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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
APRIL 12, 2001
CALL TO ORDER The Board of Directors of the Costa Mesa
Sanitary District met in regular session on April
12, 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.
Director Perry led the Pledge of Allegiance.
Vice President Woodside gave the invocation.
ROLL CALL: Directors Present: Arlene Schafer, Greg Woodside, Art
Perry, James Ferryman, Dan Worthington
Directors Absent: None.
• Staff Present: Robin Hamers, Manager /Engineer; Alan
Burns, Legal Counsel; Tom Fauth,
Assistant Manager; Joan •Revak, Clerk of
the District; Marc Puckett, Finance
Director; Ron Shef, District Ordinance
Enforcement Officer.
Others Present: Mrs. Ernie Feeney
1154 Dorset Lane, Costa Mesa 92626
Robert Osgood
962 Magellan Street
Costa Mesa, CA 92626
CONSENT CALENDAR
Director Worthington initiated discussion regarding the Occupancy Report.
• On motion by Director Ferryman and seconded by Secretary Perry, the Consent Calendar,
with the revised Warrant list #2001 -10, was approved as presented. Motion carried 5 -0.
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MINUTES
Costa Mesa Sanitary District
Minutes of Board of Directors Regular Meeting
April 12, 2001
Page 2
Approved Minutes of The minutes for the Recycling Committee meeting of
Recycling Committee March 6, 2001, were approved as distributed.
Meeting,
March 6, 2001
Approved Minutes of The minutes for the regular meeting of March 8, 2001,
Regular Meeting were approved as distributed.
March 8, 2001
Approved Minutes of Study The minutes for the Study Session of March 22, 2001,
Session were approved as distributed.
March 22, 2001
REPORTS
MANAGER'S REPORTS
Approved Occupancy The Trash Occupancy Count documented a decrease of
Report and payment of 82 units in the occupancy report for solid waste collection
$167,680.36 to Costa as of April 1, 2001. Therefore, the total for April is 21,016.
Mesa Disposal for trash Board directed Staff to prepare a warrant for $167,680.36
collection services for to Costa Mesa Disposal on May 1, 2001, for payment for
April 2001 April trash collection based on the April count of 21,016.
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: Tony Spera
in the amount of $60 Parcel Address: 2216 Raleigh
to Tony Spera Assessor's Parcel No. N/A
Units: 1
Requested Refund: $75
Total Refund Approved: $60
Owner canceled permits to construct a new bathroom.
RECYCLING REPORTS
• Waste Diversion Report for The Waste Diversion Report for February 2001, showing a
February 2001 was 50.32 percent diversion, was received and filed.
received and filed.
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Costa Mesa Sanitary District
Minutes of Board of Directors Regular Meeting
April 12, 2001
Page 3
. Waste Diversion Report for
The Waste Diversion Report for March 2001, showing a
March 2001 was received
51.23 percent diversion, 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 March 2001
for $ 140,614.54
in the amount of $ 140,614.54.
ENGINEER'S REPORTS
Project Status Report was
The Project Status Report dated April 2001, was accepted
received and filed.
as submitted.
TREASURER'S REPORTS
Financial Report as of The Financial Report as of March 31, 2001, was received and
March 31, 2001, was filed.
received and filed.
Report of Monies on The Report of Monies on Deposit as of March 31, 2001, was
Deposit as of received and filed.
March 31, 2001, was
• received and filed
Approved Warrant 2001 -10 Warrant Resolution #CMSD 2001 -10 was approved,
for April 2001, in the authorizing the President and Secretary to sign the warrant
amount of $811,427.70 and instructing the Finance Department to draw a warrant
from the Costa Mesa Sanitary District General Fund in the
amount of $811,427.70.
END OF-CONSENT CALENDAR
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WRITTEN COMMUNICATIONS
Mr. Harriers reported receiving a letter from Mrs. Daryle Palmer, Principal, Kaiser
Elementary School, dated March 23, 2001, thanking the Board for the $400 received as a
result of the telephone book recycling program.
Mr. Harriers presented a letter from Ms. Mary Aileen Matheis, President of Irvine Ranch
Water District, congratulating President Schafer on her election to the position of Regular
Special District Member on the Local Agency Formation Commission.
• PUBLIC COMMENTS
President Schafer invited public comments. There were none given.
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• MANAGER'S REPORTS
Costa Mesa Sanitary District
Minutes of Board of Directors Regular Meeting
April 12, 2001
Page 4
At 6:07 p.m., President Schafer adjourned the meeting to closed session to discuss the
request for adjustment compensation for the District Manager /Engineer, General Counsel,
and District Clerk.
