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Minutes - Board - 2001-08-02COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING Auaust 2. 2001 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on August 2, 2001, at 6:00 p.m., in Room 5 -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 I 1 LJ Staff Present: Robin Harriers, Manager /Engineer; Alan Burns, Legal Counsel; Tom Fauth, Assistant Manager; Joan Revak, Clerk of the District; Marc Puckett, Finance Director; Others Present: None CONSENT CALENDAR President Schafer requested item 7A, Waste Diversion Report, July 2001, be removed from the August 2, 2001 Consent Calendar. The July 2001 Waste Diversion Report will be presented on the August 14, 2001 Special Meeting agenda. ' +�ssssxir� *re COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING AUGUST 2, 2001 PAGE 2 Mr. Burns requested the Minutes of July 12, 2001, Oral Communications, be revised to reflect the following change of paragraph order to show the appropriate sequence: Mr. Burns reported he had a non - agenda item requiring immediate attention. Mr. Burns reported he was contacted by the Daily Pilot and requested to interview with them regarding legal issues about the District's bidding practices. Secretary Perry motioned to discuss an item, that the need arose after the agenda was prepared, and there was a need to take immediate action on that item. Director Ferryman seconded. Motion carried unanimously. Mr. Puckett requested items 9 and 10, Treasurer's Reports, be tabled, to be brought back at the September meeting. The Finance Department is closing the books for the fiscal year. On motion by Secretary Perry, seconded by Vice President Woodside, the Consent Calendar, with the above corrections, was approved as presented. Motion carried unanimously. MINUTES Approved Recycling The minutes for the Recycling Committee meeting of July Committee Meeting, 10, 2001, were approved as distributed. July 10, 2001 Approved Minutes Investment Oversight Committee Meeting, July 12, 2001 Approved Minutes of Regular Meeting July 12, 2001 Approved Minutes of Special Meeting, July 25, • 2001 The minutes for the Investment Oversight Committee Meeting of July 12, 2001, were approved as distributed. The minutes for the regular meeting of July 12, 2001, were approved as distributed, with the paragraph order modification under "Oral Communications" The minutes for the special meeting of July 25, 2001, were approved as distributed. +�s�sxxi»p COSTA MESA SANITARY DISTRICT �� MINUTES OF BOARD OF DIRECTORS REGULAR MEETING AUGUST 2, 2001 • 4°�PoUtsa�aT PAGE 3 REPORTS MANAGER'S REPORTS REFUNDS No refunds were requested. OCCUPANCY REPORT Approved Retroactive The retroactive payment to Costa Mesa Disposal for July Adjustment of $5,036.98 to 2001 trash collection services, reflecting the new 2001 - July 2001 Payment, Costa 2001 rate. Mesa Disposal New Rate: $8.2181 per unit (an increase of $.2394 over the previous rate of $7.9787) Total Retroactive Payment: $5,036.98 for the occupancy of • 21,040. Approved Occupancy Report and payment of $172,908.83 to Costa Mesa Disposal for trash collection services for August 2001 The Trash Occupancy Count documented no increase or decrease in the occupancy report for solid waste collection as of August 1, 2001. Therefore, the total for August is 21,040. Board directed Staff to prepare a warrant for $172,908.83 to Costa Mesa Disposal on September 1, 2001, for payment for August trash collection based on the August count of 21,040. RECYCLING REPORTS Waste Diversion Report for The Waste Diversion Report for July 2001 was tabled to July 2001 was tabled to the August 14, 2001, Special Meeting. the August 14, 2001 Special Meeting Contract Payment to CR The Contract Payment to CR Transfer was tabled to the Transfer was tabled to the August 14, 2001, Special Meeting August 14, 2001 Special Meeting • 2 • �fnouli0`� ENGINEER'S REPORTS COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING AUGUST 2, 2001 PAGE 4 Project Status Report was The Project Status Report dated August 2001, was received and filed. accepted as submitted. TREASURER'S REPORTS Financial Report for The Financial Report for July 2001, was tabled to the July 2001 was tabled to September regular meeting. the September regular meeting. Report of Monies on The Report of Monies on Deposit was tabled to the Deposit was tabled to the September regular meeting. September regular meeting. • Approved Warrant 2002 -2 Warrant Resolution #CMSD 2002 -2 was approved, for August 2001, in the authorizing the President and Secretary to sign the amount of $316,533.48, warrant and instructing the Finance Department to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $316,533.48 END OF CONSENT CALENDAR WRITTEN COMMUNICATIONS MESA CONSOLIDATED WATER DISTRICT RESOLUTION NO. 1253, IN SUPPORT OF APPOINTMENT OF ARLENE SCHAFER TO BOARD OF DIRECTORS OF CSDA