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Minutes - Board - 2002-04-11COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING APRIL 11, 2002 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on April 11, 2002, at 12:00 p.m. in Room 1 -A of the Civic Center, 77 Fair Drive, Costa Mesa. President Schafer called the meeting to order at 12:00 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. OTHERS PRESENT; None ....... ............................... CONSENT CALENDAR ..... ............................... Secretary Perry motioned to approve the Consent Calendar as presented. Director Worthington seconded. Motion carried unanimously. REPORTS MINUTE APPROVAL Minutes of Regular The Minutes for the Regular Meeting of March 14, 2002, • Meeting, were approved as distributed. March 14, 2002 S�9ANIt,IR` s� °� COSTA MESA SANITARY DISTRICT �`ome a e g � MINUTES OF BOARD OF DIRECTORS REGULAR MEETING r, APRIL 11, 2002 • '�OgPoeAtE°`� PAGE 2 Minutes of Special The Minutes for the Special Meeting of March 18, 2002, Meeting, were approved as distributed. March 18, 2002 MANAGER'S REPORTS 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: Refund Request Refund requested by: Page Private School In the amount Parcel Address: 657 Victoria Street of $705.00 to Assessor's Parcel No. 422 - 211 -10 Page Private School Number of units: 1 Refund: $705.00 Credit for fixtures fees. Fixture fees not properly credited upon permit issuance. • OCCUPANCY REPORT Occupancy Report and Payment of $172,777.33 to Costa Mesa Disposal —April 2002 ENGINEER'S REPORTS Project Status Report TREASURER'S REPORTS Financial report as of March 31. 2002 • Report of Monies on Deposit as of March 31, 2002 The Trash Occupancy Count documented an increase of 16 units in the occupancy report for solid waste collection as of April 1, 2002. Therefore, the total for April is 21,024. Board directed Staff to prepare a warrant for $172,777.33 to Costa Mesa Disposal on May 1, 2002, for payment for April trash collection based on the April count of 21,024. The Project Status Report dated April 2002, was accepted as submitted. The Financial Report for March 31, 2002 was accepted as submitted. The Report of Monies on Deposit as of March 31, 2002, was received and filed. �S,,SAMIL,q. a �.� COSTA MESA SANITARY DISTRICT �' ° s MINUTES OF BOARD OF DIRECTORS REGULAR MEETING V.A, ' ' a~ APRIL 11, 2002 • '`DgPORATEaT, PAGE 3 Warrant 2002 -10 for April 2002 in the amount of $669,892.30 ........................ Warrant Resolution #CMSD 2002 -10 was approved, authorizing the President and Secretary to sign the warrant and instructing the Finance Department to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $669,892.30. END OF CONSENT CALENDAR ........••...•........... At 12:05 p.m., President Schafer adjourned the meeting to a closed session to discuss personnel issues pursuant to Government Code Section 54957. PERSONNEL MATTERS CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION 54957 PUBLIC EMPLOYEE PERFORMANCE EVALUATION: TREASURER • At 12:50 p.m., President Schafer ended the closed session and reconvened to the regular meeting, reporting a general discussion was held in the closed session and no action was taken. WRITTEN COMMUNICATIONS Ms. Revak reported receiving two written communications: • A letter from Shannon Kubitz, Recreation Coordinator, thanking Mr. Hamers for speaking about Nate Reade at the Circle of Service event. • A letter from Dee Cernak, Office Manager, Costa Mesa Disposal, thanking the District for the flowers sent in memory of her husband's passing. PUBLIC COMMENTS There was no public in attendance, no public comments. • • • MANAGER'S REPORTS COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING APRIL 11, 2002 PAGE 4 ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT REPORTS POLICE REPORT Mr. Hamers presented a memorandum providing the statistics for the month of March 2002. The scavenging statistics for March are as follows: Location Calls for Service Cite /Arrest Area 1 3 0 Area II 4 0 Area 111 1 3 Area IV 0 - 0 TOTAL 8 3 DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT Mr. Hamers presented the ordinance enforcement summary report for the four - week period beginning February 25, 2002 and ending March 24, 2002. Mr. Shef