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Minutes - Board - 2002-01-100 COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JANUARY 10, 2002 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on January 10, 2002, 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 Ferryman led the Pledge of Allegiance. Vice President Woodside gave the invocation. • ROLL CALL DIRECTORS PRESENT: Arlene Schafer, Art Perry, Greg Woodside, 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: None • ............................... CONSENT CALENDAR . ............................... '��' " " " " *.,A COSTA MESA SANITARY DISTRICT s °'` = MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JANUARY 10, 2002 • '�.ro'"��. PAGE 2 Director Worthington questioned why the Stericycle payment amount was so much greater than the normal payment amount. Mr. Flamers reported the payment was larger because it covered a compilation of items that were finally submitted and approved. Director Ferryman motioned to approve the Consent Calendar. Secretary Perry seconded. Discussion was held regarding the completion of the Field Study Report. Mr. Fauth reported the Field Study is an on -going reconciliation process and adjustments will continue to be reported in the monthly Trash Occupancy Count. Motion carried 5 -0. REPORTS MINUTE APPROVAL Recycling Committee • Meeting, December 10, 2001 Minutes of Regular Meeting, December 11, 2001 MANAGER'S REPORTS REFUNDS The Minutes for the Recycling Committee Meeting of December 10, 2001, were approved as distributed The Minutes for the Regular Meeting of December 11, 2001, were approved as distributed. No refunds were requested. Occupancy Report The Trash Occupancy Count documented a decrease and Payment of of 5 units in the occupancy report for solid waste $172,588.32 to Costa collection as of January 1, 2002. Therefore, the total Mesa Disposal — for January is 21,001. Board directed Staff to prepare a January 2002 warrant for $172,588.32 to Costa Mesa Disposal on February 1, 2002, for payment for January trash collection based on the January count of 21,001. • • �J LJ '� "' " " "' *�� COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JANUARY 10, 2002 V,��rou -�' PAGE 3 ENGINEER'S REPORTS Project Status Report TREASURER'S REPORTS Financial report as of December 31, 2001 Report of Monies on Deposit as of December 31, 2001 The Project Status Report dated January 2002, was accepted as submitted. The Financial Report for December 31, 2001 was received and filed. The Report of Monies on Deposit as of December 31, 2001, was received and filed. Warrant 2002 -7 for Warrant Resolution #CMSD 2002 -7 was approved, January 2002 in the authorizing the President and Secretary to sign the amount of $557,062.30 warrant and instructing the Finance Department to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $557,062.30. .......................... END OF CONSENT CALENDAR .......................... WRITTEN COMMUNICATIONS Mr. Harriers reported receipt of a letter of appreciation to President Schafer from the Special District Institute (SDI) thanking her for her comments on a survey completed at the SDI Administration Seminar in October 2001. President Schafer suggested SDI formulate a workshop for seminar attendees who have completed the series but wish to be kept informed of any new information. Mr. Hamers reported receipt of a letter of appreciation for the District's participation in the Greeting Card Program on behalf of St. Judes. PUBLIC COMMENTS There were no public comments, no public in attendance. r1 U r� LJ 'p" * " " "'�.,� COSTA MESA SANITARY DISTRICT a ° MINUTES OF BOARD OF DIRECTORS REGULAR MEETING bro " "� JANUARY 10, 2002 PAGE 4 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 December 2001. The number of calls for service for scavenging is as follows: Location Calls for Service Cite /Arrest Area 1 0 0 Area II 0 0 Area III 0 2 Area IV 0 0 TOTAL 0 2 DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT Mr. Shef presented the ordinance enforcement summary report for the four - week period beginning November 26, 2001 and ending December 23, 2001. Mr. Shef reported noticeably neater collection days during rainy weather in the standardized container areas. Mr. Shef assisted in the completion of the occupancy report, distributed Christmas tree recycling flyers, and conducted a study on identification tags for standardized containers. Mr. Hamers reported the District has hired two permit processing specialists. One of the new hires will be trained to provide backup to Mr. Shef. CMSD STRATEGIC PLAN REVIEW OF FIRST YEAR ACTION ITEMS ITEM 4.1 — PUBLIC OUTREACH PROGRAM CIRCLE OF SERVICE AWARD FOR NATE READE Ms. Revak provided a copy of the wording that will appear on the • Circle of Service plaque for Nate Reade. The induction ceremony will be held on Friday, March 22, 2002, at 11:30 a.m. ya ""n'b COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JANUARY 10, 2002 • route PAGE S DEVELOPMENT OF STRATEGIC PLAN FEBRUARY 6, 2002 STUDY SESSION AND FEBRUARY 15 AND 16, 2002 WORKSHOP DRAFT AGENDA Mr. Harriers provided a brief overview of the items to be discussed at