Minutes - Board - 2001-11-08I�
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
NOVEMBER 8, 2001
The Board of Directors of the Costa Mesa
CALL TO ORDER Sanitary District met in regular session on
November 8, 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.
Secretary 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; Dawn Schmeisser,
Assessment Specialist; Marc Puckett,
Finance Director
Others Present:
Mr. Raul Rangel, Costa Mesa Disposal,
2051 Placentia Avenue Costa Mesa, CA
92627
Mr. Ray Rangel, Costa Mesa Disposal,
2051 Placentia Avenue Costa Mesa, CA
92627
• ............................... CONSENT CALENDAR . ...............................
0 COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
NOVEMBER 8, 2001
• PAGE 2
President Schafer pointed out an error on page 6 of the October 15, 2001,
regular minutes.
Under "Schedule January 2002 Workshop ", the following sentences should be
revised:
The possible dates for interviews are January 17 -19, February 15 -16, and
February 22.
The possible dates for the Planning Session are January 19, February 16,
and February 23 -23.
The corrected sentences are as follows:
The possible dates for interviews are January 17, February 15, and February
22.
The possible dates for the Planning Session are January 19, February 16,
and February 23.
Ms. Revak reported there was no waste diversion report in the Board packet.
• On motion by Director Ferryman, seconded by Director Worthington, the Consent
Calendar, subject to verification of waste diversion report and CRT invoice by
staff, was approved as presented. Motion carried unanimously.
REPORTS
MINUTE APPROVAL
Recycling Committee The Minutes for the Recycling Committee Meeting of
Meeting, October 9, October 9, 2001, were approved as distributed.
2001
Minutes of Regular The minutes for the Regular Meeting of October 15,
Meeting, October 15, 2001, were approved as distributed as corrected.
2001
MANAGER'S REPORTS
REFUNDS No refunds were requested.
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COSTA MESA SANITARY DISTRICT
a a MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
NOVEMBER S, 2001
PAGE 3
OCCUPANCY REPORT
Occupancy Report and The Trash Occupancy Count documented a decrease
Payment of of 19 units in the occupancy report for solid waste
$172,456.83 to Costa collection as of November 1, 2001. Therefore, the
Mesa Disposal — total for November is 20,985. Board directed Staff to
November 2001 prepare a warrant for $172,456.83 to Costa Mesa
Disposal on December 1, 2001, for payment for
November trash collection based on the November
count of 20,985.
RECYCLING REPORTS
Waste Diversion
Report — October 2001
ENGINEER'S REPORTS
Project Status Report
TREASURER'S REPORTS
Financial reports as of
October 31, 2001
Reports of Monies on
Deposit as of October
31, 2001
The Waste Diversion Report for October was not yet
received.
The Project Status Report dated November 2001,
was accepted as submitted.
The Financial Reports for October 31, 2001 was
received and filed.
The Reports of Monies on Deposit as of October 31,
2001, were received and filed.
Warrant 2002 -5 for Warrant Resolution #CMSD 2002 -5 was approved,
October 2001 in the authorizing the President and Secretary to sign the
amount of $523,918.06 warrant and instructing the Finance Department to
draw a warrant from the Costa Mesa Sanitary District
General Fund in the amount of $523,918.06
......................... END OF CONSENT CALENDAR ..........................
COSTA MESA SANITARY DISTRICT
s MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
NOVEMBER 8, 2001
• PAGE
WRITTEN COMMUNICATIONS
Mr. Hamers reported receipt of two thank you notes, one from Mr. Ray Barela,
Mesa Consolidated Water District, thanking the Board for the Resolution, and
one from Mr. and Mrs. Karl Kemp thanking the Board for the Resolution and Vice
President Woodside's presentation.
PUBLIC COMMENTS
President Schafer invited comments from anyone wishing to speak. There were
no public comments.
MANAGER'S REPORTS
ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT
REPORTS
POLICE REPORT
• Mr. Hamers presented a memorandum providing the statistics for the month
of October 2001. The number of calls for service for scavenging is as
follows:
Location Calls for Service Cite /Arrest
Area 1
2
1
Area II
1
0
Area III
3
1
Area IV
0
0
TOTAL
6
2
DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT
Mr. Hamers presented the ordinance enforcement summary report for the
four -week period beginning September 24, 2001 and ending October 21,
2001.
Mr. Shef delivered 35 courtesy flyers during this period.