REGION 6 President Schafer reported receiving a letter from Coleen Scarminach, Administrative Services Manager, Mesa Consolidated Water District, dated July 13, 2001, with a copy of Resolution No. 1253, supporting the appointment of Arlene Schafer to the Board of Directors of the California Special Districts Association. PUBLIC COMMENTS • There was no public in attendance, no comments received. ' +�S'SAXI)PPP "s a • ,oPPOIA(�`� MANAGER'S REPORTS RECYCLING COMMITTEE COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING AUGUST 2, 2001 PAGE 5 STANDARDIZED CONTAINER PROGRAM PROGRESS REPORT ON DISTRIBUTION Director Worthington reported approximately 10 percent of the standardized containers have been distributed. The Committee suggested publicizing a map depicting the order of neighborhoods to receive the standardized containers, utilizing funding set aside for publicity from Roto Industries. Mr. Hamers stated along with publicizing the next location to receive their containers, it would present an opportunity to reiterate to residents that the containers are being provided at no additional charge. • Mr. Burns suggested including a few quotes from residents who have already received their container. Director Worthington reported distribution is proceeding according to plan. FINANCING Mr. Puckett reported his concerns and the concerns of Mr. Burns have been resolved and he should have a signature on the financial papers by midweek. Mr. Puckett will provide a copy to the Board. LARGE ITEM COLLECTION PROGRAM Director Worthington reported the Large Item Collection Program began on June 18, 2001 and will run through August 20, 2001. Director Worthington summarized the matrix provided by Ms. Revak depicting the tonnage collected to date: 254.68 tons were collected at a total cost of $5,603.00. White Goods collected during this period totaled 43.87 tons, amounting to a $950.01 credit to the District, modifying the cost to the District to $4,642.99. Director Worthington reported witnessing a scavenger picking up something left out for large item collection just ahead of the large item collection truck, causing the • truck to wait. � O COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING AUGUST 2, 2001 PAGE 6 Mr. Fauth reported a City employee related that his neighborhood was so inundated with scavenger pickup trucks during the night that it was creating a disturbance and keeping the neighborhood up. MINI- TELEPHONE BOOK RECYCLING PROGRAM (YELLOW PAGES) Ms. Revak reported the Mini Telephone Book Recycling Program is in progress, running from July 16 through August 27th. As of July 31, a total of 1,350 books have been collected in the bins at Orange Coast College Recycling Center and City Hall. A sample cover from the upcoming Pacific Bell Smart Yellow Pages was distributed showing a telephone number to call for recycling information. Ms. Revak reported callers are prompted to input their zip code to receive local recycling information. ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT REPORTS POLICE REPORT • Mr. Flamers reported there was no police report received. DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT Mr. Flamers presented the ordinance enforcement summary report for the four - week period beginning June 25, 2001 and ending July 22, 2001. Mr. Shef began distribution of the Guide for Grease Control during the last week of this reporting period. Mr. Shef expects to complete the distribution within the next two weeks. CMSD STRATEGIC PLAN REVIEW OF FIRST YEAR ACTION ITEMS Mr. Hamers presented the summary of the Strategic Plan. ITEM 2.2 - OFFICE SPACE AND LOCATION (1 ) SIGN AND PICTURES OF DIRECTORS Ms. Revak reported the District received approval to display Costa Mesa Sanitary District identification signage and pictures of the Directors in the • hallway area of the new office location. Ms. Revak reported lettering has been ordered and Mr. Fauth is working on acquiring the pictures. Mr. Fauth inquired if Director Worthington would be available to take photographs of the Directors for the display. Director Worthington stated he was available COSTA MESA SANITARY DISTRICT e ,• MINUTES OF BOARD OF DIRECTORS REGULAR MEETING AUGUST 2, 2001 •0 +roue° +•s PAGE 7 and suggested the Directors dress appropriately at the September Board meeting and he would take the pictures at that time. ITEM 4.1 — PUBLIC OUTREACH PROGRAM (1) DISTRICT'S PREPAREDNESS FOR ROLLING BLACKOUTS Mr. Hamers reported he has researched and identified areas to be affected in the event of a rolling blackout. Mr. Hamers will be providing Ms. Revak a map to reproduce and distribute to Directors. Mr. Hamers reported that of the District's 20 pumping stations, two pumping stations would be exempt, nine stations are in an additional exempt group area, one that receives power from South Coast Plaza, leaving nine stations, some of which are small and would not