distributed approximately 30 courtesy flyers during this period. A container identification tag test program is currently underway to check environmental characteristics of the tags. CMSD STRATEGIC PLAN DEVELOPMENT OF 2002 ACTION PLAN Mr. Hamers presented a letter from Rauch Communication Consultants LLC, providing comments on the interview and workshop held on February 15 and 16, 2002. Mr. Hamers reported the District has already completed some of the suggested items. The Board reviewed the items suggested in Mr. Rauch's letter. President Schafer suggested the Board review the letter items at a study session. Mr. Hamers suggested modifying the April Special Meeting Agenda to include discussion of the strategic plan and development of a mission statement. The Board directed Staff to place the item on the Special Meeting Agenda. S'SNNIt�*, a �� COSTA MESA SANITARY DISTRICT g MINUTES OF BOARD OF DIRECTORS REGULAR MEETING - `s APRIL 11, 2002 • �RPORAi4A�� PAGE S Development of 2002 Action Plan was continued to the April 24, 2002, Special Meeting DEVELOP MISSION STATEMENT Development of Mission Statement was continued to the April 24, 2002. Mr. Hamers advised the Board materials would be distributed prior to the Special Meeting. MANAGEMENT AND ENGINEERING SUCCESSION PLAN Mr. Hamers distributed Mr. Paul Guzman's resume to be attached to the Management and Engineering Succession Plan. Mr. Burns reported the contract with Mr. Hamers' firm is terminable by the Board at their discretion upon Mr. Hamers' death or incapacity. Mr. Hamers agreed and will clarify his cover letter. • Secretary Perry motioned to approve the Management and Engineering Succession Plan. Vice President Woodside seconded. Motion carried unanimously. RECYCLING REPORTS WASTE DIVERSION REPORT — APRIL 2002 Ms. Revak reported the Waste Diversion report for April 2002 has not yet been received. CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND DISPOSAL FOR APRIL 2002 Secretary Perry motioned to approve contract payment to CR Transfer for recycling services and disposal for the month of March 2002 in the amount of $141,415.68, subject to verification by Staff. Director Ferryman seconded. Motion carried unanimously. SPRING 2002 NEWSLETTER Mr. Hamers requested Board members review and provide changes and • comments on the distributed draft Spring 2002 Newsletter. Ms. Revak will notify Directors via fax of the deadline for comments and changes. S *SANITj��, s'� ��, COSTA MESA SANITARY DISTRICT g t MINUTES OF BOARD OF DIRECTORS REGULAR MEETING APRIL 11 2002 • ' ~C�RPORAO�' PAGE 6 AIR RESOURCES BOARD EMISSIONS STANDARDS Mr. Hamers presented a letter from Raul Rangel, President, Costa Mesa Disposal, Inc. reporting they will be in compliance with the proposed regulations from the Air Resources Board. Mr. Hamers will keep the Board updated. SPECIAL MEETING — APRIL 24. 2002 — 12:00 P.M. Mr. Hamers presented the notice of the Special Meeting and reiterated the modification of Item 11, Develop Draft Mission Statement to include discussion of the Strategic Plan. CMSD WEB SITE Ms. Revak reported the District has established a web presence on its own site with the web address of www .costamesasanitarydistrict.org. Mr. Thanh Bui of the MIS Department formatted the site and will assist in the maintenance of the site. Protocol for placing items on the website was provided. • RECYCLING COMMITTEE — APRIL 9, 2002 — 9:30 A.M. DIRECTOR WORTHINGTON AND DIRECTOR FERRYMAN STANDARDIZED CONTAINER PROGRAM Director Worthington reported a total of 90 percent of the containers have been delivered to residents. The final distribution will be made this month with changes continuing until mid May. Mr. Fauth reported the projected total cost of the containers would be $2,190,323.24. Director Worthington reported all Directors are participating in the test program to determine how the proposed tag system will hold up with actual use. Select multiple - dwelling locations are also participating in the test program. Director Ferryman suggested a modification of the language on the informational sheet accompanying the test tags to include an area to indicate which tag you prefer. Mr. Fauth reported he communicated with Valerie Mitchell of AT &T regarding • news coverage of the final can delivery. Director Worthington will be present at the final delivery. 