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COSTA MESA SANITARY DISTRICT
I ° MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
NOVEMBERS, 2001
• PAGE 5
CMSD STRATEGIC PLAN
REVIEW OF FIRST YEAR ACTION ITEMS
ITEM 4.1 - PUBLIC OUTREACH PROGRAM
CIRCLE OF SERVICE AWARD FOR NATE READE
Ms. Revak reported the original letter sent to the City on August 7, 2001,
nominating Nate Reade for the Circle of Service award did not get to the
Recreation Staff. A copy of the letter was sent and will be considered at
the Recreation Commission meeting of November 29, 2001, and a
recommendation made to the City Council at the December 3, 2001,
meeting.
President Schafer received a call from the Recreation Commission
apologizing for the delay.
Staff will prepare a list of Mr. Reade's accomplishments and organization
affiliations.
• RETIREMENT OF JIM MORRISON, CENTRAL SERVICES MANAGER
Ms. Revak reported Mr. Jim Morrison, Central Services Manager, is
retiring in December and has been an invaluable asset to the District staff
over the years, assisting in coordination of the final production of District
newsletters, telephone book and Christmas tree program flyers, special
mailings, and many other District projects requiring special graphic,
duplicating, and mailing assistance.
Director Ferryman motioned to prepare a Proclamation for Mr. Jim
Morrison, Central Services Manager. Director Worthington seconded.
Motion carried unanimously.
DEVELOPMENT OF STRATEGIC PLAN
SCHEDULE JANUARY 2002 WORKSHOP
Ms. Revak reported tentatively reserving the following dates with Bob
Rauch:
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COSTA MESA SANITARY DISTRICT
$ ' MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
NOVEMBER 8, 2001
PAGE 6
Interviews
Friday, January 18
Friday, February 15
Planning Session
Saturday, January 19
Saturday, February 16
The Board will hold the meetings with Mr. Rauch on the dates of February
15 and 16. Ms. Revak will contact Mr. Rauch and confirm.
Staff will communicate with Mr. Rauch to determine which Staff members
should participate in the Planning Session.
PRELIMINARY DISCUSSION OF MAJOR CONCERNS (I.E., PUBLIC OUTREACH,
RELATIONSHIP WITH CITY, ETC.)
Mr. Harriers suggested the Board get together at a Study Session to
discuss various items before the Strategic Plan meeting with Mr. Rauch.
A Study Session was set for Wednesday, February 6, 2001, at noon.
COSTA MESA DISPOSAL FIELD UPDATE OF OCCUPANCY REPORT
Mr. Fauth reported Molly Chen was unable to finish the report due to
illness. Ms. Schmeisser will complete the verification of the remaining
units in conjunction with Ron Shef and Jonathan Wang. Mr. Fauth will
have the report completed by the end of November.
COSTA MESA DISPOSAL
RESOLUTION NO. 2001 -655 COMMENDING RAUL RANGEL OF COSTA MESA
DISPOSAL, INC. FOR HIS PERSONAL EFFORTS IN PROVIDING EXCELLENT TRASH
COLLECTION SERVICE TO THE DISTRICT INCLUDING CONTINUOUS SERVICE
DURING THE OCTOBER 2001 STRIKE
Mr. Harriers
presented Resolution No.
2001 -655, A RESOLUTION OF
THE BOARD
OF DIRECTORS OF
THE COSTA MESA SANITARY
DISTRICT
COMMENDING RAUL
RANGEL OF
COSTA MESA
DISPOSAL,
INC. FOR HIS PERSONAL EFFORTS
IN PROVIDING
EXCELLENT TRASH COLLECTION
SERVICE TO
THE DISTRICT
INCLUDING
CONTINUOUS SERVICE
DURING THE
OCTOBER 2001
STRIKE.
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
NOVEMBER 8, 2001
• PAGE 7
President Schafer motioned to adopt Resolution No. 2001 -655. Director
Ferryman seconded. Motion carried unanimously.
Mr. Rangel accepted the Resolution and thanked the Board.
NEWSPAPER ADVERTISEMENT IN DAILY PILOT AND CITY OF COSTA MESA
QUARTERLY PUBLICATION RECREATION REVIEW
Mr. Hamers gave Mr. Rangel a copy of the ad placed in the Daily Pilot on
November 1, 2001, and informed him it will run again on December 19,
2001, in the City of Costa Mesa Quarterly Publication Recreation Review.
