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Minutes - Board - 2003-04-110 • • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING APRIL 11, 2003 The Board of Directors of the Costa Mesa CALL TO ORDER Sanitary District met in regular session on April 11, 2003, at 11:00 a.m. Conference Room 1 -A at the Civic Center, 77 Fair Drive, Costa Mesa. PLEDGE OF ALLEGIANCE INVOCATION ROLL CALL DIRECTORS PRESENT DIRECTORS ABSENT: President Schafer called the meeting to order at 11:00 a.m. Director Perry led the pledge. Vice President Woodside gave the invocation. Arlene Schafer, Art Perry, Greg Woodside, James Ferryman Director Worthington was absent and excused STAFF PRESENT: Robin Hamers, Manager /Engineer; Alan Burns, Legal Counsel; Tom Fauth, Assistant Manager; Joan Revak, Clerk of the District; Marc Puckett, Finance Director; Bobby Young, Finance OTHERS PRESENT: Angie Buyayo, UCI intern • „,„ COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING 3 APRIL 11, 2003 PAGE 2 . ............................... CONSENT CALENDAR . ............................... Director Ferryman motioned to approve the Consent Calendar as presented. Director Perry seconded. Motion carried 4 -0. REPORTS MINUTE APPROVAL Minutes of Recycling Committee Meeting, March 11, 2003 Minutes of Regular Meeting, March 12, 2003 Minutes of Liaison Committee Meeting, • March 24, 2003 MANAGER'S REPORTS I"1 U Refunds The Minutes for the Recycling Committee Meeting of March 11, 2003, were approved as distributed. The Minutes for the Regular Meeting of March 12, 2003, were approved as distributed. The Minutes for the Liaison Meeting of March 24, 2003, were approved as distributed. There were no refunds requested for the month of March 2003. Occupancy Report and The Trash Occupancy Count documented an Payment of $178,201.87 increase of 7 units in the occupancy report for solid to Costa Mesa Disposal — waste collection as of April 1, 2003. Therefore, the April 2003 total for April is 21,079. Board directed Staff to prepare a warrant for $178,201.87 to Costa Mesa Disposal on May 1, 2003, for payment for April trash collection based on the April count of 21,079. Monthly Spill Report to The Monthly Spill Report to the Regional Water Regional Water Quality Quality Control Board (RWQCB) for March 2003 Control Board (RWQCB) was accepted as submitted. ekwml.'�O COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING APRIL 11, 2003 PAGE 3 • Safety /Loss Control The Minutes for the Safety /Loss Control Meeting of Meeting — March 18, 2003 March 18, 2003, were approved as distributed. ENGINEER'S REPORTS Project Status Report The Project Status Report dated April 2003, was accepted as submitted. TREASURER'S REPORTS Financial report as of The Financial Report as of March 31, 2003, was March 31, 2003 accepted as submitted. Report of Monies on The Report of Monies on Deposit as of March 31, Deposit as of 2003, was received and filed. March 31, 2003 Warrant 2003 -10 for April Warrant Resolution #CMSD 2003 -10 was 2003 in the amount of approved, authorizing the President and Secretary $255,275.51 to sign the warrant and instructing the Treasurer to draw a warrant from the Costa Mesa Sanitary • District General Fund in the amount of $255,275.51. Directors Expenses for the Director Expenses for the Month of March 2003 Month of March 2003 were ratified as follows: Director Ferryman: $1020.00+ $7.98 Director Perry: $850.00 President Schafer: $1,020.00 + $91.25 Vice President Woodside: $340.00 Director Worthington: $1020.00 + 4.40 ......................... END OF CONSENT CALENDAR .......................... Mr. Fauth introduced Angie Buyayo, an intern from LICI, assisting the District in exploring options in the disposal of e- waste. WRITTEN COMMUNICATIONS Mr. Hamers reported receiving a letter from Ms. Sharon Blakely, Principal, Whittier Elementary, dated March 28, 2003. Ms. Blakely expressed her gratitude to the Board for the $400 award for participation in the Telephone Book • Recycling Program. Ms. Blakely advised the funds will go toward the purchase of books for the students. L • • '� „ „ „,,, „� COSTA MESA SANITARY DISTRICT .e MINUTES OF BOARD OF DIRECTORS REGULAR MEETING ,eb „ „� � APRIL 11, 2003 PAGE 4 Mr. Hamers reported receiving a card from the Orange County Council of the Boy Scouts of America thanking the District for check for $100.00, a portion of monies received from the sale of a set of 1928 model Ford rims and tires that had been brought to the Used Tire Roundup. PUBLIC COMMENTS There