the February 6, 2002, Study Session in preparation of the February 15 and 16, 2002 Workshop. Ms. Revak will provide an information packet and reminder notification to Board members. COSTA MESA DISPOSAL FIELD UPDATE OF OCCUPANCY REPORT Mr. Harriers reported Staff is continuing to work on the reconciliation of different types of databases from the District and Costa Mesa Disposal. Mr. Hamers reported one of the new permit processing specialists has experience in setting up and maintaining large data base files. RECYCLING REPORTS WASTE DIVERSION REPORT - NOVEMBER 2001 • Secretary Perry motioned to approve the Waste Diversion Report for November showing a diversion rate of 50.14 percent. Vice President Woodside seconded. Motion carried unanimously. WASTE DIVERSION REPORT - DECEMBER 2001 The Waste Diversion Report for December has not yet been received. Director Ferryman motioned to approve contract payment to CR Transfer for recycling services and disposal for the month of December 2001 in the amount of $128,152.58, pending verification of diversion report by Staff. Vice President Woodside seconded. Motion carried unanimously. SDRMA - INFORMATION Mr. Hamers presented a report from SDRMA containing a summary of coverages, membership, and financial information. • r� " " "'4•.� COSTA MESA SANITARY DISTRICT a MINUTES OF BOARD OF DIRECTORS REGULAR MEETING V�O�ro " "mr JANUARY 10, 2002 • PAGE RECYCLING COMMITTEE — JANUARY 8, 2002 — 9:30 A.M. DIRECTOR WORTHINGTON AND DIRECTOR WOODSIDE STANDARDIZED CONTAINER PROGRAM Director Worthington reported the Committee discussed various types of tags to identify the standardized containers. Two examples were shown, one that would be laminated and sealed and one with a pocket to change the contents of the tag. Further tests will be conducted to determine the most appropriate tag. Director Worthington reported the District has received delivery of the customized spray paint cans to be used to mask any graffiti or markings on the standardized containers. Mr. Fauth conducted a test on a container and reported the paint matched very well. Mr. Shef will carry a paint can to perform field maintenance of the containers and Costa Mesa Disposal will be given paint cans to maintain the containers. Mr. Fauth presented a matrix depicting the current status of Roto orders • for the standardized containers from July to December 2001. Director Worthington reported Staff will be reminding Costa Mesa Disposal to place the empty containers up on the curb, not in the street. TELEPHONE BOOK RECYCLING PROGRAM Ms. Revak reported the Year 2001 School Telephone Book Recycling Program concluded on December 14, 2001, with a total of 14,070 books (28.14 tons) collected. Ms. Revak reported Kline School (K -8) was the winner in the elementary school category, TeWinkle for middle school, and Estancia for the high school. A total of $10,005 in award funds will be distributed to the schools. Ms. Revak is scheduling the award presentations at the 27 participating schools and distributed a sign -up sheet to Directors to present the awards to the schools. Director Worthington expressed concern about Verizon distributing telephone books in the City of Costa Mesa. Discussion was held regarding the possibility of stopping the distribution of Verizon telephone books. Mr. Burns related there is a First Amendment right to distribute the telephone books and advised it would be very difficult to pass legislation to prohibit distribution. Staff will be reviewing District files to re- examine • information gathered when this topic was first discussed four years ago. E F- IL �y' " " "'trg COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JANUARY 10, 2002 /��rouR''� PAGE 7 CHRISTMAS TREE RECYCLING Mr. Fauth reported the Christmas Tree Program is ongoing. Mr. Ray Rangel has dedicated three trucks to picking up the trees. Mr. Fauth reported the program is functioning differently from past years due to the trucks having to pick up the trees and then go to the City of Stanton to drop off them off. Mr. Fauth reported they are working on the problems. Mr. Hamers reported the City would reimburse the District for a portion of the cost of the program. GREETING CARD RECYCLING Director Worthington reported the Greeting Card Recycling Program is underway. The cards are picked up and sent to St. Judes where they are remade into new cards. Director Worthington reported the collection containers located in office buildings are receiving more cards than those in other locations. Mr. Fauth reported there are seven facilities hosting collection boxes for the cards. The Recycling Committee suggested placing an additional article in the Daily Pilot to remind people to bring their cards to a collection bin. ENGINEER'S REPORTS EMERGENCY WORK PUMPING STATION TELEMETRY SYSTEM Vice President Woodside motioned to ratify Mr. Hamers' actions as described in his written report in the emergency repair of the telemetry system. Director Worthington seconded. Motion carried unanimously. SANTA ANA REGIONAL WATER QUALITY CONTROL BOARD WASTE DISCHARGE REQUIREMENTS Mr. Hamers reported the various agencies are still in the process