PURCHASE OF NEW VEHICLES
Mr. Rangel reported Costa Mesa Disposal purchased five new trucks to
replace older ones that have become too expensive to maintain. The
vehicles will have an updated lifting unit, enabling CMD to better handle
the new containers.
Mr. Rangel reported the lifters on the fleet in current operation are proving
to be inadequate. Mr. Rangel will retrofit all existing trucks with the
• updated lifter, with the expected completion of the update to be March
2002.
RESPONSE TO OCCUPANCY REPORT UPDATES
Mr. Hamers reported there was an overpayment to Costa Mesa Disposal
in the amount of approximately $40,000. President Schafer wrote a letter
to Mr. Rangel to discuss the situation. Mr. Rangel responded with a letter
offering the following:
• update the occupancy report every year instead of every five years
provide a 4th year of free standardized container management
Secretary Perry motioned to approve the proposed amendment to the
contract with Costa Mesa Disposal and directed Mr. Burns to bring back a
contract amendment to the next Board meeting. Director Ferryman
seconded. Motion carried unanimously.
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COSTA MESA SANITARY DISTRICT
' MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
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NOVEMBER 8, 2001
PAGE 8
CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND DISPOSAL FOR
SEPTEMBER 2001
Mr. Fauth reported CR Transfer has been having difficulty compiling all the
lift tickets and also charged the previous year's rate amount. Staff
reconciled the bills, comparing with Costa Mesa Disposal's records. Staff
will use the Costa Mesa Disposal's figures.
Secretary Perry motioned to approve contract payment to CR Transfer for
recycling services and disposal for the month of October 2001 in the amount
of $145,531.60, pending verification of diversion report by Staff. Vice
President Woodside seconded. Motion carried 5 -0.
RECYCLING COMMITTEE - NOVEMBER 6. 2001 - 9:30 A.M. DIRECTOR WORTHINGTON
AND DIRECTOR WOODSIDE
STANDARDIZED CONTAINER PROGRAM
DISTRIBUTION PROGRESS REPORT
Director Worthington reported delivery ratio is at 40 percent and budget is
currently at 38 percent (42 percent was budgeted to this stage).
Mr. Fauth reported more 90- gallon containers are being requested than
60- gallon containers.
PUBLIC RELATIONS CAMPAIGN
Director Worthington presented an advertisement "We're'' /z Way Home" to
be placed in the City of Costa Mesa Recreation Review Winter edition to
be released December 19, 2001. Ms. Revak reported the ad will be
published as a public service at no cost to the District.
PRESS RELEASE
Director Worthington presented a press release announcing the delivery of
Route 20 standardized containers.
MARKING ON CONTAINERS
Staff contacted local cities to determine whether they use a standardized
container for trash collection, their policy for labeling the containers with
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
" NOVEMBER 8, 2001
• PAGE 9
numbers or letters, and the approach for graffiti removal from containers.
Approximately 40 percent of those polled do not see graffiti as a problem.
The Recycling Committee suggested obtaining paint in the exact match to
the containers to be used to cover graffiti in the field.
Mr. Fauth contacted Roto and spoke with Elizabeth Alfaro who suggested
a spray can of flat green enamel paint manufactured by Sherwin Williams.
The paint sells for approximately $7.35 per can. Mr. Harriers suggested
obtaining a can for testing on the containers.
Director Worthington suggested Mr. Shef, City Code Enforcement officers,
and Costa Mesa Disposal Management crew could carry cans of the paint
to cover graffiti on the containers when discovered.
Director Worthington reported the Committee is investigating Mr. Burns'
luggage tag suggestion as a means of linking the containers with a
particular address.
TELEPHONE BOOK RECYCLING PROGRAM
• Ms. Revak reported the Telephone Book Recycling Program is underway,
running to December 14, 2001. Flyers, posters, a "Working for You"
videotape and CD were delivered to participating schools, Costa Mesa fire
stations and to the Orange Coast College Recycling Center. Participating
sponsors include Connell Chevrolet, Harbor Fair Texaco Food Mart, 7-
Eleven at 1515 Gisler Avenue, and Baskin Robbins at 1927 Harbor
Boulevard. Ms. Revak also presented a list of participating schools and
how they plan to use their award.
Ms. Revak reported she investigated Director Worthington's suggestion of
obtaining a videotape depicting the recycling of telephone books into new
products as an additional educational tool for the schools. A videotape,
produced by Daishowa is available, and PacBell is obtaining for use by the
District.