were no public comments made, no public in attendance. MANAGER'S REPORTS ANTI- SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT REPORTS POLICE REPORT Mr. Hamers presented a memorandum providing the scavenging statistics for March as follows: Location Calls for Service Cite /Arrest Area 1 2 0 Area II 0 0 Area III 1 0 Area IV 0 0 TOTAL 3 0 DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT Mr. Hamers presented the ordinance enforcement summary report for the four -week period beginning February 24, 2003 and ending March 23, 2003. Mr. Shef distributed approximately 25 courtesy flyers during this period. Mr. Shef will be attending a training class on civil citation issuance. ......... COSTA MESA SANITARY DISTRICT - MINUTES OF BOARD OF DIRECTORS REGULAR MEETING APRIL 11, 2003 �'Oeroun° D A � C C • CMSD STRATEGIC PLANNING ACTION ITEMS 2003 Mr. Hamers presented the Strategic Planning Action Items list with status for each item for reference purposes. ITEM 1.2 - INSTITUTIONAL ISSUES Mr. Hamers reported a committee consisting of Directors Schafer and Ferryman met with Mr. Alan Roeder to discuss the issues. Discussion was held regarding various locational options. President Schafer reported there may be a joint study session with the City Council scheduled for May 2003. Mr. Burns requested to have input into the legal ramifications of acting on the one -year notice provision to the City. Director Ferryman motioned to approve May 29th at 4:00 p.m. for the Special Meeting to discuss Item 1.2, Institutional Issues, and June 6th at noon for the Budget Meeting. Director Woodside seconded. Motion carried 4 -0. • RECYCLING REPORTS WASTE DIVERSION REPORT - MARCH 2003 The Waste Diversion Report for March depicted a diversion rate of 50.02 percent. Director Perry motioned to receive and file the Waste Diversion Report. Director Ferryman seconded. Motion carried 4 -0. CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND DISPOSAL FOR MARCH 2003 PAYMENT FOR MARCH 2003 SERVICES Director Woodside motioned to approve contract payment to CR Transfer for recycling services and disposal for the month of March 2003, in the amount of $152,005.54, subject to verification of the diversion report by Staff. Director Ferryman seconded. Motion carried 4 -0. • 050 COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING APRIL 11, 2003 PAGE 6 • STANDARDIZED CONTAINER PROGRAM LIFTING BAR REPLACEMENT UPDATE Mr. Fauth reported he has not seen any of the updated lifting bars sustaining damage. Mr. Fauth reported there are still containers requiring retrofit that were not available for update during the first stage of repairs. PURCHASE OF CONTAINER INVENTORY Mr. Fauth presented the Standardized Container Post Distribution Data report. Mr. Fauth reported the District has purchased an additional 1266 containers since June 2002. The additional containers were used as replacement for damaged or stolen containers or to fulfill customer requirements of supplementary containers. Mr. Fauth estimates an additional 1,000 containers will be needed to provide necessary replacement containers as well as those required for new development through the end of the year. Mr. Fauth reported Roto Industries maintained their original price per • container beyond the timeframe originally stated, but will be increasing their price for the new containers. Mr. Fauth suggested the District consider purchasing the year's supply of new containers before the price increase has been instituted. The new containers will be stored at Roto until needed, at no cost to the District. Director Perry motioned to ratify the purchase 1266 containers since June of 2002 and approval of 1,000 new containers to place into inventory for new and replacement containers for the following year in the amount of $56,434.07, plus tax. Director Woodside seconded. Motion carried 4 -0. RESPONSIBILITY FOR REPLACEMENT CONTAINERS All future purchases over $5,000 will be brought to the Board for approval. The District will still continue to supply containers at no direct cost to the resident for existing residences. • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING APRIL 11, 2003 �roun° PAGE 7 • CMSD /CCM /MCWD LIAISON COMMITTEE MEETING - MARCH 24, 2003 Mr. Hamers reported there was a Liaison Committee Meeting attended by Directors Schafer and Ferryman, Mr. Hamers and Ms. Revak. Directors Schafer and Ferryman provided a brief synopsis. The District's participation in CostAmazing was discussed. RECYCLING COMMITTEE - APRIL 