Minutes - Board - 2004-11-100
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COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
NOVEMBER 10, 2004
The Board of Directors of the Costa Mesa
CALL TO ORDER Sanitary District met in regular session on
November 10, 2004, at 6:00 p.m. at 628 W.
19th Street, Costa Mesa.
President Schafer called the meeting to
order at 6:00 p.m.
PLEDGE OF ALLEGIANCE Director Ferryman 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, Accountant;
Denise Gilbert, Permit Processing
Specialist; Debbie Bjornson, Permit
Processing Specialist; Ron Shef, District
Ordinance Enforcement Officer
OTHERS PRESENT: None
COSTA MESA SANITARY DISTRICT
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MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
NOVEMBER 10, 2004
• PAGE 2
. ............................... CONSENT CALENDAR. ...............................
Director Perry motioned to approve the Consent Calendar as submitted. Director
Woodside seconded. Motion carried 5 -0.
REPORTS
MINUTE APPROVAL
Minutes of Recycling The Minutes of the Recycling Committee Meeting
Committee Meeting, of October 12, 2004, were approved as distributed.
October 12, 2004
Minutes of Regular The Minutes of the Regular Meeting of October 14,
Meeting, 2004, were approved as distributed.
October 14, 2004
MANAGER'S REPORTS
• Refunds There were no refunds requested for the month of
October 2004.
Occupancy Report and The Trash Occupancy Count documented an
Payment of $188,431.55 increase of 8 units for the occupancy report for
to Costa Mesa Disposal — solid waste collection as of November 1, 2004.
November 2004 Therefore, the total for November is 21,199.
Board directed Staff to prepare a warrant for
$188,431.55 to Costa Mesa Disposal on December
1, 2004, for payment for November trash collection
based on the November count of 21,199.
Monthly Spill Report to The Monthly Spill Report to the Regional Water
Regional Water Quality Quality Control Board (RWQCB) for October 2004
Control Board (RWQCB) was accepted as submitted.
ENGINEER'S REPORTS
Project Status Report The Project Status Report dated November 2004
was accepted as submitted.
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NovEmBER 10, 2004
PAGE 3
TREASURER'S REPORTS
Financial Report as of The Financial Report as of September 30 and
September 30 and October 31, 2004 were accepted as submitted.
October 31, 2004
Monies on Deposit as of The Monies on Deposit as of September 30 and
September 30 and October 31, 2004 was received and filed.
October 31, 2004
Warrant 2005 -05 for Warrant Resolution #CMSD 2005 -05 was
November 2004 in the approved, authorizing the President and Secretary
amount of $923,251.27 to sign the warrant and instructing the Treasurer to
draw a warrant from the Costa Mesa Sanitary
District General Fund in the amount of
$923,251.27.
Directors Expenses for the Director Compensation and Expense
Month of October 2004 Reimbursement for the Month of October 2004
were approved and ratified as follows:
Director Ferryman: $340.00
Director Perry: $510.00
President Schafer: 1020.00 + 7.50
Vice President Woodside: $510.00
Director Worthington: $1020.00
.......................... END OF CONSENT CALENDAR ..........................
WRITTEN COMMUNICATIONS
Ms. Revak reported receiving an e -mail from CASA regarding their mid -year
conference to be held in January 19 to 22, 2005. Ms. Revak faxed copies to the
Board. The Board determined the CASA conference conflicted with the District's
strategic plan schedule.
PUBLIC COMMENTS
There were no public comments.
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MANAGER'S REPORTS
COSTA MESA SANITARY DISTRICT
MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
NOVEMBER 10, 2004
PAGE
ANTI - SCAVENGING AND SCREENING OF TRASH CONTAINERS ENFORCEMENT REPORTS
POLICE REPORT
Ms. Revak reported receiving a memorandum from Mr. Don Holford stating the
Costa Mesa Police Department is utilizing a new computer system and the
information the District has been receiving will not be available. Mr. Hamers
anticipates being able to receive the reports again in the future.
DISTRICT ORDINANCE ENFORCEMENT OFFICER REPORT
Mr. Shef presented the ordinance enforcement summary report covering the
five -week period from the last week of September to the end of October 2004.
Mr. Shef's summary report contained the following information:
• 35 flyers given to residents and 8 containers oversprayed and ID tagged
• Delivery of Trash Hauling Survey cards to dumpster users
President Schafer requested a map of the routes that have been converted
to fully automated service. Mr. Hamers reported Staff is in the process of
acquiring the map.
CMSD STRATEGIC PLAN
YEAR 2003/2004 ACTION ITEMS
Mr. Hamers presented the 2003/2004 Strategic Planning Action Items,
reporting the District is has completed all items with the exception the
following two:
• Public restrooms —Director Worthington will provide a report
• Meeting between President Schafer and an elected official — Mr. Revak
and President Schafer will arrange a meeting
NEW DISTRICT HEADQUARTERS
Mr. Hamers commended Staff and the Board of Directors for their
combined efforts in acquiring and renovating the new headquarters.
