Minutes - Board - 2004-09-080
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
SEPTEMBER 8, 2004
The Board of Directors of the Costa Mesa
CALL TO ORDER Sanitary District met in regular session on
September 8, 2004, at 6:00 p.m. at the
Costa Mesa City Hall, Room 1A.
President Schafer called the meeting to
order at 6:00 p.m.
PLEDGE OF ALLEGIANCE Director Perry led the Pledge of Allegiance
• INVOCATION Director Woodside gave the invocation.
ROLL CALL
DIRECTORS PRESENT: Arlene Schafer, Greg Woodside, Art Perry,
James Ferryman, Dan Worthington
DIRECTORS ABSENT: None
STAFF PRESENT: Robin Hamers, Manager /Engineer; Alan
Burns, Legal Counsel; Tom Fauth,
Assistant Manager; Joan Revak, Board
Secretary/Program Manager; Wendy Davis,
Treasurer; Sherry Kallab, Finance; Denise
Gilbert, Permit Processing Specialist;
Debbie Bjornson, Permit Processing
Specialist; Ron Shef, District Ordinance
Enforcement Officer
OTHERS PRESENT: None
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MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
•�" ^- SEPTEMBER 8, 2004
PAGE 2
. ............................... CONSENT CALENDAR . ...............................
Director Woodside motioned to approve the Consent Calendar as presented.
Director Ferryman seconded. Motion carried 5 -0.
REPORTS
MINUTE APPROVAL
Minutes of Recycling
Committee Meeting,
August 10, 2004
Minutes of Regular
Meeting,
August 12, 2004
Minutes of Special
Meeting,
September 2, 2004
MANAGER'S REPORTS
Refunds
The Minutes of the Recycling Committee Meeting
of August 10, 2004, were approved as distributed.
The Minutes of the Regular Meeting of August 12,
2004, were approved as distributed.
The Minutes of the Special Meeting of September
2, 2004, were approved as distributed.
There were no refunds requested for the month of
August 2004.
Occupancy Report and The Trash Occupancy Count documented an
Payment of $188,316.00 increase of 14 units for the occupancy report for
to Costa Mesa Disposal — solid waste collection as of September 1, 2004.
September 2004 Therefore, the total for September is 21,186.
Board directed Staff to prepare a warrant for
$188,316.00 to Costa Mesa Disposal on October 1,
2004, for payment for September trash collection
based on the September count of 21,186.
Monthly Spill Report to The Monthly Spill Report to the Regional Water
Regional Water Quality Quality Control Board (RWQCB) for August 2004
Control Board (RWQCB) was accepted as submitted.
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MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
SEPTEMBER 8, 2004
PAGE 3
ENGINEER'S REPORTS
Project Status Report The Project Status Report dated September 2004,
was accepted as submitted.
TREASURER'S REPORTS
Financial Report as of The Financial Report as of August 31, 2004 was
August 31, 2004 accepted as submitted.
Report of Monies on The Report of Monies on Deposit as of August 31,
Deposit as of 2004 was received and filed.
August 31, 2004
Warrant 2005 -03 for Warrant Resolution #CMSD 2005 -03 was
September 2004 in the approved, authorizing the President and Secretary
amount of $523,600.00 to sign the warrant and instructing the Treasurer to
draw a warrant from the Costa Mesa Sanitary
District General Fund in the amount of
$523,600.00.
Directors Expenses for the Director Expenses for the Month of August 2004
Month of August 2004 were ratified as follows:
Director Ferryman: $170.00 + $4.50
Director Perry: $1020.00 +390.89
President Schafer: 1020.00 + $406.40
Director Worthington: $1020.00 + $397.46
.......................... END OF CONSENT CALENDAR ....................•.••••
WRITTEN COMMUNICATIONS
Ms. Revak reported receiving a thank -you card from Bruce Mattern.
PUBLIC COMMENTS
There was no public present, no questions asked.
COSTA MESA SANITARY DISTRICT
^v ab MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
SEPTEMBER 8, 2004
• PAGE 4
MANAGER'S REPORTS
ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT
REPORTS
POLICE REPORT
Mr. Hamers presented the police report for August 2004.