3, 2003- 11:30 A.M. DIRECTOR WORTHINGTON AND DIRECTOR FERRYMAN E -WASTE PRESENTATION Mr. Fauth introduced Angie Buyayo, UCI intern, to provide an overview on her research and recommendations for the Costa Mesa Sanitary District residential and business e- waste. Ms. Buyayo presented a report on her research and provided recommendations and advised the District on the next steps to be taken. • Ms. Buyayo recommended Curbside recycling for residential uses and E- Recycling for businesses. Ms. Buyayo recommended the District review the options including performing a survey of Costa Mesa residents and publication of a brochure on the subject of e- waste. Ms. Buyayo additionally recommended a pilot program. Mr. Hamers noted the disposal of a -waste has advanced from what was available a few years ago to new options for both residents and businesses. STRATEGIC PLANNING 2003 - PUBLIC OUTREACH - CLASSROOM RECYCLING PROJECT Mr. Hamers reported the Committee felt schools would most likely entertain two items: the half -hour presentation given at the 6`h grade level consisting of a 15- minute video and 15- minute question and answer session and a science project. The Committee determined that a science project of the worm farm would be best started in September so the children can watch the composting • project through the school year, although the groundwork for the program will begin right away. 6100 COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING APRIL 11, 2003 PAGE 8 • EARTH DAY - TUESDAY, APRIL 22, 2003 The Committee is striving for an Earth Day event. Director Worthington will provide further information regarding Earth Day. ENGINEER'S REPORTS ANNEXATION NO. 252 - HOME RANCH, MAKING APPLICATION TO LAFCO — CMSD RESOLUTION No. 2003 -666 Mr. Hamers presented Resolution No. 2003 -666, A RESOLUTION OF APPLICATION BY THE COSTA MESA SANITARY DISTRICT REQUESTING THE LOCAL AGENCY FORMATION COMMISSION TO TAKE PROCEEDINGS FOR THE ANNEXATION OF TERRITORY, BEING ENGINEER'S NO. 252. Director Perry motioned to adopt Resolution No. 2003 -666, Home Ranch, Making Application to LAFCO. Director Ferryman seconded. Motion carried 4 -0. • WASTE DISCHARGE REQUIREMENTS - (WDR) SEWER SYSTEM MANAGEMENT PLAN Mr. Hamers reported the District has a Sewer System Management Plan in place and it is on file with the State Water Quality Control Board. Staff is going to expand the portion of preventative maintenance program. LEGAL AUTHORITY Mr. Burns reported he had already prepared the legal authority portion for the District, but reports a breakthrough in the City side. Mr. Burns explained the Uniform Building Code is generally required to be standard throughout the state. The only authority a City would have to vary that would be if they can make the finding that there are local climactic, topographical, or geographic features that would justify a change to the Uniform Building Code. Mr. Burns reported by linking the Santa Ana River and the pollution to the Pacific Ocean, the District's Ordinance can read the way the District requires and not be reliant on a City building official's determination as to whether or not grease devices are installed. E COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING 3 a *��.,m APRIL 11, 2003 PAGE 9 • MODEL GREASE ORDINANCE Mr. Burns reported the Committee has expanded to include the following: • Mr. Burns • Orange County Sanitation District Attorney • City of Orange Attorney • City of Anaheim representative. Mr. Burns reported the County has contacted the City of Costa Mesa about performing inspection of grease interceptor devices as part of their health inspections. The City would have to establish legal authority for this arrangement. TREASURER'S REPORTS ANALYSIS OF TRASH HAULING EXPENSES Mr. Puckett reported he is continuing to gather information from Costa Mesa Disposal and Mr. Mike Reed, their accountant, regarding review in terms of whether or not a rate increase during the mid contract term is justified based on the financial situation. Mr. Puckett distributed a spreadsheet with some of the items he is looking at and provided a synopsis to the Board of his findings to date. INVESTMENT OVERSIGHT COMMITTEE MEETING HELD APRIL 11, 2003 The Investment Oversight Committee Meeting was held on April 11, 2003, and the minutes will be provided at the May regular board meeting. Mr. Puckett distributed a flyer from the State of California Office of the Treasurer entitled "LAIF Moneys Protected By Statute" stating the State cannot borrow or withhold LAIF monies. BUDGET CALENDAR Mr. Puckett reported the Budget calendar distributed to Board members contains key milestone dates in terms of budget preparation and process for the fiscal year 2003 -04 budget. The date of Friday, June 6th at noon was set for discussion of the budget. 