Mr. Fauth reported he is currently working on having a cement pad
prepared for the trash enclosure. This will eliminate the need to use a
parking space for the bin.
COSTA MESA SANITARY DISTRICT
@.M.,A� MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
NOVEMBER 10, 2004
• PAGE 5
Mr. Fauth reported the right -of -way request is still in progress and will be
completed in the near future.
Director Ferryman suggested a wrought iron perimeter fence.
Director Worthington obtained quotes on two items:
• Installation of a flag pole
• Artificial turf in various areas in the front of the building
Mr. Fauth provided updates on various planned projects.
Director Worthington suggested providing the District's Mission Statement
on the conference room wall.
Mr. Burns reported receiving a new copy of the proposed City /District
Operating Agreement from Ms. Nguyen, Assistant City Attorney, now that
the Sanitation Franchise Fee issue has been resolved..
• RECYCLING REPORTS
WASTE DIVERSION REPORT - OCTOBER 2004
Ms. Revak presented the Waste Diversion Reports for November 2004
showing a 50.77% diversion rate. The report was received and filed.
CONTRACT PAYMENT TO CR TRANSFER FOR RECYCLING SERVICES AND DISPOSAL
PAYMENT FOR OCTOBER 2004 SERVICES
Director Perry motioned to approve contract payment to CR Transfer for
recycling services and disposal for the month of October 2004, in the amount of
$167,508.36. Director Worthington seconded. Motion carried 5 -0.
COSTA MESA DISPOSAL REQUEST FOR FULLY- AUTOMATED SERVICE AND
PRESENTATION OF MASTER PLAN
FLYER DISTRIBUTION
Mr. Hamers reported the flyer is being printed for distribution either by hand or
by mail.
• Mr. Fauth presented the new form used for additional container requests.
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RECYCLING COMMITTEE — THURSDAY. NOVEMBER 9. 2004 - 9:00 A.M., CMSD
BOARDROOM, 628 W. 19TH STREET, COSTA MESA, DIRECTORS WORTHINGTON AND
PERRY
STRATEGIC PLANNING 2004 — PUBLIC OUTREACH — CLASSROOM RECYCLING
PROJECTS
Director Worthington talked to the principal of Mariners Christian school about
providing a recycling and vermicomposting presentation.
TELEPHONE BOOK RECYCLING PROGRAM WITH SCHOOLS
Ms. Revak reported the School Telephone Book Recycling Program will run
from November 17 through December 29, 2004. Currently, 25 schools are
participating in the program.
There will be a bin located at the Costa Mesa Sanitary District headquarters
building.
USED TIRE ROUND UP —SATURDAY, OCTOBER 23, 2004
aMr. Fauth reported there were less tires collected in the 2004 collection than
in previous years. Mr. Fauth attributes the reduced number of tires to the
change in the collection date from October 9 to October 23 as well as fewer
residents changing their own tires due to the numerous tire stores inside the
District.
Mr. Fauth reported flyers were not used to advertise the program this year
because distribution of the flyers yielded minimal results in previous years.
Mr. Shef reported a few people inquired as to where the flyers were located.
Mr. Fauth provided recommendations for the 2005 Used Tire RoundUp
including reconsidering the distribution of flyers and the use of public service
announcements on local radio stations.
PUBLIC RESTROOMS
Director Worthington presented a handout regarding the first three of the
anticipated 150 portable restrooms being installed in throughout the City of Los
Angeles. The restrooms are projected to generate $150 million dollars in
revenue over 20 years.
• Discussion was held regarding possible public restroom locations in Costa
Mesa.
COSTA MESA SANITARY DISTRICT
ao MINUTES OF BOARD OF DIRECTORS REGULAR MEETING
NOVEMBER 10, 2004
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Director Ferryman and Director Worthington will talk to a school district
representative to suggest the portable public toilets be considered for use on
school grounds.
Mr. Hamers will obtain the staff report from the City of Los Angeles.
ENGINEER'S REPORTS
WASTE DISCHARGE REQUIREMENTS - (WDR)
GENERAL UPDATE
Mr. Hamers gave a general update of the WDR compliance effort in Orange
County.
GREASE CONTROL PROGRAM DEVELOPMENT
PROJECT No. 174-AGREEMENT WITH EEC
• Mr. Hamers presented Project #174 — FOG Program Development &
Implementation - Agreement with EEC (Environmental Engineering and
Contracting, Inc.).
Mr. Burns reviewed and approved the agreement.
Director Ferryman motioned to execute Project No. 174 — Agreement with EEC.
Director Perry seconded. Motion carried 5 -0.
