared and there is a need to take immediate action. Secretary Perry seconded.
Motion carried unanimously.
Discussion was held regarding the liaison committee.
• Director Ferryman motioned to participate in the liaison committee with the City and
Water District, with the President and one available Director attending on a rotating
COSTA MESA SANITARY DISTRICT 7
MINUTES - BOARD OF DIRECTORS MEETING HELD FEBRUARY 8, 2001
• basis. Secretary Perry seconded. Motion carried unanimously. Ms. Revak will
contact the City Manager's office to coordinate the meeting.
CMSD STRATEGIC PLAN
MEETING WITH STRATEGIC PLANNING CONSULTANT - FEBRUARY 1, 2, 3
Mr. Harriers presented a listing of action items from the Strategic Planning
Session held on February 1 -3, 2001. Rauch and Associates will complete a
full report.
President Schafer requested the Strategic Planning Action Item list appear
on the agenda each month to assure the Board stays on target. Mr. Harriers
reported a copy of the Strategic Plan would accompany the agenda in the
Board Packet each month.
Mr. Puckett opened discussion on the timeline for the treasury report
information and scheduling of study sessions. Staff will review the issue.
Secretary Perry motioned to adopt the action item listing the issues and
deadline dates, excluding the treasurer's reports. Director Ferryman
seconded. Motion carried unanimously.
0 STUDY OFFICE SPACE AND LOCATION
President Schafer appointed Director Ferryman to serve on a subcommittee
to review the District's office space and location.
Vice President Woodside ratified President Schafer's appointment of Director
Ferryman and President Schafer to form a subcommittee to review the
District's office space and location. Secretary Perry seconded. Motion
carried unanimously.
President Schafer and Director Ferryman will investigate the District's options
for office space. Staff members Mr. Harriers, Mr. Fauth and Ms. Revak will
serve on the subcommittee and Ms. Revak will set up a date for the first
meeting.
COSTA MESA DISPOSAL FIELD UPDATE OF OCCUPANCY REPORT
Mr. Fauth reported Molly Chen, UCI intern, has completed route 10 and 11 of the
Field Update of Occupancy Study. Mr. Shef accompanied Ms. Chen to learn the
process so he can continue the verification when Ms. Chen completes her term with
the District in mid March. There are 8 additional routes to be completed.
40 Ms. Schmeisser will provide final resolution on indefinite determinations.
COSTA MESA SANITARY DISTRICT 8
MINUTES - BOARD OF DIRECTORS MEETING HELD FEBRUARY 8, 2001
• TRASH HAULER PARTICIPATION IN HHW AND EDUCATIONAL PROGRAMS
Ms. Revak reported the District received a check for $5,000 from CR Transfer as
contractually requested.
SAFETY /LOSS CONTROL MEETING
Vice President Woodside motioned to receive and file the minutes for the
Safety /Loss Control Committee Meeting of January 24, 2001. Secretary Perry
seconded. Motion carried unanimously.
ENGINEER'S REPORTS
PROJECT 153 - SEWER LATERAL ROOT INTRUSION STUDY
Mr. Hamers reported the study of videotapes has been completed and notification
made to property owners whose laterals contain potential root problems. A list of
root control products in local hardware stores is on file and made available to
residents upon request. Mr. Hamers reported residents are very appreciative of the
District's notification.
Director Worthington suggested the item be included in the next Costa Mesa
Sanitary District newsletter to notify all residents of the potential root problems and
methods of homeowner intervention.
Vice President Woodside motioned to accept the report. Secretary Perry seconded.
Motion carried unanimously.
ORANGE COUNTY STORM WATER DIVERSION PROGRAM
Mr. Hamers reported the County of Orange is proposing to divert low flows from the
Santa Ana River into the Costa Mesa Sanitary District system of up to 400 gallons
per minute in the Canyon Drive sewer system during nighttime hours and up to 85
gallons per minute during the daytime hours beginning approximately September 1,
2001.
Director Ferryman directed Mr. Hamers to write a letter to the County requesting
further written information and formal hold harmless agreement be developed.
Secretary Perry seconded. Motion carried unanimously.
EMERGENCY WORK
Mr. Harvey Cochran explained he works at 222 Victoria Street, at the corner of
Newport and Victoria Place, and is concerned about his employer's business being
• inconvenienced by the District's emergency work on the Victoria Street Pump
Station.