64N,0 COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING APRIL 11, 2003 PAGE 10 • STATE BUDGET Mr. Puckett provided a copy of the Priority Focus newsletter published by the League of California Cities. Information outlining the current status of the State's budget deficit elimination deliberations are summarized in the newsletter. ATTORNEY'S REPORTS TRANSFER AGREEMENT OF ARLINGTON DRIVE SEWERS FROM OCSD TO CMSD Mr. Burns presented the Transfer Agreement of Arlington Drive Sewers from OCSD to CMSD for the Board's approval. Director Woodside motioned to approve the Transfer Agreement. Director Ferryman seconded. Motion carried 4 -0. STRATEGIC PLANNING 2003 - EARMARKING DISTRICT RESERVES: LEGAL OPINION Mr. Burns presented a report on earmarking of District Reserves. Mr. Burns • requested the information contained in the legal opinion be treated as attorney - client privilege. RESOLUTION NO. 2003 -667 - ORDERING THAT PUBLICATION OF ORDINANCE NO. 40 HAS OCCURRED Mr. Burns introduced Resolution No. 2003 -667, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ORDERING THAT PUBLICATION OF ORDINANCE NO. 40 AMENDING THE DISTRICT'S OPERATIONS CODE AND CLARIFYING HOW THE DISTRICT WILL PAY FOR STANDARDIZED TRASH CONTAINERS FOR NEWLY DEVELOPED PROPERTY HAS OCCURRED. RESOLUTION NO. 2003 -668 - ORDERING THAT PUBLICATION OF ORDINANCE NO. 41 HAS OCCURRED Mr. Burns introduced Resolution No. 2003 -668, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ORDERING THAT PUBLICATION OF ORDINANCE NO. 41 ENACTING GREASE CONTROL REGULATIONS HAS OCCURRED. U GNP, COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING APRIL 11, 2003 PAGE 11 • RESOLUTION NO. 2003 -669 - ORDERING THAT PUBLICATION OF ORDINANCE NO. 42 HAS OCCURRED Mr. Burns introduced Resolution No. 2003 -669, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ORDERING THAT PUBLICATION OF ORDINANCE NO. 42 REQUIRING CONTRACTORS TO POST PERFORMANCE AND LABOR AND MATERIALS BONDS HAS OCCURRED. RESOLUTION NO. 2003 -670 - ORDERING THAT PUBLICATION OF ORDINANCE NO. 43 HAS OCCURRED Mr. Burns introduced Resolution No. 2003 -670, A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT ORDERING PUBLICATION OF ORDINANCE NO. 43 ESTABLISHING THAT THE MILEAGE RATE SHALL BE AS ESTABLISHED BY THE INTERNAL REVEUE SERVICE HAS OCCURRED Director Woodside motioned to adopt Resolutions 2003 -667, 2003 -668, 2003- 669, and 2003 -670. Director Perry seconded. Motion carried 4 -0. • LOCAL MEETINGS ORANGE COUNTY SANITATION DISTRICT REGULAR MEETING - MARCH 26, 2003 (DIRECTOR FERRYMAN Director Ferryman attended the March 26, 2003 meeting and reported the following: • 16 million dollar asset management contract Director Ferryman reported he spoke to Blake Anderson regarding the CMSD pump station abandonment project and a meeting with Newport Beach and CMSD will be arranged to discuss the issue. MESA CONSOLIDATED WATER DISTRICT - MARCH 27, 2003 (DIRECTOR PERRY) Director Perry attended the Mesa Consolidated Water District Board Meeting and reported the following: • • Two firms bidding for an auditing contract gave presentations Approval by Board after presentations. � COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING APRIL 11, 2003 PAGE 12 • SANTA ANA RIVER FLOOD PROTECTION AGENCY (SARFPA) - MARCH 27, 2003 (DIRECTOR PERRY) Director Perry attended the Santa Ana River Flood Protection Agency Meeting and reported the following: • Construction of the first phase construction for the Prado Dam improvements with Yeager /Skanska Construction Company as low bidder • Status of state subvention fund • Full agency meeting to be held on June 26, 2003 INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC) President Schafer attended the April 8, 2003, ISDOC meeting and reported the following: • Terry Dunsing, Emergency Operations of Orange County, gave an update on OCEMO. • Grant monies • Directories to be distributed soon • Phil Anthony on OCCOG gave a report on members and is working hard to increase membership • President Schafer provided a CSDA and LAFCO report to the Board • May 291h General Meeting for ISDOC - Dana Smith scheduled as speaker on MSR's (Municipal Service Reviews) and how the reviews will function. LOCAL AGENCY