11 r� U n U CRT DISPOSAL OPTIONS COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING APRIL 11, 2002 PAGE 7 Director Worthington reported the development of a flyer containing addresses and phone numbers of locations for residents and businesses to take their televisions and computer monitors for disposal. Mr. Hamers suggested modifications to the flyer showing the four Orange County HHW drop -off locations for residents are free of charge. SURVEY OF RESIDENTS Director Worthington provided an updated Residential Trash Collection Survey Spring 2002. Director Worthington reported approximately 250 surveys would be distributed by Mr. Shef. The Survey form will provide the District with valuable feedback from residents regarding the services they currently participate in. Director Worthington motioned to approve printing of 250 flyers, at a not -to- exceed cost of $500. Secretary Perry seconded. Discussion was held. Secretary Perry suggested including the survey in Costa Mesa High School PTA quarterly newsletter to 1800 students. Mr. Burns suggested providing a District 'chip clip" or keychain to thank the residents for taking the time to fill out the survey. Director Worthington amended the motion to approve printing of 250 to 500 flyers, not to exceed a cost of $750. Secretary Perry seconded the amended motion. Motion carried unanimously. Secretary Perry left the meeting 1:30 p.m. ENGINEER'S REPORTS EMERGENCY WORK Vice President Woodside motioned to ratify the actions of the Manager for emergency work. Director Worthington seconded. Motion carried unanimously. ��,�,SANITj p'o, a „� COSTA MESA SANITARY DISTRICT g MINUTES OF BOARD OF DIRECTORS REGULAR MEETING s APRIL 11, 2002 0 �q�oRA��� PAGE 8 Mr. Hamers reported the WDR is projected for April approval. PROJECT NO. 155 - MASTER PLAN UPDATE Mr. Hamers reported he has not received any comments to date. Mr. Hamers is waiting to hear from the independent engineer who reviews the yearly capital improvement program to see if he is interested in reviewing the Master Plan as well. Mr. Hamers will keep the Board updated. PROJECT NO. 161 - WATER SERVICES /AGREEMENT WITH MESA CONSOLIDATED WATER DISTRICT Mr. Hamers provided a brief review of the water services /agreement with Mesa Consolidated Water District. Director Ferryman motioned to approve execution of the agreement. Director • Worthington seconded. Motion carried unanimously. 2051 -2053 NEWPORT BOULEVARD NEW CMSD EASEMENTS RESOLUTION NO. 2002 -659 - VACATING EXISTING EASEMENT AGREEMENT WITH STAPLES, 241 E. 17TH STREET Mr. Hamers requested a continuation for Item E., 2051 -2053 Newport Boulevard, and Item F, Agreement with Staples, 241 E. 17th Street until the May regular meeting. Director Ferryman motioned to continue Item E. 2051 -2053 Newport Boulevard, and Item F., Agreement with Staples, 241 E. 17th Street to the May regular meeting. Vice President Woodside seconded. Motion carried unanimously. PROJECT #162 PILOT PROGRAM - USE OF ENZYMES FOR GREASE AND ODOR CONTROL - PROFESSIONAL SERVICES AGREEMENT Mr. Hamers provided a brief summary of the agreement. . Director Ferryman motioned to execute the agreement. Vice President Woodside seconded. Motion carried unanimously. 5,,9 \NIt��` °� COSTA MESA SANITARY DISTRICT g q MINUTES OF BOARD OF DIRECTORS REGULAR MEETING �� �,a APRIL 11, 2002 • �gPOlASfO PAGE 9 TRANSFER OF SEWERS FROM OCSD TO CMSD AT COSTA MESA HIGH SCHOOL Mr. Hamers provided a brief summary of the sewer transfer from OCSD to CMSD at Costa Mesa High School. Mr. Hamers reported Mr. Burns has reviewed the agreement between OCSD and the School District and Mr. Hamers recommended approval in concept. Discussion was held. Mr. Hamers recommended approval in concept of the sewer transfer, the 5 -year OCSD responsibility for paying District fees, and that the Sanitary District waive fees for five years, after which they become due in full from the school. Director Worthington motioned to approve the transfer in concept between OCSD and CMSD as written in the backup document and approving in concept the 5 -year OCSD payment of the School District fees for both Davis and Costa Mesa High School. The second 5 years, the Sanitary District will