USED TIRE ROUND -UP - OCTOBER 13, 2001
Mr. Fauth reported the Orange Coast Conservation Corps collected a total
of 370 tires (4.88 tons) from the Costa Mesa Used Tire RoundUp held
October 13, 2001.
Director Worthington suggested utilizing a reader board to advertise the
• next tire roundup.
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
NOVEMBER g, 2001
• PAGE 10
GREASE PREVENTION PRODUCTS AND E -WASTE
Director Worthington requested the report on grease prevention be tabled.
Director Worthington reported there will be a cathode ray tube summit on
November 15, 2001, hosted by the County of Orange Integrated Waste
Management Department. Director Worthington and Ms. Revak are
attending the summit.
ENGINEER'S REPORTS
EMERGENCY WORK
SAFETY /LOSS CONTROL MEETING - OCTOBER 10, 2001
Mr. Hamers distributed photographs of the Tustin Pumping Station Force
Main emergency repair. The minutes were accepted as submitted.
PUMPING STATION TELEMETRY SYSTEM
• Mr. Hamers reported the telemetry system became inoperable on October
5, 2001, and a consultant, Technology Resource Center (TRC), was hired
to work through the weekend to repair the system. A Professional
Services Agreement for Costa Mesa Sanitary District Telemetry System
Emergency Repair Project #169 was signed by TRC. Mr. Hamers
requested the Board approve the emergency work. Staff has reviewed
and approved the Professional Services Agreement. A draft of the
agreement was provided. Mr. Fauth outlined the revisions to the
agreement for the Board.
Director Ferryman motioned to ratify Mr. Hamers' actions in the
emergency repair of the telemetry system and approve the Professional
Services Agreement with Technology Resource Center. Secretary Perry
seconded. Motion carried unanimously.
SANTA ANA REGIONAL WATER QUALITY CONTROL BOARD WASTE DISCHARGE
REQUIREMENTS
Mr. Hamers reported he will be on a Steering Committee with various
members of OCSD and other agencies. Mr. Hamers and Mr. Fauth will
attend the meeting to be held in November.
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01112 COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
NOVEMBER 8, 2001
• PAGE 11
TREASURER'S REPORTS
INVESTMENT OVERSIGHT COMMITTEE MEETING - OCTOBER 15, 2001
The Investment Oversight Committee Meeting was held on November 8,
2001 at 5:30 p.m. A report will be distributed in the December Board packet
for approval.
ATTORNEY'S REPORTS
INTERIM AGREEMENT FOR ANNEXATION - HOME RANCH
Mr. Burns reported he received the Interim Agreement for Annexation for
Home Ranch.
Director Ferryman motioned to approve the Interim Agreement for Annexation .
— Home Ranch. Secretary Perry seconded. Motion carried unanimously.
"NO STRIKE" CLAUSE IN TRASH HAULERS' CONTRACTS
• Mr. Burns investigated the "no strike" clause in trash haulers' contracts and
reported the clause is an agreement between the disposal company and the
union representing its employees. A no strike is effective during the term of a
collective bargaining agreement if the matter in dispute does not involve
unfair labor practices. Since strikes over wages usually occur after a current
contract has expired, the "no strike clause" would have also expired, leaving
the employees free to strike until a new contract has been negotiated.
Mr. Burns reviewed the District's contract and reported it contains excellent
language to serve the District in the event of a strike.
Mr. Hamers reported Mr. Raul Rangel kept him apprised at appropriate times
of the status of labor relations.
ORAL COMMUNICATIONS
Ms. Revak reported Vice President Woodside will not be available to attend the
regular December Board meeting and suggested the Board consider an alternate
meeting date. The regular board meeting for December was rescheduled to
December 11, 2001 at noon.
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COSTA MESA SANITARY DISTRICT
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MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
NOVEMBER 8, 2001
PAGE 12
• NEW BUSINESS
HOLIDAY GATHERING OF BOARD AND STAFF
President Schafer opened discussion on a holiday gathering. The Golden
Dragon was suggested as a possible location to hold the gathering, with an
approximate cost to participants of $15 each. December 6, 2001, was
chosen as the date for the holiday gathering. President Schafer will reserve
the facility and determine the per - person cost. Ms. Revak will send
invitations.
LOCAL MEETINGS
SPECIAL DISTRICT INSTITUTE ADMINISTRATION SEMINAR- OCTOBER 17 -20, 2001
President Schafer and Ms. Revak attended the Administration Seminar in
Palm Springs. Ms. Revak shared some suggestions with the Board from
materials provided in the workshops.