COSTA MESA SANITARY DISTRICT 9
MINUTES - BOARD OF DIRECTORS MEETING HELD FEBRUARY 8. 2001
• Mr. Hamers explained the District's pump station is at the south end of Miner Street,
not in front of Mr. Cochran's place of employment. Mr. Hamers determined Mr.
Cochran's employer's business is located near a double check valve backflow
preventer, a water line device, not owned or operated by the Costa Mesa Sanitary
District.
Mr. Cochran saw the Victoria Street Pump Station mentioned and thought the
District would be making repairs and blocking his employer's entrance and
appeared at the meeting to discuss possible compromise.
Mr. Hamers assured Mr. Cochran that he would make note that the area in front of
222 Victoria Street has experienced flooding.
PRESIDENT PUMPING STATION
VICTORIA STREET PUMP STATION
W. 18TH STREET SEWER
Mr. Hamers reported the President Pumping Station and Victoria Street
Pump station have leaks that are under control, repairs pending.
• Mr. Hamers reported W. 18th Street Sewer item was a payment of bills.
Director Ferryman motioned to ratify the manager's actions in the
emergency work of President Pumping Station, Victoria Street Pump
Station, and W. 18th Street sewer. Secretary Perry seconded. Motion
carried unanimously.
TREASURER'S REPORTS
SPECIAL DISTRICT RISK MANAGEMENT AUTHORITY 1999/2000 ANNUAL REPORT
Mr. Puckett presented the Special District Risk Management Authority 1999/2000
Annual Report. Mr. Puckett gave a brief summarization of the report. Mr. Puckett
suggested the District discuss a reduction in rate with the SDRMA.
Mr. Hamers suggested President Schafer inquire through the CSDA as to the
projected SDRMA rates.
Mr. Puckett has requested a copy of the audited financial statement from the
SDRMA to provide further information and will present a report to the Board when
the report is received.
TAX TREATMENT OF DIRECTOR'S COMPENSATION
• Mr. Puckett reported the IRS views Directors serving on a board as employees, with
appropriate deductions removed from their checks. Mr. Puckett is in the process of
COSTA MESA SANITARY DISTRICT 10
MINUTES - BOARD OF DIRECTORS MEETING HELD FEBRUARY 8, 2001
• setting up a separate payroll run to issue checks to Board members. Mr. Puckett
will adjust April and May paychecks to contain deductions for January and February.
Mr. Puckett reported Board Members can make an election to establish an
alternative retirement system or participate in social security with 7.65 percent
withheld from gross compensation.
Mr. Puckett requested Board members give him general direction in setting up an
alternative retirement system and he would bring back a contract for the Board's
review at the next meeting. Board members can choose which retirement system
they would like to participate in.
Directors Perry and Schafer requested participation in the social security system.
Directors Woodside, Ferryman, and Worthington will let Mr. Puckett know within the
week which program they prefer. The Board directed Mr: Puckett to bring back a
contract for consideration.
ATTORNEY'S REPORTS
ORDINANCE NO. 36 - INSURANCE REQUIREMENTS FOR SEWER PERMITS
Mr. Burns presented Ordinance No. 36, AN ORDINANCE OF THE BOARD
OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT
ESTABLISHING INSURANCE REQUIREMENTS FOR SEWER PERMITS.
• Secretary Perry motioned to adopt Ordinance No. 36, an Ordinance of the
Board of Directors of the Costa Mesa Sanitary District establishing insurance
requirements for sewer permits. Vice President Woodside seconded.
Motion carried unanimously.
RESOLUTION NO. 2001 -641 - ORDERING THAT PUBLICATION OF ORDINANCE NO.
35 AMENDING THE DISTRICT'S OPERATIONS CODE INCREASING DIRECTORS'
COMPENSATION HAS OCCURRED
Mr. Burns presented Resolution No. 2001 -641, a Resolution ordering that
publication of Ordinance No. 35 amending the District's Operations Code
increasing Directors' compensation has occurred. Secretary Perry motioned
for adoption of Resolution No. 2001 -641. Director Ferryman seconded.
Motion carried unanimously.
Director Worthington expressed concern about Directors listing awards
ceremonies as a meeting attendance in light of the higher compensation and
suggested making award ceremonies an exception.
The Board determined Directors may use their discretion as to whether to list
awards ceremonies as a meeting attendance.
•
COSTA MESA SANITARY DISTRICT I 1
MINUTES - BOARD OF DIRECTORS MEETING HELD FEBRUARY 8. 2001
• Mr. Burns reported there is no prohibition against the use of public funds to produce
a video featuring elected public officials that will reach in excess of 200 homes via
an electronic medium. The regulation is still limited to the use of the mail or other
physical delivery.
