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Minutes - Board - 2003-07-090 • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 91 2003 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on July 9, 2003, at 5:00 p.m. in Room 1 -A of the Civic Center, 77 Fair Drive, Costa Mesa. PLEDGE OF ALLEGIANCE INVOCATION ROLL CALL President Schafer called the meeting to order at 5:00 p.m. Director Worthington led the pledge. Vice President Woodside gave the invocation. DIRECTORS PRESENT: Arlene Schafer, Art Perry, Greg Woodside, James Ferryman, Dan Worthington DIRECTORS ABSENT: None STAFF PRESENT: Robin Harriers, Manager /Engineer; Alan Burns, Legal Counsel; Tom Fauth, Assistant Manager; Joan Revak, Clerk of the District; Marc Puckett, Treasurer; Bobby Young, Accounting Supervisor OTHERS PRESENT; None . ............................... CONSENT CALENDAR . ............................... COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 9, 2003 • PAGE 2 Mr. Fauth reported there was a revised Trash Occupancy Report showing an increase of 2 units and a total for July of 21,084. The payment to Costa Mesa Disposal is, therefore, $178,244.14 for July trash. Director Woodside motioned to approve the Consent Calendar with the revised Trash Occupancy Report. Director Perry seconded. Motion carried 5 -0. REPORTS MINUTE APPROVAL Minutes of Special Meeting, June 6, 2003 Minutes of Recycling Committee Meeting, June 10, 2003 Minutes of Regular Meeting, • June 12, 2003 MANAGER'S REPORTS The Minutes of the Special Meeting of June 6, 2003, were approved as distributed. The Minutes of the Recycling Committee Meeting of June 10, 2003, were approved as distributed. The Minutes of the Regular Meeting of June 12, 2003, were approved as distributed. Occupancy Report and The Trash Occupancy Count documented an Payment of $178,244.14 increase of 2 units in the occupancy report for to Costa Mesa Disposal — solid waste collection as of July 1, 2003. July 2003 Therefore, the total for July is 21,084. Board directed Staff to prepare a warrant for $178,244.14 to Costa Mesa Disposal on August 1, 2003, for payment for July trash collection based on the July count of 21,084. Monthly Spill Report to The Monthly Spill Report to the Regional Water Regional Water Quality Quality Control Board (RWQCB) for June 2003 Control Board (RWQCB) was accepted as submitted. ENGINEER'S REPORTS • Project Status Report The Project Status Report dated July 2003, was accepted as submitted. • • • COSTA MESA SANITARY DISTRICT "' MINUTES OF BOARD OF DIRECTORS REGULAR MEETING a JULY 9, 2003 PAGE 3 Safety /Loss Control The Minutes for the Safety /Loss Control Meeting Meeting of June 17, 2003, were accepted as submitted. June 17, 2003 TREASURER'S REPORTS Financial Report as of The Financial Report as of June 30, 2003, was June 30, 2003 accepted as submitted. Report of Monies on The Report of Monies on Deposit as of June 30, Deposit as of 2003, was received and filed. June 30, 2003 Warrant 2004 -01 for July Warrant Resolution #CMSD 2004 -01 was 2003 in the amount of approved, authorizing the President and Secretary $224,029.46 to sign the warrant and instructing the Treasurer Department to draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $224,029.46. Directors Expenses for the Director Expenses for the Month of June 2003 Month of June 2003 were ratified as follows: Director Ferryman: $680.00 + 8.64 Director Perry: $850.00 President Schafer: $1,020.00 + $15.12 Vice President Woodside: $340.00 Director Worthington: $510.00 .......................... END OF CONSENT CALENDAR ....••••.................• WRITTEN COMMUNICATIONS There were no written communications. PUBLIC COMMENTS There were no public comments made, no public in attendance. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 9, 2003 • PAGE 4 MANAGER'S REPORTS ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT REPORTS POLICE REPORT Mr. Hamers presented a memorandum providing the scavenging statistics for June as follows: Location Calls for Service Cite /Arrest Area 1 0 2 Area II 0 0 Area III 5 1 Area IV 0 0 TOTAL 5 3 • DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT Mr. Hamers presented the ordinance enforcement summary report for the four -week period beginning May 26, 2003 and ending June 22, 2003. Mr. Shefs summary report contained the following information: • Distribution of approximately 40 courtesy flyers during this period • Eliminated graffiti on 15 containers • Generating and mailing letters to residents where two or more notices have been left CMSD STRATEGIC PLANNING ACTION ITEMS 2003 Mr. Hamers presented the Strategic Planning Action Items list with status for each item for reference purposes. Mr. Hamers reported Staff is on schedule making presentations to the Board. ITEM 1.2 - INSTITUTIONAL ISSUES FOLLOW UP TO MAY 29, 2003, SPECIAL MEETING President Schafer reported the Board received a letter from Mayor Gary • Monahan dated July 2, 2003 in response to the District's letter dated May 29, 2003. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING $ JULY 9, 2003 • PAGE 5 A draft response letter to Mayor Monahan, City Council, and Allan Roeder was faxed to Board Members for review prior to the July meeting. Discussion was held on the content of the letter and revisions suggested. A final draft of the letter will be provided to all Board members before it is signed and mailed to City Council, Mayor Monahan, and Allan Roeder. ITEM 1.5 — REVIEW OF SPECIAL PROGRAMS Mr. Fauth presented a matrix entitled CMSD Simple Cost Benefit Analysis Summary of Special Programs. The matrix lists the programs, target customers, benefit, and cost information for each program. Mr. Fauth provided an explanation of the various features of the matrix. The Board concluded that the special programs are low cost, very effective, and well received by residents, and that all the programs will continue RECYCLING REPORTS • WASTE DIVERSION REPORT — JUNE 2003 The Waste Diversion Report for June had not yet been received. CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND DISPOSAL FOR JUNE 2003 PAYMENT FOR JUNE 2003 SERVICES Director Perry motioned to approve contract payment to CR Transfer for recycling services and disposal for the month of June 2003, in the amount of $162,727.59, subject to verification of the Waste Diversion Report by Staff. Director Woodside seconded. Motion carried 5 -0. STANDARDIZED CONTAINER PROGRAM COST OF CONTAINERS At the June 12, 2003 regular Board Meeting, the Board requested Staff review and provide information on residents paying up -front for additional and replacement containers. Mr. Hamers presented a memorandum outlining the current policy and providing two options of potential new • policies. Discussion was held. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 9, 2003 • PAGE 6 Director Woodside motioned leave the current policy in place and to continue the item until the four year Container Management Program provided by Roto Industries expires. Director Perry seconded. Motion carried 5 -0. LIFTING BAR REPLACEMENT UPDATE Mr. Fauth received a letter from Gary R. McKinsey, Roto Industries, Inc., dated June 6, 2003. Mr. McKinsey reported Roto will increase the number of routes on the semi bar replacement program the week following July 4 in the anticipation that more containers will be set out on the curb. Mr. Fauth provided a review of the Roto Bar Replacement Data matrix, depicting 34,689 bars, or 76.26 percent of bars have been replaced through the week ending June 27, 2003. RECYCLING COMMITTEE - JULY 9, 2003- 9:00 A.M. DIRECTOR WORTHINGTON AND DIRECTOR FERRYMAN • STRATEGIC PLANNING 2003 - PUBLIC OUTREACH - CLASSROOM RECYCLING PROJECTS Director Worthington reported the project is temporarily on hold waiting for the school district to make a determination on future classroom presentations and distribution of worm containers. Director Worthington has an appointment to meet with a representative of the school district and will provide a report at the August meeting. Mr. Fauth presented a sample customized active worm bin to the Board. COSTAMAZING - DISTRICT PARTICIPATION Director Worthington reported he is still looking into the information on the Pepper trees at the Sepulveda Adobe in Costa Mesa. Director Worthington was directed to a Mission San Luis Rey board member who is a direct descendent of Sepulveda. Director Worthington will contact him in the hopes of reviewing family documents to provide more information on the Pepper trees. • COSTA MESA SANITARY DISTRICT N. "' MINUTES OF BOARD OF DIRECTORS REGULAR MEETING g JULY 9, 2003 • PAGE 7 LARGE ITEM COLLECTION PROGRAM - 2003 Ms. Revak reported the Large Item Collection Program began on June 23 and will conclude on August 29, 2003. As of July 5, 2003, 96.85 tons were landfilled at a cost of $2,129.00. Recyclable White Goods totaled 37.84 tons, which amounted to a credit of $577.23. Ms. Revak will provide an update throughout the program. BIODIESEL FUEL FOR TRASH HAULING TRUCKS Director Worthington introduced information on biodiesel, a product which is typically 20 percent vegetable oil and 80 percent petroleum diesel. Director Worthington provided an informational sheet on the key advantages of biodiesel. Director Worthington reported there are three municipalities in California using exclusively biodiesel fueled trucks for trash pickup. Discussion was held regarding the Costa Mesa Sanitary District . requesting Costa Mesa