FORMATION COMMISSION ( LAFCO) President Schafer attended the April 9, 2003 LAFCO meeting and reported the following: • Public hearing with reports on annexation • Budget adoption for Fiscal Year 2003 -04 • Continuing an existing LAFCO Staff position (Retaining a Policy Analyst that had been shared with the County) • Chair appointed a committee of two to interview a fiscal consultant firm • Susan Wilson, Commissioner, welcomed back after traveling 8 countries in Europe for 5 months • ' COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING APRIL 11, 2003 PAGE 13 • WATER ADVISORY COMMITTEE OF ORANGE COUNTY (WACO) President Schafer attended the April 4, 2003, WACO meeting and reported the following: • Guest Speaker on OSA Negotiations. • The Imperial County Perspective by Andy Horn, Director of Imperial Irrigation District. • 20 million dollars spent on Salton Sea • Economic Benefit of the Winter Rainfall by Craig Miller, Assistant General Manager, Orange County Water District. • May 2, 2003 next meeting — joint meeting with Orange County Water District ORANGE COUNTY COUNCIL OF GOVERNMENTS ( OCCOG) President Schafer attended the March 27, 2003 OCCOG meeting and reported the following: • Policy Committee looking at Strategic Working Group • World Trade information . • 11 votes on SCAG (most dense county in U.S.) • Next meeting will be a review of the Oversight Committee • President Schafer provided her notes for the Board's perusal CHAMBER OF COMMERCE President Schafer attended the April 1, 2003, Chamber of Commerce meeting and reported the following: • Updated information on who each person represents • Awards ceremony at luncheon President Schafer reported she will be attending a retirement dinner for the outgoing police chief. Staff will prepare a Proclamation for President Schafer to present. CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA) President Schafer reported there were 32 new legislators. The Governor has appointed a committee of five to provide recommendations. • President Schafer will attend the next meeting on May 9, 2003, in Sacramento. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING s APRIL 11, 2003 PAGE 14 • CSDA GOVERNANCE ACADEMY — GOVERNANCE FOUNDATIONS APRIL 10, 2003, SANTA ANA (PRESIDENT SCHAFER, DIRECTOR FERRYMAN, DIRECTOR WORTHINGTON) The April 10, 2003 workshop was rescheduled by CSDA to May 1, 2003. CSDA GOVERNMENT AFFAIRS DAY — APRIL 1 -2, 2003, SACRAMENTO (PRESIDENT SCHAFER AND DIRECTOR WORTHINGTON) President Schafer and Director Worthington attended the Government Affairs Day 2003 in Sacramento and President Schafer reported it was very worthwhile. President Schafer met with legislators and exchanged tapes and information with several people from other districts. President Schafer attended the following courses: • CSDA Legislative Review • Ralph Heim, Legislative Review Advocate • State Budget Crisis: What it means for your district's future Elizabeth Hill, Legislative Analyst Jean Ross, California Budget Project Jonathan Coupal, California Taxpayers Association Pat Leary, CSAC Dwight Stenbakken, League of California Cities • Increase Your Advocacy Power Porter Novelli, CSDA Grassroots Outreach Campaign • California Fiscal Outlook Steve Peace, Director of Finance • Changing Face of the California Legislature Steve Swatt Porter Novelli • Ethics for Special District Governing Officials Judy Nadler, Markkula Center for Applied Ethics • • Keynote Speaker Dan Walters • eb-W COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING APRIL 11, 2003 PAGE 15 r 1 U CSDA EXCEPTIONAL PUBLIC OUTREACH AWARD Mr. Hamers presented a proposed entry for the CSDA Exceptional Public Outreach Award consisting of the District's video, "Working for You" in the public outreach notebook. The Board concurred with the entry. OLD BUSINESS COSTAMAZING - CITY OF COSTA MESA 50 -YEAR ANNIVERSARY Mr. Hamers reported the City will be getting back to Staff with options for participation. NEW BUSINESS Director Ferryman motioned to approve payment of invoice to Rauch Communications Consultants in the amount of $5,281.12. Director Perry seconded. Motion carried 4 -0. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS Mr. Hamers presented the Costa Mesa Sanitary District Spring 2003 Newsletter for the Board's review and comments. Discussion was held regarding the school classroom recycling project and notifying school officials of the article in the newsletter. ADJOURNMENT At 1:25 p.m., President Schafer adjourned the meeting. • SECRETARY'