President Schafer reported she found the seminar very informative,
• interesting and time well spent
President Schafer provided materials for the Board's perusal.
INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNT (ISDOC)
QUARTERLY MEETING OF OCTOBER 25, 2001
President Schafer reported she attended the Quarterly meeting of ISDOC.
President Schafer related she received many positive comments about the
"Working for You" videotape and Mr. Hamers' presentation. John Schatz
of the Santa Margarita Water District also made a presentation.
ORANGE COUNTY SANITATION DISTRICT (OCSD)
REGULAR MEETING - OCTOBER 24, 2001
Director Ferryman attended a committee meeting on November 7, 2001.
• The proposed bio- solids processing plant in Colton will be
discussed at the next meeting. The project will cost approximately
$60 million.
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COSTA MESA SANITARY DISTRICT
a MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
NOVEMBER 8, 2001
PAGE 13
• OCSD authorized $70 million to redo clarifiers.
• An update on the Strategic Plan will be done over the next five
months.
MONTHLY BOARD LETTER UPDATE
The Monthly Board Letter was provided in the Board packets.
SANTA ANA RIVER FLOOD PROTECTION AGENCY (SARFPA)
Director Ferryman attended the Santa Ana River Flood Protection Agency
meeting on November 8, 2001 and reported the following:
• Federal Budget has authorized 34.8 million dollars, 19 million of that is
for the Prado Dam project.
• Construction on Prado is expected to begin in the summer of 2002
• Of the $132 million in claims for the subvention fund, they have
refunded $99 million.
• SPECIAL DISTRICT RISK MANAGEMENT AGENCY (SDRMA)
RESOLUTION No. 2001 -656 — A RESOLUTION TO APPROVE THE
NOMINATION AND ELECTION OF DAN WORTHINGTON TO THE
SDRMA BOARD OF DIRECTORS.
President Schafer presented Resolution No. 2001 -656, A RESOLUTION
OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY
DISTRICT TO APPROVE THE NOMINATION AND ELECTION OF DAN
WORTHINGTON TO THE SDRMA BOARD OF DIRECTORS.
Vice President Woodside motioned to adopt Resolution No. 2001 -656.
Director Ferryman seconded. Motion carried unanimously.
Ms. Revak will submit the Resolution and Qualifications Statement for
Director Worthington to SDRMA.
ANNUAL CONFERENCE AND SAFETY /CLAIMS EDUCATION DAY
Mr. Fauth attended the Safety /Claims Education Day conference. Mr.
Fauth reported they had a program takeoff of the Who Wants to be a
Millionaire show, using SDRMA questions.
• Secretary Perry and Director Ferryman left the meeting at 7:30 p.m.
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MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
"' NOVEMBER 8, 2001
PAGE 14
LOCAL AGENCY FORMATION COMMISSION ( LAFCO)
President Schafer attended the CAL LAFCO conference in Yosemite from
October 31 to November 2. President Schafer provided materials for the
Board's perusal. The next LAFCO meeting will be Monday, November
1 gth.
WATER ADVISORY COMMITTEE OF ORANGE COUNTY (WACO)
President Schafer did not attend the WACO meeting because she was at
the CAL - LAFCO Conference. Vice President Woodside attended and
reported Keith Coolidge warned local agencies to watch their funds.
ORANGE COUNTY COUNCIL OF GOVERNMENTS (OCCOG)
President Schafer did not attend the meeting due to conflict of scheduling.
CHAMBER OF COMMERCE LEGISLATION COMMITTEE
President Schafer did not attend the Chamber of Commerce Legislation
Committee meeting because she was at the Special District Seminar.
CSDA
President Schafer was unable to participate in the telephone conference
call due to cell phone technical difficulties while traveling to the CALAFCO
conference.
OLD BUSINESS
There was no old business.
NEW BUSINESS (REVISITED)
SPECIAL DISTRICT INSTITUTE GOVERNANCE SEMINAR - FEBRUARY 27 TO MARCH 2,
2002 - SAN DIEGO (FIRST IN SERIES OF THREE)
President Schafer reported the Special District Institute Governance Seminar will
be held at the Catamaran Resort in San Diego, February 27 to March 2.
Interested Board members will contact Ms. Revak for registration.
" COSTA MESA SANITARY DISTRICT
I < �' MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
NOVEMBER8,2001
• PAGE 15
ADJOURNMENT
At 7:45 p.m., President Schafer adjourned the meeting.
SECRETARY 111
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