require immediate attention in the event of a blackout. A formal report will be presented to the Board. (2) CIRCLE OF SERVICE AWARD FOR NATE READE • Mr. Hamers reported Mr. Burns suggested nominating Nate Reade for a Circle of Service Award. Director Ferryman motioned to nominate Nate Reade for a Circle of Service Award, not to exceed a cost of $500. Secretary Perry seconded. Motion carried unanimously. Director Worthington reported the area where the Circle of Service Awards is located is currently under construction. Mr. Puckett reported the area contained broken tiles and is being renovated and will be restored with the original award markers. ORANGE COUNTY GRAND JURY REPORT "SEWAGE SPILLS, BEACH CLOSURES — TROUBLE IN PARADISE" COALITION MEETING AT ORANGE COUNTY SANITATION DISTRICT Mr. Hamers reported the date for the Coalition Meeting at Orange County Sanitation District has not yet been finalized. Mr. Hamers distributed a few products designed to reduce grease in the sewer system. The items, brought to the District from a resident, are from • Japan and there are no English instructions appearing on the containers. Staff will research the products and report back to the Board. O� • 's COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING AUGUST 2, 2001 PAGE 8 COSTA MESA DISPOSAL FIELD UPDATE OF OCCUPANCY REPORT Mr. Fauth reported there are two major activities occurring. The first activity is finalizing the assessment data that will be sent to the County, and Staff will be reviewing the differences that exist between the County data and the City of Costa Mesa MIS Department data. The second activity will be matching the field study report occupancy count with the County assessment data. Mr. Fauth will preset the reconciliation as soon as possible. SPECIAL MEETING OF JULY 25, 2001 — 2001 -2002 TRASH COLLECTION AND SEWER SERVICE RATES As a follow up to the rates being considered by the Board, Mr. Harriers reported Ms. Revak lives in Huntington Beach and will be experiencing a sewer rate raise to a rate of $5.96 a month, $71.52 a year from a rate of zero. Mr. Harriers reported the residents of Huntington Beach are paying the fee to upgrade the system that has not received adequate maintenance. • The trash fee for Huntington Beach will be over $200 per year while the City of Costa Mesa is approximately $180. This information shows the District's proposed rates compare favorably with Huntington Beach rates. ENGINEER'S REPORTS EMERGENCY WORK VICTORIA STREET PUMP STATION Mr. Harriers reported the construction is underway and almost complete. STANDARD PACIFIC DEVELOPMENT /ADAMS AND MESA VERDE — DEDICATION OF SEWER EASEMENTS Mr. Harriers presented an Easement Deed from Standard Pacific Corp. to the Costa Mesa Sanitary District. The on -site sewer will be public, owned and operated by the Costa Mesa Sanitary District. Mr. Hamers has reviewed the plans and Mr. Burns has reviewed the easement document. Secretary Perry motioned to accept the Dedication of Sewer Easement, Standard Pacific Development/Adams and Mesa Verde. Vice President Woodside • seconded. Motion carried unanimously. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING AUGUST 2, 2001 • +roue° °� PAGE 9 .JOHN WAYNE AIRPORT — REQUEST FOR SEWER SERVICE TIMETABLE Mr. Flamers reported Mr. Burns had suggested the airport provide the District with a timetable. The timetable was received and filed. INDEPENDENT ENGINEER'S REVIEW OF CAPITAL IMPROVEMENT PROGRAM — REPORT BY NORMS REPKE The item was tabled. TREASURER'S REPORTS Mr. Puckett had nothing to report. ATTORNEY'S REPORTS CORNWELL GROUP VS. COSTA MESA SANITARY DISTRICT, ET AL • Mr. Burns reported there has been a settlement agreement that may appear on the next Board agenda in the Cornwell v. Costa Mesa Sanitary District. CLAIM — 2094 CONTINENTAL AVENUE Mr. Burns reported the District received a claim from 2094 Continental Avenue for roots in the sewer line believed to be causing multiple backups in the owner's property. Mr. Burns reported the District's investigation shows the problem occurred in the lateral, which is the owner's responsibility. Staff recommended rejection of the claim. Secretary Perry motioned to reject the claim at 2094 Continental Avenue. Director Ferryman seconded. Motion carried unanimously. VIDAL VALDEZ VS KENNETH L. WILLIAMS, SR., ET AL Mr. Burns reported Vidal Valdez vs. Kenneth L. Williams, Sr., et al is a case filed by a Costa Mesa Disposal worker against a property owner for a spill that splashed on him during the course of his picking up the trash at the property. The Costa Mesa Sanitary District is not a named party in the suit, the item is information only. • +�SSSAXI)e *,� a • �erouno� COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING AUGUST 2, 2001 PAGE 10. RESOLUTION NO. 2001 -649 - DESIGNATING CERTAIN PERSONS TO AUTHORIZE THE AUDITOR - CONTROLLER FOR THE COUNTY OF ORANGE TO