Location Calls for Service Cite /Arrest
Area 1
6
3
Area II
4
2
Area III
1
0
Area IV
0
0
TOTAL
11
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DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT
• Mr. Hamers presented the ordinance enforcement summary report for July
and ending August 21, 2004.
Mr. Shefs summary report contained the following information:
• 35 flyers given to residents and 8 containers oversprayed and ID
tagged.
• Mr. Shef reported very few scavengers were noticed during the large
item collection program.
CMSD STRATEGIC PLAN
YEAR 2003/2004 ACTION ITEMS
Mr. Hamers presented the 2003/2004 Strategic Planning Action Items,
reporting the District is on schedule for all items. Mr. Hamers reported
Staff will begin looking at scheduling the 2005 Strategic Planning
Workshop.
Director Worthington distributed a report on Adult Outreach Opportunities
for consideration. Director Worthington proposed providing field trips to
interested adults to educate them concerning the District's various
activities.
The Board will discuss the item further at the next Strategic Planning
Workshop in January/February of 2005.
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
SEPTEMBER 8, 2004
• PAGE 5
SEPARATION OF DISTRICT FROM CITY
SECOND DRAFT OF CITY OF COSTA MESA/CMSD AGREEMENT
Mr. Burns, Mr. Harriers and Mr. Fauth met with City representatives and
advised the Board they are very close to an agreement.
Mr. Harriers reported the City offered to discuss the franchise agreement
separately, after the separation agreement has been signed.
The Board determined it would accept to the terms of the agreement,
conditioned upon the City's providing an agreement not to attempt to
impose a franchise fee now or in the future, and directed Staff to
negotiate with the City.
Mr. Fauth reported he has a list of inventory items to review to determine
items that are the sole property of the District.
TENANTIMPROVEMENTS
• CHANGE ORDERS TO CIRKS CONSTRUCTION CONTRACT
Mr. Fauth provided a report on the current construction status and
presented pictures of the building.
Mr. Fauth reported he received additional bids on the HVAC
system, as requested by the Board, and reported all new bids came
in higher than the original bid.
Change Order Item
Amount
I Subject
#28
$33,549.60
1 HVAC
Mr. Fauth provided a list of additional change order items as
follows:
Change Order Item
Amount
Subject
#29
$507.00
16 lock sets
#30
$15,360.00
2 drinking fountains
#32
$4,440.00
2 wrought iron fences
#33
$890.00
Second floor bathroom fiberglass
reinforced paneling.
$21,197.00
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COSTA MESA SANITARY DISTRICT
'�✓ ay MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
SEPTEMBER 8, 2004
PAGE 6
Director Perry motioned to approve change orders numbers 28, 29,
30, 32, and 33. Director Woodside seconded. Motion carried 5 -0.
Mr. Fauth reported the movers have been scheduled for September
24 and 25, 2004.
LAWN CARE AGREEMENT
Mr. Fauth reported he reached an agreement for lawn care with the
current provider at a rate of $150.00 for the first month and $90.00
a month thereafter for weekly service. Director Ferryman motioned
to approve the agreement. Director Woodside seconded. Motion
carried 5 -0.
MOVING COMPANY AGREEMENT
Mr. Fauth reported the moving agreement cost is $2,795.00.
Director Ferryman motioned to approve the agreement. Director
Woodside seconded. Motion carried 5 -0.
HEADQUARTERS SECURITY AGREEMENT
Mr. Fauth reported he is reviewing proposals from the security
companies and has not yet decided which security company to
recommend.
Director Ferryman motioned to authorize Staff to review the
proposals and make a decision. Director Perry seconded. Motion
carried 5 -0.
RECYCLING REPORTS
WASTE DIVERSION REPORT - JULY 2004
WASTE DIVERSION REPORT - AUGUST 2004
Ms. Revak presented the Waste Diversion Reports for July 2004 showing
a 54.12% diversion rate for the County and 50.51 % rate for the City and
August 2004, showing a 54.12% diversion rate for the County and 50.51 %
rate for the City.