REVIEW REQUEST FOR ADJUSTMENT OF COMPENSATION FOR DISTRICT MANAGER/ENGINEER
CLOSED SESSION - PERSONNEL EXCEPTION GOVERNMENT CODE SECTION 54957
AFTER RECONVENING FROM CLOSED SESSION, TAKE ACTION WITH RESPECT TO THE REQUEST IN
OPEN SESSION.
REVIEW REQUEST FOR ADJUSTMENT OF COMPENSATION OR GENERAL COUNSEL
CLOSED SESSION - PERSONNEL EXCEPTION GOVERNMENT CODE SECTION 54957
AFTER RECONVENING FROM CLOSED SESSION, TAKE ACTION WITH RESPECT TO THE REQUEST IN
OPEN SESSION.
• REVIEW REQUEST FOR ADJUSTMENT OF COMPENSATION FOR DISTRICT CLERK
CLOSED SESSION - PERSONNEL EXCEPTION GOVERNMENT CODE SECTION 54957
AFTER RECONVENING FROM CLOSED SESSION, TAKE ACTION WITH RESPECT TO THE REQUEST IN
OPEN SESSION.
President Schafer reconvened the meeting to regular session at 6:34 p.m.
Director Worthington motioned to approve the request for compensation increase to Rob
Hamers, District Manager /Engineer as follows, effective July 1, 2001:
Engineering & Management $70.00 per hour
Draftsman $50.00 per hour
Inspector $45.00 per hour
Retainer $1,200 per month
Survey Crew (2 man) $160.00 per hour
Secretary Perry seconded. Motion carried 5 -0
Vice President Woodside motioned to approve the request for compensation increase to
Alan Burns, Legal Counsel, effective July 1, 2001, to $135.00 per hour. Secretary Perry
• seconded. Motion carried 5 -0.
• '4y,,SAN1)N�jQ Costa Mesa Sanitary District
Minutes of Board of Directors Regular Meeting
< a April 12, 2001
�'�'+ro..�`'� Page 5
• Director Ferryman motioned to approve the request for compensation increase to Joan
Revak, Clerk of the District, effective July 1, 2001, from $700 per month to $1,000 per
month for bonus paid directly by the District. Secretary Perry seconded the motion. Motion
carried 5 -0.
Director Woodside left the meeting at 6:38 p.m.
REVIEW INCREASE FOR PEGGY PRESTON, MINUTE REPORTER
After review of the report outlining Ms. Preston's specialized services, her long tenure with
the District without any increases, her very competitive rates as compared to related
services, her dedication to the District, and her upcoming need to upgrade her equipment,
Secretary Perry motioned to approve the request for compensation increase to Peggy
Preston, Minute Reporter, to $45.00'per hour, effective July 1, 2001. Director Ferryman
seconded. Motion carried 4 -0.
RECYCLING COMMITTEE
PUBLIC OUTREACH PROGRAM
• COSTA MESA SANITARY DISTRICT OPERATIONS & SERVICES VIDEO
Director Worthington reported the Operations and Services videotape was
distributed to Board members for review.
Mr. Harriers reported initial comments have been received and a meeting set with
Gordon Cantonwine to review the comments and discuss possible changes to the
video.
Mr. Fauth reported the section depicting a resident placing their trash container in
the street as opposed to the curb will be refilmed.
Discussion was held on how to depict the Directors in the videotape.
Directors will provide additional comments and suggestions to Ms. Revak by noon
on Monday, April 16, 2001.
AGREEMENT WITH MONITOR VIDEO PRODUCTIONS
Director Ferryman motioned to ratify the agreement between the Costa Mesa
Sanitary District and Monitor Video Productions, executed February 13, 2001.
Secretary Perry seconded. Motion carried unanimously.
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Costa Mesa Sanitary District
Minutes of Board of Directors Regular Meeting
April 12, 2001
Page 6
• PUBLIC AWARENESS PROGRAM OF DISTRICT'S SEWER FACILITIES
GREASE REDUCTION CAMPAIGN
Mr. Harriers reported the field crew and office staff met with President
Schafer and Director Woodside to discuss grease reduction. Staff is
preparing a tri -fold flyer to be distributed to restaurants to educate them on
the issue. Staff will bring the draft flyer to the Board at the May meeting.
Ms. Revak is placing the CMOM information into the City of Costa Mesa
quarterly pamphlet.
Mr. Harriers will contact Director Woodside to give him an update on the
status of the Grease Reduction Campaign.
NEWSLETTER
The Costa Mesa Sanitary District draft newsletter was presented.
