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Minutes - Board - 2003-10-080 COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 8, 2003 CALL TO ORDER The Board of Directors of the Costa Mesa Sanitary District met in regular session on October 8, 2003, at 6:00 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 6:00 p.m. Director Ferryman led the pledge. Director Woodside gave the invocation. DIRECTORS PRESENT: Arlene Schafer, Art Perry, James Ferryman, Dan Worthington, Greg Woodside DIRECTORS ABSENT: None STAFF PRESENT: Robin Hamers, Manager /District Engineer; Alan Burns, Legal Counsel; Tom Fauth, Assistant Manager; Joan Revak, Clerk of the District; Marc Puckett, Treasurer; Bobby Young, Finance; Ron Shef, District Ordinance Enforcement Officer; Debbie Bjornson, Permit Processing Specialist; Denise Gilbert, Permit Processing Specialist. • OTHERS PRESENT: None • LJ • e0 ;:;T- COSTA MES A SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 8, 2003 PAGE 2 . ............................... CONSENT CALENDAR. ............................... Director Perry motioned to approve the Consent Calendar as presented. Director Worthington seconded. Motion carried 5 -0. REPORTS MINUTE APPROVAL Minutes of Recycling The Minutes of the Recycling Committee Meeting of Committee Meeting, September 3, 2003, were approved as distributed. September 3, 2003 Minutes of Regular The Minutes of the Regular Meeting of September 5, Meeting, 2003, were approved as distributed. September 5, 2003 Minutes of Special The Minutes of the Special Meeting of September 29, Meeting, 2003, were approved as distributed. September 29, 2003 MANAGER'S REPORTS Occupancy Report and The Revised Trash Occupancy Count documented a Payment of $181,959.33 decrease of 3 units for the occupancy report for solid to Costa Mesa Disposal — waste collection as of October 1, 2003. Therefore, October 2003 the total for October is 21,085. Board directed Staff to prepare a warrant for $181,959.33 to Costa Mesa Disposal on November 1, 2003, for payment for October trash collection based on the October count of 21 ,085. Monthly Spill Report to The Monthly Spill Report to the Regional Water Regional Water Quality Quality Control Board (RWQCB) for September Control Board (RWQCB) 2003 was accepted as submitted. Standardized Container The Standardized Container Program — Lifting Bar Program — Lifting Bar Replacement Update was accepted as submitted. Replacement Update U �0' " "4jg COSTA MESA SANITARY DISTRICT "s' $ MINUTES OF BOARD OF DIRECTORS REGULAR MEETING 'b �,,n OCTOBER 8, 2003 PAGE 3 ENGINEER'S REPORTS Project Status Report The Project Status Report dated October 2003, was accepted as submitted. Minutes of Safety /Loss The Minutes for the Safety /Loss Control meeting of Control Meeting September 17, 2003, were accepted as submitted. TREASURER'S REPORTS Financial Report as of The Financial Report as of September 30, 2003, September 30, 2003 was accepted as submitted. Report of Monies on The Report of Monies on Deposit as of September Deposit as of 30, 2003, was received and filed. September 30, 2003 Warrant 2004 -04 for Warrant Resolution #CMSD 2003 -04 was September 2003 in the approved, authorizing the President and Secretary amount of $419,075.90 to sign the warrant and instructing the Treasurer to • draw a warrant from the Costa Mesa Sanitary District General Fund in the amount of $419,075.90. Directors Expenses for the Director Expenses for the Month of September Month of September 2003 2003 were ratified as follows: Director Ferryman: $340.00 Director Perry: $680.00 President Schafer: $1,020.00 + 458.58 Vice President Woodside: $510.00 Director Worthington: $680.00 .......................... END OF CONSENT CALENDAR .......................... WRITTEN COMMUNICATIONS Mr. Hamers reported there were no written communications received. PUBLIC COMMENTS • There were no public comments made, no public in attendance. • �s� " " "'••t COSTA MESA SANITARY DISTRICT -s' -r $ MINUTES OF BOARD OF DIRECTORS REGULAR MEETING `'e., . OCTOBERS, 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 September as follows: Location Calls for Service Cite /Arrest Area 1 0 5 Area II 1 0 Area III 1 5 Area IV 0 0 TOTAL 2 10 DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT Director Worthington reported he participated in a ride along with Mr. Shef and Costa Mesa Councilman Allan Mansoor to view commercial and multifamily • dwellings where the dumpsters were overfilled and appliances and furniture littered alleyways. Mr. Hamers presented the ordinance enforcement summary report for the four - week period beginning August 25, 2003 and ending September 21, 2003. Mr. Shefs summary report contained the following information: • 25 flyers given to residents and 8 containers oversprayed and ID tagged. • A scavenger vehicle taking newspapers (repeat offender) was observed and photographed and