Disposal to utilize biodiesel fuel in one test truck. Mr. Fauth will investigate a possible source for biodiesel fuel in the area in addition to obtaining approval for the use of Biodiesel fuel from the South Coast AQMD and the Air Resources Board. ENGINEER'S REPORTS WASTE DISCHARGE REQUIREMENTS - (WDR) GENERAL UPDATE PROJECT #172, WASTE DISCHARGE REQUIREMENTS (WDR) - PART 1 Mr. Burns requested direction from the Board on the restaurant grease control provisions that will be incorporated into the CMSD grease control ordinance as required under the RWQCB Waste Discharge Requirements. Discussion was held regarding the scope of work of Project #172. A special meeting was set for Monday, July 14th at 11:00 a.m., to discuss waste discharge requirements, policy and consultant agreement, and • trash collection tonnage. COSTA MESA SANITARY DISTRICT �`�� MINUTES OF BOARD OF DIRECTORS REGULAR MEETING a JULY 9, 2003 • c PACE 8 FOG PUBLIC EDUCATION Mr. Hamers requested the FOG Public Education item be tabled. TRANSFER OF SEWERS FROM OCSD TO CMSD PART 2 — WATSON AVE. SEWERS Mr. Harriers presented the report and requested approval in concept of the transfer of the Watson Avenue sewers from OCSD to CMSD. Director Worthington motioned to approve in concept the transfer of sewers from OCSD to CMSD — Watson Avenue sewers due to the rehabilitation and reconstruction of the sewers to become local sewers instead of regional sewers. Director Ferryman seconded. Motion carried 5 -0. Upon completion of construction, a formal transfer agreement will be presented to the Board. TREASURER'S REPORTS INVESTMENT OVERSIGHT COMMITTEE MEETING — JULY 9. 2003 (DIRECTORS FERRYMAN AND WORTHINGTON) • Mr. Puckett reported the Investment Oversight Committee Meeting was held on July 9, 2003, and the minutes will be provided in the August regular meeting packet. COSTA MESA DISPOSAL CPI ADJUSTMENT Mr. Puckett reported the CPI Adjustment for Costa Mesa Disposal is retroactive to July 1, 2003. The occupancy rate increase was calculated as follows: CPI for 2002 -2003 $8.4540 2003 -04 rate adjustment based on 0.1758 May 2002 to May 2003 CPI increase 2003 -04 trash rate per occupancy $8,6298 (Effective July 1, 2003) Director Ferryman motioned to approve the CPI Adjustment for Costa Mesa Disposal to $8.6298 per occupancy. Director Perry seconded. Motion carried 5 -0. • COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 9, 2003 • PAGE 9 CR TRANSFER CPI ADJUSTMENT Mr. Puckett reported the CPI Adjustment for CR Transfer is retroactive to July 1, 2003 and the adjustment is based on the May 2002 to May 2003 CPI increase. The increase in the transfer rate per ton was calculated as follows: Vice President Woodside motioned to approve the CPI Adjustment for CR Transfer, effective July 2003, to $49.85. Director Ferryman seconded. Motion carried 5 -0. STATE BUDGET UPDATE . Mr. Puckett reported the State budget deliberations are heating up and predicted the State legislators will adopt a budget sometime before August or September. The most recent budget proposal put forward in the Senate would include a one -time $1.2 billion cut to local units property taxes. This would take the form of the second coming of ERAF and increase the ERAF payments by local agencies by approximately 56 %. The District contributed $90,320.06 to the Education Revenue Augmentation Fund in fiscal year 2002- 2003. A 56% increase in this contribution would reduce the District's property tax revenues by an additional $50,579.23. Mr. Puckett will keep the Board apprised of any new developments. SDRMA RENEWAL INVOICE Mr. Puckett reported he reviewed the Special District Risk Management Authority (SDRMA) renewal invoice, as requested at the June regular meeting, to determine if there were possible alternatives available that might reduce the cost of insurance for the District. Mr. Puckett reviewed two options with the Board. Director Ferryman motioned to approve the SDRMA Renewal Invoice for • 2003 -2004 with $S.OM limits for G /L; A/L, and E &O at a cost of $48,814.06. Director Worthington seconded. Motion carried 5 -0. 