Director Worthington suggested the addition of print on the outside front of
the newsletter directing residents to look inside to receive information on the
new standardized containers.
• Ms. Revak reported the Grasscycling brochure prepared by the Integrated
Waste Management Board has been updated and a phone number to call to
receive a Grasscycling brochure will be added to the newsletter. The
newsletter will be finalized and mailed in early May.
STANDARDIZED CONTAINER PROGRAM
OVERALL IMPLEMENTATION PLAN
SPECIAL MEETING - APRIL 26, 2001
Director Worthington reported there will be a Special Meeting April 26, 2001,
at 12:00 noon. Director Worthington will forward his suggestion for the trash
collection regulations to Mr. Harriers.
CITY OF COSTA MESA RECYCLING PROGRAMS
CURBSIDE TRASH COLLECTION
Mr. Harriers reported that few owners of properties the City of Costa Mesa
has directed to be serviced on site have signed the hold harmless
• agreements mailed out by the District. The District cannot demand that
Costa Mesa Disposal trucks drive on the property to pick up trash and the
City Ordinance cannot be enforced if property owners do not sign the hold
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Costa Mesa Sanitary District
Minutes of Board of Directors Regular Meeting
April 12, 2001
Page 7
harmless agreement, releasing Costa Mesa Disposal from liability. Mr.
Hamers will meet with Bill Morris to discuss the issue.
HOUSEHOLD HAZARDOUS WASTE PROGRAM
Mr. Hamers presented a report by Curbside Inc., summarizing the door -to -door
collection for the Household Hazardous Waste Program. During the period of
August 1, 2000 to January 31, 2001, 20,688 pounds of household hazardous waste
was collected. Board directed Staff to write a letter to Curbside Inc., thanking them
for the excellent progress report.
GRASSCYCLING PROMOTION
An updated Grasscycling brochure has been completed for distribution. Ms. Revak
reported a Grasscycling brochure is put into every new resident package sent out
and will be available at the Public Services front counter.
Director Worthington presented the Costa Mesa Sanitary District advertisement in
the new Chamber of Commerce City of Costa Mesa Map.
ANTI-SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT REPORTS
POLICE REPORT
Mr. Hamers presented a memorandum providing the statistics for the month
of March 2001. The number of calls for service for scavenging are as
follows:
Location Calls for Service Cite /Arrest
Area 1
0
1
Area II
1
0
Area III
5
0
Area IV
0
0
TOTAL
6
1
DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT
Mr. Hamers presented the ordinance enforcement summary report for the
five -week period beginning February 19, 2001 and ending March 25, 2001.
Mr. Shef utilized the multifamily exempt list to distribute appropriate
informational flyers to those residents not subject to any changes is curbside
collection.
is Mr. Shef distributed 40 courtesy flyers to encourage compliance.
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• CMSD STRATEGIC PLAN
Costa Mesa Sanitary District
Minutes of Board of Directors Regular Meeting
April 12, 2001
Page 8.
REVIEW OF FIRST YEAR ACTION ITEMS
Mr. Hamers reported the Board had been progressing through many of the
items and more will be forthcoming.
OFFICE SPACE AND LOCATION
OFFICE SPACE SUB- COMMITTEE MEETING MARCH 19, 2001
GENERAL DISCUSSION
The Office Space Sub - Committee met will Director of Public Services, Bill
Morris regarding available office space for District Staff. Mr. Hamers
presented the District's proposed plan for office space. Mr. Morris will be
acquiring additional personnel and may require the sought -after location for
his department. The next scheduled meeting will be held May 21, 2001.
OFFICE STAFFING
• Mr. Hamers reported Ms. Vivian Cayme has been added as a temporary
staff member and will be with the District until July. Ms. Cayme has been
contacting restaurants in the District to determine whether or not they use a
grease trap or interceptor and how often the grease trap or interceptor is
maintained.
PROPOSAL FROM RAUCH COMMUNICATIONS FOR WRITTEN SUMMARY OF
WORKSHOP NOTES
Mr. Hamers presented a proposal from Rauch Communications to provide a
written summary of the Strategic Planning Workshop for a fee of $500. Mr.
Rauch will provide additional commentary regarding how Costa Mesa
Sanitary District compares to other special districts in public outreach effort,
numbers and types of special programs, overall level of service, etc. Mr.
Rauch will also include any recommendations based on his experience with
the District. The additional commentary is at no charge.