Director Perry motioned to receive and file the reports for July and August
. 2004. Director Worthington seconded. Motion carried 5 -0.
` COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
V SEPTEMBER 8, 2004
• PAGE 7
CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND DISPOSAL
PAYMENT FOR AUGUST 2004 SERVICES
Director Perry motioned to approve contract payment to CR Transfer for
recycling services and disposal for the month of August 2004, in the amount
of $183,159.25. Director Worthington seconded. Motion carried 5 -0.
COSTA MESA DISPOSAL REQUEST FOR FULLY - AUTOMATED SERVICE AND
PRESENTATION OF MASTER PLAN
SPECIAL MEETING - SEPTEMBER 2, 2004
Mr. Hamers reported a few new line items have been added to the yearly
Orange County trash survey to determine additional information on other
programs in the County.
PURCHASE OF 60 GALLON AND 90 GALLON TRASH CONTAINERS
Mr. Fauth presented a memorandum depicting the current inventory of
standardized containers and the recommendation to purchase 300 each of
• both the 90 and 60 gallon size units, not to exceed $35,000.
Discussion was held regarding policy of payment for future new containers
should additional containers be requested by residents.
The Board determined a Special Meeting should be held to discuss .the
matter in more detail. The Board will meet on Monday, October 4, 2004, at
11:00 a.m.
Director Perry motioned to approve the purchase of 300 each of both the 90
and 60 gallon size units, not to exceed $35,000. Director Woodside
seconded. Motion carried 5 -0.
RECYCLING COMMITTEE - TUESDAY, SEPTEMBER 7, 2004 - 9:00 A.M., CR -1A
DIRECTORS WORTHINGTON AND WOODSIDE
STRATEGIC PLANNING 2004 - PUBLIC OUTREACH - CLASSROOM RECYCLING
PROJECTS
Director Worthington reported the Committee determined they would
concentrate on private schools for the public outreach.
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COSTA MESA SANITARY DISTRICT
v MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
SEPTEMBER 8, 2004
• PAGE 8
LARGE ITEM COLLECTION PROGRAM
Director Worthington reported 543.66 tons were landfilled at a total cost of
$11,958.42. Recyclable white goods collected during this period totaled 169
tons, amounting to a credit of $15,724.69 (93.04 /ton) and a net profit to date
of $3,766.27.
MINI - TELEPHONE BOOK PROGRAM (YELLOW PAGES)
The Mini Telephone Book Recycling Program is currently in progress and
will run through September 20, 2004. To date, approximately 1000 books
have been collected in the bins located at City Hall and the Orange Coast
College Recycling Center.
ENGINEER'S REPORTS
WASTE DISCHARGE REQUIREMENTS - (WDR)
GENERAL UPDATE
• Mr. Hamers reported the Regional Water Quality Control Board is
investigating the impact of private property spills.
PROJECT #174 (2004 -05 CIP) WASTE DISCHARGE REQUIREMENTS, FATS, OIL
AND GREASE (FOG) PROGRAM DEVELOPMENT
CONSIDER AGREEMENT
Project #174 will be brought back at the Special Meeting on October 4,
2004 for consideration.
PROJECT #173 - PREPARE EMERGENCY RESPONSE PLANS FOR PUMPING
STATIONS
PROPOSAL TO COMPLETE PROJECT
Mr. Harriers
presented
a proposal to complete Project
#173, Prepare
Emergency
Response
Plans for Pumping Stations.
The project is
included in
the Costa
Mesa Sanitary District's 2002 -2003 Capital
Improvement Program report.
• Engineering: 260 hours at $80 per hour - $20,800
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
SEPTEMBER 8, 2004
• PAGE 9
Director Perry motioned to approve Project #173, Prepare Emergency
Response Plans for Pumping Stations. Director Woodside seconded.
Motion carried 5 -0.
REPORT ON EMERGENCY OR NON -BID SEWER WORK
Mr. Harriers presented a report on emergency or non -bid sewer work.