information forwarded to Staff. Mr. Shef suggested reminding residents to place newspapers inside the containers. Mr. Hamers suggested Mr. Shef leave a green card at the residence with the item circled when he discovers newspapers left beside containers. Denise Gilbert arrived at 6:10 p.m. CMSD STRATEGIC PLAN YEAR 2003 ACTION ITEMS Mr. Hamers presented the Strategic Planning Action Items list with status for each item for reference purposes. Director Woodside motioned to receive • and file the report. Director Ferryman seconded. Motion carried unanimously. • " "' COSTA MESA SANITARY DISTRICT 41 ° - MINUTES OF BOARD OF DIRECTORS REGULAR MEETING 0 OCTOBER 8, 2003 PACE 5 INSTITUTIONAL ISSUES - SPECIAL MEETING - MONDAY, OCTOBER 13, 2003 AT 6:00 P.M. There will be a Special Meeting on Monday, October 13, 2003, at 6:00 p.m. to discuss Institutional Issues. VARIABLE RATE STRUCTURE FOR TRASH COLLECTION PROGRAM Mr. Fauth reported Staff has been investigating options for a variable rate structure. Discussion was held regarding the possible options. Mr. Fauth will distribute copies of a publication to Directors with information regarding variable rate structure programs. President Schafer motioned to direct Staff to finish their research on a variable rate structure for trash collection and include the item on the 2004 Strategic Plan for consideration. With the impending management change at Costa Mesa Disposal, it will be 2004 before a variable rate structure can be considered. Director Woodside seconded. Motion carried 5 -0. • PUBLIC OUTREACH Mr. Hamers provided an overview of a memorandum dated September 10, 2003, on expanding the public outreach program and satisfying the strategic planning action item. RECYCLING REPORTS WASTE DIVERSION REPORT - AUGUST 2003 Director Perry motioned to receive and file the Waste Diversion Report for August, showing a diversion rate of 50.05. Director Ferryman seconded. Motion carried 5 -0. WASTE DIVERSION REPORT - SEPTEMBER 2003 The Waste Diversion Report for September has not yet been received. is • # " "'A•.& COSTA MESA SANITARY DISTRICT >3 5 MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 8, 2003 PAGE CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND DISPOSAL FOR SEPTEMBER 2003 PAYMENT FOR AUGUST 2003 SERVICES Director Perry motioned to approve contract payment to CR Transfer for recycling services and disposal for the month of August 2003, in the amount of $167,060.57. Director Ferryman seconded. Motion carried 5 -0. PAYMENT FOR SEPTEMBER 2003 SERVICES Director Perry motioned to approve contract payment to CR Transfer for recycling services and disposal for the month of September 2003, in the amount of $174,887.25, subject to verification by Staff of the Waste Diversion Report. Director Ferryman seconded. Motion carried 5 -0. STANDARDIZED TRASH CONTAINER PROGRAM Mr. Hamers reported there were no updates to report. • ORANGE COUNTY RESIDENTIAL TRASH COLLECTION SURVEY- OCTOBER 2003 Ms. Revak presented the Orange County Residential Trash Collection Survey for the Board's review. Ms. Revak reported 15 cities had an increase in their trash collection rate and Irvine and Mission Viejo reported decreases. Ms. Revak reported 14 cities have a variable rate structure. The average monthly rate is $13.04. RECYCLING COMMITTEE - OCTOBER 7, 2003- 9:00 A.M. DIRECTOR WORTHINGTON AND PRESIDENT SCHAFER STRATEGIC PLANNING 2003 - PUBLIC OUTREACH - CLASSROOM RECYCLING PROJECTS Director Worthington reported the vermi- composting project is underway with five worm containers placed in two schools. Mr. Fauth reported $416 has been spent on the program to date. COSTAMAZING- DISTRICT PARTICIPATION Director Worthington brought in a sample of peppercorns he picked for distribution at the District's booth at the Fairview Park on February 7, 2004. • Ms. Revak will locate plastic bags for the insert and peppercorn samples. • �s' °'•4 COSTA MESA SANITARY DISTRICT s ° - a MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 8, 2003 PAGE 7 MINI- TELEPHONE BOOK RECYCLING PROGRAM Ms. Revak reported the Mini Telephone Book Recycling Program ended on September 19, 2003 with 1,800 books collected. 