Director Ferryman motioned to contract with Rauch Communications to
prepare an analytical report comparing the Costa Mesa Sanitary District with
other districts in both Northern and Southern California and provide any
recommendations to the District on how to improve service, not to exceed
• $500. Director Worthington seconded. Motion carried 4 -0. Mr. Hamers will
negotiate with Mr. Rauch on the District's behalf.
Costa Mesa Sanitary District
Minutes of Board of Directors Regular Meeting
April 12, 2001
Page 9
• COSTA MESA DISPOSAL FIELD UPDATE OF OCCUPANCY REPORT
Mr. Hamers reported Mr. Fauth has set up a check and recheck procedure to assist
in field updates. Mr. Fauth reported Molly Chen, UCI intern, has completed all
routes in the Field Update Occupancy Study and is in the process of inputting the
information into the database. The study will be completed and presented at the
May Board meeting. Final occupancy figures will be taken into consideration during
the budget process.
DISTRICT SPOKESPERSON
Mr. Hamers reported a District Spokesperson is appropriate for sensitive issues.
Director Ferryman suggested reviewing the March minutes for previous action and
discussion on the item prior to further discussion.
ENGINEER'S REPORTS
EMERGENCY WORK
VICTORIA STREET PUMP STATION
• Mr. Hamers reported there is a small leak at the Victoria Street Pump Station. Mr.
Hamers reported there is no sewage spill at that location and work is underway to
repair the leak.
Secretary Perry motioned to ratify the Manager's actions for the Victoria Street
Pump Station emergency. Director Worthington seconded. Motion carried
unanimously.
LOW FLOW DIVERSION PROGRAM
Mr. Hamers reported Staff met with the Orange County Flood Control District.
Staff had anticipated preparing an analysis of the amount of water and effect to
the system to present the Board at the April regular meeting, however the
telemetry system required to provide data is not working properly. Mr. Hamers
will provide a report at the May meeting.
The Board tabled the report.
PREVENTING SEWER SPILLS
MEETING OF MARCH 20, 2001
• Mr. Hamers, Vice President Woodside and President Schafer met with the field
crews on March 20, 2001, to discuss options available to the District. The
attendees determined grease was the leading cause of the spills. Staff will
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Minutes of Board of Directors Regular Meeting
April 12, 2001
Page 10
• prepare a flyer to distribute to all restaurants in the District to inform them of the
potential damage done by the grease in the sewer system.
Director Worthington suggested Mr. Harriers distribute the report on restaurants
and their grease traps to all Board members. Mr. Harriers will send the report to
Board members.
President Schafer reported Vice President Woodside notified her he is attending
the meetings of a local environmental group working in the Newport Back Bay
area.
PROJECT #129 BRISTOL STREET PUMPING STATION - REQUEST FOR STUDY SESSION
Mr. Harriers presented a request for a Study Session to discuss the Bristol Street
pumping station. Mr. Hamers will provide a brief history of the project, a description
of the proposed sewer facility, and discussion of Board policy.
The Study Session was set for May 15, 2001, at 12:00 noon.
TREASURER'S REPORTS
INVESTMENT OVERSIGHT COMMITTEE MEETING - APRIL 12, 2001
• Mr. Puckett reported the Investment Oversight Committee met on April 12, 2001.
An agenda was included in the Board packet and the minutes will be presented at
the May meeting.
STANDARDIZED CONTAINER PROGRAM
PURCHASING OPTIONS AND EFFECT ON BUDGET
The Board requested Mr. Puckett present a report depicting the impact to the
District for the purchase of the standardized containers. Mr. Puckett
presented a report with four different projections.
Discussion of the four scenarios ensued.
The Board requested a recommended financial implementation plan be
presented at the April 26, 2001 meeting.
TAX TREATMENT OF DIRECTORS COMPENSATION
Mr. Puckett reported the separate payroll system to process the Director's
compensation contributions has not been set up yet. Mr. Puckett expects the
• system to be ready by the May meeting, at which time he will present a plan to
retroactively apply the tax effect back to January 1, 2001.
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Costa Mesa Sanitary District
Minutes of Board of Directors Regular Meeting
April 12, 2001
Page 11
is AUDITED FINANCIAL STATEMENTS FOR YEAR ENDED JUNE 30, 2000
Mr. Puckett presented and reviewed the audited financial statements for year ended
June 30, 2001. Conrad and Associates, the independent financial auditor, reported
they noted no matters involving the internal control structure and its operations that
they considered to be material weaknesses.
Mr. Puckett summarized the District is financially healthy based on looking at
the level of reserves in relation to assets. Mr. Puckett recommended the
reserve levels be set at a higher level for the sewer fund.