Director Ferryman motioned to accept the report as presented. Director
Perry seconded. Motion carried 5 -0.
TREASURER'S REPORTS
INVESTMENT OVERSIGHT COMMITTEE MEETING — SEPTEMBER 8, 2004 (DIRECTORS
SCHAFER AND WOODSIDE)
Ms. Davis reported the Investment Oversight Committee Meeting was held
prior to the regular meeting and the Minutes will be presented at the October
regular meeting.
DIRECT DEPOSIT FOR DIRECTORS' COMPENSATION
is Ms. Davis presented the Directors with the opportunity to have their
compensation on direct deposit.
Discussion was held regarding options and ramifications of what constitutes a
day's service to the Board.
Director Woodside opted to have his compensation deposited directly into his
bank account.
ATTORNEY'S REPORTS
Mr. Burns had no items on the agenda.
LOCAL MEETINGS
ORANGE COUNTY SANITATION DISTRICT (OCSD)
REGULAR MEETING - AUGUST 25, 2004 (DIRECTOR FERRYMAN
Director Ferryman attended the OCSD meeting and reported the following:
• ■ Purchase of new Pump Station site across from Balboa Bay Club
• Approval of $331,000 grant to the Costa Mesa Sanitary District for
televising of sewer lines
COSTA MESA SANITARY DISTRICT
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SEPTEMBER 8, 2004
PAGE 10
INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC)
President Schafer attended the September 7, 2004, ISDOC meeting and
reported the following:
• Executive Board meeting will be held on September 30th just prior to
the General Meeting
• Voting will be held at the September 30`" meeting
Director Perry motioned to appoint Director Ferryman as proxy voting
representative and Director Perry as backup. Director Worthington seconded.
Motion carried 5 -0.
Ms. Revak will notify ISDOC of the proxy voting representative.
LOCAL AGENCY FORMATION COMMISSION ( LAFCO)
President Schafer attended the August 11, 2004, LAFCO meeting and
reported the following:
• New CEO to be sworn in at the next meeting
■ Del Rio Annexation to the City of Orange
■ Legislative Update
• Annexations to the Orange County Sanitation District
CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA)
President Schafer reported the following:
• Conference calls with Board members
• Amendment of by -laws
• CSDA annual conference in Palm Springs
• Ballot to vote
BOARD OF DIRECTORS ELECTION 2004 - SEAT B AND SEAT C
President Schafer reported she is running for re- election for Seat B of CSDA
against Dennis Shepard. Seat C candidates include Harry Ehrlich, Paul
Jones and Dennis Shepard.
Director Ferryman motioned to support President Schafer's recommendation
of Harry Ehrlich for Seat C of CSDA. Director Perry seconded. Motion
• carried 5 -0.
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
w.�••t >✓ SEPTEMBER 8, 2004
• PAGE I1
Ms. Revak reported the District won "Honorable Mention" in the Innovative
Program Award for the District's Telephone Book Recycling Program.
OLD BUSINESS
ELECTION - NOVEMBER 2, 2004.
Ms. Revak reported the candidate - filing deadline for the November
election was August 6, 2004. The slate for the two seats on the CMSD
Board includes James Ferryman, Art Perry and Martin E. Millard.
NEW BUSINESS
TIMEFRAME FOR DIRECTOR REIMBURSEMENT OF OUT -OF- POCKET EXPENSES
Director Worthington suggested developing a policy to expedite
reimbursement to Directors for out -of- pocket expenses.
Mr. Hamers reported there are currently policies in place to approve
reimbursement of Director expenses midway between the regular board
• meetings, if desired.
Ms. Davis explained that checks are disbursed every two weeks and
Directors wishing to receive their reimbursement before the regular
meeting can turn them in for the next accounts payable run.
Discussion was held regarding possible solutions and setting a policy for
types of reimbursements.
Ms. Davis will bring a preliminary policy for reimbursements to the Board.
ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
President Schafer complimented Staff for the wonderful job they are doing during
the relocation.
ADJOURNMENT
At 8:26 p.m., President Schafer adjourned the meeting.
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SECRETARY PRESIDENT