of reviewing the requirements. Additional meetings are scheduled. Mr. Hamers reported there is investigation into biological resources to handle the grease problem. A meeting will be set with scientists to discuss bacteria that will dissolve grease. ' " " "' COSTA MESA SANITARY DISTRICT :�s^ f °: MINUTES OF BOARD OF DIRECTORS REGULAR MEETING ��ro "" JANUARY 10, 2002 • PAGE 8 PROJECT NO. 155 — MASTER PLAN UPDATE Mr. Hamers reported he would be bringing a draft Master Plan Update to the Board after the Strategic Plan Process has been completed. Mr. Hamers reported he would be asking the Board Members to participate in dealing with OCSD regarding the abandonment of seven pumping stations and the installation of a gravity line across the Santa Ana River. TREASURER'S REPORTS INVESTMENT OVERSIGHT COMMITTEE MEETING — JANUARY 10, 2002 Mr. Puckett reported the Investment Oversight Committee met on January 10, 2002, just prior to the regular Board meeting and he will provide minutes at the next regular meeting. FINANCIAL STATEMENTS FOR YEAR ENDED JUNE 30, 2001 0 Mr. Puckett provided a brief review of the SDRMA financial information. Mr. Puckett provided a review of the Costa Mesa Sanitary District Financial Statements for the year ended June 30, 2001. Mr. Puckett reported he will be placing the District's financial statements on the City's website. ATTORNEY'S REPORTS Mr. Hamers reported Mr. Burns is investigating the issue of responsibility for tree roots in sewer lines. LOCAL MEETINGS ORANGE COUNTY SANITATION DISTRICT REGULAR MEETING — DECEMBER 19, 2001 Director Ferryman attended a committee meeting on December 19, 2001. • City of Huntington Beach will be appointing a new representative. • Approval of 1.6 million dollars to Midway City Sanitary District to • televise their sewer system. • Success on the Crow Winthrop case. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JANUARY 10, 2002 • k"rou PACES MONTHLY BOARD LETTER UPDATE The Monthly Board Letter was provided in the Board packets. SANTA ANA RIVER FLOOD PROTECTION AGENCY Director Ferryman reported he did not attend a meeting. INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC) President Schafer reported sending a congratulatory letter to Brian Brady, new President of the Irvine Ranch Water District, suggesting a liaison meeting with the District. President Schafer reported she met on December 27, 2001, to review the By -Laws for ISDOC. President Schafer attended an Executive Committee Meeting on January 8, 2002. • QUARTERLY MEETING - WEDNESDAY, JANUARY 30, 2002 President Schafer reported the Quarterly Meeting for ISDOC would be held on January 30, 2002. Board Members will contact Ms. Revak to let her know of their ability to attend. LOCAL AGENCY FORMATION COMMISSION ( LAFCO) President Schafer reported there was a public hearing on January 9, 2002. President Schafer was appointed to Vice Chairman for LAFCO. LAFCO planning meeting will be held January 31, 2002. LAFCO is involved with Leadership Conference at Lake Arrowhead January 13, 14, and 15, 2002. President Schafer and Director Mewl will be attending the conference. ve-1X Aft WATER ADVISORY COMMITTEE OF ORANGE COUNTY (WACO) President Schafer attended the WACO meting on January 4, 2002, and • reported the speaker was Celeste Cantu, Executive Director of State Water Resources Control Board. The topic was Environmental Management Systems. ev.' " " °'•.� COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JANUARY 10, 2002 �D' un° PAGE 10 L J ORANGE COUNTY COUNCIL OF GOVERNMENTS (OCCOG) President Schafer did not attend the December OCCOG meeting. CHAMBER OF COMMERCE LEGISLATION COMMITTEE President Schafer reported the meeting would be held on January 17, 2002. CSDA President Schafer reported she will be attending the CSDA Board Meeting on January 11, 2002, in Sacramento and will provide a report to the Board. President Schafer will be participating in a conference call meeting with the Education Committee on February 24, 2002. u OLD BUSINESS SPECIAL DISTRICT INSTITUTE GOVERNANCE SEMINAR — FEBRUARY 27, 2002 TO MARCH 2, 2002 — SAN DIEGO (FIRST IN SERIES OF THREE) President Schafer reported the Special District Institute Governance Seminar would be held on February 27 to March 2, 2002, in San Diego. President Schafer, Directors Perry and Worthington, and Ms. Revak will be attending. NEW BUSINESS CSDA SEMINAR "PRACTICALITIES 2002 — GOVERNING TOGETHER" JANUARY 24- 25. 2002 — PALM SPRINGS President Schafer reported there would be a CSDA Seminar on January 24 and 25, 2002 in Palm Springs. Secretary Perry will be attending the seminar. C� • E • <o'' " " " "�•g COSTA MESA SANITARY DISTRICT a MINUTES OF BOARD OF DIRECTORS REGULAR MEETING a��ro " "� • JANUARY 10, 2002 PAGE 11 ORAL COMMUNICATIONS Mr. Hamers provided the Costa Mesa Sanitary District advertisements appearing in the Recreation Review, Winter 2002 issue. Ms. Revak advised, although the publication is now devoted to recreation programs residents may enroll in, City staff agreed to publish the District's advertisements at no cost. ADJOURNMENT At 7:32 p.m., President Schafer adjourned the meeting. 'u.. -/ : SEGRETARY- -'` i,