waive the fees. After the initial 10 -year period, the fees become payable in full. Vice President Woodside seconded. Motion carried as follows: President Schafer: Aye Director Woodside: Aye Director Worthington: Aye Director Ferryman: Abstain TREASURER'S REPORTS SOLID WASTE FINANCIAL FORECASTING MODEL Mr. Puckett directed the Board's attention to various areas of the Solid Waste Financial Forecasting Model to be fully reviewed at the April 24, 2002, Special Meeting. Mr. Puckett will present the Forecasting Model in detail at the Special Meeting. BUDGET CALENDAR Mr. Puckett presented the 2002 -2003 Budget Calendar and explained the Budget Calendar is a draft and will be revised based on any actions taken by the Board during the Special Meeting of April 24, 2002, related to the Solid Waste Strategic Plan or rate adjustments. • Mr. Puckett suggested tentative dates of May 30th or June 6th as possible dates to further review the Budget Calendar. S'SANITj *, �+v me ��� COSTA MESA SANITARY DISTRICT g q MINUTES OF BOARD OF DIRECTORS REGULAR MEETING • +`ORPOnA�� APRIL 11, 2002 PAGE 10 ATTORNEY'S REPORTS CEQA REQUIREMENTS FOR SEWER MASTER PLAN UPDATE Mr. Burns reported Vice President Woodside inquired at the March regular meeting as to what environmental review might be required by the adoption of a Sewer Master Plan. Mr. Burns determined the replacement and reconstruction exemption would be applicable for the individual projects. CEQA does not require an environmental analysis for replacement and reconstruction. Mr. Burns provided the general ground rules for adoption of the Master Plan. Mr. Burns tentatively believed the District would not be required to do an EIR based on the projects recommended in the Master Plan. Mr. Harriers requested the City review their environmental documentation of the General Plan they adopted prior to 1983 because the recommendations up for consideration in the existing Sewer Master Plan Update reflect the same land uses • that were there in 1983. The City probably addressed the environmental impacts on the sewer system during the General Plan process. Mr. Harriers and Mr. Burns will report back to the Board. BROWN ACT ENFORCEMENT Mr. Burns provided a memorandum highlighting a recent City Attorney's Conference Paper focused on enforcement of the Brown Act. LOCAL MEETINGS ORANGE COUNTY SANITATION DISTRICT REGULAR MEETING — MARCH 27, 2002 Director Ferryman attended the meeting on March 27, 2002 and reported they discussed the following: • The District will vote in June as to whether or not to apply for the waiver. • Purchase of the ocean vessel. • Director Ferryman provided the agenda and notes for the Board's perusal. S�4ANITj *, yao me r °�� COSTA MESA SANITARY DISTRICT °q MINUTES OF BOARD OF DIRECTORS REGULAR MEETING • '',a APRIL 11, 2002 "Pp"""�� PAGE 11 MONTHLY BOARD LETTER UPDATE The Monthly Board Letter was provided in the Board packets. SANTA ANA RIVER FLOOD PROTECTION AGENCY EXECUTIVE COMMITTEE MEETING OF MARCH 28, 2002 Director Ferryman attended the Santa Ana River Flood Protection Agency and reported the Prado Dam Project site is ready for the major construction activity to commence by the raising of the dam embankment and the construction of the new outlet works and the ancillary berms around the Prado basin. INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC) President Schafer attended the ISDOC meeting of April 2 and reported the following: • The Quarterly Meeting will be held on May 30th (May 28th deadline) • where the guest speaker will be the general manager of the OCWD. • Special District Selection Committee for two seats up at LAFCO • Adoption of Bylaws • ISDOC working on a brochure for Special Districts • Mara Schteinschraber presented. Ms. Revak will RSVP attendance at the May 30`h Quarterly Meeting for the entire CMSD Board, the Manager, Assistant Manager and Clerk of the District. LOCAL AGENCY FORMATION COMMISSION ( LAFCO) COSTA MESA AND NEWPORT BEACH ANNEXATIONS President Schafer attended the LAFCO meeting and reported the following: • Extended term of commissioners one time only to coincide with other terms of office. • Orange County Islands — Eleven to be appearing on the agenda in May to vote on. • Reviewed LAFCO schedule for the remainder of 2002. • Adopted Budget for 2002 -2003. • • Workshop on May 171h for annexation of the County areas (Bay Knolls, East and West Santa Ana Heights). S,,SAXIT�.