2003 -04 2002 -03 Increase /(Decrease) Amount Percent Basic rate 38.85 38.06 $ 0.79 2.08% Landfill fee 11.00 11.00 0.00 0.00 Transfer rate 49.85 49.06 0.79 1.61% Vice President Woodside motioned to approve the CPI Adjustment for CR Transfer, effective July 2003, to $49.85. Director Ferryman seconded. Motion carried 5 -0. STATE BUDGET UPDATE . Mr. Puckett reported the State budget deliberations are heating up and predicted the State legislators will adopt a budget sometime before August or September. The most recent budget proposal put forward in the Senate would include a one -time $1.2 billion cut to local units property taxes. This would take the form of the second coming of ERAF and increase the ERAF payments by local agencies by approximately 56 %. The District contributed $90,320.06 to the Education Revenue Augmentation Fund in fiscal year 2002- 2003. A 56% increase in this contribution would reduce the District's property tax revenues by an additional $50,579.23. Mr. Puckett will keep the Board apprised of any new developments. SDRMA RENEWAL INVOICE Mr. Puckett reported he reviewed the Special District Risk Management Authority (SDRMA) renewal invoice, as requested at the June regular meeting, to determine if there were possible alternatives available that might reduce the cost of insurance for the District. Mr. Puckett reviewed two options with the Board. Director Ferryman motioned to approve the SDRMA Renewal Invoice for • 2003 -2004 with $S.OM limits for G /L; A/L, and E &O at a cost of $48,814.06. Director Worthington seconded. Motion carried 5 -0. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 9, 2003 PAGE 10 ATTORNEY'S REPORTS Mr. Burns reported he had no specific items on the agenda. LOCAL MEETINGS ORANGE COUNTY SANITATION DISTRICT REGULAR MEETING - JUNE 25, 2003 (DIRECTOR FERRYMAN Director Ferryman attended the June 25, 2003 meeting and reported the following: • Raised the rate increase to15 percent for the next 5 years. SANTA ANA RIVER FLOOD PROTECTION AGENCY (SARFPA) REGULAR MEETING - JUNE 26, 2003 (DIRECTOR PERRY) • Director Ferryman attended the June 26, 2003 meeting and reported the following: • Elected officers, Director Ferryman on executive committee, Jim Warner is president. MESA CONSOLIDATED WATER DISTRICT m MEETING - JUNE 24, 2003 (DIRECTOR FERRYMAN u q Director Ferryman attended the June 24, 2003 meeting and reported the M following: v N ro Rate increase of 16 cents v N v Director Worthington received a certificate of achievement for participation in the 2003 Water Issues Study Group. INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY (ISDOC) President Schafer attended the June 3, 2003, and July 1, 2003 meetings and reported the following: • Next Quarterly meeting with Supervisor Bill Campbell on Thursday, July 31. COSTA MESA SANITARY DISTRICT IP MINUTES OF BOARD OF DIRECTORS REGULAR MEETING M JULY 9, 2003 • PAGE 11 LOCAL AGENCY FORMATION COMMISSION ( LAFCO) President Schafer attended the July 9, 2003, LAFCO meeting and reported the following: • Emerald Bay Service District reorganization WATER ADVISORY COMMITTEE OF ORANGE COUNTY (WACO) President Schafer attended the June 6, 2003, WACO meeting and reported the following: • Chris Norby spoke on Orange County Water Issues from a County Supervisor's perspective • Matthew Stone, P.E., Associate General Manager, Municipal Water District of Orange County spoke on The Ripple Effect of MWD's new rate structure in Orange County ORANGE COUNTY COUNCIL OF GOVERNMENTS ( OCCOG) • President Schafer attended the June 26, 2003, OCCOG meeting and reported the following: • Phil Anthony did not attend due to a family emergency • Supervisor Bill Campbell sworn in • Noted that population in Orange County is currently 3,000,000 and will be built out by 2020 COSTA MESA CHAMBER OF COMMERCE President Schafer attended the July 7, 2003, Costa Mesa Chamber of Commerce meeting and reported the following: • Update on state budget from a federal look • Santa Ana River Conservancy Act, AB,496 • SIB 429 public utilities CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA) BOARD OF DIRECTORS - CALL FOR NOMINATIONS • • President Schafer reported she had no nomination. COSTA MESA SANITARY DISTRICT "" ' MINUTES OF BOARD OF DIRECTORS REGULAR MEETING JULY 9, 2003 • PAGE 12 PROPOSED BYLAW CHANGES Director Ferryman motioned to approve the bylaw changes Proposed Change #1 and Proposed Change #2. Director Perry seconded. Motion carried 5 -0. ORANGE COUNTY EMERGENCY MANAGEMENT ORGANIZATION ( OCEMO) President Schafer attended the OCEMO meeting and went on a tour of the facilities. Four training levels were explained to President Schafer at the meeting. OLD BUSINESS There was no Old Business to report. NEW BUSINESS 0 LAFCO FUNDING FOR FY 2003 -2004 IN THE AMOUNT OF $11,240.82 Director Ferryman motioned to approve LAFCO funding in the amount of $11,240.82. Director Woodside seconded. Motion carried 5 -0. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS Director Worthington suggested the District put the names of Staff on the letterhead. Staff will prepare some samples to bring back to the Board. President Schafer reminded Board members of the CostAmazing anniversary party at the Pacific Amphitheatre at the Orange County Fairgrounds — 7pm — 9:30pm on July 10. ADJOURNMENT At 7:45 p.m., President Schafer adjourned the meeting. •SECRiETARRY /