MAKE ADDITIONS, DELETIONS, AND CORRECTIONS TO CHARGES BEING COLLECTED ON THE COUNTY TAX ROLL AND GIVING REASONS THEREFOR Mr. Burns presented Resolution No. 2001 -649 — Designating Certain Persons to Authorize the Auditor - Controller for the County of Orange to Make Additions, Deletions, and Corrections to Charges Being Collected on the County Tax Roll and Giving Reasons Therefor. Director Ferryman motioned to approve Resolution No. 2001 -649. Secretary Perry seconded. Motion carried unanimously. LOCAL MEETINGS INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC) • President Schafer has not yet attended the ISDOC meeting for August, no report given. LOCAL AGENCY FORMATION COMMITTEE (LAFCO) , President Schafer has not yet attended the LAFCO meeting for August, no report given. ORANGE COUNTY SANITATION DISTRICT BOARD WORKSHOP - JULY 14, 2001 President Schafer reported she attended the July 14, 2001 Board Workshop and provided notes and materials for the Board's perusal. REGULAR MEETING - JULY 18, 2001 Director Ferryman reported the OCSD is considering purchasing land in Riverside for composting Class A biosolids. Approval was given for a small pilot program and a due diligence report on the property. Additionally, a financial commitment was made to a company in Arizona as a backup provision. 11 +�y�SAXITAA,N COSTA MESA SANITARY DISTRICT e MINUTES OF BOARD OF DIRECTORS REGULAR MEETING ' _ a AUGUST 2, 2001 • '° PAGE 11 �PoAAh�A MONTHLY BOARD LETTER UPDATE The Monthly Letter to the Board of Directors was distributed to Board members. SANTA ANA RIVER FLOOD PROTECTION AGENCY MEETING JULY 26, 2001 Director Ferryman reported the budget was approved. Mr. Herb Nakasone gave a report and provided a film. Director Ferryman will obtain copies of the film for the Board. DUES IN THE AMOUNT OF $1,400.00 FOR FISCAL YEAR 2001/2002 Secretary Perry motioned to approve payment of dues to the Santa Ana River Flood Protection Agency in the amount of $1,400 for fiscal year 2001- • 2002. Vice President Woodside seconded. Motion carried unanimously. WATER ADVISORY COMMITTEE OF ORANGE COUNTY (WACO) President Schafer has not yet attended the WACO meeting. No report was given. ORANGE COUNTY COUNCIL OF GOVERNMENTS (OCCOG) President Schafer did not attend the meeting. CSDA 32ND ANNUAL CONFERENCE — SACRAMENTO — SEPTEMBER 19 -21, 2001 President Schafer reported the 32nd Annual CSDA Conference will be held September 19 -21 in Sacramento and requested anyone interested in attending contact Ms. Revak. 2001 CSDA DISTINGUISHED AWARDS President Schafer reported Mr. Hamers' name has been submitted to receive a 2001 CSDA Distinguished Award for Manager of the Costa Mesa Sanitary District. • Mr. Hamers thanked the Board. +�yA5AN1)A *� COSTA MESA SANITARY DISTRICT .',r •• MINUTES OF BOARD OF DIRECTORS REGULAR MEETING AUGUST 2, 2001 • ,�b�roun'aa PAGE 12 OLD BUSINESS None. NEW BUSINESS SPECIAL DISTRICT INSTITUTE SPECIAL DISTRICT ADMINISTRATION SEMINAR AND WORKSHOPS — OCTOBER 17- 20, 2001 — PALM SPRINGS President Schafer reported there will be a Special District Institute Administration Seminar and Workshop in Palm Springs on October 17 — 20, 2001. Mr. Hamers recommended Ms. Revak attend the seminar. Secretary Perry requested he be added, but arrangements not finalized for his attendance until his schedule is verified. 40 Director Worthington also expressed desire to attend the seminar. Vice President Woodside motioned to approve attendance at the Special District Administration Seminar and Workshop by Ms. Revak, President Schafer, Director Worthington, and Secretary Perry, subject to their confirmation. Director Ferryman seconded. Motion carried unanimously. ORAL COMMUNICATIONS President Schafer thanked Ms. Revak for providing the monthly calendar listing all pertinent dates and meetings. Mr. Hamers discussed the 5- minute limitation for public comment speakers. The Board discussed modifying the limit. President Schafer stated she chairs many meetings and when someone requests more time, she leaves it to the Board to determine if they want to extend the limit for that speaker. Mr. Burns advised the Board the President has ruling authority to make a determination as to whether or not to extend a time limit for an individual speaker, but recommended a • Board consensus for an across - the -board determination. Mr. Burns stated the Presiding Officer can also reduce the time limit based on the number of speakers and lateness of hour, not on content. +�s�ssmr��r COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING a AUGUST 2, 2001 •PIOnA�� PAGE 13 • • President Schafer pointed out the calendars distributed by Ms. Revak contain the payroll dates to assist directors in turning in their expense reports. Mr. Puckett stated the calendar is structured to provide 12 pay periods per year as allowed by State law. ADJOURNMENT At 7:05 p.m., President Schafer adjourned the meeting.