Mr. Puckett reported he would attempt to present the Audited Financial Statements
by the end of October for the current fiscal year.
ATTORNEY'S REPORTS
CHANGES IN CONFLICT OF INTEREST LAW
Mr. Burns presented a memorandum outlining three significant revisions to the
conflict of interest laws for 2001. Mr. Burns will be attending a league conference
and will provide a more definitive interpretive report from the FPPC.
• NINTH CIRCUIT REJECTS COMMERCE CLAUSE CHALLENGE TO FLOW CONTROL
Mr. Burns reported in On the Green Apartments vs. City of Tacoma the Federal
Ninth Circuit Court of Appeal has rejected challenges to a city's exclusive collection
and flow control ordinance. Mr. Burns reported the case does not get to the merits
of the issues and these issues may be ripe for review in another case before the
Ninth Circuit.
LOCAL MEETINGS
INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY (ISDOC)
QUARTERLY MEETING AND ELECTION OF DIRECTOR SCHAFER TO SPECIAL DISTRICT SEAT
ON LAFCO - MARCH 29, 2001
President Schafer reported she was successful in her bid for election to a
permanent seat on LAFCO. President Schafer reported Charley Wilson was
elected to the alternate position.
President Schafer presented a letter from Robert Moore, President, Board of
Directors, South Coast Water District, dated April 2, 2001, congratulating her on her
• election and thanking her for her dedication to the industry and Orange County.
President Schafer also presented a letter from Charley Wilson thanking her for her
support and pledging to work closely with her concerning special districts within and
outside the LAFCO arena.
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Costa Mesa Sanitary District
Minutes of Board of Directors Regular Meeting
April 12, 2001
Page 12
RECOMMENDED LAFCO FUNDING FORMULA FROM ISDOC
Mr. Hamers reported he received a letter from Keith Coolidge, Executive
Committee, Municipal Water District of Orange County, requesting immediate
approval of a proposed rate structure for funding LAFCO's operating budget.
Director Ferryman motioned that the need to take action arose after the preparation
of the agenda. Director Worthington seconded. Motion carried unanimously.
Discussion ensued.
Director Ferryman motioned to approve the proposed LAFCO funding formula as
presented with the District's share being $10,584.00. Secretary Perry seconded the
motion. Motion carried 4 -0.
Staff will follow up with verification of the amount the Orange County Sanitation
District would be required to contribute.
LOCAL AGENCY FORMATION COMMITTEE (LAFCO)
President Schafer reported she will be involved in the annexation involving Newport
Beach and Costa Mesa.
COSTA MESA CHAMBER OF COMMERCE
President Schafer reported the Chamber spoke about the following:
• Energy alert system
• Rolling blackouts
• John Campbell spoke on AB 853, a bill to simplify taxes on energy alert systems
• Power plants to be built in Bakersfield
President Schafer provided handouts for the Board's perusal.
President Schafer also reported she received an award as volunteer of the month
from Orange County Republican Women.
ORANGE COUNTY SANITATION DISTRICT
REGULAR MEETING - MARCH 28, 2001
MONTHLY BOARD LETTER UPDATE
• Director Ferryman attended and provided the monthly update for review.
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Costa Mesa Sanitary District
Minutes of Board of Directors Regular Meeting
April 12, 2001
Page 13
WATER ADVISORY COMMITTEE OF ORANGE COUNTY (WACO)
President Schafer will attend the WACO meeting on Friday, April 13, 2001 and
provide a report to the Board in May.
ORANGE COUNTY COUNCIL OF GOVERNMENTS (OCCOG)
President Schafer reported the meeting was cancelled.
CSDA
President Schafer will be attending a CSDA Board meeting after Government
Affairs Day on April 23, 2001.
OLD BUSINESS
There was no old business discussed.
NEW BUSINESS
• ENERGY CONSERVATION - CSDA RECOMMENDED PROGRAM
Mr. Harriers presented a handout from CSDA for the Board's consideration. The
Board determined they would take no action.
REVISED REGULAR MEETING AND STUDY SESSION DATES IN MAY
President Schafer requested a revision of the May meeting dates. Revised dates
were set as follows:
May:
• The regular Board meeting will be May 10th
• Study Session will be May 15th at noon
June:
• The regular Board meeting will be June 14th
• June 19th at noon was set for a tentative Study Session date
ORAL COMMUNICATIONS
There were no oral communications.
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• ADJOURNMENT
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Costa Mesa Sanitary District
Minutes of Board of Directors Regular Meeting
April 12, 2001
Page 14
At 8:35 p.m. President Schafer adjourned the meeting.
SECRETARY