2003 SCHOOL TELEPHONE BOOK RECYCLING PROGRAM Ms. Revak reported the 2003 Telephone Book Recycling Fundraising Opportunity and Contest letters have been sent to the schools and responses are coming in. The program will run from December 1, 2003 to January 12, 2004. USED TIRE ROUND UP— SATURDAY, OCTOBER 11, 2003 Director Worthington reported the Used Tire Round -Up will be held on Saturday, October 11, 2003 from 10:00 a.m. to 2:00 p.m. at the City Corporation Yard. Director Worthington reported he wished to discuss an item not on the agenda. • Director Perry motioned to consider a nonagenda item based on the fact that the need arose after the agenda was prepared and there is a need to take immediate action. Director Woodside seconded. Motion carried 5 -0. Director Worthington reported being contacted by the Orange Coast College Recycling Center regarding approximately 400 used tires that had been illegally dumped at their facility on Adams Avenue. Mr. Michael Carey, Recycling Coordinator, requested the District's assistance in disposing of the tires. The cost to remove the tires would be approximately $400. Director Woodside motioned to approve assistance in the disposal of the tires at the Orange Coast College Recycling Center, not to exceed $500.00, subject to verification that the Orange Coast College Recycling Center is a nonprofit organization. Director Perry seconded. Motion carried 5 -0. • r1 LJ a COSTA MESA SANITARY DISTRICT "s $ MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 8, 2003 PAGE 8 ENGINEER'S REPORTS WASTE DISCHARGE REQUIREMENTS — (WDR) GENERAL UPDATE Mr. Hamers presented a copy of the letter and accompanying materials mailed to food service businesses in the District to introduce the new grease control program. Mr. Burns reported a draft ordinance was completed on October 7, 2003. Mr. Burns thanked Mr. Hamers for his input and contribution to the ordinance. REPORT ON EMERGENCY WORK Mr. Hamers provided a synopsis of two emergency repairs, the Napoli Way sewer main and 23rd Street pumping station electrical panel, made on an immediate basis so as not to endanger the public. Director Perry motioned to approve the report on emergency work. Director • Woodside seconded. Motion carried 5 -0. TREASURER'S REPORTS INVESTMENT OVERSIGHT COMMITTEE (PRESIDENT SCHAFER AND DIRECTOR FERRYMAN) Mr. Puckett reported the Investment Oversight Committee met on October 8, 2003, and a report will be provided at the November regular meeting. INVESTMENT AUDIT REPORT Mr. Puckett provided an overview of the Report of Independent Certified Public Accountants on Agreed -Upon Procedures Applied to Investment Portfolio performed by Conrad and Associates, L.L.P. Mr. Puckett reported in all cases the auditors found the investments of the District were in conformance with the investment policy guidelines. UPDATE OF POOLE V. COUNTY OF ORANGE Mr. Puckett provided an article from the September 25, 2003 edition of the Los Angeles Times regarding the status of the Robert Poole v. Orange County • lawsuit. A hearing has been set in the 4`h District Court of Appeal in Santa for December 16, 2003. COSTA MESA SANITARY DISTRICT ? - a MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 8, 2003 PAGE 9 ATTORNEY'S REPORTS Mr. Burns had nothing to report. LOCAL MEETINGS ORANGE COUNTY SANITATION DISTRICT REGULAR MEETING — SEPTEMBER 24, 2003 (DIRECTOR FERRYMAN) Director Ferryman attended the September 24, 2003 meeting and reported the following: • Review counsel's contract • Contesting of contractor's bid • Profit and Loss Statement for Tule Ranch INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY (ISDOC) President Schafer attended the Executive Board Meeting on October 7, 2003. • ISDOC QUARTERLY MEETING — OCTOBER 30, 2003 President Schafer reported the Quarterly Meeting will be held on October 30, 2003, 11:30 a.m. at the MWDOC Headquarters in Fountain Valley. The Honorable Thomas W. Wilson, Chairman, Orange County Board of Supervisors, will be speaking. All Directors will be in attendance. LOCAL AGENCY FORMATION COMMISSION (LAFCO) President Schafer attended the September 8, 2003; LAFCO public hearing and discussed the following. • Update on legislation • Update on MSRs • Update on Cal -LAFCO Conference in San Francisco on September 23 -26 CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA) President Schafer attended the 3'd Governance Workshop on Finance on Monday, September 22, and the Annual Conference of CSDA on Tuesday through Thursday, September 23 -25. • • 0 ®RIN'. COSTA MESA SANITARY DISTRICT MINUTES OF BOARD OF DIRECTORS REGULAR MEETING OCTOBER 8, 2003 PAGE 10 OLD BUSINESS There was no old business discussed. NEW BUSINESS SPECIAL DISTRICT INSTITUTE (SDI) ADMINISTRATION SEMINAR OCTOBER 16 -17, 2003 The Special District Administration Seminar will be held October 16 -17, 2003. No Directors expressed an interest in attending the Seminar. ORAL COMMUNICATIONS AND DIRECTOR COMMENTS President Schafer reported she reserved the Golden Dragon for December 18, 2003, for a District holiday party. Mr. Hamers thanked Debbie and Denise for attending the meeting and commended them for the excellent job they perform. Director Worthington thanked Mr. Burns for opening his home for the recent Oktoberfest. CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION 54956.9 TO DISCUSS ANTICIPATED LITIGATION (1 CASE) President Schafer adjourned to a closed session at 7:33 p.m. President Schafer returned to the Regular meeting at 8:02 p.m. reporting no action was taken during the closed session. ADJOURNMENT At 8:03 p.m., President Schafer adjourned the meeting. tECRETAR'