SPECIAL MEETING FOR ESTABLISHMENT OF FOG PROGRAM PARAMETERS
Mr. Hamers reported the parameters of the grease control program must be
submitted to the Water Quality Control Board by December 30, 2004.
A special meeting to discuss the program parameters was set for Monday,
December 6, 2004 at 11:30 a.m.
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NOVEMBER 10, 2004
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USE OF OCHCA INSPECTORS
Mr. Hamers reported there is a negotiation /proposal being considered by all
agencies to contract with OCHCA inspectors to conduct kitchen BMP
inspections.
Discussion was held regarding possible inspection options.
Director Perry motioned to approve the Notice of Intent, not to exceed
$25,000. Director Woodside seconded. Motion carried 5 -0.
TREASURER'S REPORTS
UPDATE ON SPRINGBROOK FINANCIAL SOFTWARE
Ms. Davis reported the Financial Statements are delayed due to issues with the
software. Ms. Davis anticipated the reports would be available by mid January
2005.
• BOARD OF DIRECTORS EXPENSE REIMBURSEMENT ORDINANCE
Ms. Davis reported an ordinance regarding Directors' expense reimbursement is
being prepared and is anticipated to be presented to the Board for review in
December 2004.
INVESTMENT OVERSIGHT COMMITTEE MEETING HELD NOVEMBER 10. 2004
(DIRECTORS PERRY AND WORTHINGTON)
The Investment Oversight Committee Meeting was held on November 10, 2004.
The Minutes will be presented at the December 2004 meeting.
ATTORNEY'S REPORTS
CITY OF COSTA MESA CONSIDERATION OF SANITATION FRANCHISE FEE
Mr. Burns commended the Board for their successful position regarding deleting
the Costa Mesa Sanitary District from the City's implementation of the sanitation
franchise fee.
Mr. Hamers commended Mr. Burns for his work on the Home Gardens case and
its ultimate effect on the District's position regarding the sanitation franchise fee.
• Mr. Burns reviewed a fax sent out to Board members regarding ordinance
compliance.
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LOCAL MEETINGS
ORANGE COUNTY SANITATION DISTRICT (OCSD)
REGULAR MEETING - OCTOBER 27, 2004 (DIRECTOR FERRYMAN)
Director Ferryman attended the OCSD meeting and reported the following:
• Ordinance raising fee for big users
• SARI line repairs of $635,000
• Director Ferryman appointed to Groundwater Replenishment
Committee
• Director Ferryman appointed to OCCOG Committee
• Christening of the Nerissa, the district's new ocean monitoring and
research vessel, at the Newport Beach Nautical Museum
SANTA ANA RIVER FLOOD PROTECTION AGENCY
MEETING NOVEMBER 4. 2004 (DIRECTOR PERRY)
• Director Perry reported he did not attend the November 4, 2004 meeting but
provided the minutes for the Board's review.
INDEPENDENT SPECIAL DISTRICTS OF ORANGE COUNTY ( ISDOC)
President Schafer attended the November 2, 2004, ISDOC meeting and reported
the following:
■ Discussed upcoming special meeting
ELECTION AND LUNCHEON - FRIDAY. NOVEMBER 12, 2004
President Schafer reported the guest speaker will be Catherine Smith,
Executive Officer of CSDA. ISDOC elections will be held.
LOCAL AGENCY FORMATION COMMISSION (LAFCO)
President Schafer attended the November 10, 2004, LAFCO meeting and
reported the following:
• Ball Road /Santa Ana River - sphere of influence to reflect consistent
changes in district jurisdictional boundaries.
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CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA)
President Schafer will attend the November 18 -191h meeting in Sacramento.
President Schafer will be on the membership and marketing taskforce. President
Schafer reported the Strategic Planning Session for 2005 will be held in January.
OLD BUSINESS
No old business was discussed.
NEW BUSINESS
STRATEGIC PLANNING WORKSHOP — .JANUARY 21 AND 22, 2005
President Schafer reported the Strategic Planning Workshop will be held on
January 21 and 22, 2005.
RESULTS OF CMSD GENERAL ELECTION
• President Schafer announced Directors Ferryman and Perry were re- elected and
will serve new four -year terms. In accordance with Operations Code Section
3.010.020, Ms. Revak will administer the oath of office to the Directors on the first
Friday in December.
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ORAL COMMUNICATIONS AND DIRECTOR COMMENTS
Director Ferryman suggested sending a letter of congratulations to newly - elected
officials. President Schafer will work with Ms. Revak to orchestrate the appropriate
recipients.
Director Worthington reported he prevailed in a recent lawsuit.
Director Ferryman provided a videotape on the Groundwater Replenishment System
for the District's library.
ADJOURNMENT
At 7:53 p.m., President Schafer adjourned the meeting.
PRES ENT