LOCAL MEETINGS
INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC)
President Schafer attended the February 6, 2001, ISDOC meeting and
reported they discussed the following:
• LAFCO
• CSDA
• Energy
• Changing bylaws
• Mission Statement
• Quarterly meeting March 30, 2001, at noon
President Schafer reported ISDOC will meet to fill the position of regular
district member seat in conjunction with the quarterly meeting on March 30,
2001. Vice President Woodside will attend the meeting as a voting member
• representing the Costa Mesa Sanitary District.
Secretary Perry motioned to appoint Vice President Woodside as voting
representative at the March 30, 2001 ISDOC meeting and Director Ferryman
as first alternate, Director Worthington as second alternate. Vice President
Woodside seconded. Motion carried unanimously.
Ms. Revak will compile a list of Directors attending the March 30, 2001
ISDOC meeting to make lunch reservations.
ANNUAL MEMBERSHIP DUES FOR 2001 -2002 IN THE AMOUNT OF $50.00
Director Ferryman motioned to pay the Annual ISDOC dues of $50.00.
Secretary Perry seconded. Motion carried 5 -0.
LOCAL AGENCY FORMATION COMMITTEE ( LAFCO)
AB -2838 - LAFCO FUNDING BY CITIES, COUNTIES AND SPECIAL DISTRICTS
President Schafer reported LAFCO is working on AB -2838 through LAFCO.
President Schafer is also on the AB -2838 subcommittee for ISDOC.
40
COSTA MESA SANITARY DISTRICT 12
MINUTES - BOARD OF DIRECTORS MEETING HELD FEBRUARY 8, 2001
• COSTA MESA CHAMBER OF COMMERCE LEGISLATION COMMITTEE
Director, Ferryman attended the Costa Mesa Chamber of Commerce
Legislation Committee meeting and reported the Chamber hosted the two
aides to John Campbell. Director Ferryman shared with them his concerns
regarding Santa Ana Regional Water Control Board and Orange County
Sanitation District information.
ORANGE COUNTY SANITATION DISTRICT
REGULAR MEETING - JANUARY 24, 2001
Director Ferryman reported 1.6 million dollars was approved for the
Huntington Beach study and projected an additional million dollars would
probably be needed.
Director Ferryman reported Director compensation was adjusted to $170 per
meeting.
Director Ferryman reported they received a comprehensive financial analysis
on the ground water replenishment program. A presentation is forthcoming.
• MONTHLY BOARD LETTER UPDATE
Provided in the Board packet for review.
WATER ADVISORY COMMITTEE OF ORANGE COUNTY (WACO)
President Schafer did not attend the WACO meeting.
CSDA
President Schafer participated in the January meeting that was conducted via a
conference call. President Schafer will attend the next CSDA meeting in
Sacramento on February 16, 2001, and bring an update to the Board.
WORKSHOP ON WHEELS "EFFECTIVE SPECIAL DISTRICT MANAGEMENT &
GOVERNANCE" - FEBRUARY 27, 2001 - LAGUNA NIGUEL, CA
President Schafer will attend the meeting.
40
•
COSTA MESA SANITARY DISTRICT 13
MINUTES - BOARD OF DIRECTORS MEETING HELD FEBRUARY 8, 2001
SANTA ANA RIVER FLOOD PROTECTION AGENCY
Director Ferryman attended the meeting and reported the Agency approved the
executive director and Jim Wahner going to Washington DC to lobby for funding.
Jan Debay was presented with a plaque.
Director Ferryman reported Kings County passed a biosolids ordinance, but
representatives may negotiate an amendment.
SPECIAL DISTRICT INSTITUTE
GOVERNANCE SEMINAR - FEBRUARY 22 -23, 2001, MONTEREY, CALIFORNIA
Director Worthington will be attending the seminar in February.
OLD BUSINESS
OFFICE STAFFING
Mr. Fauth reported the District is looking for another temporary person to try out for
the available assistant position. Interviews are scheduled to talk to new candidates.
NEW BUSINESS
There was no new business discussed
ORAL COMMUNICATIONS
Director Ferryman reported FEMA recently redid flooding maps and all of Costa
Mesa is outside the flood zone. Portions of Huntington Beach and Fountain Valley
have been redesignated also.
Mr. Cochran thanked the Board for the job they are doing for the City.
ADJOURNMENT
At 8:10 p.m. President Schafer adjourned the meeting.
r
SECRETARY
PRESIDENT