` + ° COSTA MESA SANITARY DISTRICT g a MINUTES OF BOARD OF DIRECTORS REGULAR MEETING • %' - 's APRIL 11, 2002 •�ou� PAGE 12 WATER ADVISORY COMMITTEE OF ORANGE COUNTY (WACO) President Schafer attended the April 5, 2002, WACO meeting and reported they discussed the following: • Legislature report on Bill 2734 on Toilets and Plants (second meter in backyard for homes over 2,500 sq. ft.) • Water Resources Institute • Speaker Jeff Davis, Executive Director Water Resources Institute of California State University, San Bernardino. • Speaker Richard Zembol, Natural Resources Director, Orange County Water District spoke on the Santa Ana Sucker — A threatened native fish. ORANGE COUNTY COUNCIL OF GOVERNMENTS ( OCCOG) President Schafer attended the March 28, 2002, OCCOG meeting and reported the following: • • Oaths by Supervisor Silva and Wilson • Presentations regarding Urban runoff Issues and solutions with panel discussion: Mark Smythe — Santa Ana Regional Water Quality Control Board Jeremy Hass, San Diego Regional Water Quality Control Board Vicki Wilson, County of Orange John Bahorski, City of Seal Beach Christine Diemer Iger, Manatt, Phelpes & Phillips James Brown, Transportation Corridor Agencies CHAMBER OF COMMERCE LEGISLATION COMMITTEE President Schafer attended the April 20, 2002, Chamber of Commerce Legislation Committee meeting and reported on the following: • Budget and legislative updates • Purchase of 91 Freeway • AB680 — Land use sales and property tax revocation allocation • Livable wage initiative • Update on CMSD Sewer Master Plan, Standardized Trash Containers and Strategic Plan • • Home Gardens Sanitary District v. City of Corona S�,SAMIt�t, Sao r, a cN COSTA MESA SANITARY DISTRICT g ' MINUTES OF BOARD OF DIRECTORS REGULAR MEETING APRIL 11, 2002 • "2gpolAS4V PAGE 13 CSDA President Schafer participated in a telephone conference call for CSDA and reported they discussed the following: • Proposed ballot measure by CSAC /League /CSDA • Joint campaign targeted at improving the position of local government in the debate over the year's State budget. CMSD /CITY OF COSTA MESA/MESA CONSOLIDATED WATER DISTRICT LIAISON COMMITTEE MEETING — APRIL 20, 2002 (PRESIDENT SCHAFER, DIRECTOR WOODSIDE, MANAGER/DISTRICT ENGINEER ROB HAMERS) • Reservoir —Lind bergh school site • Alan Roeder discussed surface water cleanup and federal and state regulations to improve homeland security. SDRMA EDUCATION DAY— APRIL 4, 2002 (DIRECTOR WORTHINGTON) • Director Worthington attended the SDRMA Education Day on April 4, 2002, and reported they discussed the following: • District's insurance rates will be going up dramatically. • Contact person in office at all times to accept service • Contact SDRMA immediately upon action against the District OLD BUSINESS There was no old business reported. NEW BUSINESS SPECIAL DISTRICT INSTITUTE FINANCE SEMINAR — PALM SPRINGS JUNE 26 -29, 2002 Ms. Revak reported the Special District Institute Finance Seminar would be held in Palm Springs on June 27 — 28 with accompanying workshops offered June 26 — 29. Registrations must be made before May 15, 2002. Directors interested in attending the seminar will contact Ms. Revak. • Director Worthington, President Schafer and Ms. Revak will be attending. Ms. Revak will contact Secretary Perry to inquire if he is interested in the seminar. • • �S,,SANITj f, ,, a.,�� COSTA MESA SANITARY DISTRICT g MINUTES OF BOARD OF DIRECTORS REGULAR MEETING APRIL 11, 2002 ��`O *roeAno� PAGE 14 RETIREMENT OF LARRY ARRUDA Vice President Woodside motioned to approve the Proclamation for Larry Arruda. Director Worthington seconded. Motion carried unanimously. ORAL COMMUNICATIONS Mr. Hamers reported the District is taking on more programs and the material included in the Board packets becoming extensive. Mr. Hamers suggested sending the OCSD Board letter out as soon as received to allow the Board members more time to review it. Director Ferryman suggested focusing Local Meeting reports to what is directly important to the CMSD during full agenda meetings. ADJOURNMENT At 2:54 p.m., President Schafer adjourned the meeting. SECRETARY " =' PRESIDENT I t